HomeMy WebLinkAbout2007-09-18 MinutesI - 3
MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Minutes of a meeting of the Newcastle Community Hall Board
held on September 18, 2007 at 7:00 pm in the Council Chambers.
Present Were: C. Abraham (chair)
B. Snowdon
P. DeJong
G. Robinson (councillor)
C. Trim (councillor)
S. DeJong
G. Bell (secretary)
Regrets From: L. Franssen
MINUTES
1.1 Moved by P. DeJong, seconded by C. Trim
That the minutes of June 19, 2007 meeting be accepted as circulated. "Carried"
BUSINESS ARISING
2.1 Laptop for hall was purchased by secretary
FINANCIAL REPORT
3.1 Moved by G. Robinson, seconded by S. DeJong
That the financial report be accepted as circulated. "Carried"
BILLS
4.1 Motion by C. Trim, seconded by G. Robinson
Those bills in the amount of $1765.00 for supervision are paid as presented.
"Carried"
CORRESPONDENCE/SUPERVISION
5.1 Letter received from Nancy Taylor -Director of Finance, requesting budgets be
completed early this year.
5.2 Letter from Nancy Coffin -client, commending hall board on their recycling program
and complimenting our custodian.
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5.3 Supervision for Sept/Oct was allocated,
BUDGET
6.1 Discussed preliminary figures for budget. Secretary to prepare and present final draft
for October meeting. Must be handed into Municipality by end of October.
6.2 Moved by G. Robinson, seconded by C. Trim
That meeting go in camera. "Carried"
Moved by G. Robinson, seconded by S, DeJong
That meeting come out of camera.
6.3 Discussed options for having air conditioning for the main hall. Chair to meet with
Director of Operations to discuss "how can we make this happen, in partnership with
the Town?"
6.4 Moved by C. Trim, seconded by G. Robinson
That 3 fans be purchased for the auditorium to alleviate the heat, at a cost of no
more than $1500.00. "Carried"
6.5 Moved by C. Trim, seconded by P. DeJong.
That the board investigate options for air conditioning for main hall. "Carried"
6.6 Moved by C, Trim, seconded by G. Robinson
That the board set up a yearly reserve from interest of Irene Rinch trust and
Operations budget to a yearly maximum of $15,000.00 to fund air conditioning
project. "Carried"
6,7 Chair to talk with Steve (custodian) about part time help.
6,8 Proper ashtrays to be purchased for front entrance,
6.9 Moved by C. Trim, seconded by S. DeJong
That 200 outdoor chairs be purchased for gazebo weddings. "Carried"
NEW BUSINESS
7.1 Masons room needs to be checked on east wall for water leakage. Secretary will refer
to Operations Dept.
7.2 Newcastle BIA would like pei7nission to use the hall picture on their letterhead.
Moved by P. DeJong, seconded by S. DeJong
That the Newcastle BIA may use the hall on the letterhead. "Carried"
(G. Robinson abstained from vote as he is in conflict)
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7.2 cont'd
Secretary will look into having picttue of hall copyrighted.
7.3 Moved by G.Robinson, seconded by P. DeJong
That although the Seniors Group has folded we will continue to give them
reduced fees for their annual BBQ and Xmas Party. "Carried"
7.4 Secretary tallced to M. Martin of the Seniors about purchasing their card tables, she
will discuss with group and get back to us.
7.5 S. Fogg would like to purchase a bug light for the kitchen, board agreed.
7.6 B. Snowdon noted face clock tower is missing some wood pieces. Secretary will
refer to Operations Dept.
Adjourned 8:35 pm