MCC Advisory Board Agenda 05-19-2005COMMUNITY CENTER ADVISORY BOARD
AGENDA
THURSDAY MAY 199 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
l . Call meeting to order
2. Consideration of adding items to the agenda
3. Consideration of approving the meeting minutes from the April 21, 2005 regular Advisory Board
meeting.
4. Update Items:
a. Facility Usage information through April 2005.
5. Consideration of establishing a fee schedule for (1) the Swan River Chapel and (2) the Mississip
Room patio only rental.
6. Review and consideration of possible adjustments to the Community Centers current membership
rates.
7. Review and consideration of possible adjustments to the Community Centers current room rental
rates.
8. Adjourn
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COMMUNITY CENTER ADVISORY BOARD
MEETING MINUTES
THURSDAY, APRIL 21, 2005 - 4:30 P.M.
Board Members Present: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob
Grabinski and Clint Herbst
Staff Members Present: Kitty Baltos-Director
Meeting called to order at 4:32 p.m. by Harvey Kendall
2. Consideration of adding items to the agenda. Clint Herbst added review of policy or procedure for
refunds to customers of the Community Center. (Item 7) Kitty asked Clint Herbst if he, as our
Council representative, had any indication of directions that the Council would like us to follow.
Clint indicated that they were interested in seeing the community center cost the community less.
3. Consideration of approving the minutes from the March 17, 2005 regular Advisory Board meeting.
MOTION by Richard Quick to approve the minutes as submitted, SECOND by Sandra Theros,
MOTION PASSED with Clint Herbst abstaining.
4. Update Items:
a. Breakfast with the Easter Bunny - Financial Review. Kitty Baltos reported that we served
200 more people that the previous year. The event did lose $148. The Board agreed that
this is a good event for the community center and the community. Kitty further reported
that she is seeking a solid organization to take this event over in the future. She felt that
the community center had done the hard work of establishing the event, but now feels that
this would be a great fund-raiser for a Monticello organization. The Board agreed that the
community center is a great place to hold this event and that having an organization put on
the event as a fund-raiser was also a good idea. Richard Quick and Bob Grabinski, who
had volunteered on that day, felt that the kitchen did not have a big enough cooking area
for all of the food that was prepared. They wanted to make sure that information was
passed along to a potential organization.
b. Air Quality Natatorium - Kitty reported that a memo was made available to the City
Council requesting comments about the proposed fix and its cost. She did not receive any
feedback from the Council and is therefore proceeding with the fix. Kitty and the
Maintenance Supervisor, Brian, researched exactly what work should be performed. They
found that MCC has been able to maintain the recommended humidity levels, therefore, it
was felt that the recommended up -sizing of that unit might be unnecessary. Another
recommendation was to add an additional run of duct work, however, it was also found that
one current run of duct work had diffusers that were closed, even though they were set in
the open position. This has since been fixed. Clint Herbst also recommended, at a
previous meeting, to look into overhead fans for great air movement. Brian discussed this
option with our chemical distributor, who also installs pools, and they felt that it would be
a good idea. After this research was done, it was determined that the best course of action
was to replace the pulley system in the dehumidification system. This is regular
maintenance that MCC does every other year and had budgeted $4,500 to do this year. We
will also be installing the overhead fans to increase air circulation. This will cost $4,900.
We will additionally be balancing the air handling system since the original balance was
done with one run of diffusers closed. The total cost to make these fixes has been quoted
at $8,800. The community center budget had designated $99,500 to improve the air quality
in the pool area and to replace the pulleys on the dehumidification system. Brian has
reviewed the proposed work with the company who handles our air handling maintenance
contract and our pool chemical vendor and they all felt that this would be the most efficient
way to improve the air quality.
C. Facility usage number through March 2005. Kitty reported that March surpassed the
previous years March numbers as did February and January. Through March 2005, the
community center had 54,667 visitors in the facility. They also currently have 891 active
memberships that equates to over 3,100 members as of April 1 S`
d. Financial review through March 2005. Kitty reviewed the financial information with the
Board. The revenue for all categories but User Fees was up in comparing to the same time
period in 2004. Clint Herbst questioned what items comprised the User Fees. Kitty
reported that these are non -membership or daily fees for the recreation area of the facility
like; the indoor play area only, a 10 visit punch pass for the pool or gym, it also includes
climbing wall fees received. Kitty reported that the Wheel park fees are also in this
category and so MCC opened that parks three days already in April, so the statement does
not reflect the money that will be collected in daily fees and passes to the wheel parks as
yet. Bob Grabinski, at the March meeting, requested more information about the reports
he'd heard that the MCC is being subsidized by the taxpayers at $1.3 million. Kitty
provided the 2005 budget with the reported taxes budget of $1.007 million and then the
$250,000 liquor store transfer. She suggested that this is where this number might be
coming from. However, this does not take into consideration the $685,000 that goes to the
debt payment and not MCC operation.
5. Review of Mississippi Room capacity and policies for enforcement. Kitty Baltos reported that the
capacity of the Mississippi Room is 315. There was only one time that the size of the event was
over the 315 and they were required to rent the Bridge Room along with the Mississippi Room and
the additional guests over the capacity were set up in that room. Our Event Coordinator advises all
renters of the room capacity and to ensure compliance notifies them that no additional tables and
chairs can or will be set up if capacity is exceeded. This has kept renters in compliance.
6a. Consideration of financial review of the swim lesson program for future budget considerations. In
reviewing the swim lesson program for 2004, the program showed a profit of over $12,000. Kitty
reported that we had 1423 registrants for group or private swim lessons in 2004. Changes for 2005
include continuing to find low or no cost ways to advertise the program and developing a private
swim lesson package, much like you would see for a personal trainer.
6b. Consideration of financial review of the general programming for 2004 for future budget
considerations. The programs for 2004 indicated a loss of $54 for 2004 before the salary of the
program coordinator. The program had over 2,600 registrants. Since September 2004,
Community Education has been permitting the community center to have program flyers inserted
into elementary students take home packets. This has improved our registration numbers
significantly. In surveying our program participants in January through March, they have indicated
that they are finding out about our programs through the school or secondly by flyers in the
building and on the counter. Kitty will be talking with Duane Gates about inserting some of our
program information in the Community Education Journal that is published quarterly. Changes for
2005, the community center will be dropping their front page ad done monthly in leu of the school
flyers and the Journal. None of the survey respondents reported getting our program information
from the newspaper ad. The Board was interested in seeing us continue to provide programs that
covered their costs.
6c. Consideration of financial review of climbing wall usage for future budget considerations. Kitty
provided detail indicating that January had 820 climbers, February had 973 climbers and March
had 950 climbers and 11 groups booked on the wall. 74% of the climbers are pass holders for
which the climbing wall is included. Kitty reported that as the wall slows down, the hours are cut
back and staff is cut back.
7. Added Item: Review of policy or procedures for refunds from the community center. Clint Herbst
noticed in the most recent Council packets refunds to customers. He indicated that he and other
Council members were questioning what these were for. Kitty reported that they were for fecal
incidents in the pool. The community center has a policy where guests can request a refund due to
pool closure if they have been in the pool for 30 minutes or less. They must make a written
request at the time of the incident to the Guest Service Counter, the Aquatic Director then contacts
the individuals. We first offer a guest pass for future use. Most often this is the option taken,
however, some individuals do want a refund because they live a greater distance from the center
and are unsure when they might be able to get back to use the facility or in one incident, it was a
daycare provider bringing her charges and it was easiest for her to receive a refund. Clint
questioned how often the community center has these types of incidents. Kitty reported that since
January through March is the busiest time for the community center pool these incidents might be
more frequent, but in general they happen once per month. These requests were actually from two
separate incidents that were two weeks apart. Kitty also noted that because it is the busy season,
the bather load in the pool would most likely be 150 to 250 people at the time of the incident so
two requests per time was actually pretty low. The Board inquired about how long the pool would
be closed for such an incident and if this happens else where. Kitty reported that they would most
likely only have the pool closed for one hour or less since there is more than enough chemicals in
the pool and that every public pool has to deal with this type of issue with the same or greater
frequency.
8. Added Item: Clint requested that we also add a discussion about the electronic reader board. The
Board reviewed the previous discussion about the low height of the Town Center reader board and
the lack of community center recognition with a reader board in that location. They also felt that
advertising with the liquor store, on their site, might not be the best mix. Richard Quick suggested
that the Liquor store sign be removed and be replaced with a community center directional sign
and electronic reader board. The feeling was that the liquor store's store front was the best sign for
them. Clint reported that in discussions that he's had with other businesses, that an electronic
reader board is approximately $17,000. The Board would like Kitty to continue to look at the
options of putting a sign at the liquor store site or even doing an on -site reader board.
9. Bob Grabinski requested that at the May meeting the Board review membership costs and it was
also requested that we review rental information and costs.
10. MOTION by Richard Quick to adjourn the meeting at 6:10 p.m., SECOND by Sandra Theros,
MOTION PASSED and the meeting was adjourned.
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CHURCH RENTALS
MONTICELLO CHURCHES
May 2005
1. Community United Methodist Church
Sanctuary holds 200 to 250 people rents $350
Wedding Consultant required $50
Custodian required $50
Minister if needed $150
Damage Deposit $150
2. Resurrection Lutheran Church
Sanctuary Members
$100
Non Members
$275
Pastor
$250
Required Classes
$75
Damage Deposit
$150
3. St. Henry's Catholic Church
Chapel holds approx 100 $195
Church (includes Custodian/Wed Coor) $380
Priest gift from family
4. Monticello Covenant Church
Building rent holds 300
Custodian
Sound Person
Wedding Coordinator
Damage Deposit
SUGGESTION:
Rent $275
Custodian Time $ 70
Wedding HostNideo $120 (assumes 6 hours time)
Total $465
Sell the package at $450
$300
$70
$80
$200 to $250
$100
'jT +e4ll I G ' 2.-""
MISSISSIPPI ROOM PATIO RENTAL
Proposed 5/2005
PATIO
ONLY
ADD
KITCHEN
ADD
ALCOHOL
ADD
BOTH
RESIDENT
$175
$250
$375
$450
REGULAR
$200
$300
$400
$500
ORGANIZATION
$175
$250
$375
$450
1. Patio would be a six (6) hour rental
2. The patio square footage is approximately 2050 s.f. giving the patio a capacity of 136. I think we
should advertise a 130 capacity.
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ROOM RENTAL
PRICE REVIEW 2005
FACILITY
20-25
50-75
100-125
MONTICELLO
$30 / $60
$50 / $100
$150 / $225-$300
BECKER
$15/hr or $20/hr
$45/hr or $60/hr
BROOKLYN PARK
$20/hour
$20/hour
$25/hour
MAPLEWOOD
$65/hour
COMFORT INN
Monticello
$60 for 4 hours
$80 for 4 hours
Monticello
1. Rentals are for a minimum of 3 hours. We charge hourly after that. Hourly rate is 20%
of the 3 hour minimum rate.
2. We provide I pot of coffee, table and/or chair set as per request and signs.
3. They can enter their room 20 minutes ahead of schedule to set up
4. We offer Resident, Regular and Organization rates. The above rates are the Regular
rates.
5. After speaking with Perry Sloneker at the Comfort Inn, he indicated that the Comfort is
low compared to metro areas hotels.
In figuring our rental rates, the custodial cost was factored in. These room rates have not
changed since 2001.
2005 Average Custodial Rate = $17.54 wages only.
Set up time:
Boom Island
Bridge Room
1/2 Mississippi Room
Full Mississippi
45 minutes set up and tear down
1 hour set up and tear down
1 hour set up and tear down
3 to 4 hours set up and tear down
ADDITIONAL INFORMATION:
HALF ROOM
FULL ROOM
Week Day
150
300
Friday
250 / 225
500 / 450
Saturday
300 / 275
600 / 550
Sunday
1 225 / 175
450 / 350
Private function / Business function or organization event
(No alcohol)
1 us
DATE: May 12, 2005
TO: Community Advisory Board Members
FROM: Kitty Baltos-Director
RE: Blue Cross Blue Shield
I have been keeping my eye on the Blue Cross Blue Shield (BOBS) member reimbursement
program. As you know, I'd like MCC to be able to participate in this program but only if it makes sense
financially. Well, they are getting closer to making sense. There have been some changes that I wanted to
make you aware of. If you're interested in talking more about them, they could be included as an add item
at our next Advisory Board meeting.
My first concern about the program was the required $400 payment to Minnesota Independent
Health Club Association (MIHCA). The benefit originally of membership was that you were included on
the MIHCA website. MIHCA is now recruiting vendors who will provide discounts on products and
equipment to MIHCA members. They are working to recruit landscape companies, flooring vendors,
website development companies, sound system vendors and potentially a music licensing organization.
My second concern with the program was the $49 per month payment to APEX for software that
most facilities reported that they didn't even use. APEX has since modified their software so that it is
easier and has also reduced the turn around time for the reimbursement check. BCBS was up to 90 days
out for a reimbursement check and this new software has gotten it back to the promised 60 day turn
around.
My third and largest concern about the program was the reports from participating facilities that
the reporting requirement was taking 15 to 20 hours per month. It is now being reported, with the
software improvements, that the monthly manpower requirement is actually quite a bit less than originally
reported. The start up is time consuming, depending on the number of members signed up initially.
Becker spent approximately four hours on set up. However, their monthly reporting requirement now is
approximately one hour with 61 members. I could see ours taking a little longer as we would have to
report and then make EFT adjustments, so we could be looking at anywhere from three to five hours per
month. This is significantly less than the originally reported 15 to 20 hours per month.
I still get requests to have MCC join the program, I even got one again last night! When I tell
them that we aren't and don't plan to by explaining the costs, etc. they are pretty angry with me and MCC
that we're standing in the way of a benefit from their insurance company. You know how I feel about
customer service and this one just really bothers me.
Here's some additional information that I got at a facility managers meeting on Tuesday.
Participating Community Center
Members on the
program
New Members because
of program
Becker Community Center
61
5
Granite Falls - Kilowatt Community Center
190
19
Perham Community Center
350
70