HomeMy WebLinkAboutWK January 22, 2009
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1685. CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US
City Council Workshop
Thursday, January 22, 2009
Andover Public Works Building
1. Call to Order- 6:00 p.m.
2. Review of Park Personnel & General Park Operations
3. Proposed Park Operations Cost Savings
4. Discuss Proposed Future Park Reconstruction Projects & Park Improvement Projects
0 5. Discuss Field Usage/Damage Deposit Escrow
6. Adjournment
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C I T Y 0 F
0 NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO: Mayor and City Council
CC: Jim Dickinson, City Administrator
FROM: David D. Berkowitz, City Engineer/Director of Public Works
SUBJECT: 2. Review of Park Personnel & General Park Operations
DATE: January 22, 2009
INTRODUCTION
This City Council Workshop will highlight the talents of the Park Maintenance Division of
0 the Andover Public Works and review general park maintenance operations
DISCUSSION
The Public Works Park Maintenance Division consists of the Parks Supervisor (Kevin
Starr) who has been with the City for over 28 years and 5 Parks Maintenance Workers
which haye 3 to 15 years of experience. Their talents will be discussed at the meetingo
Keyin Starr will provide general park maintenance operation information for review and
discussion. Attached is a Parks Department Statistic sheet that gives a good summary
of the parks system.
Additional items attached for review and discussion include 2008 Projects and Various
Items that were accomplished in 2008, update on Andover's Play Structures 2008 and
Parks Department Spending 2008.
ACTION REQUIRED
This is for information and discussion. No action is requiredo
Respectfully submitted,
Q~. ,
0 David Do Berkowitz
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Attach: Parks Department Statistics ~mary, 2008 Projects and Variousj1ems,
Andover's Play Structures 2008 and Parks Department Spending 2008.
0 Parks Department Statistics
At this time Andover has 65 parks. We are maintaining 47 of them 0
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Weare mowing 297.34 acres. This does not include Kelsey Park.
There are 28 baseball/softball fields to keep up.
We have 19 soccer fields with most having multiple fields on them. Most of these, along
with the lighted ball fields are also used for football. Lacrosse is using some as well.
We now have 37 playgrounds, which includes 322 swing hangers & chain 0
This year there are 35.2 miles oftrails and paths to take care of.
We have 168 trashcans with lids throughout the system.
There are 13 irrigation systems, which includes 2,534 various sprinkler heads. We used
about 34 million gallons of water this year.
Throughout the parks we have 28 shelters in various sizes.
0 At any given time there are at least 76 tables in place.
We have over 105 park and players benches in the ground.
There are 32 parking lots consisting of blacktop & gravel.
Our in house nursery continues to grow in size & scope each year.
Over 98 bluebird, wren, bat and wood duck houses are installed in our parks. .
There are 13 ice rinks with three having warming houses, lights and boards.
We have 3 larger complexes with athletic field lighting and buildings.
On the waterways we have 2 canoe landings and 2 boat landings, one with a dock.
There are 11 basketball courts and 4 volleyball courts.
We have 2 lighted tennis courts. There are 2 sliding hills being used.
Our Staff consist of 6 full time and 5-7 seasonal help. Working with various volunteers,
0 Athletic Associations & Teams, School & Church groups, Adopt a Park Program and
Eagle Scouts enables us to even keep close, in keeping up with all ofthe tasks and
demands associated with all of these items.
0 2008 Projects and Various Items
The following is an update of some of the larger projects we did this year.
Andover Station North was the largest project we worked ono A lot of final irrigation
work went in. We installed one of the largest play structures in the Cityo We installed
over 35 yards of concrete along with all ofthe prep work. A note on the concrete; it was
all donated from the supplier! Landscaping and seeding work seemed to go on all year.
Weare still not done. The sliding hill had fencing installed. Building and finish work will
most likely be ongoing all of this year also.
Over 56 yards of concrete installed including the Crooked Lake shelter rebuild.
We built the new park and play structure at Woodland Crossingo
We were able to give two parks total facelifts. Oak Bluff and Meadows of Round Lake.
The finishing work was done at the Strootman ball field changes and rebuild.
Shutting down and dismantling the disc golf course at Fox Meadows.
Constructed another parking lot on the north end of Prairie Knoll. Installed the large
0 safety netting along the pond areao
Built correct fall zones for two swing sets. Changing out swing hangers & chains
throughout the entire system. Many play structure repairs.
Major clean up, landscaping and work behind Public Works building. Built about 2/3 of
the berm along the north end, will finish this season. Built an area for the large dumpster.
Tore out all the shrubs from the parking lot islands at Sunshine and replaced with the
dark mu1cho Topped off all of the islands at the Community Center alsoo
Did a lot of work for the well project at Sunshine. All irrigation systems servicedo
Built and installed new trail gates/bollards. Completed another phase of trail overlays.
Replaced backstop fencing at seven ball fields. Extensive infield work at both
Shadowbrook ball fieldso Changed out many bases, pitchers pads and home plates.
Resurfaced eight soccer fieldso Moving and installing soccer goals, many times.
Power sweeping and aerated all playing fields. Over seeded % of the fields.
Built and installed ten more concrete tables and many more benches.
0 Another successful season with our in house nursery, using bare root plants.
. Andover's Play Structures 2008
0 Some great strides and progress have been made in our playgrounds the past several years. Weare
still on track to replace at least one or two playgrounds per year. The iife expectancy of a play
structure is 12-18 years. We have' had 40k .each year in our CIP for replacement/repairs. This was
increased by five thousand dollars in 2008. I would hope that this schedule will be able to corrtinue
with the budget challenges coming up. It is far more efficient to keep up than it is to catch up.
In all of our parks, the play structure is not the only item that is taken into consideration when we
look at updating the facility. The overall layout, hazards, the access points, vandalism, lighting,
drainage, sight lines, parking, landscaping, site non use or over use all have something to do with
which parks get attention. In the past we have been very proactive to comply with ADA or
Accessibility guidelines. We'are almost to the point where we need to be with this aspect of the play
structures we have. For our fall zones we have been using engineered wood fiber on our rebuilds that
is proving to be a very good product. Weare also trying to install sidewalks or paths around' each.
play area for access and containment. Landscaping and signs have been installed or 'updated at all of
our rebuilds. Lighting and parking upgrades continue to be lacking at most of our playgrounds and
parks in general.
Anything that has been installed in our parks since 19~2 is either a Primetime or Powerscape
structure. All play units manufactured after JanuarY 1992 had to meet the new ADA and accessibility.
guidelines. We have 35 of this type of units in service. These playgrounds are our relatively newer or
rebuilt facilities. .
0 Pine Hills Langseth Shadowbrook Country Oaks
Timber Trails Nordeens Chesterton . i-Iawkridg~
Woodland Meadows Northwoods East Pleasant Oaks Prairie Knoll
Lions Park Oak Bluff Strootman Rose
City Hall Meadows of Rd Lk Wild Iris Terrace
Green Acres Timber River Hidden Creek East Hills of Burtker
Sunshine Park Shady Knoll Hidden_ Creek North Oakview
Woodland Estates Creekview Crossing Hidden Creek South Fox Meadows.
Andover Station North Woodland' Crossings Red Oaks West
Most of these are very nice play structures. Some of them still need upgraded access or fall zones but
the majority of them are in total ADA compliance. All of them weet the safety codes and guidelines
set forth by the U.S. Consumer Product Safety Commission and the ASTM. There are, however
some spring rides and swings that need changed out. There have been requests to add the small 2-5
year old units along with the structures that were designed for 5-12 year olds.
There are two parks that do not have a play structure per say, but just the basic swings, slide,
climbers and spring rides. They each need updates on all aspects of the standards and guidelines.
Meadowoods West 138th Tot Lot . .
* Reminder: Equipment or structures have been pulled and not replaced at Forest Meadows,
0 Creekridge, N orthwoods West and Crooked Lake.. I do not know what direction in development or
funding these facilities are to go. I also do not know how the City of Andover can possibly keep up
with, and maintain over forty playgrounds in its Parks System.
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Like I stated at the start, we have made very good progress in the past few years. We have been able
to rebuild at least two playgrounds a year. By doing this we are able to comply with State and 0
Federal guidelines as well as keep up with current trends and play structure developments. This
replacement program has been very successful and productive. However, at this pace we will soon-
fall behind in keeping up with having fresh equipment in service. By doing two rebuilds a ye~, we .
are at the point of needing 19 years out of each structure. Remember, next year we will have thirty
eight playgrounds to keep up with! Staying as proactive as possible is the key to keep on top of this.
Rebuilds in store for 2009 are hoped to "be Meadowoods, Tot Lot and Timber Trails. These each
need attention for access points as well as having some of the oldest equipment still in service. Our
replacement budget will not be able to do all three, if in fact we still have any money for this in
2009. We are looking for funding to help with the upgrades' of these three locations. Fall zones and
access are also needed for upgrades at City Hall Purple Park. We hope to do some of this within our
maintenance budget. .
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Thank You,
. Kevin Starr
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0 Parks Department Spending 2008
The following is a breakdown of where our operating budget went this year.
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We spent $ 5,678.00 on tables, & benches. Much ofthis was for concrete table frames,
metal bench frames and aluminum player's benches.
Constructing new trail gateslbollards cost $ 1,374.00. Will build more this year.
Playground structure replacement parts $ 4193.00. Fall zone wood chips $ 4,299.0.0.
Baseball & softball backstop repairs, bases and aglime totaled $ 7,751.00.
Topsoil for soccer fields and a large safety net came to $ 6,440.00.
Prairie restoration project at Kelsey was $ 9,559.00.
Weed control & complete turf fertilizing was quite large at $ 20,042.000
Fencing at Station North sliding hill $ 1,060.00. Dust control at Prairie Knoll $ 1,080.00.
0 Our phones are just over $ 4,000.00 per year.
Irrigation parts were $ 5,613.00: Tennis nets and lighting service were $ 592.00.
Grass seed and sod totaled $ 4,654.00. Bought a digital camera for $ 432.00.
Trees, shrubs, plants and tree service were far less this year at $ 5,086.00:
Landscaping items and Keystone walls $ 6,871.00 with many parts still in stock.
Wood chips/colored mulch for landscaping were $ 4,299.00.
Dumpster service, trash cans and bags were up this year at $ 9,420.00.
Concrete & materials $ 4,403.00. More concrete cost's came from CIP budget.
Hawkridge warming house was $ 2,008.00 and lighting costs were $ 1,553.00.
Sunshine electric bill was $ 15,433.00, which is 2k more than last year. We also paid
$ 2,549.00 for electrical service work at this site.
Prairie Knoll electric bill was $ 6,815.00, and $ 417.00 in service work.
0 Andover Station North electric total was $ 2,172.00, which was about half a season.
The water bill for Sunshine was $ 32,360.00. Yes, you read that right 32k. 0
Station North paid $ 16,622.00 for water.
Hidden Creek North $ 5,439.00 and Shadowbrook paid $ 4,525.00 in water fees.
Portable toilets were $ 6,398.00. The storage pod at Sunshine was $ 2,340000.
Two large shelter rebuilds took $ 7,082.00 out of our budget.
Our share of office items totaled $ 779.00.
Various lumber, signs, post's, hardware, paint and cleaning materials came to $ 2,316.00.
We paid $ 64,591.00 for fuel, oil, gas, parts, vehicle maintenance service, etc.
The last biggie was $ 424,7~5.83 in base salaries for our parks staff.
Our CIP Projects included; $ 30,000.00 for the playground at Station North.
We had $ 45,000.00 for Woodland Crossing Park.
We did rebuilds at Meadows of Round Lake & Oak Bluff for $ 45,000.00. 0
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C I T Y o F
0 NDOVE
1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO: Mayor and City Council
CC: Jim Dickinson, City Administrator
FROM: David Do Berkowitz, City Engineer/Director of Public Works
SUBJECT: 3. Proposed Park Operations Cost Savings
DATE: January 22, 2009
INTRODUCTION
As the Park maintenance budget continues to stay flat or be reduced staff has
0 eyaluated possible areas where cost savings within the Parks system could be
achieyed.
DISCUSSION
Attached is a list of ideas for cost savings within the Parks system. These and other
possible ideas should be reviewed and discussed.
ACTION REQUIRED
Staff is requesting direction and concurrence from the City Council related to cost
saving measures for the Parks systemo
Respectfully submitted,
{/)~CJ,
Dayid D. Berkowitz
Attach: List of cost saving ideas within the Parks system'/
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0 Areas Where we Could be Saving Money
Some items we are working on to reduce the Parks Department budget is as follows:
The well at Sunshine Park will now be up and online. It should pay for itself in 2-3
years. Weare also shutting some zones down wherever we can throughout all the
irrigation systems. We have rain sensors on all systems and strive for 1.5" of coverage
per week. Trying to replace or repair irrigation issues as soon as possible.
We hope to continue adding more space native and natural throughout the entire parks
system. This will save on mowing, watering, fertilizing and weed control. We will be
doing more turf fertilizing in-house.
Less Seasonal staff will be hired. I believe if we pay them more we will get better
people.
Continue using volunteers and Adopt-A-Park programs. We should see if volunteers
could do more.
We have to get the athletic field lighting turned off when not in use. Getting more keys
out for the controls may help this ongoing issue.
0 Mow the trail system less often. Plow fewer miles of trails.
Reduce or eliminate the portable toilets.
Reduce the plowing of park parking lots.
Reduce trail signage as much as possible.
Reduce or eliminate dust control for gravel parking lots. Drag and level less often.
Build a warming house. This will eliminate rental costs and the payback would be within
a few years.
Relocate hockey rinks from Hawkridge to a City Hall site. Save on the trucking costs
and have a lot nicer layout at both parks. Irrigation would also see a savings.
Use the best materials and items in all aspects of the parks. Cutting comers or skimping
never seems to work in the long run. We have to stay away from the cheapest cost,
lowest bid mentality.
Are there some parks, playing fields or playgrounds that we can do without?
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C I T Y o F
0 NDOVE
1685 CROSSTOWN BOULEVARD N.Wo . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO: Mayor and City Council
CC: Jim Dickinson, City Administrator . ~
David D. Berkowitz, City Engineer/Director of Public Works l)1:> .
FROM: Todd J. Haas, Asst. Public Works Director
SUBJECT: 4. Discuss Proposed Future Park Reconstruction Projects & Park
Improvement Projects
DATE: January 22, 2009
INTRODUCTION
This item is in regard to the status of proposed future reconstruction projects and future park
improvement projects as it relates to small tot lot parks.
DISCUSSION
0 First let's discuss the status of Hawkridge Park. Hawkridge Park has been on the radar as a
potential reconstruction project of the entire site for a few years now. The park is a little over 13
acres in size and currently has an outdoor hockey rink, free skating rink, 1 baseball field that is
used by the Andover Baseball Association and 1 large soccer field which is used by _North
Metro Soccer Association. The Park Commission over the past few years has been interested
in constructing. a permanent warming house with bathroom facilities, putting in a new well, and
irrigating the fields as part of their long term CIPo The new well would serve 3 purposes-flooding
the rinks (currently the Public Works Department hauls water from city hall to the park), irrigate
the fields and to provide potable water to the new building. As far as how the park itself would
be reconstructed, the park is probably more conducive to serve the soccer association since the
park is more central to the area that North Metro Soccer Association serves. We have had
some very preliminary discussions with the soccer association about this and they are very
interested in the ideao City staff has also contacted the property owner on the north side of the
park to see if there is any interest to sell a portion of their property to add to the parko The
property owner has indicated they are not interested in selling due to the low property values
and they would like to stay at their location for their horses.
Note: In talking with the Parks Maintenance Department, there have been numerous vandalism
issues at the park over the years. Even during winter months there has been a lot of vandalism
going on even when the skating rink is openo
The next park that has been discussed by city staff is what to do with Rose Park which is
located adjacent to the water tower at Rose Street and 140th Lane. The Andover Huskies Youth
Hockey Association grew again this year at the younger age~ and the association has
0 approached city staff recently about options to get more outdoor ice rinks.
0 Mayor and Council Members
January 22, 2009
Page 2 of2
It is a challenge to find indoor ice available especially during the weeknights for the younger
ages. City staff has had some preliminary discussions on whether the city should consider
having a couple outdoor hockey rinks and a free skating rink constructed at Rose Park. This
would replace the current rinks at Crooked Lake School which currently have issues with
drainage from the school's parking lot along with the snow plowing issues from the school's
parking lot. Also the free skating rink area at the schOOl is too small. Probably the biggest
problems with Rose Park is that the park for the most part is surrounded by homes and the
residents would most likely be impacted by the noise from pucks being shot against the boards
and the lights that are needed to light the rinkso
City staff has explored other options as to where a couple outdoor hockey rinks could be
constructed. One location that is Worth discussing is City Hall Ball Field #7 which is located
north of the community centero This location was brought up as a potential site because of its'
location near the ice arena/community center which allows parents to go work out at the YMCA
or go watch a hockey game at the ice arena while their child is practiCing at the outdoor rinks.
Also there may be a possibility that since the rinks would be relatively close to the indoor ice
rink that the. zamboni could every once in a while clean the outdoor rinks. Note: Just so you
know, two things that you should be aware of is that the field was scheduled for use by the
Andover Baseball Association last year but in discussions with the Parks Maintenance
I Department the' field was not used as much as anticipated. The field is a little shorter in right
field then in left field due to Hanson Boulevard. The existing outfield fence does not meet the
minimum standards of 8-foot high fence (currently they are 4 feet high and are in poor
condition) as set out in the guidelines by the League of MN Citieso Note: City staff has received
a response to the question about what should be done with existing ball field from the baseball
association. At this point they were not interested in seeing the ball field eliminated unlel;)s it can
be replaced elsewhere in the city due to the fact that their program is growing in numbers also.
The last issue to discuss with the City Council is the platting of small tot lot parks and the on
going maintenance of these parkso As mentioned to the Council in past years, the time to
maintain these tot lot parks are time consuming because there are so many of them and usually
the number of residents that use them are not nearly as high as the playgrounds that exist at
the larger neighborhood parks such as Sunshine Park or the Andover Station Ball Field Facilityo
Probably the use is low in these smaller parks due to the lack of other activities such as a
basketball court, etc and usually (but not always) residents have their own equipment for their
children to play on in their own yardso
ACTION REQUIRED
City staff would like City Council to provide some input regarding these parkso Your input will be
brought back to the Park Commission for their review to see if projects should be included to
the 2010-2014 Capital Improvement Plan (CIP).
Respectfully submitted,
I ~/~.
Todd J. Haas
Enclosures: Park location map./"
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1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100
FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US
TO:. Mayor and City Council
CC: Jim Dickinson, City Administrator' ~
Dayid D. Berkowitz, City Engineer/Director of Public Works ~
FROM: Todd J. Haas, Assistant Public Works Director
SUBJECT: 5. Discuss Field Usage/Damage Deposit Escrow
DATE: January 22, 2009
INTRODUCTION
The City Council is requested to discuss changes to the Guidelines for Field Usage by
Youth Athletic Associations in regards to a damage deposit fee for excessive damage,
overuse of ball fields lighting and excessive site cleanup.
DISCUSSION
Last year at this time the Park Commission had recommended to the City Council to
consider including a section in the Guidelines requiring a damage deposit escrow of
$2500 prior to. the use of the Andoyer facilities to protect the City's investment. The
City has had damage to fences in the past with balls 'being hit against them for batting
practice, field lights haye been left on when not in use andexcessiye litter has been left
behind which has added additional work for the Public Works Parks Department. The
City Council did not approve the recommendation but did request the Public Works
Parks Department monitor the situation over the summer months to see if the
association police themselves regarding these issues. Now that the
2008
spring/summer/fall season is over, the Public Works Parks Maintenance Department
has indicated that these activities continue to occur. Kevin Starr of the Andoyer Parks
Maintenance Department will be in attendance to address this issue and answer any
questions the Council may have.
The Park Commission did discuss this issue with the associations at their last meeting
on January 15th with both baseball and softball associations in attendance. The
associations are not interested in providing an escrow but did agree that this continues
0 to be a problem' and that they will do whatever is necessary to remedy the situation this
upcoming season and for future years.
Once the discussion was over, the Park Commission did recommend to the City
Council to not require a deposit escrow fund. Attached are the most current approyed
Guidelines for Field Usage by Youth Athletic Associations for your review.
0 Park Facility and Field Use
Weare. asking for some help in keeping our Park facilities in top shape as well as stretc~ '
our maintenance budget further. Some items tb.at everyone can participate in; f
Turn the field lights off when finished. Do not let the clocks do it. Only light the fields
that are being used. We spent $ 13,482.00 to run the lights at Sunshine last year.
Have your teams cleanup after themselves. Do not use the buildings as a catch all.
Try to get the spectators to do their part in picking up after themselves.
Remove items off of the fields or turf. It' yellows and kills the grass.
Please get your field use schedules straight and well plai:med. We would like "to set bases
and move goals as few of times as possible. We need the game schedules, start up and
finish dates to plan for some maintenance projects.
Don't use the fencing or backstops for batting practice or pepper drills.
Stay off of the fidds when they are wet or frost is still in the ground.
0 Try and rest some fields if possible. Many are getting over used.
Dogs are not allowed at Sunshine or City Hall Park.
Careful operation of the Cushman and drag~ Follow the operating policies and pick the
drag up betWeen fields. Do riot drag over bases, pads and home plates.
The City does not buy line paint or chalk. We will no longer pay for storage pods. They
. are $ 75.00 per month with a delivery and take out charge of $ 200.00.
We provide 10 portable bathrooms. An escrow account can be set up with the Finance
Department if you need-more units. They are $ 65.00 a month with once a week service.
If you see an issue or unsafe item developing out there, let us know as soon as possible. If
there are any concerns at, all please bring them to our attention. If we all take pride in our
fields, parks, buildings and facilities and help the cause, everyone will benefit.
Thanks, Kevin
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