HomeMy WebLinkAbout2024-03-19NEWCASTLE COMMUNITY HALL BOARD
Meeting March 19 2024 7:00 PM
Main Hall
In Attendance: C. Yaki, Chair
W. Woo, Regional Councillor
B. Carmichael
J. Calder-Rowsell
R Martin
Staff In Attendance: G. Bell, Secretary
K. Symak, Custodian
1. LAND ACKNOWLEDGEMENT
Councillor W. Woo led the meeting with the Land Acknowledgement statement.
2. APPROVAL OF AGENDA
Motion by W. Woo
Seconded by J. Calder-Rowsell
March 19 2024 Agenda is accepted as circulated. "CARRIED"
3. APPROVAL OF MINUTES
Motion by W. Woo
Seconded by B. Carmichael
That the minutes and closed session of February 20 2024 are accepted as circulated.
"CARRIED"
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4. BUSINESS ARISING
4.1 Purchase of Dishwasher—G. Bell reported according to Trichem our current
dishwasher is not available for purchase as the rental is attached to financing
commitment with their financial company. We do have the option to purchase a
pre -owned dishwasher for $3500.00.
J. Calder will investigate a new company for purchase.
G. Bell will find out what penalty would be to cancel our contract with Trichem.
5. SUSTAINABILITY FOR COMMUNITY BUILDINGS
5.1 Roadmap for Community Board Sustainability
5.2 Municipal Community Hall Consultation Sessions for Parks, Rec and Culture
Master Plan — P. Martin attended meeting March 18 2024.
W.Woo reported there will be 5 phases in phase 2 Community Halls are
addressed, including sustainability.
6. FINANCIAL REPORT
6.1 Finance Report — G. Bell
Motion by J. Calder-Rowsell
Seconded by P. Martin
That effective March 19 2024 charge for cleaning of vomit at event will be
$500.00. "CARRIED"
Motion by J. Calder-Rowsell
Seconded by B. Carmichael
Financial report is accepted as presented. "CARRIED"
6.2 Finance Terms of Reference
P. Martin presented draft of Terms of Reference for Finance
Motion by P. Martin
Seconded by W. Woo
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That the NCH Board create a finance sub committee comprised of Chair and 2 Board
members.
7. CUSTODIAL REPORT— K. Symak Health
"CARRIED"
and Safety no incidents to report
Thank you to D. DeJong, J. Calder-Rowsell, G. Bell for covering vacation
Exterior cleanup will begin in next few weeks now that winter is over New
flag to be installed
8. EVENTS
8.1 Booking Update — see attached
8.2 The Chicks — social media post will be posted indicating cancelled.
8.3 Open House
April dates will be considered
9. COMMUNITY CONNECTIONS
9.1 Guest Hall Tour
Chair C. Yaki proposed scheduling a tour for Parkwood Estates. Board agreed to
proceeding with planning a tour.
9.2 Film Durham
Chair C. Yaki reported on seminar. NCH would join this group to be considered
for filming opportunities. Tour will be set up with company to view NCH.
9.3 Bowmanville Rotary 100th Anniversary Gala
Motion by W. Woo
Seconded By P. Martin
Six tickets to be purchased for Bowmanville Rotary 100th Anniversary Gala
"CARRIED"
10. BOARD GOVERNANCE
10.1 Board Vacancy
Chair C. Yaki has contacted L. Turcotte, Committee Coordinator, Legislative
Services Dept. regarding open position. Position has been posted a second time.
Advertising in Orono Times will be on Council Agenda March 25th. Board
questioned why we are not adhering to the Terms of Reference which states
NCH Board may appoint for remainder of term. Councillor W. Woo has
requested municipal staff to address question.
10.2 Election Process
C. Yaki reported Terms of Reference is under review which will address election
process.
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10.3 Board Workplan
G. Bell has requested Municipal staff update policies we currently have.
C. Yaki has requested future training by Municipality if necessary i.e. minutes.
11. CLOSED SESSION 9:09 PM
Motion by J. Calder-Rowsell
Seconded by P. Martin
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 "CARRIED"
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Motion by W. Woo
Seconded by B. Carmichael
Motion to Rise and Report on Personal Information about an identifiable individual/s.
Items were discussed in "closed" session in accordance with Section 239 (2) of the
Municipal Act, 2001, as amended.
Next steps for hiring process.
13. OTHER BUSINESS
14. ADJOURNMENT
Motion by B. Carmichael
Adjourn at 9:45 PM
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