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5. - 12. ICESR Laserfiche: '2. ICE AGENDA 04-05-2005MEMORANDUM TO: Ice Arena Commission Members FROM: Rich Czech, Arena Manager DATE: March 29, 2005 SUBJECT: Agenda Memo -March 29, 2005 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 2001, 2002, and 2003, along with the budget for 2004 and 2005. Included is some historical data and an outline of capital improvements that have been made over the year. The large increase in ice sales from 2003 to 2004 is primarily due to the Barn being in operation for the full season. As you are aware, in 2003 the Barn started about six weeks late due to the leaks in the pipes in the Barn's floor. Another reason ice sales increased was that there were about 100 more hours sold between the months of January and May. Another area that dramatically increased from 2003 to 2004 is the admissions. In 2004 there were 20 more High School games played at the Arena than in 2003. This is a reflection of the Rogers High School Hockey teams not having a program the 2002 - 2003 season, so they did not have any games in the months of January through February in 2003, thus there were not as many games played in 2003. Revenues such as vending, skate sharpening, and the concession stand rental did not dramatically change each year. If they were to change, there would have to be a dramatic change in the price we were to charge for the product; and in the case of the concession stand a change in the lease payment would have to be re-negotiated with Elk River Youth Hockey. The concession stand and the lease will be discussed later on in the agenda. Operating expenditures for 2004 were actually lower than in 2003. This was largely due to the fact that in 2003 we had a lot of expenses repairing the Barn floor before we could install ice. As you are aware of, in 2004 we replaced the Barn's floor and boards; this needed to be done if we were to have ice for the 2004 - 2005 season. Along with the new floor and boards for the Barn, a new condenser was installed for the ice plant along with a backpressure regulator for the Olympic rink. The total capital outlay for these projects was $447,630.00. Removing the capital items from the equation, the Arena was $39,260.00 in the red this year, which is less than what was predicted. 6.Ice Sales The attached chart shows atwo-year history of how many hours were rented each year and who is renting them. As noted in the finance information, the substantial increase in ice hours sold during the 2003 - 2004 season and the 2004 - 2005 season is largely due to the Barn having ice on schedule. Also noted in the finance information was the fact that we sold an additional 100 hours of ice for the months of January through May this season from the same time period in 2003. Most of these increased hours came from non prime time hours, which typically indicates an increase in the demand for ice time. Elk River Youth Hockey is requesting more ice hours during the week. To accommodate their request we would have to take ice from one of the High School teams, most likely from the Becker /Big Lake High School Boys Hockey team. Last season Becker /Big Lake booked 77 hours including games; out of these 77 hours, 4 of these hours were on Saturdays, which would leave 73 hours of weekday ice during the season. I have been in contact with the Becker /Big Lake Athletic Director regarding this issue. He is working on booking ice with the Monticello rink, which will be opening this summer. I'm not sure what kind of luck he will have obtaining ice from them, from what I understand, most of Monticello's prime time hours have been spoken for. Since the Arena benefits financially from their games, it would be nice to keep their games, if they could find their practice hours at Monticello. 7. Ice Rates The ice rates for the Arena have not been adjusted since the 2003 - 2004 season. At that time, the prime time rates increased from $135.00 an•hour to $145.00 an hour. The non - prime time rates stayed the same ($115.00) as well as the summer rates ($120.00). Attached for your review is the 2004 ice rate survey from the Minnesota Ice Arena Managers Association. After reviewing city rinks that are comparable to Elk River, we are on the lower side of the average hourly rate. Two major expenses that should be considered when looking at raising ice rates are: Utilities and Personnel. These are the two major expenses that every Arena faces, excluding capital improvement items. Since 2002, utilities have gone up over 30%, while personnel has gone up more than 15%. Another area that needs to be considered is that we don't want to price people out of skating in our facility. As you are aware of, hockey is already an expensive sport and figure skating isn't any better. It comes down to how much will the Arena be subsidized from general funds. In past years, the Arena has had funds transferred in from about $20,000.00 to $130,000. My recommendation is that we raise the regular season prime time ice rate to $150.00 an hour and the non-prime time rate to $125.00. I also recommend that the off-season rates be adjusted to $125.00 an hour for prime time hours and $95.00 an hour for non prime time. I'm also proposing some changes to the dates and times of when summer ice and non-prime time hours begin. During the regular season on Sundays, I'm purposing that the prime time rate begins at 10:00 am instead of 11:00 am. Instead of having a date when the regular season begins and the spring starts, I'm purposing that we start the spring rates after the second weekend of March. This will provide us with a more uniform schedule each year when the regular season begins and the spring schedule starts. These changes should produce additional revenue of over $20,000.00. Attached for your review are the current ice rates and the proposed changes for the 2005 - 2006 season. 8. Construction of the Barn Floor The construction of the Barn's floor went very well. During the construction we had one change order, the radiuses at each end were redone due to the concrete in that area being old and brittle. There was a concern that this area would not hold up in the future. There are a couple of items remaining on the punch list that will be completed once the ice is removed this spring, we are holding back a small amount of the contractors final payment to make sure that this work is completed. 9. Capital Improvement Plan (C.I.P.) Last fall I reviewed the C.I.P. for the Arena with the Arena commission. An item that was not on the list was an office in the southwest corner of the Olympic rink. The office is scheduled to be in the 2006 budget and will centralize the Arena Manager's office, which is now located in the upper level of Barn in the Southwest corner. The office is functional, however it is in need of being updated. Since it is in the far corner of the Barn, the general public has a hard time locating it. City staff will be utilized to design the area and bids for the project will be taken late this fall or early winter. Abetter use for this money maybe in door turf for the Barn floor. Many rinks use turf for Indoor Soccer as well as for indoor Lacrosse, which is getting very popular. The Turf is about $70,000.00; however, I believe that within a few years it would pay for it self and would eventually help eliminate the deficit that the Arena faces each year. As much as an office is needed, I would like to see that we first look at items that will generate revenue for the Arena so that the Arena will cash flow, or items that will keep the Arena functioning efficiently. 10. Concession Stand Attached for your review is the memo the City Administrator Pat Klaers received from the Elk River Youth Hockey President Dave Hansen. The area of interest in the memo is the parts regarding the concession stand; paragraph five and the third proposal on page two. After discussing this issue with the city Parks and Recreation Director Bill Maertz, the attached memo was mailed to Dave Hansen in response to his memo. Even though the Arena would like to continue the current agreement with Elk River Youth Hockey, it is prepared to operate the concession stand or to find an outside vender. The original members of the Arena Tasked Force, board members of Elk River Youth Hockey, and City Staff drew up the agreement's regarding the concession stand lease, Elk River Youth Hockey's office, as well as the storage area Elk River Youth Hockey uses in the Arena. The agreements were never signed, however both parties have followed the principals of the agreements. As old board members of Elk River Youth Hockey have moved on and new board members take their place, it gets harder each year to explain the details of the agreements that were made almost a decade ago. I believe it is time that these agreements are signed or new agreements are re-negotiated so that there is some understanding for everyone involved. Attached for review are the three agreements that were originally established. 11. Staff Updates A. Shooting Area The shooting Area in the Barn was completed last fall; the area was very popular throughout the season. We did not charge for this area and do not plan on charging a fee next year. B. Arena Projects This year we have added a water softener that provides soft water throughout the building. It has already made a big difference in the condition of the ice. The ice sets up faster and has a clarity that it never had before. The scale that once built up on the Arenas equipment is no longer there, resulting in a newer looking Zamboni. This summer the cooling towers chemical treatment plan will be looked at to see if we can cut back on the chemicals we are using to treat the towers. We will also be experimenting on using lower temperature water when resurfacing the ice. By using cooler water to resurface the ice, we will not only save on our gas bill but should save on electricity as well. Besides the usual cleaning, we will be painting the areas of the rink that are in need of being painted, install rubber matting to the areas that need to be replaced, install outlets over the rink for dry floor events, and put up a couple of sections of center groove in the Barn. C. Dryfloor The following the dryfloor schedule for this summer: The Jose Cole Circus; April 13tH The Spring Craft Fair; May 7th and 8th Summer Youth Dance: May 20th Fall Dance: September 9th Fall Craft Show: September 17th and 18th ~4~n- ~ 5 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 368,500 376,127 355,000 314,601 336,876 323,813 Recreation Programs 130,000 106,089 139,000 118,029 137,785 134,311 Admissions 35,000 47,270 40,000 28,921 39,561 34,000 Sign Rental 18,500 17,572 18,500 17,367 19,766 17,855 Dry Floor Events 21,000 12,339 15,000 15,124 17,886 13,071 Concession Rent 21,500 21,500 21,500 21,500 21,500 21,500 Vending 32,000 29,370 34,500 30,471 31,034 34,164 Skate Sharpening 4,500 3,939 7,500 4,311 5,074 6,529 Other Mdse Sales/Phone Comm. 2,400 3,709 3,800 1,893 3,679 3,283 TOTAL 633,400 617,914 634,800 552,217 613,162 588,526 EXPENDITURES Personal Service 205,400 200,721 200,200 184,639 189,099 172,580 Other Operating Expenditures 216,000 218,030 202,300 237,259 171,659 175,724 Vending Mdse for Resale 17,500 14,852 17,500 13,984 15,253 16,206 Other Mdse for Resale 2,400 1,101 2,800 395 2,356 1,060 Recreation Programs 60,250 40,667 56,800 44,823 54,724 54,213 TOTAL 501,550 475,371 479,600 481,100 433,091 419,783 OPERATING INCOME (LOSS) Capital Outlay Building Debt NET INCOME (LOSS) 131,850 142,542 155,200 71,118 180,071 168,743 8,000 447,630 0 - 198,700 200,215 200,250 201,485 10,879 88,996 202,470 197,885 Other Income Interest Income Sale of Fixed Assets Contributions/Rebates Admission Surcharge Transfers In Capital Outlay Eliminate Deficit (General Fund) Building Project Change in Fund Balance (74,850) (505,303) (45,050) (130,367) (33,279) (118,138) 383 519 11,000 24,960 10,000 5,000 9,098 7,365 11,503 2,540 8,000 0 6,678 6,342 29,000 66,850 39,260 25,000 108,730 21,554 28,619 464,537 - 18,592 (20,050) 17,365 16,503 (52,460) Capital Outlay: 1997 -Heaters 1998 -Dehumidification 1999 - $34,305.00 Bleachers; $82,659.98 Ice Resurfacer 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; $9,098 admission surcharge 3/23/2005 North Metro Senior Break Away Hockey Elk River Arena Skills Skating Academy Skating Academy Show Adam Hauser Goalie Barry Hohlen Elk River Youth Hockey Joe Dziedzic Hockey Tim Marchand Elk River Figure Skating 4th,5th, and 6th grades -dry floor Becker/Big Lake High Elk River Boys Practice Elk River Girls Practice Rogers Boys Practice Rogers Girls Practice Becker Big Lake/Rum Elk River High School Girls High School Rogers Boys Games Rogers Girls Games Individuals Elk River Boys -Paid per time Elk River Girls -Paid per time Open Hockey Open Skating Rogers Boys Captains Rogers Girls Captains Becker Big Lake Youth District 10 Playoffs Elk River Girls Booster Elk River Youth Rogers Youth Hockey St. Michael Youth V.F.W. - A Bantam <D sy C W p1 cD n C y O cD -, 3 s Hours 0 100 200 300 400 500 600 700 800 900 1000 1100 1200 1300 1400 71 ~ d ~ n Y ~ ° ~70~ ~ ~ y r~ ~z aa x ~ ~' °~ = z ~ =~~~ --r r V/ tll ~ "S /_~ ~ ^~ ~ ~. ~. ~ ~i /~ rS Q ~ y ~ ~ ~ ~ ~ ?' y C ~" ~ ~p OG (JG ~ ~ n S '~' ~ Q A v ~ ~ ~ ~ x :~ y .~. car, ~. ~_ r~i v~ ~ ~ ~ n ~ ~ ~ A QQ ~t (QD ~ ~ ~ ~ ~ ~' `C ~ N ~ mi O O o O O ~~ ~ m v ~ ~ C ~ y ~ y h ~ ~ y ~ r'~' ~ o ~ ~ N A cn N ~ V~ oAo N N 00 00 ~ ~ ~ ~ J ~ ~+ A ~A O O O O~ N \p ~ O~ 00 00 y tli v~ O O to O cn O O O 0 0 0 O O O ~ ~ CY ~ ~ ~ C °' - t ~ ~ "r7 ~ ~ . ~. .. ~.. ~. ~+ N O O K O r~+ N O O `0 N N p O ~ ~ O A ~o Oq N ~ ~ '~. .D. b 0 rn ¢. 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N~~ 0 0 ~ O y m ~- N 6H cn ~ O 69 Z ~ H4 ~- bF} ~ d} O~ EA O ~ ~ d' (A EA m F- (~ fn ~ C C C O ~ R ~ L C C Lf) O L O O C C O C O ` d O ~ N M ~~ ~ •3 ~ C Q ~ ~ C C ~ .`a M ~ ~ ~ ~ a °3' O y ~E . . L' •~ - - - - L ~~ • a~ ~ a~ ~ N L L Q. Q.. O (4 tII t0 t0 C - O O L ~ 3 , . ~ O O ~ O y 0 O O ~~~ 1~ O Q' Q' y l6 ~ ~ ~ r ~. ~ O C r O ~ r rf r-- r- r Cif ~ ~ 1~ ~ O O r~ ~ CO O M m b4 EA to EA Z ffl Lf} EA 69 to w~- EA d4 EA EA L N LQ C ~ O ~' ~ Q ~ N UZ ~ ma ~ ~ ~ m ~ U cow C - +~+ Z ~ L ~ O~ c- N~ / y N~ c ~ Z a i L Q ~ N Z _ d E ~ ~ Q ~ ~ ~ ~ ~ (C ~ Q ~ V ~ U ~ to Z ~ N C a ~ cfl ma ~ ~ - N ~~ L c ~ 3 eC Y (n o cn .... ~ J a~ m 2 L m ;~ +O' L ~ ~ a cA ~ L ~ O U ca to +,, N O a~ ~ L~ _ ca ~ L L RS Q o U ~ O w~ w+ m~ ~ ~ ~ C r-~ C~ c ~ ~,~ Elk River Arena's 2004 - 2005 ice rates Prime Time Hours: These are hours that are most frequently requested by the customers. Non Prime time: These are hours of ice that are usually Late night or early hours where a substantial discount is offered All hours are charged according to the time the hour is schedule to begin. Seasonal rates: September 1, 2004 -March 20, 2005 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, 2005 1 - 50 hours rented $120 51 - 75 hours rented $115 Weekend Rates: Friday 3:00 pm to 76 - 100 hours rented $105.00 Sunday 2:59 pm $70.00 an hour. 101 - 125 hours rented $95.00 126 - 200 hours rented $85.00 ** Summer rates may change as of August 5, 2004 Proposed Elk River Arena's 2005 - 2006 ice rates Prime Time Haurs: These are hours that are most frequently requested by the customers. Non Prime time: These are hours of ice that are usually late night or early hours where a substantial discount is offered. All hours are charged according to the time the hour is schedule to begin. Seasonal rates: September 1, 2005 -the third weekend in March Both Rinks Days of Times Rate per hour the week Sunday 12:OOarn - 9:59am $125.00 10:OOam - 9:20pm $150 9:21pm - 11:59pm $125 Monday - 12:OOam - 5:59am $125.00 Thursday 6:OOam - 9:20pm $150 9:21pm - 11:59pm $125 Friday - 12:OOam - 5:59am $125.00 Saturday 6:OOam - 10:OOpm $150 10:01pm - 11:59pm $125 When School is in session the ice rate per hour from 6:OOam - 2:30pm Monday -Friday will be half of the non prune time rate. Spring Rates for the year 2006: Mid March through May Summer Rates: June -August Sunday 12:OOam - 9:59am $95.00 10:OOam - 9:20pm $125 9:21 pm - 11:59pm $95 Sunday 12:OOam - 2:59 pm $95.00 3:OOpm - 9:20pm $125 9:21 pm - 11:59pm $95 Monday - 12:OOam - 5:59am $95.00 Thursday 6:OOam - 9:20pm $125 9:21 pm - 11:59pm $95 Friday - 12:OOam - 5:59am $95.00 Saturday 6:ODam - 10:ODpm $125 10:01 pm - 11:59pm $95 Monday - 12:OOam - 5:59am $95.00 Thursday 6:OOam - 9:20pm $125 9:21 pm - 11:59pm $95 Friday 12:OOam - 5:59am $95.00 6:OOam - 2:59pm $125 3:OOpm - 11:59pm $95 Saturday 12:OOam - 11:59pm $95 N.c~,.~ 10 . ~~~~~ ~. October 12, 2004 Mr. Pat Klaers, City Administrator City of Elk River 13065 Orono Parkway Elk River, MN 55330 Re: Activity Center/Bond Referendum Dear Mr. Klaers, It is my understanding that the Arena Commission held a special meeting on September 28m to view a presentation by Mr. John Barth, Elk River High School Athletic Director, regarding the proposed activity center and ice arena which are the subject of a bond referendum in November. Following the presentation, the Arena Commission took a position recommending support of the proposed activity center, to the City of Elk River. Thereafter, as president of Elk River Youth Hockey, our commission members with the request that we support the bond referendum in order to ensure its passage contacted me. This is a very interesting proposal. From what I understand, as part of the request by the School District, they have proposed taking over all costs associated with capital improvements to the e~sting ice arena, along with assuming the arena's outstanding debt. As a consequence, the ice arena will be self-sustaining, if not an actual moneymaker for the City. The bond referendum will be a very close vote, with its success dependant on the citizens of Elk River, Ramsey and Zimmerman. These same areas of the community participate in the Elk River Youth Hockey programs. The Elk River Hockey Association would like to be a part of this process, assisting with the passage of the bond referendum allowing the project to move forward. In doing so, Elk River Youth Hockey would like the City to take into consideration the financial realities that youth hockey has faced and will continue to face in the future. Elk River Youth Hockey relies heavily on charitable contributions from fund-raising and pull-tab sales (McCoy's Pub, formally Old Town Tavern). Our community, like many others, is saturated with fond-raising activities and only so much can be raised. Pull-tab sales have decreased dramatically over the past five years. During this period we have had to face an annual reduction in pull-tab contributions in the amount of $10,000. This translates into a $50,000 reduction in annnal contributions compared to five years ago. This financial hardship falls directly on the families of Elk River Youth Hockey. Elk River Youth Harkey has attempted for years to make the arena concession stand profitable, therefore taking some financial burden off our membership. A study of the costs and revenues for the concession stand over the past three years shows a net gain to Elk River Youth Hockey of zero. All of our profits are spent on rent and operating costs. 1000 SCHOOL STREET N.W. • P.O. BOX 193 • ELK RIVER, MN 55330 It would seem prudent at this time, to work with the City to achieve awin/win situation for the City and Youth Hockey. Upon the passage of the school bond referendum the City will experience an apparent windfall with the arena finances, allowing for the new activity center. Elk River Youth Hockey would like to share in this windfall to a minor extent and would ask that the city consider the following proposal: 1. Ice rental rates charged to Elk River Youth Hockey would remain frozen or constant for the next eight years. 2. Elk River Youth Hockey, the #1 purchaser of ice hours, would be given the first right to refusal for all additional ice hours that become available upon the opening of the Rogers Arena. 3. The concession stand rental charges Elk River Youth Hockey pay to the City be reduced to be in line with average rental charges of similar nature in surrounding arenas. That rental fee to be $5,000 annually. The Elk River Youth Hockey Board is very much willing to support the bond referendum with the City's acceptance of our proposal We would then communicate our support to the entire membership, encouraging them to support the bond at the polls. I invite you to contact me to discuss this matter further. Time is of the essence, and I truly believe this is a great opportunity for Elk River Youth Hockey and all the residents of our community. I look forward to working with you to ensure that this project gets completed. Sincerely, Q~ ~-~ c~ David Hansen President Elk River Youth Hockey ~ 763-241-9970 (VV) 612-673-3782 da~~d.hansen(a?ci.minneanolis.mn.us cc: Dale Martin, Chair /At Large Representative Dan Tveite, Council Representative 1000 SCHOOL STREET N.W. • P.O. BOX 193 • ELK RIVER, MN 55330