MCC Advisory Board Agenda 10-27-2005COMMUNITY CENTER ADVISORY BOARD
AGENDA
OCTOBER 27, 2005 - 4:30 P.M. - WEST PRAIRIE CONFERENCE ROOM
Board Members: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob
Grabinski and Clint Herbst.
Staff Members: Kitty Baltos-Director
1. Call the meeting to order.
2. Consideration of adding items to the agenda.
3. Consideration of approving the September 15, 2005 Advisory Board regular meeting
minutes.
4. Update Items:
a. Facility usage through September 2005
b. Financial information through September 2005
C. Little Mountain Chapel use
5. Consideration of approving membership in the Minnesota Independent Health Club
Association (MIHCA) program that provides for member reimbursement for health club
membership costs.
Discussion in consideration of possible changes to the community center Wheel Parks.
Discussion of increasing the grade level for a select number of part time employees to
encourage recruitment.
Meeting adjourned.
COMMUNITY CENTER ADVISORY BOARD
REGULAR MEETING MINUTES
THURSDAY, SEPTEMBER 15, 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
Meeting called to order at 4:30 p.m. by Harvey Kendall -Chair.
2. Consideration of adding items to the agenda. Bob Grabinski requested that the Board discuss the
next meeting date (added as Item 7) and Kitty Baltos requested that and update on Swan River be
added (added as item 8).
3. Consideration of approving the minutes from the August 18, 2005 regular meeting. MOTION by
Richard Quick to approve the minutes as submitted, SECOND by Sandra Theros, MOTION
PASSED unanimously.
4. Update Items:
a. Budget Changes 2006: Kitty Baltos advised Board of the deletions from the 2006 budget
per the Council's and the City Administrator's request. Taken off the budget was locker
replacement for the men's room only, the family locker room remained on the budget.
Also deleted was the fire alarms for the fire doors down the Gallery Hallway and the
microphone and speaker system was taken off the community center budget and put on the
Cities capital purchase budget.
b. Donation from the Land of Lake Choirboys: Kitty reported to the Board that the
community center received a $6,000 donation from the Choir Boys for 2005. This money
will be used to work on the north wall in the aquatic area. The Choir Boys have committed
to finishing the mural work in the pool area, which would only be the south side after this
year.
C. Facility usage through August 2005: Kitty Baltos reported the numbers through August
2005 and that August actually was the first month that the numbers were lower than the
previous year, something that Kitty will be watching to make sure this does not become a
trend. She feels that the numbers reported are lower in large part because of the decline in
use of the wheel parks.
d. Financial information through July 2005: The Board reviewed some areas that were
significant; electricity and gas were up from last year significantly. Bob Grabinski
wondered if MCC could go on a budget or peak program. Kitty will look into this. They
also discussed window shades and if they would prove to be a cost savings in our electric
bill.
5. Consideration of changes to wedding packages pricing and amenities. Kitty Baltos reviewed the
proposal to add water goblets and center pieces to the items rented by brides. She also
recommended that the community center only allow caterers on the list who have linens available.
The community center would then be responsible for setting the table with linens, napkins,
silverware, centerpiece and goblets. The bride could then have florists and cake people after 8
a.m. on the day of the wedding. The Board was concerned about the linen issue. What if our
caterers did not have linens? Kitty reported that if that became the case, then Tricia would look
into renting linens on our own and adding that to the rental costs. Kitty reported that the cost to
purchase the items would be recouped in 18 weddings. The Board recommended that this purchse
come out of the operations budget as it will be a revenue producing item. A MOTION was made
by Bob Grabinski to go with the proposal as recommended to provide water goblets, centerpieces
and a staff person to do the set up for an additional cost of $185, with the recommendation that the
Board review the linen issue in the future if needed. A SECOND was made by Sandra Theros.
The MOTION PASSED unanimously.
6. Discussion and consideration of ice time use and advertising at the Moose Sherritt Ice Arena.
Kitty reported that she and Rick Wolfsteller had met with Brandon Klement the ice arena manager
regarding the City's use of the ice arena. Kitty provided a recommendation of programs and
activities to be organized by the community center. Kitty had just received a copy of the use
agreement from Rick Wolfsteller and had not had a chance to go over the agreement as yet. She
was meeting with Brandon that week Friday to begin to finalize plans. The Board approved of the
proposed activities for the arena with the recommendation that open skate time be include in
community center membership and that there would be a charge for open skate to non members.
Clint Herbst advised that he would like to go to the meeting with Brandon.
7. Next meeting date. Bob Grabinski reported that he and Board member Richard Quick would be
out of town for the October 20' meeting and would the rest of the Board consider changing the
date? The Board agreed to move the next Advisory Board meeting to Thursday, October 27`h at
4:30 p.m. and to meet at the new Ice Arena. Kitty advised that a report on the wheel park usage
and revenue would be on that agenda.
8. Update on Swan River and MCC relationship: Kitty reported that there have been some
communication issues between the school and the community center that have caused some
customer service difficulties. Kitty is working on the problem and believes that they can be
resolved. The Board asked that Kitty document the problems and keep them updated.
9. MOTION to adjourn meeting at 5:40 p.m.
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REVENUE & EXPENSE STATEMENT 2005 - as of September 30, 2005
2005
2005
FULL YEAR
MTD
REVENUE
BUDGET
ACTUAL
1
ROOM RENTAL
68,000
51,942.19
2
ROOM RENTAL INTERNAL USE
45,000
31
PARTY ROOM RENTAL
26,000
21,797.73
4
CONCESSIONS
82,000
67,766.92
5
USER FEES
62,000
39,501.81
6
MEMBERSHIPS/DAILY
460,000
364,257.34
7
PROGRAM FEES
60,000
49,290.84
8
OTHER SERVICES
6,000
8,080.93
9
INTEREST
1,650
10
EQUIPMENT RENTAL
500
371.87
11
CONTRIBUTIONS
3,000
12
SALE OF PROPERTY
1,250.00
13
MISC REVENUE
450
165.01
14
NSF FEE COLLECTION
40.00
15
TOTAL REVENUE BEFORE TAXES
814,600
604,464.64
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
2,071,8351
1,097,360.20
EXPENSES:
20
SALARIES
591,500
443,130.06
21
EMPLOYEE TAXES / BENEFITS
120,500
86,651.30
22
PRINTED FORMS
2,000
917.78
23
OFFICE SUPPLIES
6,500
2,841.96
24
CLEANING SUPPLIES
9,000
5,271.82
25
CLOTHING SUPPLIES
7,000
331.92
26
MOTOR FUELS
19.90
27
CHEMICAL PRODUCTS
10,000
7,947.62
28
POOL MAINTENANCE SUPPLIES
13,500
1,699.51
29
GENERAL OPERATING SUPPLIES
18,250
26,114.66
30
EQUIPMENT REPAIR PARTS
5,000
2,996.46
31
BUILDING REPAIR PARTS
4,000
93.81
32
LANDSCAPING MATERIALS
2,000
302.46
33
MISC REPAIR & MAINT SUPPLIES
10,000
6,323.20
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
323.82
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
1,463.04
46
PROF SERVICE BLDG / EQUIP
6,5001
7,827.84
2004
2004
MTD
YTD
ACTUAL
ACTUAL
48,578.46
671336.29
20, 592.48
26,157.74
60,629.11
78,444.44
42, 972.97
54, 701.61
331,994.49
445,783.10
40,745.45
53,440.17
6,628.14
14,291.96
448.98
494.74
375.00
375.00
-9.57
8,773.83
100.00
120
553,055.51
749,918.88
498, 567.31
976, 732.69
1,051,622.82
1,726,651.57
430,773.02
575,965.56
76,971.42
117,628.99
930.24
1,469.18
3,154.73
41913.05
6,584.59
12,213.69
2,841.81
4,465.75
6,839.45
9,768.81
2,124.98
2,569.94
10,913.69
15,488.85
4,020.85
5,691.84
1,378.08
2,135.81
-831.00
-1,352.84
6,645.23
13,537.71
509.07
1,166.07
638.95
2,230.00
2,230.00
5,785.37
8,791.87
269.70
299.45
1,867.77
4,710.27
74.90
74.90
796.62
796.62
2,204.34
2,908.60
8,156.91
12,468.64
47
PROF SERVICE MAINT AGREE
10,000
7,964.39
48
MISC PROF SERVICES
6,000
3,440.74
49
TELEPHONE
12,000
7,941.68
50
POSTAGE
1,000
164.73
51
DELIVERY MAIL SERVICE (UPS)
52
CABLE/NETWORK SERVICES
2,500
1,167.47
53
TRAVEL EXPENSE
900
465.29
54
CONFERENCE & SCHOOLS
6,000
2,419.74
55
FREIGHT
56
PROMOTIONS/EXHIBIT ADMISSION
4,500
434.00
57
ADVERTISING - GENERAL
12,000
8,054.45
58
GEN'L PUBLIC INFORMATION
1,000
59
BROCHURES
71200
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
73,420.58
64
GAS
77,000
58, 979.51
65
REPAIR & MAINT - BUILDING
5,000
1,770.53
66
REPAIR & MAINT-MACH/EQUIP
6,000
11,408.41
67
REPAIR & MAINT - OTHER
2,000
70.98
68
EQUIPMENT RENTAL
12,000
8,691.40
69
UNIFORM RENTAL
1,500
556.40
70
TOWEL RENTAL
1,100
892.35
71
DUES, MEMBERSHIP & SUBSCRIP
1,800
964.88
72
LICENSE & PERMITS
700
131.14
73
PRIZES DONATED
30.00
74
BANK CHARGES
7,000
7,522.79
75
MISC OTHER EXPENSES
300
353.98
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
837,171.62
85
ROOM RENTAL SUPPLIES
2,600
828.47
86
PROGRAM OFFICE SUPPLIES
87
CONCESSION STAND SUPPLIES
3,000
328.97
88
PARTY ROOM SUPPLIES
6,500
3,750.77
89
CLIMBING WALL SUPPLIES
750
283.28
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
238.77
95
WHEEL PARK SUPPLIES
1,500
96
GEN'L PROGRAM OPER SUPPLIES
8,000
2,239.78
97
T&E FITNESS EQUIPMENT
2,540.50
1-t9
T&E FURNITURE
4,631.53
5,070.04
4,220.47
6,040.39
8,041.01
10, 770.11
2.61
11.70
1,578.92
2,026.98
575.89
829.40
3,226.27
3,855.73
0.00
4,212.44
7,432.40
182.40
296.40
6,229.18
8,337.14
27, 017.00
27, 017.00
8,223.00
8,223.00
17.29
17.29
55, 387.24
82, 882.36
49,527.01
63,883.49
6,495.98
27,074.99
32,171.87
64,230.34
4,215.53
8,379.06
11, 078.85
1,039.24
1,325.60
821.88
11209.42
1,302.74
1,466.54
70.00
611.04
5,036.50
6,658.32
138.61
145.60
27, 032.00
27, 032.00
6,600.11
6,600.11
6,997.15
6,997.15
843,396.56
1,183,923.24
1,952.16
2,735.11
0.00
462.95
462.95
4,679.88
7,333.62
631.67
735.87
836.00
836.00
73.69
139.74
453.33
453.33
885.18
1,529.85
245.69
354.09
212.67
202.67
3,144.95
4,267.17
7,550.85
12,258.15
1,870.97
6,914.81
99
T&E CONCESSION EQUIPMENT
100
T&E/RECREATION EQUIPMENT
101
T&E OTHER
102
CONCESSION FOOD SUPPLIES
52,000
40,436.02
103
NON-FOOD CONCESSION PROD.
2,000
1,343.09
104
PROF SERVICE - FITNESS
2,000
840.00
105
PROF SERVICE - PROG INSTRUCT
1,500
1,475.21
106
PROF SERVICE-GEN'L PROGRAM
1,000
2,754.00
107
PROGRAM ADVERTISING
3,500
1,734.85
108
EQUIPMENT RENTAL - PROGRAM
2,000
112.50
109
DUES, MEMBERSHIP & SUBSCRIP
250
110
PRIZES
2,500
411.24
111
MISC OTHER EXPENSES
5,244.92
112
RECREATION EQUIPMENT
113
TOTAL PROGRAM EXPENSES
925400
67,014.56
114
GRANT PROGRAM EXPENSES
1,274.26
115
TOTAL ALL EXPENSES
2,071,835
905,460.44
116
NET
ol
1917899.76
724.09
724.09
584.69
0.00
38,514.88
50,040.20
1,031.73
1,262.36
775.00
1,275.00
364.55
1,161.81
776.95
5,126.62
2,477.03
5,366.42
2,501.39
0.00
271.77
271.77
25.00
5,682.84
5,682.84
73,618.83
112,245.55
917, 015.39
19296,168.79
134,607.43
Consideration of Blue Cross Blue Shield member reimbursement program throught the Minnesota
Independent Health Club Association (MIHCA).
A. REFERENCE AND BACKGROUND:
We have discussed this program in January and May 2005 and I have continued to gather
information from participating facilities throughout the year for consideration of inclusion in the program.
We've also been tracking the number of members or guests who inquire about the Blue Cross Blue Shield
(BCBS) program and in the past five months we've had 35 members request that the community center
consider participation and a dozen guests who have requested that we participate in the program. We are
not soliciting the information, this is inquiries from members or guests only.
Many of the program details are still the same; there is a $400 one time membership fee to belong
to MIHCA. This gets us on their website and will give us discounts with participating vendors. I don't
know who the participating vendors are. We would also need to pay a monthly fee to APEX the software
company that is required for the reporting software. It appears that the administrative time required to
maintain the program have been greatly reduced. In the beginning, it was reported that up to 20 hours per
month were required to submit all necessary reports. What I'm hearing now is, depending on participation
levels, that the amount is less than seven hours per month and in some cases five hours or less. I have
spoken with CSI Software, our membership software company, they believe they may be able to provide
us with the ability to create the reports necessary and output them directly to the APEX software. There
would most likely be a cost to create this query but it's something that we could look at in the future.
As I've reported before, I believe that this is a program that we need to participate in to remain
competitive. Our prices are going up slightly and therefore the expectation will be that we can not provide
this service. Assuming that I am the one to administer the program and spend five hours per month doing
go plus the cost of the software and membership, it would require us selling 12 regular senior
memberships to break even with the required expenses of the program. I would like to get onto the
program as soon as possible so that we are comfortable with it before the new year and the New Year's
Resolution membership purchases. FYI, there are 22 community centers in Minnesota and only three do
not belong to this program.
Here's how I would propose we administer the reimbursement. The reimbursement check will
come to the community center approximately 60 days after reporting. If our member had a membership
that had been paid in full, we would then hold their reimbursement for a reduction on their renewal. If
they chose not to renew, we would then refund them the money less a processing fee to be determined. If
they had a monthly payment membership, I would reduce their monthly payment by the reimbursement
amount. Again if they chose not to renew, we would refund them less a processing fee.
B. ALTERNATIVE ACTIONS:
1. To approve participation in the program and approve the plan for program administration.
2. To approve participation in the program but modify the plan for program administration.
3. To not approve participation in the program.
C. STAFF RECOMMENDATIONS:
I would strongly recommend participation in this program, effective immediately. I believe it will be a
recruitment and retention tool for the community center.
D. SUPPORTING DATE:
None
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