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HomeMy WebLinkAbout2023-6-20 FOC Meeting Minutes (02) HERO TRAINING CENTER 6/20/2023 FACILITY OPERATIONS COMMITTEE 10125 85TH STREET SOUTH COTTAGE GROVE, MINNESOTA 55016 REGULAR MEETING – 2:00 P.M. (In-person or TEAMS) 1. CALL TO ORDER Called to order by Committee chair Pete Koerner at 14:05 hours 2. ROLL CALL Committee members present: Clint Gridley (Woodbury), Pete Koerner (Cottage Grove), Jason Posel (Woodbury), Jennifer Levitt (Cottage Grove), Brenda Malinowski (Cottage Grove). Others present: Dan Anselment (HERO Manager), Greg Rinzel (Cottage Grove), Tom Ehrenberg (Woodbury) and Bri Zeterlu (HERO Admin Training Coordinator) 3. PRESENTATIONS A. HERO Center updates – Dan Anselment Anselment advised that in April the flashing blew off the roof over the 12-lane range. When the flashing came off it presented a more concerning issue with the roof liner lifting off the roof deck. Testing revealed moisture was found in the concrete that attaches to the membrane. Three companies (RJM, SGO and Carlisle) have been contacted concerning who should be responsible for the damage yet all three companies are denying responsibility. HERO was informed that an accelerant was used during the curing process of the concrete and that may have caused an issue. Gridley inquired if HERO was still in the problem identification process or if HERO was looking for a solution to the problem at this time? Anselment stated that HERO was still in the problem identification process and wanted to make the FOC committee aware of the issues. Gridley asked if there was an estimate for the damage at this time? Anselment stated that there was not a true estimate however, it would most likely be in the six figures. Levitt informed the committee that the insurance claim that HERO had made with the League of Minnesota was denied. Levitt then instructed Anselment to contact RJM and request their diary concerning the weather reports prior to the installation of the concrete. Anselment then addressed the issue of the deuteriation of the decorative rocks located around HERO. Anselment advised that several of the decorative rocks are cracking and that he had attempted contact with Great Northern Landscape who had done the installation and was advised that the rocks were no longer under warranty. Anselment inquired with the company further and they have not responded to additional requests. When the rocks were initially being installed there was a debate concerning the proper way to face the rocks and it was mentioned that if they were not facing the proper direction then they would crack. Gridley inquired as to how much the decorative rocks cost? Anselment stated that he would try to locate the cost of the rocks from the construction bids. Yet, if no one takes responsibility for the damaged rocks that they may have to be removed in the future as they will continue to deteriorate. Gridley stated that a complaint to the better business bureau may have to be made to establish a record for a potential future claim against Great Northern Landscape. May also want to have the city attorney draft a letter to Great Northern Landscape advising that action needs to be taken concerning the damaged rocks. Levitt inquired about the thoughts from the Landscape Architect who was on the HERO project. Anselment informed Levitt that the Landscape Architect was shocked by the damage to the rocks. Anselment then advised the FOC committee that there was a significant leak to the large window in the office area. Anselment stated that the peel and stick flashing that was utilized on the window was faulty and not under warranty. It took two separate companies to complete the repair task with a total cost of $3,700.00. Anselment stated that HERO recently upgraded its lead mitigation efforts by removing a large collection box from the loading dock and replacing it with 55-gallon covered drums with locking lids. Anselment informed the FOC committee that the cleaning company had damaged the cement floors in the lobby by dripping toilet bowl cleaner onto the cement. When the cleaning company was informed of the damage, they then tried to place a lacquer or sealant to cover the stained areas which cause a glossy raised area in the floors. The cleaning company had to make a claim with their insurance company to have the floors professionally repaired for the cost of $4,300.00. Anselment stated that Twin Cities LIVE came out and filmed at the HERO center which featured both Cottage Grove and Woodbury Police Officers. Anselment advised that there is concern that Inveris (formerly Meggitt) the company that installed the carriers in the ranges may go out of business. If the company were to go out of business the range carrier system would be useless with no parts and software support. Anselment spoke with another supplier of range carriers, Action Target, who provided an estimate of $320,800.00 to replace all the carrier systems on both ranges if a range conversion was needed. Levitt asked if it were possible to purchase additional motherboards prior to Inveris going out of business? Anselment stated that Inveris had a supply shortage yet, he could investigate ordering a few motherboards. Anselment informed the committee that come August, HERO should see an increase in reservations as this is what has occurred in the last few years based on our historical operation data. HERO’s largest decline has been in course registrations with several courses being canceled. HERO has spoken with several large teaching groups who stated that they too are having a difficult time with course registrations and filling classes. Anselment advises that there have been four new agency additions to HERO in 2023: US Marshalls, Prior Lake Police, Edina SWAT and FBI SWAT. 4. CONSENT AGENDA A. HERO FOC Meeting Minutes – February 21, 2023 Staff Recommendation: Approve the Meeting Minutes from February 21, 2023, regular meeting. Motion to approve FOC meeting minutes for February 21, 2023, Motion by Gridley, 2nd by Levitt. Motion carried 5-0. B. HERO FOC Special Meeting Minutes – June 6, 2023 Staff Recommendation: Approve the Special Meeting Minutes from June 6, 2023 C. HERO Financial Statements Recommendation: Receive Information 5. APPROVE DISBURSEMENTS A. Approve payments from 2/17/2023 to 6/14/2023 in the amount of $146,732.69 Motion to approve payments from 2/17/23 to 6/14/23, Motion by Levitt, 2nd by Malinowski. Motion carried 5-0. 6. REGULAR AGENDA A. 2023 Strategic Planning Session Proposal Recommendation: Review the proposal from Ethical Leaders in Action and vote. Anselment stated that he and Gridley spoke with Ethical Leaders in Action and the total cost would be $8,500.00. Anselment advised that HERO did not budget for this for 2023 so the funds would need to come from another budgeted line item. Motion to approve Ethical Leaders in Action proposal, Motion by Gridley, 2nd by Levitt. Motion carried 5-0. B. HERO 2024 Annual Operating Budget Proposal Recommendation: Accept and approve the HERO 2024 Annual Operating Budget Proposal. Gridley inquired if HERO has a FUND balance. Anselment stated not currently because those funds were used to cover last year’s slight deficit. Malinowski advised that there had been funds carried over from the 2021-2022 year yet, they have all been used. Anselment advised that we have seen a 10% increase to all HERO reservations compared to this time last year. Anselment continued to state that after reviewing the historical data that HERO is likely capable of taking on another tier 2 member. Anselment has reached out to Dakota County concerning this and will check with additional agencies to see if any interest. Gridley inquired if Dakota County was too large and if HERO would be taking on too many people? Rinzel advised that Dakota County has less Deputies than Washington County as they cover less area. Gridley requested that Anselment reach out to Stillwater Police Department as it would be nice to have Washington County agencies working together. Posel stated that this is a good time to reach out to agencies as many have recently received state funds. Anselment stated that HERO Center’s largest 2024 cost increase will be due to utilities and maintenance. To offset this HERO is trying to explore of avenues of revenue such as self-defense courses for civilians weekly and exploring more civilian courses to broaden our reach. Gridley, while reviewing the budget proposal requested that the “Partner Revenue” be relocated to the bottom and labeled as “Administrative Operating Fees”. Moving this from the expected revenue line will make it more accurate as it may not have to be paid. Gridley then asked if Cottage Grove will be budgeting for the 2024 deficit from their city funds? Levitt stated yes, Cottage Grove will be. Levitt then asked if HERO Center has a vehicle? Anselment advised yes, HERO has a fleet SUV. Moshier and Anselment agreed upon HERO not paying a fleet fee. Anselment informed the committee that for the 2024 Capital Outlay, HERO is looking to purchase a refurbished forklift. HERO often needs one for unloading shipments from the loading dock and it is often difficult to make arrangements with public works due to them only having one forklift. Gridley asked if there was anything missing from HERO that was not mentioned in the budget proposal. Anselment stated that a wall in pre-training was needed as the space is often used as a classroom. Due to pre-training being located between the mats room, simulator and RBT indoor those who are using the space are often interrupted. Gridley stated that instead of budgeting for a forklift and other items why not instead establish a consistent income for capital improvements below the operating budget line items. This would prevent all the monetary ups and downs that are being observed each year. Levitt confirmed that this would be an appropriate budget plan stating that this would allow for HERO to know what number it would be working with annually. Gridley asked if HERO was able to obtain all the part-time staff necessary to operate on the weekends. Anselment confirmed that HERO has enough part time staff and that all staff members are pleased with how things are operating. Malinowski advised that they could bill each of the cities and have the money remain in a FUND balance. Gridley asked if they could split it 75% / 25% and then true-up? Levitt stated yes to this. Motion to approve addition of capital money plan, Motion by Levitt, 2nd by Gridley. Motion carried 5-0. 7. ADJOURNMENT Motion to adjourn by Levitt at 15:07 hours, 2nd by Posel. Motion carried 5 to 0.