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8.3. SR 05-18-2020 Request for Action To Item Number Mayor and City Council 8.3 Agenda Section Meeting Date Prepared by General Business May 18, 2020 Cal Portner, City Administrator Item Description Reviewed by Multipurpose Facility Advisory Commission Reviewed by Action Requested Review and suggest changes to the draft plan. Approve, by motion, the Multipurpose Facility Advisory Commission Outline. Direct, by motion, staff to prepare an ordinance enabling the commission and removing the Elk River Ice Arena Commission from city ordinance. Background/Discussion The Elk River Ice Arena has had an advisory commission since 1996 when the city constructed the Olympic Rink, added front lobby improvements, and took management control of the Barn Rink. The commission included representatives from the ISD #728, City Council, Elk River Youth Hockey Association, Elk River Figure Skating Club, and two citizens at-large. In a work session on December 16, 2019, the Council discussed the future of three commissions, including the Ice Arena Commission. The Council consensus was to engage a commission to provide council recommendations on the operation, use, and development of the multipurpose facility. On May 4, 2020, the City Council reviewed a draft outline for a multipurpose facility advisory commission and the Council was provided an updated version the next day. Following further review and discussion and upon approval, staff will advertise for prospective members. Staff will work with the city attorney to craft an ordinance to replace the Ice Arena Commission. Financial Impact N/A Attachments  Draft Multipurpose Facility Advisory Commission Outline The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Multipurpose Facility Advisory 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 9 members appointed by the council to include:  A City of Elk River resident and member in good standing of the Elk River Senior Center  Two (2) One members in good standing representing turf-use 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  Two (2) members in good standing representing ice-use associations: o Elk River Youth Hockey Association o Elk River Figure Skating Club  A member of the Elk River Parks and Recreation Commission  A designee sitting member of the Elk River City Council  A designee of ISD #728  One Two (2) at-large member residents of the community with no affiliation to the former organizations for at least five (5) years. Up to three (3) members representatives of the ice and turf-use commission associations and ISD #728 designee 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 sitting Council Member and the designee from ISD #728 are excluded from holding chair or vice chair positions. 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 review facility rental rates annually and recommend a fee schedule for incorporation into the annual budget. 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 August 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.