HomeMy WebLinkAbout2025-07-16NEWCASTLE COMMUNITY HALL BOARD
Board Meeting
Tuesday July 16, 2025 7:OOpm
Council Chambers
In Attendance:
J. Calder-Rowsell, Chair
J. Blake
W. Woo, Regional Councilor
P. Martin
D. Frost
S. Payton
S. Stychuk, Acting Manager/Committee Staff Liaison, Municipality
of Clarington
A. Mercer, Building Operations Supervisor
Regrets: M. Green
Staff In Attendance: McKayla Park, Secretary/Treasurer
1. CALL TO ORDER
Chair called the meeting to order at 7:OOpm
2. LAND ACKNOWLEDGEMENT
P. Martin opened the meeting with the Land Acknowledgement statement.
3. APPROVAL OF AGENDA
Motion by S. Payton to Approve Agenda with changes
Seconded by D. Frost "CARRIED"
4. APPROVAL OF MINUTES
Motion by S. Payton to approve previous meeting minutes
Seconded by P. Martin "CARRIED"
4.1. Updates from Municipality on Outstanding Inquiries
4.1.1. Gardens/Mulch
Hall to choose which mulch will be purchased and once delivered How's
Your Yard will be contacted to complete edging and mulch. This will be
NEWCASTLE COMMUNITY HALL
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scheduled through Operations Supervisor. Irrigation system has been
repaired and is operational.
4.1.2. Centennial Room
Carpet removal planned for July 17th; once carpet has been removed air
quality will be retested within 3 weeks. In addition, the hall's foundation will
be waterproofed and additional areas of the basement will be tested for air
quality.
4.1.3. Roof/Leaks
Municipality has investigated and identified 3 main sources of intrusion;
they have received a quote to complete necessary repairs and next step is
to schedule a contractor to complete the work.
4.1.4. Fire Inspection
All deficiencies have been repaired and inspection certificate has been
issued. Municipality keeps a database with all fire extinguishers and will
replace any that have been used or damaged for replacement upon receipt
of a service request.
4.1.5. Flooring in Accessible Washroom
All contractors performing work with the hall must have a valid COI and
WSIB coverage, proof of insurance must be submitted to hall board prior to
work starting. J. Stychuk suggested we send quotes to Municipality for
review prior to hiring a contractor to ensure the work is quoted appropriately.
4.1.6. Break In
Provided the board with a Privacy Impact Assessment Report. Council
Briefing Notes have been shared with the board regarding break in that
occurred on July 11 th 2025.
J. Stychuk & A. Mercer left the meeting at 7:55pm
4.1.7. LED Projector
Tabled, moved to next meeting.
4.1.8. Custodial Cell Phone
Moved to next meeting as M. Green is absent.
4.1.9. Vibe Illuminations
New quote has been received, new quote and photos will be shared with
the board for review.
4.1.10. Accessible washroom
Motion by P. Martin to accept quote $3955.00 and hire GTA Epoxy to replace
flooring in accessible washroom, hallway and outdoor chair/storage room.
Seconded by W. Woo "CARRIED"
NEWCASTLE COMMUNITY HALL
4-Ato
Motion by S. Payton to set a budget of $3000.00 to update the washroom
with a new toilet, baby change station, accessible sink/vanity, paint and trim
work.
Seconded by P. Martin
"CARRIED"
5. DECLARATION OF PECUNIARY INTEREST
None to report
6. FINANCIAL REPORT -M Park
Corrections required due to excel formula errors. Will review corrections at next
meeting.
7. CONFIDENTIAL ITEMS
7.1. Motion by S. Payton at 8:55pm that in accordance with Section 239(2) of the
Municipal Act, 2001 the meeting has been closed the purpose of discussing a
matter that deals with labour relations or employee negotiations & the security of
the property of the municipality
7.2. Motion by J. Blake to Rise and Report 9:27PM
Two items were discussed in "closed" session in accordance with Section 239(2) of
the Municipal Act, 2001. No resolutions passed.
8. ADJOURNMENT
Motion by J. Blake to adjourn at 9:27pm
Next Meeting Wednesday August 6th 2025 7:00pm
Agenda items must be submitted to the board chair no later than July 25, 2025.