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04-19-2016 ICE MIN • Elk ;•.- Meeting of the Arena Commission River ' Held at the Elk River City Hall Tuesday, April 19, 2016 Members Present: Chair Givens,Vice Chair Balabon, Commissioners Ballenger, Cunningham,Westgaard,Madsen. Members Absent: Commissioner Holmgren Staff Present: Arena Manager Rich Czech,Arena Assistant Laura Estby I. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Ice Arena Commission was called to order at 6:04 p.m. by Chair Givens. 2. Pledge of Allegiance Recited by Commission Members and Staff. 3. Oath of Office to New Commission Members Oath of office completed by Commissioner Cunningham and Chair Givens. • 4. Consider 4/19/16 Agenda Motion by Commissioner Westgaard and seconded by Commissioner Balabon to approve the April 19, 2016 agenda. Motion carried 6-0. 5. Consider 8/18/15 Minutes Per Commissioner Cunningham, the highlighted word on pg. 3 of the minutes should read"skinned". Per Chair Givens,the first sentence should read "they would prefer if the arena stayed close to the school". In addition, on the same page, the 4th paragraph down should read"...the district hasn't happened by now..." Motion by Commissioner Westgaard and seconded by Vice Chair Balabon to approve the August 18, 2015 minutes pending the above changes. Motion carried 6-0. 6. Open Forum No one was in attendance. 1110 Arena Commission Minutes Page 2 April 19,2016 • 7. Financial Update Arena Manager Rich Czech delivers report as Finance Director Tim Simon has accepted a position in St. Louis Park and will be leaving in May. Czech notes that 2015 Ice Rentals were above budget due in part to an increase in cost,but also because more ice has been sold—mainly to different groups coming in during off peak. Recreational program revenue and admissions have decreased, which Czech attributes to fewer games overall (10 as opposed to 12) and more games being scheduled during the week. He also notes that sign rental revenue is up, however Randy's sanitation will not be advertising on the Zamboni moving forward. Dry floor events have reached their max revenue. With regards to the expenditures,Rich notes we came in under budget for Personal Service due to the lead arena worker position being vacant for a portion of the year. Operating expenditures were over budget due to the repairs that were done on the Olympic Rink flooring, he also noted the new Zamboni was approved in 2015 but delivered in 2016. Overall the arena was $270,000 in the black. Many of the Capital Outlay projects haven't been completed in anticipation of a possible multipurpose facility. Motion by Commissioner Ballenger and seconded by Commissioner Madsen to approve the Arena Financials. Motion carries 6-0. 8. General Business 8.1 Multipurpose Community Center Progress Update Arena Manager Rich Czech reviews the options.The A/B options reflect improving/expanding the facilities that we already have and the 1 / 2 options are for new facilities. Should the city expand the spaces that they currently have,it has been discussed to add a multipurpose space to the Activity Center, redo the bathrooms,add a new meeting space and mechanicals,however some neighboring homes would need to be purchased by the city and there is no cost estimate for that at this time. With regards to the Lions Park location, Option A would take what we currently have,add more parking by removing the current amphitheater, add more space in the front and add on to the current gym. This would give the current gym/meeting space the capability of accommodating 200 people,and it also adds a commercial kitchen. Option B would add more parking,include a 400 person banquet facility,a larger lobby, a commercial kitchen and expand the bathrooms. • rorEAEo ® r NATURE Arena Commission Minutes Page 3 April 19,2016 For the Arena location, Option A would demolish the barn and build a new sheet (keeping the rink a 2 sheet facility), the locker rooms and maintenance rooms would be down the center, the lobby would be pushed out,meeting rooms would be added as well as a pro shop and there would be a second level. The Olympic rink would be shortened to North American size and there would be one central ice plant. This option would be cheaper;however it will not last as long. Option B would be to expand to 3 sheets (all standard size with concrete floors- one of which could be removed in February and made into turf), demolish the barn, locker rooms and maintenance rooms would be down the center. Czech notes this would mean the removal of the girls' softball field and tennis court. He also states the high school will be tearing out the 97 parking spaces to the East of the rink this summer. Should the city choose a multipurpose facility at Lions Park, option 1 would require at least 10 acres of space,would include 3 ice rinks, a banquet facility and a senior center. Commissioner Madsen inquires about the soil issue at Lions Park. Commissioner Westgaard notes it still is an issue, however due to the user group feedback suggesting at least 10 acres of space it is still being considered as an option. All of the options will have their own unique situations that will need to be 11111 addressed should a new facility be built. I.E. the Lake Orono option would mean that the current ballfields would need to be moved. It has been estimated that it will cost$1.5 million to get past the peat,however the Lions Park location keeps it in a central location close to the schools. Westgaard also notes that the seniors have expressed an interest to stay centrally located and not move to the west end of town. In addition an extra sheet of ice would also translate to additional revenue. Czech notes the Opt 2 for the Lions Park location would configure the parking differently in an effort to avoid the areas with more peat. Oak Knoll Option 1 includes 3 rinks,all standard size—however one is drawn larger to accommodate more seating. The walking track would be around sheets 2 and 3 so that it wouldn't be affected by high school games. This option would take out the ball fields. Oak Knoll Option 2 pushes the facility back further so the ball fields could be kept, however this would diminish the curb appeal. There are two entrances for better traffic flow. Commissioner Westgaard states he is trying to keep an open mind about this location;however it is right by the compost site and would be tucked away. Commissioner Madsen notes the Lions Park option is tucked back too. rill FRI EI INATUREI Arena Commission Minutes Page 4 April 19,2016 • Arena Manager Czech states the Lions Park location as well as the Orono location would allow for the possibility of more development in the future. The Lake Orono Option 1 would have a commons area, the rinks on one side and the senior center and banquet facility on the other. Should the facility be built here, the Dave Anderson athletic complex (four ball fields) would need to be relocated. Commissioner Westgaard notes it would feel as though customers were parking in the back of the building because you would want the building to face the lake. Lake Orono Option 2 isn't ideal because in the future if/when the police and fire departments expand,it would block the front entrance. Arena Manager Czech noted other locations were looked at,but ultimately these 3 made the most sense. Vice Chair Balabon suggests building a multipurpose facility by YAC. Commissioner Westgaard agrees there is a good amount of space there,but that would put the building all the way on the east side of town. Commissioner Ballenger emphasizes the importance of having a location that allows for development opportunities around it. Commissioner Westgaard notes the Chamber of Commerce feedback has been that a new facility location that allows for added development is a plus. He also notes the lion's share of a multipurpose facility would be for the Arena. This is a different angle than how the future of the Arena has been looked at in the past,but the City has to consider the improvements and upgrades that are on the horizon for the Arena, Senior Center and the Lions Park Facility. He adds the preliminary numbers for a multipurpose facility are coming in at$42 million.To make renovations to the current facilities would be in the neighborhood of$30 million,but that wouldn't prepare the City for 40 years in the future. Vice Chair Balabon suggests the Senior Center stays where it is and move the multipurpose facility someone else without it? Commissioner Madsen considers selling the current buildings if a new facility is built. Commissioner Westgaard states it is all or nothing,and that the numbers need to be hashed out for additional revenue that would come in with a third sheet as well as a banquet facility. Commissioner Ballenger notes Lions Park is a good location for extra retail or development,as customers would have to go through downtown or Hwy 169 to School Street to get there. 1 ® WEAEe e NATURE Arena Commission Minutes Page 5 April 19,2016 Commissioner Westgaard notes there could be two entrance points at the Lions Park location as well,and that the Council wants the Arena Commission's input. Commissioner Madsen agrees with the Lions Park location,as there are more options (retail) around there, the Lake Orono option only has Subway. He notes, however that traffic could be an issue at the Lions Park location. Vice Chair Balabon likes the location by the high school and echoes the importance of customers having to drive through the city to get to it. Commissioner Westgaard believes the County is vacating the maintenance garage by the Fire Station, and three developers have looked at Jackson Street. Commissioner Ballenger states the Blaine Super Rink location also had to deal with peat. Commissioner Westgaard suggests after the peat is removed it wouldn't necessarily have to be built back up; the rinks could be below concourse level. However more studies need to be done. Vice Chair Balabon adds the seniors would be happier at the Lions Park location since it is more central. 411, Commissioner Madsen inquires about the possibility of moving the rink more towards the pond and having the parking near the apartment buildings, so the seniors could have a walkway out their back door. Commissioner Westgaard states the idea of the plans at this point is to show that everything that would be required for a new facility,including parking,would fit in this location. Chair Givens echoes approval of the Lions Park location due to its proximity to the high school which would mean that after school practices wouldn't need to be pushed back to accommodate the arrival of the players across town. Commissioner Westgaard asks Commissioner Cunningham if the school has an opinion. Commissioner Cunningham agrees the school would like to keep a new facility close. He adds it is easier for supervision as well.Also,we need to consider the kids that are coming from Zimmerman as well. He notes gym space is at a premium in spring, so a facility with the ability to host lacrosse is intriguing. Commissioner Westgaard adds they spoke to several sports groups,and one of the rinks could have ice out after February and be used for other sports. • INNENEN Nr NATURE Arena Commission Minutes Page 6 April 19,2016 • Arena Manager Czech adds lacrosse has been renting dry floor space from the arena this spring,and that Anoka does well with having turf after they take out their ice. Commissioner Westgaard states there is the possibility of repurposing spaces in a new facility as well, so it could be used for seniors during the day and youth sports/activities in the evening. He confirms it is the consensus of the Arena Commission that Lions Park Center would be their preferred site for a new multipurpose facility. Commissioner Cunningham notes it is important to do it right, do it well,and not to do it"on the cheap". 8.2 2016-2017 Ice Rates Arena Manager Rich Czech notes the rates were raised last year to $190/hour, and he doesn't anticipate raising it again this year,unless the Arena Commission wants to. He adds off season rates are still at$145/hour for prime and $115/hour for non- prime. Czech doesn't recommend an increase as he feels the arena is on par with other neighboring rinks. Commissioner Westgaard inquires about the number of hours sold this year. Arena Manager Czech replies 4500 hours (refers to usage stats) and notes when individuals are customers who buy 1-2 hours sporadically,however when they start buying several hours at a time, the hours are noted under clinics and tournaments. Commissioner Ballenger notes from the Youth Hockey perspective,it makes sense to keep the hours the same. Especially if it is feasible in the next few years they may be asked to contribute to a new/expanded facility. He asks Arena Manager Czech if we have an increase in summer ice sold. Arena Manager Czech confirms we have sold more this summer, there are more programs running this year that include a wider age range of kids. He adds the ERFSC has moved their hours to the morning,and there will be a camp run by Ben Gustafson for mites thru peewees,whereas before it was only high school aged hockey players. Vice Chair Balabon asks if the girls' hockey program is doing well also. Arena Manager Czech confirms they seem to be doing well, and they will have a summer program on Tuesdays and Thursdays so it doesn't compete with other camps. He also adds every year we have to consider if we should still have the Fall Craft Show(based on if we could sell the ice if we put it back in earlier),but since the needs change every year,it will stay as it is for now. • P O N E i E ® o r MATURE Arena Commission Minutes Page 7 April 19,2016 Motion by Commissioner Madsen and seconded by Vice Chair Balabon to keep the rates at$190/hour for prime time and$145 for non/prime. Motion carries 6-0. 9. Arena Manager's Update Arena Manager Czech notes the last hour of ice in the barn until September was last night at 8:00 p.m.This weekend will be the AC Expos Gun Show, the Spring Craft Show will be the following weekend,and the Ice Show is May 20-21. He hopes to have the lead worker candidate to the City Council by May, and adds there were several good candidates and 18 applications,however Rogers is also hiring so there is added competition.The Arena Lead Worker position is nights/weekends during the regular season and daytime in the summer. He adds it is typically a 3-5 year position. 10. Announcements None. I 1. Date of next Arena Commission Meeting Commissioner Westgaard inquires if August is too far out, or if the Commission should meet earlier as there will be a lot of developments with the Council with regards to a new facility. ® Arena Manager Czech adds the final costs need to be to the Council by June. Commissioner Ballenger asks Commissioner Westgaard what the Council will do after they get the numbers. Commissioner Westgaard replies the Council will have to make a decision about whether to remodel the existing facilities or to build new. If they decide to pursue a new facility, then they need to decide if it could be done without a referendum or if it will need a referendum, then it needs to be on the ballot in November and the information would need to get out as soon as possible. Commissioner Ballenger adds the Youth Hockey Annual Meeting is tomorrow night, and he will pass along the information. Motion by Vice Chair Balabon and seconded by Commissioner Ballenger to schedule a special meeting on Thursday,June 23`d—6pm in the Uppertown Conference Room. Motion carries 6-0. I 2. Adjournment Motion by Vice Chair Balabon and seconded by Commissioner Madsen to adjourn. Motion carries 6-0 at 7:49 p.m. r eIERED . r Arena Commission Minutes Page 8 April 19,2016 • / n es prepared by Laura Estby DeAnn Ivens i 1 Tina Allard,City Clerk 110 POWERED Or NATURE