HomeMy WebLinkAbout2012-11-20 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on November 20, 2012 at 7 pm in the Council Chambers.
Present Were: C. Abraham (acting chair)
W. Woo (councillor)
W. Partner (councillor)
S. DeJong
L. Franssen
P. DeJong
B. Carmichael
G. Bell (secretary)
MINUTES
1.1 Motion by S. DeJong, seconded by L. Franssen
That minutes of October 2012 be accepted as presented. "Carried"
BUSINESS ARISING
2.1 Bartending — agreed that a meeting be set up with Tom (Lions representative for
bar) to discuss moving forward on having the Lions Club of Newcastle handle all
bar serving at hall events.
2.2 Fiddlers have let us know that they may be having their last dance in Novemb
2.3 Parking issues with plaza on south side tables to next mtg as W. Woo has not had
a chance to meet with them.
2.4 Discussed replacing bathroom counters — talk to schools and Operations Dept for
a better deal (see attached quote)
CORRESPONDENCE
3.1 Defib Program may be provided by Municipality (see attached)
3.2 Community Hall does not qualify for Heart & Stroke defib program.
3.3 Email from Oct 13 2012 wedding — thanking Gabrielle and Steve for their
professionalism, guidance and assistance in putting their wedding together.
FINANCIAL
4.1 Motion by P. DeJong, seconded by B. Carmichael
That financial report is accepted as presented. "Carried"
PAGE 2
BILLS
5.1 Motion by P. DeJong, seconded by S. DeJong
That bills for supervision $525.00 and labour $60.00 be paid as presented.
"Carried"
HEALTH & SAFETY
6.1 Report not received from custodial dept.
FUNDRAISING REPORT
7.1 B Carmichael reported on Jacquie Kent Jewellery Extravaganza held on Nov 9
2012. The hall receives 25% of sales after van rental and credit card fees are
taken off Our portion was $1893.98. Wrap up meeting not scheduled yet to
receive full report on actual profit. B. Carmichael will be put on bank account as
signing authority — J. Barrett to be removed. Update committee list to finance
dept for insurance purposes. Committee is presently comprised of Barry
Carmichael (chair), Pat Thexton and Gabrielle Bell. Durham College working on
their new kitchen facility — committee plans to entertain having them do the
brunch in 2013.
NEW BUSINESS
8.1 Newcastle Hockey Association hosted their annual Halloween Dance at the hall
on Oct 27 2012, custodian reported the washrooms were left in quite a mess,
hardwood floor had Jell-O shooters stuck all over it. Took 3x to wash floors.
This is not the first time board has had to talk to Hockey Association about the
condition they leave the hall in.
Motion by W. Partner, seconded by L. Franssen
That letter is sent to Hockey Association informing them that their $200.00
damage deposit has been kept for additional cleaning. For future events
their damage deposit will be increased to $500.00 "Carried"
8.2 Secretary advised walls above windows in auditorium are in need of painting —
refer to Operations Dept.
8.3 Secretary has been advised verbally by a member of the Cadets that they will be
leaving our building in January 2013. Has tried numerous times to contact their
captain to have this confirmed but has had no response.
8.4 Projection room will be empty if Cadets leave—what would we like to use it for?
8.5 Moving of secretary's office back up to 2nd floor scheduled for Jan 2013 — Dave
Abraham will assist with the moving of furniture.
8.6 Secretary would like a full length nice mirror in the Council Chambers for the
brides.
Motion by W. Woo, seconded by W. Partner
That B. Carmichael will look for mirror with a budget of$100.00
"Carried"
8.7 B. Carmichael purchased 4 bar stools at a cost of$40.00 —thought they could be
used for future concerts. Board agreed to purchase but suggested prior to making
purchases item should be brought to board for approval. B. Carmichael will
submit invoice.
8.8 Clock Tower painting has been completed. Antenna still needs to be removed.
Ask if they can put the copper ball back up as well.
8.9 Discussed coverage during custodian's vacation Dec 15 through to Jan 3. Hire
Glenn Kimbal to do cleaning and board member to do closings. B. Carmichael
will do Dec 22 — need coverage for Dec 29 (maybe L. Franssen) and Dec 15. Let
YMCA know there will be no housekeeping other than garbage pick up during
this period.
8.10 Board Christmas dinner scheduled for Dec 18 —check prices at The Snug.
8.11 Follow up with Lloyd Johnson re: Docville wanting our old pianos
8.12 Final Budget will be emailed—has been submitted to Municipality.
8.13 Appointments (3) for January 2013 have been advertised in local paper by
Municipality.
8.14 Custodian needs new drill and burnisher repaired.
Motion by S. DeJong, seconded by B. Carmichael
That S. DeJong will purchase a new drill with budget of up to $200.00.
Arrange to have burnisher repaired by Swish. "Carried"
8.15 B. Carmichael spoke with a renewable energy school rep at the Rate Payers
meeting. Has asked for them to assess the hall for suggestions on alternative
energy sources. They will report back to Barry. It was noted that we do not have
the property to accommodate geo thermo heating.
8.16 Janice Parrish has confirmed booking of hall for Dec 25 Community Dinner.
Motion by P. DeJong, seconded by W. Partner
That meeting adjourn at 8:20 pm