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5. - 9. ICESR 08-19-2003
MEMORANDUM TO: Ice Arena Commission, Members FROM: Rich Czech, Arena Manager DATE: August 19, 2003 SUBJECT: Agenda Memo —August 19, 2003 5. Review 2003 finance information and 2004 budget Attached for your review is the financial summary for the Arena for the years 2001 — 2002, along with the actual year to date revenues and expenditures for 2003 and the Arena budget for 2004. The revenues for 2003 will end very close to what is budgeted. The two areas that I am watching closely are the skate sharpening and the admissions. The skate sharpening may end up short about $2,500.00 of what was budgeted. I believe this is partly due to customers wanting personalized skate sharpening, which we cannot provide due to the kind of skate sharpening machine we have. Admissions for 2002 were at $39,500.00, this year (2003) it is budgeted at $42,000.00. Last winter the admissions took in a little over$15,700.00 towards the 2003 budget. This leaves a balance of$26,300.00. This fall and winter there are 16 games left before the 2004 fiscal year begins. Out of these sixteen games, the Elk River Boys have four games, the Elk River Girls have six games, and the Rogers Boys and Girls teams have three games each. During the 2003 —2004 season the Elk River Boys will play four games in 2003. Looking at the gate receipts from these games during the 2002—2003 season they totaled $9,727.00. The Elk River Girls will have six games in 2003. Looking at the receipts of these games during the 2002 —2003 season shows gates receipts of$5,034.00. The three games the Rogers Boys Games will play in 2003 will generate a minimum of $1,350.00 if they play a Varsity schedule only, and the Rogers Girls team will generate a minimum of$1,125.00 for the three games they will play in 2003. This totals $17,236.00, short $9,064.00 of what is needed to reach what was budgeted for 2003. I would expect that the Rogers teams would bring in more revenue than the minimum, however this being their first season, there are no past numbers to project from. I would think being short $9,064.00 would be a worse case scenario. Barring any unforeseen major expenditures operating expenditures should come in under budget. The Vending Merchandise Resale expenditures looks like it will also be under budget, however this will mean the revenue from vending may not reach what was budgeted. Overall expenditures should be down from what was budgeted; this will help to offset any lost revenue from Admissions. As in past years when preparing the budget, we are pessimistic when looking at the expenditures and conservative when looking at the revenues. This has helped us to avoid a deficit at the end of the year that we are unprepared for. 6. Ice Usage update Attached for your review is the actual ice usage from September 2002 through March 2003 and the tentative ice usage statistics from September 2003 through March 2004. During the 2002—2003 season the Arena rented about 3,089 hours, 2003 —2004 the Arena has tentatively rented 2,868 hours. When comparing the total numbers of hours rented for each season it may seem like there is a reduction of about 220 hours for this coming season. This is misleading due to the fact that most of the hours in March are not scheduled for High School programs and the Youth Hockey Associations, as well as for the Skating Club and the Spring Break Away League. This derives from the groups not wanting to be locked into ice they may not need. I would presume that as we get into the season these groups would buy their ice for March, which could add an additional 175 - 200 hours to the total number of hours sold for the season. Other areas where ice hours will be increased are from individuals purchasing ice through out the season, which could add another 50— 100 hours of ice. Two more areas of interest are the increase of the High School hours and the Elk River Youth Hockey, Rogers Youth Hockey hours. The High School practice hours are up by about 130 hours; this does not include March hours. About 30 of these hours are scheduled at 6:00am during the week, the remaining hours come from hours that Elk River Youth Hockey dropped because of the split with Rogers. This season there are 42 High School games scheduled at the Arena which totals 158.75 hours of ice, this compares to 33 games last season, which used 123.5 hours of ice. This season will see 19 of these games played on Saturdays, compared to 11 games last season. Scheduling as many games as possible on Saturdays will help the other groups in scheduling their ice. Last season Elk River Youth Hockey said they would need about 30% less hours of ice because of Rogers splitting from their Association. With this in mind, Elk River Youth Hockey's hours were reduced from 1,655 hours to 1,172 hour, which is about a 29% decrease of their ice hours. This will fluctuate since some hours may be returned and the hours for March have not been scheduled. The Arena was able to schedule 333 hours of ice for Rogers Youth Hockey. This is a 33% increase than what was projected in March. This increase is due to the School District taking hours in the morning and not scheduling hours for the Roger's Junior Varsity teams. The School District is now starting the majority of their afternoon practices at 2:50pm instead of 3:10pm. This allows more primetime hours to be available to rent because the last hour of the night is twenty minutes earlier than last season. 7. The Barn's Floor As you are aware, the Barn's floor is in need of being replaced. No one knows for sure when the floor will finally have a major leak causing loss of ice hours and revenue. What is known is that every year the odds of a major repair increases. Everyone would agree that if the floor were to give out everyone would lose. The chance of the floor giving out in the fall when the ice is being installed is very high, which would only make a bad situation even worse. Not only would the Arena lose the revenue for the year, Arena customers would have to scramble to replace the lost hours and the City would have to scramble to find a solution not only to repair the leak but how to fund the repair. From annual reports, the City Council realizes that the Barn's floor is in tough shape. At this time I do not think they know where the funds would come from if the floor was to totally fail or where the floor fits into the "big picture" of all the other needs of the City. If the Arena's customers would be willing to step up and raise funds for the floor, the City Council would be more apt to give the project a higher priority and would work on finding funds for the project. I believe that something will have to be done to the floor within the next four to five years. In this time frame the cost to replace the floor will be about $500,000; this would include a new set of boards. With this in mind I have a few ideas that would raise about $257,700.00. 1) Have a surcharge of$10.00 an hour to the ice sold during the months of September through March and a $5.00 surcharge to the hours sold between the months of April and August. This would generate about $23,000.00 a year, $115,000.00 over five years. 2) See if the School District would be willing to contribute $25,000.00 a year for the next five years for the project. This would generate $125,000.00. 3) Have a$2.00 surcharge to all City Recreation programs held at the Arena. Last year, (2002) there where 1,770 participants in City Recreation programs that were held at the Arena. If we were to have a surcharge of$2.00 for each participant it would raise approximately$3,500.00 a year, $17,700.00 over five years. If all of these surcharges were adopted, and the school District would agree to the above terms, it would roughly raise $257,700.00. This plan is fair because the surcharges come from all of the users of the Arena, not just the larger ones. The users could then decide on whether they want to add another fundraiser to their program, or raise their fees to pay for the additional cost. I believe it would be beneficial for Arena Commissioners to see what kind of support a surcharge would have from their associates before this is implemented. Whether the surcharge is popular or not, something will have to be implemented to raise funds for a new floor in the Barn. 8. Beverage Contract In September the Beverage contract with Bemicks Pepsi expires. I have been negotiating with Bemicks Pepsi for a new one. Last contract we negotiated two scoreboards into the contract, along with advertising in the Arena. While negotiating this contract I have taking two approaches, 1) A flat price on product with advertising but no up front money. 2) Up front money with advertising and cost of product. Both approaches will include a cap on the amount the cost of product can increase over the life of the contract. The up front money could be used for several items, assisting in balancing the Arena's budget, help in purchasing a new Zamboni, or building improvements for the Arena. I'm hoping to have Bemicks reply by the time of the Arena commission meeting so that I can forward the final decision to Commission members. 9. Staff Updates A. New City and Arena Phone Numbers: With the expansion of City Hall came new phone numbers for all departments. For your convenience I have listed several phone numbers that may be important to the Commission. If you are interested in a complete listing of the City new phone numbers, please let me know and I will send you a copy. The area codes for all phone numbers are 763. City General Informational Line 635 — 1000 Pat Klaers 635 — 1001 Lori Johnson 635 - 1021 Arena Information Line 635 — 1140 Arena Manager 635 — 1141 Arena Maintenance Supervisor 635 — 1142 Skating Director 635 — 1143 Arena Fax Line 635 - 1144 B. Arena Advertising North Memorial is still looking at doing"wrap" advertising on the Zamboni. A wrap is when they cover an area with a vinyl material with graphics' on it, much like what you may see on a city bus. They have had two companies out looking at the Zamboni to quote them a price. Barring any unforeseen problems, North Memorial should be moving forward with their advertising in the near future. C. Summer Projects Some of the notable projects that are completed are: • Two more sections of center grove were installed in the Barn. • Three areas of the Barn's floor were repaired, where leaks were detected. • The snowmelt pit was rebuilt in the Barn. • Shelves were installed in the maintenance room. A desk, phone, and computer was added so that the Maintenance Supervisor has an area to work from. • The roof over the Barn's ice plant was rebuilt. • Rubber matting was installed in locker rooms 3, 4, and 5. • The top end of compressor# 2 for the Olympic rink was rebuilt and the electric motor for the #1 compressor was rebuilt. There are several other projects that have been completed along with several annual maintenance items as well as annual janitorial items. D. Dryfloor The format for the spring Craft Fair will change from crafts only to a Craft and Antique Show. Attendance for the show was slipping and a change was needed to maintain the show. The fall show will remain as a Craft Show. Elk River Ice Arena Account Revenue and Expenditure Summary 2004x.. 2003 YTO ✓ 2003 2002 2001 Budget: Actual .Budget Actual Actual REVENUES Ice Rental 355000( 150,746 .'344,400: 336,876 323,813 Recreation Programs 139,000 71,442 138,000 137,785 134,311 Admissions 40000. 15,715 42,000 39,561 34,000 Sign Rental 18,500 1,122 16,500 19,766 17,855 Dry Floor Events :15,000'. 14,405 15,000 17,886 13,071 Concession Rent 21.,500 10750 21,500'. 21,500 21,500 Vending 34,500 15,831 34500(f 31,034 34,164 Skate Sharpening 7,500 2,615 7,500 5,074 6,529 Other Mdse Sales/Phone Comm. 3,800 1,254 3,500'. 3,679 3,283 TOTAL 634,800- 283,880 622,900 613,162 588,526 EXPENDITURES Personal Service 200,200 97,846 205,150 189,099 172,580 Other Operating Expenditures 202,300 89,907 200,950 171,659 175,724 Vending Mdse for Resale 17,500 6,199 17,500 15,253 16,206 Other Mdse for Resale 2,800 - 2,800 2,356 1,060 Recreation Programs 56,800 22,517 . .:60,500 54,724 54,213 TOTAL 479,600 216,469 486,900'. 433,091 419,783 OPERATING INCOME(LOSS) 155200. 67411 136000' 180,071 168,743 Capital Outlay 0 0 10,879 88,996 Building Debt 200,250 45,743 201 500 202,470 197,885 NET INCOME (LOSS) (45,050), 21,668 (65,500) (33,279) (118,138) Other Income Interest Income 383 519 Sale of Fixed Assets Contributions/Rebates 13,321 21,503 7,540 Transfers In Capital Outlay 0 7,000 6,342 29,000 Eliminate Deficit(General Fund) <25,000 " 28,600 21,554 28,619 Change in Fund Balance (20,050) 34,989 (29,900) 16,503 (52,460) Capital Outlay: 1997- Heaters 1998- Dehumidification 1999-$34,305.00 Bleachers; $82,659.98 Ice Resurfacer 2000- Matting for floors 2001 -Floor Scrubber& Bleachers($30,000 to be paid by ERYHA; $27,460 from admission surcharge) Received $5,000 contribution for sign to be purchased in 2002. 2002-Matting and sign Contributions: 2001 -$5,000 sign; $2,540 admission surcharge for bleachers 2002-Bleachers$10,000 ERYHA, $11,503 admission surcharge 2003 YTD is through July 31. 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