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HomeMy WebLinkAboutSeptember 6, 2012C I T Y O F NDOVE 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 C PARKAND RECREATION COMMISSION MEETING — SEPTEMBER 612012 MINUTES The Regular Bi- Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on September 6, 2012 at 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Alisa Lewnau, Vice Chair Jim Lindahl, Andrew Melberg, Mark Miskowiec, and Shaun Van Vark (arrived at 7:05 p.m.) Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others Prior to the start of the Commission Meeting, the Commissioners met at Hickory 40 Meadows Park for an Open House with the Neighborhood. RESIDENT FORUM There were no comments at this time. Motion by Lewnau, seconded by Miskowiec, to close the resident foram. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Van Vark) vote. APPROVAL OF MINUTES There were no changes. Motion by Lewnau, seconded by Lindahl, to approve the August 16, 2012 Park Commission minutes as presented. Motion carried on a 5 -ayes, 0- nays,l- absent(Van Vark), 1- present (Melberg) vote. Commissioner Van Vark arrived at 7:05 p.m. CONSIDER TOURNAMENT APPLICATIONDEPOSIT FEE Chair Butler provided a summary of the item. He stated if a tournament is cancelled, food may have been ordered and this becomes a cost to the City. Another concern is the fields if reserved for a tournament are not available to other residents. Regular Andover Park & Recreation Commission Meeting Minutes —September 6, 2012 Page 2 Chair Butler stated Staff received correspondence stating that deposits have not been collected over the past few years. This is an existing policy and will be enforced going forward. Chair Butler stated an association's deposit would roll forward to cover all tournaments within a season. Chair Butler stated at the last Commission meeting there was discussion that if a tournament is cancelled within 30 days some or all of the deposit would be held by the City. An attempt is being made to incentivize the associations to communicate with the City when a tournament is going to be cancelled. Chair Butler stated there is some question about whether a jamboree is considered a tournament and he would consider it a tournament. Mr. Haas reviewed 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. This item was tabled from the last meeting so that Staff could draft proposed 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. The applications with the © proposed language were provided for Softball, Baseball and Fast Pitch and Soccer, Lacrosse and Football. 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. Mr. Haas stated the 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. Ms. Twila Hauck, representing Andover Football and Andover Lacrosse stated the preview scrimmages are an opportunity for referees to gain experience. The association does not make any money for these preview games. Ms. Hauck stated she does not feel the preview should be considered a tournament. Commissioner Miskowiec asked if the concession stands are sold during these previews and Ms. Hauck stated this year concessions were not sold. Commissioner Van Vark stated it is not a matter of whether it is a tournament or not it is an organized activity where there could be a mess left or damage. Chair Butler stated he agreed with © Commissioner Van Vark's statement. Ms. Hauck suggested the wording be modified to Regular Andover Park & Recreation Commission Meeting Minutes — September 6, 2012 Page 3 ® read an organized activity. She would not have a problem paying the deposit. Chair Butler suggested multi -day organized event. Commissioner Kowalewski asked if the teams pay to enter the preview. Ms. Hauck stated the outside teams are charged a minimal amount to cover the cost of the referees. Mr. Glen Schneider, representing Andover Area Lacrosse Association stated his concern is the cancellation due to inclement weather. Chair Butler stated there would be a weather exception. Mr. Schneider asked if there would be teams other than Andover teams wanting to use the fields in the event of a cancellation. Chair Butler stated there may be adult teams or flag football teams. Mr. Schneider was also concerned about the definition of a tournament as sometimes lacrosse games are played in one day for regular season games. No tournaments are held since the lacrosse association is only 4 years old. Mr. Schneider does not have concern about the deposit. Mr. Schneider asked the Commission to look at the demand on the fields. He would suggest 14 days prior would be an adequate cancellation period. Chair Butler stated AAA submitted a letter (Pat Wilson) to the Commission regarding charging deposit fees for softball tournaments. Commissioner Van Vark asked if it could be communicated that a tournament has been cancelled and there would be fields available. Mr. Haas stated if a cancellation is received an email can be sent to the other © associations advising them the tournament is cancelled. Mr. Haas stated he has received very short notice in the past for cancelled tournaments. Commissioner Lindahl stated the City does not want to discourage tournaments in the City. He suggested more input be received as a decision does not need to be until January. Mr. Haas stated tournament requests start coming in at the end of December. Chair Butler requested staff clarify the policy language as to what type of activity would be covered and bring it back to the Commission with proposed language. Mr. Haas stated this needs to go to the Council for their approval. Commissioner Melberg asked how this came about in the first place. Mr. Haas stated there were 3 tournaments cancelled this past summer. Chair Butler stated it was brought up as a concern by the Commission this past summer. Mr. Haas stated there were cancellations in the past and no notification to other associations was given due to the lack of time. Commissioner Melberg stated staff would need to notify other associations of available fields. Commissioner Miskowiec stated a message needs to get out saying fields are available. He stated this is an existing policy which has not been enforced. The new part would be the cancellation charge. © Commissioner Lewnau asked where the cancellation fee monies would go and Mr. Haas stated it would most likely go to the park maintenance fund. r- -1 Regular Andover Park & Recreation Commission Meeting Minutes — September 6, 2012 Page 4 Commissioner Kowalewski asked if tournaments are booked before they are advertised. Chair Butler stated the Commission has looked at charging for field use in the past and they are not being charged. Commissioner Van Vark asked if an association would not schedule a tournament for fear they would not have enough participation. Commissioner Lewnau stated she plays softball and generally they don't plan to attend tournaments until a week or two before. Commissioner Van Vark stated for youth teams he believes more planning is done. Mr. Haas stated if the tournament could find a replacement tournament they would get their $250 back. Chair Butler suggested 14 days is adequate. Commissioner Kowalewski agreed 14 days is adequate time to submit cancellation notice. Commissioner Lindahl stated 15 years ago there was a high demand from adult teams to use the fields and the Commission gave priority for youth teams. Commissioner Melberg asked if this is only adding an existing cancellation penalty to the existing policy. © Chair Butler requested staff come back with a revised policy to include 2 weeks notification. REVIEW OUTSTANDING ITEMS Mr. Haas reviewed the outstanding items providing updates on Completed Projects, On- Going Projects, Task Force Updates and Other Items of Interest. Mr. Haas reviewed additional security lights will be added to Prairie Knoll Park. Ballards will also be constructed to attempt to slow down traffic. 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. CHAIR'S REPORT Commissioner Kowalewski provided an update on Andover High School sports. He encouraged residents if they were interested in the gold card check the high school website. © Commissioner Van Vark stated the skate park event was well attended. Regular Andover Park & Recreation Commission Meeting Minutes — September 6, 2012 Page 5 © ADJOURNMENT OF REGULAR MEETING Motion by Melberg, seconded by Lindahl, to adjourn the regular meeting at 7:45 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. The Special Work Session Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on September 6, 2012 at 7:47 p.m. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Alisa Lewnau, Vice Chair Jim Lindahl, Andrew Melberg, Mark Miskowiec, and Shaun Van Vark. Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others CONSIDER UPDATING 2011 PARK DEDICA TION STUD Y Mr. Haas reviewed the Park and Recreation Commission is requested to consider if the most current Park Dedication study needs to be updated to include an additional larger © park or facility. 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 the required park dedication study and set the new fee. Mr. Haas stated he spoke with other staff and the Commission is requested to provide what they would like to identify what would be included in the park. Chair Butler stated he would envision a multi -sport facility with baseball, soccer, foot ball fields. Chair Butler suggested $2.5 - $3.OM. Commissioner Lindahl stated since this would be ten years out some amount needs to be added for inflation. He stated a ball field would run approximately $500,000. Commissioner Lindahl suggested a field be constructed that would be all done at once and would not have to be modified. Commissioner Van Vark stated it is difficult to © project budget numbers in the future. Regular Andover Park & Recreation Commission Meeting Minutes — September 6, 2012 Page 6 Commissioner Miskowiec suggested $5M including the cost of the land which would be gained from park dedication. Commissioner Melberg suggested a sportsbar be constructed next to the park and monies would be gained from that. Chair Butler suggested $4.5M for a multi -use facility with at least one artificial turf field. Commissioner Kowalewski asked that an outdoor rink be added. Chair Butler stated the need should be identified so it is in the plan for the future. Commissioner Van Vark asked Mr. Haas to find out a ballpark figure for Blaine's new park off Radisson Road. Commissioner Lewnau suggested $5M to allow for inflation. ADJOURNMENT Motion by Lewnau seconded by Lindahl, to adjourn the meeting at 8:00 p.m. Motion carried on a 7ayes, 0 -nays, 0- absent vote. Respectfully Submitted, © Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc. U