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HomeMy WebLinkAboutMarch 21, 2013C I T Y O F p N 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 March 21, 2013 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (3/7/13) 4. Consider 2013 Tournament Application for Soccer /Lacrosse 5. Consider 2013 Spring /Summer Softball /Baseball Schedule 6. Consider 2013 Spring /Summer Soccer /Lacrosse Schedule 7. Outstanding Items 8. 9. Chair's Report © 10.Adjournment 7:15 P.M. Or Shortly Thereafter Workshop Session A. Discuss Potential Andover Community Center Expansion, Cont. B. Discuss Guidelines Field Usage by Youth Athletic Associations C. Adjournment lIJ a ANL6 6W A PARK AND RECREATION COMMISSION MEETING — MARCH 21, 2013 MINUTES The Regular Bi- Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on March 21, 2013 at 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Ted Butler, Vice Chair Jim Lindahl, Commissioners Alisa Lewnau, Andrew Melberg, Mark Miskowiec, Shane Stenzel and Shaun Van Vark Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others 10 RESIDENT FORUM There were no comments at this time. APPROVAL OF MINUTES Motion by Commissioner Melberg, seconded by Commissioner Lewnau, to recommend approval of the minutes of the March 7, 2013 Park and Recreation Commission meeting as presented. Motion carried on a 6 -ayes, 0 -nays, 1- Present (Van Vark), 0- absent vote. APPROVAL OFAGENDA Motion by Commissioner Melberg, seconded by Commissioner Lewnau, to approve the agenda as presented. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER 2013 SOCCER/LACROSSE TOURNAMENTAPPLICATION Mr. Haas reviewed the Commission is requested to consider the soccer /lacrosse application form for the upcoming 2013 soccer /lacrosse tournament, multi -day and jamboree season as requested by the Andover High School Boys Lacrosse Boosters Club. Mr. Haas noted the earliest the associations can submit applications is December 15th for the following summer. The City recently received one application from Andover High School Boys Lacrosse Boosters Club for the upcoming season. Listed below are the Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 2 © applications already approved for North Metro Soccer Association along with the proposed request by the Andover High School Boys Lacrosse Boosters Club in bold. - April 20/NMSA/NMSA Scrimmages/Fields 2 -3 at Sunshine Park, Hawkridge Park (west, middle and east fields) - May 5 /Andover High School Lacrosse /9 -10 Host Day /Prairie Knoll Park (southwest field) - June 24/NMSA/NMSA Coerver Camp Soccer/Fields 3 -4 at Sunshine Park - July 15- 19/NMSA/NMSA Challenge Soccer Camp/Fields 3 -4 at Sunshine Park. Commissioner Van Vark asked if the fields are in a wait and see status. Mr. Haas stated the associations have agreed in the past not to use the fields if they are not ready. Motion by Commissioner Van Vark, seconded by Commissioner Lindahl, for approval of the soccer/lacrosse application form for the upcoming 2013 soccer /lacrosse tournament, multi -day and jamboree season as requested by the Andover High School Boys Lacrosse Boosters Club. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER 2013 SPRING /SUMMER SOFTBALLIBASEBALL SCHEDULE Mr. Haas reviewed the Park and Recreation Commission is requested to consider approval of the 2013 spring/summer softballibaseball schedule. The proposed 2013 softball/baseball schedule was provided for Commission review. The City has received four (4) applications for use of the fields for the upcoming season. Andover Athletic Association (AAA), Andover Baseball Association (ABA), TCMABL Dodgers and Legacy Christian Academy. At this point, the ABA has indicated that they would like to maintain the same arrangement with the AAA regarding the use of Sunshine Park Fields 5 and 6 on Tuesdays and Thursdays. This means ABA would only use these fields on Tuesdays and Thursdays when they have games scheduled. Mr. Haas reviewed the other application is from TCMABL Dodgers, an adult men's baseball team that received approval of Andover Station North Ball Field Facility last year (2012) and Legacy Christian Academy. At this point staff would not recommend approval of the TCMABL Dodgers application until the fees are paid in full and certificate of insurance has been submitted. They are looking to use ASN on Sunday nights from 4 -8pm. Legacy Christian Academy has requested the use of Timber Trails Park ball field for their JV team practices during the months of April and May. The application provided shows the days being requested. Staff would recommend approval of Legacy Christian Academy application for practices since none of the days would conflict with ABA's use of Timber Trails Park ball field. Mr. Haas provided information on the AAA and ABA organizations. Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 3 © Commissioner Lewnau asked if a replacement field has been found for Green Acres and Mr. Haas stated it has not yet been determined. A location will be researched in the future. Commissioner Stenzel asked if the Associations report back after the season as to what the actual field usage was. Mr. Haas stated reports have been received in the past including a field schedule but will not be available until game schedules have been determined. Chair Butler suggested a master schedule would be a better snapshot of what actually is used. Motion by Commissioner Melberg, seconded by Commissioner Stenzel, to approve the 2013 Spring/Summer Softball/Baseball Schedule for AAA, ABA, and Legacy Christian Academy as requested. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER 2013 SPRING /SUMMER SOCCEPULA CR OSSE SCHEDULE Mr. Haas reviewed this item is in regard to consider approval of the 2013 spring/summer soccer /lacrosse schedule. He provided a summary of the NMSA and AALA organizations. Mr. Haas noted both associations have discussed the use of fields. There © is only conflict in regards to scheduling of fields, which is Prairie Knoll Park North field. The associations are in discussions on this and hopefully something will be resolved prior to the meeting. As indicated on the proposed schedule, the southeast field at Prairie Knoll Park are off limits for use (games and practices until at least May 28`h) as we are trying to grow grass that was damaged from last year's use. Ms. Twila Hauck, Andover Area Lacrosse Association, stated she has not been able to confirm the high school fields will be available for Lacrosse or not. She requested this be tabled until she gets confirmation. Chair Butler asked how many nights would be involved and Ms. Hauck stated four nights a week. They are still in the process of registering players until April 15, 2013. Mr. Sean Beggin, stated he confirmed today the Lacrosse will have access to the High School Fields. Ms. Barb Anderson, NMSA, provided an update on NMSA soccer. She said they do rent fields from other communities, churches, schools, etc. Last year participants totaled 2248. NMSA has been trying very hard to maximize the space they have. Ms. Anderson provided a brochure about their Parents and Coaches Together Program. She stated this is a positive youth development culture. Many clubs within the State are using this program. Chair Butler asked what the field usage within Andover and other fields' percentage is. © Scott Skrypk, NMSA, stated he runs 47 competitive teams and 80 -90 rec teams. Fields Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 4 © are located in St. Francis, Oak Grove, Ham Lake, and Andover. Andover is represented highest in the participants. 54% of residents are from Andover. 40 -50 fields are anticipated to be used. He is asking for a smaller fraction of fields from Andover. 10 -11 fields are leased at a total cost of $7,000 - $10,000. Commissioner Lewnau asked how long the practices run and Mr. Skrypk stated 1 hour for the younger kids and 1 '/z hours for the competitive teams. Commissioner Van Vark asked how many fields are used in other communities. Chair Butler asked Ms. Hauck if she had a problem with the Commission approving the request contingent upon Andover Area Lacrosse Association being satisfied with confirmation from the High School regarding the field use. Ms. Twila Hauck, stated she will email Mr. Haas when she receives confirmation. Motion by Commissioner Lindahl, seconded by Commissioner Miskowiec, to recommend approval of the 2013 Spring/Summer Soccer /Lacrosse Schedule as presented by NMSA and AALA contingent upon Andover Lacrosse being satisfied with confirmation from High School the field can be used. Motion carried on a 7 -ayes, 0- nays, 0- absent vote. © 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 requested another Commissioner be appointed to the Skate Park Task Force in addition to some community members. Commissioners can express their interest to Mr. Haas or discuss at the next Park Commission meeting. Chair Butler requested "Adopt A Park" be added to the workshop agenda this evening. Mr. Haas stated live TV cannot be recorded at meetings held in parks. The cable company is willing to meet with a couple of Commissioners prior to and after meeting held in the park. CHAIR'S REPORT No reports. © Motion by Commissioner Lewnau, seconded by Commissioner Miskowiec, to adjourn the regular meeting at 7:30 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. C Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 5 The Workshop Session of the Andover Park and Recreation Commission was called to order by Chair Butler on March 21, 2013 at 7:33 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Ted Butler, Vice Chair Jim Lindahl, Alisa Lewnau, Andrew Melberg, Mark Miskowiec, Shane Stenzel and Shaun Van Vark. Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others DISCUSS POTENTIAL ANDOVER COMMUNITY CENTER EXPANSION Chair Butler reviewed the Andover Community Center Advisory Committee is requesting the Park and Recreation Commission to continue discussing the list of potential Andover Community Center Expansion improvements. This item was tabled from the last meeting to allow some time for the Commissioners to review the list that was prepared by the Andover YMCA Community Center Advisory Commission during a © recent brainstorming session. Chair Butler asked for any additions to the list. Commissioner Miskowiec stated he likes the idea of a second sheet of ice. Chair Butler stated Andover Hockey rented more ice from the Super Rink than the Andover Community Center this year due to the absence of ice space. DISCUSS GUIDELINES FOR FIELD USAGE BY YO UTH A THLETIC ASSOCIATIONS Mr. Haas reviewed the Park and Recreation Commission is requested to discuss the Guidelines for Field Usage by Youth Associations. This item is on the agenda based on a request from the Park Commission (Lindahl) at their last meeting of March 7, 2013. A copy of the Guidelines that are currently being used by staff when Associations are applying for field use was provided. The Commission is requested to discuss the Guidelines for Field Usage by Youth Associations to determine if any revisions should be considered. Chair Butler stated the park fields are more tailored to youth rather than high school age players. Commissioner Lindahl stated day time is a rest time for the fields and if the private schools are using them during the day it will be hard on the fields. Commissioner Miskowiec stated since these private schools do not have fields of their © own the City of Andover would be saving them money by using our fields. Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 6 © Commissioner Lindahl stated generally the schools have to pay for hockey ice. Mr. Haas stated Legacy Christian Academy does have a field but they were looking at convenience of using another field so they are not practicing late in the day into the evenings. Chair Butler stated he would not want to charge groups for using our fields on a short term transitional basis or for special events. He would not want to charge non - profits to use our fields. The language could be reworded to say something regarding the City fields are not intended to be used by High School teams. Requests would be looked at on a case by case basis. Commissioner Lindahl referred to the Guidelines for Field Usage by Youth Athletic Associations 2. 1.1 "must be open to all residents (regardless of their school affiliation). Commissioner Lindahl stated we allow churches, and other groups to use our fields for occasional use. Commissioner Miskowiec stated he would like to help other groups but a line needs to be drawn at some point. Chair Butler stated Legacy does not qualify as an Andover Youth Association. © Mr. Haas stated there may be an arrangement made where the City could use their field in exchange for a City field. Commissioner Miskowiec stated the City would need to determine their use is temporary. Mr. Haas stated they would only use during the Spring season. Commissioner Lindahl asked about the fee policy. He stated he is not so concerned about the fee but rather the overuse of the fields. Commissioner Lindahl suggested the wording be changed stating the City reserves the right to refuse any requests for field times. The consensus of the Commission was not to make any changes to the guidelines at this time. ADOPT A PARK Chair Butler stated he received a list of the available parks for adopt -a -park. Chair Butler will email Commissioners his suggestion for which park to adopt. ADJOURNMENT OF WORKSHOP SESSION © Motion by Commissioner Lewnau, seconded by Commissioner Lindahl, to adjourn the workshop session at 8:00 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Regular Andover Park & Recreation Commission Meeting Minutes —March 21, 2013 Page 7 X Respectfully Submitted, Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc. H C