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08-05-2005 ICE MIN7'1 TH LIC I I 1 SI FEEL 'f L I Il"Y W LL °rlJ 5 1(, tJ l° 2, 2005 Members Present: Chair Martin, Commissioners Farber, Foss (6:10 p.m.), Johnson, Malzahn, and Polston-Hock Members Absent: Commissioner Halgren Staff Present: Arena Manager Rich Czech, Parks and Recreation Director Bill Maertz, and Recording Secretary Jessica Miller Also Present: Jon McLaughlin, Elk River Youth Hockey President Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Ella River Ice Arena Commission was called to order at 6:05 p.in. by Chair Martin. 2. Consider 08/02/05 Ice Arena Commission Agenda MOVED BY COMMISSIONER FARBER AND SECONDED BY COMMISSIONER POLSTON-HORK TO APPROVE THE AUGUST 2, 2005 ICE ARENA COMMISSION AGENDA. THE MOTION CARRIED 5-0. 3. Consider 04/05/2005 Ice Arena Commission Minutes MOVED BY COMMISSIONER JOHNSON AND SECONDED BY COMMISSIONER POLSTON-HORK TO APPROVE THE APRIL 5, 2005 ICE ARENA COMMISSION REGULAR MEETING MINUTES. MOTION CARRIED 5-0. 4. Open Mike No one was present for open mike. (Commissioner Foss arrived at 6:10 p.m.) Review 2005 Finance Information and 2006 Budget Ice Arena Manager Rich Czech presented Arena financial summaries for 2003 and 2004 along with budget information from 2005 and a draft budget for 2006. Chair Martin questioned why the sign rental revenue is so low. Mi. Czech indicated that sign rentals are invoiced at the end of the year and the amount will rise. Parks and Recreation Director Bill Maertz noted that the budget estimates are conservative. Mi. Maertz stated that the city has received only verbal information from Ella River Youth Ice Arena Commission Minutes August 2, ?005 Page 2 Hockey regarding concession stand numbers and since this is the first year the city will be running it they wanted to be conservative with the budget. 6. Outside Banners Arena Manager Rich Czech indicated that Kent Madsen came to the April Ice Arena Commission meeting and discussed outside banners with the Commission and since the Commission was supportive of that, Mi. Madsen has done some more research on the banners. Parks and Recreation Director Bill Maertz stated that he spoke to the Planning Department and the banners will not violate any sign ordinance as long as they do not display advertising. Kent Madsen, 19312na St NW -indicated tlzat as he discussed at the April meeting, he would like to see banners with pictures and information regarding the three Elk River players who have gone on to play in the National Hockey League (NHL,) placed on a wall outside the Ice Arena. He stated that he would like permission from the Commission before he proceeds any further. Mi. Madsen indicated that it had been communicated to hits that he would need to find someone to hang the signs but he believes the city building maintenance staff would need to assist to be sure no damage was done to the outside of the Arena. Commissioner Farber stated that he mentioned the banners to the Cit3= Council and the Council was in full support of the banners. He also did not feel that having the building staff help with hanging the signs would be an issue. Discussion took place regarding the banners size, placement, and what information they should contain. Mi. Madsen stated that Ells River currently has three players that have gone on to play in the NHI,; two current and one former. He stated that he would meet with the player or their parents to get a picture and to see what information they would like included on the banner. Chair Martin stated that each team has a media person tl~at could be contacted to obtain pictures. Chair Martin also suggested that once the banner details are narrowed down, that a special meeting should be called for the Ice Arena Cotntnission to review and discuss the banners. Mr. Madsen stated that he will talli to Elk River Youth Hockey about contributing towards the signs and once he gets pictures and more information he will be in contact with the Commission. MOVED BY COMMISSIONER FARBER AND SECONDED BY COMMISSIONER JOHNSON TO APPROVE THE CONCEPT OF THE OUTSIDE BANNERS TO BE PLACED ON A WALL OUTSIDE THE ICE ARENA AS DISCUSSED AND FOR KENT MADSEN TO PROCEED WITH HIS EFFORTS ON OBTAINING PICTURES AND FUNDING FOR THE BANNERS. MOTION CARRIED G-0. Commissioner Farber stated that in addition to the banners, he would like an organization such as Youth Hockey or the Blue Line Club to solicit pictures of all of the youth hockey players in Elk River that have gone on to play college hockey to be placed in the Barn. Mr. Czech indicated that the Commission discussed this at tlleit August 2004 meeting and Ice Arena Commission Minutes August 2, 2005 Page 3 decided to leave it up to the parents to come forward with their children's picture if they would like it displayed in the Arena. Mt. Czech stated that the Commission decided that all the pictures should be 10x14 with oak frames to create uniformity and that the pictures should be brought to the Arena ready to be displayed. Mi. Czech also stated that it was the consensus of the Commission that the player must have played at one of the following levels to have a picture displayed: ^ College -must have lettered at Varsity level ^ European Professional Hockey ^ National Hockey League (NHL) Affiliated Minor League Hockey ^ NHL Mi. Czech stated that this issue could be discussed after the banners are completed and the Blue Line Club or Elk River Youth Hockey could be approached to assist in solicituig pictures at that tithe. Concession Stand Arena Manager Rich Czech indicated that Elk River Youth Hockey has decided not to operate the concession stand so the city will Ue taking over operation effective August 1, 2005. Mt. Czech stated that six to eight part-time employees will be hired to work the concession stand and the proposed hours of operation for the stand are 5:00 p.rn. - 9:30 p.m. Monday -Friday, 8:00 a.m. -10:00 p.m. Saturday, and 10:00 a.m. - 9:30 p.m. Sunday. Mi. Czech noted that these tunes may vary dependuig on activities scheduled. Parks and Recreation Director Bill Maertz stated that the hope is that with regular hours, people will begin to depend on the concession stand being open and so they can plan on grabbing something to eat at the Arena. NIr. Maertz indicated that the Recreation Department has staff experienced in concessions that will help run the concession stand. He explained that at first, he would like to see experienced city staff run the stand rather than volunteers to provide better customer service. Counciltnember Farber questioned if youth organizations could be paid a flat fee to come in and assist city staff at the concession stand. Mi. Czech indicated that the Arena will not save a substantial amount of money by paying youth organizations to do this and they would rather have experienced staff in the stand. Jon McLaughlin, Elk River Youth Hockey President -stated that Youth Hockey simply did not have enough volunteers to operate the concession stand. He indicated that the concession stand required about 2500 hours to operate and only about 980 total hours were worked by Youth Hockey volunteers last year. He stated that many parents are choosing the buy-out option rather than volunteering. Commissioner Farber questioned if the buy-out amount could be increased. Mr. McLaughlin indicated that it is an option but that the belief of Elk River Youth Hockey is that the concession stand is not profitable and it is not well received by Youth Hockey as many parents believe the lease amount is excessive compared to what other organizations are paying in similar situations. Ice Arena Commission Minutes August 2, 2005 Page 4 Commission Farber provided a histoi-~= of the relationship between Elk River Youth Hockey and the city and how some of the agreements came about. IIe stated that the reason for the agreements is because Elk River Youth Hockey came to the city= years ago and wanted the city to build a second sheet of ice. As part of the partnership between the citj= and Ells River Youth Hockey, Youth Hockey made agreements with the city= to help reimburse the city= for some of the costs associated with the second sheet of ice. He noted that it is not the intention of the city in any way to overcharge Youth Hockey and that be hopes that the city= and Ella River Youth Hockey continue to have a good relationship. Commissioner Farber asked ~~. McLaughlin to pass this information on to lus fellow members of Youth Hockey. NIr. McLaughlin agreed. ML. McLaughlin noted that he met with Mt. Czech in May when he became president of Youth Hockey and they discussed how to create a better worl~ing relationship between Youth Hockey and die city. 8. Managers Office Arena Manager Rich Czech explained that a new manager's office was scheduled to be built in 2006 but with Council approval, will be built this summer. Mi. Czech indicated that he received two bids for the office which came in just under $$50,000. He stated that he spoke to Finance and Administrative Services Director Lori Johnson and according to bid la~v, the city= must go out for bids on anything over $$50,000. Nir. Czech stated that because the bids received are so near $50,000, Ms. Johnson requested that the project be put out for bid after Council approval. Parks and Recreation Director Bill Maertz stated that this new manager's office will be more centrally located and that they are looking for ways to utilize the old office. He noted that the construction will also include a conference room and acopy/work space. Customer Selvice/Office Assistant Arena Manager Rich Czech indicated that the Arena hopes to bite apart-time Customer Selvice/Office Assistant that will be positioned iii the front office as you enter the Arena. He stated drat this position will greet customers, answer phones, assist with registration during skating programs, and help with the concession stand. 10. Ice Sales Arena Manager Rich Czech reviewed the draft usage schedule for 2005-2006. I Ie stated that there will be minor changes before the season begins but that most of the hours are set. He stated that about 140 additional hours were rented this summer as compared to last summer. 11. Commission/City Council Arena Manager Rich Czech indicated that CitS= Clerk Joan Schmidt has requested that each board and commission put together interview questions for die Council to consider for board and commission inteivie~vs. Chair Martin asked each Commissioner to email Rich in the next couple weeks if they have ideas for interview questions. Ice Arena Commission Minutes August 2, ?005 Page 5 Mi. Czech stated that the annual goal-setting worksession with the City Council is scheduled for Monday, October 11, 2005 at Lions Park Center. Chair Martin distributed draft 2006 Ice Arena Commission goals that he put together using last year's goals. The Commission made a few additions to the goals. 12. Staff Updates A. Summer broiects Arena Manager Rich Czech stated that this summer, Arena staff finished installing the center grove on the west and east walls of the Barn and the north and south ends will be completed in the next couple years, depending on budget. Nlr. Czech stated that the handicap rail was also completed. Rubber flooring was installed in the three remaining locker rooms that still had the old matting and this completes amulti-year project of replacing worn-out matting throughout the Arena. Mr. Czech indicated that some regular maintenance items were also completed such as a shaft seal on compressor #2 on the Barn's ice plant and the top end compressor #2 was rebuilt on the ice plant for the Olympic rink. B. Di• NIr. Czech stated that the fall dance for 4th through 6th graders will be held September 9. He stated that attendance at these dances has been down over the years and he believes it has to do with the expansion of elementary schools and Community Education holding other dances. Mi. Maertz indicated that on September 10, the Arena will be hosting a dodge ball tournament to kickoff the league that the City Recreation Department put together. Some of the teams participating in the kickoff are Elk River Fire, Elk River Police, City Recreation, Building and Environmental, and Public Works. Mt. Czech noted that the fall craft fair is scheduled for September 17 and 18 and the show is just over half full. 13. Other Business Arena Manager Rich Czech indicated that the August Ice Arena Commission meeting conflicts with National Night Out every year as they are both held on the first Tuesday of August. Mr. Czech questioned if the Commission would be interested in changing the meeting dates to the second Tuesdays of April and August. Commissioner Farber stated that he would be in favor of the change so he can participate in National Night Out. It was the consensus of the Commission that the change from the first Tuesdays of April and August to the second Tuesdays of April and August would be fine. MOVED BY COMMISSIONER JOHNSON AND SECONDED BY COMMISSIONER FARBER TO MOVE FORWARD WITH THE NECESSARY STEPS TO CHANGE THE ICE ARENA COMMISSION MEETING DATES FROM THE FIRST TUESDAY OF APRIL AND THE FIRST TUESDAY OF AUGUST TO THE SECOND TUESDAY OF APRIL AT 6:00 P.M. AT CITY HALL Ice tliena Cotrunission Minutes August 2, 2005 Page 6 AND THE SECOND TUESDAY OF AUGUST AT 6:00 P.M. AT CITY HALL. MOTION CARRIED 6-0. 14. Adjouu7ment MOVED BY COMMISSIONER FARBER AND SECONDED BY COMMISSIONER JOHNSON TO ADJOURN THE MEETING OF THE ICE ARENA COMMISSION. MOTION CARRIED 6-0. The meeting of the Elk River Ice Arena Coin~nission adjourned at 7:40 p.m. Respectfully suUmitted, ~~ Jessica Miller Recording Secretary