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96-015 RES RESOLUTION NO. 96- 15 CITY COUNCIL CITY OF ELK RIVER, MINNESOTA A RESOLUTION APPROVING THE ELK RIVER ICE ARENA EXPANSION PROJECT AND APPROVING THE FINANCING FOR THE ELK RIVER ICE ARENA EXPANSION PROJECT WHEREAS, the City of Elk River (the City), with the cooperation of the Elk River Youth Hockey Association, is proceeding with a project to expand and improve the existing Elk River Indoor Ice Arena (the Project); and WHEREAS, the Project includes the construction of a second indoor ice arena to be constructed adjacent to and integrated with the existing Elk River Indoor Ice Arena; and WHEREAS, the intent of the Project is that the expanded and improved indoor ice arena facility will be used predominately for youth athletic activities, including activities sponsored by Elk River Independent School District No. 728 (the School District); and WHEREAS, the City and the School District have entered into a Real Estate Agreement pursuant to which the School District is selling property to the City for the Project; and WHEREAS, the School District has agreed in the Real Estate Agreement to cooperate in the Project by the adoption of a resolution approving the arena and its financing, as required by Minnesota Statutes, Section 475.58, Subd. 3(a)(2). NOW, THEREFORE, the City Council of the City of Elk River, Minnesota does resolve as follows: 1. The City Council of the City of Elk River, Minnesota does hereby approve of the Elk River Indoor Ice Arena expansion and improvement project; and 2. The City Council of the City of Elk River, Minnesota, does hereby approve of the financing plan, attached as Exhibit A to this resolution, for the Elk River Indoor Ice Arena expansion and improvement project. This resolution passed and adopted this IST day of APRIL ., 1996. CITY OF ELK RIVER BY~enry/~:--- . Duitm~an, Mayor ~an'dra A. Thackeray, City Clerk .~ EXHIBIT A - PAGE 1 REVISED PROPOSAL BY SUB-COMMITTEE OF ~ PRO/ECTED STATEMENT OF CASH FLOW THE FEASIBILITY STUDY, COAi'PLETED BY MARQUETTE PARTNERS The Sub-comm/tl~ established from thc EDA me. ting has mkcn thc numbers from thc Feasibility S~udy pr~..nt~d W them by Marquc~c Partn~s and lmvc madc revisio~ whcr~ thcy fc~l morc accurat~y fits our program hcrc in Elk PJv~r. Thc committee has also scaled back the project to be corrected in phzse~ to bring down the initial cost of the project. FEASIBILITY ERYHA ARENA SUB-COMMITTEE ADJUSTMENT STUDY ACTUALS PARTIAL SEASON FULL NUMBERS FOR. BEGIN NOV. 15 SEASON REVENUES: 1995-96 1993-94 FOR 1995-96 FOR 1996-97 ' ice Rental 318,000 112,755 286,920 338,000 ' lSD 728 Ice Rental 27,000 22,152 25,800 27,000 Admissions - 35,000 13,020 .30,000 30,000 ' Dry Floor Events 4,000 4,147 6,000 + 6,000 + * Sign Rental 10,000 6,200 20,000 20,000 Concessions 63,000 29,144 50,000 60,000 Vending Machine 23,000 11,590 18,000 20,000 Skate Sharpening 5,000 2,352 4,000 5,000 Miscellaneous Income 2,000 2,000 2,000 2,000 Total Revenue $487,000 $203,350 $442,72'"'--'*~ $508,000' EXPENSES: Salaries 74,000 47,122 Benefits 15,000 '2,701 Repairs & Mtce. 39,000 14,500 Professional Services 4,000 2,275 ' Utilities 120,000 33,279 ' Insurance 24,000 13,000 Administrative/Supplies 4,000 2,500 ' Zamboni 7,000 2,404 Concession Merchandise 38,OO0 19,862 Dry Floor Events 1,000 1,450 Total Expenses: ~ ~ $326,000 $139,093 CASH FLOW AVAILABLE FOR DEBT SERVICE: 65,000 12 000 25000 4 000 60 000 20OO0 4 000 5 000 28 000 2.000 5225,000 76,000 15,000 39,000 4,000 90,000 20,000 4,000 6,000 32,000 2.000 5288,000 161,000] 564,267 [5 217,720 J (15,776) 6,000 Existing Arena Debt-May 1,1995-November 1, 1995. Revenues: Indoor Soccer Spring & Fall 1996/Spring 1997 = Items we adjusted from the Feasibility' Stud~. 'ERYHAA~COUNTS AS OF 2/23/95 '" C~I~CKING $ 62,000 [ 'SAVINGS $ 26,529 1 CD MATURES 5/95 $ 20,000 1 CD MATURES 8/95 $ 20,000 1 PULLTABS $ 47,0001 PLEDGE CARDS AS OF 2/24/95: 3 YEAR PLEDGE 5 15,105 i PLEDGED CASH RECEIVED $ 3,067 i iS 22o,ooo ] $ 10,000 On 2/27/95 at ERYHA monthly Board meeting the ERYHA Board approved the donation of $75,000 cash to thc new Arena Project available immediately and an additional $25,000 pledge backed by the ERYHA Pull)ab Account available upon request. Th/s money is to be used to further thc progress of the Ice Arena projcct and/or to begin early construction of thc projcct if the Ice Arena Task Team decides it is needed. See attached m/nutc~. EXHIBIT A - PAGE 2 ELK RIVER ICE ARENA PROPOSED OPERATING AND MAINTENANCE BUDGET Seasorl .1996-1997 1__997-1998 1998-1999 . Ice Rental $ 338,000 $ 354,900 $ 372,645 School Dist. 728 Rental 27,000 28,350 29,768 Game & Tournament Admissions 30,000 31,000 31,000 · Dry Floor Events 6,000 6,000 6,000 Sign Rental 20,000 20,000 20,000 Concessions 60,000 60,000 60,000 Vending Machine 20,000 20,000 20,000 Skate Sharpening 5,000 5,000 5,000 Miscellaneous Income 2.000 2,000 2.000 TOTAL , 508,000 527.250 546.413. EXPENDITURES:' Salaries & Benef'~ 91,000 94,640 98,426 Supplies 4,000 4,500 5,000 Repair & Maintenance 39,000 40,000 41,000 Professional Services 4,000 4,000 4,000 Utilities .90,000 90,000 90,000 Insurance 20,000 21,000 22,000 Zamboni 6,000 6,000 6,000 Merchandise for Resale 32,000 32,000 32,000 Dry Floor Events 2,000 2.001 2.002 TOTAL .288.000 294,141 300,428 EXCESS REVENUES (EXPENDITURES) AVAILABLE FOR DEBT SERVICE 220,000 233,109 245,985 Estimated annual Debt 190,000 $190,000 $ 190,000 Estimated annual debt assumes issuance of $2,000,000 G O twenty year bond with an initial interest rate of 6.9%. EXHIBIT A - PAGE 3 REVISED PROPOSAL BY SUB-CONfNHTTEE Below is the documentation for the chanlles w: have made w the numbers on the prrvious page. The first full year of' operation has been delayed un:il the 1996-96 season. The ~ years shown ks the partial .season of 1995-96 where th~ A~na ks estimaled to be in operation by Novembe~-l~;;l.~,~$,.and thc full season estimates ending May 3 I, 1997. Assumptions wcrc uhat the years following would l',~v,e a similar cost percentage adjusunents as shown in the Fca~'bilil~. REvENUES: ICE, RENTAL: : The hourly rates to bc charged for ic~ time is as follow~': 1995.96 1996-97 1997.98 NON- NON- NON- Sept-Ma~: l~nk I $100 $85 $105 $99 $110 $90 R/ak2 $I15 SSS $120 $9{) $125 $90' ' ' Schoo! Day Hour~: $ 50 $ 50 $ $0 The F~'bflity Srud~ mated ~ rate ors100 for 1995-96 and $105 for 1996-97. This rate w/II b~ um~ for the pr~',~nt mrna!let rink bu[ th: NM Olympic rat: will be $115 and $120 for the 1995-96 and 1996-97 .~msons. A~ the study stated Anoka, being our closest ice sales competitor, mt: wa~ $I I$ for 1995-96 for th:/r ,,:w sh~.~. TI~ Elk P,/ver Youth Hockey Boar~ h~ token the position in th: past .~-vmm] year~ that w: n~:~ to charge an hourly rental rate that will cover our building expens~ and the above rates help us achieve this goal. We would prupose that the A.v, ociations renting large amount~ of ice time rent a share ofboth ice shee~ in their conu'acts. The average cost to them would then be $107.50 per hour for the 1995-96 season. The Feam'bility study has Elk River School District 728 with a contract of I;26,400 in 1994-95 and 1;27;000 in'1995-96. We took that as a separate line item because of a change in conu-act agr~ment beginning in 1994-95. The contract is now on an hourly basis at/he going rate per hour. The eslimate is 240 hour~ multiplied by the rate of both shee/s divided by 2. For they will be shaming both sheets ofice. The hourly rental agreement with the Elk River School District has allowed the Ice Arena to sell additiortal hours, at a lower rate, during the daytime for preschool skating lessons and ~ ~ . School gym classes or special events. , The 1995-96 season identified ice ~.ntal hours is 2982 hours (2564 prime, 259 non-prime). The md flail here is ~hat if we cannot guarentee that the facility will be open November I$~ 1995/his will affect the contrac~ with St. Michael, Monticello and Osseo. The attached letters show there interest in renting ic~ from our faciflity. They need 1o 5nalize where they Will be practicing and holding games very soon probably sometime in March. This total dollar figur~ comes to $312,720 of which we deducted the Elk River School District amount of 1;25,800 because it e.,dst on a separate line. The attached spreadsheet verifies these numbem. The 1996-97 season we identified the same number of contrac~ as well as some 5uly/August r~ntal of hours that we are presently working on. Specificly a Diane Ness Power Skating, Puck Handling/Shcoting* - Paul Ostby Goalie Clinics. There is abeht 400 to 500 misc~llaneons hours stated on the attached spreadsheet [o verify these number~ The total dollar amount is I;364,653 With 2360 hours (2922 prime and 261 non-prime)' shown. Of this about 400 Hours need to be identified yet. ,MSO there is approximately 40 hours a month during the prime season available that will most likely be rented. Elk River Youth Hockey will ha~e a much better estimate ofin~ hours because of incmase, d number of teams by the fall of' 1995. There is a good chanc~ that 2-3 teams will be added for the season of 1995-96 and probably I-2 more in the season of 1996-97. The F...RYHA Board has committed in their minutes of 2/27/95 to purchase a minimum 1055 hours for 1995-96 season and .depending on adding teams an additional 100 hours are poss~le. The 1996-97 committment was for 1150 hour~ with an estimated 1% increase each year.. EXHIBIT A - PACE 4 Al}MISSIONS: The admissions amount ,,vas dropped to $30,000 from t.he Fr. asibiliry Study of $35,000. The basic a~eemcnu d~at c.x,ist for ticket sal~ is ~c .A. rc~ wouicJ gct a bag rate to cover c.x'pcnscs for thc hours of the game and then a 50/50 % split on any ticket sales above this base rate. Thc base rate does change for thc di,ffcrent Ice Arenas depending on seating capacity. In 1995-96 the agreement with E~I~ R.i~er I-Iigh School Boys games which wer~ J'V/Varisty games wa~ $600 base rate a[~d a $0/$0% split thcreafie~ ~ total dollars for Non..cortferance ($600+$773; ^ttcndcnaca: 850 (Adults 490,Students 33g)), Confcrance ($4g00+$4071.50;At: $363(Adults 2527,SmdentO.6g 1)) and Sections ($600+$615; At:636.A.277,5361) for 1995-96 Season for the boys was :1;11,460. Thc Girls .tV/Varsity games were. as fo/low:: $300 ~ag rate for a single game or ~500 Base rate for a ,W/Varsity game together and a 50/.50 % sglit thcrca~er. The Girls were not in a cordcrance this para 1995-96 seasoa so we worked only with thc 151k River School Dir, rict for an agreement. Thc $500 base rate for two games will moa likely increase.to S600 for thc 96 season. The revenue from the girls program was $4,100 base rate plus $94.50 split for a total of $4194.50 (Attendance: 1236(Adults 79'~, Students 421). Th.is totals $15,655 for Thc $30,000 is based on thc following: Increase in attendance due to t,he increase ia seating capacity from 700 to over I000, increase in adult ticket prices by $1 (1995-96:4097/2 split-S2043), thc addition of St. Michael and Muntic~llo/V/Varsity Games being held in'thc Arenas ($g800 base for each School), and the coaitinued enthusiasm for the Girls program TMs brings thc total to $27,300 with no increase i:~ attcndence and oniy a base rate charge to Monti~llo and St. Michael An agreement has not bee~ worked on with these two Schools for there games which causes a caution flag to go up here unless we can gaurentee that the Arena will be available for there games very soon 0vfid Man:h) they will nerd to Schedule the games.somewhere else. DRY lrLOOR The Feasibility Study stated the postility'for additional usage was there for indoor soccer or other EVENTS: events but excluded them from the Study figure. We did not add indoor soccer in to this total for the details of purchasing thc carpet and setting up a league has not been finalized. The Number is for other Dry Floor Events which is above $5500 for the 1994-95 season as of 1/I/95. The events presently held are: Circus Arts & Croft Show (May), Gun Show (ApHl),'Youth Dance (June) and part of thc ri-venue from the ERYI-IA Golf Tournament has gone to thc building fund in the The committee has concluded after talking with the Soccer Board that indoor soccer ~ould bring in revenues of $12,000 to $111,000 by'charging $45-$65 per hour. Some Arenas acutally make more on indoor soc~ than hockey because of the lower cost of maintenance. Elk River has a growing soccer program. We believe that the spring o£ 1996 there will be indoor soccer in the present arena. The money lo pay for the expenses will be obtained from fundmlsers, E'RYI, LA Pulltabs, etc. by ER.Y'H.A, the Soccer program etc.. An estimate of $6,000 for the Spring o£ 1996 and $10,000 for Spring of 1997 is lis'ted on the bottom of the page. This could be incrr, ased by an agressiv¢ program with indoor soccer in the fall as well Anoka started ~ndoor soccer this past year (1994) and rec-~ted revenues of abou! $12,000 the first year. Some of the expense items would be a carpet lo be purchased for the floor with estimated cost of $30,000, and raising and protecting the lights. SIGN RENTAL: The committee felt with a strong campaign that sign rental could increase by $10,000 in the new a.,~na. There is a committee within ERY'HA that is working on sign rental packages and has started to contact local and surrounding community businesses for sig-a rental contracts. The signs will be high quality on g' dasher boards around the fink. There is a estimated 42 and 36 po~ible dasher board signs in the Olympic rink and the present rink. ADDITIONAL The additional revenues we noted on the bottom of the page includes the soccer program and a LINE REVEbVOES: '~tatemcnt from ERY'I,.IA for donations toward the New Ice Arena Project. Other types of revenue are fund.~ising events that youth hockey does every year. Thc track record for thc past eight years zhows an average profit per year of about $15,000. The ElZYt-IA Pulltabs, which is in operation at Dicks Reverfront Bar, would be another source of revenue. For this to be used it would need to be approved at a F_R.YHA Pulltab Gambling Board meeting and the State Gambling Board and a form would need to be filled out by the City of Elk River. The Pledge Drive for the new Arena is just beginning and has accumulated over $15,000 on · 3 year pledged committments and $3065 in actual cash a~ of 2724/95. There is a Arena Dinner Functmi~r scheduled for March III, 1995 that will raise some more revenue for the Arena. We estimate $i$,000 per year should be available. We realize that this may not be able to be used as revenues in the cash flow estimate but we ~vanted to make a note that these will be available for other e.xpen.~es or improvements. Other additional income could be special fund-raise=, and pledges from individuals, groups and industry to po.~ibly raise and additional ~50,000 to $75,000 per year. There are approximately 500 kids involved in hockey and skating within F.R. YHA and an additional '70-80 boys & girls involved at the High School level. Note: The bottom of the sheet shows ER.YH.A balances of their accounts as of the date stated. EXHIBIT A - PAGE 5 REVISED PROPOSAL BY SUB-COMMITTEE EXPENSES: SALARIES: Thc salad, amoun{ we adjuslcd for 1995-96 ~a~ duc to thc 'late Novembe_r lSth r, an dowu to .~5,000 from thc Feasibility Study and increased it ~ I;~ to $76,000 for thc 1996-97 sea. son. The present Arena Manager sa~ is $30,2.$0; pan time lee crew is about $11,500 and concession workers are about $5700 for the past 1994-95 season for a total salary of $47450. For 1995-96 the budget figur~ of $65,000 is a good number for the two rinks would only be open for 6 months. 'The 1996-97 increase to I76,000 would increase both Ice crew and concessions workers as ',vdl as increase the Arena Manager's Salary. At present w~ have one full time Arena Manager and one hail'time employee during the skating season and other part tir~ Ice Crew ($-6) and Concession ($-6) workers. . BENEFI~: same as thc rest of thc city employees. At present thc Ax~na Manager receives a $1000 IRA annually and paid medical Blue Cross Bluc Shield insurance coverage $1700. Thc Ar~na Manager ~ r6ceives mileage at a imm of · $.23 ceats per mile which came to about $450 in 1993-94. REPAIRS F'u~al. year ending 1994 & 1995 shows thc actual Repairs and Maintenance cost at about $14,500. & MTCE. Wc thought thc $39,000 was on thc high side but left it as is for thc full 1996-97 season. Wc'did r~iuce it for thc pardal season of 1995-96. Wc feel some of thc extw. nses could be reduced by using city staff when needed for special project. And to be able to use city owned equipment instead'of re. nting iL IUIIL1TIES: The utilities we felt were very high. The total for 1993-94 was $33,500 and the Actual + Budget for 1994-95 season is at about 1~33,000. The biggest ex'pen.se for the utility group is the Elec. ri¢ at about $23,500 1993-94 and ~24,$00 for' 1994-95. Gas at $7000, Telephone at $1800 and sanitation at $1, I00. The new building will be bigger and a larger ice sheet but with nearer l=:hnology should be more efficient also. The Elk River Municipal Utilities Commission has given this project an Economic Development Rate for a $ year term. The estimate for tripling the eleca'ic u.mge with the special rote would put the cost at about S63,000 for the 1995-96 season. Doubling these other expense the total would b~ about $82,000. So we feel a conservative estimate of . $90,000 is justified. See At*ached. The benefits we felt wer~ high but if the City / lEDA takes over Operafioms of the Arenas this would Ix: the INSURANCE: There is a new In.mrance Company, Cartier Insurance Agency Duluth. MN that strictly insures Ia Aretm$ and the ~timate we received from them wa~ $20,000. 1993-94 insurance totaled S13,000 which includes Prol~rty $2560, Liability $3400 + Open Skag $155 + Rollerblading $250+Dane~ & Circus $130, Employee Dishonealy $110, Crime $150, Boiler $1600, Worker Compensation $3200, Accident & Medical $900. ZA.M~ONI: Zambord Maintenance and Fuel for 1993-94 totaled $2404. 1994-95 is estimated at $3,200. We felt the maiatenance was a little on the high side seeing that in the 3 previous yea~ we did not total $7,000. But nmognizing that the Zamboni is aging that an increase to $6,000 in I996-97 should Ix: adequate. DRY I:LOOR !ncreas~ to $2,000. , EVENTS: EXISTING ARENA DEBT: In November I995 the debt. on the existing arena will be paid off. Thc balance as of May I, 1995 is about $15,776. The debt is held by three banks, First National Bank of Elk P. iver, Bank of Elk River, and State Bank ofP. oger$. The payment ia $2,500 principle plus interest which is based on one p~rc~ntage above the T-Bill rate, not leas than 8%and not more than 10%. TM numbers are shown based on an 8% rate. PAYMENT OF PAR~ SALARIES: There is a request by the committe~ members to offset ~m¢ of the Salaries by payment from the City (Park fees) or Park and Recrmfion Board for improvements. This may only be needed for the tim three years or so depending on the bond rcuctum. P.:vi~ion Date: 2;27/95,revfeas3,dpm JOINT POWERS AGREEMENT GOVERNING THE OWNERSHIP, OPERATION, AND MAINTENANCE OF THE ELK RIVER INDOOR ICE ARENA COMPLEX THIS AGREEMENT, entered into this 1 ST day of APRIL , 1996, by and between the CITY OF ELK RIVER, a Minnesota municipal corporation (the City) and ELK RIVER INDEPENDENT SCHOOL DISTRICT NO. 728, a Minnesota public corporation (the School District). WHEREAS, the City, with the cooperation of the Elk River Youth Hockey Association and the School District, is proceeding with a project to expand and improve the existing Elk River Indoor Ice Azena (the Project); and WHEREAS, the Project includes the construction of a second indoor ice arena to be constructed adjacent to and integrated with the existing Elk River Indoor Ice Arena; and WHEREAS, the intent of the Project is that the expanded and improved Indoor Ice Arena Complex (the Facility) will be used predominately for youth athletic activities, including activities sponsored by the School District; and WHEREAS, the City and the School District have entered into a Real Estate Agreement (the Real Estate Agreement) pursuant to which the School District is selling property to the City for the Project; and WHEREAS, the School District has agreed in the Real Estate Agreement to cooperate in the Project by entering into a Joint Powers Agreement governing the ownership, operation, and maintenance of the Facility, are required by Minnesota Statutes, Section 297A~25, Subd. 61. NOW, THEREFORE, in consideration of the mutual covenants and agreements hereinafter contained, it is hereby mutually agreed by the City and School District as follows: 1. Ownership. Following purchase by the City of the Property defined in the Real Estate Agreement, the School District shall have no ownership of the Facility or the property on which it is located. The City shall have the right to transfer ownership of the Facility and property on which it is located to a public or nonprofit entity, subject to approval of the School District as provided in the Real Estate Agreement. 2. Operation and Maintenance. The School District shall have no responsibility for the operation or maintenance of the Facility. The operation and maintenance of the Facility shall be the responsibility of the City, or such other entity to which the City delegates one or more of these responsibilities. The City and/or its delegates, shall operate and maintain the Facility consistent with the Real Estate Agreement, applicable law governing the use of property used by public schools and the purposes for which this Joint Powers Agreement and the Real Estate Agreement are designed, the public and the public schools' use of the property and improvement subject to the Elk River Indoor Ice Arena expansion and improvement project. 3. Ice Rental Contract. The City, or such other entity as shall be responsible for operation and maintenance of the Facility, shall enter into a long- term agreement for rental by School District of ice time in the Facility, at an hourly rate not to exceed the "forecasted hourly rates" set forth in Exhibit A attached hereto, increased by increases not greater than the greater of five percent or the cost of living adjustments as determined appropriate by the Consumer Price Index, Minneapolis/St. Paul. The ice time agreement shall also provide priority scheduling for School District. IN WITNESS WHEREOF, the parties hereto have executed this Joint Powers Agreement on the above date. CITY OF ELK RIVER ~e'n~r~ A. Duitsman, Mayor Sandra A. Thackeray, City Clerk ELK RIVER INDEPENDENT SCHOOL DISTRICT NO. 728 Its: School Board Chair Its: School Board Clerk ~XMIBiT A .' ELl{ RI~'E~ ARF--~. - ICg P.Y_.NTXL COI~'I'R~CT ~1~ or Or.~irati.~ on ~ ot hoots m~.ima,~ in this will be trmaliz~l be.,'~re-.~ ~e ~ng ag~ ~ ~ ~ ~ A~ ~.) ~ping for ~ ~g f~on) of ~ ~ ~n ~ ~ ~ ~ls pm~ for 199~-~ 1996-9? ~k S105 ~$ Sl 10 $~5 ~II$ S90 S120 ~ S 120 S~ PAYIWgNT SCHEDUI. i:: (paTm~m~ onc t~ird of' total) NOVeMbER 1~: JANUARY .~P R.IX. lst: o° CA WC'L'I.LA TIO:~_QF CO h"r'R~ c-r T~ fi~ ~nt ~ ~e Novc~r I~ wMch ~ ~ ~rd ~ m~ amount ~~,~ u~c ho~ ~gc ~or ~c whole ~n ~ ~$m for ~o~ ~. Ac ~ ~ i~ ~d hold ~t~ ~c ~ ~ ~ 1~ ~, a~ ~d ~plo~ ~ ~ m ~ pm~ m~ ~ ~I~ or~ ~ ~i~ ~ ~y ~ (Club ~r Or~ni~on N~mc) CONTRACT CO h~rKACT O ATE: _ ~/.~.~