Minutes of the FARGODOME Authority meeting
A regular meeting of the Fargo Dome Authority was held on Tuesday, January 26, 2021 at 3:30 p.m. in FARGODOME Meeting Room 203 with President Blake Nelson presiding.
Members present: President Blake Nelson, Troy Goergen, David Suppes, Michael Ellingson, Nancy Jordheim (via phone) and Rick Steen.
Members absent: Dan Armbrust
Others present: Ryan Green – City of Fargo; Sarah Dykema, Director of Sales and Marketing – FARGODOME; Amanda Muellenbach, Administrative and Auxiliary Services Manager – FARGODOME; Bernie Larson, Assistant General Manager – FARGODOME; Susan Thompson, Director of Finance – FARGODOME and Rob Sobolik, General Manager – FARGODOME.
Media present: None
President Blake Nelson called the meeting to order at 3:31 p.m.
Rob requested to add an update on the Food & Beverage point of sales system to the agenda under additional items.
Mike Ellingson made a motion, seconded by Rick Steen, to approve the agenda of the January 26, 2021 Fargo Dome Authority meeting as amended. Motion carried.
Rick Steen made a motion, seconded by Troy Goergen, to approve the minutes from the December 22, 2020 Fargo Dome Authority meeting. Motion carried.
Rob Sobolik presented the General Manager’s report as follows:
- Year-to-Date Net Income through December 2020 is stated at -$770,457 which is a negative variance (to budget) of $1,050,861.
- Upon review, Rick Steen made a motion, seconded by David Suppes, to approve the December 2020 financial statements as presented.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson, Steen and Suppes voted aye.
Absent and not voting: Armbrust
The motion was declared carried.
- Review of Current Events: The RRV Boat and Marine Show will be held January 29-31, 2021. ND HS State Wrestling Tournament will be held February 18-20, 2021. NDSU Football vs. Youngstown State will be held February 21, 2021. RRV Sportsmen’s Show will be held March 4-7, 2021. NDSU Football vs. Illinois State will be held March 13, 2021. NDSU Football vs. UND will be held March 20, 2021.
Rick Steen presented the Fargo Dome Authority Building and Finance Committee report. The Fargo Dome Authority Building and Finance Committees met on Wednesday, January 20, 2021. Items discussed included:
- December 2020 Financial Statements: The December 2020 Financial Statements were approved by the Finance Committee at the meeting on January 20, 2021.
- Ticketing RFP Update: Susan updated the committees on the status of the ticketing RFP. In August, the committees accepted a motion to extend the existing contract for ticketing services with Paciolan set to expire on December 31, 2020 to August 31, 2021 to facilitate events that are currently on-sale but have been postponed to dates beyond December 31, 2020. Susan noted that FARGODOME would be putting forward a new RFP as so much time has gone by since the last one was done. The only concert currently on sale that would be affected by a change in ticketing systems after August 2021 is Elton John, which is scheduled for March 20, 2022. Susan proposed extending the existing contract for ticketing services with Paciolan through March 2022. There would be language in the new RFP stating that if another ticketing company is selected that any show that goes on sale for a date in 2022 will go on the new ticking system and any show that goes on sale for a 2021 date will stay with Paciolan. This item will be further discussed at upcoming meetings.
- Project Updates:
Dressing Room & Catering Room Remodel - The project is nearing completion and should be done by mid-February.
Canopy Repairs – Through general building inspections it was noticed that some of the support columns in the building had some shifting and cracking. RL Engebretson and Heyer Engineering will complete a more thorough inspection and report back on their findings. It is expected that it will mostly be minor structural and cosmetic repairs. Repairs could begin as early as May and will be paid for out of excess capital funds.
Parking Lots – FARGODOME will be working with City of Fargo and/or Public Works on the redesign and rebuilding of the some of the parking lots, specifically lots B and C on the east side of the building. Repairing the parking lots has been pushed back as studies were being done on potential building expansions, but there is a need to address it now. Rob will work with the City/Public works on how and when the repairs can be done.
LED Lighting Upgrade Study – Rob noted that certain areas of the FARGODOME already have LED lighting (backstage/catering area and the lobby). Vareberg Engineering is studying the remaining areas in the facility for a potential move to LED lighting. They will also look at other areas for upgrades including areas of drop/false ceilings that need replacement and the carpet and wall coverings in the meeting rooms. Any upgrades will likely take place in 2022 or 2023.
- RFP and Funding Approvals:
Building Show & Football Communication – Rob provided an overview of the RFP and funding proposal for the replacement of football and touring show headset communication system. Please see attached memo. This project was originally funded in the 2020 FARGODOME Capital Budget with a budget of $55,000 (FD 2012 – Telex Communication Replacement). Upon review and inspection of the current system, it was discovered that the bulk of wiring in the catwalk related to this communication would need to be replaced as well. The RFP for the project went out and one response
was received from NLfx Professional in the amount of $81,601.36. The proposal price is higher than the original budget; however, due to the additional wiring needed in the catwalk, building staff feels this is an appropriate price to move forward with. Rob requested the following re-allocations from the existing Capital Budget to be combined with the current $55,000 previously allocated for this project: FD-2002 – Pump Motor Replacement ($2,997), FD-2004 – Wireless Access Points ($7,357), FD-2005 – Network Switch Replace ($5,905), FD-1907 – Emergency Gen. Room Htg ($2,310), FD-1714 – Economic Impact Study ($4,953) and 2020 Budgeted/Unallocated ($3,080) for a total re-allocation request of $26,602. Combined with the current budget of $55,000, this would create a new budget of $81,602.
The Building and Finance Committees each accepted a motion to re-allocate the balances as described from FD-2002, FD-2004, FD-2005, FD-1907, FD-1714 and 2020 Budgeted/Unallocated to FD-2012 – Telex Comm Replacement and accept the proposal received from NLfx Professional for the replacement of these systems.
Draft Beer Line Replacement – Rob reviewed the request for proposal and funding for the draft beer system replacement. Please see attached memo. The current system is the original installation and has required several thousands of dollars in maintenance annually for some time. Upon review of different strategies, the preferred option would be a complete replacement of the system. An RFP was sent out for this project with three proposals received. The Tap Guys came in at the lowest cost of $61,906.32. Funding for this project was not included in the current capital budget, but the project is a priority and it would be preferred to have it completed as soon as possible. Rob requested re-allocations from the following existing capital budget projects to fund this project: FD-2013 – Meeting Room Projector Conversion ($35,971), FD-2016 – Building Dept. Uniforms ($14,609) and 2020 Budgeted/Unallocated ($12,320) for a total re-allocation request of $62,900.
The Building and Finance Committees each accepted motions to re-allocate the balances as described from capital projects FD-2013, FD-2016 and 2020 Budgeted/Unallocated to create project FD-2112 – Draft Beer System Replacement in the amount of $62,900 and accept the proposal from The Tap Guys in the amount of $61,906.32 for this work to be completed.
Building Spotlights – Rob provided an overview of the request to upgrade building spotlights. With requirements from some of the bigger named tours and requests from promoters, Rob requested to purchase (4) 4k spotlights for the south catwalk. An RFP was sent out for the spotlights and one response was received. HB Sound and Light responded with a total cost of $139,814.64. This item was in the 2021 Capital Budget for $150,000.
The Building and Finance Committees each accepted motions to approve the proposal from HB Sound and Light for $139,814.64 to purchase (4) 4k spotlights.
Escrow Balance & Performance Reports: The FARGODOME permanent fund performance, year-to-date, through November 2020 is 11.06%. Please see attachments.
Rick Steen made a motion to approve the Building and Finance Committee report as presented.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson, Steen and Suppes voted aye.
Absent and not voting: Armbrust.
The motion was declared carried.
Additional Items:
Update on Food and Beverage Point of Sales System: Rob noted that an RFP was sent out last year to replace the F&B POS system and seven responses were received. Upon review of the bids, it was noticed that more information is needed. Rob requested that the Authority reject all seven bids. The project would go out for bid again as re-written with more detail.
Nancy Jordheim made a motion, seconded by Mike Ellingson, to reject the seven bids received for the Food & Beverage point of sales system.
On call of the roll, Ellingson, Goergen, Jordheim, Nelson, Steen and Suppes voted aye.
Absent and not voting: Armbrust.
The motion was declared carried.
The next Fargo Dome Authority meeting will be on February 23, 2021 at 3:30 p.m.
There being no further business, the meeting was adjourned at 3:54 p.m.