MCC Advisory Board Minutes 10-18-2011MINUTES
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 6:30 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 Quarter 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 Wrapuup /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
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August 1 lth 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 3'a 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. hi 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.
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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 l Otn
JENNIFER BETHKE MOVED TO RECOMMEND BUDGET #2. MOTION WAS
SECONDED BY RON BROEKEMEIER. MOTION CARRIED 3 -0.
b. Desien 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 Broekemcier 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 plan
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
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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 pricine for eroup 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. Burn
Approved: Noveg&Sf l4,
Attest:
Director