HomeMy WebLinkAboutOctober 4, 2012FAIM "00 "Ji
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
October 4, 2012
6:00 P.M. Meet at the newly Acquired Property on Tulip Street & 161 st Avenue
(meet at the Pine Hills Park parking lot)
7:00 P.M.
1. Call to Order
2. Resident Forum
3. Approval of Minutes (9/6/12)
4. Consider Tournament Application Deposit Fee, Cont.
5. Outstanding Items
6.
7. Chair's Report
8. Adjournment
7:15 P.M. or Shortly Thereafter/Workshop Session
A. Workshop Session
1. Update 2011 Park Dedication Plan, Cont.
2. Watch Video on Inclusive Play Structures
3. Adjournment
C I T Y O F
ND C)VE
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, Cont.
DATE: October 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 revise the draft application from
30 days to 14 days in regards to canceling tournaments. The Commission will need to
determine if jamborees or multi -day organized events should be required to complete the
application just as tournaments are required to do so and pay the required deposit escrow since
the direction was not clearly indicated from the last meeting minutes. Attached are the draft
revised application forms with the proposed language for the following type of applications:
• Softball, Baseball, and Fast Pitch
• Soccer, Lacrosse and Football
ACTION REQUIRED
The Park and Recreation Commission is requested to consider approving the revised
tournament application with at least a 14 day written cancellation requirement and also
determine if events and/or jamborees will be required to complete the tournament application.
Respectfully submitted,
Todd J. 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)
(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)
E -MAIL:
TOURNAMENT DIRECTOR #2
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
(work) (mobile) 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
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)
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 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, the 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
writina at least 14 days prior to the date of the tournament. Failure to notify the City in writina at least 14 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 beina 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
Revised: 10!4!12
TOURNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
tournapl. doc(12 /19 /00)
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 fefafld 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, the 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 14 days prior to the date of the tournament. Failure to notify the City in writing at least 14 days
before the tournament the association or aroup 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: 10/4112
tournapl.doc (11/16/99)
TOURNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
• -;�
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
SUBJECT: 5. Review Outstanding Items
DATE: October 4, 2012
Issues list as of 10/2/12
COMPLETED PROJECTS —
ON -GOING PROJECTS -
• Update of Park Dedication Improvement Fund Quarterly Report — 3` quarterly report will be on
the next meeting that will be scheduled.
• Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism —3` quarterly
report will most likely be on the next agenda in November. Laura Landes from the Sheriff's
Department will be out over the next couple weeks and staff did not want to give the Commission a
partial report for the next meeting.
• Woodland Meadows Park — The fall zone improvements are 90 percent complete. Staff has the
Commission scheduled to visit the site before the next scheduled meeting.
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
additional security light 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 light up a portion of the
parking lot. The No Parking signs along both sides of 146 Lane NW will remain in place. The City
Council has approved a resolution for no parking on the north and south leg of Prairie Road and for
the east leg of 146 Lane NW to keep vehicles from parking to close to the intersection and creating
some sight distance issues.
• 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
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
H:1Engineering\Parks\Park & Rec Packet Information lltems12 0 1 211 00 41 21item 5.doc
date, $725 in donations has been received by the City. Information about the dog park can be found at
( http://andoverdojzpark.com/ )
• Andover Station North (naming 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:
• Geocachine/Melber: — Done for 2012.
• Skate Park Competitions and Camp/Van Vark — Done for 2012.
• Building of Bird Houses/Kowalewski — Done for 2012.
• Oreanized 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.
• Walking/Runnine Route Butler — Done for 2012. Article was in the September -
October Andover Newsletter.
• Update of Pedestrian Trails — 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 7th 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 first lift of asphalt has been placed. 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.
• The latest section of trails being discussed by the City Council is the east
side of Crosstown Boulevard from Bunker Lake Boulevard to 140 Avenue
NW. The other section that is being discussed is a trail along the south side
of Bunker Lake Boulevard from Yukon Street NW to Crosstown
Boulevard.
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.
HAEngineeringTarksTark & Rec Packet Information lltems12 01 211 0 0 41 21item 5.doc
A
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. Update 2011 Park Dedication Plan
DATE: October 4, 2012
INTRODUCTION
This item is to update regarding the 2011 Park Dedication Plan.
DISCUSSION
The City Council at their workshop meeting of September 25, 2012 did review the
recommendation of the Park Commission to keep the one facility that is currently in the plan but
increase the estimated improvement cost from 2 million dollars to 4.5 -5 million dollars. After
some Council discussion between Staff and the Park Commission Chairman, it was determined
at this point to not update the Park Dedication Plan until the cost of the new athletic facility can
be determined. Once those costs have been determined, the plan will be brought back to the City
Council for further direction.
Note: It appears the Council is interesting in keeping the future community play field area that is
currently identified in the plan but mostly likely not a second facility.
ACTION REQUIRED
No action is necessary. This will be brought back at sometime in the future once the costs are
determine for new athletic facility on Tulip Street NW.
Respectfully su mitted,
oe
Todd J. Haas
Attachment: Information on the future community play field from Park Dedication Plan
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