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2. ICESR AGENDA 08-06-2008City of Elk River Ice Arena Commission Meeting Agenda Wednesday, August 6, 2008 Elk River City Hall /Mill Pond Conference Room 6:OOpm 1. Call meeting to order 2. Consider 8/06/08 Ice Arena Commission Agenda 3. Consider 4/08/08 Ice Arena Commission Minutes 4. Open Mike 5. 2008 Financial update 6. Summer Ice Rates 7. Liquor Store Event 8. Replacement of Rink Light fixtures 9. High School Coaches Wall of Fame 10. New Zamboni 11. Staff Updates A. Dryfloor Events B. Clinics /Leagues /Skate Show C. Projects and Summer Repairs 12. Other Business 13. Adjournment MEMORANDUM TO: Ice Arena Commission, Members FROM: Rich Czech, Arena Manager DATE: August 06, 2008 SUBJECT: Agenda Memo -July 31, 2008 5. 2007 Financial update Attached for your review is the budget information for the years 2004 - 2009. Tim Simon, the City's finance director, will be at the meeting to discuss the present budget as well as last year's budget and the 2009 budget. A few points of interest I would like to highlight are the revenues for ice rentals for 2009. The projected revenue is $432,000.00, which includes the increase in the regular season rates that was approved at the April Commission meeting. Under "Building Debt", you will notice a payment of $28,357.00. This is an interest payment for the Arena's debt service. The second portion of the debt service of $173,357.00 is due December 1St. Lastly, the transfer in for 2008 and 2009 of $100,000.00 each year is for the new Zamboni, which is expected to arrive in October, in 2009 the barn's roof is scheduled for a new roof replacement. Both of these expenditures will be paid for with the liquor store funds. 6. 2009 Summer Ice Rates Attached are some north metro arena's 2009 summer ice rates. There are a few arenas that have not yet determined their costs; however the ones that have summer rates average $144.00 an hour. My recommendation for the Spring and Fall ice rates for 2009 are $145.00 an hour for prime time hours and $115.00 for non -prime time hours. I would like the ability to stay flexible with the rates when trying to obtain new customers for weekend hours as well as adjust rates to existing customers that are experiencing low registration numbers. 7. Liquor Store Event At the April Commission meeting, it was suggested that youth hockey have a wine tasting event at one of the liquor stores. Tim Simon, the cities Finance Director meet with Dave Potvin, the cities Liquor Store Manager. Tim will have an update at the meeting. 8. Replacement of Rink Light fixtures Due to the Barn's roof needing to be replaced, the Lighting project for the Olympic rink has been suspended until a future year. I was initially hoping that the roof could be replaced for less than originally budgeted, ($105,000.00), so the remaining funds, along with the Bleacher funds could be used to complete the lighting project. However, after reviewing several roofing options, it was clear that it was in the best interest of the city to install a roof that would save the city in energy costs as well as last for years into the future. Hopefully the economy will rebound in 2009 and the lighting project can be placed in the 1010 budget. 9. High School Coaches Wall of Fame Kent Madsen and I have reviewed the information that we received from Dave Halgren. Kent will be talking to Dave Halgren about confirming the names of the coaches as well as the number of years coaching and their records. Attached for your review are the names of the coaches along with their records and years coached. Kent will be deciding on a design for the plaques and will have his recommendation to the Arena Commission at the November meeting. 10. New Zamboni The new Zamboni is still scheduled to be delivered in October. Before it is put into service it will be displayed at Westbound liquor. If we have a sponsor, we will have the graphics placed on the machine before displaying it. This may delay the time line of when it will be displayed and placed into operations. 11. Staff Updates A. Dry Floor Events Spaces for the Craft and Home Business Show held in May were again sold out, with the exception of a few out door spaces. However it is taking longer for the show to fill and the quality of crafters is not what it used to be. We are spending more money on soliciting venders for the show than we have had in the past due to the fact there are not as many quality crafters and that the economy is down, which causes the crafters to be more selective in the shows they go to. There will be a time when the craft show will no longer be enough draw to get the attendance needed to have a successful show. The show will have to be expanded into more of a festival, bringing in entertainment and other activities. I've been in contact with Jim Wright, the owner of Crocodile Productions. Crocodile Productions produces trade shows such as Gun and Knife shows. I am hoping that we can schedule a gun show with them for next spring or fall. There is a slight chance that we may even be able to get one in this fall before the ice goes into the Barn. Laura Estby, the Arena's Assistant and I have been working on putting to~ether a classic car show next summer. The tentative date for the show is June 14` .Once we are finished with putting together the preliminary outline of the show we will be asking several organizations and businesses to participate in the show. B. Clinics /Leagues /Annual Ice Show The Skating Academy's Ice Show was a huge success. With over 97 skaters, this year's show was the biggest we have ever had in the eleven years since they started. We are already busy working on next year's show, which is slatted to be Snow White. This may change depending on how much money Disney will want for the rights to the show. The Break Away Hockey League registration has begun with the league scheduled to begin August 16t". Roger's and Monticello will again participate in the league. The Women of Today sponsored the Jose Coles Circus this spring. Attendance for the show was a little bit better than in past years. Hopefully this trend will continue so that the Circus can continue to be one of our spring events. As mentioned above, I am still looking for a sponsor for the Zamboni. I have been in contact with great River Energy, Waste Management, Econ Air, and Connections. Besides Connections, I have not heard back from any of the other companies whether they have decided to advertise on the machine or not. Besides the advertising for the Zamboni, I have been working getting advertising for the new illuminate signs. I am working with Connections to place a sign under the scoreboard on the south side of the Olympic rink. C. Projects and Summer Repairs The center groove project in the Barn has been completed, besides the south wall where the shooting area is, all the walls in the Barn have been covered with center groove wood. The Barn now has a very appealing look, once the ceiling is repainted or covered the Barn will be well on its way to being remodeled. Some of the painting has been started in the Arena, we like to wait for the summer camps to end before starting on the high traffic areas. The yearly maintenance on the compressors is almost completed. The top ends to the number one compressors in the Barn and in the Olympic will be completed before the start of the fall season. We have remodeled the video machine area so that we can have some seating during busy events. We re-located the janitor room, which has made this area a great deal bigger. The video machines are now located in the Olympic rink. Our hope is that by creating an area where people can sit, they will stay at the Arena and purchase items from the concession stand. I am looking into the possibility of getting a wide screen TV donated from a local retail store, and tables and chairs from that are made from recycled plastic from the cities land abatement fund. We will be increasing the security in the building by installing cameras in high traffic areas and in the concession stand and skate sharpening room. The Cities I.T. department will be looking into purchasing the equipment we will need and installing it late this summer. For your information I have included a copy of a flyer for city apparel. If you would like to order any of the items on the list, please notify carol or Donna at the phone number indicated.