5. - 11. ICESR 04-10-2007City of Elk River
Ice Arena Commission Meeting
Agenda
Tuesday Apri110, 2007
Elk River City Hall /Upper Town meeting room
6:OOpm
1. Call meeting to order
2. Consider 4/10/07 Ice Arena Commission Agenda
3. Consider 1/10/07 Ice Arena Commission Minutes
4. Open Mike
5. Review 2006 operating finances /Current information on 2007 financial status
6. Ice Sales /Ice rates
7. Concession Stand
8. Energy Saving Measures
• Co -Ray Vac (Heating over Bleachers)
• Lighting for over the Rinks
:• Low E -Ceiling (Insulating Ceiling over the rinks)
• Energy Management System
9. Walking Track
10. Remodeling of the Entryway and Lobby
11. Staff Updates:
12. Other Business
13. Adjournment
MEMORANDUM
TO: Ice Arena Commission, Members
FROM: Rich Czech, Arena Manager
DATE: April 3, 2007
SUBJECT: Agenda Memo - Apri13, 2007
5. Review 2006 operating finances and current information on 2007 financial status
Attached for your review are the financial summaries for the Arena for the years 2004,
2005, and 2006 along with the budget for 2006 and 2007. Included are some historical
data and an outline of capital improvements that have been made over the years.
Ice revenue for 2006 was projected to be $389,400.00; the actual revenue was
$410,210.00, $20,810.00 higher than what was projected. This increase was due to the
fact that more hours were rented in the summer than what was anticipated along with
some of the later hours being rented during the season.
Most of the other revenue items were very close to the budget, however the vending and
building rental was down from what was budgeted. In talking to the Bernicks route
driver, the owner of grand Prix Vending (our $.25 vending), and the owner of C.D.L.
Video, they all felt that their business has been down this past year. I am working with
C.D.L. Video on getting up to date video machines in the video area. Over the last few
years we have not gotten the best machines. When talking to the owner he has said that
machines are expensive to purchase and that he needed to get a certain volume from a
machine in order to place it at a site. If I can not work out something with C.D.L., I will
be looking at alternative companies for videos or a different venue for that area.
The "Learn to Skate" program and skating Academy continues to grow. This is due in
part to our Director, Janice Perszyk and her talented instructors. In 2006 the recreation
programs took in over 24% more in revenue than in 2005. We will need to expand these
programs this coming season to avoid over crowding during lessons.
2006 was the first full year that the Arena operated the concession. After expenses, the
Concessions netted $22,503.00, a little over $1,000.00 from the 2006 budget. Next
season will be more challenging since there will be less varsity games due to the fact that
we will no longer be hosting Roger's High School home games.
Before the Building debt, the Arena was $139,806.00 in the black. However after paying
off the debt, the Arena ended $62,014.00 in the red.
6. Ice Sales /Ice Rates
Attached for your review is the resent Minnesota Ice Arena Managers Association
(M.I.A.M.A.) survey. As you will notice the hourly rate of some Arena's is approaching
$200.00 an hour. When considering raising ice costs we have to take into consideration
several factors. What are other rinks charging in our region, the Arena's expenses, and
how it is going to affect our customer base?
After researching and considering the above items, I am recommending that we raise our
seasonal rates (September through Mid March) to $163.00 an hour for prime time ice,
and $135.00 an hour for non prime time ice.
Attached for your review is a graph of the customers during the 2005 - 2006 season and
the 2006 - 2007 season, along an itemized break down of ice hours that they rented
during each season.
Even though we increased ice rentals in some areas, there were other areas where ice
rentals went down resulting in a net loss of about 100 hours. Some of the lost hours came
from the summer months where a few of the clinics had to reduce the amount of hours
they rented due to low registration numbers. Due to low registration numbers the
following clinics will not be returning to the Arena, John Bazzachini and the Adam
Hauser Goalie clinic. Along with these two clinics we will no longer have the Roger's
S.T.P. clinic due to the fact that they will be holding this clinic at their own rink. The
Northwest suburban High school hockey league that rented evening hours in June has
dropped their league and will be looking at running a roller blade clinic at the Arena
instead. In all, I expect to sell about 1001ess hours this summer than last summer.
To try to make up some of the lost hours in the off season, we are planning on marketing
the Break Away program more aggressively to expand the number of teams that are
participating in it. We will also be looking at other programming ideas, such as
broomball and off season hockey tournaments.
7. Concession Stand
The operations of the concession stand went very well this pass season. One area that
needs to be worked on is the profit margin. Last year we were at about an 18.5% profit
margin, my goal for next season is to get it above 20%.
This season we introduced Caribou Coffee along with smoothies. Both sold very well
and the profit margin on coffee is about the same as when we were selling the New
England brand. This summer I will be looking at some options of purchasing our own
coffee machines. With our own machines we do not have to lease the machines from any
company which brings down the price of the coffee we purchase which will then increase
our profit margin for coffee. Besides keeping them clean, the coffee Machines are pretty
much maintenance free, however the initial cost of the machine can be expensive.
8. Energy Saving Measures
A. Co Ray -Vac (Heating System over the Bleachers)
Over the season we have made some minor changes to the co -ray vac system. The
system has been re -wired so that when the heat is turned on by the staff it comes on
at a pre determine amount of time. In the pass the system was on a timer, the timer
could be turned on up to six hours at a time. There were several times when the
heating system was turned on for six hours at a time when it only needed to be on for
a couple of hours. Now staff just pushes a button and the system turns off in a couple
of hours. Two zones were created when the system was re -wired. When staff turns
on the system only two heaters turn on instead of all four. The remaining two heaters
can be turned on by a key when there is a larger crowd such as during a varsity game.
The heating system for the eastside bleachers has also been keyed so that it can not be
turned on unless needed. The Barn heating system has also been re -wired so that
when the button is pushed the heating system comes on for a couple of hours.
B. Lighting System for over rinks
As you are aware of, over the last few months we have been looking at replacing the
lighting system over the rinks. The first company we dealt with gave us a figure of
about $45,000.00 to replace the metal halide fixtures in the Olympic rink to
fluorescent fixtures. After reviewing their numbers, the Arena Commission wanted a
second quote. I meet with Nelson and Rudie & Associates. Attached for your review
is their quote for the lighting system over the Olympic rink as well as lighting over
the walking track. Their numbers are comparable to the first numbers we received,
however their light fixtures are not the same quality as the first light fixtures that we
were looking at. Nelson and Rudie were the engineers for the lighting system for the
Roger's Arena. The light fixtures at Rogers are a nice fixture, however the first ones
we were shown are a higher quality.
On Friday (April 6th) I will be meeting with Ron Farm from Winn Electric to review
another type of lighting, induction lighting. From the minimum amount that I know,
initial costs up front is more but the bulbs last about fives times longer than
fluorescents. I will have a better idea of this type of lighting at the meeting.
After reviewing the layout with the Arena's electrician, we believe that we could
install the fixtures without any middle person. This would save us about $10,000.00 -
$15,000.00 depending on what type of fixture we decide on or what type of system
we decide on. Over the next couple of months I will be working with the electrician
to determine the best system for our needs.
C. Low E -Ceiling
A Low E Ceiling is basically an insulation system that covers the ceiling of the rink
area. The Low E -Ceiling is designed to help reduce heat load to the ice sheet which
will result in the compressors running less. There are several options and opinions
out there from a number of manufactures. I talked with one representative from an
low e -supplier, he gave me a rough quote of $40,000.00 for the Olympic, and
$35,000.00 for the Barn. Since there are so many options, we are going to explore
them and present them to the Commission at the next meeting.
D. Energy Management System
An energy management system would be a nice addition to the Arena. However the
money that would be needed for such a system would be better spent on replacing
some outdated equipment with energy efficient equipment. Some of these items
include soft start motors for the compressors or adding capacitors to the existing
compressors, and replacing Barn's condenser. After some of these items are
completed, it would then make sense to move forward with an energy management
system to control the buildings utilities.
9. Walking Track
We have approached the Lions Club for a donation for a synthetic matting system for the
walking track. The matting system would have a bottom padding that would help ease
the stress on walkers joints when they are walking on the track. The synthetic matting is
very durable and is easily maintained. The cost of this system is about $35,000.00. We
are hoping that the Lions Club will respond considerately to our request.
10. Remodeling of front entryway and Lobby
Over the years it has been apparent that the lobby at the arena is insufficient. When
approaching the local youth hockey district about planning a big tournament at the rink,
the first question or concern that is brought up is the size of the Lobby. During Varsity
games it is extremely crowed and is almost impossible to navigate through the lobby to
get to the bathrooms. People in line for the concession stand are constantly moving to
allow people to cut in front or behind them in order to allow them to pass by. We are in
need of a meeting room as well as an office area for staff and a storage area for janitorial
supplies and equipment. The Skating Academy can not hold competitions due to the fact
that their association requires a place for the judges as well as an area for a hospitality
room. The list could go on, the bottom line is that we have out grown our lobby space a
long time a go and need to move forward on a larger up to date space that will move us
into the future. Bill and I have talked several times about the Arena's needs and would
like to move forward with hiring an architect to get a rough draft of the design and the
costs associated with the project.
11. Staff updates
Over the last few months we have been pursuing a safety grant from the Minnesota
Department of Labor and Industry for a scissors lift for the Arena. After being rejected
two times, the third submittal was approved. The Department of Labor and Industry
awarded $6,230.00 in matching funds for the scissor lift. On Apri12°a City Council
Meeting, the Cities Safety Officer (Bruce West) and I proposed purchasing a scissor lift
for $12, 460.11. The city council approved the request and the scissor lift was purchased
the next day. The lift will be used for several items throughout the building, mainly for
changing rink bulbs and cleaning higher areas in the buildings. The lift will also be used
to change the Arena's parking lot bulbs and used for other projects throughout the city.
This summer we have several projects that we will be working on. The north end of the
Barn will be remodeled with the center wood to match the rest of the Barn. The railings
in the Olympic rink will be painted along with some of the locker rooms and lobby. A
portion of the roof over the lobby will be re done so that the water will floe to the roof
drains and not pond up in the corner of the building. Locker room benches will be
replaced in all of the locker rooms, provided that we receive the money needed from the
land abatement fund. The Olympic rinks ice will be re painted this spring and will be
ready to skate on in June. This is the time of the year that building receives its main
cleaning, from top to bottom. The Veterans of Foreign War donated $3,500.00 to install
a flag pole in front of the building, that project will include some prep work from the
street department before it can begin.
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March 7, 2007
Nelson-Rudie & Associates, Inc.
Structural -Mechanical -Electrical
Consulting Engineers
Rich Czech
City Of Elk River- Arena Manager
1000 School Street NW
Elk River, MN 55330
Re: Lighting Retrofit of Olympic Rink
Rich:
2575 University Ave. West
Suite 135
St. Paul, MN 55114
Please find below our proposal to change the lights from HID to fluorescent on the
above mentioned project. The new lighting will provide an average of over 70
foot-candles and more light over the seating areas which had minimum levels
before.
New Rink Li hting_:
• Remove existing 1000W MH fixtures
• Provide 106 4-foot, 6-lamp fixtures
• Install new 480/277V panel
• Provide lighting control panel and two control stations for new lighting
Preliminary Budget: $50,000 to $60,000
Break out cost for the lighting control panel: $3,500
New Walking Track Lights
• Provide twenty-two (22) new strip fixtures around track
• Provide control; either regular switching or tie into new lighting panel
Preliminary Budget: $5,500 to $6,100
Engineering Fees are based upon your expectations of level of "completeness."
For this project our fees would range between $2,000 and $3,000.
Attached is the photometric layout with the new light fixtures. It indicates an
average of approximately 71 foot candles.
Dennis A. Nelson, P.E.
Scott F. Rudie, P.E.
Andrew N. Erdmann, P.E.
Joseph M. Pearce, P.E.
Michael D. Woehde P.E.
TeI: (651) 644-2400
Fax: (651)647-4120
www,nelsonrudie.com
ELK RIVER ICE RINK
PROPOSAL
PAGE 2
We look forward to working with you on this project. Please let me know if you
have any questions regarding this proposal.
Sincerely,
Y.--
~.
Will Evans, P.E.