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11-14-2012 ICE MIN MEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT CITY HALL NOVEMBER 14TH , 2012 6:00pm Members Present: Chair Martin, Vice Chair Johnson, Commissioners, Cunningham, Gumphrey, Ballenger, Givens Members Absent: Commissioner Nziolek Staff Present: Arena Manager Rich Czech, Arena Assistant Laura Estby 1. 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 6:07 p.m. by Chair Martin. 2. Consider 11/14/12 Ice Arena Commission Agenda MOTIONED BY COMMISSIONER GUMPHREY AND SECONDED BY VICE CHAIR JOHNSON TO APPROVE THE NOV 14TH, 2012 ICE ARENA COMMISSION AGENDA. MOTION CARRIED 6-0. 3. Reapprove 11/10/10 Ice Arena Commission Minutes MOTION BY COMMISSIONER GUMPHREY AND SECONDED BY VICE CHAIR JOHNSON TO REAPPROVE THE NOV 10, 2010 ARENA COMMISSION MINUTES. MOTION PASSES 6-0. 4. Approve 7/12/12 Ice Arena Commission Minutes MOTION BY COMMISSIONER CUNNINGHAM AND SECONDED BY COMMISSIONER GUMPHREY TO APPROVE THE JULY 12TH, 2012 ARENA COMMISSION MINUTES. MOTION PASSES 6-0. 5. Approve 8/21/12 Ice Arena Commission Minutes MOTION BY COMMISSIONER CUNNINGHAM AND SECONDED BY COMMISSIONER GUMPHREY TO APPROVE THE AUGUST 21ST, 2012 ARENA COMMISSION MINUTES. MOTION PASSES 6-0. • 6. Swearing in New Commissoners Commissioners Ballenger and Givens are sworn in. 1 7. Open Mike None 8. Financial Update Arena Manager Czech reviews the 2012 revenue and states we are expecting to exceed our projected $488,000 in ice sales for the year-possibly even breaking $500,000. Recreation programs still have one session that begins Nov 26` before we will have final numbers for that, but he anticipates we will be in line with the budget. He also believes that our expenses for the year will follow what was budgeted. He notes the capital outlay of$17,000 was for a new Zamboni battery. By the end of the year, Czech notes that we should see between a $90,000-$120,000 profit. With regards to the 2013 projected budget, Czech states that Elk River Youth Hockey has returned all of their hours after Feb 24th, which amounts to $20,000 in lost revenue. Commissioner Ballenger(Elk River Youth Hockey Rep) notes that the mites Jamboree was moved to January, and that they are looking into having a few isolated mites events after that. Arena Manager Czech notes that he is looking into a men's league tournament to eat up some of the hours. Czech states that the Youth Hockey Learn to Skate program, which is being taught by the arena's Learn to Skate Instructors beginning this year, has 180 students that are taught over 2 hours. The arena will get $45 per student from Youth Hockey to cover the instructor's fees. Czech also notes that the rent received from Youth Hockey for their office and storage space has remained at $2600 for several years, and that after consulting with Annie Deckert, the marketing and business development administrator, he believes it is time to review that and it may be increased. With regards to the 2013 expenditures, Czech notes that they reflect a 3% rate of inflation, and that even with that, we are anticipating a $123,550 profit. The capital outlay of$357,300 is for a dehumidification unit for the barn and repair to the one in the Olympic as well as a membrane for the barn roof. 2 Chair Dale Martin inquires if all of the 2013 Capital Outlay Projects need to be done next year? Arena Manager Czech notes that we have been pushing off the roof since 2006. He is hoping it will be done in 2013 but it still could be cut. The problem becomes that we have several projects slotted for each year over the next several years so if we push some of next year's off, then it bumps everything else back as well. Commissioner Givens inquires about what is covered by Youth Hockey's Rent? Czech notes it covers their office space in the barn as well as the equipment room. Commissioner Ballenger notes that there has been discussion with the Youth Hockey board about reevaluating the space and their needs. Commissioner Givens inquires about the Elk River Figure Skating Club paying rent. Arena Manager Czech notes that if Youth Hockey would like to change around their space(potentially adding new walls, etc) it should be discussed again in January when we know about the barn roof as it wouldn't make sense to make the changes before that is done. 9. Arena Renovation Update Arena Manager Czech states that after the previous night's City Council meeting, nothing was set in stone about what happens next. They went over numbers and discussed the arena individually or grouping together with Parks and Rec as a whole with the repairs that they need for trails and playground equipment. Commissioner Gumphrey believes that the Council is leaning towards Option 3. A few members believe there should be a referendum- and that funding options were discussed. He notes that if the city financed the renovation themselves, it would eat up the building budget for the next 20 years. If there was a levee the arena would be lumped in with a new Senior Center and Clubhouse. He also feels it wouldn't effect taxes significantly, and at this 3 point the earliest it could start would be April or May of 2014. He also notes that there will be a turnover in the city council at the end of the year. Arena Manager Czech notes that all of the projects on the 2013 Capital Outlay are"needs" and not"wants". However, the descant wheel needs to stay in the budget even if everything else gets pushed off. Commissioner Gumphrey notes that a roof membrane will only buy about 10 years- and that he believes we will have an answer in the next couple of months. If the renovation is voted down, then the barn will need a new roof in 2014. The budget will be voted on in Mid December. Arena Manager Czech notes that if there is a referendum, that we would wait on the dehumidifier and roof. Commissioner Gumphrey suggests talking to Finance Director Tim Simon regarding the descant wheel, as he believes that there is enough money in the contingency fund to cover it- however it needs to be looked into sooner rather than later. He also notes that Nick Zerwas' place on the council is open and that they want to appoint his replacement instead of taking it to the voters, which leads him to believe that they already have someone in mind. Arena Manager Czech notes that he is repeatedly hearing that we need to move away from R22 coolant as it is being phased out. While we don't have any leaks at this point, the cost is going to increase significantly and it is better to take care of it now. Commissioner Gumphrey notes it is hard for a few council members to consider a renovation because the arena isn't very profitable- however, most parks don't make any. Vice Chair Johnson thanks Commissioner Gumphrey(as this is his last meeting as the City Council rep) for carrying the torch for this project. Commissioner Gumphrey notes that Councilman Westgaard has being a big supporter of the project as well. 4 10. Banners/Hall of Fame Arena Manager Czech notes that they are up for auction at Govdeals.com and the auction will end on Friday 11/16. He inquires about what to do with them if they do not sell. Commissioner Gumphrey suggests sending them to the players. Czech notes that we still want to recognize the players now, and now that the banners are gone he would like to have shadowboxes made up that would have youth hockey pics, NHL pics, stats and a jersey for each of the players, with an estimated cost of$250. He believes it would also help kickstart the wall of fame. He notes he is going to contact the pros to see if they would be willing to contribute towards the cost of frames for the wall of fame, or should it be added to the budget. Commissioner Gumphrey notes that we should add it to the budget, and not to forget about Rachel Halvorson who is now a professional figure skater. MOTION MADE BY COMMISSIONER GUMPHREY AND SECONDED BY COMMSSIONER GIVESN TO USE 51250 OF THE ARENA BUDGET TOWARDS SHADOWBOXES FOR THE 5 PROFESSIONAL PLAYERS/SKATERS. MOTION PASSES 6-0. 11. Girls and Boys Game Passes Arena Manager Czech notes that the girls' passes have been handed out, and that the boy's high school jamboree is this weekend. 12. Capital Improvement/Arena Commission Dates Chair Dale Martin states that he doesn't have an opinion about changing the arena commission dates. Commissioner Givens suggests the first Wednesday of the month of Jan, April, Aug and Nov. Arena Manager Czech notes that we can bring it to the January meeting. Chair Martin suggests changing the meeting to 5:30pm instead? 5 MOTION MADE BY COMMISSIONER GUMPHREY AND SECONDED BY COMMISSIONER CUNNINGHAM TO CHANGE ARENA COMMISSION MEETINGS FOR NOVEMBER AND JANUARY TO BEGIN AT 5:30PM. APPROVED 6-0. Commissioner Gumphrey thanks the Commission. Commissioner Cunningham inquires about player passes, to which Arena Manager Czech replies that there may be a sponsor so we do not have any more details about that. Commissioner Cunningham notes that the passes need to be performance based so the students know that it is a privilege. 13. Other Business none 14. Next Meeting Date January 8`h, 2013 (at 5:30pm) 15. Adjournment MOTION BY VICE CHAIR JOHNSON AND SECONDED BY COMMISSIONER CUNNINGHAM TO ADJOURN MEETING. MOTION PASSES 6-0 AT 7:15PM. 6 Minutes Prepped by Laura Es Tina Allard, City Clerk .40007,7 r - Dale Martin, Chair 7