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HomeMy WebLinkAboutMay 11, 2009 © AN DOVER Conlmunl� Cenfe� Andover Community Center Advisory Commission Monday, May 11, 2009 6:00 pm Andover City Hall Conference Room 1. Call to Order — 6:00 p.m. 2. Approve Meeting Minutes - April 13, 2009 © 3. Mission Statement 4. Surveys 5. Staff Update - YMCA Usage Fees - Field House Event Fees 6. ACC Programming Status 7. Other Business 8. Adjournment A NDQ VEO � ammow awlel. Community Center Advisory Commission Meeting Monday, May 11, 2009 6:00pm Andover City Hall Conference Room Minutes Call to Order — 6:00 pm Attendance: Mike Knight, Kate Morphew, Erick Sutherland, Ted Butler (left at 6:55 pm), Greg Voss (left at 7:05 pm), Frank Kellogg (arrived at 6:15 pm) Absent: Mike Quigley and Tony Howard Approval of Minutes — April 13, 2009 — approved as written. Mission Statement — The Commission reviewed mission statements from other community © centers and drafted the statement below: The mission of the Andover Community Center is to provide a gathering place for civic, non- profit and community events and to enhance the lives of our citizens by providing a quality facility, offering diverse recreational, athletic, educational and public interest activities. Surveys — The commission agreed to have surveys available at the Andover Family Fun Fest in the city council booth as well as the YMCA front member desk and the Andover Community Center. We will see what kind of response we receive and decide from that point if we'll proceed with placing a survey in the Andover Today newsletter. Ted Butler will make revisions as discussed to the draft version of the survey presented and email to commission members. We will need to finalize this survey at our next meeting in order to have in place for Fun Fest July 10 & 11. YMCA Usage Fees — Erick and Greg have continued their discussions of what price the YMCA will pay in 2010. Greg mentioned that the Y partners campaign and some of their grant monies could help off -set some of the rental costs of the field house if YMCA programs were held in that area of the community center. A proposed number of 50 hours would be allotted for partnership programs. Field House Event Fees — Erick checked with other community center facilities comparing similar space sizes to the field house and what they charge for a full day rental. His findings were: Maple Grove Community Center charges $625 per day and Maplewood charges $940 per © day. The Andover Community Center currently charges $1,000 per day. The Andover Community Center Field House is somewhat larger than the other two comparisons. The commission felt our field house rental fees were adequate. ACC Programming Status Report — The status report was discussed and staff handed out an update on where they are at with meeting the $19,000 financial request. The commission discussed the areas and would like to see staff bring forward a similar update with real revenue identified. It was also suggested to add a line item for chargeable hours to the ballfields for the concession supervisor's time as well as the potential additional revenue in 2010 from the home show for Cindy's billable time for exhibitor registrations. Staff Update 2010 Budget — Staff will email commission members a copy of the proposed 2010 budget in mid -June for discussion at the July advisory commission meeting. At our August meeting, this budget will need to be finalized. Monthly Budget Review — Beginning at the June advisory meeting, Erick will bring copies of the previous month's P & L reports for review. Other Business Volunteer Program - Mike Knight would like to approach the Andover City Council and propose that the city implements a volunteer program. Such volunteers could be used at parks and the Andover Community Center especially after school. Outside Security Concerns - Frank Kellogg expressed his interest in increasing security around the outside perimeter of the community center. Another vehicle was broken into on the East side of the community center last Friday at 3:30 pm. The community center staff will place another call into the Andover Patrol station to again, request more police presence. Cindy suggested we check to see if the volunteer reserve officers are available to patrol the lot. Erick will obtain prices from private security companies. Greg mentioned that the YMCA manager on -duty will now be required to walk outside a few times throughout their shift. Information — Mr. Kellogg requested that a performa be sent to Kate Morphew along with any other policy's or procedures that would benefit Kate. Next Meeting — Topics will include: Facility Fees — review (effective September 2009). Scheduled for June 8, 2009 at 6:15 pm — Andover City Hall Meeting Adjourned at 8:40 pm Submitted by, Cindy Ramseier