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HomeMy WebLinkAboutNovember 15, 2018C II T Y T%0 F NLI �+ L 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting November 15, 2018 7:00 P.M. Meet at Andover City Hall 1. Call to Order 2. Resident Forum 3. Approval of Minutes (11/1/18) 4. Agenda Approval 5. Consider 2018-19 Hockey Rink Schedule 6. Consider Shadowbrook North Preliminary Plat/Park Dedication Requirements 7. Consider Request by Andover Athletic Association/18-42/Sunshine Park Building Modifications/Conference Room 8. Outstanding Items/Maintenance Update 9. 10. Chair's Report 11. Adjournment AN L15 �6W^ 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 ao FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 5. Consider 2018-2019 Hockey Rink Schedule DATE: November 15, 2018 INTRODUCTION This item is in regard to considering the 2018-2019 hockey rink schedule for the upcoming season. DISCUSSION Attached is the application from the Andover Huskies Youth Hockey Association (AHYHA). The associations of Anoka, Coon Rapids and St. Francis Youth Hockey Associations have been aware that rinks were available for them to reserve but over the past few years none of them have responded since they have their own outdoors rinks that they use. Attached is the proposed schedule and the rinks that AHYHA plan on using for the 2018-2019 season. As you can see from the attached schedule, AHYHA will be responsible to provide supervision (either a coach or member of the association) on Monday's, Tuesday's and Thursday's from 4 pm until 8:30 pm at City Hall Outdoor Hockey Rink Complex, Prairie Knoll Park and Crooked Lake School Rink. The City will need to provide a warming house attendant on all the other days of the week (Wednesday's, Friday's, Saturday's and Sunday's) for these locations. At Hawkridge Park the City will need to provide warming house attendant 7 days a week throughout the season. % of By -Laws, Certificate Established Name of Group Participants Policies and 501C3 of Grievance from Andover Procedures (State) Insurance Procedures based on 2017-18 season Andover Huskies Yes (no Yes (no Yes Yes (no Youth Hockey 99% changes from changes changes from Assoc. (AHYHA) the 2017-18 from the the 2017-18 season) 2017-18 season) season Note: Copies of the By-laws, Policies and Procedures are available on AHYHA website at http://www.ahyha.coM/ 2age/show/210180-policies-procedures-and-bylaws ACTION REQUIRED The Park and Recreation Commission is requested to consider approving the 2018-2019 hockey rink schedule as presented. Respectfully submitted, 00 ?400__� Todd J. Haas Attachments: 2018-2019 Hockey Rink Schedule, Application from AHYHA cc: Jeremy Coe, President of AHYHA (copy sent by e-mail) ANDOVER HOCKEY RINK SCHEDULE WINTER 2018-2019 MON SUN TUE WED THU AHYHA FRI SAT Prairie Knoll AHYHA AHYHA 5:30-8:30 PM 5:30-8:30 PM 5:30-8:30 PM Hawk Rid e Cr. Lk. School AHYHA AHYHA AHYHA 5:30-8:30 PM 5:30_-_8:30 PM 5:30-8:30 PM City Complex East Cit Complex AHYHA_ AHYHA AHYHA West 5:30-8:30 PM 5:30-8:30P 5:30-8:30 PM NOTE: FAILURE TO USE THE RINKS 2 DAYS IN A ROW WILL RESULT IN LOSS OF RINKS Date Parks Coordinator Date of Preparation 11/15/2018 APPROVED: 11/15/2018 REVISED: hockey.As --T ANDOVER PARK AND RECREATION COMMISSION APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES Group requesting use of facilities Andover Youth Huskies Hockey Association Association President Jeremy Coe Phone (Home) 763125350 Print Na Phone (Work) 7634983915 Phone (Mobile} 7634983915 Association Preside ` (E-maM /ize/4. ff L�&t Si ure (required) Date Address 13897 Ivywood Street NW City Andover State MN Zip 55304 APPLICATION DUE DATES: FOR WINTER USE OF FACILITIES - FIRST THURSDAY IN NOVEMBER. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in November. FOR SPRING AND SUMMER USE - FIRST THURSDAY IN MARCH FOR SOCCER, SOFTBALL, BASEBALL, AND LACROSSE. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in March. FOR FALL USE — FIRST THURSDAY IN JULY FOR SOCCER, SOFTBALL, FOOTBALL AND BASEBALL. NOTE: Scheduling decisions will be made at the Park & Recreation Commission meeting on the third Thursday in July. It is the policy of the City of Andover to try to meet the recreational needs of its citizens. The goal of the Park and Recreation Commission in scheduling is to allot the limited number of recreational facilities in a fair and equitable manner, using compromise when necessary to accommodate the maximum number of requests possible. The Guidelines for Field Usage by Youth Associations may be used to determine field allocation (see attached). Facility requests submitted by the due date with this completed form will be given the highest priority. Subsequent requests will be filled on a first-come, first-served basis if facilities are available. The sequencing of scheduling will be considered with City youth associations having first priority. Number of participants expected in program this year 430 Number of participants expected from Andover this year 425 Number of participants in program fast year 435 Number of participants from Andover last year 430 Age brackets for participation A e 4-16 R I'All A i : I BY IWAr Number of game fields/rinks needed per week this year Mon Tues Thurs Indicate season start and end dates first available when its cold enough to hold ice Time slot desired (list 2 choices) 1. 5:30-8:30PM List specific fields/rinks being requested (refer to attached listing) 1. City Rink 2. Crooked Lake Number of practice fields/rinks needed per week this year 3 total- see above Mon,Tues,Thurs Time slot desired (list 2 choices) 1. 5:30-8:30 PM List specific fields/rinks being requested (refer to attached listing) 1. Prairie Knoll Please check all boxes that apply: 0 Reauest for waivina the Reauirements of the Guidelines for Field Usaae 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. APPLICATIONS WILL NOT BE CONSIDERED COMPLETE UNLESS ALL INFORMATION IS PROVIDED. THIS APPLICATION DOES NOT APPLY TO WEEKEND TOURNAMENTS. Approved: 1/2000 Revised 4116/15 fielduse.doc 2 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works/City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 6. Consider Shadowbrook North Park Dedication Requirements DATE: November 15, 2018 INTRODUCTION This item is regarding reviewing and determining the park dedication requirements for the proposed preliminary plat of Shadowbrook North. DISCUSSION Attached is copy of the preliminary plat for your review. Fourteen lots are being proposed. The proposed preliminary plat is located on Butternut Street NW south of Andover Boulevard NW. The property on the north and east side of the plat is known as Catcher's Creek East which has been approved by the City Council. The preliminary plat is currently being reviewed by staff. There are two items that staff would like to bring to the Commission's attention. The items are as follows: • First, it is recommended that no additional park land be required since there is an existing park called Hickory Meadows which is just located to northwest of the proposed development. Therefore, staff is recommending cash in lieu of land. • Second, it is recommended that trail easements be dedicated as part of the platting process to allow for the continuation of the trail currently located on the south side of Coon Creek to extend north across Coon Creek which will then extend to the north to the proposed cul-de-sac and ultimately to extend west as part of the regional trail system along the north side of Coon Creek. Attached is a copy of the trail comprehensive plan that identifies a future trail along Coon Creek. The developer has been invited to attend the meeting to answer any questions the Commission may have. ACTION REQUIRED The Park and Recreation Commission is requested to review the proposed preliminary plat and provide direction on the park dedication and trail requirements for the proposed Shadowbrook North development. Respectfully submitted, Todd J. Haa' s Cc: Jan Thomas, Developer (copy sent by e-mail) Attachments: LocationJap which includes Hickory Meadows Park; Copy of preliminary plat Trail Comprehensive Plan v AN OVER Shadowbrook North . ,,,,..,,,,, Date Created: November 07, 2018 Disclaimer. The provider makes no representation or warranties with respect to the reuse of this data. SHADOWBROOK NORTH W M n u M1 w xmgy 9µleF ua w pq.vl+q X lu wvy rr.X.. r.. M n W 5 xvwM IItl1m,+,«. (.We.w•T,1 p Wr• .. my.0 n+qq N rais.YF��$$.n4.s+omq uwyanw�anr�M 4'+s XWMI'M[u,XW YYr�ml.XuiluM X N�-�N3n u,.sl fYi.eM�:uWi LEGEND - amelF MYY CWn1Y YFYF Ywm+l. m M.e • - a [rW M Ymwn4 m WF o �'+mal/'b1 MnYYw lse iuldet I! -y,, - Y+F�x .'SIM Fb dA.e1W LY MjMrp In 9.3a• IbnpmY F f01e VICBQTY MAP MMO3ED DRAINAGE MID URUW ,4}{ EAswmn MEI MOM mus Y �tl• IC yA Ili '~ I- ff II 11 aM4Mq. m1 µ1N F+ ML YWnYv M1NM1 Wq WeJ 19n .Mn G FFµE WXN n.IeIMµwNX STM DATA Toru HTE AtHA TOM ROW AREA -ay.ta M EX"NG MDNO R -t 0.0 AG PXO/OSED EgnNO� TOTIL LOT AIffA- 123 AG ununE4 Av.WA31E flI.T wT LYr all.s:o ss, wWNM IESfN11K SMI DATA: sf, ... .& N IOT DE AIS tnWv v. FRONT ,4. 14 eaom owW ep099 DWSRY HOE DUSn tD R. am tAe IOTB/Ac K Y R. RFAN SEDIAq( D R. /tea _ a` - mn .,. .-- , '"X'ejXMgXpp YW etlYF+ _ Carl n ww IAN THOMAS SHADOWBROOK NORTH 3 McGinn I , + oFla T +FH�Ya + 2115 North 3rd Avenue PRELIMINARY PLAT of .: ()4ewYw .tea F�'MaXM,�,. Andover, Minnesota Anoka, MN 55303 _ _ 8 qkCITY O` F- ND O ♦ E 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works/City Engineer FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 7. Consider Request by Andover Athletic Association/18-42/Sunshine Park Building Modifications/Conference Room DATE: November 15, 2018 INTRODUCTION The Park and Recreation Commission is to consider a request from the Andover Athletic Association (AAA) for additional funds for the garage construction at Sunshine Park building due to additional expenses. DISCUSSION Attached is information from Jason Strasser representing AAA requesting additional funds. Based on the final costs, the total is $12,595. The original estimate from AAA for the improvements was $8,000. The City Council based on a recommendation by the Park and Recreation Commission previously approved $3,750 towards the improvement. The estimated total costs of materials and contractor work that the City has already paid from the $3,750 towards the improvements as of November 7, 2018 is $1,149.31. The City remaining balance will be used to pay for the electrical work that has already been completed (the City just received the invoice for the electrical work and will be processed within the next few days). The total labor costs that the City has contributed is $4,640.00 which is equates to approximately 62 hours. Originally no City staff time for construction was going to be provided. AAA is requesting an additional $2400. Staff does not recommend approving the additional request due to the amount of labor to complete the project to a reasonable standard. BUDGETIMPACT If the Park and Recreation Commission is interested in recommending the request from AAA for an additional $2,400 to the City Council, the Commission will need to make a motion to do so. The funding source would need to come from the 2018 Park Dedication miscellaneous funds. ACTION REQUIRED The Park and Recreation Commission is requested to consider the request by the Andover Athletic Association (AAA) for additional funds in the amount of $2,400 due to additional expenses to the modifications at Sunshine Park building meeting room for additional storage space. Respectfully submitted, ' Todd J. Haas Attachments: E-mail from AAA Cc: Jason Strasser, Andover Athletic Association (copy sent by e-mail) Todd Haas From: Jason Strasser Sent: Thursday, November 01, 2018 8:27 AM To: Jim Lindahla Cc: Todd Haas Subject: Fwd: Sunshine Building Project Hi Jim, I believe you are now the Park Commission Chair. Please see my email below. The project will be completed today, and the project has gone very well. As you see from the totals, the project design did change based additional requests from the City of Andover. I know you meet tonight and this is to late to get on the agenda. I would like to request an additional $2400.00 from the Park Commission Misc budget. This is an addition amount from the already committed $3750.00. This money would be used to reimburse AAA for some of the additional expenses. This would bring the City total contribution to $6150.00 and Andover Athletic Association Total to $6445.00. Thanks Jason Strasser Andover Athletic Association 763.528.8907 ---------- Forwarded message --------- From: Jason Strasser Date: Wed, Oct 31, 2018 at 10:36 AM Subject: Sunshine Building Project To: Jason Grode <i..Rrode@andovermn.gov>, Todd Lindorff <t.lindorff@andovermn.gov>, Dave Berkowitz <D.Berkowitz@andovermn.gov>, Fred Patch <f.patch@andovermn.gov>, Todd Haas <T.Haas@andovermn.gov> Good Morning All, The Sunshine garage project is nearly complete. The garage door is being install on Nov 1, 2018. This will then complete the construction phase of the project. AAA/ABA/AFA will begin moving into the space this weekend. Do you have a scheduled date to remove the POD from Sunshine? Updated Estimated total project cost: Building Materials: $1000.00 estimate Block Work: $3400.00 Garage Door and Opener: $1650.00 Electrician: $5995.00 (reroute of wiring, install new wiring, heater, install new wiring for concession) Siding: $300.00 revised $550.00 Total: $12,345.00 (funny total) City portion: $3750 Andover Athletic Association portion: $8,345.00 The original budget plan was for a fenced cage, minimal electrical work, no ceiling changes, and no heater. Estimated cost was $8,000.00. ' . Final design included rerouting of electrical lines, sheet rocked wall and ceiling, wiring and install of heating unit. As I mentioned when we all met about the design changes this could push the project to $15,000.00. We did go over budget by 50%. Thank you to the City of Andover for partnering with AAA to complete this project. Thank You Todd L and team for the remodeling and construction work. Thanks Jason Andover Athletic Association A 2 1585 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: David D. Berkowitz, Director of Public Works/City Engineer FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 8. Review Outstanding Items/Maintenance Update DATE: November 15, 2018 Issues list as of 11/9/18 UPDATE OFANDOVER COMMUNITY CENTER ADVISORY BOARD — Commissioner Butler COMPLETED PROJECTS — • Sunshine Park Building Improvements — The garage improvements have been completed. Nice job done by Todd Lindorff, City of Andover's Facility Maintenance Supervisor, and the Andover Athletic Association and their subcontractors that performed the work. ON-GOING PROJECTS - • Update of Park Dedication Improvement Fund Quarterly Report — Next quarterly report will be in January. • Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism — Next quarterly report will be in January. • 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 field will be discussed later this winter. • 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 has removed the old playground structure and began preparing the site before the ground freezes for new equipment installation in the Spring of 2019. ON -HOLD PROJECTS — None at the time. OTHER ITEMS OF INTEREST — • Kelsey Round Lake Park (Outdoor Recreation Grant) — A fully executed contract from the MNDNR has been submitted to the City. Staff has completed the field surveying work. The design work will be done over the next few months. The project will be constructed in 2019. Minor alignment changes are being made to make construction cost more feasible. • ASN Trail (Local Trail Connection Grant) -- A fully executed contract from the MNDNR has been submitted to the City. Staff is currently working on the field surveying. The design work will be done over the next few months. The project will be constructed in 2019. • 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 year (2019) are as follows: ❖ 2019 — Kelsey Round Lake Park Trail Extension. ❖ 2019 — Andover Station North Trail Connection. • 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 10/27/18 • Mowed all parks. Primarily for mulching leaves. • Completed trash service at all parks. • Continued winterization of irrigation systems. • Pulled all bases from ballfields for the season. • Used trail blower to remove leaves and debris from trails. • Completed a Fall shop clean up and checked winter plowing equipment. 11/3/18 • Mowed parks as needed ---primarily for mulching leaves. • Completed trash service at all parks. • Completed winterization of irrigation systems. • Completed using trail blower to remove leaves and debris from trails. • Smoothed out all gravel parking lots. • Removed the dock at the Crooked Lake boat landing (10/31). • Repaired and painted hockey boards as needed. • Winterized and closed down concession doors. • Smoothed out soil around new fence at Eveland Varsity Field.