Ester Village Library

Facilities & Finance joint meeting
2016-03-22 18:30 (America/Anchorage) | 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, 2016-02-02 18:30 - 20:30, 2016-01-16 10:00 - 12:00

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

Garden Committee mtg
2016-02-06 16:00 - 17:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Planning seed swaps and the gardens! Whee!

Grants Committee mtg 2-3-2016
2016-02-03 18:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Monthly Committee Meeting, Wednesday, February 3!

Board of Director's Meeting Jan 19th 6:30pm
2016-01-19 18:30 - 20:00

Grant work party
2016-01-17 16:00 - 17:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Work party topics: CAPSIS deadline Feb. 6th, using CAPSIS, Phase 2 direction
We have an upcoming grant deadline; if you wish to help us work on the application for FY2017 for Phase 2 construction, please come.* Other topics and grant deadlines will be announced as we discover them.
*Note: attendance optional, regular monthly committee meetings continue as scheduled.

Volunteer gathering
2016-01-09 11:55 - 17:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Saturday, January 9 at noon
Scott Allen, Volunteer Coordinator, is looking for help cleaning up the sauna and moving boxes out of the Clausen Cabin. This will mean a little sorting, labeling, and repacking where boxes are open. Contact Scott or Phil for more information.

Finance Committee meeting and work party
2016-01-09 10:00 - 12:00

Grants Committee meeting 1-6-2016
2016-01-06 18:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Wednesday, January 6 at 6 pm
(agenda to be posted soon; among items to be discussed are 12-15 proposal for phased construction, report to FNSB regarding current construction status and request for extension on grant)

Finance Committee meeting & work party
2016-01-02 10:00 - 13:00, 2015-12-27 10:00

First Friday Open House at the JTEL
2016-01-01 17:30 - 19:30
Friday, January 1, 2016, 5:30 to 7:30 pm

Finance Committee
2015-12-22 18:30 - 20:30
Continue work of Mindy and Susan toward making the deadline for the Internal Revenue Service 990 report.

Solstice Shelving
2015-12-20 11:55 - 14:00
A little Solstice cheer and organizing at the library at Frank’s and then over to the cabin for a little more.

Saturday mornings
2015-12-19 09:30 - 12:00
I’ll be @ Clausen as usual, from about 0930. Come by and chip in, if it suits.

BOD
2015-12-15 18:30

Grants meeting
2015-12-13 17:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Review of possible grant sources, legality/how-to of construction loans and grants, ledger amount on grants, Finance Committee update, estimate on construction work for spring, etc.
