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08-08-13 SSC Advisory Cmt Mtg Southshore Center Advisory Committee City of Shorewood Thursday, August 8, 2013 5755 Country Club Road 5:00 – 6:30 PM Council Chambers Members: Paul Skrede, Mayor, Deephaven____ Mary Jo Fulkerson, City Council Member, Excelsior____ Debra J. Kind, Mayor, Greenwood____ Kristine Sundberg, City Council Member, Shorewood____ Elli Ansari, City Council Member, Tonka Bay ____ Theresa Zerby, Southshore Senior Partners____ Erik Sill, Minnetonka Schools VANTAGE program____ Others: Bill Joynes, City Administrator, Shorewood____ Twila Grout, Park & Rec. Coordinator, Shorewood____ Scott Zerby, Mayor, Shorewood____ AGENDA 1.Introductions/Roll Call 2.Approve Agenda 3.Approve Minutes of July 23, 2013 meeting (Attachment 1) 4.Southshore Senior Partners Data Report: Usage and Membership 5. Possible Scenarios – (Attachment 2) 6.Discussion 7.Set Next Meeting Date 8.Adjourn ATT #1 Southshore Center Advisory Committee City of Shorewood Tuesday, July 23, 2013 5755 Country Club Road 5:00 PM Council Chambers MINUTES 1.Introductions Advisory Committee members introduced themselves for the benefit of those present. Present: Shorewood: Councilmember Kristine Sundberg Twila Grout, Park & Rec Coordinator Bill Joynes, City Administrator Mayor Scott Zerby Greenwood: Mayor Deb Kind Tonka Bay: Councilmember Elli Ansari Deephaven: Mayor Paul Skrede Other: Theresa Zerby, Southshore Senior Partners Absent: Excelsior: Mary Jo Fulkerson Mtka School: Erik Sill, Minnetonka Schools VANTAGE program 2.Welcome and Issue Identification 3.History 4.Presentation on Current Financial Situation 5.Discussion Joynes gave a background on the history of the facility beginning in 1983. He identified the percentages of the populations that are over the age of 65. He explained the Shorewood City Council is looking for a long-range plan for the Center. Zerby stated he would like to see all four cities share in the operation and there be a full-time director for the Center. Joynes explained the dramatic change which involved increase of the director’s hours from 2011 to 2012. It was noted the current shortfall is somewhere between $30,000 and $60,000. It was hoped getting renters for the facility would offset the shortfall. There are many facilities which compete with the Center for corporate clients in the area. The lack of a formula to determine how other cities would contribute to operations was discussed. Kind noted Greenwood contributes to the Center on an annual basis. It was noted that Tonka Bay, Excelsior and Deephaven do not contribute to the Center’s operations. Kind suggested the other cities put a line item in their budgets for the Southshore Center. Theresa Zerby stated most people aren’t aware of how busy the Center currently is. The lack of transportation for seniors was discussed. Joynes discussed the option of getting a bus for the Center and having the other cities contribute. The topic of what the other cities want was discussed. It was noted Shorewood did a survey of its residents, but it is unknown what is wanted community- wide. The importance of having a full-time director was discussed. Communication sources used by other cities to promote the Center were discussed. Lack of marketing of the Center was discussed. It was noted the Center facility is paid for, which is what makes it different from other community centers. Skrede stated it was important to know what we are looking for in the way of operations before a director is hired. The need for more events that draw large crowds was discussed. Skrede stated the center in Minnetonka is also a draw for Deephaven residents. There was discussion about getting the high school more involved in events. The concern about lack of parking should a large event be booked was discussed. Committee members discussed the idea of changing the name of the Center. It was noted it is still being addressed as the Southshore Senior Center on cable. It was recommended it be named the Southshore Center. It was noted the building was originally built for the senior citizens in the area. Sundberg stated she was unaware of the kind of work that needs to go into programming the facility. She noted Shorewood is currently under-resourced with staff with other jobs to do. Skrede stated there needs to be a reasonable and equitable use for the kitchen so that it will be used more. Zerby stated the Arctic Fever event draws good crowds to the Center. It was suggested a consultant be hired to research the Center better. Skrede stated he is not in favor of a consultant. He believed the focus is on the wrong group. He believed the crowd that attended the wine tasting is the crowd you want to pursue to use the Center. It was noted the difference between senior and adult programming is the time of day the programs are held. Senior events are typically held during the day. Skrede suggested checking to see what the Cottagewood Store offers in the way of events. Skrede stated Deephaven would like to get this resolved prior to the budget timetable for his city. Sundberg believed professional help is needed – someone who has had experience with community centers. She stated the cities need to agree to bring on a professional community center director. It was noted the Center cannot be run with a volunteer staff. The question was raised relating to how the director would be paid for. It was suggested it be based on use of the facility. Kind noted Deephaven and Greenwood are far away and don’t use the Center very much. She suggested a formula using tax capacity, population and usage. Committee members discussed funding. Joynes stated the only draw for users is meeting space. There aren’t the same amenities as other Centers such as a water park. It needs to be determined what the building identity is. Committee members discussed options for the building. Zerby discussed the importance of having a place where seniors can go. Theresa Zerby discussed SSSP membership levels and participation at events offered at the Southshore Center. Joynes discussed the uniqueness of this facility as it is remote and not directly linked with a park and recreation department. He noted some centers have city staff offices at the site, for example. He noted Excelsior has suggested the coordination of all community events/festivals be a responsibility of this director. Participation financially by the Chamber of Commerce is also an option. Kind stated she could not see Greenwood participating in that. It was requested a breakdown of the Center by City be provided at the next meeting. A breakdown of the Center’s shortfall broken down by the percentage of ownership of the building was discussed. It was stated it will be difficult to determine by September how the Center will operate and discussions will need to focus on what the Center’s structure will be. Committee members discussed their respective city’s ability to contribute to the support of the Center. Zerby stated all the cities are in this together. The Center may be located in Shorewood, but it belongs to all the cities. 6.Set Next Meeting Date The next meeting will be on Thursday, August 8 at 5 p.m. 7.Adjourn The meeting adjourned at 6:30 p.m. ATT # 2 POSSIBLE SCENARIOS Option 1 Same as it is now. Partner cities contribute on voluntary basis. Building repair is paid by construction formula. Shorewood decides best use for the building. Option 1a - Cities wishing to not participate revoke their claim to any building ownership, and have no further financial participation or liability. Voluntary donation to Shorewood for 2013 for shortfall in operations. Option 2 New business plan is adopted to run the center with paid program and operations director. Salary is paid by a tbd formula by all partner cities. Budget is approved each year by all councils. Option 3 Sell the building. Distribute funds per construction formula, with easement rights valuation added to Shorewood's portion.