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Advisory Commission Meeting
Monday, May 1, 2006
7:00 pm
Andover YMCA Community Center
Community Room A
Minutes
1. Call to Order - 7:04 pm
Attendance: Mike Knight, Erick Sutherland, Andrea Melberg Thompson, Todd
Schoffelman, Frank Kellogg, Jamie Durand
Absent: Dan Masloski, Linda Blackmore
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Guests: Heidi Geiss, Youth First
2. Approval of Minutes - Monday, April 3, 2006
Minutes approved as written.
3. Capital Improvement Plan
Erick indicated that city purchases greater than $5,000 need to be included in the
CIP. The items identified were: Kitchen fryer/grill, floor scrubber, and carpet for
the west entry. Mike Knight also identified that an off-site storage facility may
need to be constructed. The CIP items are prioritized and purchased over a 5-
year period. No additional items were indicated.
4. Staff Update
After School Update: There has been a decrease in attendance, primarily due
to weather and spring sports. Number of students participating in April: 8 - 60
students per day.
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Review Outstanding Items Reference Sheet: Erick reviewed the reference
sheet and indicated that this sheet will be distributed each month with packets
and if commission has questions on any of the items, they can be discussed
under "Staff Update".
Mailings to 50 MS and 200 Elementary's: A cover letter and ACC brochure
were sent to schools, Mpls/St. Paul and North to Cambridge and far East as
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Andover YMCNCommunity Center Advisory Committee Minutes
May 1, 2006
Page 2
White Bear Lake and West as Big Lake. Letter invited schools to schedule field
trips at the facility. There have been 2 inquiries since the mailing. Staff realizes
that most schools have already planned their year-end trips but wanted to send
information so that schools can have on file for 2006-07 event trips. Follow-up to
these schools will be done this fall.
Frank would like to present information to Mike Sullivan, Anoka-Hennepin School
Board Member so that the schools book more field trips with the ACC. He also
thought if we came up with a "package deal" for schools it might be more
appealing (i.e. organize bus transportation or offer lunch, etc.) or host a "field trip
giveaway".
Frank and Jamie requested that Cindy pull information together on the numbers
of schools contacted, the radius of the mailing, the pitch, flu process and if any
feedback was given. Cindy will email the information this week.
Punch Cards: Due to a lack of interest of our current season passes, staff have
developed a new punch card that can be used towards open gym and open
skate admissions as well as skate sharpening services. The cards went on sale
May 1st and will be sold for $25.00 ($30.00 value). The ACC will remain selling
and honoring all previously sold season passes through December 2006.
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ACC Activities: Erick indicated that a few of the scheduled basketball
tournaments have cancelled due to lack of team registration as well as the
Timberwolves basketball clinic. Even with these cancellations, we remain on
track to finish the year well above our projected budget goals. It's been very
quiet throughout the community center and YMCA this past month, as an
example, the concessions gross for the month of April was $6,700. Staff, have
identified several different types of customers and have begun contacting them to
see if "summer" space and weekday hours can be filled. All prime hours
between October 2006 and March 2007 are pretty much booked solid. Our main
users during this time period are: Total Soccer Experience, (3) Volleyball Clubs,
and the Dist.11 Adaptive Sports Program.
Frank Kellogg suggested that staff research community centers in "warm"
weather climate states to see how they fill their rental spaces. Erick indicated
that he would like to begin researching the feasibility of adding on a programming
staff person to help fill "slow" periods and running our own clinics. Frank
suggested Erick look at this position fiscally, potential revenues, space available
and what program mgt costs would be. Erick will have discussion with City
Administrator. Mike Knight thought Erick should speak with other centers to see
what they've done for staffing.
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Erick also recapped the discussion from last month's meeting about City funding
Community Ed with $45,000 per year and that perhaps the city could offer them
$25,000 and designate $20,000 to the ACC for Facility Usage fees so that
community ed would have a place to host their classes.
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Andover YMCNCommunity Center Advisory Committee Minutes
May 1, 2006
Page 3
Erick will also be meeting with Heidi Geiss, Youth First to discuss what type of
assistance YF can offer and the costs involved.
Audited Financials: Financials are scheduled to be approved by City Council on
May 2, therefore this agenda item will be discussed at the next commission
meeting.
5. Other Business
Mike Knight thought that it would be a good idea to host a 3 on 3 basketball
tourney during Fun Fest. Staff indicated that the craft fair has booked the field
house so it wouldn't be feasibly this year but perhaps something could be worked
out for next year.
Mike Knight Left at 8:45 p.m.
Jamie Durand requested that Erick provide him with the maximum number of
hours available to rent for both the Field House and Ice Arena. Indicating the
prime and non-prime hours. As well as the daily opening and closing times of the
facility. Erick will provide the information to both Jamie and Frank, later this
week.
Jamie announced that he has chosen not to seek another term on the AHYHA
Board. He indicated that he would like to remain a member of this commission
on behalf of AHYHA. Erick will check on the commission by-laws to see how the
AHYHA representative is worded to see if Jamie is still able to represent AHYHA.
There was also discussion that Youth First will be reducing their staff to pit status
due to the loss of a grant. Frank wonders how we can explore grant writing
abilities. Grants mostly start at the federal level and a large part of it is political
contacts.
Next meeting scheduled for Monday, June 5, 2006 at 7:00 p.m. in
Community Room B at the Andover Community Center.
6. Meeting Adjourned at 9:15 p.m.
Submitted by,
Cindy Ramseier
Administrative Assistant
Andover YMCA Community Center