Park & Recreation

PARK AND RECREATION COMMISSION MEETING MARCH 19, 2015 MINUTES The Regular Bi-Monthly Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on March 19, 2015 at 7:00 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Vice Chair Jim Lindahl, Commissioners Ted Butler, Sarah Elstrom, Angela Marinello, and Mark Miskowiec Commissioners Absent: Commissioner Alisa Lewnau Also Present: Assistant Public Works Director, Todd Haas Others RESIDENT FORUM No one appeared to address the Commission. APPROVAL OF MINUTES Motion by Commissioner Butler, seconded by Commissioner Lindahl, to approve the minutes of the February 5, 2015 on a 6-ayes, 0-nays, 1 absent (Lewnau), 0-present vote. CONSIDER 2015 APPLICATION FOR SCHEDULED USE RECREATIONAL FACILITIES/ANDOVER HIGH SCHOOL FAST PITCH BOOSTER CLUB The Park and Recreation Commission is requested to consider the application for scheduled use of recreation facilities as requested by the Andover High School Girls Fast Pitch Booster Club. The application submitted by the Booster Club (9A/9B/B- Squad/JV/Varsity) requests to play fast pitch softball games at Sunshine Park on fields 1- 4 on Friday, May 8th from 1:00 p.m. – 10:00 p.m. This request does not conflict with any of the youth tournaments, as none are scheduled for that weekend. Since this is a one-day request, it is recommended to waive the guideline requirements to use this facility. Mr. Wayne McPhillips, representing the Andover Fast Pitch Booster Club, stated every year when applying for the fields for games they have also promoted the games in conjunction with youth night. Commissioner Lindahl stated the City may wish to make an allowance in writing for the waiving of the fees for applications such as this. This should be discussed at a future Commission meeting. Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 2 Motion by Commissioner Lindahl, seconded by Commissioner Marinello, to approve the 2015 application for scheduled use of recreational facilities as requested by the Andover High School Fast Pitch Booster Club. Motion carried on a 6-ayes, 0-nays, 1-absent (Lewnau) vote. CONSIDER 2015 SPRING/SUMMER SOFTBALL/BASEBALL SCHEDULE Mr. Haas reviewed this item and the Park Commission is to consider approval of the 2015 spring/summer softball/baseball schedule. The City has received two applications for use of the fields for the upcoming season from the Andover Athletic Association (AAA) and the Andover Baseball Association (ABA). AAA has indicated that they would like to maintain the same arrangement with ABA regarding the use of Sunshine Park Fields 5 and 6 on Tuesdays and Thursdays. This means ABA would only use these fields on Tuesdays and Thursdays when they have games scheduled. AAA has also requested to use Sunshine Park Fields 5 and 6 on Friday nights. Motion by Commissioner Butler, seconded by Commissioner Miskowiec, to approve the 2015 softball/baseball schedule. Motion carried on a 6-ayes, 0-nays, 1-absent (Lewnau) vote. CONSIDER 2015 SPRING/SUMMER SOCCER/LACROSSE SCHEDULE Mr. Haas reviewed this item and the Park Commission is to consider approval of the 2015 spring/summer soccer/lacrosse schedule. The City has received applications for use of the fields from North Metro Soccer Association (NMSA) and Andover Area Lacrosse Association (AALA). NMSA and AALA have met and have agreed on the spring- summer schedule as proposed. Oak Bluff Park is now open for use but staff recommends only games (no practices) to be played through the end of June. Having only games played at this park will help in establishing turf as the field was reseeded last summer. Motion by Commissioner Marinello, seconded by Commissioner Miskowiec, to approve the 2015 spring/summer soccer/lacrosse schedule. Motion carried on a 6-ayes, 0-nays, 1- absent (Lewnau) vote. REVIEW OUTSTANDING ITEMS Mr. Haas reviewed the outstanding items providing updates on completed projects, on-going projects, Task Force updates and other items of interest. CHAIR’S REPORT Commissioner Lindahl noted the fields are not open yet so no use is recommended. Commissioner Butler reminded residents to drive carefully as children and adults are out riding bikes. Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 3 ADJOURNMENT OF REGULAR MEETING Motion by Commissioner Lindahl seconded by Commissioner Butler, to adjourn the regular meeting at 7:10 p.m. Motion carried on 6-ayes, 0-nays, 1-absent (Lewnau) vote. The Workshop Meeting of the Andover Park and Recreation Commission was called to order by Chair Stenzel on March 19, 2015 at 7:10 p.m. at the Andover City Hall, 1685 Crosstown Boulevard NW, Andover, Minnesota. Commissioners Present: Vice Chair Jim Lindahl, Commissioners Ted Butler, Sarah Elstrom, Angela Marinello, and Mark Miskowiec Commissioners Absent: Commissioner Alisa Lewnau Also Present: Assistant Public Works Director, Todd Haas Others MEET WITH ASSOCIATIONS REGARDING FUTURE CAPITAL IMPROVEMENT PLAN The Park and Recreation Commission is requested to meet with the associations regarding the future Capital Improvement Plan (CIP). Staff notified the associations on February 6, 2015 regarding this upcoming workshop so they would have enough time to meet with their individual association boards to discuss the improvements that are necessary, such as new fields, upgrades to existing parks/facilities and other park improvements that may be needed. Mr. Haas noted some of the improvements that are being requested may need to be considered as part of the Park Comprehensive Plan if it is determined by the Commission not to include the improvements in the 2016-2020 CIP. In attendance at the meeting were: David Tarleton, North Metro Soccer Association Twila Hauck, Andover Football Association & Andover Area Lacrosse Association Jason Strasser, Andover Athletic Association Jason Saulsbury, Andover Baseball Association Mark Chevalier, Andover Huskies Youth Hockey Association Chair Stenzel thanked the association representatives for coming to the meeting this evening. He stated the input received tonight will be considered by the Commission when looking at the CIP. Ms. Twila Hauck, representing Andover Football Association (AFA) and Andover Area Lacrosse Association (AALA), stated they are in need of more space for storage for football and the soccer association is in need of their own building for their storage. The football association storage is currently in one of garages at Prairie Knoll Park and the soccer association uses the other garage at Prairie Knoll Park. AALA stores equipment at Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 4 Sunshine Park building on the 2nd floor and the storage for them is sufficient. As far as the POD at Prairie Knoll Park this is rented by AFA from summer through fall. Mr. Haas stated that POD at Sunshine Park is used by the various associations from spring through fall and is stored at Public Works during winter months. Mr. Jason Saulsbury, Andover Baseball Association, stated they are fine with their storage at the Andover Station North (ASN) building. Mr. Jason Strasser, Andover Athletic Association, stated space is needed for their large equipment. They would like to see a large gazebo/shelter attached with garage closer to the main concession building. AAA has been looking at doing some fundraisers for this building. They would like to have room for picnic tables in the gazebo/shelter area. That would eliminate the need for a POD for storage. Ms. Twila Hauck stated the football association is currently renting a POD in addition to having space in the garage they lease from the City at Prairie Knoll Park and they are running out of space to store their equipment once the POD has been removed after the season is over. Mr. David Tarleton, North Metro Soccer Association President, stated they have $10,000 set aside for storage in the future. They would be willing to discuss raising some more funds. Commissioner Butler asked if storage for soccer was constructed at Pine Hills North would that be enough space for football at Prairie Knoll Park by taking over the soccer garage. Ms. Twila Hauck stated that would be closer to having enough space. Mr. Scott Skrypek, North Metro Soccer Association, stated they would need storage for a large field painting machine that would need to have a large garage door. Commissioner Miskowiec asked if storage is a bigger need than additional fields at Fox Meadows Park. Mr. Scott Skrypch stated field space is always a need. He rents 10-15 fields from school districts and paying close to $10,000 a year for field rentals. Ms. Twila Hauck stated they are renting fields for lacrosse and football in other cities. Mr. Jason Saulsbury stated for baseball the first thing would be safety netting as ASN. They have received estimates and would like to partner with the City on purchasing and installing nets. They also rent fields from the school districts and would like to see a new pinwheel type ball field facility be constructed somewhere here in Andover. Mr. David Tarleton stated the immediate need for soccer is for storage. They also need fields but they can be found elsewhere. The association is growing. Chair Stenzel asked how much each association is growing and projected growth for the next five years. Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 5 Jason Strasser indicated slowpitch softball is falling off a little and fastpitch is becoming more popular. Some of the fields will need to be transitioned from slowpitch to fastpitch. Fastpitch uses a baseball size field. Minnesota Youth Athletic Services (MYAS) requires fencing for the fields that are being used for games. David Tarleton stated soccer is drawing from more than Andover. The numbers continue to increase with large growth in competitive soccer. The solid soccer programs draw the players from wherever they live. There are 50 competitive teams currently. The competitive players play 3-4 days a week where the recreation players play 1-2 days a week. Jason Saulsbury stated the baseball numbers are leveling off. The trend has been stable the last 2-3 years. Chair Stenzel agreed fields are needed but we do not want to have a surplus of fields down the road. Scott Skrypek stated the current fields need to be upgraded. There are a number of fields that if upgraded and irrigated would become more usable. Twila Hauck stated she is happy to see Andover Lions Park being irrigated. Space is needed that is usable. The grass is always nice at Sunshine Park in the outfield areas of the ball fields for the football association to use. Mr. Haas indicated Fox Meadows Park has a full size soccer field but it cannot be used due to the poor condition of the field. Commissioner Butler stated there is money set aside in the Capital Improvement Plan for irrigation but for the smaller parks. Chair Stenzel stated the turf consultant that met with the Commission last summer stated it is best to assign fields to specific sports. Multiple sports use over the years is hard on the turf of the fields. Scott Skrypek stated he uses certain fields for only games and others for practices. Goals are adjusted on the fields to adjust how the fields are laid out to minimize wear and tear especially near the goals areas. Mr. Haas stated fields need to be rested and put off-line every once in a while to be reconditioned or reshaped so having additional available fields helps. Jason Saulsbury asked about an artificial turf field. Commissioner Lindahl stated the turf fields are expensive and don’t last forever. David Tarleton stated they just signed a contract with Adrenaline Sports for $60,000 for rental space. That money could be used for other things in the future. Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 6 Chair Stenzel stated some associations charge more and some pride themselves on low cost programs. He wouldn’t like to see the fees increased. Chair Stenzel asked if there are any other safety issues. David Tarleton stated a meeting room for the associations would be nice. Commissioner Butler stated the community center meeting rooms are booked 100% of the time. If the community center was expanded more meeting space would be included. Mr. Haas stated there is a meeting room at Sunshine Park that could be used. Mr. Saulsbury stated dugouts for ASN and roofs of some sort for the benches would be desired. They are doing some fundraising for this. Commissioner Butler asked what the cost is for dugouts at ASN. Chair Stenzel stated costs for these items should be looked at to determine if funding is available. The Park Commission has another side they are responsible for other than athletics, which are parks in general. Projects need to be prioritized and he feels safety issues should have priority. Chair Stenzel noted the hockey association was not represented at the meeting tonight at the time of this discussion (hockey showed up later on in the meeting). Chair Stenzel asked the associations to prepare their wish list and send them to Mr. Haas. Deric Deuschle, Fastpitch Director stated he instructs the coaches to rake the fields to maintain the fields and crown when necessary. They would like to have some sort of storage for rakes, shovels, scoops that can be accessed by the coaches. Chair Stenzel asked how revenue is generated. Twila Hauck stated they have pulltabs but football only gets $2,000 a year. Other associations receive funds from the pulltabs. David Tarleton, North Metro Soccer Association, stated individual teams do fundraising. Jason Saulsbury stated the baseball association is fee based with some gate fees for tournaments raise some of the funds. Chair Stenzel asked if grants are applied for and the consensus was not much. Some partnerships are with sporting goods companies/stores. Chair Stenzel thanked the associations for coming in and he stated he would like to see this as an annual event. After the Park Commission had finished their discussion with the associations, Mark Chevalier, President of the Andover Huskies Youth Hockey Association (AHYHA), made an appearance at the meeting late and asked the Commission if they would consider their wish list. Mr. Chevalier stated part of their wish list would be more parking capacity at the City Hall outdoor rinks, lights at Sunshine Park are needed and possibly a street light would help especially at the driveway at Crosstown Boulevard NW. Crosswalk lights and pavement markings would be nice but will require approval from the Anoka County Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 7 Highway Department. The association has worked with the Sheriff’s Department to help with crossing in the past during the jamborees. Mr. Haas stated there is a request for an underpass for pedestrians and a roundabout at that intersection of Nightingale Street NW and Crosstown Boulevard NW. There is a request for proposal being prepared for City Hall/Public Works campus expansion including the Community Center. Mr. Haas will research to see if a streetlight could be installed on the north side of Crosstown Boulevard NW. Mr. Chevalier stated there are some storage needs for rink supplies that could be locked in a cabinet at rinks with warming houses. At Hawk Ridge Park, the portable warming house is very small and would not hold teams for practices. Prairie Knoll Park warming house area is also small. BEGIN DISCUSSIONS ON 2016-2020 PARK CAPITAL IMPROVEMENT PLAN Mr. Haas reviewed the target date for the draft CIP is June 5, 2015. A projected fund balance sheet was prepared by the Finance Department for Commission use. The Commission should pay attention to the status of 2015 end of the year balance. There is a payment of $18,550 that still needs to be paid to the fencing contractor at Rose Park along with some reseeding that will need to be done in the spring. If the Commission is interested in outfield fencing of the two ball fields at Rose Park, the estimate is about $19,000. If the Commission is interested in upgrading or replacing the existing picnic shelter, the estimate cost will be approximately $15,000 - $30,000 depending on the types of materials that are selected for the shelter. Otherwise based on last year’s CIP the other significant improvement planned for 2016 is Pine Hills North for upgrading the parking lot with pavement, which will be funded by a combination of Capital Equipment Reserves ($280,000) and Park Dedication Funds ($120,000). Mr. Haas stated there are a number of parks that do not have security lights. Public Works has expressed concern in the past that some of the parks used need to be updated with a paved surface parking lot throughout the parks system. A list of recommended park improvements by the Public Works Parks Department was presented for the Commission to consider. If the Commission is interested in knowing the planned improvements for all the parks, Section F of the Information Packet (2010 Existing and Future Park Facilities Chart) was referenced for Commission consideration. Mr. Haas noted depending on what the Commission would like to recommend for projects the Finance Department has indicated to the Public Works Department that the ending fund balance for each of the 5 years should have a minimum positive balance of $50,000 or more. Chair Stenzel referred to the Parks Maintenance Department list and Commissioner Butler stated this is provided every year to the Park Commission. Commissioner Miskowiec asked what the cost for netting at ASN is and Mr. Haas stated this has been discussed previously. Regular Andover Park & Recreation Commission Meeting Minutes – March 19, 2015 Page 8 Chair Stenzel asked the Commission to review the information provided in addition to the input from the associations and bring ideas to the next meeting. It is important to have a good list to work from. There are some glaring needs that we have heard. Commissioner Miskowiec stated a well is a big-ticket item and is required for an irrigation system for a larger park. He asked if there are any parks with city water that could be irrigated for less money without digging of a well. Chair Stenzel stated trail connections are also needed in the City. He asked the Commission if there are things they are passionate about do some research and bring it up at the next meeting. Commissioner Lindahl stated a bond referendum was attempted twice in the past the last time was 2002. This might be an option. If the community center were to do a bond, perhaps the park improvements could piggyback along with that bond as an option. It was agreed by the Park Commission to schedule a joint meeting with the City Council sometime in May (after May 7th) to discuss priority projects and discuss funding since there will not be enough to go around to complete some of the projects that are being requested. Commissioner Butler suggested making a list of uncompleted projects in the parks. Chair Stenzel would like to see the projects finished and everyone would benefit. ADJOURNMENT OF WORKSHOP MEETING Motion by Commissioner Stenzel seconded by Commissioner Lindahl, to adjourn the workshop meeting at 8:40 p.m. Motion carried on 6-ayes, 0-nays, 1-absent (Lewnau) vote. Respectfully Submitted, Debbie Wolfe, Recording Secretary TimeSaver Off Site Secretarial, Inc.