HomeMy WebLinkAbout2020-09-22 MinutesNEWCASTLE VILLAGE COMMUNITY HALL BOARD
September 22, 2020
Main Hall 7 pm
Present Were: Barry Carmichael, Chair
Crystal Yaki
Janeen Calder
Marg Zwart, Local Councilor
Sierd DeJong
Regrets From: Robert Malone
Grandville Anderson, Regional Councilor
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Moved by S. DeJong, seconded by J. Calder
That August 2020 minutes are accepted as presented.
"Carried"
2. BUSINESS ARISING
a) Garden Art - Chair B. Carmichael informed Board that a 24 x 24 concrete pad has appeared
in the rose garden today. Plants have been removed and irrigation system torn up. The
chair happened to come by just as the contractor was finishing. Contractor said that he was
told to put it and wasn't informed about the irrigation system. Board was not notified that
this pad was going to be installed. The last communication from S. Allin in Planning Dept.
indicated we would meet with the architect to discuss placement of art. Board members
were not happy with the lack of communication regarding Art. Chair will be getting in touch
with S. Allin to discuss why this has happened and what will be done to repair the irrigation
system.
b) Garden Maintenance — contractor did not show up for 5 weeks. Chair B. Carmichael has
been in touch with Director Brake. Since then mulch has been added to gardens, however,
care still does not seem to be as agreed in contract i.e. weekly maintenance — weeding, pick
up garbage, etc. Chair will follow up with Director Brake.
c) CoVid19 grant of $4500.00 was received from Municipality. This was much appreciated by
the Board. A portion has been used to purchase the misting machine for sanitizing.
d) Window Cleaning-3 quotes received
Shine Shack $508.50
Dan the Window Man $1469.00
Blue Diamond Window Cleaning $565.00
Motion by M Zwart, seconded by C. Yaki
That Blue Diamond Window Cleaning is hired to clean windows 1st week of April 2021 as
per quote. "Carried"
e) Walk about the building and grounds tabled
3. FINANCIAL REPORT
a) Moved by J. Calder, seconded by C. Yaki
That financial report is received as presented. "Carried"
Secretary reported on Canada Emergency Wage Subsidy — the website has become more
detailed. Of the three questions that need to be answered to qualify we are sure of two. The
third is one that indicates Municipal does not qualify. Secretary has contacted three different
levels/departments of CRA to get a definitive answer as to whether we qualify as our employees
are not Municipal. They are unable to give a definitive answer. We have also consulted with the
Municipality who also were unable to get a definitive answer. It is the consensus of the Board
that we continue to apply as we do not think the Municipal portion would apply to our
employees.
4. INVOICES
Motion by J. Calder, seconded by S. DeJong
That the following invoices be paid as presented.
B. Carmichael $175.00 Dyson Vacuum
B. Carmichael $20.31 Hand Sanitizer
"Carried"
5. CORRESPONDENCE
a) Soper Valley Model Train Association has submitted their schedule for meetings with
CoVid19 procedures in place.
b) Historical Society will not be opening to public, but will allow members to enter for
administrative purposes. Request more detail to schedule.
c) Blood Donor Clinic requesting to arrival at 2:30 rather than 3:30 pm — received for
information.
d) Durham Lodge (Ian Moore) will not be holding meetings until their Ontario offices give them
the go ahead. One member will enter for administrative purposes only.
e) Repair to Tower Clock was $545.79 — this was paid by the Municipality.
6. CUSTODIAL
a) Benefits have been updated
7. RISK MANAGEMENT REPORT
Not available
8. NEW BUSINESS
a) Christmas Lighting of hall — Chair B. Carmichael will speak with R.Groen about schedule for
the masonry work. Hall budget prior to CoVid19 included $1000.00 towards the lights.
Newcastle Bia would be covering the balance with fundraising. It was agreed Board would
honor the $1000.00 using the funds from the fundraising account.
b) Chair B. Carmichael reported we have had some vandalism around the hall lately. A planter
was thrown at kitchen window, cleaner put into fountain, young people hanging out at west
entrance. We have contacted Municipality (R. Groen) with thoughts of a camera.
c) New limits to gathering numbers do not apply to our facility.
d) Carmichael will check into Remembrance Day events.
e) Two more cancellations have been received.
f) Schedule budget meeting October meeting.
g) Early On has let us know that their carpets can only be cleaned with a vacuum with a hepa
filter. B. Carmichael has a Dyson that he has not used for sale $175.00
Motion by S. DeJong, seconded by M. Zwart
That Dyson vacuum be purchased for $175.00 "Carried"
Motion by C. Yaki adjourn at 8:20 pm "Carried"
Chair Secretary