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MCC Advisory Board Minutes 01-17-2012MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD January 17, 2012 — 4:30 p.m. River Room Board Members Present: Sandra Theros, Darren Paumen, Clint Herbst Board Members Absent: Ron Broekemeier, Jennifer Bethke Board Liaison Absent: Lloyd Hilgart Staff Members Present: Kitty Baltos- Director 1. Call meeting to order Sandra Theros called the meeting to order at 4:39 pm. 2. Consideration of adding items to the agenda a) Appointment of MCC Chair and Vice Chair positions b) Advisory Council resignation c) Family Pass 3. Consideration of approving the minutes from the November14, 2012 regular meeting CLINT HERBST MOVED TO APPROVE THE MINUTES OF NOVEMBER 14, 2012. MOTION WAS SECONDED BY DARREN PAUMEN. MOTION CARRIED 3 -0. 4. Update Items a. Quarterly financial review through December 2011 Revenue from memberships increased and revenue from program fees held strong. There will be some adjustments for interest. Replacement of the compressor over the gym was covered by insurance as it was the result of a mechanical failure. Insurance also covered the replacement of an area of terrazzo flooring at the front counter that had buckled. Staff will determine if insurance will cover additional areas of water damaged terrazzo identified prior to proceeding with repair. Darren Paumen noted that the dollar amount ($815,000) for line item 104 Transfer to Other Funds should be included in the budget column. Clint Herbst asked about options for boosting chapel rental fees at the Swan River charter school building. MCC charges $400 to rent the chapel for a wedding and there were ten weddings booked in the chapel in 2011. Staff noted that MCC /Swan River school interactions are sometimes strained. Clint Herbst suggested he'd like to join in on a meeting with school representatives to review any issues and opportunities. MCC Advisory Board Minutes 01/17/12 There was some additional discussion about the condition of the gym floor. The money budgeted to replace the gym floor in 2011 reverted to the General Fund when Council decided not to move forward with the expenditure. The City has contacted the National Guard to ask them to consider contributing to replacing the gym floor but has not yet had a response. b. Year end facility usage review through 2011 The MCC had its highest facility usage in 2011. Guest pass usage is now included on the summary. c. Manager's Monthly Update Arrangements must be made to handle Sara Cahill's duties while she is on maternity leave mid - summer. There have been member comments and staff discussion about people using electrical outlets in the MCC facility to access the building's wireless internet for extended periods of time. Staff has asked these individuals not to block hallways. Clint Herbst suggested that the electrical outlets be covered. d. FiberNet collaborative marketing plans City staff met to brainstorm ideas for jointly promoting FiberNet and the MCC. Kitty Baltos indicated that a one week free coupon marketing strategy would be easier to track than a membership discount. All connections for new TVs are in place and TV purchases are planned. e. Great Weight Rebate program update The Great Weight Rebate program begins February 1st. The program was advertised in the Monticello Times and in a flyer included with utility bills mailed to residents. f. Community Garden Registration for community garden plots begins February 1st. Staff are considering piloting keyhole gardening as a way to experiment with plot size and will survey previous gardeners for their input. Staff will also ask the garden captain to consider a plan for donating excess garden produce to the food shelf. 5. Consideration of changes to drop in gym times at the community center Drop in volleyball has not been well attended on Sundays. Women have asked for daycare during drop in but staff suggested that wouldn't be a viable option at this point. A group of soccer players requested that the MCC schedule a weekly Adult Drop In night for soccer. They had been using the gym to play soccer on Tuesdays since August and asked to continue doing so with exclusive full court gym privileges. Staff is concerned that closing the gym for an additional evening per week would likely frustrate frequent users and MCC Advisory Board Minutes 01/17/12 members. There were some questions about how busy the gym is at other times. Sandra Theros pointed out that schedule consistency is important so that users don't get confused. Darren Paumen asked what other community centers do in these circumstances. There was some discussion about how gym space is tight throughout the community. Kitty Baltos will again contact School Superintendent Jim Johnson to determine if there may be an option to schedule time at any of the school gym facilities. It would also be useful to review any service duplication between MCC and Community Ed and work toward coordination of effort. Staff will do some research and bring back information for the Advisory Council to consider. 6. Consideration of 2011 Review /2012 Preview Presentation for the City Council on January 23, 2012 Staff asked the Advisory Council for input on a draft presentation highlighting improvements at MCC. The 2011 review highlighted achievements such as: • increased facility usage • remodeled/new use for warehouse • established unlimited childcare for an add -on fee • established unlimited classes for an add -on fee • added instructors /personal trainer and types of classes offered • doubled the number of weekly classes offered • obtained agreement to provide Silver Sneakers classes • surge in the number of members adding on to memberships • replaced/added fitness equipment • expanded Friendship Island daycare program • added indoor Farmer's Markets • initiated MCC facility improvements /expansion project • Sponsored increasing number of community events The Advisory Council recommended also noting that the sidewalks outside the facility were repaired and suggested including a ballfields and ice arena usage update. Staff will change wording from `regular" to resident for clarity and provide statistics for both resident and non - resident facility usage. 7. Consideration of reviewing project bids and making a recommendation to the City Council There was some discussion about the bid opening process for the MCC Natatorium Improvements. MCC had budgeted $1.385 million dollars for this project. The total was revised to $1.335 million prior to final authorization by City Council. The first two lowest bidders came in lower than the base bid specified. Wold had previously worked with the low bidder Ebert Construction and found them to be responsive and responsible. Staff indicated that the Building Committee had asked questions about Alternate 1 involving replacement of locker room doors. There had also been comments about the impact of losing natural light upon expansion of the west bay of the fitness area as well as some discussion MCC Advisory Board Minutes 01 /17 /12 about options. City Council will have an opportunity to choose to add alternate project components. Clint Herbst pointed out that it would be more expensive to add alternates at some later time. DARREN PAUMEN MOVED TO RECOMMEND THAT CITY COUNCIL APPROVE THE MCC NATATORIUM IMPROVEMENT PROJECT WITH ALL ALTERNATES INCLUDED IN ADDITION TO THE BASE BID. MOTION WAS SECONDED BY SANDRA THEROS. MOTION CARRIED 3 -0. 8. Consideration of adding items to the agenda a. Appointment of MCC Chair and Vice Chair positions CLINT HERBST MOVED TO APPOINT SANDRA THEROS AS THE 2012 MCC ADVISORY COUNCIL CHAIR. MOTION WAS SECONDED BY DARREN PAUMEN. MOTION CARRIED 3 -0. CLINT HERBST MOVED TO APPOINT DARREN PAUMEN AS THE 2012 MCC ADVISORY COUNCIL VICE CHAIR. MOTION WAS SECONDED BY SANDRA THEROS. MOTION CARRIED 3 -0. b. Advisory Council Resignation Ron Broekemeier has submitted his resignation for the appointment to the MCC Advisory Council. He will continue to serve through March 2012. CLINT HERBST MOVED TO ACCEPT RON BROEKEMEIER'S RESIGNATION FROM THE MCC ADVISORY COUNCIL. MOTION WAS SECONDED BY SANDRA THEROS. MOTION CARRIED 3 -0. c. Family Pass Staff agreed to report on statistics related to how many people are using the facility with a family pass. Clint Herbst asked about offering the flexibility to transfer or freeze family memberships to landlords considering providing a family membership option for local renters. The MCC currently allows one free child swim pass for guests of Best Western. There was some discussion about further direct marketing of the corporate membership option to the school district and the hospital. 9. Adiourn The meeting was adjourned at 6:33 pm. Recorde Approvt Attest: