MCC Advisory Board Agenda 05-18-2006COMMUNITY CENTER ADVISORY BOARD
AGENDA
THURSDAY, May 18, 2006 - 4:30 P.M.
Board Members: Harvey Kendall -Chair, Dick 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 regular meeting minutes from the April 20, 2006
Advisory Board Meeting.
4. Update Items:
a. Financial summary through April 30, 2006
b. Usage summary through April 30, 2006
C. Operation/Program Coordinator position
d. Wheel Park usage
e. Electronic sign update
5. Meeting adjourned
\jAe V op
5
Community Center Advisory Board
Meeting Minutes
Thursday April 20, 2006
4:30 P.M. West Prairie Conference Room
Board Members Present: Harvey Kendall -Chair, Dick 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 4:26p.m.
2. Consideration of adding items to the agenda:
a. Item 8, Easter Bunny Breakfast
b. Item 9, Electronic Sign
c. Item 10, Teen Center
d. Item 11, Ballpark Concessions
3. Consideration of approving the minutes from the February 16, 2006 regular meeting. MOTION by
Dick Quick to approve the minutes as submitted, SECOND by Bob Grabinski, MOTION
PASSED.
4. Update items:
Financial summary through February 2006. Kitty presented the Revenue and Expense
Statement through February 28, 2006. The report showed increased income in every
category. Program fees did appear low but this was due to a timing issue with the Swim
Lesson Registration. Kitty indicated that there had been some problems with the Chapel
rentals. She noted that Mr. Parker had painted a ramp walkway with the children adding
there own faces and renters felt that there should be curtains on the windows facing the
ramp. Randy is doing well with the rentals at the Chapel with a few small issues to be
resolved. There was also a breakdown in communication with the school with Isabella
leaving but that has been worked out with all communications going through Sandy. There
were also problems with the billing to the school but Kitty is getting this rectified. It
appears that the rental income projection from the Chapel may have been low. Kitty noted
that memberships are going very well. Kitty also noted that there will be an intern who will
be working with corporations and the way memberships work with their employees. The
intern will also be working on conventions, rentals, etc. Kitty noted that Line 56 of the
R&E is the cost of renting space for Bridal Expos and Exhibit space at out of town shows
such as Minneapolis and St. Cloud. Kitty noted that there would not be participation at the
St. Cloud Expo this year if the fashion show runs at the same time as the exhibits and that
the organizers have been told this. She said that with the show and the exhibits at the same
time much of the time at the show was down time as attendees were at the fashion show
and not at the exhibit booths. Kitty also noted that the additional party room has been a
"nice option" and has worked well and is paying for itself. Kitty was also questioned on
how the BCBS program was going and she replied that it was great.
a
b. Usage summary through March 2006. Kitty noted that staff would start tracking usage of
the climbing wall and the indoor play area. The fitness area has a lot of happy campers
with the addition of new equipment and the rearrangement of the area. Kitty also noted
that Donna is busier and that the Kid Lifting classes are filling up. Kitty said that usage
does appear to up with the increase in memberships and how busy the Fitness area is. It
was suggested that a timeline be posted for user indicating the heavier usage times so that
users could plan accordingly. Kitty said that there have been a lot of positive comments in
the suggestion box. Harvey Kendall said that he would like to see the comments from the
hallway board added to the agenda packet. Kitty said that the number of memberships will
be tracked this year and will be on the Daily Usage Summary Report.
c. Replacing the position vacated by Amy Addy, Program/Operations Coordinator. The
acceptance of applications will close on May 2, 2006. Kitty Baltos, Tricia Menth and 3
board members will do the interviews. Kitty will send a list of the questions to the
members prior to the interviews. Some of the areas that the new Program / Operations
Coordinator will be responsible for are the Ice Skating Arena, special events, swim
programs, monthly payments, BCBS, etc. Kitty noted that she had spoken with the Finance
Department and they cannot take over the BCBS due to time constraints. Kitty was asked
if this person should really be doing the BCBS and with the lessening of programs if this
person would really need to be a full time position. Kitty responded that this really need to
be full time as twice a month the BCBS takes up a 10 to 12 hour block of time. Kitty said
that a major part of the position is supervisory for the front desk, wheel parks, ice arena,
and warehouse.
d. Medica Fitness Discount Program. The tentative date to start is May I". Reason for the
delay was due to servers not talking. This program may add sometime to the Program /
Operations Coordinator position but since it is similar to the BCBS it should not be a
significant amount of time. When questioned on whether we need to participate, Kitty felt
that we need to as every other facility in the area is participating.
5. Discussion on Wheel Park opening and operation for 2006. The wheel park will open the weekend
after prom, April 29th. There was discussion on the fee for the park for this summer. It was felt
that a flat fee of $3 for everyone did not allow for a difference between residents and non-
residents. Harvey Kendall said that he would like to see $2.50 for residents and $3 for non-
residents. Dick Quick would like a monitor of the hours for the summer. Clint Herbst would like
the board to look at what can be done to make the wheel park better. Harvey Kendall agreed
saying he would like so see what we are going to do with the park before closing it. Dick Quick
questioned the amount of money that is being lost on the wheel park. Kitty said that one of the
concerns by the users was that their weren't allowed in the park and that the Community Center
was trying to resolve this by allowing friends in the picnic area next to the wheel parks and they
the friends would need to leave an ID to be in the area. Kitty said that this could always be
changed. There was some discussion on whether an ID was a good idea due to identity theft
issues. Harvey Kendall said he would like to see more done in the parks on River Fest weekend.
The name chosen for the park was "Outer Limit Wheel Park".
6. Review the results of surveys taken of the members for general building information and survey of
the Warehouse Teen Center done at the High School. There were 137 customer surveys passed out
to members that were returned over a 6-week period. Kitty was the most disappointed in the
Childcare feedback. A $20 gift certificate was chosen in a random drawing of the people who
responded to the survey. Kitty was pleased to announce that the # 1 compliment was what great
staff we have at the Community Center. The #1 complaint was the number of small children on
the equipment in the Fitness Area. Kitty said that staff is monitoring the area and informing
people in the area with small children that the children are not allowed on the equipment. Kitty
felt that the comments were a very constructive for future use. The comments will be included in
the next packet agenda for the board members to review. Warehouse Teen Center Survey showed
that the Community Center is not doing a good job of marketing. Kitty said that she had contacted
the counselors at the school but that the Middle School did not respond so the survey was only
done in the High School. Clint Herbst said that Jim Johnson would be a good contact for getting
the survey out and done. Clint will also ask Jim Johnson at the next IDC meeting. Kitty will
remind Clint on this. Clint also asked if it was possible to have a band outside by the wheel park.
Kitty said she did not think there would be enough space.
7. Consideration of use for a donation to the Community Center from Mary Mahoney for $120. Kitty
questioned whether Parker should be contacted to do additional painting but the board felt that
individual donations in smaller amounts could be posted on a board of donations with the names
of the donators. It was decided that a policy need to be developed before proceeding forward.
8. Added Item: Breakfast with the Easter Bunny. Kitty said that attendance was low in part due to
the fact that the Egg Hunt at the park was changed to 10:15 am this year and that the Community
Center had not been informed until Thursday prior to the event. Also advertising was down from
previous years.
9. Added Item: Electronic Sign. Clint Herbst asked Kitty to set up a meeting to include Joe Hartman,
Glen, Clint and her to meet on this.
10. Added Item: Teen Center. Kitty reported that things are going well in the teen center. The
difficulties of a couple of months ago have been taken care of and they are seeing a good group of
users in the center.
11. Added Item: Ballpark Concessions. Kitty said that there is discussion on going in the matter but
that the Community Center would probably be taking over July Is', 2006. Kitty was questioned on
whether she thought that this would be a problem area. Kitty responded that she felt this would be
a good area to utilize college students returning for the summer plus an adult. Added item: City
Council getting advisory board meeting minutes. Kitty said that the Council is getting the meeting
minutes.
12. Motion by Bob Grabinski and SECONDED by Sandra Theros to adjourn the meeting at 6:1 Op.m
REVENUE & EXPENSE STATEMENT 2005 - as of April 30, 2006
2006
2006
FULL YEAR
MTD
REVENUE
BUDGET
ACTUAL
'
ROOM RENTAL
91,000
30,308.80
2
ROOM RENTAL INTERNAL USE
46,000
3
CHAPEL RENTAL
4,710.31
4
PARTY ROOM RENTAL
33,700
15,135.24
5
CONCESSIONS
89,500
36,056.31
6
USER FEES
52,000
21,471.56
7
MEMBERSHIPS/DAILY
500,000
234,129.09
8
PROGRAM FEES
65,000
17,170.00
9
APEX REBATES
-133.33
10
OTHER SERVICES
10,000
2,725.00
11
INTEREST
3,000
12
EQUIPMENT RENTAL
500
258.20
13
CONTRIBUTIONS
3,000
14
SALE OF PROPERTY
15
MISC REVENUE
500
15.54
16
NSF FEE COLLECTION
325.00
17
TOTAL REVENUE BEFORE TAXES
894,200
362,171.72
18
TAXES
908,895
19
FEDERAL GRANT PROGRAM
20
TRANSFER FROM LIQUOR STORE
250,000
21
TOTAL REVENUE
2,053,0951
362,171.72
EXPENSES:
22
SALARIES
626,000
182, 786.14
?3
EMPLOYEE TAXES / BENEFITS
132,570
38,777.61
PRINTED FORMS
1,000
224.18
25
OFFICE SUPPLIES
4,500
981.77
26
CLEANING SUPPLIES
8,000
1,999.74
27
CLOTHING SUPPLIES
4,000
372.80
28
MOTOR FUELS
11.62
29
CHEMICAL PRODUCTS
11,000
5,118.30
30
POOL MAINTENANCE SUPPLIES
5,000
1,475.85
31
GENERAL OPERATING SUPPLIES
21,720
8,322.79
32
EQUIPMENT REPAIR PARTS
6,000
2,079.33
33
BUILDING REPAIR PARTS
4,000
404.00
34
LANDSCAPING MATERIALS
2,000
35
MISC REPAIR & MAINT SUPPLIES
12,000
3,260.95
36
SMALL TOOLS & EQUIPMENT
2,000
37
T&E/MACHINERY
34.78
38
T&E/FURNITURE
39
T&E/OFFICE EQUIPMENT
40
T&E COMPUTER EQUIPMENT
41
T&E OTHER
42
COST OF GOODS SOLD
43
PROF SERVICE MGMT FEE
400
367.78
44
PROF SERVICE DATA PROCESS
4,000
725.00
45
PROF SERVICE-Website/Email
1,000
35.00
46
PROF SERVICE CUSTODIAL
1,000
47
PROF SERVICE LAUNDRY
2,500
579.14
PROF SERVICE BLDG / EQUIP
9,000
2,202.92
PROF SERVICE MAINT AGREE
12,000
2,863.11
50
PROF SERVICE NEWSLETTER
429.51
51
MISC PROF SERVICES
6,500
1,350.50
52
TELEPHONE
11,000
3,196.36
2005
2005
MTD
YTD
ACTUAL
ACTUAL
27,245.42
70,526.00
11,132.39
30, 377.09
33,390.17
84,689.13
19,008.67
50,797.17
198,510.52
480,688.65
18,831.70
60,497.39
5,130.47
12,381.67
93.89
385.95
1,250.00
1,250.00
113.62
173.36
10.00
105.00
3145716.85
791,871.41
960,283.16
1,311.06
250,000.00
314,716.85
2,003,465.63
173,747.89
594,544.72
35,386.24
118,210.22
122.85
1,878.79
1,282.91
4,686.83
2,318.00
7,970.04
314.02
4,134.68
19.90
77.87
3,818.46
10,427.09
767.22
4,049.58
13,563.26
36,716.13
2,359.65
4,902.80
160.81
302.46
302.46
2,103.37
11,811.01
1,437.75
6,552.92
4,900.00
178.45
323.82
495.00
5,402.19
653.30
2,089.23
2,064.93
12,650.39
5,109.14
8,669.29
1,939.45
5,035.57
3,491.98
10, 876.73
53
POSTAGE
1,000
54
DELIVERY MAIL SERVICE (UPS)
55
CABLE/NETWORK SERVICES
1,800
510.96
56
TRAVEL EXPENSE
900
326.85
57
CONFERENCE & SCHOOLS
3,000
550.00
58
FREIGHT
59
PROMOTIONS/EXHIBIT ADMISSION
3,000
170.00
60
ADVERTISING - GENERAL
12,000
774.65
61
GEN'L PUBLIC INFORMATION
500
62
BROCHURES
4 500
1,941.06
63
GEN'L LIABILITY INSURANCE
20,820
64
PROPERTY INSURANCE
8,300
65
MISC GENERAL INSURANCE
13,670
66
ELECTRIC
74,000
23,026.40
67
GAS
100,000
42,629.07
68
REPAIR & MAINT - BUILDING
3,000
2,599.98
69
REPAIR & MAINT -MACH/EQUIP
15,000
7,105.22
70
REPAIR & MAINT - OTHER
2,000
113.13
71
EQUIPMENT RENTAL
4,000
1,841.93
72
UNIFORM RENTAL
1,000
185.36
73
TOWEL RENTAL
1,100
386.28
74
DUES, MEMBERSHIP & SUBSCRIP
1,000
825.00
75
LICENSE & PERMITS
500
200.17
761
PRIZES DONATED
50.00
77
BANK CHARGES
10,000
4,994.89
78
MISC OTHER EXPENSES
300
97.56
79
BUILDINGS
5,600
80
IMPROVEMENTS
67,900
81
HEAVY EQUIPMENT
82
FURNITURE & FIXTURES
18,950
83
OFFICE EQUIPMENT
84
COMPUTER EQUIPMENT
85
OTHER EQUIPMENT
86
TRANSFER TO DEBT SERVICE
669,950
87
SUB TOTAL
1,930,980
345,927.69
88
ROOM RENTAL SUPPLIES
2,000
327.02
89
PROGRAM OFFICE SUPPLIES
90
CONCESSION STAND SUPPLIES
3,000
184.20
91
PARTY ROOM SUPPLIES
6,200
2,364.05
92
CHAPEL SUPPLIES
93
CLIMBING WALL SUPPLIES
1,000
320.53
94
FITNESS AREA SUPPLIES
500
1,820.09
95
GYMNASIUM SUPPLIES
500
527.44
96
INDOOR PLAY SUPPLIES
1,000
97
POOL SUPPLIES
2,500
3,482.58
98
WAREHOUSE SUPPLIES
1,000
28.42
99
WHEEL PARK SUPPLIES
250
100
GEN'L PROGRAM OPER SUPPLIES
6,000
292.59
101
T&E FITNESS EQUIPMENT
14,900
12,513.75
102
T&E FURNITURE
6,500
806.58
103
T&E CONCESSION EQUIPMENT
104
T&E/RECREATION EQUIPMENT
3,200
105
T&E OTHER
106
CONCESSION FOOD SUPPLIES
56,000
21,164.86
107
NON-FOOD CONCESSION PROD.
2,000
1,367.43
108
PROF SERVICE - FITNESS
1,000
200.00
109
PROF SERVICE - PROG INSTRUCT
2,000
72.00
110
PROF SERVICE-GEN'L PROGRAM 1
1,2001
3,102.12
96.20
181.03
672.70
1,551.63
206.31
774.80
386.41
2,904.94
0.00
434.00
5,467.63
9,961.78
1,585.30
2,576.58
21,509.00
7,878.00
15,081.00
16,645.03
93,724.73
38, 311.06
93, 902.39
1,118.11
5,624.06
2,955.67
14,175.95
110.56
4,191.75
11,490.24
212.97
724.27
390.45
1,257.54
964.88
1,363.88
81.14
916.14
30.00
30.00
3,486.43
9,546.98
143.26
416.94
5,714.79
326,983.78
1159,662.15
338.45
892.38
169.32
404.55
1,778.08
5,991.66
352.29
249.05
441.70
1,953.73
67.03
138.94
501.15
537.64
280.77
846.37
60.16
403.79
1,769.88
3,708.48
2,540.50
2,540.50
1,528.28
18,794.41
53,347.89
312.08
1,557.26
840.00
840.00
1,216.26
1,475.21
390.00
4,437.00
111
PROGRAM ADVERTISING
2,000
1,098.60
112
EQUIPMENT RENTAL - PROGRAM
1,000
113
DUES,MEMBERSHIP & SUBSCRIP
114
PRIZES
1,200
180.59
>
MISC OTHER EXPENSES
. ,o
RECREATION EQUIPMENT
117
TOTAL PROGRAM EXPENSES
114,950
49,852.85
118
DEBT PAYMENT
119
GRANT PROGRAM EXPENSES
120
TOTAL ALL EXPENSES
2,045,930
395,780.54
11211
NET
0
-33,608.82
621.45
4,561.31
2,598.92
30.00
431.28
5,244.92
5,244.92
35,396.16
94,041.45
684,315.00
1,274.26
362,379.94
1,939,292.86
-47,663.09
447172.77
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