CITY OF COLWOOD NOTICE OF ST. JOHN THE BAPTIST CHURCH CENTENNIAL COMMITTEE MEETING Monday, April 8, 2013 at 10:00 a.m. Emery Family Hall - 537 Glen Cairn Way, Colwood B.C. 1. APPROVAL OF THE AGENDA A G E N D A Approved By: Marcy Lalande Page 2. ADOPTION OF MINUTES 2.1. St. John the Baptist Church Centennial Committee Minutes - March 3-8 11, 2013 3. OLD BUSINESS 3.1. Stained Glass Window 3.2. Murchies Tea - Fundraising 3.3. Tea/China Rental 3.4. Parking 3.5. Church Service 3.6. Antique Cars 4. NEW BUSINESS 4.1. Discussion: Grant Approval from Ministry of Canadian Heritage Councillor Shari Lukens 5. NEXT MEETING 9 5.1. Monday, May 13, 2013 @ 10:00 a.m. 6. ADJOURNMENT This Notice is posted in accordance with "Council/Committee Procedure Bylaw No. 754, 2004" and the Community Charter. Page 1 of 9
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CITY OF COLWOOD MINUTES OF THE ST. JOHN THE BAPTIST CHURCH Centennial Committee Emery Family Hall 537 Glencairn Lane Colwood, BC Monday, March 11, 2013 @ 10:00 a.m. PRESENT Chair Councillors Members Staff Resource Joan Hoffman Shari Lukens Cynthia Day Dick Emery Garry Cook Lynette Cook Liz Garland Stan Parker Bob Brandle Bill Silvester Marcy Lalande ABSENT Members Lorraine Collett (regrets) Wanda Reekie (regrets) 1. APPROVAL OF THE AGENDA MOVED BY: COUNCILLOR DAY That the agenda be approved as presented/amended: CARRIED. 2. INTRODUCTION 2.1 Communications Manager Joan Hoffman introduced the Committee to Sandra Russell, Communications Manager for the City of Colwood. Sandra told the Committee that she hopes to attend all of the Committee meetings. Councillor Lukens suggested that Sandra can assist the Committee with building a communications strategy. The Committee would like to see communication with seniors homes, as well as communication starting with media outlets. 2.1. Page 3 of 9
Bob Brandle informed the Committee that the Church of the Advent had a communications strategy for their 25 th Anniversary and said that he could provide a copy for Sandra. 2.2 New Committee Member to Centennial Committee Joan Hoffman informed the Committee that they have a new member, Wanda Reekie. Unfortunately Wanda had another commitment and was not able to attend this meeting. 3. ADOPTION OF THE MINUTES 3.1 St. John the Baptist Church Centennial Committee Minutes February 5, 2013 MOVED BY: COUNCILLOR LUKENS That the St. John the Baptist Church Centennial Committee Minutes February 5, 2013 be adopted as amended: Show Councillor Day under absent with regrets. CARRIED. 4. OLD BUSINESS 4.1 Stain Glass Window Garry Cook Councillor Day informed the Committee that Mayor Hamilton knew of someone who said that they could do the stain glass window for $2000. As well the Chief Administrative Officer informed the Committee that there are some windows that are in storage for the Anglican Diocese that may possibly work in the church. There is a possibility that if one is found that it may be donated to the Church. Garry Cook and Bob Brandle will find out what the measurements are and will get in contact with the Anglican Diocese to see if any of the windows that they have stored may work. Councillor Lukens informed the Committee that she had been in contact with Cavan, stain glass artist that had given a quote to create a new window and let him know that the Committee may have a window that could be donated. Cavan said that he would be could assist in fitting the window and that he has a contact that could do the sandblast etching of the centennial dates on the window. 2.1. Page 4 of 9
Councillor Day informed the Committee that Council had approved funding toward the purchasing of plaques to local centennials. 4.2 Murchies Tea - Fundraising Marcy informed the Committee that the purchase of the centennial tea through Murchies has been approved by St. John the Baptist Committee and that she was currently awaiting tea samples prior to ordering. She anticipates that once the decision on the type of tea is made it will take approximately 2 to 3 weeks for delivery. The tea will be stored at Colwood City Hall and no tea will go out without receiving payment. Marcy will be responsible for tracking the sales of the tea and the inventory. The Committee discussed different locations where they would like to sell the tea such as Coast Collective; Colwood City Hall; Local events; West Shore Parks and Recreation. 4.3 Grant Application Update Councillor Lukens Councillor Lukens informed the Committee that they have not yet received approval of the grant. She anticipates that a reply may be received within the next few weeks, and that the delay is most likely because they are in the middle of the fiscal year end. The Committee discussed what they will be able to do if the grant is not approved. A revised plan would need to be forwarded to Council. Marcy questioned what will happen if the grant is not approved with the funds that Colwood had in the application ($7500 funding and $7500 in kind support). Councillor Day said that Colwood s portion is fairly secure as it has been included in the 2013 budget. 5. NEW BUSINESS 5.1 Quote for Catering Tea Service Marcy provided the Committee with two quotes for tea service for the event. Both companies were approximately $25 a head; and one offered a reduced rate of $15 for children. The Committee discussed that the $25 per person is too much and want to look at into options that will provide a lower cost. The Committee discussed having pre-sales for tickets for the tea. The Committee had discussion on whether the tea would be a reasonable price to charge. Marcy questioned if the grant does come through if some of the funds could go toward the catering to lower the cost of the tickets. The Committee discussed how they would like to have something a little special by having the sit down tea. 2.1. Page 5 of 9
The Committee thought that it would be best to set up round tables for the event. Garry and Lynnette Cook will look into costs associated with renting round tables for the event. Councillor Lukens noted that part of the application included having a volunteer coordinator. Councillor Lukens said that she will enquire with coordinator that she knows to see what they might be able to offer. The Committee also discussed having volunteers run the tea to bring down the costs. Bob Brandle noted that the Strawberry Tea that is held at the Church of the Advent is run by over 80 volunteers. Lynnette said she knew of someone that ordered food and put on event with volunteers and it ended up costing more than if it was to be catered. Final decisions on to what exactly the tea will be will have to wait until the grant approval is known. 5.2 China Rental Discussion Joan Hoffman Joan had investigated costs on china rental through Vintage China Rentals and provided them to the Committee. 5.3 Letter Church of the Advent Parking for Centennial Celebration The Church of the Advent will have parking available for the event. There will be some parking behind the church off of Glencairn and some at the front of the church off of Mount View. 5.4 Church Service Bob and Stan Bob Brandle discussed with the Committee what they see the event as being. He said that he sees it as having two components: 1) A place of Worship 2) a place of Heritage. Bob said that he sees the event as being 20% worship and 80% heritage and celebrating the community. The Committee discussed the church service and Bob said that Rev. Joe Titus would do an Anglican Service of Worship by having a morning service. The Committee discussed that one service would be ideal as they do not want to see participants wandering into the church in the middle of a service. Liz Garland brought a copy of the Diocese Post, where the Committee may wish to put in an article on the Centennial; she noted that she would need a copy of the outline and photos from Sandra Russell by March 30, 2013. 2.1. Page 6 of 9
6. NEXT MEETING The next meeting is scheduled for Monday, April 8 th, 2013 @ 10:00 a.m. at Emery Family Hall. 2.1. Page 7 of 9
7. ADJOURNMENT MOVED BY: COUNCILLOR LUKENS That the meeting adjourn at 11:25 a.m. CARRIED. CERTIFIED CORRECT APPROVED AND CONFIRMED St. John Centennial Minutes March 11,2013 2.1. Page 8 of 9
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