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HomeMy WebLinkAbout2021-01-19NEWCASTLE COMMUNITY HALL BOARD Present Were: Barry Carmichael, Chair Crystal Yaki Janeen Calder Henry Corvers Regrets From: January 19 2021 Zoom 7 pm Granville Anderson, Regional Councilor Marg Zwart, Local Councilor Sierd DeJong Also Present: Gabrielle Bell, Secretary Zoom link was not received by board members so some were not able to attend. Zoom link was sent out at meeting, those that were available signed on. Secretary apologizes for this glitch. 1. Board members introduced themselves and new members were welcomed. 2. Election of Chair tabled to February meeting. 3. MINUTES Tabled to February meeting. 4. BUSINESS ARISING a) Christmas Lights — J. Calder reported the lights would be removed this coming weekend. Committee plans to expand on lighting in 2021. C. Yaki may be able to assist with putting up lights on front of building. Lights to be stored at Newcastle Massage Therapy. Committee plans to continue putting lights up themselves as the cost to hire a company has become quite expensive. Cost this year was over $4000.00, we were able to purchase and put ourselves for under $1500.00, which is within the BIA budget. b) Security System — Chair B. Carmichael reported not further information has been received. c) Hotel California — Chair B. Carmichael reported we have been in contact with company to book Sept 24 2021 with added clause that if COVID19 continues to be a factor we will cancel by May 24 2021 with full refund of deposit received for the cancelled 2020 event. As ticket sales should begin in May it is looking unlikely that we will be able to proceed with event. d) Chair B. Carmichael did not have any update on the restoration project. 5. FINANCIAL REPORT Secretary reported that deposits of approximately $12,000.00 for 2020 are not reflected in year end report. Close to $10,000.00 of balance are deferred sales for 2022. We have approximately $4500.00 in refunds being requested at this time due to COVID19 continuing to effect clients plans. Yearly tenants have been sending in their payments for 2021 and have all received their new leases. 6. INVOICES J. Calder will submit invoice for $80.00 for staff Christmas gift. G. Bell has offered to only submit 50% rather than 100% of cell phone invoice for 2020 to assist with finances. S. Fogg has offered to not submit invoice for 50% of cell phone for 2020 to assist with finances. 7. CORRESPONDENCE a) Community Development sent email to office with minutes from a meeting held on December 15 for Community Halls (see attached). We did not receive an invite to this meeting through our office email. Chair has no record of receiving invite, although their records indicate it was sent there. We have asked that our office email be included in all correspondence going forward. As Community Halls have now fall under this department they are setting up new communications forward. b) Clarington Board of Trade membership — tabled to February meeting c) Chamber of Commerce membership — tabled to February meeting d) YMCA has requested use of hall for their evacuation site. We have been informed by Community Development that Municipal sites are not available due to CoVid19 restrictions at this time. YMCA contact has been informed. 8. RISK MANAGEMENT REPORT Not received 9. CUSTODIAL Chair B. Carmichael reported that along with S. Fogg, G. Bell and P. Thexton toured the building on Saturday Jan 16 2021 to do a spring clear out. A list of items to be sent to the dump will be compiled, as well as a list of items that are not of any use but could be sold at auction. B. Carmichael will handle coordinating with auction house. We also have at least one item stored at old Fire House in Newcastle that will need to be removed. These items will also be sent to auction. An itemized list of things that need to be done in each room will be compiled for S. Fogg to follow through on i.e. painting. 10. NEW BUSINESS a) Secretary contacted Community Development regarding the insurance portal for clients through the Municipality. It has been a year since we started the process, with no recent contact with information for start-up. We have now received information that Newcastle Community Hall will be added to the portal this week. All events will require insurance but do not have to use the insurance company set up through the portal but must submit a Certificate of Insurance covering all requirements. b) CoVid19 cancellations covered under financial report. Consensus is we continue to refund due to COVIDI9 if requested. c) Lions Club are requesting use of the main kitchen for Chicken BBQ in May. This event will be take-out only. Board has directed that secretary gather full information from Club on how they see this event playing out in kitchen only. As they normally put out a good 300 dinners logistically can this be done with just the use of the kitchen or will they need to expand prep into the main hall which would affect what the fee will be set at. Chair Secretary