2014-12-08 STMA Ice Arena Board PacketSTMA
M:\Public Data\Arena\2014\agendas\2014-12-08\12082014 STMA Agenda.doc
STMA ARENA BOARD AGENDA
MONDAY, DECEMBER 8, 2014
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER – ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF OCTOBER 13, 2014 (pgs.1-2)
4. FINANCE REPORTS
a) Approve the October list of claims as presented in the amount of $13,328.11 and
October report (pgs. 3-6)
b) Approve the November list of claims as presented in the amount of $15,682.06 and
November report (pgs. 7-10)
c) Memo on estimated arena cost for the Knight to Remember event 2015 (pg. 11)
5. ARENA MANAGER
a) Monthly report – October and November (pg.12-13)
6. NEW BUSINESS
a) MOTION TO: Allow The Millside Tavern to provide the one-day liquor sales at the
STMA Ice Arena for the “Knight to Remember” Event for 2015 (pg. 14)
7. OLD BUSINESS
8. YOUTH HOCKEY ASSOCIATION
a) Update on December 2, meeting with the Minnesota Armature Sports Commission
9. ADJOURN
ST. MICHAEL-ALBERTVILLE ICE ARENA BOARD MINUTES
October 13, 2014
6:00 p.m.
Present: Members Gayle Weber, Dan Wagner, Kevin Kasel, and Larry Sorensen were present. Also
present: STMA Ice Arena Manager Grant Fitch, City Administrator Adam Nafstad and City Finance
Director Tina Lannes. Youth Hockey Association Members Josh Opiola arrived towards the end of the
meeting. The meeting was called to order at 6:07 p.m. by Acting Chair Weber.
Set Agenda
Members Kasel\Sorensen moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Kasel\Sorensen moved to approve the minutes of the August 11, 2014 Board Meeting as
presented. All voted aye.
Finance Reports
Member Kasel asked for the explanation of showing the expenses for the operations budget and why
we need to show the expenses for use of operations. Lannes explained that the depreciation reserved
for the dehumidification project of $47,000 and since the money was not transferred to the capital fund
the expenses need to be shown under operations. Lannes stated for future reporting the depreciation
expense for this capital can be removed.
Members Kasel\Wagner moved to approve the August/September list of claims in the amount of
$228,021.46 and the September Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch reported that the dehumidification system is working well so far. Fitch also noted that the new
skate sharpener was delivered on September 3, 2014. There was discussion regarding the fundraiser
thermometer and staff let the Board that they would be removing the sign.
Fitch updated the Board on the estimated summer ice rental and that Youth Hockey Association would
like to hold their 2015 Knight To Remember event at the arena again. Nafstad reported that on
average, the net financial result of a summer month with or without ice is about the same. The
suggestion is to remove the ice for the event, keep it out until late May to accommodate Lacrosse, and
put the ice back in for the summer hockey camps. The Board had some discussion on the options and
agreed to take the ice out and try this option for 2015 and review it annually. The Board directed staff
to come up with the estimated cost for the Knight To Remember event and present it at the next
meeting.
Youth Hockey wants to expand advertising to the locker room doors and the Board agreed that it
would be okay as long as it doesn’t cause damage or more work for the arena staff.
Nafstad briefly updated the Board on recent gambling discussions had by the Albertville City Council
and involving the Youth Hockey Association.
Youth Hockey Association
STMA Arena Board Mtg 12/08/14 Page 1
STMA Ice Arena
October 13, 2014 Minutes
Page 2
Josh Opiola mentioned that Youth Hockey Association is here to help and to let them know if there is
anything they can assist with. Member Weber mentioned that the amount due from the Association to
the STMA Ice Arena for the Knight To Remember event needs to cover the actual expenses and the
estimated amount will be presented at the next meeting.
Member Sorensen asked if there was any more information on the study. Josh stated that they are
expecting a presentation at a meeting in the near future.
Adjourn
Members Kasel\Sorensen moved to adjourn at approximately 6:58 p.m. All voted aye.
Attest:
__________________________________
Tina Lannes, City Finance Director
STMA Arena Board Mtg 12/08/14 Page 2
STMA
STMA Preliminary Budget to Actual October 2014 (Cash Basis)
2014 Budget
October
2014
Actual
2014 Actual
YTD
10/31/2014
%
Annual
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected $243,450.00
$23,513.02
$174,775.18
71.79%
Concessions $33,000.00
$1,442.50
$17,697.60
53.63%
Other Revenues (Advertising/LMC/ins claims) $12,000.00
$12,000.00
$28,293.95
235.78%
Vending $1,100.00
$14.40
$703.18
63.93%
Open Skate/Hockey, etc $6,000.00
$370.00
$4,433.00
73.88%
Interest $500.00
$0.00
$0.00
0.00%
Misc Revenue $500.00
$206.00
$1,166.90
Total Income $296,550.00 $37,545.92 $227,069.81
76.57%
Expenses
Salaries, wages, taxes & Benefits $109,024.90
$9,061.91
$84,903.46
77.88%
Supplies (Office, misc) $1,500.00
$79.81
$1,641.33
109.42%
Supplies (Concession) $12,150.00
$8.53
$5,906.14
48.61%
Fuel, Misc $2,400.00
$198.98
$1,070.10
44.59%
Professional Services $15,000.00
$257.94
$13,634.90
90.90%
Sales Tax $3,200.00
$0.00
$1,449.81
45.31%
Telephone $1,000.00
$71.28
$741.90
74.19%
Electric $65,000.00
$6,070.24
$47,732.74
73.43%
Gas $8,000.00
$79.97
$8,600.46
107.51%
Water $17,500.00
$687.31
$13,302.54
76.01%
Refuse $1,300.00
$75.89
$1,047.73
80.59%
Insurance $9,000.00
$0.00
$8,690.00
96.56%
Administration $11,686.87
$973.94
$9,739.06
83.33%
Misc. $525.00
$0.00
$150.00
28.57%
Repair Maintenance – Machinery $10,000.00
$434.55
$1,066.48
10.66%
Repair Maintenance – Building $27,500.00 $13,159.35 $27,106.47
98.57%
Total Operating Expenses $294,786.77
$31,159.70
$226,783.12
76.93%
Net Income/Loss $1,763.23 $6,386.22 $286.69
STMA Arena Board Mtg 12/08/14 Page 3
STMA CASH BALANCES AND RECEIVABLES
October 31, 2014
Cash Balance Operations
Cash Balance 1/1/14 $ 98,405
Add Revenues (collected in 2014) $227,070
Less Dehumidification funds used $ 47,000
Less Expenses $226,783
Cash Balance 10/31/14 $51,692
Cash for operations $51,692
Total Cash Balance 10/31/14 $51,692
Accounts Receivable
October 31, 2014 - $3,385
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
Donations via Albertville Water Bills
$353
2014 Capital Expenditures (dehumidification)
($196,131)
2014 Albertville dehumidification reimbursement
$41,164
2014 At. Michael dehumidification reimbursement
$41,164
2014 STMA Schools dehumidification
reimbursement
$0
Balance 10/31/14 ($53,451)
STMA Arena Board Mtg 12/08/14 Page 4
STMA Vendor Check Detail Register
October 2014
Check Amt Invoice Comment
10100 Premier Bank
Paid Chk# 003108E 10/6/2014 COMDATA E 810-00000-252 Food/Consessions For Resale $8.53 090817 STMA Arena Concessions Acct Code CB951
Paid Chk# 003116E 10/6/2014 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $75.89 STMA Oct 2014 STMA Arena Garbage
Paid Chk# 003150E 10/20/2014 FERRELLGAS E 810-00000-212 Motor Fuels $135.49 1083816432 STMA Arena Fuel E 810-00000-212 Motor Fuels $63.49 1083930510 STMA Arena Fuel
Paid Chk# 003152E 10/20/2014 MP NEXLEVEL, LLC E 810-00000-405 Repair/Maint - Buildings $3,805.85 114992 STMA Arena Fiber Repair
Paid Chk# 003157E 10/20/2014 RUSSELL SECURITY RESOURCE INC. E 810-00000-200 Office Supplies (GENERAL) $52.00 A24188 STMA Arena Padlock
Paid Chk# 003188E 10/28/2014 XCEL ENERGY E 810-00000-381 Electric Utilities $6,042.29 0542327499 STMA Arena
Paid Chk# 033632 10/6/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-8070030 STMA Arena Mats & Mop
Paid Chk# 033635 10/6/2014 BLI LIGHTING SPECIALISTS E 810-00000-405 Repair/Maint - Buildings $565.00 00575831 STMA Arena Wallpack, Electric Mat, Wire, Overhead
Paid Chk# 033669 10/6/2014 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $660.00 288153 STMA Arena Refrig Equip Maint Oct 2014
Paid Chk# 033672 10/6/2014 STEP SAVER INC E 810-00000-405 Repair/Maint - Buildings $112.31 83330 STMA Arena Salt & Resin Cleaner
Paid Chk# 033676 10/6/2014 AUTUMN RIDGE LANDSCAPING INC E 811-00000-520 Buildings and Structures $480.00 seeding dehumid project
Paid Chk# 033683 10/20/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $11.87 629-8079017 STMA Arena Mats, Mop
Paid Chk# 033684 10/20/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100NOV1 Emp Health Ins
Paid Chk# 033686 10/20/2014 CENTERPOINT ENERGY E 810-00000-383 Gas Utilities $79.97 53901310SEP14 STMA Arena 5898 Lachman Ave NE
Paid Chk# 033687 10/20/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $71.28 STMAOCT14 STMA Arena Phone
Paid Chk# 033689 10/20/2014 CONTINENTAL SAFETY EQUIPMENT E 810-00000-300 Professional Srvs (GENERAL) $257.94 437042 STMA Arena Air Quality Testing Gas
STMA Arena Board Mtg 12/08/14 Page 5
Paid Chk# 033694 10/20/2014 DJS TOTAL HOME CARE CTR-ARENA E 810-00000-405 Repair/Maint - Buildings $97.09 78972 STMA Arena Air Filters E 810-00000-405 Repair/Maint - Buildings $4.99 79200 STMA Arena Batteries
810 STMA ARENA $12,848.11
811 Arena Dedicated Cap Imp Fund $480.00
STMA Arena Board Mtg 12/08/14 Page 6
STMA
STMA Preliminary Budget to Actual November 2014 (Cash Basis)
2014 Budget
November
2014
Actual
2014 Actual
YTD
11/30/2014
%
Annual
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected $243,450.00
$38,807.50
$213,582.68
87.73%
Concessions $33,000.00
$3,157.75
$20,855.35
63.20%
Other Revenues (Advertising/LMC/ins claims) $12,000.00
$0.00
$28,293.95
235.78%
Vending $1,100.00
$0.00
$703.18
63.93%
Open Skate/Hockey, etc $6,000.00
$240.00
$4,673.00
77.88%
Interest $500.00
$0.00
$0.00
0.00%
Misc Revenue $500.00
$208.00
$1,374.90
Total Income $296,550.00 $42,413.25 $269,483.06
90.87%
Expenses
Salaries, wages, taxes & Benefits $109,024.90
$10,704.17
$95,607.63
87.69%
Supplies (Office, misc) $1,500.00
$0.00
$1,641.33
109.42%
Supplies (Concession) $12,150.00
$3,890.22
$9,796.36
80.63%
Fuel, Misc $2,400.00
$270.98
$1,341.08
55.88%
Professional Services $15,000.00
$2,385.45
$16,020.35
106.80%
Sales Tax $3,200.00
$103.56
$1,553.37
48.54%
Telephone $1,000.00
$71.28
$813.18
81.32%
Electric $65,000.00
$5,151.12
$52,883.86
81.36%
Gas $8,000.00
$1,992.02
$10,592.48
132.41%
Water $17,500.00
$1,368.81
$14,671.35
83.84%
Refuse $1,300.00
$75.71
$1,123.44
86.42%
Insurance $9,000.00
$0.00
$8,690.00
96.56%
Administration $11,686.87
$973.91
$10,712.97
91.67%
Misc. $525.00
$60.00
$210.00
40.00%
Repair Maintenance – Machinery $10,000.00
$0.00
$1,066.48
10.66%
Repair Maintenance – Building $27,500.00 $1,142.73 $28,249.20
102.72%
Total Operating Expenses $294,786.77
$28,189.96
$254,973.08
86.49%
Net Income/Loss $1,763.23 $14,223.29 $14,509.98
STMA Arena Board Mtg 12/08/14 Page 7
STMA CASH BALANCES AND RECEIVABLES
November 30, 2014
Cash Balance Operations
Cash Balance 1/1/14 $ 98,405
Add Revenues (collected in 2014) $269,483
Less Dehumidification funds used $ 47,000
Less Expenses $254,973
Cash Balance 11/30/14 $ 65,915
Cash for operations $65,915
Total Cash Balance 11/30/14 $65,915
Accounts Receivable
November 30, 2014 - $5,387.50
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
Donations via Albertville Water Bills
$353
2014 Capital Expenditures (dehumidification)
($196,131)
2014 Albertville dehumidification reimbursement
$41,164
2014 At. Michael dehumidification reimbursement
$41,164
2014 STMA Schools dehumidification
reimbursement
$0
Balance 11/30/14 ($53,451)
STMA Arena Board Mtg 12/08/14 Page 8
STMA Vendor Check Detail Register
November 2014
Check Amt Invoice Comment
10100 Premier Bank
Paid Chk# 003180E 11/3/2014 RANDYS ENVIRONMENTAL SERVICES E 810-00000-384 Refuse/Garbage Disposal $75.71 STMANov 2014 STMA Arena 10/18/14
Paid Chk# 003185E 11/3/2014 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $812.47 844737 STMA Arena Concessions
Paid Chk# 003199E 11/17/2014 FERRELLGAS E 810-00000-212 Motor Fuels $117.49 1084234345 STMA Arena Propane E 810-00000-212 Motor Fuels $153.49 1084429304 STMA Arena Propane
Paid Chk# 003208E 11/17/2014 WATSON COMPANY E 810-00000-252 Food/Consessions For Resale $611.29 845164 STMA Arena Concessions E 810-00000-252 Food/Consessions For Resale $200.42 845390 STMA Arena Concessions
Paid Chk# 003209E 11/17/2014 WRIGHT-HENNEPIN COOP ELECTRIC E 810-00000-381 Electric Utilities $27.95 STMADEC14 STMA Arena Fire Panel Monitoring Dec 2014
Paid Chk# 033727 11/3/2014 292 DESIGN GROUP, INC. E 810-00000-300 Professional Srvs (GENERAL) $1,761.55 13027.02-5 STMA Arena Dehumid & Insulation Retrofit 8/1/14-9/30/14
Paid Chk# 033728 11/3/2014 ARAMARK UNIFORM SERVICES E 810-00000-405 Repair/Maint - Buildings $14.25 629-8088008 STMA Arena Mats, Mop E 810-00000-405 Repair/Maint - Buildings $14.25 629-8096980 STMA Arena Mats, Mop
Paid Chk# 033734 11/3/2014 CJ S LINEN SERVICE E 810-00000-399 Miscellaneous $35.00 31052 STMA Arena Rug cleaned, bar towels
Paid Chk# 033736 11/3/2014 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $429.60 0158197607 STMA Arena dofs & Powerade
Paid Chk# 033737 11/3/2014 EBERT CONSTRUCTION
E 810-00000-405 Repair/Maint - Buildings $245.00 21622400 STMA Arena Repair snow retention and replace clips
Paid Chk# 033741 11/3/2014 JORSON & CARLSON INC E 810-00000-300 Professional Srvs (GENERAL) $55.65 0381819 STMA Arena Ice Scraper Knives Sharpened
Paid Chk# 033753 11/3/2014 SCR, INC - ST. CLOUD E 810-00000-405 Repair/Maint - Buildings $660.00 289725 STMA Arena Maint Contract Refrig Equip
Paid Chk# 033757 11/6/2014 CARD SERVICES(ARENA) E 810-00000-252 Food/Consessions For Resale $17.88 102416 CB951 STMA Arena Concessions
Paid Chk# 033763 11/17/2014 ALS COFFEE E 810-00000-252 Food/Consessions For Resale $969.50 125883 STMA Arena coffe, hot coco, cups, lids
Paid Chk# 033767 11/17/2014 BCBS OF MINNESOTA E 810-00000-130 Employer Paid Ins (GENERAL) $792.25 CI261100DEC1 Emp Health Ins
STMA Arena Board Mtg 12/08/14 Page 9
Paid Chk# 033772 11/17/2014 CHARTER COMMUNICATIONS E 810-00000-321 Telephone $71.28 STMANOV14 STMA Arena Phone
Paid Chk# 033774 11/17/2014 COCA COLA ENTERPRISES BOTTLING E 810-00000-254 Soft Drinks/Mix For Resale $499.68 0158199010 STMA Arena Soda, Water, PowerAde
Paid Chk# 033777 11/17/2014 DJS TOTAL HOME CARE CTR-ARENA E 810-00000-405 Repair/Maint - Buildings $3.91 79593 STMA Arena fasteners, propane cylinder
Paid Chk# 033786 11/17/2014 METLIFE-GROUP BENEFITS E 810-00000-130 Employer Paid Ins (GENERAL) $314.16 JUL-AUG14 Emp Life, Dental Stdis E 810-00000-130 Employer Paid Ins (GENERAL) $157.08 NOV14 Emp Life, Dental Stdis E 810-00000-130 Employer Paid Ins (GENERAL) $157.08 OCT14 Emp Life, Dental Stdis E 810-00000-130 Employer Paid Ins (GENERAL) $157.08 SEP14 Emp Life, Dental Stdis
Paid Chk# 033796 11/17/2014 POSTMASTER E 810-00000-433 Dues and Subscriptions $60.00 STMA2014 STMA Arena PO Box 193 Annual Renewal
Paid Chk# 033804 11/24/2014 XCEL ENERGY E 810-00000-381 Electric Utilities $5,123.17 0546173786 STMA Arena 589 Lachman Ave NE
810 STMA ARENA $15,682.06
STMA Arena Board Mtg 12/08/14 Page 10
STMA
2015 Knight to Remember cost estimate
Date: November 6, 2014
To: STMA Arena Board
From: Tina Lannes, City Finance Director
As requested, below please find an estimated break-down of operational costs associated with the
annual Knight to Remember Event. In the past Youth Hockey Association has paid $400 to
$450 per event. Based on the amount below, the charge for 2015 will be $625, unless directed
otherwise.
Expense Estimated Amount
Garbage ( 1 ea) $115.00
Employees (22 hrs) $278.00
Heat (30 hours) $90.00
Lighting (30 hrs) $60.00
Dehumid. (10 hrs) $80.00
Total $623.00
This amount does not include Grant's time
STMA Arena Board Mtg 12/08/14 Page 11
STMA
MANAGER’ GENERAL UPDATE
Date: November 10th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – OCTOBER
Name Prime-time Off-peak
Youth Hockey 171.75 hours
Adult Hockey 0 hours
High School Boys/Girls 15 hours
Public Skating/OH 5.5 hours
Private rentals 20.5 hours
Learn to Skate 6 hours
__________________________________________________________________________
Total hours 218.75 hours
Dehumidification Update: The new system continues to work well and has been alarm-free for
the past month.
Operations: No major repairs at this time.
STMA Arena Board Mtg 12/08/14 Page 12
STMA
MANAGER’ GENERAL UPDATE
Date: December 8th, 2014
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS – NOVEMBER
Name Prime-time Off-peak
Youth Hockey 146 hours
Adult Hockey 6 hours
High School Boys/Girls 49.25 hours
Public Skating/OH 9.25 hours
Private rentals 2.5 hours
Learn to Skate 4 hours
__________________________________________________________________________
Total hours 217 hours
Operations: No major repairs at this time.
Meeting Tuesday December 2nd 2014 (National Sports Center, Blaine Mn)
Present: Adam Nafstad, Steve Bot, Jillian Hendrickson, Roger Lucy (STMA - YHA), Chris
Hanson (STMA - YHA), Grant Fitch, Mark Erickson (Research Analyst for the STMA study),
Steve Olson (Chief Operating officer) and Pete Carlson (Arena Manager - National Sports
Center.)
This was a great opportunity for the groups to meet and discuss concerns regarding
funding/financing, expansion and added operations. We look forward to continuing to work the
MASC to evaluate athletic needs in our community.
STMA Arena Board Mtg 12/08/14 Page 13
M:\Public Data\Arena\2014\agendas\2014-12-08\2015 Knight to Remember Liquor Sales.doc
STMA
M E M O R A N D U M
Date: December 4, 2014
To: STMA Arena Board
From: Adam Nafstad, Albertville Administrator
Re: Liquor Sales for “Knight to Remember” Event
The Millside Tavern, owned by Becky Berning and operated out of St. Michael, has indicated
they wish to provide the liquor for the “Knight to Remember” event on March 21st. The Millside
Tavern currently holds an on-sale intoxicating liquor license, but does not hold a caterer’s
permit. Generally, an on-sale establishment may sell intoxicating liquor off its premises only if
it holds a caterer’s permit and if the sale of the liquor is secondary to food service at an event.
However, a provision in Minnesota State Statute 340A.404 subd. 4 allows “a City to authorize a
retail on-sale licensee (licensee within the City or an adjacent municipality) to dispense
intoxicating liquor at any convention, banquet, conference, meeting or social affair conducted on
the premises of a sports, convention or cultural facility owned by the City”. This provision allows
The Millside Tavern to provide liquor at the event where they would not otherwise be able to do so.
At their November 17th meeting, the Albertville Council approved the one-day liquor sale at the
STMA Ice Arena, contingent upon 1) the receipt of proof of general and liquor liability
insurance, 2) proof of current liquor licenses held, and 3) approval of the STMA Ice Arena
Board.
Staff discussed the relevant statute with the City Attorney and it appears the City of Albertville
meets the statutory requirements to give this authorization. Staff also spoke with the STMA Ice
Arena insurance agent and no issues were seen, so long as the licensee names the STMA Ice
Arena as the location and clarifies the date of the event.
No fee is associated with the authorization.
If the Arena Board agrees with the one-day liquor sale, the following motion is requested:
MOTION TO: Allow The Millside Tavern to provide the one-day liquor sales at the STMA Ice
Arena for the “Knight to Remember” Event for 2015.
STMA Arena Board Mtg 12/08/14 Page 14