06/03/2002 - Operations CommitteeMeeting of the Operations Committee
June 3, 2002
Present at the meeting were Council Members Peggy Carlson and Paul Bakken., City
Eagan Administrator Tom Hedges, Director of Administrative Services Gene
VanOverbeke , Director of Park and Recreation Ken Vraa .
Director Vraa distributed a memo dated May 31 which outline a number of issue for
consideration at the meeting and would be the agenda.
Item One. Consideration of the hiring of a community center General Manager was
reviewed. Hedges spoke to the need to begin for the planning of the Centers operation
and this would follow the example for the Civic Arena and Cascade Bay. This item will
appear on the June 4 council agenda for formal approval.
Item Two. It was expected that responses to the RFP would be available to review.
Despite an extension of the deadline to allow for more time to prepare a response, none
other then an internally generated response by the recreation division, was received.
Director Vraa noted that he believed that there was greater opportunity for the city to
jointly market this facility with Cascade Bay. Council Member Bakken stated that in
absence of anything to review, it seemed that the matter is resolved and we need to move
on. It was agreed that the City would now operate the fitness component.
Item Three. Discussion on the financing for the senior programming and teen
programming; should it remain in the Recreation budget or be transferred to the
Community Center as a program expense? Discussion followed. It was noted that special
programs offered to the seniors or the teens may be done on a fee basics and that a
portion of the fee may include a cost for use of the space as a "rental charge" Director
Vraa noted that currently about 25% to 401/o of the programmers time goes to seniors, but
that percentage will likely grow given the experience of other community. That staff has
tried to cultivate the culture that volunteers will be needed ant that there will be fees for
many programmed activities, as there is now a fee. The direction was to have the
programming stay within the recreation department budget.
Item Four. Center Programming. Discussion about the generation of programming at the
Center and existing recreation staff utilizing the facility as an extension of programs.
Question as to the responsibility to develop center programs to fill down times. Direction
was that this would be the responsibility of the Center Manager and staff.
Item Five: Room Usage Policy. Director Vraa explained that staff has received numerous
calls from non-profit organizations regarding their desire to use the banquet room(s) and
meeting rooms for their organization and want to book out a year in advance. The issue is
does the new community Center follow current policies covering the community room in
city hall or follow new policy guidelines. Bakken noted that there should be a fee
attached if the facility is to be revenue neutral. Carlson questioned if groups shouldn't get
/d
use since they are paying for the center when they voted for it. Discussion about the
number of groups who would want to use the facility and that it would take time that
might be desired b
� Y paying groups reducing revenue. Carlson suggested that perhaps it
would be boards of organizations and not each group within the organization that would
have free access. After discussion, staff was asked to do a survey as to how other
communities were handling this issue. Several communities were identified. It was
decided to leave out Rosemount and Inver Grove Heights because they have an Army
National Guard attached and that may change the structure by which they operate.
Item Six. Banquet Manager. Director Vraa related the amount of time required for
servicing individuals interested in the banquet room and the need to have an early hire of
this individual. Carlson questioned how much time was necessary and that .all the city
should have to do is book the room as long as we have a cater. Vma explained some of
the "hand holding that also is required. Business use was also discussed and that some
groups expect and want you to handle all the arrangement and are happy to pay for that
service. Bakken agreed that groups will pay for that and that the time commitment is
likely to a more than one would realize.
Item Seven. The hiring of a head maintenance individual was also identified as an early
hire. There was little discussion but recognition that this would be necessary and that a
staff person should be hired during the fourth quarter of the year to begin to track on the
operational equipment.
Item Eight. ECVB space and Chamber. Carlson said that the ECVB wants all of the space
and we should meet with them to determine this issue.
Item Nine. Senior/Teen rental. Vraa noted that the Council had determined in January
that this space could be rented but at the senior meeting in May there was a different
direction given to not rent. Carlson and Bakken both endorsed the idea that the space
should be rented when it did not conflict with program use by either the seniors or the
teens.
Item Ten. Pavilion and Bandshell Administration. Vraa noted that his item did not need
to be determined at this meeting but some thought needs to be explore in regards to the
programming and use of the bandshell and other components of the park For servicing of
the public, it would be better to continue to schedule the pavilion through the department
along with other facilities. Carlson suggested that the Bandshell could be administered
through the Banquet manager or other manager at the Center,
Meeting of the Operations Committee
June 3, 2002
Present at the meeting were Council Members Peggy Carlson and Paul Bakken., City c
Eagan Administrator Tom Hedges, Director of Administrative Services Gene
VanOverbeke , Director of Park and Recreation Ken Vraa
Director Vraa distributed a memo dated May 31 which outline a number of issue for
consideration at the meeting and would be the agenda.
Item One. Consideration of the hiring of a community center General Manager was
reviewed. Hedges spoke to the need to begin for the planning of the Centers operation
and this would follow the example for the Civic Arena and Cascade Bay. This item will
appear on the June 4 council agenda for formal approval.
Item Two. It was expected that responses to the RFP would be available to review.
Despite an extension of the deadline to allow for more time to prepare a response, none
other then an internally generated response by the recreation division, was received.
Director Vraa noted that he believed that there was greater opportunity for the city to
jointly market this facility with Cascade Bay. Council Member Bakken stated that in
absence of anything to review, it seemed that the matter is resolved and we need to move
on. It was agreed that the City would now operate the fitness component.
Item Three. Discussion on the financing for the senior programming and teen
programming; should it remain in the Recreation budget or be transferred to the
Community Center as a program expense? Discussion followed. It was noted that special
programs offered to the seniors or the teens may be done on a fee basics and that a
portion of the fee may include a cost for use of the space as a "rental charge" Director
Vraa noted that currently about 25% to 40% of the programmers time goes to seniors, but
that percentage will likely grow given the experience of other community. That staff has
tried to cultivate the culture that volunteers will be needed ant that there will be fees for
many programmed activities, as there is now a fee. The direction was to have the
programming stay within the recreation department budget.
Item Four. Center Programming. Discussion about the generation of programming at the
Center and existing recreation staff utilizing the facility as an extension of programs.
Question as to the responsibility to develop center programs to fill down times. Direction
was that this would be the responsibility of the Center Manager and staff.
Item Five: Room Usage Policy. Director Vraa explained that staff has received numerous
calls from non-profit organizations regarding their desire to use the banquet room(s) and
meeting rooms for their organization and want to book out a year in advance. The issue is
does the new community Center follow current policies covering the community room in
city hall or follow new policy guidelines. Bakken noted that there should be a fee
attached if the facility is to be revenue neutral. Carlson questioned if groups shouldn't get
/10
. , use since they are paying for the center when they voted for it. Discussion about the
`number of groups who would want to use the facility and that it would take time that
might be desired by paying groups reducing revenue. Carlson suggested that perhaps it
would be boards of organizations and not each group within the organization that would
have free access. After discussion, staff was asked to do a survey as to how other
communities were handling this issue. Several communities were identified. It was
decided to leave out Rosemount and Inver Grove Heights because they have an Army
National Guard attached and that may change the structure by which they operate.
Item Six. Banquet Manager. Director Vraa related the amount of time required for
servicing individuals interested in the banquet room and the need to have an early hire of
this individual. Carlson questioned how much time was necessary and that all the city
should have to do is book the room as long as we have a cater. Vraa explained some of
the "hand holding that also is required. Business use was also discussed and that some
groups expect and want you to handle all the arrangement and are happy to pay for that
service. Bakken agreed that groups will pay for that and that the time commitment is
likely to a more than one would realize.
Item Seven. The hiring of a head maintenance individual was also identified as an early
hire. There was little discussion but recognition that this would be necessary and that a
staff person should be hired during the fourth quarter of the year to begin to track on the
operational equipment.
Item Eight. ECVB space and Chamber. Carlson said that the ECVB wants all of the space
and we should meet with them to determine this issue.
Item Nine. Senior/Teen rental. Vraa noted that the Council had determined in January
that this space could be rented but at the senior meeting in May there was a different
direction given to not rent. Carlson and Bakken both endorsed the idea that the space
should be rented when it did not conflict with program use by either the seniors or the
teens.
Item Ten. Pavilion and Bandshell Administration. Vraa noted that his item did not need
to be determined at this meeting but some thought needs to be explore in regards to the
programming and use of the bandshell and other components of the park For servicing of
the public, it would be better to continue to schedule the pavilion through the department
along with other facilities . Carlson suggested that the Bandshell could be administered
through the Banquet manager or other manager at the Center.
