HomeMy WebLinkAbout2023-10-171
NEWCASTLE COMMUNITY HALL BOARD
Meeting October 17 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: G. Bell, Secretary
Regrets From: K. Symak, Custodial
Also In Attendance: R. Groen, Building and Property Supervision - Municipality
T. Welsh, Facilities Supervisor – Municipality
Ken Ferguson, Facilities Manager - Municipality
T. VanHaverbeke, 100th Anniversary Celebration, Legacy Committee
R. McArthur, 100th Anniversary Celebration, Legacy Committee
1. LAND ACKNOWLEDGEMENT
P. Martin led the meeting in the Land Acknowledgement statement.
2. AGENDA
Motion by W. Woo
Seconded by B. Carmichael
That agenda is accepted as circulated “CARRIED”
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3. A/C PRESENTATION
R. Groen spoke to the Board and Legacy Committee on the feasibility of A/C in
Newcastle Community Hall.
Current estimate $565,000 to $600,000 for entire building
For just the Main Hall estimate $400,000 plus electrical upgrades
Would require a letter from Newcastle Hall Board to Clarington Council to request
A/C for the building.
Plan design for 2024 and install 2025
Next steps – Newcastle Hall Board and Legacy Committee meet to discuss letter of
request.
4. APPROVAL OF MINUTES
Motion by S. Grant-Young
Seconded by W. Woo
That Minutes of September 19 2023 are accepted as circulated.
5. FINANCIAL REPORT
5.1 Credit Card - G. Bell reported that as per meeting with CIBC bank contact that a
credit card for NCH would have to be under an individual’s name and credit bureau.
G. Bell has declined to accept a credit card for NCH with her name attached to it.
5.2 GIC – G. Bell reported at this time the GIC has earned just over $1600.00 in interest .
5.3 Motion by J. Calder-Rowsell
Seconded by. B. Carmichael
That financial report is accepted as presented. “CARRIED”
5.4 2023- 2027 Budget Approval
Motion by J. Calder-Rowsell
Seconded by P. Martin
That 2023 – 2027 Budget is approved. “CARRIED”
5.5 QuickBooks will be put on hold while secretary investigates with Municipal Finance
Dept. on producing reports through excel spreadsheet.
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5.6 Financial Committee - it is agreed that P. Martin, S. Grant-Young, C. Yaki will come
back with formal terms of reference and plan for a financial Committee to be
considered by the Board.
6. CUSTODIAL REPORT
- Custodian submitted report on incident with Newcastle resident
- Board members in agreement that only Newcastle Community Hall social media
platforms would be used to engage the community. Going forward individual
board members will not post on their social media.
- Noted that the hall has been extremely busy the last 2 months and staff have
put in many hours to ensure all clients have the best experience.
7. PARKETTE/HALL LIGHTING CONTRIBUTION
Motion by W. Woo
Seconded by S. Grant-Young
That Newcastle Community Hall contribute $600.00 to lighting.
“CARRIED”
8. SPONSORSHIP OF BBBS GALA – this event has been changed to a concert
9. SANTA PARADE
C. Yaki and J. Calder-Rowsell will make arrangements.
10. FUNDRAISER CONCERT APRIL 27 2024
B. Carmichael will bring 3 suggested bands to next meeting.
11. MAIN HALL RAILING
B. Carmichael will obtain quotes for new railing that would be more appropriate for
the period of the hall. The current railing has missing spokes.
12. TECHNOLOGY
B. Carmichael will investigate options for upgrading audio visual in main hall.
13. COMMUNITY OUTREACH
S. Grant-Young suggested we use our calendar on website to inform residents of
events coming to Hall.
14. CHAIR UPDATE
C. Yaki complimented Board on all the accomplishments over the past year. Would
like to ensure we do not lose sight of planning for the future with strategic plan and
goal setting. An email will be sent out requesting input from Board members.
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15. NEXT MEETING – November 21 2023
16. ADJOURNMENT
Motion to adjourn B. Carmichael “CARRIED”