Ester Village Library

August board meeting
2016-08-03 18:30 - 20:00 (America/Anchorage) | 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

Conference & site walk-through
2016-05-10 10:00 - 12:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
A non-mandatory pre-bid conference will be held for parties interested in bidding on construction of the JTEL Phase 1 Project at 10 am at the John Trigg Ester Library’s Clausen Cabin, 3629 Main Street in Ester, after which there will be a site walk-through.
For more information, please see the Bid Documents tab.

Finance Committee meeting
2016-05-04 18:30 - 19:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
JTEL Finance Committee meeting
Agenda for April 27/May 4, 2016
Finance Committee minutes April 13, 2016
Old Business — Finance

Inventory of Restricted Funds
Laptop findings
Quick Books
AK Library Association renewal
March Finance report
Memberships
Un-reimbursed Reimbursement forms progress
Renewal of domain name

New Business
Insurance policy

Minutes of JTEL Finance Committee meeting
April 27, 2016
May 4, 2016
Meeting convened April 27, 2016, 6:30 pm
Members present: Mindy Gallagher, Jeanne Laurencelle
Mindy and Jeanne reviewed what they could without Monique present:
Discussed un-reimbursed reimbursements progress, concerns with the renewal of domain name form, which appears to not be a bill, and insurance policy.
Looked at Jeanne’s stain job on window trim, and compared with another stain. Decided to leave the color as is, and Jeanne will add a layer of Varathane.
Meeting adjourned at 7:00 pm, with the plan to try meeting next week when Mo can come. Jeanne does not need to be present.
Meeting re-convened May 4, 2016, 6:30 pm
Inventory of Restricted funds–
Ruth Jasper funds updated
Gazebo funds as of Sep. 2014 was $640, very little has been spent, Lexan was purchased, could be used to pay labor for replacement
Laptop Findings-
The original files, including Quickbooks and Gift Works are still on the JTEL laptop
There are lots of old files and information – Monique will continue to review
Quickbooks-
Last entry was one month after new board election in 201
Monique is reviewing old files, searching for more information on restricted funds, then will coordinate with Mindy on new entries to get up to date
The account includes assets, will discuss with Mindy
AK Library Assoc. renewal-
Mindy gave Deirdre a check for payment
Deirdre is trying to resolve the password and account access
March Finance report
Mindy has the report finished
Adding GVEA auto-payments into checkbook registry
It is ready for the board meeting
Monique reviewed and approved
Memberships-
Monique is researching old database
Reimbursement forms-
Deirdre- not to worry, ~$29
Todd- out of state, Monique will get address, ~$30-$40
Rena- Monique will follow-up ~$219. (Note: further review indicated that Rena Flint was reimbursed a few months later, but in a different fiscal year, so records were separated)
Renewal of domain name –
The IDNS letter is not a bill- it’s a service offer, we don’t need it
New Business
Insurance policy-
We notified the company to commit the policy renewal without the trailer
Fred Meyers rewards
Received check $54.66, 4 households
AK Department of Law Charitable Organization notice
New register for charitable organizations starting July 1, must register online by Sep. 1, has an annual fee of $40, not sure if that will change
www.law.alaska.gov/consumer/charityreg.html
Alaska Community Foundation
Received new statements – donor designated fund balance $1186.29
endowment fund balance $4,546.72,
It’s not clear why there are two accounts, the second account appeared in 2014, there are no notes on “why” in the endowment binder
April statement discussion
Need to reimburse Gary for electrical supplies – cost accounting purposes
Mindy will bring binders to Monique at the next board meeting for updating the original Quickbooks and bring it up to date.
Mindy is working on the “treasurer’s notebook” with notes and information for passing along to future treasurers
Adjourn 7:15 May 4, 2016
​

Advertising begins for Phase 1
2016-05-01 08:00 - 2016-05-08 17:00
The advertising begins today for Phase 1’s construction, with the official Invitation to Bid on the project. All documents are available under the Bid Documents tab. Please review thoroughly.
The legal ad will be printed May 1, May 4, and May 8, 2016.
Bids are due at Stantec Architecture in Fairbanks no later than 2 pm Alaska time, May 24, 2016.
Contact: Gary Pohl, gary.pohl@stantec.com

Finance Meeting March 30, 2016
2016-03-30 18:30 - 20:30
Agenda for March 30, 2016
Finance Committee minutes March 22, 2016
Old Business — Finance

Alaska Library Association membership fee
Hale & Assoc. Insurance
Inventory of Restricted Funds
Internal Audit update

New business — Finance

Report for BOD meeting
Welcome new members
Begin developing budget
Quick Books
Mid-year report
Formalize internal audit for GVEA GoodCents grant
Collections request for online catalog help

March 30, 2016, Minutes
Finance Committee
6:30 p.m. Clausen cabin

Mindy Gallagher
Syrilyn Tong
Deirdre Helfferich
Jean Laurencelle
Monique Musick

Minutes from combined finance and facilities March 22.
Motion to adopt: Deirdre
Second: Syrilyn
Approved
Welcome new members – background
Two months were spent organizing records in the cabin and cleaning up the notebooks at the Clausen cabin/JTEL office. A lot was accomplished, but there’s lots left to do.
Some dedicated funds for the Clausen cabin have been held and not spent in their appropriate fiscal year.
A lot of catch up in reporting and filing has been accomplished.
This year’s Community Revenue Fund was received.
Met in a joint meeting with facilities last week in order to facilitate the utilization of CRS funds prior to June 30 deadline.
Gary created three potential floor plans to submit to the board.
The projects related to this years’ funding have already begun including replacing doors. Other projects, board approved, are on the schedule for this Spring. Volunteer labor has been utilized. Thanks to Hans Molder and Eric Glos.
A total of $5,774.21 is dedicated to the Clausen cabin from previous year allocations.
We were able to submit final paperwork using actual expenses, however moving forward we will be doing designated projects in the appropriate timelines.
Current projects include remodeling the bathroom and creating a locking office.
Alaska Library Association Membership Fee
No invoice has been received, but it was due last fall.
Deirdre will follow up.
Hale & Associates Insurance
James met with them over spring break. They are still working on numbers.
They are asking questions about the storage trailer. It is not currently insured and needs to be added to the policy. James is handling. Over-insurance is a concern.. Do our books need covered? We need to keep a limited budget in mind. Our main concerns are covering our structures and liability.
Insurance coverage should be brought to the board.
Inventory of Restricted Funds
Limited time to review. Need the numbers tracked in the updated Quickbooks.
Creation of last years’ budget – overhaul of Quickbooks account
Monique will take Mindy’s numbers, the bank statements and start our Quickbooks over from scratch. Will work on the creation of a Chart of Accounts first. In particular restricted funds are needed. Also need to know what year we start. Will begin by finding the old computer with the old Quickbooks, and enter them into the newly created Quickbooks, Non-profit edition on the PC.
Suggest reinstating the practice where the treasurer enters transactions into Quickbooks and president reconciles monthly.
Once all the past numbers are sorted we can calculate for interest.
We have four restricted funds:

Bookshelves
Passiv Haus/new library
Ruth Jasper Children’s Fund
Gazebo – indigogo
Endowment

Internal Audit update
We need a solid internal audit in order to apply for additional funding sources.
Clausen Projects
We don’t have the full funds available for the projects on the Clausen cabin list.
New Business
Report for BOD meeting – April 6
(Met to paint instead of meeting in early March)
JTEL goals poster/estimates created
Held joint meeting with facilities to designate priority projects
Secured safe deposit box
Alaska Community Foundation – need to designate fund advisor
Budget development
Estimated operating costs
Created a summary of last year, basis for this year
Fuel will be down
Actual expenses were $6,000
Have around $13,000 for operating expense
Need fundraisers
We are going to run shy of restricted funds in order to complete Clausen projects
Some revenue could come from sales e.g. stove
Mindy can do this, so long as other duties are relieved
Quickbooks
Monique will tackle – determine start date, opening balance
Mid-year report
Is this something we want? (Since we didn’t have an annual report last year)
No- Keep progress toward annual report
Internal audit for GVEA Good Cents
Review date is April 30
Aim toward a later date – June 1 goal?
Get money for specific projects
Potentials – flooring
Focus on getting open, functional
Collections request for online cataloging
Chris will be helping with that
Electric
Syrilyn was not able to get an estimate from the electrician she contacted
New member
Interests? Strengths?
Currently on another board, working on policies
Office manager and bookkeeper experience
Can assist with paperwork
Assist with project management
Motion to adjourn: Deirdre
Second: Syrliyn
Adjourn: 8:10

Joint Finance & Facilities
2016-03-30 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Wednesday, March 30, 6:30 pm
Invited guests include Jeanne Laurencelle & friend, Mike Musick. We hope to finish what was left over from the previous week’s joint meeting of the two committees in a discussion of financial / construction priorities to propose to the board.

Facilities & Finance joint meeting
2016-03-22 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Joint committee meeting with the Facilities Committee and Finance Committee
Invited guests: Carrie, Jeanne Laurencelle, Mike Musick
See agenda.

Finance & Facilities Joint Committee Meeting 3.22.2016
2016-03-22 06:30 - 20:30
JTEL Finance & Facilities Joint Committee meeting
Agenda for March 22, 2016
Finance Committee minutes March 1, 2016
Joint Committee Business

2016 cabin projects – review, adjust costs, develop plan
CRS 2016 grant status
Clausen Cabin Restricted Funds
Budget needs re: cabin capital projects

Old Business — Finance

Annual Reports progress/ internal audit
Pick-Click-Give program fee
Alaska Library Association membership fee
Hale & Assoc. Insurance
Inventory of Restricted Funds

New business — Finance

Welcome new members
Begin developing budget
Quick Books
Mid-year report
Formalize internal audit for GVEA GoodCents grant
Collections request for online catalog help

Minutes, JTEL Finance & Facilities Joint Committee meeting
March 22, 2016
Meeting convened at 6:30 pm.
Members present: Gary Pohl, Mike Musick (Facilities Committee), Syriyln Tong, Deirdre Helfferich, Mindy Gallagher (Finance Committee), Amanda Bent, President, and Hans Moelders.
Finance Committee minutes March 1, 2016, reviewed and accepted.
Joint Committee Business
Contract between JTEL and Stantec signed by President and Vice-President, agreement to allow Gary Pohl to work as project manager on Passive House project.
CRS 2016 grant status – check for $6,433 was received today and will be deposited.
Clausen Cabin Restricted Funds – Restricted funds vs. CRS2016 funds are being logged separately.
2016 cabin projects – review, adjust costs, develop plan – Gary presented 3 architectural models of the cabin. Major concerns were the old cook stove, where should the electrical load center be situated, the need to strengthen floor, currently 2 x 6 joists on 10 x 10 beams, and water. 16 – 18 inches of water collects in basement, it is worst at break-up or during high rain years. “Basement” also contains electrical equipment, has a steep stair, and is not generally well-built. Will need to do more work on basement and water situation, timing to be determined. Suggested putting a small water heater in the bathroom. We selected elements from the 3 plans; Gary will create a Plan D which incorporates our suggestions.
Order of activities for the spring: (1) Mike will get hold of Darshan, Amanda will call another electrician to get recommendation on best placement of load center. (2) Gary will revise to create Plan D, and add in some electrical needs. (3) Get estimates of costs from 3 electricians. (4) Move bathroom walls, remove tub and vanity and sell on Craigslist. (5) Aim at jacking building end of May to improve load-bearing capacity and to level structure.
Budget needs re: cabin capital projects – cannot be confirmed until we have an electrician’s quote and determine location and length of handicapped ramp.
Old Business — Finance
Annual Reports progress/ internal audit – No further progress over spring break. Initial review completed from October 2011 – present. More thorough review commenced from October 2011 into March 2012.
Pick-Click-Give program fee – paperwork signed by Amanda (President), and Monique (Vice-President). Will be mailed with check.
Alaska Library Association membership fee – has not been paid, have not received an invoice. Will need to double-check with Susan as past Treasurer as to what happened.
Hale & Assoc. Insurance – James and Mindy met with Richard Hale on Tuesday, March 15. The connex unit was not included in the policy last year, and apparently some or all of that value was included as being at the library at 3619 Main St. Work is ongoing to update the new policy.
Inventory of Restricted Funds – has been begun, but a snag was hit identifying one or two people’s names from 2012 donations to Ruth Jasper Children’s Fund.
New business — Finance
Welcome new members – due to a misunderstanding, the 2 anticipated new members thought the meeting was on Wednesday, so did not come. Following topics not discussed since the hope was to enlist their aid in completing them: Begin developing budget, Mid-year report, Formalize internal audit for GVEA GoodCents grant, Collections request for online catalog help
Quick Books – ST and Mindy reviewed some of the entries from Quick Books non-profit 2014, and decided it would be better to start over fresh rather than try to correct and revise them.
Meeting adjourned 8:15 pm.
ext meeting will be on March 29 or 30, depending on when the new members can come.

Painting Party, part 2!
2016-03-19 12:00 - 13:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Painting party!
2016-03-16 09:00 - 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Come help us paint the Clausen Cabin! After adding insulation and sheetrock, we need to finish painting the doors and put a coat on the walls. We’ve got a few volunteers already, but we’ll need a few more for cleanup, too.

Ginny Gallagher
Mindy Gallagher
Deirdre Helfferich
Syrilyn Tong

The board and membership is officially invited to come take a look at 6:30 pm and pass judgement on the tint (should it be lighter or darker?), which can then be corrected in the second coat. Thanks!

Seedy Saturday 3
2016-03-12 16:00 - 17:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
Our third Seedy Saturday of the season, for those of you who missed the other two, means there is still a chance to get together and trade with your neighbors! Flower seeds, vegetable seeds, quick-growing greens like lettuce and mustard—we’ve got ’em! Come down and trade what you’ve got and we’ll share ours.
While you are here, check out the progress on the Clausen Cabin, too, sign up for a membership, and perhaps check out a book. It’ll be great to have you on board.

March Board Meeting
2016-03-09 18:30 - 20:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Wednesday March 9, 2016
Members present: James, Amanda, Mindy, Gary and Mo
Meeting started at 6:50 pm.
New Business:
Elect New President
Discussion Follows, Amanda Possible.
Monique nominated Amanda, approved
Need to update paperwork.
Mindy is Assistant Treasurer.
Safe deposit boxes.
Discussion follows
Monique nominated Mt. McKinley Bank. Seconded and Approved.
Officers and Mindy need keys.

Keys to Cabin: Hans? Eric? Mindy? ST? Key for every committee?
Website. No action taken
Contract with Stantec. No action
Names on contract. 2 copies of contract
VP and P get together and sign it.

Floor Plans
Discussion follows.
Plumbing Fixes
Possible layouts inside cabin
Estimates:
Bathroom $500
Wiring $3675
Office Area $?
Adjust Floor $800
Insulate Floor $1400
HCP Ramp $?
Flooring $?

Committee Reports
Treasurer Report
GCI problems
Book Values?
Hale and Associates Insurance
Community Revenue Sharing grant-Cabin- June
Pick Click Give-Fall/November-Unsure where to put it.

Alaska . . Requested. Tabled.
Somebody to be in charge of construction of cabin

Fund Raising Report -calendar -Monique
Tape and Tarp move it later in Season & maybe at the Malemute. Maybe late June
LiBerry- Late August

Ron R? 1st week in October

Gardening Committee
2 Seedy Saturdays, 22 people attended, plantings and events planning
8:10 pm
Motion to adjourn.
2nd and Passed.

Sincerely,
James Rogan and Mindy, Helper
Secretary
