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HomeMy WebLinkAbout2020-02-18 FOC Meeting Minutes HERO TRAINING CENTER 2/18/2020 FACILITY OPERATIONS COMMITTEE MINUTES 10125 85TH STREET SOUTH COTTAGE GROVE, MINNESOTA 55016 REGULAR MEETING – 2:00 P.M. 1. CALL TO ORDER: Meeting called to order by Gorall at 2:03 p.m. 2. ROLL CALL: Committee members present: Chairperson Angela Gorall (Woodbury), Jennifer Levitt (Cottage Grove), Tim Johnson (Woodbury), Robin Roland (Cottage Grove), Lee Vague (Woodbury), Pete Koerner (Cottage Grove). Also present: Dan Anselment HERO Public Safety Training Manager, Greg Rinzel, and Kris Mienert. 3. PRESENTATIONS: None 4. CONSENT AGENDA: None 5. APPROVE DISBURSEMENTS A. Approve payment from 1/22/2020 to 2/19/2020 in the amount of $45,433.90. B. Review of Aging Report as 1/1/2020 to 2/13/2020. C. Review Summary Receipt Report 1/1/2020 to 2/13/2020. For agenda item 5A, the floor scrubbers were discussed as to what fiscal year they should be in, noting the item should be re-coded to 2020 ($27,130.74) if not received in 2019. It was verified that the items were received in 2019 and are accurately coded. Two other invoices were reviewed if coding was accurate (Werner electric charge and a mileage reimbursement). As revised, the new total for item 5A is $45,369.91. Motion by Johnson/Koerner to approve disbursements as presented subject to the revisions as discussed, in the new amount of $45,369.91. Motion carried 6 to 0. A more summary level of revenues will be provided moving forward for the committee. The group discussed how the current budget is shown as exceeding the allowable 2019 budget. It was confirmed that the total year end 12/31/19 expenses are confirmed at $155,681.38. 2 6. DISCUSSION ITEMS A. HERO Financial Policy Review/Approval. Changes were highlighted yellow for the committees review in the packet. The committee reviewed the final version of the policy. Johnson reviewed page four regarding unbudgeted expenditures approval when above the fund level. Committee members discussed the process for unbudgeted purchases and the requirement that unbudgeted register items still cannot exceed the fund total without approval. Those actions require a separate review and approval process. The committee discussed preferred methods. The committee agreed that even if revenues are exceeding expectations, this is not authorization to exceed the fund total expenditures without necessary authorization. The committee agree to add the following sentence to the policy: “A budget amendment must be approved before exceeding the total fund level budget expenditures”. Motion by Roland/Johnson to approve the HERO Financial Policy as presented with the sentence noted to be added. Motion carried 6 to 0. B. Additional Startup Costs. Anselment provided a review and update to the committee. Floor cleaning machines alone already surpassed the 2020 supply budget, additional funds may be needed depending on revenues generated to help offset the increase in expenditures needed for startup of the facility. A free OSHA on-site consultation is to be completed soon. Anselment agreed to provide the committee a further list of needs for startup operations for the next meeting. Floor cleaning equipment cost $27,130.74 (2 scrubbers not including MATS room scrubber). Equipment was needed to maintain the range and facility floors. Because of lead contaminants equipment must be kept separate which is why two different systems were needed. The systems were thought to have been included in the construction project bids and were not factored in the original startup of the facility. Approximately an additional $25,000-$35,000 will be needed to equip HERO Center with proper hazardous waste garbage cans, hazardous waste bags, additional PPE and respirators for range cleaning, Mats room floor scrubber, pallet jack to move lead waste drums, lead waste steel drums, floor squeegees, eye protection for range, hearing protection for range, range safety officer headsets, (2) explosion proof vacuums and shelving for more range supply storage. Also need to purchase (2) Meggitt replacement kits for $10,000. A back-up explosion proof vacuum may also be needed. Anselment is currently completing all range cleaning at this time. Proposals for services for range cleaning are being secured. The committee reviewed and discussed the status of the supply budget and recent purchases. Roland will be providing a 2020 YTD budget update for the next meeting. No action taken by the committee; discussion and update only. 3 C. Hiring of Range Safety Officers and front desk (weekends). Anselment provided a review and update to the committee. He proposed the hiring of approximately (9) part-time Range Safety Officers and (1) part-time Lead Range Safety Officer to staff the shooting range on Saturdays and Sundays for the public shooting. Also proposed hiring (1) part-time receptionist to handle customers and sales on the weekends during the public shooting hours. This part-time front desk staff would also come in on weeknights when agencies need to train after- hours. We currently charge $25 per hour to agencies for training after 5 pm. Total estimated staffing costs annually is $65,923 (not including weeknight after-hours). The 2020 Operating budget had $54,001 (not including benefits) designated for range safety officers and weekend front desk staff. A spreadsheet detailing costs and the request options was distributed by Anselment. The committee reviewed and discussed the proposals and which nights and days to be considered for public shooting. Selling of ammunition and the benefits of doing so was reviewed. Anselment noted that the already posted Administrative position is in the interview phase. The committee discussed details on what still needs to be finalized before proceeding with public use and the general timeline that may be expected. Cleaning and maintenance of the facilities was reviewed and how range safety staff can assist. The committee agree that memberships are not ready to be offered at this time. Due to the timelines required for hiring, the committee was supportive of proceeding with the posting process with a final determination on number to be hired and exact hours to be determined. The committee noted its support of providing staff to assist the manager in basic operations, particularly cleaning assignments. Koerner and Rinzel left the meeting at 3:08 p.m. Motion by Vague/ Levitt to authorize the posting for part-time range safety officers, with identification that a lead safety officer will also be selected from the pool of candidates. Motion carried 5 to 0. D. Range Safety Officer Job Descriptions. The committee reviewed the provided job description and was supportive of the description as presented with changes. The committee agreed that details need to be added on expectations on cleaning the facility and wearing safety PPE that will be required as well as expectations that the position be capable of covering the front desk. The committee was supportive of having range safety officers also be cross trained on front desk operations. E. Lead Range Safety Officer Job Description. The committee reviewed the provided job description and was supportive of the description with same comments previously provided to be added. 4 Additional Open Committee Discussion/Updates Johnson requested an update on the final construction costs. Levitt updated the committee on steps taken to date on liquidated damages and other outstanding issues still to be resolved with regard to construction, noting that the contingency is estimated at $0 at this point; pending the outcome on liquidated damages being received. Anselment will email the committee with further details on the contingency balance if different. The committee also discussed the status on the County agreement and provided guidance to Anselment on finalization and securing payment. The committee reviewed and discussed how best to manage use of shotguns on the range and general expectations on wear-and-tear damage to the facility versus negligent damage by users. Future Agenda Items The committee requested a future agenda item on details regarding the movable wall system and the contingency, the committee will continue to evaluate when/if authorization for this purchase can be made. Gorall noted the next meeting is scheduled for March 17. 7. ADJOURNMENT: Motion by Vague/Roland to adjourn at 3:42 p.m. Motion carried 5 to 0.