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MCC Advisory Board Minutes 11-18-2004COMMUNITY CENTER ADVISORY BOARD REGULAR MEETING MINUTES NOVEMBER 18, 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 Guests Present: Duane Gates, Director of the Monticello Community Education 1. The meeting was called to order by Harvey Kendall, Chair at 4:32 p.m. 2. Items to be added to the agenda: The Little White Church and a possible intern for the community center. 3. Guest Duane Gates was present. Kitty Baltos started the discussion reviewing the discussion at the City Council budget meeting in early October. At this meeting the Council was trying to determine the importance of the City's continued contribution to the Community Education program versus what the community center is able to do currently with their own programming department. The Council did ask that the two organizations meet to discuss cooperative advertising and programming. The discussion center around MCC using the Community Education Journal to advertise its programs, how much cooperation is happening between Community Education and the community center and how to show value to the City for the contribution the City currently makes to the summer recreation program at Community Education. Bruce Thielen wanted each organization to think outside the agreement, not to just continue on just because its what we've always done. Duane Gates expressed concern about their own budget and the additional cost to add the community centers classes to the journal. Bruce Thielen made a MOTION to have the two Directors work together to determine a way to show value to the City for the $12,700 contribution to Community Education. Included in the motion was the need for the Advisory Board to review the Joint Powers agreement between the City and Community Education that began this relationship. The MOTION was SECONDED by Richard Quick, MOTION PASSED unanimously. 4. Consideration of approving the October 21, 2004 regular meeting minutes. A MOTION was made by Bruce Thielen to accept the minutes as submitted, SECOND by Sandra Theros, MOTION PASSED unanimously. 5. UPDATE ITEMS: a. Community Center usage totals through October. Kitty Baltos reported that the community center is on track to exceed 130,000 visitors for 2004. This number is up significantly from 2003. Each year the community center has been in operation, we have surpassed the number of the previous year. b. ATM Proposal - Kitty reported that she added this item because at the time the agenda was done up, the individual Kitty is working with said that a proposal was coming and that she would like it. However, the proposal did come in and there was no difference except that the cost to have an armored car was included to the monthly cost thereby increasing the expense of the ATM machine for the community center. 6. Final review and approval of five year plan for capital purchases. Kitty Baltos explained that most of the items to be purchased in the next five years are major maintenance items. They attempted to make the best guess when items will need to have major repair or be replaced. Kitty wanted the Board to specifically look at the items at the bottom titled Major Improvements for the next two to twenty years. Richard Quick suggested that Kitty put those items into priority order and that the MCC Advisory Board begin to review the item listed "Close and sell Wheel Park." Kitty informed that Board that she would pull all the financial information for the Wheel Parks for the December meeting for further discussion. The Board agreed that the Five Year plan should be forwarded to Rick Wolfsteller as presented by Kitty Baltos with the change in the Major Improvements priorities. 7. Consideration of policy change for security during non -wedding alcohol events. Kitty clarified for the Board that at the October meeting the policy changed was for wedding events only and that the difference was that some of the other social or professional events that wish to include alcohol won't last for four hours. A MOTION was made by Bruce Thielen to approve the new policy with the listed changes; In paragraph two should read The officer will be scheduled instead of will be reserved, in paragraph three the word should be criteria instead of criterion, item seven should be an a instead of and before MCC, and the last line of the policy should read "The officer will be scheduled by the community center and paid for by the renter." A SECOND was made by Richard Quick, MOTION PASSED unanimously. 8. Added Items to the Agenda: a. Exclusive Beverage Contract up for renewal December 1, 2004. The proposals from Viking Coca Cola and Bernick's Pepsi had not been received. How did the Board want to handle getting the information and making a final decision. The Board agreed that they would be available to go over the contract and assist with the decision after the proposals come in. b. Little White Church, Kitty advised the Board that the five year plan did not include the little white church. The plan and ownership was still up in the air. This might be an item that needs to be discussed more as decisions are made by the City Council. C. Possible intern for community center. Kitty has spoken to an individual who is looking for an internship at MCC for 15 weeks 40 hours per week. She is planning to meet with him on Friday the 19" to find out more of the internship requirements. 9. MOTION by Richard Quick to adjourn the meeting at 6:05 p.m., SECOND by Bob Grabinski, MOTION PASSED unanimously and meeting adjourned.