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MCC Advisory Board Agenda 09-16-2004COMMUNITY CENTER AD VISOR Y BOARD MEETING AGENDA SEPTEMBER 16, 2004 4: 30 P.M. -ACADEMY CONFERENCE ROOM Board Members: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob Grabinski and Bruce Thielen Staff Members: Kitty Baltos-Director l . Call the meeting to order 2. Consideration of adding items to the agenda 3. Consideration of approving the July 29, 2004 regular Advisory Board meeting minutes. 4. Update Items: a. Land of Lakes Choirboys donation b. Maintenance update; pool closure C. Financial and facility usage update through July and/or August 2004. 5. Discussion about hours change for 2005, Sunday hours and weekday morning hours. 6. Consideration of Council request to cut $35,500 from the community center's capital purchases budget for 2005. 7. Discussion about position currently held by Bob Grabinski to expire on 12/31/2004. 8. Meeting adjourned REVENUE & EXPENSE STATEMENT 2004 - as of July 31, 2004 2004 2004 FULL YEAR MTD REVENUE BUDGET ACTUAL 1 ROOM RENTAL 81,695 36,454.04 2 PARTY ROOM RENTAL 15,485.45 3 CONCESSIONS 72,000 49,776.50 4 USER FEES 75,000 34,672.32 5 MEMBERSHIPS/DAILY 400,000 273,961.53 6 PROGRAM FEES 60,000 34,156.61 7 OTHER SERVICES 6,000 3,707.25 8 INTEREST 0.00 9 EQUIPMENT RENTAL 500 360.92 10 CONTRIBUTIONS 3,000 0.00 11 SALE OF PROPERTY 0.00 375.00 12 MISC REVENUE 250 -8.09 NSF FEE COLLECTION 85.00 13 TOTAL REVENUE BEFORE TAXES 698,445 14 TAXES 1,018,355 498, 567.31 15 TRANSFER FROM LIQUOR STORE 250,000 16 TOTAL REVENUE 1,966,800 947,593.84 EXPENSES: 17 SALARIES 561,540 341,075.56 18 EMPLOYEE TAXES / BENEFITS 110,945 60,977.49 19 PRINTED FORMS 2,000 930.24 20 OFFICE SUPPLIES 6,500 2,326.30 21 CLEANING SUPPLIES 7,300 5,404.55 22 CLOTHING SUPPLIES 7,000 2,609.62 23 CHEMICAL PRODUCTS 12,000 5,343.74 24 POOL MAINTENANCE SUPPLIES 5,000 318.32 25 GENERAL OPERATING SUPPLIES 18,250 8,585.94 26 EQUIPMENT REPAIR PARTS 5,000 3,656.29 27 BUILDING REPAIR PARTS 4,000 93.69 28 LANDSCAPING MATERIALS 3,000.00 1,133.90 29 MISC REPAIR & MAINT SUPPLIES 5,000 5,794.58 30 SMALL TOOLS & EQUIPMENT 4,000 0.00 31 T&E/FURNITURE 0 2,230.00 32 T&E COMPUTER EQUIPMENT 0.00 0.00 T&E OTHER 5,785.37 33 COST OF GOODS SOLD 0.00 0.00 34 PROF SERVICE MGMT FEE 400 209.92 35 PROF SERVICE DATA PROCESS 4,000 1,867.77 36 PROF SERVICE-Website/Email 400 0.00 37 PROF SERVICE CUSTODIAL 500 748.00 38 PROF SERVICE LAUNDRY 3,000 1,576.50 39 PROF SERVICE BLDG / EQUIP 5,000 3,353.83 401 PROF SERVICE MAINT AGREE 15,000 4,192.94 41 MISC PROF SERVICES 2,000 4,432.92 42 TELEPHONE 12,000 6,110.58 43 POSTAGE 500 0.00 44 CABLE/NETWORK SERVICES 2,200 1,186.13 45 TRAVEL EXPENSE 500 511.31 46 CONFERENCE & SCHOOLS 2,500 3,065.94 47 FREIGHT 0 0.00 48 ADVERTISING - GENERAL 10,000 2,125.23 49 GEN'L PUBLIC INFORMATION 1,000 182.40 50 BROCHURES 6,000 5,208.38 2003 2003 MTD YTD ACTUAL ACTUAL 30,603.00 50,230.32 14,423.50 24,862.88 42,809.25 66,455.87 40, 501.30 60, 693.74 248,363.38 417,468.13 35,279.11 50,419.08 3,045.00 12,419.85 349.50 480.08 500.00 112.17 55.99 683, 585.94 444, 786.78 863.643.26 860,272.99 1,547,229.20 325,825.85 525,159.65 56,455.48 103,301.21 1,488.25 1,679.72 4,004.61 5,833.85 5,332.56 12,674.22 2,576.92 4,896.86 7,452.39 12,422.81 4,547.62 23, 707.81 27, 822.60 2,963.00 3,658.99 7,336.90 498.04 498.04 6,251.11 7,351.72 7,221.15 7,221.15 -1,120.00 3,818.03 3,818.03 18.17 18.17 205.29 371.17 1,275.00 3,841.25 14,982.76 550.69 2,025.69 1,541.42 2,669.30 6,005.13 77241.63 3,025.72 5,082.32 1,102.78 6,200.30 5,789.28 10,431.12 149.36 163.13 1,112.25 1,809.54 198.85 534.41 898.74 1,219.94 0.00 16,490.10 36,022.23 0.00 2,072.96 4,833.82 51 GEN'L LIABILITY INSURANCE 34,345 27,017.00 52 PROPERTY INSURANCE 7,075 -970.18 53 MISC GENERAL INSURANCE 10,190 0.00 54 ELECTRIC 74,000 37,094.21 55 GAS 76,000 44,678.71 56 REPAIR & MAINT - BUILDING 20,800 2,088.51 57 REPAIR & MAINT -MACH/EQUIP 95,700 27,886.11 58 REPAIR & MAINT - OTHER 0.00 0.00 59 EQUIPMENT RENTAL 15,000 6,699.20 60 UNIFORM RENTAL 1,500 889.09 61 TOWEL RENTAL 1,100 583.15 62 DUES, MEMBERSHIP & SUBSCRIP 1,500 1,292.76 63 LICENSE & PERMITS 700 20.00 64 BANK CHARGES 5,500 4,040.19 65 MISC OTHER EXPENSES 300 46.48 66 IMPROVEMENTS 0 15,951.11 67 FURNITURE & FIXTURES 0 68 OFFICE EQUIPMENT 0 69 COMPUTER EQUIPMENT 0 70 OTHER EQUIPMENT 23,900 27,362.09 71 SUB TOTAL 1,184,145 675,715.87 72 ROOM RENTAL SUPPLIES 2,000 357.53 73 PROGRAM OFFICE SUPPLIES 0 0.00 74 CONCESSION STAND SUPPLIES 3,000 1,187.04 75 PARTY ROOM SUPPLIES 6,500 3,260.75 76 CLIMBING WALL SUPPLIES 500 631.67 771 FITNESS AREA SUPPLIES 1,000 8,134.44 78 GYMNASIUM SUPPLIES 500 73.69 79 INDOOR PLAY SUPPLIES 500 453.33 80 POOL SUPPLIES 2,000 564.65 81 WAREHOUSE SUPPLIES 500 243.57 82 WHEEL PARK SUPPLIES 500 127.49 83 GEN'L PROGRAM OPER SUPPLIES 7,300 2,629.96 84 T&E FURNITURE 20,550 1,870.97 85 T&E OTHER 11,300 86 CONCESSION FOOD SUPPLIES 50,000 29,281.44 87 NON-FOOD CONCESSION PROD. 902.07 88 PROF SERVICE - FITNESS 3,800 775.00 89 PROF SERVICE - PROG INSTRUCT 1,500 159.75 90 PROF SERVICE-GEN'L PROGRAM 1,500 776.95 911 PROGRAM ADVERTISING 3,500 1,824.88 92 EQUIPMENT RENTAL - PROGRAM 2,000 93 DUES,MEMBERSHIP & SUBSCRIP 250 94 PRIZES 1,500 200.94 951 TOTAL PROGRAM EXPENSES 120,200 53,456.12 96 TOTAL ALL EXPENSES 1,304,345 729,171.99 96 NET 218,421.85 5,000.00 38, 51 3.00 6,434.00 0.00 37,037.43 69,249.66 38,171.89 55,465.69 1,694.94 4,558.56 10,417.79 21,069.74 0.00 4,748.65 10,289.35 834.86 1,491.83 599.73 1,002.33 856.94 943.85 125.00 868.63 3,084.77 41942.94 74.87 177.81 5,169.29 10, 338.57 50.00 50.00 0.00 0.00 14,274.00 15,450.85 610,171.10 1,065,396.96 969.21 2,318.55 0.00 116.30 580.81 3,852.61 6,376.59 25.40 141.56 2,168.29 4,972.44 96.16 118.50 143.31 209.35 887.39 1,191.07 170.90 439.82 230.99 230.99 2,747.77 4,246.23 0.00 0.00 26,549.36 43,592.03 1,882.50 2,867.50 544.00 544.00 336.69 2,539.57 1,697.55 4,703.99 696.33 2,515.03 0.00 438.25 943.96 43,553.01 78,531.99 653,724.11 1,143,928.95 206,548.88 t 2005 PURCHASE REQUESTS PRELIMINARY BUDGET 2005 Concession Counter Showcase Ability to display items, increase pro-sho $5,000 TV's Mounted in Fitness Area Changing to FM radio signal for audio $200 Fitness Equipment Replace 2 bikes, new cross trainer & back row $1100 Picnic Tables Patio and Areas around MCC KOM Security Camera East end of pool to cover blind spots $1,000 Permanent Signs Around building, Pool Rules, etc. t $7,500 Web -Site for MCC Software Purchase $400 Replace Pool Furniture 26 of 52 Chairs $300 Table Replacement Eight foot tables $4,200 Conference Call Equipment For meeting rooms $600 Mural Painted Birthday Party Room $2,000 Counter Replacement & Ice Machine Catering Kitchen by Miss. Room $111000 Concession Equipment Commercial microwave & pizza ovens $1,200 Upgrade Electrical Front Counter and Gymnasium $61000 Air Handling Improvements For Aquatic Area as recommended by Eng. ' $12500 Replace Pulley Unit De -humidification Unit $4,500 Cap Door Frames Family Locker Room to start $45400 Pool Area window sill improvements Pitting due to standing water $2,000 Snow removal equipment Smaller snowblowers for entryways $11200 TOTAL "A" PRIORITIES 1�1 t560 $2045400 © �j L\_1 , TFm S W V 6� i�i� I L.0 6� I M Christmas Decorations MCC Hallways and exterior $500 Shoe Cubby/Bench Placed outside the family locker room $5,000 Deck Storage and Carts Swim lesson equipment $23000 Information Kiosk Permanent in Main Hallway $600 Replace benches In Family Locker room $75750 TOTAL "B" PRIORITIES $25,750 0 Community center sign Building mounted facing west parking lot $3,500 Landscaping Move irrigation lines, trees & south side $5,000 Indoor Play Structure Add on large component $45,000 Staging Material For theater group and other functions $5,100 Council Dias Fix De -lamination ??? Pool Games Bball nets, water polo nets $1,000 Mural Painted Around Family hot tub $25000 Water Toy Zero Entry area palm tree $3,000 Shallow depth refrigerator Miss. Room Alcohol providers use $2,000 Ornamental Trees Along interior Gallery Hallway $1,000 Carpet Bridge Meeting Room Noise reduction, comfort $2,700 TOTAL "C" PRIORITIES — $70,300 COMMUNITY CENTER ADVISORY BOARD REGULAR MEETING MINUTES JULY, 29, 2004 - 4:30 P.M. - ACADEMY ROOM Board Members Present: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bruce Theelen and Bob Grabinski Staff Members Present: Kitty Baltos-Director l . Meeting called to order at 4:20 p.m. by Harvey Kendall, Chair with welcome to Bob Grabinski who was attending his first Advisory Board meeting. 2. Consideration of approving the May 27, 2004 regular meeting minutes, MOTION by Richard Quick, SECOND by Sandra Theros, MOTION PASSED. 3. Consideration of approving the June 24, 2004 regular meeting minutes, MOTION by Bruce Thielen, SECOND by Richard Quick, MOTION PASSED. 4. Update Items: Kitty Baltos informed Board that she had been working with Jeff O'Neill to turn the green space behind the City garage on Sixth Street into a passive park. There would be a small fence along Sixth Street and the park area would be picnic tables. This would give the MCC programming department a place to do outside classes and activities and also give large groups or MCC guests a place to bring their own lunch and have a place to eat. 5. el Consideration of adding items to the agenda: None added. Discussion of and consideration of preliminary 2005 community center operations and capital purchases budget. After review the list of capital purchases for each department of the community center, the Board with Kitty assigned A, B and C priorities to each item. The Board requested that this be sent to the City Council for approval. Kitty Baltos reviewed the operations budget specifically identifying line items that showed significant changes. These changes included: a. Dividing the Room Rental Revenue into Room Rentals and Birthday Party Rentals. Expenses are already tracked separately. b. In expenses, Employee salaries and benefits was increased to raise the level of pay for the Lead Guest Service employees and the Guest Service 1 employees. C. Pool Maintenance supplies includes tile repair, zero entry gutters replaced, repaint pool area, floor mats in the family locker room, and pool heater intake replaced for a total of $8.500. d. Professional Services: Website and email: To purchase software to upgrade the community center's website and make it more appealing. e. Conferences and Schools increased to allow MCC to bring in speakers for harassment and customer service. f. Advertising, Kitty questioned the Board of their desire to advertise on radio again or to get a billboard on 1-94. Bruce Thielen suggested that the community center either have a local university take community center marketing on as a class project or hire an intern to develop a marketing program for the community center. g. Expo Exhibitor Admission as a separate line item. The community center uses EXPO's as their main method of advertising the banquet facilities. h. Bruce Thielen asked Kitty to talk to Rick Wolfsteller about the Liquor Store revenue and the possibility of putting more of their revenue towards the community center. There was also a suggestion to contact Excel regarding a light replacement program. Sandra Theros requested that MCC look into a milk machine and a flat bench for the fitness area. Kitty Baltos mentioned to the Board that the Council Diaz is de -laminating and will need to be fixed soon. The Board wanted MCC to investigate other avenues of repair before going. Kitty also mentioned the possibility of changing hours of the community center during the slower summer months. The Board asked that Kitty research this option more. 7. Harvey Kendall reminded the Board that the next Advisory Board meeting will be the third Thursday of the month or August 19, 2004. 8. Bob Grabinski requested that the maintenance department tighten up the banners that are advertising in the gymnasium. 9. MOTION by Richard Quick to adjourn the meeting at 6:00 p.m., SECOND by Sandra Theros, MOTION PASSED, Meeting adjourned. MONTICELLO TO: FROM: DATE: RE: MEMO Department Heads, Supervisors and Staf Rick Wolfsteller, City Administrator September 8, 2004 Preliminary 2005 Budget Reductions After discussion of the proposed 2005 budget at the first workshop session, it was the Council decision to leave the tax levy the same as in 2004, i.e. a total of $6,957,915. The levy I had proposed was originally set at $7,062,052 or $104,137 higher than this years. With the Council action, unfortunately this didn't mean just a cut of $104,000. As part of the preliminary 2005 budget, I had a proposed a one time debt levy reduction from what was normally scheduled in the amount of $700,000. The proposed reduction in the debt levy was because we had accumulated excess funds in various debt accounts that had been paid off and we could lower the levy rather than continuing to build up our surplus funds. During the workshop, the Council consensus was that we should possibly wait until next year (2006) to reduce the debt levy as it will likely be needed more then than now because of the new debt that would likely be issued during next year for the 1-94 interchange. Since our levy will increase substantially because of the interchange project, I think the Council wanted to use the surplus money in 2006 rather than in 2005. The bottom line was that the Council direction was to reduce the levy back to $6,957,916 and cut budgeted expenditures by $500,000. From the workshop discussions, it appears that cuts could occur as follows to achieve this goal: General Fund: Street Department - Eliminate grader purchase $185,000 Street Department - Replacement plow truck (partial funding of $80,000 instead of original $175,000 $ 95,000 Engineering Fees - Reduction $ 10,000 Legal Fees - Reduction $ 10,000 Capital Outlay Fund: Library Expansion Cut (Reduction from $800.000 to $700,00) $100,000 l_ Monticello City Hall, 505 Walnut Street, Suite 1, Monticello, MN 55362-8831 • (763) 295-2711. • Fax: (763) 295-4404 Office of Public Works, 909 Golf Course Rd., Monticello, MN 55362 • (763) 295-3170 • Fax: (763) 271-3272 Parks Fnnd- Ellison Park Restroom elimination $ 50,000 Landscaping reductions (Originally budgeted at $25,000) $ 12,500 Community Center Fund: Eliminate mural $ 2!M0 Other Capital Expenditures to be determined $ 35,500 Total Reductions $500,000 As you can see, the easiest targets were the big ticket items, with the Street Department taking the biggest hit ($280,000,the library expansion by $100,000 and Parks Department at $62,500). Still needing another $37,500 I am proposing that the Community Center come up with the balance to arrive at the $500,000 total. Since the Community Center had a total levy of $359,735 after deducting the $685,000 levied for debt and the $250,000 transferred from the liquor store operations, it appeared reasonable to expect the Community Center to find $35,500 that could be eliminated to balance this budget proposal. Please review and let me know if these cuts seem reasonable to propose to the City Council for our next workshop. If anyone has other ideas on where to cut, please let me know. Check -In Times: Sundays 2003-2004 Date Early Listed starting with the earliest time Late Listed starting with the latest time 8/1/04 9:37, 10:03, 11:07 8:20, 7:15, 6:57 7/25/04 10:31, 10:33, 11:21 7:32, 7:30, 6:13 7/18/04 11:04, 11:415 12:14 7:44, 7:27, 7:25 7/11/04 11:30, 11:36, 11:39 6:43, 6:24, 6:04 7/4/04 CLOSED 4" of July CLOSED 4 h of July 6/27/04 10:04, 10:32, 10:51 7:101, 6:43, 6:31 6/20/04 12:149 12:16, 12:56 8:051 7:52, 7:51 6/13/04 11:01, 11:329 11:46 8:27, 7:43, 6:07 6/6/04 10AL 10:55, 11:34 6:54, 6:39, 6:39 5/30/04 9:12, 10:27, 10:28 7:51, 7:465 7:27 5/23/04 9:44, 9:46, 10:22 7:10, 6:07, 5:45 5/16/04 9:03, 9:51, 9:59 7:39, 6:59, 6:45 5/9/04 10:225 10:33, 10:52 7:13, 7:03, 6:06 5/2/04 10:105 10:50, 11:10 8:07, 8:07, 8:06 4/25/04 9:12, 9:35, 10:23 7:44, 7:41, 7:41 4/18/04 10:09, 10:22, 11:03 6:37, 6:32, 5:45 4/11/04 CLOSED - Easter CLOSED - Easter 4/4/04 10:23, 11:18, 11:26 6:25, 6:17, 6:12 3/28/04 9:09, 9:14, 9:14 7AL 7:39, 7:37 3/21/04 9:31, 9:45, 9:50 8:01, 7:50, 7:48 3/14/04 9:04, 9:29, 10:08 8:51, 7:30, 7:30 3/7/04 9:33, 9:50, 9:56 7:56, 7:27, 7:25 2/29/04 9:30, 9:39, 9:41 7:36, 7:36, 7:01 2/22/04 9:40, 9:42, 10:07 7:40, 7:21, 6:45 Check -In Times: Sundays 2003-2004 Date Early Listed starting with the earliest time Late Listed starting with the latest time 2/15/04 9:04, 9:04, 9:06 7:411 7:41, 7:34 2/8/04 9:02, 9:23, 9:37 7:39, 7:35, 6:58 2/1/04 9:49, 9:52, 10:07 7:24, 6:16, 6:14 1/25/04 9:29, 9:41, 9:46 7:00, 6:07, 6:00 1/18/04 9:31, 10:24, 10:33 7:21, 6:461 6:31 1/11/04 9:06, 9:34, 10:23 8:06, 7:53, 7:38 1 /04/04 9:1 % 9:229 11:12 7 :47, 7:12, 6:41 12/28/03 9:30, 9:30, 9:31 8:19, 8:08, 6:58 12/21 /03 11:09, 11:0% 11:26 7:15, 6:48, 6:24 12/14/03 8:5% 9:17, 9:19 6:08, 6:03, 5:55 12/7/03 9:26, 10:25, 10:43 6:26, 6:24, 6:23 11 /30/03 10:181 11:09, 11:26 7:19, 6:44, 6:44 11/23/03 9:30, 9:42, 11:01 7:40, 7:15, 6:31 11/16/03 9:02, 10:34, 10:41 6:48, 6:34, 6:30 11 /9/03 10:43, 11:05, 11:10 7:09117:02, 6:16' 11/2/03 10:53, 10:541 11:05 6:399 6:38, 6:30 10/26/03 9:05, 10:48, 10:55 6:27, 6:06, 5:18 10/19/03 10:171 10:25, 11:39 6:48, 5:20, 5:18 10/12/03 10:46, 10:57, 11:01 6:009 4:52, 4:45 10/5/03 10:37, 10:38, 10:40 5:30, 4:58, 4:20 9/28/03 10:58, 10:5% 11:03 7:52, 7:51, 7:10 9/21 /03 10:10, 12:27, 12:46 7:46, 7:28, 6:47 9/14/03 12:39, 12:46, 12:50 7:07, 7:02, 6:43 9/7/03 10:52, 12:169 12:17 6:57, 5:069 2:27 9:00-11:30 AM 11:30-2:00 PM 2:00-4:00 PM 4:00-6:00 PM 6:00-7:30 PM 7:30-9:00 PM Daily Total 6/13/2004 7 16 9 26 18 4 80 8/1 /2004 7/25/2004 7/18/2004 7111 /2004 7/4/2004 6/27/2004 6/20/2004 15 24 12 13 0 9 10 30 21 19 8 0 29 12 35 17 18 23 0 14 12 31 22 16 18 0 7 10 15 6 16 14 0 16 5 3 13 6 17 0 7 6 129 103 87 93 0 82 55 6/6/2004 5/30/2004 5/23/2004 5/16/2004 13 24 24 20 14 34 60 31 13 14 35 18 11 25 53 27 19 15 26 15 9 3 18 7 79 115 216 118 4/18/2004 4111 /2004 23 0 27 0 32 0 15 0 3 0 13 0 113 0 5/9/2004 9 15 14 1 8 2 49 4/4/2004 3/28/2004 3121 /2004 3/14/2004 15 26 26 30 27 37 32 40 23 34 32 45 14 35 43 29 23 28 34 21 5 13 7 4 107 173 174 169 5/2/2004 4/25/2004 27 20 28 18 28 18 21 7 18 16 5 9 127 88 3/7/2004 2/29/2004 38 39 63 33 50 30 48 39 18 18 9 6 226 165 2/22/2004 2/15/2004 2/8/2004 2/1 /2004 1 /25/2004 1 /18/2004 1 /11 /2004 1 /4/2004 38 21 39 34 41 31 25 23 43 27 31 34 43 50 56 42 43 34 35 35 26 38 53 49 53 47 31 24 40 40 53 61 39 42 19 22 17 20 24 41 7 10 1 4 4 4 18 6 223 181 156 153 171 183 229 222 ----2/21 /2003 25 13 23 16 16 3 96 1S 2/14/2003 1 2/7/2003 11 /30/2003 11 /23/2003 11 /16/2003 11 /912003 36 20 21 10 18 26 41 25 16 7 13 14 30 24 28 17 27 12 33 27 21 11 27 17 24 14 10 8 27 16 5 4 2 1 8 6 169 114 98 54 120 91 413/26120O3 1M 0/19/2003 '1 O/I2/2003 10/5/2003 9/28/2003 9/21/2003 9/14/2003 20 11 15 11 14 11 17 13 6 13 7 9 5 6 14 9 12 8 12 27 6 11 8 12 8 7 14 8 14 3 6 9 32 18 6 4 0 3 2 10 6 6 76 37 61 45 84 81 49 8/31/2003 8/24/2003 S/l7/2003 8/10/2003 8/3/2003 Total 5 7 7 8 12 1045 14 10 14 6 8 1224 10 9 7 3 12 1165 7 10 10 6 9 1157 7 7 9 5 6 860 1 4 4 8 3 317 44 47 51 36 50 5768