HomeMy WebLinkAboutSeptember 6, 2012W pill
AIM •
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US
Regular Park & Recreation Commission Meeting
September 6, 2012
6:00 P.M. Meet at Hickory Meadows Park (Open House with Neighborhood)
7:00 P.M.
1. Call to Order
2. Resident Forum
3. Approval of Minutes (8/16/12)
4. Consider Tournament Application Deposit Fee, Cont.
5. Outstanding Items
6.
7. Chair's Report
8. Adjournment
7:15 P.M. or Shortly ThereafterMorkshop Session
A. Workshop Session
1. Consider Updating 2011 Park Dedication Study, Cont.
2. Adjournment
AN L15 6 W
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US
TO: Park & Recreation Commission
CC: David D. Berkowitz, Director of Public Works /City Engineer
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 4. Consider Tournament Application Deposit Fee
DATE: September 6, 2012
INTRODUCTION
The Park and Recreation Commission is requested to continue discussing if a tournament
application deposit fee should be required for groups or associations requesting to use city
facilities for tournaments and /or events.
DISCUSSION
This item was tabled from the last meeting so that staff could draft propose language in the
application in regards to canceling tournaments. The draft language requires that any
cancellation shall be made in writing at least 30 days prior to the scheduled tournament event.
Failure to cancel the tournament in writing will result in loss of the damage deposit fee of $500
for profit organizations and $250 for non - profit organizations. Attached are the applications with
the proposed language for the following types of applications:
• Softball, Baseball, and Fast Pitch
• Soccer, Lacrosse and Football
Note: The Park Commission should also determine from herein out if jamborees that are being
held should fill out the required application. In the past soccer, football, and lacrosse have not
been required to complete the required application. Most jamborees that these associations
have had have been pretty much all day events on weekends similar to the weekend softball
and baseball tournaments.
ACTION REQUIRED
The Park and Recreation Commission is requested to consider if a tournament application
deposit fee should be required for groups or associations requesting to use city facilities for
tournaments and /or events.
Respectfully submitted,
el�as
Attachment: Proposed Revised Tournament Applications
Cc: Pat Wilson, Andover Athletic Association (copy sent by e-mail)
Brad Schotzko, Andover Baseball Association (copy sent by e- mail)
Barb Anderson, North Metro Soccer Association (copy sent by e-mail)
Glen Schneider, Andover Area Lacrosse Association (copy sent by e-mail)
Mike Johnson, Andover Football Association (copy sent by e-mail)
2013 TOURNAMENT APPLICATION FORM
(SOFTBALL, BASEBALL & FAST PITCH)
NAME OF TOURNAMENT:
TOURNAMENT ORGANIZATION:
TOURNAMENT SPONSOR:
(Please print or type all information)
TWO TOURNAMENT DIRECTORS MUST BE LISTED.
TOURNAMENT DIRECTOR #1
(print name):
ADDRESS:
CITY, STATE, ZIP CODE: _
PHONE:
E -MAIL:
(home) (work)
(mobile)
Note: The Tournament Director(s) or designee shall be on site at all times during the duration of the tournament.
Check here if organization is located in Andover 0
DATES OF TOURNAMENT:
PARK FEES AND USAGE
Fees are as follows (Check A or B)
0 A. No Field Maintenance
0 Adult - $275.00 tournament fee for the park (), plus a $200.00 field usage fee per field
0 Youth - $275.00 tournament fee for the park ( *), plus a $100.00 field usage fee per field
for all youth organizations not affiliated with Andover youth
Note: ( *) This tournament fee is used to secure the use of the field(s) and to pay for a City employee to maintain
the facilities throughout the tournament (upkeep of trash bins, restrooms and building). The usage fee
includes the use of the chalker, chalk and batter's box during the duration of the tournament. The
Tournament Director is responsible for maintenance of field(s).
Number of fields to be used
Note: 1 day tournaments will be charged 75% of the tournament and field usage fee.
0 B. With Field Maintenance
0 Adult - $650.00 tournament fee for the park ( *), plus a $200.00 field usage fee per field
0 Youth - $650.00 tournament fee for the park ( *), plus a $100.00 field usage fee per field
for all youth organizations not affiliated with Andover youth
Note: ( *) This tournament fee is used to secure the use of the field(s) and to pay for a City employee to maintain
the facilities throughout the tournament (upkeep of trash bins, restrooms and building) including the
maintenance of fields. The usage fee includes the use of the chalker, chalk and batter's box during the
duration of the tournament.
Number of fields to be used
Note: 1 day tournaments will be charged 75% of the tournament and field usage fee.
TOURNAMENT DIRECTOR #2
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
PHONE:
(mobile) (home) (work)
E -MAIL:
Damaoe Deposit Fees (Check A or B)
0 A. $500 Profit Organizations
0 B. $250 Non - Profit Organizations
Park usage as follows (Check fields requested to be used)
Softball Fields
0 Eveland Fields -North Field
0 Eveland Fields - Middle Field
0 Eveland Fields -South Field
0 Sunshine Park - Diamond No. 1
0 Sunshine Park - Diamond No. 2
0 Sunshine Park - Diamond No. 3
0 Sunshine Park - Diamond No. 4
0 Sunshine Park - Diamond No. 5
0 Sunshine Park - Diamond No. 6
0 City Hall Park Complex #1- Diamond No. 7
Baseball Fields
0 Andover Station N. Ball Field Facility -West Field
0 Andover Station N. Ball Field Facility- Middle Field
0 Andover Station N. Ball Field Facility -East Field
0 Hidden Creek North Park
0 Pine Hills Park
0 Shadowbrook East Park -South Field
0 Shadowbrook East Park -North Field
Note: If your organization schedules 2 fields and uses additional fields the organization will be charged double the field usage
fee for each additional field plus an administration fee of 10% penalty.
SPECIAL REQUEST SECTION Check the following boxes if applicable.
0 If you need to use the Cushman, there will be a fee of $50.00 per day and $350 refundable damage deposit. It will be
necessary to pay the necessary fees 1 week prior to the tournament. Training for the Cushman by the Public Works
Department will be necessary prior to any use.
0 List any special instructions necessary for the Public Works Department so arrangements can be made prior to the
tournament. (Example: Include the location /distance of pitching rubbers and /or base locations.)
All requests for tournaments must be submitted by December 15. The application will be considered by the Park & Recreation
Commission at the first Thursday meeting in January. Any tournament application after that will be on a space available basis
and must be submitted at least eight weeks prior to the tournament date. A penalty of 50 percent of the field usage fee will be
assessed for applications made less than eight weeks prior to the tournament date. All fees must be submitted with the
application no later than eight weeks prior to the tournament date. For any late application, the late fees must also be submitted
with the application, including the penalty fee. Late applications must be approved by the Park and Recreation Commission at
least two weeks prior to the date of the tournament. The sequencing of scheduling will be considered with City Youth
Associations having first priority.
A $500.00 damage deposit fee (or $250.00 deposit fee for non - profit organizations) is due eight weeks before the tournament
date. Any equipment damaged or lost or any damage to City property by renter will be deducted from deposit fee. The $500.00
(or the $250.00), less any money for damages, will be returned after inspection by the Public Works Parks Department
Supervisor.
" If the tournament organization is requesting a Non - Intoxicating Liquor License, it will be necessary to request Attachment A.
The City Council has adopted the following refuRd policy:
"Fees for tournaments shall be paid no later than eight weeks prior to the tournament date. If the tournament is cancelled,
neither the Tournament Fee, Field Usage Fee nor the Non - Intoxicating Liquor License Fee will be returned. In the event that
another sponsor requests the use of the facilities after a tournament has been cancelled, the new sponsor must pay the full
amount and the original sponsor will be refunded the total minus any administrative costs incurred by the City. Where
tournament fees are not required and a tournament is cancelled, the association or group must notify the City in
writing at least 30 days prior to the date of the tournament. Failure to notify the City at least 30 days before the
tournament the association or group will forfeit their damage deposit fee and a new damage deposit shall be
deposited prior to their next tournament that is scheduled or the next tournament application that is being submitted
to the City for consideration.
If further information is needed, please contact the Parks Coordinator at (763) 755 -5100. Application forms may be obtained
from and returned to the City of Andover, Parks Coordinator, 1685 Crosstown Boulevard NW, Andover, MN 55304.
• The City reserves the right to cancel or delay usage of the fields due to weather, field conditions, etc.
• During the months of May & June, no more than three consecutive weekend tournaments in a row will be allowed.
• Regulations, Violations and Penalties Regarding use and occupancy of city parks are available on the City of Andover's
webpage at www.ci.andover.mn.us City Code Title 8 Chapter 4
NO METAL SPIKES
NO PETS ARE ALLOWED AT SUNSHINE PARK OR CITY HALL PARK COMPLEX
NO ALCOHOL
2
DATE
DATE
TOURNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
Revised: 9/21/12
tournapl. doc(12 /19/00)
ATTACHMENT A
NON - INTOXICATING LIQUOR LICENSE - Applications for Non - intoxicating Liquor License must be included with this
tournament application. The fee for a tournament Non - intoxicating Liquor License is $25.00. The application must be made out
by a specific person (such as the Tournament Organization) and this person must be a resident of the City of Andover and
affiliated with an Andover league team or local organization. The application for the Non - intoxicating Liquor License will be sent
to the City Council and you will be contacted by the City Clerk if the license has been approved.
DRAM SHOP INSURANCE - Minnesota Chapter 340 requires the municipalities verify Dram Shop coverage for the sale of non -
intoxicating malt beverages.
2013 TOURNAMENT APPLICATION FORM
(SOCCER, LACROSSE & FOOTBALL)
(Please print or type all information)
NAME OF TOURNAMENT:
TOURNAMENT ORGANIZATION:
TOURNAMENT SPONSOR:
TWO TOURNAMENT DIRECTORS MUST BE LISTED.
TOURNAMENT DIRECTOR #1
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
PHONE:
(home) (work) (mobile)
TOURNAMENT DIRECTOR #2
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
PHONE:
(home) (work) (mobile)
Note: The Tournament Director(s) or designee shall be on site at all times during the duration of the tournament.
Check here if organization is located in Andover 0
DATES OF TOURNAMENT:
PARK FEES AND USAGE
Fees are as follows
0 Adult - $275.00 tournament fee for the park ( *), plus a $200.00 field usage fee per field
0 Youth - $275.00 tournament fee for the park ( *), plus a $100.00 field usage fee per field
for all youth organizations not affiliated with Andover youth
Note: ( *) This cost includes a City employee to maintain the facilities throughout the tournament (upkeep of
trash bins, restrooms and building, etc.)
Number of fields to be used
Note: 1 day tournaments will be charged 75% of the tournament and field usage fee.
Damage Deposit Fees (Check A or B)
0 A. $500 Profit Organizations
0 B. $250 Non - Profit Organizations
Park usage as follows (Check fields requested to be used)
City Hall Park Complex #1 3. Prairie Knoll Park
0 Field No. 1 (south side of water tower) 0 Southeast Field
0 North Field
0 Southwest Field
2. Sunshine Park
0 Field No. 2 (next to 148th Avenue)
0 Field No. 3 (field southeast of ball diamonds) Dual use of fields
0 Field No. 4 (field directly east of ball diamonds)
Note: If your organization schedules 2 fields and uses additional fields the organization will be charged double the field usage
fee for each additional field plus an administration fee of 10% penalty.
SPECIAL REQUEST SECTION Check the following boxes if applicable.
0 If you need to use the Cushman, there will be a fee of $50.00 per day and $350 refundable damage deposit. It will be
necessary to pay the necessary fees 1 week prior to the tournament. Training for the Cushman by the Public Works
Department will be necessary prior to any use.
0 List any special instructions necessary for the Public Works Department so arrangements can be made prior to the
tournament.
All requests for tournaments must be submitted by December 15. The application will be considered by the Park & Recreation
Commission at the first Thursday meeting in January. Any tournament application after that will be on a space available basis
and must be submitted at least eight weeks prior to the tournament date. A penalty of 50 percent of the field usage fee will be
assessed for applications made less than eight weeks prior to the tournament date. All fees must be submitted with the
application no later than eight weeks prior to the tournament date. For any late application, the late fees must also be submitted
with the application, including the penalty fee. Late applications must be approved by the Park and Recreation Commission at
least two weeks prior to the date of the tournament. The sequencing of scheduling will be considered with City Youth
Associations having first priority.
A $500.00 damage deposit fee (or $250.00 deposit fee for non - profit organizations) is due eight weeks before the tournament
date. Any equipment damaged or lost or any damage to City property by renter will be deducted from deposit fee. The $500.00
(or the $250.00), less any money for damages, will be returned after inspection by the Public Works Parks Supervisor.
* If the tournament organization is requesting a Non - Intoxicating Liquor License, it will be necessary to request Attachment A.
The City Council has adopted the following refund policy:
"Fees for tournaments shall be paid no later than eight weeks prior to the tournament date. If the tournament is cancelled,
neither the Tournament Fee, Field Usage Fee nor the Non - Intoxicating Liquor License Fee will be returned. In the event that
another sponsor requests the use of the facilities after a tournament has been cancelled, the new sponsor must pay the full
amount and the original sponsor will be refunded the total minus any administrative costs incurred by the City. Where
tournament fees are not required and a tournament is cancelled, the association or group must notify the City in
writing at least 30 days prior to the date of the tournament. Failure to notify the City at least 30 days before the
tournament, the association or group will forfeit their damage deposit fee and a new damage deposit shall be
deposited prior to their next tournament that is scheduled or the next tournament application that is being
submitted to the City for consideration
If further information is needed, please contact the Parks Coordinator at (763) 755 -5100. Application forms may be obtained
from and returned to the City of Andover, Parks Coordinator, 1685 Crosstown Boulevard NW, Andover, MN 55304.
• The City reserves the right to cancel or delay usage of the fields due to weather, field conditions, etc.
• During the months of May & June, no more than three consecutive weekend tournaments in a row will be allowed.
• Any organization that applies for use of a recreational facility will be required to pay a fee as determined by the City Council
for park security.
Attached is City Code Title #8 Chapter 4
NO METAL SPIKES
NO PETS
NO ALCOHOL
DATE
DATE
Revised: 9/21/12
tournapl.doc (11/16/99)
URNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
2
ATTACHMENT A
NON - INTOXICATING LIQUOR LICENSE - Applications for Non - intoxicating Liquor License must be included with this
tournament application. The fee for a tournament Non - intoxicating Liquor License is $25.00. The application must be made out
by a specific person (such as the Tournament Organization) and this person must be a resident of the City of Andover and
affiliated with an Andover league team or local organization. The application for the Non - intoxicating Liquor License will be sent
to the City Council and you will be contacted by the City Clerk if the license has been approved.
DRAM SHOP INSURANCE - Minnesota Chapter 340 requires the municipalities verify Dram Shop coverage for the sale of non -
intoxicating malt beverages. The Minnesota Recreational Sports Federation, which sanctions softball tournaments, has a
blanket Dram Shop insurance coverage for all sanctioned tournaments. A copy of this insurance must be provided to the City
with the application.
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US
TO: Park & Recreation Commission
CC: David D. Berkowitz, Director of Public Works /City Engineer�
FROM: Todd J. Haas, Asst. Public Works Director .vliY
SUBJECT: 5. Review Outstanding Items
DATE: September 6, 2012
Issues list as of 9/4/12
COMPLETED PROJECTS —
ON -GOING PROJECTS -
• Update of Park Dedication Improvement Fund Quarterly Report - next quarterly report is due in
October.
• Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism — next quarterly
report is due in October.
• Hickory Meadows Park — The park is pretty much done. The site was seeded the week of August
27th. As a reminder, there is an open house /grand opening scheduled at the park at 6 pm before the
meeting. Please plan on attending.
• Woodland Meadows Park The fall zone improvements have not started as of yet.
ON -HOLD PROJECTS —
OTHER ITEMS OF INTEREST —
• Prairie Knoll Park Cell Tower — Nothing new to report. Still waiting for them to indicate when they
plan on starting on the construction.
• Prairie Knoll Park Additional Security Lights — The City Council has approve the installation of 1
security adjacent to the east entrance of the parking lot and directed staff to adjust the light or add a
light on the existing pole near the playground equipment to help out light up a portion of the parking
lot. The No Parking signs along both sides of 146 Lane NW will remain in place. Staff will be
discussing with City Council at the intersection of Prairie Road NW (north and south leg) and 146
Lane NW (east leg) about posting No Parking to keep vehicles from parking to close to the
intersection and creating some site distance issues. There also have been issues with vehicles trying
maneuver on 146 lane NW east of the intersection which has created only 1 lane of street due to
vehicles parking on both sides of the street.
• Dog Park —Nothing new to report. The Andover City Administrator and City Engineer met with
Anoka County Parks Department and the City of Coon Rapids the week of July 30 to explore a joint
venture on property owned by Anoka County. Discussions will continue and as soon as we know
H:1Engineer1ng\Parks\Park & Rec Packet Information lltems12 01 210 9 06 1 21item 5.doc
something we will pass that information on to the Commission. Note: Staff understands that there will
be discussions with other neighboring cities about participating in the funding of the dog park. To
date, $725 in donations has been received by the City. Information about the dog park can be found at
( http:/ /andoverdogpark.com/
• Andover Station North (naminz of ball field) — The City Council has agreed to name the middle
field at Andover Station North Ball Field Facility "Anders Field ". Staff will be working with the
Andover Baseball Association on the sign to be installed.
• 2012 Events in City Parks or Facilities — At this point, the following activities are being checked
into by the following Commissioners:
• Geocachina/Melbert=_ — Done for 2012.
• Skate Park Competitions and Camp/Van Vark — Done for 2012.
• Buildin2 of Bird Houses/Kowalewski — Done for 2012.
• Or¢anized Trail Bike Ride/Lindahl — Too late to do anything this year. Commissioner
Lindahl will need to look providing information next spring's May -June newsletter.
• Walkina/RunninsE Route Butler — Done for 2012. Article was in the September -
October Andover Newsletter.
Update of the Council Policy Reaardine Pedestrian Trails_ — The City Council at their recent
workshop of January 31 agreed to not modify the policy but did agree to have staff keep the Park
Commission up to date as to trails that will be constructed each year and the grants that the City will
be applying for. At this point this is what has been going on with trails:
• A trail will be constructed along the north side of Bunker Lake Blvd between 7 th Avenue
(CSAH 7) and Underclift Street NW as part of the reconstruction of Bunker Lake Blvd
road reconstruction project. For those that are not familiar with this project, the section
of the county road will be widened from a 2 -lane facility to a 4 -lane facility. The project
now looks like it will not start until the spring of 2013.
• South Coon Creek Drive between Round Lake Boulevard and Crosstown Boulevard is
currently under construction. The shoulder along the entire stretch will be widened on
both sides of the street to allow for pedestrians and bikers but will not be posted as such.
The widening is considered a shoulder which can be used for pedestrians and bicyclists.
• The City Council will be considering trail opportunities as part of the Capital
Improvement Plan (CIP) for the following locations:
• A trail along the south side of Andover Blvd NW between Bluebird Street
NW and Vale Street NW. This section of trail is shown in the draft 2013-
2017 CIP.
If you have any questions or comments regarding any of the trail projects or grants that are being
considered, feel free to contact Todd Haas or Dave Berkowitz at the City. Staff does recommend the
Commission to continue reviewing the City Council meeting minutes that you receive by e -mail as to
discussions of various projects the City Council has been working on or is considering.
Note: If you have any items that you would like to add to the list, let me know at the meeting.
HAEngineering \Parks \Park & Rec Packet Inform ation \Items\2012 \090612 \item 5.doc
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1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100
FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US
TO: Park and Recreation Commission
CC: David D. Berkowitz, City Engineer /Director of Public Works
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: Al. Consider Updating 2011 Park Dedication Study
DATE: September 6, 2012
INTRODUCTION
The Park and Recreation Commission is requested to consider if the most current Park
Dedication study be updated to include an addition larger park or facility.
DISCUSSION
This item was tabled from the last meeting on August 16, 2012. Based on the last meeting
discussion, the Park Commission requested staff to determine what funding amount would be
recommended if the Commission were interested in another larger park or facility to be included
in the study. The type and estimated cost of the facility should be discussed. If the Commission
sees the need for another facility, the recommendation will be forwarded to the City Council for
their review. If the Council agrees with having an additional larger park or facility, the Council
will also need to agree on the amount that would be allocated to the park or facility. The dollar
amount agreed to by the Council would be used to revise require the park dedication study and
set the new fee. Just as a reminder, a copy of the most current park dedication study is in your
information packet for your review.
Note: Information on the future neighborhood park from park study and the meeting minutes of
the June 27, 2012 City Council workshop meeting were included in you last packet for your
review.
ACTION REQUIRED
The Park and Recreation Commission is requested to consider if the most current Park
Dedication study should be updated to include an addition larger park or facility.
Respectfully submitted,
Todd J. aas