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MCC Advisory Board Minutes 06-18-2013MINUTES MONTICELLO COMMUNITY CENTER (MCC) ADVISORY BOARD MEETING Tuesday, June 18, 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 1. Call meeting to order Sandra Theros called the meeting to order at 4:28 p.m. 2. Consideration of adding items to the agenda A. Suggestion Box Items. B. Summer Hours (Complaints). 3. Consideration of approving minutes of the April 16, 2013 regular meeting CLINT HERBST MOVED TO APPROVE THE REGULAR MCC ADVISORY BOARD MEETING MINUTES OF APRIL 16, 2013. MOTION SECONDED BY HEATH BIRD. MOTION CARRIED UNANIMOUSLY. 4. Update Items A. Usage Summary through May 2013. Kitty Baltos provided the usage summary to the advisory board. She explained that with the poor weather in May it may have helped to increase the usage by over 2,000+ users compared to last year in May. Kitty said they really marketed for teacher memberships and went out to the schools but there were no teacher memberships; however, there were quite a few new college memberships for the summer. B. Manager's Monthly Update. The complete Manager's Monthly Update was included in the agenda packet to the Advisory Board and Kitty Baltos discussed a few key items with the Board. MCC Advisory Board Minutes 06/18/13 MCC Rentals: Kitty explained that the end of the school year there is always a big demand for school parties and they are usually booked out for three weeks. The capacity allows for one school rental maximum per day because there are typically 150 kids+ on average. Kitty said it's very positive and fun for the groups and the school will typically book for the following year the same day. There are also five weddings booked in June, making this a busy month in the rental department with the school parties and weddings. Improvement Project Update: The project is not yet complete and Kitty said that they have held back $22,000+ in the payment in hopes to push the contractor to get the project closed out. Kitty said she emailed the contractor the punch list items and out of eight items only one of those punch list items has been completed. Kitty said it's frustrating because the contractor seems to have moved on and they're not finishing up and it's been a year on the project. One main item is the mechanical system for the heating/cooling system and Brian Weldon has to go back and forth with them on this issue. Kitty said they were told by Wold that there was a walk thru and the punch list items were all done. However, the punch list wasn't done for the roof but they finally came and walked it today. Kitty said that she will be checking back with Duralast who inspected the roof to see if they will be providing the full warranty. Kitty said it is a lesson learned they will never do a project again without a deadline written in the contract. Online Registration: Kitty said the online registration is not yet in place due to the software upgrades that are needed which require a new server, etc. Online registration should be in place by fall with the online credit card payment option as well. 5. Consideration of recommending for Council approval the caterers/liquor providers for 2014 and 2015. Kitty Baltos said they sent out proposals to 11 businesses including the five that are currently on the Preferred Caterer's List. Kitty said that Tricia Menth is continuing to try to get more local representation. They received proposals back from the five current caterers including Cornerstone Cafe (Monticello), Steven's Restaurant (Princeton), Russell's (Big Lake), Reichel's (Annandale), and Henry's (Foley). Kitty is requesting a recommendation for the City Council. DARREN PAUMEN MOVED TO APPROVE THE FIVE (5) CATERER/LIQUOR PROVIDERS FOR 2014 AND 2015 FOR THE MONTICELLO COMMUNITY CENTER. MOTION SECONDED BY SANDRA THEROS. MOTION CARRIED UNANIMOUSLY. MCC Advisory Board Minutes 06/18/13 6. Consideration of adding membership tvpes, Dual and Corporate Dual Senior and Corporate Dual membership tvpes. Kitty Baltos indicated they have had requests for other types of membership. Kitty included a table defining the membership types including the new request for Dual Membership. The dual would be defined as two (2) people in a family living at the same address. Kitty said that many facilities offer dual memberships. Kitty said she has had request from single parents of one child rather than paying the full family membership rate, as well as from couples without children. Sandra Theros said that her concern is that it could be abused a lot and would be difficult to monitor. Further discussion and concerns about this membership option actually losing money for the MCC as people may switch to the lower dual rate, for instance, a husband/wife, switching from family to dual. The consensus is to deny the option for dual membership as it is not in the best interest of the MCC at this time. 7. Consideration and discussion of budget items for 2014: A. Purchases: Kitty Baltos shared her proposed budget table for items needed and the priority level of those items. The current proposed total for the high priority budget items is $185,100. Kitty reviewed the purchase ideas for 2014, highlighting a few key issues, with one of the items being initiating a self -serve canoe station at Bertram with canoes, kayaks, paddles and life jackets. Kitty explained that it would be a card swipe program whereby the interested party would come into the MCC and pay. In return they would receive a card to swipe which would unlock the canoe or kayak and unlock the locker with their life jackets and paddles. When they are done canoeing they would then lock it back up. Kitty said this is a program being done on Sun Fish Lake in Ramsey (currently with two canoes and two kayaks) and they're doing it on the St. Croix as well. There were some concerns from the Board about ensuring the equipment is returned and in good working order. Clint Herbst brought up the idea of having the life jackets at the MCC for people to pick up and then the swipe card would be for just the canoe/kayak. Kitty said it's something to think about and would be another way to get people out on the lakes and enjoying the BCOL Park. Kitty said the MCC is working with a new company called Paddle, Peddle and Play and they are going to offer some events with them. They are partnering with Cornerstone Cafe to get box lunches so the renters could get their lunch to take with them in the canoe/kayak. This programming will be done on the Mississippi River, launching at the Front Street pier. Kitty said they have some great ideas and the MCC is excited to be partnering with them this summer. Kitty said it's warm in the fitness area and they have fans up there but there's more sunlight coming into the new windows there and heating things up. They are looking MCC Advisory Board Minutes 06/18/13 into putting blinds in the windows; however, Kitty said they may need to look at mechanical upgrades to improve the cooling capacity. It's especially hot in the later part of the day during the warmer months. A security system for childcare area may be necessary as Kitty explained that people have gotten casual and just kind of walk in and out, and even though there is a lock on the door they are able to unlock it. They need to come up with a plan to keep people from getting in and to keep children from getting out. Kitty said that they haven't made improvements in the Romp & Stomp area since it opened so they need to look at improvements or additions for that area. Kitty said they are looking at taking down the concrete pillars as they are a visual impediment to guarding the pool. The cost of removal is rather high but it's something that needs to be looked at. Kitty said that Sarah Cahill would like to purchase a bounce house for the various community events such as the Block Party, Walk -n -Roll, etc. It could be stored it in the garage when not in use. Reviewed items delayed on previous purchase requests highlighting a few key items: • Swinging doors on catering area • Climbing wall stanchions • Ice machine for catering kitchen • Locks and spacers for cabinets • Resurface spas • Desk, cabinet and wall repair • Splash Park • Replace security cameras • New grates for gutters in the pool • Can't get them clean anymore. The grates are right in the zero entry area and they look terrible. • AED Machine • Kitty Will talk with the rotary about this • Resurface Gym Floor • Kitty said this is needs to be a high priority. Sandra Theros said her opinion is the gym floor really looks terrible and needs replacing above all else. Clint Herbst suggested that we set up a meeting with the Guard about their financial assistance with this. The Advisory Board agreed that for how much the Guard uses the gymnasium and how hard they are on the floor that they should kick in. Kitty said Jeff O'Neill did send out an email to the Guard and she will follow up to see if he has heard anything back from them. • Fitness Area Flooring 4 MCC Advisory Board Minutes 06/18/13 • Kitty said that the Council had approved $80,000 for the purchase of new fitness equipment and we have about $13,000 remaining from that budget. Kitty said she would like to utilize those funds and get quotes to get the matting replaced in the fitness area on the floors. Kitty said the current flooring doesn't match, is really filthy and they are unable to get it cleaned. The new matting would be easy to clean because you can mop it so it would be more sanitary. Kitty said that she'll go out for quotes and see what the cost is before bringing back to the Board at the next meeting to see if it's something to recommend to Council for approval. • Re -carpet stairs to the fitness center • Sandra said that her other concern is to get the carpet on the stairs replaced as it looks terrible and it's really worn off. Kitty said she would suggest putting in rubber flooring on the stairs. These are easy to clean, extremely durable and very slip resistant. • Replace 8' Tables • Kitty said the 8' tables are falling apart. These are the original tables that have lasted 13 years but they are really starting to look bad and it would be nice to get those replaced. Kitty said next month she'll come back to the Advisory Board with purchases and priorities for the Board to discuss, rearrange priorities and decide which items to bring forward to the City Council for consideration for the 2014 Budget. B. Membership Pricing: Kitty Baltos said that she has been tracking the membership sales this year. Kitty said there was a council member who requested to review the membership prices halfway thru the year. So this is an item for budget consideration. Kitty distributed a table showing the membership dollars for 2013 thus far and another showing a 5% increase and a 10% increase. Kitty said no action is required at this time but she is bringing it up for review as requested. Kitty said that the MCC is up in members and each month as better and member retention has also been better. Thus far 200 new members have been added this year. The Advisory Board agreed that it is too soon to raise membership fees at this time and may cause members to cancel their memberships. Further clarification of percentages of increased membership dollars is requested and Kitty will bring back numbers to the July meeting and she said second quarter financials will be available at that time for review as well. 8. Discussion about South Side of building, possibly making some tvne of memorial. Kitty Baltos said that the south side of the building in the area landscaped with arborvitaes is looking rather shabby with the shrubs growing too large and unmanageable. She said she would like to see a memorial of some kind placed in that area. This is the area next to the wedding patio, where the block party is held and people park for the Farmer's Market; so it is a highly visible area that really needs to be spruced up. Kitty asked the Advisory Board to take a look at the area and come back to the next meeting with some ideas for a memorial or improvements. 5 MCC Advisory Board Minutes 06/18/13 2. Discussion of added items. A. Suggestion Box: Kitty Baltos shared and discussed the following suggestions: a. Equipunent room too crowded: Sandra Theros noted that in the free weight room there is not enough space and the bench is in the way of people trying to take out free weights and barbells. Kitty suggested that the Advisory Board take a walk up to the weight room after the meeting to see if there is a way to reconfigure the equipment in the room so that it is not so crowded. b. Water bottle friendly drinking fountain: Kitty said that there are dispensers that can be placed above the drinking fountain to place your bottle for refilling (similar to the water dispenser on a refrigerator). She will look into the cost of these dispensers. Summer Hours: Kitty said there have been a number of complaints about the shortened summer hours and patrons are requesting the MCC be open later during the week, as well as later on Sundays. After further discussion the Advisory Board agreed to return to the original hours and leave the pool open (the additional hour) for adult lap pool swim only. Hours will include Mon- Thurs returning to a 10 p.m. close time and Fri -Sun closing at 8 p.m. The adult lap swim, gym and fitness areas will remain open during this time. The return to extended hours will begin on July l st and Kitty said that she will advertise on the bulletin board and through the MCC email list. 9. Adiourn meetinfy The meeting was adjourned at 5:45 p.m. Recorder: Administrative Assistant Date Approved: Attest: Kitty Baltos, MCC Director