5. - 12. ICESR 08-03-2004MEMORANDUM
TO: Ice Arena Commission, Members
FROM: Rich Czech, Arena Manager
DATE: August 3, 2004
SUBJECT: Agenda Memo -August 3, 2004
5) Review 2004 operating finances current information on 2005 financial status
Attached for your review are the financial summaries for the Arena for the years 2003
and 2004, along with the budget for 2004 and a draft for 2005. Included are some
historical data and an outline of capital improvements that have been made over the
years.
As you are aware, the Barn's ice was delayed about seven weeks this past fall due to the
problem with the floor. Because of this, the Arena lost about $33,000.00 in ice sales and
another $4,269.33 in programs that had to be cancelled. Over $27,000.00 was spent on
the repairs of the Barn's floor before ice could be sustained. Taking these numbers into
account, the Arena's budget for 2003 had to be adjusted over $64,000.00 to account for
the problems with the floor.
Admissions (High School Hockey Games) were budgeted for $40,000.00. Last winter the
Arena took in $25,974.20. This fall there are 21 home games prior to the end of the year,
with this many games, we should be a little over what was projected.
Looking at what we have for revenue for ice rentals the first half of the season
($158,758.00), and what we can expect in rentals the second half of the year,
($194,300.00) we will be close to the $355,000.00 that was budgeted.
The budget for 2005 indicates a deficit of $66,850.00, excluding the capital outlay. This
is an increase of about a $20,000.00 from the budgeted amount for 2004. Even though
our ice rentals are scheduled to go up about $13,500.00, most of the other revenue
sources are going to stay the same or be lessened. The exception being dryfloor events,
we are hoping that we can schedule another event in the Arena in 2005.
6) Barn Floor update /Old Boards
The concrete has been poured, and now it has to set up for three weeks before the boards
can be installed. The installation of the boards is scheduled to begin on August 16t"; it
will take about two weeks for them to be completed. Once the boards are completed we
will be doing a major cleaning of the Barn and reinstalling some of the rubber mats that
were taken out during construction.
The old boards are being stored at the Streets Department. From what I have heard, Elk
River Youth Hockey is not going to proceed with getting them put up in the community,
perhaps commission member Mark Malzahn can give us an update of Youth Hockey's
position on the boards. If they are not going to be placed anywhere in Elk River, I suggest
that we sell them before they are no longer usable. I would recommend that we have a
silent auction. They could be advertised as per section, whole unit or both.
7) School District Bleacher Payment.
As you may be aware, in 2001 the Arena installed bleachers and heat to the east side of
the Olympic rink. Along with the bleachers and the heat an additional amplifier was
added to the P.A. system as well as speakers to the east side of the Olympic rink so that
there was sufficient coverage of sound to this area. The total cost of the project was
roughly $83,000.00.
The project was a joint effort between Elk River Youth Hockey, the Elk River School
District and the City of Elk River. The Elk River Youth Hockey board approved to
contribute $30,000.00 to the project, which was paid over three years. The School
District also contributed $30,000.00 towards the project; their funds came from an
increase of $1.00 per ticket to all High School Hockey games played at the Arena. The
remaining balance for the project came from funds from the city.
There is a balance of $3,860.00 remaining from the $30,000.00 that the School District
contributed through the added $1.00 from ticket sales. I spoke to John Barth, the Activity
Director for the School District about keeping this added $1.00 to the cost of admission
once the balance for the bleachers is paid to pay for the showers in the locker room as
well as adding a lavatory for coaches and referees. John indicated that he would support
keeping the additional $1.00 per ticket for Arena the showers and lavatory.
8) Ice Sales
Usage
Attached for your review is the draft usage schedule for the 2004 - 2005 season, along
with the high school game schedule. There will be some minor changes before the
season gets on its way, however the majority of the hours are set.
Ice Rates
I requested at the April Arena Commission meeting that we look at the 2005 summer ice
rates at this time. Traditionally we have waited at least two years before we have raised
our ice rates. However over the year's summer rates have not increased like the regular
season, causing us to hold our current rate for three years. Attached for your review are
ice rates for other Arenas as well as for Elk River. As you can see, our summer rates are
about average compared to other Arena in the area. We could raise the rates $5.00 an
hour and still be competitive with other Arenas, $10.00 would put us at the higher end of
most of the other local Arenas. We may be better served if we waited until the summer of
2006 when we can raise the rate $10.00 to $15.00 and still be competitive with other
Arenas. My recommendation is that we keep our summer rate at $120.00 an hour for the
summer of 2005 and revisit it next spring for the summer of 2006.
9) Shooting Area
The shooting area should be ready for use by the beginning of the regular season (Mid
September). I have contacted other rinks that have shooting areas to find out what
policies they have set up. The following are policies I would like to implement, along
with any others that may be suggested.
1) Adult must be present.
2) Unauthorized use of the area is forbidden.
3) Any misuse of the area is subjected to the lost of privileges of the area.
In contacting other rinks, it seems that the number one problem they have had is
vandalism. Most of these Arena's did not have a checkout procedure in place; players
came and went as they pleased. I would like to schedule the area like we do the ice, either
by associations or by teams. Individuals may use the area as long as a parent
accompanies them.
I would recommend a nominal fee be charge to use the area. The Arena has spent a lot of
time and money putting this area together. I would at least like to see something be
charged to recover some of the expenses it took to build the area, as well as the money it
will take to maintain the area. Some Arenas had money donated by the users of the area,
while others have set up an agreement with the users of the area.
The amount that is charged should reflect the length of the agreement between the Arena
and the users and should include a damage clause for vandalism caused by any group that
uses the area.
10) Pictures of Hockey Players in Arena
There has been some discussion of hanging pictures of Hockey players that have gone on
to play after their High School career. Five areas of discussion are, what size should the
pictures be, what type of frame, where will they be placed, what level of play should be
considered, and who will pay for them.
The sizes of the team pictures in the lobby are 10" x 14". They are big enough to catch
the eye yet the size is not too large. The frames that are used now are made from oak and
are stained in Golden Oak. Single frames rather than multiple picture frames may work
better because it would be easier to manage the pictures, and there wouldn't be any blank
frames.
The pictures could be hung along the south end of the Olympic rink. There is a lot of
traffic in this area, so the pictures would get noticed.
The criteria of the level of play that should be considered is probably the hardest to
decide. The question is, what classification does a player have to play before their
picture should be hung in the Arena? There are players that have gone onto play Junior
Hockey at the A and B level. Other players have gone on to play in the college ranks
division 1 - 3, while others have played in Europe and even in the N.H.L. It could be
argued that Junior A hockey is the same level of play of division 3 college hockey, there
are some college players that have played Junior A hockey before going on to play on a
college team. If this tradition is to be continued, the Commission needs to determine the
criteria that will be used.
The cost of the frame and the picture could be as much as $100.00. The expense of the
picture should be with the player, if he or she would like to find funds to help defray the
cost of the picture they may do so. A company should be selected to make the frames so
that they are uniform. Mike Jackson, from Franklin Builders made the frames that are
currently in the Arena. They are made out of oak and are very attractive. The player could
be directed to the company that will be making the frames or the Arena could purchase
the frame and bill it back to the person.
11) Boards and Commission Policy
Joan Schmidt (the City Clerk) has been working on guidelines for City Advisory Boards
and Commissions. Attached for your review is the draft version of the policy that has
gone to the City Council for approval on August 2"d. I will have the outcome of the
approval when we meet on August 3`d. Perhaps Council /Commission Member Dan
Tveite can give us a brief overview of the discussion that took place at the Council
meeting.
12) Staff Updates
A) Summer projects
We will be installing 1 '/z" square tubing on the railings of the handicap ramp. The tubing
will be welded vertically 4" on center. This will stop kids from running through the
railings and will make it a safer area.
Once the floor is completed in the Barn, we will begin reinstalling the rubber flooring in
the hallway of the Barn that was removed during construction.
The four locker rooms in the Barn and the hallway in the Olympic rink have been
painted. The doors to the Barn from the lobby have been painted as well as the stairs
leading to the bleachers in the Olympic rink.
Each ice plant has two compressors; one on each ice plant will have its top end rebuilt.
Shaft seals for all the compressors will be inspected to see if they need to be replaced.
B) Dryfloor
The 4th through 6th grade dance will be held September 10th, this will be the first event
held on the new Barn floor.
The fall craft Fair is scheduled for September 18th and 19th. The show is roughly half
full I will be putting adds in the paper to try to fill the show.
As I stated above, I'm looking at adding another dry floor event in ?005. I have talked to
Jeff Gongoll from the Elk River Area Chamber about producing a Home and Leisure
Show. However we came to the conclusion that the show would be too much like the
Chamber Expo and the Home and Building Show that is held in Monticello. I'm looking
at having a camping and hunting show. I have not settle on if we would have it in the
spring or the fall. The spring would be a better time for camping, while the fall would be
abetter time for hunting. I'm leaning towards the spring; I feel that hunters would attend
a spring show while campers may not be as receptive to a fall show. I am going to get
some more input from some possible venders to get a better idea of what season would
work the best.
Elk River Ice Arena
Account Revenue and Expenditure Summary
2005 DRAFT 2004 2004 2003 2002 2001
Budget YTD Actual Budget Actual Actual Actual
REVENUES
Ice Rental 368,500 158,758 355,000 314,601 336,876 323,813
Recreation Programs 130,000 56,915 139,000 118,029 137,785 134,311
Admissions 35,000 25,974 40,000 28,921 39,561 34,000
Sign Rental 18,500 120 18,500 17,367 19,766 17,855
Dry Floor Events 21,000 8,121 15,000 15,124 17,886 13,071
Concession Rent 21,500 10,750 21,500 21,500 21,500 21,500
Vending 32,000 14,200 34,500 30,471 31,034 34,164
Skate Sharpening 4,500 2,099 7,500 4,311 5,074 6,529
Other Mdse Sales/Phone Comm. 2,400 1,977 3,800 1,893 3,679 3,283
TOTAL 633,400 278,914 634,800 552,217 613,162 588,526
EXPENDITURES
Personal Service 205,400 103,546 200,200 184,639 189,099 172,580
Other Operating Expenditures 216,000 141,385 202,300 237,259 171,659 175,724
Vending Mdse for Resale 17,500 6,067 17,500 13,984 15,253 16,206
Other Mdse for Resale 2,400 - 2,800 395 2,356 1,060
Recreation Programs 60,250 23,242 56,800 44,823 54,724 54,213
TOTAL 501,550 274,240 479,600 481,100 433,091 419,783
OPERATING INCOME (LOSS)
Capital Outlay
Building Debt
NET INCOME (LOSS)
Other Income
Interest Income
Sale of Fixed Assets
Contributions/Rebates
Transfers In
Capital Outlay
Eliminate Deficit (General Fund)
Building Project
Change in Fund Balance
131,830 4,674 155,200 71,118 180,071 168,743
8,000 280,934 0 - 10,879 88,996
198,700 200,215 200,250 201,485 202,470 197,885
(74,850) (476,475) (45,050) (130,367) (33,279) (118,138)
383 519
14,732 32,325 21,503 7,540
8,000 0 6,678 6,342 29,000
66,850 25,000 108,730 21,554 28,619
200,215
- (261528) (20,050) 17,365 16,503 (52,460)
Capital Outlay:
1997 -Heaters
1998 -Dehumidification
1999 - $34,305.00 Bleachers; $82,659.98 Ice Resurtacer
2000 -Matting for floors
2001 -Floor Scrubber & Bleachers ($30,000 to be paid by ERYHA; $27,460 from admission surcharge)
Received $5,000 contribution for sign to be purchased in 2002.
2002 -Matting and sign
2004 -Barn Floor and Dasher Boards
Contributions:
2001 - $5,000 sign; $2,540 admission surcharge for bleachers
2002 -Bleachers $10,000 ERYHA; $11,503 admission surcharge
2003 -Bleachers $10,000 ERYHA; $7,365 admission surcharge
2004 -Bleachers $10,000 ERYHA; $4,732 admission surcharge
7/29/2004
Elk River Ice Arena
Financial Summary
Historical Data
Detail of Transfers
Year
2003
2002
2001
2000
1999
1998
1997
TOTAL
Year
2003
2002
2001
2000
1999
1998
1997
Net Transfers in
Income From Other
Loss Funds
$ (130,367) $ 115,407
(33,279) 27,896
(118,138) 57,619
` (28,268) 27,325
(145, 221) 133, 677
(198,628) 233,229
(53,393) -
$ 595,153
Operating
Deficit
$ 108,730
21, 554
28,619
13,037
16,712
233,229
Capital
Outlay Other
$ - $ 6,678
6,342
29,000
14,291
116,965
Total
$ 421,881 $ 166,598 $ 6,678
7/27/2004
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Printed 30-Jul-04, 08: SS AM
Elk River Ice Arena
1000 School St. Phone: 763- 635 - 1141
Elk River, MN 55330 Fax: 763 - 635 - 1 144
Customer Schedule
Becker Big Lake /Rum River Conference Games
Page 1
for O1-Nov-04 through 31-Mar-05
Dwight Lundeen Dwight Lundeen
1200 Handcock St. Work Phone: 261 - 4901
Becker, MN 55308 Home Phone: 261 - 4501 Ext # 3
Fax: 261 - 4122
Dur. Hourly Other
Date Day Complex Facility Event Type Start Time End Time (Min) Rate Charge Amount
27-Nov-04
Sat
E.R.A. Olympic
Arena
5:15 PM __
9:15 PM
240
0.00
0.00 0.00
Vs Rocori
03-Dec-04 Fri E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Delano
10-Dec-04 Fri E.R.A. The Barn Arena 5: l5 PM 9:15 PM 240 0.00 0.00 0.00
Vs Benson
07-Jan-OS Fri E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Princeton
l4-Jan-OS Fri E.R.A. Olympic Arena 7:45 PM 10:00 PM 135 0.00 0.00 0.00
Vs North Branch 7:45 pm start
I S-Jan-OS Sat E.R.A. The Barn Arena 1:00 PM 5:00 PM 240 0.00 0.00 0.00
Vs St. Michael
8-Jan-OS Tue E.R.A. The Barn Arena 7:35 PM 9:50 PM 135 0.00 0.00 0.00
Vs Mora
21-Jan-OS Fri E.R.A. Olympic Arena 7:45 PM 9:45 PM 120 0.00 0.00 0.00
Vs Chisago Lakes 7:45 pm Start
28-Jan-OS Fri E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Pine city 5:30 / 7:30 pm
30.5 (hrs) Sub Total $0.00
Tax $0.00
Grand Total $0.00
__
* Indicates event spans multiple days. Powered by MaxEnterprise®, a product of Maximum Solutions, Inc.
Printed 30-Jul-04, 08: SS AM Page I
Elk River Ice Arena
1000 School St. Phone: 763- 635 - 1 141.
Elk River, MN 55330 Fax: 763 - 635 - 1 144
Customer Schedule for O1-Nov-04 through 31-Mar-OS
Elk River High School Boys Games
John Barth John Barth
900 School St. N.W.
Elk River, MN 55330 Home Phone: 241 - 3429
Fax: 241 - 3421
Dur. Hourly Other
Date Day Complex Facility Event Type Start Time End Time (Min) Rate Charge Amount
09-Dec-04 Thu E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Andover
I l-Dec-04 Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Centennial
16-Dec-04 Thu E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Maple Grove
06-Jan-OS Thu E.R.A. The Barn Arena 5:15 PM 7:00 PM 105 0.00 0.00 0.00
Vs Coon Rapids
Thu E.R.A. Olympic Arena 7:15 PM 9:15 PM 120 0.00 0.00 0.00
Vs Coon Rapids
11-Jan-OS Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Moundview
3-Jan-OS Thu E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
vs Osseo
I S-Jan-OS Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Anoka
29-Jan-OS Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Park Center
OS-Feb-OS Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Blaine
12-Feb-OS Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Champlin
39.75 ( hrs) Sub Total $0.00
Tax $0.00
Grand Total $0.00
___
__
* Indicates event Spans multiple days. Powered by MaxEnterprise®, a product of Maximum Solutions, Inc.
Painted 30-Jul-04, 08: SS AM Page I
Elk River Ice Arena
1000 School St. Phone: 763- 635 - 1 141
Elk River, MN 55330 Fax: 763 - 635 - 1 144
Customer Schedule for O1-Nov-04 through 31-Mar-05
Elk River High School Girls Games
John Barth John Barth
900 School St. NW.
Elk River, MN 55330 H ome Phone: 241 - 3429
_ _
Fax: 241 - 3421
Dur. Hourly Other
Date Day Complex Facility Event Type Start Time End Time (Min) Rate Charge Amount
13-Nov-04 Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs St Cloud Tech
I6-Nov-04 Tue E.R_A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Coon Rapids
23-Nov-04 Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Osseo
30-Nov-04 Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Champlin
04-Dec-04 Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Anoka
l8-Dec-04 Sat E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Park Center
;l-Dec-04 Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Blaine
06-Jan-OS Thu E.R.A. Olympic Arena 3:15 PM 7:00 PM 225 0.00 0.00 0.00
Vs Hopkins
18-Jan-OS Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Andover
22-Jan-OS Sat E.R.A. Olympic Arena 5:15 PM 9:15 pM 240 0.00 0.00 0.00
Vs Centennial
25-Jan-OS Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Maple Grove
43.75 (hrs) Sub Total $0.00
Tax $0.00
Cra nd Total $0.00
_. __
_. __
__
* Indicates event spans multiple days. Powered by MaxEnterprise®, a product of'Maximum Solutions, Inc.
Printed 30-Jul-04, 08:55 AM Page 1
_.
__ _ __
Elk River Ice Arena
1000 School St. Phone: 763- 635 - 1 141
Elk River, MN 55330 Fax: 763 - 635 - 1144
Customer Schedule for O1-Nov-04 through 31-Mar-OS
Rogers Boys Games
John Barth
John Barth
900 School St. N.W.
Elk River, MN 55330 Home Phone: 763 - 241 - 3429
Fax: 763 - 241 - 3421
__
Dur.
Hourly
Other
Date Day Complex Facility Event Type Start Time
__ End Time
__ (Min) Rate Charge Amount
02-Dec-04
-
__ __ _ ___
Thu E.R.A. Olympic
__ -
Arena
-
5:15 PM
9:15 PM
240
0.00
0.00
0.00
Vs Minnehaha Academy
07-Dec-04 Tue E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs St. Micheal
23-Dec-04 Thu E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Cambridge
13-Jan-OS Thu E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Totino Grace
15-Jan-OS Sat E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Buttalo
21-Jan-OS Fri E.R.A. The Barn. Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Spring Lake Park
,5-Jan-OS Tue E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Andover
27-Jan-OS Thu E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs St. Francis
O1-Feb-OS Tue E.R.A. Olympic Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Irondale
12-Feb-OS Sat E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Monticello
40.0 (hrs) Sub Total $0.00
Tax $0.00
Grand Total $0.00
__
__ ____
* IndlcateS event Spans multiple days. Powered by MaxEnterpriseC~, a product of Maximum Solutions, Inc.
Printed 30-Jul-0~1, 08: SS AM Page I
__
Elk River Ice Arena
1000 School St. Phone: 763- 635 - 1141
Elk River, MN 55330 Fax: 763 - 635 - 1 144
Customer Schedule for Ol-Nov-04 through 31-Mar-OS
Rogers Girls Games
Paul Gustafson Paul Gustafson
21000 141st Ave Work Phone: 274 - 3144
Rogers, MN 55374
Fax: 274 - 3141
Dur. Hourly Other
Date Day Complex Facility Event Type Start Time End Time (Min) Rate Charge Amount
23-Nov-04 Tue E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Robbinsdale /Cooper
27-Nov-04 Sat E.R.A. Olympic Arena 1:45 PM 3:45 PM 120 0.00 0.00 0.00
Vs St. Louis Pazk 2:00 pm
04-Dec-04 Sat E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Chisago Lakes
11-Dec-04 Sat E.R.A. Olympic Arena 12:45 PM 4:45 PM 240 0.00 0.00 0.00
Vs Irondale
18-Dec-04 Sat E.R.A. Olympic Arena 12:45 PM 4:45 PM 240 0.00 0.00 0.00
Vs Totino Grace
04-Jan-OS Tue E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Wright County
1-Jan-OS Tue E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs Spring Lake Park
14-Jan-OS Fri E.R.A. The Barn Arena 5:15 PM 9:15 PM 240 0.00 0.00 0.00
Vs St. Francis
15-Jan-OS Sat E.R.A. Olympic Arena 3:00 PM 5:00 PM 120 0.00 0.00 0.00
Vs Minnehaha Academy
22-Jan-OS Sat E.R.A. The Barn Arena 7:15 PM 9:15 PM 120 0.00 0.00 0.00
Vs Cambridge - [sand
34.0 (hrs) Sub Total $0.00
Tax $0.00
Gra nd Total $0.00
End of Listing
-.
__ _ __
* Indicates event Spans multiple days. Powered by MaxEnterprise®, a product of Maximum Solutions, inc.
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Elk River Arena's 2003 - 2004 ice rates
Prime Time Hours:
These are hours that are most frequently requested by the customers.
The cost for prime time ice is $145.00 per hour for both rinks.
Non Prime time:
These are hours of ice that are usually late night or early hours where a substantial discount is offered
The cost per hour for Non Prime time is $115.00 per hour for both rinks.
All hours are charged according to the time the hour is schedule to begin.
Seasonal rates:
September 1, 2003 -March 20, 2004
Both Rinks
Days of Times Rate per hour
the week
Sunday 12:OOam - 10:59am $115.00
11:OOam - 9:20pm $145
9:21pm - 11:59pm $115
Monday - 12:OOam - 5:59am $115.00
Thursday 6:OOam - 9:20pm $145
9:21 pm - 11:59pm $115
Friday - 12:OOam - 5:59am $115.00
Saturday 6:OOam - 10:OOpm $145
10:01pm - 11:59pm $115
When School is in session the ice rate per hour from 6:OOam - 2:30pm Monday -Friday
will be half of the non prime time rate.
Summer Rates for the year 2004: March 21, 2004 -August 31, 2004
1 - 50 hours rented $120
51 - 75 hours rented $115
76 - 100 hours rented $105.00
101 - 125 hours rented $95.00
126 - 200 hours rented $85.00
** Summer rates may change as of August 5, 2003
fiver
ADVISORY BOARD AND COMMISSION POLICY
Document Purpose
The Council is directly responsible for the actions of its advisory boards and commissions
and this policy serves to provide guidance to those bodies. It is hoped that through this
policy the expectations of the Council, with respect to its advisory boards and commissions
will be clearly understood and followed. The Mayor and Councilmembers welcome any
request for discussion or clarification of information that is contained or thought
appropriate to be contained in this policy. The goals of the Council are better
communication with its advisory boards and commissions and better service to the citizens
of Elk River.
Creation of Advisory Commissions and Independent Commissions
State statutes govern the creation of Council advisory commissions. These commissions are
authorized to exercise all duties which the Council has legally assigned to them. They are
frequently authorized to conduct investigations and make recommendations. It should be
remembered, however, that advisory commissions may not make decisions on behalf of the
Council. In many cities, it is routine practice for the Council to accept an advisory
commission recommendation if the commission has done a thorough and competent job. It
must be emphasized, however, that it is the Council's final decision on the matter and not
simply the commission recommendation which is effective to bind the municipality. No
recommendation of any advisory commission takes effect unless it has been adopted by
formal action of the Council. These advisory commissions may be organized in any manner
deemed appropriate by the Council. The Council may create and dissolve them, appoint
persons to serve on them, and exercise powers of general supervision over them. A
Planning Commission, however, must be established by ordinance (per Minnesota Statutes,
Sections 462.351-462.365) and, once established, may be dissolved only by an ordinance,
which passes, by a 2/3-majority vote of the Council.
There are several differences between independent commissions and advisory commissions.
State statutes establish most independent boards and commissions and give them some
discretionary powers. Advisory commissions conduct studies and investigations on behalf of
the council, and submit reports and recommendations for council consideration. Advisory
commission decisions do not take effect until the council has accepted the decision by
passing an ordinance or resolution.
Advisory Commissions
The Elk River City Council currently has four standing advisory commissions. They are:
Heritage Preservation Commission
Ice Arena Commission
Parks and Recreation Commission
Planning Commission.
Independent Commissions
Minnesota statutes authorize the Council to create independent citizen boards and
commissions. The amount of discretionary power the Council can give to such bodies
varies. The City of Elk River has the following four:
The Economic Development Authority (EDA) is established as authorized by
Minnesota Statutes, Sections 469.090-469.108, to include, but not be limited to,
promoting commercial and industrial growth and development in the City of Elk
River.
The Housing and Redevelopment Authority (HRA) in and for the City of Elk River
was created by an act of the Legislature of the State of Minnesota entitled the
"Municipal Housing and Redevelopment Act," Minnesota Statutes, Sections
469.001-469.089. The HRA may not transact any business or exercise any powers
until the Council, by resolution, fords the city has substandard, slum, or blighted
areas that cannot be redeveloped without government assistance; or, has a shortage
of decent, safe, and sanitary low-income dwellings.
The Elk River Public Library Board of Directors is established as authorized by
Minnesota Statutes, Sections 134.07-134.15.
The Utilities Commission is established as authorized by Minnesota Statutes,
Sections 412.321-412.391. This statute gives the utilities Commission all
discretionary authority necessary to operate the utilities.
This Advisory Board and Commission Policy applies to each of these groups as appropriate
and as permitted by the laws and ordinances that establish them. Nothing in this policy is
intended to supersede any provision in state law or city code. To the extent that there is any
conflict between state law or city code with the provisions of this policy, state law or city
code shall prevail. Nothing in this policy is intended to limit, expand, or otherwise modify
the authority given to city boards and commissions by state law or city code.
Commission Organization and Procedures
1. applications. All applicants, including board and commission members who are
seeking reappointment, must complete an "Application for Appointment to City
Board or Commission" and submit the application to the City Clerk by the deadline
date.
2. Notification of Openings. Board and commission expirations and vacancies will be
advertised in the Elk River Star News, "The Current" newsletter, and the city web
page.
Appointments. The Council will review all applications and make all board and
commission appointments. Applicants will be interviewed by the City Council, if the
Council so desires, however, the Council has the option to make board and
commission appointments and/or reappointments without conducting interviews.
4. Vacancy. Board and commission applications will be kept on file for one year. If a
vacancy occurs during the year, the Council may make an appointment from the
applications on file. Vacancies in commissions are filled for the remainder of the
unexpired term.
5. Terms beginning in March. Planning Commission, Parks and Recreation
Commission, L tilities Commission, Heritage Preservation Commission, and the Ice
arena Commission terms run from March 1 to the last day in February in any given
year. The term of office is for three years as provided in the governing ordinance
and is designated by the Council at the time of the appointment If the appointment
is to fill a vacancy for an unexpired term, the appointment is for the balance of the
term. Interviews for these annual term expirations will be held in January or
February so that terms can begin on March 1.
6. Terms beginning in January. HRA, EDA, and Library Board terms run from January
1 to December 31 in any given year. The Mayor, upon approval of the Council, shall
make appointments to the HRA, EDA, and Library Board. The term of office for
the HRA is five years, six years for resident members of the EDA, and three years
for members of the Library Board as provided in the governing ordinance and is
designated by the Council at the time of the appointment If the appointment is to
fill a vacancy for an unexpired term, the appointment is for the balance of the term.
The Mayor shall decide whether or not to advertise for these positions.
Residencv. Applicants to the Parks and Recreation Commission, Ice arena
Commission, and Heritage Preservation Commission do not need to reside in Elk
River. However, it is expected that a preference be given to city residents, but
residency by itself shall not be a disqualification. (Ord. l~'o. 03-001, 03-002, 03-003).
8. Officers. Each standing advisory commission shall elect officers as stated in their
By-laws or in the governing ordinance.
9. By-laws or Rules of Procedure. Each commission shall adopt By-laws or Rules of
Procedure governing its work and these By-laws should be reviewed every three
years.
10. Resignation. Voluntary resignations from a commission should be communicated by
letter from the person resigning to the Mayor or City Clerk
11. Orientation. It shall be the responsibility of the Chair or his designee to provide to
each new member as soon as possible after that member's appointment, a copy of
the commission's current By-laws or Rules of Procedure, a membership roster,
minutes of meetings from the last three months, this Appointment Policy, and any
other information necessary to the orientation of new members. A formal
orientation of newly appointed commission members shall take place during the
month of March or April.
12. Council Liaison. Every six months the Mayor shall appoint one Council Member as
an ex-officio member without voting rights to each of the following commissions:
Planning Commission, Parks and Recreation Commission, Heritage Preservation
Commission, and the Library Board. The Council Member shall serve as liaison
between the Council and the commission.
13. Scheduled Meetings. The commissions shall meet as stated in their respective By-
laws and governing ordinance, and meet as necessary to fulfill the objectives of the
commission. Meetings shall be governed and operated pursuant to the By-laws of
the Commission and Robert's Rules of Order, Newly Revised Ninth Edition.
Meetings are subject to the Open Meeting Law. Dates, time, and place of meetings
shall be published in the City Newsletter, and posted on the City's Principal Bulletin
Board located in the entryway of City Hall. Notice shall be published in the City-'s
Official Newspaper if stated in the governing ordinance. The Open Meeting Law
applies to "any committee, subcommittee, department, board or commission" of the
Ciry.
14. Special Meetings. Meetings of commissions held for a specific purpose outside of
their regularly scheduled meetings must have a special meeting notice posted on the
City's Principal Bulletin Board in the entryway of City Hall 72 hours in advance of
such special meeting, in accordance with state law. Special meetings may be called in
accordance with the By-laws established by each Commission.
15. Attendance. Commission members are asked to regularly attend all meetings. A
standard commission attendance form shall be used by all commissions for the
commission secretary to record attendance. The Chair or their designee shall
forward the attendance record to the City Council at the end of June and December
for the Council's review of the attendance of members of city commissions.
Excessive absenteeism, excluding illness or necessary travel, is cause for removal of a
commission member. Three unexcused absences will be considered as a resignation
from the commission. Commission members should notify the staff liaison or Chair
of planned absences prior to the meeting missed.
16. Acting as a private citizen. A commission member testifying before the Council as a
private citizen should clearly note before testimony that he/she is not representing the
advisory commission on which they serve.
17. Compensation and Expenditures. Commission members shall serve without pay
with the exception of members of the EDA and Utility Commission; state statute
allows compensation. Members of some commissions may be reimbursed for actual
expenses incurred while performing duties as a commission member as stated in the
governing ordinance.
18. Minutes. Staff will be provided by the City to take minutes for the advisory
commissions. All such minutes are matters of public record and shall be kept at City
Hall. The minutes should contain an accurate report of the sequence of events and
names of citizens who appear and are heard.
4
19. Staff Liaison. A staff liaison is provided for each commission. The purpose is to
provide direct information to each commission regarding City policy and practices
within its area of interest Commission members do not have the authority to direct
staff personnel. Any commission recommendation for modification of City policy
and practices should be directed to the Council. (see Commission Requests to
Council)
2U. Work Sessions. The Mayor and Council will hold an annual goal-setting work
session with board and commission members, as well as other meetings when
circumstances dictate. This work session serves as an opportunity for open dialogue
regarding matters of mutual concern and to address issues that may have budgetary
or policy impacts.
21. Training. Board and commission members are allowed on a voluntary basis
(mandatory for Planning Commissioners) to attend training courses, meetings and
conferences offered by the city, state, and other governmental units and agencies
subject to availability of funds. Involvement in relevant professional organizations as
a member is also encouraged.
Planning Commissioners must attend, within their term, at least one State Planning
Annual Conference. Planning Commissioners are strongly encouraged to annually
attend other training opportunities afforded them.
22. Subcommittees. From time to time, the Council may appoint subcommittees of
certain commissions in order that special attention is concentrated in specified areas.
At the same time, the Council also wants the opinion of the commission regarding
each subcommittee's recommendations.
Each subcommittee should submit any report or recommendations, intended for the
Council, first to the commission for review and comment. Such review and
comment should take place at the next regularly scheduled meeting of the
commission. If it does not, the report or recommendation of the subcommittee shall
be forwarded to the Council without commission consideration.
The subcommittee report or recommendation, together with the commission's
comments, should be submitted to the Council at its next regularly scheduled
meeting. As in the case of commission presentations, a spokesperson for the
subcommittee should attend the Council meeting and be prepared to make a
presentation and answer questions.
The commission is free to appoint subcommittees of their membership as the
commission sees a need.
Council Requests to Commissions. From time to time, the Council will refer items to
commissions for recommendation. The purpose of such a referral is to assist the Council in
gathering all pertinent facts. The request will be referred to the commission in writing by the
Mayor and will include a specific time period to complete the study.
The Council would request a written report from each commission with regard to each such
referral. The report should set forth all the pertinent facts and detailed recommendations
from the commission. The report should be submitted to the City Clerk the Wednesday
before the Council meeting so that it may be included on the agenda.
Any time a commission report comes before the Council, one representative of the
commission should be present to make a presentation and answer questions. In the event
there is a difference of opinion on the commission, a minority report written by the
commission may be presented in the same manner.
Commission Requests to Council. Any commission request or recommendation for
Council action should be communicated by letter from the Chair to the Mayor, giving a full
explanation of the background of the matter. Along with the letter, the commission should
submit or refer to the pertinent portion of its minutes on the subject.
The letter to the Mayor should be delivered to the City= Clerk on the Wednesday before the
Council meeting. A presentation for commission should be made by a representative from
the commission. A minority report may also be presented.
Communications With Those Other Than the City Council. The Council believes that
there is some potential for misunderstanding regarding communications with persons and
governunental units or agencies other than the City Council of Elk River. In order to
prevent a misunderstanding, it is essential that members of commissions understand and
observe appropriate policies and practices in this regard.
The Council alone has the responsibility and authority to adopt the decisions, policies, and
recommendations of the City of Elk River. The Council values the opinions and advice of
its commissions and invites the communication of the same to the Council. The Council
will take such opinions and advice into account in formulating the City='s official position.
Any such communication, which purports to, or has the effect of communicating an official
City position or decision, should be submitted to the Council for prior approval. Other
types of communications, which are purely informational and do not involve unresolved
questions of City= policy, may be disseminated without prior Council approval.
This method of proceeding does not preclude a commission from gathering such
information as may be pertinent to its activities. Commissions are free, without prior
Council approval, to make inquiries and to give necessary background for such inquiries, but
careful consideration must be given that these communications cannot be reasonably
construed as statements of official City policy and opinion.
6
ELK RIVER BOARDS AND COMMISSIONS
Board/Commission Term Length Residency Number of Other Issues
Requirement Members
Mayor/Council Jan 1 -Dec 31 (4 yrs) Elk River Resident 1 mayor
4 council
Plannin Commission Mar 1 -Feb 28 (3 rs) Elk River Resident 7 members
Parks and Recreation Mar 1 -Feb 28 (3 yrs) Preference given to 7 members
Commission city residents, but
residency by itself
shall not be a
dis ualification.
Lidlities Commission l~far 1 -Feb 28 3 rs Elk River Resident 3 members 1 Councilmember
Heritage Preservation Mar 1 -Feb 28 (3 yrs) Preference given to 7 members 1 Sherburne County
Commission city residents, but 1-Iistorical Society
residency by itself member if available
shall not be a
dis ualification.
Ice Arena Commission Mar 1 -Feb 28 (3 yrs) Preference given to 7 members 2 Youth 1lockey
city residents, but 1 School Dist.
residency by itself 1 Park & Recreation
shall not be a 1 Councilmember
dis ualification 2 Public
Economic Development Jan 1 -Dec 31 (6 yrs) Elk River Resident 7 members 1 IVlayor
Authority (EDA) Length of council term 3 Councilmembers
for Council/Ma or 3 Residents
housing and Jan 1 -Dec 31 (5 yrs) Elk River Resident 5 members 1 Councilmember
Redevelopment Length of council term 4 Residents
Authori (I-IRA) fox Council/Ma or
Library Board Jan 1 -Dec 31 (3 yrs) Sherburne County 5 members 3 term maximum
Resident 1 Member may be a
member of the city
council.
S:\CLERK\BOARDCOM\Application and Descriptions\Appointment PolicyADOPTED.DOC
August 2004