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MCC Advisory Board Minutes 11-21-2006COMMUNITY CENTER ADVISORY BOARD REGULAR MEETING MINUTES TUESDAY, NOVEMBER 21, 2006 - 4:30 P.M. ACADEMY ROOM Board Members Present: Harvey Kendall -Chair, Sandra Theros, Bob Grabinski and Clint Herbst Board Members Absent: Dick Quick -Vice Chair Staff Members Present: Kitty Baltos-Director 1. Meeting called to order by Harvey Kendall at 4:31 p.m. 2. Consideration of adding items to the agenda. Kitty Baltos added Digital TV advertising program (8), Billboard (9), update on Caterer and Liquor Provider agreements (10), mural work (11) and Harvey Kendall added a request for an update on the Bridal Expo (5f). 3. Consideration of approving the minutes from the September 19, 2006 Advisory Board meeting. MOTION by Sandra Theros to approve the minutes as submitted, SECOND by Bob Grabinski, MOTION PASSED with Clint Herbst abstaining. 4. Consideration of approving the minutes from the October 17, 2006 Advisory Board meeting. MOTION by Clint Herbst to approve the minutes as submitted, SECOND by Bob Grabinski, MOTION PASSED with Sandra Theros abstaining. 5. Update Items: a. Financial review through October 2006. Board reviewed information and discussed the rentals of the Chapel. Kitty reported that the rental amount was at approximately what was expected for the first year. Kitty noted that there was no other real stand out information. On an exciting note, Kitty reported that the pool logged a 0 for combined chlorine last week. The staff and patrons have noticed and commented on the improved air quality in the pool area. b. Usage review through October 2006 Kitty reported that the community center had excellent usage for September and October. These two months are historically much slower. The community center is also selling more memberships and she is seeing a trend towards more residents purchasing membership and daily passes. The public skate has been going extremely well. Kitty reported that the previous Sunday public skate had 124 people at it. She shared with the Board the Skate with Santa event coming up and the New Year's Eve skate planned. Kitty felt that the community center would top 160,000 visitors for 2006. C. Latchkey program update: Kitty reported that the Latchkey program available in the community is under capacity, therefore it was felt that at this time MCC would not pursue a latchkey program. However, Kitty is reviewing a UCare Senior Fitness program that would utilize the childcare room two or three afternoons per week. This program is similar to the Silver Sneakers program, however in Monticello, the UCare program will have a higher client base. The community center has sent and instructor to the training and Kitty is just waiting for the contract for review. d. Mississippi Room PA System: Kitty is working with Bill Bruce, from the Cable Commission, to make the necessary improvements for better audio. No other news to report. e. Concession Trailer for Freeway Fields Update: Kitty asked Seth to discuss the suggestion with the Park Commission. They were in favor or the trailer since they have nothing in their long range plan for a structure at Freeway fields. The Board felt that a trailer, which would require moving it back and forth between the park and the community center, would be too labor intensive. The Board asked that MCC staff look into a structure and work with the Parks Commission to try and get something constructed. f. Added item update item: Bridal Expo Update: Kitty reported that we had 150 to 160 brides and 300 participants. All vendors reported that they were happy and successful with the Expo. 6. Wheel Park discussion continued: Kitty provided copies of the proposal from Themescapes. She noted that she had not been successful getting revenue and usage information on an outdoor miniature golf course because they were closed at this point. She did question if the Board was really interested in pursuing this idea. The Board concurred that a water park area would be more desirable and they felt more profitable. They asked Kitty to look at what area might be available if the addition expanded in the parking lot. The Board discussed how something might be financed. Kitty asked what the Board would like to see for 2007. She reiterated that each of the 1,178 visits were supplemented $10.94 by the City. The Board felt that the park should be closed and thus save the over $15,000 anticipated loss. They wanted Kitty to talk to the Parks about having a dirt track possibly put in the Balboa park area. They asked Kitty to see what it would cost to demo out the skate park, or fill the skate park with decking material or sand and put picnic tables in there. They also want Kitty to look into options to sell the equipment and the fencing. A MOTION was made by Sandra Theros to update the Council that due to the minimal usage of the wheel park, the Advisory Board is suggesting that the parks be closed, that the Director look into other options for the park area for future expansion and that options for selling park equipment and fencing be explored to recover some costs. SECOND by Bob Grabinski, discussion added to the motion that Kitty will work with the Parks Department to determine other options for the community and that the Advisory Board and staff are open to suggestions. MOTION PASSED unanimously. 7. Consideration of Board Member term expirations and renewals: Both Sandra Theros and Harvey Kendall both agreed to continue for another three term. MOTION by Bob Grabinski to accept the term renewal of Sandra Theros and Harvey Kendall for another three year term, SECOND by Clint Herbst, MOTION PASSED unanimously. 8. Added item, Digital TV advertising program: Kitty contacted a company that provides digital TV advertising. They provide the software, training and hardware for this program, they sell the ads, the MCC enters the daily schedule and the MCC visitors will see it on a 50" plasma screen TV installed near the front desk. The MCC could purchase another TV to allow for two viewing screens and better visibility. This is a revenue sharing program with the MCC expecting at least $2,500 per year, unless we defer the revenue for the first year to purchase a second TV. Kitty would suggest that location of the TV's at the Guest Service Counter, either hanging from the ceiling or on a bracket from the wall. We would also need to provide a coupon rack space for the advertisers coupons to be available to the visitors. A MOTION was made by Sandra Theros to move forward with this plan, pending approval of the contract by our attorney with two television screens, SECOND by Bob Grabinski, DISCUSSION add to the motion that MCC has approval rights over the advertisers used and the right to request that they be removed if no appropriate. MOTION PASSED unanimously. 9. Added item, Billboard: Kitty Baltos shared with the Board I-94 billboard availability and costs. Clint Herbst suggested that Kitty talk to Jeff O'Neill about billboards that are on City property and see if there is the possibility to get billboard advertising at a lesser cost on those boards. Kitty will follow up. 10. Added Item, Update on Caterer and Liquor Provider surcharge program: Kitty had presented a program to the Board at the previous meeting. The Board agreed with the program, however, expressed concern about the percentages charged being too high. Kitty and Tricia met with potential caterers and liquor providers and they voiced the same concerns. It was agreed that this was a standard charge but could be phased in over a couple or few years. Kitty and Tricia reworked the percentages based on feedback and will be informing any potential vendors of this new proposal for a 2007 initiation. 11. Added item, Mural work: In August, Kitty had requested money from the Land of Lakes Choirboys for mural work in the second party room. She did receive $3,000 from the Choirboys in October and Parker McDonald has been committed to providing the mural work. He has begun to make the childcare room, aka Aquarium Birthday Party Room, an aquarium. The Board questioned why not in the hallway and Kitty informed that the second party room is becoming more popular and producing additional revenue. It needed to be upgraded. 12. Added item not previously discussed, Clint Herbst asked Kitty to update the Board on a Air Soft Pellet Gun incident in the Warehouse. Kitty informed the Board that a youth brought this "weapon" into the Teen Center and was shooting it at other Warehouse users. The police were called, however, the offender was not charged for various and frustrating reasons. Safeguards have been put into place to ensure that something like this hopefully does not happen again. Fortunately, there was no real danger to our patrons and employees. and MCC used it as a learning tool. 13. Added item not previously discussed: Harvey Kendall asked when the pro -shop concession counter would be going in at the front counter. Kitty advised that she has not had luck confirming a contractor to do the work at this time. Clint suggested calling the movie theater for additional vendor names. Kitty will continue pursue this feature. 14. Meeting adjourned at 6:15 p.m. to the hallway to view location for possible digital TV advertising monitors.