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7.3 MFACSR 09-12-2022 Request for Action To Item Number Multipurpose Facility Advisory Commission 7.3 Agenda Section Meeting Date Prepared by Action Item September 12, 2022 Customer Service Associate Laura Estby Item Description Reviewed by Continue Review of 2022-2023 Facility Budget Facility Superintendent Tim Dalton Reviewed by Action Requested Commission will continue the process of reviewing the 2022-2023 FTCenter Budget Background/Discussion Continuation of budget review initiated at our July 11, 2022 and continued at September 7, 2022 Special Meeting Financial Impact The budget is our key financial tool and guideline for the FTCenter Management. Mission/Policy/Goal Development of annual budget to assure FTCenter mission and goals are aligned. Attachments 2022-2023 Working Budget The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity. Updated: August 2020 2023 BUDGET DETAIL Dept:221-5400 - Multipurpose Facility 201920202021 Acct.20228/30/222023 Explanation/Detail of Supplies or Services No.BUDGETActualBUDGETComments: ActualActualActual REVENUES: 3464Ice Rental 426,961 314,493 638,434 640,000 305,682 815,000 3465Admissions 24,963 4,299 35,099 30,000 13,338 35,000 3466Dry Floor Events 161 - 6,810 17,000 3,210 5,000 3467Concessions/contract 62,700 25,096 5,000 10,000 - 18,000 3468Skate Sharpening 2,503 419 - 3,000 47 3,000 3475Facility Rentals - 1,267 8,380 106,497 93,450 Field House 300,000 125,000 Meeting/Party Rooms 250,000 30,000 3482Advertising Fee 25,804 5,387 31,952 40,000 30,983 55,000 3485 - Naming Rights 3485Naming Rights/Sponsorship - 23,000 130,975 113,000 40,000 113,000 65,000F&T 3621Interest Income 12,583 6,183 227 5,000 57 4,000 28,500Cornerstone 3622Vending Machines 9,921 5,201 12,927 20,000 12,205 20,000 19,500Kiser Const. 3626Contributions/Refunds & Reimb. 2,927 - 2,755 - - - 113,000 3629Misc. Revenue 7,973 860 3,434 3,200 2,614 4,500 3791ATM Revenue - - - - - 400 3482 - Rink Advertising 3921Transfers In - 3,061 - - - - 4,500Bank of ER 3,750MetalCraft TOTAL ICE ARENA REVENUES 577,763 396,379 974,110 1,431,200 501,586 1,227,9003,750First Bank 2,475Power with Chiropractic EXPENDITURES:14,475 PERSONAL SERVICES 4101Regular Pay 205,294 246,176 395,385 455,200 259,177 473,250 4102Overtime Pay - 1,052 9,288 - 4,553 - 4103Part Time Pay 91,325 89,585 101,917 195,000 83,785 199,500 4104PERA 19,291 23,117 37,347 48,800 24,632 50,450 4105FICA 18,033 20,546 30,563 40,300 21,034 41,700 4107Medicare 4,217 4,822 7,148 9,450 4,919 9,750 4108Insurance 32,997 34,728 62,858 81,850 46,790 82,850 4109Workers Comp 5,051 5,610 14,689 10,500 8,441 10,400 4110Unemployment Compensation 9 - - - 1,708 - TOTAL PERSONAL SERVICES 376,217 425,636 659,195 841,100 455,039 867,900 SUPPLIES 4212Fuels & Lubes 175 244 11 350 14 350 Gas/oil 350 350 4217Uniform Allowance 390 - - 1,500 - 1,500 Uniforms for staff 1,500 1,500 4219Operating Supplies 32,437 75,907 83,293 28,650 41,664 38,900 Office supplies 700 2,000 Signs/banners 700 2,000 Rink supplies 3,500 5,000 Cleaning supplies 10,000 11,000 Building supplies 5,250 5,000 Tools 100 200 Safety supplies 700 700 Water treatment for cooling towers 2,800 2,900 Water Softener Salt 1,800 1,800 Painting supplies 300 300 Zamboni - repairs, purchases of parts 2,500 3,000 Landscape maintenance 200 200 Skate sharpening equipment/supplies 100 4,800 added skate sharpening equipment - $4,500 (LZ - 8/31/22) 4259Other Merchandise For Resale 34,566 14,257 7,542 800 6,542 400 Tape, laces, mouthguards, socks, caps, etc. 800 400 TOTAL SUPPLIES 67,568 90,408 90,846 31,300 48,220 41,150 SERVICES & CHARGES 4319Other Professional Services - 8,174 28,006 - - - Interior Design/Branding Consult - 4321Telephone 974 2,722 4,427 2,800 2,903 5,100 Cell phone (5 @ $25/mo) 1,500 1,500 Phone lines ($300/mo. = $3,600) 1,300 3,600 4322Postage 78 - 67 150 11 100 Postage 150 100 4331Conferences/Schools - 822 403 7,550 55 4,600 Minnesota Ice Arena Managers Conference 3,600 3,600 Other training (STAR Classes) 750 - Management/Training 3,200 1,000 4349Marketing 34,661 - - 40,000 this was not included in your total (LZ - 8/31/22) Building sponsorship signage - Building & event marketing 40,000 4359Publishing 619 128 3,822 7,900 2,642 1,000 Printed marketing materials 7,600 1,000 Employment ads 300 - 4361Insurance 3,492 7,856 9,784 17,150 15,128 29,500 Property insurance 17,000 29,500 updated based on 7/1/22 renewal (LZ - 8/31/22) Auto insurance 150 - 2021 4389Utilities 152,882 225,442 301,064 263,400 244,429 301,400Utilities Natural gas 50,000 59,40059,274Natural gas Garbage 3,400 2,000 1,959Garbage 9/29/2022 Dept:221-5400 - Multipurpose Facility 201920202021 Acct.20228/30/222023 Explanation/Detail of Supplies or Services No.BUDGETActualBUDGETComments: ActualActualActual Electric, water, sewer 210,000 240,000239,831 Electric,water,sewer 4401Building/Equipment Repair & Maint. 27,535 23,429 39,657 56,150 24,024 48,350 Security monitoring / Repairs 1,100 1,100 Sprinkler inspections 1,550 1,550 Mechanical repairs & inspections 700 2,000 Building repairs 600 800 Zamboni - repairs, sharpen blades, etc. 1,300 2,000 Alternating Zamboni battery replacement (two year life) 10,000 10,000 Electrical service 900 900 Doorway into Turf Area 20,000 30,000 Turf Area - Electric service 20,000 4409Contractual Services 5,036 2,362 7,582 2,000 1,746 5,000 Ice program maintenance 2,000 2,500 Plowing contract 2,500 4415Equipment rental 2,718 7,008 7,884 3,900 5,357 4,100 Copier lease 3,400 3,600 Miscellaneous 500 500 4433Dues/Subscriptions 320 460 705 250 710 800 MIAMA 250 250 MRPA memberships ($170 x 3) 550 4438Credit Card Fees 2,123 - 2,839 3,000 4462IT Equipment Charge 5,100 TOTAL SERVICES & CHARGES 193,654 278,403 440,185 361,250 299,844 448,050 CAPITAL OUTLAY 4520Buildings & Structures 39,577 - - - - 4560Equipment 10,434 - 36,753 20,000 - 202,000 AV Equipment- meeting rooms 20,000 - Skate sharpening equipment - Moved to 4219 - capital items are $10,000 or > (LZ - 8/31/22) Zamboni 202,000 Based on council approval 5/2/22 (LZ - 8/31/22) TOTAL CAPITAL OUTLAY 10,434 - 76,330 20,000 - 202,000 4721TRANSFER - General Fund (Admin. services) - 140,000 - - TOTAL MPF EXPENDITURES 647,873 794,447 1,266,556 1,393,650 803,103 1,559,100 REVENUES OVER/(UNDER) EXPENDITURES (70,110) (398,068) (292,446) 37,550 (301,517) (331,200) 9/29/2022 MondayTuesdayWednesdayThursdayFridaySaturdaySunday 7a 8a 9a 10a 11a 12p 1p 2p 3p 4p 5p 6p 7p 8p 9p 10p 11p Weekdays Supt8a - 4p40hrs A Supt #17a-3pSaturday8hrs A Supt #17a-3pSunday8hrs Mon-Wed A Supt #13p-10p24hrs A Supt #23p-10pWed-Sun40hrs Capital Improvement Plan City of Elk River, Minnesota Contact Multipurpose Facility Supt. 2022 2027thru Department FTCenter Description Replace 2008 Zamboni Project #FTC-02 Justification Based on age and condition of equipment needed for ice operations maintenance of the FTCenter. Useful Life 15 yearsProject Name FTCenter - Zamboni Category Equipment Type Equipment Total20222023202420252026Expenditures2027 202,000202,000Equipment 202,000 202,000Total Total20222023202420252026Funding Sources 2027 202,000202,000FTCenter 202,000 202,000Total 2022-2027 CAPITAL IMPROVEMENT PLAN 2022 Facility Rental Performance Sales and Bookings Ice Performance Ice Sold 1-Jan-22Thru30-Jun-22$ 286,188 Ice Booked 1-Jul-22Thru31-Dec-22$ 517,952 Total Ice Sales/Booked 2022$ 804,140 Turf Performance Turf Sold 1-Jan-22Thru30-Jun-22$ 71,186 Turf Booked 1-Jul-22Thru31-Dec-22$ 16,500 Total Turf Sales/Booked 2022$ 87,686 Room Use Performance Room Use Sold 1-Jan-22Thru30-Jun-22$ 7,530 Room Use Booked 1-Jul-22Thru31-Dec-22$ 10,810 Total Room Use Sales/Booked 2022$ 18,340 ERYHA amount of ice purchased going back to 2016-2017 2016 thru 2019 they were purchasing about 70-80 more hours per season (when running two sheets, fulltime) than purchased in 21-22. We are trying to get them booked for 1800+ this season. Scheduling Strategies used this season to make more ice available for ERYHA  More efficient scheduling, expectation of two drivers all Eves & Weekends -no long breaks between ice sold due to only one driver scheduled  Scheduling according to our users want/needs, rather than for staffing convenience  Later weekday ice times for ERYHA (starts as late as 9:30p)  ERYHA scheduled for afterschool ice when HS teams are not using  Adult ice use pushed later into the evening; earlier times prioritized for ERYHA  ERYHA scheduled for earlier starts on Sat & Sun AM  Greater utilization of Sat & Sun Ice (later in the day/eve) 2016-2017 YH hours – 1415.58 Tourney – 203.33 Goalie – 21.75 Total = 1640.66 2017-2018 YH hours – 1405.17 Tourney – 199.75 Goalie- 28.5 Total = 1633.42 2018-2019 YH hours-1423.17 Tourney-198.58 Goalie-24 Total= 1645.75 2019-2020 YH hours – 760.25 Tourney- 105.33 Goalie- 18 Total= 883.58 2020-2021 YH hours-1176.33 Tourney-97.25 Goalie-20 Total= 1293.58 2021-2022 YH hours-1354.84 Tourney-187 Goalie-24.17 Total = 1566.01 Reduced Ice rate for organizations? HSYouth Assoc. NONO Andover AnokaNOYES$20/hr. ReductionPrivately held, to benefit Ice User Groups Apple ValleyNONO BloomingtonNONO BreckNONO BuffaloNONO NONO Burnsville NOYES$5/hr. Coon Rapids NONO Cottage Grove NONO Dakota DelanoNONO DrakeNONO Duluth RinksNONO NOYES$5/hr. Eagan EdinaNONO NOYESBlaine $45/hr. SLP $25 hr.Privately held, to benefit Ice User Groups Fogerty reduced due to Bond Payments by Assoc. NONO Forest Lake NONO Lakeville LitchfieldNONO NOYES$5/hr. Maple Grove MarshallNOYES40-50%Assoc. pays 65K for Zamboni NONO Minnetonka NONO Moose Sherritt Nat. Hockey CTR-SCSU NONO New PragueNOYES$15/hr.Privately held, to benefit Ice User Groups Pagel CenterNONO NONO Plymouth NONO Rogers RosemountNONO RosevilleNONO ShattuckNONO StillwaterNONO NONO STMA NONO St Louis Park (indoor) St Louis Park (Outdoor) NOYES$5/hr.(10 yr. reduction on ice rate) Assoc. paid 2M of outdoor rink cost U of MNONO WaconiaNONO WoodburyNONO DRAFT Page 1 City of Elk River Multi-purpose Facility Special Events Coordinator Position Description Department/Division: Park and Recreation/MPF Immediate Supervisor: MPF Superintendent Pay Grade: 8E FLSA Status: Exempt Last Updated: (date) 9/2022 Positions Supervised: Assists in supervision of programming, event, and facility staff. Position Summary The Multi-purpose Facility Special Events Coordinator is responsible for the planning and coordination of all internal and external special events held at the MPF; scheduling and coordinating facilities, resources, personnel, and programming opportunities. Essential Functions 1. Designs, plans, organizes, and administers recreations programs and special events. A. Researches and recommends opportunities for special events and community partnerships with local businesses and organizations. B. Reserves facilities for programs and activities. C. Manages program fee structure to cover costs and assure affordability. D. Assures adequate staffing and supplies for programs and activities. E. Interviews, hires, and trains staff. F. Fosters placemaking by encouraging collaboration between the city and local business owners. G. Prepares program descriptions for all promotional material. H. Actively promotes and publicizes programs offered. I. Assists with the coordinating of marketing for special events and programs. H. Works various programs as needed. J. Locates and reserves facilities and athletic fields. K. Coordinates schedules to ensure proper scheduling and payment procedures. L. Assists with the scheduling and coordinating arrangements for activities, meetings, programs, etc. M. Sets up and maintains meeting/activity space. N. Reaches out to local and regions businesses and organizations to share rental and programming opportunities at the MPF. O. Establishing and maintaining relationships with vendors and facility users. P. Planning event details and aspects, including seating, dining, and guests. Q. Creating reliable financial reports and collecting payments on time. R. Managing events and addressing potential problems that may arise. S. Planning for potential scenarios that could impact the integrity of the events. DRAFT Page 2 T. Maintaining a working knowledge of the complex needs of a wide variety of events. 2. Facilitate various sponsorship opportunities for programs and special events. A. Serves as a liaison between city departments, business owners and vendors in the coordination of special events and sponsorship levels. B. Works closely with city communications and recreation staff. Assists in development of materials and advertisements for events. 3. Performs communication activities. A. Types/word processes information. B. Performs public speaking, presentations, and community training. C. Composes, edits, and proofreads material. 4. Performs back-up administrative duties, including the MPF front desk. A. Receives and routes calls and visitors. B. Answers routine questions. C. Greets the public. D. Provides information, explanation, and assistance for departmental services, programs, policies, and procedures. E. Registers participants in recreational programs and facility rentals. 5. Performs other essential job duties. A. Regular and timely work attendance. B. Provides back up support to other clerical staff. C. Follows all safety procedures and participates in safety training. Required Knowledge, Skills, and Abilities ❑ Skilled in interpersonal and public relation skills. ❑ Ability to work as a team member. ❑ Skilled in paying attention to detail. ❑ Ability to adapt to and introduce change. ❑ Ability to present a positive and professional image of the city to the public. ❑ Ability to read, write, and comprehend basic instruction. ❑ Ability to work independently. ❑ Knowledge of program development and management principles and techniques. ❑ Knowledge of the practical application of activity skills such as crafts, creative expression, sports, and group leadership. ❑ Skilled in developing, promoting, and managing programs that attract participants and contribute to their well-being. ❑ Ability to relate to all ages. ❑ Ability to motivate people. ❑ Ability to maintain a cheerful, positive attitude. Minimum Qualifications ❑ High school degree, General Education Diploma, or equivalent. ❑ Five years education and/or practical experience in planning and facilitating events and program planning an ❑ Experience with Microsoft Office. DRAFT Page 3 ❑ Valid driver’s license and good driving record. Preferred Qualifications ❑ Bachelor’s degree in related field. ❑ An understanding and willingness to work with the public. 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. ERYHAAlt #1Alt #2 Ice$ 456,000$ 456,000 Office Lease $ 2,299 $ 2,299 Storage Area #1 $ 2,033 $ 2,033 Storage Area #2 $ 3,750 $ 3,750 20’x90’ Training Area $ 27,000 20’x60’ Training Area $ 18,000 TOTAL$ 491,082 $ 482,082 Main Points 2022-23 Ice Contracts Elk River Youth Hockey Association (ERYHA) 1. TERM: Sept. 1, 2022- Aug. 31, 2023 2. Per Hour 2022-23 Ice Rate: $240 3. ERYHA will purchase a minimum of 1900 hours of ice. With conditions 1-3 agreed upon, ERYHA is eligible for the following opportunities: 1. ERYHA will have exclusive use of the office area located in the West Locker Room Hallway. (Room #126, 209 SQ/FT). Regular Rate $22/SQ/FT/$4598/Yr. - $383/Mo. a. ERYHA RATE: 50% discount $2299/Yr. -$192/Mo. 2. ERYHA will have exclusive use of the Storage Room in the East Locker Room Hallway, adjacent to the Coaches Room. (Room # 148, 271 SQ/FT) Regular Rate $15/SQ/FT/$4065/Yr. - $339/Mo. a. ERYHA RATE: 50% discount $2033/Yr. -$169/Mo. 3. ERYHA will have exclusive use of the Storage Room in the East Locker Room Hallway, across from Girl’s HS Locker room. (Room # NA, 238 SQ/FT) Regular Rate $15/SQ/FT/$/3750Yr. - $298/Mo. 4. ERYHA will have exclusive use of the Training Area in Rear of Fieldhouse. a. (ALT #1: 1800 SQ/FT) 90’x20’. $15/SQ/FT/$/27,000 Yr. - $2250/Mo. b. ALT #1: (1200 SQ/FT) 60’x20’. $15/SQ/FT/$/18,000Yr. - $1500/Mo. 5. ERYHA will be allowed exclusive use of Party Room # 1 for up to two weeks during fall tryout period, at no cost. (Overnight storage as needed) 6. ERYHA will be allowed use of a suitable space for its monthly Board Meetings, at no cost. 7. ERYHA will be allowed 25 hours of Party or Meeting room space annually at no cost. 8. ERYHA will be allowed use of Lobby Space, Tables and Chairs for tourneys and events at no cost. 9. Placement of two ER Hockey Logos on each Ice Surface in the FTCENTER. Elk River Figure Skating Club 1. TERM: Sept. 1, 2022- Aug. 31, 2023 2. Per Hour 2033-23 Ice Rate $240 Prime $180 Non-Prime 3. Two Locker rooms Per Ice Session 4. Estimate Prime Ice $45,600 5. Estimate Non-Prime Ice $23,400 6. TOTAL ICE $69,000 Spectrum High School 1. TERM: Sept. 1, 2022- Aug. 31, 2023 2. Per Hour 2033-23 Ice Rate $240 Prime $180 Non-Prime 3. Spectrum HS will manage all aspects of game activities. 4. Per Hour Game Rate (Cleaning and Ice Operations Staff) $100 5. Estimate Practice Costs 45 hours @ $240 $10,800 6. Estimate Game Costs a. Eight Games, two hr./game. $680/game $5,400 7. TOTAL ICE $16,240 Elk River High School 1. TERM: Sept. 1, 2022- Aug. 31, 2023 2. Per Hour 2033-23 Ice Rate $240 Prime $180 Non-Prime 3. Elk River HS will manage all aspects of game activities. 4. Per Hour Game Rate (Cleaning and Ice Operations Staff) $100 5. Estimate Practice Costs 288 hours @ $240 $69,120 6. Estimate Game Costs a. 25 Games, five hr./game. $1700/game $42,500 7. TOTAL ICE $111,620 MN SQUATCH Practice Ice(151 Hr.)$ 20,318 Game Ice Costs (22 Games)$ 15,510 Game Fee Costs (22 Games)$ 1,100 Office/Locker room Lease $ 3,000 TOTAL$ 39,928 Minnesota Squatch 1. TERM: Sept. 1, 2022- Aug. 31, 2023 2. Per Hour 2022-23 Ice Rate Prime $235 Non-Prime $175 Day Practice $135 3. MN Squatch will have exclusive use of the office area located in the East Locker Room Hallway. 4. MN Squatch will have exclusive use of Locker Room #12 area located in the West Locker Room Hallway. 5. MN Squatch will be responsible for upgrades to Locker room # 12. MN Squatch is responsible for returning LR #12 to its original condition when vacating. 6. MN Squatch will be allowed use of Lobby Space, Tables and Chairs for events at no cost. 7. Placement of two MN Squatch Logos on the Ice Surface in the Cornerstone Arena. 8. MN Squatch will be allowed ancillary use of rooms space as approved by FTCENTER Staff. 9. MN Squatch will manage all aspects of game activities. 10. MN Squatch will manage all catering and liquor services for MN Squatch game events.