Community Center Advisory Commission

Andover YMCA Community Center Advisory Commission Meeting Minutes Monday, April 10, 2017 Andover YMCA Community Center In Attendance: Tony Peterson, Allison Boes, Frank Kellogg, Don Schmeichel, Erick Sutherland and Ted Butler (left at 7:45 pm) Absent: Tony Howard and Val Holthus Frank Kellogg called the meeting to order at 6:00 pm Agenda Approval Motion to move discussion item 3) Appoint Commission Chair and Vice Chair towards end of meeting when Mr. Tony Howard is in attendance, otherwise Agenda approved as written. Approval of Minutes Motion by Tony Peterson, Second by Ted Bulter, to approve the minutes as written. Motion carried unanimously. City Council Workshop Presentation Each year the commission meets with the council to present an update to the council on the Andover YMCA Community Center. This year’s meeting will take place on Tuesday May 23rd at 6 pm at Andover City Hall. Erick suggested that the presentation include information that has come back from the city-wide survey. In addition, Allison and Erick suggested users of the facility attend the meeting to share their stories. Users could include, those involved with the YMCA senior programs, individuals who have been impacted by the annual giving program/scholarships, as well youth who have participated in the after school youth center/YMCA Youth Thrive Award. Commission members suggested that a few power point slides are included for the presentation looking at non-prime time hours sold and taking a look at prime hours and that there is no room to grow/add more hours during the prime season. Frank suggested we look at what’s critical to the operation, over capacity, YMCA partnership, look at survey result information and include the future vision of the Andover YMCA Community Center. It was suggested to see if the city council workshop could take place here at the Andover YMCA Community Center. Allison is checking to see if the rooms would be available. Staff will create a few power point slides and send them to the commission prior to the next commission meeting scheduled for May 8th. Frank reviewed a time-line City Survey Results – Should be compiled and to council by end of April RFP Creation CIP – Will go to council for approval Oct/Nov 2017 Council should make a final decision in November if to move forward with Andover YMCA Community Center expansion and a recommendation will be made for 2018 or 2019. Andover YMCA Community Center Advisory Commission Minutes April 10, 2017 Frank asked a Allison for an update on the YMCA feasilibity study. Allison is hoping that results will be shared with board by August and that she will share the information with the commission as soon as she can. Cindy will forward Don a copy of last year’s commission presentation to the council as well as a copy of the approved city campus master plan expansion brainstorming and prioritization list. Review Final 2016 Financials Frank had thought we the advisory commission approved a 0 balance budget for 2016, however looking back at meeting minutes the original budget that was presented to the commission was $1 August 10, 2016 meeting minutes showed a $(134,549) balance, it was then that the commission asked staff to go back and see where they could trim the budget. Staff brought back another requested budget to the commission at the August 25, 2016 meeting showed a $(55,749) Requested 2016 budget, knowing that the CIP total would be around $56,000. Frank and commission commended staff and were very happy with the outcome of the 2016 budget ending at $56,140 especially keeping in mind that there were $56,000 in CIP items. Frank would like to challenge staff and take a look at the non-prime utilization in the field house and see how that could be increased. Frank acknowledged adding additional programs would require additional staffing costs but taking a look at P & L. Ted suggested looking at ideas to improve Pro Shop merchandising such as adding a product vending machine that could offer many items to facility users including mouth guards, tape, swim goggles, etc. Ted also suggested speaking with Andover Baseball and seeing if they would be interested in adding in some summer evening baseball clinics or camps that could include both indoor and outdoor field usage. Frank also suggested we could look at opportunities and collaborations with specialist such as those who specialize in eye exercise methods. Erick continued to review the 2016 budget and distributed a copy of the budget vs actual one-page document. Tony Peterson asked if there was any feedback from the council on the final 2016 budget and Erick indicated that he had not heard any response from council. Erick will follow-up with Jim. Frank asked the commission to recap the park and recreation joint meeting with the advisory commission. Commission indicated that everyone agreed to keep survey questions general and to limit 15-20 questions. There was a lot of interest from the park and recreation commission to work together with the advisory commission and it was suggested to hold joint meetings at least one time a year. Ted reiterated that the Andover YMCA Community Center and the Andover Park Commission have a lot of the same customers and that it will be more feasible to create one document for al users to collect information for indoor and outdoor space needs throughout the city. As well as capturing information as to where athletic organizations and groups are going elsewhere to fulfill their needs. Ted also mentioned that the park commission has received requests for outdoor pickleball courts and wondered if the community center could assist in checking out nets and equipment. Mr. Butler indicated that they would not want to Andover YMCA Community Center Advisory Commission Minutes April 10, 2017 take community staff time and that a small rental fee could apply to help cover staff costs of renting out the equipment/tracking and to set-aside monies for equipment repair/replacement costs. AHYHA Update Tony Peterson stated that the AHYHA Girls U15A won state and that the Grils U12A lost in the championship game, 3 – 2. AHYHA had an overall great season. Jeremy Coe has been elected as President of AHYHA and Tony Peterson has been appointed the Vice President of the AHYHA and stated that he is working with the board to see if he will continue being the Facilities Director or if the board will be electing someone else to represent AHYHA on the advisory commission. YMCA Update The Andover YMCA has seen 54,000 more visits than last year t this time. More than 60,000 visits occurred in January, which is an all-time record for the Andover YMCA. The annual giving campaign has raised $96,000 for 2017 and the Y gave $252,000 back to the community through scholarship and program assistance. Summer programs are at 75% of enrollment goal. Soon more than 400 youth will be here for 12 hours a day attending Y summer programs. May 6th will be camp work day where staff will visit Camp Guy Robinson and perform spring clean-up. The YMCA has partnered with the Anoka County Sheriff’s Office in offering a Kids Summer Safety Series, formerly known as Safety Camp. The safety series will be held on several Thursday afternoons for kids who are enrolled in the Y Summer Power program in grades 3 – 5. The series will include information on bullying prevention, fire, water and bike safety. The sheriff’s office is finalizing details and may open additional registration spaces for those who aren’t currently registered for the Y summer program. ACC Update Erick review the status report of events being held at the community center. More than 250 women participated in the Ladies Day Out MS Fundraising Event back in March. The organizers of the event raised more than $6,900 for the MS Society. This was their 3rd year hosting the event at the community center and they are looking to reserve at date again for 2018. Erick also noted that a new Jr B hockey team will utilizing the center for tryouts. The League of MN Cities sent out a photographer to capture a few photos of the Andover YMCA Community Center for an upcoming article they are doing on public and private partnerships. Erick will forward information onto commission once it becomes available. Commission Input Adjournment Appoint Chair Motion by Ted Butler to name Mr. Frank Kellogg as Chair of Commission, Seconded by Tony Peterson. Motion carried unanimously. Andover YMCA Community Center Advisory Commission Minutes April 10, 2017 Motion by Frank Kellogg to name Mr. Ted Butler Vice-Chair of Commission, seconded by Tony Peterson. Motion carried unanimously. Submitted by, Cindy Ramseier