HomeMy WebLinkAbout2021-02-16NEWCASTLE COMMUNITY HALL BOARD
February 16 2021
Zoom 7 pm
Present Were: Barry Carmichael, Chair
Crystal Yaki
Janeen Calder
Henry Corvers
Granville Anderson — Regional Councilor
Marg Zwart — Local Councilor
Regrets From: Sierd DeJong
Also Present: Gabrielle Bell, Secretary
1. Board members introduced themselves and new member Henry Corvers was welcomed.
2. Election of Chair
M. Zwart nominated B Carmichael, seconded by G. Anderson
Barry was elected to chair for 2021 by acclamation.
3. MINUTES
Moved by J. Calder, seconded by G. Anderson
That minutes of December 2020 and January 2021 are accepted as presented.
"Carried"
4. BUSINESS ARISING
a) Security System update: no additional information from Municipality.
b) Hotel California event — we have not received a new contract with our request for
covering refund if we cancel by May 2021.
c) Restoration Project update: At this time some points are being reinstalled. Most work
is happening off site at this time. The question was asked if they were on schedule with
project. Board does not have that information.
d) Newcastle Lions Club request for a fee to rent kitchen only for Chicken BBQ
Motion by H. Corvers, seconded by M. Zwart
That a fee of $400.00 is set for kitchen use only, with a $50.00 cleaning fee added on
"Carried"
e) Auction Items: B. Carmichael reported on the items that had been sent to auction in the
course of cleaning out areas of the building. List of items sold attached. Items brought
in $617.75 after expenses. The old cabinet doors from the library have been brought
down from the attic space. There are 20 sets of doors without the cabinets which it is
felt will never be used within the hall again. Newcastle Historical Society is presently
looking at the doors for restoration. It has also been brought to Board Chair's attention
that member/s of Historical Society would like to take over the East Wing. As the East
Wing is occupied by Early On and has been for a number of years this is not an option. A
letter will be sent to Historical Society President Tom Wallace giving them 1ST right of
refusal on cabinet doors.
5. FINANCIAL REPORT
Moved by J Calder, seconded by M Zwart
That financial report Jan 12021 to Feb 15 2021 is accepted as presented. "Carried"
For further refunds we will contact Municipality to see what their policy is and consider
following their lead. Councilors informed Board that Budget request has been approved. The
Board is very appreciative of the support of the Council.
6. INVOICES
a) J. Calder will submit invoice for $80.00 for staff Christmas gift.
b) 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.
The Board discussed the employees offer and felt that these are tools they need and the invoice
should be paid in full.
G. Bell met with Owner Debbie Miller of Newcastle Home Decor for a consult of paint colors for
the main hall washrooms. Debbie has also generously donated the paint for this project.
Motion by H. Corvers, seconded by G. Anderson
That invoices are paid as presented.
"Carried"
7. CORRESPONDENCE
a) Chamber of Commerce Membership $169.50
b) Clarington Board of Trade Membership $271.20
Board discussed memberships for 2021; it was felt that due to our lack of revenue for 2020
and going into 2021 that we will not be able to renew membership for 2021.
Motion by H. Corvers, seconded by C. Yaki
That for 2021 the board will not renew membership with CBOT or Newcastle Chamber of
Commerce due to our lack of revenue as a result of CoVid19.
"Carried"
c) Orono Times article on hall restoration circulated for information. There will be a follow up
article as the project completes. Chair also noted we should be thinking about our 100Th
Anniversary in 2023.
d) Motion to go in camera M. Zwart, seconded by J. Calder
e) Municipality has sent out notice that Electronic Participation at Meetings has now been
adopted as of July 2020 going forward. Received for information
f) Ontario Volunteer Service Award — Secretary submitted Sierd DeJong as a candidate in
January 2020 for this award. Award was sent out via mail due to CoVid19 this past month.
Thank you Sierd for your many years of service on Newcastle Community Hall Board. Sierd
is not sure when he became a member but knows it is over 35 years.
g) Municipality has sent out notice that we no longer need to have minutes signed. Received
for information.
h) Employee benefits through Chamber Plan are offering additional coverage i.e. Personal Life
and Personal Retiree Plan. These are offered at a cost to employees at their discretion.
Employee/s has been informed of this information.
8. RISK MANAGEMENT REPORT
Not submitted — this has not been submitted for the past 2 months. Chair will check in with
custodian on this item.
9. CUSTODIAL
a) Pest Control Records need to be kept as per Durham Health Dept.
b) Work Schedule for next 8 weeks has been created for custodian to follow. This includes
deep cleaning of all rooms and painting in specific areas.
c) Custodian has roped off a good portion of the main hall floor as it is not in use.
10. NEW BUSINESS
a) Financial Records for 2020 have been submitted to Municipality for audit.
b) Re -Opening — Red Zone which allows us to have up to 10 people per meeting with social
distancing.
c) Gardens — Chair reported on the disappointment of the care of gardens by contractor. Chair
will connect with Operations Director S. Brake on this issue.
d) Lions — clearing out of their items i.e. piano
e) CoVid19 Safety Plan —Janeen Calder will be the contact for ensuring information is shared.
Motion by J Calder, seconded by M. Zwart
That the CoVid19 Safety Plan is adopted as presented. "Carried"
f) Chair is negotiating with Durham Lodge on their 2021 lease. Free rental of main hall has
been removed from the lease at this time.
Motion to adjourn M. Zwart at 8:30 pm