OLESS Meeting Minutes
(Old Lyle Elementary School Supporters)
November 2, 2009 7:00 PM
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 October 5 meeting.
Discussion: No corrections noted. Approved.
Agenda item: 2009 EDA grant for Gazebo
Discussion: Update from Norm today – he will have invoices for materials by tomorrow morning (11-3) to turn into Barbara. Whatever is left over we can use for picnic tables. Will need to determine how to keep them from being vandalized once they are delivered. Look at having the school build a hexagon table with donated material (not related to grant money). .
Action items:
§ Harry will contact picnic table lady to order for spring delivery with the remaining grant money. .
Agenda item: Treasurer’s Report
Discussion: Acknowledgement of donations of time and money. Here are just some of the contributor so far to the Lyle Activity Center:
§ Oren Johnson – has donated $400-500 and countless hours.
§ Harry Moss – purchased 24 chairs for $3/piece
§ Bob Hansen – lots of time organizing budget and funding
§ Jack Bryan – has donated much labor cleaning up fence lines and outside the building
§ Royce Osburn – has spent $300 in materials, and donated at least 10 hours of labor fixing the roof.
§ Sherri & Don Starkin – have donated way more hours than they can remember and $100 for the taco bar.
§ Vern Harpole – donated about $105, plus lots of labor.
§ Barbara Sexton – donated money and labor
§ Marcia Buser – donated $100
§ Mildred Lykens - $20 for light bill, lot of labor
Lorie & Roger Hull - contributed a lot of labor and money
Action Item: Start keeping a log of donated time – Oren will make a clip board so we can record. This record will help with future grant funding.
Discussion: Barbara presented CEKC-Lyle balance sheet. Have $515.55. Have gotten some income from rentals. It was noted that Lyle is the only community in the county CEKC that has anything in its coffers!!!
Agenda item: Building Usage
Discussion:
§ Yoga people? Need to connect with them.
§ Band, Miss Eleanor Bean is willing to play for fundraiser
Action Item:
§ Organize Game Night 1st & 3rd Fridays of the month – open to all community members. Have 1st gathering December 4, 7:00 – 10:00 and see how it goes. Risi Howard interested in helping organize, along with Austin and friends. We will look at ways to raise funds through food and beverage sales.
Agenda item: Report from By-law committee
Discussion: No updates. Lively discussion on what constitutes membership in OLESS. Attend meetings? Volunteer time? Dues? Should there be geographic boundaries on “members?”
Conclusions: Draft by-laws draft are attached at the end of these minutes. Review and vote on at next month.
Action Item: By-laws committee will draft proposal for membership to be included in by laws.
Agenda item: Lease for Building
Discussion:
§ No action yet from school board – Bob, Roger and Vern are planning to go Vancouver and meet with their lawyer to get lease done.
§ Need to determine and get liability insurance.
Action Item: Sherri will call McCoy insurance to get liability quote – similar to Bingen museum.
Agenda item: Committee Reports
Finance Committee:
§ Grant application – EDA grant was submitted through Council. Next step is that it is presented to the EDA Grant board on Jan 14 in Goldendale. Both Vern and Bob will be out of town so Oren will present.
§ Lisa reported on 2nd fundraising meeting. Came up idea to do a “Tour de Fleur” the first weekend in May. Next meeting is Nov 17th. Lisa is looking for air poppers to make popcorn at holiday bazaar. Need more people to help with event. Please attend meeting on November 17th!
§ Sherri is organizing taco feed for holiday bazaar. Is doing pretty well with volunteer help. Could use more people with food handler’s liscence.
Rehabilitation Committee:
§ Oren gave updates on roof & insulation: one quote 83-87K, another system 105-109K , ultimate with reflector 120-124K. However BPA might provide insulation.
§ Issue of licensing and bonding.
§ Heaters – doing a test to see what working.
§ Work Party this Saturday 9:00 AM to clean heaters and other general clean-up prior to Bazaar. Bring cleaning rags, shop vacs, Mr. Clean or similar cleaner, buckets, donations of toilet paper and paper towels are also welcome.
§ Oren is going to get all the keys re-keyed. Will cost about $600.
Next Meeting Scheduled:
Nov 30 at 7:00 PM at Lyle Activity Center
(Formerly known as the Old Lyle Elementary School)
Attendees
- Karen Beck
- Laurece Bonham
- Jack Bryan
- Marcia Buser
- Joy Collins
- Lisa Conway
- Bob Hansen
- Vern Harpole
- Diane Howard
- Risi Howard
- Oren Johnson
- Mildred Lykens
- Harry Moss
- Royce Osburn
- Barbara Sexton
- Karen Stafford
- Don Starkin
- Sherri Starkin
Draft Bylaws—Old Lyle Elementary School Supporters (OLESS)
Section 1: The name of the organization shall be Old Lyle Elementary School Supporters (OLESS).
Section 2: Mission Statement—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.
ARTICLE II—MANAGEMENT
Section 1: The business and property of the organization shall be managed by the OLESS Board of Directors (the Board), consisting of seven members.
Section 2: Terms: Initially, Positions 1, 2 and 3 will be for 1 year, and Positions 4, 5, 6 and 7 will be for 2 years. Thereafter all positions will be for 2 years, thereby creating staggered 2 year terms. Additional terms may be served if re-elected by a majority vote.
i) Eligibility: One must be a citizen in good standing to be considered a bona fide candidate for any Position on the Board.
ii) Candidates must express their intent to run for membership on the Board at least 30 days prior to the election.
iii) Elections will be held at the November meeting.
Section 3: Each member of the Board shall have one vote on matters coming before the Board. All voting will occur at regular Board Meetings. Voting by proxy shall not be permitted.
Section 4: Any member of the Board may vacate their seat by submitting a written resignation to the Board of Directors. In the event that a request for a resignation has been submitted and has not yet been received, the resignation can be assumed 30 days following the request for resignation. Such resignation will become valid without action other than to be recorded in the minutes of the next Board of Directors meeting. The Board may then designate an appointee to fill the vacancy. The appointee shall serve out the remainder of the term of the resigned member.
Section 5: Any member of the Board who misses three consecutive meetings shall automatically be removed as a member, unless excused for illness or any other reason approved by the Board. The Board shall fill vacancies as noted in Article II, Section 4.
Section 6: At each Annual Meeting, the Board shall select from its members the following officers: President, Vice President, Secretary and Treasurer. Officers of the organization so selected shall hold office for the term of one year and may hold successive terms.
ARTICLE III—MEETINGS
Section 1: The OLESS Annual Meeting will be held each year for the purposes of planning, reviewing and/or assessing progress to date, establishing and/or revising goals. The secretary thereof shall give notice by mailing or e-mailing a notice to each director not less than 30 days prior to the date of the meeting.
Section 2: The Board of Directors shall hold regular business meetings at least monthly. The Secretary shall give each member notice by mail or e-mail of all meetings at least five days prior to the date on which such meeting is to be held.
Section 3: The President, or a majority of the Board of Directors, may call Special Meetings. Notice of an OLESS Special Meeting that states the object thereof shall be given by the Secretary by mailing or e-mailing such notice to each member not less than five days prior to the date on which such meeting is to be held.
Section 4: At any meeting of the Board of Directors, a simple majority of the full Board shall constitute a quorum.
ARTICLE IV—DUTIES OF THE BOARD OF DIRECTORS
Section 1: Subject to limitations in the Bylaws and the Laws of the State of Washington, the OLESS Board of Directors shall have the following duties: to conduct, manage, and control the affairs and business of the organization, and to make such rules and regulations in a manner consistent with the Bylaws and the Laws of the State of Washington.
ARTICLE V—DUTIES OF THE MEMBERS
Section 1: The President shall supervise all activities and affairs of the organization, execute all instruments on its behalf, preside at all meetings of the organization, call special meetings as he/she deems necessary, and perform other duties usually inherent in such office.
Section 2: The Vice President shall preside at all meetings in the absence of the President. And, in case of the absence or disability of the President, shall perform all other duties of the President, which are incidental to the office, and shall perform such other duties as the President may direct.
Section 3: The Secretary shall keep the roster of the Board of Directors, shall keep records of all correspondence, shall issue notices of all meetings, shall attend and keep the minutes of all meetings and shall perform all such other duties as are incidental to the office.
Section 4: The Treasurer shall receive and be accountable for all OLESS funds and disburse the same under the direction of the Board, shall maintain bank accounts, render financial reports at each meeting of the organization and at any time directed by the President, and shall perform all such other duties as are incidental to the office. The calendar year shall be used for the purpose of financial reporting and tax preparation. A detailed financial report will be presented at the Annual Meeting.
Section 5: At-Large members will participate in Board activities.
ARTICLE VI—COMMITTEES
Section 1: The Board may establish such standing and special committees as deemed necessary to carry out the purposes of OLESS. The structure or existence of any committee may be modified or abolished by the Board at any time.
Section 2: Committee leaders or Sub-committee leaders who are not members of the Board shall become ex-officio project leaders without voting privileges.
Section 3: Committee leaders and Sub-committee leaders shall report status at regular meetings as called upon by the President.
ARTICLE VII—CONTRACTS AND OBLIGATIONS
Section 1: The Board of Directors, except as in these Bylaws otherwise provided, may authorize any member or agent of OLESS to enter into any contract, or execute and deliver any instrument, in the name of and on behalf of OLESS. Such authority may be general, or confined to a specific instance. Unless so authorized by the Board of Directors, no member or agent shall have the power or authority to bind OLESS by a contract or engagement, or to pledge its credit, or render it liable financially for any purpose or to any amount.
Section 2: The members of the Board shall be compensated for authorized expenses, but shall otherwise receive no compensation for performing their duties.
ARTICLE VIII—AMENDMENTS
Section 1: These Bylaws may be amended or repealed by a vote of the majority of the Board. Written notice of any proposed changes must be publically posted at least 2 weeks prior to the Board vote. Once any changes or amendments are voted upon and approved, the Bylaws will be updated by the Secretary, with the revision date noted.
ARTICLE IX—DISSOLUTION OF CORPORATION
Section 1: In the event of dissolution of OLESS, any assets remaining after payment or adequate provision for the debts and obligations shall be distributed to another organization which has established its tax exempt status under Section 501 (c)(3) of the Internal Revenue Code of 1986 by the court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purpose or to such organization(s), as said Court shall determine which are organized and operated exclusively for such purpose of benefiting the same causes.
ADOPTION OF BY-LAWS
The OLESS Bylaws as set forth herein are hereby approved and adopted this ____ day of ________, 2009.
