HomeMy WebLinkAbout2021-12-21NEWCASTLE COMMUNITY HALL BOARD
December 21, 2021
Zoom 7 pm
Present Were: Barry Carmichael, Chair
Henry Corvers
Crystal Yaki
Marg Zwart, Local Councilor
Granville Anderson, Regional Councilor
Regrets From: Janeen Calder
Sierd DeJong
Also Present: Gabrielle Bell, Secretary
1. AGENDA
Moved by H.Corvers, seconded by G. Anderson
That the agenda is accepted as presented. "Carried"
2. MINUTES
Moved by C. Yaki, seconded by H. Corvers
The minutes of October 19 2021 are accepted as presented. "Carried"
Moved by H. Corvers, seconded by C. Yaki
That minutes of November 16 2021 are accepted as presented. "Carried"
3. BUSINESS ARISING
a) Security System — no response to email sent to R. Groen, Supervisor Buildings &
Property
b) Accessible Parking spot will be located in front of cenotaph
c) Clock Tower - B. Carmichael reported that we have had the clock looked at by one
company to see we can mute or stop the clock chimes at night. We have not received
report back. Danny Hooper will also be looking at clock when he is available.
d) Centennial Room display case — tabled to January. B. Carmichael will give C. Yaki contact
information to follow up with Horticultural Society in the New Year.
e) Blinds for Early On — G. Bell is gathering information for quotes
f) Keys for Hall Board members will be limited to 3 — master key for all outside doors, main
hall and custodial closets. All other keys will be in custodial closet if needed. S. Fogg has
been instructed to ensure all keys are accounted for within the key lock box. Board
members to return all other keys to Steve for storage.
g) Dishwasher update — B Carmichael reported that cost is looking like $11000.00. We
have committed $5000.00 from fundraising account. Secretary is obtaining information
on balances in Trust Funds. Municipality has been asked what process would be for
obtaining loan from them. We are also investigating refurbished or second hand.
4. FINANCIAL REPORT
Moved by M. Zwart, seconded by C. Yaki
That financial report is accepted as presented. "Carried"
5. INVOICES
Moved by C. Yaki, seconded by M. Zwart
That the following invoices be paid as presented:
B. Carmichael $160.00 Flags
B. Carmichael $75.00 Employee Xmas Gift "Carried"
6. CORRESPONDENCE
a) ISF Pro has sent notice that products we are presently using cover the variants —
received for information.
b) Municipality of Clarington has changed policy for appointment to Board and Committee
"The appointment recommendation shall either (i) be ratified at council; or (ii) pulled at
Council, the vote shall proceed in the same manner as if the vote were taking place at
Committee"
c) Municipality has received grant to offer free seniors programming. They are asking for
free space in Community Buildings for same.
Moved by G Anderson, seconded by C. Yaki
That Board gives approval to participate in Seniors Program offering free space during
the day when it does not impact a booking. "Carried"
d) Building Services sent out request for Operating Funding Requests with due date of
November 29t". Secretary has already submitted Budget Requests to Finance
Department as requested. There is no need to submit to both departments as per
Director G. Acorn.
e) Secretary requested contact information for Security Company used by Municipality for
checking proof of vaccination in case scheduled security does not show up. Lee -Ann
Reck, Manager Client Services has sent this information. All Board members have been
copied. This information should be posted at hall so it accessible to whoever is on duty.
f) Rob Groen, Supervisor, Buildings & Property has sent out updated information for
approved trades contacts and after hours Municipal contact in case of emergency at
building. All Board members have been copied. This information should be posted at
hall so it accessible to whoever is on duty.
7. COVID19 Update
a) Updates have been sent out to staff and Board Members. We are now at 50% capacity.
We do not have an event in the main hall scheduled until February 2022, other than use
by yearly tenants for meetings, which are all well below 50%.
8. RISK MANAGEMENT REPORT
Has been received for information. Copy will be sent to Building Services
9. CUSTODIAL
Moved by M. Zwart, seconded by H. Corvers
That the meeting go in camera "Carried"
Moved by H. Corvers, seconded by G. Anderson
That meeting come out of camera "Carried"
10. NEW BUSINESS
a) Request by Early On to add paragraph to contract (see attached) — M. Zwart will consult
with R. Mclvor at Municipality for clarification on re-enter and re -letting terms.
b) Vaccination Policy — tabled to January meeting.
c) 100t" Committee is requesting approval of recommendation to take on capital project of
an elevator for the 100t" anniversary.
Moved by M. Zwart, seconded by G. Anderson
That recommendation from to 100t" Committee to Newcastle Hall Board to consider
elevator as capital project for 100' Celebration be approved. "Carried"
d) Early On has requested installation of 2 new fans in their room. Secretary has
purchased and Early On will reimburse Hall. We will arrange install through Building
Services. The present fans are over 25 years old.
e) Curtains in main hall —Vanessa Bilenduke-Guppy notified B. Carmichael that purchasing
is obtaining multiple quotes as per policy. Stage curtain will be replace (color match)
and side curtain hardware will be replaced.
f) Secretary reported Bowmanville Kinsmen have been contacted numerous times to
confirm holding of May 2022 date for Lobsterfest. There has been no response. Boar
approves recommendation to no longer hold a date for this client.
g) B. Carmichael will be out of country from December 312021 to April 2022. He will
attend meetings via Zoom or What's App.
Motion by H. Corvers to adjourn 8:35 pm