HomeMy WebLinkAbout2025-03-18NEWCASTLE COMMUNITY HALL
In Attendance:
NEWCASTLE COMMUNITY HALL BOARD
Board Meeting
Tuesday March 18, 2025 7:00pm
Council Chambers
J. Calder-Rowsell, Chair
P. Martin
S. Payton
D. Frost
J. Blake
M. Green
Regrets: W. Woo, Regional Councillor
Staff In Attendance: McKayla Park, Secretary/Treasurer
1. CALL TO ORDER CLOSED SESSION
Chair called the meeting to order at 6:58pm
2. LAND ACKNOWLEDGEMENT
J. Blake opened the meeting with the Land Acknowledgement statement.
3. APPROVAL OF AGENDA
Motion to Approve Agenda with changes by M. Green
Seconded by Deanna
4. DECLARATION OF PECUNIARY INTEREST
None to report
5. APPROVAL OF MINUTES
Motion to approve minutes
P. Martin
S. Payton
"CARRIED"
"CARRIED"
NEWCASTLE COMMUNITY HALL
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6.1. Gardens
6.1.1. Discussion regarding managing and upkeep of Hall gardens. Newcastle Gardening
Club offered some suggestions on upkeep and how to make them easier to
maintain. Newcastle Gardening Club offered to assist in removing some plants and
splitting them to sell or transport. Suggestion to form a volunteer group to do the
initial spring clean-up and planting/transporting any plants/flowers that may need
to be removed. Watering system would need to be repaired and unburied if we
plan to use an automated watering system. Will gather quotes to to hire a
landscaper for weekly maintenance; J. Rowsell to get a quote from How's Your Yard.
6.2. Main Hall — Audio Equipment
6.2.1. Deferred to next meeting.
6.3. Purchase of Dishwasher
6.3.1. Will review rental terms and cost; leaning towards continuing the rental vs.
outright purchase. M. Park to look into descaling service and regular maintenance
included with rental
6.4. Centennial Room Closure
6.4.1. Updated board members on Centennial Room; it is currently closed due to air
quality test results. Discussion regarding April 61h rental that has booked all 3 rooms
within the hall. Will discuss with renter to see if it would be acceptable to add an
enclosed tent in our patio area to provide a space for equipment to be stored.
6.5. Tables for Main Hall & Centennial Room
6.5.1. Need to replace banquet and craft tables that are damaged. Preference to find
tables that are lighter than what we currently offer. Inventory and condition report
of all tables, including round tables that stored in the basement is required.
Motion by M. Green to replace damaged craft and banquet tables, up to 10 tables
with a budget of $2000.00.
Seconded by D. Frost
D. Frost assigned to this task.
"CARRIED"
NEWCASTLE COMMUNITY HALL
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7. FINANCIAL REPORT & EVENTS UPDATE — M.PARK
7.1. Motion by J. Blake to accept the financial report as submitted.
Seconded by M. Green
"CARRIED"
7.2. Motion by P. Martin to look into investing some of our current operating balance. Will
map out the next 6 months of expenses to provide an amount that we could safely
invest without affecting operations that can be drawn when needed.
Seconded by S. Payton.
"CARRIED"
8. NEW BUSINESS
8.1. Discussion regarding changing the day of the week our regular board meeting falls on.
M. Park to discuss with municipality to see if it is an option.
8.2. Employee Contracts
Employment lawyer to review and revise our employee contracts. Hourly rate quoted is
$375.00. Motion by S. Payton to spend up to $2000 on lawyer fees for employee
contract revisions.
Seconded by M. Green
"CARRIED"
9. ADJOURNMENT
Motion to adjourn by P. Martin at 8:30pm
Seconded by D. Frost