04/12/2005 - Operations Committeeim
COMMUNITY CENTER COMMITTEE MEETING NOTES
TUESDAY, APRIL 12, 2005
A City Council Community Center Committee meeting was held on Tuesday, April 12,
2005 at 4:00 p.m. in the office of the City Administrator for the purpose of reviewing
Community Center Policies that have either been questioned by the public or by the City Council
or staff. Those present at the meeting were committee members Mayor Geagan and
Councilmember Carlson and members of the staff included Sandy Breuer, Cherryl Mesko and
Tom Hedges.
REVIEW COMMUNITY CENTER POLICIES
There were seven (7) policies identified by the committee that require review and City
Council policy direction. Those policies consist of the following: no outside food or beverage,
member gym use, certain Blast policies, Oasis Teen Center general policies, Lone Oak Room
Senior Center general policies, general fees and Oaks Banquet reservations.
No Outside Food or Bevera-o
It was determined that a change in policy allowing an individual to bring a single
beverage into the Community Center will be acceptable. It was also determined that City staff
can provide food for City sponsored programs. There was also discussion about the catering
alternatives; however, there were no recommended changes to existing policy. Changes to
catering options will be discussed in conjunction with the catering/beverage RFP process in late
2005/early 2006. It was determined by the committee that the concessions stand will no longer
offer cups of water as a courtesy which has become an expense and is somewhat labor intensive.
There was no action to expand the hours of the concession stand.
Member G� in Use
There was discussion about reducing the available time for fitness member use to the
gymnasium due to the request by recreational staff, EAA and other outside renters. There was a
general discussion that groups such as EAA basketball are very valued. There was a
representation to the community, as a part of the bond referendum and opening of the
Community Center, that there would be ample time for members and open gym. It was
determined that since a survey is underway to determine the actual use of the member gym by
the current membership, there would be no action on the member gym use public policy question
until the survey is complete.
Blast Policies
There was some discussion about the age limitations/restrictions for admission to the
Blast. It was determined that children under the age of 16 should pay the admission, while
children 16 and over are treated as adults and get in free. There was also discussion as to
whether the age for charging a fee for use of the Blast should be raised from age 1 to age 2 and,
after some discussion by the Committee members, it was agreed that children over the age of 18
months will be required to pay a fee.
Oasis Teen Center General Policies
There was some discussion about removing the coin operated games; however,
committee members felt strongly that the arcade portion of the Teen Center should be contracted
out since those fees do generate some income for the Community Center facility. There was also
a suggestion by the committee that rental packages should include tokens for the coin operated
machines.
There was also an update on the status of a partnership the teens have with Dunn Bros.
Coffee to provide a hot beverage operation at the Community Center other than the coin operated
coffee currently in place.
Lone Oak Room Senior Center General Policies
There was a general update by staff about general policies relating to the Lone Oak Room
Senior Center. It was noted by staff that there is some discussion by seniors that in the future,
there may be a request to expand potluck opportunities, consideration for a computer lab and a
request that the entire Lone Oak Room be dedicated exclusively as a senior center. Committee
members stated that the Community Center should not try to compete with existing lab/computer
training that currently exists through school districts, community ed programs and other outside
vendors. There was also a recommitment at this time that the north half of the Lone Oak Room
will continue to be rented for aerobics, weddings and other functions when the seniors are not
using the room.
General Fees
There was some discussion about providing a level of flexibility to the Rental
Coordinator and ECC Manager to negotiate rates for less desired times in order to keep meeting
and gym space rented at the Community Center. There was a suggestion by the committee that
to avoid any arbitrariness on the part of staff in determining fees, that there be a prime time and
non -prime time rate structure developed.
Oaks Banquet Reservations
There was discussion about the demand on the Oaks Banquet Room for wedding
arrangements that are now exceeding more than 24 months. The concern has to do with how far
out the Council is comfortable with scheduling reservations and tying up the Oaks Banquet
Room and, further, that it is hard to determine what the fee structure might be beyond the year
2006. There was consensus by the committee that renting the Oaks Banquet for special
occasions such as weddings to residents for more than 24 months in advance is acceptable,
however, it should be with the condition that they will be charged the rate in effect at that time.
OTHER BUSINESS
There was no further business.
ADJOURNMENT
The meeting was adjourned at approximately 5:15 p.m.