HomeMy WebLinkAbout2014-02-25 Minutes
Newcastle Community Hall Board
Meeting of Newcastle Community Hall Board held on February 25, 2014 at 6:30 pm in the Council
Chambers.
Attendees: C. Abraham (chair)
S. DeJong
P. DeJong
W. Partner
(councilor)
W. Woo (councilor)
S. Rogers
G. Bell (secretary)
Regrets From: B. Carmichael
Presentation of Feasibility Study by Director of Operations - Fred Horvath and Rob Groen Building
Services Supervisor
- Power point attached.
Trillium Grant a possibility up to $150,000.00 this would require a collaborative i.e. Historical
Society, YMCA, etc.
Questions that need to be asked "How would A/C benefit the hall overall i.e. more rentals, more
usage, etc.
Unable to determine increased electrical costs at this time. Would it require an increase to all
rentals??
Energy Management
See attached
Programmable thermostats installed throughout building
Lighting upgrades T12 to T8 to be done in future
Water efficiency spouts put on
Thank you to Fred and Rob for the work they have put into reporting back to the board. Board will
discuss further and
decide on a course of action.
MINUTES:
Motion by P DeJong, seconded by S DeJong
That minutes of January 21, 2014 be accepted as presented. "Carried"
BUSINESS ARISING:
Cancel Christmas dinner as time has passed. Gift of appreciation to be presented to S. Fogg
Plaque has been installed - all reports that it has turned out very nicely. We may have to
consider additional
lighting in this area. Have electrician give quote on lighting to spotlight the plaque and vandal
proof. Picture attached.
Soper Valley Model Railroad Association has agreed to new contract - see attached letter. Board
would like to go with Option 2.
FINANCIAL REPORT:
Motion by S. Rogers, seconded by W. Partner
That financial report is accepted as presented. "Carried"
BILLS:
Motion by W. Partner, seconded by S. Rogers
That the bills be a paid as presented S. Fogg supervision $300.00, S. DeJong supervision $300.00
"Carried"
CORRESPONDENCE:
Resume for John Nanninga circulated (he will cover off Steve for closings and possibly vacation)
Thank you note from Gary Jeffery's family for flowers.
HEALTH & SAFETY:
Noted leakage in auditorium - this has been reported to Operations
Need new tiles east entrance to Lions entrance. Have custodial staff replace.
FUNDRAISING:
260 tickets sold to this point - board members will continue to tweet and Facebook.
Could we get this into newspaper. Wendy will send off email, Cathy will talk to Orono Times.
NEW BUSINESS:
1.1
C. Abraham talked to Andy re: questions that arouse at last meeting.
If local/regional councilor is not interested in serving on this board what would happen -
response was that it does not have to be a local/regional councilor.
Discussed boundary for document - see attached map with highlighted boundaries
Voting discussed - agreed councilors have vote, quorum will be four of seven members.
C Abraham will request document with changes for board to go over again.
1.2
How should fundraising dollars be spent? Discussed report on A/C. Today cost would be
$500,000.00 for A/C general consensus from board members is that this is out of reach.
March meeting start with walk around to create wish list for fundraising funds.
1.3
Snow removal from parking lot was done by Operations Department - they have let us know
that we may call on them anytime the snow piles up too much during the winter season.
1.4
Motion by S.Rogers, seconded S. DeJong
That rental of gazebo area for wedding ceremony only (no use of hall) will be set at $100.00.
Also, ceremony not to be booked if we have a wedding booked in the hall. "Carried"
1.5
Mardi Gras cancelled by Gift of Art they will be using hall for Tara Watchorn welcome home
celebration.
Motion P. DeJong, seconded by W Partner
That signage on front lawn of property for this event is approved. Must be removed no later
than Monday morning. "Carried"
1.6
Motion by P DeJong, seconded S. Rogers.
That custodian have chair dollies repaired or fixed. "Carried"
Motion by S. Rogers, seconded by P. DeJong
That purchase of dollies for outdoor chairs is approved. "Carried"
1.7
Secretary reported following stats for bookings:
2014 - 50 weddings booked, 4 Saturdays and 16 Fridays left for the year.
2015 - 16 weddings booked, 11 other bookings
January/February 2014 secretary has met with 45 clients to view/book the hall.
ADJOURNED 9 PM S Rogers, seconded by P. DeJong