08-12-2024 MFACMINSpecial Meeting of the Elk River
Multipurpose Facility Advisory Commission
Ver Held at Elk River City Hall
Monday, August 12, 2024
Members Present: Chair Mike Westgaard, Vice Chair Jeb Kotzian, Commissioners Jim Hecker,
Kara Walker, Jennifer Wagner, Tonya Henderson
Members Absent: Commissioners Mike Zeman and Mike Cunningham
Staff Present: Assistant City Administrator/Business Services Director Joe Stremcha,
Parks and Recreation Manager Jeff Shelby, Concession Manager Ja'Nea Dart,
Administrative Assistant Laura Estby
Public Present: Ryan Eason, Elk River Youth Hockey President
1. Call Joint Meeting to Order
The August 12, 2024, special meeting of the Multipurpose Facility Advisory Commission was called to
order by Chair Westgaard at 6:15 p.m.
2. Discuss Ice, Turf, and Room Rates
3.1. Consider Minutes
Motion by Commissioner Hecker and seconded by Commissioner Henderson to approve the
June 10, 2024, minutes as presented. Motion carried 6-0.
4. Open Forum
No one present.
S. Presentation
None.
6.1. Budget to Actual July 2023 vs July 2024
Mr. Stremcha presented the report.
6.2. Assistant City Administrator Report
Mr. Stremcha presented the report, noting the new Assistant Manager will start August 26 and the
Building Manager candidates are going through their background checks and will hopefully be
announced at the City Council meeting on Monday, August 19.
Multipurpose Facility Advisory Commission Minutes Page 2
August 12, 2024
7.1. Policy and Procedures Update
Mr. Stremcha presented the report.
Chair Westgaard inquired if large event priority consideration would be for turf only or also for ice?
Mr. Stremcha said the Commission should discuss all options.
Ryan Eason, Elk River Youth Hockey President, asked if users will not be able to bring any of their
own food into the FT Center.
Concession Manager Ja'Nea Dart replied it is a liability for the FT Center if guests bring their own
food, it is better if the facility is serving.
Commissioner Wagner suggested bringing these updates back for decision at a future meeting, and
that the facility should have a "Concessions Open" sign.
Mr. Stremcha added the Ice Scheduling Priority section will need to be updated if we are no longer
going to have contracts.
Chair Westgaard noted large events are currently listed at the top of the priority list, and that doesn't
seem right. He would like to see it figured out a different way, so it isn't conflicting with normal users.
For example, could they have an application process, so the commission could see the requests fast?
Mr. Eason added that Councilmember Beyer mentioned in the joint meeting that "they are for Elk
River" but the revised line putting the large-scale events at top priority makes him nervous that a
group will take 200 hours away from Elk River Youth Hockey, especially since they don't have a
contract.
Mr. Stremcha replied tonight is only discussion- no decisions need to be made.
Vice Chair Kotzian inquired if priority is given to customers who have purchased the ice before?
Commissioner Wagner replied moving forward, rates will be established several months earlier,
(hopefully by April instead of August). It is their intention that Elk River is fast. She asked if there
was an option to have a system that opens up online that lets youth hockey pick the hours they want
for a window of time, and then the window closes, and it moves on to the next customer?
Mr. Eason added he is afraid they will lose ice to big events and not get them back They figure the
fees for their users and budget based on the number of hours they will get.
Commissioner Hecker asked if there will be an issue with a group renting the rooms that are currently
used for Senior programs, so their events would have to move? He added it seems that the focus has
shifted more towards making money.
Commissioner Wagner replied the facility was always intended to pay for itself, and we are currently
$220,000 in the red for the next budget.
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Multipurpose Facility Advisory Commission Minutes
August 12, 2024
7.2. MFAC Annual Meeting with City Council
Page 3
Mr. Stremcha presented the report, suggesting the annual meeting with City Council be in April so
they could discuss rates.
Commissioner Kotzian inquired if the goal was to leave the joint meeting with the ice, room, and turf
rates, which Mr. Stremcha confirmed.
Chair Westgaard asked if the MFAC can still get everything done that it needs to with bi-monthly
meetings.
Commissioner Wagner suggested waiting until the new Manager and Assistant Manager are in place
and then decide from there.
Mr. Stremcha asked if the MFAC had a preference to have their joint meeting with council the first or
the third Monday in April.
Commissioner Wagner suggested the first meeting of the month is generally little lighter, so that
would be her suggestion.
7.2 VIP Suite
Mr. Stremcha presented the report.
Vice Chair Kotzian said if the school district is ok with it, he was sure the Boys Hockey parents would
use it.
Chair Westgaard felt the youth groups would too.
Mr. Stremcha noted the building will need additional staffing to make sure alcohol doesn't leave the
VIP area.
Commissioner Wagner added this was what the facility was supposed to be from day 1.
Mr. Eason asked if the VIP area would be available for youth games as well.?
Mr. Stremcha replied it will primarily be for the Squatch and High School games and Tournaments.
Chair Westgaard inquired about concessions putting together the "snack packs" for the girls away
games, as it is hard to get volunteers to do it.
Commissioner Hecker suggested a different name than the VIP Suite, so it doesn't sound exclusive.
Mr. Stremcha added the goal was to be up and running by September 13.
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Multipurpose Facility Advisory Commission Minutes
August 12, 2024
8.1. 2025 Budget
Page 4
Mr. Stremcha presented the report, adding the facility is going to throw it's hat in the ring to try to get
some Northland Hockey tournaments, which could generate $8,000-$10,000 in ice revenue alone for a
weekend.
Chair Westgaard inquires about the MFAC getting the most updated copy of the budget as what is in
their packet was different than what the City Council had
9. Motion to Adjourn
Motion by Commissioner Wagner and seconded by Commissioner Walker to adjourn the
meeting of the Multipurpose Facility Advisory Commission. Motion carried 6-0.
The meeting was adjourned at 9:55 p.m
Minutes prepared by Laura Estby.
NQEVistgaarcLCha'
Tina Allard, City Clerk
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