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HomeMy WebLinkAboutJanuary 20, 2000 o o o o o CITY of ANDOVER PARK AND RECREATION COMMISSION MEETING - JANUARY 20 2000 , MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Dave Blackstad on January 20,2000, 7:33 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Dave Blackstad, Al Grabowski, Valerie Holthus, Jeff Kieffer, Jim Lindahl (arrived at 8:14 p.m.), and Dave O'Toole Tom Anderson Park Coordinator, Todd Haas Finance Dickinson, Jim Dickinson Accountant, Brian Swanson Commissioners absent: Also present: RESIDENTS FORUM None. APPROVAL OF MINUTES Motion by O'Toole, seconded by Grabowski, to approve the January 6, 2000 meeting minutes as written. Motion carried on a 4 - ayes, 0 - nays, 1 - absent (Anderson), and 1 - present (Kieffer) vote. UPDATE OF FINANCIAL STATEMENTS - PARK DEDICATION UPDATE ON FINANCIAL STATEMENTS - TRAIL FUND Mr. Swanson presented the park dedication balance sheet, revenues, and expenditures. He noted that there has been an increase in expenditures, predominantly from the consulting engineering servIces. Chairperson Blackstad asked if Andover can approach the City of Anoka to discuss renewal of the Aquatic Program which has been of benefit to Andover residents. Commissioner Grabowski concurred and recommended it be addressed in June or July. Mr. Swanson presented the preliminary project commitment listing dated December 31, 1999 and noted the fund is in good shape at this time. The Commissioners asked questions regarding the financial statements to which staff responded. (" ,_/ () o Regular Andover Park and Recreation Commission Meeting Minutes - January 20, 2000 Page 2 Commissioner Holthus inquired regarding the $150,000 park dedication fee paid for Grey Oaks and asked if it would have to be returned ifthe park is not constructed. Mr. Haas stated that property is being considered for rezoning from multiple residential back to single-family residential. If that were to occur, the developer may request an adjustment since the zoning of the land is may different. Chairperson Blackstad noted that consideration was made under the old ordinance requirements and explained the impact on this property with the new park dedication fee structure. Commissioner Holthus asked about the insurance expenditure and whether it should have been paid from the General Fund rather than the Park Fund. Mr. Swanson stated this was discussed and it has been included in the Park budget. Mr. Dickinson explained that this expenditure is for people working in the parks so it may be argued that it should be paid by the Park Fund. Commissioner O'Toole noted the park dedication fees are to be used to create parks, not to cover this type of cost (insurance). He suggested that it be funded from a more appropriate fund such as the maintenance fund. Mr. Dickinson stated that discussions on this issue will occur prior to the 2001 budget and that issue can then be readdressed. Due to tight financial constraints, he doubted that it could be transferred during the year 2000 budget. f~ \J Following discussion, it was agreed that the League of Minnesota Cities Volunteer Accident Plan Premium of $2, 175 would be paid from park dedication fees in year 2000 but, in year 2001 it may be paid from the Park Department budget. Commissioner Holthus noted that the fund balance is almost the same the project commitment list. She noted that there are indications on the commitment listing that no estimate is available but in order to finish the projects, the cost ofthose projects will need to be less than the fund balance. Mr. Swanson noted that some revenue is expected to be received during 2000 which will increase available funding. Mr. Haas reviewed several other funding sources including budget funds carried forward, a Minnesota Department of Natural Resources (MNDNR) grant, and a Community Development Block Grant (CDBG) allotment. Commissioner Holthus stated she is concerned that there is not adequate funding to address maintenance for the current park system which is being expanded yearly. She noted this will result in poorly maintained trails and parks and, perhaps, disgruntled employees. Commissioner Holthus asked if it is possible to not maintain and remove equipment from parks that have low use. c) Mr. Dickinson stated that this would be a policy decision of the Council. He noted that the City does have a liability to maintain City parks to a certain level. Mr. Dickinson commented that the Park Department staff takes a lot of pride in their work and, rather than considering the use of tax dollars, perhaps another source of revenue should be found, such as fees for use. o o o c) u Regular Andover Park and Recreation Commission Meeting Minutes - January 20. 2000 Page 3 Chairperson Blackstad noted that some of the City's parks have 20-year-old equipment and the City cannot keep the equipment updated fast enough. He stated if the Council were to budget $50,000 for capital improvements, it could be placed into a sinking fund, park dedication fees added each year, and once the fund gets large enough, the interest earnings could be used to refurbish several parks each year. Chairperson Blackstad noted that at some point in the future, there will not be enough development and park dedication fees paid to cover the costs for park maintenance. Mr. Dickinson stated the Park and Recreation Commission has other avenues available to fund maintenance but should think about whether they are obtaining too much park property to maintain. Commissioner Holthus asked if park property can be sold. Mr. Dickinson stated that may be one avenue but noted that these are all Council policy decisions. Commissioner Grabowski noted that park dedication funds have been used to help with maintenance costs but, at some point, park dedication fees will no longer be available at this level. He stated he believes the City has too many parks already. Commissioner Lindahl arrived at 8:14 p.m. Commissioner O'Toole agreed with the suggestion of Chairperson Blackstad to establish a fund to set aside a certain number of dollars this year. Mr. Dickinson estimated the interest earnings on S300,000 would be approximately S15,000. Commissioner Holthus asked what is being paid from debt service. It was explained that it was for assessments from road improvements that abutted park property. Commissioner Grabowski stated the Council was asked to remove that assessment and spread those costs to all property owners. Commissioner Holthus asked staff to determine the remaining principal on those assessments. PARK SECURITY UPDATE Mr. Dickinson advised that at their last meeting, the Council authorized the use of budgeted funds to hire Community Service Officers (CSO) to conduct directed patrols within the parks. He reviewed the types of citations that can be issued by CSO staff and indicated that it is hoped this will address the concerns expressed by the Commission. Commissioner Grabowski recommended a meeting between the City and CSO to set criteria on what would be considered a "higher call" that would take them away from this patrol activity. Mr. Dickinson stated that type of criteria has already been established. ,-,\ u ('I '-.J Regular Andover Park and Recreation Commission Meeting Minutes - January 20, 2000 Page 4 u Commissioner Grabowski stated issues of access to lights and keys to facilities and gates also needs to be addressed. Mr. Dickinson stated that has already been addressed. He stated that staff will prepare a report on the finer details for the Commission's consideration. Commissioner Holthus asked for a list of what would constitute a "higher call." CONCESSION STAND UPDATE Mr. Dickinson stated the Council is comfortable with a three-year concession term. He stated he talked with Mr. Coons about a fixed rate rather than splitting the profits and Mr. Coons stated he would like a guarantee of at least five tournaments per year. If that number is reduced, Mr. Coons would receive a credit. Mr. Dickinson stated that more discussion will need to occur regarding maintenance since the City Public Works Department would like to have control of that issue. Commissioner Grabowski stated he would like a listing of what types of maintenance and cleaning work the Public Works Department conducts and when it is done. He commented on the need for cleaning during tournament activities. Mr. Dickinson stated he will address that '" with City staff. V Commissioner Grabowski stated his support to keep the cleaning contract separate from the concession stand contract. Mr. Swanson stated that staff will provide updated copies of the financial statements once the interest accrual is calculated. DISCUSS Y2K PARK CAPITAL IMPROVEMENT BUDGET It was noted that the Park and Recreation Commission is requested to discuss the use ofY2K Park Capital Improvement budget and that $30,000 has been approved for expenditures to the park system. However, there are a large number of projects that are in need of completion or replacement of playground equipment. It was noted that 850,000 had been approved by the Council for carryover of the 1999 Park Capital Improvement Budget along with 812,863.91 from 1998 which are carryover funds from the General Fund. The intent is that of both these funds were to be used for the Hawkridge Park well. o Motion by Kieffer, seconded by Grabowski, to recommend the Council proceed with the paving and curbing ofthe existing parking lot at Hidden Creek North Park, to direct staff to set specific timing deadlines to assure the park is not closed during the project, and to group this project with the Sunshine Park parking lot expansion project. Motion carried on 6 - ayes, 0 - nays, 1 - absent (Anderson), and 0 - present vote. DISCUSS USE OF 1999-2000 CDBG FUNDS c) () o Regular Andover Park and Recreation Commission Meeting Minutes - Janumy 20, 2000 Page 5 Mr. Haas stated that the Park and Recreation Commission is requested to discuss the use of 1999-2000 CDBG funds that are available for park handicapped accessibility projects and are to be spent by June 30, 2000. He noted staff recommended the allocation be applied to one or all of the following projects: New bituminous trail from the existing trail near Sunshine Park parking lot to the new shelter; Timber Rivers Park to blacktop the existing Class 5 trail; and/or Pine Hills Park to purchase new playground equipment that meets ADA. He recommended that the Sunshine Park trail to the new shelter be addressed first and if there are funds left over, the other projects could be considered. Also, the Andover HRA has allocated $26,872 for park handicap accessibility projects for fiscal year 1999-2000. All of the funds must be spent by June 30, 2000 and all projects must conform to federal Davis-Bacon fair labor standards. Commissioner O'Toole stated that the trail should be done for ease of maintenance but he would prefer to use the CDBG funds to replace park equipment that is not ADA. With regard to replacement of the Pine Hills Park playground equipment costs, Mr. Haas suggested a grant be applied for. o Chairperson Blackstad stated that ifCDBG funds are being used to replace equipment, there are other parks that should be considered. He indicated support for funding work at Wild Iris Park or Rose Park. Commissioner Lindahl commented that there are other issues that need to be addressed at Terrace Park, including security. Commissioner Grabowski asked staff to schedule a neighborhood information meeting so they can be invited to provide input on the types of playground equipment they would like included. Consensus was reached to use 1999-2000 CDBG funds for playground equipment at Terrace Park that meets ADA. Discussion occurred regarding the placement of the playground equipment. Commissioner Grabowski suggested that Commissioners view the site prior to the next meeting so that determination can be made. It was agreed that Mr. Haas would meet with residents prior to a regularly scheduled Commission meeting to provide information and answer questions. If desired by the residents, they could provide a short presentation during Residents Forum. Mr. Haas stated he will schedule this for the February 17,2000 meeting. o RECOMMEND APPROVAL OF QUOTES/CHESTERTON COMMONS PARK c' l) ( -, \J Regular Andover Park and Recreation Commission Meeting Minutes- January 20, 2000 Page 6 Mr. Haas stated that the Park and Recreation Commission is requested to review and recommend to the Council approval of the quotes for installation of playground equipment for Chesterton Commons Park. He presented the three quotes that were received, noting the lowest bid was received from Minnesota-Wisconsin Playground, Inc. in the amount of$11,928.24 if the order is placed by January 21,2000. It was noted that if the order is not placed by January 21, 2000, the quote from Minnesota-Wisconsin Playground, Inc. is still the lowest. The quotes include the playground, tax, freight, and installation. Commissioner Grabowski pointed out that not all of the quotes included installation. Mr. Haas noted that installation is itemized on the quotes so it is included. Commissioner Grabowski suggested the vendor be asked to submit a revised quote that deletes the "boilerplate" language. Commissioner Grabowski commented on the vandalism of play equipment that the City has recently sustained and that, perhaps, the playground equipment should be located closer to homes that surround the park. Motion by O'Toole, seconded by Kieffer, to accept the quotes received and recommend approval of the low quote received from Minnesota-Wisconsin Playground, Inc. in the amount of $11,928.24 with the order to be placed by January 21, 2000. Motion carried on 6 - ayes, 0 - nays, n 1 - absent (Anderson), and 0 - present vote. U DISCUSS HA WKRIDGE PARK WELL /99-2, CONT. Mr. Haas stated that the Park and Recreation Commission is requested to continue discussion on the construction oftheHawkridge Park Well, Project 99-2, and also the possibility of constructing a warming house. It was noted that TKDA has estimated that the cost to build a block building is approximately $200 per square foot. A 24' x 24' building would cost about $100,000 to $125,000 which includes the bathrooms. The septic system would cost approximately $10,000 plus the well, pressure tanks, and construction of the well. Chairperson Blackstad advised that the hockey parents are interested in finding a location for an ice rink. He advised that there may be a possibility to receive reduced costs on supplies and labor. Mr. Haas stated that he viewed a 27' x 27' block building in Blaine which he found to be the perfect size to accommodate play areas and restrooms. He also stated that he spoke with a staff from the MNDNR who works with matching grants and she indicated the City's grant application would be better received if it also includes a shelter so it can be considered as a year- round use facility. o Following an extensive discussion on available grants, it was decided to take no action on the Hawkridge Park Well until it is learned what grants will be received. In the meantime, pictures of other structures will be reviewed. CI () /~, , , Regular Andover Park and Recreation Commission Meeting Minutes - January 20. 2000 Page 7 0'-.-1 DISCUSS ORDINANCE 10, SECTION 9.07/PARK DEDICATION REQUIREMENTS Chairperson Blackstad explained that a discussion was held with the Council about park dedication fees. He commented on the impact resulting from the filing of the Woodland plat which raised the average property value. Chairperson Blackstad advised that an offer was made by the school district on property at $35,000 per acre which would also raise the average property value and, thus, the park dedication fee. Commissioner O'Toole stated that when this was approved, plats in process were discussed and it was agreed they would pay the old rate. However, the park dedication fee is paid at final plat so he believes they should be required to pay the new fee. Motion by O'Toole, seconded by Kieffer, to request that Chairperson Blackstad meet with the City Council to discuss when park dedication fees should be charged and property market value. Motion carried on 6 - ayes, 0 - nays, 1 -absent (Anderson), and 0 - present vote. DISCUSS VARIOUS GRANT APPLICATIONS Mr. Haas stated that the Park and Recreation Commission is requested to recommend which f', grants are to be applied for during the 2000 grant application round that is available through the V Minnesota Department of Natural Resources (MNDNR). He presented the types of grant programs that are available to local units of government, as detailed in his staff report. Following discussion, consensus was reached to direct staff to pursue grants as follows: . Outdoor Recreational Grant Program: Hawkridge Park Shelter ($50,000) and Wild Iris Park parking lot $(50,000) . Local Trail Connection Grant Program: Coon Creek Corridor Trail extension ($50,000) . Cooperative Water Recreation Grant Program: Crooked Lake Parking Lot Reconstruction and installation of a dock; and Strootman Canoe landing and parking lot. Mr. Haas advised of a LMCR grant that may be applied for jointly with Anoka and Andover to provide trails to the new library site. REVIEW ISSUES LIST Mr. Haas reviewed the items on the issues list. CHAIRMAN'S REPORT ~-\ U Commissioner Kieffer reported on park damage resulting from snowmobile activity. Mr. Haas was asked to report this damage to the Sheriffs Department. r- I " "-/ " . " <J o CJ Regular Andover Park and Recreation Commission ,\feeting Minutes - Janumy 20, 2000 Page 8 Chairperson Blackstad stated that he knows the snowmobilers will again request that a task force be formed to find snowmobile routes. However, he questioned how snowmobilers can be trusted to use designated trails when they do not honor staying out of banned areas. He encouraged members of the snowmobile club to educate violators of the regulations and caution them that snowmobile activity may be limited due to their activity. Chairperson Blackstad announced that Anoka, Andover, and Ramsey will meet to discuss the joint community center on Thursday, February 3, 2000. He suggested that the Commission's meeting be rescheduled to February 10th so the Commissioners can participate. Motion by Blackstad, seconded by Lindahl, to direct staff to reschedule the February 3,2000 meeting to February 10, 2000. Motion carried on 6 - ayes, 0 - nays, 1 - absent (Anderson), and 0 - present vote. ADJOURNMENT Motion by Kieffer, seconded by O'Toole, to adjourn. Motion carried unanimously. The meeting adjourned at 9:40 p.m. Respectfully submitted, Carla Wirth, Recording Secretary TimeSaver Off Site Secretarial, Inc.