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9.5. SR 06-15-2020City of Elk* River Request for Action To Item Number Mayor and City Council 9.5 Agenda Section Meeting Date Prepared by Work Session June 15, 2020 Steve Benoit, Recreation Manager Item Description Reviewed by Multipurpose Facility Staffing and Fees Michael Hecker, Parks and Recreation Director Reviewed by Cal Portner, City Administrator Action Requested Discuss multipurpose facility staffing and fees. Background/Discussion At the May 4, 2020, Council Work Session, staff presented research into rental fees of spaces in facilities comparable to the new multipurpose facility along with feedback from a meeting on the proposed fees held with the Youth Athletic Association Committee. A draft budget summary and staff organizational chart were also presented. Council directed staff to update the presentation with the feedback provided. Summaries of the updated fees and staffing plan will be presented. Financial Impact Potential revenues and expenses will be discussed. Attachments ■ Multipurpose Facility Staff and Fees presentation ■ Multipurpose Facility Superintendent position description ■ Assistant Facility Supervisor position description ■ Parks and Recreation Department organizational chart The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional,` 01 e service, and community engagement that encourages and inspires pi ospei ly INAMIRE1 Elk River Multipurpose Facility Fees and Staffing Discussion June 15, 2020 Background ■ May 4 City Council Work Session ■ Review and discussion of proposed fees and staffing plan ■ Review and update fees based on Council feedback Background ■ Key Points ■ Referendum covered facility construction ■ Facility Operations ■ Special Revenue Fund ■ Obj ective is to cash flow ■ Facility revenues support operational costs Multipurpose Facility Rentable Spaces ■ Fieldhouse ■ Senior Flex Space ■ Meeting Rooms ■ Upper Lobby ■ Two New Ice Rinks Multipurpose Facility Rentable Spaces ■ Figure Skating Office and Room ■ Youth Hockey Office ■ Dry Rink Special Events ■ Dryland Training Area ■ Lease Space Youth Athletic Association Discussion Recommendations ■ Set a resident and nonresident fee ■ Use recommended rate as resident rate ■ Set a higher fee as the nonresident rate ■ Nonresident rate does not need to be significantly higher 28,378 sq )ouse ELK RIVER MULTI -PURPOSE FACILITIES 292Des'ic MAIN LEVEL - 86,873 SF(NEW) + 33,195 SF (RENOVATED) 292 DESIGN G, FFRRU Y]R19 3533 E LIKE SIREEI MINNEAKIN MN 55406 . ��►. ;� des.., .,•vLl w; ;w?��#+'�, ° .,. ;� `',' - .�5:1'►'s'ii7i' • .�. .,'dill � .. .f jw Jr r.. tli� I•_ dw +w ..!• .W + P- Full Fieldhouse Fee Recommendation November - April Resident Nonresident Rate Rate Weekday Days $100 $115 Weekday Evenings $140 $161 Weekends $170 $196 May - October Resident Nonresident Rate Rate Weekday Days $50 $58 Weekday Evenings $70 $80 Weekends $85 $98 Partial Fieldhouse Fee Recommendation November - April Resident Nonresident Rate Rate Weekday Days $55 $70 Weekday Evenings $80 $88 Weekends $95 $109 May - October Resident Nonresident Rate Rate Weekday Days $25 $29 Weekday Evenings $35 $40 Weekends $45 $52 CM Staff Fieldhouse Rental Revenues High End Possible $470,000 $395,460 Estimate 65% of High End $305,500 $257,049 _ Y AI,�AA Square feet: 1,754 , Capacity: 73 -146 k' -71 —1l LL 0 r - n�.L r.) ELK RIVER MULTI -PURPOSE FACILITIES MAIN LEVEL -86,873 S F(NEW) + 33,195 SF (RENOVATED) FF9RUll n19 x Senior Flex Space 292Des'lc 292 DESIGN MAY SF y i i v' SIME OATS 174 SF a i EM... SOME _ -° SENIOR s 1 SFr' 61 ` FIEF i 2641 SF — w-- STO 23D 5F ILl FLE 1754 r Senior Flex Space Fee Recommendation Resident Nonresident Rate Rate $100 $115 Senior Flex Space Rental Revenues C-M Staff High End Possible $208,000 $135,200 Estimate 65% of High End $135,200 0 -... o®'.. Square feet: 540 Capacity: 22 - 45 ---------'-------- JL JL -- C 0 C� an w' tswa F�abuw � mrw C 0 oxITTC wv ..,iln 0 pcuewi . I .cu�x- Mwt _ _ .. e a o m, _ 111 Floor Party f h Rooms _ r n"rr MM � pQ py IF, ELK RIVER MULTI -PURPOSE FACILITIES 292Des'lc MAIN LEVEL - 86,873 SF(NEW) + 33,195 SF (RENOVATED) 292 DESIGN GROUP FEBRUARY MR 3533 E. LAM STREET WNEAMU5, MN 5506 ql--Sr�-- - - Up Pa 4 ELK RIVER MULTI -PURPOSE FACILITIES 292D CONCOURSE LEVEL - 32,058 SF FERRJARY 2010 292 DESIGN C _: , 3533 E. LAKE SHEET MINREAPO US, MN 5540E esic a IL • on 111111 mill _ /r_ rY!Illp"Ill n}i 1 _ �a.G'Ff - "mF. er .�ll.'� r1Jt �..' IF S3': .�R•.a-.e � ..-ia'. 1 ���^ I � It f• .t � z � . - 0 Lower Level Meeting Rooms Fee Recommendation Resident Nonresident Rate Rate Meeting 1 or 2 $50 $58 Meeting 1 and 2 Combined $95 $109 Upper Level Meeting Rooms Fee Recommendation Meeting 3 or 4 Meeting 3 and 4 Combined Resident Nonresident Rate Rate $60 $69 $110 $127 CNI Staff Meeting Room Revenues High End Possible $312,000 $311,480 Estimate 65% of High End $202,800 $202,462 Square feet: 3,410 -- - Capacity: 142 - 284 Upper Lobby ELK RIVER MULTI -PURPOSE FACILITIES CONCOURSE LEVEL - 32,058 SF FE& WY 318 o- - L u 00 292deSIC 292DESIGN' 'L 3533 S. LAKL,IKILI VI'NLAVQ_'S IIOA05 I 1 -------------- L -� s Upper Lobby Rental Fee Recommendation Mon-Thurs (up to 6 hours Fridays (10 am — Midnight) Sat/Holidays (10 am — Midnight) Sundays (10 am — Midnight) Resident Nonresident Rate Rate $645 $742 $1,105 $11271 $1,330 $11)530 $855 $983 Upper Lobby Revenues High End Possible Estimate 65% of High End CM $211,320 $137,358 Staff $206,500 $134,225 Assumes space is utilized eight months of the year for rentals, and four months for rink functions. Rin ELK RIVER MULTI -PURPOSE FACILITIES CONCOURSE LEVEL - 32,058 SF EEDA.AM 2M 292Desic 292 DESIGN 3E; E. TAKE STHEE f V1WPPO-IS, MN 3 A4 ALI lk, I,& amomw dM& inn fv 4F 1 "VIP v- Ice Rental Fee Recommendation Prime Non -Prime $225 $175 CM Staff Rink Revenues High End Possible $599,000 $575,360 Estimate 65% of High End $389,350 $373,3984 Based on past performance and applying new rental rate. Dry Rink Special Event Fee Recommendation Resident Nonresident Rate Rate $700/Day $805/Day Available March - August Dryland Events Revenues High End Possible Estimate 65% of High End Staff $50,400 $32,760 0 0 r Figure Skating Rooms.,. ------ - a 1 11 EEdl ° o 99 .. �5 i w JL _ a � ww. GP gg ELK RIVER MULTI -PURPOSE FACILITIES 292Desic MAIN LEVEL - 86,873 SF(NEW) + 33,195 SF (RENOVATED) 292 DESIGN GROUP FFBFURM' mi9 3533 E, lAKF STREET MINNEAPOLIS. MN 559U6 FIGURE SKATE 302 SF F.S. OFFICE 11 SF RAMPaH LM1702. y 0 STORAGE 238 F Figure Skating Rooms Fee Recommendation ■ $15.50/square foot ■ Based on current Elk River office space rental rates C 0 1! h �MEN� .Qo fPf1 P tl Tl Ae > --------------- ---------------------------------- ---------------------------------- --- JL d —o m. n - - - - ----------------- - n, Youth Hockey Spa"e. o d a r 9_F� T Ell izz, IF JJ O ---------------------- ............ Ir �. mun 13 gv.ra ♦a d {�p p-� i ELK RIVER MULTI -PURPOSE FACILITIES 292Desic MAIN LEVEL - 86,873 SF(NEW) + 33,195 SF (RENOVATED) 292 DESIGN GROUP FE®RU1 2119 3533 €. LAKE STREET MINNEAPULIS, MN 559V6 Youth Hockey Rooms Fee Recommendation ■ $15.50/square foot ■ Based on current Elk River office space rental rates Rental Events ■ Ice rentals ■ Hockey tournaments ■ Recreational skating programs ■ Figure skating ■ Breakaway hockey ■ Banquet rentals ■ Wedding ■ Corporate Rental Events ■ Meeting room rentals ■ Birthday party packages ■ Skating parties ■ Fieldhouse themed parties ■ Fieldhouse rentals ■ Dryland event rentals Open for Business ■ Facility Hours ■ Monday — Saturdays 7:00 am — 11:00 pm ■ Sundays 9:00 am — 9:00 pm ■ 108 Hours per week Staffing ■ Multipurpose Facility Superintendent (Tim Dalton) ■ Oversight of all facility programs and operations ■ Monday — Friday 8:00 am — 4:30 pm ■ Evenings and weekends as needed Facility Maintenance ■ Facility Maintenance Manager (Rich Czech- Exempt) ■ Facility Maintenance Supervisor (Tony Siebert -Non - Exempt) ■ Oversight of facility maintenance needs ■ Monday — Friday 8:00 am — 4:30 pm ■ Adjust schedules to cover evening games and weekend tournaments as needed Facility/Event Supervisors ■ Assistant Facility Supervisors (Megan and Ben -Vacant) ■ Facilitators of rentals, events and customer service • Work a split schedule to cover operational hours ■ Supervisor A ■ Wednesday — Saturday 6:45 am — 4:45 pm ■ Supervisor B ■ Sunday 10:00 am — 8:00 pm ■ 1 pm — 11:00 pm Mondays - Wednesdays Administrative Assistants • Recreation Admin Assistants (Laura Estby and Vacant) • Service Desk operations for rentals, program registrations, phone calls, greeting customers, customer service • Job Share - Monday - Fridays • Shift A • 8:00am-12:30pm • Shift B • 12:30 — 4:30 pm Senior Program Staff ■ Recreation Supervisor (senior programs— Natalie Anderson) Oversees all senior activities and services ■ Monday — Fridays 8:00 am — 4:30 pm Senior Activity Center Hours ■ 8:30 am to 4:00 pm Monday through Friday PartTime Support Staff ■ Ice Making Staff ■ Facility Workers ■ Concession Workers ■ Shift Leads Administrative Assistants Our Customers - Our Brand Our Level of Service ■ First Rate Facility ■ The Beacon of Elk River ■ Source Community Pride ■ Professional Meetings and Conferences ■ Corporate and Business Events ■ State and Regional Events and Expositions ■ High End Family and Social Events ■ Exceptional Service to All Customers Budget Summary Summary CM Staff High End Revenues $2,218,665 $2,042,315 65% Revenues $1,442,135 $1,327,505 Expenses $11)3851)629 $1,385,629 Includes Capitol Outlay $110,000 High End Revenue Net $8331)036 $6561)686 65% Revenue Net $56,503 $(58,124) Take -a -ways ■ Consensus on rate recommendations and staffing plan ■ Need to develop marketing materials ■ Facility coming online ■ Competition Rink opens July 13 for ice rental ■ Practice Rink open in fall ■ Meeting rooms and fieldhouse rentals by Fall ■ Senior Center opens in fall ■ Rental requests received over last several months Recommendation ■ Bring to City Council at July 6 meeting for approval ■ Add to City Fee Schedule City or Elk 0% River City of Elk River Multipurpose Facility Superintendent Position Description Department: Immediate Supervisor: Parks and Recreation Parks and Recreation Director Pay Grade: FLSA Status: Last Updated: (date) Exempt Positions Supervised: Facility Maintenance Manager, Assistant Facility Manager, Senior Center Supervisor, Recreation Assistant at MPF Position Summary The multipurpose facility superintendent manages the day-to-day operations, develops and coordinates long-term planning and implementation, markets and negotiates the use of rentable and leasable space to optimize facility usage and meets budget expectations of the Elk River multipurpose facility. The superintendent communicates with elected and appointed officials, user groups, and customers. Essential Functions 1. Plans, coordinates, and directs opera ns of the" u tipurpos acility amenities including meeting rooms, field house, senior center, and ice rinks. A. Analyzes and evaluates opportunities ensuring innovation, providing quality services, maximizing potential revenue, and effectively meeting the needs and interests of residents and guests. B. Plans, directs, and oversees the general operations and maintenance of the multipurpose facility, to ensure it meets the needs and interests of the community. C. Responsible for the development, supervision, and oversight of the facility emergency management plan and protocols. D. Researches and evaluates operating policies and procedures related to, but not limited to, facility rental fees, rental spaces, ice/dry floor rinks, drop -in program fees, complaint handling, and staffing models to make recommendations for changes. E. Develops public support for the city facilities. F. Plans and coordinates rental facility operations, including rental packages, for the multipurpose facility and other city facilities. Develops lease agreements and recruits tenants for retail space. 2. Performs short- and long-term planning and budgeting. A. Prepares, develops, and/or monitors the multipurpose facility and senior center budgets including transactions, material assets, funds, and financial reports. B. Seeks, develops, and recruits naming rights and advertising opportunities for the facility. C. Develops, coordinates, and evaluates data collection, analysis, and reporting procedures for the facility. D. Assists in the preparation of the annual budget. Oversees the implementation of Page 1 approved budget. 3. Performs communication and reporting activities. A. Works with city staff to oversee and coordinate ongoing promotional initiatives and the timely development of publicity through a variety of print, website, and social media methods. B. Meets with potential users and user groups to facilitate uses to meet their needs. C. Solicits advertising, lease and programming opportunities and negotiates pricing in accordance with facility values. D. Identifies and coordinates the development of programs and activities to maximize the use of the facility. E. Attends department, Multipurpose Facility Advisory Commission, and City Council meetings as directed. F. Provides administrative support to the Multipurpose Facility Advisory Commission. G. Keeps the Parks and Recreation Director informed of significant matters. 4. Performs staffing and personnel activities. A. Coordinates, schedules, and supervises the multipurpose facility personnel to ensure effective staffing levels and optimum service delivery. B. Provides direct supervision of assigned staff. C. Identifies staffing needs and trains employees. D. Assess and manages employee performance. Performs timely annual performance reviews of supervised employees. E. Ensures a safe work environment by training employees and continually assessing conditions of the facility. 5. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of the management and operation of a large-scale recreational facility. ❑ Skilled in communicating effectively, both orally and in writing, with elected officials, business leaders, community organizations, city staff, Multipurpose Advisory Facility Commissioners, and the general public, including making formal presentations. ❑ Skilled in conflict resolution and the ability to manage facility/departmental issues. ❑ Skilled in managing several projects at one time and to organize personnel for high levels of productivity. ❑ Ability to read and interpret documents such as safety rules, operating and maintenance instruction, technical procedures, and governmental regulations. Ability to write routine reports and correspondence. Ability to effectively speak in public. ❑ Ability to research and conduct studies related to facility trends and issues and update plans accordingly. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of sports and recreation related interest groups. ❑ Ability to supervise staff and motivate employees to work to their full potential. ❑ Ability to remain up to date on professional knowledge and skills. Page 2 MPF Superintendent ❑ Ability to positively engage the public in way that build constituent use and ownership of rentals and public facilities. Minimum Qualifications ❑ Bachelor's degree in Park and Recreation Administration, Business Management, or related field. ❑ Five years progressively responsible experience in the field of facility management and/or parks and recreation. ❑ Three years supervisory experience. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Master's degree in Park and Recreation Administration or related field. ❑ National Recreation and Park Association Certified Parks and Recreation Professional (CPRP). This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 3 MPF Superintendent City or Elk 0% River City of Elk River Assistant Facility Supervisor Position Description Department: Immediate Supervisor: Parks and Recreation Multipurpose Facility Superintendent Pay Grade: FLSA Status: Last Updated: (date) TBD Positions Supervised: Various Part-time staff Position Summary The Assistant Facility Supervisor is responsible for customer service, security, and cleanliness of entire facility while overseeing facility operations. Core work hours will be evenings and weekends with ability to flex based on the needs of,the facility's customer service needs. Essential Functions 1. Provide overall supervision of the building to ensure all rentals, programs, and events are running smoothly and that customers are served beyond their expectations. A. Supports the facility team with evening and weekend rentals and events, this includes scheduling staff to assist as needed, set up and tear down of events, and providing AV assistance. B. Assists with rental facility operations, including rental packages. C. Answers questions and provides direction for customers and part-time staff. D. Maintains a strong on -site presence to monitor programs and activities in the i„ multipurpose facility and ensures compliance with established city policies for staff '' and customers. Opens and closes facility by disabling and enabling facility security alarm system and oversees security cameras and related systems. F. ''-'°''Participates in the preparation of the annual budget, monitors expenditures and revenues. G. Coordinates the maintenance of facility and program equipment. H. Assists the Multipurpose Facility Superintendent in coordinating the requisition of supplies and equipment for the facility. I. Registers patrons for recreation programs, classes, and senior center memberships. Collects registration fees and payments for rentals and merchandise sales. J. Coordinates with community organizations to schedule programs, rentals, and events; prepares rooms for program activities, rentals, meetings, and events. 2. Performs communication and reporting activities. A. Works with city staff to oversee and coordinate ongoing promotional initiatives and the timely development of publicity through a variety of print, website, and social media methods. B. Keeps the Multipurpose Facility Superintendent informed of significant matters. Page 1 3. Performs staffing and personnel activities. A. Hires, trains, schedules, evaluates, and supervises the day-to-day work of part-time staff. B. Assists in ensuring a safe work environment by training employees and continually assessing conditions of the facility. C. Works closely with Facility Maintenance Manager to schedule part time staff to support evening/weekend games, events, and programs in the Ice Arenas. 4. Performs other essential job duties. A. Regular and timely work attendance. B. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of customer service philosophies and practices. ❑ Ability to establish positive rapport by using tact and discretion with customers and staff. ❑ Ability to communicate effectively, both orally and in writing. ❑ Ability to develop and maintain collaborative working relationships with a wide variety of sports and recreation related interest groups. ❑ Ability to supervise staff and motivate employees to work to their full potential. Minimum Qualifications ❑ Two years post -secondary education in recreation management or related field. ❑ Two years or work experience in recreation or a recreation facility. ❑ One year supervisory experience. ❑ Valid driver's license and good driving record. ❑ Basic understanding of Microsoft Office and recreation software or the ability to learn within the first three months of employment. ❑ Current CPR/AED certification or ability to obtain within first six months of employment. Preferred Qualifications ❑ Bachelor's degree in recreation or related field. This Position Description is not intended to be all-inclusive. It is within the City of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 2 Assistant Facility Supervisor Last Revised 5/4/2020 Learn to coordir Youth Association Liaison for field rentals Major Park Uses Breakaway Program Concert Series Volunteer Program Multi -Purpose Center events 3 enance er y Maintenance supervisor (Tony) >urfacer/Facility \A/nr4arc 116it ublic Works endant m 5) Parks Recreati :ility Manager Assistant Facility Manager (Ser Jacant) (Megan)