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HomeMy WebLinkAbout2017-09-19NEWCASTLE VILLAGE COMMUNITY HALL BOARD September 19 2017 Council Chambers 6:30 pm Present Were: Dave Eastman Sierd DeJong Kevin Symak Councilor Partner Councilor Woo Regrets From: Peter Hazelton Also Present: Gabrielle Bell, Secretary Discussed election of chair – Councilor Partner informed board members that without a full board we are unable to elect a chair. It is protocol that a Councilor is to sit as chair until we have a full compliment. Councilor Woo will be acting chair. Municipality has posted advertising for vacant position again. 1. A/C for Durham Lodge Room As Durham Lodge representative was not available this discussion will be scheduled. 2. MINUTES Motion by D. Eastman, seconded by K. Symak That the minutes of June 20 2017 are accepted as presented. “Carried” 3. BUSINESS ARISING a) Bartending - tabled 4. FINANCIAL REPORT Motion by D. Eastman, seconded by K. Symak That the financial report is accepted as presented. “Carried” 5. INVOICES Motion by W. Partner, seconded by K. Symak That the following invoices be paid as presented: S Fogg $685.00 Supervision D DeJong $75.00 Supervision “Carried” 6. CORRESPONDENCE a) Clarington Blooms nomination ceremony is October 5 at Sarah Jane Williams Centre. Councilors Woo and Partner and Horticultural Society member will represent the hall gardens. b) YMCA evacuation site at NVCH papers have been filed for 2017 c) Harvest Festival will be held October 7 2017. New committee has been formed and G. Bell has met with them to go over what is available for the duration at the hall. Pancake breakfast will be held from 8am to 11 am. Hall will be vacated by 1 pm so that S. Fogg may clean and have hall ready for 3 pm for Sunday wedding to set up. d) Enbridge Study – received for information e) Touch of Glass has added bistro tables to their inventory and will pay to board 10% of each rental at venue. f) BMS Sanitation & Safety – received for information 7. RISK MANAGEMENT REPORT S. Fogg filled out information form for September. Copy to be sent to Operations Dept. S. Fogg and K. Symak filled out information from for August – copy to be sent to Operations Dept. K. Symak commented building looks good, all areas are clear of clutter, LED lights look good. 8. JOINT HEALTH & SAFETY REPORT N/A 9. FUNDRAISING Discussed hoist for centre piece. A meeting was held with R. Groen, Operations Dept., K. Symak, S. DeJong, W. Woo and G. Bell to discuss how we could hoist the system with little effort and no ladders. Attached is recommendations and cost from R. Groen on how this should be done. Discussion on what costs would be to hire outside company or in house installation. It was agreed that even if we should have to pay outside source this would still generate income for the hall. Motion by D. Eastman, seconded by K. Symak That installation of hoist is done through Operations Department. “Carried” Does anyone have suggestions for additional fundraising? D. Eastman noted a fundraiser he saw – shredding truck was brought in and residents brought their shredding. Apparently it was very successful. 10. KITCHEN RENOVATION Motion by K. Symak, seconded by S. DeJong That the amounts of $10.000.00 from the Montague Trust Fund and $33,000.00 from the Irene Rinch Trust Fund be made available to offset costs of the 2018 Kitchen Renovation. “Carried” 11. NEW BUSINESS a) Bulletin Board Policy – It was agreed that only items that pertain to the actual building are to be put in board. b) Bulletin Board Banner – upper portion of bulletin will no longer be used exclusively by bowling alley. Motion by K. Symak, seconded by D. Eastman That a banner is to be made with information on all groups housed within the hall. “Carried” c) Horticultural Society would like storage space for 2 totes full of linens – space in the projection room on 2nd floor will be provided. d) Historical Society would like 4 parking spaces from 9 am to 2 pm on September 30 for Cultural Days to display tractors. Wedding scheduled Sept 30 does not start until 4 pm and have been notified. Would like to use tractors for pictures possibly. Board members agreed with set up of tractors. e) September 9 2017 Wedding used Pelican for catering. Both our coffee urns were missing after. Pelican has since returned one but says they do not have the other urn. New information from board member indicates it may have been taken during Sept 2 event. Secretary will follow up. f) September 2 2017 Wedding – Derek DeJong was on duty for supervision. He received a call at 3:30 am from police – wedding guest was missing. He returned to the hall and was met by police. The guest was found passed out in the Handicapped washroom. Derek did not go into the washroom, so did not realize that he had been quite sick in there. Custodian has let us know it was quite a mess to clean up on Tuesday morning. This group also used a wedding planner that called 4 days prior to wedding with directions to leave items until Sunday. As it was a long weekend and no one was available to open the hall for pick up, the items were left until Tuesday for pick up. It is noted that instructions to double bag and securely tie dirty dishes was not followed which caused fruit fly flare up. Also more items than agreed to were left behind. Board was in agreement that $200.00 security deposit will be retained for washroom clean up and condition items were left in for future pick up i.e. dishes. It was also agreed that D. DeJong’s query re: extra pay for returning to hall at 3:30 am would not be considered. g) October 20 2017 Wedding has cancelled due to family issues – no refund of deposit. h) Motion by W. Partner, seconded by K. Symak That remaining monies in Heritage Garden Account held by the Municipality be released to pay for fencing on west side of parkette. “Carried” i) S. Fogg is not available to close for September 23rd and October 14th. K. Symak will cover both dates. j) Budget meeting Oct 17 2017 at 6:15 pm in main hall. Dinner will be provided. Motion to adjourn 9:20 pm by D. Eastman CHAIR SECRETARY