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MCC Advisory Board Agenda 10-18-2011COMMUNITY CENTER ADVISORY BOARD MEETING AGENDA TUESDAY, OCTOBER 18, 20114:30 P.M. - RIVER ROOM Board Members: Ron Broekemeier- Chair, Sandra Theros -Vice Chair, Jennifer Bethke, Darren Paumen, Clint Herbst and Lloyd Hilgart (Council alternate) Staff Members: Kitty Baltos- Director 1. Call meeting to order 2. Consideration of adding items to the agenda. 3. Consideration of approving the minutes of the September 20, 2011 regular meeting. 4. Update Items: a. Visit Summary through September, 2011 b. Third Quarter financial summary c. Manager's Monthly Recap d. Community Garden wrap up, Kitty Baltos. e. Farmer's Market wrap up, Ron Broekemeier. f. Bertram Chain of Lakes Regional Park update, Sandra Theros. 5. Old Business: a. 2012 preliminary budget report. I have asked Tom Kelly, our Finance Director, if he could attend the meeting to update the Board on: I. The Community Center's classification for financial reporting and levying. ii. The affects of the natatorium improvements on our reserves. iii. How proposed cuts to the 2012 budget will benefit our overall 2012 budget /reserves. iv. Other questions b. Design information from Wold Architects. Design options for the fitness center will be available that evening for review. c. Consideration of a FiberNet and MCC collaborative marketing plan 6. Consideration of pricing for group fitness classes, inclusion in membership or additional cost to membership. 7. Adjourn MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD TUESDAY, SEPTEMBER 20,2011— 4:30 P.M. RIVER ROOM Board Members Present: Sandra Theros, Jennifer Bethke, Darren Paumen, Clint Herbst Board Members Absent: Ron Broekemeier Staff Members Present: Kitty Baltos- Director Others Present: Joel Dunning, John Hartman, Wold Architects 1. Call meeting to order The meeting was called to order at 4:30 pm. 2. Consideration of layout options for the proposed second floor fitness center addition Presentation by Wold Architects Wold Architects Joel Dunning and John Hartman presented an informal brainstorming session to begin to clarify the design component for the additional space proposed for the second floor of the MCC facility. The Advisory Board was asked to consider the current and proposed future use of the space and determine some priorities and parameters. The space would be designed to accommodate a change of use over time. Wold had put together an initial proposal for a 1,056 square foot addition 66 feet long by 16 feet wide. There was much discussion about making the addition more spacious including possibly expanding out to the elevator or choosing to divide the project into phases. The Board considered varying layouts, circulation patterns, wall heights, ceiling heights, material use and access to natural light. Staff had originally anticipated reclaiming the group fitness room for classes and moving fitness equipment outside of that space. The group fitness room is 24 feet by 42 feet or 1,008 square feet. The Board will continue to discuss the value of having walls that enclose the room if it is not to be used for group fitness. Wold asked staff to obtain vendor templates of the fitness equipment so that they could prepare a draft floorplan to determine if the square footage proposed will be sufficient space. Staff asked for specifics such as rubberized gym mat rolled flooring, recessed floor outlets, conduits for internet access for cardio equipment and cable access for TVs. Staff indicated that it would be optimal at some point to provide for 24 -hour access to the fitness area. Based on feedback from the Advisory Board, Wold will move forward with the "red proposal." This option includes planning for three bays as initially proposed. The Board asked that Wold prepare a cost estimate to also include the option of adding an additional bay and submit a project timeline for consideration. MCC Advisory Board Minutes 9/20/11 3. Consideration of adding items to the agenda None 4. Consideration of approving the minutes from the August 16 2011 regular meeting JENNIFER BETHKE MOVED TO APPROVE THE MINUTES OF AUGUST 16, 2011. MOTION WAS SECONDED BY DARREN PAUMEN. MOTION CARRIED 3 -0. (Clint Herbst had left the meeting prior to this vote.) 5. Update Items a. Usage summary through August 2011 A written update was provided. b. Review membership statistics 2011 A written update was provided. Membership is holding steady. c. Manager's Monthly Recap A written update was provided. d. Old Business: Budget Update MCC's recommended budget cut scenarios were forwarded to the Finance Director for Council review on September 12, 2011. Proposed budget cuts are expected to be incorporated. Further information will be provided at the next meeting. e. Old Business: Natatorium Improvements Staff hope to move forward with some of the natatorium improvements this year. Wold Architects will prepare a project timeline and submit it for consideration. 6. Consideration of collaborative marketing plan for MCC and FiberNet Monticello There was discussion about proposing a revised marketing strategy to FiberNet to help promote new memberships at MCC. The Board agreed that having FiberNet offer a free one- week family voucher to the MCC to its new customers would be a successful marketing tool. Additional items discussed MCC Advisory Board Minutes 9/20/11 a) Indoor Farmer's Market: The Farmer's Market Steering Committee recommended offering an indoor Farmer's Market option at the MCC Meeting on Thursday, November 3rd and Saturday, December 3rd. b) Ice Rink Signage: Staff would like to utilize portable event signage in fall and spring to advertise open skate at the ice rink. c) Adding classes to membership: Staff will evaluate revenues to determine if MCC could cover costs if classes were included in the membership fee. The Becker Community Center handled it this way without raising membership fees and gained over a hundred new memberships. MCC currently offers 10 -12 classes per week and has set a goal of increasing to 20 classes a week. 8. Consideration and review of material options for gymnasium floor replacement After some research on flooring options, staff recommended that the gymnasium floor be replaced by a poured floor as opposed to wood or sportcourt. It is expected that a poured floor would cost considerably less than the $50,000 budgeted for floor replacement and would hold up well if properly sealed. Staff expects that the gym (and perhaps the exercise area above) may need be closed for up to a week during the replacement. 9. Adjourn The meeting was adjourned at 6:29 pm. Recorder: Kerry T. 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M m c C (D am �z CL N A O O G (D A Z O m m N CD N 3 M Z CL 0) A CD D N N � m m z O II II O n W A c_ D CD ;U Z (O m N CD CD N N � o.(° A Z .00cno O T N � CL ;0 Z A A (D 3 O c �Mz W N c W N N M Z N II II N N m (D Tl Z CO CO 3 A a S N > C T N Z 11 11 co u W J N O N N N U1 N N N DI CL in a (D O 9 r Y T CD O' N O_ O U1 3 m n O CD N 0 O n CL J O J m n_ c N O CD d N co O > N > A VI > O m J W > N O 0 r r W m N c 3 3 a 3 O Z 2 3 — ? n0C ) DDW A] Z m x y N m W-4 J co W O O W m J (D V CO A X J N J A -04) N O J O J m O O J O O N co to A O N (O W (D A O) (n O A m J (0 0) m W to A N m W (O �O WmW y (n N V W A N O A N co N N 4 N W A N W CO A A V CO A m V O W m J A m (O CO D p v N O W W NAA JW_WJA W n O C O O D m 3 m N r D OA M dN WIN) m> V A M N O � .a O O m m O (n m Ln (n O A O 0 3 N) j N) N v N to N A (O > J (D OO O O O m O N (n O m U O O1 O L � N W Ut A> y7 C J M W O) m N J A CO -4 -4 A JO0 V NA (nN N cC i j N J N J O J N A W A > m O (n (D (D O C tq (J a (O OOmN(O (n V m m OJOCD � W m OD m :,4 90 J O W N W co Co m JW? O O s A OD O O O N OD m J W N Cn J O CD J O N (D m W CD V (n (D W m A > > > O D - W J CO (O y n co Uw A W m W W m N m 3 > — O m O N m 0 O W m D OV > A W 00 J O O O J N N D V m N m W O N O J r m W y x J O m Jm A mco Oo Om co O _ N O w W O N N A 7t 0 m D W W N J W m W > N �W W H 1 1 (> -4 m m N N W W v N a V O A m W V co O OD J > m N J 0 W 0 O W A - y- A J 0 C) (D W O m m W CO 1n CD m A (O O 0 m m CO m m W A W O N 0 N cn co m O ID O CO m m J A O (O m V (n m O N m A D N N W n O N N (D A A m m > N > N co N W N J CO CO � (n O O O1 m V m A 0 J A (D J m> co A J W N A W CD co V N O O (D (D m m 0 (n O J N O 0 r r W m N c 3 3 a 3 O Z 2 REVENUE & EXPENSE STATEMENT SEPTEMBER 30, 2011 2010 2011 2011 FULL YEAR Sep -11 REVENUE BUDGET ACTUAL ZOOM RENTAL 75,000 59,730.39 32 WEDDING RENTALS 30,000 38,216.38 3 ROOM RENTAL INTERNAL USE 55,000 1,737.66 4 CHAPEL RENTAL 5,500 4,608.14 5 PARTY ROOM RENTAL 30,000 21,265.96 6 CONCESSIONS 86,200 59,036.56 7 VENDING COMM /REFUND 15,500 1,724.81 8 FACILITIES LEASE 10,000 12,066.36 9 FARMERS' MARKET FEES 1,800 1,165.00 10 BALLFIELD CONCESSIONS 24,600 21,853.57 11 USER FEES 54,000 37,478.08 12 MEMBERSHIPS /DAILY 640,000 498,083.61 13 PROGRAM FEES 170,000 14921,722.95 14 COPIES /LISTS 13,000 5.05 15 OTHER SERVICES 4,000 849.87 16INTEREST T &E /MACHINERY 21,080 5,197.51 17 EQUIPMENT RENTAL 150 276.04 18 SALE OF PROPERTY 1,100.00 19 CONTRIBUTIONS 10,100 999.00 20 INSURANCE CLAIMS 51 PROF SERVICES -LEGAL FEES 21 REFUNDS &REIMBURSEMENTS 52 3,229.55 22 MISC REVENUE 500 2,468.05 23 NSF FEE COLLECTION 400 510.00 24 TOTAL REVENUE BEFORE TAXES 1,218,330 919,586.88 2` TAXES 1,100,000 538,445.75 JTILITY VALUATION AID 27 HOMESTEAD & AG CREDIT - 40,000 28 OPERATING TRANSFER IN 29 TOTAL REVENUE 2,278,330 1,458,032.63 2010 EXPENSES: Sep -10 30 SALARIES 674,728 543,818.95 31 EMPLOYEE TAXES / BENEFITS 192,702.11 149,559.94 32 PRINTED FORMS 1,000 858.27 33 OFFICE SUPPLIES 5,000 1,737.66 34 CLEANING SUPPLIES 13,000 12,076.93 35 CLOTHING SUPPLIES 4,000 3,901.95 36 MOTOR FUELS 125 161.43 37 CHEMICAL PRODUCTS 15,500 12,803.35 38 POOL MAINTENANCE SUPPLIES 6,000 1,635.37 39 GENERAL OPERATING SUPPLIES 28,000 24,609.67 40 EQUIPMENT REPAIR PARTS 3,500 3,742.14 41 VEHICLE REPAIR PARTS 879.25 40.00 42 BUILDING REPAIR PARTS 2,500 3,331.70 43 LANDSCAPING MATERIALS 7 01 431.75 44 MISC REPAIR & MAINT SUPPLIES 13,000 6,632.68 45 SMALL TOOLS & EQUIPMENT 2,500 46 T &E /MACHINERY 47 T &E /FURNITURE & OFFICE EQUIP T &E /OFFICE EQUIPMENT &E COMPUTER EQUIPMENT 2,730.89 50 T &E OTHER 51 PROF SERVICES -LEGAL FEES 490.00 52 PROF SERVICE MGMT FEE 1,000 662.30 53 PROF SERVICE DATA PROCESS 2,000 998.67 54 PROF SERVICE SOFTWARE /PROG 5,0001 3,979.98 55 PROF SERVICE - Website /Email 300 437.61 2010 2010 Sep -10 YEAR END ACTUAL ACTUAL 52,325.24 70,335.46 26,196.50 36,507.64 1,216.80 41, 873.50 3,532.14 5,754.35 23,573.31 30,442.08 55,528.98 71,561.66 21,595.05 21,918.55 9,469.87 12,583.74 2,100.00 3,010.00 25,384.25 28,691.48 34,622.99 45,769.51 453,484.86 598,423.03 152,120.72 167, 723.46 34.90 35.65 2,347.24 2,868.80 7,035.54 16,494.66 304.12 400.00 621.60 608.94 170.00 "243.30304.12 ,486.00 3,979.98 879.25 40.00 540.00 8 211.88 1,092,891.35 1,096,049.06 30,003.21 60,006.42 1,267.62 200,000.00 2,007,753.90 2,329,534.98 513,982.45 695,770.18 142,184.82 190,562.79 717.74 908.02 1,387.52 2,041.04 10,684.18 15,799.25 1,216.80 2,896.70 97.58 10,413.81 14,643.75 4,569.26 5,678.97 24,384.22 29,561.78 3,972.02 5,255.58 149.88 149.88 1,304.49 2,417.62 309.26 309.26 7,460.38 10,383.48 6,994.97 6,994.97 621.60 697.10 170.00 170.00 3,979.98 7,379.98 40.00 40.00 56 PROF SERVICE - REFUSE COLLECT 47.46 1,228.50 57 PROF SERVICE CUSTODIAL 500 58 PROF SERVICE LAUNDRY 2,500 1,969.73 59 OF SERVICE BLDG / EQUIP 1,000 60 PROF SERVICE MAINT AGREE 7,000 5,003.90 61 PROF SERVICE NEWSLETTER 500 380.86 62 MISC PROF SERVICES 4,000 30,772.91 63 PROF SERVICE - WEDDING SECURE 262.50 3,007.62 64 TELEPHONE 10,000 5,093.13 65 POSTAGE 200 679.95 66 DELIVERY MAIL SERVICE (UPS) 67 CABLE /NETWORK SERVICES 600 604.80 68 TRAVEL EXPENSE 1,500 692.16 69 50- NFERENCE & SCHOOLS 3,000 604.00 70 FREIGHT 250 166.40 71 PROMOTIONS /EXHIBIT ADMISSION 1,000 155.00 72 ADVERTISING - GENERAL 8,000 2,957.55 73 GEN'L PUBLIC INFORMATION 500 74 BROCHURES 2,500 1,752.42 75 GEN'L LIABILITY INSURANCE 12,286 5,962.00 76 PROPERTY INSURANCE 23,434 5,445.00 77 MISC GENERAL INS WK COMP) 78 SALES TAX & PROPERTY TAX 25.00 79 SALES TAX 80 ELECTRIC 115,000 86,158.15 81 WATER & SEWER 20,000 8,474.70 82 GAS 100,000 49,477.24 83 REPAIR & MAINT - BUILDING 47,000 30,421.68 84 REPAIR & MAINT - MACH /EQUIP 25,000 21,804.38 85 REPAIR & MAINT -POOL & REC 25,000 1,049.02 86 REPAIR & MAINT - OTHER 4,000 87 EQUIPMENT RENTAL 1,000 324.07 88 UNIFORM RENTAL 1,0001 827.91 89 TOWEL RENTAL 2,000 602.21 90 CASH SHORT - 138.26 91 UNCOLLECTIBLE ACCOUNTS 1,999.75 92 DUES, MEMBERSHIP & SUBSCRIP 1,800 1,027.00 93 LICENSE & PERMITS 2,000 530.00 941 PRIZES DONATED 1,000 10.00 951 BANK CHARGES 16,500 13,280.24 221 MISC OTHER EXPENSES 1,000 177.98 97 BUILDINGS 95,000 981MPROVEMENTS 99 HEAVY EQUIPMENT 100 FURNITURE & FIXTURES 101 OFFICE EQUIPMENT 102 COMPUTER EQUIPMENT 103 OTHER EQUIPMENT 104 TRANSFER TO OTHER FUNDS 815,000.00 105 TRANSFER TO DEBT SERVICE 106 SUB TOTAL 1,506,675.11 1,872,128.24 PROGRAMMING EXPENSES: 107 ROOM RENTAL SUPPLIES 5,000 2,778.42 1081 PROGRAM OFFICE SUPPLIES 109 CONCESSION STAND SUPPLIES 1,000 464.74 110 PARTY ROOM SUPPLIES 7,500 5,241.52 111 ICHAPEL SUPPLIES 500 37.65 112 CLIMBING WALL SUPPLIES 2,000 2,757.38 113 FITNESS AREA SUPPLIES 12,500 1,877.07 114 GYMNASIUM SUPPLIES 500 352.05 115 INDOOR PLAY SUPPLIES 800 47.46 47.46 1,748.60 2,482.82 7,960.52 9,399.55 96.33 96.33 2,270.28 3,006.95 7,331.22 9,683.27 339.77 666.33 440.40 594.24 468.22 564.22 493.03 793.03 103.74 150.49 262.50 427.50 4,542.00 6,840.34 276.70 10,946.00 10,946.00 10,894.00 10,894.00 25.00 25.00 88,134.19 115, 227.07 7,747.97 10,636.18 47,819.35 70,553.94 12,044.96 16,519.21 21,141.37 24,103.53 8,920.77 15,188.68 1,381.65 1,381.65 165.58 196.03 710.85 1,025.00 1,217.50 1,487.01 - 146.99 - 230.30 605.00 725.00 1,255.29 1,555.52 37.00 37.00 11,092.67 14,430.42 - 1,236.74 35.17 805,000.00 815,032.31 1,788,402.87 2,136,555.58 1,830.78 2,371.39 47.81 437.16 5,120.19 6,747.74 18.14 60.32 111.50 869.45 1,916.82 3,121.03 107.60 122.54 127.181 127.18 116 POOL SUPPLIES 1 2,000 753.24 117 WAREHOUSE SUPPLIES 500 409.95 118 FARMERS' MARKET SUPPLIES 500 32.98 119 GEN'L PROGRAM OPER SUPPLIES 8,000 3,168.39 1, ,RISC REPAIR & MAINT SUPPLIES 121 T &E FITNESS EQUIPMENT 36,952.67 48,168.38 122 T &E FURNITURE 1,000 11,738.38 123 T &E OFFICE EQUIPMENT 4,000 3,374.78 124 T &E CONCESSION EQUIPMENT 6,791.79 9,661.79 125 T &E /RECREATION EQUIPMENT 490.00 490.00 126 T &E OTHER 41.95 67.33 127 CONCESSION FOOD SUPPLIES 55,000 37,102.63 128 NON -FOOD CONCESSION PROD. 2,500 1,875.80 129 PROF SERVICE - FITNESS 20,000 3,346.33 130 PROF SERVICE - PROG INSTRUCT 2,000 1,230.00 131 PROF SERVICE - WEDDING DECOR 389.42 389.42 132 PROF SERVICE - UMPIRE /REFEREE 21,000 19,962.00 133 PROF SERVICE -GEN'L PROGRAM 5,000 4,618.69 134 FREIGHT 9,660.39 10,535.98 135 PROMOTIONS 785.00 785.00 136 PROGRAM ADVERTISING 4,000 415.55 137 WATER/SEWER 138 EQUIPMENT RENTAL - PROGRAM 2,000 139 DUES,MEMBERSHIP & SUBSCRIP 500 M1,649.80 140 PRIZES 1,800 141 MISC OTHER EXPENSES 677.00 142 RECREATION EQUIPMENT 30,000 17,256.39 1431 TOTAL PROGRAM EXPENSES 189,600 122,699.42 BALL FIELD CONCESSIONS: 101, 608.92 1 JFFICE SUPPLIES 100 145 CLOTHING SUPPLIES 200 146 CONCESSION STAND SUPPLIES 5000 285.13 147 GENERAL OPERATING COSTS 187.41 148 GENERAL OPERATING SUPPLIES 800 149 MISC REPAIR & MAINT SUPPLIES 100 150 T &E /CONCESSION EQUIPMENT 151 BEER/MALT BEVERAGES 5,500 5,736.00 152 CONCESSION FOOD PRODUCT 10,000 9,585.27 153 NON -FOOD PRODUCT FOR RESALE 100 154 PROF SERV -DATA PROCESSING 600 295.80 155 PROF SERV- SOFTWARE /PROGRAM 156 PROF SVC- WEBSITE /EMAIL 400 599.61 157 MISC PROF SERVICES 200 158 TELEPHONE 200 159 FREIGHT 160 INSURANCE-LIAB & DRAM SHOP 1,000 161 PROPERTY INSURANCE 162 ELECTRIC 2,200 1,637.34 163 REPAIR & MAINT - BUILDING 500 246.31 164 REPAIR & MAINT - MACH & EQUIP 165 EQUIPMENT RENTAL 166 LICENSES & PERMITS 1,00011 137.00 167 PRIZES 1r MISC OTHER EXPENSES 100 1'�_. TOTAL BALLFIELD EXPENSES: 23,500 18,709.87 170 TOTAL ALL EXPENSES 2,534,775.11 2,013,537.53 Without Debt Pa ment 259,495.10 171 NET - 555,504.90 926.67 1,119.80 17.89 17.89 2,342.45 2,957.19 36,952.67 48,168.38 921.85 1,528.51 13,480.54 14,964.51 560.00 719.00 21,124.00 21,391.50 6,791.79 9,661.79 11.80 11.80 490.00 490.00 1,195.83 2,165.20 41.95 67.33 309.84 309.84 140.00 140.00 1,014.96 1,587.06 95,602.26 119,156.61 389.42 389.42 749.26 749.26 154.48 154.48 5,679.00 6,283.00 9,660.39 10,535.98 163.96 163.96 785.00 785.00 194,971 415.55 5.30 5.30 1,519.04 2,351.21 1,079.97 1,079.97 82.06 82.06 677.00 1,075.00 1,000.00 1,000.00 22,139.85 25,070.19 1,906,144.98 2,280,782.38 906,608.92 101, 608.92 102, 618.33 MANAGER'S MONTHLY UPDATE - OCTOBER 2011 Aquatic Director - Corinne Mitchell: • Fall swim lessons were very successful with sign up! Classes are full! I am working on the Winter 2012 classes now. • Birthday parties have been picked up!! Guest Services is very busy with them again! • MEA weekend is fast approaching. That week typically means a full pool and facility. We are ready. It also usually ends the slow time in the pool........ Now it will pick up. • 1 am looking for a few lifeguards that can work during the day time. We have a few college students that have limited daytime availability but I am always looking for more for groups. Maintenance Supervisor -Brian Weldon: • The walking track floor was scrubbed and re- coated this past week. • We have also de- stained portions of the pool area where the staining has occurred, with some progress. I have ordered a couple of hand wheels for our pool play feature. The play feature needs to have some piping repair under the feature when we drain next time. There was some concern with a few cracks on the piping, I had Aqua Logic pool construction check it out to minimize my concern with the piping. They felt that it would be fine until we drain during our construction period. • We have been interviewing candidates for apart time custodial position. • We had the Architect firm out with the engineers on Friday to verify some of the electrical and mechanical prints. • We have a busy month with weddings and the meeting rooms. • We are starting to shift once again towards the item's that need to be addressed before winter, replace belts on roof ventilators, check roof drains for blockage, clean condensing coils and check the roof for potential water intrusion. • We will be hauling in some fill and wood chips for the front of Walnut St. Nice to have the pavers replaced, it looks great. • 1 have had vendors out bringing in all options for different alternatives for the gym floor, for the cost and the use that we use the gym floor the best option would be to screen and re -pour what we have. A 10 year projected re -pour is the industry expectations for this type of floor. There will be some smell with the project, noting that there is no way of getting around it. The company said some people are more sensitive than others, this has been their experience. If they do it at night or the daytime there is still a permeating smell. With that being said, this would be the last time I will have to have this done!! 10 more years) I!!! Program & Operations Coordinator -Sara Cahill: The Halloween Kiddie Parade is Saturday, Oct. 29, 10:OOam- 12:OOpm. The Fire Department will lead the parade from the P & Walnut St. lot to the Community Center. Kids will trick -or -treat with local businesses inside and participate in fun activities in the gym. This event is a cooperative effort between MCC, the Chamber and local businesses. About 15 -20 8" graders from Mrs. Smith's class usually volunteer to assist with the games and crafts which is extremely helpful! • Spooky Skate is Sunday, Oct. 30 from 12:00- 2:OOpm. We will turn the lights down, play some Halloween music, and host a costume contest. • Sweatfest 2011 takes place on Saturday, Oct. 22. Nicky Peterson will lead 3+ hours of exercise in the pool, outside and in the Warehouse room. Sweatfest will conclude with a cooking demonstration and a nutritious lunch. Participants will receive goodie bags and t- shirts. Registration is going well, I anticipate 20 participants. • Donna and I decided to mix -up Water Aerobics a little bit and add Aqua Zumba on Wednesday mornings. Maybe this will bring in some less "traditional" water exercisers! • 1 am still looking for Zumba and Yoga instructors. • Silver5neakers is off to a slow start so we need to explore more marketing avenues. Eileen will be certified in YogaStretch at the end of this month, I think that class will be popular for Silver5neakers members and those looking for a gentle yoga type class. Non Silver5neakers members may participate in SilverSneakers classes for $3 /class. • The Oktoberfest market was festive but extremely windy. We sold out of mini -brats and had fun listening to German music. It's a definite must -do for next year! • The outdoor farmers market wraps up on Oct. 13. The indoor markets will take place on Nov. 3 and Dec. 3. A list of products available will be listed on the website. • 1 spoke with 350 8th graders about the Farmers Market during Karen Smith's Farm to School day on Sept. 30. Mrs. Smith offers extra credit to the students who attend the market and interview vendors. Event Coordinator - Tricia Menth: • Hard to believe but the ball field season has come to an end. This is the last week of football /softball out there. We will be shutting up the concession stand Friday and Bernick's will be out Tuesday to pick up their equipment. It was a successful season and many compliments on the fields. • Gearing up for our busy season fast approaching. It has already started to pick up. Getting that new staff up and ready for the busy time. • Weddings are also coming to and end. We have 5 in October and 1 in November along with an Oct wedding at the Chapel and 1 in November. Seems we have had very eventful weddings the past couple weeks. 2 Saturdays ago we had a woman passed out near the road that Securitas had come upon. The woman did not know the bride /groom but came as a guest of an aunt so nobody realized she was missing. Kitty can explain the events of the evening but police became involved when they were suspicious she may be been assaulted by the photographer. The police have interviewed the security company, our hostess, caterer and wedding party guest. The last wedding this past Saturday, 2 of the wedding party guests were smoking marijuana when Securitas was making their rounds outside the building. I am going to be working this Saturday night just to see how things are running and flowing. We have had insight from the bride of this Saturday's wedding that they care about the alcohol and that is it. Park reservations have really slowed. With the cooler weather approaching the rentals have slowed. We have had a few last minute rentals with the nice weekends. We are trying to rent -out the warming house more often during the winter months for family gatherings. Director -Kitty Baltos: • I've been reviewing our options for on -line program registration with CSI, our software company. I'm not sure I like how you search for yourself on the system as a person at home. It appears that you need to have either your member number of your scan card number with you. My question is how does a mom register her kids who don't have a scan number or how do non members find themselves? They say this is an enhancement expected to come out early next year. I would like to get moving with this program, I would really like to have it all on CSI, but I think this is a big hurdle I need to have them get over before we go with them. I plan to speak to other facilities at a facilities section meeting later this month to find out what programs they are using for on -line program registration. • 1 feel like I've spent a lot of time in my chair over the last month. Since the attendance numbers are down, as they usually are in September and early October, I've been trying to play catch up in every other area. • We plan to "unveil" the Swan Lady's picture in our hallway at the end of this month. We're trying to set something up for the 24`h of October just immediately ahead of the City Council meeting. I'll keep you updated on that. 5C. Consideration of FiberNet and MCC collaborative marketing plan These are the items that are in the being discussed for a collaborative marketing plan between the MCC and FiberNet Monticello. 1. FNM has agreed to provide some funding for the purchase of new TV's for the fitness center and for the information TV's used in the main hallway. The rollout will coincide with the available of HD for the TV's in the fitness center. C5 wiring needs to be run to accomplish this. 2. Two large banners will be displayed on the upper wall areas on in the main hallway on the east and west end of the hallway. Unsure of the status of this. 3. FNM and MCC would provide a discount to common customers. For example and FNM customer could receive a discount on their MCC Membership upon verification of service with FNM. Vice Versa, FNM would provide a discount the MCC members on their phone, internet and TV service. No amount of discount has been determined at this point. Items to consider for MCC: *How to regularly verify current customers of each entity. We would need this monthly prior to billing. *Determining discount and restructuring the POS software and billing to accommodate discount. *Training all staff on this new program for good customer service. REVENUE & PAYROLL EXPENSES — FITNESS CLASSES 9/1/2010 through 8/31/2011 - REVENUE PROGRAM GROSS REVENUE NET REVENUE (Net of sales tax) Aerobics $8,204.50 $1,395.00 Waterworks $5,891.50 Drop In Rates $3,946.50 Class Passes* $2,115.00 Kick Boxing $944.00 One Day Shape Me $2,722.00 Belly Dancing $1,507.00 $25,330.50 $23,701.05 *Class Passes are a 10 pass punch card good for any class. $613.50 ($574.04 net of sales tax) Class Passes as yet unused on 8/31/2011. 9/1/2010 through 8/31/2011 - PAYROLL /CONTRACT EXPENSES: EMPLOYEE INSTRUCTORS P/R EXPENSES 14% CONTRACT INSTRUCTORS TOTAL $11,359.22 $1,395.00 $5,536.30 $16,895.52 Sara Cahill spoke with the Becker Community Center fitness programmer. They made the decision a while ago to add group exercise classes as a part of their membership at no extra cost. While they did lose the revenue, they said they gained quite a bit in membership revenue to offset the cost. I was not able to reach anyone at BCC prior to the agenda going out, but will try and have information available at our meeting on their success. lu101TJM October 14, 2011 TO: MCC Advisory Board FROM: Tom Kelly, Finance Director RE: 2012 Proposed MCC Budget Effective for the fiscal year ending 12/31/2011, the City must implement the Government Accounting Standards Board's (GASB) pronouncement 54, Fund Balance Reporting and Governmental Fund Type Definitions. The impact GASB 54 has on the MCC is the City in the past had classified the Community Center Fund as a Special Revenue Fund and under GASB 54 only funds that are restricted or committed for a specific purpose can be classified as a Special Revenue Fund. Therefore at the September 12"' City Council meeting the City Council formally committed Community Center revenues to pay for the operation of the Community Center including all debt service and capital improvement payments. The City Council also approved the attached fund balance policy based on GASB 54, which states funds will be committed for the operation of the MCC including debt and asset replacement (section 3.B.1). Also at the September 12`" Council meeting the City Council approved the City's 2012 preliminary property tax levy at $7,850,000. This is a 2.25% increase over the 2011 levy. The final levy must be approved by the City Council no later than December 28th and the final levy can be lower than the preliminary levy, but cannot exceed the primary levy. The proposed property tax levy of $7,850,000 includes a $1,150,000 property tax levy to support Community Center operations, debt service payments, and capital improvements. The 2012 revenues not only include the normal charges for services (memberships, program fees, and rentals), but an operating transfer from the Liquor Fund of $925,000 to help fund the natatorium improvements. The expenditure budget maintains operations of the MCC at current levels. The debt service payment increases to $890,000 for 2012. The debt will be paid in full in February, 2015. Finally, there is $1,860,000 for capital improvements, which include the natatorium, replacement of movable walls, carpet replacement, recreation addition, vanity & partition replacement, pool surface improvements, and replacement of the patio furniture and some windows (budget 1). One option would be to remove the recreation addition, vanity & partition replacement, pool surface improvements, and replacement of the patio furniture and some windows, which would reduce the budget by $236,700 (budget 2). If the budget is adopted with all the capital improvements, the MCC would use $1,141,564 of MCC reserves and $925,000 of Liquor Fund reserves /revenues. This would leave the MCC with about $14,287 of reserves. If the capital items are removed, the MCC would use $1,129,864 of reserves and $700,000 of Liquor fund reserves /revenues, which would leave the MCC with reserves of around $25,987. Both budgets are attached as budgets 1 and 2. City of Monticello, MN RESERVE POLICY - FUND BALANCES 1. Purpose The purpose of the reserve policy is to provide funds that are 1) a stable funding source for expenditures that fluctuate significantly each year, for example equipment acquisitions and replacements, 2) working capital to maintain a sufficient cash flow, 3) provide funding of services during periods of budget shortfalls or other revenue reductions during a budget year, and 4) a stable or improved credit rating. 2. Goals The goals of the reserve policy are: A. Maintain a stable level of services provided by the City. B. Provide working capital during the fiscal year, C. Maintain or improve the City's credit rating. 3. Policy This policy covers all fund types for the City. Fund balances will be classified into one of the following classifications: nonspendable, restricted, committed, assigned, or unassigned. A fund may use more than one classification of fund balance. A. By their nature, the Debt Service Funds will only classify any fund balances as nonspendable or restricted unless there is a deficit fund balance. Deficit fund balances in the Debt Service Funds will be classified as unassigned. When debt expenses are paid the City will use restricted fund balance first. The Debt Services Funds will maintain a fund balance at a level to retire the debt. Once all debt is retired or the fund balance is sufficient to retire all remaining debt, any remaining fund balance will be transferred to other City funds or projects as directed by City Council. B. The lowest level of fund balance restrictions for Special Revenue Funds will be committed fund balance. When expenses are paid, committed fund balance will be used first unless the expense is for purchases which were listed in the restricted fund balance classification. Special Revenue Fund types will maintain their fund balance at a level consistent with restrictions imposed which created the fund with the exception of the DMV Fund and Community Center Fund, which will maintain a fund balance according to the constraints place on it as follows; 1. The fund balance of the Community Center will be committed for the purpose of operating and maintaining the Community Center including all debt service payments and asset replacement. If the committed fund balance increases to the level sufficient to cover all operations and maintenance of the Community Center the City Council may transfer funds from the Community Center Fund to other City Funds or projects as deemed needed. 2. The DMV fund balance will be committed for the purpose of operating and maintaining the DMV including all debt service payments and asset replacement. Should the committed fund balance exceed $250,000 in a given year and revenues exceed expenditures (net profit), 50% of the net profit shall be transferred to other City funds or projects per City council action. Should the committed fund balance exceed $400,000 in a given year and revenues exceed expenditures (net profit), 100% of the net profit shall be transferred to other City funds or projects per City council action. C. Capital Projects Funds lowest level of fund balance will be committed for the funding of specific projects unless there is a deficit fund balance, which . would be classified as unassigned. Committed fund balance will be spent first, unless the expenditures are tied to a restricted fund balance amount. Once the project is completed, any fund balance remaining once the project is completed will be transferred back to the debt services fund or to the Fund(s) which were the original funding source, if no debt was issued. D. The General Fund may maintain all five classifications of fund balance. At the end of the fiscal year, the City will assign 45% of the next fiscal year's expenditure budget for working capital, which will provide cash flow for City operations between the City's two semi - annual tax payment (July and December). The funds assigned for working capital will be drawn down first. In addition the City will commit 5% of the next fiscal year's budgeted expenditures for emergencies (contingencies). An emergency is defined as a non - routine, unexpected event, such as natural disaster or situation that would adversely affect the life, health, or safety of Monticello residents. The City Council may commit other resources for future expenditures prior to the end of the fiscal year as needed. Once the fund balance assigned as working capital is spent, the City will next use any unassigned fund balance to pay for expenditures unless the expenditure is for an item which fund balance was committed or restricted. E. Net assets will be maintained for Enterprise Funds and will be classified as restricted, unrestricted or invested in capital assets. Net assets should be sufficient to cover operating cost and infrastructure replacement. The City Council may transfer funds from the Enterprise funds to other funds if they deem net assets are sufficient to cover operating costs and asset replacement. Unrestricted net assets will be spent first, unless the expense was for a restricted asset. 4. Fund Balance Designation A. For fund balance to be classified as nonspendable, the fund balance by its nature must be either: a) not in spendable form or b) legally or contractually required to be maintained intact. B. To be classified as restricted, the fund balance must have external constraints placed on the use of the resources or the constraint must be imposed by law through constitutional provisions or enabling legislation. C. For fund balance to be committed, the resources must be used for a specific purpose pursuant to constraints imposed by formal action by the City Council, D. Assigned fund balances are amounts that are constrained by the City's intent to be used for specific purposes, but are neither restricted nor committed. The City Council, City Administrator or Finance Director may designate fund balances as assigned fund balance. E. All other fund balances, including negative fund balances will be classified as unassigned fund balance. This Reserve Policy is effective September 12, 2011 and supersedes all previous City Reserve Policies. ADOPTED BYthe City Council of Monticello this 12U' day of September, 2011. 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