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Home My WebLink About2025-06-10Newcastle Memorial Arena Manazement Board Minutes — June 10, 2025 - 7:00 p.m. Newcastle Memorial Arena Present: Todd Taylor - Chair /Treasurer Shea -Lea Latchford - Secretary Sue White Joshua Macdonald Councilor Margaret Zwart Jim Vinson - Vice Chair Josh Turner - Manager Luc Chiasson Mark Stabler 1. Declarations of Pecuniary Interest — There were no declarations of pecuniary interest. 2. Land Acknowledgment Statement 3. New Board Members — The Chair warmly welcomed our three new board members: Luc Chiasson, Joshua Macdonald and Mark Stahler. The Board members introduced themselves to the new members. 4. Adoption of Agenda - Motion #25-021 Moved by Sue White, seconded by Jim Vinson THAT: The agenda be accepted as presented. CARRIED 5. Adoption of Minutes — Motion #25-022— Moved by Todd Taylor, seconded by Jim Vinson THAT: The minutes of April 8, 2025, be accepted as presented. CARRIED 6. Manager's Report (copy attached) Josh drew our attention to the following modifications: Training: Josh has completed Legal Awareness #2. Cole, Deven, Johathan and Brock will have Supervisor H&S before the start of the new season. Rentals: Josh is exploring new rental opportunities as the Summer Camp is at risk of not taking place due to lack of registrations. A new summer rental opportunity was presented for Saturday Boxing classes. 7. Financial Report — Todd provided an update for the month of May. The 2024 Municipal Financial Audit Adjustments have not yet been provided by the Municipality and will alter the 2025 financials. CIBC Smart Banking is working well and now includes direct deposit for payroll. Motion #25-023 - Moved by Jim Vinson, seconded by Sue White THAT: The maturing GIC's in June be renewed for additional six (6) months. CARRIED 8. Risk Management — Jim Vinson and Josh Turner are working on a new form to cover more operational reviews after their June walk through of the arena. 2. 9. Business arising from previous minutes: a) Arena History Proposal — Sue White provided the Board with the latest update. b) External Signage — Deferred until the August Board meeting c) Ice Resurfacer Replacement — Existing unit will undergo a condition report to be completed by the Municipality, which will give the Board a clearer picture of the status of the machine and summer maintenance costs for the Fall season. Ongoing discussions will take place on the replacement plans at the next meeting. 10. New Business a) 751h Anniversary of the Newcastle Memorial Arena in 2026 — The Board had a brief discussion of ideas for celebrations in 2026. Sue White agreed to follow-up on lessons learned from the 100 YR Newcastle Town Hall celebrations. Jim Vinson agreed to contact the Clarington Board of Trade about the milestone and give feedback on any opportunities. b) July Board Meeting - Motion #25-024 - Moved by Jim Vinson, seconded by Todd Taylor THAT: The Board will not have a Board Meeting on July 8, 2025, but will reconvene on the regular schedule August 12, 2025, in preparation for the Fall Ice Season. CARRIED The Chair adjourned the meeting at 8:37 p.m. Next Board Meeting, Tuesday, August 12, 2025 7:00 pm — Newcastle Arena Newcastle Memorial Arena Managers Report Date: June 10th, 2025 Safety / Training On ice incidents Off ice incidents Employee Safety/Concerns Safety Training Emergency Preparedness - no on pad or off pad incidents Safety Training,- - Cole, Deven, Jonathan, Brock to have supervisor H&S before the start of the winter season legal awareness 2 - Finished Supervisor Health and Safety added to the Safety Training Requirements Sheet - Risk assessment walk around with Jim on May 27 - ITEMS COMPLETED: - Completed the May Fire equipment monthly - reported in red book - AED weekly and monthly reports completed Concerns monthly walk around checklist completed Risk Management Items Completed Follow up with George - I am working with George as he is continuing his assessment of our processes and procedures ITEMS TO BE COMPLETED/CONCERNS: new upstairs ceiling tile New ceiling tile in hallway clean/gut upstairs canteen womens toilet not working olympia room light out - might be ballast compressor room lights out - might be dead bulbs or ballast light in dance office - flickers work orders have been submitted to the MoC for the lights and the toilet exploring new rental opportunities still hunting down people for late/winter payments dance is now over for the summer Elexicon - completed New Rentals Catchcorner - can go over more details at the meeting! Rentals/Revenue Loss of Rentals All May invoices were sent out for ice/pad activities Later Payments will send email to all winter groups about 3.5% rate increase Signs/Advertising Janice Parish contacted about continuing advertising with Vending us - haven't heard back from her - email sent out to Rob Groen, Gerr, and Jen about getting the new manuals/procedures from the new equipment/renos - logo sent off to James - their graphic designer is working on the projects we talked about - Snakx vending sent cheque for Jan - March What got fixed: Tarp removed from parking lot new alarm rod put in SW rink pull station Repairs Maintenance What has to be repaired What needs to be fixed: What needs to be repaired Garbage fence enclosure - working on this now Renovations Snow/Ice Maintenance lighting fixture in olympia room - work order to MoC Preventive Maintenance lights in compressor room - work order to MoC Efforts to Maintain toilet in women's washroom - work order to MoC Appearance new shower curtains for all dressing room showers Renovations floor tiles in lobby and dressing rooms to be fixed - Improvements advantage flooring and i will schedule a date for this Grass/weed maintenance: No grass maintenance needed yet 4 of us still on payroll - Me, Cole, Nate, Jonathan I would like to purchase new work apparel with our new logo on it (hoodies, shirts, hats) - i cancelled the apparel Staff order last year because I knew we were getting a new logo all payment for employees is direct deposit now Inspections TSSA/Intact Report - certificates/report put on the portal - I Municipal p was told the MoC will take care of this and we will have the TSSA / other Regulatory certificates asap. - items completed Operations Inspections must be reviewed with Arena Board No Neighbour complaints No customer complaints Neighbours Complaints Customers ORFA Updates Legal awareness 2 finished New Guidelines etc appropriate for our facility / ORFA GUIDELINES: operations No new ORFA guidelines CIMCO - top end overhauls to be done sometime soon - Jeremy no longer our CIMCO technician - we have a new technician named Cole OTHER - emailed Chris Welsh about Olympia Assessment - we will clean up our machine and we will set a date to have it moved over to Courtice where they will assess the machine - putting a plan in place to have resurfice there as well will call superior propane for propane pick up - completed May 21 st - EPI Annual Fire Inspection May 22nd - EPI sprinkler inspection May 23rd - Warranty walk through for the peeling paint - a date and time will be made for the summer - May 29th - Met with Ryan Speed (Fire Prevention Inspector) to make sure there are keys outside the front door that are accessible for the fire department - in a locked box Risk Management g Follow Up Previous Risk Management Items daily checklists done filling out all books for daily jobs being done and anything that got fixed Risk Management Open Items Things I need help with or Catchcorner - follow up Looking for answers Summer sports camp - new details + new rental for upstairs dance room - boxing classes HELP/FOLLOW UP Follow up olympia assessment *talk about during meeting*