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HomeMy WebLinkAboutMay 3, 2001 o o o o o CITY of ANDOVER PARK AND RECREATION COMMISSION MEETING - MAY 3,2001 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Valerie Holthus on May 3, 2001, 7:32 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Chairperson Valerie Holthus, Al Grabowski, Jim Lindahl, Dave Blackstad, Chris English, Dave O'Toole and Paul Anderson. Commissioners absent: There were none. Also present: There were none. RESIDENTS FORUM There was none. APPROVAL OF MINUTES Motion by English, seconded by Blackstad, to approve the April 17 , 2001 regular Park Commission meeting minutes as presented. Motion carried on a 6-ayes, O-nays, I-present (O'Toole) and O-absent vote. APPROVE APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES/BASKETBALL-SUMMER COMMUNITY EDUCATION Chairperson Holthus stated that the Park & Recreation Commission is requested to approve the application for scheduled use of recreational facilities as requested by Julie Johnson of the Andover Community Schools. She stated that the time slot being requested is for Tuesdays & Thursdays, June 19-July 26, 2001, from 1:00 p.m. to 2:30 p.m. Commissioner English stated that there was an amendment to the staff report and actually they are requesting the time slotto be Mondays & Wednesdays, June 18-July 25, 2001, from 1:00 p.m. to 2:30 p.m. o o Regular Andover Park and Recreation Commission Meeting Minutes-May 3, 2001 eJ Page 2 Motion by Blackstad, seconded by Lindahl, to approve the Application for Scheduled Use of Recreational Facilities as requested by Julie Johnson of the Andover Community Schools. Motion carried on a 7 -ayes, O-nays, O-absent vote. APPROVE APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES/BASKETBALL-OUTDOOR BASKETBALL ASSOCIATION Chairperson Holthus stated that the Park & Recreation Commission is requested to approve the application for scheduled use of recreational facilities as requested by Scott Aldrich of the Outdoor Basketball Association. Commissioner Blackstad questioned if the Commission really wants to tie up the Sunshine Park court two nights per week. Commissioner Lindahl questioned why not since the Commission would do it for ball fields. Commissioner Grabowski stated that from 4:30 p.m. to 10:00 p.m. is a long period oftime to be tying up the court, however reminded the Commission that Sunday nights are usually not busy. ~:) Motion by Anderson, seconded by English, to approve the Application for Scheduled Use of Recreational Facilities as requested by Scott Aldrich of the Outdoor Basketball Association. Further Discussion Commissioner O'Toole mentioned that the only thing they wouldn't be able to use would be the shelter. Commissioner Lindahl questioned if there would be a damage deposit in case something were to get broken. Kevin Starr stated that the nets are replaced every other year; therefore it wouldn't be a big deal. He also mentioned that the rims are extremely heavy duty. Commissioner Blackstad questioned if a damage deposit would be required. Commissioner English stated that the only problem is that there is no way of knowing for sure who did the damage. f \ 'J Commissioner O'Toole suggested the Commission approve the request this time, and if something does get broken the City should ask the association to pay for it, furthermore next year the Commission can determine if something needs to be changed based on this year. o o Regular Andover Park and Recreation Commission Meeting Minutes - May 3,2001 ~J Page 3 Chairperson Holthus stated that it's important we make them aware that the shelter needs to be reserved if they would like to use it. Commissioner English suggested the application be updated to include a damage deposit as part of the fees for next year. UPDATE OF PROJECT 00-8-01-5/SUNSHINE PARK PARKING & TRAIL IMMPROVEMENT & SKATEBOARD BITUMINOUS SURFACE Chairperson Holthus updated the Commission on the Sunshine Park parking lot/trail improvements and skateboard bituminous surface. She stated that the bid opening is scheduled for May 9, 2001 for the construction of the two sites. Commissioner Lindahl questioned if what is included in the staff report is the ideal wish list, therefore it is unsure as to how much the $25,000 will buy. Commissioner Anderson stated that what is in the packet is the total package, which would total $40,000+. ~~) Commissioner English questioned if the Commission will need to pay for the installation of the Skateboard Park or would the maintenance department help out with those costs. Mr. Starr stated that it would be considered part of the routine fall and spring maintenance. Commissioner English questioned if a contractor would need to be hired for the initial installation. Commissioner Anderson stated that Todd Haas was under the assumption that the City would contract it out, since all the equipment will come in parts. Chairperson Holthus questioned if the equipment will be able to be right up against the 10-foot margin on each side. Commissioner Blackstad stated that yes the equipment would be able to be right up to the margin. Commissioner English questioned how difficult it would be to raise the boards at the base. He mentioned that the higher it is the better drainage there will be. Mr. Starr stated that they would be involved with the installation of the surface to make sure there won't be any drainage problems. Commissioner Anderson stated that Mr. Haas had suggested using class 5 to help with the drainage. (j UPDATE OF FINANCIAL REPORT/FINANCE DEPARTMENT o o Regular Andover Park and Recreation Commission Meeting Minutes - May 3, 2001 (.J Page 4 Chairperson Holthus explained that included in the packet is a copy of the fmancial statements through December 31, 2000. She questioned the page on expenditures for the park dedication fund, which stated that under supplies for repair and maintenance there were timbers for a playground purchased in addition to washing the sand for another playground. She questioned which parks received the repairs/maintenance. Mr. Starr explained that everything is documented as to which parks received what repairs/maintenance. Chairperson Holthus stated that under Preliminary Project Commitment Listing it states that the following projects are expected to start in 2000. She questioned ifit shouldn't be 2001. Commissioner English stated that also included in the packet is a Preliminary Project Commitment Listing dated March 31, 2001. Commissioner English stated that the first page I in the packet is really part of our Capital Improvement Plan. Commissioner Anderson mentioned that the funds are short by $153,000 for this years projects. Commissioner Blackstad stated that if one looks at the preliminary project list those items ~_) wouldn't actually go through, since both Hawkridge and Wild Iris are subject to a grant. Commissioner English mentioned that the dollar figure listed under "available trail funds for future projects" doesn't include the $225,000 for the underpass on Bunker Lake Blvd. He stated that at the last City Council meeting it was discussed and detennined that the money would come from other places not necessarily the trail fund. RECOMMEND APPROVAL OF JOINT POWERS AGREEMENT/OI-2/NEW BALL FIELD FACILITY Chairperson Holthus stated that the Commission is being requested to review and recommend to the Council approval of the attached Joint Powers Agreement between the Anoka Hennepin School District #11 and the City of Andover in regards to the new ball fields west of the new high school. Commissioner English suggested Section 8 under Tenns is rewritten to state that either party can tenninate the agreement after a 90-day written notice. Commissioner Anderson questioned if it wouldn't be necessary to meet with the school staff. C) Commissioner Grabowski mentioned concerns about the agreement not stating anywhere that the school district must leave the fields in working condition for the City. He suggested there be a checklist. CJ , ) ~J o o Regular Andover Park and Recreation Commission Meeting Minutes - May 3, 2001 Page 5 Commissioner Blackstad stated that even though he was at most of the meetings he doesn't recall anything about the fields having portable bleachers. Commissioner O'Toole stated that he agrees with Commissioner Grabowski that the agreement needs to be clarified about the condition of the fields when they are turned over to the City. Commissioner Anderson suggested there be a meeting with the parks department at the time of turning the fields over. Commissioner Blackstad suggested there be some control of the timing as to when the fields are irrigated so it doesn't take place during games. Chairperson Holthus suggested clarifying the condition of the fields when the City takes them over in section 3.1 of the agreement. Commissioner Grabowski suggested June 1 be the date the fields are turned over to the City. He mentioned that doing so will give the fields a rest if the school district fmishes using them early, furthermore there wouldn't be any question as to when they would be available to the associations. Chairperson Holthus suggested deleting the statement in bold under section 3.1, which states that ''unless an extension is necessary due to the high school play". Commissioner English suggested that section 3.5 include the following language after the word City in the first line, "through the City Park and Recreation Commission". Commissioner O'Toole questioned if the track facilities would be available to the public in the summer months. Commissioner Blackstad stated that to his understanding the track will be available, however the football field wouldn't be available since they want it in good condition for the season. Commissioner O'Toole suggested that there be language included to state that the track facilities are available. Chairperson Holthus stated that she would bring it up at the next task force meeting. UPDATE OF FENCING AT CITY HALL PARK COMPLEX #1 o o C) Regular Andover Park and Recreation Commission Meeting Minutes - May 3, 2001 Page 6 Chairperson Holthus updated the Commission regarding the fences at City Hall Park Complex #1. She stated that staff has received one quote to date and is expecting another quote yet this week. Commissioner Blackstad questioned what realigning the fence line on fields 1-4 meant. Mr. Starr stated that he is unsure since he hadn't had time to review the information. Commissioner Blackstad stated that he doesn't see the need to realign the whole fence. He explained that what he suggested was to see what it would cost to take the dugout out of the playing area and move it. Commissioner English stated that it wouldn't really matter since the whole fence needs to be moved anyway. He mentioned that it shouldn't cost any extra to move it inward. Commissioner Grabowski suggested doing the outfield fencing as well. Commissioner English questioned if that were the case, then which project would be canceled. () Commissioner Blackstad stated that it is possible that Hawkridge and Wild Iris won't be completed this year because of the grants. Commissioner Grabowski stated that it would just make it a lot easier for maintenance. Commissioner English stated that most of those costs are replacement, therefore park dedication funds wouldn't be an appropriate source of funding. Commissioner Grabowski suggested talking to Frank Stone about a replacement fence. He agreed the funds shouldn't come out of the park dedication funds. DISCUSS PARK DEDICATION REQUIREMENTS REPORT Chairperson Holthus explained that the Commission is being requested to consider the proposal from Northwest Associated Consultants, Inc. (NAC) to evaluate whether local cash and/or land dedication requirements are proportional to the development impact on the recreation system. Commissioner Blackstad suggested staffs report be reviewed by the Commission before it is viewed by NAC. Commissioner English agreed. ~J Chairperson Holthus mentioned that the information they come up with could be very interesting and useful. o o Regular Andover Park and Recreation Commission Meeting Minutes - May 3, 2001 ,-" Page 7 j ~ ' Commissioner Lindahl questioned if a work resume was requested from NAC, which would outline their experience and recent jobs that have been completed. UPDATE OF GRADING PLAN/PRAIRE KNOLL PARK/OO-18 Chairperson Holthus updated the Commission in regards to the potential relocation of the sliding hill at Prairie Knoll Park. She mentioned that staff is still evaluating this. Commissioner English suggested looking at which parking lot will be maintained and plowed du.ring the winter months. REVIEW ISSUES LIST Chairperson Holthus reviewed the items on the issues list. Mr. Starr handed out the park maintenance report for spring. Commissioner Blackstad questioned which toilets weren't put out this year. Mr. Starr explained that if they were heavily ~-J vandalized last year then they weren't put out this year. Commissioner Grabowski stated that the word needs to get out to residents that if they notice someone vandalizing then they need to report it. He suggested a note be put in the newsletter. Commissioner Anderson suggested the Skateboard Park not have lights at this time, and if it becomes necessary in the future they can be added at that time. CHAIRMAN'S REPORT Chairperson Holthus stated that the City Council is looking for more information from the Commission as for the reason we've recommended a wildlife sanctuary on Round Lake Kelsey Park. She mentioned that some felt it could restrict the use of the park, while others weren't confident the DNR would be able to control the area. Commissioner Grabowski questioned when the fmal payment is due on the gazebo across the street. He mentioned that a list should be turned in before the year is up to make sure everything is fixed that needs repair. ~~) Commissioner Lindahl questioned what the City does for hockey rinks to ease the maintenance burden during the summer months. He suggested extending a strip of bituminous around the outside of the rink as well so the rink wouldn't look so tough during the summer months. o o Regular Andover Park and Recreation Commission Meeting Minutes - May 3, 2001 ,----.. Page 8 J ADJOURNMENT Motion by Blackstad, seconded by Anderson, to adjourn. Motion carried unanimously. The meeting adjourned at 8:45 p.m. Respectfully submitted, Sara Beck, Recording Secretary TimeSaver Off Site Secretarial, Inc. --.. '-_J '-' \ )