4.1 DRAFT MINUTES 10-07-2024 - Laserfiche WebLink

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City Council Minutes September 16, 2024 --------- Page 11 of 13 Councilmember Beyer explained we have open meeting laws that the Council and the commissions need to follow and that is why it should go to staff first instead of copying the entire council on an email. Commissioner Westgaard said that it would have been easier back at the February or March meetings to establish who they should contact. He stated that the commission was not aware of whom the leadership was. Mr. Shelby stated that Mr. Dalton was still responsible for the facility until August 1, 2024. Also, Mr. Stremcha was also visibly available in his leadership role. He stated he is struggling with the notion of the MFAC or other users not knowing who to contact and stated that the rest of the staff was there and available, as well. Councilmember Grupa asked if that is something that the user groups would go to the commission versus staff. Mr. Stremcha stated that it is a collaborative effort. He stated that if there was an issue then the commissioner could bring it to staff. Mr. Portner clarified that issues brought up during an Open Forum are typically directed to staff who return to the Council at a later date. He also stated going forward, communication will improve once new staff is in place. Mr. Portner asked if all of Mr. Eason's questions were addressed. Mr. Stremcha, Commissioner Westgaard and the Council concurred that all of the questions were addressed. Commissioner Westgaard stated that hours were offered and that they were not hours that were heavily usable by their groups and said that there were far more early hours and far more late hours. Mr. Stremcha stated that the Sunday hours were offered and not accepted, as were many days between 4:00 p.m. - 7:00 p.m. An entire Sunday afternoon was open and not accepted. Commissioner Westgaard stated that the simple takeaway is a simple phone call avoids all of this and to collaborate schedule times. He also stated that ERHYA did not know about the events until a month before. Mr. Stremcha explained that he was crystal clear last November because he knew it would be an issue because it is the try-out season. Mr. Stremcha empathized that he knew the try-out screening and schedule would need to be looked at and gone through in 2023 before they even booked ice in January 2024. Commissioner Westgaard asked him to refresh his memory as to who was at the meeting. Mr. Stremcha stated Commissioner Westgaard, Ryan Eason, Tim Dalton and himself were part of that meeting. Councilmember Wagner made it clear that they knew who to contact, they knew that if they contacted a councilmember, the councilmember would get in touch with the correct staff member. She reiterated after she got off the phone with Commissioner Westgaard that she immediately contacted Mr. Stremcha and Mr. Stremcha immediately reached out to Mr. Eason. Councilmember Wagner brought up an email from July 25, 2024, from the ERYHA ice scheduler that was addressed to Ms. Estby asking when they can schedule ice time and Ms. Estby replied "how about now?" She stated this is showing by the end of July they were working on scheduling ice. Mr. Stremcha asked Ms. Estby when she sent the schedule for October ice. Ms. Estby replied she sent the September and October ice availability in July and then by the end of August the ERYHA had the November-March parameters to Ms. Estby. Mr. Stremcha specifically asked when was Ms. Estby given an October schedule. Ms. Estby stated that she received their October 1-20, 2024 ice times on September 15, 2024. Mr. Stremcha reiterated they were originally given to ERYHA in July. Mr. Stremcha stated the Page 13 of 139