Ester Village Library

Book caravan
2016-07-05 18:30 (America/Anchorage)
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

Seedy Saturday 2
2016-03-05 16:00 - 17:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
It’s the second consecutive Seedy Saturday! Looking for herbs? Planning your vegetables? Come trade with your neighbors at the Seedy Saturdays at your local library! Join the Garden Group and help us all year round if your green thumb itches too much.

Finance Committee Meeting
2016-03-01 18:30 - 19:30
JTEL Finance Committee
Agenda for meeting March 1, 2016
Minutes from February 13, 2016
Minutes from February 23, 2016
Old Business

Inventory of Restricted Funds progress
Finance and insulation project update
Financial plan for 2016 cabin projects
IRS 1099 Form update for Treasurer
Safety Deposit Box recommendation, signers needed
CRS 2016 grant status
Pick-Click-Give program fee due
Alaska Library Association membership
Hale & Assoc. Insurance

New business

Audit recommendations for grant purposes
Finance Report to the Board

JTEL Finance Committee
Minutes, March 1, 2016
Members present: Syrilyn Tong, Deirdre Helfferich, Mindy Gallagher, Hans Moelders
Members absent: Susan Osborne, Hal Osborne
Meeting convened 6:40 pm
Minutes from February 13 and 23 presented and accepted
Old Business
Inventory of Restricted Funds progress – Mindy has started reviewing FY2012 restricted fund donations and is focusing on Ruth Jasper Children’s Fund donations and accrued interest. A spreadsheet of pre-rated interest until present has been created for reference.
Finance and insulation project update –
With all receipts in, we spent $2087.47 on insulating, sheetrock, mudding and primer paint supplies.
Deirdre and Mindy looked at pricing paint and possible colors; we still need to buy paint. $270 remains at Northland Wood account.
$119.41 (?) remains at SBS account.
$1,219.78 spent out of CRS2016 money on 2 doors, installed, and 2 motion sensor lights, not yet installed.
$6,699.96 remains available for cabin projects
Financial plan for 2016 cabin projects

$500 estimate from Eric Glos to move bathroom walls, install 36”pocket door, insulate and sheetrock remaining wall.
Rewire bathroom wall, move circuit box, reattach wires/outlets. ST was unable to get an electrician friend to estimate. Deirdre will check with Andrew Hunt. (Note: his estimate from last year for entire cabin was $3675 for labor and parts)
Create a secure office area – no estimate because several options need to be decided among.
White house – Mardy Clayton, Haz-Mat specialist/trainer for Laborer’s Union, said building undoubtedly painted with lead paint, which is currently peeling. Of greatest concern is paint around doors and windows, where activity causes paint to flake off as a powder. Lead is of greatest concern around children. He suggested we get a test kit from Arctic Fire and Safety. Speed of color change indicates amount of lead concentration. Best way to deal with lead is to remove the paint and dispose of it properly, then repaint. (Note: Deirdre and Mindy later tested the paint, and white paint has lead, green paint apparently not). He also said the house undoubtedly has asbestos in the construction, because it wasn’t banned until 1978 (although they allowed it to be used until 1980 if it was still in stock). Asbestos was used in linoleum and the glue used to seal it to floor, and in ceilings/roofs. Best way to avoid exposure is to not tear up these parts of the structure.
Golden Eagle plans to redo septic system – Hilary said they are doing this this summer, leach field is at far end of parking lot next to Clausen cabin. It should not affect us, and she is mostly working with Frank Therrell. We have our own leach field, which is okay, to our knowledge. Our well is not currently in use, water is not potable.
Price flooring options – Susan not present, so ST said she would check on prices (Note: Susan emailed later that stick-on carpet squares at Lowe’s, cost $1.65/sq.ft., but not very durable quality). Previous estimate from Scott Allen for laminate flooring at MacShayne’s was $1.65/sq. ft., sale price.
Cost to add joists/ beams under floor to support 150 lb./sq.ft. Hans estimated for 3 30-foot long joists, plus concrete blocks to support and level cabin ~ $800
Non-electric drip stove, rough estimate ~$2000. Eric Glos said Monitor is going to be hard to fix/find parts for, plus requires electricity, so not good for outages.
Fix water system – unknown, do not know full extent. Pump frozen up.
Construction of handicapped ramp – needs pricing and decisions on where it goes.

IRS 1099 Form update for Treasurer – Tabled until Treasurer present
Safety Deposit Box recommendation, signers needed – At $25 for a 3×5 box, we recommend Mt. McKinley Bank, signers to be President, Vice-President, Treasurer
CRS 2016 grant status – check not received yet. Mindy had contacted Eric Holland at the borough, and he said he would check on what was holding it up.
Pick-Click-Give program fee due March 31. Tabled until Treasurer present.
Alaska Library Association membership. Tabled until Treasurer present
Hale & Assoc. Insurance preliminary paperwork reviewed. Questions about addresses of Passive House property. Mindy will follow up.
New business
Audit recommendations for grant purposes – Mindy talked with Anne Ruggles, Executive Director at North Star Dance, and finance board member for Friends of Creamer’s Field. She said a full audit could run into the thousands of dollars. She suggested we could get a good audit done by paying a CPA to do our IRS tax filing using Form 990 or 990-EZ. This would probably cost a few hundred dollars. Then we could use that information for grant applications. Susan and Mindy did the 990N e-postcard in January, which was all we needed to do for our size non-profit, and we didn’t have enough records to do the more detailed forms at that time. GVEA GoodCents grants will take just an internal audit (we could do this one), bigger grants need 3 years of CPA-audited records, and Rasmusen Foundation wants 5 years of CPA-audited records for their larger grants. With help, Mindy could start working towards getting some version of 2014 and 2015 records done to that standard, but there are still some gaps and holes, compared to what is expected. Current records are being kept to a standard which will allow us to get a good audit of 2016 records, when the fiscal year is done.
Anne also said a good accounting of restricted funds is critical. Mindy is currently working on this project.
Finance Report to the Board was drafted out and added to. Will be typed ready for presentation at March 9 board meeting.
Meeting adjourned at 8:15 pm.
Next meeting not set, but a suggested date would be March 15 or 16. Contact between Susan Osborne and Mindy Gallagher after the meeting indicated that Susan will be unable to continue as Treasurer due to a family situation which will take several months to resolve.

Seedy Saturday 1
2016-02-27 16:00 - 17:30 | Clausen Cabin, 3629 Main Street, Ester, 99725
First of three consecutive seed swaps. Bring your seeds! Bring your seed catalogs! Heirloom seeds encouraged. We have Fedco and Tomato Growers Supply. Please join us!

Finance Committee meeting
2016-02-23 18:30 - 20:30
Agenda for meeting February 23, 2016
Old Business

Annual Reports progress/ internal audit
Finance and insulation project update
Financial plan for 2016 cabin projects, including water
GVEA GoodCents Program?

New business

IRS 1099 Form update for Treasurer
Safety Deposit Box
GCI bills
CRS 2016 grant status
Fred Meyers Community Sharing money
Procedure for Inventorying Restricted Funds
Clausen Cabin Restricted Funds
Pick-Click-Give program fee due
Alaska Library Association membership
Hale & Assoc. Insurance
Draft Finance Report to the Board

Additional items for Finance Committee meeting agenda: The Alaska Community Foundation, which manages our endowment, will need a resolution from the board regarding fund advisors & donor central (electronic statements & other online info). I talked to Alexandra Becker, our endowment contact, about this, and also got our website updated with them. I gave her your e-mail, Mindy. I also told her we were doing an internal audit.
Minutes, February 23, 2016 meeting
Members present: Syrilyn Tong, Deirdre Helfferich, Mindy Gallagher
Members absent: Susan Osborne, Hal Osborne
Meeting convened 6:35 pm
No minutes from February 9 or 13 meeting were available. Will need these for next meeting.
Old Business
Annual Reports progress/internal audit –Mindy has completed a preliminary audit and typed up monthly finance reports back to October 2011.
Finance and insulation project update

Insulation supplies from Northland Wood cost $1730, leaving $270 on account.
Other supply expenses reimbursed to Eric Glos totaled $235.67.
Doors, supplies and motion sensor lights from Lowe’s cost $719.78.
$54.04 was used from SBS account to pay for 2 x 12’s for framing doors.
Labor cost for installing doors = $500.
Walls will be mudded, primed, and painted by volunteers. Paint will be purchased.

Financial plan for 2016 cabin projects, including water – Additional repair work identified during recent project, as well as confirmation of 2 x 6 stringers under the floor, which would not support weight of books, led us to decide we need a budget plan to present to board for prioritization. Committee members will research costs as follows:

Install 36” pocket door and move bathroom walls, includes insulating remaining wall – price estimated by Eric Glos as around $500. We have leftover insulation and 2 x 4’s, which reduces the cost.
Rewire bathroom wall, move circuit box, reattach wires/outlets – ST will check with an electrician.
White house – lead paint and/or asbestos? – Mindy will contact Mardy Clayton.
Confirm Golden Eagle plans to redo septic system and effect on cabin – Deirdre will contact people.
Price flooring options: carpet squares vs. laminate flooring – Susan will check prices.
Cost to add joists to floor, reinforce sagging beams to support 150 lb./sq. ft. – Hans will provide an estimate of cost.
Non-electric drip stove, rough estimate ~ $2000.
Fix water system – unknown at this point since we don’t know full extent yet.
Construction of handicapped ramp – needs pricing still.

GVEA GoodCents Program will be applied for when we identify project and budget needs.
New business
IRS 1099 Form update for Treasurer – tabled until Treasurer can make it, hopefully next meeting
Safety Deposit Box – ST found that Mt. McKinley Bank had cheaper box rents, $25 for a 3 x 5 box, vs. $35 at Denali State Bank for the same size.
GCI bills – Susan and Mindy have gotten January and February bills paid, hopefully the auto-pay will work in March. Think the problem was the routing numbers.
CRS 2016 grant status – All the necessary paperwork has been filed.
Fred Meyers Community money – Quarterly check received for $29.08. Three households signed up during the quarter; amount reflects 1 – 2 months rather than full 3.
Procedure for Inventorying Restricted Funds — Next phase of internal audit will be identifying restricted funds from October 2011 forward. Mindy proposed using a ledger system for each fund so that corrections can be made, then more formal reports created when the audit is done. A separate binder will be made for “Restricted Fund Accounts” Committee agreed this was a good plan.
Clausen Cabin Restricted Funds – Discussed some confusion about allocation of CRS funds. Will need to bring this up at board meeting for resolution.
Pick-Click-Give program fee due – Tabled until Treasurer present. Board needs to determine where this money will go when we receive it.
Alaska Library Association membership –Tabled until Treasurer can report
Hale & Assoc. Insurance – Initial paperwork arrived. Discussed concerns that the address of Passive House property is incorrect on their paperwork. Mindy will follow up on correcting that.
Draft Finance Report to the Board –Tabled until next week meeting. Much of the report will be budget numbers for consideration.
ACF endowment fund advisors – Deirdre had received communication from Alaska Community Foundation, which manages our ~ $5,000 endowment fund. They request a resolution from the board regarding fund advisors & their donor central system. Discussed what this entailed, and will present to board. Mindy will follow up with ACF.
Meeting adjourned at 8:35 pm.
Next meeting will be on Tuesday, March 1 (confirmed date with Susan, since we want her present), at 6:30 pm.

Finance Committee meeting
2016-02-13 14:00 - 15:00, 2016-02-09 18:30 - 19:30

February Board Meeting
2016-02-09 19:30 - 20:30
executive committee, library’s legal standing, directors’ duties
