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.

Tuesday, May 18, 2010

MEETING MINUTES May 17, 2010

Agenda item: Review and approve minutes from April 14, 2010

Discussion: Approved with no changes or corrections.

Agenda item: Treasure’s report

Discussion: Current balance: $3297.83. Vern spent last of lumber company money today. Colleen will submit bill to Barb for $74.65.

Cultural Exchange is going to give $250 to OLESS for use of building during event. Next year Cultural Event will budget in money for OLESS.

Recent donations: Oren donated $109 for canvas. The Harpoles donated $60 for special liquor license, $5 for lights and $50 for trim on pavilion. Roger donated $198.99 in building materials. Don Starkin donated $20 for electrical supplies.

Agenda item: Update on Pavilion and Lease

Discussion: Lease was signed for 10 years with 2 extension options.

Pavilion: probably have all the materials to finish. Not decided yet what will be under pavilion – considering several option including liquid concrete over ground. Roof decking should be completed tomorrow, shingles next week or two.

Action Items: Colleen will get quotes for a plaque for pavilion. Mildred will draft article for next newsletter that acknowledges all the volunteers who built pavilion. We will pick date for a formal dedication at the next OLESS meeting. Marcia to scan lease and email to board members.

Agenda item: Update on EDA grant

Discussion: Lorie signed paperwork for grant on Friday. Only Lyle and Snowden are getting grants. CEKC is writing a memo of understanding for communities to be the fiscal agent for a 5% administrative costs. $11,000 is available.

Action Items: Lorie will fill out Organization Support Request Form and Grant Support Request Form for OLESS to submit to CEKC. Any group that is using CEKC as a 503(c) 3 fiscal agent needs to submit forms.

Oren will submit receipts for locks and security to EDA.

Agenda item: Update on Horizon's money.

Discussion: Lorie submitted request for $8500 for leadership opportunities and support programs.

Agenda item: Update on building rehab

Discussion: Vern has an electrician who is willing to donate community service hours. Can rewire panel janitors closet and rewire for insta-hot and put in a decent circuit breaker panel. Labor will be free, but will need to pay for supplies.

Oren waiting on 3 bids on heating and cooling system. Building has 600 amps coming into it – lots! Have plenty of electricity, but current heating system is totally inefficient.

Agenda item: Fundraising

Discussion: Need bids and building plan so we can ask for money – need it for grants and fundraising purposes.

Action Items: Subcommittee will meet in next 6 weeks to develop building project plan. Bob will head up.

Agenda item: Membership/Supporters/Board of Directors policy -- get it in writing and approved

Discussion: Need to get it done!

Action Items: Marcia will draft for review by next meeting

Agenda item: Building /room rentals promotion

Discussion: Have been getting word out. People need to understand that building is theirs to use. Perhaps a sign on building to let people know. Will discuss building promotion, signs at next meeting. .

Agenda item: Form a programs committee... we need to start doing something besides parties, cleaning, fixing and raising money

Discussion: Programs: guest speakers, classes, community gardens, workshops. Yoga, bingo, When are we ready? If building renovation going on can it work. Children’s art program – summer youth program. Senior cards after lunch. Ongoing educational programs as part of Cultural Exchange. Fund wireless access. Computer class for seniors. Low cost spay/neuter clinics for cats and dogs.

Action Items: Sherri will go through surveys. Bob will call Gorge.net to see if we can get wireless set up in building.

Agenda item: Comments/open mike

Discussion: Vern is going to start having a picnic every Thursday at 6:00 – invite community to join him. To start after Memorial Day in Pavilion.

Bob asked if we want to do another Tour de Fleur. Will have a meeting to debrief and decide.

Mildred and Colleen suggested using Nurses Room as concession. Put in concession window? Building considerations.

Do community dance this summer?

Next Meeting Scheduled:

June 21 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

  • Bob Hansen
  • Marcia Buser*
  • Colleen Hatfield
  • Vern Harpole*
  • Lorie Hull
  • Roger Hull*
  • Oren Johnson*
  • Sherri Starkin
  • Don Starkin*
  • Karen Beck
  • Mildred Lykens
  • Jack Bryan

*Board member

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Monday, April 12, 2010

Minutes April 12 Meeting

Agenda item: Review and approve minutes from March 8, 2010

Discussion: Approved with no changes or corrections.

Agenda item: Treasure’s report

Discussion: Current balance is $2,783.19. Expecting EDA Grant soon of $11,000 for windows, safety signs, lock replacements. Horizon’s grant of $8500 will probably arrive in late May or June.

Agenda item: Update on Tour de Fleur

Discussion: We have permit in hand for wine garden and need to go ahead with insurance for the event. Can also sell by the bottle, not more than 12 liters per person. Still waiting to hear if we need to cordon-off serving area. Each winery is donating 2 bottles.

Reader board – Oren is getting a computer controlled one quoted.

Action Items: Sherri is to go ahead and buy insurance. Policy and bill will come to OLESS $300- $340 expected.

Agenda item: Update Pavilion

Discussion: Thursdays AND Sat every week for next three weeks or we won't get the thing up in time. Please bring help. Vern is trying to get a hold of picnic table lady – we have already paid for 4 of them. We will need about $500 for sod. Will try to get Home Depot to donate – they order it, not stocked. Still have a $1200 credit at Tum A Lum.

Action Items: Risi said that she will ask Colleen to contact Home Depot for sod. Oren will ask manager at Home Depot –for 30 x 50 (1500 sq feet). Vern requested approval to spend $500 for sod if cannot get donated.

Agenda item: Lease Update

Discussion: Board should be voting on lease during meeting 4/22. Terms are now 10 years with 2 renewals.

Action Items: Request as many people possible attend next school board meeting on the 22nd when they will be voting – 7:00 PM at high school.

Agenda item: Update on KTC sink repair

Discussion: Oren planning to repair in the next month.

Agenda item: Hot water

Discussion: Don Starkin contacted plumber- planning to be here Thursday. Will probably need some money to relocate hot water heater. Oren has electrician coming later this week. Hope to have hot water by May 1.

Agenda item: Finance committee report

Discussion: Lisa reported on fundraising. Tour de Fleur is focus of everyone’s energy right now. Even though not specifically fundraising, it is still an important event in our community – a relationship building event.

Need to identify board members at Tour de Fleur.

Fundraising house party is tabled at moment – not really ready yet since we need to have a plan for the building so show vision before we can do “the ask.” Need a budget, architectural drawings. Still potentially on the table for October – but need to be more organized before we move ahead.

Oren estimates we will have drawings and plans in 6-8 weeks.

Oren proposed that we take a picture of everyone who works on the building and posts them on the wall – get community members to feel good that they are involved.

United Way grant still pending $4000 for volleyball equipment.

June yard sale – Colleen willing to do food and beverage – not to compete with museum selling water and hot dogs. There is a sno-cone machine to use.

Room rental – time to start promoting use? Need to coordinate with window replacement. Hold off one more month since getting hot water and electricity fixed. Table discussion until next month. Need to develop policies on who we will rent to.

Agenda item: Building rehab

Discussion: Oren had 2 electricians coming this week to get their assessments. Shift 220 without having to change out panels.

He met with security person to look at possibilities – motion detectors in various locations. Key pad inside door with different codes so can track who is coming in. Exterior & interior siren. $1200 estimate

Emergency lights – need wiring which were not in grant, only lights.

Lock guy coming this week to assess locks – have a master key that goes everywhere and then zone keys. Different options. Pad locks and deadbolts would go.

Roof estimates were substantial. Brown’s in The Dalles only one who would give a quote without a fee. Requires asbestos removal, structural repairs. Gave us 3 options: with a 4” insulation over classroom area versus 3” - $4000 difference. Extra inch provides additional 6-7 R values. Estimates ranged from $8700 to $125,000. Does not include and repairs, only replacing ceiling portion of roof and insulation.

Klickitat Co PUD’s assessment – roof insulation will not need to be a custom – BPA might pay $35,000 - $40,000 for insulation. Would not pay for labor. Would be a tear off. Just need to give square footage to BPA.

Les is coming for plumbing and hot water.

HVAC contractors coming in next few weeks. Oregon Equipment (The Dalles) would only do it for $75/hour and estimated $200 for proposal. Agreed to just have the 2 who did not state that they will charge for estimate.

In next 2 weeks we should have a lot more information on what building will take.

Agenda item: New business:

Discussion: Oren has a bunch of muslin to make curtains -- 10 yards of 8’ wide canvas. $108 total.

Oren requested be authorized to get fluorescent fixtures that match original lights, replacement lights that are broken, bathroom stall for women’s.

Backstop – need to move behind gazebo – create a diamond on other backstop.

Action Items: Board authorized reimbursement to Oren for canvas. Also authorized $200 for Oren if he finds things that can be used to rehab the building.

Next Meeting Scheduled:

May 17 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

  • Terry Mills
  • Marcia Buser
  • Lisa Conway
  • Vern Harpole
  • Lorie Hull
  • Roger Hull
  • Oren Johnson
  • Sherri Starkin
  • Don Starkin
  • Joy Collins
  • Mildred Lykens
  • Barbara Sexton
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Sunday, March 14, 2010

MEETING MINUTES March 8, 2010

Attendees: See list at end

Agenda item: Review and approve minutes from Feb 10, 2010

Discussion: Approved with the following correction: KTC rent decrease will be to $50/month, not $75month as stated in meeting.

Agenda item: Treasure’s report

Discussion: Current balance is $2243.39. Includes a $1000 donation. Received $52 from concession stand at illusionist show, received $90 donation from Harry D.

EDA grant has been approved for windows, locks and fire escape lights.

Agenda item: Picnic pavilion and green space

Discussion: In an activity arranged by Portia Mastersen, about 20 students have prepared plans for Lyle’s greenspace that included placement of the gazebo, a native American tribute, walking paths, and plantings. Most of the ideas placed the gazebo in the NW corner at a 45 degree angle as we are doing.

Vern and Norm staked out the proposed placement of the gazebo this weekend. Gazebo will have a 16’ x 36’ footprint.

Action Items: Austin, Lorie and Roger to review current placement and reposition stake to allow adequate spacing with skate park.

Agenda item: Tour de Fleur Wine Tasting

Discussion: Board approved Vern to spend $60 for the permit. We will request that the wineries reimburse us for the permit. Syncline, Cor, Poullion and McCormick wineries are on board to have a wine tasting event May 1. Vern will apply for the liquor license on behalf of OLESS. Wine tasting will officially be held by OLESS.

Action Items: Investigate 1 day insurance (certificate of liability) for the event.

Agenda item: Storage room used by the museum

Discussion: Someone put a hasp on the door. Museum has used this area for storage of exhibit items, items for the annual yard sale fundraiser and event materials.

Action Items: We will remove hasp and re-key so some museum members and OLESS master key holders can open. Continue to let museum use the room for storage with understanding that OLESS can also use the storage space if needed.

Agenda item: Membership policy and procedure

Discussion: Don did a great job drafting the membership policy. First item to be resolved is to create a position for membership chair.

Lively discussion ensued on the whole concept of “membership” and if that is exclusionary. Idea to use the term “supporter” instead of “member.” However, current Bylaws refer to members and member elect board., Who will have voting rights.

Action Items: Roger and Lorie will discuss their ideas with Don. Marcia will reformat into Policy and Procedure format.

Agenda item: Heat

Discussion: There are several issues delaying us from getting the heaters fixed.

Action Items: Approved Oren to spend up to $150 to get a 220 heater to at least keep the chill off the center room.

Agenda item: Computers

Discussion: confirmed that computers are not workable.

Action Items: Oren will contact John Taylor to come get computers and monitors for recycling/salvage.

Agenda item: “Thursdays at 3:00”

Discussion: Vern proposed we have a standing work party so people know that they can come help out at the Activity Center on a specific date and time.

Action Items: All agreed with idea. Begin weekly work parties this week. Work through priority list established by Oren. Marcia to include in “What’s Happening in Lyle”.

Agenda item: Lease

Discussion: Board has been reviewing the draft lease sent by the school district attorney. There are still a few items that need to be resolved. We have the meeting scheduled for March 22 to go over in person.

Action Items: Vern will research White Salmon’s and Klickitat’s agreements for their school building used by other organizations to give us ideas of how others have done it.

Next Meeting Scheduled:

April 12 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees
  • Jack Bryan
  • Marcia Buser
  • Lisa Conway
  • Bob Hansen
  • Vern Harpole
  • Risi Howard
  • Lorie Hull
  • Roger Hull
  • Oren Johnson
  • Marian Lewis
  • Steve Little
  • Mildred Lykens
  • Harry Moss
  • Juliet Pouillon
  • Donna Enz

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Tuesday, January 5, 2010

OLESS Meeting Minutes January 4, 2010

Minutes

Agenda item: Review minutes of December 4 meeting.

Discussion: No new corrections noted. Previously corrected that hairdresser will NOT being perms. Approved.

Agenda item: Update picnic pavilion construction - start construction on March 6, 2010

Discussion: Lumber and materials was delivered. First Saturday in March, March 6 is the 1st proposed work party date. Some people have expressed strong feelings on where it is sited. Already determined it is to be in the NW corner. Exact sitting to be determined.

Action Items: Oren will report on exact site placement subcommittee recommendation at next meeting.

Agenda item: Treasure’s report and update on non-profit status

Discussion: CEKC balance has $2448.60 which includes $1500 from Horizons. Officially granted non-profit status with county wide non-profit!!! First meeting this Wed. CEKC will enable country to funnel economic development funds to communities.

Vern proposed membership cards with non profit # on them. If we spend money how do we prove we donate? Answer: we need to keep track as individuals for tax deductible purposes. Barbara, as treasurer, only needs to acknowledge in writing if amount or value is over $250.

Agenda item: Update on Lease

Discussion: Meeting with ESD lawyers /school board/OLESS/ Martin Jan.11, 10:00 AM Supt office. Vern has submitted changes to draft lease. Should have gone to all school board members. They are invited to attend.

Action Items: Roger and Bob will represent OLESS at meeting next Monday. Don and Sherri volunteered to attend as well so Sherri can address insurance questions that come up.

Agenda item: Insurance

Discussion: Need approval vote by board to have Sherri Starkin make final arrangements and submit costs to Treasurer.

Sherri received quote of $584 for $1M liability. She has not received quote on protection for board members. It is the same company and agent that Bingen museum uses but our application poses higher risk and there is a lot more square feet. Determined that insurance will be in OLESS’s name not CEKC.

Action Items: Board approved up to $800 for liability insurance once lease is signed.

Finance Committee:

1. Finalize decision to rent/not rent nurse’s office and send Ruth Krause official letter telling her the decision.

2. Fundraising committee plan for 2010: review and input for committee work.

a. Discuss Tour de Fleur

b. Discuss FR house party volunteer and financial support for this idea.

c. Building “shower” party date/discussion

Discussion:

§ Request to rent Nurses Room. Everyone agreed that we are not ready to rent out space yet. Will review it 6 months.

§ Fundraising committee met yesterday. Concert with Miss Eleanor Bean at the Dalles Civic Auditorium on Jan 22. We can run a concession plus we will get 30% of procedures. Request board approval $150 to get supplies. $10 tickets will available at Klindts, Country Café, & Trellis Fresh Flowers. Everyone who can attend is encouraged to come and support this event!

§ Fund raising party house party scheduled for September 19.

§ Building shower – in March or April. Like a baby shower at school. We will hold it in conjunction with a Game Night. A list will be compiled of items to donate like toilet paper, light bulbs, etc.

§ Tour de Fleur – May 1 event. Really more of an economic development for Lyle – motion to make it more of an economic promotion for Lyle. Want to do it, but not focus fundraising.

Action Items:

§ Joy will let Ruth know that we are not ready to lease room at this point and we should know more what we can do in 6 months.

§ Board approved $150 to spend on concession items for the Jan 22 benefit concert.

§ Tour de Fleur – Vern will talk to wineries. Marianne will talk to local businesses. We will try to make this event happen outside the Fundraising Committee.

Rehabilitation Committee:

1. KTC flood and plumbing update

2. Heating system update

Discussion: The water leak was a 2” valve in boiler room burst. Repair group put it back together. Also sink in KTC room had pulled away from wall and caused a leak. KTC room currently does not have a sink and building has no hot water. Need a new circulating pump. Need to purchase a new sink and replace.

Action Items:

§ Decide not to replace sink at this time – close off for now & repair later date. Oren will remove sink. Bob will communicate to KTC.

Other Items Discussed:

§ EDA grant on Jan 14th – Oren will present Barb will go with him.

§ PUD Audit

§ Approved document control procedure OLESS-PP-001 Rev. 0 Control of OLESS Documents. Determined that we will develop and review a new Policy and Procedure for each meeting. Next one is Membership. Don volunteered to draft it. Plan to have an Activity Center website and have a place where we can post the current documents.

§ Census jobs are available. Qualifying tests will be at Lyle Fire Hall Thursday 1/7 12:00 and Friday 1/15 at 9:30. Local contact is Kalama Reuter kalama@embarqmail.com. Barbara will post brochures at post office.

Next Meeting Scheduled:

February 15 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

  • Jack Bryan
  • Marcia Buser
  • Joy Collins
  • Lisa Conway
  • Bob Hansen
  • Vern Harpole
  • Risi Howard
  • Lorie Hull
  • Roger Hull
  • Oren Johnson
  • Glenda Lovejoy
  • Terry Mills
  • Harry Moss
  • Barbara Sexton
  • Karen Stafford
  • Sherri Starkin
  • Don Starkin

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