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HomeMy WebLinkAboutJuly 19, 2001 o o Regular Andover Park and Recreation Commission Meeting Minutes -July 19,2001 Page 2 o UPDATE OF UNDERPASS/98-20/BUNKER LAKE BOULEVARD NW Chairperson Holthus updated the Commission on the discussion that took place at the recent City Council meeting regarding this item. She reported to the Commission on what was approved by the Council in terms of where the money would come from and how much would be paid back and to what fund it would be paid back to. She mentioned that she had suggested that rather than the $20,000 to be paid back would come from park funds that it come from another source, however the Council voted against her recommendation. Commissioner English stated that it would be important in the 2002 budget to have a Park and Trail Improvement Fund that would act as a continuous source of funding. Commissioner Anderson arrived at 7:40 p.m. Chairperson Holthus questioned if the Commission had previously agreed to allocate the $50,000. Commissioner O'Toole stated that that is correct. (J Chairperson Holthus questioned if the Commission agreed to another $20,000 that would be paid back. Commissioner English explained that the Commission agreed that $55,000 would be paid back from the general fund to the bridge and road fund. UPDATE OF USE OF CONFERENCE ROOM AT SUNSHINE PARK BUILDING Chairperson Holthus stated that an article was placed in the June newsletter regarding the use of the community room at Sunshine Park. She stated that there have been some concerns from some Commissioners regarding this issue. She stated that the Commission is recommended to review and approve the application for temporary use of the conference room and associated fees, however she first questioned ifthere is a clear consensus from the Commission on whether or not renting out the room is acceptable. Commissioner English questioned if the associations run the concession stand. Commissioner Grabowski stated that the concession stand is contracted out with the park maintenance fund receiving any proceeds. Commissioner English questioned if the associations benefit from the revenues generated by the concession stand. Mr. Haas stated that no they don't. Commissioner English questioned if the associations have a damage deposit and if so how much. Commissioner Blackstad stated that yes the associations do have a damage deposit. Mr. Haas stated that the damage deposit for the associations is $50. o Commissioner O'Toole stated that he feels the room should be rented out to groups and/or organizations using it on an ongoing basis for $50, however recommended a one time user pay more since the chances for damage are higher. He suggested the user pay their deposit by check, C) o Regular Andover Park and Recreation Commission Meeting Minutes -July 19,2001 Page 3 o however recommended the City hold the check until the following Monday morning and ifthere were no damage the check would be returned. Chairperson Holthus questioned ifthere is a consensus amongst the Commission that the room should be rented out. Commissioner Grabowski stated that he has concerns since it has been rented out in the past and the users left the room a mess, with the back door unlocked. Chairperson Holthus questioned what time Commissioner Grabowski was there to know that the door was unlocked. Commissioner Grabowski stated that he was there that Friday night around 5 :30 p.m. Mr. Haas stated that the room was used around 1 :00 p.m., however Kevin Starr checked the room after they had used the facility and thought it looked fine. He agreed that it would need to be the user/users responsibility to clean up the room. Commissioner Lindahl agreed with Commissioner Grabowski. He suggested that even though the building is a public facility, that it only be rented out to groups and/or organizations such as girl scouts, associations, Lions Club, etc. He stated that his reason for this is that organizations such as this tend to have more responsibility and a higher ethic standard. () Commissioner Anderson stated that he feels the room is fine to be used as a meeting room, however recommended that it not be used for a party room since it isn't designed for parties. Commissioner English requested that the motion is stated clearly in the minutes as to whom it is directed to and the purpose of the motion so there is no misunderstanding later. Commissioner Lindahl mentioned that there could be problems ifthe City did open the facility up to the public since it isn't accessible. Commissioner O'Toole stated that the only room that would be rented out is the downstairs. The Commission is requesting the City Council to consider the following recommendation: Motion by Lindahl, seconded by Grabowski, to recommend to the City Council approval of renting out the Conference Room at the Sunshine Park Building for City groups and/or organizations (a list of groups on file with the City), and if a specific group is not on the list they shall appear before the Commission to request permission to rent, in addition the recommendation is to continue the key damage deposit. Further Discussion o Commissioner English stated this his concern is equal rights. He stated that he would like to hear the City Attorney's thoughts on restricting use of the facility to only groups and/or organizations. () o Regular Andover Park and Recreation Commission Meeting Minutes -July 19,2001 Page 4 o Motion carried on a 4-ayes, I-nay (Holthus), I-abstain (English), I-absent (Blackstad) vote. Commissioner Grabowski suggested a list of groups and/or organizations is created so each and every request doesn't have to come before the Commission. Commissioner English requested Mr. Haas to check with the City Attorney to find out if it's possible to restrict the use of the facility to only groups and/or organizations. Commissioner O'Toole stated that he just wants to see the facility well maintained. He mentioned that at one point he doesn't see anything wrong with allowing individuals to use the facility, however at this point he recommended starting with groups until the kinks are worked out. Commissioner Lindahl stated that the reservation form needs to be modified since it includes picnic shelter. Commissioner English suggested there be a checklist as part of the application. He stated that the person who issues the key should walk the user through the checklist and again when the key is returned. Mr. Haas agreed to talk with Mr. Starr since this would be his responsibility. C) Commissioner English suggested that another option would be to have a checklist posted as a sign in the conference room as a reminder to those renting out the facility, however he stated the reason for it on the application would be so there are signatures. Commissioner O'Toole questioned ifit is stated on the application that if the user does more than $50 worth of damage that they would still be liable. Mr. Haas stated that the user should be held responsible in some way, and if the dollars were large enough the City would probably end up taking them to court. Commissioner Lindahl stated that it should be identified on the application that ifthe damages exceed $50 then the user would be held responsible for the remaining balance. Motion by Lindahl, seconded by Grabowski, to recommend to the City Council that the application be modified to include the following: o . Removing picnic shelter from the application. . That a checklist is included as part of the application and the City reviews the checklist with the user before and after use of the facility. . To include the following language, "that ifthe damages exceed $50 then the user would be held responsible for the remaining balance." . That the fees remain at $0.00 for a 4-hour period, and $50.00 for the key/damage deposit. Motion carried on a 6-ayes, O-nays, I-absent (Blackstad) vote. o o Regular Andover Park and Recreation Commission Meeting Minutes - July 19, 2001 Page 5 o Commissioner O'Toole questioned if the Commission needs to define what would be a group. Chairperson Holthus suggested a group be defined as a non-profit organization, having a group leader, and organized. UPDATE OF CAMERAS/OFFERING OF AWARDS AT SUNSHINE PARK Chairperson Holthus stated that the idea of installing cameras at Sunshine Park are to hopefully reduce the amount of vandalism and hopefully give the City an opportunity to identify the individual(s) vandalizing the park. She mentioned that the issue hasn't been discussed with Frank Stone to see if any funding would be available in the Public Works Budget. Mr. Haas stated that there could be one camera at the building and one at the gazebo. Chairperson Holthus stated that if the Commission would like to see them installed right away the money would have to come out of park dedication funds, however if we wait it's possible the money could come out of Mr. Stone's budget for 2002. () Commissioner Lindahl suggested staff obtain estimates first, and if possible the Commission pay for it now and try to get reimbursement later. Commissioner Grabowski agreed since it costs the City money in the end. Commissioner English questioned the Commission as to how the cameras would operate. Commissioner Anderson stated that it is difficult to answer that question until the estimates are received. Commissioner Lindahl stated that once the costs are determined it might only be realistic to run the cameras on a 12-hour loop from 6 p.m. to 6 a.m. Commissioner English stated that he believes that most of the vandalism is happening at night, however without flood lighting the cameras would be useless. He questioned ifthere aren't higher risk places in the City where the cameras should be going first. Commissioner Grabowski mentioned that in just one incident there was $3,500 damage to Sunshine Park. Commissioner English stated that there might be a better way to invest the money and have a better return on it. He suggested staff provide the Commission with additional information as to the history of damage throughout the City. o Commissioner Grabowski stated that the lighting in the gazebo would be more appropriate for the cameras, since the additional lights that were installed were put there to light up the exterior. He mentioned that even though it isn't happening all the time, it still should be prevented. C) o Regular Andover Park and Recreation Commission Meeting Minutes - July 19, 2001 Page 6 o Commissioner Anderson explained that part of the reason for obtaining the bids is to determine if the costs would outweigh the expenses to repair the damage. Commissioner English stated that it's important for the Commission to remember the purpose of the parks is for maximum use by the public. Commissioner O'Toole stated that it would be nice if the City didn't have to do this, however we owe the taxpayers enough to do something to prevent it from happening. Commissioner English stated that there are times where the damage isn't worth initiating a criminal investigation. Chairperson Holthus requested staff to prepare a report on the history of damages at Sunshine Park in the last few years. Also, she requested staff obtain estimates on what a camera system would cost. Commissioner English stated that he agrees with the rest of the Commission in what their trying to accomplish, however video cameras probably won't solve the problem since those that are serious in doing damage will do it anyway. C) Commissioner Lindahl suggested staff also obtain estimates on the annual costs of the video system. Commissioner English suggested staff request advice from City Management on what they consider to be the prime security issues. Mr. Haas stated that the entire park system would be considered the highest security issue. Commissioner English suggested if the City wants to invest in cameras maybe it should be a mobile camera that can be hidden anywhere at anytime. Chairperson Holthus suggested the quote on the mobile camera be added to the list of estimates. Commissioner English also suggested posting signs in the parks that state the park is under surveillance. UPDATE OF NEW BALL FIELD FACILITY/OI-2 o Mr. Haas updated the Commission regarding the new ball field facility. He stated that staff recently received a quote from W.B. Miller, Inc. in regards to grading and development of fields. Information on this was forwarded to the City Council as to the status of the project. Park dedication funds, as discussed previously with the Commission, will be necessary to complete the project. The Commission agreed as a whole with the Council's recent action on the project. () ,--. o Regular Andover Park and Recreation Commission Meeting Minutes - July 19, 2001 Page 7 o UPDATE OF SKATEBOARD EQUIPMENT (PHASE Il)/Ol-5 Mr. Haas updated the Commission on the skateboard equipment (Phase I) and to discuss the status of Phase II equipment. He stated that it's recommended to have the skateboard task force meet to decide which equipment should be purchased for Phase II. He mentioned that it's recommended that Phase II be put on hold until the skateboarders/rollerbladers take ownership of the park. He stated that many violations have occurred such as littering, no helmets, and bikers using the equipment. Commissioner English stated that ifthere is a problem it wouldn't be hard to just put away the equipment since it is mobile. Commissioner Blackstad arrived at 8:31 p.m. Commissioner Anderson stated that a few kids have explained to him that they are bringing the bikes in the rink so they won't be stolen and there is nowhere else to put them. He suggested the City put in bike racks near the facility. He mentioned that some of the kids are trying to stop others from riding their bikes, however the ones that are doing it are a lot bigger. :~) Commissioner English stated that kids should be able to ask for help since there are often times City staff and/or adults around City Hall. Commissioner Anderson stated the kids have explained to him that they were under the impression that helmets were optional and not required. Commissioner English stated that when the kids stated the rules ofthe park in later winter early spring in front of the Commission there was nothing said about them being optional. Commissioner Blackstad stated that he couldn't believe the amount of littering found at the Skateboard Park. Commissioner Anderson mentioned that some of the kids are wondering ifit would be possible to have a drinking fountain installed near the park. Commissioner English stated that he agrees that a water fountain should be available for kids using the Skateboard Park. Commissioner Anderson suggested Mr. Haas schedule a task force meeting regarding the Skateboard Park. APPOINT 3 COMMISSIONERS/2002 PARKS CAPITAL IMPROVMENT BUDGET Commissioner Blackstad stated that he would be willing to volunteer to be a part of the r) discussion with the Management Team to discuss the 2002 Parks Capital Improvement Budget. '-- r) '- . o Regular Andover Park and Recreation Commission Meeting Minutes-July 19,2001 Page 8 o Commissioner English stated that it is important that the Commissioners on the Commission not have too many other responsibilities on other task force groups or commissions. Commissioner Grabowski also volunteered. Commissioner English mentioned that the individuals should be available during the since it's likely the Management Team will want to meet during the day. Commissioner Blackstad stated that he would have no problem attending meetings during the day. The Commission appointed Chairperson Holthus, Commissioner English, and Commissioner Blackstad. REVIEW ISSUES LIST Mr. Haas reviewed the items on the issues list. Commissioner Grabowski questioned when they plan to begin the fencing project. Mr. Haas stated that they plan to begin the project either next week or the week after. :_) Commissioner English suggested contacting other cities in regards to the theft letter to find out which cities have a proactive approach and if so find out how they are doing it. CHAIRMAN'S REPORT Commissioner Anderson questioned if anyone has a report on the new ice arena. Commissioner Blackstad updated the Commission on the ice arena project. Commissioner English questioned how the public would be able to make a decision on a bond when no one knows exactly what it's for. He questioned who would pay for the maintenance and upkeep of the building if everything goes through and the facility is built. Commissioner Blackstad stated that some of the financing would come from the concessions. He went on to list other possibilities of where the financing may come from. Tony Howard, 2119 154th Lane NW, stated that he is part of the focus group for the ice arena and expressed anger towards what the Commission regarding it to be just a hockey rink. He stated that it's a 4 million-dollar hockey arena with a 1.2 million-dollar dome, which would house baseball, softball, tennis, etc. He also mentioned that there are approximately 375 hockey players in the City right now, however, this doesn't include any beginning skaters. He stressed to the Commission that the arena wouldn't be just for hockey. (, Commissioner English stated that he doesn't feel it's wrong to state that there is a group '--.-) interested in hockey; therefore, the proposal is a hockey rink with a dome, which will allow for other activities. (--) \. -.' o Regular Andover Park and Recreation Commission Meeting Minutes - July 19, 2001 Page 9 o Commissioner Blackstad stated that his point is that the City definitely could use a hockey arena; therefore, let's call it that instead of calling it a multi-use facility. Commissioner O'Toole stated that he's in favor of what the focus group is doing. Furthermore, the residents of Andover are going to be the ones to decide. Chairperson Holthus mentioned that the residents would be the ones to vote on the subject; therefore, it really has nothing to do with the Commission. Commissioner English stated that it does pertain to the Commission. Commissioner Grabowski agreed since it won't be just a hockey rink but instead include other activities. Commissioner English stated that it's likely once it's built it would be used for indoor soccer, therefore, who would be paying for the mats, which are extremely expensive. He stated that it's possible the building won't be able to pay for itself. Mr. Howard disagreed and stated that they have business plans from facilities in other communities that are paying for themselves. / -, \ I Chairperson Holthus stated that a lot more research would need to be conducted before all the questions can be answered. Mr. Howard apologized for being upset, but reminded the Commission that the facility will be more than just a hockey arena. Commissioner English questioned how a survey could be done if all the facts aren't known, especially when the end costs aren't even determined. Commissioner English thanked Chairperson Holthus and Mr. Haas for all the work they did on the Fun Fest. Commissioner Anderson requested that any Commission member on a committee give a report at each meeting. He suggested this be added to the issues list. Chairperson Holthus stated that she along with Councilmember Orttel have concerns regarding Verdin Street and all the traffic that will be generated because of the new high school. She suggested the Commission start to think about how to put in a trail along Verdin Street. She extended a thanks to all Commission members and anyone else who helped out at the Fun Fest, and encouraged anyone interested to volunteer for next year. She also went on to explain who makes up the Management Team since it was referred to under Item 6 on the agenda. Commissioner O'Toole stated that the soccer fields at Fox Meadows are in terrible condition; therefore they shouldn't even be used. He mentioned that recently a resident approached him about the possibilities of having some type of gardening club that would be responsible for (,) enhancing our parks. He suggested it be advertised in the newsletter. '-- - - , '- , . '--.' ." \...j o Regular Andover Park and Recreation Commission Meeting Minutes - July 19, 2001 Page 10 o Commissioner Grabowski informed the Commission of a map, which includes a lot of additional information about the City. He thanked those that volunteered at the Fun Fest. Commissioner Lindahl stated that in respect to the new ice arena it will be an important part of the City, furthermore there is a growing need for hockey as well as the facility. He stated that more research does need to be done, and as a Park Commission our concern is that it's done properly. ADJOURNMENT Motion by Lindahl, seconded by Blackstad, to adjourn. Motion carried unanimously. The meeting adjourned at 9:41 p.m. Respectfully submitted, Sara Beck, Recording Secretary TimeSaver Off Site Secretarial, Inc.