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HomeMy WebLinkAboutApril 16, 1998 o / "- ......) /' "- v o u CITY of ANDOVER PARK AND RECREATION COMMISSION MEETING - APRIL 16, 1998 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Al Grabowski on April 16, 1998, 7:35 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Tom Anderson, Brian Barringer, Dave Blackstad, Jim LindaW, Dave. O'Toole Jeff Kieffer Park Coordinator, Todd Others Commissioners absent: Also present: APPROVAL OF MINUTES April 2, 1998, Regular Park and Recreation Commission: Page 2, second sentence, correct "paying" to "playing". April2, 1998, Special City Council/Park and Recreation Commission Meeting: Correct as written. Motion by LindaW, Seconded by Blackstad, to approve the April 2 regular meeting as amended. Motion carried on a 6- Yes, I-Absent (Kieffer) vote. Motion by O'Toole, Seconded by Blackstad, to approve the April 2 special meeting with the City Council as written. Motion carried on a 6-Yes, I-Absent (Kieffer) vote. APPROVE APPLICATION FOR SOFTBALL FIELDS The Commission reviewed the application from the ChristianYouth Softball league to play at Terrace Park, Wild Iris, Rose Park and Hidden Creek North on various dates. Chairperson Grabowski noted only two or three teams are from Andover. Tim Leerhaff - explained they have also applied in the other cities where the teams are, including Anoka and Ramsey. The problem with the Anoka fields is that they would have to pay $50 a team, which means they would have to double their entry fee. This is the same group that played in Andover last year. He had no problem with using the four fields as proposed. Motion by Blackstad, Seconded by O'Toole, to approve the request as proposed. Motion carried on a 6- Yes, I-Absent (Kieffer) vote. \ \ J \..J Regular Andover Park and Recreation Commission Meeting ,) Minutes - Apri/16, 1998 Page 2 FINANCIAL REPORT Because the Finance Director was unable to be at the meeting, the Commission agreed to table the item to the next meeting. They asked that in the mean time she check on the figures used for the balance sheet as the ending amount in December is not the same as the beginning amount in January. They also understood that there was a $3,000 to $4,000 per year contribution for three years to the Anoka Aquatic Center, but the financial statements only show a $1,000 contribution, PARK DEDICATION/CAMBRIDGE ESTATES Mr. Haas reviewed the proposed preliminary plat of Cambridge Estates east of Hanson Boulevard and south of 161st. A trail along Hanson Boulevard is proposed which will be paid for half by the City, half by the developer. Joel LeVahn President ofCambrid~e Capital Inc - explained the plat consists of77 single family units and will be developed in two phases. The southern phase is expected to be developed this year and the second phase in 1999. The two phases are separated by a large wetland. They do not'have a problem with dedicating cash in lieu ofland. / The Commission discussion noted there has not been an appraisal done in this area within the last six months; however, they will consider a proposal from the developer. Motion by Anderson, Seconded by B1ackstad, to recommend park dedication of cash in lieu of.land. Motion carried on a 6-Yes, I-Absent (Kieffer) vote. UPDATE OF LABOR FOR TOURNAMENT WEEKENDS Chairperson Grabowski expressed fiustration that he had submitted a proposal to Staff that he felt would provide the amount of service needed at the tournaments and would cost even less than the Staff's proposal to service the fields only twice a day, but no Staff returned his calls or faxes. He had asked Staff to come up with a proposal for field maintenance and received nothing other than the original proposal. He felt it is inexcusable that the budget was set last year, but they didn't know until this month that there would not be enough money in the budget to service the ball fields as they have in the past. He also read the Ordinance which directs the Park and Recreation Commission jo be responsible for coordinating the maintenance, improvements and upkeep of all City parks. Clearly it is the responsibility of the Park Board to work with the Staff on park maintenance. Commissioner Blackstad also expressed fiustrations that his calls to Staff were not returned and that the amount of service being proposed by Staff is insufficient for tournaments. He asked why the informational paragraphs were placed on this agenda. ; \, .J o Regular Andover Park and Recreation Commission Meeting , ) Minutes - April 16, 1998 Page 3 (Update of Labor for Tournament Weekends, Continued) Mr. Haas stated they surveyed other cities and found that many of them have those paragraphs read at the beginning of each meeting for informational purposes to the residents. Staff will present this language to the City Council to see if they want it added as a part of the agendas in the future. He also explained that Mr. Starr is getting his direction from Mr. Stone, Public Works Superintendent, regarding the level of maintenance during tournaments. And Mr. Stone gets his direction from the Finance Department to stay within the budget. Since he is not responsible for maintenance, he suggested the Chairperson meet with Mr. Starr, Mr. Stone and Ms. McGann to resolve the issue. Chairperson Grabowski felt it is the Commission's responsibility and that they should be meeting with Staff at an open meeting on this issue. He also wanted to know how much overtime and how ~uch straight time was used to clean up the parks after the storm last year. Is that why they are over budget this year? He did ask those Staff to come to this meeting, but no one was willing. After further discussion, it was agreed to ask Mr. Starr, Mr. Stone and Ms, McGann to attend a special meeting on April 23, 7:00 p.rn. to discuss the issue of park maintenance, particularly the level of service of the ball fields on weekend tournaments. , / Motion by B1ackstad, Seconded by O'Toole, to schedule a special meeting for next Thursday, April 23, 7:00 p.m. Motion carried on a 6-Yes, I-Absent (Kieffer) vote. MEET WITH COMPREHENSIVE PLAN TASK FORCE Comprehensive Plan Task Force members present: Chairperson Gretchen Sabel, Marge Perry, Jim Knoll, Bud Holst, Maynard Apel, and Staff Planner Jim Hinzman. Mr. Hinzman explained the Comprehensive Plan adopted in 1991 discusses goals and objectives, and he asked that the Park and Recreation Commission review those items for validity, additions and corrections. He then reviewed the four goals and objectives. Goal!: The Commission suggested another area they oversee is maintenance and upgrading of the park facilities. It was agreed that the second line of the goal should include "and maintain" the facilities. Commissioner Lindahl stated the Park Board used the Comprehensive Plan as the guide for the proposed bond issue. Since the bond referendum did not pass, they have been using that program to upgrade the parks, especially the trail system. / \ , \.. j . , "-) Regular Andover Park and Recreation Commission Meeting / Minutes-April 16, 1998 Page 4 (lvfeet with Comprehensive Plan Task Force, Continued) Mr. Hinzman asked what issues and items need to be incorporated into the Comprehensive Plan regarding parks. The Commission noted one area of concern is selling or somehow eliminating those parks that are not buildable or usable such as the strip along Tulip and two areas along the Rum River. Mr. Haas stated Staffwill be making a list of those specific areas to be discussed, which will be done separately from the Comprehensive Plan Task Force. That item will be brought back to the Commission at a future date. Mr. Hinzman noted the current Plan indicates the policy of future park locations is to look at parks to serve larger areas and smaller ones within the neighborhoods themselves. Is that still the directive? Chairperson Grabowski stated new parks have been more of the tot lots within the developments and larger recreational facilities for sports fields. Commissioner O'Toole stated the ultimate goal is to develop the four or five regional parks. The Commission also noted that larger ball complexes.must be a minimum of eight acres. A possible location for a baseball complex is on the south end of the WDE site just west of Hanson Boulevard. Mr. Haas noted the map shows a potential park area in the northeast portion of the City by Ward ,I Lake. That is basically wetland, and he asked if the Commission wishes to keep that designation. The intent at the time of the designation was to look at a nature park with trails. With the wetland rules in place, the area is being preserved, unless the City wishes to bring trails to the lake to observe wild life. Commissioner LindaW suggested preserving an area with oaks savannah. Others agreed but noted most of those areas are wanted for housing. Mr. Haas stated Staff will explore potential locations for future regional parks and bring back suggestions to the Park Commission. Mr. Hinzman stated the trail system will be incorporated into the transportation portion of the Comprehensive Plan because of the federal funding requirements. They will be coming back fo the Park Board with the trail plan. The Commission suggested he talk with the county about their trail system, as the two entities should be working together whenever possible. The county has some plans for trails along Bunker Lake Blvd. and a complete revamping of the Bunker Lake Park. They are also in the process of constructing the Rum River park in the northwestern portion of the City. , / Mr. Hinzman asked ifthere are any uses in the City that are under served. The Commission felt there are sufficient ball fields at the moment. Water recreational facilities in the general area are good. There is no golfing in Andover other than Woodland, but there are several facilities close by. The use of an indoor arena facility is growing and has a great demand. There is no intent to provide off- road biking or motorized vehicle facility nor any in-line skating establishment other than the trails. There had been plans to build a multi-purpose community center to the south of City Hall, but then the property was sold to the school district. Right now that plan is still viable but there is no funding. The Commission felt that should remain in the Comprehensive Plan. "'_/ \ \._J Regular Andover Park and Recreation Commission Meeting " Minutes - Apri/16, 1998 Page 5 (A1eet with Comprehensive Plan Task Force, Continued) Mr. Hinzman stated the Task Force has discussed ways to preserve open spaces. The Commission stated they like green spaces and are continually beautifying the trails and parks with trees, shrubs, etc. There are no other plans to create a nature area other than completing Kelsey-Round Lake park. Also, the rural zoning in the northern portion of the City is conducive to open areas. Mr. Haas pointed out the trails that are to be constructed this summer and the demand for trails south along Hanson Boulevard to carry the pedestrian traffic to the commercial areas along Bunker Lake Boulevard. Mr. Apel thought that as the area develops, consideration may have to be given to providing an overpass on Hanson Boulevard for pedestrian traffic from the east side to the park complexes and schools on the west side of the road for safety purposes. He also suggested that when the trails along the main thoroughfares such as Hanson Boulevard run into a wetland area, that a closer look be given to meandering them along the high ground. That would provide continuity plus be aesthetically pleasing. The Commission suggested that if the trail system is to be removed from the Parks Department, that somebody be designated to oversee them so that they don't get overlooked as the City develops. The Parks Department and the Commission would like to see the trails continue to be developed. , ) The Commission noted a concern is the City is getting to the point where a dedicated park patrol or police is needed. Mr. Hinzman stated the implementation ofa park patrol can be added as a future goal. He also stated a redraft of this portion of the Comprehensive Plan will be brought back to the Commission. UPDATE OF SUNSHINE PARK CONCESSIONS Mr. Haas stated the original proposed contract with C & H Distribution included a clause that the concessionaire would be responsible for stocking the restroom facilities. Cory Coons did not agree with that provision. Staff is recommending that clause be eliminated, and he has brought the onginal contract to the Commission for their approval. The issue has been the maintenance and stocking of the restrooms in the Concessions Building. The City has a contract with a cleaning service which will clean that facility three evenings a week. He thought the building will be cleaned on Monday, Wednesday and Fridays, plus that contract can be expanded to include services for Saturday evenings for about $32 when tournaments are held. Those services would have to be paid from rental payments collected from C & H Distributing. In the future, those services would be included in the budget and not have to be taken from the rental payments. The Commission discussed the recommendation to expand the current cleaning contract. Concerns that were raised regarding the maintenance of the facility during tournaments is the need to clean earlier than the evening, that it would be better if the restrooms were stocked and garbage collected I , / ,--) / Regular Andover Park and Recreation Commission Meeting Minutes - April 16, 1998 Page 6 (Update of Sunshine Park Concessions, Continued) and the floors mopped between 12 and 4 o'clock in the afternoon rather than wait until the evening, that it may be much better if Mr. Coons would be responsible for those items because he is there all of the time and it is easier to keep up when done more often. COI)' Coons C & H Distributing - stated he told the Staff he would be willing to make an offer on maintenance, but no one asked him to do so. Looking at the proposal from the existing cleaning service, he stated he would not do the job for that amount. Last year they did much of that by default. They don't plan on doing that this year. It took a fair amount of their time last year just to appease the people. He didn't know if coming in once or twice a day will be enough without someone else to look at it Chairperson Grabowski stated another issue is who is responsible for the garbage outside of the building around the fields. It is a huge problem. Typically the garbage cans are full by 2 o'clock on Saturday. Mr. Haas suggested that be discussed with Mr. Stone at the special meeting next week. Chairperson Grabowski also urged that in the future this contract be signed in January each year to allow the concessionaire to be up and running as soon as the fields are being used. Mr. Haas stated he would pass that suggestion to Ms. McGann. / Motion by O'Toole, Seconded by Barringer, to approve the contract as presented. Motion carried on a 6-Yes, I-Absent (Kieffer) vote. The Commission asked that Mr. Coons submit a quote on the cost of maintaining the Concessions Building on weekends and possibly during the week as well. Mr. Coons stated he would be willing to do so but stated it would be helpful if the Commission would tell him what they want him to do. He also noted that for the cleaning service to clean on Friday evenings and again on Monday evenings is a waste of time if there is no tournament on the weekend because the facility is used very little between those two times. The Commission agreed to discuss the entire maintenance issue with Staff at the special meeting next week and then get back to Mr. Coons. They agreed that Friday and Monday cleaning of the building is not needed, that it would be better to have it done on Tue.sday, Thursday and Saturday. UPDATE OF HILLS OF BUNKER LAKE TRAIL ACCESS Mr. Haas stated the City Engineer met with the property owners this afternoon and the property comers have been staked. The property owners want to use the trail with motorized vehicles to access their back yards and they want to talk to the Council about it. He stated this item will have to be resolved by the Council and has been placed on the May 5 meeting agenda, but Staff is recommending they not be allowed to use motorized vehicles on the trail. The Commission agreed. , , \ J \, ' .....~) , Regular Andover Park and Recreation Commission Meeting Minutes-April 16, 1998 Page 7 CHAIRMAN'S REPORT Sprinkler system/Public Works - Soccer field - Mr. Haas stated the irrigation system will be installed around the Public Works building. The soccer field west of City Hal will be done at a later date!. The Commission was concerned that with the amount of use on that soccer field, that the sod will be destroyed. They suggested Staff talk with the soccer associations about scheduling the use that.field. Issues List - Add well at Hawk Ridge - The Commission asked Mr. Haas to add the construction of a well at Hawk Ridge to the Issues List. Mr. Haas stated Staff will be discussing that item further. Andover Baseball Association contribution - Commissioner Blackstad stated he has a check from the Andover Baseball Association to be put toward the Cushman; however, in light of recent developments, he will not present it until the park maintenance issue is resolved. Well at Timber River - Mr. Haas stated that well is operational, and it should be used to take care of the ice rinks in Hawk Ridge. The Commission wondered if it could be used to irrigate the soccer and ball fields in the park. They asked that Staff look into that further. / Benches in the ball fields - Chairperson Grabowski noted that Mr. Starr had replaced some Of the benches in the fields; however, there is a wide gap between the two benches. It causes a problem because only eight players can sit on a bench. If the benches are placed within an inch of each other, the entire team is able to sit in one spot. He asked that this recommendation be forwarded to Mr. Starr for the future placement of new benches at the fields. Golfing in the parks - Chairperson Grabowski noted there is a huge problem with people practicing golfin the parks. He suggested signs be installed noting that hitting golf balls in the parks is illegal, especially in Hidden Creek park, Oak Bluff park and Sunshine Park. That should be done very quickly. Commissioner Blackstad also suggested the Sheriff's Deputy be informed of the problem and that they tag people if they see them golfing in the parks. Sno Dragon's position on law - Chairperson Grabowski was disappointed in the Sno Dragon's Snowmobile Club's position on the law to ban studs on snowmobiles. The club had placed an ad in the paper encouraging snowmobilers to call their legislators asking them not to ban the use of studs. Mr. Haas stated the intent is to amend the City's ordinance banning studs. Motion by Anderson, Seconded by Blackstad, to adjourn. Motion carried on a 6-Yes, I-Absent (Kieffer) vote. The meeting adjourned at 9:40 p.m.