Lyle Elementary School Building: October 2009

Facilitator: Vern Harpole Note taker: Marcia Buser

Attendees: See list at end of minutes

Mission: Working together to preserve and maintain the Old Lyle Elementary School building and park as an activity center and green space to improve the quality of life for the Lyle community.

Minutes

Agenda item: Review minutes Sept 14 meeting.

Discussion: Correction to minutes noted: Community Council will not be paying the water bill as stated in minutes, just writing the official letter to KPUD. School will pay the water bill for now.

Agenda item: Gazebo update- $8500 EDA grant ($7940 with sales tax)

Discussion: Barb read a letter from Sept 28 regarding postponing the grant for gazebo. EDA grant money must be spent December 31, 2009 or will lose it. Offered several options, including ordering materials now, receiving and billing the county and store materials or have material delivered later.

Conclusions:

§ Will be a push to get it done. Could lose credibility with grant board if let if go. Decided to go for it.

§ Determined where to put it: consensus is to be northwest side of field. (Number 2 area from last minutes). Current backstop to be removed and just have one backstop on other end of field.

§ Design: Norm presented some options. Roof: 16’ X 36’ – gives us 8’ increments. $4600 + delivery and WA tax. Use glue lams, finished with oil. Can use additional money for gravel or wood chips, barbeque pit, picnic tables, fireplace, lights. Norm had a material list with costs that he presented as well as photos.

Action items:

§ Norm to order material, get invoice to give to county. Have to invoices to county by Dec 31.

§ Buy great picnic table from lady who builds locally. Rick Oldfield’s daughter-in-law – Harry has one. Anyone know her name and contact information?

Agenda item: Treasurer’s Report

Discussion: Have $146.00. Oct electricity bill has not come yet.

Agenda item: Building Usage

Discussion:

§ Demand for building use is growing by the minute. Reviewed Lisa’s rent fee structure proposal:

o Non-profit children's programming -- $5.00 per meeting, max 3 hour meeting
Example: Scouts, Baha'I, 4H, etc

o Basic meeting or class -- $25.00 per meeting, max 4 hours
Example: exercise class, knitting, reading group
Suggest that the group "pass the hat" during meeting to collect fee

o Room Rental Full Day -- $40.00

o Room Rental Two Day -- $80.00

§ Perhaps just charge if they are charging, if not can make a donation. Joy is the room rental chair. Coleen is a back-up

Conclusions:

§ The group voted and adopted proposed fee schedule with the provision that Joy has authority to reduce or waive the fee based on the circumstances. Review in January.

Agenda item: Room Rental Requests

Discussion:

§ Joy read letter from KTC requesting to rent principal’s office or nurse’s room. Ruth Krause is interested in renting the nurses room for hair dressing business.

§ We still do not have a lease yet so cannot officially enter a rental agreement. School board still has not moved on it.

§ Joy proposed that renters have keys that are “not to be duplicated.”

§ Issue of museum paying rent came up. Museum paying power bill next month. Table discussion to another date.

Conclusions:

§ Voted and approved KTC rental of one of the small rooms with use of rooms 4 X/year, contingent on lease approval. Which room it is to be will be decided later.

§ Ruth will be asked to submit a written request if she is interested in pursuing the nurse’s room.

Agenda item: Gates Foundation Grant

Discussion: Table to next month as no one here to talk about.

Agenda item: Report from By-law committee

Discussion: Glenda, Don, Laurie drafted by-laws – sent out to OLESS group for review. Issue on membership: what constitutes OLESS membership? Have an actual listed membership (free) or anyone who is a community member is automatically a member?

Conclusions:

Table discussion until next month when everyone has had time to review the proposed draft.

Agenda item: Committee Reports

Finance Committee:

§ Grant application – Bob will apply for $16,000 even if we don’t have an exact estimate now, will just be best guess. EDA grant needs to be submitted by end of October. Bob to present request at Oct council meeting. Bob and Vern’s names to be contact people on request.

§ Bob presented update on budget plan:

o $2,000/yr liability insurance-average$170 per month. Plus electricity, wifi, telephone, incidental materials and expenses, etc.

o Estimated operating budget $1,150 per month. Major repairs ( roof and windows will have to come from another source).

o Lyle School Activity Center anticipated monthly revenues:

o $500 EDA grant ( $6,000 per year for community education and enhancement programs)

o $300 fund raising ( $3,600 per year)

o $200 rent ( $2,400 per year total from various groups)

o $150 fees for meetings, classes, etc ( nominal $25 fee for night and half day use, $50 for full day use) (assumes 6 fee payers per month)

o $1,150/month = $13,800 per year

§ Lisa reported on fundraising meeting last week to brainstorm ideas how to raise money. Lots of ideas generated, both long and short term.

§ Next fundraising meeting, Oct 13 at 7:00 to work on specific ideas.

Rehabilitation Committee:

§ Oren reported that he is continuing to solicit information. He had another conversation with KPUD – may be able to get some money from BPA for windows and possibly roof repair/replacement.

§ Several issues with windows identified. Will be difficult to remove because of old glazing that has become rock hard. Met with head person at Cardinal glass. They have odd-shaped windows. Oren will cut some plywood prototypes to make sure windows will fit and Cardinal will make us a prototype to verify will fit. Cost based on double pane argon filled at $20. Triple pane windows are double R value, and double the price. Third option is to have security film on inside of window – those run $50/window.

§ Cost does not cover removing old windows or installation of new window – would need to rely on volunteer labor.

§ Heat issues. By next meeting will have something figured out.

Agenda item: Lyle Ladies Holiday Bazaar Friday and Sat, Nov 13 & 14, 9:00 – 4:00

Discussion: All bazaar sellers will pay $5 a table, all fees collected will be given to OLESS. OLESS to come up with a taco bar to raise money. Need to encourage OLESS members to get food handler’s permit. Class to get license or to renew to be held at Lions on October 19^th, 6:30 potluck, 7:00 PM. License cost is $10.

Laurece is the primary contact for the Bazaar.

Conclusions:

§ Vern will organize the taco feed.

§ OLESS members need to attend Food Handler’s Class on Oct 19^th.

Agenda item: Roof Repairs

Action item: Royce has been fixing roof and keeping receipts. Roof over hallway is very bad shape. Structure underneath is rotten. Royce is confident that he can get it water tight for winter. Royce can get materials list to give to Bob for grant info in order to do proper repair which requires tear down and resealing. Roof over classrooms is in good shape.

Agenda item: Room rental applications

Discussion: Bob will finalize form with Joy and Mildred’s phone numbers for contact.

Next Meeting Scheduled:

Nov 2 at 7:00 PM at Old Lyle Elementary School

Attendees