Ester Village Library

FY 2017 Board Retreat
2016-11-13 13:00 - 16:50 (America/Anchorage)
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

Election Day November 2016
2016-11-08 07:00 - 20:00 | Ester Volunteer Fire Department, 3570 Old Nenana Hwy, Ester, AK, United States
Voting for the Ester Precinct will be at the Ester Volunteer Fire Department from 7 a.m. to 8 p.m. Take a look through the Region III Official Election Pamphlet—there is loads of information you can review. There are national, state, and local elections as well as ballot measures. Bring ID (it need not be photo ID) to the polls such as:

voter ID card
driver’s license or state ID card
passport
military ID card
birth certificate
hunting or fishing license
current and valid photo ID card

or an original copy of a document with your name and current address such as:

current utility bill
government check
bank statement
paycheck
or other government document

2016 Annual Membership Meeting
2016-10-16 16:00 - 17:00 | Hartung Hall
Call to order: 4:10

Amanda and Mo began with the 2016-annual-report
Mike Musick made a comment about partnering with the Fire Dept. to use the new water storage tank as a fire hydrant.
Carla Helfferich made a comment about waiting until after the Clausen Cabin is finished for the survey
D.Eagan made 2 comments: one asking whether there will be couches in the finished Clausen Cabin (Mo answered that we didn’t have the room) and the other about using intenet/wi-fi now (the Clausen Cabin isn’t open yet, but someone stated that the Golden Eagle now was wi-fi)
Someone motioned that all current board members be re-nominated for current positions, but since no one’s term was due to expire, this was a moot point
Carrie Correia, Marina Day and Eli Sonafrank nominated and seconded for the 3 open board positions

Meeting adjourned at 5:15

Board members met shortly thereafter to hold elections for officers and to set a date for the board retreat (November 13). New officers:
President: Syrilyn Tong
Vice-President: Monique Musick
Secretary: Amanda Bent
Treasurer: Melinda Gallagher
Other board members: James Rogan, Gary Pohl, Carrie Correia, Marina Day and Eli Sonafrank

October board meeting
2016-10-12 18:30 - 20:00
Agenda for October 12, 2016 BOD Meeting
Clausen Cabin
6:30 PM
Call to Order
Approval of Minutes
Approval of Agenda
Finance Committee Report
· CRS 2017 proposed numbers
· Insurance concerns re: tiny house on PH property
· Payment of Stantec bill
Grants Committee Report
· PH Phase 1 Construction report
· Hydro seeding contract
· Current grant writing status
Facilities Committee Report
· Clausen Cabin status report
Collections Report
New Business:
· Preparation of annual report to the membership
· 2017 budget draft, using numbers from annual report
· Allocation of income expected this fall:
1. Pick-Click-Give
2. Memberships
3. Misc. Donations
4. Fred Meyers/Amazon Smile
· Compilation of records in central location – google docs
· Business plan:
1. Cabin
2. Passive Haus
3. Endowment
· Proposed Executive Session – communication and organization

Finance Meeting
2016-10-05 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Finance Committee minutes July 27, 2016
Finance Committee minutes August 31, 2016
Old Business — Finance

Quick Books progress/Restricted Funds
Budget outline for fundraisers

New Business

August and September Finance Reports
Preparation of annual financial report:
Income/outgo chart
Asset summary chart
Narrative
Membership list updates
Latest Stantec bill and SOA reimbursement account
CRS 2017 money
Insurance concerns
Financial procedures: checks/balances
Survey: whatever
Operating funds vs. capital campaign funds on website
Preparation of report for BOD meeting
Preparation of report for annual membership meeting

Minutes of meeting, October 5, 2016
Members present: ST, Mindy Gallagher, Monique Musick, Deirdre Helferrich
Meeting convened 6:35 pm.
Finance committee minutes from July and August accepted
Old Business

Quickbooks progress – August and September records passed on to Monique to complete entries and financials for annual report.
Budget outline for fundraisers has been drafted

New business
August and September monthly finance statements were presented and reviewed.
Preparation of annual financial report:

Narrative completed and submitted by Mindy
Income/Expense reports – Monique will complete using QuickBooks records
Asset summary chart – Mindy will complete
New book donation estimations: Four Winds, Merritt Helfferich, Chris Guinn, Alaskana. Total of approximately $15,000
Send submissions to Amanda Bent, Monique is too busy.

Grant balances:

The State Grant will be closed out this month
At fiscal year end we had $16,731.31 remaining in State grant – it will be closed out with the second bill from Trost for PH work ($42,190)
Balance from the borough grant is $26,206.25 not counting the final $3,500. This balance will pay the remaining Trost bill, plus hydro-seeding cost of approximately $3900.

SOA reimbursement account is still going to be sent to regular JTEL account – Mindy will have to transfer funds
Membership list updates:

Tape and Tarp and LiBerry membership sign-ups, annual meeting etc.
Create a Google doc with current members – Deirdre
Appoint membership management and updating to the secretary

Latest Stantec bill given to Deirdre for payment and reimbursement – Mindy will transfer funds when received.
CRS 2017 – $4,300 this year – propose to BOD allocation as follows:

Fuel – $1,000
Electricity – $600
Insurance – $1,000
Facilities – $1,700 (insulating under cabin floor, begin building wall mounted bookshelves.

Insurance concerns – Deirdre had proposed allowing an individual to park their tiny house on PH property. ST checked with Hale and Assoc. on insurance. They will not insure for residential use. Would need to seek insurance elsewhere. Estimated residential insurance would be additional $400 – $500 minimum. Monique expressed concerns about putting in copper wiring in an unprotected area. Committee recommends not allowing this use of property.
Financial procedures going into new fiscal year.

Checks and balances are good
Treasurer creates finance statements and handles transactions, banking needs
Finance member, currently Monique, will enter Quickbooks and reconcile

Friends of the Library discussion:

Deirdre has proposed breaking the Friends of the Ester Library off into a new corporate entity, taking with them fundraising, publicity, and work at cabin. This would leave board with PH Capital Campaign and fiduciary duties. The idea is to take pressure off the board for fundraising etc.
Response: The board members enjoy that part of their service – wouldn’t want to be left with only business matters, board participation would suffer or interested board members would be double-tasked instead of relieved, would become harder to recruit and retain board members, many would leave.
Counter-proposal: volunteer coordinator is greatly needed. Board needs less of a transfer of duties and more of a cadre of support to work with the board.

Operating funds vs. capital campaign funds on website

Revise statement on Fundraising page so it doesn’t look like all income goes to capital campaign. Deirdre will do this.

Preparation of report for BOD – Mindy will prepare, based on minutes
Meeting Adjourned: 8:00 p.m.

Grants meeting
2016-10-04 17:30 - 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Agenda

Preparation for Annual Meeting
Status of Passive House Grants
Status of Clausen Cabin Grants (Community Revenue Sharing)
Proposal to Membership for Phase 2

September 2016 board meeting
2016-09-07 18:30 - 20:00
Agenda
Roll Call & August Minutes
Old Business
Finance Report
LiBerry Wrap-up
Collections & Inventory Report
Facilities Report
New Business
Grant Signatory Authority (State Form)
Agent of Record
Charitable Organization Registration (permits fundraising)
Readers on the Run / Alaska Book Week update
Annual Meeting

Finance Committee meeting
2016-08-31 18:30 - 19:30
Finance Committee minutes July 27, 2016
Old Business — Finance

Quick Books progress/Restricted Funds
Budget outline for fundraiser

New Business

July Finance Report
August bills/income summary to date
Receipts for LiBerry Pie Throwdown and Music Festival fundraiser
FY 2015 internal audit numbers for Charitable Organization Registration
Groundwork for formal audit of FY 2016
Discussion of finance plan to add to business plan
Preparation of report for BOD meeting

LiBerry Music Festival
2016-08-27
Kiwi Lime Pi, photo by Laura Burns.
The LiBerry Music Festival and Berry Pie Throwdown is right around the corner! We are looking for event volunteers, pie contest entrants, and prize donors! And, of course, YOU! Please come to the library’s musical extravaganza of the year! Saturday August 27, 2016, from 2PM to midnight at the Golden Eagle Saloon, 3630 Main Street, Ester. If you are interested, please e-mail info@esterlibrary.org or call 374-8080. Or, you can contact us via our Facebook group. Here’s the schedule of bands:
1:45pm – 2:15pm Cold Dead Hands; Soundcheck
2:15pm – 3pm Mason Little
3pm – 4pm Almost a Minion
4pm – 5pm Kentucky Tundra
5pm – 5:15pm Pie Award & Auction
Eating PIE!!
5:15pm – 6pm Nikki Hunter
6pm – 6:45pm Laila O’Sullivan
6:45pm – 7:30pm Sister Crispin
7:30pm – 8:30pm Purple Blues Band
8:30pm – 9:15pm Dead Calm
9:15pm – 10:15pm Tara and her Handsome Gents
10:15pm – 11pm Alan Bent Band
11pm – 12am Unsupervised

LiBerry planning meeting
2016-08-17 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
The berries are coming in thick and fast: raspberries, currants, blueberries, squash…it’s that time of year again. If you would like to help out at the fantabulous LiBerry Music Festival & Berry Pie Throwdown, COME TO THIS MEETING! We need a lot of volunteers for our biggest fundraiser of the year, and we hope to throw the best one ever this year.
We’ll need help with publicity, people to take shifts at the door, judges, an auctioneer, musicians, Throwdown assistants, and more! For pie makers, here’s the contest rules and a list of berries to get you thinking.
See also our Facebook LiBerry group for more info and fellow volunteers.

August board meeting
2016-08-03 18:30 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Collections and inventory report
Tape and Tarp History and 2016 Overview (PDF)

Tape & Tarp & groundbreaking celebration
2016-07-30 18:30 - 22:00 | Malemute Saloon, Village Road, Ester, 99725, United States
This year we will be celebrating the official groundbreaking for construction! Meet at 488 Village Road for the traditional Golden Shovels at 6:30 pm, followed by the Tape & Tarp Ball across the street at the Malemute Saloon at 7 pm for the music of local band Cotton Ginny. Wear your best rubber boots!
The 2016 poster á la art nouveau, created by Amanda Bent.
The Tape & Tarp Ball is a dance, a fundraiser, an excuse to have a party, and a challenge for local fashion designers. Try out your sewing skills on blue (or green or any other color) tarp or house wrap and duct tape, traditional building materials here in the far north. Come dance and listen to great local music and help raise funds for the John Trigg Ester Library!

Finance Committee Meeting
2016-07-27 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Finance Committee minutes June 29, 2016
Old Business — Finance

Quick Books progress/Restricted Funds
Poster progress

New Business

June Finance Report
July bills/income summary to date
CRS 2016 end of State fiscal year report
Estimate(s) for electrical project
Receipts for groundbreaking expenses
Receipts for Tape and Tarp Ball fundraiser
Budget outline for fundraisers
Preparation of report for the BOD meeting

JTEL Finance Committee Meeting Minutes
July 27, 2016
Members present:

Mindy Gallagher
Syrilyn Tong
Monique Musick

6:45 Call to order
Minutes June 29 – approved S.T.- Mindy seconded
June Finance report – approved
Quickbooks progress

Monique has entered and reconciled all records up to November 2015
In December 2015 new accounts were opened and Mo wanted to verify the new account arrangements before starting in. Catching up to present should be simple.
Mindy is adding pages of ledger and bank statements so we can get fully up to date.

Poster progress

Donation sign for the Post Office –
Maybe make the “Ways to Donate…” more noticeable
Fred Meyer required re-signing for the Rewards program- a more apparent reminder might help
The location of the library is very important; many people don’t know
The 2016 construction goals are also posted

Tape & Tape

S.T. brought donations for the silent auction
Mindy brought James’ donations for t
We changed the contact number on some of the online ads to S.T. since the office phone line isn’t generally answered or monitored
he silent auction
Amanda brought receipt for poster printing
Dreamworks donated $100 cash toward prizes
Door people are needed to ID and take money
Meeting at the Clausen cabin at 2 of Friday to consolidate prizes etc.

GCI is finally on auto-pay
GVEA is still on auto-pay
State reimbursement funds were deposited into the general funds instead of the Passive Haus account. They will be transferred over, but those account numbers need to be changed with the state to make sure that an extra step doesn’t slow the process of reimbursement.
CRS End of Year Report

The Statement of Completion has been filed

Estimate for electrical project

Bear Electric met with Gary to look at the needed work and make an estimate
All attempts to get hold of Darshan have been unsuccessful
No real leads on other electricians
Bear will e-mail estimate to Gary
Monique will ask Pat if he could write up an estimate, based on his knowledge of the project, so we have a comparison number.

Groundbreaking

Monique will email the JTEL contacts that are known; Facebook event for groundbreaking
ST will make a sign for post office
Confirm photographer – Mo

Budget outline for fundraisers

We created a form for use by the board in creating and approving event budgets:
Advertising
Insurance
Venue cost
Decorations
Items for Resale
Supplies
Sound
Entertainment
T-shirts
Participation rewards
Prizes

Adjourn: 7:40

Tape & Tarp planning meeting
2016-07-13 18:45 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Volunteers needed for the Tape & Tarp and the groundbreaking celebration preparations! This is the time to come with your ideas and progress, to brainstorm, and to volunteer. Hope to see you there!

Unloading the books
2016-07-10 14:00 | Ursa Major Distillery, 2922 Parks Highway, Fairbanks, AK, 99709, United States
Chris Guinn has donated an entire library’s worth of books and movies to the JTEL; last weekend a few volunteers picked up some of this generous collection and this Sunday the rest will be coming to be stored in the connex.
Meet at Ursa Major off Water Way at 2 pm and we’ll head to the where the books are to be stored once people assemble. Thanks!

Gardening at the Gazebo
2016-07-10 11:00 - 16:00 | Ida Laine Gazebo, 504 Village Road, Ester, AK, 99725, United States
The sweet williams are blooming! Our perennial beds at the Ida Laine Gazebo across from the Ester Post Office are looking better every year, as more and more perennials get planted and come back to decorate Village Road. Please join us any time and bring a few flowers to add to the collection.
Our annuals are usually planted in the hanging baskets and the flower pots; there’s compost over by the tool shed to enrich the soil from previous years. If you have a persistent gardening itch, come join our Garden Group!
Thank you!

July Board Meeting
2016-07-06 18:30 - 20:00
Call to order: 6:50 p.m.
Members present: Gary Pohl, Monique Musick, Mindy Gallagher, James Rogan, Syrilyn Tong, Deirdre Helfferich
Approval of old minutes- Motion to adopt- Gary. Second- Monique. All approve
Approval of Agenda – Adopt: Monique. Second:Gary. All approve
Finance Committee Report
Committee Update – written report, finance reports
Reviewed/discussed by board

Gary donated a check toward general funds.
Total garage sale revenue $179 (including two memberships)
Signers at Denali AK FCU and Mt. McKinley Bank

Amanda filed and submitted IDs at both banks
Amanda has a safety deposit box key
Other key in secure storage

CRS 2016 Completion Budget
Board reviewed expense report. Motion – Approve CRS expense report- Monique. Second – ST. All Approved
Membership roster – Start from October 2015 – update from there
New Passive House paperwork – Gary will take the Notice of Right to Lien and file copy with Stantec records
Grants Committee Report

Grants Committee Update
Grant spending update- Deirdre $62,257.81 remaining
New bill from Stantec- $362.25
Committee has not met re grant applications etc. but busy on phase one
Update: Phase 1 Project Status
Contractor is working on utilidor project at Eielson
Have entered necessary submittals
Still need to submit Schedule of Values and Project Schedule
Working to pinpoint date
Project record keeping
Groundbreaking and schedule: Week of July 25
Coordinate with the Tape and Tarp – make both a bigger party!
Suggested date June 30 – potential conflict with Anderson Music Festival
Coordinate marketing
James- suggest notifying insurance that construction will begin

Facilities Committee Report
Clausen Cabin Update:

Not much change since last board meeting
Need electrical finished before other projects
Need to hire an electrician – prioritize projects that require an electrician
Andrew Hunt’s original estimate was 50-hrs. at $65 for ~$3250
We have electrical drawings – procurement policy suggest 3 estimates and determine availability
Contact Behr Electric for another estimate
Lets get going with the process
Gary can contact Darshan, discuss plans etc.

Work Completed since last board meeting:

Items hauled to garage sale
Joe Geiss and Jimmy Miller cleaned up “Anscar’s yard” before the Fourth of July

Next Steps:

Balance of electrical: Need a new electrician
Secure new floor beams in place and adjust post bases
Build out new office and bathroom
Relocate Monitor stove and fuel tank
Handicapped ramp
Insulate under floor
Removal and sale of wood cook stove
Demo and reconfigure kitchen area

Call for Volunteers: All of the next steps will require volunteers with appropriate skills and tools for the respective tasks.
Prioritize pre-winter projects: heat, moving fuel, foaming door
Monique will breech fuel tank moving with Scott and others
Deirdre can paint back door to match front
Collections Report

Grabbed three loads from the Chris Guinn collection – there are still a bunch at his house, will we be taking them all? When?
Most books are good/excellent quality or salable
Need to coordinate another load – James will ask when
Other Business

Fund raising events:

Tape and Tarp at Malemute
Include the ground breaking
6:30 groundbreaking
Deirdre – will come up with invitations for special guests
Monique will coordinate “groundbreaking” event
7 – 10 Tape and Tarp
Music – Skidmarks? Cotton Ginny? Others?
Costumes (prizes)
Suggested donation $15 – $10 in costume
Items for raffle/auction – tickets/brown bags
Decorations
Let’s meet to finalize – July 13 – 6:45
Sale of tub and woodstove
Mo will follow up on sell sheet
LiBerry Music Festival

Other Items

board email addresses
Bluehost has emails – for generic use
Send login info via email
bulletin board at post office/ poster needed
Deirdre drafted a poster – received some feedback
Will update and modify
Will move JTEL goals to the post office board
TinyCat

Program created by Librarything – simplified library software
Track circulation, availability, book requests
We have 6,800+ books entered in our catalog
Tinycat limits at 20,000 items
Data can be exported when larger collections needs exist
We have it free currently
Beginning July 1 it would cost $10 a month
Deirdre will e-mail us information on reviewing the interface
Next meeting August 3

Book caravan
2016-07-05 18:30
A work party is set for 6:30 p.m. on July 5, meeting at Just A Store at Chena Pump and Chena Ridge roads, to pick up and sort through a book donation (several boxes of books). If you would like to join the caravan or help us sort books when we get back, please come!

Finance Committee Meeting
2016-06-29 18:30 - 19:30
Finance Committee minutes May 24, 2016
Old Business — Finance

Quick Books progress/Restricted Funds
AK Library Association renewal
Un-reimbursed Reimbursement forms progress
Stain/varathane progress
Progress on poster for post office

New Business

May Finance Report
Second quarter Passive House draft financial statement
CRS 2016 end of State fiscal year budget summary
Additional bills for electrical project?
Grants paperwork received
Prepare report for BOD meetin

Webwork session
2016-06-22 18:30 - 19:15 | Clausen Cabin, 3629 Main Street, Ester, 99725
Our previous session was canceled due to a lack of participants. We’re going to try again. It should take only about a half hour to 45 minutes. If you have a laptop or iPad, please bring it! All board members are invited.
We’ll go over how to add events, information to put on them, how to categorize and tag posts and events and why, and generally de-clutter the website. This will be the first of several training sessions for board members learning to use our WordPress site.

Finance Committee meeting
2016-06-15 19:00 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
To follow immediately after the web session

Webwork session 1
2016-06-15 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
WordPress board session – CANCELED
We’ll go over how to add events, information to put on them, how to categorize and tag posts and events and why, and generally de-clutter the website. This will be the first of several training sessions for board members learning to use our WordPress site.
If you have a laptop or iPad, please bring it!

Library Friends at the EVFD Auxiliary Sale
2016-06-11 09:00 - 14:00 | Ester Volunteer Fire Department, 3570 Old Nenana Hwy, Ester, AK, United States
Join us at our table for to benefit the John Trigg Ester Library at the community garage sale! The garage sale is put on by the Volunteer Firefighters’ Auxiliary every year to raise funds for the firefighters’ banquet. Bring your items for donation to the library table and raise funds for the JTEL and the auxiliary at the same time! Or, come help us set up or sit the table, or come buy the great stuff we’ll have for sale.
8 am setup, call 479-3368 for more information
sale from 9 am to 2 pm, Ester Volunteer Fire Department
Hope to see you there!

Board Meeting
2016-06-08 18:30 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Call to order 6:40
Members present: Amanda Bent, Monique Musick, Mindy Gallagher, Gary Pohl, Jasmine Stokes, Deirdre Helfferich
Agenda
Monique motion to adopt, Gary second, all approved
Minutes from May 11
Gary Motion to Approve, Amanda second, all approved
MOTION
Mindy: Take the extra books to the EVFD garage sale
Second: Monique Musick, all approved
Garage sale on June 11 for the fire department better then our own on June 18

Finance Committee

(Written minutes attached)
$670.00 to leveling project
Need to spend remaining $2,100

Current balances:
JTEL

17,516.86 savings
1,280.08 checking

Passive Haus

$37, 827.64
2133.46 checking

Need additional access to the McKinley safe deposit box – new contract will go there
Bill from Stantec $3,547.25, tTo be paid from Passive Haus account
SBS $41.67 in account
Northland Woods account – Mindy has the account number for accessing balance

Grants Committee

Committee hasn’t met, but huge progress with Phase One
Update: Phase 1 Project Procurement

Bids Received: May 24, 2016
E-mail vote to approve award to Trost Construction
Contract execution by JTEL, signing of document

ACTION: Signed by Amanda and Monique

Project record keeping – contract, bonds, application

There are going to be a lot of records. Stantec will have a copy of everything, State of Alaska (granting organization) will need some of this, but not everything for our reimbursement grant
ACTION: Gary submitted documents, will be scanned and originals put into our safety deposit box
Trost needs to submit Project Schedule and Schedule of values before filing for any payment

Groundbreaking and schedule

Agreed to a completion date of October 1
The dirt subcontractor doesn’t want to start until July
That gives us three weeks for planning a groundbreaking celebration.
If the total project comes in under the amount we have in state funding then we will apply to additional funds.

Web page- All minutes and agendas can go onto events for meetings. We can create old events to tidy up the web

Clausen Cabin Update – Work Completed to Date:

Demolition of bathroom
New framing (huge thanks to Eric Glos!)

Work still needed:

Electrical work
Leveling the cabin
New floor supports at stack areas
Build out new office and bathroom

Next Steps: Removal and sale of wood cook stove
ACTION: Monique will photograph the stove and prepare a sale sheet – offer locally first, list price $5,500

Relocate Monitor stove and fuel tank
Handicapped ramp
Demo and reconfigure kitchen area
Call for Volunteers: All of the next steps will require volunteers with appropriate skills and tools for the respective tasks.
Sale of assets (e.g. cook stove, et al)

ACTION: Bring all that’s possible down to the garage sale, do all possible to clean out cabin – everything we aren’t going to use needs to go
Fundraising:

Tape and Tarp at Malemute Saloon – pending opening dates and staffing
LiBerry–August 27

ACTION: Amanda will work on booking, sound, music etc. for the events, Monique will work on the marketing and communications, need Volunteer coordinator
Amanda- thinking about a pool tournament fundraiser

Readers on the Run – Sunday, October 2

Other items:
Mindy – floor insulation is no longer on the list.
Gary- ultimately it needs to be done, maybe not this year
Amanda – look into spray insulation, new vendor was good price

Deirdre – more than 6,000 books logged into catalog. Has been writing reports and posting to the blog. Multiple people approaching her about donating books. Chris Guinn has books he’d donate, could be used as sale items, but they need picked up. Regular book sales could be a revenue source. Problem right now is that we don’t have space or storage.
Could have a regular table at the Ester Market.
Librarything has released tinycat – library software, JTEL is in the up to 20,000 category, we are in the system already, it would provide circulation system, tracking etc. for a monthly fee
Future idea: have a library card scan lock access system, it allows us to lock the building with member access only—encourage people to renew membership regularly
Next meeting: July 6
Adjourn 8:01

Phase 1 bid award
2016-05-25
The JTEL will review and award the bid for construction of Phase 1 of the new library on May 25, assuming the offers are acceptable and fit the requirements of the Project Manual. Plan holders must register to be considered.
For more information, please see Bid Documents or contact Gary Pohl to register at gary.pohl@stantec.com.

Finance Committee meeting
2016-05-24 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Agenda:
Finance Committee minutes April 27/May 4, 2016
Old Business — Finance

Inventory of Restricted Funds
Laptop findings
Quick Books
AK Library Association renewal
Un-reimbursed Reimbursement forms progress
Stain/varathane progress

New Business

April Finance Report
Insurance policy – payment due
CRS 2016 payments – electrical supplies, cabin support/leveling
Update on account balances
New check register for Passive House account

Minutes
In attendance: Mindy Gallagher, Monique Musick, Deirdre Helfferich, Hans Moelders (7 – 7:30)
Minutes from May 4 and April 27 – split meeting — accepted
Laptop/Restricted Funds/Quickbooks
Monique has begun entering the check records and deposits into Quickbooks beginning December 2013. She is using the bank statements, ledger and old check registers to both recreate and double-check/reconcile. The old asset accounts need to be reviewed in order to determine the proper restricted fund balances.
Reimbursables
Todd Hoener is the only remaining person who needs to be contacted.
Alaska Library Association renewal
Just need to set up the account with generic board email addresses. Currently set up with Susan.
April Financial Statement
Monique will review
Hale and Associates Insurance
Premium due May 29– $993 (very similar to last year)
Wrote up explanation of estimate of value for the record. Some book counts were estimates. It has been filed in multiple binders.
ACTION: Monique and Mindy co-sign the insurance payment check.
Ledger note- $600 toward CRS funds
CRS 2016
Reviewed expenses to date. Improvements include bathroom, doors and electricity. We have $2720.96 to spend before June 30. Much of this was for electrical work. Could be applied to leveling project. Electrical work needs completed along with sheetrock etc.
Cabin Leveling
New plan for reinforcement of the cabin beneath the stacks.
Deirdre had a seizure during the meeting and was not able to participate in much of the first half. Hans was brought in to assist and attended the second half of the meeting.
Passive House account
Check book and register for the passive house account was given to Deirdre. Any check above $500 requires a co-sign. The account balance must be kept above $1000. Mindy provided instructions for accessing Denali Alaska funds
Account balances
Moved funds to cover current expenses.
Check book
Monique will take the checkbook and treasurers notebook while Mindy is on vacation. The timing is such that projects are beginning and there may be expenses.
$1,240 current balance in checking. If larger expense come due we’ll need to transfer money from savings.
Agendas — Discussed putting agendas for meetings as part of event announcements on website under specific categories so they don’t fill up the general news-feed.
Poster – ways to support JTEL — Amazon Smile, Fred Meyer Community Rewards, Pick.Click.Give, Alaska Community Foundation Endowment. Monique will create a poster for various locations.
Deirdre may be able to supply a bulletin board for post office. Postings in post office on community bulletin board are being removed by unknown person/people.
Hans and Deirdre left shortly before meeting adjourned 7:30 pm.

Phase 1 bid documents due
2016-05-24 14:00
Bidding for construction of the JTEL’s Phase 1 opened as of May 1 and closes 2 pm May 24, 2016. For full information, see the Bid Documents tab.
Bids are due in sealed envelopes no later than 2 pm Alaska time Tuesday, May 24, 2016 at Stantec Architecture, Inc., 544 4th Avenue, Suite 102, Fairbanks, AK 99701.

Phase 1 question deadline
2016-05-18 08:00 - 17:00
The deadline for questions regarding interpretation or correction of any ambiguity, inconsistency, discrepancy, or error discovered by a bidder is May 18, 2016, 5:00 pm. Queries must be in writing via e-mail to Gary Pohl at gary.pohl@stantec.com.
For more information please refer to the Bid Documents tab or directly to the Project Manual.

Board of Directors meeting
2016-05-11 18:30 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
