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10-13-2025 MFACMINRegular Meeting of the C4 or Community Event Center Commission Elka Held at Furniture and Things Community Event Center River Monday, October 13, 2025 Members Present: Chair Mike Westgaard, Vice Chair Kara Walker, Commissioners Jim Hecker and Mike Beyer Members Absent: None Staff Present: Assistant City Administrator/Business Services Director Joe Stremcha, Community Event Center Manager Katie Harstad, Assistant Manager Jen Katke, Administrative Assistant Laura Estby Public Present: None I . Call Meeting to Order The October 13, 2025 meeting of the Community Event Center Commission was called to order by Chair Westgaard at 6:32 p.m. 2. Consider Agenda Motion to by Vice Chair Walker and seconded by Commissioner Beyer to approve the October 13, 2025, agenda as presented. Motion passes 4-0. 3.1. August 1 I, 2025, Minutes Motion by Commissioner Beyer and seconded by Vice Chair Walker to approve August 11, 2025, minutes as presented. Motion passes 4-0. 3.2. September 22, 2025, Minutes Motion by Commissioner Hecker and seconded by Vice Chair Walker to approve September 22, 2025, minutes as presented. Motion passes 4-0. 4. Open Forum No one present. S. Presentations None 6.1. Financial Report Presented by Mr. Stremcha. Multipurpose Facility Advisory Commission Minutes October 13, 2025 Page 2 ----------------------------- He noted the 2025 budget will show negative due to the ARPA funding being used for fieldhouse renovations. He added last year's budget showed positive due to ARPA funds being transferred into our account. Commissioner Beyer inquired if we have a monthly budget. Ms. Harstad replied, no. Staff have monthly goals internally but look at the budget overall from an annual basis and asked him what he would like to see. Commissioner Beyer suggested showing the actuals for the previous months with forecasts for the future ones. Ms. Harstad replied we do that now and base expenditure within the frame of the budget, adding there is very little that we could trim in operating supplies as we only get what we need. Mr. Stremcha added the scheduling software we use for facility rentals doesn't sync with our budgeting software, we would only be able to show what is available vs what is currently booked in the future. Commissioner Hecker replied he views the budget and its percentages based on where we are in the year and inquired about the dry floor revenue totals. Ms. Harstad explained the facility hosted two dryland events this year that required the ice to be taken out but due to the loss of ice revenue and the expenses involved in removal/reinstallation we are going to move those events to The Yard in future years. 6.2. Manager's Report Ms. Harstad presented the report. Commissioner Hecker inquired about the Sr. Center Assistant position which he thought had been filled, but has now learned otherwise. Ms. Harstad replied a person was hired; however they decided not to accept the position. Chair Westgaard inquired when Davis and Associates would be coming out to look at the lighting. Ms. Harstad replied we have prepaid $1800 in labor, and they -will be coming October 27. She knows the relays and tablets are working properly but believes there is an internal communication error. Chair Westgaard replied he would like updates and may even want to be present. 7.1. New Business None 8.1. Future of Community Event Center Commission P®/EREI N9 FNATUREI Multipurpose Facility Advisory Commission Minutes October 13, 2025 Page 3 Mr. Stremcha noted the CECC needs to make a recommendation to council, adding Chair Westgaard will be present at the October 20 meeting. Commissioner Beyer added in his commission update to council he discussed the changes proposed at the special meeting and they were on board and inquired if the meetings will only be in October and April moving forward? Mr. Stremcha suggested April maybe too soon as we do not have comp information yet from other arenas, and October is too early to have year end data. Commissioner Hecker inquired if the council wants the CECC to continue? Commissioner Beyer said yes, adding they are ok with moving to fewer meetings, as special meetings can always be called. Chair Westgaard inquired how much the commission needs to be involved in the budget and asked if they can get monthly emails with the financials adding we should have two meetings plus a special meeting for budget review. Mr. Stremcha replied the CECC can have budget discussions as late as November/December because it is not tied to the levy. He added even though the format of the commission has changed from usergroups to at large members, commissioners still have connections to user groups, so discussing rates could go against the advice of the City Attorney. If commission members wanted to provide feedback, they could attend open forum of the council. Commissioner Beyer stated it sounded like staff didn't want the commission. Mr. Stremcha replied staff supports a commission that operates in accordance with advice from legal counsel to protect the City from future conflicts of interest. Chair Westgaard suggested two regular meetings plus a special meeting to discuss the budget. Commissioner Hecker replied the commission will review the budgetary figures staff puts together. Commission reviewed the ordinance, bylaws, and standing agenda items removing items no longer in their purview and reassigned tasks based on the months they will meet moving forward. Motion by Commissioner Beyer and seconded by Vice Chair Walker to: A) Recommend the following ordinance changes to City Council: ■ Remove section 4 (3) - developing an annual report on the outcomes and activities of the facility to the city council as this will now be completed by staff. ■ Remove section 4 (4) - no longer review facility rental rates and recommend a fee schedule to the city council for incorporation into the annual budget. ■ Revise section 4 (5) to: The commission shall recommend a preliminary budget that balances facility revenue and expenses. The budget will include projected p1/EIEI a IL I ATURE Multipurpose Facility Advisory Commission Minutes October 13, 2025 Page 4 ------------------ revenue, expenses, transfers, and capital improvements and shall be completed no later than June 30 of each year. ■ Revise title to: An Ordinance Amending Chapter 2, Division 4, Mtdtipurpe Community Event Center Commission of the City of Elk River, Minnesota, City Code B) Approve the following bylaw changes effective immediately: ■ Revise Article III Section 1 to: Commission meetings shall be held at the facility at 6:30 p.m. on the second Monday of each of the following months: April and October. Meetings are subject to Minnesota Open Meeting Law. ■ Revise Article III Section 4 to:Quorum: Three members of the Commission shall constitute a quorum for the purpose of conducting business and exercising the duties of the Commission, provided that a smaller number may adjourn from time to time until a quorum is present. ■ Revise Article III Section 5 to place old business before new business. ■ Change all instances listed as Multipurpose Facility Advisory Commission to Community Event Center Commission. ■ Remove secretary position as minutes are handled by staff C) 2026 Dates and Standing Agenda Items • Create meeting dates and standing agenda guidelines for 2026 as follows: a. April 13, 2026 — Election of Board positions, Approve all policies for the facility (Operational/Ice/Turf/Rooms), Public annual hearing to receive community feedback. b. October 12, 2026 — Approve meeting dates for next year, Re-examine by-laws if needed and review the goals and projects recommended and budgeted for by the City Council, review value/mission statement for the commission amend as needed. Motion carried 4-0. 8.2 2026 Dates and Standing Agenda Items See section 8.1 8.3 Policy/Procedure, Value/Mission Statement Motion by Commissioner Beyer and seconded by Commissioner Walker to move policy and procedure discussion to April 2026 meeting. Motion carried 4-0. Motion by Commissioner Beyer and seconded by Commissioner Hecker to accept the value and mission statements as read. Motion carried 4-0. 9. Motion to Adjourn Regular Meeting Motion by Commissioner Beyer and seconded by Vice Chair Walker to adjourn the meeting of the Community Event Center Commission. Motion carried 4-0. EI V E I E I IF NATURE Multipurpose Facility Advisory Commission Minutes October 13, 2025 ----------------------------- The meeting was adjourned at 7:32 p.m. Minutes prepared by Laura Estby. Page 5 61El&1 II IIN-'ATUREI