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Home My WebLink About2025-08-12Newcastle Memorial Arena Manazement Board Minutes — Auzust 12, 2025 - 7: 00 p.m. Newcastle Memorial Arena Present: Todd Taylor - Chair /Treasurer Shea -Lea Latchford - Secretary Sue White Mark Stabler Regrets: Joshua Macdonald Jim Vinson - Vice Chair Josh Turner - Manager Jennifer Stycuk — A/Facilities Manager - MOC Councilor Margaret Zwart Luc Chiasson 1. Declarations of Pecuniary Interest — There were no declarations of pecuniary interest. 2. Land Acknowledgment Statement 3. Adoption of Agenda - Motion #25-025 - Moved by Councillor Zwart, seconded by Shea -Lea Latchford THAT: The agenda be accepted as presented. CARRIED 4. Adoption of Minutes — Motion #25-026 - Moved by Jim Vinson, seconded by Councillor Zwart THAT: The minutes of June 10, 2025, be accepted as presented. CARRIED 5. Manager's Report (copy attached) Josh drew our attention to the following: Training: Josh will complete the Seasonal Ice Sheet Onboarding workshop on September 241h. Ice Marking and Painting Technologies and Ice Maintenance and Equipment Operations are the next OFRA courses on the schedule. Rentals: Unfortunately, the sports camp did not take place due to lack of participation. The deposit will be returned less 20%. If the sports camp takes place next summer the 20% deposit will be applied to the customer fee. Other: Upstairs kitchen clean- up discussion was left to junk removal; nothing is to be removed from the walls. Also, shredding of financial documents greater than 7 years will be confirmed with MOC prior to shredding. 6. Financial Report — Todd provided an update for the month of July. The 2024 Municipal Financial Audit Adjustments are completed and updates made in QuickBooks. CIMCO Top End Compressor overhauls are complete, and expenditures paid. There is no ice revenue May to September, but Todd is monitoring and sees no risks. CIBC Smart Banking is working well. 7. Risk Management — Jim Vinson and Josh Turner will complete their walk through and have a report for the September meeting. Todd mentioned the exposed ammonia line piping at the back of the building was raised as a risk item for review by the CJRM Group. It was confirmed by Cimco Toromont that the lines are properly installed, secured, identified, and inspected. Josh Turner has a copy of the email to confirm the item raised and follow-up action taken. 2. 8. Business arising from previous minutes: a) Ice Resurfacer- Condition Assessment- Jennifer Stycuk gave a detailed assessment of the Olympia. Jennifer drew our attention to a few areas that will require immediate attention and should be added to the daily maintenance and operation of the machine. She also presented a list of possible vendors for oil changes and maintenances. The unit is currently with Resurfice to complete the pre -season maintenance and return it to the arena. b) 751h Anniversary of the Newcastle Memorial Arena in 2026 — The Board decided to bring the request to have a volunteer Team Lead for this initiative brought back to the next meeting since no one volunteered at the August meeting. Motion #25-027- Moved by Todd Taylor, seconded by Sue White THAT: The history panel budget be set at 5K to get them to completion. CARRIED c) External Signage Update — Referred to September Meeting. No details from the service provider were available at the August meeting. Will focus on inside signage at this time. d) Clarington — NMA Terms of Reference Update — Jennifer Stycuk brought copies and updated the Board on the latest revisions and updates to the Terms of Reference. She advised of clarified items and those still outstanding. She asked that the Board review the document and the feedback be collated by the Chair for update to Jennifer. 9. New Business a) Mark Stabler raised an item regarding Wi-Fi in the seating areas of the arenas. The board recommended a proposal on Mark's ideas including costs for review. b) Sue White requested an update be provided by the CJRM group on the "Working Alone" procedure. 10. "In Camera" Session 11. Todd Taylor (Chair) adjourned the meeting at 9:15 p.m. Next Board Meeting, Tuesday, September 9, 2025 7:00 p.m. Newcastle Arena Newcastle Memorial Arena Managers Report Date: August 12th, 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- - Sept 24th - Seasonal ice sheet onboarding workshop (virtual course) - Ice Making and Painting Technologies and Ice Maintenance and Equipment Operations to be next ORFA courses labels for outside key box made - will contact ryan speed to put new labels in box keys labeled and stored in fire safety plan box no risk assessment walk around was held - very busy when I returned from my trip - I will have 1 big walkaround with Jim in August and go over everything before start up - will also reach out to all new board members asap for a walk through of the building - also before start up Concerns Risk Management Items Completed ITEMS COMPLETED: - Completed the June and July Fire equipment monthly - reported in red book AED weekly and monthly reports completed - monthly walk around checklist completed new ceiling tile upstairs womens toilets working again olympia room lights all replaced with LEDs compressor room lights all replaced with LEDs ITEMS TO BE COMPLETED/CONCERNS: New ceiling tile in hallway clean/gut upstairs canteen maybe get all upstairs replaced with LEDs - lighting is very poor upstairs and in both stairwells - I am in the process of reaching out to all winter groups from last season to see if they would like their ice times back - 75% done - all money moved over from square machine to our bank New Rentals account Rentals/Revenue Loss of Rentals Old stars - Paying this week Later Payments Dance - PAID Signs/Advertising sports camp - cancelled Vending Beacon Heights 10 year parking lot celebration - Aug 8th Catchcorner - hopefully I have a zoom meeting with them before the Board Meeting All June/July invoices were sent out for pad activities will send email to all winter groups about 3.5% rate increase- 30% complete - Janice Parish would like her time clock ad back - we need to figure out pricing for this? - I am in the process of reaching out to all rink board advertisers - also contacting people for new advertisers for boards - I have yet to hear from James printing regarding the history mural and outside signage - will email or phone asap - Snakx vending sold the rights of the company - it is now called Canteen - I will get all information from this new business What aot fixed: all lights in olympia room swapped to LEDs all lights in compressor room swapped to LEDs both stairwells painted - walls and floors Repairs peeling paint on the rink beams completed - warranty item Maintenance What has to be repaired toilet in womens washroom fixed What needs to be repaired top -end overhauls completed Renovations Snow/ice Maintenance Preventive Maintenance Efforts to Maintain What needs to be fixed: Appearance Garbage fence enclosure - working on this now Renovations new shower curtains for all dressing room showers Improvements floor tiles in lobby and dressing rooms to be fixed - after August t Oth - no specific date/time yet - showers in dressing rooms - i've been told they can get scolding hot - will assess all showers in dressing rooms Grass/weed maintenance: maintained when needed Is the garden along the east fence our responsibility or MOC? - will contact Jen about this - When can I bring the staff back? - I would like most staff back asap so I can get everything ready before the winter season Staff compressor start-up is Sept 2nd or 3rd Inspections - No inspections Municipal TSSA / other Regulatory Operations Inspections must be reviewed with Arena Board No Neighbour complaints No customer complaints Neighbours Complaints Customers ORFA Updates Ice Making and Painting Technologies and Ice Maintenance New Guidelines etc and Equipment Operations to be next ORFA courses appropriate for our facility / operations ORFA GUIDELINES: - July 2025 - Risks, Hazards and the Science of Ice Resurfacer Floodwater - will print out and get all staff to read over it - Technical Corner - July 2025 - Understanding the Limits of Chemical Exposure - will print out and get all staff to read over it top -end overhauls completed our olympia was sent over to courtice for assessment - will follow-up with Chris about the report and confirm the summer OTHER maintenance on our olympia from resurfice. - Manuals/procedures from renos sent over in large document via Rob Groen - sports camp was cancelled - a follow up will happen tomorrow with Allison about the deposit reimbursement Sept 30th - are we closed? I will be emailing or calling Chris to see if we can borrow ice making equipment for the upcoming season - they usually offer all resources to us 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 - have any Board Members reached out to anyone for rink Looking for answers board advertising? + - Sue - have you heard anything from rick james or james HELP/FOLLOW UP Follow up printing? 'talk about during meeting*