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HomeMy WebLinkAboutOctober 14, 2019© AND QVER ' Commfm� ewer Andover YMCA Community Center Advisory Commission Meeting Monday, October 14, 2019 Andover City Hall 6:00 pm 1. Agenda Approval 2. Approval of Minutes — August 15, 2019 Consent Items Discussion Items 3. Andover Community Center Expansion Update © 4. Plan for Expanded Facility Utilization 5. Future Meeting Dates C 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 NDOVER� nmmm�qeCenfer Andover YMCA Community Center Advisory Commission Meeting Minutes Monday, October 14, 2019 Andover City Hall Conference Room A In Attendance: Tony Howard, Don Schmeichel, Erick Sutherland, Tony Peterson, Ted Butler, Mayor Julie Trade, Allison Boes, and Frank Kellogg Absent: Nick Giacomini and Val Holthus Frank Kellogg called the meeting to order at 6:03 pm Agenda Approval Motion by Ted Butler, seconded by Tony Howard to approve agenda as written. Motion carried unanimously. Approval of Minutes Motion by Mayor Julie Trade, seconded by Ted Butler to approve the August 15, 2019 meeting minutes. Motion carried unanimously. Andover Community Center Expansion Update Erick stated that he attends construction meetings each week. The precast walls have been ordered and are scheduled to arrive in Mid -November. Originally a new acid wash panel was going to be used but after seeing samples it was determined to order the same standard panels that are being used on the new public works building. By using the standard panels, it'll save will save approximately $70,000. Parking lot construction continues on the West side of the facility. 77 additional asphalt parking spaces have been added along with an additional temporary class 5 parking area. Towards November, the Southern portion of the prior existing West lot should re -open along with a temporary entrance on the West side which will be located by the Pro Shop. Ted asked when the project is complete, will the facility have more total parking spaces available. Erick will confirm total number of spaces and email information out to commission. Ted Butler asked Erick to check the NW side of the facility to ensure that there is enough lighting and signage for people parking out on the West lots and entering the building at the temporary North rink entrance. Frank Kellogg asked about the current light poles now that the East lot has been expanded. Erick stated that additional light poles will not be added, however new fixtures with LED light bulbs are being installed to enhance the distance and brightness to the lot. Erick shared that the carpentry portion of the expansion project went out for rebid as they initially had received only one bid and it came in over expected costs. A total of 18 new bids were received and bids came in at projected cost. In late May 2020, the existing ice sheet will be closed for approximately 50-60 days to convert to the new ammonia cooling system. Tony Howard asked if pictures are/will be taken throughout the construction process, Erick said yes, they will ensure photos are taken, both interior and exterior for future maintenance reference and to share with the public. Andover YMCA Community Center Advisory Commission Minutes October 14, 2019 Frank asked Allison if the Y had made any final decisions on the expansion project. Allison said that a formal announcement should be made later this week. Expansion areas will include an elevator, expanded kids' stuff area, upstairs fitness, a gymnasium and remodeling the lobby. To avoid the Y's high traffic volume, most of the work is scheduled for Spring of 2020 with completion date around June so that they can accommodate for their Summer programs. Ted asked Allision to ensure that along their expansion announcement included information that this is a separate project from the city's. He is concerned that the public will be confused on facility expansion areas on the Y side. Staff will coordinate an open house when the entire facility has been completed. Plan for Expanded Facility Utilization Tony Howard asked who will get priority in the new field house space. Erick stated that the additional court in the field house could easily be filled with current users who are looking for more court time. He is also hoping to accommodate groups that have been asking for space in the past. Erick reminded the commission that there are guidelines in place on user priority. Ted suggested that the commission review that document to see if any revisions should be made. Mayor Julie Trude suggested as soon as the walking track is open, to get people in there and expose them to this new space. Frank asked about future programming for the new areas. Ted suggested that we start talking with new potential users this winter to discuss new turf area. Ted has already spoken to a couple of the AAA groups who are interested in the space. Future Meeting Dates Erick mentioned that the Mayor along with some of the commission members had suggested that the advisory commission meet on a quarterly basis rather than every month. Tony Howard wondered if a senior should be represented on the commission. Don suggested that not only seniors, but local athletic association representatives could be invited to our meetings, not necessarily as a voting member but to help provide updates and input. Ted mentioned that Todd Haas, City Engineer has a list of all association contacts. The Mayor said that the council had discussed adding additional member(s) to the commission. The commission feels there are enough individuals, however but to ensure the commission is diverse as possible and inviting individuals and associations to future meetings. If quarterly meetings are held, Erick suggested meeting be held in February (to provide the commission with a year in review), May (check -in), August (ratesibudget) and November (Fall/Winter). Ted would also like to see a special workshop called in July to review preliminary budget. Frank suggested that if the meetings are moved to a quarterly basis, that he would like to see staff provide a monthly update to the commission and include the monthly status report of activities/events that are occurring within the facility. Motion by Ted Butler, seconded by Tony Howard to revise The Andover YMCA Community Center Advisory Commission to meet a minimum of 4 times per year on a quarterly basis with special workshops added throughout the year as necessary including a July workshop to discuss budget. Motion carried unanimously. AHYHA Update Tony Peterson shared that tryouts have been completed and teams have been formed. Due to the number of players, AHYHA has added two more teams this year (U10 and Bantam). Andover YMCA Community Center Advisory Commission Minutes October 14, 2019 YMCA Update Allison stated that late Fall programs will begin next week, and that Harvest Fest will be held on Thursday, October 24. She reminded the commission that this is an annual event that is sponsored by the Andover Lions Club, Andover YMCA and Andover Community Center. Kids are encouraged to wear their costumes and a variety of activities will be available for them to participate in. Carnival games, cookie walk, bounce house and tailgate trunk or treat. Frank asked how this event is advertised and Erick and Allison stated by word of mouth, hundreds of individuals attend this event each year. ACC has also shared this event on their facebook page and website. ACC Update Erick and Cindy reviewed activities from the monthly status report. Fall programs have begun with nearly 80 Learn to Skate Students and 100 Indoor soccer players. Commission Input Frank Kellogg reiterated that with the expansion he wants to ensure that there is enough lighting in the parking lots for the security and safety of individuals visiting the facility. Next meeting, will be the commission holiday meeting and will be scheduled for Monday, December 9, 2019 at 6:00 pm, location to be determined. Meeting adjourned at 7:28 pm Submitted by, Cindy Ramseier