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MCC Advisory Board Agenda 08-08-2002MONTICELLO COMMUNITY CENTER AD VISOR Y BOARD SPECIAL AGENDA MEETING A UGUST 8, 2002 4:30 p.m. - WEST PRAIRIE CONFERENCE BOARD MEMBERS: , Kendall -Chair, Wanda Kraemer -Vice Chair, Idella rBob Murray d Roger Belsaas STAFF MEMBERS: Jeff O'Neill-Dep l . Meeting called to orderJ+-,P V11-111 Administrator and Kitty Baltos-Director 2. Consideration of change to Banquet Room Rental Room rates. l� 3. Consideration of preliminary budget figures for 2003 V" 4. Meeting adjourned MEMO TO: Monticello Community Center Advisory Board FROM: Kitty Baltos DATE: July 30, 2002 RE: Bike Park Update & Budget Meeting Date I missed seeing you all last week for our missed meeting. I just wanted to update you on a couple of items. 1. Bike Park Grand Opening - We will be happy to have you therefor any part of the day that you are available. Here's an updated itinerary for the day: 1. 2: 45 p.m. - Ribbon "break through" with the Land of Lakes Choirboys 2. 3: 00 p. m. -Rich Wieber -profession stunt bike rider 3. 4: 00 p.m. - Metrum - local band plays 4. 5: 00 p. m. - Open competition practice and judging, each group will be given a practice time before judging starts - then each competitor will be given one minute to perform. Your job will be to judge on what I call WOW points. You'll grade 0 to 5 points (yes you can use tenths for example 4.9) depending on how much the trick performed WOW's you. The competitors know that they are not being judged on technical merit. You'll have an assistant helping keep the scores for you and help determine the winner. 5. 7:15 p.m. - Metrum - local bands plays 6. 8: 00 p. m. - open ramps until 9: 00 p. m. close. Please let me know your availability for the day. I appreciate your help. I think it will be a very fun day! 2. Budget Meeting - I would like to call a special meeting of the Advisory Board to begin preliminary budget review. I'm looking at Thursday, August 8th at 4:30 p.m. Please let me know your availability. I would anticipate that the meeting should only take one hour to one and a half hours. My staff has been diligently researching projects for 2003. 3. Banquet Rental Rates - At the last Board meeting we talked about revamping how we quote our Banquet Room rental prices. Currently it's a room charge, police officer charge, dish rental charge, kitchen charge, video equipment charge, etc. Tricia Menth, our Event Coordinator, explained that this is very off- putting to potential renters and with our 2002 price increase, we've seen a decline in rentals of the Banquet Room by 50%. The proposal at the last meeting was to revamp the price structure to be one price for all amenities based on recommendations from Tricia. Here's what we're looking at: (enclosed is our current brochure for comparison) a. Alcohol Events $850 - This price includes: Police officer, dish rental, video equipment, event hostess, kitchen rental, table and chair set up and tear down, the patio, the portable bar and our head table covering. b. Non Alcohol Events - $600 (the difference being no police officer, cost is usually $200 to $250 per event) C. If you'll notice we'd like to do away with the Resident, Regular rate. We're finding that if they are non-residents, they are getting residents who are relatives to book for them. They always tell us it's their wedding present to them, how do you check that?? It makes the prices look easier and cleaner. d. The damage deposit would remain at $500 and would be the only additional charge from the community center. The renter would have additional charges for food and beverages. e. Tricia is working with local vendors to put together package plans that will include, for example, hotel rooms, decorations, flowers, etc. We are planning to be in a wedding expo on August 11 th, so if you have any problems with the new price structure, please let me know ASAP. We'd like to begin quoting new prices, whatever they are, at this expo. We expect to see 1500 to 1800 attendees of the expo. My office direct line is 763-271-3268 and my email address is kitty. baltos@ci. monticello. mn. u s Thanks for all your help. Budget Requests from Tricia Menth 10 - 6ft oval banquet room tables Parker McDonald painting theme in MCC Meeting Room info directional sign Advertising Budget Brochures Bookmarks for Expo Giveaways �q, Inc Qoat ua�.�.m �}}aQ wu,d wA S45 f. $4,000 r ►� � p+x- $ 6 5 0 0 0 -A (-"2 C P " r, $3,000 -aj-,O� $25500 $1,500 t� ,Zsm C, [kAd S OCO, 5�00 - tLoaw-tti zap. Wish List Swim Supplies Noodles, balls, Volleyball nets., water polo equipment, kick boards etc $1,000.00 Painting Decorative Wall mural for the pool and painting of height requirements for the slide $25000.00 Signs Pool rules and Mn. Health requirements $ IIco _ New Toys Large Tropical Tree $25500.00 Lily Pad Walk $255000.00 Floating Toy $2500.00 p 1 W I E•F U I wl 1 r'J 1 O I I a 1 lal i I I E-1 1 I W I I � I I I 1 � I l a l 1 4 1 z1 Iwl I o I I o 1 I N I I I I I (7 1 I ID I I o 1 0 1 lol I N 1 a 1 I !( N 1 a I 0 p I a o I 4 O 1 � O I E. N U I I =1,M E V' W a F •• LA %D �. 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N Q' U] n O co Q N ' %D aT o '" L •.i ❑ i •d ..a O t O In O In O O O N O 00 r O m m Ln O O O n N N O n N a x F N o n N o 0 0 0 m o u l 1 n ko m ., Ln v vi W Q r 1 r w CD .i 1 n 1 r. -4 N N ' t I 1 n to n 14 1 1 i m O O O O O O O O O m t O O O O O O O O O n t 1 O O O O O O O O O n m 1 1 n 1 1 N N D7 m H1 n ,4 1 1 z N a a N f a � z a Q N C9 0 0 E. 0 F ►" z a w ❑ ai a z Q O N � a o az Fn W'" a a Cl) 0 w of a 0 O O a W m n o z a a U) z a s Ln U) -- a w a w a \ N 3 U o a u .a a O a w .aCD E+ z an ct mOoQoNo Ln 1 %D I n a arr-4 rn 1 mzLnE.n�m o 0 a E. Q N W u o 1-0 vN �zntgn CO OD CD z W U N ar+u�+U W vXlw LnZmZrnZa W u Fnc>An�nFn an fn cAn znfrgH >• O z N F N ZN N Na N D.N\N W N LLNO.N W z W .4 (L r-r [L N W r— rl M. N. N e-4 N + N W F N 1••1\ �+ r+ UOOmOvi> rn=rP W to Nui❑in7mnU vavv a N f vofv❑DCvcrvCY f a •a •� •w v vOt •❑ •a -W -W •wE f n O %D %D %o %D w w %D x O N x Q U N N N N N N N N O u N N N N N N N N N U O u SPECIAL REVENUE FUND 2003 Budget Community Center REVENUE 2002 2003 CURRENT AD VALOREM TAXES 226.31011 $808,150 $864,945 DELINQUENT AD VALOREM TAXES 226.31021 $0 $0 MOBILE HOME TAX 226.31031 $0 $0 PEN & INT - AD VALOREM TAXES 226.31910 $0 $0 HOMESTEAD CREDIT 226.33402 $0 $0 STATE GRANTS & AIDS - OTHER 226.33429 $0 $0 ROOM/SPACE RENTAL 226.34101 $107,000 $107,000 KITCHEN RENTAL 226.34102 $2,400 $0 CONCESSIONS 226.34740 $48,200 $70,000 USER FEES 226.34790 $70,500 $70,500 MEMBERSHIPS 226.34791 $350,000 $400,000 PROGRAM ACTIVITY FEES 226.34792 $40,000 $52,000 OTHER CHARGES FOR SERVICES 226.34999 $25,000 $17,000 INTEREST EARNINGS 226.36210 $3,000 $1,950 RENTAL OF EQUIPMENT 226.36221 $6,000 $4,000 CONTRIBUTIONS - PRIVATE 226.36230 $1,050 $3,000 OTHER MISC. REVENUE 226.36299 $2,000 $2,000 TRANSFER FROM GENERAL FUND 226.39201 $0 $0 TRANSFER FROM LIQUOR 226.39207 $200,000 $200,000 TOTAL REVENUE 1 $1,663,300 $1,792,395 EXPENDITURES Personal Services SALARIES, FULL TIME - REG 226.45122.1010 $228,800 $247,500 SALARIES, FULL TIME - OT 226.45122.1020 $2,000 $2,000 SALARIES, PART-TIME - REG 226.45122.1030 $265,000 $278,000 SALARIES, PART-TIME - OT 226.45122.1031 $0 $1,000 SALARIES, TEMPORARY - REG 226.45122.1040 $0 $10,000 SALARIES, TEMPORARY - OT 226.45122.1050 $0 $0 SALARIES, OTHER 226.45122.1090 $0 $0 SEVERANCE PAY 226,45122.1110 $0 $0 PERA CONTRIBUTIONS 226.45122.1210 $16,000 $21,000 FICA CONTRIBUTIONS 226.45122.1220 $38,400 $38,400 MEDICARE CONTRIBUTIONS 226.45122.1250 $7,300 $7,300 HEALTH/DENTAL/LIFE INSURANCE 226.45122.1310 $35,000 $30,930 U. C. BENEFIT PAYMENTS 226.45122.1420 $4,000 $4,000 WORKER'S COMP BENEFIT PAYMT 226.45122,1520 $3,000 $6,500 TOTAL PERSONAL SERVICES 1 $599,500 $646,630 2003 BUDGET XLS Spec Revenue Fund -Comm Ctr. 8/22/2002 SPECIAL REVENUE FUND 2003 Budget Community Center Supplies PRINTED FORMS & PAPER 226.45122.2030 $0 $750 PROGRAM OPERATING COSTS 226.45122.2065 $0 $0 MISC OFFICE SUPPLIES 226.45122.2099 $6,400 $7,500 CLEANING SUPPLIES 226.45122,2110 $6,500 $9,500 CLOTHING SUPPLIES 226.45122.2111 $7,000 $7,000 MOTOR FUELS 226.45122.2120 $0 $0 LUBRICANTS & ADDITIVES 226.45122.2130 $0 $0 CHEMICAL PRODUCTS 226.45122.2160 $18,000 $12,000 MISC OPERATING SUPPLIES 226.45122.2199 $10,500 $18,000 EQUIPMENT REPAIR PARTS 226.45122,2210 $0 $3,400 VEHICLE REPAIR PARTS 226.45122.2211 $0 $0 TIRES a 226.45122.2220 $0 $2,500 BUILDING REPAIR SUPPLI S 226.45122.2230 $2,500 $9,100 LANDSCAPING MATERIALS 226.45122.2250 $0 $0 MISC REPAIR & MTC SUPPLIES 226.45122.2299 $8,000 $5,000 SMALL TOOLS & EQUIPMENT 226.45122.2410 $5,000 $4,000 COST OF GOODS SOLD 226.45122.2998 $0 $0 TOTAL SUPPLIES 1 $63,900 $78,750 Services & Charaes PROF SRV - MANAGEMENT FEE 226.45122.3070 $700 $700 PROF SRV - DATA PROCESSING 226.45122.3090 $0 $4,000 PROF SRV - WEBSITE/EMAIL 226.45122.3092 $400 $400 PROF SRV - CUSTODIAL 226.45122.3110 $500 $500 PROF SVC - LAUNDRY 226.45122.3111 $3,000 $3,000 PROF SRV - BLDG/EQUIP 226.45122.3112 $0 $5,000 MAINTENANCE AGREEMENTS 226.45122.3190 $15,000 $10,000 PROF SRV - NEWSLETTER 226.45122.3195 $0 $0 MISC PROFESSIONAL SERVICES 226.45122.3199 $700 $9,000 TELEPHONE 226.45122.3210 $17,000 $12,000 POSTAGE 226.45122.3220 $1,200 $1,000 CABLE/NETWORK SERVICES 226.45122.3250 $2,200 $2,200 TRAVEL EXPENSE 226.45122.3310 $600 $600 CONFERENCE & SCHOOLS 226.45122.3320 $2,000 $5,000 FREIGHT 226.45122.3330 $300 $300 ADVERTISING 226.45122.3499 $15,000 $28,000 GENERAL PUBLIC INFORMATION 226.45122.3520 $6,000 $2,000 BROCHURES 226.45122.3560 $10,000 $15,000 GENERAL LIABILITY INSURANCE 226.45122.3610 $26,300 $20,000 PROPERTY INSURANCE 226.45122.3620 $7,000 $5,420 MISC. GEN INSURANCE (WORK COMP) 226.45122.3699 $0 $12,120 ELECTRIC 226.45122.3810 $70,000 $70,000 GAS 226.45122.3830 $76,000 $62,000 REPAIR & MTC - BUILDINGS 226.45122.4010 $5,000 $5,000 REPAIR & MTC - MACH & EQUIP 226.45122.4044 $5,000 $5,000 REPAIR & MTC - VEHICLES 226.45122.4050 $0 $0 REPAIR & MTC - OTHER 226.45122.4099 $0 $0 EQUIPMENT RENTAL 226.45122.4150 $15,000 $15,000 UNIFORM RENTAL 226.45122.4170 S1,500 $1,800 2003 BUDGET XLS Spec Revenue Fund -Comm Ctr 8/21/2002 SPECIAL REVENUE FUND 2003 Budget Community Center TOWEL RENTAL 226.45122.4171 $0 $750 DUES. MEMBERSHIP & SUBSCRIP 226.45122.4330 $500 $500 TOWING CHARGES 226A5122.4360 $0 $0 LICENSES & PERMITS 226.45122.4370 $700 $700 CUSTOMER DISCOUNTS 226.45122.4379 $0 $0 BANK CHARGES 226.45122.4398 $2,600 $4,000 MISC OTHER EXPENSE 226.45122.4399 $1,500 $1,500 OPENING CELEBRATION EXP 226.45122.4429 $0 $0 TOTAL SERVICES & CHARGES 1 $285,700 $302,490 Capital Outlay IMPROVEMENTS 226.45122.5301 $42,000 $29,000 MOTOR VEHICLES 226.45122.5501 $0 $0 FURNITURE & FIXTURES 226.45122.5601 $4,000 $6,000 OFFICE EQUIPMENT 226.45122.5701 $2,000 $2,000 COMPUTER EQUIPMENT 226.45122.5702 $3,000 $2,500 OTHER EQUIPMENT 226.45122.5801 $70,500 $55,000 TOTAL CAPITAL OUTLAY $121,500 $94,500 Debt Service LEASE PYMT TO HRA - PRINC 226.45122.6040 $0 $0 LEASE PYMT TO HRA - INT 226.45122.6140 $0 $0 TRANSFER TO DEBT SERVICE FD 226.45122.7205 $525,000 $573,225 TOTAL DEBT SERVICE 1 1 $525,0001 $573,225 Community Center Programminq RENTAL ROOM SUPPLIES 226.45127.2075 $1,000 $1,000 OFFICE SUPPLIES - PROGRAMMING 226.45127.2099 $0 $500 OPER SUPPLIES - CONCESSIONS 226.45127.2145 $1,000 $1,000 PARTY ROOM SUPPLIES 226.45127.2146 $6,000 $7,000 CLIMBING WALL SUPPLIES 226.45127.2171 $1,000 $500 FITNESS AREA SUPPLIES 226.45127.2172 $6,000 $5,000 GYMNASIUM SUPPLIES 226.45127.2173 $1,000 $500 INDOOR PLAY SUPPLIES 226.45127.2174 $500 $500 POOL SUPPLIES 226.45127.2175 $6,500 $2,200 "THE WAREHOUSE" SUPPLIES 226.45127.2176 $500 $500 WHEEL PARK SUPPLIES 226.45127.2177 $500 $700 GEN PROGRAMMING - OP. COSTS 226.45127.2198 $0 $5,500 CONCESSION FOOD PRODUCTS 226.45127.2541 $38,000 $50,000 PRIZES 226.45127.4390 $0 $0 PROF SVC - FITNESS 226.45127.3012 $3,700 $3,000 PROF SVC - PROGRAM INSTR 226.45127.3013 $0 $3,000 PROF SVC - GENERAL PROGRAMMING 226.4512.3199 $0 $4,500 ADVERTISING - PROGRAMMING 226.45127.3499 $0 $7,000 EQUIP RENTAL - PROGRAMMING 226.45127.4150 $0 $3,400 PRIZES 226.45127.5805 $2.000 $1,000 TOTAL COMMUNITY CENTER RECREATION $67,700 $96,800 GRAND TOTAL COMMUNITY CENTER $1,661,300 $1,788,795 2003 BUDGET.XLS Spec Revenue Fund -Comm Ctr 8/21/2002 CAPITAL OUTLAY ITEMS 2003 Budget FUND/DEPARTMENT: Item Description I AMOUNT FUNDING SOURCE Data Processina (6) PC's $12,000 General Server, backup, UPS, misc. $5,500 General CCD Multimedia Projector $5,000 General TOTAL DATA PROCESSING $22,500 Info Center Landscaping Improvements - Pavers (1/2) $4,000 General TOTAL INFO CENTER $4,000 Library Improvements - (Library Relocation) $10,000 Capital Outlay TOTAL LIBRARY $10,000 PW Administration Office Equipment - Laser Printer $3,300 General Office Furniture & Fixtures Front Office Remodel $8,000 General TOTAL PW ADMINISTRATION $11,300 Water Access Fund Improvements: Refurbish Well #1 $13,000 Water Access Watermain Replacement (1/4 core city project) $100,000 Water Access Buildings: (1/2) New Bldg for Water/Collections Dept. $30,000 Water Access New Reservoir Roof $11,000 Water Access TOTAL WATER ACCESS $154,000 vvater ueparimeni Motor Vehicles(1/2) replacement of 1/2 ton pickup $11,000 Water TOTAL WATER DEPARTMENT $11,000 Streets Motor Vehicles: (1/2) Bucket Truck $12,000 General New 1/2 ton pickup (Replace 88 Ford) $18,000 General Replace 88 Ford Plow Truck $100,000 General Replace 89 - 1 ton dump truck $30,000 General Equipment: Add'I loader w/plow & wing $160,000 General Replace Rollerr $14,700 General Knuckle boom for post driver $8,000 General Improvements: Sealcoating Program $35,000 General TOTAL STREETS $377,700 2003 BUDGET.XLS Capital Outlay Items:8/22/2002