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Home My WebLink AboutAugust 10, 2015DOVER e6MMA 1#Center Andover YMCA Community Center Advisory Commission Meeting Monday, August 10, 2015 6:30 pm Andover YMCA Community Center— Community Room B Call to Order — 6:30 pm Agenda Approval 1. Approval of Minutes — July 13, 2015 Consent Items Discussion Items 2. 2016 Budget 3. Budget Comparisons? Staff Items 4. YMCA 5. ACC a. Master Campus Plan Update Commission Input Adjournment • 15200 Hanson Blvd. NW • Andover, MN 55304 Ph: 763 - 767 -5100 • Fx: 763- 755 -2129 Website: w .andovermn.gov /acc • E -mail: accinfo@andovermn.gov ov�x An • any avAr Andover YMCA Community Center Advisory Commission Meeting Minutes Monday, August 10, 2015 Andover YMCA Community Center Community Room B In Attendance: Tony Peterson, Erick Sutherland, Tony Howard, Joy Orvis, Ted Butler and Frank Kellogg (arrived at 6:50 pm). Absent: Mike Knight and Allison Bees Guest: Lee Brezinka, Assistant Finance Director, City of Andover Call to Order 6:35 pm Agenda Approval Approved as written Approval of Minutes • Motion by Tony Howard, Seconded by Tony Peterson, to approve minutes as written. Motion carried unanimously. Staff Report YMCA Update: • 42,200 visits in July 2015 compared to 39,500 in July of 2014. • Programming for Fall has started: Items to include: Active Older Adult offerings, Youth Sports, Release Day (Child Care Programs), Swim Academy, Home School Programs, Youth in Government, Parents Night Out and Birthday Parties and Group Fitness Training. • Pool Shutdown will be Sept 8`a — 10 for annual pool cleaning and maintenance. • YCMA 4° Annual Golf Tournament — Flyer distributed. All proceeds go to support our scholarship program here at the Andover Y. Erick strongly encourages commission members to join the tournament. ACC Update: • Staff reviewed items on status report. • All Fall program registration is available online. • AHYHA hockey tryouts begin September 20 — try hockey for free dates have been set. • Hometown Hockey Camps started this week and will continue for the next 3 weeks. • ACC Membership program has been purchased. Training is scheduled for staff next week and program will be implemented this fall. Full participation is expected sometime in early 2016. This membership program will track participant usage in the field house for open basketball /gym. . Participants will be given a membership card at no cost. Daily admission fees for basketball/open gym will apply. Once program is up and running, goal is to include all ACC programs that require daily admission such as pickleball, tot -time, etc. Andover YMCA Community Center Advisory Commission Minutes . August 10, 2015 Master Campus Plan Update • Hagen, Christensen, McIlwain Architects have submitted 3 preliminary designs to the City of Andover Master Campus Plan Committee. Moving forward, all stakeholders and the city council are invited to the Andover City Council Workshop meeting scheduled for Tuesday, August 25, 2015 at Andover City Hall. The commission decided to treat this meeting as an official Andover YMCA Community Center Advisory Commission meeting, all should be in attendance. The AYCCA Commission should plan on staying after the workshop presentation to continue with AYCCA Advisory meeting. Discussion Items Budget 2016 — Commission reviewed the attached proposed budget for 2016. Key factors to note while reviewing the proposed 2016 budget — Erick Sutherland • Unexpected repairs to the cooling tower created a $70,000 expense for 2015 that was not anticipated. • An increase in minimum wage requirements and longevity pay and PERA contributions for several part time staff members, will cause the salary expenditure line item to increase significantly for 2016. • The Andover HS has completed paying for the HS Hockey Locker Rooms, which was a $25,000 • annual revenue, the past 10 years. • Items currently in the CIP for 2016 include: o $ 8,000 -Carpet o $10,000 - Hardware Update for Locker rooms o $20,000 - Crack Seal Parking Lots o $50,000 - Rubber Matting for Ice Rink After discussion, Erick recommended pulling the carpet and hardware updates off the 2016 CIP, still leaving an estimated $115,000 projected deficit for 2016. Ted Butler recommended that the Advisory Commission look very closely at rates next year to help better balance future budgets. Joy Orvis had questions on the Subway contract and questioned why they don't pay utility fees. Erick stated that was part of the contract and estimated utility expenses were built into the monthly rental fees and lease. Frank Kellogg asked Lee Brezinka if there were any additional monies available to help with the crack seal projected, Lee stated there was not. The commission questioned whether the YMCA is continuing to pay their share of shared expenses. Mr. Brezinka indicated that the finance department performs a review of expenses each year to ensure accuracy. Joy Orvis asked what the length of contract was with the YMCA. Erick indicated • the YMCA has a 30 — Year lease with the city and expiration is in 2034. Commission felt staff should look at programming costs as well as coming up with new programs. Joy and Cindy will schedule a time to meet to discuss future marketing plan. Andover YMCA Community Center Advisory Commission Minutes August 10, 2015 In regards to some of the CIP maintenance planned for the ice arena, Frank suggested that staff look at working overnights to perform many of the tasks. He questioned wether temporary locker rooms could be brought in or made if needed when the rubber matting was replaced in the locker rooms and hallways. Erick indicated many of these items will tie into the facility maintenance /rink closure schedule which occurs every two years. The rink closure may need to be extended as temperatures and moisture control will play a role in how the adhesive sticks. Erick assured that staff will do their best on keeping closure at a minimum or look at alternative locker room options. Erick shared with the commission that he has been very conservative with estimating upcoming budget expenditures over the years. The commission suggested that Erick and Lee go through the budget again and estimate more realistic budget numbers to lessen the deficit. Frank suggested that Erick provide the commission with a cheat sheet on why there is a deficit and contributors, i.e. Deficit = CIP + $25,000 HS Locker Room payments completed. Frank wants to ensure that the commission is all on the same page and conveys the same message when questioned about the budget. Moving forward, commission felt that in years to come, we should be looking at the budget first • before we decide on facility rates. Joy and Frank spoke about finding a large sponsor for the ice arena or field house. Joy questioned other arenas in the area that had sponsors, Erick indicated there are only a handful of arenas with such sponsorship. Joy will work with Cindy on obtaining building usage numbers and Joy will work with the YMCA on finding where most of the facility users reside. Joy recommended that when the final budget is presented to the city council, that a plan or vision is shared with the council on how the community center plans to help close the deficit gap for 2016. Frank suggested that a revised less conservative budget and minutes be shared with the commission early next week. Commission Input The next meeting will be scheduled for August 25, 2015 at 6:00 pm at Andover City Hall. This will be an official Andover YMCA Community Center Advisory Commission meeting that will begin by attending the Andover City Council Workshop meeting to discuss the City Campus Expansion Master Plan. Once the city council workshop discussion is complete, the commission will breakaway and call the commission meeting to order. Meeting adjourned at 8:50 pm • Submitted by, Cindy Ramseier