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HomeMy WebLinkAbout2025-04-15In Attendance: NEWCASTLE COMMUNITY HALL BOARD Board Meeting Tuesday April 15, 2025 7:00pm Council Chambers J. Calder-Rowsell, Chair S. Payton D. Frost J. Blake M. Green W. Woo, Regional Councillor G Wilcox; T.Welsh; J.Stycuk — Clarington T. Vanhavebeke — Chair, Legacy Committee Regrets: P. Martin Staff In Attendance: McKayla Park, Secretary/Treasurer 1. CALL TO ORDER CLOSED SESSION Chair called the meeting to order at 7:00pm F# J!_I >•1 J_t•1.1 > • [•��i�L� 1�Z� i�i l 1 � 1 J. Blake opened the meeting with the Land Acknowledgement statement. 3. APPROVAL OF AGENDA Motion by M. Green to Approve Agenda with changes Seconded by W. Woo "CARRIED" 4. A/C Update-R Groen Municipality of Clarington Glen Wilcox's Architects chosen for the project; looking for solutions that will have little to no impact on the building to preserve building's history. Two options presented to the board; in both options new boilers will need to be installed. First option uses existing duct work and supplement with additional floor mounted units so that service can all be done from the basement. Option to have units wrapped to match the colour and look of the wood paneling. For Historical Room or any rooms that do not have open flooring, units would be ceiling mounted. Second option; main hall only; no blower units; two pieces of equipment in NEWCASTLE COMMUNITY HALL �. kx 7 9 basement and a renovation of duct work, longer project with more impact on the buildings daily operation. Request by board to see a digital visual of what the Main Hall would look like if it was chosen to use the wall and floor mounted units with the custom wraps. Emphasis on wanting to preserve the look of the Main Hall. Question raised regarding the heritage committee and if they have any concerns with option 1; no concerns noted at this time. Motion by M. Green to choose Option 1 for air conditioning; conditional on wrapped design mock up submitted to the board. Seconded by S. Payton "CARRIED" 4.1. Introduction of Legacy Committee-T. Vanhavebeke T. Vanhavebeke introduced the legacy committee and its goal of helping the Hall Board with fundraising for the upcoming a/c project. Discussion regarding the requirement of at least one board member joining the Legacy Committee. 5. APPROVAL OF MINUTES 5.1. Business Arising from previous minutes. Motion by W. Woo to approve minutes Seconded by D. Frost "CARRIED" 6. DECLARATION OF PECUNIARY INTEREST W. Woo and request letter that was sent to the board. 7. Financial Report -M Park Motion by S. Payton to approve financial report as submitted Seconded M. Green "CARRIED" 8. Centennial Room Update HRV system has been installed; carpets and entire room has been deep cleaned. Most recent air quality test failed and we are waiting on follow up from the municipality for further instructions. 9. Main Hall Sound Update Research in progress for new speakers and wireless microphone. Deferred to next meeting. NEWCASTLE COMMUNITY HALL 1 � 1 10. New Business 10.1. Security Researched hiring security guards for large events; quoted an hourly rate of $35 per security guard but they aren't able to provide support when dealing with intoxicated patrons or enforce patrons leaving the building. Will look into if any updates are needed to our rental terms to implement. 10.2. Public Health Inspection Reviewed Q1 inspection. Dishwasher will be serviced on Monday April 21, 2025 sanitization cycle for ppm of chlorine. Service request will be done on. Next health inspection is on April 29, 2025. 10.3. Cleaning Review of deep clean completed by Canadian Restorations Inc. 10.4. Urns Motion by M. Green to spend up to $2000 have the two historical urns picked up, fixed and repainted by Flash Fire Coatings. Seconded by W. Woo "CARRIED" 10.5. Policy Review Discussion regarding policy review and development; W. Woo will look into some drafts from the Municipality and Board will also further discuss the creation of a sub- committee. W. Woo left the meeting. 10.6. Letter Request to Board Motion by J. Blake to honour the use of a cancellation deposit from March 2023 for a new rental. Seconded by S. Payton 11. ADJOURNMENT Motion to adjourn by J. Blake at 9:56pmd Seconded by D. Frost "CARRIED" "CARRIED" Next Meeting Tuesday May 27T" 2025 7:00pm Agenda items must be submitted to the board chair no later than May 15, 2025.