John Hoogendoorn. That the agenda be approved as presented CARRIED.

Transcription

1 CITY OF COLWOOD MINUTES OF THE ST. JOHN THE BAPTIST CHURCH MANAGEMENT COMMITTEE Emery Family Hall 537 Glencairn Lane Colwood, BC September 28, 6:00 p.m. PRESENT ABSENT Chair Members John Hoogendoorn Garry Cook Lynnette Cook Audrey Stickle Arnold Rossander Sherry Rossander Dick Emery Councillor Cynthia Day (regrets) Steve Buhr Audrey Stickle Joan Hoffman 1. APPROVAL OF THE AGENDA MEMBER DICK EMERY That the agenda be approved as presented 2. ADOPTION OF THE MINUTES That the Minutes of the St. John the Baptist Church Management Committee meeting of May 25, 2011 be adopted as with the following amendments: Item 4. Titled RAMP PROJECT That the first sentence be deleted. That the last sentence be changed to read Fire Chief Cameron submitted comments to remind the committee that he St John Church was a heritage building.

2 St. John the Baptist Management Committee Minutes - September 28, 2011 Page #2 Item 4.2 Finances Should read: Chair John Hoogendoorn reported that he did not have all the financial figures but that the available funds were approximately $24,938. We have some significant expenses to pay from that sum. Item 5. New Business That the total paragraph should be deleted. 3. BUSINESS ARISING FROM THE MINUTES 3.1. Painting (Emery Hall) Project. Painting has been completed. There was an over-run on the total amount originally approved. That an additional $ be authorized towards the payment to New Heights Industries for the Emery Hall exterior painting project The Gutter Project This project has been completed MEMBER GARRY COOK That the amount of $ including HST be approved to pay Irwin Industries for the gutters, leaf guards downspout project CARRIED 3.3. Ramp Project There was considerable discussion on this topic. It is unclear as to who is sponsoring (championing) this project. It has been discussed for the past year but no concrete action plan has been developed. The following question was on everyone s mind: 1. Is a ramp mandatory for the St John Heritage Church? 2. If it is mandatory, who is responsible for funding this project? (the Church is the property of the City of Colwood, the Management Committee only manages the buildings). The majority of the Committee feel that a ramp will significantly detract from the exterior of this heritage church.

3 St. John the Baptist Management Committee Minutes - September 28, 2011 Page #3 MEMBER LYNETTE COOK That the St John Management Committee take charge of the initiation of the St John Heritage Church Ramp Project. Discussion took place on which of two locations a ramp could go. This discussion concluded that there are the two (2) possible ramp locations (detailed below) at the St John Heritage Church. Location 1: The current Church stair landing be extended out (south east) to take in the existing stairs (current stair eliminated) and a ramp be directed northeast along the side of the church. In addition, stairs, about three feet wide, be constructed on the south side (running to the west) and down to the existing sidewalk. Location 2: A ramp be constructed from the back exit door, to the south of the church and then south east along the existing sidewalk towards the current front stairs. It is expected that the ramp would meet the sidewalk grade about the end of the existing front stairs. The previous issue of the ramp blocking the access to the furnace area was discussed and felt that access could be provided by use of a hinged ramp in that area. MEMBER LYNETTE COOK That it be Recommended to Council that: 1. Council make a decision as to whether a ramp to St John the Baptist Church is required or not. If a ramp is required, 2. That Council acquire the necessary preliminary drawings needed in order to make a recommendation on the ramp location. 4. OLD BUSINESS 4.1. Maintenance Projects Fence Painting Project Member Garry Cook has obtained two quotes to power wash and give two coats of paint to the fence around the St John Cemetery. MEMBER GARRY COOK That $1150 plus HST be approved for the Fence Painting Project which will be complete by New Heights Industries.

4 St. John the Baptist Management Committee Minutes - September 28, 2011 Page # Wash Emery Hall Floors That the Emery Hall floors be washed every three months at a cost of $50.00 per washing and that the Chair make said arrangements with the City Janitor St John Stairs Member Arnold Rossander reported that he and Arnie Holman painted the church stairs Fire Alarm Systems Member Dick Emery reported that thanks to Emery Electric the Church Fire Alarm and detection system will be working next week. The wiring system is out of date Church and Yard Maintenance item The committee would like to thank City of Colwood Public Works for keeping the grave sites and the grounds in fine condition. The Committee felt that the Public Works should be aware of the following items that need attention: Cedar tree hedge along the east side of the property should be trimmed so that the trees create a solid hedge (cutting of trees is under the direction of the City Engineer) The Mountain Ash tree to the south of the Church (as one passes into the parking lot) has extremely low branches which need to be lopped off The sidewalk on the south side of the church has some uneven joins. These could cause a person to stumble. 5. FINANCES Chair and Finance Officer John Hoogendoorn reported that he has reconciled some of the accounts. He has not received the Trust Account figures. The committee is missing some city issued receipts (These indicate client payments). The clients have been contacted and they have given proof of payment. There are a few other items that are being investigated as to where funds have gone. As a rough figure, John reports that here is about $26,000 in the account. It is felt that there is a breakdown of procedure at City Hall when clients for the church and/or hall make payments. A refund of $ is required to be issued as City Hall double charged a client for HST. 6. BOOKING AND RENTALS Member Sherry Rossander reported that future fall bookings are slow. She also reported that she will be turning the bookings over to someone else from mid October to end of April.

5 7. NEW BUSINESS St. John the Baptist Management Committee Minutes - September 28, 2011 Page # St. John Cemetery Grave History Member Dick Emery said Heritage Commission member Bill Silvester had done an upgraded to the Pioneer Cemetery book. Dick was wondering if he could approach Bill Silvester on updating or creating a document on those who are buried in the St John Cemetery. All the committee agreed this would be a wonderful activity. Member Arnold Rossander offered to make available all the historical information that he had acquired about the St John Cemetery burials. Some years ago the committee had a member of the public do some of this work PHOTO ALBUM Member Dick Emery presented a photo album that he and the Cooks had been putting together that represented the St John Heritage Church Restoration project and the construction and renovation or Emery Hall. This book needs to be enhanced with the history. It was thought that a DVD should be made of the book for backup purposes. 8. NEX MEETING The next meeting is scheduled Wednesday November 23, 5:00 pm or at the call of the Chair. 9. ADJOURNMENT MEMBER GARRY COOK That the meeting be adjourned at 6:30 p.m. CERTIFIED CORRECT APPROVED AND CONFIRMED