2016-04-11 STMA Ice Arena Board Packetoily of
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STMA ARENA BOARD AGENDA
MONDAY, APRIL 11, 2016
ALBERTVILLE CITY HALL
6:00 PM
1. CALL TO ORDER — ROLL CALL
2. ADOPT AGENDA
3. APPROVAL OF THE MINUTES OF MARCH 14, 2016 (pgs. 1-2)
4. BERGANKDV — 2015 AUDIT — CAROLINE STUTSMAN (Separate Attachment —
Financial Statements 12/31/15)
5. FINANCE REPORTS
a) Approve the March list of claims as presented in the amount of $11,697.43 and March
report (pgs. 3-6)
6. ARENA MANAGER
a) Monthly report (pg. 7)
7. OLD BUSINESS
a) Preliminary 2016 Budget (pg. 8)
(Motion to adopt the 2016 proposed budget as presented)
8. NEW BUSINESS
9. YOUTH HOCKEY ASSOCIATION
10. ADJOURN
M:\Public Data\Arena\2016 STMA Iee Arena\2016 Iee Arena Agendas\2016-04-11\041116 STMA Agenda.doe
ST. MICHAEL-ALBERTVILLE ICE ARENA BOARD MINUTES
March 14, 2016
7:00 p.m.
Present: Members Gayle Weber, John Vetsch, Walter Hudson, and Cody Gulick. Chairman Chris
Schumm and Jeff Lindquist were absent. Also present: City Administrator Adam Nafstad, City Arena
Manager Grant Fitch, and Youth Hockey Association Chris Hanson. The meeting was called to order
at 7:02 p.m. by Cody Gulick.
Set Agenda
Members Hudson\Weber moved to set the agenda as presented. All voted aye.
Approval of Minutes
Members Hudson\Vetsch moved to approve the minutes of the February 8, 2016 Board Meeting as
presented. All voted aye.
Design Committee
Nafstad stated the Design Committee met prior to the Arena Board meeting. The committee discussed
what they learned from their recent arena tours, reviewed the list of facility -related questions for the
architect, and developed a list of recommended changes/additions for the current concept. The next
committee meeting will be once the architect has completed the revised concepts and cost estimates.
Vetsch stated he wants to make sure the architects and engineers working on the design are
experienced with arenas.
Finance Reports
Members Hudson\Vetsch moved to approve the February list of claims totaling $13,025.78 and the
February Financial Report as presented. All voted aye.
Arena Manager's Report
There was general discussion on ice rates, summer rental rates, and summer ice vs. removing the ice in
the summer.
Draft Preliminary 2016 Budget
Nafstad noted no rate increase is being proposed for 2016. Nafstad also noted the 2016 rates and
budget will need to be approved at the next meeting to allow the STMA-YHA time to schedule ice.
Auditor Recommendation: Appoint Arena Manager as Responsible Party for Petty Cash
Members Vetsch\Hudson moved to appoint the STMA Arena Manager as the responsible party for
petty cash including reconciliation. All voted aye.
Auditor Recommendation: Adopt Changes to STMA Bi-Laws to Correct Fiscal Year
Members Vetsch\Hudson moved to adopt the 2016 STMA Ice Arena Joint Powers Board Bi-Laws as
presented. All voted aye.
Youth Hockey Association
Mr. Hanson briefly summarized the YHA's season and emphasized the ice -challenges and shortage of
home ice the association has. Hanson expressed his appreciation for all the effort and time the Board
has put towards the second sheet.
STMA Arena Board Mtg 04/11/16 page 1
STMA Ice Arena
March 14, 2016 Minutes
Page 2
Adiourn
Meeting adjourned at approximately 7:40 p.m.
Attest:
Adam Nafstad, City Administrator
STMA Arena Board Mtg 04/11/16 page 2
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STMA Ice Arena Budget to Actual March 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
Mar 2016
Actual YTD
%
budget
Actual
3/31/16
Annual
$271,700.00
$35,821.25
$131,095.00
48.25%
$35,000.00
$173.25
$16,647.75
47.57%
$14,500.00
$0.00
$0.00
0.00%
$1,000.00
$0.00
$484.25
48.43%
$6,500.00
$0.00
$1,235.00
19.00%
$1,000.00
$0.00
$0.00
0.00%
$2,000.00
$0.00
$930.00
$331,700.00
$35,994.50
$150,392.00
45.34%
$120,018.04
$8,964.19
$34,733.39
28.94%
$1,600.00
$634.27
$634.27
39.64%
$13,950.00
$1,055.06
$5,466.60
39.19%
$1,800.00
$220.58
$412.36
22.91 %
$15,000.00
$759.45
$1,430.81
9.54%
$2,700.00
$379.00
$1,684.00
62.37%
$900.00
$152.77
$240.55
26.73%
$66,800.00
$4,591.63
$10,016.16
14.99%
$25,000.00
$2,043.18
$4,599.89
18.40%
$20,000.00
$3,145.36
$8,927.98
44.64%
$2,400.00
$286.95
$1,446.73
60.28%
$9,569.73
$44.00
$2,340.00
24.45%
$12,278.23
$2,046.38
$3,069.57
25.00%
$2,185.00
$0.00
$1,469.67
67.26%
$10,000.00
$0.00
$7.19
0.07%
$27,500.00
$982.47
$2,605.77
9.48%
$331,701.00
$25,305.29
$79,084.94
23.84%
($1.00) $10,689.21 $71,307.06
STMA Arena Board Mtg 04/11/16 page 3
STMA ICE ARENA CASH BALANCES AND RECEIVABLES
March 31, 2016
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Cash Balance Operations 1/1/16
$124,126
Less Receivables for 2015 collected 2016
$ (12,113)
Add Revenues (collected in 2016)
$150,392
Less Expenses
$ 79,085
Cash Balance Operations 3/31/16
$183,320
Accounts Receivable (invoiced)
Operations March 31, 2016 - $1,155
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/16 $121,014
Arena Wall ($8,936)
Rebate Centerpoint Energy $6,500
Balance 3/31/16 $118,578
STMA Arena Board Mtg 04/11/16 page 4
STMA Ice Arena Vendor Check Detail Register
March 2016
Check Amt Invoice
Comment
10100 Premier Bank
Paid Chk# 004344E
3/7/2016 BERTELSON
E 810-00000-200
Office Supplies (GENERAL)
$203.54 OE-414927-1
STMA Arena Hand Soap, Lysol, Betco Cleaner, Odor
Digester
E 810-00000-200
Office Supplies (GENERAL)
$23.93 OE-414965-1
STMA Arena Kitchen Roll Towels
E 810-00000-200
Office Supplies (GENERAL)
$56.80 OE-415001-1
STMA Arena Bath Tissue, Urinal Screens
Paid Chk# 004356E
3/7/2016 RANDYS ENVIRONMENTAL SERVICES
E 810-00000-384
Refuse/Garbage Disposal
$286.95 MAR2016
STMA Arena Garbage
Paid Chk# 004360E
3/7/2016 WATSON COMPANY
E 810-00000-252
Food/Consessions For Resale
$422.89 861074
STMA Arena Concessions
E 810-00000-252
Food/Consessions For Resale
$195.17 861485
STMA Arena Concessions
Paid Chk# 004372E 3/14/2016 WRIGHT-HENNEPIN COOP ELECTRIC
E 810-00000-381 Electric Utilities $27.95 STMA STMA Arena Fire Panel Monitoring Apr 16
Paid Chk# 004389E 3/21/2016 FERRELLGAS
E 810-00000-212 Motor Fuels $110.29 1090730690 STMA Arena Propane
E 810-00000-212 Motor Fuels $110.29 1090944217 STMA Arena Propane
Paid Chk# 035312 3/7/2016 ARAMARK UNIFORM SERVICES
E 810-00000-405 Repair/Maint - Buildings $19.70 1718407765 STMA Arena Mats, Mop, Laundry Bag
Paid Chk# 035314 3/7/2016 BANYON DATA SYSTEMS
E 810-00000-300 Professional Srvs (GENERAL) $97.14 153960 POS Addt'l Entity Support
Paid Chk# 035316 3/7/2016 BCBS OF MINNESOTA
E 810-00000-130 Employer Paid Ins (GENERAL) $902.50 C1261100 APR16 Emp Health Ins
Paid Chk# 035322 3/7/2016 CARD SERVICES(ARENA)
E 810-00000-252 Food/Consessions For Resale $17.88 20515 STMA Arena Concessions
E 810-00000-252 Food/Consessions For Resale $8.94 21916 STMA Arena Concessions
Paid Chk# 035326 3/7/2016 CHARTER COMMUNICATIONS
E 810-00000-321 Telephone $72.89 STMA FEB2016 STMA Arena Telephone
Paid Chk# 035328 3/7/2016 COCA COLA ENTERPRISES BOTTLING
E 810-00000-254 Soft Drinks/Mix For Resale $410.18 168164206 STMA Arena Concessions
Paid Chk# 035347 3/7/2016 PRECISION PLUMBING & HEATING
E 810-00000-405 Repair/Maint - Buildings $182.95 8081 STMAArena Install Diaphram at Urinal, Repair Faucet
Paid Chk# 035348 3/7/2016 SCR, INC - ST. CLOUD
E 810-00000-405
Repair/Maint
- Buildings $660.00 312136 STMA Arena Refrig Equip Maint Contract
Paid Chk# 035360
3/14/2016
CHARTER COMMUNICATIONS
E 810-00000-321
Telephone
$7.91 STMA MAR2016 STMA Arena Cable TV
E 810-00000-321
Telephone
$71.97 STMA MAR2016 STMA Arena Telephone
Paid Chk# 035361
3/14/2016
CULLIGAN
E 810-00000-405
Repair/Maint
- Buildings $19.00 101X28654609 STMA DI Carbon Standby Rental
STMA Arena Board Mtg 04/11/16 page 5
March 2016
Check Amt Invoice Comment
Paid Chk# 035371 3/21/2016 ARAMARK UNIFORM SERVICES
E 810-00000-405 Repair/Maint - Buildings $19.70 1718416961 STMA Arena Mats, Mop, Laundry Bag
Paid Chk# 035373 3/21/2016 CENTERPOINT ENERGY
E 810-00000-383 Gas Utilities $2,043.18 STMA FEB2016 STMA Arena 5898 Lachman Ave
Paid Chk# 035376 3/21/2016 DAN DEHMER LANDSCAPING INC
E 810-00000-300 Professional Srvs (GENERAL) $505.00 5998 STMA Arena Feb 2016 Snowplow Contract
Paid Chk# 035389 3/21/2016 LEAGUE OF MN CITIES INS TRUST
E 810-00000-150 Worker s Comp (GENERAL) $44.00 31767 STMA Arena Work Comp Audit
Paid Chk# 035393 3/21/2016 MAXIMUM SOLUTIONS, INC
E 810-00000-200 Office Supplies (GENERAL) $350.00 18408 STMA Arena MaxEnterprise Software Annual
Paid Chk# 035398 3/21/2016 STEP SAVER INC
E 810-00000-405 Repair/Maint - Buildings $81.12 97738 STMA Arena Bulk Salt
Paid Chk# 035405 3/21/2016 XCEL ENERGY
E 810-00000-381 Electric Utilities $4,563.68 STMA FEB2016 STMA Arena 5898 Lachman
Paid Chk# 035410 3/29/2016 METLIFE-GROUP BENEFITS
E 810-00000-130 Employer Paid Ins (GENERAL) $181.88 APR 2016
810 STMA ARENA
$11,697.43
Emp Life, Dental, Stdis, Vision
STMA Arena Board Mtg 04/11/16 page 6
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MANAGER' GENERAL UPDATE
Date: April 7t , 2016
To: STMA Arena Board
From: Grant Fitch, STMA Arena Manager
Arena Rental Hours — Lacrosse 80 Hours
Spring Maintenance Projects
• Building Clean up: Rink floor and bleachers, etc.
city of
. Ilic el
• Touch up Painting: Locker rooms, players boxes, lobby, corridor and bathrooms
• Scheduling 2016/17 Ice Time
• Rink Board Cleaning: puck marks on boards and Ad panels
• Rink Glass Cleaning: Interior and exterior
• Machine maintenance
• Snow pit clean and repair
• Paint / repair: 1 set of hockey nets
• Bleacher repair
• Rubber matting replacement
Maintenance Contract: May 1" 2016 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 2017. The blanket coverage program establishes a predetermined price for
maintenance service of the arenas existing refrigeration, HVAC 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 5 years and believes it has worked very
well. The proposed agreement price for 2016-2017 is $8,742 ($706 per month). Below is a
summary of the blanket program for the last five years:
Agreement
Year
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)
2014-2015
$7,920.00
$11,312.00
$3392.00 (Excess Covered by Contract)
2015-2016
$7,920.00
$11,750.00
$3830.00 (Excess Covered by Contract)
2016-2017 Contract Price $8,472.00 ($552 increase)
STMA Arena Board Mtg 04/11/16 page 7
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
$66,800.00
$29,500.00
$14,050.73
$25,000.00
$17,800.00
$18,912.70
$20,000.00
$1,400.00
$1,874.66
$2,400.00
$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) $25,900.71 1 L.00)
0.00%
9.38%
0.00%
0.00%
0.00%
0.00%
0.91 %
3.72%
6.67%
5.28%
0.00%
0.00%
0.00%
0.00%
-4.57%
-15.25%
12.36%
71.43%
6.33%
3.00%
201.38%
0.00%
0.00%
0.91 %
data$/Public Data / Finance / Budget/2016 prebud 011216.xls
STMA Arena Board Mtg 04/11/16 page 8