Ester Village Library

Finance Committee meeting
2016-02-23 18:30 - 20:30 (America/Anchorage)
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.

Finance Meeting
2015-12-08 18:30 - 20:00
Agenda to be posted soon

Shelving Work Party!
2015-12-06 11:30 - 16:30
Book Boxing Day #2! Help us finish clearing the aisles by shelving the catalogued books in nonfiction, Alaska, poetry, drama, and literary criticism. We’ll be hauling book donations away to the Clausen Cabin across the street as we empty and shelve boxes of catalogued books. If we run into overflow of catalogued titles, then we’ll box those up too, ready to wait for bookshelves in the cabin or the new library.

Finance
2015-12-01 18:30 | Clausen Cabin, 3629 Main Street, Ester, 99725

Grants
2015-11-22 16:00 | Clausen Cabin, 3629 Main Street, Ester, 99725
Initial Grants Committee meeting to review current grants and appropriations.
