Monday, August 16, 2010

OLESS Meeting Minutes August 16, 2010

Agenda item: Review and approve minutes from July 12, 2010

Discussion: Approved with no changes or corrections.

Agenda item: Review action item status from July 12, 2010 meeting:

§ Norm to put post (pipe) with chain and lock to keep vehicles from driving in, but still allow vehicles in when needed. 8/16: Norm will do

§ Terry will look into getting broken concrete patched. 8/16: leave for now

§ Make signage for pavilion with rules. No fireworks, clean up trash, no open fires, no defacing. “This property under surveillance.” 8/16: Oren is having signs made.

§ Roger, Vern and Don are going to try to get old water heater running in the interim. 8/16: Did not do – disconnected. Recirculating pump is not working.

§ Norm will look at ceiling and how to do insulation. 8/16 Norm still needs to do.

§ Barb will call and get information on costs through mid-Sept. 8/16: Done

Agenda item: Fall Fundraiser

Discussion: Date is October 24, Sunday at the Clark’s house 2:00 – 4:00 PM. Invitation to go out beginning of October. Ask will be to do heating/cooling system. Estimate for 1 room is $6000, whole building is around $36,000. Would like to get estimate on fixing roof for another ask items, broaden scope. Oren will give presentation on what will be done to building – the vision.

Action Items: Subcommittee will meet to plan. Ask Sherri to co-chair. Committee: Lisa, Vern, Oren, Sherri, Karen, Marcia.

Agenda item: Pavilion Dedication /History and Music in the Park Sunday August 29^th 3:00 – 6:00

Discussion: OLESS just needs 10 minutes for kick off. Plaque: building erected summer 2010 by Norm White with assistance of Klickitat County economic assistance and OLESS volunteers. Do ribbon cutting.

Don’t have music lined up – may just do CDs softly. Norm will check with jazz group to see if they want to play for an hour. Food – hot dogs, etc. OLESS to donate $50. Publicity – fliers. Museum is organizing show.

Agenda item: Electrical Update

Discussion: Last weekend 3 journeyman electricians rewired panel and made separate circuits. Two rows of lights on – need ballast to get rest of lights on – Estimate $6000 will re-ballast and re-bulb all the lights in the building. Have good, reliable electricity now. Electrician returning in this week to add strips and do some finish up and put circuit in case we want to put in hot water in janitors room.

Agenda item: Window Update

Discussion: Do windows in one room early on? .

Action Items: Saturday work party to look at what’s behind closed up windows. Oren will send us information on what learns by August 30^th.

Agenda item: Museum Agenda

Discussion: Museum Board would like to sit down with OLESS Board and develop shared vision . Determine how museum fits in with building plans and how we can grow. Would be good to formalize relationship.

Action Items: Terry to have museum board propose some dates to get together with OLESS board.

Agenda item: Free Roaming Cats Spay/Neuter Grant

Discussion: Catlink received 2-year grant to outreach communities in Klickitat county and provide free spay/neuters of freeroaming cats. Lyle will be the first community where we will offer the clinics. September is communication and education and clinics will be offered in November. May need to use Activity Center to stage cats for pick up and drop off. Will do another round of education and clinics in Lyle in May/June 2011.

Action Items: No action items at this time. Will need community volunteers to help.

Agenda item: Hot Water / Plumbing

Discussion: After electrician is here this week, will just need to move water heater and plug in J Approved around $100.

Action Items: Oren to ask Warren Ferrell, licensed plumber, to help with plumbing issues. Oren will pick up hose and spray nozzle.

Agenda item: Park Watering

Discussion: Lawn is drying out. Can we start rotating duties to turn on water. Timer is broken. Ideal is every daily in morning for 2 hours. Vote on Norm to get timer if can do it.

Action Items: Norm will turn on in morning. Colleen will turn off at 9:00 AM.

Agenda item: OLESS Letterhead

Discussion: Need.

Action Items: Colleen will draft OLESS letter head.

Agenda item: OLESS Elections

Discussion: Need nominating committee. Determine who will be up for elections.

Action Items: Board will meet to discuss.

Next Meeting Scheduled:

September 13 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

Roger Hull*
Oren Johnson*
Marcia Buser*
Terry Mills
Vern Harpole*
Glenda Lovejoy
Colleen Hatfield
Lisa Conway*
Norm White

*Board member

Monday, July 12, 2010

OLESS Meeting Minutes July 12, 2010

Agenda item: Review and approve minutes from June 21, 2010

Discussion: Approved with no changes or corrections.

Agenda item: Treasurer’s report

Discussion: Current have $9088.19. Have 4 bills to pay $435 for concrete items, light bill $85.44 and concrete $1433.25 and $438.70 for finish work.

Agenda item: Pavilion Dedication – August 29th

Discussion: Official word today is that Lyle Lovett is not coming so no formal dedication will be held on the 17^th. We will do a pot luck August 29^th to coincide with museum evening event and do the dedication then.

Discussion on graffiti and carving on picnic tables. To confront or not? Fireworks on 4^th caused burn sots. Need to post rules, confront – important to change the culture. Agreed that we have to stay after it. Project for next summer: get water and bar-b-que through EDA grant.

Approved $100+materials for Norm to put post in to prevent unauthorized vehicles from driving into park.

Action Items: Make signage for pavilion with rules. No fireworks, clean up trash, no open fires, no defacing. “This property under surveillance.” Oren to do sign.

Norm to put post (pipe) with chain and lock to keep vehicles from driving in, but still allow vehicles in when needed.

Agenda item: Wind block idea

Discussion: Norm had idea to put fencing (old back stop) with slats along flag poles. Can include windbreak in EDA grant request with other improvements for next summer. Concrete corner of skate board park got damaged by truck. Will need to remove and re-pour. Can we patch in the interim?

Action Items: Terry will look into getting broken concrete patched.

Agenda item: Interior building work

Discussion: Oren meeting this week with another window expert. Electrician coming this week or next week.

Hire a building plan coordinator to help with scheduling improvements.

Action Items: Roger, Vern and Don are going to try to get old water heater running in the interim.

Agenda item: Insulation

Discussion: How to increase insulation – issue with asbestos. Oren suggest BPA grant to insulate from roof.

Action Items: Norm will look at ceiling and how to do insulation.

Agenda item: Bathrooms

Discussion: Need to address what to have for bathrooms for park. Porta potties with weekly cleanout for summer months.

Action Items: Barb will call and get information on port potty costs through mid-Sept.

Next Meeting Scheduled:

August 23 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

Oren Johnson*
Marcia Buser*
Terry Mills
Vern Harpole*
Don Starkin*
Harry Moss
Sharon Moss
Mildred Lykens
Joy Collins
Barbara Sexton*
Lisa Conway*
Norm White

*Board member

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