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MCC Advisory Board Minutes 10-16-2012MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD TUESDAY, OCTOBER 16, 2012 — 4:30 P.M. RIVER ROOM Board Members Present: Sandra Theros- Chair, Darren Paumen -Vice Chair, Heath Bird and Clint Herbst. Board Members Absent: Jennifer Bethke Staff Members Present: Kitty Baltos and Wayne Oberg 1. Call meeting to order Sandra Theros called the meeting to order at 4:34 p.m. 2. Consideration of adding items to the agenda Kitty Baltos asked to provide new information to the construction update. 3. Consideration of approving the minutes from the September 18, 2012 regular meeting HEATH BIRD MOVED TO APPROVE THE MINUTES OF TE SEPTEMBER 18, 2012 REGULAR MEETING. CLINT HERBST SECONDED THE MOTION. MOTION CARRIED 4 -0. 4. Update items Kitty asked if there were any questions on the Usage Summary, Financial Summary or Manager's Update. Sandra asked if we would be doing anything for the Middle School or the Super 8 to thank them for allowing their pool usage. Kitty noted that during a past construction project for the Middle School pool, we allowed their users to come to MCC at no charge to the school and that the community center is paying for pool usage at the Super 8. She also noted that the numbers at the alternate sites have been good which is providing Super 8 with good exposure. Clint noted that he felt that the usage numbers were much better than he'd expected and was glad to see that. 4d. Construction Update Kitty informed the Board that another problem area had been found in the pool area. The pool ceiling was flaking off of the ceiling away from the areas being sandblasted. Clint had an opportunity to tour the problem area and spoke with Councilmember Lloyd Hilgart who is a professional painter and his concern was if we did not sandblast and repaint the entire ceiling, we would have problems down the road as the ceiling continued to flake off. Clint was concerned about the look of the ceiling and the necessity to close the pool in a year or two to sandblast and paint the ceiling if we did not do it now. The Council had a special meeting to discuss the problem on Monday, October 14, 2012 and they voted unanimously to approve the $161,000 change order to paint the entire ceiling. This addition does put the project over budget and past the contingency budget as well. Clint asked that staff have a forensic investigator look at the ceiling to see if any legal action can be taken against the previous General Contractor as it appears that the work was not done per specifications. Additional comments from the Board were to make sure we tried to find a way to still put equipment in the new fitness center even though the project went over budget. The Board was surprised that Wold chose the mat color for the fitness flooring without asking staff's opinion and the MYE Entertainment system while a number of people liked it, Sandra did not feel that it worked that well and wanted staff to put the money into equipment first and perhaps add an audio system on at a later date. Sandra also noted that she would like to make sure that mirrors are put on the south fitness wall. S. Consideration of Council request to increase community center fees for 2013 Kitty reviewed the information sheets provided in the Board's agenda packet; how many members are participating in the insurance reimbursement program, what the retention and attrition rates are over the years which includes numbers of membership contracts and actual members, and a rate increase worksheet with 1 %, 3% and 5% options and sales history for the previous years for each type of fee including "ala carte" user fees for the community center. Wayne Oberg also provided the expenses the City incurs for the National Guard including utilities, room rentals and block party. Kitty did note that the precedent in the past has been to not increase rates for those members who do not have a lapse in their membership. She also reminded the Board that sales tax is included in all of our prices and we round to the nearest quarter, fifty cents or dollar. The Board discussed working towards covering 80% of the MCC's expenses, which for 2013 would mean raising rates or reducing expenses by $300,000. The Board discussed a 5% increase and a 10% increase or, as suggested by Wayne, a hybrid of 5% for current members whose memberships don't lapse and 10% increase for new members. Kitty will pull this information together for the Board for the next meeting so they can make a recommendation to take to Council at the November 26, 2012 meeting. The Board also discussed charging for the free rooms here at MCC and moving the free users to the Prairie Center conference rooms. Kitty will work with Public Works to see what it would entail to make this change over and what type of revenue could be expected for the community center. 6. Consideration of quotes for fitness equipment for recommendation to City Council Kitty informed the Board that months ago, she contacted the major vendors to get prices on certain pieces of equipment. She then created three options, A, B and C. A being the full list of needed equipment and B and C a reduction knowing that near future additions would still be needed. The Board discussed the current equipment, the needs of the members and some additional equipment that should be added like additional benches, weight racks, weight plates, TRX training system and mirrors. Clint suggested that the Council will want to see how much rates will go up before they decide on the equipment purchase. He also suggested going to the vendors with a specific number and asking them what can be gotten for that amount. Kitty will have final numbers for the Board to review at their November meeting for their recommendation for City Council. Adiourn Kitty asked if any Board members would like a tour of the new fitness area. The Board meeting was adjourned at 6:00 p.m. to tour the new area. Approved: Attest: