FARGODOME Authority - September 25, 2018 Minutes
A regular meeting of the Fargo Dome Authority was held on Tuesday, September 25, 2018 at 3:30 p.m. in the FARGODOME Conference Room with President Troy Goergen presiding.
Members present: President Troy Goergen, Blake Nelson, Nancy Jordheim (via phone), Darrell Vanyo and Michael Ellingson.
Members absent: Dan Armbrust and David Suppes
Others present: Sarah Tabery, Director of Marketing and Sales – FARGODOME; Susan Thompson, Director of Finance – FARGODOME; Amanda Muellenbach, Administrative and Auxiliary Services Manager - FARGODOME and Rob Sobolik, General Manager – FARGODOME.
Media present: None
President Troy Goergen called the meeting to order at 3:35 p.m.
Darrell Vanyo made a motion, seconded by Blake Nelson, to approve the agenda of the September 25, 2018 Fargo Dome Authority meeting as presented. Motion carried.
Blake Nelson made a motion, seconded by Darrell Vanyo, to approve the minutes from the August 28, 2018 Fargo Dome Authority meeting. Motion carried.
Rob Sobolik presented the General Manager’s report as follows:
• Year-to-Date Net Income through August 2018 is stated at $146,157, which is a negative variance (to budget) of $7,074.
• Upon review, Blake Nelson made a motion, seconded by Darrell Vanyo, to approve the August financial statements as presented.
On call of the roll, Goergen, Jordheim, Nelson and Vanyo voted aye.
Absent and not voting: Armbrust, Ellingson, and Suppes.
The motion was declared carried.
• Past Events: NDSU vs. Cal-Poly on September 1, 2018. Fargo South HS Football vs. Grand Forks Red River on September 7, 2018. NDSU Football vs. North Alabama on September 15, 2018. Fargo South HS Football vs. Bismarck on September 21, 2018. NDSU Football vs. Delaware on September 22, 2018. NDSU Engineering and Tech Expo on September 25-27, 2018.
• Upcoming Events: NDSU Football vs. SDSU on September 29, 2018. Lisbon Youth Football on September 30, 2018. The Big One Art & Craft Fair on October 12-13, 2018. Ed Sheeran on October 17, 2018. NDSU Football vs. Illinois State on October 20, 2018. Finding Neverland on October 22, 2018. FM Athletics Youth Football on October 27-28, 2018.
• Comments on Past Events: Nothing to report.
Mike Ellingson joined the meeting.
Blake Nelson presented the Fargo Dome Authority Building and Finance Committee report. The Fargo Dome Authority Building and Finance Committees met on Wednesday, September 19, 2018. Items discussed included:
• August 2018 Financial Statements: The August 2018 Financial Statements were approved by the Finance Committee at the meeting on September 19, 2018.
Project Updates:
• Building Upgrades: FARGODOME staff and representatives from RL Engebretson interviewed the two firms that responded to an RFP to work with RL Engebretson on a national level on the FARGODOME building upgrade project, Perkins and Will and Populous. Based on their assessment of the interviews, RL Engebretson plans to move ahead on contract negotiations with Perkins and Will.
• Landscaping: Rob noted upon review from City Forestry Representatives, along with Hansen Design, it was determined that focusing on two areas around the FARGODOME for landscaping would be best. The first would be the grass areas on the south side of the building and the second would be all of the islands between the east side of the building and the parking lots. Rob requested quotes for landscape architecture services and Hansen Design provided a quote of $13,000, Houston Engineering provided a quote for $18,430 and Land Elements has not got back to him yet. Rob requested a motion to spend up to $13,000 for landscape architecture services from Hansen Design, unless the quote from Land Elements comes back at a lower cost. This will be paid out of the architectural services line item in the capital budget. The Finance Committee accepted a motion, to spend up to $13,000 for landscape architecture services from Hansen Design, unless the quote from Land Elements comes back at a lower cost.
• Accessible Seating: Rob met with representatives from Freedom Resource Group to tour the building and review accessible seating and other items. The accessible seating upgrades that have been completed over the past few years received very positive feedback. The group encourages more accessible seating in the future if possible.
• Food & Beverage Paper Goods RFP: Susan provided an overview of the Food & Beverage Paper Goods RFP. There were six responses to the RFP and after reviewing the bids, three met the specifications and needs requested, Cole Paper Company, Dacotah Paper and Sysco. Upon further review of the product designs, Cole Paper and Dacotah Paper were selected, as they were able to provide the products needed at the lowest cost. Please see attached estimate of products and costs. Susan requested to move forward with a combination of Cole Paper and Dacotah Paper to supply paper goods for the FARGODOME.
The Finance Committee accepted a motion, to approve Cole Paper and Dacotah Paper to supply food and beverage paper goods for the FARGODOME.
• Escrow Balance & Performance Reports: The FARGODOME permanent fund performance, year-to-date, through June 2018 is 7.64%. Please see attachments.
• Rob stated that at the City Commission meeting last week it was approved that all City of Fargo meetings will be televised or recorded for television starting in October.
Blake Nelson made a motion to approve the Building and Finance Committee report as presented.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson and Vanyo voted aye.
Absent and not voting: Armbrust and Suppes
The motion was declared carried.
Rob stated that he did receive a bid back from Land Elements for $11,450 after the Building and Finance Committee met on September 19. Rob reviewed the quotes from Hansen Design, Land Elements and Houston Engineering. Upon review and discussion, Rob recommended that the
Authority move forward with Land Elements for landscape architecture services.
Mike Ellingson made a motion, seconded by Blake Nelson, to move forward with Land Elements for landscape architecture services.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson and Vanyo voted aye.
Absent and not voting: Armbrust and Suppes
The motion was declared carried.
Food and Beverage Contract Discussion: The current Food and Beverage contract with Ovations Food Services, L.P. d/b/a Spectra Food Services & Hospitality (Spectra) expires on December 31, 2018. Rob has provided notice to Spectra that the Authority would like to extend the contract for another two years. Upon request from the Authority, Rob talked with Spectra regarding options for FARGODOME to retain more revenue. Spectra has agreed to decrease their base fee from $3,500 per month to $3,000 per month during the final Operating Year of the term (January 1, 2020 – December 31, 2020). Please see attached First Amendment to Agreement. Rob noted that City of Fargo Attorney, Erik Johnson, has reviewed and approved the Amendment to the Agreement.
Blake Nelson made a motion, seconded by Darrell Vanyo, to extend the Agreement with Spectra, as presented, for an additional two years.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson and Vanyo voted aye.
Absent and not voting: Armbrust and Suppes
The motion was declared carried.
The Agreement will be forwarded to the City for final approval.
The next Fargo Dome Authority meeting will be on October 30, 2018 at 3:30 p.m.
There being no further business, the meeting was adjourned at 4:08 p.m.