MCC Advisory Board Minutes 10-19-2010MCC Advisory Board Minutes 10/19/10
MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD
MEETING MINUTES
Board Members Present:
Board Members Absent:
Board Liaison Absent:
Staff Members Present:
1. Call meeting to order
TUESDAY, OCTOBER 19,2010-4:30 P.M. RIVER ROOM
Jennifer Bethke, Clint Herbst, Darren Paumen, Sandra Theros
Ron Broekemeier
Susie Wojchouski
Kitty Baltos- Director, Tricia Menth
The meeting was called to order by Sandra Theros at 4:36 pm.
2. Consideration of adding items to the agenda
a) Friends of Bertram, b) Holiday Board Meeting Schedule, c) Farmer's Market
3. Consideration of approving the minutes from the September 21, 2010 regular meeting
CLINTHERBST MADE A MOTION TO APPROVE THE MINUTES AS SUBMITTED. MOTION WAS SECONDED BY
JENNIFER BETHKE. MOTION CARRIED 3 -0 WITH SANDRA THEROS ABSTAINING.
4. Update Items
a. Usage update through September 2010
Baltos provided the Daily Use Summary by Month report for the board's review.
b. Financial summary through September 2010
Baltos provided the Revenue & Expense Statement for the board's review.
c. Manager's Monthly Recap, October
Baltos provided a written report for the board's review.
d. Old Business:
i. Community Garden
Baltos provided the Community Garden Newsletter "BED BUZZ" which highlighted the news of the
season for the board's review.
ii. Wedding Security
There was discussion about the option of training some college -age staff members to offer security
during wedding receptions. Baltos noted that there would be time to further review this issue before
wedding season and agreed to look into security company rates.
MCC Advisory Board Minutes 10/19/10
5. Consideration of membership fee changes for 2011
a. Review Member Survey
Baltos provided an overview of the Membership and Fitness survey results. Sixty -eight percent were
very interested or interested in group fitness classes included in membership. Thirty -three percent were
very interested or interested in childcare included in membership. Forty -eight percent responded that
adding either fitness classes or childcare to membership would not change their plans for membership.
Responses varied broadly as to what would be a reasonable price per month for adding fitness classes
and /or childcare to a membership. The majority of respondents seemed to think that $10 more would
be appropriate. A number of responses suggested that an additional fee should be optional. The board
discussed how to address the expectations noted in the survey results with the understanding that
they'd have to find space to add classes and keep in mind the 15 child maximum in the child care room.
b. Review financial data previously provided
Baltos provided statistics related to revenue and expenses for both fitness classes and childcare. The
board considered the option of tiering and determined that it would be difficult to track. There was
discussion of utilizing an add -on fee for members that choose the class or childcare option. Quick
calculation determined that a monthly $10 additional for unlimited classes and $5 additional per child
for unlimited daycare would likely provide sufficient revenue. The cost for drop in would remain the
same rate. The Advisory Board agreed to continue to discuss consideration of membership fee changes
during the November meeting.
6. Consideration of an organization rate for meeting room spaces
Tricia Menth noted that since the schools are no longer allowing free use of their facilities, numerous
nonprofit groups have been approaching the MCC asking to use the Gym or the Mississippi room for free or
at a discounted price. Baltos provided a summary of staffing costs involved in making the rooms available
and indicated that it costs $190 per event. She handed out a Rental Agreement Form for the Gym but noted
that the fees should be updated to be useful. Menth suggested that renting the gym for an hourly rate with
a minimum number of hours might be a good option. Baltos pointed out that the rooms are usually
requested during the busiest times of the year. Herbst recommended that events in the gym should have
least impact on members as possible because it so frequently used.
Menth also pointed out that potential renters don't want to use the Mississippi Room because they'd have to
pay for a caterer since it doesn't have a full kitchen. The board suggested consulting the approved caterers
to see if the menu could be amended to offer a less expensive option. Herbst asked what it would take to
make the Mississippi Room into a full kitchen to ease this problem. Baltos noted that the room could really
use a dishwasher but couldn't afford to lose the storage space. There was some discussion about how
infrequently the River Room is used and how it might be reconfigured to address the needs of the Mississippi
Room. Baltos suggested that the board consider options that make it clear that weddings are the priority for
the Mississippi Room.
The board discussed the need for a consistent policy for all rental usage. Baltos recommended that the board
define prime time and non -prime time hours and come up with different rental pricing for each. She also
suggested defining reasonable fees which make MCC accessible but also cover costs.
MCC Advisory Board Minutes 10/19/10
MOTION MADE BY CLINT HERBST TO FURTHER CONSIDER THESE ISSUES AT THE NOVEMBER ADVISORY
MEETING. MOTION WAS SECONDED BY DARREN PAUMEN. MOTION CARRIED 4 -0.
7. Consideration of selecting Movie in the Park dates for 2011.
Baltos noted that the Cable commission would be getting together soon to determine each movie dates for
each locality and asked that the board choose dates to request as options. The dates selected were:
Saturday, May 21 (Alternate Date: May 20)
Friday, June 17 (Alternate Date: June 18)
Friday, August 12 (Alternate Date: August 19)
Saturday, September 10 (Alternate Date: September 17)
8. Review of building maintenance items, siding and caulking
Baltos provided an update about investigating the options involved in resolving the maintenance issue. She
noted the importance of making a permanent fix and indicated that the MCC would be requesting quotes in
the next week from an architect firm and an aquatic engineering firm with mechanical expertise.
9. Items added to the agenda
a) Friends of Bertram: Theros indicated that there would be a Bertram presentation on the Friends website.
She noted that the Friends are working on fundraising options. She suggested a snow sculpture contest at
MCC. Baltos agreed to check on dates and offered to do concessions. Herbst pointed out that they might be
able to use the City's snowmaking machine. Theros pointed out that Friends would like to pay back the $500
that the Bertram Advisory Committee had given the group as seed money ASAP.
b) Holiday Board Meeting Schedule: Baltos suggested that the board meet for the regular November 16th
meeting and, at that time, decide about the December meeting.
c) Farmers Market: Bethke's term as Advisory Board representative to the Farmer's Market committee is
expiring soon. Baltos suggested that the board ask Ron Broekemeier if he would act as representative.
10. Adjourn
MOTION WAS MADE TO ADJOURN BY SANDRA THEROS. MOTION WAS SECONDED BY JENNIFER BETHKE.
MOTION CARRIED 4 -0.
The meeting was adjourned at 6:30 p.m.
Kerry T. Burri
Recording Secretary
MCC—Ad isory Board Representative