The URL can be used to link to this page

Home My WebLink About2017-04-11 MinutesNewcastle Memorial Arena Management Board Municipality of Clarington Minutes of Meeting – April 11, 2017 In Attendance: Gord Lee, Chair Bryan Wiltshire, Arena Manager Shea-Lea Latchford, Carol Little, Susan White, Peter Kennedy, Gary Oliver, Councillor Partner, Regional Councillor, Woo Regrets – Jay Summers • Call to Order -7:10 P.M. • Adoption of Minutes – Motion # 17-009 was proposed: THAT: The minutes of February 14, 2017 are accepted as presented. Moved by: Peter Kennedy Seconded by: Councillor Partner CARRIED Motion # 17-010 was proposed: THAT: The 2017 income forecast and budget be accepted, as presented by the chair. Moved by: Gary Oliver Seconded by Carol Little CARRIED Motion # 17-011 was proposed: THAT: The price increases to ice and floor rental rates proposed by the board members and reflected in our 2017 income forecast be accepted and put in place for September, 2017. Moved by: Peter Kennedy Seconded by: Susan White CARRIED (2) • Arena Manager’s Report: Clarington Minor Lacrosse League was to commence at the arena on April 16th, 2017. All indications suggested we may get a slight increase in rental hours, with games on Saturdays, rather than practices. Not confirmed yet but, we should obtain at least as much summer floor revenue as last season. 2016 summer revenue was $12,691.00. Gary Oliver suggested we attempt to open the snack bar for Saturday summer lacrosse games, should they be scheduled and we are advised in advance. This would help us move some of the left-over stock in the snack bar, particularly the beverages that don’t dispense in the vending machine and the Slushie and Popcorn inventory. Bryan’s part-time summer employee could handle the snack bar on those game days. Bryan advised inspection and plans by the municipality to upgrade our electric panels are being carried out and tenders are about to be requested. Tentative plans call for upgrades to be completed this summer. The Newcastle & District Chamber of Commerce had officially cancelled their summer trade show at the arena. Twice they had requested date changes and then, cancelled all together. Lack of volunteer assistance was cited. Arrangements had been made to have the Olympia picked up and serviced. It will be returned in August. All the unruly vines along the east fence line had been cut down and disposed of. Peter Kennedy, whose back yard is adjacent to the fence, suggested we could possibly replace and plant a few cedar trees along the fence line to keep the parking area reasonably private for all of the property owners backing onto the arena property. Bryan reported nothing had been done about a water bottle filling station as yet. This subject is now on the Municipality Hall Board Information Meeting of May 27th. All board members are invited to attend. At our May 9th, meeting, the agenda will be provided and a list of attendees from our board will be solicited. Questions can also be submitted by any member, in advance of the meeting. Safety inspection and reports are being completed by Sue and Bryan on a regular basis, with Bryan following up on any issues. Gord and Bryan are scheduled to meet with Mr. Horvath on June 1st, 2017 to review the Health & Safety Binder provided by his office. We are still waiting on the revision of our rental contracts and what requirements the municipality now is requesting from the Clarington Farmers’ Market. This will all be taken up at our meeting in June. (3) • Financial Report – An income statement was provided for YTD March 31st, 2017 with $131,955.70 in revenue and accounts receivables at $80,897.92 – 38% of A/R being current, ($30,400.00). Bryan will be working on the receivables to bring collections up to date. • New Business – Discussions took place regarding the declining sales in the snack bar and the future operation of same. Sales revenue hardly covers employee cost to operate. With minimum wages in the vicinity of $11.00/hr. plus vacation pay and CPP, are losses are significant. Motion # 17- 012 was proposed: THAT: The snack bar is closed permanently and we move to a full vending operation before opening for the fall/winter 2017 season, in September. Moved by: Shea Lea Latchford Seconded by: Councillor Woo CARRIED Further to the above, our current candy vendor offered to place additional vending equipment on location with a similar arrangement to the 30% commission we currently receive. Gord and Bryan will search out other options and talk with Community Services and Operations Department and bring suggestions back to the board members. This will all be completed in May June and plans implemented for early August. • Next Meeting: Tuesday May 9th, 2017 – 7:00 P.M. • Adjournment: Motion # 17-013 – Motion to Adjourn – Moved by: Councillor Partner Seconded by: Shea-Lea Latchford CARRIED Arena Board Financials (Forecast & Actual 2017) Revenue 2015 Actual 2016 Actual 2016 April, 30 April 30,2017 2017 Forecast Ice Rental $251,430.35 $256,966.91 $128,713.58 $270,500.00 Public Skating $3,930.83 $4,211.04 $2,442.04 $4,500.00 Canteen Sales $17,758.57 $10,966.40 $4,611.56 $6,000.00 Vending Sales $423.01 $1,091.15 $803.11 $6,500.00 Sign Rentals $7,200.00 $10,500.00 $0.00 $7,500.00 Summer Rentals $10,416.15 $12,691.38 $1,203.67 $10,000.00 Upstairs Rentals $5,110.62 $4,032.75 $2,100.00 $5,000.00 Storage Charges $1,200.00 $1,200.00 $1,200.00 $1,200.00 Misc. Income $0.00 $0.00 $0.00 Total Revenue $297,469.53 $301,659.63 $140,773.04 $311,200.00 Payroll Expense Wages -Arena $107,489.51 $107,277.80 $47,042.63 $109,400.00 Wages - Canteen $11,207.96 $8,932.59 $3,602.06 $4,500.00 Vacation Pay $5,741.91 $5,685.10 $2,224.39 $5,200.00 E.I. Expense $3,011.55 $2,950.83 $1,103.79 $2,600.00 C.P.P. Expense $3,826.34 $4,044.83 $1,671.71 $3,800.00 W.C.B. Expense $2,556.23 $2,488.37 $1,631.88 $2,200.00 Employee Bn'fts.$5,724.99 $7,998.11 $1,763.39 $7,000.00 Total Payroll $139,558.49 $139,377.63 $59,040.25 $134,700.00 Genr'l. Expenses Bookkeeping $10,160.00 $10,000.00 $3,680.00 $10,000.00 Capt'l Expenditr's $0.00 $0.00 $0.00 $10,000.00 General Admin.$2,702.62 $819.16 $818.38 $2,200.00 Canteen Purch's $11,637.33 $9,447.36 $2,318.84 $4,000.00 Bank Charges $600.19 $561.18 $356.56 $700.00 Bad Debts $0.00 $0.00 $0.00 $0.00 Propane Exps'e $2,856.09 $3,702.31 $1,914.68 $4,400.00 Property Maint.$14,075.99 $23,296.20 $2,678.10 $18,000.00 Property Oper.$21,982.82 $8,361.09 $2,486.91 $11,000.00 Office Expense Included/ Gen. Admin.)$0.00 $0.00 Tel. & Internet $4,272.67 $4,324.78 $954.83 $5,000.00 Water $5,858.15 $6,300.24 $3,887.92 $7,000.00 Hydro Costs $48,803.65 $56,012.30 $30,090.72 $72,000.00 Heating Costs $7,723.80 $7,089.37 $5,600.38 $10,000.00 Penalties $0.00 $191.89 $0.00 $200.00 Misc. Expense $1,142.08 $0.00 $142.83 $0.00 Total Gen. Expn's $131,815.39 $130,105.88 $54,930.15 $154,500.00 Total All Expense $271,373.88 $269,483.51 $113,970.40 $289,200.00 Income Y.T.D.$26,095.65 $32,176.12 $26,802.64 $22,000.00