HomeMy WebLinkAbout2014-09-16 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
Meeting of the Newcastle Village Community Hall Board
held on September 16, 2014 at 7 pm in the Council Chambers.
Attendees: C. Abraham (chair)
S. DeJong
P. DeJong
S. Rogers
W. Woo (Regional Councilor)
W. Partner (Local Councilor)
G. Bell (Secretary)
Regrets: B. Carmichael
A presentation was made to Bonnie Cowle/Joyce Kufta for their 13 years on the Village Concerts
Committee. Board presented a certificate of appreciation and flowers to Bonnie Cowle. Joyce was
unable to attend - flowers and certificate will be delivered.
MINUTES
1.1Motion by S. DeJong, seconded by S. Rogers. “CARRIED”
BUSINESS ARISING
2.1 Municipal Policy was passed by Municipal Council on September 15, 2014.
2.2 Flooring Update – special meeting was held on July 15 to discuss difference in price from quote.
C. Abraham, B. Carmichael, Rock Bottom and Spruce Tree met. Quote did not include entire
install. It was agreed price would be paid. Cleaning product for one year included and stair
brackets were replaced. Product has not been received as of yet. Secretary will follow up on
this.
2.3 Masons contract has been signed and returned. Still awaiting contract for March Gala from
District Masons.
2.4 Kitchen Project – C. Abraham has met with Director of Operations on next steps. Director will
let us know next steps from their perspective. Board agreed to C. Abraham and G. Bell meeting
with caterers to see what their suggestions would be. They will report back to board with
details.
2.5 Bartending policy will be implemented. Lions Club will be asked to clean out storage room to
left of stage.
FINANCIAL REPORT
3.1 Motion by W. Partner, seconded by S. DeJong
That the financial report is accepted as presented. “CARRIED”
BILLS
4.1 Motion by W. Woo, seconded by W. Partner
That the following bills be paid as presented – C Abrham $75.00; S DeJong $75.00; G Bell
$300.00; S Fogg $800.00 (all invoices for supervision) “CARRIED”
CORRESPONDENCE
5.1 C. Abraham and R. Groen met with president of Train Club to discuss electrical work that did not
meet code and was not approved by the Hall Board. As per discussion all future plans must be
presented to the board in writing. (See attached email from R. Groen). A letter to this effect
will be sent to Train Club.
5.2 Harvest Festival letter from Chamber of Commerce to donate to mountain of product draw (see
attached notice). Board decided on two tickets to Hotel California concert on March 28 2014.
5.3 Thank you note from Newcastle Horticultural Society for participating in 100 year celebration
5.4 Thank you note from NPS School Council for loan of tables.
5.5 Newcastle’s of the World request to hold dates from September 25 to Oct 1. Respond we need
more of a commitment for the weekends. Sunday to Thursday will try to discourage rentals.
Notice from David Faulkner received for information.
5.6 Older Adults Strategy invitation – C. Abraham will attend
5.7 Email from Myno Van Dyke giving us name of gentleman who changed spigots on fountain for
us. Thank you note to be sent.
5.8 Thank you note from wedding couple Katherine & Ryan Whitsitt.
HEALTH & SAFETY
6.1 Received – copy to be sent to Operations Department.
6.2 It has been noted that there is very little emergency lighting available when power goes out.
FUNDRAISING
7.1 G. Bell reported – There was some confusion as to who would be hosting the breakfast. S.
Rogers will check with Harvest Committee. It may have been advertised as free. If it has been
advertised this way the plan will be to get supplies donated – fundraising committee will be
running this event.
Lunch will be run by fundraising committee – with assistance from George Krohn and Durham
College Students.
Evening event did not come together for this year. Board members were disappointed as this
was the main purpose of the board taking the hall. Discussed whether we are over extending
ourselves with too much fundraising. As we have 2 successful events each year and hopefully
the return of the brunch in the fall of 2015 or 2016 should we consider just sticking to these
events for a certain timeline? To be discussed further at future meeting.
NEW BUSINESS
8.1 Health & Safety Awareness Course taken by G. Bell as per instruction by Director of Operations.
C. Abraham will ensure that S. Fogg also takes course.
8.2 Received for information – Bartlett/Kemp wedding Oct 11/12 2014 has cancelled. No refund of
deposit to be given as per contract.
8.3 Supervision for Sunday – C. Abraham
8.4 Dry Ice has been requested to be used by DJ’s. Referred this to Municipality. See attached
response from R. Groen. Board agreed to continue with policy of no fog or dry ice machines
permitted.
8.5 New defibrillator has been installed by Operations Department.
8.6 Cost for stairs up to stage is in neighbourhood of $1600 - $2000 – this is prefab or special order.
Motion by S. DeJong seconded by W. Partner
That stairs we have be inspected to see if they can be brought up to code. If unable to bring
up to code to spend no more than $1500.00 for new stairs. “CARRIED”
8.7 Budget – be prepared to discuss at October meeting.
8.8 Park bench install is ready – agreed to install in front of patio fencing.
8.9 Name Tags – C. Abraham would like to order name tags for board members.
Motion by S. Rogers, seconded by W. Woo
To order names tags for members spending up to $100.00 “CARRIED”
8.10 Bar Room roll up window – secretary has asked for information from Operations Dept. on
company that installed to see about purchasing new door.
8.11 C. Abraham met with Director of Operations:
- Discussed kitchen project will follow up when details after we have met with caterers.
- Discussed replacement of missing spindles on railing in auditorium – Operations will check into
this.
- discussed purchase of generator for power outage
- Parking lot paving will be put into 2016 budget
- Bar window information will be searched out for us to replace.
- Privacy fence that was to be part of the finishing touches for parkette will be planned with
dollars in garden project account.
- Village Concerts committee – agreed committee of 3 with liaison from board. Gabrielle has
agreed to be liaison. Letters to be sent to Burt, Dwight, Kevin, Myno, Gord Whealy, Lloyd
Johnson
Motion by S. Rogers, seconded by W. Partner
Adjourned 9:10 pm