HomeMy WebLinkAbout2014/05/20 Minutes
NEWCASTLE COMMUNITY HALL BOARD
Meeting of the Newcastle Community Hall Board
held on May 20 2014 at 7 pm in the Council Chambers.
Attendees: S. DeJong
S. Rogers
P. DeJong
B. Carmichael
W. Partner – local councilor
W. Woo – Regional councilor
G. Bell – secretary
Regrets: C. Abraham
In absence of chair C. Abraham, S. Rogers chaired the meeting.
MINUTES
1.1Motion by P. DeJong, W. Partner
That April minutes be accepted as presented. “Carried”
BUSINESS ARISING
2.1 Ceiling Tiles – S. Fogg checking into new leak before installing.
2.2 Webinar files – deferred to next meeting as C. Abraham was not present.
2.3 Policy with Municipality – deferred to next meeting as C. Abraham was not present.
2.4 Flooring – report from B. Carmichael
- 2 quotes from local companies – Sensational Seams and Rock Bottom Flooring and Kitchen
Design Centre (attached)
- Board members viewed samples from both and decided on DW6710 (bamboo) Naturelle
Product
- also matching treads for stairs
-quote from Rock Bottom does not include tear out
Motion by S. DeJong seconded by P. DeJong
That flooring is purchased from Rock Bottom Flooring and Kitchen Design Centre as per quote,
adding 4 stair treads. Also add tear out to price to final quote. Total up to $10,000.00.
“Carried”
FINANCIAL REPORT
3.1 Motion by W. Partner, seconded by B. Carmichael
That financial report is accepted as circulated. “Carried”
BILLS
4.1 Motion by P. DeJong, seconded by W. Woo
That the following invoices be paid as presented:
S Fogg 525.00, S. DeJong 75.00 “Carried”
CORRESPONDENCE
5.1 PAD yearly luncheon received for information
5.2 Cancellation of July 26 2014 wedding received on May 15 2014 – no refund, received for
information.
5.3 May 9 Wedding – PA system – discussed problem it was felt system was overloaded by their
equipment. Response will be sent with Damage Deposit.
5.4 Newcastle Public School requesting use of wooden tables for Fun Fair on June 20. Board agreed
tables may be borrowed by NPS and St Francis schools only with the condition that they will be
returned in same condition they are lent out in.
HEALTH & SAFETY
6.1 Inspection report received for information – copy to be sent to Operations Dept.
FUNDRAISING
7.1 Fiddle Stix will charge according to budget $1200 - $1500 –this band is being considered for
concert.
NEW BUSINESS
7.1 Masons Rent it appears rent has not been received for Jan to May. Also 2014 contract has not
been returned.
7.2 Viewing and Planning of Weddings - secretary wanted to discuss wedding parties’ use of hall
with their decorators, caterers, etc. for meeting and discussing planning of wedding. They can
be in hall for 15 minutes or 2 hours. Secretary would like clear guidelines for the amount of
time they may have to show hall to their vendors. At times they interfere with custodian getting
his work done. It was agreed secretary would inform clients that these meetings may be
appointment only and limited to viewing the area and then taking their meeting elsewhere
unless they would like to rent a meeting room for their planning time.
7.3 Garden Bench – Seniors – naming – Alec Martin has submitted check in amount of $1666.75 for
bench – name on plate is to be “Senior Citizens of Newcastle”. Any extra charges for delivery or
installation of bench will be paid by Hall Board. They would like bench in front of fencing on
west side of patio.
7.4 Village Concerts – letter sent to sponsors submitted by committee – received for information.
Secretary has heard rumor that both Joyce Kufta and Bonnie Cowle will be retiring from
committee at end of 2014 season. Board instructed to contact both to confirm this so board
may commence with actively seeking replacements for the vacancies. Board would like
announcements made at concerts asking for submissions for the vacant positions.
ADJOURNED 8:40 PM