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2013-01-14 STMA Ice Arena Board PacketCity of A,lbertville�. Michael SnmU Town EirkiW ft rity UNh STMA STMA ARENA BOARD AGENDA MONDAY, JANUARY 14, 2013 ALBERTVILLE CITY HALL 6:00 PM 1. CALL TO ORDER — ROLL CALL RECOGNITION OF NEW MEMBERS AND OUTGOING MEMBERS ELECTION OF OFFICERS 1). Chairman 2). Vice Chairman 2. ADOPT AGENDA 3. APPROVAL OF THE MINUTES OF November 13, 2012 (pgs 1-2) 4. FINANCE REPORTS a) Approve the November and December list of claims as presented in the amount of $33,993.75 and December report (pgs 3-7) 5. MANAGER'S REPORT a) 2012 year end update (pg 8) b) January 2013 monthly report (pg 9) 6. OLD BUSINESS a) $10,000 Capital Improvement funds (pg 10) b) Ballard King update — Jeff King here on January 17, 2013 (oral update) 7. NEW BUSINESS a) Roof Update (oral update) b) Youth Hockey Association (advertising) c) 2013 Budget (discussion) (pg 11) 8. ADJOURN MAPublic Data\Arena\2013\agendas\011413 S'I'MA Agendaldoc ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES November 13, 2012 6:00 p.m. Present: Chairman Jeff Lindquist and Members Larry Sorensen, Dan Wagner, Gayle Weber, Chris Schumm, and Kevin Kasel. Also present were: Arena Manager Grant Fitch; City of Albertville Finance Director Tina Lannes and City of Albertville Engineer/Public Works Director Adam Nafstad, City of Albertville Interim Administrator Robert Thistle. Also present several members from the Youth Hockey Association, Albertville City Council and Chris from Franklin Outdoor Advertising. The meeting was called to order at 6:04 p.m. by Chairman Lindquist. Set Agenda Members Schumm/Weber moved to set the agenda as presented. All voted aye. Approval of Minutes Members Weber/Sorensen moved to approve the minutes of the October 8, 2012 Board Meeting. All voted aye. Finance Reports Members Weber/Kasel moved to approve the October 2012 list of claims in the amount of $4,195.94 and the October Financial Report as presented. All voted aye. Arena Manager's Report Fitch updated the board on Arena rental hours stating we are just at about capacity and working with youth hockey on advertising options. Fitch also notified the board on transition hockey wanting to increase their hours from last year, but there is a need to pull the ice for a month and a half. Staff will come back in December with a recommendation of when to pull the ice in 2013 and for how long because it has been three years of straight ice. Pulling the ice will reduce the ice build up and allow for maintenance such as painting. Fitch also mentioned he provided the exterior lighting retrofit which will be discussed at a later meeting. Schumm asked for an update on the Zamboni since the repairs and asked about a back-up plan. Fitch stated that the repairs were done and it is working fine. Also, if the machine goes down Becker would have a machine available in possibly 3-4 hours, but we could be down a day. Old Business Lannes requested authorization to sign the Ballard -King proposal with an additional line added to the agreement stating not to exceed $8,000. The board discussed the proposal and Weber asked if we should be going out for RFP's from firms such as Springsted. Chairman Lindquist asked about the verbal agreement from Youth Hockey and how to proceed with the cost share. Lannes suggested that past practice on the feasibility study the STMA Board did not move forward with an agreement until Youth Hockey provided their portion of the fees as a deposit to the City. Members Sorensen/Schumm moved to authorize the City of Albertville City Administrator to execute the Letter of Agreement with Ballard -King contingent on two items. The first of which to add an item 5 on the letter of agreement stating that the costs of the project will not exceed $8,000 total and the second item that youth hockey deposits in an account controlled by the City of Albertville their portion of the'/2 share of projected costs ($4,000). (Discussion by youth hockey to clarify if the costs are less than the $8,000. Chairman Lindquist stated that the cost share is a 50/50 split and if the expense was less than $8,000, youth hockey would receive their portion of the prorated funds back). All voted aye. STMA Arena Board Meeting 01/14/2013 1 New Business Chris from Franklin updated the board on the arena advertising. Stated he felt things were going well over the past 6 years. Chairman Lindquist mentioned that we are looking for ways for youth hockey association to raise funds and they came to us thinking they could do something with the advertising. The concept is in its exploration stage, but Lindquist felt it was necessary that Franklin Outdoor know that this is being considered and it is not due to any dissatisfaction with Franklin Outdoor. Adiourn Members Kasel/Schumm moved to adjourn at 6:29 p.m. All voted aye. Attest: Tina Lannes, Finance Director STMA Arena Board Meeting 01/14/2013 2 City of Ibertvi1l £ MIA t. Michael ST _ Small Tow Lining. ®ig City liFa. STMA Budget to Actual December 2012 Nov/Dec 2012 Actual 2012 2012 12/31 /12 % Budget Actual YTD Annual Income Ice Rental $285,183.00 $35,174.55 $217,237.40 76.17% Concessions $28,000.00 $11,155.60 $32,617.90 116.49% Other Revenues (Advertising/LMC) $12,000.00 $1,419.01 $201,947.71 1682.90% Vending $1,200.00 $338.54 $1,365.02 113.75% Open Skate/Hockey, etc $10,000.00 $1,140.01 $8,951.96 89.52% Interest $1,000.00 $0.00 $0.00 0.00% Accounts Receivable $0.00 $61,211.25 $61,211.25 Less 2010 Income receivable 2011 and auditor J/E's $0.00 ($39,570.83) Misc Revenue $0.00 $157.00 $775.00 Total Income $337,383.00 $110,595.96 $484,535.41 143.62% Expenses Salaries, wages, taxes & Benefits $115,318.53 $20,343.98 $104,953.12 91.01 % Supplies (Office, misc) $1,500.00 $257.15 $1,024.39 68.29% Supplies (Concession) $14,500.00 $5,240.02 $13,070.55 90.14% Fuel, Misc $2,300.00 $382.56 $1,592.85 69.25% Professional Services $8,800.00 $767.96 $16,120.12 183.18% Sales Tax $3,600.00 $0.00 $3,056.04 84.89% Telephone $1,350.00 $152.42 $1,047.56 77.60% Electric $82,000.00 $12,725.86 $67,360.82 82.15% Gas $9,000.00 $853.83 $3,804.30 42.27% Water $16,500.00 $2,998.62 $13,796.51 83.62% Refuse $1,500.00 $725.75 $2,066.36 137.76% Insurance $15,000.00 $1,180.16 $10,238.00 68.25% Administration $11,124.00 $1,854.00 $11,124.00 100.00% Misc. $3,000.00 $1,526.27 $2,201.97 73.40% Depreciation $41,000.00 $0.00 $0.00 0.00% Repair Maintenance — Machinery $10,000.00 $4,099.60 $7,351.47 73.51 % Repair Maintenance — Building $25,000.00 $5,764.95 $18,897.80 75.59% Arena Roof Repair $178,096.94 Total Operating Expenses $361,492.53 $58,873.13 $455,802.80 126.09% Net Income/Loss ($24,109.53) $51,722.83 $28,732.61 Arena Roof reimbursed by insurance Cash Balances and Accounts Receivable Beginning Cash Balance Jan 1,2012 $89,287.96 Income $484,535.41 Expense $455,802.80 Plus A/R 2010 collected in 2011 $29,156.11 Cash Balance December 31, 2012 $85,965.43 * this is not the final for the year 2012, there are still 2012 bills to be paid and year end entries for the financials including depreciation STMA Arena Board Meeting 01/14/2013 3 STMA Vendor Check Detail Register November 2012 to December 2012 Check Amt Invoice Comment 10100 Premier Bank Paid Chk# 001508E 11/1/2012 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $74.93 Novermber STMA Arena Trash Paid Chk# 001521E 11/14/2012 CTM SERVICES, INC E 810-00000-404 Repair/Maint - Machinery/Equip E 810-00000-404 Repair/Maint - Machinery/Equip Paid Chk# 001522E 11/14/2012 FERRELLGAS E 810-00000-212 Motor Fuels E 810-00000-212 Motor Fuels Paid Chk# 001525E 11/14/2012 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $947.90 2478 STMA Arena 1 seat w/ safety switch & arm rest $2,868.70 2478 STMA Arena Wash Water System Repair, Hyd fluid & filter service, Snow Bin lid Cylinders, fuel system $78.54 1072772300 STMA Arena fuel $95.64 1072969815 STMA Aena fuel $192.77 819576 STMA Arena Concessions chips, candy bars, cookies, pretzels Paid Chk# 001527E 11/14/2012 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 Arena STMA Arena Fire Panel Monitoring 12/31/12 Paid Chk# 001561E 11/28/2012 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $189.23 1560273 - NovSTMA Arena trash Paid Chk# 001563E 11/28/2012 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $308.75 820093 STMA Arena Candy bars, chips, pretzelz, cookies E 810-00000-252 Food/Consessions For Resale $346.80 820301 STMA Arena Chips, slush, popcorn, beef franks, cookies Paid Chk# 001574E 12/17/2012 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $211.41 820541 STMA Arena candy bars, chips, pretzels Paid Chk# 001580E 12/17/2012 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $683.89 820833 STMA Arena candy bars, chips, popcorn, franks, pretzels Paid Chk# 001581E 12/17/2012 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 0501427010012 STMA arena Fire panel monitoring Paid Chk# 001582E 12/17/2012 FERRELLGAS E 810-00000-212 Motor Fuels $95.64 1073166310 STMA Arena fuel E 810-00000-212 Motor Fuels $112.74 1073381955 STMA Arena fuel Paid Chk# 031442 11/7/2012 ARAMARK REFRESHMENT SERVICES E 810-00000-254 Soft Drinks/Mix For Resale $74.44 1029471 STMA Arena Aqua Mark Filter 3 E 810-00000-254 Soft Drinks/Mix For Resale $747.18 1044034 STMA Arena Coffee, Cocoa, Sweetner Paid Chk# 031443 11/7/2012 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $10.69 629-7601377 STMA Arena mats, mop, laundry bag Paid Chk# 031463 11/7/2012 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $52.29 0305124 STMA Arena 2 Ice Scraper Knives Sharpened - Zamboni STMA Arena Board Meeting 01/14/2013 4 November 2012 to December 2012 Check Amt Invoice Comment Paid Chk# 031479 11/7/2012 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.33 256215 STMA Arena November maintenance (7 of 12) Paid Chk# 031493 11/19/2012 AMERICAN SUPPLY GROUP INC. E 810-00000-405 Repair/Maint -Buildings $250.56 29688 STMA Arena bath tissue, disinfectant cleaner, urinal Z screens Paid Chk# 031495 11/19/2012 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint -Buildings $10.69 629-7606176 STMA Arena mats, mops laundry bag Paid Chk# 031496 11/19/2012 BANYON DATA SYSTEMS E 810-00000-300 Professional Srvs (GENERAL) $152.78 00148393 WIN Support Paid Chk# 031497 11/19/2012 CASHION HVAC SERVICES INC E 810-00000-405 Repair/Maint -Buildings $428.00 12-056 STMA Arena Replace leaking dondensate drains on 2 furnaces, replaced/fixed intake duct, replaced flu Paid Chk# 031499 11/19/2012 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $241.29 5390131-0 10/12 STMA Arena 5898 Lachman Ave NE Paid Chk# 031500 11/19/2012 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $76.21 Oct 12 STMA Arena Telephone Paid Chk# 031502 11/19/2012 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $709.52 0118190121 STMA Arena Coke, Pibb, Fanta Grape, Water, Powerade, Orange, Mountain Paid Chk# 031510 11/19/2012 JAYCO PLUMBING, INC. E 810-00000-405 Repair/Maint -Buildings Paid Chk# 031519 11/19/2012 POSTMASTER E 810-00000-433 Dues and Subscriptions Paid Chk# 031527 11/19/2012 XCEL ENERGY E 810-00000-381 Electric Utilities Paid Chk# 031533 11/27/2012 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $131.30 0001822 STMA Arena Remove & re -install lavatory sink $56.00 STMA Arena 193 STMA Arena PO Box 193 1 year renewal $5,992.61 51-58733154 STMA Arena 10/6- 11/03 $776.75 C1261-10-0 Emp Health Ins Paid Chk# 031536 12/3/2012 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $10.69 629-7620552 STMA Arena mats, mop, laundry bag E 810-00000-405 Repair/Maint - Buildings $10.69 629-7625345 STMA Arena mats, mop, laundry bag Paid Chk# 031546 12/3/2012 E-Z SHARP, INC E 810-00000-404 Repair/Maint - Machinery/Equip $283.00 156696 STMA Arena grinding wheels, diamond dresser Paid Chk# 031560 12/3/2012 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.33 257540 Paid Chk# 031563 12/3/2012 SUNRISE PLUMBING E 810-00000-405 Repair/Maint - Buildings $3,500.00 11-12-17 E 810-00000-405 Repair/Maint - Buildings ($3,500.00) 11-12-17 STMA Arena December Maintenance STMA Arena Joint Seal STMA Arena Joint Seal STMA Arena Board Meeting 01/14/2013 5 November 2012 to December 2012 Check Amt Invoice Comment Paid Chk# 031569 12/5/2012 SUNRISE SPECIALTY CONTR. INC. E 810-00000-405 Repair/Maint - Buildings $3,500.00 11-12-17 STMA Arena Joint Seal Paid Chk# 031575 12/17/2012 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $10.69 629-7630132 STMA Arena mats, mop, laundry bag Paid Chk# 031577 12/17/2012 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $776.75 CI261-10-0-11 Emp Health Ins E 810-00000-130 Employer Paid Ins (GENERAL) $776.75 CI261-10-0-12 Emp Health Ins Paid Chk# 031580 12/17/2012 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $612.54 53901310-11 STMA Arena 10/25 - 11/27/12 Paid Chk# 031583 12/17/2012 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $76.21 December 2012 STMA Arena Telephone Paid Chk# 031587 12/17/2012 CJ S LINEN SERVICE E 810-00000-399 Miscellaneous $40.00 27609 STMA Arena 4 bags of towels Paid Chk# 031589 12/17/2012 COCA COLA ENTERPRISES BOTTLING E 810-00000-252 Food/Consessions For Resale $1,204.68 0118191617 STMA Arena Coke, Sprite, Mello Y., Pibb, Orange, Grape E 810-00000-252 Food/Consessions For Resale ($67.20) 0118191820 STMA Arena Credit for expired pop Paid Chk# 031597 12/17/2012 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $52.29 0310779 STMA Arena 2 ice scraper knives Zamboni Paid Chk# 031599 12/17/2012 MARKS CONCESSION REPAIR LLC E 810-00000-405 Repair/Maint - Buildings $210.53 855 Paid Chk# 031601 12/17/2012 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Dec 2012 E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Nov 2012 Paid Chk# 031610 12/17/2012 STEP SAVER INC E 810-00000-405 Repair/Maint - Buildings $132.53 65089 STMA Arena thermostat, wire, trip connector Emp life, dental, Stdis Emp life, dental, Stdis STMA Arena Bulk Salt, Iron Out Paid Chk# 031620 12/20/2012 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $10.69 629-7639754 STMA Arena mats, laundry bag, mop Paid Chk# 031623 12/20/2012 CARD SERVICES(ARENA) E 810-00000-252 Food/Consessions For Resale $43.57 m23360261 STMA arena concessions Paid Chk# 031625 12/20/2012 DEHMER FIRE PROTECTION E 810-00000-405 Repair/Maint - Buildings $50.00 1056 STMA Arena Ansul Fire Extinq service Paid Chk# 031628 12/20/2012 LEAGUE OF MN CITIES INS TRUST E 810-00000-361 General Liability Ins $1,244.00 24041 STMA Arena Workers Comp Paid Chk# 031631 12/20/2012 MINNESOTA DEPT OF HEALTH E 810-00000-433 Dues and Subscriptions $332.00 2013 License STMA Arena 2013 Food, Bev, Lodge License STMA Arena Board Meeting 01/14/2013 6 November 2012 to December 2012 Check Amt Invoice Comment Paid Chk# 031637 12/20/2012 NORTHERN SANITARY SUPPLY CO E 810-00000-200 Office Supplies (GENERAL) $147.20 158762 STMA Arena Air Deodorants & 2 dispensers Paid Chk# 031644 12/20/2012 STRATEGIC EQUIPMENT AND SUPPLY E 810-00000-200 Office Supplies (GENERAL) $109.95 1965813 STMA Food Box/covers, Chlor test strips, therm, food pan, sanitize test, kleen pail Paid Chk# 031647 12/20/2012 XCEL ENERGY E 810-00000-381 Electric Utilities $6,673.51 5158733154-12 STMA Arena December 810 STMA ARENA $33,993.75 STMA Arena Board Meeting 01/14/2013 7 A,lbertville s r�.u.rw aw uff. STIA SUBJECT: STMA Arena End -of -Year Report General building painting and maintenance I of t. Michael !. December 27th, 2012 Building Roof Repair: The roof was replaced. They did not have to replace much insulation. The weather put them behind about 1 week. The project started on Monday March 12th 2012 and was completed on April 23rd2012. Ebert Construction completed the project at the cost of about $175,000 and was covered by the League of Minnesota Cities Insurance. Fix/Repair Control Joints, hairline cracks and cracked block around exterior of Arena: Control joints around the exterior of the arena replaced and some areas where there were cracks in the block. Cost $3,500 Completed by Sunrise Specialty Contracting BACKGROUND: Arena is about 15 years old Locker -room addition is about 7 years old Kevin Roehl with Ebert Construction brought some problem areas to my attention as the Arena roof was being replaced in April 2012. Control joints needing replacement, hairline cracks in the block and other areas that need masonry repair on the South East corner of the Arena. These problems need to be addressed before a seal coat can be applied. KEY ISSUES: • Keep out Moisture • Mold Issues • Rust and corrosion on I -beams and metal areas Zamboni (Olympia) repairs: New wash water pump, Replace 2 Snow Bin Lid Cylinders (Leaks), Change out Hydraulic fluid (Dextron/Mercon), Replace the propane converter, new seat, all new water hoses and clamps. Cost $4,565 STMA Arena Board Meeting 01/14/2013 8 A,lbertville Smar roum Urq. Mg My uf.. SSTMIA MEMORANDUM Date: Monday January 14th, 2013 To: STMA Arena Board From: Grant Fitch, STMA Arena Manager Re: General Update ARENA RENTAL HOURS — DECEMBER Name Prime -time Youth Hockey Adult Hockey High School Boys/Girls Public Skating Private Rentals Learn To Skate 155.5 hours 8 hours 59.5 hours 17 hours/$0 4 hours/$145 hr 0 hours/$145 hr Total hours 244 hours Ice Out: April 1st to June 81h 2013 Exterior Lighting Upgrade LED: Approved by Bob Thistle ANNUAL SAVINGS: $582.76 PAYBACK: 4.9 YEARS ROI: 20.4% YOUR COST AFTER REBATE (REBATE GOES TO PREMIER): $2,856.99 LED WALLPACKS: RATED FOR 50,000 HOURS WARRANTY: 5 YEARS!! NO MAINTENANCE = MORE SAVINGS!! A of �. Michael L Off-peak Existing Olympia is 11 years old and more repairs can be expected in the coming years. New Olympia Propane $99,000 New Olympia Battery $155,000 Steel Frame, $165,000 Stainless, $170,000 Millennium E New Zamboni Propane $95,000 to $100,000 New Zamboni Battery $125,000 to $130,000 Trade in value on existing Olympia $25,000 to $40,000 STMA Arena Board Meeting 01/14/2013 9 of AIbertville t. Michael s� r� u.rw- Mg aw UNL SSTMIA City MEMORANDUM Date: Monday, January 14, 2013 To: STMA Arena Board From: Tina Lannes, City of Albertville Finance Director Re: $10,000 subsidy from City of Albertville and City of St. Michael The City of Albertville and the City of St. Michael determined they had funds available to contribute funds for the STMA Arena in 2012 dedicated for Capital improvements/replacements. These funds are in a separate dedicated account and shall not be used for operations or second sheet of ice. The two cities noted that a contribution in 2013 will depend on if funds will be available at the end of the year. They also noted that they will consider adding the $10,000 annually to their future budgets starting 2014. With the understanding that the funds are dedicated for capital needs of the property or equipment and not for operations or second sheet of ice. The STMA Arena Board will have to approve the use of the funds. STMA Arena Board Meeting 01/14/2013 10 City of A�1bertville t. Michael SmA 7bum Lbr6g, Og My Uf4L SSTMIA 2013 1 st Draft (will be minor changes plus board direction) 2013 2012 Actual proposed 2012 Budget 12/31/12 Budget Income $10/hr increase Ice Rental $285,183.00 $217,237.40 $278,606.50 9/13 Concessions $28,000.00 $26,091.01 $28,000.00 & ice out Other Revenues (Advertising) $12,000.00 $11,427.20 $12,000.00 Vending $1,200.00 $1,190.58 $1,200.00 Open Skate/Hockey, etc $10,000.00 $14,041.86 $14,000.00 Interest Revenue $1,000.00 $0.00 $1,000.00 Total Income $337,383.00 $269,988.05 $334,806.50 Expenses Salaries, wages, taxes & Benefits $115,318.53 $104,953.12 $118,624.90 2% COLA Supplies (Office, misc) $1,500.00 $1,024.39 $1,100.00 Supplies (Concession) $14,500.00 $13,070.55 $14,500.00 Fuel, Misc $2,300.00 $1,592.85 $2,000.00 Professional Services $8,800.00 $16,120.12 $10,000.00 Sales Tax $3,600.00 $3,056.04 $3,600.00 Telephone $1,350.00 $1,047.56 $1,350.00 Electric $82,000.00 $67,360.82 $82,000.00 Gas $9,000.00 $3,804.30 $5,000.00 Water $16,500.00 $13,796.51 $14,000.00 Refuse $1,500.00 $2,066.36 $1,500.00 Insurance $15,000.00 $10,238.00 $15,000.00 Administration $11,124.00 $11,124.00 $11,346.48 Misc. $3,000.00 $2,201.97 $2,500.00 Depreciation $41,000.00 $0.00 $41,000.00 Zamboni Replacement $0.00 $0.00 $0.00 Repair Maintenance — Machinery $10,000.00 $7,351.47 $10,000.00 Repair Maintenance — Building $25,000.00 $18,897.80 $25,000.00 Total Operating Expenses $361,492.53 $277,705.86 $358,521.38 Net Income/Loss ($24,109.53) ($7,717.81) ($23,714.88) Assistant Manager 4 months for 2011 STMA Arena Board Meeting 01/14/2013 11