April 12, 2007

 Meeting was called to order at 5:30 p.m. and was held at 601 James Drive. Attending were Kathy, Todd, Dennis, Scott, Lyle, Kirk and Kordy. The minutes of the March 8, 2007 meeting were moved and seconded and passed.   The articles of incorporation, the bylaws and the bank resolution were discussed.  A motion was made to approve them respectively, motion seconded, and passed. A checking account has been opened at Montana State Bank with a signature card signed by Kirk, Casey and Kordy.  Casey and Kordy will sign all checks. Kirk ordered check blanks.

 Kirk informed the board that the 1023 application fee of $750.00 has been paid and processed, however, they IRS is back logged to October 2006.  This means it may be 6 more months before the Fitness Center attains its 501 (c) 3 status.  In the meantime, the Board can promote products and services but a capital campaign for tax deductible dollars can not begin until such non-profit status is attained.

 Standing Committees were established as follows:

·            Fund raising - Dennis and Kordy

Ideas, timeline, automatic payroll deductions to bank accounts  Employer     pay membership fees, Java Club, TGIF, Get Fit Sheridan County, Kick Off Wine & Chocolate Tasting, Dance Lessons, DJ Service

·            Publicity - Kirk and Kathy

Radio, Flyers, Brochures, Booklet, Website, Power Point Presentations (Chamber, Diamond B, etc.)  Kirk & Dennis will work on web site. Kordy will help with brochure if necessary and Lyle offered his color laser printer.

·            History, Records and Bylaws - Scott, Casey and Lyle

                        Membership rules

·            Nominating - Kirk, Casey and Kordy

·            Structure - Todd and Terry

Todd offered his boring services

Committees will give reports at meetings.

Meetings will be held at 601 James Drive 3^rd Thursday - October through May at 5:30 p.m.

Meetings will be held at 601 James Drive 3^rd Thursday - June though September at 7:00 p.m.

 Kathy suggested the Board invest in a fair booth July 27, 28, and 29.  Scott offered to pay the $25 rental fee in the commercial building. 

 Motion to adjourn at 7:15 p.m. 

 Kordelia French/Secretary

The organizational meeting was held at 3:00 PM on 3/18/07 at Montana State Bank.  There were 25 members in attendance.  Kirk gave a power point presentation and answered questions.  There were a number of good questions and suggestions.  A number of members volunteered to help during the start up phase of this project.  A board of directors was elected and will consist of: Kirk Stoner, Todd Marsh, Kordelia French, Casey Peterson, Kathy Jensen, Dennis Ketterman, Terry Angvik, Lyle Deshaw, and Scott Curtiss.

 A brief discussion of the committees was held and fund raising activities discussed.  A time for next years meeting was not arrived at and will be discussed at board meetings.

 There are a total of 55 paid memberships to date.  The general feeling was that more publicity was needed.  This will take the form of more public presentations and setting up a website.

 It was moved and seconded and voted to adjourn the meeting.

 Kirk Stoner

March 8, 2007

Meeting was held at 601 James Drive, attending were Kordy, Kathy, Todd, Dennis and Kirk.  We discussed the 1023 application and noted the articles of incorporation and bylaws.  There were no changes to these documents.  We discussed the fact that in order to fill out the 1023 we needed to have the formal organizational meeting and elected board.

 We will begin publicity with  a booth at the Farm Expo that will be manned by Kathy, Kordy and Todd on Friday and Kirk and Dennis on Saturday.  Arrangements for having the power point available as well as other public information such as plans and cost estimates were made.

 The organizational meeting was discussed and will follow a format of an initial educational presentation followed by general question and answer period.  During this time memberships will be sold.   Following the discussion period the paid members will congregate in order to nominate and elect the board of directors.  Since the bylaws require that there be 7 elected board members and 2 board members selected from other local nonprofits, it is felt that Todd who sits on the PEAF board and Casey who sits on the golf club will continue on the board in that capacity.  The other five exploratory committee members will be nominated as well as anyone from the floor.  There will then be an election.  After the meeting adjourned, I thought that the best way to have an election would be to put the nominee’s names on a power point slide next to numbers and project it on the wall.  Every paid member would have a 7-lined paper ballot and place the corresponding number or persons name on each line and deposit it in a ballot box.

 During the meeting we will ask that any member who is not a director and wants to participate in the work of the corporation let us know so that committee assignments for them can be made.

 There have been a couple of requests for different activities: small water slide, batting cage, and hardwood floor area for exercise.

 We briefly reiterated our feeling that the activity membership fees should be kept as low as possible and that we would shoot for $35.00 per month.  It was emphasized that all of our numbers are preliminary estimates only and subject to change pending actual experience.  It is felt that a realistic architectural building cost estimate would be $4+ million dollars and that we would shoot for $2 million by judicious oversight, in-kind exchanges, and volunteer help.

 Kirk Stoner

We held a meeting tonite.  Present were Todd Marsh, Kathy Jensen, Casey Peterson, Dennis Ketterman, and Kirk Stoner. 

A preliminary floor plan was reviewed and discussed.  The consensus was that the pool should be separated from the rest of the lower floor with a floor to ceiling wall that has a number of windows in it.  Later I spoke with Bruce Larsen and he and his family have a membership at Rockies fitness center ($460/yr).  The pool is on the lower level and the machines on the upper level and he felt it best that they were on the same floor with windows so that exercising parents could watch their children who were swimming.  There was agreement on the walking track, large meeting room divisible with a wall system, atrium, climbing wall, wireless internet, golf simulator.

 Todd presented the Cody material and it was quite impressive.  This facility was started with a sizeable grant and later given to the city which presently runs it.  He will have some pictures available in the near future.

 We discussed the 501c3 designation.  Unfortunately, we probably won’t qualify so we will probably have to partner with one of the other 501c3 entities in Plentywood.  We will plan to go ahead with public presentations with the advice that we are taking pledges, not funds, until we have a certain 501c3 entity to build the facility.  A person’s labor cannot be deducted from income for tax purposes.

 We reviewed the web site, Stanley video and power point.  The board members were given a CD with the web site and power point to review and comment.  Kathy will loan me a projector for a power point presentation to the optimists club.  We will plan a number of these smaller outings to hone the public presentation.  Will also ask for labor help when meeting with these groups.

 There is general agreement that we need to get into the public realm again, but that we first need some visuals to assist us.

We had a meeting with Vic, Alex and all the board except Todd and Bill.  There was a presentation by Vic with his bonefides and some drawings by Vic.  This was primarily a meeting to introduce the board to Vic and his ideas, since the entire structure is designed as an ecologically sound building and much of the expertise will be provided by Vic.  Vic gave a very rough estimate of the energy use of the building as being 26 Tons by conventional building wood frame construction and 20 Tons by using ICF.  He would use about 385 SF of solar collectors, 2 boilers and one 10 Ton ground source heat pump.  He estimated the cost of the mechanical to be 120,000 Canadian.  This did not include ductwork or filtration system for the pool.  It included all of the radiant heat pipe, controls, thermisters, boilers, foil wrap, pumps, manifolds, etc.

 Vic will not be involved any further at this point other than answering questions, until we get a final building design and plans.

 I put other comments in the documents entitled Questions for Alex and swimming pool

 12/30/06

We had a meeting with Alex, Vic and the board.  Vic had designed a pool that sits in an excavated hole in the ground with a surrounding  air space around the entire pool and a mechanical room on this level also.  The air space acts as the fresh air return for the pool (see the discussion in swimming pools).  My question is: does the pool structure made out of ICF block have the strength to hold the water?  What would the room be made out of? ICF?

 1/06/07

With ICF, does there need to be sheathing on the exterior or just apply siding.  If foil vapor barrier is put on the inside of the building, is there a need for a building wrap?  Use of suspended ceiling for second floor and non-pool first floor to allow space to run utilities in the void above the suspended ceiling.  Does Densshield go directly on studs or is there an underlay sheathing?  How can racquet ball court be sound-proofed?

MINUTES FOR ORGANIZATIONAL MEETING

SHERIDAN COUNTY HEALTH CLUB

 The meeting was held 12/07/06 for the purpose of discussing the possibility of building a health club.  The meeting attendants were Todd Marsh, Kordelia French, Casey Peterson, Kathy Jensen, Dennis Ketterman, Kirk Stoner.  It was generally a very positive meeting, and the agenda was laid out fairly specifically in a separate communication and will be included as part of the minutes.  In addition to this, there were a couple of decisions made.  I will call Steve Howard and have a corporation set up to be the entity that officially represents this group.  It will probably be called The Sheridan County Health Plus Group.  Following the institution of that corporate entity, a 501C3 designation will be obtained from the IRS with Casey Peterson’s help.  At the time of the meeting, a number of assignments were made.  Casey will discuss with a tax attorney and a nonprofit attorney the ramifications of having a separate 501C3 corporation versus a combination with the golf club and the feasibility of combining entities in the future if that was desired.  Kathy Jensen gave a discussion about her previous experience with a wellness center that they developed under a grant written by the Robert Wood-Johnson foundation.  Alex Tommerup was involved in that one, and she felt that they just could not get funding support for it.  They had primarily dealt with the City and County, and it does not sound as though there were a lot of dealings with private entities with that project.  Kathy has contacts within a number of local area groups, including Youth Action Council, Turning Point, and other groups.  She will help channel grant and foundation funding ideas to grant writers, perhaps Sheila Friedrich and Doug Smith, in an attempt to seek out any public and private funds that may be available. 

 Dennis Ketterman has sent out inquiries to 50 Montana State Agencies in regards to funds that may be available and has had some returns.  This will be forwarded on to Kathy as they come in in an attempt to help raise funds.  Kordelia French is going to work on a mission statement for the organization and check with Stanley, North Dakota, who has a wellness center with a pool in conjunction with the hospital to check on their basis operation expenses, activities offered, etc.

 Quite a little discussion was given over toward the structure of the facility.  Todd Marsh and Kirk Stoner will try to meet Vic Ellis in person who has a lot of experience with ground source heat pumps and cold weather building and construction in Canada.  He is located in Pilot Butte, which is slightly east of Regina. 

 Terry Angvick raised the possibility of the school/courthouse combined coal boiler being utilized as a potential source for inexpensive heat.  Todd Marsh has a brother who does pipeline work, and he would be able to explore the feasibility of connecting that boiler to the Manor or the golf center as a source of energy. 

 It is the consensus of the group that the next step is going to be getting an organizational structure and some firm plans on which we can base some cost estimates.  Hopefully, this can be completed by the middle of January.  Alex Tommerup, the architect, has been contacted, and he can meet with us when he is in the area visiting his family in early January, and at that time will have another meeting.  Hopefully, at that time we can also have Vic Ellis come down and meet with the group plus Alex.     

 Kirk Stoner