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HomeMy WebLinkAbout2023-06-20NEWCASTLE COMMUNITY HALL 1923 - 2023 NEWCASTLE COMMUNITY HALL BOARD Meeting Tuesday June 20 2023 Council Chambers 7 PM Present Were: Crystal Yaki, Chair Peter Martin Sharon Grant -Young Janeen Rowsell Barry Carmichael Regrets From: W. Woo, Regional Councilor Also Present: Gabrielle Bell, Secretary Kevin Symak, Custodial/Maintenance Lindsey Patenaude, Committee Officer - Municipality Erica Mittag, IDEA Officer— Municipality 1 1. LAND ACKNOWLEDGEMENT presented by Erica Mittag The Municipality of Clarington is situated within the traditional and treaty territory of the Mississaugas and Chippewas of the Anishinabeg known today as the Williams Treaties First Nations. Our work on these lands acknowledges their resilience and their longstanding contributions to the area now known as the Municipality of Clarington. Municipality worked with Chief Mowat in 2019 to recognize Land Acknowledgement which is a part of reconciliation. Presentation and resources will be shared and distributed to Board members. Board Chair requested that we be included in future endeavors such as training with the Municipality in this area. 2. BOARD/COMMITTEE ORIENTATION — Municipality of Clarington L. Patenaude, Committee Coordinator and E. Mittag, IDEA Officer Presentation on Board and Committee included adherence to by-laws, minutes, elections, etc. A copy of presentation will be emailed to all Board members. 3. APPROVAL OF AGENDA Motion by S. Grant -Young, seconded by P. Martin That agenda is approved as presented with addition of Christmas Dinner under Item 14 - J. Calder-Rowsell "CARRIED" 4. APPROVAL OF MINUTES Motion by J. Calder-Rowsell, seconded by B. Carmichael Pi That May minutes are accepted as circulated. "CARRIED" 5. BUILDING REPORT a) A/C Report — C. Yaki - R. Groen was not available to attend meeting. Motion by S. Grant -Young, seconded by J. Calder-Rowsell That Newcastle Community Hall move forward with plan to install A/C "CARRIED" A meeting will be set up with R. Groen, Legacy Committee and Board to discuss in detail. b) Video Surveillance — C. Yaki Video Surveillance as recommended by Municipal report is a onetime cost of $2800.00. Motion by J. Calder-Rowsell, seconded by B. Carmichael That Video Surveillance is added to the Capital Budget requests. "CARRIED" c) Custodial Report — K. Symak - Health and Safety — 90 days without a workplace injury - No safety issues to report - Lights for East Wing have been ordered from Owasso and will be picked up by K. Symak when ready. - Risk Management report outstanding item fire extinguishers d) Roofing Report — K. Symak Project is near completion should be wrapped up this week. Chair congratulated K. Symak on behalf of Board on his completion 3- month probation period today. We all appreciate the hard work that has been put into maintaining the building. 3 e) Curtain Update — C. Yaki Curtains have arrived and have been installed. The main stage windows were missed in the quote. We have ordered the additional curtains for an additional $4799.00 which is within the budget allocated. A rush has been put on order to have them in time for July 29' celebration. 6. FINANCIAL REPORT — S. Grant -Young J. Calder-Rowsell submitted invoice for removal of lights from building - The Tree Guys $452.00 Motion by B. Carmichael, seconded by S. Grant -Young Motion to approve the financial report as presented. 7. 100t" COMMITTEE — C. Yaki Minutes have been circulated and received for information. Chair know if you are able to commit to helping on July 29th will be published in the near future with details of the day. 8. VILLAGE CONCERTS — J. Calder-Rowsell First Concert June 271" with Dirt Squirrels 9. EMPLOYEE EVALUATION PROCESS — B. Carmichael "CARRIED" Please let Advertising Suggested feedback sheets be offered to customers i.e., renters, tenants Discussion on other elements that would be included in an annual review i.e., goals. It was agreed to table this item until September. 10.GARDENS — B. Carmichael - Mulching has been completed. - Planting is 93% completed, fall bulbs to be added. - Contractor cut one of the plants that was intended for self -seeding in error. - Edging has been completed; watering is main project at this time to ensure roots take for new plantings. - Board was assured gardens will not be any more work in future than they are today. 11.CHRISTMAS EVENT — S. Grant -Young If event is accepted intent is to bring attention to the hall for younger families with children. A committee has been formed through contacts of S. Grant -Young. Ticket cost suggested at $75.00. 4 Board requests further information including projected budget i.e., catering, decor, kids' entertainment, band, etc. At approximately 8:30 pm S. Grant -Young departed meeting. 12.AED TRAINING — G. Bell Municipality is arranging AED Training. Tenants have been notified and have indicated they will participate. When a date/location has been set for training tenants and Board members will be notified. 13.FUNDRAISING — G. Bell Agreed Hotel California was a great success for 10 years. Board will discuss new options for April 27 2024 for our growing community. Agreed Newcastle Community Hall will host New Year's Eve event for 2023. 14.13IA OCTOBERFEST — J. Calder-Rowsell - BIA Fall Festival organizers are suggesting a joint event between BIA and Newcastle Community Hall (Octoberfest) be held on evening of Fall Festival Oct 7 2023. Item tabled for further discussion at July meeting. - Christmas Dinner Dec 25t" or 261" for the community was discussed at January meeting. Knights of Columbus St Francis of Assisi Church would assist with this event. This could be Newcastle Community Hall's final celebration of 100 years. 15.13OARD REPORT - C. Yaki It was agreed that we would continue to submit reports prior to the meeting. Motion to adjourn at 9:24 pm by J. Calder-Rowsell 5