Lyle Elementary School Building

Wednesday, April 6, 2011

Meeting Minutes March 14, 2011

Agenda item: Review and approve minutes from February 14, 2011

Discussion: Approved

Agenda item: Reminder: Log in and sign up for all volunteer hours.

Agenda item: Treasurer’s report

Discussion: Current balance: $7426.55. Repair & maintenance of the heater $613.85. Copies made of blueprints $303.50. PUD bill down to $339.52. Income: room rental $362.00 and donations $405.00.

Agenda item: Window Replacement and Sign (Oren)

Discussion: Cardinal Glass in Hood River is currently storing glass. Sign will be ready for finishing touches in a month. Costs of sign fabrication will be covered.

Agenda item: Building Committee (Don Starkin)

Discussion: Critical Projects Plan:

Don met in Goldendale with Skip Grimms, head building inspector for Klickitat County. Reviewed project usage plans. No immediate problems were detected in regards to proposed usage.

County Inspector will do walk through for approval of proposals and suggest changes and adaptions in order to be in compliance with all County codes for boiler room upgrades, window instillation, and improvements to electrical system, classrooms, bathrooms, fire extinguishers, and other safety items.

Mechanical & electrical permits will be purchased before heating upgrades.

Action Items:

Need emergency exit signs. Barb will get signs for fire extinguishers.

County mechanical & electrical permits will be filled out by Norm and Oren will submit permit applications to the County in Goldendale on Wednesday.

Meeting with County inspectors team from Goldendale on Thursday at 10:00 am.

Materials list for boiler room roof will be compiled by Norm.

Agenda item: BBQ Project (Norm)

Discussion: BBQ project will be charcoal burning briquettes only and will not be under cover. No open flames or propane will be used.

Action Items: Karen and team will present project plans at next meeting.

Agenda item: Programming Committee

Discussion: Vern presented that currently computer classes are being held every Tuesday from 10:30-11:30 am and has had 2-6 participants attend regularly. Game night has had 3-12 youth attending each Friday evening from 7:00-9:00 pm. Parental permission forms are being introduced. Jazzercise classes are underway every Thursday at 7:00-9:00 pm with several attendees.

Future projects include: GED preparation programming, wellness programing, and Skyline Hospital outreach clinic.

Action Items: Vern will contact program directors regarding GED program, jazzersize classes, and Skyline Hospital outreach clinic for updates.

Agenda item: Rental Committee

Discussion: Rental agreement was approved by the board and forms were constructed for building usage. All usage forms and receipts will be collected and stored in file cabinet in nurses office.

Action Items: Barbara and Lisa will organize office space.

Agenda item: Strategic Planning and Project Charter

Discussion: The document is about 90% complete. Lisa will complete and abbreviate the plan for final review and approval.

Action Items: Meeting is scheduled for board to review completed project charter and strategic plan document for final approval on Wednesday April 13 at 7:00 pm.

Agenda item: Dog Poop Issue/Signs

Discussion: A donor has committed to fund signs. Signs will be installed.

Action Items: Lisa will purchase signs. Youth will be hired for weekly grounds cleanup.

Agenda item: Spring Survey

Discussion: No survey will be distributed. Spring Cleanup is scheduled for April 8 & 9.

Action Items: Glenda will print maps and volunteers will meet at the Lyle Merc parking lot at 3:00 pm on Sunday April 3rd to distribute Clean-up information door-to-door throughout Lyle proper.

Agenda item: School Board Meeting

Action Items: Lisa will attend upcoming school board meeting with current OLESS updates.

Other Action Items:

Next Meeting Scheduled:

April 11 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

Attendees

§ Barbara Sexton*

§ Oren Johnson*

§ Terry Mills

§ Vern Harpole*

§ Lorie Hull

§ Lisa Conway*

§ Norm White*

§ Don Starkin*

§ Sherri Starkin*

§ Joy Collins

§ Roger Hull

§ Sondra Clark

§ Glenda Lovejoy

*Board member

Friday, March 11, 2011

OLESS Board Meeting Minutes February 14, 2011

Attendees: Vern Harpole, Lisa Conway, Marcia Buser, Barbara Sexton, Norm White, Don Starkin, Sherri Starkin, Oren Johnson

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.

Agenda item: Treasurer’s Report

Discussion: at end of Jan we have $7632.11. We have been reimbursed for all grants and all debts paid off. Donation covered Lyle Hotel planning meal, and for the CD of building plans.

Taxes- Goldendale treasurer covers CECK filing. Marcia renewed Washington State non-profit for 2011 and paid the $10 renewal fee as a donation.

Barb paid insurance.

Action Item: Sherri will get a corrected copy of insurance to present at school board meeting in March. .

Agenda item: Strategic Plan

Discussion: Committee has met twice since our Saturday planning session and drafted a plan that Lisa sent out today. Identified problem statements from critical issues and how we are going to solve. Final plan will need to be approved by the board. Committee drafted vision statement from our groups’ visioning exercise.

Vision for Lyle Activity Center: A vibrant place for people from all walks of life to gather for activities and events; a community hub with a strong sense of place and pride.

Action Item: Committee will be meeting in a couple weeks –scheduled for Feb 28 at 9:00 AM. All board members are invited.

Agenda item: Institutionalization

1) Job Description for Building Manager: Input received. Letterhead uses Barb’s phone number. Action Item: Finalize and give to Joy for signatures.

2) Project Charter: Lisa received feedback. Suggested to simplify. Still need to identify issues that need to be addressed such as permits, liability. Action item: Everyone review draft. Karen H is using it for her bar-b-q student project.

Agenda item: Museum

Discussion: Terry reported that the heater came in – got bid for $500 to install which is beyond what they want to spend, did not include electrical. Terry looking for ideas to make it workable. Vote that OLESS pays up to $500 for installation, and verify whether a permit is required by engaging a licensed electrician. Ask museum to cover any other extraneous costs up to $200. Terry revised to have museum just donate $200 for installation and OLESS will cover the rest.

Action Item: Barb (on behalf of museum) will give OLESS $200 toward heater installation. Don will find out what requirements are for emergency egress.

Agenda item: Communications

Discussion: Dog poop in park. Look at sign options. Hire Cheyenne to clean up poop? John Grimm willing to donate $200 to solve problem.

Action Items: Lisa will call county for free signs for dogs and no fireworks. Vern will contact health dept for free signs. Vern .

Agenda item: Committee Reports

§ Building: Got copies of prints both hard copy and on CD. Norm and Don will take copies and to make. Oren to get 2 more sets made. Originals to be stored in museum.

Don worked on maintenance plan and comprehensive usage plan. Discussion on occupancy category on Comprehensive Usage Plan. Don will email draft for Board in-put.

Oren presented design for Lyle Activity Center sign. He has volunteers who will make in steel, water jet cut. Board approved to proceed!

Strategic planning meeting Monday Feb 28 at 9:00 and review Don’s comprehensive plan.

Sondra willing to go to SDS to ask for specific products. Don’t need plywood now as got from museum grant.

§ Fundraising: Barb gave Vern a 6 page list of grantors, we could apply to, for grants– we did not get EDA grant request.

§ Programs: Game night – going low key to build up. Got ping pong table now. Slowly building up. Will have karaoke machine. Vern has been doing outreach to kids, word is spreading. Computer classes have 5-6 folks showing up each week. In a week or 2 Lyle Merc will be on-line.

Vern found instructor for Tai Chi – she requires $50 /hour. Need to find a good time. Vern will ask instructor. Commit to 8 sessions. Tie to newsletter. Vern requested $400 for an exercise program.

§ Miscellaneous: Suggestion to have Indian flute festival here in August. Norm will given them Vern’s number.

Agenda item: Public Input

Discussion: Do we want to use the bag distribution to give out a survey? Everyone who has an idea for program give it to Vern.

Action Items: Vern will come up with something on how to get people communication.

Agenda item: School Board Meeting

Discussion: March 24 – Lisa to give report.

Next meeting: March 14, 2011 at 7:00 PM – public meeting open to all members

Thursday, January 20, 2011

OLESS Board Meeting Minutes January 10, 2011

Agenda item: Treasurer’s Report

Discussion: Barbara presented a new budget format that shows budgeted amount, current and year to date numbers.

Action Item: Other board members should review and give Barbara feedback on the new format.

Agenda item: Insurance

Discussion: Liability renewal is $587 for $1M coverage. Sherri is investigating possible D&O insurance through the Washington State non-profit group: waaco.org. Discussed need to add a liability waiver to the room rental agreement. Moved to pay insurance premium due Feb 25. Sherri recommended everyone carry a personal umbrella policy of $1M.

Action Item: Pay insurance premium by due date. Investigate D&O through WAACO.

Agenda item: Institutionalization

Discussion: Define building managers duties. Agreed to continue to have Joy perform function just need to document what we expect her to do. Lisa shared an example of a project charter for anyone wanting to submit a program or project proposal to OLESS. Requires purpose to be stated in terms of supporting the mission

Action Item: Lisa will draft a building manager duties description. Everyone to review Project Charter form to develop our own version.

Agenda item: Communications

Discussion: Zilke basketball court proposal & Colleen email.

Action Items: Lisa will ask Glenda to contact Zilke for more information, Lisa will ask Colleen to remove tape on walls.

Agenda item: Committee Reports

Building: Don putting together a list of what needs to get done for this year. Don will call Building Department to see if we can get an example of a comprehensive building report. We need to submit one for fire assessment.

§ Fundraising: Lisa was able to get $510 in donations for the carpet even though we only needed $350.

Programs: Vern is looking for people to do yoga or Tai Chi classes. Would like to start a weekly computer support group where people can come to use computers and get help.
EDA Grant: Vern is getting 3 bids for sign that can be controlled via computer. Estimate is $13-14K + $1000 for pole and concrete. Agreed that at the Lions building is the best location.
Miscellaneous: garbage can and flag pole halyard have been stolen!

Next Board meeting: February 14, 2011 at 7:00 PM

Attendees: Vern Harpole, Lisa Conway, Marcia Buser, Barbara Sexton, Norm White, Don Starkin, Sherri Starkin, Oren Johnson

Board Meeting Minutes December 2, 2010

Agenda item: Board meeting schedule

Discussion: Board only meetings will be the 2^nd Monday of the month Jan – Feb - Mar.

Agenda item: Review allocation for EDA grant

Discussion:

$11,000 grant – already spent:

§ Locks: $1023.00

§ Alarm: $939.46

§ Fire ext: $466.52

§ Tax: $44.45

Agreed to spend the balance of grant money, $8526.57, as follows:

§ Oren reimbursement: $282

§ Putty: $219.60

§ Cross Cut: $3168.75

§ Cardinal Glass: $3957.66

§ + 7.5% county tax

Action Item: Oren will take checks to suppliers. Barbara will present invoices to county by January 31 for reimbursement.

Agenda item: Building Committee

Discussion: Don reported that the following have agreed to serve on the committee: Norm, Oren and Jack Barnes. Don has some other people he will invite as well.

Agenda item: Building Access

Discussion: Everyone with a key now has a personal alarm code.

Attendees: Vern Harpole, Lisa Conway, Marcia Buser, Barbara Sexton, Norm White, Don Starkin, Sherri Starkin, Oren Johnson

OLESS Board Meeting Minutes December 2, 2010

Agenda item: Treasurer’s report

Discussion: $8449.43 balance. $8993.09 left on EDA grant to spend before the end of the year for windows. Bill must be presented to country before December 31^st – has to be a delivered product with invoice. See Building Report below for action items.

Agenda item: KTC MOU

Discussion: Reviewed 3 items that KTC . Propose that we do a rental agreement.

Action Items: Barbara will research if we are covered by CEKC B&O insurance. Marcia will respond to KTC that we are withdrawing the MOU and will research and offer a simple rental agreement instead. We will get back to KTC when we find a suitable document format.

Agenda item: Girl scout letters

Discussion: The girls examined the building and found no smoke detectors and fire extinguishers. 3 wrote letters to OLESS requesting these items! Way to go, girls!

Action Items: Lisa and Sherri will buy first aid kits, smoke detectors and fire extinguishers with EDA grant money before end of the year. See below

Agenda item: Building Report

Discussion: § Windows: see above re. EDA grant

§ Security: Norm and Lisa will get keys from Oren and set codes.

§ Other systems: Barbara reported that museum has $2000 to spend from historical grant. Museum will order heating/cooling unit. Consider ordering hotel style heater/air conditioner and get bid for installing if museum’s unit works well.

§ Carpet donation offer: Ron Krause, local flooring contractor, wants to help us with carpet replacement. Discussed pulling up carpet and sealing the asbestos floor.

§ Boiler room tour: tour at end of the meeting. Discussed how to prioritize boiler room roof replacement.

Action Items: § Norm will meet with Oren on Sunday to review window plan. Norm will call Lee to get bid so we can present.

§ Lisa will ask Scott Brewer what kind of fire extinguishers we need.

§ Vern will investigate and buy first aid kits.

§ Barbara will call Terry to let him know who to contact to order one for the museum.

§ Lisa will check with Ron what it will take to pull up carpet, clean glue and seal it.

Agenda item: EDA Grant - New

Discussion: Voted to support Vern to pursue sign grant for OLESS.

Action Items: Vern and Norm to put together information

Agenda item: School Board

Discussion: 3 positions up for election in 2011. Keep on agenda.

Agenda item: Insurance Policy

Discussion: Sherri needs questions on policy as it comes up in Feb. D&O insurance? Are we paying enough? Would be good to meet with agent, Jonathan, as a group so we can ask questions. Currently paying $604 for $2M coverage

Agenda item: Dance Dec 12 2:00 – 5:00

Discussion: Concession – cookies, coffee & water, popcorn.

Action Items: Barb to get cash box. . Meet at 1:00 on day of the dance to get building ready.

Agenda item: Santa is coming twice this year

Discussion: Wed Dec 15 – requested hot water for beverages. Joy and Barb will cover. On Sat 18^th Museum will have cocoa and candy canes. Working on getting HS kids for music. Have a Pavilion decorating party on Sat 18^th at 10 AM. Marcia will put in “What’s Happening in Lyle.”

Agenda item: Positions and Committee Chairs

Discussion:

President – Lisa

Vice President – Vern

Treasurer –Barb. Don to understudy

Secretary – Marcia

Program Chair - Vern

Building chair – Don

Fundraising – Sondra Clark

Steering committee – possible candidates: Glenda, Barbara, Rick Pemley, Juliet Pouillon – would be a short term committee

Action Items: Change by-laws so that membership meetings are quarterly. Have monthly meetings of just board, perhaps chairs. Board will have a strategic planning meeting to create vision, plan. Lisa to schedule it tentatively January 15.

Agenda item: Gorge Heritage Museum donation

Discussion: donated 2 book cases for library.

Action Items: Marcia to send thank you: Barbara Sexton, PO box 394, Bingen

Attendees: Vern Harpole, Lisa Conway, Marcia Buser, Barbara Sexton, Norm White, Don Starkin, Sherri Starkin