HomeMy WebLinkAbout2012-03-20 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on March 20, 2012 at 7 pm in the Council Chambers.
Present Were: C. Abraham (acting chair)
B. Carmichael
S. DeJong
L. Franssen
W. Woo (councillor)
W. Partner (councillor)
G. Bell (secretary)
Regrets From: P. DeJong
MINUTES
1.1 Motion by S. DeJong, seconded by B. Carmichael
That minutes of January 17 2012 are accepted as presented. "Carried"
BUSINESS ARISING
2.1 Discussion on 2011 Financial Reports tabled to April meeting
2.2 Secretary reported cancelled future Youth Dances for now as no time to plan with
fundraising for Heritage Garden.
2.3 Congratulations to recipients of Ontario Volunteer Service Award— S. DeJong
30 yrs, C. Abraham 15 yrs, P. DeJong 10 yrs and B. Snowdon 5 yrs. Presentation
of awards on April 16 2012 at General Sikoski Hall.
2.4 Secretary will also submit names for Municipal Volunteer Awards
FINANCIAL REPORT
3.1 Motion by W. Partner, seconded by W. Woo
That March 2012 financial report is accepted as presented. "Carried"
BILLS
4.1 Motion by B. Carmichael, seconded by L. Franssen
That the following invoices be paid:
S. Fogg—supervision $150.00
Page 2
S. DeJong— supplies $32.00
G. Bell— office supplies $31.04
G. Bell - office supplies $43.16
Sunnyside Acres $875.75
Empress Carpet Cleaning $310.75
CBOT Membership 237.95 "Carried"
CORRESPONDENCE
5.1 Bowling Association financial statement received for information
5.2 Letter from Mayor Foster approving budget request for 2012
5.3 Email from P. Barrie, Municipal Clerk- "mobile refreshment vehicles can be
located at hall for events, as they would be considered part of a catering event.
One caveat is that there is no money hanging hands between the operator and the
patrons. Arrangement made through the caterer and it would be up to the caterer
and operator to ensure that only guests at the event are being served."
HEALTH & SAFETY
6.1 Report received for information and copied to Operations Dept.
NEW BUSINESS
7.1 C. Abraham gave update on progress of Heritage Garden Project
7.2 G. Bell gave update on fundraising for Heritage Garden Project
7.3 G. Bell asked if Board would like to waive fee for '52 Baby Party on April 27 as
it is a fundraiser for the Garden Project. Board discussed and decided the
$25,000.00 donated towards the project was enough of a donation—no need to
waive fee.
7.4 Advertising opportunity for the hall at Spring Food and Wine Festival put on by
Big Brothers/Sisters of Clarington. For $75.00 Card and Business info placed on
table— approximately 300 — 500 guests to come through this event.
Motion by W. Woo, seconded by B. Carmichael
That the board purchase Table Sponsorship at Big Brothers event for$75.00
"Carried"
7.5 Advertising opportunity with Newcastle Skating Club flyer at their carnival on
April 1 for $50.00.
Motion by S. DeJong, seconded by W. Partner
That the board purchase space in flyer for $50.00 "Carried"
7.6 Secretary reported new unit numbers have been created for yearly tenants in the
hall. List of unit numbers and tenants are as follows;
Horticultural Society Unit 1
Bowling Association Unit 2
Historical Society Unit 3
Community Hall Unit 4
BIA Unit 5
Chamber of Commerce Unit 6
Lions Unit 7
Masons Unit 8
YMCA Unit 9
Soper Creek Train Unit 10
7.7 W. Partner reported BIA has brought up subject of rental fees at hall. They would
like board to consider reduced fee or even free for their events. Board discussed
this issue and noted BIA received free use of meeting room each month. We also
have regular requests for reduced rates from other deserving groups and just can't
do it as there is no way to draw the line. Letter of explanation will written by C.
Abraham and send to BIA president.
7.8 Secretary noted there will be tent set ups in Gazebo area on April 27 and June 2.
This may become a regular event in the gardens.
7.9 B. Carmichael brought up refurbishing the kitchen as a future project.
7.10 Board looked at new product dispensers for washrooms to be cost savings.
Motion by B. Carmichael, seconded by W. Partner
That S. Fogg go ahead with purchases of new items that he feels will be most
effective. "Carried"
7.11 S. DeJong has had it noted to him that Bunny's Catering website indicates they
are our exclusive caterer. This has deterred clients from calling us. Secretary will
look into this.
7.12 Board discussed issue of bartending— should we approach Lions Club to be our
exclusive bartenders?
ADJOURNED 8:30 PM