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5.1. SR 03-13-1995~i°` " ~c Ri ITEM 5.1. MEMORANDUM TO: Mayor & City Council VeY' FROM: Pat Klaers, City Ad ini rator DATE: March 13, 1995 ~ SUBJECT: Ice Arena Construction Documents The City Council was advised at its 3/6/95 meeting that the ice arena budget estimates were higher than anticipated. These cost estimates are still being analyzed and reviewed and are not yet ready to be presented to the City Council. At the 3/6/95 Council meeting, the City Council was also advised that timing is becoming a critical issue if the arena is to be constructed and people are to be skating this November. Timing is critical based on the need to order steel and pre-cast concrete so that this material is available during the summer for construction. Timing is also critical so that Youth Hockey can sell ice time to other organizations and, therefore, ensure revenues for the upcoming season. Ice time cannot be sold, nor can materials be ordered, until the City Council • authorizes a project. Likewise, a project cannot be authorized by the Council until construction documents are completed, bids are received, a budget accepted, and a bond authorized. In an effort to not lose time in this process, Youth Hockey has offered to use some of its funds for this project to finance architectural services for construction documents. The City hired RSP Architects for the ice arena project with a base bid of $89,500. The construction documents are estimated to cost $40,250 or 40% of this total. The City Council would have a difficult time authorizing this expenditure until financing for the project is finalized. Youth Hockey is aware of this predicament and are willing to front-end this expenditure. Additionally, it should be noted that if financing for the project is not finalized and the project is delayed, these construction documents. are still valid for a project in 1996. Please see the attached letter from Youth Hockey on the construction documents request. Also, the minutes from the 2/27/95 Elk River Youth Association Board Meeting regarding its cash contribution to the project are attached. P.S...On Friday morning, I heard a brief news update on proposed legislation to help finance ice sheets for communities. I haven't seen anything in writing yet, but maybe more information on this legislation will be available for Monday's meeting. 13065 Orono Parkway • P.O. Box 490 • Elk River, MN 55330 • (612) 441-7420 • Fax: (612) 441-7425 Elk River Youth Hockey Assn. (ERYHA) PO Box 193 Elk River, MN 55330 (612)441-4415 Y March 9, 1995 City of Elk River 13065 Orono Road Elk River, MN 55330 (612)441-7420 D e • Dear City of Elk River: Elk River Youth Hockey Association would like to further support their intentions of donating $100,000 to be used for the New Ice Arena Project as stated in the attached minutes from ERYHA Board meeting of February 27, 1995. This money is to be used as the Ice Arena Task Force deems necessary to further the progress of this New Ice Arena Project. This money may be used to show a larger revenue number for the budget of the project. The most recent discussion this past week has been if ERYHA would support using some of this $100,000 donated money to purchase the Construction Documents for the New Ice Arena Project. A special meeting of the ERYHA Board members was called on March 9, 1995 at the Elk River Ice Arena to discuss purchasing the construction documents. Elk River Youth Hockey will purchase the construction documents that are approved by the Ice Arena Task Force for the New Ice Arena. 1 Sincerely, ERYHA BOARD REPRESENTATIVES: Don Crook, President Kent Madsen, Vice President Dale Martin, Treasurer. Lois Droogsma, Secretary Dave Taus, Operations Tony Sarsland, Athletic Director Dan Heasley, Travel Director Kim Hauger, House Director Fonda Whalen, Skate Club Director Mark Moms, Registration Richard Czech, Arena. Manager Attachmentsr Minutes of ERYHA Board Meeting Tuesday February 27,1995. ELK RIVER YOUTH HOCKEY ASSOCIATION BOX 193 -ELK RIVER, MINNESOTA 55330 OR REPL Y TO SENDER TELEPHONE _ (6121441-4415 R ELK RIVER YOUTH ASSOCIATION BOARD MEETING DATE: FEBRUARY 27, 1995 II. ERYHA GENERAL BOARD MEETING PRESENT: Don Crook, Kent Madsen, Dale Martin, Lois Droogsma, Fonda Whalen, Dave Taus, Rich Czech, Mark Morris, Randy Gunderson, Ron Nathe and Linda Gunderson. There were two non-board members present. CALL TO ORDER The Meeting was called to order by Don Crook at 7:15 p.m. REVIEW OF MINUTES Minutes from the January 16th meeting were read. Mark Morris made a motion to approve the minutes as written. This was seconded by Linda Gunderson and approved unanimously. TREASURER'S REPORT - Dale Martin The Treasurer Income/Expense Report for January, 1995 was reviewed by Dale Martin. (Report is attached) Dale informed the board that he has taken out 2 CDs ($20,000 each) earning 2.1~ interest and put this money in a 60 day CD and a 91 day CD. ($20,000 each) Dale Martin made the following motion: The Elk River Youth Hockey Association will donate to the city of Elk River for the arena project total cash available .._ ,~~ immediately of $75,000 and an additional $25,000 pledge backed by the gambling fund. This motion was seconded by Mark Morris and passed unanimously- by the board. Dale Martin made a motion to set up a savings account for the arena pledges at the First National Bank of Elk River. This was seconded by Dave Taus and passed unanimously. Dale Martin made a motion that Mark Morris be approved as a second signature for the checking and savings account. This was seconded by Dave Taus and passed unanimously. Dale reported that the commitment of hours is needed by the banks handling the arena loan. The report is attached and will be given to the banks. Dale Martin made a motion that ERYHA be committed to 1, 055 hours as a minimum for the 1995-1996 season with a possible 100 additional hours if teams are added with increase of percentage over the following years. Dave Taus seconded this motion and it passed unanimously. Annual Board Meeting: The primary date is April 11th and the secondary date is April 4th. Names for approval on ballot must be submitted for the board meeting scheduled in March. Dale Martin made a motion to purchase a new computer, printer and software not to exceed $3500. Rfter discussion this was seconded by Mark Morris and passed unanimously. STAFF REPORTS REGISTRATION - Mark Morris Money from the last statements has to be gone through yet. Mark reported that ELR RIVER YOUTH HOCKEY ASSOCIATION BOARD MEETING FEBRUARY 27, 1995 • I . GAMBLING BOARD MEETING ~ 5~ V r_. ~•` /". PRESENT: Don Crook, Kent Madsen, - , Lois Droogsma, Fonda Whalen, Dave Taus, Rich Czech, Mark Morris, andy Gunderson, Ron Nathe and Linda Gunderson. There were two non-board members present. CALL TO ORDER The meeting was called to order by Don Crook at 7:00 p.m. REVIEW OF MINUTES Minutes from the January 16th meeting were read. Kent Madsen made a motion to approve the minutes as written. This was seconded by Linda Gunderson and passed unanimously. MONTHLY REPORT Linda's report is attached. The accountant's report has not been received. There were no concerns identified. APPROVE EBPENSES FOR FEBRUARY 22 - MARCH 20, 1995 Linda Gunderson reviewed the projected expenses for the above dates with the board (Attached). Kent Madsen made a motion to approve the projected expenses. This was seconded by Mark Morris and passed unanimously. ITEM: Approval of raises for six month employees. DISCUSSION: Some games are short money at the present and until we know the ''~ outcome it was felt this should be tabled until next month. `' ACTION: No raises at this time - put on agenda for next month. ,~ ` - __~ ~... ~°. =~ ~ ~ ale~Mar#~-rr made a motion for allocation of funds from the Gambling Fund to =~~, the new arena fund - the dollar amount to be approved next month. Kent Madsen made a motion for approval. This was seconded by Rich Czech and passed unanimously by members present. ADJOURNMENT There was n~j futher business and Kent Madsen made a motion to adjourn. This was seconded by Fonda Whalen and passed unanimously. Submitted by Lois Droogsma ERYHA Secretary r Denise Eha has volunteered to help with registration. ARENA MANAGER.- Rich Czech *Rich reviewed the Signage Packages to sell to Businesses for the arenas. MOTION: Rich made a motion to accept Signs and Sales Package as put together by the committee. This was seconded by Linda Gunderson and passed unanimously by the board. Businesses with signs presently will have first priority for a sign. *Ice Hours: There are some ice hours available. Should contact Dan Heasley for these. *Skate with High School hockey players: Sunday, March 12 - $2.00 a person. *Clinics: 4 on 4: Aug 23 - Aug 31 Tony's clinic in fall 4 on 4: After Labor day. Felt more supervision was needed. Paul Osby Goalie Clinic: August 25-29. Five coaches ($25 each) will be able to watch and learn. Randy Gunderson made a suggestion that younger and older goalies be separate some way. Diane Ness Clinic: September 5-21. Tuesday and Thursday. ($45) *Events: April 8 & 9: Gun Show May 6 & 7: Craft Show May 16: Circus June 3: Dance *Youth Hockey Garage Sale: Denise Eha will chair this fund raiser. • *U.S. west will install voice mail free for on month on a trial basis. HOUSE DIRECTOR - Rim Hauger Jamboree on Saturday and Sunday, March 3 & 4. SKATING CLUB - Fonda Whalen Fonda inquired how priority to buy hours will be done with the new arena. Fonda will need to give the total hours she anticipates for her program to the board. ADJOURNMENT There was no further business and Randy Gunderson made a motion for adjournment. This was seconded by Dave Taus and passed unanimously. Next meeting is scheduled for Tuesday, March 21, 1995 at 7 p.m. 3/i3 • • C~ ~. ~~~ ,. Bill calls for state to f and .new ice arenas Ten to 12 more ice' arenas -could be meetings.. conducted by an ice-arena built around. the state under legisla- task force show that "there are at Lion to be introduced Monday in the least 82 communities that .: have ex- Minnesota Senate. - pressed a need for additional indoor ice, Hilbert said. The bill would provide $29 million in state money,. which would be used "They found that Minnesota needs to leverage as much as $35 million in about 30 to 50 new indoor: ice sheets i local funds to build the arenas, ac- in order to meet the growing need for cording'to Sen. James Metzen, DFL- ice time f©r both male and female ice South St. Paul, chief sponsor.. , .sports programs," he said A companion bill spcsnsored by Rep....; If approved, .the measure would es- Bob ~' Hilbert, DFI.-South St. Paul, tabilsh a revolving. fund account con- ~ was. introduced Thursday - in : the trolled. by the Minnesota Amateur. House. ~ , ~ Sports Commission. to rovide p grants .~ unities as an incentive to A: statewide,. survey and commuru , ~ ,r . s ,~ ;,._ tY _~ ~~inks. -- Robert:Whereatt ~:, .- Z8 . Saturday/March 11/1995/Star.Tribune