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HomeMy WebLinkAboutJanuary 19, 2023�&K;'FaIM1141) w P IQ0--* 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting January 19, 2023 6:00 P.M. Meet at Andover City Hall 1. Call to Order 2. Resident Forum 3. Approval of Minutes (12-15-22) 4. Agenda Approval 5. Discuss Updated Guidelines for Fields and Park Facility Usage 6. Discuss Updated Fee Schedule 7. Park Dedication Improvement Fund 4th Quarterly Report/Finance Department 8. Anoka County Sheriff's Department 4th Quarterly Report 9. Outstanding Items 10.Other Items or Updates 11. Chairs Report 12.Adjournment PARK AND RECREATION COMMISSION MEETING — DECEMBER 15, 2022 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Lindahl on December 15, 2022 6:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chairperson Jim Lindahl, Commissioners Kristin Lackie, Sophia Newton, Shane Stenzel, Tracy Strombeck, Reuben Ustimchuck, Jake Widmyer Commissioners Absent: None Also Present: Parks & Streets Operations Manager, Jason Baumunk Associate Planner, Jake Griffiths Others RESIDENT FORUM No one appeared before the Commission. APPROVAL OFMINUTES October 20, 2022 Regular Meeting December 1, 2022 Regular and Workshop Meeting Motion by Strombeck, seconded by Widmyer, to approve the October 20, 2022 Regular Meeting minutes as presented. Motion carries 5 ayes, 2 present (Newton and Stenzel) Commissioner Newton stated she and Commissioner Widmyer were not present at the December 1 meeting. Motion by Stenzel, seconded by Strombeck, to approve the December 1, 2022 Regular Meeting minutes as amended. Motion passed 5 ayes, 2 present (Newton and Widmyer). Regular Andover Park & Recreation Commission Meeting Minutes — December 15, 2022 Page 2 Motion by Stenzel, seconded by Lackie, to approve the December 1, 2022 Workshop Meeting minutes as amended. Motion passed 5 ayes, 2 present (Newton and Widmyer). APPROVAL OFAGENDA Motion by Widmyer, seconded by Stenzel, to approve the agenda as presented. Motion passed unanimously. DISCUSS NEIGHBORHOOD PARK SUR VEY— HILLS OF BUNKER LAKE WEST The Park and Recreation Commission is requested to review survey information received from residents for the Hills of Bunker Lake West and provide recommendations for playground replacement. Associate Planner Griffiths stated the survey was conducted online. Mr. Griffiths stated the City received 44 responses. He stated most of the residents wanted a playground for ages 5-12. Mr. Griffiths stated some residents questioned spending money on playground replacements. He explained the money has been set aside in the CIP and planned for several years. Commissioner Widmyer asked staff to address a resident's concern that the playground didn't look like it needed replacement. Parks & Streets Operations Manager Baumunk stated the playground is 18 years old. The City has certified playground inspectors, and the City plans to replace playgrounds before they break down and become unsafe. Chairperson Lindahl stated residents are looking for handicapped accessible equipment. Mr. Griffiths stated there is a licensed group home near the park. The Commission reached consensus to include handicapped accessible items. Commissioner Stenzel noted that ziplines and tire swings were popular. He also pointed out that residents wanted the parking lot paved. Chairperson Lindahl stated the plan is to pave all parking lost within the MUSA. The Commission agreed to add paving the lot to the CIP. Mr. Baumunk noted there were many comments for spinning equipment. He indicated the footprint was set and the border is in good shape. Mr. Baumunk addressed a comment requesting the pine trees be trimmed for visibility. He stated the trees are on private property and the management of the property was planning to trim them. Regular Andover Park & Recreation Commission Meeting Minutes — December 15, 2022 Page 3 Staff will return with proposals that will fit in the footprint and include handicap accessible items. DISCUSS NEIGHBORHOOD PARK SURVEY— HIDDEN CREEK EAST The Park and Recreation Commission is requested to review survey information received from residents for Hidden Creek East. Associate Planner Griffiths presented the results of the survey and stated most residents wanted a structure for both age groups, 2-5 years, and 5-12 years. The City received 24 responses from this neighborhood. Parks & Streets Operations Manager Baumunk stated the playground is 20 years old. He stated the concrete border is in good shape and has a large footprint. Chairperson Lindahl asked staff to address a comment about rink lighting. Mr. Baumunk stated there is a circular rink with one light. Staff will look at replacing the light with something brighter. Mr. Baumunk stated there was a question about soccer nets. He stated it is a reservable field, however, the City does not own soccer goals, the associations do. The City is looking at installing irrigation. Mr. Baumunk stated there were a few comments about the handball wall and the City does not have a way to measure how much it gets used. DISCUSS NEIGHBORHOOD PARK SURVEY— L UNDS NORTH The Park and Recreation Commission is requested to review survey information received from residents for Lunds North. Associate Planner Griffiths stated this will be a new playground. He presented the results of the survey and stated most residents wanted a structure for both age groups, 2-5 years, and 5-12 years. Mr. Griffiths stated the ballfield will stay and the playgrounds added. Chairperson Lindahl addressed the comment regarding an ice rink stating there was one there years ago, but it did not get used much. Parks & Streets Operations Manager Baumunk stated the City can add trees to the park and will consult with the City's Natural Resource Technician. Mr. Baumunk stated the baseball association is looking at expanding the size of the ballfield to accommodate older kids. Commissioner Newton asked if there was a garbage container for dog waste at this park. Mr. Baumunk stated the City has doggy pots at most parks but there is not one at Lunds North. OUTSTANDING ITEMS Regular Andover Park & Recreation Commission Meeting Minutes — December 15, 2022 Page 4 1. Completed Projects: Prairie Knoll hockey rink has been replaced. Staff hung lights on trees along the entrance to City Hall and Community Center. 2. On -going Projects: 3. On -Hold Projects: 4. Updates from Previous Meetings: a. Park Related Field Use Fees are being worked on. b. Fox Meadows sliding hill is a possibility. A light will be needed. Staff will ask if the neighborhood is interested in a sledding hill. 5. Other Items of Interest: a. Design will begin on Kelsey Round Lake Park Trail. b. Design and easement acquisition is ongoing for Trail Segment 1. c. Outdoor Ice Rinks are being flooded but the weather has delayed opening. 6. Parks Maintenance Update: presented in the staff report. CHAIR'S REPORT Commissioner Newton asked for winter programming at parks, such as snowshoeing. Commissioner Stenzel asked how long it took staff to send out and compile the survey results. Mr. Griffiths stated it takes 4-6 hours of staff time. Commissioner Stenzel asked if the Commission wants to get resident feedback when creating the CIP. He asked if the City is doing a City-wide survey and if it can include questions relating to parks. Mr. Griffiths stated Administration and the City Council are looking at conducting a City-wide survey. Staff will research options to reach residents for their input. Commissioner Stenzel suggested the City newsletter, Facebook, and website as avenues to reach residents. Chairperson Lindahl thanked residents who responded to the playground surveys. Chairperson Lindahl stated his term and Commissioner Stenzel's term are expired and they both applied again. ADJOURNMENT Motion by Stenzel, seconded by Lackie, to adjourn the meeting at 6:41 p.m. Motion passed unanimously. Respectfully Submitted, Shari Kunza, Recording Secretary Timesaver Off Site Secretarial, Inc. 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commissioners CC: Dave Berkowitz, Director of Public Works/City Engineer' Jason Baumunk, Parks & Streets Operations Manager FROM: Jake Griffiths, Associate Planner SUBJECT: 5. Discuss Updated Guidelines for Fields and Park Facility Usage DATE: January 19, 2023 DISCUSSION Over the past several months, City staff have been working on an update to the Guidelines for Fields and Park Facility Usage. The update focuses on adding clarity to the guidelines to help City staff and park users understand the minimum application requirements, processes and deadlines, and expectations for park and facility usage. The Draft Guidelines for Fields and Park Facility Usage are attached for review. Please note that the majority of the updated guidelines are not substantial policy changes, but rather clarify existing requirements and policies. City staff will walk the Commission through the updated guidelines in more detail during the meeting. ACTION REQUESTED The Park & Recreation Commission is requested to review the attached Draft Guidelines for Fields and Park Facility Usage and provide feedback to staff or make a recommendation to the City Council. Respectfully submitted, C Jake Griffiths Associate Planner Attachments Draft Guidelines for Fields and Park Facility Usage Current Guidelines for Fields and Park Facility Usage 01.10.23 DRAFT I T Y O F I DO Vr FE. 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Guidelines for Field & Park Facility Usage 1. Guiding Statement A key goal of the City of Andover Parks & Recreation Commission 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. Definitions The following words or terms, whenever they occur in this policy, are defined as follows: City: City of Andover. City Activities: Meetings, programs, or activities in support of the governmental operations of the City of Andover. Includes groups, organizations, or agencies that are directly related to, controlled by or sponsored by the City of Andover. Responsible Person: Person who agrees to personally indemnify and hold the City harmless form any damages or claims that may arise from the City rental space or room by the group and its members. Tournament: A series of contests between a number of competitors, who complete for an overall prize or championship, outside of typical league or association activities. Youth Athletic Association: Means an organized athletic affiliation involving participants of not more than nineteen years of age, who engage in an organized athletic game or competition against another team, club, or entity or in practice or preparation for an organized game or series of games such as in a tournament setting. These organizations must be recognized by the Parks & Recreation Commission and meet the requirements outlined by these guidelines. 3. Minimum Requirements and Procedures In order to provide a framework for staff to consider facility and field space rentals and guide the assignment and priority of application requests, the establishment of minimum requirements and procedures is necessary. This section is intended to assist in identifying rental application placement in the event of multiple request for one facility and to determine which individual or group will be given priority placement. 01.10.23 DRAFT A. Placement: Priority placement shall only be given to those complete applications made prior to the application deadline listed on the respective applications. Incomplete or late applications will not be given priority placement and will be subject to remaining field availability after all other applications are processed. 1. City activities. 2. Youth athletic associations with 50% or more membership residing within the City of Andover. 3. Youth athletic associations with less than 50% of their membership residing within the City of Andover. 4. All others. B. Priority Placement of Associations. 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 meet the minimum requirements and provide the following items to the City: A. Democratic procedures and elections must be provided that ensure input from the residents regarding the programs and policies. The City Administrator or their designee shall be provided a copy of the group's by-laws with the required field application that includes this information. Note: The association has the option of providing the website link of the group's Democratic procedures and elections. B. All associations must provide a copy of the verification that they have 501 c(3) or equivalent non-profit status with the State of Minnesota. C. A copy of the Certificate of Insurance must be provided which also names the City of Andover as "Additional Insured". D. A copy of the Established Grievance Procedures must be provided as outlined by association by-laws. Note: The association has the option of providing the website link of the group's established grievance procedures. If the association meets the minimum requirements listed above, in return qualifying associations will receive from the City use of City owned fields/facilities. Associations with 50% or more participation from Andover residents will receive higher priority. Associations that do not meet the 50% threshold will have the opportunity to use the City fields/facilities if they meet the minimum requirements in Items A-D of the Guidelines. The number of participants must obtain from the State organization for that particular association or sport, or the president of the particular association must sign an affidavit as to the accuracy of the number of participants from the last year who resided within the Andover city limits. Note: The association has the option of having a Notary Public certify the number of participants in the association based on the previous year's participation by certifying the application for use of the City fields/facilities. Other associations that do not meet Items A, B and/or D (Certificate of Insurance is still a requirement) may be able to use City fields/facilities if there are any available after the recognized associations have determined the fields/facilities they need for their games and/or practices. Note: It is understood by the associations that the priority of fields/facilities may change from year to year depending on the percentage of participants of Andover residents in their program- 2 01.10.23 DRAFT C. Information Required. All required information/documentation must be provided by the association to the City before an application for use of the fields/facilities can be approved. The Park and Recreation Commission has the authority to review the number of fields/facilities 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. D. Duplication of Offerings. Duplication of sport offerings by associations is not encouraged. Example: If more than one recognized association offers the same level of competitiveness, the number of Andover residents within each of the associations will determine the percentage of fields that will be allocated to the particular association. E. Conflicts and Grievances. 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. 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. 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. The City Administrator or their designee will work with the various associations to ensure their responsibilities are being met. Staff through the grievance procedure of each association will address concerns from the general public. 4. General Policies A. The individual named on the application and who has signed for the rental is the "Responsible Person" and/or the group in whose name the application is issued shall be held jointly responsible for any use to which a facility is rented and shall accept responsibility for all damage done to City property. B. The City assumes no liability for loss of personal property, damage, injury, or illness incurred by individuals or groups when park facilities are being used for a rented activity. C. The City reserves the right to exercise supervisory authority and to prevent unauthorized or illegal activities on City property. The City shall not be responsible for interruptions of the use of the described facilities for reasons beyond its control and reserves the right to cancel the rental for reasons of public safety or convenience. The City reserves the right to deny application for rule violations and past rule violations, enforceable by City staff. D. The use of facilities shall be restricted to the spaces specifically requested on the application form. Other groups or activities may take place at the same time at another space. Groups are requested and encouraged to have respect for each other's space. E. The signer "Responsible Person" of the group/individual on the application form must be on site during the event and shall assume full responsibility for any unlawful act committed. No person who had not attained the age of 21 years shall be allowed to rent a facility. F. No markings or the application of materials to walls, ceiling or floors or park facilities shall be permitted unless authorized by the City. 01.10.23 DRAFT G. Tents or other structures with stakes, tarps, or any part or portion thereof attached to the facility are prohibited. Free standing canopy tents are permitted provided they obtain a permit from the City of Andover prior to installation and are properly secured using sandbags or weights. H. No radios, boomboxes, recorded music, loudspeakers, DJ, live music or sound amplifying equipment are allowed in "excess" in any park facility. I. All City of Andover parks are tobacco free and no tobacco use is allowed on park property. J. All rules and regulations stated in this policy are subject to all City, County, State and Federal laws. K. Equipment or materials brought in by groups should be brought in the day of rental and taken out the same day or night, unless pre -approval has been obtained from the City of Andover. No storage of personal property is allowed. L. Parking shall occur only in designated parking areas. It shall be the responsibility of the Responsible Person to ensure that parking only occurs in designated parking areas. Groups that underestimate their number of guests may not have adequate parking. Parking on grass or driving on any trail is prohibited. All tournaments, and other reservations depending on their size, shall be required to provide parking lot attendants to direct traffic. Individuals directing traffic must always use MNDOT approved reflective vests. The parking attendants will be responsible for contacting the Anoka County Sheriffs Office where there is a conflict/issue/concern with parking. The Responsible Person may also submit other alternatives/options in writing to the City for approval with details on how parking operations for their reservation will not impact the park/facility and/or neighboring properties. If these alternatives are acceptable to the City, the City may waive the parking lot attendant requirement. M. Clean -Up of the facility is the responsibility of the renter. It is the Responsible Person's responsibility to make sure the facility is left in good condition for the next renter. It is recommended that the Responsible Person document the site when leaving by taking photos with a time stamp to provide evidence that this provision has been complied with. N. The Responsible Person shall ensure that all trash is placed in containers, all tables/benches are wiped off, all doors are locked before departure, and to haul away anything else necessary to leave the facility in a clean and orderly fashion. O. If additional staff time beyond that necessary for normal cleaning and maintenance is required to clean and/or repair the facility, the costs for said service including staff time and a 15% administrative charge, shall be billed to the security deposit or directly billed to the Responsible Person if the costs exceed the security deposit amount. P. The Responsible person is required to move, at their expense, materials, equipment, furnishings or rubbish that cannot be contained in the trash receptacles provided. No equipment or supplies may be left beyond end rental time. Q. Each facility has a maximum occupancy limit. If this occupancy limit is exceeded, the security deposit will be forfeited. R. Renters may not subcontract or sublease their rental facility. II 01.10.23 DRAFT S. No alcohol is allowed in the parks without an approved 3.2% Malt Liquor License. If the organization is requesting a 3.2% Malt Liquor License a separate application shall be submitted at the same time as the reservation. 5. Cancellation and Refund Policy Reservations will not be refunded due to rain or inclement weather. The following cancellation and refund policy shall apply to all reservations: 1. 30 Days or More in Advance of Reservation Date: Full Refund minus a 15% Administrative Charge. 2. No refund will be issued if cancellation is made less than 30 days from scheduled event. 6. Payment All facility rental fees and security deposits as specified by the City of Andover Fee Schedule shall be paid upon submitting an application to the City of Andover. No reservation will be processed unless it is accompanied by its respective fees. 7. Damage/Fines In the event of damage to the facility or its premises, the damage will be documented with photos and any repair bills will be assessed to the Responsible Person and/or group who has signed to rent the facility. Deposits may be forfeited for damage to property caused by the Responsible Person or group affiliated with the Responsible Person, alcohol violations, tobacco violations, occupancy violations, noise violations or other criminal activity, non-compliance with any other request made by the City of Andover after initial warning, or violation of City, County, State or Federal law. If the costs for repair due to damage exceed the balance of the security deposit the Responsible Person shall be billed for the excess cost in addition to a 15% administrative charge. The City of Andover reserves the right to deny applications for rental based on violations of this policy and violations by the requesting applicant or group. 8. Fees The City Council shall determine the fees associated with all reservations under this policy in conjunction with the City's Fee Schedule as may be amended. 9. Liability All rental groups using the facilities will be required to sign a waiver of liability on the reservation application agreeing that they shall defend, indemnify and hold harmless the City and its officials, employees and agents from any liabilities, judgements, losses, costs or charges (including attorney's fees) incurred by the City or any of its officials, employees or agents as a result of any claim, demand, action or suit relating to any bodily injury (including death), loss or property damage caused by, arising out of, related to or associated with the use of the reserved facility by the group or its employees, volunteers, guests, or invitees, except to the extent caused by the negligence or other wrongful conduct of the City or its officials, employees or agents. A certificate of insurance may be required at the discretion of the City depending on the nature of the reservation which identifies the City of Andover as an additional insured. The group, individual or organization using the City facility must provide competent adult supervision for the entire time participants are in the facility or on the premises. Children are to be under adult supervision during the entirety of the reservation. 5 01.10.23 DRAFT 10. Amendments Amendments to this policy may be initiated by City Council, Parks & Recreation Commission or City staff. The Parks & Recreation Commission shall review all proposed amendments and make a recommendation to the City Council. The City Council, in considering the recommendation of the Parks & Recreation Commission, shall make the final decision on any proposed amendments. I 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 (Revised) 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. Minimum Requirements and 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 meet the minimum requirements and provide the following items to the City: A. Democratic procedures and elections must be provided 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 that includes this information. Note: The association has the option of providing the website link of the group's Democratic procedures and elections. B. All associations must provide a copy of the verification that they have 501 c(3) or equivalent non-profit status with the State of Minnesota. C. A copy of the Certificate of Insurance must be provided which also names the City of Andover as "Additional Insured". D. A copy of the Established Grievance Procedures must be provided as outlined by association by-laws. Note: The association has the option of providing the website link of the group's established grievance procedures. If the association meets the minimum requirements above (A-D), in return qualifying associations will receive from the City use of City owned fields/facilities. Associations with 50% or more participation from Andover residents will receive higher priority. H:\Engineering\Parks\Guidelines for field usage - clean copy.doc Associations that do not meet the 50% threshold will have the opportunity to use the City fields/facilities if they meet the minimum requirements in Items A-D of the Guidelines. The number of participants must obtain from the State organization for that particular association or sport or the president of the particular association must sign an affidavit as to the accuracy of the number of participants from last year from Andover. Note: The association has the option of having a Notary Public certify the number of participants in the association based on the previous year's participation by certifying the application for use of the City fields/facilities. Other associations that do not meet Items A, B and/or D (Certificate of Insurance is still a requirement) may be able to use City fields/facilities if there are any available after the recognized associations have determined the fields/facilities they need for their games and/or practices. Note: It is understood by the associations that the priority of fields/facilities may change from year to year on the percentage of participants of Andover residents in their program. All required information/documentation must be provided by the association to the City before an application for use of the fields/facilities can be approved. The Park and Recreation Commission has the authority to review the number of fields/facilities 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. Duplication of sport offerings 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. 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. • 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. • 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. 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 9/15/20 HAEngineering\Parks\Guidelines for field usage - clean copy.doc T Y O F DOVE: 1685 CROSSTOWN BOULEVARD N.W.. ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commissioners CC: Dave Berkowitz, Director of Public Works/City Engineer��-'`3 Jason Baumunk, Parks & Streets Operations Manager FROM: Jake Griffiths, Associate Planner SUBJECT: 6. Discuss Updated Fee Schedule DATE: January 19, 2023 DISCUSSION During the October 20, 2022 Park & Recreation Commission Workshop, the Commission discussed various updates to park related fees in the City's fee schedule and gave feedback to City staff. Minutes from this workshop meeting are attached. Since that time City staff has reviewed the Commission's feedback and created the attached updated park related fees for review. City staff will walk the Commission through each of the updates in more detail during the meeting. Please note that pending feedback on the Updated Guidelines for Fields and Park Facility Usage discussed as part of the previous agenda item, City staff may adjust some of the names of fees to match the updated guidelines. For example, "Youth Rec Play" would be adjusted to "Youth Athletic Associations" and "Adult Rec Play" would be adjusted to "Non - Youth Athletic Associations". ACTION REQUESTED The Park & Recreation Commission is requested to review the attached park related fee updates and provide feedback to staff or make a recommendation to the City Council. ectfully submitted, Jake Griffiths Associate Planner Attachments October 20, 2022 Park & Recreation Commission Workshop Minutes Draft Park Related Fee Updates Regular Andover Park & Recreation Commission Meeting Minutes — October 20, 2022 Page 5 ADJOURNMENT Motion by Strombeck, passed unanimously. Respectfully Submitted, Shari Kunza, Recording Secretary TimeSaver OffSite Secretarial, Inc. Widmyer, to adjourn the meeting at 7:05 p.m. Motion Tel PARK AND RECREATION WORKSHOP MEETING — OCTOBER 20, 2022 MINUTES The Workshop Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Lindahl on October 20, 2022 at 6:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chairperson Jim Lindahl, Commissioners Kristin Lackie, Tracy Strombeck, Reuben Ustimchuk, and Jake Widmyer Commissioners Absent: Sophia Newton and Shane Stenzel Also Present: Parks & Streets Operations Manager, Jason Baumunk Associate Planner, Jake Griffiths Others DISCUSS PARK RELATED FEES Mr. Griffiths discussed current park related fees on our fee schedule and discussed suggested changes by staff to the fee schedule. Rental fees are being discussed to be removed as it is no longer applicable. The commission supported this. Mr. Griffiths went through all the Park related fee schedules and applications with the Park & Recreation Commission that staff have been working on updating. The discussion was to add the damage deposits as listed on the applications to our fee schedule. The commission also recommended making the refundable damage deposit the same regardless of a profit or non- profit organization. Regular Andover Park & Recreation Commission Meeting Minutes — October 20, 2022 Page 6 Adjustments are going to be made for fees such as cost of use of lights. Staff is working with Connexus to determine an average cost er hour for lighting. Staff updated the Park & Recreation Commission on the updated plan for checking out keys to facilities. A short discussion was held about user fees for the associations of the park athletic facilities. Mr. Lindahl gave a brief history of why Andover has not charged user fees in the past. The suggestion was to have discussion with City Council at a joint meeting to see if there is any interest in pursuing the topic. All changes to applications, field use fees, and field use guidelines will be brought to the Park & Recreation Commission at a future date once staff has finished discussion on the items. Filed use applications and the difficulties staff has with getting applications submitted on time. It is the recommendation of staff and the commission to release the field use schedules regardless of all associations have their applications submitted. ADJOURNMENT The meeting adjourned at 6:32 p.m. Respectfully Submitted, Jason Baumunk Parks & Streets Operations Manager Parks CURRENT Wld Usage: PROPOSED Adult Rec Play $75.00 per team, per season $75.00 per team, per season $10.00 additional, per player, non-resident fee $10.00 additional, per player, non-resident fee Youth Rec Play $0.00 per team, per person $0.00 per team, per person $0.00 additional, per player, non-resident fee $0.00 additional, per player, non-resident fee Note: Includes the use of fields for both lighted and non -lighted Note: Includes the use of fields for both lighted and non -lighted Field without Lights (Private Use) $15.00 per hour or $20.00 per hour or $75.00 per day $100.00 per day Field with Lights (Private Use) $20.00 per hour or $25.00 per hour or $100.00 per day $125.00 per day Tournaments No Field Maintenance/Adult $275.00 tournament fee for the park plus $275.00 tournament fee for the park plus $200.00 field usage fee per field $200.00 field usage fee per field plus ------------------- $500.00 damage deposit ------------------- 50% of the tournament fee will be assessed for applications made less than 8 weeks prior to the tournament date No Field Maintenance/Youth $275.00 tournament fee for the park plus $275.00 tournament fee for the park plus $100.00 field usage fee per field for youth organizations not affiliated with Andover Youth $200.00 field usage fee per field for youth organizations not affiliated with Andover Youth plus ------------------- $500.00 damage deposit ------------------- 50% of the tournament fee will be assessed for applications made less than 8 weeks prior to the tournament date CURRENT PROPOSED Hockey, age: Adult Rec Play $75.00 per team, per season $10.00 additional, per player, non-resident fee $75.00 per team, per season $10.00 additional, per player, non-resident fee Youth Rec Play $0.00 per team, per person $0.00 per team, per person $0.00 additional, per player, non-resident fee $0.00 additional, per player, non-resident fee Note: Includes the use of rinks for both lighted and non -lighted $15.00 per hour or $20.00 per hour or Rink without Lights (Private Use) $75.00 per day $100.00 per day Rink with Lights (Private Use) $20.00 per hour or $25.00 per hour or $100.00 per day $125.00 per day Tournaments No Rink Maintenance/Adult $200.00 tournament fee for the rink or rinks plus $200.00 tournament fee for the rink or rinks plus $100.00 rink usage fee per rink $100.00 rink usage fee per rink ------------------- $500.00 damage deposit No Rink Maintenance/Youth $200.00 tournament fee for the rink or rinks plus $200.00 tournament fee for the rink or rinks plus $100.00 rink usage fee per rink for youth organizations not affiliated with Andover youth $100.00 fee „ fee hens rink usage rink youth za not affiliated with ^fir ------------------- $500.00 damage deposit CURRENT PROPOSED Park Facilities — Athletic Associations $200.00 refundable key/damage/maintenance deposit $500.00 refundable key/damage/maintenance deposit Field Lights - Athletic Associations $200.00 refundable key/damage/maintenance deposit $500.00 refundable key/damage/maintenance deposit Field Lights - Private Rentals $200.00 refundable key/damage/maintenance deposit $500.00 refundable key/damage/maintenance deposit Scoreboard Controller & Battery Pack Rentals ------------------- 1$1,300.00 refundable deposit AC I T Y O F NDOVE01. 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commission CC: Jason Baumunk, Streets / Parks Manager FROM: Lee Brezinka, Finance Manager SUBJECT: 2022 Fourth Quarter Financial Report - UNAUDITED DATE: January 19, 2023 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 December 31, 2022. ACTION REQUESTED Informational data provided and no formal action is needed. Respectfully submitted, City of Andover �z 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 December 31, 2022 UNAUDITED Fund Balance $ 2,019,370.25 Collected Additional Revenues Anticipated Budget To Date Anticipated Park Dedication Fee - Residential $ 220,000 $ 1,347,276.00 - Anticipated Park Dedication Fee - Commercial - 13,263.64 Donation / Grant - _ _ Capital Projects Levy for Park Improvements 15,000 14,536.58 - Rose Park Tower Rental 13,515.09 Interest 3,081.00 - 235,000 1,391,672.31 Total Funds Available 2,019,370.25 Carryforwards/ 2022 Reserved Projected Commitments Budget Adjustments Actual Amount Rose Park Tower Rental balance 68,189.03 54,824.44 13,364.59 Pine Hills North & South - Parking Lot 187,000 4,245.50 166,978.28 24,267.22 Oak Bluff - Basketball Court 10,000 - 6,046.98 3,953.02 Annual Miscellaneous Projects 25,000 - 25,000.00 Operating Transfer Out 163,143 163,143.00 - $ 385,143 72,434.53 390,992.70 Total Dollars Allocated for Park Projects 66,584.83 Park Improvement Funds Available For Future Projects: $ 1,952,785.42 1/11/2023 2022 Park Improv 4th Qtr CITY OF ANDOVER Park Improvement Fund Balance Sheet December 31, 2022 Assets: Current Assets Cash - Reserved $ 66,584.83 Cash - Unreserved 1,952,785.42 Total Cash 2,019,370.25 Interest / Tax Receivable 162.78 Due from Other Governments - Total Assets $ 2,019,533.03 Liabilities and Fund Balance: Liabilities Accounts Payable Deferred Revenue 169 7R s Total Liabilities 162.78 Fund Balance Fund Balance 12-31-21 1,018,690.64 Excess of Revenues Over (Under) Expenditures 1,000,679.61 Total Fund Balance" 2,019,370.25 Total Liabilities and Fund Balance $ 2,019,533.03 1/11/2023 2022 Park Improv 4th Qtr CITY OF ANDOVER Park Improvement Fund Revenues December 31, 2022 Revenues: Property Tax / Fiscal Disparities- Current July Tax Settlement Dec Settlement Accrual Subtotal 54365 - Park Dedication Fees 4660 - 175th Ave NW Andover Crossings - Apartments Andover Crossings - Senior Living Shadowbrook North Meadows of Petersen Farms Taco Bell Fields of Winslow Cove Nightingale Villas Subtotal 56910 - Interest Income 1 st Qtr 2nd Qtr 3rd & 4th Qtr Subtotal 58105 -Rental Verizon Tower Rental - Rose Park Subtotal Miscellaneous Budget $ 7,791.89 6,744.69 $ 15,000.00 14,536.58 4,400.00 720,900.00 153,792.00 24,325.00 76,450.00 13,263.64 261,677.00 $ 220,000.00 1,360,539.64 (1,423.00) 1,103.00 3,401.00 3,081.00 13,515.09 13,515.09 Subtotal $ - - Total Revenues $ 235,000.00 $ 1,391,672.31 1/11/2023 2022 Park Improv 4th Qtr CITY OF ANDOVER Park Improvement Fund Expenditures December 31, 2022 Expenditures: 61020 - Supplies - Operating SiteOne Landscaping Supply - Pine Hills N & S - Parking Lot Subtotal 63005 - Professional Services WSB - Pine Hills N & S - Parking Lot American Engineering Testing - Pine Hills N & S - Parking Lot Subtotal 63010 - Contractual Services Pine Hills North & South - Parking Lot Rose Park Playgroung Equipment Oak Bluff - Basketball Court Subtotal 63015 - Publishing ECM - Oak Bluff - Basketball Court ECM - Pine Hills N & S - Parking Lot 67101 -Operating Transfer Out Budget $ 25,000.00 $ 339.20 339.20 23,978.00 1,139.00 25,117.00 197,000.00 141,429.83 54,824.44 5,954.73 202,209.00 92.25 92.25 184.50 163,143.00 163,143.00 Total Expenditures 385,143.00 390,992.70 Revenues Over Expenditures (150,143.00) $ 1,000,679.61 - Miscellaneous Projects 1/11/2023 2022 Park Improv 4th Qtr DATE: January 6, 2023 TO: City of Andover, Parks Department FROM: Laura Landes Anoka County Sheriff's Office SUBJECT: Andover Park Activity Quarterly Report October 1 — December 31, 2022 The following is a list of reports generated by the Anoka County Sheriff's Office regarding city park activity for the 4t" quarter. Date: Time: Location: Case Number: 10.02 11:38 am Hawk 22219945 While writing reports at a park, a deputy observed a vehicle pull into the lot, spin their tires and throw gravel. The deputy make contact with the driver who quickly stated he was unable to transfer the title to the vehicle he was in. He also did not have a driver's license. Marijuana was located. The vehicle was towed, and the suspect was issued a citation. 10.02 7:02 pm Sunshine 22220246 A deputy was called due to juveniles setting fire to political signs. When he arrived, they denied starting the fire and said they were just jumping the signs with their skateboards. They were told to leave. 10.10 1:13 pm Crooked Lake Boat Landing 22226344 A deputy was called because a homeless man was refusing to leave the portable toilet and the sanitation company needed to clean it. The deputy arrived and the male moved along. 10.17 1:19 pm Prairie Knoll 22231656 A spectator called because her brother was harassing her while she was watching her nephew's game. The deputy mediated the issued. 10.29 3:10 pm Wild Iris 22241136 A deputy was called to a bicycle accident at the park. An ambulance was called, and the victim was transported. Deputies contacted the victim's wife. 11.07 11:32 Lions Park 22248557 A deputy was dispatched to the railroad tracks at the park for a domestic situation. It turns out the juvenile involved was in need of child protection and possibly suicidal. The deputy signed an order, and the juvenile was transported to the hospital to meet with social services. 11.13 2:37 am Hidden Creek North 22252879 On routine patrol a deputy observed a vehicle in the lot. He made contact with the occupants; one being a juvenile. The juvenile said she had met the adult male at the park to "get smoked up." There was marijuana in the vehicle. The female's parents were contacted and the driver was issued a citation. 11.15 9:02 pm Evelands A deputy observed a suspicious vehicle parked occupants and observed marijuana in plain sig notified, and a verbal warning was issued. cc: Commander Lenzmeier 22255050 in the lot. He made contact with the vehicle's it. The marijuana was confiscated, parents were 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: Jason Baumunk, Parks & Streets Operations Manager SUBJECT: 9.Outstanding Items DATE: December 19, 2023 Current items as of 01/12/23 COMPLETED PROJECTS ON -GOING PROJECTS — Staff has started working on the two playground replacements for 2023 and the new addition at Lund's North Park. ON -HOLD PROJECTS — UPDATES FROM PREVIOUS MEETINGS • Park Related Field Use Fees — A final draft of the updated Field Use Policy and Fee Schedule is almost complete and will be brought to the Park and Recreation Commission when it is finished. - Item on the agenda for this meeting. OTHER ITEMS OF INTEREST — • Update of Pedestrian Trails: ❖ 2023 -- Kelsey Round Lake Park Trail. Test piles were completed, and design will begin on the boardwalk replacement soon. This will be similar to the boardwalk along Crosstown Blvd installed on helical piers. ❖ Trail Segment 1 - Crosstown Boulevard to 159th Ave. Engineering staff is currently working through the design and agreements for easement acquisition with the property owners. An update on the progress of the easement acquisitions will be presented to City Council at the January 241h workshop. This trail was planned to connect from Xeon and Crosstown Blvd. to 159t" Ave and Crosstown Blvd. Council direction is to build the trail on the south side of Crosstown Blvd from Bluebird St to Prairie Rd, then north up Crosstown Blvd on the east side to 1591n Ave. • Outdoor Ice Rinks — Outdoor Rinks have been open since 12/19/22 and have getting heavily used. They have held up fairly well through the warm weather and rain and continue to be maintained and flooded each day. Hockey has reduced need for outdoor ice and is only using two rinks this season instead of three. 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 Jason Baumunk or Dave Berkowitz. 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 12/16/22 • Trash and recycling were serviced at all locations. • Crews spent most of the week in snow and ice control. Trails were plowed again Sunday morning again after the County cleaned up all the road shoulders. If we left the wet snow on the trails too long, it would bond to the surface and be a problem the rest of the winter. Rinks were cleaned off Friday and flooded overnight during the weekend. They will be ready to open on schedule. 12/23/22 • Trash and recycling were serviced at all locations. • Crews spent most of the week in snow and ice control. Trails were widened during the week and plowed again Thursday for the weekend. Rinks were cleaned off Thursday before the long weekend but were closed due to the cold and extreme wind chills through Monday the 26th. 12/29/22 Trash and recycling were serviced at all locations. Crews spent most of the week plowing and widening trials, clearing intersections, and making room for future snow falls. Rinks are getting used heavily. The warm temps have made it difficult to flood more than once a night. 01 /06/23 • Crews spent most of the week plowing streets, cul de sac and parking lots. • Trail plowing wasn't started until Thursday after the snow had ended. County plowing was behind schedule, so we did wait for them to get everything plowed to the curb before attempting to open trails. • All three trail machines have been out Thurs. and Fri. Progress is slow because everything needs to be done with a blower. • One pass has been opened on almost all trails we plow. Next week will be spent widening all of them. • Rinks were closed until Thursday when they got cleared off. Staff flooded them Friday and they are all in good condition. Respectfully submitted, �," a2. Jason Baumunk