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Home My WebLink AboutJune 18, 20201685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting June 18, 2020 6:20 P.M. Meet at Strootman Park Playground 7:00 P.M. Meet at Andover City Hall 1. Call to Order 2. Resident Forum 3. Approval of Minutes (05/07/20 Work Session and 05/21/20) 4. Agenda Approval 5. Recommend Accepting Donation from Legacy Restoration/Timber River Park Shelter Improvements 6. Outstanding Items 7. 8. Chair's Report 9. Adjournment 7:15 P.M. Or Shortly Thereafter Workshop Session A. Discuss Draft 2020 Existing and Future Park Facilities Chart / Park Zones A&B B. Discuss Revisions to the Guidelines for Field Usage by Youth Athletic Associations C. Adjournment Note: Some or all members of the Andover Park and Recreation Commission may participate in the June 18, 2020 Park and Recreation Commission meeting by telephone or video conference rather than by being personally present at the Park and Recreation Commission regular meeting place at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, MN 65304. Members of the public can physically attend, although there is very limited seating in the City Council Chambers as appropriate social distancing will be done by the Commission and visitors. Egrall I - 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: David D. Berkowitz, Director of Public Works/City Engineer From: Todd J. Haas, Assistant Public Works Director Subject: 5. Recommend Accepting Donation from Legacy Restoration/Timber River Park Shelter Improvements Date: June 18, 2020 The Park and Recreation Commission is requested to recommend accepting a donation from Legacy Restoration for improvements that will be made to both shelters at Timber River Park. There are currently 2 shelters at this park. It has been determined that both shelter roofs will be re -shingled, and the soffits will be repaired where necessary. Legacy Restoration has offered the material and labor as a donation for the improvements that need to be made. The City of Andover Facilities Maintenance Supervisor Todd Lindorff will oversee the construction. ACTION REQUESTED The Park and Recreation Commission is requested to recommend accepting the materials and labor as a donation from Legacy Restoration for improvements that will be made to both shelters at Timber River Park. Respectfully submitted, 4�11- Todd J. Haas Attachment: Legacy Restoration Donation letter Cc: Seazon Patterson, Legacy Restoration (copy sent by e-mail) Michael B Aldrich, Timber River Homeowners Owners Association (copy sent by e- mail) 0 LEGACY RESTORATION 411b%� RAISING THE STANDARD City of Andover 1685 Crosstown Blvd. NW Andover, MN 55304 To whom it may concern, Legacy Restoration is offering a donation for the material and labor involved in the Community project at TimberRiver park in Andover. The scope of work would include the re -roof of the Shelter by the tree line, and the Shelter by playground. We have already supplied our State ID#, and certificate of insurance identifying the City of Andover as additionally insured. egards, (?l. ru ' Seazo Pa rson Con er Legacy Restoration, LLC. www.LegacyRestorationLLC.com 763-354-7660 1 15350 25th Avenue N, Suite 114, Plymouth, MN 55447 1 Licensed & Insured ANL15 6V9R$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 FROM: Todd J. Haas, Asst. Public Works Director't'1 SUBJECT: 6. Review Outstanding Items/Maintenance Update DATE: June 18, 2020 Issues list as of 06/12/20 Ur,Ufr I Ur ANDOVLR COMMUNITY CENTER AD VISOR YBOARD — Commissioner Strombeck. The contractor has been working on the interior part of the building for both the rink/multi sports area and gymnasium. COMPLETED PROJECTS — • ASN Ball Field Lighting Improvement — The field lighting has been completed and is ready for use by the associations. ON -GOING PROJECTS - • UUndate of Park Dedication Improvement Fund Quarterly Report — Item is on the agenda in July. • Update of Ouarterly Sheriffs Department Report on Park Patrol & Vandalism — Item is on the agenda in July. • Prairie Knoll Park North Parking Lot Improvements — The plans and specs have been ordered by the City Council. Staff is looking at a start date for construction later this summer or early fall. ON -HOLD PROJECTS — None at the time. OTHER ITEMS OF INTEREST — • Kelsey Round Lake Park (Outdoor Recreation Grant) — The contractor (North Valley, Inc.) has paved the trail. Restoration is nearly completed. • ASN Trail -- The contractor (North Valley, Inc.) has not started project. The project will be completed sometime this summer. • Hills of Bunker Lake West Park Trail Reconstruction -- With baseball being cancelled for this summer, staff has notified he contractor (North Valley, Inc.) that they now can begin work on the trail as soon as they are able. Work will be completed later this summer or the fall of 2020. • Update of Pedestrian Trails: Trails that are planned to be reconstructed when maintenance funding becomes available over the next couple years. Based on a discussion with others, these trails will be delayed for another year which are as follows: ❖ 2022 -- Kelsey Round Lake Park Trail 4• 2023 — Tom Anderson Trail (along Coon Creek east of Hanson Blvd) An engineering consultant has been hired to evaluate the proposed Railroad Underpass trail to connect internal developments from Winslow Cove 2°d Addition to the east side of the railroad to determine if the project is feasible. The report will be completed later this summer. Update of Scheduline Park and Recreation Commission meetim 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 2020. 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. 05/16/20 • Completed trash and recycling service for all parks and trails. • Continued picking up litter in parks and along trails, as needed. • Mowed all parks, trails, and preserves. • Continued with the installation of new irrigation around the Community Center. • Made "Playground Open" signs (use with caution) and re -opened playgrounds on 5115. • Groomed all ballfields. • Completed putting down all engineered wood fiber at Strootman Park. • Put out 6 lacrosse goals at Sunshine South and Prairie Knoll North fields. • Installed benches at Hidden Creek North and Strootman Park. • Continued spraying weeds in mulch beds, playgrounds, hard surfaces, and tree rings. • Cleaned up soil and debris around pedestrian bridge at Woodland Creek Restoration site. 05/23/20 • Completed trash and recycling service for all parks and trails. • Continued picking up litter in parks and along trails, as needed. • Mowed all parks and athletic fields. • Continued with the installation of new irrigation around the Community Center. • Repaired basketball hoop and backboard at Hidden Creek North. • Painted over graffiti at the RR Bridge. • Installed "No Bicycles Allowed" signs at Woodland Creek Restoration Project. • Continued spraying weeds in mulch beds, playgrounds, hard surfaces, and tree rings. • Started moving equipment from Garage A to new Cold Storage Building. 05/30/20 • Completed trash and recycling service for all parks and trails. • Continued picking up litter in parks and along trails, as needed. • Mowed all parks and athletic fields and started mowing trails and preserves. • Continued with the installation of new irrigation around the Community Center. • Smoothed all gravel parking lots. • Continued spraying weeds in mulch beds, playgrounds, hard surfaces, and tree rings. • Removed tree blocking the walking path located to the West of Prairie Knoll Park. • Completed May Monthly Safety Meeting. • Conducted testing of the new ASN East ballfield Lighting on 5/28. ?CN66V9^ 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`a-153 FROM: Todd J. Haas, Assistant Public Works Director Jason Grode, Parks Maintenance Supervisor SUBJECT: A. Discuss Draft 2020 Existing and Future Park Facilities Chart/Park Zones A&B DATE: June 18, 2020 INTRODUCTION The Park and Recreation Commission is requested to begin evaluating the draft 2020 Existing Park and Future Park Facilities Chart for Zones A and B and prioritizing the importance of each park and features within the park. DISCUSSION The parks within Zone A currently has 13 parks and Zone B has 8 parks. Below identifies Zones A and B by category: Zone A Mini Parks in Zone A (2 parks) • Cedar Crest Estate -Park #2A (Undeveloped) • Langseth-Park #5A Neiahborhood Parks in Zone A (6 parks) • Cedar Crest -Park #IA (Undeveloped) • Lund's North -Park #6A • Pine Hills South -Park #8A • Timber Rivers -Park #9A • Valley View-Park#12A • White Pine -Park #13A Community Plavfields in Zone A (4 parks) • Fox Meadows -Park #3A • Hawkridge-Park #4A • Timber Trails -Park # 10A • Pine Hills North -Park I IA _Community Parks in Zone A (1 park) • Martin Meadows -Parks 7A (Undeveloped) Zone B Mini Parks in Zone B (5 parks) • Country Oaks -Park #20B (Undeveloped) • Oakview-Park #24B • Woodland Crossing -Park 425B • Woodland Meadows -Park #26B • Maple View -Park #2813 Neiehborhood Parks in Zone B (3 parks) • Birch Ridge -Park #1913 (Undeveloped) • Forest Meadows -Park #21B • Oak Hollow -Park #23B Community Plavfields in Zone B (0 parks) Community Parks in Zone B (0 park) Attached is a spreadsheet of Zone A and B identifying what is existing in each park (left column), what future improvements are (middle column) and what the replacements are (right column). In the replacement column, staff has identified three different colors as to the priority of each of the replacement items. Green identifies the replacement as high priority, yellow identifies the replacement as a medium priority and red identifies the replacement a low priority. The Park and Recreation Commission will need to evaluate the recommendations of staff and determine if the Commission would like to make any changes. As previously mentioned at past Park and Recreation Commission meetings, the direction from the City Council is to update the Park Dedication study so a new fee can be determined. But before the study be updated, the Commission will need to evaluate each zone to determine if any changes should be made to the chart for future improvements (middle column). Once the Commission has made the changes to each of the Zones A-D, the staff will be able to move forward in updating the park dedication study so that a new park dedication fee can be determined. As far as the Replacement Items (right hand column), the Park and Recreation Commission will need to review staff s recommendation as to the priority of each of the items that needs to be replaced over the next few years. The reason that this needs to be evaluated so that when the time comes to replace existing items or pieces of equipment (for example playground equipment) due to condition, age, ADA requirements, and/or lack of resident use, the City will have a plan in place on how to deal with each park when it is brought up for discussion by staff. By identifying the priorities for each of these parks and what items or equipment will or will not be replaced or repaired has an impact on the Existing and Future Park Facilities Chart (replacement section of the spreadsheet) could reduce the cost to the general fund to replace or repair these features. 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ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 . WWW.ANDOVERMN.GOV To: Park and Recreation Commission CC: -CA David D. Berkowitz, Director of Public Works/City Engineer From: Todd J. Haas, Assistant Public Works Director Subject: B. Discuss Revisions to the Guidelines for Field Usage by the Youth Athletic Associations Date: June 18, 2020 Commissioner Strombeck requested this item be on the agenda to discuss the current Guidelines for Field Usage by the Youth Athletic Associations. DISCUSSION Attached is the current Guidelines that are required to be addressed by the organizations/associations as part of the application for use of City facilities. ACTION REQUESTED This item is for discussion purposes only as requested by Commissioner Strombeck. Respectfully submitted, Todd J. Haas Attachment: Guidelines for Field Usage by the Youth Athletic Associations ?CNb6V9^ 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.CI.ANDOVER.MN.US Guidelines for Field Usage by Youth Athletic Associations 1. Guideline Statement A key goal of the City of Andover's Parks & Recreation Commission's function is to provide a rich variety of recreational opportunities to residents in the most cost efficient manner possible. To achieve this goal, the City will emphasize a partnership with Andover's volunteer organizations to plan, organize, and implement youth recreational programs both as a means of containing service costs and as a method of ensuring a community -based program. 2. Procedures The City may recognize any number of associations based on the availability of resources and determination of the benefit to the community by the Parks & Recreation Commission. To qualify as a recognized City of Andover youth athletic association, the association must provide: 2.1.1. Unless specified by sanctioning or governing bodies, youth sports program(s) must be open to all residents (regardless of their school affiliation). The programs shall be targeted to have a minimum of 51 % participation from Andover residents based on the previous year participation in that association. The number of participants must obtained from the State organization for that particular association or sport or the president of the particular association must sign a affidavit as to the accuracy of the number of participants last year from Andover. 2.1.2. Democratic procedures and elections that ensure input from the residents regarding the program and policies. The Parks Coordinator shall be provided a copy of the group's by-laws with the required field application. 2.1.3. All associations must provide verification that they have 50lcQ or equivalent non-profit status with the State of Minnesota. 2.1.4. Certificate of insurance, which also names the City of Andover as "Additional Insured". KkEngineering\Parks\Guidelines for field usage Youth Athletic Associations Policy.doc 2.1.5. Established grievance procedures, as outlined by association by-laws. 2.1.6. Duplication of sport offering by associations is not encouraged. Example: If more than one recognized association offers the same level of competitiveness, this shall trigger the field allocation clause. The number of Andover residents within each of the associations will determine the percentage of fields that will be allocated to the particular association. 2.2. In return, qualifying associations will receive from the City priority use of City - owned facilities. This means that all required information/documentation must be provided by the association to the City of Andover before an application submitted by that association can be accepted for use of the City's facilities. Note: The Park and Recreation Commission has the authority to review the number of fields that are being -requested by the association. The final determination will be made by the Park and Recreation Commission based on need for the association. Acknowledgment of the groups as providers of their respective sport offerings. As part of this, the City does not offer programs in these areas, but refers resident to these organizations. 2.3. Youth athletic associations are valued partners to the City in providing organized recreational opportunities. Consequently, serious conflicts arising within or between associations and resident groups that threaten the quality of those recreational opportunities are of concern to the City. 2.4. Barring a legal imperative to the contrary, the City's role in resolving such conflicts is limited to encouraging the association board and party in conflict to work through the problem, according to existing by-laws, with staff representatives providing facilitation and information, as needed. 3. Responsibility The Parks Coordinator or a city representative will work with the various athletic associations to ensure the responsibilities are being met. Staff through the grievance procedure addresses concerns from the general public. Revised and approved by City Council on 12/4/07 RkEngineedngWarkslGuidelines for field usage Youth Athletic Associations Policy.doc