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HomeMy WebLinkAboutJune 6, 1996 o o ~ LDldOIQlo ::J CITY of ANDOVER PARK AND RECREATION COMMISSION - JUNE 6, 1996 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chairperson Jim Lindahl on June 6, 1996, 7:30 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners present: Al Grabowski, Jeff Kieffer (arrived at 8:04 p.m.), Dave O'Toole, Roger Paulson Tom Anderson Parks Department, Kevin Starr Others Commissioners absent: Also present: RESIDENT FORUM () Richard Waqner. 148th Lane - asked that the tarred path between his yard and ,the neighbors which leads to Andover School be fenced along both sides. Three different builders told residents before they purchased their lots that that path would be fenced. If that was not going to happen, he would not have purchased that lot. It is a major access to the school, and the children are cutting across private property and causing a lot of damage. If it was never the Park Board or City's intent to fence that path, he'd like the research done to find out why three different contractors made those statements. The Commission did not recall the developer addressing the pathway or its fencing. They suggested the Minutes be reviewed to determine if any agreement was made with the developer. The Commission agreed to add the item to the agenda of the June 20, 1996, meeting. In the mean time, they asked Staff to investigate the matter further. r--- U Mervl Prochniak. ARDA - formally invited the Park Commission and City Staff to the open house on June 19, 7:30 p.m. for the Field of Dreams proj ect. He also noted the expenses were more than they had anticipated for the fire alarm system, for the flags, and for the tables and chair~ for the meeting room and up stairs. ARDA is asking if the Park Commission would be willing to pick up the cost for the partitions in the bathrooms. Commissioner O'Toole stated the City already has the bill. It is approximately $594. " \ \~J '-,) Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 " '\ Page 2 / (Resident Forum, Continued) MOTION by Dedication (0' Toole) , Paulson, Seconded fees those costs. 2-Absent (Anderson, by Grabowski, that we pay Motion carried on a 3 - Yes, Kieffer) vote. from Park I-Abstain '\ Rochelle Reivera. 14700 Palm Street and Elizabeth Johnson, 14705 Palm Street - asked the Park Commission to construct a pathway from Palm Street to the prairie Knoll park. The easement is already in place. They talked with Mr. Haas five or six years ago, and they have lived in the area over 17 years, waiting for that pathway. Last year a surveying crew was there, but nothing else happened. The easement has not been leveled or mowed. It is quite a distance to the park and there are many children who use the park. Mr. Starr stated a pathway would be excellent. He'd like to see a blacktop path constructed. The Commission noted there are CDBG funds available to construct pathways to meet ADA requirements. They felt constructing a path to this regional park would meet the criteria and would be an appropriate use of the funds. The Commission asked that Staff ascertain the length of the path and approximate cost. Hopefully this project can be coordinated with other projects in the City. This is to be added to the agenda for the June 20 meeting to discuss in further detail with the Park Coordinator. Mr. Starr stated in the mean time they will mow the easement. .' APPROVAL OF MINUTES May 2, 1996, Regular Meeting: Correct as written. May 16, 1996, Regular Meeting: Correct as written. MOTION by O'Toole, Seconded by Grabowski, the Minutes as presented from May 2. Motion carried on a 4-Yes, 2-Absent (Anderson, Kieffer) vote. MOTION by Grabowski, Seconded by Paulson, to approve the May 16 Minutes as written. Motion carried on a 2-Yes (Grabowski, Paulson), 2-Present (Lindahl, O'Toole), 2-Absent (Anderson, Kieffer) vote. FINANCIAL UPDATE '\ ) Jean McGann, Finance Director, reviewed the financial statements as of May 31 with the Park Commission. This does not include the allocation of interest, which will be done on June 30. The cash fund balance of -\ (~ u Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 /"'1 Page 3 .J (Financial Update, Continued) Park Dedication as of May 31 is $98,481. She also noted the breakdown of the revenues and operating expenditures. Over the summer revenues should increase as park dedication fees are paid. The only remaining large bill is for the irrigation at the Field of Dreams project. DISCUSS CONCESSION PROFITS - ANDOVER ATHLETIC ASSOCIATION '\ , .J Commissioner Grabowski stepped down to the podium to speak on behalf of the Andover Athletic Association. He explained the association holds three or four tournaments a year. Three are scheduled for this year. They bring in $3,000 to $4,000 for the association each year. Their concern is that income will be lost because of the contract for the concession building. The fees for the tournaments themselves just pay the expenses for the tournaments, but there is money to be made from the concessions. For example, the athletic associations cleared $50,000 in four days in Coon Rapids when they held the national girls softball tournaments. They are not asking for all of the profits from the concessions but are looking to get a percentage of the profits made during the tournaments. Andover Baseball is in the same situation. (Commissioner Kieffer arrived at this time, 8:04 p.m.) The Commission discussed the proposal but found it difficult to make any recommendations without knowing just how much will be made from concessions. Ms. McGann explained the contract for the concessions provides that the City gets a percentage of the revenue. After further discussion, the Commission generally agreed that some percentage of the City's revenue from the concessions during tournaments should be given back to the athletic associations. It was also agreed to wait until after the second tournament this summer to discuss this item again. At that time the Finance Department will have the figures relating to the concession sales during the tournaments, and the Commission can decide what percentage should be returned to the associations. The intent would be to apply that percentage retroactively to tournaments held this summer. This item is to be placed on the August 1, 1996, Park Commission agenda. The Commission also asked for a copy of the contract for the concessions at the City Hall Complex #2. : ) (Commissioner Grabowski returned to the Commission bench) o u Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 r) Page 4 ,../ REVIEW MAINTENANCE/CONCESSION BUILDING Jean McGann, Finance Director, explained the completion date of the concession building was not known when the budget for 1996 was prepared, so nothing was included for maintenance of the building. Mr. Starr stated the recommendation is to contract with the company the City currently uses for maintenance. The quote is $350 per month for five days each week of service in the concession building. The Commission felt five days per week may be needed initially to do some of the extra cleaning that may be necessary the first month. After that it was felt three or four days per week is all that will be needed for maintenance. Mr. Starr stated the contract can be so adjusted. They can also adjust the end of the contract to when athletic activities will be finished in the fall. The Commission suggested that because they received very little funding this year that they ask the Council to fund this from the Contingency Fund. ~~ MOTION by O'Toole, Seconded by Grabowski, that we recommend approving the contract for maintenance and request the City Council to look at using the Contingency to this year's budget for this item. Motion carried on a 5-Yes, 1-Absent (Anderson) vote. REVIEW QUOTES/PLAYGROUND EQUIPMENT/CREEKVIEW CROSSING PARK Debbie Lindbero. 14232 Yellowoine explained the quote fro,I' Minnesota/Wisconsin Playground, Inc., came in at $10,500, which is less than the estimate given at the last Commission meeting. They raised about $1,500 to be put toward this equipment. Mr. Starr estimated it would cost $500 to install the equipment plus additional timbers and sand. With this, the park is full. There was some discussion en the basketball court. Mr. Starr stated it would be flooded in the winter for skating. The intent is that it would not be for playing hockey as there would be no boards, but it would be for free skating only. MOTION by Paulson, Seconded by O'Toole, to accept the low bid for the playground equipment from Minnesota/Wisconsin Playground, Inc., and for the basketball court and the hoop, not to exceed $13,500. Motion carried ~_) on a 5-Yes, 1-Absent (Anderson) vote. (J u Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 :-) Page 5 PUBLIC WORKS UPDATE Mr. Starr reported he met with a representative of Game Time regarding the park at Meadows of Round Lake. The proposal is to switch some of the items to better accommodate the younger children and to add to the equipment already there. The cost for the additional equipment is estimated to be $3,700. The installation would be contracted for a cost of between $600 and $800. The park would then meet ADA requirements. He thought that CDBG funding could be used to provide a hard surfaced pathway in the park as well. Funds would also be needed for timbers and sand. He estimated the complete project will cost less than $5,000. MOTION by Kieffer, Seconded by Grabowski, to go with the bids not to exceed $5,000, that includes labor as well as extra timbers and sand required. Motion carried on a 5-Yes, 1-Absent (Anderson) vote. /' " \. J The Commission asked that the pathways for this park, the one to the Prairie Knoll park discussed earlier this evening and any others that are being planned as projects this summer be placed on the next Agenda. They felt the projects for handicapped accessibility should begin as soon as possible. Mr. Starr also updated the Commission on recent projects, which included rebuilding several ball fields, resurfacing the soccer field at the Field of Dreams, installing those soccer goals that have been received, sprinkling fields according to the City's procedure, and spraying the parks. There is still a problem with people hitting balls into the backstops. To his knowledge, the fencing project contracted for three ball fields has not yet been completed. The Commission expressed frustration at this, stressing the need to include completion dates on contracts that are let by the City. REVIEW QUOTES/IP93-7/IRRIGATION Chairperson Lindahl noted Mr. Haas had contacted the Commissioners on this issue. The quote is to irrigate the area between the parking lot and the road at the Field of Dreams site for an additional cost of $2,100. The Commission agreed this should be done. : ) MOTION by O'Toole, Seconded by Paulson, that we approve the quote for the addition on to the irrigation system. Motion carried on as-Yes, 1- Absent (Anderson) vote. o u Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 Page 6 -. '-. / CHAIRPERSON'S REPORT Field of Dreams - Commissioner O'Toole noted the concrete around the concession building is not reinforced and should not be driven on with vehicles. He hoped that the basketball court could be installed soon. Mr. Starr stated he hasn't measured it yet, but he thought two hoops could be accommodated. He estimated the cost at $475 for each hoop. The Commission felt the basketball hoops for this and for the Creekview park should be ordered at the same time. MOTION by Grabowski, Seconded by Paulson, to approve an amount not to exceed $1,000 for two more basketball hoops for the Field of Dreams. Motion carried on a 5-Yes, 1-Absent (Anderson) vote. Mr. Starr also felt that tarred pathways will be needed around thp. complex, but that should wait until after the first season to put them where the traffic patterns evolve. \, \. / Commissioner Grabowski noted there are some sharp points exposed on the chain link fence that must be repaired, as two people were cut this week as a result of those points. There also seems to be a lot of pieces of wire and ties in the dirt and grass along the fences. Pitching rubbers - Commissioner Grabowski stated the pitching rubbers keep getting moved. In talking with Mr. Starr about this, both athletic associations would prefer to buy the type that are cemented in and have the City install them. Signs of rules at the Field of Dreams site - Commissioner Grabowski again noted the problems of roller bladers during games, pets, golfing, and glass containers inside the fenced areas. He asked that one sign be installed which outlines the park regulations. Mr. Starr stated they will make a sign. Construction of the wall in the athletic building Grabowski reported the wall has been constructed in building and Andover Baseball has been given a key. responsible for the lights. Commissioner the athletic They are now Park safety - Mr. Starr explained they perform safety checks three times .: ') a year on all park equipment. The summer inspection will be done through the end of June. Three plastic slides are now being replaced. () <J Regular Andover Park and Recreation Commission Meeting Minutes - June 6, 1996 Page 7 '. J MOTION by Kieffer, Seconded by Paulson, to adjourn. Motion carried on a 5-Yes, I-Absent (Anderson) vote. The meeting adjourned at 9:32 p.m. Respectfully submitted, 1Y\~- Q~~ '-- Marcella A. Peach Recording Secretary \ .' ,