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HomeMy WebLinkAboutNovember 1, 2018Al NUNN III IL 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting November 1, 2018 7:00 P.M. Meet at Andover City Hall 1. Call to Order 2. Resident Forum 3. Approval of Minutes (10/4/18) 4. Agenda Approval 5. Consider Revisions to Tournament, Multi -day and Jamboree Application, Cont. 6. Consider Revisions to Application for Scheduled Use of Recreational Facilities, Cont. 7. Anoka County Sheriff's Department 3rd Quarterly Report 8. Park Dedication Improvement Fund 3rd Quarterly Report/Finance Department 9. Outstanding Items/Maintenance Update 10. 11. Chair's Report 12. Adjournment ANL66WA j 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 DO FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 5. Consider Revisions to Tournament, Multi -day and Jamboree Application, Cont. DATE: November 1, 2018 INTRODUCTION The Park and Recreation Commission is requested to continue discussing revisions to the Tournament, Multi -day and Jamboree Application. DISCUSSION Attached is the application with the revisions suggested by the Park and Recreation Commission at the last meeting on October 4, 2018 which includes the question on how parking overflow will be addressed by the applicant. As mentioned at the October 4th meeting, the City has had concerns with parking, specifically at Prairie Knoll Park and a couple times at Sunshine Park. Attached is the proposed updated application for softball/baseball, football/soccer/lacrosse and hockey. Staff has discussed the issues with the Anoka County Sheriff's Department and they are in favor of requiring parking attendants as they have more important items to attend to other than writing citations for parking violations. The one other item that is recommended is to allow administrative staff to approve one day application requests if the request does not conflict with other previously approved activities. 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 Updated Applications Forms (3) 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 (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) 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 may 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 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 Sheriff's Department when there is a conflict/issue/concern with parking. Note: The association or applicant can provide other alternatives/options in writing to the City for approval which details how the parking operations for a paFticulaf this event will not impact the park/facilities and/or the area residents in which then the requirements could be waived. Please provide parking operations alternatives/options here: NO METAL SPIKES (UNLESS APPROVED BY THE CITY) NO ALCOHOL DATE DATE Approved by City Council: 11/20/18 H/engineering/pa rks/applicati on/softbal Ito u rna menta ppl. doc TOURNAMENT DIRECTOR #1 (signature) TOURNAMENT DIRECTOR #2 (signature) 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: Address: City, Date, Zip: Phone: TOURNAMENT DIRECTOR #2: Print Name: Add City, Date, Zip: Phone: 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.gov * NEW in 2019! The applicant w4l may 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 Sheriffs Department when there is a conflict/issue/concern with parking. Note: The association or applicant can provide other alternatives/options in writing to the City for approval which details how the parking operations for a partisglaf this event will not impact the park/facilities and/or the area residents in which then the requirements could be waived. Please provide parking operations alternatives/options here: Attached is City Code Title #8 Chapter 4 NO METAL SPIKES NO ALCOHOL DATE TOURNAMENT DIRECTOR #1 (signature) DATE Approved by City Council: 11/20/18 H/engin eering/parks/application/socce rtou rnam entappl.doc TOURNAMENT DIRECTOR #2 (signature) 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 TOURNAMENT DIRECTOR #2 (print name): ADDRESS: CITY, STATE, ZIP CODE: PHONE: (home) (work) E-MAIL: (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: 1 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 wlil may 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. Note: The association or applicant can provide other alternatives/options in writing to the City for approval which details how the parking operations for a particular this event will not impact the park/facilities and/or the area residents in which then the requirements could be waived. Please provide parking operations alternatives/options here: NO ALCOHOL DATE DATE Approved by City Council: 11/20/18 H/engineering/parks/app lication/hockeytournamentappl. 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 EngineerD� FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 6. Consider Revisions to Application for Scheduled Use of Recreational Facilities, Cont. DATE: November 1, 2018 INTRODUCTION The Park and Recreation Commission is requested to continue discussing revisions to the Application for Scheduled Use of Recreational Facilities. DISCUSSION This item was tabled at the last meeting based on comments that the Park and Recreation Commission wanted to see in the application. Attached is the application with the revisions suggested by the Park and Recreation Commission at the last meeting on October 4, 2018. As mentioned at the last meeting, the City has had concerns with parking, specifically more at Prairie Knoll Park and a couple times at Sunshine Park. Based on input from the last meeting, the language in the application is generally the same as the tournament applications that were addressed in the previous agenda item (Item 5). As mentioned at the last meeting on October 4t", the City has been receiving calls from the neighbors about vehicles parking in the ditch at Prairie Knoll Park this fall during regular scheduled activities at the park and in designated no parking areas. Staff has discussed the issues with the Anoka County Sheriff's Department and they are in favor of requiring parking attendants as they have more important items to attend to other than writing citations for parking violations. The 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. It is recommended to allow administrative staff to approve these types of requests if the request does not conflict with other previously approved activities. ACTION REQUIRED The Park and Recreation Commission is requested to 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 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 Must indicate season start and end dates Time slot desired (list 2 choices) 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) 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. (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. Note: NEW in 20191 The applicant will may be required to provide parking attendants during the duration of the season 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 in writing to the City for approval which details how the parking operations for a pa#fsular the season event will not impact the park/facilities and/or the area residents in which then the requirements could be waived. Please provide parking operations alternatives/options here: 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 4/16/15 Revised 11/20/18 H drive/engineering/parks/applications/field usage application DATE: October 5, 2018 TO: City of Andover, Parks Department FROM: Laura Landes Anoka County Sheriff's Office SUBJECT: Andover Park Activity Quarterly Report July 1, 2018 — September 30, 2018 The following is a list of reports generated by the Anoka County Sheriff's Office regarding city park activity for the V quarter. Date: Time: Location: Case Number: 07.05 11:20 am Oak View 18163158 An anonymous caller reported someone possibly shooting a pellet gun at the location. The deputy arrived and found a couple young children lighting off fireworks. The deputy walked the kids back home and met with a parent. The parent requested the deputy take the fireworks and destroy them. 07.10 7:49 pm Sunshine 18168176 A deputy was dispatched to multiple vehicles parked in a no -parking zone. The deputy spoke to the organizer and advised them to have spectators move their vehicles. 07.10 10:05 pm Prairie Knoll 18168266 A deputy responded to a complaint of a vehicle "tearing up the park." When he arrived, the vehicle was gone but he could see some tire tracks in a donut shape. The caller was advised to continue to call when he sees this type of activity. 07.14 7:43 am Hidden Creek East 18171537 A deputy responded to a call of a wallet found at the location. The wallet was returned to its owner. 07.15 12:20 pm Sunshine 18172902 A deputy responded to a report of two juvenile males fighting after a game at the park. She located the males, who were cooperative when she arrived, and spoke to them about their behavior. 07.20 9:54 am Hawk Ridge 18177109 The organizer for the North Central Soccer organization requested a "no tag" on a trailer that would be parked at the park this week. 07.28 2:06 pm Meadowood North 18184599 A deputy was asked to check the welfare of a male who had been in the park alone for 3 hours. The caller stated the male appeared agitated. The deputy located the male and he appeared fine. 08.01 7:32 pm Terrance 18188382 A caller reported 2 males abandoning a propane grill at the location. When the deputy arrived, he located the grill but not the suspects. He moved the grill near the garbage bin for pick-up. 08.06 9:37 am Timber Trails 18192165 A deputy was dispatched to property damage at the location. When he arrived, there was some damage to grass and the parking lot area where it appears "donuts" where being whipped. 08.07 10:16 pm Terrance 18193704 A deputy was dispatched to the park on an open 911 line. The deputy checked the park and could not locate anyone. 08.07 1:03 pm Hidden Creek East 18193228 A deputy responded to two teens engaged in sexual activity in a parked car. The car was gone when the deputy arrived. 08.15 1:37 am Shadowbrook East 18200221 On routine patrol a deputy observed an occupied vehicle at the location after hours. The deputy made contact with the occupants who were smoking marijuana. The parents were contacted, and the juveniles were returned home. Both were issued curfew violations. 08.15 3:05 am Sunshine 18200258 On routine patrol a deputy observed a vehicle in the lot after hours. He made contact with the occupants who were juveniles and snuck out of their homes. Their parents were contacted, and the juveniles were returned home. 08.16 9:42 pm Shaowbrook East 18201845 On routine patrol a deputy observed two suspicious vehicles. He made contact with the occupants and located a small amount of marijuana. The contraband was confiscated and destroyed. A warning citation was issued to the driver. 08.16 4:16 pm Sunshine 18201586 A deputy responded to a property damage crash at the location. 08.18 8:10 pm Hidden Creek South 18203596 A caller reported a parking complaint. The deputy arrived and contacted the owner of the vehicle who stated his grandson was on a camping trip with a neighborhood in the area but that he would get the vehicle moved. 08.20 8:30 pm Crooked Lake Boat Landing 18205198 A deputy was called to a suspicious male panhandling at the location. The deputy checked the area and did not locate anyone. 08.22 10:48 pm Creek View Crossing 18206975 Deputies responded to a call where a male threatened to shoot another male at the location with a gun. No gun was involved; the males were having a verbal argument. All were advised to go home and avoid future contact. 08.25 8:29 am Prairie Knoll 18209122 A deputy was dispatched to parking complaints at the location. When she arrived so noticed 20 to 30 cars parked in the ditch by the no parking sign. She advised everyone at the football game that if they were parked there they needed to move their vehicles to the north lot. They complied. 08.27 9:07 am Wild Iris 18210871 A deputy was dispatched to check the welfare of a male sleeping on the playground equipment. The deputy located the man who stated he is currently homeless. The deputy was able to find him a room at Hope for Youth and transported him there. 08.27 9:04 am Station North 18210872 A city employee reported damage to a fence at the baseball field. 08.28 8:27 pm Pine Hills North 18212338 Deputies were requested to do extra patrol at the location because of recent ATV activity. 09.08 11:43 am Hawk Ridge 18221958 A caller reported a referee at a youth soccer game being inappropriate when he grabbed a player by the shoulders and removed him from the field. The caller wanted the incident documented because she was going to bring the complaint to the league. 09.09 1:01 pm Sunshine 18222942 A deputy responded to a female with a broken leg at the location. They assisted until Allina arrived. 09.15 1:25 pm Prairie Knoll 18228670 On routine patrol a CSO noticed two vehicles parked illegally and issued two citations. 09.16 5:50 pm Sunshine 18229749 Deputies responded to a two -car crash at the location. 09.17 7:29 pm Prairie Knoll 18230696 On routine patrol a CSO observed a vehicle parked illegally and still running. The owner returned to the vehicle and she stated she was dropping off kids. She was advised of the parking rules. 09.19 10:16 am Strootman 18232125 A deputy was dispatched to the location on an abandoned truck missing the back wheels. The vehicle came back as stolen out of Coon Rapids. 09.23 6:30 pm Prairie Knoll 18236311 A caller reported a vehicle doing donuts in the parking lot and causing damage. The driver had left the scene and was located later. He was issued a citation. 09.26 8:47 am Strootman 18238628 On routine patrol a deputy discovered a truck at the location that was stolen out of Nowthen. 09.29 12:48 pm Sunshine 18241551 Deputies responded to a call of a male with a broken leg at the location. They assisted until Alina arrived. cc: Commander Lenzmeier 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission CC: Todd Haas, Park Coordinator FROM: Lee Brezinka, Finance Manager ® SUBJECT: 2018 Third Quarter Financial Report DATE: November 1, 2018 INTRODUCTION Quarterly review of the Park Improvement Fund. DISCUSSION Attached are the Project Commitment Listing Report, Balance Sheet, and Revenue and Expenditure Reports for the Park Improvement Fund as of September 30, 2018. ACTION REQUESTED Informational data provided and no formal action is needed. Respectfully submitted, City of Andover ZL Lee Brezinka Attachments: Park Improvement Fund -Project Commitment Listing Park Improvement Fund - Balance Sheet Park Improvement Fund - Revenues Park Improvement Fund - Expenditures CITY OF ANDOVER Park Improvement Fund Project Commitment Listing September 30, 2018 Fund Balance Additional Revenues Anticipated Anticipated Park Dedication Fee - Residential Anticipated Park Dedication Fee - Commercial Donation Capital Projects Levy for Park Improvements Total Funds Available Projected Commitments Rose Park Tower Rental balance Rose Park Shelter Replacement - $6,103.50 Rose Park Dougout - $9,400 Chesterton Commons Park - Donation balance 14-15 Fox Meadows Park - Renovation Irrigation Projects - Small Parks Annual Miscellaneous Projects Total Dollars Allocated for Park Projects Park Improvement Funds Available For Future Projects: 10/22/2018 2018 Park Improv 3rd Qtr Budget $ 82,975 15,000 Carryforwards/ Budget Adjustments 30,935.59 Collected To Date $ 69, 721.90 8,155.88 2018 Actual 15, 503.50 1,075.86 - 20,000.00 9,202.51 45,000 32,170.44 15,000 10,264.86 $ 60,000 $ 52,011.45 $ 67,141.31 Actual $ 156,677.53 156,677.53 Reserved Amount 15,432.09 1,075.86 10, 797.49 12,829.56 4,735.14 44,870.14 $ 111,807.39 CITY OF ANDOVER Park Improvement Fund Balance Sheet September 30, 2018 Assets: Liabilities and Fund Balance: Liabilities Accounts Payable Deferred Revenue 127.69 Fund Balance Fund Balance 12-31-17 136,374.82 Excess of Revenues Over (Under) Expenditures 20,302.71 10/22/2018 2018 Park Improv 3rd Qtr Revenues: CITY OF ANDOVER Park Improvement Fund Revenues September 30, 2018 Property Tax / Fiscal Disparities- Current July Tax Settlement Dec Settlement Accrual Subtotal 54365 - Park Dedication Fees Country Oaks N 3rd Country Oaks N 2nd White Pine Wilderness 4th Addtion Winslow Cove Catcher's Creek 2nd Subtotal 56910 - Interest Income 1 st Qtr 2nd Qtr 3rd & 4th Qtr Subtotal 58105 - Rental Verizon Tower Rental - Rose Park Subtotal Miscellaneous Fox Meadows - Permit Escrow Release Subtotal Budget $ 8,150.88 $ 15,000.00 8,150.88 12,152.00 18,865.90 23,233.00 3,319.00 12,152.00 $ 82,975.00 69,721.90 (378.31) 603.44 225.13 8,969.11 8,969.11 377.00 $ 377.00 Total Revenues $ 97,975.00 $ 87,444.02 10/22/2018 2018 Park Improv 3rd Qtr CITY OF ANDOVER Park Improvement Fund Expenditures September 30, 2018 Expenditures: 61020 - Supplies - Operating Fox Meadows Park - Menards Andover Lions Park - Irrigation Terrace Park - St. Croix Recreation Fox Meadows Park - Fence - Hansen Bros Fence Mini Libraries materials Sunshine Park Building Modification Subtotal 63005 - Professional Services ' Shadowbrook East Park - Roofing Permit Andover Lions Park - Aircon Electric Subtotal 63010 - Contractual Services Hilles of Bunker Lake - Irrigation Project Wild Iris Park - Irrigation Project Rose Park - Dugouts Rose Park - Shelter Subtotal 63015 - Publishing Park Dedication Fee Change - ECM - Miscellaneous Projects 10122/2018 201 B Park Improv 3rd Qtr Budget 60,000.00 $ 239.96 1,966.68 1,437.00 1,285.00 463.40 459.87 5,851.91 76.00 1,347.92 1,423.92 8,993.55 30,854.44 9,400.00 10,542.24 59,790.23 75.25 MLNDOVE^ 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVE RMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works/City Engineer PW FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 9. Review Outstanding Items/Maintenance Update DATE: November 1, 2018 Issues list as of 10/26/18 UPDATE OF ANDOVER COMMUNITY CENTER AD VISOR Y BOARD — Commissioner Butler COMPLETED PROJECTS — ON-GOING PROJECTS - • Update of Park Dedication Improvement Fund Quarterly Report — Item is on the agenda. • Undate of Ouarterlv Sheriffs Department Report on Park Patrol & Vandalism —Item is on the agenda. • 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 — The discussion regarding the regrading of the field will be discussed later this winter. • Sunshine Park Building Improvements — The garage improvements have been under construction for the past month. About 75% of the work has been completed. Todd Lindorff, City of Andover's Facility Maintenance Supervisor, is coordinating the construction and has been 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. • City Hall Park Complex #1 (Purple Park) Playground Equipment Replacement — The new playground equipment is on order. Delivery is expected by the end of the year. The Parks Maintenance staff will be removing the old playground structure in November and will begin preparing the site for the new equipment that will be installed in the Spring of 2019. 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 begin moving forward with survey and design work over the next few months. The project will be constructed in 2019. ASN Trail -- The contract from the MNDNR has been approved by the City Council. Once the fully executed contract has been sent back to the City, 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 posts and mow strips for the south (varsity) field have now been completed. The mesh fencing will be installed soon. As previously mentioned, the fence is being 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: ❖ 2018- Crosstown Blvd NW between Bunker Lake Blvd NW and 1401h Avenue NW. The construction of the trail portion from the Andover Fire Station (near 139th Avenue NW) to 140th Avenue NW is complete including the restoration. The boardwalk will be constructed by Peterson Companies and will be constructed in 2019. ❖ 2019- ASN Trail from Kensington Estates to ASN Ball Field Facility. The contract has been approved by the City Council. Survey work will begin this fall and the design work will be done over the winter months. • 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 Update 9/29/18 • Mowed all athletic fields and parks. • Started mowing trails. • Completed trash service at all parks. • Continue irrigation installation at Wild Iris Park. • Continue Fall playground structure inspections. • Completed turf aeration at irrigated parks and athletic fields. • Installed entrance signs at Woodland Creek Wetland Restoration. 10/6/18 • Mowed all athletic fields and parks. • Completed mowing trails. • Completed trash service in all parks. • Started Fall fertilizer applications. • Cut and removed sod for new mow strips at Eveland varsity field. • Repaired gravel washouts and ruts at Round Lake boat landing. • Smoothed out all gravel parking lots. • Moved soccer goals to Hawk Ridge Park for NMSA. • Painted over graffiti at RR Bridge and Bunker pedestrian tunnel. 10/13/18 • Mowed all athletic fields and most parks. • Completed trash service at all parks. • Completed fall fertilizer application. • Continue to winterization irrigation systems. • Completed playground inspections. • Removed all ABA supplies from fields and brought back to ASN building. • Planted trees at Sunshine and Rose Parks. 10/20/18 • Mowed all athletic fields and preserves. • Completed trash service at all parks. • Continue winterization of irrigation systems. • Removed batting cage netting at Andover Station North. • Installed signs around Woodland Creek property boundary and completed grading low areas. • Removed mow strip and posts at Eveland Field (varsity/south field). • Removed dead trees at Oak View Park, Community Center and Sunshine Park.