2013-10-14 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2013\agendas\10-14-2013\10142013 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, OCTOBER 14, 2013
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF SEPTEMBER 9, 2013 (pgs 1-2)
4. FINANCE REPORTS
a) Approve the September list of claims as presented in the amount of $4,741.93 and
September report (pgs 3-5)
5. ARENA MANAGER
a) Monthly report (pg 6)
6. OLD BUSINESS
a) Arena Advertizing
i. Franklin Outdoor Settlement Agreement (pgs 7-8)
(Motion to approve Agreement To Settle Advertizing Contract, for termination
and buyout of existing advertizing contract between Franklin Outdoor and the St.
Michael – Albertville Ice Arena Joint Powers Board, and authorizing payment in
the amount of $6,096, as per agreement.)
ii. Youth Hockey Association Advertising Contract (pgs 9-10)
(Motion to approve St. Michael/Albertville Youth Hockey Association Advertizing
Agreement for advertizing at the Ice Arena between the St. Michael/Albertville
Youth Hockey Association and the St. Michael – Albertville Ice Arena Joint
Powers Board.)
b) Ice Arena Improvements (pgs 11-13)
(Motion to approve October 2, 2013, Proposal for Architectural and Engineering Fees
from the 292 Group for Ice Arena Dehumidification and Insulation Retrofit)
7. NEW BUSINESS
8. YOUTH HOCKEY ASSOCIATION
a) Knight to Remember Event, March 22, 2014
b) Fundraiser Invoice outstanding – Arena Rental
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES
September 9, 2013
6:00 p.m.
Present: Acting Chair Gayle Weber and Members, Dan Wagner, Chris Schumm, Kevin Kasel, and
Larry Sorensen were present. Chairman Jeff Lindquist was absent. 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, and Sharon Oakvik.
The meeting was called to order at 6:00 p.m. by Acting Chair Gayle Weber.
Set Agenda
Member Sorensen added under new business the Lacrosse Association request for renting the arena
when the ice is out. Member Kasel requested under old business to add and update about the Arena
roof repair. Members Schumm\Wagner moved to set the agenda as amended. All voted aye.
Approval of Minutes
Members Sorensen\Schumm moved to approve the minutes of the August 12, 2013 Board Meeting.
All voted aye.
Finance Reports
Members Schumm\Wagner moved to approve the August 2013 list of claims in the amount of
$13,256.73 and the August Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported that Learn to Skate Director, Liz, has stepped down and Lisa is taking over. Learn to
Skate is requesting fall sessions and in addition to that would like to add a holiday show around
Christmas. The extra ice time needed for practice and the show could be accommodated by reducing
an open skate Sunday session. The Board directed Fitch to pursue the options and try to accommodate
the holiday show request.
Fitch updated the Board on the roof leak stating that the dripping down the middle of the rink over the
past two weeks has increased due to the higher outdoor temperature and humidity levels.
Nafstad expanded on the arena parking issue in the Managers’ report with L&D trucking. Diane has
space for lease for parking, but currently the arena is not looking at leasing space. During the season,
staff will again put up no parking signs and a barricade to prevent arena patrons from parking on her
property. Staff will also remind people using the arena to park in the back lot, and there is also parking
on the street.
Old Business
Nafstad started the update on the roof repair options suggesting that this is a good time for each entity
to update the Board as to the discussions had with their respective board/councils. Sorensen stated the
City of Albertville discussed the repair several times during their budget workshops and the Albertville
Council’s preference is to go forward with the entire/complete fix sooner rather than later and protect
the asset. In addition they wish to use an interfund loan and avoid bonding.
Weber reported it is difficult with the school board to come up with the funding, but they understand
this is an asset that needs repair and knows there is a need to repair it and they will figure out a way to
get it done. At the Joint meeting more options can be discussed and a determination can be made.
Kasel stated St. Michael Council voted to move forward with the full fix and added 1% to the budget
(about $50,000) as a funding plan for the entire project at once. Schumm mentioned he talked to Nate
from NAC who does a lot of work at the school and he mentioned that 99% of the arenas have the
system that 292 Design Group is recommending.
STMA Arena Board Meeting, October 14, 2013 1
Staff and the Board discussed the funding options presented in the September 4, 2013 funding memo.
The consensus of the Board was to use up to $110,000 from the Arena dedicated capital and
depreciation reserve. Using the $110,000 leaves an estimated $26,000 in depreciation reserves and
does not include projected depreciation funding for 2013 or the capital contributions from the three
entities for 2014.
New Business
Dale from STMA Lacrosse mentioned that the younger players are actually playing indoors in hockey
arenas when the ice is out. Ross, the Youth Coordinator for the Minnesota Swarm, stated that they
noticed a continued growth in Lacrosse in this Northwest area and wanted to add a league. They started
a junior swarm team and found out that they do play box lacrosse on concrete floors. They would like
to use the STMA Arena as the Youth Home for this area. Either works for the finance for the
Minnesota Swarm. He mentioned using the Ice Arena in the off season and that a lot of the players on
the travel team live in the St. Michael/Albertville area. Schumm asked how many hours they would be
looking for. Ross mentioned they would be interested in at least 8 hours per week. The season runs
from March to May. The Board stated they were interested in having lacrosse in our arena, but the
2013-2014 season would likely not work because of the potential roof repair, but would like to have
lacrosse consider the arena again for the 2014-2015 season. The Board directed staff to get the
construction schedule for the next meeting and that would determine if there was any availability for
the current season. The Board is very open with lacrosse rental of the arena in the future.
Youth Hockey Association
Sharon Oakvik requested renting the Arena after the ice is out in mid to late March for the Youth
Hockey Association’s fundraiser Knight to Remember. They plan on having a local band on either
Saturday March 22nd or March 29th. Nafstad mentioned that it is possible and will bring more
information to the October 14th Arena Board Meeting.
Adam Smiglewski has been working with the school in regards to the outdoor sheet of ice. Youth
Hockey needs to put together the drawings, hours of operation and schedule, and bring it to the School
Board in October with the hopes to start next spring on the outdoor rink.
Also, Smiglewski is working to move forward with the signatures on the advertising contracts and start
selling. Nafstad mentioned that the City of Albertville Attorney has put together a buy out agreement
for Franklin to sign and provide back up for the $6,000 check to be written to buy out the contract.
Adjourn
Members Sorensen\Kasel moved to adjourn at 7:03 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Meeting, October 14, 2013 2
STMA
STMA Budget to Actual September 2013 (Cash Basis)
2013 Budget $5
rate increase no
asst. mgr
September
2013 Actual
2013 Actual
YTD
09/30/2013
%
Annual
Income
Ice Rental $264,580.15
$4,992.50
$180,268.61
68.13%
Concessions $33,000.00
$1,915.25
$19,999.25
60.60%
Other Revenues (Advertising/LMC/ins
claims) $12,000.00
$0.00
$8,982.47
74.85%
Vending $1,350.00
$40.91
$745.29
55.21%
Open Skate/Hockey, etc $10,000.00
$392.00
$4,797.05
47.97%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,300.00
$78.00
$1,020.95
Total Income $323,430.15 $7,418.66 $215,813.62
66.73%
Expenses
Salaries, wages, taxes & Benefits $111,410.00
$7,162.41
$80,206.59
71.99%
Supplies (Office, misc) $1,500.00
$0.00
$1,046.45
69.76%
Supplies (Concession) $13,250.00
$1,649.83
$6,124.30
46.22%
Fuel, Misc $2,300.00
$25.63
$1,008.76
43.86%
Professional Services $15,000.00
$687.86
$11,565.30
77.10%
Sales Tax $3,200.00
$96.00
$1,984.88
62.03%
Telephone $1,100.00
$77.61
$608.24
55.29%
Electric $75,000.00
$8,855.35
$42,696.57
56.93%
Gas $6,500.00
$68.96
$4,715.13
72.54%
Water $14,000.00
$854.06
$13,381.14
95.58%
Refuse $2,200.00
$75.67
$766.92
34.86%
Insurance $10,000.00
$0.00
$7,457.00
74.57%
Administration $11,346.48
$945.54
$8,511.36
75.01%
Misc. $2,250.00
$0.00
$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 $830.27 $19,030.45
76.12%
Total Operating Expenses $347,056.48
$21,329.19
$203,421.77
58.61%
Net Income/Loss ($23,626.33) ($13,910.53) $12,391.85
STMA Arena Board Meeting, October 14, 2013 3
STMA CASH BALANCES AND RECEIVABLES
September 30, 2013
Cash Balance Operations
Cash Balance 1/1/13 $131,405
Add Revenues $215,814
Less Expenses $203,422
Add in Depreciation $ -
Less payables booked 2012 Pd 2013 $ 10,672
Cash Balance 9/30/13 $133,124
Restricted Cash (depreciation) $78,457
Cash for operations $54,667
Total Cash Balance 9/30/13 $133,124
Accounts Receivable
September 30, 2013 - $20,187.50
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/13
$20,000
2012 contribution re. 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 9/30/13 $30,000
STMA Arena Board Meeting, October 14, 2013 4
STMA Vendor Check Detail Register
September 2013
Check Amt Invoice Comment
Paid Chk# 002245E 9/16/2013 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $1,649.83 830308 STMA Arena Candy bars, Candy, Chips, Plates, Napkins, Hotdogs, Ketchup, Cookies, Pretzels
Paid Chk# 002247E 9/16/2013 FERRELLGAS E 810-00000-212 Motor Fuels $25.63 1077414988 STMA Arena Fuel
Paid Chk# 002251E 9/16/2013 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 05014270100O13 STMA Arena Fire Panel
Paid Chk# 002291E 9/15/2013 CITY OF ALBERTVILLE E 810-00000-412 Building Rentals/Admin Fee $945.54 admin fee 9/13
Paid Chk# 002292E 9/15/2013 CITY OF ALBERTVILLE E 810-00000-382 Water Utilities $854.06 wtr bill 9/15/13
Paid Chk# 002293E 9/20/2013 MN DEPARTMENT OF REVENUE E 810-00000-315 Sales Tax $96.00 sales tax
Paid Chk# 032436 9/16/2013 ALLOY WELD & REPAIR E 810-00000-405 Repair/Maint - Buildings ($57.00) 97 STMA Arena 20% discount for paying within terms E 810-00000-405 Repair/Maint - Buildings $285.00 97 STMA Arena repair ice rink door latch
Paid Chk# 032440 9/16/2013 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $776.75 CI261-10-0 Emp Health Ins
Paid Chk# 032442 9/16/2013 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $68.96 5390131-0 STMA Arena 5898 Lachman Ave NE
Paid Chk# 032463 9/16/2013 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $52.29 339064 STMA Arena Ice scraper knives sharpened
Paid Chk# 032495 9/26/2013 BCA E 810-00000-300 Professional Srvs (GENERAL) $15.00 background check for employment
810 STMA ARENA $4,741.93
STMA Arena Board Meeting, October 14, 2013 5
STMA
MANAGER’ GENERAL UPDATE
Date: October 14th, 2013
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – SEPTEMBER
Name Prime-time Off-peak
Youth Hockey 60 hours
Adult Hockey 5 hours
High School Boys/Girls 13.25 hours
Public Skating 23.75 hours/$0
Private rentals 13 hours
Learn to Skate 2 hours
______________________________________________________________________
Total hours 117 hours
Total Available hours 216 Prime hours
Operations: No major repairs at this time.
Arena Roof: Dripping has stopped with lower temps and humidity levels
Learn to Skate: LTS started their fall session on Saturday September 28th and runs for 7 weeks. Total
100 skaters
Lacrosse Arena Rental:
Ross Chicantek, Youth Box Lacrosse League Coordinator for the Minnesota Swarm, attended the ice
arena board meeting on September 9th, 2013, to discuss the possibility of renting out the arena for dry
floor use between the middle of March and the middle of May. It is estimated the league would utilize the
facility for 50 games and 20 practices (total of 70 hours). At a rate of $80 per hour this use would
generate approximately $5,600.00 in revenue. Ross understands that with facility repairs this likely
would not be a possibility until the spring of 2015.
Work Experience program:
The Work Experience program is where students gain work skills/habits in a paid or non-paid situation.
(It has also been called On the Job training OTJ) the arena would work with the student by providing
direction, task lists and evaluations. Each student that is put at a site needs to set work goals which can
range from organization, attention to detail or completing tasks. A job coach would be provided if needed.
I will be meeting with Jen Fox (Monticello/Stma work coordinator) in the coming weeks to discuss the
program and determined if it’s something we should consider.
STMA Arena Board Meeting, October 14, 2013 6
STMA Arena Board Meeting, October 14, 2013 7
STMA Arena Board Meeting, October 14, 2013 8
St. Michael/Albertville Youth Hockey Association
Advertising Agreement
THIS AGREEMENT is made on the ____________ day of September, 2013, by and between the
St. Michael/Albertville Youth Hockey Association (STMAYHA) and St. Michael – Albertville
Ice Arena Joint Powers Board (“Arena Board”).
NOW, THEREFORE, the parties agree as follows:
1. STMAYHA agrees to:
a. Sell sign advertising space for the Arena Board.
b. Administrate yearly contracts (new and renewals) for all sign
advertising at the STMA Ice Arena.
c. Handle billing and collections for all sign advertising at the STMA Ice
Arena.
d. Print/produce all sign advertisements including, but not limited to
banners, dasherboard, on-ice and ice resurfacer at quoted rates.
e. Pay the Arena Board $125.00 for each blank lexan piece provided by
the Arena Board to STMAYHA for sign purposes.
f. Pay the Arena Board $12,000 per year for all the rights to all sign
advertising at the STMA Ice arena, initially due upon the effective date
of this Agreement and thereafter on the anniversary of such date.
2. Arena Board agree to:
a. Install/remove all sign advertisements in a timely manner as requested
by STMAYHA, provided however that the Arena Board shall have the
discretion to determine when to remove the ice for installation of on-
ice signs. ON ZAMBONI, STMAYHA PAYS FOR
INSTALLATION
b. Repair and maintain the lexan on dasherboard ads (but STMAYHA
shall be responsible for printing new dasherboard signs when existing
signs are damaged).
c. Repair and maintain cable system for banner ads.
d. Communicate any install or removal of advertising to the Sponsorship
Coordinator of STMAYHA.
3. The Arena Board retains all rights to non-sign advertising (such as printed paper flyers,
ads in paper programs, ads on receipts, ads on memorabilia or other physical materials
sold or distributed to the public, and all signs that advertise products sold at the Ice Arena
by Arena Board personnel or volunteers in service to the Arena Board.
4. Upon the effective date of this Agreement, STMAYHA shall pay the Arena Board
$6,096, which the Arena Board shall use to buy out the remainder of Franklin Outdoor
Advertising’s agreement. It is the intent of the Arena Board and STMAYHA that
STMAYHA shall take over the management of the existing advertising contracts put in
place by Franklin Outdoor Advertising. STMAYHA understands that it will only be able
to collect on the outstanding balances of the existing advertising contracts as shown on
STMA Arena Board Meeting, October 14, 2013 9
the attachment to the termination contract between the Arena Board and Franklin
Outdoor Advertising.
5. Term. This agreement is for a term of five (5) years and will automatically renew for
successive one-year periods unless a notice of termination is given within Thirty days
(30) prior to the expiration of this agreement.
6. Default. In the event STMAYHA does not comply with the terms of this Agreement, the
Arena Board shall notify the STMAYHA of such non-compliance via registered mail to
the following address: ___________________________. If STMAYHA fails to comply
with the terms of the agreement within 30 days following the mailing of such notice, the
Arena Board may terminate this Agreement. After such termination, the Arena Board
and STMAYHA shall prorate the $12,000 annual payment and all payments received by
the STMAYHA for any existing advertising contracts effective in the year of termination
or thereafter. Proration shall be made from the last anniversary date of this Agreement to
the date of termination, with the Arena Board receiving that portion of the $12,000
payment applicable to such period and the STMAYHA receiving that portion of the
advertising contract revenue applicable to such period.
7. Effective Date. This Agreement shall be effective upon the occurrence of the following
two events: 1) the execution of this Agreement, and 2) the execution of an agreement
between the Arena Board and Franklin Outdoor Advertising settling up existing
advertising revenues procured by Franklin Outdoor Advertising pursuant to the Arena
Board’s August 2, 2010 advertising agreement with Franklin Outdoor Advertising.
IN WITNESS WHEREOF, the parties do hereby set their hands and seals on the date set
forth above.
________________________________________________
Adam Smiglewski (Sponsorship Coordinator, STMAYHA)
________________________________________________
Jeff Lindquist (Chairman, Arena Board)
STMA Arena Board Meeting, October 14, 2013 10
October 2, 2013
Mr. Adam Nafstad, P.E.
City Administrator/PWD/CE
City of Albertville
5959 Main Avenue NE, PO Box 9
Albertville, MN 55301
anafstad@ci.albertville.mn.us
RE: Proposal for Architectural and Engineering Fees
STMA Ice Arena Dehumidification and Insulation Retrofit
Dear Adam:
292 Design Group (292) is pleased to submit this fee proposal for professional architectural and
engineering services for a new dehumidification and insulation system for the STMA Ice Arena.
Engineering for the dehumidification system will be provided by Nelson Rudie and Associates (NRA). We
appreciate the opportunity to assist the City of Albertville and all STMA stakeholders (STMA) on this
project. This proposal is in response to your request and is based on information gathered from the arena
study we completed this past summer. It is organized in the following manner:
1. Project Understanding
2. Scope of Services
3. Compensation
4. Time Frame
1. PROJECT UNDERSTANDING
292 understands that STMA is ready to have The 292 Design Team develop the working drawings
(blueprints) and specifications necessary to be able to bid out and have the work performed to provide a
new dehumidification system and to reinsulated the roof and connecting metal framed walls. The
systems are as defined in the Schematic Design Study. The dehumidification system will be a desiccant
based type; and the insulation system (Schematic Design Option 4) will be spray foam with a thermal
protective barrier.
2. SCOPE OF SERVICES
292 and NRA will provide the following scope of services for architectural, mechanical, electrical, and
structural engineering as defined below.
Design and Documentation:
292 and NRA will utilize the background drawings that were created for the study phase of the
project.
292 will provide a floor plan, reflected ceiling plan, interior elevations, and details as necessary
to convey the work required for the insulating project.
NRA will provide drawings, engineering, and specifications as necessary to convey the work
required for the dehumidification system.
STMA Arena Board Meeting, October 14, 2013 11
Bidding:
292 and NRA will distribute documents during the bidding process and answer any questions that
arise during the bidding process.
Construction Administration:
292 and NRA will provide construction administration services which include: up to three site
visits, shop drawing review, prompt response to questions that arise at the job site, review of
payment applications, and assistance with project close-out.
3. COMPENSATION
292 and NRA propose to perform the scope of services as described above for the following fee:
A fixed fee of 7 percent of the estimated project cost of $503,300. The estimated project cost is based on
the total project estimate in the Schematic Design Report minus engineering and administrative
contingencies ($545,000 - $41,700 = $503,300). This equates to a fixed fee of $35,231.00 plus
reimbursable expenses. Reimbursable expenses are estimated at $2,500. Not included: state and local
taxes where applicable.
This Agreement may be terminated by the Owner upon not less than seven days' written notice to the
Architect for the Owner's convenience and without cause.
In the event of termination not the fault of the Architect, the Architect shall be compensated for services
performed prior to termination, together with Reimbursable Expenses then due.
Additional architectural services, if required, will be provided on an hourly basis as follows:
2013 292 Hourly Billable Rates:
Principal $125-175
Engineer $100-175
Architect $75-105
Technician $55-85
Interior Designer $55-85
Administration $45-60
Reimbursable expenses include the following:
Printing, plotting, and reproduction expenses associated with the project.
Long distance telephone charges
Express mail and delivery handling charges for project communications.
Photographic expenses related to the project.
Fees paid for securing approval of authorities with jurisdiction over the project.
Please note that all reimbursable expenses are marked up 10%.
STMA Arena Board Meeting, October 14, 2013 12
4. TIME FRAME
Upon your acceptance and authorization to proceed, 292 will meet with the Owner to develop a mutually
agreeable project schedule. 292 will meet all schedule requirements provided for the successful
completion of this project.
292 is prepared to begin work upon acceptance of this proposal made by your signature in the space
provided below. Should the proposed fee amount not appear acceptable as an equitable fee, we are
prepared to present and discuss the factors in the development of our proposal.
We look forward to the opportunity to work with you and the STMA stakeholders. If you have any
questions regarding this proposal, please don’t hesitate to contact me.
Sincerely,
Thomas J. Betti, AIA, NCARB
Partner
APPROVED BY:
By:
Its: Date:
STMA Arena Board Meeting, October 14, 2013 13