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HomeMy WebLinkAbout2011-05-31 Minutes MUNICIPALITY OF CLARINGTON NEWCASTLE COMMUNITY HALL BOARD Meeting of the Newcastle Community Hall Board held on May 31, 2011 at 7 pm in the Council Chambers. Present Were: P. DeJong (chair) C. Abraham S. DeJong W. Partner (councillor) W. Woo (councillor) L. Franssen G. Bell (secretary) Regrets From: B. Snowdon HERITAGE GARDEN PROJECT 1.1 Board met with Bob Genosko and Fred Horvath(Operations Dept) in the parkette to discuss plans for tree removal. Mr. Genosko and Mr. Horvath explained why so many trees needed to be removed to move forward with the proposed plans for the gardens. The maple trees near the building would soon be causing problems on the roof. The pine trees on the north side would interfere with sun for the Teaching Garden behind the gazebo, as well their life span was coming to an end. The cedars at the front of building and pines on southeast corner will be removed this week; the remainder will be done in the fall after the weddings/concert s are over. See attached details from Bob Genosko re: discussion. Motion by C. Abraham, seconded by L. Franssen That it is agreed the marked trees as shown on the draft architectural drawings may be removed. The board would like to see more detail on lattice work on northwest corner of parkette. "CARRIED" A recorded vote was taken P. DeJong, C. Abraham, S. DeJong, W. Woo, and L. Franssen— agreed. W. Partner— apposed. MINUTES 2.1 Motion by W. Partner, seconded by S. DeJong That minutes be accepted as circulated. "CARRIED" BUSINESS ARISING 3.1 Village concerts committee has accepted offer to become a subcommittee of Newcastle Community Hall Board. Members of committee information has been forwarded to Municipality for insurance purposes 3.2 W. Woo reported naming of parkette after J. Atkinson has been tabled by council. Suggested to discuss a spot for the sign at a later date by the board. W. Woo suggested possibility of erecting a cairn. 3.3 G. Bell reported on fundraising by Garden committee—Yard Sale raised $1400.00 and Golf Tournament put on by Old Newcastle House raised $600.00 COAA 4.1 Angie Darlison from COAA proposed to board that COAA and Newcastle Community Hall enter into a partnership. COAA is overflowing with members (1400 active members) and needs additional space to offer some of their programming. Programming is offered to seniors 55+. Angie has approached a number of other halls to also enter into partnership, i.e. Solina, Tyrone, Hampton Church, Orono Town Hall, Kendal to name a few. They would like to use hall day or evening whatever works for us, programs would be run by staff/volunteers. They would be interested in selling coffee/tea and running 50/50 at Village Concerts. Board thanked Angie for her presentation and informed her they would discuss and get back to her. FINANCIAL REPORT 5.1 Motion by C. Abraham, seconded by W.Woo That financial reported be accepted as presented. "CARRIED" BILLS 6.1 Motion by L. Franssen, seconded by S. DeJong That bills S. Fogg $39.54 and $615.00 be paid as presented. "CARRIED" CORRESPONDENCE 7.1 Thank you note received from MPP O'Toole on successful "Hotel California" fundraising event. 7.2 Invitation from PAD program to attend Public Awareness Event—No one was available to attend on June 14. 7.3 Clarington Blooms nominating papers received for information 7.4 Thank you note from Heritage Garden committee for use of the hall for fundraising event. 7.5 Symposiums being offered by Clarington Marketing Minds. G. Bell will be attending "Hosting Events & Building Partnerships". 7.6 Invitation to attend Cadets Annual Review on June 4 —W. Partner will represent board. HEALTH & SAFETY 8.1 Inspection report to be filed and copy sent to Operations Dept. NEW BUSINESS 9.1 G. Bell reported some complaints about dishwasher running out of hot water. Spoke with manufacturer and Direct Energy—both say the 3 — 60 gallon tanks should be more than enough. Do not need booster for this type of dishwasher. Steve has turned hot water tap on rinse sink off as recommended by Direct Energy —felt this may be why hot water is running out. 9.2 Model Train group is asking for key lock box outside building so members can come and go at any time. Board did not like this idea. Motion by C. Abraham, seconded by W. Partner That Model Train group be told no to lock box and additional keys (they have 3 presently). A sign in sheet would be put up in the Lions entrance for them to use so that we know who is in the building at tall times. "CARRIED" 9.3 P. DeJong will check to make sure lawnmower works, so that lawn could be cut in between the Town contractor cuttings if it gets too long by the weekend. Town cuts the lawn on Thursdays for us. 9.4 G. Bell reported on alarm system going off on May 28 at Lobsterfest. It was not the fire alarm so fire dept did not come. Alarm would not reset— Sage Electric does not offer any assistance only tells us alarm has gone off Alarm panel noted problem in north basement but after walkthrough no trouble was found. Called Georgian Bay for direction had to leave message (did this 3X) no response. Called Town after hour's emergency number and was instructed to do fire watch. Did fire watch until Steve arrived at 1 am. We both did walk around and again found nothing. Finally heard from Georgian Bay requested they come out and find problem as event was till going on and another event was scheduled for Sunday. Will be sending report on incidence to Operations Dept as Georgian Bay did not respond until after numerous calls. Will also do write up for Board Members to follow if this should happen in future. 9.5 Discussed partnership with COAA—board agreed they would like to do this. Secretary will contact Angie and Village concerts to see if they would like to have 50/50 and coffee/tea provided. Motion by W. Woo, seconded by W. Partner That we adjourn at 9 am "CARRIED"