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HomeMy WebLinkAbout2024-02-201923 - 2023 NEWCASTLE COMMUNITY HALL BOARD Meeting February 20 2024 7 PM Council Chambers In Attendance: C. Yaki, Chair W. Woo, Regional Councillor B. Carmichael Regrets From: J. Calder-Rowsell P. Martin Staff In Attendance: G. Bell, Secretary K. Symak, Custodian _1►V_[41:1 ZL9lriTAOZCIA►VitAZI I Councillor W. Woo led the meeting with the Land Acknowledgement statement. 2. APPROVAL OF AGENDA Motion by W. Woo Seconded by B. Carmichael That the agenda is accepted as circulated. "CARRIED" 3. APPROVAL OF MINUTES Motion by W. Woo Seconded by B. Carmichael That the minutes of January 16 2024 are accepted as circulated. "CARRIED" 1 4. SUSTAINABILITY FOR COMMUNITY BUILDINGS 4.1 Roadmap for Community Board Sustainability An email was sent by Board Chair C. Yaki to Municipal employee V. Bilenduke- Guppy on February 13 2024 to verify whether she would be attending the February 20th Board meeting to facilitate a discussion around sustainability for community buildings. No response to email at this time, Board Chair C. Yaki will follow up to see if this can be rescheduled for a future date. The Roadmap for Community Board Sustainability was shared with the Board back on November 2 2021, the principals included in the report were to establish a four -step roadmap for sustainability. Board request to Councilor W. Woo if there was any final update or specific information that the Newcastle Community Hall Board needed to be aware of and current update. Assist with clarifying whether this falls under the current development of the Session for Parks, Rec and Culture Master Plan 4.2 Municipality Community Hall Consultation Session for Parks, Rec and Culture Master Plan Meeting was held via zoom on January 25 2024 and attended by Board Chair C. Yaki and Board Directors P. Martin and J. Calder-Rowsell. P. Martin - Summary of meeting with Municipality, Municipal Community Hall Boards and Dennis Kwan of Monteith Brown Planning Consultants attached. 5. A/C UPDATE — C. Yaki 5.1 Going forward Board Chair will ensure meeting minutes from the 100th Legacy Committee are attached to agenda. Previous minutes will be provided for Board review. At this time, we do not qualify for a Trillium Grant (see attached notes) 6. FINANCIAL REPORT 6.1 Motion by B. Carmichael Seconded by W. Woo That the financial report is accepted as presented. "CARRIED" 6.2 100th Committee Recognition — C. Yaki Motion by C. Yaki Seconded by B. Carmichael Motion that the expenses of $350.00 for the 100th Celebration Committee Jingle Mingle be approved and paid for out of the Newcastle Community Hall fundraiser account as a thank you from the Newcastle Community Hall Board to 100th Celebration Committee. "CARRIED" 6.2 Finance Terms of Reference — tabled to next meeting 7. CUSTODIAL UPDATE — K. Symak - Health and Safety — no incidents to report - Fire Inspection up-to-date - Stove hood in lower kitchen will be checked and certified next week. - Risk Assessment report will be reported on line to the Municipality and Board. - Main Hall hardwood floors/stage have been completed. Detailed cleanings have been ongoing for the last couple of months. - Discussed the need for a casual/parttime custodial staff. 8. EVENTS 8.1 Secretary gave update on bookings for 2024. - January and February were quiet in the main hall and meeting rooms - 24 weddings booked from May to December this is up from 2023 - 27 other events in the main hall from March to December, 14 of which are open to the public. - Currently 8 weekends remain open for the main hall in 2024 8.2 Motion by W. Woo Seconded by B. Carmichael That $1000.00 be budgeted for update of decor items in decor package offered to clients. "CARRIED" 8.3 The Chicks Concert: Social Media posting will continue, posters have been ordered. Decision to move forward will be made by February 28. We will need to sell 150 tickets to break even with expenses. 8.4 Board Chair C. Yaki, Board member W. Woo and Staff K. Symak attended a main floor and green house guided tour of Parkwood Estates on February 16 2024. This was great experience to understand how Parkwood is maintained and services that they offer to the community. Some really generative discussions with Parkwood team. We discussed having them to our building for a tour and further collaborating and sharing best practices. 8.5 Newcastle Community Hall Board has been invited to participate at Parkwood National Heritage Site, McLaughlin Room (Carriage House) for a presentation by Film Durham. This will be held on February 29 2024 from 1— 4 pm. Chair C. Yaki, G. Bell and K. Symak will be attending. There is one more spot available if anyone else would like to attend. Board Chair will also look at having film industry and Parkwood connections come and view the Newcastle Community Hall for suitability of filming in the near future. 3 9. COMMUNITY CONNECTIONS 9.1 Kawartha Pine Ridge District School Board has reached out for Newcastle Community Hall Board's continued support in 2024 with Focus on the Youth Lead Program. In 2023 we partnered with KPR, K. Symak mentored a student for approximately 6 weeks. Both parties agreed this was a very successful partnership. G. Bell will work with KPR to partner July 2 to August 16 2024. 9.2 Volunteer Appreciation Luncheon by Community Services of the Municipality of Clarington. Board will submit 5 volunteers to be recognized at this event. Event will be held at Garnet B. Rickard Complex on April 17 2024 from noon to 2 pm. This year they are introducing "Outstanding Volunteer" award for a deserving individual. Nomination form may be accessed on the link provided. 11. BOARD GOVERNANCE 11.1 Resignation Letter Motion by C. Yaki Seconded by B. Carmichael Motion to accept the resignation of S. Grant -Young effective January 16 2024 to fill the pending vacancy. "CARRIED" 11.2 Election Process Consider how both Municipal appointed and community elected members are selected and how the process is the same or differs. Consider extending boundaries to encompass current Newcastle boundaries. Should Board consider increasing current size of Board? Further discussion to be facilitated. 11.3 Board Workplan Board Chair C. Yaki suggested that Board Reference Manual be created that will help serve existing and future members. This would include items like Terms of Reference, By -Laws, Background, Policies, Board Committee Members, etc. Discuss options of how to move forward i.e. Board, create Governance Committee or hire outside source at a cost. Facilitate at our next meeting what we would like to see in this manual or added to the Terms of Reference. Board Chair proposed that Councillor W. Woo discuss with Municipality of Clarington training and review of By -Laws and Terms of Reference as a yearly requirement. 12. CLOSED SESSION Motion by B. Carmichael Seconded by W. Woo That, in accordance with Section 239 (2) of the Municipal Act, 2001, as amended, the meeting be closed for the purpose of discussing matter that deals with: Personal Information about an identifiable individual Municipal Freedom of Information and Protection of Privacy Act "CARRIED" 4 13. RISE AND REPORT FROM CLOSED SESSION Motion by B. Carmichael Seconded by W. Woo Motion to Rise and Report on Personal Information about an identifiable individual and Municipal Freedom of Information and Protection of Privacy Act. Items were discussed in "closed" session in accordance with Section 239 (2) of the Municipal Act, 2001, as amended. No resolutions were passed. "CARRIED" 14. OTHER BUSINESS 14.1 K. Symak proposed a Halloween event for 2024. He will submit details to the Chair to be discussed at the March meeting. 14.2 G. Bell reached out to Trichem Equipment Rentals to find out cost of purchasing dishwasher rather than rental. They were not receptive to this but said they would send quote. To date this has not been received. We will follow up. 14.3 Chair requested Councillor W. Woo reach out to IDEA Officer with the Municipality to see if we could arrange for a smudge to start our March meeting. 15. ADJOURNMENT Motion by W. Woo To adjourn at 10:10 am "CARRIED" 9