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HomeMy WebLinkAboutApril 16, 20151685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVER.MN.US Regular Park & Recreation Commission Meeting April 16, 2015 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Reconsider of March Meeting Minutes (3/19/15) 4. Approval of Minutes (4/2/15) 5. Consider Donation of Scoreboards /Andover Football Association /Prairie Knoll Park 6. Consider Protective Netting Quote at Andover Station North Ball Field Facility 7. Consider Revised Draft Kelsey Round Lake Park RFP/15 -11 8. Anoka County Sheriff's Department 1s' Quarterly Report 9. Park Dedication Improvement Fund 15Y Quarterly Report/Finance Department 10. Outstanding Items 11. 12. Chair's Report 13.Adjournment 7:15 P.M. Or Shortly Thereafter Workshop Session A. Discuss the 2016 -2020 Park Capital Improvement Plan, Cont. B. Consider Amendments /Application for Scheduled Use of Recreational Facilities C. Adjournment 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer�� FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 3. Reconsider of March Meeting Minutes (3/19/15) DATE: April 16, 2015 INTRODUCTION This item is in regard to reconsidering the March 19, 2015 meeting minutes as requested by staff. DISCUSSION It has been brought to staff's attention that meeting minutes need to be corrected and reconsidered based on who was in attendance, unfinished sentences and who made the statements. Also some of the statements in the minutes needed clarification. Since Commissioner Lindahl made the motion and Commissioner Marinello seconded the approval of the March 19th meeting minutes, it is recommended that the same 2 Commissioners make a motion to withdraw the previously approved motion. Then once the Commission motion is completed to withdraw the motion and voted on, it is recommended to make a new motion to approve the attached revised set of meeting minutes for March 19th. Note: Please make sure that each Commissioner spends time reviewing the attached meeting minutes in detail. These meeting minutes are the official record once they are approved and can be reviewed by the others and the public. If you have changes to the minutes that should be made, certainly send them directly to staff to review and incorporate into the minutes prior to the meeting or identify them during the minute approval portion of the meeting. ACTION REQUIRED The Park and Recreation Commission is requested to make a motion to withdraw the previous approved minutes and approve the revised set of meeting minutes for March 19, 2015. Respectfully submitted, Todd J. aas / Attachments: Revised meeting minutes of March 19, 2015 PARKAND RECREATION COMMISSION MEETING MARCH 19, 201 S MINUTES The Regular Bi- Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on March 19, 2015 at 7:00 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Vice Chair Jim Lindahl, Commissioners Ted Butler, Sarah Elstrom, Angela Marinello, and Mark Miskowiec Commissioners Absent: Commissioner Alisa Lewnau Also Present: Assistant Public Works Director, Todd Haas Others RESIDENT FORUM No one appeared to address the Commission. APPROVAL OF MINUTES Motion by Commissioner Butler, seconded by Commissioner Lindahl, to approve the minutes of the February 5, 2015 on a 6 -ayes, 0 -nays, 1 absent ( Lewnau), 0- present vote. CONSIDER 2015 APPLICATION FOR SCHEDULED USE RECREATIONAL FACILITIES /ANDOVER HIGH SCHOOL FAST PITCH BOOSTER CL UB The Park and Recreation Commission is requested to consider the application for scheduled use of recreation facilities as requested by the Andover High School Girls Fast Pitch Booster Club. The application submitted by the Booster Club (9A/9BB- Squad/JV/Varsity) requests to play fast pitch softball games at Sunshine Park on fields 1- 4 on Friday, May 8`h from 1:00 p.m. — 10:00 p.m. This request does not conflict with any of the youth tournaments, as none are scheduled for that weekend. Since this is a one -day request, it is recommended to waive the guideline requirements to use this facility. Mr. Wayne McPhillips, representing the Andover Fast Pitch Booster Club, stated every year when applying for the fields for games they have also promoted the games in conjunction with youth night. Commissioner Lindahl stated the City may wish to make an allowance in writing for the waiving of the fees for applications such as this. This should be discussed at a future Commission meeting. Regular Andover Park & Recreation Commission Meeting Minutes — March 19, 2015 Page 2 Motion by Commissioner Lindahl, seconded by Commissioner Marinello, to approve the 2015 application for scheduled use of recreational facilities as requested by the Andover High School Fast Pitch Booster Club. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Lewnau) vote. CONSIDER 2015 SPRING /SUMMER SOFTBALLBASEBALL SCHEDULE Mr. Haas reviewed this item and the Park Commission is to consider approval of the 2015 spring/summer softball/baseball schedule. The City has received two applications for use of the fields for the upcoming season from the Andover Athletic Association (AAA) and the Andover Baseball Association (ABA). AAA has indicated that they would like to maintain the same arrangement with ABA 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. AAA has also requested to use Sunshine Park Fields 5 and 6 on Friday nights. Motion by Commissioner Butler, seconded by Commissioner Miskowiec, to approve the 2015 softball/baseball schedule. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Lewnau) vote. CONSIDER 2015 SPRING /SUMMER SOCCER/LACROSSE SCHEDULE Mr. Haas reviewed this item and the Park Commission is to consider approval of the 2015 spring/summer soccer /lacrosse schedule. The City has received applications for use of the fields from North Metro Soccer Association (NMSA) and Andover Area Lacrosse Association (AALA). NMSA and AALA have met and have agreed on the spring - summer schedule as proposed. Oak Bluff Park is now open for use but staff recommends only games (no practices) to be played through the end of June. Having only games played at this park will help in establishing turf as the field was reseeded last summer. Motion by Commissioner Marinello, seconded by Commissioner Miskowiec, to approve the 2015 spring/summer soccer /lacrosse schedule. Motion carried on a 6 -ayes, 0 -nays, 1- absent (Lewnau) 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. CHAIR'S REPORT Commissioner Lindahl noted the fields are not open yet so no use is recommended. Commissioner Butler reminded residents to drive carefully as children and adults are out riding bikes. Regular Andover Park & Recreation Commission Meeting Minutes —March 19, 2015 Page 3 ADJOURNMENT OF REGULAR MEETING Motion by Commissioner Lindahl seconded by Commissioner Butler, to adjourn the regular meeting at 7:10 p.m. Motion carried on 6 -ayes, 0 -nays, 1- absent ( Lewnau) vote. The Workshop Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on March 19, 2015 at 7:10 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Vice Chair Jim Lindahl, Commissioners Ted Butler, Sarah Elstrom, Angela Marinello, and Mark Miskowiec Commissioners Absent: Commissioner Alisa Lewnau Also Present: Assistant Public Works Director, Todd Haas Others MEET WITH ASSOCIA TIONS REGARDING FUTURE CAPITAL IMPROVEMENT PLAN The Park and Recreation Commission is requested to meet with the associations regarding the future Capital Improvement Plan (CIP). Staff notified the associations on February 6, 2015 regarding this upcoming workshop so they would have enough time to meet with their individual association boards to discuss the improvements that are necessary, such as new fields, upgrades to existing parks /facilities and other park improvements that may be needed. Mr. Haas noted some of the improvements that are being requested may need to be considered as part of the Park Comprehensive Plan if it is determined by the Commission not to include the improvements in the 2016 -2020 CIP. In attendance at the meeting were: David Tarleton, North Metro Soccer Association Twila Hauck, Andover Football Association & Andover Area Lacrosse Association Jason Strasser, Andover Athletic Association Jason Saulsbury, Andover Baseball Association Mark Chevalier, Andover Huskies Youth Hockey Association Chair Stenzel thanked the association representatives for coming to the meeting this evening. He stated the input received tonight will be considered by the Commission when looking at the CIP. Ms. Twila Hauck, representing Andover Football Association (AFA) and Andover Area Lacrosse Association (AALA), stated they are in need of more space for storage for football and the soccer association is in need of their own building for their storage. The football association storage is currently in one of garages at Prairie Knoll Park and the soccer association uses the other garage at Prairie Knoll Park. AALA stores equipment at Regular Andover Park & Recreation Commission Meeting Minutes — March 19, 2015 Page 4 Sunshine Park building on the 2nd floor and the storage for them is sufficient. As far as the POD at Prairie Knoll Park this is rented by AFA from summer through fall. Mr. Haas stated that POD at Sunshine Park is used by the various associations from spring through fall and is stored at Public Works during winter months. Mr. Jason Saulsbury, Andover Baseball Association, stated they are fine with their storage at the Andover Station North (ASN) building. Mr. Jason Strasser, Andover Athletic Association, stated space is needed for their large equipment. They would like to see a large gazebo /shelter attached with garage closer to the main concession building. AAA has been looking at doing some fundraisers for this building. They would like to have room for picnic tables in the gazebo /shelter area. That would eliminate the need for a POD for storage. Ms. Twila Hauck stated the football association is currently renting a POD in addition to having space in the garage they lease from the City at Prairie Knoll Park and they are running out of space to store their equipment once the POD has been removed after the season is over. Mr. David Tarleton, North Metro Soccer Association President, stated they have $10,000 set aside for storage in the future. They would be willing to discuss raising some more funds. Commissioner Butler asked if storage for soccer was constructed at Pine Hills North would that be enough space for football at Prairie Knoll Park by taking over the soccer garage. Ms. Twila Hauck stated that would be closer to having enough space. Mr. Scott Skrypek, North Metro Soccer Association, stated they would need storage for a large field painting machine that would need to have a large garage door. Commissioner Miskowiec asked if storage is a bigger need than additional fields at Fox Meadows Park. Mr. Scott Skrypch stated field space is always a need. He rents 10 -15 fields from school districts and paying close to $10,000 a year for field rentals. Ms. Twila Hauck stated they are renting fields for lacrosse and football in other cities. Mr. Jason Saulsbury stated for baseball the first thing would be safety netting as ASN. They have received estimates and would like to partner with the City on purchasing and installing nets. They also rent fields from the school districts and would like to see a new pinwheel type ball field facility be constructed somewhere here in Andover. Mr. David Tarleton stated the immediate need for soccer is for storage. They also need fields but they can be found elsewhere. The association is growing. Chair Stenzel asked how much each association is growing and projected growth for the next five years. Regular Andover Park & Recreation Commission Meeting Minutes — March 19, 2015 Page 5 Jason Strasser indicated slowpitch softball is falling off a little and fastpitch is becoming more popular. Some of the fields will need to be transitioned from slowpitch to fastpitch. Fastpitch uses a baseball size field. Minnesota Youth Athletic Services (MYAS) requires fencing for the fields that are being used for games. David Tarleton stated soccer is drawing from more than Andover. The numbers continue to increase with large growth in competitive soccer. The solid soccer programs draw the players from wherever they live. There are 50 competitive teams currently. The competitive players play 3 -4 days a week where the recreation players play 1 -2 days a week. Jason Saulsbury stated the baseball numbers are leveling off. The trend has been stable the last 2 -3 years. Chair Stenzel agreed fields are needed but we do not want to have a surplus of fields down the road. Scott Skrypek stated the current fields need to be upgraded. There are a number of fields that if upgraded and irrigated would become more usable. Twila Hauck stated she is happy to see Andover Lions Park being irrigated. Space is needed that is usable. The grass is always nice at Sunshine Park in the outfield areas of the ball fields for the football association to use. Mr. Haas indicated Fox Meadows Park has a full size soccer field but it cannot be used due to the poor condition of the field. Commissioner Butler stated there is money set aside in the Capital Improvement Plan for irrigation but for the smaller parks. Chair Stenzel stated the turf consultant that met with the Commission last summer stated it is best to assign fields to specific sports. Multiple sports use over the years is hard on the turf of the fields. Scott Skrypek stated he uses certain fields for only games and others for practices. Goals are adjusted on the fields to adjust how the fields are laid out to minimize wear and tear especially near the goals areas. Mr. Haas stated fields need to be rested and put off -line every once in a while to be reconditioned or reshaped so having additional available fields helps. Jason Saulsbury asked about an artificial turf field. Commissioner Lindahl stated the turf fields are expensive and don't last forever. David Tarleton stated they just signed a contract with Adrenaline Sports for $60,000 for rental space. That money could be used for other things in the future. Regular Andover Park & Recreation Commission Meeting Minutes —March 19, 2015 Page 6 Chair Stenzel stated some associations charge more and some pride themselves on low cost programs. He wouldn't like to see the fees increased. Chair Stenzel asked if there are any other safety issues. David Tarleton stated a meeting room for the associations would be nice. Commissioner Butler stated the community center meeting rooms are booked 100% of the time. If the community center was expanded more meeting space would be included. Mr. Haas stated there is a meeting room at Sunshine Park that could be used. Mr. Saulsbury stated dugouts for ASN and roofs of some sort for the benches would be desired. They are doing some fundraising for this. Commissioner Butler asked what the cost is for dugouts at ASN. Chair Stenzel stated costs for these items should be looked at to determine if funding is available. The Park Commission has another side they are responsible for other than athletics, which are parks in general. Projects need to be prioritized and he feels safety issues should have priority. Chair Stenzel noted the hockey association was not represented at the meeting tonight at the time of this discussion (hockey showed up later on in the meeting). Chair Stenzel asked the associations to prepare their wish list and send them to Mr. Haas. Deric Deuschle, Fastpitch Director stated he instructs the coaches to rake the fields to maintain the fields and crown when necessary. They would like to have some sort of storage for rakes, shovels, scoops that can be accessed by the coaches. Chair Stenzel asked how revenue is generated. Twila Hauck stated they have pulltabs but football only gets $2,000 a year. Other associations receive funds from the pulltabs. David Tarleton, North Metro Soccer Association, stated individual teams do fundraising. Jason Saulsbury stated the baseball association is fee based with some gate fees for tournaments raise some of the funds. Chair Stenzel asked if grants are applied for and the consensus was not much. Some partnerships are with sporting goods companies /stores. Chair Stenzel thanked the associations for coming in and he stated he would like to see this as an annual event. After the Park Commission had finished their discussion with the associations, Mark Chevalier, President of the Andover Huskies Youth Hockey Association (AHYHA), made an appearance at the meeting late and asked the Commission if they would consider their wish list. Mr. Chevalier stated part of their wish list would be more parking capacity at the City Hall outdoor rinks, lights at Sunshine Park are needed and possibly a street light would help especially at the driveway at Crosstown Boulevard NW. Crosswalk lights and pavement markings would be nice but will require approval from the Anoka County Regular Andover Park & Recreation Commission Meeting Minutes — March 19, 2015 Page 7 Highway Department. The association has worked with the Sheriff's Department to help with crossing in the past during the jamborees. Mr. Haas stated there is a request for an underpass for pedestrians and a roundabout at that intersection of Nightingale Street NW and Crosstown Boulevard NW. There is a request for proposal being prepared for City Hall/Public Works campus expansion including the Community Center. Mr. Haas will research to see if a streetlight could be installed on the north side of Crosstown Boulevard NW. Mr. Chevalier stated there are some storage needs for rink supplies that could be locked in a cabinet at rinks with warming houses. At Hawk Ridge Park, the portable warming house is very small and would not hold teams for practices. Prairie Knoll Park warming house area is also small. BEGIN DISCUSSIONS ON 2016 -2020 PARK CAPITAL IMPROVEMENT PLAN Mr. Haas reviewed the target date for the draft CIP is June 5, 2015. A projected fund balance sheet was prepared by the Finance Department for Commission use. The Commission should pay attention to the status of 2015 end of the year balance. There is a payment of $18,550 that still needs to be paid to the fencing contractor at Rose Park along with some reseeding that will need to be done in the spring. If the Commission is interested in outfield fencing of the two ball fields at Rose Park, the estimate is about $19,000. If the Commission is interested in upgrading or replacing the existing picnic shelter, the estimate cost will be approximately $15,000 - $30,000 depending on the types of materials that are selected for the shelter. Otherwise based on last year's CIP the other significant improvement planned for 2016 is Pine Hills North for upgrading the parking lot with pavement, which will be funded by a combination of Capital Equipment Reserves ($280,000) and Park Dedication Funds ($120,000). Mr. Haas stated there are a number of parks that do not have security lights. Public Works has expressed concern in the past that some of the parks used need to be updated with a paved surface parking lot throughout the parks system. A list of recommended park improvements by the Public Works Parks Department was presented for the Commission to consider. If the Commission is interested in knowing the planned improvements for all the parks, Section F of the Information Packet (2010 Existing and Future Park Facilities Chart) was referenced for Commission consideration. Mr. Haas noted depending on what the Commission would like to recommend for projects the Finance Department has indicated to the Public Works Department that the ending fund balance for each of the 5 years should have a minimum positive balance of $50,000 or more. Chair Stenzel referred to the Parks Maintenance Department list and Commissioner Butler stated this is provided every year to the Park Commission. Commissioner Miskowiec asked what the cost for netting at ASN is and Mr. Haas stated this has been discussed previously. Regular Andover Park & Recreation Commission Meeting Minutes — March 19, 2015 Page 8 Chair Stenzel asked the Commission to review the information provided in addition to the input from the associations and bring ideas to the next meeting. It is important to have a good list to work from. There are some glaring needs that we have heard. Commissioner Miskowiec stated a well is a big- ticket item and is required for an irrigation system for a larger park. He asked if there are any parks with city water that could be irrigated for less money without digging of a well. Chair Stenzel stated trail connections are also needed in the City. He asked the Commission if there are things they are passionate about do some research and bring it up at the next meeting. Commissioner Lindahl stated a bond referendum was attempted twice in the past the last time was 2002. This might be an option. If the community center were to do a bond, perhaps the park improvements could piggyback along with that bond as an option. It was agreed by the Park Commission to schedule a joint meeting with the City Council sometime in May (after May 7`h) to discuss priority projects and discuss funding since there will not be enough to go around to complete some of the projects that are being requested. Commissioner Butler suggested making a list of uncompleted projects in the parks. Chair Stenzel would like to see the projects finished and everyone would benefit. ADJOURNMENT OF WORKSHOP MEETING Motion by Commissioner Stenzel seconded by Commissioner Lindahl, to adjourn the workshop meeting at 8:40 p.m. Motion carried on 6 -ayes, 0 -nays, 1- absent (Lewnau) vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary Timesaver Off Site Secretarial, Inc. NMI 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: Item 5. Consider Donation of Scoreboards /Andover Football Association/Prairie Knoll Park DATE: April 16, 2015 INTRODUCTION This item is in regards to recommending approval of a resolution accepting the donation made by Andover Football Association (AFA) for new scoreboards at Prairie Knoll Park. DISCUSSION A representative from Andover Football Association is scheduled to be at the meeting to present the donation. Attached is the letter from AFA and information about scoreboard from the supplier. One item the Park and Recreation Commission will need to discuss is the relocation of the existing scoreboards from Prairie Knoll Park to Sunshine Park (middle and south soccer fields) as being proposed by AFA. If the Commission is interested in having the scoreboards relocated to Sunshine Park, there will costs associated with this that will need to be identified in Capital Improvement Plan. The $8450 to repaint and re- locate the existing scoreboards does not cover the cost of the design of the footings or the materials needed to construct the footings and does not include the electrical design and power installation to the scoreboard. AFA has indicated that they will pay up to $4000 of the repaint/relocate of the existing signs. ACTION REQUIRED The Park and Recreation Commission is requested to consider the approval of a resolution accepting the donation made by Andover Football Association for new scoreboards at Prairie Knoll Park. Respectfully submitted, Todd J. Haas Cc: Mike Johnson, Andover Football Association (copy sent by e -mail) Twila Hauck, Andover Football Association (copy sent by e -mail) Attachments: Resolution; Letter with backup information about the scoreboard CITY OF ANDOVER COUNTY OF ANOKA STATE OF MINNESOTA RES. NO. MOTION by Councilmember to adopt the following: A RESOLUTION ACCEPTING A CONTRIBUTION MADE TO THE CITY OF ANDOVER FOR NEW SCOREBOARDS AT PRAIRIE KNOLL PARK. WHEREAS, any contributions that are to be made to the City of Andover must be accepted by the City Council; and WHEREAS, the contribution from Andover Football Association is for the installation of new scoreboards at Prairie Knoll Park. NOW, THEREFORE BE IT RESOLVED by the City Council to hereby accept the contribution of new scoreboards at Prairie Knoll Park. MOTION seconded by Councilmember and adopted by the City Council at a regular meeting this 21st day of April 2015, with Councilmembers voting in favor of the resolution, and Councilmembers voting against, whereupon said resolution was declared passed. . CITY OF ANDOVER ATTEST: Julie Trude - Mayor Michelle Hartner - Deputy City Clerk April 3, 2015 Mr. Todd Haas Andover Park and Recreation 1685 Crosstown Boulevard NW Andover, MN 55304 Dear Mr. Haas, s Please find the attached information regarding Andover Football Association's proposed upgrade to the current scoreboards located at Prairie Knoll Park. Also, please find enclosed photographs of samples of the proposed new scoreboards. Artwork will be added with it reading "Andover (Husky Head) Huskies" We are looking to make the scoreboards usable for all sport uses. I have enclosed a photograph of the "Husky Logo" that will be used. We would like to propose to the Andover Park and Recreation Commission that the current scoreboards be relocated to Sunshine Park. Being placed for use at the Middle (100yd) field and the South (100yd) field. Andover Football Association is willing to cover the cost of the new scoreboards and complete installation at Prairie Knoll Park. Andover Football Association is also willing to pay part of the total re- paint/re- install of the current scoreboards to be installed at Sunshine Park (see above locations). Please see the attachment covering the cost of this. Andover Football Association has been allocated for $50,000.00 toward the project of the scoreboards. Our quote for the new scoreboards is for a total of $45,150.00. This does not cover the cost of the electrician to connect the new scoreboards. The price for the re- paint/re- locate of the current scoreboards is $8,450.00 (electrician costs not included), of which Andover Football Association proposes to pay for up to $4,000.00 of the re- paint/re- locate. We are requesting that the Park and Recreation Commission pay the remaining balance of the re- paint/re- locate of the current scoreboards for relocation at Sunshine Park. Andover Football Association is looking to have the new scoreboards installed and operational by August 15, 2015. We would like to see the current scoreboards relocated and operational by June 1 2016. We look forward to working with Andover Park and Recreation on this project. Sincerely, ECE3VEa Twila Hauck -Martin APR - 6 2015 lt�i AFA - Representative gY. —IN-or- Andover Football Association / 1685 Crosstown Blvd. NW / Andover, MN 55304 www.andoverfootball.org Twila Hauck, Automated Industrial Maintenance Mc. 7655 Washington Ave. So. Phone: 952- 941 -9830 Edina, MN 55439 Fax: 952- 941 -7139 Andover Football Price Quotation March 26, 2015 Daktronics Deluxe Football Scoreboard Estimated Freight 1250.00 Installation and training* 4200.00 Total $45150.00 *Includes removing existing scoreboards, adding extension for truss work, mounting new scoreboard and truss on poles, installing wireless, program RCI ON and operator training. Electrical disconnect and reconnect must be provided by customer and be installed by licensed electrician. Other Information Warranty (5) five years Lead time (6) six weeks Payment 30% with order, balance due net (30) thirty days Prices valid (60) sixty days Brian Grandstrand AIM Electronics. Inc. Bloomer, WI Madison, WI Perham, MN 715- 568 -1288 605- 827 -5155 218- 346 -4194 Fax: 715- 568 -1287 Fax: 608 -833 -8433 Cell: 877- 613 -7627 Description Onant. Price Optionl 1. Daktronics FB- 2018 -21 (LED) Football 2 $9225.00 $18450.00 Scoreboard. Includes AS -5010 console Controller, horn and wireless control, (Size 8'H x 18'W x 6 "D) 2. Daktronics DA- 1001 -18 Decorative Truss 2 4750.00 9500.00 Includes base paint and artwork. 3. RC 100 remote start/stop controller kit 2 1150.00 2300.00 4. AS501OR wireless control console w /case 2 2525.00 5050.00 And RC100 remote start/stop kit. 5. Control Console Carry Case 2 150.00 300.00 6. Digit Screens 28 50.00 1400.00 7. Battery kits All Sport consoles 4 250.00 1000.00 8. RCI00 upgrade existing boards 2 850.00 1700.00 Estimated Freight 1250.00 Installation and training* 4200.00 Total $45150.00 *Includes removing existing scoreboards, adding extension for truss work, mounting new scoreboard and truss on poles, installing wireless, program RCI ON and operator training. Electrical disconnect and reconnect must be provided by customer and be installed by licensed electrician. Other Information Warranty (5) five years Lead time (6) six weeks Payment 30% with order, balance due net (30) thirty days Prices valid (60) sixty days Brian Grandstrand AIM Electronics. Inc. Bloomer, WI Madison, WI Perham, MN 715- 568 -1288 605- 827 -5155 218- 346 -4194 Fax: 715- 568 -1287 Fax: 608 -833 -8433 Cell: 877- 613 -7627 AIM Electronics, Inc. Edina, MN 952- 941 -9830 Brian Grandstrand Twila Hauck, Andover Football Price Quotation March 26, 2015 DAKTRONICS REPAINT AND INSTALL FOOTBALL SCOREBOARD Description Quant. Price Total 1. Repaint 2- FB -4005 Football Scoreboard 1 8,450.00 8,450.00 Includes base paint and vinyl captions To be done at Scenic Sign Company. Also includes 4 poles 2 in 2 locations Mounting scoreboard. * Total $89450.00 *Includes transporting to Scenic Sign, preparing scoreboard for paint, applying paint and new vinyl to Scoreboards and installation. Other Information Warranty (90) ninety days paint Lead time (5) five weeks Terms: Due net (30) thirty days Prices valid (60) sixty days r-ur 61, a 50, A 0*411 DA- 1001 -25 with FB -2023 Enhance the appearance of any outdoor display with arch truss decorative accent. Constructed of painted aluminum tubing and flat crossbars, truss can be added to the top or bottom of the display. Truss is shown above a scoreboard and features optional lettering along with screen backing as required for this option. MODEL HEIGHT WIDTH DEPTH WEIGHT DA- 1001 -12 2' -0" (610 mm) 12' -0" (3.66 m) 3" (76 mm) 120 lb (54 kg) DA- 1001 -14 3' -0" (914 mm) 14' -0" (4.27 m) 3" (76 mm) 170 lb (77 kg) DA- 1001 -15 3' -0" (914 mm) 15' -0" (4.57 m) 3" (76 mm) 180 lb (82 kg) DA- 1001 -16 3' -0" (914 mm) 16' -0" (4.88 m) 3" (76 mm) 185 lb (84 kg) DA- 1001 -18 3' -0" (914 mm) 18' -0" (5.49 m) 3" (76 mm) 225 lb (102 kg) DA- 1001 -20 3' -0" (914 mm) 20' -0" (6.10 m) 3" (76 mm) 240 lb (109 kg) DA- 1001 -24 4' -0" (1.22 m) 24' -0" (7.32 m) 3" (76 mm) 310 lb (141 kg) DA- 1001 -25 4' -0" (1.22 m) 25' -0" (7.62 m) 3" (76 mm) 3401b (154 kg) DA- 1001 -27 4' -0" (1.22 m) 27' -0" (8.23 m) 3" (76 mm) 370 lb (168 kg) DA- 1001 -32 5' -0" (1.52 m) 32' -0" (9.75 m) 3" (76 mm) 465 1 (211 kg) DA- 1001 -36 5' -0" (1.52 m) 36' -0" (10.97 m) 3" (76 mm) 500 lb (227 kg) COLOR Choose from 150+ colors (from Martin SenourO paint book) at no additional cost. CONSTRUCTION Durable aluminum tubing MOUNTING Truss is typically mounted on vertical beams. The number of vertical beams is determined by the length of the overall display: - 12/- 14/- 15/- 16/- 18/- 20/ -24 use two vertical beams, - 25/ -27 may use two or three vertical beams and - 32/ -36 may use three or four vertical beams. Hardware to mount truss on the allotted number of beams is included; hardware for more beams is at additional costa OPTIONS • Lettering and logo sheet metal cutouts • Screen backing WWW.DAKTRONI(S.COM E -MAIL: SALESCa3DAKTRONICS.COM Martin Senour® is a registered trademark of its owner. SL -08028 120313 Page 1 of 4 Copyright 2003 -2013 Daktronics, Inc. LETTERING & LOGOS Lettering and logos should avoid exceeding 14" (356 mm) above the truss or covering more than 50% of the truss, otherwise additional costs will be incurred. Screen backing is required when lettering and logos are attached to truss. GENERAL INFORMATION Truss is shipped in one section. Specifications and pricing are subject to change without notice. FOR ADDITIONAL INFORMATION • Pole Location Drawing: DWG-1 122070 (attached) • I -Beam Mounting Drawing: DWG -1 111650 (attached) • Pole Mounting Drawing: DWG - 251223 (attached) • Installation Manual: ED -16076 (online) DAKTRONICS 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 6. Consider Protective Netting Quote at Andover Station North Ball Field Facility DATE: April 16, 2015 INTRODUCTION This item is in regard to considering protective netting quote at Andover Station North Ball Field Facility. DISCUSSION Attached is a quote to purchase the netting of $994. The previous quote from 2009 was $890. As far as installing the netting, Public Works staff will evaluate this after the City receives the netting. If it is determined that Public Works staff cannot install the netting, the City will need to hire this out unless the baseball association has a volunteer that is capable of installing it. BUDGET IMPACT Since this is not identified in the Capital Improvement Plan for 2016, the Park Commission may wish to utilize the $15,000 annual miscellaneous fund that is available each year. Note: Staff has not heard from the Andover Baseball Association if they will be making donation to help in the purchase of the netting. ACTION REQUIRED The Park and Recreation Commission is requested to consider authorizing the purchase of the netting for the west and middle field at Andover Station North Ball Field Facility. Respectfully submitted, 'i i yxjk , Todd J. Haas Cc: Jason Saulsbury, Andover Baseball Association (copy sent by e-mail) Attachments: Quote from Beacon Athletics BEACON ATHLETICS 8233 Forsythia Street #120, Middleton, WI 53562 Phone: (800) 747-5985 Fax; (608)836 -0724 To: TODD HAAS 4/6/2015 CITY OF ANDOVER Phone: (763) 755 -5100 Address: 1685 CROSSTOWN BLVD NW Fax: (763) 755 -8923 ANDOVER, MN 55304 Originally Quoted By: Jim Myrland on 4/6/15 Job Name: subject: Custom Protective Netting Quote —THIS QUOTE VALID FOR 30 DAYS AFTER DATE RECEIVED— Netting Specifications: Material: Woven Knotless Nylon Stock #: # 504 - 180 -lb. break strength Color: Black Mesh Size: 1 -7/8 Inch Square Edging: Vinyl Hems With Grommets - Spaced Every Foot On All Sides Pricing Information: "ALL CUSTOM ORDERS ARE FINAL UPON APPROVAL" Net Panel Cost (all panels): $ 472.00 Hardware Cost: $ 448.00 Shipping & Handling: $ 74.00 TOTAL DELIVERED PRICE: $ 994.00 Panel Dimensions: Panels Needed Height (feet) Length (feet) 1 8.00 x 39.50 1 8.00 x 49.50 HARDWARE INCLUDES: Quote #: N4451 (140') 3/16" 7 X 19 STRAND GALVANIZED STEEL CABLE WITH THIMBLES, CLIPS, TURNBUCKLES, AND QUICK LINKS TO MAKE 2- SEGMENT TOP CABLES AND 3 VERTICAL CABLES FOR EACH PANEL (140) 1/4" STEEL BIT CLIPS FOR ATTACHING TOP AND SIDE NET EDGES TO CABLES (100) 120 LB. BLACK NYLON CABLE TIES FOR ATTACHING NET PANEL BOTTOM EDGES TO CHAIN LINK Approved By: Date: This approval farm must be signed by the customer and returned to Beacon Athletics before a custom order can be processed. CUSTOM ORDERS ARE FINAL UPON APPROVAL AND GENERALLY CANNOT BE RETURNED OR REFUNDED. Any discrepancies with a custom order must be reported to Beacon Athletics within 30 days of receipt of the order. r• 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 7. Consider Revised Draft Kelsey Round Lake Park RFP /15 -11 DATE: April 16, 2015 INTRODUCTION The Park and Recreation Commission is requested to review the attached draft of the Request for Proposals (RFP) that has been prepared by the Task Force in the development of the Master Plan for Kelsey Round Lake Park, Project 15 -11. DISCUSSION The Task Force has met a couple times over the past couple months to prepare the draft RFP. A copy of the draft is attached to this item for your review. The items identified in red are the items that have been revised from the previous RFP that was originally recommended to the City Council. The Commission should specifically review Pages 9 and 10 which are tasks that are to be recommended in the Master Plan. If the Park and Recreation Commission is on board with the revisions in the RFP, the recommendation will be forwarded to the City Council for their review and approval on May 5, 2015. Chairman Stenzel and Commissioner Elstrom served on the Task Force and will be presenting this item at the Park Commission meeting. BUDGET IMPACT The 2015 CIP identifies $50,000 budget for the Kelsey Round Lake Park Master Plan. ACTION REQUIRED The Park and Recreation Commission is requested to review and recommend approval of the RFP in the development of the Master Plan for Kelsey Round Lake Park, Project 15 -11 to the City Council. Respectfully submitted, 2 Todd J. Haas Attachments: Draft RFP VA REQUEST FOR PROPOSAL PROJECT #15 -11 Master Plan Consulting Services for Kelsey Round Lake Park Andover, Minnesota Proposals due by: FF*day nnaFGh 6.,203:5 @ 4.30 nnn (To Be Determined at a Later Date) City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 1 TABLE OF CONTENTS Part 1.0 Introduction 3 Part 2.0 Instructions for Proposers 4 Part 3.0 Evaluation of Proposals and Award 8 Part 4.0 Specifications 9 Part 5.0 Terms and Conditions 10 Attachments: ExhibitA — Specimen Contract Exhibit B — Insurance Requirements 2 REQUEST FOR PROPOSALS KELSEY ROUND LAKE PARK MASTER PLAN PART 1.0 INTRODUCTION 1.1 STATEMENT OF PURPOSE The purpose of this Proposal is to enter into an agreement for Professional Services for consulting services for the Master Plan of Kelsey Round Lake Park. Proposer must submit detailed plans stating how they intend to perform the services required and identify a potential schedule (including milestones, estimated timetable, and reports to be provided). 1.2. BACKGROUND Kelsey Round Lake Park is located at address 15521 Xenia Street NW, in Andover, MN, and is part of the Aneka Cewnby Andover Parks and Recreation System. The nature park has been around over 20 years and the City now is ready to refocus on the park and consider future opportunities for the development of the park including but not limited to trail development, prairie and wetland restoration, interpretive eenteF elements, w#+Eh may inel- restrooms and a— plaza, playground equipment, peteRtial aeguisitiens ef additieRal PF9peFti provide an assessment and options to include possible connection to other parks that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed areund the ^ Fime«,,. ^f Reun.a Lake and additional landscaping. Kelsey Round Lake Park is 152 acres in size and is located adjacent to Round Lake on the west side. Currently visitors have access to trails, woods, wetlands, and prairie ecosystems. No programming is currently available at the park. The park is open year round for those that like to ride bike, walk, jog, snow shoe, cross country ski or just come to the park to see what nature has to offer. 1.3 SCOPE OF SERVICES The City of Andover will enter into an agreement with a qualified Consulting Firm to develop a Master Plan to address further development of the park. The plan will include trail development (winter and summer), provide an assessment and options to include possible connection to other parks that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed prairie and /or wetland restoration, interpretive Eenter elements and —a plaza, playground equipment, restrooms and additional landscaping. The plan will a Reed te- ipr-lud-e a vision, geals, and a StFate& plaR designed to mppt the fWtWe Reeds of the RteFpFetive eeRteF The project scope is described below: 3 • The Master Plan will be critical to the long and short term planning for possible park improvements and upgrades. The study should address existing conditions and provide ideas for future improvements and upgrades. • The Master Plan will need to address and provide an assessment and options to include possible connection to other parks that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed the ^petemial ':bla and where the trail locations (winter and summer) are recommended within Kelsey ound Lake Park t t� h•es to �,ay 4 en y <cra'cgairc ci�e-�=rccc »arT�*9PCrcicr�v with eptieRs must be PFAVided • Present findings to various groups (such as City staff, the Andover Parks and Recreation Commission and the City Council) during the evaluation process. A minimum of up four presentations will be made to the Park Commission and /or City Council and up to four meetings with City staff. It is the intention of the City to enter into a contract with the selected proposer who will complete the scope of work in accordance with terms and conditions as hereinafter provided. 1.4 IMPLEMENTATION DEADLINE (Timetables will be determined at a later date) The City would like the selected proposer to begin the evaluation and assessment in April 2015. The City would like to have the completed Master Plan report by August 28, 2015 to present to the Andover Parks and Recreation Commission for their meeting in September 2015. The selected Consultant is to provide a detailed project timeline, outlining when each step will be accomplished, based upon the April 2015 start and the August 28, 2015 completion. PART 2.0 INSTRUCTIONS FOR PROPOSERS Vendor's proposal must be prepared in strict compliance with the "Proposal Format" below. Failure to comply with all provisions of this RFP may result in disqualification of the submitted proposal. 2.1 Proposal Deadline (Timetables will be determined at a later date) Proposals must be received by 4:30 p.m. CST, Friday, March 6, 2015, 1685 Crosstown Boulevard NW, Andover, MN 55304. All proposers must submit three (3) complete proposals and one electronic version. One proposal must be marked "original." Any proposal received after the time stipulated will be rejected. All proposals must be addressed to: "Master Plan Consulting Services for Kelsey Round Lake Park" City of Andover 1685 Crosstown Boulevard NW Andover, MN 55304 4 2.2 Proposals will not be opened publicly at the closing of the RFP. All data contained in the proposals will be disclosed as required, in accordance with the requirements of Minn. Stat. § 13.591. Trade secret data that a proposer wishes to protect during and after the evaluation process must meet the definition and classification in Minn. Stat. § 13.37. Proposers must invoke the protections of this section prior to or upon submission of the data, and identify the data and state the reasons why protection is sought. 2.3 (Time tables will be determined at a later date) A pre - proposal meeting, which is not mandatory, will be held at 2:00 p.m. on Tuesday, February 17, 2015. The meeting will be held at the City of Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MN 55304. Any questions concerning the RFP must be submitted in writing by 12 PM (noon), Thursday, February 26, 2015 to: City of Andover Attn: Todd Haas, Assistant Public Works Director /Parks Coordinator 1685 Crosstown Boulevard NW Andover, MN 55304 E -mail: t.haas @andovermn.gov A written response, in the form of an addendum(s) will be made available to all no later than Tuesday, March 3, 2015. 2.4 Procurement Timetables (Time tables will be determined at a later date) The following projected timetable should be used as a working guide for planning purposes. The City of Andover reserves the right to adjust this timetable as required during the course of the RFP process. Issue RFP — February 5, 2015 Pre - proposal meeting at Andover City Hall - Tuesday, February 17, 2015 at 2:00 p.m. Questions due — Thursday, February 26, 2015 by 12:00 PM (noon) Responses provided by — Tuesday, March 3, 2015 Proposals received by — Friday, March 6, 2015 at 4:30 PM Interviews as needed — March 23 -25, 2015 Recommendation to the Andover Parks & Recreation Commission —April 2, 2015 Recommendation to City Council — April 7, 2015 Consultant to execute contract and begin Master Plan — April 13, 2015 Master Plan to be completed —August 28, 2015 2.5 Disclaimer The City of Andover reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and /or amendments, as it may deem appropriate. The City of Andover reserves the right to waive minor irregularities in proposals, if such action is in the best interest of the City of Andover. Any such waiver shall not modify any remaining RFP requirements or excuse the proposer from full compliance with the RFP specifications and other contract requirements if the proposer is awarded the contract. 5 2.6 Proposals and Presentation Costs The City of Andover will not be liable in any way for any costs incurred by proposers in the preparation of their proposals in response to this RFP nor for the presentation of their proposals and /or participation in any discussions or negotiations prior to the award of the contract. 2.7 Proposals 2.7.1 Rejection of proposals The City of Andover reserves the right to accept or reject in part or in whole, any or all proposals submitted. The City of Andover shall reject the proposal of any vendor who is determined to be non - responsive. The unreasonable failure of a proposer to promptly supply information in connection with respect to responsibility may be grounds for a determination of non - responsibility. 2.7.2 Acceptance of Proposals All proposals properly submitted shall be accepted by the City of Andover. However, the City of Andover reserves the right to request clarifications or corrections to proposals. Requests for clarifications or corrections by the City of Andover shall be in writing. Said requests for clarifications or corrections shall not alter the Vendor's price contained in the cost proposal. 2.9 General Instructions 2.9.1 Proposal Term: All Proposals must be valid for 90 days from the proposal submission date. 2.9.2 Late Submissions: Proposals received after the specified date and time for proposal submission will not be accepted. 2.9.3 Letter of Transmittal: The Letter of Transmittal should be a formal letter from the proposer prepared in standard business format. It should be brief, signed by a person who is authorized to commit the proposer organization to perform the work included in the proposal. nneles es being fe FwaFded in ense to the DCD 2.9.4 Executive Summary: The Exer=wtiye Suns. aFy of the PFeP Sal shall be limited to thFee (" 5ingln spar=ed t,., ewFitt„n pages The purpose of the Executive Summary is to provide a high -level description of the proposer's ability to meet the requirements of the RFP. 2.10 Proposal Format T Proposers must submit proposals that are complete, thorough and accurate. Brochures and other similar material may be attached to the proposal. 2.10.1 Outline of Proposal: The Proposers must submit a narrative response to Part 4.0 of this RFP, "Specifications and Requirements." Responses shall be prefaced with the summary title and corresponding section number. 2.10.2 Proposers must submit a Narrative response or acknowledged agreement to Part 5 of this RFP, "Terms and Conditions." Responses shall be prefaced with the summary title and corresponding section number. 2.10.3 Appendices - the content is left to the Proposer's discretion, but should be limited to materials that will be helpful in describing the services proposed. 2.10.4 Qualifications of Proposer - Shall contain pertinent information relative to the firm's background, expertise and qualifications to accomplish all tasks set forth in this RFP. This section should include: • Identify the Assessment and Design Team, including the names, company employed with, qualifications, and the person's strengths or specialized experience. • A list of sub - consultants and their role. • Examples of related projects should be included. • A minimum of three references similar in size and scope, including name, address, contact, phone number. • Current client list. • New or innovative systems, products, or services recommended in past studies. • Ideas you have utilized in past studies, to minimize or reduce future maintenance and operational costs. • How your firm would gather information from stake holders during the needs assessment. • Proposals must be signed by an authorized representative of your firm. • Price proposal, hourly rates of all staff involved and all other costs including overhead, copying, travel, etc. 2.10.5 A detailed cost estimate and work plan for each task in Section 4.1 shall be identified. This work plan will be used as a scheduling and managing tool, as well as the basis for invoicing. The proposal shall be based on a "time and material deliverables" with an hourly rate and a not to exceed amount for each task based on the scope of services provided for this project. Also provide a total not to exceed cost summarized for all tasks. The not to exceed amount shall include reimburseables. 2.10.6 Compliance with RFP - This section should demonstrate the responder's understanding of the City's needs and how closely the submitted plan for services complies with the requirements of the RFP. 7 2.10.7 All proposals shall be bound, typed and contained in a single volume. Pfepesals f4 m's ^ abilAies to sat;sf• the F ent_,; .,f the °P°. You must also submit one electronic version of your proposal on a CD. 2.11 Exceptions to Format It is intended that this RFP describe the requirements and proposal format in sufficient detail to secure comparable proposals, recognizing that various proposer's approaches may vary widely. Proposals, which materially differ from the described format, may be rejected. All information requested must be submitted, or alternatively, a statement giving the rationale of the proposer for not submitting requested information must be provided. The City of Andover may, if it deems it to be in its best interest, consider such statements in determining the responsiveness of the proposal. 2.12 Implied Requirements Products and services which are not specifically requested in this RFP, but which are necessary to provide the functional capabilities proposed by the proposer, must be included in the proposal. The proposer must include detailed information, including products, services, costs, and how it will affect the implementation in time, quality of service etc. PART 3.0 EVALUATION OF PROPOSALS AND AWARD Award shall be made to the responsible and responsive proposer whose proposal is determined to be the most advantageous to the City of Andover taking into consideration of the (not necessarily in the order of importance or limited to): knowledge and experience, implementation requirements, corporate resources and local operating plan, cost, and references. 3.1 Process Overview Proposals will be examined to eliminate those, which are clearly non - responsive to stated requirements. Proposers should exercise particular care in reviewing the Proposal Format portion of this RFP. The detailed evaluation may result in one or more finalists. At this point, presentations may be requested of the proposers and negotiation will be carried out to finalize the award of the project. 3.2 Proposal Evaluation Factors A panel representing the City of Andover staff and the Andover Parks and Recreation Commission will evaluate proposals. Any response that takes exception to any mandatory items in this Proposal Process may be rejected and not considered. Proposals will be evaluated using the factors detailed below (not necessarily in any order of importance or limited to): a. A clearly demonstrated understanding of the work to be performed. D b. A detailed timeline to accomplish the tasks outlined in the Scope of Services. c. Experience and qualifications of key personnel. d. The firm's record of experience on similar projects, including past performance with public entities. e. Proposal organization, clarity, conciseness and thoroughness. f. References. g. Financial Considerations. 3.4 Contract Development The City of Andover reserves the right to negotiate further with one or more responsible and responsive proposers. The content of the RFP and the successful proposer's proposal(s) will become an integral part of the contract, but may be modified by the provisions of the final negotiated contract. By submission of proposals pursuant to this RFP, Proposer's acknowledge that they are amenable to the inclusion in a contract of any information provided either in response to this RFP or subsequently during the selection process. Further, all proposers, by submitting proposals, agree that they have read, are familiar with all the terms and conditions of the different documents making up the Contract Documents, and will abide by the terms and conditions thereof. The City of Andover has the right to use, as the City of Andover determines to be appropriate and necessary, any information, documents, and anything else developed pursuant to the RFP, the proposal and the contract. The successful proposal shall be incorporated into the resulting contract and shall be a matter of public record subject to the provisions of Minnesota law. The City of Andover shall have the right to use all system ideas, or adaptations of those ideas, contained in any proposal received in response to this RFP. Selection or rejection of the proposal shall not affect this right. 4.0 SPECIFICATIONS AND REQUIREMENTS 4.1 Project Overview — Development of a Master Plan for the Kelsey Round Lake Park to provide clear vision, direction, goals and strategies for the next 15 -20 years of operation. The final product Master Plan should include the following Tasks as a minimum: Tasks: A. Mapping and evaluation of the current condition and function of the park and physical features of the grounds. B. Concept and schematic drawings showing the existing and future trails planned (winter and summer). C The plan wili need to addFes The goal by the City is to provide an assessment and options to include possible connection to other parks that are publically held around the lake and identify in the Master Plan for future land and /or easement acquisitions as needed the possible ovPaRS49n of the n ti paFk E the neFimeteF of Rend Lake itself to determine if it is feasible te_'1Gq WiFe the neeessa Fy n enies to have D. Assessment of a possible interpretive seateF elements which may iFie aAd -a plaZa in relatien to the eVerall paFIE, e.g— aecess+bmcy, way finding signage, and other park features and facilities. E. Provide recommendations on the type of Natural Play Environments for playground /elements should be considered and where the location of these improvements should be within Kelsey Round Lake Park. F. d sta#in../.,elunteeFs al at'., .,i +h tieRs must be 'd ,d 'f i.nternretive center it needed, G. Eeneept and sehematie draWings dep+eting- the —fUtWe planned inteFie. fe- A-WreTvf the interpFetiye eeflteF insludiF?& futwFe– physical amenities-, displays and exhibit spaces, erL spaees, eetiRg spaeeS, restreemr nl�-. . and ether featUFer H. Specific recommendations for providing displays and exhibits including educational topics, interactive features, themes, and concepts as part of is the interpretive eentef elements. I. Development of a capital improvements plan (CIP) including estimates for each improvement being identified in the CIP for Kelsey Round Lake Park, 1 Development of a ... - nd Marketing fFaFneWGFI( L th %MeFp Fetiye eenteF iReludiRg Y e- mmendatiens e ..I fitf rl c crP Ip I l l e l l CTITIIa (such as eevircrY a(+mg� ), - FevrirFcrrcvr, iveiv'r- irrcav and ether a ertwnities fer the .-enter K. Provide an assessment and options in regards to restrooms which could be a vaulted tank (requires pumping when necessary), septic system and /or portable bathroom system. L. Provide recommendations /options in regards to kayaking, archery range, canoeing, snow shoeing and /or cross country skiing by possibly providing rental services either by the City or by a private vendor. M. Development of a staffing needed to meet future goals, including support services of the Parks Maintenance Department, e.g. maintenance /operations. N. An assessment or recommendation of Kelsey Round Lake Park as to how to promote the park (social media and other). 0. Attend up to four meetings with City staff and up to 4 meetings with the Andover Park Commission and /or City Council is anticipated. 4.2 SUB CONSULTANT MANAGEMENT The vendor shall identify all sub consultants to be utilized in the performance of this contract, including the type /amount of work /services they will be providing. If Sub consultants are used, the City of Andover will consider the proposing vendor to be the Prime Consultant and to be solely responsible in all contractual matters, including payment of any and all charges resulting from such sub - Consultant arrangements. 10 The Prime Consultant will be fully responsible for the acts, errors, and omissions of the Sub - Consultant. The successful respondent shall cause appropriate provision of its proposal to be inserted in all subcontracts ensuing to assure fulfillment of all contractual provisions by sub consultants. The consultant shall be responsible for the management of all subcontracted personnel. The consultant shall provide the City with its policies and procedures for sub consultant management including the following: • Consultant's level of experience with the sub consultant(s). • Quality control measures. PART 5.0 TERMS AND CONDITIONS 5.1 Contract for Services The Contract resulting from this RFP shall be subject to the terms and conditions as provided in the attached sample Contract for Services, Exhibit A. Please acknowledge agreement with these terms and conditions in your proposal. 5.2 Insurance Requirements of Consultant The Vendor agrees to obtain and to maintain insurance as required in the attached document (Insurance Requirements) Exhibit B. Certificate of Insurance. 11 DATE: April 3, 2015 TO: City of Andover, Parks Department FROM: Laura Landes Anoka County Sheriff's Office © SUBJECT: Andover Park Activity Quarterly Report January 2015 — March 2015 The following is a list of reports generated by the Anoka County Sheriff's Office regarding city park activity for the 1st quarter. Date: Time: Location: Case Number: 01.02 15:56 Round Lake 15001081 A caller reported a male dumping a Christmas tree at the location. The deputy located the suspect vehicle and stopped it. Through conversation the driver admitted they there were going to have a burning party at the location. The driver was advised of the burning law, party permit laws, and underage drinking laws. The driver was told that if there was a party at the location he would be charged accordingly. 01.03 20:51 Hawk Ridge 15001948 On routine patrol a deputy observed a vehicle near the ice rink. He made contact with the driver who stated they were using the headlights so they could see. The driver was warned about improper parking and told to move the vehicle. He complied. 01.10 22:26 Green Acres 15006765 A caller reported a vehicle damaging the grass in the park. The deputy spoke to the reporting party who provided a license plate. The deputy ran the plate and went to the registered owner's home. The owner stated he was not driving in the park and that his vehicle had hit a snowbank in the area but that was all. The witness did state that he did not actually see the truck damaging park property. 01.18 22:53 Sophie's 15012369 A caller reported an occupied vehicle in the park. The deputy arrived and made contact with the occupants. The deputy smelled marijuana. Through discussion the occupants turned over their drugs and paraphernalia. All the occupants were issued juvenile contacts and their parents were advised. 01.23 19:12 Hidden Creek East 15015858 On routine patrol a deputy observed a vehicle in the lot. He made contact with the occupants. The deputy could smell marijuana and did search the occupants - and vehicle - and found some. Three of the occupants were cooperative, one was not; he got a citation. They were advised to leave the area. They complied. 02.03 00:06 Pine Hills 15022998 Deputies were called to an assault in progress at the park. Deputies arrived and dealt with the situation and one juvenile was arrested. 02.07 14:22 River Trails 15026146 A caller reported a dead fox in the park. The deputy advised Andover Public Works. 02.19 11:36 City Hall 15034499 A deputy responded to a report of scrap metal being stolen from the recycling center. The deputy located the suspect and made contact with him. He was charged with theft. 02.21 12:52 Crooke Lake 15036009 A caller reported a vehicle recklessly driving on the ice. The deputy located the vehicle and make contact with the driver. The driver was given a verbal warning. 03.08 05:17 Oak Bluff 15045085 A caller reported two suspicious vehicles in the parking lot. The deputy arrived and made contact with the occupants. They stated they were just talking. The deputy advised them to leave; they complied. 03.10 17:51 Sunshine 15047902 A deputy responded to an alarm at Sunshine Park. He arrived and spoke with an employee who advised his code was not working. 03.10 23:41 Hidden Creek East 15048096 A caller reported occupants of a vehicle smoking marijuana. A deputy arrived and made contact with the driver of the vehicle. The driver admitted to smoking marijuana and she was issued a citation and the drug and paraphernalia was confiscated. 03.19 16:48 Kelsey Round 15054774 A deputy responded to an anonymous report of a vehicle with a trailer dumping trash in the parking lot. The deputy arrived and observed a large pile of branches in the corner of the lot. 03.24 13:49 City Hall 15058133 A deputy responded to an illegal dumping incident that occurred at the recycling center involving a large TV. The deputy located the male and advised him he needs to pay the $40 fee; he complied. 03.27 22:36 Round Lake 15060641 A deputy received a call of report suspicious activity at the park. It was determined the call was a false report. cc: Commander Halweg D OVE • ••r;,.. •.t 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: Todd Haas, Park Coordinator FROM: Lee Brezinka, Assistant Finance Director �. SUBJECT: 2015 First Quarter Financial Report DATE: April 16, 2015 INTRODUCTION Quarterly review of the Park Improvement Fund. Attached are the Project Commitment Listing Report, Balance Sheet, and Revenue and Expenditure Reports for the Park Improvement Fund as of March 31, 2015. ACTION REQUESTED Informational data provided and no formal action is needed. Respectfully submitted, City of Andover Lee Brezinka Attachments: Park Improvement Fund - Project Commitment Listing Park Improvement Fund - Balance Sheet Park Improvement Fund - Revenues Park Improvement Fund - Expenditures CITY OF ANDOVER Park Improvement Fund Project Commitment Listing March 31, 2015 Fund Balance Additional Revenues Anticipated Anticipated Park Dedication Fee - Residential Anticipated Park Dedication Fee - Commercial Donation Capital Projects Levy for Park Improvements Total Funds Available Projected Commitments 14 -13 Rose Park Reconstruction Irrigation Project - Small Pine Hills North - Phase II Kelsey Round Lake Park Master Plan Fencing Upgrades - Ballfield Safety Initiatives Crooked Lake School Hockey Rink Langseth Park Trail Improvement Annual Miscellaneous Projects Total Dollars Allocated for Park Projects Park Improvement Funds Available For Future Projects: Estimate' Estimate" Estimate Estimate Collected To Date 140,500.00 48,300.00 61,500.00 Carryforwardsl Budget Adjustments 147,477.37 20,000 70,000 50,000 25,000 10,000 20,000 15,000 $ 210,000.00 2015 Actual 1,491.41 961.72 1,000.00 $ 147,477.37 $ 3,453.13 This is an estimation and may need to be adjusted based on development activity. 4/7/2015 2015 Park Improv 1st Qtr.xls Actual $ 378,069.82 378,069.82 Reserved Amount 145,985.96 19,038.28 70,000.00 50,000.00 25,000.00 10,000.00 20,000.00 14,000.00 354,024.24 $ 24,045.58 Assets: CITY OF ANDOVER Park Improvement Fund Balance Sheet March 31, 2015 Current Assets Cash - Reserved Cash - Unreserved Total Cash Interest / Tax Receivable Due From Other Governments $ 354,024.24 24,045.58 378,069.82 1,229.28 Total Assets _ $ 379,299.10 Liabilities and Fund Balance: Liabilities Accounts Payable $ Deferred Revenue 1,229.28 ;,zTota[Liabdrties -� w. _ ,N- �. 1,229.211; Fund Balance Fund Balance 12 -31 -14 Excess of Revenues Over (Under) Expenditures 334,565.95 43,503.87 Total trabrlrtres and Fund Balance f X $ 379,299.10' 4/7/2015 2015 Park Improv 1st Qtr.xls CITY OF ANDOVER Park Improvement Fund Revenues March 31, 2015 Revenues: Budget Property Tax / Fiscal Disparities- Current July Tax Settlement $ Dec Settlement Accrual Subtotal $ 61,500.00 54365 - Park Dedication Fees Lot Split - 15873 Linnet St 2,650.00 Country Oaks North 33,252.00 Bent Creek Shores 2,810.00 Winslow Woods 1st - Millers Woods 4th Add. - Catchers Creek 9,588.00 Subtotal $ 140,500.00 48,300.00 56910 - Interest Income 1 st Qtr (1,343.00) 2nd Qtr 3rd & 4th Qtr Subtotal (1,343.00) 58125 - Contributions /Donations Subtotal Misc Revenue Subtotal $ ,a Total Revenues $ �2 02;b00:00e,46,95f00 -.. 4/7/2015 2015 Park Improv 1st Qtr.xls CITY OF ANDOVER Park improvement Fund Expenditures March 31, 2015 Expenditures: Budget 61020 - Supplies - Operating MN Playground - Table frames $ 1,000.00 MTI Distributing - Irrigation supplies 961.72 Subtotal 1,961.72 62200 - Rentals Subtotal 63005 - Professional Services Subtotal - 63010 -Contractual Services 210,000.00 Rose Park 1,491.41 Subtotal 1,491.41 63015 - Publishing Total Expenai 210 00 .00,,, t lurPa" 0 0 WW 3" ftl tx,pen, ditures Revenues , * - Miscellaneous Projects 4/7/2015 2015 Park Improv 1st Qtr.xls C I T Y O F ND OVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer FROM: Todd J. Haas, Asst. Public Works Director-14K SUBJECT: 10. Review Outstanding Items DATE: April 16, 2015 Issues list as of 4/13/15 COMPLETED PROJECTS — ON -GOING PROJECTS - • Update of Park Dedication Improvement Fund Quarterly Report — Item is on the agenda. • Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism — Item is on the agenda. • Pine Hills North — The playground equipment has been delivered to Public Works. Waiting for road restrictions to be lifted so that we can concrete trucks can access the site and the work can begin. • Andover Lions Park — The Park Commission has requested the funds for replacing of the playground equipment be carried over into 2016 along with the installation of the irrigation system. • Hidden Creek East Park — The City Council has approved the improvements to the park at their meeting of February 3rd. Staff is waiting for the neighborhood to determine the location of the wall board. • Timber Rivers Park -- Staff has met with the neighborhood to discuss the options that are available for playground equipment. Attached is what they are recommending to be purchased. • Rose Park — Item is on the City Council agenda for April 21, 2015 for consideration of the outfield fencing and paving of the parking lot. • Wav Finding Signs — The signs are now done. Most of the signs have been installed by Public Works staff. The remaining signs will be installed in the spring. • Kelsey Round Lake Park Master Plan — Item is on the agenda for review. ON -HOLD PROJECTS — None at the time. OTHER ITEMS OF INTEREST — Prairie Knoll Park Cell Tower — Nothing new to report. Still waiting for them to indicate when they are planning on starting on the construction. City Hall Recycling Center Update -- The City has received approval for funding from Anoka County for paving a portion of the driveway to the recycling center. The paving will not include the City Hall Outdoor Rink parking lot or driveway to Crosstown Boulevard NW. As far as street light at the entrance to the recycling center/hockey rink facility at Crosstown Boulevard NW, the estimated cost to install an additional light is $6700. The Recycling Coordinating is reviewing the estimate and will be determining how much they will be able to contribute (we suspect half will be offered). The Park Commission will need to determine if you would like to move forward with the street light. Note: When you have a chance before the next meeting, staff would encourage the Park Commission members to drive by at night so you can see how much light is being provided at the entrance. There is an existing light on the south side of Crosstown Boulevard NW and having a second may not be necessary. Just so you know past practice is to install only one street light at these types of intersections. • 2015 Events in City Parks or Facilities — The Park and Recreation Commission will need to determine what each of the Commissioners will be responsible for during 2015. The item is on the workshop portion of the agenda. Based on the conversation from the last meeting, event planning Commissioners Marinello, Elstrom, and Miscoweic will be considered for next year. Commissioner Butler will organize the cleanup at Andover Lions Park this spring and Commissioners Stenzel, Lindahl, and Lewnau will still be providing a newsletter article that is due in July. ➢ Marinello — ? ➢ Elstrom — ? ➢ Miskoweec -- ? ➢ Stenzel/Lindahl/Lewnau — This group will now need to determine if they would like to consider a fall bicycle ride for 2015 since the article was not received in time for the March/April Newsletter. If a fall bicycle ride is a go, the article will need to be submitted by July 24, 2015 to be placed in the September - October Andover Newsletter. ➢ Butler — Commissioner Butler will be coordinating the Adopt a Park cleanup at Andover Lions Park in the spring of 2015. • Update of Pedestrian Trails — Listed below are some of the trail segments that have been identified by the City Council on October 21St in the 2015 -2019 CIP for pedestrians and bikers. ➢ 2015. Nothing is planned for 2015. ➢ 2016. Bituminous trail along Crosstown Blvd (west side) from Coon Creek Bridge to South Coon Creek Drive. ➢ 2017. Bituminous trail along Andover Blvd (south side) from Bluebird Street NW to Vale Street NW. ➢ 2018. Bituminous Trail and boardwalk along Crosstown Blvd (east side) from Bunker Lake Blvd to 1401h Avenue NW. ➢ 2019. Bituminous trail along Crosstown Blvd from 1591h Ave to Prairie Road. ➢ 2019. Bituminous trail from Kensington Estates 7th Addition to Andover Station North. • Update of the Reconstruction of Bunker Lake Boulevard from Crane Street NW to Jefferson Street NE in Ham Lake — The project is still scheduled for 2015 -2016. Most of the construction will be done in 2016. As part of this project trail segments along the north side of Bunker Lake Boulevard will either be left in place or portions reconstructed. A pedestrian underpass will be constructed near the Bunker Hills Activity Center. Also the trail will continue on the north side to Jefferson Street in the City of Ham Lake. A new trail will be constructed from Crane Street NW, crossing the railroad tracks to Andover Lions Park. Also a new trail segment will be constructed on the south side from the Anoka County Highway Department, crossing the railroad tracks, tying into Bunker Hills Regional Park. An overpass will not be constructed over the railroad tracks due to the cost of the bridge. • Update of Scheduling Park and Recreation Commission meeting at a City Park or Facility — The Commission will need to determine in the spring of 2015 where they would like to have a meeting. If you have any questions or comments regarding any of the items mentioned above or any items relating to parks or projects, feel free to contact Todd Haas or Dave Berkowitz at the City. Staff recommends the Commission 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. NDOVE 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineera� FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: A. Discuss 2016 -2020 Parks Capital Improvement Plan, Cont. DATE: April 16, 2015 INTRODUCTION The Park and Recreation Commission is requested to continue discussing the 2016 -2020 Parks Capital Improvement Plan (CIP). DISCUSSION Based on discussion from the last workshop meeting on April 2, 2015, Chairman Stenzel requested that each Park Commission member is to provide a list of improvements for the meeting that they feel is important to them and/or to the City. When evaluating the list of improvements, keep in mind the list of improvements requested by the associations and the Parks Department. As of now, assuming that the City Council approves funding of the fence and paving of the parking lot at Rose Park in 2015, the Park Improvement Fund will have approximately $175,416 available at the end of 2015. The Commission will need to review and prioritize which projects should be considered in 2016 -2020 CIP. Keep in mind that any new projects being proposed (not identified on the attached spreadsheet) will require other projects that have been identified in the past CIP (2015 -2019) to be eliminated so that the ending fund balance is not below $50,000. Proposed improvements for each park are identified in the Parks Comprehensive Plan in Section F of the Information Packet (2010 Existing and Future Park Facilities Chart). Estimated prices are also included on the very right side of the spreadsheet. Attached is the 2016 -2020 Park CIP Projected Fund Balance sheet that now includes the Rose Park improvements (fencing and paving of parking lot). BUDGET IMPACT Depending on what the Commission would like to recommend for projects, the ending fund balance for each of the 5 years shall be $50,000 or more. ACTION REQUIRED The Park and Recreation Commission is requested to continue discussing the 2016 -2020 Parks Capital Improvement Plan. Respectfully submitted, Todd J. Haas Attachments: 2016 -2020 Park Improvement Fund Revised Projected Fund Balance Sheet, List of irrigated and non - irrigated athletic fieldsp/ CITY OF ANDOVER Park Improvement Fund Projected Fund Balance 2015 2016 2017 2018 2019 2020 TOTALS Projected Sources of Revenue Park Dedication Fee - Residential Units 50 50 50 25 25 25 Park Dedication Fee - Residential ($2,899 /unit) $ 144,950 $ 144,950 $ 144,950 $ 72,475 $ 72,475 $ 72,475 $ 652,275 Park Dedication Fee - Commercial - - - - - - - Donation 1 Contribution - - 100,000 - - - 100,000 Capital Projects Levy - Park Improvements 61,500 61,500 61,500 61,500 61,500 61,500 369,000 Total Revenues Available 206,450 206,450 306,450 133,975 133,975 133,975 1,121,275 Projected Commitments Rose Park - Reconstruction 185,600 185,600 Irrigation Project - Small 20,000 20,000 20,000 20,000 20,000 100,000 Kelsey Round Lake Park Master Plan 50,000 50,000 Fencing Upgrades - Balifield Safety Initiatives 25,000 25,000 Crooked Lake School Hockey Rink 10,000 10,000 Pine Hills North - Phase II Playground & Enclosures 60,000 60,000 Parking Lot w/ Curb (30% Park Dedication) 120,000 120,000 Storage Building (Donations) 100,000 100,000 Septic & Well 115,000 115,000 Multi- Purpose Building 450,000 450,000 City Campus Hockey Rinks - Pave rinks & parking lot 150,000 150,000 Langseth Park Trail Improvement 20,000 20,000 Fox Meadows - Reconstruction 200,000 200,000 Annual Miscellaneous Projects 15,000 15,000 15,000 15,000 15,000 75,000 Total Commitments 365,600 155,000 135,000 300,000 705,000 - 1,660,600 Revenues Over (Under) Expenditures (159,150) 51,450 171,450 (166,025) (571,025) 133,975 Fund Balance as of December 31, 2014 334,566 Fund Balance Brought Forward 175,416 226,866 398,316 232,291 (338,734) Ending Fund Balance "" $ 175,416 $ 226,866 $ 398,316 ; 232,291 S (338,734) ; (204,759) "Target - $50,000 to create a contingency for any project overages. Non Irrigated Athletic Fields Fox Meadows Timber Trails Timber Rivers Hidden Creek East (Practice Only) Northwoods West Northwoods East Pleasant Oaks (Practice Only) Terrace Strootman Lunds North Hills of Bunker Lake West Wild Iris Andover Lions Irrigated Athletic Fields Water Supply City Hall #1 City Water City Hall #7 City Water Sunshine Park Well Water Hawkridge Well Water Hidden Creek North City Water Oak Bluff City Water Prairie Knoll Well Water Andover Station North City Water Pine Hills North Well Water Pine Hills South Well Water Rose City Water Shadowbrook East City Water Eveland Fields Well Water Style of Field (1)Soccer /Lacrosse /Football (1)Soccer /Lacrosse /Football (1) Baseball /Sof (1)Soccer /Lacrosse /Football (1)Soccer /Lacrosse /Football (1)Soccer /Lacrosse /Football (1)Baseball /Softball (1)Soccer /Lacrosse /Football (1)Baseball /Softball (1)Baseball /Softball (1)Baseball /Softball (1)Baseball /Softball (1)Baseball /Softball (1)Baseball /Softball Style of Field (1)Soccer /Lacrosse (1)Baseball/Softball (3)Soccer /Lacrosse /Football (6)Softball /Basel (3)Soccer/Lacrosse/Football (1)Soccer /Lacrosse /Football (1)Baseball (1)Soccer /Lacrosse /Football (3 )Soccer /Lacrosse /Football (3)Baseball (3)Soccer /Lacrosse /Football (1)Baseball (2)Baseball (2)Baseball (3)Softball /Baseball ;Iva IL V--,�� llwll lt. - 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 .FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works /City Engineer "M FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: B. Consider Amendments /Application for Scheduled Use of Recreational Facilities DATE: April 16, 2015 INTRODUCTION The Park and Recreation Commission is requested to consider amendments to the Application for Scheduled Use of Recreational Facilities. DISCUSSION Based on discussion from the March 19, 2015 meeting, Commissioner Lindahl mentioned that maybe the City should make an allowance on the application for the waiving of the fees for application. Staff also would suggest language in the application to allowing applicants to waive the Guidelines for Field Usage by Youth Athletic Associations requirements for one day or as determined by the Park Commission. Note: The Park Commission does not have the authority to waive any fees since fees are approved by the City Council but the Commission can recommend waiving the fees. Attached is the draft application with the suggested language on Page 2 relating to the comment made by Commissioner Lindahl mentioned at the March 19, 2015 meeting. ACTION REQUIRED The Park and Recreation Commission is requested to consider amendments to the Application for Scheduled Use of Recreational Facilities. Respectfully submitted, Todd J. Haas Attachments: Draft Revisions to the Application for Scheduled Use of Recreational Facilities ANDOVER PARK AND RECREATION COMMISSION APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES Group requesting use of facilities Association President Phone (Home) Print Name Phone (Work) Phone (Mobile) Association President (E -mail) Signature (required) Date Add City, State Zip APPLICATION DUE DATES: FOR WINTER USE OF FACILITIES - FIRST THURSDAY IN NOVEMBER. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in November. FOR SPRING AND SUMMER USE - FIRST THURSDAY IN MARCH FOR SOCCER, SOFTBALL, BASEBALL, AND LACROSSE. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in March. FOR FALL USE — FIRST THURSDAY IN JULY FOR SOCCER, SOFTBALL, FOOTBALL AND BASEBALL. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in July. It is the policy of the City of Andover to try to meet the recreational needs of its citizens. The goal of the Park and Recreation Commission in scheduling is to allot the limited number of recreational facilities in a fair and equitable manner, using compromise when necessary to accommodate the maximum number of requests possible. The Guidelines for Field Usage by Youth Associations may be used to determine field allocation (see attached). Facility requests submitted by the due date with this completed form will be given the highest priority. Subsequent requests will be filled on a first -come, first - served basis if facilities are available. The sequencing of scheduling will be considered with City youth associations having first priority. Number of participants expected in program this year. Number of participants expected from Andover this year Number of participants in program last year. Number of participants from Andover last year, Age brackets for participation, l Number of game fields /rinks needed per week this year Indicate season start and end dates Time slot desired (list 2 choices) List specific fields /rinks being requested (refer to attached listing) 1. Number of practice fields /rinks needed per week this year Time slot desired (list 2 choices) 2. List specific fields /rinks being requested (refer to attached listing) F Please check all boxes that apply: 0 Request for waiving the Requirements of the Guidelines for Field Usage by Youth Athletic Associations requirements for one day requests or as determined by the Park Commission. 0 Request to waive fees for use of the fields /rinks. Note: Waiving of any fee must be approved by the City Council. 0 Fees are not required for use of the fields /rinks. 0 Fees are required as per City Code for use of the fields /rinks. Note: Field /hockey rink (practice or games) use by any association or team is prohibited without approval by the Park and Recreation Commission or its designee. Note: Any organization and/or association that apply for use of a recreational facility will be required to pay a fee as determined by the City Council for park security. APPLICATIONS WILL NOT BE CONSIDERED COMPLETE UNLESS ALL INFORMATION IS PROVIDED. THIS APPLICATION DOES NOT APPLY TO WEEKEND TOURNAMENTS. Approved: 1/2000 Revised 4116115 fielduse.doc 2