NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED NOT APPROVED
PRCSA                                                       28 September 2004

   MINUTES OF THE EIGHTH MEETING OF P.R. COMMUNITY AND STUDENT ASSOCIATION
   (SADLEIR HOUSE FACILITY} o/a PRCSA held at 5pm, 28 September, 2004 in 
   the Harry Hobbs Memorial Library at Sadleir House, 751 George Street 
   North, Peterborough, Ontario. 

P R E S E N T: John Muir, Catharine Dickinson, David Tough, Chris Glover, and 
               Shantel Ivits. 

R E G R E T S: none.

Also Present: Derrick McIntosh, Steward.

The meeting was called to order with Catherine Dickinson acting as Chair and 
Shantel Ivits 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.

Agenda Item 02. The minutes for PRCSA from 24 August 2004 were presented. 

UPON A MOTION duly made, seconded and carried unanimously the minutes for 
PRCSA from 24 August 2004 were approved as presented. 

Agenda Item 03. Steward's Report
Approximately 50% of the scheduled exterior repairs were reported to be 
complete. Due to extra repairs not anticipated in the original agreement, the 
completion date has been extended to the end of October. 

The food service agreement for Sadleir House continues to develop. Major 
purchases for the kitchen have been made within the projected costs of 
approximately $5,000. The Steward anticipates that with the lack of food 
services at Gzowski College on Argyle Street, in combination with in-house 
traffic and special events, a successful food service could develop. It was 
reported that food service might be available in October.

The painting in the foyer was reported to be complete. Wheelchair ramp designs 
are underway for the entrance outside the foyer. Repairs are required for the 
boiler in the kitchen, although replacement of the entire unit might reduce 
future heating costs. Derrick is looking into associated costs. 

With regards to occupancy, Sadleir House is now full. This may change in 
January. An agreement has been reached with TUFA in which contemplated monies 
will come through, although TUFA will not occupy their space continuously. 

The charitable status of the corporation was obtained within an impressive 
three and a half months, with Professor Symons making the first gift.  Sadleir 
House has the distinction of being the only organisation with charitable 
status who owns a heritage building in Peterborough. Questions arose is 
respect of whether this would result in a aggregating reduction of municipal 
taxes.  It was suggested at least 20% reduction, remembering that some 
charitable organisations receive full tax-exemption.  A question arose as to 
whether heritage status put any restrictions on renovations to the house, 
with the answer that such restrictions would chiefly apply to the exterior of 
the building, and changes would require the approval of the Heritage Committee 
of Peterborough or the City Council. It was felt that because all parties 
involved have shared and mutual interests, no conflicts need be anticipated. 

The question arose as to whether the change to charitable status had affected 
any of the loans given to the organisation,. with the reply that the largest 
creditors had been contacted and all had been interested in converting their 
loans into charitable donations.  It was also noted that a charitable receipt 
will be made to the Sadleir House vendor for the donation of some certain 
lands. 

In fundraising matters, a fundraising committee has been envisioned but is not 
yet active. The Chair expressed interest in getting this underway. 
An annual fundraising dinner in the Spring was suggested and it was thought 
that this could be related to the Bennett Lectures. 

It was announced that there would be an Academic Planning Committee meeting 
the following day. 

It was noted that the Steward's apartment would be more commodious if the 
kitchen was completed.  This is estimated to cost $1,500 to $2,000.  It was 
suggested that such renovations to the apartment might be required for the 
organization to attract future stewards. 

It was noted at this time that Sadleir House was on the cover of the 
Peterborough Examiner recently. 

UPON A MOTION duly made, seconded and carried unanimously Steward's Report was 
approved as presented. 

Agenda Item 04. Financial Update
The Treasurer a preliminary comparative financial statements for PRCSA. 
In October, the Treasurer and the Steward plan to meet our auditor to complete 
the first financial review. It was noted that a list of any outstanding 
accounts payable or receivable items from the last fiscal year will be 
prepared by the Steward for the Treasurer so they may be entered in the books 
of the organisation. 

Agenda Item 05. Artspace Fundraiser
Artspace had requested that they be allowed to hold their own special 
occasions permit to sell liquor for their fundraising event. Although there 
was some concern as the whether this might set a precedent, this is mitigated 
that it would not be an issue once PRCSA obtains its own permanent license. 
All were in agreement to let Artspace pursue this avenue. 

Agenda Item 06. AOB 
It was noted that a Board resignation has left the organisation short of 
a signing officer and Vice-Chair. It was agreed this be rectified at the next 
Meeting. 

The next Meeting of the PRCSA Board was set for October 19 at 4:30pm 
at Sadleir House.

UPON A MOTION made by Shantel and seconded, and carried, the meeting was 
adjourned. 


______________________________   ______________________________
 C Dickinson President/Chair      J K Muir Secretary/Treasurer

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