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HomeMy WebLinkAboutminutes-November 21 06 City of Columbia Heights Park and Recreation Commission November 21, 2006 Eileen Evans called the meeting to order at 6:35 p.m. ROLL CALL Members present: Eileen Evans; Stan Hoium; Kevin McDonald; David Payne; Marsha Stroik; Keith Windschitl, Recreation Director; Kevin Hansen, Public Works Director/City Engineer Also present: James Byron APPROVAL CONSENT AGENDA Motion by Payne to approve consent agenda, second by McDonald. All ayes, motion carried. LETTERS AND REQUESTS Request from James Byron, of Trinidad and Tobago Internationals, to rent John P. Murzyn Hall on December 31, 2006 for a concert. Windschitl reminded the commission that holidays have just recently been allowed for a rental, last year December 31, 2006 was rented for a wedding reception. Any request to rent New Year’s Eve has always been brought to the commission for approval. Byron stated that a local Minneapolis band would be featured for this “eat, drink and be merry evening.” Evans stated that finding staff is the first concern. Windschitl replied that he would find staff if the commission approved the request. He informed Byron that the CH Lion’s Club would be required for bartending services since they would be charging admission at the door. Byron replied that he had spoke with the Lion’s Club at their meeting the previous evening and they agreed to handle the bar service. Peterson asked how many people were expected. Byron replied around 200. Hoium asked how late the event would last. Byron replied that the event would end at the required time. Windschitl asked if there would be extra security from the renter. Byron replied that they have supplied extra security at other events and there would be extra security for this event as well. Windschitl stated that the Lion’s Bar would close no later than 12:30 a.m. by city ordinance and that there would be a $60 per every half-hour after 1:00 a.m. Hoium stated that previous event of this type have had proper security. Windschitl replied that past problems have occurred with clean up and selling large quantities of liquor at last call. Motion by Payne to allow the rental of John P. Murzyn Hall on December 31, 2006 if staff is available, second by Hoium. All ayes, motion carried. Stroik asked if the required damage deposit covers extra clean up. Windschitl replied that majority of the time the damage deposit covers all extra charges; staff reports, time cards and conversations with staff are used to determine if additional charges should be applied. For most of these types of events there have been good results. He is planning on talking with the Lion’s Club regarding the amount of liquor sold at last call. The hall policy is that no liquor containers are allowed in the seating areas, all liquor needs to be Park & Recreation Commission November 21, 2006 2 poured into a glass. Evans asked if bars could be regulated for 2008 and if more than one CSO could be used for New Year’s Eve. Windschitl replied that CSO’s have been short staffed and he would be working with Captain Roddy about the CSO’s being more proactive and conducting more walks throughout the building. OLD BUSINESS None at this time. NEW BUSINESS Evans pointed out that there should only be one discount given at a time. For example a Columbia Heights would only receive the one discount of 25% regardless of how long their event is, and not an additional 25% discount for an event that is 4 hours or less. Windschitl proposed approximately a 5% increase in rental rates for 2008, due to the high demand of John P. Murzyn Hall. Revenue levels have rose in the last few years, however we do not make a profit on the building. The damage deposit will increase to $350.00 to cover extra costs of linens, security and premix usages. This could impact renters who pay with cash. Payne suggested that a $500.00 damage deposit would not be too much to ask. Other commission members agreed. Payne asked if the damage deposit was refundable. Windschitl replied yes. Hoium stated that if renters had $500.00 that might be coming back to them they would clean better. Windschitl stated that one other option would be to require a credit card number for the damage deposit. The cost for Premix will be $26.00 because he is looking into use the Bag-In-A-Box system instead of the canisters currently used. The current rate for Premix is $25 per canister and that is almost our cost. The custodial charge will be $25 per hour for extra clean up beyond what we provide. Linen prices will be $6.50 per linen. Windschitl stated that the two biggest draws to Murzyn Hall are bringing in their own food or caterer and also having an open bar. Evans asked if there should be three separate motions for the increases, especially the damage deposit amount. Hoium stated that $350.00 should be fine if renters are not exceeding it. Windschitl replied that $250 has been enough in the past for majority of renters. Also with raising the deposits for the CSO and Damage there will be more money to work with for extra charges. McDonald asked how the bar would be run if every renter was required to use the CH Lion’s Club. Windschitl replied that he would not want to require every renter to use the Lion’s Club because some renters do not have that many guests which would not be profitable for the Lion’s Club and not every event serves hard liquor, especially an anniversary or graduation party. Hoium replied that the Lion’s Club members do not mind working, but would like to make a little money when they do work. Evans stated that she feels the number of guests should be reduced when requiring the Lion’s Club to work the bar. Motion by McDonald to adopt the proposed 2008 JPM rates with corrected changes to the 2007/2008 price list, second by Stroik. All ayes, motion carried. Park & Recreation Commission November 21, 2006 3 REPORTS RECREATION DIRECTOR Windschitl reported that the Recreation Department has been running youth programs st under the 21 Century Grant and that will end in July of 2007. The Department is currently working with the CH School District to apply for future funding. The ball field lights have been installed at Prestemon Park to which the electrical components are being hooked up and should be completed in the next few weeks. Training will need to be taken in order to work the lighting system. PUBLIC WORKS DIRECTOR/CITY ENGINEER Hansen reported that during the regular October Park and Recreation meeting a motion was approved recommending to the City Council to add $30,000 to the 2007 budget for improvements at Silver Lake Beach shelter and picnic area. Payne asked if there if money in the budget for park maintenance. Hansen replied that regular park maintenance is covered under the annual Public Works Budget. Major repairs costing $10,000 or more are considered Capital Expenditures and are identified separately and approved through the Capital Improvements section of the Public Works budget; they are not covered under the regular maintenance. COMMISSION MEMBERS Stroik commented that Central Avenue looks great with all of the holiday decorations. Huset Parkway also looks very nice with the new street lights. ADJOURNMENT - Eileen Evans adjourned the meeting at 7:50 p.m. _______________________________ Deanna Saefke Recreation Clerk Typist II