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HomeMy WebLinkAboutJanuary 20, 2011A C I T Y 0 F NDOVE L1561Y a 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 January 20, 2011 7:00 P.M. 1. Call to Order 2. Resident Forum 3. Approval of Minutes (12/16/10) 4. Consider Application for Scheduled Use of Recreational Facilities /Constance Free Church for February 12th 5. Consider Application for Scheduled Use of Recreational Facilities /Constance Free Church for February 23rd 6. Consider 2011 Tournament Applications for Softball /Baseball 7. Consider Donation to Eveland Fields South Scoreboards /10 -21 © 8. Update of 2011 Park CIP and Future Playground Equipment Replacement Status 9. Update of Skate Park/08 -08, Cont. 10. Update on Amendments to City Code Title 8 Chapter 4, Cont. 11. Anoka County Sheriffs Department 4th Quarterly Report 12. Park Dedication Improvement Fund 4th Quarterly Report/Finance Department 13.Outstanding Items 14. 15. Chair's Report 16. Adjournment 7:30 P.M. or Shortly ThereafterNVorkshop Session A. Workshop Session 1. Discuss How to Get More Use of City Parks 2. Discuss Events in City Parks N C . F 1685 CROSSTOWN BOULEVARD N.W. o ANDOVER, MINNESOTA 55304 0 (763) 755 -5100 FAX (763) 755 -8923 o WWW.CI.ANDOVER.MN.US PARKAND RECREATION COMMISSIONMEETING —JANUARY 20, 2011 MINUTES The Regular Bi- Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on January 20, 2011, 7:00 p.m., at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Vice Chair Jim Lindahl, Andrew Melberg, Mark Miskowiec, Shan Ramnath and Shaun Van Vark. Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others COMMISSIONS WEARING -IN Chair Butler swore in the newly appointed Commissioner Andrew Melberg and the re- appointed Vice Chair Jim Lindahl. RESIDENT FORUM There were no comments at this time. Motion by Lindahl, seconded by Ramnath, to close the resident forum. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Motion by Ramnath, Second by Miskowiec to add item 6A Consider Application for Scheduled Use of Recreational Facilities /Andover Huskies Youth Hockey Association to the agenda. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. APPROVAL OFMINUTES There were no changes. Motion by Ramnath, seconded by Miskowiec, to approve the December 16, 2011 Park Commission minutes as presented. Motion carried on a 5 -ayes, 0 -nays, 2 present ( Lindahl, Melberg) 0- absent. �Am LM Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 2 © CONSIDER APPLICATION FOR SCHEDULED USE OF RECREATIONAL FA CILITIESICONSTANCE FREE CHURCH FOR FEBRUARY 12TH Mr. Haas explained this item is in regard to considering approving the application for scheduled use of recreational facilities for use of the hockey rink as requested by Constance Free Church. The day that has been requested is Saturday, February 12, 2011 from 10:00am — Noon at Prairie Knoll Park. Since rinks don't open until 1:OOpm on that day, the church will need to check out the necessary keys. Keys are required for the warming house portion of the building and a deposit for the key is required. Since this is a one -day request, the Commission may want to consider waiving the requirements that are to be submitted as part of the Guidelines for Field usage by Youth Athletic Facilities. Commissioner Lindahl asked which requirements were being waived. Mr. Haas stated the Guidelines for Field usage by Youth Athletic Facilities. Motion by Lindahl, seconded by Ramnath, to approve the Application for Scheduled Use of Recreational Facilities for use of the hockey rink at Prairie Knoll Park as requested by Constance Free Church. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER APPLICATION FOR SCHEDULED USE OF RECREATIONAL FA CILITIESICONSTANCE FREE CHURCH FOR FEBRUARY23RD 1 Mr. Haas explained that this item is in regard to considering approving the application for scheduled use of recreational facilities for use of the hockey rink as requested by Constant Free Church. The day that has been requested is Wednesday, February 23, 2011 from 6:30pm — 9:30pm at Prairie Knoll Park. Since the rink is not opened on that Wednesday, the church will need to check out the necessary keys. Keys are required for the warming house and for the rink lights. A deposit for the keys is required. Since this is a one -day request, the Commission may want to consider waiving the requirements that are to be submitted as part of the Guidelines to use the facility. Commissioner Miskowiec asked if the facility is lighted when not in use. Mr. Haas stated they will have the keys to be able to turn on the lights and since youth are involved there is no charge to use the facility. Motion by Van Vark, seconded by Kowalewski, to approve the Application for Scheduled Use of Recreational Facilities for use of the hockey rink at Prairie Knoll Park as requested by Constance Free Church on February 23, 2011. Motion carried on a 7- ayes, 0 -nays, 0- absent vote. CONSIDER 2011 TOURNAMENT APPLICATIONS FOR SOFTBALLBASEBALL Mr. Haas explained that this item is in regard to considering the softball/baseball tournament application forms for the upcoming 2011 softball /baseball season as requested by the Andover Athletic Association, Andover Baseball Association, and Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 3 Andover High School. The earliest the associations can submit is December I P for the following summer. Mr. Haas provided a listing of the tournaments that have been requested. Mr. Haas noted there is a change to the dates of the memorial weekend tournament request. Chair Butler asked if there were any scheduling conflicts and Mr. Haas stated the associations worked it out themselves. Commissioner Ramnath asked if there would be any conflict on the new tower going in and Mr. Haas stated there would not be any conflict. Commissioner Kowalewski asked about the charging of teams. Mr. Haas stated past practice is that as long as it includes Andover youth there has not been a charge for tournaments. Mr. Haas stated the fields will be ready on Friday and after that it is the responsibility of the association to maintain the fields. Vice Chair Lindahl stated he is concerned about the usage and is concerned this may be an ongoing issue with the number of tournament requests. Chair Butler stated baseball and softball do not have the hard wear and tear on the fields as other sports. Chair Butler suggested the Commission receive an update half way © through the season on the fields' condition from Kevin Starr, Public Works Parks Maintenance Supervisor. Mr. Haas stated they will try to reduce the number of games and practices on the football fields. Motion by Lindahl, seconded by Ramnath, to approve the tournament application forms from the Andover Baseball Association and the Andover Athletic Association and the one day request by Andover High School. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER APPLICATION FOR SCHEDULED USE OF RECREATIONAL FACILITIES /ANDOVER HUSKIES YOUTHHOCKEYASSOCIATION Mr. Haas explained the Park and Recreation Commission is requested to consider approving the Application for Scheduled Use of Recreational Facilities (City Complex Outdoor Hockey Rinks) as requested by the Andover Huskies Youth Hockey Association (AHYHA) for a hockey tournament on February 12, 2011 which is hockey day throughout the State of Minnesota. The day being requested is Saturday, February 12, 2011 all day at City Complex outdoor hockey rinks (both east and west rink). Mr. Haas also attached a copy of the proposed revised 2010 -2011 hockey rink schedule. Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 4 Chair Butler asked if the rinks are normally used on Saturday and they are not. Jason Hemp, President Andover Youth Hockey Association. They are going to promote the event and have a jamboree. Other neighboring communities will be invited. Motion by Miskowiec, Seconded by Ramnath, to approve the Application for Scheduled Use of Recreational Facilities at City Complex Outdoor Hockey Rinks for AHYHA Youth Hockey Tournament on February 12, 2011. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. CONSIDER DONATION TO EVELAND FIELDS SOUTH SCOREBOARDS /10 -21 Chair Butler explained that this item is in regard consideration of the scoreboard funding request as directed by the City Council for the scoreboard located at the south field of Eveland Fields. The original request was made in October of 2008. On February 19, 2009 the Park & Recreation Commission recommended to the City Council that $3,500 be allotted toward the scoreboard. A letter was send to the School District notifying them that funding was not available. The donation of the scoreboard came before the City Council on April 20, 2010 and the meeting minutes reflect that at that time the City Council had never made the offer to contribute. The scoreboard has been placed and all construction related work was provided by the School District. If the Park and Recreation Commission does recommend the funding of the scoreboard, the $3500 will © be funded from the 2011 misc. park improvement fund. There is a $15,000 fund balance that is currently in the Miscellaneous Park Improvement Fund. He stated there was some misunderstanding in 2008 as the budget did not allow the Commission the flexibility to make a donation. The City Council did not approve the donation. Chair Butler stated the recommendation was made again to the City Council in December and since the skate park budget was reduced the donation was not approved and the Commission was requested to further discuss. Commissioner Van Vark asked if the City built the fields that are being used. Mr. Haas stated the City did build them and there is an agreement between the school and the City that the City maintains the fields 3 months a year and the School 9 months a year. Commissioner Miskowiec stated when the approval was recommended financial conditions were better. He questioned if this is a decision that needs to be made today when the monies may be needed for something else more critical. He suggested it be tabled until the end of the summer and see how much is left in the budget. Commissioner Melberg asked if the School representatives showed up at the Council meeting where this was considered. Commissioner Kowalewski stated Andover School maintains the field. He recommends the donation be approved. Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 5 © Vice Chair Lindahl stated when this was originally approved the project was not completed. He believes this should try to be resolved. The Commission has approved recommendation twice. Chair Butler stated this is an amenity the City and could have benefit to the City. It is important to maintain a good relationship with the School. He believes it should be taken care of at this time. Vice Chair Lindahl asked about new development which will require a park. Mr. Haas stated there is a small development coming. Chair Butler asked if there was any Commercial Development coming in and Mr. Haas stated there is. Vice Chair Lindahl asked if there would be any park dedication fees coming in for those. He suggested $2000 be given now and the remainder at the end of the year after seeing how the budget goes. Commissioner Ramnath stated not to approve this would be bad business. We do have the money and to make two payments would be a sign of good faith. Commissioner Kowalewski stated the School put in the wiring and installed the scoreboard as well. © Commissioner Melberg asked if the $15,000 is completely discretionary. Chair Butler reviewed some of the things the funds have been used for in the past. Motion by Kowalewski, Seconded by Ramnath, to approve the recommendation to the City Council to help fund the purchase of the scoreboard at Eveland Fields with funds. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. UPDATE OF 2011 PARK CIP AND FUTUREIPLA YGRO UND EQUIPMENT REPLACEMENT STATUS Mr. Haas explained this item is an update in regards to the 2011 Park CIP replacement of playground equipment. At this point, the discussion regarding the 2011 Park CIP replacement of playground equipment is on hold until direction has been received from the City Council. The Council will meet at their next workshop on January 25, 2011 to discuss the playground equipment. No action is needed until staff receives direction from the City Council Chair Butler stated in the past the City's operations budget contributes funds ($45,000) to playground equipment replacements. The Commission is requested to take a closer look at this to see if there is a better use of those funds. There may be some parks where no replacement is needed as well as no equipment needed at all. Chair Butler will attend the © Council work session where this is discussed. Chair Butler stated he is concerned about Regular Andover Park & Recreation Commission Meeting Minutes — January 20, 2011 Page 6 1 0 future home owners not seeing playground equipment in a neighborhood park where they are considering purchasing a home. Commissioner Miskowiec stated there is a listing of all equipment in the packet but it does not indicate the age or condition of the equipment. He suggested the list be complete and the Commission would consider a more complete list. Mr. Haas stated that information will be provided after the Council work session where it will be presented. Chair Butler requested that list also be sent to the Commission members. Commissioner Ramnath asked what can be purchased for $45,000 in a park. Commissioner Miskowiec stated it can actually pay for a lot. Mr. Haas stated it could probably outfit 2 neighborhood parks. Commissioner Kowalewski stated the City of Shorewood resident wrote up a grant for playground equipment for a handicapped child and actually more than was requested was received. He asked if the equipment needs to meet ADA requirements. Mr. Haas stated the City is doing what is needed to meet the requirements. Commissioner Kowalewski suggested the Commission consider adding equipment for children with disabilities. UPDA TE OF SKA TE PARK108-08 CONT. Mr. Haas explained that this item is an update to the skate park. He stated there are a couple of items that staff would like to update the Commission on. The City Council has authorized staff to order the equipment from American Ramp Company (ARC). He provided a layout of what is approved (the Dragon Back and Marble Bench) showing there is adequate room if both the pieces are purchased). Two of the pieces are ramps that will be refurbished by ARC. The City Council did approve $58,000 for the improvement of the park including the concrete slab, equipment and other miscellaneous items (garbage cans, benches, etc.). The second item is the Park Commission will need to decide which additional piece equipment to purchase (either the Dragon Back or the Vegas Marble Bench or both). The Commission does still have some time to make a determination of which piece to purchase as long as the equipment early enough so that the City can take advantage of the free shipping. If the Commission would like to order both items, it appears at this point that there may be enough to purchase both pieces. ARC quote to purchase both pieces is $6,875.94. Mr. Haas reviewed the trail estimates. Mr. Haas reviewed another item is the fact that Commissioner Hupp did not reapply to serve another term on the Commission. The Commission will need to appoint a Commissioner to serve on the Skate Park Task Force with Commissioner Kowalewski. Commissioner Van Vark has expressed interest in serving on the Task Force. Mr. Haas reviewed what has already been approved and the other items yet to be purchased. He noted the City Council has approved the budget for the skate park (equipment, concrete slab, trail access to the site and the refurbishing of the existing wedge and quarter pipe) at $58,000. The Commission is requested to discuss the Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 7 © additional piece of equipment that could be purchased and also determine the individual that will replace Commissioner Hupp to the Skate Park Task Force. Commissioner Miskowiec questioned the site prep and he had been told it would be done by the City. Mr. Haas stated some equipment may need to be rented for tree removal. Any tree removal will be approved by the City Council. Commissioner Miskowiec asked if the removal of tree stumps can be done by the City. Mr. Haas stated if the stump is very large other equipment may be needed. Commissioner Miskowiec asked if there are extra picnic tables and benches available from the inventory the City currently owns. Mr. Haas stated he spoke with Kevin and covered garbage cans are being purchased to replace the current open ones. Chair Butler requested staff look at the inventory of equipment on hand and see if some of these purchases may not be necessary for the Skate Park. Mr. Haas stated the picnic tables are constructed in- house. Commissioner Van Vark asked if the estimate includes the two additional pieces of equipment within the $58,000 budget. Commissioner Kowalewski asked about the trail estimate and where the trail ends. Mr. Haas showed on a drawing the location of the trail. Commissioner Van Vark stated there was monies saved ($35,000 — 40,000) by the use of refurbished equipment for the skate park. Other cities have similar parks which have cost much more. This project was done very cost efficiently. Chair Butler reviewed this project has been considered for 3 years at a much higher estimated cost. Commissioner Van Vark asked what happens to the Skate Park Task Force. He suggested after the skate park is opened add some members to the Task Force from residents or the sheriff's department. Commissioner Miskowiec asked if every park needs a skate park. He questioned what mandate would the Task Force be given after the skate park is finished. Chair Butler stated he would agree to appoint Commissioner Van Vark to the skate park task force. Commissioner Miskowiec stated the Task Force can be separated from the approval of the additional equipment. Chair Butler stated he would like to separate this into two motions. �J Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 8 Motion by Ramnath, seconded by Kowalewski, to approve the purchase of the two additional pieces of equipment for the skate park. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Motion by Ramnath, Seconded by Miskowiec, to table the appointment decision of appointing Commissioner Van Vark to the Skate Park Task Force. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. UPDATE ON AMENDMENTS TO CITY CODE TITLE 8 CHAPTER 4, CONT. Mr. Haas explained this item is an update in regard to City Code Title 8 Chapter 4 (Park and Recreation Areas Regulations, Violations and Penalties) that has been approved by the City Council. Mr. Haas provided a copy of the revised code approved by City Council and noted the language that was removed from the code is shown as a strike thru. The new language added is shown in bold and is underlined. A clean copy will be included in the information packet that is updated every year by staff. No action is necessary as this is an update in regards to City Code Title 8 Chapter 4. ANOKA COUNTYSHERRIFF'S DEPARTMENT 4 TH QUARTERLYREPORT Mr. Haas updated the Park Commission on the Andover Park Activity 4` Quarter Report. PARKDEDICATIONIMPROVEMENT FUND 4 TH QUARTERLY REPORT/FINANCE DEPARTMENT Mr. Haas provided the quarterly review of the Park Improvement Fund including the Project Commitment Listing Report, Balance Sheet and Revenue and Expenditure Reports for the Park Improvement Fund as of December 31, 2010 —unaudited. This is for the Commission's information and no formal action is needed. OUTSTANDING ITEMS Mr. Haas reviewed the outstanding items providing updates on On -Going Projects, On- Hold Projects, Task Force Updates and Other Items of Interest. CHAIR'S REPORT Commissioner Kowalewski provided updates on High School sports. Chair Butler thanked the Commission for all their work on the Skate Park. ADJOURNMENT OF REGULAR MEETING Motion by Lindahl, seconded by Ramnath, to adjourn the meeting at 8:10 p.m. Motion © carried on a 7 -ayes, 0 -nays, 0- absent vote. Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 9 1. A Special Work Session Meeting of the Andover Park and Recreation Commission was called to order by Chair Butler on January 20, 2011, 8:15 p.m. Commissioners Present: Chair Ted Butler, Tony Kowalewski, Vice Chair Jim Lindahl, Andrew Melberg, Mark Miskowiec, Shan Ramnath and Shaun Van Vark. Commissioners Absent: None Also Present: Assistant Public Works Director, Todd Haas Others DISCUSS HOW TO GET MORE USE OF CITY PARKS DISCUSS EVENTS IN CITY PARKS Chair Butler reviewed discussions were held about use of the Community Center. Much of the need in the parks is involved with the Athletic Associations. He asked for ideas for events in the parks. Commissioner Van Vark stated he has some friends who participate in geocaching. He suggested caches be put in some of the parks which would bring more people into the parks. Commissioner Lindahl stated Kelsey Round lake Park would be a good park and Commissioner Melberg stated there are currently 4 located in Kelsey Round Lake Park. Chair Butler suggested some promotion be done. Commissioner Miskowiec suggested this be done in some of the Open Space areas also. Commissioner Ramnath suggested facilities be made available for groups to use for picnics, etc. He stated Blaine had a cultural event which drew 300 -400 people which originally was suggested by a resident and arranged by the City. Chair Butler suggested a skateboarding competition be considered on the Annual Fun Fest weekend. Commissioner Van Vark stated there was a skateboard competition a year ago. The suggestion was made to have a similar competition event also this year. Commissioner Melberg stated the City of Buffalo has an iron man competition which involves many of the parks. He also suggested bird watching. Mr. Haas stated there is some bird watching that is being done informally in the past by a longtime Andover resident. Commissioner Ramnath suggested the Commission talk to the residents who may be doing activities that the Commission isn't even aware of. Commissioner Miskowiec stated there are 68 parks in the City and suggested newsletter 10 articles be written to highlight various parks. Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 10 Commissioner Kowalewski suggested he work with the boy scouts to build bird houses/boxes. Commissioner Ramnath asked if the Anoka County Activity Center ever does events in the Cities. Mr. Haas stated Kameron Kytonen, Andover Natural Resources Technician, would be aware of such activities. Chair Butler suggested possibly an annual Winter Event/Festival to include sledding, ice fishing, hockey, ice skating, etc. Commissioner Van Vark stated the Park Commission be represented at annual Andover Fun Fest. Commissioner Melberg suggested an Adopt — A — Park program. Mr. Haas stated there already is such a program which will be outlined in an upcoming newsletter. The suggestion of concerts in the parks, or theater in the park was discussed. Chair Butler stated there is an Olympic program that can be organized in the City during Olympic Day which falls in June. Vice Chair Lindahl suggested an organized bike ride on the trails through the parks. Mr. Haas stated the City parks and available activities are available for review on GoAnokaCounty.org website. Chair Butler stated general information should be available on different activities available in City and County Parks. Commissioner Ramnath stated he will look further into geocaching. Commissioner Kowalewski stated he will look further into the bird houses. Commissioner Van Vark will look further into a contest at the skate park during the Andover Fun Fest. Vice Chair Lindahl asked if anything could be done in the hockey rinks. The suggestion of a horseshoe tournament during Andover Fun Fest was made. The suggestion was made to hold a joint Park Commission meeting with other City Park Commissions. Follow -up on these suggestions will be done at the February Park Commission Meeting. S Regular Andover Park & Recreation Commission Meeting Minutes —January 20, 2011 Page 11 x � IIZIl(i`Ui�� Motion by Ramnath, seconded by Lindahl, to adjourn the meeting at 8:55 p.m. Motion carried on a 7 -ayes, 0 -nays, 0- absent vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc. L_J J