HomeMy WebLinkAboutOctober 4, 2018C 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
Regular Park & Recreation Commission Meeting
October 4, 2018
7:00 P.M. Meet at Andover City Hall
1. Call to Order
2. Resident Forum
3. Approval of Minutes (9/6/18)
4. Agenda Approval
5. Presentation by Lyle Bradley (Resident) Regarding Stevens Point
Sculpture Park
6. Consider Request from the Andover High School Girls Fast Pitch Booster
Club/Eveland Fields Regarding Roof Improvements for Dugouts
7. Consider Revisions to Tournament, Multi -day and Jamboree Application
8. Consider Revisions to Application for Scheduled Use of Recreational
Facilities
9. Discuss Timber River Park/Regrading of Field
10. Outstanding Items
11.
12. Chair's Report
13. Adjournment
ADD ON ITEM — Update on Prairie Knoll Park /Parking Lot Improvements
ANLb 6 1 Y
A I
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: 5. Presentation by Lye Bradley (Resident) Regarding Stevens Point Sculpture
Park
DATE: October 4, 2018
INTRODUCTION
Lyle Bradley, longtime resident, educator and outdoor enthusiast, has requested to be on the
agenda to discuss an idea that he would like the Park and Recreation Commission to consider.
DISCUSSION
Mr. Bradley recently visited a park in Wisconsin near the City of Steven's Point called Sculpture
Park and thought that maybe the City of Andover might want to consider something like this in
one of the parks in Andover.
Steven's Point Sculpture Park information can be viewed at the following website:
http://stevenspointsculpturepark.ory
ACTION REQUIRED
The Park and Recreation Commission is requested to hear the presentation by Lyle Bradley.
Respectfully submitted,
Todd J. Haas
Cc: Lyle Bradley, Resident (copy sent by e-mail)
WC IT Y OF
AL 4 LNDOVE^
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 bQ15
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 6. Consider Request from Andover High School Fastpitch Booster
Club/Eveland Fields Regarding Roof Improvements for Dugouts
DATE: June 7, 2018
INTRODUCTION
The Park and Recreation Commission is requested to consider a request from the Andover High
School Booster Club for the installation of a roof on the dugouts for the middle (#2) and north
(#3) fields at Eveland Fields.
DISCUSSION
Attached is the request from the Andover High School Fastpitch Boosters Club and Andover
High School Fastpitch Varsity Head Coach for roof improvements for the dugouts at Eveland
Fields for the middle and north fields. The south (varsity) field already has fully enclosed
dugouts so no improvements are needed at that field.
Eveland Fields are under ownership of the City of Andover. The City has a joint powers
agreement with the Anoka Hennepin School District regarding the use and maintenance of the 3
fields. The City is responsible for scheduling and maintenance of the 3 fields from June through
August of each year and the school district is responsible for scheduling and maintenance from
September through May.
Also attached is an estimate from Freedom Fence for the roofs in the amount of $10,271.00. If
the Park and Recreation Commission is recommending funding the project, staff will need to
obtain an additional quote from another contractor.
As discussed in the past, this proposed request is not a standard improvement that the City has
made on new or existing ball fields. These items are above and beyond our typical improvements
to the fields.
If you have not been to Eveland Fields, it is recommended that you do so before the upcoming
meeting.
BUDGETIMPACT
If the Park and Recreation Commission recommendation is to move forward with proposed roof
improvements, the Commission will need to determine how this will be funded since there will
not be enough funds in either the 2018 or the 2019 park miscellaneous funds to cover the cost of
the roofs. The Park and Recreation Commission has the option of recommending and requesting
the City Council to include this in the 2019-2023 Capital Improvement Fund (CIP) for
construction in 2019.
ACTION REQUIRED
The Park and Recreation Commission is requested to consider the request for roof improvements
to the dugouts at Eveland Fields and recommend the funding source to pay for the such
improvements.
Respectfully submitted,
Todd J. Haas
Attachments: Request from the Andover HS Fastpitch Boosters Club; Estimate from Freedom
Fence
Cc: Tracy Strombeck, President of Andover HS Fastpitch Boosters Club (copy sent by e-mail)
Amy Walsh, Treasure of Andover HS Fastpitch Boosters Club (copy sent by e-mail)
Connie Huberty, Andover HS Fastpitch Varsity Head Coach (copy sent by e-mail)
Todd Haas
From: tstrombeck <tstrombeck@q.com>
Sent: Tuesday, September 25, 2018 4:08 PM
To: Todd Haas
Cc: Amy Walsh; Connie Huberty
Subject: Estimate (No. 13902) from Freedom Fence, Inc..pdf
Hi Todd,
Could you please add me to the Agenda on the Oct. 4, 2018 Park and Rec Commission meeting? I will attend as President
of the Andover Huskies Fastpitch Booster Club along with our Treasurer, Amy Walsh.
Attached you will find the estimate from Freedom Fence for our dugouts at Eveland Fields. We are requesting the full
amount of $10, 271.00.
We have been working on this project alongside Andover Athletic Association (AAA) who has completely funded Phase I
of II. AAA has agreed to fund $17,000 to move the existing outfield fences on fields 1 and 2 in to the correct field
dimensions for fastpitch regulation. This has been approved by the City of Andover and scheduling is currently in the
works for completion this fall.
Phase II of this project is the dugouts for fields 2 and 3 at Eveland Fields. This includes building up the existing dugouts
with extension poles to provide metal roofing for each of the dugouts, which will protect the athletes from the elements
(e.g., rain, sleet, snow, etc.), foul balls, and sun/wind. The current dugouts do not protect from any of these elements, as
there are currently no covers or windscreens for protection.
The City of Andover has previously approved and built similar structures for many baseball/softball fields throughout
Andover. The design and contractor for these improvements are the same as what has been completed at the High
School JV and Freshman Baseball Fields, as well as the Andover Station North (ASN) and Rose Park.
These upgrades will benefit both the High School Program (Grades 7-12) and the AAA Fastpitch Program (Ages 6-18).
The fields are used eight months out of the year by over 400 fastpitch athletes from throughout the state.
Our Booster Club is much smaller than most Booster programs and are not in a position to be able to fund the dugouts.
We could potentially fund one of the four dugouts but would require additional funding from other sources if we do not
get assistance from the City of Andover. Your help would allow us to use our funds for the basic annual cost to run the
Andover High School Fastpitch program.
As always, we greatly appreciate your time and consideration. We look forward to speaking with you on October 4,
2018.
Tracy Strombeck I President, Andover HS Fastpitch Booster Club
Amy Walsh I Treasurer, Andover HS Fastpitch Booster Club
Connie Huberty I Varsity Head Coach, Andover HS Fastpitch
Sent from my Verizon, Samsung Galaxy smartphone
ECEIVE
SEP 2 6 2018
Name/Address
Andover Softball
Andover, MN 55304
Date Estimate No. Project
05/04/18 13902
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Park & Recreation Commission
ve
CC: David D. Berkowitz, Director of Public Works/City Engineer
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 7. Consider Revisions to Tournament, Multi -day and Jamboree Application
DATE: October 4, 2018
INTRODUCTION
The Park and Recreation Commission is requested to consider revisions to the Tournament,
Multi -day and Jamboree Application.
DISCUSSION
Attached is the application for softball/baseball, football/soccer/lacrosse and hockey with the
revisions recommended by staff due to the concerns that the City hashad with parking,
specifically at Prairie Knoll Park and Sunshine Park. The language added to each application is
generally the same but modified to fit based on the type of activity that is being planned. The
recommended general language for each type of application is as follows:
NEW in 2019! The applicant will be required to provide parking attendants during the
duration of the tournament, multi -day, jamboree or event by hiring a company or
providing association member to oversee the parking operations at Prairie Knoll Park and
Sunshine Park to ensure that vehicles are parking in designated parking areas only. All
other parks/facilities may also require the association or applicant to provide parking
attendants where it is anticipated a larger group of spectators are expected. The company
that is hired or the association member that will be working the tournament or event must
always wear the required MNDOT approved reflective vests. Parking attendants will be
responsible to contact the Anoka County Sheriff's Department when there is a
conflict/issue/concern with parking. Note: The association or applicant can provide other
alternatives/options to the City for approval which details how the parking operations for
a particular event will not impact the park/facilities and/or the area residents in which
then the requirements could be waived.
Note: The City has received calls from the neighbors about vehicles parking in the ditch at Prairie
Knoll Park this fall. Additional signs were recently placed in the ditch to stay off the grass by the
football association, but the drivers ignored these signs and the No Parking signs and parked
where is most convenient. As far as Sunshine Park, it was noted by City staff that this past
August, that vehicles were driving on the paved trails and parking in the ditch along the
Crosstown Boulevard. Driving on the trail is a safety issue and parking in grassy areas will cause
damage to irrigation heads and the grass especially if the grass is wet or saturated. If a parking lot
attendant was required to direct traffic, they would have been directed vehicles to park at
Andover Elementary School parking lot and walk back to Sunshine Park.
Staff has discussed the issues with the Anoka County Sheriff's Department and they are in favor
of requiring parking attendants as they have other more important items such as traffic
enforcement and important calls than writing citations for parking violations.
ACTION REQUIRED
The Park and Recreation Commission is requested to discuss and consider recommending
revisions to the City Council that has been presented by staff.
Respectfully submitted,
Todd J. Haas
Attachments: Proposed Applications Forms (3 of them)
(DaAFr)
2019-20 TOURNAMENT, MULTI -DAY AND JAMBOREE APPLICATION FORM
(Hockey and/or Broomball)
(Please print or type all information)
NAME OF TOURNAMENT:
TOURNAMENT ORGANIZATION:
TOURNAMENT SPONSOR:
TWO TOURNAMENT DIRECTORS MUST BE LISTED.
TOURNAMENT DIRECTOR #1
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
PHONE:
(home) (work)
E-MAIL:
TOURNAMENT DIRECTOR #2
(print name):
ADDRESS:
CITY, STATE, ZIP CODE:
PHONE:
(mobile) (home) (work)
E-MAIL:
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 0
DATES OF TOURNAMENT:
HOCKEY RINK FEES AND USAGE
Fees are as follows: (Check A or B)
0 A. No Rink Maintenance
0 Adult - $200.00 rink reservation fee is for the use of up to 2 rinks (*).
0 Youth - $200.00 rink reservation fee is for the use of up to 2 rinks (*) 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 rink reservation fee is used to secure the use of the rink(s). If your
organization schedules more than 2 rinks an additional $100 will be charged per
rink. If your organization uses more than the approved number of rinks, the
organization will be charged double per rink plus a 15% administration fee.
Number of rinks to be used
Note: 1 day tournaments/jamborees will be charged 75% of the rink reservation fee.
The rink reservation fee includes the use of the shovels during the duration of the
tournament.
The Tournament Director is responsible for maintenance upkeep of trash bins, restrooms
and building.
(mooue)
0 B. With Rink Maintenance
0 Adult - $200.00 rink reservation fee is for the use of up to 2 rinks (*), and a $600 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 that has been collected for the tournament.
0 Youth - $200.00 rink reservation fee is for the use of up to 2 rinks 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 $400 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 rink
reservation fee will be waived but the escrow is required.
Note: (*) This rink reservation fee is used to secure the use of the rink(s). If your
organization schedules more than 2 rinks an additional $100 per rink will be
charged. If your organization uses more than the approved number of rinks, the
organization will be charged double per rink plus a 15% administration fee.
Number of rinks to be used
Note: 7 day tournaments will be charged 75% of the rink reservation fee.
The rink reservation fee includes the use of the shovels during the duration of the
tournament.
The Tournament Director is responsible for maintenance upkeep of trash bins, restrooms
and building.
Damage Deposit Fees (Check A or B)
0 A. $500 Profit Organizations
0 B. $250 Non -Profit Organizations
Rink usage as follows: (Check fields requested to be used)
Hockey Rinks
0 City Hall Outdoor Rink Facility -East Rink
0 City Hall Outdoor Rink Facility -West Rink
0 Hawkridge Park Rink
0 Prairie Knoll Park Rink
0 Crooked Lake School Rink
SPECIAL REQUEST SECTION Check the following boxes if applicable.
0 List any special instructions necessary for the Public Works Department so arrangements can be
made prior to the tournament/jamboree. (Example: Additional hockey nets, bleachers, snow
removal)
The application will be considered by the Park & Recreation Commission at the next available meeting.
The Park and Recreation Commission meet on the first and third Thursday of each month.
A $500.00 damage deposit fee (or $250.00 deposit fee for non-profit organizations) is due at the time of
application is made to the City. 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 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:
"Rink reservation fees for tournaments shall be paid at the time application is made to the City. If the
tournament/jamboree is cancelled, the Rink Reservation Fee and/or the Non -Intoxicating Liquor
License Fee will not 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 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 rinks due to weather, rink conditions, etc.
• Regulations, Violations and Penalties (City Code Title 8 Chapter 4) regarding use and occupancy of City
parks are available on the City of Andover's webpage at www.andovermn.gov
* NEW in 2019! The applicant will be required to provide parking attendants during the duration of the
tournament, multi -day, jamboree or event by hiring a company or providing association member to
oversee the parking operations at any of the rinks listed above to ensure that vehicles are parking in
designated parking areas only. The company that is hired or the association member that will be
working the tournament or event must always wear the required MNDOT approved reflective_ vests.
Parking attendants will be responsible to contact the Anoka County Sheriffs Department when there is
a conflict/issue/concern with parking. Note: The association or applicant can provide other
alternatives/options to the City for approval which details how the parking operations for a particular
event will not impact the park/facilities and/or the area residents in which then the requirements could
be waived.
NO ALCOHOL
DATE
DATE
Approved by City Council: 10/16/18
H/engineering/parks/application/hockeytou rnamentappl. doc
TOURNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
(DMFT)
2019 TOURNAMENT, MULTI -DAY EVENTS AND JAMBOREE APPLICATION FORM
(SOCCER, LACROSSE & FOOTBALL)
(Please print or type all information)
NAME OF TOURNAMENT:
TOURNAMENT ORGANIZATION:
TOURNAMENT SPONSOR:
TWO TOURNAMENT DIRECTORS MUST BE LISTED.
TOURNAMENT DIRECTOR #1:
Print Name:
City, Date,
Phone: (Primary)
TOURNAMENT DIRECTOR #2:
Print Name:
Address:
City, Date, Zip:
Phone: (Primary)
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 ❑
Dates of Tournament:
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
building.
Damage Deposit Fees (Check A or B)
❑ A. $500 Profit Organizations
❑ B. $250 Non -Profit Organizations
Park usage as follows: (Check fields requested to be used)
1. City Hall Park Complex #1
2. Prairie Knoll Park
❑ Field No. 1 (south side of water tower)
❑ Southeast Field
❑ Southwest Field
❑ North Field
3. Sunshine Park
4. Hawkridge Park
❑ Field No. 2 (next to 148th Avenue)
❑ West
❑ Field No. 3 (field southeast of ball diamonds)
❑ Middle
❑ Field No. 4 (field directly east of ball diamonds)
❑ East
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 Friday, January 4, 2019. The Park and Recreation Commission will
consider the application 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 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 adopted 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.aov
NEW in 2019! The applicant will be required to provide parking attendants during the duration of the
tournament, multi -day, jamboree or event by hiring a company or providing association member to
oversee the parking operations at Prairie Knoll Park and Sunshine Park to ensure that vehicles are
parking in designated parking areas only. All other parks/facilities may also require the association or
applicant to provide parking attendants where it is anticipated a larger group of spectators/parents are
expected. The company that is hired or the association member that will be working the tournament or
event must always the required MNDOT approved reflective vests. The parking attendants will be
responsible to contact the Anoka County Sheriff's Department when there is a conflict/issue/concern
with parking. Note: The association or applicant can provide other alternatives/options to the City for
approval which details how the parking operations for a particular event will not impact the
park/facilities and/or the area residents in which then the requirements could be waived.
Attached is City Code Title #8 Chapter 4
DATE
DATE
Approved by City Council: 10/16/18
H/engineering/parks/application/soccertou rna mentappl. doc
NO METAL SPIKES
NO ALCOHOL
TOURNAMENT DIRECTOR #1 (signature)
TOURNAMENT DIRECTOR #2 (signature)
�DKAFT)
2019 TOURNAMENT, MULTI -DAY AND JAMBOREE APPLICATION FORM
(SOFTBALL, BASEBALL & FAST PITCH)
(Please print or type all information)
NAME OF TOURNAMENT:
TOURNAMENT ORGANIZATION:
TOURNAMENT SPONSOR:
TWO TOURNAMENT DIRECTORS MUST BE LISTED.
TOURNAMENT DIRECTOR #1 TOURNAMENT DIRECTOR #2
(print name): (print name):
ADDRESS: ADDRESS:
CITY, STATE, ZIP CODE: CITY, STATE, ZIP CODE:
PHONE: PHONE:
(home) (work) (mobile) (home)
E-MAIL: E-MAIL:
(work) (mobile)
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 0
DATES OF TOURNAMENT:
PARK FEES AND USAGE
Fees are as follows: (Check A or B)
0 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.
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
0 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
0 Sunshine Park -Diamond No. 1
0 Sunshine Park -Diamond No. 2
0 Sunshine Park -Diamond No. 3
0 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
0 Hidden Creek North Park
0 Pine Hills South Park
0 Shadowbrook East Park -South Field
0 Shadowbrook East Park -North Field
0 Rose Park -South Field
0 Rose Park -North Field
0 Timber Trails Park
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 Friday. January 4, 2019. 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.qov
NEW in 2019! The applicant will be required to provide parking attendants during the duration of the tournament, multi -day,
iamboree or event by hiring a company or providing association member to oversee the parking operations at Sunshine Park
and at Andover Station North facility to ensure that vehicles are parking in designated parking areas only. All other
Parks/facilities may also require the association or applicant to provide parking attendants where it is anticipated a larger
group of spectators/parents are expected. The company that is hired or the association member that will be working the
tournament or event must always the required MNDOT approved reflective vests. The parking attendants will be responsible
to contact the Anoka County Sheriffs Department when there is a conflict/issue/concern with parking. Note: The association
or applicant can provide other alternatives/options to the City for approval which details how the parking operations for a
particular event will not impact the park/facilities and/or the area residents in which then the requirements could be waived.
NO METAL SPIKES (UNLESS APPROVED BY THE CITY)
NO ALCOHOL
DATE
DATE
Approved by City Council: 10/16/18
H/engineering/parks/application/softballtou rnamenta ppl. 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 bxa�
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 8. Consider Revisions to Application for Scheduled Use of Recreational
Facilities
DATE: October 4, 2018
INTRODUCTION
The Park and Recreation Commission is requested to consider revisions to the Application for
Scheduled Use of Recreational Facilities.
DISCUSSION
Attached is the application with the revisions recommended by staff. The revisions also include
concerns that the City has had with parking, specifically at Prairie Knoll Park and Sunshine Park.
The added language in the application is generally the same as the tournament applications that
was addressed in the previous agenda item (Item 7). The recommended general language for this
of application is as follows:
NEW in 2019! The applicant will be required to provide parking attendants during the
duration of the where needed by hiring a company or providing association members to
oversee the parking operations at Prairie Knoll Park and Sunshine Park to ensure that
vehicles are parking in designated parking areas only. All other parks/facilities may also
require the association or applicant to provide parking attendants where it is anticipated a
larger group of spectators are expected. The company that is hired or the association
member that will be working the tournament or event must always wear the required
MNDOT approved reflective vests. Parking attendants will be responsible to contact the
Anoka County Sheriff's Department when there is a conflict/issue/concern with parking.
Note: The association or applicant can provide other alternatives/options to the City for
approval which details how the parking operations for a particular event will not impact
the park/facilities and/or the area residents in which then the requirements could be
waived.
As mentioned in the previous agenda item (Item 7) the City has received calls from the neighbors
about vehicles parking in the ditch at Prairie Knoll Park this fall during regular scheduled
activities at the park.
Staff has discussed the issues with the Anoka County Sheriff's Department and they are in favor
of requiring parking attendants as they have other more important items such as traffic
enforcement and important calls than writing citations for parking violations.
One other item that has been included in the application addresses requests from applicants that
are only wanting a one -day use of parks and/or facilities. The Park and Recreation Commission
discussed this earlier this year that there should be some flexibility for City staff to review these
one -day requests as long as the application is complete and the request does not conflict with
other approved activities. Staff is supportive in adding this to the application.
ACTION REQUIRED
The Park and Recreation Commission is requested to discuss and consider recommending
revisions to the City Council that has been presented by staff.
Respectfully submitted,
Todd J. Haas
Attachments: Proposed Application Form
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
Address
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 OF FACILITES - 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.
Total number of participants expected in program this year
Total number of participants expected from Andover this year.
Total number of participants in program last year.
Total number of participants from Andover last year,
Age brackets for participation
Number of game fields/rinks needed per week this year
Must indicate season start and end dates
Time slot desired (list 2 choices)
2.
List specific fields/rinks being requested (refer to attached listing)
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)
2.
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. (See attached fee schedule)
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.
NEW in 2019! The applicant will be required to provide parking attendants during the duration
of the where needed by hiring a company or providing association members to oversee the
parking operations at Prairie Knoll Park and Sunshine Park to ensure that vehicles are
parking in designated parking areas only. All other parks/facilities may also require the
association or applicant to provide parking attendants where it is anticipated a larger group of
spectators are expected. The company that is hired or the association member that will be
working the tournament or event must always wear the required MNDOT approved reflective
vests. Parking attendants will be responsible to contact the Anoka County Sheriffs
Department when there is a conflict/issue/concern with parking. Note: The association or
applicant can provide other alternatives/options to the City for approval which details how the
parking operations for a particular event will not impact the park/facilities and/or the area
residents in which then the requirements could be waived.
APPLICATIONS WILL NOT BE CONSIDERED COMPLETE UNLESS ALL INFORMATION IS
PROVIDED.
CITY STAFF PERSONAL HAVE THE OPTION TO APPROVE APPLICATIONS FOR ONE DAY
USE OF FIELDS/FACILITIES AS LONG AS THE REQUESTS DO NOT CONFLICT WITH OTHER
GROUPS AND/OR ASSOCIATIONS THAT HAVE RECEIVED PREVIOUS APPROVAL FROM THE
CITY.
THIS APPLICATION DOES NOT APPLY TO WEEKEND TOURNAMENTS.
Approved: 1/2000
Revised 4116115
Revised 10116/18
H drive/engineering/parks/applications/field usage application
ANLb�bW^
1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Park & Recreation Commission
w
CC: e David D. Berkowitz, Director of Public Works/City Engineer
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 9. Discuss Timber River Park/Regrading of Field
DATE: October 4, 2018
INTRODUCTION
The Park and Recreation Commission is requested to discuss the regrading of the field at Timber
River Park.
DISCUSSION
Attached is a quote from a contractor who has performed work in the past for these types of
regrading operations for the City of Andover and for other agencies. At this point staff is
recommending holding off on this discussion until later this winter and look at obtaining
additional quotes from other grading contractors when they are not so busy and are looking at
lining themselves up for work in 2019. Staff is also looking into the possibility of having the
Public Works Department re -grade the field. Any work that would be done would in 2019 or
beyond.
Staff's recommendation is to hold off until later this winter to allow time to evaluate doing an in-
house project by Public Works or look at obtaining additional quotes.
ACTION REQUIRED
The Park and Recreation Commission is requested to discuss the regrading of the field at Timber
River Park.
Respectfully submitted,
Todd J. Haas
Attachment: Quote from Perkins; Location map
Pi A—@"—
LANDSCAPE CONTRACTORS
P.O. Box 1153 Minnetonka, MN 55345
Est. 1968 oXeifog A Nigh ovality or Landscape ConsfMxWon
September 10, 2015
City Of Andover
1685 Crosstown Blvd NW
55304
Attn: Jason Grode
Park Maintance Supervisor
proposal for regrading of Ball field atTiimber Rivers Park
• Perkins will install Erosion around work site
• city to kill of existing turf plan by MY
• Perkins will till ball field area and grade as per new grading
• Prep and fine grade for Seeding
• Hydro Mulch Seed and Fertilizer all disturbed areas
00
Timber River Park
Date Created: September 27, 2018
Disclaimer.' The provider makes no representation or warranties with respect to the reuse of this data.
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Date Created: September 27, 2018
Disclaimer.' The provider makes no representation or warranties with respect to the reuse of this data.
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 -V(
SUBJECT: 10. Review Outstanding Items[Maintenance Update
DATE: October 4, 2018
Issues list as of 9/27/18
UPDATE OF ANDOVER COMMUNITY CENTER AD VISOR Y BOARD — Commissioner Butler
COMPLETED PROJECTS —
• Wild Iris Park Irrigation — The irrigation system is now operational and 99% of the work is done.
ON-GOING PROJECTS -
• Update of Park Dedication Improvement Fund Quarterly Report — Next quarterly report will be
at the first available meeting in November.
• Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism — Next quarterly
report will be at the first available meeting in November.
• Hills of Bunker Lake West Park Irrigation -- Hills of Bunker Lake West Park will be done in
2019. Staff has already purchased the irrigation materials for Hills of Bunker Lake West Park. The
water service, irrigation system, electric service and controls will be installed by Parks Maintenance
in 2019.
• Timber River Park — Item is on the agenda.
• Sunshine Park Building Improvements — The garage improvements is now under construction.
Todd Lindorff, City of Andover's Facility Maintenance Supervisor, is coordinating the construction
and will be doing some of the work himself. $4000 has been approved from the park dedication fund
to help fund the project. The rest of remaining cost is the responsibility of the Andover Athletic
Association.
ON -HOLD PROJECTS — None at the time.
OTHER ITEMS OF INTEREST —
• Kelsey Round Lake Park — A fully executed contract from the MNDNR has been submitted to the
City. Staff will now begin moving forward with survey and design work over the next few months.
The project will be constructed in 2019.
• ASN Trail -- The required documentation has been submitted to the MNDNR so that a contract can
be sent to the City for approval. Staff will be surveying for the trail this fall and design work to be
done over the winter months. The project will be constructed in 2019/2020.
• Eveland Field Fencing — The new fence for the south and middle fields is now under construction
which will be relocated closer to home plate to meet the high school fast pitch standards.
• Update of Pedestrian Trails — The trails that are planned for the next 2 years are as follows:
Oo 2018- Crosstown Blvd NW between Bunker Lake Blvd NW and 140th Avenue NW.
The construction of the trail portion from the Andover Fire Station (near 139th Avenue
NW) to 140'hAvenue NW has been paved. Restoration will follow in the upcoming
weeks. The boardwalk will be constructed by Peterson Companies and will done over
the next few months and into 2019.
❖ 2019- ASN Trail from Kensington Estates to ASN Ball Field Facility. As mentioned
on the previous page a MNDNR grant has been approved (Local Trail Connections
Program).
• Update of Scheduling Park and Recreation Commission meeting at a City Park or Facility —
The Commission will need to determine if you would like to have a meeting at one of the City parks
in 2018.
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 Undate
8/31/18
• Mowed all athletic fields, trails and parks.
• Completed trash service at all parks.
• Groomed all ballfields.
• Smoothed out all gravel parking lots.
• Installed three Little Free Libraries at ASN, Woodland Meadows and Rose Parks.
• Installed new Parks signs at Eveland, Fox Meadows and Terrace Parks.
9/8/18
• Mowed all parks, trails and preserves.
• Completed trash service in all parks.
• Continue irrigation installation at Wild Iris Park.
9/15/18
• Mowed all athletic fields and parks.
• Completed trash service at all parks.
• Groomed all ballfields.
• Installed new Park name signs in four parks.
• Cleaned out trail cracks ahead of crack seal work starting next week.
• Continue to work on irrigation installation at Wild Iris Park.
9/22/18
• Mowed all athletic fields and parks.
• Completed trash service at all parks.
• Started crack sealing trails along Crosstown Blvd and Andover Blvd.
• Continue irrigation installation at Wild Iris Park.
• Cleaned equipment and Public Works building.
• Completed September Monthly Safety meeting.
• Set up trash and recycling containers for Safety Day September 22 d.
1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100
FAX (763) 755-8923 • WWW.ANDOVERMN.GOV
TO: Park & Recreation Commission
CC ,
: `�B
David D. erkowitz, Director of Public Works/City Engineer
FROM: T Todd J. Haas, Asst. Public Works Director
SUBJECT: Add-on. Update of Prairie Knoll Park/Parking Lot Improvements
DATE: October 4, 2018
INTRODUCTION
The item is update regarding Prairie Knoll Park and the parking lot improvements that being
considered by the City Council.
DISCUSSION
The City Council recently had a bus tour on September 25, 2018 and one of the sites they visited
included Prairie Knoll Park. When visiting the park there was discussion about the illegal
parking of vehicles at the south end and what should happen at the park to help improve the
parking situation. After a short discussion, the City Council directed staff to include
improvements to the north parking lot in the Capital Improvement Plan (CIP) for 2020 and
inform the Park and Recreation Commission of their decision.
Attached is an updated Park Improvement Fund spreadsheet prepared by the Finance Department
which now includes Prairie Knoll Park in the year 2020. Based on the projected fund balance,
there is a deficit in both 2020 and 2021. This spreadsheet does not include the $1,000,000 that
was recommended by the Commission to be allocated towards the potential Community Center
expansion.
ACTION REQUIRED
This is for information only and no action is required at this time.
Respectfully submitted,
Todd J. Haas
Attachment: Updated Park Improvement Fund projected Fund Balance Spreadsheet
CITY OF ANDOVER
Park Improvement Fund
Projected Fund Balance
**Target - $50,000 to create a contingency for any project overages.
Dedicated Funds Available for:
Rose Park - tower rental fee $ 24,917
Chesterton Commons Park- Donation 1,076
$ 25,993
2018
2019
2020
2021
2022
2023
TOTALS
Projected Sources of Revenue
Park Dedication Fee - Residential Units
25
25
25
25
25
25
Park Dedication Fee - Residential ($3,319/unit)
$ 82,975
$ 82,975
$ 82,975
$ 82,975
$ 82,975
$ 82,975
$ 497,850
Donation / Contribution - Kelsey Round Lake Park
-
76,000
-
-
-
-
76,000
Capital Projects Levy - Park Improvements
15,000
15,000
15,000
15,000
15,000
15,000
90,000
Total Revenues Available
97,975
173,975
97,975
97,975
97,975
97,975
663,850
Projected Commitments
Fox Meadows - Reconstruction
20,000
20,000
Irrigation Project - Small
45,000
40,000
85,000
Sophies Park - Trail connection
12,000
12,000
Rose Park - Shelter Expansion, ADA, Slab
10,500
10,500
Kelsey Round Lake Park - Trail Expansion
152,000
152,000
Prairie Knoll Park - Pave north parking lot
170,000
170,000
Pine Hills North - Phase II
Parking Lot w/ Curb (30% Park Dedication)
120,000
120,000
Annual Miscellaneous Projects
15,000
15,000
15,000
15,000
15,000
15,000
90,000
Total Commitments
102,500
207,000
305,000
15,000
15,000
15,000
659,500
Revenues Over (Under) Expenditures
(4,525)
(33,025)
(207,025)
82,975
82,975
82,975
Fund Balance as of December 31, 2017
136,375
Fund Balance Brought Forward
131,850
98,825
(108,200)
(25,225)
57,750
Ending Fund Balance**
$ 131,850
$ 98,825
$ (108,200)
$ (25,225)
$ 57,750
$ 140,725
**Target - $50,000 to create a contingency for any project overages.
Dedicated Funds Available for:
Rose Park - tower rental fee $ 24,917
Chesterton Commons Park- Donation 1,076
$ 25,993