MEETING MINUTES March 8, 2010

Attendees: See list at end

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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.

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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”.

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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.

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Next Meeting Scheduled:

April 12 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

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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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OLESS Meeting Minutes January 4, 2010

Minutes

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Agenda item: Review minutes of December 4 meeting.

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

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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 1^st 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.

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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.

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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.

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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.

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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.

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Other Items Discussed:

§ EDA grant on Jan 14^th – 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.

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Next Meeting Scheduled:

February 15 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

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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

OLESS Meeting Minutes November 30, 2009

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

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Agenda item: Review minutes November 2 meeting.

Discussion: No corrections noted. Approved.

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Agenda item: Treasurer’s Report

Discussion: Have $1,139.39. Museum will donate $100/month until a project comes up. Bazaar earned $190 for tables, $221.43 from taco bar, $54.10 from raffle. Room rental income $65. The Starkins donated $90 and Lisa Conway donated $50 for taco bar and popcorn.

PUD water bill disbursement: PUD sent draft letter to council. Board commissioners will review the request. Proposal appears well received. About 280 residential water customers in Lyle. Water bill averages $1048/year for the Activity Center. Would come to about.46 cents per bill. Sewer bill would have to go through same review. Next schedule rate hearing will be in May. Council can request specific amounts, such as $.75 for water and $.25 for sewer. We can request an earlier hearing than May. If approved, money collected is put in a reserve and the bill is paid from that.

Action Items:

§ From now on we all need to record what we have donated in time, money and items. Passed around log. Log is available in front hallway. Request that everyone who comes in building sign in and record work done as well as any donations of items or money.

§ Request Barbara to present the PUD water bill disbursement put on the next council agenda, and request an earlier rate hearing with specific amounts for water and sewer.

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Agenda item: Bylaws & Membership

Discussion: Glenda summarized changes – made language more consistent. Added membership that one must be a member to be on the board. Membership to be defined in policies and procedures later.

Limits of indebtedness, annual audit policy, membership will be covered in policies and procedures. Discussed that Vice president is the liaison to all the committees, takes reports from committees.

Membership discussion: all agreed it is open to all, no geographic constraints. Fee or no fee? $5 annually or equivalent donation of goods or services. Try it and review annually. Benefits of membership: vote for board members, discount. Weighed pros and cons, did not decide.

Action Items:

§ Approved bylaws with minor amendments as discussed: VP has committees reporting, remove audit requirement. Copy of bylaws is attached at the end of these minutes.

§ Membership: leave it up to the board to define.

§ Vote on board of directors, see below.

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Agenda item: Committee Reports

Finance Committee:

§ Bob on grants

o Finance committee met with Lorraine Reynolds who is a professional grant writer from Goldendale. Left it that she will keep her eyes and ears open for potential grants, if we are successful she will get a finders fee

o EDA grant: Lyle Community Council passed on request for $11,000. Oren will present on January 14 to EDA board.

§ Lorie reported $1500 Horizons Grant was approved, still awaiting receipt.

§ Lisa on fundraising: Next meeting Tues Dec 15. Goal is to firm up with spring fundraiser, Tour de Fleur on May 1. We will just be hosting as a hub for other organizations. Dec 5 we’ll meet with someone in Mosier who has done a fundraising house party – explore this more. House party has potential to make a lot of money. Game Night will not have a fundraising component for now.

§ Joy on room rentals:

o Discussion on Nurses Room. Ruth Krause and her husband are willing to fix up room. Would require a vent. Lisa presented Ruth’s proposal for room. $100/month, replace window, flooring, replace counters, improve lighting. She does not do perms. Electricity is an issue – can we support her needs? Ruth requested access to room for a month rent-free to fix up room. When board is in place, will review and vote. Also contingent on lease agreement.

o Discussion on building usage. Need some consistency to not open ourselves up to criticism of favoritism. Want to welcome community, have a “PR” job to sell the concept so we may not always want to charge. Consensus that a year from now, things will be different. It is hoped that we will have grants in place to not have to charge for room usage.

Rehabilitation Committee:

§ No reports. Believe that someone is coming to fix the heaters soon.

Lease Committee:

§ Update on lease from Vern: Roger, Vern, Bob and Lorie met with Martin about language in lease that Board could take building back if levy failed. School board trying to protect public education. They will all meet with attorney from Vancouver to help us get through the clause (school is paying for the attorney). Need to hammer out language that would require us to make annual report on usage, if they wanted us building back that they would have to reimburse us for all we have put into the building. Could be a win-win situation for everyone.

Gazebo Update:

§ $8000 worth of wood will be delivered in next couple of weeks. Will need a bunch of help to stack and secure materials after it arrives.

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Agenda item: Board of Directors

Discussion: The following were nominated to fill the 7 board positions:

1. Vern Harpole

2. Marcia Buser

3. Barbara Sexton

4. Roger Hull

5. Oren Johnson

6. Lisa Conway

7. Don Starkin

Action Items:

§ The slate was voted on and approved

§ An additional action items was agreed that we would ask Austin Howard to chair a youth committee.

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Next Meeting Scheduled:

January 4 at 7:00 PM at Lyle Activity Center

(Formerly known as the Old Lyle Elementary School)

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Attendees

• Jack Bryan
• Marcia Buser
• Joy Collins
• Lisa Conway
• Bob Hansen
• Vern Harpole
• Colleen Hatfield
• Risi Howard
• Mildred Lykens
• Terry Mills
• Barbara Sexton
• Karen Stafford
• Lorie Hull
• Roger Hull
• Glenda Lovejoy
• Sherri Starkin