03-10-14 CC WS AgendaCITY OF SHOREWOOD
CITY COUNCIL WORK SESSION
MONDAY, MARCH 10, 2014
AGENDA
1. CONVENE CITY COUNCIL WORK SESSION
A. Roll Call
B. Review Agenda
5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:1_5 P.M.
Mavor Zerbv
Hotvet
Siakel
Sundberg
Woodruff
2. SOUTHSHORE CENTER ADVISORY COMMITTEE PROPOSAL
3. ADJOURN
ATTACHMENTS
Administrator's memo
CITY OF
SHOREWOOD
5755 Country Club Road • Shorewood, Minnesota 55331 • 952- 960 -7900
Fax: 952- 474 -0128 • NN -NN -Na- .ci.shoreNN- ood.mn.us • cit-,halla?ci.shoreNN- ood.mn.us
Date: February 28, 2014
To: Shorewood City Council Members
From: Bill loynes, City Administrator
CC: Tim Keane, Bruce Delong, Twila Grout, Julie Moore, lean Panchyshyn, Joe Pazandak
Re: Southshore Center
On March 10, 2014, a Council work session is scheduled to discuss the Southshore Center
Advisory Committee's proposal for a three -year pilot project, provided as Attachment 1. In
addition, the Council has asked Attorney Keane to provide a legal interpretation of Shorewood's
options should the Advisory Committee's proposal not go forward. Mr. Keane's comments are
provided as Attachment 2. Council and the Advisory Committee have received the Vantage
Program's research and recommendations. The Vantage information has been incorporated
into the Committee's proposal.
Staff has discussed the Advisory Committee's proposal as currently drafted, and felt an
obligation to advise Council on some areas that need further clarification if the City were to go
forward in cooperation with the other four cities. The proposal is a good- intentioned effort,
prepared in a short period of time, to map a strategy for future operations where the Center is
fiscally viable and remains community oriented.
City staff has had the obligation of running the Center for the last year. Our experience and the
time committed to managing the Center creates concerns about some of the limits of the
information provided. While not exhaustive, the following is a list of major concerns. The most
conservative operation projections provided in the Advisory Committee proposal are used in the
following comments. This scenario is closest to present experience and most in line with
Minnetonka Community Education (MCE) start up estimates.
Staffing and Hours:
Hours of operation as described in the proposal consist of 45 weeks of programming with 48
hours a week, (four, 12 hour days) under the control of MCE. Another three, 12 hour days,
would be available for rental and miscellaneous programming to be arranged, managed, and
staffed by the City. Normal "business hours" of the Center would be 9:OOAM to 4:OOPM, seven
days a week (See graph, Exhibit A). Past experience indicates that rentals could be booked all 52
weeks in a year.
Southshore Center
Febniary 28, 2014
Page 2 of 4
Calculations of Staff Coverage:
MCE hours for programming: 45 weeks @ 48 hrs per week = 2,160 hours
Rental hours available: 52 weeks @ 27 hrs per week = 1,404 hours Total hrs. 3,564
Site Manager hours: 48 weeks @ 20 hrs per week = 960 hours
Desk Assistant hours: various = 1,858 hours Total hrs. 2,818
Budgeted hours cover about 80% of the time the Center could be scheduled. It also assumes a
closing time of 9:OOPM at night with no overlapping coverage for major events, i.e. only one
person in attendance at any given time. It is not unusual for events on weekends to last beyond
the 9:OOPM hour. Those 746 (at a minimum) hours are not taken into account.
Shorewood Responsibilities as Fiduciary Agent:
• Handle supervisory functions for Center staff, i.e. hiring, performance issues, personnel records
• Payroll
• Payables and receivables
• Audit
• Oversee upgrade construction
• Set room rental fees
• Monthly report to executive committee and occasional attendance
• Promotional newsletter /flyers (unless this would be handled by MCE)
For the above responsibilities Shorewood would receive $2,500. This seems low.
Programming Control:
It is understandable that MCE would want total control of programming for the usual four days
of their operations. Attachment 3 lists clients that currently use the Center on an ongoing basis.
This group may have to be moved or denied use during the M -Th block that MCE requires. This
also may result in a loss of revenue. The yearly dates in parentheses indicate how long these
existing clients have been using the Center.
Senior Programming and Rental Fee:
The proposal assumes a continued use by the Southshore Senior Partners (SSSP) and the $600
per month rental fee. During the Advisory Committee's discussions it was not clear if the SSSP
were able or willing to commit to this level of funding. The SSSP are not likely to continue
paying $600 without consistently available space during the day on Monday through Thursday.
It is not clear in the proposal what priority SSSP activities will have during the time to be
programmed by MCE.
Southshore Center
Febniary 28, 2014
Page 3 of 4
Staffing Expertise:
The proposal calls for two levels of paid staff: 1) the Site Manager at $15.00 per hour, and, 2)
Desk Assistants at $8.00 per hour. Currently, Twila Grout and Julie Moore manage operations.
The hours they provide are in excess of the budgeted proposal and at a much higher monetary
figure which is consistent with other successful centers as identified by the Vantage study. Staff
has also had difficulty attracting reliable part -time help at a rate less than $10 per hour.
The proposal, and all that we have heard, suggests that MCE will not be involved in managing
any of the daily operations of the Center. They will advertise their programs in the MCE
quarterly brochure. Much of the current marketing involves meeting on -site with prospective
renters and negotiating staffing and logistics. Sometimes this takes three or four meetings,
often conducted outside of normal business hours. It is also assumed that the variety and
intensity of Center use will increase. Consideration should be given to the assumption in the
proposal that the Center will increase the quantity and quality of its usage with part -time
management and fewer staff hours than currently exists.
One Time Upgrades:
The list of repair and upgrade items is very comprehensive and appropriate. Some of the
improvements will have additional financial implications. As an example, putting carpeting in the
foyer will require substantially more cleaning funds. New signage will require changes at the
Center, several street signs and the digital sign. Before cities commit, this list of items needs to
be discussed and verified by staff. This list of equipment does not include any of the commercial
kitchen items or dining room chairs which are also in need of replacement.
Basic Underlying Assumption:
The Cove Proposal lists as the first key take away from the Vantage report that six of the
surveyed community centers break even or better. The unstated assumption in the proposal is
that it is possible for The Cove to do the same. Later in the Vantage Report, common elements
of success are listed for those centers that do break even or better.
Those common elements include: Meeting Rooms Workout Facilities
Swimming Pools Child Care Facilities
Ice Rinks Concessions
At the present time, the Center provides only one of these elements — meeting rooms. It seems
overly optimistic to think that a break even scenario is possible given current building resources.
There will likely be an ongoing deficit during the three years of this pilot program and some
agreement to share that cost should be agreed upon by the participating organizations.
Southshore Center
Febniary 28, 2014
Page 4 of 4
Governing Structure:
The governing body, with appointed members from each council, does not have authority to
implement the improvements if any expenditure exceeds budget. The requirement to get
approval from all cities for improvements that cost more than the estimates included in this
proposal will likely be problematic and will become an additional point to halt or delay any
improvements to the Center.
Conclusion:
It is not the intent of staff to suggest this proposal will not work or to discourage Shorewood's
involvement. Staff does, however, take the responsibility to advise Council on actions that may
place an increased burden on the City's staff and financial resources. Over the years, the
Southshore Center has experienced very optimistic intentions with a lesser amount of financial
realism. It is not known if the Center can be self sustaining, and if not, it should be
acknowledged and planned for by the participating communities.
0 21 MlVffa=aak�nA rS
3-YEAR PIL01T PROJECT' PROPOSAk
FEBRUARY 15, 2014
Ilreparcci by
Tolika Bay Councilnicnibcr Elli Ansari
and Greenwood Mayor Deb Kind
ATTACHMENT 1
0"I", M1,117,
LIM,, XIIII i
-nic Southshore Center (SSQ is located at 5735 Covintry Club Road,, Shorewood, N. The Facility was built in 1996
with f1inding fron'i the foil owi n g:
'17be Friends of the Southshore Center operated the center with funcb from grants and their tnunbership, until 2008
when grant nioney dried Lip. Froni 2009 to prescrit, the city of Shorewood has niatiagcd the SSC. 'nicy hired a director
to increase rctitals of the facility and to create programs -ning for all agcs. At the sarne, thane, the "Friends" becanie the
Southshore Senior Partners (Sssp) and retired space at the SS(', foi- approximately $600 per inonth for their senior
prograins. Ina 2012, Shorewood contributed $60,000 to subsidize SSC operations. In August 2013, Shorewood officials
initiated discussions with the 5 owner cities to detcrininc the fUtUrc operations of thc SS( ". A SSC Advisory Committee
was fortned and ctigaged studejus froin VAWAGE Winneronka High School' Advanced Professional Studies prograni)
s
to help with the project. Froni Noveniber 2013 to January, 2014, the VAN]"INCA", tearn worked wvirh SSC Advisouy
Subcoininittee mernbers; to conduct research and, inake roxoniniendations that will restore the financial viability of the
SSC so it can conrinue its iiiission of providing services and facilities to the residents and businesses of the 5 cities.
Key learnings from the VANTAGE team's research:
I . nere are 6 conimunity centers in the metro area that Operate at or near break- even,, so it is possible for the SSC to
Operate at kreak-even as well,
2. The facility's awareness needs to be iniproved. 43% of survey respond enus never heard of the SS C, and Of the 571YO
who have heard of the SSC, niost believe that it is a "seilior" ce.11ter orily.
3. '16 operate at break-even statUS, the facility needs to ...
• I lave professional prograriiniing, scheduling, ajid aiarkcri ag to iiiaxiftliU Use Of the space.
Appeal to all ages and potential renters.
4. 'Ib appeal to all ages and potential renters ...
The appearance of the buil(fing needs to be upgraded to have a "woo feeling.
The building technology needs tea be upgraded,
The building needs new "branding,"
Key desires from the city of Shorewood and the SSSP:
1. WOUld like soineone on site during regular business hours, prograkiiniing, and rentals.
2. Would like the SSSP to be able to) C011thMe to rent space at, the facility.
The 3-year pilot project proposal on the following pages addresses the above "key learnings" and
key desires"' with the goal to set a course that will make the center financially viable for the future.
3-YEAR PIL01' PROJEC I PROPOSM 1 2
% of Ownership
Deephaven
I RMI M MOM
Shorewood
Friends of the Southshore Center (Seniors)
'17be Friends of the Southshore Center operated the center with funcb from grants and their tnunbership, until 2008
when grant nioney dried Lip. Froni 2009 to prescrit, the city of Shorewood has niatiagcd the SSC. 'nicy hired a director
to increase rctitals of the facility and to create programs -ning for all agcs. At the sarne, thane, the "Friends" becanie the
Southshore Senior Partners (Sssp) and retired space at the SS(', foi- approximately $600 per inonth for their senior
prograins. Ina 2012, Shorewood contributed $60,000 to subsidize SSC operations. In August 2013, Shorewood officials
initiated discussions with the 5 owner cities to detcrininc the fUtUrc operations of thc SS( ". A SSC Advisory Committee
was fortned and ctigaged studejus froin VAWAGE Winneronka High School' Advanced Professional Studies prograni)
s
to help with the project. Froni Noveniber 2013 to January, 2014, the VAN]"INCA", tearn worked wvirh SSC Advisouy
Subcoininittee mernbers; to conduct research and, inake roxoniniendations that will restore the financial viability of the
SSC so it can conrinue its iiiission of providing services and facilities to the residents and businesses of the 5 cities.
Key learnings from the VANTAGE team's research:
I . nere are 6 conimunity centers in the metro area that Operate at or near break- even,, so it is possible for the SSC to
Operate at kreak-even as well,
2. The facility's awareness needs to be iniproved. 43% of survey respond enus never heard of the SS C, and Of the 571YO
who have heard of the SSC, niost believe that it is a "seilior" ce.11ter orily.
3. '16 operate at break-even statUS, the facility needs to ...
• I lave professional prograriiniing, scheduling, ajid aiarkcri ag to iiiaxiftliU Use Of the space.
Appeal to all ages and potential renters.
4. 'Ib appeal to all ages and potential renters ...
The appearance of the buil(fing needs to be upgraded to have a "woo feeling.
The building technology needs tea be upgraded,
The building needs new "branding,"
Key desires from the city of Shorewood and the SSSP:
1. WOUld like soineone on site during regular business hours, prograkiiniing, and rentals.
2. Would like the SSSP to be able to) C011thMe to rent space at, the facility.
The 3-year pilot project proposal on the following pages addresses the above "key learnings" and
key desires"' with the goal to set a course that will make the center financially viable for the future.
3-YEAR PIL01' PROJEC I PROPOSM 1 2
3-YE'IAR PILOT'PROJECT PRO�PO�SAL
L Since the "Southshore Center" tizinic evokes ",senior center," it is important to re-brand the building with as new narne
and to line to appeal to all ages and potential renters. 717he proposal is to change the building's narile to something like
The Cove — Learn, Plity, Celebwte (see design idea on the cover of this docurilent). Jbc Cove name is inspired by the
building's cozy / biddeii location near Lake Minnetonka.
3. Update the website and building with the new brand,
4. Make building upgrades to create a "wow" first irripression chat appeals to all ages (see list oil pages 4-5). The list
includes costs for "now" and costs for potential "fUtIll-C" Upgrades. 'nie "now" costs include changes that would create
the biggcst impact for the least arTIOLInt of money ... (a) A dramatic entrance with a feature wall, accent lighting,
carpct, etc. (b) 'Ib house the "senior" items and to make better USC Of SpaCC, the large coat room Would be, re-purposed
into ffic Corner" gift shop / display area.— a centralized place to showcase bakery sale items, greeting cards,
newsletters, books, etc. (c) Coats, wOUld be hung on all attractive new coat hooksystcrri in the hallway. (d) Also, to
tic-in with the lake thenae, the rooms Would be named after L.ake Minnetonka bays — Echo Bay Room (dining room),
Gideon Ilay Roont (activity room), Carson Bay Roon'i (conference room) — and black zind white prints of Lake
N,hnneronka iniages would be displayed on the walls, Ideas for payitig for the "now" costs are on page 6.
3, A Cove Executive Board would oversee the upgrades (see page 6).
4. For simplicity, the proposal is for Shorewood ro continue to manage operations, set, roorn rental races, etc. Based oil
the projections on pages 7-10 spaeidsbeers, the operations are likely to break even (conservative estimate) or COUld Ile
profitable (optimistic estimate). -flie spreadsheets for operations assurne the following:
A. Minnetonka C0111111LInity Education (MC E) will provide professional progrartirning for all ages. Marketing will
be done through the NICE catalog that is mailed to all school district homes. The catalog will include an ad for
renting The Cove, MC E alsro will be in charge of scheduling all programs and rentals, so space information is in
one place. Rentals will be for the room and table set-tip only. 11c renter will need too arrangc for linens, catering,,
liquor insurance, etc.
Program revenue will be split 60% to the instructor / prograrn director, 30% to MC E, 10% to "flee Cove.
Rental revenue from weddings, chw reunions, etc. will be split 30% to MCI and 709% to The Cove.
B. The Cove may ]lost ftindraising events during times when the facility is not being used for NICE programming or
rentals.
C, 17he Cove's regular business hours would be 9aili to 4pm, M-F -nie reception desk would be "niatined" during
regular business hours and arlytitne The Cove his progratnining, or rentals after hours.
D. A Site Manager / Receptionist (paid, by The Cove) would work 4 hours per day, WE Responsibilities include-
- (_',recting people who enter the building, answering the phone, responding to emaits.
— Maintaining the Faccbook page, websire, electronic nionurtient sign,'FV loop.
— Recruitino, training, zinc] SC11CCILdina Assistant Receptionists to cover the other I'CgUlar bUSinCSS hOUI'S and
0 Z-1
after -IIOLI I-S prop grarrinii ng / rentals as needed.
— Showing facilities to potential renters (schedUling will be done through MCE).
— Coordinating 'ffic Cove fundraising events such as Oktoberfcstand Open Mike Nights,
— Mariagin'g the Custodian.
— Ille Site Manager will have access to the schedule and / or coordinate with MC E to determine scheduling for
the reception desk and Custodian.
ll. The Custodian (paid, by The Cove) will report to and be scheduled by the Site Manager. The Custodian will be
responsible for cleaning / general maintenance Of bUilding and for table / chair ser-ups as needed,
5. 'Fo honor the historic contributions of the "Friends" and S,S,SP, Jbc Cove may discount rentals to Elie SSSR and
may split proceeds from "'T"he Corner" gift shop / display area with the SSSP However, to ensurc, that Ihe Cove's
re-branding efforts are successful, the SSSP will need to keep a clear and separate identity for their organization and
printed materials.
The proposal is to commit to the above pilot project for 3 years. IIf all goes well, The Cove / MCE
partnership may be continued in the future.
3-YEAR PIL01' PROJEC I PROPOSM 1 3
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section of this documcnt.
3-YEAR PILOT PROJEC I PROPOSM 1 5
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3-YEAR PILOT PROJEC I PROPOSM 1 5
30
I . Split even[), by the Owner cities (,see spreadshcet below).
2. Split by percentage Of bUilding ownership (see spreadsheet below).
3, Split by blending 1-2 above (see spreadsheet below) .
4. Seek in-kind partnerships (e.g. Cambria) and / or donations from the COMMUllity tea offset costs.
5. Other e?'?'
Note- A separate bUt related topic that needs to be discussed by the owner 'cities is limo, to pay for otlier capital expenses
such as as new roof. See the Capital Irnprovernent plan provided by Shorewood in the FYI section of this document.
�M;MLDING OWNERSHIP
% of Buildinv,
Ownershi-&
Deephaven
$10,078
22,45%
Excelsior
$6,554
14,60%
Greenwood
$1,773
3,95%
Shorewood
$22,445
50,00%
Tonka Bay
$4,040
9.00%
ITOTAL $44,891 100.00%1
SPLIT EVENLY
$4,489
$15,712
% Split Evenly
Deephaven
$8,978
20,00%
Excelsior
$8,978
20.00%
Greenwood
$8,978
20,00%
Shorewood
$8,978
20,00%
-Tonka Bay
$8,978
20.00%
TOTAL
1
$44,891
100.000//
01
:114 M Q ADIM EMMA 110 1 UtIOLTRIAZ&O IAFM:Jgk I EUT All
Deephaven
112 Ownership
$5,039
112 Split Evenly
$4,489
"Total
$9,528
Blended %
21.23%
Excelsior
$3,277
$4,489
$7,766
17,30%
Greenwood
$887
$4,489
$5,376
11.98%
Shorewood
$11,223
$4,489
$15,712
35.00%
Tonka Bay
$2,020
$4,489
$6,,509
14.50%
TOTAL
$22,445
$22,,445
$44,891
100.00%
`flic proposal is to establisli 'Fhe Cove ExeCUtive Board to oversee the irnprovenictits. ne fonowing outlines tbe
proCedUresand ClUtiCS of the board -
1. One elected official appointed by eacli owner city. 'Me board chair is elected by the board,
2. All city councils rnust approVC CXPCIlditUres beyond the scope Outlined in the apj.-)rovcd bUdget.
3. 'flic board will review montbly payables reports and YTD staterncrits, provided by the fiduciary contractor via ernail.
4. The board may call special nicetings as needed,
5. 'flie board exists for the duration of improvcment project only.
3-YEAR PIL01' PROJEC I PROPOSM 1 6
REVENUE
m Revenue
511211 11 1 ,1,
REVENUE
'M
Average class fee per person per hour
$10
Times average number of members eer class X
10
Average income eer room eer hour
F1 0-0 A
Potential programing hours per day (9arn to 9
12
Times 3 rooms X
3
Times days per week no programs on Fridays or weekends) X
4
Times number of weeks per year X
45
Equals total number of potential programming hours per y ear
6,480
Minus 65% of ero2ram hours unscheduled or cancelled classes -
4,212
Total number of erooram hours eer year
7726-8- 6
Times average income per room eer hour (A) X
1100 A
Equals total erograrn revenue eer year
$226,800
60% to instructors
$136,080
30% to MCE
$68,040
10% to The Cove Annual Programming Revenue)
$22,680 $22,680
Weddings and Sgecial Event Rental Revenue $25,000
SSSP Space Rental ($,6O�0: per month) $7,200
30% to MCE $9,660
70% to The Cove (Annual Rental Income) $22.540 $22.540
ITotal Revenuea4 22
EXPENSES (paid by The Cove)
Labor
Regular business hours eer year 1,750 H
(7 hours per day, 5 days a week, 52 weeks per year, minus 10 holidays)
Site Manager / Receptionist hours per year
�4 hours per day, 5 days a week, 48 weeks eer year) 960 1
Times hourly rate X $15
Site Manager / Receetionist cost eer year $ 1 T;MT i
Reception Desk Assistants hours eer year H - 1 790
Additional program hours j4 ern to 9 M-F) + 518 B-H
Additional soecial event hours (Fridav late niaht and weekend rentals) + 550
Times hourly rate X
Reception Desk Assistants cost ner vear
Custodian hours per year 300
Cost
2
Workers Come $300
Total Labor $41,491 $41,491
3-YEAk' PIL(,.)]' PROJEC I PROPOSM 1 7
Custodian Supplies (light bulbs, cleaning sue2lies, etc.) $1,500
Office Expenses (rental price sheets, envetooes, stamps, etc.) $1.000
MU t Uatalog I-rograrn Listings IOU
MC E Catalog Ad for The Cove Rentals $0
Web Hosting $450
Fiduciary Contractor $21500
Payroll
Receivables
Payables
Year-to-Date Reports
Vanr-Pnri Ponnrf
Property Taxes (none - government buildin2) $0
Building Insurance $1,000
Utilities
Internet - MR (Shorewood) $0
Waste Removal $2,150
Water ??
Snowplowing & Landscape Contractor $1,000
Snow Plowin2
Mowing / Landscape Maintenance
Pest Control
ITotal ExEenses $63,8911
INET PROFIT (Revenue minus Expenses) $3291
3-YEAR PILOT PROJEC I PROPOSM 1 8
RN =,,,
REVENUE
Program Revenue
Avera2e class fee 2er person 2er hour $10
Times average number of members 2er class X 10
Average income eer room per hour $100 A
Potential programing hours per day (gam to 9 ) 12
Times 3 rooms X 3
Times days per week no programs on Fridays or weekends) X 4
Times number of weeks eer year X 45
Equals total number of potential ero2ramming hours eer year 6,480
Minus 30% of program hours unscheduled or cancelled classes — 1,944
Total number of erogram hours eer year 4,536 B
Times average income 2er room per hour A X 100 A
Equals total program revenue per year 1
60% to instructors $272,160
30% to NICE $136,080
10% to The Cove Annual Programming Revenue) $45,360 $45,360
Weddings and Special Event Rental Revenue $25,000
SSSP Space Rental ($1000 per month) $12,000
VAN I AUL b pace
Donations to The
30% to MCE $11,100
70% to The Cove (Annual Rental Income) $25.900 $25.900
ITotal Revenue $90 260
EXPENSES (paid by The Cove)
Labor
Re2ular business hours per year 1,750 H
(7 hours per day, 5 days a week, 52 weeks per year, minus 10 holidays)
Site Manager / Receptionist hours per year
�4 hours per day, 5 days a week, 48 weeks per year 960 1
Times hourly rate X $15
anaaer / Receotionist cost
Reception Desk Assistants hours per year (H — 11 790
Additional program hours 4 to 9 M-F) + 2,786 B-H
Additional seecial event hours (Friday late night and weekend rentals) + 550
Times hourly rate X 8
Receotion Desk Assistants cost r)er vear 33.008 K
Custodian hours
Times
EEO
L
Total Payroll (J + K + L 156,408
FICA (6.2%) -P—,47
Medicare Contribution (1.45%) $818
3-YEAR PIL01' PROJEC I PROPOSM 1 9
Custodian Su lies (light bulbs, cleaning supplies, etc.)
$1,500
Office Expenses rentat erice sheets, envelopes, stamps, etc.)
$1 ZOOO
Sales & Marketing
MCE Catalo2 Pr rare Listin2s
$0
MCE Catalog Ad for The Cove Rentals
$0
Web Hostin2
$450
Fiduciary Contractor
$4.500
Receivables
Pa abler
Year-to-Date Ike arts
Year-End Re art
Audit
ProRerty Taxes (none - government building)
$0
Building Insurance
$14000
Utilities
Cable TV - None
$0
Phone
$1,500
Electric
$9,300
Gas
Internet - WiFi
Waste Removal $2,150
Water ??
Snowgiowing & Landscage Contractor $2,000
Snow Plowing
Mowina / Landscaoe Maintenance
JTotal Expenses $86,4231
JAPT PONT (Revenue minus Expenses) $3,8371
,I'll 1111D�; 111"J1*
We (Elli Ansari and Deli Kind) have nIet with Tim Litfin from MCE, and tweaks were nIade to this proposal based
Orl his input. However, the WIT" board would need to approve the plan before "committing" to anything. After OUr
prcscm-atio n to the SSC Advisory Com III i ttee, the consensus of the grOUP Was to present the concepr to the owner city
COU1161S to grange their interest iti pursuing the project, before anything is presented to the M(T board. Also, it ShOUld be
noted chat the rcverIUC spreadsheets include income from mating to Minnetonka High Scl'iools VANTAGE program. It
is our understanding that VANTAGE is looking for more rental space, but we have not met with VANTAGE officials yet.
'T'heref'ore, the next steps are
I. Present the proposal to the owner city councils to gauge their interest in pursuing the project.
2. Determine the forMUla For "now" costs.
3. Discuss concept with VANTAGE officials.
4. Presem the proposal to Tim Litfin and the MCE Board..
5. -flie owner city ca m'icils consider approval of the 3-Year Pilot Project.
3-YEAR PILOT PROJEC I PROPOSM � 10
1"I'll",
1"I'll",
Capital Improvement Program
0 mflMorevimmid iivtesot-,,.�
2014 thl-1, 2018
................................................. . ................. . ..... . .......... ....
Project N 1"'F- 1.1. -01
ProjectNanic South SlloreCOMMUnityCentef-
... .. ...... . ........ 1-11.11------ . .. ............ . . ........ .... . .......... .... . . ... . ........................................... ....... ......
Department 490 - Southshore Center
contact
Type Improvement
Useful Life
Category Public FacilifiestBuildings
Priority n1a
TWO Project Cost: $88,500
Description
The council! directed funds be included to cover possible capital snaintenmice or improvernmit costs to the South Shore Community Center.
2016 - Water I leater $2,500
2017 -Roof 541,000
2018 - UVAC $43,000
2021 - EIxterior Paint and Caulk $2,000
Justification
Expenditures 2014
2015 2016
2017
2018
Total
EquipNeNdes/Furnishings
2,500
43,000
41,000
86,500
Total
2,500
43,000
44,000
86,500
Funding Sources 2014 2015 2016 ,
2017
2018
Total
403 - Equipment Replacement 2,500
43,000
41,000
86,500
Total 2,500
43,000
41,000
86,500
3-YEAR PILOT PROJEC I PROPOSM � 13
MALKERSON GU NN MARTIN LLP
1900 U.S. BANK PLAZA SOUTH TOWER
220 Sow,H SIXTH STREET
MINNLAPOLIS, MINNESOTA 55402
TF.LEPHONc, 612-344-1111
FACSimiLF 612-344-1414
TO: Bill Joynes, City Administrator
FROM: Tim Keane, City Attorney
RE: Southshore Community Center
DATE: February 27, 2014
This memorandum is in response to discussion and consideration of options moving forward
with the Southshore Community Center (the "SCC "). Please find attached a memorandum
prepared by me on May 16, 2013, setting 'forth a summary of the various agreements governing
the development and operation of the SCC.
Over the last several years, there has emerged a stalemate by and among the Cooperative
Agreement participating cities to the SCC. This impasse relates to the continued funding of the
operations and maintenance of the SCC. Beyond funding the day-to-day maintenance and
operation of the SSC, of particular concern is the need to fund capital improvements. The SCC
building is now 17 years old and, as to be expected, basic building systems such as the roof,
HVAC, kitchen equipment, window systems and mechanicals are nearing the end of their
functional life. Staff has estimated the capital requirements over the next couple of years at
approximately $80,000.
The City of Shorewood, as the "host" and most significant (under of the SCC, is considering
options available to maintain the financial vitality and control of the SCC moving forward.
Please find set forth below a summary of possible options that may be the subject of further
discussion.
1. Do nothing. Shorewood has the option of continuing the status quo and funding
the SCC and managing/funding of the SCC on an ad hoc basis.
2. Voluntary Takeover of the SCC. The City of Shorewood could take the lead and
ask the participating cities to acquiesce to relinquish their interest in the SCC and allow
Shorewood to assume full responsibility for the future of the SCC.
3. Dissolution. Pursuant to Section 6 of the Cooperative Agreement, Shorewood
could initiate a request for dissolution and sale of the SCC. Option 6(a), the "Shorewood
Option," would require repayment by Shorewood to the remaining cities. Option 6(G), "Sale to
ATTACHMENT 2
(163590DOC- 2/27/2014)
Memo to Bill Joynes
Page 2
February 27, 2014
a Third Party," could be highly problematic since the SCC is located on Shorewood property,
subject to a lease for a term of 25 years commencing in 1996.
4. Forced Takeover of the SCC. Although the Cooperative Agreement does not
contemplate a "forced voluntary acquisition," Shorewood may force a voluntary dissolution by
affecting a "cash call" to other partners for the funding of capital maintenance improvements.
Such a cash call would contemplate the need to re- negotiate the Agreement by and among the
cities.
Conclusion.
All of these options require further exploration and discussion of the pros and cons, as
well as political preferences. I look forward to further discussions. With regret, I will be out of
town for your March 10 Work Session.
TJK
{ 163590' .DOC- 2/27/2014 12
ALKERSON GUNN MARTIN LLP
1900 U.S. BANK PLAZA SOUTH TOWER
220 SOUTH SIXTH STREET
MINNEAPOLIS, MINNESOTA 55402
TELEPHONE 612 -344 -1111
FACSIMILE 612- 344 -1414
TO: Bill Joynes, City Administrator
FROM: Tim Keane, City Attorney
RE: Southshore Community Center
DATE: May 16, 2013
The purpose of this memorandum is to summarize the various agreements relating to the
Southshore Community Center (the "SCC" ). Set forth below are a summary of the various
agreements in chronological order which are included as attachments hereto. While the initial
three agreements were extensively negotiated by and among the communities with the assistance
of counsel, it is not entirely clear that subsequent agreements were the subject of the negotiation,
discussion and counsel.
1). Cooperative Agreement for the Southshore Senior /Community Center dated March 4,1119.96'.
The Cooperative Agreement is the foundational funding framework for the SCC. As such,
the five parties to this agreement heavily negotiated each provision. The Cooperative
Agreement set for the terms, provisions and funding obligations of each of the parties, but
was intentionally silent as to the ongoing responsibility of the parties for operation,
maintenance, capital reserves and conflict resolution. Sections 6 and 7 of the Cooperative
Agreement provides the terms for termination and dissolution of the agreement.
2). Easement Agreement by and among the City ,of Shorewood and the Cities of Excelsior „z
Greenwood, Dee shavvenen, , and Tonka Bay dated March 4, 1996.
The Easement Agreement conveys the real estate for the building and parking lot from the
City of Shorewood to the other cities for a term of 25 years consistent with the terms of the
Cooperative Agreement.
3). Lease Agreement between the Cities of Deephaven, Excelsior, Greenwood, Tonka Bav, and
Shorewood the Cities ") as Landlord and the Friends of the South Lake Minnetonka Senior
Community„ Center_as Tenant dated April 17, 1996.
The Lease Agreement creates the lease covenants between the five cities under the
Cooperative Agreement and the Friends of the South Lake Minnetonka Senior Community
Center (the "Friends "). The initial Lease term is for 25 years with four five -year extensions.
{ 156571.DOC- 5/16/2013}
Memo to Bill Joynes
Page 2
May 16, 2013
The Lease Agreement provides the Tenant is responsible for utilities, insurance as well as
repairs and maintenance.
4). Coo2erative Maintenance Agreement for the Southshore Senior /Community Center dated
January 1, 2008.
The Cooperative Maintenance Agreement was a one year funding commitment from the
five cities to the Friends for fiscal year 2008 in the amount of $42,602.00. This one year
funding was not supplemented after 2008.
5). The Rental Agreement by and between the Friends of the Smouthshore Senior /Community
Center as Lessor, and Southshore Senior Partnersw_as.Lessee .dated January 1, 2009.
This document appears to assign some portion of the Lease from the Friends to the
Southshore Senior Partners ( "SSSP ") from March 1, 2009 to March 1, 2014. It is not clear
if this Rental Agreement was intended to be a lease assignment or a subtenancy. The
Lease Agreement requires Landlord approval of any sublease, assignment, or transfer of
any interest in the Lease. There does not appear to be landlord approval of the Rental
Agreement.
6). Agreement for Lease and Operation of the Southshore Community Center between the
m
Cities„ of Deephaven. Excelsior, Greenwood Shorewood and -Tonka Bay as Landlord, and the
City of Shorewood as Tenant, dated June 25 2009.
In June 2009 the City of Shorewood, as Tenant, entered into a Lease Agreement through
December 31, 2012, with automatic renewable successive three -year terms. It is not clear
if this 2009 Lease Agreement was an assignment, transfer or sublease of the Friends'
interest. In any event, it appears this new Lease was approved by all five cities and should
be interpreted as binding upon the Landlord and Tenant unless contested or demonstrated
to the contrary.
While there was no assignment or cancellation of the prior master lease with the Friends, it
appears the controlling agreement for occupancy of the SCC is by the City of Shorewood
as Tenant pursuant to the June 2009 Lease Agreement.
('nnrincinn
The original formation documents continue to control the ownership structure and the City of
Shorewood as the sole Tenant of the SCC. I recommend further modifications or understandings
be prepared with the advice of counsel. Should you have any questions prior to the work
session, please contact me at (612) 455 -6633.
TJK
N
COOPERATIVE AGREEMENT
FOR THE
SOUTHSHORE SENIOR/COMMUNITY CENTER
THIS COOPERATIVE AGREEMENT FOR THE SOUTHSHORE SENIOR/
COMMUNITY CENTER is made on this 4 day of March , 1996, by and among the
City of Deephaven, a Minnesota municipal corporation ( Deephaven), the City of Excelsior, a
Minnesota municipal corporation (Excelsior), the City of Greenwood, a Minnesota municipal
corporation (Greenwood), the City of Shorewood, a Minnesota municipal corporation
(Shorewood), and the City of Tonka Bay, a Minnesota municipal corporation ( Tonka Bay),
(hereinafter collectively referred to as "Cities ").
FIRST: Cities desire to develop a senior /community center (Center). The Center
shall be used by senior citizens for educational and recreational activities, including, but not
limited to, arts, crafts, music and other various programs of enrichment. In addition, the Center
shall be used by citizens for banquets, receptions, reunions and other public and private events
and other community-based activities such as those commonly provided at community centers
throughout the area.
SECOND: Cities desire to combine resources pursuant to Minn. Stat. § 471.59 to
develop and construct the Center.
NOW, THEREFORE, the parties covenant and agree as follows:
1.) Purpose. The parties have determined that each City is more economically and
efficiently served by constructing and operating the Center together rather than each City
constructing and operating its own community center. The parties agree that the Center shall be
used by senior citizens for educational and recreational activities, including, but not limited to,
arts, crafts, music and other various programs of enrichment. The Center shall also be used by
citizens for banquets, receptions, reunions and other public and private events and other
community -based activities such as those commonly provided at community centers throughout
the area. Such programs and activities shall be consistent with the use of the surrounding and
adjoining facilities. The overall guiding principle embodied in this Agreement is the mutual
desire of the parties to maximize the use of the Center by all members of the Cities' respective
constituencies.
2.) Ownership. The development and construction of the Center shall be financed
through a pooling of resources from Cities and The Friends of the South Lake Minnetonka
Senior Community Center, a Minnesota non - profit corporation with tax - exempt status pursuant
to §§ 170(c)(2) and 501(c)(3) of the Internal Revenue Code of 1986 (Friends). Cities shall own
the Center as tenants in common, with the ownership interest of each City proportionate to each
City's investment in the Center. The amount of each City's investment and the proportionate
ownership of each City is set forth in Exhibit A attached hereto which may be amended from
time to time upon unanimous approval of the cities.
The Center shall be constructed on property conveyed by Shorewood to Cities for
One and 00 /100 Dollar ($1.00), and other good and valuable consideration, and which is legally
described on Exhibit B attached hereto. Shorewood shall be responsible for the design and
construction of the Center in accordance with the preliminary site plan and building elevation as
set forth on Exhibit C attached hereto.
3.) Funding. All amounts due from Cities for the development and construction of
the Center shall be remitted to Shorewood within sixty (60) days of the date of the execution of
this Agreement by an authorized representative of each City. Shorewood shall be the finance
manager and manager of the construction of the Center during the design and construction of the
Center and shall establish separate books of account to monitor the payment of funds. The
Cities shall be under no further obligation, pursuant to the terms of this Cooperative Agreement,
to fund the maintenance, operation, programming or staffing of the Center or any other costs,
expenses or capital investments relating to the Center.
4.) Excess Funds. Upon completion of construction of the Center, excess funds shall
be held in a restricted capital reserve account for the purpose of repairs and capital replacement
of the Center. This account shall be controlled by the Friends, however, no expenditure in
excess of Five Thousand and 00 /100 Dollars ($5,000) shall be made without the approval of a
majority of the Cities. This reserve is not intended for day -to -day maintenance such as snow
removal, routine building maintenance and cleaning or for any other operating costs.
5.) Lease. Cities shall lease the Center to Friends (Friends' Lease). The term of the
Friends' Lease shall be twenty -five (25) years and the rental rate shall be One and 00/100 Dollar
($1.00) per year and other good and valuable consideration. The Friends' Lease shall provide
for four (4) renewal periods of five (5) years each.
Friends shall operate and maintain the Center. Friends shall be required to pay
for any and all forms of insurance to adequately insure the Center against any and all risks
associated with operating and maintaining the Center, both known and unknown, including
worker's compensation insurance for Center employees and general liability insurance up to the
statutory limits of liability relating to the Center. Each policy shall name Cities as additional
insureds.
By entering into this Agreement, Cities do not agree to assume any risk or
responsibility for the acts or omissions relating to the operation and maintenance of the Center
by Friends, or for the procurement, or failure to procure, by Friends of insurance against all
insurable risks, both known and unknown, related to the Center, or for the acts or omissions of
any other City.
6.) Termination. Any City may terminate its participation in this Agreement at any
time for any reason upon thirty (30) days written notice to the remaining Cities. The remaining
Cities shall not have a right to object to any City's withdrawal from this Agreement. A
withdrawing city will not have the right to participate in decisions relating to this Agreement.
Withdrawal from this Agreement will not result in the forfeiture of the withdrawing City's
undivided ownership interest in the Center but the withdrawing City's share of the costs incurred
by the Cities pursuant to this Agreement, if any, shall be recovered out of the withdrawing City's
share of any proceeds resulting from the sale or liquidation of the Center.
At the termination of the lease term or termination by action and approval of the
Cities, the Center may be sold subject to the following:
(a) Shorewood Option. The City of Shorewood may retain the Center by repayment
to each of the remaining Cities an amount equal to their original capital contribution.
Shorewood may pay the remaining Cities in cash, or at its option, Shorewood may make
installment payments to the Cities over a period not to exceed ten (10) years payable in
equal annual installments of principal and interest at the rate of eight percent (8 %) per
annum from and after the date of Termination.
(b) Sale to Third Party. The Center may be sold to a third parry for fair market
value. In the event of sale to a third parry, the City of Shorewood will assure adequate
access to the Center. The proceeds of said sale shall be allocated and paid to each City
proportionate to its original capital contribution as provided in the attached Exhibit A.
(c) Proceeds from Future Gain. Should Shorewood sell the Center to a third party
within ten (10) years of exercising alternative (a), the net proceeds of said sale beyond
the original capital contribution paid by each of the Cities shall be allocated and
paid to each City proportionate to its original capital contribution as provided in the
attached Exhibit A.
7.) Dissolution, Amendment, Termination. The following may only be undertaken
based on the written approval of two- thirds of the Cities: (a) Sale of the Center; (b) Amendment of
this Agreement; or (c) Termination of the Lease with The Friends of South Lake Minnetonka
Senior Community Center, or any renewal, extension, assignment or subleasing thereof or
successor thereto. The following may be undertaken upon written approval of a majority of the
Cities: (a) Capital improvements; or (b) City directed changes in the operation of the Center.
8.) Governing Law. This Agreement shall be construed and enforced in accordance
with the laws of the State of Minnesota.
IN WITNESS WHEREOF, the Cities of Deephaven, Excelsior, Greenwood, Shorewood
and Tonka Bay, in accordance with the authorizing resolution from their respective City
Councils, have caused this Agreement to be duly executed.
CITY OF DEEPHAVEN
Dated: 3 l y l 9 �- Its: City Clerk Treasu er J ��
Dated: 2/28/96
Dated: -!Z i ,, 8 I q �,
Dated:
Dated:
022696.2
2/28/96
2/28/96
C
By:
Its: Ma or
CITY OF EXCELSIOR
Faw
No
By
Its:
CITY OF GREENWOOD
n
By: 0. In C
Its: City (Clerk) Administrator d
CITY OF SHOREWOOD
I �
By: 4 ti CC j L/-
Its: City (Clerk) Administrator
By:�'�
Its: Mayor
By:
Its: City (Clerk) Administrator
B
Its: l
EXHIBIT A
City $ Contribution % Contribution
Shorewood $ 3111000 50.00%
Excelsior 90,812 14.60%
Greenwood 24,569 3.95%
Deephaven 1391639 22.45%
Tonka Bay 55,980 9.00%
$
622,000 100.00%
COOPERATIVE AGREEMENT
EXHIBIT B
DESCRIPTION OF PARCEL TO BE DEEDED TO THE SENIOR COIYiMUNITY
CENTER
That part of Lot 12, Block 2, ECHO HILLS 2ND ADDITION, and of Lot 27, Auditors Subdivision
133, according to the plats on file in the office of the County Recorder, Hennepin County,
Minnesota, described as follows:
Commencing at a point in the centerline of Smithtown Road distant 645.00 feet easterly from an
intersection of the northerly extension of the west line of said Lot 27 with said centerline; thence
southerly parallel with the west line of said Lot 27 a distance of 34.19 feet to the point of beginning
of the land to be described; thence South 00 degrees 29 minutes 57 seconds East, assumed bearing,
along a line parallel with the west line of said Lot 27 and the west line of said Lot 12 a distance of
104.00 feet; thence South 76 degrees 20 minutes 42 seconds East 45.00 feet; thence South 15
degrees 30 minutes 36 seconds East 45.00 feet; thence South 76 degrees 20 minutes 42 seconds
East 57.05 feet; thence North 66 degrees 48 minutes 24 seconds East 34.92 feet; thence North 34
degrees 25 minutes 43 seconds East 30.00 feet; thence North 00 degrees 29 minutes 57 seconds
West, parallel with the west line of said Lots 12 and 27, a distance of 160.00 feet to a point in the
north line of said Lot 12; thence South 84 degrees 37 minutes 48 seconds West 94.66 feet; thence
South 74 degrees 29 minutes 24 seconds West 68.00 feet to the point of beginning.
Said parcel contains 26,000 square feet more or less
Together with a permanent easement for parking purposes over, under and across that part of said
Lots 12 and 27 described as follows:
Commencing at a point in the centerline of Smithtown Road distant 645.00 feet easterly from an
intersection of the northerly extension of the west line of said Lot 27 with said centerline; thence
South 00 degrees 29 minutes 57 seconds East 138.19 feet to the southwest corner of the above
described parcel and to the point of beginning of the easement to be described; thence South 00
degrees 29 minutes 57 seconds East 27.00 feet; thence South 74' degrees 29 minutes 24 seconds
West 4.00 feet; thence South 15 degrees 30 minutes 36 seconds East 55.00 feet; thence South 74
degrees 29 minutes 24 seconds West 55.00 feet; thence North 15 degrees 30 minutes 36 seconds
West 55.00 feet; thence South 74 degrees 29 minutes 24 seconds West 91.00 feet; thence South 00
degrees 29 minutes 57 seconds East 139.77 feet; thence North 74 degrees 29 minutes 24 seconds
East 284.59 feet; thence North 00 degrees 29 minutes 57 seconds West 58.60 feet; thence North 34
degrees 25 minutes 4' ) seconds East 22.40 feet to the southeasterly comer of the above described
parcel; thence westerly and northwesterly along the southwesterly line of said above described
parcel to the point of beginning.
Together with the right of ingress and egress to and from the Country Club Road
Contains 31,452 square feet more or less.
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09/22/95 ``. i. a Ana
09/21/96 Vi SHOREWOOD , MINNESOTA
3 )TT.OD.SIR,.��y I Co.35 T:t. EL;.,7gM
Time
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MIC
Southshore Center
Average Week
Hours of Availability
MCES Programming - 48 hrs/wk x 45 weeks
Rental Hours - 27 hrs/wk x 52 weeks =
Site Manager ho u rs - 20 h rs/w k x 48 weeks
Desk Assistants
Budget covers approx. 80% of available use hours
Assumes no overlap of hours
30:
0
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Southshore Center Ongoing Activities
and Recurring Rentals
Southshore Senior Regular Programs
Monday
Tuesday
Wednesday
Thursday
Friday
8 am - Dance Ball
9 am - Card
8 am - Dance
12 pm - Lunch
8 am - Dance Ball
Crafters
Fitness
9 am - Quilting
9:30 am - Wood
9 am - Quilting
1 pm - Bridge
Class
Carvers
Group
12 pm - Lunch
12pm - Lunch
12:30 - Cards &
1 pm - Mahjong
1 pm - Bingo
Games
1:00 Beading
Group - NEW
On -going Senior Programs that the Center schedules
AAA (since 2009) - $40 -58 - These classes are held either during the day or evening.
AARP Taxes (several years) - One day a week from February until April 15.
Flu Clinic (several years) - One day in the fall
Tai Chi (since 2009) - Mondays at 10:00 am - center gets 25% of income.
Ted Talks (since 2010) — Thursdays at 11:00 am, once a month
On -going activities
Just for Kix (since 2009) - Monday nights - fee $55 per night
Zumba (since 2012) - Mondays or Thursdays - center gets 25% of income
Mrs. M (since 2012) - Varies on days and times - center gets 25% of income
Life Line Screening (since 2012) - Every three months - $199.00
VFW (since 2009) - 2nd Wednesday of the month
Yearly Recurring Rentals
1st Student (since 2012) - Daytime rental (7:30 -3:30) - $242
Just for Kix Dance Banquet (since 2012) - Evening rental (3:30 -7:30) - $180
Cornerstone Nome School Formal Dance (since 2010) - Friday (3 pm - Midnight) - $450
Suddendorf Needlepoint Weekend (since 2012) - 8:00 - 4:30 - $296
Paul Gillund Training (since 2011) - Saturday (7:00am - 4:00pm) - $400
Attachment 3
Southshore Center On -going Activities and Rentals - Page 2 of 2
Yearly Recurring Rentals, continued
Minnetonka Softball Banquet (since 2010) - Evening (5:00 -8:00) - $185
Historical Society Banquet (since 2010) - Evening (6:00 -9:00) - $122
Lake Minnetonka Steamboat Committee (since 2010) - Evening (5:00 -8:30) - $229
Minnehaha Creek Watershed District (since 2011) - Times varies - $231
League of Women Voters (since 2006) - Evening (6:30 -8:30) - $76
Excelsior Fire District Auxillary (since 2010) - Evening (6:00- 10:00) - $80
Friends of the Excelsior Library (since 2010) - Evening (6:00 -9:00) - $50
Minnetonka Ward Youth Church Group (10/13 — 5/14) Wednesday Evening (7:00 -8:30) $64
Martin Hage church group — (11/13- ongoing) Sundays (10:00— 2:00) $90
Homeowners Associations Recurring Rentals (fee varies from $50 - $150)
Amesbury West (since 2006)
Marsh Pointe (since 2011)
Gideon Woods (since 2006)
Excelsior Bay Gables (since 2007)
Waterford (since 2008)
Boulder Bridge (since 2009)
Barrington (since 2013)
Christmas Parties, Recurring Yearly
Rients (next 3 years) - Saturday (12:00 -6:00) - $188
Synder (since 2009) - Sunday (1:00- 10:00pm) - $390
Mens Garden Club (since 2006) - Evening (5:00- 9:00pm) - $230
Riesgraf (since 2010) - Saturday (11 am - 6pm) - $378
Pike (since 2009) - Christmas Eve (5:00- 9:00pm) - $194
NOTE: This list does not include one -time rentals for events such as weddings, funerals,
birthday parties, showers, kitchen rentals, organizational and community group meetings,
and others. There were approximately seventy (70) one -time rentals during 2013.
There were sixteen (16) events that went past 9:00 pm during 2013.