HomeMy WebLinkAbout2022-03-08Newcastle Memorial Arena Manazement Board
Municipality of Clarinaton
Minutes ofMeeting — Tuesday, March 8, 2022
(Not vet approved by the Board)
In Attendance — Dave Bouma - Chair Bryan Wiltshire — Arena Manager
Shea -Lea Latchford, Todd Taylor, JimVinson, Sue White, Councillor Margaret Zwart (cell)
Regrets — Councillor Granville Anderson, Shane Armstrong, Gary Oliver
Meeting opened at 7:00 p.m. with the Land Acknowledgement
1. Agenda - Motion #22-008
Moved by Todd Taylor, seconded by Jim Vinson THAT: The Agenda be accepted
as proposed.
CARRIED
2. Acceptance of Minutes- Motion #22-009
Moved by Sue White, seconded by Todd Taylor THAT: The minutes of Tuesday, February
8, 2022, be approved.
CARRIED
Manager's Report — Safety: Unfortunately, the coach of the Newcastle Stars had a misstep
and sprained his shoulder and ankle. Brian will see if the step/landing is up to code and what
will be required to install a raised platform. Risk Management:An inspection was
conducted on March 71h and the following was noted: a) the fire door at the top of the east
stairs does not latch and two of the emergency exits are obstructed; b) a loose piece of wood
with an electrical component was found on the south wall inside the electrical room; c) the
eaves trough on the south side of the main entrance is leaking and the flashing on the south
side of the main entrance is loose; d) the labeling on the brine tank (red tape) is not
legibleand; e) the daily checks of the arena are not being documented in terms of what is to
be checked and evidence it was done. Bryan's ORFA certification/training has not been
updated. The Board will follow up at next month's meeting to ensure that the certification
process has started. A new Fire Certificate will be issued as all the open items have been
completed. Rentals/Revenue: Bryan followed up with each group for April ice. He will
confirm other bookings to fill in the gaps and will advertise on Facebook for remaining ice
times. The Future Sign invoice is still unresolved, and we will seek advice from the
Municipality to handle the outstanding invoice.
4
Councillor Zwart informed the Board that the Farmers Market is looking for a new location.
As of yet they have not approached the Board.
Repairs/Maintenance: Bryan replaced 4 light fixtures and has submitted our snow removal
receipts to the Municipality for reimbursement. He will also follow up with the Municipality
regarding all outstanding work orders. Staff. Bryan received an email from the
Municipalitycomplementing the staff on how polite and accommodating they were during
Covid-19 restrictions. Inspections/Municipal Operations: Clarington Fire Department
completed their annual inspection and found no issues. OFRA Updates: There will be a
dropping of protocols and loosening of restrictions regarding Covid-19. Other: Facebook
and the website have been updated.
Financial Report
Todd Taylor gave an update on the financials and informed the Board the financials are out
for the annual audit.
3. Risk Management— The walkthrough was completed on March 71h and several issues are
mentioned in the Manager's Report. One of the outstanding issues is the daily
documentationis not being completed. Sue suggested that Bryan visit a couple of other arenas
to see what improvements could be included in our construction plan.
4. New Business-Covid Update— There is no longer a request to show your QR code but
anyone entering the arena must wear a face covering. Olympia — Bryan will ask for quotes
for a new machine. We will look at both a propane and natural gas ice resurfacer and what
lead time is required.
5. Round Table — A round table discussion followed.
6. Discussion —An "In Camera" discussion was held to implement the arena's Covid-19
Vaccination Policy.
7. Acceptance of Vaccination Policy- Motion #22-010
Moved by Todd Taylor, seconded by Jim Vinson THAT: The Vaccination Policy be
approved.
CARRIED
8. Adiournment- The meeting was adjourned by the Chair at 8:53 p.m.
Next Board Meeting — Tuesday, April 12, 2022