HomeMy WebLinkAbout2024-04-16NEWCASTLE COMMUNITY HALL BOARD
Meeting April 16 2024 7:00 PM
Council Chambers
In Attendance: C. Yaki, Chair
W. Woo, Regional Councillor
B. Carmichael
J. Calder -Roswell
P. Martin
Staff In Attendance: G. Bell, Secretary
K. Symak, Custodian
1. LAND ACKNOWLEDGEMENT
Councillor W. Woo opened the meeting with the Land Acknowledgement statement.
2. APPROVAL OF AGENDA
Motion by J. Calder -Roswell
Seconded by P. Martin
April 16 2024 Agenda is accepted as circulated with Add to 4.2 Business Arising
Correspondence. "CARRIED"
3. APPROVAL OF MINUTES
Motion by B. Carmichael
Seconded by W. Woo
That the minutes and of March 19 2024 are accepted as circulated.
"CARRIED"
4. BUSINESS ARISING
4.1 Purchase of Dishwasher
G. Bell reported there will be no charge to break lease with Trichem
J. Calder -Roswell has information on a dishwasher company, G. Bell will contact
to request information and quote.
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4.2 C. Yaki brought forward request from Historical Society to hang two donated
paintings by Local Artist, Jane Eccles, of dresses of historically significant
Newcastle women, Olive Wilmot and Anna Vincent Massey. The request is to
hang the paintings in the 2nd floor stairwell. B. Carmichael will investigate the
current pictures hung in the stairwell. Question of ownership and insurance will be
discussed with Historical Society before a decision is made.
5. FINANCE COMMITTEE
5.1 Discussed members on the finance committee. Tabled until newly appointed
Board member is in place.
5.2 Finance Report — G. Bell
Motion by J. Calder -Roswell
Seconded by B. Carmichael
To renew GIC when it comes due in May 2024. "CARRIED"
Motion by J. Calder -Roswell
Seconded by B. Carmichael
To set aside $50,000.00 in GIC for A/C fund. "CARRIED"
Motion by B. Carmichael
Seconded by J. Calder -Roswell
Financial report is accepted as presented. "CARRIED"
6. CUSTODIAL REPORT— K. Symak
6.1 Health and Safety no incidents to report
6.2 Reported that 2 upright fridges (one in kitchen and one in bar area) are starting
to have problems suggest we should plan for replacement. The black cooler
(which is over 30 years old) in the bar area is also not up to proper cooling
temperature. We will investigate cost of replacing the two fridges and if we
require an additional third fridge to replace the old cooler.
7. EVENTS
7.1 Open House
J. Calder -Roswell reported tenants have been contacted, response is positive to
participating. June 2 2024 in the Main Hall has been booked for this event.
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8. COMMUNITY CONNECTIONS
8.1 Film Durham
C. Yaki reported tour of NCH will be arranged for April 18tn
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9.1 Board Vacancy
C. Yaki has received information from Municipality that there are 2 applications
received. Council will ratify at May 27 meeting, newly appointed member will
attend June meeting.
9.2 Board Open Discussion
10. OTHER BUSINESS
10.1 Liquor License
Motion by W. Woo
Seconded by J. Calder -Roswell
Purchase a 2 year liquor license at a cost of $1055.00 for Hall Board events such as
Village Concerts (wine/cheese on the patio), concert fundraiser, etc. "CARRIED"
10.2 Corn hole League
Motion by J. Calder -Roswell
Seconded by P. Martin
Weekly Tuesday rental of the main hall to Cornhole League approved, contract will be
drawn up.
10.3 Fire Inspection Certificate
Report from secretary on 2023 Fire Inspection Certificate from EPI requested
through the Municipality was received April 12 2024.
10.4 Policy Updates from Municipality
March 5 2024 email sent to Community Development Coordinator at Municipality of
Clarington, requesting updated versions of 8 policies we have on file received from
Municipality dating back to 2006. April 12 2024 updated policies received.
10.5 Smart TV
B. Carmichael is investigating pricing of components for AV equipment. Secretary
noted that requests are for Smart TV rather than a screen.
10.6 Fog Machine
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Request for use of fog machine in main hall — currently this is not permitted as it
will set off smoke alarms. The secretary contacted fire department and was told we
would have to seek permission from the fire safety officer.
This could also involve fire watch being required by Newcastle Community Hall if
alarms were turned off. Board agreed we would not pursue this request for use of
fog machines.
11. CLOSED SESSION 9:09 PM
Motion by W. Woo
Seconded by B. Carmichael
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 at 8:47 pm "CARRIED"
12. RISE AND REPORT FROM CLOSED SESSION 9:28 PM
Motion by J. Calder-Rowsell
Seconded by W. Woo
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.
12.1 Resolution passed to hire Janel Tutak for part time position of Office
Administrator.
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Motion by W. Woo
Adjourn at 8:50 PM
"CARRIED"
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