CR 93-61 Change Pavilion Summer Hours
April 19, .1.993
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council Report: 93-61
CHANGE IN PAVILION SUMMER HOURS
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Staff recommends a change in section 5.03 of legislative policy #5-E
Pavilion Operation. The current policy under section 5.03 states nOn
days when there are no dry floor events scheduled the facility will be
open Tuesday and wednesday 8:00 am to 2:30 pm, Thursday and Friday 8:00
am to 8: 00 pm and Saturday and sunday 12: 00 pm - 8: 00 pm... VI The
recommended change would state nQn.~~ wnen ~~ar~--Do_.J:j.r..Y'..-fJ..oo-,-t:
ev...~...n.t!L sc~dule<:L..~Lqcil,ity Will Q~_Q~D-..'Llles~_~__,Erid~__!.l :QQ
am - 2: ;).9---P~ n
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The current LegiSlative Policy #5-E was written October 16, 1990 prior
to the opening of the Hopkins Pavilion. At that time staff and Council
could only speculate as to how the Pavilion would be used by the
community. The last two summers attendance records show very little to
no acti vi ty during open, unscheduled hours. Staff feels that the
Pavilion could save a substantial amount of personnel and operating
costs by cutting back on these open unscheduled hours and have little or
no effect on the community.
AnalXsie.... oLf:r.imary: l~es
o Do groups or individuals use the facility if events or activities
are not scheduled?
o What can the Pavilion Attendants accomplish during
these non-scheduled open hours?
o What operating costs can be saved by cutting back open
hours?
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o Are services being duplicated?
o Is there a demand for a "drop in" facility in case of rain?
o Does this mean the Hopkins Pavilion will be inactive during the
summer?
~ypport ins,_.I nt Ot'l!lllf"'-.l.QIl
o Analysis of Primary Issues.
o Analysis of Secondary Issues.
o Summer Daily Log information.
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~rachota, Pavilion Manager
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o Do groups or individuals use the facility if events or activities
are not scheduled?
Log records kept by the Pavilion attendants show little or no
evening or weekend activity during the last two (2) years
during the hours to be dropped. The few people that did stop
in were curious as to what the building was, or stopped to use
the restroom facilities.
o What can the Pavilion Attendants accomplish during these non-
scheduled open hours?
While the attendant on duty can perform some maintenance
during the evenings and weekends, they cannot effectively
perform many of the major maintenance items alone. Most of
our major maintenance tasks are only done once a year and
require an experienced employee such as the manager to help
start the task and direct the employee in how best to complete
the task. This, coupled with the fact that the dry floor
programs have grown, places maintenance time at a premium and
must be used effectively. Many major maintenance tasks cannot
be performed during times that the building is open for safety
reasons.
o What operating costs can be saved by cutting back the open hours?
The cut back in hours would save approximately $2300.00 in
labor costs and another $200.00 in energy costs for a total of
approximately $2500.00. The Pavilion budget at this point is
a break even budget where revenues equal expenses. cutting
back unused open hours is one method of improving the budget.
Staff feels that the Pavilion building is in its prime and now
is the time to be building reserve funds to cover future
maintenance and replacement costs. This $2500.00 savings per
year is a step in that direction.
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o Are services being duplicated?
The Hopkins/Minnetonka Recreation Department operates the park
shelter at Central Park during most of the hours that the
Pavilion is open. Patrons needing restroom facilities during
the day on weekdays can use the Pavilion, while evening and
weekend patrons can use the park shelter.
o Is there a demand for a Itdrop inti facility in case of rain?
When the current hours were established the hours were set to
accomodate picnics or events that may have been rained out and
were looking for a location to still hold the event/picnic.
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Music in the Park and the Raspberry Festival Association have
used the Pavilion as a rain-out back up and staff will
continue to work with these organizations if they so desire.
These two organizations have supplied the only demand for a
"drop in" facility.
o Does this mean the Hopkins Pavilion will be inactive during the
summer?
staff has rented the Pavilion again this summer (on a hourly
basis) to a Rollerhockey organization that operates
Rollerhockey leagues during the summer. The leagues will be
scheduled for Monday -, Thursday nights, and Sunday nights for
most of the summer. Additional tournaments and playoffs will
be played on weekends. The design of the building, the park
setting and the Raspberry Festival sports weekend, all
contributed to the league organizers Choosing our facility.
staff feels very fortunate to have attracted this summer
programming, and revenue, during a period when most arena
facilities find it difficult to attract revenue producing
activities.
This Rollerhockey League along with Raspberry events and
Ballcard shows will keep the Pavilion open mucll of the time
this summer. .
o Summer Daily Log Information.
The Pavilion attendants are required to fill out a log sheet
at the end of each shift worked, with information such as
a.ttendance, activity scheduled, weather conditions, building
conditions, etc. Attendance records from these sheets over
the past two (2) summers show the following attendance during
the hours requested to be dropped.
1991 32 people
1992 8 people