HomeMy WebLinkAbout2020-10-20 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
October 20, 2020
Main Hall 7 pm
Present Were: Barry Carmichael, Chair
Crystal Yaki
Janeen Calder
Marg Zwart, Local Councilor
Grandville Anderson, Regional Councilor
Sierd DeJong
Regrets From: Robert Malone
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Moved by S. DeJong, seconded by C. Yaki
That September 2020 minutes are accepted as presented. "Carried"
2. BUSINESS ARISING
a) Garden art — Chair updated board on garden art being installed. The board did not get to
meet with the artist as requested of Sarah Allin, Planner with Municipality to discuss
placement of art. With no notice a concrete pad was placed in the rose garden — plants
were removed and irrigation system dug up and left sticking up 2 feet out of garden. There
was no discussion with board in changing location to the rose garden. Chair reported this to
Sarah Allin. We had irrigation system repaired by water company. As of today the wrought
iron pieces have been placed in the fountain garden. The rose garden piece has not been
completed.
b) Garden Maintenance — Chair reported that company has not been doing work as
contracted. This has been reported to Director Brake.
c) Christmas Lights —J. Calder reported Newcastle BIA has agreed to put lights in west
parkette. Arrangements have been made to install a large real tree in the parkette as well
to be decorated. We will obtain 3 quotes for install of lights i.e. Skeddadle, Shack Shine.
d) Remembrance Day - at this time we have no information as to whether a ceremony will be
held.
3. FINANCIAL REPORT
a) Moved by C. Yaki, seconded by J. Calder
That financial report is received as presented. "Carried"
4. INVOICES
Motion by J. Calder, seconded by S. DeJong
That the following invoices be paid as presented: "Carried"
B. Carmichael $59.90 (respirator)
Chair will discuss invoice from Royal Rugs with custodian
S. CORRESPONDENCE
a) Durham Lodge has requested permission to hold band practice in main hall on Thursday
evenings as they can't safely distance in their space.
Motion by S. DeJong, seconded by J. Calder
That Durham Lodge #66 may use the hall for their members to have band practice on
Thursday evenings. Equipment may be left on the stage. Board will not be responsible for
the equipment. There will be a $10.00 cleaning fee after each use.
"Carried"
b) Municipality has sent information that meetings maybe held electronically going forward.
c) Appointments to the board have been advertised by Municipality for 3 open positions in
January 2021 for 2 year term.
6. CUSTODIAL
Motion by C. Yaki, seconded by J. Calder
That discussions on personnel matters be handled "In Camera"
7. RISK MANAGEMENT REPORT
Report received for information
8. NEW BUSINESS
a) Gathering Limits — as per Durham Health Department permits with over 10 attendees as of
Oct 4 2020 now require that we have supervision on sight. Municipal direction is to clean
touch points and washrooms every hour during event. We will investigate what this will
cost to have supervision on sight for duration of event.
b) Security — Chair is meeting with Municipality on Oct 23 to discuss camera in west alcove.
Request no skate boarding signs for parking lot.
c) Budget 2021 was discussed and agreed that the Chair and Secretary would arrange to meet
with Finance Dept.
Motion by J. Calder adjourn at 8:20 pm
Chair Secretary
"Carried"