2017-09-11 STMA Ice Arena Board Packet
STMA
STMA ARENA BOARDAGENDA
MONDAY,SEPTEMBER 11, 2017
ALBERTVILLE CITY HALL
6:00PM
1.CALL TO ORDER –ROLL CALL
2.ADOPT AGENDA
3.APPROVAL OF THE MINUTES OF AUGUST 14,2017
(pgs.1-3)
4.FINANCE REPORTS
a)Approve the Augustlist of claims as presented in the amount of$13,215.00and
Augustreport (pgs.4-7)
5.ARENA MANAGER
a)Monthlyreport(pg.8)
6.OLD BUSINESS
a)Arena Management Agreement (draft) –Continued Discussions(pg.9)
7.NEW BUSINESS
8.YOUTH HOCKEY ASSOCIATION
9.ADJOURN
P:\\Arena\\2017 STMA Ice Arena\\2017 Ice Arena Agendas\\2017-09-11\\091117 STMA Agenda.doc
ST. MICHAEL-ALBERTVILLE ICE ARENA BOARD MINUTES
August 14, 2017
6:00 p.m.
Present:
Chairman Walter Hudson and members Kari Dwinnell, Jeff Lindquist, Keith
Wettschreck,Kevin Kasel and John Vetsch. Also present: City Administrator Adam Nafstad,
City Finance Director Tina Lannes, STMA Arena Manager Grant Fitch, and Dr. Ann- Marie
Foucault.The meeting was called to order at 6:01 p.m. by Chairman Walter Hudson.
Set Agenda
moved
Members Lindquist/Kasel to set the agenda as presented. All voted aye.
Approval of Minutes
moved
Members Kasel/Wettschreck to approve the minutes of the July 10, 2017 Board
Meeting as presented. All voted aye.
Finance Reports
moved
Members Lindquist/Kasel to approve the July list of claims totaling $17,368.69 and the
July Financial Report as presented. All voted aye.
Arena Manager’s Report
Fitch updated the board on the staffing levels for the season. Fitch is looking for the full-time
seasonal position again along with two to three part time staff. Fitch has started the process
with posting the position, taking applications and interviewing.
Old Business
Nafstad updated the board that the arena project is progressing well. The second sheet of ice
plans are beyond concept stage and working towards the bid set. The arena project has gone
through the City of Albertville’s Planning Commission. For the project there are still design
elements being worked out, but should to go to the Albertville City Council in September.
Member Lindquist asked if the project was on schedule and within budget. Dr. Foucault stated
that there are still a few items they are trying to work out regarding staying on budget.
Nafstad mentioned they are also working on plans for parking and operations for the original
sheet of ice while construction of the second sheet is active.
John Vetsch arrived at 6:13 p.m.
Nafstad informed the board that there will be a joint meeting with the three entities in October
and that it would be staff’s goal to have an Arena Management Agreement for the meeting that
at minimum was approved or generally agreed to by the STMA Arena Board, if not all three
entities. Nafstad mentioned that the two items that need further discussion are the Zamboni
and school rental hours from the last meeting. Nafstad distributed a memo and explained that
staff reviewed items included in the second sheet addition plans that add value to the existing
sheet. Some of these items are the parking lot, new concessions stand, showers in existing
lockers, joint mechanical systems, two additional locker rooms for the public, storage,
community room and shared operations. Dr. Foucault mentioned that certain improvements to
the existing arena such as adding showers are not funded using bond dollars, instead they are
funded by the Mighty Ducks grant and the Kraft hockey monies.
STMA Arena Board Mtg 09/11/17 Page 1
STMA Ice Arena
August14, 2017 Minutes
Page 2
Kasel asked why the Zamboni wasn’t included in the referendum. Dr. Foucault stated that in a
bond referendum sometimes you include equipment and sometimes you don’t. Dr. Foucault
continued the discussion by explaining that they were getting close to the bond limit, for
example with the all-purpose dome they didn’t include a turf groomer. The other issue is that
if the Zamboni was purchased with the bond dollars it could only be used in the new rink. Dr.
Foucault continued that the plan is to use the Zamboni as the primary piece of equipment for
both rinks and keep the existing Zamboni as a backup and by doing this it would extend the life
of the existing Zamboni. Lindquist mentioned that the primary expense for creating the capital
improvement fund where each entity contributes annually was the aging Zamboni. Lindquist
asked the question on why the issue of purchasing the Zamboni is coming up now, since it was
a planned expense prior to building the second sheet of ice and would need to be purchased if
the project did not go forward. Kasel mentioned part of the challenge is that at one point in
time the Zamboni was included in the project. There was a discussion on if there is a need for
two Zambonis. Kasel is hearing from his council that some members of the St. Michael
Council believe this should have been part of the bond. Lindquist mentioned that the school
has stepped up to build the second sheet and this board needs to step up and purchase the
Zamboni, just as always planned. Hudson stated that there is no option for the Zamboni to be
purchased out of referendum monies at this point. Kasel stated that there is the Mighty Ducks
Grant. Dr. Foucault explained that the 9.2 million is already committed and if the school
solely has to buy the Zamboni something would have to be given up.Some of the items they
would look at is having the school take over the concessions, the community room and
advertising where the school would keep the revenues solely instead of, as the draft agreement
states now, having those monies go into operations of both sheets. There was more discussion
by the board on the topic.
Kasel mentioned the largest challenge that he sees in the future is the replacement of the piping
under the existing sheet of ice, which is a large sum. He stated some of the St. Michael City
Council felt that the Youth Hockey Association needs to step up and contribute to capital in the
existing arena. He also mentioned in a few years if the pipes need to be replaced with the same
people on the St. Michael Council he doesn’t think St. Michael would approve to replace it
unless there is a significant commitment from youth hockey. Kasel continued discussion on
the commitment from youth hockey to become a partner or funding annual/future capital
needs. Nafstad mentioned that the future capital piece, including the piping, is there
regardless. The belief is we are in a better position with the second sheet, assuming the
proforma is accurate, where there are more ice sales including approximately doubling the
annual purchase of ice for youth hockey programs. Hudson questioned the position of the St.
Michael Council and noted that taxpayer have approved the second sheet and expect a
functioning arena. The board continued to discuss these issues. Hudson mentioned that if we
are confronting a scenario that those bond dollars are committed, the second sheet is going to
be built and the arena board, along with the three entities, task is to effectively and responsibly
manage the administration of that joint facility. Hudson continued that he doesn’t see an
option that doesn’t include purchasing another Zamboni, which was scheduled to be replaced
given its age. Hudson expressed concern, that if we arbitrarily decide we are not going to
STMA Arena Board Mtg 09/11/17 Page 2
STMA Ice Arena
August14, 2017 Minutes
Page 3
maintain certain items or make certain purchases and site old politics as a reason, isn’t
following the vote of the citizens. Kasel stated it is not old politics it is current politics, this is
how his current council feels. He continued that there is a challenge that there has been a lot of
money spent on the arena and St. Michael council is concerned of these expenditures
continuing. Kasel mentioned that they have looked at other communities and those youth
hockey associations are great partners, paying for ice and also contributing to their community
arenas. Dwinnell asked about who the Mighty Ducks and Kraft monies come from. Dr.
Foucault mentioned that was part of youth hockey’s contribution as they were instrumental in
receiving those funds. Lindquist stated Nafstad was also instrumental in receiving Mighty
Ducks funds. Nafstad mentioned the goal of the arena board two years ago was to build a
second sheet of ice and youth hockey had a contribution which included the grant and Kraft
dollars in which the board agreed that those were considered part of youth hockey’s
contribution. The discussion about the joint agreement continued. Nafstad stated staff prefers
the current language in the draft document on operation and management.
Nafstad discussed the rational for the free high school hours, after a predetermined number of
hours are paid for. He informed the board the school will be purchasing more hours locally
with the girls program, but the free hours allow the school to grow their total hours and yet
work within their existing rental budget. He stated these hours are during the school day,
mostly, which are for the most part during times that are generally un-rentable anyway. Dr.
Foucault confirmed that these free hours are mostly early morning or after school hours from
November to February and not every day, including no weekend hours. The board had no
discussion concerning the proposed
Adjourn
moved
Members Kasel/Lindquist to adjourn at approximately 6:51 p.m. All voted aye.
Attest:
_________________________________
Tina L. Lannes, City Finance Director
STMA Arena Board Mtg 09/11/17 Page 3
Cash Basis
STMA Ice Arena Preliminary Budget to Actual August2017 ()
2017 August 2017 Actual 2017
Annual 2017 YTD YTD % of
BudgetActual08/31/17Budget
Income
Ice Rental$277,100.00 $15,770.00 $185,052.50
66.78%
Concessions$35,000.00 $126.25 $17,896.00
51.13%
Other Revenues (Advertising/LMC/Ins
Claims)$12,100.00 $0.00 $3,062.00
25.31%
Vending$1,000.00 $85.00 $735.10
73.51%
Open Skate/Hockey, etc.$5,000.00 $253.00 $2,332.00
46.64%
Interest$1,000.00 $0.00 $0.00
0.00%
Misc. Revenue$1,600.00 $12.00 $310.50
Total Income62.92%
$332,800.00 $16,246.25 $209,388.10
Expenses
Salaries, Wages, Taxes & Benefits$126,327.50 $7,741.24 $78,054.08
61.79%
Supplies (Office, Misc.)$1,850.00 $0.00 $971.65
52.52%
Supplies (Concession)$15,000.00 $0.00 $4,057.71
27.05%
Fuel, Misc.$1,800.00 $101.12 $605.74
33.65%
Professional Services$15,000.00 $1,601.61 $21,573.65
143.82%
Sales Tax $4,000.00 $0.00 $1,712.00
42.80%
Telephone$1,000.00 $105.52 $952.96
95.30%
Electric$60,000.00 $12,694.66 $29,927.10
49.88%
Gas$15,000.00 $485.08 $8,361.09
55.74%
Water$20,000.00 $722.89 $14,336.45
71.68%
Refuse$2,400.00 $124.47 $818.37
34.10%
Insurance$9,000.00 $0.00 $7,557.00
83.97%
Administration$12,646.50 $1,053.38 $8,427.04
66.64%
Misc.$2,285.00 $0.00 $1,793.11
78.47%
Repair Maintenance –Machinery$10,000.00 $0.00 $6,635.43
66.35%
Repair Maintenance –Building$27,500.00 $0.00 $14,320.02
52.07%
Total Operating Expenses$323,809.00 $24,629.97 $200,103.40 61.80%
Net Income/Loss$8,991.00 ($8,383.72)$9,284.70
STMA Arena Board Mtg 09/11/17 Page 4
STMAICE ARENA CASH BALANCES AND RECEIVABLES
August 31, 2017
Cash Balance Operations
Cash Balance Operations 1/1/17$114,448
Add Revenues (collected in 2017)$209,388
Less Expenses$200,103
Cash Balance Operations 8/31/17$123,733
Accounts Receivable (invoiced)
Operations August 31, 2017 - $7,275.00
Cash Balance Dedicated Capital Improvement Fund
Arena Owner Dedicated Cap. Imp. Fund
Beginning Balance 1/1/17$165,024
Bleachers-$14,006
Kraft Money to School-$40,000
Balance 8/31/17$111,018
STMA Arena Board Mtg 09/11/17 Page 5
STMA Ice Arena Vendor Check Detail Register
August 2017
Check AmtInvoiceComment
Paid Chk# 005590E8/7/2017RANDYS ENVIRONMENTAL SERVICES
E 810-00000-384 Refuse/Garbage Disposal$124.47garbage arena
Paid Chk# 005611E8/10/2017WRIGHT-HENNEPIN COOP ELECTRIC
E 810-00000-381 Electric Utilities$391.70ARENA STMA Arena Fire Panel Monitoring 09/17 & Repair
Paid Chk# 005629E8/21/2017ATHLETICA SPORTS SYSTEMS
E 810-00000-405 Repair/Maint - Buildings$1,435.00406915STMA Arena Temp Glass
Paid Chk# 005632E8/21/2017COURI & RUPPE, P.L.L.P.
E 810-00000-304 Legal Fees$1,395.00STMA Arena
Paid Chk# 005633E8/21/2017DAN DEHMER LANDSCAPING INC
E 810-00000-300 Professional Srvs (GENERAL)$135.007048STMA Arena Spruce Tree Removal
Paid Chk# 005638E8/21/2017FERRELLGAS
E 810-00000-212 Motor Fuels$101.121097100617STMA Arena Propane
Paid Chk# 036877 8/7/2017ARAMARK UNIFORM SERVICES
E 810-00000-405 Repair/Maint - Buildings$16.001718738782STMA Arena Mats, Mop, Laundry Bag
Paid Chk# 036903 8/7/2017RINK SYSTEMS, INC.
E 810-00000-404 Repair/Maint - Machinery/Equip$972.0171436STMA Arena Rink Divider, Net System
Paid Chk# 036904 8/7/2017SCR, INC - ST. CLOUD
E 810-00000-405 Repair/Maint - Buildings$690.00C001218blanket agreement
Paid Chk# 036916 8/10/2017BCBS OF MINNESOTA
E 810-00000-130 Employer Paid Ins (GENERAL)$1,074.00170802091250Emp Health Ins
Paid Chk# 036918 8/10/2017CHARTER COMMUNICATIONS
E 810-00000-321 Telephone$31.65ARENA AUG STMA Arena Cable TV
Paid Chk# 036919 8/10/2017CULLIGAN
E 810-00000-405 Repair/Maint - Buildings$58.00101X30381902STMA Arena Deionization & Di Carbon Rental
Paid Chk# 036923 8/16/2017CHARTER COMMUNICATIONS
E 810-00000-321 Telephone$73.870131702080217STMA Arena 5898 Lachman Ave NE
Paid Chk# 036925 8/16/2017XCEL ENERGY
E 810-00000-381 Electric Utilities$5,993.410684043957STMA Arena 5898 Lachman Ave
Paid Chk# 036933 8/21/2017CENTERPOINT ENERGY
E 810-00000-383 Gas Utilities$485.08ARENA JULY 17STMA Arena 5898 Lachman #5390131-0
Paid Chk# 036937 8/21/2017DJS TOTAL HOME CARE CTR-ARENA
E 810-00000-405 Repair/Maint - Buildings$37.9898078STMA Arena Flashlight & Batteries
E 810-00000-405 Repair/Maint - Buildings$14.9898351STMA Arena Marine Grease & Liquid Wrench
STMA Arena Board Mtg 09/11/17 Page 6
August 2017
Check AmtInvoiceComment
Paid Chk# 036964 8/28/2017METLIFE-GROUP BENEFITS
E 810-00000-130 Employer Paid Ins (GENERAL)$185.73SEPT 2017Emp Life, Dental, Stdis, Vision
810 STMA ARENA$13,215.00
STMA Arena Board Mtg 09/11/17 Page 7
MANAGER’ GENERAL UPDATE
Date:
September 11th, 2017
To:
STMA Arena Board
From:
Grant Fitch, STMA Arena Manager
A
RH-A
RENA ENTAL OURS UGUST
NamePrime-timeOff-peak
Youth Hockey 11 hours
Adult Hockey 0 hours
High School Boys/Girls 40 hours
Public Skating/OH 36 hours
Private rentals 30 hours
Learn toSkate 0 hours
__________________________________________________________________________
Total hours 117
Staffing:
We are currently in the process of hiring and training 3 new employees
Operations:
No major repairs at this time.
STMA YHA:
th
.
On-site Registration September 16
th
Season starts September 11(skills and drills)
ndrdth
YH Try-outs Girls October 22 23 and 24
ththth
, 7 and 8
YH Try-outs Boys October 6
STMA High School Boys JV-Varsity:
All games and practices scheduled for the 2017-18
season
thth
Midwest Hockey Program:
The Summer Round up Hockey Tournament wasAug 25 26 and
th
27 for a total of 20 rental hours. The Tournament was well attended with about 150 people per
game. This is the program looking for about 200 hours in the Spring of 2018
st
Summer Camps:
Started and ran from mid-June through August 1and I understand that the
camps were well attended at all age levels for the Boys and Girls.
NWCRH Girls JV-Varsity:
All games and practices scheduled for the 2017-18 season
STMA Arena Board Mtg 09/11/17 Page 8
M E M O R A N D U M
Date:
September 8, 2017
To:
STMA Arena Board
From:
Adam Nafstad, City of Albertville
Re:Arena Management Agreement
Since the last Arena Board meeting, each entity has had time to further discuss the terms of the
agreement with their respective boards. In discussion with Dr. Foucault and Mr. Bot, as well as,
the Albertville Council, I am of the understanding that all groups are generally amenable to the
latest draft of the agreement. One question or concern that has been raisedis that the agreement
does not have a cap or a limit on the capital expenditures that can be approved by the Arena
Board.
The Arena Board’s practice has been to seek approval from each entities governing board prior
to major purchases/repairs, like with the dehumidification system, roof, and refrigeration
projects. Similar to the limit of purchases of less than $5,000, which do not require Arena Board
approval, it is suggested a limit be set for capital expenditures that would require approval by
each individual entity. At the meeting on Monday, I would like to discuss what thatlimit or
dollar amount should be.
One option would be to add language to the agreement similar to: Any unbudgeted capital
expenditures related to the Arena exceeding $________________ must be approved by each
Party prior to the Arena Board’s authorization to purchase.
Once the Arena Board is satisfied with the agreement, it will be distributed to the attorneys for
final review.
STMA Arena Board Mtg 09/11/17 Page 9