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Home My WebLink AboutACCAC - September 11, 2017ANDOVER� Com wwvn�Cenfer Andover YMCA Community Center Advisory Commission Meeting Monday, September 11, 2017 6:00 pm Andover Community Center Community Room B Call to Order 1. Agenda Approval 2. Approval of Minutes — July 10, 2017 Consent Items 3. 2018 Budget Discussion Items 4. RFP Update/Expansion 5. Calendar — Future Meetings Updates 6. AHYHA 7. YMCA 8. ACC Commission Input Adjournment 15200 Hanson Blvd. NW • Andover, MN 55304 Ph: 763-755-3238 • Fx: 763-755-2129 Website: www.andovermn.gov/acc • E-mail: accinfo@andovermn.gov ANDOVERa Cominuaiar Cerifer Andover YMCA Community Center Advisory Commission Meeting Minutes Monday, July 10, 2017 Andover City Hall In Attendance: Frank Kellogg, Allison Boes, Don Schmeichel, Erick Sutherland, Tony Peterson, Val Holthus (left at 7:45 pm), Tony Howard (arrived at 6:15 pm) and Ted Butler (arrived at 6:30 pm). Frank Kellogg called the meeting to order at 6:04 pm Agenda Approval Agenda approved as written. Approval of Minutes April 10 - Motion by Tony Peterson, Seconded by Don Schmeichel to approve meeting minutes. Motion carried unanimously. May 8 — Motion by Don Schmeichel, Seconded by Val Holthus to approve meeting minutes. Motion carried unanimously. June 12 - Motion by Tony Howard, Seconded by Don Schmeichel to approve meeting minutes. Motion carried unanimously. Proposed Budget Erick reviewed the 2018 proposed budget, provided a budget summary handout and reviewed budget items in question by commission members. For the commission members who joined this year, Erick provided a brief explanation on the Subway lease as well as the deferred 5 year lease agreement with the YMCA. Frank and Ted also mentioned again, possible ways to increase facility revenue and employment opportunities by offering a clothing retail area within the facility and product vending machines that could include mouth guards, swim goggles, etc. Val mentioned that she sells clothing at the student store at Andover High School. Frank did not want the commission to approve the proposed budget with it showing a negative balance. Frank asked Erick to go through and re-evaluate some line items and bring back a more balanced budget. Frank asked Allison if she had any suggestions on additional advertising that can be done throughout the building as well as thoughts on fundraising. Allison indicated that with the Y being a non-profit organization, it is easier for them to raise monies. New advertising areas present a challenge to the YMCA as well. Both Erick and Allison agree that they would like to see the facilities appearance looking good and not to include too many banners or ad panels throughout the facility. Don mentioned that it's easier to raise money when there is a story or meaning/reason behind the campaign. Ted wanted to remind the commission that the budget always ends up better near the end of the each year. Ted felt with a couple of revisions and good budget management by staff, that a balanced budget for 2018 can be achieved. Usage Rates Erick reviewed the proposed rates for the 2017-2018 season. The commission approved the following rate increases: Andover YMCA Community Center Advisory Commission Minutes July 10, 2017 Open Gym Admissions: - Adult Non Resident from $5 to $6 - Resident Adult and Youth from $3 to $4 Ice Time — Prime: from $203.00 to $205.00 Ice Time—Non Prime: from $150.00 to $155.00 Field House Court Rental - Prime: from $50.00 to $52.00 Motion by Ted Butler, Seconded by Tony Howard to approve proposed 2017-2018 facility usage fees. Motion carried unanimously. RFP Update Erick distributed a handout that was provided by Jim Dickinson which outlines the RFP process for the Andover YMCA Community Center. Ideally the project would be completed parallel to the public works project. Tony Howard wonders why the City of Andover would not hire the Engineer to work on the roads to coincide with the public works project. Frank will invite Jim back to our next meeting, Commission members are encouraged to send questions to Erick ASAP so he can get them to Jim. AHYHA Update Registration opens August ls`. AHYHA estimates 500 participants for the upcoming season. It's sounding like a fair amount of U15 players will play at the high school level this season. Remaining U15 AHYHA players may need to join in with another association. YMCA Update Summer membership visits are up significantly. 250 kids are on-site for Summer Power with an additional 150 kids at camp Guy Robinson. Through a generous donation, the Greater Twin Cities YMCA's were able to offer a Get Summer program which offered 200 free teen memberships per Y location (5,000 membership's total). The Andover YMCA sold out of these free memberships by mid-afternoon the day they were first offered, with an additional 90 teens on a waitlist. Memberships allow teens to visit the YMCA throughout the summer at no charge, June 12 — September 1. Two part-time YMCA staff are working with these teens. Ted asked Allison if the Y had an interest in using any of the city parks this summer as the parks are not typically used during day -time hours. The YMCA is also working on Fall programming and their annual fundraising Golf Tournament scheduled for Thursday, September 21 ". Allison will provide information to Cindy regarding the golf tournament as well as share a press release and photos on the Get Summer program so it can be included in the upcoming city newsletter. ACC Update Staff reviewed the monthly report. Commission Input Next meeting will take place at Andover City Hall at 6 pm on Monday, August 14, 2017. Meeting Adjourned at 8:00 pm Submitted by, Cindy Ramseier 811412017 CITY OF ANDOVDR Dud el WOrkaheel-2018 7130- rA Mount Minot Actual Actual Actual Bud et Rsdmnl. Re unled Dewed flan 2012 2013 2014 2015 2016 1 2017 2017 2018 Community Center -44000 �]ieYaa n�`7�{'ss42' Ch esfor S.M., 55570 Veadin Raveaue 2,303 2,078 1.975 1,976M120,529 1500 1,800 1500 Ch <sfor5ervlce 2,303 2,078 1975 1976 1,500 1800 1500 Miscellmmn Rana. HIM 111jas&Raimb..nmis 111735 120,947 170,085 120,738 120,000 100000 123068 Mual6nm. Revenue 111,735 120,947 170,085 120,739 120,000 100000 123,068 To1nl Rev<nues Epndll _s?t`k 114,038 123,025 172,060 /22,717 121500 101 00 124,568 Sdedes & Benefits 60110 Sdarin- Reuter 216090 226,209 229,995 248742 251367 357,055 357055 373,773 60210 FICA 12.551 13,110 13,219 13929 15,196 22,137 22,137 13.174 60220 Medicare 2,9351299,03 3,092 3257 3,554 5,177 5,177 5,420 60310 Hesllhlammm 30,936 35.902 3]050 38,206 37,223 37223 41975 60320 Denlel Wurmca 1,074 1,289 1,566 1,617 1,626 1,626 1,779 60330 L1fe Wurmm 52 47 41 40 60 60 60 60340 L,&T,. Disability581 524 469 325 503 503 546 60410 PBRA 13,375 16,566 17993 19,507 26,610 26618 27972 60520 6Vmkee Com 5,962 66]7 ]926 6,479 12.775 12,715 13,378 60990 bier -Ci LaborAlloce6on 18,194 18 ,194 29.283 bser-GY Lebor AilaaOan 127000 125000 126000 Salad.&Beneflu 285,454 307,161 322,973 336.491 357.3621 356,362 391.860 De mtmenial 61005 Su lies -General 1.234 1,787 1,047 1,176 1,801 1,000 61020 Supplies - O ... ting 16,181 22,540 16,289 19.433 18,277 12000 22000 22000 61050 S lin-Diesel Pool 1,006 218 203 201 300 300 61105 R&MSv lin-O elal 724 1,333 9 61120 R&•MSu lin-Bnitd 1,220 3,462 1655 828 432 3,000 61205 Small &E nd-Small Tools 61210 Small &Hx end-ORi.E ui m 444 61225 T.h.[,UUpp.d. 61245 It,., for Reale 61310 Mealt/Loxigiog 156 422 262 95 61315 Ed0e6on 268 885 8961320 un/Limn. 640 225 - 635 636 1000 500 1000 61405 61410 noman/M2e a357 395 270 462 309 entd 21518 31094 20610 21556 21,849 19300 26500 2330063005 MC01i..inx2d.t.d..ln 213985 188401 190438 195960 192,187 200000 1930D0 200,00062010 Seaver Service 24,702 29158 16 08 26149 21155 24000 2400D 21000 62015 Oe 98,815 114311 165200 100213 84,007 115000 9$00D 110,00062020 oVn6an 6,163 5969 3429 5210 4885 d50D 5000 5000 62025 alerO8li Chs a 1,547 1,610 1,276 2,211 1 1,875 2000 2,000 2,WD 62030 Tele hone 5,916 5834 $,245 4650 3,227 5.500 5,500 5,500 62100 Imummta 12520 12,896 12,996 13283 13,293 13,293 13283 13,283 622M Rentals 2,142 7004 2004 1.743 2.000 2,000 000 62300 E W meal Mdateamca Conlnct I7M8 III.W 17,103 19132 16,639 15775 1 000 15775 63305 Sofhvaa Malntenona Contacts 1144 1.348 0 .fin 391,292 378.962 416,079 369936 345.199 322.058 357,783 377550 Pmfnsiond Service 63005 Pmfeslonal Servim 600 977 575 297 1,238 2000 1000 3000 63010 Coumnal Sevice 22,520 23,663 16,508 15,155 20,214 15,000 10,000 15,000 63015 Publish) 454 510 251 649 504 63030 Prinfln IV 1000 1,000�25 1000 63100 R&Ml,abor- General 2,399 594 1,161 815 1,193 63105 R&Mlnbor-Bulldfa 42,339 39,023 75,754 34,944 41,434 25000 20,000000Profesimd Service 6"20 61767 94,249 51860 65154 41000 3200043000 Ce iW Omta 65600 E ut Mont 12,977 66000 66,000 12000 Ce 11.1 0.11. 12,977 66,000 66,000 12,000 Total Expenditure 756 84 774,326 838 99 766,375 701670 867726 838,651 847,718 Nee lnenme(Derense) In FD 642.546 65(301 666039 6433,631 661141 77622 736851 733150 811412017 511!,1011 _■moi=e=i=�=:=i=i=Q= ■�M�M� �■ SME � v��■�■�� ■�®■��■®�■®�■gym �C= 511!,1011 81141101] CITY OR ANDOVER ➢uJ e3 Norkilmet-2018 71J& JAC�nt AoNal Acmnl Aeeml AeNni A<Nnl HuJ el PaNmneu Duesl IlOn 2013 .2013 201-0 2015 3016 3017 3017 3018 Communl Center Yro Shap -45200 Che Services 55515 Skate Rat Renlel 915 398 55515 Skele Sh coin 3909 3,781 3,994 3583 3,]82 4000 4000 -0000 55516 Muchudlse 964 1.216 1,233 1,363 175] 1200 1500 1100 55530 H I mens Rental 6201 1 4.161 3,723 4,312 4228 I 9000 4,200 4,500 Chu ee fOr Services 5,4081 9,557 900D 9,259 9,412 9.200 9700 9900 M ... It... Revenue 38100 Refunds&Reimbursements 1.000 ' Mh.11emuw Revenue 1,000 I I' T01.1 Revenues 6,408 9,557 9000 9,258 9,512 9300 970D 9 OD De uimenld 61020 Supplia-O 2,851 3,929 2886 1.960 2,018 800 800 500 61245 DemstmRusie.16 6 900 959 900 1,223 1.700 1.200 1500 sn D menld 3,6630 4,729 3 84 2.8601 3,343 2.000 2000 5000 Talnl EaPendllures 5,663 4719 3 45 3860 3253 300D 3000 4000 NO Wrens, (DeemmeJ In DD 5745 028 SAM 6 98 6(69 7200 7700 5 00 81141101] 811W/2017 CITY OF ANDOVER Dud el Narlolmt-2018 ]130. Account A<Nal Actual AmOd Aelnnl I Achml I DnJ et 1 Edimnk to nested Number Desai Han 1 2013 1 3013 1 1014 1 2016 1 2017 2017 3018 CommunIt Center Iw Arena -44300 Cher user Services 55505 ke Renlel 267,706 251,417 242,670 242.640 252087 345000 350000 350,900 55506 It. Rcmd-Taxable 57,171 66,164 97,639 103928 9SA34 55510 Oct. Sketa 11,606 11,573 13,257 12,409 10,660 12,300 12.500 1 11,500 55510 Skala P.'. 28,837 22,972 30,573 28,255 29897 32,000 30,000 30,000 53330 Fee Admissi0m 14,509 13,363 11,409 13,387 14,912 10000 10.000 10.011 55570 Verdin bfuhbros 5,357 3,959 7,932 7,303 7,057 9000 6000 9,000 55580 Adwd6s3n 8,913 9,062 13.884 15,558 13930 14,000 13000 16000 Ch afor Service' 394,101 383,410 412,414 423480 426997 422500 425500 427500 hfismllmroamewnue 58100 Re11n6&Reimb.me.N 24,441 24.441 24.441 35.023 MIs«Ilmmus Rexenue 24,441 24,141 1 24,441 35,023 TWO 111mnu 419.542 407851 436,855 458 0] 426P97 j 432500 425500 427,600 � � L£.iPlOdlNresi �:'� m & Bene 60110im-Ra lar 56,762 60,284 61978 72381 71,048 - 60210 ] 448 3.M 3:840 4455 4.534 - - 60220cue 906 872 898 1,042 1,061 60310hlneefeece 39 17 60320llmunncc 2 1 60330numnw - - W340 -Term DisAifi ts.ppli.- I 60410 1,556 315 3,299 322 - 60520 Mac" Com 1,667 - 60990Ci I.ehorAlbeedon 87000 88000 89000 m&Bette88 61016 66.483 67,049 81177 78632 87 D00 89.000 89.000 nmemel 61005 la-OeneN 612 881 418 BOB 670 - 61020 la -0 .win 17,591 11.717 13.919 32,985 26,500 10000 10000 10,000 61055 8 l!m-Pm rum 3,267 7,629 3,533 5000 500 2 500 61105 R&M5; lief - Generet 1,150 1 858 - 61120 R&MS liu-Building 710 1,439 17.007 2,567 4,4% 7000 4000 6,000 61220 Sofh'. 3,W5 182 1 712 1.000 1000 1,000 61225 T.O.A0 U du 1,950 - 61310 JMh1Ldpjce 992 621 482 359 8 S00 300 800 61315 C.Ii uin Edua6on 545 470 30 175 - - 61320 Amud Duu/Licemm 226 1,451 1.330 1.329 1,241 1500 1.500 1500 61405 Posl a 200 143 133 63 - 61410 Tan rb0on/hElee a 40 174 28 200 200 De venmlel 25,171 20.227 43,971 41,889 34,966 25,500 19,500 22000 O .60 62200 Rentdf 391 - - 62205 CenhdE ui moot Services 5,269 5,426 5.426 5,589 5589 3421 5421 3.421 62305 Solhme Mdntename Coku 217 639 713 975 2500 2.50D 3000 0 re6n 5,485 6.456 3426 6,302 6.564 7921 7,911 8,421 Profaalond Services 63005 Profaslonef Services 12311 11,424 T439 11,656 10,016 10000 10.000 12000 63010 CanlncNd Serdm 4J9 840 - - 63025 PublWun 348 144 574 1,079 320 500 500 500 63030 Pdodo 133 I25 159 - - - 63100 R&MLebor-?mmol 7.625 291 404 700 63105 R&ML.W-E.U.1 12.612 221359 35,202 69,095 16929. 25,000 15,000 25000 Profaaland Services 33,021 34,343 43801 82393 30805 35.500 25500 37.500 Ce hf Omle 65300 1A rowmenle 34,982 65600 liul meat 7,161 - Cyi(A OuIIq 7,161 3 - Tatnl Fspendlluws 132,454 127509 1 160,147 211,761 185,749 I55 23 140y21 156 21 NO lnerenm(13awme In FH386,088 290,342 376608 246741 241,248 266 79 284 79 270579 811W/2017 811412017 CITYOPANDOVER Bud et Worksheet -2018 2130- Avount AeNnl Acbint A.NnI ACNnI Aelunl Dud alI R311mnle I I Re nosed Numher Deevi Hon 2012 2013 2014 2015 2016 2017 2017 1 1 2018 Commnnl Center Fleldhome-44400 ch.,. fiv S.Mic, 35520 1 lfield wt Renld41119.M7 84431 102,8831204- 2 84788 1]0000 128000 132000 55521 Pieldhouse Renlel-Taxable 43847 22.3339 39.268 55522 0 cn PieidM.sa 41,964 435343 53553 40000 3 000 48000 35533 Pieldh.usePro nms 11539. 137023 19,677 15000 IS 000 ism 55380 Adndisin 9800 10,9180 12500 14000 14000 14000 CT vlor Service 191.581 191,445] 211,786 199000 309,000 209000 Mizcdlmmu, Revenue 58100 Rafund58: Reimbursemmb 480 7369 1253 MBeellmeoueRennin 480 D69 1253 TotnlRevennv 180427 191,581 194181 6 2130]9 09000 309000 209,00D Selede&JImfib 60110 Sdviv-RW 17003 24,803 28478 32725 60210 PICA 1046 1469 1746 2132 60220 M�dkve 245 341 4066 499 60310 ", imurmce 53 60320 DenW insurmee 60330 Lifernsurmm 60340 Lon -TermM b(Ii ' 60410 IFEM 29 668 935 720 60520 Werkzem Com 800 60990 Imu-0ty Lebw Allocelion 37000 37.000 37.000 Sdnde,@Den.litx 18323 27,284 31,387 35,154 36,209 37000 37,000 37000 De emnmtd 61003 6u lW-Oenow 59 991 61020 Su Iles -0 emlin 4,849 7,734 3.796 4.359 12,999 8000 8,000 8000 61035 8u lie -Pm rem, 803 2.429 1.144 1.476 2500 2,000 2000 61120 Rk MSu lies-Buildin 971 93 1,594 2,000 3000 2000 61203 SmeIISEx end -Smell T.I. 61220 S.Ren,e 3.905 182 712 1 2.915 61225 Tcchnalo V nde 1,950 61315 CanBnuing Pducelion 150 165 61405 1P.Oft. 200 133 63 61410 7 dell../Mk... 143 5 De vlmenW 8,963 10,881 7,245 9,644 17,987 12,50012000 12,000 0 .. 62200 R.Ws 500 500 500 6230D E ui ment Memtmmee Conheds 523 62)03 Sofiwa McNle.m<e ConnaMs 177 639 713 975 2,500 2,500 5500 O engin 177 639 713 1.500 3.000 3.000 6.000 Profesiond Serviar 63WS Pmr.,*.,l Service 1,867 5,327 2,365 3,001 2,950 4000 3000 3500 63025 YublisNn 124 - - 175 630]0 Pdnil. 63105 R&ML*bor-Duildin 4,079 7,504 1,425 2248 4,935 5000 8000 7000 Proresiond S.M.. 5.946 12.935 3,790 5249 7,960 9000 11000 10300 Ce Ilei Oud 65300 Im rovemenls 65600 E ui mens 10000 Ce ilei 0.11, 10000 TM.1&p.dlN. )) d9 51759 42622 49,760 6.3,6 56 61500 63,000 75500 Net rnennse(Decnnse) In FO M7018 139,822 ]51659 ]SJ I6 149383 337,500 146000 ll3 00 811412017 811412017 CITY OP ANDOVER Bud of Norlcslleet-2015 1130- Ai,. of Acfunl Aehml Atlanl Aeh,al Atnrd Dud <1 Esllmnh 1R uolod Nambtr Dmui Hon 20ll 2013 2014 2015 2016 2017 2017 2018 Commnnl Center hlht-44900 Invotmenl Brcomo 56910 Inness( Earned (6.7811 5,556 6 Bl 10781,998 36920 Valuation Ad'uslmenl 192 Inves"ombnt9me 6781 5556 6583 1078 3190 Mlooilanooas Revenue 38100 Refunds C Reimbursements Silas RAW 639983 639423 639000 678220 640,303 678000 6]8000 638000 58125 Donations _ _ 58130 Don edons-ResMeled M., .11 Rewe. 639,983 639,423 639000 638.220 640303 636,000 676000 638.000 Other Rmmcia S. 59100 0 rill. Tratur In _ 011ar35nni S.mtes Toll Rartnam 633202 _ 633867 632,417 637,142 642,493 638000 638000 638000 ,,�;�:9Y^::8i➢{+Idlt!rre%,.3xrt 061 Use 67101 rad. TrwROOW 371598 171 98 141493 300000 ]00000 300000 700000 ]00000 011ier P3nennin Uses 371598 ]71 598 241493 700000 300,000 ]OD 000 300000 300000 TAW Ea9endllures 371598 372 8 "I99J 300000 _ 300,000 300000 300000 _ 300000 Net lnenme etr<oe)Io FB 261,604 262269 390 24 JJ7143 _ I I ]4349] 338000 3^38000 1 I 338000 Ta1nl Devenuea 1430873 1381529 1462166 1449851 1,428,771 1407200 1401000 1,425,968 _ _ Total EoOendllures 1 1.392,783 1 1 1342,664 1299957 1345347 1348452 1102,147 1360172 1.399.739 _ _ N07.treme DoerensQ In R➢ 48090 38865 162209 104504 BO,I19 505) 40828 26 u9 _ 48.090 38865 161209 109,504 80.319 3,053 40828 26129 Punct Balance De innin Endin (297,528) 249438 249438 210573 1 57 48,364 Je 64 56140 56130 136459 136459 141,512 141511 182A40 183 JO 208569 Che .for Service 659.931 587757 616834 637921 649726 6321N 1 646.0001 1 647,900 Inve3Rnenl lnmme1 1 6781 1 5,556 6583 1078 1 2.190 i,,,sous Reve ML-enu 77872 3 799728 851915 813008 77k!55 '773,000 755.000 778,068 OdrePininein Source 1430,873 1 381.529 1462 166 1449,851 1428,771 1407200 1101000 1.425.968 12.1 �'�c-}`.,c"pend lures l" •:1=;' Si S Benefih 793912 393355 405797 439304 451312 481,368 481368 517860 De arlmenld 102087 66,992 75,741 74999 71993 59300 60000 61100 0 ere' 396,449 194984 429935 388492 364915 106479 362804 406079 Pmressland Service 112,080 113.7351 1 146,991 1 1 142.602 1106]61 89000 70000 92500 C ild Oulla 7161- 47859 66000 66000 12000 OOrec Awracin Use 371,598 ]71598 241491 300000 300000 300000 300000 300000 1382 783 1 142 664 1 1,299 957 1345 347 1 1.348,1 1,402147 060,172 1399 739 1 48,090 38,863 167,209 104509 80.319 5,053 40828 26,2-- 811412017 (D 2017 Meeting Calendar Andover YMCA Community Center Advisory Commission Date Topic January January February Joint Meeting with Park & Rec Commission - Survey Questions March Prioritization Guidelines April April May City Council Workshop Presentation June Preliminary Budget Review July Review Facility Rates/2018 Review CIP August Approve Budget/ Review CIP September Plan for 2017-18 October Facility Tour November November December Holiday Dinner Meeting Revised September 1, 2017 2018 Meeting Calendar Andover YMCA Community Center Advisory Commission Topic Date January February March April May City Council Workshop Presentation June Preliminary Budget Review .; July Review Facility Rates/2019 Review CIP August Approve Budget / Review CIP 1 September Plan for 2018-19 October Facility Tour November December Holiday Dinner Meeting Andover YMCA Community Center Advisory Commission Status Report September 1, 2017 Upcoming Programming/Events/Revenue Update Field House o July 8 — Andover Family Fun Fest Craft & Gift Show o July 10 — 13 — 43 Hoops Basketball Camp o July 31 — August 4 — MN Hometown Hockey Day Camp o August I — 3 MN Premier Middle School Camp 6 — 8 grade o August 7 — 11 — MN Hometown Hockey Day Camp o August 8 —Adventures Plus (Dayton Elementary) Ice Skating/Gym Field Trip o August 8 —10 — MN Premier High School Camp 9-10 grade o August 11 — AHS Band Lock -in Event o August 14 — 18 — MN Hometown Hockey Intensive Camp o September 7-10 —Just Between Friends Consignment Sales Event o September 23 — Andover Fire Department Open House - Outdoors o September 30 — Carousel Craft Show o October 2 — Tot Time Open Gym Program Begins for the 2017/2018 Season o October 7 — November 18 - Andover Indoor Soccer Program Begins (6 wks.) o October 8 — AHYHA Mite Meet and Greet o October 17 — Coon Rapids HS Band Lock -In o October 26 — Harvest Fest o October 28 — UMA/Martial Arts Competition o November 5 & 12 — MN Premier Volleyball Tryouts Ice Arena o July 7-9 — MN Hometown Hockey Summer Classic Hockey Tournament — Back to the 50's o July 21 — 23 — Minot Minotauros Tryout Camp o July 28-30 — North Iowa Bulls Hockey Tryout Camp o July 31 — August 4 — MN Hometown Hockey Day Camp o August 7 — 11 — MN Hometown Hockey Day Camp o August 8 — Adventures Plus (Dayton Elementary) Ice Skating/Gym Field Trip o August 9 - Adventures Plus (Oxbow Elementary) Ice Skating/Gym Field Trip o August I 1 — 13 — MN Hometown Hockey 2004 AAA Hockey Tournament o August 14 — 18 — MN Hometown Hockey Intensive Camp o September 10 — Jr. Huskies Fall Program Begins o September 15-17 — MN Hometown Hockey Tryouts o September 24 — AHYHA Tryouts Start o September 30 — Fall Ice Skating Program Begins o October 8 — AHYHA Mite Meet & Greet o October 16 — Intro to Ice Program Begins o October 30 —AHS Girls Hockey Starts o November 13 —AHS Boys Hockey Starts • Miscellaneous —Future Items of Interest/Workine On o Misc. Lock -In and Field Trip Requests Fall/Winter Programming (September 2017— April/May 2018) - Ongoing • Indoor Walking Club - Monday — Friday Mornings • Pickle Ball — Offered Weekdays, Weeknights and Weekends. • After School Free Student Open Gym - Monday — Friday 2:30 — 4:45 pm • After School Youth Center (YMCA) — Monday — Friday 3 — 6:00 pm • Tot -Time Open Gym Mondays & Tuesdays, 9:30 - 11:30 am o Monthly: Story Time, Crafts and Inflatables • Daytime Open Skate Monday & Fridays 10:00 — 11:30 am • Adult Open Hockey — Mondays, Wednesdays & Fridays. 11:30 am — 1:00 pm September 19, 2017 REQUEST FOR PROPOSAL PROJECT 17- ARCHITECTUAL/ENGINEERING SERVICES For Community Center Expansion INTRODUCTION The City is interested in receiving proposal from Architects that possess qualifications to provide full A/E design and construction services for a proposed Community Center Expansion. Interested firms must submit their proposals by 4:00 p.m. on Friday, October 20, 2017. 2. PROJECT DESCRIPTION The proposed project is to construct a proposed Community Center Expansion to the existing Andover YMCA/Community Center on the Andover City Campus. The project is anticipated to include but not limited to the following additional/new spaces with estimated building square footage: -office space -community rooms -lobby area -indoor play scape -youth center -senior center -child care/kid's stuff area -kids gymnasium -full-size gymnasium -multi-purpose training -indoor and outdoor ice sheets - storage -outdoor play scape -parking -lighting -security -Bituminous roadway construction (1200 sq. ft.) (2400 sq. ft.) (1500 sq. ft.) (5000 sq. ft.) (1500 sq. ft.) (1500 sq. ft) (2000 sq. ft.) (1000 sq. ft.) (6000 sq. ft.) (5000 sq. ft.) (28000 sq. ft.) (6500 sq. ft.) 400+ stalls to connect to Nightingale Street SCHEDULING The project schedule is critical and MUST be adhered to. The tentative schedule is as follows: • Design & Construction Document Phase: November 2017 to October 2018 • Issue Documents for Bids: November - December 2018 • Receive Bids: February - March 2018 • Award & Notice to Proceed: March - April 2019 • Construction: May 2019 — December 2019 4. PROJECT SCOPE The firm selected shall provide complete Architectural Engineering planning and design services through construction. Services include but are not limited to design, preparation of construction documents and construction administration based on the Community Center Expansion portion of the master plan that is herein attached. • Architectural • Civil Engineering • Landscape Architecture • Structural Engineering • Mechanical Engineering (Plumbing/fire protection/HVAC) • Electrical Engineeirng (Including low -voltage rough in) • Firnishings, Fixtures & Equipment (FF&E) design and specifications • Schematic Design Development • Construction Documents • Answering questions during bidding • Construction Administration The City will retain a Construction Management (CM) firm for the projects that will be responsible for preparing construction estimates, schedule review, building and construction coordination. The Architect firm will be consulted as part of the process of selecting a CM. Meetings Kickoff, bi-Monthly design meetings, 4 stakeholder meetings, 2 City Council Workshops, 1 CC meeting. 5. SUBMISSION REQUIREMENTS Interested firms shall submit 3 bound copies and 1 unbound copy by 4:30 p.m., Friday, October 20, 2017 to the attention of Jim Dickinson, City Administrator at 1685 Crosstown Blvd. NW, Andover, MN 55304. Questions shall be directed to Jim Dickinson by phone at (763) 767-5110 or via email at I.dickinsonCa)andovermn.gov no later than 1:00 p.m., Monday, October 16, 2017. The submission shall include the following: a. Cover Letter b. Scope of performance; provide a schedule showing how your firm forsees completing the task involved to comply with the City's schedule requirements. c. Information on the firm and the firm's qualifications, years in business. d. Resumes and qualifications of the individual(s) who will be performing the work including: • Name • Resources available to assist in performing design duties • Education • Experience • Current projects they are working on. • Percentage of time available for this project compared to other projects. • The scope of services the corporation and/or individual(s) will provide to the City. • Any special qualifications, licenses or certifications held by the corporation and/or individual(s). e. References, a minimum of 3, specific to City, County or Private Recreational Facility projects. f. Experience in working with a Construction Management firms, list projects performed with CM firms. g. Previous experience in City, County or Private Recreational Facility projects. h. Other pertinent information. i. Proof of insurance by either of the certificate or the declaration page, for general liability and professional responsibility/errors and omissions insurance policies currently in place and related to for providing design and planning services. All insurance policies must be issued by companies authorized to do business under the laws of the State of Minnesota. j. Proposed fee. Itemized, at a minimum, to show costs associated with: a. b. C. d. 6. METHOD OF SELECTION The City intends to retain the services of the firm evaluated to be best qualified to perform the work for the City within the required time frame, cost and other factors considered. The firm will be selected upon the basis of the information provided as requested in this proposal. Staff will undertake a preliminary review of all proposals submitted and shall determine at its sole discretion, which, if any, firms it will call for interviews. Follow-up with any or all firms submitting proposals may occur to gather additional information upon which to make a decision. Any other pertinent data generated by the City will be considered. The City Council reserves the right to reject any and all proposals, in whole or in part, to waive any or all informalities, to disregard all non -conforming, non- responsive or conditional proposals, to request additional information from a proposer, or to expand the period for submitting proposals. 7. OTHER Strong consideration will be given to the firm which can complete work in the most expeditiously manner and within cost constraints. Proposer understands and acknowledges that this proposal is subject to the Minnesota Governmental Data Practices Act. Proposals are private or nonpublic until they are opened by the City. Once the proposals are opened, the name of the proposer becomes public. All other data in a proposal are private or nonpublic data until the completion of the evaluation process. After the City has completed the evaluation process, all remaining data submitted by all proposers are public with the exception of trade secret data as defined and classified in Minnesota Statues 13.37. Data at all times will be governed by the Minnesota Governmental Data Practices Act, Minnesota Statues Chapter 13 Proposer agrees to maintain all data obtained by the City consistent with the requirements of the Data Practices Act. Proposer agrees to defend indemnify the City from any claim, liability, damage or loss asserted against the City as a result of the Proposer's failure to comply with the requirements of the Data Practices Act. Once selected by the City, the Proposer will be required to execute a contract with the City within 10 working days of notification. Those submitting proposals do so entirely at their own expense. There is no expressed or implied obligation by the City to reimburse any individual or company for any costs incurred in preparing or submitting proposals, providing additional information when required by the City or for participating in any meetings or interviews. v S - r1 7 C -HANSON BLVD -- H D C m t-h(oh1a)V,, A�-