HomeMy WebLinkAbout2013-01-15 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on January 15 2013 at 7pm in the Council Chambers.
Present Were: C. Abraham (acting chair)
B. Carmichael
S. DeJong
P. DeJong
W. Woo (councillor)
G. Bell (secretary)
Regrets From: W. Partner (councillor)
APPOINTMENTS
1.1 Appointments for next 2 year term were ratified by Council on January 14 2013 as per
Councillor Woo. Letters have not been sent out the new appointees as of yet. See attached email
from Clerks office re: names of appointees. Board members discussed position of alternate
board member appointed by council. As there is no provision in the Massey will for this position
and there has never been an alternate assigned in the past, the board asked for clarification.
Councillor Woo will discuss with Clerk and report back to the board.
ELECTION OF CHAIR
2.1 As one of the new board members has not been informed of their appointment and not in
attendance at meeting it was decided to table election of chair to February 19 2013 meeting.
FINANCIALS
3.1 Financial Report for the year 2012 was presented (see attached)
Motion by B. Carmichael, seconded by S. DeJong
That financial report for the year 2012 be accepted as presented. "Carried"
MINUTES
4.1 Motion by S. DeJong, seconded by W. Woo
That minutes of November 2012 meeting be accepted as presented. "Carried"
BUSINESS ARISING
5.1 Bartending— C. Abraham and G. Bell will be meeting with Lion member Tom Ujfalussy to
discuss possibility of Lions Club working all bar events in future.
5.2 Fiddlers have closed their club — all items have been removed.
5.3 Issue of our clients parking in neighbourslot to the south tabled to February meeting.
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5.4 Cadets have found a new home at Memorial Park Clubhouse in Bowmanville. All items
were removed as of Jan 12 2013. G. Bell was finally able to connect with their captain to
discuss removal of their items as they no longer had a lease with us.
5.5 B. Carmichael purchased a mirror for the Council Chambers.
5.6 Discussed vacation coverage over the holidays for custodian. Glenn Kimbal was able to
work the 2 weeks. Will continue to enlist his help for closings and stacking of tables/chairs
at the end of events when needed. Extra supervision is needed when regular custodian is
off.
5.7 The Community Christmas dinner scheduled for December 25 at the hall was cancelled due
to organizer being ill.
5.8 B. Carmichael reported no response from renewable energy school regarding assessing
building for savings.
CORRESPONDENCE
6.1 Received information from Operations Dept (see attached). The board agrees they would like to
stay on the Municipal AED program.
6.2 Quote received from Geek Girl for website video and 2013 website maintenance
Motion by S. DeJong, seconded by P. DeJong
That we retain Geek Girl to made video for website as per quote. "Carried"
Motion by B. Carmichael, seconded by P. DeJong
That we retain Geek Girl Media for website maintenance for 2013 as per invoice.
"Carried"
6.3 Invoice received for CBOT membership. Board discussed merits of belonging to this group.
Although it does not appear that we benefit from belonging to this organization it was felt that
the one event CBOT books yearly at our hall could generate business from those attending.
Board members will make more of an effort in 2013 to attend Simply Social events to promote
the hall.
Motion by S. DeJong, seconded by W. Woo
That the Hall Board maintain membership with CBOT for 2013. "Carried"
6.4 Received letter of appreciation from Newcastle Chamber of Commerce and donation of$200.00
for use of Council Chambers for their meetings.
Motion by P. DeJong, seconded by B. Carmichael
That the Hall Board maintain membership with Newcastle Chamber of Commerce for
2013. "Carried"
C. Abraham, G. Bell, S. DeJong, and B. Carmichael will attend Chamber AGM on January 29
2013.
6.5 Website stats received for information. Note 25% of our hits are now coming from Oshawa.
BILLS
7.1 Motion by P. DeJong, seconded by W. Woo
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That the following bills be paid as presented— S. DeJong $75.00, S. Fogg $75.00, $30.00
"Carried"
HEALTH & SAFETY
8.1 Report received— copy to be sent to Operations Dept.
FUNDRAISING REPORT
9.1 See attached report prepared by B. Charmichael
Discussed groups, other the hall board fundraising committee attempting to raise funds for the
hall. It would be best if all fundraising endeavors are submitted through the fundraising
committee for approval and support.
Discussed possibility of requesting Council to do a feasibility study on air conditioning for the
hall. It was agreed that board would invite Director of Operations Fred Horvath to come to
February meeting to discuss options first.
NEW BUSINESS
10.1 Secretary asked if inside of kitchen cupboards could be washed, tiled and trim be put down on
kitchen floor. S. DeJong will contact Rona re: donation of tiles to line the cupboards. S. Fogg
will put trim down on flooring.
10.2 C. Abraham will arrange for help to move secretarial office to 2nd floor.
10.3 A. Darlison of COAA has contacted board to hold older adults event at hall on Nov 24 2013.
Old Tyme Christmas with Scott Woods. This would be a two hour event. Board agreed to a fee
of$200.00 for this older adults event.
10.4 Also discussed possibility of reduced rate to have COAA run dance lessons for older adults in
the hall. It was agreed hourly rate could not be reduced any more than it presently is.
10.5 Secretary reported has had spring wedding clients concerned about view of No Frills. Discussed
options for partitioning off west side of parkette near gazebo i.e. lattice work, trees.
10.6 For information - website called Paul's Halls has added Newcastle Hall to his list of venues.
10.7 Director of Finance has been rescheduled to speak with board at February meeting.
10.8 Updated information on board members i.e. address, email, phone numbers.
10.9 Discussed 90th celebrations. All fundraising will advertise the anniversary of the hall. G. Bell
will work with BIA on Fall Festival will discuss with them including celebration of 90th
10.10 Secretary asked if Council Chambers could be made more presentable for wedding ceremonies.
Full length mirror will be hung on wall. Extra board chairs will be removed. Felt to put on
bottom of board table so it can be moved back. Old vinyl chairs to be removed and replace with
outdoor folding chairs. Board members agreed to all of the above.
MISCELLANEOUS
11.1 At December Christmas dinner the following motion was made.
Motion by L. Franssen, seconded by W. Woo
That invoices be paid as presented— 154.52, 33.88, 475.00, 64.41, 450.00 and 25.00
"Carried"
ADJOURNED 8:45 PM
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