2014-01-13 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2014\01-13-2014\01132014 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, JANUARY 13, 2014
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF DECEMBER 9, 2013 (pgs 1-3)
4. FINANCE REPORTS
a) Approve the December list of claims as presented in the amount of $30,177.19 and
December report (pgs 4-7)
5. ARENA MANAGER
a) Monthly report (pgs 8-9)
6. OLD BUSINESS
a) Status of Cost-Share Agreement (verbal update)
b) Presentation of Plans and Specifications – MOTION TO: Approve plans and
specifications for insulation and dehumidification improvements to the STMA Ice
Arena.
7. NEW BUSINESS
a) 2014 Budget Discussion (pg 10)
8. YOUTH HOCKEY ASSOCIATION
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES
December 9, 2013
6:00 p.m.
Present: Chairman Jeff Lindquist and Members Gayle Weber, Dan Wagner, Kevin Kasel, and Larry
Sorensen were present. Chris Schumm was absent. Chairman Jeff Lindquist arrived at 6:08 p.m. Also
present: Albertville City Administrator/PWD Adam Nafstad, Arena Manager Grant Fitch, Youth
Hockey Association Representatives, Kurt Sjelin, Adam Smiglewski and Tammy Tupper. The
meeting was called to order at 6:08 p.m. by Chairman Jeff Lindquist.
Set Agenda
Members Weber\Kasel moved to set the agenda as presented. All voted aye.
Approval of Minutes
Member Kasel requested a spelling correction for Dr. Behle on page two on the minutes. Members
Wagner\Sorensen moved to approve the minutes of the October 14, 2013 Board Meeting as amended.
All voted aye.
Finance Reports
Members Sorensen\Kasel moved to approve the October-November list of claims in the amount of
$38,059.94 and the October-November Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported that operations are going well and that he has had discussions with Nafstad about
additional maintenance and repairs while the ice is out. Fitch also mentioned that there was another
theft in the arena parking lot, which has also happened in previous years. Fitch noted that security
cameras could potentially prevent or limit theft and vandalism at the arena. Fitch explained to the
Board that he has recommended to users not to bring in electronics or valuables to the arena as thefts
occur the arena is not responsible for those items. Chairman Lindquist mentioned that staff should do
a memo for Youth Hockey Association and have it distributed to the coaches that we are not
responsible for those kinds of losses and individuals are responsible for their own property. There was
a general discussion regarding ice out for the project and booking of ice time. Fitch explained that he is
informing users that the exact timeline of the project is still be developed and ice time, especially in
early August is subject to the project. The Board directed staff to establish a legal disclosure regarding
rental and scheduling of the facility in general. Fitch also updated the Board on some issues with the
scoreboard. He noted that the scoreboard has been going out. It is 14 years old, the console needs to
be replaced at a cost estimated to be around $2,000. Fitch informed the Board that a new console
would likely be compatible with a new scoreboard, should it need replacement in the near future.
Members Weber\Kasel moved to authorize staff to spend up to $2,500 to replace the controller/console
for the scoreboard at the arena. All voted aye.
There was also some general discussion with the Board regarding: Arena staff/Fitch’s availability
(sometimes limited) to the users, criticism Fitch has received about ice conditions, and the request for
bleachers. Youth Hockey representatives voiced their opinion that the condition of the ice is very good
and were surprised to hear people were complaining.
Old Business
Advertising Agreements: Nafstad reported that the Arena has received payment from Youth Hockey
and subsequently the Arena has made payment to Franklin to fulfill the obligations of the buy-out
agreement.
STMA Arena Board Mtg 01/13/14 Page 1
Improvement Project: Nafstad presented the items needed for discussion for the insulation and
dehumidification improvements project starting with the draft cost-share agreement. Nafstad shared
the agreement with the Board and suggested that the next step regarding the agreement, provided the
Board is ok with the agreement, is for it to move forward to each entity for approval. Nafstad then
noted there was a meeting with the Architect and that plans and specifications are coming along. A
few things have come up that will be addressed in the plans. One item is potentially needing to paint
the girders as part of the project. Currently, the girders are only painted below the ceiling and the new
insulation may not cover all old portions of the girders. Also, the exhaust fans that were disconnected
as part of the locker room addition will need to be removed and capped, as they are a source for air
leaks. In addition, the Architect is recommending that air conditioning be included in the bid as an
add-alternate, to see what the cost would be and for consideration. Nafstad also stated he Architect has
incorporated spec language requiring that contractors complete rebate applications as part of their
related work, and explained that the location of the HVAC unit will likely be outside and in the
northeast corner of the building. Nafstad discussed the project schedule and noted that there is some
flexibility with the schedule, should the project need to be re-bid. There was a discussion of the
Construction Manger vs. General Contractor. Nafstad informed the Board that the Architect has
recommended the Construction Manger, generally because there are really only three significant trade
components to the project. Nafstad also present a proposal for construction management services from
RJM Construction. Weber mentioned that she felt that the Construction Manager would be the best
representative of the Arena. The Board discussed the construction management proposal and asked
that staff solicit addition quotes for comparison.
Members Kasel/Weber moved to direct Albertville City staff to get two additional proposals for
construction management services similar to what was proposed by RJM and for staff to
review/compare the proposals and authorized Chairman Lindquist, in consultation with staff, to
approve a contract subject to no significant changes that would need to be discussed by the STMA
Arena Board via a special meeting at the discretion of the chair. All voted aye.
Nafstad requested a motion to authorize the advertisement for bids of the project.
Members Sorensen/Wagner moved to authorize the bid advertisement for insulation and
dehumidification improvements to the STMA Ice Arena. All voted aye.
New Business
Cameras/ATM: Nafstad inquired about security camera’s and informed the Board that a vendor is
willing to install an ATM (free of charge) provided additional security measures, such as cameras, are
put in place. Nafstad explained no action was needed and that staff is just looking for general Board
direction. Fitch reported theft has and minor vandalism has been a reoccurring issue. Kassel asked if
Youth Hockey is interested in an ATM. Sjelin mentioned that the youth hockey people don’t
necessarily need and ATM, but felt the other users especially during tournaments would find it useful.
Weber inquired about the current credit card fees. Nafstad said he would report back to the board about
the fees. The Board discussed the use and purchase of cameras. Kasel questioned whether four
cameras would be sufficient and recommended further review of the desired coverage areas and
camera locations. Kasel stated that should the Board purse cameras, it would be best to install the
correct number rather than having to retrofit the system at later date. This item was tabled until a future
meeting.
STMA Arena Board Mtg 01/13/14 Page 2
Budget: Nafstad presented the draft budget and stated staff’s goal is to have a budget approved in
March of 2014. He also pointed out the reduction of income due to ice out for summer 2014 and that
no assistant manager is included in the budget.
Youth Hockey Association
Sjelin reinforced the need for additional security such as cameras. Youth Hockey has experienced
issues of theft annually and would like to see external cameras also. In addition, Youth Hockey would
like to see an added light in the SE corner of the parking lot to improve safety. Chairman Lindquist
directed staff to research this issue and bring it back to the board in January. Sjelin also commented
that Youth Hockey does not need air conditioning and suggested it not be added to the arena.
Adjourn
Members Wagner\Sorensen moved to adjourn at 7:38 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Mtg 01/13/14 Page 3
STMA
STMA Budget to Actual December 2013 (Cash Basis)
2013 Budget $5
rate increase no
asst. mgr
December
2013
Actual
2013 Actual
YTD
12/31/2013
%
Annual
Income
Ice Rental $264,580.15
$36,360.00
$268,963.61
101.66%
Concessions $33,000.00
$8,382.80
$31,448.80
95.30%
Other Revenues (Advertising/LMC/ins
claims) $12,000.00
$7,082.00
$16,064.47
133.87%
Vending $1,350.00
$135.94
$1,115.00
82.59%
Open Skate/Hockey, etc $10,000.00
$810.00
$6,081.05
60.81%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,300.00
$514.00
$1,860.95
Total Income $323,430.15 $53,284.74 $325,533.88
100.65%
Expenses
Salaries, wages, taxes & Benefits $111,410.00
$16,904.06
$111,294.56
99.90%
Supplies (Office, misc) $1,500.00
$89.72
$1,477.42
98.49%
Supplies (Concession) $13,250.00
$2,705.64
$12,111.62
91.41%
Fuel, Misc $2,300.00
$225.48
$1,702.30
74.01%
Professional Services $15,000.00
$6,188.43
$30,275.36
201.84%
Sales Tax $3,200.00
$175.00
$2,159.88
67.50%
Telephone $1,100.00
$75.67
$914.31
83.12%
Electric $75,000.00
$6,288.32
$72,086.05
96.11%
Gas $6,500.00
$970.25
$6,423.78
98.83%
Water $14,000.00
$2,159.06
$17,465.82
124.76%
Refuse $2,200.00
$0.00
$1,224.88
55.68%
Insurance $10,000.00
$0.00
$7,457.00
74.57%
Administration $11,346.48
$945.54
$11,346.48
100.00%
Misc. $2,250.00
$9.91
$457.82
20.35%
Depreciation $43,000.00
$0.00
$0.00
0.00%
Repair Maintenance – Machinery $10,000.00
$0.00
$4,747.14
47.47%
Repair Maintenance – Building $25,000.00 $6,579.90 $25,610.35
102.44%
Total Operating Expenses $347,056.48
$43,316.98
$306,754.77
88.39%
Net Income/Loss ($23,626.33) $9,967.76 $18,779.11
**Professional Services include unbudgeted items. Ballard King $7,590 (split with STMAYH) and 292
Design Group $10,930.64 (roof)
STMA Arena Board Mtg 01/13/14 Page 4
STMA CASH BALANCES AND RECEIVABLES
December 31, 2013
Cash Balance Operations
Cash Balance 1/1/13 $131,405
Add Revenues $325,534
Less Expenses $306,755
Add in Depreciation $ -
Less payables booked 2012 Pd 2013 $ 10,672
Cash Balance 12/31/13 $139,512
Restricted Cash (depreciation) $78,457
Cash for operations $61,054
Total Cash Balance 12/31/13 $139,512
Accounts Receivable
December 31, 2013 - $52,585.02
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
$10,000
2013 contribution rec. by Albertville
$10,000
2013 contribution rec. by STMA Schools
$0
Balance 12/31/13 $50,000
STMA Arena Board Mtg 01/13/14 Page 5
STMA Vendor Check Detail Register
December 2013
Check Amt Invoice Comment
10100 Premier Bank
Paid Chk# 002427E 12/2/2013 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $454.85 833269 STMA Arena Chips, Pretzels, Cookies, Foam Plates, Syrup
Paid Chk# 002431E 12/2/2013 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $190.90 DEC 2013 STMA Arena Garbage Service Dec 2013
Paid Chk# 002445E 12/16/2013 S & T OFFICE PRODUCTS E 810-00000-200 Office Supplies (GENERAL) $89.72 01QC4589 STMA Arena ink cartridges
Paid Chk# 002447E 12/16/2013 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 14270100 STMA Arena Fire Panel Monitoring
Paid Chk# 002449E 12/16/2013 FERRELLGAS E 810-00000-212 Motor Fuels $112.74 1078855448 STMA Arena Fuel E 810-00000-212 Motor Fuels $112.74 1079130742 STMA Arena Fuel
Paid Chk# 002453E 12/16/2013 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $262.71 833754 STMA Arena Candy Bars, Chips, Carmel Corn, Pretzel
Paid Chk# 002499E 12/31/2013 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $647.88 834256 STMA Arena Candy, Chips, Franks, Pretzels, Cookies E 810-00000-252 Food/Consessions For Resale $398.33 834425 STMA Arena Candy, Slushy Syrup, Popcorn, Pretzel,
Paid Chk# 032705 12/2/2013 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $18.94 629-7868457 STMA Arena Mats, Mop, Laundry Bag
Paid Chk# 032707 12/2/2013 BANYON DATA SYSTEMS E 810-00000-300 Professional Srvs (GENERAL) $225.92 150693 Win Support
Paid Chk# 032715 12/2/2013 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $52.29 348200 STMA Arena Ice scraper knives sharpened
Paid Chk# 032721 12/2/2013 METLIFE (VISION) E 810-00000-130 Employer Paid Ins (GENERAL) $22.61 5191584 Emp Vision
Paid Chk# 032722 12/2/2013 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Dec 2013 Dec Emp Life, Dental, Short Term Dis E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Nov 2013 Nov Emp Life, Dental, Short Term Dis E 810-00000-130 Employer Paid Ins (GENERAL) $127.50 Oct 2013 Oct. Emp Life, Dental, Short Term Dis
Paid Chk# 032733 12/2/2013 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $623.43 274154 STMA Arena Blanket Maint Dec 2013 E 810-00000-405 Repair/Maint - Buildings $120.30 274154 STMA Arena Blanket Maint Sales Tax Jul, Aug, Sept 2013
Paid Chk# 032734 12/2/2013 STEP SAVER INC E 810-00000-405 Repair/Maint - Buildings $107.73 74986 STMA Arena Bulk salt
STMA Arena Board Mtg 01/13/14 Page 6
Check Amt Invoice Comment
Paid Chk# 032739 12/2/2013 XCEL ENERGY E 810-00000-381 Electric Utilities $7,046.92 5873315 OCT13 STMA Arena
Paid Chk# 032740 12/2/2013 ZEP SALES & SERVICE E 810-00000-200 Office Supplies (GENERAL) $299.58 9000633487 STMA Arena Cleaning supplies
Paid Chk# 032743 12/5/2013 FRANKLIN OUTDOOR ADVERTISING E 810-00000-300 Professional Srvs (GENERAL) $6,096.00 Settle Albertville Arena Contract for Advertising
Paid Chk# 032748 12/16/2013 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 C1261100 Dec Emp Health Ins
Paid Chk# 032751 12/16/2013 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $970.25 53901310 STMA Arena 5898 Lachman Ave NE
Paid Chk# 032754 12/16/2013 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $75.67 December STMA Arena Telephone
Paid Chk# 032755 12/16/2013 CJ S LINEN SERVICE E 810-00000-399 Miscellaneous $10.00 29803 STMA Arena - 50 rags
Paid Chk# 032756 12/16/2013 DEHMER FIRE PROTECTION E 810-00000-405 Repair/Maint - Buildings $50.00 519 STMA Arena Fire Extinguishers Serviced
Paid Chk# 032758 12/16/2013 DJS TOTAL HOME CARE CTR-ARENA E 810-00000-405 Repair/Maint - Buildings $9.98 72777 STMA Arena Batteries E 810-00000-405 Repair/Maint - Buildings $15.98 72976 STMA Arena Hog Ring Hillhump & Disposable Bag E 810-00000-405 Repair/Maint - Buildings ($8.99) 73091 STMA Arena Return Drill Bit
Paid Chk# 032777 12/31/2013 AIM ELECTRONICS, INC. E 810-00000-405 Repair/Maint - Buildings $2,576.23 36876 STMA Arena Update Scoreboard LED Drivers, Allsport Kit
Paid Chk# 032778 12/31/2013 ALS COFFEE E 810-00000-252 Food/Consessions For Resale $886.96 125715 STMA Arena Coffee, Creamer, Hot Chocolate, Sugar, Hot Cups
Paid Chk# 032781 12/31/2013 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $18.94 629-7886808 STMA Arena Mats, mop, laundry bag
Paid Chk# 032791 12/31/2013 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $509.76 138197220 STMA Arena Coke products
Paid Chk# 032817 12/31/2013 WIGEN COMPANIES E 810-00000-405 Repair/Maint - Buildings $535.75 17728 STMA Arena R.O. Water System
Paid Chk# 032820 12/31/2013 XCEL ENERGY E 810-00000-381 Electric Utilities $6,258.45 394210402 STMA Arena #51-5873315-4
810 STMA ARENA December 2013 $30,177.19
STMA Arena Board Mtg 01/13/14 Page 7
STMA
MANAGER’ GENERAL UPDATE
Date: January 13th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – DECEMBER
Name Prime-time Off-peak
Youth Hockey 154 hours
Adult Hockey 8 hours
High School Boys/Girls 48.5 hours
Public Skating/OH 25.5 hours
Private rentals 3.75 hours
Learn to Skate 0 hours
______________________________________________________________________
Total hours 239.75 hours
Total Available hours 250 Prime hours
Operations: No major repairs at this time.
Learn to Skate: Winter session was suppose to Start Friday January 3rd and run for 7 weeks.
The LTS coordinator resigned Thursday January 2nd and sessions were canceled.
Open Hockey: School canceled 01-06-14 and 01-07-14 due to cold weather. Scheduled O/H for
Bantam/High-School, Squirt/Pee and Mites. Great turn out, about 30 kids per session.
Exterior Lighting: Cost about $350 to add LED fixture to SE corner of Arena.
Arena Roof: Friday December 27th with temps above 32 degrees, dripping in Zamboni room and
over the ice sheet.
Building Maintenance Items (Spring 2014-draft): Below is a draft list of maintenance items
staff has identified. These tasks could be completed during the summer construction project.
1. General building painting - $1,500
2. Paint practice nets / replace netting and pads - $,1000
3. Clean rink glass both sides - $120
4. Clean inside of rink Boards - $550
5. Bleacher detailed cleaning/repair - $1,500
6. Replace flooring concession stand - $600
7. Olympia maintenance/repair - $2,500
8. Rubber flooring repair - $4,000
STMA Arena Board Mtg 01/13/14 Page 8
9. Compressor maintenance/repair - $2,500
10. Parking lot maintenance: Sealcoat, stripping - $6,800
11. Convert from R-22 to 407-A refrigerant - $15,000
STMA Arena Board Mtg 01/13/14 Page 9
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