MCC Advisory Board Agenda 08-15-2006COMMUNITY CENTER ADVISORY BOARD
AGENDA
AUGUST 15, 2006 - 4:30 P.M. WEST PRAIRIE CONFERENCE ROOM
Board Members: Harvey Kendall -Chair, Dick 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 the minutes from the regular Advisory Board meeting on July
20, 2006.
4. Consideration of approving the minutes from the special budget meeting on August 3,
2006
5. Update items:
a. Facility usage summary through July 2006
b. Financial summary through July 2006 (not currently available)
C. UV System update
d. Community Survey update
6. Discussion about pool table vending or purchase.
7. Discussion about community center sign to finalize direction for staff.
8. Discussion about Community Education Advisory Board presence on Tuesday, August 22
at 7 p.m.
9. Meeting Adjourned
COMMUNITY CENTER ADVISORY BOARD
MEETING MINUTES
THURSDAY, JULY 209 2006 - 4:30 P.M.
Board Members Present: Dick Quick -Vice Chair, Sandra Theros, Bob Grabinski and Clint Herbst
Board Members Absent: Harvey Kendall -Chair
Staff Member Present: Kitty Baltos-Director
1. Meeting called to order by Dick Quick, Vice Chair at 4:38 p.m.
2. Consideration of adding items to the agenda:
a. Consideration of changing meeting day
b. Swim Lessons information, Sandra Theros
C. Sportsman show update
d. Senior program, Silver Sneakers
3. Consideration of approving the minutes from the June 15, 2006 regular meeting. MOTION by
Sandra Theros to approve the minutes with a change request on item number 4, the name should
be Clint not Cling as printed, SECONDED by Bob Grabinski, MOTION PASSED unanimously.
Additional comment from Sandra Theros that she has not received program email from the
community center. Could Kitty make sure that the Advisory Board is on the list.
4. Updates Items:
a. Financial review through June 2006: Kitty Baltos reported that unless there were
questions, there wasn't any item that really stood out on the financial summary.
b. Usage review through June 2006: The Board reviewed the numbers with no additional
comments.
C. Community program survey review: Kitty provided the Board with a program survey that
will be submitted in the utility bill that will be mailed Friday July 21 ", requesting input on
what the community would like to see the community center provide for programs. All
survey submissions will be put into a random drawing and the winner will receive $50 off
their next quarters utility bill paid by MCC. They suggested that we have a MCC
representative on the Community Education Advisory Board. The Board felt that the
survey looked good and felt that the response would be good.
d. Riverfest Event review, Open Skate and Wheel Park Competition: Kitty reported that the
Open Skate had at least 60 people in attendance. The question came up about skate rental
reimbursement. Kitty noted that she had not received a reimbursement as yet, but will
check on that. The wheel park competition had 22 competitors and went off extremely
well. Dick Quick requested that a wheel park financial summary be made available at the
next Board meeting to help us in our continuing wheel park review.
e. Review of City Council presentation: Kitty provided a copy of the power point presentation
that was made to the Council on Monday July 10`h. She expressed her happiness at the
positive and prominent article recapping the presentation in the Monticello Times.
5. Discussion about Wheel Park and future uses: Kitty provided financial and use information for the
Bunker Beach facility and the Maple Grove outdoor pool facility. She reported that as she
continues to seek water park options for that area, the comments have been that the space will be
too small to accommodate something to fit the community. The Board agreed that they did not
want to look into doing something that would be viewed as too small at the start and questioned
what other options should be looked . One option suggested by Sandra Theros was a sandbox area
similar to Bunker Beach. They directed Kitty to continue talking to staff and reviewing
suggestions.
6. Review and discussion of the Community Center 2007 preliminary budget. Kitty Baltos provided
preliminary budget information for all revenue, administrative expenses, program expenses and the
addition of ballfield concession expenses for Board review. In each budget are the items capital
purchases and large maintenance items that being requested or needed for 2007. The Board had
questions on some general questions and concerns about some of the larger items. They proposed
that a full review of the budget only be held at a separate meeting to allow some of their questions
to be researched. It was decided that the special budget meeting be held Thursday, August 3Td at 9
a.m. at City Hall. The questions to be reviewed include:
a. Other options for replacing the gym floor
b. See a preview of where Kitty thought the expense totals might be at the end of 2006.
C. To see last years purchase list and our five year plan.
d. Find out about ballfield concession light expense of $6,000
e. Why debt payment went up $187,000 in 2007
f. More information of the requested UV system
g. More information on exterior door replacements
h. A breakdown of bank charges
i. What specifically is to be purchased as snow removal equipment and what do we currently
have
j . Could we possible request to have the pool table replaced through a donation from the
Land of Lakes Choirboys
k. What could we get in a fitness equipment lease of the amount that is being proposed.
7. Added Item: Change meeting day: MOTION by Bob Grabinski to change the meeting day to the
third Tuesday of each month at 4:30 p.m., SECOND by Clint Herbst, MOTION PASSED
unanimously.
8. Added Item: Swim Lesson Information from Sandra Theros: Sandra explained that due to her son's
fear of the water, she went to community education for lessons to see if a change of venue might
make a difference. It seems that there is misinformation about class size and experience level.
The classes at Comm. Educ. are smaller and cost less than MCC classes. Kitty thanked Sandra for
the input and will follow up with her aquatic director.
9. Added Item: Sportsman Show: The show has been canceled due to low booth sales. Kitty
explained some of the difficulties that were encountered; starting late, conflicting vendor shows,
etc. They were able to commit Cabela's to a future show with the promised of world renown
hunters and fishermen to come in as celebrities and speakers. The intern that MCC had on staff to
set the show up laid down excellent ground work and all that is needed is to find out from the
Hockey Association when the ice will come off at the arena to set a 2007 show date.
10. Added Item: Silver Sneakers Program for Seniors: Bob Grabinski questioned why MCC did not
have this program available now. Kitty advised that you must have an instructor on staff trained
and able to provide the Silver Sneakers class and up until recently, the community center did not
have an available employee to provide this class. Currently they do and Kitty is attempting to get
this employee into the training so that the class can be offered and once that is available then MCC
will be able to offer this program to seniors. This program pays for membership for participating
seniors.
11. MOTION to adjourn meeting at 6:43 p.m.
COMMUNITY CENTER ADVISORY BOARD
MEETING MINUTES
SPECIAL BUDGET MEETING
THURSDAY, AUGUST 3, 2006
9:00 a.m. - West Prairie Conference Room, City Hall
Boar d Members Present: Harvey Kendall -Chair, Dick Quick -Vice Chair, Sandra Theros, Bob Grabinski
and Clint Herbst.
Staff Member Present: Kitty Baltos-Director
l . Special budget meeting called to order by Harvey Kendall -Chair at 9:02 a.m.
2. The discussion about the 2007 preliminary budget focused on the questions that came up from the
July 20th, 2006 regular Advisory Board meeting.
a. Gym Floor resurfacing: Brian Weldon, maintenance supervisor for the community center, felt
that the cracking visible on the floor is surface deep and after speaking more with the
company (Dynamic Sports Construction) who bought out the originally vendor (SouthWest
Sport Flooring), they feel that if the top layer of wax is striped off and the floor re -waxed we
should see the life of the floor extended. The Board asked that the amount budgeted for
resurfacing remain in the budget in case this does not work.
b. 2006 Expense Projections: The Board wanted to know if there might be a surplus at the end of
2006 in which some of the 2007 budget purchases could be ordered. Kitty Baltos felt that
with the unanticipated maintenance expenses that MCC has seen this year, that she was unable
to accurately predict if there would be a surplus until later in the year. Harvey Kendall
requested that this item be on the October agenda for continued review.
C. Community Center Five Year Plan: Kitty reviewed that five year plan for possible budget
inclusion when producing the current budget. The Board did not feel that there was any items
missing at this time from the budget.
d. Ball Field Concessions Lights: Kitty spoke with Cathy Shuman, Senior Finance Assistant, and
she concurred that the ballfield light should not be paid out of the concession profits. The
electrical needs or the concession stand and the security light though would be paid out of
concession revenue and that has averaged $1,000 per year in the past. The Board wanted it
made clear that if it was expected that the community center pay the ballfield lights out of the
concession revenue, that the community center would no longer run or have responsibility for
the ballfield concessions.
e. Debt Payment Increase for 2007: Kitty provided a worksheet produced by the City's bond
writing company showing the payment record. The explanation from Rick Wolfsteller of this
worksheet noted that there is an increase in the interest rate and the debt repayment is
structured so that the debt payment remains somewhat constant. As items are paid off the
community centers debt payment increased. Rick did not know how this might change with
the inclusion of the interchange in our debt load.
f. UV System for the pool: The Board discussed that concerns about air quality in the pool
environment. Kitty suggested that if there was a way to make this improvement in 2006 it
should be done. The Board agreed from a liability standpoint. They asked Rick Wolfsteller
to step in to the meeting to discuss surplus amounts in the fund balance and the amount in the
escrow and if that could be used to make this improvement this year. Rick will get back to
Kitty with the information, however, he agreed that somehow this improvement should be
made for the health and safety of the employees and our customers. Harvey Kendall
stipulated that if this improvement went in, the contract must have some productivity
guarantee with a plan in place if goals are not met. Kitty will talk to Aqua Logic and have
them make a presentation to the Council, Advisory Board and staff so that everyone has an
ability to understand how the improvement will work and ask any questions.
g. Exterior Door Information: Kitty provided information about the materials for the new doors
to be installed. It is budgeted to replace three doors this year and then phase in the other 13
doors as appropriate.
h. Bank Charges Breakdown: Kitty reported that Paula Mastey, from the Finance Department,
said that the whole of what we are currently being charged is just for the credit card payments
we receive monthly. We are not currently being charged for the transactions fees for our
automatic payments.
i. Snow Removal Equipment: This is for a blower to attach to the GroundMaster tractor we
currently own. The Public Works department has a quick release system to allow us to
quickly change out the blower from the brush that is on there now.
j. Pool Table replacement: Kitty currently has a $600 donation from the Choirboys and can ask
for additional monies to replace the table. The Board was split on whether to have a table that
the user paid for its use or having a free table. Kitty will bring information about a pay to play
table to the Board at their August 15th meeting.
k. Fitness Equipment Lease: A quote from Push Pedal Pull was presented to the Board for new
equipment on a four year lease at approximately $1,000 per month. The Board agreed that the
fitness area is a high priority for our customers.
3. The Board reviewed the most current Wheel Park usage and financial information through July 2006.
Clint Herbst recommended that a general RFP go out stating that this space is available, what could
your company do in this space and see what we get.
4. The Board agreed that the budget should be submitted as presented to Rick Wolfsteller on Friday,
August 4, 2006
5. Meeting adjourned at 10: 5 5 a.m.
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