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10. PRSR -I/ 71k Item #: 10 ~ MEMORANDUM River 13065 Orono Parkway TO: Park and Recreation Commission Elk River,MN 55330 FROM: Michele McPherso , Director of Planning DATE: September 10, 2003 SUBJECT: Informational/Update Items for September 10, 2003 Meeting B. Park/Trail Developments 1. August 2003 Park Dedication Fund Balance Sheet- will be distributed at the meeting. 2. August YMCA Update 3. August Ice Arena Commission Draft Meeting Minutes Phone:763.635.1000 Fax:763.635.1090 www.ci.elk-rivermn.us • Item 4.2. // City of Elk River MEMORANDUM TO: Mayor and City Council FROM: Patrick Klaers, City ministrator DATE: August 18, 2003 / SUBJECT: YMCA update The most recent meeting of the Elk River YMCA Founder's Committee was held on August 14, 2003, at Lions Park Center. Attached for your review are the August 14, 2003, meeting agenda and the July 17, 2003,YMCA Committee meeting minutes. Mayor HIinzing will provide an update on YMCA activities. S/Council/Pat/Update/YMCA NORTHSTAR YMCA FOUNDER'S COMMITTEE AGENDA August 14, 2003 7:00am LIONS PARK CENTER Informational Items ❑ Welcome Bill Helliwell ❑ Opening thought Thanks for supporting the Sherburne County Fair ❑ Approve Minutes and Agenda Bill Helliwell Report Items ❑ Committee Updates • Program Committee Ken Ebel/Todd Schoffelman • Communication Committee Ed Stoutenburg • Strategic Planning Task Group Ron Touchette • Finance Committee Nick Haidos Board Chair Report & Discussion Items Bill Helliwell/Group ❑ Future Direction ❑ Events ❑ Programs ❑ Publicity ❑ Communications ❑ Finance UPCOMING EVENTS MATERIALS INCLUDED ❑ Community Board Meetings 0 July Minutes August 14, 2003 ❑ Letter to Robie Wayne Committee Meetings ❑ Communication—7:00am-NRG August 21, 2003 ❑ Program— 8:00am— Senior Center August 27, 2003 ❑ Founders' Campaign To be determined ❑ Special Events Family Night August 27 NORTHSTAR YMCA FOUNDER'S COMMITTEE MINUTES FOR MEETING OF JULY 17, 2003 MEMBERS ATTENDING: Ken Ebel,Pat Klaers,Rhonda Magnussen,Wendy Simonson,Ed Stoutenburg, Bill Helliwell,Nick Haidos, Ron Touchette,Keith Rosdahl, Joni Lawrence,New Member from Great River Energy—Winnie Klick, &Mary Eberley Meeting was called to order by Chair Helliwell at 7:10 AM. Agenda&Minutes for meeting of June 12, 2003 approved by motion—M. Eberley&2vd—P.Klaers. There was no Opening Thought as Tom McKinney not able to attend. COMMITTEE REPORTS: 1) Program Committee—Ken Ebel reported that Camp &Bike programs are proceeding well& attendance is good. Also discussed possible unpaid position for"Volunteer Coordinator" -Ken offered tentative Job Description. Will seek some guidance&comment from Mpls.Y staff to proceed with establishing this position. 2) Communications Committee—Ed Stoutenburg reported we are very short on volunteers for the Sherb. Co. Fair booth. Joni Lawrence has been making calls,but not many volunteers available or willing. Will contact Kathy&Chad to see if more support can be secured from Mpls. Staff. Also expressed need for small funding source or budget for promotions and communications. 3) Strategic Planning Task Group—Ron Touchette discussed need to postpone further recruitment until fall. So far, we have only two commitments for the"Blue Ribbon"group, summer is difficult time to recruit,and we may need some additional clarification from Robie Wayne or other Y staff as to roles, plans, etc. More local support is necessary,may have to re-think the list of possible candidates, and will surely have to expand the list of candidates. Also noted need for possible budget for meeting expenses. 4) Facility&Finance Committees have not met. BOARD CHAIR REPORT&DISCUSSION ITEMS: I) Family Night—scheduled for 8/27/03 from 6-8PM @ Lion's Park. Partnering with ER Park&Rec, YMCA to serve meal. Volunteers needed for this event—excellent venue to promote YMCA&plans to community. 2) Senior involvement—advocated the addition of coordinator to help include seniors in YMCA support &involvement. 3) Founders' Campaign—recommends active recruitment of additional members. In general,many more volunteers needed to be successful at campaign as well as other programs. 4) Finance—Discussed need for"petty cash"fund &/or budgets for various committee activities. Considerable discussion followed regarding fmances,budgets, how funds would be handled or managed,by whom, etc. The methods of handling funds for committee activities,receipt of solicited funds,is not clear. Chair Helliwell will write a letter to Mpls.Y for clarification of reporting structure,separation of funds from other Y facilities, checking accounts,non-profit status,etc. It was agreed that we must know and understand this prior to soliciting funds from the community. Also discussed the need for Budgets&operating funds for committee work. It was determined that at least a tentative operating budget is required,to provide some structure and direction. Nick Haidos will make contact with members to get input&will prepare tentative operating budget for discussion at the next meeting. After additional discussion, Rhonda Magnussen made a motion to challenge each committee member to either solicit or donate$100 each,to help fund planning, committee&other small needs. Mary Eberley seconded the motion. Each member should come to the next meeting prepared to provide the$100 donations to our preliminary budget and operating funds. The funds can be deposited at one of the local banks in an account for non-profits,unless we have more clarification prior to the next meeting from the Mpls.Y. 5) Communications &Executive Committee Discussions- More discussion and work is needed to better determine or organize these activities. Speakers Bureau,Public Relations or Publicity plan is needed, presentation materials will be needed, and more volunteers are needed in all areas. There seems to be some slow-down in activities since the Community Development position Chad held is not being filled, but this should not impair our efforts. Local momentum is key and it will be necessary for us to re-group and step up our efforts. 6) Next Meeting: Large group meeting scheduled for August 14,2003, 7 AM @ Lions Park Center. Chair Helliwell has scheduled this site for the remainder of this year. Meeting dates are: August 14, September 18, October 9,November 13, and December 11. Members should mark their calendars. Meeting was adjourned at 8:25AM. Mary Eberley Acting Recorder MEETING OF THE ELK RIVER ICE ARENA COMMISSION n��D � �, HELD AT ELK RIVER PUBLIC SAFETY - POLICE CONFERENI,T 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 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 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 Ice Arena 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 Klaers 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 oans (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. Klaers 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. Klaers 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 Minutes 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 dn.-floor 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