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Home My WebLink About2026-03-10 Newcastle Memorial Arena Management Board Minutes – March 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 Joshua Macdonald Sue White Absent with Notice: Shea-Lea Latchford – Secretary, 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 #26-010- Moved by Councilor Margaret Zwart, seconded by Jim Vinson THAT: The agenda be accepted. CARRIED 4. Adoption of Minutes – Motion #26-011 – Moved by Mark Stahler, seconded by Jim Vinson THAT: The minutes of February 10, 2026, be accepted as presented. CARRIED 5. Manager’s Report (copy attached) Highlights discussed include 1. Josh will make a procedure for ice take out/Ice put in - will talk with Jason (MoC) to see if there are more efficient ways, 2. Lone Worker Safety System - continuing to use it. 3.Successful 75th Anniversary Skate, Mayor made a post about it in the Orono paper. 4.Sent email to Josh Gibson (MoC) about water pooling in front of main entrance. 5. Plan to Schedule a meeting to go over CatchCorner bookings. 6.Oil change completed on the Olympia Feb 26, 2026. 7. Turned down Brine setting for ice temperature to 20F – Monitoring impact. 8. Feb 4 and 5th Jamess printing installed exterior letters on NW side of the building (Signage) – Very positive feedback. 9. Ice is planned to be taken out starting on April 6 or 7th. 10. Call-up list developed for recurring tasks. 6. Financial Report – Todd provided a copy of budget vs. actuals thus far for 2026. Late & overdue accounts significantly reduced in 2026 (Continued efforts by Josh). West NMA Signage completed & Invoiced by James Signs in February (8K). Snowplowing – To be reimbursed by MoC upon request (5K). February Hydro – Elexicon February Invoice due in April. Will see if ice temperature adjustments positively impacted our billing. 7. Risk Management Risk walkarounds took place March 5 with Josh Turner and Joshua MacDonald. Most outstanding items were corrected/completed. Nothing new to report. 8. Business Arising from Previous Minutes a. 75th Anniversary – Event went well, good representation from Clarington Council. Remaining Anniversary towels will be distributed at future events or skates. b. External Signage – E signage above entrance to be done when its warmer out and the block wall is painted. Board discussions ongoing on the South sign (walkdown needed). c. Connectivity Improvements – MoC confirmed fibre connection is not in Clarington budgets. Discussion with MoC IT ongoing for recommendations regarding internal infrastructure equipment and specifications for this initiative. Motion #26-012 – Moved by Mark Stahler, seconded by Joshua MacDonald THAT: A one-time fee of up to 12k for construction & connection of a fibre run from Firehall 2 (333 Hwy#2, Newcastle) to the Newcastle Memorial Arena be approved as presented. CARRIED d. Board Member Vacancy – Jennifer Stycuk from MoC confirmed prior to the meeting that there have been no applicants for the vacancy yet. 9. New Business a. Removing validation from the Working Alone Policy with Arena Manager concurrence. Motion #26-013 – Moved by Mark Stahler, seconded by Councilor Margaret Zwart THAT: The Working Alone Policy validation be removed and the Policy be Approved as presented. b. Staff Accident/Incident Reporting Policy. Motion #26-014 – Moved by Jim Vinson seconded by Councilor Margaret Zwart THAT: The Staff Accident/Incident Reporting Policy be Approved as presented. c. Policies and Procedures Development Program – Edit Section 4.4 to remove references to procedure repository and records management guidelines until developed. Motion #26-015 – Moved by Councilor Margaret Zwart seconded by Mark Stahler, THAT: The Policies and Procedures Development Program document be Approved as presented with edits. d. Notes from Chair on meeting with MoC. NMA Energy Loads expected post Building Condition Assessments coming in late 2026. Will include NMA in 2027 Ice resurfacer RFP. Terms of Reference SLA will be updated by Jennifer Stycuk and shared with the Board for finalization. 10. The Chair adjourned the meeting at 8:39 P.M. Next Board Meeting, Tuesday, April 14, 2026 7:00 p.m. – Newcastle Memorial Arena Newcastle Memorial Arena Managers Report Date: March 10th, 2026 Safety / Training On ice incidents Off ice incidents Employee Safety/Concerns Safety Training Emergency Preparedness - No on pad or off pad incidents Safety Training: - Going over LWSS procedure to validate it - sitting down in the office with it on is tough, but coming up with some ways to make it work - everything else about the procedure has worked well - I will make a procedure for ice take out/Ice put in - will talk with Jason (MoC) to see if there are more efficient ways Risk Management Concerns Items Completed - Risk / Health and Safety Inspection with Joshua sometime this week ITEMS COMPLETED: - Completed the Feb Fire equipment monthly - reported in red book - AED weekly and monthly reports completed - monthly walk around checklist completed - front door panic bar fixed - new parts - Dressing room 1 door fixed - Dressing room 2 accessible button/door fixed - Dressing room 5 handle fixed - Dressing room hallway light cover fixed - new cover installed 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 - Both stairwell doors to the outside of the arena need new sweepers and siding - will follow up with MoC about this - Pooling outside of front doors to be fixed late spring or early summer - lobby door going into rink not closing properly - work order to MoC if I can’t fix it - well done pest control certificate expired - I let him know - he said he will bring me a new one Rentals/Revenue New Rentals Loss of Rentals Later Payments Signs/Advertising Vending - getting new rentals over the March Break - almost every 7am - 8am time slot is booked for the month on March - All Feb invoices were sent out - Will schedule a meeting with Catchcorner to go over statistics and loss of bookings - Phoned Elliott Insurance about rink Ad - haven’t heard back from them - follow up this week - another vending cheque was delivered to us - I will see if Canteen is willing to have an in-person meeting like we had with CIMCO - Todd and I - Newcastle Hockey League - PAID - Laura Sternad - sending an e transfer 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: - Feb 6th - front door push bar - Feb 5th - dressing room #1 door doesn’t close properly - Feb 5th - dressing room 2 accessible buttons not working the way they should - Feb 5th - Dressing room #5 door - Handle is loose/damaged - Feb 5th - Febreeze dispensers installed in every dressing room - Feb 6th - light fixed in dressing room hallway - Feb 26th - Oil change on Olympia - Liftow What needs to be fixed: - Heat in Stairwells - MoC is looking at adding new siding and sweepers to the doors - Plan B might be to add wall mounted heaters - haven’t heard back on this - lobby door to rink not closing properly Snow/Ice Maintenance: - snow removal on all outside doors done when applicable - salt all walkways and door ways when necessary - Feb 6th - Sunnyside snow plowing Staff - Feb 23rd - Staff Meeting - will go over LWSS during next staff meeting - all staff have been instructed not to unplug the device Inspections Municipal Operations TSSA / other Regulatory Inspections must be reviewed with Arena Board - No inspections in February Complaints Neighbours Customers - No Neighbour complaints - Customer complaint was responded to on Facebook - will send another message about our procedures and what we have implemented ORFA Updates New Guidelines etc appropriate for our facility / operations ORFA GUIDELINES: - No new ORFA Guidelines OTHER - Feb 1st - Turned the Brine to 20 degrees fahrenheit - could help with the Hydro Bill - Will check Feb Hydro bill - Feb 3rd - Dec + Jan CIMCO reports sent out - Feb 4th and Feb 5th - James Printing Installed exterior lettering on NW side of building - Feb 12th - Meeting with Josh Ladouceur (Durham OneNet) - Feb 26th - Meeting with Todd - Feb 26th - Oil change on Olympia completed - Feb 27th - Meeting with Barry McDonald - Pace Solutions - Feb 27th - CIMCO Feb monthly inspection completed - Feb 27th - new dehumidifier filters installed by CIMCO - Feb 28th - sent Michelle (James Printing) and email for a graphic/quote about the logo on the North side of the building - I have made a call-up list on all things that need to done in the future I.E - expiring certificates, expiring rink ads, spring/summer MoC jobs, future billings, CIMCO jobs, etc - Email sent out to Josh Gibson about the pooling at the front door - will go over his team's response during the meeting 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