Ester Village Library

August Board of Directors Meeting
2017-08-08 18:30 - 20:30 (America/Anchorage) | 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
Agenda

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

Finance Committee Meeting
2016-12-06 18:30 - 20:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Finance Committee meeting will be December 6, 2016 at 6:30
Agenda:
Finance Committee minutes October 5, 2016
Old Business — Finance

Quick Books progress/Restricted Funds accounting
Budget for FY 2017

New Business

October and preliminary November Finance Reports
Signers on accounts/P.O. Box
SOA final grant reimbursement
CRS 2017 money
SBS refund
Accounting review
Bear Electric payment
List of donors, end of year letters needed
Fundraising updates/reports on improvements needed
Library consortium book sale
Giving Tuesday
Pie Throw-Down cookbook
Preparation of report for BOD meeting

#GivingTuesday
2016-11-29
The JTEL is participating in #GivingTuesday this year! Posts relating to #GivingTuesday are:

Please Give and Do Good
Check Out A Book
Historical Gardens
Library Programs
Community Events
The People We Love
Bookshelf Dedications
One Week to Go!
Rewards Programs
Our Capital Campaign
Ruth Jasper Children’s Fund
Be Happy
In-Kind Donations
Membership
Time
Our Endowment

Did you know:

People who give money to charity are 43 percent more likely than non-givers to say they are “very happy” about their lives. Volunteers are 42 percent more likely to be very happy than non-volunteers. (Source: Social Capital Community Benchmark Survey)
The happiness difference between givers and non-givers is not due to differences in personal characteristics, income or religion. Imagine two people identical in terms of income, faith, age, education, politics, gender and family circumstances, but one is a donor and volunteers and the other doesn’t. The giver will be, on average, 11 percentage points more likely to bevery happy than the non-giver. (Source: University of Michigan Panel Study of Income Dynamics)

Libraries are the ultimate in sharing. Donate to the JTEL, join our library, or volunteer with us. Be Happy!

Library Consortium Booksale
2016-11-26 10:00 - 15:00 | Noel Wein Library, 1215 Cowles Street, Fairbanks, AK, 99701, United States

November Board Meeting
2016-11-14 16:55 - 17:15
Meeting called to order 4:55 pm
Those present were: OFFICERS Syrilyn Tong, 2015-2017 (president) Monique Musick, 2015-2017 (vice president) Mindy Gallagher, (2015-2017) (treasurer) Amanda Bent, 2015-2017 (secretary) Carrie Correia, 2016-2018 Marina Day, 2016-2018 Gary Pohl, 2015-2017 (Grants & Facilities Chair) Eli Sonafrank, 2016-2018
Mindy and ST had previsously talked to Carla Helferirch about the Friends Organization. The Friends will help out as needed, at the request of the board. Carla agreed to write up a re-definition of the Friends Organization, found here. The Friends have agreed to raise money for a financial review, and tax prep during 2017.
Endowment: Agent of record is currently Dierdre Heffelrich. Mindy moved, and ST seconded, that Monique Musick will be agent of record with the State of Alaska, and for the endowment with the Alaska Community Foundation.
Safe deposit box. ST moved, and Carrie seconded that all officers will be signers on the safety deposit box.
Bank account at Denali Federal Credit Union. Eli moved, Carrie seconded, for the four officers to be added to the account and everyone else removed. Denali account numbers- xxxx07, xxxx41
Next board meeting, Monday, December 12th
Meeting adjourned at 5:16pm

FY 2017 Board Retreat
2016-11-13 13:00 - 16:50
The annual board retreat was held Sunday November 13, 2016 at ST’s house. Members present: Syrilyn Tong (ST), Mo Musick, Amanda Bent, Mindy Gallagher, Gary Pohl, Carrie Correia, Marina Day and Eli Sonafrank.
After preliminary coffee and mingling, we all sat down for introductions and a team-building exercise, then it was down to business.
History and overview of the library: Geared towards the 3 newcomers, a short presentation on JTEL, to include very informative histories on John Trigg, the Clausens’ cabin and Passive House was given by Mo and ST.
Committees, and specifically who wanted to do what, were then discussed, with the following division of responsibilities: ST: Finance and policy re-write. Mo: Finance and business plan re-write. Amanda: volunteers and memberships. Mindy: Finance and finance portion of policy re-write. Gary: Facilities and grants. Carrie: garden part of Facilities and policy re-write. Marina: policy re-write. Eli: Facilities.
Marina stated that she knew of a fundraising workshop, but couldn’t remember the details. She later advised that it was the Gail Perry workshop sponsored by United Way of the Tanana Valley, which was held Wed. November 16, 2016. She attended and the board later voted to pay for her registration fee of $50.
Annual goals: The overriding goal was to get the Clausen Cabin up and running. Remaining work was to finish sheetrocking, taping, painting, install the subfloor, flooring, building the handicapped ramp, and fixing the roof (small leaks around the openings). At some point, the water system will also need to be looked at, but not required for a functioning building and was tabled for now.
Grants/fundraising: Since the priority was Clausen, the majority of the grant-seeking was geared towards that end. These were the grants discussed and the projects the proposals would be written for: GVEA’s GoodCents – Clausen roof project. Sam’s Club – new laptop for finances. Co-op Lend-a-hand – programs. Deirdre was to continue looking at the Paul Allen Foundation for major funding for the Passive House Phase II. Grant donors would be recognized by publicity, and depending upon amount, a plaque on the walls of the library. Giving Tuesday, a national event to encourage generosity, was given the go-ahead for Deirdre to write up donation requests to fund JTEL, since there was so little time to actually do anything for the event (Nov 29).
Annual budget: The majority of the budget went towards mandatory functions (utilities, insurance, rent, etc), with discretionary funding for Clausen projects.
At the conclusion of the retreat, we moved into a short meeting.

Grants Committee meeting 11-9-2016
2016-11-09 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Agenda
New members/roll call
Grant management: current grants status (ST)
Grant writing and crowdsourcing:

BP application
First National Bank of Alaska
GoFundMe drive?
GVEA Good¢ents grant
IndieGoGo drive?
Kresge Foundation
Legislative CAPSIS application
Lend-A-Hand application
Murdock application
Paul G. Allen Family Foundation contact form
Pick.Click.Give.
Rasmuson Tier 2 application
Tips for crowdsourcing
USDA Rural Energy for America Program: Community Facilities Direct Loans & Grants
Usibelli Foundation
