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Home My WebLink AboutSP December 9, 2003 C I T Y o F NDOVE 1665 CROSSTOWN BOULEVARD N.W. . ANDOVER. MINNESOTA 55304 . (763) 755-5100 FAX (763) 755·8923. WWW.CI.ANDOVER.MN.US SPECIAL CITY COUNCIL MEETING Tuesday, December 9, 2003 6:00 PM AGENDA 1. Call to Order 2. Approve Agenda 3. Andover/YMCA Community Center Capital Campaign 4. Other Business 5. Adjourn , CLrYUY"l d..Ld 1~-\l.:>-ü'3 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US CITY COUNCIL EMERGENCY WORKSHOP ANDOVER-YMCA COMMUNITY CENTER CAPITAL CAMPAIGN DECEMBER 9, 2003 MINUTES Meeting was called to order by Mayor Mike Gamache at 6:00 p.m. in City Hall, Conference Rooms A&B. Present: Mayor Mike Gamache, Councilmembers Don Jacobson, Mike Knight, Ken Orttel,Julie Trude. Absent: None Others Present: Robie Wayne, Senior Vice-President for YMCA, Tony Howard, Campaign Chair, Darren Lazan, Campaign, Kelly Johnson, Anoka Union, John Erar, City Administrator Mayor Gamache welcomed those present and asked Mr. Wayne to present the agenda. Mr. Wayne presented the agenda, which included discussion on Campaign Guidelines, Ground Rules, Principles and Criteria for Success. These items were reviewed by Mr. Wayne with the City Council. Policies regarding the campaign were then presented and discussed by Mr. Wayne and the Council in terms of accepting various types of donations, including the handling of property and securities; in- kind gifts, designated gifts and naming rights. Council members asked several questions related to these items. Mr. Wayne indicated the importance of adopting policies to standardize how these gifts would be accepted, and effectively handled by the campaign. The City Council agreed that these policies should be adopted to ensure appropriate handling of these gifts. Discussion ensued regarding the need for a less restrictive policy on naming rights, with Mr. Wayne agreeing to look at a less restrictive policy so as not to discourage potential donors from making a large gift. Council member Knight asked if the original campaign goal was achievable. Mr. Wayne indicated he remains optinústic that the City will achieve the financial goals established by the previous campaign consultant, but he had nothing to do with the setting the original goal. He indicated that meeting this goal is dependent on turning the campaign around and getting more people involved in the fundraising efforts. Mr. Wayne discussed his approach and organizational chart and felt that with Council support the campaign will move forward. Mr. Wayne indicated he felt the original feasibility report was flawed, but that the $3,5 million was feasible. The YMCA study confu:ms a very high level of support for the community center project and that this support will help the campaign. The Council concurred with Mr. Wayne's assessment of the campaign effort to date and felt that his leadership, along with those of the volunteers and Chair will bring success to this effort. Mr. Wayne indicated that he would supervise the campaign effort and that his time is pro-bono. He wants this to succeed for the YMCA and the City as a partner in the Community Center. ~. . -- -. The Council made a special point of expressing their appreciation for the volunteer's efforts to date, and especially appreciated the efforts to create the campaign video produced by Val Holthus and her husband. Mr. Wayne commented that he would like the opportunity to fine-tune the video before it is aired and that he also appreciated the efforts by Ms. Holthus and her husband. He felt that the video could be shortened, but that he felt it was an excellent effort by the campaign. Mr. Wayne presented some other examples of other campaigns brochures and distributed them to the Council. Mr. Wayne also discussed a number of ideas to help volunteers explain the campaiRfl· With respect to a budget, Mr. Wayne presented an administrative support budget of $43,030 and proposed a consultant agreement with his former firm of between $50,000 to $60,000, plus transportation costs. This works out to $2,450 per day. Mr. Wayne indicated that his former firm has the knowledge and expertise and could be brought up to speed very quickly enhancing the campaiRfl effort. Council member Jacobson asked if the City had to go out to bid, Mr. Erar indica red thar as a professional service, the Council could approve a new consultant without going out for other proposals and that given the time parameters, it was beneficial to the campaign efforr to proceed immediately. Mr. Erar indicated that the former consultant had already been paid approximately $90,000 to-date, and that total expenses, including what Mr. Wayne was recommending would still resulr in a savings to the City of approximately $50,000 over original estimates. All campaiRfl expenses would be reimbursed through campaign proceeds as originally stated. Mr. Wayne went on to explain his preference for a separate office for the campaign effort and the need for some full-time clerical support. Ideas for space locations were discussed by the Council and it was suggested that certain office locations in the City be explored. Council directed the administrator to prepare a staff report providing for the adoption of certain campaign policies and the approval of a consultant agreement as recommended by Mr. Wayne for the December 16, 2003 Council meeting. Discussion also focused on finding some clerical support for the campaign, perhaps using an existing City staff person that would be on the Ciry payroll, with costs reimbursed by the camp~. Erar and Wayne would discuss further. !Î"\C v..X"jfU LV-tr't.- ~ '. :,ùt'm , axed Meeting adjourned at Btrp.m. mC>'tlbY\ --+.:> GLc'd"Lln ~ ~"'U"'~\Yì.0·\1~" Ú'f-tkJ 1:<i:J..prn. \AXc.t-~"l ~ ~(y._Å./ìL.S~nLmlŒ-.;L" I A...I...b:0-- ,submitted by: C.UN_Yì..ð.-~..d. \..';;\ -llo -0:' , JQ n Erar, City Administrator I îl'Uc d.to.....~:Y)LG"Y\.IJ O/I.M:'c LL"~~ C-t.-vY\m'-'........:\~ ~':. LJ..)CW clw<t~ Q,.O c.....,..., up... rffi.u ÜXc}. lfí t'U....Ú2u-l..l- Vt_f\c:ltlfl. î1v... COLt.Y\c..s. a..u...--t\>if\ I ~ ---H--u>- ~ ,-tM c:yu ,.' ..fD Vl.-0<L R..FP'iJ ....)1) lA...U.L ~ -to ci.V:UV\1lY\.L '-1 '+k.t. P-V0bCVfYIß- l\..\'Y\(Þ.'-6f' "'.. 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