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HomeMy WebLinkAbout2025-10-14 Newcastle Memorial Arena Management Board Minutes – October 14, 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 Jennifer Stycuk – A/Facilities Manager - MOC 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 #25-031- Moved by Sue White, seconded by Councillor Zwart THAT: The agenda be accepted moving items: TOR and the History Boards Update forward. CARRIED 4. Adoption of Minutes – Motion #25-032 – Moved by Jim Vinson, seconded by Todd Taylor THAT: The minutes of September 9, 2025, be accepted as presented. CARRIED 5. Revised Agenda Item Pulled Forward (Business from Previous Minutes): a) NMA Terms of Reference: Jennifer Stycuk updated the Board with updated copies of the Terms of Reference and Draft Service Level Agreement. Both documents were discussed, and a few added items were accepted for the Draft SLA. Jennifer thanked Todd, Sue & Jim for their efforts to finalize the documents in a collaborative and productive manner. Todd also thanked Jennifer and Julie from the MOC for their understanding of the Boards concerns and the efforts they made to resolve them both in the TOR and by adding the Service Level Agreement Matrix. Motion #25-033 – Moved by Sue White, seconded by Todd Taylor THAT: The Terms of Reference be accepted as presented. CARRIED b) History Boards Update - Sue White presented two samples of the history boards on display outside the Manager’s office for a walk-through with the Board to review both the history of the Arena and the size and colours used for display purposes. The presentation was well received. She will take the feedback and work on finalizing the remaining two boards for completion and Board final review prior to installation on the walls as per her discussion. 6. Manager’s Report (copy attached) Josh drew our attention to the following modifications: Training: Violence & Harassment policies were discussed as part of Josh Turner’s recent. 2 ORFA employee induction training. The Board discussed reviewing the MOC policies as part of interim efforts to establish NMA specific policies. Josh will work with the CJRM Group to finalize the documents. Josh Turner was also reminded to follow-up with Resurfice for Olympia training opportunities regarding machine maintenance. Lastly Josh talked about Stick & Puck and Public Skates being reduced during the Christmas period as several rental opportunities have presented themselves to the benefit of revenues at the arena. Rentals: All invoices were sent out for the month of September for pad activities and the Farmer’s Market. Newcastle Smile Dental Clinic will purchase a new board sign. Repairs: Advantage Flooring replaced damaged tiles in the lobby and dressing rooms. The accessible washroom was serviced; however, it will require service again. Inspections: A structural inspection of the beams is scheduled, and Josh will be advised of the time and date. Other: The last Farmers Market will be held on Oct 18th. ORFA books were purchased for Salt & Sanding, Ice Depth Checks, and the Ice Resurfacer for User and Maintenance Checklists. Working Alone equipment (Grace Industries) has been purchased and will be installed by MOC. The electrical install and monitoring will be covered by MOC. NMA will be invoiced for the specific on site work needed by Sage to complete the install. 7. Financial Report – Todd provided an update for the month of September. September invoicing complete. The ice was installed as scheduled. Working Alone: Grace Safety Equipment has been ordered and 1-year extended warranty purchased on personal unit. There was no ice revenue from May to September 22, 2025. Todd reported that the monthly service contract for 2025 -2026 with Cimco Refrigeration needs to be documented and signed. Josh will follow-up on the document. Todd & Josh will also review the board ad turnover status with Future Sign. Hydro consumption and comparison review with Orono will be followed up by Josh & Todd to get agreement on benchmarking costs. 8. Risk Management –Josh, Jim and Joshua completed a Health and Safety Inspection of the arena on October 2, 2025. Several items were addressed as listed in the Manager’s Report. 9. Business arising from previous minutes: a) 75th NMA Anniversary 2026 – Shea-Lea reported she is working with Josh on the date of February 16th (Family Day) for the event. Shea-Lea has asked Mark Stahler for his help in organizing this event. b) External Signage – Josh Turner presented his quotes for external signage to the Board. Josh will follow-up with the sign company for final details and a revised quote. MOC expressed support to split costs as NMA would like to make efforts to get the signs installed this year. c) CJRM Group- Working Alone – Todd reported that the CJRM group has participated in the selection of the equipment and will support the development of the procedure once installed. 3. 10. New Business – Jennifer Stycuk informed the Board of the grand opening of the outdoor rink at Diane Hamre Recreation Complex scheduled for December 22, 2025. All are welcome to attend. Todd advised that the NMA will request a post to be put on their website to promote the event and date. WIFI Connection – Mark will move forward and get quotes for better WIFI in the arena. A discussion also took place with some MOC insights from Jennifer Stycuk on the preliminary review of Live Barn as an option for NMA. Mark shared some insights on IT tools for automation. Mark agreed to review the desktop PC at the arena for hardware & software upgrades as needed. New Vending Opportunities – Josh Turner will follow-up on a 2-month pilot vending opportunity to increase revenues. Josh will report back to the Board on performance. The Chair adjourned the meeting at 8:57 p.m. Next Board Meeting, Tuesday, November 11, 2025 7:00 pm – Newcastle Arena Newcastle Memorial Arena Managers Report Date: October 14th, 2025 Safety / Training On ice incidents Off ice incidents Employee Safety/Concerns Safety Training Emergency Preparedness - 1 incident - Sept 18th - the main fuse in the compressor room blew - Cole (CIMCO) was called immediately - compressors down for 1.5 hours - new fuse installed - back to normal Safety Training: - Seasonal Ice Sheet Onboarding Workshop Course - COMPLETED on Sept 24th - all staff safety training certificates are in good standing - still waiting for all employees to be available for safety training/procedure walk around - Violence & Harassment Policy/Training? Risk Management Concerns Items Completed - Oct 2nd - Risk / Health and Safety Inspection with Jim and Joshua ITEMS COMPLETED: - Completed the September Fire equipment monthly - reported in red book - AED weekly and monthly reports completed - monthly walk around checklist completed - Proper signage on all doors - ceiling tiles replaced in lobby, hallway and dance studio - Sept 30th - Moore Electric replaced all lights upstairs and replaced broken light fixture near mens washroom in the lobby - wall mounted eye wash station installed in compressor room - Sept 22nd - Brent’s Plumbing fixed shower temps, olympia room water outlet, and the 2 womens toilets - First aid checklists and log sheets completed - new shower curtains and clips purchased and hung up - email sent to Rob for a second copy of our fire safety plan - rink board near olympia door - flush again - advertisement behind away bench fixed ITEMS TO BE COMPLETED/CONCERNS: - remove loose items from upstairs canteen / good cleaning - lighting in Lobby Furnace room and upstairs furnace room is very poor - work order put in to the MoC - 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 - Dressing room #1 and #2 handheld shower clips broken - will purchase new clips - Ammonia sign for outside electrical room door Rentals/Revenue New Rentals Loss of Rentals Later Payments Signs/Advertising Vending - ice rentals already getting booked for Christmas Holidays and March Break - Monday Night ice rental - hasn’t started yet (still looking for goalies) - catchcorner - slow right now, hopeful it will pick up now that the season has officially started - All September invoices were sent out for pad activities / farmers market - All previous rink board advertisers and wall advertisers wish to re-new - 1 new rink board Ad purchased - Newcastle Smile Dental - asking for 2 spots side by side for a discounted price? ($400 each spot) - Connect Hearing signed a new contract with futuresign - so futuresign is renewing the connect hearing ad - canteen vending contract - will send over contract this week- updated all info on quickbooks - will ask Rona for bank information - going there tomorrow 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: - Sept 15th & 16th - Advantage flooring replaced bad lobby and dressing room tiles - toilets in womens washroom - rink board by olympia room - advertisement behind visitor bench fixed - Dressing room and Lobby signage purchased and put up in all designated spots - light fixture in lobby replaced/fixed - Water make-up valve replaced - CIMCO What needs to be fixed: - light above rink - toilets in womens washroom - shower head holders - grip tape in stands - not sticking - will try to add new ones with a heat gun Grass/weed maintenance: - maintained when needed Staff - Offer of employment sheets - all completed - staff work apparel is currently in production and will be picked up when ready - new hoodies and hats Inspections Municipal Operations TSSA / other Regulatory Inspections must be reviewed with Arena Board - 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 - still waiting for this to happen - Sept 23rd - Defib pads replaced and inspected - MoC Complaints Neighbours Customers - No Neighbour complaints - No customer complaints ORFA Updates New Guidelines etc appropriate for our facility / operations ORFA GUIDELINES: - No new guidelines OTHER - ice making/building went well while being short staffed - some new learning opportunities for myself and the staff - Emailed Jen about the garage by our fence - phoned Orono about Hydro Bills - most likely have to go to Orono for more information - Rail mounted letters for exterior signage - waiting for quote - Farmers Market done on Oct 18th - ORFA books purchased - Salt & Sanding, Ice depth Checks, Ice Resurfacer Checklist - Oct 3rd - PMC - water solution started back up - everything working well - Josh Ford CIMCO - emailed asking if we would like to require their services for monthly inspections again - I said Yes to this - I also requested a quote for the expiring pressure relief valve (2026) and for our electrical panel HELP/FOLLOW UP Things I need help with or Looking for answers + Follow up *talk about during meeting* - possible new vending opportunities - Exterior signage - ideas