HomeMy WebLinkAbout2016-10-18 Minutes
NEWCASTLE VILLAGE COMMUNITY HALL BOARD
OCTOBER 18, 2016 7 PM
COUNCIL CHAMBERS
Present Were: Shirley Rogers, Chair
Sierd DeJong
Dave Eastman
Kevin Symak
Peter Hazelton
Willie Woo, Regional Councilor
Regrets From: Wendy Partner, Local Councilor
Also Present: Gabrielle Bell, Secretary
Fred Horvath, Director of Operations
Rob Groen, Building Manager
Mr. Horvath and Mr. Groen presented Municipal Policy and Procedures Manual. Checklist is to
be completed by January 2017.
1. MINUTES
Motion by D Eastman, seconded by W. Woo
That minutes of September 27, 2016 are accepted as circulated. “Carried”
2. BUSINESS ARISING
a. Central Air – Board discussed in depth the esthetics of air conditioning presented in
proposal. It was felt having units installed on walls of main room would take away
from the historic look of the room. Discussed different types of fans. It was agreed
central air is out of our price range. Board would like to refer back to Municipality to
investigate circulating air via fans, air ducts, etc. Letter to be sent to Mr. & Mrs.
VanHaverbeke letting them know discussion outcome.
b. W. Woo brought up central air for Lodge – K. Symak will inform Lodge of Hall Board’s
decision to not move forward with central air.
W. Woo will investigate if a new window A/C unit has been installed in room.
c. Brickwork cleaning – P. Hazelton will work with custodian
d. Green Bins – 4 bins have been delivered by Region at W. Woo’s request.
3. FINANCIAL REPORT
Motion by S. DeJong, seconded by W. Woo
That the financial report is accepted as presented. “Carried”
4. INVOICES
Motion by P. Hazelton, seconded by K. Symak
That the following invoices be paid as presented:
S Fogg $668.00, S DeJong $75.00 “Carried”|
5. CORRESPONDENCE
a. Clarington Older Adults would like use of hall for a senior dance – do we have a
senior’s rate? It was agreed that rate would be set for Seniors $525.00
b. Draft Official Plan Amendment received for information.
c. Lions Club would like to put up Christmas lights on gazebo with a Lions banner.
Board discussed at length.
Motion by P. Hazelton, seconded by D. Eastman
That lights could be installed by Lions Club on gazebo. Signage request is denied.
To be re-evaluated at end of season for future.
To be placed by November 20th for parade and removed by January 7. “Carried”
We will require copy of plan prior to install.
6. RISK MANAGEMENT REPORT
Received for information – copy to be sent to Operations Department
Operations filled a number of holes in parking lot in September.
7. FUNDRAISING
K. Symak presented thoughts of the hall having their own décor to rent to clients. Primary
focus would be for wedding décor i.e. ceiling treatment, railing, etc. Suggestion that we
charge decorators a fee to install their décor. A proposal will be presented at November
meeting with quotes on cost to purchase items. What our fees would be and profit margin.
Will also look at table/chair set up for clients as there is a demand for this.
Committee will be meeting tonight.
8. NEW BUSINESS
a. Emergency contact numbers posted on building – board members agreed to have
their numbers posted without names.
b. Custodian would like to do floors first week of November with assistance from
Caitlyn Fogg. Will take 4 hours. Board agreed
c. Custodial
Motion by W.Woo, seconded by K. Symak
That custodial portion of meeting goes in camera
“Carried”
Motion by D.Eastman, seconded by S. DeJong
That board come out of camera. “Carried”
d. Suggestion that a letter of Thanks be sent to Horticultural Society for their work on
the gardens.
e. Budget
Motion by P. Hazelton, seconded by K. Symak
That budget for 2017 is approved as presented. “Carried”
Motion to adjourn 9:45 pm by P. Hazelton
Chair
Secretary