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MCC Advisory Board Minutes 05-19-2005COMMUNITY CENTER ADVISORY BOARD MEETING MINUTES THURSDAY, MAY 199 2005 - 4:30 P.M. Board Members Present: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros and Bob Grabinski. Board Members Absent: Clint Herbst Staff Member Present: Kitty Baltos-Director 1. Meeting called to order at 4:30 p.m. by Harvey Kendall 2. Consideration of adding items to agenda: Blue Cross Blue Shield member reimbursement program added (Item 8) 3. Consideration of approving the meeting minutes from the April 21, 2005 regular Advisory Board meeting. Bob Grabinski called for clarifications on item 4a. regarding the kitchen during the breakfast, and item 4c. that the 891 memberships included family membership which would have more than one person on the membership which would give the total members of MCC over 3,100. MOTION by Richard Quick to approve the minutes as submitted, SECOND by Sandra Theros, MOTION PASSED unanimously. 4a. Update Item: Facility usage information through April 2005. The Board reviewed the information provided in their packets which showed 65,814 visitors to MCC through the end of April, which is up in comparison to the same time frame 2004. Richard Quick noted that the number of visitors for 2005 was already 50% of the total for 2004. Bob Grabinski questioned how that equated to revenue. Kitty reported that she had not yet received the April financial statements, however, the March statements indicated that the community center was above projections at that time. 5. Consideration of establishing a fee schedule for (1) the Swan River Chapel and (2) the Mississippi Room patio only rental. (1) The Board first discussed trying to come up with a name for the building. Some suggestions were Little Mountain Chapel, Historic Methodist Church, Historical Church, or Historical Chapel. Determining a name was tabled to a future meeting. Kitty and the Board reviewed information about the building. Maximum capacity would be 150, wedding rentals would also require a rehearsal night, a Wedding Host would be required for the rehearsal, the wedding and to act as a sound engineer. In discussing our possible target market, Sandra Theros felt that our market would be the older couples who are not looking to have the large weddings. After reviewing comparable church rental rates in Monticello and the suggestion for rental rates Kitty proposed, a MOTION was made by Richard Quick to charge $400 to non residents for the chapel to include, rehearsal time, and wedding day rental to total not more than six hours, wedding host, custodial time, chair set up and tear down and $375 for residents, SECOND by Sandra Theros, the Board discussed rentals other than weddings, however, Kitty felt that they needed to know more what the facility would have to offer before establishing rates. The Board also discussed the necessity of a damage deposit to be determined, MOTION PASSED unanimously. (2) Establishing pricing for the Mississippi Room Patio. Kitty presented suggested rental rates however, she was concerned that if the patio was rented would that preclude us from renting the Mississippi Room, which would be a greater revenue. There is also the consideration of bathroom access, inclement weather alternatives, etc. The Board tabled this issue for further discussion at a future date. 6. Review and consideration of possible adjustments to the community centers current membership rates. Kitty provided a comparison of other community centers rates as well as a comparison of rates for fitness facilities within the Monticello community. Bob Grabinski and Richard Quick felt that there was an inequity in the Junior/Senior membership rates that needs to be looked at. The concern was, for example, two seniors, husband and wife, would be required to pay the family rate rather than a discounted Senior rate. The Board also discussed the family rates, observing that they are close to the adult rates. The Board asked that Kitty show a 3% and a 5% increase in rates and review the junior/senior rates and the family rates. They wanted to see that at the June meeting. 7. Review and consideration of possible adjustments to the community centers current room rental rates. Kitty provided a comparison of room rental rates for other community centers as well as comparable rentals within the Monticello community. The rates are all over the board. Kitty reported that our rates were determined by cost of custodial time to set up and tear down as a starting point. They were adjusted in 2001 and hadn't been adjusted since. The Board asked that Kitty show room rental options with a 25%, 50% and 75% increase for the next meeting. 8. Blue Cross Blue Shield Member Reimbursement Program, Kitty reviewed the memo she had sent out to the Board regarding the positive changes that had been made in the program so far. These changes include; making the MIHCA membership more valuable, making the software more user friendly which meant that the manpower requirement for reporting was significantly decreased. Kitty felt that there were still some questions to be addressed like how it would work for MCC to offer the program; as a reduction to their payment amount or apply credits to their renewal. There are other changes that are being discussed and Kitty is continuing to monitor this program. She is interested in participating if it makes sense financially and if we decide to participate she'd like to start before the new year so that when the rush of new memberships come in the staff is well trained. Kitty will continue to follow the changes in the program. 9. Bob Grabinski and Richard Quick will be on vacation over the next Advisory Board meeting, MOTION by Richard Quick to move the June 16" meeting to the 4t" Thursday or the 23" of June, SECOND by Sandra Theros, MOTION PASSED unanimously. 10. MOTION to adjourn the meeting at 6:20 p.m. by Bob Grabinski, SECOND by Sandra Theros, MOTION PASSED.