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OPERATIONS COMMITTEE MEETING
Wednesday
January 15, 2003
7:00 a.m.
Conference Rooms 2A & 2B
• Community Center Policies
--Senior Room
--Common Areas
--Gyms
--Bandshell
t/biscuss Fee Schedules, i.e. Banquet Room Rental, Gymnasiums,41
etc.
,o/Sotatus of Construction Items, i.e. Fireplace _Update
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Phased Opening of Building Components
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TO:
FROM:
DATE:
SUBJECT:
DRAFT
MEMO
City of Eagan
COMMUNITY CENTER OPERATIONS COMMITTEE
CITY ADMINISTRATOR HEDGES
JANUARY 15, 2003
COMMUNITY CENTER—OPERATIONS COMMITTEE PLAN
(FOR DISCUSSION PURPOSES)
Per recent discussions with the Operations Committee, and after reviewing previous
Operations Committee meeting notes, the following is a compilation of issues and policies
that need to be addressed prior to the opening of the Community Center. Additionally, a
proposed timeline for the next month is included for discussing these issues and setting the
policies. In short, the memo is intended to be a "game plan" for the Committee to follow.
Issues to be addressed—short term
➢ Women's locker room
o Adding vanity space
o Adding coat hooks/racks
o Cost of electrical wiring and sheet rocking
➢ Teen center components
➢ Fireplace
➢ Painting
o Confirm colors
o Receive input from the ECVB in choosing paint colors for the ECVB space
(per ECVB request)
o Mural: The Operations Committee has requested that they see a sketch of
the mural before it is painted
➢ Comprehensive Purchasing Policy
➢ Banquet Room furniture
➢ Fitness Equipment
➢ Meeting Room Fees; Banquets, etc.
➢ Community Center Budget
o Opening date
➢ Senior and Teen fees and memberships
➢ Revisit Community Center logo design
➢ Promotional marketing items
➢ Review artist's rendering (per Council action)
Issues to be addressed—long term
➢ Maintenance Days
Community Center—Operations Committee Plan DRAFT
1-15-03
Page 2
o Number of days the building will be closed
o Budget impact for closing the building?
o Which days are best to be closed from a revenue standpoint?
➢ Lost and Found
o Disclaimer that the City is not responsible for lost or stolen items
➢ Directional Signage
➢ Janitorial Services—in house or contracted?
➢ 12 -month v. 18 -month budget for the Community Center
Building and urounds liolicies to be determined
➢ Lone Oak Room (Senior Center)
o Room Rental—Who has priority? (e.g. Do banquet bookings take
precedence over senior programming?)
o Room Storage policy
■ No personal storage is allowed (applies to volunteers and patrons)
■ Keys to all the storage areas will be held by City staff only
o Hours of operation for "senior drop in": (e.g. 8AM-5 PM?)
o Availability of room to be used for rental (e.g. after 8-5 hours)
o How far out will senior events be booked in order to be sure conflicts do not
arise when scheduling rental opportunities?
➢ Teen Center
o Policy re: behavioral expectations and use of the equipment
o Hours of operations (Drop in? Scheduled programming?)
o Zero tolerance policy for poor behavior
➢ Volunteer Services/Senior Programming
o All senior programming, events, and services will be coordinated through
City staff
➢ Outside Food Policy
o No coolers
o No red beverages allowed in the building
o No outside birthday cakes
o Staff will handle outside requests/concerns to be sure there is compliance
with caterer contract (e.g. senior potlucks and/or bagels for meetings)
➢ Common Areas
o No parties/gift opening
o No organized meetings
➢ Right to Refuse Service/Security
o Dougherty—what rights do we have to refuse service?
➢ Bandshell
➢ Gym
➢ Fitness Area
o Staff suggestion: Minimum age of 15
o Staff suggestion: Any person between the ages of 15-18 must go through an
orientation session before using the fitness area
Community Center—Operations Committee Plan DRAFT
1-15-03
Page 3
o Hours of Operation
➢ Locker Rooms
o Post a sign that the Community Center is not responsible for lost or stolen
items
➢ Room Decorations/Meeting Presentations
o No tape or adhesives on the wall or furnishings
o Will the Community Center offer equipment? (i.e. markers provided for
white boards? Overhead projectors, lap top, etc.?)
➢ Festival Grounds
o Who has priority for parking?
➢ Smoking Policy
o Designated areas only or no smoking?
➢ Minimum Age without Supervision
o Suggested minimum age: 10 years -old
➢ Display Cases
o Who has precedence to use the display cases?
o Will the Historical Society receive a display case?
➢ Early Closure Policy
o For building or weather emergencies, does staff reserve the right to close
the facility?
➢ Customer Grievance Policy
o The role of Council and staff
Pending Recommendations the Cita Council (date beim, considered)
➢ Sliding Hill recommendations ($2 at Trapp Farm, closed at Central Park)
(January 14)
➢ Layout of the teen center (January 14)
➢ Authorization for staff to prepare a list of persons that are allowed entrance into the
Community Center during construction (January 14)
➢ Committee recommendations regarding The Blast—i.e. hours of operations, user
policies, cost, etc. (January 21)
➢ Birthday Party fees (January 21)
➢ FF&E recommendations—including: the combination of the senior center, teen
center, and common areas into one line item, the allocation of $60,000 to the line
item, and the allocation of $160,000 to the Banquet Room FF&E line item.
(January 21)
➢ Authorization for staff to obtain two artist's renderings (internal and external) at a
cost of approximately $2,400-$3,600. (January 21)
Policies that have been approved by the Citv Council
(As policies are formally approved, they will be listed by policy name and date of
approval)
Community Center—Operations Committee Plan
1-15-03
Page 4
Proi)osed Oraerations Committee Schedule
January 15, 2003
Agenda:
1) Short term issues-
• Marketing Strategy (Revisit Community Center logo)
• Discuss Fee Schedules, i.e. Banquet Room rental, Gymnasiums, etc.
• Status of Construction Items, i.e. Fireplace Update
■ FF&E/New Updated list
• Budget Direction
■ Phased Opening of Building Components
2) Policies-
• Common Areas
• Senior Room
• Bandshell
■ Gym
3) Other Business
■ Determine upcoming committee dates, given Mayor Geagan's schedule
January 22, 2003 (actual agenda to be determined)
Agenda:
1) Short term issues-
• Review Budget scenarios for Operations
• Review Construction budget
2) Policies-
■ Teen Center
■ Fitness Center
• Outside Food Policy
■ Display Cases
Community Center—Operations Committee Plan
1-15-03
Page 5
January 29, 2003 and February 5, 2003 (Actual agendas to be determined)
Agenda:
1) Policies to be considered -
• Right to Refuse Service/Security
■ Customer Grievance
• Locker Rooms
■ Volunteer Services/Senior Programming
■ Room Decorations/Meeting Presentations
■ Festival Grounds
■ Smoking Policy
■ Minimum Age without Supervision
■ Early Closure Policy
W .:_ 1
The enclosed agendas are intended as guides to aid the committee in planning. The
agendas can be modified at any time per the request of the Operations Committee.
If you have any questions about the enclosed issues, policies, or schedule, please feel free
to contact me.
City Administrator