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Home My WebLink AboutFebruary 19, 2009 C I T Y o F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US Regular Park & Recreation Commission Meeting February 19, 2009 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (1/15/09) 4. Consider 2009 Tournament Application for Baseball 5. Consider Request for New Legislation/City of Ham Lake 6. Update of Guidelines for Field Usage by Youth Athletic Associations, cont. 7. Update in Regards to Scoreboards @ Eveland Fields! Andover High School, cont. 8. Review Draft Feasibility Report/09-14/1rrigation of Parks 9. Discuss Rose Park Redevelopment 10. Review Outstanding Items 11 . Chair's Report 12. 13. Adjournment C I T Y o F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923. WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 4. Consider 2009 Softball/Baseball Tournament Application DATE: February 19, 2009 INTRODUCTION This item is in regard to considering the attached baseball tournament application form for the upcoming 2009 softball/baseball season as requested by the Andover Baseball Association. DISCUSSION The Andover Baseball Association has made application for another baseball tournament (15M Gopher State Tournament of Champions). We have also received an e-mail from baseball to cancel the tournament (ASSSA Regional World Series) that was previously approved earlier this year. The new tournament is identified in bold below. So to date, the tournaments listed below are the tournaments that have been scheduled and approved by the Park Commission (including the attached ABA application). - May 30-May 31/AAAlAndover Athletic Association Spring Tournament/Fields 1-6 at Sunshine Park - June 5-7/ABAlMidseason Tournament/Fields 1-6 at Sunshine Park, City Hall Park Complex-Field #7, Andover Station North (East Field Only), Hidden Creek North Park, Pine Hills Park, Shadowbrook East Park (North Field Only) - June 12-14/ABAlUSSSA State Tournament 10B and 11 B/Fields 1-6 at Sunshine Park - June 27-28/AAAlEnd of Season Tournament/Fields 1-6 at Sunshine Park and City Hall Park Complex-Field #7 - July 10-12/ABAlln House End of the Season Tournament/Fields 1-6 at Sunshine Park, City Hall Park Complex-Field #7, Andover Station North (East Field Only), Hidden Creek North Park, Pine Hills Park, Shadowbrook East Park (North Field Only) - July 10-12/ABA/15AA Gopher State Tournament of Champions / Andover Station North (West and Middle Fields Only) - July 17-19/ABAlln House End of the Season/Fields 1-6 at Sunshine Park, City Hall Park Complex-Field #7 ~ --- ~-- - July 17-19/ABNGopher State Tournament of Champions 14NAndover Station North Ball Fields (west, middle and east fields) July 22 26.'/\888/\ Region31 \I\!orld Serios.' Fields 1 6 at Sunshine Park, Eveland Fields (north, middle, 3nd south fiolds) - July 31-August 2/ABNMYAS State Rec. Championship 14/15 year olds/ Andover Station North Ball Fields (west, middle and east fields) - August 1-2/AAAlField of Dreams Tournament! Fields 1-6 at Sunshine Park Note: The Andover Family Fun Fest is scheduled for July 10 & 11. ACTION REQUIRED The Park & Recreation Commission is required to consider approving the attached tournament application form from the Andover Baseball Association. Respectfully submitted, ~k--- Todd J. Haas cc: Mike Keeney, ABA, 1493-155th Lane NW, Andover ... RECEIVED 2009 TOURNAMENT APPLICATION FORM (SOFTBALL, BASEBALL & FAST PITCH) fE8 1 0 2009 (Please print or type all information) NAME OF TOURNAMENT: I j-AA- t;op.tf~ Sn4nr 7biJ~A-MPN1"' of C~eF ANDOVER TOURNAMENT ORGANIZATION: ---'rNbDtI~ BAs P'8A-l t- IJssoe "..- n b)'-J TOURNAMENT SPONSOR: ABA- l/ tw r,4-$ TWO TOURNAMENT DIRECTORS MUST BE LISTED. TOURNAMENT DIRECTOR #1 TOURNAMENT DIRECTOR #2 /. < (print name): /II. IK~ ~ PlJNI?"( (print name): ,J~ D.t I h ADDRESS: I'"{ q ~ I:,T"'" Lft jo{v..I ADDRESS: J3i~ r-/O t!.l iN<- IV W CITY, STATE, ZIP CODE: --.A-HbollS1L ,41M mDLI CITY, STATE, ZIP CODE: .ff..'IOCV'e-12. mil n--:3"'/ PHONE: '), ,.&.1,'1' ~"'6 r" 6n- "J 'O'I/;~ '7 PHONE:{ b3~757~ 5~'i'b 1~-'1eA -2?,2- 6Jl-f1l7-r~'iY (home) (work) (mobile) (home) (work) (mobile) Note: The Tournament Director(s) or designee shall be on site at all times during the duration of the tournament. Check here if organization is located in Andover ~ DATES OF TOURNAMENT: .::r '" L. ~ 10 . /' oIti"f 'b I:t. , PARK FEES AND USAGE , Fees are as follows: (Check A or B) ~ A. No Field Maintenance D Adult - $275.00 tournament fee for the park ("), plus a $200.00 field usage fee per field ;a::.Vouth - $275.00 tournament fee for the park (*), plus a $100.00 field usage fee per field for all youth organizations not affiliated with Andover youth Note: (*) This tournament fee is used to secure the use of the field(s) and to pay for a City employee to maintain the facilities throughout the tournament (upkeep of trash bins, restrooms and building). The usage fee includes the use of the Iimer, lime and batter's box during the duration of the toumament. The Tournament Director is responsible for maintenance of field(s). ~ Number of fields to be used Note: 1 day tournaments will be charged 75% of the tournament and field usage fee. D B. With Field Maintenance D Adult - $650.00 tournament fee for the park (*), plus a $200.00 field usage fee per field [J Youth - $650.00 tournament fee for the park ("), plus a $100.00 field usage fee per field for all youth organizations not affiliated with Andover youth Note: (") This tournament fee is used to secure the use of the field(s) and to pay for a City employee to maintain the facilities throughout the tournament (upkeep of trash bins, restrooms and building) including the maintenance of fields. The usage fee includes the use of the Iimer, lime and batter's box during the duration of the tournament _ Number of fields to be used Note: 1 day tournaments will be charged 75% of the tournament and field usage fee. Dsmaae Deoosit Fees (Check A or B) D A. $500 Profit Organizations X. B. $250 Non-Profit Organizations -------~ Park usaoe as follows; (Check fields requested to be used) Softball Fields Base all Fields D Eveland Fields-North Field Andover Station N. Ball field Facility-West Field o Eveland Fields-Middle Field ~Andover Station N. Ball Field Facility-Middle Field o Eveland Fields-South Field o Andover Station N. Ball Field Facility-East Field [] Sunshine Park-Diamond No. 1 [J Hidden Creek North Park o Sunshine Park-Diamond NO.2 [I Pine Hills Park D Sunshine Park-Diamond No.3 D Shadowbrook East Park-South Field [] Sunshine Park-Diamond No.4 [J Shadowbrook East Park-North Field o Sunshine Park-Diamond No.5 Il Sunshine Park-Diamond NO.6 o City Hall Park Complex #1-Diamond No. 7 Note: If your organization schedules 2 fields and uses additional fields the organization will be charged double the field usage fee for each additional field plus an administration fee of 10% penalty. SPECIAL REQUEST SECTION Check the following boxes if applicable. tB:... If you need to use the Cushman, there will be a fee of $50.00 per day and $350 refundable damage deposit. It will be necessary to pay the necessary fees 1 week prior to the tournament. Training for the Cushman by the Public Works Department will be necessary prior to any use. D List any special instructions necessary for the Public Works Department so arrangements can be made prior to the tournament. (Example: Include the location/distance of pitching rubbers and/or base locations.) All requests for tournaments must be submitted by December 15. The application will be considered by the Park & Recreation Commission at the first Thursday meeting in January. Any tournament application after that will be on a space available basis and must be submitted at least eight weeks prior to the tournament date. A penalty of 50 percent of the field usage fee will be assessed for applications made less than eight weeks prior to the tournament date. All fees must be submitted with the application no later than eight weeks prior to the tournament date. For any late application, the late fees must also be submitted with the application, including the penalty fee. Late applications must be approved by the Park and Recreation Commission at least two weeks prior to the date of the tournament. The sequencing of scheduling will be considered with City Youth Associations having first priority. A $500.00 damage deposit fee (or $250.00 deposit fee for non-profit organizations) is due eight weeks before the tournament date. Any equipment damaged or lost or any damage to City property by renter will be deducted from deposit fee. The $500.00 (or the $250.00), less any money for damages, will be returned after inspection by the Public Works Parks Supervisor. · If the tournament organization is requesting a Non-Intoxicating liquor License, it will be necessary to request Attachment A. The City Council has adopted the following refund policy: "Fees for tournaments shall be paid no later than eight weeks prior to the tournament date. If the tournament is cancelled, neither the Tournament Fee, Field Usage Fee nor the Non-Intoxicating liquor License Fee will be returned. In the event that another sponsor requests the use of the facilities after a tournament has been cancelled, the new sponsor must pay the full amount and the original sponsor will be refunded the total minus any administrative costs incurred by the City." If further information is needed, please contact the Parks Coordinator at (763) 755-5100. Application forms may be obtained from and returned to the City of Andover, Parks Coordinator, 1685 Crosstown Boulevard NW, Andover, MN 55304. * The City reserves the right to cancel or delay usage of the fields due to weather, field conditions, etc. · During the months of May & June, no more than three consecutive weekend tournaments in a row will be allowed. · Any organization that applies for use of a recreational facility will be required to pay a fee as determined by the City Council for park security. Attached is City Code Title #8 Chapter 4 NO METAL SPIKES NO PETS NO ALCOHOL l~ 8' ~oo cr DATE J.. - to ~ J..00..f1 i I DATE I Revised: 1214/08 tournaol.doc(12119/00l ----- 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 · (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission FROM: Todd J. Haas, Assistant Public Works Director L(# SUBJECT: 5=. Consider request for New Legislation/City Of Ham Lake DATE: February 19, 2009 This item is requested to be tabled as the individual that was scheduled to attend the meeting from the City of Ham Lake was unable to attend. ~-- 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission FROM: Todd J. Haas, Assistant Public Works Director SUBJECT: 6. Update of Guidelines for Field Usage by Youth Athletic Associations, cont. DATE: February 19, 2009 INTRODUCTION This item is an update in regards to the discussions the City Council had at their workshop this past January to see if there was interest in revising the Guidelines for Field Usage by Youth Athletic Associations in regards to a damage deposit fee for cleanup and damage of parks after use by the associations. DISCUSSION Well based on the discussions the City Council had with the Public Works staff at the workshop, the City Council agreed with the Park Commission that an escrow deposit will not be required for the upcoming 2009 season. City Council did request that Public Works staff meet with each of the associations that will be using the city's facilities for the upcoming season to make sure that the teams be responsible and cleanup after themselves after use of the fields. ACTION REQUIRED No action is required by the Park and Recreation Commission as this item was just an update of the City Council discussions regarding damage deposit fee. Respectfully submitted, ~4- Todd J. Haas 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304 . (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US To: Park and Recreation Commission From: Todd J. Haas, Assistant Public Works Director Subject: Item 7: Update in Regards to Scoreboards @ Eveland Fields/Andover High School Date: February 15, 2009 INTRODUCTION This item is just an update in regards to scoreboards for the south field at Andover High School/Eveland Fields. DISCUSSION Well the City Staff has received a response from the Andover Athletic Association (AAA) regarding a contribution to go towards the Eveland Field (south field only) scoreboard project. AAA has approved a pledge of$500 towards the scoreboards. Some of you may recall from the Commission meeting back in November that city staff was to contact AAA about this. Attached is the letter from the Andover High School back in October with the request for scoreboard contributions so that the new Commission members know what is being requested. Note: Just so the new Commissioners are aware, the City do own Eveland Fields and the City does have an agreement with the school district for them to use and to maintain the fields for basically 9 months out of the year (September - May). The City of Andover maintains the fields the other 3 months (June - August) as AAA uses them during that period of the year. Budoet Impact As you may recall, the estimated cost for the scoreboard. wiring and mounting the scoreboard is about $8000. The school is proposing the city pay half or about $4000. Since AAA is willing to pledge $500, the city share would be reduced to $$3500. Again as a reminder, if the Park Commission is wanting to move forward, this would have to be paid from the 2009 miscellaneous funds that are set aside each year for these types of projects. ACTION REQUESTED The Park and Recreation Commission are to consider the request of the Andover High School for purchase and installation of a scoreboard for the south field at , Eveland Fields. H:\Engineering\Parks\Park & Rec Packet Information\ltems\2009\021909\item 7.doc ----..--.---.--. ------ - --. - -'- _...- Evdt1w1d Fie-US- .;,~~ ANDOVER HIGH SCHOOL 1'"",,,,',.. ).:\ -. ALE A R N I N G COM M U NIT y J11:r.RhondaDean.Principal . 2115 A,d,~, B,,"b,nl NW Andrn". MN 55304 763-50",,400 Fn. 763-50Ml403 _.~,kLk12.m","' Mr. Todd Haus _ October 6, 2008 Assistant Public Works Director ,;)<~~"RECEIVED 1685 Crosstown Blvd. NW ;,:' Andover, MN 55304 '.' . &;r - 8 2(XI 763-767-5131 j CITY OF ANDOVER Mr. Haus: - As I am sure you are aware, Andover High School and the City of Andover share the softball fields through a joint powers agreement. I am writing with a request for assistance with a project we are . attempting to implement. In an effort to get "up to speed" both with what our baseball team already has, and many other softball teams in our conference have, we would like to be able to install a scoreboard for our varsity softball field~ Specifically, I am asking if the city would make a contribution of approximately half of the cost of the project. The school would come up with the other half. One way of accomplishing this is to have th~ city pay the bill for the trenching of the electrical wiring and mounting of the scoreboard. This portion would total approximately $4000. The school would then be responsible to pay for the overall cost of the scoreboard with wireless control box, also approximately $4000. The assumption would be that the school team would have possession of the controller during the school year and their season. At the conclusion of their season, they would turn it over to the city for ! use during the summer months. . I Please let me know if you are in need of any further information regarding this request; or if I should be contacting anyone else. I can be reached at 763-506-8420 or eric.lehtola@anoka.k12.mn.us. I look ! forward to this exciting venture that would add a nice touch of class for the girls of our community. Sincere~ "'~'" !. 1. -1_. A -- - ~. ia-e/~'--- I Eric Lehtola M.s. r.....Hufuogel,A-lIas ~ . ..... M.. Bob Bmsaw.A-K_l'rincipoI Mrs. Tara KoSchak, Hat-Nie Counselor ANOKA-HENNEPIN Mr. Sean Beggin, L-Z ~istant Principal Mrs. A1ycia Skogquist, NiI-Z Counselor S C H 0 0 L S Mr. Eric Lehtola., Activities Director I Afttwr withtlll1i7llit . . 5'\C I T Y 0 F~ 1685 CROSSTm NDOVE fA 55304. (763) 755-5100 ~.MN.US To: Park and Recreation Commission From: Todd J. Haas, Assistant Public Works Director Subject: Item 8: Update of Irrigation of Parks Feasibility ReportlO9-14 Date: February 19, 2009 INTRODUCTION This item is to give an update as to the status of the irrigation of parks draft feasibility report, Project 09-14. DISCUSSION Just so the new Park Commissioners are aware, the City Council has given direction to the Park Commission to consider potential parks as candidates to have irrigation to improve the playing surface of some of the fields. Rose Park and Hawkridge Park are not on the list due the possibility that each of them could be reconstructed within the next few years. So with that, the parks that have been recommended as potential candidates (in no particular order) is as follows: . Wild Iris Park (currently has 1 ball field - the park was reconstructed a few years ago) . Andover Lions Park (currently has 1 ball field - relatively a newer park - mid 1990's) . Hills of Bunker Lake West Park (currently has 1 ball field - no plans at this point to reconstruct the park) . Timber Trails Park (currently has 1 ball field and one soccer field - there are no plans at this point to reconstruct the park) . Fox Meadows Park (currently being used as a soccer field-the field can be used as one large field or a 2 smaller fields which has been done in the past by the soccer associations) . Oak Bluff Park (currently has 1 soccer field - there are no plans at this point to reconstruct the park) As far as the status of the feasibility report, the Public Works staff have been meeting and estimating the costs for each of the components that is necessary to irrigate the fields such as the cost of the well, pumps, controls, electric service, irrigation system, etc. The staff is hoping that the draft feasibility report will be ready to go at the March 19th meeting. H:\Engineering\Parks\Park & Rec Packet Information\ltems\2009\021909\item 8.doc 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission FROM: Todd J. Haas, Asst. Public Works Director I SUBJECT: 9. Discuss Rose Park Redevelopment DATE: February 19, 2009 INTRODUCTION This item is in regard to discussing the potential redevelopment of Rose Park. DISCUSSION The City Council at their last workshop on January 22"d discussed with the Public Works staff about the possibility of redeveloping Rose Park. This park has been discussed in the past with the Park Commission about that possibility of eliminating the hockey rink and free skate area at Crooked Lake School and moving the hockey rink and free skating rink to Rose Park. Some of the issues that currently exist at Crooked Lake School is the hockey fences at each end of the rink are in poor shape, the drainage from the schools parking lots on warmer days ends up in the free skating rink and the free skating rink is pretty small. The existing warming house is in pretty good shape but the warming belongs to the school district. So a new building would have to be built or a potable unit would have to be rented during the time the rinks are open for the season. Another option is to consider Hidden Creek North Park. Attached is a draft layout of Rose Park. This is only a draft and the Commission can consider other locations within the park. So with the 2 locations being a option, the City Council would like to see the Commission explore one of these options with the neighborhood depending on which park the Commission would like to consider. The meeting would be informal and would be held before one of the Park Commission meetings. Note: Currently neither one of these parks is included in the 5-year Capital Improvement Plan (CIP) but input from the residents may be helpful as to which park should be considered. ACTION REQUIRED No action is required at this time. Respectfully submitted, ~/~ Todd J. Haas ~ 133~lS aIHJ~O 31. Ql cf ~ C. N /f"" / , ri I \ \ ~ } , c / , > / ......-r- R I~ ...J !!fS ...~ ~X ~ 101' We> S~ u. gcu !./IX ~~ ~ ~ ~- ~ /.....----....., /' ' &!~B ( , . I ) ~ X> , I ~~~ I ,tL I I I W I .J > <[ ~ CI) --' ~ --' ~ Z . z '! -I < -2 :c ! ~ Cl ~ --' . ~ C I T Y 0 F NDOVE 1685 CROSSTOWN BOULEVARD N.W. . ANDOVER, MINNESOTA 55304. (763) 755-5100 FAX (763) 755-8923 . WWW.CI.ANDOVER.MN.US TO: Park & Recreation Commission #' FROM: Todd J. Haas, Asst. Public Works Director SUBJECT: 10. Review Outstanding Items DATE: February 19, 2009 Issues list as of 2/17/09 COMPLETED PROJECTS- ON-GOING PROJECTS - . Develop Site Plans for all existing parks which indicates the facilities available. (On-Going). . Andover Station North Ball Field Facility (propertv south of the old landfill) - Things are moving along. The floor tiling work is currently being worked on and finishing of the sheet rock is nearly completed along with some of the painting. The goal is to have the building ready to go by March 31st which appears at this point it will be. Just as a reminder, the grand opening of the ASN ball field facility is scheduled for Thursday, April 30th at 6 pm. The Commission should have already received an e-mail from city staff about the grand opening. Please plan on attending. . Update of Park Dedication Improvement Fund Quarterlv Report - Next report will be in April 2009. . Update of Quarterlv Sheriff's Department Report on Park Patrol & Vandalism - Next report will be in April 2009. . Comprehensive Plan (Park & Open Space Chapter) -The city staff has now responded back to Metro Council regarding a few of the comments that were received last fall. ON-HOLD PROJECTS - None at this time. TASK FORCE UPDA TES - Skateboard Task Force - (Hupp/Kowalewski) - The next meeting of the Task Force will most likely be scheduled for March 19th prior to the Commission meeting. OTHER ITEMS OF INTEREST - I . Irri2:ation of Citv Parks - An item is on the agenda. A draft feasibility report is being prepared hopefully for the March 19th meeting. Note: If you have any items that you would like to add to the list, let me know at the meeting. H:\Engineering\Parks\Park & Rec Packet Information\ltems\2009\021909\item 10.DOC ---~---------------