HomeMy WebLinkAbout2019-04-23 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
April 23 2019
Council Chambers 7:00 PM
Present Were: Kevin Symak, Chair
Sierd DeJong
Janeen Calder
Robert Malone
Regrets From: Granville Anderson, Councilor
Margaret Zwart, Councilor
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Motion by R. Malone, seconded by S. DeJong
That minutes of March 2019 are accepted as presented. "Carried"
Thank you to M. Zwart for taking minutes
2. BUSINESS ARISING
a) Invoice for CBOT membership received
Motion by S DeJong, seconded by J Calder
That membership for 2019 is renewed. Membership will be revisited in 2020
"Carried"
b) Membership Newcastle and District Chamber of Commerce — discussed that Chamber AGM
was held in Bowmanville. Also the Chamber is no longer using the Council Chambers for
their monthly meetings. Secretary talked with Chamber and was informed that Beech
Centre was quite a bit cheaper and also set up tables/chairs for them. However, they only
had the room for 5 hours, rather than the whole day/evening. Secretary noted we receive
many hits from their website.
Motion by S DeJong, seconded R. Malone
That 2019 membership is renewed. Membership will be revisited in 2020
"Carried"
c) Removal of piano —Town can't assist with removal of pianos' as they do not have the
equipment. They had posted them on government website for sale or free but had no
response. They have suggested a moving company to take piano's away. Cost is
approximately $200.00 each. S DeJong and custodian will dismantle and dispose of.
d) Kitchen Fridge
Motion by R Malone, seconded by S DeJong
That new fridge be purchased for kitchen — budget of $800.00 set "Carried"
3. FINANCIAL REPORT
Motion by S DeJong, seconded by R Malone
That financial report is accepted as circulated. "Carried"
4. INVOICES
Motion by J Calder, seconded by R Malone
That the following invoices be paid as presented:
G. Bell — Durham Lodge Locksmith $ 84.75
Geek Girl Media
$ 725.00
Decor Lighting
$ 61.86
G. Bell — Xmas Tree
$ 119.56
D DeJong (Tables/chairs)
$ 75.00
S Fogg (supervision)
$ 525.00 "Carried"
R Malone brought up giving treasurer a limit on paying bills without motions. This will be
discussed at Budget meeting in October.
5. CORRESPONDENCE
a) Email from NVMHA stating they will no longer require annual booking of last Saturday in
October. They have been informed that secretary will no longer automatically book date in
future they will need to contact office to arrange future dates according to availability.
b) Masonic Lodge had fire inspection — no issues were raised.
c) Ladder Inspection done on April 4th Rob Groen, Supervisor of Bldings. & Property. No issues
were reported with our ladders.
d) NBIA sent out letter asking for support of Newcastle House installing Ice Cream truck in their
back parking lot. Board members supported this new endeavor.
e) Historical Society requesting additional keys — board agreed.
f) Received Operating budget check for $20,000.00 from the Municipality
g) Annual Fire Inspection scheduled for May 212019
h) Community Building Meeting scheduled for April 27th - S Fogg and G Bell will attend
i) Accessibility Training —J Calder follow up R Malone
6. RISK MANAGEMENT REPORT
- Received - copy will be sent to Operations Dept.
7. FUNDRAISING
Hotel California was a great success —thank you to all the volunteers.
Profit $7984.00
Motion by R Malone, seconded by S DeJong
That concert is held for 10' year on April 18 2020. "Carried"
J. Calder suggested that we charge for pop and water next year.
8. NEW BUSINESS
a) Chamber Group Benefits Plan update circulated.
b) Food Handling Course taken by S. Fogg and G. Bell
c) Phone numbers for front door will be updated.
d) Grand Piano Tuning
Motion by R Malone, seconded by J Calder
That T Green implements a maintenance program by annually and repair strings.
"Carried"
e) Discussed sharing of hall for Nov 30th by Lions Club in evening and NBIA in morning for Santa
Breakfast. Both groups will be on the contract.
f) Touch of Glass inviting us to participate in Bridal Show — purchase booth for $85.00. G. Bell
has volunteered to man the booth. Board members would participate to meet potential
clients.
Motion by J Calder, seconded by R Malone
That we participate in Bridal Show on October 27 2019 "Carried"
g) Touch of Glass proposal as preferred vendor received. Board agreed at this time they would
prefer not to take the relationship further. We will continue to offer information on a
number of vendors.
h) Custodial Vacation to be scheduled — S DeJong will check into.
i) AED Testing by custodian — S DeJong will coordinate with S Fogg
j) WHMIS update needs to be taken by custodial staff on line
k) Parking lot scheduled to begin May 6th will take just over a week.
1) September 14 2019 cancelled but may reschedule.
m) Citron — tabled
n) J Calder asked for monetary commitment from board for Town Hall Lighting in 2019. Board
chair and members commented on how well received this event was in 2018.
Motion by R Malone, seconded by S DeJong
That $1000.00 is contributed from fundraising account with the option to increase to a
maximum of $2000.00, if there should be a shortfall.
J Calder abstained
o) May agenda Portable A/C
Motion to adjourn S DeJong, seconded by J Calder at 8:50 pm
Chair Secretary