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HomeMy WebLinkAboutJune 9, 2020U NDOVER� Commffw je fer Andover YMCA Community Center Advisory Commission Meeting Minutes Tuesday, June 9, 2020 In Attendance: Tony Howard, Erick Sutherland, Ted Butler, Allison Boes, Tracy Strombeck, Nick Giacomini and Frank Kellogg Absent: Don Schmeichel Guest: Tony Peterson Staff: Dan Halverson and Elizabeth Brouse At 6:00 pm, the commission toured the Andover YMCA Community Center Frank Kellogg called the meeting to order at 6:47 pm Introductions and welcome to new commission member, Tracy Strombeck. Agenda Approval Motion by Ted Butler, seconded by Tony Howard to approve agenda. Motion carried unanimously with Tracy Strombeck voting Present. Approval of Minutes Motion by Ted Butler, seconded by Nick Giacomini to approve the February 10, 2020 meeting minutes. Motion carried unanimously with Tracy Strombeck voting Present. Andover Community Center Expansion Update With the facility being closed due to COVID-19, and less foot traffic, the construction schedule remains on track. Erick said RIM is doing a great job of testing all their employees prior to entering the worksite. The current estimated completion date for the community center construction is Mid -August. The existing ice arena is scheduled to re -open July 6'. The YMCA construction is scheduled to be done by July V and the current plan is to have the YMCA re- opened by July 6. With the facility being closed, it has allowed the Y construction to be ahead of schedule. 2020 Budget/Lost Revenue Erick reviewed the monthly lost revenue data provided in the meeting packet. An estimated $128,000 of revenue has been lost due to the COVID-19 closure from March 16 — May 31, 2020. The ACC will have some utility cost savings during the closure along with savings from staff costs, etc. An updated 2020 budget will be provided to the commission once most numbers have been received, showing a more accurate amount lost during the shutdown. One part-time staff member has been called back to the ACC and more will be added as things begin to open back up. Tracy asked if taxpayers would need to make up for lost revenue. Erick stated there is a contingency fund set aside and there may be some government aid available to the city that will help with lost revenue. The city would not go to the taxpayers for additional funds. © Frank challenged staff to come up with programs and ideas to help with lost revenue. Nick stated that AHYHA is adding new programs and expects enrollment numbers to increase, which may result in purchasing more Fall ice time than originally anticipated. AHYHA is planning to host 2 tournaments this season, one for the girls and one for the boy's. Frank also asked Erick to reach out to MN Premier to encourage them to host more clinics and tournaments, etc. Andover YMCA Community Center Advisory Commission Minutes June 9, 2020 Tony Howard would like to see a corporation come in and sponsor the new sports complex in lieu of naming rights. Erick encouraged all commission members if they know of anyone or know someone who has contacts at major corporations to let him know. 2020-21 Facility Rental Rates The facility rental rates are being discussed earlier than usual as AHYHA needs to start working on their budget. AHYHA has really taken a hit with the loss of charitable gambling during the shutdown, so having an idea of what prime ice rental costs will be for the upcoming season will assist them with budgetary purposes. The commission reviewed the spreadsheet showing what other facilities have already set their pricing at for the upcoming season. Staff is recommending a $2 rate increase for prime ice rates bringing it to $222.00 per hour. Ted felt raising the rates 2%, $4 per hour, $224.00 seemed fair. Due to the shutdown and having 2 sheets of ice this Fall, Tony Peterson, said that the ACC should see non -prime time sales increase quite a bit this Fall. After discussion, the commission would like to wait a couple of months to finalize specific usage fees for next season with the understanding that prime ice rental rates would not exceed $225.00 an hour so that AHYHA can work on their budget. Activity Fees © Ted provided an update to the commission from the May 19, 2020 city council workshop. The city council would really like all Andover residents to be able to utilize the walking track at no cost and to charge non-residents. The council would like residents to get a value out of the facility because they pay taxes and they would like the advisory commission and staff to come up with some options. Commission discussed options which would provide Andover residents with free passes to use throughout the year. The commission also like the idea of offering days throughout the year where Andover residents received free admission to activities, and they would also like to make sure Andover businesses also receive a benefit too. Tony Howard suggested having the walking track free during the day and keeping the NW entrance to the complex locked during day hours. That way, individuals entering the sports complex will enter through the main entrance doors. Commission felt it would be difficult to monitor in the evenings. Grand opening package and discounted resident admission packages were also discussed. Erick and staff will take the ideas presented by the commission and create a proposal for council to review. A special meeting will be held next week to review the proposal prior to submitting to the city council at their scheduled workshop on Tuesday, June 23, 2020. Advertising Since the building has been closed, the ACC staff would like to extend the advertising contracts out 4 — 6 months due to the closure. Letters will be mailed to current advertisers letting them know that their contracts will be extended. When invoices are sent out to be renewed, we'll be glad to have them return but understand if they do not. Elizabeth Brouse stated she has about 8 names of business who are interested in the new and/or existing ad areas. Frank asked how much on an annual basis is collected thru advertising, Erick stated that it is around $35,000 between the rink and field house. © Future Meetings Commission members will be contacted with date of special meeting next week. Erick encouraged commission members to attend the June 23, 2020 workshop meeting. Frank and Tracy indicated that they will be in attendance. Andover YMCA Community Center Advisory Commission Minutes © June 9, 2020 AHYHA Update Nick shared that they are hoping to host tryouts in October, specific dates TBD and that they've developed some creative programs in addition to finalizing their fee's. The association is also trying to schedule all home games at the ACC and utilizing the super rink ice for practice ice. YMCA Update The Andover YMCA also closed on March 16 due to COVID-19 they have been busy supporting the community during the shutdown. To date more than 10,000 phone calls have been made in the last 8 weeks to check -in on their senior members asking how they're doing and if they need anything. They are also distributing food through a partnership with Loaves & Fishes and United Health Group. Each day at Noon, 80 bag lunches and 50 panned dinners are handed out. Sometimes all the food is gone within 5 minutes. The Y just received word that United Health Group will continue sponsoring the food distribution through the end of the Summer (a $100,000 a week sponsorship). The YMCA has also been providing childcare for essential workers throughout the COVID-19 shutdown. Summer camps started this week. Camps can include up to 100 participants with small groups spaced out. Typically, the Andover YMCA would host around 240 kids. The YMCA has also announced the staggered opening of the twin city metro Y's and the Andover Y is scheduled to reopen July 6'". Frank commended Allison and the YMCA for providing such amazing community support during this time. Frank would like to see something put in the city newsletter. Cindy will coordinate. 0 ACC Update COVID-19 Preparedness Plan— Erick briefly reviewed the plan and stated that it will change according to recommendations of the governor. Individuals renting space from the facility will be emailed a copy of the plan and will be asked to follow guidelines as stated. Andover Community Center Logo — The new Andover Community Center logo design was emailed to the commission in May. All commission members were in favor of the new logo and it was approved by commission. Erick also shared that staff has been working on adding links to the ACC webpage for users to see court and ice availability and to see what is available for purchase. Links will be hidden to the public until finalized. Commission Input Next meeting will be held sometime during the week of June 15', commission members will be notified with specific date and time. Meeting adjourned at 9:30 pm Submitted by, Cindy Ramseier H