01/20/2004 - Operations Committeew
TO:
FROM:
DATE:
SUBJECT:
MEMO
City of Eagan
COMMUNITY CENTER OPERATIONS COMMITTEE
CITY ADMINISTRATOR HEDGES
JANUARY 16, 2004
JANUARY 20 OPERATIONS COMMITTEE MEETING
Enclosed is the agenda for the January 20, 2004 Operations Committee Meeting. Both the
agenda and the following background information are being distributed ahead of time in
order that the committee will have the opportunity to review the FF&E information and
public policy issues to be addressed at the meeting.
1005 Community Center Rates
Enclosed on pages Z through 31 is a memo from Director of Parks and Recreation
Vraa regarding proposed rate increases for the Community Banquet Rooms and Meeting
Rooms. The Committee is asked to discuss the proposed 2005 rate structure in order to
provide a recommendation to the City Council.
Remaining FF&E Fundin Committee Dollars
As the Committee will recall, there was discussion at the Finance Committee meeting on
January 6, 2004 regarding the FF&E for the Community Center, and particularly which
dollars have been committed. Enclosed on page � is the spreadsheet summarizing the
Community Center FF&E, which was previously distributed to the Finance Committee at
the January 6, 2003 meeting. Also enclosed, on page 9�, is the FF&E spreadsheet that
has been slightly revised since itwas reviously distributed, per the request of the
committee. Lastly, enclosed on page is a spreadsheet that breaks down the proposed
purchases that account for the "committed funding" in the FF&E. The items listed in the
spreadsheet are broken down into three categories: purchased items, items planned to be
purchased, and proposed near term needs. The spreadsheets will be further explained in a
presentation, which may assist in clarifying the data presented in the three spreadsheets.
Long-term FF&E Needs and Consolidation of FF&E Line Items
Per the direction of the committee, time has been set aside for the committee to discuss
the long term needs of the Community Center FF&E and whether the committee desires
to consolidate any of the FF&E line items to address future needs.
January 20, 2004 Operations Committee Meeting
Page 2
Common Area Proposals (Dinlrams. Plantings, etc.)
Parks and Recreation Director Vraa will have drawings and planting proposals from
various companies to present to the Operations Committee at the January 20 meeting.
Director Vraa will also be able to provide the committee with an update regarding the use
of terracotta hanging planters at the Community Center. Further discussions regarding
interior improvements would be in order.
Central Park Sliding Hill / Enterprise Operation
At a special goals workshop of the City Council held on November 13, 2001, the City
Council accepted a recommendation from the Central Park Site Subcommittee to create
an Enterprise Fund to account for capital and operational expenses of a sliding hill at
Central Park. Due to a number of factors the sliding hill has not been placed into
operation, and financing for the construction that has taken place is included with the
Community Center/Central Park expenditures. There are no revenues related to the
operation of a sliding hill and no other revenue source identified to pay for the
construction. As the audit of the 12-31-2003 financial statements is about to commence,
the question has arisen about the propriety of carrying this type of enterprise operation on
the City's books. Given the circumstances, staff is suggesting that the City Council
authorize the closing of the Sliding Hill Enterprise Fund, authorize related expenditures
to be included with other Central Park improvements and acknowledge that, if and when
the hill is opened, it be operated similarly to the hill at Trapp Farm Park as a General
Fund Park program.
Lions Club Dedication Plar ue
Per the direction of the committee at the December 16 Operations Committee meeting,
staff is preparing to install the dedication plaque provided by the Lion's Club at the
Lexington/Diffley Athletic Complex. Director of Parks and Recreation Vraa has been
provided alternatives for mounting the dedication plaque, which will be presented to the
committee at the January 20 meeting.
If the committee has any questions regarding any of the proposed agenda items, please
feel free to contact me.
/s/ Thomas L. HedL-es
City Administrator
OPERATIONS COMMITTEE MEETING
JANUARY 20, 2004
CONFERENCE ROOMS 2 A&B
5:00 P.M.
AGENDA
1.) 2005 Community Center Rates
2.) Remaining FF&E Funding (Committed Dollars)
3.) Long-term FF&E Needs and Consolidation of FF&E Line Items
4.) Common Area Proposals (Diagrams, Plantings, etc.)
5.) Central Park Sliding Hill / Enterprise Operation
6.) Lion's Club Dedication Plaque
7.)Other Business
city of � an
.�
TO: TOM HEDGES, CITY ADMINISTRATOR
FROM: KEN VRA.A, DIRECTOR OF PARKS AND RECREATION
DATE: DECEMBER 29, 2003
SUBJECT: 2005 RATES - EAGAN COMMUNITY CENTER
MEMO
Although 2004 has not yet begun, the planning for banquet room usage for 2005 is rapidly increasing.
Existing rates will be valid through 2004, however, given the level of interest in 2005 usage, staff thought
it would be appropriate to look at rate increases that would be effective for 2005. To that end, several
similar public and private facilities were surveyed to determine if the ECC rates were within the range of
what other communities are charging. Although the 2003/2004 rates are comparable to some of the
communities, we found that we are lower than many at their 2003 rates. Because the interest is very
strong already for 2005, the increased fee will maximize revenue and maintain competitive rates.
In the comparison provided, please note that although a fee may appear to be less at first glance, the
hours available for a rental are considerably less than what we offer. If the rates are calculated based on
the same hours offered by ECC, they would exceed our pricing structure. Some also require a minimum
catering amount. .
Proposed 2005 Fees
Bano uet Room:
Sundae — Thursday-: North, South or Central Oaks The Oaks
(capacity 110) (Capacity 350)
8 a.m. — 11 P.M. $450 $ 800
8 a.m. — Noon 175 325
1 p.m. — 5 p.m. 175 325
6 p.m. — 11 p.m. 175 325
Friday:
8 a.m. — 12:30 a.m. n/a $ 800
Saturday -
8 a.m. — 12:30 a.m. n/a $1100
Meeting Rooms:
1 meeting
3 meeting
3 meeting/max
Teen/Lone Oak
room
rooms
(max/8 hr dav)
Performance Boardroom
Resident $12.00
$30.00
$120.00
$45.00 $16.00
Non-resident 15.00
40.00
150.00
55.00 20.00
28.00*
Reduced Rates with 8 hour rental of banquet room
$10.00 $25.00 $ 90.00 $30.00 (Lone Oak only)
15.00*
*half of Lone Oak Room
The proposed meeting room rates for 2005 have been increased minimally to allow for inflation. When
the demand for daytime reservations increase, a rate change should be considered.
11
9 -Jan -04
Community Center Furniture, Fixtures and Equipment (FF&E) Analysis
1
2
3
4
5
(1+2)
(4-3)
Total
FF&E Sub Area
Additional
Spent and
Original
Spent
Committed
Committed
Estimate
Savings
Play Structure
165,458
-
165,458
150,000
(15,458)
Fitness Equipment
207,369
5,000
212,369
275,000
62,631
Banquet Room
106,300
7,500
113,800
160,000
46,200
Office Equipment/Furniture
43,705
2,000
45,705
50,000
4,295
Membership Software
7,464
2,000
9,464
25,000
15,536
Teen Center, Sr. Center &
Commons Space
34,269
6,000
40,269
60,000
19,731
Child Care
2,472
2,000
4,472
10,000
5,528
Maintenance Equipment
46,323
6,000
52,323
25,000
(27,323)
Catering Kitchen & Snack Bar
1,613
5,000
6,613
75,000
68,387
Low Voltage / Network
26,631
-
26,631
57,500
30,869
Telephone -City Upgrade
57,394
3,000
60,394
60,000
(394)
Security/Sound
63,290
3,000
66,290
65,000
(1,290)
Signage
33,983
-
33,983
35,000
1,017
Miscellaneous
16,346
-
16,346
15,000
(1,346)
812,617
41,500
854,117
1,062,500
208,383
5 -Jan -04
Committed Funds
11,070,000
Energy Rebates
52,080
ECVB/CC
270,000
ECVB-Direct Billing
9,659
Cable Franchise Fee
96,204
11,497,943
Budget
Fees, Services and Charges
1,217,700
SACMAC
40,000
1;257,700
FFE
Spent and
Original
Committed
Budget
Savings
Play Structure
165,458
150,000
(15,458)
Fitness Equipment
212,369
275,000
62,631
Banquet Room
113,800
160,000
46,200
Office Equipment/Furniture
45,705
50,000
4,295
Membership software
9,464
25,000
15,536
Teen Center, Sr. Center &
-
Commons space
40,269
60,000
19,731
Child care
4,472
10,000
5,528
Maintenance Equipment
52,323
25,000
(27,323)
Catering Kitchen & Snack Bar
6,613
75,000
68,387
Low Voltage / Network
26,631
57,500
30,869
Telephone -City upgrade
60,394
60,000
(394)
Security/Sound
66,290
65,000
(1,290)
Signage
33,983
35,000
1,017
Miscellaneous
16,346
15,000
(1,346)
854,117
1,062,500
208,383
Contracts and Change orders
7,957,222
General Conditions
922,576
8,879,798
Pending PCO's (EST)
10000
Capitalization Staff and Costs
164324
Cabling
96204
270528
Grand Total
11,470,526
*Estimate of net additional cost for unprocessed change orders.
27,417
Ei
Additional
Purchased P Planned Near term
Committed
need
41,500
Lift
5,141
5,000
Snowblower
661
7,500
Power washer
543
2,000 _
Compressor
203
2,000
Salt spreader
150
6,000
Tools
614
2,000
Materials for storage shelves
1500
6,000
(built by staf
Bench in lobby
1500
5,000
___
Tint glass/door in track
650
3,000
3,000
Fitness equipment
1183
Personal training program
2000
Laptop computer for presentations
2000
Presentation projector
3000
Panels for office space
1000
Supplies for membership
750
(cardstribbons/cleaning equip)_
Misc. outlets in building
800
Menu Board
2000
Sound system —performance room
3245
Additional phone jacks/connections
560
Rack for chairs in gym
450
Digital camera & accessories
750
Blinds on windows of track
6000
AED 1500
Wali fans/lights 230
Light bulbs 400
OutdooLcanopy(wcddings at gazebo) 6,000
Storage in receiving area 2000
Snow sweeper 250
Stainless steel table with lockable storage 1800
Directional signage at stairs 750
Seasonal decorations 1,000
Patio benches/f u-niture 10,000
Motorized blinds for banquet room 10,000
Indoor landscaping 10,000
19,080 22,55a
41,630 f 37,000