Annual Report - sadleirhouse.ca agm... · P. R. Community & Student Association (Sadleir House...

Ann

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Table of C

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Board & Governance .......................................................... 4Staff & Officers ................................................................. 7Office & Events .................................................................. 8Programmes ....................................................................... 9Building & Grounds ........................................................... 11Thanks to our Supporters! ................................................. 12Appendices ........................................................................ 13

Financial Statements for the Year-Ending 31 August 2016 ................................................................................ 14Minutes from the 12th to the 13th Annual General Meeting ................................................................................ 25Usage Statistics 2006-2016 ..................................... 33

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The P. R. Community & Student Association (Sadleir House Facility) is governed by an independent Board of Directors elected

during our Annual General Meeting (generally in the early winter of each calendar year). Directors normally serve terms of two years and come from a variety of areas to represent the communities we serve. In

recognition of the vision and foresight they showed in bringing the P. R. Community & Student Association into

existence, as well as the substantial financial support they provide, the majority of the Board of Directors must be Trent University students at

the time of their election. This ensures that Sadleir House shall always be under the control of Trent students.

The Board of Directors

The P. R. Community & Student AssociationBoard of Di rectors 2016-2017

Tree Chomko (President & Chair)Catherine Dickinson (Vice-Chair)

John K. Muir (Secretary & Treasurer)Hannah Collins

Hayley RaymondBill Shepherd

Elora Tarlo

Past Directors Christopher Allen (‘05-’07) Marisa Barnhart (‘04-’09)Philip Benmore (‘08-’10)Sally Chivers (‘08-’09)Agata Durkalec (‘11-’12)Chris Glover (‘04-’05)Cornel Grey (‘13-’15)Chris Hall (‘10-’13)Shantel Ivits (‘04-’05)Meghan Kelly (‘10-’11)Manuela Lefranc (‘05-’07)Hannah McCormack (‘13-’15)Carolyn McGee (‘13-’15)M. J. Milloy (‘05-’07)

Caileigh Morrison(‘14-‘16)George Nader (‘05-’08)Matt Naylor (‘04)

David Newberry (‘05-’06)Jonathan Pinto (‘07-’09)Tara-Lyn Prindiville (‘09-’10)Matt Rappolt (‘11-’13)Tyler Roach (‘07-’08)Ayad Sbeyti (‘09-’10)Miriam Sherwin (15-’16)Fraser Smith (‘04)James Smith (‘09-’11)Sara Swerdlyk (‘06-’09)Dave Tough (‘04-’05)Helen Wallis (‘09-’12) Sheldon Willerton (‘11-’14)

Past Staff & OfficersDerrick McIntosh (‘03-’05)Stephanie MacMillan (‘05)Jill Staveley (‘04-’07)Gord DeVillers (‘07-’08)

Honourary DirectorsDr. Richard H. SadleirProf. T. H. B. Symons

P. R. Community & Student Association (Sadleir House Facility)751 George Street North, Peterborough, Ontario, Canada 5

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Boa

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orsCatherine Dickinson was a member of Peter

Robinson College in Trent University’s class of 1998. In her tenure at Trent University, Catherine has worked tirelessly advocating, in particular, on issues of university governance, student space and accessible, quality, publicly funded post-secondary education. She has held elected positions on the boards of the Trent Central Student Association, Peter Robinson College Cabinet, the Julian Blackburn College Students’ Association, the Trent University Senate and the Trent University Board of Governors. Catherine was employed as the Executive Coordinator of the Trent Central Student Association from 2002-2008. She is presently working in

the labour movement. Catherine is a founding member of the PRCSA and has been on the Board since its inception.

Catherine DickinsonIn 1978, Mr. Muir was one of the founding directors when Trent Radio applied for incorporation and was instrumental in establishing Trent Radio’s first studio in 1979, moving the organisation to its present location on George Street in 1985. John has worked as the general manager of a music festival with R. Murray Schafer; as a free-lance producer and concert engineer; and the administrator for Artspace, which was then, an artist run centre for visual art, performance and communication. Returning to Trent Radio in John K. Muir August 1994 as General Manager, and later being instrumental in establishing Sadleir House, John continues to be concerned with trying to create an environment conducive to the production

of exceptional community through the confluence and ethos of “social advocacy” and the “cultural avant-garde”.

John Muir

Hannah Collins just finished her third year at Trent in Women and Gender Studies. She believes Sadleir House plays a key role in connecting Trent students with the greater Peterborough community and Trent’s own rich and exciting history. Besides being on the PRCSA board Hannah works at The Seasoned Spoon Cafe and enjoys seeing Trent Film Society screenings. You can usually find her at The Only talking about the history of Trent’s college system and her favourite scary movies.

Hannah Collins

Tree is going into the third year of a biology/psychology joint major. In addition to volunteering at the Seasoned Spoon café and Trent Radio, Tree is also an active member of the Trent Valley Fencing team. They have been involved with OPIRG since joining the Guerrilla Gardening working group in first year, and can occasionally be found hanging out in the OPIRG office. Tree is glad to be part of the PRCSA. Their favourite Sadleir House space is the staircase.

Tree Chomko

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I’m a second year student, who has a strong interest in exploring the different programs that Trent has to offer. Right now, a large part of my focus is on urban gardening where I run a small indoor garden from my closet. I come from the Town of the Blue Mountains, so Peterborough immediately felt like home. To me, Peterborough is a friendly community, buzzing with new ideas and projects which enticed me to become more involved. For first year, I was an employee at Sadleir House

where I fell in love with the calming atmosphere and classic beauty it has to offer. I wanted to remain a part

of the building which lead me to board of directors. I think that Sadleir House is the perfect combination to the growing innovation of Peterborough!

Elora Tarlo

Bill Shepherd was a student at Peter Robinson College (PRC) when he graduated from Trent University in 1985. As a student and past manager of the Jolly Hangman Pub Bill has a deep appreciation for PRC and Sadleir House. Bill has served on many boards including, President of Art Gallery of Peterborough and Chair of PRHC Foundation Advisory council. Bill’s career has been in the financial sector where he currently resides as Vice President and Portfolio Manager with BMO Nesbitt Burns.Bill Shepherd

My name is Hayley Raymond and I’m a fourth-year Canadian Studies student at Trent. I first became involved with Sadleir House as a volunteer in the library two years ago, and I’m also very involved with our neighbours, Trent Radio!

Hayley Raymond

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Alissa is an alumna of Peter Robinson College (2001) and former President of the College Cabinet. She has also served on the Trent University Senate, the Trent Central Student Association, and as both a Staff and Steering Collective member at the Trent Women’s Centre. She currently volunteers on the YWCA of Peterborough & Haliburton Board of Directors and the Electoral District Association of the Peterborough-Kawartha NDP. If not in her office, Alissa can be found in the library or out in the Sadleir House gardens. As of January 2017, Alissa will be taking over the position of Steward.

Dwayne has worked as the Steward of Sadleir House since September 2005, and has loved every minute since. A graduate of Peter Robinson College (‘01) with a major in Cultural Studies and Anthropology, Dwayne also holds a Master of Information Studies from the University of Toronto. In past roles, Dwayne served the Trent Central Student Association, worked as College Assistant for Peter Gzowski College, and has held positions on the Peterborough Public Library Board. Dwayne is leaving our staff in 2017 to work as a Learning & Liaison Librarian at Trent University’s Thomas J. Bata Library.

Staff & Officers

Dwayne Collins,Steward

Alissa Paxton,Convenor

Sadleir House could not function without the tireless work and enthusiam of our House Wardens. Funding for these part-time student

positions is made possible by the Trent Work Study Program.

Thanks toSabrina Calogeracos Angelica CooperCarrie Minns Hannah LightleMackenzie McCullough Jack SmyeLaura Klinduch Duncan MacKinnonElora Tarlo Sebie Turay

House Wardens

Cait began working at Sadleir House in 2011 as a House Warden, a position she held until 2014. She spent two summers as the Sadleir House Events Coordinator, and two years as the Events and Programming Officer. Cait graduated from Trent University in 2014 with an undergraduate degree in English Literature. She is currently working on her MA in Public Texts at Trent. Her favourite thing about working at Sadleir House is that things are often weird, but unsurprising. As of March 2017, Cait will be taking over the position of Convenor.

Cait Jones,Programing

Liaison

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As one of our core services, Sadleir House is blessed to be the home to a wide variety of organisations.

Much like our Event Space Bookings, office rental rates are tiered based on the type of organisation and are deliberately set to be affordable for student and community activities:Office Rental Rates:• Small Levy Student Group: $2.12 / sq.ft.• Medium Levy Student Group: $3.18 / sq.ft.

• Large Levy Student Group: $5.30 / sq.ft.• Not-for-Profit/Pr ivate/Commercial : $15.90 / sq.ft.

Event Space Bookings

Tenants & Office Rentals

Office & Event SpacesH

ousehold Operations

Event Space Bookings comprise the most significant service that Sadleir House offers. Our three principle rooms (The Hobbs Memorial Library, Dining Hall, and Lecture Hall) along with occasional rental of other spaces like the Senior Common Room, the Media Lab, and the Sadleir House Library provide spaces suitable for almost any activity.

Our total usage for the 2015-16 academic year was 2773 hours, with at least 83 different groups taking advantage of our space. A typical week at Sadleir House sees yoga and dance classes, meditation groups, an international coffee house, workshops, film nights, community group meetings, a book club, and Sadleir House’s Thursday night pub.

In an effort to increase usage by student groups and to reflect money already paid by students, we eliminated the room rental fee for student groups holding events during regular house hours.

Student Groups & Activities Community GroupsNon-levy Small

LevyLarge Levy

Non-profit Private/Commercial

No Charge $15 / hr $20 / hr*a discount of $5/hr is available for Community Groups who book a series of three or more events.

• Absynthe Magazine• Anne Shirley Theatre

Company• Arthur Student &

Community Newspaper• Camp Wanapitei• Centre for Gender and

Social Justice (CGSJ)• Community and Race

Relations Committee of Peterborough

• The Free Market• Kawartha World Issues

Centre• Living in Colour• Marisa Barnhart MSW• Ontario Public Interest

Research Group (OPIRG) - Peterborough

• Peterborough Folk Festival• Peterborough Student Co-

operative• Rock Camp 4 Girls• Theatre Trent• Trent Annual• Trent Gives• Trent Queer Collective• Trent University Music

Society

Tenants


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Programmes

Our Thursday night Jolly Hangman Pubs have continued as one of our most popular programming initiatives. Named in honour of the legendary former Peter Robinson College Pub, Sadleir House provides the space and staffing free of charge while the co-hosting group provides the entertainment and publicity and keeps any funds raised at the door. Publicity is the responsibility of the co-hosting organization with Sadleir House promoting the events through our on-line calendar and a monthly poster.

The Jolly Hangman Pub Nights

The Senior Common Room (SCR) operates as a student common space here at Sadleir House, providing a space to study or hang out whenever the building is open. The

on-site Kuerig beverage machine and open wireless Internet have made the SCR a popular student space, with students stopping by to study nearly every day that we’re open.In addition to providing study and gathering space, the SCR is also used as occasional gallery space and has been used for art and photography exhibits. In 2016 we hosted exhibits by Derek Newman-Stille, Trent Visual Arts Network, Community & Race Relations Committe, Calla

Durose-Moya, and Stuart Kristensen.

The Senior Common Room & Occasional Galleries

The Sadleir House Library is a general academic library located i n Room 107. Our collection is comprised mostly of donated books, however some purchases are made possible through grants and fundraising efforts. While general in scope, the Sadleir House Library focuses on collecting works in the following areas: Higher Education philosophy, history, and criticism (with particular focus on the residential college model), community building & engagement, and Victorian & Modern architecture. The library is staffed primarily by volunteers and could not maintain open hours without their generous t i m e contributions. This year saw a large donation from Professor Keith Walden added to the collection.

The Sadleir House Centre for Pixel Culture operated for its fourth year, with the collection of video games growing exponentially. The Centre has hosted monthly Critical Play Seminars to foster interest in the academic study of video games.

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The first Queer Coll(i/u)sions Conference was organized by Cait Jones and Derek Newman-Stille. It took place during the weekend of March 5th and 6th, 2016. During the weekend there were around 150-200 attendees, and over 30 presenters. Professor Rinaldo Walcott was our keynote speaker. Dr. Walcott is currently the Director of the Women and Gender Studies Institute at the University of Toronto. The conference attracted participants from various disciplines to engage in academia, activism, and artistic endeavours. Queer Coll(i/u)sions had presenters from the Trent University Graduate and Undergraduate programs, Trent University faculty, the Peterborough community, and a host of other schools, including York University, University of Toronto, Western University, and Waterloo University.

There were presentations ranging from academic research papers to author readings to workshops. The topics included (but are not limited to) slash fiction, deconstructing whiteness, black queer masculinities, Buzzfeed activism, deadnames and transgender memory, language and the representation of black bodies, asexuality within queer identity politics, body positivity, and introducing age to queer and crip theory.

The conference was advertised through posters, a website, and social media-a Facebook event page and Twitter. There were volunteers live-tweeting using the hashtag #queercollisions for the duration of the conference. Participants and attendees were made aware of the hashtag and encouraged to use it across platforms to create a digital archive of the event.


Central to our operations is Sadleir House itself. A beautiful Queen Anne Revival style building with Ron Thom Modernist additions from the 1960s, this beautiful heritage building provides a home to community activities of all kinds. Each year we try to accomplish one major upgrade or repair to the building in order to continue to meet the needs of the community.

Building & G

rounds

Building Repairs & Upgrades2016 saw a flurry of projects to help Sadleir House become more energy efficient. A new hot water heater for the carriage house also allowed us to cap an old chimney, the large Dining Hall windows were replaced with thermal panes, and all exterior lights were replaced and upgraded to LEDs.

New HD projectors were installed in the Lecture Hall and the third floor Media Lab. The Media Lab has become a popular spot f o r small meetings and mulimedia workshops.

A few other smaller projects included some masonry on the carriage house walls and chimney, tearing out old walls, plumbing and electrical in a basement storage room, and plaster repairs on third floor.

A new driveway and parking lot at 747 George Street necessiated the installation of a border fence and gardens along the southern edge of the lawn. A combination of board fences, cedar trees, rose bushes and a corner gate create a barrier from headlights that is both functional and archtecturally interesting.

Our landscape architect, Michael McGuire, consulted with Ivy Sucee of the Barnardo Descendants’ group to move the displaced Hazelbrae Home plaque from 747 George in to a new memorial garden.

To protect all our new gardens from hot and dry summers sprinkler systems have been installed and will be expanded in 2017.

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Jodi AokiAyesha BarmaniaMarisa Barnhart

Nicole BaubergerPatricia BaxterDarryl Bennett

Barb BuscheSabrina Calogeracos

Dennis Carter-EdwardsJeff Chislett

Tree ChomkoCity of Peterborough

Jason ClarkThe Colleges of Trent

UniversityDwayne CollinsHannah Collins

Angelica CooperCatherine Dickinson

Lisa DixonScott Donovan

Calla Durose-MoyaMichael Eamon

John FeketeDerek GreenJess Grover

Julia HarrisonHeritage Preservation

OfficeAndrea Higgs

John & Ruth HillmanAnne Hoover

Matt JarvisCait Jones

Jordan Lyall PhotographyJames Kerr

Laura KlinduchYvonne Lai

Hannah LightleDuncan MacKinnon

Dave & Grace MahoneyTaylor Marshall

Mackenzie McCulloughCarolyn McGee

Michael McGuireDerrick McIntosh

Carrie MinnsKristen Mommertz

Jeff MooreCaileigh Morrison

Janette MorrisonTom Miller

John K MuirNatalie Napier

Susan NewmanDerek Newman-Stille

Ontario Library AssociationAlissa Paxton

Josh RaspberryHayley Raymond

John & Joan ReevesStephen Rose

Joan & Ricahrd SadleirJoan SangsterBill ShepherdLinda Shisko

Jack SmyeJill Staveley

Ivy SuceeChristine & Tom Symons

Elora TarloRichard Taylor

Bob Taylor-VaiseyElizabeth Thipphawong

Trent Central Student AssociationTrent Radio

Trent University Faculty AssociationSebie Turay

William Murray VaiseyJohn WadlandKeith WaldenHelen WallisMatt WatsonJeremy Wiley

&

Every student, staff, and faculty member of Peter

Robinson College

Sadleir House endeavours to remember everyone but if

your name has been omitted in error, please accept our

apologies.Tha

nks

to o

ur S

uppo

rter

s!


Appendices

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Minutes from the 12th to the 13th AGM

Minutesfrom the

12th Annual General Meeting

to the

13th Annual General Meeting

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PRCSA AGM 05 April 2016

MINUTES OF MINUTES OF THE 12th ANNUAL GENERAL MEETING of MEMBERS OF P.R. COMMUNITY AND STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA held on Tuesday, 05 April 2016 in the City of Peterborough, at the Lecture Hall, Sadleir House, 751 George Street North at 18:00.

P R E S E N T: Davis Dickinson Barnhart, Sabrina Calogeracos, Dwayne Collins, Theresa Comko, Catherine Dickinson, James Kerr, Caileigh Morrison, John Muir, Alissa Paxton, Hayley Raymond, and Bill Shepherd.

R E G R E T S: Hannah Collins, and Elora Tarlo. Proper notice of this meeting having been made, and quorum being present, the meeting was declared duly constituted and called to order at about 18:35 am, with Theresa Comko presiding and acting as Chair of the Meeting, and John Muir, acting as Secretary. 01. Opening Remarks.

The Chair welcomed the Members, an agenda was agreed, and discussion followed. 02. Previous Minutes.

UPON A MOTION duly made, seconded and carried unanimously the Minutes of the Previous Meeting of Members held on 11 April 2015, were approved as presented.

03. Presentation of the Annual General Meeting Report. The AGM Report was presented by the Steward, with questions and discussion following each section. UPON A MOTION duly made, seconded and carried unanimously, the AGM Report was accepted as presented, and discussed.

04. Presentation Of The Financial Statements for the year. The Financial Review was presented for the corporation for the year, consisting of a statement of the financial position, a statement of changes in net assets, a statement of operations, a statement of cash flows, and notes to the financial statements. The review was prepared by Collins Barrow Kawarthas LLP. Discussion followed.

UPON A MOTION duly made, seconded and carried unanimously, the financial review, as prepared by Collins Barrow Kawarthas LLP, for one year ending 31 Aug 2015 were accepted as presented, and Collins Barrow Kawarthas LLP (or their heirs or successors), were appointed as accounting agents and to conduct the next financial review engagement for the fiscal year ending 31 Aug 2017.

05. MOTION To Confirm All Resolutions Of The Board All Board Minutes since the last AGM were made available to the membership at the meeting, in addition to being available to the general public on the PRCSA website throughout the year.

UPON A MOTION duly made, seconded and carried unanimously, it was resolved that all resolutions and acts of the Board since the last General Meeting of Members, held on 11 April 2015, as set out in the Minutes of Directors and the Corporation or in the AGM Report of the Corporation submitted to this meeting were approved and confirmed by the membership.

06. REPORT of the Nominating Committee and Election Of Directors. The Chair reminded the Members that the by-laws of PRCSA provide that: the affairs of PRCSA shall be managed by a Board of seven (7) directors, each of whom at the time of her/his election and throughout her/his term of office shall be a member of PRCSA. In addition, each Director must be, eighteen years of age or older; capable of conduct which is that of passionate disinterest, divesting themselves of self-interest or private advantage; and not normally employed by PRCSA. Taken together, the Board shall be balanced at all times. A majority of the Board shall be enrolled as a student of Trent University at the time of their election. A regular Director’s term of office shall expire at the second Annual General Meeting after the Director’s election, so as to allow for staggered terms of office for Directors. In the matter of the nominations process, the Steward thought the Secretary reported that no further nominations had been received, as provided by the Meeting’s agenda, and the by-laws of the Corporation. The nominees and the incumbent directors and officers then introduced themselves and explained their reasons for their interest in serving the organisation.

UPON A MOTION duly made, seconded and carried unanimously, it was resolved that the report of the Nomination Committee be accepted, and that the four Nominees presented, namely, Hannah Collins, Hayley Raymond, and Elora Tarlo being enrolled students of Trent University; and that Catherine Dickinson, be each elected to a term of office that shall expire at the second Annual General Meeting after this election.

07. Any Other Business: none. 08. Farewells and Adjournment.

Expressions of well wishing were made to all in attendance. The Membership especially thanks out-going Director Caileigh Morrison for her extraordinary contribution.

There being no further business, the Meeting adjourned, at about 19:25 __________________________________ ___________________________________ Theresa Comko, President & Chair John K Muir, Secretary

It was decided after the AGM adjournment that the Board will meet next on Tuesday, 12 April 2016 @ 6pm Min

utes


PRCSA 12 April 2016 MINUTES OF P.R. COMMUNITY and STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA Board of Directors Meeting held on Monday, 12 April 2016 in the Lecture Hall at Sadleir House, 751 George St North, Peterborough, Ontario at 6:30pm.

P R E S E N T: Hannah Collins, Catherine Dickinson, John K. Muir, Hayley Raymond, and Bill Shepherd.

R E G R E T S: Theresa Chomko and Elora Tarlo.

Also present: Dwayne Collins, Steward; and Alissa Paxton, Convenor.

01. The meeting was called to order at about 6:10 pm. with Catherine Dickinson acting as Chair of the Meeting, and John Muir acting as Secretary. Notice of this meeting having been made to all the Directors, and a majority of Directors being present, the meeting was declared duly constituted.

02. An agenda was agreed upon and discussion followed.

03. UPON a MOTION duly made seconded and carried unanimously, the Minutes of the Board Meeting and the Minutes of the AGM held on 05 April 2016, were respectively approved as presented or taken as information.

04. Board Orientation & Appointment of Officers. The roles and the various officer positions were explained, and discussed, nominations were made. UPON various MOTIONs duly made seconded and carried unanimously; Theresa Chomko was appointed President & Chair; Hannah Collins was appointed Vice-Chair; and John Muir was appointed Secretary/Treasurer; Dwayne Collins was confirmed as Steward and Vice-president; and Susan Newman was confirmed as Bookkeeper.

05. Staff Reports: The Steward and the Convenor presented their reports. Discussion followed. UPON a MOTION duly made seconded and carried unanimously, the Staff Reports were accepted as presented, discussed, amended, and in particular, it was decided that that the term "alum" be avoided in any matter relating former Trent University students and prohibited from PRCSA (SHF) splother, for it is BAD word.

06. Financial Report to 29 February 2016: UPON a MOTION duly made seconded and carried unanimously, the Financial Report to 29 February 2016 was accepted as presented. Discussion followed pertaining to improvement projects for the upcoming summer. It was decided to prioritise spending into the order of chimney repairs, a border at the south-end of the south lawn, and finally, if there's any money left, the main (south) entrance way.

07. The next Meeting was set for 17 May 2016 at 6:00pm.

08. There being no further business, the Meeting was adjourned at about 7:40pm. ________________________________ ________________________________ Catherine Dickinson, Vice-Chair John K Muir, Secretary/Treasurer

Min

utes

28 AGM Report 2016

PRCSA Board of Directors 18 May 2016, 18:00 (EST) Sadleir House, 751 George St. N. Lecture Hall (room 106) Minutes Present: Theresa (Tree) Chomko, Catherine Dickinson, Davis Dickinson Barnhart (guest), Cait Jones (staff), John Muir (teleconference), Alissa Paxton (staff), Hayley Raymond Regrets: Hannah Collins, Bill Shepherd, Elora Tarlo

1) Approval of the Agenda CD/HR/Carried

2) Approval of Minutes (12 April 2016) JM/HR/Carried

3) Financial Report – to 30 April 2016 a. YE16 Budget Adjustments (Summer Projects)

Proposal to allocate surplus of $27,700 to following projects: $10,000 to Grounds for southern barrier project $6000 to Repairs for masonry on NE area of carriage house $1700 to Professional Fees for architect & landscape architect $10,000 remaining for unforeseen repairs

JM/CD/Carried 4) Staff Reports

a. Steward – Accessibility Plan adopted as presented. JM/CD/Carried

b. Convenor Reports accepted

JM/HR/Carried 5) Programme Planning & Assessment

a. Discussion & Working Group formation: Elora, Tree, Hayley with Cait & Sabrina Calogeracos (staff)

6) Any Other Business - none 7) Date of Next Meeting (Monday, August 29, 6pm) 8) Adjournment

CD/JM/Carried

Min

utes


PRCSA 14 November 2016

MINUTES OF P.R. COMMUNITY and STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA Board of Directors Meeting held on Monday, 12 April 2016 in the Lecture Hall at Sadleir House, 751 George St North, Peterborough, Ontario at 6:30pm.

P R E S E N T: Theresa Chomko, Hannah Collins, Catherine Dickinson, John K. Muir, Bill Shepherd, and Elora Tarlo.

R E G R E T S: Hayley Raymond Also present: Dwayne Collins, Steward; Alissa Paxton, Convenor; and Caitin Jones, Communications and

Programming Officer. 01. The meeting was called to order at about 6:10 pm. with Theresa Chomko acting as Chair of the Meeting,

and John Muir acting as Secretary. Notice of this meeting having been made to all the Directors, and a majority of Directors being present, the meeting was declared duly constituted.

02. An agenda was agreed upon and discussion followed. 03. It was noted that the consideration of the Minutes of the previous BoD Meeting held on 18 May 2016 would

be deferred until the next BoD, In their lieu quick verbal staff reports were presented.

About 95% of the masonry has been completed. During the work, a unstable chimney was discovered and put right. Exterior lighting has been either installed or upgraded. The South Garden and an attendant sprinkler system was installed, and the Dining Hall windows have been replaced with "thermal" glass or insulated glazing.

We have received funding for eight TWSP positions. So far seven positions have been filled with four previous participants and three new recruits. In addition a student participating through the Trent Community Research Centre is to report on the feasibility of food service at Sadleir House.

The event facilities were in use a total of 2,773 hours in the last fiscal year, which is 90% of the hours in used in 2013 - our busiest year. A review of office rents is needed to take into consideration student group revenue rises due to CPI increases pushing the groups into higher rental payment brackets.

Caitlin Jones continues to provide social networking and is working on a "Punk Goes to College" and a second "Queer Coll(i/u)sions Conference" event.

UPON a MOTION duly made seconded and carried unanimously the staff reports were approved as presented and discussed.

04. YE17 Operating Budget. Dwayne Collins presented the YE17 budget. Discussion followed. UPON a MOTION duly made seconded and carried unanimously, the YE17 budget was accepted as presented and discussed,

05. Steward Hiring Process (Closed Session). It was noted that as this was a personnel matter it would be conducted in closed session. Alissa Paxton and Caitlin Jones left the Meeting. Catherine Dickinson reported a personal concern relating to her participation the session but remained in an advisory capacity. Discussion followed. The closed session ended. UPON a MOTION duly made seconded and carried unanimously, save for Catherine Dickinson abstaining, the Steward's Hiring Committee was constituted with Theresa Chomko, Hannah Collins, and Bill Shepherd as full members and with Catherine Dickinson and Dwayne Collins acting as advisors. It is understood that the work of the Committee is expected to be completed by the end of term.

06. The next Meeting was set to be arranged when the Hiring Committee report was ready. It was decided that a proposal for an Executive Committee would reviewed and discussed at a later date.

07. There being no further business, the Meeting was adjourned at about 7:55pm. ________________________________ ________________________________ Theresa Chomko, Vice-Chair John K Muir, Secretary/Treasurer Min

utes

30 AGM Report 2016

PRCSA 04 February 2017 MINUTES OF P.R. COMMUNITY and STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA Board of Directors Meeting held on Saturday, 04 February 2017 in the Library at Sadleir House, 751 George St North, Peterborough, Ontario at 2pm.

P R E S E N T: Hannah Collins, Catherine Dickinson, John K. Muir, Hayley Raymond and Elora Tarlo via phone. R E G R E T S: Theresa (Tree) Chomko, and Bill Shepherd. Also present: Dwayne Collins, Member; and Alissa Paxton. 01. The meeting was called to order at about 2:20 pm with Catherine Dickinson acting as Chair of the Meeting,


02. A modified agenda was agreed upon and discussion followed. 03. It was noted that the consideration of the Minutes of the previous BoD Meeting held on 18 May 2016 would

be deferred until the next BoD. UPON a MOTION duly made seconded and carried unanimously, the Board minutes for 14 November 2016 were approved as presented.

04. Business Arising. The BoD moved in to closed session. Alissa Paxton left the room, and Catherine Dickinson declared a continuing conflict of interest with reference to the Steward's Hiring Committee. It was noted that since the last BoD, the duly appointed and delegated Steward's Hiring Committee had made its recommendation, naming a designate known, to each Director via email (see attached), In turn each Director affirmed the same via email. Following this, a letter of offer was duly made and accepted such that Alissa Paxton was appointed Steward effective 18 January 2017 according to the terms of the same letter and the attached "Position Profile" and "Policy Document" pertaining to Benefits, Vacation, and Salary Increases (see attached). The BoD moved in to open session. UPON a MOTION duly made seconded and carried unanimously, save for Catherine Dickinson abstaining, the Board duly agrees and regularises the above cited letter of offer and acceptance dated 18 January 2017, and further appoints Alissa Paxton ex officio Vice-president of the PR Community & Student Association (Sadleir House Facility). Dwayne Collins was thanks for all his hard work.

05. AGM Planning. It was noted that the date for the AGM will be set once the date of the completion of year-end financial review is known. The Nominations & Nominating Committee policy was distributed – see attached. UPON a MOTION duly made seconded and carried unanimously, the Nominating Committee for the upcoming AGM shall be comprised of Hannah Collins, Catherine Dickinson, Hayley Raymond, & Elora Tarlo. It was noted that the Committee shall appoint their own chair. Directors are asked to provide a picture and bio for the upcoming annual report. It was noted that the terms for Directors, Tree Chomko, John Muir and Bill Shepherd end at the next AGM.

06. The Steward's Report was distributed and discussed and accepted as presented. 07. A Levy Restructuring Proposal prepared by Pippa O'Brien, TCSA - VP External, was presented and

discussed. It was noted that Dwayne Collins will prepared and deliver our response to the letter. We're grateful to Dwayne for doing this.

08. Financial statements ending 31 January 2017 were presented as an Initial Budget Update – see attached. Discussion followed. UPON a MOTION duly made seconded and carried unanimously, report was accepted as presented.

09. Personnel & Hiring: The Board moved into closed Session. A "Personnel Proposal" dated 04 February 2017 was distributed to the BoD - see attached. Discussion followed. UPON a MOTION duly made seconded and carried unanimously, the proposal was accepted as presented and discussed. It was noted that this includes a contract rather than probationary period for the Convenor's position, and that any anticipated staffing cost reductions ( ~ $ 12,562.22 ) will be held in reserve for staff cost contingencies for the balance of the current fiscal year. The closed session ended.

10. AOB: The matter of establishing an "Executive Committee" was brought forward as an agenda item for a future BoD Meeting. It was also noted that the Nominating Committee has the latitude to recommend changes to the number and character of the BoD as they might see fit so to do. Finding a place for graduate student representation for instance.

11. The date of the next Meeting was set for Tuesday, 28 February 2017 at 5:15pm There being no further business, the Meeting was adjourned at about 4:25pm. ________________________________ ________________________________ Catherine Dickinson, acting as Chair John K Muir, Secretary/Treasurer Min

utes


PRCSA 24 February 2016

MINUTES OF P.R. COMMUNITY and STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a

PRCSA Board of Directors Meeting held on Monday, 24 February 2016 in the Library at Sadleir House,

751 George St North, Peterborough, Ontario at 5:30pm.

P R E S E N T: Theresa (Tree) Chomko, Hannah Collins, Catherine Dickinson, John Muir (via phone)

and Hayley Raymond.

R E G R E T S: Bill Shepherd, and Elora Tarlo.

Also present: Dwayne Collins, Member; and Alissa Paxton, Steward.

01. The meeting was called to order at about 5:30 pm with Tree Chomko acting as Chair of the Meeting, and

Alissa Paxton taking notes of the Meeting for John Muir to prepared as the minutes. Notice of this meeting

having been made to all the Directors, and a majority of Directors being present, the meeting was declared

duly constituted. A modified agenda was agreed upon and discussion followed.

03. UPON a MOTION duly made seconded and carried unanimously, the Board minutes for 18 May 2016 were

approved as amended to include Dwayne Collins as present, and the Board minutes for 04 February 2016

were approved as presented.

04. Levy Restructuring Proposal. Discussion followed. UPON a MOTION duly made seconded and carried

unanimously, the Board approves the following proposed referendum question wording to be presented at

a TCSA sponsored meeting to discuss this question.

Do you agree that coming into effect for the Fall 2017 Term, student levy fees will be calculated and

charged, in accordance with the Ontario Student Assistance Program's (OSAP) definition of full-time

enrolment and Trent University's Financial Services' new per term billing system mandated by the

Province of Ontario?

It was noted that;

a) Issues relating to part-time students and refundable levies will be dealt with separately and likely in a

referendum question next year.

b) PRCSA should review constitution and bylaws to see if these changes will effect our governance.

c) Alissa Paxton will follow up with Tracy Milne at TCSA regarding status checks for students to determine

their membership.

05. Steward’s Report - see attached

06. AGM Planning. Catherine Dickinson shall act as Chair of the Nominating Committee. Directors are asked

to provide content for the Board profiles in the year's annual report.

07. Budget Update - see attached.

08. Executive Committee: shalled be presented as a "notice of motion" for next Meeting. Catherine Dickinson

will edit and re-circulate.

09. It was noted that the date of next Meeting is to be set via Doodle poll for week of March 20 or 27.

10. There being no further business, the Meeting was adjourned at about 6:30pm.

________________________________ ________________________________

Tree Chomko, President John K Muir, Secretary/Treasurer

Min

utes

32 AGM Report 2016

PRCSA 30 March 2017 MINUTES OF P.R. COMMUNITY and STUDENT ASSOCIATION (SADLEIR HOUSE FACILITY) o/a PRCSA Board of Directors Meeting held on Monday, 30 March 2017 in the Library at Sadleir House, 751 George St North, Peterborough, Ontario at 5:30pm.

P R E S E N T: Hannah Collins, Catherine Dickinson, John Muir, Hayley Raymond, Bill Shepherd, and Elora Tarlo.

R E G R E T S: Theresa (Tree) Chomko, and Hannah Collins. Also present: Dwayne Collins, Member; Cait Jones, Convenor; Alissa Paxton, Steward. 01. The meeting was called to order at about 5:12pm with Catherine Dickinson acting as Chair of the Meeting,


02. An agenda was agreed upon and discussion followed. 03. UPON a MOTION duly made seconded and carried unanimously, the Board minutes for 24 February 2017

were approved as presented. 04. AGM Planning

a) Nominating Committee is still hard at work at preparing a slate of nominees for the upcoming AGM. b) The date and time of the AGM was set for Thursday, 27 April 2017 at 5:30pm with provision being made for a Board meeting at a time just prior to the AGM. c) Dwayne Collins, former Steward presented the year-end 2016 Financial Review. UPON a MOTION duly made seconded and carried unanimously, the Board approves the Financial Review for the year-ended 31 August 2016 as prepared by Collins Barrow Kawarthas LLP for presentation and consideration at the upcoming AGM. d) Board Members were invited to update their profile blurb and picture for the next annual report.

05. Staff Reports a) Steward’s Report - see attached. The Community Engagement Liaison position differs from the Communication & Programmes Officer with more emphasis on outreach with bar and promotional activities becoming the work of the Convenor. Amend position summary to read: … "especially Trent student groups, [alumni], and departments." As presented, amended and discussed. The position will be reviewed an the end of one year in April 2018. b) Convenor's Report was an informal q & a UPON A MOTION duly made seconded and carried unanimously, the Board approves the Staff Reports as presented and discussed.

06. Executive Committee. A second draft of the proposed committee's term of reference was presented. Discussion followed. UPON a MOTION duly made seconded and carried unanimously, the Board approves the creation of the Executive Committee, according to the terms of reference draft dated 30 March 2017 The work and structure of the Committee will be reviewed in one year.

07. Any Other Business. It was noted that there were positive portents as to a more engaged relationship with Trent University. More details will be available as time goes on.

08. The date of next Meeting has been set for Thursday, 27 April 2017. Time & room details will follow 09. There being no further business, the Meeting was adjourned at about 6:00pm.

________________________________ ________________________________ Catherine Dickinson, Acting Chair John K Muir, Secretary/Treasurer

Min

utes


Usage Statistics 2006-2016

Usage Statistics2006 - 2016

34 AGM Report 2016

50.0

0

75.0

0

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125.

00

150.

00

175.

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36 AGM Report 2016

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38 AGM Report 2016

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40 AGM Report 2016

Hou

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Rev

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Page

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Usa

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2016 AGM ReportP. R. Community & Student Association(Sadleir House Facility)751 George Street NorthPeterborough, OntarioCanadaK9H 3T2

1-705-742-3686http://www.sadleirhouse.ca/[email protected]

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