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Home My WebLink AboutWK - May 23, 20231685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.ANDOVERMN.GOV City Council Workshop Tuesday, May 23, 2023 Andover Community Center Sports Complex, Conference Room A. 1. Call to Order — 6:00 p.m. 2. Tour of Andover Community Center - Community Center 3. April 2023 Community Center Update —Administration 4. 2024-2028 CIP Development Discussion - Community Center — Administration 5. Other Topics 6. Adjournment ANL6 6 Y OF 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administrator SUBJECT: Tour of Andover Community Center DATE: May 23, 2023 The Recreational Facilities Manager and City Administrator will provide the Council with a tour of the facility. Listed below are a few areas of interest to be addressed on the tour: 1. Facility Features 2. Facility Challenges 3. Future Capital Projects 4. Partnership Opportunities CITY 0 F NDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Mayor and Councilmembers FROM: Jim Dickinson, City Administr SUBJECT: April 2023 Community Center DATE: May 23, 2023 INTRODUCTION: Attached for Council review is the Andover Community Center (ACC) Budget Summary Report for Budget Year 2022 and Budget Year 2023. The reports reflect activity through April 2023 with comparative data to April 2022. April 2023 Financials Coming off 2020 imposed COVID restrictions shutting down the entire facility mid-March of 2020, the facility was allowed to reopen in a restricted capacity early January 2021. The ACC operated at near full capacity for close to twelve months in 2021 and did operate at full capacity throughout 2022. 2023 Revenues are in line when compared to 2022. 2023 ice rental is expected to be comparable to 2022 versus in 2021 when the Sports Complex ice was not converted to turf and ice rentals filled that space. The 2023 expenses are in line compared with 2022, the percentage of total expenditure budget differs primarily due to planned Capital Outlay in 2023. It is anticipated that 2023 activities will be comparable to the previous year as we proceed through the year, although we still will have some variability in staffing since it took until April of last year (2022) to be fully staffed. The 2023 Capital Outlay line item is for a high volume/output water heater replacement and dehumidification system replacement. Also provided is an ACC historical perspective of actual costs dating back to 2016. This is the report previously provided to the former ACC Advisory Commission. This report also provides history on debt service payments and the property tax levy assigned to debt and operations. MAY/JUNE 2023 FACILITY UPDATE: Please refer to the attached ACC Facility Update for Major Events and monthly Walking Track activity through April. Major events are picking up as the winter season is in full swing. PROGRAMS/ACTIVITIES UPDATE - ACC has completed the busiest time of the year now, May is quiet for events, June picks up all the summer camps and sports clinics. SCHEDULING - Scheduling for summer 2023 and winter 2023-24 is near completion; prime -time hours are sold at close to 100% and ACC continues to seek out new users and programs to keep building up ACC's non -prime usage. TURF - Ice went out the week of February 27h with turf rentals starting early March. Andover Baseball, Softball, Andover HS, and Andover Athletic Track and Field committed to hours. The turf went out April 26th. ACC then converted the floor to ice in time for a Midwest Hockey Youth tournament May 5-7 that used both rinks. ACTION REQUESTED Informational. The Council is requested to review and receive a staff presentation on the attached reports. Attachments CITY OF ANDOVER Community Center Budget Summary Totals Budget Year 2023 2022 2023 REVENUES Budget Apr YTD %.Bud Pre - Audit Budget Apr YTD %Bud Charges for services Ice Rental S 729,000 $ 265,880 36% $ 794,232 $ 794,000 S 272,577 34% Turf Rental 50,000 4,206 n/a 18,553 25,000 8,221 33% Track 2,500 1,985 n/a 5,871 3,000 3,252 n/a Fieldhouse Rental 240,000 159,515 66% 287,696 255,000 163,035 64% Proshop 13,000 4,685 36% 11,978 13,000 6,395 49% Vending 15,000 10,570 70% 20,978 16,000 8,837 55% Advertising 63,000 17,440 28% 99,436 75,000 10,754 14% Total Cbarges for services 1,112,500 464,281 42% 1,238,744 1,181,000 473,071 40% Miscellaneous 182,000 49,854 27% 220,434 322,068 45,883 14% Total revenues 1,294,500 514,135 40% 1,459,178 1,503,068 518,954 35% Current 1,760,968 2022 30% 1,702,107 2,188,391 2023 25% EXPENDITURES Budget Apr YTD %Bud Pre - Audit Budget Apr YTD %Bud Current 505,012 79% Transfers out (300,000) (300,000) 100% (300,000) (300,000) (300,000) 100% Salaries & benefits 770,110 273,299 35% 809,007 875,369 283,751 32% Departmental 97,100 24,548 25% 96,433 91,850 40,857 44% Operating 603,233 172,639 29% 579,619 679,647 163,609 24% Professional services 248,525 43,834 18% 179,690 181,525 55,963 31% Capital outlay 16,575 n/a 37,358 360,000 0% Current 1,760,968 530,895 30% 1,702,107 2,188,391 544,180 25% Revenue over (under) expense (466,468) (16,760) 4% (242,929) (685,323) (25,226) 4% Other financing sources (uses) General Property Tax levy 155,000 - 0% 154,614 155,000 - 0% Investment income - (556) n/a (22,544) 3,000 15 n/a Rental / Lease Pymt 638,000 490,786 77% 631,231 638,000 505,012 79% Transfers out (300,000) (300,000) 100% (300,000) (300,000) (300,000) 100% Total financing sources (uses) 493,000 190,230 39% 463,301 496,000 205,027 41% Vet increase (decrease) in fund balance $ 26,532 $ 173,470 654% $ 220,372 s (189,323) $ 179,801 -95°e CITY OF ANDOVER MINNESOTA Andover Community Center / YMCA Historical Comparison Debt Service Payments 2012C G0 Abatement Bonds (P+n $ 1,216,506 $ 1,213,731 $ 1,211,481 $ 1,208,931 $ 1,215,981 $ 1,212,631 PRE -AUDIT $ 1,209,281 $ 1,209,281 2019A GO Abatement Bonds (P+1) 2016 2017 2018 - 2019 590,150 2020 819,725 2021 2022 2023 2023 1,216,506 Actual 1,213,731 Actual 1211481$ Actual $ Actual $ Actual $ 2,323,706 Actual Actual Budget Apr -YTD Revenues: 2012C GO Abatement Bonds $ 977,332 $ Charges for services $ 972,055 $ 969,378 $ 976,780 $ 973,263 $ 974,628 $ 969,745 $ 969,745 2019A GO Abatement Bonds - - Ice Rental $ 405,990 $ 392,828 $ 435,716 $ 442,995 $ 361,796 $ 823,856 $ 794,232 $ 794,000 8 272,577 Turf Rental - - - 155,000 - 155,000 - $ 3,782 18,553 25,000 $ 8,221 Track - 1,977,870 $ 2,105,229 - $ 2,153,527 - 301 3,950 5,871 3,000 3,252 Fieldhouse Rental 199,286 215,089 218,667 220,225 133,126 220,527 287,696 255,000 163,035 Proshop 9,412 9,247 8,606 9,680 4,394 9,606 11,978 13,000 6,395 Vending 8,588 9,182 7,470 8,427 6,148 7,763 20,978 16,000 8,837 Advertising 26,450 38,819 34,000 40,850 8,000 84,700 99,436 75,000 10,754 Charges for services 649,726 665,165 704,459 722,177 513,765 1,154,184 1,238,744 1,181,000 473,071 Miscellaneous 136,552 136,149 142,768 131,386 110,781 134,072 220,434 322,068 45,883 Total revenues 786,278 801,314 847,227 853,563 624,546 1,288,256 1,459,178 1,503,068 518,954 Expenditures: Current: Salaries & benefits 451,332 481,926 501,108 533,044 503,842 692,742 809,007 875,369 283,751 Departmental 77,945 65,612 76,448 66,570 74,809 82,655 96,433 91,850 40,857 Operating 364,935 364,242 352,067 330,084 345,588 515,308 579,619 679,647 163,609 Professional services 106,381 125,034 104,076 77,818 129,261 85,130 179,690 181,525 55,963 Capital outlay 47,859 4,900 11,442 39,888 100,000 - 37,358 360,000 Current 1,048,452 1,041,714 1,045,141 1,047,404 1,153,500 1,375,835 1,702,107 2,188391 544,180 Revenue over under expenditures (262,174) (240,400) (197,914) (193,841) (528,954) (87,579)1 (242,929)1 685 323 25 226 Other financing sources (uses) General Property Tax Levy - - - - - 154,534 154,614 155,000 - Investment income 2,190 2,779 5,780 16,107 6,793 2,817 (22,544) 3,000 15 Rental/Lease Pymt 640,303 641,691 637,150 636,803 635,629 635,026 631,231 638,000 505,012 Transfers out (300,000) (300,000) (300,000) (300,000) (300,000) (300,000) (300,000) (300,000) (300,000) Total financing sources (uses) 342,493 344,470 342,930 352,910 342,422 492,377 463,301 496,000 205,027 Net increase (decrease) in fund balance 80,319 104,070 145,016 159,069 (186,532) 404,798 220,372 (189,323) 179,801 Fund balance (deficit) - January 1 56,140 136,459 240,529 385,545 544,614 358,082 762,880 983,252 983,252 Fund balance(deficit)- December 31 $ 136,459 $ 240,529 $ 385,545 $ 544,614 $ 358,082 $ 762,880 $ 983,252 $ 793,929 $ 1,163,053 Fund Balance Detail: FB- Replac Res for Common Space $ 154,449 $ 179,283 $ 173,560 $ 200,606 $ 190,067 $ 216,790 $ 216,790 $ 81,790 $ 81,790 FB - Unassigned (17,990) 61,246 211,985 344,008 168,015 546,090 766,462 712,139 1,081,263 $ 136,459 $ 240,529 $ 385,545 $ 544614 $ 358,082 $ 762,880 $ 983,252 $ 793,929 $ 1,163,053 Debt Service Payments 2012C G0 Abatement Bonds (P+n $ 1,216,506 $ 1,213,731 $ 1,211,481 $ 1,208,931 $ 1,215,981 $ 1,212,631 $ 1,213,931 $ 1,209,281 $ 1,209,281 2019A GO Abatement Bonds (P+1) - 590,150 819,725 1,109,775 1,1065900 1,106,900 $ 1,216,506 $ 1,213,731 $ 1211481$ 1,208,931 $ 1,806,131 $ 2,032,356 $ 2,323,706 $ 2,316,181 $ 2,316,181 Property Tax Levy 2012C GO Abatement Bonds $ 977,332 $ 974,418 $ 972,055 $ 969,378 $ 976,780 $ 973,263 $ 974,628 $ 969,745 $ 969,745 2019A GO Abatement Bonds - - - - 1,001,090 976,966 1,014,065 1,028,782 1,028,782 Community Center Operations - - - 155,000 155,000 155,000 155,000 $ 977,332 $ 974,418 $ 972,055 $ 969,378 $ 1,977,870 $ 2,105,229 $ 2,143,693 $ 2,153,527 $ 2,153,527 AND%VER COMMUNITY CENTER MAY -JUNE 2023 May 4-6—Midwest Hockey Youth Tournament May 18-21—Hometown AAA Youth Tournament May 26—PACT School Field Trip May 28-29—ACC Closed June 2—Andover Elem. Field Trip June 8—Last Day of School—A/H June 13—YMCA Summer Camps start June 13— Andover High School & Youth Hockey Camps start June 13—Blueger Hockey School June 14-15—Mn Premier Volleyball Camp June 29—July 2—St Cloud Jr. Hockey Tryouts Track check in is required, Monday—Friday, 6:30am-4:30pm. Numbers below reflect those checked in during these times. Jan -2252 Feb -2002 March — 2519 April— 1595 No Summer programs this year, staff is working on some special themed family nights. The next Soccer and Learn to Skate programs will start up in October. F'V ' N66q 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: FROM: SUBJECT: DATE: Mayor and Councilmembers Jim Dickinson, City Administrator 2024-2028 CIP Development Discussion — Community Center May 23, 2023 Late March, Administration/Finance distributed baseline worksheets to Department Heads for the 2024- 2028 CIP kick-off. Subsequent discussion has centered on the 2024-2028 CIP development, the need of other committees (Vehicle/Equipment Purchasing & Facility Management Committees) and commissions (Parks and Recreation & Nature Preserve) to start their work and to work toward a "draft" proposed 2024- 2028 CIP to present to the City Council. Throughout the summer a significant amount of time will be spent on evaluating utility infrastructure, transportation improvements, building maintenance, equipment and park and recreation needs. Each of these items will be supported by a detailed fund balance analysis of funding sources (based on various assumptions and estimates) that will be presented to the Council for review at future workshops. At this time, the Staff would like to have a brief discussion with the Council focusing on the Andover Community Center priorities for a 2024-2028 CIP. ACTION REQUESTED The Council is requested to review the attachments, receive a brief presentation on the staff report, and provide direction to staff on Council priorities for the 2024-2028 CIP. submitted, City of Andover, MN Capital Plan 2024 thra 2028 PROJECTS & FUNDING SOURCES BY DEPARTMENT Department Project# Priority 2024 2025 2026 2027 2028 Total Community Center Replacement- East Parking Lot Pavement 24-04000-01 1 520,000 Cantu Ctr Operations 190,000 520,000 Comm Cir Operations Replacement- Community Center Roof 28-44000-01 1 130,000 1,500,000 Cana Ctr/YMCA-Shared 130,000 YMCA 1,500,000 Replacement- Zamboni Battery Pack - Ion Machine 28-04300-02 390,000 15,000 15,000 390,000 Repaint Fieldhouse Ceiling 24-04400-01 1 70,000 590,000 63,000 250,000 190,000 1,515,000 70,000 emm CV Operations 590,000 63,000 250,000 190,000 1,515,000 70,000 70,000 Replacement- Kivac Cleaning Machine 25-04000-01 1 8,000 8,000 Comm Ctr Operations 8,000 8,000 Replacement- Concrete Floor Sealant 25-4000-02 1 40,000 40,000 Comm Ctr/YMCA-Shared 40,000 40,000 Replacement -Carpeting 25-44300-01 1 15,000 15,000 Comm Ctr Operadons 15,000 15,000 Replacement- Generator 26-44000-01 1 50,000 50,000 Comm Ctr Operations 50,000 50,000 Repaint Ice Arena ceiling 26414300-01 1 200,000 200,000 Comm Ctr Operations 200,000 200,000 Replacement- Ice Resudacer 27-04300-02 1 190,000 190,000 Cantu Ctr Operations 190,000 190,000 Replacement- Community Center Roof 28-44000-01 1 1,500,000 1,500,000 Cana Ctr/YMCA-Shared 1,500,000 1,500,000 Replacement- Zamboni Battery Pack - Ion Machine 28-04300-02 1 15,000 15,000 Comm CtrOperaOons 15,000 15,000 Community Center Total 590,000 63,000 250,000 190,000 1,515,000 2,608,000 GRAND TOTAL 590,000 63,000 250,000 190,000 1,515,000 2,608,000 Capital Plan City of Andover, MN Project # 2444000-01 Proiect Name 11P..+ V-14— i _+ Dn.,nm + 2024 thru 2028 e pavement on the east side of the Community Center and the north and south drive lanes were not replaced with the expansion of the building 2020 to get as much life out of the pavement as possible. By the time the pavement is scheduled to be replaced it will be over 20 years. Expenditures 2024 2025 2026 2027 2028 Total Improvement 520,000 520,000 Total Funding Sources 520,000 2024 2025 2026 2027 520,000 2028 Total Comm Ctr Operations YMCA 130,000 390,000 130,000 390,000 Total 520,000 520,000 general pavement maintenance such as crack Capital Plan City of Andover, MN Project # 2¢44400_01 Project name Repaint Fieldhouse Ceiling Type Improvement Useful Life 15 Years Category Improvements Peel/scrape paint from fieldhouse ductwork. 2024 thru 2028 Department Community Center Contact Comm Ctr Manager Priority 1 -High 18+ years, the fieldhouse arena ceiling is showing signs of flaking and peeling. restored look to Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 70,000 70,000 Total Funding Sources 70,000 2024 2025 70,000 2026 2027 2028 Total Comm Ctr Operations 70,000 70,000 Total 70,000 70,000 the ceiling will help maintain the life of the beams and brackets as well as provide a clean, well maintained look to the space. Capital Plan 2024 thru 2028 City of Andover, MN current Kaivac system is 10+ years old and in need of replacement. Expenditures 2024 2025 2026 2027 2028 Total Equipment 8,000 8,000 Total 8,000 8,000 Funding Sources 2024 2025 2026 2027 2028 Total Comm Ctr Operations 8,000 8,000 Total 8,000 8,000 Capital Plan 2024 thru 2028 City of Andover, MN 18 years the floor is in need of general maintenance. Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 40,000 40,000 Total 40,000 40,000 Funding Sources 2024 2025 2026 2027 2028 Total Comm Ctr / YMCA - Shared 40,000 40,000 Total 40,000 40,000 the appearance of the floors for many years. Capital Plan 2024 thru 2028 Citv of Andover_ MN Justification After time, the carpet begins to wear Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 15.000 15.000 Sources Total 15,000 15,000 2024 2025 2026 2027 2028 Total 15,000 Total 15,000 15,000 Budget Impact/Other overall cost of new carpet will ensure a quality experience for our customers for another 5 years. Capital Plan City of Andover, MN Project# 26-44000-01 Project Name Replacement - Generator type Improvement Useful Life 20 Years Category Improvements 2024 thru 2028 Department Community Center Contact Comm Ctr Manager Priority I -High 20 years, the emergency generator will need to be Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 50,000 50,000 Total 50,000 50,000 Funding Sources 2024 2025 2026 2027 2028 Total Comm Ctr Operations 50,000 50,000 Total 50,000 50,000 Capital Plan 2024 thru 2028 Citv of Andover_ MN Justification After 15 years, the ice arena ceiling is showing signs of flaking and peeling. Painting the ceiling will provide a clean, restored look to the space. Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 200,000 200,000 Total Funding Sources 2024 200,000 2025 2026 2027 200,000 2028 Total Comm Ctr Operations 200,000 200,000 Total 200,000 200,000 the ceiling will help maintain the life of the beams and brackets as well as provide a clean, well maintained look to the space. Capital Plan City of Andover, MN Project# 27-44300-02 Project Name Replacement - Ice Resurfacer Type Equipment Useful Life 20 Years Category Equipment Description J Justification kfter 20+ years and running the machine 2024 thru 2028 Department Community Center Contact Comm Ctr Manager Priority I - High 7,543 hours that provides ice maintenance. M �eintpnnn packs, it's time to replace the entire machine due to wear and tear of the unit. 2024 2025 2026 2027 2028 Total 190,000 190,000 Total 190,000 190,000 Funding Sources 2024 2025 2026 2027 2028 Total Comm Ctr Operations 190,000 190,000 Total 190,000 190,000 new ice resurtacer will keep maintenance costs down and provide a better end product for our users. Capital Plan 2024 rhru 2028 City of Andover, MN Justification After 20+ years, the rubber roof membrane will need to be replaced. Expenditures 2024 2025 2026 2027 2028 Total Facility Maintenance 1,500,000 1,500,000 Total 1,500,000 1,500,000 Funding Sources 2024 2025 2026 2027 2028 Total Comm Ctr / YMCA - Shared 1,500,000 1,500,000 Total 1,500,000 1,500,000 cost of the new roof will help keep the Capital Plan 2024 thru 2028 City of AnrinvPr MN Justification The battery pack that drives the Zamboni should be replaced every 4-6 years. Over time, the batteries will hold less of a charge and eventually have to be replaced. Expenditures 2024 2025 2026 2027 2028 Total Vehicles 15,000 15,000 Total Funding Sources 2024 15,000 2025 2026 2027 2028 15,000 Total Comm Ctr Operations 15,000 15,000 Total 15,000 15,000 Zamboni is a necessary part of the operations of the ice arena; and without it, we would not be able to keep the facility operating.