HomeMy WebLinkAbout2016-03-08 Minutes
Newcastle Memorial Arena Management Board
Municipality of Clarington
Minutes of Meeting – March 8, 2016
(
Not yet approved by committee)
In Attendance
– Gord Lee, Chair Gord Blaker, Vice Chair
Carol Little, Shea-Lea Latchford, Sue White, Councillor Wendy Partner, Regional Councillor
Willie Woo, Jay Summers, Gary Oliver, Arena Manage, Bryan Wiltshire
1.Call to Order - 7:08 P.M.
2. Adoption of Minutes – Motion # 16-008 THAT:
was proposed:
th
The minutes of the February 9, 2016 meeting are accepted as presented.
Moved Seconded
by: Shea-Lea Latchford by: Gord Blake
CARRIED
3. Arena Manager’s Report
– Following up on the need for a revised one time user
agreement, Bryan provided a new contract form for this purpose. In addition, he had
advised his staff on up-front payments for all casual, one-time users of the ice surface or
upstairs hall. This will eliminate our need to chase down payments from persons we have
no ledger experience with.
Discussions took place regarding our ice time change offer to NVMHA that the chair had
rd
submitted to Peter Hazelton by e-mail on February 23. Peter had advised that
unfortunately it didn’t help their situation and they would ideally like to eliminate 3
hours
of Saturday ice time and in return acquire the a 3hour time slot on a week-night.
Prime time ice on week nights is obviously in great demand. The board discussed this
issue at great lengths; unable to come up with another solution at this time.
Motion # 16-009 THAT:
was proposed: The chair contacts Mr. Hazelton again, advising
him that the offer provided to him of exchanging Sunday hours for the Thursday evening
(2)
Hours of the CGHL were the only current option available. Also, request that he give this
nd
his consideration and get back to us by April 2, 2016 with their decision to accept or
decline.
Moved Seconded
by: Councillor Partner by: Shea –Lea Latchford
CARRIED
Bryan also updated the board members on the spring schedule, reminding members that
the CGHL. Had booked the ice for the Monday, Tuesday and Wednesday evenings,
(April 4, 5 and 6. Then, the ice plant would be shut down and the ice removed for
preparation of Lacrosse and Ball Hockey.
4. Financial Report –
Year to date financials indicated revenue of $94,521.15 and expenses
of $54,558.54 to March 8, 2016. New ice rates to commence with our September, 2016
start-up were presented by the chair, along with a final budget forecast for 2016. Revenue
forecast for year 2016 was set at $311,100.00, a 5% increase over 2015 actual sales.
Motion # 16-010 THAT:
was proposed: The new ice and floor rates and the budget
forecast for year 2016, presented to the board members be accepted.
Moved Seconded
by: Willie Woo by: Gary Oliver
CARRIED
Accounts Receivables were at $78,005.89 to Feb. 29, 2016; 68% current, ($52,000.00).
5. New Business
It was requested of Bryan to acquire scheduling from the Clarington Recreational
Lacrosse Association for their summer program at Newcastle Arena. Also, if he would
give some attention to the fence vines in the parking lot before the summer programs
commence and while he still had staff to help out. The vines on the fence along the
parking lot, if left to grow this summer, would be out of control.
The Clarington Farmers’ Market located in the arena parking lot will be in operation,
commencing Sunday May 22, 2016.
6.AdjournmentMotion # 16- 011 CARRIED
– to adjourn -
Arena Board Forecast & Revenue For 2016
2015 Actual2016 ForecastMar. 31, 2016Mar. 31, 2015
Revenue
Ice Rental$251,430.35$262,800.00$122,319.31$122,691.26
Public Skating$3,930.83$4,000.00$2,277.42$2,115.08
Canteen Sales$17,758.57$20,000.00$7,081.27$7,742.16
Vending Sales$423.01$600.00$227.43$47.79
Sign Rentals$7,200.00$7,500.00$2,800.00$0.00
Summer Rentals$10,416.15$10,000.00$0.00$0.00
Upstairs Rentals$5,110.62$5,000.00$1,288.50$2,860.62
Storage Charges$1,200.00$1,200.00$1,200.00$1,200.00
Interest Income$0.00$0.00
Misc. Income$0.00$0.00
Total Revenue$297,469.53$311,100.00$137,193.93$136,656.89
Payroll Expense
Wages - Arena$107,489.51$108,000.00$36,323.54$35,425.66
Wages Canteen$11,207.96$12,500.00$5,351.86$5,010.95
Vacation Pay$5,741.91$6,000.00$1,921.20$1,831.24
E.I. Expense$3,011.55$3,000.00$1,114.54$1,084.73
C.P.P. Expense$3,826.34$4,000.00$1,271.77$1,165.68
W.C.B. Expense$2,556.23$2,700.00$821.94$823.83
Empoyee Bnft's$5,724.99$6,000.00$2,078.11$0.00
Total Payroll$139,558.49$48,882.96$45,346.09
$142,200.00
Gen. Expenses
Bookkeeping$10,160.00$10,000.00$2,780.00$3,530.00
Capital Expend.$0.00$10,000.00$0.00$0.00
General Admin.$2,702.62$3,000.00$256.34$239.76
Canteen Purch.$11,637.33$12,000.00$4,085.90$3,352.68
Bank Charges$600.19$700.00$141.26$51.01
Bad Debts$0.00$300.00$0.00
Propane Exps'e$2,856.09$4,000.00$1,855.24$1,215.10
Property Maint.$14,075.99$17,000.00$5,625.52$3,228.37
Property Oper.$21,982.82$20,000.00$2,270.67$5,388.29
Office Expense(Included in General Administration)
Tel. & Internet$4,272.67$4,500.00$1,091.97$1,206.36
Water $5,858.15$6,500.00$1,355.94$1,389.54
Hydro Costs$48,803.65$52,500.00$13,401.60$19,041.24
Heating Costs$7,723.80$10,000.00$3,452.89$2,898.22
Penelties$0.00$300.00$191.89$0.00
Equip. Purchases$0.00$0.00
Misc. Expense$1,142.08$1,500.00$0.00$346.99
Total Gen. Exsp.$131,815.39$152,300.00$36,509.22$41,887.56
Total All Expn's$271,373.88$294,500.00$85,392.18$87,233.65
Income Y.T.D.$16,600.00$51,801.75$49,423.24
$26,095.65