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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