MCC Advisory Board Agenda 02-17-2005COMMUNITY CENTER ADVISORY BOARD
AGENDA
THURSDAY, FEBRUARY 17, 2005
4:30 p.m. -ACADEMY ROOM
Board Members: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob Grabinski
and Clint Herbst.
Staff Members: Kitty Baltos-Director
1. Call meeting to order
2. Consideration of adding items to the agenda
3. Consideration of approving minutes from the January 20, 2005 regular Advisory Board meeting.
4. Update Items:
a. Multi -Park Wheel park pass progress.
b. Blue Cross Blue Shield member reimbursement program
C. Opening aerobic room for fitness area users
d. Facility usage for January 2005
5. Discussion and consideration of proposal from Ericksen Ellison and Associates for mechanical and
electrical services pertaining to the natatorium air quality improvements.
6. Review of Community Center mission statement to determine if vision established is still an
accurate reflection of facility operations present and future.
"The Monticello Community Center, through quality service and good planning, will strive to
excel in providing friendly, fun and safe multi -generational health, recreational, social and
professional opportunities and individuals, groups, organizations and businesses. We will strive
to maintain a clean and healthy environment and support community events whenever possible. "
7. Meeting adjourned
COMMUNITY CENTER ADVISORY BOARD
REGULAR MEETING MINUTES
JANUARY 20, 2005 - 4:30 P.M.
Board Members Present: Richard Quick -Vice Chair, Sandra Theros, Bob Grabinski and Clint Herbst.
Board Members Absent: Harvey Kendall -Chair
Staff Members Present: Kitty Baltos-Director
l . Meeting called to order at 4:31 p.m. by Richard Quick, Vice Chair.
2. Consideration of adding items to the agenda
A. Swan River School update (Item 6)
B. Bernick's Pepsi $20,000 up -front money and use (Item 7)
3. MOTION by Bob Grabinski to approve the minutes from the December 16, 2004 regular Advisory
Board meeting, SECOND by Sandra Theros, MOTION PASSED unanimously.
4. Update Items:
A. 2004 end of year purchases; Kitty Baltos provided a list of eight items purchased at the end of
2004 as per discussions at previous Advisory Board meetings. Those items were (1) down
payment on draperies for the Mississippi Room and the River Room, (2) Double door freezer,
(3) upright exercise bike and lying hamstring machine, (4) electrical upgrades to concessions
area and the gymnasium, (5) pool storage cabinet, (6) security camera purchased and camera
improvements, (7) ping pong table and (8) two ornamental trees for the gallery hallway. All
items purchased totaled $21,711.34. Richard Quick questioned what the budget surplus was.
Kitty believed that the amount approximately $60,000.
B. Fifth Anniversary Celebration; Kitty Baltos reported that it was recommended by her
supervisor, Jeff O'Neill, that an inexpensive approach to the celebration would be the best
plan. The Board discussed ideas and recommended:
i. Free until 5 p.m. - guests can use the MCC for free until 5 p.m.
ii. Dollars off a new or renewal membership. Specifically a $5 dollar discount.
iii. Specially pricing for concessions, for example, .050 popcorn.
The Board requested that the wall be open after school hours and that we have a fitness trainer
in the fitness area for longer hours. Clint Herbst also suggested that rather than advertise in
the newspaper, we use a portable sign on Highway 25 for advertising.
C. Facility usage numbers for 2004; Kitty Baltos provided information and reported on the
facility usage number for 2004. The numbers indicated that the community center saw over
131,500 visitors for 2004. This number does not include participants in swim lessons or other
programs or for people in MCC for meetings that do not use the other facilities of the center.
Kitty estimated that if those areas were included, the number would most likely top 150,000
users for 2004. The usage represented a 20% increase over 2003. Kitty also informed the
Board that so far January 2005 has been an extremely strong month.
Clint Herbst question the item in the December 16, 2004 meeting minutes about low
attendance in the wheel parks. The Board discussed options for improving attendance for
2005 and reaffirmed its commitment to watch the usage number closely.
Bob Grabinski reviewed with the Board his desire to take down the aerobic room walls to
allow for more space in the fitness area which is being heavily used. Kitty let the Board know
that we do have a lease agreement with a Tae Kwon Do school until either the beginning or
the end of June this year and that Swan River has requested to use the aerobic room in
September for their classes while construction finishes up. Bob suggested that we at least take
the doors down so people know that they can use the room to stretch and do abdominal
exercises. Kitty said that she would talk to the head of the TKD school to see if he is
amenable to this.
5. Discussion of the Minnesota Independent Health Club Association (MIHCA) member reimbursement
program. Kitty reviewed the information provided to the Board about the MIHCA program. She also
shared reference information from Syntregy Fitness and the Perham Community Center who are
currently members of the program. The Board came to the consensus that our desire to keep
membership prices low and be a family community center did not allow us the additional revenue to
cover the cost of this program. They asked Kitty to inform the members in a positive way about this
decision, but asked that she keep on top of any changes in the future that might make this program
more feasible to join.
6. Added Item: Swan River Update; Kitty informed the Board that the agreement was again being
reviewed by the City Council. She asked Clint Herbst to update the Board further. Clint said that they
were still working on the agreement in particular some of the wording with regards to payments to the
community center for facility usage. Kitty expressed her concern to the Board about parking issues
for both facilities. Clint informed the Board that the Council would be looking to build a parking lot
behind the library and across Walnut Street from MCC to ease the parking problem. Sandra Theros
questioned if there would be any difficulties for the staff with the additional usage daily. Kitty
advised that Swan River promised that if they were using the pool it would be no more than 10
students at a time which is well within the MCC life guard to patron ratio and would not require
additional staff. MCC would also just divide the gym for their use and not provide an MCC staff
person. Swan River has promised MCC that if we have a group they will be flexible about their time
to allow us to still maintain our heavy group usage.
7. Added Item: Bernick's $20,000; In the discussion about advertising for the Fifth Anniversary, Clint
Herbst recommended that we again look at an electronic sign on Highway 25. Sandra Theros
suggested that we use the Bernick's money towards the purchase of this sign. The Board was in
agreement about this with a strong request from Sandra to add equipment to the Romp n Stomp room.
She suggested basketball hoops, a new fort, etc.
8. MOTION by Bob Grabinski to adjourn the meeting at 6:05 p.m., SECOND by Sandra Theros,
MOTION PASSED, meeting adjourned.
ERICKSEN ELL SON
and Associates Inc.
PA: MN 5511 14412'
February 10 2005
City of Monticello
MS KITTY BALTOS
505 Walnut St — Suite 4
Monticello MN 55362
PROPOSAL FOR
MONTICELLO COMMUNITY CENTER
NATATORIUM DUCTWORK AND
LIGHTING REVISIONS
Dear Ms Baltos
OON.S)ULTING
ENGINEERS
EEA is pleased to submit this letter of proposal for mechanical and electrical engineering services in
conjunction with the referenced project.
SCOPE OF BASIC SERVICES
A. Review available existing drawings perform site visit to review and observe the existing
system.
B. Attend a pre -design review meeting with the Owner to receive approval of the proposed
design.
B. Prepare engineering construction drawings and specifications suitable for bidding that
incorporate ductwork and other revisions to the supply air and return air, and replacement
of the existing light fixtures in the natatorium in accordance with our report dated October
17, 2002; including testing and balancing of the natatorium supply air unit and testing and
balancing of the building hydronic hot water heating system.
C. We will procure the services of a Licensed Professional Structural Engineer to provide
design related to review of the roof structure and providing criteria and restrictions for
supporting ductwork, as well as design of any field -constructed plenum walls. Required
structural design services that go beyond this scope will be considered additional
services, and will be discussed with and approved by the Owner prior to proceeding.
D. Attend a pre -bid meeting and answer questions, prepare addenda, etc.
E. Provide construction administration services to include review of shop drawings,
answering contractor questions, and perform one site observation to prepare a final
punch list.
F. Assess the existing building heating system to provide an opinion as to whether there is
sufficient boiler capacity to serve the connected loads, and issue a report.
II. PROFESSIONAL FEE
A. Our professional fee for Basic Services described in Section I above will be a lump sum of
$14,700, plus reimbursable expenses, payable monthly upon presentation of invoice. The
fee for Basic Services does not cover Additional Services described in Section III or
Reimbursable Expenses described in Section IV.
MS KITTY BALTOS
February 10 2005
Page 2
B. Billing and Payment. Account payments for services rendered and for reimbursable
expenses incurred shall be made monthly upon presentation of Engineer's invoice.
Client shall pay Engineer's invoice within thirty (30) days. If payment in full is not
received in 30 days, invoices shall bear interest at one -and -one-half percent (1.5%), or
the maximum rate allowable by law, whichever is less, of the past due amount per month.
III. ADDITIONAL SERVICES
A. Additional Services will comprise all work not outlined in Section I, Scope of Basic
Services, including, but not limited to:
1. Attending additional meetings, site visits.
2. Testing of existing systems to determine functionality or capacity.
3. Analyzing owning and operating costs.
4. Providing financial feasibility, economic comparison, or other
special studies.
5. Commissioning or post -commissioning services.
B. EEA's fees for Additional Services will be negotiated prior to performance of the
service(s).
IV. REIMBURSABLE EXPENSES
Reimbursable Expenses are in addition to the fees for Basic and Additional Services indicated in
Sections I and IV. Reimbursable charges will be invoiced at actual cost or set schedule, as
stated.
A. Reproduction of drawings and specifications for review, bidding, or construction.
B. Express delivery service when such service is required by the Client.
C. Long distance telephone charges.
D. Testing of existing systems, when requested by the Client, to determine capacity.
E. Flow tests to determine city water system capacity for fire protection.
F. Mileage and other travel expenses.
G. Additional consultants, when authorized by the Client, plus 15%.
H. Additional insurance for coverage greater than normally carried, if required.
MS KITTY BALTOS
February 10 2005
Page 3
V. OTHER CONDITIONS OR SERVICES
The following attachments are made part of this proposal and are incorporated herein by
reference:
Other Conditions and Services.
Per your request, we have reviewed the probable construction cost estimate that we prepared as a part of
our previous report dated October 17, 2002. At this time, based upon some similar project experience
within the last year, we believe that the probable construction costs for this work will be the following. -
a) Modify ductwork/air distribution = $70,000
b) Construct wall return air plenum = $8,000
b) Testing and balance (existing dehumidification unit) = $1,500
c) Testing and balancing the building hydronic heating system = $3,500
d) Replace existing light fixtures (natatorium) = $36,000
Total probable construction cost = $119,000
We hope you find this proposal acceptable. We welcome your ideas and any other comments or
questions. If acceptable, this proposal letter and its attachments will serve as our agreement. If this
proposal is acceptable, please sign and return one copy to EEA so we may begin work.
We look forward to working with you on this project.
Sincerely
ERICKSEN ELLISON and Associates Inc
Michael F Richards PE
Attachments
c: Jim Art, VP — EEA
Terri A. Fleischhacker, CFO — EEA
-RICK"S"EN ELLISON
CONS LTIN
ENGINEER"',
�dr d Assowfgµ¥e s Inc
i
OTHER CONDITIONS OR SERVICES
LIMITATION OF LIABILITY
In recognition of the relative risks, rewards, and benefits of the Project to both the Client and the Consultant, the risks
have been allocated such that the Client agrees that, to the fullest extent permitted by law, the Consultant's total liability to
the Client for any and all injuries, damages, claims, losses, expenses, or claim expenses arising out of this Agreement
from any cause or causes shall not exceed $50,000, or our fee, whichever is greater. Such causes include all theories of
claimed liability, including but not limited to, claims regarding negligence, errors, omissions, strict liability, or breach of
contract. If, due to Consultant error, any required item or component of the Project is omitted from or changed in the
Consultant's construction documents, the Consultant shall not be responsible for paying the costs to add or change such
item or component to the extent that such item or component or change to such item or component would have been
otherwise necessary to the Project or otherwise adds value or betterment to the Project.
DUTY OF SERVICE
Unless services are specifically identified in the scope of work for the project, the Consultant has no duty to perform any
destructive testing or any other testing designed to reveal concealed conditions concerning the facility's building envelope,
materials, or systems, or to discover any condition or opine on any subject that could have been detected in whole or in
Party by such testing. The Consultant shall also have no duty to investigate for the presence of any hazardous material,
including but not limited to asbestos, mold, fungi, or any other material or pathogen which may be hazardous or
detrimental to the building's condition, operation, or serviceability or to any person's health. The Consultant shall not be
liable or responsible for any damages - past, present, or future - caused by the existing design or construction of the
facility.
SETOFFS, BACKCHARGES, DISCOUNTS
Payment of invoices shall not be subject to any discounts or set —offs by the Client, unless agreed to in writing by the
Consultant. Payment to the Consultant for services rendered and expenses incurred shall be due and payable regardless
of amy subsequent suspension or termination of Client/Consultant Agreement by either party. Payment of any invoice by
the Client to the Consultant shall be taken to mean the Client is satisfied with the Consultant's services to the date of
payment and is unaware of any deficiencies in those services.
COST ESTIMATES
In instances when the Consultant is required to estimate the cost of construction for this project, estimates shall be
defined as "Opinions of Probable Construction Cost." The Client understands that the Consultant has no control over the
cost or availability of labor, equipment, or materials; market conditions; or Contractor's method of pricing. The Client
further understands that the Consultant's opinion of probable construction costs are made on the basis of the Consultant's
professional judgment and experience. Consultant makes no warranty, express or implied, that the bids or negotiated
cost of the Work will not vary from the Consultant's opinion of probable construction cost, and the Consultant shall not be
liable for such variances or any direct, indirect, or consequential damages due to such variances.
MEDIATION
Any claim, dispute, or other matter in question arising out of or related to this Agreement shall be subject to non -binding
mediation as a condition precedent to arbitration. The Client and the Consultant will include a mediation provision in the
Client/Consultant Agreement, as well as in all agreements with their subcontractors, sub consultants, suppliers, and
fabricators, thereby providing for mediation as the primary method for dispute resolution among the parties to all of those
agreements.
ARBITRATION
In the event the Client and Consultant are unable to settle a claim, dispute, or other matter through mediation, then such
disputes may, with consent of both parties, be settled by a binding arbitration in accordance with the Construction Industry
Mediation Rules of the American Arbitration Association.
Arbitration arising out of or relating to the Contract Documents shall include, by consolidation, rejoinder,
or any other matter, all parties reasonable and necessary to the full, fair, final, and complete resolution
of the claim.
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