HomeMy WebLinkAbout2026-07-23
Board Meeting
Thursday July 23, 2026, 7:00pm
Council Chambers
In Attendance:
J. Calder-Rowsell, Chair
S. Payton
D. Frost - Regrets
J. Blake - Regrets
P. Martin
W. Woo, Regional Councilor
Staff In Attendance: McKayla Park, Secretary/Treasurer
1. CALL TO ORDER
Chair called the meeting to order at 7:09pm
2. LAND ACKNOWLEDGEMENT
P. Martin opened the meeting with the Land Acknowledgement statement.
3. APPROVAL OF AGENDA - DECLARATION OF CONFLICT OF INTEREST
Motion by S. Payton to Approve Agenda with changes
Seconded by P. Martin “CARRIED”
No conflict of interests to report
4. APPROVAL OF MINUTES
Motion by S. Payton to approve June 19, 2026, meeting minutes as circulated
Seconded by J. Rowsell “CARRIED”
5. Business Arising from Previous Minutes
5.1. Storage Shed
Reviewed quotes for the construction of a storage shed for tables and chairs.
Further discussion is required. J. Rowsell will consult with Building Services and the
Heritage Committee to confirm available options and requirements. The possibility of
having the concrete pad installed by volunteers was also discussed. M. Park will
obtain a quote for the required materials.
6. FINANCIAL REPORT
Motion by P. Martin to approve financial reports as circulated.
Seconded by W. Woo “CARRIED”
7. CHAIR REPORT
Reviewed the Board Chair’s Report for the past month. The report provided an
overview of ongoing activities and facility operations.
8. FUNDRAISING
8.1. June 19 Movie Night – Reviewed movie night reports and costs.
8.2. July 25 80’s/90’s Dance Party – event postponed due to slow ticket sales.
8.2.1. Halloween Dance - The DJ/VJ and food vendor have confirmed their
availability and agreed to rebook for the new date.
9. AIR CONDITIONING
Update on a/c progress; final discrepancies still in progress. A timeline for
completion has been requested along with a schedule for when the contractors will
need to access the building.
10. NEW BUSINESS
10.1. Rental Rates
Motion by S. Payton to adopt suggested rates for 2027 & 2028.
Seconded by P. Martin “CARRIED”
10.2. Girl Guides of Canada
Motion by W. Woo to keep this community group at their current rental rate for
the 2026-2027 season.
Seconded by P. Martin “CARRIED”
10.3. Food Bank
Motion by S. Payton to continue the existing arrangement with the Food Bank for
their bi-monthly Board meetings.
Seconded by W. Woo
“CARRIED”
10.4. Discussed organizing a styled shoot and open house to promote the hall
and capture new marketing images this winter.
10.5. Christmas Dinner
Motion by S. Payton to allow Christmas Dinner committee to use our kitchen on
December 23rd and December 24th to prepare and delivery holiday meals to
members of our community. The Newcastle Hall Board will approach the
committee about a collaborative event.
10.6. Teen Dances – motion by W. Woo to table to next meeting.
Seconded by P. Martin “CARRIED”
10.7. Fountain Repairs
Discussion regarding addressing required fountain repairs. Research and quotes
to be gathered to review at next meeting.
10.8. Homesmiths Hearts and Harmony Fundraiser
Motion by W. Woo to support the fundraising event being held on September 18,
2026, including providing volunteers to assist with the coordination and
operation of the event.
Seconded by S. Payton “CARRIED”
11. CONFIDENTIAL ITEMS
Motion by W. Woo that in accordance with Section 239 (2) of the Municipal Act,
2001, as amended, the meeting be closed for the purpose of discussing matters that
deal with: The security of the property of the municipality [s. 239(2)(a)]
RISE & REPORT
Motion by P. Martin to Rise and Report at 8:47PM
One item was discussed in “closed” session in accordance with Section 239(2) of the
Municipal Act, 2001. No resolutions required.
12. ADJOURNMENT
Motion by S. Payton to adjourn at 8:48pm
Next meeting Thursday August 20, 2026 - 7:00pm Council Chambers