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HomeMy WebLinkAboutFebruary 16, 2023AC I T Y O F NDOVEkm 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Regular Park & Recreation Commission Meeting February 16, 2023 6:00 P.M. Meet at Andover City Hall 1. Call to Order 2. Oath of Office/Newly Appointed Commissioners 3. Election of Chairperson and Vice Chairperson for 2023 4. Resident Forum 5. Approval of Minutes (01-19-23) 6. Agenda Approval 7. Community Center 4th Quarter Report 8. Outstanding Items 9. Other Items or Updates 10. Chairs Report 11.Adjournment 6:15 P.M. or Shortly After Workshop Session A. Update on Crosstown Blvd Trail Segment #1 B. Discuss Role and Guidelines of the Park & Recreation Commission C. Discuss Goals for 2023 aTO: CITY or ,NDOVE; 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVE RMN.GOV FROM: SUBJECT: DATE: Park and Recreation Commission s K Jim Dickinson, City Administrator December 2022 Andover Community Center Update February 16, 2023 INTRODUCTION: Attached for Council review is the Andover Community Center (ACC) Budget Summary Report for Budget Year 2022. The reports reflect activity through December 2022, comparative data with December 2021 and the entire year of 2021. December 2022 Financials (Pre -Audit) Coming off 2020 imposed COVID restrictions shutting down the entire facility mid -March of 2020, the facility was allowed to reopen in a restricted capacity early January 2021. The ACC operated at near full capacity for close to twelve months in 2021 making current year (2022) activities comparable to the previous year. 2022 Revenues are just slightly ahead in comparison to 2021, this is due to assorted reasons attributed to turf usage vs ice, fieldhouse usage, vending machine use, a large donation and payment timing. Ice Rental is less in 2022 versus 2021 primarily due to the Sports Complex ice was not converted to turf in 2021. The 2022 expenses are ahead of 2021 primarily in salaries and operating costs. 2022 Full capacity reflects additional utility costs, maintenance expense and hiring challenges which required the use of more full-time staffing overtime hours rather than the use of part-time staffing for the first three month of 2022. In addition, 2022 has a Capital Outlay line item (tied to a donation) where 2021 did not. Also provided is an ACC historical perspective of actual costs dating back to 2015. This is the reporting previously provided to the ACC Advisory Commission. This report also provides history on debt service payments and the property tax levy assigned to debt and operations. January/February 2023 FACILITY UPDATE: Please refer to the attached ACC Facility Update for Major Events and monthly Walking Track activity through December. Major events are picking up as the winter season is in full swing. PROGRAMS/ACTIVITIES- ACC continues with the busiest time of the year now, every weekend through March ACC is hosting events. Andover Athletic Basketball hosts league games every Saturday, with all 4 courts running ACC hosts 40 games a day. MN Premier Volleyball will be hosting volleyball tournaments for eight Sundays in a row. Hockey playoffs will start up in February. RESIDENT PASSES — In 2022 ACC processed 1,701 free resident admission passes. Passes are good for any open skate, basketball, pickleball, volleyball session. Regular admission to any of those sessions is $5.00. In 2022 ACC checked in 14,092 users into the track. Reminder, check in is only for Monday — Friday 6:30am-4:30pm. PROGRAMS - Winter Learn to Skate Lessons began on January 8"', 140 kids in the program, biggest ever. Winter Soccer Program started up January 101, there are 110 kids in the program. ACC will offer a spring soccer session starting mid -March in the Sports Complex on the turf. Fall 2022 ACC was able to bring Tot -Time back, offered twice a week on court 4. ACC has a talented group of coaches and support staff that make these programs possible. SCHEDULING - Scheduling for summer 2023 and winter 2023-24 has started; looking to get ahead of the game to help ensure we keep all our prime -time hours sold at close to 100% and find new users and programs to keep building our non-prime/summer usage. Usage reports for Ice and Meeting rooms are attached for the 4' quarter. TURF - Ice will go out the week of February 27th with turf rentals starting early March. Andover Baseball, Softball, Andover HS, Andover Athletic Track and Field have committed hours. ACTION REQUESTED Informational. Commission is requested to review and receive the staff report and attached reports. Attachments CITY OF ANDOVER Community Center Budget Summary Totals Budget Year 2022 PRE -AUDIT 2021 2022 d REVENUES Budget Dec YTD % Bud Audit Budget Dec YTD % B Charges for services Ice Rental $ 668,000 $ 823,856 123% $ 823,856 $ 729,000 $ 794,232 10�% Turf Rental 70,000 3,782 n/a 3,782 50,000 18,553 3 % Track - 3,950 n/a 3,950 2,500 5,871 a Fieldhouse Rental 270,000 220,527 82% 220,527 240,000 287,734 12 % Proshop Vending 15,000 16,000 9,606 7,763 64% 49% 9,606 7,763 13,000 15,000 11,978 20,978 9 14 % Advertising 50,000 84,700 169% 84,700 63,000 99,436 15 Total Charges for services 1,089,000 1,154,184 106% 1,154,184 1,112,500 1,238,782 11 Miscellaneous 140,000 134,072 96% 134,072 182,000 202,867 1, Total revenues 1,229,000 1,288,256 105% 1,288,256 1,294,500 1,441,649 11 2021 �- 2022 I EXPENDITURES Budget Dec YTD % Bud Audit Budget Dec YTD Current. Salaries & benefits 757,753 692,742 91% 692,742 770,110 809,007 10�% Departmental 105,100 82,655 79% 82,655 97,100 94,285 9 i V% Operating Professional services 635,197 144,375 515,308 85,130 81% 59% 515,308 85,130 603,233 248,525 572,166 177,855 9$% 7�% Capital outlay - n/a - 42,000 37,358 8 01. Current 1,642,425 1,375,835 84% 1,375,835 1,760,968 1,690,671 % Revenue over (under) expense (413,425) (87,579) 21% (87,579) (466,468) (249,022) Other financing sources (uses) General Property Tax Levy 155,000 154,534 100% 154,534 155,000 152,634 8% Investment income - 2,817 n/a 2,817 - 4,350 n/a Rental I Lease Pymt 638,000 635,026 100% 635,026 638,000 638,491 1 % Transfers out (300,000) (300,000) 100% (300,000) (300,000) (300,000) l 0% Total financing sources (uses) 493,000 492,377 100% 492,377 493,000 495,475 1 1% Net increase (decrease)in fund balance $ 79,575 $ 404,798 509% $ 404,798 $ 26,532 $ 246,453 9 9% I I CITY OF ANDOVER, MINNESOTA Andover Community Center / YMCA Historical Comparison PRE -AUDIT 2015 2016 2017 2018 2019 2020 2021 2022 2022 Actual Actual Actual Actual Actual Actual Actual Budget Dec - YID Revenues: Charges for services Ice Rental $ 400,619 $ 405,990 $ 392,828 $ 435,716 $ 442,995 $ 361,796 $ 823,856 $ 729,000 $ 794,232 Turf Rental - - - - - - 3,782 50,000 18,553 Track - _ _ - - 301 3,950 2,500 5,871 Fieldhouse Rental 187,007 199,286 215,089 218,667 220,225 133,126 220,527 240,000 287,734 Proshop 9,258 9,412 9,247 8,606 9,680 4,394 9,606 13,000 11,978 Vending 9,279 8,588 9,182 7,470 8,427 6,148 7,763 15,000 20,978 Advertising 31,758 26,450 38,819 34,000 40,850 8,000 84,700 63,000 99,436 Charges for services 637,921 649,726 665,165 704,459 722,177 513,765 1,154,194 1,112,500 1,238,782 Miscellaneous 174,788 136,552 136,149 142,768 131,386 110,781 134,072 182,000 202,867 Total revenues 812,709 786,278 801,314 847,227 853,563 624,546 1,288,256 1,294,500 1,441,649 Expenditures: Current: Salaries & benefits 439,304 451,332 481,926 501,108 533,044 503,842 692,742 770,110 809,007 Departmental 74,949 77,945 65,612 76,448 66,570 74,809 82,655 97,100 94,285 Operating 388,492 364,935 364,242 352,067 330,084 345,588 515,308 603,233 572,166 Professional services 142,602 106,381 125,034 104,076 77,818 129,261 85,130 248,525 177,855 Capital outlay - 47,859 4,900 11,442 39,888 100,000 - 42,000 37,358 Current 1,045,347 1,048,452 1,041,714 1,045,141 1,047,404 1,153,500 1,375,835 1,760,968 1,690,671 Revenue over under ditures (232,638) (262,174) 240 400 (197,914) (193,841) (528,954) (87,579)1 (466,468)1 249 022 Other financing sources (uses) _ 154,534 155,000 152,634 General Properly Tax Levy Investment income - (1,078) 2,190 - 2,779 5,780 16,107 6,793 2,817 - 4,350 Rental /LeasePymt 638,220 640,303 (300,000) 641,691 (300,000) 637,150 (300,000) 636,803 (300,000) 635,629 (300,000) 635,026 (300,000) 638,000 (300,000) 638,491 (300,000) Transfers out (300,000) Total financing sources (uses) 337,142 342,493 344,470 342,930 352,910 342,422 492,377 493,000 495,475 Net increase (decrease) in fund balance 104,504 80,319 104,070 145,016 159,069 (186,532) 404,798 26,532 246,453 Fund balance (deficit) - January 1 (48,364) 56,140 136,459 240,529 385,545 544,614 358,082 762,880 762,880 Fund balance (deficit) - December 31 $ 56,140 $ 136,459 $ 240,529 $ 385,545 $ 544,614 $ 358,082 $ 762,880 $ 789,412 $ 1,009 333 Fund Balance Detail: FB - Replac Res for Common Space $ 143,702 $ 154,449 $ 179,283 $ 173,560 $ 200,606 $ 190,067 $ 216,790 546,090 $ 241,790 547,622 $ 241,790 767,543 FB-Unassigned (87,562) (17,990) 61,246 211,985 344,008 168,015 $ 56,140 $ 136,459 $ 240,529 $ 385,545 $ 544,614 $ 358,082 $ 762,880 $ 789,412 $ 1,009 333 Debt Service Payments 2012C GO Abatement Bonds (P + 1) $ 1,214,906 $ 1,216,506 $ 1,213,731 $ 1,211,481 $ 1,208,931 $ 1,215,981 $ 1,212,631 $ 1,213,931 $ 1,213,931 2019A GO Abatement Bonds (P +1) - - - - 590,150 819,725 1,109,755 1,109,755 $ 1,214,906 $ 1,216,506 $ 1,213,731 $ 1,211,481 $ 1208,931 $ 1,806,131 $ 2,032,356 $ 2 323,686 $ 2 323,686 Property Tax Levy 2012C GO Abatement Bonds $ 975,632 $ 977,332 $ 974,418 $ 972,055 $ 969,378 $ 976,780 $ 973,263 - - 1,001,090 976,966 $ 974,628 1,014,065 $ 974,628 1,014,065 2019A GO Abatement Bonds - - - 155,000 155,000 155,000 Community Center Operations - $ 975,632 $ 977,332 $ 974,418 $ 972,055 $ 969 378 $ 1,977,870 $ 2,105 229 $ 2,143,693 $ 2,143,693 A N Uto*.��Ov E R FACILITY UPDATE COMMUNITY CENTER EVENTS JAN - FEB JAN 3- AHS GIRLS VS CHAMPLIN JAN 5- AHS BOYS VS MAPLE GROVE JAN 6- AHS GIRLS VS BLAKE JAN 7- AHS GIRLS VS PROCTOR JAN 7-8 - MN PREMIER VOLLEYBALL TOURNAMENT JAN 8 - WINTER LEARN TO SKATE LESSONS BEGIN - 6 WEEKS JAN 10 - AHS GIRLS VS MAPLE GROVE JAN 12 - AHS BOYS VS. CENTENNIAL JAN 14 - AHS GIRLS VS HILL-MURRAY JAN 14 - ACC INDOOR SOCCER WINTER PROGRAM BEGINS - 7 WEEKS JAN 14 -AAA IN-HOUSE BASKETBALL JAN 15 - MN PREMIER VOLLEYBALL TOURNAMENT JAN 20 - AHS GIRLS VS GRAND RAPIDS JAN 21 -AHS BOYS VS ANOKA JAN 21 -AAA IN-HOUSE BASKETBALL JAN 22 - MN PREMIER VOLLEYBALL TOURNAMENT JAN 24 - AHS GIRLS VS CENTENNIAL JAN 26 - AHS BOYS VS SPRING LAKE PARK JAN 28 -AAA IN-HOUSE BASKETBALL JAN 29 - MN PREMIER VOLLEYBALL TOURNAMENT FEB 3 - AHS BOYS VS GRAND RAPIDS FEB 4 - AAA IN-HOUSE BASKETBALL FEB 5 - MN PREMIER VOLLEYBALL TOURNAMENT FEB 7 - AHS BOYS VS BLAINE FEB 9 - AHS GIRLS -SECTION PLAYOFFS FEB 11-AHS GIRLS -SECTION PLAYOFFS FEB 11 -AAA IN-HOUSE BASKETBALL FEB 12 - MN PREMIER VOLLEYBALL TOURNAMENT FEB 13,14 ,16,18,19, 20, 22, 23, 24, 25-DISTRICT 10 YOUTH HOCKEY PLAYOFFS FEB 18 -AAA IN-HOUSE BASKETBALL FEB 19 - MN PREMIER VOLLEYBALL TOURNAMENT FEB 21 - AHS BOYS -SECTION PLAYOFFS FEB 25 - AAA IN-HOUSE BASKETBALL FEB 26 - MN PREMIER VOLLEYBALL TOURNAMENT FEB 27 - ICE OUT IN SPORTS COMPLEX JAN -1846 JULY- 405 FEB - 1960 AUG - 389 MARCH - 2054 SEPT - 500 APRIL- 1931 OCT-748 MAY - 795 NOV - 1343 JUNE-454 DEC -1667 - us H ACC Activity ACC Learn to Skate 10.00 ACC Activity ACC Open Skate 100.92 ACC Activity ACC Open Youth Hockey 34.00 Ice AHS Boys Captain's Practice 20.75 Ice AHS Boys Hockey 86.00 Ice AHS Girls Captain's Ice 8.00 Ice AHS Girls Hockey 100.33 Ice AHYHA 818.00 Ice AHYHA Jr. Huskies 2.00 Ice AHYHA Tryouts 13.17 Ice Cutting Edge Power Skating 27.25 Ice Dan Shea Adult Hockey 15.00 Ice Flex Hockey 9.83 Ice Hometown Tounament 7.75 Ice Hometown Winter 60.00 Ice Hometown Youth League 2.75 Ice MN Hockey Girls NIT 70.50 Ice Red/Black HS League 5.00 Ice Tim Nelson Adult Hockey 12.00 Ice UBHF Development 11.00 TOTAL 1414.26 PRIME HOURS AVAILABLE OCTOBER 423 NOVEMBER 460 DECEMBER 446 TOTALI 1329 MEETING ROOMS - 4TH Q, 2022 ACC ACC Events 12.00 Meeting Room AHS Dance Team 4.00 Meeting Room Andover Elementary School 5.50 Meeting Room Anoka Hennepin Mustangs 12.00 Meeting Room MN Premier Volleyball Season 4.00 Meeting Room AAA Track and Field 1.00 Meeting Room ABA Turf 5.50 Meeting Room AGTBA Meeting Room 2.00 Meeting Room AGTBA Meeting Room 6.75 Meeting Room AHS Baseball Booster Club 6.00 Meeting Room AHS Boys Hockey Booster Club 7.00 Meeting Room AHS Boys Hockey Booster Club 6.00 Meeting Room AHS Chess Club 12.00 Meeting Room AHS Girls Hockey Booster Club 28.00 Meeting Room AHS Girls Hockey Booster Club 6.00 Meeting Room AHS Girls Lacrosse Booster Club 3.75 Meeting Room AHS Swim & Dive Booster Club 6.75 Meeting Room AHS Trap & Skeet 3.00 Meeting Room AHYHA Meeting Room 83.50 Meeting Room Allina Aetna Medicare Dave Stewart 16.00 Meeting Room Allina Aetna Medicare Meeting Benita Jackson 4.00 Meeting Room Andover Boys Traveling Basketball 3.50 Meeting Room Andover Football Association 3.50 Meeting Room Andover Lions 7.50 Meeting Room Anoka County Autism Family Support Group 6.75 Meeting Room Anoka County Election Integrity Team 4.00 Meeting Room Anoka County Radio Control 39.00 Meeting Room Anoka Vet Center 28.00 Meeting Room Aztec Estates Townhomes Association 5.50 Meeting Room Betsy Farly 12.00 Meeting Room Brad Mechelke 6.00 Meeting Room BS Pack 609 Boy Scouts 1.50 Meeting Room BS Pack 609 Cub Scouts 5.00 Meeting Room BS Pack 609 Planning Committee 6.75 Meeting Room BS Pack 609 Webelos Den 7 6.00 Meeting Room BS Troop 678 1.00 Meeting Room Bunker Lake Village HOA 4.50 Meeting Room Castleguard Training 18.00 Meeting Room Constance Free Church 16.00 Meeting Room Cub Scout Pack 414 Lions 1.00 Meeting Room Dani Foesch 6.00 Meeting Room Dennis Dworshak 4.00 Meeting Room FAIR 6.00 Meeting Room Farrah Watley 12.00 Meeting Room Grey Oaks at Andover Townhome Assoc. 6.50 Meeting Room GS Troop 14642 Jami Rinderknecht 6.75 Meeting Room GS Troop 17869 Kathy Strobush 3.00 Meeting Room GS Troop 17872 Jennifer Mayers 1.50 Meeting Room GS Troop 18470 Kellie Cleary 1.50 Meeting Room GS Troop 18653 Jessica Lien 12.00 Meeting Room Hope 4 Youth 3.00 Meeting Room Humana Samuel Beard 6.00 Meeting Room Integrated Insurance Inc. 4.00 Meeting Room Joe Deitz 1.00 Meeting Room Kwik Trip 6.00 Meeting Room League of Woman Voters ABC 6.00 Meeting Room Lorriet Charles 9.00 Meeting Room Medica Medicare Rebecca Kitzberger 4.00 Meeting Room MN Fundraising Initiative 5.00 Meeting Room Mom's Club 18.00 Meeting Room Natures Run Townhome Assoc. 4.75 Meeting Room Net Hendricks 12.00 Meeting Room Northwoods Service Uni 10.00 Meeting Room Pond Twinhomes Association 1.75 Meeting Room Red Pine Fields Townhome Association 2.00 Meeting Room Senate District 31 DFL 540 11.25 Meeting Room Superman Sam -Jamie Grant 7.50 Meeting Room Tom Laing 4.00 Meeting Room United Health Care Jeff Olsen 4.00 Meeting Room United Health Care Scott Nelson 3.00 Meeting Room United Healthcare Joe Carlson 11.00 Meeting Room Village at Andover Station 2.00 Meeting Room Woodland Creek Townhouse Association 10.50 TOTAL 615.25 VN TY O F 4 I06I� RV W 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 Engineei�''--'_> FROM: Jason Baumunk, Parks & Streets Operations Manager SUBJECT: 8.Outstanding Items DATE: February 16, 2023 Current items as of 02/10/23 ON -GOING PROJECTS — Staff has continued to work on the two playground replacements for 2023 and the new addition at Lund's North Park. UPDATES FROM PREVIOUS MEETINGS • Park Survey Options — Staff added a QR code link for a park survey in the March/April And ver newsletter. The intent of the survey is to request suggested improvements for a specific park. ore specifically, there are detailed questions about shelters. The need for a shelter, need for reserv, ble space, and size of the shelter to accommodate needs. OTHER ITEMS OF INTEREST — • Update of Pedestrian Trails: ❖ 2023 -- Kelsey Round Lake Park Trail. Test piles were completed, and design work has begun on the boardwalk replacement. Matteson MacDonald and Young Inch who designed the boardwalk along Crosstown Blvd, has been hired to the design work. ❖ Trail Segment 1 - Crosstown Boulevard to 159th Ave. Verbal update at the workshop. • Outdoor Ice Rinks — Outdoor Rinks have been open since 12/19/22 and have been heavily used. They have held up fairly well through the season and continue to be maintained and flooded e.6ch day as weather permits. They will be flooded and open for the weekend, but this might be the ast week they are open due to the continued warm weather. Park staff have been tracking usage at the free skate rinks as to determine if it is justified to keep them all open. Staff has been exploring options to add an ice-skating loop or trail for the following season as a different option to a round free skate rink. 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 01/13/23 • Crews spent most of the week working on widening trails, blowing back sight lines at trail intersections along the County roads, and working with the Street Dept to clean off trails as thi y were winging back streets. • Much time was spent moving snow piles around parking lots and the ice rinks. • Ice rinks were cleaned and flooded all week and continue to be open for use. QCTV filmed a What's my Job segment with our ice rink crew. 01 /20/23 • Crews spent most of the week in snow and ice control. • Trails were worked on all week. Most of the week 2 of the 3 trail machines were out of service. • Friday, we had two trail machines out for 12 hours each and were able to open up most of the main trails. • Rinks were closed for a few days, but reopened Friday. Warm temps did not allow them to be flooded more than once all week. 01 /27/23 • Crews spent most of the week making room for more snow. • Snow was removed at the larger intersections that was impacting the trails. • Piles at the Community Center, YMCA, Fire Stations, and City Hall were pushed back as far s possible. • The outdoor rinks were able to be flooded the latter half of the week and are back to good conditions. I 02/03/23 i • Crews spent most of the week making room for more snow. • Snow was removed at the larger intersections that was impacting the trails. • The outdoor rinks were able to be flooded all week and are back to good conditions. • Time was spent cleaning the Public Works Shop during the extremely cold temps. 02/10/23 • Trails were plowed early in the week after an inch of snow and freezing rain. • The outdoor rinks were cleaned and flooded a few days this week. They will be open this weeend, but this might be the last one with continued warm weather. • Time was spent constructing and installing new park signs at various parks. The old park sign are all being updated to be consistent throughout the City. • Snow removal equipment was washed, serviced, and inspected. • Dept Manager worked on finalizing 2023 CIP equipment purchases. Respectfully submitted, Jason Baumunk • f LNDOVE 1 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: A. Update on Crosstown Blvd. Trail Segment #1 DATE: February 16, 2023 INTRODUCTION This is an update to the status of the trail segment along Crosstown Blvd from Bluebird to 159' ave that was scheduled for 2023 construction. DISCUSSION A verbal update will be provided on the status of the design and land and easement acquisition needed to construct the trail that is referred by the Park & Recreation Commission to as Trail Segment 1. ACTION REQUIRED This item is an update on the status on the project and no action is required at this time. Respectfully submitted, Cfr-L. Jason Baumunk C I T Y O F ND OVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV TO: Park & Recreation Commissioners CC: Dave Berkowitz, Director of Public Works/City Engineer-wb� Jason Baumunk, Parks & Streets Operations Manager — FROM: Jake Griffiths, Associate Planner SUBJECT: B. Discuss Role and Guidelines of the Park & Recreation Commission DATE: February 16, 2023 DISCUSSION It has been several years since the last time the Park & Recreation Commission formally reviewed its guiding documents, role and guidelines. In that time there have been several new members appointed to the Commission and several changes to City policies and Minnesota State Statute that impact members of advisory commissions. For informational purposes, City staff will review the following topics with the Commission during the workshop. Some Commissioners may have received a Park and Recreation Commissioner Information Packet when they first were appointed to the Commission, these topics will be a condensed version of the information in that packet. Topics/Attachments A. Role of the Park & Recreation Commission B. Refresher on Guiding Documents C. Open Meeting Law & Remote Meeting Participation Policy D. Other Topics/Questions Res ectfully submitted, Jake Griffiths Associate Planner Attachment A — Role of the Park & Recreation Advisory Commission The role of the Park and Recreation Advisory Commission is to advise, formulate and recommend policies and projects to the City Council on issues affecting the City's park and recreation system. All actions taken by the Park and Recreation Commission are subject to review and approval or denial by the City Council. Areas of oversight expressly delegated to the Parks and Recreation Commission by the City Council include: • Recommend Capital Park and Recreational Trail Projects subject to available funding sources. • Recommend Policies affecting the use of the City's Park System. • Advise the Council on matters effecting the City's park and recreation system. • Shall allocate park fields in a fair and equitable manner, based on recommendations from users and City staff. Implementation of policies affecting resident use of the City's park system as recommend by the Parks Commission and adopted by the City Council is a staff function subject to final review and oversight by the City Council. Maintenance, upkeep and repair of the City's park and recreation infrastructure is a staff function subject to the control of the Public Works Superintendent. City Council Adopted I I/1 Attachment B — Refresher on Guiding Documents The Parks and Recreation Commission typically uses the following documents as the basis for its review and recommendations to the City Council. If any Commission member does not have a copy please let City staff know. Please keep in mind that these documents are just the most common ones the Park Commission will interact with and other policies may exist depending on specific circumstances. City Code 2-3: Park and Recreation Commission Establishes the technical details of the Park and Recreation Commission such as the length of each term, the election of officers, when meetings are held and absences. Comprehensive Plan Chapter 5: Parks and Open Space Plan The Comprehensive Plan is a "road map" for the community. This document establishes the vision and goals for the community and provides the foundation for decisions related to land use within the City. Overall, the information within the Comprehensive Plan follows three basic questions: What is the state of the community today? What should the community be in the future? And how will we get there? Typically City staff will refer to Chapter 5 of the Comprehensive Plan, which is the Parks and Open Space Plan, when working with the Park & Recreation Commission on reviewing development applications and making recommendations on park dedication requirements. Park Dedication Study The Park Dedication Study determines the cost and value of the City of Andover park system (including both existing, and planned improvements) and then distributes the cost of developing this system equitably to the current and future households that benefit from the parks system. This study is what determines the City of Andover's park dedication fee and will often be referred to by City staff when working with the Park & Recreation Commission on reviewing development applications and making recommendations on park dedication requirements. Capital Improvement Program (CIP) Recommendations The purpose of the CIP is to identify, prioritize and address community needs through careful long-term planning and balanced public investment in supporting physical infrastructure. The CIP covers a 5-year time period and develops a schedule for making improvements over that period of time. The Park and Recreation Commission will work annually on making recommendations to the City Council on improvements that could be made to the City's park system. At this time, approximately $1.5 million in improvements are planned to be made to the City's park system over the next 5-years. 7 • Increa of levy for an EDA. • Continu tion of a municipal liquor store after a net loss for two of three consecutive years. • Adoption r amendment of a zoning ordinance. • Subdivision pplications. • Granting of a onditional use permit. • Adoption of a after amendment by ordinance. There are other situ tions that may require public hearings. Contact the League's Research Departure at (651) 281-1200 or ( oo) 925-iiza for further information if you are unsure about a particular situatio . The open meeting law The Minnesota open meeting law generally requires that all meetings of public bodies be open to the public. This presumption of openness serves three basic purposes: • To prohibit actions from being taken at a secret meeting where it is impossible for the interested public �o become fully informed concerning decisions of public bodies or detect improper influences. • To ensure the public's right to be informed. • To afford the public an opportunity to present its views to the public body. The open meeting law also contains some specific notice and record -keeping requirements, which are discussed in detail in later sections of this document. ■ Groups to which the law applies The open meeting law applies to all governing bodies of any school district, unorganized territory, county, city, town or other public body, and to any committee, sub -committee, board, department or commission Of a public body. Thus, the law applies to meetings of all city councils, planning commissions, advisory boards, firefighter relief associations, economic development authorities, and housing redevelopment authorities, among others. The Minnesota Supreme Court has held, however, that the governing body of a municipal power agency, created under Minn. Stat. §§ 453.51-453.62, is not subject to the open meeting law because the Minnesota Legislature granted these agencies authority to conduct their affairs as private corporations. ■ What is a meeting? There is no statutory definition of the term "meeting" for the purpose of the open meeting law. Minnesota courts have generally ruled that a meeting is a gathering of a quorum of public officials to discuss, decid� or receive information on matters over which they have authority. i Because the term "meeting" has not been clearly defined, the issue of whether or not a meeting has been held must be decided on a case -by -case basis. Some examples of cases are discussed in further detail in al later section of this memo. ■ Gatherings to which the law applies The open meeting law applies to any gathering of a quorum or more of public officials where the mel discuss, decide or receive information as a group on issues relating to the official business of the public A "quorum" is a majority of the members of a statutory city council. A majority of the qualified merri of any board or commission also constitutes a quorum. Home rule charter cities may have different quorum requirements in their charters. Thus, the open meeting law would apply to any of the following types of gatherings: • Regular and special meetings. • Public hearings. • Executive sessions. • Work sessions. • Retreats. A Good Start to Good Governance League of Minnesota 8 ■ Exceptions and the procedures to use them There are some exceptions to the open meeting law. Under certain circumstances, some meetings may be closed. There are also some meetings that must be closed. Before a meeting can be closed under any of the exceptions, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. All closed meetings, except those closed as permitted by the attorney -client privilege, must be electronically recorded at the expense of the public body. Unless otherwise provided by law, the recordings must be preserved for at least three years after the date of the meeting. 1. Meetings that may be closed The public body may choose to close certain meetings. The following types of meetings may be closed: • Meetings to consider strategies for labor negotiations under PELRA. Although a meeting to consider strategies for labor negotiations may be closed, the actual negotiations must be done at an open meeting if a quorum of the council is present. Procedure. The following must be done to use this exception: — Before closing the meeting, the council must decide to close the meeting by a majority vote at a public meeting. — Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. — A written roll of all people present at the closed meeting must be available to the public after the closed meeting. — The meeting must be tape-recorded. — The recording must be kept for two years after the contract is signed. — The recording becomes public after all labor agreements are signed by the city council for the current budget period. If an action claiming that other public business was transacted at the closed meeting is brought during the time the tape is not public, the court will review the recording privately. If it finds no violation of the open meeting law, the action will be dismissed and the recording will be preserved in court records until it becomes available to the public. If the court determines there may have been a violation, the entire recording may be introduced at the trial. However, the court may issue appropriate protective orders requested by either party. • Meetings to evaluate the performance of an individual subject to the public body's authority. Procedure. The following must be done to use this exception: — The public body must identify the individual to be evaluated prior to closing the meeting. — The meeting must be open at the request of the individual who is the subject of the meeting, so some advance notice to the individual is needed in order to allow the individual to make an informed decision. — Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. — The meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. — At the next open meeting, the public body must summarize its conclusions regarding the evaluation. The council should be careful not to release private or confidential data in its summary. • Attorney -client privilege. Meetings between the governing body and its attorney to discuss active, threatened, or pending litigation may be closed when the balancing of the purposes served by the attorney -client privilege against those served by the open meeting law dictates the need for absolute confidentiality. The need for absolute confidentiality should relate to litigation strategy, and will usually arise only after a substantive decision on the underlying matter has been made. This privilege may not be abused to suppress public observations of the decision -making process, I and does not include situations where the council will be receiving general legal opinions and advice on the strengths and weaknesses of a proposed underlying action that may give rise to future litigation. A Good Start to Good Governance League of Minnesota 9 Procedure. The following must be done to use this exception: — Before closing the meeting, the council must state on the record the specific grounds permitting the meeting to be closed and describe the subject to be discussed. The council should also describe how a balancing of the purposes of the attorney -client privilege against the purposes pf the open meeting law demonstrates the need for absolute confidentiality. — The council must actually communicate with its attorney at the meeting. • Purchase or sale of property. A public body may close a meeting to: determine the asking price fo real or personal property to be sold by the public body; review confidential or nonpublic appraisa� data; develop or consider offers or counteroffers for the purchase or sale of real or personal I property. Procedure. The following must be done to use this exception: — Before closing the meeting, the public body must state on the record the specific grounds for j closing the meeting, describe the subject to be discussed, and identify the particular property that is the subject of the meeting. — The meeting must be tape-recorded and the property must be identified on the tape. The recording must be preserved for eight years, and must be made available to the public after all property discussed at the meeting has been purchased or sold or after the public body has abandoned the purchase or sale. — A list of councilmembers and all other persons present at the closed meeting must be made available to the public after the closed meeting. — The actual purchase or sale of the property must be approved at an open meeting, and the purchase or sale price is public data. Security Briefings. A meeting may be closed to receive security briefing and reports, to discuss issues related to security systems, to discuss emergency -response procedures and to discuss security deficiencies in or recommendations regarding public services, infrastructure, and facilities — if disclosure of the information would pose a danger to public safety or compromise security procedures or responses. Financial issues related to security matters must be discussed, and all related financial decisions must be made at an open meeting. Procedure. The following must be done to use this exception: — Before closing the meeting, the public body must state on the record the specific grounds for closing the meeting and describe the subject to be discussed. When describing the subject to be discussed, the public body must refer to the facilities, systems, procedures, services or infrastructure to be considered during the closed meeting. — The closed meeting must be tape-recorded, and the recording must be preserved for at least four years. j 2. Meetings that must be closed There are some meetings that the law requires to be closed. The following meetings must be closed: • Meetings for preliminary consideration of allegations or charges against an individual subject to the public body's authority. While the law permits the council to announce that it is closing a meeting to consider charges against an individual, it is still the best practice not to refer to that individual by name. The council should state only that it is closing the meeting to give preliminar consideration to allegations against someone subject to its authority. However, if someone reques the name of the employee who is the subject of the closed meeting, the name will probably have ti be furnished since the existence and status of any complaints against an employee are public data Procedure. The following must be done to use this exception: — Before closing the meeting, the council must state on the record the specific grounds for closir the meeting and describe the subject to be discussed. — The meeting must be open at the request of the individual who is the subject of the meeting. Thus, the individual should be given advance notice of the existence and nature of the charges against him or her, so that the individual can make an informed decision. — The meeting must be electronically recorded and the recording must be preserved for at least three years after the meeting. A Good Start to Good Governance League of Minnesota 10 — If the public body decides that discipline of any nature may be warranted regarding the specific charges, further meetings must be open. (Note: There is a special provision dealing with allegations of law enforcement personnel misconduct; see next discussion*.) • Portions of meetings at which any of the following data is discussed: — Data that would identify alleged victims or reporters of criminal sexual conduct, domestic abuse, or maltreatment of minors or vulnerable adults. — *Internal affairs data relating to allegations of law enforcement personnel misconduct or active law enforcement investigative data. — Educational data, health data, medical data, welfare data or mental health data that are not - public data. — An individual's medical records governed by sections §§ i44.29i to 144.298. Procedure. Before closing the meeting, the council must state on the record the specific grounds for closing the meeting and describe the subject to be discussed. The meeting must be electronically recorded, and the recording must be preserved for at least three years after the meeting. ■ Notice requirements Public notice must be given of all meetings of a public body. The notice requirements differ depending on the type of meeting. However, if a person receives actual notice of a meeting at least 24 hours before the meeting, all notice requirements under the open meeting law are satisfied, regardless of the method of receipt. It should also be noted that statutory cities have some additional requirements for mailing notice to their j councilmembers regarding special meetings. There may also be additional notice requirements for home rule charter cities to consider. These cities should consult their charters for more information. 1. Regular meetings A schedule of the regular meetings must be kept on file in the city office. If the city decides to hold a meeting at a different time or place, it must give the notice required for a special meeting. Cities must keep a schedule of the regular meetings of the council on file at the primary office of the council. This requirement can be complied with by posting the regular meeting schedule in a convenient public location. 2. Special meetings A special meeting is a meeting that is held at a time or location different from that of a regular meeting. A city must post written notice of a special meeting on its principal bulletin board or on the door of its meeting room if it does not have a bulletin board. If notice is posted on a bulletin board, the bulletin board must be located in a place that is reasonably accessible to the public. The notice must give the date, time, place, and purpose of the meeting. It must also be mailed to each individual who has filed a written request for notice of special meetings. As an alternative to posting the notice, the city can publish notice in the official newspaper at least three days before the meeting. A city must post written notice of a special meeting on its principal bulletin board or on the door of its meeting room if it does not have a bulletin board at least three days prior to the meeting. In statutory cities, the clerk must mail notice of special meetings to all councilmembers at least one day before the meeting. In calculating the number of days for providing notice, do not count the first day that the notice is given, but do count the last day. If the last day is a Saturday, Sunday or a legal holiday, that day is omitted from the calculation and the following day is considered the last day (unless, of course, it happens to be a Saturday, Sunday or legal holiday). A Good Start to Good Governance League of Minnesota Cities 11 3. Emergency meetings An "emergency meeting" is a special meeting called because of circumstances that, in the judgment of the public body, require immediate consideration by the public body. Posted or published notice o� an emergency meeting is not required. However, the city must make a good faith effort to notify each news outlet that has filed a written request for notice. Notice must be given by telephone or any other method to notify members of the public body. The notice must include the subject of the meeting. 4. Recessed or continued meetings No additional notice is needed for a recessed or continued meeting if all of the following criteria are met: • The meeting is a recessed or continued session of a previous meeting. • The time and place of the meeting was established during the previous meeting. • The time and place of the meeting was recorded in the minutes of the previous meeting. S. Closed meetings The same notice requirements apply to closed meetings as to open meetings. Additionally, advance notice to an individual who will be the subject of such a meeting is needed under certain circumstances (such as to employees who are the subject of performance evaluations or disciplinary proceedings). ■ Written materials At least one copy of the materials related to agenda items that are made available to the council at or before the meeting must also be made available for inspection by the public. However, this does not apply to not -public data or materials relating to the agenda items of a closed meeting. ■ Common problems in applying the law There are many situations for which the open meeting law is unclear. This section provides an overview Of some of the more common situations and how the law may be applied. 1. Data practices Generally, meetings may not be closed to discuss data that is not public. However, the public body must close any part of a meeting at which certain types of not -public data are discussed (such as active law enforcement investigative data, police internal affairs data, medical records data, and certain victim, health, medical or welfare data). If not -public data is discussed at an open meeting when the meeting is required to be closed, it is a violation of the open meeting law. Discussions of some types of not -public data may also be a violation of the Minnesota Government Data Practices Act (MGDPA). However, not -public data may, generally be discussed at an open meeting without liability or penalty if both of the following criteria are met: • The disclosure relates to a matter within the scope of the council's authority. • The disclosure is necessary to conduct the business or agenda item before the public body. Data that is discussed at an open meeting retains its original classification under the MGDPA. However, a record of the meeting is public, regardless of the form. It is suggested that not -public dat4 that is discussed at an open meeting not be specifically detailed in the minutes. 2. Executive sessions The attorney general has advised that executive sessions of a city council must be open to the publics 3. Committees and liaisons The attorney general has advised that standing committees appointed by a governing body also are 1 likely subject to the open meeting law. Many city councils create committees to make recommendations to the council. Commonly, such committees will be responsible for researching a particular area and submitting a recommendation to the council for its approval. Such committees are often labeled as advisory, and the council is still responsible for making the final decision. The law is not clear when these types of committees or citizen panels are subject to the Open Meeting Law. Courts often do a fact analysis when reviewing Open Meeting Law challenges involving so-called "advisory" committees to determine if the committee represents a standing committee whose recommendations the council generally or always follows, or if the committee acts in more of an ad hoc advisory capacity. Many cities err on the side df caution and follow Oven Meeting Law guidelines for all its citizen advisory committees. A Good Start to Good Governance League of Minnesota 12 City councils routinely appoint individual councilmembers to act as liaisons between the council and particular committees. These types of meetings may also be subject to the open meeting law if the committee contains a quorum or more of the council or has decision -making authority. In addition, notice for a special council meeting may be needed if a quorum of the council will be present at the meeting and participating in the discussion. For example, when a quorum of a city council attended a meeting of the city's planning commission, the Minnesota Court of Appeals ruled that there was a violation of the open meeting law, not because of the councilmembers' attendance at the meeting, but because the councilmembers conducted public business in conjunction with that meeting. Based on that decision, the attorney general has advised that mere attendance by additional councilmembers at a meeting of a council committee held in compliance with the open meeting law would not constitute a special council meeting requiring separate notice. The attorney general warned, however, that the additional councilmembers should not participate in committee discussions or deliberations absent a separate notice of a special city council meeting. 4. Chance or social gatherings Chance or social gatherings of a quorum are not considered meetings under the open meeting law YOANT U'LL and are therefore exempt from it. However, a quorum may not, as a group, discuss or receive TO KNOW information on official business in any setting under the guise of a social gathering. THis In 1982, the Minnesota Supreme Court held that a conversation between two councilmembers over lunch regarding an application for a special -use permit did not violate the open meeting law because a quorum was not present. S. Serial gatherings The Minnesota Supreme Court has noted that meetings of less than a quorum of the public body held serially to avoid public hearings or to fashion agreement on an issue may violate the open meeting law. In short, this type of situation is a circumvention of the statute. As such, councilmembers should avoid this type of practice. 6. Technology trouble The open meeting law does not address situations that may occur as a result of communication through telephone calls, letters, email or similar technology. The Minnesota Supreme Court found that A. ► � Vqthe open meeting law did not apply to letters or to telephone conversations between less than a quorum. WANT KNOW While it is possible that a similar decision might be reached concerning the use of email and other forms THis of technology, it should be stressed that if a quorum of members is involved in the communication, it would likely be considered to be a violation of the open meeting law. In addition, serial discussions between less than a quorum of the council that are used to deliberate matters that should be dealt with at an open meeting would likely violate the open meeting law. Therefore, city councils and other groups to which the open meeting law applies should not use letters, telephone conversations, email, and other such technology if the following circumstances exist: • A quorum of the council is involved. • Information relating to official city business is being discussed. The use of social media by members of a public body does not violate the open meeting law as long as the social media use is limited to exchanges with all members of the general public. The open meeting law does not define the term "social media," but this term is generally understood to mean forms of electronic communication, including websites for social networking like Facebook, LinkedIn, as well as blogs and microblogs like Twitter through which users create online communities to share information, ideas, and other content. The personal use of social media by councilmembers could still be used to support other claims such as claims of defamation or of conflict of interest in decision -making. As a result, councilmembers should make sure that any comments they make on social media are factually correct and should not comment on issues that will come before the council in the future for a quasi- judicial hearing and decision, such as the consideration of whether to grant an application for a conditional use permit. A Good Start to Good Governance League of Minnesota Cities 13 City -owned social media accounts and social media accounts of elected officials (being used in their role as an elected official) must keep in mind First Amendment protections when considering policies about comment moderation and the blocking of users. Policies that restrict comments to the topic or delete negative comments — and practices of blocking or restricting friends or followers — could face' challenges. Councilmembers unable to make a meeting may ask to attend meetings through interactive technology such as Skype, Zoom, Teams, or other technology where the user can be seen and heard. There is an II, exception to the open meeting law where a member can be in attendance through the use of interactive technology. The remote location must be a public place unless the councilmember qualifies for one of the limited exceptions — which includes the current military service exception or for the health exception for 6o days after the removal of a previously declared emergency under Minn. Stat. 12.31 — both of which only can be used three time per year. Additionally, when one or more members join remotely, then notice must be posted at least three days before the meeting indicating the location fro�i which the remote attendee or attendees are joining. We encourage interested cities to develop a policy; for using technology like Zoom with the assistance of your city attorney ■ Intentional violations of the open meeting law A public officer who intentionally violates the open meeting law can be fined up to $300. This fine may not be paid by the public body. In addition, a court may also award reasonable costs, disbursements, and attorney; fees up to $13,000 to the person who brought the violation to court. If a plaintiff prevails in a lawsuit under the open meeting law, a court shall award reasonable attorney fees if the court determines the public body was the subject of a prior written advisory opinion from the commissioner of the Department of Administration, and the court finds that the opinion is directly related to the lawsuit an¢ that the public body did not act in conformity with the opinion. A court is also required to give deference to the advisory opinion in a lawsuit brought to determine whether the open meeting law was violated. If a public official is found to have intentionally violated this chapter in three or more separate actions, the public official must be removed from office and may not serve in any other capacity with that public body for a period of time equal to the term of office the person was serving. However, removal is only required if the conduct constitutes malfeasance or nonfeasance. The statute does not address whether actions taken at an improper meeting would be invalid. The Minnesota j Supreme Court once held that an attempted school district consolidation was fatally defective when the initiating resolution was adopted at a meeting that was not open to the public. However, in more recent decisions, Minnesota courts have refused to invalidate actions taken at improperly closed meetings. In an unpublished decision, the court stated that "even a violation of the open meeting law will not invalidate actions taken at that meeting." A public body may pay any costs, disbursements or attorney fees incurred by or awarded against any of its members for an action under the open meeting law. A Good Start to Good Governance League of Minnesota Cities ,,-tC I T Y 0 F^ �LNDOVE 1685 CROSSTOWN BOULEVARD N.W. • ANDOVER, MINNESOTA 55304 • (763) 755-5100 FAX (763) 755-8923 • WWW.ANDOVERMN.GOV Remote Meeting Participation Policy SECTION 1: SCOPE A. BACKGROUND: The City of Andover seeks to develop guidelines to promote transparent and orderly use of electronic technology that allows Council and Commission members to attend meetings from a remote location. Electronic audio/video attendance options continue to advance and evolve, along with the laws that govern such attendance. The city may adopt regulations that are more restrictive (not more lenient) than those provided by state law. B. PURPOSE: The purpose of this policy is to create guidelines governing the remote attendance and participation of members at Council and Commission meetings. Advance notifications and limits are established to provide proper notification to the public, and to allow the City to arrange the appropriate technology to cover the meeting. The general expectation is that individuals will make every practical attempt to be physically present and that the purpose of this policy is to allow for exceptions when the member is unable to physically attend a meeting. C. OTHER MEETING PARTICIPANTS: City staff, applicants, and other meeting participants may attend meetings remotely and are not subject to the policy or statutory limitations outlined within this policy. SECTION 2: CRITERIA/PROCEDURE A. ELIGIBLE USERS: Members of the City Council and members of any formally established Commission of the City. B. APPLICATION: Eligible users may attend and participate in any regular meeting of their respective Council or Commission in accordance with this policy. C. NOTIFICATION: Eligible Users wishing to participate via interactive technology shall notify the City Clerk or Commission Liaison, in writing, no earlier than ten (10) days, and no later than 72 hours prior to the meeting. In the event of an emergency, or unforeseen need, the City Clerk or Commission Liaison will seek approval from the Mayor or Commission Chair. The name and location of eligible members attending a meeting via electronic medium shall be posted in conjunction with, and in the same manner as, the regular agenda. D. MAXIMUM REMOTE ATTENDEES: There will be no maximum number of remote attendees so long as at least one (1) City Councilmember or member of a formally established Commission of the City is physically present. If all members request remote attendance, eligible participants for any meeting will be determined by the order in which notification was received by the City Clerk or Commission Liaison. E. ANNUAL USE: An eligible user may attend via interactive technology, an unlimited numberof times peryear, contingent upon the general expectation that individuals will make every practical attempt to be physically present. F. OTHER: Remote attendance and participation at any public meeting shall be in full compliance with the Open Meeting Law (OML), Minnesota Statutes section 13D.02, subdivision 1. All members of the public showing up at a remote location must be able to see and hear all discussion and votes. All members of the body must be ableto see and hear one another, as well as the public. G. EXCEPTIONS: The requirements of this policy may be waived in the event of an emergency as defined by state statute. H. DECORUM: It is expected that all members attending remotely will conduct himself or herself in a professional manner and attend only from a meeting location that is suitable for the proper conduct of professional business. I. EXPENSES: Members attending remotely will cover all extraordinary costs necessary for the connection. J. TECHNOLOGY: Remote meeting attendees shall comply with all technological and security standards as established by QCTV and the City's Information Technology staff. 2 VIT Y O F 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�3 FROM: Jason Baumunk, Parks & Streets Operations Manager SUBJECT: C. Discuss Goals for 2023 DATE: February 16, 2023 INTRODUCTION The Park & Recreation Commission is requested to discuss goals for 2023 including timeline of meetings, park related events, and any items the commission wants to accomplish in 2023. DISCUSSION Staff would like direction from the Park & Recreation Commission on the goals of the commission for 2023. There are several items that need to be accomplished for the year. Staff would like to put together a timeline for 2023 as to when items will be completed by. Park related events for 2023 need to be decided on early to give staff ample time to plan. With no dedicated recreation personal, staff needs time to make decisions on how the events will be managed, planned, and staffed. Staff would also like to discuss the possibility of commissioners involvement with planning and management of programming events. ACTION REQUIRED The Park and Recreation Commission is requested to give feedback to staff on the discussion items. Respectfully submitted, Jason Baumunk Attachments: 2023 Meetings & Events, 2023 Calendar 2023 Park & Recreation Meetings and Events March 2 March 16 April 6 April 20 May 4 May 18 June 1 June 15 Deadline for all CIP items June 27 Tentative - Joint meeting with City Council — 2024-2028 CIP Discussion July 6 Fun Fest 7th and 8th. No meeting preferably July 20 Aug 3 Aug 17 Sept 7 Sept 21 Oct 6 Oct 20 MEA Week— No Meeting? Nov 2 Nov 16 Dec 7 Dec 21 Events Movie in the Park Friday August 26th in 2022. January Su Mo Tu We Th Fr Sa 1 2 3 4 W 6 7 8 9 10 11 12 13 14 15 16 17 18 0 20 21 22 23 24 25 26 27 28 29 30 31 May Su Mo Tu We Th Fr Sa 1 2 3 W 5 6 7 8 9 10 11 12 13 14 15 16 17 01 19 20 21 22 23 24 25 26 27 28 29 30 31 September Su Mo Tu We Th Fr Sa 1 2 3 4 5 6 SO 8 9 10 11 12 13 14 15 16 17 18 19 20 22 23 24 25 26 27 28 29 30 2023 Calendar Februart Su Mo Tu We h Fr Sa 1 10 3 4 5 6 7 8 9 10 11 12 13 14 15 17 18 19 20 21 22 23 24 25 26 27 28 June Su Mo Tu We Th Fr Sa 2 3 4 5 6 7 8 9 10 11 12 13 14 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 October Su Mo Tu We Th Fr Sa 1 2 3 4 Ni 6 7 8 9 10 11 12 13 14 15 16 17 18 40 20 21 22 23 24 25 26 27 28 29 30 31 March Su Mo Tu We Th Fr Sa 1 iV 3 4 5 6 7 8 9 10 11 12 13 14 15 '17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 July Su Mo Tu We Th Fr Sa 1 2 3 4 5 IP 7 8 9 10 11 12 13 14 15 16 17 18 19 00, 21 22 23 24 25 26 27 28 29 30 31 November Su Mo Tu We Th Fr Sa 1 W 3 4 5 6 7 8 9 10 11 12 13 14 15 #0 17 18 19 20 21 22 23 24 25 26 27 28 29 30 April Su Mo Tu We Th Fr Sa 1 2 3 4 5 40 7 8 9 10 11 12 13 14 15 16 17 18 19 OW 21 22 23 24 25 26 27 28 29 30 August Su Mo Tu We Th Fr Sa 1 2 WX 4 5 6 7 8 9 10 11 12 13 14 15 16 NO 18 19 20 21 22 23 24 25 26 27 28 29 30 31 December Su Mo Tu We Th Fr Sa 1 2 3 4 5 6 IM, 8 9 10 11 12 13 14 15 16 17 18 19 20 1W 22 23 24 25 26 27 28 29 30 31 PARK AND RECREATION COMMISSION MEETING — JANUARY 19, 2023 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Lindahl on January 19, 2023 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, Jake Widmyer, Reuben Ustimchuck (arrived after approval of minutes) Commissioners Absent: Also Present: Parks & Streets Operations Manager, Jason Baumunk Associate Planner, Jake Griffiths Others RESIDENT FORUM No one appeared before the Commission. APPROVAL OFMINUTES December 15, 2022 Regular Meeting Motion by Strombeck, seconded by Newton, to approve the December 15, 2022 Regulat Meeting minutes as presented. Motion carries 6 ayes, 1 absent (Ustimchuck). APPROVAL OFAGENDA Motion by Widmyer, seconded by Lackie, to approve the agenda as presented. Motion passed unanimously. Regular Andover Park & Recreation Commission Meeting Minutes — January 19, 2023 Page 2 DISCUSS UPDATED GUIDELINES FOR FIELDS AND PARK FACILITY USAGE The Park and Recreation Commission is requested to review the draft Guidelines for Fields an4 Park Facility Usage and provide feedback to staff or make a recommendation to the City Council. Associate Planner Griffiths stated staff have been working on the policy for the past few months. Commissioner Widmyer asked if there were major changes or just small changes to definition4 and other items. Mr. Griffiths stated there are substantial additions that are policy, but not previously written down in the guidelines. He noted the addition of definitions that clearly state users — either an athletic association or everyone else. Parks and Streets Operations Manager Baumunk stated the City is creating one application and one set of guidelines. Motion by Stenzel, seconded by Newton, to recommend approval of the Guidelines for Field and Park Facility Usage. Motion passed unanimously. DISCUSS UPDATED FEE SCHEDULE The Park and Recreation Commission is requested to review park -related fees and providO feedback to staff or make a recommendation to the City Council. Associate Planner Griffith$ presented a table displaying current and proposed fees. He stated staff worked with tho Commission and Finance to update fees. He noted a major change of adding damage deposit4 and equipment usage fees. i Commissioner Stenzel asked how much revenue is currently generated from the fees. Parks and Streets Operations Manager Baumunk stated the City is not generating a lot revenue, but i looking to cover the cost of what they do. Commissioner Stenzel clarified that he is not lookin for cost recovery, but the amount taken in with fees. Mr. Baumunk stated he will get tha information from finance. Commissioner Stenzel agrees that the City should charge enough t cover costs of tournaments. Commissioner Stenzel asked if the Community Center charges rental to youth. Mr. Baumunl stated he assumes so but is not involved with the Community Center activities. Commission# Stenzel questioned why the City charges youth at the Community Center and not for outdoot facilities. Mr. Griffiths stated staff will bring the information to a future meeting. Chairperson Lindahl asked if the revenue goes to the General Fund or to the Parks Fund. Mr� Baumunk will ask finance for the budget details. Regular Andover Park & Recreation Commission Meeting Minutes —January 19, 2023 Page 3 Motion by Stenzel, seconded by Newton, to recommend approval of the updated Parks Fe Schedule. Motion passed unanimously. PARK DEDICA TIONIMPROVEMENT FUND 4TH QUARTER REPORT The Park and Recreation Commission is requested to review the 4 h Quarter Report of the Parr Improvement Fund. Parks and Streets Operation Manager Baumunk stated the City took in 4 large amount of Park Dedication Fees in 2022. He noted that 2023 is expected to have fewer new homes built. Chairperson Lindahl asked how long the contract is for the cell tower at Rose Park. Mr Baumunk stated he does not know if there is an end date. ANOKA COUNTYSHERIFF'S DEPARTMENT 4TH QUARTER REPORT The Park and Recreation Commission is requested to review the Sheriff's 4th Quarter Park Activity Report. Parks and Streets Operations Manager Baumunk presented the report and stated there weren't very many calls in parks during this time period. DISCUSSION Associate Planner Griffiths was able to get the answers from previous questions of the Park Recreation Commission. He stated funds generated from park usage fees go into the Genera Fund and are used to cover park -related costs. He stated the City took in around $2500 in 2022 OUTSTANDING ITEMS 1. Completed Projects: i 2. On -going Projects: Staff are working on two playgrounds replacement and one nel� playground in 2023. 3. On -Hold Projects: 4. Updates from Previous Meetings: 5. Other Items of Interest: a. Design will begin on Kelsey Round Lake Park Boardwalk replacement. b. Design and easement acquisition is ongoing for Trail Segment 1. 6. Outdoor Ice Rinks — They were doing well until the weather interfered. The rinks ar$ getting used heavily. 7. Parks Maintenance Update: presented in the staff report. Mr. Baumunk stated equipment purchases are taking longer to deliver. He noted the Cihi Council is conducting Commission interviews. i Regular Andover Park & Recreation Commission Meeting Minutes — January 19, 2023 Page 4 CHAIR'S REPORT Commissioner Newton thanked staff for clearing off the trails and rinks. Commissioner Widmyer asked if the rinks are staffed. Mr. Baumunk stated they fully staff Hawk Ridge. They City staff cover the other three jointly with hockey providing attendants 2 days a week for part of a shift. ADJOURNMENT Motion by Strombeck, seconded by Widmyer, to adjourn the meeting at 6:21 p.m. Motion passed unanimously. Respectfully Submitted, Shari Kunza, Recording Secretary TimeSaver Off Site Secretarial, Inc.