THETIS ISLAND COMMUNITY ASSOCIATION
EXECUTIVE MEETING

March 4, 2014 at 9:30 AM

PRESENT:  

Carolyn Askew - Chair, Nettie Hayter, Matt Hess, Virginia Lamb, Lesley Milliken, Veronica Shelford, Don Sinclair, and Gloria Taylor.

AGENDA:  

Agenda was approved with additions.

MINUTES OF THE LAST MEETING: 

Minutes of the meeting February 4th, 2014 were approved with corrections.

REPORTS:

•	Treasurer’s Report:  Virginia reviewed our present financial standing, noting that there are still purchases to which we are committed for up to $7500, to complete the various renovations in progress.  She also noted that the cheque for our insurance will be sent before she leaves.  She requested a week’s delay in the next executive meeting to give her time to prepare for it after her return.
•	Hall Manager’s Report was received.  Carolyn and Gloria will meet with Anne-Marie to discuss various points relating to scheduling, and handing on jobs when she is away.
•	Kitchen: The heater in the kitchen, although meant to remain set at the lowest level of the thermostat, continues to be left on at much higher temperatures.  Gloria will address the problem.
•	Repair and Maintenance: 
o	The pathway between the TICA grounds behind the tennis court and Mission Road opposite the Fire Hall has been substantially upgraded and is much safer (Thank you Ron!)  The TIVFD wrote to TICA to thank them for doing this, as it makes getting to a call-out from the Hall much quicker and safer.  It was noted that it is a common path used by people coming to the Hall from the Community Trail, as well, so will be widely appreciated.
o	There was an issue raised that the doors from the storage area to the outside had an “Exit” sign over them, which implied they are a Fire Escape route.  Since the storage in that area is needed, but virtually blocks the doors, the Exit sign was removed.
o	The new curtains are back and installed in the hall.  Gloria test-washed a piece of the fabric of the remaining long curtains and found that they washed well, so proposed that we approach the Laundromat in Chemainus about having them washed.
o	Tim Mattson of New Design Interiors recommends blinds rather than drapes for the library eventually, but this will not be looked at until 2015 or later.
o	A Spring work day was discussed, probably in May.  Gloria will contact Lesley and Randy Buhr about this, as they have offered to “be responsible” for the grounds, and co-ordinate with them the work that needs doing.  She will also contact Andy Keir for suggestions, as he has managed Spring work days in the past.  Board members should contact Gloria with any suggestions for work to be done.
•	Quarterly:  The Spring issue went into the mail boxes on Monday the 3rd.  
•	New Horizons grant application: The beginnings of a list of possible projects for which to apply was started, and possibly an espokes will be sent out to invite community suggestions.  On the list so far:  an outdoor seniors’ exercise circuit; seniors mentoring youth program; seniors’ computer literacy program; large print library books; seniors’ exercise equipment; health and wellness programs.

OLD BUSINESS: 

•	Lesley Milliken will not be running for the Board next year, and so has agreed to be the nominating committee for new board members.  Board members should send any suggestions for possible candidates to her.  

NEW BUSINESS:

•	It was noted that the policy re memorial bequests to TICA will be announced at the AGM
•	MOTION: Matt moved that we have a policy that requires the first person to arrive at the Hall in preparation or for attendance at an event during the snow season, should be responsible for seeing to it that a path is cleared from the driveway to the front door, for others attending.  If this is not possible, the event should be cancelled.  Motion passed.  This policy too could be announced at the AGM, and certainly should be sent out by the Hall Manager to the list of regular users.
•	The question of a new larger monitor in the Library has been tabled while the Camera Club tries the projection equipment at the Fire Hall at their next meeting.  If this works for them, we might consider upgrading the projection equipment in the Hall, which will widen the usefulness of the expense.  

NEXT MEETING:

The next meeting will be on Tuesday, April 8th, 2014, at 9:30 am.  

ADJOURNMENT:  

The meeting adjourned at 11:30 AM.

Veronica Shelford
TICA Secretary