HomeMy WebLinkAbout2013-06-18 Minutes MUNICIPALITY OF CLARINGTON
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
on June 18 2013 at 7pm in the Council Chambers.
Present Were: C. Abraham (chair)
B. Carmichael
P. DeJong
S. DeJong
W. Woo
G. Bell (secretary)
Regrets From: W. Partner
S. Rogers
HISTORICAL SOCIETY
1.1 Myno VanDyke spoke to board on behalf of Newcastle Historical Society—NDHS would like to
put an 1891 Massey-Harris plow in the front gardens. It was donated by Farncomb Legreely to
the NDHS. Could be incorporated as part of the 901h celebration for the hall. NDHS would retain
ownership, maintenance;take care of having it installed and removing each winter prior to
Halloween. Install in the SW corner of gardens. Horticultural Society has agreed to placement
as well. Would be installed with angle iron in cement sonotube. Board suggested plaque with
description be installed as well. Discussed how this could attract visitors and be ideal for
wedding pics.
MINUTES
2.1 Motion by P. DeJong, seconded by B Carmichael
That minutes be accepted as presented with amendment to 3.1"seconded by W. Partner"
CARRIED
BUSINESS ARISING
3.1 Bowling Alley—email received from N.Taylor's office indicating Municipality has approved
committee for NBA in the past. C. Abraham will follow up with N.Taylor as to proceeding with
future set up of bowling association i.e. committee of the board. Emails received from Alan
Tibbles that he is aware Dorella has been in contact with leagues that are interested in joining
NBA. He also has a lead on another group and will forward their info to me at a later after he
meets with them.
3.2 B. Carmichael obtained another quote for flooring—attached.
3.3 Advertising on website almost ready to move forward—agreed to$50.00/year. Ads must
pertain to activities at hall i.e. caterers, decorators, DJ's, etc.
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3.4 Chamber of Commerce Group Plan has sent new paperwork encouraging S. Fogg to change plan
from family to couple as his daughter is no longer covered. He is looking papers over—this
would be a cost savings to employee and employer with close to same coverage.
3.5 Rental contract given out for members to look over and discuss at next meeting.
3.6 Lions bartending—on hold for summer will set up meeting with Lions (Tom)for fall.
3.7 Decided not to install vanities in bowling alley washrooms—dispose of same.
BILLS
4.1 Motion by S. DeJong, seconded by P. DeJong
That bills for supervision S. Fogg$395.00 and B. Carmichael $75.00 be paid as presented.
CARRIED
HEALTH &SAFETY
5.1 Trees need trimming—report to be forwarded to Operations Dept.
Motion by W. Woo, seconded by P. DeJong
That request to have ladder to clock also be replaced or fixed. CARRIED
CORRESPONDENCE
6.1 Workplace Safety received for information
6.2 Growth Management Update received from Municipality—received for information
6.3 Faye Langmaid email received re: enquiry from Myno Van Dyke regarding grant opportunities
for NCH. Members discussed how we need to be careful when asking questions of other groups
that they are aware board will contact appropriate contacts for further information on our
behalf as requests can be misunderstood.
6.4 Forms for nominations Clarington Blooms received for information.
6.5 Notice from Sandra McKee, Sr Buyer with list of items available from Municipality—nothing on
list that could be used by Hall.
6.6 C. Abraham will fill in Government survey on Small Business.
6.7 Letter and check from A Touch of Glass for glass rentals through hall events. Board agreed to
new agreement of 15%take and allows glasses to be washed in hall kitchen.
FUNDRAISING
7.1 B. Carmichael reported Publican Brewery will be participating in Oktoberfest
7.2 Board discussed how fundraising dollars would be spent.
Motion by B. Carmichael, seconded by S. DeJong
That monies raised through fundraising efforts by NCH fundraising committee shall be used
for capital hall improvements not covered by Municipality of Clarington. CARRIED
7.3 C. Abraham will follow up with Director of Operations regarding feasibility of A/C
7.4 Email received from Karen Bastas on behalf of Newcastle BIA—they would like board to assist
with fundraising event concert on October 4 proceeds to go towards NCH Improvements fund.
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Board in agreement due to Oktoberfest on September 29 we do not have them manpower to do
two fundraisers a week apart. Respond to Karen "Thank you for your endeavors to fundraise for
the Community Hall, however, at this time we are unable to assist with planning but may be
able to help the day of."
NEW BUSINESS
8.1 Chair signed Lions Club and YMCA contracts.
8.2 G. Bell reported on Operations seminar attended by S. Fogg and G. Bell.
Covered Health and Safety—Asbestos Awareness, Ladder Safety, Occupational Health &Safety,
WHMIS,Workplace Inspection and Risk Management.
8.3 G. Bell to attend media seminar this weekend with Geek Girl Media
8.4 Request from Robotics Camp for Kids for full week rate during summer.
Motion by P. DeJong, seconded by W. Woo
That weekly rate of$350.00 is approved on condition that 4 weeks are booked, appropriate
insurance obtained,waivers signed by attendees. CARRIED
8.5 Yoga classes scheduled for the fall in Council Chambers and Auditorium
8.6 Discussed coverage for this Sunday—W. Woo will set up tables—S. Fogg to take the day off.
8.7 Discussed purchase of IPAD for secretary—could use for pictures and information when showing
hall.
Motion by S. DeJong, seconded by W. Woo
That a tablet be purchased with a budget of$600.00 CARRIED
8.8 S. Fogg took care of roof leak due to blocked eaves—ask Municipality to check all eaves.
8.9 Massey Plow discussed—Motion by S. DeJong, seconded by P. DeJong
That plow is installed on patio slab with sonotube in SW corner of gardens. Would like a
plaque like the one at fountain as well. CARRIED
C. Abraham will let Myno VanDyke know decision after meeting.
8.10 C. Abraham will discuss irrigation with Horticultural Society
8.11 Add Weed man to 2014 budget discussion
8.12 B. Carmichael reported fountain plaque is bent from skateboarders—refer to Municipality
8.13 W. Woo presented water color of Hall painted by Patricia Stephenson. May be used for a raffle
to raise dollars or kept. Patricia is also selling post cards with same picture on it. Thank you card
to be sent.
8.14 Discussed 901h Anniversary on August 112013—Garden Party
- Plow
- Plaques for Garden project installed
- Music by local talent
- New picture from Patricia Stephenson on display
-Cake, punch
8.15 W. Woo asked about A/C on behalf of Masons. Secretary to look back in minutes as this has
been asked and answered in the past. Info to be forwarded to W. Woo
8.16 W. Woo presented certificate to S. DeJong for celebration of his 72nd birthday form the Mayor's
office.
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FINANCIAL REPORT
9.1 Motion by W. Woo, seconded by S. DeJong
That financial report is accepted as presented. CARRIED
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