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08-06-2002 ICE MIN MEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT LIONS PARK CENTER TUESDAY, AUGUST 6, 2002 Members Present: Chair Martin, Commissioners Johnson,Tveite,Aro,and Halgen Members Absent: Commissioners Madsen and Briggs Staff Present: Rich Czech,Arena Manager;Pat Klaers, City Administrator;Jessica Miller, Recording Secretary 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 7:05 p.m. by Chair Martin. The meeting started late because the Commission toured the Ice Arena.The 1 hour tour (between 6 and 7 p.m.) included observing: the barn floor in the process of having some leaks repaired (the pipes in the floor leak refrigerant if cracked); the upstairs area of the barn where the bleachers were removed; the locker rooms; and the zamboni/compressor/ice plant area. 2. Consider.08/06/02 Ice Arena Commission Agenda COMMISSIONER TVEITE MOVED TO APPROVE THE AUGUST 6, 2002, ICE ARENA COMMISSION AGENDA. COMMISSIONER ARO SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Minutes of April 2.2002 Ice Arena Commission Meeting COMMISSIONER TVEITE MOVED TO APPROVE THE APRIL 2,2002, ICE ARENA COMMISSION MEETING MINUTES. COMMISSIONER JOHNSON SECONDED THE MOTION. THE MOTION CARRIED 3-0. 4. Open Mike No one appeared for Open Mike. 5. Review 2001 Operating Finances,Current Information on 2002 Financial Status, and Proposed 2003 Budget City Administrator Pat Klaers reviewed the financial information with the Commission. The 2001 financial information was covered at the April meeting and there were no additional questions. Mr. Klaers indicated that the Arena operation is making money but a loss is shown because operating profits are not sufficient to cover the annual building debt payments. Mr. Klaers stated that he would like to see the numbers balance so that the ciry'ss only contribution to the Arena would he for capital overlay. lee Arena Commission Minutes August 6,2002 Page 2 Mr. Klaers distributed the proposed 2003 budget and stated that the Arena is not asking for many additions for the 2003 budget;however, Ice Arena Manager Rich Czech is requesting some part-time office help. This 20 hour a week position would work at City Recreation a majority of the time but would work for the Arena in the Spring and Fall, right around the time the Break-A-Way leagues start and registrations take place for the Skating Academy Programs . The Arena would take approximately 240 hours a year. This help is from a Recreation Department requested position that has yet to be considered by the Council. The Commission accepted the budget as proposed and acknowledged that a general fund transfer is required to balance the revenues with the expenditures and debt payment. 6. Review the Status of South End of the Barn The bleachers at the south end of the Barn were removed last Summer and this portion of the building remains vacant. Mr. Czech stated that the city is not in a huge hurry to do anything with this area.At the last meeting Commissioner Madsen stated that he would speak to Youth Hockey about any interest they may have in building office space in this area but he was not in attendance at this meeting to give an update. 7. Refrigeration Leak The Arena had a major refrigeration leak in the Olympic ice plant that ended up costing the Arena approximately$6,500 in refrigerant alone. It is believed that the pipe split was caused by the vibration from the number two compressor which in turn caused the refrigeration leak. Measures are being taken to prevent the vibration and another leak. S. Arena/Ice Rink Usage Policy Mr. Czech stated that he is concerned about the ice damage that some of the players are causing that leaves the ice in poor condition for the next group of skaters. The Arena does its best to fix the damage but the short intervals in between skating hours is not enough time to repair extensive damage and this has caused skating hours to be delayed for repairs. Poor ice conditions could also lead to liability issues for the city if a skater were to get hurt. Mr. Czech also expressed concern about the players spitting on the floors and walls and the excessive garbage that is sometimes left. The problems are primarily in the locker rooms. The Commission adopted operating policies in August of 1999 but these problems were not addressed at that time.A general janitorial fee is covered but these issues would go over and above that. It was the consensus of the Commission that additional fees should be added to the Operating Policy to cover extensive ice repair and excessive janitorial expenses. COMMISSIONER JOHNSON MOVED TO APPROVE THE ADDITION OF THE FOLLOWING FEES FOR EXCESSIVE ICE DAMAGE INCURRED BY SKATERS AND FOR EXCESSIVE GARBAGE AND SPITTING IN LOCKER ROOMS: 1. ANY ICE TIME LOST FOR NECESSARY ICE REPAIRS WILL BE CHARGED AT THE RATE THE ICE WAS RENTED AT -PLUS- fce Arena Conanission Minutes August 6,2002 Page 3 2. LABOR WILL BE CHARGED AT $20.00/HOUR WITH A 1 HOUR MINIMUM CHARGE—PLUS- 3. RESURFACING WILL BE CHARGED AT $5.00 PER RESURFACE PER MACHINE—PLUS- 4. IF OTHER CHARGES ARE INCURRED THEY WILL BE CHARGED ACCORDING TO THE EXPENSES. COMMISSIONER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 5-0. The Commission also agreed that Mr. Czech should meet with the High School Athletic Director as a courtesy and make him aware of the policy change. There was some discussion regarding implementing a security deposit for ice usage but it was agreed that Mr. Czech should see how this policy change works and the additional deposit can be implemented at a later date if needed. 9. Ice Usage Update Mr. Czech reviewed ice usage and rental reports with the Commission. Mr. Czech also prepared a report showing how the hourly ice rental rates have changed since 1997. The Arena may need to look at raising their ice rental rates at the end of the season. Mr. Czech will provide the Commission with additional rate information from other communities at the Spring meeting. 10. Beverage Contract The Arena beverage contract will be up next September and Mr. Czech would like the Commission to start thinking about what they would like out of a new contract. He asked the Commission to bring any suggestions to the Spring meeting. Mr. Czech stated that he is happy with the service that Bernicks Pepsi has supplied and would like to renew a contract with them.The Commission suggested that Mr. Czech check with the local Coke distributor to see what they can offer as this may make it easier to negotiate with Bernicks. 11. Staff Updates A. Sign Sales —Mr. Czech has been unsuccessful in his attempts to contact North Memorial regarding the renewal of their advertising on the Zamboni and said it is unlikely that they will continue this advertising. Commissioner Halgren suggested that Mr. Czech contact Allina Health Care to see if they would be interested. The VFW has looked at expanding their advertising but to what extent is not yet known. The Arena is also going to start bathroom advertising soon which will be a cheaper option for people looking to advertise.The Arena has made a deal with Ramsey Bicycle to swap advertising for merchandise. Ramsey Bicycle will advertise and in turn the Arena will purchase merchandise from them for door prizes and promotions. B. Summer Projects—Mr. Czech stated that the following projects have been completed so far this summer: • The roof over the old Zamboni room has been replaced. Ice Arena Commission Minutes August 6,2002 Page 4 • Two sections of the boards of the Olympic rink were moved at the south end of the rink which should make the public access gate much easier to open and close. • The Olympic players hallway, the lobby, and two of the locker rooms in the Olympic rink have been painted. • New plywood was installed in the floor of the player's boxes in the Barn along with matting in the player's hallway of the Barn. Two of the upcoming projects for the Arena are the installation of new matting in the main walkway and two of the locker rooms in the Barn and the replacement of light fixtures in the Barn. C. Dryfloor—The Arena has hosted many activities on the dry floor of the Arena.Mr. Czech stated that the Spring Arts &Craft Fair went well.The Jose Cole Circus did not do as well this year but Mr. Czech believes that it will rebound and do better next time as it has done well in past years. The Arena made an agreement with the sponsor of the circus,Elk River Blue Line Club, that all of the circus profits would be split in half.The Business Expo will probably be moved back to the High School next year after its construction is completed because they can offer more space.The Arena doesn't have a lot of dry floor space because the Olympic rink is sand base and cannot be used. The Arena did look at purchasing a product called"Ice Deck"but the cost would be about$29,000. Mr. Czech indicated that if the Arena were going to put that kind of money into an improvement staff would like to look at putting in soccer turf. D. Rink Floor of the Barn—The Commission toured the Arena prior to this meeting to look at the condition of the floor.The floor is leak checked every year and when it was checked this year several leaks were found. Some of these leaks are hard to detect possibly because they are so small and may be leaking downwards rather than upwards since the leaks take the path of least resistance.The Arena staff is in the process of repairing the leaks and are carefully watching for others. 12. Other Business There was no other business. 13. Adjournment There being no further business, COMMISSIONER JOHNSON MOVED TO ADJOURN THE MEETING. COMMISSIONER ARO SECONDED THE MOTION.THE MOTION CARRIED 5-0. The meeting of the Elk River Park Ice Arena Commission adjourned at 8:20 p.m. Respectfully submitted, lei V (la Jessica Miller Recording Secretary