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HomeMy WebLinkAbout2023-07-19NEWCASTLE COMMUNITY HALL 1923 — 2023 NEWCASTLE COMMUNITY HALL Meeting July 19 2023 7 pm Council Chambers In Attendance: C. Yaki, Chair B. Carmichael J. Calder-Rowsell W. Woo, Regional Councillor S. Grant -Young P. Martin Staff In Attendance: K. Symak, Custodial G. Bell, Secretary This meeting is being recorded. 1. LAND ACKNOWLEDGEMENT Councillor Woo presented Land Acknowledgement 2. AGENDA Motion by P. Martin, seconded by J. Calder-Rowsell Agenda approved with addition of Village Concert Report to item 8 "CARRIED" 3. MINUTES Motion by J. Calder-Rowsell, seconded by W. Woo Minutes approved with amendments to: a) Amendment to Item 11 to include departure of S. Grant -Young at approximately 8:30 pm. b) Amendment to Item SD should read 3-month probation not 30 days c) Amendment to spelling of Lindsey Patenaude "CARRIED" 1 Abstained 1 Objection 4. CUSTODIAL REPORT - 120 days with no workplace injuries - Risk Inspection report has been completed and submitted to Municipality - Our summer student has been involved in day-to-day tasks. He seems to be enjoying his work and time spent at the Hall. It has been very productive having the additional help. - Building is getting lots of attention for the 1001" — windows cleaned by Student Works - Municipal staff has been exceptional in their assistance in preparing hall for the 100th 5. BUSINESS ARISING 1) New Year's Eve Chair C. Yaki reported that the band Swing Shift is not available for NYE 2023 Board was asked if anyone would like to take the lead on this event. Secretary reported we have interest in this date from others. Motion by W. Woo, seconded by J. Calder-Rowsell That we release the date and Secretary will reach out to contacts for rental. "CARRIED" 2) BIA joint event J. Calder-Rowsell reported that BIA has asked if the Board would like to do joint event on the evening of Harvest Festival. The Board is not interested at this time. 3) Christmas Dinner Information was offered - in the past the hall was donated to a group of Newcastle residents who ran a Christmas Dinner and Worked with the Food Bank. Leftovers were given to first responders and shut-ins. Knights of Columbus is interested in assisting with this endeavor. The 1001" Celebration Committee will be considering this undertaking at the August meeting. Information will be brought back to the Board, including request for donation of the main hall. 6. FINANCIAL REPORT Discussed the Finance Committee — this was set up on a trial basis. Questions raised: 1. Movement of dollars from operating account to GIC without consent of Board? 2. Are GIC dollars' easily accessed if needed? GIC is flexible and easily accessed. 3. Is using QuickBooks a better system and will integrate with Municipal records? Chair C. Yaki offered to designate next Board meeting solely related to providing further input and understanding to any financial changes and proposals regarding the concerns that had been raised. Board was in acceptance of that offer. Secretary clarified that she had reached out to Municipality Accounting Clerk L. Powell and discussed possible change and trial of QuickBooks. It was discussed that once we get the new method of accounting where we want it to be, together they will further discuss what is needed or not needed from a Municipal Accounting perspective. Councillor W. Woo will invite Director of Finance to next meeting to discuss if using QuickBooks will integrate into their system rather than using the excel spreadsheet created by Municipality. Motion by J. Calder-Rowsell, seconded by P. Martin That financial report is accepted as presented. "CARRIED" 7. 100TH CELEBRATION COMMITTEE Minutes have been circulated. Event is less than 2 weeks away. 8. NEW BUSINESS 1) Request for exclusive use of the Centennial Room Motion by S. Grant -Young, seconded J. Calder-Rowsell At this time, we are unable to accommodate this request. "CARRIED" 2) Village Concerts J. Calder-Rowsell reported 11t concert was cancelled due to rain and main hall was in use. Subsequent concert was successful with good attendance (even though it was held inside due to rain) and audience enjoyed. It was suggested we be cautious in labelling concerts "successful" as attendance of 90 people is less than 1% of our population, with 26 Sponsors supporting a small portion of the community. It is noted that Sponsors have no expectation of numbers. This event was supported by the Newcastle Community Hall Board when the previous Committee resigned unexpectedly. Newcastle and surrounding community look forward to the Village Concerts each year. The audience is a wide range of ages and families. Discussed ways of measuring success such as a metric driven approach. 3) Letter to Council Board member S. Grant -Young submitted letter to Municipality of Clarington Council without consultation with Newcastle Community Hall Board. Chair C. Yaki has prepared response to concerns noted in the letter. Response was read out loud for Board members to discuss and provide editing suggestions. Motion by J. Calder-Rowsell, seconded by B. Carmichael That response once edited is to be submitted to Council. "CARRIED" Councillor W. Woo abstained from voting as he will be receiving at next council meeting 9. Next Meeting — August 16 2023 10. Motion to adjourn by S. Grant -Young at 9:01 p.m.