4.8. SR 07-25-1994
ffi<
ITEM 4.8.
River
MEMORANDUM
TO:
MAYOR & CITY COUNCIL
FROM:
PAT KLAERS, CITY ADMINISTRATOR
DATE:
JULY 21,1994
SUBJECT: UPDATE ON ICE ARENA PROJECT
.
Ice Arena Chairman Jeff Gongoll will be at the Council meeting to present
the results of the Ice Arena Committee's revised revenue and expenditures
projections for the proposed ice arena. Attached is the cash flow projection
which was prepared by Dale Martin from input by the Committee. It is
recommended that the City Council accept the project financial guidelines
which call for $230,000 annually being available for debt service and
authorize the Task Force to recruit of a construction manager for this project.
It is anticipated that a recommendation on a construction manager will be
before the City Council some time in August.
By way of background, in August, 1993, a Citizens Task Force was formed to
look at the community center needs in Elk River. Chairman Gongoll made a
presentation to the Council in August, 1993, and at this meeting the City
Council appointed Councilmember Farber to this Committee.
At the January 17, 1994, City Council meeting, Mr. Gongoll made a
presentation which indicated that the focal point of the Committee had
become the need for another ice arena. Additionally, the location of the
facility had been identified as next to the existing ice arena and not in
conjunction with the community center at City Hall. It was proposed that
the City would own and operate both the existing and future ice facilities and
that an Advisory Board would be established to oversee the operations of the
ice arenas. It was the goal of the Committee to have a 2500 seat facility that
would have a construction cost of $3 million.
.
At the January 31, 1994, City CounciUSchool Board meeting, the School
Board approved a motion which indicated the school would deed land to the
City next to the existing ice arena with certain contingencies. Following this
meeting, the Committee began working on the finances for the project.
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
.
At the February 14, 1994, EDA meeting, the EDA agreed to finance, on a
temporary basis, a feasibility study to analyze the finances for a second ice
arena. At the March EDA meeting, Marquette Partners was hired to do this
project.
At the May 9, 1994, EDA meeting, the financial feasibility study by
Marquette Partners was presented to the City Council. This study indicated
that approximately $181,000 was annually available for debt service and that
this would finance approximately $1.85 million in debt. At this meeting, the
EDA moved to establish a Task Force to review the feasibility study for
possible ways to reduce costs and increase revenues. The Committee
consisted of myself, Lori Johnson, Mr. Gongoll, Larry Farber and John Dietz.
.
The Task Force has met three times (the first time without Lori or myself).
The last meeting was held in early June, 1994. The attached
recommendation included in Jeff Gongoll's memo is the consensus of the Task
Force on the amount of debt service that can annually be financed. This is
the consensus of the Task Force and some Task Force members believe that
the figure could be higher while other believe it could be lower. Please note
that this figure does not include any City contribution nor any Youth Hockey
fundraising contribution. It is the goal of the Task Force to have any Youth
Hockey fundraising monies and any City contribution put into an emergency
debt service, maintenance and repair, or Phase II reserve fund.
It should be noted that the Task Force that has been meeting is not the same
Task Force authorized by the EDA. Additionally, it should be noted that as
this has become a City Council project, and not an EDA project, the City
Council should formally appoint this Task Force. The Task Force members
that have been meeting are myself, Lori Johnson, Jeff Gongoll, John Dietz,
Marly Glines, and Dale Martin. A motion by the City Council appointing this
group as the City Council Ice Arena Task Force is appropriate.
As previously noted, the Task Force feels comfortable recommending to the
City Council that $230,000 will annually be available for debt service. This
is about 25 percent more than what the financial feasibility study indicated.
The attached material outlines the justification for the changes from the
feasibility study. At this time, the Task Force feels that we can move forward
with hiring a construction manager to provide further guidance on what can
actually be realized in terms of a new facility for this amount of debt.
Finance Director Lori Johnson will provide the Council with a verbal update
at this 7/25 meeting as to what this $230,000 annually will allow us to do for
a bond issue and what will be available for a construction project.
.
.
A construction manager should help us determine the design and scope of the
project and how a project can proceed with bid alternates and in phases. The
construction manager should also help us understand the financial
requirement to upgrade the old ice facility to meet ADA laws if this is to
become a City facility. Once the scope of the project is further defined and
presented to the City Council, we will then be looking for the City Council to
authorize the hiring of an architect to move ahead with the project. It is not
anticipated that any City revenue bonds will be issued until 1995.
Once the Council approves the financial framework and authorizes the hiring
of a construction manager, the City Attorney can begin work with
representatives of Youth Hockey and the legal counsel for the School District
in order to begin working on the land transactions. This work can be going
on simultaneously with the evaluation of the project by the Task Force and
construction manager.
.
Once again, it is recommended that the City Council formally appoint the
Task Force that has been working on this project. This is necessary as it is
assumed that this Task Force will continue to work on this project as the
Advisory Group for the City Council. It is also recommended that the City
Council approve the financial framework of $230,000 annually being
available for debt service with Youth Hockey fundraising monies and any
City contribution being put into the emergency repair and second phase
reserve. It is also recommended that the City Council authorize the
recruitment of a construction manager to be presented to the Council in
August for the actual hiring.
.
REVISED PROPOSAL BY SUB-COMMITTEE
.
OF THE PROJECTED STATEMENT OF CASH FLOW
FROM THE FEASffiILITY STUDY COMPLETED BY MARQUETTE PARTNERS
The Sub-rommittee established from the EDA meeting has taken the numbers from the Feasibility Study
presented to them by Marquette Partners and have made revisions where they feel more accurately fits our
program here in Elk River. The committee has also scaled back the project to be constructed in phases to
bring down the initial cost of the project.
FEASIBILITY ERYHA ARENA
STUDY ACTUALS SUB-COMMITTEE
NUMBERS FOR ADJUSTMENTS
REVENUES: 1995-96 1993-94 FOR 1995-96
. Ice Rental 318,000 112,755 328,000
. ISD 728 Ice Rental 27,000 22, 152 27,000
Admissions 35,000 13,020 35,000
. . Dry Floor Ewnts 4,000 4,147 18,000
. Sign Rental 10,000 6,200 20,000
Concessions 63,000 29,144 63,000
Vending Machine 23,000 11,590 23,000
Skate Sharpening 5,000 2,352 5,000
Miscellaneous Income 2,000 2,000 2,000
Total Rewnue $487,000 $203.360 $521,000
. EXPENSES:
Salaries 74,000 47,122 74,000
Benefits 15,000 2,701 15,000
Repairs & Mtce. 39,000 14,500 39,000
Professional Services 4,000 2,275 4,000
. Utilities 120,000 33,279 90,000
. Insurance 24,000 13,000 20,000
Administrat iva/Supplies 4,000 2,500 4,000
. Zamboni 7,000 2,404 5,000
Concession Merchandise 38,000 19,862 38,000
Dry Floor Evants 1,000 1,450 1,000
Total Expenses: $326,000 $139,093 $290,000
CASH FLOW AVAILABLE
FOR DEBT SERVICE: I $161,000 I $64,267 $231,000 I
. Additional line Rewnues 33,000
. Existing Arena Debt. 34,933 15,776
. = Kerns we adjusted tom the Feasibility Study.
.
Revision Date: 7/21/94,REVFEAS2
1
REVISED PROPOSAL BY SUB-COMMITTEE
.
Below is the documentation for the changes we have made to the numbers on the previous page. The year we concentrated
our efforts on was the first full year of operation ending May 31, 1996. Assumptions were that the years following would
have a similar cost percentage adjustments as shown in the Feasibility study.
REVENUES:
ICE RENTAL: The committee strongly believes that the hourly fee for the Olympic sheet of ice would be at least S105
per hour not SlOO as mentioned in the study, for the 1994-95 season. As the study Slated Anoka, being
our closest ice sales competitor, sells theirs for S115. (The Elk River Youth Hockey Board has taken the
position in the past several years that we need to charge an hourly ice rental that will cover our building
expenses.) The year of 1995-96 season the cost would be $100 for the existing rink and S110 for the
Olympic ice sheet for prime time. We would propose that the Associations renting the ice take a share of
both ice sheets in their contracts. This would increase the rental income by over $10,000 (1838+881
hours 12 for both rinks and muliply by SlO for the differance in the cost from both sheets. The Feasibility
has School District 728 with a contract of S26,400 in 1994-95 and $27,000 in 1995-96. We took that as a
separate line item because of contract negotiations presently going on. it appears that the ice rental
contract will be going on an hourly hasis and no longer on a lease for the 1994-95 year. The nmnber of
hours are being estimated at 260 at SlOO per hour for a total of$26,000. The 1995-96 season the rates
will be S100 & $110 for an average ofS105 for 260 hour estimated usage totaling S27,300. This lease
contract annual amount ofS22 152 has not changed since 1983. The old School District 728 contract has
been from 5:30 am to 5:30 p.m. Which makes it available for the Elementary, Junior High and Senior
High Gym classes if they so desire. The last few years this type of ice usage has continued to increase to a
total of 48 in the 1993-94 season. This will not be include in their new ice rental agreement.
ADMISSIONS: We left as Slated from the Feasibility Study but will be looking at the possibility of charging an additional
dollar per ticket, which would have to be approved by the School District 728 and Conference.
.
DRY FLOOR
EVENTS:
The Feasibility Study stated the possibility for additional usage was there for indoor soccer or other
events but excluded them from the Study figures. The committee has concluded after talking with the
Soccer Board that indoor soccer could bring in revenues ofS12,000 to S18,000 by charging $45-$65
per hour. We added an amount ofS6,000 for year 1994-95 for the spring of 1995 and an additional
$6,000 for 1995-96 to total $12,000 for 1995-96. With other events bringing the total to $18,000. Anoka
started indoor soccer this past year and has revenues of about S12,000 the first year. A carpet would have
to be purchased for the floor with estimated cost of S30,000. This expense will be added into the initial
construction cost as a one time cost.
SIGN RENTAL: The committee felt with a strong campaigu that sigu rental could increase by $10,000 in the
new arena.
.
ADDmONAL The additional revenues we noted on the bottom of the page which includes the fundraising events
LINE REVENUES: that youth hockey does every year. The track record for the past eight years shows an average profit
per year of about S15,000. The pulltabs would be the other additional item on this line. The pulltabs will
be starting in July 1994 at Dicks Riverfront Bar. We estimate $5,000 should be available in 1994-95 and
up to S18,000 in fiscal year 1995-96. We realize that these numbers may not be able to be nsed as
revenues in the cash flow estimate but we wanted to make a note that these will be available for other
expenses or improvements.
Other additional income could be special fund-raisers, and pledges from individuals, groups and
industry to possibly raise and additiOnal $50,000 to S75,000 per year. There are approximately
400 families involved in hockey and skating. lfeach pledged $100 a year for 3 years it would
raise $40,00 a year for a total of S120,000. Pledges might range from $25 _ $500 per year.
Note: As of June 1,1994 the Youth Hockey Board has S35,000 in a savings account and has a balance of
about S40,000 in their checking account.
Revision Date: 7/21194
2
.
EXPENSES:
SALARIES:
BENEFITS:
REPAIRS
& MTCE.
UTILITIES:
REVISED PROPOSAL BY SUB-COMMITTEE
The salary amount we felt was to high but decided to leave it as is.
The present Arena Manager salary is $30,160, part time Ice crew is about S11,ooo and concession
workers are about S5600 for the past 1993-94 season. the 600 At present we have one full time Arena
Manager with one half time employee during the skating season and other part time ice crew and
concession workers.
The benefits we felt were high but if the City 1 ED A takes over Operations of the Arenas this would
be the same as the rest of the city employees. At present the Arena Manager receives a S 1000 IRA
annually and paid medical Blue Cross Blue Shield insurance coverage S17OO. The Arena Manager
also receives mileage at a rate ofS.25 cents per mile which came to about S450 in 1993-94.
The 1994 shows the actual Repairs and Maintenance cost of S14,5OO. We felt there numbers were
on the high side but the present rink is getting older and additional maintenance will probably be needed.
Some of the expenses could be reduced by using city staff when needed for special projects. And to be
able to use city owned equipment instead of renting it.
The utilities we felt were very high. The total for 1993-94 was S33,500. The biggest expense for the
utility group is the Electric at about S23,000 a year. Gas at S7000, Telephone at S1800 and sanitation
at Sl,100.
The new building will be bigger and a larger ice sheet but with newer technology should be more efficient
also. The Elk River Municipil Utilities Commision has given this project an Economic Development Rate
for a 5 year term. The estimate for tripling the electric usage with the special rate would put the cost at
about S63,000 for the 1995-% season. Doubling these other expense the total would be about S82,000.
So we feel a conservative estimate of S9O,000 is justified.
. INSURANCE: There is a new Insurance Company that strictly insures Ice Arenas and the estimate we
received from them was S20,000. 1993-94 insurance totaled S13,OOO which includes
Property S2560, Liability S3400 + Open Skate S155 + RollerlJlading S250+Dance & Circus S130,
Employee Dishonesty S110, Crime S150, Boiler S1600, Worker Compensation $3200, Accident
& Medical S900.
ZAMBONI: Zamboni Maintenance and Fuel for 1993-94 totaled $2404. We felt the maintenance was a little on the
high side seeing that in the 3 previous years we did not total $7,000. But recognizing that the Zamboni
is aging that an increase to S5000 in 1995-96 should be adequate.
DRY FLOOR Left as is. One expense that may need be added in or else use a fund-raiser eventCs) would be the cost
EVENTS: of the carpet for indoor soccer.
EXISTING
ARENA
DEBT:
PAYMENT
OF PARTIAL
SALARIES:
In October of 1994 the debt on the existing arena will need to be refinanced. The balance at that
time will be approximately $33,000. The debt is held by three banks, First National Bank of Elk
River, Bank of Elk River and State Bank of Rogers. The payment is $2,500 principle plus interest
which is based on one percentage above the T-Bill rate, not less than 8% and not more than 10"/0.
The numbers are shown based on an 8% rate.
There is a request by the committee members to offset some of the Salaries by payment from
the City (park fees) or Park and Recreation Board for improvements. This may only be needed for the
first three years or so depending on the bond structure.
.
Revision Date: 7/21194,revfeas2,dpm
3
,128~
· RECREATION
728 Area Recreation
1230 School Street
Elk River, MN 56330
February 28, 1994
Mr. Jeff Gongoll
13900 Riverview Dr.
Elk River, Mn. 55330
Dear Jeff,
In response to your request of my thoughts and ideas on utilizing an ice arena as a multi-purpose
facility aimed at serving the community as a whole, I have spent some time identifying potential
activity and have also spoken with mangers of similar facilities, The information that follows is a
culmination of some brief research and my ideas.
iI
Please find listed below some potential activities that could utilize such a facility year round:
- Intramural hockey (boys and girls)
"Skating lessons (introductory lessons)
- Figure skating club
" Open skating (special events, use during non school days, family oriented programs,)
- Recreational leagues, (adult hockey, broomball, curling,)
- Many uses possible by district P. E. departments if desired
- In line skating (rollerblades)
- Trade, craft and agricultural shows
- Potential for indoor soccer (considerable cost for appropriate flooring - approx. 4OK)
- Batting cages
- Potential for field house type use for school and community athletics
- Community dances
* There would also be potential for utilizing the space for basketball, tennis, volleyball, etc, Obviously,
these considerations would require an investment in flooring and portable structures, but that
investment up front may over the long term be a worthwhile investment aimed at maximizing and
diversifying use.
I believe that the facility could be well utilized, but J am uncertain as to what level of revenue could be
generated and what would be required of each activity. If the expectation would be to have all activity
generate revenue or even meet the actual costs, I fear that user fees for many programs would be so
high that adequate participation I enrollment levels would not keep pace.
"
I also believe that there is some potential to serve many of the area youth athletic associations if
some consideration were given to office arrangements and equipment storage areas. I am aware that
many of the associations privately rent space to store their equipment at a substantial cost and also
rely on other meeting locations to hold meetings, registration, etc. Would it be possible to consider
constructing an office arrangement with adequate storage for use by the area associations? I would
also suggest considering an office designed in such a way that the associations could host their
board meetings, conduct mass registrations, etc" all within one convenient setting. Depending upon
.)
~
"
..
the office arrangements, if they were occupied and managed during regular hours, many ancillary
services could be provided to the associations. Example: registrations could be received throughout
the day for those unable to make it to the initial mass registration, convenience and security of
equipment storage. and if desired; administrative support of recordkeeping, registrations etc. A
regular office presence could serve as a "clearinghouse" that would be beneficial to the associations
and could also serve as management of the facilities on site.
I hope you find this information helpful! Please contact me at 241-3523 with any comments.
Sincere y, 7Y
~L'
e Asfahl
Coordinator, 728 Area Recreation
.
COMPARISON OF CONSTRUCTION MANAGEMENT COSTS
TO GENERAL CONTRACTING COSTS
COST CONSTRUCTION MANAGEMENT
COST GENERAL CONSTRUCTION
MARKUP ON CHANGE ORDERS
CONTRACTOR'S MARKUP
.
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SITEWORK
ONCRETE
MASONRY
. METALS
. ,CARPENTR
, .' PROTECTIO .
"DOORS & WINDOW
. .... FINISHES. . .
. SPECIALTIES.
EQUIPMENT'. ..
FURNISHINGS .... ....
SPECIAL CONSTRUCTION ,.
ELEVATORS .... .
MECHANICAL
ELECTRICAL
&
CHANGE ORDERS
.
IIIIII111111111111
.
Construction Management
THE OWNER'S ADVANTAGE
A general contractor solicits bids from a variety of trade contractors and does
not always get the lowest bid.
In construction management, the owner obtains the lowest bid from the most
qualified trade contractors.
Construction
Manager
Selected Major
Building Categories
.
$93,750
$202,500
$210,000
$95,000
$77,000
$47,500
.
General
Contractor
"AU
$110,200
$202,500
$210,000
$112,500
$80,000
$53,700
$768,900
General
Contractor
"B"
$114,500
$211,750
$245,000
$95,000
$82,000
$53,700
$801 ,950
General
Contractor.
"C"
$93,750
$211,750
$255,000
$112,500
$77,000
$47,500
$797,500
Your Savings with Construction Management
.
.
.
U*MEMO***
To: Rich Czech - Elk River Youth Hockey Association
From: Dan Wagner
Ice Coordinator - St. Michael Youth Hockey Association
Date: March 24, 1994
Subject: 1994 Ice Commitment
Rich,
We were pleased to hear that the community of Elk River isexplorlng the possibility of an
additional sheet of ice next year. As you know we were very dependent on your facility this year.
Our objective is to insure that the youth in our program have adequate ice time to increase their
skills in all facets of the game.
Thanks for working with us.
As for next year: our board is committed to providing our youth with additional hours during the
1994-95 season. We are committed to 250 hours if scheduling provides us with a good mix of
weekday and weekend hours.. We would consider Elk River our home ice. We would be willing
to commit to this level of hours in writing if we could be given assurances that there would be a
good mix of hours.
Thanks again for your support of our program this year. We look forward to working with you
again next season. ~
{/J1;lM
.
.
.
St. ~ - /I~ 'Pu&a S~
March 24, 1994
Dear Rich czech,
I am writing you to inquire about the possibility of
declaring Elk River Ice Arena as the home rink for st.
Michael-Albertville High School. In the past we have
skated at Buffalo Arena. .Because of their growing
program, however, they informed me that they would no
longer have enough ioe time to support our school's
program. After hearing that Elk River may build anew
arena, we would feel privileged to use either arena as a
practice and game facility for an indefinite period of
time. In the past our school has supplied us with 40
practice hours and my booster club with an additional 10
to 15 hours a season. Our home games were also paid for
by the school and would amount to approximately 20 hours
of ice (2 hrs. x 10 games). Our youth program also skates
at your present arena, and I am confident that our ice
coordinator would purchase a high percentage of your
available ioe in either arena.
Thank you for your time and consideration. Also, "good
luok II with the new building.
Sincerely,
~fIJ~
Brian Mashuga
varsity Hockey Coach
District Office: 11343 50th Street N.E., Albertville, MN 55301 · Phone: (612) 497-3180 Fax: (612l 497-4955
MAR 28 '94 09:11
P..01
"
,. . March 28, 1994
:: .9OAFlD OF EDUcATION.
:: J~mttS Herbfl
.:' Chair
.
" K~tmYn FIg~n.hall
'. Clerk
".-'
:; . i>enni& SlIedbeek
.! Treasurer
:1.
. Noney Ca8aIlno
:: pir~tor . ..:
;, Jerry Belli.
" Director
;, Lea SIoneker
~ Director
ADMINISTRATION
'. 1iI!c......1 6enedetto
." ,A!lSt. Supl.Rnirtruclion
.'295-5184 .. .
. .
" Richerd Weiitrs
: 'ell.lm/IIS .Manager
.. 295,~ill4 .
;. Lyndon Sonjll
:: H19h SchooltPnncipal
~ 29/;-2913
;' . Flobert Voe<;I<a
:; Higl'l.8c11ood>t1ncipal
" 295-2913
Kennlt Bensen
;. !.'idella 1lchool Principal
;. 295-6183
'i' tt.ey ~ouglaA
, Elementary Prlilclpal
.:' 295-5164 ..
8noce' Novak
F E~n1ary ~oc!pa.1
.'. 295-4494
, . ivnllam whlie
.: ACtivitiea Oireclo<
.; , ~&-2913 I
:j ". Paul Zemke
: : . Speolal EdUC!ollon Ol,eclOr
" 295-5185
~, .
. Duane Gates
'.' Community EdlX'allon Dlr.
:: 295-2915 ..
!.: Cand.eo B@nolt .
.. ~. Comm,~nlty EdlX', Olr.
.,.. 295-29'5 . _:; .
OJ',:
:' :~:;.' ,::.; :"':'. 1 .
.:,
INDEPENDENT SCHOOL DISTRICT NO: 882,' .
Sheldon D. Johnson, Superintendent
Telephone (612) 295-5.184
Fax (612) 295-23;30
P. O. BOX est
MONTICELLO, MINNESOTA 55362
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FAX MESsAGE
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TO: Mr. Rich Check, Elk R~ver
FROM: S. D. Johneon, Supe~intendenf:
i:
. ".."
. -- , .. .
.. .. .:; ~-. ..,t . .' .,
Acti vi ties Director Bill :White of Montid-E!-Uo.,-.i?O:biic
. ." .. .0'.. '.' .
Schools reque~ted that'I write a l~~t~rt~.~ou
indicating Monticello Schbol Disttict'rk :;intel'~llt::I.n
securing ice time in the newly propoeed'.ifc.e o",reTia'; .'that .
is under consideration in Elk River. ii this ar~na is
ready for use during the 1 994-95 Sb~lOO:I. .year.. _.I'!E'! Iwould
be interested in renting iooe time for ol;lr:...high. ~chi:>ol
hockey team rather than; traveling. t.o-~:p~l:anp ~n.d
Colul1>bia Arena. , "''''~.'. ..:>:~ -,_".-' _..~,
. ". ..,.... _n
~ . " '.. ~- ....- ,-
As you might be aware, the: cOlI!muri~ ti,- o~f,':.Mon:tice-I~.o .'1$
also in the process of planning for. a dbiiiJt!tirdtyiarelna.'
but this question will not: be presented:' to. .the voters
until November, 1994. Therefore. . we kno.'l-f.'::tor :al f~ct
that we will need to seceure ice. t u.e..:.."o\i'tsi de our
community for the 1994-95 hi~h school hOdkk~: ;ea~on,
: '- .: ..... -.' =~:-: . '.:' ....
i .... i
If the arena question P!l.SS~s, we wo.;"idaht'ic)pateth'at
we would be able to have the arena up'aDd:runni~g for
the 1995-96 season so we would not..be It;>ok,i,ng'.'f'qr ice
time rental for more than 1S94-95. On..the; a'ther;hand,
if the arena is not to be' constructed.: in;'Mont.idel:l:o.
....e then would look for a; longer t~rlll'~.:c-otiiliti'b;ne.n't 'i;;'r
ice time at an a.rena c1;ose to Morit~e~'.flo',khlch
oertainly is the case with. Elk River. ". .,...;.-..
If you have
information,
,
any questio:l.s or
please feel free to
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