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HomeMy WebLinkAboutJanuary 23, 2006 ~~ lJJLl:HUl ~ - ~ -Ci,o o ~NDOVER~ CommtfnlBt ~nkr Advisory Commission Meeting Monday, January 23, 2006 7:00 pm Andover YMCA Community Center Community Room B Minutes 1. Call to Order - 7:04 pm Attendance: Frank Kellogg, Mike Knight, Erick Sutherland, Jamie Durand, Andrea Thompson, Todd Schoffelman, Linda Blackmore, Jim Dickinson (arrived approx. 9:15 p.m.) o 2. Approval of Minutes - Monday, December 12, 2005 Minutes approved as written. 3. Announcements - Erick announced that Devon Walton will r:l0 longer be an active ACC Commission Member. Devon has accepted a position on the Andover Planning and Zoning Commission, therefore resigning from the Park and Recreation Commission. The ACC Commission recognizes and appreciates the time Mr. Walton has given and wishes him well on his new endeavor. Request was made by Linda Blackmore to add following item: 4. ACC Community Room Usage Linda Blackmore wanted to discuss a letter that was sent to YMCA Executives from Devon Walton expressing his regret that the Community Rooms weren't being allowed to be used by Community Groups. It was indicated that Mr. Walton had sent the letter on his own behalf and not that of ACC Commission. Ms. Blackmore said that the communication between the YMCA and the Community Center Staff has been working very well. Erick presented a copy of the meeting room schedule for commission members to view to see that community groups have been utilizing the rooms and how often. o The Commission requested that they receive a copy of the upcoming months meeting room schedule with future meeting packet materials. The Commission would also like to review the groups that are currently using the rooms and would o Andover YMCA/Community Center Advisory Committee Minutes January 23, 2006 Page 2 like to define who can and can not use the room free of charge. Cindy will put together a list of groups currently using the meeting rooms and present at next meeting. 5. Community Center Brochure The latest version of the Community Center brochure was presented and discussed. All comments should be to Cindy by Friday, January 27. The goal is to have the new pictures inset and the final draft presented at the next meeting. 6. Other Business Marketino Advertisino Prooress Advertising Letter Sent - Erick sent a letter to Andover Businesses announcing the opportunity for advertising and sponsorship. The letter did generate several calls as well as additional signed contracts. An article will appear in the March/April issue of the Andover Today giving local businesses another chance to advertise before surrounding communities are contacted. o Upcoming Marketing Ventures - Letters will be sent to Daycares (both in-home and centers) Senior housing groups (Grey Oaks and the Farmstead) as well as to Home Schools announcing Field House availability during weekdays. The letter will also ask groups what type of activities and equipment are desired so that the Community Center can get an idea for future purchases. Staff Update 2006 Event Schedule - Was distributed to the commission and is also posted on the Community Center's Website as well as areas within the Community Center. Thank You Letter from Winter Craft Show Organizer - Erick passed around a letter received by the organizer of this past winter's craft show which was held in the Field House. The letter had several positive things to say about the site as well as ACC staff. Taroet Donations o Frank asked what if any donations have been received by Target. None known to date. Frank suggested Erick follow up with Jim Dickinson to see if any further discussion with Target and Ryan Companies has occurred. Additional Field House Eouipr:nent and Proqrams Mike Knight felt that baseball cages with netting would bring in additional revenue to the Field House. Also mentioned were skilled hockey clinics. Adjustable o Andover YMCA/Community Center Advisory Committee Minutes January 23, 2006 Page 3 basketball hoops could also be added to the Field House not only for use during basketball clinics but for the younger children who attend open gym. Erick will compile a list of desired equipment for the facility and identify costs involved and life expectancy of the items. Courtvards of Andover Joint Venture Erick still has not been able to meet with Ms. Deluca from the Courtyards of Andover. Erick will continue to pursue. Fun Fest The Fun Fest Craft show will be held in the ACC Field House July 7-8. The Carnival Vendors are scheduled to come to the ACC to check out the parking lot lor Carnival set-up availability. Since it's a city festival, the City of Andover carries the insurance. A request would be made to the carnival vendors to use pads under the rides in the event that the ACC parking lot was utilized. Ice Arena Shut Down Preventative maintenance has been scheduled for the ACC Arena shut down between May 15 - June 11. o National NiQht Out Celebration The YMCA and the ACC would like to host a National Night Out event and when speaking with Laura Landes, Anoka County Sheriff, it was requested that we hold the event on another date rather than August 1st (National Night Out). Ms Landes has worked very hard in getting neighborhoods to come together on this night and police and fire are booked visiting these neighborhood parties therefore, would not be available to attend the ACC event. Ms. Landes suggested that an event should be held at the ACC Post-National Night out, that way police and fire could be in attendance. Mike Knight stated other Council Members had expressed an interest in holding National Night on August 1st and that Mike would be willing to speak to City Council Members to see if it would be more feasible to hold an event post-National Night Out. Free Student Open Gvm Update o The after school program between 3 - 5 has been extremely busy and it was discussed that in the future we may need more than the one court available. It was also suggested that we may want to consider charging $1 per student so that additional staff can be hired to monitor the students during this time. Mike Knight suggested that this be brought to the City Council's attention. Cindy will provide the Commission at the next meeting with numbers of students and the o o o Andover YMCA/Community Center Advisory Committee Minutes January 23,2006 Page 4 types of activities taking place during free student open gym. An article will also be submitted to the Andover Today asking for volunteers to help monitor the students during this free student open gym. Policv and Procedure Manual Erick asked the Commission to clarify what type of manual the commission was looking for. After discussion, Commission would like a manual outlining the facility rules as well as meeting room policies (for usage and charges) as well as after school program guidelines and facility by-laws. Erick felt that most of these items were probably already established but just needs to be incorporated into one document. Staff will look into forming this document. Miscellaneous Mike Knight received a compliment on how clean the facility was. Ms. Blackmore left at 9:20 p.m. AHYHA Reauests Jamie Durand requested that AHYHA start receiving invoices on a monthly basis. Mr. Durand also asked if the ACC had any storage areas available for the AHYHA. Discussion followed and unfortunately there is no space. Mr. Jim Dickinson indicated that other Athletic Associations in the area have rented POD's to assist them in storing equipment and that AHYHA may want to look into a POD. Meetina Dates Commission discussed and agreed meeting one time per month on the first Monday. Next meeting scheduled for Monday, February 6, 2006 at 7:00 p.m. in Community Room B at the Andover Community Center. 7. Meeting Adjourned at 9:35 p.m. Respectfully Submitted, Cindy Ramseier Administrative Assistant Andover YMCA Community Center