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Home My WebLink About2025-09-09 Newcastle Memorial Arena Management Board Minutes - September 9, 2025 - 7:00 p.m. Newcastle Memorial Arena Present: Todd Taylor - Chair /Treasurer Jim Vinson - Vice Chair Shea-Lea Latchford - Secretary Josh Turner - Manager Sue White Mark Stahler Joshua Macdonald Councilor Margaret Zwart Absent: Luc Chiasson 1. Declarations of Pecuniary Interest – There were no declarations of pecuniary interest. 2. Land Acknowledgment Statement 3. Adoption of Agenda - Motion #25-028 - Moved by Sue White, seconded by Jim Vinson THAT: The agenda be accepted as presented. CARRIED 4. Adoption of Minutes – Motion #25-029– Moved by Councillor Zwart, seconded by Jim Vinson THAT: The minutes of August 12, 2025, be accepted as presented. CARRIED 5. Manager’s Report (copy attached) Josh drew our attention to the following modifications: Training: Once all the staff returns Josh will have a meeting to review all safety procedures. Josh will also review training certificates to ensure all are current. Rentals: A new rental has been added to the schedule (Mondays: 10 pm –11 pm). Repairs: Josh will reach out to Jennifer Stycuk at MOC as plumbing work has been initiated several times to address issues in the ladies washroom without resolution. The accessible washroom is also out of service again. Josh will also ask about Brent’s Plumbing invoices sent to the Newcastle Arena because of the work. Inspections: An electrical inspection was held without Josh’s knowledge or presence. Josh and Todd will reach out to Jennifer Stycuk & MOC staff to facilitate a meeting on opportunities to improve communications. Other: Resurfice (Olympia Contractor) reported that the approval for the summer work on the Olympia was not received. Josh has followed up and the repairs and maintenance will be completed, and the machine will be returned to the arena ASAP. Josh will follow-up with the Sea Cadets on their rental request and review alignment of the summer rates. 6. Financial Report – Todd provided an update for the month of August. There was no ice revenue from May to September 22, 2025. Todd reported expenses are tracking reasonably well to budget projections. Todd also reported that he checked in with the Farmers Market on several Sundays, and all seems to be going well. No significant issues were raised during the visits. 2. 7. Risk Management –Josh developed a new Health & Safety Risk Inspection monthly checklist that both Josh & Jim Vinson used to assess the facility for the Fall Ice Season. Risk Management will be removed from the Manager’s report going forward but will remain an Agenda item for Board reporting and discussion in the minutes. Joshua Macdonald has volunteered to join Jim Vinson and Josh on the monthly risk assessment reviews adding his insights to the assessments. 8. Business arising from previous minutes: a) NMA Terms of Reference Update – No report updates at this time b) 75th Anniversary of the Newcastle Memorial Arena- Shea-Lea has offered to be the Team Leader and will have an update for our October meeting. c) History Board Update – Sue White reported it is a work in progress, further update at October’s meeting d) CJRM group – Working Alone Procedure – A working alone monitoring system was presented to the Board similar to the system used by MOC - Motion #25-030 - Moved by Jim Vinson, seconded by Todd Taylor THAT: The Board will purchase the MS2000X Lone Worker Safety System with a price not to exceed $7,500. CARRIED 9. New Business – There was no further business to be discussed. The Chair adjourned the meeting at 8:21 p.m. Next Board Meeting, Tuesday, October 14, 2025 7:00 pm – Newcastle Arena Newcastle Memorial Arena Managers Report Date: September 9th, 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: - once all staff is available, we will have a meeting and go over all safety procedures and safety training activities - I will take a look at all training certificates to make sure all staff are in good standing Risk Management Concerns Items Completed - Sept 4th - Risk / Health and Safety Inspection with Jim - I made a new Risk & Health and Safety Inspection checklist, which was used during the walk around ITEMS COMPLETED: - Completed the August Fire equipment monthly - reported in red book - AED weekly and monthly reports completed - monthly walk around checklist completed - signage for doors purchased (high voltage, employees only)- will have on doors before the start of the season - new ceiling tile in hallway and new ceiling tile by mens washroom - MoC is working on a quote for the lighting upstairs - may be too expensive to get done - New lights in Olympia room are all hanging properly - wall mounted eye wash station and eye wash record tickets purchased for compressor room - black/yellow caution tape purchased and put on the ground on both sides of the timekeeper box - 2 inch step (Tripping Hazard) ITEMS TO BE COMPLETED/CONCERNS: - 2 toilets in the womens washroom need repair AGAIN - remove loose items from upstairs canteen / good cleaning - lighting in Lobby Furnace room and upstairs furnace room is very poor - will look into getting this upgraded - will reach out to MoC to get another copy of our Fire Safety Plan so that we can store one in the office - First aid checklists and first aid log sheets to be made and stored in office - small leak in water valve when hot or cold water is turned on in the olympia room - will contact MoC about this - chain holder to be purchased or made for the outside overhead olympia door - light bulb for rink exhaust light - purchase new bulb - 1 light out above rink - a lift will be brought to the rink in the last week of Sept - will see if this can get fixed then Rentals/Revenue New Rentals Loss of Rentals Later Payments Signs/Advertising Vending - all winter groups have been reached out to and all groups will be coming back (except Wednesday mornings) - new rentals have been added to the schedule (Mondays - 10pm - 11pm - new group) - Old Stars - PAID - Jamie Parry - PAID - Lacrosse - cheque in the mail - All August invoices were sent out for pad activities / farmers market - all groups have been infrared about the 3.5% increase - 70% of advertisers would like their ad back on the boards/wall - still trying to get a hold of the other advertisers - canteen vending contract - haven’t heard back from them - adam has approval to shred old paperwork - had approval a while back Repairs Maintenance Renovations What has to be repaired What needs to be repaired Snow/Ice Maintenance Preventive Maintenance Efforts to Maintain Appearance Renovations Improvements What got fixed: - stands painted and all grip tape added - grip tap added to both stairwells - painted ground in NW corner of rink - upstairs dance room painted - some black in lobby painted - still working on this What needs to be fixed: - Garbage fence enclosure - working on this now - floor tiles in lobby and dressing rooms to be fixed - email was sent out - still haven't heard back from them - light above rink - toilets in womens washroom Grass/weed maintenance: - maintained when needed Staff Staff coming back: all staff back from last year Operators: Cole, Deven, Dylan, Jonathan and Brock occasionally Rink attendants: Nathan, Jaxsen, Ben, Connor, Josh - short staff meeting tomorrow night after Board Meeting for scheduling purposes - Offer of employment sheets have been made for all employees and I will have them all filled out asap Inspections Municipal Operations TSSA / other Regulatory Inspections must be reviewed with Arena Board - an electrical inspections was held without my knowledge or presence - Moore electric fixed all issues with the inspection (I was there for when moore electric fixed the deficiencies) - there will be a structural integrity inspection of the beams in the arena after September 22nd - Tim will let me know a specific date/time Complaints Neighbours Customers - No Neighbour complaints - No customer complaints ORFA Updates New Guidelines etc appropriate for our facility / operations ORFA GUIDELINES: - August 2025 - Beneath the Surface: Insights from 2,000 Digital Ice Measurements - applicable to our arena OTHER - Sept 4th - Compressors turned on and monitored often - apparently the Olympia work never got approved (I never received a quote) - so our olympia is getting worked on right now and hopefully we can get it sometime this week - superior propane contacted - will be dropping off propane sometime this week - sports camp will be issued a refund cheque for $800 - Clarington is lending us their ice making equipment Wednesday - we have until Friday afternoon to have everything completed. Risk Management 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 HELP/FOLLOW UP Things I need help with or Looking for answers + Follow up *talk about during meeting* - Catchcorner meeting follow-up - Bowmanville Sea Cadets - Sunday June 7th, 2026 - asking for a lower price (Non-Profit group rate)