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HomeMy WebLinkAboutSP April 18, 1994 ·~ CITY of ANDOVER Special City Council Meeting - April 28, 1994 1. Call to Order - 7:00 p.m. 2. Funding proposal for Fields of Dreams/Comprehensive Park Plan 3. Update on Springsted Bond Survey 4 . Open Discussion/Questions 5. Present Park Projects a. Lighting for City Hall Park b. Development of Kelsey Park c. Park Dedication 6. User Fees for Fields 7. Discussion on Park Coordinator 8. 9 Adjourn .. .. .. - - - - -" - ~- ~.- -- - - . ---.. - ,.- ... o· __~ __~. _. . SPECIAL ANDOVER CITY COUNCIL MEETING MINUTES - APRIL 28, 1994 TABLE OF CONTENTS FUNDING PROPOSAL FOR FIELD OF DREAMS/COMPREHENSIVE PARK PLAN · · 1 UPDATE ON SPRINGSTED BOND SURVEY · · · · · · · · · · · · · · · · 3 LIGHTING FOR CITY HALL PARK . · · · · · · · · · · · · · · · · · · 3 DEVELOPMENT OF KELSEY PARK · · · · · · · · · · · · · · · · · · · 4 PARK DEDICATION . . · · · · · · · · · · · · , · · · · · · · · · · 4 USER FEES FOR FIELDS · · · · · · · · · · · · · · · · · · · · · · 5 DISCUSSION ON PARK COORDINATOR · · · · · · · · · · · · · · · · · 5 OPEN DISCUSSION/QUESTIONS Budget process · · · · · · · · · · · · · · · · · · · · · · · 6 CDBG funds used in parks · · · · · · · · · · · · · · · · · · 6 ADJOURNMENT . . . . · , · · · · · · · · · · · · · · · · · · · · · 6 ..._--. -,- ,,- . .._. -- - - ~ CITY of ANDOVER SPECIAL CITY COUNCIL MEETING - APRIL 28, 1994 MINUTES A Special Meeting of the Andover City Council was called to order by Mayor Jack McKelvey on April 28, 1994, 7:08 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota, to meet with the Andover Park and Recreation Commission. Councilmembers present: Dalien, Jacobson, Knight, Perry Councilmembers absent: None Park Board COIT@issioners present: Chairperson Daryl DeLarco, Tom Anderson, Dave Erickson, Jim Lindahl, Dave O'Toole Park Board Commissioners absent: Jeff Kieffer, Roger Paulson Also present: Springsted, Bob Thistle Assistant City Engineer, Todd Haas Public Works Superintendent, Frank Stone City Finance Director, Daryl Sulander City Administrator, Richard Fursman Others FUNDING PROPOSAL FOR FIELD OF DREAMS/COMPREHENSIVE PARK PLAN Mr. Fursman explained the City owns some lots in the Commercial Park which in which there is organic material, making them unbuildable. Those soils need to be corrected to make the lots buildable. In addition, there is a excess material that must be removed from the Field of Dreams site when grading the fields. He has discussed a proposal with the Staff, the City Attorney and with TKDA engineers to remove the organic material from the Commercial Park lots, fill those lots with the excess material from the Field of Dreams site, then place the organic material as a topsoil on the Field of Dreams site. The Field of Dreams site would get graded and the excess material utilized. In exchange, the Commercial Park lots would get the stable material they need. Mr. Fursman proposed asking the Economic Development Authority to consider the proposal; and when grading the park, that it be done according to the park plan submitted to the City Council. The costs will be borne by the Tax Increment Financing District that needs the commercial lots corrected. This is a method of getting the Field of Dreams graded without having to disturb park funds and also gets things moving in the commercial area. Work must begin soon on the commercial lots, as one is sold and the owner wants to be up and running this fall. Councilmember Jacobson questioned if the TIF funds could be used outside of the TIF district, that being the Field of Dreams area. Mr. Thistle stated current law allows up to 25 percent of the TIF dollars to be spent outside of the project area, and he felt this might qualify. Mr. Haas stated about 7,000 cubic yards must be removed from the park site, but he didn't know the extent of what needs to be done with the i"\~~ "" S-j/1/9'( . --- -.. - -.- --- ._~-_. -. - - ----.. Special Andover City Council Meeting Minutes - April 28, 1994 Page 2 (Funding proposal for Field of Dreams, Continued) commercial lots. Also, an existing pond in the commercial area needs to be dredged, though that material must lay idle for several years before it can be used as topsoil. The quality of the soil would be checked before putting it on the park, but they plan to disk the topsoil in with the sand before seeding. With some questioning whether there would be enough top soil to cover the entire park, Park commissioners noted the areas of the parking lots, building site and ag lime areas of the ball fields will not need topsoil. The Council was not opposed to the proposal but first wanted to be sure it could be done legally using the TIF funds. They also wanted to know the cubic yards that must be removed from the commercial lots and the cost of the entire proposal. Mr. Haas hoped to have that information back to the Council for its May 17 meeting. Further discussion noted that if and when the sewer line is brought up the eastern portion of the park property to Crosstown Boulevard, only that portion of the park and two soccer fields would be disturbed. The soil would then be regraded and seeded. At this point there is no guarantee when or if the line will be extended, though more may be known after the results of the June 7 school bond referendum are known. Mr. Haas stated the grading plan does not call for grading where the sanitary sewer trunk line will be extended, as it is already level through there. Chairperson DeLarco pointed out it is important that some work be done on the Field of Dreams project, as the residents have been promised a park for quite some time and many people have given a lot of time and effort toward it already. He supported Mr. Fursman's proposal, noting it is critical that the City take some action on the park. Mervl Prochniak, Andover Recreational and Development Association - stated as a group they are in support of trying to do something with the project this year. They have many volunteers with different experiences and backgrounds ready to help construct the building, help with the fields, or with the installation of water. They are here tonight to support this and get something started. Financially they are trying to help and continue to have fundraisers for this project. They are willing to help out to do something positive for the community. Mayor McKelvey, as a member of the Executive Board of the Parent-Teacher Organization of Andover School, presented the Andover Recreational and Development Association with a check for $1,500 from the Parent-Teacher Organization to be put toward the Field of Dreams project. Commissioner O'Toole, representing the ARDA, thanked him and stated all the organizations of the City have participated in this project. Council reiterated its position that it would support the proposal made by Mr. Fursman this evening if the costs are reasonable and if the City Attorney gives a favorable opinion on its legality. Mr. Fursman also wanted to clarify the division of costs with the City Attorney. Some Councilmembers thought it could all be charged to the TIF fund, just as *.- ~ .. ..-.~ --. ._---_.~. . - .. Special Andover City Council Meeting Minutes - April 28, 1994 page 3 (Funding Proposal for Field of Dreams, Continued) it would be if the soil came from any where else. Commissioner Lindahl suggested if the use of TIF funds in the park is not legal, that the City or the ARDA funds be used to pay for that portion so that at least the grading could get done this year. Mr. Haas advised the entire project would be put out for public bid, speculating the project could begin in a month or so and the grading completed by mid-August. UPDATE ON SPRINGSTED BOND SURVEY Mr. Thistle stated they are in the preliminary stages in terms of the direction to take on the bond referendum. Some cities do a survey prior to determining what facilities are needed. Others determine what is needed and do a survey as an informational program back to the community to ask if they agree with the types of facilities and the costs. Still others do a survey to get a feel from the citizens as to how much they would be willing to support on an annual basis. The accuracy of the survey will depend on the number of people contacted and the experience of the people doing the survey. His firm would not do the survey; they would hire a professional firm to do that. In discussing the bond issue, it was the general consensus that a variety of facilities must be provided, that is provide something for everyone. Neighborhood parks, regional parks, athletic fields, and walking/biking trails should all be addressed to involve all people, with visual improvements for the residents to see. The need to apply with the ADA law should also be mentioned. Costs must also be determined for capital needs and maintenance for the improved parks. Rather than a phone survey, it was suggested neighborhood meetings be held to inform the residents of the proposed improvements for their particular park. In that way, energies would be directed toward informing the residents and getting them to vote. The majority tended to agree with that process right now rather than a phone survey. It was agreed that over the next three months, the Park Board would compile a list of the recommended improvements to be included in a bond issue. It was also noted that City funds can only be used for informational material, not to campaign for or against the bond issue. Councilmembers and Commissioners can campaign as individual residents, but they cannot campaign as representatives of the City Councilor Park Commission. LIGHTING FOR CITY HALL PARK Mr. Haas started the plan is almost completed for two baseball fields and two security lights, with one soccer and one softball field as alternatives. The estimated cost for all four fields and the security lights is $108,000. Bids will be opened on May 20 and will be reviewed by the Park Commission at its first meeting in June. The Park and __~ _0 ~__..... __..__, _ _ .. Special Andover City Council Meeting Minutes - April 28, 1994 Page 4 (Lighting for City Hall Park, Continued) Recreation Commissioners noted their direction was to first light two softball fields. Mr. Stone noted that then the line is going right past the soccer field to get there. The Commission said the change was made because the need was greater for baseball and softball than for soccer. Mr. Stone stated it will be done anyway the Commission wants it. Commissioner O'Toole noted when the lighting was first discussed, they had several volunteers willing to do the work to save some money. One of the biggest pushes for the Field of Dreams has been volunteer help. They do not want to line up contractors, electricians, plumbers, etc., as volunteers and then not allow them to help. Staff explained that the electrical firm is unwilling to work with volunteers because of the liability issue. The City Attorney advised there is no problem with volunteers working in the City; however, it is a question of the electrical firm not willing to do so in this project. The Staff and Council felt volunteers can definitely be used for the construction of the building in the Field of Dreams, as that would not have to be bid out. The lighting had to be a bid project. Mr. Fursman stated TKDA has agreed to do the staking and supervision of the grading of the Field of Dreams as a donation to the park. DEVELOPMENT OF KELSEY PARK Mr. Haas stated he just received the agreement for the grant about a month ago. The City has two years in which to complete the project, through 1995; but it can ask for an extension. At this point the Council has asked for quotes from consultants to do the plan. There are over 20 proj ects going on in the City, and he is not able to do everything. Mr. Haas suggested the City contract with someone to help out in this project. Chairperson DeLarco was concerned with the progress of this project. Also, there is the credibility issue with the residents of how this grant money is managed and, in turn, trusting the City to manage the funds being asked for in the bond issue. The Council agreed the project should proceed and recommended the firm of Bonestroo, Rosene, and Anderlik be asked to engineer it. Commissioner Lindahl also suggested the City ask for an extension from the State at this time, explaining that some of the delay was caused by the State and the issue of the Indian mounds. Mr. Haas stated he will have BRA begin work on the plans. With that, he was confident the project would be completed next year. Mr. Fursman stated he would write a letter to the State asking for an extension of time in which to complete the project. PARK DEDICATION Discussion was on the ordinance requirement for park dedication from new plats. Mr. Haas stated it has been the City Attorney's opinion that the State law allows up to 10 percent park dedication based on the raw land .~__. ~__~__~___. - . _0 Special Andover City Council Meeting Minutes - April 28, 1994 Page 5 (Park Dedication, Continued) value. An appraisal is done on land if one has not been done within the last six months. The land values have risen over the last few years. Others questioned why the appraisals are under what land is selling for in the urban area. Appraisals have been for $4,000 to $6,000 per acre, and raw land has been selling for $10,000 to $12,000 per acre in these areas. One suggestion was that the sales are often not recorded with the county before the appraisals are done. It was suggested the Park Commission ask for park dedication based on $10,000 per acre or whatever they are reasonably sure was paid per acre, unless the developer can prove the land was purchased for less. The value should be current market value, not what it may have been purchased for in previous years. Staff also agreed to get a legal opinion on basing park dedication on platted rather than unplatted property. USER FEES FOR FIELDS Chairperson DeLarco explained the Commission is considering a policy of charging user fees to non-Andover associations who use Andover's athletic fields. The fee schedule would be instituted with the winter - leagues at the end of this year. They have found that tournaments are expensive for maintenance whether they are association related or from outside organizations using Andover fields. Mr. Stone also noted with the installation of lights, there will be large electric bills to be paid. Discussion noted that the number of youth from other cities playing in Andover is about equal to the number of Andover youth playing in other cities. Once the Field of Dreams complex is completed, it was felt there will be considerable interest from outside leagues to use the facilities. The Council agreed some fee schedule should be established and suggested the Park Commission proceed with it and forward a recommendation to them. All agreed that the Andover youth should have first choice in the use of the athletic fields. DISCUSSION ON PARK COORDINATOR Mr. Stone stated the City is at the point where a park coordinator is needed, as he, Mr. Haas and Mr. Starr do not have the time to oversee everything. with the additional fields in the Field of Dreams, someone on staff will be needed to do the scheduling and other things they do not have the time to do. A coordinator for six months during the summer would help considerably. Mr. Haas stated there are many grant programs available, but he does not have the time to mak~ application for any of them. plus there is the administrative work with the various athletic associations. - --.. - -,-- ~ Special Andover City Council Meeting Minutes - April 28, 1994 Page 6 (Park Dedication, Continued) The Council also felt the City's growth and development warrants a park coordinator on Staff. It was suggested the City could start by hiring for several months either a retiree or an intern student of a graduate park and recreation program. Mr. Fursman stated he would talk with the City Attorney about building into the bond the administrative costs associated with it, the costs of coordinating it. The Council agreed to budget for a part-time park coordinator for 1995. Mr. Fursman stated Staff will list the duties they envision this person would perform for parks and make an evaluation to clarify the job description, then determine the number of hours this person would work. OPEN DISCUSSION/QUESTIONS Budget process - Commissioner O'Toole noted the Park Budget from 1990 to 1994 increased only $20,000, and $14,000 of that went to the community school. He asked about the budget process and how capital outlay is determined. Mr. Stone explained normally the Park Board requests a capital budget for the following year. Last year he did not receive a request, so he make an estimation. The Council explained the budget constraints the last few years and the laws that have adversely affected Andover's revenues, noting every department has been cut deeply. CDBG funds used in parks - Commissioner O'Toole explained he had requested the HRA to use $5,000 of CDBG funds to provide handicapped accessibility to the Field of Dreams projects. He has found out that the funds can only be used for existing parks to bring them up to code. Of the 1993-1944 CDBG funds, $18,000 is not being spent because the City does not have the plans in place. It could be used in existing parks if the plans are in place by May 31 of this year. During the discussion it was noted that there is not enough time to implement a plan and bring the existing parks up to code by the May 31 deadline. It was generally agreed that should be pursued for the 1994-1995 CDBG funds. MOTION by Jacobson, Seconded by Dalien, to adjourn. Motion carried unanimously. The meeting was adjourned at 9:46 p.m. Respectfully submitted, Marcella A. Peach Recording Secretary ., ~ . - _. - -.. - - - ~ -_.