HomeMy WebLinkAboutCCAC August 29, 2005
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Community Center Advisory Commission
Monday August 8, 2005
7:00pm
City Hall
Conference Rooms A & B
Minutes
1. Call to Order - 7 :OOpm
Attendance: Frank Kellogg, Todd Schoffelman, Andrea Melberg Thompson,
Linda Blackmore, Traci Warnberg-Lemm, Jim Dickenson, Erick Sutherland
2. Approval of Minutes - Mon August 1st, 2005 - minutes approved as written.
3. Field House - Pass -
The commission was made aware of a need for a field house yearly pass. There
has been interest from YMCA members to obtain such a pass so they wouldn't
need cash every time they come for open gym. Discussion from prior meetings
was continued. An idea to make a pass available to all YMCA members was
discussed at length. The commission has set monthly prices for YMCA members
at $7.50 family, $6.25 dual, and $4.00 single. The thought is that Y members
would be given the opportunity to purchase these passes and have them added to
there dues they pay the Y. The Y would administer this fee and cut a check back
to the city. Non-members would have the opportunity to purchase a seasonal pass
for $125.00 family, $100.00 dual, and $75.00 single. These fees would be paid
directly to the city. After talking with Linda with the YMCA it was not be
possible for the YMCA to add fees for the field house to members billing. After
some it was decided to go with one fee schedule for all users Y member or not.
They are $125.00 family, $100.00 dual and $75.00 single. The city will
administer all fees to be collected. There will be a prorated pass available for
2005 with full dues starting in 2006. All fees will be plus $25.00 for non-Andover
residents. Mr. Jim Dickenson stated that he would talk with the Metro YMCA
about possibly having them collect dues from their members through there billing
system.
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4. Facility Manual- The first draft of the manual was distributed to the
commission at an earlier meeting. The commission requested that everyone be
sent the word document via e-mail, so changes could be made. This item
continues to get some discussion, although no major changes have occurred at this
time.
5. Concessions - The commission discussed the YMCA's policy on allowing their
birthday parties to bring in there own food. City staff was concerned on what sort of
impact this would have on the concession sales. After some discussion Ms. Linda
Blackmore said she would be willing to have there parties go through the concessions
stand for there food and beverage needs, and a no outside food or beverage policy
will be put into place for the multi purpose rooms. City staff will work with YMCA
staff to ensure all there parties are taking care of when it comes to food and beverage.
6. Other Business - Traci with Youth First let the commission know that their plans
for this fall will be to have a staff member at the Community Center from 3:30-
5:30pm every Tuesday and Thursday. At first this staff member will just hang out and
talk with the kids and organize activities. Once some time has passed and Youth First
gets a feel for what kids are looking for, they may get into more structured activities.
The commission expressed there thanks to Traci and they look forward to the
partnership with Youth First.
7. Meeting Adjourned-
Next Meeting-
Workshop with Andover City Council Scheduled for Mon. August 15,2005
7:00pm City Hall
-- ~
DRAFT
SPECIAL JOINT CITY COUNCIVCOMMUNITY CENTER ADVISORY COMMISSION
MEETING - August 15, 2005
MINUTES
A Workshop ofthe Andover City Council was called to order by Mayor Mike Gamache on Monday,
August 15,2005, 7:02 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover,
Minnesota.
Councilmembers present: Don Jacobson, Mike Knight, Ken Orttel, Julie Trude
Councilmember absent: None
Also present: City Administrator, Jim Dickinson, Erick Sutherland, Todd
Schoffelman, Linda Blackmore, Devon Walton, Traci Warnberg-
Lemm
DISCUSSION ON COMMUNITY CENTER ADVISORY COMMISSION PROGRESS
City Administrator, Jim Dickinson stated the Community Center Advisory Commission would
be looking for policy feedback from Councilmembers regarding rental polices and proposed fees.
Mr. Todd Schoffelman thanked the Councilmembers for taking the time to get together. The
Commission would like to get the fees in place so they can be brought to the next Council
meeting for approval. Compared to other Community Centers the fees we have come up with are
not the highest and not the lowest. There is a daily and yearly fee.
Mayor Gamache asked how the Community Center would keep track of this.
Mr. Erick Sutherland stated they have been looking into a badge system for the walking program.
The field house will not be staffed in the mornings so it will be an honor system. After school
gym will be no charge. Evenings and weekends will be staffed with someone at a table
collecting fees or checking badges.
Councilmember Orttel asked if the fees would be pro-rated for the rest of the year.
Mr. Sutherland stated that open gym and skating would be pro-rated for 2005.
Mayor Gamache stated that he's assuming open gym and skate will not make up a large portion
of the budget.
Mr. Dickinson stated a large portion would come from contracts with large groups. The main
focus is to get the people in the building.
Special Andover City Council Workshop Meeting
Minutes - April 26, 2005
Page 2
Mr. Sutherland stated on the budget the field house is down from expectations.
Councilrnernber Jacobson asked what is done during open gym?
Mr. Sutherland stated that one court will be set up for volleyball and the other two courts will be
basketball.
Councilmember Orttel asked how reservations are on the facility?
Mr. Sutherland stated that late fall, November through March is seventy percent booked. They
are looking to bring in some camps for the fall. They are also looking at starting an adult
basketball league on Wednesday and Sunday evenings to fill the empty time slots. It would be an
eight-week season. They are also looking at a co-ed volleyball league.
Councilmember Jacobson asked other than sports what else will the field house be used for?
Mr. Sutherland stated a church has booked the field house for a three-day seminar. Other than
that they are focusing on sports right now.
Discussion on what else the facility could be used for.
Councilmember Jacobson asked if the YMCA is using the field house.
Ms. Linda Blackmore stated the YMCA would not be using the field house until next summer for
their in house day camp.
Discussion on birthday parties using both facilities. Birthday party fees are still in the works.
Councilmember Knight asked if smoking should be allowed anywhere around the facility.
Councilmember Orttel stated that "no smoking" signs should be placed by the facility doors and
the parking lot.
Councilmember Jacobson asked how many employees there are at the Community Center.
Mr. Sutherland stated there are two full time employees, six part time concession employees and
five to six zamboni drivers.
Mr. Dickinson stated the Community Center fees and the rental application form would be
brought to a future Council meeting for approval.
Mr. Devon Walton stated that it would be a good idea to look into having a person for marketing.
This could be looked into as an internship position also.
Special Andover City Council Workshop Meeting
Minutes - April 26, 2005
Page 3
Mr. Schoffelman stated hiring someone for this position would free Mr. Sutherland from some of
his non-administrative duties.
Mr. Sutherland stated with construction winding down he'll have .some time freed up.
Councilmember Grttel stated that the section on liability/insurance should be put past risk
management. A policy should be put in place before something happens.
Mr. Dickinson stated he would run this by Bill Hawkins.
Mayor Gamache stated there is no room rental fee on the application.
Mr. Sutherland stated there would be no fee for non-profit organizations.
Councilmember Grttel asked ifit's legal to charge one group and not the other.
Mr. Dickinson stated fees would need to be approved and adopted by ordinance.
Councilmember Jacobson asked what is on the agenda for the grand opening.
Mr. Sutherland stated there has only been one meeting. The grand opening will be held on
September lO, at 1 :00 pm. There will be free open skate. The field house will be open. Pepsi is
donating pop and the YMCA will be having tours of the facility.
Ms. Traci Warnberg-Lemm from Youth First stated they would have a volunteer at the field
house on Tuesdays and Thursdays from 3:30 pm to 5:30 pm for open gym, homework club and
art programs. They will be there to set a positive tone for the kids. Joint activities with YMCA
will be in the future.
Councilmember Jacobson asked how expense to budget looks so far.
Mr. Dickinson stated utilities are hitting us hard. That is the only area we are struggling with.
Councilmembers thanked the Commission for all their hard work.
Motioll by Councilmember Grttel, Seconded by Mayor Gamache, to adjourn. Motion carried
unanimously. The meeting adjourned at 8:19 p.m.
Respectfully submitted,
Michelle Hartner, Recording Secretary
0J
To: Community Center Advisory Commission
From: Erick Sutherland
The following packet will be on the agenda at the Andover City Council on September 6th
for final approval. The council has looked over the documents and feel comfortable with
the language.
I would ask the commission to look through the documents one final time. Any changes
must be made ASAP. The final packet must be turned in by August 31, so it can be
included in the City Councils packet that goes out on September 1.
Fee Schedule
Room Rental Application
Rental Policy
Prioritization of Use
Thanks-
Erick Sutherland
FEE SCHEDULE - ANDOVER COMMUNITY CENTER
Ice Time - $160 hour - prime
$120 hour - non-prime
Court Time $35 per hour per court - prime
$30 per hour per court - non-prime
Walking Program - September - May $25.00 resident
$35.00 non-resident
Open Gym/Skating - Year Pass $125.00 family
$100.00 dual
$ 75.00 single
+ $25.00 non-residents
Dailv Fees
Walking - $1 resident
$2 non-resident
Open Gym - $1 student
$3 adult
$8 family max
Open Skating - $3 students
$4 adult
C I T y 0 F
NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755.8923 . WWW.CI.ANDOVER.MN.US
ROOM RENTAL APPLICATION FORM
This application must be filled out completely by an adult (contact person). All youth participating in a
rental must have adult supervision at all times. All appropriate fees and deposits must accompany this
form prior to the application being approved.
Name of Applicant: Application Date: Event Date:
Address:
Street City State Zip
Home Telephone: L--.J Business Telephone: L--.J
Name of Organization (if applicable):
Names of Bride & Groom (if applicable):
Room(s) Requested:
Conference Room (Holds 10): 0 Multi-Purpose Room (Holds 25): #10 #20
Event Start Time: Event End Time:
Estimated Number of People:
Purpose of Facility Use:
Upon application approval, the City of Andover shall make available to the holder of this permit the Andover Community
Center facilities for use on the date specified, and shall provide custodial services, building supervision, and security
services (if required). The City reserves the right to exercise supervisory authority and to prevent unauthorized or illegal
activities on City property. The City shall not be responsible for interruption of the use of the described facilities for
reasons beyond its control, and reserves the right to cancel this permit for reasons of public safety or convenience.
I (we) represent and agree that I (we) have read and understand the information regarding the use of the Andover
Community Center facilities, including cancellation procedures, liabilities, and responsibilities assumed, times and
curfews, and maximum room capacities. I (we) further understand that this is only an application for use which provides
me (us) with no assumed or implied rights for the use until written approval is received. I (we) further understand that fees
paid are refundable only in accordance with City policies recited in the Andover Community Center Rental Policy.
Specifically, and without limiting the generality of the foregoing, the holder of this permit agrees to save, defend and hold
harmless the City for any damages to City personnel, facilities, equipment, or other City property, or to the property and/or
person of any third party resulting from the use authorized hereby. The City shall not be liable for death or injury of any
such person occurring as a result of the use of the facilities authorized hereby.
Signature of Applicant Date
NOTICE: Information requested on this form is classified as either "public" or "private" pursuant to the Minnesota Government Data
Practice Act. The information is requested so the registration process can be completed and persons can be notified for updated program
information. You are not legally required to provide this information. The consequences of not providing the information may be
rejection of the registration or inability to make notification of program or scheduling changes to you. Private data will only be used by
City staff and others officially connected with the program for the purposes of administering the activity. Private data cannot be released
to the public without your consent.
Andover Community Center. 15200 Hanson Boulevard. Andover, MN 55304
Telephone (763) 767-5166. Fax (763) 755-2893. www.andovercc.org
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.C1.ANDOVER.MN.US
Andover Community Center Rental Policy
We are prepared to do whatever it takes to make your event a success. To aid in this and to clearly
communicate policy, we ask that the contact person for your event read this contract and abide by it. If
you have any questions, please contact us immediately.
RENTAL PROCEDURES:
1. A reservation is not guaranteed until a deposit equal to 20% of the rental cost is received.
Reservations may be made 18 months in advance of the event.
2. Balance is due no later than fourteen (14) days prior to the event date.
3. One contact person should be designated to oversee all arrangements with the ACC. This person is
responsible for making an on-site appointment with the ACC facility coordinator to finalize
arrangements no less than three (3) weeks prior to the event. The ACC and its employees are not
responsible for any problems that occur with any event that has not had an on-site meeting with ACC
staff.
4. The renter may cancel a reservation by giving written notice to the ACC. If the date can be re-booked
the 20% deposit will be refunded; if unable to re-book the deposit is forfeited.
5. The facility may not be sublet by the renter. No application may be transferred or re-assigned.
6. The kitchen is off limits to anyone other than the food and beverage provider and ACC employees.
7. Under certain conditions, ACC staff may be forced to cancel a lease agreement prior to the event.
Possible reasons for cancellation include, but are not limited to: a declared state of emergency, unsafe
environmental or health conditions, or interrupted utility services. In such an event, the renter agrees
that the City of Andover shall not have responsibility for anything the renter may suffer or incur due
to such a cancellation. The City will attempt to notify the renter as soon as possible if such
cancellation occurs. All fees paid to the City by the renter shall be refunded to the renter if the
reservation is canceled by the ACC for any of the above reasons.
8. Permit holders may not charge admission for their event unless approved by the ACC manager.
SET-UPIDECORATIONS:
1. Rental fees include setting up tables, chairs, and PA system by staff the day of the event.
2. Affixing anything to the wall, floor or ceilings or in public areas is not permitted unless prior
approval is received from ACC staff.
3. All decorations must be removed from the ACC or put in trash bags following the event.
4. Deliveries may be made after 1:00 P.M. on the event day unless other arrangements have been made.
5. Confetti, glitter, birdseed, rice and other like items are strictly prohibited.
Andover Community Center. 15200 Hanson Boulevard. Andover, MN 55304
Telephone (763) 767-5166. Fax (763) 755-2893' www.andovercc.org
LIABILITYIINSURANCE:
1. The renter assumes full responsibility for its group's conduct and for any loss, breakage, or damage to
the rooms, equipment or other ACC property.
2. The City of Andover is not liable for any loss, damage, injury, or illness by the users ofthe facilities
in the ACe. Neither Andover nor its employees can he held responsible for any items that are left at
the facility by the renter or contracted service provider. The renter using the facilities, equipment, and
other items owned by the City further assumes all liability for any personal injuries, including death,
caused by participants at the scheduled event.
SECURITY/CONDUCT:
1. Smoking is prohibited in all interior and exterior areas of the building.
2. The renter is responsible for supervising the conduct of their group.
3. Persons attending events must confine themselves to the rooms and corridors assigned to their use.
4. No alcoholic beverages will be allowed.
5. All City ordinances, State Statutes, Federal laws and established policies of use must be complied
with during the authorized use of the ACC.
6. All persons attending any event on the ACC property shall abide by the policies ofthe Community
Center. At their discretion, ACC staff, his/her authorized representative or a security officer may:
a. Order the removal of any offender.
b. Revoke the permit immediately and order all persons from the premises.
7. We ask your cooperation in vacating the function rooms at the time designated on your
contract as we may have another group scheduled following your event.
Andover Community Center' 15200 Hanson Boulevard' Andover, MN 55304
Telephone (763) 767-5166' Fax (763) 755-2893' www.andovercc.org
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
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 commerciallbusiness 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 - 10:00pm (Sept. 1 - Oct. 1 & Mar. 15 - May 31)
Monday - Friday: 2:30pm - 10:00pm (October 2 - March 14)
Saturday - Sunday 7:00am - 10:00pm (Sept 1 - May 31)
All tournaments and other multi-day events will be charged Prime Rates regardless oftime of day, year, or
hour rented.
NOTE: Prime time and non-prime time is used during the peak ice period/field house usage. One
rate is assigned to off peak or the summer season.
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%
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%
I 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 a
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 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. City sponsored groups or resident non-profit civic organizations that_sponsor community-wide
public service activities.
2. City sponsored groups, resident groups/organizations, resident civic and non-profit civic
organizations that schedule the facility for activities specific to the organization.
3. Andover sponsored programs and events.
4. Private use by individual residents.
5. Resident commerciallbusiness use.
6. Individual non-residents, non-resident civic and non-profit groups.
7. All other authorized groups to include non-resident, commercial and profit groups, church or
governmental units.
Andover Residents, Campaign Donors, Neighbors, Business
Owners and Friends
You are cordially invited to attend the
Grand Opening
Of the
City of Andover/YMCA Community Center
Saturday, September 10, 2005
1:00pm - 4:00pm
Program begins at 1:00pm
Inside the Facility
Tours and Open Skate will be available
Cake I Popcorn and Refreshments will be served
Location: 15200 Hanson Boulevard