HomeMy WebLinkAbout2013-10-15 Minutes
10/15/2013
Newcastle Community
7:00 PM
Hall Board
Newcastle Community Hall
Council Chambers
Type of meeting: Note taker:
Monthly Board Gabrielle Bell
Meeting
Attendees:
C Abraham – chair
B Carmichael
P DeJong
S DeJong
W Partner – councilor
W Woo – councilor
S Rogers
Agenda
Minutes
Business Arising
-Bylaws – C. Abraham
-Gazebo area – C. Abraham
-Plaque Pictures – C. Abraham
-Clarington Blooms – C. Abraham
-Hall Booklet – G. Bell
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-90 Report – C. Abraham
Financial Report
Bills
Correspondence
-Citizen
-Clarington Tourism
-Christmas Décor
-Santa Parade
-Food Rap
-Budget Guidelines
-Village Concerts
Health & Safety
Fundraising
New Business
-NVMHA Oct 26
-Water invoice
-COAA bowling
Budget
-vacation
Additional Information
10/15/2013
Newcastle Community
7:00 PM
Hall Board Meeting
Newcastle Community Hall
Council Chambers
Type of meeting: Note taker: Gabrielle
Monthly Board Bell
Meeting
Attendees:
Agenda
Minutes
Discussion:
Motion by P. DeJong, seconded by S. DeJong
That minutes of September 2013 are accepted as presented.
CARRIED
Business Arising
Discussion:
Tom Ufjalussy and Ken Willis proposed idea of lighting up parkette for Winter season. Decorate building and surrounding
gardens. Make it a tourist attraction for people to drive by during the season much like Scugog Street. Involve Newcastle
Lions, Municipality of Clarington, Newcastle BIA, Chamber of Commerce and other service clubs. Propose to have in
place for 2014 season. Attract people to Newcastle to see lights may stay for dinner and shopping. Work with
Municipality to install and take down. Work with company that specializes in design. Open Nov 1 to March just a
suggestion. LED lighting so not a big hit for electrical. W. Partner added BIA is interested in doing white lighting in
Village and Community Hall for this year. Approach lighting companies for donation of lights. Board is supportive of
initial concept – Tom and Ken will proceed to contact appropriate groups and report back with further details.
2.1 Bylaws – C. Abraham reported Town solicitor is still working on this – they will be meeting again this coming week.
2.2 C. Abraham – gazebo partition has been discussed with B. Genosko, parks supervisor. Three 6’partitions to be
installed Horticultural Society will plant vines to grow over it.
2.3 C. Abraham – pictures for plaques – met with Deborah from Octopus Designs – she apologized for miscommunication
of what they needed to proceed. Deborah has signed out pictures (from NVDHS) including past through to current making
a collage. Will send draft for approval.
2.4 C. Abraham – reported Newcastle Community Hall won first prize for Commercial garden. Jeany Barrett picked up
award.
2.5 Hall booklet has been handed out to all members. C. Abraham will also send copies of her speech for giving tours of
building.
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2.6 C. Abraham – reported on 90 celebration at Fall Festival. Lots of good comments on cake cutting and games. Jean
Rickard did comment that C. Abraham forgot to mention her own service to the board which is over 20 years.
Financial Report
Discussion:
Motion by W. Woo, seconded by W. Partner
That financial report is accepted as presented. “Carried”
Bills
Motion by S. DeJong, seconded by P. DeJong
That the following bills be paid as presented:
B Carmichael cake $79.26, mulch $21.00 – G. Bell supervision $75.00, S.Fogg supervision $675.00
CARRIED”
“
Correspondence
Discussion:
1.1 Article from the Citizen on Newcastle Community Hall
1.2 Clarington Visitor Guide – live link please give them information to put on their site
1.3 Santa Parade from BIA November 17 2013 received for information
1.4 Municipality Budget guidelines received for information
1.5 Balance sheet from Village Concerts -
Health & Safety
Discussion:
Speak with S. Fogg regarding report – none for past 2 months
Fundraising
Discussion:
Report from B. Carmichael fundraising chair – summary attached
Thoughts for 2014 include beer garden during Fall Festival. B. Carmichael will meet with Fall Festival chair/committee to
discuss working together. Board would like to be involved in Fall Festival. Thoughts of Oktoberfest in the evening.
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Presented flyers for Jacqui Kent Shopping Extravaganza 3 annual on November 15 2013. Will be starting advertising this
week. Cards will be handed out at Apple fest in Bowmanville this week by Village Card and Gift. Board members are
asked to pass on email blast to their contacts – get this advertised. We have had many enquiries about event already.
New Business
Discussion:
NVMHA Halloween dance on October 26 needs supervision. Send a letter to representative Scott Turner and executive of
NVMHA stating incidents that occurred at 2012 Halloween event will not be tolerated this year. All rules and policies
must be adhered to. Numerous checks will be performed throughout the evening. We will be asking for Smart Serve
credentials. Barry and Cathy will supervise the evening.
For information water bill has more than doubled from July to September since installing irrigation system. C. Abraham
will discuss with B. Genosko.
C. Abraham has received complaint from A. Darlison of COAA that bowling manager D. Forget has not been very kind to
their members i.e. has whistled at them to get their attention. Has been advised to speak with NBA and D. Forget as NBA
has hired her as their manager. Board has given NBA the responsibility of running the bowling alley. C. Abraham will in
turn discuss with D. Forget as well.
Benefits for fulltime custodian are again being looked at. Chamber of Commerce Plan has made error there is no “couples
plan” available to us. Will report back with new plans and discuss with S. Fogg.
Budget
Discussion:
Draft budget for 2014 was presented for discussion. Changes will be made and presented to board for November meeting.
Draft to be send to Finance Dept.
Additional Information
ADJOURNED 9:15 pm