HomeMy WebLinkAbout2016-03-15 Minutes
NEWCASTLE VILLAGE COMMUNITY HALL BOARD
March 15, 2016 7 pm
Council Chambers
Present Were: Shirley Rogers – chair
Sierd DeJong
Dave Eastman
Peter Hazelton
Willie Woo – Regional Councilor
Wendy Partner – Local Councilor
Regrets From: Kevin Symak
Also Present: Gabrielle Bell – secretary
1. MINUTES
Motion by W. Partner, seconded by D. Eastman
That minutes of February 16 2016 are accepted with amendment “add Sylvia
VanHaverbeke to attendees” “Carried”
2. BUSINESS ARISING
2.1 A/C update – S. Rogers reported Operations Dept is working on update of report
2.2 Bowling Alley Fan has been installed as requested by D. Forget.
2.3 Fall Festival update – nothing to report at this time.
2.4 Discussed acknowledgement of previous board members Pete DeJong and Cathy
Abraham’s service. Suggested that we present plaque with picture to previous
members at Concert on April 9 2016.
Motion by S. DeJong, seconded by W. Woo
That certificate of appreciation be presented to Pete DeJong (12 yrs) and a plaque
presented to Cathy Abraham (23 yrs). “Carried”
3. FINANCIAL REPORT
Motion by W. Partner, seconded by D. Eastman
That the financial report is accepted with correction “insurance premium to be moved
to debit column”.
“Carried”
4. INVOICES
Motion by D. Eastman, seconded by S. DeJong
That the following invoices be paid as presented – S. Fogg $300.00
“Carried”
5. CORRESPONDENCE
5.1 Newcastle Bowling Association financial report received for information.
5.2 Donation received from Ed & Sylvia VanHaverbeke in the amount of $5000.00 to be
used towards the kitchen refurbishment. Letter of thank you to be sent out.
5.3 Village Easter Egg Hunt sponsored by BIA received for information.
5.4 Blood Donor Clinic would like to put a large sign on front lawn of hall 1 week prior to
clinic. Board discussed larger signage and agreed we would adhere to policy of only
Sandwich Board/A Frame type allowed.
5.5 Canada 150 Fund information. Possibility of grants for kitchen or A/C. P. Hazelton will
investigate further. Discuss with Horticultural Society plantings for 2017 to be red to
th
celebrate the 150.
5.6 Tourism forum invite received for information
5.7 Voting via email statement received from Municipality - received for information.
6. HEALTH & SAFETY
6.1 Report received for information and copy will be sent to Operations Dept.
6.2 Two trees have been removed on east side of parking lot by Town – they were
considered dead and will be replaced in the spring.
7. Newcastle’s of the World September 18 – 23 2016
Suggested that we should receive itinery for the week so that we may work with them
on having hall ready at all times for events during this week.
8. Doors Open June 11 2016
P. Hazelton has contacted Bernice for details. There will be representatives in each
room, it was decided this would be a self guided tour.
9. Fundraising
9.1 Waiting list for tickets is at about 50.
9.2 Volunteers for Hotel California – Linda Bray, Debra McGiffin, Suzanne (candle lady),
George Rickard, Jean-Anne Symak, Sue White, Cathy Abraham, Barry Carmichael, Pat
Thexton – Touch of Glass – Kim Touw, John Touw, Rayna, Fleur Santacona
10. New Business
10.1.1 April 15 2017 wedding would like to rent day prior April 14. As this is Good Friday
there is little chance the date will be rented. Secretary would like permission to go
ahead with giving this date to wedding now rather than wait until 6 months prior to
their date as is our new policy. Board decision is to adhere to new policy. Secretary
will inform client they will have to wait until November 2016 to confirm day prior
rental.
10.1.2 August 13/14 2016 wedding has emailed their cancellation of date. They have
decided to elope. No refund of deposit will be given.
10.1.3 Motion by P. Hazelton, seconded by W. Woo
That we advertise at Big Brothers Wine and Food for $75.00 “Carried”
10.1.4 Village Concerts will attend the April meeting at 7 pm.
10.1.5 Director of Operations will attend April meeting to discuss A/C and possibly new
policy manual.
10.1.6 S. Rogers, D. Eastman and G. Bell will be attending meeting on March 22 presented
by Operations Dept on new alcohol policy.
10.1.7 Presentation to Council re: budget request March 18 2016. S. Rogers will present to
council on behalf of the board. D. Eastman will attend with her.
10.1.8 Facebook page – Peter and Gabrielle will meet to discuss.
10.1.9 Site tour is scheduled for 6:00 pm on April 19. Regular board meeting to follow.
Motion by P. Hazelton to adjourn at 8:25 pm
Shirley Rogers, Chair
Gabrielle Bell, Secretary