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HomeMy WebLinkAboutOctober 5, 2006 '. . ~NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Regular Park & Recreation Commission Meeting October 5, 2006 7:30 P.M. 1. Call to Order 2. Resident's Forum 3. Approval of Minutes (9/7/06) 4. Reconsider Proposed 2007-2011 Park CIP 5. Update of Scoreboards at Prairie Knoll Parkl06-39 6. Update of Skate Park Facility 7. Review Outstanding Items 8. 9. Chair's Report 10. Adjournment 7:45 P.M. or shortly thereafter (Work Session) 1. Call to Order 2. Discuss Guidelines for Field Usage by Youth Athletic Associations, Cont. 3. Adjournment ~ +~t\\fr-/-3v..I._}j(.cV'.-l.-'--b-l,I.G---We;;{-f'u,'.r.c--~-C6S' '1 b.. "'-.?ee<-wt:(a-I t~t. '. ~-----Z:~rt-,.{;'C'~ -~v~,~c.\\. f'H ~S ~o..l/e ...-t{)<:.L+C'V' C\.ve..\'/t..ble. ro +\....C pO'lI<-S -.10... ,-' .-' I J I '" ,~,~ .;; \. , ,... I \ I"- .' " ." ~ ~ , , . ):f. 5'LlI C.3 ~. .~ ...r.,;;ci-;;je'1. '- ~:~~ ,,.{1>,. Ni D O'TFTh~....~- 1 \ .L .. .s..... .ft .( 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission CC: FROM: Todd Haas, Parks Coordinator SUBJECT: 4. Reconsider Proposed 2007-2011 Park CIP DATE: October 5,2006 INTRODUCTION This item is in regard to reconsidering the proposed 2007-2011 Parks CIP as directed by the City Council. DISCUSSION As you may recall, the City Council at the September 21st joint meeting requested the Park Commission to reconsider the 2007-2011 Park CIP, specifically in regard to the Andover Station North ball field facility to determine if the $300,000 that has been set aside for ball field lighting should be used instead for irrigation at some of the other park facilities throughout the City. Attached is the projected fund balance sheet and projects that were identified this past summer by the Commission for their use. ACTION REQUIRED The Park & Recreation Commission is requested to reconsider the 2007-2011 Park CIP as requested by the City Council. Respectfully submitted, t:r~ G:\ST AFFlRHONDM\PARKlITEMS\2006\ 1 OOq06\item 4.doc CITY OF ANDOIIER P'art .mprovement Fund Pnll.:ted Fund Balan:o 2DO$ 2DDT 2DDB 20DB 2D'IO 2011 TOTALS PToje::t1!d Sources of Revenue I Part C>odi::alion F.. s:2,';25 por unit plallod unit> 100 Sll 50 Sll 50 SO AnIi=ipaIod Part Dodi::alion F.. $ 2~2.5DD $ 121 ,25D $ 121 ,25D $ 121 ,25D $ 121,2:>-0 $ 121,25D $ 84!,7Sll c:mnmor::iall Rosidonlial- Jwtovor Station N 176,';20 BC,39C 76,= 78,= IOD,DDll 514,Z76 DNRGtanl GZ,5lJD 02.5DO Capital Pnljo:ls Lovy - Part lmpmvomonl> 52.800 52.BDD 52.BDD 5Z.BDO SUlOO SUlDO 316.800 Total Rovon.... ....vallabl. 47'I,72D 31$,9411 =,= 2SZ.7B3 %74,050 174,050 VC2.3ZS I Projo:otod Commlbn.nts Annual MIl.:e_ Proj0::5 25,000 25,DOD 25,DDll 25,000 25,ooC 25,000 15C,DDD o.bt Sorvi:e Paymonl 52.800 5Z.B00 SUlCD SZ,BOO SUlCD 52.BDD 316.800 AAOOVIII' Community Contor ConIrIbutian SO,DCO SO,DOO AnOOVIII'Slalian Norlh Ballfields 7tl,DOD 3e5,DDC 35,DDll 49tl,DtJO Country DaI:s West Part .;L,18S ';2.1B8 Prairie Knoll Part 35.ODD lSO,ooo le5,ooo Woodland Estal!s 41h 15,000 15,000 Fox MealIows Part 1 C,OOO 10,DOC DalMew Par\: SO,ODD SO,DDll _Part 4O,DDll 4Il,ODD Tena:e Part 55,DDll 55,000 Crooked Lake Boa! Land'mg ,125,000 125,DDll Woodland Crossing Part ST ,DOO ST ,ODD Sophios South Pall: 7S,DDD 7S,DOO For-..sI. Meadows Pall: 25.ODD 25,DOO Jwtovor!..ion< Part e5,ODD e5,ODD _d~ Part 5OO,DOO SCIl,DDO Total CommllmenlS 34!,.9B1 6EUDl> 26!l,llllD lCUlDO 7Z1 ,BCD n ,BOD U7\l,988 R.....nuos OYer (Und"" =xpenllllures 121.= {3E5,BGOJ (11 ,D17) B2,9B3 (45:!.,75l1J 9.,250 Fund BaIan::e as <If De::ember 31, 2lltl5 248.757 Fund BaIan::e Broupl1l. Fonwnl 37tl,4B9 4.629 (1z.3BB) n .5!!5 (370,'55) enlfmg Fund ElaJan:e. $ m.48t $ 4.E29 $ (12.3B8) $ n ,59S $ (37S, 155) $ lUll ,9D5) "'arpet . 1~ of ~ years. comm!tments m create . continpen::y tor any proje:t OYenlges.. Capital Plan City of Andover, MN 2007 thru 2011 Type Impmv:ment Usefol Life 30 Years + Category ParI.: lmprovem:nll: Priority 1 - High Cootact City Engin= Department Pari:: &. Reo - Proj= Project # 07-45001-01 Projed:Name Andover Station North Complex Description Continued d...~elopment and constru..--tion of an AthldkJPark Compl::x south Dfthe WDE site. With the fields due to be complet::d in the fall of 2006; bl=a::h= and playground equipm::nt will be necessary. In OTd::r to IDl!Ximize the usa"... Dfthe fields, lighting Dfthe two larger fields is n=ssary with the possibility Dflighting the third and smal1er field. 2007 . $20,000 for 3 s..-ts ofblea::h::rs, $65,000 for playground equipm::nt and $300,000 to light the 2 larger fields and possibly the smaller field. 200& - $35,000 for playground equipm:nt Note: Parldn would be shared with the busin= Justification The blea::h= = n=ssary' to allow the sp::c:ta!OrS to enjoy v,'at::hing the games without having to Sllmd for long p::riods of time. The playground equipm::nt will allow families ~ith childr.:n not playing bas::ball the opportunity to enjoy another a.."tivity. The lighting of the fields allows additional games and pra..--ti= to be play-..d during the evenings. Expenditures Imprt>V"'..ment 2007 31!5 ,llOO Total 31!5,110D 2008 35,000 35,0011 2009 2010 2011 Total 420,0011 42Il,llOD Funding Sources Park Improvement Funds 2007 385,000 31!5,llllO 2008 :!5,OOO :!5,0011 2009 2010 2011 Total 420,000 42Il,llOO Total I """"'.... - I Routine main=an::e will be r-..quired to upk..-::p the field and part. Tuesday, JUT>!! 20, 2006 Capital Plan City of Andover, MN I Projocttl 07-45001-02 ProjectNamo Terrace Park Type lmprovem..-nt UscinI Ufo 25 Yom Ca~ory PaIl: bnprov:mOIlll: 2007 thru 20ll f'rlority 1 - High Contact City Engineer Department PaIl: & Rcc - Pmje.."ts Description Install new bask..-tball court and parl:ing lot with COD~ curb and gutt::r along with compl::ting a small S::eliOD of trail to provid:: =ss to the playground equipm::nt and the other portions of the part. Justification I The ::risting parldng lot is =t!y graveL Since this is lo::al:::d in an urban area, the parldng lot should be paved and the neighborhood residents have requ::st::d a basketball court. Also, the trail to the playground m-..a needs to be pln'eti This project has b= =mmended by the Pari & R=-::a1iOD Commission. Expenditnres Improvement 2007 55,000 55,lJDD 2008 2009 2010 2011 Total 55.000 55,oOD Total Funding Sources Part Improvement Funds 2007 55,000 55,lJDD 2008 2009 2010 2011 Total 55,000 55,lJOD Total OperationallmpactlOther I Additional long-t::rm main=ance and ultimaI::ly r::pla=::nt will be n=ssary. Tuesday, June 20, 2006 Capital Plan City of Andover, :MN Project # 07-45001-(13 Project Name Crooked Lake Boat Landing 2007 thru 2011 Type Irnpmv=::nl Useful Life 25 Years Category Pad:: lmprovem= Priority 1 - High Contact City Engin= ])epartment Pari: &: R= - Proj= Desc:ription 1 Constru::!: n~' parking lot, insmll n::w dock and dr-...dge bOa1lancling area. This project will go forward with the assistance of a MN DNR Matching Gr1lnt. Justific:ation I The e>dst:ing parking lot is b"Yond ill; normal mainte:nance requir=ents. Surface has dereriornted and a number of pot holes have b= filled up to this point A boat dock is n=sary for individuals launching their boa!. Also, the boa1landing has silted in and needs to be r:moved to allow boalS to man=uver. This project has b= recommended by the Pari:: &: R=::ation Commission.. Expenditures Improvement 2007 125.000 12S,1ll111 2008 2009 2010 2011 Total 125,000 125,11011 Total Funding Sonrc:e5 DNR Gran! Pari: Improvement Funds 2007 62,500 62,500 12S,1ll111 2008 2009 2010 2011 Total 62,500 62,500 1Z5,DOD Total r Op=mo"" - I ormal mamt..-nance (sealcoat:ing. stnpmg. etc.) will be n=ssary'. Tuesda;',.June 20, 2006 Capital Plan City of Andover, MN I Proje:t# 07-45001-04 Proje:tName Strootman Park Type 1mprov::m:nt Useful Life 25 Y:m CaL"gOry Pm\: Improv=--ms 2067 thru 2011 Priority 1 . High Contact City Engin= Department ParI.: & R= . Proj= Description I Reconstruct existing ballfield and repla::: f::ncing. The ballfield will be ~u::ed in size for p!ay= gen::rally und::r the age of 12. In addition, there will not be an outfield fenee so the field can be used for other sports as well Justific:ation I Ballfield f::ncing does not me::t League ofMN Cities guidelines and needs to be replaced. This project has b::en =mm::nded t>)' the Pari:: & R=-ea!ion Commission. Expenditures Improvement 2007 40,000 40.000 2008 2009 2010 2011 Total 40,000 40,000 Total Funding Soun:es Park ImprtlV"'..ment Fun:!s 2007 4ll.ooo 411,000 2008 2009 2010 2011 Total 40,000 40.000 Total r OpoD.........-- I ormal mamt::nanee will be n=ssary. Tuesday, .June 20. 2006 Capital Plan City of Andover, MN Project # 07-45001-99 Project Name Annual Miscellaneous Projects 2007 thru 2011 Type lmprov=::nt Useful Ufe Unassigned Category Park lmprov==ntt Priority 1 - High Coolllct City Engin= D.partment Park &. R::: - Projects Description I This is for unfor::= or requested miscellaneous proje...'"ts that IIllIY arise during the year. requested by th. public, stlfi; City COImcil or th. Parks and Re::r::ation Commission for ea::h y::ar. .Jus1ifjca6on I This gives flexibility to th. City to do c::rtain smalJ-si=l proj= that may be warranted; for example, pur-..hase of 00= goals. This funding has b= r::comm::nibl by the Park &. ~on Commission. Expenditnres Improvement 20117 25,DOO Z5,IlOD 2008 25,000 Z5,IlOD 2009 25,000 25,D00 2010 25,000 Z5,DllD 2011 25,000 25,000 Total 125.000 125,D00 Total Funding Sources Palk Improvement Ftmds 20117 25,000 Z5,IlOO 2008 25,000 Z5,IlOO 2009 25,000 Z5,IlOD 2010 25,DOO 25,000 2011 25 ,000 25,DOlJ Total 125.000 1Z5,1lOD Total OperationallmpactlOther I Allows the Park and ~on Commission to adrlr::ss a vari~' of difi::r=t n=ls tbroughout the y::ar. T uesdoy, .June 20, 2006 Capital Plan City of Andover, MN 20U7 thru zon Project II 08-45001-01 ProjectName Forest Meadows Park Type Impmvem:nt Useful Life 15 Yem Category Park Improvemenn hiority 1 - High Conta:t City Engin= Department Park & Roc - Proj= Description Install additional playground equipm::nt for 2-5 year old us=. Justification This funding has b= re::oIIIlm:llcbd by the Part &. R=-..ation Commission. Total 2008 25,000 25.000 20Q9 2010 2011 Total 25,DDD 25,DDD Expenditures 2007 Improvement Total 2008 25.000 25.000 20Q9 2010 2011 Total 25,DDO 2S,lIDD Fnnding Sourees 2007 Pari: Improvement Funds 1::....- I . . cmallong-= maint::nan::e and ultimat=ly repla::=en1 will be n=.-ssary. Tuesday, June 20, 2006 Capital Plan City of Andover, MN 2007 thru 2011 Type Jmprov=:nt Useful Lire IS Y:m Cat:gory Park lmprov::m= Priority 1 - High Contact City Engin= Department Park & Rcc - Prqj= Project # 08-45001-02 Project Name Sophies South Park Deseripfion Install n..-w playground cquipm=nt and bask...-tball court. The park was dedi::a1:d lIS part of the d--velopm=nt of Sophies South. Sim:e no pm exists within the general area, it was =mm..-nded to begin d--veloping the park. JustifiC<ltion This funding bas b= recommended by the Pm & R=::a1ion Commission. Total 2008 75.000 r5,OOO 20119 2010 2011 Total 75,000 75,DDO Expenditures 2007 Improvement Total 2008 75,000 75,DDO 20119 2010 21111 Total 75.000 75,DDD Funding Sources 2007 Pan Improvement Funds Operational Impa:VOtber I Additionallong-erm maintenance and ultimately r:pla::==nt will be n=sary. T=do:y, Jure 20, 2006 Capital Plan City of Andover, MN Projeotll 08-45001-03 ProjeetName Woodland Crossing Park 2007 thru 2011 Type Improvement . Useful Life IS Year> Category Pari.: Improv:m= Priority 1 - High Contact City Engin= Dopartment ParI.: & Rec - Proje..'1s Description Install n= playgrollIld equipm:nt. Justification The paIl:: will have a new bask...~all court llIId shelt::r built in 2006. To complete the paIl::, n= playground equipment is n=ssary for all ages from 2 - 12 years old. Expenditures lmproverTl"'..nl 2007 2008 57,000 57.000 2009 2010 2011. Total 57 .000 57,oDll Total Fuoding Sources 2007 Pari: Improvelre!nt Funes . Total 2008 57,000 . 57,oDll .2009 2010 2011 Total 57 ,ODD 57.000 Opemtiona! Impact/Other .. . onallong-= maintenllIlC:: llIId ul1:iIII=ly repla.::..-m::nt will be n=ssary'. Tuesday, June 20, 2006 Capital Plan City of Andover, MN I Project # G9-45001-01 Project Name Andover Lions Park Type Improv:m.."'IIt Usefnl Life 25 Years Category Pari:: Improvem= 2007 thru 2011 Priority 1 - High Contact Cily Engin::::r Department Pari:: & R= - Pmje.."Is DescriptiOD I Install outfield fencing with mow strips for ballfield and install Dew irrigation syst..-m. 8 foot high fencing with mow strips - S;3S,OOO and irrigate existing ballfield - S;SO,OOO. I . JustifieatioD . The installation of an outfidd fence wiD allow the ball to' stay in play and also give the awesome fc...ling when a ball is hit for a home run. Also give the players a safer playing surfu::e by installing a irrigation S)'st=. This project has b= recommended by the Pari: & R=eai:ion Commission. Expenditures 2007 Improvement 2008 2009 85,000 E5,DDD 2010 2011 Total 85,000 BS,llOD Total. Fnnding Sources 2007 Park Improvement Funds 2008 2009 85,000 85,ooD 2010 2011 Total 85,000 85,DOD Total. OpemtiouallmpactiOlher I Additionallong-t..-rm maintenance and ult:ima1:l)' repla=::nt wiD be ne::essary. Tuesday, June 20, 2006 Capital Plan City of Andover, MN 2007 thru 2011 Type lmprovcm:nt Useful Life 30 Yean; Category Pad: Improvem= Priority I - High Contact City Engineer Department Pad: & Rcc - Proje.."15 Project # 16-45001-01 Project Name Hawkridge Park Improvements Description The project includ:s the construction of a warming hollS:, construction of a well w/pump and CODtrols, installation of irrigation for the 80= and ball fields, playgr01md equipment for childrom 2-5 years of age and bl::ach= for sporting sp::cta!ors. Storage buildinglbatbroomslcon::::ssions - $109,000; drill well with pmnp & controls - sa 00,000; septic S)'St= - S7,500; pave existing parking lot - $'90,000; irrigation for 2 fields - S50,OOO; playground Equipment (2-5 year olds) - $25,000; bl::achers with con::r::te pads(so= & ballfield . SI5,000; se..-urity li!!bt . h.500; art sima!!e and lands in. Sl,OOO. Justification By continuing to improve the pari:: system in Andover, the City provicL-s a high quality parts and r::a::a:tion complex to meet the growing ne:::ds of an active community. Th= improvements will provide high quality a:thletic and r::a::a:tional opportunities to the reside:nl:s. A warming house provides sbelt::r and a restroom fa::illt:y that can be used year around. The well and irrigation provide for a high quality a:thletic surface for 80=, baseballlsoftball activities and wat::r for the restroom. PlaygrOlmd equipment provid:s activities for young:2' children and bl::a.::bers provide a safe and comfortable pia:::: for sp=ors. This iect has been recommended Expenditures Improvement the Pari:: & R=::ation Commission. 2007 2008 200.9 2010 500,000 500,000 2011 Total 500.000 soo,ooa Total Funding Sources Pari:: Improvement Fumls t007 2008 200.9 2010 500.000 500,DDD 2011 Total 500,000 500,000 Total Ope:ational Impact/Other I The c:onstru..'"lion of a warming house and restroom fa...-ility will in= the use and Cl\ioyment of the part. Also, the construction of the S1mag:lw.mning house/restroom fa...-ility will eliminate the need to rent a portable warming house and portable bathroom The well consttu..'"lion will give the ability to ice the rinks fmIn the on-site well and will elimina1:e the need to "tanke:r" water to the site fmIn the Public Warks fa::ility on Crosstown Blvd. The Dlay!!TOund equinment will reouire additionallone-t= maintenance and ultimate r:n1a=ent will be n-essmy. Tuesda;y, .hme 20,2006 Capital Plan aty of Andover, MN 2007 thru 2011 Project # 10-45001-02 Proje::t Name Prairie Knoll Park - PhltSe ill Type lmpmv=:nt U.clul Life 25 Years Category Park !mprov== Priority I - High Conta::t City Engin= Department Park & R= . Proj= Description 20]0 - The parking lot would be paved including con::rete curb and gutt::r (S150,OOO). Justification Prairie Knoll Pari:: is consider--d a regional city pari:: and compl:tion would bring it into compliance with City standards due to the increased use by the associations for both 50= and footbalL This project has b= recomm=nded by the Pari:: & R=eation Commission. Expenditures 2007 Improvement 2008 2009 2010 15D,OOO 1SU.oOO Total 2011 Total 150.000 15D,OllD Fnnding Sources 2007 Pari:: Improvement Funds 2008 2009 2010 15D,OOO 1SU.ooO Total 2011 Total 150,000 1Sll.llOD Operational Impact/Other . 'onallong-t::rm maintenance and ult:imJn:Jy rep]a=ent will be n=ssary. Tuesday,.June 20, 2006 fJK Arq~ \b~.. NDO'!ER2~ --'- ~\\ -'. 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission CC: FROM: Todd Haas, Parks Coordinator SUBJECT: 5. Update of Scoreboards at Prairie Knoll Parkl06.39 DATE: October 5, 2006 INTRODUCTION This is an update in regards to the status for the installation of the scoreboards. DISCUSSION Public Works and I met with the electrician that will be doing the wlnng for the scoreboards last week to review the location of the scoreboards. Staff is anticipating that poles could be installed possibly yet this week and scoreboards may be installed within the next couple weeks. From what we understand, the manufacturer of the scoreboards is a couple weeks behind. ACTION REQUIRED No action is necessary as this is an update item. Respectfully submitted, ~L"L- G:\ST AFFlRHONDAA\PARKlITEMS\2006\ 1 00506lilem 5.doc 0\.. l~~. NDOVE~" 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER,MN,US TO: Park & Recreation Commission CC: FROM: Todd Haas, Parks Coordinator SUBJECT: 6. Update of Skate Park Facility DATE: October 5, 2006 INTRODUCTION This item is in regard to the possibility of constructing a skate park facility at Sunshine Park. DISCUSSION As you may recall during the joint meeting with the City Council on September 21 st, there was interest by both the Commission and Council to explore having the skate park located in the northwest part of Sunshine Park in the area just north of the small shelter. There is a flat area that is large enough to place the skate equipment on a 75'x75' paved surface. The estimated cost to install class 5 and to pave the area is approximately $11,400.00. ACTION REQUIRED No action is necessary as this is for information purposes only. Respectfully submitted, ~~ G:\ST AFF\RHONDAA\PARK\ITEMS\2006\ 1 00506\item 6.doc CANDOVE~ ......t:.. 't.., . __. TO: FROM: SUBJECT: DATE: 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Park & Recreation Commission _~ Todd Haas, Parks Coordinator 4"~ 7. Review Outstanding Items October 5, 2006 Issues list as of 10/2106 COMPLETED PROJECTS . ON-GOING PROJECTS o Develop Site Plans for all existing parks which indicates the facilities available. (On-Going). o Andover Station North Park (property south of the old landfill) - Sanitary sewer and water main are pretty much done. The ag-lime and fencing of all the fields are done. The first lift of asphalt is in. The irrigation system will be done by the middle of this week for the fields. Only one field has not been sodded. The contractor should be starting the last field sometime this week. So if the Commission would like to get a closer view of the ball fields, feel free to stop by. o Country Oaks Park - All that is left to do is some landscaping. o Woodland Estates Park - All that is left to do is some landscaping. o Oakview Park - All that is left to do is some landscaping. o Update of Park Dedication Improvement Fund Quarterly Report - Next report is scheduled for the next regular meeting. o Update of Quarterly Sheriffs Department Report on Park Patrol & Vandalism - Next report is scheduled for the next regular meeting. o Kelsey Round Lake Park - The seeding of the prairie restoration area is underway this week. Feel free to stop by the park if you get a chance. ON HOLD TASK FORCE UPDATES Skateboard Task Force - There is on the agenda for discussion. OTHER ITEMS OF INTEREST Note: If you have any items that you would like to add to the list, let me know at the meeting. G:\ST AFF\RHONDAA\PARKlITEMS\2006\ 1 00506\item 7.DOC 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission CC: FROM: Todd Haas, Parks Coordinator SUBJECT: 2. Discuss Guidelines for Field Usage by Youth Athletic Associations, Cont. DATE: October 5, 2006 INTRODUCTION This item is in regard to continuing the discussion of possibly having guidelines for field usage by youth athletic associations and user fees to use the City's facilities. DISCUSSION Attached is a version of the guidelines that was presented to the Park Commission on September 7, 2006. Staff is recommending the Commission review each line item (one by one) to determine if any changes should be made. It is very important that the Commission prepare language that is acceptable to all of the Commissioners. Staff is aware that suggestions were previously made by the Commission at the September 7th meeting and by the City Council at their joint meeting with the Commission on September 21st. It is important to make sure that everyone is on board. Note: Letters were not sent out to the associations. As far as staff knows, all of the associations are aware of the meeting. ACTION REQUIRED The Park & Recreation Commission is requested to review and made any changes to the guidelines. Respectfully submitted, ~/~ Todd Haas G:\STAFFlRHONDAA\PARK\ITEMS\2006\100506\ilem 2 work session.doc I)rzPtFr ~ ~ Youth Athletic Associations 1. Guideline Statement A key goal of the City of Andover's Parks & Recreation Commission's function is to provide a rich variety of recreational opportunities to residents in the most cost efficient manner possible. To achieve this goal, the City will emphasize a partnership with Andover's volunteer orgmi7~tions to plan, organize, and implement youth recreational programs both as a means of containing service costs and as a method of ensuring a community-based program. The City may recognize any number of associations based on the availability of resources and determination of the benefit to the community by the Parks & Recreation Commission. v)' ~ t' :iJ " t' ~ S1 ~ To qualify as a recognized City of Andover youth athletic association, the association ~ must provide: \e.S7 5lle..ct-p,r.J,. Jr..:1 5O-vt"h~\(~ Or~iDVe(ni~ boJ\e.SJ ~ ~\A..'^ r ~C: S\ra. be t-h:V~eted.~ - rl..\) ./' 2.1.1. Youth sports program(s) must be OPt ~ all residents (rerrardless of their . \C school affiliation) 8i*i the Droprams ~bave g minimum of 51 % PM'hCtrt\;tD1i7 participation from Andover residents wit~ tQB 6Xr:B/!JtiSl'l 8(h8Ckcl. / 2.1.2. r.. fu:tl i:1LI(1) vf :.pvd.:. p1\JgIa.JJ.L:> [VI 'uup i:1L1J ~ls involving--all-age-and- / -eompetitionlevelS. . .~ 2.1.3. Democratic procedures and elections that ensure input from the residents {o-'\\ regarding program input and policies. The Parks Coordinator shalll'8OOF7e Io'eo ~ . .fJ7lIirfl:1rWw a copy of the group's by-Iawste Belp veriB' Wi PQmt (Rf (;l / r""t77'1" hm:fL t,u(\1.-. +,-e. rtYI,_,-\.J-vrl ~\'e.1d. c..nlt~o.l1~vt . V 2.1.4. All associations must Drovide verification that thell have 50] C3. ~fit . \ ..\- . status with the State of Minnesota. They cbll pf.g''4.de tail Ci~' ",nth "n or "',t\lVd .E1'"" annua.l-HnaneieHeporHmd-a-oop~gs required-b.y.the-state-or ~ federal-gev~ ~ ~ 2.1.5. Certificate of insurance, which also names the City of Andover as ~:x. "Additional Insured". G.> au.H I'H!J... ~'1 tt>~c0.hbv1 /'2.1.6. Established grievance procedures, -Mi, h imtol~ember'aH-- non-vo~g ob~~et..d~n~ pri~oceedim!s. The-€ity:-will-observe in _~ / cases.w ere_Cm'.pErigpatIon seems prudent . ~ ~// 2.1.7. Qwort....Jt) fOl tL~ r a:G Coord:iIlaffiF=aF=Gfu"'r r-ity T"OrT"p'"","tflTIVP to ~~ participate.. (DOD4'.otingt-in-Board-meeting9-flDlH.ttend-monthly. m~tings as .;:: desired. -e t\ t c- t.~ 'f c'. ~\ c ~ .J / 2.1.8. Duplication of sport offering by associations is not ~~;s8~lc. F::iamDle: ~ 1 V L more than one ~ association 0 ers the same level 0 comDetiveness J(.i" for examDle a in-hous ro am). e e In to cmnbine m One-asSf1C1 . n. +~e ",!loc Cl h'O"1.. C l ~, /1...... -../ >, ^.. 1" ( re:.COCAl17...cJ ~C.,;,;~>..c"'r--'- (..C " ~~. V\U,wl.lo!'~ ~-r re$t;:.~.t..l,t. ~.. . \jJ\ tt 5:e1c...n.....'.-1c +~C- (I?<t if p,c (,evt ",,~n e...- II ~ L I .I" ..c. -> (d.. l' Cl _:~v-, l~ 0, .-IL: ... 2. Procedures '"" ~.. . 2.2. In return, qualifying associations will receive from the City; priority use of City- owned facilities along with other established priority users. This means that all required information/documentation must be urovided bv the association to the Citv of Andover before an CIlJDlication submitted bv that association can be acceDted for use of the Citv's. facilities. Note: The Park and Recreation Commission do have the authoritv to review the number of fields that are being requested bv the association. The final determination will be made bv the Park and Recreation Commission based on need for the association. Acknowledgment of the group~ as providers of their respective sport offerings. As part of this, the City does not offer programs in these areas, but refers resident to these organizations. 2.3. Youth athletic associations are valued partners to the City in providing organized recreational opportunities. Consequently, serious conflicts arising within or between associations and resident groups that threaten the quality of those recreational opportunities are of concern to .the City. 2.4. Barring a legal imperative to the contrary, the City's role in resolving such conflicts is limited to encouraging the association board and party in conflict to work through the problem, according to existing by-laws, with staff representatives providing facilitation and information, as required. 3. Responsibility The Parks Coordinator or a city representative will work with the various athletic associations to ensure the responsibilities are being met Staff through the grievance procedure addresses concerns from the general public.