HomeMy WebLinkAbout02-07-2023Newcastle Memorial Arena Manazement Board
Municipality of Clarin,aton
Minutes ofMeetinz — Tuesday, February 7, 2023
Not vet approved by the Board)
In Attendance — Dave Bouma - Chair Bryan Wiltshire — Arena Manager
Shea -Lea Latchford, Todd Taylor, Jim Vinson, Sue White, Councillor Margaret Zwart
Absent — Gary Oliver, Omar Patel
Meeting opened at 7:03 p.m. with the Land Acknowledgement
Election of Board Officials — The following were elected: Chair - Dave Bouma, Vice -Chair —
vacant, Treasurer — Todd Taylor, Secretary — Shea -Lea Latchford
1. Agenda - Motion #23- 04
Moved by Todd Taylor, seconded by Sue White THAT: The Agenda be accepted.
CARRIED
2. Acceptance of Minutes - Motion #23-05
Moved by Dave Bouma, seconded by Jim Vinson THAT: The minutes of January 10, 2023,
be approved after correction.
CARRIED
Manager's Report — Safety: Brian has scheduled a staff meeting for February 131h to
review all areas of operation for the Arena. Rentals/ Revenue: All board advertisements
have been invoiced for the first three (3) months and all were informed of the upcoming
renovations. We will store the boards and reinstall them after the renovations are complete.
Ice rentals for Family Day are at capacity and only a few times are available for March
Break. Repairs/Maintenance: On January 161h Brian was doing his routine check when he
noticed the ammonia gas detector level was slightly elevated. He vented the room and upon
inspection a small leak was detected. Cimco was called immediately, and the leak was
repaired and the system checked to ensure there were no other leaks. All staff have
remained vigilant in salting walkways. The sprinkler system backflow has been installed.
The gender -neutral room will be changed to a janitor closet.
4
Staff: All staff will be laid off April 15t and Brian is anticipating he will lose the majority of
his staff due to the length of the renovation. Inspections/Operation: The annual sprinkler
inspections by the Municipality are scheduled for February 16th and 23rd. ORFA Updates:
There are no updates to report. Other: Bryan presented the Board with quotes for the
replacement of the Olympia.
3. Financial Report — Todd presented the budget for 2023, taking into account the anticipated
revenue losses due to the renovation.
Motion #23-006
Moved by Dave Bouma, seconded by Jim Vinson THAT: We accept the budget as
presented.
CARRIED
Motion #23-007
Moved by Todd Taylor, seconded by Sue White THAT: We set aside the funding for a
natural gas filling station. ($25,000.).
CARRIED
Motion #23-008
Moved by Todd Taylor, seconded by Sue White THAT: We accept the Bereavement Leave
Policy as presented.
CARRIED
Risk Management: Sue completed a walk through with Bryan on February 2nd and noted
the following: First Aid Certificate — Although Bryan has a digital copy on his phone, he
needs to request a hard copy from the Municipality. The header trench inspection that Bryan
performed in August still lacks documentation. However, Bryan did make the appropriate
notes in the logbook. Defib training has not been completed but will be rescheduled after we
open after the renovation. During the monthly fire checks, a deficiency with the emergency
lighting was found but no follow-up. Sue will follow up with Bryan regarding the ORFA
updates to ensure the arena's practices meet the ORFA recommendations. As reported in the
Manager's report an ammonia leak was found, and repaired and all the required
documentation was in the log book.
4. New Business - Olympia — Deferred until the next meeting.
Construction Update — Contractor has been selected and the renovations
are set to start on April 1 st.
3.
5. Round Table — A round table discussion followed.
6. In Camera — The Arena Manager roles and responsibilities were discussed. At a minimum
of once per year, the Newcastle Arena Board Chair or designate(s) will review, with the
Arena Manager, the performance of the Arena Manager with respect to their roles and
responsibilities. The review will be documented. The Arena Manager will be provided an
opportunity to provide written input on their performance and accomplishments and to
request professional development opportunities prior to the performance review.
7. Adiournment - The meeting was adjourned by the Chair at 9:16 p.m.
Next Board Meeting — Tuesday, March 14, 202