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HomeMy WebLinkAboutMay 4, 2017C] H n LJ 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting May 4, 2017 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (4/6/17) 4. Agenda Approval 5. Discuss Park Advertisement Policy and Agreement, Cont. 6. Update on Outdoor Pickle Ball Courts, Cont. 7. Anoka County Sheriff's Department 1St Quarterly Report 8. Park Dedication Improvement Fund 1St Quarterly Report/Finance Department 9. Outstanding Items 10. 11. Chair's Report 12. Adjournment 7:15 P.M. Or Shortly Thereafter Workshop Session A. Review Updated 2016 Existing and Future Park Facilities Chart/Zone C B. Discuss 2018-2022 Park Capital Improvement Plan, Cont. C. Discuss New Shelter/Fox Meadows Park/14-15 D. Adjournment u �#1 E0 PARKAND RECREATION COMMISSION MEETING — MAY 4, 2017 MINUTES The Regular Bi -Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on May 4, 2017, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Shane Stenzel, Vice Chair ,Jim Lindahl Commissioners John Angell (arrived at 7:12 p.m.), Ted Butler, Angela Marinello, and Dawn Perra. Commissioners Absent: Also Present: rawaisaamintan Commissioner Mark Miskowiec Assistant Public Works Director, Todd Haas Parks Maintenance Supervisor Jason Grode Ms. Patty Mumane, Andover Baseball Association (ABA), stated all the mounds have been redone at ASN as well as some of the netting around the fields. ABA has purchased the netting and will be paying the city to put the rest of them up. She stated they are concerned about traffic ruining the mounds. She would like clarification as to whether the fields can be locked when no games are taking place. The dugouts will start construction next week. Chair Stenzel stated the City Council decided the fields would not be locked. Ms. Mumane stated she will go back to the Council with her concerns. Ms. Mumane asked if the fields can be locked during the construction and Chair Stenzel stated the field that is having construction can be locked. Ms. Mumane asked if there would be signage pertaining to the mound covers and Mr. Haas stated he has had dog signs made but no sign regarding the mound covers. Chair Stenzel suggested vinyl letters be put on the covers. ABA spent $12,000 on rebuilding the mounds and they should last quite a while. Commissioner Lindahl mentioned the discussion about a sign directing people to other fields for pick-up games. Mr. Haas stated since the fields would not be locked the sign would not be needed. Ms. Mumane stated batting cages were donated to the City by ABA. In the past, the batting cages were kept locked but other associations within the City could use them and Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 2 © sign up as the other groups do. She is concerned with keeping the batting cages unlocked in the evening. Commissioner Angell arrived at 7:12 p.m. Chair Stenzel stated other communities have batting cages and he is not aware of any that are ever locked. ABA should have priority for using the batting cages. She asked if the City would be taking down and storing the netting for the batting cages or should ABA do this. Mr. Haas stated the City will take the netting down but if there are volunteers willing to help that would be appreciated. Chair Stenzel stated if residents that live nearby want to go and use the batting cage it should not be locked. Ms. Murnane asked for something written from the City as far as the policies relating to the batting cages so she can bring it back to the ABA Board. Mr. Haas stated any damage would need to be replaced by the City just as the City does on other park that has been vandalized. Mr. Haas stated he prepared a draft of some signage relating to the batting cages. Andover Baseball Association has the fields and batting cages scheduled Monday through Friday 5pm until dusk and during tournaments, games and practices scheduled during the weekends. Commissioner Marinello suggested the sign include the location of the other batting cages available in other parks. Commissioner Butler noted the batting cages at Eveland Fields are unlocked at all times. He would be concerned if there were more than two kids in a batting cage it may be a safety issue. He suggested rules be posted for the batting cages. APPROVAL OFMINUTES Motion by Butler, seconded by Marinello, to approve the May 4, 2017 Park Commission minutes as presented. Motion carried on a 6 -ayes, 0 -nays, 1 -absent (Miskowiec), 0 - present vote. AGENDA APPROVAL The agenda was approved as presented. DISCUSS PARKADVERTISEMENT POLICYAND AGREEMENT Mr. Haas reviewed the Park and Recreation Commission is requested to continue discussing the Park Advertisement Policy and Agreement. A copy of the most recent version was provided for Commission review. This agreement was recently approved by the City Council on April 18, 2017 regarding advertisement at Eveland Fields. The Commission had requested to evaluate the fee structure. The breakdown of how the approved $240 (for 2 years) was determined is as follows: $40 is for administration of each of the advertisement signs and $100 is for 2 people for installing each of the signs Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 3 © for 2 years and $100 for taking the signs down in the fall for 2 years. Mr. Haas requested the Commission review the $240 fee to determine if it needs to be adjusted. Commissioner Perra questioned #12 in the policy due to the fact there are no proceeds from the program. Mr. Haas will research how many hours would be budgeted for this task. Commissioner Butler asked Mr. Haas to research the fee to see if it can be reduced. Commissioner Angell stated there may be other ways to utilize sponsors logos in other ways. He questioned whether signage should be part of the City park system. Commissioner Perra agrees as she has heard pros and cons regarding the signs. Chair Stenzel stated he is concerned with fence damage due to the signs. He understands they are a fundraising method for the groups. He noted some signs are facing toward the field while others are facing the street where traffic passes. Chair Butler suggested there be a limit on the number of signs posted along the fence per field. Motion by Lindahl, seconded by Marinello, to table consideration of the $240 fee and the © overall written policy. Motion carried on a 6 -ayes, 0 -nays, 1 -absent (Miskowiec). UPDATE ON OUTDOOR PICKLE BALL COURTS Mr. Tim Peterman, 1234-153`d Avenue, appeared before the Commission to find out the status of his request for outdoor pickle ball courts. Mr. Haas reviewed the Commission is requested to continue discussing the options of where pickle ball could be played outdoors and determine the cost of purchasing portable nets for the public to checkout. Staff has received a cost estimate from the Andover Community Center staff for purchasing portable pickle ball nets. The cost to purchase one portable net is about $180. In addition, a bag to put the away the nets would need to be purchased since the bags that come with nets are not very durable. The type of bag that would be purchased would be similar to hockey bags which would cost anywhere from $40-$80. Andover Community Center staff has suggested that City Hall front desk be responsible for checking out the nets since a damage deposit fee would need to be collected. He suggested a key be checked out from City Hall. The damage deposit fee would need to be decided. Mr. Haas posed two questions to the Commission. Question #1 — Does the Commission wish to purchase nets and if so how many? Question #2 — Does the Commission wish to © recommend a rate to rent the nets and/or should there be a damage deposit fee? Mr. Haas noted the nets are rather cumbersome and to pull the nets out of the bag and to set them Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 4 up each time after they are returned will be a challenge for the front desk personnel to verify the nets have not been damaged. Mr. Haas summarized basketball court locations around the City where pickle ball could be played are as follows: Fox Meadows, Country Oaks, Green Acres, Hidden Creek North, Terrace, Wild Iris, Creek View Crossing, Prairie Knoll, Red Oaks West, Shadowbrook East, Shady Knoll, Sophies, and Sunshine Park. A suggestion would be to locate a pickle ball court in each of the Park Zones A -D. Staff recommends the following: Zone A — Fox Meadows Park Zone B — Country Oaks Park Zone C — Terrace Park Zone D — Sophie's Park Mr. Haas reminded the Commission that lines have been painted on the courts at Fox Meadows Park and Sophie's Park by other individuals. Staff is aware that pickle ball players are using some of the basketball courts around the City to play pickle ball using their own portable nets. Chair Stenzel asked how much key storage boxes would be and Mr. Haas stated he has ® not researched the price. Commissioner Butler stated it was in the plan to pave a hockey rink and make a pickle ball court. Commissioner Butler thinks this plan is a good one. The Community Center may be a better place to check out the key since they are open longer hours. Chair Stenzel stated this would be a good way to pilot the program to see what the demand is within the City for pickleball. Commissioner Angell suggested the indoor pickle ball players do some advertising for the outdoor courts. Mr. Haas noted Prairie Knoll would have been a good place but the bituminous is not in good shape. City Staff or the pickle ball group could paint the lines. Chair Stenzel suggested a $100 damage deposit. It was noted that Fox Meadows will be under construction for two years and that may not be a good recommended spot. Chair Stenzel suggested not doing Fox Meadows at this time. Chair Stenzel suggested Sunshine Park which would be good exposure. Motion by Butler, seconded by Marinello, to recommend to purchase 4 nets/bags/security © boxes with key checkout being done at the Community Center for a fee of $100 for Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 5 © Sunshine Park, Country Oaks Park, Terrace Park and Sophie's Park. Motion carried on a 6 -ayes, 0 -nays, 1 -absent (Miskowiec). ANOKA COUNTY SHERIFF'S DEPARTMENT 11T QUARTERLYREPORT Mr. Haas reviewed the I" Quarter Andover Parks Activity Report from Laura Landes — Anoka County Sheriff's Office. PARKDEDICATION IMPROVEMENT FUND IST QUARTERLYREPORTI FINANCE DEPARTMENT Mr. Haas provided the 2017 First Quarter Financial Report including the Project Commitment Listing Report, Balance Sheet, and Revenue and Expenditure Reports for the Park Improvement fund as of March 31, 2017. Commissioner Butler had question about the interest that shows a negative in the report. Staff would check into this with the Finance Department. REVIEW OUTSTANDING ITEMS Mr. Haas reviewed outstanding items including Completed Projects, On -Going Projects, © On -Hold Projects, and Other Items of Interest. Commissioner Angell noted there was a volunteer build at Chesterton Commons Park. He thanked Bruce and Tanya Eastman -Clark for pulling together the volunteers. CenturyLink brought 20 CenturyLink employees to assist in the build. He thanked Jason Grode, Parks Maintenance Supervisor, and the Parks Department Crew for their site preparation prior to the build and work after the build was completed. A grand opening is in the process of being planned. Mr. Grode reviewed the Weekly Parks Maintenance Update. Commissioner Butler stated a Community Center Meeting was held in April and the budget was prepared. He reviewed some of the capital expenditures that were needed. The next meeting is Monday, May 8th but he will not be able to attend. CHAIR'S REPORT There were no reports. The next meeting is at May 18, 2017 with the Workshop beginning at 6:00 p.m. and Regular Meeting at 7:00 p.m. H S Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 6 r��rnzir����►�rti�r���re�i»r�z�i�r�rrrre� Motion by Commissioner Butler, seconded by Commissioner Lindahl to adjourn the regular meeting at 8:06 p.m. Motion carried on a 6 -ayes, 0 -nays, 1 -absent (Miskowiec) vote. The Workshop Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on May 4, 2017, at 8:07 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Shane Stenzel, Vice Chair Jim Lindahl Commissioners John Angell, Ted Butler, Angela Marinello, and Dawn Perra. Commissioners Absent: Commissioner Mark Miskowiec Others Present: Todd Haas, Assistant Public Works Director Jason Grode, Parks Maintenance Supervisor REVIEW UPDATED 2017 EXISTING AND FUTURE PARK FACILITIES © CHART/ZONE C Mr. Grode provided a copy of the most updated version of the 2017 Existing and Future Park Facilities Chart/Park Zone C. The Parks Maintenance Department updated the left column of the spreadsheet (Existing) so the Commission has an idea of what currently exists in each park. The updated middle column of the spreadsheet (Future Facilities) are items that will be used to determine Park Dedication Fee. The updated right column of the spreadsheet is replacement items that are being recommended to be replaced over the next 20 years by the Parks Maintenance Department which are items that would need to be funded from another source. Staff will be working on updating Zone D over the next couple of weeks and will bring that Zone back to the Commission for review. Once all the Zones are completed, the Commission will get one more opportunity to review Zones A -D before they are forwarded to the City Council for review. Commissioner Butler questioned the irrigation system at Hidden Creek North Park and it seems like a very high number. Mr. Grode stated this is proposed for 2031. Commissioner Lindahl suggested asphalt be extended on future basketball courts that are constructed with the thought of possible pickle ball courts being added in the more dense inner-city area parks. Hi Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 7 © Mr. Haas noted Zone D will be reviewed in June. DISCUSS 2018 — 2022 PARK CAPITAL IMPROVEMENT PLAN Mr. Haas stated the Park and Recreation Commission is requested to continue discussing the 2018 — 2022 Park Capital Improvement Plan (CIP). The target date for the draft CIP is June 2, 2017. A copy of the projected fund balance sheet that was prepared by the Finance Department was provided for commission review. The Commission should pay attention to the status of 2017 end of the year balance. The Commission will need to make sure that the ending balance for each year has a positive balance of $50,000 or more. 2018 Small irrigation project - $20,000 - $25,000 (it is recommended to use these funds to install the irrigation systems for Wild Iris Park and Hills of Bunker Lake West Park). Annual Misc. Projects - $15,000 (no recommended changes from staff). 2019 Small irrigation project - $20,000 (no recommended changes from staff). © Annual Misc. Projects - $15,000 (no recommended changes from staff). 2020 Pine Hills North/Parking lot with curb - $120,000 (The Commission will need to determine if this project will be done in 2020 or beyond or if the project should be removed from 5 -year plan). May want to increase the estimate for this parking lot improvement due to possible material price increases. Wild Iris Park — Small irrigation project - $42,500 has been identified for this improvement (it is recommended to remove this park for 2020 since the service and irrigation system will be done in 2017 and 2018). Annual Misc. Projects - $15,000 (no recommended changes from staff). 2021 No projects identified as of yet. Annual Misc. Projects - $15,000 (no recommended changes from staff). 2022 No projects identified as of yet. Annual Misc. Projects - $15,000 (no recommended changes from staff). Regular Andover Park & Recreation Commission Meeting Minutes — May 4, 2017 Page 8 © Mr. Haas noted there are a number of parks that do not have security lights. The Public Works Parks Department has expressed concern in the past that some of the parks need to be updated with a paved surface parking lot throughout the parks system. A list of park replacement improvements recommended by the Public Works Parks Department for the Commission to consider. A listing of ball fields where fencing could be installed to keep vehicles from driving on the fields was also provided. Mr. Haas estimated the cost to do all would be about $25,000. Mr. Grode mentioned some parks that are in bad shape due to the lack of fencing. He said much work has been done in repairing the fields over the past year. Chair Stenzel suggested if $25,000 would solve the problems going forward it should be done sooner rather than later. Chair Stenzel asked Mr. Grode to research how much has been spent during the last three years on field repairs where there was no fencing. DISCUSS NEW SHELTER/FOX MEADOWS PARK Mr. Haas requested the Commission to review options for the construction of a new shelter at Fox Meadows Park. The size of the existing shelter at the park is 23 ft. x 23 ft. The plan is to consider removing the existing shelter and construct a new shelter that would be built between the playground area and the basketball court. Due to limited space and to make the drainage works properly the maximum size that staff would © recommend is a 30 x 30 ft. shelter. The revised budget based on bids received is $380,000. The Capital Improvement Plan (CIP) identified $457,300 for improvements to the park. If the recommendation of the Park and Recreation Commission is to move forward with constructing a new shelter, a combination of funds from park dedication and Park Maintenance Funds would be utilized to fund the new shelter. Mr. Haas showed some photographs of possible structures for consideration. Mr. Haas will bring to the next meeting some pricing and designs. The consensus was the shelter at the Crooked Lake Boat Landing was a great shelter. ADJOURNMENT OF WORKSHOP MEETING Motion by Lindahl, seconded by Marinello, to adjourn the workshop meeting at 8:30 p.m. Motion carried on a 6 -ayes, 0 -nays, 1 -absent (Miskowiec) vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc.