HomeMy WebLinkAbout2018-03-20 Minutes NEWCASTLE VILLAGE COMMUNITY HALL BOARD
March 20, 2018
Council Chambers 7:00 pm
Present Were: Dave Eastman
Sierd DeJong
Peter Hazelton
Councilor Partner
Councilor Woo
Regrets From: Kevin Symak
Cathy Abraham
Also Present: Gabrielle Bell, secretary
Meeting chaired by Peter Hazelton
1. MINUTES
Motion by S. DeJong, seconded by D. Eastman
That the minutes of February 20 2018 are accepted as presented. "Carried
2. BUSINESS ARISING
a) Christmas Lighting—Janeen Calder and Gabrielle Bell are working on information
regarding cost for both groups to consider how to move forward with implementing the
Christmas Lighting of Hall.
b) Historical Lights—received email from Bob Malone disappointed that we could not find
dollars in 2018 budget to replace lighting but would at least like the tubes replaced in
meantime to bright white. (see attached)
c) Piano Sale—P. Hazelton reported he has a bit of interest and will continue to work on
this for one more month. If the Lions piano does not sell we ask the Lions to have it
removed.
d) Router—email has been sent to IT for their input.
e) Damage Deposit charged to Catering Companies—table to next meeting
3. FINANCIAL REPORT
Motion by D. Eastman, seconded by W. Woo
That the financial report is accepted as presented. "Carried"
4. INVOICES
Motion by S. DeJong, seconded by W, Woo
That the following invoices are paid as presented:
G Bell $150.00 Supervision
G Bell $308.03 Office Supplies
S. Fogg$225.00 Supervision "Carried"
5. CORRESPONDENCE
a) 2018 funding request from Municipality has been received. Letter of thanks will be sent.
6. FUNDRAISING
- Concert is sold out
- Volunteers for the concert: Dave Eastman, Sue White, Cathy Abraham, Seird DeJong,
Gabrielle Bell, Kevin Symak, Bob Campbell, Craig Bell, Keith Dikeman,John Hamilton, Brian
Green,Trent Swain, Bill Johnson, Peter Vardon and Katharine Symak
- First decorating install was Feb 24 wedding.
- Discussed charging a fee to outside decorators that were booked prior to implementation of
in house decor.
Motion by S. DeJong, seconded by D. Eastman
That a fee of$100.00 be charged to decorators for use of hoist installing ceiling treatment
for 2018 season. Our staff will be the only ones to operate the hoist.
"Carried"
7. KITCHEN RENOVATION
a) Payment for table sold has not been received. Email has been sent as follow up
b) Durham Lodge has donated $1000.00—thank you letter to Lodge
c) Deficiency list has been created. Contractor will be coming in to address these items. They
have indicated can't do better on the folding doors to openings. We have let them know
that we will set up time with Rob Groen to meet with them to go over items.
d) We would like to send letter to Municipality to thank and recognize staff that helped us with
this project—Becky Rogers, Rob Groen,Tim Welsh, Rob Farquharson, and Keith Baker.
e) Send invitation to VanHaverbeke for next meeting to give them tour of kitchen.
8. RISK MANAGEMENT REPORT
a) Received for information and will be copied to Operations Dept.
b) Make note of new items: cracked window and loose retaining wall.
9. NEW BUSINESS
a) Decor Pricing—tabled to next meeting
b) Bowling Alley—Dorella has asked that trim be put up around ceiling at front of alleys as
debris is falling onto lanes. Also trim was removed near machines during kitchen renovation
and has not been replaced. D. Eastman and P. Hazelton will check to see if we can do this
repair and advise if needed to report to Municipality
c) Schedule painting of bowling alley floors. S. DeJong will coordinate with S. Fogg
d) Schedule staining of northeast doors in auditorium. S. DeJong will coordinate with S. Fogg
e) S. DeJong requested that conduit for hoist is moved closer to curtains so it is not visible.
Will check with Operations to see if this is possible.
Motion by W. Partner to adjourn 7:46 pm
Chair
Secretary