Agenda Item No. 12
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TO: Honorable Mayor and City Council
FROM: Megan Wolfe, Director of Community Services
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FOR: City Council Meeting of February 13, 2023
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That City Council:
2. Provide direction to staff regarding the 2023 Ice Rink.
On February 28, 2022, City Council approved an Ice Rink expenditure budf4et for Fiscal Year 2022/2023 in the amount of $275,100 and a revenue budget in the amount of $215,000 (Attachment A).
The Fiscal Year 2022/2023 Adopted Capital Improvement Program included $100,000 to install electrical infrastructure to meet the electrical needs of the 2022 Ice Rink Due to supply chain issues, the equipment could not be received in time for the installation of the Ice Rink. As part of the first quarter Budget review, City Council approved an additional budget in the amount of $ 100,000 for a generator and fuel to operate the 2022 Ice Rink.
The Ice Rink opened on November 26, 2022 and closed on January 1, 2023. The rink provided ice skating sessions six days a week, which included different schedules and prices.- • Tuesday - Thursday 4:00 p.m. - 8:00 p.m.
• Ages 3-11: $10.00
• Ages 12+: $15.00
• Under 2: Free with paying adult
• Friday - Sunday from 12:00 p.m. - 5:00 p.m.
• Ages 3-11: $15.00
• Ages 12+: $20.00
• Under 2: Free with paying adult
Friday - Sunday from 5:00 p.m. — 10:00 p.m. and Holidays (December 25"', 31" and January 1") 4:30 p.m. — 9:00 p.m.
• Ages 3-11: $18.00
• Ages 12+: $25.00
• Under 2: Free with paying adult
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The schedule included multiple one -hour skate sessions and allowed up to 125 skaters on the ice per session. The approximate total number of customers served during the 2022 season was 5,000.
In addition to skate sessions, there was a Private Skate Rink Party Package available on Mondays. This package cost a minimum of $1,000 and included exclusive access to the ice rink for two hours for up to 100 skaters, three fire pits, and access to the YPAC Blackbox with tables and chairs. There was a total of two Private Skate Rink Party Packages sold. Group Skate Party Packages were also available for purchase Friday — Sunday. This package cost $500.00 and included a one -hour skate session for up to 30 skaters and access to the YPAC Blackbox with tables and chairs for four hours. There was a total of four Group Skate Party packages sold. Fire pits were available for rent Tuesday — Thursday for $50,00 and Friday — Sunday for $75.00.
Each Fire pit rental included private use of a fire pit with a couch for up to six people for 1.5 hours. There was a total of 44 fire pit rentals. In addition to skate sessions, party packages, and fire pits, theme nights were added this year and are detailed in Attachment B.
Staff originally planned to have The Gingerbread Shop return as a food vendor, however they committed to the Mission Inn and could not return for a second year. Staff contacted Roundabout Sweets to see if they were interested in partnering to offer Hot Chocolate and other treats, but they could not commit at that time.
Staff was able to secure nine sponsorships from local business which included, RE/MAX Advantage, American Eagle, Brewcaipa, Sullivan's Party Rental, YAPS, YHS Foundation, Markarian Law Group, Payroll Vault, and Miller Optometry. The total funding generated from sponsorships was $10,950.
A week prior to opening the Ice Rink, staff was made aware that the Live Oak Christmas Farm was also opening an ice rink for the same period, Thanksgiving to Christmas. As outlined in Attachment A, the City's revenue goals were not met due to lower participation than anticipated, which is likely attributed to the competing ice rink at Live Oak Christmas Farm.
Staff believes it is important to note the Live Oak Christmas Farm intends to have an ice rink again for the 2023 calendar year. Staff is seeking direction from City Council on whether to proceed with the Uptown Ice Rink for the 2023 Holiday season.
FISCAL IMPACT:
The Fiscal Year 2022/2023 adopted budget includes estimated Ice Rink revenue of $215,000 and expenditures of $380,100, for an estimated net fiscal impact of $(165,100). The actual revenue generated from the event was $96,985 and actual expenditures totaled $286,800 for a net cost of $(189,815). In total, actual and estimated financial results differed in the net amount of $(24,715).
Attachment:
A) Ice Rink Budget
B) Calendar of Themed Events
Approved by:
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FY 0Lt 01l`
BUDGETED
ADJUSTED
ACTUAL
VARIANCE
Revenues. 01-8500-7227-06-4795
Ticket Sales
$ 164,000
$ 164,000
$ 83,535
$ (80,465)
Concessions
5,000
5,000
-
(5,000)
Fire Pit Rental
6,000
6000
2,500
(3,500)'
Sponsorships
40,000
40,000
10,950
(29,050)
Total Revenues
'$ 215,000 '
$ 215,000
$' 96,985
$ (118,015)
Expenditures. 01-8500-7227-00-5220
Ice Rink Rental
$ 140,000 $
140,000
$ 134,800 $
5,200
Staff
33,000
33,000
12,000
21,000
Uniforms
1,000
1,000
614
386
Rentals/Mist/Porta Potty
4,000
4000
1,224
2,776
Electricity
40,000
40,000
38,725
1,275
Fuel
100,000
52,849
47,151
Propane
-
-
716
-716
Tent
16,000
16,000
-
16,000
DJ
3,000
3,000
2,780
220
Decor
5,000
5,000
-
5,000
Security 1 1pm-lam each night
15,000
15,000
11,385
3,615
Marketing/Advertising
5,000
5,000
2,795
2,205
Ice Rink Setup Materials
28,911
(28,911)
Expenditures S 262,000 $ 362,000 $ 286,800 $ 75,200
Contingency $ 13,100 $ 18,100
Total Expenditures $ 275,100 $ 380,100
Net Financial Impact $ (60,100) $ (165,100) $ (189,815) $ (24,715) 359
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