OLESS Meeting Minutes (Old Lyle Elementary School Supporters)

August 3, 2009
7:00 PM
Old Lyle Elementary School
Facilitator: Vern Harpole / Roger Hill Note taker: Marcia Buser
Attendees: See list at end of minutes
Purpose: Renovate & manage building to serve as a community gathering space and provide services.

Agenda item:
Review minutes of previous meeting July 13
Discussion:
Vern and Mildred attended school board meeting. See next agenda item. Barbara had submitted corrections to last minutes, corrections are posted on the blog.

Agenda item:
Update on School board decisions.
Discussion: Water will be paid till end of calendar year. School will continue insurance for liability on grounds and insurance for structure damage. We will need to get equivalent of renter's insurance to cover liability for activities in building and coverage for any property we have in building. We will start lease agreement negotiations next month with school board rep.
Suggestion that we draft a memo of understanding to document what was agreed to. Started a list of items that need to be in our lease agreement.
As improvements are made to the property (physical improvements), will they be covered or added on to the insurance? We will be asked to provide a certificate of insurance with the same amount of liability coverage. We still do not know what the liability amount will be.
Vern reported that meeting with Lion’s Club went well and they were supportive of the activity center.
Conclusions:
Can’t really make any decisions until have firm answers. Will be tasks for the lease committee to work out with the school.
The following items captured for lease negotiations committee to address:
 Insurance:
o Memo of understanding – get specific, re: skate park
o Are improvements covered? Future changes included?
o Personal property coverage
o Liability
o School district requirements: renters ins, personal property, liability
 School policy regarding alcohol and our requirements
 Mowing responsibility
 Sublease possibilities

Agenda item:
Survey for water costs.
Discussion: will be showing up at your door soon... example of survey handed out. Lorie explained the back ground and purpose of the survey. Last question of survey is on the water bill.
Concern that results are verifiable – survey is just intended to be an informal. Anyone who wants to help with the survey: please meet at the Old Elementary school, this Saturday, August 8 at 9:00 AM.

Agenda item:
Need for irrigation crew!
Discussion: Sign up for one day a week to turn on/off water on park. Auto meter doesn't work and school maintenance worker only does it only when he remembers.
Conclusions:
Watering committee: see grounds committee below – they will address
Oren said when fill dirt comes in for Habitat for Humanity, that he will have the hole in front of school yard filled.

Agenda item:
Thanks to those who helped with clean up.
Discussion: Marc Dinnerstein led the charge on his back hoe, removing overgrown blackberry bushes and other brush around the old school building. Vern Harpole, Jack Bryan, Roger Hull and Doug Barnard all worked to clean up the school grounds, chop back weeds and other overgrown bushes.
Inside, Juliet Pouillon and Mildred Lykens painted the large chalkboard making it usable again. Marcia Buser cleaned the room recently vacated by the ESD. Barbara Sexton provided everyone with goodies to keep them going.

Agenda item:
Gazebo presentation
Discussion: Every year county gives money to community councils for projects. We received $8000 to build a gazebo in the park, must be done by end of the year. Email from Scott Putnam with construction estimate. To go SE corner where baseball stop, however placement is still open for discussion. Calls for it to be plumbed for cold water and electrical. Will be all volunteer labor, so $8K is all for materials.
Consensus to place closer to the school building but still on S side. Recommend looking at the White Salmon gazebo.
Conclusions: Gazebo committee established: Scott Putnam (chair), Terry Mills, Lisa Conway, Norm White, Vern Harpole.

Agenda item:
Volunteers and appointees for the follow positions were determined:
Discussion:
a) Treasurer
 Open for now as position not needed yet.
b) Secretary
 Marcia Buser
c) Chairman & co chairman
 Vern Harpole - chair
 Roger Hull – co-chair
d) Rehabilitation committee chairman.....
 Oren Johnson – chair
 Don Starkin, Brian Hinde, Lynn Ellis, Mildred Lykins
 Pam Essley & Colleen Hatfield (aesthetics subcommittee)
Need=2 plumber eval. electrician eval, HVAC eval, structure eval, Hazmat mitigation ev
e) Fund Development Committee chairman
 Bob Hansen, chair
 Lisa Conway, Julie Larson, Joy Collins
f) Grounds maintenance
 Don Starkin, Chair
 Colleen Hatfield, Harry Moss, Sue Dornbusch
g) Operations/events scheduling – any groups who want to use the building should call Vern
 Vern Harpole for now
h) By Laws committee
 Lorie – chair
 Glenda Lovejoy, Barbara Sexton
Note: Barbara Lorie are on the 501 c 3 committee

Agenda item:
Come to Community Party 14 August right here!
Discussion: Great music and great food – free! Starts at 5:30 PM.

Next Meeting Scheduled:
September 14 at 7:00 PM at Old Lyle Elementary School



Attendees

 Barbara Sexton
 Bob Hansen
 Colleen Hatfield
 Don Starkin
 Glenda Lovejoy
 Harry Moss
 Lisa Conway
 Lorie Hill
 Marc Dinnerstein
 Marcia Buser
 Mildred Lykens
 Norm White
 Oren Johnson
 Roger Hull
 Sherri Starkin
 Terry Mills
 Vern Harpole
 Wendy Dinnerstein
 Tamsin Eddy
 Grone Eddy
 Lynn Ellis
 Brian Hinde
 Katheryn Foss
 Susan Dornbusch
 Pam Essley