DIRCS General Meeting – Minutes
November 2nd, 2015
Present: Roxanne McPhail (President), Ansa Matthews (Meeting Chair), Keelan Gamble, Suzette Cullen, Sheila Nopper, Tim Jeffrey, Bev Hollingsworth, Kathy Rieder, Boyd Mackean, Edward Kruk
Minutes: Edward Kruk
Call to order at 7:06 pm
1. Approval of Meeting Guidelines
MOVED, by Ansa Matthews, SECONDED Sheila Nopper, that the previously-adopted meeting guidelines continue to be in effect, with one revision, as follows: all motions to be made at each meeting be distributed 2 weeks in advance of each general meeting; there be a 2 hour cap to DIRCS meetings; that a speaker’s list be followed. “Respectful behaviour” will be a collective responsibility of meeting participants. CARRIED.
2. Adoption of the Minutes of October 5th, 2015
MOVED, by Ansa Matthews, SECONDED Suzette Cullen, that the Minutes of the October 5th, 2015 meeting be approved, with one amendment (from Sheila Nopper), as follows: “Shiela Nopper will be heading up the Rental Agreement Review Committee, and will present a new draft of the rental agreement to the board,” To be replaced with: “As a participant on the Rental Contract Review Committee, Sheila Nopper will prepare a draft editorial revision of the current rental contract, except for those sections related to alcohol events and no alcohol/all ages dances.” CARRIED.
3. Adoption of the Minutes of June 1st, 2015
MOVED, by Ansa Matthews, SECONDED Suzette Cullen, that the Minutes of the October 5th, 2015 meeting be approved. CARRIED.
Edward Kruk will ensure that a hard copy of DIRCS General Meeting Minutes be placed in the Library DIRCS binder.
4. Adoption of the Agenda
MOVED, by Ansa Matthews, SECONDED Tim Jeffrey, that the Agenda for the General Meeting of Nov. 2, 2015 be adopted. CARRIED.
It was announced that the Denman Island Readers and Writers Festival will be donating a new film screen for the hall.
Edward Kruk sent a letter to John Tayless on behalf of DIRCS thanking him for his generous donation of an outdoor canopy to DIRCS.
Suzette Cullen reported that there is a current balance of about $12,000 in the bank. The bank loan of $3,200 will be fully paid by June, 2016. Suzette Cullen will speak to the Credit Union regarding terms of keeping the DIRCS line of credit open with the bank. She will be submitting the annual budget to CVRD shortly.
$6,000 worth of additional kitchen renovation receipts have been submitted. Kitchen renovations are proceeding and the new propane stove should be delivered by Nov. 15.
Halloween firework general store donations amounted to $166, and a donation from the Fire Department of $300 is forthcoming. (The total cost for fireworks was $800.)
Over 25 pies were donated and consumed during the Kids Halloween event. Ansa Matthews will forward thank you letters to those who donated pies. He will also encourage the group that donated the pies to continue this tradition in the future. There was an additional $130 in donations by community members for the pies.
MOVED, by Ansa Matthews, SECONDED Sheila Nopper, that the Treasurer’s Report be accepted. CARRIED.
Kathy Rieder flagged that events booked on back-to-back dates can sometimes create a problem for the janitor, and it was agreed that DIRCS will have to establish some new policies and procedures in this regard as hall rentals are expected to increase after the kitchen upgrades.
Kathy has also completed shopping for cleaning and other supplies for the hall.
MOVED, by Ansa Matthews, SECONDED Suzette Cullen, that the Janitor’s Report be accepted. CARRIED.
Roxanne McPhail reported on the very successful Halloween Cabaret and dance. She is preparing a formal thank you to the many volunteers that made the event such a success in the Grapevine. She is also preparing, together with Vali Majd, an article on security problems that sometimes arise during licensed events at the hall, to discourage people from bringing liquor to these events. Liquor board inspectors sometimes attend events to ensure compliance with liquor board regulations, such as checking of ID’s. It is imperative that community members support DIRCS in its staging of events by complying with liquor board regulations. Roxanne will circulate a draft of the article to DIRCS board members.
8. Committee Reports
Suzette Cullen will prepare a full report on the Halloween event. Gross receipts amounted to $3,700, with a profit to DIRCS of $1,800, thanks to the many performers who volunteered for the event. Many individuals donated time and money to this event.
Forthcoming events include the Christmas Dinner on Dec. 13 and the New Years Eve dance. Kathy has prepared a written summary of tasks for the Christmas Dinner. There is a Christmas Dinner organizing group that has coordinated the event for many years, and will continue to do so. It was agreed that the DIRCS membership list should be used to solicit volunteers for hall events, and Suzette is willing to take on the task of soliciting volunteers. Roxanne suggested that the Parents’ Committee at the Community School may wish to send a representative to act as adviser regarding needed volunteers for the Christmas Dinner.
The events Committee will be discussing coordination of the New Years Eve Dance, including obtaining a liquor license, and article for Flagstone/Grapevine.
9. Continuing Business
It was decided to dedicate one future general meeting to this topic, and this will be discussed at the next meeting. Sheila presented a draft edit of the rental agreement, with a new checklist of what renters need to do in the hall rental process.
A discussion about the need for more efficient use and organization of storage space focused on the janitor’s closet and the back hall upstairs office room. It was felt that better organization is needed as well as more room for office space. Kathy Rieder has moved some of the equipment from upstairs to downstairs to make it more accessible. Several members felt that more can be done in regard to tidying up/organizing/sectioning off the upstairs room, and that much of what is stored in that room (ie janitor’s materials) could be stored in the janitor’s closet. Some felt that shelving is needed in the janitor’s closet. It is clear that space is tight in the hall, but Bev noted that many materials used by the hall are in fact stored elsewhere, such as the Old School. The need for locking storage rooms was also mentioned. It was agreed that the discussion about better organization and use of storage space will be ongoing.
10. New Business
A fundraiser for a Courtenay non-profit group will be held on Dec. 11. Kel Kelly and Tina Filippino have requested a rent reduction from $50 to $25 for this event.
MOVED, by Ansa Matthews, SECONDED Keelan Gamble, that the rent reduction request be granted. CARRIED.
Next Meeting to be held Monday December 7th, 7pm, Back Hall.
Meeting Adjourned at 8:41 p.m.