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HomeMy WebLinkAbout2006 Centre Advisory Board OFE(cs "4 City of Elgin Mayor Ed Schock )4',IrLUF0' Council Members Juan Figueroa Robert Gilliam David J.Kaptain Brenda Rodgers The Centre Advisory Board Meeting Thomas K. Sandor John Walters Thursday, January 12, 2006 6:00 p.m. City Manager Olufemi Folarin The Centre Pioneer Room AGENDA I. Call to Order II. Minutes of the November 10, 2005 Meeting III. Citizens Forum (items not on agenda) IV. Old Business: A. Member Survey - Vlad Drobny B. Membership Report C. Comment Cards Log D. Maintenance Log E. Other V. New Business: A. Staff Introduction - Sue Burton, Centre Facility Supervisor B. 2006 Meeting Schedule C. Other Attachments: Minutes of November 10, 2005 Meeting rF:\Recreation\Centre Advisory Board\2006 Meetings\January 12,2006 meeting agenda.doc 150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6100• Fax 847/931-5610•TDD 847/931-5616 C. www.cityofelgin.org Printed on recycled paper 0OFEt.0 c/ � § City of Elgin Mayor �%� � _ y Ed Schock (*ITL„tx` Council Members Juan Figueroa Robert Gilliam David J.Kaptain Brenda Rodgers The Centre Advisory Board Meeting Minutes Thomas K.Sandal- January 12, 2006 John Walters 6:00 P.M. City Manager The Centre, Pioneer Room Olufemi Folarin PRESENT: Board: Phyllis Folarin, Scott Palmer, Marlen Perez, Marlene Shales, Lee Turek Non-voting: Juan Figueroa, Teena Mackey, Sue Barton, and Vlad Drobny ABSENT: Board: Kurt Kojzarek, Bryan Kruskol I. Call to Order: Chairman Scott Palmer called the meeting to order at 6:05 P.M. H. Citizens Forum: Citizens were not in attendance. III. Minutes of the November 10, 2005 Meeting: The minutes of the November meeting were presented. Marlen made the motion for approval, Lee seconded, and the minutes were approved as written. IV. Old Business A. Member Survey: Vlad led the discussion after giving out nine proposed questions that would be rated on a scale of 1-5. Additional items suggested included a space for suggestions or comments. It was also suggested that the pool and other areas have questions and not limit the questionnaire to the fitness centers. The method of giving out the questionnaire was also discussed; random selection; give to everyone coming in; send to everyone; designate one week to do it at The Centre and reward everyone who completes a questionnaire with a small token or an apple, etc. It was suggested that the instrument be designed in such a way that it could be used as an evaluation tool and a goal-setting tool in the coming years. B. Membership Report: There was no membership report - but a brief report on Centre special activities (City Skate, Adventure Island, Centre Fitness, Centre Walking track) was given out. We are seeing an increase in both memberships and usage. Elgin residents were issued 1800 Track passes, which were started in October, 2005, plus a little money($690) was generated from nonresidents using the track. C. Comment Card Log: The cards were mostly related to the Women's fitness center and the desire to lengthen the hours of operation there. Other comments include the need for equity with the other fitness room. Men need shaving friendly faucets in the locker room. The staff will look into both these matters. F:ARecreation\Centre Advisory Board\2006 Meetings\1_12_06 Center Adv Bd Minutes.doc Page 1 150 Dexter Court• Elgin, IL 60120-5555• Phone 847/931-6100• Fax 847/931-5610•TDD 847/931-5616 •• www.cityofelgin.org +� Printed on recycled paper 1116. D. Maintenance Log: The Log, from July 2005 to January 2006 was filled with tasks that must be completed by now. We do not yet have a maintenance person on our staff as had been promised last year. Juan said he would look into this matter. E. Other: • The upstairs locker rooms should not be used by day members. Daily pass people should use downstairs lockers and should not get full rights of full members. • The need to be 18 and over to get a key has been abused - the new cads will show the age when scanned. • The noise from dropped weights is still bad. Larger signs will be put up and the staff is asked to speak to droppers but the real solution probably is to move them to a downstairs location. • New wristbands with more colors and combinations available will go a long way toward identifying who paid and what they paid for, especially among teens. • Paper guest passes, which were often bogus copies, are not being used anymore - this info is now in the computer. V. New Business: A. Staff Report: Sue Barton, Centre Facility Supervisor, was introduced. She discussed her duties at the Centre and stated that Friday and Saturday bookings in the Heritage Ballroom are going well. Organizations that have used the facilities in the past are being contacted. The room will hold up to 300 for a sit-down dinner; however, some groups also need room for auction tables, dancing, etc. B. 2006 Meeting Schedule: The new every other month meeting schedule was reviewed. The next meeting is March 9, 2006. C. Other: Please see Old Business, Item E. for a rundown of"other"comments. VI. Adjournment: Scott motioned to adjourn the meeting, Lee seconded. All agree. Meeting adjourned at 7:45 P.M. Next meeting: March 9, 2005 Respectfully submitted, 77/ -w¢ �p i Atts4', Marlene E. Shales, Recording Secretary Approved: ' f 9/06, • ch. F:\Recreation\Centre Advisory Board\2006 Meetings\1_12_06 Center Adv Bd Minutes.doc Page 2 OF ftc oG '1"o City of Elgin Mayor `�►��� Ed Schock ".'u too Council Members Juan Figueroa Robert Gilliam David J. Kaptain The Centre Advisory Board Brenda Rodgers AGENDA Thomas K. Sandor Thursday, March 9, 2006 John Walters City Manager 6:00 p.m. Olufemi Folarin The Centre—(West Conference Room) 100 Symphony Way Elgin, IL 60120 I. Call to Order II. Minutes of the January 12, 2006 Meeting III. Citizens Forum (Items not on the Agenda) eft IV. New Management Structure V. Old Business A. Membership Report B. Comment Card Log C. Maintenance Report(verbal) D. Health/Fitness Report (verbal) E. Other VI. New Business A. Customer Service Update VII. Adjournment 150 Dexter Court• Elgin, IL 60120-5555• Phone 847/931-6100• Fax 847/931-5610•TDD 847/931-5616 www.cityofelgin.org Printed on recycled paper ^ + p City of Elgin Mayor Ed Schock ��� �•' \III ^. °41'4TE'D e Council Members .......... Juan Figueroa Robert Gilliam David J. Kaptain The Centre Advisory Board Meeting Minutes Thomas Rodgers Y g Thomas K. Sandor March 9, 2006 John Walters 6:00 P.M. City Manager The Centre, Pioneer Room Olufemi Folarin PRESENT: Board: Phyllis Folarin, Scott Palmer, Marlen Perez, Marlene Shales, Lee Turek Non-voting: Juan Figueroa, Randy Reopelle, Wayne Carlstedt, Amy Knorek, and Vlad Drobny ABSENT: Board: Kurt Kojzarek I. Call to Order: Chairman Scott Palmer called the meeting to order at 6:05 P.M. II. Citizens Forum: Citizen Mark Leith attended to communicate he and his family's attendance in programs at The Centre and their enjoyment of the program offerings. He requested that staff/board members be observant in the daily operations in the facility for methods of improvement and an increase in the facility's image. Mark also spoke of the need to market the facility to areas outside of Elgin and to advance the levels of programming offered to the community. III. Minutes of the January 12, 2006 Meeting: The minutes of the January meeting were presented. Marlene made the motion for approval, Marlen seconded, and the minutes were approved as written. IV. New Management Structure: Randy Reopelle introduced Wayne Carlstedt, Operations Manager and Amy Knorek, Customer Service Manager and explained the new management structure at The Centre. Wayne stated he feels his greatest challenge ahead is managing the custodial staff of which he was going to begin to manage on April 10, 2006. Amy felt her greatest challenge was to manage the Main Courtesy Desk and create positive experiences for our customers within the facility. V. Old Business A. Membership Report: A new format to the Membership Report was introduced which staff felt was easier to read and follow and that showed comparisons from this year to last. Staff stated that increases in revenues due to the restructuring of membership packages will begin to show around November 2006 due to many customers who took advantage of grandfathering into their old rate for an additional year. Board members asked to see the breakdown of three month memberships and totals on future reports. F:\Recreation\Centre Advisory Board\2006 Meetings\3-9-06 Centre Adv Bd Minutes.doc Page 1 150 Dexter Court• Elgin, IL 60120-5555 • Phone 847/931-6100 • Fax 847/931-5610•TDD 847/931-5616 www.cityofelgin.org ® Printed on recycled paper a .. B. Comment Card Log: Wayne and Amy created a new document for tracking of the comment cards at The Centre. The log shows the card info as well as the response of staff. Staff is now following up individually with each customer who turns in a comment card with a response/solution/explanation to their request. D. Maintenance Report: Wayne will be holding standing weekly meetings with the Maintenance Crew Leaders to increase accountability with the staff. Meeting will include reviewing comment cards,weekly events, set up requests, and action points on items to resolve. E. Health/Fitness Report: Vlad led the discussion regarding Centrecise, Track and Spinning improvements. Scott Palmer requested to market Centrecise more, including the expanded hours, posting signs in locker rooms. Vlad stated that group fitness classes were experiencing record high attendance averaging 700/week in approximately 46 classes/week. The track has seen a 15% increase in member use and attendance of approximately 460 per day. 3000 track passes have been issued in January. Staff decided to include track use as a bonus/plus to the Senior Center membership. This will allow non-resident seniors to use the track with the purchase of their yearly Senior Center membership at $24/year. Vlad discussed upcoming special events in the Fitness Area: Triathlon, Body Composition Contest and a Family Fitness Fair centering on the Get Off the Couch Elgin Fitness Campaign. Security Plan Update for Fitness Center: • Ages of members now show on computer screen. Staff can see age immediately when at desk(seamless to the customer)before issuing a locker room key. • Turnstile installation was discussed at Fitness Center entrance. Board members had many questions on the turnstile and voiced concerns that this would"punish the many for a few troublemakers." • Alarm on Free Weight Gate was discussed. • A locker key system was explained by Vlad. • Scott Palmer suggested the possibility of a different color membership card to those under 18 years of age. • Lee Turek discussed his frustration with the under 18 issue in the locker rooms. • It was requested that the Building Supervisor/Officer walk through the Fitness Center once per hour to show presence in the facility. V. New Business: A. Customer Service Update: Amy Knorek led the discussion and explained the Customer Service Specialist to the board. She informed them of the on-going staff trainings with the Main Courtesy Desk on a monthly basis. Randy Reopelle discussed the Knock Your Socks Off Customer Service Training that will be offered rik in April for all staff in the Parks and Recreation Department. F:\Recreation\Centre Advisory Board\2006 Meetings\3-9-06 Centre Adv Bd Minutes.doc Page 2 (.14 B. Other Comments: • A request for more seating in the 2nd floor area outside of elevators for dance program parents/siblings. • Parking deck new sign indicating"FULL/OPEN"was questioned as members felt it was not working properly. Randy stated that the police department is still working on correcting the sign. • Centrecise: 1) A request for correlating cards with machine instructions in Centrecise was discussed. 2) A request for a spinning bike to be placed in Centrecise to give instruction on proper use prior to classes. Vlad stated that a bike could be wheeled into Centrecise when spinning classes are not in session. 3) Discussion regarding a request for a Centrecise advertisement in Fox Valley Women publication. VI. Adjournment: Lee motioned to adjourn the meeting, Marlene seconded. All agreed; motion carried. Meeting adjourned at 7:50 P.M. Next meeting: May 11, 2006 Respectfully submitted, ribs Amy Knorek, ',a ordin: Sec - Approved: / iiLd r 06, F:\Recreation\Centre Advisory Board\2006 Meetings\3-9-06 Centre Adv Bd Minutes.doc Page 3 `'�,�OF 1" City of Elgin - it ' � `, Mayor i ! p, Ed Schock ''r,iri n xy` Council Members Juan Figueroa Robert Gilliam David J. Kaptain Brenda Rodgers The Centre Advisory Board Meeting Thomas K. Sandor John Walters Thursday, May 11, 2006 City Manager 6:00 p.m. Olufemi Folarin The Centre West Conference Room • 100 Symphony Way AGENDA I. Call to Order II. Minutes of the March 9, 2006, Meeting III. Citizens Forum (items not on agenda) IV. Old Business: A. Membership Report B. Comment Cards Log C. Maintenance Update (Verbal) D. Other V. New Business: A. New Advisory Board Member/Ordinance Changes B. Customer Service Update C. Centre Staff Quarterly Training Update D. New Centre Signage E. Other Attachments: Minutes of March 9, 2006 Meeting F:\Recreation\Centre Advisory Board\2006 Meetings\5-11-06 Centre Adv Bd Agenda.doc 150 Dexter Court• Elgin, IL 60120-5555• Phone 847/931-6100• Fax 847/931-5610•TDD 847/931-5616 www.cityofelgin.org Printed on recycled paper THE ENTRE, OF E L G I N The Centre.Advisory Board Meeting Minutes • May 11, 2006 6:00 P.M. The Centre, Pioneer Room PRESENT: Board: Marlen Perez, Marlene Shales, Lee Turek Non-voting: Juan Figueroa, Randy Reopelle, Wayne Carlstedt, Amy Knorek ABSENT: Board: Kurt Kojzarek, Scott Palmer I. Call to Order: Lee Turek called the meeting to order at 6:13 P.M. II. Citizens Forum: None Present _III. Minutes of the March 9, 2006 Meeting: The minutes of the March meeting were . presented. The March minutes are approved with the following edit to document the motion to adjourn: Lee motioned to adjourn the meeting, Marlene seconded. IV. Old Business A. Membership Report: Randy led discussion about our Centre Visits. First quarter of operations there were 310,544 visitors conservatively passing through the doors of The Centre averaging 103,515 on a monthly basis. Lee hoped these positive attributes would be publicized over negatives. Randy continued to explain that many other areas of Parks and Recreation (Hemmens, Special Events) are all'subsidized at higher rates than The Centre. Lee questioned the non-resident track fees being added after originally the track was a free amenity for the public. B. Comment Card Log: Cards logged weekly, staff returns calls. Cards are also shared weekly with custodial staff. Lee requested the idea to supply toiletry items such as q-tips, lotion, mouthwash, aftershave, etc. in fitness center lockerrooms. Wayne explained that we did not want to pass these costs along in membership fees. Lee continued that this would set this_facility apart. It was suggested that Vlad survey members.as to what items they would like to see supplied in lockerrooms, if any. D. Maintenance Update: Wayne led discussion on project updates: carpet installation in lockerrooms, epoxy flooring in Adventure Island. During pool close down, members extended opportunity to use outdoor pools. Security cameras installed within a month at ballroom, hallways, money handling locations. Custodial changes: overtime cut back since management change on April 10th. New paper products purchased for money savings. Lee questioned steam room - new control system installed and problems with members throwing water onto steam controls. Wayne Page 1 CITY OF ELGIN • DEPARTMENT OF PARKS AND RECREATION 100 Symphony Way• Elgin,Illinois 60120•Telephone:847-531-7000• Fax:847-531-7020•www.cityofelgin.org replied that water will not affect new system however staff are adjusting to control steam blasts. Juan questioned if The Centre has yet to receive a permanent FT Maintenance Staff. Wayne explained that we share the FT staff with other departments throughout the City however spends 75% of time at The Centre. Work orders are still funneled through Bldg. Main. department. Randy replied that staff are working to combine positions to create a PPT Maintenance staff member to be assigned solely to The Centre. V. New Business: ' A. Advisory Board: Randy led discussion and thanked the board as their 2 year term has ended. Marlen Perez is the only member to remain as she began her term later than the other • members. Current ordinance will be amended to seek re-appointment for an additional year term as an option. Other amended changes will include allowing non- members who are active in programs/activities to be members of the board, however at least 1/2 of the board must be Centre Members. Monthly meetings will be amended to a minimum of one meeting every other month. Marlene questioned if members needed to be residents of Elgin. Randy will confirm. Lee commented that making changes has been frustrating. New ordinance was scheduled to be in front of council on May 24th, 2006. B. Customer Service/Marketing Report: Amy led discussion on Centre customer service and marketing efforts. Informed board members of our quarterly all staff training held in April. Training on Emergency Procedures were discussed with staff, with hands on examples taking place in individual areas (tornado, fire evacuation, etc.) New signage was installed in the Main Lobby area with directional signs for customers. The Heritage Ballroom - entrance will also have signage installed in the upcoming weeks. Track, fieldhouse, and Adventure Island also had new signage installed with rules,procedures and policies for customers. Amy went on to discuss the direct mail postcard that will go out once per quarter highlighting a membership special and program promotion. The fall postcard will give a 50%discount off of the initiation fee for new members along with for our program promotion. The marketing piece is mailed out to a 5 mile radius of The Centre to 11,384 households. Wayne discussed the Corporate and Subdivision Saturdays that will being in June. This is another marketing effort to increase memberships. Amy and Wayne introduced the preliminary ideas for our Corporate Challenge to the board which will be held in November. C. Other- • Lee asked if The Centre could begin some type of"point program" for those who use the facility on a regular basis -points earned for using machines, miles ran, etc. Prizes could be earned when you reach a goal to help keep_ interest and excitement in the daily grind workout. • Lee brought up the fact that he feels he sees a difference in the staff at the Fitness Desk as they are positive, smiling and thanking user for coming. Page 2 • • Juan questioned how long we post signage prior to a change in hours/closing etc. Staff explained that we usually post signage at least two,weeks in advance but try for one month if available. Juan asked if staff could remind at the desks of closings, new hours, etc. Staff felt this would not be a problem. • Lee asked when the next meeting would be and who would be on the board. Amy& Wayne led discussion that the ordinance states current board should continue to serve until new members are appointed. VI. .Adjournment: Lee motioned to adjourn the meeting, Juan seconded. All agreed; motion _carried. Meeting adjourned at 7:48 P.M. Next meeting: September 14, 2006 Respectfully submitted, - Amy Knorek, : -' • •in. e.re ry - Approved: .1 1 11 / io//. %/0(0 • • eik Page 3- THE CENTRE O F E L G I N • THE CENTRE ADVISORY BOARD NOTICE OF CANCELLATION OF MEETING NOTICE IS HEREBY GIVEN that the September 14, 2006, regularly scheduled meeting of The Centre Advisory Board does not have a quorum, therefore, the September meeting is cancelled. The next meeting is scheduled for November 9, 2006, at 6 p.m. DATED: August 30, 2006 eglik CITY O ELGIN By Amy •rek The Centre Advisory Board Secretary • CITY OF ELGIN • DEPARTMENT OF PARKS AND RECREATION 100 Symphony Way• Elgin,Illinois 60120 •Telephone:847-53 I-7000 • Fax:847-531-7020 • www.cityofelgin.org 4.071")V , ''' THE CENTRE OF E L G I N THE CENTRE.ADVISORY BOARD NOTICE OF MEETING Notice is hereby given that The Centre Advisory Board will hold a meeting on Thursday,October 12,2006,at 6:00'p.m.in the Pioneer Room at The Centre, 100 Symphony Way,Elgin,Illinois. The purpose of the meeting is set forth below. DATED: October 4,2006 CITY OF ELGIN THE CENTRE Amy Knorek Recording Secretary The Centre Advisory Board Meeting Thursday, October 12, 2006 6:00 p.m. The Centre Pioneer Room 100 Symphony Way AGENDA I. Call to Order II. Introduction of Board Members & Centre Staff III. Minutes of the last meeting held on May 11, 2006 IV. Citizens Forum (items not on agenda) V. Old Business: • A. Membership Report B. Comment Cards-Log C. Maintenance Update (Verbal) D. Other VI. New Business: A. 2007 Centre Advisory Board Meeting Schedule r- B. Election of Officers F C. Other Attachments: Minutes of May 11, 2006 Meeting CITY sOF ELGIN • DEPARTMENT OF PARKS- AND RECREATION 100 Symphony Way• Elgin,Illinois 60120•Telephone:847-531-7000"Fax:847-53 I-7020 •www.cityofelgin.org . THE CENTRE O F E L G I N The Centre Advisory Board Meeting Minutes October 12,2006 6:00 P.M. The Centre, Pioneer Room PRESENT: Board: Carol Gebelt, Kevin Roberts, Scott Palmer, Pamela Bertolami, _ Barbara Poole, Joli Sumoski Non-voting: Wayne Carlstedt, Amy Knorek Centre Staff: Jan Monell, Brett Lind, Irene Matula, Liz Langton, Barb Keselica, Jane Gregory, Sue Burton • ABSENT: Board: Marlen Perez, Juan Figueroa I. Call to Order: Scott Palmer called the meeting to order at 6:01 P.M. II. Citizens Forum: None present. III. Minutes of the May 11, 2006 Meeting: The minutes of the May meeting were presented. Scott made the motion for approval, Carol seconded, and the minutes were approved as written. IV. Old Business _ A. Membership Report: Wayne led discussion and presented the September Membership Report. He noted that we are at 110% of our membership goal to date for the 1st time since our opening, Joli questioned if we do any member referral promotions and noted that she will bring us contact information regarding newsletters for a few of the newer subdivisions. Wayne spoke about our Corporate/Subdivision Saturday promotion. B. Comment Card Log: The log was distributed with comments from June - October listed for review. It was explained to members how the cards are logged by an independent party, cards distributed to supervisors and phone calls made regarding issues. In the future, only the current month's log will be distributed. D. Maintenance Update: Custodial crew vs. Building-Maintenance was explained. Wayne described the maintenance log with work orders to have accountability to supervisors for jobs requested. He also explained the weekly Maintenance Meeting attended by Sue Burton, Crew Chiefs, Wayne and Amy to discuss upcoming rental set ups, schedules and overall cleanliness concerns. Page 1 CITY O,F ELGIN • DEPARTMENT OF PARKS AND RECREATION •100 Symphony Way• Elgin,Illinois 60120 •Telephone:847-531-7000 • Fax:847-531-7020 • www.cityofelgin.org Joli explained that she has issue with sinks in Womens Fitness Center locker rooms - one will work and the other does not when in use. Scott brought up the suggestion again to move toward installing one manual faucet for shaving purposes rather than the automated faucets. Wayne discussed the leaking in the Men's locker room as well as in the preschool room. Capital money would be looked into repairing these leaks • within the next year. E. Other: Scott suggested with the new board that each new member list their top concerns: Kevin Roberts: Marketing to lower income families; marketing to colleges and high schools to bring in youth for internship opportunities. Pam Bertolami: Nothing noted at this time. Carol Gebelt: - Over 50-age group: Why do we only offer the senior fit classes in the mornings - want evenings and Saturday offerings. - Three-hour parking limit in garage: Suggested possible permit to Centre participants that would extend the 3-hour limit. Barbara Poole: - Way too happy here, loves The Centre, great instructors (Senior Fit), great, classes, and very pleased with everything. - However more equipment is needed for class participants. Joli Sumoski: - More marketing to new subdivisions. - Extremely happy with babysitting, especially Tanya Carver and staff. Discussions with friends who go to Lifetime - they all have many issues with the babysitting rooms at other facilities. With the excellent care at The Centre facility, the transition to other classes/preschool has been excellent. - Disheartened to hear of the-raises that.were taken away from staff - Discussed the fact that an employee wanted to teach a class and was told that it - was a conflict of interest. Communicated concerns about the parking garage - speeders, etc. ' Scott Palmer: , - Vending machines: With the concern regarding obese children and society,why can't The Centre set an example, bite the bullet on the money issue, and put healthy food in our vending machines? - Preschool: Why was there a waiting list and why weren't more classes added? - Western expansion: Is there a strategy to get new residents that are moving into all the new subdivisions to The Centre and downtown? • Page 2 r . , V. New Business: l A. Advisory Board: The 2007 Advisory Board Meeting Schedule was reviewed. Staff explained monthly meetings are scheduled with the exception of August and December. Staff discussed the two elected positions, Chair and Recording Secretary, and the duties with each - position. The positions will be elected at the November 9 meeting. B. Customer Service/Marketing Report: Amy led discussion on Centre customer service and marketing efforts, informing board members of the recent Customer Service Week activities. Stress balls were passed out to all in attendance. Board members were thanked for going "Above and Beyond" in their commitment to The Centre. Staff discussed the planning for 'Member Appreciation Day to be held Wednesday, December 20. Staff explained the events being planned as well as the drawing that,will be held for a trip to Cancun, Mexico. The board recommended that no Centre employee be eligible to win the trip as it would be a conflict of interest. C. Other Kevin inquired what type of marketing effort has been explored to regain members who have quit since the opening. He also questioned when online registration would begin. Staff explained that Liz and membership staff have mailed out "We miss you" cards in the past. Would explore beginning the mailing again. Online registration will begin with the new recreation software package which will most likely be installed by spring 2007. VI. Adjournment: Scott motioned to adjourn the meeting. Carol seconded. All agreed; motion carried. Meeting adjourned at 7:28 P.M. Next meeting: November 9, 2006 Ri•-ct ul s mitt;s i / / 4 • y Knox.; , Recording Secretary . Approved: 04(0 . (date) r Page 3 THE CENTRE, OF E L G I N The Centre Advisory Board Meeting Thursday, November 9, 2006 6:00 p.m. The Centre Pioneer Room 100 Symphony Way AGENDA I. Call to Order II. Election of Officers III. Minutes of the last meeting held on October 12, 2006 IV. Citizens Forum (items not on agenda) V. Old Business: A. Membership Report B. Comment Cards Log C. - Maintenance Update (Verbal) , D. Other VI. New Business: A. Marketing/Customer Service Update B. Other Attachments: Minutes of October 12, 2006 Meeting CITY OF ELGIN • DEPARTMENT OF PARKS AND RECREATION 100 Symphony Way• Elgin,Illinois 60120 •Telephone:847-531-7000 • Fax:847-531-7020 • www.cityofelgin.org )700P . 471) THE CENTRE Biammaugo -The Centre Advisory Board Meeting Minutes November 9, 2006 6:00 P.M. The Centre, Celebration Room PRESENT: Board: - Carol Gebelt, Marlen Perez, Barbara Poole, Kevin Roberts, Joli Sumoski Staff: Randy Reopelle, Wayne Carlstedt, Amy Knorek, Vlad Drobny ABSENT: Board: Pamela Bertolami, Scott Palmer • Ex-Officio: Juan Figueroa I. Call to Order: Randy called,the meeting to order at 6:16 P.M. Randy introduced himself to the new board and thanked the members for their commitment to The Centre. II. Citizens Forum: None present. III. Minutes of the October 12, 2006 Meeting: The minutes of the October meeting were presented. Marlen made the motion for approval, Barb seconded, and the minutes were approved as written. IV. Old Business A. Membership Report: Wayne led discussion and presented the October Membership Report. He stated that March was the only month this year to date that figures were down from 2005. Currently$6000 increase from 2005. Number of memberships has decreased, but revenue has increased due to new membership packages. • 'B. Comment Card Log: The log was distributed with the board packet. No comments from board on this month's log. D. Maintenance Update: Wayne updated the current projects - lower level lockerrooms showerheads replaced- waxing,buffing lobby areas Thanksgiving weekend. Board had no concerns. Randy suggested the spinning bikes needed cleaning. Page 1 CITY. OF ELGIN • DEPARTMENT OF PARKS AND RECREATION 100 Symphony W a y• Elgin,Illinois.60I 20 •Telephone:847-531-7000 • Fax:847-531-7020 •www.cityofelgin.org f V. New Business: • A. Election of Officers: Randy led the election process. Carol nominated Kevin Roberts for chair,Barb 2nd. Carol motioned to close the election,Marlen 2nd. Kevin Roberts was elected Chair of the Centre Advisory Board. Carol nominated Joli Sumoski for Recording Secretary, Marlen 2nd. Carol motioned to close the election, Marlen 2nd. Joli Sumoski was elected Recording Secretary for the Centre Advisory Board. B. Customer Service/Marketing Report: Amy led discussion on the upcoming Cancun promotion. Displayed the print ad and discussed the Member Appreciation Night to be held in December. Complete details had not been set at that time, however, staff would include the board members with an invite to the event on December 20th. Staff also discussed the Holiday Postcard that was promoting holiday business bookings for the Heritage Ballroom. Vlad discussed the Youth Scholarship Challenge. At the,date 6 teams had responded and the event will be held at The Centre. The Courier News is the co-sponsor and all proceeds will benefit the Parks and Recreation Youth Scholarship Fund. C. Other * Joli brought a copy of the newsletter for the Thornwood subdivision and suggested that the department begin advertising within the publication. * Joli questioned if staff research new trends and ideas/classes. Staff explained that they do keep up on what is being offered with other park districts/departments throughout the area. Staff attended an annual state conference and many trainings/workshops throughout the year as well where networking and ideas are a part of the event. * Kevin brought up digital marketing and if the city has ever discussed beginning this type of marketing tool. Randy described the_staff retreat that was being planned and that marketing would be a main focus. He also stated that with the new software system being researched, kiosks would be a part of the plan where customers could register for classes, check program availability, etc. at a kiosk located within our lobby area as well as have the ability to register online. * Joli questioned why the membership information for The Centre has not been listed in the last few program brochures. She, along with other board members, felt the importance of having the fees and membership options available in the brochure with the growth in the area she wanted to be certain that the new families and residents know that we offer memberships. She also stressed that the price is such a great selling point as she felt that The Centre is very reasonably priced for the amenities we offer to the community. Staff explained that with the creation of the new membership brochure that the fees were no longer included as that marketing tool was being used as a supplement. Staff said that they would include them in the next program brochure as a request of the board. Page 2 • * Joli asked about employees who are not residents of Elgin being able to use the walking track at no charge. Staff explained the current policy and said that they would look into offering this option to employees. * Joli brought up the new pool closure hours. Wayne explained that staff had researched other facilities and their pool operating hours, tracked usage during the hours that we were targeting for the closure and made the decision to close 6, hours during the week(Tuesday& Wednesday from 10 am-NOON; Monday - Thursday at 8:30 p.m.). * Amy offered to give the board members a complete tour of the facility after the meeting adjourned. VI. Adjournment: Carol motioned to adjourn the meeting. Barb seconded. All agreed; motion carried. Meeting adjourned at 7:05 P.M. Next meeting: January 11, 2007 Resp-ctfully submitt-s, y or/ , R-cordin_ Secretary Approved: 0? (d.te) • • Page 3