HomeMy WebLinkAbout2024-05-21NEWCASTLE COMMUNITY HALL BOARD
Meeting May 212024 7:00 PM
Council Chambers
In Attendance: C. Yaki, Chair
B. Carmichael
J. Calder-Rowsell
Staff In Attendance: J. Tutak, Secretary
K. Symak, Custodian
Regrets: W. Woo, Regional Councillor
Absent: R Martin
Also in Attendance: G. Bell
P. Thexton
1. LAND ACKNOWLEDGEMENT
K. Symak opened the meeting with the Land Acknowledgement statement.
2. APPROVAL OF AGENDA
Motion by B. Carmichael
Seconded by J. Calder-Rowsell
May 21, 2024 Agenda is accepted as circulated. "CARRIED"
With the additions to Business Arising: Correspondence, Summer schedule, Catering,
Focus on Youth, Smoking
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Motion by J. Calder-Rowsell
Seconded by B. Carmichael
Corrections to J. Calder-Rowsell's name. Motion to adjourn at 9:30pm
That the minutes and closed session of April 16 2024 are accepted as circulated.
"CARRIED"
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4. PRESENTATION — P. Thexton
A few plants were lost over the winter, three had been dug up. Cenotaph garden had
ants so a nontoxic Horse Spray was purchased and seems to be working well. Plants for
the patio have been purchased to go in after the Municipality has filled in the window
wells. Volunteers are needed to help mulch the gardens. C. Yaki to email municipality to
see if garden contracted company is available to assist with laying mulch on May 29t" or
June 3,d. The interlock in the parkette is to be edged.
5. BUSINESS ARISING
5.1 Purchase of Dishwasher
Waiting for a quote, no update.
5.2 Paintings
Donated paintings by Jane Eccles of historically significant dresses in stairwell will
remain property of the Historical Society, framing with a plaque. Further
discussion on where current photos will be moved to.
5.3 Fridges
B. Carmichael looked into fridges at Paddy's Market. Current fridges came from
Dayco, waiting to hear back for a quote. B. Carmichael and K. Symak will continue
to investigate and will report back for the next meeting. Looking to add a second
cooler in the bar area.
5.4 Liquor License
G. Bell called Director of Finance, T. Pinn to see if having a liquor license will
affect insurance. Waiting to hear back.
6. FINANCE COMMITTEE
6.1 Finance Report —J. Tutak
Motion by J. Calder-Rowsell
Seconded by B. Carmichael
Financial report is accepted as presented and move $35,000 into the GIC at Newcastle
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"CARRIED"
7. CUSTODIAL REPORT— K. Symak
Health and Safety Good. AED annual check done this morning, all went well.
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8. EVENTS
8.1 Community Events
Harvest Fest — Sat Oct 5
Tree lighting — hall board take over lighting of the hall
Santa parade — Sunday, November 17th, 5:30pm
Santa breakfast - Sunday, December 1st, 8-11am
8.2 Booking Update—J. Tutak
Discussed an upcoming request for a wedding in the parkette.
8.3 Open House
June 2 2024 has been booked for this event. 1— 3pm, posters to be printed
Decor set up chandelier, railings, ceiling treatment, bunting on table from 100tn,
staff to attend.
Motion made by J. Calder-Rowsell
Seconded by B. Carmichael
Motion made to spend $500 on advertising for the open house "CARRIED"
8.4 Village Concerts
List of bands are set, 10 sponsors so far. Main hall will not be booked Tuesday
evenings so that concerts may be moved indoors so no rain date needed.
9. COMMUNITY CONNECTIONS
9.1 Film Durham
C. Yaki reported tour of NCH occurred April 18. Offered to come take photos. Will
follow up the beginning of June
9.2 Volunteer Appreciation Lunch
Board members attended. Mayor Foster presented C. Yaki and R Thexton with a
Challenge coin for a symbol of appreciation and gratitude for the positive impact
they have made on the community.
10. BOARD GOVERNANCE
10.1 Board Terms of Reference
C. Yaki spoke with L. Turcotte, Committee Coordinator, Municipality is currently
working on Terms of Reference for NCH. Can expect them within the next month.
11. OTHER BUSINESS
11.1 Snowblower — discussed selling of snowblower for $600, as it is not needed.
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Motion by B. Carmichael
Seconded by J. Calder-Rowsell
Motion to remove the snowblower from the property to have it repaired for future
sale
"CARRIED"
11.2 Capital
C. Yaki to follow up on outstanding 2023 Capital projects.
1. Windows in the main halls
2. plaster in the main hall. Municipality has assessed and it will be a 5 -6 weeks
shut down to fix the plaster. Windows do not have a date yet.
11.3 Municipal Introduction
No update
11.4 Correspondence — Peninsula Canada received for information.
Request to use the parkette for music for fundraising for Bethesda House,
looking for Saturdays. C. Yaki to respond.
11.5 Summer Schedule —There will be no board meetings over the summer (July and
August)
11.6 Catering — Discussed request that came from staff regarding food prep.
11.7 Focus on Youth — A student from the Focus on Youth at KPR District School Board
will be coming in over the summer (July 3 — August 16) to work. Student has WHIMIS,
ladder training, First Aid training. School board will be send over a copy of WSIB
certificate as the student is insured and paid by the school board.
11.8 Smoking — Noticing excessive cigarette littering. No smoking allowed on the
property. Refer to section 8 in current contract.
12. CLOSED SESSION 9:15 PM
Motion by B. Carmichael
Seconded by J. Calder-Rowsell
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:
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Personal Information about an identifiable individual "CARRIED"
No resolutions were passed.
13. RISE AND REPORT FROM CLOSED SESSION 9:26pm
Motion by J. Calder-Rowsell
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.
"CARRIED"
14. ADJOURNMENT
Motion by B. Carmichael
Adjourn at 9:30pm
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