NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED PRCSA 24 August 2004 MINUTES OF THE SEVENTH MEETING OF P.R. COMMUNITY AND STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA held at 5pm, 24 August 2004 in the Library at Sadleir House, 751 George St North, Peterborough, Ontario. P R E S E N T: Marisa Barnhart, Catherine Dickinson, Christopher Glover, Shantel Ivits, and John K Muir. R E G R E T S: David Tough 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 welcomed everyone. An agenda was agreed upon and discussion followed with Shantel Ivits agreeing to take meeting notes. Agenda Item 02. The minutes for PRCSA from 29 June 2004 and 27 July 2004 were presented. Marisa was thanked for providing notes for same. UPON A MOTION duly made seconded and carried unanimously, the minutes for PRCSA from 29 June 2004 and 27 July 2004 were approved as presented and amended. Agenda Item 03. Steward's Report It was reported that, renovations of Sadleir House are progressing in a timely manner and within budget. Tenants are beginning to move in. Richard Taylor (the PRCSA's lawyer) indicated that the house will likely be granted charitable status by about September 1, 2004. TUFA voted to lease space in Sadleir House but the TUFA's Executive disagreed. Currently, the agreement between PRCSA and TUFA is that they will pay $32,000 upfront to book their space and PRCSA will furnish it for them as a common room. The Steward suggested this was a positive change, as the furniture will belong to the PRCSA and is much needed. It was also suggested we ensure that TUFA had a good experience at Sadleir House so that they make use of the space after the current agreement expires. The was an inquiry about the tenancy of a student run computer consulting business It was reported that PIPCOM has had to bow out of being our ISP after the flooding of the downtown. We have make arrangements with Cogeco and service should be available to the building as of this evening. UPON A MOTION duly made seconded and carried unanimously, the Steward's report was accepted as presented. Agenda Item 04. Financial Update An overview of space rental agreements at Sadleir House was provided by the Steward. Currently, these agreements generate over $33,000/year indicating that the PRCSA is not only on target but doing better than budget projections. Agenda Item 05. Space Rental Overview & Artspace Three new tenants were introduced and proposed by the Steward: Artspace, the Centre for French Theory, and CESA. The consequences of accepting these three new tenants include bringing Sadleir House to full capacity, as well as the rearrangement of space in the former coach house. The lecture hall would host an art gallery and the proposed library would be deferred or relocated to the private dining room. A package was distributed containing the details of the lease agreements. Artspace has been housed in Sadleir House since being flooded out of their original space. They would like to stay in Suite 302 until December and will pay $370/month + GST. They will also book the former lecture hall for November and December as gallery space, at a rate of $950/month. Art can be mounted in the junior common room, but it will continue to be open for use. It was suggested that CESA be offered Suite 205, that the Centre for French Theory use Suite 306 and that Artspace use Suite 302 until December 2004 (or perhaps longer). These agreements would be positive for both our mandate and financial situation. It was reported that our standard one-year leases expire on 31 August. responded that August 31 was the expiry date. Some concern was expressed about how Artspace would secure their gallery, and it was explained that Artspace will control when the gallery would be opened or closed. It was expressed that although Sadleir House was originally intended to have some space still available in September, it will now be at full capacity because of circumstances related to the flood. It was noted that non-student space now exceeds student space in terms of square footage, however, it is understood the agreement with Artspace is temporary, common spaces will be used by students as well and if the square footage used by PRCSA is added to the aggregate student space, then student space exceeds non-student space. UPON A MOTION duly made seconded and carried unanimously, the tenancy of CESA, the Centre for French Theory, and Artspace was accepted as proposed and presented. Agenda Item 06. Loan for Interior Painting Work Helen Wallis is coordinating the painting of Sadleir House's interior. She will loan us the capital to complete the foyer at no interest. The labour will cost approximately $2,000 and the materials will be about $1,000. The foyer will be completed in September. As a result of Helen's kind gesture, volunteers who will be climbing tall ladders and are not insured need not be recruited, thus the Steward requested that the Board authorise him to accept the loan to complete the foyer. It was noted that there were still other higher priorities items to be accounted for, such as upgrading the fire alarms, and these will be paid for out of current operating revenues, with the loan to be paid back in the next fiscal year. UPON A MOTION duly made seconded and carried unanimously, the loan from Helen Wallis to PRCSA in the amount of $3,000 was approved and discussed. The Board recommended that for the next five years, no redecoration occur in the foyer. It was duly noted that Helen Wallis rocks! Agenda Item 07. Food and Bar Services Recommendations An early draft of the agreement between the PRCSA and Helen Marcellos as a possible food service provider was presented. The Steward proposed that food service be built up in stages. PRCSA would invest up to $5,000 in refitting the servery to function as a kitchen and bar. The health inspector stated that the kitchen needs at least a double sink. Fridges, stoves, etc. are also required. The PRCSA should also acquire a liquor license. The food service provider would be responsible for providing furnishing, utensils etc. and the dining hall will serve as a refectory. The PRCSA will still have access to the kitchen as it invested in the renovations. the food service provider would pay a fixed weekly fee for use of the kitchen during specific hours, as well as catering and bartending PRCSA events at a fixed hourly rate. The PRCSA would receive income from alcohol sales (except during restaurant hours) while she would receive income from food sales. This was felt to be generous on our part, but reasonable enough to give the food service provider a sustained interest in being at Sadleir House. It was recommended that the Board start to structure an agreement based on this, if it is within our zoning. It was recommended that the name "PRCSA" be used in the contract instead of "Sadleir House.", and that perhaps a seasonal approach to food services which takes into account reading breaks, Christmas break, and summer. It was also noted that there are particular tax costs related to the purchase and sale of alcohol, so if the food service provider should reimburse PRCSA for any tax liability. UPON A MOTION duly made seconded and carried unanimously, the Steward is to negotiate a contract with Helen Marcello relating to food and bar services as proposed. Agenda Item 08. Sadleir House Annual Lecture Series The Steward proposed the creation of a lecture series on the theme of liberal education and public life. It could be named after Darryl Bennett due to his devotion to Trent University. Perhaps Mr. Bennett could deliver the first lecture with the tradition to carry on with one lecture each year. It was noted that speakers are usually given an honorarium in the area of $1,000. It would also be fitting to have publicity surrounding the event and a dinner to honour the speaker. The Steward indicated that it is likely that Mr. Bennett would refuse remuneration, but for future speakers perhaps donations could be taken at the event. Due to limited capacity, there may have to be restricted admission and perhaps Trent Radio or Cogeco could broadcast the lectures. If the weather was appropriate, it could be held outside on the Sadleir House lawn. UPON A MOTION duly made seconded and carried unanimously, the Sadleir House Annual Lecture Series was approved as presented. Agenda Item 09. Any Other Business Board resignations. UPON A MOTION duly made seconded and carried unanimously, the resignations of Marisa Barnhart, Fraser Smith, and Matthew Naylor from the were accepted with regret. Best wishes were extended to all three. The prospect of a joint Trent Radio / PRCSA fundraiser to be held on Friday 01 Oct 04 was discussed. This overlaps with the TCSA sponsored "Head of the Trent" concert, however two different crowds would likely be attracted to each event so there should not be a conflict. It was added that a student event could be hosted on October 1st, followed by an alumni event on October 2nd. Finally, more students, alumni, and community members are needed for the PRCSA Board. A nominations and elections process was discussed. The next Meeting of the PRCSA Board was set for 5pm, 28 September 2004, at Sadleir House. There being no further business the meeting was adjourned. _____________________________ _____________________________ Catherine Dickinson, Chair John K Muir, Secretary [end]