HomeMy WebLinkAbout2012-05-22 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on May 22, 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)
G Bell (secretary)
Regrets From: P. DeJong (chair)
Board members met outside hall as requested by C. Abraham to receive update and view
work completed on Garden Project.
FOUNTAIN AREA
- cover on electric outlet will be replaced with something less conspicuous
(contractor or Municipality).
- Spray foam used to plug the wire outlet will be shaved down or replaced with
a less noticeable color (presently yellow)
- Fountain loses water due to exposure to wind on southeast corner. Suggested
that top portion of fountain be turned off on windy days.
- 2 benches have been donated for this area
- Municipality will not be returning garbage receptacle to this area as it detracts
from the overall look.
- B. Carmichael asked who the BIA should talk to about donating a bench(was
approached by Freedom 55). He will let them know to get in touch with Jeany
Barrett.
FRONT ENTRANCE
- Municipality will be sandblasting and painting the urns
- Hall Board to paint boarded windows and vents (consider white as Hort
Society feels it does not stand out like the brown— see west side)
- Replacement of flood lights to be added to 5year wish list plan (refer to
Municipality)
- 2 benches will be placed on front interlock
- discussed replacement of information board possibility to a different location
so it is not in pictures taken at front entrance
- discussed changing lamp posts to match street lamps
- front entrance features need to be cleaned (refer to Municipality)
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- Councillors Woo and Partner presented Municipal 15 year volunteer award to
C. Abraham. Councillor Woo will present 10 year award to P. DeJong at his
home.
CENOTAPH
- 2 benches have been donated by Lions Club of Newcastle and Legion for this
area
- second step has been revealed and repaired making the cenotaph more
prominent
- landscape rocks on west side to be placed this week(installed Thursday
morning)
- L. Franssen suggested looking at brick work at Box Factory to stop
skateboarders using new brick work.
- Hall to take over watering new grass from contractor- C. Abraham will see if
Municipality has a program we could be added to until the grass catches.
PARKETTE & PATIO
- 3 benches will be added to parkette
- Municipality will come in when project finished to touch up the grass in
center of parkette.
- take down loitering sign over patio (Municipality)
- some planting to be added to beds in patio
- teaching garden for Hort Society will be added to west side of kitchen
- Municipality will cover venting for stove on kitchen roof
- window wells in patio to be bricked in— (G. Bell to obtain quotes)
- old benches have been set up at Bond Head parkette
- suggested cafe sets (3 -4) be set up in patio —possibility of donation of
benches as well.
- Municipality is discussing repair of north wall with adjoining property owner
- additional pine trees will be removed on northwest corner of parkette as they
deteriorate due to age.
MINUTES
1.1 Motion by S. DeJong, seconded by W. Woo
That minutes of April 17, 2012 be accepted as presented. "Carried"
BUSINESS ARISING
2.1 Board members to read through Bartending agreement between Beech Centre and
Lions Club and discuss at June meeting.
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2.2 AED purchase price will be closer to $2500.00 rather than $5000.00 as first
thought. Still waiting to hear back from Municipality on purchasing as a group.
2.3 Discussed Trillium appreciation party for Garden Project. Fundraising Committee
members will be presented with Certificate of Appreciation from Newcastle Hall
Board. Considering Sunday July 22 for date—J. Barrett waiting to hear back
from MPP John O'Toole's office to confirm his attendance. C. Abraham
volunteered Hall Board to arrange 2 -3 hour garden party. Plaque of donors will
be mounted on west entrance wall—this has been cleared with Heritage
Committee. All board members should be in attendance if possible.
2.4 Floor Cleaner— C. Abraham discussed with custodian S. Fogg he would prefer
the less bulky electric unit. Swish will be having summer sale in June—B.
Carmichael will try to attend. G. Bell will keep in contact with Swish to see if
they will have anything that will work for us at a good price.
Motion by B. Carmichael, seconded by L. Franssen
That electric TT345 as quoted by Swish for $2995.00 plus tax be purchased,
if we are unable to purchase same at summer sale for less.
"Carried"
Letter of request to be sent to Municipality for dollars from Montague Fund to
purchase cleaner.
2.5 Discussed items for 5 year plan: 1. Air Conditioning
2. Kitchen updated
3. Auditorium flooring upper/lower
4. Investigate possibility of acquiring lanes
from Liberty Bowl for our bowling alley if
they should come available.
5. Replace flood lights
C.Abraham will discuss with Director of Operations re: coordination of plan with
Municipality.
2.6.1 Book Aug 2 2013 for 90th anniversary of hall. Pull out file from 75th for
September meeting to start planning.
FINANCIAL REPORT
3.1 Motion by W. Partner, seconded by S. DeJong
That financial report is accepted as presented. "Carried"
CORRESPONDENCE
4.1 Cadets 172 Squadron invitation to parade June 2. B. Carmichael will try to
attend.
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4.2 YMCA requesting we start direct deposit for their rent check.
Motion by W. Woo, seconded by W. Partner
That we file paperwork to have rent check direct deposit to Hall account.
"Carried"
4.3 AED invitation received for yearly gathering.
4.4 Thank you note from Worboy wedding to G. Bell
4.5 Health Dept inspection report received.
4.6 Thank you note from Newcastle Skating Club
4.7 WSIB paperwork for cut hand (S. Fogg)received
4.8 Letter from "A Touch of Glass" asking for preferred status as glass rental
company with Hall—they will in turn give 10% of revenues to the hall.
Motion by B. Carmichael, seconded by S. DeJong
That "A Touch of Glass" be a preferred company recommended for glass
rental products for hall functions. "Carried"
4.9 Clarington Heritage Committee invite to participate in Feb 2013 activities
Motion by W. Partner, seconded by L. Franssen
That correspondence be received for information or acted upon as noted.
"Carried"
HEALTH & SAFETY
5.1 Report noted trees need to trimmed on east parking side of building (this has been
done)
5.2 C. Abraham reported northerly most tree along parking lot will be replaced by
Municipality as it is dead.
Report will be forwarded to Operations Department for information.
BILLS
6.1 Motion by L. Franssen, seconded by W.Woo
That bills be paid as presented: Dayco $39.03, S. Fogg $600.00, N. Dixon
$60.00, S. DeJong $50.00 "Carried"
NEW BUSINESS
7.1 Auditorium hinges on floor to trap doors need to be replaced with flat hinges.
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7.2 Chandelier in lobby needs to be cleaned. Front entrance brass chandelier needs
cleaning as well.
7.3 Discussed Fiddlers contract—Motion by B. Carmichael, seconded by L. Franssen
That rent increase to $385.00/rental as of September 2012. "Carried"
7.4 Let YMCA know A frame sign must be brought into building each evening.
Banner on railing to be removed.
7.5 Contact Kaitlyn let them know signage can not be put on corner of Hall Property
7.6 Schedule walk about building for June 12 meeting. Meet for dinner at 6 pm at
Newcastle House. Invite Steve to take us through building and discuss items that
need work or clean house.
7.7 S. Fogg has informed us he feels new towel holders are cutting back on costs.
7.8 S. Fogg to take time off during summer months—Monday or Wednesday each
week.
7.9 Window wells in patio area to be filled in—get quotes on work.
7.10 Patio signage—no glass, no alcohol beyond this point.
7.11 Concert in Park letter indicates they do not realize they are a sub committee of the
Hall Board as they are asking for sponsorship. Contact Director of Finance on
how this should be set up.
7.12 Operations meeting coming up all are welcome to attend.
Motion by S. DeJong, seconded by L. Franssen
That we adjourn at 9:25 pm