HomeMy WebLinkAboutAgenda Packets - 1998/10/06 CITY of MOUNDS VIEW
WORK SESSION
AGENDA
October. 6, 1998
6:00 p.m.
Items Discussed
Per Consensus
1. Discussion of Surplus Inventory from the Bel Rae Ballroom.
2. Discussion of 1999 Budget.
3. Discussion of Hay Study.
4. Discussion of Community Center Management Operations.
MEMO October 2, 1998
To: Honorable Mayor and City Council
From: Chuck Whiting, City Administrator
Re: Tuesday, October 6, 1998 City Council Work Session
We need to get back to the budget for next year and the community center management options at Tuesdays
meeting. Here's what's on the agenda for Tuesday evening:
Old Bel Rae Surplus Items: We have been hanging on to some of the items left from the old Bel Rae and
it is time to get rid ofthem. A concern has been that with a new building,the old and worn out items left ova-
will not fit in. Staff can pick over the best items to keep for the city, but we will be asking the Council's
approval to surplus the items listed in Mary Saarion's memo.
1999 Budget: Staff and I went over the budget again since last July and made some adjustments based on
Council discussions,our own discussions or those coming from the community. We can go over the details
on Tuesday. A summary sheet is enclosed in your packet. In addition to the summary sheet,I will need to
provide the Council with community center options which will affect the general fund budget and levy. I
don't have all the options clearly summarized yet as some work is still being done. For those of you getting
your packets after late Saturday,the information should be available enclosed on the community center and
its relation to the budget. In the mean time,the summary listprovided lists some budget considerations,but
the impact of the community center should be kept in mind in viewing the totals. I will have staff members
at the meeting to discuss budget and programming options for the Council's consideration.
Hay Study:We will open discussion on this again Tuesday,particularly if and how any changes impact the
1999 budget. I have a couple of approaches that can be looked at. One is to deal with the minimum number
of positions to bring us into compliance, or two,to put together a work force wide plan. I tend to favor the
former for its ease. This whole issue has been far too sensitized both at the Council leveland internally with
employees to manage very well,particularly over the long period of time we have worked on it where several
employees have come and gone. We can discuss this more on Tuesday,but my main concern is knowing that
a plan will be adopted when presented to Council that can fit into the coming year's budget.
Community Center Management Options: As I noted earlier,I will have a separate report complete for
this issue over the weekend, hopefully by Saturday afternoon. The City received three proposals from the
YMCA, Sharie Linke and the City of New Brighton,and of course staffing the facility with our own staff is
a fourth option. Council member Gunn and Park and Recreation Commission member Silvis have met with
myself and the proposers to review their option and clarify points over the past few weeks. I have continued
discussions with proposers in attempts to formulate a management option for Council review and budget
considerations. I will go over those in my report. Also, with strengths unevenly distributed between the
proposals,I have taken an additional step to consider viable options with the proposers and our department
for further consideration and will review those as well. This has been a lot of work but the timing with the
budget is appropriate. On Tuesday I would like to review these with the Council and narrow the direction
to a commitment at one of the two subsequent Council meetings. This is needed in order to get the building
open on time and to finalize the 1999 budget.
Have a good weekend. The Vikings will win 36 to 28 on Monday night.
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Item No.
Staff Report No.
Meeting Date:October 5, 1998
Type of Business: WIC
WK:Work Session;PH:Public Hearing;
CA:Consent Agenda;CB:Council Business
City of Mounds View Staff Report
To: Honorable Mayor and City Council Members
From: Mary Saarion, Director of Parks and Recreation
Item Title/Subject: Surplus Inventory
Date of Report: September 29, 1998
Equipment and supplies from the old Bel Rae have been stored in a rented semi-trailer that is
currently parked at the Public Works garage parking lot. The list of inventory includes:
1,300 folding chairs
Staging curtains and poles
Coffee Pots
Metal Storage Racks
Kitchen Utensils
Large Stainless Steel Pans and Bowls
Old furniture including old hide a bed, lounge chair, padded chairs, etc.
Silverware
4 old cash registers
2 Speakers
Holiday Decorations
Table decorations
Beverage serving trays with beer advertising
Rolling Carts
Dishes - plates, glasses, cups and saucers
Microwave Oven
Warming Trays
Most of these items are old and worn or in disrepair. The dishes and kitchen utensils are in good
shape and would probably be of interest to a catering or restaurant service. The City would want to
retain a few of the coffee makers and coffee pots - keeping the best ones. The City would also be
interested in looking into the speaker systems to see if they could be used at the Community Center
for city sponsored special events. Bands and entertainment groups scheduled at the Community
Center for weddings and banquets will have their own speaker systems. Community Center food
service is by licensed catering services only because this negates the need for the City to have a
licensed food preparer at all the events as required by Ramsey County Health Department. Catering
services will provide their own dishes and serving pieces. For instance, the City of Shoreview does
not have any dishes, the catering services provide all the dishes necessary for events.
The City Council has approved a policy for disposing of surplus property. Staff requests the City
Council's permission to dispose of surplus property that is currently being stored in the semi-trailer.
The city is paying a monthly fee for the rental of the trailer. In addition, Public Works staff would
like to have the trailer removed by the time snow falls. �.
Recommendation: Authorize staff to dispose of surplus inventory from the old Bel Rae as stipulated
in the policy for disposition of surplus property.
EDITORIAL COMMITTEE MEETING
MINUTES
Tuesday, September 29, 1998
2:00 p.m.
Present: Chair Tracy Sanchez, Members Joepke, Whiting, Brick, Saarion and Ulrich.
1999 Specifications:
Tracy reported that bids will be requested for 1999 newsletter printing and wanted to know if
anyone had any changes to bid specifications. Parks and Recreation will again partner with 4 of
the 6 editions. Goal is to streamline the look of the newsletter with consistent type and style and
less graphics.
Delivery Service:
It was decided that the IDS deliver service has been good and less expensive than others.
Unanimous decision was to continue to use this service in 1999.
Advertisements:
There are approximately 5 local advertisers for the newsletter. Advertisements have been placed
on one page. The revenue from the ads are slightly higher than the cost of printing the page and
therefore it was decided to keep the ads in the newsletter.
Feature Department:
The next featured department will be the Public Works Department.
Next Issue Articles:
This next issue will be the traditional budget issue with departments contributing information for
the newsletter. Fall Parks and Recreation programs will not be repeated in this edition- flyers to
the schools and newspaper articles will be used for publicizing Fall and holiday programs. The
November/December issue will be delivered to homes October 29 & 30.
Winter newsletter will be distributed the last weekend of December.
Meeting adjourned.
INFORMATION
ONLY