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08-13-2013 ICE MIN Elk ,,� Meeting of the Elk River Ice Arena Commission • River Held at the Elk River City Hall August 13, 2013 Members Present: Chair Martin,Vice Chair Johnson,Commissioners Cunningham (arrived at 6:10 p.m.),Westgaard,Ballenger,and Givens Members Absent: Commissioner Holmgren Staff Present: Arena Manager Rich Czech,Arena Assistant Laura Estby, City Administrator Cal Portner I. 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 6:08 p.m. by Chair Martin. 2. Consider 08 /13/2013 Agenda Commissioner Westgaard wishes to add discussion regarding season passes for parents to high school hockey games. Chair Martin wishes to include a finance review. MOTION MADE BY VICE CHAIR JOHNSON TO APPROVE THE • 8/13/13 AGENDA WITH THE ADDITTION OF DISCUSSION REGARDING PARENT PASSES FOR HIGH SCHOOL HOME GAMES AND A FINANCIAL REVIEW SECONDED BY COMMISSIONER BALLENGER. MOTION PASSES 5-0. 3. Approve 04/09/13 Ice Arena Commission Minutes Arena Office Assistant,Laura Estby notes that the dismissal time was incorrect on the minutes, and needs to be changed to 8:15 p.m. MOTION MADE BY COMMISSIONER WESTGAARD TO APPROVE THE 4/9/13 ARENA COMMISSION MINUTES UPON THE UPDATE OF THE DISMISSAL TIME TO 8:15 P.M. SECONDED BY COMMISSIONER BALLENGER. MOTION PASSES 5-0. 4. Open Forum No one appeared for Open Forum. (Commissioner Cunningham arrives.) • Ice Arena Minutes Page 2 August 13,2013 • 5. Arena Manager's Update 5.1 Consider reciting Pledge of Allegiance at Arena Commission Meetings. Commissioner Westgaard notes that he is on other commissions and while no one has an issue with saying the pledge,it is not always deemed necessary. Vice Chair Johnson states that if we are using the City Council as an example,we should recite it. MOTION MADE BY COMMISSIONER CUNNINGHAM AND SECONDED BY COMMISSIONER GIVENS TO BEGIN FUTURE ARENA COMMISSION MEETINGS AFTER RECITING THE PLEDGE OF ALLEGIANCE. MOTION PASSES 6-0. 5.2 Arena Renovation City Administrator Cal Portner addresses the Elk River Star News' article which discussed the possibility of the city building a new facility at Lion's Park. The concept would include the arena, senior center and possibly a banquet facility. He states that there needs to be a review of the soil properties at Lion's Park as well as research done on the current values of the arena and senior center and possible revenue studies on other banquet facilities. He notes the city would look into grants • with the Mighty Ducks program as a new facility would have an updated refrigeration system, as well as a wetlands grant. Commissioner Westgaard states that the council approved a feasibility study which was conduct by the 292 group, and inquires if there was any left over money from that? Arena Manager Rich Czech believes the study was between$11,000-$15,000 and was unsure if all of the monies allotted were used. He also notes that the"bleacher fund", a surcharge of$1 added to high school hockey game tickets is up to $7800, and in the past this money has been used for similar projects. Commissioner Westgaard inquires if the Arena Commission should be taking a "wait and see" approach on the renovation since there is the possibility of the arena being part of a larger new project. City Administrator Cal Portner notes it depends on the cost of a new facility. He believes when the cost is known, the council will likely look for feedback from the Arena Commission. He also states that the feasibility study will include more than just the arena portion, so the cost would likely come from the general fund. Commissioner Westgaard states that the current senior center closes at 4:30 each day and then is unused space that could be utilized for something else. In addition, the • current building at Lion's Park,which has a small rentable space,is underutilized. r IEREr RI' NATURE Ice Arena Minutes Page 3 August 13,2013 City Administrator Cal Portner notes that since the Parks and Recreation offices 1110 have moved to city hall, and there isn't a consistent presence at Lion's Park, that crime has increased slightly. He believes that Lion's Park is a nice area,in the center of town, close to several schools, and having a new facility could give this area a new life. Chair Dale Martin likes the idea,and inquires about the possibility of adding a third sheet. Portner replies he would like to see an indoor 3 on 3 rinks (smaller sheet)in addition to the two sheets. He notes that both Coon Rapid's outdoor rink as well as the 3rd full sheet in Edina are losing money, so a smaller sheet might be a better choice. Commissioner Westgaard notes that Lions Park already has an outdoor rink. Commissioner Givens inquires about the number of hours that Elk River Youth Hockey purchased outside of Elk River last season. Commissioner Ballenger believes it was approximately 6 hours/week the entire season. City Administrator Cal Portner also notes that Blaine High School has a program during the day at the arena. Chair Dale Martin inquires about the timeline for having a study done. • Portner replies by early-mid winter should be able to have answers,then the commission would have to wait for a decision from the council. Vice Chair Johnson inquires about the work that the 292 group has already done on a possible renovation project and if that could be incorporated into a new building? Portner replies that the 292 group would have to bid on the project like everyone else-and that we need to keep the process balanced and transparent. He notes that he really wants a community discussion about a new facility and doesn't want it to be forced. Commissioner Westgaard believes the work from the 292 group in regards to the renovation was not wasted as it shows what amenities are needed. Vice Chair Johnson notes that there is money leaving Elk River when it comes to large events since there are no banquet halls that can accommodate them. Commissioner Westgaard adds that we would need to consider retail spaces,utility costs and other ways to finance. • r0111111E1 I , NATURE Ice Arena Minutes Page 4 August 13,2013 • 5.3 Other Business City Administrator Cal Portner notes the City Council is reviewing the liaison positions on various commissions to see if they should be voting positions, or simply a"council presence" on the boards. At this point,he is just getting opinions and will take the information back to the council. The arena commission members agree that in the past,both Matt Westgaard and Jerry Gumphrey have been advocates for the arena's programs to the council, however it may not always be the case with future liaisons. Arena Manager Rich Czech notes that whomever the liaison is, they need to be able to take the Arena Commission's intentions back to the City Council without bias. Commissioner Westgaard states the City Council does not want liaisons pushing their own personal agendas- and that there needs to be checks and balances. (Portner leaves at 6:55 p.m.) Commissioner Westgaard notes that he will refrain from discussion or voting on any motions made regarding the blue line club passes as he sits on the girl's blue line club board. • Commissioner Cunningham believes we should give the parent passes at least one more year. Arena Manager Czech reviews last year's framework- Adults would receive$2.00 off per game and Seniors would receive$1.50 off per game. In the past the blue line clubs have collected the names, and the arena has created the passes with the names as well as a number.These passes are not good for section games,nor will they be good for Hockey Day in MN.The Blue Line either pays the arena with a check, or the arena an invoice them. This year Czech believes there are 12 boys games(home) and 10 for the girls. The varsity and JV teams also received passes to attend the home games of the other varsity/JV team. (i.e. boys can go to girls games for free). Commissioner Westgaard notes that last year, Intec created the student passes with the student's picture on them. MOTION MADE BY COMMISSIONER CUNNINGHAM AND SECONDED BY COMMISSIONER BALLENGER TO CONTINUE THE PASS PROGRAM AS LAST YEAR-ADULTS WILL RECEIVE $2.00 PER GAME AND SENIORS WILL RECEIVE $1.50 OFF PER GAME. IN ADDITION,VARSITY AND JV PLAYERS WILL CONTINUE TO GET A PASS TO EACH OTHER'S GAMES. MOTION PASSES 5-0. WESTGAARD ABSTAINS. • � RNEREI er NATURE Ice Arena Minutes Page 5 August 13,2013 Arena Manager Czech reviews the arena financials,noting the 2014 ice rental • projection is $520,000. He also notes that in 2013 we overestimated the amount of revenue brought in by the recreation programs,in good part due to the Elk River Figure Skating Club taking over the upper level learn to skate classes, so that has been adjusted. We will also see a drop in 2013's dry floor revenue as the Just Between Friends kids consignment sale will not be coming in the fall. The arena did,however, add another gun show in the fall-which brings the total amount of lost revenue to $2700. Expenditures also have gone up as there will be step increases for staff and utilities have increased. Czech also notes that the council has approved the purchase of a turbo chef oven which we believe will reduce waste as it will be considerably quicker to cook products. It will also help expand the items that the arena sells. This will be purchased in 2013 as the capital outlay projects have been put off due to the possibility of a renovation/new facility. Commissioner Givens inquires if the 2014 ice revenue projection takes into account the $5/hour increase-which Arena Manager Czech confirms. 5.3 Other Business Arena Manager Czech confirms a new Learn to Skate director has been hired- • Michelle Green. Kristina Hefty will continue to teach the Learn to Skate thru Elk River Youth Hockey,however, she was offered a full time position, and can no longer commit as much time to the Monday night program. Commissioner Ballenger notes that the Learn to Skate went well overall, there are a few tweaks that will be done mostly due to participants not always showing up for a free program,which made some classes uneven. Czech states that Hockey Day in MN is tentatively scheduled for January 18, 2014 with a steering committee already put together. Commissioner Westgaard notes the committees are starting to gain momentum and they are securing commitments from the MN Wild as well as FSN. Commissioner Givens states the Elk River Figure Skating Club would like to be involved somehow with Hockey Day,wherever they are needed. Commissioner Ballenger agrees to relay the message to Youth Hockey. Arena Manager Czech discusses the contract with Bernicks which will be up this fall. It will be a 5 year contract with the option to amend it should a new facility be built. At this point,the arena receives 25% of the sales from the candy vending machine, • and 10% from the hot beverage machine which he would like to see increased. PQwERE1 BY NATURE Ice Arena Minutes Page 6 August 13,2013 • Bernicks also services the hot beverage machine in the concessions stand, and provides the arena with banners when needed. He notes the 2013-2014 prices will stay the same as last year,but we will see a 3%increase each year after that. Commissioner Westgaard inquires about the possibility of the increase being tied to the CPI. Czech agrees to discuss the issue with Financial Director,Tim Simon. Czech also notes that ice will go back in the barn by September 19th,and that the Elk River Figure Skating Club has agreed to donate a wide screen TV to replace the one currently in the eating area. It will be used to help promote Learn to Skate programs on Monday nights. Commissioner Givens adds $500 has been approved to spend. Commissioner Ballenger inquires about WIFI availability in the arena. Czech states that as of late spring, the arena has fiber optic cable, so WIFI is now more of an option, however the city's IT department is short staffed so it is on the back burner. 6. Adjournment • There being no further business, Chair Martin adjourned the meeting of the Elk River City Council at 7:30 p.m. Minutes prepared by Laura Estby. Ron Johnson, Chair Tina Allard, City Clerk • � liEBE1 er NATURE