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Home My WebLink AboutACCAC February 11, 2008 NDOVER eommvnf5t ~nldr Andover Community Center Advisory Commission Monday, February 11,2008 7:00 pm Andover Community Center Meeting Room B 1. Call to Order - 7:00 p.m. 2. Approval of Minutes - Monday, November 19,2007 3. North Star Volleyball Presentation 4. YMCA Preschool Discussion 5. 2007 Budget Review 6. ACC Rental Priority Policy Discussion 7. Staff Update 8. Other Business 9. Adjournment cnY OF ANDOVER @ CollllDlUlitr Cedter Operations For lite Year EDded December 31. 2007 UNAUDITED Concessions Pro Shop Ice Arena Fieldhouse 44100 44200 44300 44400 OPERATIONS Revenues Rental 254,660.25 62,169.35 Rental - Taxable 47,274.17 3'0,'072.19 00... 26,'064.'0'0 21,961.74 Fee Admissions 12,449.3'0 Equipment Rental 1,325.9'0 Concessions 98,534.'08 5,586.5'0 Vending Machines 7,736.44 3,854.23 Advertising 15,281.32 4,044.86 Interest (9,584,82) (9,584.82) RefWlds & Reimbursements 1,593.97 116,65'0.'06 92,2'08.75 Donations 46,185.58 46,185.59 Total Revenues 100,128.05 .....50 516.716.30 152.237.79 . 874.668.64 Expenditures Salaries & Benefits 43959.38 115.646.04 110,274.40 . 269,879.82 Departmental 61005 Supplies - General 787.65 65'0.5'0 61'02'0 Supplies - Operating 3,630.64 1,048.22 8,929.97 8,713.7'0 61025 Supplies - Cleaning 98.46 61'05'0 Supplies - Diesel Fuel 79.88 79.87 611'05 R & M Supplies p General 12.25 1,314.41 27'0.57 6112'0 R & M Supplies - Building 1,194.21 3,429.2'0 612'05 Small & Expend - Small Tools 6121'0 Small & Expend - Office Equipm 61225 Technology Upgrades 167.'0'0 166.99 61245 Items For Resale 46,3'01.72 1,379.82 6131'0 Meals/Lodging 61315 Continuing Education 778,03 718,03 6132'0 Annual Dues I Licenses 6'0'0.'0'0 135.'0'0 135.'0'0 614'05 Postage 254.84 254.84 6141'0 Transportation / Mileage Departmental 5'0643.'07 2,428.04 1364'0.99 14,478.7'0 S 81.190.80 Operating 62005 Electric 8,602.77 80,865.97 53,91'0.64 62'01'0 Water & Sewer Service 651.75 1'0,210.77 62'015 Natural Gas 133,989.91 57,424.25 6202'0 Refuse Collection .1,397.95 2,5'06.53 2,506.52 62'03'0 Telephone 2,739.72 2,739.72 62100 Insurance 5,4'07.5'0 5,4'07.5'0 62200 Rentals 1,'042.47 253.1'0 465.'04 622'05 Central Equipment SelVices 3,966.00 62300 Equipment Maintenance Contract 8,182.71 8,182.71 623'05 Software Maintenance Contracts 24'0.59 240.59 Operating 11694.94 248362.8'0 13'0,876.97 . 390,934.71 Professional Services 63005 Professional Services 2,393.7'0 6.189.43 2,721.17 63'010 Contractual Services 1,195.95 4,559.49 4,391.22 63'025 Publishing 336.'0'0 536.00 63'03'0 Printing 1,251.'08 1,251.08 63100 R & M Labor - General 364.38 13,24'0.26 6,535.31 631'05 R & M Labor - Building 3,900.66 2,392.86 Professional Services 4290,03 29676.92 17291.64 . SI~S8.59 Capital Outlay 65600 Equipment 6,495.00 . 6,495.00 Other Uses 67101 Operating Transfer Out 118637.00 118637.00 S 237,274.00 Total Expenditures 110.587.42 2.428.04 525.963.75 398.053.71 S 1,037,032.92 Not (10,459.37) 3.158.46 (9,247.45) (145.815.92) . (162,364.28) ~~~~~~~--'-"~i{~'~""''''"_t ~ i'iI,~ll~J r- .._."-~~~'%~ Debt Service Bond. Principle 200,000.00 4,825,000.00 5,'000,000.00 HS Locker Rooms 200,000.00 200 000.'0'0 5 '025.000.'0'0 5.00'0000.00 S 10,,225,000.00 1.96% 49.14% 48.90"10 2007 Debt Service. City 12.874.70 323.476.82 311,867.48 S 658.119.00 ~~'J~2inf,; ~~7'~~~'M.~~W.' 'Uil- -'Li~, ll!l~ll~-- --ii~ 1i!J[i!:_Yl.'lmJl~ Nel Total From Operations & Annual Debt Service . (23,334.07) S (332.724.27) S (467Ji83.40) . (820.583.28) DRAFT (0 2/6/2008 Andover Community Center Prioritization of Use for Facilities Due to the large number of organizations that request to use the Community Center facilities, it is necessary to establish a set of factors to be used in determining the allocation of facilities in order to best meet community needs. Process for ReQuestina Facilitv 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. 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. . 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? Appeals Process If any user group is unsatisfied with their scheduled hours they may elect to appeal their schedule at the next scheduled ACC Advisory Commission Meeting. Once both sides are heard any changes to the schedule will be made promptly. 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. 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 50% 50% 25% 25% 10% 10% 10% 10% 5% 5% Staff Update - 2/11/08 t!) Weekdav Activities Tot-Time Participants 06/07 07/08 September 258 October 128 365 November 170 273 December 109 156 January 212 428 February 179 March 258 April 101 May 102 - 1,259 1,480 Walking Program Counts 06/07 07/08 Seot. 112 108 Oct. 245 225 Nov. 302 309 Dec. 330 385 Jan. 410 448 Feb. 413 March 458 Aoril 264 Mav 153 2687 1475 . After School Student Gym continues to do well. . Continue to offer Open Skate and add extra open skate/open hockey on days kids will be off of school . Our Youth Basketball Clinic over Christmas break was a huge success, we completely filled the clinic with individuals on waiting lists. We'll be offering a Spring Break 08 Clinic March 17-20 and we'll be able to offer clinic to more participants - co-sponsored ACC & BBBC. (More on reverse) Evening/Weekend Activities . Current Learn to Skate Classes being taught to 50 participants. Our next Learn to Skate session scheduled for March 29 - May 3 (6 sessions). . Added Sunday Evening Open Adult Volleyball. 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