2014-02-10 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2014\2014-02-10\02112014 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, FEBRUARY 10, 2014
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF JANUARY 13, 2014 (pgs 1-3)
4. FINANCE REPORTS
a) December year to date, in progress report (pgs 4-5)
b) Approve the January list of claims as presented in the amount of $ and January report
(pgs 6-8)
5. ARENA MANAGER
a) Monthly report (pg 9)
6. OLD BUSINESS
a) Insulation and Dehumidification Improvement Update (verbal)
b) 2014 Budget Discussion (pgs 10-11)
.
7. NEW BUSINESS
8. YOUTH HOCKEY ASSOCIATION
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES
January 13, 2014
6:00 p.m.
Present: Chairman Jeff Lindquist and Members Gayle Weber, Dan Wagner, Kevin Kasel, Chris
Schumm, and Larry Sorensen were present. Also present: Albertville City Administrator/PWD Adam
Nafstad, Arena Manager Grant Fitch, 292 Design Group Tom Betti and Youth Hockey Association
Representatives Adam Smiglewski and Kurt Sjelin. The meeting was called to order at 6:05 p.m. by
Chairman Jeff Lindquist.
Set Agenda
Chairman Lindquist added under finance reports tort liability insurance renewal. Members
Weber\Kasel moved to set the agenda as amended. All voted aye.
Approval of Minutes
Members Sorensen\Kasel moved to approve the minutes of the December 9, 2013 Board Meeting as
presented. All voted aye.
Finance Reports
Lannes reported that the finance reports for December are not final and will continue to change
through February. The audited financial statements will be presented to the Albertville City Council in
April and the STMA Arena Board in May. Lannes noted other expense items that were in the expense
lines that were not budgeted were the Ballard King study and the 292 design group for the roof repair
noted at the bottom of the report. In addition the depreciation amount is not booked yet.
Members Schumm\Weber moved to approve the December list of claims in the amount of $30,177.19
and the December Financial Report as presented. All voted aye.
Lannes updated the Board on the insurance renewal and tort liability limits mentioning that in the past
the Board has waived the limit. Member Weber asked what the additional premium was for the
waiving of the tort liability. Lannes stated it was about 3% or $700, but the final numbers will not be
available until the entire renewal rates are available. Lannes mentioned the small amount provided an
additional 1.5 Million dollars in coverage for the STMA Arena.
Members Schumm\Sorensen moved to waive the monetary limits on tort liability established by
Minnesota Statutes 466.04 to the extent of the limits of the liability coverage obtained from LMCIT.
All voted Aye.
Arena Manager’s Report
Fitch reported that open hockey was held when school was cancelled on January 6-7th and had a great
turn out of about thirty kids per session. Chairman Lindquist stated for the record that he was fine with
the Arena being open when school was closed and believed it to be a great use of a resource, and an
option for families. Lindquist explained that there are drastically different reasons why the School
District cancels school, and open hockey for kids when school is closed is strictly the choice of
individual families. The Board discussed the topic and was in agreement with Lindquist. It was stated
that there cannot be District activities when school is closed and Chairman Lindquist will verify that
there are no issues with the Arena being open when school is closed with Dr. Behle.
Fitch brought to the Board’s attention that the Arena roof was dripping in the Zamboni room and over
the ice sheet on Friday December 27th.
Nafstad and Fitch are continuing to work on the exterior lighting at the SE corner of the Arena. Staff
will be adding an additional wall mounted light, which will provide some added benefit. Nafstad
stated adding pole lighting to the parking would be costly.
STMA Arena Board Meeting 02/10/14 Page 1
Fitch reviewed some suggested maintenance items with the Board. Further discussion will be needed
regarding preferred maintenance as the 2014 budget is developed. There was an extended discussion
on the conversation from R-22 to 407-A refrigerant. The EPA is phasing out the R-22 systems, but
staff believes it is 5-10 years out. Staff does, however, recommend adding leak detection. Currently
there is 750 pounds of Freon and the current price for Freon is $25 a pound. Staff and the Board
discussed clean up if there was a leak. Member Schumm mentioned that R-22 is not being made but it
is not expected to be depleted until around 2050, but the prices did increase because it is no longer
being made. Staff and the Board agreed that this is an item that needs further discussion and needs to
be looked at in future budgets.
Fitch mentioned that one of the gate locks broke at the arena and was fixed by a volunteer. He thanked
Adam Smiglewski and Youth Hockey for getting this item fixed.
Old Business
Nafstad updated the Board on the status of the cost share agreement. Currently all three entities have
approved the agreement and the final document will be sent out to each entity for execution.
Nafstad reported Bainey Construction submitted the lowest quote for construction management
services and that Bainey was currently with the Architect to prepare bid packages. Chairman Lindquist
stated for the record that Dan Wagner, a member of the STMA Arena Board, is an employee with the
Bainey Group, but Wagner was not involved at all in the solicitation process. Nafstad added that staff
solicited four professional service quotes and Bainey submitted the lowest quote, and the process was
reviewed by the City of Albertville’s attorney who found no conflicts or issues for either party.
Tom Betti, of the 292 Design group presented the plans and specification to the Board for the
insulation and dehumidification improvement project. The Board and staff had discussions regarding
various project related items, bidding, and the project schedule.
Members Kasel/Schumm moved to approve plans and specifications for insulation and
dehumidification improvements to the STMA Ice Arena. All voted aye.
New Business
Lannes presented the proposed 2014 budget, but noted it is difficult to compare 2013 to 2014 due to
the longer span of ice-out for 2014. Lannes mentioned that revenues in 2014 will be down. Staff
recommended that a budget be adopted in March if possible. Lannes also noted that under the
proposed budget for 2014, depreciation funding is only about $10,000 of the $43,000. Member Kasel
asked why staff is not suggesting a rate increase since the Board only approved half of the rate increase
requested last year. Kasel noted that the Board needs to be looking at cash flow, as well as, funding
deprecation. The Board directed staff to prepare budget options including a $5 and $10 per hour
increase option, and to bring back rates and potential increases of surrounding arenas.
Member Weber inquired on what Fitch will be working on while the ice is out in 2014. Fitch stated he
would be working on maintenance items. Nafstad also added that the project will require some added
responsibilities of Grant.
STMA Arena Board Meeting 02/10/14 Page 2
Adjourn
Members Schumm\Kasel moved to adjourn at 7:12 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Meeting 02/10/14 Page 3
STMA
STMA Budget to Actual December 2013 To Date (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
$8,403.55
$31,469.55
95.36%
Other Revenues (Advertising/LMC/ins
claims) $12,000.00
$8,082.00
$17,064.47
142.20%
Vending $1,350.00
$135.94
$1,115.00
82.59%
Open Skate/Hockey, etc $10,000.00
$980.00
$6,251.05
62.51%
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 $54,475.49 $326,724.63
101.02%
Expenses
Salaries, wages, taxes & Benefits $111,410.00
$16,522.28
$110,912.78
99.55%
Supplies (Office, misc) $1,500.00
$89.72
$1,477.42
98.49%
Supplies (Concession) $13,250.00
$2,840.44
$12,246.42
92.43%
Fuel, Misc $2,300.00
$450.96
$1,927.78
83.82%
Professional Services $15,000.00
$25,581.05
$49,667.98
331.12%
Sales Tax $3,200.00
$933.26
$2,918.14
91.19%
Telephone $1,100.00
$75.67
$914.31
83.12%
Electric $75,000.00
$10,535.96
$76,333.69
101.78%
Gas $6,500.00
$2,612.32
$8,065.85
124.09%
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
$15.74
$463.65
20.61%
Depreciation $43,000.00
$43,000.00
$47,613.51
110.73%
Repair Maintenance – Machinery $10,000.00
$7.98
$4,755.12
47.55%
Repair Maintenance – Building $25,000.00 $7,676.29 $26,706.74
106.83%
Total Operating Expenses $347,056.48
$113,446.27
$381,497.57
109.92%
Net Income/Loss ($23,626.33) ($58,970.78) ($54,772.94)
**Professional Services include unbudgeted items. Ballard King $7,590 (split with STMAYH) and 292
Design Group $10,930.64 (roof), 292 Roof Repair $19,101.74 (using restrict cash as approved)
** Depreciation increased due to the 2012 increased value from the roof replacement. To date the
amount of deprecation funded in 2013 is an estimated $11,900
STMA Arena Board Meeting 02/10/14 Page 4
STMA CASH BALANCES AND RECEIVABLES
December 31, 2013 to Date
Cash Balance Operations
Cash Balance 1/1/13 $131,405
Add Revenues $326,725
Less Expenses $381,498
Add in Depreciation used as expense $ 19,102
Add in Depreciation $ 47,614
Less payables booked 2012 Pd 2013 $ 10,672
Cash Balance 12/31/13 $132,675
Restricted Cash (depreciation) $59,356
Cash for operations $73,319
Total Cash Balance 12/31/13 $132,675
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 Meeting 02/10/14 Page 5
STMA
STMA Budget to Actual January 2014 (Cash Basis)
2014 Budget $0
rate increase
January
2014
Actual
2014
Actual YTD
1/31/2014
%
Annual
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected $243,450.00
$45,649.68
$45,649.68
18.75%
Concessions $33,000.00
$6,654.00
$6,654.00
20.16%
Other Revenues (Advertising/LMC/ins claims) $12,000.00
$0.00
$0.00
0.00%
Vending $1,100.00
$185.65
$185.65
16.88%
Open Skate/Hockey, etc $6,000.00
$2,683.00
$2,683.00
44.72%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,800.00
$498.00
$498.00
Total Income $298,550.00 $55,670.33 $55,670.33
18.65%
Expenses
Salaries, wages, taxes & Benefits $109,024.90
$11,169.03
$11,169.03
10.24%
Supplies (Office, misc) $1,500.00
$0.00
$0.00
0.00%
Supplies (Concession) $12,150.00
$1,003.33
$1,003.33
8.26%
Fuel, Misc $2,400.00
$0.00
$0.00
0.00%
Professional Services $15,000.00
$0.00
$0.00
0.00%
Sales Tax $3,200.00
$254.39
$254.39
7.95%
Telephone $1,000.00
$0.00
$0.00
0.00%
Electric $65,000.00
$29.87
$29.87
0.05%
Gas $8,000.00
$0.00
$0.00
0.00%
Water $17,500.00
$2,050.31
$2,050.31
11.72%
Refuse $1,300.00
$291.49
$291.49
22.42%
Insurance $9,000.00
$1,922.00
$1,922.00
21.36%
Administration $11,686.87
$973.90
$973.90
8.33%
Misc. $525.00
$150.00
$150.00
28.57%
Depreciation $47,000.00
$0.00
$0.00
0.00%
Repair Maintenance – Machinery $10,000.00
$0.00
$0.00
0.00%
Repair Maintenance – Building $27,500.00 $602.77 $602.77
2.19%
Total Operating Expenses $341,786.77
$18,447.09
$18,447.09
5.40%
Net Income/Loss ($43,236.77) $37,223.24 $37,223.24
STMA Arena Board Meeting 02/10/14 Page 6
STMA CASH BALANCES AND RECEIVABLES
January 31, 2014
Cash Balance Operations
Cash Balance 1/1/14 (estimated) $132,675
Add Revenues (collected in 2014) $ 55,670
Less Expenses $ 18,447
Add in Depreciation $ -
Cash Balance 1/31/14 (estimated) $169,898
Restricted Cash (depreciation) $71,298
Cash for operations $98,600
Total Cash Balance 1/31/14 (estimated) $169,898
**Cash Balances are only estimated as 2013 Year end is not
completed (estimated funded deprecation 2013 $11,942.21)
Accounts Receivable
January 31, 2014 - $53,770
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/14
$50,000
2013 contribution re. by STMA schools
$0
2014 contribution rec. by St. Michael
$0
2014 contribution rec. by Albertville
$0
2014 contribution rec. by STMA Schools
$0
Balance 1/31/14 $50,000
STMA Arena Board Meeting 02/10/14 Page 7
STMA Vendor Check Detail Register
January 2014
Check Amt Invoice Comment
10100 Premier Bank Paid Chk# 002501E 1/6/2014 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $291.49 JAN 2014 STMA Arena Garbage
Paid Chk# 002540E 1/21/2014 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $490.69 834878 STMA Arena Candy, Chips, Straws, Plates, Cups, Pretzels
Paid Chk# 002541E 1/21/2014 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $29.87 5014270100 FE14 STMA Arena 5898 Lachman Ave NE
Paid Chk# 032823 1/6/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100 JAN14 Emp Health Ins
Paid Chk# 032827 1/6/2014 LEAGUE OF MN CITIES INS TRUST E 810-00000-361 General Liability Ins $1,922.00 26518 STMA Arena Worker Comp Ins
Paid Chk# 032828 1/6/2014 METLIFE (VISION) E 810-00000-130 Employer Paid Ins (GENERAL) $23.51 5229136 Emp Vision
Paid Chk# 032829 1/6/2014 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $133.57 Jan 2014 Emp Life, Dental, Stdis E 604-49660-130 Employer Paid Ins (GENERAL) $97.21 Jan 2014 Emp Life, Dental, Stdis
Paid Chk# 032830 1/6/2014 MINNESOTA ICE ARENA MGRS ASSOC E 810-00000-433 Dues and Subscriptions $150.00 2555 2014 Membership Renewal Fee
Paid Chk# 032833 1/6/2014 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.33 275525 JAN 2014 Blanket Maintenance
Paid Chk# 032839 1/21/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $18.94 629-7905233 STMA Arena mats, mop, laundry bag
Paid Chk# 032848 1/21/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $75.81 5160131702 0114 STMA Arena Telephone
Paid Chk# 032851 1/21/2014 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $447.84 138199013 STMA Arena Soda, Water, Powerade E 810-00000-254 Soft Drinks/Mix For Resale $64.80 138199212 STMA Arena Powerade
810 STMA ARENA $5,024.10
STMA Arena Board Meeting 02/10/14 Page 8
STMA
MANAGER’ GENERAL UPDATE
Date: February 10th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – JANUARY
Name Prime-time Off-peak
Youth Hockey 140 hours
Adult Hockey 8 hours
High School Boys/Girls 64 hours
Public Skating/OH 23 hours
Private rentals 5 hours
Learn to Skate 0 hours
______________________________________________________________________
Total hours Used 240 hours
Total Available hours 250 hours (primetime)
Operations: No major repairs have been needed this past month.
Ice Rates for the 2014-15 Season: Most rinks have not set official rates for next the 2014/15
season. However, though discussions several local arenas, it is understood that many facilities
are considering rate increases between $5 and $10. Below are the current and previous year rates
for some local arenas.
Ice Rates 2013-14 Season 2011-12 Season
Rogers A=$185/B=$140 A=$180/B=$140
Monticello A=$185/B=$140 A=$180/B=$125
Buffalo A=$186/B=$142 A=$174/B=$132 (A=$179/B=$144 non-res)
Elk River A=$190/B=$150 A=$180/B=$145
Waconia A=$200/B=$130 A=$195/B=$130
Delano A=$190/B=$150 A=$180/B=$155
Maple Grove A=$190/B=$155 A=$180/B=$145
Pymouth A=$190/B=$165 A=$180/B=$165
Sartell A=$175/B=$120 unavailable
St Cloud MAC A=$160/B=$120 unavailable
Stma Arena A=$190/B=$170 A=$185/B=$165
Energy Grants: Staff has meet with CenterPoint Gas and Xcel Energy representatives
regarding potential energy grants. Improvements such as LED lighting appear to have
significant grant monies available. Staff will continue to research.
STMA Arena Board Meeting 02/10/14 Page 9
STMA
2014 Proposed Budget
Date: January 13th, 2014
To: STMA Arena Board
From: Tina Lannes, Finance Director
In your packet there are three proposed budget options. The difference in each budget is in
regards to rate increases. Any rate increases go into effect in September so only the last four
months of the proposed budgets reflect increase.
All proposed budget options reflect reduced revenues due to the fact that ice will be out from
April to August (4 months). Expenses are predicted to be lightly down, but not enough to offset
the projected revenue loss.
Staff recommends that the board approves a final budget for 2014 no later than the meeting in
April.
STMA Arena Board Meeting 02/10/14 Page 10
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