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HomeMy WebLinkAbout2015-11-17 Minutes NEWCASTLE VILLAGE COMMUNITY HALL BOARD November 17, 2015 PM Council Chambers Present Were: C. Abraham, Chair S. DeJong B. Carmichael S. Rogers D. Eastman Regrets: Councilor Woo Councilor Partner Also Present: G. Bell, secretary Cathy Abraham chaired meeting. 1.MINUTES Moved by D. Eastman, seconded by S. Rogers. Those minutes are accepted as presented. “Carried” 2.BUSINESS ARISING 2.1Custodial vacation coverage Dec 21 – Jan 7 secretary to contact Director of Operations to see if he has staff that would be willing to work. 2.2Fire Inspection – R. Groen reported nothing of significance was found. Projection room cannot be used for storage at this time. R. Groen will have a proper cover put on openings so that we may use it in the future. D. Eastman reported that exit signs need to be inspected monthly – this will be done by S. Fogg. 2.3Masons request for elevator – still no further information from this group. 2.4Masons invoice - outstanding invoice for tax of $6.50 on rental has still not been paid. A third notice to be sent out. 3.FINANCIAL REPORT Moved by B. Carmichael, seconded by D. Eastman That the financial report is accepted as presented. “Carried” 4.INVOICES Moved by B. Carmichael, seconded by S. DeJong That the following invoices be paid as presented: S. Rogers 75.00, Dehumifier 162.67, S. Fogg 375.00, and DKNS 293.80 “Carried” 5.CORRESPONDENCE 5.1Donation of $100.00 has been received in celebration of the marriage of B. Carmichael and Pat Thexton. 5.2Chamber of Commerce networking event on November 30 to be held at hall – C. Abraham will represent the board at event. 6.FUNDRAISING -Fall Festival was not successful. Report attached. -Jacqui Kent event was successful. -Bank balance is $24,250.00 -Discussed community promotion and total cost of project. 7.HEALTH & SAFETY -Received for information to be copied to Operations Dept. -Parking Lot has been repaired. 8.BUDGET Motion by B. Carmichael, seconded by D. Eastman That budget for 2016 is accepted as presented. “CARRIED” 9.NEW BUSINESS 9.1Newcastle’s of the World S. Rogers will update board monthly on plans as the hall will be used the entire week of the visit. J. Barrett is the chair of committee. Will be approaching Municipality to cover them for insurance. 9.2Xmas Lights – S. Rogers and D. Eastman will take care of outdoor Christmas lights and music. Motion by S. Rogers, seconded by S. DeJong That budget of $500.00 is allocated for lights. “Carried” 9.3Auditorium door handle – has been replaced but seems very stiff. We will have this checked. 9.4Power King Report – suppression system was cleaned on Oct 26 9.5Snow Removal quotes received from Foss Property, Sunnyside Acres and Flint Property. Motion by S. Rogers, seconded by D. Eastman That quote received from Foss Property Maintenance is accepted for the Nov 2015 to March 2016 season. “Carried” 9.6Halloween dance hosted by NVMHA – discussed condition of hall and lack of control in keeping consumption of alcohol inside the auditorium. Police presence board was told would be there was not in evidence. Attendees were consuming their own alcohol on front steps and east side of building. Vomit in men’s washroom was not cleaned up when requested. Earlier in the day during picture taking players were banging hockey sticks on hardwood floors. It is agreed that damage deposit will not be refunded. Chair will arrange meeting with President and SOP signer to discuss issues. Increase damage deposit to $500.00 and hired police presence suggested for next year. Pay additional fee for 2 staff to monitor throughout evening. 9.7Cenotaph flag secretary is still working on who is responsible for replacing this flag. Contact has been made with Municipal office as well as MP’s office and Bowmanville Legion. At this time none of the mentioned offices take responsibility for it. 9.8Alcohol meeting update– C. Abraham reported on Municipal meeting with AGCO representative. Director of Operations is creating document for all halls to follow. 9.9Village Concerts file was received today –will be presented at January meeting. We need additional people on this committee. Attendance was very low this past season. 9.10 Secretary reported she met with 28 couples in July and August, 20 couples in September and 10 in October. Motion by S. Rogers, seconded by D. Eastmen That meeting adjourn at 9:00 pm “Carried”