HomeMy WebLinkAbout2013-06-11 Minutes Newcastle Memorial Arena Management Board
Municipality of Clarington
Minutes of Tuesday Jive 11, 2013
In attendance—Gord Lee, Chair Larry Burke, Vice- Chair
Carol Little, Gord Blaker, Gary Oliver, Regional Councillor Willie Woo, Arena Manager,
Bryan Wiltshire
Re-nets—Councillor Partner, Robert Holmes
1. Call to Order— 7:10 P.M.
2. Adoption of Minutes—Motion #13-123
THAT.• The minutes of May 14th, 2013 is accepted, as presented with no
correction or, changes noted.
Moved by: Carol Little Seconded by: Gord Blaker
CARRIED
3. Arena Manager's Report—Bryan advised that the change room showers Reno.
had been completed by Stonecor Ltd. within the budget and quotation approved
by the board. Summer scheduling was moving along— Clarington Lacrosse was
operating three nights per week. Mike Stacey's Ball Hockey was to commence
June I7th on Monday nights. Zoomba Dancing upstairs had a small beginning,
with only 1 hr. of scheduling Monday nights and the Men's Sunday Night Ball
Hockey was proceeding, as scheduled.
Bryan and the chair also reported on the Newcastle & District Chamber of
Commerce Trade Show, which took place on Sunday June 9th. All went well with
their first attempt at holding the show at the arena. Letters of gratitude had been
received by the chair, thanking Bryan for his assistance.
Gord advised he was going to attempt to get a few more dollars from the chamber
to cover the additional costs of allowing them to set up Saturday, before the
Sunday show. Although we had agreed to Saturday arrangement, it had taken 12
hours of staff time to get every exhibitor in place. The original quote for the day
was within $400.00. However, it wasn't expected they would need so much time
on the Saturday for moving in. An increase to $600.00 was suggested by the
board members. The Chamber members were most pleased with this venue for
their annual show and requested a tentative booking for 2014.
(2)
Regarding ice allocation for this fall—we now have 7 hours of prime time
available from the demise of the New Castle Skating Club. Prime time ice will not
be a problem to dispose of However, the members suggested: We be careful in
handling these time slots, so as to not get user groups trading non-prime time ice
for better hours that we wouldn't be able to rent.
It was suggested we do the following:
• Offer the Monday and Wednesday evening ice to the Clarington Girls Hockey
League, who have been looking for more ice time at Newcastle Arena
• We sit on the Saturday ice availability until all of the ice requests from user
groups are in our hands for the 2013-14 seasons. Then we can carefully offer
it out as extra time, not replacement time. Bryan advised: He will most likely
have all his ice requests for this fall, by our July meeting.
Also, Motion # 13— 124 was proposed:
THAT: Ice scheduling for this fall and winter season provide an increase in time
for Sunday public skating. Public Skating should operate for 1 '/z hours, from
1:30—to 3:00 P.M.
Moved by: Gord Blaker Seconded by: Gary Oliver
CARRIED
4. Financial Report— The chair advised that the Newcastle Skating Club had failed
in their effort to reorganize. Their AGM was poorly attended -the President and
Secretary Treasurer had resigned and no volunteers had stepped forward to form a
committee and move forward. Consequently, the arena board is stuck with a debt
owing from the NSC of$9,720.86. In addition, Joanne Raymond, president of the
skating club and a member of our arena board, had also resigned from the board.
Further, Gord had sent a letter to the Municipality Finance Department requesting
they contact the skating club and ask for a audit of their finances for the past 2-3
years. Nancy Taylor, Director of Finance for the municipality had responded and
will follow-up. It is most likely a non-collectable debt that we will have to write
off at year-end. The Newcastle Skating Club has operated out of our arena for 40
years. Diminishing registrations put their membership below 80 participants, the
past two seasons. Busy people, the lack of volunteers and girl's hockey all
contributed to their demise.
(3)
Year-to-date financials were provided— showing A/R at $14,970.11 —most of it
being from the skating club. Our income statement to May 31st, 2013 had us at
45% of our forecasted annual budget of$326,100.00. And income, YTD at
$16,831.81.
5. New Business —A written request to the clerk's office had been submitted to fill
the board member vacancy created by JoAnne Raymond's resignation.
Gord Blaker advised: The additional lobby bench was under construction at a cost
of$1,500.00 and was on schedule for this fall.
Bryan had had a request from Masood Vatandoust for additional advertising space
in the arena. The chair offered to follow-up with Masood. There was also
advertising space requested by Newcastle Family Connection Dance to follow-up
on. There are currently a couple of rink-board spaces available. Bryan also
advised—we require some type of portable ramp at the Olympia Doors and ice-
pad entry doors, if we continue to have trade shows on the ice pad in the off
season. The recently held trade show identified some difficulties with
handicapped visitors stepping or wheeling onto the floor surface.
Councillor Woo advised that: Should the need arise in the future for trade show
tents and chairs; Kevin Hawes of Newcastle, (beside No-Frills) would be a good
contact to refer people to.
6. Next Meeting—Tuesday July 9, 2013— 7:00 P.M.
7. Adiournment—Motion # 13-125 was proposed:
THAT: The meeting is adjourned
Moved by: Larry Burke Seconded by: Larry Burke
CARRIED