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HomeMy WebLinkAbout2018-04-17 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD April 17, 2018 Council Chambers 7:00 pm Present Were: Kevin Symak Sierd DeJong Cathy Abraham Dave Eastman Councilor Woo Regrets From: Councilor Partner Peter Hazelton Also Present: Gabrielle Bell, secretary 1. MINUTES Motion by D Eastman, seconded by S DeJong That the minutes of March 20 2018 are accepted as presented. "Carried 2. BUSINESS ARISING a) Christmas Lighting — G. Bell has measurements will start making calls to find out cost to cover area and to have installed. b) Historical Lights — G. Bell reported Bob Malone is asking for bright white tubes until we can replace fixtures. Has let him know verbally that replacing fixtures is a priority for the board on 2019 budget. c) Piano Sale — P. Hazelton - tabled d) Router — received advice from Rob VanDyke (IT at Municipality) suggests we do not lease laptop. For our purposes we can get one for $500 to $600 dollars, less expensive than leasing. Bell Canada recommends that we purchase best router. Motion by C. Abraham, seconded by D. Eastman That we spend up to $300.00 on best router in this price range. "Carried" e) Damage Deposit charged to Catering Companies — G. Bell reported discussion with Linda at Ganaraska. They charge $500.00 to catering companies; require their safe food handling certificate. They do not go through their rental client, contact catering company separately. Also require new caterers to come to hall and be given tour and expectations. Discussion followed and decided that each rental will be given information sheet of expectations. Caterers as well will be given information sheet day of. Review of process in a few months pending any issues that may arise to ensure users respect kitchen and equipment. f) Bowling Alley —S Fogg has replaced trim near machines. Work order created with Operations Dept. to look at trim on lanes. g) Kitchen tour for Ed and Sylvia VanHaverbeke — they were not available for this meeting will attempt to schedule for May. 3. FINANCIAL REPORT Motion by C Abraham, seconded by D Eastman 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: K. Symak $75.00 supervision S. Fogg $300.00 supervision D Holmes $230.52 chair Alpine $244.36 dishwasher "Carried" 5. CORRESPONDENCE a) Notification from Rotary Club of Bowmanville to cancel their April 13 2018 event. Full balance was paid — this is non-refundable. Damage Deposit will be sent back. b) Notification from October 12 2018 wedding to cancel booking. Deposit of $500.00 is non- refundable. c) Request for sponsorship BBBS of Clarington Spring Food, Wine & Beer Festival. Motion by C Abraham, seconded by D Eastman That we do table sponsorship for $75.00 "Carried" d) Lions Room rental schedule - we will be receiving notification of their rentals in future e) Chambers Plan Renewal April 12018 information received. Motion by C Abraham, seconded by S DeJong That correspondence is received for information. "Carried" 6. FUNDRAISING On behalf of Board, D Eastman thanked K Symak and G Bell for putting together a great event (Hotel California concert) once again. Committee reported - Considering the weather we had a great turn out. Of the 330 tickets sold it is estimated that 250 attended. Committee thanked all the board members for their help day of including some of their spouses. All volunteers were absolutely fantastic. It is noted that we could not be successful without all the volunteers the day of event. Financial report is not available at this time. We would like to thank Newcastle Foodland for donating the pop and water to event 7. KITCHEN RENOVATION D Eastman thanked board for recognizing him with presentation at Concert. He added that G Bell should be recognized for her contribution to this project as well. Sink taps/faucet has been replaced, not the best better than it was. Caulking around the sinks has been redone. Folding doors will be re trimmed. Over all the kitchen looks good but it is felt that the workmanship is not the best. No payment has been made at this point. - Freezer broke down — Paddy's Market could not repair so was replaced with new freezer. 8. RISK MANAGEMENT REPORT a) Received for information and will be copied to Operations Dept. b) Add convection oven to list of items to check c) Eliminate red light item on range as we do not have one on our unit 9. NEW BUSINESS a) Decor Pricing - suggested pricing $450.00 for white or ivory including lights Combination of ivory and white - $600.00 Railing with lights $50.00 Motion by C Abraham, seconded S DeJong That suggested pricing is accepted for 2018/2019 "Carried" b) Flooding in west stairwell, bowling alley — update from S Fogg today no more water is coming in. Snow has been pushed away from building, floors are dry. A couple of floor mats still drying. Monday's bowling had to be cancelled. Municipal staff came as soon as notified to clear the flat roof and move snow away from building. Dorella reported at 2:30 pm today that it's still wet. S DeJong will have fans put back tomorrow and dehumidifier turned on. W. Woo arrived at 8:15 pm c) Discussed what items we would like to replace in kitchen. It was agreed that we will not replace the serving bowls at this time. We have 13 left out of 90. Most rentals bring in their own dishes and we have not received any requests for more bowls. d) Supervision needed for April 21 (K Symak) and May 6 (S DeJong) e) S Fogg will be refinishing the auditorium floor this coming week April 23 — 25. N Nixon will assist. Ontario Early Years will use upper portion of hall for Wednesday. f) Ceiling swag will be put up tonight to advertise this weekend. Taking down took about half hour and all was stored in two bins. Motion to adjourn C Abraham, seconded by W Woo at 8:25 pm Chair Secretary