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01/22/2003 - Operations CommitteeIN IQ OPERATIONS COMMITTEE AGENDA JANUARY 22 Community Center Budget a. Construction budget b. Operating budget Review Construction items, i.e. Women's Locker Room, Fireplace, etc. �Vlarketing a. Revised Community Center logo b. Review promotional marketing items ,*4evisit Baifquet Room Rental Fees • Eagan Foundation Request 5. Policies (all remaining listed) • Gym • Teen Center • Volunteer Services/Senior Programming • Outside Food Policy • Right to Refuse Services/Security • Fitness Area • Locker Rooms • Room Decorations/Meeting Presentations • Festival Grounds 6. Next Agenda & Meeting Date city of eagan TO: Ken Vraa — Director of Parks and Recreation Sandy Breuer — Community Center Manager FROM: Jeff Asfahl — Superintendent of Recreation DATE: January 21, 2003 SUBJECT: Programming Information for Community Center 6, , According to your direction on January 15, 2003, the following is a summary of program concepts and revenue potential that considers utilization of the following locations and dates within the Community Center. These program offerings could make publication in the next brochure that is scheduled to be delivered during the week of February 17. Additional program potential exists for publication in the summer / fall Discover brochure which is scheduled for delivery in early May. Q iniiasium: (Start date August 103 )> Rental for Timberwolves / Lynx Camp $1450.00 ➢ Miscellaneous athletic camps / clinics: Maximum rental revenue $3900.00 Maximum potential of additional revenue if fills to capacity: $25,700 ➢ Open basketball / volleyball: Maximum rental revenue of $750.00. Maximum potential of additional revenue if fills to capacity. $750.00 Meeting rooms (adjacent to: the indoor playground) (Start Date — June- ➢ Preschool aged programs over the weeks June 16 — Aug. 28. Maximum rental revenue $2100.00. Playspace fee $448.00. Maximum potential of additional revenue if program fills to capacity $8200.00 ➢ Camps utilizing the meeting rooms. Maximum rental revenue $5800.00. Maximum potential of additional revenue if fills to capacity $ 15,600.00 Banquet room: Senior Dance: Rental revenue: $200.00. Summary ➢ Total Rental Revenue: $14,648.00 (Requires the program to fill a minimum number of registrants) ➢ Total additional revenue potential if all programs fill to capacity: $50,250.00. However, all programs may not fill to capacity. It may be fair to presume a percentage that will exceed their minimum number of registrants. Community Center Policy "Ingredients" OPERATIONS COMMITTEE POLICY RECOMMENDATIONS The following policies were discussed in past Operations Committee meetings and are currently being drafted. Upon completion, the policies will be presented in their:entirety to the Operations Committee prior to being formally reviewed by the City Attorney and City Council. Bandshell The following direction was given to staff regarding changes to be made to the Bandshell Policy: • Staff was directed to add a clause to the policy that the City has the right to stop any shows that are deemed inappropriate and the City retains the right to hold the damage deposit. • Staff was directed to contact the City Attorney for a recommendation regarding the number of days in advance a permit must be received to reserve the bandshell in order to ensure the appeals process. • Staff was directed to add a $50 cancellation fee for local community sponsored fees • The committee gave direction that the Rental Coordinator has discretion to refund fees and deposits in the case of an emergency (e.g. wedding cancellation, death, etc.) provided that the room could be re -booked. Common Areas The following direction was given to staff. • All children under age 10 are required to have adult supervision • No organized meetings/parties • No red beverages allowed in the building. • No coolers, outside food/beverage, or glass shall be allowed in the Community Center unless organized through Community Center staff. • Zero Tolerance Policy: If a person breaks a rule, the Community Center staff has the right to ask the person to leave the building. Outside Food/Beverage Policy The following direction was given to staff: • No coolers, outside food/beverage, or glass shall be allowed in the Community Center unless organized through Community Center staff. • Staff recommended that only water be allowed in the fitness center, as sports drinks are very sticky and therefore require additional maintenance. Smoking The following direction was given to staff: • No smoking will be allowed inside the Community Center. • It is recommended that smoking on the patio be allowed (outdoors). Display Cases The following direction was given to staff. • Any requests for the use of the display cases must go through Community Center staff. • The display cases should be changed every 3 months to ensure that they do not become stagnant. Lost and Found The following direction was given to staff: • All items turned in will be date tagged. • Every 14 days, items that have not been picked up will be donated (staff has discretion to retain items for longer that 14 days if appropriate) Earle Closure The following direction was given to staff: Staff shall have discretion to close the facility in case of a building emergency or inclement weather. Customer Grievance The following direction was given to staff: • The committee recommends that any citizen issue/concern brought to a City Councilmember regarding the Community Center first be directed to staff so that staff can work with the citizen to resolve the concern. • The committee also discussed using the Shoreview model in the future (not from the onset), which is that the Mayor would hold a weekly meeting to be available to citizens that have concerns regarding the community center (Shoreview found that the majority of citizen concerns they received were in regard to the Community Center) Community Center Policy "Ingredients" January 22, 2003 Page 2 Maintenance DaN�s The following Committee/staff discussion took place: • Community Center Manager Breuer informed the committee that the best time for maintenance days from an operational standpoint is late August/early September. Lone Oak Room The following direction was given to staff: • It is recommended by the committee that seniors get booking priority for the Lone Oak Room during the hours of 8 a.m.-4:30 p.m., Monday -Friday, • If there are no senior or City of Eagan bookings in the Lone Oak Room, the room will be available to be rented. • One half of the senior room will always be available strictly for the seniors. • Given the number of meeting rooms in the Community Center, the Lone Oak Room shall be the last room to be rented (last resort). • It is recommended that no personal storage be allowed in the Senior Center. • All building and room keys are to be under the possession of Community Center staff only. Minimum Aye without Supervision The following direction was given to staff: • All children underage 10 are required to have adult supervision Ban uet Rental Rules and Regulations Attached are the Banquet Rental Rules and Regulations that were approved by the City Council and are currently printed on the Application and Rental Agreement that must be completed by any person using the banquet facilities. POLICIES TO BE FURTHER DISCUSSED BY THE OPERATIONS COMMITTEE The following policies have been informally discussed via conversation and e-mail, but have not received formal attention by the Operations Committee. Below is a list of potential "ingredients" that should be considered when considering the policies. As you will see, a few of the policies are in draft form for the Committee's review, which have been attached for discussion purposes. Gym Attached is a draft Gym Policy for the Committee's review. Community Center Policy "Ingredients" January 22, 2003 Page 3 Teen Center Staff is awaiting further direction on the programming/components to be included in the teen center before a usage policy is drafted. Volunteer Services/Senior Programming Informal recommendations from Councilmember Carlson: • All senior programming/events/services, volunteer or city staffed, offered at the community center, will be authorized and/or coordinated through city staff. Zero Tolerance Polio► Attached is a draft Zero Tolerance Policy to be applicable to all areas of the Community Center. Fitness Area Informal Committee Discussion: • Any person between the ages of 15-18 must go through an orientation session prior to using any of the fitness equipment • Minimum age to use the fitness Center and track is 15 Other potential policy ingredients: • no fitness drinks (water only) • use of equipment (outside equipment allowed (i.e. steps, balls, etc.?) Locker Rooms There has not been discussion on a formal policy for the use of the Community Center locker rooms; however staff is prepared to draft a policy for the Operations Committee review. Potential policy ingredients: • The Community Center is not responsible for lost or stolen items. • Please keep clothing and valuables locked in lockers. • No running • No wet towels on floor • Do not leave items overnight in lockers Community Center Policy "Ingredients" January 22, 2003 Page 4 Meeting Room: Decorations/Meetinj! Presentations The following paraphrased guidelines are taken from the Banquet Room Rental Rules and Regulations, which could also be applicable to a policy regarding the use of meeting rooms. • The Renter/User shall leave the room(s) and/or area(s) used in a clean, orderly fashion, including replacing items that were removed. • The Renter/User assumes full responsibility for any damage caused or unlawful act committed in connection with the Renter's/User's use of the ECC. • Sound levels for audio equipment are required to be controlled and maintained at a level set by Community Center management. • The Community Center is not responsible for items left on site. Other suggested ingredients: No tape or adhesives on the walls or furnishing Requirements re: the use of equipment (i.e. overhead, lap top, flip charts, etc.) Reiterate outside food policy Festival Grounds The following questions were raised informally; however, a formal policy regarding the festival grounds and parking has not been addressed. • Who has parking priority? • Are problems perceived for parking, and if so should a parking policy be put in place? Other ingredients to consider: • Event conduct (i.e. no alcohol on site unless in pre -designated location, e.g. Lions Beer Garden) • Set up and clean up • Use of electricity and water • Fire code requirements Community Center Policy "Ingredients" January 22, 2003 Page 5