HomeMy WebLinkAbout2014-03-18 Minutes
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on March 18, 2014 at 7 pm in the Council Chambers.
Attendees: C. Abraham – Chair
S. DeJong
S. Rogers
P. DeJong
W. Partner – Local Councilor
G. Bell – secretary
Regrets From: B. Carmichael
W. Woo – Regional Councilor
WALK ABOUT HALL
1.1Board members did walk around building discussing areas within the building that could use
refurbishing.
The following list was created:
Main Kitchen
Replace cooler
Stainless steel counter tops/backsplash – extend counter between cooler and stove to cover
entire area.
Replace cupboard doors – keep cupboards
Rubbermaid carts for dishes/cutlery to be stored under counter tops – would need to remove
some counters.
Replace flooring
Paint walls
Bar Room
Stainless steel counter tops
Paint walls
Replace flooring
Consider 2 new coolers
Paint top of freezer
New Whiteboard
Bathrooms
Paint both
Paint hallways on east side of stage lower and upper
Main Hall
Replace carpet
Centennial Room
Replace chairs
New carpet
Miscellaneous
Refinish railings on second floor stairwell
Front outdoor light posts should be same size as street posts
Check into fan and heater box in foyer ladies washroom – do not seem to work.
Installation of 220V outlet on stage for use by bands – quote of $1275.00 received from Moore
Electric
Board members will each prioritize the above list for April meeting. Funds from fundraising
account, Montague and Rinch Trust to be considered when making
decisions on how items will be paid for.
MINUTES
2.1 Motion by S. DeJong, seconded by W. Partner
The minutes of February 2014 be accepted as presented. “Carried”
BUSINESS ARISING
3.1 Lighting west entrance – to highlight plaque or just a new cover discussed. Refer to Operations
for advice on security and accent lighting.
3.2 Tiles east foyer outside Lions Room – refer to Steve
FINANCIAL REPORT
4.1 Motion by S. Rogers, P. DeJong
That financial report is accepted as presented. “Carried”
BILLS
5.1 Motion by S. DeJong, seconded W. Partner
That the following bills be paid as presented- S. Fogg 300.00, Geek Girl Media 450.00
CORRESPONDENCE
6.1 Letter of thanks from Director of Community Services for the use of hall for Tara Watchorn
“Welcome Home” gathering. – Received for information
6.2 YMCA form requesting once again that the NCH be their evacuation site from Newcastle Public
School in case of emergency.
6.3 BIA Easter Egg Hunt – if Dorella Forget would represent the NCH from the bowling alley – easter
eggs will be donated by hall. Suggested question for children
“How high above sea level is the building?” Answer found on the plaque on front of building.
6.4 Email from Rosalie Brent, Manager Accounting Services – explaining Indian Status tax exemption
– see attached.
HEALTH & SAFETY
7.1 Inspection report received for information – copy to be sent to Operations Dept.
7.2 Add windows in hall which open – apparently they blow open at times. Presently using duct
tape to keep them closed.
FUNDRAISING
8.1 G. Bell reported just over 300 tickets sold for Hotel California. Lighting/Sound company has
been hired and confirmed. Spoke with band today everything ready to go.
8.2 Acknowledge committee members on fundraising that are not members of board during
volunteer week.
8.3 C. Abraham did interview with Clarington This Week – should be in this week’s paper.
NEW BUSINESS
9.1 Water Meter – Region of Durham has replaced water meter.
9.2 Moore Electric quote on adding electrical outlet to stage (220V) to accommodate bands – this
has been added to refurbishment list above.
9.3 Alec and Marilyn Martin have contacted us regarding donation of another park bench using the
dollars in Senior’s account. They would like it placed on grassed area in front of patio on west side.
Board agreed to donation.
9.4 Discussed St Patrick’s party – was a good event.
9.5 Secretary updated board members on Mason’s spring booking. Member of Mason’s group
neglected to book the hall for their Black Tie Event (mid march) for 2014. The hall had been booked
August 2013 to another client. Secretary received call from Mason member a couple of weeks
prior to March 22 to talk about their event – it was at this time that they realized no one had booked the
hall from their
group. Apparently event had been put into their calendar in July of 2013 but no one contacted
us to book the event. We were able to assist them in finding another venue (Beech Centre).
Mason member was informed this event is not on our list of events to be automatically booked
– no direction has come from group to do this – they have been informed if they would like date for
2015
it should be booked now as dates are booking up quickly. They were unable to commit for
2015 at time of discussion.
Adjourned 8:00 pm