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HomeMy WebLinkAboutFebruary 1, 2024 PARK AND RECREATION COMMISSION MEETING – FEBRUARY 1, 2024 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Strombeck on February 1, 2024, 6:00 p.m., at the Andover City Hall, 1885 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Strombeck, Commissioners Bruckner Johnson, Kristin Lackie, Jim Lindahl, Chuck Naughton, Liza Shafto, and Shane Stenzel. Commissioners Absent: None. Also Present: Parks & Streets Operations Manager Jason Baumunk Associate Planner Jake Griffiths RESIDENT FORUM No one appeared to address the Commission. OATH OF OFFICE/NEWLY APPOINTED COMMISSIONERS Chair Tracy Strombeck administered the Oath of Office for the newly appointed Park & Recreation Commissioners. Those receiving the Oath of Office were Commissioners Charles Nuaghton and Bruckner Johnson. Lily Ustimchuk is the alternate. ELECTION OF CHAIRPERSON AND VICE CHAIRPERSON FOR 2024. Motion by Commissioner Stenzel, seconded by Commissioner Lindahl, to elect Tracy Strombeck as the 2024 Chairperson for the Park & Recreation Commission. Motion carried on a 7-ayes, 0-nays, 0-absent vote. Motion by Chair Strombeck, seconded by Commissioner Shafto, to elect Shane Stenzel as the 2024 Vice Chairperson for the Park & Recreation Commission. Motion carried on a 7-ayes, 0-nays, 0-absent vote. APPROVAL OF MINUTES Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 2 December 21, 2023 Regular Meeting Motion by Commissioner Stenzel, seconded by Commissioner Lindahl, to approve the December 21, 2023 Park Commission Regular Meeting minutes as presented. Motion carried on a 5-ayes, 0-nays, 0-absent and 2-present (Johnson and Naughton) vote. APPROVAL OF AGENDA Motion by Commissioner Stenzel, seconded by Chair Strombeck, to approve the February 1, 2024 Park Commission Regular Meeting Agenda as presented. Motion carried on a 0- ayes, 0-nays, 0-absent vote. COON RAPIDS SOCCER – DISCUSS ATHLETIC FIELD SCHEDULING PLACEMENT Parks & Street Operations Manager Jason Baumunk reviewed the Park and Recreation Commission is requested to discuss the process of how athletic fields are allocated to the youth athletic associations with representatives of Coon Rapids Soccer. Currently fields are assigned according to the guidelines set in the Field Use Guidelines. A copy of the guidelines were attached for Commission review. Placement is identified in Section 3A of the guidelines. The Commission is requested to discuss the athletic field schedule process and give staff direction on if they would like to re-evaluate the process. Mr. Fred Gunther, CR Soccer Club, 17025 Eidelweiss Street Andover, now rebranded as North United Soccer Club. He provided his background associated with soccer. They have 600 kids in their program. They get no priority for fields at this time. There are 130 kids in the high school program. They are a growing program with 42 teams. They are looking for only one field. They have been trying to collaborate with another club that uses Andover fields with no success. This is most likely because they are a competing club. Commissioner Lindahl asked how many Andover kids are involved. Mr. Gunther stated 150 are from Andover. Commissioner Stenzel asked what percentage are the other associations that have submitted requests for soccer fields. Mr. Baumunk stated last year Coon Rapids had 1550 – 178 kids from Andover. Boreal had 744 in their program with 500 from Andover. The issue came last year because the City had some fields but they weren’t full size fields. Mr. Gunther stated those numbers included their rec programs. Mr. Gunther stated they are looking for fields for their competitive programs that use the 11 vs. 11 fields. He believes the numbers are very close in size for the two clubs. Chair Strombeck added Boreal does invest monies in the Andover fields. Is North United willing to help with investments also? Mr. Gunther stated they are a 501C and the main Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 3 complex they use is in the City of Coon Rapids. They are spending $35,000 in improvements at the Coon Rapids Complex. They have $500,000 project for new lights. Commissioner Stenzel stated we should stay away from investment potential when considering the request. There is a City Policy and we should stay with the policy. This came up before with baseball with same situation. In that case the practice and game schedules were submitted and assigned fields and then the other associations were assigned fields. If it can’t be worked out the City may need to get schedules submitted and assign fields and see where openings. Mr. Baumunk suggested the application be submitted. Mr. Gunther stated they want to use the Fox Field. Commissioner Lindahl stated that field was hardly used last year. Mr. Baumunk stated he will reach out to Boreal. Commissioner Lindahl stated there is another field at Timber Trails which is not a full size field. Mr. Gunther stated it is a 9 vs 9 field and would be too small for their use. Chair Strombeck thanked Mr. Gunther for coming to the meeting. She agrees the Policy needs to be followed. ND PRELIMINARY PLAT REVIEW LEGACY AT PETERSEN FARMS 2 ADDITION nd Associate Planner Jake Griffiths reviewed the Legacy at Petersen Farms 2 Addition is a proposed rural residential development with 8 lots, several of which are being replated to accommodate a “looped road” as part of the development. This proposal is an extension of rd the 3 Phase of development at the Petersen Farms site which was previously reviewed by the Park & Recreation Commission in 2022. At that time the Commission recommended cash-in-lieu of land for park dedication requirements. The currently approved plan was provided and shown to the Commission. This layout was approved by the City Council. The amendment to be considered includes the looped road. This provides additional emergency access. There is a total of 8 new lots. The guidance for this decision comes from the Park Dedication Study and the Comprehensive Plan. The Park Dedication Study would encourage cash in lieu of land for this project. As part of previous phases of development, the applicant has created HOW owned and maintained trails and open space that are preserved for public use as well. Additional open space and trail segments are proposed in future phases of development and are not impacted by this proposal. The possible community space area is not proposed to be platted as part of this phase of development, however, its boundaries are modified, because of this phase. The City of Andover Park Dedication Study does not call for any additional parkland to be dedicated in this area of the City and would therefore encourage cash-in-lieu of land for park dedication requirements. Commissioner Stenzel asked what the possible community space is that is shown on the plan. Mr. Griffiths stated there has not been a lot of direction on that. This would be a future Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 4 conversation that would need to be had with the Commission and the City Council. Commissioner Stenzel asked if it is a park or open space. He is confused as to what a community space is. Would this be developed by another funding source other than park dedication. Commissioner Lackie noted there used to be a silo at that location. In a previous discussion we talked about making that area accessible to the entire community. Mr. Griffiths stated the possible community space is not included in this phase. Mr. Jason Osberg, 15356 Yukon Street, Andover stated they need to change the “community space” as it is not yet owned by the developer. The owner wishes to obtain nd this land for agricultural purposes. There are only three lots that are included in Legacy 2 Addition. Commissioner Stenzel suggested that be included in exception. Darren Lazan stated they do not know what it would be used for in the future. This would be for the HOA not the overall Andover community. Exceptions are for items outside the PUD. The Park & Recreation Commission is requested to review the proposed development and make a recommendation to the City Council on the park dedication requirements for nd Legacy at Petersen Farms 2 Addition. Commissioner Lindahl stated there are two parks within a mile of this development. Motion by Commissioner Stenzel, seconded by Commissioner Lackie, to recommend the nd City Council take cash in lieu of land for Legacy at Petersen Farms 2 Addition. Motion carried on a 7-ayes, 0-nays, 0-absent vote. DISCUSS PINE HILLS NORTH MULTIPURPOSE BUILDING. Mr. Baumunk reviewed the Park and Recreation Commission is requested to discuss the updated sketch plan and quote for the proposed multipurpose building at Pine Hills North Park. After discussions with the Park & Recreation Commission and City Council, staff obtained an updated quote showing the building without the 24’ x 20’ storage area to be used by the athletic associations. Removing the storage area in the back of the shelter saves $92,121 off the cost of the building, slab and installation. The two quotes are attached for Commission review. Boreal Futball Club (BFC) committed $25,000 towards this project for the storage portion of the building. Staff would recommend that BFC use those funds to build a stand-alone storage building closer to the athletic fields and the City move forward with the shelter plans without the storage portion of the building. Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 5 The new sketch plan shows a 30’ x 26’ covered shelter area, two bathrooms, an area labeled Concession that would be used for food preparation and service for those reserving the shelter, and space behind the bathrooms for utilities such as irrigation controls, plumbing, and IT equipment. The 2024 Capital Improvement Plan has $425,000 identified for this project from Park Dedication Funds. The cost is estimated to be $305,000. The quotes do not include septic, earthwork, and bringing utilities to the building. The original sketch plan and updated sketch plan were provided for Commission review. Commissioner Stenzel asked if the septic will be pulled out and Mr. Baumunk stated it hasn’t been decided whether a septic will be put in or a holding tank. There will be water and electric and internet access is already in the park. A utility closet will be part of the building. Commissioner Lindahl asked why a playground company is giving a building quote. Mr. Baumunk stated they are changing their name to MWP Recreation. They do a lot more than playgrounds. Commissioner Stenzel asked if this would be the first facility with a restroom that is rentable. Mr. Baumunk stated it is. Commissioner Stenzel asked if procedures are in place for renting the facility. Mr. Baumunk stated the policy and expectations will go forward to the City Council. Chair Strombeck asked about the brick and Mr. Baumunk stated it is in the quote. Commissioner Lackie stated there was a discussion previously on an area for food trucks and is that included. Mr. Baumunk stated there would be vehicle access to the building which could include food truck parking. A discussion would need to be held regarding the restroom policy. Is this part of completing the Master Plan. Mr. Baumunk stated this would be the big item on the Master Plan for this park. Commissioner Naughton asked specifically what is not included. Mr. Baumunk stated there is running the water line to the building. Not included would be the cost for the septic or the tank. Running power to the building is also not included. A lot of the earthwork would be done in-house. The Park and Recreation Commission is requested to discuss the updated proposal for the Pine Hills North multipurpose building and give staff direction on how to proceed. Motion by Commissioner Stenzel, seconded by Commissioner Lackie, to recommend the City Council proceed with the plan . Motion carried on a 7-ayes, 0-nays, 0-absent vote. Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 6 UPDATE PRAIRIE KNOLL PARK BUILDING EXPANSION/REPLACEMENT. Mr. Baumunk reviewed the Park and Recreation Commission is requested to discuss the results from the feasibility study and cost estimates for the expansion of the Prairie Knoll Park Building. As directed by the City Council, staff worked with RJM Construction and JLG Architects to determine the feasibility and cost estimates of remodeling the existing building at Prairie Knoll Park including adding a second story to be used for equipment storage. It was determined that the structure was able to support a second story instead of expanding the footprint of the existing building. Multiple options were looked at, and it was determined that adding the second story was the most feasible of the different options presented. Cost came back much higher than anticipated. The estimates for the work was provided for Commission review. The construction estimate does not include fire protection and septic upgrades but is shown as alternates. The 2024-2028 Capital Improvement Plan has $220,000 maximum contribution from Park Dedication Funds. Andover Football Association (AFA) has expressed a verbal financial commitment to the project depending on if the project would meet their needs. The amount is unknown at this point. The total project estimate after revisions came back at $1.1M not including alternates listed. The Park and Recreation Commission is requested to discuss the cost estimates for the remodel and expansion of the Prairie Knoll Park Building and give staff direction on how to proceed with the proposed project. Staff recommends not moving forward with this item. Commissioner Stenzel stated there is a need for restrooms and warming house. With upgrades to restrooms and warming house what would be that cost. Mr. Baumunk stated that would be the next step for this if football finds another storage area to meet their needs. This building was built in the late 1990’s by volunteers. The building is in decent shape. Most of it is uninsulated/unheated. OUTSTANDING ITEMS 1. On-going Projects: Mr. Baumunk reviewed the remaining on-going items including parks staff had the five outdoor hockey rinks opened on January 17, 2024 and in good condition. The rinks were closed on January 24, due to standing water and warm weather. Staff will continue to evaluate weather and attempt to get them open again if the weather cools back off. They saw heavy use in the short time they were open. 2. Updates from Previous Meetings: Tree Lighting Event – Some of the volunteers that helped put this year’s event met on 1/24 to discuss the event and to make a plan going forward. Although there were some reservations going into the event about the location, the consensus was that the location adjacent to the Community Center Regular Andover Park & Recreation Commission Meeting Minutes – February 1, 2024 Page 7 worked out very well logistically. Future meetings will be scheduled, coordinated and conducted by the planning group. Commissioner Stenzel asked about using the Community Center. He encouraged the use of the building and getting a hold on the calendar. Chair Strombeck suggested adding this to the next meeting agenda. Mr. Baumunk stated he will contact Brittney from the Lions Club and have the Commission informed of the committee’s activities. 3. Other Items of Interest: Mr. Baumunk provided updates on Pine Hills Multipurpose Building, New Trail Segment Along Coon Creek, GameTime Playground Grant, Tree Trimming and Removals on Parks and Trails, and Park & Recreation Commission Appointments for 2024. 4. Parks Maintenance Update: Mr. Baumunk reviewed the Weekly Parks Maintenance for 12/22/23, 12/29/23, 1/5/24, 1/12/24 and 1/19/24 . Commissioner Lackie asked if some of the trash cans are removed during the winter and Mr. Baumunk stated a lot are removed due to lack of use. OTHER ITEMS OR UPDATES – NONE. CHAIR’S REPORT Commissioner Lackie thanked for the new equipment covered by the grant. No other reports were given ADJOURNMENT Motion by Stenzel, seconded by Lindahl, to adjourn the workshop meeting at 7:10 p.m. Motion carried on a 7-ayes, 0-nays, 0-absent vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc.