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04-04-2006 ICE MINSPECIAL MEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT ELK RIVER CITY HALL TUESDAY, APRIL 4, 2006 Members Present: Chair Martin, Commissioners Foss, Halgren, Foss, Johnson, Malzahn (6:04 p.m.), and Paige Members Absent: Commissioner Farber Staff Present: Arena Manager Rich Czech, City Administrator Lori Johnson, and Recording Secretary Jessica Miller Also Present: Jon McLaughlin, Elk River Youth Hockey President 1. Call Meeting To Order Pursuant to due call and notice thereof, the meeting of the Elk River Ice Arena Commission was called to order at 6:00 p.m. by Chair Martin. 2. Consider 04/04/06 Ice Arena Commission Agenda Chair Martin noted that the Other Business must be removed from the agenda as this is a special meeting and only items set on the agenda can be discussed. MOVED BY COMMISSIONER JOHNSON AND SECONDED BY COMMISSIONER HALGREN TO APPROVE THE APRIL 4, 2006 ICE ARENA COMMISSION AGENDA AS AMENDED. THE MOTION CARRIED 5-0. 3. Consider 08/02/2005 Ice Arena Commission Minutes MOVED BY COMMISSIONER HALGREN AND SECONDED BY COMMISSIONER JOHNSON TO APPROVE THE AUGUST 2, 2005 ICE ARENA COMMISSION REGULAR MEETING MINUTES. MOTION CARRIED 5-0. 4. Open Mike No one was present for open mike. 5. 2005 Operating Finances/Information on 2006 Financial Status City Administrator Lori Johnson reviewed the account revenue and expenditure summary. Ms. Johnson explained that in 2005, revenues totaled $633,339 and expenditures totaled $493,970. She stated that the total transfer-in for 2005 from other city funds to subsidize the arena operations was $66,302. She noted that the total transfer-ins to-date total $1,231,957. (Commissioner Malzahn arrived at this time) Ms. Johnson indicated that the operation of the concession stand is going well and has a net profit of $15,700 so far in 2006. She stated that the original loss shown for last year has to Ice .~irena Commission Minutes Apri14, 2006 Page 2 do with the equipment that the city purchased to get the concession stand up and running and that an inventory was not taken at year end so all inventory was charged to 2005. Chair Martin questioned if insurance covered the replacement of the Arena roof. Ms. Johnson indicated that it did with the exception of the $2,500 deductible and the replacement process went very well. (Ms. Johnson left at this time) 6. Ice Sales Ice Arena Manager Rich Czech reviewed a chart that shows ice usage by customer for the 2004/2005 and 2005/2006 seasons. Mr. Czech explained that the increase in hours was due mostly to the additional summer hours that were sold. He noted that the decrease in the high school hours was a result of not selling hours to Becker/Big Lake last season. Ms. Czech indicated that there is some talk about the Rogers Arena being built either this year or next year. He stated that last year 388 hours of ice time was rented to the Rogers High School programs and their associations, which will have to be sold once they have their own Arena. Mr. Czech explained that of the 388 hours rented to Rogers, approximately 40 hours are right after school or holiday hours which may be lost when Rogers builds because groups will be unable to utilize those hours. He said that he spoke with Paul Gustafson, Rogers High School Athletic Director and informed him that we need a commitment of hours for the 2006-2007 season by the end of April. Mr. Czech stated that he has spoken with Becker/Big Lake and they would be interested in renting ice from Elk River again. Jon McLaughlin, Elk River Youth Hockey President indicated that he will try to work with Rich on renting some of the hours but it will be difficult to pickup the weekend hours. Ms. Czech stated that the Break Away Hockey League was expanded last spring to the Monticello Arena and he is hoping to expand the league into an A and B level and increase the participants in the league. Ice Rates/Ropers Arena Mr. Czech explained that last April the ice rates were increased as follows: Seasonal prime time ice: from $145 to $153 an hour Seasonal non-prime time ice: from $115 to $125 an hour Off season prime time ice: from $120 to $125 an hour Off season non-prime time ice: from $75 to $95 an hour Mr. Czech indicated after reviewing the Arena's operation costs and hourly rates at other Arenas in the area, his recommendation is to keep the seasonal (September -mid-March) ice rates at their current rates and review the non-seasonal (mid-March -August) rates at the August Ice Arena Commission meeting. Ice .9rena Commission Minutes Apri14, 2006 Page 3 8. Concession Stand Arena Manager Rich Czech stated that after taking over operations of the concession stand from Elk River Youth Hockey, the city purchased some new equipment to enhance operations. Mr. Czech explained that the first year of operations went very well. He stated that the most difficult part was hiring and training new employees. 9. Damage to Olympic Roof Mr. Czech indicated that the Olympic rink roof was seriously damaged by hail from one of the major storms last September. He stated that the damage was so severe that it also caused some major water damage to the interior Arena walls. Mr. Czech explained that staff worked with the insurance company and the roof was totally replaced before winter. Mr. Czech noted that the clean-up and painting of the interior walls will begin May 20 and is expected to take about three weeks. He noted that the ice will not be able to be used during this time. 10. Arena Office Assistant Ice Arena Manager Rich Czech stated that there are about 30 applicants for the Arena Office Assistant but that the hiring process is taking longer than expected due to the workload of the Human Resources Department. Mr. Czech explained that each applicant will be assigned points based on their applications and resumes and the top five will be interviewed. He noted that it looks promising to have someone begin work at the beginning of May. 11. Arena Banners Mr. Czech indicated that he would like the Commission to set a polity regarding banners in the Arena. He stated that in the past, several banners have been hung in the Arena for the High School boys and girls State Tournaments which range from participating in the tournament to being State Champions. Mr. Czech explained that he would like direction if banners should be hung as long as room allows or if only certain banners should be hung. Mr. Czech noted that it is his understanding that a few years back the Elk River High School Boys Hockey Team was ranked number one in the nation by the United States Hockey Report (U.S.H.R.) and that they are in the process of making a banner that they would like to hang in the Arena. Commissioner Johnson indicated that he doesn't believe that banners should be hung unless they were awarded for something that took place on the ice. Chair Martin stated that he would like to limit the banners hung to those awarded by the affiliated governing body. Commissioner Malzahn concurred. Commissioner Halgren questioned if the Arena has a book of policies set by the Commission. He stated that it would be nice to have the policies regarding the pictures, banners, etc in one place for reference. Mr. Czech indicated that there is no official polity book but that could be something the new Office Assistant could pursue. Ice :4rena Commission Minutes Apri14, 200( Page 4 Mr. Czech noted that he spoke to Jon Barth, Elk River High School Athletic Director regarding the High School's polity on banners and he was told that if the banner awarded is not affiliated with the High School, it is not hung in the school Mr. Czech also noted that he fears that if too many banners are hung from the Arena ceiling that they could throw off the dehumidification system. Commissioner Paige indicated that some Arena's have many banners hanging and that it is impressive to see what the teams have accomplished. It was the consensus of the Commission to develop a banner policy now and revisit it at the August meeting. MOVED BY COMMISSIONER JOHNSON AND SECONDED BY COMMISSIONER MALZAHN TO SET THE FOLLOWING BANNER POLICY: ANY BANNER HUNG IN THE ELK RIVER ICE ARENA NEEDS TO BE ACCOMPLISHED THROUGH ON-ICE, EARNED RECOGNITION AS A RESULT OF HEAD TO HEAD COMPETITION DURING LEAGUE, REGION, STATE, NATIONAL, AND/OR INTERNATIONAL PLAY. MOTION CARRIED 6-0. 12. NHL Pro Game Mr. Czech stated that there has been a request that the Arena donate ice time for an N.H.L. pro charity game with the funds raised going to Elk River Youth Hockey. Mr. Czech stated that Trevor Stewart, an Elk River High School alumni, is organizing the event and stated that he has received commitments from fellow Elk River High School alumni Dan Hinote of the Colorado Avalanche and Paul Martin of the New Jersey Devils. Chair Martin indicated that there is some question as to whether or not N.H.L. players are able to participate in these events while they are under contractual agreement with their N.H.L. team. He stated that he left a message for Paul Martin to clarify whether or not his contract allows his participation in this event. Mr. Czech stated that his recommendation if this event moves forward would be for someone to work closely with the event organizers to keep staff and the Commission informed. He indicated that former Commissioner Kent Madsen has expressed interest in being the liaison between staff and the Commission and the event organizers. Mr. Czech noted that he will also be keeping in contact with Mr. Stewart. Chair Martin indicated that he would work with Mr. Madsen on this event MOVED BY COMMISSIONER HALGREN AND SECONDED BY COMMISSIONER JOHNSON TO RECOMMEND TO THE CITY COUNCIL THAT IF THE NATIONAL HOCKEY LEAGUE PRO-CHARITY GAME TAKES PLACE THAT THE ARENA DONATE THE ICE TIME. MOTION CARRIED 6-0. Ice Arena Comnussion Minutes April 4, ?006 Page 5 13. Staff Updates Mr. Czech provided an update on the summer projects, upcoming dry floor events, and on Arena goals. 14. Adjournment MOVED BY COMMISSIONER HALGREN AND SECONDED BY COMMISSIONER FOSS TO ADJOURN THE APRIL 4, 2006 ICE ARENA COMMISSION MEETING. MOTION CARRIED 6-0. Respectfully submitted, ~~ Jessica Miller Recording Secretary