DIRCS General Meeting – Minutes
May 2, 2016
Present: Roxanne McPhail (President), Ansa Matthews (Meeting Chair), Eli Hason, Suzette Cullen, Boyd Mackean, Lindsey Jennings, Stirling Fraser, Bethany Ireland, Renee Robichaud, Edward Kruk (Secretary)
Minutes: Edward Kruk
Call to order at 7:05 pm
1. Approval of December, 2015 and February 2016 Meeting Minutes
MOVED by Ansa Matthews, SECONDED Roxanne McPhail, that the Minutes of the December, 2015 and February 2016 General Meetings be approved. CARRIED.
2. Adoption of the Agenda
MOVED, by Ansa Matthews, SECONDED Eli Hason, that the Agenda for the General Meeting of May 2, 2016 be adopted. CARRIED.
Suzette Cullen reported that there is a current balance of $2,000 in the bank, and all outstanding bills have been paid.
The Comox Valley Regional District has passed its annual budget, and it is expected that DIRCS will hear about its grant this week. DIRCS does not expect to receive its $5,000 grant until July.
Lindsey Jennings was introduced as the new bookkeeper for DIRCS, and she will be responsible for both bookkeeping and hall bookings. She brings extensive bookkeeping and computer skills to the position. It was agreed that the bookkeeper be reimbursed at a rate of $25 per hour of work by DIRCS.
Stirling Fraser was warmly introduced as the new secretary for DIRCS; this will be Edward Kruk’s final meeting in the role of secretary.
MOVED, by Ansa Matthews, SECONDED Edward Kruk, that the Treasurer’s Report be accepted. CARRIED.
Roxanne McPhail reported on a number of items. Discussion followed in regard to hall and kitchen co-rental and the need for a set rental rate for such bookings. Second, Liquor Board rules are again being revised, and DIRCS will need to be brought up to speed in this regard. Ansa and Roxanne will be meeting with the RCMP in regard to these and other issues related to the hall.
Roxanne discussed the need for an article to be written for the Flagstone to clarify that DIRCS is not responsible to provide regular events at the hall other than fundraisers. DIRCS members are willing, however, to provide input and expertise to assist community members to stage events at the hall. A discussion followed about the need to revive DIRCS’ Entertainment Committee. A call for volunteers to participate on this committee will be part of the Flagstone article.
Finally, the need for a more secure entry into the sound room was discussed. This will be addressed at a future meeting.
MOVED, by Ansa Matthews, SECONDED Edward Kruk, that the President’s Report be accepted. CARRIED.
4. Continuing Business
Suzette Cullen reported that work on the roof (in regard to the solar project) will start on May 11, with Stacey Seabrook estimating that the work will be completed over a three day period.
Hall Annual Clean-up; Gravel
Twelve yards of crushed gravel has been ordered at a cost of $800 for the perimeter of the hall. Eli will talk with Grant (who will deliver the gravel)about the work. Volunteers have been recruited to spread the gravel. This will be part of the hall annual clean-up event.
For the annual hall clean-up, food for volunteers will be provided and Ron and Sheila will be contacted in this regard, as well as other potential volunteers to provide food. The hall clean-up event will take place on May 28.
Stirling Fraser will write an article for the Flagstone about the hall clean-up event.
New bookkeeper as bank signee
MOVED by Stirling Fraser, SECONDED Eli Hason, that Lindsey Jennings be added as a signing authority to the DIRCS accounts at the Union Bay Credit Union. CARRIED.
MOVED by Stirling Fraser, SECONDED Roxanne McPhail, that Patty O’Connell be removed as a signing authority to the DIRCS accounts at the Union Bay Credit Union. CARRIED.
5. New Business
“Day in the Field” Event: July Long Weekend
Eli Hason reported on plans to organize a “Day in the Field” event to be held as a DIRCS fundraiser on the back patio and field on the Canada Day long weekend, on Saturday. This will involve a range of musicians, food booths and carts, and various entertainments, and will take place over the course of one day. Eli will liaise with the softball league in regard to planning for the day, as well as with the Fire Department (to schedule the event around the Pancake Breakfast). El will write an article with a call for vendors for the Flagstone.
This will be a DIRCS-sanctioned event and a fundraiser for the hall.
MOVED, by Ansa Matthews, SECONDED Suzette Cullen, that the meeting be adjourned. CARRIED.
Next Meeting to be held Monday June 6, 7pm, Back Hall.
Meeting Adjourned at 8:45 p.m.