PRCSA                                                           06 May 2004
    MINUTES OF THE THIRD MEETING OF P.R. COMMUNITY AND STUDENT ASSOCIATION
   (SADLEIR HOUSE FACILITY) o/a PRCSA held on the evening of 06 May 2004
   in the Library at Sadleir House, 751 George St North, Peterborough, Ontario.

P R E S E N T: Marisa Barnhart, Catherine Dickinson, John K Muir,
               and Matt Naylor

R E G R E T S: Fraser Smith

Also Present: Derrick McIntosh, Steward.

The Meeting was called to order with Catherine Dickinson acting as Chair and
John Muir acting as Secretary. A quorum of the Board being present in person,
the Meeting was declared duly constituted, and discussion followed.

Agenda Item 01. The Chair stated that she was happy to see all in the room.
An agenda was agreed upon and discussion followed.

Agenda Item 02. The minutes for DSFT from 26Feb04, and PRCSA from 26Feb04 &
12Mar04 were presented.

UPON A MOTION duly made seconded and carried unanimously, the minutes for DSFT
from 26Feb04, and PRCSA from 26Feb04 & 12Mar04 were approved.

Discussion followed regarding the taking supplementary meeting notes and
sending them to the Secretary.

UPON A MOTION duly made seconded and carried unanimously, the we will each
take turns to produce supplementary Meeting notes to be sent to the Secretary
following the Meeting.

Marisa Barnhart volunteered to take supplementary noted for this Meeting.

Agenda Item 03. Steward's Report
Derrick McIntosh presented the Steward's Report (see attached).

Highlights:
a) Tom Symons and Richard Sadleir have both accepted the appointment of
   Honorary Director.
b) The Alumni Office has organised events for the first three alumni years to
   held at Sadleir House.
c) Reboot North (a division of COIN) have stored computers equipment in the
  lecture hall for the summer in exchange for 4 to 6 computers.

UPON A MOTION duly made seconded and carried unanimously, the Steward's Report
was accepted.

Agenda Item 04. Financial Update to 31 March 2004 and Cash in Hand report to
06 May 2004 was presented by the Secretary/Treasurer - see attached.

UPON A MOTION duly made seconded and carried unanimously, the Financial Update
to 31 March 2004 and Cash in Hand report to 06 May 2004 was accepted.

Agenda Item 05. Proposals for Space Use
The Steward presented this report. Discussion followed.

The report articulates two differing space allocation models and includes.
the designation of space types and differences and associated costs

It was agreed that there is a need to determine if the best results follow the
tenancy of TUFA, or COIN, or both.

It was agreed to define WUSC as a student club, rather than a levy group
because of how they use their levy.

UPON A MOTION duly made seconded and carried unanimously, the TUFA proposal
was accepted, pending negotiations, with the Steward to work out the final
details, including "permeable exclusivity."

It was noted that negotiations with COIN will continue in accord with this
Meeting's discussions, including projected space use costs.

UPON A MOTION duly made seconded and carried unanimously, in regards to space
allocation, the Steward shall be charged with follow through, arrangements and
terms, and resolving all particulars.

Agenda Item 06. Repair Budget
A repair budget prepared by Helen Wallis was presented by the Steward - see
attached.  Discussion followed.

UPON A MOTION duly made seconded and carried unanimously, the repair budget
was approved as presented.

The Board extends its thanks to Ms. Wallis for her work in preparing the
report.

Agenda Item 07. Proposed Governance Structure &
Agenda Item 08. Interim Board Appointments and Staffing Arrangements
Discussion ensued regarding formulating governance procedures with there being
no definitive determinations.

It was agreed that in planning for the appointment of the next Steward, the
position  should be a considered as a longer term situation.  It was suggested
that the search would be widely cast, and include seeking out people at other
institutions, etc. It was also agreed to explore options and models to such
that the PRCSA could compensate a Steward and Convenor.

Discussion then fell to current Director's availability and filling
anticipated vacancies on the Board.  Information was shared and some names
were brought forward.

It was decided that the Chair shall report to the Board at the next Meeting in
this regard.

09. Any Other Business
It was reported that Glen Maloney would like to acquire the old safe, at
present in the furnace room.  It was decided to use eBay check on its market
value and to explorer making a loan of it, rather than a sale.

It issue of non-student memberships was brought forward.
UPON A MOTION duly made seconded and carried unanimously, the annual
membership fee for community (non-student) members, due on the first day of
September in each year, was set at $25,

It was noted that new Memberships processed and received after the first of
May in each the year will run until the last day of August in the following
year.

It was reported that a photo of Sadleir House is to be used on the front cover
of the TCSA handbook for the 2004-05 academic year.

There being no further business the meeting was adjourned.

_____________________________    _____________________________
 Catherine Dickinson, Chair       John K Muir, Secretary

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