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HomeMy WebLinkAboutJanuary 4, 1996 o o ~ ~/\lqlp 1''') \.J' CITY of ANDOVER 1685 CROSSTOWN BOULEVARD N.w. . ANDOVER. MINNESOTA 55304 . (612) 755-5100 PARK AND RECREATION COMMISSION - JANUARY 4, 1996 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Jim Lindahl on January 4, 1996, 7:00 p.m., at the Andover City Hall, l685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Tom Anderson, Al Grabowski, Dave Erickson, Jeff Kieffer, Dave O'Toole Roger Paulson Park Coordinator, Todd Haas City Administrator, Richard Fursman Others Commissioner absent: Also present: PARK AND RECREATION DIRECTOR DISCUSSION The following were present to discuss the issue with the Park Commission: f) V Merl Prochniak, Andover Recreation Development Authority Bob Hewitt, Andover Baseball Gary Shay, Andover Recreation Development Authority Steve Kerr, Anoka-Hennepin Community Education Nancy Knop, Anoka-Hennepin Community Education Steve Gompertz, Andover Athletic Association Wayne Schinzel, Andover Athletic Association Mr. Fursman passed out a copy of a preliminary draft of a summary and typical duties for a Park and Recreation Director position. He took the typical duties from the evaluation done of all Park and Recreation Directors in the State of Minnesota. The list includes the most common duties and the ones that require the most time and is intended as a discussion starter. He didn't think the full program can be defined until the Director is hired to help evaluate what is needed. He did not envision the position replacing the youth associations but to help with coordination between them and the City. Also, there are not many adult athletic programs at this time. Mr. Gompertz did not see a list of expectations, what this person is to accomplish. Chairperson Lindahl thought that will become more clear as the duties are discussed and with the person in place. The Commission and those present then went through item by item of the typical duties listed on the draft before them, discussing the need for and details of each duty. The following additional points were made: r, V * Review and approve planners evaluations of development plans and rezoning variance land use requests... It was recommended the word "approve" be changed to "recommend". u () Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 ,) Page 2 :~J ~) (Park and Recreation Director Discussion, Continued) * Conduct research for City and park planning. This will also include surveys of the residents. * Supervise park design development; develop capital improvement programs; and determine detailed design specifications... It was suggested that some of these items are duplications and that they be condensed. * Develop and design education and recreational programs for adults. Mr. Kerr explained Community Education provides adult softball, volleyball and basketball programs. Ms. Knop stated they are looking at how they will be expanding the programs with the new middle school, the athletic fields, gyms and swimming pool, with no additional funding. They are concerned with this item. Mr. Kerr stated at this time there is no place in Andover for the adult teams, which has impacted space in other communities. The Commission explained their intent would be to coordinate all of these areas and to provide as much service as possible to the adults. Mr. Schinzel's concern was promoting the adult leagues to raise money to support this position at the expense of the youth leagues, which was done at Sand Creek in Coon Rapids. Chairperson Lindahl stated the Commission's position has always been that youth receives the highest priority. At the same time, the adult taxpayers also have a right to use the parks and fields. As the fields at the new complex become lighted, it would provide even greater opportunities for adults. Mr. Gompertz noted the primary mission of this position is not. stated, the City's expectations of what it wants to see. The Commission thinks youth is a priority, but that is not stated any where. For example, the job of the Director at Spring Lake Park is geared to the youth of the City. He is not opposed to providing programs for adults, but it is not clearly stated that the youth programs will be the priority. Mr. Shay felt that the youth is the largest segment of society that is at risk and that programs for them are of the highest priority. Chairperson Lindahl felt there is room for both, but that the Commission's direction has always been to providing for the youth. Mr. Gompertz stated it may be helpful to state that priority before the interviewing process so the applicants know the direction they will be receiving from the City. Mr. Fursman also pointed out that the City incurs expenses in the hiring of this person, the maintenance and lighting of the fields, etc. While he did not think this position could ever be self- supporting, a major source of revenue is from adult leagues. However, the whole program needs to be looked at so programs are not duplicated. Mr. Kerr felt there is an issue that needs to be addressed of adult services so they are not being duplicated. If the City has other priorities, this person should be working on those. They will too need additional dollars, as they are having to do more , , \J u Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 \ Page 3 , / (Park and Recreation Director Discussion, Continued) with less funding. That is different than the adult athletic program, which is done by a different staff person. They primarily service Anoka, Coon Rapids, Ramsey and Andover. * Coordinate programs, activities, etc., with agencies, schools... Mr. Fursman stated the intent here would also include programs for the senior center, which is something that the City would be expanding, and to help with registration of the athletic programs. Mr. Kerr didn't know if there were requests from Andover, but they do have a person on Staff to coordinate senior citizen programs around the school district. This is another area they would encourage the City to explore with the school district. \ " ) * Establish and coordinate the maintenance. .. Mr. Kerr stated in other cities, the municipality has provided the maintenance for the athletic fields at the schools. It has been a cooperative arrangement that he felt could also be worked out with Andover. Mr. Shay asked if the maintenance staff would report to this Director or remain under the direction of Public Works. Mr. Fursman stated he did not know how that would be handled at this point, but ultimately he thought the maintenance would be under the jurisdiction of the Park and Recreation Director. Mr. Kerr stated it has been his experience that it depends on whether or not the Public Works Director is cognizant of the needs of the associations and the athletic facilities. Mr. Fursman stated they would have to tinker with the organization to see what works out best. * Deliver presentations and provide material to direct the public use of services. Mr. Haas stated the intent would be the Director would coordinate with the City's engineering department to do plans and specifications for any new park or trail development, grading new parks, etc. Discussion continued on the responsibilities of this position. Mr. Haas saw it as the center for information for the residents and the athletic associations. Mr. Fursman stated if City Council goes ahead with the new City Hall, the proposal has been to convert the Building Department portion of this building for usage by the Parks Department. He envisioned this building being available for registrations, meetings for the associations, coaches, etc. He again assured those present that the intent is not to replace the youth associations but to help them out and to coordinate programs with the schools. Mr. Hewitt thought this process is irrelevant unless the Council will support it financially. Mr. Fursman stated the Council has asked the Park Commission and members of the athletic associations to research the need for the position and to come back with ideas. He told the Council \ he did not anticipate this to be a self-funding department; because with ,) the programs already in place by the associations and the school, there is not a lot of revenue sources out there. The City is looking at a director and a support person with an annual budget of $70,000 to $80,000 for personnel. / \ '-~ () Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 '} Page 4 / {Park and Recreation Director Discussion, Continued} Discussion was on funding the maintenance of the parks, noting the increase that will be required as a result of the new park complex and concession building now being used. While capital improvement over the years has been little, Public Works has been able to increase the maintenance budget and is gearing up to handle the new parks more efficiently. It was agreed that there is a lot of overlap in some of the descriptions and that the list should be consolidated. It was also suggested that the immediate, mid-range and long-term goals should be clearly stated to the Council. Mr. Fursman also stated he has not seen mission statements compiled for other Park and Recreation Directors. That person will be working hand in hand with the Park and Recreation Commission, and the Commission will be establishing the priorities and providing constant direction. Mr. Shay felt that should be clearly stated in the job description, as that point is not written anywhere at this time. He also pointed out this person will encounter some strange hours of employment, possibly even split hours because of evening meetings, registrations, acti vi ties, etc. That person needs to be available during those operating hours. " '\ \.j Mr. Fursman stated the starting salary of $41,500 is for discussion purposes and is 78 percent of the average salary of that position. Commissioners also noted while the expectations of the position seem enormous, it is not expected that all duties would be completed immediately. Mr. Fursman saw this as a list that the program will develop into. Mr. Prochniak stated as a resident he very much appreciates the community school programs that have been in place for so many years. The question now is as the City grows, is it willing to increase the funding to meet the additional expenses for increased programming through the schools. Or will that funding be reduced to the schools and directed toward the City's program? Mr. Kerr again stated they do not have additional funding for the services. Their budget has not increased in the last four or five years. They want to know if Andover hires a Director, will this person be doing the program so they have to dismiss their employee or will there be some combination of all services. He hasn't discussed this with Mr. Fursman because they are wrestling with the internal issue of expanding to service what the community will expect. Ms. Knop pointed out that the community education program is in place. It makes sense for them to continue with that programming in the schools and have the City Director be focusing more on the park and planning end. Mr. Kerr stated they already have the expertise in organizing programs, scheduling, and registration. They can also help the City in working with the youth athletic associations. They have technology capabilities, but they do not have the expertise in park planning and development. \ ,,) Mr. Fursman felt these issues would better be resolved once a person is hired. His idea was to provide lose parameters and general ideals, and then let the individual that is hired build on them. The parks and those recreational activities provided by the City provides the most \. ) ( " '--./ " Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 Page 5 '. / (Park and Recreation Director Discussion, Continued) positive feedback from the residents. Mr. Kerr also pointed out that it has always been a priority that on any of their information they state that it is co-sponsored by the City of Andover and the school district. Whatever is done, they are interested in it being a collaborative movement ahead to be sure there is the best use of all the limited resources. Chairperson Lindahl mentioned the development and efficient use of Kelsey Park is one reason a Director is needed. Mr. Kerr stated they can get that information to the residents. Those are the type of things the school and City can be doing together. Mr. Haas stated the City will also be promoting Kelsey Park in the newsletter. He has also made the application for the next phase of development of the park. Commissioner O'Toole felt another argument for a Director is to coordinate with the school district and to provide those activities that the school district isn't providing. Mr. Fursman stated he will consolidate the duties and bring it back to the Commission, tentatively at the first meeting in February. He will send those revised copies to those present at this evening. He also wants to meet with school district personnel to inventory the programs they have so he has a solid understanding of what they provide. The intent is so everybody gets a better product and that there is no duplication. I . / CITY HALL PARK COMPLEX #2 USE OF BUILDING DISCUSSION Commissioner O'Toole asked Mr. Kerr and Ms. Knop if the school district will be requesting the use of the building in the complex for their summer programs during the day. Mr. Kerr stated they had not considered it; but now that he is aware of those facilities, he will give it serious consideration. He will look at the various programs to see what would work for them. Commissioner O'Toole explained a decision has to be made on the use of the building considering the youth will have access to it, how to handle the physical aspects of cleaning the bathrooms, running the concession stand, etc. The Andover Recreation Development Authority is not interested in running the building. They expected to have completed their activities by April 1, 1996. Mr. Hewitt did not think the Andover Baseball club would want to be in charge, though they would cooperate with other associations if scheduled. Commissioner Grabowski felt a lot depends' on the Park and Recreation Director position. Realistically, however, that position will not be filled for this year, so policies and guidelines need to be established to get through the next sports season. He did not think the Andover Athletic Association is interested in running the concession building on a daily basis either. j Mr. Haas stated he contacted the senior citizens, and they expressed an interest in running the concession stand; however, he has not yet received an official answer. In discussing this further, the general \ . '- J u , 1 , / Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 Page 6 (City Hall Park Complex #2 Use of Building Discussion, Continued) consensus was that it would be preferable to have one organization in charge of the building. Commissioner Grabowski stated the City of Champlin contracts with a private person to handle the concessions who also maintains the building, cleans the bathrooms, closes it, etc. This person hires high school students to run it and a percentage of the sales goes back to the youth organizations and the City. He also thought that such a person could be responsible for turning the lights on and off at City Hall Complex #1. Chairperson Lindahl suggested other organizations may also be interested in the concessions for fund raising, such as 4-H clubs, boy and girl scouts, high school groups, etc. Another option would be to hire an individual to be in charge as is done for the warming houses. After continued discussion, Mr. Haas stated he will contact the seniors again to see if they are interested. The other alternatives may be to do what Champlin does or to hire an individual to be in charge of everything. He will research those options further, and will contact Champlin, Fridley and Ham Lake for their policies on the use of their concession buildings. Also, the City may wish to hire a cleaning service for this year for the building maintenance as is done with the City Hall. \. J Mr. Shay asked that ARDA be allowed to temporarily retain two small rooms upstairs of the building once the building is turned over to the City. Eventually, it will be all used by the City. Commissioner O'Toole also stated there is space in the building for a small office for parks or the athletic associations. Commissioner Kieffer was concerned with the access to the building, as it is quite a ways from the parking lot. Mr. Shay had suggested Class 5 be put on the side of the building so cars can be parked next to it during the off season. There was also discussion on the need for security, a policy for damage deposits and the costs of damage due to negligence, insurance, the potential problems of liquor and over usage of the fields with adult leagues, who makes the decision to stop the games in inclement weather so the fields are not destroyed, field management and rotation (which is something a Director would handle), and the outfield maintenance of those parks in the various neighborhoods. Mr. Haas stated he will attempt to get the information on policies from other cities and have an answer from the senior citizens for the next meeting. APPROVAL OF MINUTES " December 21, 1995: Correct as written. j MOTION by Kieffer, Seconded by Anderson, to approve the Minutes of December 21. Motion carried on a 4-Yes, 2-Present (O'Toole, Lindahl), I-Absent (Paulson) vote. " " " ; '-' u Regular Andover Park and Recreation Commission Meeting Minutes - January 4, 1996 Page 7 , CHAIRPERSON'S REPORT Chairperson Lindahl thanked Commissioner Anderson for his service as the Chair in 1995. MOTION by O'Toole, Seconded by Anderson, to adjourn. Motion carried on a 6-Yes, I-Absent (Paulson) vote. The meeting adjourned at 10:00 p.m. Respectfully submitted, ~~~ Recording Secretary , \_~ , )