MCC Advisory Board Agenda 11-14-2011COMMUNITY CENTER ADVISORY BOARD
AGENDA 10
MONDAY, NOVEMBER 14, 2011 0� l
4:00 P.M. — RIVER ROOM
Board Members: Ron Broekemeier- Chair, Sandra Theros -Vice Chair, Jennifer Bethke, Darren Pauman, Clint
Herbst and Lloyd Hilgart (Council Alternate)
Staff Members: Kitty Baltos- Director and Sara Cahill- Program & Operations Coordinator
1. Call the meeting to order � "5.7
2. Consideration of adding items to the agenda. �P&kvV
3. Consideration of approving the minutes from the October 18, 2011 regular meeting. 57 /i e7
4. Consideration of adding group exercise classes to community center membership, either additional fee or
add onto membership.
5. Update items:
a. Visit Summary through October, 2011
b. Manager's Monthly Update
6. Old Business:
a. FiberNet Market collaborative marketing plan.
7. Consideration of reviewing and approving design concept plans for the MCC Natatorium Improvements,
City Project No. 11C006. Council Agenda Item 11/14/2011
8. Consideration of accepting quotes and approving repairs to the MCC gymnasium floor. Council Agenda
Item 11/14/2011
9. Consideration of approving caterers /liquor providers for the Monticello Community Center for 2012 -2013.
Council Agenda Item 11/14/2011
10. Consideration of Board Member terms to expire on December 31, 2011. Jennifer Bethke, expires
12/31/2011
11. Consideration of holding December meeting scheduled for December 20, 2011.
12. Adjourn.
MINUTES
MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD
TUESDAY, OCTOBER 18,2011— 4:30 P.M. RIVER ROOM
Board Members Present: Ron Broekemeier; Sandra Theros, Jennifer Bethke
Board Members Absent: Darren Paumen, Clint Herbst
Board Liaison Absent: Lloyd Hilgart
Staff Members Present: Kitty Baltos- Director, Tom Kelly, Brian Weldon,
1. Call meeting to order
Ron Broekemeier called the meeting to order at 4:30 p.m.
2. Consideration of adding items to the agenda
a. Gym floor
3. Consideration of approving the minutes from the September 20 2011 regular meeting
SANDRA THEROS MOVED TO APPROVE THE MINUTES OF SEPTEMBER 20, 2011.
MOTION WAS SECONDED BY JENNIFER BETHKE. MOTION CARRIED 3 -0.
4. Update Items
a. Visit Summary through September, 2011
Written information was provided in the agenda packet.
b. Third Ouarter Financial Summary
There were a few questions and clarifications about the financial summary.
c. Manager's Monthly Recap
There were some brief comments about the recap.
d. Community Garden Wrap W/Farmer's Market
Community Garden: Twenty -two eighth graders helped to clean up the Community
Garden as a community service project. Staff are considering creating smaller keyhole
gardens on some of the plots next season. The tree by the garden shed will be pruned to
decrease the amount of shade.
Farmer's Market: Total attendance for the outdoor market this season was 5345. There
was an average of 170 for the first 15 weeks. The last 8 weeks averaged 349 likely due to
increased signage as well as increased harvest. There were some 600 in attendance on
MCC Advisory Board Minutes 10/18/11
August l la' for Oktoberfest. The majority of vendors surveyed about market location and
schedule options were in favor of leaving it as is. There will be indoor markets on
Thursday, November 3rd from 5 -8pm and Saturday, December 3rd from 10am- 1:00pm
inside the MCC.
e. Bertram Chain of Lakes Regional Park Update
The Bertram Advisory Council meeting involved much discussion about the current and
future use of the park. There was some consideration about the likely parameters for a
shared access agreement. The City/County would like access to the beach owned by the
YMCA and the YMCA would like access to craft buildings owned by the City/County.
Negotiations continued about the amount of space and location of the space that the Y
will use for their day camp activities. There was little consensus about the definition of
"non- motorized" use of the lake. Many of the issues were tabled for further
consideration. Kitty Baltos recommended that 2013 lease update provide some flexibility
for a programming option. The MCC Advisory Board brainstormed about program ideas
for getting the community to begin using the Bertram Park.
5. Old Business
a. 2012 Preliminary Budget Report
Community Center's classification for financial reporting and levy
Finance Director Tom Kelly outlined Governmental Accounting Standards Board
(GASB) Pronouncement 54 that fund balances be reclassified and the reserve
policy be clarified. Revenues collected in special revenue funds are now to be
restricted to use for operations, retirement of debt and replacement of assets within
that fund. The City already handles MCC revenue in this way. If funds in the
"committed fund balance" increase to levels beyond an appropriate reserve level,
the City Council may opt to transfer funds to other projects.
ii. Effects of the natatorium improvements on reserves
Budget #1 includes all capital improvements requested for the MCC at a cost of
$1,861,000. In addition to a $50,000 increase in the property tax levy, and a
$925,000 liquor store transfer, the MCC would use $1,141,000 of its reserves in
this scenario leaving a reserve balance of approximately $14,000.
Budget #2 includes the cost of the addition of the 2nd floor fitness center but does
not include all of the capital improvements requested for the MCC. The
$1,661,000 budget would require a $700,000 transfer from the liquor store fund.
The MCC would use $1,130,000 of its reserves and retain a reserve balance of
$26,000.
There was some discussion as to whether or not the City Council would ask the
MCC to repay the liquor store transfer. The MCC is currently paying $890,000 in
debt service which will be paid off in February 2015.
MCC Advisory Board Minutes 10/18/11
iii. How proposed cuts to the 2012 budget will benefit overall 2012 budget /reserves
MCC had recommended capital improvement budget cuts in the amount of
$234,000 in an effort to be fiscally responsible. Some of the budget requests were
part of natatorium improvements costs. Any cuts recommended would affect the
amount transferred from the liquor store fund rather than the MCC reserve. There
was some concern about the resulting level of the reserve fund. There may be
some rebates from the utilities as part of the natatorium project that can be directed
to the MCC reserve. The Advisory Board suggested adding a budgeted amount for
a splash park back in to a future 5 year capital improvement plan.
iv. Other Questions /Information
Staff will ask the City Council to approve a design concept for natatorium
improvements at their November 14th meeting and ask that the bid documents for
the project be approved at the November 28th meeting.
The City Council will also conduct a budget workshop in November to clarify
where budget cuts were made to meet the proposed levy amount. There will be a
public hearing to adopt the budget at the City Council meeting on December 12th.
JENNIFER BETHKE MOVED TO RECOMMEND BUDGET #2. MOTION WAS
SECONDED BY RON BROEKEMEIER. MOTION CARRIED 3 -0.
b. Design information from Wold Architects
The Board considered options for configuring the 1,050 square foot addition planned for
the 2nd floor fitness area. Wold Architects provided a design option for the weight room.
There was some discussion about moving the weight equipment from the fitness room
and reducing the size of the room. Ron Broekemeier pointed out that it might be quite
noisy utilizing the weights outside of the room. Staff would like to utilize 600 square
feet outside of the fitness room for equipment. There was some discussion about leaving
the walls of the fitness room in place at this time and concern that there may not be .
enough space for the stretching area with this design. Sandra Theros noted that there also
need be a plan in place for future purchases of fitness equipment. She suggested that
adding a few spin bikes would be popular. The Board would like to also see the cardio
equipment design option. Staff agreed to advise Wold to establish the electrical layout at
this time.
c. Consideration of a FiberNet and MCC collaborative marketing nlan
There was some discussion about how a collaborative membership with FiberNet might
be an administrative burden on staff unless it was structured carefully. The Advisory
Board suggested it might be less complicated to offer limited time guest memberships,
punch cards or gift cards for the MCC as an incentive to new FiberNet customers rather
than a discounted membership.
Staff agreed to hang a large FiberNet Monticello banner on the wall above the west end
door. A FiberNet banner stand is also in place near the City Hall. FiberNet's
MCC Advisory Board Minutes 10/18/11
advertisement will be cycled through daily posts on the MCC TV monitors. FiberNet
will donate $1,500 toward the purchase of five TVs the facility has requested.
6. Consideration of pricing for group fitness classes inclusion in membership or
additional cost to membership
The Advisory Board revisited the issue of including group fitness classes in the cost of
membership. Specialty classes would not be included in the cost of membership. Class fees
currently provide $24,000 in revenue which would have to be recouped through an increase
in memberships. Staff will continue to seek additional instructors to provide ample daily
class choices. Board members suggested that current staff be offered paid training to get
yoga certified. Spin and kickboxing classes would likely be popular class offerings. The
Board also considered options to address the lack of additional group fitness class space
currently available including offering early morning classes and classes at the Prairie Center.
Staff agreed to prepare more detailed option for further Board input.
7. Consideration of adding items to the agenda
a. Gym floor
MCC Maintenance Supervisor Brian Weldon presented options and a recommendation
for improvements to the gym floor. The current flooring is a ten year old synthetic
rubber poured floor with marks and wear spots. Replacing the flooring with maple or a
Sport Court laminate was determined to be least appropriate for the varied rental uses in
the gym. Staff instead suggested that refinishing the topcoat would be the best and least
expensive way to extend the life of the floor at this time. The three quotes obtained were
in the cost range of $22,500- $24,000 to refinish the topcoat. A two millimeter poured
floor with a pigmented urethane, in the cost range of $35,000- $55,000, may be
recommended after ten years. Staff will also look into the cost of purchasing and storing
a cover for the gym floor for events that might cause significant wear.
SANDRA THEROS MOVED TO APPROVE REFINISHING THE TOPCOAT OF
THE GYM FLOOR IN 2011. MOTION WAS SECONDED BY RON
BROEKEMEIER. MOTION CARRIED 3 -0.
8. Adiournment
The meeting was adjourned at 6:59 pm.
Recorder: Kerry T. Burri _
Approved: November 15, 2011
Attest:
Kitty Baltos, MCC Director
4. Consideration of adding group exercise classes to community center membership, either additional fee
or add onto membership. (Sara Cahill will be in attendance to discuss this with the Board)
We offer 24 classes a week, 6 of those are senior classes. We offer a variety and more specialized classes such as:
UFC, Middle Eastern Dance, and self defense style Kickboxing. We plan to add Climbing for Fitness, Zumba,
TurboKick, and Yoga classes. Our classes range in cost from $4 to $8.50 a class.
Gold's Gym Monticello offers 27 classes a week, 7 of those are senior classes. A majority of their classes are
offered between 9:00- 11:OOam with fewer evening classes. They do offer Les Mills Body Pump classes in addition
to the basics: Yoga, Zumba, Water aerobics. Classes are included with memberships.
Becker Community Center offers 25 classes a week, 3 of those are for seniors, 4 of those are group led work -outs,
classes are basic: Zumba, HIT, Yoga /Pilates, Water aerobics. Classes are included with memberships.
Monticello Community Education offers 3 classes, HAIDONG GUMDO —Sword Art, Zumba and Stretch Fitness in
addition to 2 water aerobics classes. Classes range in cost from $3.75 to $5 a class.
St. Michael Albertville Community Education offers 2 evening yoga classes and 2 Adult Low Impact Aerobics in the
evenings. Classes range in cost from $2 to $5 a class.
Currently, the only classes getting more than 10 people per class are Senior Classes. Enrollment in class sessions
have decreased since we added the Fitness Class pass.
Below are a few emails I have received regarding adding classes to memberships:
Thought I would email you since it is nice to have actual feedback from community center users. Our family would
really like to see a membership level put in place that includes the fitness classes. Right now we purchase
everything piecemeal--fitness pass, childcare pass, indoor play pass -- because it is cheaper, even though it is harder
to keep track of. If membership included everything we would buy a membership all year round and then we could
even look into that insurance reimbursement incentive. We just don't want to pay for a membership and fitness
classes on top of the membership. We would be willing to pay more for a membership that included the classes
though!
Thank you,
Annie Allen
I wanted to write and express my interest in having fitness classes included in the membership. I canceled
my membership recently and just get fitness passes now. But would certainly rejoin if the classes were
included. Thanks for considering. —Tim and Kara Schwartz
I was just wondering if you ever heard anymore about including the class with the membership. All other place
have them included. I think you would get more people to join if the class was included because other places do it,
and why would they join mcc if they are not included. 1 hope someday soon they will include the class, when my
renewal is due I will have to think about going somewhere where they are included. I joined the mmc hoping soon
they will be included.
Thanks,8onnie
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
$23,701A5
*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.
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MANAGER'S MONTHLY RECAP - NOVEMBER 2011
°roeram and Operations Coordinator -Sara Cahill:
• Seven vendors participated in the indoor farmers' market on November 3. It was difficult to count
customers as it was a busy Thursday night with swim lessons, classes, Weight Watchers, facility users and
other rentals but the vendors felt they had a good amount of shoppers. We did recognize several regular
farmers' market shoppers and several people asked when there would be more indoor markets. Vendors
felt it was a success. The next market is Saturday, Dec. 3, 10:OOam- 1:OOpm.
• Registration packets are out for Friendship Island Winter Break. We will be open Dec. 23 through Jan. 2.
College staff are home for the break and want to work.
• The Santa visit is combined with ECFE's Around the World Holiday Celebration on Saturday, Dec. 3. The
Holiday Celebration will be in the Mississippi room with plenty of crafts, activities and refreshments.
There will also be a DJ entertaining the crowd. They expect 100 kids. Last year we had about 130 kids get
their picture taken with Santa so I expect a nice sized crowd now that the two events are combined. I am
waiting to see if FiberNet will sponsor the pictures with Santa again, the cost is $300.
• The Halloween Kiddie Parade was a success again! Businesses estimated 430 trick -or- treaters and some
people bypassed the trick -or- treating because the line was so long. People were lined up outside the
building until 11:15 (the parade started at 10:00). We did get volunteers from Mrs. Smith's 8th grade class
and ECFE sponsored a craft.
• The SilverSneakers YogaStretch class is already a big hit. 7 attended the first class and 14 attended the
second! Our SilverSneakers membership has increased from 18 members in September to 30 in October.
SilverSneakers sent a mailing to about 400 members in our area advertising an open house which is
scheduled on December 6.
Aquatic Director - Corinne Mitchell:
• Believe it or not we are looking at December and January scheduling!!
• 1 am putting the finishing touches on the Winter 2012 Swim Lesson Schedule!!
• 1 would love to host a W.S.I. class here over winter break. I am sure I could fill the class but the pool time
is an issue. The class would need to use the pool and it is a busy time for us here. I will be doing some
brain storming with Red Cross this week on this.
• The number of families /people coming to use the pool during the day has been great!!
• Sara and I now know how to make a balloon arch!
• 1 am planning on offering an Adult Beginner swim class in the morning and another class in the evening for
our winter session. I hope it fills up.
Event Coordinator - Tricia Menth:
• Last wedding of the year on Veteran's Day. They are using both chapel and Miss Room so will be a busy
one. We still have a couple of large events coming up in the Miss Room. Community Health is having
their banquet here and also using all of our rooms for seminars, Central MN Mental Health is having their
yearly seminar here in Nov, chamber banquet in Dec, Cargill having a large meeting in Dec and rooms are
booked with family holiday parties. We also had the craft show from Woman of Today in the gym and the
Senior Centers craft show in the Miss Room last weekend. Had a good turnout. This weekend we have
the Bridal Expo in the gym. We will keep the Miss Room fully draped from our Friday wedding so brides
can come see the room.
• The childcare monthly add on has been a hit. Our childcare if busy busy all the time. Nice to see so many
regulars loving that option.
Director -Kitty Baltos:
• I've been helping Sara recruit group exercise instructors. Unfortunately most of the certifying
organizations are pretty protective of their mailing list. I was able to get NETA's list and sent out about 30
letters, we got a response from four of them and have interview two. They both seem like they would be
a great addition to our program. Now we just have to fit them into our schedule.
• We had the kickoff meeting for the Beyond the Yellow Ribbon program and had really good attendance.
We were also fortunate to have 12 people sign up interested in serving on the Steering Committee. They
will meet on the 17th for the first time and the program will be full steam ahead from there. At this point,
my part in the project will only be as a volunteer.
• We had the Swan Lady, Sheila Lawrence, memorial picture unveiling in our main hallway just outside my
office. Chris Lommell donated the picture. It's a beautiful memorial to a wonderful lady.
• Sara and I are heading to a conference in Detroit Lakes on Thursday the 10`h. It's being hosted by NIHCA,
National Independent Health Club Association. We are members in order to be involved in the insurance
reimbursement program, but it does have other perks as well. They have a number of sessions on
customer service, member retention and increasing revenue, so I think it will be well worth the three hour
drive. I've always wanted to see the Detroit Lakes facility. I've met many of their employees at different
meetings and am impressed with their management structure.
Maintenance Supervisor -Brian Weldon:
No items reported at this time.
City Council Agenda: 11/14/11
7. Consideration of reviewing and novrovine design concept plans for the MCC
Natatorium Improvements City Proiect No 11C006 (KB, BW)
A. REFERENCE AND BACKGROUND:
As directed by resolution approved by the City Council in August 2011, plans and
specifications are being prepared by Wold Architects and Engineering for the natatorium
improvements for the community center. Staff is asking for City Council input on additional
design elements prior to finalization of design specifications.
In conjunction with obtaining input on design elements, Wold made a design presentation to
the Building Committee on November 2 "d to get the committee's recommendation on some
design aspects of the improvements for final approval by the City Council. The areas
reviewed by the building committee were for the fitness center expansion and for the exterior
and interior finishes of the pool walls.
In review of the fitness center expansion, the main hallway from the stairs to the west
entrance is divided into five bays as described by Wold. Each bay is bordered on its four
comers by a supporting pillar. The area between of each bay is approximately 22 feet by 16
feet or about 350 square feet. The original plan identified the expansion covering three bays,
from the west entrance going east to just past the walking track. Wold proposed that the
expansion be shifted one bay to the east to keep more open space at the west entrance. After
review, the Building Committee suggested that the all five bays be covered which would
maximize the use of potential space in a cost efficient manner. They felt that the space would
be needed sooner rather than later and that there would be efficiencies and cost savings in
doing the full expansion. They asked Wold to provide this as an alternate option for the
Council meeting. Wold noted at the meeting that they would bring probably costs to add the
two additional bays to the Council meeting, they felt that they might fall in the area of
$50,000 per bay. The presentation from Wold will show the view of the hallway with the
expansion overhead from the west as well as from the east.
In the design review for the natatorium area, the Building Committee looked at exterior
materials and finishes. The drawings showed the south side of the building with a reduced
area of glass, instead installing a Kalwall system. The Kalwall is a translucent fiberglass
system which can have as high as an R20 insulation value. It lets in approximately 20% of
the sunlight. This Kalwall system is shown as an upper story line of windows. There would
also be three large clear glass windows areas installed at ground level and the area between
the Kalwall and the clear glass is shown as re- installed copper siding. The largest area would
be an EFIS finish that Wold provided in a number of color options. There were also drawings
showing how this new wall would look from inside the pool. The Building Committee asked
for an alternate option for some pool walls changes. They wanted to see a greater area of the
Kalwall and a reduced area of the copper siding to gain more light and achieve a high R value.
The consultant for the pool equipment was also there with good news on the changes the
Council authorized. They are recommending a low voltage UV system for the spas. They
City Council Agenda: 11/14/11
indicated that this will work well for the size of the spas and cost significantly less. They are
also recommending a web -based control system for all three pools. This would be one
controller for all three bodies of water and the cost was fairly nominal. They also
recommended some different pumps for the spas called Smart Pumps. They will be more
efficient and cost less than installing a variable frequency drive on the current pumps.
The Building Committee recommendations are:
(1) to go with the taupe EFIS color for the south and west walls,
(2) show an alternate plan for additional Kalwall system on the south side of the building,
(3) use either painted glass or a powder- coated metal material to hide the expansion floor for
the fitness center visible from the pool area,
(4) give alternate costs for the fitness center to encompass all five bays.
Wold will be in attendance at the meeting to make a presentation to the Council with all of the
options and recommendations suggested.
Al. Budget Impact: The presentation will outline the recommendations and their budget
impact. A full project budget will be available at the November 28h Council meeting
when authorization to go out for bid is sought.
A2. Staff Workload Impact: The Building Committee did an excellent job reviewing the
designs, making alternate suggestions and making recommendations to forward to the
Council. The impact at this phase is on Wold.
B. ALTERNATIVE ACTIONS:
Motion to approve design concepts and bid alternate concepts as discussed at the
meeting.
This alternative should be selected unless there is a desire to make a significant change
in course with this project.
2. Motion to table for further information
C. STAFF RECOMMENDATION:
City staff recommends Alternative 41.
D. SUPPORTING DATA:
The presentation shown to the Building Committee.
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City Council Agenda: 11/14/11
8. Consideration of accepting quotes and approving repairs to the MCC gymnasium floor (KB)
A. REFERENCE AND BACKGROUND:
The gymnasium is a heavily used amenity for the community center. We have the traditional
usage of the gym, basketball, volleyball, soccer, baseball, etc., but also Swan River physical
education classes, National Guard drills, elections, and most of our community events happen
in our gym since it is our largest open space. Some of the events that we host annually are
craft shows (2), senior center breakfast (2), breakfast with the Easter bunny, teen dances,
Halloween kiddie parade, Bridal expo, movies on the large screen if the weather doesn't
cooperate, large group exercise exhibitions, and more.
The gymnasium floor at the community center is in pretty tough shape. I would invite you to
come and take a look at the floor and the shape it's in. The floor is a 2 millimeter poured
urethane with a painted top coat. We had always assumed that floor would have a longer life
than ten to eleven years, however, as we've been researching gym floors the life expectancy
of our current gym floor is ten years.
In the hope of finding an option that provided for a longer life for our gym floor, we did
research other materials. We looked into the option for a wood floor, which could provide us
with at least a 20 year life but cost between $50,000 and $86,000 to install. We also looked
into one piece rolled floor, similar to the type we had installed in our Warehouse room, this
floor would have welded seams to help with moisture control and be easy to clean up, but the
cost for the 8755 square feet of the gym floor was going to be very high. It's also a little
sticky and most sports like a little bit of slide on the floor. We finally looked at a snap
together Sport Court, but any moisture would leak down to the subfloor and damage that.
One of our greatest concerns is how our users actually use the floor. As much as we can
patrol, we still have drinks spilled in the gym, get wet and muddy shoes on the gym floor, etc.
Because of the variety of events that happen on our gym floor, we have more than just athletic
shoes on our floor. So any floor would need to hold up well to a variety of shoes. All of these
uses are particularly hard on any type of floor, but we do feel that the repainting our poured
floor, is the best option for our facility's usage.
We initially looked at a 2 millimeter urethane pour over the existing floor. They would strip
off the top painted coat and pour over the urethane layer. The cost ranges from $35,000 to
$55,000. We would have a life expectancy often years on this. We felt that this was more
than was needed to have a good playing surface and create a problem with floor height
differences. After continued research and discussions with vendors, we determined that the 2
millimeter base floor is still in good shape, but the top coat is worn through. We then asked
our vendors to give us topcoat only replacement and repair quotes. For the process, the
vendor would abrade the topcoat of the current floor, fill any holes, and repaint the entire
floor with Elastiplus Topcoat F6033 Series paint (two- component polyurethane) in the gold or
tan color it currently is. They would then layout and reline the floor for the courts we
currently have which are soccer, basketball and two volleyball courts. We can expect a ten
year life with this option as well. The costs for this option came in at $19,700 to $24, 935,
City Council Agenda: 11/14/11
with the lowest quote coming from Athletic Performance Solutions out of Oak Park Heights,
Minnesota.
The lowest cost of $19,700 to repaint the gym floor equates to $2.25 per square foot for our
8,755 square foot gym space. I spoke with a local commercial painting contractor to try and
determine what generally painting costs might be for a comparison. He indicated that he
charges $3 per square foot for a garage floor using epoxy paint. It is a different process, as a
garage floor would require grinding and then the epoxy painting, ours would require the
process of abrading, painting and then relining the floor. So it's not an apple to apple
comparison, but does give you a general idea of costs.
We have noticed that the wear on the topcoat is in a striped pattern and we will be talking to
our contractor as to why this is and will it impact the floor's longevity. We will try and have
information available at the Council meeting on Monday.
Al. Budget Impact: We budgeted $50,000 in our 2011 budget to replace /repair the
gymnasium floor. After researching our options, we found that the best is to repaint
the top coat and reline the floor at 61 % below the budgeted amount. The new
technology does not require that we seal the floor and only clean it with a dust mop
and floor machine as needed.
A2. Staff Workload Impact: The work will be done by a contractor and our Maintenance
Supervisor will oversee the work as it is done. The greatest impact with be for our
users of the building as there will be an odor involved in this process and we will need
to be proactive in letting people know about this ahead of time. Brian Weldon will
also attempt to bring in as much fresh air as he is able, depending on the weather, to
disperse the smell. There will also be the loss of the gym for seven to ten days for our
customers that we will need to warn people about.
B. ALTERNATIVE ACTIONS:
Motion to accept the quote from Athletic Performance Solutions for $19,700 to
reapply the top coat on the gym floor and repaint the games lines.
2. Motion to deny authorization for repairing the gym floor at this time.
Motion to table the item pending further review of the wear pattern and its possible
implications.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1. We feel that while the cost is not cheap, it is important
to maintain a good playing condition and a well maintained looking floor for the many uses
that the community center gymnasium caters to.
D. SUPPORTING DATA:
City Council Agenda: 11/14/11
Quotes for all options explored on repairing or redoing the gymnasium floor.
City Council Agenda: 11/14/11
5C.
Lu
A. REFERENCE AND BACKGROUND:
Every two years the Community Center sends out request for service proposals to invite
caterers and alcohol providers to submit their name for consideration to be on the list of
preferred caterers /alcohol providers for our Mississippi Banquet Room. We view our
catering and alcohol vendors as an integral part of our banquet facility team. Our goal is
to provide our renters with a quality product, excellent service and good price options.
We feel that the vendors who submitted their service proposals will provide us and our
customers with all of these qualities and more.
Unfortunately you will note that we only have one local vendor on our list. We had a few
requests from local restaurants to be included on our preferred list. We did hand deliver
the proposals for inclusion, however, we did only receive a response back from
Cornerstone Cafe. We will continue to invite local caterers /full service liquor providers
every time the list is up for renewal.
The State Statues require that our alcohol providers be approved by the City Council to
be allowed to sell alcoholic beverages on our premises. Each of these vendors holds a
retail on -sale liquor license and carries insurance to cover working at the community
center. In this Statute, the caterer is allowed to sell alcohol as a part of their food service.
This is the list of Preferred Caterers and Alcohol Providers for the Monticello
Community Center for 2012 and 2013 submitted for your approval:
1. Cornerstone Cafe (Monticello)
2. Henry's Catering (Annandale)
3. Russell's on the Lake Catering (Big Lake)
4. Steven's Restaurant and Catering (Princeton)
5. Reichel's Catering Service (Annandale)
Al. Budget Impact: Each of our caterers and alcohol providers are required to pay a
fee based on a percentage of the total food bill as well as a bar set up fee. This fee
provides the community center with approximately $10,000 to $15,000 in revenue
per year. The fee provides for the vendors usage of the facility and equipment as
well as exclusive advertising as our Preferred Vendor.
A2. Staff Workload Impact: Once our list is approved, we meet with the vendors to
go over expectations and questions. Our Event Hosts work closely with each
vendor during the event that they are providing food and alcohol for. The staff
workload impact is otherwise relatively low.
City Council Agenda: 11/14/11
B. ALTERNATIVE ACTIONS:
Motion to approve the list of Caterer and Alcohol providers as presented.
2. Motion to deny the list of Caterers and Alcohol providers as presented.
C. STAFF RECOMMENDATION:
City staff recommends Alternative #1 based on excellent past performance of our
Vendors.
D. SUPPORTING DATA:
Certificate of Liability Insurance from our Caterers /Alcohol Providers.