HomeMy WebLinkAbout2017-02-21NEWCASTLE VILLAGE COMMUNITY HALL BOARD
FEBRUARY 21 2017
COUNCIL CHAMBERS
Present Were: Shirley Rogers, Chair
Sierd DeJong
Kevin Symak
Regrets From: Dave Eastman
Peter Hazelton
Councilor Woo
Councilor Partner
Also Present: Gabrielle Bell, Secretary
1. MINUTES
- As we did not have quorum approval of minutes was tabled.
2. BUSINESS ARISING
a) Fire Safety Plan - tabled
b) Policy Manual Update - tabled
c) Decoration Update – see attached proposal. Set a special meeting for February 28 at 7 pm for
45 minutes to discuss with quorum.
3. FINANCIAL REPORT
- As we did not have quorum approval of financial report was tabled.
4. INVOICES
- As we did not have quorum approval of invoices was tabled.
5. CORRESPONDENCE
a) Touch of Glass has sent payment of $120.11 for percentage of rentals they had at hall in
2016.
b) Cancellation of May 4 2017 wedding has been received – no refund of $500.00 deposit.
Received for information
c) Clarington this week highlighted Newcastle Community Hall in paper – received for
information
6. RISK MANAGEMENT REPORT
a) Submitted by Sierd DeJong – performed by Steve Fogg and Sierd DeJong
b) Chair would like to implement each board member taking part in inspection to familiarize
themselves with areas. Chair will take part in March inspection.
c) Discussion that report should be more specific when an area needs repair.
7. JOINT HEALTH & SAFETY COMMITTEE REPORT
- No report at this time.
8. CANADA 150
- As P. Hazelton was not able to be present he asked G. Bell to report progress on Canada 150
Grant. MP Kim Rudd’s office has informed us that we will not be able to get extension on grant
application. It was also noted that we would not have qualified for the kitchen or signage under
this grant. Kim Rudd’s office is checking into other resources that may be open to us applying
for grant for kitchen or signage.
- We have also heard back from Planning Department (David Addington) stating the Hall is in a
Heritage Resource Area and unfortunately this means electronic signage is not permitted
according to By-law 2009-0123. Also any signage must be located a minimum of 1 metre from
the property line and prohibits the location of ground sign within the road allowance.
- A council approved amendment to the sign by-law would be required to permit an electronic
message board sign in the heritage resource area.
- Discussion was tabled to March as we did not have quorum.
9. FUNDRAISING
a) Concert on schedule – sales are at approximately 300. Lodge members have offered to
assist day of if needed.
b) Shirley Rogers will be submitting the SOP papers.
10. KITCHEN RENO
- OTE will have final specs prepared shortly.
11. NEW BUSINESS
a) Damage to main hall floor done by Auction on February 19 2017. Damage Deposit of
$200.00 has been retained. Secretary will inform client of Board’s decision.
b) S. Rogers will do supervision for February 23 event.
c) The following will represent the board at Chamber of Commerce AGM dinner:
Shirley Rogers
Kevin Symak
Sierd DeJong
Gabrielle Bell
Motion by S. DeJong, seconded by K. Symak to adjourn at 8:20 pm
Shirley Rogers, Chair
Gabrielle Bell, Secretary