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08-27-13 SSC Advisory Cmt Agenda Southshore Center Advisory Committee City of Shorewood Tuesday, August 27, 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 August 8, 2013 meeting (Attachment 1) 4.Update from Member Cities 5.Shorewood Proposal 6.Discuss Other Proposals 7. Operating Expenses Summary (Attachment 2) 8.Set Next Meeting Date, if needed 9.Adjourn Att #1 Southshore Center Advisory Committee City of Shorewood Tuesday, August 8, 2013 5755 Country Club Road 5:00 – 6:30 PM Council Chambers MINUTES 1.Introductions/Roll Call Present: Shorewood: Councilmember Kristine Sundberg Bill Joynes, City Administrator Mayor Scott Zerby Excelsior: Councilmember Mary Jo Fulkerson Greenwood: Mayor Deb Kind Tonka Bay: Councilmember Elli Ansari (arrived at 5:20 p.m.) Deephaven: Mayor Paul Skrede Other: Theresa Zerby, Southshore Senior Partners Absent: Shorewood: Twila Grout, Park & Rec Coordinator Mtka. Schools: Eric Sill, VANTAGE program 2.Approve Agenda Sundberg moved to approve the agenda of the August 13, 2013 meeting as presented. Kind seconded the motion. Motion carried 7-0. 3.Approve Minutes of July 23, 2013 Meeting Zerby moved to approve the minutes of the July 23, 2013 meeting as written. Sundberg seconded the motion. Motion carried 6-0-1. Fulkerson abstained from voting. 4.Southshore Senior Partners Data Report: Usage and Membership As requested at the last meeting, Theresa Zerby reviewed usage at the Southshore Center over the previous year. She reported the following: CITY NO. VISITORS Shorewood 6,444 Excelsior 4,224 Tonka Bay 1,521 Deephaven 1,103 Greenwood 193 TOTAL SOUTH LAKE AREA 13,485 Other cities (Chanhassen, Minnetonka, other) 20,241 Southshore Center Advisory Committee Meeting Minutes Tuesday, August 8, 2013 Page 2 of 5 T. Zerby noted the numbers indicated can include one person coming several times and not everyone who visits the Center signs in. She indicated rentals, such as wedding receptions, are never counted. She also indicated some people sign in as Excelsior residents even though they may be from other cities. She believed it is based on the shared zip code. Kind believed the Excelsior numbers could be inflated because of the zip code. T. Zerby stated two other cities that use the Center a lot are Chanhassen and Minnetonka. Many of those who visit and sign in often bring guests. T. Zerby also reviewed the SSSP membership percentages by City as follows: CITY PERCENTAGE Deephaven 4.0 Excelsior 34.3 Greenwood 3.0 Shorewood 29.0 Tonka Bay 7.3 Other (Chanhassen) 5.0 Kind suggested some kind of cooperative venture with the Chanhassen center. Fulkerson agreed that was an interesting idea. T. Zerby stated many card players will frequently travel from one center to the other whether it is Gillespie, Southshore or Chanhassen. 5.Possible Scenarios Zerby reviewed the options which included the following: 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. Southshore Center Advisory Committee Meeting Minutes Tuesday, August 8, 2013 Page 3 of 5 Option 3 Sell the building. Distribute funds per construction formula, with easement rights valuation added to Shorewood's portion. Discussion of Options: Kind suggested programming with other communities or have the MCES do some programming at the Center. S. Zerby noted the MCES would not pay rent for the building use. Kind believed it would still be worth pursuing. T. Zerby believed there is not a lot of interest there. T. Zerby noted MCES charges more for their classes, and we could probably hire someone to offer classes for lower fees. Skrede noted a lot of the Deephaven residents use the MCES programs and Minnetonka Senior Center because of the convenient locations. He noted they did not contribute to the Center in the beginning with the idea they would get their money back if it failed. Ansari arrived at 5:20 p.m. Joynes stated there was discussion at the last meeting that if Deephaven wants to back out, there are two other cities that continue to use it, and Shorewood continues to run the center. Skrede stated that is a preliminary discussion. He stated he supported Shorewood going forward to do whatever they want to do. Skrede stated he met with SSSP several years ago and stated he had every confidence in Shorewood running the Center. Kind agreed. Kind stated Greenwood supports Option 1, recognizing it might need to be a scaled down version with a scheduler rather than a programmer. It wouldn’t have to be a big marketing thing. Their Council also discussed supporting operations rather than capital expenditures. She stated there now seems to be support for funding capital expenditures rather than operations. She stated the building is where the assets are. She noted Deephaven and Excelsior are also supportive of that. Zerby stated there are expenses under Option 1 for janitorial to set up, etc., which would be paid for by the rentals. Skrede stated in the old days, the Friends of the Southshore Center did all that as their fundraiser. Kind stated they are expected to clean up the park shelter they are renting in Southshore Center Advisory Committee Meeting Minutes Tuesday, August 8, 2013 Page 4 of 5 another city. Fulkerson asked if alcohol is allowed inside the Center. S. Zerby stated it is allowed. T. Zerby stated it would be difficult for the seniors to clean up or set up as they are elderly. Kind stated the idea of Option 2 was not an option in Greenwood. S. Zerby asked if the various Councils would support helping with shortfalls each year. Kind stated she would imagine Greenwood would help. Fulkerson believed Excelsior would also help. Kind stated her Council would want to have approval of capital improvements before they are purchased. Committee members discussed Center operations and the need for help there. T. Zerby stated the important question is what we should give back to the community and what are the citizens asking for. Sundberg stated it is important to note that no community center is self-sufficient. Kind stated the difference between our center and others is that our center is paid for. If any center had a chance of breaking even, it should be ours. Ansari asked if there is a reason you can point to why it isn’t breaking even. Joynes it is basically a matter of not having enough revenue to support the staff salaries. Kind stated maybe it should cost more to use the facilities. She stated taxes are a real issue, and Greenwood residents are paying more than any other city. Skrede asked if there is possibly a niche that we provide that we can offer to MCES. Joynes stated he had heard that MCES felt the Center is competition. Joynes discussed the variety of programs MCES offers. He asked if there is something offered here that isn’t offered there. Kind offered to contact Tim Lifkin to find out rather than speculating what they might want. Ansari stated we may be able to offer something complimentary to what MCES offers. Skrede stated it is important to define what needs to be done to fill up the Center and what the threshold is for a full building. S. Zerby stated we now there interest in keeping the Center open. He discussed programming Shorewood does for park functions. Joynes discussed park usage and the maintenance and upkeep needed for park facilities. T. Zerby stated it appears the fact is being missed that we are trying to serve the seniors in the communities. She stated it didn’t appear that issue didn’t have value. Kind stated that is not the case with Greenwood. Their limited use is due to location. She noted the Center and its programs is always well advertised in their newsletter. Ansari stated this item is on Tonka Bay’s agenda for August 13. She stated she familiarized herself with the history of Tonka Bay’s support of the Center. She noted that historically the Southshore Center Advisory Committee Meeting Minutes Tuesday, August 8, 2013 Page 5 of 5 general feeling has been that a small amount for capital improvements is budgeted but not for operations. 6.Discussion S. Zerby asked if the various City Councils would help support a business plan and/or consultant. Ansari stated she could not speak for the Tonka Bay City Council. She stated in a discussion with the City Administrator, he indicated he did not think that could be supported. Fulkerson stated she would try to get this on a future Excelsior City Council meeting. Committee members discussed the previous community meeting held a few years ago when the Center was going to be sold. Fulkerson suggested articles be placed in the Sun Sailor to publicize the need for donations. People should know there is a problem. Skrede stated donations should be mailed to the City of Shorewood to offset current expenses. T. Zerby stated there should be a usage fee, but someone needs to be there to collect the money. She noted there is a fee charged to non-residents at other centers. Joynes discussed the need for sustainability. He stated people may donate once or twice, but not forever. T. Zerby stated it is better to start charging fees. Kind stated the philosophy in Greenwood is you pay for the want to have items and expect to receive the need to have items. S. Zerby explained how the SSSP is funded. Committee members discussed how other centers in the area are funded. S. Zerby stated a recommendation will be made at the next meeting following City Council review in Excelsior and Tonka Bay. 7.Set Next Meeting Date No meeting date was scheduled pending the determination of when Excelsior will discuss this item at their City Council meeting. 8.Adjourn The meeting adjourned at 6:30 p.m. 8-23-2013 10:34 AM CITY OF SHOREWOOD PAGE: 1 REVENUE & EXPENSE REPORT (UNAUDITED) 3,412.25 28,308.08 40.15 AS OF: JULY 31ST, 2013 2,600.00 0.00 490-Southshore Community Ctr. 61.50 1,001.12 TRANSFERS 47,700.00 FINANCIAL SUMMARY 0.00 0.00 58.33% OF YEAR COMP. 120,800.00 ------ -------- CURRENT CURRENT YEAR TO DATE % OF BUDGET EXPENDITURE SUMMARY BUDGET PERIOD ACTUAL BUDGET BALANCE REVENUE SUMMARY CHARGES FOR SERVICES 70,500.00 3,412.25 28,308.08 40.15 42,191.92 MISCELLANEOUS REVENUE 2,600.00 0.00 1,598.88 61.50 1,001.12 TRANSFERS 47,700.00 0.00 0.00 0.00 47,700.00 TOTAL REVENUES 120,800.00 ------ -------- 3,412.25 29,906.96 24.76 90,893.04 EXPENDITURE SUMMARY southshore community ctr 120800.00 9,242.24 68,934.80 57.07 51,865.20 TOTAL EXPENDITURES 120,800.00 9,242.24 68,934.80 57.07 51,865.20 REVENUES OVER/(UNDER) EXPENDITURES 0.00 ( 5,829.99)( 39,027.84) 39,027.84 8 -23 -2013 10:34 AM CITY OF SHOREWOOD PAGE: 2 REVENUE & EXPENSE REPORT (UNAUDITED) 2,790.25 19,100.00 34.73 AS OF: JULY 31ST, 2013 0.00 350.00 490 - Southshore community Ctr. 0.00 ( 717.00) 490 -34790 PROGRAM (CLASS) FEES 15.500.00 272.00 8.491.08 54.78 58.33% OF YEAR COMP. 70,500.00 CURRENT CURRENT YEAR TO DATE % OF BUDGET REVENUES BUDGET PERIOD ACTUAL BUDGET BALANCE CHARGES FOR SERVICES 490 -34101 RENTALS 55,000.00 2,790.25 19,100.00 34.73 35,900.00 490 -34785 DONATION /CONTRIBUTIONS 0.00 350.00 717.00 0.00 ( 717.00) 490 -34790 PROGRAM (CLASS) FEES 15.500.00 272.00 8.491.08 54.78 7,008.92 TOTAL CHARGES FOR SERVICES 70,500.00 3,412.25 28,308.08 40.15 42,191.92 MISCELLANEOUS REVENUE 490 -36210 INTEREST EARNINGS 100.00 0.00 0.00 0.00 100.00 490 -36211 GAIN / (LOSS) ON INVESTMENTS 0.00 0.00 0.00 0.00 0.00 490 -36230 CONTRIBUTION /DONATIONS 1,000.00 0.00 0.00 0.00 1,000.00 490 -36270 MISCELLANEOUS REVENUE 1,500.00 0.00 1.598.88 106.59 ( 98.88) TOTAL MISCELLANEOUS REVENUE 2,600.00 0.00 1,598.88 61.50 1,001.12 TRANSFERS 490 -39201 TRANSFER FROM GENERAL FUND 47.700.00 0.00 0.00 0.00 47,700.00 TOTAL TRANSFERS 47,700.00 0.00 0.00 0.00 47,700.00 TOTAL REVENUES 120,800.00 3,412.25 29,906.96 24.76 90,893.04 8 -23 -2013 10:34 AM CITY OF SHOREWOOD PAGE: 3 REVENUE & EXPENSE REPORT (UNAUDITED) AS OF: JULY 31ST, 2013 490 - Southshore Community Ctr. Southshore Community Ctr 58.33% OF YEAR COMP. CURRENT CURRENT YEAR TO DATE % OF BUDGET DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE PERSONAL SERVICES 490- 48000 -101 FULL -TIME REGULAR 0.00 2,722.83 8,235.39 0.00 ( 8,235.39) 490 - 48000 -102 OVERTIME 0.00 521.82 1,545.39 0.00 ( 1,545.39) 490- 48000 -103 PART -TIME 0.00 1,390.19 5,265.47 0.00 ( 5,265.47) 490 - 48000 -121 PERA /ICMA CONTRIB -CITY SHA 0.00 281.64 950.89 0.00 ( 950.89) 490 -48000 -122 FICA CONTRIB -CITY SHARE 0.00 354.54 1,151.02 0.00 ( 1,151.02) 490 -48000 -131 EMPLOYEE INSURANCE -CITY SH 0.00 0.00 0.00 0.00 0.00 490 - 48000 -141 UNEMPLOYMENT COMPENSATION 0.00 0.00 0.00 0.00 0.00 490 - 48000 -151 WORKERS COMPENSATION 0.00 0.00 0.00 0.00 0.00 TOTAL PERSONAL SERVICES 0.00 5,271.02 17,148.16 0.00 ( 17,148.16) MATERIALS & SUPPLIES 490- 48000 -200 OFFICE SUPPLIES 0.00 0.00 240.01 0.00 ( 240.01) 490 - 48000 -208 POSTAGE 0.00 0.00 0.00 0.00 0.00 490- 48000 -221 EQUIPMENT MAINTENANCE 0.00 0.00 679.24 0.00 ( 679.24) 490 - 48000 -223 MAINTENANCE of BUILDING 5,000.00 0.00 50.00 1.00 4,950.00 490- 48000 -245 GENERAL SUPPLIES 800.00 0.00 1,165.85 145.73 ( 365.85) 490- 48000 -246 PROGRAM EXPENSE 17,000.00 1,700.00 9,824.99 57.79 7,175.01 TOTAL MATERIALS & SUPPLIES 22,800.00 1,700.00 11,960.09 52.46 1.0,839.91 SUPPORT SERVICES /CHARGES 490 -48000 -302 CONSULTING FEES 71,000.00 0.00 20,286.97 28.57 50,713.03 490- 48000 -303 ENGINEERING FEES 0.00 0.00 0.00 0.00 0.00 490 - 48000 -304 LEGAL FEES 0.00 0.00 0.00 0.00 0.00 490- 48000 -311 ENGINEERING - STAFF 0.00 0.00 0.00 0.00 0.00 490 - 48000 -315 ENGINEERING - CONSTRUCTION 0.00 0.00 0.00 0.00 0.00 490- 48000 -321 COMMUNICATIONS - TELEPHONE 1,500.00 129.42 1,096.49 73.10 403.51 490- 48000 -331 TRAVEL, CONFERENCE, & SCHO 0.00 0.00 0.00 0.00 0.00 490 - 48000 -351 PRINTING AND PUBLISHING 1,500.00 130.00 195.02 13.00 1,304.98 490 -48000 -360 INSURANCE 1,000.00 0.00 0.00 0.00 1,000.00 490- 48000 -380 UTILITIES 11,000.00 1,063.74 8,742.89 79.48 2,257.11 490 - 48000 -400 CONTRACTUAL SERVICES 10,000.00 948.06 8,287.66 82.88 1,712.34 490- 48000 -401 MANAGEMENT FEES 0.00 0.00 0.00 0.00 0.00 490 - 48000 -410 RENTALS 0.00 0.00 0.00 0.00 0.00 490 -48000 -433 DUES AND SUBSCRIPTIONS 0.00 0.00 202.00 0.00 ( 202.00) 490- 48000 -437 TAXES /LICENSES 0.00 0.00 741.00 0.00 ( 741.00) 490 - -48000 -440 MISC SERVICES 2,000.00 0.00 0.00 0.00 2,000.00 490 - 48000 -450 BANK SERVICE CHARGES 0.00 0.00 0.00 0.00 0.00 TOTAL SUPPORT SERVICES /CHARGES 98,000.00 2,271.22 39,552.03 40.36 58,447.97 CAPITAL OUTLAY 490- 48000 -520 BUILDING & STRUCTURES 0.00 0.00 0.00 0.00 0.00 490 -- 48000 -540 MACHINERY & EQUIPMENT 0.00 0.00 274.52 0.00 ( 274.52) 490 - 48000 -560 FURNITURE AND FIXTURES 0.00 0.00 0.00 0.00 0.00 TOTAL CAPITAL OUTLAY 0.00 0.00 274.52 0.00 ( 274.52) 8 -23 -2013 10:34 AM CITY OF SHOREWOOD PAGE: 4 REVENUE & EXPENSE REPORT (UNAUDITED) AS OF: JULY 31ST, 2013 490 - Southshore Community ctr. Southshore Community ctr 58.33% OF YEAR COMP. CURRENT CURRENT YEAR TO DATE % OF BUDGET DEPARTMENTAL EXPENDITURES BUDGET PERIOD ACTUAL BUDGET BALANCE TRANSFERS 490 - 48000 -710 RESIDUAL EQUITY TRANSFERS 0.00 0.00 0.00 0.00 0.00 490 - 48000 -720 OPERATING TRANSFERS 0.00 0.00 0.00 0.00 0.00 TOTAL TRANSFERS 0.00 0.00 0.00 0.00 0.00 TOTAL Southshore Community ctr 120,800.00 9,242.24 68,934.80 57.07 51,865.20 TOTAL EXPENDITURES - ------------- 120,800.00 --- --- - ----- 9,242.24 - --- --- - - - - -- ----- --- ---- - - - - -- ----- 68,934.80 -- - - - - -- -- - - - - -- 57.07 - - - ---- ------------- - - - - - -- --------------- 51,865.20 REVENUES OVER /(UNDER) EXPENDITURES 0.00 ( 5,829.99)( 39,027.84) 39,027.84 2014 South Lake Center - (new name,) Sponsor Active Elder Program - 20 hour week assistant staff, rent and overhead (currently 100% Shorewood sponsored) 001% Ad Valorem (1/1000 Percent) Greenwood $3.1M $3,100 year Shorewood $15M $15,000 year Tonka Bay $5.5M $5,500 year Excelsior $4M $4,000 year Greenwood $3.2M $3,200 year Total $30,800 year Joint Venture Program No cost, or low cost rent in exchange for revenue sharing. Risk is shared by member cities. MCES Mrs. M Joey Nova's Member city exit Payment to Shorewood as sole sponsor for last three years in lieu of previous donations made to senior organization. Write off construction donation. 2014 South Lake Center - (new name) Sponsor Active Elder Program - 20 hour week assistant staff, rent and overhead (currently 100% Shorewood sponsored) 001 %Ad Valorem (I /1000 Percent) Greenwood $3.1M $3,100 year Shorewood $15M $15,000 year Tonka Bay $5.5M $5,500 year Excelsior $4M $4,000 year Greenwood $3.2M $3,200 year Total $30,800 year Joint Venture Program No cost, or low cost rent in exchange for revenue sharing. Risk is shared by member cities. MCES Mrs. M Joey Nova's Member city exit Payment to Shorewood as sole sponsor for last three years in lieu of previous donations made to senior organization. Write off construction donation.