HomeMy WebLinkAbout2012-04-17 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on April 17, 2012 at 7 pm in the Council Chambers.
Present Were: C. Abraham (acting chair)
B. Carmichael
W. Partner (councillor)
W. Woo (councillor)
S. DeJong
Regrets From: L. Franssen
P. DeJong
MINUTES
1.1 Motion by W. Partner, seconded by W. Woo
That minutes of January 2012 be accepted as presented. "Carried"
BUSINESS ARISING
2.1 Discussed floor cleaner B. Carmichael has found a floor cleaner for $2000.00 on
line. It is refurbished with a battery life of 2 '/z years. Does not know how old it
is or what the warranty on it would be. B. Carmichael will get these details and
email to board members
Motion by S. DeJong, seconded by W. Partner
That B Carmichael will investigate the purchase of a floor cleaner between
$2000 - $3000. "Carried"
2.2 Discussed 2011 financials—utilities have been maintained or lowered over the
past few years, so is doubtful we will find additional savings in this category. G.
Bell reported 3 water heaters were replaced this past week so we should see some
savings as they were over 20 years old. This will hopefully help with shortage of
hot water in kitchen as well.
Discussed additional custodial staff—no decisions at this time.
B. Carmichael queried why rent was so low for Bowling Alley. It was explained
they paid their own hydro and take care of all upkeep pertaining to the bowling
lanes.
2.3 G. Bell has checked Bunny's Catering sight and it does show our venue first.
Have called Bunny's and asked them to rectify so that clients are not misled.
2.4 Discussed having preferred bartenders i.e. Lions Club of Newcastle. G. Bell to
contact Beech Centre to ask how they have set up their relationship with the Lions
running their bar.
2.5 B. Carmichael wanted to discuss kitchen refurbishment. Board decided this
should part of 5 year plan.
2.6 C. Abraham reported on Garden Project— can outlet at fountain be hidden? This
has been cut down considerable already. Board agreed fountain plaque should go
inside the garden. Flagpole may not go back up due to garden design and lack of
base for it. Some board members are adamant that this flag be reinstalled. Check
into missing rosettes for urns—we should be looking at having these repainted.
2.7 G. Bell reported on fundraising committee. It is agreed this committee should be
dissolved as of June 30 to coincide with the completion of project.
Motion by w. Woo, seconded by B. Carmichael
That at new subcommittee be struck for future fundraising for the hall
"Carried"
Discussed fundraising options, B. Carmichael suggested Chef's night as a
monthly experience on a night through the week.
Continue with yearly concert and brunch if possible.
FINANCIAL REPORT
3.1 Motion by W. Partner, seconded by S. DeJong
That the financial report be accepted as presented. "Carried"
BILLS
4.1 Motion by W. Partner, seconded by B. Carmichael
That bills for supervision in the amount of$450.00 be paid as presented.
"Carried"
CORRESPONDENCE
5.1 Email from Town indicating we will need to replace AED in 2013, they are
obtaining pricing presently. Current unit cost was $5000.00
5.2 Policy received from R. Pidgeon (Municipality) on regulations for erecting tents
in parkette
5.3 Liquor license approval received for patio area
5.4 Municipal operating budget request received $13000.00
Motion by W. Woo, seconded by B Carmichael
That correspondence is received for information. "Carried"
HEALTH & SAFETY
6.1 Received inspection report— copy will be sent to Operations Dept
NEW BUSINESS
7.1 Municipal Dept asking for use of hall for discounted price or free. Board agreed
no they would have to pay the same as all users.
7.2 G. Bell wanted to confirm rental rate for Dance Studio which is mostly seniors
would remain at $45.00/hr
7.3 G. Bell asked for help for Steve this coming week as we have numerous rentals,
one be a large wedding. B. Carmichael will assist with tear down of Daffodil
lunch and set up for Fiddlers on Wednesday afternoon. S. DeJong will assist with
removing our chairs from hall for Friday's wedding as they are bringing rental
chairs. S. DeJong will open Saturday morning so Steve can get some rest before
closing Saturday. Thank you for the help
7.4 Window pain in auditorium door broken— agreed fee would be $50.00
7.5 G. Bell asked members to think about items for 5 year plan and consider
celebration for 90th anniversary in 2013.
7.6 G. Bell suggested plaque in patio area to commemorate Irene Rinch—board liked
this idea
7.7 G. Bell to send letter to Operations Dept for permission to install a window A/C
in kitchen.
7.8 Discussed Trillium party for Garden Project. Hall will be hosting. Suggested a
Sunday afternoon tea. G. Bell to let C. Abraham know dates available. C.
Abraham will find out where dollars will be coming from for this.
7.9 Could contract leave us 20 extra bricks for future fundraiser?
7.10 S. DeJong will deliver volunteer award to B.Snowdon
7.11 Board members to look at outside of hall and think about what sort of plaque they
would like to acknowledge donations to the garden project for next meeting.
7.12 G. Bell suggests remote control doorbells for Train crew and bowling alley.
Motion by W. Partner, seconded by S. DeJong
That we purchase doorbells for Train crew and bowling alley. "Carried"
7.13 C. Abraham explained retaining wall on north side of property is part of hall
property. Operations Dept is planning to do repairs and consider fencing in the
future.
7.14 Tower to be painted by Operations Dept this spring. It has been held up due to
lead being found in paint.
Adjourned 8:30 pm