HomeMy WebLinkAbout2026-06-09
Newcastle Memorial Arena Management Board
Minutes – June 9, 2026 - 7:00 p.m.
Newcastle Memorial Arena
Present: Todd Taylor - Chair /Treasurer
Josh Turner – Manager Shea-Lea Latchford - Secretary
Mark Stahler Joshua Macdonald
Councillor Margaret Zwart Sue White
Regrets: Jim Vinson – Vice Chair
1. Declarations of Pecuniary Interest – There were no declarations of pecuniary interest.
2. Land Acknowledgment Statement – Todd Taylor
3. Adoption of Agenda - Motion #26-022 - Moved by Shea-Lea Latchford seconded by Joshua
Macdonald THAT: The agenda be accepted as presented.
CARRIED
4. Adoption of Minutes – Motion #26-023 – Moved by Mark Stahler, seconded by Joshua
Macdonald THAT: The minutes of May 12, 2026, be accepted as presented.
CARRIED
5. Board Member Delegation – Clarington Flames – Brent Strand (President) and Melisa
Wilson (Vice President) met with the Board. They informed the Board there are approximately
700 players, with five (5) Rep teams plus twenty (20) house league teams. They also have 150
volunteers working with the league. They have plans for an Applefest tournament October 16th,
to 18th in 2026 and a second tournament to run January 14th to 17th in 2027. They are
appreciative of the six hours they are allotted; however, they would like to change the time to
5:00 – 6:00 or 8:00 – 9:00 P.M on Friday’s.
6. Manager’s Report Josh reported that Tim Welsh (MOC) will send him the “Fire Watch”
procedure/guidelines for review and update at NMA. Rentals/Revenue: Canadian Tire is in
the process of having a rink board ad made and it will be installed once completed.
Repairs/Maintenance: New floor tiles were installed in the lobby and dressing rooms #1 and
#2. This was covered under warranty. A new water bottle filling station to be purchased and
installed. The cracked window glass was replaced in the compressor room. Staff: Josh
informed the Board he will be on vaction June 28th to July 9th. Josh assured the Board that his
leave was covered, a turnover would be provided to the Chair, and he would meet with his staff
to review policy and procedures in his absence,
2.
Other: Josh had a meeting with Tim Welsh on May 15th, with a number of issues being
discussed. Among them were the fire watch procedures, Lone Worker device contact list, clean
out/repair of eavestroughs, and a chain link fence quote. Josh and Todd (Chair) met with the
Jenny Woodside (Chair) & Jenelle Tutak (Coordinator) from Dance to discuss additional hours
requested on Sunday’s. Some discussion took place on upcoming upgrades to the building and
actions NMA could take to support them going forward. Update on cost increases, timing of
storage costs and agreement on extra hours to be agreed upon in the coming weeks.
7. Financial Report – Todd provided information on expenses vs. profit YTD. Todd also
reported EFT payments were established for Vianet as well as all routine monthly expenses.
Motion #26-024 - Moved by Shea-Lea Latchford seconded by Joshua Macdonald THAT: The
Ice Resurfacer Initiative’s $55,000 GIC that matured be reinvested for six (6) months.
CARRIED
8. Risk Management – A walkdown was performed on June 3, 2026, by Joshua Macdonald and
Josh Turner and no new issues were found.
9. Business Arising from Previous Minutes
a) External Signage – The Board requested the decision on the south wall external signage
be deferred until our August meeting to allow the Arena Manager to follow-up with the
Municipality on sign sizing approval and the Board time to see the finished signage over
the NE entrance door.
b) Connectivity Improvements – LiveBarn will require a floor plan to determine where
their equipment will be placed and a design for the Wi-Fi. Mark will follow-up with the
Municipality on the bill of material/equipment list to finalize costs. Motion #26-025 -
Moved by Mark Stahler, seconded by Joshaua Macdonald THAT: In the absence of
alternative funding, the Board approves up to $40,00 for network equipment.
CARRIED
Mark reported that they are looking at an installation date in August, and he will work.
closely with Josh Turner & MOC on the installation.
c) Policy/Procedures Updates & Approvals – The Chair reported that a draft for the “Ice
Removal” procedure has been prepared by Josh. Approval of the document has been
deferred until our August meeting, giving the Board more time to review it.
3.
d) Board Member Vacancy – Councillor Zwart advised that Council had approved an
additional member be added to the Board. The Terms of Reference will reflect this change.
She also reported that two (2) new members have been selected to fill the current
vacancies.
e) Water Bottle Filling Station – It was noted that a discussion took place on the need for
the replacement of the water bottle refill station at the arena from last meeting but a motion
to approve the station was not made.
Motion #26-026 - Moved by Joshua Macdonald, seconded by Todd Taylor That: A new
water bottle filling station be purchased at the cost of $3,500. It will be installed with a
Municipal Work Order.
CARRIED
10. New Business – Ice & Rental Rates
Motion #26-027 - Moved by Sue White, seconded by Councillor Zwart THAT: The ice
and rental rates for 2026/2027 will increase by 4% across the board, excluding existing
agreements with the Farmers Market and Futuresign.
CARRIED
Motion #26-028 - Moved by Sue White, seconded by Todd Taylor THAT: The summer
hourly floor rate will be reduced to $95. (+HST), effective immediately.
CARRIED
The Chair adjourned the meeting at 8:59 P.M.
Next Board Meeting, Tuesday, August 11, 2026
7:00 p.m. – Newcastle Memorial Arena