HomeMy WebLinkAbout2016-04-19 Mintues
NEWCASTLE VILLAGE COMMUNITY HALL BOARD
April 19, 2016 7 pm
Council Chambers
Present Were: Shirley Rogers – chair
Sierd DeJong
Dave Eastman
Willie Woo – Regional Councilor
Wendy Partner – Local Councilor
Kevin Symak
Regrets From: Peter Hazelton
Also Present: Gabrielle Bell – secretary
1. Tours of Building 6 pm S. DeJong lead the group.
Attended by S.Rogers, K. Symak, S. DeJong, D. Eastman and G. Bell
2. Newcastle Village Concerts
Lorraine Forget attended meeting to discuss details of concerts for coming season.
Board would like to work with committee to draft Terms of Reference for the subcommittee.
G. Bell, L.Forget and D. Eastman will work on draft for June meeting. Discussed whether we
need to have a board member on committee and a signing authority. Presently D. Eastman is a
third signing authority for the committee. He is not actively on the committee but is liaison
between the board and committee.
3. MINUTES
Motion by S DeJong, seconded by D. Eastman
That the Minutes of March 15 2016 are accepted as presented. “Carried”
4. BUSINESS ARISING
4.1 Canada 150 Fund – tabled to next meeting
4.2 Alcohol Policy update – members were sent copy of draft and asked to comment.
Discussed who would be building designate Section 5. Item 1 handled by building designate.
Item 2 and 3 should be referred to board.
Discussed section pertaining to permit holder not allowed to drink. This is not actually required
by LCBO and there is concern that parents signing permit would like to toast the couple.
Comments will be passed on to Director of Operations prior to final draft being completed.
4.3 Accessibility Training details for course on line given to K.Symak. Email to be sent to Peter
Hazelton with details.
5. FINANCIAL REPORT
Motion by K Symak, seconded by W. Partner
That the financial report is accepted as presented. “Carried”
6. INVOICES
Motions by W. Partner, seconded by K. Symak
That the following invoices are paid as presented: S. Fogg $600.00 G. Bell $75.00 S. Rogers
$53.11 S. Rogers $75.00 G. Bell $39.55 Troy Foster $113.00 J & J Locksmith $136.17
“Carried”
7. CORRESPONDENCE
7.1 Touch of Glass payment received (15% of their revenues for 2016
7.2 Fall Festival committee has been formed would like to confirm their use of hall for same.
7.3 Chamber of Commerce donation received for use of Council Chambers.
7.4 August 20 2016 booking has cancelled – no refund of deposit.
7.5 Municipal budget request has been received. Council approved $20,000.00 rather than the
$22,000.00 requested. The support of Council is greatly appreciated. Discussion on
endeavouring to reduce amount requested dollars for future. Thank you letter is to be sent.
7.6 Chamber Insurance Plan increase in fees. Check with CBOT to see if rates would be the same as
under the Chamber.
7.7 WSIB update received for information.
7.8 On the House magazine article about the hall received for information.
7.9 Email from president of Horticultural Society regarding brickwork deterioration on east side of
hall and cleaning of grounds near bank. Added brickwork to inspection report. Secretary has
arranged for students (community service hours) to rake and clean up property on April 23.
8. HEALTH & SAFETY
Received for information. Copy will be forwarded to Operations Dept.
9. NEWCASTLE’S OF THE WORLD
Group needs contract from hall. Secretary will have for Wednesday.
10. DOORS OPEN
Soper Creek Train Club is unaware of event.
K. Symak reported Masons will be participating and will give historical report.
11. KITCHEN UPDATE
Floor Trends has measured for floors and will send over samples for us to look at.
12. FUNDRAISING REPORT
Thank you card is to be sent to Pat Thexton and Barry Carmichael for their contribution to our
fundraising efforts over the past 6 years. As they have moved to Peterborough they will no
longer be on the committee. Board members thanked Gabrielle Bell for her work on Hotel
California event. K. Symak as new chair of fundraising committee is requesting that we run this
event in 2017. Secretary will book the band for 2017. He would also be interested in using the
August 20 2016 date that has just been freed up. Also noted we should pay attention to sound
system at front of stage area during concert to ensure it does not get bumped and cause injury.
13. NEW BUSINESS
13.1 Closings – May 1 Sierd will close
13.2 Custodial – June 4 G. Bell will open and close
Motion by W. Partner, seconded by D. Eastman
That board go in camera for HR items. “Carried”
Motion by W. Partner, seconded by D. Eastman
That board come out of camera. “Carried
13.3 Spring cleanup of property arranged by secretary with students for April 23
13.4 Electrical requirements see attached. Work order will be created for Operations Dept.
13.5 Spring cleanup of basement – S Rogers will head up group to clean out basement.
13.6 Vacation schedules – G. Bell will be off May 4 to May 9
Summer custodial vacation to be scheduled.
13.7 Permission to hire additional help for custodian to sand/varnish main hall floor week of
May 2.
Motion to adjourn K. Symak seconded by W. Partner at 9:05 pm
Shirley Rogers – Chair
Gabrielle Bell - Secretary