HomeMy WebLinkAbout2008-10-22 Minutes I
MUNICIPALITY OF CLARINGTON
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NEWCASTLE COMMUNITY HALL BOARD
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Minutes of a meeting of the Newcastle Community Hall Board
held on October 22, 2008 at 6 pm in the Auditorium.
Present Were: L. Franssen
C. Abraham
G. Robinson(Councillor)
C. Trim(Councillor)
B. Snowdon
S.DeJong
G. Bell(secretary)
Regrets From: P.DeJong(chair)
Board members had dinner while discussing the 2009 budget. The first draft was
completed and will be brought forward to our November 28 meeting for acceptance.
PRESENTATION
1.1 Jeany Barrett,vice-president of the Horticultural Society updated the board on the
garden project. The project has expanded to include sprinkler system,Victorian
gardens,planters,benches,patio and wrought iron fencing. Jeany also presented
the idea of an atrium in the patio area. The deadline for the Trillium grant is Nov
1 '08; Jeany felt there was still too much work to be done so we are now aiming
for the Mar 1 '09 deadline. We will need architectural plans to include in the
package to Trillium which will cost in the neighbourhood of$7000.00. It was
suggested that we approach the Lions, Masons,BIA, Chamber of Commerce, etc
for contributions towards this. Jeany will head this up. The collaborative
members will meet to start planning for the work that needs to be done for the
deadline date.
MINUTES
2.1 Motion by S. DeJong, seconded by B. Snowdon
That the minutes of September 16,2008 meeting be accepted as circulated.
"Carried"
BUSINESS ARISING
3.1 Recertification for defibrillator has been scheduled for Oct 25 in the Centennial
Room. All 10 of the original participants will be in attendance.
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3.2 Chandelier in auditorium has been fixed;however,2"d one has now gone out.
This has been referred to Mike Williams of Operations Dept.
3.3 Leaks on east and west side of parking lot have both had some work done on them
by Operations dept. Hopefully the work has rectified the problems, but we shall
have to wait and see how the next rain affects the bowling alley.
3.4 Parking lot has had some repair work done by Operations Dept. Board members
all thought it was a great job and requested a letter be sent to council regarding the
great work the Operations Dept has done.
3.5 Board discussed options for projection screen and agreed they would like to see it
hung from ceiling of stage.
3.6 C. Abraham will continue to look into jackets for board members to use for duty
closings.
FINANCIAL REPORT
4.1 Motion by G. Robinson, seconded by L. Franssen
That financial report is accepted as circulated.
"Carried"
BILLS
5.1 Motion by Brent Snowdon, seconded by L. Franssen
That bills for supervision in the amount of$700.00 be paid as presented.
"Carried"
CORRESPONDENCE
6.1 Letter from the Masons asking the board to consider reducing the rent of
auditorium on March 21, 2009 for their CHIP program(see letter attached). It is
board policy to not reduce rent on charitable events as our pricing is geared
towards making the hall affordable for all community members. Request the
Masons give us information on ticket prices as board members may be able to
support this project by attending the function.
6.2 Letter from Karen Fedato of CBOT complimenting the hall staff on a"job well
done"for their Mayor's Event on September 30,2008.
6.3 Invitation received from Horticultural Society to attend their Pot Luck/Christmas
Show on Nov 18 2008. Board agreed to change next meeting to Nov 25 so
members could attend this function. RSVP is requested.
HEALTH& SAFETY
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7.1 Risk Management report received, copy will be forwarded to Operations Dept.
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NEW BUSINESS
8.1 G. Robinson thanked secretary for arranging for dinner on behalf of board
members.
8.2 Secretary showed board flyer from another hall that might be beneficial for us to
have. G. Robinson will speak with Municipal staff for additional information.
8.3 Secretary requested we add no live greenery and candles must be enclosed/drip
less to our contract policies. Board members agreed this should be on the contract
to avoid future problems.
8.4 Motion by G. Robinson, seconded by C. Abraham
That we purchase an additional 50 outdoor chairs from Costco.
"Carried"
L. Franssen will take of purchasing and delivering to the hall—thank you.
8.5 Board discussed purchasing large fans for next summer to help with the heat.
Motion by S. DeJong, seconded by G. Robinsons
That 2 fans be purchased at a cost of$350.00 each.
Motion did not carry. Board members requested additional information i.e. noise
volume and size be obtained. S. DeJong will check into and report back to the
board.
ADJOURNED 8:20 PM