Clear Lake Area Community Center Board Meeting Minutes
October 24, 2024
Present: Board Members - Tim Wyss, Ray Cress, Virginia Cahow, Sue Anderson, Doug Cahow, Wendy Schoggins, Muriel Nelson.
Call to Order: The meeting was called to order by President Tim Wyss at 9:40 am in the CLACC Office.
Pledge of Allegiance: Led by Tim.
Secretary’s Reports: The minutes of the September 26, 2024, Board Meeting were accepted as submitted.
Treasurer’s Report – Virginia Cahow
Income:
Thrift Shop sales continue to be greater than budgeted.
Rental payments are up to date.
The $35,000 check for the grant received from Fred B. and Katherine C. Andersen Foundation was put into the checking account. Muriel asked if it might be possible to create a special account for incoming grant money that won’t be used immediately.
The Lions Club donated $1,500 to CLACC again this year. It is recommended that a thank you be sent to the club for their generosity with an indication of how the money was used.
Expenses:
General maintenance- Payments to Bartingale include replacement of brass fittings, work on a float that is malfunctioning and must be repaired before the cold weather.
The postal box rental of $100 is listed under “Postage”.
The final payment of $15,000 to Fischer Roofing is reflected in “Roofing Maintenance”.
The report was accepted as submitted pending any future audits.
Office Management – Wendy
Rental Fee to non-profit organizations for short term rentals – the issue is postponed to the November meeting.
Two new black & white printers are being installed as office default printers. The cost of ink when using these printers is far less than the color printer.
Five checks could not be deposited because they weren’t filled out correctly. Remedial action is underway to resolve these checks and prevent future occurrences.
The local Lions Club will collect plastic for CLACC once their goal of 1,000 lbs is reached so that they can get a free bench. CLACC will work toward getting another bench. The Lions would appreciate help in sorting the donated plastic.
Winter Market – Nov 9 and 30; Dec. 14, Jan. 11; Feb. 9 and 22.
Five banners were made that will be up through February.
25 vendors have signed up so far.
Most dates for concessions are filled.
Volunteers are needed to help supervise children in the Event Center, “The Kids Zone”.
Thrift Shop
The goods designated for Goodwill have not been taken in a few weeks.
Tim and/or Ray will talk with Eric to get this caught up.
Standing Committee Reports:
Building and Maintenance:
Weather-stripping - Most doors require their own type of weather-stripping which makes the task more difficult.
Repair from water leak - Greg Dodge will do the work when his schedule allows.
Asbestos abatement schedule:
Lifeline Food Pantry-Oct. 29; Thrift Shop-Oct. 29 and 30;
Areas 5, 6, & 7 – TBD
Gym area - March
Program Development
Senior Luncheons
We will celebrate our first anniversary with today’s luncheon.
The last luncheon for 2024 is December 5.
Bingo
Games will continue the 2nd Tuesday of the month (Nov. 12 and Dec. 10) and after senior luncheons for the remainder of 2024.
Participants are satisfied with 100% payback of small winnings.
Haunted House
Scheduled for October 26, 27 and 31.
Executive/Finance – Tim
Prepare 2025 Budget and Prepare Letter to Long-Term Contract Tenants
It was decided to meet at 10:00 am on Tuesday, Nov. 12 to work on these items.
Tim, Ray, Virginia, Wendy and Muriel volunteered to participate.
Grants – Tim and Muriel
Fred B. and Katherine C. Andersen Foundation Grant and the IRS Public Support Test
CLACC was advised by the grantor that they had concerns as to CLACC compliance of pertinent Public Support Test IRS regulations and for this reason, decided to grant a portion of the request. They recommended that CLACC confirm compliance before requesting additional funding from them.
Failure to meet this regulation could cause CLACC to lose its 501(c(c)(3) classification
Bert Petersen was consulted and concurred that CLACC consult with lawyers who specialize in laws pertaining to nonprofit organizations.
Muriel made the motion that CLACC engage an attorney to assist the organization in confirming that it is in compliance with the IRS regulation. Doug seconded the motion; motion passed.
Tim agreed to contact an attorney.
Donation Center/Greenhouse
Joe Berghammer of Berghammer Builders will be at the center today to provide guidance on what is needed to build out the thrift shop donation center on the former greenhouse site.
Questions regarding permits and architect drawings still need to be answered.
Unfinished Business:
Placement of Retired Flag Receptacle
Possible places were pointed out, e.g., near the flagpole, by the library and near Door #1.
A cement pad or equivalent seems to be needed.
The location will be determined at a later date, perhaps in the Spring.
Cupid’s Carnival 2025 - Scheduled for Saturday, February 22.
National Registry of Historic Places application – No update.
New Business
Future Use of the Old Boiler Room - Tim
Eric Wood is interested in moving his business to the old boiler room. That way, it can be left as more of an industrial area.
CLACC needs to be able to access the storage spaces and its equipment on a 24/7 basis
It was suggested that it be rented to him for a specified period of time at which time the arrangement would be reviewed.
Doug made the motion that the rental space be offered to Eric with the following included in the rental agreement:
The rental agreement would be for 3 years at which time CLACC has the option to re-evaluate the contract conditions;
CLACC must be able to access the area on a 24/7 basis;
The space is available “as is” with the option to negotiate changes; and
The monthly rent will be determined by the square footage of the rented space.
Muriel seconded the motion; motion passed.
Next Meeting Discussion
The 4th Thursday of November this year is Thanksgiving. It was agreed to move the meeting up one week to Thursday, November 21.
Adjournment
At 10:55 am, Muriel made a motion to adjourn; Sue seconded the motion. Motion carried.
Next CLACC Board Meeting – November 21, 9:30 am
NOTE – DATE CHANGE
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