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04-14-2009 ICE MINMEETING OF THE ELK RIVER ICE ARENA COMMISSION HELD AT CITY OF ELK RIVER TUESDAY, APRIL 14th 6:OOpm Members Present: Chair Martin, Vice Chair Johnson, Commissioners Barth, Foss, Malzahn, Gumphrey(late arrival) Members Absent: Commissioner Larson Staff Present: Finance Director Tim Simon, Arena Manager Rich Czech, Arena Assistant Laura Estby 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 6:08 p.m. by Chair Martin. 2. Consider 4/14/09 Ice Arena Commission A eg_nda MOTION BY RICH CZECH TO MOVE ICE RATES TO #6. MOTION BY COMMISSIONER BARTH TO ADD DISCUSSION REGARDING CHUCK A PUCK. THE MOTION CARRIED 5-0. 3. Consider 1/09/09 Ice Arena Commission Minutes MOVED BY COMMISSIONER BARTH AND SECONDED BY VICE CHAIR JOHNSON TO APPROVE THE JANUARY 9TH, 2009 ICE ARENA COMMISSION MINUTES. MOTION CARRIED 5-0. 4. Open Mike No Discussion 5. 2009 Financial update Finance Director Tim Simon stated that the 2008 numbers have been finalized. On the revenue side, rentals have basically stayed the same, recreation programs have dropped slightly, there was a decrease in dry floor revenue as well as in vending, however that seemed to correlate with an increase in cost in running the machines. Overall total revenue was $640,000 which was a decrease of $19,000. On the expenditure side, it was noted that the cost of living has increased as well as operating expenditures. The contract with Bernick's Pepsi was also renewed and costs did increase. Overall in 2008 the arena had a net loss of $236,000. $100,000 of that was for the new Zamboni, which was paid for by the liquor store. The City then covered the remaining $136,000. The main discrepancy between the projected and actual costs came from utilities. Arena Manager Rich Czech noted that our utilities company projected a 3% increase last year, and in actuality an 8-9% increase was realized. Czech also stated that it appears this will be the norm in the upcoming years. Finance Director Tim Simon noted that we are hoping to achieve $432,000 in ice rentals for 2009 and that we have budgeted fora 5% increase for utility costs. Arena Manager Rich Czech noted that the arena has not had as many tournaments and that there may be a drop in the number of high school games. In addition the cost for concessions items has increased. Czech notes that in discussions with other arena managers, he has heard that everyone's concessions revenue has decreased. In addition, the arena purchased a convection oven this year which took some of our revenue. COMMISSIONER BARTH MOTIONS TO APPROVE THE BUDGET INFORMATION AS PRESENTED. MALZAHN SECONDS THE MOTION. APPROVED 5-0. 6. Ice Rates Arena Manager Rich Czech notes that last year, the rates were increased $5/hr, and traditionally, we only raise rates every other year. Due to our desire to stay competitive with other rinks, and to give relief to our customers, he suggests keeping the rates the same for the next year. Already, he notes, we are seeing a decrease in summer programs, and he fears that we will out price our customers and that we will see a decrease in new players due to the cost. Czech also states that the BeckerBig Lake district is very close to breaking ground for their own arena, which could also cause us to lose customers. Chair Martin opens the floor to the Public which includes Lyle Slawson, the President of the Elk River Youth Hockey Association, and Paul Paige, the Vice President. Slawson agrees with Czech that we need to keep rates the same for next year. He notes that they were taken off guard by the increase last year, and when rates increase, they are forced to either buy fewer hours, or raise their rates. Slawson states that despite the increase, they purchased the same amount of hours this year as last- and that their biggest expenditure is ice time. Discussion takes place regarding additional sources of revenue for Youth Hockey. Commissioner Malzahn notes that Arena Manager Czech has suggested keeping rates the same, and that the arena's biggest customer agrees. He wants the record to reflect that he is in favor of the rates remaining the same-as he has to leave. Discussion takes place regarding scholarships for kids to be able to pay their Youth Hockey fees- in the past local businesses have helped.(Commissioner Gumphrey Arrives) COMMISSIONER BARTH MOTIONS TO KEEP RATES FLAT. FOSS SECONDS THE MOTION. APPROVED 5-0. 7. Li ting Replacement for Olympic Rink Arena Manager Rich Czech states that this was included in the CIP for 2010, in addition to being part of our submission for the stimulus funding. Because we still are unsure how much LGA we will receive we cannot be sure what will stay in the CIP, more information should be available by our next meeting. If we receive money from-the stimulus package, we will like have to call a special meeting to get the ball rolling. Commissioner Humphrey inquires as to the cost of the lighting. Arena Manager Czech notes that the 2007 estimate was $70,000 but states that we could probably do some additional research to find better pricing. 8. Renovating the Barn's Roof Arena Manager Rich Czech notes that $100,000 was in the CIP for 2009 for renovating the Barn's roof. An engineer was hired to access the roof to see if there were any immediate dangers and if the entire roof would need to be replaced or if additional roofing materials could be added to the existing and still be structurally sound. The report found that the roof has 5-10 years life left, and that we could add additional material to the roof and still be structurally sound. Czech states that we will have to hire contracts to fix a couple of problem spots due to humidity, but the next major step depends on the availability of funds. Chair Martin suggests putting together ashort/long term goals list for the August Commission Meeting as well as the City Council. Finance Director Tim Simon notes that as part of the CIP, the council will go through the goals. 9. High School Alumni Hockey Game Arena Manager, Rich Czech notes that we have already had one meeting regarding the game and that we are getting the ball rolling with a tentative date of 7/23/09. We are already gathering information from interested players, and a commitment from Paul Martin to help. The revenue generated would help fund new locker rooms. Czech notes that a second meeting is scheduled for the following week. 10. Ice Rates revisited) Discussion takes place regarding the amount of revenue that is generated by high school hockey games, and how much goes to the arena as opposed to the school. Commissioner Barth notes that all other schools in our district charge $7 for adults, and we are still at $6. This could generate an additional $10,000 in revenue. Financial Director Tim Simon notes that while any additional revenue is helpful, we have to weigh the benefits with the current economic situation. Commissioner Barth notes that the student rate should stay at $4. VICE CHAIR JOHNSON MOTIONS THAT COMMISSIONER BARTH BE ALLOWED TO TAKE A REQUEST TO THE SUPERINTENDANT TO RAISE THE HIGH SCHOOL HOCKEY TICKET RATE TO $7 FOR ADULTS, BUT TO KEEP THE STUDENT RATE AT $4. MOTION SECONDED BY FOSS. ALL APPROVED 5-0. Commissioner Barth states that he will have a decision by the next meeting and that he will also look into other schools in the district to try to have a uniform distribution of ticket revenue between the arenas and the schools. 11. Zamboni Advertising Arena Manager Rich Czech notes that we have an advertiser for our second Zamboni-Global Mechanical. He states that the 5 year contract is cheaper for this machine than the primary because it is not used as often. 12. Staff Updates A. Dry Floor Events Arena Manager Rich Czech reviews the upcoming events including the Flip the Switch concert, which is expecting 2500 patrons, and the Spring Craft Fair. Czech notes that many vendors are harder to come by, because they aren't able to make enough money. In addition, the Jose Cole Circus will be in the barn again this year with the Elk River Figure Skating Club being the sponsor. We will also host the Go Fish Kids Consignment sale in mid May. B. Clinics /leagues /Skating Academy /Annual Ice Show Arena Manager Czech notes that Breakaway numbers are staying fairly consistent and that our skating classes are as well. Ice show numbers are down slightly from last year, but considering the economic situation he is still very happy with the turnout. C. Projects and summer repairs Czech notes that due to budget constraints we will not be doing any major repairs. Over the. years, the ice in the Olympic Rink has lost some of it's clarity and sharpness, making the- lines foggy and sometimes hard to see. Because of this we will take out the ice in the Olympic Rink 5/17/09 and have it back in on 6/9/09. 13. Other Business Commissioner Barth discusses an incident with the Chuck a Puck fundraiser, where a patron to a hockey game was hit with a puck and came to the school to pay the deductible on the $900 medical bi11..He suspects that the school district will pay for it, however, they will also likely want a review of how the game is played and how it can be made safer. Barth suggests disclaimers and inquires as to whether or not we need to consult the City's attorney. Financial Director Tim Simon offers to discuss the matter with the League of Minnesota City's. Chair Martin suggests the possibility of putting a disclaimer on the tickets as well as making announcements throughout the game. Vice Chair Johnson inquires about the progress of the wall of fame. Arena Manager Rich Czech states that it has been put on the back burner due to the Alumni Game. Chair Martin suggests that if the alumni game moves forward, it would be good to have the Wall in place. COMMISSIONER FOSS MOTIONS FOR ADJOURNMENT. MOTION SECONDED BY VICE CHAIR JOHNSON. MOTION CARRIES 5-0. Minutes epared by u ~ Estby Tina Allard, City Clerk ~, ~ ~ Dale Martin, Chair