ABOUT    CALENDAR    HALL EXPANSION    BULLETINS

   HALL BOOKING    OFFICE    MEMBERSHIP

   CONTACT    PHOTOS

Forbes Hall Expansion & Upgrade

INFORMATION BULLETINS

These bulletins will be printed below in descending order, following those posted on the TICA homepage.
For photos of the project as it proceeds, go to the Blog Gallery

Bulletin No. 36, September 29, 2020

Forbes Hall Vote Results / Thank You

On Saturday a vote was held by the TICA membership to make the important decision to allow borrowing to fund the completion of the Forbes Hall Expansion.

There were 131 ballots cast, and a ?rds majority (67%) for approval was needed for the motion to pass, therefore there would need to be at least 88 members approving the motion.

Final count was 104 - Yes, and 27 - No; this meant that 79% approved the motion, and the motion passed.

Thank you to all of those who came out on Saturday to make this important decision.

Thank you to all of those volunteers who set up and took down all the equipment, to those who managed all the voting protocols, and those who were on hand at the meeting making sure all participants were registered, and were on hand to answer the many questions.

It was a long day of voting, and the patience and kindness of everyone was appreciated.

Thank you
TICA Board

Back to the top of the page

 

Bulletin No. 35, September 26, 2020

Forbes Hall Expansion: Fundraising Update

Fundraising Campaign - start July 2020

Goal     $595,000
Amount Raised     $237,058
$183,738 received
$53,320 pledged pledged

Therefore:
Amount left to be raised
for the completion of Forbes Hall     $357,942
Total Project Estimate     $1,967,569
Total Raised to date     $1,609,627

Thank-you
Communication & Engagement Committee for TICA

Back to the top of the page

 

Bulletin No. 34, September 12, 2020

Forbes Hall Expansion

Fundraising Campaign - start July 2020

Goal     $595,000
Amount Raised     $228,032
$79,512 received
$148,520 pledged

Therefore:
Amount left to be raised
for the completion of Forbes Hall     $366,968
Total Project Cost     $1,967,569
Total Raised to date     $1,600,601
Thank you!
Provided by: Communication and Engagement Committee for TICA

Back to the top of the page

 

Bulletin No. 33, September 10, 2020

FORBES HALL EXPANSION UPDATE: CONSTRUCTION

The calendar flipped to a new page, and we are already in mid-September.  How did that happen so quickly?  The hall is currently being sided, the final painting of soffits is underway, and with the metal siding arriving this week, the project moves forward towards the completion of the exterior.  The outward appearance of Forbes Hall is changing before our eyes, and it is great to see something other than plywood and house-wrap.  The crew is so dedicated to doing good work, which is a true reflection on the capable abilities and leadership shown by Michel Poirier.

Excavation for the septic tanks has been completed with the new tanks installed.  It was important to get the tanks into the massive holes before the fall rains arrive.  All remaining work on the septic field can be completed later.  The change in weather is going to come eventually, and getting most of the outside work done, as well as getting Forbes Hall to lock-up, is imperative.

All expenditures are weighed between the best choice for the years to come, logistics, design, and budgeted costs.  Many of the early estimates of last spring now show increased material costs. These cost-increases all require reduced spending within Phases that have not yet begun, a reality to be contended with.  We are thankful that the majority of the build behind us, as these are not easy decisions.  The finalizing of materials that may seem inconsequential in the overall scheme of things, such as the type of doors, are given full consideration every step of the way.  Timing is everything, as critical decisions are made for items where it makes the most sense to spend money on now, and changing their scheduled place within the original phasing, as sometimes changing the order creates a more efficient build.  All of this is part of the ongoing work that happens behind the scenes.

Finishing the hall is now within sight.  These months without Forbes Hall have created tears in our social fabric.  The community's support is integral in the completion of the project.  Having the hall available once again will be of great benefit to the community, even with the COVID protocols in place, we will be once again be able to gather.

Tours continue to be held:
Please contact Ann Dickie, Teresa Moore, Tatiana Nemchin, Ellen Rush, or Don Sinclair if you'd like to book a tour on a weekend or late afternoon through September.  Project Committee members will walk you through the hall and answer any questions you may have.

Thank you to our crew, Michel, Chad, Liam, Mark, and Mike, we appreciate your days on the project and the professionalism of your work.

Thetis Island Community Association
Forbes Hall Expansion Project - Moving Forward Thanks to Our Community.

Back to the top of the page

 

Bulletin No. 32, September 5, 2020

Forbes Hall Expansion: Fundraising Update

Fundraising Campaign - start July 2020

Goal     $595,000
Amount Raised     106,632
July 1 to Sept 5
Total Project Cost     $1,967,569
Total Raised to date     1,479,201
Amount left to be raised for
the completion of Forbes Hall		     $488,368
Provided by: Communication and Engagement Committee for TICA

Back to the top of the page

 

Bulletin No. 31, August 29, 2020

Fundraising Campaign - start July 2020

Goal     $595,000
Amount Raised     91,032
July 1 to Aug 22
Total Project Cost     $1,967,569
Total Raised to date     1,463,601
Amount left to be raised for
the completion of Forbes Hall		     $503,968
Forbes Hall Expansion Committee

Back to the top of the page

 

Bulletin No. 30, August 27, 2020

FORBES HALL EXPANSION UPDATE: CONSTRUCTION & FUNDRAISING

It's late summer now, and the crew is working steadily getting the exterior of the building, and some earthworks, completed before the weather changes in the fall. The soffits are almost complete, and the siding materials are arriving as scheduled.

There is a two-week delay on the windows, as Thermo-Proof, our supplier, moved operations to Cobble Hill. The new arrival date for the first set of windows is now October 2nd. Both the Hardy siding and the metal siding can be applied before the windows, so it may not cause too much of a delay for exterior completion.

What's Next?

TICA sought donations and pledges towards the $595,000 needed to complete the hall. To date, the campaign has raised $59,672 in donations, and $29,340 in pledges, for a total of $89,012. With the donations and paid pledges received, we can set in motion the rough in of the electrical. We await finalization of the mechanical contract.

All preparations for installation of the septic are complete and the tanks will be installed next Tuesday.

Know that the project will continue to proceed as funds become available to cover costs.

The Fund Development Committee has restarted talks with Local Lenders and is actively working with three different Commercial Lenders to investigate our options to borrow for completion.

Volunteers:

There will be some onsite painting of soffit material coming up, so please give Greg Gall a call if you want to participate. The volunteers are a fun team, and their work is such an important part of this project. To date, volunteers have provided 493.5 hours of on-site service to their community.

Tours are Ongoing:

Contact Ann Dickie, Teresa Moore, Tatiana Nemchin, Ellen Rush, or Don Sinclair if you'd like to book a tour on a weekend or late afternoon through September. Project Management Team members Doug Darling or Ann Dickie will walk you through the hall and answer any questions you may have.

Thank you, once again, to our amazing crew, Michel, Chad, Liam, Mark, and Mike. You are doing great work getting our much-loved Forbes Hall closer to completion.

Thetis Island Community Association
Forbes Hall Expansion Project - Moving Forward Thanks to Our Community

Back to the top of the page

 

Bulletin No. 29, August 22, 2020

Forbes Hall Expansion Update: Fundraising Campaign

Fundraising Campaign - start July 2020
Goal      $595,000
Amount Raised      87,512
 

July 1 to Aug 22
Total Project Cost      $1,967,569
Total Raised to date      1,460,081
Amount left to be raised
for the completion of Forbes Hall		      $507,488

In late July, TICA sent out a request for financial support to complete the Forbes Hall Project. Already, there has been $58,672 received in direct donations, and $28,840 pledged, either monthly or annually for 1 to 5 years, for a combined total of $87,512. This is a remarkable show of generosity and support, and we sincerely thank all who contributed.

Thank you for returning donations and/or pledge forms by August 20th. The response was important for planning purposes for the completion of Forbes Hall.

However, the Campaign continues! There remains $507,488 to be raised or sourced, and we encourage those who have not yet contributed to please consider a donation or pledge, as every dollar counts, and every pledge makes a difference. How to donate: ASK Donation Form. We encourage you to show your support through contributions.

For those who choose to pledge monthly, please check with your financial institution, as many provide recurring monthly auto-transfers, which will provide you with an easy way to make your monthly payment.

We are sincerely grateful to those who donated and pledged towards this project. By contributing, you show support for the Hall as the heart of our community, where we will once again gather in so many different ways. The momentum created is inspiring, and energizes the desire and belief in the renewal of Forbes Hall.

Back to the top of the page

 

Bulletin No. 28, August 7, 2020

July 28th letter from TICA

To all members, friends, and families of the Thetis Island Community,

I am writing to ask for your financial support to complete the expansion of Forbes Hall.

Forty years ago, the Forbes sisters gifted a parcel of land to our community with the dream of a future community hall; remarkable generosity from one of the earliest of Thetis Island families. Within a few years, Thetis Islanders, with their can-do spirit, built the original Forbes Hall. For many years the Hall served the community well and provided us with a place to gather, create, play, perform, pray, eat, exercise, & plan; both socially and within different societies and groups. In 2017 the community took on a significant undertaking by launching the Forbes Hall Expansion Project, with both local and other financial support. Even in this extraordinary time, the same generosity and can-do spirit that gave us the original hall continue to be evident with the energetic rebuild of Forbes Hall.

Construction: The initial construction process was challenging, with difficulties and delays. Recognizing this, a course of adjustment was made, and in late March, TICA hired local builder Michel Poirier of Poirier Custom Homes. Over the past few months, the building site has been a hive of activity with the beautiful new hall quickly emerging. Many have given their time and expertise to move the project to this point, and the momentum continues with volunteers at work on the job site, and behind the scenes. Several islanders brought forward ideas for change; some of these have been adopted to make a more cost-effective and sustainable building. The new design meets the expressed needs of our community, both for the present and well into the future.

For more clarity in budgeting and to provide the community with timely updates, planning (April 1 - Completion) has been broken down into phases. Phases 1 - 3 are now complete, and the exterior (Phase 4) will be mostly complete by mid-September.

Funding: (to July 15, 2020) Work will continue until the funds are gone. Of the $1,372,569 raised and committed, $1,207,535 has been spent, with $165,034 remaining. These remaining funds will take the project through to the end of Phase 4. Without sufficient funds, construction stops. To complete the Hall we must raise $591,966. For this reason, we are asking for your donation now. Please see the attached Donation sheet, which outlines many ways you can give. Whichever method you choose, your response needs to be returned by August 20, 2020.

Forbes Hall is one of only two community run and funded halls in the coastal region that have been built and maintained without tax dollars. Our new Forbes Hall will be an enlivening, vibrant, and welcoming space that is available and accessible to all islanders.

Thank you for your generosity and support and I look forward to welcoming you all into our new expanded community hall.

Sincerely,
Ron Bannister
President

 

Donate and/or Pledge to Support the Completion of Forbes Hall

There are many ways to donate or pledge. Find one that works for you, and be part of the completion of Forbes Hall. Remember, the Thetis Island Community Association is a registered charity, and tax receipts will be issued for all donations $25.00 and over.

1. Make a one-time donation now to TICA.
This will go directly to continue the work on the project and contribute towards the completion of the hall.

2. Pledge monthly, for a year or longer.

3. Pledge to donate for this year or for long-term giving.
Monthly or yearly: your gift will continue to fund Forbes Hall in the future. If enough interest is shown in monthly giving, an auto-payment system will be considered to make it even easier for giving.

Link to the form to include with your donation - Please return form by August 20, 2020 to:
TICA - PO Box 14-0 - Thetis Is BC - V0R 2Y0

E-mail: hall@thetisisland.net or tica@thetisisland.net
Website: forbeshall.ca

 
Communication & Engagement Committee

Members:       Teresa Moore
Ann Dickie       Ellen Rush
Tatiana Nemchin       Don Sinclair

This letter and attached information is also available in PDF format here.

Back to the top of the page

 

Bulletin No. 27, August 6, 2020

FORBES HALL EXPANSION UPDATE: Construction

The construction crew has returned from its brief time off and is completing the finishing touches to the roof, snow guards, flashing, and ridge-cap. The pre-finished tongue and groove soffits are on-site and ready for installation. In the Assembly Hall, the bulkhead for acoustic improvement and air-ducts will be built, insulated, and drywall applied behind the chase.

In late July, two inspections were completed and approved. First, and critical to the progress of the build, Herold Engineering did the structural inspection. Diligence to detail has paid off. The structural components were approved, and Herold Engineering has signed-off on the project. The documents are in-hand and confirm that the project meets all of the stringent requirements laid out for a build of this type. Secondly, the plumbing rough-in was both inspected and approved by the CVRD Building Inspector.

Two mechanical contractors have recently reviewed the building and construction plans to design-build a heating and cooling system. The original contract estimate from 2019 was staggering, and we did not accept that the system designed by the mechanical engineers would be affordable or appropriate for the use of the Hall in the long term. It was fortunate that there was time to step back and review all types of heating and have had several islanders contribute exhaustive work regarding the HVAC system. We are waiting for the recent designs and estimates.

The HVAC system is one of the most expensive components of the project, and its design will impact the sustainability of the Hall for the future. With a fresh look at its design, we are optimistic that a design-build system will prove to be not only innovative but cost-effective as well. The HVAC system must provide heating, air movement, fresh air intake, heat recovery, sustainable operating costs, and appropriate heating for different activities.

Thank-You...

Genevieve Poirier, Michel and Lynda Poirier's daughter, volunteered to create the rendering of the new exterior design of the Hall. The image heads the request letter sent out by TICA. Many thanks, Genevieve, for incorporating so many small details in this new image, it depicts an uplifting and very useable space.

Thank-you to Michel Poirier and his crew, Chad, Liam, Mark, and Mike; they do an excellent job, and their attention to detail has kept the project moving and built to the high standards this building requires.

Volunteers:

Construction volunteers continue to work on-site, regularly. They are a significant help to the project, and we sincerely thank them. If you'd like to volunteer at the work-site, please contact Greg Gall. To date, volunteers have provided 466.5 hours of on-site service to their community.

Committees: Ready to Join?

The Forbes Hall Expansion Project is now being managed and assisted by three committees, with specific tasks assigned to each. If you are interested in joining a committee, please contact any committee member.

Don't be shy!

Contact Ann Dickie, Teresa Moore, Tatiana Nemchin, Ellen Rush, or Don Sinclair if you'd like to book a tour on a weekend or late afternoon through August. Project Management Team members Doug Darling or Ann Dickie will walk you through the hall and answer any questions you may have. See the building for yourself, and imagine the future!

Correction:

In the recent TICA letter to the community there is a typo. Please note that on the first page of pie charts, in the text box "Initial Work" should show $930,535 and not $930,545 as shown. Sorry for any confusion created.

Forbes Hall Expansion Project - Moving Forward Thanks to Our Community.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 26, August 5, 2020

Forbes Hall Expansion Update: Committees

In early April, it became apparent that the Forbes Hall Expansion Project required very specific committees to keep the Hall project moving along to a successful completion. To date, three committees have been formed.

PMT = Project Management Team

This team works directly with Michel Poirier of Poirier Custom Homes, and Peter de Hoog (Project Facilitator and our new RCP), dHK Architects (whom Peter is affiliated with) has taken over as Architect of Record for the project. The team has weekly on-site meetings, and stays abreast of the project in real time, makes time sensitive decisions, and provides critical information to the TICA Board, and other Committees, necessary to the successful completion of the Forbes Hall Project.
Members: Carolyn Askew, Ron Bannister, Doug Darling, & Ann Dickie

CEC = Communication & Engagement Committee

This committee develops communications to inform the TICA membership and the general public about the project. Working in association with the TICA Board and other committees, its goal is to keep the public up to date with information, encourage participation in the project, and to seek individual donations necessary for the successful completion of Forbes Hall.
Members: Ann Dickie, Teresa Moore, Tatiana Nemchin, Ellen Rush, & Don Sinclair

FDC = Fund Development Committee

This committee has recently been formed to pursue grants, investigate commercial non-profit borrowing, and re-initiate and further develop the local lenders program. As well, the Fund Development Committee will search for available funding from any other sources. The committee will develop a non-profit business plan, work jointly with the CEC, and assist the TICA Board in financial planning. Again, the goal is for a successful completion of Forbes Hall.
Members: Carolyn Askew, Paul Duncan, & Anne-Marie Koeppen

Back to the top of the page

 

Bulletin No.25, July 31, 2020

Forbes Hall Expansion Update: Committees

Looking forward. Moving forward.

As the Forbes Hall Expansion moves into the next phase of construction, new committees are being struck to see the Expansion through to completion and beyond.

Communication and Engagement Committee

The Communication and Engagement Committee (CEC) was formed in May to develop a Communication and Engagement plan to support the Forbes Hall Expansion Project and to encourage Community participation.

The function of the committee is to gather and communicate accurate and relevant information in a timely manner to all stakeholders through Public & Membership postings. The committee is also tasked with strategizing and creating opportunities for community interaction regarding the project.

The Committee consists of members Ann Dickie, Teresa Moore, Tatiana Nemchin, Ellen Rush and Don Sinclair.

New Committees

New committees are being formed to meet present and future planning needs in preparation for when the new hall opens and when we will be able to gather there once again. The Fund Development Committee (FDC) is currently seeking members to support fund development efforts. Experience with grant writing or commercial lending would be helpful, but not necessary.

Should you be interested in joining the Fund Development Committee please contact Carolyn Askew at 1-604-209-4939.

Information about new committee opportunities will be announced on e-spokes, thetisposts.ca, and Thetis Island Community Posts FB Page.

If participating on a Committee and sharing your skills and passion calls to you please e-mail: hall@thetisisland.net to learn more.

Back to the top of the page

 

Back to the top of the page

 

Bulletin No. 24, July 24, 2020

FORBES HALL EXPANSION UPDATE

Walking up the stairs and entering the new space has been exciting for all of those who have turned out to tour.  It creates a feeling of having arrived and being welcomed to somewhere familiar.

The build is undergoing its final structural inspection this week, which is a milestone for both the project and the crew.  The roof is installed, with some flashing, ridge cap, and barge boards being finished.  The skylights have been installed, and bring a lovely light into the new spaces.  The window and door package, and the siding package, are being finalized, and the orders completed.  The plumbers will be completing their rough-in work for inspection by the Building Inspector.  Upcoming: the arrival of gutters, and the installation of the tongue and groove soffits, which will surround the whole of the building.

There has been an organizational change to the project.  Architect Angela Quek, who has been with the project since June of 2018, has withdrawn her services.  The firm dHK Architects (Peter de Hoog's firm) will be taking over the CRP position and as Architect of Record.  This will be a smooth transition, and we do not see it holding up construction at all.

While starting at 7:00 am each day to beat the heat, the crew has been hard at work constructing an amazing building.  Michel, Liam, Chad and Mark, your community thanks you!  Please note: the crew will be off on a well-deserved break until August 3rd.

Construction volunteers continue to regularly work on-site.  Their participation is a huge help to the project, and we sincerely thank them.  Anyone wanting to participate by volunteering at the work-site should contact Greg Gall.  To date, volunteers have provided 486 hours of on-site service (equivalent to $12,150) to our community. Are you interested in getting involved with the project?  There are a few committees that will be working on several aspects including funding, community engagement, and future planning.  If you are energized and ready to participate, we'd love to hear from you.  Please contact Kathleen Thompson or Teresa Moore.  Committee meetings are held in spaces that allow for physical distancing at all times.

Come have a look around, see what all the excitement is about!  Contact Ann Dickie to arrange a time to tour.

Note: Watch your mailbox for an important letter from TICA.  The sharing of information is critical to the completion of Forbes Hall.  If you haven't received the document package by early August, please contact Ellen Rush or Teresa Moore, or go online to forbeshall.ca or thetisposts.ca.  There will also be a link sent out by e-spokes.  The intention is to provide the community with important information regarding the project and for individuals to understand what is needed to get us all back in the hall.

Forbes Hall Expansion Project - Moving Forward Thanks to Our Community.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 23, June 24, 2020

FORBES HALL EXPANSION UPDATE

Forbes Hall has its new trusses installed and sheathed, and the new design is both beautiful and engaging.  With the entry patio now covered, it is easy to imagine how the newly created space will work for the community, out of the weather, and into a welcoming and inclusive space.

The roofing arrived on Wednesday and within the next couple of weeks, the final trusses over doorways and the remaining beams will be installed.  Installation of the metal roofing will start immediately in concurrence with the other work.  This is an important step in the project, as once it is complete the trades will be able to work on the mechanical and electrical rough-ins.  Quotes for the exterior door and window package are actively being sought, and getting that piece determined will allow the order to be confirmed.  The next couple of months are going to continue to be very busy on-site, and the plan is to have the exterior complete by the end of the summer.

TICA has just been awarded a grant from Mid-Island Co-op for $1515 to help fund kitchen appliances.  This will be very helpful in the equipping of the new kitchen; we thank them for their contribution to local organizations.

Starting this weekend scheduled site tours are being offered.  Please contact Ann Dickie at dickie.ann@gmail.com or at 250-246-4079 to reserve a space on one of two tours.  A knowledgeable volunteer will lead you through the newly configured hall and answer your questions.

We continue to urge that people do not drop in, talk to the workers, ask questions, or stall work.  It is important to observe that this is an active worksite and crews are working in difficult and often dangerous situations.  Please stay behind the provided fencing and well away from the site on those sides without fencing.  No vehicles, except those of people who are working on-site, are allowed.  Any questions or suggestions regarding the project must be directed to Doug Darling at 250-210-4042, and he will confer with Michel at an appropriate time.

Individuals wanting to add their name to the volunteer call-out list should contact Volunteer Coordinator Greg Gall directly at gnp.gall@gmail.com.  To date, 16 volunteers have contributed 344 hours of volunteer work to the Project.

Remember that as much as we appreciate the help, that no volunteer "Drop In's" are allowed.

With smiles on their faces, Michel, Chad, Liam, Mike, Mark, and the volunteers continue to create an amazing, inspirational space for all of us to enjoy and use for years to come.

Forbes Hall Expansion Project - Moving Forward Thanks to Our Community.
For Forbes Hall Project photos, click here.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 22, June 10, 2020

FORBES HALL EXPANSION UPDATE

It's been another good week for the Forbes Hall expansion project.  The Assembly Hall has a roof and is sheathed and covered, with metal roofing coming in the near future!  Timbers now grace the entryway in an elegant and exciting welcome.  The wall was installed today at the driveway end of the new hall. Its height is inspiring.  Over the past couple of months an extremely hard-working, expert crew has created a beautiful space for our community's future.

This week decisions were made regarding the overall look of the new Hall.  Siding will be a mix of surfaces that create interest, while keeping it suitable to its location and environment.  The truss package for the entry side roof will be arriving soon and will reshape the original hall into its new version.  Once all of these puzzle pieces are in place the exterior roof, siding and colour package will be revealed to the community.

As the crew is extremely busy and committed to a well-built project, we request that people refrain from "dropping in" talking to the workers, asking questions, and, unfortunately, creating distraction.  It is important to observe that this is an active worksite and crews are working in difficult and often dangerous situations.  Please stay behind the provided fencing and well away from the site on those sides without fencing.  No vehicles, except those of people who are working on site, are allowed.  Any questions or suggestions regarding the project must be directed to Doug Darling at 250-210-4042, and he will confer with Michel at an appropriate time.

If you want to see what's happening on site just give any of the Project Management Team a call: Carolyn Askew, Ron Bannister, Doug Darling, or Ann Dickie.  They are willing (and excited) to facilitate brief tours for up to 4 people at a time as requested.  Please remember that no one is allowed on site without Michel Poirier or any of those named above present.

Several volunteers have signed up for site clean up, turning up at end of day to tidy and sweep the project, readying it for the next day.  We thank all of you for both your commitment and your contribution!  Those wanting to add their name to the volunteer call-out list should contact Volunteer Coordinator Greg Gall directly at gnp.gall@gmail.com.  To date, 16 volunteers have contributed 292.5 hours of volunteer work to the Project.

Remember that as much as we appreciate the help, that no volunteer "Drop In's" are allowed.  Once again, a big thank-you to all the PCH crew and the volunteers for your tremendous work, and know that your cheerful smiles and dedication are much appreciated!

Forbes Hall Expansion Project - Moving Forward Thanks to Our Community.
For Forbes Hall Project photos, click here.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 21, May 27, 2020

FORBES HALL EXPANSION UPDATE

The walls are rising, reaching to heights we have only dreamt about!  The trusses are on, and sheathing has begun.  It is inspiring to see the change that the addition of the Assembly Hall is bringing to our renewed Forbes Hall.  Lovely wide stairs and a gently sloped access ramp welcome us onto the beautiful new entry patio.  Step by step, the project is actualizing the potential that used to be only envisioned and on paper.

The siding and colour packages are being worked on at present, and Peter de Hoog is very helpful as he leads us through this very important step.  Cost-saving decisions are made wherever possible, without detracting from the beauty of both the timberwork, and architecture.  Colour renderings of the project are being created, with its recent changes, for sharing with the community in the near future.

While the crew is working on walls and roofs, Greg Gall has put together a group of volunteers to assist in parging the concrete, applying a topcoat of thinned concrete to cover imperfections.  Anyone wanting to add their name to the volunteer call-out list should contact Greg Gall directly at gnp.gall@gmail.com.  Even though requests for volunteers are posted, sometimes there is short-notice regarding the need for volunteers, so you might want him to know of your interest ahead of time. Greg is committed to getting volunteers out to help with the Project.  To date 204 hours of volunteer work, by 14 volunteers, have contributed to the Project.

As much as we appreciate help, please know that no volunteer "Drop In's" are allowed.

With the restart on the hall, organizing has been going on behind the scenes with TICA.  A Communication & Engagement Committee has been created to develop a plan to support the Project by communicating with both the membership and public, and to encourage community involvement.  As social rules around COVID-19 start to ease, and to a level that is comfortable for us on Thetis, plans for gathering may be considered.

If you want to see what's happening on-site just give any of the Project Management Team a call: Carolyn Askew, Ron Bannister, Doug Darling, or Ann Dickie.  They are willing (and excited) to facilitate brief tours for up to 4 people at a time as requested.  Please remember that no one is allowed on site without Michel Poirier, or any of those named above, present.  And yes, this includes "just a quick look around".  It is an active construction site, and there are dangers present.

Big thanks to Michel Poirier, Chad Kerr, Liam Strachan, Mike Marini & Mark Lauzon, as well as Greg Gall and the volunteers, for your work on the Project, and know that you are appreciated in all that you are doing for the Community!

It is exciting to see the Forbes Hall Expansion Project moving ahead, with such purpose, and very much as a community project.

For Forbes Hall Project photos, click here.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 20, May 12, 2020

FORBES HALL EXPANSION UPDATE

As one arrives on-site these past few days, it is so very clear that Forbes Hall is going to be a building that not only invites us all in, but encourages us to use the outdoor spaces as well.  Thetis Island is very much a living indoors & outdoors place as is reflected in the new hall.  The building is finally to a point that this can be so easily envisioned.

The finishing touches to the concrete Entry Patio & Stairs are planned for pouring this Friday, weather permitting.  A notification will be sent out to confirm whether or not it will take place.  One can now walk up the ramp and in through the Entry.  It has been a very long time since this was possible.

If you want to see what's happening on-site just give any of the Project Management Team a call: Ron Bannister, Carolyn Askew, Doug Darling, or Ann Dickie.  They are willing to facilitate brief tours with up to 3 people at a time if requested.  Please remember that no one is allowed on site without Michel Poirier (or his agent), or any of those named above, present.  And yes, this includes "just a quick look around".  It is an active construction site, and there are dangers present.

Anyone wanting to add their name to the volunteer call-out list should contact Greg Gall directly at gnp.gall@gmail.com.  Even though requests for volunteers are posted, sometimes there is short-notice regarding the need for volunteers, so you might want him to know of your interest ahead of time.  Please note that no volunteer "Drop In's" are allowed.

Greg Gall has done a great job of getting people out to help with the project, and Michel is impressed!  To date 123 hours of volunteer work, by 8 volunteers, have contributed to the quick pace of the project.  We are looking for site cleaners to go in daily at the end of the workday, or after work and on weekends.  Please get in touch with Greg; he'll fill you in on the details.

The Assembly Hall roof design, as well as some design changes to the Existing Building, is well in the works.  Once we have drawings of the new look, they will be shared with you.  All of the interior integrity of space has been maintained.  The changes occurred because of the time and cost savings they provide.

Today, work started on the supports for the Assembly Room floor.  Walls should be up within the week, finally getting the Project above ground!  Timbers will follow, creating the post and beam entry.

Behind the scenes?  Well, the team is getting pretty good at Zoom meetings, standing in the cold in physically distanced circles, or out of the weather in the pavilion.  As the weather improves, it is making that part of the jobs easier.

Big thanks to Michel, Chad, Liam & Mike for being so committed to doing it right, and with such positive energy, your work is very appreciated!

It is exciting to see the Forbes Hall Expansion Project moving ahead, with such purpose, and very much as a community project.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 19, April 29, 2020

FORBES HALL EXPANSION UPDATE

Forbes Hall is a hive of activity these days with both the Poirier Custom Homes team and volunteers all working on the Project.  Everything is being made ready for a major concrete pour this Friday.  Once the concrete is done, it will be far safer for the workers as they navigate the site as they work: level, solid, and with stairs and a ramp.  There will be another small pour within the next week, or two, to fill in areas inside the main pour, which will finish the concrete work.

The opportunity to acquire huge slabs of rock got creative juices flowing, and has enabled the building of a beautiful rock worked terrace between the concrete walls and the driveway.  It has changed the massive look of the concrete as one approaches the building.  Thank you, Michel, for making this happen, and to the Hunters for allowing all of the necessary fill and rocks to be taken from their pit at no charge.

While it is enticing to wish to see what's happening on-site, please remember that no one is allowed on site without Michel Poirier (or his agent), or a member of the Project Management Team, present.  And yes, this includes "just a quick look around".  It is an active construction site, and there are dangers present.  Project Management Team members Ron Bannister, Carolyn Askew, Doug Darling, and Ann Dickie are willing to facilitate brief tours with up to two people at a time if requested.

Anyone wanting to add their name to the volunteer call-out list should contact Greg Gall directly at gnp.gall@gmail.com.  Even though updates are posted, sometimes there is short notice regarding the need for volunteers, so you might want him to know of your interest ahead of time.  Please note that no volunteer "Drop In's" are allowed.  Greg Gall has done a great job of getting people out to help with the project, and Michel is impressed!  In just over the past week or so, there have been 50 hours of volunteer service.  Amazing!

There are ongoing discussions regarding cost savings and efficiency measures, some of which will be more noticeable than others.  For instance, the change to a trussed roof has opened up the possibilities of further cost savings.  All of the flat roofs are now under consideration to change to gently sloped, instead.  This will allow for all the roofing to be done at the same time, and with the same materials.  This allows for a faster application, which is always a cost-saving.

The current plan for the upcoming months, following the concrete work, is to get the timber package installed for the entry, all of the subfloors built, and then the walls to the Assembly hall erected, ready for the trusses and roofing.  This is the plan, and we all know that this could change if necessary.  The project is following WorkSafe regulations and conforming to Provincial COVID-19 protocols.  Work continues with physical distancing in place (when at all possible) and using best practices.  While you will continue to be updated on the progress, we know that many have been wondering about the upcoming plans.

While all of this is going on at the hall, people are working behind the scenes, developing small committees to move the project along, whether it is keeping the community aware and engaged, grant writing, or planning updates, bulletins, articles, and such.  This committee organization creates focussed work, assisting TICA with their overall management of the Project.  The work is supported with written protocols (as used by the Volunteer Co-ordinator), or Terms of Reference (such as the ones that define the Project Management Team's work for TICA).  As committees are formed, there will be opportunities for participation.  The thought is to organize well, versus quickly.

It is exciting to see the Forbes Hall Expansion Project moving ahead, with such purpose, and very much as a community project.

Thetis Island Community Association

Back to the top of the page

 

Bulletin No. 18, April 15, 2020

Forbes Hall Expansion Update

On March 28th, the TICA membership voted overwhelmingly to proceed with a Sole Source for General Contractor.  Prior to the vote TICA had informed the membership that, should the motion be approved, a contract would be negotiated with Poirier Custom Homes as General Contractor. TICA looks forward to working with Michel Poirier and his team as they work on this important community project. A reset button has been pushed!

Following the vote, work re-started on site.

Early April started with Volunteer Sven Aaberg and his excavator working on the very necessary trenching to allow for the final positioning of the perimeter drains.  A huge thank you to Sven, for stepping forward, and helping to make this all happen so promptly!

The next week saw the perimeter drains corrected, finalized, and approved by CVRD Building Inspector Norm Knodel, and Rocky Point Engineering.

The trenching was done from the Electrical Shed to the Hall, with a spur to the Pavilion.  Conduits were laid for electrical and communications, as were water lines, connecting the Hall, Electrical Shed, and Pavilion.  The water lines provide for future water access at the out-building points.

This week, all the backfilling will be completed readying the site for further concrete pours.  The driveway asphalt has been expertly cut to allow for the entry stairs, and access ramp and area to be constructed.

Electrical Panels have been installed inside the Hall, including construction lighting and outlets.

The FraserWood Timber arrived Wednesday, April 15th, which is a milestone to those closely involved with the project.

Also during this time, some organizational changes have been made.

The Forbes Hall Expansion Committee was disbanded, and although this group has created a well-envisioned project, and some have navigated the project through some very rough waters, it is felt that smaller committees will be able to focus on aspects of the project going forward.  We want to thank all of the Forbes Hall Expansion Committee members for their tireless efforts over the past 3+ years in working for the betterment of the Thetis Island Community: Charlotte Aaberg, Carolyn Askew, Ron Bannister, Shirley Burr, Ann Dickie, Greg Gall, Art Hunter, Heather Hunter, Tricia Hunter, Anne-Marie Koeppen, Tatiana Nemchin, Ellen Rush, and Don Sinclair.  Your contributions have been significant and are appreciated.

TICA has formally created a Project Management Team "PMT" with Ron Bannister, Ann Dickie, Carolyn Askew, and new to the Project, Doug Darling.  We are looking forward to having Doug's participation, and have his expertise in assisting both the PMT and Poirier Custom Homes "PCH" in the ongoing planning and scheduling for the Project.

As well, TICA has engaged Peter de Hoog as Project Facilitator, to assist as we move forward in this new relationship with PCH and the expansion of Forbes Hall.  Peter will be liaising with Angela Quek (Architect), and all the consulting engineers.  We thank him for stepping into this role and look forward to his creativity and vision in the development of the Project.

Greg Gall has accepted the role of Volunteer Co-ordinator for the Project.  We will be meeting with both Greg and Michel this week to look at how the Project can benefit from community volunteering, and how the co-ordination of this assistance can be managed.  Thank you, Greg, for accepting this role!

During these unprecedented times, all COVID-19 protocols, as required by WorkSafe BC, are being observed and provided.  The Project will continue to move forward as long as it is deemed safe to do so.

Site meetings are held observing physical distancing, as best as possible.  There have been four on-site meetings over the past two weeks, prioritizing construction as it moves forward.  It is key at this point to get all of the concrete, and the area immediately adjacent to the hall, completed, both for practicality's sake, and worker safety.

Coming up:

For the West Patio and Entrance Patio, the decision has been made to go with suspended slabs versus slab-on-grade.  Going with suspended slabs will create both cost-savings and time-savings. Instead of compacting the fill, in 6" layers, the whole of the area is filled and levelled.  Then it effectively becomes the form for the suspended slab, which has embedded beams within it.  As the fill settles naturally, it moves away from the suspended slab, which is structurally supported with the beams.

Following the completion of Phase 1, which includes all the necessary site work to be completed in preparation for starting the timber-work, more information will be shared about the design, schedule & budget as the Project proceeds.

One last note:

Please remember that, unless accompanied or invited by Michel Poirier, or a member of the Project Management Team, no one is allowed on the construction site.  This is especially critical during the response to COVID-19.

It is exciting to see the Forbes Hall Expansion Project moving ahead,with such purpose, and very much as a community project.

TICA Board

Back to the top of the page

 

Bulletin No. 17, March 26, 2020

Detailed Information about Saturday's Upcoming
TICA Membership Vote & Its Implications

The TICA Board wishes to address some misinformation being circulated about what will happen if the Motion voted on March 28 does not pass.  The Motion asks Members to give the Board permission to pick one construction company to continue construction of the Hall.

Should the majority of Members vote "No", the Board will have Architect Angela Quek prepare the extensive documentation needed to send out a new invitation for Tender.  Ms. Quek guesstimated, in early March, that it would take 30 working days to prepare the invitation to bid, and that the construction companies would need at least 30 working days to respond.  Site visits would be required.  Once the invitation closes, the Board would meet to select a new contractor.

If the Members vote "Yes", a "Letter of Intent to Engage" will be given to Poirier Custom Homes.  Michel Poirier would go to the site and make a detailed assessment of what has been done so far.  An agreement would be reached as to current status of the project.  To be clear, the Motion members are voting on involves only the process for selecting a contractor.

Michel Poirier and TICA representatives would determine the priorities going forward.  There are several options.  All options would be based on the current balance of the Hall Expansion Fund.

A contract would be negotiated with Poirier Custom Homes for a specified phase/staged scope of work.  The contract would likely be "Cost Plus 10%".  This would be the same as recent construction of the Fire Hall.

Poirier Custom Homes would begin work mid-April 2020.  (About one year from J. Lealand Contracting Ltd. start date.)

TICA Board

Brief Facts About Saturday's TICA Membership Vote

By voting YES:  It has been recognized that there will be significant advantages to negotiate a contract with Poirier Custom Homes, Thetis Island's only General Contractor.  By voting for a Sole Source (Single Source) process, the time & expense will be lessened getting to contract, and negotiations can begin with PCH.

Note: Steps will be taken to get the Forbes Hall Expansion project moving, with clear construction phases being determined based on the funds at hand.

The Motion is going ahead as written for Saturday's vote, and cannot be amended, as 14 days notice of amendment is required.

Forbes Hall Expansion Committee

Back to the top of the page

 

Bulletin No. 16, March 24, 2020

Procedures for Drive-by Vote for Saturday, March 28, 2020

In attempting to set up the vote, we are focused on making this the safest and most inclusive vote possible for everyone in the context of COVID-19.
Given this, here are the basic procedures.  Please read them carefully:

1.  Please read the motion below and listed on eSPOKES on March 16, 2020, including the extra information sent out regarding the contractor (March 23, 2020), and the notice from TICA below.

2.  Questions regarding the particulars of the motion can be directed to and answered by the Forbes Hall Expansion Directors at tica@thetisisland.net

3.  We will be asking you to vote a simple YES or NO, and will not be answering questions regarding the motion at the vote site, as we are conducting the vote only and want to maintain safe physical distance for everyone's sake.  If you know of a member who does not receive eSPOKES, please let me know and I will try to get the information to them safely another way.

4.  Create a ballot at home on a blank sheet of paper, close to 4X6 if you can.  Write only a YES or NO on the paper.  Please use ballpoint pen, dark pencil, or permanent marker.  We will be going through a disinfecting process and do not want the ink to potentially run.  Thank you.

5.  If you are able, please come by car to the Fire Hall to drop off your ballot between 1-4pm.  We will have a drive through station where we will first check off your name and then you will drop your ballot or multiple ballots for the number of members in the car into the ballot box through the driver's side window.  Everything in the box will be treated as contaminated, so please don't touch the box or its contents.

6.  Then drive to the end of the road, turn around, and drive out again.  Please try to keep traffic moving.

7.  If you wish to walk, or park and walk, please park by entrance to the community hall or on North Cove Road.  Try not to block the flow of traffic with your parking, maintain good physical distance from each other, and please do not linger around the poll area.  Thank you.  I know, very unusual times.

8.  In an attempt to stagger traffic and prevent significant lines, try to arrive between the times below based on your last name:
•  A - G between 1-2pm
•  H - O between 2-3pm
•  P - Z between 3-4pm
If the above time really doesn't work for you or you have multiple people, just come when it works best.

9.  Finally, in an attempt to make the vote as inclusive as possible, if you are unable to drive by due to quarantine, sickness, or transportation issues (we do not want people at higher risk taking unnecessary chances), please contact Michelle Black (michelleblack@hotmail.com or 250-715-8942).  We will attempt to do a mobile poll station after 4pm.  You will need to be able to receive a phone call and go to the end of your driveway to drop off your vote.  This can only be done by prior arrangement.  Please reserve a spot by Friday, the 27th.

Unfortunately, we are not permitted to accept votes online, by phone, or by proxy.  You will need to vote in person for yourself.

Questions about the voting procedure or to register for the mobile poll, please contact Michelle Black at michelleblack@hotmail.com or 250-715-8942 (to call or text).

The motion is:

"Be it resolved that the Forbes Hall Expansion Project proceed with a single selection (sole source) process to engage a new general contractor."

 

Back to the top of the page

 

Bulletin No. 15, March 23, 2020

TICA Membership - new or renewal

In order to vote in the Drive By vote on March 28th, a person must be a Member.  New Membership applications or Member renewals can by done as follows:

1.  Complete the Membership Form (available on TICA website under Membership), put in envelope addressed to TICA Box 14-2.  Include fee cheque.  Put in Mail or use Drop Box by 12:00 (noon) March 24th.

OR

2.  Send all information requested on the Membership Form to Don Sinclair, sinry@telus.net.  Don will complete the Application on your behalf.  Send an e transfer for the fees to tica@thetisisland.net.  Please specify that the money is for membership.

Memberships must be received by 18:00 (6pm) March 24, 2020.

TICA Membership Committee

Back to the top of the page

 

Bulletin No. 14, March 23, 2020

WHY DOES TICA INTEND TO NEGOTIATE A CONTRACT
WITH POIRIER CUSTOM HOMES?

TICA will negotiate with Poirier Custom Homes if the Membership votes YES on Saturday, to go with a Sole Source process to engage a new General Contractor.

In yesterday's e-spokes TICA stated that "The Directors advise that if a majority of the Membership vote 'Yes' on the Motion and single source is approved, it is their intention to negotiate with Poirier Custom Homes of Thetis Island to become the General Contractor."

Here is more information behind TICA's intention.

Over the past 10 days TICA has had discussions with involved parties about how having Poirier Custom Homes as General Contractor might work.  It became apparent early in these conversations that there would need to be a broad range of professional assistance from the community to ensure budget conscious progress with the project.

Changes in design that would create cost savings, and other efficiencies, would need to be explored, as well as creating true projections and construction schedules.  It would be more of a community project, getting insight from the public, as required, or desired.

TICA feels that the advantage, of going with the only General Contractor from Thetis capable of taking it on, is undeniable in this case.  This is why, if the membership votes to proceed with a Single Source contract, TICA will be proceeding to negotiate a contract with Poirier Custom Homes.

March 28th TICA Membership Motion:
"Be it resolved that the Forbes Hall Expansion Project proceed with a single selection (Sole Source) process to engage a new general contractor."

Back to the top of the page

 

Bulletin No. 13, March 23, 2020

TICA Membership Meeting - March 28, 2020

TICA Directors announce that the Membership meeting scheduled for Saturday March 28th is CANCELLED due to COVID-19 precautions.

Instead, a DRIVE BY VOTE will be held Saturday afternoon March 28th outside the Fire Hall on Mission Road.  Details as to how the DRIVE BY VOTE will be conducted will be forthcoming.

In order to vote in the Drive By vote on March 28th, a person must be a Member.  New Membership applications or Member renewals can by done as follows:

1. Complete the Membership Form (available linked here or on TICA website under Membership), put in envelope addressed to TICA Box 14-2.  Include fee cheque.  Put in Mail or use Drop Box by 12:00 (noon) March 24th.

OR

2. Send all information requested on the Membership Form to Don Sinclair, sinry@telus.net.  Don will complete the Application on your behalf.  Send an e transfer for the fees to tica@thetisisland.net.  Please specify that the money is for membership.

Memberships must be received by 18:00 (6pm) March 24, 2020.

TICA Membership Committee

Back to the top of the page

 

Bulletin No. 12, March 17, 2020

Update on Public Meeting

In a recent Notice to members of Thetis Island Community Association, termination was announced of the construction contract with J Lealand Contracting Ltd. This construction contract was for the expansion of Forbes Hall.

On Friday, March 13th community members Karl Unger, John Gordon, and Ernie Hunter presented a construction proposal to the Forbes Hall Expansion Committee and the TICA executive.

On Sunday March 15th, Ron Bannister, and some Expansion Committee members, held further discussions regarding the construction proposal that included those mentioned above, and also Peter de Hoog and Michel Poirier.

Unfortunately, a public meeting to share information about the construction project scheduled for Sunday, March 15th, was postponed due to the Corona virus.

It was the intention of TICA Directors to seek approval from the TICA membership, on March 28th, to engage with a new general contractor. The directors intended to ask members to approve a motion to proceed with a single selection (sole source) process. In an effort to contain costs and minimize delay, the Directors and Expansion Committee do not recommend engaging in another competitive selection tender process.

It now appears that the March 28th TICA membership meeting will be cancelled because of the COVID-19 health crisis and the Provincial Government's decision to prohibit gatherings of over 50 people.

TICA is exploring different ways that the membership can vote on this motion without holding a meeting. TICA currently has 336 voting members.

Directors are also considering whether to make the decision to go to sole source without a membership vote. Legal advice is being sought is being sought on this option.

Back to the top of the page

 

Bulletin No. 11, February 7, 2020

Forbes Hall Expansion Update

Since the last update on January 16th:

As posted previously, construction has been halted to enable the Board and Committee to review cost saving opportunities both for the hall construction as well as future operating costs.

During the last week of January the Board and Committee met with the Project Facilitator to clarify details of the revised hall plans, his role and responsibilities as TICA's representative for the expansion project, reporting and scheduling requirements and as a liaison between the General Contractor and the Architect.

During the first week of February the Forbes Hall Expansion Committee and TICA met with several community members who had responded to our request for assistance with insight into building specifics, project planning and management, community involvement, and communications. The assistance and expertise has been much appreciated.

Further meetings were held with knowledgeable community members and the building inspector to expedite some of the existing drainage issues on the construction site. The assistance and knowledge of people within the community was appreciated in addressing this construction challenge at the worksite.

Please plan to attend the information meeting at Pioneer Pacific on February 29th where details of the revised building, progress and plans will be reviewed.

Back to the top of the page

 

Bulletin No. 10, January 16, 2020

Forbes Hall Expansion Notice

Project Facilitator - Kevin Lamont
Mr. Kevin Lamont will be working closely with Ron Bannister and Ann Dickie to ensure the needs of TICA are being met. He will liaise with Architect Angela Queck, General Contractor Jerry Lealand, and the consulting engineers, and any other professionals required through the completion of the hall. Currently he is facilitating the expediting of the Assembly Hall revisions, as well as reviewing the entire project to date, with those involved, to prepare to move forward.
We are extremely pleased to have him working for us, and expect that having his expertise will not only lessen our load, but also steer the project along a logical, cost effective, accountable path.

Build Update and Cost Reductions:
Two major revisions are taking place.
Firstly, the mechanical HVAC system is under review, with a redesign by Wilf Scheuer. These changes would reduce costs significantly, while making the mechanics of it far more appropriate for our hall. Other community members are continuing to explore further cost saving measures within the hall's HVAC.
Secondly, after input from several builders, the decision has been made to redesign the Assembly Hall. To reduce costs, and expedite the project substantially, it will no longer be post and beam construction. This was dependent on the manufacture of glulam beams, which have an eight-week manufacturing period following the finalizing of the specified order, which had not yet happened.
The new design will have an 8:12 pitch gable with scissor trusses, creating a vaulted ceiling, as there was in the original main hall. The two exterior walls will be 2" x 8" construction, as is the remainder of the new build's exterior. Standardized windows and doors will be used, instead of storefront assemblies. The Architect is currently working on the new design.
Although it is estimated that both of these redesigns/plans will have significant cost reductions in comparison to the originals, the final expected savings are not yet available.

Timeline/Schedule:
Over the next 3 weeks, the focus will be on the new building package for the redesign, and negotiations for the removal of the glulam portion of the original timber package.
There will not be much if any activity onsite during this time. There may be some backfilling once the weather is more agreeable.
J Lealand Contracting has its crew working on another project at present.

Impact Investing / Funding:
At the November 16th meeting, there was interest in the room for folks with smaller amounts than $50,000 (as in the Local Lender program) to be able to invest in the project. Ideas are being discussed, and we are looking for someone who will be willing to work with us on this aspect of borrowed funding.
A Donors' Guide is being created, both digitally and as a print leaflet, to assist community members in choosing the right method to help fund the project, and its ongoing legacy. The plan is to have this available to share at the next information meeting.

While undergoing this transition of redesign, please recognize that it is a very necessary use of time, and in the long term will both benefit and expedite the project.
We thank you in advance for your patience.

Respectfully,
Ann Dickie
On behalf of TICA / FH EX COMM
250-246-4079

Back to the top of the page

 

Bulletin No. 9, January 11, 2020

Forbes Hall Expansion Notice

The Information meeting that was proposed for Saturday, January 18th, has been postponed until early February. This is due to proceeding with a redesign of the Assembly Hall.

After several members stepped up to assist with the project following both the November 16th, and December 8th meetings, ideas for the redesign came forward. This will create significant cost reductions. We will share the new design/plan with the community as soon as it is completed.

As well, we want to share with you a newly developed timetable/schedule for the project which is not yet complete, due to the above. It only makes sense to postpone to a later date to accommodate these new developments.

A fuller general update regarding the project will be sent out early next week.

We thank you for your patience as the plan gets redeveloped.

Sincerely,
Ann Dickie
Co-Chair FH EX COMM
250-246-4079

Back to the top of the page

 

Bulletin No. 8, January 7, 2020

Update and Clarification regarding TICA Extraordinary General Meeting

At the membership meeting on December 8th, 2019 it was reported that 124 votes were cast, 75 in favour of the motion to borrow funds to complete the Hall expansion, 49 opposed. However, the number of Members registered to vote had been tabulated as 122. Based on this and other voting irregularities, we declared and reported the vote to be invalid. After questions and concerns about that outcome were raised by some Members, registration records were reviewed and it was determined that 124 was the correct number of eligible voters at that meeting. We apologize for reporting the erroneous tabulation.

As part of our review we found at least two factors that contributed to errors. A confusing membership list was used to register members, which made both the registration and tallying Members in attendance more difficult. Also, an insufficient number of ballots had been prepared which necessitated ballots to be torn in half, or even quartered. A working group is being set up to review and improve registration procedures, and the organization of future meetings to ensure these mistakes cannot occur again. Any Member interested in contributing to this review is most welcome. Current steps in place to resolve these issues include; more registration tables with all eligible voters being listed individually (not as couples, as many have different last names), a sufficient number of printed ballots and more stringent monitoring of how and when ballots can be cast.

Again, we apologize for these mistakes.

On behalf of the TICA Board of Directors
Ron Bannister,
President, TICA

Back to the top of the page

 

Bulletin No. 7, December 23, 2019

Forbes Expansion Update - December 23rd 2019

As a result of both the November 16th & December 8th meetings, many community members have offered their expertise in assisting the TICA Board and Forbes Hall Expansion Committee with the project, for which we thank them sincerely. There are concerns about the cost of the build and its slow-down, but the causes are being reviewed and solutions found.

Working Groups are being formed, with participation of those who have stepped up, to assist in not only the build and its electrical and mechanical operations, but financial planning, as well. This is a critical time to have this active participation. The structure is nearing the next phase of building the exterior entrance areas and the assembly hall, while the wiring & plumbing have already started.

TICA has engaged project facilitator, Kevin Lamont, to manage the project & co-ordinate between all professionals and the General Contractor, working on our behalf. One of the first requirements is to provide a working schedule/timeline.

Through one of the working group meetings, the HVAC system was identified as "over-designed" and would be reviewed. Critical changes have now been ordered, and those changes will create significant cost savings, short term and long-term.

The roof structure and "storefront" window package are also under review, to not only save building costs, but again, long-term operational costs, as well. There are several grants in process, to assist with the costs of the Kitchen appliances and fixtures, the Assembly Room's responsive flooring, the Comfort Station's equipment and cabinetry, along with its adjacent specialized Universal W/C fixtures, and a new Computer & Printer for the library. The build is proceeding with new vigour, and great participation from members.

Please note: There will not be any construction on site until early in the New Year.
The TICA Board & FH EX Committee will be taking a short break until January 2, 2020

Back to the top of the page

 

Bulletin No. 6, December 7, 2019

FORBES HALL EXPANSION BULLETIN ~ DECEMBER 6, 2019

Here are answers to some more of the questions that have been received. Although some of questions are about events that took place months ago, they do give context as to how the project moved forward.

These Q & A's have been provided to help the membership fully understand the depth of the Project that TICA has taken on. It is not a small, humble building. It has many requirements that have needed to be met, and that are continuing to be met. Many upgrades & repairs to Forbes Hall had been "put off" for several years before the Project started, knowing that the costs would be wasted once the rebuild started. Every step of the way, the consequences of the building's design, the timing of the project, and the included details, have been weighed to ensure there will be good value for years to come.

Q: Was there recourse to challenge the Public Assembly designation under the Building Code of Forbes Hall?

A: No, however, the Committee did discuss the onerous nature of the designation with the Building Inspector. It was made clear to the Committee that the Building Code requirements cannot be changed, nor can the designation of Forbes Hall be changed.

Building Code: Part 3 Buildings (Complex) - Public Assembly Size:
•  All buildings over three storeys in height or over 600 square metres in footprint.
•  Some buildings three storeys or less in height or under 600 square meters in area that are of a specific use.
Description:
•  Buildings intended for public gatherings, residential care, detention or high-hazard industrial activities.
•  Some larger buildings intended for residential, commercial or medium-to-low hazard industrial activities.
Examples:
•  Shopping malls, Office buildings, Condos, Apartment buildings, Hospitals, Care facilities, Daycares, Schools, Churches, Theatres, Restaurants.
Q: How did the Directors and Expansion Committee members determine that J. Lealand Contracting Ltd. was capable of executing the Project as prime contractor?

A: As part of the competitive bid process, and prior to entering into a contract with J. Lealand Contracting Ltd. the Committee sought and received references in respect of the Company. In addition, Court Registry and Corporate Registry searches were conducted to ensure that the Company was both in good standing, and not subject to legal actions.

Q: Was there any bias in favour/against Thetis Island builders in the Tender documents?

A: No. The Committee relied on TICA's Architect, Angela Quek, to organize and supervise the competitive tendering process. Angela Quek, using standard construction industry templates, prepared the tender documents.

Q: Have the Directors/Committee finalized costs and schedules, as well as reviewed cost saving opportunities in order to complete the Project?

A: Yes. Schedules are regularly reviewed with the Contractor. Cost savings opportunities are being investigated daily. The Committee has taken an active role in suggesting and implementing numerous cost saving measures.

Q: When was it decided that Forbes Hall needed to be capable of being used as an Emergency Shelter?

A: Forbes Hall was designated as an Emergency Support Services (ESS) Reception Centre several years ago. However, during the December 2018 power outage, the need for such a Centre was reinforced Forbes Hall as an Emergency Shelter; following the December 20 2018 storm, it became apparent through two different emergency planning and information meetings, that the community expected and wanted Forbes Hall to be used for an Emergency Shelter. This includes a warm building with food service, with some overnight sheltering. Having the hall work as a shelter has not impacted the cost of the building. Propane storage for the emergency generator will need to be larger, and storage shelving will be needed for certain items (non-perishables, blankets, etc.).

Q: What additional costs are incurred as a result of providing ESS designation?

A: Very little, all that is needed is secure cabinetry to house documents, and storage space for provided emergency supplies. ESS does not provide shelter.

Click here for Construction Photos.

Back to the top of the page

 

Bulletin No. 5, Forbes Hall Financial Summaries as at Nov 30/19

Bulletin No. 4, December 3, 2019

Following the November 16th meeting, the TICA Board and the Forbes Hall Expansion Committee have received many emails, and requests for a large amount of detailed information. Please note that anonymous notes & information bits sent to individual members are not constructive.

On Friday, November 29th, two tours were taken through the building site. The groups asked many questions. Another tour is being planned for Saturday, December 7th. It is an excellent way to become acquainted with the project, and the site is kept orderly and efficient.

The objective is to create a space that meets the needs that the membership identified and discussed over the past two years.

On Sunday, December 8th, TICA's membership will be asked to give the TICA board approval to borrow the necessary funds to complete the project, capped at $500,000.

For new photos, click here.

Here are some more answers to questions asked:

Q: Why can't Thetis Island Community Association Members vote by email or proxy?

A: TICA by-laws require members to be present at a meeting to vote. There is no provision for email or proxy voting. A by-law change would have to be made in order to permit such voting.

Q: How many Members are necessary for a quorum?

A: TICA by-laws set the quorum at 5% of the Membership. There are currently 385 voting Members, a quorum is 20.

Q: What will happen if TICA Members do not approve borrowing?

A: The project will continue as far as possible with available funds. The site will be secured and construction will cease.

Q: What would be the impacts of stopping the project?

A: Construction costs will increase over time, the Building Permit may lapse, and the Building Code may become more stringent. A new tendering process would take place before the project could re-start. There would be a loss of volunteer momentum in both fundraising, and overseeing the project. AND, FORBES HALL WOULD NOT BE AVAILABLE FOR OUR COMMUNITY.

Q: TICA received a Capital Gaming Grant for the project. If the project is delayed will that Grant money have to be returned to the Gaming Branch?

A: The Project completion date set out in the application is October 2020. At present, TICA is meeting its responsibilities to the gaming branch.

Q: How will any loan be repaid?

A; There are seven different ways that TICA will use to acquire the funds needed to pay back borrowed funds & interest.

Fundraising (Events, ASK Letters, Merchandise) Grants Pledges Monthly Donations / Auto Deposits Donations of Securities Bequests & Endowments Patronage Further information to follow in January.

Please view the full document titled Future Funding & Debt Repayment.

Q: I want to help with the project, when will I be able to pitch in?

A: There will be a tremendous need for volunteers, and notices will be posted when the time comes. Members have spoken of the need to volunteer in the project, and just as volunteers were needed at the beginning, they will be needed once the building site is again open to volunteers. This has been an integral part of the plan since before going to tender.

Q: Who owns Forbes Hall?

A: The land and improvements belong to the Thetis Island Community Association. The land was gifted to the organization by the Forbes sisters, Jo, Ursula and Helen. The building was built with a grant from Expo '86, and fundraising. The library addition was built with a New Horizon's grant.

Q: Could Forbes Hall be put onto our taxes, like most community centers?

A: CVRD Area G Rep Lynne Smith was asked about putting Forbes Hall on the tax roll. There are advantages and disadvantages. Our community may want explore this option in the future.

Back to the top of the page

 

Bulletin No. 3, December 3, 2019

FUTURE FUNDING & DEBT REPAYMENT

Following the November 16, 2019 meeting about the ultimate cost of the current Expansion & Upgrade of Forbes Hall, it became apparent that there is a lack of knowledge about how any borrowed funds would be repaid.

Over the past several years there have been many Community Fundraising Events for not only the Expansion of Forbes Hall, but also for ongoing funding for TICA and TICF through the Soirées and Family Fun Days. Each event takes a great many volunteer hours, and does a fantastic job of community engagement. The funding that comes from events like these will not pay back the majority of funds borrowed, even though they will continue to engage us, and encourage us to contribute.

During the past three years, TICA has been the recipient of some very large donations from a handful of sources. The contributions from "regular donations" and fundraising have been healthy, as well. Thetis Island is home to a very generous community.

By the time the project is complete, the amount borrowed could be as high as $500,000. There needs to be a plan on how that debt will be paid back, not only the interest, but the capital, as well.

Membership fees will continue to fund operational costs, and minor improvements and repairs.

There are seven different ways of acquiring the funds needed to pay back borrowed funds & interest:

Fundraising (events, ASK letters, merchandise)
Grants
Pledges
Monthly Donations / Auto Deposits
Donations of Securities
Bequests & Endowments
Patronage

•   Fundraising volunteers (not a committee, just well meaning members) will continue to provide events to the public to encourage giving, and participation. TICA will continue to issue an ASK letter once a year. Merchandise will continue to be developed and sold.

•   Grants will continue to be written. Many will be used to provide activities with the equipment they need, while freeing up other funds for debt reduction.

•   Pledges will become a more common way of giving. They provide information on the intentions of donations, which is greatly helpful in financial management of debt repayment.

•   Monthly donations through auto-payment will create a more affordable way for giving, for those on fixed incomes, and all will be tax-deductible. For instance, $25 per month would be $300 per year. This system also helps the organization to maintain a monthly income stream.

•   Donating Securities is a way that the organization can accept securities, and then they are converted to cash for the organization, and an Income Tax receipt is issued to the donor. For more information, please go to Canada Helps at:
https://www.canadahelps.org/en/donate/donate-securities/

•   Bequests & Endowments will be encouraged through information sharing and personal meetings. While it is hoped that these gifts will not be recognized for years to come, legacy giving ensures a continued healthy future for Forbes Hall.

•   Patronage: Community members will be asked to consider long-term giving. For instance, if 50 members planned to give 1,000 a year for 5 years that would be $250,000 of debt reduction. Developing a plan to encourage this type of giving could have a significant impact on debt repayment.

•   More information on giving:
https://business.financialpost.com/personal-finance/three-ways-to-leave-a-legacy-through-charitable-giving

All of the above funding streams will be developed, and shared, with the community in January 2020. We realize that everyone gives for different reasons, but it is felt that this is very much "at home" giving. The many programs that are already provided, plus the new ones that are already being talked about for the new space, will continue to provide much needed outreach, educational, health, arts & culture programming.

 

Back to the top of the page

 

Bulletin No. 2, November 25, 2019

Here is the second of Forbes Hall Expansion & Upgrade Bulletins that will be frequently provided to the community to answer some of the many questions, concerns, and comments that came from, and following, the meeting of November 16.

You are welcome to send a brief question for future response.

Q.   I don't feel I have had enough information about the project. Why hasn't there been more news about the construction, and more opportunities to ask questions the progress of the project?

A:   TICA is working on a communications plan to keep you more informed than in the past. To start, frequent bulletins will be added to the other ways that are used to inform the community. If this is an area in which you have relevant skills and experience, and you are willing to work on the plan, please contact dickie.ann@gmail.com

The first information and discussion session was held in October of 2017 where the community was asked for their ideas as to what they want the new hall to provide. Further discussion and information sharing meetings were held in November 2017, January 2018, November 2018 and June 2019. Two 'On the Court' sessions were held in July 2019 and two more in August 2019 with tours of the building offered to those attendees who requested them. Most recently more than 80 community members attended the November 16th information session.

In all, 10 community information sessions were held between October 2017 and November 2019. There were also several information days at Soup's On, and an Information & Merchandise Booth every Saturday at the last summer's market providing the opportunity for community members, as well as interested visitors, to ask questions about the progress of the building and view photos of the construction.

The committee also produced four newsletters, published articles in the Quarterly, and provided updates and photos through e-spokes, thetisposts.ca, and Thetis Island Community Posts FB Page.

Q.   I don't know how the project is being funded. How much money did we raise, and where did it come from?

A:   In total, TICA raised $1,353,534 through fundraising and grants.

SOURCES OF FUNDING

$ 12,000      Soup's On
8,000      Library Bequest
100,000      BC Ferries
25,000      TICF
10,000      Rural Dividend Grant
250,000      Capital Gaming Grant
5,000      CVRD Grant In Aid
25,129      Interest (projected to Dec. 31/19)
32,080      TICA Fundraisers (includes merchandise sales)
869,625      *Thetis Islanders' Donations
16,700      2020 Pledges
     (*from 145 individuals or families)
$ 1,353,534      Total of Funds Raised or Contributed.

Reviewing these funding numbers, it is clear, once again, that this project has had astounding support. It is heartening to see that donations by fellow Islanders, and the gift of time by volunteers, are the main drivers of the project.

TOUR THE SITE

A walk-through tour will be provided this Friday, November 29th at Noon, sharp. By reservation only: to participate please contact Ann at dickie.ann@gmail.com by Thursday, November 28th at 9PM. We will meet in the Tennis Court. If there are too many people for one tour, we will split the group into two tours, Noon and 12:30PM, participants will be notified of any changes. Please wear sturdy footwear.

NO ADMITTANCE, means No ADMITTANCE

Please note: there have been members of the public walking in to the worksite to see what is happening with construction on the project. The worksite is inadmissible to the public. Viewing can only take place from the schoolyard side of the fencing, or from the tennis court. Do not disregard the posted signs.

Ann Dickie
Co-Chair FH EX COMM

Back to the top of the page

Bulletin No. 1, November 20, 2019

Thank you to all the TICA members, and other community members, who were willing and able to attend the Forbes Hall Expansion Public Meeting on Saturday, November 16th.

It was great to meet with so many of you, and to hear your comments, thank-you's, concerns, and questions. After our five information meetings in the summer with varying degrees of participation, we were pleasantly surprised to have over eighty people in the room. Many of you came prepared with notes, and some of you filled out the post-it notes provided. Several have sent very thoughtful e-mails, while others have directly called. There is now a volume of information and questions for the Committee to work through, to determine the key questions, and core concerns.

We will work over the next couple of weeks to answer your questions as best we can, and provide context to our answers. We will not attempt to contact everyone who has communicated with us, but will instead send out bulletins regularly with information & answers included. We are aware of the concerns addressed by the membership on Saturday and are working on solutions where we can.

One of the key things we as a group left with last Saturday was that everyone was respectful of other members of the audience and Committee & Board members. There are many differing opinions about the hall and its rebuild. We hope that by working together as we move through the project, that we will continue to build community.

What a wonderful thing, to be able to live, work, & play in a community of people who may not agree on all things, but do join in to be the glue that holds us together.

Many thanks, again,

Ann Dickie
Co-Chair FH EX COMM

Back to the top of the page