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02/05/2003 - Operations Committee-rL�{ OPERATIONS COMMITTEE FEBRUARY 5, 2003 CONFERENCE ROOM 2A AGENDA V1. Community Center Budget ozz-' a. Operating budget --- - _ . S , b. Resident and corporate fees-- p Opening l ates a. Grand Opening b. Soft Openings Koh 3 c. Building Component Openings d. Bandshell e. ECVB Opening ,..�FF&E ~ T — a. vDanquet Room table and chairs ,�L� Z- l b. -Meeting Room chairs - - - - -- _ Co m c..vhitness equipment' V14". Community Center Policies -lit 71 r?koo Review Construction Items, i.e. Fireplace, Women's Locker Room n, 't oa ,'O Seniors Z�koo;= kA L% a. Questions/Concerns from the 1/2 /03 Community Center tour b. Senior Center stove. U.) . L -o V Positions � e �� 1 $�p3 ver Rental Coordinator —`—` Landscape Position IF _ �a:Aztz Coca Cola b a. Scoreboard b. Co tract 9. Child Care 1%10. Bandshell Naming °t'C Next Meeting: February 12 Z\)Sj n IEDn SAM—AT THE COMMUNITY CENTER Items to Discuss: V Shy (6(Vjfhl*ee • Directional Signage ��� l�a��� �� l � Sch e` doling—Priority Usage 06 C.o-w.w`�---- TO: FROM: DATE: SUBJECT: MEMO City of Eagan HONORABLE MAYOR AND CITY COUNCIL CITY ADMINISTRATOR HEDGES FEBRUARY 7, 2003 FEBRUARY 5 OPERATIONS COMMITTEE NOTES Enclosed without page number are the meeting notes form the February 5, 2003 Community Center Operations Committee meeting. s:/Thomas L. Hedges City Administrator 2-05-03 Operations Committee Present: Mayor Geagan, Councilmember Carlson, City Administrator Hedges, Assistant to the City Administrator Lord, Parks and Recreation Director Vraa, Communications Director Garrison, Director of Administrative Services Van Overbeke, Community Center Manager Breuer, and Parks and Recreation Office Supervisor Mesko. Items approved at the February 4 City Council Meeting The operations committee's recommendations regarding "The Blast" (Indoor Playground) The committee's recommendation that the color of the aerobics room paint remain as is (green) and not be changed to a more neutral color as originally directed by the Committee on December 13, 2002, and as stated to the City Council at their December 23 Special City Council meeting. For approval at the February 18 Cit) Council Meeting • Banquet Room Fee: The Operations Committee recommendation to raise the Banquet Room Rental fee on Saturdays from $700 to $800, which would go into effect for new booking in 2004. (CONSENT) • Fitness Equipment: Authorize staff to remove the freeze on Community Center expenditures (per the direction at the 12/23/02 City Council meeting) and direct staff to proceed in purchasing fitness equipment. (CONSENT) • Community Center Policies: Upon review by the Operations Committee at their February 12 meeting (the policies will be included in the Operations Committee packet on Friday, 2/14), the Community Center policies will be scheduled for approval on the 18th. (CONSENT) • Women's Locker Room: Upon review by Councilmember Carlson and Parks and Recreation Director Vraa on February 5, the recommended change order for the Women's Locker Room modifications will be brought to the Council on the 18th. (CONSENT) • Rental Coordinator: Authorize staff to remove the Community Center hiring freeze (per the direction at the 12/23/02 City Council meeting) and authorize the hiring of the Rental Coordinator position. (COMMUNITY CENTER UPDATE) • The Committee's recommendations for the following building component opening dates (discuss revisions on the 12th, including the opening date for the Child Care facility): (CONSENT) o April 14—ECVB Opening Date o May 2—The Blast and Meeting Rooms open o May 10—first wedding reception in Banquet Room o May 11—Senior Center opens o August 9—Fitness Center open o August 11—Gym opens and is scheduled for programming o September 5—Teen Center opens o September 8—Fitness Classes begin • Banquet Room Tables and Chairs: The committee directed staff to proceed in doing research on pricing and if the State contract contains the lowest prices, staff is directed to bring pricing, fabric, and design samples directly to the Council as a whole for their consideration. (COMMUNITY CENTER UPDATE) Community Center Operations Committee 2/5/03 Page 2 Operating Budtet Discussion Points • Director of Administrative Services VanOverbeke presented Community Center revenue and expenditure projections for 2003 and 2004. • The committee discussed the projections and noted that the estimates are based on assumptions, and therefore, the document being prepared is an operational plan, more than it is a budget per se. • The committee emphasized that the City do all it can to maximize revenues and minimize expenditures, while recognizing that if expenditures are minimized too much, the revenues can be negatively affected and therefore a balance is needed. • The committee discussed funding options to make up for the 2003 start up costs at the Community Center. • There was committee recommended that the general fund balance be used to offset start up costs. Direction to Staff • The committee directed staff to bring back further information to the committee about the specific fund balance allocation that would be necessary to offset Community Center start up costs in 2003. Resident and Corporate Fees Discussion Points • The committee discussed the need for a resident and non-resident fee at the Community Center, noting that Eagan residents and businesses have been taxed via the referendum and should therefore receive a discounted rate. • The committee noted that "Residents" should be defined as those that live or work in Eagan. • The committee discussed spouses of corporate employees and whether they would receive a resident rate. • The committee discussed the similarity between the Community Center and Cascade Bay, and that residents receive discounted season passes. • There was consensus not to differentiate resident v. non-resident for banquet room rentals. Direction to Staff Banquet Room Fee: The Operations Committee recommendation to raise the Banquet Room Rental fee on Saturdays from $700 to $800, which would go into effect for new bookings in 2004. (recommendation to the February 18 Council meeting) The committee directed staff to bring back options to the next meeting regarding Fitness Center fees (include resident and non-resident fees). Community Center Operations Committee 2/5/03 Page 3 Oueninp, Dates Grand Opening • The committee discussed the purpose, logistics, and audience of the grand opening. • The committee reviewed the available dates for the banquet room in the fall, and selected September 27 as the grand opening date (the only Saturday that the banquet room is not reserved this fall) Soft Openings • Staff presented two dates for soft openings: April 30 for a Rotary luncheon, and May 3 for an evening, dinner reception. • Councilmember Carlson agreed to plan a soft opening event on May 3, in which approximately 125-150 people would be in attendance. • The committee agreed that the May 3 event will be a fundraiser and sneak preview for the community center. • Carlson noted that she would contact the caterer and liquor provider to begin preparing for the event. Buildin: Components • Per Committee discussion, the following building component opening dates are recommended for approval at the February 18 City Council meeting (Revisions and a opening date for the Child Care facility will need to be discussed on the 12th): o April 14—ECVB Opening Date o May 2—The Blast and Meeting Rooms open o May 10—first wedding reception in Banquet Room o May 11—Senior Center opens o August 9—Fitness Center open o August 11—Gym opens and is scheduled for programming o September 5—Teen Center opens o September 8—Fitness Classes begin Randshel l • The committee discussed naming the bandshell and agreed that they would prefer not to give the bandshell a specific name; rather, it will be known as the Eagan Bandshell or Eagan Bandshell at Central Park. • The committee discussed recognizing the Rotary Club's sponsorship of the bandshell by noting their name on an event calendar/marquee. Community Center Operations Committee 2/5/03 Page 4 ECVB Opening • Staff noted that the ECVB will be open on April 14 and therefore building maintenance staff will be needed by that time. The committee concurred that maintenance staff will be needed when the ECVB is open. FF&E Banquet Room Tables and Chairs • Parks and Recreation Office Supervisor Mesko presented seating options for the Banquet Room. • The committee agreed on the style of tables (10 -person oval) and chairs (high back, fabric) as presented. • Staff and the committee discussed bidding requirements for the furniture, and Mesko noted that much of the furniture is available through the State's furniture contact, which means that if the City purchased through the State contract, bids would not be required. • The committee directed staff to proceed in doing research on pricing and if the State contract contains the lowest prices, staff is directed to bring pricing, fabric, and design samples directly to the Council as a whole for their consideration. Meetint> Room Chairs • The committee concurred with staff's recommendations regarding meeting room tables and chairs. Fitness Equipment The committee directed staff to consult with the City Attorney regarding the City's bidding requirements on the fitness equipment. The committee discussed leasing versus owning the equipment, and upon hearing staff's recommendation, agreed that owning would be the most cost efficient. The committee directed that an item be included on the February 18 City Council agenda to remove the purchasing freeze as directed at the December 23, 2002 meeting in order to proceed with purchasing fitness equipment. Communitv Center Policies Discussion Points • Community Center Manager Breuer distributed staff's recommendations for Community Center policies and the committee discussed the policies. Direction to Staff 9 The committee agreed to e-mail any changes they had to the policies. Community Center Operations Committee 2/5/03 Page 5 • The committee directed staff to make the recommended changes and include the policy document in the 2/14/03 Council packet for consideration at the February 18 Council meeting. • The committee directed that staff e-mail the priority usage policy to the committee in advance of the next meeting (February 12) in order that they can bring recommendations to discuss at the meeting. Review Construction Items, i.e. Fire lace Women's Locker Room Fireplace • Parks and Recreation Director Vraa provided a cost estimate for the changes proposed to the fireplace by the Operations Committee. • The committee discussed options for the fireplace, and Councilmember Carlson agreed to review the changes with the contractor and Vraa later in the afternoon at the Community Center. Women's Locker Room • The committee reviewed cost estimates for the proposed changes to the locker room and Carlson agreed to review he proposed changes later in the afternoon at the Community Center. • The committee directed that the change order for the locker room modifications be on the February 18 Council agenda. Seniors • The committee discussed the cost to add a stove to the senior center. • The committee discussed the option of the seniors using the food warmers available in the catering kitchen, which could be moved into the senior center for potlucks. • Staff is waiting for a response from the food consultant regarding any health concerns they may have with using the warmers. • It was also noted that in consulting the original focus groups discussions and sketches provided by Moody -Nolan, there were no plans to include a stove in the senior center. • The committee discussed putting locks on the cabinets in the senior center, and there was committee consensus that no Community Center patrons or members should be leaving items at the Community Center, unless it is part of a City/Community Center program, for which staff will have the keys to storage areas. • The committee discussed putting locks on the room divider in the senior center, and it was the consensus of the committee not to add locks. Community Center Operations Committee 2/5/03 Page 6 Positions Landscape Position • Parks and Recreation Director Vraa informed the committee that in December 02, the Council chose not to budget a full-time horticulturist/grounds maintenance staff -position and at the same time, funding was removed for seasonal staff. • Vraa is stated his request that the Council consider reinstating the seasonal/part time assistance to focus on plantings and grounds maintenance at the Community Center and Central Park. • There was Committee consensus to readdress the landscape position after the Council's February Goals retreat (Feb. 19 meeting) in preparation for the March planting season. Rental Coordinator • The committee discussed the need to hire the rental coordinator in the near future. • Mesko noted that she has been tracking the time she has allocated to making reservations and providing information about the banquet center, which includes on average 9-10 calls per day from renters and potential renters. Additionally, she receives and makes numerous calls with contractors and the caterers. • VanOverbeke noted that the position has been budgeted for 10 -months in 2003. • Staff informed and the committee recognized that over 250 applications were received for the position, and all interviews, background checks, etc. have been completed. • The committee directed that an agenda item be prepared for February 18 to remove the hiring freeze that was directed on December 23 and recommend the hiring of the Rental Coordinator position. Coca Cola • Mayor Geagan has a meeting scheduled with Kevin Morris of Coca Cola. • Staff and the committee discussed the contract that the City has with Coca Cola (e.g. for Cascade Bay and the Civic Arena), and noted that the City is not permitted to add the Community Center on to the contract. • Staff noted that currently Coca Cola is not anticipated to be the sole provider of beverages at the Community Center. • Staff also informed the committee that they have been in contact with Coca Cola about donating bars to be used in the banquet facility. Child Care The committee discussed the focus and marketing of the Child Care facility. Staff noted that they are exploring revenue opportunities for the Child Care facility, including possible pre-school programming to take place in the facility. The committee encouraged staff to explore revenue-producing options. The committee requested that a separate area within the Child Care facility be made available for infants. Community Center Operations Committee 2/5/03 Page 7 February 12 MeetinL,—at the Community- Center (limit meeting to one-two hours due to the Council retreat later in the dav) • Operating budget—fund balance estimates to cover start up costs • Fees (based on resident and non-resident): o Fitness Center membership fee o Child Care fees o Senior Room rental fees o Meeting Room rental fees o Teen Center rental fees o Gym fees o Daily Admission fees o Board Room rental fees • Priority Usage/Booking Policy • Present a list of items for Council consideration at the February 18 Council meeting • Staffing Freeze and Positions—e.g. Building Custodian, Seasonal/Part Time Community Center employees • Building Component Opening Schedule • Directional Signage • Timeline for future meetings Future Meeting Topics • Positions—e.g. Landscape position (discuss after the Council's goals retreat)