Home of Larry & Celinda Miller, approximately 7:00-8:30pm
Present: Liz McLellan (President)*; Bill Schuhle (T-Bill) (Secretary/Treasurer)*; Celinda Miller*; Steve White*, Bill Shields (R-Bill)* (* Board Member), Ruai Gregory, Milicent Simpson.
Note: UCP has been on hiatus since May of this year in part due to President Liz’s unavailability because of family matters requiring her attention. She thanked the group for their forbearance during that time.
Finance Report. T-Bill distributed copies of the finance report and read through it with the group. Ruai wondered about the amount paid to Bluehost for a year of hosting for our web site. Liz said she might be able to bring that down a bit by hosting it herself, but wasn’t sure. She and T-Bill agreed the amount paid to Bluehost was pretty typical.
Since UCP is sponsoring the Outdoor Women of Halfway calendar project and some of the report included figures for that, Milicent (who is involved in that project) was asked what the proceeds were to go for. She said possibly “homesteader”-type skills classes for women and possibly upgrading of local shooting ranges.
One item in the report was the annual CT-12 filing with the State and Liz requested of T-Bill that, as an aid to the incoming new treasurer, he make up a listing of all recurring payments UCP makes during the year. Bill agreed to this.
The Brokerage Account isn’t doing much, so Liz suggested our taking a look at that at some point.
Minutes: The minutes from the May meeting had been distributed by email for changes or corrections. No needed corrections were noted, so the minutes will stand as distributed.
2014 Recap: Liz reviewed the year’s accomplishments per her agenda outline emailed prior to the meeting and incorporated as part of these minutes as additional pages. T-Bill mentioned that the book “Bookkeeping for Non-Profits”, available at no cost from the Ford Family Foundation’s Select Books program, would be a good one to have in the organization. Milicent said she would order a copy.
Liz asked that folks let artists in the community know about her featuring of local artists’ work on the UCP web site.
In order to bring Milicent Simpson on as a new board member without first having attended three meetings, R-Bill moved to suspend the By-Laws. This was seconded by Steve White and the vote was unanimous in favor. With the By-Laws duly suspended, and the three-meeting requirement waived, it was agreed that Milicent, along with Kat Davis (not present), are now officially Board members. Liz enthusiastically welcomed Milicent to UCP and the Board with praise for her abilities and enthusiasm she had witnessed in the recent Ford Cohort training.
Liz asked for ideas for a possible new treasurer to replace T-Bill who is stepping down. Ruai suggested Zella Sly who is now back at U.S. Bank in Halfway and was UCP Treasurer for many years. Unfortunately, per T-Bill, she doesn’t do QuickBooks. She might still be a good resource. R-Bill suggested Deb Lowe who has done work for non-profits in the valley. Ruai suggested Eileen Monti, now retired from her IT position with the school system and a former member of UCP.
Open Discussion on Possibilities for 2015: Celinda said that, due to stipulations imposed by the Rodale Institute on the use of their materials, she would like to withdraw from our organization any materials that we’ve accumulated as well as any intention to pursue that community regeneration model as a possible UCP project and instead look into the possibility of the Ford Family Foundation providing guidance along those lines. She felt that keeping it as a UCP project would mean her being the point person for the project and she is otherwise occupied now. T-Bill said he would return to Celinda any materials he has on file.
Celinda wondered about how we make it known that UCP is available to assist with worthwhile projects. Ruai said the newspaper used to cover UCP meetings regularly and thought it would serve us well to have that happen again.
R-Bill reiterated the importance of an annual meeting of all the non-profit groups in the valley and it was agreed that planning for such a meeting in October, in partnership with the Hells Canyon Chamber which organized such a meeting last year, would now be on the UCP agenda, with the idea of possibly expanding it beyond non-profits as well.
R-Bill commented on the sorry state of the Chamber web site and hoped that UCP might be able to assist in putting that right. Liz said she’d be happy to work on it. It was agreed that, not speaking as UCP members but simply as individuals, we would encourage the Chamber to up their game with the web site in order to make it a real resource for the community rather than a frustration.
Liz reiterated our intention to work more closely with NEOEDD and the Ford Family Foundation during the next year.
There was discussion about UCP’s involvement in crowdfunding, particularly when the beneficiary is a private business, and Liz promised that we would explore and clarify any gray areas when it came to a possible UCP role in that. R-Bill suggested that, even though the by-laws give quite a bit of latitude in this regard, we would only rarely directly assist a private business and be more likely to fund an effort that benefited a number of businesses.
Steve reiterated the need to get something in the paper regarding UCP’s existence and offerings and agreed to write an article for submission. Liz suggested he post a draft to our Google Group for others’ contributions and also asked that he make sure the paper once again starts listing our meetings in the Community Calendar.
Meeting adjourned at approximately 8:30pm.
Bill Schuhle, Secretary/Treasurer
Pine Valley Presbyterian Church Fellowship Hall, 1:40-2:50pm
Present: Liz McLellan (President)*; Bill Schuhle (T-Bill) (Secretary/Treasurer)*; Celinda Miller*; Steve White*, Bill Shields* (* Board Member) (This meeting consisted of the entire board and only the board.)
Note: Our regular May meeting, which was originally scheduled for the 5th, was postponed until today because of folks being ill or out of town.
Finance Report. T-Bill distributed copies of the finance report and read through it with the group. There was some clarification needed on the new line added last month to show how much of the money in the checking account is restricted funds for a particular project, resulting in a bottom line for the account that represents our discretionary funds balance. Future finance reports will show separate accounts for the restricted funds balances and these accounts were set up with starting balances that reflected our retention of a 1% administrative fee. R-Bill questioned the necessity of setting up actual separate bank accounts and indicated that in his experience this often leads to left-over funds languishing which no one can access because the signer(s) on the account(s) are no longer around.
T-Bill will look into accounting methods for handling this that don’t involve separate accounts.
Minutes: T-Bill noted that the minutes from the April meeting had been distributed by email for changes or corrections. No needed corrections were noted, so the minutes will stand as distributed.
Professional Assistance Questions: Liz re-stated her concerns about defining what kinds of issues should be handled in a Ford board training workshop vs. specific legal and accounting advice that she and T-Bill might need on a sporadic basis. She said the latter was provided for in the bylaws and likely didn’t need board approval. There were questions about attorneys’ fees and the possibility of locating a pro bono attorney who deals with non-profit issues. Liz has not yet found such.
Fair Board Letter of Understanding/Fiscal Sponsorship: T-Bill passed out a draft copy of the letter he’s working on and everyone read through it. Steve asked if more of the reporting burden shouldn’t be on the Fair Association. It was concluded that shared responsibility for reporting, as stated in the draft letter was acceptable given T-Bill’s willingness to carry that out. Liz stated her joint desire, with T-Bill, to run this letter by a knowledgeable attorney. Steve suggested getting an estimate from an attorney before proceeding with a consultation. Celinda offered to locate information she has on a pro bono, non-profit-oriented legal organization in Oregon that she discovered online. R-Bill said he’d be happy to authorize spending up to $100 for a one-time consultation. This was agreed to by the group.
Appropriate Administrative Fee for Fiscal Sponsorship: Liz pointed out that our current 1% fee for sponsoring a project was well below the national average and opened the floor for discussion of this matter. The general agreement seemed to be that, given the financial condition of most individuals and organizations in the valley, and the amount of time spent on our part in administration, staying with the current 1% is appropriate.
New (2002 vs. 2001) Bylaws: Liz opened the issue that the 2001 bylaws on which we’ve been operating were revised in 2002 and we were never notified of this update (T-Bill discovered the revised version while looking through legacy documents received from Tony Sowers). R-Bill felt we should ignore (toss) the more recent version and stick with what we’ve known about. There was general disagreement with this idea since the revised version was adopted and has since been filed with the State. Celinda stated that she saw no problem applying the revision work that she and R-Bill have done to the newer version – it should be a simple process. Not directly related to the revisions, T-Bill pointed out that the bylaws list our principal office as being simply “located in Baker County, State of Oregon” while our forms filed with the State give this more specifically as Halfway City Hall. He asked if we might change that to the now-more-appropriate address of the Presbyterian Church Fellowship Hall (255 W. Church St., Halfway) and it was agreed that this be done.
T-Bill also asked about board members’ terms of office and the stipulation in the bylaws that these be staggered. Liz said she will create a web page with that information on it, so that should suffice for a record of this information.
Liz asked that everyone study and familiarize themselves with the revised bylaws and said she will be making them available on the web site in their annotated form. She also suggested discussing the staggering of board terms at our next meeting. She asked that Celinda provide us with a document incorporating the changes to the consensus portion of the bylaws that she and R-Bill have worked out. T-Bill offered to translate any PDF received from Celinda into an editable file for Liz’s use in posting.
Ford Workshop: Liz asked for specific things to be worked out at a Ford workshop. She mentioned “granting vs. grant writing” as one recurring issue. R-Bill mentioned “board liability”. Celinda mentioned “separate bank accounts” for fiscal sponsorship obligations. She also wondered about the possibility of our operating on a seasonal schedule with no official meetings during the April-September period when most folks are busy with summer activities. Liz suggested trimming down our goals and vision statements to specific and realistic sizes given our small organization, clarifying our relationship to other organizations in the valley, and possibly putting a cap on dollar amounts we are willing to handle for proposed projects. She also suggested a “council committee” of folks from various orgs in the area to help determine where our resources would be best utilized.
Miscellaneous: Celinda asked if our Articles of Incorporation were ever found and T-Bill said “yes”. These will be made available as a PDF and as hard copy for the public files.
Organizational Archive: Liz indicated that the “discovery” of new bylaws shocked her into the realization that we need up-to-date, hard copy archives of our organization’s history. R-Bill has offered the use of a filing cabinet in the church annex for this purpose. T-Bill will see to it that these files are kept up-to-date.
Open Discussion: Steve asked about the shade sail project at the fairgrounds and T-Bill said there will be other contributors to that fund since the proposed budget is $15,000 and the initial Janzck donation was for $4,000. Celinda asked about shade at the MainStreet Stage. T-Bill offered that not scheduling anything between 4:00 and 6:00pm would solve that issue.
Liz suggested a summer meeting hiatus with any necessary business doable via email. This seemed to appeal to folks, so she will send out proposed dates for our Annual Meeting (due by August 30 per the bylaws) and possible dates in September for the Ford workshop. Celinda requested a phone call to alert her to important incoming emails as she checks hers only infrequently.
Steve wondered about UCP sponsoring board training not only for ourselves, but to be available to board members of any groups in town who could use some help with improved functioning. Liz said maybe it could be a two-day workshop with the first day being UCP-specific and the second open to the wider community.
Meeting adjourned at 2:50pm.
Bill Schuhle, Secretary/Treasurer
United Community Partners
Annual Meeting – Dec. 1st 2014
1. Treasurer’s Report – Minutes
2. Annual Meeting Delay – This meeting was supposed to happen by August 2014 but, due to family crises for Board President Liz McLellan, and also due to the difficulty of finding a meeting time where we would have a quorum of the Board – the annual meeting for UCP was delayed until December 1st.
3. Overview of 2014
Beginning in May 2014 the UCP Board was on an extended hiatus due to members conflicting commitments. These issues are not expected to continue into 2015.
Treasurer Bill Schuhle requested and received permission to update the UCP Board’s accounting system. He purchased Quickbooks for non-profits and moved our data to that system.
Liz and Bill came up with a place and system for maintaining hard copy records for the board after finding that records were spread all over the Valley. This is an ongoing project. Records are now housed in a file cabinet at the Presbyterian Fellowship Hall.
The Board worked through concerns and lack of clarity around the rules of Fiscal Sponsorship for projects in the Valley. This is ongoing work.
Board Members participated in Cycle Oregon’s Rural Communities Tour dinner with the intention of getting to know Cycle Oregon’s funders better.
The UCP website featured local artists – and hopes to continue to do so.
UCP assisted Outdoor Women of Halfway with their calendar project by acting as Fiscal Sponsor, assisting with social media promotion, order processing, donation processing and setting up project pages on the UCP website which allowed the group to have a home base online.
UCP funded grant-writing in the amount of $250.00 for Denise Cairns Gym group.
UCP funded Friends of the Library garden revamping project in the amount of $500.00.
UCP acted as fiscal sponsor for the revamp of the gating system at the Pine Valley fairgrounds for the Pine Valley Fair Board.
UCP acted as fiscal sponsor for the Shade Sail Joint Project between Pinefest and Pine Valley Fair Board. This is continuing into 2015.
4. Board Scheduling and Attendance
Regular UCP monthly meetings will resume the first Monday of the month – at Presbyterian Hall if Rev. Bill is agreeable. Regular board attendance for board members is expected going forward. Please schedule around them and if you are not able to attend please call or email Liz one week in advance.
5. Board Elections and Staggering
First term of current board
June 2013 – June 2015
Liz McLellan President
Bill Schuhle Treasurer, Secretary
Steve White Board Member
Celinda Miller Board Member
Rev. Bill Shields Board Member
Both Celinda Miller and Bill Schuhle have asked to come off the board before their second year is done. As we have discussed staggering board elections for continuity this is not a problem for the UCP board and actually in the long run will help with board stability.
Kat Davis has volunteered to act as Board Secretary (Interim) and will begin that role in January 2015 to relieve Bill Schuhle from duties as secretary. If anyone would like to run against Kat Davis as Permanent Secretary – please speak up now. We will have a special election in March for this position, as Kat will have attended 3 meetings and therefore be able to run formally for the position with any opponent who would like to run.
As for Treasurer, we have had little luck in finding a willing candidate for Treasurer’s position. This is of deep concern as this is a critical role to the functioning of the organization.
It may be that we need to hire someone to provide this service.
Proposal – Board Appointments 2015-2017 (Staggering Terms)
Please refer to 2002 Bylaws Section – Article IV – Section 2 Also if you do not have a copy of the Bylaws – Please print one out for yourself.
UCP BYLAWS – Section 2
Selection of Board Members. For the establishment of the initial Board, 2 members of the corporation ( persons who have attended at least three meetings) shall be appointed by the Halfway City Council. The remaining three members shall be appointed by consensus of the members of the corporation. Eash year thereafter upon expiration of a Board member’s term of office, the membership shall renew or appoint new Board members by consensus.
To stagger the board elections Celinda and Bill – should have come off the board in June. But, as a favor to the organization both have stayed on even though they both intended to step down. We have been in hiatus since May 2014, not actively meeting.
For the purposes of staggering the elections as recommended in the 2002 Bylaws – May we assume that Celinda and Bill were acting as Interim board members between June 2014 and December 2014?
That we are appointing 2 new board members for a term of service that will run January 2015 – June 2017.
That the 3 remaining Board members (Liz McLellan, Steve White and Rev. Bill Shields) terms will expire in June 2016. And at that time 3 new board members will be appointed or renewed by consensus as stated in the 2002 Bylaws?
All in Favor?
6. Open Discussion – Looking towards 2015
8:30 Adjourn – Socialize
7. Next Meeting: January 5th 1:30 PM Presbyterian Fellowship Hall
It’s been a few months but Outdoor Women of Halfway pulled this first calendar together just in time for Christmas!
Featuring the photographic work of Michelle Butner Photography and many of the intrepid gameswomen of Pine Eagle – Get yours TODAY!
The calendar is a fundraising project of Outdoor Women of Halfway with these goals in mind:
- To visually present women hunting, fishing and otherwise gathering the bounty of nature in a way that shares the full story of what living close to the land means to us. From tracking, camaraderie around the campfire, to preparing wholesome food for our families, the outdoor life from a woman’s perspective is a tapestry of experiences and traditions that is a story seldom told.
- To dispel misconceptions about harvesting wild foods and the women and families who do so.
- To raise funds for community projects that focus on outdoor safety and education, especially focusing on people new to these activities, women and children.
Pine Valley Presbyterian Church Fellowship Hall, 2:00-2:20pm
Present: Liz McLellan (President)*; Bill Schuhle (T-Bill) (Secretary/Treasurer)*; Celinda Miller*; Denise Cairns Absent: Steve White*, Bill Shields*, Ruai Gregory, Larry Miller (* Board Member)
Opening Comment by Liz: Our meeting was scheduled be begin at 1:30. By 2:00 there were four people present – not enough to carry on the bylaws discussion, so that will be skipped for this meeting.
Minutes: T-Bill noted that the minutes from the March meeting had been distributed by email for changes or corrections. No needed corrections were noted, so the minutes will stand as distributed.
Finance Report. T-Bill distributed copies of the finance report and read through it with the group. There were no questions or corrections. He has added a line to show how much of the money in the checking account is restricted funds for a particular project/grantee, resulting in a bottom line for the account that represents our discretionary funds balance.
Halfway Community Gym Funds Request: Denise Cairns was again present representing the gym to receive word on their request last month for assistance in the amount of $250 to pay for grant writing to fund the purchase of a new treadmill and elliptical trainer for the gym. A quorum of the Board was present and voted unanimously to approve such a payment. T-Bill will get a check to Denise forthwith.
Friends of the Library Grant Check. Liz requested that T-Bill also prepare a check in the amount of $500 for the grant we approved to the library group for garden work. T-Bill indicated that Linda Collier had provided to Liz the requested budget and plan drawing and that Liz would scan and distribute. Bill said the group didn’t need the funds until June, so that gives us time to finalize our granting paperwork to include with the check. Liz made it clear she didn’t want to hold up other groups’ work because we are not yet clear on our paperwork and requested that T-Bill write up an interim letter that would suffice until our bylaws discussion has taken place and our official paper work is in place. Bill will do this.
UCP Web Site. Liz pointed out that she had recently featured the photography of Phil Wreden on the site and plans to continue featuring the work of others in the future to help keep the site fresh and attractive and give some visibility to local artists. She asked that if others have artists they’d like to see featured to let her know. She also would like to set up a paid internship for a high school senior to learn blogging and how to feature artists and other valley residents on the web site. She will offer a formal proposal next month.
Cycle Oregon: Liz mentioned that Cycle Oregon was coming to Halfway this year and Bill clarified that it was not the huge group that has come in the past, but rather an “elite” tour of 30 participants, each paying $3,000, $1,000 of which is going directly into a fund in support of small rural communities in Oregon. There was general enthusiasm all around for what C.O. has brought to town in the past and for its return.
Meeting adjourned at 2:20pm.
Bill Schuhle, Secretary/Treasurer
Big Thanks to Phil for letting us share his photography here. If you are a local artist get in touch – We’d love to feature your work here! Find more of Phil Wreden’s photography on his Flickr site or come by Halfway Whimsical Artists Co-op in downtown Halfway For copyright info contact Phil Wreden via his Flickr page.
Pine Valley Presbyterian Church Fellowship Hall, 1:40-3:35pm
Present: Liz McLellan (President)*; Bill Schuhle (T-Bill) (Secretary/Treasurer)*; Rev. Bill Shields (R-Bill)*; Celinda Miller*; Larry Miller; Ruai Gregory; Denise Cairns (* Board Member) Absent: Steve White*
Minutes: There was no meeting held in February. T-Bill noted that the minutes from the January meeting had been distributed by email for changes or corrections. He asked if anyone had noted any needed corrections. There were none, so the minutes will stand as distributed.
Finance Report. T-Bill distributed copies of the finance report and read through it with the group. Liz took a minute to explain the two deposits from her that were entered in February. She made those so that she could make good on her promise to carpenter Kert Lorence to raise funds online to compensate him for his work on the Jacob’s Dream Seed Sharing Station. She had failed to raise the money online, so covered that promise with personal donations.
Halfway Community Gym Funds Request: Denise Cairns was present representing the gym. She indicated that the gym was going through growing pains and that she and Karen Andruss were involved in working through those. She asked that UCP join them as a partner for fund-raising purposes and to take advantage of online funding options that had been proposed to them by Liz. She was not asking for any direct donations from UCP, but rather for financial help with grant-writing to raise the funds needed for equipment replacement, currently a new treadmill at a cost of $5-6,000 of which they already have about $2,000 saved from dues collected.
She explained the awkward position they’re in, being housed in the Elementary School and using equipment donated by John and Mary Jo Binford to the school, but not actually being a part of the school system. Their funds are currently being held in a special account by the school, but she wishes to change that so as to remove any appearance of their being a school function as the Ford Family Foundation in particular does not make grants for school-related projects and they hope to apply to Ford. They are in negotiations with school superintendent Mike Corley about the school possibly gifting the equipment to them. She asked about a special account being set up where donations would go. T-Bill said we would do that and could then pay vendor(s) of new equipment directly from that account. Celinda mentioned our 1% administrative handling fee that would be charged. T-Bill said that his current research indicated that 7%-15% was the normal range elsewhere. The general consensus was that a smaller amount, no more than 5% and likely the current 1%, would be appropriate for our local situation. A vote was taken on whether we wished to partner with the gym and the result was a unanimous “yes”. Liz offered to add a page on the gym to the UCP web site, including a PayPal donation option. She also suggested that T-Bill’s design skills might be put to use making membership cards. Lisa O’Kelley at the elementary school is our contact with the school district.
Fiscal Partnership Discussion. T-Bill, expressing confusion from his research on the subject, read from Oregon and Minnesota non-profit web sites some information about “fiscal sponsorship”, the official term for what we do when we partner with another project or organization to facilitate fundraising in particular. He indicated that something listed on Wikipedia as a “Pre-Approved Grant Relationship” seemed to best describe what we’ve done, e.g., with the grandstands project. He also said he’d be much more comfortable having a lawyer’s help in sorting out all the sometimes-conflicting information he’s finding and distilling it down to a couple of simple forms. R-Bill suggested contacting the Ford Family Foundation because of their offered capacity-building services since we now have some specific questions to ask. He also suggested narrowing our outreach to other nonprofit-oriented organizations for help to two: the Ford Family Foundation and the Northeast Oregon Economic Development District (NEOEDD). It seems that these partnership-related questions could be addressed during the board training that we were planning to have with Ford following the conclusion of the current Leadership training program. T-Bill will get together a list of specific questions and, along with Liz, confer with Maurizio of Rural Development Initiatives (presenters of the Ford training) to work out the next step(s).
Discussion on Voting & Consensus: T-Bill and Liz had a long visit with UCP founding member Tony Sowers several weeks ago and Bill recalled that Tony was pretty adamant that the consensus process adopted at the inception of UCP to give voice and influence to all perspectives in the community should not be jettisoned. R-Bill, who was present during the early days of UCP, spoke to the genesis of the use of consensus for decision-making and concluded that it was: a) never followed and b) never worked. Therefore he sees no sense in pursuing it as our guiding principal in the present. He agrees with working within the spirit of consensus, but not a model of strict consensus. Liz asked for a re-statement of R-Bill and Celinda’s recommendations for modifying the by-laws. Bill said they were pretty long, so he will send to Liz who will mail them to the UCP list. Celinda emphasized that, even though under the proposed new procedures, the Board would be the sole voting body, a decision would be taken only after doing our best to read the pulse of the community and after considered discussion. Liz asked if it made sense to include wording to the effect that those casting dissenting votes should have an opportunity to propose changes that would enable them to vote positively. R-Bill seemed to think that that could get us once again mired down in process rather than accomplishment.
Ruai returned to the voting issue with questions about our definition of “members” and how problematic the current definition has been in the past. R-Bill suggested eliminating membership altogether as not necessary for a 501(c)(3). It also becomes much less important if the board becomes the sole decision-making body. He suggested that if membership were to be continued, it could be predicated on payment of, say, dues of $50/yr. (similarly to the Lions or Grange). Liz expressed a desire to “hammer out” both the voting and membership issues in our next meeting and R-Bill and Celinda will work up a membership proposal to be distributed in the interim along with their voting proposal.
Discussion & Vote on Friends of the Library $500 Grant Request: Celinda voiced discomfort with our giving direct grants as she hasn’t been able to locate that provision in her reading of UCP’s founding documents and wondered if UCP founder Tony Sowers might clarify that for us. Liz emphasized that we need to table the discussion of whether or not we give out money and vote yea or nay on the Library proposal which is already on the table under our prior understanding. Larry asked how we keep the flow of funds going if those to whom we give money do not return something to us down the road. Denise commented that, “That’s what a grant is: you don’t pay it back”. R-Bill suggested reconsidering our income stream from administrative fees – that maybe that could be raised by upping our 1% fee. He also pointed out that we decided some time ago to ask of grantees that if at some point in the future they become flush, to remember us by giving something back. Liz emphasized her desire that UCP be “the wind beneath the winds” of other worthy organizations in the community and in no way perceived as stingy, it being our role to obtain funds to provide support to others. R-Bill suggested bringing this issue up in our board training with Ford. He also suggested we come up with a maximum dollar amount that we are comfortable with giving out for any particular grant as well as a lower limit of our reserves beyond which we would not want to go and at which point replenishing would be in order. Liz asked that any other items that folks come up with that they would like to be included in the Ford board training, to please email them to her.
Celinda expressed concern regarding the difference between giving a “hand up” and a “handout” and the need to avoid engendering dependence rather than growth and independence. Denise pointed out that major foundations have huge “principal funds” and they make grants from the income on those funds. We do not have such a fund, so would need to engage in fund-raising in order to have grant funds. Liz expressed her strong position of looking at people who come to us for money as real “doers” in the community who we can support based on their record of accomplishments.
Preschool Report: Ruai informed us that there is a lot of money available right now for early childhood education and the preschool is working on a major grant application – due March 28th – in collaboration with the school district which, under the circumstances, worked better strategically than going through UCP as they have done numerous times in the past. She said that, should this somehow not work out, she might need/want to come to UCP to act as fiscal sponsor. A vote was taken and it was unanimous that we would enter into that partnership should the need arise.
Open Discussion: Celinda asked for T-Bill’s and Liz’s perceptions of UCP and the things we’ve been discussing. Bill asked for specifics. Celinda expressed concern about board member succession – how to keep the organization going – and about her aversion to fund-raising. Liz went first and reiterated her “wind beneath the wings” comment, seeing UCP as a supporting infrastructure for energies that already exist and helping them to flourish. Anything beyond that would involve more professional board members versed in the legal and fundraising areas. T-Bill thought Liz has expressed all this very well and basically said, “Ditto”.
Return to Library Grant Vote. R-Bill pointed out that we currently stand at a “no” vote under our existing bylaws given Celinda’s abstention and Larry’s “no” vote. Liz asked what might change either or both of those votes. Celinda: making sure this is the end of our grant-giving until we determine that this is a proper activity under our bylaws. Larry: if we can get a plan (drawing) as promised from the library group showing what they are to do so that we can exercise some oversight of how our funding is spent. With these agreements in place, the vote was now unanimous in favor of funding the library project in the amount of $500. T-Bill will contact Linda Collier re: copying their plans and budget for our records.
Closing comments: Liz asked that over the next few weeks, all of us email to her any issues that we wish to have covered in the board training to be set up with Ford/RDI. Liz invited Denise to consider joining UCP. Larry and Celinda invited anyone who was interested to join them at a small business training in Ontario in mid-April being put on by RDI.
Action Items Summary:
- With regard to fiscal sponsorship, T-Bill will get together a list of specific questions and, along with Liz, confer with Maurizio of Rural Development Initiatives to work out the next step(s).
- R-Bill and Celinda to write up recommendations for modifying the by-laws and email them to Liz for distribution to the mail list.
- R-Bill and Celinda to work up a membership proposal to be distributed in the interim along with their voting proposal.
- All members to email Liz with any other items they would like to have included in the forthcoming Ford board training.
- T-Bill to contact Linda Collier re: copying the library garden project plans and budget for our records.
Meeting adjourned at 3:35pm.
Bill Schuhle, Secretary/Treasurer
Pine Valley Presbyterian Church Fellowship Hall, 1:40-3:05pm
Present: Liz McLellan (President)*; Bill Schuhle (T-Bill) (Secretary/Treasurer)*; Rev. Bill Shields (R-Bill)*; Steve White*; Celinda Miller*; Larry Miller; Linda Collier (* indicates Board Member)
Minutes: There was no meeting held in December. T-Bill noted that the minutes from the November meeting had been distributed by email for changes or corrections. Liz asked if anyone had noted any needed corrections. There were none, so the minutes will stand as distributed.
Finance Report. T-Bill reported on the purchase of QuickBooks Accountant for use in keeping the UCP books (Accountant includes Non-Profit as one of its modules). At R-Bill’s suggestion, T-Bill agreed to provide monthly Profit & Loss printouts from QuickBooks as part of his finance reports. He also reported that he had contacted former treasurer Zella Sly regarding some questions he had and said that she had been helpful, but couldn’t answer QuickBooks-specific questions. He has an email inquiry in to CPA Kelly Higgins regarding possible consulting on these and including a question as to whether she might still be open to providing assistance to UCP pro bono as Zella indicated she had in years past.
T-Bill also indicated that as treasurer, also, for the Pine Valley Community Museum, he would very much like to use QuickBooks for the museum’s bookkeeping and asked if he might have permission to do so and whether UCP would like some kind of remuneration for that use. No one had any objection to him doing so at no charge to the museum, with Liz voicing a concern that the relevant files could be passed on to a new treasurer when T-Bill is no longer treasurer for one or the other organization. He said he thought that was no problem, but would make sure that was the case.
T-Bill reported that a $4,000 donation from the Janzck family of Beaverton to the Pine Valley Fair Association for the purchase and installation of shade structures for use at Pine Fest and other events at the fairgrounds had been deposited to our UCP account in order for the donation to be a tax-exempt one and that this would be an opportunity to utilize the new Grant Agreement form that we will soon be finalizing. R-Bill indicated that in the future this kind of transaction should be brought before the Board for approval to make official our participation as a partner in the project.
Library Garden Funds Request: Linda Collier was present, representing the Friends of the Library, and presented a request for funding in the amount of $500 from UCP toward the construction of a new more water-frugal and less labor-intensive garden in place of the current garden on the south side of the Halfway Baker County Library building. (The entire budget for the project is $5,200 including in-kind donations.) Liz told her of our policy of making grant decisions at the meeting following the one where the request is made and Linda was fine with that as the project won’t be happening until summer. In answer to a direct question from Celinda, she said if the money were in hand by June that should be fine. R-Bill put in a plug for supporting the garden, saying that not only a lot of locals, but also a lot of visitors – notably cyclists – use the garden for its available internet access. The proposal was tabled for a decision to be made at our February meeting.
Grant Agreement & Grant Reporting Forms Discussion: A draft version of these two forms, put together by T-Bill, were distributed for perusal and discussion which began with the Grant Agreement Form. T-Bill pointed out that, being an agreement between two parties, it needed a place for the grantee to sign in addition to representative(s) of UCP. Liz pointed out the name of the Grant Reporting Form needed to be the same in both documents. Liz asked about a fax number for the forms. A discussion of fax necessity ensued and it was left to T-Bill to determine how to deal with faxes if they are needed.
On the Grant Reporting Form, Larry suggested more lines in the area for listing other community groups involved in the project. Liz pointed out the need for a grantee signature and date line. T-Bill described the need for space for stating requirements specific to a particular grant, e.g., receipts requested by the originating donor. These were all agreed to.
Bylaws & Voting Discussion. Celinda reported on the work that she and R-Bill had done in trying to come up with revised wording for the bylaws which would make the organizational decision-making process less cumbersome. They felt that, though anyone should be free to give their input on any given issue, the elected Board should be the actual decision-making entity. It would be incumbent upon Board members to do their homework and come prepared with arguments pro and con for presentation to the group. They felt that “unanimous minus one” was a good standard for passage of an issue, with an after-burner clause allowing any dissenting member to once again state their case, offering a possibility of some changed votes and therefore a different outcome. However, given that a majority minus one of a quorum of three could mean that two board members could make a decision affecting the whole group, it was suggested that a quorum of the board should be re-defined as four of the five members being present.
Liz asked that at the next meeting, R-Bill and Celinda bring specific proposed wording changes to be made to the bylaws for the group’s consideration.
Open Discussion. Celinda wondered about the possibility of our getting funding from the Oregon Cultural Trust. Liz pointed out that at the Ford Training, Maurizio (the lead trainer) had made it clear that there are numerous funding organizations with large endowments looking for good places to lend their support, so we shouldn’t be shy about pursuing those opportunities. Celinda mentioned that Maurizio suggested that it would behoove UCP to have a presence at more functions in town, letting people know who we are and what we have to offer and encouraging their participation. R-Bill said that a brochure describing what we’re about and offering donation and participation opportunities would be good. Steve suggested producing a banner stating UCP’s purpose for use at events. Liz suggested a newspaper article outlining our accomplishments and goals and offering participation as well. R-Bill felt that dreams of expanding our membership would probably lead to disappointment and that we should instead embrace the size that we are and do good things with the folks we have on board right now.
The subject of local investing and buying local came up and the recent NEOEDD presentation in Baker was discussed. Consensus of those who went seemed to be that it was good stuff, but a serious overload of information and nothing that made one want to jump up and get involved. Steve expressed concern over how hard it was for local merchants to make it in Halfway when people perceive Baker to be so much cheaper. He thinks this is a misperception, at least in some cases, and offered to do an item-by-item comparison and publish it.
Celinda raised the idea of not only shopping locally, but also donating locally rather than sending money off to larger, distant organizations. Liz suggested creating a list of all the 501(c)(3) organizations in the valley to which donations could be made. Celinda agreed to take ownership of creating such a list. Steve agreed to work with her on it as well.
T-Bill passed to Steve (our investment guru) bound reports he had received regarding our money market investment vehicle and suggested the possibility of UCP moving some of those investment funds to a local investment group when such becomes available.
Larry indicated he’d like to get a copy of the library garden budget that Linda Collier presented earlier in the meeting, but did not have copies of for the group. Liz said she’d get a copy and post it to the UCP email list.
Meeting adjourned at 3:05pm.
Bill Schuhle, Secretary/Treasurer
First Monday of the Month – Presbyterian Fellowship Hall 1:30pm
From Hells Canyon Journal Article by Linda Collier
The Pine Valley Cross Country Ski Club is getting ready for the skiing season. At the club’s November meeting, members discussed various aspects of the season relating to the primary goal of the club, which is to bring cross-country skiing to the students of the school, and then to community members.
Members of the community are invited to become members of the club. For $10 per household, family members can use sets of skis and ski on groomed trails on weekends when the ski room is open. Of that $10, $6 goes to the Oregon Nordic Club, a statewide cross-country skiing organization. Pine Valley Cross Country Ski Club is a chapter of the statewide club, which provides liability insurance and nonprofit status, plus professional support and advice. Liability insurance means that more groomed skiing will be available on land owned locally, and nonprofit status means that all donations are tax deductible.
The remaining $4 of the $10 membership goes to the local club, to pay for skis, grooming equipment, and snowmobile gas.
In order to better meet the needs of younger skiers, additional sets of skis, boots and bindings are being purchased. These are being purchased because of cash donations throughout the past year by the Tyler Foundation, Snake River PCS, Pine Telephone,
Jacob’s Dream, NW Ski Foundation, and Brook and Lois Moore. Members, with help from Marvin Brisk, are manufacturing more grooming equipment, which will be pulled by a snowmobile donated by Idaho Power. Members are also building more storage facilities at the ski room at the grade school. Skis and boots are being cleaned and readied for skiing.
Officers will be meeting with school representatives to discuss arrangements for physical education classes. At this time, it is expected that students from fourth through twelfth grades will be given a chance to learn to ski through their physical education classes.
Those classes will start sometime in January and continue as long as there is snow.
New officers were elected at the November meeting. Officers are Linda Collier, Galen West, Mary Jo St. Clair, and Tom Collier. Retiring officers are Tom Nash and Ivy Wreden.
“The club would like to thank Tom and Ivy for their services during the first year. The club would also like to thank all of our generous donors, without whom this endeavor would not be possible,” said Tom Collier on behalf of the Pine Valley Ski Club.
The community is invited to become members of the Pine Valley Cross Country Ski club.
Send $10 per household to:
36410 Valley View Lane,
Halfway, OR 97834
For that membership, family members can use sets of skis and ski on groomed trails on weekends when the ski room is open.
If you have any questions, please call any of the club officers.
For more information see the Ski Club Project Page