WILLOW AREA COMMUNITY ORGANIZATION, INC.

Willow Area Community Organization

1 week ago

** DRAFT ** MEETING MINUTES - WILLOW AREA COMMUNITY ORGANIZATION MONTHLY MEETING
DATE 07/01/2026 7:00 p.m.

Call to order 7:01 p.m.

Board quorum was established. Community quorum was not established.

Board members present: Tryg Erickson, Rodney McCambridge, Sophia Boufidou, Maura Shea, Danielle Barve (ALR2), Lindsay Cronin (ALR4), Linda Oxley

Board members absent: Wes McClure (ALR1), who has officially resigned,

May and June 2026 meeting minutes were approved with corrections.

Agenda was approved with additions.


BOARD REPORTS

Chair:

Hannah Eison has been appointed to fill the At-Large-Representative 3 (ALR3) position. See New business section below.

Recognition of Lotto Alaska for donations of 26k last year and 10k this year.

Vice-Chair: Sabrina has left, Paul Norris has been hired 3 weeks now. This weekend is the 4th of July picnic; we are very appreciative of the sponsors: Susitna Realty, SU300, Sonic, and MatSu Credit Union. Planning for 2 Bingos in October.

Treasurer: July Treasurer’s Report

Stmt of Fin Position

Almost $152,000 in the credit union.

Stmt of Activity: Several donations: Carnival 2026 MVFCU - $2500, Sunshine Community Health Center - $500

July 4th picnic: Susitna Valley Realty - $1000,Trail Committee - $1000

Scholarship: Trail Committee $1000

Rentals – Yard sale, baby shower and health fair.

Gaming revenue – rec'd $10,593.66 from Lotto Alaska & sold PT game

Expense

Payroll – A little lower than usual because we had about 2 weeks without an employee.

Insurance and Office Expense as expected.

R&M – big refrigerator in kitchen

Paid utility invoice from the borough. Total was $16,0000. Covered March – June for diesel and snow plowing but only through May for electricity and trash.

Special event – food for July 4th.

BvA

Budget was $9K in net income but we ended the year with almost $63K in net income. So a $54K difference The biggest reasons were:

Revenue

Kitchen revenue $12K higher

Gaming revenue $17K higher including the Lotto AK revenue of $10K

R&M was under by $33k because the backyard project won’t be completed until this fiscal year.

--> Report was accepted as presented.



Budget : the following changes will be made to the budget:

Move $20,000 from corporate donations to a new Lotta Alaska line item under Gaming. There is no budget impact.

Sales revenue – Pin sales, kitchen and clothing revenue the same as actual revenue in 2026. Need to know the estimated ticket sales for the carnival concert.

Rental revenue is the same as 2026.

Gaming revenue is much higher because many more bingo nights are planned.

Special events revenue. This is really carnival related. Art and Dessert Auctions and games revenue are the same as last year’s actuals. Since carnival will run two weekends I need to know whether there will be vendor booths both weekends? Will we charge for parking both weekends?

Interest will stay about the same.

I want to reduce payroll expense by $7500. Wages are less for two reasons: paying a lower hourly rate and all hours will paid at the hourly rate instead of the flat amount. Not paying a scheduler at this time since Lindsey is taking over part of that role.

Advertising is budgeted the same as last year.

Insurance assumes a 15% increase in premiums but some of that is offset by Trails contribution for covering grooming equipment.

Office expense is the same as 2026 except I added $500 for CERT Workshop expenses.

Gaming expense is higher because there will be more prize payouts due to more bingo nights.

Contracts for accounting fees and IT support are the same. There is an added expense for hiring a performer to put on a concert at carnival.

R&M includes completion of the backyard project, doing required window and carpet cleaning, painting the stage, replacing incandescent bulbs with LEDs, purchasing sound and lighting equipment, potential kitchen repairs, and maintenance at Newman Park.

Occupancy – always a guess because some big items are weather dependent. I assumed a 15% increase for electricity and diesel. Propane depends on kitchen use. We are sitting on a full tank so it shouldn’t take more than 2 fills over the next 12 months. Trash is the dumpster plus miscellaneous dump runs. Finally snow removal is an average year.

Special Events

Food – These are either estimates given to me or based on prior year expenditures

Prizes through fireworks are based on last year.

Scholarship awards are based on estimated dessert auction revenue.

The current draft shows an operating loss of $36,000. The revised draft would reduce that to an operating loss of just under $29,000.

-->> Budget approved with these changes with no objections.

At-Large-Representatives:

a. Danielle Barve: the back to school backback drive has produced 53 backpacks already; the clothing drive is underway and it will also open to adults/Parents.

Regarding the Winter Carnival: T-shirt design contest is on now.

Ben, the pin maker of 25 yrs, will not be able to do them this year. We can discontinue or just market previous years’ inventory.

Mini raffle items still accepted.

Holiday dinner will be similar to last year.

b. Lindsay Cronin: she has taken on the management of the Comm. Center Calendar after Sabrina’s departure.



NEW BUSINESS

1. Confirmation of Hannah Eison as At-Large-Representative 3 Hannah had surgery and was not present, but she has been active in attending the WCO mtgs for years. The motion to confirm was unanimous.

2. Review/Approve 2026 4th of July Parade Guidelines: Approved.

3. Healthy Riparian Initiative, a Mat‑Su effort focused on practical steps residents can take to protect local rivers, lakes, and streamside habitats. (Elise Blocker)

4. Amendment to Article 6 Section 1,B of the by-laws regarding the term of the immediate past president to match what has been our current practice. - hope to make changes next month after reporting the intent to make these changes in multiple meetings.



H. UNFINISHED BUSINESS

1. Update on Willow property up Zero Lake proposed to be reclassified for future use as a gun shooting range.

2. Identification of WACO Recognized Groups.

The following are WACO groups: Fire Service Area, Library, Museum, Winter Carnival, Youth Forum, CERT, Recycling, Marketing Group

The following are WACO Recognized groups: Pickelball, Lions Club, PTA, Garden Club, SU300, WHO/Farmers Market, Willow Junior 100, Friends of State Parks/Matsu, WDMA, and She Mon Sun Makers.

The following groups are considered inactive and will need to reappear to WACO to be recognized by it: Willow Ice and Chamber of Commerce.

WACO COMMUNITY GROUP/CLUB REPORTS

Fire service area – 37 calls in June, 146 YTD, on par with previous years. There is no burn bans, only burn permit suspension (i.e camp fires, warming fires, etc. are allowed, provided they are attended – do not walk away and leave them burning). Fireworks are NOT allowed, call non-emergency number to report incidents. Sparklers need to be soaked after as they can be hot for a while after use.

Willow Trails, Museum, Mushers Association, SU300: no news

Library: Halfway through the Summer reading program, tomorrow they will have cake for the 250 years America anniversary. Many fun activities. Julie is retiring, a successor will be announced next week.

Pickleball: Still playing

PTA: Events starting soon

Friends of State Parks/Matsu: funds have been allocated to improve local trails.

WHO(Farmers Market) occuring every Friday 2-7, with live music on occasion.

Willow Junior100: it went well last year. This year will be the 20th year and will add a second, shorter race.

ANNOUNCEMENTS/PERSONS TO BE HEARD

Linda Oxley: youth forum is still working on the Natural Area but funding will occur too late to proceed with building it this summer.

State Representative McCabe: not having approval yet for the gas line will lead to price increases – currently having special sessions which are very costly. Need to get financing, it’s a100 yr project.

Political candidates Peter Bauer (running for Senate District O) and Sandra Loomis (running for State Representative District 30) were present and introduced themselves.

Brenda thanked the community for the participation at the emergency fair, 25% increase in participants from previous years.

Adjourn 8:17pm

Chair/Tryg Erickson ______________________ ____________

Title / Name Signature Date



Secretary/Sophia Boufidou ______________________ ____________

Title / Name Signature Date ... See MoreSee Less

Willow Area Community Organization

3 weeks ago

WACO COMMUNITY MEETING AGENDA 06/03/2026

WILLOW COMMUNITY CENTER 7PM

A. CALL TO ORDER

B. DETERMINATION OF QUORUM

C. PLEDGE OF ALLEGIANCE

D. APPROVAL OF PREVIOUS MEETING MINUTES: 05/06/2026 Meeting Minutes and 06/03/2026 Meeting minutes

E. APPROVAL OF AGENDA

F. BOARD OFFICERS’ REPORTS / ANNOUNCEMENTS

1. Chair: Tryg Erickson
2. Vice-Chair: Rodney McCambridge
3. Secretary: Sophia Boufidou
4. Treasurer: Maura Shea – Draft 2027 Budget – See Appendix 1
5. At-Large Representative 1: Wes McClure
6. At-Large Representative 2: Danielle Barve
7. At-Large Representative 3: Open
8. At-Large Representative 4: Lindsay Cronin

G. NEW BUSINESS
1. Confirmation of Hannah Eison as At-Large-Representative 3

2. Review/Approve 2026 4th of July Parade Guidelines:
All operators of vehicles or ATVs shall have a valid license.
Once your float has started along the parade route no one should enter or exit the float or vehicle.
Any animals included in the parade are the responsibility of the owner & must be kept under control and cleaned up after.
Parade participants under the age of 18 must have adult supervision at all times.
No candy or giveaways shall be thrown from a vehicle or float. Participants walking beside the floats may hand or toss candy underhand to the spectators.
There shall be no smoking or consumption of alcohol on any float.
No fireworks or firearms are to be discharged at any time during the parade.

The WACO appointed Parade Marshall may prohibit a participant, group or float from participating if any potential safety hazard is identified and not resolved.

In the event of an emergency call 911
Non-emergency contacts:
CERT: Brenda McCain 907-355-1418 Fire Department Coordinating: Chief Ben Knowles 907-707-5566 or Asst. Chief Garret Davidson 907-982-0191 or WACO Representative: Tryg Erickson WACO Chair 907-242-5590

Adopted by WACO June 6, 2016

Reviewed July 1st, 2026

3. Healthy Riparian Initiative, a Mat‑Su effort focused on practical steps residents can take to protect local rivers, lakes, and streamside habitats. (Elise Blocker)

4. Amendment to Article 6 Section 1,B of the by-laws regarding the term of the immediate past president to match what has been our current practice.

H. UNFINISHED BUSINESS

1. Update on Willow property up Zero Lake proposed to be reclassified for future use as a gun shooting range.

2. Identification of WACO Recognized Groups. The groups in Yellow have been inactive as WACO Recognized groups, revisiting during this meeting if they made themselves known. Fire Service Area, Library, Pickle ball , Lions club, PTA, Garden Club, SU300, WHO (Farmer’s Market), Willow Junior 100, Friends of State Parks/MatSu, WDMA, Museum/Willow Historical and Wildlife Foundation, Winter carnival, Youth forum, CERT, She Mon Sun Homemakers, Willow Ice, Marketing group, Recycling, Chamber of Commerce

I. COMMUNITY GROUPS / CLUBS

Fire Service Area, Library, Pickle Ball, WDMA, PTA, Garden Club, WHO (Farmer’s Market), SU300, Willow Junior 100, Friends of State Parks/MatSu

J. ANNOUNCEMENTS/PERSONS TO BE HEARD

Open Forum

K. CONCENT AGENDA REPORTS

1. Carnival Committee
Carnival dates are set! Jan 29, 30, 31 and Feb. 5, 6, 7. The Theme will be “The Lynx”. In person meetings will begin August 3rd. 1st Mondays of the month. If you have any questions please email [email protected] We are looking for mini raffle donations and door prizes donations.
Submitted by Danielle Barve, Carnival Committee Chair and WACO At-Large-Representative

2. Youth Forum (40-acre park)
The Newman Memorial Park is alive with spring beauty – the foliage, the birds, the breezes.
Thanks !!! to the hardy group of 13 who have built up the entrance to the Dog Park! And to the Newman’s for donating the gravel… It’s already easier getting in and out of there with active dogs and fingers crossed that next break up we will now avoid the swimming hole in front of the gate…

Also thanks to Bill Dale who designed and built two beautiful water bowl holders, one on each side of the dog park. This summer warmth really has our dog community members and guests looking for that water! And let Wendy know how much you appreciate her keeping fresh water available to pour into those fun bowl holders!!!

The plan for the Natural Play area is almost finished. Elise Huggins has captured our dream play area for youngsters! As it turns out, the funding groups from whom we normally seek grant funds will make decisions later this summer. This means that, assuming we are successful in our grant applications, the money will come too late for building this summer so the timeline is now to build the area next summer.

We’ve added a second, standard porta-potty for the rest of the summer. I have found out that someone is using the porta-potties for their honey bucket disposal. Please stop. The community pays for these porta-potties thru their volunteer efforts to raise money to be used by people using the park. That much sewage does not make for a good experience….

Thanks to the many, many people who use the park and help take care of the park; it really is our community’s park…

Our next meeting would normally be July 2 however we may reschedule to allow Elise to join us as we map out the Natural Play area. Stay tuned for a final day and time…

Submitted by Linda Oxley, WACO Past Chair

3. CERT

Community Service
· 5 th Su Valley Emergency Preparedness Fair in Willow on 5/3/26. Willow CERT is thankful for WACO’s $500 grant, participation of WACO board members and the use of the WCC for the very successful 5/30/26 Emergency Preparedness Fair. Attendees of all ages interacted with 45 exhibitors and engaged in activities inside & outside the WCC. We appreciated generous donations from MVFCU, 3 Bears & MTZ Tools. Our efforts were strongly supported by the Mat Su Borough Emergency Operations Center. The Willow Caswell Fire Department, Willow Lions, JustServe volunteers, AARP and many community members eagerly helped with set up, take down and many roles during the event. It truly was a testament to the power of volunteers.

· WACO July 4th Parade in Willow. Willow CERT volunteers have been working to promote safety at the July 4th Parade since 2015 and will continue that tradition this year. (See the WACO Parade Safety Guidelines)

· Annual Community Safety Day at Willow Farmers Market, July 24th. Stop by and visit Willow CERT and other exhibitors promoting safety and emergency preparedness.

Mat Su Borough Emergency/Disaster Preparedness website: ready.matsugov.us

Willow CERT FB Page: www.facebook.com/WillowCERT willowcert.wordpress.com

Contact Brenda McCain at: [email protected] / 907-355-1418

4. Willow Recycling
Electronic recycling in July 31 and lots of PR around town for this event. We appreciate the steps provided by Mat Su Solid Waste for the corrugated cardboard trailer. Submitted by Fran Lynch

5. Lions Club
Our next meeting is on July 9th 7 pm at the Willow Library Meeting Room. We will have a potluck on July 23rd at 5 pm at the same location. Come to the meeting or potluck and see if you’d be interested in becoming a Lion.

In Lion News:
Blind and Visually Impaired Speaker- Jackie Olson, the Mat-Su representative for the Alaska Center for the Blind came to our June meeting and demonstrated technological equipment, as well as answered questions about the Center’s services. Do you know or are you someone who could use these services? Give us a call and we can assist you.

Our annual BBQ, Officer Installation and Camp Out was fun!

Willow Lions Awareness and Needs Project is in the second phase. We would like to invite any community member to join our meetings, assist with projects, or come visit with us. If you see a need in the community, let us know and we can put together a plan. The Lions motto is We Serve.

In the Community:
CERT and the Emergency Preparedness Fair- The Willow Lions were happy to help at the Fair. The Lions also had a table and enjoyed meeting and talking to people.

Roadside Clean Up- a success!

The Birthday Cake Project has begun. The project goal is to provide 4 Birthday Cake Kits per month to the Willow Food Pantry for people to select. Each kit includes a cake mix and ingredients to make it, birthday candles, napkins and plates. It’s a party in an attractive kit.

Community Calendar- Business, clubs and churches be on the look out for the community calendar ads. Letters will be sent out in July.

Willow Lion’s Loan Closet: Does your summer company need a wheelchair, shower chair, or walker? The Willow Lions Club has medical items you can borrow. We just ask that you return them in clean and working order. Call 495-4008 for more information or to pick up items.

Willow Lions Club FB page: Willow Lion's Club ~ Contact: Sid Bertz (907-854 1570).
Submitted by Laura Thomas

6. Willow Historical and Wildlife Foundation

The Willow Billies vs the MatSu Softball All Stars game was on May 31st at 2pm at the Willow Elementary Ball Field. This event celebrated America's 250th Birthday.

WHWF contact information: Willow Historic and Wildlife Foundation
P.O. Box 388, Willow, AK 99688 [email protected]

7. Marketing Strategies Group
No news this month. Submitted by Linda Oxley, WACO Past Chair

L. ADJOURN

Appendix 1

Willow Area Community Organization

FY2027 Budget - Draft 5/21/2026

July 1, 2026 - June 30, 2027

CATEGORY AMT NOTES

REVENUE

40000 Contributions
40020 Grants - Governmental 15,789 2027 CAP assumed we'd get
40040 Donations - Corporations 32,000 Donations from businesses-$12,000 +Lotto AK-$20,000
40050 Donations - Individuals 600 Donations from individuals
Total Contributions 48,389

41000 Contracts
41010 Janitorial 15,000 Contract w/MSB to clean Library
Total Contracts 15,000

42000 Sales Revenue
42100 Pin Sales 2,900 Same as 2026
42150 Kitchen Revenue 12,925 Carnival $6,500; Gun shows $2,500; Iditarod $1,900; Bingo $225*9
42200 Clothing Revenue 2,800 Same as 2026
42300 Event Ticket Sales 8,000 Fire & Ice Dance $500, Kick-off Dinner $3,100, Gun Shows $2,200 x 2
Total 42000 Sales Revenue 26,625

43000 Rental Revenue
43020 Community Ctr Rental - Events 14,265 Iditarod-$8,000, Gun shows $2,000, Other-$4,265
43020 Community Ctr Rental - Classes 1,140 Healthy Sr-12*$60, Pickleball-6*70
43030 Kitchen Rental 1,200 Joners-$1,200
Total 43000 Rental Revenue 16,605

44000 Gaming Revenue
44010 Bingo Revenue 8,550 Card & dauber sales - $1,800 at Carnival + 9 other events @ $750
44020 Pull Tab Ticket Sales 4,100 At Carnival Bingo $950 and 9 other events @ $350
44025 Pull Tab Game Sales 9,000 10 games at $900/game
44030 Large Raffle Revenue 16,000 Same as 2026
44040 Mini Raffle Revenue 2,900 Same as 2026
44050 Split the Pot 730 $280 at Carnival + other events $50
Total 44000 Gaming Revenue 41,280

45000 Special Events
45100 Art Auction Revenue 1,600 Same as 2026
45110 Dessert Auction Revenue 2,200 Same as 2026
45120 Games Revenue 700 Fun run, Homesteader, Poker run, etc.
45150 Vendor Booth Revenue 1,900 Same as 2026 - 1 weekend
45160 Parking Revenue 600 Same as 2026 - 1 weekend
Total 44000 Special Events Revenue 7,000

49000 Other Revenue
49010 Interest 1,350 Assume MM-($25*12)+CDs-(2@425)+CD(1@$214)
Total 45000 Other Revenue 1,350

--->>>>>Total Revenue 156,249
Gross Profit 156,249


EXPENSE
50000 Payroll Expenses
50010 Salaries & Wages 17,200 Same as 2026
50200 SS & Medicare Tax 2,630 Salary & Wages times 0.1530
50210 FUTA 50 Unemployment tax
50250 State of AK Contribution 370 Salary & Wages x .0217
50300 Workers Comp Insurance 500 Slight increase over 2026 - $489
Total 50000 Payroll Expenses 20,750

60000 Advertising & Marketing
60010 Print Advertising 1,255 Carnival Schedules-$500, Flyers-$125, Milepost-$330, Lions calendar-$300
60020 Social Media 1,000 Social media
60030 Other Advertising 1,000 Booth rental, signs, etc.
Total Advertising & Marketing 3,255

63000 Insurance
63020 Liability Insurance 7,644 824*6mos+950*6-3000 Includes Trails contribution
63100 Business Insurance -WHWF 1,173 $293/qtr 15% increase over 2026
Total 63000 Insurance 8,817

64000 Office Expenses
64010 Supplies 1,300 General office supplies $500, copier replacement $800
64020 Postage 330 Stamps-$15/mo; PO Box-$152/yr
64030 Printing & Copying 250 Copy Paper ($45*4), Toner $70
64040 Telephone & Internet 2,200 MTA-$185*12
64050 Licenses, Permits & Taxes 430 AK Bus Lic $50, Kitchen Lic $250, Biennial rpt $30
64070 Software & Apps 1,980 QB @ $150/mo, Microsoft 365 @ $0mo, Adobe $15/mo
64100 Bank fees and Services charges 350 Square Fees on non-gaming sales
64150 Miscellaneous 500 CERT Workship Expenses
Total 64000 Office Expenses 7,340

65000 Gaming Expense
65010 Bingo 11,500 Payouts @ $1,000 X 10, cards/door prizes $1,500
65020 Pull Tabs 5,280 Game purchases (12/$440)
Large Raffle 7,400 Big prize-$6,500; tickets-$500, advert-$250, Sq fees $150
65100 Permits & Taxes 600 Gaming taxes ($400)-annual + WACO $150 and Pio $50 permits
Total 65000 Gaming Expense 24,780

66000 Contract & Professional Fees
66010 Accounting Fees 650 990 & payroll processing
66020 IT Support 330 Website hosting, plug-in (software) maintenance and security.
66030 Misc. Contracts 1,500 Carnival concert
Total 66000 Contract & Professional Fees 2,480

67000 Repairs & Maintenance
67010 Buildings & Grounds 40,100 Backyard $26,000, Windows & Deep Clean $4,100; Stage $3,500, Light bulbs $800, Sound/Lighting $2,500, Kitchen $2,500, Newman Park $700
67050 Equipment 400 Floor cleaning machine maintenance
Total 67000 Repairs & Maintenance 40,500

68000 Occupancy
68010 Port-A-Potty 7,000 Newman Park-$300/mo; $200/mo @ 5 mo. CC-$200/mo
68050 Cleaning Supplies 7,000 Paper towels, TP, cleaning supplies, carpet runners, community clean up
68100 Utilities
68110 Electric 18,055 Annual average +15%
68120 Electric - Newman Park 224 $15/mo basis charge+qtrly true-up
68121 Electric - Museum 805 Annual average +15%
68130 Diesel-Crowley 15,525 Annual average +15%
68140 Propane 900 2 fills
68150 Stove Fuel 2,375 Annual average +15%
68170 Propane Tank Rental 145 Annual tank rental
Total 68100 Utilities 52,029

68200 Trash 1,554 $67/mo + special events $750
68250 Snow Removal 8,200 Normal snow year
Total 68000 Occupancy 61,783

70000 Special Events
70010 Food 12,700 Carnival Kitchens/Dinner $6000, Holiday Dinner $750, Dance $700, July 4th $1500, Bingo $150 x 9, Gun Shows 2@$750, Budget mtg $90, Iditarod $800
70020 Prizes 500 Games, Geocache, Homesteaders, Outhouse, King/Queen, etc
70030 Pin Expense 2,000 Cost of pins
70040 Clothing Expense
1,800 T-shirts, hoodies
70050 Decorations 1,000 Decorations for dinners & Carnival
70060 Fireworks 2,500 Fireworks management for Carnival
Total 70000 Special Events 20,500

71000 Awards & Grants to Others
71010 Community Assistance Grant Retain grant for bill payments and WACO needs
71050 Scholarships 2,200 Same as dessert auction revenue
Total Awards & Grants to Others 2,200
Total Expenditures 192,405

Net Operating Income (36,156) ... See MoreSee Less