COAL CREEK HISTORIC PARK ADVISORY COMMITTEE
NOVEMBER 23, 2009 MINUTES DRAFT
PRESENT: Tats Aoki, Ray Iwaasa, Dave Durrant, Carol Snaden, May Gee, Grace Doherty, Marie Lowe, Lil Tosoff, John Leung, Florence Bell, Bernice Takahashi, Susan Grandfield.
Chair Grace Doherty called the meeting to order at 10:05 a.m.
AGENDA
MOTION TO APPROVE AS AMENDED: Ray , John. Add under E. New Business: Nikkei Voice
MINUTES OF THE OCT. 26, 2009 MEETING
MOTION TO ADOPT WITH THE FOLLOWING CHANGE: Add Dave Durrant to those present. Ray, John.
UNFINISHED BUSINESS
A. MEETING WITH DAVE DURRANT ON OCT. 29, 2009 AND FUNDRAISING POSSIBILITIES
Dave Durrant showed the group the Brian Scott fundraising bag; some members had not seen the bag. A major boxing tournament is coming to Cumberland and some proceeds can go to the park. An online art auction is possible. Focus on what projects we want to do instead of just get a lot of ideas. Id what we want to do, get a budget. Grace: The Saito House is beyond our scope (council). Ray: Our role is defined as an advisory committee. Grace: Advise council that we want to fundraise. Flo: We didn’t tap council for funds. Ray: Village received some funds in the Village account. John: approx. $1800 is deposited in the Village coffers, a rubber stamp for the committee was not even provided. Ray: we need to account to the donors for the money in the account. Dave: We will have an accounting statement. Flo: Heritage Commission money left. Dave will find an accounting statement. Tats: Mr. Suyama donated $2,000 to the Japanese cemetery. He hoped $1000 would go to the park. We have no petty cash account for our group. Ray: Initially we were not requested to participate in the cemetery (no authority). The committee has been drawn into the work at the cemetery. There is a responsibility to those who donate.
Lil: OAP put on a fundraiser for a bench $1200 (OAP still have the money). Ray: Another $2,000 donation came in approx. 5 years ago (half for #1 and half for Chinatown). May: Money is all mixed up in the Village park fund. Discussion of donations and how they are recorded to ensure that the funds go to the intended project.
Dave: The accounting dep’t is working to get new software. If the group doesn’t want to fundraise council will decide what to allocate. We may want to do both, fundraise small amounts. May: 350 t-shirts sold. Carol: Both t-shirts and fundraising bags could be sold, they may be different target markets. Bernice: Bags are a good idea. Flo: Use local products. Dave: Bag project – start with fewer bags. John: Sell for maybe $40. Brian Scott donated his time painting the fundraising bag shown. Lil: Get items donated. Dave: Distribution is everything. Ray: The fundraising can take on a life of its own, can distract us from our goals; we need storyboards, we have spent countless days developing a plan. Tats: contributions are important, not the price of the bag. John: The Rotary Italian dinner raised $30,000. Ray: Group might be required to become a reg. non-profit society. Dave: We need a mission statement with 4 or more main objectives. The cost of the picnic shelter is $4,984.60 for materials not including labour. Dave showed an example of a shake that turns brown with age (rubber composite), looks like wood later after exposure to the sun. Council may match funds. Accounting software program is $147,000 – an example of an expense for the Village. Flo: Having the picnic shelter up would be an incentive to get people to donate more.
Tats needs to show Manabu and the Toronto Group where the $ has gone (that has already been donated).
MOTION: To advise council to give final approval to the Chinatown picnic shelter and to advise matching in kind donations be allocated in the 2010 budget and also that funds be set aside to maintain the project. The final wording of the motion to go to council will be put together as recommended by Dave Durrant and the group members. John, Flo. Carried
Dave recommended the following wording of the above motion:
“The Coal Creek Historic Park Advisory Committee wish to advise Cumberland Village Council of their intent to construct the China Creek Pavilion in 2010.
Coal Creek Historic Park supporters have contributed approximately $5,000 to park initiatives, we request these funds are matched in the 2010 budget, for a total $10,000.
Coal Creek Historic Park also requests that once the Pavilion is constructed the Village sets ample funds aside for annual maintenance of the Pavilion.”
Note: The China Creek Pavilion refers to the picnic shelter.
B. WINTER FAIR TABLES
Grace: We have part of a table which will be shared with other groups. Fair runs 10 a.m. - 6 p.m.
C. DATE FOR BRONZE PLAQUE INSTALLATION/REVISED WORDING.
Tats: Final wording done. Plaque almost completed. Grace will receive the plaque and Ray, Bernice and Tats will decide on the location. Torii Gate update- Dave: Cumberland Ready Mix price quote, includes the gate (two footings and 2 columns for the gate is $164.42 and the bridge 2 footings and foundation walls are $164.42). 25 MPA, 20 mm aggregate designs. Dave: The milling will be expensive for the bridge (cutting to shape, different lengths). Dave: concerned about picnic shelter vandalism. John: could concrete be used for the bridge base. Dave: A bridge in stone would be less destructible. Dave: Gate- concrete or steel are possible. Ray, Tats and Dave will discuss, also with the Rotary club.


NEW BUSINESS
A. HONOURING RON BANNERMAN-SUGGESTION TO PLANT A TREE IN CHINATOWN IN HIS MEMORY.
A plaque will be put in the #6 Mine Park with Ron Bannerman’s name on it by the Heritage Fair group. Flo: Sylvan Nursery has lot of different trees, perhaps a Japanese Maple. May: Should the tree be in the #6 Mine Park, ask Mrs. Bannerman what type of tree. Flo will ask Cindy about the tree. Tats: Ron was very helpful with Chinatown. Flo will ask Cindy Bannerman what kind of tree and where to plant it, possible suggestions including Chinatown or #6.
NEXT MEETING DEC. 29, 2009 AT 10:00
ADJOURNMENT Motion to adjourn, Lil. 12:17 p.m.
Secretary – Carol Snaden.