Meeting Minutes 2024-03-16

Facilities Strategic Team Meeting Minutes

March 16, 2024 at 9:30 am ET – Microsoft Teams

Present: Alan Goh, James Chan, Sid Ingham, Victor Ling, Winston Ling, Gord Chong,

Howard Eng, Samantha Ling

Regrets: Lily Dong, Naomi Cheung

1. Opening Prayer

2. Reviewing Facilities Requirements Document

a. Reviewing and making changes to the facilities requirements document:

i. Reviewing vision statements for improvements:

1. Improving language for clarity.

2. Adding details for enhanced understanding.

b. Identifying major stakeholders in statements.

i. Ensuring statements reflect "As X, we want to do Y":

1. CYMCI serving as outreach, currently achieved through

recreational programs.

2. CMPS aiming for Montessori integrated education, requiring

flexible space and welcoming classrooms.

c. Adjustments made to the document aimed at providing a clearer picture of

desired facilities to fulfill the vision.

3. Facility Observations and Next Steps

a. Observations on current facilities and future plans:

i. Making do with current facilities.

ii. Adapting facilities to functionally fit needs.

iii. Prioritizing needs before proceeding is essential

1. Taking the low hanging fruit or going forward with a major

intervention

a. Taking advantage of the current opportunity of the

fact all stakeholders have interests that align very well

2. Ensuring that people can see that things are happening and

things are moving

b. Importance of showing progress while ensuring compliance with codes

and requirements:

i. Emphasis on fire safety and accessibility.

c. Considering costs and long-term sustainability:

i. Consistency in maintenance.

d. Evaluation of repair costs vs renovation costs.

e. Exploring building possibilities:

i. Past consultations on maintaining gym and sanctuary, renovating

the building, and adding underground parking.

ii. Maximizing property potential.

f. Seeking architectural consultant input:

i. Exploring partnership opportunities.

ii. Architectural planner to provide insights on maximum opportunities.

iii. Using consultant feedback to refine vision and proposed

changes.

iv. Decision for Winston to contact Jennifer Keesmaat and other

experts for consultation by April - Approved.

4. Closing Thoughts

a. Next meeting will be on Saturday, April 20th at 9:30 AM on Microsoft

Teams.

b. Winston to communicate any changes regarding the meeting schedule.

5. Closing Prayer

Overall Summary

 Reviewed and made adjustments to the facilities requirements document to

better align with our vision and stakeholders' needs.

 Discussed observations regarding current facilities and emphasized the

importance of prioritizing needs and ensuring compliance with codes and

requirements.

 Agreed on action item for Winston to contact Jennifer Keesmaat and other

experts for consultation by April.

Meeting Minutes 2024-02-24

Facilities Strategic Team Meeting Minutes

February 24, 2024 at 9:30 am ET – Microsoft Teams

Present: Alan Goh, Lily Dong, James Chan, Sid Ingham, Victor Ling, Winston Ling, Gord Chong, Naomi Cheung, Samantha Ling

Regrets: None

1. Opening Prayer

2. Reviewing Previous Meeting Minutes – Presented by James Chan

1. Went through meeting minutes from previous meetings to check the progress on the action items presented.

3. Giving Input to the City – Presented by Alan and Winston

1. Summary of Meeting with Planners Regarding Chinatown – Presented by Alan and Winston

                                               i.     City planners are meeting with people in the area to gather information for planning purposes.

                                             ii.     Plans are in place to build more housing (315 Spadina project).

                                            iii.     Planners were informed about the historical significance of the church and the role CPC plays in the community.

                                            iv.     Input given to the planners:

1.    Lack of parking in the area.

2.    Absence of a focal point/landmark for the area.

3.    Suggestions:

a.    Consideration of a Chinatown market similar to St. Lawrence Market.

b.    Addressing the shortage of facilities for general public recreation, especially sports.

                                             v.     City planners informed about ongoing efforts to increase the accessibility of our facilities.

                                            vi.     There is a consultation meeting on Sunday, February 25; team members are encouraged to attend.

                                          vii.     Sending out the Chinatown Tomorrow Planning Initiative survey to ensure proper community representation and input.

1.    https://s.cotsurvey.chkmkt.com/?e=368976&d=e&h=132A121023E933C&l=en

1. Moving Forward

1. Collaborating with the city on new recreation facilities to enhance community connection.

2. ‘Competition’ exists regarding recreational facilities and housing, particularly for families and students.

                                               i.     The church is near affordable subsidized housing, and most university students commute to campus.

                                             ii.     University Settlement offers facilities like a swimming pool, but payment is required.

                                            iii.     Students already have access to their university's facilities.

1. Yonge Street Mission and Scott Mission nearby with ministries and projects to accommodate locals participating in their programs.

2. Creation of the Facilities Strategic Team Requirements Document:

                                               i.     Develop a comprehensive document outlining the specific requirements for our facilities.

                                             ii.     This document will serve as a guide to be presented to architects or planners, showcasing the various needs and improvements desired for our facilities.

                                            iii.     Points on the vision of the church, school and YMCI will also be included to ensure that the requirements listed on the document align with the established vision.

                                            iv.     https://docs.google.com/document/d/1DMFCZ1W-sPUYyoABJKua-VI0Wkmnpvb1ZrZdf3rLXDQ/edit?usp=sharing

1. Closing Thoughts

1. Collaboration with city planners to give input Chinatown's needs, including parking, landmarks, and recreation facilities.

2. Importance of community involvement in upcoming consultation meetings and surveys.

3. Recognizing competition for resources, particularly in housing and recreation, and the need for strategic partnerships.

4. Initiative to create a comprehensive document outlining facility requirements for presentation to architects or planners, facilitating future development endeavors.

5. The next meeting will be March 16 at 9:30 AM on Microsoft Teams

6. Fallback date for next meeting is on April 6 at 9:30 AM on Microsoft Teams

2. Closing Prayer 

Meeting Minutes 2024-02-03

Facilities Strategic Team Meeting

February 3, 2024 at 9:30 am ET – Microsoft Teams

Present: Alan Goh, Lily Dong, James Chan, Sid Ingham, Victor Ling, Winston Ling, Samantha Ling

Regrets: Gord Chong

1. Opening Prayer

2. Starting in the New Year and Goals Moving Forward

Going through the minutes from the previous meeting minutes – Presented by James Chan

1. Moving from general ideas to specifics

                                               i.     Taking the general ideas presented and using them to form plans moving forward 

                                             ii.     Creating a clear vision of what specifically the facilities strategic team is aiming to accomplish

1.    Looking at what changes may need to happen so the buildings show and reflect how the church wants to serve the community (i.e. welcoming lobby space)

1. Communications

                                               i.     Showing the process of forming plans for projects

1.    The reasoning behind projects

2.    Technical elements

3.    Showing how the project contributes to accomplishing the vision

1. Recruiting Members

                                               i.     It is important to have members who are involved in different ministries

                                             ii.     Individuals to contact

1.    Naomi Cheung

a.    Works in the children’s ministry

b.    Director of both March Break camp and Summer Day camp

c.     Works with the students at Cornerstone

2.    Tony and Iris

a.    Leading the international student ministry

3.    Howard Eng

a.    Works in architecture

b.    Involved in the Capital Projects Committee

1. Getting More Input from the Community

1. Holding meetings/town halls to give community members an opportunity to ask questions and give feedback

2. Maintaining good communication with Cornerstone Montessori Prep School

                                               i.     Understanding the constraints due to the regulations for the school

                                             ii.     Ask for a timeline to have a better idea what Cornerstone is doing moving forward

1.    As things stand, Pre-K to Grade 8 are the main aim moving forward

1. Forming a communications team

                                               i.     Main objective of getting as much input as possible from the community

                                             ii.     Helping in maintaining communication from both sides

                                            iii.     Can be a small team with only a few people

1. Closing Thoughts

1. Moving forward, the Facilities Strategic team will be working on narrowing down general ideas to a clear vision

2. Contacting individuals to join the Facilities Strategic team to ensure that there is a good diversity in perspective

3. Working on getting more input from the community through methods like holding town hall meetings and the communications team

4. The next meeting will be February 24 at 9:30 AM on Microsoft Teams

2. Closing Prayer 

Meeting Minutes 2023-11-25

November 25, 2023 at 9:30 am ET – In person/ Zoom

Present: Alan Goh, James Chan, Victor Ling, Gord Chong, Winston Ling, Samantha

Ling

Regrets: Lily Dong, Sid Ingham

1. Opening Prayer

2. Visions (Objectives)

Going through a powerpoint that contains answers submitted by members prior

to the meeting – Presented by James Chan

a. How do the questions we’re asking serve as tools going forward?

i. Blueprint

ii. Map

iii. Compass

iv. Spec. sheet

v. Request for proposal

vi. Consultation

vii. Starting point

viii. A thing before the thing

ix. Contract

x. Foundation

b. Who is our target audience?

i. A wide range of people

ii. Keeping in mind the people we are serving now and working on

sustaining a healthy church

1. Maintaining what we have but also looking for opportunities

to support to expand

iii. Aiming mend the gaps in terms of demographics to ensure

that we have a solid base for support of all congregation members

c. Are we aiming for the same audience as other Chinese churches in the

area?

i. Keeping in mind the churches in the area that have strong

Cantonese and Mandarin services

ii. CPC has a strong English service

iii. The more the merrier, taking advantage of the fact that there

are other Chinese churches in the area and collaborate

d. What types of ministries do we want to offer to interest people? (What is

our menu?)

i. Discipleship

1. Training people to be disciples and showing people what it

means to be a disciple

2. Setting an expectation for newcomers that we are a

discipling church

3. This works well with our target audience of wide age ranges

and wanting to attract more families to come to CPC

ii. Destress ministry (Happy hour/Sandbox)

1. Aimed at younger people

2. Having events or a space for people to come and relax

a. Having food and a variety of activities available

3. Maintaining a relaxing casual atmosphere like a cafe

iii. Arts ministry which can include but is not limited to music,

fine art and drama

iv. Ministries aimed towards older congregation members

1. Financial literacy sessions

2. Legal clinic

v. Having ministries aimed toward specifically retired

congregation members

vi. CPC would benefit greatly having a designated space to

have different ministries

1. Having a flexible, multipurpose space that is intentionally

designed would be extremely beneficial

3. Closing Thoughts

a. CPC is looking to serve a wide demographic of people

b. Having a flexible space that can be used for many different types of

ministries would be extremely beneficial especially since CPC is looking to

serve a wide demographic of people

c. Looking into recruiting more members for the team to ensure that we can

get input and support from every demographic in our current congregation

before we move forward with any big projects or changes

d. The next meeting will be February 3

4. Closing Prayer

Meeting Minutes 2023-10-21

Facilities Strategic Team Meeting

October 21, 2023 at 9:30 am ET – by Microsoft Teams

Present: Alan Goh, James Chan, Victor Ling, Gord Chong, Winston Ling, Sid Ingham, Samantha Ling

Regrets: Lily Dong

1.    Opening Prayer

2.    Visions (Objectives)

Going through a powerpoint that contains answers submitted by members prior to the meeting – Presented by James Chan

a.    Who

                                               i.     Avoiding getting tunnel vision in terms of catering to specific demographics as it can alienate individuals who do not fall under those specific demographics

                                             ii.     Keeping in mind groups that are not as actively participating in events or activities

                                            iii.     Having an acknowledgement of the facilities’ history in relation to Chinese members of the congregation

1.    In the context of how there will be a shift/change that will occur with the newcomers that are being welcomed to the church

                                            iv.     Not catering to the homeless population downtown based on the interest of the congregation

3.    Other items of note

a.    Steve Kwong has stepped down from his position on the Facilities Strategic Team

b.    Arrange to have meeting minutes posted to the CPC website

                                               i.     Contact Eugene Huo

                                             ii.     Having some information in the newsletter > human resource?

c.     Communication

                                               i.     Taking advantage of the opportunity to communicate with others during the Sunday lunch

                                             ii.     Stressing the importance of communication with ALL groups I the congregation

4.    Closing Thoughts

a.    Action Items to complete before next meeting

                                               i.     Go through the remaining slides in the powerpoint and modify answers

1.    Modified answers/powerpoint will be sent back to James Chan

                                             ii.     Contacting Eugene Huo about posting the meeting minutes to the CPC website

1.    Congregation members should be allowed to comment feedback on meeting minutes after they are posted

                                            iii.     Reservation of a room with a monitor for the next meeting

                                            iv.     The next meeting will take place on November 25.

5.    Closing Prayer 

Meeting Minutes 2023-07-18

Facilities Strategic Team Meeting

July 18, 2023 at 8 pm ET – by Zoom

Present: Alan Goh, Lily Dong, Victor Ling, Gord Chong, Winston Ling, Sid Ingham, Samantha Ling

Regrets: Steve Kwong

1.    Opening Prayer

2.    Introductions

3.    Mandate – Presented by Alan

a.    Went through the Facilities Strategic Team document to ensure that all committee members are aware of the purpose and responsibilities of this committee.

b.    Went through each point in detail to clearly communicate with all committee members to ensure that everyone is on the same page.

4.    Facilitator – Presented by Alan

a.    Established that the committee is in need of a facilitator to ensure a more objective view when it comes to plans and ideas moving forward

b.    Went through the Facilities Strategic Team document outlining the responsibilities and qualifications of the facilitator

5.    Questions

a.    Established that there are individuals that the committee can consult as experts to get advice or to assist in contacting the correct people to carry out the project

b.    Acknowledged that plans for the facilities have been made in the past

                                               i.     Building upwards to have a fourth floor

                                             ii.     Plans for underground parking

6.    Discussion

a.    The committee is encouraged to approach ideas and planning by thinking about the potential as well as the numerous possibilities

b.    There has been discussion in the past about moving to another location

                                               i.     The general consensus of all groups involved is to stay at Beverley and Baldwin

                                             ii.     In the near future, all groups will be posed with the question once again about the possibility of moving locations to reaffirm that they are agreeing to stay at Beverley and Baldwin

Move to have the congregation affirm to stay at Beverley and Baldwin at  the next ACM.

Moved by Sid, seconded by Gord – Carried

c.     Further discussion was conducted about who would be able to serve as a good facilitator for the committee

Move to have James Chan come on as the facilitator for the Facilities Strategic Team.

Moved by Sid, seconded by Victor – Carried

7.    Closing Thoughts

a.    There are limitations to the way that the building is currently arranged in terms of what is needed for both CPC as well as CMPS

                                               i.     The current entrance layouts have limitations in terms of the possibility of having a lobby area and reception area for CPC

                                             ii.     Additionally, if the main entrance is the entrance on Baldwin, it is not very accessible due to the stairs required to get to the sanctuary

                                            iii.     Limited space for classrooms for CMPS

b.    The height limitations are much higher than before which opens up the possibility even more of building upwards

c.     Plans have been drawn up in the past with the main feature of underground parking

                                               i.     Winston is responsible for getting access to these plans to share with the committee

d.    A meeting with Henry and Margret Hung will be organized by Winston

                                               i.     Given their experience with buildings and construction, this meeting will be to brainstorm further possibilities of what can be done with the facilities

                                             ii.     It will also be beneficial if James Chan is also available to attend this meeting

e.    Previous projects started prior to the formation of the committee

                                               i.     Windows

1.    Discussions and meetings have been conducted in the past regarding what can and should be done about the windows

                                             ii.     Sanctuary Renewal Project

1.    Currently paused as it was established that the project would benefit greatly from the formation of this committee

2.    One of the main goals is to transform the platform to be a more open space; some progress has already been made towards this goal

3.    This project will resume again soon

8.    Closing Prayer