HomeMy WebLinkAbout2017-06-20NEWCASTLE VILLAGE COMMUNITY HALL BOARD
June 20 2017
Council Chambers 7 pm
Present Were: Shirley Rogers, Chair
Dave Eastman
Kevin Symak
Peter Hazelton
Regrets From: Sierd DeJong
Councilor Partner
Councilor Woo
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Motion by D. Eastman, seconded by K. Symak
That minutes of April 212017 are accepted as presented. "Carried"
Motion by K. Symak, seconded by D. Eastman
That minutes of May 16 2017 are accepted as presented. "Carried"
2. BUSINESS ARISING
a) Lighting for Canada 150 — red spotlights have been installed.
b) Custodial vacation coverage — note June 30 is stat for Canada Day
- K.Symak will be primary with assistance from P. Hazelton to cover garbage, clock and
fountain. Kevin will meet with Steve to go over duties. There is not an event scheduled
the weekend Steve is off.
c) NVCH 1001h Anniversary 2023 — went over what was done for 75th anniversary. Some
thoughts were thrown around. Decided it would be August of 2023.
d) Pest Control - tabled
e) LED Lighting update — Secretary found a grant for replacing old lights with LED. Company
will be at hall on Thursday June 22 to change all bulbs to LED. Did not include fluorescent
bulbs. This would have cost us just over $2000.00 to replace all the bulbs being done.
3. FINANCIAL REPORT
Motion by D. Eastman, seconded by P. Hazelton
That financial report for May is accepted as presented. "Carried"
Motion by K. Symak, seconded by P. Hazelton
That financial report for June is accepted as presented. "Carried"
4. INVOICES
Motion by P. Hazelton, seconded by K. Symak
That the following invoices be paid as presented:
G. Bell $112.97 Shop Vac
S. DeJong $150.00 Supervision
G. Bell $150.00 Supervision
S. Fogg $450.00 Supervision
N. Nixon $60.00 Floors
D. Eastman $47.48 Supplies
D. Eastman $75.00 Supervision
S. Fogg $815.00 Supervision "Carried"
S. CORRESPONDENCE
a) BBBS thank you letter for Food and Wine
b) June 29/30 cancellation deposit will be retained
c) Motion by P. Hazelton, seconded by K. Symak
d)
That all contracts as of this date collect 75% deposit and balance due 6 months prior to
event. "Carried"
e) Feb 10 cancellation put down $1000.00 as initial deposit. Agreed $500.00 would be
refunded.
f) No response to ad for appointment to board. Municipality will continue to advertise.
g) BIA letter re: 6 storey building received for information.
6. RISK MANAGEMENT REPORT
Report received - copy will be sent to Operations Dept.
7. JOINT HEALTH & SAFETY
N/A
8. FUNDRAISING
Contract has been received from Hotel California
Decor update - working on frame for center piece. Would like to set meeting to discuss plan in
detail. Kevin will send us a date. Invite R. Groen for consult as well.
9. KITCHEN RENO
Update on timeline
10. NEW BUSINESS
a) Fans for main hall discussed — setup meeting with Rob Groen. Add discussion of portable A/C
at budget time.
b) Supervision dates that need to be covered were dealt with.
c) Bartending discussed it was agreed a meeting will be set up with Lions group to discuss
expectations — Kevin and Dave will meet with Gabrielle
d) Building Services meeting report — fire inspector gave good presentation
Health Department talked on water and food safety
Over view on WH MIS
e) K. Symak will be liaison with custodial staff while S. DeJong is recovering.
f) Wedding is requesting permission to put up Edison Lights on stage hanging from hooks on
spotlights. Board agreed with signed waiver.
g) Irrigation system will be repairing lines on Wednesday. Will also meet with the Horticultural
Society to discuss reducing number of line.
h) Durham Lodge submitted quote on replacement air conditioner. Will forward details to
Operations department to see if this is feasible.
i) Peter congratulated Shirley on a job well done as Chair and thanked her for her leadership.
Adjourned 9:00 pm
Chair
Secretary