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HomeMy WebLinkAbout2026-02-10 Newcastle Memorial Arena Management Board Minutes – February 10, 2026 - 7:00 p.m. Newcastle Memorial Arena Present: Todd Taylor - Chair /Treasurer Jim Vinson - Vice Chair Josh Turner – Manager Councilor Margaret Zwart Mark Stahler Joshua Macdonald Absent with Notice: Shea-Lea Latchford – Secretary, Sue White, Jennifer Stycuk 1. Declarations of Pecuniary Interest – There were no declarations of pecuniary interest. 2. Land Acknowledgment Statement – Todd Taylor 3. Adoption of Agenda - Motion #26-004 - Moved by Jim Vinson, seconded by Mark Stahler THAT: The agenda be accepted. CARRIED 4. Adoption of Minutes – Motion #26-005 – Moved by Jim Vinson, seconded by Margaret Zwart THAT: The minutes of January 13, 2026, be accepted as presented. CARRIED 5. Manager’s Report (copy attached) Highlights discussed include 1. Olympia failure on January 11th. Back up not immediately available from Municipality but was sent over the next day. Resurfice was able to do the repair - rentals were impacted on Sunday and Monday. Natural gas hook-up installed for this type of emergency was evaluated and worked. 2. Jan 25th - Andrew Mercer (MoC) phoned Josh Turner around 8:30 AM to inform him that all arenas in Clarington as well as Orono would be closing due to weather, followed suit at 1:30 PM 3. Lone Worker system installed and began testing with Sage .4. Need to purchase a snow blower for arena staff use, still looking into options.5. Various repairs happened to door handles and AODA buttons that were fixed. 6. Josh had a staff meeting Jan 19th with all operators and went over policies with them. 7. MoC looking into stairwell heating options and recommended getting the floor pit in ice resurfacer room drained 8. TSSA follow-up items posted as required. 9. Cimco Maintenance Meeting was held on site Jan 28th with former site Mechanic & Account Manager. 6. Financial Report – Todd provided a copy of actuals vs. budget thus far for 2026. Motion #26- 006 – Moved by Mark Stahler, seconded by Jim Vinson THAT: The proposed 4-year Cimco Maintenance Contract staring April 1, 2026, be accepted as presented. CARRIED Motion #26-007 – Moved by Mark Stahler, seconded by Margaret Zwart THAT: The proposal to spend up to 10K as a budgetary amount on the Refrigeration System for Cimco to replace the damaged PLC digital screen be accepted as presented. CARRIED 7. Risk Management Risk walkarounds took place Feb 6 with Josh Turner and Joshua MacDonald. Most of the outstanding items were corrected or completed. 8. Business Arising from Previous Minutes a. 75th Anniversary 2026 – Mark Stahler will follow up with Tim Hortons on snacks for the Family Day free skate and confirm timing of speakers at the start of the event. b. External Signage – James Signs was on site and installed signage on the W side of the building. The E signage above the main entrance was halted as the wall was not painted under the old sign. This will be addressed in better weather. James Signs also installed the 75th Anniversary logo in a snap frame on the outside block wall beside the main entrance. This is a multi-purpose frame that can be utilized for multiple arena events and trade shows. Removal of the NW signage was discussed but was not removed during this visit. The Board discussed the importance of signage on all sides of the building including a refresh on the NW signage and South side signage that will be revisited and discussed next meeting. c. Connectivity Improvements - Councillor Zwart was able to set Mark Stahler up for discussions with MoC on this initiative. Mark updated the Board on what he has learned after meeting with MoC CIO and Treasurer and has advised the Board that we can participate in an existing MoC Capital Project to improve connectivity at NMA and ultimately connect to the MoC sites. Motion #26-008 – Moved by Todd Taylor, seconded by Joshua MacDonald THAT: The proposal to spend up to $600 a month for the Network Connection Service Fee (includes construction and future support costs) be accepted as presented. CARRIED d. Board Member Vacancy – Jennifer Stycuk from MoC confirmed there have been no applicants for the vacancy yet, she asked the Board and partner organizations to share the post on social media. Board Grants - Jennifer also provided an update confirming Grant funding from 2025 will be processed for the Newcastle Memorial Arena and the arena will be included in the group applications for 2026. 9. New Business a. Todd Taylor presented the Working Alone Policy that he sought approval from the Board for field validation of the document, Arena Manager and Board Member feedback will be accepted for updates to the Policy between meetings with the intent of Final Approval acceptance at the March 10, 2026, Board Meeting. Motion #26-009 – Moved by Councilor Margaret Zwart, seconded by Jim Vinson THAT: The Working Alone Policy be approved for validation on February 10, 2026, and accepted as presented. CARRIED b. Mark Stahler will continue to work with LiveBarn with updates on the most recent connectivity developments and for pre-contractual discussions to take place with the goal of establishing a target date for an implementation plan and project completion timeline. 10. The Chair adjourned the meeting at 8:33 p.m. Next Board Meeting, Tuesday, March 10, 2026 7:00 p.m. – Newcastle Memorial Arena Newcastle Memorial Arena Managers Report Date: February 10th, 2026 Safety / Training On ice incidents Off ice incidents Employee Safety/Concerns Safety Training Emergency Preparedness - Jan 11th - I received a call around 10am from Dylan letting me know the Olympia had smoke coming out of the ignition area and that it wasn’t starting - I went to the arena immediately to inspect - Jen Stycuk and Jason Muir were called ASAP and informed about everything going on with the potential of getting a loaner from them - Jen advised me to shut down the arena for the night - all groups were called to make aware of the arena closing - Todd was called as well - Tom from Resurfice came in the following morning to try and fix it - no luck for 6 hours - a loaner olympia was sent over from Courtice around 5pm from Jen and Jason - the loaner was natural gas so we tested out our natural gas system (very easy and everything worked) - Dave from Resurfice showed up the following morning and fixed our olympia - loaner sent back to MoC - Todd phoned to give all the details - incident report made - everything working well again - Jan 25th - Andrew Mercer (MoC) phoned me around 830am to inform me that all arenas in Clarington as well as Orono would be closing down due to weather - I decided it was best to follow this decision and close down our operations at 130pm - Todd informed right away about the decision - all ice groups called to let them know about this Safety Training: - Jan 14th 12pm - 1pm - WEBINAR: ORFA and Intact Public Entities (IPE) to Release a Recreation Risk Management Awareness Manual - COMPLETED - Jan 22nd - Robert from Leavitt Safety stopped by to do some tests/training with the Lone Worker Safety Device - all signals/tests were received - Jan 30th - James from Sage/Armstrong stopped by to install an antenna for the fire panel/LWSS to get better signals as we have really poor reception - coordinated by MoC - I have been wearing the LWSS around to familiarize myself with it and get used to it - have wore it on the olympia 3 times now Risk Management Concerns Items Completed - Feb 5th - Risk / Health and Safety Inspection with Joshua ITEMS COMPLETED: - Completed the Jan Fire equipment monthly - reported in red book - AED weekly and monthly reports completed - monthly walk around checklist completed - Shower Clips mounted in dressing room 1 and 2 - SW rink exit door latch fixed - sharp door frames filed down as best as possible - will keep an eye on these - caution strip placed in front of upstairs furnace door ITEMS TO BE COMPLETED/CONCERNS - New Fire Extinguisher tags (a bunch have fallen off) - EPI to drop some off next time they are at the arena or in the area - one of the front door push bars is not letting us lock or unlock properly - Dressing room 1 door not closing fully - could be bent hinges - Dressing room 2 accessible buttons not working properly - Dressing room 5 handle damaged/loose - Both stairwell doors to the outside of the arena need new sweepers and siding - stairwells very cold because of this - dressing room hallway light cover broken - might have leftovers from the renos Rentals/Revenue New Rentals Loss of Rentals Later Payments Signs/Advertising Vending - loss of rentals due to us being closed or the Olympia being down - Tuesday morning group 7am - 8am booked for the rest of the year - some new rentals over the March Break have been booked - our schedule is fully updated on our website, so hopefully we get some catchcorner bookings throughout the March Break - Shelby to post our rates on our website - All Jan invoices were sent out - Dance storage for Sept - Dec 2025 billed out - dance storage for Jan - Aug 2026 billed out - Futuresign billed for Jan - March 2026 quarterly - have a call with Sunspace about more rink advertising either this week or next - Phoned Elliott Insurance about rink Ad - haven’t heard back from them - Jeff from Sunnyside gave me his banking info for direct deposit - will send it over to Todd and Adam - another vending cheque was delivered to us - Jan 28th - 75th Anniversary sign has been installed by front door - I decided to go with a snap frame so that it can be used for future events or advertising - not a one time thing anymore - a new vending machine has been proposed to us by canteen - just going over the details with Canteen about this - details will be sent to Todd and hopefully a call - I will see if Canteen is willing to have an in-person meeting like we had with CIMCO - Todd and I 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: - heater in electrical/tool room fixed - NW stairwell door - SW rink exit door latch - Olympia ignition switch What needs to be fixed: - front door push bar - locking mechanism not working - dressing room #1 door doesn’t close properly - dressing room 2 accessible buttons not working the way they should - Dressing room #5 door - Handle is loose/damaged - Heat in Stairwells - MoC is looking at adding new siding and sweepers to the doors - Plan B might be to add wall mounted heaters Snow/Ice Maintenance: - snow removal on all outside doors done when applicable - salt all walkways and door ways when necessary - Sunnyside has been salting and plowing our parking lot - Jan 14th - MoC parking lot snow removal - Jan 30th - MoC parking lot snow removal Staff - Jan 19th - Staff Meeting - went over safety procedures and general maintenance up-keep - all employees were told if they are seen by myself or anyone else without a helmet on the ice they will not work for a week - operators to let me know if someone doesn’t wear their helmet - All staff have been warned not to unplug or touch the Lone Worker Safety Device in the office - have talked to operators about wearing this if they are alone at the arena (90% of the time I am the only one alone) - will go over LWSS during next staff meeting Inspections Municipal Operations TSSA / other Regulatory Inspections must be reviewed with Arena Board - Jan 13th - MoC Health and Safety Inspection - No items found - Jan 20th - TSSA COI’s for Boilers and Pressure Vessels posted in the refrigeration room - next expiration date is 2028 - Jan 20th - Email sent to TSSA (Ajeesh) about the order being completed Complaints Neighbours Customers - No Neighbour complaints ORFA Updates New Guidelines etc appropriate for our facility / operations ORFA GUIDELINES: - No new ORFA Guidelines OTHER - Jan 15th - Exterior signage finalized with Rick James - all the lettering is produced - just waiting for a warmer day for installation - Jan 16th - Brents Plumbing came in to fix clogged drain in refrigeration room - bigger problem than anticipated - will go more in detail during meeting - Jan 21st - CIMCO monthly inspection - installed new relief valves - Jan 21st - T&C Small Engine emailed about quote for snow blower - got a call from him but haven’t heard or received anything since then - will follow up - New Filters purchased for dehumidifiers - Keith (MoC) - stopped by on Jan 27th - informed him about the cold stairwells - Kevin (MoC HVAC) came in that same day to look at what could be wrong - steps in place to get this fixed - Jan 28th - Meeting with Todd, Josh Ford and Jeremy Gradante (CIMCO) - electrical panel and condenser tank valve to be quoted - Jan 29th - Meeting with Jim Vinson - Jan 29th - Olympia blades dropped off and 2 blades picked up - Feb 4th - December and January CIMCO monthly inspection reports sent out - email to be sent out to Cole (CIMCO) about ammonia exposure procedure - Olympia Oil change scheduled for next week - told by MoC to get our Olympia room pit drained HELP/FOLLOW UP Things I need help with or Looking for answers + Follow up *talk about during meeting* - No help needed as of right now