MCC Advisory Board Agenda 11-18-2004COMMUNITY CENTER ADVISORY BOARD
MEETING AGENDA
NOVEMBER 18, 2004
4:30 P.M. -ACADEMY ROOM
Board Members: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob Grabinski,
and Bruce Thielen.
Staff Members: Kitty Baltos-Director
1. Call the meeting to order
2. Guest Duane Gates, Monticello Community Education, to discuss advertising in Community
Education Journal quarterly.
3. Consideration of adding items to the agenda
4. Consideration of approving the October 21, 2004 regular Advisory Board meeting minutes
5. Update Items:
a. Community Center usage totals through October, 2004
b. ATM proposal request
6. Final review and approval of five year plan for capital purchases to be submitted by December 1,
2004
7. Consideration of policy change for security during non -wedding alcohol events
8. Meeting adjourned
COMMUNITY CENTER ADVISORY BOARD
REGULAR MEETING MINUTES
OCTOBER 219 2004 - 4:30 P.M. - ACADEMY ROOM
Board Members Present: Harvey Kendall -Chair, Richard Quick -Vice Chair, Sandra Theros, Bob
Grabinski and Bruce Thielen
Staff Members Present: Kitty Baltos-Director
The meeting was called to order by Harvey Kendall, Chair at 4:30 p.m.
2. Consideration of adding items to the agenda. Kitty Baltos added two items to the update items the
first was election security and the second was financial and usage summary through September
2004
3. MOTION by Richard Quick to approve the September 16, 2004 regular meeting minutes with one
correction. The correction was for item number eight in the meeting minutes. The minutes should
reflect that Kitty Baltos was going to try and get either police reservists or individuals to stand
guard over the entrance to the walking track. SECOND by Bruce Thielen, MOTION PASSED
unanimously.
4.
Update Items:
Proposed 2005 budget. Kitty Baltos reported that the proposed cuts to the budget did go
through the Council. Bruce Thielen reported that Duane Gates from Community Education
was at the meeting discussing the City's contribution to Comm. Ed. Bruce asked Duane
why the community center is not allowed to advertise in their journal or in the schools and
could the two organizations get together to discuss this? Kitty Baltos reported that Duane
Gates will be attending the next Advisory Board Meeting on Thursday, November 18,
a.
2004.
b. Added Item: Election Security. Kitty Baltos reported that she will be unable to get police
reservists to help with the walking track on election day. She did talk to Rick Wolfsteller,
City Administrator, about the City hiring police officers for the day and he said that he
would not. Kitty advised that she did not have the manpower or the budget to bring MCC
staff in for the day. Bob Grabinski volunteered to work security from 4:00 p.m. to 8:00
p.m. that day. Richard Quick requested that Kitty try to get MCC Staff or advise her on -
duty staff to make frequent rounds in the fitness area. It was also requested that the
television be turned off or at the very least muted for the day.
C. Added Item: Financial and Usage Summary through September 30, 2004. Kitty Baltos
provided a current Revenue and Expense report through September 30'" and also figures
that show facility usage through September 30'. Bob Grabinski questioned the
contribution from the Liquor Store and why it wasn't shown in the 2003 year-to-date
information. Kitty explained that this is done in April with the auditors, so none of her
financial statements reflect it, however, it should have been identified on the report
supplied. Kitty briefly touched on some of the revenue items and then with no further
questions moved to the usage report. The report indicates that the Community Center has
seen over 100,000 visitors through September. In 2002 we had just under 100,000 for the
year and 102,000 for 2003. So the Community Center is on track to significantly better
again this year.
5. Review and discussion of Community Center Five year Plan. Kitty Baltos provided a view for the
Board of the items that she would like to see purchased over the next five years along with major
changes or additions to the building. The Board requested that Kitty bring to the next meeting
these same items laid out by year for a more clear understanding of where the community center is
going. Kitty asked the Board to give their ideas, suggestions and dreams for the community center
as well to add to this list.
6. Consideration of changing the policy requiring a police officer for non wedding events at the
community center. The Board reviewed what the decision was that was made at the last Board
meeting regarding police officers at weddings. Kitty is requesting the ability to use their own
discretion for non -wedding alcohol events to make the community center more available for
smaller social events. The Board requested that Kitty draft the new policy for their approval and
bring it back to the next meeting.
7. Consideration of hours change beginning January 2005 to a 5:30 a.m. opening time. Kitty Baltos
provided information about the budget requirements for such an addition of time. She strongly
recommended the change of hours for the members who come in early to workout. MOTION by
Richard Quick to approve the change our building opening hours Monday through Friday from
6:00 a.m. to 5:30 a.m. to begin January 2, 2005, SECOND by Sandra Theros who feels that this
change will make a lot of people very happy, MOTION PASSED unanimously.
8. Discussion on new ATM proposal for the community center. The Board had a lengthy discussion
about an ATM machine and it's convenience for users as opposed to the economic value to the
community center. The Board agreed that the convenience to the customer is not great enough to
overcome the expenses of the ATM machine at this time. The Board felt that this was a proposal
that we should pass on at this time.
9. MOTION by Richard Quick to adjourn the meeting at 5 :43 p.m., SECOND by Bob Grabinski,
MOTION PASSED unanimously.
6. Final review and approval of five year plan for capital purchases to be submitted by December
1, 2004.
YEAR 2005
1. Replace pool furniture 1/2
$3,800
2. Website software
$4,000
3. Table replacement
$45200
4. Conference call equipment
$600 a
5. Upgrade Catering Kitchen
$115000
6. TV's mounted in fitness area
$2,000
7. Fitness Equipment
$111000
8. Picnic Tables
$8,000
9. Security cameras
$1,000
10. Permanent signs
$71000
11. Concession Equipment
$1,200
12. Upgrade Electrical
$6,000
13. Air Handling improvements - pool
$95,000
14. Replace pulley unit
$4,500
15. Cap Door Frames
$4,400
16. Pool area window sill improvements
$2,000
17. Snow removal equipment
$11200
TOTAL
$1669900
YEAR 2006
1. Paint pool ceiling and walls
$3000
2. Replace lockers
$50,000
3. Re -carpet as necessary
$10,000
4. Upgrade catering kitchen, finish
$10,000
5. Outside door replacement (3)
$12,500
6. Compressor replacement (3)
$27,000
7. Lily pad walk
$40,000
8. Replace pool furniture
$4,000
9. Window shades in pool area
$2000
10. Murals
$6,000
11. Trees for Gallery Hallway
$2,500
12. Color cameras for security
$6,000
13. Increase indoor play area
WOO
14. POS and registration software upgrades
$30,000
15. Display case for concessions
$5,500
16. Additional staff Aquatics and Finance part time
$36,000
17. Fitness Equipment add or replace
$1000
TOTAL
$3449500
YEAR 2007
1. Re -carpet as necessary
$10,000
2. Outside door replacement (8)
$33,000
3. Compressor replacement (3)
$27,000
4. Murals
$600 '
5. Dehumidification unit coils and pulleys replaced
$9,000
6. Diamond Brite pool and Spas
$40,000
7. Life Guard chair replace
$8,000
8. Building sign West end
$3,500
9. Replace concession tables / chairs
$600
10. Replace all pool pumps
$30,000
11. Upgrade fitness area air handling
$10,000
12. Replace boiler burners and circulating pumps
$2000
13. Replace kitchen appliances
$10,000
14. Add or replace fitness equipment
$105000
TOTAL
$222,500
WAR 2009
1. Re -carpet as necessary
$1000
2. Outside door replacement (4)
$16,500
3. Compressor replacement (3)
$27,000 '
4. Murals
$6,000
5. Pool toys and decorations
$7,000
6. Parking lot seal coated and striped
$7,000
7. Windows replaced in Gallery Hallway 1/2
$255000
8. Improvements for outside park area
$255000
9. Replace lights in Warehouse
$10,000
10. Maintenance vehicle
$155000
11. Replace meeting room chairs 1/2
$800
12. Replace pool heater
$10,000 .
13. Replace kitchen appliances
$101000
14. Add or replace fitness equipment
$10,000
TOTAL
$1869500
MAJOR IMPROVEMENTS to look at in two to ten years
Prices are no known at this time
1. Add second gymnasium
2. Close and sell wheel parks
3. Add outdoor water park
4. Outdoor play structure
5. Move MCC front counter to a more central and visible location
6. Take out aerobic room and expand fitness area and add more equipment
7. Out building for MCC
8. Increase size of family spa
7. Consideration of policy change for security during non -wedding alcohol events.
A. REFERENCE AND BACKGROUND:
At our September Advisory Board meeting we approved the use of a police officer for wedding receptions
serving alcohol at the community center for the final four hours of the event. What follows is a new
policy draft for non -wedding alcohol events and their police officer requirements.
DRAFT PROPOSAL OF POLICE SECURITY REQUIREMENTS FOR ALCOHOL EVENTS:
A police officer will be required to be present at any wedding and/or wedding reception that intends to
serve alcoholic beverages of any type, in the Mississippi Room and adjacent patio, for a minimum of four
(4) hours to specifically encompass the final four (4) hours of the event.
The community center will use the Wright County Sheriff's department for alcohol security. The officer
will be reserved by the community center and paid by the community center.
All other alcohol events will require a police officer at the discretion of the MCC Director. The criterion
for making the determination of police security will include, but is not limited to:
1. Size of the event.
2. Generally anticipated age of the event participants.
3. Type of beverages expected to be consumed, i.e. beer and wine versus hard liquor.
4. The expectation of an open bar or a cash bar.
5. Expected time length of the event.
6. Previous experience with the renter or past history with a similar event.
7. All such events will require a MCC staff person to act as in-house security for the event
at an additional cost to the renter, regardless of the requirement of a police officer.
8. All decisions of the Director will be final.
The community center will use the Wright County Sheriff s department for alcohol security. The officer
will be reserved by the community center and paid by theimer. ,
B. ALTERNATIVE ACTIONS:
1. To approve the new police security requirements policy as proposed in above draft.
2. To suggest modifications to the policy and approve a revised policy for police security
requirements.
3. To not approve the new police security requirements policy.
C. STAFF RECOMMENDATIONS:
I feel that this attempt to lighten the requirements for security for non -wedding alcohol events will make
the community center more available for smaller and quieter social or professional events. However, the
community center would still maintain the option of requiring a police officer if there is any concern at all.
I believe that our own in-house security will be quick to make the call to a police officer if a problem
should arise. I would request that the Advisory Board approve the draft as written above.
D. SUPPORTING DATA:
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