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11-09-2011 ICE MINMEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT CITY OF ELK RIVER WEDNESDAY, NOVEMBER 9TH, 201 16:00 PM Members Present: Chair Martin, Vice Chair Johnson, Commissioners Foss, Malzahn, Gumphrey, Cunningham Members Absent: Commissioner Niziolek Staff Present: Arena Manager Rich Czech, Arena Assistant Laura Estby, Parks and Recreation Director Mike Hecker Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Ice Arena Commission was called to order at 6:02 p.m. by Chair Martin. 2. Consider 11/9/11 Ice Arena Commission A eg nda MOTIONED BY VICE CHAIR JOHNSON AND SECONDED BY COMMISSIONER MALZAHN TO APPROVE THE NOVEMBER 9TH, 2011 ICE ARENA COMMISSION AGENDA. MOTION CARRIED 6-0. 3. Approve 8/3/11 Ice Arena Commission Minutes MOTIONED BY VICE CHAIR JOHNSON AND SECONDED BY COMMISSIONER GUMPHREY TO APPROVE THE AUGUST 3RD, 2011 ICE ARENA COMMISSION MINUTES. MOTION CARRIED 6- 0. 4. Open Mike None 5. Financial Update Arena Manager Czech notes that when comparing the budget projections of 2011 and the year to date 2011 income, we are right on track. Our ice rental is where it should be, recreation programs are a little bit down, but he suspects we may exceed our projected income in the concessions stand this year. He also noted that on Monday night, the City Council voted to pay off the debt service to the azena which will save them $33,000 in interest- so we will be in the black by the end of the year! 6. Arena Renovation Update Arena Manager Czech states that the City Council and the school board are going to have a joint meeting and hopefully we will find out where the school board stands as far as contributing to the arena expansion. In addition Czech notes that he did receive written agreements from the Girls Booster Club and the Boys Blue Line Club committing to $5,000/yeaz for 20 years and $4,000/year for 20 years respectively. Their only stipulation was that varsity locker rooms would be part of the renovation. Elk River Youth Hockey has not sent any written commitments yet, nor have they signed their ice contract for the 2011-2012 season, despite several communications from Arena Manager Czech. At this point, Czech notes, the renovation is in a hold pattern. He suggests getting CAD drawings done, pending council approval, especially if we think that the renovation could happen in 2013. Commissioner Gumphrey agrees, and suggests that Czech get price quotes for the CAD drawings from the 292 group and then discuss finance options with Finance Director Tim Simon. Gumphrey wants to make sure we keep moving forward with the project so that it stays at the forefront of the Council's minds. Arena Manager Czech notes that he has heard about a possible financial commitment from youth hockey, but they have several stipulations including a 7 year price freeze on ice hours. Chair Martin agrees that he has heazd about Elk River Youth hockey's stipulations regarding a financial contribution for the renovation, and he feels the stipulations are not on par with the amount of money they are considering for the project. Arena Manager Czech states that he has talked to the school board financial officer regarding a change in the amount that the arena receives from High School games. Currently, the arena receives $900 for each boy's game and 50% of everything made thereafter. The Rogers Activity Center, which is in our district, receives 100% of the ticket sales, which is what Czech is hoping for. Czech is going to have a meeting with the City Administrator and the parks and recreation director to discuss this. Commissioner Malzahn inquires if the school board and youth hockey were given a timetable as to when they needed to have their financial commitments in. Chair Martin notes when he sent out the initial letter to all of the major user groups in September, he did include a date which has now passed. Martin also inquires if payments are being made by Youth Hockey if they haven't signed a contract yet for the 2011-2012 year. Arena Manager Czech notes that the contract is more of a formality. They are paying, but technically if they don't sign the contract the hours that are currently allotted for the could be resold. Czech notes that he did inform Elk River Youth Hockey President Lyle Slawson that the hours on the contract were estimations, and that they would not be held to a certain amount per se, but he still has not heard from Slawson after repeated attempts to contact him over the past month. Vice Chair Johnson express disapproval over the lack of response from Youth Hockey. Commissioner Malzahn agrees and notes that there have been efforts by nearly every other user group at this point. Commissioner Gumphrey states he doesn't believe the whole of the school board was aware of the possible arena expansion (or at least not the extent of progress to date), but now they are talking about it, and they are aware of the deadlines. He also notes that if the council does not get an answer from the school board or Elk River Youth Hockey by the spring, and the City Council votes the project through, there will most definitely be a surcharge added to the ice rental rates. At this point, the Mike Hecker, the new Parks and Recreation Director has to leave for another meeting, so the commissioners all introduce themselves. Chair Martin tells arena manager Czech if he doesn't hear anything from Youth Hockey by January to let him know. Arena Manager Czech notes that there is a 3% increase in construction costs every 6 months. Commissioner Gumphrey notes that CAD drawings typically cost 3-5% of the cost of the project, which would be approximately $240,000-$300,000 for our project. Bovs and Girls Game Passes Arena Manager Czech notes that the Girls Booster Club has requested 48 passes, but that he has not received anything from the boys yet. We will receive a check from the girls booster club soon. The cost will reflect the $2 off adults/$1.50 off senior rate that was previously agreed upon. 8. Capital Improvement Items Arena Manager Czech notes that the new condenser is up and running in the barn and the vessels are now all in compliance. For 2012 he states we have $9500 in the budget for a new floor scrubber, as well as $10,000 for a new Zamboni battery (if needed). 9. Other Business Arena Manager Czech notes that tryouts, etc are going well. ]0. Adiournment MOTION BY VICE CHAIR JOHNSON AND SECONDED BY COMMISSIONER FOSSTO ADJOURN THE MEETING. MOTION PASSES 6-0 AT 6:42PM. Minutes Prepared by Tina Allard, City Cler ~ /'' . Dale Martin, Chair