Ester Village Library

Finance Committee meeting
2017-11-08 18:30 - 20:00 (America/Anchorage)
Finance Committee minutes September 4, 2017
Old Business — Finance
Restricted Funds accounting
New Business

October Finance reports
Bills, income, and reimbursements
Income – 2 memberships, Pick-Click-Give, 2 donations, 1 with questions
Outgo – P.O. Box, property taxes, cataloging supplies, Halloween kids’ event
Other expenses – Bluehost
Fundraising in November
CRS 2018 proposed numbers
Budget proposal
Preparation of report for BOD meeting

Review with new Treasurer of accounts, notebooks, files, systems

Annual Membership Meeting
2017-10-08 14:00 - 16:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Annual Meeting Agenda (download)

October Board of Directors Meeting
2017-10-04 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Li-Berry Pie Throwdown and Music Fest
2017-09-23 18:00 - 22:00 | Golden Eagle Saloon, 3530 Main Steet, Fairbanks, 99709, United States

September Board Meeting
2017-09-12 18:30 - 20:30
Agenda

Finance Committee meeting
2017-09-04 18:30 - 19:30
Finance Committee minutes August 1, 2017
Old Business — Finance
Restricted Funds accounting
New Business

August Finance report
Bills, income, and reimbursements
Income –Fred Meyers, barrel stove,
Outgo – Dotster, Librarything, property taxes
Other expenses
Fundraising – Li-Berry
Budget status
Collections assessment
Finance policy updates – review sample policy
Preparation of report for BOD meeting

August Board of Directors Meeting
2017-08-08 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Finance Committee meeting
2017-08-01 18:30 - 20:30
Finance Committee minutes July 10, 2017
Old Business — Finance
Restricted Funds accounting
New Business

July Finance report
Bills, income, and reimbursements
Tape & Tarp
Membership
Dotster
Other expenses
Fundraising – Li-Berry budget
Budget status
CRS completion report
Collections assessment
Finance policy updates – review sample policy
Preparation of report for BOD meeting

Tape and Tarp Ball
2017-07-15 19:00 - 23:00 | Malemute Saloon, Village Road, Ester, 99725, United States

July Board Meeting
2017-07-11 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Finance Committee meeting
2017-07-10 18:30 - 20:00

Garden/Yard Clean-up Party
2017-06-25 12:00 - 16:00 | Clausen Cabin, 3629 Main Street, Ester, 99725

June Board of Director's Meeting
2017-06-13 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Finance Committee meeting
2017-06-08 18:30 - 20:00
Finance Committee minutes June 8, 2017
Members Present: Mindy, S.T., Monique
Minutes approved – from May 2 and April 4
Accounting review – completed. Cost: $350
Restricted funds accounting:
Bought beanbags from Kids Read grant
Dedicated funding for accountant- some carry forward
Reworked Community Revenue Sharing accounting for this fiscal year – preparing for year-end report. Mindy will file closing paperwork at the end of June.
990 E-Z is filed with IRS and accounting expenses paid.
New Quickbooks progress: The process of filing the E-Z form led to some accounting questions and Quickbooks updates. In some line-item areas, ST noticed amounts that didn’t match, these were found to be in other areas. ST worked to resolve accounts to match records/files, accountant Virginia Farmier also back-dated depreciation.
Reviewed May monthly finance summary.
Bills/Income/Reimbursements:
Purchased raspberries (need to set-up rain catch system or plan for hauling water. The more that we plant or develop in the yard, the more we need to address water)
Budget status – at 54% of expected budget – (not counting final Behr bill and PH grants/expenditures)
Finance policy –A draft generic policy was downloaded for review and adaptation. Discussed some of the good aspects of the policy – was interested in particular in the budgeting process and other suggested standard operating procedures. We should establish deadlines for the planning process. Suggest having a draft budget developed for the board in August and approved under the new board in November. Mindy and ST will review the policy and draft an initial JTEL version.
Proposed budget for the Tape & Tarp Ball
Sound – $350
Band – $125
Marketing – $50
Auction supplies – printing, tickets, etc. – $30
Total = $555
Cookbooks and t-shirt sales – we need to order more binders for cookbooks and will discuss t-shirt sales with the board.
Publicity – Discussed poster with Amanda, she is going to do this
Monique will create a Facebook Event:
Cotton Ginny @ the Malemute Saloon, July 15, 2017, 7 p.m. – 11 p.m.
S.T. developed a donation letter – board members need to get out and hustle donations
Behr electric – still need a final bill. Will send a check along with estimate less credit tendered in order to close it out.
Additional donor recognition needs to be added to the Friend of the Library page to recognize those who donated to the accounting review fund.
Other:
Gulliver’s Credit – need to make a plan to purchase books while Gulliver’s is still open. We have about $1,354 in used book credit.
Purchase hardbacks of various styles to help establish the Clausen collection
Fill in missing books (e.g. Harry Potter series)
Seek out young adult section
Adjourn 7:37

May Board of Directors Meeting
2017-05-09 06:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
May 9, 2017 Agenda

Finance Committee meeting
2017-05-02 18:30 - 19:30
Finance Committee Meeting Minutes May 2, 2017
Finance Committee minutes April 4, 2017
Old Business — Finance

Restricted Funds accounting
Outstanding bill for Bear Electric
Tracking Kids Read grant
Tracking accounting cost donations

New Business

March and preliminary April Finance Reports
Bills, income, and reimbursements
Accounting review and 990 EZ progress
New QuickBooks program progress
Mid-year finance numbers/ budget revision
Alaska Library Association dues
Finance policy updates:
Petty cash
Other?
Fundraising plans
Preparation of report for BOD meeting

April Board of Directors Meeting
2017-04-11 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Here is the Agenda, the Minutes and Deirdre Helfferich’s resignation letter

Finance Committee meeting
2017-04-04 18:30 - 19:30
Finance Committee minutes January 29, 2017
Finance Committee minutes February 28, 2017
Old Business — Finance

Restricted Funds accounting
Signers on accounts – Mt. McKinley done!

New Business

February and preliminary March Finance Reports
Bills, income, and reimbursements
Fuel oil payment/delivery/auto-delivery?
Accounting review, status for fiscal year to date
New QuickBooks program progress
1099 report to IRS, and extension of time for filing
Endowment fund contact questions
Pick-Click-Give filing
Alaska Library Association dues
Foraker Group dues
Fundraising plans
Need for policy updates re: finance
Preparation of report for BOD meeting

March Board of Directors Meeting
2017-03-06 06:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Here is the agenda: Board Meeting Agenda
Here are the minutes: Minutes

Seedy Saturday #2
2017-03-04 13:00 - 17:00
Schedule:

11 am: setup
1 pm: doors open
3 pm: featured speaker: Dr. Carol E. Lewis, Dean & Director Emerita of the UAF School of Natural Resources & Agricultural Sciences and the Alaska Agricultural & Forestry Experiment Station, on the history of the Experiment Station
5 pm: doors close, cleanup

More information:

2nd Seedy Saturday update
Treatise by Carol E. Lewis: Alaska’s Agricultural Experiment Station (PDF, 9 pp., includes bibliography)
Seedy Saturday notes
1st Seedy Saturday a HUGE success!!
Press release on Seedy Saturdays
Community Seed Resources
Seedy Saturdays Are Coming!

Finance Committee meeting
2017-02-28 18:30 - 19:30
Finance Committee minutes January 29, 2017
Old Business — Finance

Restricted Funds accounting
Signers on accounts – Mt. McKinley

New Business

January and preliminary February Finance Reports
Bills, income, and reimbursements
Accounting review, new QuickBooks program
1099 report to IRS
Endowment fund contact questions
Fundraising plans
Preparation of report for BOD meeting

Seedy Saturday #1
2017-02-25 13:00 - 17:00 | Hartung Hall
Schedule:

11 am: setup
1 pm: doors open
3 pm: featured speaker: Christine & Brad St. Pierre of Goosefoot Farm, a diversified vegetable farm using ecological, sustainable methods
5 pm: doors close, cleanup

Links to more information about this year’s Seedy Saturdays.

Grants Committee mtg
2017-02-13 10:00 - 11:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Items for discussion:

Pick.Click.Give. webinar, grants, and developments
CAPSIS application to legislature for Phase 2
Possibility of resolution of support/matching grant from FNSB
other grants

Garden Group
2017-02-11 17:00 - 18:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Organizing meeting for summer gardening events and schedule, with tentative agenda:

Community Seed Resource Program Toolkit
Seedy Saturdays: February 25 & March 4 (preview & assignments)
Community garden repair & upkeep/oversight assignments
Historic & perennial bed care assignments at Clausen Cabin
Gazebo perennial bed care assignments
Flower pots & maintenance
Garden work parties

See Garden Group page for general info and last year’s plans.

February Board of Director's Meeting
2017-02-07 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Finance committee meeting
2017-01-30 18:30 - 19:30
Minutes: JTEL Finance Committee
Agenda for January 30, 2017
Finance Committee minutes January 3, 2017
Old Business — Finance

Restricted Funds accounting
Final budget for FY 2017
Signers on accounts – Mt. McKinley
List of donors, end of year letters sent

New Business

December and preliminary January Finance Reports
Bills and reimbursements
Accounting review, new QuickBooks program
State of Alaska corporate paperwork
GVEA bills/refund of deposit
Fred Meyer Community Rewards
1099 forms
Fundraising plans
Preparation of report for BOD meeting

January Board of Director's Meeting
2017-01-10 06:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Agenda: board-meeting-agenda

Grants Committee Mtg
2017-01-09 13:00 - 14:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Meeting at 1ish at the Clausen Cabin to go over CAPSIS submission, contact form for Paul G. Allen Family Foundation, and other possible grants for Phase 2 of the Passive House. Also other grants.
Present: Deirdre Helfferich, Gary Pohl, Syriln Tong
Other grants: Sam’s Club & Lend-A-Hand fell through, still working on GoodCents.
Discussed minor edits to CAPSIS submission: Deirdre will do first re-write and send to Gary; Gary will use AKWarm program to create fuel cost vs. savings projections.
Paul G. Allen Family Foundation: may not be giving out grants, judging by recent grants lists; Deirdre will contact via e-mail to see if worthwhile to fill out contact form. Grants to libraries in several states, but not any libraries in Alaska.
The group discussed a Go-NoGo form for rating potential grants; Gary will adapt one he uses and send to the group for editing.

Finance Committee meeting
2017-01-03 18:30 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Finance Committee minutes December 6, 2016
Old Business — Finance

Quick Books progress/Restricted Funds accounting
Budget for FY 2017

New Business

November and preliminary December Finance Reports
Signers on accounts – Mt. McKinley
SOA final grant reimbursement
Accounting review progress
List of donors, end of year letters needed
1099 forms needed
Fundraising updates/reports
Lessons from Giving Tuesday re: Pick-Click-Give
Pie Throw-Down cookbook “final” numbers
Preparation of report for BOD meeting

December Board Meeting
2016-12-12 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
December’s board meeting will be held December 12, 2016 at 6:30 at the Clausen Cabin. Here is the board-meeting-agenda, Minutes and Letter of Support
