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Home My WebLink AboutOctober 12, 2009 A NDOVERM Cbmmwn� emler Community Center Advisory Commission Meeting Minutes Monday, October 12, 2009 6:30 pm Andover Community Center, Meeting Room B Call to Order — 6:30 pm Attendance: Ted Butler, Tony Howard, Erick Sutherland, Kate Morphew, Frank Kellogg, Mike Quigley, Greg Voss Absent: Mike Knight Guest: Aaron Gardner Approval of Minutes — September 14, 2009 — approved with the following corrections. Under Andover YMCA Update, it should read: The equipment is on a lease agreement and every 2 years new equipment YA& will arrive. Mr. Voss also indicated many o f the VAICA n ,. unt i es de h - e s t ...,,. ture a e li m i nat in g 6 a.n t . s iti ns ,.F..,, ieh , p h ere a t th n. dove_ YMC over the past three to four months, that the Andover YMCA has eliminated 6 full time positions with the most recent staff position being a member of aquatics. Council Workshop Presentation Update — Erick, Ted, Tony and Frank attended the Andover City Council Workshop held on September 22 d to discuss the Andover Community Center 2010 budget. An update was also provided to the city council as to where the community center was at with accomplishing their goal of recouping costs associated with increasing the concession supervisor from a part time to a full time employment status back in January 2009. This Team strategy effort would allow C. Ramseier to increase time spent on business development efforts, targeting increasing revenue opportunities. The City Council was pleased to see that there decision to approve a spend increase has concluded such, that they made the right choice supporting the Commissions and Staff's recommendation, based upon the projected revenue increase goals were achieved. The meeting went very well and the council was very pleased to see that the community center had achieved their goals. Furthermore, discussion between the City Counsel, CCAC members and Staff touched upon Community Center (CC) Staff and Citywide employee furloughs. The CC staffing was discussed and it was determined that the current staff is lean, staffing projections are in line and the current staffing plan is to provide exceptional customer service ad a safe environment, while striving to accelerate debt service of the CC. Andover YMCA Commission Minutes October 12,2009 Page 2 YMCA Update — Mr. Voss expressed an interest in exploring the option of producing a collaborative flyer /brochure which includes information on the Andover YMCA as well as the Andover Community Center. Greg and Cindy had discussed this possibility a few weeks ago as the community center is in need of producing a new brochure. Mr. Voss felt that their marketing dept would be open to the idea and he would contact Betty Fenton, VP of Marketing and Communications to set -up a meeting to discuss the project. The Commission felt that it was a good idea to explore this option. The next scheduled community event will be Harvest Fest, October 31, 2009 in the field house. The Andover Lions and the YMCA have partnered to host this event with additional trunk or treat areas outside. Cindy will forward a Harvest Fest flyer to Tony to distribute thru AHYHA and the YMCA will contact the local schools and athletic associations. The Wine Tasting event will be held November 5 at the Fountains of Ramsey. Mr. Voss indicated that of all the YMCA's, the Andover branch has the highest number of website hit's per month. He also indicated that the programs partnered with the community center (Walking Club & Tot -Time) are going very well. Mr. Kellogg suggested that the community center staff begin a reference schedule indicating when and what programs we've partnered with the YMCA. Cindy will begin to establish a Chronicle of Partnership — something we can look back and reference if needed. AHYHA Jr Huskies Ice Bill Request — Mr. Gardner indicated that a total of 108 kids participated in the summer & late summer 09 Jr. Huskies programs. Of those 108 kids, 68 of were from Andover and 27 of those kids went on to sign up for the AHYHA Mites and /or U8 Girls hockey program for 09/10. Recalling earlier discussions ... Mr. Gardner proposed to the AHYHA Board that any child who attended Jr. Huskies who went on to register for the first time for a 09/10 Mite or U8 program would receive a $100 discount on registration. The AHYHA felt $100 was cutting their budget to closely, however, approved a $65 per child discount. The commission reviewed the AHYHA Jr Huskies proposal and put the motion up for approval: The Commission agreed that a limited number of discounted rate hours could be made available to the AHYHA Hockey Association as it offers a youth development program. The commission suggested for the 09110 hockey season to offer a $100 off non prime ice rate per hour. The commission suggested that that a pilot program be in effect for the 09110 AHYHA hockey season beginning September 21, 2009. Aaron Gardener, AHYHA Jr. Huskies, estimated that for the 09110 season that 12 hours would be used for a winter program and approximately 24 hours for a summer /fall program in 2010. Since the Jr. Huskies '09 summer /fall sessions are already complete and the ice time has already been invoiced, the commission would give Jr. Huskies the next 24 ice hours at no charge to make up for the summer /fall ice fees paid difference. After these first 24 hours are exhausted, the AHYHA Jr. Huskies will pay the non prime ice rate per hour with a $100 per hour discount. Andover YMCA Commission Minutes October l2, 2009 Page 3 With this approved, AHYHA has given a 565 discount per child on their AHYHA registration for the 09110 season for Mites and U8 players who had participated in the Jr. Huskies program. A total of 27 kids were able to receive this discount. The majority of the commission members approved the above written statement/motion with the revision of that a $65 discount be given to those who registered for the 09/10 season rather than the original proposed $100.00. Statement approved as written with one member absent, Mike Knight, one member abstaining, Tony Howard and one no vote made by Kate Morphew. Ms. Morphew indicated she would have rather seen the $100 discount as previously discussed. Motion passed. Ted suggested that the commission receive, annually, a financial review of the Jr. Huskies program. The rest of the commission agreed. Mr. Gardner appreciated the advisory commission on approving a reduced fee for Jr. Huskies ice bill's and indicated that this will also offer assistance to the program as they have hired two ice skating instructors for the winter Jr. Huskies program. Staff Update P & L - Reviewed After School Program - The YMCA is staffing the meeting rooms each day after school. Activity in the main hallways /common areas are going very well at this point. The Code of Conduct was approved by the commission via email and has been displayed in the Andover YMCA Community Center building common areas. Progress Report — Reviewed Other - Erick announced that a former, Andover YMCA Commission Member, Todd Schoffelman was recently appointed as District Court Judge in Chisago County. Other Business Outdoor Hockey Rinks - Commission members asked the status on the new outdoor hockey and skating rinks that were being constructed by public works — Mr. Howard indicated that they will not be open until the 2010/2011 season. Volunteers — Tony asked the commission and staff to think of incentives for acquiring volunteers such as offer a free walking passes. Staff will initiate incentives or rewards for those who choose to volunteer. Addition to community center building for teen area — Tony suggested the commission look at costs involved with adding a small addition onto the southwest corner of the building where there are currently picnic tables and cement slab. This new addition could act as a Teen Center or home for Youth First. Tony will begin researching construction costs that may be involved with such project and report back to the commission. Next Meeting — Scheduled for Monday, November 9, 2009 at 6:30 pm at the Andover YMCA Community Center, Meeting Room B. Meeting Adjourned at 8:15 pm Submitted by, Cindy Ramseier