2013-09-09 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2013\agendas\09-09-2013\09092013 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, SEPTEMBER 9, 2013
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF AUGUST 12, 2013 (pgs 1-2)
4. FINANCE REPORTS
a) Approve the August list of claims as presented in the amount of $13,256.73 and
August report (pgs 3-6 )
5. ARENA MANAGER
a) Monthly report (pg 7 )
6. OLD BUSINESS
a) Roof Funding Options (pg 8-9)
7. NEW BUSINESS
8. YOUTH HOCKEY ASSOCIATION
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES
August 12, 2013
6:00 p.m.
Present: Chairman Jeff Lindquist and Members, Dan Wagner, Chris Schumm, Kevin Kasel, Gayle
Weber and Larry Sorensen were present. Also present: City Administrator/PWD Adam Nafstad, City
Finance Director Tina Lannes, STMA Arena Manager Grant Fitch, Youth Hockey Association
Representatives, Kurt Sjelin, Adam Smiglewski, Tom Betti from the 292 Design Group and Mike
Woehrle from Nelson Rudie & Associate. The meeting was called to order at 6:08 p.m. by Chairman
Lindquist.
Set Agenda
Members Schumm\Weber moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Schumm\Sorensen moved to approve the minutes of the July 8, 2013 Board Meeting. All
voted aye.
Finance Reports
Members Sorensen\Kasel moved to approve the July 2013 list of claims in the amount of $10,094.10
and the July Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported that there has been no dripping since July 29th and that they have been working on
building maintenance.
Old Business
Chairman Lindquist opened the floor to the 292 Design Group for their presentation on the STMA
Arena roof options. Tom Betti, Architect with 292 Design Group and Mike Woehrle, Engineer with
Nelson Rudie & Associates, presented their background in Arena experience, along with the report,
findings and options they had for the STMA Arena roof repair regarding the condensation issues. They
recommended Option 4 along with a new dehumidification system at an estimated cost of $545,000.
Option 4 includes removing the fiberglass insulation and vapor barrier, spray foam and cellulose
thermal barrier for the roof and walls, and a Low-E ceiling. Chairman Lindquist stated that no formal
action was being requested this evening and the Board members would need to present the information
to their respective boards for further discussion and direction. The Board continued to discuss the
information presented and asked questions of the consultants. Chairman Lindquist thanked the
consultants for the report and presentation.
Youth Hockey Association
Chairman Lindquist noted that the school has not received any plans for the outdoor sheet and
reminded youth hockey association, Smiglewski, that they need to work with the school.
Adam Smiglewski went over the advertising contract with the board. Lannes recommended that before
the contract is signed that the City Attorney review the contract and work out the payment to Franklin
Outdoor. Smiglewski recommended that Youth Hockey write a check to the STMA Arena for the
buyout of the Franklin Outdoor contracts and then the City would issue the check to Franklin Outdoor.
STMA Arena Board Mtg 09/09/13 Page 1
Members Kasel\Schumm moved to tentatively approve the contract as submitted contingent on that
Youth Hockey Association would have to assume the existing contract responsibilities, provide buyout
payment for Franklin Outdoor to the STMA Arena, contract length, City Attorney’s review and grant
the discretion to the STMA Arena Board Chair to work with City Staff and Youth Hockey Association
on the details and then the Chair would sign the contract. All voted Aye.
Adjourn
Members Schumm\Kasel moved to adjourn at 7:22 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Mtg 09/09/13 Page 2
STMA
STMA Budget to Actual August 2013 (Cash Basis)
2013 Budget $5
rate increase no
asst. mgr
August
2013
Actual
2013 Actual
YTD
8/31/13
%
Annual
Ice Rental $264,580.15
$20,187.17
$175,276.11
66.25%
Concessions $33,000.00
$148.25
$17,934.00
54.35%
Other Revenues (Advertising/LMC/ins
claims) $12,000.00
$69.47
$8,982.47
74.85%
Vending $1,350.00
$18.47
$704.38
52.18%
Open Skate/Hockey, etc $10,000.00
$54.00
$933.95
9.34%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,300.00
$911.00
$4,236.05
$323,430.15 $21,388.36 $208,066.96
64.33%
Salaries, wages, taxes & Benefits $111,410.00
$10,327.47
$73,044.18
65.56%
Supplies (Office, misc) $1,500.00
$0.00
$1,046.45
69.76%
Supplies (Concession) $13,250.00
$0.00
$4,474.47
33.77%
Fuel, Misc $2,300.00
$155.48
$983.13
42.74%
Professional Services $15,000.00
$1,937.50
$10,877.44
72.52%
Sales Tax $3,200.00
$59.72
$1,888.60
59.02%
Telephone $1,100.00
$75.64
$530.63
48.24%
Electric $75,000.00
$9,010.54
$33,841.22
45.12%
Gas $6,500.00
$51.17
$4,646.17
71.48%
Water $14,000.00
$890.31
$12,527.08
89.48%
Refuse $2,200.00
$75.56
$691.25
31.42%
Insurance $10,000.00
$0.00
$7,457.00
74.57%
Administration $11,346.48
$945.54
$7,564.32
66.67%
Misc. $2,250.00
$21.38
$36.45
1.62%
Depreciation $43,000.00
$0.00
$0.00
0.00%
Repair Maintenance – Machinery $10,000.00
$0.00
$4,282.23
42.82%
Repair Maintenance – Building $25,000.00 $1,002.60 $18,200.18
72.80%
$347,056.48
$24,552.91
$182,090.80
52.47%
($23,626.33) ($3,164.55) $25,976.16
STMA Arena Board Mtg 09/09/13 Page 3
STMA CASH BALANCES AND RECEIVABLES
August 31, 2013
Cash Balance Operations
Cash Balance 1/1/13 $131,405
Add Revenues $208,067
Less Expenses $182,091
Add in Depreciation $ -
Less payables booked 2012 Pd 2013 $ 10,672
Cash Balance 8/31/13 $146,709
Restricted Cash (depreciation) $78,457
Cash for operations $68,251
Total Cash Balance 8/31/13 $146,709
Accounts Receivable
August 31, 2013 - $11,197.50
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/13
$20,000
2012 contribution rec. by STMA schools
$10,000
2013 contribution rec. by St. Michael
$0
2013 contribution rec. by Albertville
$0
2013 contribution rec. by STMA Schools
$0
Balance 8/31/13 $30,000
STMA Arena Board Mtg 09/09/13 Page 4
STMA Vendor Check Detail Register
August 2013
Check Amt Invoice Comment
Paid Chk# 002169E 8/5/2013 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $75.56 August 2013 STMA Arena Garbage
Paid Chk# 002181E 8/19/2013 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 05014270100 913 STMA Arena Fire Panel Monitoring Sept 2013
Paid Chk# 002183E 8/19/2013 FERRELLGAS E 810-00000-212 Motor Fuels $155.48 1077335886 STMA Arena Fuel
Paid Chk# 002187E 8/19/2013 COURI & RUPPE, P.L.L.P. E 810-00000-304 Legal Fees $37.50 JULY 2013 STMA Arena Transition from Franklin Advertise to Youth Hockey
Paid Chk# 032309 8/5/2013 292 DESIGN GROUP, INC. E 810-00000-300 Professional Srvs (GENERAL) $1,900.00 13027.00-1 STMA Arena Study/Review Services thru 6/30
Paid Chk# 032314 8/5/2013 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $18.94 629-7793391 STMA Arena Mats, mop, laundry bag
Paid Chk# 032315 8/5/2013 B & D PLUMBING E 810-00000-405 Repair/Maint - Buildings $168.39 66222 STMA Arena Filter for coolers with bottle filler
Paid Chk# 032316 8/5/2013 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $776.75 CI261-10-0 Emp Health Ins
Paid Chk# 032321 8/5/2013 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $75.64 0131702JUL13 STMA Arena Telephone July 13
Paid Chk# 032324 8/5/2013 CJ S LINEN SERVICE E 810-00000-399 Miscellaneous $21.38 29474 STMA Arena (1) bag of towels & (1) rug cleaned
Paid Chk# 032337 8/5/2013 METLIFE (VISION) E 810-00000-130 Employer Paid Ins (GENERAL) $22.61 5043672 Emp Vision
Paid Chk# 032338 8/5/2013 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Aug 2013 Emp Life, Dental, Stdis
Paid Chk# 032354 8/5/2013 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.33 268224 STMA Arena August Maintenance
Paid Chk# 032356 8/5/2013 STEP SAVER INC E 810-00000-405 Repair/Maint - Buildings $113.82 71819 STMA Arena Bulk Salt & Resin Cleaner (iron out)
Paid Chk# 032364 8/5/2013 XCEL ENERGY E 810-00000-381 Electric Utilities $8,980.67 375612112 STMA Arena 5898 Lachman Ave NE
Paid Chk# 032367 8/19/2013 2 GUYS LAWN CARE E 810-00000-405 Repair/Maint - Buildings $112.22 STMA Arena weed spraying in rock beds, parking lot,
Paid Chk# 032371 8/19/2013 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $51.17 5390131-0 STMA Arena 5898 Lachman Ave NE
STMA Arena Board Mtg 09/09/13 Page 5
Check Amt Invoice Comment
Paid Chk# 032374 8/19/2013 DJS TOTAL HOME CARE CTR-ARENA E 810-00000-405 Repair/Maint - Buildings $4.49 70410 STMA Arena AAA Batteries E 810-00000-405 Repair/Maint - Buildings $1.41 70410 STMA Arena Screws
810 STMA ARENA $13,256.73
STMA Arena Board Mtg 09/09/13 Page 6
STMA
MANAGER’ GENERAL UPDATE
Date: September 5, 2013
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – AUGUST
Name Prime-time Off-peak
Youth Hockey 23 hours
Adult Hockey 5 hours
High School Boys/Girls 18 hours
Public Skating 24 hours/$0
Private rentals 43.5 hours/$145 hr
Learn To Skate 0 hours/$145 hr
______________________________________________________________________
Total hours 113.5 hours
Total Available hours 216 Prime hours
Hours Sold from March 1st to August 31st 2013: Total 516 hours of which 76 hours were for
Open Hockey and 49 hours for Open Skate.
Operations: No major repairs at this time.
Arena Roof: Dripping present down the middle of rink over the past 2 weeks (higher outdoor
temps and humidity levels).
STMA YHA:
Registration occurred August 24th.
Season start September 16th (skills and drills)
YH Try-outs Girls October 4th, 5th and 6th
YH Try-outs Boys October 11th, 12th and 13th
Arena Advertising: Country Inn & Suites renewed their Board Advertisement for the 2013-14
Season. It is my understanding that we get the full amount for this Ad $1,000.00 for a 1 year
contract.
Learn to Skate: Learn to skate is looking ice availability during the winter months to conduct
an ice show. I will discuss this request with the Board at the next meeting.
Arena Parking: The neighboring property owner to the north has inquired as to if the Arena
would be interested in renting space for parking. Staff informed the property owner that we
would inquire of the Board.
STMA Arena Board Mtg 09/09/13 Page 7
STMA
M E M O R A N D U M
Date: September 4, 2013
To: STMA Arena Board
From: Adam Nafstad, City of Albertville
Re: Arena Roof - Funding Options
At the August 12th meeting, the Board heard from 292 Design Group (Architects) and Nelson
Rudie & Associates (Engineers) regarding dehumidification and roof insulation improvements to
correct the arena’s condensation issues. The total cost for the improvements is estimated be
approximately $545,000. The Consultants noted that the dehumidification and insulation
improvements could be implemented individually or together as one project.
For discussion purposes and assuming each entity is responsible for a third of the cost, the
following funding options are offered:
Option 1 (Complete Project):
2013/2014 – Dehumidification ($165,000) and Insulation ($380,000)
$110,000 Dedicated Capital/Depreciation Reserves*
$145,000 STMA School District
$145,000 St. Michael
$145,000 Albertville
$545,000 Estimated Total Project Cost
*Remaining reserve balance approximately $26,450 plus depreciation funded in 2013
Comment: Option 1 has higher upfront project contributions by each entity, but does not
obligate future depreciation funds and contributions.
STMA Arena Board Mtg 09/09/13 Page 8
Option 2 (Phased Project):
2013/2014 (Phase 1) - Dehumidification Improvements (Phase 1)
$110,000 Dedicated Capital/Depreciation Reserves*
$ 18,333 STMA School District
$ 18,333 St. Michael
$ 18,333 Albertville
$165,000 Estimated Dehumidification Cost
*Remaining reserve balance approximately $26,450 plus depreciation funded in 2013
2016/2017 (Phase 2) –Insulation Improvements (Phase 2)
$150,000 Dedicated Capital/Depreciation Reserves**
$ 88,415 STMA School District
$ 88,415 St. Michael
$ 88,415 Albertville
$415,245 Estimated Insulation Cost***
**Assumes continued annual contributions of $10,000 from each of the three governing
bodies and $20,000 of depreciation funded annually. Projected reserve balance after
improvements is approximately $70,000.
*** Assumes 3% annual construction cost increase
Comment: With Option 2 the upfront project contribution by each entity is less;
however, future depreciation and annual contributions remain committed to the roof
repair. Also, Option 2 may be impacted by Board member changes.
STMA Arena Board Mtg 09/09/13 Page 9