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HomeMy WebLinkAbout2025-01-21In Attendance: NEWCASTLE COMMUNITY HALL BOARD Meeting January 21, 2025 7:00 PM Council Chambers J. Calder-Rowsell, Chair P. Martin W. Woo, Regional Councillor Regrets: V. Wong Staff In Attendance: McKayla Park, Secretary 1. Call to Order Chair called the meeting to order at 6:57pm W. Woo opened the meeting with the Land Acknowledgement statement. 3. Approval of Agenda Motion by P. Martin Seconded by W. Woo "CARRIED" 4. Cornhole League Delegates — Kyle Allin & Mel Green Kyle Allin opened discussion; inclusive community league; goal to bring together the community. Running as a non-profit organization to bring inclusivity and positive impact to the community. Requesting to continue Fall Rental Agreement and rate until the end of their leagues year — May 2025. Encouraged board to work together for community. Delegates left at 7:27pm 5. Approval of Minutes November and December minutes to be reviewed and approved in February 2025 6. Declaration of Interest None to report 7. Finance 7.1. Financial Report —M. Park Motion was made to accept the financial report with exception of YTD. Motion made by W. Woo, seconded by P. Martin "CARRIED" 7.2. Hall Improvement Projects - Finance Discussed seeking out information and quotes to remediate moisture/mildew and remodel the Centennial Room and upgrade Audio/Video Equipment in the Main Hall. J. Calder, W. Woo and M. Park to research companies and gather quotes for further discussion. Motion was made by W. Woo to replace signing table with antique table, white in colour — budget set at $250, seconded by P. Martin "CARRIED" 7.3 Adopt QuickBooks Payroll Motion was made by W. Woo to adopt QuickBooks payroll Seconded by P. Martin "CARRIED" Motion by W. Woo 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: Cornhole League Rental Labour Relations "CARRIED" MOTION TO RISE AND REPORT FROM CLOSED SESSION. Three items discussed in "closed" session in accordance with Section 239(2) of the Municipal Act, 2001. Closed session ended 9:01pm 9.1 Municipal Accountability Act Engagement Survey 9.2 Custodial Schedule Discussion related to additional casual staffing 9.3 Motion Change to Payroll Dates Motion by P. Martin to alter payroll dates to a standard payroll structure Seconded by W. Woo "CARRIED" 9.4 Quote for Cleaning Discussed having a deep clean done throughout the hall - M. Park will gather quotes. 9.5 Admin Cell Phone Motion by P. Martin for M.Park to set up administrator cell phone to be paid in full by the hall. Seconded by W. Woo "CARRIED" 9.6 Repainting Urns Discussed repainting garden urns black. J. Calder -Roswell will research companies and gather quotes. 10. Adjournment Motion was made to adjourn the meeting at 9:36 pm Motion made by W. Woo Seconded by P. Martin "CARRIED"