HomeMy WebLinkAbout2020-08-18 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
August 18, 2020
Main Hall 7 pm
Present Were: Barry Carmichael, Chair
Crystal Yaki
Janeen Calder
Marg Zwart, Local Councilor via phone
Sierd DeJong
Regrets From: Robert Malone
Grandville Anderson, Regional Councilor
Also Present: Gabrielle Bell, Secretary
Delegation — Newcastle Horticultural Society - President Jeany Barrett and Eileen Parry and Karen
Delaney
Horticultural Society would propose to take care of urns and fountain gardens. The Society would like
input on how fountain garden is cared for i.e. removal of plants. Chair informed club that the fountain
garden is part of the contract with Municipality — no plants will be removed without consultation with
the board. Chair noted once the plantings were put in they became the property of the Municipality.
Board is in agreement - Newcastle Horticultural Society will care for the urns going forward. Board will
give input if needed on plantings. Urn plantings will be changed 4x per year, spring, summer, fall and
winter.
1. MINUTES
Moved by S. DeJong , seconded by C. Yaki
That June 2020 minutes are accepted as presented.
"Carried"
2. BUSINESS ARISING
a) Heritage Envelope:
As per Chair, there will be a site meeting with Municipality and companies wanting to bid on
work at hall on Aug 19tn
b) Garden Art:
As per chair he discussed placement of art with Sarah Allin — the artist is not in agreement that
the art should be moved as he created it to be placed by fountain. Board discussed placement
again. Question was asked are these permanent fixtures? Board will arrange meeting through
Municipality with artist to discuss further.
c) Clock Tower:
As per chair the clock has been repaired. It is still 5 minutes slow, but custodian can correct
when he winds. Custodian has been given direction on care going forward.
d) Gardens:
As per Director of Operations garden maintenance will be done by Clarington Contracting
beginning August 1 2020. See attached for scope of work.
3. FINANCIAL REPORT
a) Moved by J Calder, seconded by S DeJong
That financial report is received as presented.
"Carried"
b) Montague Fund as of Dec 312019 $11,407 (principal of $10,000.00 not to be withdrawn)
c) Rinch Fund as of Dec 312019 $150,314 (principal of $140,000.00 not to be withdrawn)
d) March 2020 to Aug 15 2020 refunds total $13,000.00
Secretary has asked for current status of above funds from finance. We are reminded that both
of these funds are for capital use not operational expenses.
e) Fundraising account balance is $12,652.64
f) Hall has approximately 8 events still booked from Sept through to December.
g) 2021 has 29 bookings, 26 of which are events moved from 2020 —Total outstanding on
these events is approximately $12,000.00.
4. INVOICES
Motion by J. Calder, seconded by M Zwart
That the following invoice be paid as presented:
G Bell $248.78
Home Decor $695.80
"Carried"
S. CUSTODIAL
Chair has continued to work with custodian to have work done that would normally be difficult
to do while events were running. The basement foyer has been painted off white, lower kitchen
is being prepped for painting.
6. CORRESPONDENCE
a) Horticultural Society —discussed under delegation
b) Newcastle Bowling Association has submitted letter (see attached) - bowling alley will not
open until January dependant on status of CoVid19, this may be extended to Sept 2021.
c) Citron Hygiene (Pest Control) has given us a 3 month suspension of services as of June. We
will follow up to extend further if necessary.
d) Tenants were sent a letter asking for their intentions for reopening their space so that we
could plan. We have not heard from Historical Society or Durham Lodge. Lions Club have
started to meet. Soper Valley is ready when we give go ahead. A letter will be sent next
week after the Chair has met with the Municipality for final direction.
e) Large lily was removed from fountain garden this past week.
7. RISK MANAGEMENT REPORT
Report not received.
8. NEW BUSINESS
a) Signage — as per chair signage for building re: CoVid19 has been received from the
Municipality.
b) Municipal CoVid19 grant — we have informally been notified that we will receive $4500.00
from this grant.
c) Sanitizing Equipment — chair supplied information on ISF Pro for product that will disinfect
and sanitize in 4 minutes. Product is on Health Canada list and does have DIN #. This would
involve an applicator as well which will greatly decrease the labor required. Applicator
(backpack) cost is $2450.00, product at 5 gallons is $220.00. To do a meeting room
coverage would only require 2 — 3 ounces.
Quote attached.
Motion by M. Zwart, seconded by C. Yaki
That we purchase a Victory Backpack from ISF Pro at $2450.00 and use product.
"Carried"
d) Window Cleaning —Chair has received a quote from Blue Diamond Window Cleaning of
$500.00 to do windows that we can't be reached. We will obtain 2 additional quotes.
e) Website — we have a student working on updating our website.
f) Re Opening — chair is working with Municipality on guidelines and date to reopen. Capacity
in meeting rooms is greatly reduced. Suggestion that we offer tenants the use of the Main
Hall for their meetings to allow them up maximum of 50 attendees. We would implement a
cleaning fee only — use of main hall would be part of their contracted room usage. Board
agreed to usage of main hall.
g) Chair presented a touchless hand sanitizer for consideration. Cost is $30.00. It was thought
this may an item that would go missing.
h) Walk About — board members did a walk around building to identify any additional work
that should be done while events are not running.
ADJOURNED 9:00 pm
Chair Secretary