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MCC Advisory Board Minutes 07-17-2012MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD TUESDAY, JULY 17, 2012 — 4:30 P.M. PRAIRIE CENTER BUILDING Board Members Present: Sandra Theros- Chair, Darren Paumen -Vice Chair, Heath Bird Board Members Absent: Clint Herbst, Jennifer Bethke Council Alternate: Lloyd Hilgart Staff Members Present: Kitty Baltos- Director 1. Call meeting to order Sandra Theros called the meeting to order at 5:10 pm. 2. Consideration of adding items to the agenda a) Bertram events b) Chapel c) Concessions 3. Consideration of approving the minutes from the June 19, 2012 regular meeting SANDRA THEROS MOVED TO APPROVE THE MINUTES OF JUNE 19, 2012. DARREN PAUMEN SECONDED THE MOTION. MOTION CARRIED 3 -0. 4. Update Items a) Financial Update Second Quarter 2012 Although the munber of memberships has decreased for the second year in a row, the revenue realized from program fees has increased. Childcare revenues have increased. Many more members are including the child care add -on fee to membership than the fitness class add -on fee. The Silver Sneakers program is not yet bringing in as much revenue as had been expected. Staff will check into the phone line charge at the ballfields. There was some question as to why the cost of gas was significantly lower. Staff noted the option to shift the cost of the natatorium project from the Buildings line item to the Improvements line item. b) Usage update through June 2012 Although the fitness equipment was busy at times, there was less facility usage in June. c) Manager's Update The MCC responded to five mechanical failures in the air handling units over the 4u" or July. Staff decided not to host National Night Out in 2012 due primarily to poor attendance last year. They had instead asked Target Corp. to take on the annual event but MCC Advisory Board Miraae 07/17/12 did not receive a response to that invitation. Requests for Proposals are to be solicited to replace the carpet in the Mississippi Room. 5. Old Business a. Ceiling change order for natatorium improvement project update Weld Architects had not requested a specific price from their subcontractor, Ebert Construction, for repainting a portion of the natatorium ceiling. They had instead used the unit pricing included in the bid and applied it to the balance of the square footage of the ceiling to come up with their estimated cost of some $82,000. Both Ebert Construction and the painting contractor agreed that the unit pricing must be applied to all of the surface area involved in the repaint. The revised estimate for this portion of the project is $136,000. The contractor is unable to match the paint color of the ceiling. It is estimated to require a pool shutdown of an additional three weeks at a minimum to paint the ceiling. Staff noted that this component of the project may need to be postponed due to the increased cost and time involved. The Advisory Board asked some questions and considered alternatives. Staff invited to them to attend the Building Committee meeting to provide input in developing a recommendation for City Council. The pool is scheduled to be shut down at 5 p.m. on Labor Day as part of the planned improvements. During that time lap swimming will be offered three mornings and two evenings per week at the middle school. The MCC plans to contract with the Super 8 Motel to use their pool to offer water aerobics and open swim. Members can attend these events for free. These alternatives to the community center pool will be widely advertised. 6. Review of preliminary budget requests submitted for Council approval. Ditty Baltos highlighted the following top priority budget requests and invited Advisory Board members to provide input. • New /Additional Fitness Equipment - $80,000 • New TVs for Fitness Center - $20,000 • Keyless Door Entry -$3,500 • Swinging Doors for Catering Kitchen - $4,500 • Permanent Basketball Hoops in Bike Park - $2,000 • Community events - $10,000 • New pool vacuum - $5,000 • Emergency exit pool sidewalk - $1,000 • New signage for pool - $1,000 • Tools and portable tool cabinet - $5,500 (may be reduced) • Pool heater exchange - $5,000 • Locker partitions - $10,000 • Desk, cabinet and wall repair - $20,000 • Splash Park - $600,000 - $1,000,000 MCC Advisory Board Minutes 07/17/12 There was considerable discussion about developing a multi -age splash park. The Board agreed that it should be a high priority that should be budgeted in the CIP. They recommended that it be budgeted at $250,000 yearly for four years and constricted with funds on hand once the final MCC facility debt payment has been made in 2016. Baltos indicated that the some high priority requests, such as replacing the climbing wall stanchions and eliminating National Night Out, could realistically move to a lesser priority this year. She also suggested that one of the medimm priority requests, Resurfacing the gym floor - $55,000, should instead be considered a higher priority and agreed to budget for it at $25,000 for two years. Staff also asked for feedback about the option of developing a skate park in a high visibility green space at Pioneer Park. After some consideration, the Board determined that skate parks tend to create unfavorable issues and recommended that the MCC not continue to pursue the option at this time. The preliminary levy is expected to be set by September 15t1i. There is to be some consideration of a COLA increase for full -time employees. Step increases are desirable but not likely for next year. The Board also pointed out some housekeeping corrections to be made the budget spreadsheet as presented. 7. Consideration of adding items to the agenda a) Bertram events Triathalon - MCC would like to host a triathalon at Bertram Park in 2013. Don Abresch from Broadway Cycling has expressed an interest in partnering with the MCC next August. The event may likely involve one route for road bikes and one route for mountain bikes. 5K Trail Run - Staff would also like to host a 5K trail run at the park next year. Dave Wick, who handles the 5K for Riverfest agreed to work to with the MCC to arrange for this event in the Fall. Canoeing & Kayaking — MCC will continue to contract to host canoe and kayak events at Bertram Park and on the Mississippi for a few more years. Kitty Baltos suggested that the Board may want to begin budgeting $15,000 for 3 years toward the cost of purchasing canoes, kayaks, and paddleboards and building a storage facility as part of the Capital Improvement Program. b) Chapel The Advisory Board was asked to consider increasing the room rental rate for use of the chapel for weddings due to the need to cover the cost of cleaning the room. Staff will find out how similar facilities handle this issue and report back to the Board. MCC Advisory Boaid Minutes 07/17/12 c) Concessions Sandra Theros asked for clarification as to when pizza is typically available for purchase at the concessions stand. Kitty Baltos indicated that she would remind staff to bake pizza so that it is available for purchase. She noted that she would also look into microwavable pizza options. 8. Adiourn The meeting was adjourned at 6:37 p.m. Recorder: Approved Attest: