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HomeMy WebLinkAboutJune 21, 2001 o o o CITY of ANDOVER PARK AND RECREATION COMMISSION MEETING - JUNE 21,2001 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Valerie Holthus on June 21, 2001, 7:33 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Chairperson Valerie Holthus, Al Grabowski, Jim Lindahl, Dave O'Toole, Dave Blackstad, and Paul Anderson. Commissioners absent: Commissioner Chris English Also present: Parks Coordinator, Todd Haas o RESIDENTS FORUM There was none. APPROVAL OF MINUTES Motion by O'Toole, seconded by Grabowski, to approve the June 7, 200 1 regular Park Commission meeting minutes as presented. Motion carried on a 4-ayes, O-nays, I-present (Blackstad), and 2-absent (Anderson and English) vote. DISCUSS COMPREHENSIVE PARK PLAN STUDY WITH NORTWEST ASSOCIATED CONSULTANTS,INC. Mr. Haas introduced Alan Brixius of Northwest Associated Consultants, Inc. as the individual . who will be conducting the Comprehensive Park Plan Study. Mr. Brixius explained that they hope to have a draft of the report completed by August 1, to allow the Commissioners to review and critique it before it is presented to the Council in the fall.. He stated that they plan to evaluate the impact of the commercial, industrial and residential areas on the park system. He . mentioned that because they are able to create a paper trail, the per unit charge for park dedication fees becomes a possibility. He also mentioned that are discussing with the City ~ Attomey the possibility of including the trail fee in the park dedication fee. '-.) o Regular Andover Park and Recreation Commission Meeting Minutes -June 21,2001 o Page 2 o Commissioner Grabowski questioned how including the trail fee in the park dedication fee would relate to communities who install sidewalks. Mr. Brixius explained that if a sidewalk is put in many times it is part of the subdivision. Mr. Brixius explained that they will provide the Commission with a list of options and the Commission can make their recommendation based on the analysis. Commissioner Grabowski questioned if there are other cities that have the trail fees separated. Commissioner Blackstad stated that many cities have the trail fees separate from the park dedication fees. Mr. Brixius mentioned that in Lino Lakes they put the park dedication and trail fees together. He mentioned that he's comfortable with keeping them separate, however it's important to make you aware of the various options. Commissioner Anderson arrived at 7:43 p.m. o Chairperson Holthus stated that the City just wants to make sure the fees are set at a reasonable rate. Mr. Brixius stated that it appears that the City is very close to an appropriate amount, however it's important to analyze the City's improvement costs to make sure they would be properly covered. Commissioner Lindahl stated that a portion of Andover is within MUSA and a large part is outside the boundary. He questioned if the larger developments with 2.S-acre lots would be affected differently than within the MUSA line. Mr. Brixius explained that if the fee is set up on a per unit charge the density would take care of itself. Commissioner Lindahl questioned Mr. Brixius on what his opinion is of tot lot parks in areas outside the MUSA line. Mr. Brixius stated that many cities are fmding out that neighborhood parks or tot lots are more of a maintenance issue, therefore many cities are moving towards regional parks. Commissioner O'Toole questioned ifhe would be looking at the City's existing parks and estimating the future replacement costs. Mr. Brixius stated that they would need to evaluate the existing park system in order to determine the park dedication fee. .~ Mr. Haas stated that it's important to keep in mind that park dedication funds are to be used for new parks and/or amenities. DISCUSS TULIP STREET PARK/LEASING OF PROPERTY o Regular Andover Park and Recreation Commission Meeting Minutes - June 21, 2001 () Page 3 o Mr. Haas explained that John Bennett has requested to be on the agenda to discuss the Tulip Street Park, which is the park that Mr. Bennett has been maintaining for the last few years. Mr. Bennett stated that he has a few hard feelings that he won't be able to lease the property as previously discussed. He stated that if the City decides not to lease the property then it would need to be maintained by the City. He requested the Commission to reconsider. Chairperson Holthus questioned which road was resurfaced. Mr. Bennett pointed out the location ofthe resurfaced road. Chairperson Holthus questioned what type of weed control has been used on the property in the past. Mr. Bennett explained that the reason he began taking care of the park is because the weeds were there and it needed to be done. o Chairperson Holthus questioned if the county weed inspector has been on site or approached Mr. Bennett. Mr. Haas explained that in order for the inspector to come out to the site there would need to be a complaint made by someone. Commissioner O'Toole stated that the City wants to keep the property because of the possibility of a road going through there at some point in the future. Mr. Haas stated that the City could maintain ownership and still change the designation, however it would cost the City $7,000. Chairperson Holthus mentioned that the City really does need the property because at some point the road will need to be straightened. Commissioner Grabowski mentioned that it will eventually cost the City $7,000 to maintain the property, however the Council would have to make the fmal decision. Commissioner Lindahl questioned if it would be possible to work something out where Mr. Bennett would exercise weed control as a natural benefit of the park. Mr. Bennett stated that the only problem is that machinery couldn't be used on the site, and to work the land by hand would be much too difficult. o Commissioner Grabowski suggested the City hire Mr. Bennett for a dollar in the spring to maintain the property. Mr. Haas agreed to check into it as a possibility. REVIEW BIDS/OO-I8/NEW BALL FIELD FACILITY - WEST OF HIGH SCHOOL/PARKING LOT & PRAIRIE KNOLL PARK GRADING o Regular Andover Park and Recreation Commission Meeting Minutes - June 21,2001 (J Page 4 o Mr. Haas explained that the Commission is requested to review and recommend approval of Alternate 1 (new ball field facility parking lot) & 2 (grading and development of Prairie Knoll Park) to the City Council for Project 00-18, Andover Boulevard Extension. He stated that the recommendation could be for either Alternate 1 or 2 or both. Motion by O'Toole, seconded by Blackstad, to recommend to the City Council that we accept Alternate 1 and 2 from WB Miller, with the $10,000 going against Alternate 1 to reduce the cost and that the remainder of Alternate 1 be paid for by Park Dedication Funds. Further Discussion Mr. Haas questioned the Commission if it is correct to say that they want to do Alternate 2, and that Alternate 1 would be on hold if not approved and at that time it would come back before the Commission. The Commission agreed. o Motion carried on a 6-ayes, O-nays, O-absent vote. RECOMMEND KEY/DAMAGE DEPOSIT FOR USE OF SUNSHINE PARK CONFERENCE ROOM Chairperson Holthus explained that the Commission is being requested to review the proposed application for temporary use of the conference room in the Sunshine Park Concession Building. She mentioned that an article was placed in the June newsletter regarding the availability of the conference room to the public. Commissioner Blackstad stated that the article should have never been put in the newsletter, since there has already been thousands of dollars of damage in recent years to Sunshine Park. Commissioner Grabowski mentioned that a few years ago there was a pizza party held in the conference room and there was substantial damage. He mentioned that he would be fme if the room was rented out, but only to group organizations. Commissioner Anderson questioned if there is also a concern that people would have access to the upstairs. Commissioner O'Toole stated that ifit's approved to be rented out some keys would have to be changed to prevent access to the entire building through one key. o Commissioner Blackstad questioned if the building would meet all codes in order for it to be rented out. Mr. Haas stated that the building does meet all City codes. r) "-- r "- (_J o o 0 Regular Andover Park and Recreation Commission Meeting Minutes - June 21,2001 Page 5 Commissioner Grabowski suggested the possibility of having an attendant on duty anytime the building is rented out. Commissioner Lindahl mentioned that there could be a lot of off-season activity that could occur there, which could help to keep kids out of trouble. Commissioner Blackstad stated that all it would take is for the door to be left open. Commissioner O'Toole stated that there would need to be strict rules and guidelines if this is approved. Commissioner Grabowski questioned if$SO,OO would be enough for a damage deposit. Commissioner Blackstad suggested it be limited to group organizations so if something does break they can be held accountable. Commissioner Lindahl questioned if it is likely that the associations would have a need to meet in the facility at any given time. Commissioner Blackstad stated that the associations do have meetings throughout the entire year. Chairperson Holthus questioned if the associations have a damage deposit. Commissioner Blackstad stated that yes they do have a damage deposit. Commissioner Grabowski stated that he is also fme with group organizations renting out the facility, however stated that he is against it being a party room. Commissioner Lindahl suggested the facility be restricted to meetings with no food or drink allowed. Chairperson Holthus suggested staff come up with some parameters on who can use it and who couldn't, etc. for the next meeting. Mr. Haas stated that he would also check with the newsletter committee on what their intent of the article was. UPDATE OF USE OF TENNIS COURTS AT OAK VIEW MIDDLE SCHOOL Mr. Haas updated the Commission regarding the use of the tennis courts at Oak View Middle School. He mentioned that staff contacted Marvin Johnson, Jr. as to the use of the City Hall tennis courts. Since the tennis program is stationed at Andover Elementary School, it is more appropriate due to the closeness to have the lessons at City Hall. UPDATE OF SKATEBOARD EQUIPMENT (pHASE Il)/01-5 o Regular Andover Park and Recreation Commission Meeting Minutes - June 21, 2001 'i Page 6 "....... o Mr. Haas explained that the Commission is being asked to reconsider the motion that was made at the June 7th meeting. He stated that stafIis recommending that decisions and/or recommendations to be made to purchase skateboard equipment for Phase II be discussed after the Andover Family Fun Fest. He mentioned that the reason for this is that the youth will be setting up a booth at the Fun Fest for donations and to sell T-shirts, with the profits going towards the equipment for Phase II. Commissioner Blackstad agreed with staffs recommendation. Commissioner Anderson questioned when the equipment will be ordered for Phase 1. Mr. Haas stated that it has already been ordered. Commissioner Blackstad suggested the task force meet and have the kids prioritize the items they would like to add as part of Phase II. Commissioner O'Toole questioned if the City makes any other organization or program irj "_ generate funds. He also agreed with staffs recommendation to hold of on any further discussion until after the Fun Fest. Commissioner Anderson stated that the City has volunteers that put in time all throughout the City. He mentioned that this also creates ownership. He also mentioned that the more ownership the kids put into the park the less vandalism that will occur. Mr. Haas mentioned that the Phase I equipment should arrive the week following Fun Fest. Commissioner Anderson explained that the reason Commissioner English made the motion at the last meeting was to help reduce the transportation and installation costs. Chairperson Holthus mentioned concerns that kids who aren't from Andover won't have the same ownership feeling as the Andover kids, therefore they may be more likely to vandalize. CONSIDER CANCELLING JULY 5, 2001 MEETING Motion by O'Toole, seconded by Anderson, to cancel the July 5, 2001 Park and Recreation Commission meeting. Motion carried on a 6-ayes, O-nays, I-absent (English) vote. o 2001 TRAIL IMPROVEMENTS o Regular Andover Park and Recreation Commission Meeting Minutes - June 21, 2001 ') Page 7 '-' o Mr. Haas explained that the management team has determined that other sources of funding for the underpass are not available to fund the remaining balance of the underpass. He stated that the entire cost of the project is approximately $250,000, which includes engineering and administration. If the engineering and administration costs were removed from the overall project cost, the estimated construction cost for the underpass is $175,000. So therefore with $100,000 already available ($50,000 from DNR and $50,000 from trail fund) an additional $75,000 would need to be available to fund the underpass. Therefore, the management team is recommending that the trail fund and/or park dedication funds be considered to help fund the remaining $75,000. Commissioner Blackstad agreed that the underpass is nearly a necessity, however the Park and Recreation Commission shouldn't have to fund the entire improvement. Commissioner Anderson agreed. (J Commissioner Blackstad suggested the City Council borrow the $75,000 from the park dedication fund and/or the trail fund, however with the agreement that it would be paid back over the next few years from the general fund. Commissioner Grabowski agreed to borrowing the $75,000, however getting a commitment from the City that it would be paid back using CDBG Funds. Commissioner Blackstad suggested that the Park and Recreation Commission give them the $75,000, with the trade off being extra CDBG Funds. Mr. Haas stated that since Anoka County has modified the CDBG Funding Program there really wouldn't be any extra funding. Commissioner Blackstad mentioned that for years the City has determined that the major trails are a transportation issue. Commissioner O'Toole suggested the Council take the unallocated money from Hawkridge, which is $10,000 and $10,000 from the well, to total $20,000. In addition he suggested borrowing the remaining balance of $55,000 from the bridge and road fund, with the total $75,000 being paid back in increments over the next 7 years. Chairperson Holthus questioned if the City Council is interested in doing the project don't they have the right to use any funds that are available. Mr. Haas stated that yes the City Council do have the right to use any of the park dedication and/or trail funds that are available. .~ Mr. Haas mentioned that the City is going to need to do the project, in order to keep from losing a potential funding source for future projects from the DNR. o 0 Regular Andover Park and Recreation Commission Meeting Minutes -June 21,2001 ,/ ') Page 8 \. . C) C) Motion by O'Toole, seconded by Grabowski, to recommend to the Council that they take the unallocated money from Hawkridge Park, which is $10,000 for the well and the unallocated $10,256.38, for a total of $20,256.38, and borrowing the remaining balance of about $55,000 from the bridge and road fund, with the total $75,000 being paid back in increments over the next 7 years from the Capital Improvements Budget from the general fund. Motion carried on a 6-ayes, O-nays, I-absent (English) vote. UPDATE OF 2000 SOCCER FIELD SCHEDULE/NORTH METRO SOCCER ASSOC & DISCUSS REQUEST FOR SOCCER GOALS/NORTH METRO SOCCER ASSOC Mr. Haas presented the Commission with the 2000 Soccer Field Schedule from North Metro Soccer Association. Commissioner Blackstad questioned which fields the City bought goals for this year. Steve Frietag, Field Coordinator ofNMSA, stated which fields received the new goals. Chairperson Holthus questioned which Commissioner requested the schedule from the Soccer Association. Commissioner Grabowski stated that the Park Commission requested it three years ago, however this year he did. Commissioner Blackstad questioned who is using Fox Meadows Park since it isn't listed on the report. Mr. Frietag stated that this year no one is using the field. Commissioner Blackstad mentioned that practices should be held at the outlying fields. Mr. Frietag stated that most of them are. Commissioner Blackstad stated that as a baseball association member he wishes he had the luxury of two practices a week and games. Mr. Frietag stated that very few teams practice more than one night a week. Mr. Frietag explained that the request for more goals is due to an increase in registration. Commissioner O'Toole questioned how many fields off site they are using for the association. Mr. Frietag stated that they are using the fields at Riverdale Assembly of God. Commissioner O'Toole questioned if the school fields could be used for the program. Mr. Frietag stated that they are already using Oak View fields for a couple different teams. Commissioner Blackstad questioned how many fields they are using from other cities. Mr. Frietag stated that they are currently using fields from Oak Grove, Ham Lake, and East Bethel. o Regular Andover Park and Recreation Commission Meeting Minutes - June 21, 2001 ~~) Page 9 o Commissioner O'Toole stated that the Commission will keep their request for goals on the issues list to be discussed further in the future. Commissioner Lindahl questioned Mr. Frietag ifhe has noticed any growth patterns with the increase in registration. Mr. Frietag stated that five years ago there were approximately 500 kids enrolled, last year there were 1,400 and this year there are 1,700. Mr. Haas stated that he would put the goal request on the issues list to be discussed later this fall. REVIEW ISSUES LIST Mr. Haas reviewed the items on the issues list. ... -') \._-' Commissioner Grabowski and Commissioner Lindahl recommended staff not do anything at this time regarding the school ball fields. Commissioner Blackstad suggested no parking signs be posted along the drive lanes in the Sunshine Park parking lot. CHAIRMAN'S REPORT Commissioner Blackstad apologized for missing the last Park Commission meeting. He explained that he was coaching an away baseball game that night. He stated that his quotes that were stated in the newspaper were not directed at the Lions Club, since they are a great organization and have funded many programs throughout the City. Commissioner Grabowski suggested the City check into putting up a camera to either try and fmd out who is doing the vandalizing or stop it all together. He also questioned whether or not it is possible to put up a reward. Mr. Haas stated that the issue hasn't yet been discussed with the Council. Commissioner Grabowski stated that a church league began playing on Sunday nights two weeks early, which interfered with the Andover Baseball Association. He questioned if it would be possible to see the survey results from the Champlin Park Improvement Bond. He ,. '\ also thanked John on the City Council for making the right decision (this was in response to a o letter he received). ADJOURNMENT r-. . \ \.. . r' ") 1-..--' ,." 'l.J o 0 Regular Andover Park and Recreation Commission Meeting Minutes - June 21, 2001 Page 10 Motion by Lindahl, seconded by Grabowski, to adjourn. Motion carried unanimously. The meeting adjourned at 9:14 p.m. Respectfully submitted, Sara Beck, Recording Secretary TimeSaver Off Site Secretarial, Inc.