2014-04-14 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2014\agendas\2014-04-14\04142014 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, APRIL 14, 2014
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF MARCH 10, 2014 (pgs 1-2)
4. 2013 FINANCIAL STATEMENTS/AUDIT (MATT MAYER)
5. FINANCE REPORTS
a) Approve the March list of claims as presented in the amount of $19,840.97 and March
report (pgs. 3-6)
6. ARENA MANAGER
a) Monthly report (pg. 7)
7. OLD BUSINESS
a) Insulation Rebid – MOTION TO: Accept March 26, 2014, letter from 292 Design
Group architect Tom Betti and reject bids received for Bid Category #2 Rebid
(Thermal and Moisture Protection). (pg. 8)
b) Capital Contribution Discussion/Member Updates
c) 2014 Budget/Rates Discussion (pgs. 9-10)
.
8. YOUTH HOCKEY ASSOCIATION
a) Other updates
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ARENA BOARD MINUTES
March 10, 2014
6:00 p.m.
Present: Chairman Jeff Lindquist, Members Dan Wagner, Kevin Kasel, Chris Schumm, and Larry
Sorensen were present. Member Gayle Weber was absent. Also present: Albertville City
Administrator/PWD Adam Nafstad, Finance Director Tina Lannes, STMA Arena Manager Grant
Fitch, Nadine Schoen council member City of St. Michael, Tom Betti with 292 Design Group, Michael
Woehrle with Nelson, Rudie and Associates, Youth Hockey Association Representatives Adam
Smiglewski, Kurt Sjelin, Scott Berning, Chris Hansen, Roger Lucy and Tammy Tupper. The meeting
was called to order at 6:04 p.m. by Chairman Lindquist.
Set Agenda
Members Wagner/Kasel moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Schumm/Wagner moved to approve the minutes of the February 10, 2014 Board Meeting as
presented. All voted aye.
Finance Reports
Members Kasel\Schumm moved to approve the February list of claims in the amount of $6,388.49 and
the February Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported on hourly rates for surrounding ice arenas. There was a short discussion on rates in
comparison to surrounding rinks.
The compressors are off and the arena is leaking again. The board recommended to the youth hockey
association that they should have a contingency plan for their Knights to Remember event on March
22, 2014 in case the STMA Ice Arena is leaking to the point where it is not rentable.
Old Business
Nafstad presented the bids/contract award for dehumidification improvement. Four bids were received
for the dehumidification component with the low bid being $224,400. Only one bid was received for
the insulation component and it came in at $284,950. The project estimate was $545,000 and based on
the low bids and associated quotes in put the total project around $700,000. Tom Betti and Mike
Woehrle went through the bids and options with the board. Their recommendation is to accept the bid
and move forward with the dehumidification component and rebid the insulation component.
Members Schumm/Kasel moved to accept the low bid of Weidner’s Mechanical (Low Bidder) in the
amount of $224,400 for the installation of the dehumidification system, accept the low quotes for site
improvements related to the dehumidification system in the amount totaling $15,222, authorize the
City of Albertville to enter into contracts for the work related to the dehumidification system
improvements, reject the single bid received for insulation work and direct the Architect to re-bid the
insulation related work for further consideration. All voted aye.
Lannes reviewed the security camera quotes and staff is looking for direction from the board, but staff
will move forward with the Cat5 to the manager’s office at a cost of around $200 so a phone and
computer can be set up for use by Grant. There was discussion with the board, arena manager and a
youth hockey representative on the need for both indoor and outdoor security camera’s the arena.
Youth Hockey Kurt Sjelin mentioned it is not necessary, but would be nice, actually, preferred to have
STMA Arena Board Mtg 4/14/14 Page 1
STMA Ice Arena
March 10, 2014 Minutes
Page 2
the security cameras. Chairman Lindquist asked if the cameras were in the 2014 proposed budget.
Lannes stated that half of the quoted amount was in the proposed budget.
Lannes presented the revised draft 2014 budget options mentioning that rates need to be determined
first as they have the greatest effect on the three budget options. The board discussed rates ranging
from options of a $5-$10 increase. Sorenson mentioned that the City of Albertville Council had a
discussion on rates for the arena and the council suggested instead of increasing the rate that each
entity increases their annual contribution by $5,000. Deprecation is the expense that is not being
funded by our rates and with the current projects and aging building, funding the expense is important.
The board continued to discuss the options for funding and deferred this item and the budget to the
next meeting as they go back to their respective boards and proposed the rate options and increasing
contribution and be prepared to take action on the budget at the April meeting. The board suggested
that the rates and capital contribution should be discussed at the upcoming joint governance meeting.
Lannes presented the summer ice vs. no summer ice comparison including possibly having lacrosse.
This is an informational comparison showing that either option, if the arena was open, would average a
$4,000 loss each month.
New Business
Nafstad mentioned that the Albertville City Council has approved the one-day liquor license for the
Knight to Remember event being held at the STMA Ice Arena on March 22, 2014. The Albertville
City Council requested that staff bring this to the STMA Arena Board for approval because of the
location of the event being owned by all three entities.
Members Schumm/Sorenson moved to allow the one-day liquor sale at the STMA Ice Arena for the
“Knight to Remember” Event. All voted aye.
.
Youth Hockey Association
Chris Hansen and Roger Lucy presented to the board the idea of having the Minnesota Amateur Sports
Commission evaluate the current operations of the ice arena and the potential for a second sheet. The
commission provides this consulting advice to a select number of Minnesota communities on a pro
bono basis. In order for the commission to provide a written feasibility study of a community sports
facility it is required that the owners of the facility formally request by letter or email that the MASC
conduct a study.
Members Kasel/Schumm moved authorizing MASC to provide a written feasibility study of
community sports facility at no cost to the STMA Arena Board. All voted aye.
Adjourn
Members Wagner\Kasel moved to adjourn at 7:36 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Mtg 4/14/14 Page 2
STMA
STMA Preliminary Budget to Actual March 2014 (Cash Basis)
2014 Budget $0
rate increase
March 2014
Actual
2014
Actual YTD
3/31/2014
%
Annual
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected $243,450.00
$59,707.48
$118,407.16
48.64%
Concessions $33,000.00
$2,203.50
$15,137.85
45.87%
Other Revenues (Advertising/LMC/ins claims) $12,000.00
$12,540.00
$12,540.00
104.50%
Vending $1,100.00
$282.97
$673.83
61.26%
Open Skate/Hockey, etc $6,000.00
$40.00
$2,988.00
49.80%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,800.00
$75.00
$845.90
Total Income $298,550.00 $74,848.95 $150,592.74
50.44%
Expenses
Salaries, wages, taxes & Benefits $109,024.90
$9,529.72
$31,499.24
28.89%
Supplies (Office, misc) $1,500.00
$319.54
$1,021.24
68.08%
Supplies (Concession) $12,150.00
$840.47
$4,389.68
36.13%
Fuel, Misc $2,400.00
$380.47
$640.15
26.67%
Professional Services $15,000.00
$7,715.01
$8,292.66
55.28%
Sales Tax $3,200.00
$58.32
$1,036.74
32.40%
Telephone $1,000.00
$71.34
$147.15
14.72%
Electric $65,000.00
$5,650.12
$5,709.86
8.78%
Gas $8,000.00
$1,790.18
$3,838.65
47.98%
Water $17,500.00
$3,333.56
$8,862.43
50.64%
Refuse $1,300.00
$248.97
$662.23
50.94%
Insurance $9,000.00
$135.00
$2,057.00
22.86%
Administration $11,686.87
$973.90
$2,921.70
25.00%
Misc. $525.00
$0.00
$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 $1,464.49 $3,447.80
12.54%
Total Operating Expenses $341,786.77
$32,511.09
$74,676.53
21.85%
Net Income/Loss ($43,236.77) $42,337.86 $75,916.21
STMA Arena Board Mtg 4/14/14 Page 3
STMA CASH BALANCES AND RECEIVABLES
March 31, 2014
Cash Balance Operations
Cash Balance 1/1/14 $ 98,405
Add Revenues (collected in 2014) $150,593
Less Expenses $ 74,677
Cash Balance 3/31/14 $174,321
Restricted Cash (depreciation) $74,501
Cash for operations $99,820
Total Cash Balance 3/31/14 $174,321
Accounts Receivable
March 31, 2014 - $5,392.50
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
$10,000
2014 contribution rec. by St. Michael
$0
2014 contribution rec. by Albertville
$0
2014 contribution rec. by STMA Schools
$0
Balance 3/31/14 $60,000
STMA Arena Board Mtg 4/14/14 Page 4
STMA Vendor Check Detail Register
March 2014
Check Amt Invoice Comment
10100 Premier Bank
Paid Chk# 002635E 3/3/2014 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $311.65 836109 STMA Arena Concessions
Paid Chk# 002671E 3/17/2014 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $238.97 MAR 2014 STMA Arena garbage
Paid Chk# 002673E 3/17/2014 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $116.26 836548 STMA Arena Nacho chips, soft pretzels
Paid Chk# 002675E 3/17/2014 ABDO, EICK & MEYERS LLP E 810-00000-301 Auditing and Acct g Services $2,000.00 322194 Prof Audit/Acctg Services Total ABDO, EICK & MEYERS LLP $7,303.75
Paid Chk# 002679E 3/17/2014 COURI & RUPPE, P.L.L.P. E 810-00000-304 Legal Fees $150.00 03032014 STMA Arena waiver of damages
Paid Chk# 002683E 3/17/2014 FERRELLGAS E 810-00000-212 Motor Fuels $137.49 1080859668 STMA Arena Propane E 810-00000-212 Motor Fuels $121.49 1081146976 STMA Arena Propane E 810-00000-212 Motor Fuels $121.49 1081379978 STMA Arena Propane
Paid Chk# 002685E 3/17/2014 S & T OFFICE PRODUCTS E 810-00000-200 Office Supplies (GENERAL) $6.20 01QG6519 STMA Arena clipboard
Paid Chk# 002687E 3/17/2014 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $27.95 0501427010AP STMA Arena 5898 Fire Panel Monitoring April
Paid Chk# 032988 3/3/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-7933066 STMA Arena Mats, mop
Paid Chk# 032990 3/3/2014 BANYON DATA SYSTEMS E 810-00000-300 Professional Srvs (GENERAL) $97.15 151057 Win Support
Paid Chk# 032992 3/3/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100 Emp Health Ins
Paid Chk# 032993 3/3/2014 CARD SERVICES(ARENA) E 810-00000-252 Food/Consessions For Resale $17.88 11014 STMA Arena Concessions E 810-00000-252 Food/Consessions For Resale $14.90 13015 STMA Arena Concessions
Paid Chk# 032994 3/3/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $71.34 5160131702FEB STMA Arena Telephone
Paid Chk# 032995 3/3/2014 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $338.88 148191615 STMA Arena Soda, Water, Powerade
Paid Chk# 033005 3/3/2014 METLIFE (VISION) E 810-00000-130 Employer Paid Ins (GENERAL) $23.51 6296033 Emp Vision
STMA Arena Board Mtg 4/14/14 Page 5
Check Amt Invoice Comment
Paid Chk# 033006 3/3/2014 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $133.57 MAR 2014 Emp Life, Dental Stdis
Paid Chk# 033018 3/3/2014 STEP SAVER INC E 810-00000-405 Repair/Maint - Buildings $98.40 77566 STMA Arena Salt, Resin Cleaner
Paid Chk# 033021 3/3/2014 XCEL ENERGY E 810-00000-381 Electric Utilities $5,622.17 401488457 STMA Arena #51-5873315-4
Paid Chk# 033024 3/17/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-7942293 STMA Arena Mats, Mop
Paid Chk# 033025 3/17/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100APR1 Emp Health Ins
Paid Chk# 033026 3/17/2014 CARD SERVICES(ARENA) E 810-00000-252 Food/Consessions For Resale $15.90 21816 STMA Arena Concessions
Paid Chk# 033027 3/17/2014 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $1,790.18 53901310 STMA Arena 5898 Lachman Ave NE
Paid Chk# 033033 3/17/2014 DJS TOTAL HOME CARE CTR-ARENA E 810-00000-405 Repair/Maint - Buildings $15.27 74685 STMA Xylene, scraper, latex gloves
Paid Chk# 033036 3/17/2014 ELITE LOCK & KEY E 810-00000-405 Repair/Maint - Buildings $264.97 14183 STMA Arena Install Lockset E 810-00000-405 Repair/Maint - Buildings $478.78 14189 STMA Arena Install Heavy Duty Hinge & Filler Plates
Paid Chk# 033045 3/17/2014 KDV E 810-00000-301 Auditing and Acct g Services $5,000.00 191061 STMA Arena Interim billing 2013 Audit
Paid Chk# 033048 3/17/2014 LEAGUE OF MN CITIES INS TRUST E 810-00000-361 General Liability Ins $135.00 26890 STMA Arena Work Comp Audit Addt'l Premium
Paid Chk# 033051 3/17/2014 MAXIMUM SOLUTIONS, INC E 810-00000-200 Office Supplies (GENERAL) $300.00 15294 STMA Arena MaxEnterprise Software Annual Serv Agree
Paid Chk# 033060 3/17/2014 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.33 278448 STMA Arena March 2014 Maint
810 STMA ARENA $19,840.97
STMA Arena Board Mtg 4/14/14 Page 6
STMA
MANAGER’ GENERAL UPDATE
Date: April 10th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
Arena Rental Hours – Lacrosse 56 Hours
General Operations: The ice was removed on March 12, 2014 in preparation for the Youth
Hockey Event and arena improvements. Staff has received a few questions regarding whether or
not the ice needed to be removed if the insulation improvements are not pursued and only
dehumidification. Given the extent of the dripping on the ice sheet when outdoor temperatures
rose, the ice needed to be removed regardless of improvements to remove the bumps and stains.
Knights to Remember Event: The event went well with very minimal dripping. Staff time
required for the event is approximately 22 hours.
Maintenance Contract: May 1st is the anniversary date of the maintenance agreement with
SCR. Staff is in the process of renewing the annual agreement for coverage to continue through
April of 2015. The blanket coverage program establishes a predetermined price for maintenance
service of the arenas existing refrigeration and dehumidification systems. Should the actual cost
of maintenance fall short of the agreement price, the arena receives 50% of the balance back.
When costs exceed the agreement price, the vendor (SCR) covers all overages. The arena has
been using this program for 3 years and believes it has worked very well. The proposed
agreement price for 2014-2015 is $7,920 ($77 more per month) and includes additional
coverage. Below is a summary of the blanket program for the last three years:
Year
Agreement
Price Time and Material Cost Balance
2011-2012 $7,000.00
$4,596.00
$1202.00 (Divided 50/50)
2012-2013 $7,000.00
$7,137.98
$137.98 (Excess Covered by Contract)
2013-2014 $7,000.00
$10,301.95
$3,301.95 (Excess Covered by Contract)
Leak Detector: As part of the maintenance agreement renewal, staff is working with SCR to
incorporate a refrigerant leak detector with a new sensaphone alarm dialer. With the addition of
the leak detection, SRC will cover 100% of refrigerant loss. The cost of the detector and new
dialer is $3,000, and has been included in the preliminary 2014-2015 budget.
Skate Sharpener: Youth Hockey has removed the sharpener from the Arena and will be housing
it at the dry-land facility. High School hockey has their own sharpener, but staff believes the
arena needs to be equipped with a sharpener. The cost of a sharpener is approximately $2,600.
STMA Arena Board Mtg 4/14/14 Page 7
`
March 26, 2014
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: STMA Ice Arena 2014 Energy Upgrades
Bid Package #2 Rebid Notice of Bid Rejection
Dear Adam:
292 Design Group recommends that STMA reject the bids for Bid Package #2 Rebid (Thermal
and Moisture Protection) for the above mentioned project. The reason for bid rejection is for two
reasons:
1. The insulation project is significantly over budget.
2. Based on our recommendation in the Schematic Design Report dated August 8, 2013 and
given the cost to provide the insulation system we recommend a phased approach to the project.
The phased approach as outlined in the report is the design teams recommended approach.
Install the dehumidification system, and caulk and weather-strip the door openings, and wall to
roof connections. Monitor the condensation over the next 3-5 years, and if the condensation
cannot be controlled to a satisfactory level, the insulation system can be installed at that time.
We believe this approach will provide a cost effective solution for the condensation problem, and
does not prevent an insulation system from being installed at a later date if so desired.
Sincerely,
Thomas J. Betti, AIA, NCARB
Partner
xc: Project File
STMA Arena Board Mtg 4/14/14 Page 8
STMA
2014 Proposed Budget
Date: April 9, 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. Rate increases go into effect in September, so only the last four months
of the proposed budgets reflect increase.
All proposed 2014 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 slightly down, but not enough to
offset the projected revenue loss.
Staff has projected three budgets for 2015 with rate increases reflecting the same three options
for 2014, but including estimated summer ice rental.
It is recommended that the Board sets rates and approves a final budget for 2014.
STMA Arena Board Mtg 4/14/14 Page 9
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