2010-02-08 STMA Ice Arena Board PacketSTMA Hockey Board Agenda
February 8, 2010
Albertville City Hall
6:00 p.m.
1. Call to Order
2. Set Agenda
3. Election of New Chair and Vice Chair
4. Approve Minutes of the January 11, 2010, Board Meeting
5. Approve List of Claims for January 2010
6. Arena Manager's Report
a. Spring and Summer Ice Time
%. Citizen Forum - (Anyone not on the agenda will have up to five minutes to briefly
address the board.)
8. Old Business
a. Management and Oversight of Hockey Arena
9. New Business
a. 2010 Arena Budget
l 0.Adjourn
ST. MICHAEL - ALBERTVILLE HOCKEY BOARD MINUTES
January 11, 2010
6:00 p.m.
Present: Chairman: Drew Scherber and Members: Dean Eggert, Larry Sorenson, Dan Wagner, Gayle
Weber and Jerry Zachman. Also present were: Arena Manager Grant Fitch; Albertville City
Administrator Larry Kruse and St. Michael City Administrator Bob Derus. The meeting was called to
order at 6:02 p.m. by Chairman Scherber.
Set Agenda
Chair Scherber set the agenda as printed with the addition of the annual Board reorganization.
Reorganization
There was a brief discussion about the annual reorganization of the Board. Chair Scherber mentioned
it has been the practice to rotate the Chair each year. Zachman asked if it would be okay with the
Board to hold off on reorganization until next month, since St. Michael has not yet made their annual
appointments, including to the Hockey Board, stating it was possible that there will be a change in
representation on the Board. The Board agreed to hold off until the next meeting.
Approval of Minutes
Members Eggert/Weber moved to approve the minutes of the December 14, 2009 Board Meeting, as
submitted with the correction that Kevin Kasel was not at the meeting. Motion carried unanimously.
Approval of Claims & Accounts
After discussion, Members Zachman/Sorenson moved to approve the list of claims. All voted aye.
Arena Manager's Report
Fitch reported on ice usage during summer months. Overall ice usage was not as high as projected
and, as a result, income did not offset expenses. This led to a general discussion about whether it made
sense or not to continue to have some summer ice, including the following:
➢ Fitch estimated that it would take income of $25,000 per month to break even.
➢ Mr. Gapinski, from Youth Hockey, suggested that in order for it to work the arena has to work
out an arrangement with Showcase Hockey, so that the arena is booked for their spring,
summer and fall leagues;
➢ The best months for income were when some of the other rinks (Monticello and Buffalo) were
not open. It was then suggested that it would probably make sense to have the arena open for
fewer months.
➢ Fitch suggested that he needed a decision by the next meeting, for scheduling and marketing.
➢ The rink has to be shut down for at least six weeks to make sure the ground underneath it is
allowed to thaw.
The Hockey Board directed Fitch to analyze the financial information, including overhead cost/month
if the arena is closed, and report to the next meeting.
Citizen Input
Mr. Gapinski questioned the accuracy of the recent profit and loss financial statement, which indicates
considerably more net income than expected. It led to a discussion and speculation about what the
reasons were for this apparent discrepancy.
Youth Hockey Association
Mr. Gapinski did not have anything to report from Youth Hockey, other than they are continuing to
work on financial information for a new arena.
New Business
Management and Oversight of Hockey Arena
Bob Derus reported on the memo that he and Larry Kruse submitted to the Board, which addressed
management and oversight of hockey arena. He suggested the Board consider an alternative to the
current organizational structure of the Board. He suggested that, since the arena is closest to
Albertville City Hall, Kruse provide the management oversight and review of activities and staffing of
the arena. Similarly, Kruse and Derus will meet with Youth Hockey to review and refine the
expansion of the arena, rather than conduct these sessions at the board meeting. This led to discussion
about the following:
➢ Scherber questioned the procedure for approving and signing, bills, Kruse speculated that bills
could be run through Albertville and approved by the Albertville City Council
➢ The Board would have to meet monthly until the details of the revised structure are worked out,
but would eventually scale back frequency of meetings to four or less meetings per year.
➢ Financial reporting and accountability would improve.
➢ Whether Albertville should be reimbursed for its oversight;, since the Board is currently paying
for financials, it was suggested that it made sense to reimburse Albertville.
➢ How long it would take to draft a plan. Derus and Kruse thought they could work out the
details in a month.
After discussion, Members Zachman/Weber moved to approve the concept and direct staff to report at
the next meeting. Motion carried unanimously.
Adiourn. Members Eggert/Sorenson moved to adjourn -at 7:02 p.m. All voted aye.
Attest:
Bob Derus, Recording Secretary
Arena Check Detail Register
February 1, 2010
Check 027956 BOLTON & MENK, INC
E 810- 00000 -303 Engineering Fees
Total BOLTON & MENK, INC
Check 027958 CENTER POINT ENERGY
E 810 - 00000 -383 Gas Utilities
Total CENTER POINT ENERGY
Check Amt Invoice Comment
Invoice Comment
$237.50 0130388 site fees study
$237.50
$1,508.67 539013101209 5898 LACHMAN AVE
$1,508.67
Check 027960 CHARTER COMMUNICATIONS
E 810 - 00000 -321 Telephone $104.34 0131702110 phones
Total CHARTER COMMUNICATIONS $104.34
Check 027961 CITIBUSINESS CARD
E 810 - 00000 -300
Professional Srvs (GENERAL)
$555.00 0
snow pit clear
E 810 - 00000 -259
Other For Resale
$58.50 0
lacer
E 810 - 00000 -259
Other For Resale
$125.00 0
hockey tape
E 810 - 00000 -300
Professional Srvs (GENERAL)
$200.00 0
ice edger repair
Professional Srvs (GENERAL)
Total CITIBUSINESS CARD
$938.50
Check 027963
CJ'S LINEN SERVICE
Check 027968
E 810- 00000 -399
Miscellaneous
$25.54 24817
washed, rented
couple flex, battery
Total CJ'S LINEN SERVICE
$25.54
$85.97
Check 027964 COCA COLA ENTERPRISES BOTTLING
E 810 - 00000 -254 Soft Drinks /Mix For Resale $1,047.60 0118188222 SODA FOR RESALE
Total COCA COLA ENTERPRISES $1,047.60
Check 027965
COMDATA
E 810- 00000 -252 Food /Concessions For Resale
$147.91 m00010113
com data, concessions
Total COMDATA
$147.91
Check 027967
CTM SERVICES, INC
E 810 - 00000 -300
Professional Srvs (GENERAL)
$1,211.20 754
repair 2002 Olympia Millennium
Total CTM SERVICES, INC
$1,211.20
Check 027968
DJS TOTAL HOME CARE CNTR FIRE
E 810 - 00000 -405 Repair /Maint - Buildings
$85.97 100287
couple flex, battery
Total
DJS TOTAL HOME CARE CNTR FIRE
$85.97
Check 027970 FERRELLGAS
E 810 - 00000 -383 Gas Utilities
Total FERRELLGAS
Check 027976 ISD # 885
E 810 - 00000 -130 Employer Paid Ins (GENERAL)
E810-00000-130 Employer Paid Ins (GENERAL)
E 810- 00000 -130 Employer Paid Ins (GENERAL)
G 101 -21706 Group Insurance Payable
E 810 - 00000 -130 Employer Paid Ins (GENERAL)
G 101 -21706 Group Insurance Payable
E 810 - 00000 -130 Employer Paid Ins (GENERAL)
E 810 - 00000 -130 Employer Paid Ins (GENERAL)
G 101 -21706 Group Insurance Payable
E 810- 00000 -130 Employer Paid Ins (GENERAL)
G 101 -21706 Group Insurance Payable
Total ISO # 885
$258.56 78029801209 stma arena
$258.56
$965.00 GF Arena 0110
$4.75 GF Arena 0110
($0.28) GF Arena 0110
$82.55 GF Arena 0110
$42.09 GF Arena 0110
$436.50 GF Arena 0110
$4.75 GF Arena 0210
$42.09 GF Arena 0210
$436.50 GF Arena 0210
$965.00 GF Arena 0210
$82.55 GF Arena 0210
$3,061.50
Jan 10 Health Ins
Jan 10 Life Ins
credit balance
Jan 10 Emp portion Dental
Jan 10 Dental Ins
Jan 10 Emp portion health
Feb 10 Life Ins
Feb 10 Dental Ins.
Feb 10 Emp portion Health
Feb 10 Health Ins
Feb 10 Emp portion Dental
0
Arena Check Detail Register February 1, 2010 Page 2 of 2
Check Amt Invoice Comment
Invoice Comment
Check 027977
JEFF GOODING CABLE SERVICE INC
E 810- 00000 -405
Repair /Maint - Buildings
$390.00 121009stma
prewire coax lines
Total JEFF
GOODING CABLE SERVICE INC
$390.00
Check 027979
JORSON & CARLSON INC
E 810- 00000 -300
Professional Srvs (GENERAL)
$46.50 0511831
ice scraper knives sharpened
Total JORSON & CARLSON INC
$46.50
Check 027999
SYSCO MINNESOTA
E 810 - 00000 -252
Food /Consessions For Resale
$321.22 912090990
food for resale
Total SYSCO MINNESOTA
$321.22
Check 028003
WATSON COMPANY
E 810 - 00000 -252
Food /Consessions For Resale
$715.29 780200
concession food
E 810 - 00000 -252
Food /Consessions For Resale
$839.36 780602
concession food
Total WATSON COMPANY
$1,554.65
Check 028005
WIGEN COMPANIES
E 810 - 00000 -405
Repair /Maint - Buildings
$532.00 14005
di exchange
Total WIGEN COMPANIES
$532.00
Check 028008
WRIGHT - HENNEPIN COOPERATIVE
E 810 - 00000 -405
Repair /Maint - Buildings
$29.87 050142701001
5898 lachman ave
Total WRIGHT - HENNEPIN COOPERATIVE
$29.87
Check 028009
XCEL ENERGY
E 810 - 00000 -381
Electric Utilities
$5,534.65 515873315412
HOCKEY ARENA
Total XCEL ENERGY $5,534.65
Check 028010
ZEP SALES & SERVICE
E 810 - 00000 -405
Repair /Maint - Buildings
$467.93 57366172
trash bags, tissue, bags, mop handle, ice melt, hand
soap
Total ZEP SALES & SERVICE
$467.93
Fund Summary
10100 Premier Bank
810 STMA ARENA $16,466.01
AGREEMENT BETWEEN THE
CITY OF ALBERTVILLE
AND THE ST. MICHAEL - ALBERTVILLE
ICE ARENA JOINT POWERS BOARD
REGARDING MANAGEMENT OF THE ARENA
THIS AGREEMENT, made and entered into this day of
, 2010, by and between the City of Albertville ( "City "), a municipal
corporation organized under the laws of the State of Minnesota, and the St.
Michael — Albertville Ice Arena Joint Powers Board ( "Arena Board "), a joint
powers board under the laws of the State of Minnesota.
WITNESSETH, that
WHEREAS, The City of Albertville, City of St. Michael, and the St.
Michael - Albertville School District created the St. Michael - Albertville Ice Arena
Joint Powers Board to supervise and manage the Ice Arena; and
WHEREAS, The Arena Board makes all decisions about the Ice Arena and
manages the running of the Arena; and
WHEREAS, The Arena Board desires to have the City of Albertville take
over the administrative and management aspects of the Arena; and
WHEREAS, The Arena Board desires to retain the authority to make all
major decisions regarding the Arena; and
WHEREAS, The City of Albertville is willing to take over the
administrative and management aspects of the Arena; and
WHEREAS, The Arena Board will continue to provide all of the funding
for the administrative and management aspects of the Arena; and
WHEREAS, the parties intend for this arrangement to have a net
revenue /expense neutral effect on the City of Albertville, such that Albertville
realizes neither a loss nor a profit from administering and managing the Arena.
NOW, THEREFORE, IT IS HEREBY AND HEREIN MUTUALLY
AGREED, in consideration of each party's promises and considerations herein set
forth, as follows:
1. Administration/Management.
A. Retroactive to January 1, 2010, the City of Albertville will take
responsibility for the management and administrative requirements
of the Arena.
B. All Arena employees will become employees of the City of
Albertville retroactive to January 1, 2010. The City of Albertville's
personnel policy will apply to all Arena employees.
C. The position of Arena manager will remain with its current duties
and the person holding the position will become a department head
level employee of the City of Albertville under the supervision of the
City Administrator.
D. The City of Albertville will be responsible for all administrative
functions required in the running of the Arena, including
maintaining all required records. City staff will become the
administrative staff for the Board. The City Administrator, or from
time to time other City employees as directed by the City
Administrator, shall provide the management services in furtherance
of the Arena operations that had been performed by Arena
employees prior to this Agreement. The City Administrator will
report to the Arena Board on a regular basis, the frequency of which
shall be determined by the Board from time to time.
2. Finance.
A. The City of Albertville will establish the Arena operation as an
Agency Fund. The Board shall transfer all available Arena operating
funds to the City, which shall then be credited to the Agency Fund.
B. All revenues generated by the Arena operations shall be credited to
the Agency Fund and all expenses related to Agency operations shall
be paid from the Agency Fund. In the event the Agency Fund has a
negative balance, the City shall notice the Board of the additional
amount necessary to properly operate the Agency Fund and the
Board shall forward such additional amount within 60 days of
receipt of such notice.
C. Excess funds within the Agency Fund will be invested and managed
with other City funds but will at all times be accounted for
separately within the Agency Fund.
D. All liabilities for the administration or management of the Arena,
including but not limited to taxes, bills, or other fiscal obligations,
are the ultimate responsibility of the Arena Board.
E. The City of Albertville shall not be responsible for any costs related
to Arena management or administration. All expenses will be drawn
from the Agency Fund, or if there are not sufficient funds will be
charged back to the Arena Board.
2
F. Payment to City employees, including those employees who became
employees of the City pursuant to this agreement, for work done in
connection with the Arena, including health insurance, workers
compensation and unemployment for employees performing work
solely in connection with the Arena will be paid for by funds
provided by the Arena Board. In the event a City employee
performs some work in connection with the administration of the
Arena and some work on other City business, the employees' wages
and other expenses shall be charged back to the Arena Board on a
prorated basis in proportion to the percentage of such employee's
work performed in connection with the Arena.
G. The City shall include the audit of the Agency Fund in its annual
audit.
H. The Albertville City Council has authority to approve all budgeted
bills related to the Arena and any unbudgeted bills not to exceed
$5,000. The bills, once approved, will be paid from the Agency
Fund.
I. Any unbudgeted and unplanned expenditures related to the Arena
exceeding $5,000 must be approved by the Arena Board prior to
payment by the City, except in case of an emergency, in which case
the City may approve such bills without the consent of the Arena
Board.
J. The City of Albertville shall be responsible for all fiscal
management and financial reporting requested by the Arena Board.
K. The Albertville City Administrator shall forward a draft Arena
Board budget to the Arena Board by July 15th of each year for its
consideration. The Arena Board shall approve a budget for the
following calendar year by the preceding August 31st of each year.
L. The Board shall compensate the City in the amount of $900 per
month for all services provided by the City under this Agreement.
3. Ownership of Facilities and Equipment.
A. Nothing in this Agreement shall change the current status of the
ownership of the Arena facilities, equipment and supplies.
B. All equipment purchased solely with Arena Board funds (or City
funds where the City is fully reimbursed by the Arena Board) shall
be the property of the Arena Board. If any equipment is to be
purchased with both Arena Board funds and City of Albertville
funds, the City and the Arena Board shall first agree upon the
respective proportion of ownership of such equipment prior to its
purchase.
3
4. Insurance.
A. All insurance for Arena buildings and equipment, as well as all
liability insurance will be maintained in full force by the Arena
Board at all times at Arena Board expense.
B. The City shall be responsible for procuring worker's compensation
insurance for all former Arena Board employees who remain
employed with the City. The costs of such employee's worker's
compensation insurance shall be charged back to the Arena Board.
5. Dispute Resolution.
A. Any dispute arising under this Agreement between the City and the
Arena Board shall first be referred jointly to the city councils of the
City of Albertville, the City of St. Michael, and the ISD 885 School
Board. If these entities are not jointly able to resolve the dispute, the
three entities shall submit the issue to mediation by a mediator
acceptable to all parties. If the parties are not able to agree upon a
mediator, the parties shall request that the Office of Administrative
Hearings, Minnesota Department of Administration, appoint one of
its personnel or any other qualified person of its choosing as
mediator. All costs of mediation shall be split equally between the
City of St. Michael, the City of Albertville and ISD 885.
B. If the dispute is not resolved after mediation, any party may initiate
an action in Wright County District Court seeking any remedy
available under law or equity.
6. Termination. This Agreement shall be in force from the date of its
execution until December 31, 2010, provided that it shall thereafter
automatically renew for successive one -year periods beginning each
January 1, 2011, until terminated by one of the parties to the Agreement.
Termination may only be accomplished by written notice delivered from
one party to the other on or before September 30`h in any calendar year.
Once delivered, such notice shall terminate this Agreement at the end of the
day of the following December 315`.
G!
CITY OF ALBERTVILLE,
By
Ron Klecker, Mayor
Bridget Miller, Clerk
ST. MICHAEL -
ALBERTVILLE
ARENA BOARD
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