NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED
PRCSA                                                           17 June 2004
   MINUTES OF THE FOURTH MEETING OF P.R. COMMUNITY AND STUDENT ASSOCIATION
   (SADLEIR HOUSE FACILITY) o/a PRCSA held at 5pm, 17 June 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 PRCSA from 06 May 2004.

UPON A MOTION duly made seconded and carried unanimously, the minutes for
PRCSA from 06 May 04 were approved as presented and amended.

Agenda Item 03. Board Governance.
a) Discussion followed regarding the Board's Mandate and a Self Review
process. Issues discussed included, thoughts about decision-making ability,
authority, responsibilities and powers; how and where the "Board" fits in;
"who does what?"; a nominations policy; and Board development.  It was
decided that these discussions would continue at a later time.

b) Establishment of regular meeting dates and times.
UPON A MOTION duly made seconded and carried unanimously, the PRCSA Board
will hold regular meetings on the fourth Tuesday of each month at 5:30 pm.

c) Appointment of new directors.
The President reported that a recruitment to fill vacancies on the Board was
underway. A list of names of people contacted was circulated.  The deadline
for their response is 25 June 2004, with appointment to follow at the next
Meeting.

Agenda Item 04. Steward's Report (see attached)
The Steward presented a written report and thereafter answered questions.

In regards to the site plan agreement with the City of Peterborough; the PRCSA
will complete all necessary arrangements for parking etc by 31 Sept 2005; the
agreement provides for a lease agreement with the City for the fence running
along George Street; a road widening arrangement; and a surety letter of
credit or cash in lieu of same for $5,000.

There was a suggestion to try to obtain a completion extension to 30 June
2006, however, it was noted that time is of the essence in executing the
agreement, and the Steward will be entrusted to properly judge how to
proceed.

UPON A MOTION duly made seconded and carried unanimously, the site plan
agreement with the City of Peterborough was approved as presented and
amended.

It was noted that; a quotation for roof repairs was scheduled to be presented
at the next Meeting.

Information was further shared regarding; a heritage designation; potential
catering options; the rescue and return of pianos; and the hiring process for
the HRDC funded summer position.

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

Agenda Item 05. Financial Update (see attached)
The Secretary/Treasurer presented the financial statements.

UPON A MOTION duly made seconded and carried unanimously, the financial
statements as prepared by the bookkeeper to 31 May 2004 were accepted.

06. Report on Lease Agreements & Approval of Draft Lease Agreement(s)
      (see attached)
a) Space Rental Overview
It was noted that; COIN will not be joining us; a lease for the Centre for
French Theory is under consideration; and an allocation of space for food
service arrangements was still being worked out.

b) Draft Lessee Indenture
A draft document was presented and discussed.  Do we want to formalise taking
out garbage, and other domestic arrangements? It was decided that what is
being represented, is in the best interest of the building and could be
charaterised as a "Developmental Lease"

UPON A MOTION duly made seconded and carried unanimously, the draft lease
document was approved in principle.

Agenda Item 07. Staffing Report
a) Convenor's Job Description
The Steward presented a proposed Convenor's Job description.

UPON A MOTION duly made seconded and carried unanimously, the job description
for the position of Convenor was approved.

It was noted and decided that PRCSA will pursue partnering application led by
Trent Radio for a HRSDC JCP application for a developmental Convenor's
position.

Agenda Item 08. Any other business.
a) The old safe. In response to a request from the brothers Moloney, it was
decided to pursue giving the large old fashioned, and fairly impractical
safe, located at present in the basement, to them.  Due diligence requires
the making of some estimate of value, however, it is not expected to be
significant.  The Steward will report on this as the situation develops.

b) Internet and Telephone services.
UPON A MOTION duly made seconded and carried unanimously, John Muir is
authorised to make arrangements for internet and phone service to Sadleir
House, in concert with the Steward.

There being no further business the Meeting was adjourned at 7:20pm.


_____________________________    _____________________________
 Catherine Dickinson, Chair       John K Muir, Secretary

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