HomeMy WebLinkAbout2025-09-23
NEWCASTLE COMMUNITY HALL BOARD
Board Meeting
Tuesday September 23, 2025 7:00pm
Council Chambers
In Attendance:
J. Calder-Rowsell, Chair
W. Woo, Regional Councilor
P. Martin
D. Frost
S. Payton
M. Green
T. Walsh – Municipality of Clarington
Regrets: J. Blake
Staff In Attendance: McKayla Park, Secretary/Treasurer
1. CALL TO ORDER
Chair called the meeting to order at 6:59pm
2. LAND ACKNOWLEDGEMENT
P. Martin opened the meeting with the Land Acknowledgement statement.
3. APPROVAL OF AGENDA
Motion by M. Green to Approve Agenda with changes
Addition of Tenant Leases to be discussed with the Financial Report
Replace 7.1 to remove Gardens and add request to discuss Historical Society
planting banners in the front gardens.
Addition of Confidential items
Seconded by P. Martin “CARRIED”
4. APPROVAL OF MINUTES
Motion by S. Payton to approve previous meeting minutes
Seconded by W. Woo “CARRIED”
4.1. BUSINESS ARISING FROM PREVIOUS MINUTES
4.1.1. Vibe Illuminations
Update provided from heritage committee meeting; next step T. Welsh to
meet with Vibe Illuminations to go over scope of work and will then apply to
the Heritage Committee for approval.
4.1.2. Long & McQuade Quote
Reviewed quote for sound system upgrade and discussed option for indoor
and outdoor sound system as well as a projector.
Motion by M. Green to accept indoor sound system and projector quote
totaling $10,336.15 and reject outdoor sound system quote, can revisit
outdoor sound next year as budget permits.
Seconded by W. Woo “CARRIED”
4.1.3. UPDATE FROM T. WELSH ON A/C INSTALLATION
T. Welsh provided board with an update on a/c installation; contractor may
be . Main Hall kitchen has been removed from the scope of work due to
contingency restraints and it is something that the Municipality can install
in house. An additional update regarding Elexicon Energy and the hydro
upgrade should be available early next week but the Municipality is
confident a/c will be installed and operational before Summer 2026.
5. DELARATION OF PECUINARY INTEREST
P. Martin has a conflict with Historical Society rent
W. Woo has a conflict with the Masons rent
6. FINANCIAL REPORT
Reviewed July and August Ledger as well as 2025 YTD.
6.1. TENANT LEASES
Discussed tenant leases and reviewed proposed rate increases. Talked about
the increase in operation costs for 2026 to accommodate air conditioning and
other building improvement projects.
|Motion by S. Payton to adopt proposed rent increase for The Newcastle Lion’s
Club
Seconded by W. Woo. “CARRIED”
Motion by S. Payton to adopt proposed rent increase for The Durham Lodge 66
Seconded by M. Green. “CARRIED”
Motion by M. Green to adopt proposed rent increase for YMCA
Seconded by D. Frost. “CARRIED”
Motion by S. Payton to adopt proposed rent increase for The Historical Society
Seconded by M. Green. “CARRIED”
Motion by M. Green to adopt proposed rent increase for Newcastle Bowling
Association
Seconded by P. Martin “CARRIED”
NEW BUSINESS
6.2. HISTORICAL SOCIETY – BANNERS
Historical Society would like to create flag style banners to display; board is
requesting more information.
6.3. GTA EPOXY QUOTE
Reviewed quotes to redo flooring in various areas of the building. Board would
like to research and gather additional quotes for comparison.
6.4. MCHALE’S PAINT QUOTE
Reviewed quote to repair and repaint hallways leading to washrooms, basement
common area and stairwells. Board would like to research and gather additional
quotes for comparison.
6.5. FALL PLANTER UPDATE
S. Payton is picking up planters tomorrow (Wednesday Sept 24 2025) to update
for the fall season.
6.6. MASONS REQUEST – W. Woo left the meeting
Board discussed the Mason’s email request to utilize the main hall at no charge
for a family led charity event. The request has been denied as there are many
charity organizations and events that take place at the hall and we aren’t able to
offer a free rental to some and not others. In addition Masonic Lodge is granted
two discounted rentals annually within their lease agreement and it has been
suggested that they use one of the already discounted rentals for their requested
event.
6.7. CONFIDENTIAL ITEMS
Motion by S. Payton at 8:35pm that in accordance with Section 239(2) of the
Municipal Act, 2001 the meeting has been closed the purpose of discussing
matters that deal with:
Labour relations or employee negotiations [s. 239(2)(d)]
7. MOTION TO RISE AND REPORT
Motion by M. Green to Rise and Report 9:22PM
One item was discussed in closed session in accordance with Section 239(2) of the
Municipal Act, 2001. One resolution passed.
8. ADJOURNMENT
Motion by W. Woo to adjourn at 9:23pm
Next Meeting Tuesday October 21, 2025, 7:00pm