2016-02-08 STMA Ice Arena Board Packetoily of
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STMA ARENA BOARD AGENDA
MONDAY, FEBRUARY 8, 2016
ALBERTVILLE CITY HALL
7:00 PM
1. CALL TO ORDER — ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF JANUARY 11, 2016 (pgs. 1-2)
4. DESIGN COMMITTEE
a) Meeting Notes from 11, 2016 (pgs.3-4)
b) Design Committee Update
5. FINANCE REPORTS
a) Approve the January list of claims as presented in the amount of $17,885.95 and
January report (pgs. 5-8)
b) December 2015 update summary (for information purposes only) (pgs. 9-10)
6. ARENA MANAGER
a) Monthly report (pg. 11)
7. OLD BUSINESS
a) 2nd Draft Preliminary 2016 Budget (pg. 12)
8. NEW BUSINESS
a) Discussion on Board Chair and Acting Chair for 2015 (keep them the same or change)
b) Set the fee for the Knights to remember Event - $850 (pg. 13)
9. YOUTH HOCKEY ASSOCIATION
10. ADJOURN
M:\Public Data\Arena\2016 STMA Iee Arena\2016 Iee Arena Agendas\2016-02-08\020816 STMA Agenda.doe
ST. MICHAEL-ALBERTVILLE ICE ARENA BOARD MINUTES
January 11, 2016
7:00 p.m.
Present: Members Jeff Lindquist, Gayle Weber, John Vetsch, and Walter Hudson were present.
Chairman Chris Schumm and member Cody Gulick were absent. Also present: City Administrator
Adam Nafstad, City Finance Director Tina Lannes, and Youth Hockey Association Chris Hanson. The
meeting was called to order at 7:10 p.m. by Jeff Lindquist.
Set Agenda
Members Hudson\Weber moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Vetsch\Hudson moved to approve the minutes of the December 14, 2015 Board Meeting as
presented. All voted aye.
Finance Reports
Member Lindquist asked if there will still be more revenue coming in for 2015. Lannes informed the
board that yes there are still revenues for 2015 coming in and also some expenses going out so this is
not the final budget to actual report for 2015.
Members Hudson\Weber moved to approve the December list of claims totaling $21,197.70 and the
December Financial Report as presented. All voted aye.
Arena Manager's Report
The report showed normal ice time rental for this time of year in the amount of 232.75 hours
Mighty Ducks Grant
Nafstad updated the Board on the status of the Mighty Ducks Grant mentioning representatives from
the three entities meet with Mark from MASC. They found out there is still an opportunity for the use
of the grant. There will come a time when the grant dollars are lost, but that date not been determined.
Once there is a schedule to present for possible referendum it will be shared with MASC. MASC
wants to see the grant go to ice time in this area. To MASC, the project had a lot of merit because of
demand. Weber asked if it matters to MASC on ownership or funding. Nafstad mentioned they have
not said either way, but did not believe MASC would have concerns with funding coming from the
school district levy. The Board thanked Nafstad and the Youth Hockey Association for their hard
work on putting the application together and submission.
Insurance Liability Coverage
Lannes presented the annual renewal of the STMA Arena Liability insurance. The first step is to
decide whether or not to waive the tort liability limits by the State. Lannes mentioned in the past the
board has chosen to waive the limits to the extent of coverage purchased.
Members Hudson\Vetsch moved to waive the monetary limits on municipal tort liability established
by MN Statutes, Section 466.04 to the extent of the liability obtained from LMCIT. All voted aye.
First Draft Preliminary 2016 Budget
Lannes presented the first draft of the preliminary 2016 budget for review and discussion at the next
meeting. In the draft budget there was not a rate increase for ice time. Lannes pointed some expenses
like natural gas was reduced for 2016, but water was increase and miscellaneous. The miscellaneous
increase is largely due to the annual license the arena needs to purchase from BMI for music.
STMA Arena Board Mtg 02/08/16 page 1
STMA Ice Arena
January 11, 2016 Minutes
Page 2
Design Committee Update
Nafstad updated the board on the design committee meeting that occurred just before the STMA Ice
Arena Board meeting this evening. The committee discussed engaging ARY Architect to do
preliminary work at no charge at this time. The next meeting is not scheduled yet, but the group will
be making arrangements to tour various arenas.
Adjourn
Members Vetsch\Hudson moved to adjourn at approximately 7:43 p.m. All voted aye.
Attest:
Tina Lannes, City Finance Director
STMA Arena Board Mtg 02/08/16 page 2
Meeting Summary:
Hockey Arena Design Committee Meeting
Albertville City Hall
1/11/16, 5:00 p.m.
Present: Jeff Lindquist, Mayor Jerry Zachman, Dr. Jim Behle, Chris Hansen, Steve Bot, Adam
Nafstad.
1. Committee member introductions
2. Set meeting norms
As this was the group's first meeting, a brief discussion was had on the importance of positive
and respectful contributions by all.
3. Charge to the Committee
Review in place design concepts, tour facilities (if needed), develop a concept/facility
recommendation and obtain a cost estimate for the project to recommend to the Arena Board.
4. Update from cities and school on current positions for funding a second sheet of ice
It was reported by all that they believed their respective Board/Council remained supportive of
a second sheet, supported the referendum option, and would be open to sharing operational
costs if the District were to own the second sheet.
Group discussed referendum timing and potential voting dates.
Group discussed Mighty Duck Grant and it still possibly being available, however, the
availability of those funds is dependent on timing and results of vote.
ARY has traditionally been the District's architect. It was reported that ARY would not charge
for conceptual plans and cost estimates, provided they get the final design work.
5. Presentation of design concepts completed to date
The group reviewed the evolution of the 2011 preferred concept prepared by ARY. The 2011
concept drawings reviewed include the entry level floor plan, seating level floor plan, building
section, parking lot layout, and an interior elevation of the entryway/concessions area.
The group reviewed parking projections and site limitations.
6. Identify met and unmet needs of the current design concept
While the group very much favored the 2011 concept, the following list of questions was
developed for further research.
• Is the proposed concession area sufficient?
• Options for repurposing the west end of the existing rink?
• Is seating sufficient? Cost difference between 800 seats and 1200 seats?
STMA Arena Board Mtg 02/08/16 page 3
Meeting Summary
1/11/16
Page 2
• Cost to include a walkway and more standing room around the perimeter on the seating
level (second level)?
• Cost to include a warm viewing area and multi purpose room on the second level?
• Where would the press box be located?
• Are showers included?
• Is there a non -locker room space for benches that can be used for public skating, etc. ?
• Should there be a walkway between the new lobby and old locker room corridor?
ARY will be asked to address these questions.
7. Identify next steps and future meeting schedule
Group would like to know costs associated with the list of items above and would like to tour
Elk River, Rogers, and Buffalo, as starters
Adam will send questions to ARY
Steve to coordinate arena tour
Next committee meeting date TBD
STMA Arena Board Mtg 02/08/16 page 4
A
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STMA Ice Arena Budget to Actual January 2016 (Cash Basis)
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected
Concessions
Other Revenues (Advertising/LMC/ins claims)
Vending
Open Skate/Hockey, etc
Interest
Misc Revenue
Total Income
Expenses
Salaries, wages, taxes & Benefits
Supplies (Office, misc)
Supplies (Concession)
Fuel, Misc
Professional Services
Sales Tax
Telephone
Electric
Gas
Water
Refuse
Insurance
Administration
Misc.
Repair Maintenance - Machinery
Repair Maintenance - Building
Total Operating Expenses
Net Income/Loss
2016 2nd draft
2016
preliminary
Jan 2016
Actual YTD
%
budget
Actual
1/31/16
Annual
$271,700.00
$43,341.25
$43,341.25
15.95%
$35,000.00
$7,438.50
$7,438.50
21.25%
$14,500.00
$0.00
$0.00
0.00%
$1,000.00
$0.00
$0.00
0.00%
$6,500.00
$570.00
$570.00
8.77%
$1,000.00
$0.00
$0.00
0.00%
$2,000.00
$741.00
$741.00
$331,700.00
$52,090.75
$52,090.75
15.70%
$120,018.04
$13,150.84
$13,150.84
10.96%
$1,600.00
$0.00
$0.00
0.00%
$13,950.00
$2,226.83
$2,226.83
15.96%
$1,800.00
$0.00
$0.00
0.00%
$15,000.00
$355.71
$355.71
2.37%
$2,700.00
$0.00
$0.00
0.00%
$900.00
$79.87
$79.87
8.87%
$67,000.00
$27.95
$27.95
0.04%
$25,300.00
$0.00
$0.00
0.00%
$20,000.00
$2,478.06
$2,478.06
12.39%
$1,900.00
$655.99
$655.99
34.53%
$9,569.73
$2,296.00
$2,296.00
23.99%
$12,278.23
$1,023.19
$1,023.19
8.33%
$2,185.00
$1,428.00
$1,428.00
65.35%
$10,000.00
$0.00
$0.00
0.00%
$27,500.00
$867.60
$867.60
3.15%
$331,701.00
$24,590.04
$24,590.04
7.41%
($1.00) $27,500.71 $27,500.71
STMA Arena Board Mtg 02/08/16 page 5
STMA ICE ARENA CASH BALANCES AND RECEIVABLES
January 31, 2016
L,asn 6aiance vperauori5
Cash Balance 1/1/15 (est.) $114,942
Less Receivables for 2015 collected 2016 $ (43,341)
Add Revenues (collected in 2016) $ 52,091
Less Expenses $ 24,590
Cash Balance 1/31/16 $ 99,102
Cash for operations $99,102
Total Cash Balance 1/31/16 $99,102
Accounts Receivable (invoiced)
Operations January 31, 2016 - $3,802.50
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/16 $123,192
Rebate CenterPoint Energy $6,500
Balance 1/31/16 $129,692
STMA Arena Board Mtg 02/08/16 page 6
STMA Ice Arena Vendor Check Detail Register
January 2016
Check Amt Invoice Comment
Paid Chk# 004181E 1/4/2016 RANDYS ENVIRONMENTAL SERVICES
E 810-00000-384 Refuse/Garbage Disposal $655.99 STMA JAN2016 STMA Arena Garbage
Paid Chk# 004240E 1/19/2016 WATSON COMPANY
E 810-00000-252 Food/Consessions For Resale $272.37 859699 STMA Arena Concessions
E 810-00000-252 Food/Consessions For Resale $462.17 859918 STMA Arena Concessions
Paid Chk# 035104 1/6/2016 CARD SERVICES(ARENA)
E 810-00000-252 Food/Consessions For Resale $11.92 120416 STMA Arena Concessions
E 810-00000-252 Food/Consessions For Resale $11.92 121214 STMA Arena Concessions
E 810-00000-252 Food/Consessions For Resale $11.92 121716 STMA Arena Concessions
Paid Chk# 035107 1/6/2016 CHARTER COMMUNICATIONS
E 810-00000-321 Telephone $7.91 STMA JAN2016 STMA Arena Cable TV
Paid Chk# 035135 1/11/2016 CHARTER COMMUNICATIONS
E 810-00000-321 Telephone $71.96 STMA JAN16 STMA Arena Telephone
Paid Chk# 035136 1/11/2016 WRIGHT-HENNEPIN COOP ELECTRIC
E 810-00000-381 Electric Utilities $27.95 STMA FEB2016 STMA Arena Fire Panel Monitoring Feb 2016
Paid Chk# 035157 1/19/2016 ACCURATE CONCRETE SAWING
E 811-00000-405 Repair/Maint -Buildings $8,936.00 15-098-01 STMA Arena Wall saw, patch, frames & doors, core filling
Paid Chk# 035158 1/19/2016 ALS COFFEE
E 810-00000-252 Food/Consessions For Resale $636.18 125806 STMA Arena Concessions
Paid Chk# 035159 1/19/2016 ARAMARK UNIFORM SERVICES
E 810-00000-405 Repair/Maint -Buildings $19.70 1718380501 STMA Arena Mats, Mop, Laundry.
Paid Chk# 035160 1/19/2016 BANYON DATA SYSTEMS
E 810-00000-300 Professional Srvs (GENERAL) $340.71 153764 Fund, Pay, UB Win Support
Paid Chk# 035161 1/19/2016 BCBS OF MINNESOTA
E 810-00000-130 Employer Paid Ins (GENERAL) $902.50 C1261100FEB20 Emp Health Ins
E 601-49450-130 Employer Paid Ins (GENERAL) $541.28 C1261 HB3FEB2 Emp Health Ins
Paid Chk# 035163 1/19/2016 BMI
E 810-00000-433 Dues and Subscriptions $1,428.00 27431484 STMA Arena Music License Fee
Paid Chk# 035164 1/19/2016 COCA COLA ENTERPRISES BOTTLING
E 810-00000-252 Food/Consessions For Resale $767.67 168161210 STMA Arena Concessions
Paid Chk# 035165 1/19/2016 CROW RIVER LIGHTING SERVICES
E 810-00000-405 Repair/Maint - Buildings $168.20 3020
Paid Chk# 035170 1/19/2016 LEAGUE OF MN CITIES INS TRUST
E 810-00000-150 Worker s Comp (GENERAL) $2,296.00 31176
Paid Chk# 035181 1/19/2016 SCR, INC - ST. CLOUD
E 810-00000-405 Repair/Maint - Buildings $660.00 309022
STMA Arena Bulbs
STMA Arena Workers Comp Ins
STMA Arena Refrig Maint Contract
STMA Arena Board Mtg 02/08/16 page 7
January 2016
Check Amt Invoice Comment
Paid Chk# 035197 1/26/2016 BCA
E 810-00000-300 Professional Srvs (GENERAL) $15.00 STMA RIOS STMA Arena Background Check Joseph Rios
Paid Chk# 035199 1/26/2016 METLIFE-GROUP BENEFITS
E 810-00000-130 Employer Paid Ins (GENERAL) $181.88 FEB 2016 Emp Life, Dental, Stdis, Vision
STMA ARENA $17,885.95
STMA Arena Board Mtg 02/08/16 page 8
A
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STMA Ice Arena Budget to Actual December 2015 (Cash Basis) (updated 01/31/16)
Income
Ice Rental (currently includes Dec Acct.
Rec.Collected
Concessions
Other Revenues (Advertising/LMC/ins claims)
Vending
Open Skate/Hockey, etc
Interest
Misc Revenue
Total Income
Expenses
Salaries, wages, taxes & Benefits
Supplies (Office, misc)
Supplies (Concession)
Fuel, Misc
Professional Services
Sales Tax
Telephone
Electric
Gas
Water
Refuse
Insurance
Administration
Misc.
Repair Maintenance - Machinery
Repair Maintenance - Building
Total Operating Expenses
Net Income/Loss
2015 Actual
Dec 2015
YTD
%
2015 Budget
Actual
12/31/15
Annual
$271,700.00
$0.00
$250,857.25
92.33%
$32,000.00
$951.75
$36,259.37
113.31 %
$14,500.00
$0.00
$14,399.00
99.30%
$1,000.00
$0.00
$538.00
53.80%
$6,500.00
$0.00
$4,737.00
72.88%
$1,000.00
$0.00
$0.00
0.00%
$2,000.00
$0.00
$2,260.00
$328,700.00
$951.75
$309,050.62
94.02%
$115,713.00
$0.00
$113,864.38
98.40%
$1,500.00
$52.84
$1,728.13
115.21%
$13,250.00
$0.00
$13,955.24
105.32%
$1,800.00
$330.87
$1,760.60
97.81%
$15,000.00
$896.74
$12,666.40
84.44%
$2,700.00
$472.00
$3,100.00
114.81 %
$900.00
$0.00
$887.25
98.58%
$70,000.00
$4,596.71
$53,067.12
75.81 %
$29,500.00
$2,016.89
$16,067.62
54.47%
$17,800.00
$0.00
$18,912.70
106.25%
$1,400.00
$0.00
$1,874.66
133.90%
$9,000.00
$0.00
$9,291.00
103.23%
$11,920.61
$0.00
$11,920.61
100.00%
$725.00
$0.00
$1,893.33
261.15%
$10,000.00
$850.46
$2,572.70
25.73%
$27,500.00
$370.39
$27,750.16
100.91 %
$328,708.61
$9,586.90
$291,311.90
88.62%
($8.61) ($8,635.15) $17,738.72
STMA Arena Board Mtg 02/08/16 page 9
STMA ICE ARENA CASH BALANCES AND RECEIVABLES
December 31, 2015
L,asn 6aiance vperauori5
Cash Balance 1/1/15 $108,337
Less Receivables for 2014 collected 2015 $ (11,134)
Add Revenues (collected in 2015) $309,051
Less Expenses $291,312
Cash Balance 12/31/15 $114,942
Cash for operations $114,942
Total Cash Balance 12/31/15 $114,942
Accounts Receivable (invoiced)
Operations December 31, 2015 - $47,143.75
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/15
-$4,784
Dehumid 2nd pmt Albert ($18,241.91 billed 4/8)
$18,242
Dehumid 2nd pmt St. Mich ($18,241.91 billed 4/8)
$18,242
Dehumid 2nd pmt ISD 885 ($18,241.91 billed 4/8)
$18,242
Rubber Ballast Roof System
-$11,750
2015 contribution rec. by St. Michael (billed 11/4/15)
$15,000
2015 contribution rec. by Albertville (billed 11/4/15)
$15,000
2015 contribution rec. by STMA Schools (billed 11/4/15)
$15,000
Kraft Hockeyville - Restricted
$40,000
Balance 12/31/15
$123,192
STMA Arena Board Mtg 02/08/16 page 10
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MANAGER' GENERAL UPDATE
Date: February 8th, 2016
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
ARENA RENTAL HOURS — JANUARY
Name
Prime -time
Youth Hockey
182.25 hours
Adult Hockey
0 hours
High School Boys/Girls
62.25 hours
Public Skating/OH
8.5 hours
Private rentals
3 hours
Learn to Skate
0 hours
Total hours 256 hours
Operations: No major repairs at this time.
city of
. Ilic el
Off-peak
Minnesota Hockey Girls 12-B Regional Tournament: STMA-YHA will be hosting this
tournament February 26 — 28 at STMA Arena.
Ice Out: March 1 to May 31
Knight to Remember/2016: Event is scheduled for Saturday, March 12
JV/Varsity Boys Game vs Holy Family: Tuesday 02/09/16. Game times J/V 5:15 and Varsity
7:00pm. We are expecting a good crowd and are using 3 sets of portable bleachers from the
High School to help with seating.
Homegrown Lacrosse Box League: Looking for 96 hours at $70 per hour between March 19
and May 1, 2016. We will require a signed contract and a non-refundable deposit to reserve
hours.
STMA Arena Board Mtg 02/08/16 page 11
Income
Ice Rental (currently includes Dec Acct. Rec.Collected
Concessions
Other Revenues (Advertising/LMC/ins claims)
Vending
Open Skate/Hockey, etc
Interest
Misc Revenue
Total Income
Expenses
Salaries, wages, taxes & Benefits
Supplies (Office, misc)
Supplies (Concession)
Fuel, Misc
Professional Services
Sales Tax
Telephone
Electric
Gas
Water
Refuse
Insurance
Administration
Misc.
Repair Maintenance — Machinery
Repair Maintenance — Building
Total Operating Expenses
Net Income/Loss
ZU16
2015 Actual Proposed
2015 Budget YTD 12/31/15 Budget % Change
$271,700.00
$250,857.25
$271,700.00
$32,000.00
$35,307.62
$35,000.00
$14,500.00
$14,399.00
$14,500.00
$1,000.00
$538.00
$1,000.00
$6,500.00
$4,737.00
$6,500.00
$1,000.00
$0.00
$1,000.00
$2,000.00
$2,260.00
$2,000.00
$328,700.00
$308,098.87
$331,700.00
$115,713.00
$113,864.38
$120,018.04
$1,500.00
$1,675.29
$1,600.00
$13,250.00
$13,955.24
$13,950.00
$1,800.00
$1,429.73
$1,800.00
$15,000.00
$11,769.66
$15,000.00
$2,700.00
$2,628.00
$2,700.00
$900.00
$887.25
$900.00
$70,000.00
$48,470.41
$67,000.00
$29,500.00
$14,050.73
$25,300.00
$17,800.00
$18,912.70
$20,000.00
$1,400.00
$1,874.66
$1,900.00
$9,000.00
$9,291.00
$9,569.73
$11,920.61
$11,920.61
$12,278.23
$725.00
$2,366.49
$2,185.00
$10,000.00
$1,722.24
$10,000.00
$27,500.00
$27,379.77
$27,500.00
$328,708.61
$282,198.16
$331,701.00
($8.61) $25,900.71 1 L.00)
0.00%
9.38%
0.00%
0.00%
0.00%
0.00%
0.91 %
3.72%
6.67%
5.28%
0.00%
0.00%
0.00%
0.00%
-4.29%
-14.24%
12.36%
35.71 %
6.33%
3.00%
201.38%
0.00%
0.00%
0.91 %
data$/Public Data / Finance / Budget/2016 prebud 011216.xls
STMA Arena Board Mtg 02/08/16 page 12
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2016 Knight to Remember cost estimate
Date: February 3, 2016
To: STMA Arena Board
From: Tina Lannes, City Finance Director
city of
. IIieh�el
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, but in 2015 the fee was $625. Based on the amount below, the charge for 2016
will be $850, unless directed otherwise. At the request of the Youth Hockey Association they
wanted to double the dumpster size which was a large increase ($335).
Expense
Garbage ( 1 ea)
Employees (12 hrs)
Heat (30 hours)
Lighting (30 hrs)
Dehumid. (10 hrs)
Total
Estimated Amount
$450.00
$170.00
$90.00
$60.00
$80.00
$850.00
This amount does not include Grant's time
STMA Arena Board Mtg 02/08/16 page 13