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5.1 MFACSR 11-14-2022 Request for Action To Item Number Multipurpose Facility Advisory Commission 7.4 Agenda Section Meeting Date Prepared by Action October 10, 2022 Tim Dalton, FTCENTER Superintendent Item Description Reviewed by Continue review of 2022-2023 facility budget Reviewed by Action Requested Approve by motion the 2022-2023 FTCenter Budget. Background/Discussion Continuation of budget review initiated at our July 11, 2022 meeting and continued at the September 7, 2022 special meeting. Financial Impact The budget is the key financial tool and guideline for FTCenter Management. Mission/Policy/Goal Development of annual budget to assure FTCenter mission and goals are aligned. Attachments Attachment 1-080321 minutes tier 1 users Attachment 2-080620 minutes tier 1 users Attachment 3-Asst super work schedule Attachment 4-CIP Zamboni Attachment 5-Concessions Budget History Attachment 6-Facility Performance Attachment 7-How ERYHA ice increased for 22-23 Attachment 8-Ice rates by rink 22-23 Attachment 9-MPF Special Events Coordinator Attachment 10-projected usage stats 090122-083123 ao 090822 Attachment 11-Usage stats 090121-083122 Attachment 12-FTCenter 2023 working budget 10-10-22 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 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 thru 20222027 Capital Improvement Plan DepartmentFTCenter ContactMultipurpose Facility Supt. City of Elk River, Minnesota Equipment Type Project #FTC-02 15 years Useful Life Project Name FTCenter - Zamboni CategoryEquipment Description Replace 2008 Zamboni Justification Based on age and condition of equipment needed for ice operations maintenance of the FTCenter. Expenditures202220232024202520262027Total Equipment 202,000202,000 202,000202,000 Total Funding Sources202220232024202520262027Total FTCenter 202,000202,000 202,000202,000 Total 2022-2027 CAPITAL IMPROVEMENT PLAN ЋЉЋЋ CğĭźƌźƷǤ wĻƓƷğƌ tĻƩŅƚƩƒğƓĭĻ {ğƌĻƭ ğƓķ .ƚƚƉźƓŭƭ LĭĻ tĻƩŅƚƩƒğƓĭĻ LĭĻ {ƚƌķ ЊΏWğƓΏЋЋŷƩǒЌЉΏWǒƓΏЋЋυ ЋБЏͲЊББ LĭĻ .ƚƚƉĻķ ЊΏWǒƌΏЋЋŷƩǒЌЊΏ5ĻĭΏЋЋυ ЎЊАͲВЎЋ ƚƷğƌ LĭĻ {ğƌĻƭΉ.ƚƚƉĻķ ЋЉЋЋυ БЉЍͲЊЍЉ ǒƩŅ tĻƩŅƚƩƒğƓĭĻ ǒƩŅ {ƚƌķ ЊΏWğƓΏЋЋŷƩǒЌЉΏWǒƓΏЋЋυ АЊͲЊБЏ ǒƩŅ .ƚƚƉĻķ ЊΏWǒƌΏЋЋŷƩǒЌЊΏ5ĻĭΏЋЋυ ЋВͲЍЉЉ ƚƷğƌ ǒƩŅ {ğƌĻƭΉ.ƚƚƉĻķ ЋЉЋЋυ ЊЉЉͲЎБЏ wƚƚƒ ƭĻ tĻƩŅƚƩƒğƓĭĻ wƚƚƒ ƭĻ {ƚƌķ ЊΏWğƓΏЋЋŷƩǒЌЉΏWǒƓΏЋЋυ АͲЎЌЉ wƚƚƒ ƭĻ .ƚƚƉĻķ ЊΏWǒƌΏЋЋŷƩǒЌЊΏ5ĻĭΏЋЋυ ЊЉͲБЊЉ ƚƷğƌ wƚƚƒ ƭĻ {ğƌĻƭΉ.ƚƚƉĻķ ЋЉЋЋυ ЊБͲЌЍЉ 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 ƚƷğƌ ў ЊЏЍЉ͵ЏЏ 2017-2018 YH hours 1405.17 Tourney 199.75 Goalie- 28.5 ƚƷğƌ ў ЊЏЌЌ͵ЍЋ 2018-2019 YH hours-1423.17 Tourney-198.58 Goalie-24 ƚƷğƌў ЊЏЍЎ͵АЎ 2019-2020 YH hours 760.25 Tourney- 105.33 Goalie- 18 ƚƷğƌў ББЌ͵ЎБ 2020-2021 YH hours-1176.33 Tourney-97.25 Goalie-20 ƚƷğƌў ЊЋВЌ͵ЎБ 2021-2022 YH hours-1354.84 Tourney-187 Goalie-24.17 ƚƷğƌ ў ЊЎЏЏ͵ЉЊ wĻķǒĭĻķ LĭĻ ƩğƷĻ ŅƚƩ ƚƩŭğƓźǩğƷźƚƓƭͪ HSYouth Assoc. NONO Andover AnokaNOYES$20/hr. ReductionPrivately held, to benefit Ice User Groups Apple ValleyNONO BloomingtonNONO BreckNONO BuffaloNONO NONO Burnsville Coon RapidsNOYES$5/hr. NONO Cottage Grove Dakota NONO DelanoNONO DrakeNONO Duluth RinksNONO EaganNOYES$5/hr. EdinaNONO FogertyNOYESBlaine $45/hr. SLP $25 hr.Privately held, to benefit Ice User Groups reduced due to Bond Payments by Assoc. Forest LakeNONO NONO Lakeville LitchfieldNONO NOYES$5/hr. Maple Grove MarshallNOYES40-50%Assoc. pays 65K for Zamboni NONO Minnetonka Moose SherrittNONO Nat. Hockey CTR-SCSU NONO New PragueNOYES$15/hr.Privately held, to benefit Ice User Groups Pagel CenterNONO PlymouthNONO NONO Rogers RosemountNONO RosevilleNONO ShattuckNONO StillwaterNONO STMANONO 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 City of Elk River Multi-purpose Facility Special Events Coordinator Position Description Department/Division: Immediate Supervisor: Park and Recreation/MPF MPF Superintendent Pay Grade: FLSA Status: Last Updated: (date) 8E Exempt 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. Page 1 DRAFT 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. Page 2 DRAFT and good driving record. Preferred Qualifications An understanding and willingness to work with the public. This Position Description is not intended to be all- 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 2023 BUDGET DETAIL Dept:221-5400 - Multipurpose Facility Acct.20192020202120229/30/222023 Explanation/Detail of Supplies or Services No.ActualActualActualBUDGETActualBUDGETComments: REVENUES: 3464Ice Rental 426,961 314,493 638,434 640,000 331,045 830,000 3465Admissions 24,963 4,299 35,099 30,000 13,338 40,000 3466Dry Floor Events 161 - 6,810 17,000 3,915 5,000 3468Skate Sharpening 2,503 419 - 3,000 95 5,000 3475Facility Rentals - 1,267 8,380 106,497 110,860 Field House 300,000 150,000 Meeting/Party Rooms 250,000 25,000 Elk River Youth Hockey 20,100 Squatch 3,000 3482Advertising Fee 25,804 5,387 31,952 40,000 26,083 55,000 3485Naming Rights/Sponsorship - 23,000 130,975 113,000 40,000 113,000 3621Interest Income 12,583 6,183 227 5,000 57 4,000 3626Contributions/Refunds & Reimb. 2,927 - 2,755 - - 3629Misc. Revenue 7,973 860 3,434 3,200 2,933 4,500 3791ATM Revenue - - - - 400 3921Transfers In - 3,061 - - - TOTAL ICE ARENA REVENUES 505,142 366,082 956,183 1,401,200 528,326 1,255,000 EXPENDITURES: PERSONAL SERVICES 4101Regular Pay 205,294 246,176 395,385 455,200 304,366 492,950 4102Overtime Pay - 1,052 9,288 - 5,555 - 4103Part Time Pay 70,304 75,725 101,917 195,000 100,299 175,000 4104PERA 19,291 23,117 37,347 48,800 29,105 52,000 4105FICA 16,728 19,687 30,563 40,300 24,842 41,500 4107Medicare 3,915 4,621 7,148 9,450 5,810 9,700 4108Insurance 32,997 34,728 62,858 81,850 52,524 97,350 4109Workers Comp 5,051 5,610 14,689 10,500 9,175 10,400 4110Unemployment Compensation 9 - - - 1,708 - TOTAL PERSONAL SERVICES 353,589 410,716 659,195 841,100 533,384 878,900 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 31,753 74,333 83,293 28,650 48,473 34,600 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 supplies 100 500 4259Other Merchandise For Resale 2,385 451 138 800 - 400 Tape, laces, mouthguards, socks, caps, etc. 800 400 TOTAL SUPPLIES 34,703 75,028 83,442 31,300 48,487 36,850 SERVICES & CHARGES 4319Other Professional Services - 8,174 28,006 - - - Interior Design/Branding Consult - 4321Telephone 974 2,722 4,427 2,800 3,615 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 - - 10,000 this was not included in your total expenditures (LZ - 8/31/22) Building sponsorship signage - Building & event marketing 10,000 4359Publishing 619 128 3,822 7,900 3,360 1,000 Printed marketing materials 7,600 1,000 Employment ads 300 - 4361Insurance 3,492 7,856 9,784 17,150 22,334 29,500 11/10/2022 Dept:221-5400 - Multipurpose Facility Acct.20192020202120229/30/222023 Explanation/Detail of Supplies or Services No.ActualActualActualBUDGETActualBUDGETComments: Property insurance 17,000 29,500 updated based on 7/1/22 renewal (LZ - 8/31/22) Auto insurance 150 - 4389Utilities 152,882 225,442 301,064 263,400 252,213 301,400 Natural gas 50,000 59,400 Garbage 3,400 2,000 Electric, water, sewer 210,000 240,000 4401Building/Equipment Repair & Maint. 27,535 23,429 39,657 56,150 38,186 18,350 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 Turf Area - Electric service 20,000 4409Contractual Services 5,036 2,362 7,582 2,000 1,801 5,000 Ice program maintenance 2,000 2,500 Plowing contract 2,500 4415Equipment rental 2,718 7,008 7,884 3,900 6,014 4,100 Copier lease - $657/mo 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 - 3,384 3,000 TOTAL SERVICES & CHARGES 193,654 278,403 440,185 361,250 331,683 382,950 CAPITAL OUTLAY 4520Buildings & Structures 39,577 - - - - 4560Equipment 10,434 - 36,753 20,000 - 202,000 AV Equipment- meeting rooms 20,000 - 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 592,380 764,147 1,259,152 1,393,650 913,554 1,500,700 REVENUES OVER/(UNDER) EXPENDITURES (87,238) (398,065) (302,969) 7,550 (385,228) (245,700) 11/10/2022