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08-19-2003 ICE MIN MEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT ELK RIVER PUBLIC SAFETY — POLICE CONFERENCE ROOM TUESDAY, AUGUST 19, 2003 Members Present: Chair Martin, Commissioners Johnson,Tveite, Madsen, Halgren, and Jackett (6:17 p.m.) Members Absent: Commissioner Aro Staff Present: Rich Czech,Arena Manager;Pat HIaers, 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 6:00 p.m. by Chair Martin. 2. Consider 08/19/2003 Ice Arena Commission Agenda COMMISSIONER TVEITE MOVED TO APPROVE THE AUGUST 19, 2003 ICE ARENA COMMISSION AGENDA. COMMISSIONER MADSEN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 3. Consider Minutes of April 1 2003 Ice Arena Commission Meeting COMMISSIONER TVEITE MOVED TO APPROVE THE APRIL 1, 2003 ICE ARENA COMMISSION MEETING MINUTES. COMMISSIONER MADSEN SECONDED THE MOTION. THE MOTION CARRIED 5-0. 4. Open Mike No one appeared for Open Mike. 5. Review 2003 Finance Information and 2004 Budget Ice Arena Manager Rich Czech presented 2003 and 2004 budget information. Mr. Czech stated that the revenues for 2003 will end up very close to what was budgeted. He noted that the Zamboni battery needs to be replaced this year and will cost approximately$6,000 that was not in the budget for 2003. Mr. Czech stated that the admission figures should come in close to what is budgeted for 2003 but may vary depending on what the newly formed Rogers teams bring in for attendance. The Commission discussed the projections for 2004 revenues and expenditures. Commissioner Jackett arrived (6:17 p.m.). COMMISSIONER HALGREN MOVED TO RECOMMEND THE 2004 ICE ARENA BUDGET AS PRESENTED TO THE CITY COUNCIL FOR tee Anna Commission Minutes August 19,2003 Page 2 APPROVAL. COMMISSIONER TVEITE SECONDED THE MOTION. THE MOTION CARRIED 6-0. 6. Ice Usage Update Arena Manager Rich Czech reviewed the actual ice usage from September 2002 through March 2003 and the tentative ice usage from September 2003 through March 2004. Rich noted that many of the hours for March are not scheduled yet because the groups did not want to be locked into ice time they may not need. It is anticipated that as the season begins, the groups will begin to buy ice time for March which will add an additional 175-200 hours to the total number of hours sold for the season. Mr. Czech noted that the school district is now beginning the majority of their afternoon practices at 2:50 p.m. instead of 3:10 p.m. This allows more primetime hours to be available for rent because the last hour of the night is twenty minutes earlier than last season. City Administrator Pat IQaers asked when open skating time had been set aside. Mr. Czech stated that time will be set aside for open skating on Sundays when the schedule permits. 7. Rink Floor of the Barn Arena Manager Rich Czech stated that the Barn floor is in need of being replaced. He stated that the chance of the floor giving out in the fall when the ice is being installed is getting higher every year and if this were to happen the arena would lose revenues due to lost ice rental time. Rich indicated that he would like the Commission to have a plan in place for the floor's replacement. City Administrator Pat Klaers indicated that there should be money available in 2005 from the government buildings reserves if the Council chooses to designate it for the floor replacement. Mr. Klaers stated that another possibility would be to do internal loans (by way of using the liquor store funds and/or NSP reserve) and replace the floor in 2004 because there is no telling if the floor would last until 2005. Mr. IQaers expressed concerns about lost ice time if the floor were to break during the skating season. The Commission discussed the options of having partnerships in this project, raising ice time rates, and adding surcharges to ice hours. After discussion, it was the consensus of the Commission to look at having the city fund this project alone and save the partnerships for other projects.The Commission also decided against raising ice rates or adding surcharges to pay for the project. Mr. IQaers questioned if the City Council approved the floor replacement for 2004,would that be enough time to have the project completed by fall of 2004. He stated that there is money set aside in equipment reserves for the ice arena and these funds could be used to begin preliminary work (i.e. soil borings, etc.). COMMISSIONER HALGREN MOVED TO RECOMMEND TO THE CITY COUNCIL THAT FUNDS BE ALLOCATED FOR THE REPLACEMENT OF THE BARN FLOOR IN 2004 BUT THAT IN THE MEANTIME, FUNDS BE ALLOCATED TO BEGIN PRELIMINARY WORK ON THE PROJECT. Ice Arena Commission iv[tnutes August 19,2003 Page 3 COMMISSIONER JOHNSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. 8. Beverage Contract Arena Manager Rich Czech stated that the beverage contract with Bernicks Pepsi expires in September. He stated that he has been negotiating with Bernicks and is not entirely pleased with what Bernicks is offering. He noted that in the last contract with Bernicks, two scoreboards were negotiated. Mr. Czech stated that he may contact Viking Coke and see what they are willing to offer. Commissioner Halgren questioned if the arena switches to Viking, would the scoreboards be the arena's to keep. Mr. Czech stated that the Bernicks contract was written so that if the arena chose to buy out of the contract, the scoreboards could be purchased with the fee lowering every year and this year there would be no cost. 9. Staff Updates Arena Manager Rich Czech provided the Commission with an update on new city hall and arena phone numbers, advertising, summer projects, and the dryfloor activities. 10. Other Business Commissioner Madsen stated that the Youth Hockey meeting is Wednesday,August 20, 2003 and at that meeting a new Youth Hockey representative may be appointed to serve on the Ice Arena Commission. He stated that Commissioner Aro no longer lives in Elk River and no longer has a child in the league. 11. Adjournment There being no further business, COMMISSIONER MADSEN MOVED TO ADJOURN THE MEETING. COMMISSIONER JOHNSON SECONDED THE MOTION. THE MOTION CARRIED 6-0. The meeting of the Elk River Park Ice Arena Commission adjourned at 7:37 p.m. Respectfully submitted, Jessica Miller Recording Secretary