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HomeMy WebLinkAboutACCAC - October 20, 2014© ANDOVER Cammuni� Ce�fer Andover YMCA Community Center Advisory Commission Meeting Monday, October 20, 2014 6:30 pm Andover City Hall Meeting Room A Call to Order — 6:30 pm Agenda Approval 1. Approval of Minutes — July 21, 2014 Consent Items Discussion Items 2. Review Andover YMCA Community Center Advisory Commission a. By -Laws b. Direction of Board c. Future Meeting Dates Staff Report 3. YMCA 4. 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 ANDOVERIYMCA 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: I 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 Iarge 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 serve 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 terns. 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 Open 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. 0 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 future 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. • 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 fees 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 activities 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 may be 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 Pt 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. H H DWI Q Regular Andover City Council Meeting Minutes —November 15, 2011 Page 10 fence. Mayor Gamache clarified the property lines did not change, only Mr. Hayek's perception of where the property lines were. City Administrator Dickinson pointed this addition is not encroaching on a drainage and utility easement, This property shows a 10 -foot easement in the backyard and 5 -foot setbacks on the side yards. Councilmember Howard asked if the City's Building Department had issues with the current deck because there had not been a footing inspection done. The applicant will be using these footings for the sunroom. Mr. Ray explained the current deck is 2x2 construction and 16 on center on metal hangers. There would be an additional footing installed to accommodate the sumoom. They would be looking at each of the footings and the City, as part of the building permit process would inspect all the footings. Councilmember Howard asked if the permit fee would include the permit fee for the original !moi deck since there had not been a building permit for this structure. V Community Development Director Carlberg stated he would not recommend that any double permit fees be applied. The motion was called to a vote. The motion carried unanimously. (See Resolution R092-11) SCHEDULE COMMISSIONINTERVIEWDATE/DISCUSS COMMUNITYCENTER ADYISORX COMMISSION B-L_AffS City Administrator Dickinson stated a current commissioner is considering reapplying to the Community Center Advisory Commission but this would be prohibited by the By -Law restrictions. He asked if the City Council wants to change this section of the By -Laws. City Administrator Dickinson stated this restriction was also included in the By -Laws for the Open Space Advisory Commission, Motion by Councilmember Knight, Seconded by Councilmember Howard, to remove the restriction for term ltmtls,[rgm tbg $y a vg hoz tjl�:Columltnily: Center Advisory Commtsston olid the OuenSpZ ANsw Cgmissim jhe }notion earned unanimously. City Administrator Dickinson stated Commission vacancies were identified in the C Subject: Y Update Membership Sales - o Membership sales, remain strong—we've hit sales goal the last 14 months. o October goal is 185 —currently at 50 o 36,000 visits in August and September— 3,000 more than last year Branch Programs - o Summer Programs ended well — 426 unduplicated youth in our Summer Programs o Aquatics —750+Swim Lessons this Summer - Day Cares and Groups o Fall Programs are off and running and include: Flag football, Dance, Tumbling, Youth Center, PNO, Family Nights, YIG, Swim Academy, Lifeguard/CPR/FA certification classes, archery classes, Soccer, Flag Football League, o Remodeled our Kids Stuff area to include a new Big Kids Stuff Program area to better serve youth 7+ - Family/Community Events o Upcoming Branch Events • October 30" — Harvest Festival • November 10 —19th — Wreath Week with Mickman's • November 1st—Business Expo © ■ November 28th — 30h — Open House • December 13th — Cookies with Santa Allison Boes Executive Director ANDOVER YMCA COMMUNITY CENTER YMCA OF THE GREATER TWIN CITIES 15200 Hanson Blvd, Andover MN 55304 (P) 763 230 6525 (F) 763 230 6570 (E) Allison BoesCdvmcatwincities.oro (W) ymcatwincities.org The Y: We're for Youth Development, Healthy Living, and Social Responsibility. X Andover YMCA Community Center Advisory Commission © Status Report October 1, 2014 Programming/Events/Revenue — In Progress/Upcoming Current/Upcoming Field House/Misc. Activities_ o August 12 — Primary Election o August 25-28 Basketball Clinic 43 Hoops o MN Premier Volleyball Camps — Many throughout Summer o Just Between Friends Children's Consignment Sale — September 16 — 21 (rental dates) o Carousel Craft Show 9/27 o Fall Indoor Soccer Program — Begins October 11th (Sponsors of Fall program Cambria and NMSA) o MN Premier Tryouts —11/9 & 11/16 • Current/Upcoming Ice Activities o July 25 — 27 — MN Wildnerness Final Camp o August 4 — 8 - Home Town MN Hockey Camp o August 8 —10 - North Iowa Bulls Final Camp o August 11 —15 - Home Town MN Hockey Camp o August 18 — 22 - Home Town MN Hockey Camp o August 23 — September 1 - Ice Out o September 20-21 Home Town Hockey Tryouts © o September 29 — AHYHA Hockey Tryouts Start o Daytime Intro to Ice Lessons — New session each month trough out fall/winter o Intro to Ice Lessons — Saturday Mornings October and November sessions o Fall LTS Lessons —Begin October 4`h • Current/UncominQ Mise Activities o October 31 —Rum River Field Trip (swim, gym & skate) 180 kids o November 4 — General Election Precincts 7 & 8 o January 16 —Fridley MS Field Trip (swim, gym & skate) 100 kids o January 23 — River Valley Girl Scouts Overnight Lock- In Event 150 kids Miscellaneous — Future Items of Interest/Workina On o New City of Andover Website — launch set for September 25th o Tot -Time Sponsorship — Macaroni Kid & New Horizon Childcare o Sharing of facility video to increase field trip interest. o Developing "point of sale" opportunity for YMCA members — Y Partnership. o 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 Story Time, Craft Day, Inflatables, Halloween Costume Swap/Dress Up • Adult Open Hockey —Mondays & Wednesdays 11:30 am —1:00 pm R�.Iwa 10/1/14