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HomeMy WebLinkAbout2015-04-21 Minutes NEWCASTLE VILLAGE COMMUNITY HALL BOARD Meeting of the Newcastle Village Community Hall Board held on April 21, 2015 at 7 pm in the Council Chambers. Attendees: C. Abraham (chair) S. DeJong B. Carmichael S. Rogers D. Eastman W. Woo (Regional Councilor) G. Bell – secretary Regrets From: W. Partner (Local Councilor) Delegations Present: Lisa Matier, Newcastle Public School Fundraising Committee Sean Keane, Brian Green, Greg Lewis on behalf of Masonic Lodge MINUTES 1.1Motion by B.Carmichael, seconded by D. Eastman That the minutes of March 17 2015 are accepted as presented. “Carried” BUSINESS ARISING 2.1 Hot Water Heaters -cost to change from electric to gas is $3000.00, includes venting, piping and gas lines. Rental fee will be $40.00/tank monthly. Consider purchasing tanks. Reduce from 3 60 gallon tanks to 2 – 75 gallon tanks. Gas heats back up in about 15 minutes as opposed to electric which waits for tank to empty so it’s about an hour. We presently have 4 electric hot water tanks 3 of which service the kitchen. Staff have spoken to at Water Company said this would definitely solve our problem of running out of hot water during events. Follow up with Director of Operations. Member of audience Greg Lewis, who indicated that he was there on behalf of the Masons, interjected that he had just changed to purchasing his own hot water heaters. Chair indicated that it is not appropriate for member of audience to enter into discussion with the Board on items before the Board, and Mr. Lewis disagreed. 2.2 PA system for gazebo area Motion by B. Carmichael, seconded by S. DeJong That a portable PA system be purchased for garden events not to exceed $350.00. D. Eastman will look around and report back. “CARRIED” DELEGATIONS 3.1 NVMHA – Peter Hazelton – scheduled to discuss rental on April 25 2015 for NVMHA and NPS Council. P. Hazelton sent an email at 6:48 pm to notify board that due to NPS Council cancelling their dance he would no longer be addressing the board. 3.2 Masons – Greg Lewis, Sean Keane, and Brian Green were in attendance Sean Keane addressed the board regarding the possibility of adding a lift to the second floor. He noted that in accordance with AODA compliance that this would have to be done by Municipality by 2025. They have done some homework on a lift that they feel could feasibly be installed in the ticket booth up to the second floor. Their group would possibly assist in the cost which he feels is in the neighbourhood of $30,000.00. Chair C. Abraham added that NVCH is a historically designated building which would raise concerns with changing the building. The group was not aware that this designation extended to areas on the interior of the building as well as the exterior. It was requested by the board that the Masons submit in writing the details of their request i.e. specs on the lift and where they are suggesting it would be best installed. In turn the NVCH would discuss further with the Municipality of Clarington. At this point in time there is no plan by the Municipality nor NVCH board to make the second floor accessible. B. Carmichael suggested the use of technology on a lower level to include those members that are having difficulty with the stairs at this time. Also suggested using space on the main level for their meetings rather than upstairs. The group felt that neither of these suggestions was viable for their purposes. FINANCIAL REPORT 4.1 Motion by W. Woo, seconded by S. Rogers That the financial report be accepted as presented. “Carried” BILLS 5.1 Motion by D. Eastman, seconded by S. DeJong That invoices for supervision be a paid as presented – B Carmichael $150.00, S. Fogg $225.00 “Carried” CORRESPONDENCE 6.1 Appointments to the board by Municipality – Regional Councilor Willie Woo and Local Councilor Wendy Partner 6.2 Budget request has been received – thank you letter will be sent to finance and council. 6.3 B & D Tractor sent email – walkway snowplowing was done at no charge for 2014/2015 season. Thank you note will be sent. B & D has not committed to snow clearing for 2015/2016 season at this time. 6.4 Official Plan update from Municipality (see attached) 6.5 Director of Operations sent email confirming occupancy requirements for 330 in auditorium. 6.6 Rental April 25 2015 for NPS – received email (attached) from Lisa Matier of NPS Council asking for a refund of rental fee as they were unable to sell enough tickets to hold their fundraiser. Lisa Matier attended the meeting and spoke to her issue stating fundraising at the public school is so difficult and this would be a major hit to their funds if they have to pay. Funds were being raised for technology i.e. smart boards and scientist in the class. Secretary was asked to state NVCH policy on cancellation. As stated in the contract there is no refund due to cancellation. Cancellation of an event 5 days prior to the date leaves no opportunity to rebook. Motion by W.Woo, seconded by D. Eastman That full refund is given to NPS Council. Motion did not carry. Greg Lewis (a member of the audience) interjected that he felt that NPS Council should receive preferential treatment as they are community group and not refunding would not be taken well in the community. Stressed the board should do the right thing. It was reiterated policy must be the same for all clients; the board does not pick and choose who will receive refunds. Motion by D. Eastman, seconded by B.Carmichael Take discussion in camera under New Business. “Carried” FUNDRAISING 7.1 B. Carmichael reported Hotel California concert was a success making a profit of $7100.00. Bringing balance in fundraising account to just under $25,000.00. Committee has booked Hotel California for April 9 2016. Fall Festival update – afternoon will do an Oktoberfest feel serving sausages. Will offer entertainment from 4 – 10 pm (Trish Rob/Wretched Matilda’s). Tickets will be sold at the door only. There is possibility of a group wanting to use the kitchen to put on breakfast. Motion by S. Rogers, seconded by B. Carmichael That fee for use of kitchen from 7 am – 11 am will be set at $100.00 “Carried” Board discussed loss of income to operating account when hall is used for fundraising – Concert, Jewelry Extravaganza for example. Motion by S. DeJong, seconded by W. Woo That future dates booked by the NVCH fundraising committee will be charged the current rate of rental. “Carried” HEALTH & SAFETY 8.1 Report received for information – copy will be forwarded to Operations Dept. IN CAMERA – Personnel NEW BUSINESS 9.1 Village Concerts; a date has been set with CIBC on May 1 at 12:30 to change signing authority. B. Carmichael will become board liason and signing authority for Village Concert Committee. 9.2 Closings – Discussed providing members with list of their responsibilities when doing an open/close. Additional part time staff Glenn Kimbal was assigned hours. 9.3 Custodial vacation – S. Fogg would like to take a week of vacation during the summer. Suggested week will be July 13 -26 as it is the least busy throughout the summer months. 9.4 Created policy for the auditorium. Winter boots and strollers will not be allowed into the auditorium during salt/sand season by the Ontario Early Years during their regular use of the auditorium. 9.5 January 1, 2, 3 2016 Wedding – discussed fees for upcoming wedding. They would like to set up on Jan 1, reception on Jan 2 and come back in on Jan 3 to clean up. Fees will be $350.00 from 1 pm on Jan 1 - $950.00 on Jan 2, $250.00 on Jan for up to 4 hours to begin no later than 12 pm. 9.6 Custodial Job Description discussions – S. Fogg has begun tracking his duties. To be discussed at next meeting in detail when all information is available. IN CAMERA Discussed assisting custodian with late night clean up when there is more than one event per weekend. Glenn Kimbal is available to work for up to $200.00/month. Anything over this amount will negatively affect his disability pension. Secretary has had discussion with Glenn’s trustee Roger Peel, who in turn has discussed with his contact with government. Secretary has talked with Glenn he is very interested in doing this work. His duties would be to stack tables/chairs and assist S. Fogg with any other clean up if time permits. Maximum of 2 hours to be scheduled at any one time would be preferred. It was felt that S. Fogg would benefit from some direction in covering all his duties. S. DeJong will be Board liason for custodial. Further discussion on NPS Council's request for a refund. If refund is given it will open the doors to future requests. Motion by S. Rogers, seconded by S. DeJong That as per board policy and contract – request for refund by NPS Council on cancellation of April 25 2015 booking is denied. “Carried” Motion by B. Carmichael, seconded by D.Eastman That the board donate to NPS Council $500.00 for school technology. Funds to come from NVCH fundraising account.