HomeMy WebLinkAbout2017-05-16NEWCASTLE VILLAGE COMMUNITY HALL BOARD
May 16 2017
Council Chambers 7 PM
Present Were: Shirley Rogers – Chair
Dave Eastman
Kevin Symak
Regrets From: Sierd DeJong
Peter Hazelton
Councilor Partner
Councilor Woo
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Tabled
2. BUSINESS ARISING
a) AED Training – dates for certification will be given to board members to consider for
attendance.
b) Lighting of front hall for Canada 150 in progress.
c) The following will attend Community Building meeting on Saturday May 27
- Steve Fogg, Kevin Symak, Dave Eastman, Gabrielle Bell
d) Collection letter sent to permit holder for October 7 2017. Outstanding amount has
been paid.
e) May 27 tents in parkette requesting permission for two 20x20 tents for their event.
Board discussed and decided that nothing bigger 10 x10 tent will be permitted at
this time.
f) It was agreed urns require a touch up with some spray paint. K. Symak will arrange
to have artistic students assist with this project for community hours. D. Eastman
will work with K. Symak to supervise students.
g) Vacation schedule for custodian July 17 – 23 and December 16 – January 4. Discuss
at June meeting to cover garbage, fountain and clock.
h) Copy of Fire Watch Procedure added to policy manual.
i) Update on main hall décor – K. Symak will be meeting with R. Groen from
Operations to discuss install of hardware to raise and lower ceiling treatment.
Suggested that for install and tear down that we consider hiring a company to do
this for us. Suggested Touch of Glass & Linens.
j) NVCH 100th Anniversary 2023 - tabled
3. FINANCIAL REPORT - Tabled
4. INVOICES - Tabled
5. CORRESPONDENCE
a) July 22 2017 permit has cancelled – no refund of deposit
b) Thank you note from Bonnie of Horticultural Society for our assistance with Daffodil
Luncheon – received for information
c) Email from Operations Dept. with schedule of upcoming Ontario Trillium Grant
program workshop dates – received for information.
d) BIA Canada Day Celebration sponsorship – received for information.
e) Morris Funeral Home is hosting a community yard sale on June 25 – received for
information.
f) Municipality of Clarington resolution #GG-225-17 Smoking on Municipal Property
received. We will request signage and include on information given to permit
holders. Send out notification to all tenants. K.Symak will talk with custodian about
cleaning out butt receptacles each morning.
6. RISK MANAGEMENT REPORT
K. Symak and S. Fogg did this report. Kevin felt the storage areas were all in good shape.
Questions – TSSA tag in boiler room is over a year old – how often is this required?
Need new tags for fire extinguishers
Exit sign needed on west exit from kitchen
First aid kit needs to be replenished. This is only for employees we do not supply first
aid kit to renters. Custodian S. Fogg will be instructed to maintain first aid kit.
K. Symak will work on this with Steve for June as well.
7. JOINT HEALTH & SAFETY
Information on how to proceed with this is coming from Operations Dept.
8. FUNDRAISING
Hotel California concert is scheduled for April 14 2018. The band has been booked.
9. KITCHEN RENO
Update from D. Eastman – priced out appliances new $15,163.92 from Dayco
Distributing. Email to Fire Chief as to whether we need exhaust hood for convection
oven. This would put the budget at $ 70,200.00 without reserve. We will be meeting
with F. Horvath to go over changes we have made to scope of work. S. Rogers and G.
Bell will send letters for donations to Rotary, Lions and Masons. A grant application to
Frank Cowan Company will also be submitted. Shirley has talked with Horticultural
Society they would be happy to work with us on a Trillium Grant if needed – P. Hazelton
will take the lead.
Kitchen is not part of the Historical Designation of building.
10. NEW BUSINESS
a) Fans for main hall - tabled
b) April 30 2017 rental – Health & Wellness - tabled
c) Supervision – G. Bell will email dates needed to be covered.
d) Pest control for spraying outside of building and inside for control.
e) Bartending - tabled
f) Lighting in Main Hall – K. Symak will give direction to replace with LED.
Motion by D. Eastman to Adjourn at 9:00 pm
Shirley Rogers – Chair
Gabrielle Bell - Secretary