HomeMy WebLinkAboutACCAC October 8, 2007
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Andover Community Center Advisory Commission
Monday, October 8, 2007
7:00 pm
Andover City Hall Conference Room A
1. Call to Order -7:00 p.m.
2. Approval of Minutes - Monday, July 9, 2007
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3. City Council Budget Presentation Wrap-up
4. ACC Rental Priority Policy Discussion
5. Staff Update
6. . Other Business
7. Adjournment
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CITY OF ANDOVER, MINNESOTA (J)
Andover Community Center / YMCA
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2005 2006 2007 2008
Actual Actual Budget Estimate Budget
Revenues:
Charges for services
Ice Rental $ 316,977 $ 326,705 $ 317,000 $ 328,500 $ 335,000
Fieldhouse Rental 26,144 116,214 80,500 94,000 106,000
Concessions 39,521 108,119 125,000 120,000 125,000
Proshop 1,196 4,160 6,000 4,750 5,000
Vending 6,316 11,932 6,000 10,200 12,000
Advertising 7,416 16,531 20,000 17,000 20,000
Charges for services 397,570 583,661 554,500 574,450 603,000
Miscellaneous 137,612 178,164 134,400 194,400 210,900
Total revenues 535,182 761,825 688,900 768,850 813,900
Expenditures:
Current:
Salaries & benefits 189,711 273,799 299,347 298,408 318,531
Departmental 77,360 100,288 84,550 79,215 86,500
Operating 313 ,220 336,506 352,420 380,681 389,592
Professional services 9,609 37,553 24,500 51,000 64,500
Capital outlay 15,500 11,000
Current 589,900 748,146 776,317 809,304 870,123
0 Revenue over (under) expenditures (54,718) 13,679 (87,417) (40,454) (56,223 )
Other financing sources (uses)
Investment income (12,343) (20,584) (15,000)
Rental/Lease Pymt 235,686
Transfers in 4,216
Transfers out (434,309) (284,013) (237,274) (237,274) (210,178)
Total financing sources (uses) (442,436) (304,597) (237,274) (252,274) 25,508
Net increase (decrease) in fund balance (497,154) (290,918) (324,691 ) (292,728) (30,715)
Fund balance (deficit) - January I 476,723 (20,431) (311,349) (311,349) (604,077)
Fund balance (deficit) - December 31 $ (20,431) $ (311,349) $ (636,040) $ (604,077) $ (634,792)
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~ DRAFT
,;-1/ 10/3/2007
(') 0 Andover Community Cent r Prioritization of Use for Facilities
Due to the large number of organizations that request to use the Community Center
~0 allocation of facilities in order to best meet community needs.
fo ~ Process for Reauestina Facility Reservations .
The Andover Community Center Facility Manager will establish a priority use deadline
each season for requesting facility use based on the priority questions listed below.
Applications for facility reservations received after that date will be processed on a first
come, first serve basis.
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The following questions will be considered when allocating multi-purpose rooms, the
field house, and the ice arena for applications received by the priority use deadline.
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. Is the event sponsored by the City?
. Is the requesting group a non-profit 501 (c)(3) organization?
. Is the event a community-wide public service or activity?
. Is the event sponsored by a school located in Andover or whose boundaries
include Andover residents?
. Is the event sponsored by other governmental units serving Andover residents?
. Does the requesting group have a positive history in renting Andover Community
Center facilities (particularly regarding timely payment of fees and lack of
damage to facilities and equipment)?
. Does the requesting group serve Andover residents and how many of its
members are Andover residents?
. Is membership in the requesting group open to all Andover residents?
. Does the requesting group have by-laws that ensure democratic procedures to
gather input from resident members and that provide grievance procedures for
members?
. Has the requesting group produced a certificate of insurance naming the City of
Andover as an additional insured?
. How many hours are being purchased for the year?
Ice Arena/Field House Priority of Use-Types of Use
An efficient balance of prime-time hours shall be allocated between skating lessons,
figure skating, public skating and hockey in the ice arena, and between basketball,
volleyball, soccer, and open gym times in the field house. Prime time hours are
determined by the facilities manager and are available by contacting the Community
Center.
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The following projected percentages are established as a non-binding guide for
balancin rime time use of the ice arena in an calendar ear:
Ice Arena Field House
% Time % Time
W% W%
orts 25% orts 25%
10% 10%
10% 10%
5% 5%
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CITY OF
..NDOVE
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER. MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
Prioritization Of Use For Facility Areas
Andover Community Center 15200 Hanson Boulevard Andover, MN 55304
Telephone (763) 767-5166. Fax (763) 755-2893. www.andovercc.org
Due to the large number of organizations that request the Community Center facilities, it is necessary to .
establish a reservation priority to ensure that Community Center facilities are made available to best meet
community needs.
The following list pertains to: Multi-Purpose Rooms, Field House, Ice Arena
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User Priority
I. City activities, programs or services.
2. City sponsored groups or resident non-profit civic organizations that sponsor community-wide
public services activities.
3. City sponsored groups, resident groups/organizations, churches, resident civic and non-profit
civic organizations who schedule the facility for activities specific to the organization's purpose
for operation.
4. Andover school sponsored programs and events.
5. Individual residents for private use.
6. Resident commercial/business use.
7. Other governmental units serving Andover residents.
8. Non-resident civic and non-profit groups and non-resident individuals.
9. All other authorized groups to include non-resident, commercial and profit groups, or
governmental units.
ICE ARENA / FIELD HOUSE PRIORITY CLASSIFICA nON OF USERS
An efficient balance of prime-time hours shall be allocated between skating lessons, figure skating, public
skating and hockey in the ice arena. Basketball, volleyball, soccer, open gym times in the field house.
The following times are considered prime hours.
Monday-Friday: 4:30pm-IO:00pm (Sept. 1- Oct. I & Mar. 15 -May 31)
Monday - Friday: 2:30pm - 10:00pm (October 2 - March 14)
Saturday - Sunday 7:00am - 10:00pm (Sept I - May 31)
All tournaments and other multi-day events will be charged Prime Rates regardless of time of day, year, or
hour rented.
NOTE:
Prime time imd non-prime time is used during the peak ice period/field house usage. One
rate is assigned to off peak or the summer season.
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Percentages of prime time use allotted to the respective programming. The projected percentages are to
be a guide for balancing out the ice arena use in one calendar year of scheduled time considered to be
"prime time".
Public skate/open gym; weekdays, Friday evenings, Sunday afternoons ........................................................10%
Skating lessons/community ed .... ........ ............... ............... ....................... ........ ..... .... ........ ..... ..... ..... ....... ..... .... 10%
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Youth hockey, basketball, volleyball, soccer, boys & girls.............................................................................. 50%
High school use, boys & girls........................................................................................................................... 25%
Other independent users to include resident and non-resident groups will be scheduled
depending upon availability of ice/gym time......................................................................................................5%
1 Percentage is dependent upon demand.
2 Each organization is responsible to distribute time fairly with respect to gender.
The priority for reservations will be based on the priority classification of users as listed below. The order
of priority for scheduling of ice time/ field house to Major User is listed below. (A Major Users is Ii
group/person scheduling over 50 hours per year.)
1. City activities and programs.
2. Andover High School hockey practices and games; upon limits mutually agreed upon.
3. Andover Youth Associations for youth boys and girls based upon limits mutually agreed upon.
4. Other independent organizations conducting clinics, leagues or tournaments.
5. Other associations or organizations requesting 100 or more hours per year.
After the above groups have been scheduled respectively, ice time / field house for Minor Users (less than
20 hours per year) will be scheduled on a first-come, first-serve basis. This includes, but is not limited to,
public schools and parochial curriculum use.
1.
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3.
4.
5.
6.
7.
City sponsored groups or resident non-profit civic organizations thacsponsor community-wide
public service activities.
City sponsored groups, resident groups/organizations, resident civic and non-profit civic
organizations that schedule the facility for activities specific to the organization.
Andover sponsored programs and events.
Private use by individual residents.
Resident commercial/business use.
Individual non-residents, non-resident civic and non-profit groups.
All other authorized groups to include non-resident, commercial and profit groups, church or
governmental units.
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
Guidelines for Field Usage by
Youth Athletic Associations
1. Guideline Statement
A key goal of the City of Andover's Parks & Recreation Commission's function is to
provide a rich variety of recreational opportunities to residents in the most cost efficient
manner possible. To achieve this goal, the City will emphasize a partnership with
Andover's volunteer organizations to plan, organize, and implement youth recreational
programs both as a means of containing service costs and as a method of ensuring a
community-based program.
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2. Procedures
The City may recognize any number of associations based on the availability of resources
and determination of the benefit to the community by the Parks & Recreation
Commission.
To qualify as a recognized City of Andover youth athletic association, the association
must provide:
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2.1.1. Unless specified by sanctioning or governing bodies, youth sports
program(s) must be open to all residents (regardless of their school
affiliation). The programs shall be targeted to have a minimum of 51 %
participation from Andover residents.
2.1.2. Democratic procedures and elections that ensure input from the residents
regarding the program and policies. The Parks Coordinator shall be
provided a copy ofthe group's by-laws with the required field application.
2.1.3. All associations must provide verification that they have 501e3 or
equivalent non-profit status with the State of Minnesota.
2.1.4. Certificate of insurance, which also names the City of Andover as
"Additional Insured".
2.1.5. Established grievance procedures, as outlined by association by-laws.
2.1.6. Duplication of sport offering by associations is not encouraged. Example:
If more than one recognized association offers the same level of
competitiveness, this shall trigger the field allocation clause. The number of
C:IDocuments and SettingslESutherlandlLocal SettingslTemporary Internet FileslOLKBIClean copy of Youth Athletic
Associations Policy.doc
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Andover residents within each of the associations will determine the
percentage of fields that will be allocated to the particular association.
2.2. In return, qualifying associations will n:ceive from the City; priority use of City-
owned facilities. This means that all required information/documentation must be
provided by the association to the City of Andover before an application
submitted by that association can be accepted for use of the City's facilities. .
Note: The Park and Recreation Commission has the authority to review the
number of fields that are being..requested by the association. The final
determination will be made by the Park and Recreation Commission based on
need for the association.
Acknowledgment of the groups as providers of their respective sport offerings. As part
of this, the City does not offer programs in these areas, but refers resident to these
organizations.
2.3. Youth athletic associations are valued partners to the City in providing organized
recreational opportunities. Consequently, serious conflicts arising within or
between associations and resident groups that threaten the quality of those
recreational opportunities are of concern to the City.
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2.4. Barring a legal imperative to the contrary, the City's role in resolving such
conflicts is limited to encouraging the association board and party in conflict to
work through the problem, according to existing by-laws, with staff
representatives providing facilitation and information, as needed.
3. Responsibility
The Parks Coordinator or a city representative will work with the various athletic
associations to ensure the responsibilities are being met. Staffthrough the grievance
procedure addresses concerns from the general public.
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C:\Documents and Settings\ESutherland\Local Settings\Temporary Internet Files\OLKB\Clean copy of Youth Athletic
Associations Policy. doc