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HomeMy WebLinkAbout2014-01-21 Minutes NEWCASTLE VILLAGE COMMUNITY HALL Tuesday, January 21, 2014 Minutes of meeting held in the Council Chambers at 7 pm ATTENDEES: C Abraham (chair) S Rogers B Carmichael P DeJong W Woo (councilor) Wendy Partner (councilor) Regrets: S DeJong ELECTION OF TWO MEMBERS: C Abraham explained election process and that this is a process done every 2 years. Councilors Woo and Partner chaired the election: Nomination from B Carmichael for C Abraham Nomination from C Abraham for B Carmichael As there were no other nominations both positions were acclaimed for C Abraham and B Carmichael. ELECTION OF CHAIR: Councilor Partner chaired election of chair for 2014. Nomination from B Carmichael for C Abraham No other nominations - C Abraham was acclaimed as chair for 2014 MINUTES: 1.1 Motion by B Carmichael, seconded by W Partner That minutes of November 2013 are accepted as presented. "Carried" BUSINESS ARISING: 2.1 By-laws for NVCH Discussion of boundaries tabled to next meeting  Quorum and voting members discussed  Suggested four of five voting members be quorum  Conflict of interest would only apply if we are receiving pecuniary interest as a board i.e. board  direction. Yearly rentals i.e. bowling alley does the board want to run the bowling alley as a subcommittee or  have it as a separate entity. General discussion was in direction of setting up separate entity. Yearly contracts go from 1 year to 3 years with increase yearly of cost of living or 2% whichever is  higher. Fundraising funds should be invested by Municipality while in process of raising funds i.e. anything  over $10,000.00 to be invested. Directors will read by laws again and discuss further at next meeting. C Abraham will take  questions to Municipal lawyer. 2.2 A/C Feasibility Report C Abraham has met with Rob Groen and Director Fred Horvath regarding study - they would like to  meet with board to go over details. Suggested meeting date February 25 by director. As B Carmichael will not be able to make the 25th suggest change to February 26. C Abraham will follow up with Director. Regular meeting date of February 18 will be cancelled. 2.3 COAA follow up No response to letter sent to COAA  Dorella Forget has informed secretary that she is not aware of any further issues with this group.  2.4 Christmas Dinner Possibly meet early for February meeting.  2.5 Plaque Issues with material not being good enough to stand up to weather and vandalism as per installer.  Octopus had assured us that material would be good enough. At a higher cost it is being changed to tempered glass. FINANCIAL REPORT: 3.1 Motion by P DeJong, seconded by B Carmichael That financial report is accepted as presented. “Carried” BILLS: 4.1 Motion by W Partner, seconded by W Woo That the following invoices be paid as presented: B Carmichael $75.00, S Fogg $225.00, G Bell $350.00, S Rogers $75.00. “Carried” CORRESPONDENCE: 5.1 CBOT Membership - Motion S Rogers, seconded by B Carmichael 5.2 That NVCH purchase membership for 2014 with CBOT. “Carried” 5.3 Chamber of Commerce Membership/Dinner -January 28th - B Carmichael, S DeJong, P DeJong and G Bell will attend. 5.4 Operations Dept. updates - given to members 5.5 Old Newcastle House - thank you note for use of kitchen (donation to fundraising $350.00 as well as paid for rental of kitchen. 5.6 Thank you notes - COAA for Scott Wood Concert and Wedding couple Josh and Michelle Dennis 5.7 Volunteer Recognition - send survey to members of board 5.8 Tim Welsh - lead hand Operations Dept. Motion by P DeJong, seconded by W Woo That letter is sent to Director of Operations Council regarding exemplary service received from Tim Welsh and Rob Groen. “Carried” 5.9 PAD Site Meeting - received for info and filed 5.10 Chamber of Commerce – received for information HEALTH & SAFETY: 6.1 Received for information and copy to be sent to Operations Department. FUNDRAISING: 7.1 Copy of financials attached - December 31 2013 balance $16,655.00 Planning for March 29 Hotel California  Friday will go out on Facebook and Website - board members asked to advertise through their  Facebook and twitter accounts. Munchies done by Chef Georg Krohn  Discussed board participation and assignments for the evening.  Martini glasses donated by Touch of Glass  Fall Festival - B Carmichael is working with committee to coordinate our plans with them.  Beer Garden, schnitzel on bun, kids games, sale of pies, concert at night are some of the suggested  activities. Include Horticultural Society for their 100th Anniversary - serve cake.  NEW BUSINESS: 8.1 Soper Valley Model Railroad See attached notes of meeting with this group and chair C Abraham.  8.2 Snow Removal – Sunnyside Acres is low on salt using more sand in parking lot. T Welsh helped with clearing of snow off rooftop, west side of bldg. 8.3 Custodial back up Suggested John to be tried out as back up for vacation and some closings.  ADJOURNED 9 PM Motion by W Woo, seconded by P DeJong “Carried”