HomeMy WebLinkAbout2025-03-11Newcastle Memorial Arena Management Board
Minutes — March 11, 2025 - 7: 00 p.m.
Newcastle Memorial Arena
Present: Todd Taylor — Chair/Treasurer
Shea -Lea Latchford - Secretary
Sue White
1. Declarations of Pecuniary Interest
2. Land Acknowledgment Statement
Jim Vinson - Vice Chair
Josh Turner — Arena Manager
Councillor Margaret Zwart
3. Adoption of Agenda - Motion #25-0010 - Moved by Sue White, seconded by Shea -Lea
Latchford THAT: The revised agenda be accepted, moving a presentation from George Acorn
to the beginning of the meeting.
CARRIED
4. Manager's Report - Josh provided his report (see attached) with the following modifications:
1. Safety/Training — During our recent Power Outage, our procedure and emergency lighting
all worked well. Josh will begin his Legal Awareness 2 with the goal of finishing it by May/25.
2. Risk Management — Josh will issue a work order to MOC for the SW rink emergency exit
door closer. An asbestos condition reassessment was conducted, and no findings were
reported. 3. Rentals/Revenue — Josh had his name added to the Elexicon account and will
contact them for an energy review, considering the increased cost of hydro. Josh reported that
all emergency protocols were followed during the power outages. 4.
Repairs/Maintenance/Renovations - Josh will contact Jennifer Stycuk from the MOC and
report the damage to the curb which was believed to have occurred during snow removal. Josh
inquired about how many employees he could have on payroll during the Spring/Summer
season. Josh also informed the Board of his vacation plans for the summer and who would be
in charge. He was asked to draw up a schedule of tasks to be completed and hours needed to
perform the tasks as a basis for approval.
5. Financial Report- Todd reported total revenues to date greater than budget but operating
revenue for the month of February was lower than budgeted. He also updated the Board on the
Smart Banking process. We seem to have some delays in obtaining a credit card. Todd is
working closely with CIBC to resolve the issues. Todd reminded Josh to follow up with
Elexicon on the energy review and Josh would be reporting on the issue going forward.
2.
Risk Management — Jim Vinson advised that he had no report currently.
New Business a) Procurement of new ice resurfacer — Josh provided an update on the
information he gathered on quotes and options. The Board decided that additional strategies need
to be explored with some additional follow-up questions for the MOC. b) Logo Update — Todd
provided the results of the Board's preferences. Three logos will be sent back for further refinement
after providing the Board's feedback. The Board is looking for a logo for letterhead and signage.
c) Arena Manager Spending Limit Document Approval — The content of the document was
approved by the Board. The issue of signatures on the document is to be sent to the clerk's office
for review on process. d) George Acorn Presentation - George Acorn presented the Board with
a list of his services as a consultant on a pro bono basis.
Motion #25-008 — Moved by Sue White, seconded by Todd Taylor THAT: The Chair will contact
Mr. Acorn for a proposal to review Safety Related/High Risk procedures and a strategy review on
the replacement ice resurfacer.
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6. Round Table discussion - Councillor Zwart advised the Board of reports of significant natural
gas price increases, and it may be a cost to monitor going forward. The Board requested
Jennifer Stycuk attend the next meeting for Staff Liaison support.
7. "In Camera"
8. Adjournment —The Chair (Todd Taylor) adjourned the meeting at 9:25 p.m.
Next Board Meeting, Tuesday, April 8, 2025
7:00 p.m. — Newcastle Arena