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HomeMy WebLinkAbout2022-06-21NEWCASTLE COMMUNITY HALL BOARD June 212022 Council Chambers 7 pm Present Were: Henry Corvers Sierd DeJong Janeen Calder Barry Carmichael Regrets From: Marg Zwart, Local Councilor Crystal Yaki Granville Anderson, Regional Councilor Also Present: Gabrielle Bell, Secretary 1. AGENDA Motion by S. DeJong, seconded by H. Corvers The agenda is accepted as circulated with the following additions: a) New Business — Hot Water Tank b) Correspondence — Horticultural Society "Carried" 2. MINUTES Motion by S. DeJong, seconded by J. Calder The minutes of May 17 2022 are accepted as circulated with correction: a) G. Anderson was in attendance "Carried" 3. BUSINESS ARISING a) Village Concert Lloyd Johnson has resigned from Village Concert Committee at a meeting of the Committee on May 312022 that was attended by G. Bell and S. Johnson as he did not have support of Board to go ahead with his plan for Clarington has Talent. G. Bell informed L. Johnson that he did not have approval from the Newcastle Hall Board to proceed with his plans at Docville under the umbrella of the Village Concerts. There could be issue of insurance coverage as well being off site. He had planned to pay $250/night each Friday night to hold auditions and practices for Clarington Talent to perform at the end of August at the Village Concerts. At the time of meeting there were no sponsors in place and concerts were to begin June 7. Entertainment was lined up but no information given to the Newcastle Hall Board or Committee until meeting. The week of May 31 the Village Voice posted on FB the upcoming concerts as given to them by L. Johnson. They were asked to remove post as the concerts were being postponed. FB post letting followers know we did not have sponsorship in place therefore June dates would not be happening brought in sponsorship. G. Bell delivered sponsor letters to businesses as well. We now have 23 sponsors in place and will be running a series of 8 concerts starting July 5 2022. Fred Cambers was contacted and also resigned from Committee. b) Garden Committee B. Carmichael reported project is finished for the most part. Watering is ongoing to give new plantings a chance to catch. Non -toxic product will be put in garden to deter the squirrels from digging as they have become a problem. Hostas have been moved to the gazebo garden. Silver lace vine has been placed in front of fencing on west side of parkette. It is estimated 380 hours of volunteer time has been worked by Barry Carmichael and Patt Thexton on the gardens. c) Accessibility Charging Station —we have received recommendation from Municipality to place station under Gazebo with a removable/folding chair. Board discussed other options as the gazebo is used for weddings and is not maintained in the winter. Suggested spots a) at front entrance by benches b) best option is still parking lot at Lions entrance in opinion of Board members. d) Maintenance Work plan -week of June 20 the Town will have staff doing outside work on building in preparation for July 1 Cornerstone Event. Windows will be cleaned, brickwork and cornerstone cleaned. Front doors re -stained, front walkway repaired. It was noted that the front windows are peeling so the Christmas lights will not stay on. e) Exterior Front Door Pendant Light — this is still outstanding considering whether refurbishment of replacement is best option. f) 100' Celebration Committee — July 1 Event Schedule attached of events for the day. All Board members and staff are encouraged to attend and participate in this event. 4. CAPITAL PROJECT BUDGET SUBMISSION Chair C. Yaki and B. Carmichael recommend that we submit capital budget items — curtains for Main Hall, Main Hall windows replaced, front building windows sand/repaint Motion by H. Corvers , seconded by J. Calder The board moves to submit the following items for 2023 capital budget: a) Curtain replacement in main hall b) Windows replaced in main hall c) Sand/repaint front building windows "Carried" 5. FINANCIAL REPORT Motion by H. Corvers, seconded by S. DeJong The financial report is accepted as presented. "Carried" 6. INVOICES 7. CORRESPONDENCE a) United Church has requested space to store items to be donated to Ukrainian families to pick up. They are not sure when the space is needed and for how long. It was decided that at this time we do not have space available. b) BIA minutes have been received for information c) Tenants letter re: upcoming events for 100t" has been sent out — see attached d) Horticultural Society would like approval to plant a bush/shrub in gardens in honor of Mary Thorley. Mary passed away in 2019, she was a wonderful hard working member of the Horticultural Society and we wanted something to honor her. The Horticultural Society has also had a motion approved to donate to the Newcastle Community Hall up to $500.00 towards cost of flowers to be planted. Secretary will look back in records for information on in memorial plantings. e) Early On contact Judy Tyron has invited Secretary and Chair to opening of new site in Bowmanville. We are honored to be included in this opening; it indicates we have cultivated a good relationship with our Tenant to be included in their new endeavors. 8. NEW BUSINESS a) Insurance Portal Information Session June 23 2022 at 6 pm. G. Bell will attend with questions and concerns pertaining to Newcastle Community Hall. b) Hall Sustainability/Succession Plan Meeting with Co -Chairs and Community Development Lee -Ann Reck on June 20 2022. B. Carmichael reported that for hiring purposes it appears the hall would be responsible for all policies. They will be reaching out to the Newcastle Arena Board to discuss their process. c) Secretary noticed one of the 4 hot water tanks was 24 years old. Reliance was contacted and a new tank has been installed at the same rental price. The other 3 are 10 years old and should be replaced in next 2-5 years. d) J. Calder would like to thank the Hall Board on behalf of BIA for the use of the kitchen for their perogie fundraiser for the Ukraine. They raised over $3000.00 e) There will be no meetings in July and August unless called by the Chair/s Motion to adjourn by H. Corvers at 8:30 pm "Carried"