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HomeMy WebLinkAboutJuly 21, 2011Regular Park & Recreation Commission Meeting July 21, 2011 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (7/7/11) 4. Consider 2011 Fall Football /Soccer Schedule 5. Consider 2011 Fall Football /Baseball /Softball Schedule 6. Discuss Use of Fields by Adults 7. Anoka County Sheriff's Department 2nd Quarterly Report 8. Park Dedication Improvement Fund 2nd Quarterly Report/Finance Department 9. Outstanding Items 10. 11. Chair's Report 12. Adjournment 7:30 P.M. or Shortly Thereafter/Workshop Session A. Workshop Session 1. Discuss use Park Facilities with Athletic Associations and School Districts 2. Discuss Park Comprehensive Plan /Philosophy for the Replacement of Playground Equipment and Renovations for Rural and Urban Parks., Cont. x .9L NDOVEA PAM,ffD RECREATION COMMISSIONMEETING — JULY 21, 2011 MINUTES The Regular Bi- Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on July 21, 2011, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Jim Lindahl, Andrew Melberg, Mark Miskowiec, Shan Ramnath and Shaun Van Vark Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others 0 RESIDENT FORUM There were no comments at this time. Motion by Ramnath, seconded by Miskowiec, to close the resident forum. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. APPROVAL OF MINUTES There were no changes Motion by Lindahl, seconded by Ramnath, to approve the July 7, 2011 Park Commission minutes as presented. Motion carried on a 6 -ayes, 0 -nays, 0— absent 1- present (Van Vark)) vote. APPROVAL OFAGENDA Mr. Haas received an additional Application for Scheduled Use of Recreational Facility of Refuge of Hope Church and requested it be added to the agenda. Motion by Miskowiec, seconded by Ramnath, to add the request from Refuge of Hope Church as item 5a to the agenda. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Regular Andover Park & Recreation Commission Meeting Minutes —July 21, 2011 Page 2 © CONSIDER 2011 FALL FOOTBALL/SOCCER SCHEDULE Mr. Haas presented the proposed 2011 soccer /football schedule. The City has received applications for use of the fields from the Andover Football Association (AFA) and North Metro Soccer Association (NMSA). The schedule can be approved conditioned on the football association receiving their certificate of insurance and the soccer association to verify their participant numbers. Commissioner Kowalewski stated he is in favor of there never being two teams from other communities playing on our fields. Mr. Haas stated the association is aware of this and a fee will need to be paid if this happens. Motion by Ramnath, seconded by Melberg, to approve the 2011 fall soccer /football schedule as presented. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER 2011 FALL SOFTBALLBASEBALL/FOOTBALL SCHEDULE Mr. Haas presented the proposed 2011 fall softball/baseball/football schedule. The City received applications for the use of the fields from the Andover Football Association (AFA) and Andover Baseball Association. Baseball fields will be used for football practices. The practice schedule has not yet been determined. As of now, softball has not applied for any fields during the fall season. Motion by Kowalewski, seconded by Ramnath, to approve the 2011 fall softball/baseball/football schedule as presented. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER APPLICATION FROMREFUGE OFHOPE CHURCH FOR EVENT ONSEPT 11, 2011 FROM 10A.M. — 6 P.M. Refuge of Hope Church have requested to use the northeast ball field (field #4) at Sunshine Park and the north soccer field at Sunshine Park (field #4) next to the gazebo on Sunday, September 11` from 10 am until 6 pm. Ms. Barb Anderson, NMSA President, said they will not schedule any association games on that day on the fields requested. Commissioner Lindahl asked how many people would be involved and Mr. Haas stated 50 people total with 20+ being from Andover. Motion by Ramnath, seconded by Miskowiec, to approve the Application for Scheduled Use of Recreational Facilities from Refuge of Hope Church on September 11, 2011 from 10 a.m. — 6 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. UPDATE USE OF FIELDS BYADULTS fl Mr. Haas requested the Park and Recreation Commission discuss when adult groups want to use city parks and facilities that are not associated with any other organized groups or Regular Andover Park & Recreation Commission Meeting Minutes —July 21, 2011 Page 3 © associations. Mr. Haas requested the Commission consider or define when groups are considered organized. The Commission should consider whether these adult groups need to fill out an application for facilities and pay a fee. Mr. Henry Mitambo and two other representatives from the soccer adult group were present. Mr. Mitambo stated it isn't an organized group but just a pickup game. There are no set rules and people that show up just play. They have been playing at Sunshine Park for the past six years. They are not the same players every week and the number of participants varies from week to week. When they have been requested to move to another field they have always moved. They do not play on closed fields. In early July they received a phone call from Mr. Haas saying they were playing on a closed field and could no longer play in Andover. Chair Butler stated they are working on better communication marking closed fields. Commissioner Miskowiec stated softball has played on closed fields and they have been informed. Mr. Haas stated they are signing the closed fields. Commissioner Van Vark stated if it were a group it would make communication better between the City and the group. At first when staff had a contact name and number Mr. Haas stated he tried to obtain e-mail addresses or contact information for these individuals that were in charge but for whatever reason they did not volunteer to provide any kind of information to city staff making it difficult to notify or communicate in writing to the individuals that are in charge of the pickup games of the requirements for using the fields and to stay off specific fields. Chair Butler stated it is necessary for all groups to schedule /reserve the fields. Mr. Mitambo stated he does not believe there have been any complaints about them. Chair Butler stated he does not want to set a precedent. Commissioner Kowalewski stated he would hope they would use good judgment on whether the field should be used or not due to the weather conditions. Chair Butler stated he would prefer they alternate fields. Ms. Barb Anderson stated the trouble was with a field being closed, everything had to be shifted. It is a scheduling problem. Chair Butler suggested maybe the fields be posted for a particular "rest" date. Commissioner Van Vark asked if the field schedule is online. Ms. Anderson stated it is not. The schedule is known by the Association members. Commissioner Ramnath asked if these players could contact City Hall about field availability. Mr. Haas stated he refers any callers to NMSA due to their schedules always Q changing. Regular Andover Park & Recreation Commission Meeting Minutes —July 21, 2011 Page 4 © Commissioner Lindahl asked when these players play. Mr. Mitambo stated they play as long as the weather permits. He stated they do not need a soccer field — only a space to play. They have their own goals. If it becomes an issue it will be brought up again to the Commission. Commissioner Van Vark stated if they have been doing it for six years with no complaints they can continue. ANOKA COUNTYSHERIFF'S DEPARTMENT 2 ND QUARTERLYREPORT Mr. Haas reviewed the list of reports Venerated by the Anoka County Sheriff's Office regarding city park activity for the 2 quarter. Mr. Haas stated dogs are now allowed in Sunshine Park and City Hall. 2011 SECOND QUARTER FINANCL4L REPORT Mr. Haas presented the Project Commitment Listing Report, Balance Sheet and Revenue and Expenditure Reports for the Park Improvement Fund as of June 30, 2011. No action is needed by the Commission. OUTSTANDING ITEMS © Mr. Haas reviewed outstanding items with the Commission. CHAIR'S REPORT Commissioner Ramnath stated Family Fun Fest was fun. Commissioner Van Vark stated the skate board competition was a success. Chair Butler stated there were a couple of baseball tournaments in town last week. ADJOURNMENT OF REGULAR MEETING Motion by Ramnath, seconded by Miskowiec, to adjourn the regular meeting at 7:45 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. A Special Work Session Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on July 21, at 7:45 p.m. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Jim Lindahl, Andrew Melberg, Mark Miskowiec, Shan Ramnath and Shaun Van Vark Commissioners Absent: None Regular Andover Park & Recreation Commission Meeting Minutes — July 21, 2011 Page 5 © Also Present: Assistant Public Works Director, Todd Haas Others INTRODUCTIONS The Park Commission members introduced themselves. Those in attendance were: Jason Hemp Andover Hockey Sean Beggin North Metro Soccer John Ness North Metro Soccer Barb Anderson North Metro Soccer Scott Skrypek North Metro Soccer Bill Lorimer Andover Football Association Mike Johnson Andover Football Association Brian Herda Andover Football Association Tom Redmann Anoka Hennepin ISD #11 Eric Lehtola Andover High School Rich Wilkie Andover HS Football John Saccoman Anoka Lacrosse Assoc. © Todd Blake Twila Hauck Andover Lacrosse Assoc. Andover Football Assoc /Andover Lacrosse Pam Harmon Andover Boys High School Lacrosse Ken Weikel Andover High School Football/Lacrosse Jason Salisbury Andover Baseball Association Barb Schotzko Andover Baseball Association Chair Butler reviewed the background and the reason for this meeting. Representatives from Andover High School were present. He reviewed Options that have been proposed were new conventional field(s), Replace field with outdoor artificial turf, Outdoor artificial turf with seasonal dome, year -round dome. One of the challenges is the financial capacity of parks capital improvement fund. Commissioner Miskowiec stated there is no desire on the part of the Council or the residents to have a City - funded project. Such a facility would need to pay for itself. Chair Butler provided some rough estimates of the costs of the various options. Commissioner Van Vark asked what the annual maintenance was for a typical existing field. Mr. Haas stated that will be part of the feasibility study. Chair Butler stated currently City staff does much of the maintenance work. Chair Butler reviewed some hourly rates for dome /turf time. Q Tonka Dome $90- 150/hr outdoor turf field Tonka Indoor Field $190- 215/hr for prime season for half the field. Regular Andover Park & Recreation Commission Meeting Minutes —July 21, 2011 Page 6 H Vadnais Heights Dome divided up to 3 sections $150 -175 per 1/3 of the domed area. They charge $500 for entire dome. The Vadnais Dome is sold out. They do have a lower summer rate. There is staff on hand at the indoor domes. There is a staging area for groups waiting to go onto the field. There is not a switch -over period. There would be multi -sport lines. Both facilities have batting cages. They also provide opportunities for off -ice training for hockey. Commissioner Van Vark asked how the projects were funded. Chair Butler stated he believes Vadnais Heights was funded by the EDA. They sold the naming rights to their hockey rinks. Bremer Bank and Tousley were the sponsors. Chair Butler asked those present what they would like to see and what they would support. Commissioner Melberg stated we are not looking for these groups to cover the entire cost. Chair Butler reviewed the Commission needs an indication of support/preference for one or more options; indication of willingness to pay for time on either outdoor artificial turf or dome; realistic look at programming for outdoor turf or done; letter of intent and ultimately perhaps a multi -year lease and the association and schools' active support. © Chair Butler requested interest indications from each group in the next month and a half and programming for the facility. High School Lacrosse Boosters — asked how the other domes sold their off -peak hours (time of day). Mr. Haas stated they are booked from November to April during the peak times. Andover Football — asked if there was any indication of how much participant fees were increased with the dome. Chair Butler stated he does not know but could ask. Andover Lacrosse — asked if there is a long term maintenance savings of using indoor or artificial outdoor turf. Chair Butler stated that would be learned in the feasibility study. Athletic Director — was asked if there was a plan for artificial turf for the football field at the high school. High School Football Coach — stated if artificial turf was put at Prairie Knoll that would not solve the problem. Adding a dome would better address the problem. The football team uses the National Sports Center occasionally. He cannot guarantee a certain number of hours and cannot speak for the High School or the School District. © Soccer — they play year round and they are renting gym space in schools, goal kick, NSC, Maple Grove. Each association has their budget. Regular Andover Park & Recreation Commission Meeting Minutes — July 21, 2011 Page 7 © High School Football Coach — stated he supports the project and could find ways to use such a facility for his program. Soccer — Asked about the plan for irrigation of fields. Chair Butler stated most of the five year capital improvement plan for park improvements could include irrigation. Commissioner Lindahl stated there is a very little return on irrigating a field. Anoka Lacrosse - $300,000 for a new field irrigated and with lights. What is the cost for two fields — is there a savings? Chair Butler stated there could be some savings. He sees the dome as a separate issue. There is a great amount of interest in the north suburbs for such a dome. He feels it's difficult to get associations to commit for the summer months. Chair Butler stated there are also season domes. There is a significant cost to putting up a dome, taking it down and storing it. A year round dome is climate controlled. Andover Baseball — knows a number of trainers in the area that is looking for indoor space for training. The Vadnais Dome cost $4.5M independent of the hockey rinks. Lacrosse — a dome would bring in a lot more revenue to the City with shopping, dining, etc. Chair Butler stated possibly a commercial designated space would be the location for a © dome. We are a long way from site selection. Commissioner Kowalewski asked if possibly a restaurant would want to put a space inside the dome. Hockey — There may be some interest. Lacrosse — asked if there would be partnership opportunities like what were done with the YMCA/Community Center. Chair Butler stated it would be a good idea to investigate partnerships. Chair Butler stated he would like to hear back from the Associations by the end of September. A feasibility study would be done mid - winter. Commissioner Miskowiec stated one of the models being considered is the Vadnais Heights Dome which has all its rates on their website. Soccer — there would be a lot of interest from the soccer organization for a dome. Lacrosse — similar interest to soccer. Baseball — The dome would be huge for their off - season training. © Football — More fields would help football. Their season is only 2 '/z months. Their program could be expanded to include some summer leagues and camps. Regular Andover Park & Recreation Commission Meeting Minutes —July 21, 2011 Page 8 High School Football — Asked if commitment was a dollar amount or a time to be used commitment. He believes people will come from many communities and the time would be booked fast. This would be a long term project and a revenue generator. It would be a good draw for the community. Chair Butler said at this point they want to know would the association use it and how much would they use it and which option would they prefer. There are a few locations that could be considered. Baseball — asked if Vadnais had any damage such as the Metro Dome had. Chair Butler stated it was designed so the snow goes down the side of the dome. There were no safety issues. Mr. Haas suggested this group be reconvened October 6 or September 15''. The date was decided on October 6 If the groups could submit their support ideas, etc. to Mr. Haas by the end of September. DISCUSS PARK COMPREHENSIVE PLANIPHILOSOPHY FOR THE REPLACEMENT OF PLAYGROUND EQUIPMENT AND RENOVATIONS FOR RURAL AND URBAN PARKS, CONT. © Chair Butler reviewed he prepared a proposed philosophy for the replacement of playground equipment and renovations for rural and urban parks. This document will be part of the park study. Chair Butler stated the City has guidelines for notification. For neighborhood input, the Commission should look at a map to see what neighbors should be notified. The Commission should review the proposed list of neighbors to be notified prior to notification for initial park development or re- development. Chair Butler suggested wording to be added to the philosophy statement. "The Commission will identify the area impacted and the notification area." Consensus agreement from the Commission was received on the philosophy statement. ADJOURNMENT Motion by Lindahl, seconded by Ramnath, to adjourn the workshop meeting at 9:30 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary Timesaver Off Site Secretarial, Inc. S