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HomeMy WebLinkAbout2012-01-17 MinutesI -2 MUNICIPALITY OF CLARINGTON \i dliiilfl.�`� i� 11 � ►/ 1� J� _ � C � � : 1. Meeting of the Newcastle Community Hall Board held on January 17 2012 at 7 pm in the Council Chambers. Present Were: P. DeJong (chair) C. Abraham L. Franssen S. DeJong B. Snowdon W. Woo (councillor) W. Partner (councillor) ELECTION Two elected positions female - Cathy Abraham and male - Brent Snowdon 2 year terms have ended. Election was held to fill these positions for the next 2 year term. Wendy Partner chaired the election. Nomination from the floor by Pat Thexton for Barry Carmichael. Nomination by Brent Snowdon for Brent Snowdon Chair called three times for further nominations as there were no further names put forth nominations were closed. Ballots were collected and counted by Wendy Partner and Willie Woo. Barry Carmichael elected for a 2 year term to the board. Nomination by Gabrielle Bell for Cathy Abraham. As there were no further nominations Cathy Abraham was elected by acclamation. ELECTION OF CHAIR Motion by C. Abraham, seconded by W. Woo That Peter DeJong is elected as chair of the board for 2012, "Carried" Note: Cathy Abraham will continue to support the chair as acting chair during P. DeJong's recovery. Page 2 SOPER CREEK MODEL TRAIN ASSOCIATION Gary Jeffery spoke to the board about the history of the association - Name originated from Soper Valley - Began in 1977 at Visual Arts Centre - 24 Members, meet Tuesdays from June - December - not for profit group - Yearly show in Bowmanville and St Francis flea market - 8 board members (gave list) - 2 members must be in attendance at all times Would like to request more than 2 sets of keys possibly one set for each board member MINUTES 1.1 Motion by P. DeJong, seconded by S. DeJong Those minutes of November 2011 are accepted as circulated. "Carried" BUSINESS ARISING 2.1 Meeting of Garden Project Collaborative on Thursday Jan 19 at 6:30 pm. Board may attend but is for information only. If there is enough money board would like to see the west wall between parkette and bank added back into the plan. 2.2 Secretary reported unable to locate any blueprints for the hall. Checked with Museum and Historical Society. Suggested try library micro fische. 2.3 Discussed purchase -of floor scrubber for custodian. This is not in the budget for 2012. Will gather quotes for further discussion. ' FINANCIAL REPORT 3.1 Secretary presented report of expenses for 2011 month by month for board to look over and see if we can find any savings for 2012. To be discussed at next_ meeting. 3.2 Secretary presented month by month report of receivables /payables for 2011 for board to look over and discuss next meeting. Motion by P. DeJong, seconded by L. Fraiissen That January 2012 financial report is accepted as circulated. "Carried" Page 3 BILLS 4.1 Motion by W. Woo, seconded by B. Snowdon That bills be paid as presented — C. Abraham - $59.28, S. DeJong $100.00, G Bell $150.00 "Carried" HEALTH & SAFETY 5.1 Report received for information and copied to Operations Dept. CORRESPONDENCE 6.1 Municipal Clerk inviting Board to make presentation to Council re: Budget Received for information 6.2 Thank you note from Newcastle Public School 6.3 Thank you note from Franssen Family 6.4 Donation from Chamber of Commerce $200.00 for use of Council Chambers. 6.5 Newcastle Historical Society asking for support of Hall Board in moving Atkinson Historical Plaque from the hall grounds to the newly named Joseph Atkinson Parkette Motion by W. Woo, seconded by W. Partner That the Newcastle Community Hall Board supports the moving of the Atkinson Historical Plaque to the newly named Joseph Atkinson Parkette. "Carried" NEW BUSINESS 7.1 Secretary gave report on meeting with new contacts for Ontario Early Years. We had a bit of a problem over Christmas holidays with communication within the staffing of Ontario Early Years. New contact is Sheri Cybulski — secretary had discussed with Sheri cleaning of room while our custodian was on vacation. It was agreed emptying of garbage on the Friday would be sufficient as they would not be busy. As it turned out they were busier then they had thought but this information was not passed on to staff who were -upset with us for not cleaning as normal. In discussing this with staff a couple of items came up that are of concern. Early Years staff has been opening hall with their key and showing the room without permission. Also commented that she has let others into hall and taken in parcels. Also have been asked to lock up by custodian. Secretary asked that they no longer use their key for anything other than to gain access to their storage area. Contact cards have been given to them to hand out for appointments to view hall. Do not accept parcels they can be delivered when our custodian in on duty. Discussed with custodian comment about locking up — he has only asked them to lock up after themselves when they are there later than he is. This is not a problem. Meeting went very well with Sheri Cybulski and Director Diane' Peters. Copy of contract has been given to them -so they know what they have access to. They will let their staff know not to give anyone access to the hall without authorization from us. As they are new to this site they have been taking their lead from staff that has been at this location for years. Were quite pleased to be given information on how the hall is run and who the board is. 7.2 Secretary asked permission to continue Youth Dances under the Hall Board. They have not been money makers to date but would like to try a couple more to see if they take off. Fundraising committee can not commit to running them any longer. To date the 2 dances have run at a lose of approximately $150.00. Motion by P. DeJong, seconded by W. Woo That the support the Youth Dances for 2 more months. If a profit is not made after 2 dances then they shall be cancelled. "Carried" 7.3 Secretary suggested board members names be put in for Provincial Volunteer nominations. 7.4 Board discussed additional keys for Model Train Association Motion by S. DeJong, seconded by W. Partner That 2 additional sets of keys be provided. The four sets must be signed for and shared by board members only. Must not be duplicated. 7.5 S. DeJong informed board that the Clock Tower was shipped from England in 1923 by a company that been in existence since the 1800's. Same company that built Big Ben. 7.6 Chair and members of -board thanked Brent Snowdon for his 6 years as a board member. 7.7 Barry Carmichael was welcomed as new member of board.