MCC Advisory Board Agenda 09-15-2005COMMUNITY CENTER ADVISORY BOARD
SEPTEMBER 15, 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 agenda
3. Consideration of approving the minutes from the August 18, 2005 regular meeting.
4. Update Items:
a. 2006 budget changes
b. Donation from the Land of Lake Choirboys
C. Facility Usage numbers through August 2005
d. Financial information through July 2005
5. Consideration of changes to wedding package pricing and amenities.
6. Discussion and consideration of ice time use and advertising at the Moose Sherritt Ice
Arena.
7. Meeting adjourned.
COMMUNITY CENTER ADVISORY BOARD
REGULAR MEETING MINUTES
THURSDAY, AUGUST 18, 2005
4:30 P.M. - ACADEMY ROOM
Board Members Present: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob
Grabinski and Clint Herbst
Staff Members Present: Kitty Baltos-Director
1. Meeting called to order by Harvey Kendall at 4:29 p.m.
2. Consideration of adding items to the agenda. Kitty Baltos requested to add (1) Church name and
rental request (item 5) and (2) Teen Center discussion (item 6).
3. Consideration of approving the minutes from the July 21, 2005 regular meeting. A MOTION by
Richard Quick to approve the minutes from the July 21, 2005 as submitted, SECOND by Sandra
Theros, MOTION PASSED unanimously with Bob Grabinski abstaining.
4. Update Items:
a. Childcare Birthday Parties: Kitty reported that party package names selected, party times
and prices have been determined and the information has been given to MAJIRS !
Advertising and Design for brochure production. A table has been ordered and a divider
and toy cabinet will be ordered. As soon as a delivery date is confirmed, parties will begin
to be booked. Richard Quick requested that MCC staff keep track of party room calls and
future parties turned away due to unavailability.
b. Iron Filtration System: Kitty reviewed what had happened since the previous meeting; Kent
Herbst, water specialist, came in and gave his recommendation for a fix, a meeting was
called with Culligan and Wigen to discuss this recommendation and possible others.
Currently Culligan is doing water testing of the wells that the MCC uses to assist the two
vendors in making their recommendations.
C. Wheel Park Update: Kitty reported that the attendance numbers are still low, about 56% of
where we were at the same time last year. Kitty talked to Tanya at the Maple Grove
Community Center and she says they're up 231 visits from the same time last year. She
said that she had heard that the skate park in Brooklyn Park, which is a Tier 1 park, is
doing very well. Kitty was unable to talk to anyone at the Underpass in Hopkins or anyone
in Buffalo. The Board asked that Kitty continue to watch the attendance and report back at
the end of the season number of users and revenue figures.
d. Electronic Reader Board: Kitty reported that nothing has happened as yet with the Liquor
Store sign. Joe Hartman, from the Liquor Store, has been getting quotes on a new sign.
e. Facility Usage through July 2005: Kitty reported that the community center is up is visitors
approximately 13,000 over the same time last year.
5. Added Item: Church name and rental information: Kitty Baltos provide information about the
church including its first wedding booking for November 19. The community center has been
unofficially using the name Little Mountain Chapel, but would like to officially name the facility
for the purposes of advertising for weddings. A MOTION was made by Bob Grabinski to approve
the name Little Mountain Chapel for the little white church, SECOND by Richard Quick,
MOTION PASSED unanimously. The Board then discussed the rental inquiry from the Harvest
Bible Church for a regular Sunday rental and a rent amount recommendation. A MOTION was
made by Sandra Theros to approve the rental request from the Harvest Bible Church from 9 a.m. to
11 a.m. on Sundays for a one year period at the rental amount of $200 per week, the agreement
should stipulate that chair set up and take down would be done by the church group and they
should be offered the ability to reduce their rent to $175 if they sweep and vacuumed the facility
weekly. There was a SECOND by Clint Herbst. In the discussion that followed Harvey Kendall
questioned whether we were then establishing a $100 rental rate for the facility. A decision on this
was tabled until the Board and the staff knew what amenities would be available in the facility.
The MOTION PASSED unanimously. The Board planned on going over to the chapel after the
meeting adjourned to review the space.
6. Added Item: The Warehouse Teen Center: Kitty Baltos updated the Board how things were going
in the Teen Center. She reported that they have periodic episodes of bad behavior, suspected drug
use, etc. and they have to clamp down on the kids, bring in the police, kick some kids out and no
trespass some then things go smoothly for a while. This area does cost approximately $7500 per
year for supervision staff and supplies. The Board agreed that the Warehouse is an important
amenity of the community center and felt that it should continue to operate as it has with the staff
continuing to monitor the kids as they have been. Bob Grabinski felt that it was important to
maintain the warehouse so that the kids have a place to go. Harvey Kendall felt that the
Warehouse was unlike the skate park. The skate park has only one use and so watching its use and
loses is important, however, the Warehouse has other uses for the community. Richard Quick
supported the staff s use of police when necessary and Clint Herbst felt that it was more important
to ensure that each area of the facility is used to its maximum not necessarily to make money.
7. MOTION by Sandra Theros to adjourn the meeting at 6:07 p.m., SECOND by Bob Grabinski,
MEETING ADJOURNED. The Board went over to the Chapel for a tour of the construction to
date.
"T O d' N q• w U) 0 (D 00 'It 'q N
CY) U7 (D T T Lr) d to M O r- 00 O
qe r CO O) q r` N M O O co T e-
O"T M LO O CO O O O U7 00 Oco
O N
N IV-
N (D qq-L000OO r+
N O tO r m q- r-- m (D
�r-Nt.C)MmmmO �y
Q � M M O O O(0 O
a.
O
N
LO
CD
M
I`
N
M
N
O
CO
T
00
(0
tO
vvr-OM�trnU7
C-bg
r-
O
M
00
dr
M
O
N
p
CO
to
cM
O
O)
O
U7
L
N
L
T
O
IT
Lo
M
M
O
M
T
O
O
O
O
M
_J
d'
O
T
CO
00
d'
M
O
0)
Q
O
r-
N
r,
CO
T
NCT
Cr)
LO
�
0
0
0
O
O
0)
0
T-
H
L)
O c- O"T N 0 O N
CD LO r--M M "q-O
co
N M M M r--N N N N
{V
N
to
n.
O N M O O M �}
r` d U') 00 I 'Ct m
M
_
I— CO 0)Lo d d
m
a
(U CO d r` M T O to CD
y a0 d tf) O N T U-)COtO
ti)
L
= T M W d' M �O M U-)
co
.0
LO O M T O M CO O
O M O T T N r- CO
M
to
0
T T T T T N
0)
v
r- N (D co O LO U') 00
L S O ct O M v T 'r-
�--
�'
p U7 m U7 M O to CO
co
0
U7 U) O O U) CO O U)
M
M
Q
U-
O LO O O O LO O U)
00 O) 'q IT CO T CO
J
z
y T T
y
tD
Q�
U.
O U7 T r- N r` co T
CO M M T -q q CO T
LO
m
C
N
O) O N CO C0 VO UD U)
T
Q
wa T T
V.J
co
�
Q
(n
00 N M LO M U7 ao 00
CD - O r- m CO N 00
{!i
LO
U
J
�
N M M T T T N T
y
00
M
cu
Li
Q
O
T M 00 LO Q O O 'q
(D Iq N d r` r` r- T
d
C
N
(%?
d ti N O U� M U-) U) O
ii.�
LO
3 U)
U
�
y CO N N It � M CD N 00
T
tT-
• � C
o 12
c
C1)
Cl)
CU
m
F-
Z
O
Zm�}Z-j0 >U
J
i—
c6 "O
E�
�m
WQa-Q
¢L.L25<2E <Cr)OZZ0
O
F-
co
O O
M Ln
M e-
M
m CO
co CD
N 00
O
T
C
O
O
O
C
O
U
N
L
c0
L
N
U)
n
O
Q)
L
(0 �
Y O
U �
(� N
L
O
C
�C L
Cu
O
O a)
CD- =
L E
U) O
O U
Cu
U) L
>,
0 N
Cll �
w N
4-
E
O
N Q
O >'
U �
(n
a)
a)
a) -p
U)
a)
U)
U)
Q n-
T
O
00
U7
O
O
N
,Q-
REVENUE & EXPENSE STATEMENT 2005 - as of July 31, 2005
2005
2005
FULL YEAR
MTD
REVENUE
BUDGET
ACTUAL
1
ROOM RENTAL
68,000
42,465.16
2
ROOM RENTAL INTERNAL USE
45,000
3
PARTY ROOM RENTAL
26,000
17,997.69
4
CONCESSIONS
82,000
56,210.50
5
USER FEES
62,000
33,091.28
6
MEMBERSHIPS/DAILY
460,000
307,449.37
7
PROGRAM FEES
60,000
41,143.92
8
OTHER SERVICES
6,000
51991.74
9
1 NTEREST
1,650
10
EQUIPMENT RENTAL
500
205.66
11
CONTRIBUTIONS
3,000
12
SALE OF PROPERTY
1,250.00
13
MISC REVENUE
450
162.01
14
NSF FEE COLLECTION
35.00
15
TOTAL REVENUE BEFORE TAXES
814,600
506,002.33
16
TAXES
1,007,235
491,584.50
17
FEDERAL GRANT PROGRAM
1,311.06
18
TRANSFER FROM LIQUOR STORE
250,000
19
TOTAL REVENUE
2,071,835
998,897.89
EXPENSES:
20
SALARIES
591,500
346,215.98
21
EMPLOYEE TAXES / BENEFITS
120,500
66,310.93
22
PRINTED FORMS
2,000
877.39
23
OFFICE SUPPLIES
6,500
2,353.78
24
CLEANING SUPPLIES
9,000
3,472.56
25
CLOTHING SUPPLIES
7,000
331.92
26
MOTOR FUELS
19.90
27
CHEMICAL PRODUCTS
10,000
6,074.85
28
POOL MAINTENANCE SUPPLIES
13,500
735.54
29
GENERAL OPERATING SUPPLIES
18,250
19,175.86
30
EQUIPMENT REPAIR PARTS
5,000
2,563.34
31
BUILDING REPAIR PARTS
4,000
9.10
32
LANDSCAPING MATERIALS
2,000
302.46
33
MISC REPAIR & MAINT SUPPLIES
10,000
4,904.72
34
SMALL TOOLS & EQUIPMENT
2,000
35
T&E/MACHINERY
5,700
1,437.75
36
T&E/FURNITURE
10,600
678.94
37
T&E/OFFICE EQUIPMENT
1,000
38
T&E COMPUTER EQUIPMENT
7,000
39
T&E OTHER
8,600
4,900.00
40
COST OF GOODS SOLD
41
PROF SERVICE MGMT FEE
400
237.93
42
PROF SERVICE DATA PROCESS
4,000
1,834.04
43
PROF SERVICE-Website/Email
4,000
44
PROF SERVICE CUSTODIAL
1,000
45
PROF SERVICE LAUNDRY
3,000
1,107.14
46
PROF SERVICE BLDG / EQUIP
6,500
4,613.54
2004
2004
MTD
YTD
ACTUAL
ACTUAL
36,454.04
67,336.29
15,485.45
267157.74
49,776.50
78,444.44
34,672.32
54,701.61
273,961.53
445,783.10
34,156.61
53,440.17
3,707.25
14,291.96
360.92
494.74
375.00
375.00
-8.09
87773.83
85.00
120
449,026.53
749,918.88
498, 567.31
976, 732.69
947,593.84
1,726,651.57
341, 075.56
575, 965.56
60,977.49
117,628.99
930.24
1,469.18
2,326,30
41913.05
5,404.55
12,213.69
2,609.62
4,465.75
5,343.74
9,768.81
318.32
2,569.94
8,585.94
15,488.85
3,656.29
5,691.84
93.69
2,135.81
1,133.90
-1, 352.84
5,794.58
13, 537.71
1,166.07
638.95
2,230.00
2,230.00
5,785.37
8,791.87
209.92
299.45
1,867.77
4,710.27
74.90
748.00
796.62
1,576.50
2,908.60
3,353.83
12,468.64
47
PROF SERVICE MAINT AGREE
10,000
7,331.76
48
MISC PROF SERVICES
6,000
2,968.24
49
TELEPHONE
12,000
5,983.06
50
POSTAGE
1,000
100.62
51
DELIVERY MAIL SERVICE (UPS)
52
CABLE/NETWORK SERVICES
2,500
944.03
53
TRAVEL EXPENSE
900
365.08
54
CONFERENCE & SCHOOLS
6,000
641.41
55
FREIGHT
56
PROMOTIONS/EXHIBIT ADMISSION
4,500
434.00
57
ADVERTISING - GENERAL
12,000
6,931.75
58
GEN'L PUBLIC INFORMATION
1,000
59
BROCHURES
7,200
2,116.50
60
GEN'L LIABILITY INSURANCE
29,715
21,509.00
61
PROPERTY INSURANCE
8,500
7,878.00
62
MISC GENERAL INSURANCE
13,670
63
ELECTRIC
74,000
40,280.53
64
GAS
77,000
49, 774.77
65
REPAIR & MAINT - BUILDING
5,000
1,499.91
66
REPAIR & MAINT -MACH/EQUIP
6,000
7,266.95
67
REPAIR & MAINT - OTHER
2,000
68
EQUIPMENT RENTAL
12,000
6,891.54
69
UNIFORM RENTAL
1,500
372.69
70
TOWEL RENTAL
1,100
677.25
71
DUES, MEMBERSHIP & SUBSCRIP
1,800
964.88
72
LICENSE & PERMITS
700
81.14
73
PRIZES DONATED
30.00
74
BANK CHARGES
7,000
6,075.36
75
MISC OTHER EXPENSES
300
241.14
76
BUILDINGS
77IMPROVEMENTS
108,000
5,714.79
78
HEAVY EQUIPMENT
79
FURNITURE & FIXTURES
30,000
80
OFFICE EQUIPMENT
81
COMPUTER EQUIPMENT
82
OTHER EQUIPMENT
83
TRANSFER TO DEBT SERVICE
685,000
84
SUB TOTAL
1,979,435
645,232.07
85
ROOM RENTAL SUPPLIES
2,600
781.61
86
PROGRAM OFFICE SUPPLIES
87
CONCESSION STAND SUPPLIES
3,000
333.97
88
PARTY ROOM SUPPLIES
6,500
3,433.96
89
CLIMBING WALL SUPPLIES
750
147.63
90
FITNESS AREA SUPPLIES
500
1,273.78
91
GYMNASIUM SUPPLIES
500
67.03
92
INDOOR PLAY SUPPLIES
500
529.78
93
POOL SUPPLIES
1,000
581.60
94
WAREHOUSE SUPPLIES
800
207.25
95
WHEEL PARK SUPPLIES
1,500
96
GEN'L PROGRAM OPER SUPPLIES
8,000
2,189.73
97
T&E FITNESS EQUIPMENT
2,540.50
98
T&E FURNITURE
4,192.94
5,070.04
4,432.92
6,040.39
6,110.58
10, 770.11
2.61
11.70
1,186.13
2,026.98
511.31
829.40
3,065.94
3,855.73
0.00
2,125.23
7,432.40
182.40
296.40
57208.38
8,337.14
27, 017.00
27, 017.00
-970.18
8,223.00
17.29
37, 094.21
82, 882.36
44,678.71
63,883.49
2,088.51
27,074.99
27,886.11
64,230.34
4,215.53
6,699.20
11,078.85
889.09
1,325.60
583.15
1,209.42
1,292.76
1,466.54
20.00
611.04
4,040.19
61658.32
46.48
145.60
15, 951.11
27, 032.00
6,600.11
27, 362.09
6,997.15
675,715.87
1,183,923.24
357.53
2,735.11
0.00
1,187.04
462.95
3,260.75
7,333.62
631.67
735.87
8,134.44
836.00
73.69
139.74
453.33
453.33
564.65
1,529.85
243.57
354.09
127.49
202.67
2,629.96
4,267.17
12,258.15
1,870.971
6,914.81
99
T&E CONCESSION EQUIPMENT
100
T&E/RECREATION EQUIPMENT
101
T&E OTHER
102
CONCESSION FOOD SUPPLIES
52,000
32,393.77
103
NON-FOOD CONCESSION PROD.
2,000
872.45
1 44
PROF SERVICE - FITNESS
2,000
840.00
105
PROF SERVICE - PROG INSTRUCT
1,500
1,403.21
106
PROF SERVICE-GEN'L PROGRAM
1,000
1,074.00
107
PROGRAM ADVERTISING
3,500
1,015.75
108
EQUIPMENT RENTAL - PROGRAM
2,000
112.50
109
DUES,MEMBERSHIP & SUBSCRIP
250
110
PRIZES
2,500
396.38
111
MISC OTHER EXPENSES
5,244.92
112
RECREATION EQUIPMENT
113
TOTAL PROGRAM EXPENSES
92,400
55,439.82
114
GRANT PROGRAM EXPENSES
1,844.66
115
TOTAL ALL EXPENSES
2,071,835
702,516.55
116
NET
0
296,381.34
724.09
584.69
0.00
29,281.44
50,040.20
902.07
1,262.36
775.00
1,275.00
159.75
1,161.81
776.95
5,126.62
1,824.88
5,366.42
2,501.39
0.00
200.94
271.77
25.00
5,682.84
53,456.12
112,245.55
729,171.99
1,296,168.79
218,421.85
5. Consideration of changes to wedding reception package pricing and amenities.
A. REFERENCE AND BACKGROUND:
We've discussed at previous meetings, the difficulty we've had with brides wanting to get into the facility
on Friday evenings to decorate for their receptions on Saturday. We have a rental fee required and we
don't commit the room until approximately two weeks before the reception to make sure we don't miss
out on a higher paying rental.
The concern that Tricia Menth has is that it hurts in a competitive aspect that we don't have the linens,
center pieces and water goblets that every bride wants and most facilities provide as a part of their
packages. She feels that by not providing these items, the bride then needs to come in to decorate, which
is usually the tables, and by forcing them to only come in on a Saturday when their time is so limited
already, we will lose rentals to other facilities for the convenience factor alone. Tricia and I have talked
about this extensively as we work hard to promote ourselves as a premier reception facility and wedding
chapel. Here's what we're proposing:
l . We only have caterers on our caterers list who are able to provide linens. This would be the table
linens as well as napkins.
2. We purchase the water goblets and include them in our package.
3. We purchase two choices for centerpieces and include this in our package.
4. We have a MCC staff person set up the tables on Saturday morning or even Friday evening. This
would include table linens, napkins, centerpiece, goblets, and silverware. We anticipate that this
would take no more than 2 or 3 hours.
5. If the bride wants to decorate further, they can have their florist, a decorating company or they
themselves can come in at 8 a.m. on Saturday morning.
We would add on to the wedding packages the cost for the goblets and for the centerpieces. In the cost
would also cover the cost of the staff person. Here's some options for pricing:
The total cost of the water goblets is approximately $1,670. In this cost is the glasses (360 of them), a
storage rack system, dolly cart for moving them and tax. We anticipate the centerpieces costing
approximately $640. This would be $15 per table for 40 tables plus tax. The cost for the staff person
should be established at $50.
We could charge $185. This would be .250 per glass assuming 300 glasses (which is average) for a goblet
cost of $75. We would charge $2 per centerpiece and we average 30 tables or $60 and then $50 for the
staff time. This would be a standard charge assuming that all wedding are this size and table number even
though some are smaller, this is still the price we would quote.
Of the $185 charge for these amenities, $135 would cover the goblets and centerpieces. At $135 per
wedding the approximately $2310 cost to purchase these amenities would be repaid in just over 18
weddings. We are hosting 35 weddings in 2005 and already have over 20 weddings booked for 2006.
The cost of the staff person would be covered in the $50 charge.
If the bride chooses not to use this service, then they would be handled as we currently handle our
wedding receptions, no Friday evening decoration time unless the room is available and they pay a rental
fee. Our biggest concern is that we will possibly lose caterers on our list. Although we do have ideas for
this scenario.
6. Discussion and consideration of ice time use and advertising at the Moose Sherritt
Ice Arena.
I was advised by Rick Wolfsteller a couple of weeks ago, that the City should be getting some ice
time at the Moose Sherritt Ice Arena to offset the $75,000 that the City gives to the arena.
Here are some of the ideas that we're looking at to offer as programs for MCC at the Ice Arena:
�k Learn to Skate Program
* Broom Ball Leagues
* Adult Hockey Leagues
* Non -School Day youth programs
Open Skates
* Rock On Ice (after games dance type of events)
�k Dry Land times: Sports Show
* Dry Land times: Pet Show
I'm working with Brandon Klement, the Arena Manager, to get hours that will allow these
programs to be successful. We want consistent times so that the public gets used to certain
events or programs at certain times. Unfortunately these are usually the times that teams want to
rent the ice for hockey practice.
I've also asked Brandon if we could hang a banner advertising the Community Center in the
Arena. He was very agreeable to this.
He is opening the arena in mid October but he won't have the staff to provide an open skate time
for the general public. I spoke with Rick and he agreed with me that this is an important time for
the Arena to be open for the public to see, so what I proposed is that the community center
provide staff for this open skate time and in return we set up at table with information about the
programs that we will be offering at the Arena.
�J
E