HomeMy WebLinkAbout2016-02-09 Minutes
Newcastle Memorial Arena Management Board
Municipality of Clarington
th
Minutes of Meeting – February 9, 2016
(Not yet approved by Committee)
In Attendance - Gord Lee, Chair Gord Blaker, Vice-Chair
Carol Little, Sue White, Councillor Partner, Gary Oliver, Arena Manager, Bryan Wiltshire.
Regrets – Jay Summers, Regional Councillor Woo
Absent – Shea-Lea Latchford
1.Call to Order – 7:05 P.M.
The meeting was opened with a motion to amend the minutes of the November 10 th,
2015 meeting – Motion # 16-004 was proposed: To correct the attendance recorded in
the above noted minutes to include Councillor Partner, who was in attendance, but
recorded as absent.
Moved by: Councillor Partner Seconded by: Sue White
CARRIED
2.Adoption of Minutes – Motion # 16-005 was proposed: THAT:
The minutes of the January 12 th, 2016 meeting are accepted as presented
Moved by: Gord Blaker Seconded by: Gary Oliver
CARRIED
3.Arena Manager’s Report - Further follow-up and advice from Cimco Refrigeration to
Bryan suggested that we do not delay the stabilization of the Brine and Glycol levels in
our refrigeration system. This project was initially planned to be attended to during our
summer shutdown. However, on the advice of the experts the following motion was
proposed:
Motion # 16-006 - THAT: Bryan contact Cimco and arrange for the correction and
stabilization of the refrigerants in our system to be attended to ASAP.
(2)
Moved by: Gary Oliver Seconded by: Carol Little
CARRIED
Following up on our meetings with both the NVMHA and the CGHL of January 15 th and
January 22nd, respectively, Bryan put together a proposed ice allocation schedule for
the fall, 2016 season. It reflected the changes we would be able to make based on the
willingness of both user groups. The critical needs of additional week-day prime-time ice
and a lesser amount of week-end ice by the NVMHA was the objective. Through our
special meetings with both user groups the board was able to free-up two (2) hours of
ice time on Thursday evenings for NVMHA. But, it would come at the expense of their
organization giving up some of their Sunday ice time. Not exactly what they had in mind,
as it was Saturday ice they were trying to exchange. However, the CGHL, at this point
are unable to take on more Saturday ice.
The board requested the chair write to Peter Hazelton of the NVMHA with these
probable changes and request a reply to go forward. Follow-up to this matter will be
tabled for our March meeting.
Further: Bryan also discussed the hockey playoff schedule, elimination of teams and the
general slow-down of visitors and snack bar sales.
Further discussion by members questioned our plans for Family Day at the arena and
Public Skating. Sue White suggested our arena lacked a Social Media presence and we
should concentrate on getting a better message out to the public. Particularly, through
the Clarington Calendar and our own Web-Site activity. Councillor Partner took us
through the Social Media tools available through the municipality. Follow-up will
continue.
4.Financial Report – Currently working on our 2016 budget forecast, discussions took
place on ice rental rates for the fall of 2016 and on through the winter of 2017.
Increases in energy costs, propane and most supplies to the arena necessitated an
increase in ice and floor rental fees. It was suggested a 2-4% increase should be
implemented for September, 2016 and a summer floor rental rate go into effect for this
spring. The chair offered to make proposed changes to our current rates and bring a
completed budget forecast to our March meeting for acceptance. Sue White offered to
(3)
Follow-up with the municipality to acquire their ice rental rates now in effect. January,
2016 revenue was on par with the previous January. Accounts Receivables were at
$62,000.00 with 75% being current. A revision of our one time rental invoice needed
updating and up-front payment s for casual users be enforced. Bryan was advised to pay
closer attention this area of the business to save us chasing these small receivables. He
will prepare a revised invoice for the March, 2016 meeting.
5.New Business
Discussions took place regarding the snack bar sales. It was suggested gravy be
considered to serve with our French Fries. Gary, Bryan and Gord arranged to meet the
following Tuesday morning to test and set up the gravy process for the snack bar staff.
Sue White also advised that Poutine was the most popular snack treat at the local ski
club and she would seek out information on the serving process and pricing.
Gary advised: A number of the girls in the snack bar were not wearing the hoodies we
provided and requested Bryan follow-up with them. Minimal snow clearance was
required so far this winter and nothing had to be removed from the parking lot, to date.
Snow clearing was well under budget for this season.
Tuesday March 8, 2016 – 7:00 P.M
6.Next Meeting -
Motion # 16- 007
7.Adjournment – was proposed: Motion to adjourn
Moved by: Councillor Partner Seconded by: Gord Blaker
CARRIED