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HomeMy WebLinkAboutPacket - 02/15/2016 - Parks and Recreation CommitteeThe City of McHenry is dedicated to providing its citizens, businesses, and visitors with the highest quality of programs and services in a customer-oriented, efficient, and fiscally responsible manner. Parks & Recreation Committee McHenry Municipal Center 3636 S Green Street McHenry, IL 60050 February 15, 2016, 5:30 PM City Council Chambers MEETING AGENDA 1. Call to Order 2. Public Comment: Any person wishing to address the Committee will be asked to identify themselves for the record and will be asked but are not required to provide their address. Public comment may be restricted to three-minutes for each individual speaker. Order and decorum shall be maintained at public meetings. 3. Motion to approve the November 2, 2015 Meeting Report 4. Update and Tour of the McHenry Recreation Center 5. Future Meeting Topics 6. Motion to adjourn the meeting PARKS AND RECREATION COMMITTEE MEETING REPORT Monday, November 2, 2015 Alderman Conference Room, 5:30 p.m. In Attendance: Committee Members: Chairman Alderman Robert Peterson, Alderman Jeffrey Schaefer, and Alderman Santi. Absent: None. Also in Attendance: Deputy City Administrator Hobson, Recreation Center Manager Matt LaPorte, Athletic Recreation Supervisor Cindy Witt, Aquatic & Athletic Supervisor Nicole Thompson, and Deputy City Clerk Geraghty. Public in Attendance: Emily Coleman, Northwest Herald 1. Call to Order: Chairman Alderman Peterson called the meeting to order at 5:30 PM. 2. Public Input: None 3. Discussion on McHenry Recreation Center Membership Structure and General Information Chairman Alderman Peterson opened the floor to Deputy Administrator Hobson who provided an overview of the purpose for the meeting, which is to seek input from the Committee on the membership structure and general information for the Recreation Center – no formal action is requested. Recreation Manager Matt LaPorte presented the Committee with the proposed Recreation Center hours of operation and membership tier program. Mr. LaPorte reported staff’s research and work outlines a simple membership program that is inclusive and economic to achieve a self -sustaining recreation center as soon as possible. Proposed Facility Hours: Monday – Thursday 5:30 AM to 10:00 PM Friday 5:30 AM to 8:00 PM Saturday & Sunday 7:00 AM to 6:00 PM Holiday Hours: 7:00 AM to 1:00 PM on New Year’s Eve, New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve. Day after Thanksgiving: 7:00 AM to 8:00 PM Closed Easter and Christmas Day Children’s Center Hours of Operation: Ages 6 months to 8 years Monday – Thursday: 8:30 AM – 12:00 PM & 4:30 PM – 7:30 PM Friday & Saturday: 8:30 AM – 12:00 PM Closed Sundays Holiday Hours: Closed New Year’s Eve, New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, Christmas Eve, Christmas Day Day after Thanksgiving: 8:30 AM to 12:00 PM Membership Tiers/Fees Mr. LaPorte presented the membership structure, which he said was carefully considered to offer a variety of memberships to fit different lifestyles; staff kept the criteria as simple as possible. Membership Type: Monthly Rate Initiation Fee Adult (19-61) $33 $50 Additional Family Member (12 years +) $19 $20 (second member only) Senior (62+) $25 $50 Senior Couple $44 $50 (couple fee) Teen (14-18) (stand-alone membership) $25 $50 10 Punch Pass $65 NA 20 Punch Pass $120 NA Daily Pass Fee Adult $9 Senior (62+) $7 Teen (14-18) $7 Military Discount Active/Retired Military receive special monthly rate of $30 Hold Fee Memberships may be put on hold up to 90 consecutive days, one time annually. A $15 processing fee applies. Membership expiration date will extend the length of the hold period. Referral Receive a free month for each referral added to your next installment. No Limit. Referral must be from a different household with a separate address. All memberships including punch passes and daily passes include access to fitness center and general fitness programs such as yoga and aerobics classes. Discussion: Membership requirements were reviewed by the Committee. Highlights included members must be at least 12 years of age. Members under the age of 18 must have a parent/guardian sign all waivers and forms at time of pass purchase. Single, adult, teen and senior passes will be issued three guest passes annually. Alderman Schaefer asked how the proposed hours compare to other fitness centers in the community. Mr. LaPorte informed that many fitness centers are open 24 hours however they are not staff 24 -hours a day; often key cards are used to access the building. Alderman Peterson asked if child care is utilized more in the morning hours and Mr. Laporte answered yes the afternoon use is less and between 5-6PM it is busy again. He added this will also vary depending on the community and scheduling times of popular classes. At 5:45 PM, Emily Coleman representing the Northwest Herald entered the meeting. Alderman Santi noted potentially a parent might want to use the daycare services at the center at 6:00 AM before school. Mr. LaPorte said if the demand to offer daycare services at 6:00 AM is high, it could be accommodated adding it may be an option to open the daycare on Sundays however typically daycare is not utilized on Sundays. Chairman Alderman Peterson commented that the proposed schedule is generous. Alderman Santi said the schedule leaves room for adjustment if the demand is there and he thinks that is good. Alderman Schaefer asked what types of uses are included in the punch pass and daily fee. Mr. Hobson informed the Committee that punch passes and daily fee includes use of the fitness center and basic fitness classes. The Committee discussed possible marketing methods/promotions to encourage membership to the center such as waiving the initiation fee. Alderman Schaefer asked if the initiation fee was a one-time charge and Mr. LaPorte said yes, it is intended to retain customers. Alderman Santi stated the competition is offering lower monthly rates and sometimes only a $10 initiation fee. Mr. LaPorte noted Charter and Planet Fitness charge as little as $10 per mo nth however they do not offer daycare, programs, staff assistance and other amenities the McHenry Recreation Center will offer. Snap is open 24 hours and charges $35/month with no classes. In addition, these types of facilities do not update their equipment; every five to eight years they just close and move to a different location with new equipment, which is more economical for the business. Mr. Hobson stated the McHenry Recreation Center will represent the community– it is not moving - the city’s goal is to offer a one-stop location to sign up for softball leagues, fitness, recreation programs, and child care when utilizing the center. Alderman Santi asked what other municipalities are charging for fitness center memberships. Mr. LaPorte answered for single memberships, Woodstock currently charges $45/month; Lake Forest charges $30/month; and Health Bridge, which is a privately owned facility charges from $25- $50 per month; however the comparisons are not apples-to-apples as the level of services offered varies from center to center and many public fitness centers are associated with park districts. Alderman Santi and Schaefer expressed concerns that the fee structure proposed is the same for resident and non-resident memberships. They were concerned that this would generate negative feedback from residents who paid developer donation fees when they purchased their homes. Mr. Hobson stated that staff gave this point much thought and the main reason for not charging non-residents a higher membership fee is to encourage membership from surrounding communities as well as in town. The main goal of the center is to become self-sustaining. As the center is not funded through dollars, it would be beneficial to expand our service area and offer memberships at affordable rates to a larger pool than limiting participation for just city residents. Alderman Peterson suggested offering a promotion to only city residents when the center opens could be a possibility such as waiving the initiation fee. Alderman Santi said he agrees and would like to see the initiation fee waived if you join in the first 90 days. Alderman Schaefer agreed with the concept. Chairman Alderman Peterson also suggested starting off the membership tiers the same for all and possibly reviewing it in a year. Alderman Santi said he would like to see startup rate and suggested the Committee meet one more time to discuss rates. Alderman Peterson stated the Committee should not set fees for the recreation center and added he trusts staff to make those decisions. Mr. Hobson asked the Committee if they would consider offering a break for residents who join during a set period of time. Alderman Schaefer suggested a lower initiation fee for residents with no change in monthly rate. Chairman Alderman Peterson asked who would be in charge of maintaining and cleaning the center. Mr. Hobson answered cleaning will be contracted and plowing and general maintenance will be performed by parks staff. Alderman Schaefer asked if guest passes would be available for purchase. Mr. LaPorte answered yes, the daily visit fee would be charged or a punch pass could be used. Alderman Schafer asked if corporate rates would be offered. Mr. LaPorte informed the Committee staff intends to seek corporate participation in the center by offering corporate membership rates. In the Recreation Center membership brochure, a statement would be included to contact the department for information on corporate rates. The rate would be negotiable on a case by case basis. Examples would be to drop the initiation fee and/or offer a flat membership fee based on the amount of employee participation i.e., 0-25 employees or 26 – 50 employees, etc. The Committee agreed corporate memberships should be offered as a way to generate revenue for the center. Mr. Hobson informed the Committee the city may hold a “black Friday” membership special. Mr. LaPorte added promos such as no initiation fee and/or introductory pricing, and complimentary gym bag, towel, and water bottles may be offered. Alderman Schaefer asked if a city staff rate will be established. Mr. Hobson said they are looking in to it adding he wants everyone who works for the City of McHenry to be an advocate for the recreation center. Mr. Hobson added the department’s philosophy when developing all the services that will be offered to the community through the recreation center is to create a sense of community and an inviting atmosphere for all members. Mr. Hobson reported to the Committee that in November staff will be presenting a request to the full Council for authorization to purchase fitness equipment and furniture. Staff has determined it would be more economical and beneficial for the city to purchase fitness equipment instead of leasing it. In addition change orders will be brought to the Council for additional work related to the construction of the center will be presented to the full Council. He also informed the Committee that it has been determined moisture mitigation will not be required, which will save the city approximately $70,000. Alderman Schafer asked about the warranty for the fitness equipment. Mr. LaPorte said three-year parts and labor is standard. Alderman Santi asked how often the equipment would be replaced and Mr. LaPorte said every seven to 10 years. Mr. Hobson informed the Committee staff is proposing to purchase the equipment through a sole-source provider – one brand for all equipment will provide continuity throughout the facility. City Attorney David McArdle entered the meeting at 6:50 PM. Mr. Hobson reported construction is on schedule for a February 1st completion date. 4. Future Meeting Topics: None 5. Adjournment: Motion by Santi, seconded by Schaefer to adjourn the meeting at 6:52 PM. Aye: Santi, Schaefer, Peterson Nay: None. Not Voting: None Abstaining: None Absent: None. Motion carried. Reviewed and Approved: ________________________________________ Date: _____________________, 2016 Alderman Robert Peterson, Chairman