Loading...
HomeMy WebLinkAbout2021-05-18NEWCASTLE COMMUNITY HALL BOARD May 18 2021 Zoom 7 pm Present Were: Barry Carmichael, Chair Janeen Calder Henry Corvers Marg Zwart — Local Councilor Crystal Yaki Regrets From: Sierd DeJong Granville Anderson, Regional Councilor Also Present: Gabrielle Bell, Secretary 1. MINUTES Moved by J. Calder, seconded by M. Zwart The minutes of April 2021 are accepted as presented. "Carried" 2. BUSINESS ARISING a) Security System update - tabled b) Benefit Package — secretary is working on access codes to work on line with C. Yaki c) Restoration Project, Chair B. Carmichael reported he has met with R. Groen, Supervisor Buildings and Properties this past week. Not all planned work was completed as there was not enough money. The main focus was the clock tower and secondly the brickwork. Any shortfall if any would be in brickwork. There is some lower brickwork that did not get done. The remainder will be completed later this year. Scaffolding has been removed and work area cleaned. R. Groen will supply pictures of before and after so the public may see the work that was done. d) Capital Budget, Chair B. Carmichael met with R. Groen, Supervisor Buildings and Properties to discuss capital projects. The following items were suggested — Main hall windows, main hall curtains, railing in main hall. Discussed an elevator for future capital. After discussion the following motion was made. Motion by H. Corvers, seconded by J. Calder The following items are submitted for capital projects to the Municipality: - Main hall windows - Main hall curtains - Railing in main hall - Electrical — patio, parkette and office - Air Conditioning "Carried" e) Water Fountain, Chair reported he met with Tim Welsh, Buildings/Properties and Enviroturf (who are contracted for irrigation system in garden) to discuss fountain. Discussed waterline to fountain with an auto fill rather than bringing hose out from basement which is time consuming. Replace centre spout and spigots with a copper. Quote is $2808.00 from Enviroturf. Municipality will cover the cost of digging up and replacing sidewalk to install the waterline to fountain. Timeline to be discussed with contractor and Municipality. Motion by M. Zwart, seconded by J. Calder The quote from Enviroturf is accepted and work authorized on fountain. "Carried" 3. FINANCIAL REPORT - 11 events scheduled for 2021 with deposits of $16,515.75 (all but $285.00 of deposits were received in 2019/2020) - Outstanding balances for 2021 $3459.00 - 4 additional new events booked in 2021 but no deposits received as of May 15 2021 - 16 events scheduled for 2022 with deposits of $19,454.00 deferred deposits (All but $3655.00 of deposits were received in 2019/2020) - Total deposits being held $35,969.75 - Fundraising Account Balance $12,621.14 - Irene Rinch Fund balance $153,652.47 as of December 2020 - Montague Fund balance $10,566.78 as of December 2020 Moved by J. Calder, seconded by H. Corvers That financial report is accepted with amendment to first two date entries in April and May. Check why Bell Canada was paid twice in May. "Carried' 4. INVOICES Motion by J. Calder, seconded by H. Corvers That the following invoices be paid as presented Paint $421.18 Primer $16.23 Paint/Brushes $101.81 "Carried" 5. CORRESPONDENCE No correspondence received 6. COVID19 Update As per Provincial and Municipal directive Stay -at -Home order extended to June 2 2021 Community Buildings to remain closed. All tenants have been advised. Information session meetings by Community Development Dept. have been postponed due to extension. 7. RISK MANAGEMENT REPORT Not received 8. CUSTODIAL Painting continues — presently working on hallways to main washrooms 9. NEW BUSINESS a) Historical Society treasurer Sher Latooze requested access to room for the third time during lockdown. It was suggested that we could obtain book and deliver it curbside to her. Sher was not receptive to us assisting and became quite insistent that she be allowed into building, quoting landlord tenant act (see attached emails). Access was arranged as there were a number of items to be collected. b) Horticultural Society has decided to cancel Plant Sale scheduled for May 22 2021 due to Stay At Home Order c) The following Sub Committees were approved by the Board GARDEN COMMITTEE Barry Carmichael Pat Thexton Eileen Parry Jeany Barrett Gabrielle Bell 100T" ANNIVERSARY COMMITTEE Barry Carmichael — Liaison Gabrielle Bell — Secretary Theresa VanHaverbeke Willie Woo Fred Horvath Myno VanDyke Jane Black Note: J. Calder had requested to be part of 1001h Anniversary Committee previously, apologies that this request was missed from the Chair. At this time J. Calder declined. Motion to adjourn C. Yaki 8:10 pm