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HomeMy WebLinkAbout2012-09-18 Minutes MUNICIPALITY OF CLARINGTON NEWCASTLE COMMUNITY HALL BOARD Meeting of the Newcastle Community Hall Board held on September 18, 2012 at 7 pm in the Council Chambers. Present Were: C. Abraham (acting chair) W. Partner (councillor) L. Franssen B. Carmichael S. DeJong W. Woo (councillor) P. DeJong G. Bell(secretary) SOPER CREEK MODEL TRAIN ASSOCIATION Gary Jeffery and Roy Payne represented the Soper Creek Model Train Assoc. Requesting additional space in the lower basement (see attached diagram). They will put up walls and lighting at their expense. Will put up walls to section off storage area for YMCA. Time line for Fall Festival the first of October. MINUTES 1.1 Motion by B. Carmichael, seconded by W. Woo That minutes of May 2012 are accepted as presented. "Carried" NEW BUSINESS 2.1 Acting chair C. Abraham welcomed P. DeJong back after an extended illness— "lovely to have you back Pete" 2.2 Old table from lower basement has been sold for $225.00 proceeds went towards purchase of bistro tables for patio area. Thank you to B. Carmichael for handling this for board. 2.3 Window art from the stage has been removed by custodian. Unfortunately it broke in the process. 2.4 Window well in patio area has been dug down by S. DeJong to help with leakage. Town will be returning to seal the area. Refer to Operations for filling in of window wells as our budget can not handle this expense. 2.5 Bistro sets purchased and picked up by W. Woo —clients are really pleased with addition of patio and tables. Thank you Willie for taking care of purchase. 2.6 North retaining wall was damaged by contractors at No Frills. Town dealt with contractor and has had the wall r PAGE 2 2.7 Bartending— secretary handed out agreement Beech Centre has with the B'ville Lions Club. Board members to read over and discuss at next meeting. 2.8 Fiddlers—rent was not increased as previously discussed due to their lack of attendance to event. Group feels they will probably end dances come Jan 2013. CORRESPONDENC 3.1 Thank you letter from DRPS 3.2 Letter of complaint received from May 4 2012 wedding (gardens were not completed— see attached). Motion by P. DeJong, seconded by L. Franssen That collaborative be informed of complaint and board is recommending that same issue refund of$250.00 to client. "Carried" 3.3 Lee Parsons has sent quote on video advertising to attach to our website. To be discussed at budget time for 2013. 3.4 Thank you letter received from Big Brothers/Sisters of Clarington. 3.5 Village Concert asked us to continue to sponsor them. Board requesting Nancy Taylor, Director of Finance to speak with on setting up sub committees. There seems to be misunderstanding with concert group as we are not sponsor—they are sub committee of Hall Board. 3.6 Janice Parrish of Royal Services Real Estate is asking for use of the hall for a community Christmas dinner. Motion by W. Partner, seconded by P. DeJong That we donate use of the hall on Christmas Day for a Community Dinner. "Carried" FINANCIAL REPORT 4.1 Motion by S. DeJong, seconded by L. Franssen That financial report is accepted as presented. "Carried" BILLS 5.1.1 Motion by W. Partner, seconded by W. Woo That bills be paid as presented. "Carried" HEALTH & SAFETY 6.1 Report to be forwarded to Operations Dept. PAGE 3 NEW BUSINESS 7.1 Parking—North neighbours (Apple Dentistry) complaining our guests are using their parking lot. He has posted `tow away' signs. We will continue to inform our clients this parking lot is not for their use. It was noted that tenants and clients from our north neighbours also use our parking lot during the day. 7.2 Bunny's Catering website appears to indicate they are our preferred caterer. Their web master says they can not fix this unless they remove us totally from their referral list. Will check with our web master. 7.3 Fire Watch— alarm system was down for a number of days which meant we had to have 24 hour security in building. Thank you to Barry and Steve for putting in extra hours to monitor building. Operations is investigating process of handling repair as it took quite some time to fix. Bell box was affected—this is located in the ceiling of the Lions entrance near chair lift area. Check with Steve to ensure key is assessable for future. 7.4 If there should ever be a leak in the kitchen, pipes are underneath and accessible through bowling alley window. 7.5 Install of sinks tabled to budget. 7.6 Refer issue of ceiling in bowling alley to Town Operations Dept. 7.7 Operations— chair to meet with director and discuss capital and other work that needs to be done. Discuss permit of gazebo and picture taking for weddings not booked with our venue. Hall would like control of this area. 7.8 Discussed additional signage for patio area as clients are leaving this area with alcohol. Announce at event and whoever is on duty may tell client the bar will be shut down if guest continue to leave designated area. 7.9 Discussed BBQ areas for serving food. 7.10 Collaborative report by C. Abraham—garden is complete, due to successful fundraising additional large rocks will be added to west wall and additional irrigation to patio and children's gardens. Add mulch $500.00 to budget of 2013. Donation board is being worked on. J. Barrett will be making presentation to Council in near future. 7.11 W. Partner asked about bench removed from east side of parking lot. Referred to Operations as this was not part of project. A matching bench will cost $1149.00 7.12 Tenants (i.e. bowling alley) calling custodian at home during his off time. A generic letter will be sent to all tenants informing them of process for contacting hall representatives. 7.13 W. Woo brought up discussion of caterers using kitchen. Can we do one rental a year? Refer to Nancy Taylor. 7.14 Fundraising Committee—Barry Carmichael has volunteered to chair this committee. Two events planned—Nov 6 Jacki Kent jewellery party on Nov 9 2012 and April 6 2013 concert TBA. 7.15 Fall Festival, Lions asking to set up BBQ in parking lot—permission granted. PAGE 4 7.16 Complaint received from G. Rickard regarding lighting. Front door light has had 2 bulbs added to chandelier for the time being. He has also mentioned lighting in Lions Room could be improved. 7.17 Secretary reported Cadets are in process of seeking another home as they need more space. 7.18 CBOT Mayors Address is on Sept 27 —Barry, Sierd, Gabrielle will attend 7.19 S. DeJong will open hall on Wednesday for Fiddlers and Steve is off. ADJOURNED 9 pm.