HomeMy WebLinkAbout2023-01-17NEWCASTLE COMMUNITY HALL BOARD
January 17 2023
Main Hall 7 pm
Present Were: Janeen Calder
Crystal Yaki
Also Present: Gabrielle Bell, Secretary
Fred Horvath, Co -Chair 100th Committee
Regrets From: Barry Carmichael
As we did not have quorum this meeting was for information purposes only.
1. AGENDA
Add to agenda F. Horvath
2. MINUTES
Tabled to February meeting as quorum was not met.
3. PRESENTATION FRED HORVATH
- F. Horvath addressed the Board in reference to concern that on NYE the southeast
door of main hall could not be opened with ease. C. Yaki has also received a
notification from a previous client that door did not open. The door was repaired by
the Building Services on Jan. 3.
- Board agreed that staff should be checking all doors prior to an event to ensure they
are working properly. This should have been noted on the inspection report.
- Prior to a Sunday event who would be responsible to ensure the front entrance is
clear of debris if it should gather overnight? Member of NYE Committee cleared
front entrance of debris on January 8 2023.
- Update on rink — Municipality has been great at communicating due to weather.
Looks like cold weather will not come in until end of January.
4. BUSINESS ARISING
a) Accessibility Charging Station
- This will be added to outstanding items for meeting in February with the Community
Services. As this item has been outstanding for a number of months it will be open
or closed at meeting.
b) Blinds for Building
- Home Depot will be coming to give a quote
c) Main Hall curtains
One quote received (see attached), 3 others to be in shortly.
This item will be voted on at or prior to February meeting.
d) Village Concerts
- One response to post on face book, Gabrielle had to reschedule meeting due to
fire alarm.
- Should we be sending out sponsorship letters now?
e) October 23 2022 Rental
- Suggested that Municipality let other Halls know to be aware of this company if
requesting rental of their space.
- G. Bell will contact Director of Finance for direction.
f) Security Cameras —tabled to February meeting
5. CORRESPONDENCE
a) Horticultural Society
- Will be invited to February meeting to discuss memorial bush and donation
b) BIA Minutes received for information
6. FINANCIAL REPORT
- Tabled to February meeting
7. INVOICES
N/A
8. 100th Committee Update
- Next meeting Feb 13 2023 at 7 pm
9. FUNDRAISING — Hotel California May 12 2023
- Email blast to previous attendees has been sent 150 tickets sold. Facebook blast will be
done this week when tickets arrive.
- Board members will all be needed to assist with this event.
10. CUSTODIAL
- List will be prepared for outstanding items.
- Suggested that Board members will be assigned rooms to keep track of what needs to
be done. This will ensure Board members become familiar with the hall.
- Have custodian on duty for July 291h event.
- Rotate monthly walk through with Board members.
11. NEW BUSINESS
a) Main Hall door - this was repaired on Jan 3.
b) Appointments to the Board will not be ratified until January 23 2023. Request sent to
Council to have appointments ratified in December so new members are ready to start term
at January meeting. We are currently without 3 members on the board due to terms ending
in December. Going forward the Hall Board will consider presenting appointees to Council.
c) Fire Alarm Incident — see attached for details
- Arrange meeting with Ken Ferguson to discuss procedure for Fire Alarm response.
d) Letter to Tenants
Secretary continues to have clients come to her residence to do business. Tenant
showing up at door at 9:30 pm to drop off papers.
- Letter will be sent to all tenants notifying of new location of secretary's office and time
to drop off papers or meet.
e) Put gardens on agenda for February
f) J. Calder brought up suggestion of hosting a Christmas dinner in main hall on December 25tn
for the community — those that are alone for example. J. Calder will reach out to
residents/groups that could assist with this project.
Adjourned 8:30 PM