2014-05-12 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2014\agendas\2014-05-12\05122014 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, MAY 12, 2014
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF APRIL 14, 2014 (pgs. 1-3)
4. FINANCE REPORTS
a) Approve the April list of claims as presented in the amount of $28,102.69 and April
report (pgs. 4-7)
5. ARENA MANAGER
a) Monthly report (pg. 8)
6. OLD BUSINESS
a) 2014 Proposed Operations Budget:
MOTION TO: Adopt the 2014 Operations Budget as presented (pg. 9)
b) 2014 Depreciation Funding – discussion (pg. 10)
7. YOUTH HOCKEY ASSOCIATION
a) Other updates
8. ADJOURN
ST. MICHAEL-ALBERTVILLE ICE ARENA BOARD MINUTES
April 14, 2014
6:00 p.m.
Present: Chairman Jeff Lindquist, Members Gayle Weber, Dan Wagner, Kevin Kasel, Chris
Schumm, and Larry Sorensen were present. Also present: Matt Mayer from KDV, Albertville City
Administrator/PWD Adam Nafstad, STMA Ice Arena Manager Grant Fitch, Youth Hockey
Association Representatives Kurt Sjelin, Chris Hansen, Roger Lucy and Tammy Tupper. Finance
Director Tina Lannes was absent. The meeting was called to order at 6:05 p.m. by Chairman
Lindquist.
Set Agenda
Members Schumm\Weber moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Kasel\Schumm moved to approve the minutes of the March 10, 2014 Board Meeting as
presented. All voted aye, Member Weber abstained.
2013 Financial Statements/Audit
Matt Mayer from KDV presented the financial statements and the audit report. KDV audited the
STMA Ice Arena Financial Statements. Matt explained that we used the governmental fund option
where user fees are not going to be at a level to cover all the expenses including improvements,
renewal and replacement of capital needs including depreciation will be covered by subsidies from the
three entities. KDV gave an unmodified or a clean opinion on the financial statements for December
31, 2013. There were no findings on the legal compliance. Matt Mayer continued to explain the
internal control recommendations from KDV. Audit went well for the first year, Tina and the City
were ready and well prepared for the audit and they believe that the City is doing a great job on
keeping the financials. Matt went over the financial statements fund balance, and noted that it was a
breakeven year looking at it from the governmental accounting approach.
Member Sorenson asked Mr. Mayer about other arenas and if breakeven is seen a lot. Matt replied a
breakeven in an arena is a good place to be. Member Weber asked about if each entity contributes
$10,000 a year and she didn’t see that in the general fund. Mayer explained that the capital fund is
separate. The statements show the general fund which is everyday operations and in a different section
of the statements the capital reserve fund is shown.
Chairman Lindquist asked about the segregation of accounting duties being very common and if KDV
has any practical recommendations to address that comment. Matt explained the four main duties to
segregate being authorization to make purchases, custody of the assets, recording of the transactions
and reconciling. Grant has the authorization role. Where the overlapping comes in regards to the
segregation of duties are in the custody, recording and reconciling due to limited staffing. Chairman
Lindquist asked if the authority given to Grant to make purchases without Board approval is a limit of
$500 and administrator is $3,000 being appropriate limits. Matt states it is conservative, but if it
doesn’t hamper operations they are a reasonable limit.
STMA Ice Arena Board Mtg 05/12/2014 page 1
There was a discussion on how the governmental fund approach works with capital funds separate, in
the fact that monies set aside for capital purchases and depreciation are not listed with the operations
and are a separate fund. The depreciation will not be in the operations (general fund) for budgeting
and financial statement purposes. Upon moving toward this approach, there is the option to transfer
funds from the general fund into the capital fund if there are excess dollars for future capital needs with
the aspect that some depreciation has been funding in years past that is currently still in the operations
fund balance. Also, there was a recommendation of having a 5-10 year capital plan and funding
options.
Members Sorensen\Kassel moved to approve the 2013 annual financial report and auditors report as
presented. All voted aye.
Finance Reports
Members Schumm\Kassel moved to approve the March list of claims in the amount of $19,840.97 and
the March Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported on ice rental and the “Knight to Remember Event”. The maintenance contract is due on
May 1, 2014 on the blanket coverage. The new amount for the contract will go up about $77 per
month for 2014-2015. In this new contract, they are extending coverage to include heat and pump
rebuild. With the purchase of the leak detector system, the new contract will cover coolant loss. The
cost to move away from the current system is about $15,000-$20,000. The current system is indirect
and it doesn’t pump through-out the floor. There is time before the EPA requires the conversion and a
phase out process.
Youth hockey pulled out the skate sharpener so the STMA Ice Arena doesn’t have a sharpener. A new
skate sharpener costs about $2,500 but Fitch believes it is necessary for our ice arena to have one on
site. The Board agrees.
Old Business
Nafstad reported the lack of competitive bids received for the re-bid insulation project and the amounts
of the bids showing the costs being too high to pursue the insulation project.
Members Schumm\Kassel moved 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). All
voted aye.
Discussion on capital contribution on the annual $10,000 annual contribution to $15,000 or split the
annual depreciation amount and fund it. All three entities tentatively agree to fund the $15,000 and
review it annually. The annual review starts at the STMA Ice Arena Board who would then make a
recommendation to the three entities a contribution amount.
Members Weber\Sorensen moved to make a formal recommendation to the three entities to contribute
$15,000 each to the Capital Fund for the 2014/2015 budget years. All voted aye.
.
STMA Ice Arena Board Mtg 05/12/2014 page 2
With the Finance Director absent, Nafstad recommended that the Board approve rates and then the
budget with the adjustments would be brought to the next meeting and formally adopt the final budget
for 2014.
Members Weber\Schumm moved to set the 2014-2015 season prime ice time rate at $190 per hour.
All voted aye.
Youth Hockey Association
Kurt Sjelin reported that the fundraiser “Knights to Remember” was a success and youth hockey
brought in $15,000. Member Sorensen thanked the Youth Hockey Association on supporting the Fire
Department Fundraiser that was happening on the same night by offering a discount for their event if
the individual presented a ticket from attending the Fire Department Fundraiser. Kurt mentioned that
they would like to hold the event at the arena again next year.
Sjelin stated he believed the Board made a good decision not to pursue the insulation component of the
project. Kurt also reported that youth hockey has elections coming up and he will not be running.
Chris Hanson mentioned to the Board that there was a formal acceptance from the National Sports
Association to provide the requested feasibility study and plan on getting started in late May or early
June.
The Board thanked Kurt for his hard work and commented on how professional, cordial and pleasure
he was to work with.
Adjourn
Members Schumm\Sorensen moved to adjourn at approximately 7:00 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Ice Arena Board Mtg 05/12/2014 page 3
STMA
STMA Preliminary Budget to Actual April 2014 (Cash Basis)
2014 Budget $0
rate increase
April 2014
Actual
2014 Actual
YTD
4/30/2014
%
Annual
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected $243,450.00
$11,180.00
$129,587.16
53.23%
Concessions $33,000.00
$48.25
$15,186.10
46.02%
Other Revenues (Advertising/LMC/ins claims) $12,000.00
$83.20
$12,623.20
105.19%
Vending $1,100.00
$6.18
$680.01
61.82%
Open Skate/Hockey, etc $6,000.00
$0.00
$2,988.00
49.80%
Interest $1,200.00
$0.00
$0.00
0.00%
Misc Revenue $1,800.00
$0.00
$845.90
Total Income $298,550.00 $11,317.63 $161,910.37
54.23%
Expenses
Salaries, wages, taxes & Benefits $109,024.90
$6,651.61
$38,150.85
34.99%
Supplies (Office, misc) $1,500.00
$0.00
$1,021.24
68.08%
Supplies (Concession) $12,150.00
$28.44
$4,418.12
36.36%
Fuel, Misc $2,400.00
$0.00
$640.15
26.67%
Professional Services $15,000.00
$8,943.07
$17,235.73
114.90%
Sales Tax $3,200.00
$318.36
$1,355.10
42.35%
Telephone $1,000.00
$143.84
$290.99
29.10%
Electric $65,000.00
$8,491.01
$14,200.87
21.85%
Gas $8,000.00
$2,118.31
$5,956.96
74.46%
Water $17,500.00
$2,376.56
$11,238.99
64.22%
Refuse $1,300.00
$0.00
$662.23
50.94%
Insurance $9,000.00
$6,633.00
$8,690.00
96.56%
Administration $11,686.87
$973.94
$3,895.64
33.33%
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 $859.77 $4,307.57
15.66%
Total Operating Expenses $341,786.77
$37,537.91
$112,214.44
32.83%
Net Income/Loss ($43,236.77) ($26,220.28) $49,695.93
STMA Ice Arena Board Mtg 05/12/2014 page 4
STMA CASH BALANCES AND RECEIVABLES
April 30, 2014
Cash Balance Operations
Cash Balance 1/1/14 $ 98,405
Add Revenues (collected in 2014) $161,910
Less Expenses $112,214
Cash Balance 4/30/14 $148,101
Restricted Cash (depreciation) $66,039
Cash for operations $82,062
Total Cash Balance 4/30/14 $148,101
Accounts Receivable
April 30, 2014 - $480.00
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 4/30/14 $60,000
STMA Ice Arena Board Mtg 05/12/2014 page 5
STMA Vendor Check Detail Register
April 2014
Check Amt Invoice Comment
10100 Premier Bank
Paid Chk# 002731E 4/7/2014 COURI & RUPPE, P.L.L.P. E 810-00000-304 Legal Fees $187.50 040214 STMA Arena dehumidification agreement
Paid Chk# 002749E 4/21/2014 FERRELLGAS E 810-00000-212 Motor Fuels $57.49 1081610576 STMA Arena Propane E 810-00000-212 Motor Fuels $12.00 RNT5430741 STMA Arena cylinder rack annual rental
Paid Chk# 002755E 4/21/2014 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $26.03 MAY2014 STMA Arena #050-1427-0100 Fire panel monitoring
Paid Chk# 033070 4/7/2014 292 DESIGN GROUP, INC. E 810-00000-300 Professional Srvs (GENERAL) $8,462.00 13027.02-2 STMA Arena Dehumid & Insulation Retrofit Services Jan
Paid Chk# 033074 4/7/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-7951574 STMA Arena Mats, mop
Paid Chk# 033075 4/7/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100MAY1 Emp Health Ins
Paid Chk# 033083 4/7/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $71.34 MAR14 #8352305160131702 STMA Arena Telephone
Paid Chk# 033086 4/7/2014 ECM PUBLISHERS, INC. E 810-00000-300 Professional Srvs (GENERAL) $241.28 82180 Ad #187229 STMA Arena Ad for bids dehumid & insulation
Paid Chk# 033096 4/7/2014 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $52.29 359598 STMA Arena Ice Scraper Knives Sharpened
Paid Chk# 033100 4/7/2014 METLIFE (VISION) E 810-00000-130 Employer Paid Ins (GENERAL) $23.51 5329318 Emp Vision
Paid Chk# 033111 4/7/2014 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $583.37 279555 STMA Arena April 2014 Blanket Maintenance
Paid Chk# 033116 4/7/2014 STEP SAVER INC
E 810-00000-405 Repair/Maint - Buildings $102.66 78562 STMA Arena bulk Salt, Resin Cleaner
Paid Chk# 033126 4/7/2014 XCEL ENERGY E 810-00000-381 Electric Utilities $6,701.27 405186411 STMA Arena #51-5873315-4
Paid Chk# 033132 4/21/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-7960782 STMA Arena Mats & Mops
Paid Chk# 033133 4/21/2014 CARD SERVICES(ARENA) E 810-00000-252 Food/Consessions For Resale $28.44 030113 ACCT CODE CB951 STMA Arena Concessions
Paid Chk# 033134 4/21/2014 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $2,118.31 53901310MAR14 STMA Arena 5898 Lachman Ave NE
STMA Ice Arena Board Mtg 05/12/2014 page 6
Check Amt Invoice Comment
Paid Chk# 033135 4/21/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $72.50 APRIL2014 STMA Arena #8352305160131702
Paid Chk# 033137 4/21/2014 DAN DEHMER LANDSCAPING INC E 810-00000-405 Repair/Maint - Buildings $150.00 4777 STMA Arena remove ice
Paid Chk# 033143 4/21/2014 LEAGUE OF MN CITIES INS TRUST E 810-00000-361 General Liability Ins $6,633.00 46254 STMA Arena Prop, liability, auto, equip insurance
Paid Chk# 033161 4/23/2014 XCEL ENERGY E 810-00000-381 Electric Utilities $1,763.71 408656396 STMA Arena #51-5873315-4
810 STMA ARENA $28,102.69
STMA Ice Arena Board Mtg 05/12/2014 page 7
STMA
MANAGER’ GENERAL UPDATE
Date: May 12th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS –MARCH – MAY: LACROSSE AND BASEBALL 72.5 HOURS
Dehumidification Project: Shop Drawings have been submitted, reviewed and returned.
Weidner’s has ordered the unit and we are waiting to hear what the expected delivery date of the
unit is. When weather permits, work on the concrete pad for the unit will begin.
Ice-On Schedule: Compressors on July 24th
Tack floor July 26th and 27th
Paint floor, install logos, lines and goal-creases July 28th
Flood July 29th through August 2nd
Rink Open: First Ice rental Monday August 4th, 2014 - 55 hours sold to date.
Minnesota Hockey’s Statement on SF 2652 “Mighty Ducks” Bill and R22 Freon Issue:
“Minnesota Hockey urges all Minnesota State Senators to support the SF 2652 ‘Mighty Ducks’
legislation which recommends eight million in bonding dollars to assist Minnesota’s community-
owned arenas with the replacement of R22 Freon in their refrigeration equipment.
Here in the ‘State of Hockey,’ we have more boys and girls playing hockey in our communities
than any other state. The reasons for this are many, but chief among them is the affordability of
ice time provided by our community-owned ice arenas and facilities. These venues don’t just
serve as the home of hockey games and practices. They are used by figure skaters and
recreational skaters as well. Families and friends congregate at these arenas as they become
destinations for socializing and supporting the community youth. After providing so many
memories for generations, these facilities need to be supported in these renovations. Minnesota
Hockey asks that its more than 65,000 members contact their local representatives to ask that
they support the Mighty Ducks bill so many more generations of kids will be able to enjoy what
these rinks have to offer.”
STMA Ice Arena Board Mtg 05/12/2014 page 8
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