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HomeMy WebLinkAbout2022-02-15NEWCASTLE COMMUNITY HALL BOARD February 15 2022 Main Hall 7 pm Present Were: Henry Corvers Crystal Yaki Marg Zwart, Local Councilor Sierd DeJong Janeen Calder Regrets From: Granville Anderson, Regional Councilor Absent: Barry Carmichael Also Present: Gabrielle Bell, Secretary 1. Election of 2 positions for a 2 year term commencing January 2022 G. Bell nominated C. Yaki, seconded by M. Zwart C. Yaki nominated J. Calder, seconded by S. DeJong Both positions were acclaimed. 2. Election of Chair for 2022 H. Corvers nominated B. Carmichael and C. Yaki as Co -Chairs, seconded by S. DeJong "Carried" 3. AGENDA Moved by H. Corvers, seconded by J. Calder The agenda is accepted as circulated. "Carried" 4. 1001h Celebration Committee — Presenter Chair Fred Horvath - Presentation attached - Going forward Co -Chairs of 100th Committee will be forwarded copies of Hall Board minutes in the interest of communication. - 1001h Committee minutes will be shared with Newcastle Hall Board - Letter has been received from 100th Committee stating they will not be taking on large capital project at this time. (see attached) 5. MINUTES Moved by J. Calder, seconded by H. Corvers The minutes of December 21, 2021 are accepted as circulated. "Carried" 6. BUSINESS ARISING a) Security System — R. Groen, Supervisor Building and Property has responded to questions that arose with original report. (see attached) Board is in favor of moving forward on video surveillance. This will be referred back to the Municipality to proceed. b) Clock Tower — Dan Hooper has installed a rubber dampener on Feb 2 2022. This has lowered the level of sound from the striker. Board is in agreement that the striker is acceptable. Resident will be notified of what has been done. Question did arise - was there a cost to this fix? Board was under impression Dan Hooper was to look at clock and let us know if it was possible to lower level of sound. c) Centennial Room display case — C. Yaki and G. Bell met with 2 members of the Horticultural Society. The 12 drawers have been cleared out, all craft supplies donated to Sparks/Pathfinders. The trophy case will be reduced to one side. Horticultural Society will clean Trophies before returning to shelves. Bins that were stored in cupboard beside men's washroom off of stage have been removed and will be stored by a Horticultural Society member. The plan is to clean shelving and paint the backdrop before returning trophies to case. The other side of case will be used for display by Newcastle Hall Board. d) Dishwasher quotes - we require 2 more quotes. M. Zwart will take this on obtaining more quotes. e) Early On contract has been signed by both parties with addendum included as per Board direction (see attached email). The Hall Board would like addendum which was added to Early On contract included in all tenant contracts commencing 2023 renewals. f) Website is now live and was launched Feb 112022. Board members are pleased with the new site. 7. FINANCIAL REPORT Moved by H. Corvers, seconded by J. Calder That financial report is accepted with the following amendments: Entries Jan 112022 moved to 'In' column rather than 'Out' Entry Feb 112022 moved to 'Out' column rather than 'In' "Carried" 8. CORRESPONDENCE a) Incident Report (see attached blank form) — there was a fall in the parkette earlier in the month, there was no injury. The incident report has been filled out and filed with Municipality. Municipality has supplied updated form and process. This will be added to binder accessible to duty supervisor. b) VON (Victorian Order of Nurses) is requesting we change our outdoor lighting to blue to support them week of May 23 2022. We will look into feasibility of doing this. c) Cyber Security (see attached) M. Zwart will discuss with Municipality as to why this would not be part of insurance coverage. d) Great Canadian Town Band Festival — we will discuss with 100t" Committee is this something that could be incorporated into program of events. 9. RISK MANAGEMENT REPORT a) Northeast window has been replaced b) Risk Management form will be done by S. Fogg and G. Bell will do fillable digital form to be submitted to Municipality. 10. CUSTODIAL a) Secretary is working on procedures manual with custodian. b) C. Yaki is working on Developing Custodial Best Practices with Ken Ferguson, Municipality in order to update custodial job description. c) Board members that have not returned to keys to custodial department are requested to do so. d) C. Yaki and G. Bell have inspected blinds in East Wing; they appear to be in good shape but do need a deep clean and a bit of repair. One or two may need to be replaced. e) Drapery in Main Hall is being cleaned and rehung this week. f) Winter HVAC Maintenance will be done Feb 18 by Municipality 11. NEW BUSINESS a) Stage, we have asked R. Groen to check possibility of using underneath for storage. b) Wi-Fi would we consider adding internet to cover the whole building and charging tenants? Early ON and Historical Society pay internet, could we reduce their costs and ours by having one to cover building? It was agreed this could affect Cyber Security and put us at risk. c) Goal Strategy Work Plan, Chair would like to discuss goals for the Hall going forward at the March meeting. d) We no longer have a subcommittee in place to plan and execute Village Concerts. Suggested that we ask 100th Committee to take this on for 2022/2023 seasons. e) Queen's Jubilee federal government is offering grant to assist with celebrating this event. Deadline for application submission is February 22 2022. BIA is suggesting a tea social in June. Community Hall has given available dates to BIA for planning purposes. Hall Board will support event with BIA. 12. SECRETARY'S REPORT a) Canadian Emergency Wage Subsidy ended Period 21 October 2021. Board gave direction to proceed with filing for the Tourism grant as this would include our space. b) Guides/Sparks started back up week of Feb 8 2022 c) Early On will begin in person programming beginning of March. d) Audit — books are being prepared for audit by Municipality for end of February. e) Secretary would like permission to set up My Account with CRA. This requires that an owner set up Account and giver permission for Secretary to have access. Secretary will work with Sierd DeJong to set up the account. Motion to adjourn by J. Calder 8:55 PM