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Home My WebLink AboutCity Council Packet 04-15-2003 SpecialAgenda City of Plymouth Special City Council Meeting Tuesday, April 15, 2003 immediately following the Board of Equalization Meeting) Council Chambers 1. Call to Order 2. 2001 Audit Report 3. Third sheet of ice 4. Schedule future study session topics 5. Adjourn Agenda Number: cz, TO: Dwight D. Johnson, City Manager FROM: Larry S. Jacobson, Finance Manger through Dale E. HaAirector of Finance and Information Technology SUBJECT: Meeting with the Auditors on 2001 Audit DATE: April 9, 2003 for Special Council meeting April 15, 2003 1. PROPOSED ACTION: Meet with the auditors to review management letter comments which were part of the 2001 audit and to consider establishing a forum for discussion of future audits. 2. BACKGROUND: The City annually contracts with an independent Certified Public Accounting firm to audit the City's Comprehensive Annual Financial Report. The audit process involves many different aspects and reporting requirements. As part of the reporting requirements, the auditors provide the council with an "Audit Communication Letter" and "Management Letter". Audit Communication Letter This letter is a separate communication to the Mayor and Council members, which is required by professional auditing standards. It communicates to the City Council certain matters that may be of interest in fulfilling the council's obligation to oversee the financial reporting and disclosure process for which the management of the City is responsible. Management Letter This letter addresses recommendations that the auditors developed concerning certain matters related to the City's internal control and certain observations and recommendations on other matters that were developed while they were planning and performing the audit of the financial statements. The 2001 Management Letter included the following background and recommendation: Background: The optimal governance relationship is frequently described as one in which the audit committee, management and the external auditors recognize the interdependency and engage in open, candid dialogue. Management, the external auditors, and the audit committee must work together in a spirit of mutual respect and cooperation. The current practice, which consists of a televised formal presentation, does not always encourage open, candid discussions. The components of the Committee of Sponsoring Organizations (COSO) Framework is one of the most important tools for implementing effective internal controls and financial management. NAFinance Department\Accounting\RESOLTNS\Ljacobson\Study session to review 2001 audit.doc Recommendation: Management and the City Council should consider inviting the auditors to a work session to discuss their procedures and audit results. We recognize the commitment of the City Council and management to maintain strong internal controls over financial reporting and also encourage the City to promote a citywide focus on applying the principles of the Committee of Sponsoring Organizations (COSO) Framework. The COSO Framework provides a common definition of internal control over financial reporting and general standards or criteria for maintenance of effective internal control. The COSO Framework broadly defines internal control as a process, affected by an entity's board of directors, management and other personnel, designated to provide reasonable assurance regarding the achievement of objectives in the following categories: Effectiveness and efficiency of operations Reliability of financial reporting Compliance with applicable laws and regulations COSO further identifies five components indicative of an overall system of internal control, which provide reasonable assurance that management's specific objectives with respect to financial reporting, compliance with laws and regulations, and operating efficiency will be achieved. These interrelated components are as follows: Control Environment — The control environment sets the tone of an organization, influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure. Control environment factors include the integrity, ethical values, and competence of the institution's people; management's philosophy and operating style; the way management assigns authority and responsibility, and organizes and develops its people; and the attention and direction provided by the City Council. Risk Assessment — Every entity faces a variety of risks from external and internal sources that must be assessed. A precondition to risk assessment is establishment of objectives, linked at different levels and internally consistent. Risk assessment is the identification and analysis of relevant risks to achievement of the objectives, forming a basis for determining how the risks are managed. Because economic, industry, regulatory, and operating conditions will continue to change, mechanisms are needed to identify and deal with the special risks associated with change. Control Activities — Control activities are the policies and procedures that help ensure management directives are carried out. They help ensure that necessary actions are taken to address risks to achievement of the institution's objectives. Control activities occur throughout the organization, at all levels and in all functions. They include a range of activities as diverse as approvals, authorizations, verifications, reconciliations, reviews of operating performance, security of assets, and segregation of duties. Information and Communication — Pertinent information must be identified, captured, and communicated in a form and time frame that enable people to carry out their NAFinance Department\Accounting\RESOLTNS\Ljacobson\Study session to review 2001 audit.doc responsibilities. Information systems produce reports, containing operational, financial, and compliance -related information, that make it possible to run and control the business. They deal not only with internally generated data, but also with information about external events, activities, and conditions necessary for informed business decision making and accurate external reporting. Effective communication must also occur in a broader sense in all directions throughout the organization. All personnel must receive a clear message from senior management that control responsibilities must be taken seriously. They must understand their own role in the internal control system, as well as how individual activities relate to the work of others. They must have a means of communicating significant information upstream. There also needs to be effective communication with external parties, such as customers, suppliers, regulators, and taxpayers. Monitoring — Internal control should be monitored — a process that assesses the quality of the system's performance over time. This is accomplished through ongoing monitoring activities, separate evaluations, or a combination of the two. Ongoing monitoring occurs in the course of operations. It includes regular management and supervisory activities, and other actions personnel take in performing their duties. Internal audit frequently performs a monitoring function within institutions. The scope and frequency of separate evaluations will depend primarily on an assessment of risks and the effectiveness of ongoing monitoring procedures. Internal control deficiencies should be reported upstream, with serious matters reported to senior management and the City Council. Copies of the 2001 "Audit Communication Letter", "Management Letter" and City staff Responses to Auditors' Management Letter comments are attached for your review. 3. DISCUSSION: Kirsten Vosen, Audit Partner, from Deloitte & Touche LLP will be at the April 15, 2003 special council meeting to discuss their procedures and audit results. She will review in more detail the COSO Framework, and how that framework relates to the City Council. In addition, we will discuss the benefits of having a work session to review the results of the 2002 audit which is currently being conducted and planned for the June 24th meeting. NAFinance DepartmentWccounting\RESOLTNSU.jacobson\Study session to review 2001 audit.doc Deloitte & Touche LLP 400 One Financial Plaza 120 South Sixth Street Minneapolis, Minnesota 55402-1844 Tel: (612) 397-4000 Fax: (612) 397-4450 www.deloitte.com May 17, 2002 Honorable Mayor and Members of the City Council of the City of Plymouth, Minnesota Plymouth, Minnesota Dear Mayor and Council Members: Deloitte Touche We have audited the general purpose financial statements of the City of Plymouth, Minnesota (the City) for the year ended December 31, 2001 and have issued our report thereon dated May 17, 2002. Our professional standards require that we communicate with you concerning certain matters that may be of interest to you in fulfilling your obligation to oversee the financial reporting and disclosure process for which management of the City is responsible. We have prepared the following comments to assist you in fulfilling that obligation. Our Responsibility under Generally Accepted Auditing Standards: Our responsibility under auditing standards generally accepted in the United States of America (generally accepted auditing standards) and Government Auditing Standards, issued by the Comptroller General of the United States, has been described to you in our engagement letter dated January 2, 2002. As described in that letter, those standards require, among other things, that we obtain an understanding of the City's internal control sufficient to plan the audit and to determine the nature, timing, and extent of audit procedures to be performed. We have issued a separate report to you, also dated May 17, 2002, containing our comments on the City's internal control. Significant Accounting Policies: The City's significant accounting policies are set forth in Note 1 to the general purpose financial statements. During the year ended December 31, 2001, there were no significant changes in previously adopted accounting policies or their application with the exception of the adoption of Governmental Accounting Standards Board Statement No. 33, Accounting and Financial Reporting for Nonnezchange Transactions. Management Judgments and Accounting Estimates: Accounting estimates are an integral part of the general purpose financial statements prepared by management and are based on management's current judgments. Those judgments are normally based on knowledge and experience about past and current events and on assumptions about future events. Significant accounting estimates reflected in the City's 2001 general purpose financial statements include the self-insurance reserve and tax abatements, which are determined using the most current information from Hennepin County and the City's assessing department. During the year ended December 31, 2001, Deloitte Touche Tohmatsu Honorable Mayor and Members of the City Council May 17, 2002 Page 2 we are not aware of any significant changes in accounting estimates or in management's judgments relating to such estimates. Audit Adjustments: Our audit was designed to obtain reasonable, rather than absolute, assurance about whether the financial statements are free of material misstatement, whether caused by error or fraud. In addition, we are obligated by generally accepted auditing standards to inform you of any adjustments arising from the audit that could, in our judgment, either individually or in the aggregate, have a significant effect on the City's financial reporting process. All proposed audit adjustments (whether recorded or uncorrected) were reviewed with management and were determined, individually or in the aggregate, not to have a significant effect on the financial reporting process. In addition, we are obligated by generally accepted auditing standards to inform you about uncorrected misstatements (regardless of whether they have a significant effect on the financial reporting process) aggregated by us during the current engagement and pertaining to the latest period presented that were determined by management to be immaterial, both individually and in the aggregate, to the financial statements taken as a whole. There are no such uncorrected misstatements, as all misstatements detected in our audit have been corrected by management. Other Information in the Comprehensive Annual Financial Report: When audited general purpose financial statements are included in documents containing other information such as the City's Comprehensive Annual Financial Report, generally accepted auditing standards require that we read such other information and consider whether it, or the manner of its presentation, is materially inconsistent with the information, or the manner of its presentation, in the financial statements audited by us. We have read the other information in the City's Comprehensive Annual Financial Report and have inquired as to the methods of measurement and presentation of such information. If we had noted a material inconsistency, or if we had obtained any knowledge of a material misstatement of fact in the other information, we would have discussed this matter with management and, if appropriate, with the City Council. Difficulties Encountered in Per the Audit: In our judgment, we received the full cooperation of management and staff and had unrestricted access to the City's management and to the City Council in the performance of our audit. This report is intended solely for the information and use of the City Council, management, and others within the City and is not intended to be and should not be used by anyone other than these specified parties. We will be pleased to discuss this report with you further at your convenience. Yours truly, 1/,/(_ 4•- LLP Deloitte & Touche LLP 400 One Financial Plaza 120 South Sixth Street Minneapolis, Minnesota 55402-1844 Tel: (612) 397-4000 Fax: (612) 397-4450 www.deloitte.com Deloitte Touche May 17, 2002 Honorable Mayor and Members of the City Council City of Plymouth, Minnesota Dear Mayor and Members of the City Council: In planning and performing our audit of the general purpose financial statements of the City of Plymouth, Minnesota (the City) for the year ended December 31, 2001 (on which we have issued our report dated May 17, 2002), we considered its internal control in order to determine our auditing procedures for the purpose of expressing an opinion on the financial statements and not to provide assurance on the City's internal control. Such consideration would not necessarily disclose all matters in the City's internal control that might be material weaknesses under standards established by the American Institute of Certified Public Accountants. A material weakness is a condition in which the design or operation of one or more of the internal control components does not reduce to a relatively low level the risk that misstatements caused by error or fraud in amounts that would be material in relation to the general purpose financial statements being audited may occur and not be detected within a timely period by employees in the normal course of performing their assigned functions. We noted no matters involving the City's internal control and its operations that we consider to be material weaknesses as defined above. We did note other matters related to the City's internal control and certain other accounting, administrative, or operating matters. Our comments are presented as follows: Section I - Current -Year Comments and Recommendations Section II - Update on Prior -Year Comment and Recommendation This report is intended solely for the information and use of the City Council, management, and others within the City and is not intended to be and should not be used by anyone other than these specified parties. We will be pleased to discuss these comments with you and, if desired, to assist you in implementing any of the suggestions. Yours truly, Deloitte Touche Tohmatsu SECTION I - CURRENT -YEAR COMMENTS AND RECOMMENDATIONS Establishing a Forum for Discussions with the Auditors: Observation: The City does not have an audit committee. Minnesota cities typically do not have an audit committee; however, with the advent of Governmental Accounting Standards Board 34 (where governmental accounting will more closely follow the private sector) combined with conflicting news, opinions, and proposed reforms circulating in this "Enron era," audit committees are likely to become more common in the public sector. Background: The optimal governance relationship is frequently described as one in which the audit committee, management, and the external auditors recognize their interdependency and engage in open, candid dialogue. Management, the external auditors, and the audit committee must work together in a spirit of mutual respect and cooperation. The current practice, which consists of a televised formal presentation, does not always encourage open, candid discussions. The components of the Committee of Sponsoring Organizations (COSO) Framework is one of the most important tools for implementing effective internal controls and financial management. Recommendation: Management and the City Council should consider inviting the auditors to a work session to discuss their procedures and audit results. We recognize the commitment of the City Council and management to maintain strong internal controls over financial reporting and also encourage the City to promote a citywide focus on applying the principles of the COSO Framework. The following is a summary of the COSO Framework, which is considered best practices for financial management: Components of the COSO Framework: Observations: The COSO Framework provides a common definition of internal control over financial reporting and general standards or criteria for maintenance of effective internal control. The COSO Framework broadly defines internal control as a process, affected by an entity's board of directors, management and other personnel, designed to provide reasonable assurance regarding the achievement of objectives in the following categories: Effectiveness and efficiency of operations Reliability of financial reporting Compliance with applicable laws and regulations. 2 COSO further identifies five components indicative of an overall system of internal control, which provide reasonable assurance that management's specific objectives with respect to financial reporting, compliance with laws and regulations, and operating efficiency will be achieved. These interrelated components are as follows: Control Environment - The control environment sets the tone of an organization, influencing the control consciousness of its people. It is the foundation for all other components of internal control, providing discipline and structure. Control environment factors include the integrity, ethical values, and competence of the institution's people; management's philosophy and operating style; the way management assigns authority and responsibility, and organizes and develops its people; and the attention and direction provided by the City Council. Risk Assessment - Every entity faces a variety of risks from external and internal sources that must be assessed. A precondition to risk assessment is establishment of objectives, linked at different levels and internally consistent. Risk assessment is the identification and analysis of relevant risks to achievement of the objectives, forming a basis for determining how the risks are managed. Because economic, industry, regulatory, and operating conditions will continue to change, mechanisms are needed to identify and deal with the special risks associated with change. Control Activities - Control activities are the policies and procedures that help ensure management directives are carried out. They help ensure that necessary actions are taken to address risks to achievement of the institution's objectives. Control activities occur throughout the organization, at all levels and in all functions. They include a range of activities as diverse as approvals, authorizations, verifications, reconciliations, reviews of operating performance, security of assets, and segregation of duties. Information and Communication - Pertinent information must be identified, captured, and communicated in a form and time frame that enable people to carry out their responsibilities. Information systems produce reports; containing operational, financial, and compliance -related information, that make it possible to run and control the business. They deal not only with internally generated data, but also with information about external events, activities, and conditions necessary for informed business decision making and accurate external reporting. Effective communication must also occur in a broader sense in all directions throughout the organization. All personnel must receive a clear message from senior management that control responsibilities must be taken seriously. They must understand their own role in the internal control system, as well as how individual activities relate to the work of others. They must have a means of communicating significant information upstream. There also needs to be effective communication with external parties, such as customers, suppliers, regulators, and taxpayers. Monitoring - Internal control should be monitored - a process that assesses the quality of the system's performance over time. This is accomplished through ongoing monitoring activities, separate evaluations, or a combination of the two. Ongoing monitoring occurs in the course of operations. It includes regular management and supervisory activities, and other actions personnel take in performing their duties. Internal audit frequently performs a monitoring function within institutions. The scope and frequency of separate evaluations will depend primarily on an assessment of risks and the effectiveness of ongoing monitoring procedures. Internal control deficiencies should be reported upstream, with serious matters reported to senior management and the City Council. HRA: Observation: In our 2001 audit, we noted that outstanding balances with Minneapolis Public Housing Authority MPHA) are not reconciled on a timely basis, due to the fact the MPHA does not cooperate with the Plymouth Housing and Redevelopment Authority (HRA) to ensure that discrepancies are handled to achieve a timely and satisfactory resolution. Recommendation: The Plymouth HRA spends a considerable amount of time each month trying to reconcile the MPHA account alone. We recommend that Plymouth's HRA staff obtain a contact person at MPHA who can work on reconciling outstanding balances due for housing assistance payments and administrative fees. Cash Deposits: Observation: The City receives cash deposits from developers as part of the developer agreements. We noted that several of the deposits are quite old, some dating back to the 1980s. Recommendation: We recommend that the City review these deposits on a more current basis and remit the deposit back to the payors. Many of these deposits are stale. Problems arise in remitting deposits after a number of years in that the addresses are no longer valid or the company may have gone out of business. This could create a situation where the funds go unclaimed and will need to be turned over to the state. 0 SECTION II - UPDATE ON PRIOR -YEAR COMMENT AND RECOMMENDATION Internal Controls - Payroll: During the 2000 audit, it was noted that the City does not eliminate terminated employees from the payroll processing system in a timely manner. Unnecessary information in a payroll system can lead to mistakes and in one instance resulted in a situation where a check was issued to an individual that was no longer an active employee of the City. Although the City has controls in place that caught this situation, we recommended that the City eliminate all terminated employees from the payroll processing system as soon as possible after termination. Subsequent to the 2000 audit, the Human Resources department (HR) sends out reports showing active employees for other departments to review and indicate those no longer working. The City has just put an hourly rate report on the internal city web page, which lists all active employees and their hourly rates. They are hoping to use this tool for department review for terminated employees. This report is available to all supervisors to see all active employees in their division. HR will continue to ask departments for review and terminations. Park and rec has created a plan they believe will help them with notification of terminated employees to HR. MEMO CITY OF PLYMOUTH 3400 PLYMOUTH BOULEVARD, PLYMOUTH, MN 55447 DATE: June 5, 2002 TO: Dwight Johnson, City Manager FROM: Larry S. Jacobson, Finance Manager through Dale Hahn, Director of Finance and Information Technology SUBJECT: Responses to Auditors' Management Letter Comments for the Year Ended December 31, 2001 As part of the annual audit of the City's Comprehensive Annual Financial Report (CAFR), the auditors' submit a management letter. This memo contains recommendations that the auditors' developed concerning certain matters related to the City's internal control, and certain observations, and recommendations on other matters that were developed while they were planning and performing the audit of the financial statements. Staff responses to these recommendations are included in this report. Current -Year Comments and Recommendations Establishing a Forum for Discussion with the Auditors: Auditors Recommendation - Management and the City Council should consider inviting the auditors to a work session to discuss their procedures and audit results. We recognize the commitment of the City Council and management to maintain strong internal controls over financial reporting and also encourage the City to promote a citywide focus on applying the principles of the COSO Framework. Management Response - We encourage the City Council and management to establish a separate study session to meet with the auditors and review the financial statements in more detail. The Finance Department will review the Committee of Sponsoring Organizations (COSO) framework and refine, as needed, the City's policies and procedures to promote a city-wide focus on applying the principles to implement the best practices for financial management. Responses to Auditors' Management Letter Comments for the Year Ended December 31, 2001 Page 2 Plymouth HRA Auditors Recommendation - The Plymouth HRA spends a considerable amount of time each month trying to reconcile the MPHA account alone. It is imperative that Plymouth HRA staff obtain a contact person at MPHA that can work on reconciling outstanding balances due for housing assistance payments and administrative fees. Management Response - The Finance Department will work with the Community Development - Housing Division to provide the information and controls necessary to ensure improved accountability of the other HRA's to remit payments due to the Plymouth HRA. The following are changes implemented to ensure audit compliance: A two-thirds position has been added to the Section 8 staff to allow the housing technician more time to address the outstanding balances owed by the MPHA. A new monthly payment tracking system has been implemented to ensure that any outstanding balance owed by housing authorities is reconciled in a timely manner. Staff continues to contact the MPHA via phone and mail in an attempt to resolve the outstanding balances. Staff has also copied HUD staff on certain letters sent to MPHA. Cash Deposits Payable Auditors Recommendation - The City should review these deposits on a more current basis and remit the deposit back to the developers. Many of these deposits are stale. Problems arise in remitting deposits after a number of years in that the addresses are no longer valid or the company may have gone out of business. This could create a situation where the funds go unclaimed and will need to be turned over to the state. Management Response - The Finance Department currently submits this listing to departments periodically during the year for review. However, many of the deposits require further investigation and follow up. We will continue to work with the departments to maintain an accurate list of deposits payable and develop procedures with the departments to validate the deposit items and return the deposits on a time manner. We suggest that on at least an annual basis, the departments respond to affirm the validity of the remaining deposit balances and confirm that the address is current. NAFinance Department\Accounting\REPORTS\ANNUAL\2001 ReportWanagement letter responses 2001.doc 3 AGENDA ICE CENTER THIRD SHEET Tuesday, April 15 1. Introductions 2. Review cost estimate from Kraus—Anderson 3. Review traffic study from city engineer John Hagen 4. Review neighborhood meeting of April 10, 2003 5. Discuss parking issues (wetlands) 6. Review funding options 7. Review time line and future steps a. Set future meeting DATE: April 11, 2003 TO: Dwight Johnson, City Manager FROM: Eric J. Blank, Director, Parks and Recreation C>P SUBJECT: Plymouth Ice Center Third Sheet of Ice for Special Council Meeting of April 15, 2003 Tuesday night's meeting is meant to be an update and review session for the City Council. Since the last study session on February 201h, work has been done on a number of issues, which will be addressed in this memo. It is not anticipated that any action will be required of the Council unless they are so inclined at the conclusion of this meeting. However, direction in how the staff, park commission, Wayzata Hockey and Providence Academy should proceed would be appreciated. I anticipate that many of the individuals who were in attendance at the first study session will also attend this meeting, as well as residents who attended the neighborhood meeting on April 10th. A. Latest Cost Estimates Attached for Council review is a cost estimate dated April 10, 2003. This cost estimate was prepared under the direction of Richard Jacobson, vice president of the Midwest division of Kraus—Anderson Construction Company. I believe Mr. Jacobson will be present at the meeting on Tuesday to review this cost estimate. To arrive at a total estimate for the project, I have included two additional parking areas that were identified in the parking study completed in 2001. Area D-1, which is on the east side of the existing ice center parking area and included 69 cars, is estimated to cost $354,000 including the retaining wall. Area C, which is the northwest corner at 37th Avenue and Plymouth Boulevard, showing an additional 57 cars, is estimated at $338,000. Thus, the parking at $692,000 and the Ice Center at $4,169,884, brings the total to $4,861,884, which is the estimated cost of the project at this time. The project does contain a 7% contingency of $270,000. If the project had a 10% contingency that is normally used on City projects, the estimated cost of construction and parking improvements is approximately $5,000,000. This is about $500,000 less than estimated in February. B. Plymouth Ice Center Traffic Analysis Attached for Council review is a memorandum from assistant city engineer, John Hagen, dated April 2"d. John conducted two traffic analyses at the Ice Center in recent months. Traffic was counted on February lst during a Wayzata High School varsity boys' game against Hopkins High School. There were 311 paid customers at this game. A non-event traffic count during the same hours was completed on Saturday, March 22"d. John's report suggests that during an event such as a high school varsity game, we would generate approximately 130 additional vehicles, and approximately 10 of those vehicles would come from or return down 37th Avenue. During the 98% of the time when the ice sheet is not hosting high school games, we would anticipate a maximum of 40 additional vehicles with one to two of those vehicles to use 37th Avenue. Mr. Hagen will be present at the meeting on Tuesday evening to review with the Council his analysis of traffic. C. Neighborhood Meeting At the February 20th study session, the Council requested that Providence Academy and Wayzata Hockey host a neighborhood meeting with area residents. That meeting was held Thursday, April 10th, at the Plymouth Ice Center. An attendance sheet and a brief synopsis of that meeting are attached for Council review. D. Parking Issues/Wetlands In 2001 the City Council had a parking study done for the Plymouth Ice Center and LifeTime Fitness complex. The purpose of the study was to analyze future possible on- site parking expansion options. Based on that report, the Council authorized in 2002 in cooperation with LifeTime Fitness, the addition of 22 cars along Plymouth Boulevard in front of the LifeTime building, and an additional 52 cars immediately behind LifeTime Fitness. At this time, the 22 stalls in front of LifeTime were completed in the fall of last year, and have been in use all winter. The 52 sites behind LifeTime were not paved and have not been used by the public for any event at this time. The parking study shows that we have the ability to add a net 57 additional stalls in the northwest corner of -the parking lot and a net 69 stalls on the east side of the Ice Center. The parking on the east side can be completed with a retaining wall and a slight intrusion into the wetland buffer, but it would not be necessary to go into the wetland itself. With a net loss of 30 cars for the addition of the new rink, we have the ability to bring on a net 148 paved spots that are not currently paved. This would include the 52 that are partially completed at this time. If the traffic study is correct that we would anticipate an additional 130 cars for future high school games at the third rink, you may be able to assume that the parking conditions would not dramatically change from what they are today. We also have information at this time that LifeTime Fitness is looking at means to reduce usage at the club. This is not because of any parking issue, but because of overcrowding during peak times within the Club. People are waiting to get on exercise equipment. If they are successful in this endeavor, it is quite possible that within the next year or two, we might see a decline in the number of cars coming to use LifeTime Fitness during our peak evening hours. The Council may wish to discuss what they consider to be indications of a parking problem. At some time, it may be necessary to engage the services of somebody who can do an analysis of this for the City. We do know at this time that we meet the city's ordinance and have the ability to continue to meet the city's ordinances even with a new 400 -seat arena. None of these calculations at this time have taken into consideration the allowed parking on Plymouth Boulevard and 37th Avenue. E. Review Funding At this time, Providence Academy and Wayzata Hockey have offered a combined 1,250,000 for this project. Based on the latest cost estimate, that leaves a funding gap of $3,750,000 that needs to be covered. The City believes we can sell a revenue bond, or internally finance approximately $1 million with new net revenues from the facility. This would leave a balance of approximately $2,750,000 to be covered. Before the project can proceed, funding for this amount needs to be identified by the potential partners. F. Future Steps If the City Council wishes to further evaluate this project, it is suggested that: 1. PRAC meet to evaluate and recommend on the need for the project. 2. Staff be directed to meet with the potential partners in the project to evaluate funding options. 3. Staff be directed to address other concerns brought forward by the residents at the neighborhood meeting as well as any items raised at this study session meeting. 4. Staff be directed to evaluate the economics of the project including long—term use agreements and contracts. 5. Schedule another study session in six to eight weeks. EB/np PROJ: PLYMOUTH ICE CENTER -3RD SHEET LOC.: PLYMOUTH, MN EST.: KRAUS ANDERSON MIDWEST DIVISION ARCH: DEA DATE: 4/10/03 REVISED BUDGET ESTIMATE SQ. FT. = 30,000 MAIN 5,700 2ND LEVEL 35.700 SEC WORK QTY UNIT UNIT $ COST S/T $ / SQ. FT. 01 FOUNDATIONS BLDG. EXCAVATION & BACKFILL IN 12 LS 0 SOIL CORRECTION AT BUILDING ALLOW 25,000 FOOTINGS -EXT. WALL 574 LF 20.00 11,480 INT. WALL 400 LF 18.00 7,200 FOOTING - COL./PIER 10 EA 2,500.00 25,000 FOUNDATION WALLS IN PRCST SF 0 RIGID PERIM. INSULATION IN PRCST SF 1 0 DRAINTILE 480 LF 7.50 3,600 WATERPROOFING 2296 SF 3.00 6,888 79,168 2.22 02 SUBSTRUCTURE SLAB ON GRADE -RINK 17000 SF IN RINK I SF 1 0 BUILDING 13000 SF 3.00 39,000 S.O.G. SAND CUSHION 600 CY 10.00 6,000 M/E PADS LS 5,000 50,000 1.40 03 STRUCTURE ROOF FRAMING -STEEL COL./DECK 30000 SF 5.95 178,500 STEEL ERECTION ALLOW 0.00 50,000 COLUMN/BEAM AT EXISTING BUILDING ALLOW 0.00 30,000 CIP BLEACHERS 4200 SF 15.00 63,000 STEEL AT BLEACHERS 42001 SF 7.00 29,400 METAL PAN STAIRS 400 SF 15.00 6,000 LINTELS & MISC. LS 20,000 HANDRAIL S AT STAIRS 100 LF 25.00 2,500 STEEL RAILS AT ARENA 150 LF 75.00 11,250 FIRE PROOFING AT STRUCTURE ALLOWI 25,000 415,650 11.64 04 EXTERIOR WALL PRECAST EXTERIOR WALL 17374 SF 20.00 347,480 ALUMINUM ENTRANCES 200 SF 65.00 13,000 4 x 4 KALWALL OPENINGS 81 EA 1,500.001 12,000 OVERHEAD DOORS 2 EA 1,500.00 3,000 LOUVERS ALLOW 5,000 CAULKING/SEALANTS ALLOW 8,000 CURTAIN WALL/EXT GLASS 420 SF 45.00 18,900 EXITS 21 EA 1,250.00 2,500 MISC EXTERIOR PAINTING ALLOW 5,000 414,880 11.62 05 ROOFING EPDM 30000 SF 2.95 88,500 ROOF HATCH 1 EA 3,000.001 3,000 FLASHING/SHEET METAL ALLOW 10,000 WOOD BLOCKING/CURBS 975 LF 16.00 15,600 ROOF PAVERS ALLOW 2,500 MISC PATCHING AT EXISTING ALLOW 2,000 121,600 3.41 06 JINTERIOR CONSTRUCTION Page 1 PROJ: PLYMOUTH ICE CENTER -3RD SHEET LOC.: PLYMOUTH, MN EST.: KRAUS ANDERSON MIDWEST DIVISION ARCH: DEA DATE: 4110/03 REVISED BUDGET ESTIMATE SQ. FT. = 30,000 5,700 35700 SEC WORK QTY UNIT UNIT E COST SIT $ / SQ. FT. INTERIOR DEMO ALLOW 10,000 PARTITIONS - CMU 1000 SF 8.00 8,000 GYP 2000 SF 6.00 12,000 DOORS - SINGLE 18 EA 850.00 15,300 DOORS - DOUBLE 4 PRS 1,300.00 5,200 INTERIOR GLASS 1000 SF 18.00 18,000 DOORS - SPECIAL SHUTTERS ALLOW 5,000 CARPENTRY INSTALL ALLOWANCE LS 15,000 FINISHES - FLOORS 0.00 0 SC 2000 SF 0.50 1,000 CT 700 SF 6.00 4,200 CPTNCT 1783 SF 3.00 5,349 REC. ENTRY MAT ALLOW 4,000 RUBBER SKATE FLOORING 5000 SF 8.00 40,000 FINISHES - WALLS PAINT 29374 SF 0.50 14,687 CT 8501 SF 6.001 5,100 FINISHES - CEILINGS ACOUSTICAL 2500 SF 1.80 4,500 EXPOSED PAINTED -ARENA 30000 SF 0.80 24,000 MISC 2500 SF 0.75 1,875 GYP CEILINGS 7001 SF 10.001 7,000 FINISHES - SOFFITS ALLOW 10,000 MISC ALLOW 5,000 215,211 6.03 07 CONVEYING SYSTEMS N/A EA 0.00 0 0 0.00 08 MECHANICAL PLUMBING/HVAC/TEMP CONTROL 357001 SF 12.00 428,400 FIRE PROTECTION 35700 SF 2.00 71,400 499,800 14.00 09 ELECTRICAL SERVICE/DISTRIBUTION 357001 SF 3.75 133,875 MOTORS/EQUIP CONNECTIONS 35700 SF 0.50 17,850 LIGHTING 35700 SF 1.50 53,550 FIRE ALARM/SMOKE DETECT. 35700 SF 1.00 35,700 SOUND SYSTEM ALLOW 15,000 SECURITY SYSTEM ALLOW 0 255,975 7.17 10 GENERAL CONDITIONS/FEE CONTRACTOR FEE LS 1 150,000 GENERAL CONDITIONS. 8 MTHS 35,000.00 280,000 430,000 12.04 11 EQUIPMENT MAIN 2ND LEVEL Page 2 PROJ: PLYMOUTH ICE CENTER -3RD SHEET LOC.: PLYMOUTH, MN EST.: KRAUS ANDERSON MIDWEST DIVISION ARCH: DEA DATE: 4/10/03 REVISED BUDGET ESTIMATE SQ. FT. = 30,000 MAIN 5,700 2ND LEVEL 35.700 SEC WORK QTY UNIT UNIT $ COST S/T I SQ. FT. MILLWORK/CASEWORK ALLOW 10,000 SPECIALTIES ALLOW 7,500 TOILET PARTITIONS/ACCESSORIES ALLOW 7,000 LOCKERS/BENCHES ALLOWI 1 50,000 FOOD SERVICE EQUIPMENT N/A 0 BLEACHER SEATS 400 EA 75.00 30,000 SCOREBOARD ALLOW 10,000 BOARDS ALLOW 110,000 ICE RINK EQUIPMENT ALLOW 375,000 599,500 16.79 BUILDING SUBTOTAL W/O SITEWORK: 3,081,784 86.32 12 SITEWORK SITE DEMO INCL 0 EARTHWORK/EXCAVATION ALLOW 225,000 UTILITIES STORM 1000 LF 25.00 25,000 SANITARY 360 LF 20.00 7,200 WATER 360 LF 30.00 10,800 SITE CONCRETE -WALKS 4000 SF 3.00 12,000 RETAINING WALLS ALLOWI 15,000 CURBS 1000 LF 10.00 10,000 BITUMINOUS PAVING/PATCHING ALLOW 25,000 SOIL CORRECTION AT PARKING ALLOW 15,000 DIRECTIONAL SIGNAGE 4 EA 150.00 600 LANDSCAPING ALLOW 10,000 SITE LIGHTING -POLES 5 EA 2,500.00 12,500 SITEWORK SUBTOTAL: 368,100 10.31 BUILDING/SITE TOTAL: 3,449,884 96.64 A/E FEES AND REIMBURSABLES 350,000 CONTINGENCY 7% 270,000 FF & E 100,000 TOTAL PROJECT COST 4,169,884 116.80 Page 3 DATE: April 2, 2003 TO: Eric Blank, Parks & Recreation Director FROM: John M. Hage Assistant City Engineer SUBJECT: PLYMOUTH ICE CENTER TRAFFIC ANALYSIS The purpose of this memorandum is to summarize the traffic analysis recently conducted for the Plymouth Ice Center. BACKGROUND: The Parks & Recreation Department requested that the Engineering Division conduct a traffic analysis of the two Ice Center driveways that currently exist along 37th Avenue just east of Plymouth Boulevard. The ultimate goal of this analysis was to estimate the total additional traffic that might travel eastbound on 37th Avenue, from the Ice Center, if an additional sheet of ice was constructed at the site. In order for staff to estimate this, traffic counts were taken at the two Ice Center Driveways on 37th Avenue on a Saturday evening during an event at the Ice Center, as well as a Saturday evening when there was not an event scheduled at the Ice Center. Comparing the counts taken during the event versus the non-event evening, would allow City staff to estimate the anticipated additional traffic that might be experienced along 37th Avenue, east of the Ice Center, based on actual existing traffic patterns from the current facility. Currently, the Plymouth Ice Center contains two sheets of ice. The Ice Center shares a parking lot with the Lifetime Fitness Center. The Lifetime Fitness Center's main access is off of Plymouth Boulevard, opposite of 36th Avenue. Therefore, some traffic destined to the Lifetime Fitness Center may utilize the Ice Center's driveways along 37th Avenue, and vice versa, some Ice Center traffic may utilize the main Lifetime Fitness Center's driveway along Plymouth Boulevard. However, since this analysis is primarily concerned with the potential impact of additional traffic from a proposed third sheet of ice on the neighboring areas east of the Ice Center, the driveways along 37th Avenue were the focus of the study. EXISTING TRAFFIC COUNTS: The first set of traffic counts (which will hereafter be referred to as "event" traffic counts) were conducted on February 1, 2003 during the hours SUBJECT: PLYMOUTH ICE CENTER TRAFFIC ANALYSIS Page 2 of 7:00 to 8:00 P.M. and 9:00 to 10:00 P.M. These hours were selected in order capture the traffic leaving the Junior Varsity hockey game between the Wayzata Boys High School team and the Hopkins Boys High School team which began at 5:30 P.M. and the traffic entering the Varsity game between the same two schools which began at 7:30 P.M. that evening (7:00 to 8:00 P.M. time period); as well as to capture the traffic leaving the Varsity game (9:00 to 10:00 P.M.). A summary of the "event" traffic counts are attached to this memorandum. The "event" traffic counts revealed that a total of 303 vehicles entered or exited the two Ice Center Driveways on 37`h Avenue during the 2 -hour period analyzed. The Plymouth Ice Center West Driveway experienced the heaviest traffic with 234 vehicles (or approximately 77 percent) entering or exiting the site during the 2 -hour time period analyzed. The East Driveway experienced a total of 69 vehicles, or approximately 23 percent of the traffic entering/exiting the site from 37`h Avenue. Of the 303 "event" vehicles entering/exiting the Plymouth Ice Center parking lots from 37`h Avenue, 25 vehicles (or approximately 8 percent) came from or were destined to areas east of the Ice Center. The remaining 278 vehicles (or approximately 92 percent) that entered/exited the Ice Center from 37`h Avenue did so from/to the west. The second set of traffic counts (which will hereafter be referred to as "non-event" traffic counts) were conducted on March 22, 2003 during the same hours that the "event" count were conducted (7:00 to 8:00 P.M. and 9:00 to 10:00 P.M.). A summary of the "non- event" traffic counts are also attached to this memorandum. The "non-event" traffic counts revealed that a total of 43 vehicles entered or exited the two Ice Center Driveways on 37`h Avenue during the 2 -hour period analyzed. Once again, the Plymouth Ice Center West Driveway experienced the heaviest traffic with 36 vehicles (or approximately 84 percent) entering or exiting the site during the 2 -hour time period analyzed. The East Driveway experienced a total of 7 vehicles, or approximately 16 percent of the traffic entering/exiting the site from 37`h Avenue. Of the 43 "non-event" vehicles entering/exiting the Plymouth Ice Center parking lots from 37`h Avenue, 4 vehicles (or approximately 9 percent) came from or were destined to areas east of the Ice Center. The remaining 39 vehicles (or approximately 91 percent) that entered/exited the Ice Center from 37`h Avenue did so from/to the west. ESTIMATE OF FUTURE TRAFFIC: Subtracting the "non-event" traffic from the event" traffic experienced at the two Ice Center driveways along 37`h Avenue results in an estimate of the total number of vehicles that are currently generated by the Ice Center's two sheets of ice during an event. Since 303 vehicles used the 37`h Avenue driveways to the Ice Center during an event, and 43 vehicles used the two driveways during the same time period on a non-event evening, a total of 260 vehicles were generated at the 37`h Avenue driveways by an event at the Plymouth Ice Center. Of these 260 vehicles N:\pw\Engineering\GENERAL\Traffic\Studies\2003\PlymouthlceCenter\Blanlc_04 02 03.dce SUBJECT: PLYMOUTH ICE CENTER TRAFFIC ANALYSIS Page 3 generated by the existing two sheets of ice, a total of 21 (or approximately 8 percent) used 37th Avenue east of the Ice Center during the 2 -hour period analyzed. Based on the existing traffic volumes generated by the Ice Center's two sheets of ice, the addition of a third sheet of ice would likely generate an additional 130 vehicles on 37th Avenue during the 2 -hour period of 7:00 to 8:00 P.M. and 9:00 to 10:00 P.M. on a typical event night. Approximately 10 of these additional 130 vehicles (or roughly 8 percent) would likely utilize 37th Avenue east of the Ice Center during a 2 -hour period of time. CONCLUSIONS: Based on the traffic volumes and patterns that currently exist along 37th Avenue in the vicinity of the Plymouth Ice Center, a proposed third sheet of ice would likely result in 10 additional vehicles using 37th Avenue, east of the Ice Center, during the peak 2 -hour period of an evening event. This estimate is based on the fact that 8 percent of the traffic that currently enters and/or exits the Ice Center driveways on 37th Avenue utilize the roadway system east of the Ice Center. attachment: Traffic Count Summaries cc: Daniel L. Faulkner, P.E., Director of Public Works Ronald S. Quanbeck, P.E., City Engineer Carla J. Stueve, P.E., Traffic Engineer N:\pw\Engineering\GENERAL\Trattic\Studies\2003\PlymouthlceCenter\Blank 04 02_03.doc TRAFFIC TURNING MOVEMENT COUNT SUMMARIES NON-EVENT" MARCH 22, 2003 7:00 - 8:00 P.M. 9:00 - 10:00 P.M. N: \pw\Engineering\GENERAL\Tratlic\Studia\2003\P IymuthlccCcntcr\B lank_04_02_03. doc F'Rp City Of Plymouth TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection or Plymouth Ice Center West Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen PM Time a Street from the South from the East Street) from the North from the West From To mm000ao©m®m mooam00000mo 7:15 PM PM 000©ooa 0000m0000amo 7 • : ,. • 0000ma0000ma o©am000©omo Intersection_T_2_w_n_c_S_gU2reApls,DW--------- - 7-8 P.M. Street Name 3 0 0 4 2 1 3 4 69 4 ± l 49 6 4 37th Avenue Street Name 12 1 11 1 10 6 16 0 2 Plymouth Ice Cen[er W. Driveway Street NameName N 6 0 7 50 8 0 51 37th Avenue Street Name r City Of Plymouth TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection of Plymouth Ice Center West Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen PM Time Period Street) from the South from the Street) East Street) from the North from the Street) West To mma000©©m®m oa0000000000 0000000©a®a n , ,.• 0000©0000000 rim. 0000®a000©m© Intersection Towne Square Acts. DW ___ 9-10 P.M. Street Name 2 3 4 T 2 34 2 16 33 15 3 14 37th Avenue I f f Street Name ----------------- 12 1 11 10 3 8 0 1 Plymouth Ice Center W. Driveway Street Name N 6 0 7 22 8 0 34 37th Avenue Street Name rp) City Of Plymouth TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection of Plymouth Ice Center West Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen PM Time Period Plymouth Ice Center West Driveway Street) from the South Lt. St. Rt. from the Lt. 37th Avenue ----------- Street) East St. Rt. Towne Square Apts DW Street) from the North Lt, St. Rt. from the Lt, 37th Avenue ------------ Street) West St. Rt. From To 12 11 10 8 7 6 4 3 2 16 15 14 7:00 PM to 7:15 PM 10 0 1 0 13 0 0 0 0 1 16 1 7:15 PM to 7:30 PM 4 0 1 0 10 0 0 0 2 1 9 5 7:30 PM to 7:45 PM 1 0 0 0 15 0 0 0 1 1 14 0 7:45 PM to 8:00 PM 1 0 0 0 12 0 0 0 0 1 10 0 7-8 Count Total 16 0 2 0 50 0 0 0 3 4 49 6 9:00 PM to 9:15 PM 4 0 1 0 8 0 0 0 0 1 7 1 9:15 PM to 9:30 PM 1 0 0 0 5 0 0 0 1 0 8 1 9:30 PM to 9:45 PM 3 0 0 0 6 0 0 0 2 0 12 0 9:45 PM to 10:00 PM 0 0 0 0 3 0 0 0 1 1 6 1 9-10 Count Total 8 0 1 0 22 0 0 0 4 2 33 3 Intersection Towne Square Abu. DW 2 -Hour Totals Street Name 7-8 P.M. & 9-10 P.M.) 7 0 0 6 103 6 82 9 I 37t ----------------- h Avenue Street Name Plymouth Ice Center W. Driveway Street NameName 3 85 37th Avenue Street Name rp) City Of Plymouth TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection of Plymouth Ice Center East Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen Intersection 7-8 P.M. 49 49 15 1 14 37th Avenue Street Name 10 l Pl m outh Ice Center East Driveway - Street Name ru 49 g 1 49 37th Avenue 10 Street Name 0 VOMIT= lafzarTa a Time from the So, th from the Period From To 0 00 0 0000 00 7-8CountTotalaoom mo Intersection 7-8 P.M. 49 49 15 1 14 37th Avenue Street Name 10 l Pl m outh Ice Center East Driveway - Street Name ru 49 g 1 49 37th Avenue 10 Street Name 0 rp) City Of Plymouth TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection of Plymouth Ice Center East Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen Intersection 9-10 P.M. 22 31 15 1 14 37th Avenue Street Name 12 Plxtnouth Ice Centcr East Driveway - Street Name M718 1 31 37th Avenue 10 Street Name 0 s Time from the S uth from the Period From To r It o f o0o t t t t t as t omooEXIT -7 -grt . r ffOWN Mon, t© om000o©o 000©oo910 Intersection 9-10 P.M. 22 31 15 1 14 37th Avenue Street Name 12 Plxtnouth Ice Centcr East Driveway - Street Name M718 1 31 37th Avenue 10 Street Name 0 City Of Plymouthrp) TRAFFIC TURNING MOVEMENTS COUNTS Plymouth Ice Center Proposed Expansion City or Project Intersection of Plymouth Ice Center East Driveway and 37th Avenue Date March 22, 2003 Day Saturday Weather Clear Recorder J. Hagen PM Time Period From To P!Imouth Ice Center East Driveway Street) from the South LT :-:-:-TH-:-:-: RT 12 10 27tAvenue from the LT 8 Street) East TH 7 j;:: RT-:-:- from the LT.: 37th Avenue Street) West TH 15 RT 14 7:00 PM to 7:15 I'M 0 6:w::::: 0 1 14 17 0 7:15 PM to 7:30 PM 00::::0 0 9 ........ 9 0 7:30 PM to 7:45 PM 0 0 0 15w::,:,A-:-:-:- Q: 13 0 7:45 I'M to 8:00 I'M 0 0 0 11 10 1 7-8 Count Total 0 0 1 49 49 1 I ........... I .... ...... 9:00 PM to 9:15 I'M 2 0 0 6 ..... 7 0 9:15 PM to 9:30 PM 2 0 0 3 7 1 9:30 PM to 9:45 PM 0 0 0 6 it 0 9:45 I'M to 10:00 PM 0 0 0 3 6 0 1 ... ............. 9-10 Count Total 4 0 1 0 1 18 ... 0:'>.: 0 < 31 1 Intersection N 2 -Hour Totals 7-8 P.M. 71 3 4 0 MIM22t _Ice Cei21S1fajEast Driveway Street Name 67 80 371i Avenue ....... Street Name April 10, 2003 - Third Ice Sheet meeting at the Ice Center Approximately 25 people attended the meeting, including Council members Ginny Black and Sandy Hewitt. There was no presentation. A site plan showed the location of third sheet and potential parking areas, including an option for a parking ramp. There were six people who spoke in favor of the third sheet. Seven people spoke against it, some spoke more than once. Comments in favor of the proposal were related to: Kids really need additional ice time. Higher demand than supply. Hockey is good for kids, provides healthy activity in supervised environment Provides opportunity to expand girls sports with more ice time The third sheet would be an amenity to the community. Residents live here for the great amenities, such as the ice rink. It would provide great community benefits such as creating jobs, economic benefit to local business, bring in people for tournaments to stay in hotels and eat in restaurants Comments against proposal were regarding: Concerns over traffic. Too congested now. Additional sheet will have a tremendous impact on traffic and safety. Too much development in this area already. Concern over parking. There is not enough parking now. Parking needs to be addressed as a planning issue. Why does the third sheet need to be here? Has anyone looked a projected ice needs for the future? If there is such a big need, maybe they need to look at adding two sheets somewhere else where there is more room. City staff came up with an alternate location for a previous proposal in this area (skatepark?), they should be able to find another location for this. Creekside HOA does not support proposal. There is too much traffic already, it is dangerous to cross the street, and litter is a problem. Seniors have difficulty crossing street. Someone needs to advocate for those who have chosen to retire here. Not everyone has hockey kids. Safety concerns regarding teenagers driving too fast through area and wants better enforcement. Has called public safety with concerns regarding little enforcement in the area with no result. Too much speeding cut -through traffic from Rockford Road to Minnesota Lane Has there been an EIS? Several stated they couldn't comment intelligently because they have not received enough information as far as the impact of the proposal. Has anyone looked at the traffic impact? Impact on quality of life? Concerns over impact to wetland, drainage, and wildlife Why are we renting ice time to other cities when there is not enough time for everyone now? We should save the time for Plymouth residents to solve the problem. There were also several questions regarding what procesb would follow and when additional information would be provided. Response was that they wanted to find out the issues before presenting information to City Council at next meeting. Several residents are planning to be at that meeting, whether they get notices or not. After initial Council meeting, the proposal will need to go through City process Ivan 6lI pGAMvhvb cDSK9A Community Meeting on 3 d Ice Sheet April 10, 2003 Plymouth Ice Center Out of approximately 750 letters mailed from a label list provided by the City of Plymouth, 20 community representatives attended. Also in attendance were Council members Slavik and Hewitt. Comments elicited indicated by support and concerns for an additional 3`d sheet. Concerns centered around: Traffic control — specifically issues around safety, speeding, stop sign adherence, and traffic law enforcement Over development, growth, and planning in Plymouth and downtown area Concern for wetland/wildlife development More opportunities for senior citizens Questioned whether another location is an option Why do other communities buy ice at Plymouth Supportive comments: Expands healthy youth activities Adds value to community/reasons why people move here Provides additional opportunities for girls' sports Creates economic value for local businesses Keeps Plymouth youth local and activities easier to participate in Ndri; ockoy A55SO JA it tp j j I J 0 cl J 1 11 s 1 o S 4.0. h Ll411M Nn Y i z j an 0 Y 5 C 3 r m C o m A ti eC z z rid 1{ A Fi JrSklln \G`r' SfUMI A4111110-1 QUMi: ir_r t wx-k I 1'- ,• - ul r { r ` ' j`f krSr 5' 1\ res i T r-7-1.1 'i, 1•I',/I '( I a ` .i fl,{/: ` a;11', I " , '• ,fit ' `, J 1 t `yam- { '1. . } V, \ lu 71- - ;, I 1' II I :-i--• _ =` wm 4 , , 114 j .,' ,.,,(1 \ `, ' t, v uN}1t t ''A y 1 \ { ' ¢r g„t1+i11. ` i •'` \ -v' ti ; t lH•,, r } iIliA` C'-'--• 9Z 1.l i 1 L ,, t \ \ tl 'li J :\\ ,\" `i \ { ( , I If evil a.a t s , IN 513 k a t .1 ! ri Z711 + 9F Ei `agg ppis2 i1gg3 E 7 Z i` ` iii eY2i Pggi3`t it iE c {f iti. rr t, t ii• r ws,ar nJx O LANO EMCKMH AMMEM _ = pLyMoUrri ICE CENTER AND PARKOi1ii STLDY tic anc Mc +mws •••• • CfTY OF PLYIAOUT}1, MO!'ESOTA m +,/u/m » Www • rrrscas-rr. .t._?a."^......,.a.._ r..,.t+.•r•75'°fie.''.7.'"-sy"y'.f,7,le '.rr Agenda Number: TO: Dwight Johnson, City Manager C'9FROM: Eric Blank, Director of Parks and Recreation G DATE: February 20, 2003, for Council Meeting of February 25 SUBJECT: Ice Arena Study Session — Rink Expansion 1. BACKGROUND: Attached for City Council review is background information on the request from Providence Academy and Wayzata Youth Hockey to consider expanding the current Plymouth Ice facility to a third sheet. While there are numerous questions about a project of this size and magnitude I have tried to provide a basic understanding of the issues as we know them today. Dave Sorensen and Greg Gibson will be present representing Wayzata Youth Hockey. Dan Frederick and Bill Cooper will be present representing Providence Academy. I believe the Council needs to look at two primary issues when evaluating this proposal. The first concern is the long range financial stability and business plan of the Ice Center. The basic underlying question would be does this proposal help or hinder the long range viability of the finances of the Ice Center operation? The second question centers around the community good. The Council needs to judge and weigh the social benefits associated with this proposal. Tuesday night's meeting will not provide enough time to have an in—depth conversation on all of the questions and issues that need to be reviewed for this proposal. However, because of Providence Academy's request and timing on this project, it would be very beneficial if the Council can provide some direction to the Hockey Association, Providence Academy and staff regarding this subject. EB/np PLYMOUTH ICE CENTER PROPOSAL FOR EXPANSION 2004 1. HISTORY Plymouth Ice Center opened June 1997 A. Construction Passed successful public referendum Approximate construction cost — Contributions: State Grant Wayzata School District Wayzata Youth Hockey City of Wayzata Total B. Operations Council Resolution #647 — see attached Rink finance plan — see attached Annual ice hours sold — 6,018 Average per day —16.4 hours Estimated annual attendance — 325,000 C. Primary Renters Wayzata Youth Hockey 1,808 hrs Plymouth Public Skating 532 hrs Learn to Skate School 478 hrs Pro's Ice Panda Skate Club 457 hrs Wayzata High School 357 hrs Armstrong High School 203 hrs Armstrong Youth Hockey 103 hrs D. High School Games 2002 — high school games played 33 2002 — total attendance all games 7,803 Average attendance all games 236 Average for boys games only 454 9,000,000 350,000 250,000 250,000 50,000 900,000 E. Existing Parking Code required for Ice Center/LifeTime 700 spaces Existing parking with 2002 expansion 775 spaces 75 over code See attached memo from Planning Department dated January 17, 2002. F. Operating Finances It is estimated that rink net profit for a 3—sheet facility will increase from approximately 133,720 to $241,420. These are the funds that are set aside for long term rink repair and replacement. 2. THE METROPOLITAN ICE RINK MARKET A. Existing Communities with Three or More Sheets Blaine 6 — 4 National Sport Center, 2 city Bloomington 3 city Edina 3 city Plymouth 2 city, 1 school Minnetonka 2 city, 1 school Maple Grove 1 city, 2 school B. Revenue by Rink for 2001 Number of Sheets Total Revenue Prime Time Rate/Hr 3 Edina 1,079,366 140.00 3 Bloomington 1,073,500 145.00 2 Burnsville 839,336 145.00 2 Plymouth 794,000 145.00 2 Woodbury 775,000 145.00 2 Eden Prairie 727,412 142.50 2 Brooklyn Park 670,181 150.00 2 Minnetonka 669,200 140.00 2 Inver Grove Heights 660,500 145.00 2 Eagan 616,400 140.00 2 New Hope 523,993 150.00 2 Chaska 497,500 140.00 2 Richfield 449,500 140.00 THE REQUEST A. Build 3`d sheet of ice at Plymouth Ice Center B. Cost estimate — memo from Del C. Layout — see attached drawing D. Funding One financial model was presented to the City Council at their February 4th CIP study session. This model was built on a 50/50 split between the City and community. E. Parking See drawing Add 70 to 100 cars F. Timing of Possible Expansion Rink open November 2004 Building construction start March 1, 2004 Award bids January 1, 2004 Advertise bids December 2003 Architect starts construction documents August 1, 2003 City Council approves total deal by July 22, 2003, Council meeting G. Letter from Providence H. Letter from Wayzata Youth Hockey 4. OPTIONS A. Build third sheet at Ice Center Pro More Plymouth kids skate Less travel time for Plymouth families Providence gets high school teams and saves money Ice Center is fiscally stronger Larger tournaments bring money to Plymouth businesses Allows for more public open skating Allows for more adult use of rink Increase off ice revenue such as concessions, etc. Makes better use of management staff, clerical staff, etc. Interest rates are very low Building cost may be very good We can try to keep the cost for skating lower over time We are guaranteed a renter for the 3-6 pm time slot Another boost for City Center area Unique opportunity for a major public— private partnership B. Do Nothine Pro Saves capital dollars Less parking/traffic generated Rink idea can always come back in future Providence may build rink providing ice time to Plymouth kids Con Will generate more traffic More parking needed May impact wetland Uses funds that could go to other projects Creates hard surface parking Requires more part—time employees on payroll Uncertain economic and fiscal conditions Potential neighborhood concerns Will require considerable staff time Con Plymouth skaters get less ice time Plymouth skaters travel to other rinks Cost for skating may go up faster than is necessary Providence builds their own rink which could take revenue away from city's rink Limits our ability to host larger tournaments C. City Partners with Providence at Different Site Pro Rink is available to rent Saves driving time Some of community's ice needs met Does not affect parking at our site Con Will cost city money to build Could cost city to run by taking revenue from us Requires manager and staff Must find land Build larger parking lot offsite Users can't visit LifeTime while kids are skating Lost opportunity for City Center Does not help public skating times, or girls figure skating RESOLUTION No. 647 DECLARING THE INTENTION OF THE CITY COUNCIL RELATING TO ACCOUNTING FOR THE ICE ARENA OPERATION, FUTURE ICE ARENA RENTAL RATES, AND THAT THE ICE ARENA OPERATION BE SELF- SUSTAINING. Whereas, the City Council must establish ice arena rental rates for the opening of the Plymouth Ice Arena; and, Whereas, the exact amount of revenue that the rates will provide is unknown; and, Whereas, the new ice arena was presented to the voters as an operation that would not require tax funds to operate; and, Whereas, the City Council wishes to take action to assure that the Plymouth Ice Arena operating budget, including reserves for maintenance and equipment replacement, is self-sustaining and will require no property tax subsidy; NOW, THEREFORE, BE IT RESOLVED by the City Council of Plymouth, Minnesota that the Ice Arena budget be established as an enterprise fund operation with its operating results, including funding for reserves for maintenance and equipment replacement, accumulating and carrying over each year to the ensuing fiscal year; and, BE IT FURTHER RESOLVED that the Ice Arena rental rates shall be examined on a periodic basis and established at the rates necessary to eliminate any accrued deficit or prevent any projected deficit for the ensuing fiscal year, so that sufficient revenue is generated to cover all operations without a tax subsidy. Adopted by the City Council on November 20, 1996. Kj 000 O O O o, 00 p O O O N00 CA ON N N l- D\ l r - 01 M 00 D 00 M N O O O O 01 01 C71N 10 O O pp O O Q\ N N m t- 001 O N 00 D M O O O O I'D D O p O O 00 M N M It d' 00 O N N O p O O O O 00 I'D dF C) m O N 00 M M O 00 I-- N O N 00 0\ O O m D O C> O 00 N 110 ON N N 00 O O t m t ON O M N tIi N D1 N00 01 O t -- r- a I O M 00 M O N k!1 M 00 O 00 O Cd DN O O O O M N 69 O a? O U 00 01 Cd 69 I o U O c O I1 oIv H 00000c 0 0 0 o O c Ovi OON 69 69 's 69 601 69 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 tet d 69 601 69 64 69 69 0 0 0 0 0 0 0 0 0 0 0 0 O Vl V O O O M M M tn M d 69 69 601 64 6'4 6 4 0 0 0 0 0 0 0 0 0 0 0 0 v OO6C; N M M t N M 69 69 69 64 69 60) 0 0 0 0 0 0 0 0 0 0 0 0 X 0 0 0 0 0 M M d• .- M 601 6R 69 69 69 69 Z G1' C) 0 nMNNNN C o o Cd O O O O o 0 0 0 0 oxa a c a o 3 oAaai w m as Z: W OOOo0oo0(D C s`nomEn O V; C;6 nvi nviNF' I:t M N W)t M 15. 69 601 601 6l-1 601 64 69 69 (Al N•-• O O O d 69 rl o o Cd oxa a c a o 3 oAaai w m as Z: W Q 4 .- .-r N .•-+ --4 N -4 N G7 x a a, Cd a to a a - o.o Cdoo Cd +: P.., U5 000 14 00 r 00 bA r' Revenue and Expenditure Model Third Sheet of Ice at Plymouth Ice Arena Revenue 2002 Actual Incremental Revenues Total Revenues Including Unaudited) Third Ice Sheet Third Ice Sheet 872,998 Note 1 282,700 1,155,698 Expenditures 2002 Actual Incremental Expenditures Total Expenditures Including Unaudited) Third Ice Sheet Third Ice Sheet 739,278 175,000 914,278 Net 2002 Actual Unaudited) Third Ice Sheet All Three Sheets of Ice 133,720 107,700 241,420 Required Reserves For Replacement 2002 Actual Unaudited) Third Ice Sheet 98,656 32,534 Unreserved Working Capital 2002 Actual Unaudited) Third Ice Sheet 35,064 75,166 Note 1 - Revenues adjusted to eliminate one-time revenues of $46,453. Ice Area 3rd Sheet Projections.As 2/20/2003 All Three Sheets of Ice 131,190 All Three Sheets of Ice 110,230 Ice Center Equipment Replacement Reserve Current Operations Interest Rate 4.50% Inflation 3.00% Ice Center Equipment Replacement Reserve - 2003.xls 2/20/2003 Current Year Cost Annual Replacement Of Year Of Reserve Item Cost Replacement Replacement Payment Roof 166,000.00 2017 291,082.00 12,812.08Compressors50,000.00 2010 71,288.04 6,599.45 Cooling Tower 40,000.00 2010 57,030.44 5,279.56 Air Handlers 40,000.00 2015 66,113.91 3,492.16 Dehumidifiers 200,000.00 2021 394,717.30 12,582.07 Bleachers 25,000.00 2027 58,914.14 1,238.46 Floor (Concrete) 80,000.00 2027 188,525.24 3,963.06 Dasher Boards 150,000.00 2015 247,927.14 13,095.59Glass60,000.00 2020 114,966.20 3,955.68 Zamboni 80,000.00 2015 132,227.81 6,984.31 Zamboni 80,000.00 2015 132,227.81 6,984.31 Zamboni Batteries 6,000.00 2008 8,063.50 1,005.53 Zamboni Batteries 6,000.00 2009 8,305.40 885.44 Parking Lot 300,000.00 2020 574,831.02 19,778.41 Annual Payment 1,283,000.00 2,346,219.96 98,656.11 Ice Center Equipment Replacement Reserve - 2003.xls 2/20/2003 Ice Center Equipment Replacement Reserve Including 3rd Ice Sheet Interest Rate 4.50% Inflation 3.00% Ice Center Equipment Replacement Reserve - 2003.x1s 2/20/2003 Current Year Cost Annual Replacement Of Year Of Reserve Item Cost Replacement Replacement Payment Roof 160,000.00 2017 280,560.97 12,348.99 Roof 3rd 80,000.00 2025 177,703.12 4,262.57 Compressors 50,000.00 2010 71,288.04 6,599.45 Compressors 3rd 25,000.00 2015 41,321.19 2,182.60 Cooling Tower 40,000.00 2010 57,030.44 5,279.56 Cooling Tower 3rd 20,000.00 2015 33,056.95 1,746.08 Air Handlers 40,000.00 2015 66,113.91 3,492.16 Air Handlers 3rd 20,000.00 2020 38,322.07 1,318.56 Dehumidifiers 200,000.00 2021 394,717.30 12,582.07 Dehumidifiers 3rd 100,000.00 2025 222,128.90 5,328.21 Bleachers 25,000.00 2027 58,914.14 1,238.46 Bleachers 3rd 10,000.00 2035 29,852.27 387.54 Dasher Boards 150,000.00 2015 247,927.14 13,095.59 Dasher Boards 3rd 75,000.00 2020 143,707.76 4,944.60 Glass 60,000.00 2020 114,966.20 3,955.68 Glass 3rd 30,000.00 2025 66,638.67 1,598.46 Zamboni 80,000.00 2015 132,227.81 6,984.31 Zamboni 80,000.00 2015 132,227.81 6,984.31 Zamboni 3rd 80,000.00 2020 153,288.27 5,274.24 Zamboni Batteries 6,000.00 2008 8,063.50 1,005.53 Zamboni Batteries 6,000.00 2009 8,305.40 885.44 Zamboni batteries 3rd 60,000.00 2010 85,545.65 7,919.34 Parking Lot 300,000.00 2020 574,831.02 19,778.41 Parking Lot 3rd 37,500.00 2025 83,298.34 1,998.08 Annual Payment 1,734,500.00 3,222,036.88 131,190.26 Ice Center Equipment Replacement Reserve - 2003.x1s 2/20/2003 Plymouth Ice Center Third Sheet of Ice COST ESTIMATE Delano Erickson Architects January 23, 2003 Attached herewith is a copy of the cost analysis I did to update arena addition to the Ice Center. Summarized as follows: Parking study cost estimate — August 28 2001 Site work $329,000 2003 building 3,429,000 Contingency/soft cost 752,000 4,510,000 Update to 2004 with parking study Site work $350,00 2004 building 3,650,000 Contingency/soft cost 750,000 4,750,000 Add alt. high school locker room $120,000 Add alt. Accel Minnesota 1,500 sq. ft. 230,000 Add alt. 100 cars parking at $3,958 ea. 400,000 includes pond mitigation) TOTAL $5, 00 t j v ,r6 6Y y . 3 ez,nr n m. v :,. I ttvt 546M AS l llll! NNL 9 VJ I /_ ' .•.d°C ` I _ fi • \ tt` 1 r- rrunw.i P! YMP,U 11 1 .wv.r • .., re• r rM ..s.. sr r•e .o.. ave +.ve row ae wsr..r....u r•ti •.2. t rill$ a• 1 MASTM PLAN - FuU h' salt V - er- kAfp6 2 '2INk 4OW1';W- JZIAA-- aq7% PIT pwk,v b 0 Fn OA)S AS LGEATED r rZlvli*1, t9 PLAN - EXG 9CAL& I- - a MEMO CITY OF PLYMOUTH 3400' PLYMOUTH BOULEVARD, PLYMOUTH, MN 55# DATE: January 17, 2003 TO: Barb Senness CC: Eric Blank FROM: Rebecca Bowers SUBJECT: Lifetime Fitness/Ice Center Parking Calculations According to the 1996 staff report for approval of the Lifetime Fitness/Ice Center, staff determined 700 parking spaces were required for the site. The staff report stated that the site plan identifies 692 on-site spaces plus additional on -street parking spaces. The number of on -street spaces is not identified, however staff determined that the spaces provided exceeded requirements. I double-checked the site plan and found that there are actually only 645 spaces shown. There have been two parking additions since the original approvals. The following is a list of spaces available: 645 spaces identified on approved site plan 58 spaces added in 1998 west of outdoor pool (#98067) 72 spaces added - 20 in front parking area and 52 near pond in 2002 (#2002088) 775 total on-site parking spaces To increase the capacity of the ice center an additional 400-500 seats, the Ordinance would require 100 to 125 parking spaces. 775 total available 700 required for existing uses 75 extra spaces available for expansion On -street spaces may meet some of additional parking need for the remaining 25-50 spaces required for the proposed expansion, however, there would likely need to be additional parking constructed on site. 1 I, seu.M 1 N A k i 1 tic o 11 I PROVIDENCE ACADEMY Faith. Knowledge. lrrtue. February 19, 2003 Mr. Eric Blank Park & Recreation Director City of Plymouth 3400 Plymouth Blvd. Plymouth, MN 55447 Re: Ice Arena Dear Mr. Blank, On behalf of Providence Academy, I would like to express our enthusiasm and outline our requirements and financial support for the construction of a third sheet of ice at thePlymouthIceArena. Background Providence Academy is an independent Roman Catholic college -preparatory school. Init's second year of existence the school has 357 students enrolled in grades pre- kindergarten through the 10th grade. Grades 11 and 12 will open successively in the nexttwoschoolyears — 2004 and 2005. One half of the student body identifies itself as practicing the Catholic faith while the other one half is comprised of many differentreligiousfaiths. Approximately 50 % of the currently enrolled students are residents of the City ofPlymouth. For the coming school year, we have received to date 140 new student enrollment applications of which approximately 40% are residents of the City ofPlymouth. Our total student enrollment for the coming school year is expected to be approximately 450 — 475 students. At final build out, the school will have a capacity of a950 - 1000 students. Phase II of the Providence Academy building program is to be completed in the March - April time frame of this year and will allow the school's population to grow to 750 students. Construction phases III through V are expected to be undertaken and completed in the next 5-7 year period. Current facility costs exceed $20 million dollars with an additional $15-20 million dollars in construction costs needed to fund stages III throughV. 15100 Schmidt Lake Road - Plymouth, Minnesota 55446-3722 - Phone: (763) 258-2500 - Fax: (763) 258-2501 E-mail: info@providenceacademy.org - Web: wwwprovidenceacademyorg Current Athletic Program Plans As Providence Academy student population continues to grow, additional athletic opportunities primarily in the high school are required. It is our intention to offer as soon as practical both a men's and women's varsity and junior varsity hockey program once adequate ice rink facilities can be obtained. With this said, it is our first choice to partner with the City of Plymouth and Wayzata Youth Hockey in order to build a P sheet of ice at the Plymouth Ice Center. I. is worth noting that Providence Academy currently shares athletic fields with various Plymouth area athletic organizations and opens it's buildings and facilities to community and charitable events on a regular basis. Anticipated Hockey Program Needs Ice time requirements — 4 hours daily — split up one hour before school and three hours after school during the high school hockey season (mid- October through March). Captain's practices would require 2-3 hours ice time per week (July through midOctober). Locker Room and Storage Facilities - two dedicated locker rooms — one for the men's program and one for the women's program. Financial Commitment Providence Academy is willing to pledge $1,000,000 towards the construction costs of this facility. As it is our hope to be able to offer a high school hockey program for the start of the 2005 school year and as the growing Wayzata Youth Hockey association requires additional facilities and ice time it would appear that the need for a third sheet of ice is great and the timing is proper to undertake such a project. Sincerely, r i J banfel J. Frederick Board Member Wayzata Youth Hockey Association February 19, 2003 Mayor and Council City of Plymouth Mayor and Council: Wayzata Youth Hockey strongly encourages the City of Plymouth in the building of a 3rd ice sheet at Plymouth Ice Center. The need for additional ice time is overwhelming and is limiting the opportunity for City of Plymouth Youth to participate in positive sports activities. Speaking on behalf of the Wayzata Youth Hockey membership, it is our intent to support the City of Plymouth in the construction of an additional ice sheet by providing broad based community support, financial resources and a long-term commitment to purchase future ice. This addition of a third sheet of ice at the Plymouth Ice Center is critical not only to the financial future of PIC, but also helps us assure continuality of programs. Our ability to meet growth challenges will be enhanced by the ability to centrally manage many of our organizational activities such as tournaments, training, etc. The following documents are attached that support Wayzata Youth Hockey's growth needs. WYHA Fact Sheet Growth Projections WYHA Ice Requirements Under Resourced Activities As in the past, Wayzata Youth Hockey desires to work cooperatively with the City of Plymouth and other parties to fulfill a community priority in the construction of an additional ice sheet at PIC. We understand that Wayzata Youth Hockey needs to make a long-term commitment to ice purchasing at PIC. However, as a not for profit organization, we are required to limit excess working capital. With that restriction, our ability to fund raise is limited until we have the construction project approved. Wayzata Youth Hockey would commit to contributing $250,000 through immediate fund raising activities. Additionally, we are committed to further fundraising that will significantly contribute to this project once it is initiated. We look forward to working in partnership with all interested parties to facilitate the construction of an additional ice arena at Plymouth Ice Center. As always, thank you for your continued support. Sincerely, Gregory G. Gibson President of Wayzata Youth Hockey 763-557-0854 (home) 612-221-2176 (cell) Wayzata Youth Hockey Objectives of WYHA The purpose of WYHA is to promote, sponsor, provide facilities for, and organize a program dedicated to recreation, sportsmanship, and excellence in ice hockey for youth. WYHA provides a competitive ice hockey program, both recreational and developmental, designed to meet the needs of all youth age 5 through 19 years of age. Each participant will be given the opportunity to compete at the level best suited to aid in the development of his or her individual physical and mental qualities. Participation Over 925 individual participants in WYHA program WYHA has five more teams vs. last year WYHA has over 200 volunteer coaches registered with USA Hockey Girls programs for all ages is up 40 new skaters this year Mite (K-3) participants are up over 25% vs. year ago Organization Information: WYHA is a non-profit organization and run completely by volunteers Both girls and boys programs won state championships this past season WYHA hosts 9 tournaments during weekend winter months bringing teams from outside the area (hotels, restaurants, sporting good stores, gas stations, etc) Largest Youth Participating Program at PIC Significant revenue generated to community business Major supporter of Plymouth Recreation and Educational Programs co O .- O Co 0) (D n OO co O r 00 co It N 00 N (O O r- t` t` O W r N Ict cr N m r O p N Z Q' (O S M O co N LO O (00 0000 O W •-- r •" r 'ct N N m O D C) ZN OO O (n O c- (n N M 0 C) r - O of (() (n N CY) 00 In 00 co LO 00 O W r r M .- N m O 0— N z y a ,n OOO(n rrnstO O (o D1U O ix hO'tNr,st O cu O W s-c-M O J O N ma V) o j c N Z N w O O LO CO O qt t 00 0 (o m r LL O M M r- (0 I- (1) co A C N W N m MC> o ZN Mti M N M O h (0 Q' N CO r C ti O mCl) M C r- O W N m N OO ZN N M00 m O(OmOti r M N C W O a- ;- M C N O W r r r M co N m OO ZN r r- U') (0 m (0 to N O w m 00 tN C MONO C coN O W N m o 2 N Z CO 9 0 F. D NLO N N07 V C OOOwN 0 C_ N M N Z O N N 3U) O C LpN N 06 A O C9 C9 C9 O w N N N O 0 C C C p p p 0 N N 0) U C C O N 3 0 9 0 F. D NLO N N07 Increasing WYHA Ice Requirements Projected Ice Needs; Total Required Hours PIC Hours Ice Purchase At Other Arenas * Additional Ice to be Resourced** Projected Expenditures 2002-03 3550 1840 1150 560 5003,000 2003-04 3850 1840 1150 860 550,000 2004-05 4000 1840 1150 1010 600,000 2005106 4150 1840 1150 1160 625,000 2006-07 4325 1840 1150 1335 1 700,000 2007-08 4500 1840 1150 1510 733,500 Ice currently purchased from arenas such as Wayzata Central Middle School, Blake School, Ridder Arena, Mariucci Arena, New Hope Arena. Additional ice to be resourced from yet to be determined arenas. Ability to secure ice at reasonable times and distances from Plymouth is questionable. Under Resourced Activities Current Teams o Unable to purchase sufficient ice to satisfy current teams o Limits number of travel teams o Multiple Teams utilizing ice limits performance o Travel to other arenas inhibits student performance o Playing outside Plymouth has negative financial impact on city Girls only Mite Program o Unable to initiate program due to limited ice resources o Substantially increases number of girls playing o #1 reason K-3 girls not signing up is because they play with boys o Aggressive marketing campaign to attract girls to ice hockey o Additional 8 & Under, 19 & Under girls teams with expanded ice resources Off Season Training Programs o WYHA sponsored programs, 1040, STP, Checking Clinic, Summer and Fall Clinics, C -League skill development programs, etc. o Non-WYHS groups, Edgework, Carnes, Select Teams, etc. o WYHA pre -season opening skating o Showcase, Mash, Adult Mens and Womens Leagues, etc. o Open public skating opportunities C League o Additional week day ice time required for current teams o Fair play and assured play by participants through 18 years of age o Spring, fall and summer skills programs for C -League players o Offers opportunity for new participants to start at a later age Mites o Direct marketing campaign to all K-3 students 0 9% growth, boys only o Unable to offer mini -Mite Program o Mini -mite players currently enroll in Orno and Maple Grove Tournaments o Currently host 9 Tournaments, would like to increase by minimally 3 tournaments annually o C League and Girls tournaments turn away 15-20 teams each year o Double the size of existing tournaments, 8 team tournament expands to 16 teams, 16 team tournament expands to 32 teams o Host additional state tournaments o Economic impact of visiting teams on Plymouth hospitality establishments o Prestige and fund raising impact of larger tournaments allowing WYHA to improve its fund raising capability Adopted Minutes Special Council Meeting February 25, 2003 Mayor Johnson called a Special Meeting of the Plymouth City Council to order at 5:30 p.m. in the Public Safety Training Room, 3400 Plymouth Boulevard, on February 25, 2003. COUNCIL PRESENT: Mayor Johnson, Councilmembers Neset, Hewitt, Slavik, Bildsoe, Black, and Stein. ABSENT: None. STAFF PRESENT: City Manager Johnson, Assistant City Manager Ahrens, Finance Director Hahn, Community Development Director Hurlburt, Park and Recreation Director Blank, Police Chief Gerdes, Public Works Director Faulkner, Ice Arena Manager Abel, and City Clerk Paulson. Discussion on Request for Third Sheet of Ice at Ice Center Dave Sorenson, from the Wayzata Hockey Association, presented their request for a third sheet of ice at the Ice Center. He indicated that there is a demand for another sheet of ice due to the growth in this sport. Their association serves primarily Plymouth residents, but the Robbinsdale School district is also in support of their efforts. He explained the youth programs are divided by the high school districting. He stressed that their association supports a third sheet of ice and would commit to fundraising for that purpose. He stated their constituents desire another sheet of ice in a central location maintain the standard that has been established in Plymouth. Greg Gibson, from the Wayzata Hockey Association, added that one of their goals is to have enough facilities to keep more youth active in the sport—not just the elite players. He agreed with Mr. Sorenson that there is a tremendous growth with this sport, and they have had to curtail the girls' program due to the limited facilities. By adding a third sheet of ice, it would provide an additional practice facility during the week, and they would be able to increase the number of tournaments per year from nine to 12 as well as expand their clinics. Currently, the youth must be five years old in order to participate, but they would like to add a mini mite program similar to Orono's. One of their biggest concerns is the travel time for the youth to the hockey facilities, and the amount of time kids have to be away from home. Dan Frederick, from Providence Academy, stated parents who have children enrolled in their school are requesting hockey. Their students do need to have more programs available to them. He stated it's difficult to create a hockey program when the only hours that could be available to them would be before school and an hour here or there every few weeks. He stated they have been very successful with their enrollment, and by next year, the school should be half occupied full enrollment would be approximately 952 to 1,000 students). Park and Recreation Director Blank stated the goal is that the third sheet of ice would be self- supporting. Adopted Council Minutes Special Meeting of February 25, 2003 Page 2 of 4 Councilmember Black stated she is very supportive of the request; however, there are issues that would need to be addressed, such as additional traffic to the adjacent neighborhood, parking, and avoiding any impact to the wetland located east of the Ice Center. Mayor Johnson asked why New Hope's ice facility isn't fully iced year around. Park and Recreation Director Blank replied he is unsure why they only use the facility for a "typical" hockey season when Plymouth utilizes their facility year around. Councilmember Bildsoe stated he can appreciate the interest for a third sheet of ice, but is concerned about any financial implications the City could experience due to the State's budget problems. Therefore, at this time, he would be very reluctant to make a commitment of this size. In addition, there is a perception by residents on how the City is spending their funds due to these difficult economic times. In addition, after reviewing the sketches of the proposed facility, he is uncomfortable in how the third sheet of ice would be incorporated with the existing facility as well as the flow of traffic in this area. Councilmember Hewitt echoed Councilmember Bildsoe, and stated that there are residents who are concerned that a third sheet of ice isn't currently a basic need of the City. She stated when the City previously considered a skatepark at this location, there were many concerns from the adjacent neighborhood. She stated the timing isn't the best for a project of this size. Councilmember Stein agreed that financing is an issue, but if the funds were available, it would be acceptable to him. He agreed that the parking and wetland issues would also need to be addressed. If these items were all addressed, he would support the project, as it would be an asset to the City. He suggested that there be more common space in the new arena. Councilmember Slavik stated she is concerned about financing the project as the State's budget problems could have a significant impact on the City. She stated she is also concerned about the parking issues. Councilmember Neset stated he could support a third sheet of ice. However, he also shares the concerns related to parking, traffic, and impacts to the wetland. He stated a third sheet of ice should be self-supporting, but what if it isn't? Mayor Johnson stated there are other significant park projects that the Council has been considering, which include finishing the lower level of the Plymouth Creek Center, and acquiring land for a I Oh playfield. She is concerned about the perception from constituents, as well as issues relating to the location of the proposed third sheet of ice. Mr. Sorenson stated this type of discussion also occurred in 1994 when planning occurred for the Ice Center. He stated there is never a good time to construct a facility, but the Council needs to provide leadership. He stressed their association would provide a commitment to the City to make sure that the third sheet of ice would be fully utilized. He agreed that the traffic issues would need to be reviewed further. He also shares the concern of avoiding any impact to the wetland. Adopted Council Minutes Special Meeting of February 25, 2003 Page 3 of 4 Mr. Frederick stated it was very difficult for Providence Academy to receive bids for construction of their school a few years ago. Currently, they are in the second construction phase for their school, and there is a lot of interest from contractors due to the economy. Therefore, he suggested that the Council take advantage of the current competitive bidding situation and proceed sooner rather than later in order to save construction costs. Greg, also from Providence Academy, stated there are 12 youth in five of the eight homes on the cul-de-sac in his neighborhood (Autumn Hills), that play hockey. He stated there is a significant demand for ice time. He noted that the Ice Arena is a beautiful facility, and he requested the Council to add a third sheet of ice to make it even a better facility. Mayor Johnson stated Providence Academy originally considered constructing an arena on their site. Mr. Frederick agreed that the original plans did include an ice arena. However, he is unsure if there is currently ample space on their site. They would've planned the area differently if staff would have allowed them to construct an ice sheet. Councilmember Black stated her biggest financial concern is if other projects may have to be deferred due to the construction of a third sheet of ice. She stated acquiring the land for the I Oth playfield shouldn't be deferred as property values keep increasing. Mayor Johnson stated if the Council were to conduct a referendum on this issue, it would be by mail ballot unless it could be placed on a General Election ballot (even years only). A mail ballot election could cost approximately $60,000. The Council requested that staff provide a report on the following issues involving a third sheet of ice: 1. Financial implications. 2. Parking concerns. 3. Traffic flow patterns. 4. Impact to adjacent wetland. 5. Referendum. 6. Other possible users that could assist in sharing the cost (business community, Acceleration Minnesota, etc.). Mayor Johnson and Councilmember Black suggested that the Wayzata Hockey Association and Providence Academy meet with the adjacent neighborhood to discuss traffic, parking, and noise concerns. Councilmember Bildsoe suggested that the Council meet again with the Wayzata Hockey Association and Providence Academy to discuss the issues that are non-financial. Adopted Council Minutes Special Meeting of February 25, 2003 Page 4 of 4 Adiournment Mayor Johnson adjourned the meeting at 6:55 p.m. Sandra R. Paulson, City Clerk Agenda Number: TO: Dwight D. Johnson, City Manager FROM: Laurie Ahrens, Assistant City Manager SUBJECT: Set Future Study Sessions DATE: April 11, 2003, for Council study session of April 15, 2003 1. ACTION REQUESTED: Review the pending study session topics list and, if desired, establish future special meetings or amend the topics list. 2. BACKGROUND: Attached is the list of pending study session topics, as well as calendars to assist in scheduling. Pending Study Session Topics at least 3 Council members have approved the following study items on the list) Drainage system maintenance (Stein, Bildsoe, Neset — meet before end of July) Other requests for study session topics: Recycling Program — future program initiatives (requested by EQC; after legislative session) OFFICIAL CITY MEETINGS April 2003 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 7:00 PM PLANNING COMMISSION, Council Chambers 3 7:00 PM HUMAN RIGHTS COMMISSION - Council Chambers 4 5 6 DAYLIGHT SAVINGS COMMENCES - set clocks ahead 1 hour 7 8 5: 30 PM SPECIAL COUNCIL MEETING DISCUSS POND CLEANING OPTIONS AND POLICY FOR HANDLING DRAINAGE CONCERNS, Public Safety Training Room 7.00 PM REGULAR COUNCIL MEETING, Council Chambers 9 7:00 PM EVIRONMENTAL QUALITY COMMITTEE EQC),Plymouth Creek Center LMC CITY DAY AT THE CAPITOL 10 70OPMHOUSINGBREDEVELOPMENT AUTHORITY( HRA). Medicine Lake Room 7:00ADVISORY CPM PARKBRECOMPRACOM ambers PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SHOW Piym.uthCreek Center 11 12 PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SHOW Plymouth Creek Center PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SHOW Plymouth Creek Center 13 14 7:30 PM YOUTH7OOPMBOARDOF ADVISORY COUNCIL, Council Chambers PLYMOUTH FINE ARTS COUNCIL SHOW, Plymouth Creek Center 15 EGUAuunON,C«.,a oe1a 7'.00 PM SPECIAL COUNCIL MEETING (IMMEDIATELY FOLLOWING BD. OF UALPRIMAVERAEG2001AUDIITREPIORT; REPORT ON 3RD SHE ET OF ICE, Council C—ben PRIMAVERA PLYMOUTH FINE ARTS COUNCIL SH— Pym Creek Cella 16 Passover begins at sunset 17 18 Good Friday 19 20 Easter 21 22 530PM SPECIAL COUNCIL MEETING. DISCUSS POSSIBILITY OF BUSINESS COUESTABLISH INCIL ANDNGA Public Safety Training Rom 7'.00 PM REGULAR COUNCIL MEETING,7:00 Council Chambers 23 800 AM -1:30 PM -HUMAN RIGHTS COMMISSION STUDENT WORKSHOP, Plymouth Ice Center 7:00 PM PLANNING COMMISSION, Council Chambers PM PLYMOUTH ADVISORY COMMITTEE ON TRANSIT (PACT) - Medicine Lake Room 24 25 26 9:00 AM -2:0p0 PM LAWN & GARDEN EXPO, Plymouth Creek Center 27 28 7:30 PM" YOUTH ADVISORY COUNCIL, Council Chambers 29 ISAM PLYM CIL SI TKAUSINESSCOUNCIL, SMrelonISRgodas 7:00 PM RECONVENE BOARD OFEOUALLZATIOON Caeca Chambers 30 Mar 2003 S M T W T F S May 2003 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 SPECIAL COUNCIL MEETING IMMEDIATELY FOLLOWING BOARD OF EGUALVATION). DISSPICER PROPERTY modified on 4/10/2003 OFFICIAL CITY MEETINGS May 2003 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Apr 2003 Jun 2003 1 2 3 S M T W T F S S M T W T F S 7:00 PM HUMAN RIGHTS 1 2 3 4 5 1 2 3 4 5 6 7 COMMISSION - 6 7 8 9 10 11 12 8 9 10 11 12 13 14 Council Chambers 13 14 15 16 17 18 19 15 16 17 18 19 20 21 20 21 22 23 24 25 26 22 23 24 25 26 27 28 27 28 29 30 29 30 4 5 6 7 8 9 10 7:00 PM 7:00 PM PARK & 10:30 AM - 4:00 PLANNING REC ADVISORY PM COMMISSION, COMMISSION PLYMOUTH Council Chambers PRAC), Council HISTORY Chambers FEST, Parkers Lake Park 11 12 13 14 15 16 17 7:30 PM S:DO PM SPECIAL COUNCIL MEETING 7:00 PM fi b PM d b PM ENVIRONMENTAL QUALITY 9:00 AM -3:30 YOUTH ADVISORY COUNCIL, Council Chambers INTERVIEW YOUTH APPLICANTS, DISCUSS PROPOSED EXPANSION OF PUBLIC SAFETY BUILDING; Public Safety Training Raom EVIRONMENTAL QUALITY COMMITTEE EQC), Plymouth Creek Center FAIR,O,l m dElemenlay Scti 17W Co. RE. 6 TW PMHOUSING 3 REDEVELOPMENT AUTHORITY(HRA),Plyeouth T—SRwra(w.meetN"I PM PLYMOUTH CLEAN-UP DAY, Public Works Maintenence Facility 7:00 PM REGULAR 7 00 PM YOUTH SERVICE AWARDS RECEPTION. COUNCIL MEETING, Council Chambers PIy,mM Creek Curler 18 19 20 21 22 23 24 tt 0D AM CITY EMPLOYEE RECOGNITION LUNCH, Plymouth Creek Center 6:00 PM GREENWOOD SPORT FIELD RIBBON CUTTING CEREMONY, 3635 CO, Rd, 101 7;00 PM PLANNING COMMISSION, Council Chambers 25 26 27 28 29 30 31 MEMORIAL DAY SA/AP1TAO T'"T BUSINESS COUNCIL. BORN 7:00 PM Observed) - city Offices Closed Can«enceR—,III Cars- Par"'4th floor PLYMOUTH ADVISORY 5'. JO PMSPECIAL COUNCIL MEETING: CONSIDER POLICY FOR TOBACCO USAGE ON COMMITTEE ON TRANSIT(PACT)- PARK PROPERTY, PutA, Medicine Lake Safety T—V R— MEETING. 7,11 PM REGULAR COUNCIL Coundl Chambers Room modified on 4/11/2003 OFFICIAL CITY MEETINGS June 2003 Sunday Monday Tuesday Wednesday i Thursday Friday Saturday 1 2 3 4 7:00 PM PLANNING COMMISSION, Council Chambers 5 7:00 PM HUMAN RIGHTS COMMISSION - Council Chambers 6 7 8 9 7:30 PM YOUTH ADVISORY COUNCIL, Council Chambers 10 7:00 PM REGULAR COUNCIL MEETING, Council Chambers 11 7:00 PM EVIRONMENTAL QUALITY COMMITTEE EQC), Plymouth Creek Center 12 7:00 PM PARK & REC ADVISORY COMMISSION PRAC), Council Chambers 13 14 Flag Day 1.5 16 17 18 7:00 PM PLANNING COMMISSION, Council Chambers 19 17:00 PM HOUSING b REDEVELOPMENT AUTHORITY (HRA), Medicine Lake Room 20 21 LEAGUE OF MINNESOTA CITIES ANNUAL CONFERENCE, St. Cloud Civic Center 22 23 7:30 PM YOUTH ADVISORY COUNCIL, Council Chambers 24 11:45 AM PLYMOUTH-MTKA BUSINESS COUNCIL, Sheraton Ridgedale 7:00 PM REGULAR COUNCIL MEETING, Council Chambers 25 7:00 PM PLYMOUTH ADVISORY COMMITTEE ON TRANSIT (PACT) - Medicine Lake Room 26 27 28 29 30 Ju12003 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 May 2003 S M T W T F S 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 modified on 4/10/2003