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5.1. ICESR 04-18-2017 Oty of QMeeting of the Arena Commission �vHeld at the Elk River City Hall Tuesday, August 23 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 1. Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Ice Arena Commission was called to order at 6:02 p.m. by Chair Givens. 2. Pledge of Allegiance Recited by Commission Members and Staff. 3. Consider 8/23/16 Agenda Motion by Commissioner Westgaard and seconded by Commissioner Cunningham to approve the August 23 2016 agenda, after striking item #3 as there are no new members to recite the oath of office. Motion carried 6-0. 4. Consider Minutes 4.1 April 19, 2016 regular meeting minutes Motion by Commissioner Westgaard and seconded by Commissioner Ballenger to approve the April 19,2016 meeting minutes. Motion carried 6-0. 4.2 June 23, 2016 special meeting minutes Motion by Commissioner Madsen and seconded by Commissioner Balabon to approve the June 23, 2016 minutes. Motion carried 6-0. S. Open Forum Commissioner Balabon notes The Elk River Youth Hockey Association was going to be in attendance to discuss the 501h Anniversary Celebration on September 10 and to inquire about the Commission having a table to help answer questions about the proposed community center. Commissioner Ballenger adds we need to have a unified message presented to the public. Currently he feels there is a lot of negativity about the project because people who don't know the facts are spreading false information. He notes it will be important to hit the pavement in October to get the word out,however he isn't sure Arena Commission Minutes Page 2 August 23,2016 ----------------------------- what the commission can do with regards to informing the public so it isn't considered campaigning. Commissioner Westgaard states he will speak with City Administrator Cal Portner, to see what rules apply. Arena Manager Czech adds he believes the Commission can only state the facts and not promote the referendum. Commissioner Ballenger notes the Elk River Youth Hockey Association will be writing a letter to the editor of the newspaper, and inquires if the Senior Center members have a leadership group? Chair Givens asks Arena Manager Czech to email the rules to the Commission when he knows them, especially if there are going to be representatives at the September 10 Youth Hockey Anniversary Party. 6. Financial Update Arena Manager Czech presents the 2017 budget information, adding the 2016 ice sales were right on target and the expenditures should fall in line. He adds the $120,000 in capital outlay includes co-ray vac, and locker room improvements however this money may not be spent depending on the outcome of the referendum in November. Chair DeAnn Givens asks about the decrease in expected revenue from the recreation programs. Arena Manager Czech notes that program costs have increased,however we will see some savings as our fall Session will be 8 weeks while the winter and spring will be 10. Czech adds the increase in dry floor revenue is due to Mega Goaltending School renting the shooting area. The Arena recently spent$10,000 in improvements to the shooting area,with Mega paying$9,000 for a one year lease. For the Arena's other users,he is unsure if there will be an hourly or yearly charge to use the upstairs dryland area,however something needs to be done to help recoup the cost of the renovations. In addition,we want to keep track of the use to make sure that there aren't any damages to the space. Commissioner Ballenger notes Elk River Youth Hockey has added a dryland coordinator position to their board, so they could help with monitoring use. Commissioner Westgaard suggests that the 3 major users of the arena should pay a fee that is rolled into their contract, and that anyone else should pay a fee per time. P 0 V E R E 0 0 M Arena Commission Minutes Page 3 August 23,2016 ----------------------------- Motion by Commissioner Madsen and seconded by Vice Chair Balabon to approve the Arena Financial Update as presented. Motion carried 6-0. 7. General Business 7.1 Multipurpose Community Center Progress Update Arena Manager Czech states the City Council approved a$30 Million referendum with $28 Million of it going to a Community Center and $2 Million going to park improvements. He adds the discussion has been opened with the school district about other location options. Commissioner Westgaard notes he and City Administrator Cal Portner met with the Interim Superintendent and the Business Director of the School District and felt the discussions went well. Currently the proposed Community Center is slated to be at Lake Orono,however that location could change if we could show a value in a new site. Bruce Watkins, the Interim Superintendent,wanted a written summary and request about what we are looking at from the City's perspective so it could be presented to the school board. The next step would likely be to have a bigger meeting with the some of the school board members, Commissioner Cunningham and Mr. Bizal to discuss what that needs and desires would be on both sides to see if relocating the tennis courts, the softball field and expanding the current site of the arena would be an option. Commissioner Cunningham states schools have what is called an Alt (or Alternate) Facilities Plan which is how they replace lights,gym floors, and other big ticket items. He adds they have been discussing their athletic facilities for years. The unofficial word is that in 2018 they are looking at a new track (the current base is cracked),bleachers (not up to current code), and fixing/updating other facilities including the courts at Salk that are at or past their life expectancy. Since they will need to be redone anyways,it opens up the opportunity to redesign or move them. Currently it costs $50,000 a year just to maintain the stadium field. Turf has been considered,however it doesn't fall under the Alt Facilities Plan. Commissioner Westgaard adds we are still early in the discussion, and both parties are more comfortable with continuing the conversation internally before going public. He also notes the School District has different rules for funding, so even if the upgrades are slated for 2018 they may be able to be moved. Chair Givens inquires if the Community Center referendum will be on the ballot without the site noted? Commissioner Westgaard responds the ballot question will be for a$30 Million referendum with another$4 Million for a programmable space. He adds it would be easier to get a decision if the Superintendent and several members of the school board weren't changing. P 0 V E R E 0 0 M Arena Commission Minutes Page 4 August 23,2016 ----------------------------- Chair DeAnn Givens notes the public should hear about the other amenities that a new facility would offer to make it appealing to people who aren't interested in hockey. Commissioner Ballenger asks if there is a list of information that can be shared, and if so, can it be put in the drop box? Commissioner Westgaard believes there is and asked Arena Manager Czech to look into it and make it available. 7.2 Sponsorship Policy Arena Manager Rich Czech states that Parks and Recreation Director Michael Hecker is currently working on an advertising/sponsorship policy (refers to the Shakopee policy included in the packet). The Arena already has a program in place, with the average cost of an ad ranging from $500 - $1500/year. The only exception to this would be the Zamboni,which costs in the $4,000/year range. Czech adds that most of the Arena's advertising isn't high enough in value to be effected by the new policy. At this point, advertisers generally approach the arena if they would like to purchase ads,however selling the Zamboni ad has been challenging, so we are going to have the Decklan Group start soliciting that on our behalf. We are also looking at Rinkside Advertising to bring in ads on a more national and regional level to subsidize our program. (Commissioner Cunningham leaves at 6:40 p.m.) Commissioner Westgaard notes Grand Forks built a$17 Million facility completely from sponsorships —no tax payer dollars were used. 8. Arena Manager's Update Arena Manager Rich Czech notes Elk River Youth Hockey is having their 501h Anniversary Celebration on September 10. The Craft Show is September 17-18 and typically we start the compressors after the show. The Arena hired Ashlee Hidde as its new Learn to Skate Director, she has committed to one year. Mega Goaltending has signed a 2 year lease with the Arena. (Dryfloor space) Work is continuing in the women's bathroom, and with locker room painting. We are adding a place for water bottles on the boards in the Olympic. P 0 V E R E 0 0 M Arena Commission Minutes Page 5 August 23,2016 ----------------------------- Breakaway has fallen into place and will be starting shortly with 13 teams at the mighty mite level. The Ice Show will be in its 201h year this season. The Arena had a holding tank on the boiler go out,however it has been fixed. Chair DeAnn Givens inquires about Learn to Skate USA posters. Arena Assistant Laura Estby states she can print some up. Arena Manager Czech adds we had corrugated plastic signs made up as well. 9. Announcements None. 10. Date of Next Arena Commission Meeting Chair DeAnn Givens inquires if the Commission should schedule a special meeting in November? Commissioner Westgaard thinks it would be good for the Arena Commission to let the council know their recommendations moving forward, especially if the referendum doesn't pass. Chair Givens states the Arena Commission will have a special meeting Tuesday, November 15 at 5:30 p.m. and will work with Arena Assistant Laura Estby to complete the necessary paperwork. 11. Adjournment Meeting adjourned at 7:12 p.m. Minutes prepared by Laura Estby DeAnn Givens, Chair Tina Allard, City Clerk P 0 V E R E 0 0 M