THETIS ISLAND COMMUNITY ASSOCIATION
EXECUTIVE MEETING

February 4, 2014 at 9:30 AM

PRESENT:  

Carolyn Askew - Chair, Ron Bannister, Nettie Hayter, Matt Hess, Virginia Lamb, Veronica Shelford, Don Sinclair, Dee Smith, and Gloria Taylor.

AGENDA:  

Agenda was approved with additions.

MINUTES OF THE LAST MEETING: 

Minutes of the meeting January 14th, 2014 were approved.

REPORTS:

•	Treasurer’s Report:  Virginia presented our 2013 year-end financial results along with a budget for 2014.  There were a few questions about some of the numbers and how items were allocated, which she will deal with before going away in March, and she will also have all the necessary information in the hands of the Accountants before that time.  Matt Hess will cover for her during her absence March 4 to April 10.
•	Membership: Dee reported we have 173 memberships to date.  
•	Hall Manager’s Report was received.  The question of booking protocols for free (public) versus paid rental (private) was revisited briefly.  The issue that arose at the last meeting was settled when it became clear that the event in question was definitely not open to the public.
•	Kitchen: A new rolling cabinet to go in behind the kitchen and outer access doors in the hall was discussed.  It was agreed that any acquisition of this kind (i.e. equipment for use and storage at Forbes Hall) needs to go through the relevant committee of the board.  In this case, the Kitchen Committee will be in charge of it.
•	Repair and Maintenance: 
o	The return of the drapes to the main hall has been delayed because the linings came apart during the cleaning process, and will need to be replaced (they are very old, and this deterioration was normal.)  The replacement fabric and work will be an extra $600.
o	In view of the range of plans for repair, maintenance and redecorating in the library, a committee has been struck to investigate and make recommendations to the Board:  Gloria, Kathleen, Nettie, Celine, and Donna Stadt.
o	Andy Keir has agreed to continue to be responsible for the hall generator, running it occasionally to be sure it is working properly and generally maintaining it.
o	Ron Bannister will get us an estimate on replacing the wooden stairs with permanent concrete ones, with handrails on both sides, and either pruning the cherry tree roots in that area or allowing for them in some way.
o	Ron has provided steps with gravel for the path from TICA property over to the Fire Hall, but has noted that it will require occasional maintenance as the gravel settles, and also the blackberries will need regular cutting back to keep the way clear.
•	Quarterly: It was noted that Veronica will be away during the period that the Summer issue of the Quarterly is prepared, but Carol Sowerby will be managing that issue.  
•	New Horizons grant application: No date has been set yet for applications, but a committee of Carolyn, Don, Matt and Nettie will meet this month to prioritize possible projects for which funding might be granted.

OLD BUSINESS: 

•	The Camera Club has requested to be allowed to purchase a large screen Monitor for use in the library.  They would be happy with about a 32” size, but the Board voted to contribute up to $500 if necessary to get a larger size – at least 40” – so that it be useful for a wider variety of needs.  This would include a wall bracket that would make it possible to swing the monitor out to be viewable by the whole room.

NEW BUSINESS:

•	A nominating committee may be needed for the next Annual General Meeting, but the Board members will give some thought to possible new people before the March meeting.
•	Matt Hess has been assigned the job of Fire Department liaison.
•	The list of TICA members will be made available to the Board members on a need-to-know basis.
•	It was noted that insurance renewal is coming up.  Matt indicated that he thought that our current arrangement with Chris Pegg is working well for us and doesn’t need to be changed.  However, it would be appropriate to do a new inventory of the Hall equipment and furniture, which Carolyn will undertake.

NEXT MEETING:

The next meeting will be on Tuesday, March 4th, 2014, at 9:30 am.  

ADJOURNMENT:  

The meeting adjourned at 11:30 AM.

Veronica Shelford
TICA Secretary