HomeMy WebLinkAbout2016-05-17 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
May 17 2016 7 pm
Council Chambers
Present Were: Shirley Rogers — chair
Sierd DeJong
Dave Eastman
Kevin Symak
Peter Hazelton
Wendy Partner— Local Councilor
Willie Woo — Regional Councilor
Also Present: GabrielleBell—secretary
1. MINUTES
Motion by D. Eastman, seconded by W. Partner
That the Minutes of April 19 2016 are accepted as circulated, with amendment that W. Woo
was not present. "Carried"
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2.1 Canada 150 Fund BIA is planning a parade. Secretary will contact BIA for details as we have a
wedding booked that day. P. Hazelton reported on the Fund, he has talked to program officer.
Discussed some ideas. Decided that board would come back with ideas for next meeting.
2.2 Chamber Insurance Plan information given re: coverage is the same as CBOT Chamber insurance
plan. Insurance provider offered information on different coverage at lesser cost. After some
discussion board agreed benefit package should not be reduced.
2.3 Spring Clean Up -secretary reported student from St Stephenson's High School cleaned up
garbage and raked grounds. Chair reported spring cleanup of basement to be scheduled for this
coming month.
3. FINANCIAL REPORT
Motion by P. Hazelton, seconded by K. Symak
That the financial report is accepted as circulated. "Carried"
Motion by W. Woo, seconded by W. Partner
That the following invoices are paid as presented:
S. Fogg $375.00, C. Fogg $90.00, S. DeJong $75.00, G. Bell $75.00 "Carried"
5. CORRESPONDENCE
5.1 Municipal Event Sponsorship Program receiving for information.
5.2 Clarington Blooms received for information.
5.3 Community Building Information Meeting scheduled for May 28 9:30 am to 1 pm at Town Hall in
Bowmanville. D. Eastman, S. Rogers, G. Bell will attend.
5.4 August 20 2016 cancellation received email stating reason for cancellation due to medical
reasons. Chair also was approached by a friend asking to have deposit transferred to
Newcastle's of the World. Noted that we would not be able to discuss this rental with anyone
other than the actual client. Board in agreement that there is no refund or transfer of funds.
5.5 Seniors BBQ held at Courtice Rec Centre received for information.
6. HEALTH & SAFETY
Received for information. Copy will be forwarded to Operations Dept.
Board suggested we discuss with Operations what plan is for repair of retaining wall.
Discussed putting signage re: no transports parked in north lane of parking lot.
7. NEWCASTLE'S OF THE WORLD
Contract for hall has been signed. At this point 34 attendees are confirmed. Committee would
like to know if there will be a representative from the hall available during the week to assist at
the hall. Board members are open to having a designate available during events.
8. DOORS OPEN
P. Hazelton reported representative will be at hall day of. Lions Room, Durham Lodge,
Historical Society, Centennial Room, Council Chambers will all be open to the public. Peter will
follow up with Soper Creek Train Association and Ontario Early Years. There is a meeting on
May 25 at Belmont House for orientation.
9. KITCHEN UPDATE
Motion by D. Eastman, seconded by K. Symak
To have design drawings done by OTE at a cost of $1500.00 "Carried"
10. FUNDRAISING REPORT
K. Symak as chair felt it was best to let the August 20 2016 date go. He has recruited Greg Lewis
and Peter Hazelton as a committee members. He is still looking for one or two more members.
Possibly run event in late winter early spring of 2017.
11. NEW BUSINESS
11.1 Operations update from secretary
11.2 S. Fogg requesting vacation May 30 to June 4. Secretary to contact Charles Green for
coverage of June 1 and June 41
11.3. Kim Rudd's office is requesting meeting space in Newcastle asking for 1 day per week.
Secretary will contact office and discuss options for the Main Hall at a fee of $50.00 per
day.
11.4 Fire doors have been installed at entrance to bowling alley and drywall has been put up
in stairwell on west side entrance to bowling alley by Operations Dept.
11.5 K. Symak reported cigarette recepactle caught fire May 4`h. Let Steve know it is
damaged.
Email has been sent to Town regarding laws on smoking on Municipal property.
Secretary will report back to board with details.
11.6 D. Eastman reported signs are being taped to outside doors on west entrance ruining
paint. Letter to be sent to Lions and Bowling Alley to request no longer tape signage.
Motion by W. Woo, seconded by D. Eastman to adjourn at 8:50 pm