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HomeMy WebLinkAboutMarch 2, 2000 o o o o o CITY of ANDOVER PARK AND RECREATION COMMISSION MEETING -MARCH 2,2000 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Jim Lindahl on March 2, 2000, 7:35 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Paul Anderson, Tom Anderson, Al Grabowski, Valerie Holthus, Jim Lindahl, and Dave O'Toole Jeff Kieffer Park Coordinator, Todd Haas Finance Director, Jim Dickinson Public Works Supervisor, Kevin Starr Members absent: Also present: RESIDENTS FORUM There was none. APPROVAL OF MINUTES February 10, 2000 Motion by Tom Anderson, seconded by O'Toole, to approve the February 10,2000 regular Park Commission meeting minutes as written. Motion carried on a 6 - ayes, 0 - nays, 1- absent (Kieffer), and 0- present vote. February 17,2000 Motion by O'Toole, seconded by Holthus, to approve the February 17,2000 regular Park Commission meeting minutes as written. Motion carried on a 6 - ayes, 0 - nays, 1- absent (Kieffer), and 0- present vote. RECOMMEND PARK DEDICATION/NORTH VALLEY RIDGE Mr. Haas stated that the Park and Recreation Commission was requested to review and recommend the park dedication requirements for the development of North Valley Ridge. During the sketch plan, the Commission had indicated the dedication be cash in lieu of land plus the trail fee. o o (-) \.J Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 2 Motion by Tom Anderson, seconded by Grabowski, to recommend to City Council cash in lieu ofland for park dedication for the development of North Valley Ridge. Motion carried on a 6 - ayes, 0 - nays, 1- absent (Kieffer), and 0- present vote. REVIEW HARSTAD COMPANIES SKETCH PLAN Mr. Haas stated that the applicant requested that the item be tabled. REVIEW DA VE HARRIS SKETCH PLAN Mr. Haas stated that the Park and Recreation Commission is requested to review the proposed sketch plan as presented by Dave Harris. The developer is proposing to develop two vacant lots and combine them as one lot. After the combination or platting these two lots as one lot the developer is proposing to construct two - four unit buildings on the same lot. Staff is doing some research to determine if park dedication was made (either cash or land or a combination of both) and will bring the case back when the research has been completed. Commissioner Grabowski stated that park dedication being paid prior to fmal plat has a large fmancial impact on the City and thinks that park dedication should be paid at the time offmal (-, plat. '-J Chairperson Lindahl stated that it is a benefit to the developer to pay park dedication on a plat with a lower density and then increase the density when he is ready to develop the property and does not have to pay any additional park dedication. Commissioner O'Toole inquired ifthere is another regulation, other than then the City of Andover's, that states that once park dedication is paid for a property they cannot be charged any further park dedication fees even if the density is changed. Mr. Haas replied that it is a State rule. Commissioner Grabowski stated that the park dedication ordinance should stated that if at the time offmal plat any changes have been made to the plat the developer will be responsible for the additional park dedication. Commissioner Holthus inquired if the State law would prohibit that clause. Chairperson Lindahl stated that it is an issue the City needs to be aware of and suggested that the wording be reviewed to try and protect the City. ( ----.. \) Mr. Haas replied that most developers pay park dedication fees at the time of fmal plat. o o o Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 3 Commissioner Grabowski stated that there is an ordinance issue when the Ci~ is forcing developers to get their preliminary plat in by October or November and then allow the developer several months to pay the park dedication at the previous years rate. Mr. Haas replied that that was a City Council decision. Commissioner Grabowski questioned what would keep a developer from filing preliminary plat and then waiting two years to develop the property. Mr. Haas replied that the plans are only valid for one year, but noted the developer could request an extension. Consensus of the Commission was to direct staff to bring the item back with a proposed ordinance change addressing their concerns. REVIEW WOODLAND CREEK TOWNHOMES SKETCH PLAN Mr. Haas stated that the Park and Recreation Commission is requested to review the proposed sketch plan of Woodland Creek Townhomes. The item was presented to the Commission so (-~\ that they would be aware of the project and note that the park dedication was already paid in \J full when the parcel developed in the late 1980's as Woodland Creek. He explained that the property is currently zoned R-4, but will be rezoned to multiple. Commissioner O'Toole inquired if the trail fee would be applicable. Consensus of the Park Commission was yes. UPDATES OF SUNSHINE PARK MAINTENANCE, CONT. Finance Director Dickinson stated .that the Park Commission requested that the cleaning of the Sunshine Park building schedule be changed from Monday, Wednesday, Friday to Tuesday, Thursday, and Saturday. If there is a tournament on the weekend the building would also be cleaned on Sunday. The City pays $35.00 per cleaning for the Monday, Wednesday and Friday cleaning. If the schedule is changed to Tuesday, Thursday and Saturday, they would pay $35.00 per cleaning on Tuesday and Thursday and $45.00 for Saturday and Sunday cleanings which would be approximately $1,200 more a year. Mr. Stone is willing to change the schedule if there is extra funds for the cleaning fees. The custodian would also like to receive a schedule for weekly field use and a two week notice of weekend tournaments so he can get the cleaning done when the fields are not in use. C) Commissioner Grabowski replied that increase of $1,200 in maintenance cost is not a valid number. In his opinion the new schedule would turn out to be a savings to the City of approximately $400.00 over last year. o o .-" \J Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 4 Commissioner Holthus stated that the C & H concession proposal addressed the issue of cleaning the facilities and questioned if that would relieve any of the cleaning duties needed for tournaments. Mr. Dickinson replied that some of the duties could be released. Commissioner Holthus inquired as to what cleaning is done at Sunshine. Mr. Starr replied that the lower levels of the Sunshine Building and the bathrooms. Commissioner Grabowski stated that he would like to inquire if C & H Enterprises would be willing to do the same type of maintenance on a daily basis at Sunshine Park. Chairperson Lindahl stated that the Commissions needs a clarification from Mr. Stone that if the maintenance budget exceeds last years numbers would he be looking for park funds to cover the cost. () Commissioner Tom Anderson replied that it is a maintenance item and should be paid from maintenance. Consensus of the Commission was to change the maintenance schedule at Sunshine Park to Tuesday, Thursday and Saturday with clarification from Mr. Stone on any increased cost. RECOMMEND APPROVAL OF PROPOSED CONCESSION CONTRACT, CONT. Mr. Dickinson stated that the Park and Recreation Commission at the February 17, 2000 meeting requested the Finance Director to re-negotiate the concession agreement with C & H Enterprises, indicating that they would like to see the annual rates increased. He reviewed the results of the negotiations noting that C & H would be willing to provide grounds and facility cleaning during weekend tournaments if the initial proposal was approved. Cory Coons. C & H EnteIJlrises, stated that he would be willing to entertain the idea of cleaning the facilities on a daily basis during the season with clarification of what the duties would be. Mr. Starr suggested that Mr. Coons meet with Public Works Superintendent Frank Stone to discuss the issue. Mr. Coons stated that not only would he be willing to do the cleaning on a daily basis, but would prefer to do so because he takes the flack when the cleaning is not done and because of (-) that they have previously taken on some of the responsibility even though it was not a part of ~_ his contract, since it has an impact on his business. () c) () o o Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 5 Commissioner Grabowski stated that he feels the daily cleaning would be a great advantage. Chairperson Lindahl requested that staff set-up the meeting with Mr. Stone and Mr. Coons. Mr. Dickinson inquired if the Commission wanted to make a decision on the current contract or wait until the discussion has taken place regarding maintenance of the facilities. Mr. Coons replied that he would prefer that the Commission made a decision on the current contract so that he can order concessions in time. Commissioner Grabowski stated that the maintenance of the facilities should be a separate contract from concessions. Commissioner O'Toole replied that the decision on maintenance could make a difference at what price they settle on. Mr. Dickinson noted that the current contract only refers to the cleaning of the fields and concession facilities. Commissioner Tom Anderson inquired how much Mr. Coons has helped Mr. Starr in the past with maintenance of the facilities. Mr. Starr replied tremendously. Commissioner O'Toole inquired why the contract is proposed at a lower rate than what the City received last year. Mr. Coons replied that in the previous years the City was splitting the risk, and now that he is being asked to take on the full risk he would expect to pay a lower rate, and with a three year contract he would like to add a fryer, the ability to cook pizza, burgers and expand the menu. Motion by O'Toole, seconded by Tom Anderson, to recommend approval of the initial proposal for the Sunshine Park Concessions with C & H Concessions including the cleaning of the grounds and concession facilities. Further discussion: Commissioner Paul Anderson inquired if Mr. Starr felt the additional cleaning would save the City money. Mr. Starr replied yes. Motion carried on a 6 - ayes, 0 - nays, 1- absent (Kieffer), and 0- present vote. PUBLIC WORKS UPDATE o o ,----. '---) Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 6 Mr. Starr reviewed the parks spending that occurred in 1999. Commissioner Grabowski inquired as to the money spent on paint last year. Mr. Starr replied that there is enough paint to get through the year 2000. Commissioner Grabowski questioned the standard painting practice. Mr. Starr replied that the ballfields are usually painted every 12 days, some of the outside fields are painted every two to three weeks depending on weather. The soccer associations paint all their own fields. On average the paint costs $3,200 - $3,600 a year. Commissioner Grabowski inquired as to how much damage was done to the soccer fields. during Fun Fest. Mr. Starr replied that they held up okay. There were some dead spots from oil, but did not loose any sprinkler heads. () Commissioner Lindahl inquired if there has been any major damage done over the winter. Mr. Starr replied that damage that was done to the trails at Timber Rivers from snowmobiles. Commissioner Grabowski suggested installing a couple of posts on the trail that would prevent the snowmobile access. Commissioner Holthus inquired about the $63,058 that was paid to the school district. Mr. Starr replied that it is funds that assist with the summer activities that take place. Commissioner O'Toole questioned the swing set that was removed by the County. Mr. Starr stated that the swing set was a ten footer and the only thing that was good was the belts. The County called and questioned what the City wanted done with the set and they were told to scrap it because it was not worth replacing. Commissioner O'Toole inquired if staff has been consulted about joint maintenance and usage agreement with the school district. Mr. Starr replied that the discussions are just beginning. o REVIEWOFSIGNAGE FOR PARKS o o /' ~J Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 7 Mr. Haas stated that the Park and Recreation Commission is requested to continue discussing the signage for parks. Mr. Starr noted that most of the signs can be made in-house if the Commission lets them know what they want. Consensus was to go with the brown and white sign. Mr. Haas noted that he will bring back a couple of examples for the Commission to review at the next Park Commission meeting. DISCUSS USE OF 1999-2000 CDBG FUNDS, CaNT. Mr. Haas stated that the Park and Recreation Commission is requested to discuss where funds for the 1999-2000 CDBG are recommended to be spent. The funds need to be spent by June 30,2000. He reviewed a list of parks with playground equipment that need handicap accessibility to the playground equipment themselves. Mr. Starr suggested that the Commission concentrate on parks that are ready for this type of r'\ system. U Commissioner O'Toole suggested doing the parks that already have trails up to the timbers. Mr. Starr replied that they would need to do a complete audit of the parks. Tom Anderson left at 9:15 p.m. Mr. Haas suggested using a portion of the funds for th~ trail leading to the shelter at Sunshine Park. Consensus ofthe Park Commission was to use the 1999-2000 CDBG funds for the trail to the shelter at Sunshine Park and providing handicap accessibility to the appropriate parks. Commissioner Holthus noted that there is a disabled child in the Hawkridge and Wild Iris areas. CONSIDER CHANGE ORDER #2199-21/SUNSHINE PARK SHELTER, CaNT. Mr. Haas stated that the Park and Recreation Commission is requested to continue discussing a potential change order for Sunshine Park Shelter, Project 99-21. ,- " ~ ) -~ Commissioner O'Toole inquired if there would be a place for a four-post message board. Mr. Starr suggested using the board at City Hall. (.... \. ) ~. ,., " ~J (\ \.j /.-....... ,F '\ , ',) '",-,,' - Regular Andover Park and Recreation Commission Meeting Minutes - March 2, 2000 Page 8 Motion by O'Toole, seconded by Grabowski, to change the order for the Sunshine Park Shelter, Project 99-21, to purchase a three post message board and keep the four post message board. Motion carried on a 5 - ayes, 0 - nays, 2- absent (Tom Anderson, and Kieffer), and 0- present vote. REVIEW ISSUES LIST Mr. Haas reviewed the items on the issues list. CHAIRMAN'S REPORT Mr. Haas stated that there are three handicapped individuals who use the Timbers Rivers Park and suggested that the Commission consider installing a handicap swing at the park for approximately $1,500. Motion by Grabowski, seconded by O'Toole, to approve $2,000 in park dedication funds to be used for an ADA T-Swing to be installed at Timber Rivers Park. Motion carried on a 5 - ayes, 0 - nays, 2- absent (Tom Anderson, and Kieffer), and 0- present vote. Commissioner Grabowski inquired ifany determination has been if the school district will be required to pay park dedication fees and stated that they should at least be charged the trail fee. Mr. Haas replied that he will bring the issue to the City Council. ADJOURNMENT Motion by Grabowski, seconded by O'Toole, to adjourn. Motion carried unanimously. The meeting adjourned at 9:40 p.m. Respectfully submitted, Nand Libor, Recording Secretary TimeSaver Off Site Secretarial, Inc.