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01/08/2003 - Operations Committee3N AGENDA OPERATIONS COMMITTEE MEETING WEDNESDAY JANUARY 8, 2003 8:00 A.M. v's""Playground Fees & Naming Playground , ✓` Meeting Room Fees, i.e.; Birthday Party Fees, etc. *`0-1" ✓' F.F.E. tk IS - Women's Locker Room ■ Marketing / Logo ooh ■ Other Policies ,g" sGA� Soo - k 116 o a `1 bb --9_ �.� 3ZX-11� 1-08-03 Operations Committee. Notes Present: Mayor Geagan, Councilmember Carlson, City Administrator Hedges, Assistant to the City Administrator Lord, Director of Administrative Services VanOverbeke, Parks and Recreation Director Vraa, Communications Director Garrison, and Community Center Manager Breuer. For City Council Consideration/Action: Per the discussion of the Operations Committee, and at City Administrator Hedges' request, from this point forward the City Council will take formal action on each of the individual recommendations brought before the Council under "Community Center Update". For Council consideration at their January 14 Special City Council Meeting- • To consider the Operations Committee's recommendation to set a $2 rate for sliding at Trapp Farm. • To consider the Operations Committee's recommendation to close the Central Park sliding hill for 2003. • To consider the Operations Committee's recommendation regarding the layout of the teen center (see attached) • To authorize City staff to prepare a list of persons to be allowed to enter the Community Center while under construction, which would include the Councilmembers (there continue to be issues of unaccompanied citizens entering the construction site). Indoor Playground Discussion Points Community Center Manager Breuer distributed a document listing the admission rates at comparable indoor playgrounds in the Twin Cities. The Committee discussed the rates, noting that residents should receive a discount (the $40 punchcard) since the community center is being built due to a referendum that was passed by Eagan citizens. The Committee discussed the name for the playground, and strongly recommends the name, "The Blast". Committee Recommendations re: the Play ground for the JanuaEy 21 Cite Council Meeting Drop-in Rate: $5 Punch card (for residents only): $40 (10 punches) ($4.00/each) Group Rate: $4 (groups of 10+) 1-08-03 Operations Committee Meeting Notes Page 2 • Group rates available if booked 14 days in advance. If a group does not book in advance, however, and there is space available, the group shall be able to receive the group rate. • No bookings on school release days, holidays, or weekends. • Youth under 1 year of age get in free • Adults are free • No outside food allowed • No red punch • Children 9 years and younger must be accompanied by an adult • The age limit to play is 12 • Use a hand stamp to show who has paid to be in the playground. • The name of the playground shall be "The Blast' • Recommended Hours of Operations: o Monday -Friday 9 a.m.-8 p.m. o Saturday 9 a.m.-6 p.m. o Sunday Noon -5 p.m. • Ask that teens provide recommendations to the City Council as to the name for the teen center • Rates shall be reviewed annually Birthday Party Fees Discussion Points Be consistent with Cascade Bay birthday parties Bringing in outside food, e.g. birthday cakes—does it go against catering contract? Parks and Recreation Director Vraa noted that the caterer accepts that small groups (10 and under) will bring in food such as bagels for meetings, or the teens will order pizza through the Community Center concessions. However, any large groups are expected to use the catering services that the City has contracted for the community center. Committee Recommendations re: birthday party fees for the January 21 Citi- Council Meeting: • In being consistent with Cascade Bay, it is the recommendation of the Committee to charge $117.50 for a birthday party (up to 10 people), which includes: daily admission to the indoor playground, use of the meeting room for 1 %i hours, two pitchers of pop, cake and ice cream, a T-shirt for the birthday child, invitations, paper products, utensils, and balloons. • If a party wishes to serve food, the recommendation is to charge an additional $3 per person. 1-08-03 Operations Committee Meeting Notes Page 3 FF&E (Furniture, Fixtures, and Equipment) Discussion Points • City Administrator Hedges distributed an FF&E budget prepared in December 2002 and Parks and Recreation Director Vraa provided an update on the area where FF&E dollars have been spent (playground, low voltage/network, telephone -City: grade, and security/sound) • Be sure that we are getting competitive bids on all purchases • The furniture being ordered for the teen center, senior center, and common areas is very similar and the budget should reflect the FF&E needs of all areas, rather than individual rooms. • The Operations Committee noted that the budget allocations to individual building components is not intended to be equal, as each area has varying needs. • Mayor Geagan requested that Parks and Recreation Director Vraa contact Tim Staley regarding the leads he has on purchasing community center equipment. • The committee discussed putting spending caps on each of the line items in the FF&E so that a contingency is available in each area for future needs. Committee Recommendations re: FF&E for the January 21 Cit,,Council Meetiniz,: • The Operations Committee recommends a combination of the senior center, teen center, and common areas line items within the FF&E. • The Operations Committee recommends an allocation of $60,000 to the combined senior center, teen center, and common area line item line item. • The Operations Committee recommends increasing the FF&E line item for the Banquet Room to $160,000 (a $10,000 increase) Women's Locker Room Discussion Points • The committee discussed the possibility of removing some of the lockers in the women's locker room in order to add vanity space and coat hooks • City Administrator Hedges provided an estimate of $1,500 to change the electrical wiring associated with adding vanity space. Hedges also noted that an estimate was not available regarding the sheet rocking expenses; however, they are expected to be minimal. • The committee provided direction to Parks and Recreation Director Vraa to further investigate adding more vanity space and coat rooks to the women's locker room 1-08-03 Operations Committee Meeting Notes Page 4 Other Policies Discussion Points • The Committee discussed which policies they would like to address at upcoming meetings. The policies to be addressed include: o Bandshell o Teen center o Senior center o Gyms o Festival grounds o Common space o Banquet (done) o Playspace(done) The Committee directed that at each upcoming operations committee meeting, the committee address two policies Parks and Recreation Director Vraa recommended that the committee discuss a policy for the bandshell at the next operations committee meeting (1/15) Marketing/Logo Discussion Points—Loo • Community Center Manager Breuer presented the logo being recommended by staff, noting that the colors selected (green, blue, and burgundy) were intended to meet the goals of tying in the colors of the Community Center, while making sure that the logo is identifiable with the City. • It was the consensus of the Committee that the tree in the logo is very difficult to make out—needs more definition and needs to look like a tree • Direction: Staff is to bring back the logo with modifications, including one logo that uses the actual City of Eagan Lone Oak Tree and another modification changing the shape of the tree so that it is more easily recognized. Discussion Points—Marketin! • Communications Director Garrison requested that the Committee consider obtaining an artist's rendering of the Community Center to be used for marketing purposes both before the Center is open and after. Garrison reported that he has received artists' samples and found a local artist to do the drawings (internal and external) at a cost of approximately $1,200-$1,800/per image. • The Committee is recommending that the Council authorize staff to proceed in obtaining an artist's rendering and when they are complete, bring the renderings back to the Operations Committee for their feedback and suggested revisions. 1-08-03 Operations Committee Meeting Notes Page 5 • The Committee also discussed the need for promotional items to market the Community Center (e.g. magnets, roll-a-dex cards, etc.) and noted the different audiences they are trying to reach (i.e. businesses, day care centers, etc.) • The committee directed staff to obtain pricing on the promotional items and bring back samples to the Committee for their review. Committee Recommendations re: marketin,, for the Januar\ 21 City Council Meetin&,: • The Operations Committee recommends that direction be given to staff to obtain two artists rendering (internal and external) of the Community Center at a cost of approximately $2,400-$3,600. Items to address at future Operation Committee meetim?s: • Meeting Room Fees • Policies (address two policies each week): bandshell, teen center, senior center, gyms, festival grounds, and common areas • Fitness equipment • Banquet room furniture • Directional signage t.