HomeMy WebLinkAbout2021-04-20NEWCASTLE COMMUNITY HALL BOARD
April 20 2021
Zoom 7 pm
Present Were: Barry Carmichael, Chair
Janeen Calder
Henry Corvers
Granville Anderson — Regional Councilor
Marg Zwart — Local Councilor
Regrets From: Sierd DeJong
Crystal Yaki
Also Present: Gabrielle Bell, Secretary
1. MINUTES
Moved by J. Calder, seconded by M. Zwart
That minutes of March 2021 are accepted as presented. "Carried"
2. BUSINESS ARISING
a) Security System update - nothing to report at this time.
b) Benefit Package — nothing to report at this time.
c) Hotel California event scheduled for Sept 24 2021, board agreed as it does not look like
we will be able to hold events by fall with upwards of 300 guests that we will cancel
event and request refund of deposit from 2020 booking that was moved due to
CoVid19.
d) Restoration Project, Chair Carmichael reported project is on schedule to be completed
first week of May.
e) Website updating, H. Corvers reported that G. Bell and himself have looked at quotes
from Emagine and our current provider Geek Girl Media. Website hosting by Emagine is
$30/MTh — Geek Girl is $615.00/yr. Emagine's quote offers more expertise and
continuing support than Geek Girl. Recommended that we hire Emagine to revamp site
at a cost of $1500.00. C. Yaki will assist with rewrite of information on site.
Motion by H. Corvers, seconded by M. Zwart
That Emagine quote of $1500.00 is accepted for revamp of website. "Carried"
f) 100' Celebration Committee has been struck, invitations will be sent out to suggested
residents to be on committee.
g) B. Carmichael reported Historical Society would be purchasing an upper and lower set
of doors.
3. FINANCIAL REPORT
Moved by J. Calder, seconded by G. Anderson
That financial report is accepted as presented. "Carried'
4. INVOICES
N/A
5. CORRESPONDENCE
a) Capital Budget Process instructions received from Community Development Department.
Key dates - April 30to discuss capital projects with R. Groen and June 15to submit forms to
Municipality. Chair B. Carmichael will meet with R. Groen this week to discuss a list of
capital projects for submission.
b) An email was received on March 17 2021 from Community Development on behalf of
Municipality of Clarington informing us that "Newcastle Community Hall has been awarded
$3000.00 in Operating Funding for 2021." Check to follow by mail. Discussed how this
money would allocated. It was decided funds would be deposited to Operating account for
2021 expenses. Extra expenses this year not planned for — updating of website $1500.00,
possible garden expenses outside of regular mulch expense of $500.00 and repair of
fountain.
6. COVID19 Update
As per Provincial and Municipal directive Stay -at -Home order extended to 6 weeks. 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
Report received from S. Fogg for March. Received for information, report will be forwarded to
Municipality.
8. CUSTODIAL
Chair B. Carmichael reported S. Fogg has been progressing with painting of men's/ladies
washrooms. Woodwork has been polished where needed. List of items will be updated and
added to for the next month.
9. NEW BUSINESS
a) Secretary reported the following cancellations received due to CoVid19 this past month:
- September 23 2022 $1737.00
- June 27 2021 $791.00
- May 12021 $500.00
- Sept 10 2022 $2318.75 cancellation has rebooked 3x due to CoVid19 and is
now requesting refund as they are moving out West. As refund is not totally due
CoVid19 it was agreed we would retain 50% of the cost of main hall only.
b) Water Fountain was damaged by children sitting in top portion. B Carmichael was passing
by and saw incident — told children to get out of fountain. This was posted on Facebook
with the hope that it does not happen again and to make the public aware fountain is not
for sitting in. Ken Ferguson from Operations will be taking a look at damage. B. Carmichael
will discuss possibility of having automatic water feed to fountain and replace/repair the
spigots.
c) Chair B. Carmichael would like Board approval to form a sub committee to oversee the
maintenance of the gardens. The committee would be responsible for communicating with
the new contractor and Municipal staff to come up with a plan to simplify the gardens to
reduce the workload. Board would like gardens looking their best for 100t" celebration in
2023. The committee would include 2 members of the Horticultural Society for their
expertise and knowledge of plantings.
Motion by M. Zwart, seconded by J. Calder
That a garden committee be struck to oversee the maintenance of gardens.
"Carried"
Motion by M. Zwart to adjourn 8:25 pm