HomeMy WebLinkAbout2019-07-09Newcastle Memorial Arena Management Board
Municipalitv of Clarinaton
Minutes ofMeetine — Tuesday. Julv 9. 2019
(Not vet approved by committee)
In Attendance — Dave Bouma, Chair Bryan Wiltshire, Arena Manager
Shea -Lea Latchford, Gary Oliver, Todd Taylor, Susan White, Councillor Margaret Zwart
Regrets: Councillor Granville Anderson
1. Agenda Motion #19-026
Moved by Todd Taylor, seconded by Sue White THAT: the Agenda be accepted
as proposed.
CARRIED
2. Acceptance of Minutes Motion #19-027
Moved by Todd Taylor, seconded by Dave Bouma THAT: the minutes of
May 14, 2019 be accepted.
CARRIED
3. Manager's Report - Brian presented his report, waiting to hear from the
Municipality when the work on the east and north exterior will begin. Bollards
and speed bumps will be installed within the next couple of weeks. The flush
valves have been ordered and Prairie Plumbing will complete the retrofitting. Ice
requests have been received and the contracts will be sent out next week. Autism
Home Base has rented the arena and will take an additional 3 rentals. The hinge
was replaced on the Visitor Bench. A representative from Lockie Longhurst
walked through the arena and it was recommended that we upgrade our First Aid
Kits. The painting is continuing and the Risk Management Inspection was
completed.
4. Risk Management Inspection Report — As per the binder supplied by the
Municipality, Sue and Brian completed a walk-through of the arena and addressed
each item on the seven page report which included the Front Lobby, Boiler Room,
Office, Sprinkler Room, Washrooms Concession, Change Rooms/Corridor,
Arena, Ice Resurface Room, Electrical Room, Refrigerant Room, Exterior and
Chemicals. A number of issues were addressed and Brian will report on the
remaining items at our August meeting. This report will now be completed
quarterly as per the Facility Operation Manual.
2.
5. Treasurer's Report — Todd presented a Q2 Budget Update and Q1 adjustments
were discussed. The Q2 numbers will be presented at the August meeting. Also,
we received a cheque in the amount of $2000 from the Municipality Grant for
Free Family Skating Program.
Motion #19-028 - Moved by Todd Taylor, seconded by Gary Oliver THAT:
Standard Payment Terms be written on all our ice contracts.
CARRIED
6. Motion #19-029 — Moved by Gary Oliver, seconded by Sue White THAT:
A 2% increase be applied to all rentals for the ensuing year.
CARRIED
Motion #19-030 - Moved by Todd Taylor, seconded Gary Oliver THAT:
Payroll be changed from a weekly to Bi -Weekly Payroll System.
CARRIED
Motion #19-031 - Moved by Todd Taylor, seconded Sue White THAT:
$15/K be moved Capital Expenses and divided as 5/K Operations and $10/K
Maintenance.
CARRIED
Motion #19-032 - Moved by Todd Taylor, seconded Gary Oliver THAT:
An additional 20 hours be allocated for the bookkeeper to complete the audit and
Q4 reports.
CARRIED
Election of Executive — Chair - Councillor Margaret Zwart presided over the
election of a new Chair. Dave Bouma was nominated and acclaimed to the
position.
7. New Business Motion #19-033 - Moved by Todd Taylor, seconded by Sue
White THAT: the Board approve the new Chair as supervisory authority of the
Arena Manager.
3.
Next Meeting — Tuesday, August 13, 2019.
9. Adiournment Motion #19-034
Moved by Sue White, seconded by Margaret Zwart THAT: the meeting be
adjourned.
CARRIED
The meeting adjourned at 9:15 PM
Chair
Secretary