Wednesday, June 23, 2010

OLESS Meeting Minutes June 21, 2010

Agenda item: Review and approve minutes from June 17, 2010

Discussion: Approved with no changes or corrections.

Agenda item: Treasurer’s report

Discussion: Current balance: $11,221.99. Just wrote a check to Bob for wireless. Paying Joy $100 month. Cultural Exchange paid us $150 for use of building. CECK will give us money for building use. Got $113 from yard sale for OLESS from sale of donation from Juliet Pouillon. Harry gave $79 from his playing at the Hotel.

Vern bought a garbage can for about $30.

Agenda item: July 17 Pavilion Dedication

Discussion: Lyle Lovett has agreed to stop by and dedicate our pavilion on his way to his Maryhill concert. Alexis thought of it and is organizing it.

Joy has been keeping the building cleaned up. Will need periodic work party for cleaning. We now have weekly garbage clean-up.

Need to have a signs posted with park/pavilion/playground rules. Cultural Exchange is making signs – Mildred working on signs addressing for our protection and comfort.

Action Items: Will need to finish pavilion and get things cleaned up for July 17! Vern will make sure pavilion gets done. Will need to spiff things up, keep grass water.

Joy will let us know when we need clean up parties. Next one is scheduled for Saturday, July 10 at 9:00 AM.

Mildred will send out ideas for signs to be posted.

Agenda item: EDA grant for windows and keys

Discussion: We’ve spent about $1000 to re-key the building . 6-7 master keys: Vern, Oren, Joy, Mildred, Barbara. Oren maintaining master list of keys. About 5 other sets: KTC (front door & KTC room), Museum (front door, storage closet, museum), room keys. Also have key that holds door open with panic bar.

Have about $10,000 in EDA money to spend on windows. Needs to be spent by end of December.

Action Items: Focus on remodeling one room for winter. Select end room. Look for someone who can manage project. Windows for one room and hallway, add insulation. Vern will line up a contractor to manage project.

Agenda item: WiFi.

Discussion: Gorge.net tried to set up antennae and could not get signal because tree is in the way . Bob lined up barebones telephone line set-up with Century links. Then Gorge.net will connect internet. Scheduled but not sure when it will be available. Need to check how many people can access simultaneously. Should be connected in next week or so.

Agenda item: Rental Rules

Discussion: Joy has some proposed rental rules to post in 2 rooms. Suggested adding that there needs to be a rental agreement. Add no alcohol.

Game night has been petering out with the advent of the longer days. Next one will probably be the last, at least for summer. Look at what classes might be able to hold.

Action Items: Joy will post rental rules in the 2 rooms.

Agenda item: Membership

Discussion: Getting close to finalizing in OLESS.

Action Items: Marcia will send out latest draft for vote.

Agenda item: Park Party

Discussion: Terry proposed having a party on August 29th, with story tellers, music, jam session (“pickin’”). Have the local groups to contribute some money for hot dogs & other food. Each organization (Lions, OLESS, Museum) to give update on what is happening

Agenda item: Open mike

Discussion: Harry asked about thank you’s for buying flags. Back-up for raising flag when Harry when not here will be Vern.

Next Meeting Scheduled:

July 12 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

Bob Hansen
Marcia Buser*
Terry Mills
Vern Harpole*
Lorie Hull
Roger Hull*
Sherri Starkin
Don Starkin*
Harry Moss
Mildred Lykens
Joy Collins
Barbara Sexton*

*Board member

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

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 22^nd 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

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