Treadwell Arena Advisory Committee (Sunset Date 4/30/2023)

Packet Page 1 of 13 AGENDA TREADWELL ARENA ADVISORY BOARD MEETING Virtual meeting only 5:30 PM June 10, 2020 I. Call to Order II. Roll Call III. Approval of Agenda IV. Approval of Minutes A. Draft May 27, 2020 meeting minutes V. Public Participation on Non-Agenda Items VI. Agenda Topics A. Draft annual TAAB report VII. Staff Reports A. Face Coverings B. Letter of support C. Scheduling Policy update D. FY20 Period 10 Revenue Report E. FY20 Period 10 Expenditure Report VIII. Committee, Liaison, Board Member Report A. Juneau Skating Club B. Juneau Adult Hockey Association C. Juneau Douglas Ice Association D. Parks and Recreation Advisory Committee IX. Next Meeting Date X. Supplemental Materials XI. Adjournment ADA accommodations available upon request: Please contact the Clerk's office 72 hours prior to any meeting so arrangements can be made to have a sign language interpreter present or an audiotape containing the Assembly's agenda made available. The Clerk's office telephone number is 586-5278, TDD 586-5351, e-mail: city.clerk@juneau.org  Packet Page 2 of 13 TREADWE ARENA ADVISORY BOARD Annual eport, June 2020 CURRENT MEMBERS Dave Bartlett Bret Connell EXECUTIVE SUMMARY Leah Farzin The Treadwell Arena Advisory Board (TAAB) finds that Treadwell Josh Fortenbery Arena is operating in a manner that encourages growth and diversity Ryan Kauzlarich among multiple user groups, maintains a very desirable cost recovery Jason Sosa rate well above the established 50% goal, and addresses the needs of Alexander Smith current users. In the past year arena management, in consultation with TAAB, has engaged with local businesses and community organizations 2019/20 MEETINGS to increase revenue through sponsored public skating sessions, July 24, 2019 secured advertising revenue by leasing space on the ice and November 12, 2019 dasherboards, and contracted with an outside vendor—Grumpy’s January 9, 2020 Deli—to provide concessions and generate additional revenue without May 27, 2020 placing any new burdens on rink staff or resources. June 10, 2020 Treadwell Arena management and staff continue to do an excellent job to realize innovative ideas and take feedback to continually improve COMMON Y USED ACRONYMS rink operations, particularly in light of the operational uncertainties JDIA: Juneau Douglas Ice caused by the coronavirus pandemic. Association JSC: Juneau Skating Club INTRODUCTION JAHA: Juneau Adult Hockey In April 2015, the Juneau Assembly approved an ordinance that Association created the Treadwell Arena Advisory Board (TAAB). Per ordinance 2015-18 (am), the Assembly tasked TAAB with drafting an initial report examining various segments of the Treadwell Arena’s operations, including financial performance, marketing and facility usage. This initial report was provided to the Assembly in May 2016, in accordance with the deadline set forth in the ordinance. In 2019, the ordinance was updated and requires TAAB to produce an annual report covering, at a minimum, the following five topics: 1. Number and types of annual users compared to preceding years 2. Annual cost recovery data 3. Ice scheduling and allocation of rink resources 4. Identified opportunities to generate net revenue or increase operational efficiencies 5. Identified ways to improve the experience of rink users  Packet Page 3 of 13 1. NUMBER AND TYPES OF ANNUA USERS COMPARED TO PRECEDING YEARS On-Ice Participants FY17 FY18 FY19 Open Skating 10,772 9,790 8,941 Wake N’ Skate 299 126 194 Day Open Skate 4,047 3,658 3,918 Evening Open Skate 2,521 2,060 1,709 Youth Skate 215 346 16 Freestyle (figure skating) 690 558 392 Parent/Tot Skate 368 545 435 Pond Hockey 1,435 1,556 1,287 Stick n’ Puck 1,197 941 990 Core Users 29,508 29,454 31,262 Juneau Douglas Ice Assoc (JDIA) 11,407 10,480 12,138 Juneau Skating Club (JSC) 6,998 6,849 8,327 Juneau Adult Hockey Assoc (JAHA) 8,203 8,547 8,333 Juneau Douglas High School (JDHS) 2,900 3,578 2,464 Private Rentals 6,966 6,509 5,632 Hockey only 3,785 3,437 3,031 Skating only 1,069 1,161 689 School Groups 2,013 1,849 1,842 Blue Line Club (JDHS booster) 99 62 70 Rink Programs 706 473 220 Summer Day Camp 0 0 0 Lessons, in-house clinics 706 473 220 Special Events (tourneys, camps, clinics) 1,554 1,678 1,639 Totals 49,506 47,904 47,694 Number and Types of Participation 35,000 30,000 25,000 20,000 15,000 10,000 5,000 0 FY17 FY18 FY19 Open Skating Core Users Private Rentals Rink Programs Special Events  Packet Page 4 of 13 2. ANNUA COST RECOVERY DATA FY17 FY18 FY19 Revenues Facility Rental 0 303,259 303,010 332,918 Youth Hockey - JDIA 87,152 85,608 112,099 Juneau Skating Club - JSC 74,819 71,624 91,443 Adult Hockey - JAHA 74,670 80,300 78,135 All other hourly rental 66,618 65,479 51,242 Open Skate 35,706 36,808 30,103 Convenience Pass 18,004 14,346 14,618 Locker Rental 13,738 14,939 22,410 Skate Sharpening 17,260 17,625 16,414 Skate Rental 1 4,851 577 19 Lessons 3,648 2,557 3,3334 Advertising 10,738 17,276 20,238 Vending/Concession 7,893 7,982 7,608 Food Service Permits 502 829 491 Total Revenues 2 415,599 415,949 448,152 Expenditures 3 Personnel 4 458,296 407,860 457,902 Operations 226,568 204,095 208,543 Total Operating Expense 684,864 611,955 666,445 Cost Recovery 61% 68% 67% 0 Amounts in breakout vary due to prime & nonprime rates; prime rates shown 1 Merged with open skate in FY18 2 Includes gift cards and cash over/short amounting to $10 between FY16-18 3 Excludes building maintenance expenditures since it is allocated by CBJ formula beginning FY19 4 Staffing costs including salaries, overtime and benefits for all positions Cost Recovery by FY $800,000 70% $700,000 68% $600,000 66% $500,000 64% $400,000 62% $300,000 60% $200,000 $100,000 58% $- 56% FY17 FY18 FY19 Revenue Expenses Cost Recovery  Packet Page 5 of 13 3. ICE SCHEDU ING AND A OCATION OF RINK RESOURCES The user groups are the main renters of ice. In FY19 JDIA and JSC rented significantly more ice than in previous years while JAHA and JDHS had slight decreases in their ice rentals compared to FY18. Some of the increases were made by utilizing more early morning ice. FY17 FY18 FY19 Hourly Ice Rental Youth Hockey - JDIA 375.00 355.75 467.00 Juneau Skating Club - JSC 336.00 307.75 403.50 Adult Hockey - JAHA 343.00 368.75 355.00 Juneau Douglas High School - JDHS 122.00 123.50 110.30 Promotional Skates1 5.65 11.65 9.15 Total Hours Rented 1,181.65 1,166.65 1,344.95 1 Hours do not include private rentals. 4. IDENTIFIED OPPORTUNITIES TO GENERATE NET REVENUE OR INCREASE OPERATIONA EFFICIENCIES Treadwell Arena continues to be managed very effectively and efficiently and the TAAB has found very few areas in which improvement is possible or reasonable. The TAAB finds the expenses and revenues are actively being managed appropriately by the rink manager. The rink manager solicited businesses for sponsored public skating sessions, obtained advertising revenue via the dasherboards as well as in the ice, and functions as the main marketer of the arena. This year the rink manager contracted with Grumpy’s Deli to provide concessions inside Treadwell Arena. The concessions vendor leased the space for a monthly cost from the rink and operated without utilizing rink staff. The initial lease agreement was for a one year term. This arrangement allowed the rink to offer concessions while not incurring any of the related expenses. 5. IDENTIFIED WAYS TO IMPROVE THE EXPERIENCE OF RINK USERS In last year’s annual report, the board set out three suggestions for how to improve the user experience: 1) increase public skating hours; 2) convert the snack bar area into true concession stand; and 3) extend Treadwell weekly operating hours and season length. Over the past year, two of those suggestions have been implemented, and one remains: there is now the Skater’s Stop snack bar in the rink, which has been a wonderful addition, and the rink’s season has been extended. Considering the current pandemic and the changes that it will bring to the 2020-21 season, the board is more modest in its suggestions for this year. The following suggestions for improving the experience of rink users are given with the caveat that they should only be implemented if it is possible to do so while mitigating risk of infection from COVID-19, consistent with public health guidelines.  Packet Page 6 of 13 First, the board still would like to see expanded public skating time on a weekly basis. Public skating exposes new skaters to ice skating and provides skaters and hockey players more time to practice their skills, improve, and therefore stick with their sports. Second, the board would like to see Treadwell continue to expand the number of weeks it is open each year. Treadwell was on course to have an extended season, which was unfortunately and abruptly cut short in March 2020. It is, however, currently scheduled to open at the end of July—earlier than it has in years—and stay open until the end of April 2021. The board supports this expanded schedule and management’s current plan to continue expanding the season. It gives the community additional recreation options all year and helps athletes who participate in ice sports improve and become more competitive. Third, and especially in consideration of the current pandemic, the board would fully support a much larger area be created in Treadwell for skaters to get their skates on and off without being crowded into locker rooms. Ideally such a space would be heated, since Treadwell is a fairly cold arena. Hockey players use locker rooms to get dressed and undressed, but almost all other users only use the locker rooms as a warm place to get skates on an off, and therefore a larger, warm lobby space would allow that to happen in a more socially distant manner. Overall, skating and hockey have been steadily increasing in popularity in Juneau since Treadwell first opened in 2003, and this means the current prime ice (ice available outside of standard school and work hours) is in high demand from all user groups and the public. The way to improve user experiences at Treadwell is increased ice availability to relieve time pressure on current user groups and increase public skating times. This could be achieved by keeping Treadwell open for more of the calendar year, adding a second sheet of ice, adding off-ice space like a lobby or workout room, or implementing any combination of these options. Juneau's user groups are growing, but more importantly, they are committed to their sports and would make use of increased ice as well as off-ice fitness space in the facility. CONC USION Treadwell Arena has experienced a steady increase in the rate of cost recovery over the past several years. This increase in covered expenses allows the arena to expend its ability to provide additional services and the flexibility to consider improvements that add value for its users. It also allows for a lower hourly rental cost for the user groups which allows the core customers the ability to use more ice and bring in more members of their own. Due to the increase in cost recovery, a phased approach to extending the seasons was proposed in 2019, however full implementation has been delayed by the coronavirus pandemic (which required early closure in March 2020). However, assuming operations can resume subject to public health restrictions, phase two would begin in 2020/2021 and extend operations to a 40 week season, including 6 weeks of summer non-ice programming. The phased approach to extending the ice season would eventually result in an additional month of ice skating availability compared to 2018/2019, allowing user groups to steadily adapt to the longer seasons and minimizing the risk to Treadwell Arena’s current cost recovery rate. Covering costs, increasing user participation and user satisfaction are of the utmost concern for the TAAB. The TAAB is pleased to report the rink manager successfully ensures a high degree of user satisfaction, has increased utilization of available ice by core user groups, and has maintained a cost recovery rate well above the previously established goal.  Packet Page 7 of 13 Presented by: The Manager Presented: 05/28/2020 Drafted by: R. Palmer III ORDINANCE OF THE CITY AND BOROUGH OF JUNEAU, ALASKA Emergency Ordinance No. 2020-25 An Ordinance Requiring Use of Cloth Face Coverings on Capital Transit Buses and in Certain Areas of City and Borough of Juneau Facilities Open to the Public. WHEREAS, COVID-19 is a respiratory disease that can result in serious illness or death and is caused by the SARS-Cov-2 virus (“virus”), a new strain of the coronavirus that has not been previously identified in humans and is easily transmittable person to person; and WHEREAS, on March 11, 2020, the World Health Organization (“WHO”) declared the virus a pandemic; and WHEREAS, on March 11, 2020, the State of Alaska declared a public health emergency in response to the anticipated outbreak of the virus in Alaska; and WHEREAS, on March 13, 2020, President Donald J. Trump declared a national emergency in response to the virus pandemic; and WHEREAS, on March 16, 2020, the Assembly declared a local emergency in response to COVID-19; and WHEREAS, on March 22, 2020, the City and Borough of Juneau (“CBJ”) received its first positive case of COVID-19; and WHEREAS, on May 21, 2020, the Governor released the public health mandates that had restricted gatherings and businesses; and WHEREAS, as of May 26, 2020, there have been 31 confirmed cases in the City and Borough of Juneau, including a recent case classified as caused by community spread; and  Packet Page 8 of 13 WHEREAS, the Center for Disease Control and the State of Alaska (Health Alert 10) also recommend everyone wear a cloth face covering when in a public setting where other social distancing measures are difficult to maintain; and WHEREAS, public health officials have advised that in addition to practicing social distancing and staying home as much as possible, additional measures that include the covering of an individual’s nose and mouth will minimize asymptomatic individuals with COVID-19 from unknowingly spreading the disease; and WHEREAS, the Assembly strongly urges the use of cloth face covering or a physical barrier (i.e. Plexiglas separator) for any businesses with employees that interact with the public, especially grocery stores, gas stations, and retail stores. THEREFORE BE IT ENACTED BY THE ASSEMBLY OF THE CITY AND BOROUGH OF JUNEAU, ALASKA: Section 1. Classification. This ordinance is a non-code ordinance. Section 2. Cloth Face Covering Requirement. (a) Capital Transit Bus Cloth Face Covering Requirement. A person entering, riding, or using a Capital Transit bus must wear a cloth face covering which covers their nose and mouth. A person violating this section is prohibited from entering, riding, or using a Capital Transit bus. (b) City and Borough of Juneau Indoor Facility Open to the Public. (1) Notice. The Manager is required to identify and conspicuously post notices for those City and Borough of Juneau public facilities or areas of public facilities in which people are required to wear a cloth face covering. The Manager should post face covering notices in public facilities and areas of public facilities in which maintaining six feet separation between people is difficult or where there are insufficient physical barriers to keep people six feet apart. (2) Cloth Face Covering Requirement. This requirement only applies to indoor facilities owned by the City and Borough of Juneau and open to the public. A person entering or occupying an indoor City and Borough of Juneau facility or area of an indoor facility must wear a cloth face covering when required by notice posted by the Manager. A person violating this section is prohibited from entering, occupying, or remaining in the indoor City and Borough of Juneau facility or area of an indoor facility. Page 2 of 3 Emergency Ord. 2020-25  Packet Page 9 of 13 (c) Provision of Face Covering. For people who cannot afford or locate a face covering, the Manager shall make a face covering available on every Capital Transit bus and at any City and Borough of Juneau facility that requires a face covering. (d) Reasonable Accommodations. Any person who chooses not to comply with this ordinance or who has been denied a City and Borough of Juneau service because of this ordinance may contact the Manager’s Office, or designee, and seek a reasonable accommodation such as making an appointment, meeting outside, or interacting without meeting in person. Section 3. Exceptions. The following individuals and areas of a City and Borough of Juneau facility are exempt from the cloth face covering requirements of this ordinance. (a) Any child aged two years or less; (b) Any child aged 12 years or less unless a parent or guardian supervises the use of the face covering; (c) Any individual who has a physical disability that prevents the wearing or removing of a face covering; (d) Any individual who is deaf and uses facial and mouth movements to communicate; (e) Any individual who has been advised by a medical professional that wearing a face covering may pose an unreasonable risk; (f) Any individual who has trouble breathing or is otherwise unable to remove a face covering without assistance; (g) Individual offices where people can easily stay six feet apart. Section 4. Effective Date. This ordinance shall be effective immediately and expire at midnight on June 30, 2020. Adopted this 28th day of May, 2020. Beth A. Weldon, Mayor Attest: Elizabeth J. McEwen, Municipal Clerk Page 3 of 3 Emergency Ord. 2020-25  Packet Page 10 of 13 TO: Senior Staff FROM: George Schaaf, Parks & Recreation Director DATE: June 8, 2020 RE: Exceptions to Ordinance 2020-25 (Cloth Face Coverings) Ordinance 2020-25 requires people to wear cloth face coverings in certain indoor facilities owned by the City & Borough of Juneau. Section 3 provides the following exceptions: a) Any child aged two years or less; b) Any child aged 12 years or less unless a parent or guardian supervises the use of the face covering; c) Any individual who has a physical disability that prevents the wearing or removing of a face covering; d) Any individual who is deaf and uses facial and mouth movements to communicate; e) Any individual who has been advised by a medical professional that wearing a face covering may pose an unreasonable risk; f) Any individual who has trouble breathing or is otherwise unable to remove a face covering without assistance; g) Individual offices where people can easily stay six feet apart. A person who claims one or more of these exemptions will be presumed exempt; no documentation is required. Guests who are not specifically exempt and who choose not to wear a cloth face covering may seek a reasonable accommodation pursuant to Section 2(d) of the ordinance. In most situations, the reasonable accommodation offered will be a face shield provided to the guest at no cost. The Parks & Recreation Director has been designated by the City Manager to consider other requests for reasonable accommodations. Depending on the facility, other reasonable accommodations may include making an appointment, meeting outside, or interacting without meeting in person. Guests who are not exempt and who refuse to wear a face shield should contact the facility at least one business day in advance to request reasonable accommodation through the Director. 155 S. Seward St  Juneau, AK 99801 Phone: (907) 586-5226  Fax: (907) 586-4589  Email: Parks.Rec@juneau.org GL Commitment Analysis Report GL298 Date 05/22/20 Company 1 City and Borough of Juneau USD Page GL Commitment Analysis Report - Commitment Analysis 1 - 10 1 Time 20:03 Acct Unit 209460801 RSA P&R Treadwell Arena Budget 100 2020 Production Budget Account Expenditures Encumbrances Commitments Total Budget Budget Balance ----------- ------------------ ------------------ ------------------ ------------------ ------------------ ------------------ 1,797.57- 0.00 0.00 1,797.57- 2,400.00- 602.43- 004300 0008 Lessons/programs 004300 0021 12,329.26- 0.00 0.00 12,329.26- 14,000.00- 1,670.74- Skate sharpening 004310 0000 30,491.77- 0.00 0.00 30,491.77- 32,000.00- 1,508.23- Daily 004320pass revenue 0000 22,200.11- 0.00 0.00 22,200.11- 14,400.00- 7,800.11 Monthly revenue 004410 0102 422.39- 0.00 0.00 422.39- 400.00- 22.39 Food/service permits 004420 0002 5,262.45- 0.00 0.00 5,262.45- 8,000.00- 2,737.55- Vending 004549 revenue 0000 17,377.99- 0.00 0.00 17,377.99- 11,400.00- 5,977.99 Miscellaneous sales 004550 0000 318,056.01- 0.00 0.00 318,056.01- 310,000.00- 8,056.01 Facility rental revenue 004560 0001 18,719.79- 0.00 0.00 18,719.79- 22,400.00- 3,680.21- Locker 004700rental 0000 1.90 0.00 0.00 1.90 0.00 1.90- Cash over/short ----------------- ----------------- ----------------- ----------------- ----------------- Periods YearUnit 2020Total 426,655.44- 0.00 0.00 426,655.44- 415,000.00- 11,655.44 Acct ----------------- ----------------- ----------------- ----------------- ----------------- 426,655.44- 0.00 0.00 426,655.44- 415,000.00- 11,655.44 ================= ================= ================= ================= ================= Company Total ----------------- ----------------- ----------------- ----------------- ----------------- 426,655.44- 0.00 0.00 426,655.44- 415,000.00- 11,655.44 ================= ================= ================= ================= ================= ----------------- Report Total ----------------- ================= ----------------- ================= GL Commitment Analysis Report GL298 Date 05/22/20 Company 1 City and Borough of Juneau USD Page GL Commitment Analysis Report - Commitment Analysis 1 - 10 1 Time 19:52 Acct Unit 209460801 RSA P&R Treadwell Arena Budget 100 2020 Production Budget Account Expenditures Encumbrances Commitments Total Budget Budget Balance ----------- ------------------ ------------------ ------------------ ------------------ ------------------ ------------------ 0.00 0.00 0.00 0.00 4,500.00- 4,500.00- 005100 0000 Vacancy 005110 factor 0000 261,512.36 0.00 0.00 261,512.36 309,720.00 48,207.64 Salaries 005111 0000 8,467.25 0.00 0.00 8,467.25 3,500.00 4,967.25- Overtime 005116 0000 26,028.35 0.00 0.00 26,028.35 0.00 26,028.35- Accrued 005120 leave 0000 127,233.48 0.00 0.00 127,233.48 158,420.00 31,186.52 Benefits 005130 0000 10,200.00 0.00 0.00 10,200.00 10,200.00 0.00 Workers compensation 005201 0000 205.94 0.00 0.00 205.94 500.00 294.06 Mileage 005202 0000 4,762.67 0.00 0.00 4,762.67 4,300.00 462.67- Travel 005310and training 0000 5,270.11 0.00 0.00 5,270.11 5,900.00 629.89 Telephone 005320 0000 555.36 0.00 0.00 555.36 100.00 455.36- Printing Periods0000 005322 1,748.06 1,500.00 0.00 3,248.06 3,700.00 451.94 Advertising Year 2020 005332 0000 50,550.50 0.00 0.00 50,550.50 58,300.00 7,749.50 Electricity 005333 0000 55,738.19 4,909.46 0.00 60,647.65 71,100.00 10,452.35 Fuel oil & propane 005334 0000 2,082.68 0.00 0.00 2,082.68 2,800.00 717.32 Refuse disposal 005335 0000 1,484.15 0.00 0.00 1,484.15 1,700.00 215.85 Water service 005336 0000 6,110.16 0.00 0.00 6,110.16 6,100.00 10.16- Wastewater 005345 0000service 97,200.00 0.00 0.00 97,200.00 97,200.00 0.00 Building maint division charges 005361 0000 11,063.39 0.00 0.00 11,063.39 6,100.00 4,963.39- Fleet 005362equipment 0000 maintenance19,600.00 0.00 0.00 19,600.00 19,600.00 0.00 Fleet replacement reserve GL Commitment Analysis Report GL298 Date 05/22/20 Company 1 City and Borough of Juneau USD Page GL Commitment Analysis Report - Commitment Analysis 1 - 10 2 Time 19:52 Acct Unit 209460801 RSA P&R Treadwell Arena Budget 100 2020 Production Budget Account Expenditures Encumbrances Commitments Total Budget Budget Balance ----------- ------------------ ------------------ ------------------ ------------------ ------------------ ------------------ 6,600.00 0.00 0.00 6,600.00 6,600.00 0.00 005370 Spec &0000 Prop 005375 0000 2,700.00 0.00 0.00 2,700.00 2,700.00 0.00 General Liab, Auto & EE Pract Ins 005380 0000 522.51 0.00 0.00 522.51 500.00 22.51- Dues and subscriptions 005390 0000 4,660.73 0.00 0.00 4,660.73 1,800.00 2,860.73- Contractual 005397 0000services 2,906.90 0.00 0.00 2,906.90 7,000.00 4,093.10 Bank card fees 005480 0000 832.73 0.00 0.00 832.73 1,500.00 667.27 Office supplies 005481 0000 0.00 0.00 0.00 0.00 1,000.00 1,000.00 Postage and parcel post 005485 0000 697.85 0.00 0.00 697.85 2,500.00 1,802.15 Inventory 005490 0000 24,855.05 1,804.85 0.00 26,659.90 25,000.00 1,659.90- Materials and 005491 0000 commodities 38.62 0.00 0.00 38.62 400.00 361.38 Safety programs and equipment Periods0000 005498 200.00 0.00 0.00 200.00 200.00 0.00 Minor2020 Year Software 007005 0000 325.00- 0.00 0.00 325.00- 0.00 325.00 Reimbursable Expense - External ----------------- ----------------- ----------------- ----------------- ----------------- 733,502.04 8,214.31 0.00 741,716.35 803,940.00 62,223.65 Acct Unit Total ----------------- ----------------- ----------------- ----------------- ----------------- 733,502.04 8,214.31 0.00 741,716.35 803,940.00 62,223.65 ================= ================= ================= ================= ================= Company Total ----------------- ----------------- ----------------- ----------------- ----------------- 733,502.04 8,214.31 0.00 741,716.35 803,940.00 62,223.65 ================= ================= ================= ================= ================= ----------------- Report Total ----------------- ================= ----------------- =================