10.3. SR 05-04-2020
Request for Action
To Item Number
Mayor and City Council 10.3
Agenda Section Meeting Date Prepared by
Work Session May 4, 2020 Cal Portner, City Administrator
Item Description Reviewed by
Multipurpose Facility Commission
Reviewed by
Action Requested
Review, discuss and provide feedback on a draft outline establishing a multipurpose facility commission.
Background/Discussion
Following the construction of the Olympic Rink and the city’s takeover of the Barn Rink in 1996, an Ice
Arena Commission was established. The commission replaced the Ice Arena Task Force, which
developed the original construction plans and facility budget.
The commission was established as an advisory body related to the operation and management of the Elk
River Ice Arena facility and intended to function similar to the Parks and Recreation Commission or
Planning Commission. Over the years, the purpose of the commission, “…advising the City Council
regarding matters relevant to the development and operation of the Ice Arena Complex” somewhat
diminished as policies and practices were established and expansion/improvement plans were not acted
upon until the Council initiated the Community Center Task Force in 2014.
At the Council’s request, a draft outline has been prepared for consideration for a commission to provide
recommendations on behalf of the operation of the new multipurpose facility.
Financial Impact
N/A
Attachments
DRAFT Commission Outline
October 21, 1996, Staff Report – Ice Arena Commission Ordinance
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Multipurpose Facility Commission
The City of Elk River multipurpose facility “facility” is owned by the City of Elk River and operated by the
City of Elk River Parks and Recreation Department.
The facility operations are funded as a Special Revenue Fund with facility-generated revenue expected to
cover the annual cost for personnel, utilities, preventative and ongoing maintenance, and capital equipment
replacement. General tax levy revenue or other revenue identified by the City Council shall offset the
management of programming costs, programming subsidies, facility systems replacement and future
expansion/enhancements.
The Multipurpose Commission “commission” shall make recommendations to the City Council regarding
facility operations, management, and use.
Purpose
The commission shall set goals and expectations for the community use and enjoyment. The commission
shall seek community input regarding the use and development of the facility and makes recommendations
to the city council to protect and preserve the facility as an asset to the community. The commission shall
recommend an operational budget and capital plan that meets or exceeds the goals, values and vision of
the facility.
Membership and Term
The commission shall consist of 11 members appointed by the council to include:
A member in good standing of the Elk River Senior Center
One member in good standing of each the following youth associations:
o Elk River Youth Football Association
o Elk River Youth Baseball Association
o Elk River Youth Softball Association
o Elk River Youth Lacrosse Association
o Elk River Youth Hockey Association
o Elk River Figure Skating Club
A member of the Elk River Parks and Recreation Commission
A designee of the City Council
A designee of ISD #728
One at-large member of the community with no affiliation to the former organizations for at least
five (5) years.
Up to three (3) members of the commission may be nonresidents of Elk River as long as they are affiliated
with one of the aforementioned organizations.
Terms shall be for a period of three (3) years, serving on a staggered basis. For the initial commission
membership, the City Council shall assign terms of 1, 2, and 3 years for designated members.
At their inaugural meeting and the first meeting of each subsequent year, the commission shall elect a
chair, vice chair and secretary. The chair shall preside over each meeting and perform all duties assigned by
the commission or the council. The vice chair shall assume the duties of the chair in the chair’s absence. If
a vacancy occurs in the chair, the vice chair shall fulfill the remaining term and the commission shall elect a
new vice chair for the remaining term. The secretary shall prepare the minutes of the commission.
Authority and Duties
Develop a value statement and a mission statement for the commission. Review each statement annually
and amend as so desired.
Serves as a conduit to the public to gain feedback on the effectiveness of the facility and services provided.
Holds at least one annual public hearing to receive community comments regarding the operation, use, and
future development of the facility.
Develop and provide a verbal annual report on the outcomes and activities of the facility to the City
Council.
The commission shall recommend a budget that balances facility revenue and expenses. The budget will
include projected revenue, expenses, transfers and capital improvements. The budget shall be completed
no later than July 1 of each year.
The commission shall annually provide a draft capital improvement plan to the City Council that includes
capital replacements, repairs and additions. The plan shall project improvements over a rolling ten (10)
year period. The capital plan shall be completed no later than September 1 of each year.
The commission shall review and recommend operational policies for the facility and review all policies at
a minimum every two (2) years.
Meetings
The commission shall meet no fewer than three times per year. The commission shall develop and adopt a
schedule of meetings, meeting times and locations at their first meeting of the year and provide the
schedule to the City Council for approval.
A quorum shall consist of a majority of the sitting members. The commission shall follow Robert’s Rules
of Order.
Special meetings may be called by the chair or by a simple majority of the sitting commission.
Meetings are subject to the Minnesota Open Meeting Law.
ITEM 4.5.
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FROM:
DATE:
MEMORANDUM
Mayor & City Council
Pat Klaers, City Administrator
October 21, 1996
SUBJECT: Ice Arena Commission Ordinance
The Elk River Ice Arena Task Force met on Monday, October 14, 1996. One
of the agenda items at this meeting was a review of the draft Ice Arena
Commission ordinance. This city commission is set up as an advisory board
to the City Council in a manner that is very similar to the Park and
Recreation or Planning Commissions.
Attached for your review is a draft of the Ice Arena Commission ordinance as
reviewed by the Ice Arena Task Force. The membership of the Commission
was the one item that generated the most discussion at the Task Force
meeting. It is a desire of the Task Force that the Commission have an odd
number of members and, originally, the Task Force felt that five members
would be appropriate. Ultimately, the proposed ordinance has seven
members as two from the public were added. There were no strong feelings
on the Commission, pro or con, for these two additional members from the
public. The Council can include or exclude these two from the public and
have the Commission be either a five or seven member advisory body.
Much like the Park and Recreation Commission reviews park improvements,
hears complaints or comments from the citizens, proposes rules and
regulations governing the city parks, and deals with similar type issues, and
makes recommendations to the City Council, so will the Ice Arena
Commission.
Recommendation
After Council review and after considering any possible changes in the
ordinance, it is recommended that the City Council adopt the ordinance
establishing the Ice Arena Commission.
13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425
ORDINANCE 96-2_
AN ORDINANCE ADDING SECTION 217 TO THE CITY OF
ELK RIVER CODE OF ORDINANCES CREATING
THE ELK RIVER ICE ARENA COMMISSION
The City Council of the City of Elk River does hereby ordain as follows:
Section 1. The City of Elk River Code of Ordinances is hereby amended by adding
thereto Section 217, entitled "Ice Arena Commission", as follows:
217.00 -- ESTABLISHMENT OF ICE ARENA COMMISSION
There is hereby established in the City of Elk River an Ice Arena Commission pursuant to the
provisions of this Ordinance.
217.02 — PURPOSE OF COMMISSION
The Ice Arena Commission is established to make recommendations to the City Council on the
development and management of the City of Elk River Ice Arena Complex. The scope of the
Commission's responsibilities shall consist of advising the City Council regarding matters
relevant to the development and operation of the Ice Arena Complex.
217.04 — MEMBERS AND TERM
The Ice Arena Commission shall consist of seven (7) members who shall be appointed by the
Council for terms of three (3) years. The Commission will consist of the following:
2 representatives designated by the Elk River Youth Hockey Association.
1 representative designated by Independent School District 728.
The Elk River Area Community Recreation Director.
1 representative of the Elk River City Council.
2 representatives from the public.
A vacancy during the term of any member shall be filled by City Council appointment for the
remainder of the term. Officers of the Commission shall consist of Chair, Vice Chair and
Secretary, as elected by the Commission. The Chair shall preside at all meetings of the
Commission if present, and perform all other duties and functions assigned by the Commission
or the City Council. The Vice Chair shall perform these duties in the absence of the Chair. If
a vacancy occurs in the Chair Office, the Vice Chair shall assume the Chair's duties for the
remainder of the year and a new Vice Chair shall be elected by the Commission at the next
scheduled Commission meeting. The Secretary shall prepare minutes of the Commission
meetings and assume the Chairs duties in the absence of the Chair and Vice Chair. A quorum
shall consist of a majority of the sitting members. As the Commission advises the City Council
on activities that affect individuals outside of the City limits, it is, therefore, acceptable for non -
city residents to be members of the Ice Arena Commission.
217.05 — COMPENSATION
The members of the Commission shall serve without pay or reimbursement for expenses.
217.06 — POWERS AND DUTIES
The Ice Arena Commission shall have those responsibilities assigned to it by this ordinance,
including:
1. Make recommendations to the City Council with respect to:
a. Operation of the Ice Arena Complex.
b. Rules and requirements for Conduct Within the Ice Arena Complex.
C. Capital Improvements to the Ice Arena Complex.
d. Annual operating budgets and revenue sources.
2. Assist in the promotion of the Ice Arena Complex.
3. Submit an annual report to the City Council which shall include the Commission's
recommendations with respect to the above items.
4. Listen to community input and comments on the operation of the Ice Arena Complex.
5. Such other responsibilities as the City Council shall assign from time to time.
217.07 — MEETINGS
The Commission shall meet at least two times each calendar year. The dates, times, and
locations will be established by City Council resolution. Additional meetings may be held at any
time at the call of the Chair or the request of any two other Commissioners. Notice of
additional meetings, including the time and place thereof, shall be communicated to each
member of the Commission at least three (3) days prior to the meeting, posted at City Hall and,
if time permits, published in the City's official newspaper.
All Commission meetings shall be open to the public. The Commission shall be governed and
operate pursuant to Robert's Rules of Order as most recently advised.
Section 2. This Ordinance shall become effective upon its passage and publication.
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