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Home My WebLink AboutACCAC - November 17, 2014ANDOVER C6MJWAW1# Ce�fer Andover YMCA Community Center Advisory Commission Meeting Monday, November 17, 2014 6:30 pm Andover YMCA Community Center Meeting Room B Call to Order — 6:30 pm Agenda Approval 1. Approval of Minutes —October 20, 2014 Consent Items Discussion Items 2. Review Andover YMCA Community Center Advisory Commission a. By -Laws b. Future Meeting Ideas 3. Expansion Discussion a. Review Expansion Re -cap Workshop Meeting 2/25/13 b. Timeline 4. Future Meeting Schedule • December 15, 2014 —Pizza Ranch • January 2015 —No Meeting -Commission Transition • February 24, 2015 - Tentative Andover City Council Workshop/Tour Staff Report 5. YMCA 6. ACC Commission Input Adjournment 15200 Hanson Blvd. NW • Andover, MN 55304 Ph: 763 - 767 -5100 • Fx: 763 - 755 -2129 Website: www.andovermn.gov /acc • E -mail: accinfo@andovermn.gov ANDOVER/YMCA COMMUNITY CENTER ADVISORY COMMISSION BY -LAWS 1.01 ESTABLISHMENT AND PURPOSE OF THE COMMISSION There is hereby created a Community Center Advisory Commission, pursuant to authority given by Minnesota Statutes, and shall have the membership, responsibilities, and authority as set forth below. 1.02 MEMBERSHIP, APPOINTMENTS The Commission shall be composed of seven (7) members, with members being appointed by the City Council. Members of the commission shall be as follows: 1 representative from the Andover City Council; one (1) representative from the YMCA; one (1) representative from the Andover Youth Hockey Association; one (1) representative from the Andover Park Commission; one (1) representative for Andover area Businesses; and two (2) at large members who shall be residents of the City of Andover. Vacancies shall be filled for the unexpired portion of a departing member's term by action of the City Council. The Recreational Facility Manager and City Administrator will save in a staff support capacity. 1.03 MEMBERSHIP, TERM OF APPOINTMENTS The term of each commission member shall be three (3) years. Members shall serve until their successor is appointed and qualified. The City Council reserves the right to waive this rule. No member shall serve more than two successive terms or six (6) years, whichever is longer. Initial appointments shall include three (3) three -year terms, three (3) two -year terms, and one (1) one -year term. 1.04 OFFICERS The Commission shall annually elect a chairperson for the Commission. The Commission will hold elections for the positions of vice chairperson and secretary. They shall have duties as implied by their titles. 1.05 MEETINGS All meetings of the Commission shall be held in conformance with the Minnesota Opon Meeting Law. The Commission shall hold regular monthly meetings at a time and place to be set by the Commission, and such special meetings as may be called as deemed necessary by the Commission Chairperson, Secretary, or the City Council. The Commission shall keep and preserve accurate minutes of each meeting of the Commission or any committee thereof and these minutes shall be kept on file in the City Clerk's office. The Commission shall adopt rules of conduct for its meetings and the transaction of its business. A majority of members shall constitute a quorum for taking action Each member shall have one vote. 1.06 ATTENDENCE Any Commissioner who fails to attend three (3) consecutive monthly meetings, (without a valid excuse) of which notice was properly given, may be subject to expulsion from the Commission upon notice of a meeting of the Commission to consider same. The body that originally appointed that Commissioner shall be notified when a person is not fulfilling his/her duties. An expulsion action requires a majority vote of the remaining members of the Commission in attendance at said meeting. Any expulsion does not become effective until accepted by the City Council. 1.07 GENERAL POWERS AND RESPONSIBILITIES The Community Center Oversight Advisory Commission is commissioned to: • Promote year -round utilization of the Community Center complex by area residents and visitors. • Oversee the orderly, efficient, and cost- effective operation of the facilities so as to generate a positive impact for the Andover area. • Develop a sustaining dedicated capital improvement fund. • Seek flexible and/or innovative solutions to current and long -range challenges. • Provide guidance on how to best meet the community's current and firture needs, situations, and population. 1.08 SPECIFIC POWERS AND RESPONSIBILITIES • Adopt rules for its meetings and the transaction of its business • Adopt policies governing the use of the Community Center facilities. J • Develop and review with the City Council short and long term plans and goals and appropriate strategies to accomplish these goals. • Respond to general citizen requests for service or issues affecting use of the • facilities by the public. Recommend an annual operating and capital improvement budget to the City • Council. Consistent with the annual budget approved by the City Council, recommend user frees and charges for the Community Center complex and recommend method for the proper collection of such fees. from all users and the proper deposit of said • fees. Recommend contracts for purchase of materials, supplies, equipment and services • between the City and other entities. Act in an advisory capacity to the City Council in matters pertaining to the • operation of the facilities. Make recommendations for the staffing complement and overall performance expectations. Oversee the proper ongoing security, upkeep, maintenance, and improvement of • the Community Center facilities. Report to the City Council on the aetivities of the Community Center Advisory Commission and at the Community Center Complex as the Commission deems appropriate and upon request of the City Council. • Serve with compensation set by the City Council. Expenses that are deemed necessary and budgeted maybe incurred. 1.09 PREPERATION OF PROGRAM AND BUDGET The Community Center Advisory Commission shall, based on input from staff, adopt a recommend comprehensive budget for the Community Center and present it to the City Finance Director no later than August 1" of each year for the subsequent year. The budget, as recommended by the Commission and approved by the City Council, shall control the year's expenditures. The Commission shall recommend divisions of responsibility between private agencies, other public agencies, and the Commission itself. The Commission's programs shall be described in terms of activities and supportive finances. 1.10 FINANCES OF THE COMMISSION The Community Center Advisory Commission will have no taxing authority. The City Finance Department will serve as the Fiscal Agent for the Commission and will provide monthly reporting to the Commission. An audit of funds shall be made annually and be made in conjunction with the funds of the City. 1.11 EFFECTIVE DATE This framework shall become effective upon the appointment of the full Commission by the Andover City Council. . (3 Andover YMCA Community Center Expansion Brainstorm February 25, 2013 6pm -7pm City Hall Conference Room A Framework for Discussion The purpose of the brainstorm is to have commission members and staff come up with ideas to improve the functionality of the community center to better serve the needs of existing users as well as the broader community. The brainstorm session Itself is not Intended to refine or fiker those Ideas. That filtering process should come at a future meeting after everyone has a chance to contemplate the ideas that were discussed. You are encouraged to think ahead and come with a few ideas ready to go. All Ideas, big or small, realistic or unrealistic, are fair game for the session. Brainstorm Session Rules 1. The brainstorm session will start promptly at 6pm.and Is planned to last one hour. For Ideas generated afterthe brainstorm session is adjourned, please e-mail them to community center staff for Inclusion in future discussions. 2. Stay focused on the brainstorm. Its natural to think of operational questions during a brainstorm. If you think of other things you want to discuss, write them down to be discussed at a future meeting. 3. Focus on desired functionality. Location and operational logistics of a great idea can be sorted out later as part of the planning process. 4. Stay positive. Nothing gets people to stop generating Ideas like having one shot down publicly. Stay away from criticizing or questioning any of the ideas, however unconventional or outlandish they may be. Sometimes the Idea way out in right field evolves into the next great opportunity. 5. Build on Ideas. If you want to add to or alter an Idea being offered by someone else, start the sentence with a positive phrase such as "Yes, and...:. 0 This list was constructed by the Andover YMCA Community Center Advisory Commission during a recent brainstorming session. This is not a final list. Input from several organizations and groups will added to this list, keeping one master idea list. "Like" ideas will eventually be combined. Brainstorming Ideas for Andover YMCA Community Center Expansion: • Youth Center (Break Out Rooms to Include, Computer Lab, Movie Area, Arts) • Senior Center • Outdoor Amphitheater /movie/concerts/Fun Fest Expansion Area • Meeting Rooms/Banquet Area/Kitchen/Projection Equipment • Admin Offices • Storage Areas • Multi- Purpose Workout/Training Area (batting cages, hockey dryland) • Retractable Bleachers • Another Full Sheet of Indoor Ice — Cement Floor • Elevated Running Track/200 Meter Running Track • Locker Rooms for Field house • Warm -Up Area for Field House Users • Climbing Wall • Parking • Elevator on East Side of Building • Upgrade Flooring on Main St. Hallway & Concession Lobby Area • Collaborate with Outside Businesses such as the high school • Janitor's Closet • Garbage/Recycle Expansion/Location • Solar Energy /Wind (federal assistance ?) • Family Locker Rooms (more — pool area and upstairs) • Outdoor Splash Pad • Expanded Pro Shop & Retail Space • Bathrooms • Community Garden • Central Reception Area on West Side of Building (Community Center Entrance) • Space or room for police/sheriff to utilize • Batting Cages • Turf • Child Playscape — Indoor • Studio Space with Mirrors (Group x/Specialty Classes) • Gym or Kids Gym Area (Y) • Outdoor Green Space with Fence (Y) • Green Roof/Fund with Outside Resources • Nice Driveway • Global Co- Utilization with Outside Businesses • Computer Room • Library/Reading Nook • Field House Court Expansion with Seating • Indoor Tennis • Outdoor Tennis • Pavilion Outdoor (Reservations Accepted) • Big Kids Stuff Area • Family Play Area • AHYHA Office Space • AHYHA Equipment Storage Space c� 's�s 1 II III gill 1 i. 1- f I I -1111 Ills IIIIIIUIItIeIl� 1 °°LI g 1 Ii b O KW4SCN BOULEVARD. (COUNTY ROAD 'NO- _TS) �7 D SM 34,01 AmEs (MMUMS ADJAZEW CrtY LAND) PAMM COMM COMLAURRY CCDOER W RMULM STALLS Td MCESSB)E STALLS (p VANY iU L STALMO PPRK LaT STALLS TOTK M STALLS FUTURE: S? STALLS 9 YMCA Update November 2014 - Membership October sales were strong — bringing in 199 new membership on a goal of 173. - November promotion includes end of month "Member- a -thon" — Y access is open to all, programs and promotions going November 2FP — 30th - We saw 40,000 visits in October - Planned lobby carpet replacement scheduled for the week of November 16'h. - Harvest Festival was very successful— serving 350 youth and families. Thanks to City of Andover and Andover Lions for their partnership. - Cookies with Santa is scheduled for December 13'"- 9:00- 11:30am - Annual Support Campaign is kicked off. We'll be raising $100,000 in 2015 to support program and membership subsidies for our community. Last year we gave away $232,000 —that included assistance to swim lessons, summer Child Care, youth programs and memberships. Andover YMCA Community Center Advisory Commission Status Report November 1, 2014 Programming/Events/Revenne — In Progress/Upcoming • Current/Ummin¢ Field House/Misc. Activities • MN Premier Tryouts —11/2 & 11/9 • MN Premier Volleyball Tournament -12/14 • Winter Indoor Soccer Program Begins - 1/3 • MN Premier Volleyball Tournament — 1 /10 -11 Current/Uncomine Ice Activities • First Girls HS Hockey Home Game 11/6 • First Boys HS Hockey Home Game 12/4 • Daytime Intro to Ice Lessons — New session each month trough out fall/winter • Intro to Ice Lessons — Saturday Mornings November, January and February sessions • Winter LTS Lessons —Begin January 10th Current/Uoeomine Misc Activities • November 4 — General Election Precincts 7 & 8 • November 14 - Andover Elementary School Field Trip • November 14 — Servant of Christ Lock -In • November 28 Black Friday Bounce /Skate Event • December 7 — Skate with Santa • December 13 — Carousel Craft Show • December 31— New Year's Eve Bounce/Skate Event • January 16 — Fridley MS Field Trip (swim, gym & skate) 100 kids • January 19 — MLK Bounce /Skate Event • January 23 — River Valley Girl Scouts Overnight Lock - In Event 150 kids • _Miscellaneous — Future Items of Interest/Workine On • Misc. Lock -In and Field Trip Requests - Pending • Sharing of facility video to increase field trip interest. • Developing "point of sale" opportunity for YMCA members — Y Partnership. • ACC Membership Cards Fall/Winter Programming (September 2014 — April/May 2015) Ongoing • Indoor Walking Club - Monday — Friday — 5:30 am — 9:30 am • Pickle Ball — Tues — Thurs — 9:30 am — Noon and Saturday's 7 am — 9 am • After School Free Student Open Gym - Monday — Friday 2:15 — 4:45 pm • After School Youth Center (YMCA) TBD • Tot -Time Open Gym Mondays & Tuesdays, 10- Noon o Once a month: Story Time, Craft Day, Inflatables • Adult Open Hockey — Mondays & Wednesdays 11:30 am —1:00 pm R.,i� 11 11/14