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HomeMy WebLinkAboutAugust 18, 2016(ALNDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.CI.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting August 18, 2016 6:15 P.M. Meet at Timber Trails Park 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (7/21/16) 4. Consider Tournament Application /Andover Football Association 5. Consider Tournament Application /Andover Athletic Association (Fast Pitch) 6. Consider Preserve at Oak View Park Dedication Requirements 7. Update on the 2017 -2021 Park Playground Equipment Replacement Plan 8. Outstanding Items /Maintenance Update 9. 10. Chair's Report 11. Adjournment 1 i l � �_�►�. 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 Engineerl)T8 FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 4. Consider 2016 Tournament Application /Andover Football Association DATE: August 18, 2016 INTRODUCTION The Park and Recreation Commission is requested to consider the 2016 Tournament Application as requested by the Andover Football Association (AFA). DISCUSSION Attached for your review is the application that has been submitted by the Andover Football Association for a Youth Football Preview. The fields that are being requested are as follows: • Sunshine Park Fields 2, 3 and 4 (south middle and north soccer /football fields) Note: North Metro Soccer Association (NMSA) has the north field approved as part of the 2106 Fall Field schedule. It will be necessary for AFA to contact NMSA to determine if they will allow football to use this field on August 27th and 28th • Sunshine Park Softball/Baseball Fields 1 -4 (outfield areas). ACTION REQUIRED The Park and Recreation Commission is requested to approve the 2016 Tournament Application as requested by the Andover Football Association. Respectfully submitted, Todd J. aI� as Cc: Jason Strasser, Andover Football Association (copy sent by e -mail) Joel Chwialkowski, Andover Football Association (copy sent by e -mail) David Tarleton, North Metro Soccer Association (copy sent by e -mail) Attachments: Application'/ 2 0 (C Foc44&t f C 2016 TOURNAMENT, MULTI -DAY EVENTS AND JAMBOREE APPLICATION FORM (SOCCER, LACROSSE & FOOTBALL) (Please print or type all information) NAME OF TOURNAMENT: Andover Youth Preview TOURNAMENT ORGANIZATION: TOURNAMENT SPONSOR: TWO TOURNAMENT DIRECTORS MUST BE LISTED. TOURNAMENT DIRECTOR #1: Print Name: Jason Strasser Address: 1191 142nd Ave City, Date, Zip: Andover, MN 55304 Phone: (Primary) 763 - 528 -8907 TOURNAMENT DIRECTOR #2: Print Name: Joel Chwialkowski City, Date, Zip: Andover MN 55304 Phone: (Primary) 612 - 889 -4352 Note: The Tournament Director(s) or designee shall be on site at all times during the duration of the tournament. Check here if organization is located in Andover X❑ Dates of Tournament: 8/27-8/28 PARK FEES AND USAGE: Fees are as follows ❑ Adult - $275.00 Field reservation fee is for the use of up to 2 fields (`) ❑ Youth - $275.00 Field reservation fee is for the use of up to 2 fields (") for all youth organizations not affiliated with Andover youth (to be considered an organization from Andover, a minimum of 51 % participation of Andover residents shall be required based on the previous year participation of the organization or association). Note: (') This field reservation fee is used to secure the use of the field(s). If your organization schedules more than 2 fields an additional $100 per field will be charged. If your organization uses more than the approved number of field(s), the organization will be charged double per field plus an 15% administration fee. Number of fields to be used Note: 1 day tournaments will be charged 75% of the field reservation fee. The Tournament Directors is responsible for maintenance of the field(s), upkeep of trash bins, restrooms and buildina. Damage Deposit Fees (Check A or B) ❑ A. $500 Profit Organizations X0 B. $250 Non - Profit Organizations Park usage as follows: (Check fields requested to be used) 1. City Hall Park Complex #1 ❑ Field No. 1 (south side of water tower) r ACEIVE UG - 2 2016 BY• �'�— 2. Prairie Knoll Park ❑ Southeast Field ❑ Southwest Field ❑ North Field Sunshine Park 4. Hawkridge Park X❑ Field No. 2 (next to 148th Avenue) ❑ West X❑ Field No. 3 (field southeast of ball diamonds) ❑ Middle X❑ Field No. 4 (field directly east of ball diamonds) ❑ East * * * * * * * * * *We would like to use both Sunshine 100, plus sunshine 60 * * * * * * * * ** * * * * * * * * * *We will also like to use — Sunshine 1,2,3,4 * * * * * * * * ** * * ** We will not use all these fields are day, but we will rotate use to limit time on each field. 5. Pine Hills North ❑ Grow West Field (northwest field) ❑ Grow East Field (northeast field) ❑ Bennett Field (south field) SPECIAL REQUEST SECTION Check the following boxes if applicable. ❑ If you need to use the Cushman, there will be a fee of $50.00 per day and $350 refundable damage deposit. It will be necessary to pay the necessary fees 1 week prior to the tournament. Training for the Cushman by the Public Works Department will be necessary prior to any use. ❑ List any special instructions necessary for the Public Works Department so arrangements can be made prior to the tournament. All requests for tournaments must be submitted by the 4th Friday of December. The Park and Recreation Commission will consider the application of the third Thursday meeting in January. Any tournament application after that will be on a space available basis and must be submitted at least eight weeks prior to the tournament date. A penalty of 50 percent of the field reservation fee will be assessed for applications made less than eight weeks prior to the tournament date. All fees must be submitted with the application no later than eight weeks prior to the tournament date. For any late application, the late fees must also be submitted with the application, including the penalty fee. The Park and Recreation Commission must approve any late applications at least two weeks prior to the date of the tournament. The sequencing of scheduling will be considered with City Youth Associations having first priority. A $500.00 damage deposit fee (or $250.00 deposit fee.for non - profit organizations) is due eight weeks before the tournament 'date. Any equipment damaged or lost or any damage to City property by renter will be deducted from deposit fee. Any Fees paid, the. $500.00 (or the $250.00) less any money for damages, will be returned after inspection by the Public Works Department. * If the tournament organization is requesting a Non - Intoxicating Liquor License, it will be necessary to request Attachment A. The City Council has adopt0d the following policy: "Field reservation fees for tournaments shall be paid no later than eight weeks prior to the tournament date. If the tournament is cancelled, the field reservation fee nor the Non - Intoxicating Liquor License Fee will be returned. In the event that another sponsor requests the use of the facilities after a tournament has been cancelled, the new sponsor must pay the full amount and the original sponsor will be refunded the total minus any administrative costs incurred by the City. Where tournament reservation fees are not required and a tournament is cancelled, the association or group is to notify the City in writing at least 14 days prior to the date of the tournament ". If further information is needed, please contact the Parks Coordinator at (763) 755 -5100. Application forms may be obtained from'and returned to the City of Andover, Parks Coordinator at 1685 Crosstown Boulevard NW, Andover, MN 55304. • The City reserves the right to cancel or delay usage of the fields due to weather, field conditions, etc. • During the months of May & June, no more than three consecutive weekend tournaments in a row will be allowed. • Any organization that applies for use of a recreational facility will be required to pay a fee as determined by the City Council for park security. • Regulations, Violations and Penalties Regarding (City Code Title 8 Chapter 4) use and occupancy of city parks are available on the City of Andover's webpage at www.andovermn.gov Attached is City Code Title #8 Chapter 4 NO METAL SPIKES NO ALCOHOL �plprn =a DATE TOURNAME T3plRECTOR #1 (signature) DATE Approved by City Council: 2/3/15 H/e ng ineering /parks /app I ication /soccerto urname ntap p I. doc \ C,, �( �-%,-1 \GV -QV. TOURNAMENT DIRECTOR #2 (signature) 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER. MINNESOTA 55304 • (763) 755 -5100 FAX (763) 755 -8923 • WWW.ANDOVERMN.GOV TO: CC: FROM: SUBJECT: DATE: Park & Recreation Commission David D. Berkowitz, Director of Public Works /City Engineer Todd J. Haas, Assistant Public Works Director 5. Consider 2016 Tournament Application /Andover Athletic Association August 18, 2016 INTRODUCTION The Park and Recreation Commission is requested to consider the 2016 Tournament Application as requested by the Andover Athletic Association (AAA). DISCUSSION Attached for your review is the application that has been submitted by AAA for fall ball and state tournament. The fields that are being requested are as follows: • Sunshine Park Fields 1 -4 Note: AAA has contacted the Andover Football Association about using the fields on Sunday's August 21, September 11, 17, 18, 24 and 25 and it is staff s understanding that football is open to allowing the fields to be available for AAA. ACTION REQUIRED The Park and Recreation Commission is requested to approve the 2016 Tournament Application as requested by the Andover Athletic Association. Respectfully submitted, Todd J. Haas Cc: Steve Williams, Andover Athletic Association (copy sent by e -mail) Jason Strasser, Andover Athletic Association (copy sent by e -mail) Mike Johnson, Andover Football Association (copy sent by e -mail) Attachments: Application'/ 2016 TOURNAMENT, MULTI -DAY AND JAMBOREE APPLICATION FORM (SOFTBALL, BASEBALL & FAST PITCH) (Please print or type all information) NAME OF TOURNAMENT: Fall Ball Weekend Games and State Tournament TOURNAMENT ORGANIZATION: Andover Athletic Association TOURNAMENT SPONSOR: Andover Athletic Association TWO TOURNAMENT DIRECTORS MUST BE LISTED. TOURNAMENT DIRECTOR #1 (print name): Steve Williams ADDRESS: 15974 Crane St NW CITY, STATE, ZIP CODE: Andover MN 55304 TOURNAMENT DIRECTOR #2 (print name): Jason Strasser ADDRESS: 1191 142ntl Ave CITY, STATE, ZIP CODE: Andover MN 55304 PHONE: 763 -434 -9010 763 - 434 -3655 602- 321 -1072. PHONE: (home) (work) (mobile) (home) (work) 763 - 528 -8907 (mobile) E -MAIL: steve.f.williams(ame.com E -MAIL: . ihstras(o)comcast.net Note: The Tournament Director(s) or designee shall be on site at all times during the duration of the tournament. Check here if organization is located in Andover X DATES OF TOURNAMENT: 8/21, 9/11, 9/17, 9/18, 9/24, 9/25 PARK FEES AND USAGE Fees are as follows: (Check A or B) X A. No Field Maintenance 0 Adult - $275.00 Field reservation fee is for the use of up to 2 fields ( ") 0 Youth - $275.00 Field reservation fee is for the use of up to 2 fields () for all youth organizations not affiliated with Andover youth (to be considered an organization from Andover, a minimum of 51 % participation of Andover residents shall be required based on the previous year participation of the organization or association). Note: ( ") This field reservation fee is used to secure the use of the field(s). If your organization schedules more than 2 fields an additional $100 per field will be charged. If your organization uses more than the approved number of field(s), the organization will be charged double per field plus a 15% administration fee. 4 Number of fields to be used Note: 1 day tournaments will be charged 75% of the field reservation fee. The field reservation fee includes the use of the chalker, chalk and batter's box during the duration of the tournament by the Tournament Director, The Tournament Directors is responsible for maintenance of the field(s), upkeep of trash bins, restrooms and building. 0 B. With Field Maintenance 0 Adult - $275.00 Field reservation fee is for the use of up to 2 fields (*) plus a $1000 escrow for maintenance. Note: Any remaining escrow will be returned to the applicant once the final City maintenance personnel costs have been determined. If it has been determined that the fees collected are not enough to cover the City maintenance personnel costs of the tournament, the applicant will be responsible to pay for these costs prior to the release of any damage deposit fee that has been collected for the tournament. 0 Youth - $275.00 Field reservation fee is for the use of up to 2 fields for all youth organizations not affiliated with Andover youth (') (to be considered an organization from Andover, a minimum of 51 % participation of Andover residents shall be required based on the previous year participation of the organization or association). A $800 escrow shall be required for maintenance for all organizations and /or associations. Note: Any remaining escrow will be returned to the applicant once the final City maintenance personnel costs have been determined. If it has been determined that the fees collected are not enough to cover the City maintenance personnel costs of the tournament, the applicant will be responsible to pay for these costs prior to the release of any damage deposit fee that has been collected for the tournament. For organizations affiliated with Andover Youth, the field reservation fee will be waived but the escrow is required. Note: (') This Field reservation fee is used to secure the use of the field(s) and to pay for a City employee to maintain the facilities throughout the tournament (upkeep of trash bins, restrooms and building) including the maintenance of fields. If your organization schedules more than 2 fields, an additional $100 per field will be charged. If your organization uses more than the approved number of field(s), the organization will be charged double per field plus a 15% administration fee. Number of fields to be used Note: 1 day tournaments will be charged 75% of the field reservation fee. The field reservation fee includes the use of the chalker, chalk and batter's box during the duration of the tournament by the Tournament Director. Damage Deposit Fees (Check A or B) 0 A. $500 Profit Organizations X B. $250 Non - Profit Organizations Park usage as follows: (Check fields requested to be used) Softball Fields 0 Eveland Fields -North Field 0 Eveland Fields - Middle Field 0 Eveland Fields -South Field X Sunshine Park - Diamond No. 1 X Sunshine Park - Diamond No. 2 X Sunshine Park - Diamond No. 3 X Sunshine Park - Diamond No. 4 0 Sunshine Park - Diamond No. 5 0 Sunshine Park - Diamond No. 6 0 City Hall Park Complex #1- Diamond No. 7 Baseball Fields 0 Andover Station N. Ball Field Facility-West Field 0 Andover Station N. Ball Field Facility- Middle Field 0 Andover Station N. Ball Field Facility -East Field I Hidden Creek North Park 0 Pine Hills South Park 0 Shadowbrook East Park -South Field 0 Shadowbrook East Park -North Field SPECIAL REQUEST SECTION Check the following boxes if applicable. 0 If you need to use the Cushman, there will be a fee of $50.00 per day and $350 refundable damage deposit. It will be necessary to pay the necessary fees 1 week prior to the tournament. Training for the Cushman by the Public Works Department will be necessary prior to any use. 0 List any special instructions necessary for the Public Works Department so arrangements can be made prior to the tournament. (Example: Include the location /distance of pitching rubbers and/or base locations.) All requests for tournaments must be submitted by the 4th Friday of December. The application will be considered by the Park & Recreation Commission at the third Thursday meeting in January. Any tournament application after that will be on a space available basis and must be submitted at least eight weeks prior to the tournament date. A penalty of 50 percent of the field reservation fee will be assessed for applications made less than eight weeks prior to the tournament date. All fees (including escrows if maintenance is being requested) must be submitted with the application no later than eight weeks prior to the tournament date. For any late application, the late fees (including escrows if maintenance is being requested) must also be submitted with the application, including the penalty fee. Late applications must be approved by the Park and Recreation Commission at least two weeks prior to the date of the tournament. The sequencing of scheduling will be considered with City Youth Associations having first priority. A $500.00 damage deposit fee (or $250.00 deposit fee for non - profit organizations) is due eight weeks before the tournament date. Any equipment damaged or lost or any damage to City property by renter will be deducted from deposit fee. The $500.00 (or the $250.00), less any money for damages, will be returned after inspection and final City maintenance personnel costs of the tournament have been determined by the Public Works Department. If the tournament organization is requesting a Non - Intoxicating Liquor License, it will be necessary to request Attachment A. The City Council has adopted the following policy: "Field reservation fees and the required escrow for tournaments shall be paid no later than eight weeks prior to the tournament date. If the tournament is cancelled, the field reservation fee nor the Non - Intoxicating Liquor License Fee will be returned. In the event that another sponsor requests the use of the facilities after a tournament has been cancelled, the new sponsor must pay the full amount and the original sponsor will be refunded the total minus any administrative costs incurred by the City. Where tournament reservation fees are not required and a tournament is cancelled, the association or group is to notify the City in writing at least 14 days prior to the date of the tournament ". If further information is needed, please contact the Parks Coordinator at (763) 755 -5100. Application forms may be obtained from and returned to the City of Andover, Parks Coordinator, 1685 Crosstown Boulevard NW, Andover, MN 55304. • The City reserves the right to cancel or delay usage of the fields due to weather, field conditions, etc. • During the months of May & June, no more than three consecutive weekend tournaments in a row will be allowed. • Regulations, Violations and Penalties Regarding (City Code Title 8 Chapter 4) use and occupancy of city parks are available on the City of Andover's webpage at www.andovermn.gov NO METAL SPIKES (UNLESS APPROVED BY THE CITY) NO ALCOHOL 8/3/16 DATE 8/3/16 DATE Approved by City Council: 213/15 H /engineering /parks / application /softballtournamentapp I. doc TOURNAMENT DIRECTOR #1 (signature) TOURNAMENT DIRECTOR #2 (signature) 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 Park Dedication Requirements/Preserve at Oak View DATE: August 18, 2016 INTRODUCTION This item is in regard to reviewing and determining the park dedication requirements for the proposed preliminary plat of Preserve at Oak View. DISCUSSION A copy of the preliminary plat is attached for review. The Developer is proposing new rural single family homes as part of a Planned Unit Development (PUD). As part of the sketch plan review the Park and Recreation Commission suggested to the developer that the park dedication will be cash in lieu of land. There is a couple existing parks in the general area (Oak Hollow Park and Country Oaks Park). A map of the area is also included in the packet. Staff is recommending the park dedication be cash in lieu of land. The developer and/or a representative have been invited to attend the meeting to answer any questions the Commission may have. ACTION REQUIRED The Park and Recreation Commission is requested to review the proposed preliminary plat and provide direction on the park dedication requirements for the proposed Preserve at Oak View. Respectfully submitted, Todd J. Haas Cc: Jason Osberg, Creative Communities of MN (copy sent by e -mail) Attachments: Preliminary plat; Map of the area; Meeting minutes of May 5, 2016 _ \ • -_ cur � ` 1 I I v V �I I •ulEiLa . . 7 kkI i . • ... • • r����� \I 1 ,11 1 „ ...-.n ✓ lkiROWEEOEVEIOPMEMUF PRESERVE --J�O i i i 1 1 1 d � 1 I I , QN�`p f�N VpN NStNN� IM I- NMw '.— ��e9arAYa.. - ANDOVER MINNESOTA I I 1 PRESERVE 1 I Fyn. 1 1 I I q E a 1 1 I I l; I I I _J QQ'�tf���pN GONgtN Regular Andover Park & Recreation Commission Meeting Minutes — May S, 2016 Page 2 and registration can be done with the City. The cost is $30 with scholarships available. There are seven sponsors for this year's camp. Commissioner Lindahl asked what the age group is and Ms. Landes stated 4t' and 5t' graders. Motion by Butler, seconded by Lindahl, to approve the 2016 Application for Scheduled Use of Recreational facilities as requested by Andover Fire Department for use of City Hall Complex — Purple Park on Friday, June 14, 2016. Motion carried on a 5 -ayes, 0 -nays, and 2- absent (Elstrom and Lewnau) vote. CONSIDER EGGEN PROPER TIES SKETCH PLAN 0 64 73 CROSSTOWN BL VD NW) PARK DEDICATION REQUIREMENTS Mr. Haas reviewed the item and requested the Park and Recreation Commission to review and determine the park dedication requirements for the proposed sketch plan of the Eggen Property. A copy of the sketch plan was provided in the packet for Commission to review. The Developer is proposing new single family homes as a Planned Unit Development (PUD). A sketch plan narrative dated March 22, 2016 was provided for review so the Commission has an idea of what is being proposed. There is a couple existing parks in the general area (Oak Hollow Park and Country Oaks Park). Since this is a rural area of the City, staff is recommending the park dedication be cash in lieu of land. The developer and/or representative have been invited to attend the meeting to provide an introduction to the proposed development and answer any questions the Commission may have. The Park and Recreation Commission is requested to review the proposed sketch plan and provide direction on the park dedication requirements for the proposed Eggen Properties. Mr. Darren Lazan, representing the developer, reviewed the project briefly for the Commission. Commissioner Lindahl asked if there would be a bike route through the area and Mr. Haas stated there is a potential trail along a section of Crosstown Boulevard NW. Mr. Haas stated the area is quite rural and the current roadway width would probably not meet the design criteria for a bike route within the shoulder area. Mr. Berkowitz stated the traffic count on this road would be very low. Mr. Haas provided a map indicating the closest park to the proposed development. The consensus of the Commission was to accept cash in lieu of land for park dedication. CONSIDER REQUEST FROMNEIGHBORHOOD/HICKORYMEADOWS PARK Mr. Haas reviewed the Park and Recreation Commission is requested to consider a request from Hickory Meadows Park neighborhood to make some improvements for the youth to have an open area to play various activities. Ms. Sheila Tollefson and Ms. Rachelle Fitzbenry, who are representing the neighborhood and are in attendance to make a presentation and answer any questions the Commission may have. ,...aa, 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. Update on the 2017 -2021 Park Playground Equipment Replacement Plan DATE: August 18, 2016 INTRODUCTION This item is in regard to an update on the 2017 -2021 CIP Park Playground Equipment Replacement Plan. DISCUSSION Attached is a copy of the proposed 2017 -2021 CIP Park Playground Equipment Replacement Plan that has been submitted to the Finance Department. The Parks Maintenance Department has evaluated the older playground structures around the City and has determined the following structures be rebuilt in the next 5 years. • 2017 - Chesterton Commons • 2018 — Shadowbrook East • 2019 — Pine Hills South • 2020 —Terrace • 2021 — Strootman As a reminder, the Parks Maintenance Department will continue to review the playground structures from year to year so the list may be modified as the condition of the structures change. ACTION REQUIRED No action is necessary as this item is for information only. Respectfully submitted, ' /�� Todd J. Haas Attachments: 2017 -2021 CIP Park Playground Equipment Replacement Plan V/ Capital Plan 2017 thru 2021 Department Park & Rec -Operations City of Andover, T/IN Contact DPW / City Engineer Project# 17- 45000 -01 Project Name Replace/Repair Play Structures - Various Parks Type Improvement Useful Life 10 Years Category Park Improvements Priority I -High Description 2epair to fall zones and achieve ADA accessibility. Replacement of playground equipment and other major replacements, such as short fences on )all fields, soccer goals, and any area of play that does not meet safety specifications. The proposed rebuilds are as follows: 2017 - gesterton Commons 2018 - Shadowbrook East 2019 - Pine Hills South 2020 - Terrace Park 2021 - Strootman Park Justification old equipment no longer meets ADA requirements, such as entrapments, fall zones and handicap accessibility. Working to bring the parks up to neet all safety requirements. Expenditures 2017 2018 2019 2020 2021 Total Equipment 50,000 50,000 50,000 50,000 50,000 250,000 50,000 Total 50,000 50,000 50,000 50,000 50,000 250,000 Funding Sources 2017 2018 2019 2020 2021 Total General Fund 50,000 50,000 50,000 50,000 50,000 250,000 Total 50,000 50,000 50,000 50,000 50,000 250,000 maintenance and will meet all safety requirements. y ' 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 SUBJECT: $. Review Outstanding Items/Maintenance Update DATE: August 18, 2016 Issues list as of 8/15/16 COMPLETED PROJECTS — ON -GOING PROJECTS - • Update of Park Dedication Improvement Fund Ouarterly Report — Next quarterly report will be in October. • Update of Ouarterly Sheriffs Department Report on Park Patrol & Vandalism — Next quarterly report will be in October. • Andover Lions Park — Staff has been in touch with the neighborhood representative. City staff is currently evaluating how much will be available for the playground equipment. The equipment the neighborhood would like to purchase may be on the high side and larger donation from the neighborhood may be necessary. Staff is currently working on receiving fencing quotes for the ball field and depending on the quote will determine how much funding will be available for the playground equipment. Along with new playground equipment a new irrigation system for the existing ball field is planned along with new backstop and sideline fencing. The existing monument sign will be relocated further back outside the right of way so a sidewalk can be constructed with the Bunker Lake Boulevard NW road project. • 2017 -2021 Park Playground Equipment Plan Update — Item is on the agenda. • Timber Trails Park — The grading of the soccer and ball field is complete. The irrigation system for the soccer field and baseball field are currently being worked on. The irrigation well is also very close to being done and ball field fencing has been completed. The grading of the parking lot will begin soon. Note: The Commission is scheduled to meet at the park before the regular meeting at 6:15 pm. • Maple View Park — The playground equipment has already been delivered to the City and the shelter has been ordered. City staff is working with MN -WS Playground staff on the final layout that includes the playground equipment and shelter. The grading is anticipated to start soon by the developer. • City Campus Expansion Master Plan — Nothing new to report. Now that the Master Plan has been approved by the City Council, the City Administrator and the various departments will continue looking at improvements that are a priority and identify them in the 5 year Capital Improvement Plan. ON -HOLD PROJECTS - None at the time. UPDATE OFANDOVER COMMUNITYCENTER ADVISORYBOARD — Commissioner Butler OTHER ITEMS OF INTEREST — • Update of Park Signaee Alone County Roads /City Streets — Nothing new to report. The County has indicated that it is possible on larger sized parks (for example Kelsey Round Lake Park or Pine Hills North) but not for neighberhood or smaller type of parks. Staff will prepare a plan over the winter months. Once a plan has been drafted, staff will meet the Anoka County Highway Department for their review and approval. If the sign locations are approved they would be installed sometime in the spring or summer of 2016. • Update of Pedestrian Trails — The trails that are planned for 2016 are as follows: ➢ The 8 foot Bituminous trail along Crosstown Blvd (west side) from Coon Creek Bridge to South Coon Creek Drive has been paved. The trail is is anticipated to be completed by September 2nd. This project will be paid for from the trail fund. ➢ 5 foot Concrete sidewalk along Bunker Lake Blvd (south side) from Yukon Street NW to Hidden Creek North Park. This section of sidewalk will be under construction soon and is anticipated to be completed by September 2nd. This project will be paid for from the trail fund. Note: As of right now the City Council is looking at the trails sections for the following years: ❖ 2017- Crosstown Blvd NW between Bunker Lake Blvd NW and 140`h Avenue NW. ❖ 2018- Andover Blvd NW between Bluebird Street NW and Vale Street NW. ❖ 2019- ASN Trail from Kensington Estates to ASN Ball Field Facility. Update of the Reconstruction of Bunker Lake Boulevard from Crane Street NW to Jefferson Street NE in Ham Lake — There has been a delay in awarding the contract. Time frame for the construction is unknown at this point. The tree removal has been completed. 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 on the north side of Bunker Lake Blvd NW 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. Update of Scheduling Park and Recreation Commission meeting at a City Park or Facility — The Commission has indicated that they would like to meet at Rose Park in September. The tentative date is September 15`h to discuss the shelter with the neighborhood and the Andover Baseball Association. 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. Weekly Parks Maintenance Update 7/15/16 • Completed full mow cycle of all parks • Completed full trash cycle • Ballfield grooming on all City fields • Continued grading fields & started irrigation installation at Timber Trails Park • Staff worked on post - Family Fun Fest cleanup • Cleanup after ABA Tournament at Sunshine Park and re -set fields • Setup of Andover Station North prior to ABA tournament on 7/15 through 7/17 • Continued weeding & mulching landscape beds (park monument signs) 7/22/16 • Supervisor attended the July 21St Parks & Recreation Commission meeting. • Completed a full mow cycle of all parks and full trash cycle. • Groomed all City ball fields, mowed trails and landscaped/mulched park monument signs. • Ag lime was delivered and spread on new ball field at Timber Trails Park. • Continue grading fields and irrigation installs at Timber Trails Park. • Cleanup after ABA Tournament at Andover Station North (July 15 -17). • Replenished playground woodchips at Wild Iris and Green Acres Parks. • Cleaned up debris and tree limbs after Thursday (7/21) early a.m. storm. • Removed furniture and litter at Sunshine Park, behind Well #6 building. • Completed July Safety Toolbox: discussion on "biting and stinging insects." 7/30/16 • Attended All Staff meeting at City Hall. • Completed full mow cycle of all parks and trails, full trash cycle and ball field grooming on all City fields. • Continue irrigation installation at Terrace & Timber Trails Parks. • Started 2 "d round of turf fertilizer applications. • Installed birdhouse posts at Kelsey Round Lake Park for Eagle Scout project. • Cleared dead and low lying brush between YMCA/Community Center and Purple Park in effort to open up park for monitoring and security purposes. • Removed trees from Prairie Rd/ 142 ❑d trail and trail through Red Oak West Park. I T Y © F DOVE 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 SUBJECT: Add -on. Consider Application for Scheduled Use of Recreational Facilities/Friday Night Family Flag Football DATE: August 18, 2016 INTRODUCTION This item is in regard to considering approving the attached Application for Scheduled Use of Recreational Facilities for use of Sunshine Park softball fields as requested by Robb Wetenkamp. DISCUSSION The group has been using Prairie Knoll Park or Sunshine Park soccer /football fields for the past few years on Friday nights. The first scheduled use of the fields is September 9, 2016 and would end on November 11, 2016 (subject to the weather). Staff recommends the applicant use Sunshine Park softball fields 2 -4 for the fall season (Andover Football Association has Field 1 already approved for their use). Two fields would be used every Friday night and they will need to rotate the fields every week. The group is not associated with an organized athletic association. They will be using the field lights so there is a fee associated with the use of the field since both adults and youth will be using the field. The fee required for the use of 2 field lights is $800 for 10 weeks. A minimum charge of 2 hours per field per night was used to calculate the fee. In addition the applicant will need to check out a light key and submit the required deposit. ACTION REQUIRED The Park and Recreation Commission is requested to consider approving the attached Application for Scheduled Use of Recreational Facilities for use of Sunshine Park softball fields 2 -4 as requested by Robb Wetenkamp subject to paying the required fee of $800 for use of the two fields. Respectfully submitted, Todd J. Haas Cc: Robb Wetenkamp, Friday Night Family Flag Football (copy sent by e -mail) Mike Johnson, Andover Football Association (copy sent by e -mail) Attachment: Application for Scheduled Use of Recreational Facilities and e -mail from Robb Wetenkamp ANDOVER PARK AND RECREATION COMMISSION APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES Group requesting use of facilities Friday Night Family Flaq Football Association President Robb Wetenkam Phone (Home) 763.434.5802 Print Name Phone (Work) 763.595.3185 Phone (Mobile) 763.434.58025 Association President (E -mail) rawetenkamp(d-gmail.com Signature (required) Date Address 2876 185th Lane NE City East Bethel State MN Zip 55092 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 30 Number of participants expected from Andover this year 6 Number of participants in program last year 40 Number of participants from Andover last year 6 Age brackets for participation 12 -60 1 Number of game fields /rinks needed per week this year 2 Indicate season start and end dates 9/9/2016 — 11/4/2016 Time slot desired (list 2 choices) 1. Friday 7:30 - 9:30 2. Friday 8:00 — 10:00 List specific fields /rinks being requested (refer to attached listing) 1. Sunshine Park 2. Prairie Knoll Park Number of practice fields /rinks needed per week this year 0 Time slot desired (list 2 choices) 1. 2. List specific fields /rinks being requested (refer to attached listing) 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 andlor 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 Todd Haas From: Robb Wetenkamp <rawetenkamp @gmail.com> Sent: Tuesday, August 16, 2016 11:10 AM To: Todd Haas Subject: Re: application Attachments: Field Use App.pdf I attached the form, filled out and signed Thank you so much for working with us. We really appreciate the use of the fields and will do our best to care for them. This isn't really a well organized league or anything like that as you know, so though I believe I entered 30 participants, they don't all show up each week. However last year there were times when 40 would show up. Originally we weren't having enough people show up so we allowed people to invite friends and then friends invited friends and it started getting huge, It is my intent to have strcter limits this year and going to a different field will help with that. I also plan to make sure people who come know that it is by direct invitation only that they can come to play. Because it isn't an organized league, I do like to have more people invited than needed for a given week though, because people aren't able to show up each week. So I did put two fields on the request as I would prefer to pay for two fields so we don't end up with 20 people on a single field. I hope this will work, we have no problem rotating to whatever fields you think will be best for your purposes. Thanks again, Robb Wetenkamp On Tue, Aug 16, 2016 at 8:46 AM, Todd Haas <I'.HaasQandovermn.gov> wrote: See attachment. Todd