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MCC Advisory Board Minutes 04-16-2013MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD MEETING Tuesday, April 16, 2013 4:30 p.m. River Room Members Present: Sandra Theros, Darren Paumen, Clint Herbst, Heath Bird Members Absent: Jennifer Bethke Staff Members: Kitty Baltos, Tricia Menth 1. Call meeting to order Sandra Theros called the meeting to order at 4:30 p.m. 2. Consideration of addinE items to the agenda A. Batting cages and golf B. Hours of operation 3. Consideration of alp2roving minutes of the February 19 2013 regular meeting DARREN PAUMEN MOVED TO APPROVE THE REGULAR MCC ADVISORY BOARD MEETING MINUTES OF FEBRUARY 19, 2013. MOTION SECONDED BY CLINT HERBST. MOTION CARRIED UNANIMOUSLY_ 4. Update Items a. Financial Summary for the first quarter of 2013. Kitty Baltos was not prepared to provided the financial summary, but was happy to report that the March numbers are up. b. Usage Summary through March 2013. Kitty Baltos provided the usage summary to the advisory board. c. Membership Summary through March 2013. Kitty Baltos indicated that the memberships are up this year compared to first quarter of last year. d. Manager's Monthly Update. The complete Manager's Monthly Update was included in the agenda packet to the advisory board. MCC Advisory Board Minutes 04/18/13 Kitty Baltos provided an update on MCC custodial employee Brian Weldon who is out on medical leave. She indicated that Brian is scheduled to go back to his doctor the last week in April so after that appointment we'll know when he's clear to come back to work. Kitty said that the part-time custodial staff has been doing a really good job in his absence. e. Program Updates for 2013 Kitty Baltos indicated that the three programs, Friendship Island, the Farmer's Market and fitness classes are being planned for the summer. These are all three great programs that have had very strong attendance. There is an issue with the programming for Friendship Island and finding a dedicated "home" for that program to accommodate parents with having one area to drop off their children in the morning and pick up in the afternoon. Kitty said that she has emailed the coordinator at Swan River Charter School about use of the chapel. Swan River is currently running a smaller summer program in the chapel which conflicts with the Friendship Island programming. Kitty said she would like to see the program at the Swan River Chapel as it's a City resource without additional fees for use of the facility. Kitty said that this has been a great summer children's program bringing in $18,000 /summcr after expenses. Clint Herbst suggested the possibility of purchasing a construction trailer and decking that out for use as Friendship Island. This could be placed on -site for the summer possibly in the old bike park area and stored in the winter at the Public Works Facility. Kitty said that she will check into the cost of purchasing a construction trailer from either Kjellberg's or one of the public auction sites. Kitty Baltos indicated that they are working on updating the servers and hope to have everything ready to go for online registration by May. This will offer people the convenience of signing up online for swim lessons, kid lifting, group exercise classes, etc. Kitty said it may increase participation and will cut down on staff needs as well. 5. Consideration of the bi- annual Caterer/Li uor Provider agreements for our Preferred Caterer's List 2014 and 2015. Kitty Baltos indicated that they currently have five (5) caterers on their Preferred Caterer's List and questioned whether the advisory board would be interested in keeping that number the same or decreasing the number of preferred caterers. The advisory board felt it was in the best interest to provide renters with the option of choosing from five (5) different caterers. The caterer's agreement is a two -year contract and Tricia Menth indicated that she will be sending out the request for proposals for the caterers /liquor providers this month. Kitty said that when the proposals come back in then they will narrow it down to five (5) preferred vendors. To be a "preferred" vendor, the caterer must cater to 80 or more people. Tricia said that she receives a number of requests from the Hispanic community for catering of ethnic food so she has provided catering requests to the two Mexican restaurants in town but has never received any proposals back from them. Tricia said they have a large MCC Advisory Board Minutes 04/16/13 call for it as they have been booking more Quinceanera celebrations each year but Kitty said many of those types of events are often too large for the MCC to handle. Clint Herbst suggested that one of the caterers should look into teaming up with one of the Mexican restaurants to provide that service to the Hispanic community. With the new contracts being put in place for 2014 -2015, Kitty asked if the advisory board would like to change any fees. Currently vendors are being charged 8% for food and $250 for the bar setup fee. Kitty said she talked to Becker and in their community center they charge a percentage on alcohol rather than a flat fee. Tricia said it makes sense to charge a percentage up to that $250 mark especially for the smaller events where they don't sell that much alcohol. After the proposals are approved, Tricia will meet with the caterers to sign the agreement, get copies of their insurance and their license. After that it will go to the City Council for approval. Kitty indicated that they are in the planning stages of setting up a caterers list for small caterers (fewer than 80 people). She said they are considering having vendors pay a fee to be included on our caterer's listing and this would be geared towards luncheon catering and other smaller events. The restaurant catering menu would be included along with their pricing so that it would be easy for renters to go down the list and make their selections. Tricia said that she gets many requests and calls from people out of town holding an event at the MCC and they want information on whom they can have cater their event. More planning will be done and Kitty will bring back information to the next meeting. SANDRA THEROS MOVED TO APPROVE THE CATERING FEES OF 8% FOR FOOD AND 10% FOR ALCOHOL UP TO $250. MOTION SECONDED BY HEATH BIRD. MOTION CARRIED UNANIMOUSLY. 6. Consideration of amending the Community Center's policies to make the community center tobacco free with the exception of the Mississippi Room 1patio. Kitty Baltos indicated that there have been some issues with patrons smoking right outside the doors of the MCC and users being very unhappy about having to walk through a trail of smoke. Furthermore, cigarette butts are being left out on the sidewalk as the three ash cans at various spots outside the building have been stolen. Clint Herbst suggested for Kitty to check with Public Works staff about making ash cans rather than purchasing new ones as they are expensive. Kitty said that she wants to put up signage indicated "no smoking" with the exception of designated areas. Kitty said that she will bring the board's recommendation to the Monticello City Council for approval. SANDRA THEROS MOVED TO HAVE THE SMOKING AREA DESIGNATED AT THE PERIMETER SIDEWALK AND REPLACE THE THREE (3) ASH CANS; AND TO ALLOW SMOKING ON THE PATIO ADJACENT TO THE MISSISSIPPI BANQUET ROOM FOR RENTERS OF THE MISSISSIPPI ROOM ONLY. MOTION SECONDED BY HEATH BIRD. MOTION CARRIED UNANIMOUSLY. 3 MCC Advisory Board Minutes 04/16/13 7. Added Items A. BagLng ca es and &EL : Clint Herbst brought up the idea of putting in portable golfing matts /nets in the gymnasium and setting up golf times a couple days a week in the winter months. Members could bring in their own balls/clubs and Kitty Baltos suggested having 30- minute sign up times. Another feature Clint Herbst said that he would like to see is a batting practice area with a pitching machine. This could be placed in the old skate park or bike park area, or possibly put in nets underneath the track in the gymnasium. Kitty Baltos said that she will look into the cost of those two features and get back to the advisory board at the next meeting. B. Hours of operation: Kitty Baltos talked about moving Sunday hours up to a 7 a.m. opening rather than the current 9 a.m. opening. Kitty said that this would give members the opportunity to come in before church and they would have the lap pool for adults only from 7 a.m. to 9 a.m. (until the first guard comes in at 9 a.m.) CLINT HERBST MOVED TO CHANGE THE MCC HOURS ON SUNDAY BEGINNING MAY I ST TO 7 A.M. - 9 P.M. AND THEN COMMENCING ON MEMORIAL DAY TO REDUCE THE SUNDAY HOURS FROM 7 A.M. - 6 P.M. THROUGH LABOR DAY. MOTION SECONDED BY SANDRA THEROS. MOTION CARRIED UNANIMOUSLY. 7. Adjourn The meeting was adjourned at 5:37 p.m. Recorder: Administrative Assistant Date Approved