HomeMy WebLinkAboutWK April 13, 1999
CITY of ANDOVER
Special City Council Workshop - Tuesday April!3, 1999
Andover Public Works Building
Call to Order - 7:00 PM,
Discussion Items
1. Discuss Items to be Purchased from 1999B Equipment Certificate
2, Review Additional Information for Concession Contract
3, Need of Additional Property for Public Works Division
a) Three acres for water treatment plant and ground storage
b) Five acres for salt storage building
c) Seven acres for departmental storage areas
4,
Evaluate Utilities Department Future Expansion
a) Split pressure system
b) Water storage
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5, Recycling Update
a) Calendar
b) Surveillance camera(s) for Recycling Center
6. Streets and Highways Department Update
a) Boulevard trees -- who owns them?
b) Mailbox policy
c) Maintenance of center median on new Bunker Lake Boulevard
7. Parks Department Update
a) Winter maintenance -- Park Trails
b) Summer maintenance -- Ballfields
8. Vehicle Maintenance Division
a) Maintenance on other governmental vehicles
b) Hire one full-time person now or one 20-hour/week part-time person for remainder of
1999, to be upgraded to full-time in 2000
c) After hour use of City garage by City employees
9,
Discuss with Park & Recreation Commissionl5- Y ear Capital Improvement Replacement
Plan
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Adjournment
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CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
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DATE: April 13. 1999
AGENDA SECTION
ORIGINATING
DEPARTMENT
Discussion
Finance
Jean D. McGann
ITEM NO. ,
Discuss Items to be Purchased from 1999B Equipment Certificate
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REQUEST:
The Andover City Council is requested to review, approve and/or make recommendations on the attached
listing of equipment suggested for purchase with an Equipment Certificate which was Item # 2 of the
April 6 council meeting,
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CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
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DATE: April 6. 1999
AGENDA SECTION ORIGINATING
DEPARTMENT
Discussion Finance ~\:)'"
Jean D. McGann
ITEM NO.
Discuss 1999B Equipment Certificate
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BACKGROUND:
During a series of 1999 Budget meetings, the concept of issuing an Equipment Certificate was discussed, At the last
1999 budget meeting the Council requested staff review the dollar amount of the possible issue taking into consideration
inflation and growth factors since the previous issue in 1995, City staff has done that task and calculated that the
appropriate amount ofthe Equipment Certificate should be $1,050,000, This number allows the tax rate to be consistent
with the 1995 equipment certificate tax rate, Debt service payments are based on what is currently being paid, taking
into consideration debt that is falling off and also considering inflation and growth factors.
The Vehicle Committee, consisting of the following staff members; Richard Fursman, Scott Erickson, Dan Winkel,
Frank Stone, John Wallace and Jean McGann, have met throughout 1998 and the first part of 1999 to come up with the
attached prioritized listing of equipment to be considered for purchase, The committee took into consideration equipment
that could be transferred to other departments as opposed to making a new purchase, adding additional equipment to
either new or existing equipment to make the equipment dual purpose and the cost effectiveness of doing a new purchase,
The committee felt that the request for new vehicles and equipment by Public Works and the Fire Department will need
Council direction as the necessity for the larger ticket times is more of a policy decision when prioritizing Capital
Equipment expenditures.
When this process started, there were over $2,500,000 of requests, The committee has lowered this number to
$1,402,000 and would like Council input to reduce this amount to $1,038,000, $1,038,000 is the amount eligible for
expenditure with a bond issue of $1,050,000, The committee would like to request the discussion of additional cuts to
the proposed 1999 Equipment Certificate be a topic at the April 13, 1999 Special City Council meeting,
REOUEST:
The Andover City Council is requested to review, approve and/or make recommendations on the attached listing of
equipment suggested for purchase with an Equipment Certificate, Following the listing of equipment is a justification
paper for each piece of equipment requested,
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CITY OF ANDOVER
PROPOSED 1999 EQillPMENT CERTIFICATE
Public Works Reauest
Unit
ReDlacement
Cost
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1. Single-Axle Dump Truck Unit #180 Replacement $112,000,00
2. Single-Axle Dump Truck Unit #183 Replacement $112,000,00
3, Front-end Loader wlplows Unit #130 Replacement $150,000,00
4, One-Ton Pickup wi plow Unit #101 Replacement $ 40,000.00
5. Three Wheel Cushman Truckster Addition $ 19,000.00
6, Two Large Trailer-Type Generators Addition $100,000.00
7. One Large Capacity Mower Unit #563 Replacement $ 70,000.00 '
8. Lazer Line Striper Addition $ 40,000.00
9, R T A Software for V Maintenance Addition $ 15,000,00
10. Wheel Balancer Replacement $ 4,000,00
11. Lube System Addition Addition $ 15,000.00
12. Iron Worker Addition $ 24,000,00
13.72 inch Toro Mower Addition $ 24,000,00
14. One Large Capacity Mower Unit #562 Replacement $ 70,000,00
15, Single-Axle Dump Truck Unit #188 Replacement $112,000.00
16. Water Tanker Addition $ 75,000,00
17, One-Ton Pickup w/plow Unit #152 Replacement $ 40,000,00
Total $1.022.000.00
Fire Department Reauest
Unit
Reolacement
Cost
1, Fire Engine
2. FD Officer/Utility Vehicle
3, FD Officer/Utility Vehicle
Unit #E31 Replacement
Unit #U9 Replacement
Unit #G4 Replacement
$330,000.00
$ 25,000,00
$ 25,000.00
Total
$380.000.00
Grand Total
$1.402.000,00
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CITY OF ANDOVER
PROPOSED 1999 EQUIPMENT CERTIFICATE
COST JUSTIFICATION REPORT
PUBLIC WORKS DIVISION
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1. #180 - 1980 Ford 8000 Dump Truck: This unit is the oldest dump
truck the City owns, It is 18 years old and has almost 100,000 miles
on it. Years of plowing snow and sanding have taken its toll. The
box, truck frame and hoist structure are badly rusted, Repair parts
are becoming harder to get and becoming more costly, Replace
unit with a new single-axle dump truck with snow removal
equipment.
2. #183 - 1983 Ford 8000 Dump Truck: This unit is the second oldest
dump truck, Like #180, it has hydraulic brakes and is starting to fall
apart, Even though it has around 100,000 miles on it, we still rely
on it all year long, It should have been replaced in 1993, Replace
unit with a new single-axle dump truck with snow removal
equipment,
\ 3. #130 - 1985 W30 Case Front-end Loader: This machine has served
) the City of Andover well for the past 13 years, It is used as a year
round unit; it pushes snow in the winter; helps out in the parks in the
spring; cleans up summer storm damage and helps prepare the City
in the fall for the upcoming snow season, It was scheduled for
replacement in 1990, We need to sell or trade this unit and
purchase a new front-end loader machine with snow removal
equipment,
4. #101 - 1988 Dodge 3/4 ton Pickup: The operating costs on this unit
are low but it is not used much during the year, The body and rest
of the unit are sound, but the unit is Iowan power and the chassis is
too light for towing the tandem trailers. The truck should be sold
or traded to another department and replaced with a one-ton
pickup truck with snow removal equipment.
5, #549 - Request to purchase an additional 3-wheel Cushman:
These 3-wheel Cushman units are versatile they can be used for
hauling equipment--dirt and trash cans one minute and then be
grooming ballfields or transporting personnel the next, The ones
that we have are always on the go. Purchase an additional 3-
wheel Cushman Truckster.
6. Two large Trailer type Generators: These generators would be
used for back-up power for the city's wells and lift stations due to a
large storm or other crisis where electric service is unavailable for
any other reason!
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$112,000,00
$112,000.00
$150,000.00
$40,000,00
$19,000.00
$100,000,00
\ 7, #564 - With the expansion/addition of new parks and the demands
,) that are put on maintaining them, we need to look at purchasing
a new high-quality, high-efficiency, large-capacity and proven
lawn groomer: We need to make sure we purchase a unit that
meets all these points because it will be used year round for cutting
grass on ballfields, cleaning trail systems and sweeping snow off ice
rinks. With a large-capacity, it is possible we could get rid of two
smaller machines that have become high maintenance items--this
alone would save the City a fair amount of money. Purchase an
additional large capacity mower.
S, Lazer Line Striper: This unit mounts on one of the vehicles we now
have, It would be used for striping cross-walks, no parking areas,
center lines and parking lots. Any pavement markings that would
be needed could be done by City Staff. We would not be at the
mercy of doing the work when the contractor has time, With the
growth of the City, it would now be cost effective to do our own
striping,
9. RTA Software for Vehicle Maintenance: This software package is
in use at the present time at the Anoka County Highway Department
garage on Bunker Lake Boulevard, Jean McGann of the Finance
Department; John Wallace, supervisor of the Vehicle Maintenance
Department; Frank Stone, Public Works Superintendent and others
have been to the County to see the software in operation, The
County personnel are very happy with the product and we at
Andover can see why, It does job scheduling, labor tracking and
accountability, full bar code inventory and electronic fueling
interface, When it comes to Capital Equipment purchasing, this
software will give us the unit to be replaced, with a complete
breakdown of daily, monthly, or yearly cost.
10, Request a motorized Wheel Balancer: We have a handle operated
wheel balancer that we presently use, but it is designed for car and
light trucks, Purchase a motorized wheel balancer that meets
the needs of this department,
11, Request to finish of the overhead Lube system: We need to
expand our present overhead lubrication system, With the growing
fleet and the different needs of the fleet vehicles this is a must.
Finish installing the overhead lubrication system,
12, Request an Iron Worker: With all the metal fabricating and repair
done by our Shop, this piece of equipment would be very beneficial.
Purchase an Iron Worker,
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$70,000,00
$40,000.00
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$15,000,00
$4,000.00
$15,000.00
$24,000.00
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14, #564 - With the expansion/addition of new parks and the
demands that are put on maintaining them, we need to look at
purchasing a new high quality, high- efficiency, large-capacity
and proven lawn groomer: We need to make sure that we
purchase a unit that meets all these points because it will be used
year round for cutting grass on ballfields, cleaning trail systems
and sweeping snow off ice rinks. With a large-capacity, it is
possible that we could get rid of two smaller machines that have
become high maintenance items--this alone would save the City a
fair amount of money. Purchase an additional large capacity
mower.
$ 70,000,00
15. #188 - 1988 GMC 8000 Dump Truck: This truck was scheduled
for replacement this year, but with the growth of the City, we need
to hold on to it and still purchase another. Keep this unit and add
another single-axle dump truck with snow removal equipment.
$112,000.00
17. #552 -1989 Ford F350 One-Ton Pickup Truck: This truck has
almost 90;000 miles on it and the truck body is starting to fall
apart, The transmission and transfer case seem to have ongoing
problems, We replaced the box on it a few years back because it
literally fell apart, We need to replace the truck, but, perhaps as a
way to save some money, we can reuse the flat bed box that is now
on the frame because it is only a few years old. Sell or trade off
unit and purchase a one-ton pickup truck with snow removal
equipment,
$ 40,000,00
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Andover
FIRE DEPARTMENT
Memorandum
Date: March 30,1999
To: Vehicle Maintenance Committee
From: Dan Winkel, Fire Chief ~.tIJ.
Subject: Update for Proposed 1999 Equipment Bond
The fire department is proposing to include the following vehicles in the 1999 Equipment
Bond;
Add one new pumper at station #3, The existing vehicle Engine #31 was originally
purchased in 1978 and was scheduled to be replaced in 1998. This vehicle was refurbished
in ] 988, and will be kept as a back-up pumper as required by IS 0.. The vehicle has very
limited storage space and can only transport three firefighters, The new pumper will have
seating capacity for a full crew of six, We currently have to take two separate vehicles to
perform some tasks. The estimated cost of the new vehicle is $330,000 to $350,000 with
miscellaneous equipment added,
Also included in the bond should be the replacement on two utility vehicles, The utility
vehicles are used by our officers from each station to respond to incidents. They are also
used to transport equipment back to the stations after incidents,and will be used for
firefighters who are attending training outside of the city, It is proposed to buy two
smaller size pick-ups with ell.1ended cabs. The trucks will both be four wheel drive to assist
with bad weather condition responses, and also to get into off road locations as needed,
The estimated cost to replace both of these vehicles is $50,000 to $55,000, with
miscellaneous equipment needed, The vehicles will need two way radios and lights and
SIrens,
,;
The utility vehicles being replaced include a 1984 Ford station wagon that is currently out
of service. The estimated cost to repair problems on this vehicle exceed the current value,
The second utility vehicle to be replaced is a 1970 Dodge pick-up that was originally
purchased from the D,N,R.. This vehicle does not run well most of the time, and does not
seem to run at all during the winter,
Station 1
13875 Crosstown Blvd.
Andover, Minnesota 55304
612n55-9825
Fax: 612/755-9583
Station 2
16603 Valley Drive
Andover, Minnesota 55304
612/421-9426
Station 3
1785 Crosstown Blvd,
Andover, Minnesota 55304
612n55-9044
" / The pick-up is not a dependable emergency response vehicle and needs to be replaced,
This vehicle will have to go back to the D,N,R"and can not be sold, It would the intent of
the fire department to replace both of these :vehicles as soon as possible, With Bunker
Lake Blvd, under construction we may have to park one of these trucks at a firefighters
home who lives East of the bridge, in order to get a faster response to medical calls while
the bridge is out,
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THE ~ ~
PAPERLESS
SHOP
Ever dream of running your shop free of paper? RTA's Paperless Shop module
makes your dream come true!! Manage ALL of your operation's data with the
computer, using this powerful,
What is Paperless Shop?
Paperless Shop is an add. on option,
available only to RTA customers and
designed with the end.user in mind-
managers AND mechanics, This option
works seamlessly with the RT A Fleet
Management software, allowing you to
....'l;ck mechanic labor, schedule jobs, and
>t parts, all from the shop floor,
Job Scheduling
With Paperless Shop managers can
pre.assign mechanics to jobs on existing
work orders, When he is fmished, the
mechanic clocks off the job and, if you
wish, closes the work order. He can
then check his list for other jobs
assigned to him, clock onto an indirect
job, or clock off for lunch, break. or end
of shift, An unlimited number of jobs
can be assigned to each mechanic,
Labor Tracking and
Accountability
The ability to track mechanic labor
hours is perhaps the most important
feature of the Paperless Shop,
Mechanics clock on and off specific
jobs, as well as indirect jobs such as
,ehick wash, tueling vehicles. ete The
,,,tern then calculates the actual time
'pent IJn a job, tracking the mechaniC;
"r~ work day. Paperless Shop
{"des 1000" accountability Ilf.111
direct and indirect labor"
"real time" software option.
Partsffire Posting
Mechanics can be given rights to post
parts used on a job, including tires,
These parts are then immediately
decremented from your inventory and the
vehicle is updated, Mechanics can even
use a bar code wand reader to really
speed up the process! (Barcoding
equipment is available through RTA.
Call if you'd like more information,)
. 100% Accountability
. Increase Productivity
. Easy to Use
. Eliminate PapenJ.'Ork
. Track Direct and
Indirect Labor
Complete Data Integration
\Vhile mechanics clock on and off
their assigned jobs, the program is
keeping all records up-to. date and
accurate. The vehicle files reflect the
new cost data, mileage data and repair
history data, The mechanic files retlect
the actual and scheduled time for each
job, And the parts files show all parts
posted through the Paperless Shop
;..,kchanic screen,
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Call:
-
Ordering Information
602.~3l .2-lr \\ orIJ.., ide
800-271).IJ5-llJ L'S..\
8()0.-l~3.531X ":,lneld.!
"li2-'82-! -'r f:, \,,<
. Orders accepted by phone or mail.
. Credit card orders accepted,
. Purchasc DrUerS accepteu,
. Call RT\ IlJr shipping costs,
. \-':ext Da: Shippir:g ,\vailablt:
O-PAP050696 Ron Tu,ley \ssociale<,lne, 10R1J 'i. \'Jth \vrnuc, Suite 4 Pho,'ni" \1 R<01" I,ROO.17'l-OQ'IIX\ 1-litl1.,R1,I'47 F \\
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What is a Network
License?
The Network License is an add.on
option which allows simultaneous
access to the RTA Fleet Maintenance
program by more than one user. With
the Network License, the number of
people using the RT A program at the
same time is limited only by your
network,
'.
,
~Record Locking
NETWORK
LICENSE
. Increase productivity
. Multiple users with
simultaneous access
. Maintain data integrity
. Multiple work stations
. Easy to install with one
update disk
Eliminate Bottlenecks
With the Network License installed, you
can have RTA running on your network
with as many workstations as you like.
This means greater productivil)' With a
station used for creating work orders,
another doing parts entry, and another
for mechanics to clock on & off jobs
us ing Paperless Shop, you can virtually
elim inate annoying bottleneck problems,
and truly tap the power of R TA,
Simultaneous access to data
files in any networked system
creates unique problems, \Vhen two
(or more) users attempt to change data
in exactly the same record, programs
must have a means of insuring data
integrity, The Network License takes
care of this problem by using Record
Locking. which will disallow two users
from updatin'g the same record
simultaneously,
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Ordering Information
\
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Call:
602.581.2-lr \\ ur!c!\~ ide
800-2~9-1)5.:q , S,\
800,':-:;.'~;S C',!~~(J:.
hl)~-5:~2-1---+ - f:.\.\
. Orders Jc-:~pt~d by phont: or mail.
. Credit cx-J orders accepted,
. Purcha,t: ,:'r,krs accepted,
. ('all R I \, :;'r prices and ,hlrrin~ Clhl"
. '<e~t I h:, 'hirrin~ ,\\ailahk
,
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RT A has incorporated full mouse control
for ease of use, as well as the keyboard ,
control for speed. What will work best in
your operation? Probably some of each,
For some data entry functions you may
want to use the keyboard, then when you
lookup information or run reports you may
want to simply use the mouse, Either way
RT A's windows has what you are looking
for,
. Easy to use
. Year 2000 complIant!
. Feature Packed
. Full Mouse Control
. OBBC (available)
. State of the Art
. Much more!
;J"'7Tnl']l,j"oEII:....... rrl I ._...:'":i.I.llr~.,
file fdlt llUlltles ~1I1r1I tielp
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Ordering Information
Call:
. 1-800-279-0549 US,\.
. 1-800-47:1-53:18 Canada
. 1-602-581-2447 Worldwide
. rta@rtafleet.eom Email ..
. 1-602-582-1747 Fax 0___
Fleet Mana ement Software I!lI
O-~NIf'J03169B Ron Tur!ey Asscc;,Jtes, Inc 20823 N 19th j\"~nue SUlI~..1 Dhoenl.'(, AZ 8'5027 '-2C.C-27C)(j'l.t1 USA, 1 -6C2.Se2 1747 -;:/-.,(
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
/
DATE: April 13, 1999
AGENDA SECTION
ORIGINATING
DEPARTMENT
Discussion
ITEM NO. ~
Finance
Jean D. McGann
Review Additional Information for Concession Contract
The information for this item will be presented at the City Council meeting on April 13,
\
)
,
/
,~
)
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE: Tuesday, Ap~il 13, 1999
AGENDA
NO. ~
ITEM
NO, Need of Additional Property for Public
Works Division
SECTION
ORIGINATING DEPARTMENT
Frank Stone - Public Works
Superintendent
Discuss need of additional property for Public Works Division as follows:
. Three acres for water treatment plant and ground storage
. Five acres for salt storage building (information included in packet)
. Seven acres for departmental storage areas
(Partial information included in packet, remainder available at meeting)
MOTION:
SECOND:
"
FILE: G:\WORDlCOUNCIL\4,13mtg.doc
APPROVED
FOR AGENDA
BY:
'.:ENTER
~EC. 22
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JAN, 1996 322 Co. YDS, SALT/SAND $32.00 = $10,304,00
\
", J 1,050 GALS, BRINE $.10 - $ 105.00
15% ADMIN,& OVERHEAD - $ 1,561.35
TAX $ 676,59
JAN 96 $12,646.94
FEB 1996 470 CU YDS. SALT/SAND $32.00 = $15,040,00
975 GALS. BRINE $.10 = $ 97.50
15% ADMIN. & OVERHEAD - $ 2,270.62
TAX $ 1,131.53
FEB 96 $18,539.65
MAR 1996 200 CU YDS, SALT/SAND $32.00 = $ 6,400
15% ADMIN, & OVERHEAD $ .10 - $ 960.00
TAX $ 416.00
MAR 96 $ 7776.00
NOV 1996 419 CU YDS, SALT/SAND $32.00 = $13,408,00
1915 GALS. BRINE $ .10 = $ 191.50
CREDITFOR SPRING 1996 $ -768,00
15% ADMIN & OVERHEAD $ 1,924.78
, TAX - $ 834.05
,./ NOV 96 $15,590.28
DEC 1996 999.5 CUYDS, SALT/SAND $32.00 = $31,984,00
3516 GALS, BRINE $ .10 - $ 351.60
15% ADMIN & OVERHEAD $ 4,850.34
TAX $ 2101.81
DEe 96 $39,287,75
JAN 1997 928 CU YDS. SALT/SAND $34.00 $31,552,00
TICKET #1606 INCORRECT $ -192.00
1860 GALS. BRINE $ .10 $ 186.00
15% ADMIN & OVERHEAD $ 5,418.00
TAX $ 2,050.49
JAN 97 $39,014.89
FEB 1997 437 CUYDS, SALT/SAND $34.00 $16,082.00
800 GALS, BRINE $ .10 $ 800.00
15% ADMIN & OVERHEAD $ 2,424.30
TAX $ 1,050,53
FEB 97 $19,636.83
\ ,
'- j
MAR 1997257 CD YDS, SALT/SAND $34.00 $ 8,738.00
\
/ 390 GALS. BRINE $ .10 $ 39.00
15% ADMIN & OVERHEAD $ 1,316.55
TAX $ 570.51
MAR 97 $10,664.06
NOV 1997 402 CD YDS. SALT/SAND $34.00 $13,668.00
865 GALS, BRINE $ .10 $ 86.00
OCT 1997 475 GALS. BRINE $ .10 $ 47,50
15% ADMIN & OVERHEAD $ 2,070.30
TAX $ 897.13
OCT/NOV 97 $16,749.43
DEC 1997 177 CD YDS. SALT/SAND $34.00 $ 6,018,00
910 GALS, BRINE $ .10 $ 91.00
15% ADMIN & OVERHEAD $ 916.35
TAX $ 397.09
DEC 97 $ 7,422.44
IAN 1998 1104 CD YDS, SALT/SAND $34.00 $37,536.00
1500 GALS. BRINE $ .10 $ 150,00
" 15% ADMIN. & OVERHEAD $ 5,652.90
) TAX $ 2,449,59
JAN 98 $45,788.49
FEB 1998 59 CD YDS. SALT/SAND $34.00 $ 2,006.00
500 GALS. BRINE $ .10 $ 50,00
15% ADMIN & OVERHEAD $ 308.40
TAX $ 133,64
FEB 98 $ 2,498.04
MAR 1998 237 CD YDS. SALT/SAND $34.00 $ 8058,00
725 GALS. BRINE $ .10 $ 72.00
15% ADMIN & OVERHEAD $ 1219.57
TAX $ 528.48
MAR 98 $ 9878.55
DEC 1998 206 TON SALT $32.83 $ 6772.17
35,1 TON SAND $13 .22 $ 464,02
2210 GALS, BRINE $ ,10 $ 221.00
15% ADMIN & OVERHEAD $ 1122.28
TAX $ 486,32
\ DEC 98 $ 9090.44
)
,
, )
IAN 1999 1129 TON SALT
434.96 TON SAND
3785 GALS. BRINE
15% ADMIN & OVERHEAD
$32.83
$13.22
$ .10
$37,094.62
$ 5750.17
$ 378.50
$ 6,483.40
$ 2,809.51
$52,516.29
TAX
1996 15% $ 11,567.09 JAN, FEB, MAR, NOV, DEC.
1997 150/0 $ 12,145.50 JAN, FEB, MAR,OCT, NOV, DEC.
1998 150/0 $ 8, 303.15 JAN,FEB, MAR,DEC.
1999 150;0 $ 6,483.40 JAN (NOT BILLED YET)FEB &MAR
J
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.~
)
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE: Tuesday, Ap~il 13, 1999
AGENDA SECTION
NO, ~
ITEM
NO. Evaluate Utilities Department Future
Expansion
ORIGINATING DEPARTMENT
APPROVED
FOR AGENDA
Brian Kraabel - Utilities
Department Supervisor
BY:
Discuss the Utilities Department future expansion as follows:
. Split pressure system
. Water storage
...
J
MOTION:
SECOND:
...
J
FILE: G:\WORD\COUNCIL\4-13mtgI.doc
)
@
Almdlovelr lU[ti.li.ti.es lDelpalrtlmelmt
1685 Crosstown Boulevard NW Andover, Minnesota 55304
Friday April 9, 1999
Subject: Split Pressure System and Water Storage
The Andover water system is presently made up of two systems. The dividing line is Coon
Creek. The west system, which is serviced by the smaller one-half million-gallon tower, has a
top pressure of 57psi. The east system, which is served by the one million-gallon tower, has a
top pressure of 70 psi. We need to look at a way of connecting our system to make it one
system, We already have a connection on Bunker Lake Blvd, and another possible line could be
put in on South Coon Creek Drive, This set up would loop the system to the west and give us
better flows in the areas that need it. With the system the way it is, we would not be able to
serve the east side of town very well if the bigger tower were to be taken out of service, A
solution for this would be to build a one million-gallon tower in place ofthe smaller tower. This
tower would have to be built to the same elevation as the east tower, By doing this, we would
increase our storage capacity, have better flows in areas that are lacking and have everyone on
one system,
./
A model of the water system was built to help show how our system works, This model will be
as an educational tool for classes from the local schools or any organization that is interested in
seeing how the water system operates,
;s...~~
Brian Kraabel
Utility Supervisor
/
,~
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
AGENDA
NO. 5
ITEM
NO. Recycling Update
SECTION
Discuss Recycling update as follows:
. 2000 Calendar
. Surveillance cameras for Recycling Center
(Information included in packet)
...
)
MOTION:
" FILE: G:\WORDlCOUNCILl4-I3mtg2.doc
)
DATE: Tuesday, Ap~il 13J 1999
ORIGINATING DEPARTMENT
Cindy DeRuyter - Recycling
Coordinator
SECOND:
APPROVED
FOR AGENDA
BY:
'J
CITY of ANDOVER
April 13, 1999
CALENDAR FOR 2000
The City Council is asked to consider having the Andover
Community Calendar for 2000. If so, it will have to be budgeted.
" I asked the receptionist at City Hall if she gets any feedback
\. ) concerning the calendar. She said that she refers them to the Park's
map and the telephone numbers often. She said that it is good for
new residents and that the calendar gives them good information
about their City,
Ck:.Jy ~Lv~
Cindy DeRuyter, Recycling Coordinator
"
,-j
,.j
CITY of ANDOVER
April 13,1999
SECURITY CAMERAS FOR THE RECYCLING CENTER
The Recycling Center receives over 500 tons of recycling and
25,000 gallons of used motor oil a year, The overall use has
remained constant, with weekend getting the most use,
Security cameras have shown to deter improper use of areas, Some
of the improper materials brought to the Recycling Center include:
appliances, tires, household hazardous waste, building materials,
furniture and normal household garbage, These are some of the
things that used to be dumped along side our City streets. The
cameras will also show that most people use the site properly,
'\
" /
As a by-product of having a security camera at the Recycling
Center, people may act more responsibly in adjoining park areas,
not knowing if there is surveillance in those areas too, It may not
eliminate all the problems but it will help.
The City of Coon Rapids purchased two security cameras and think
it has helped alleviate some of these problems,
I received two bids:
Security Products Company: Their bid includes: two cameras, VCR,
Monitor and installation and tax - $4,434.38
ADT Security Systems, Inc,: Their bid includes: Two cameras,
VCR, Monitor and tax - $4515,60 (I'll have the installation fee by
meeting time,)
, '.
The Security Products system has the better price, This is a self-
enclosed c~mera that is good for _300 F,
~\~~T~
Cindy DeRuyter, Recycling Coordinator
'-,j
~
j
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE: Tuesday, Ap~il 13, 1999
AGENDA
NO. Co
SECTION
ORIGINATING DEPARTMENT
APPROVED
FOR AGENDA
ITEM
NO. Streets and Highways Department
Update
Ray Sowada - Streets
Maintenance Department
Supervisor
BY:
Discuss Streets and Highways Department update as follows:
. Boulevard trees -- who owns them? (Photograph available at meeting)
. Mailbox policy (diagram in packet, photographs available at meeting)
. Maintenance of center median on new Bunker Lake Boulevard (discussion item, no handout available)
,
I
MOTION:
SECOND:
"
/ FILE: G:\WORDlCOUNCIL\4-13mtg3.doc
.., .
RecolDDlen<led Mail Box Support
LdECKLIST FOR
MAIIJBOXES
I. J~ hox waterproof?
2. Does dour need attention?
3. Is nag ill working
condiLion?
4. Is hox Loo high or too low?
5. I, box.$Cc'lr~ly r"ilened
post?
6. Does post need replacing?
7. Is house numher on box so
it is vbiibJe to carrier?
H. Is approach Lo and from
nox filled and properly
graded and unobstructed at
'II times?
9. Is box even wiLh curh or
road?
10. Arc boxes that are close
together aligned with each
other.
\
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OSTMASTEA
168 SEVENTH AVENUE N
NOKA MN 55303-9998
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PENALTY FOR PRIVATE
use TO AVOID PAYMENT
OF POSTAGE, $300
Postal Customer
9666 EOESS uw ~~OU~ ~G2:60 L6-EO-~~O
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CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE: Tuesday, Ap~il 13, 1999
AGENDA
NO.7
SECTION
ORIGINATING DEPARTMENT
APPROVED
FOR AGENDA
ITEM
NO. Parks Department Update
Kevin Starr - Parks
Maintenance Department
Supervisor
BY:
Discuss Parks Maintenance Department update as follows:
. Winter maintenance -- Parks Trails
. Summer maintenance -- Ballfields
(Information in red folder)
"
/
MOTION:
SECOND:
FILE: G:\WORDlCOUNCIL\4-I3mtg4.doc
\
J
,~
I
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
DATE: Tuesday, Ap~il 13, 1999
AGENDA
NO. ~
ITEM
NO. Vehicle Maintenance Division
SECTION
ORIGINATING DEPARTMENT
APPROVED
FOR AGENDA
John Walalce - Vehicle
Maintenance Department
Supervisor
BY:
,
Discuss Vehicle Maintenance Department as follows:
. Maintenance on other governmental vehicles
· Hire one full-time person now or one 20-hour/week part-time person for remainder of 1999, to be
upgraded to full-time in 2000
. After hour use of City garage by City employees
(Information in packet)
/
MOTION:
SECOND:
,
/ FILE: G:\WORDlCOUNCIL\4-13m.gS.doc
~
;zLntfo'Ver ~liicte :JvLaintenance CDept.
\
J
Thursday, April 8, 1999
Contracting in outside work from other neighboring municipalities has been asked about for a few years and
there seems to be a growing trend in this direction. Examples that come to mind are the Anoka County Highway
Department and the City of Ramsey. Both these entities are very different. The Anoka County Highway
Department takes in work from the Sheriff's Department, Anoka County Traveler, Anoka County Auditor,
Anoka County Parks Department and other Anoka County agencies. They only perform services they are
qualified to perform, They do not charge the standard set labor rate of $70.00/hour, but are closer to $30/hour.
They charge a lesser rate because they are not interested in making a large profit. Their intent is to cover the
expense of the mechanics, Shop use and benefits,
The City of Ramsey, however is having Connexus Electric perform most of their work and the labor rate is
approximately $70.00/hour. Connexus is interested in making a profit in order to pass the benefit to their
shareholders, They also sell convenience. Since they are so close, the City of Ramsey does not have the expense
of organizing and staffing a repair facility. Paying $70.00/hour to have your oil and filter changed, has given the
City of Ramsey cause to explore other maintenance options,
'.
Other neighboring cities are also interested in work we can perform, When setting up this program, we intend to
follow some of the guidelines that Larry Anderson, Anoka County Highway, has set up for their contracts with
other Anoka County department services.
J
Before we take any outside work, we need to make sure we take care of all our internal needs first. Presently we
are doing the best we can with what we have. Areas of concem are recordkeeping, maintenance practices,
inventory and shortage of personnel. A good software would greatly help out with the tracking of all repairs,
warranty repairs, scheduling of Preventative Maintenance (P.M.) and inventory, We now take care of over 150
gas or diesel units. An individual P.M. on a unit may seem insignificant, but when you figure in normal repairs
and P.M's for the whole fleet, you can see why an additional mechanic is necessary meet the increased demands.
By keeping large projects in-house, it is more cost effective when timing is an issue, Le" snowplows, mowers
and sweepers. Since some of the fleet equipment is getting old, warranties have expired and the normal
maintenance of tires, batteries, hydraulics and everyday repairs are adding up,
With only a few additions like R.T,A. Software, we can keep better track of our cost, scheduling of work,
inventory and can bill outside contracts. With the hiring of another full-time mechanic, we can look into
contracting work from other cities to help defray the cost of operating a repair facility,
For the Vehicle Maintenance Department to continue to operate productively, we need to invest now.
91-- j /Jaftu.,
John Wallace
Vehicle Maintenance Department Supervisor
. /
JW:rrm
FILE: G:\WORD\stufT-jw\4-13mtgl.doc
\
J Contracting in Vehicle Maintenance from Neighboring Municipalities
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/
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/
Servicing Available
Preventive maintenance scheduling
Welding and fabricating
Heavy and light brake repair
Light duty brake drum and rotor turning on premises
Light duty tire repair mounting/dismounting and balancing
Exhaust repair
Electrical repair on starting, charging, wiring, and lighting,
Hydraulic hose repair
Electrical trailer brake repair
Gas and diesel general repairs
Steam cleaning parts
Front end work (i,e, ball joint, four wheel drive repack, shocks (no alignments),
Department of Transportation inspections
Waste hauler inspections
Billing
· Time and materials needed to perform tasks
· We are not parts or material salesmen,we will only change parts that are necessary to maintain a
safe and productive vehicle,
"
, J Memorandum
DATE: February 9,1999
TO: Frank Stone
FROM: Vicki Volk
RE: Insurance Coverage
City employees working on personal vehicles (after hours) - if employee is
injured, the city's insurance would not cover them unless the city allowed an
unsafe condition to exist in the garage. If the employee's vehicle is damaged
while he is working on it, he is on his own, The citywould not pay'for the . ..
damage, The League suggested that we have the employees sign a waiver
against damage to their vehicles or their persons.
. ,
/
City employees working on other governmental agencies' vehicles - this
would be covered under the city's liability insurance. However, if the garage
were hit by a meteor and the other government's vehicles were destroyed, that
governmental agency would be responsible for damage to their vehicles, We
can add property coverage to our insurance to cover the other government's
vehicles.
@
jilnao'Ver rveJiicte ~aintenance (])ept.
"
;
,
Thursday, AprilS, 1999
The Andover Vehicle Maintenance Department has grown from changing oils/filters and performing light
maintenance on fifty Public Works vehicles to servicing over one hundred fifty units in just six years. Our
Department now takes care of all City vehicles from Planning, Building, Engineering, Public Works and Fire
Departments. These Departments have grown, so have their need for equipment and the demands they place
upon their equipment.
Since part of our fleet is getting older, more long-term time related maintenance work such as brakes, tires and
suspension work, is required, all these take more time. With only Scott Hautala and myself, we are falling
behind in our work load and are always playing catch-up, We should correct problems before they become
costly unscheduled repairs, but are sometimes unable to due to the increased demands brought on by a growing
fleet. By hiring a third mechanic, we can correct problems before they become costly repairs. In addition, this
extra person will give us the opportunity to explore the possibility of contracting work from outside sources,
which will help purchase and/or replace equipment in the Vehicle Maintenance Department.
"
,
/
I listed a few reasons to justify the hiring of a third mechanic, I believe they are very good and just reasons.
~
~Ld~
John Wallace
Vehicle Maintenance Department Supervisor
/
JW:rrm
FILE: G:\WORD\stutT-jw\4-13mtg2.doc
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;zLncfover Pu6fic Wor~ CDivision
The City of Andover Public Works employees request permission to use the City Garage facilities to
perform light maintenance on their own vehicles or the vehicle(s) of their immediate family.
Light maintenance includes the following:
. oil changes
. tire rotations
. changing of batteries or alternators
. vehicle washing
The employees will not use any City owned supplies; such as nuts, bolts, belts, fluids and spray
lubricants, all of which are locked in a Storage Room after hours, City owned small tools are also
locked up in the toolbox and will not be used, All bulk oils can be locked up to ensure they are not used,
if management requests,
, )
We propose a two-hour time limit be placed for facility usage by employees, By using a two-hour limit,
it will be very easy to limit the kind(s) of work performed at the Shop. We will make sure only qualified
employees use specific equipment (i,e. hoist, pressure washer), thereby preventing damage to equipment
or injury to employees,
If permission to use the facility is granted, we realize it is a privilege and we will police activities to
make sure management is not give cause to take this privilege away.
\
. /
JW:mn
FILE: G:\WORD\stuff.jw\shop-use.doc
, / Memorandum
DATE: February 9, 1999
TO: Frank Stone
FROM: Vicki Volk
RE: Insurance Coverage
City employees working on personal vehicles (after hours) - if employee is
injured, the city's insurance would not cover them unless the city allowed an
unsafe condition to exist in the garage. If the employee's vehicle is damaged
while he is working on it, he is on his own. The citywould not pay'for the
damage, The League suggested that we have the employees sign a waiver
against damage to their vehicles or their persons. .
"
j
City employees working on other governmental agencies' vehicles - this.
would be covered under the city's liability insurance. However, if the garage
were hit by a meteor and the other government's vehicles were destroyed, that
governmental agency would be responsible for damage to their vehicles, We
can add property coverage to our insurance to cover the other government's
vehicles.
/
City Of Andover Public Works Maintenance Facility Use Policy
While there is some general understanding of the city regulation and concerns about the
safety of employees, city equipment and the security factor of keeping tract of who is
working within the public works maintenance area, it is believed that the following will
served as a guide for current and new employees.
Use of Facilities: The City's facilities when not in uses by the city may be used by full-
time permanent employees only as follows:
A. Weekdays, Monday to Friday employees will be able to use the shop for up to
two hours after their shift has ended, Vehicle washing can be done during shift
lunch hours.
B. Weekends and holidays hour will be 7 :00 AM. to 1 :00 PM. Unless authorized by
the Public Works Director.
c.
Request to use the Facilities including injury waiver, must be made in writing to
the Director of Public Works or his Designee before the facilities can be used,
Forms will be kept by the time clock.
/
D. After approval the information will be recorded on the" After Hours Public
Works Maintenance Log Sheet" by the employee. This log will be posted on the
employees bulletin board.
E. No city owned materials will be used; such as oil, grease, nuts, bolts, welding
rods, etc.
F. Employee will be responsible for any damage to city-owned equipment and/or
facilities.
G. All work to be done shall be completed within the above time limitations. No
vehicle requiring additional work shall be left on City premises overnight.
H. The employee shall be responsible for cleanup of the work area; return all tools
to their proper location and locking up of the City facilities when leaving,
I. Only personally owned vehicles of the employee or immodest family shall be
repaired. No work shall be done for others, than city employees, Immediate
family shall include spouse and natural or legally adopted children.
J. No work for hire will be done on city property.
K. No personally owned vehicles {i,e. cars, trailers, boats, campers, etc.} shall be
permitted to be stored on the grounds or in the city garage area.
L. Employees will not be permitted on the Public Works Garage premises unless they
have reserved time to use the City facilities or except during working hours.
M. Supervisors must be informed of any accidents, emergencies or damage of
equipment that occur when using the facilities.
N. If work cannot be completed during approved times due to a hardship, call the
Director of Public Works or his designee.
J
o. Only qualified employees may operate equipment {Le. pressure washer, hoist, tire
machine, etc.}.
City of Andover Employee Request Form For Use Of City Facilities/Equipment
Today's Date
User's Name
Area Requested to be Used
Type of Work to be Performed
License Plate # of Vehic1e
Day Requested
Time Requested Start
Table/Chairs to be Borrowed:
# of Tables # of Chairs
Department
Date Requested
Time Finished
Date Out
Date Back In
The only city owned items which maybe borrowed for off premises are tables and chairs, which maybe
borrowed for weekends or holidays with written approval of Director of Public Works. They will be
returned to the spot they were removed from by the start ofthe next business day {Monday if a
weekend, next day if a holiday}, No small tools or equipment are to be removed from the premises. No
city materials shall be used for any reason such as grease, oil, nuts, bolts, steel, etc. All work must be
completed within the specified time,
User agrees to abide by the following conditions:
1. Use of the facilities and/or equipment will be in conformance with the city's Public Works
Maintenance Service Use Policy,
2, Only the Facilities and/or equipment listed above will be used,
3. Facilities will be left and equipment returned in the same condition as when acquired, subject to
reasonable wear & tear, User will be responsible for any facilities or equipment damaged, stolen
or lost while in the user's possession, Prior condition of equipment or facilities may be described
on the back of this form & initialed by user & Director of Public Works or Supervisor.
4, User will be responsible for any damage to property or injuries to persons whether the property
or person of the user or third parties arising out of the user's use of the facilities and/or
equipment, and the user indemnify, hold harmless and defend the City from any claims, suits or
cause of action arising out of any such damage or injuries,
5, Failure to comply with the conditions provide in this request will result in appropriate
disciplinary action against the user,
Request Approved or Denied
Date Approved
Director of Public Works {or Designee}
CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
)
-'
DATE: April 13. 1999
AGENDA SECTION ORIGINATING DEPARTMENT
Reports of Staff, Committees, Commissions
ITEM NO. q
Discuss with Park and Rec, Commission/5-Year
Capital Improvement Replacement Plan
Todd J, Haas,
Parks
The City Council is requested to discuss with the Park and Recreation Commission the 5 Year
Capital Improvement Replacement Plan which was originally to be discussed at the April 6,
1999 Council meeting.
Attached for your review is tjhe April 6 meeting item # 16,
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CITY OF ANDOVER
REQUEST FOR COUNCIL ACTION
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DATE: Aoril6. 1999
AGENDA SECTION ORIGINATING DEPARTMENT
Reports of Staff, Committees, Commissions
ITEM NO.
Discuss with Park and Rec. Commission/5-Year
Capital Improvement Replacement Plan
/k.
Todd J. Haas,
Parks ,.
The City Council is requested to discuss with the Park and Recreation Commission the 5 Year
Capital Improvement Replacement Plan,
If the City Council recalls back in February, it was suggested that the Commission determine a
realistic dollar amount to be budgeted each year for replacement equipment. Attached is a
proposed 5 Year Capital Improvement Replacement Plan, The Commission is very interested
in having the City Council start budgeting for this for the year 2000. Also attached is the most
recent inventory of each park through 1998 for the City Council's review,
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5 YEAR CAPITAL IMPROVEMENT REPLACEMENT PLAN
Hidden Creek North (Reoional)
1, Play Structures (5-12 year olds) $10,000
Total $10,000
Fox Meadows (Reoional)
1. Play Structure (5-12 year olds) $10,000
Total $10,000
Pine Hills
1, Playground Equipment (2-5 year olds) & 5-12 year olds) $20,000
Total . $20,000
Shady Knoll
1. Playground Equipment (5-12 year olds) $10,000
Total $10,000
Hidden Creek East
1. Swings $2,000
Total $2,000
City Hall Park Complex #1
I 1. Reconstruction of Existing Tennis Courts $25,000
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2. Playground Equipment (2-5 year olds) & (5-12 year aids) $20,000
3. Replacement of Bleachers (3 x $2,000) $6,000
4, Replace Outfield Fencing/All Fields $50,000
5. Replace Hockey Rink Lights $12,000
Total $113,000
TOTAL $165,000
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Andover (Pu6fic Wor~ CDivision
Monday, April27, 1998
SUBJECT:
April 30 Park Board Meeting
Per our discussion last, week, I think this schedule will work out for all parties concerned. If you see any
problems, please note and retum for correction, Otherwise, I will have it placed on the agenda for the April 30th
meeting.
1. FRIDAY: All fields that will be used for weekend tournaments will be dragged and lined on the
Friday preceding the tournament by City staff.
2. SA TURDA Y: All fields that are being used for the toumaments on Saturday will be dragged prior to
the start of the fourth game, (approximately 12:00 noon), The City staff will drag fields, pick up trash and
restock restrooms at this time. Staff will be in area for maintenance duties for three hours. It is the
responsibility of the Tournament Director to provide a preliminary schedule two weeks in advance to the
Andover Parks Department Supervisor so personnel can be scheduled for the toumament weekend. The
actual schedule should be provided the Wednesday prior the tournament.
3. SATURDAY EVENING: All fields being used for the tournaments on Sunday will be dragged and
marked after the last game on Saturday, (approximately 6:30 Saturday evening), All trash will be removed
and restrooms will be cleaned/restocked for Sunday.
4. SUNDAY: All fields being used for tournaments on Sunday will be dragged and marked prior to the
start of the fourth game, (approximately 12:00 noon). The City staff will drag fields, pick up trash and
clean/restock restrooms at the time, Staff will be in the area for maintenance duties for three hours.
5. EXTRA HOURS: If City staff is needed for more than six hours per/day, the hourly rate of
$30.00/hour per person; two people are needed for safety reasons.
6. EOUIPMENT: One Cushman (any individual operating the City Cushman must be at least 18 years old
and the Tournament Director is responsible for the operation of equipment and any damage to the unit.)
Other equipment shall include field racks and line chalking equipment. It is required that the Toumament
Director perform any necessary maintenance to ensure a safe playing environment in conjunction with City
staff maintenance.
Frank Stone
Public Works Superintendent
Copies:
Andover Park Board
AI Grabowski
Kevin Starr
Dick Fursman
Todd Haas
File
FOS:rrm
FILE: G:\WORD\FOS\4-30pkbd.doc
* 1999 Park Projects *
The following are some items that we will be working on this year.
* Finish the landscaping around Public Works. Installing pavers will be the biggest
part of this project. * New maint. equipment will be added to our fleet this year,
* rfthe City Hall parking lot gets started, we will finish the irrigation around City Hall,
* The old irrigation system updates will be finished.
* Kelsey Trail will take a lot of time this year.
* We will be working with the engineers on many projects.
* We are working on the trail system for the Main Complex. This will help us do much
of the finish work at this Complex,
* We will be planting at least 1,000 seedlings along the trails and in some of the Parks,
* r hope to be able to plant around 400 shrubs and 150 large trees.
* Hidden Creek North, Hills Fifth, Pine Hills and Hawkridge will get heavy plantings.
* The North City Hall Park will get a major face lift. This whole area will be taken to
the next level. This should shape up to be our best Park in the City.
* West side of City Hall yard will get finished,
* We will build dumpster enclosures at Sunshine, City Hall and P.W.
* rfthe well project happens at Hawkridge, we have a lot to do there first.
* Hope to continue the development of Sunshine Park, The sign should be put in this
year. The litter collection will be stepped up this year. This Park needs shelters. We will
finish the upstairs area, Planting will continue.
* We will finish timber Rivers Park. This should turn out to be one of our best Parks.
* A few swingsets and a slide will be installed,
* Creekridge playground area will be finished by late spring.
* Hope to have a couple of Parks and parking lots get rebuilt.
* Our Park signs will be updated and added to. Hope to landscape around more of them.
* More outdated equipment will be pulled out. * Bluebird & duck houses will increase.
* Five infields will be rebuilt. Hope to get foul line poles at more fields,
* Want to install pop out bases on more ball fields,
* A lot of benches and goals will be installed,
* We need to get all of our bleachers up to new codes,
* More turf will get aerated and overseeded, Granular fert, will increase,
* Tree and shrub feeding will increase, Weathershield will increase.
* We will be doing more of the spraying in house, Want to step up the weed control in
all of our playgrounds and volleyball courts,
* The signing of the trails will be finished,
* Well over IO miles of trails will be maintained, The bridge at Kelsey will be leveled.
* More than 225 acres of turf will be kept up and maintained.
* We will have first and best ice at our main rinks. r want to open our rinks before any
other City around us. Three more of our rinks will be stepped up.
* We will keep 42 City Parks in the best shape we can, with what we have to work with,
* Again, we will pay special attention to the saftey aspects in all of our Parks,
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~ .Jlnao'Ver Par/i} CJ1aintenance C}Jepartment
Thursday, April 8, 1999
SUBJECT:
Park Trails Maintenance
The residents of Andover have a very nice and safe Trail System that is expanding yearly, With this Trail
System comes a great deal of responsibility for the City. To keep the system safe, Public Works needs and will
continue to need help from City Council and the Sheriffs office,
The Parks Department maintains the Trail System for the City, There are currently gy< miles of trails with an
additional 5 miles of trails and sidewalks being constructed this summer. This spring we have already spent
more than 160 man-hours trimming trees along the trails in an effort to maintain a ten foot canopy. The mowing
schedule varies with rainfall but the trails are mowed at least every two weeks. We mow a ten foot swath on
each side, where possible, this takes approximately ten hours. After every mowing, the trails are swept, which
takes approximately eight hours. A general inspection of the trails is performed weekly while picking up litter
and replacing or repairing signs,
Some of the problems we are encountering while trying to keep the trails safe are: sign vandalism, gate
vandalism and homeowners using trails with their vehicles to gain access to their backyards for landscaping or
trailer and/or camper storage, Our potentially biggest problem is damage from snowmobiles.
There is little that can be done to prevent the vandalism to the signs, We use plastic signs mounted to wooden
4x4 posts that are placed three to five feet off the path. This is much safer and looks better than metal signs on
metal posts. The number of signs that are being stolen has dropped, but they are still being broken off, More
police patrol on bikes in the evening or late aftemoon when the kids are out of school would be helpful. Police
patrol would be beneficial in keeping homeowners with their vehicles off the trails and prevent the gates from
being broken to gain access to the trails.
Our biggest concern is damage from snowmobiles, This is the most expensive problem we are facing. We do
not have the equipment or manpower to repair this type of damage. There already is considerable damage on the
system now and with the return of studs, the damage will only increase, The Council needs to seriously consider
banning snowmobiles in the City of Andover.
As you can see, the Parks Department puts in a lot of time and money into the Trail System. To keep it safe and
looking nice, we will continue to need your support.
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Tom Johnson
Parks Maintenance Department
TJ :rrm
FILE; G;\WORDlstufT-ks\4-IJmtg.doc
My Major Concerns
With Our Park System
> Supply and demand are not even close, We can not keep up anymore. This is a
combination of lack of manpower and equipment.
> Vandalism is killing us. Patrols would help.
> Very few of our Parks have security lighting.
> Most of our budget has been gone by October, the last couple of years. Rest assured,
this is not caused by irresponsible spending,
> Somehow we need a "rainy day fund". Things come up that knock out our budget. The
storm and floods a couple years ago, the drought of' 88, larger than usual acts of
vadalism, major pieces of equipment going down, there is always something. This
year, trail maintenance has a budget line item, Things like this will help greatly. Now
we are prepared for future problems with our trails, We need to do more of this, Try
and stay ahead of problems. I have said it over and over, it is cheaper to keep up,
than it is to catch up. We have a lot of catching up to do.
> Somewhere along the line we are going to have to charge for various Park uses, Pay
to play. The rate we are going, we can not provide the services that are expected or
needed throughout our Park System. What are our alternatives? Someday I would hope
that we have programs and amenities in place that are self sufficient or make the
City money,
> Many of our Park projects are only half done. A lot of things seem to get started, but
never finished.
> It seems we don't look down the road far enough. Parks get built or developed and it
gets overlooked that all of these things need kept up, maintained, and replaced now
and then.
> We should try and develop a few of our Parks to comply to ADA.
> We need a delivery or main road to access Sunshine Park building. As it is now, you
have large trucks backing all the way up to that building from the parking lot. This is
not a road, it is a path for people, Quite often, the Park is in use when vehicles do this,
> Our parking lots and drives need upgraded. We have a brand new trail going through
one of our gravel driveways, We can sweep this on Monday, and by Wednesday, the trail
is covered with rocks,
I can't be the only one that sees some of these items as problems, All we can do is try
and keep you informed as much as possible as to what is going on throughout your Park
System, I think the general feelings towards Parks is slowly shifting in this City, The
trail system and the positive impact it has had, have made more people aware of the
value of your Park System, The Main Complex is packed almost every night and most
weekends. The Parks are very visable in this City, they are everywhere, Hopefully, we
won't be at the bottom of the food chain for much longer,
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1998 * 1999 Park Review
Enclosed, you will find our 1999 hit list, a review
of 1998 projects and a list of some of the damages
that have occured in the Parks.
The survey is one that we have been involved with in
the past. Please look through it carefully.
The Memorandum is from Tom Johnson, a member ofthe Parks Staff. He
has spent more time than anyone on the trails. Tom does most of
the maintenance of the trail system,
The yellow sheet are some items I feel need to be looked at,
Who comes up with, and writes this stuff?
I have been involved with the Parks since June of 1979. Seeing the changes that have
\ I occured in this City the last 20 years is phenomenal. Taking care of a hand full of Parks
and less than 50 acres was enjoyable and no problem. Seeing and feeling the development
blow right by you makes you feel quite small and insignificant. We have actually adapt-
ed quite well considering what has happened. I am very proud of the lack of claims
against the Parks Department. We always have and always will pay special attention
to the safety aspects throughout the Parks System,
I have been fortunate enough to always have a very good crew with me, There are now
five of us who are very proud to put our name on anything we do for the Parks Dept.
Each of us wants to, and tries to make a difference every day. You have an unusually
highly committed Parks Staff in place, It sounds like a cliche, but this is more than a
job to us, What we do, with what we have to work with speaks for itself. I can tell you, I
take most of the things here way too personal. I feel like we are stuck in the middle of a
lot of things that go on around here,
Yes, we are just the maintenance guys, But, we are the people who see all of your Park
decisions played out and up close, When you want to know what has and has not worked,
we can give you a very good, hands on perspective, We will continue to keep the big
picture of the Park System in focus, Our pride level will never drop, You have our
commitment. All I ask of you, is to give us a listen and support now and then.
Thank You,
, /
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* 1998 Park Department Review *
; ,
The following are task's and items that your Parks Staff have been working on for
the past year.
* Resurfaced the tennis courts at City Hall. These courts are in bad shape, They need
to be rebuilt very soon.
* Took out all of the play equipment on the east side of City Hall. We are using the
parts for replacement on some of our other older structures. ( Durascape Products)
* Started the landscaping on the east side of City Hall. This project has a long way to go.
* Did landscaping on the West side of City Hall. Note; we had nothing to do with the
front of City Hall landscaping, "
* Had irrigation installed on the east side of City Hall and Tower Field area,
* Continued to landscape around the Public Works Complex.
* Built pads for the portable toilets at the Main Complex. (Anchor System)
* Had the storm drain on the east side of the new P,W, building rebuilt.
* We have been able to work very close with the City Engineers to get many projects
underway and finished. I hope this will continue,
* Did a lot of construction at City Hall and the old part of Public Works,
* Moved into our new building area,
* Installed heavy duty shelves in our building area for Park items and inventory,
* Turned an old storage area and locker room into an exercise room. This project
has turned into one of the most successful and beneficial items that we have ever
taken on. Thank you, Mayor & Council for the continued support on this room,
* Repaired and painted over 50 picnic tables. We are trying to anchor the tables on pads
in the Parks. This will save a lot of time moving them,
* We made 60 new players benches in shop. The City saves at least $ 180.00 per
set, with us making our own benches in house!
* We also buy the frames for park benches and picnic tables and install the lumber
in house, saving the City a ton of money, Make no mistake, we do everything we
can to stretch our budget, and still put quality products in our Parks,
* We work very close with contractors in rebuilding infields and turf areas. We have
done at least 10 infields each of the last 3 years.
* Nine backstops were rebuilt this year. This took longer than we wanted, but the final
cost of this project and other fence projects reflect the way that we work together with
our contractors. I hope we can continue to work like this.
* We maintained 24 infields, The 10 fields at the Main Complex were dragged at least
4 times a week. We tried to do the outside fields at least once a week, We need moisture
on the aglime to drag it, so we do them after a rain. This is one of the reasons that we
want water supply in our Parks. The warning track at Sunshine is done every other week.
* We have changed out all of the bases at the Main Complex, They are all double first
bases and pop out saftey bases throughout. These are the only way to go, We. are going
into our third year with this style. and only one base has disappeared, The coaches that
remove or change the bases and pads are still our biggest problem on infields,
* Request for weekend work is growing every year. Our budget has to catch up,
. i .
'" We installed safety rails upstairs at Sunshine Park. We had a display case made and
installed there also, We will install two more railings which will take care of any falling
scenarios in this building.
'" Two Parks were tore out, rebuilt and landscaped. We should try and do at least two
Parks every year. We are very far behind on our playground replacements,
'" Rebuilt most of Red Oaks West; parking lot and basketball court.
'" Put a lot of time at Creekridge. Cut all of the brush back and built the whole area up.
'" Rebuiillhe balltield at Hidden Creek North. '" This is where I made the biggest mistake
of the year. We tried to use the reclaimed "topsoil" from the commercial site. We hauled
dirt out of there for three days to different Parks and hockey rinks, When we went to
spread it, we found it was full of junk! It is worthless topsoil. This is going to haunt us
for a few years. We have power raked and removed much of the glass, rocks and metal
but it will continue to work it's way to the surface, Sometimes you get what you pay for.
They were nice enough to give us that topsoil for Free!
'" We finished the landscaping at Hills Fifth playground, We are very limited with what
we can do with this Park in the future. The location of the structure has painted us into
a corner. This could of been a very nice Park.
'" A good part of the landscaping has been started at Timber Rivers. This should turn
out to be one of our nicer Parks. The dock is a nightmare to take out. Hopefully this
won't be a problem in the future, with the relocation of the dock, This project has been
ajoint effort with Woodland Development. I think it has been a huge success, they
have been great to work with.
'" Landscaped in front of Fire Station 3. Did a lot of plantings in the storm water areas,
'" We did complete safety checks and repairs four times, on all of our Parks. All other
repairs were done as needed, throughout the year, We add wash sand to the fall zones
and volleyball courts as needed. The weed control in the fall zones is taking a lot of time.
'" We tore out and rebuilt 300 feet of blacktop at Kelsey Trail. Many of our trails and
paths are already in need ofrepairs, This problem will be big for Andover, We are not
equipped to do these kinds of repairs. Most of it will have to be contracted,
'" All of the trail signs were installed by our Staff.
'" Rebuilt the trail area by the train tracks and the creek, It was washed away, The rip rap
on these projects should be cemented when possible.
'" Adjusted the bridge at Kelsey Trail. This bridge will continue to be a problem, and will
only get worse. We are almost out of adjustment and leveling capacity,
'" As of April. \ve are maintaining 9.4 miles of trails. This involves sweeping, trimming,
mowing. dragging. patching and litter control. We are maintaining 4.4 miles of trails in
the winter season. We need to keep a close eye on what we keep open in the winter. The
snowmobiles are killing us. We should continue to keep only the main access trails open
in the winter.
'" 500 seedlings were planted by us, along the trails. We are trying to crowd out the hemp
along the creek. If we spray the hemp, it will kill everything. This would be a very ex-
pensive mistake. We will continue to hand cut some of the problem areas, while our
planting efforts begin to take shape. .
'" We planted more lhan 125 large trees throughout the Park System, More than 300
bare root shrubs were put in. We chip, water, fert, and wrap all of our young trees.
. !
>I< Our nurs.-:ry al Forest Meadows is going very well. We have added to it each year.
We will transplant some of the stock this season, into our Park System.
>I< Tree trimming is laking more time due to the trails. We are still cutting storm damage
in many of our Parks. Oak wilt is not as bad as it used to be.
>I< Seeding and overseeding took 1,150 Ibs, of seed. Most of it went into soccer fields,
Some went into the rebuilding of old Parks, and new projects.
>I< 80 % of our turf got aerated with our equipment.
>I< Between contractors and us, 70 % of our turf got treated for weeds and fert. We will
continue to concentrate on the heavy use areas and game fields.
>I< Our turf is kept between 2-4 inches. We will continue to contract some of our mowing,
We are cutting at least 225 acres of turf as of 1998. This is expanding every year,
>I< We do most of our own maintenance on our mowers, tractors, attachments, trailers
and small engines, We do all of the season switch overs on the equipment.
>I< Painting soccer and ball lines took 56 cases of paint. The soccer groups help us out
every year by painting all of thier own fields. These people help the City save a ton of
time and money. and are a privilege to work with.
>I< Maintained 21 gravel parking lots. We need to get more of these blacktopped. Oak
Bluff parking lot is a good example of how nice they could be. It turned out great.
>I< The old irrigation system has been almost completely rebuilt in house. For the first
time it is running right. All of the controls and mainline were replaced and moved,
* Five irrigation systems are being kept up and ran, This is almost one person every day,
on these systems. I hope we continue to add irrigation to our Park System, it lets us
provide a much better product to the public. Water use will continue to be a problem. we
are very often told that we can't ;;use the water," We need to look at having our own
wells for water supply in the Parks.
>I< 15 ice rinks were kept up and running. Our 3 main rinks were opened before any other
City in the area, again this year, I am very proud of our ice rink operations. We have
fewer resources than most, but we are known for having the first and best ice, Our light-
ing has to be upgraded on our rinks. We should add more hockey rinks. The 3 hockey
rinks are always very crowded. We should also blacktop some of the rinks, so they could
be used for rollerblade hockey.
>I< We made 6 new hockey goals in shop. Again, this saved the City at least $ 400.00 per
set. They are stronger and will hold up better, than what we could buy.
* The boat landing at Crooked Lake had to be repaired again, This is the third time we
have worked on this. It is in bad shape. The whole landing area needs rebuilt. We have
tried to work with the DNR and Coon Rapids on this project. Everywhere we turn, we
have hit a dead end. The landing is still sitting there in need of repair. We will make sure
that it does not turn into a safety hazard, but I hope someone will look into this,
>I< Worked with volunteer groups in the Parks. For the first time in three years, we were
under 300 hours of work done by volunteers, A drop in numbers is due to one of our large
groups, not making it this year. Meadow Creek School was unable to work with us this
season. We are still working close with Boyscouts, Girlscouts, Adopt a Park groups and
Eagle SCOllt projects. All of these groups have been a huge benefit to this City.
* We keep lip and mainlain abollt 55 bluebird and woodduck houses, About 85% of the
houses have had success. We also have bat and wren houses out and about. Come spend
. .
time at Sunshine Park, and you will see the positive impact of our efforts towards helping
out the bluebirds. We will continue to add to this project.
* Made 20 more trash cans out of barrels. We maintain over 65 trash cans in our Parks,
I want to upgrade our litter and trash control at the Main Complex. Trash and litter
control is about one person every other day. Expect this number to grow each year. The
ball tournaments create the biggest mess. The parents of these kids have zero conscious
in how they treat the Park. This gets passed right to the kids. It is getting worse every
year. The Schools use the facilities by the hundreds, This is no exaggeration, They
wiped out over $500.00 worth of wild flowers & three years growth, in less than an hour,
* J wish you all could spend some time in our Parks, on the trails or at some ball games,
You would get an understanding of what goes on out here.
* Throughout the year we get work orders from call ins, City Hall, Engineers and Frank,
We try and do these right away, They range from broken glass, downed trees, sprinkler
locates, dead deer, playground problems, silt fence, holes in the turf, vandalism problems,
gate problems, you name it, we get it. This is what makes our job interesting, There is
never a dull moment, or shortage of things to do, I can't imagine having it any other way,
'..
* Park Damages *
The following are some items that have been damaged or destroyed in our City Parks,
the last few years. Most of the destruction is caused by vandalism. Replacement or
repair cost's are included.
* SUNSHINE PARK;
10 broken outdoor lights,
I broken concrete bench,
7 broken concrete trash cans,
3 pitching pads. missing
Flower plantings destroyed,
Shrubs & sod- snowmobiles
Tree guidelines cut
$ 380.00
$ 260.00
$ 2,415.00 (all of these are still in service)
$ 145.00
$ 55.00
$ 245.00
$ 48.00
This Park gets alot of broken glass in the parking lot and around the building, Litter is
a problem because of the heavy use it gets. Cigarette butts are all over the place, Many
branches have been snapped off of the trees we have planted, Graffiti has been a problem
on the benches and building, Pulling bases and pads will continue to be a problem,
* CITY HALL COMPLEX;
Broken wood bridge,
Broken picnic tables,
Broken benches,
Broken spring rides,
Broken car ride. & springs
Destroyed wild flowers,
Stolen bases.
Stolen pitching pads,
$ 135.00
$ 500.00
$ 155,00
$ 255.00
$ 622.00
$ 165.00
$ 183.00
$ 96.00
As secluded as this Park is, (on the north end), we have been very lucky in reguards to
vandalism. We had very little problems with this, until the Middle School went in, A
fence around this whole area should help, The gravel parking lots will continue to be
a problem. We need more lighting throughout this Complex. The Schools and trail
will put alot more pressure on this Complex,
* CROOKED LAKE BOAT LANDING;
Broken concrete table, $ 322.00
Stolen trees & shrubs, $ 935.00
Broken spring ride, $ 415.00
Burned porta potty, $ 525.00
Burned trash <:an. $ 23.00
'" TOT LOT 138 AVE,;
Broken picnic tables,
Destroyed fence,
Destroyed climber,
Dug up merry go round,
Destroyed landscaping-
timbers and turf,
Burned trash cans,
$ 500,00
$ 895,00
$ 1,265,00
$ 235.00
$ 744.00
$ 46,00
This Park has been a problem since day one. We do not put a table or trash can in it any
more, The only trees in the Park were destroyed, Glass has always been a problem in
the Park and walkway, Nothing has been added to this Park since the early eighties, This
situation needs to be looked at.
'" TIMBER TRAILS;
Burned slide,
Destroyed benches,
Destroyed soccer goals,
$ 1,350.00
$ 485.00
$ 1,382.00
This Park is very secluded. We replaced the slide with stainless steel. The goals and
benches seemed to be destroyed by vehicles.
'" FOX MEADOWS;
Two sets of soccer goals-
destroyed & stolen,
Destroyed memorial plaque,
Broken slide.
Broken picnic table,
Broken security light,
Destroyed tree,
Destroyed & slolen benches,
Burned porta potty
Over $ 3,000,00 to replace both sets
bought by homeowner nearby
$615.00
$ 250,00
$ 400,00
$ 289.00
$ 565.00
$ 525.00
This Park is at the top of the list, for most vandelized Park in the City. We do not have
any soccer goals or benches in this Park now. The goals and benches were aluminum, I
think they ended up at Maxies for scrap, The plaque and tree were a memorial for a
nearby family. They have bought three trees for this Park. The parking lot is always tom
up. Many of the posts were broken or stolen. Glass is always a problem at the shelter,
'" STROOn.I.-\N & CANOE LANDING
Destroyed bench, $ 325.00
Destroyed shelter, $ 1,200.00
Destroyed tree, $ 189,00
The canoe landing is very secluded and dark, We have not replaced the bench or shelter.
* Plastic itt:l11s have had problems in our Parks, Tic tac toes have been burned at Shady
Knoll, Pleasant Oaks and Hawkridge. We replace them with steel enclosures, @ $ 345,00
each. Plastic slides have also been burned or shattered. We try and replace these parts
with metal, whenever possible,
* We lose about one picnic table every year, @ $ 250.00 each, either stolen or destroyed.
* Many benches have been destroyed throughout the years @ $ 250,00 a pair,
* Each year some of our plantings get destroyed, Breaking off branches, and pulling up
flowers appears to be more fun than the play equipment.
* Snowmobiles and cars spinning around in the turf and parking lots, will continue to be
a problem every year.
* Broken glass is a problem at most of our shelters and asphalt parking areas,
* Grafitti will most likely continue at all Parks and structures,
* The bridges and fencing for our Trails will continue to take a beating. Any rip rap that
is not set in concrete, ends up in the creek or on the fencing.
* Alot of signs are either stolen or destroyed each year. The trail system lost at least five
stop signs @ $ 27,00 each, in less than a year.
* We lose a couple trash cans each year @ 23.00 each, They get stolen or burned. We
have all the plastic cans at Sunshine bolted down, I like the concrete cans, but they have
been able to break them also.
* Hockey goals have been stolen from Hawkridge & Crooked Lake School rinks, these
cost around $ 700.00 a pair.
* Every year. loads of garbage, junk, appliances, brush, grass clippings etc" end up in
our Parks & Trails. All of these items need cleaned up and disposed of.
* Porta potties are often damaged and tipped over. We have been very lucky, in that we
have not had to pay full cost for a destroyed unit.
* Most of our small wood shelters have been damaged in the past.
* We have spent over $ 6,000.00 this summer, on replacement parts for various
playground equipment repairs. Most of these items were destroyed by vadalism. The
time it takes to make all of the repairs gets to be quite extensive,
** Ideas & solutions to help solve some of these problems;
* We notify lhe Sheriffs Department on the problem areas, to try and get extra coverage.
I
* Park atlendants or patrols should be put in place as soon as possible,
* More lighling in the Parks would help clear out the loitering.
* We use the strongest materials we can, on all of our park equipment & furnishings,
* We chain or bolt down as many items as possible,
* The City should ban all glass containers in all Parks.
* We count on the coaches and associations to help us out, and inform us of any problems
or damages throughout the Park System.
* The City should take a damage deposit from all of the teams and associations that use
any of the facilities.
* Scheduling of the fields and facilities should try and keep the same teams on the same
fields; if we could get to the point of each team having thier "own field", the pride
level would soar. and the facility would be taken care of better,
* We educate, and make as many people as possible aware of these problems. The more
people \ve have caring and interested in our Parks, the greater chance there will be in
cutling down on some of the problems.
* We install fencing to help against snowmobile problems,
* Blacktop, instead of gravel, on parking lots and trails will cut down on damages,
* We try to keep the Parks maintained with good sightlines,
* We plant the biggest and hardiest stock as possible.
* I'm wide open for ideas and input, for any solutions on any of the problems we have
in our Parks. At this point, we will try almost anything to help the cause,
* We have given up in a couple of areas; A porta potty will not be put back in a few
Parks, Some planters will be taken out of Sunshine Park, Fox does not have any benches
or goals, tables don't get put into some areas, landscaping stopped in other areas, Alot of
people should not have to pay the price of a few individuals irresponsibilty, .
* We will try and keep a positive and open mind towards all of this.