HomeMy WebLinkAbout2011-01-11 MinutesNewcastle Memorial Arena Management Board
Municipality of Clarington
Minutes of Meeting – Tuesday January 11, 2011
(Not yet approved by committee)
In Attendance – Gord Lee, Chair Larry Burke – Vice- Chair
Carol Little, Gary Oliver, Robert Holmes,
Regrets – Joanne Raymond, Gord Blaker, Arena Manager, Bryan Wiltshire – (Council Liaison
to our committee not yet appointed).
1.Call to order – 7:10 P.M.
2.Adoption of Minutes – Motion # 11- 101 was proposed:
THAT: The minutes of November9, 2010 is approved with no changes or deletions.
MOVED by: Carol Little SECONDED by: Larry Burke
CARRIED
3.Arena Manager’s Report – In Bryan’s absence, the chair advised that the Rep.
Teams from NVMHA will be starting their playoffs within two weeks. In addition, this
week-end (Jan. 15, 16) the men’s league will have the arena for their annual
thth
tournament. Then, at the month-end the CGHL Tournament will take place –
commencing with a 5:00 P.M. game on the Friday night – January 28.
th
The new floor upstairs is completely installed – purchased by Newcastle Family
Connection through their Ontario Trillium Foundation Grant.
The municipality had just begun an energy audit of all municipal buildings and
Newcastle Arena had been inspected today. Jerry Barber from the purchasing dept was
handling the details and tenders. He would be following up with our committee. Jerry
was aware of our plans for lighting upgrades in the arena pad area. Gord suggested we
hold off on this project until we see what was being done by the municipality.
Shortage of hot water for the men’s leagues continue to create complaints for our staff –
A problem we have been plagued with for several seasons. The chair advised: Our hot
water heaters are at capacity and little can be done to correct the situation in this
building. Perhaps, a remedy will come out of this current energy audit. Also, heat to the
Referee’s room needs to be rectified. Bryan is looking into a heater, on a timer switch and
will have a suggestion for us at the next meeting.
4.Snack Bar Manager’s Report – Michelle’s resignation had taken effect as of
November 7 and Gord and Bryan had been looking after the snack bar. – Bryan
th
insuring the staff was scheduled and on hand and Gord was doing the stock control and
purchasing. Gord advised he had been contacting suppliers and reviewing pricing,
product selection and inventory. In addition, Gary had attempted to fix the cash register
and advised: We would be better off to purchase new equipment. Bob Holmes offered to
make this purchase through his sister, who worked for Casio.
The following motion was proposed:
(2)
Motion # 11-102 – THAT: Bob Holmes has the authority to make a purchase of a cash
register, on our behalf, within a $300.00 budget. He can coordinate the purchase with
our chair and hopefully have it in operation by our next meeting.
Moved by: Gary Oliver Seconded by: Carol Little
CARRIED
The chair also advised he was meeting with the rep from Coca-Cola to negotiate a new
agreement on soft drink purchases. Our contract with them had expired at the
conclusion of 2010. He will report back to the board at our February meeting. Also, the
snack bar staff had requested a Bagel Toaster, which he would purchase – a small
expenditure of approximately $40.00.
Gord advised: the snack bar could be managed without hiring a specific person, for the
balance of the season. The staff was in place, scheduling was completed for each week
and it was the four staff members’ responsibility to exchange their scheduled shifts with
each other, if they were not able to work. Gord would continue to oversee all the
purchases, sales and banking. Over the summer, we could review our needs and
prepare for next fall opening.
5.Finances – The chair advised: That a payment of $30,000.00 had been forwarded to
the municipality to be credited to our o/s loan. With this payment, the outstanding
balance will be just under $60,000.00 and our obligation to the municipality is on
schedule for complete payment by year-end of 2012. A formal statement will be
available for our next meeting in February.
Accounts receivable were at $42,000.00 and payables were current. January invoicing
would include all the rink board advertisers and the LED sign in the lobby. In addition,
a preliminary budget needed to be generated to accompany our Municipal Grant
Application. February’s meeting would require approval and/or adjustments to this
preliminary budget.
Discussion then followed regarding ice and floor rental rates for the 2011 fall and 2012
winter season. The general consensus was to attempt to keep our current rental rates in
tact, with no increase to our user groups. This will be decided and voted on at our
February meeting, once the payroll budget and expense forecasts are reviewed. With
applications for board appointments due by month –end, plans and budget forecasts
were put on hold until the new committee is appointed.
6.New Business – Applications for appointment to this committee were distributed and
each member was advised of the deadline for submitting. Gord advised all, that he had
written to council; requesting consideration of keeping our existing members on the
committee. Completing our loan obligation and existing plans for the arena in place
would make for a smooth transition, through this next term. All members indicated they
wanted to return for another 4 year term.
7.Next Meeting – Tuesday February 8, 2011 -7:00 P.M. – At the Arena
th
8.Adjournment – Motion # 11-103 – THAT: The meeting is adjourned,
MOVED by: Gary Oliver