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HomeMy WebLinkAboutJune 1, 2005 " / 1685 CROSSTOWN BOULEVARD N,W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW,CI.ANDOVER,MN,US Community Center Advisory Commission Wednesday, June 1,2005 7:00 p.m. City Hall Conference Rooms A & B Tentative Agenda - Subject to Change 1. Call to Order - 7 :00 . J 2. Approval of Minutes - Monday May 23,2005 3. Discuss Field House Usage a. Walking Program Update b. Rental Proposals-Progress Update 4. Continue Discussion/Joint Operations a. Conference/Multi-purpose Rooms b. Janitorial Services 5 Construction Update 6 Other Business 7. Adjournment / / 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Community Center Advisory Commission Wednesday June 1,2005 7:00 p.m. City Hall Conference Rooms A & B Minutes \ / 1. Call to Order-7:10pm Attendance: Mike Knight, Dan Terhaar, Devon Walton, Todd Schoff elman, Frank Kellogg, Linda Blackmore, Andrea Melberg-Thompson, Erick Sutherland, Dan Halverson. 2. Approval of Minutes - Monday May 23, 2005. The May 23rd minutes were approved, with the following modifications. 3B - Paragraph 2 - Rewritten - The Commission discussed the need to focus on renting the courts and provided the following direction to staff: "Maximize rental times with the understanding that flexibility is needed to accommodate open gym time for the public. Ms. Blackmore indicated that the YMCA would program their facilities first and would work with the City if field house use was needed in the future. 3. Discuss Field House Usage A. Walking Program "\ / The Commission discussed fees/schedules for the walking program. It was decided that the schedule would run from September thru May and the fees would be; a season pass for $25 resident, $35 non-resident. A daily pass will be available for $1 resident, $2 non- resident. There is no age restriction on the program. City staff will work on a pass and lanyard that will be worn around the neck to identify those in the walking club. Hours have been set for 7am-lOam and will be evaluated once the program is up and running. There will also a sign in sheet for all those attending. Daily payments and the sign in will be on the honor system. B. Rental Proposals The commission was updated on the letter that was sent out to possible users of the field house. At this point there has been one request received. The requests are due back no later then June 3rd, 2005. There was much discussion on local vs. outside users and also the length of contract the commission would like to see signed. The commission also discussed how open gym will fit in with the private renters. There will be a montWy schedule posted to show dates/times/sport and age group. This will help keep order and help with safety concerns when it comes to the open gym times in the field house. A fee of$3 Adults, $1 Students with an $8 max charge per family was discussed for all posted open gym. The only exception will be the 3pm-5pm open gym during the school year where the kids will be let in at no charge. Mr. Walton proposed some sort of suggestion box or web site where the public can give feedback as to what sort of activities they would like to see during open gym time. The Commission asked city staff to look into our liability insurance with LMC to evaluate how that insurance will protect us during open activities. Also City Staffhas been directed to contact other facilities and discuss how they went about scheduling open gym times during their first season. What type of events, users did they see getting the most participation. How did their schedules change throughout the first year? This item was tabled until the next meeting to allow the deadline on the rental requests to pass and also allow City Staff time to do some follow up with other facilities. / 4. Joint Operations A. The Commission was updated that City Staff is working with the YMCA on a proposal to have nightly cleaning of the joint areas done by the YMCA's staff. More information to come. B. Community Rooms- It was decided that City Staff would schedule the Community Rooms to ensure that there wouldn't be multiple schedules with the chance of double booking the rooms. The YMCA staff will work with the City when it comes to there room needs. There was discussion on how much to charge for the Community Rooms. City Staff suggested that they be given an opportunity to work fees out with individual users as they come forward. The YMCA indicated that they could supervise/monitor the Community Rooms because of there proximity to there offices. This item was tabled for further discussion. 5. Other Business . / The Commission has asked City Staff to create some information for the next Andover Today newsletter. Items to be covered include our opening of the facility, walking program, and open gym without mentioning fees. 6. The next meeting was scheduled. Monday June 13th 1 @ 7:00pm - Andover City Hall 7. Adjournment- 09:30pm Respectfully submitted, Eric Sutherland