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Home My WebLink About2021-11-29 PRC Packetliwater THE BIRTH P L A C E OF MINNESOIA Stillwater Parks and Recreation Commission meetings are streamed live on the city website and available to view on Channel 16. Public can participate in the meeting by attending in person at City Hall, logging in online at zoomgov.com/join or by calling 1-646- 828-7666 and enter the meeting ID number: 161 250 2450 AGENDA PARKS AND RECREATION COMMISSION November 29, 2021 @ 7PM I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES 1. October 25, 2021 Parks and Recreation Commission Meeting Minutes IV. OPEN FORUM — the open forum allows the public to address the commission on subjects which are not a part of the meeting. Commission may take action, reply, or give direction to staff. Please limit your comments to 5 minutes or less. V. NEW BUSINESS 2. World Snow Sculpting Championship (WSSC) Event Application 3. Fire & Ice North Lowell Park Event Application 4. Fire & Ice Pond Hockey Event Application VI. UNFINISHED BUSINESS 5. Winter Seasonal Closure of Pickleball and Tennis Courts 6. Playground Survey for Neighborhoods and Mailing List VII. COMMISSION ITEMS VIII. ADJOURN 7. Next Meeting The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES October 25, 2021 REGULAR MEETING 7:00 P.M. Vice Chairwoman Souter called the meeting to order at 7:01 p.m. Present: Vice Chairwoman Souter, Commissioners Johnson, MacSwain, Weidner Absent: Chairman Brandt, Commissioners Christensen and Nelson, Councilmember Polehna Staff: Parks Superintendent Grode, St. Croix Valley Recreation Center Manager Brady APPROVAL OF MINUTES Possible approval of minutes of August 23, 2021 meeting and September 27, 2021 meeting Motion by Commissioner Johnson, seconded by Vice Chair Souter, to approve the minutes of the August 23, 2021 meeting. All in favor. Motion by Commissioner Johnson, seconded by Commissioner MacSwain, to approve the minutes of the September 27, 2021 meeting. All in favor. OPEN FORUM There were no public comments. NEW BUSINESS 2022-2023 St. Croix Valley Recreation Center and Lily Lake Facility Usage Rates Doug Brady, St. Croix Valley Recreation Center Manager, told the Commission that due to increases in repair costs due to aging equipment and increased staff costs, staff recommends an increase in the rental fees for the Recreation Center and Lily Lake Ice and the Recreation Center Field House for the 2022-2023 seasons. He said the rates are far below those of peer facilities. He provided proposed rate increases. Motion by Commissioner Weidner, seconded by Commissioner Johnson to recommend approval of the rate change for 2022-2023 for the Recreation Center and Lily Lake Ice and the Recreation Center Field House as proposed. A11 in favor. Staples Tennis/Pickle Ball Court Lights Mr. Grode stated that the lights at the Staples Park tennis and pickle ball courts have been off for roughly 10 years. A few residents have asked the City to turn the lights back on so people could use the courts in the evenings. The courts are surrounded by homes and that's one of the primary reasons why the lights have not been on for quite some time. The City already has lighted pickle ball and tennis courts at Northland Park and Lily Park, in areas that are not close to residential homes. Liberty Park is similar to Staples Park as far as vicinity to residential homes and does not have lights. There would be costs associated with repairing the lights and Parks and Recreation Commission Meeting October 25, 2021 bringing them to good working order, and also ongoing costs for maintenance and utility costs. Minor repairs would be roughly $200-300 or more, if more electrical work is needed to get the lights in working order. Commissioner Johnson suggested turning the lights back on for a trial period of 1-2 years, perhaps on a timer. Otherwise the lights should be removed to not give the impression the courts are lit. Commissioner Weidner suggested turning the lights on, while also investigating a less intrusive downlit type of lighting for all the parks. This park would be a good area to start with. Commissioner MacSwain agreed that a less intrusive lighting design would be better. For example, the Northland Park lights are very bright. The City also should engage the neighbors in the discussion. Mr. Grode responded that the City could survey the neighborhood. Liberty Park will be resurfaced in 2022 and the City could also look at possibly putting lights there. Commissioner Weidner reminded Mr. Grode to check Liberty's development agreement which is very restrictive. Because the 2022 budget is set, it should be clear that new, less intrusive lights would not be installed until at least 2023. Mr. Grode stated the survey would just gauge support for the lights. He doubts the City would repair the existing lights this late in the year. Commissioner Weidner suggested moving forward with repair with the understanding that if it is more than $2,500, it would be brought back to the Commission. Vice Chair Souter said she would prefer the lights would shut off automatically at a certain time, or earlier if they aren't being used. Also she would support surveying nearby residents, at least giving them notice so they are aware the lights are going to be turned on. Motion by Commissioner Weidner, seconded by Commissioner Johnson, to direct staff to pursue repair of existing lights unless the cost is more than $2,500 in which case it will be brought back to the Commission. All in favor. Neighborhood Playground Survey Questions Mr. Grode stated that in 2022, the City is planning to replace the playgrounds at Anez Ridge Park and Meadowlark Park. A survey will be sent to residents living near those parks to get feedback. He reviewed sample questions. Commissioner Johnson suggested adding a question, How often do you use the park? Commissioner Weidner asked, what is the geographic boundary for the survey? Mr. Grode answered 500 feet from the edge of the park property. He also would post a sign at the park to inform additional users. Commissioner Weidner said the survey area might be made larger since many residents walk to the parks. Commissioner MacSwain suggested having the survey available at the park also, perhaps via a scannable QR code at the playground structure. He also noted that drainage is very poor at Meadowlark Park and that a paved path might be more beneficial than a playground. The survey might address the desire for more trail connections to parks. Page 2 of 3 Parks and Recreation Commission Meeting October 25, 2021 Mr. Grode said he will bring a map back to next meeting to discuss how many residents the surveys will be sent to, along with suggested signage, possibly with QR code. UNFINISHED BUSINESS There was no unfinished business. COMMISSION ITEMS Commissioner Johnson asked if the steps to the rock garden/sunken garden are included in the 2022 budget. Mr. Grode said he is not certain whether everything has been finalized by the City Council yet. He will update the Commission at the next meeting. He also brought up the idea of shutting down the tennis and pickleball courts for the season. Last winter there were issues caused by players clearing snow and using ice melt or rock salt causing surface damage. It would help preserve the nets if they are removed for the winter. An arbitrary date could be selected, or the City could do it once there is 1-2" of snowcover. Perhaps staff would look at locking the gates. Commissioner Johnson asked if a sign could be posted and the pickleball community informed about not putting salt down. She would hate to see the gate locked but is in favor of maintaining the courts the right way and taking down the nets. Commissioner MacSwain said it would be good to set a date each year to close the courts, maybe being more flexible the first year but post "starting next year it will be closed on (whatever) date." Vice Chair Souter said she would support posting a date when the courts will be closed for the season but November 1 may be too early, December 1 may be appropriate. She feels the sign should also state that the nets will be removed and that people should not put any chemicals on the surfaces. Commissioner Weidner said this item should be on the agenda and allow public input. Mr. Grode noted if the City removes the nets but does not lock the courts, people may bring in temporary nets. That still leaves the issue of individuals removing snow, possibly damaging the surface and using ice melt. ADJOURNMENT Motion by Commissioner Weidner, seconded by Commissioner Johnson, to adjourn. All in favor. The meeting was adjourned at 7:58 p.m. Stephanie Souter, Vice Chair ATTEST: Jason Grode, Parks Superintendent Page 3 of 3 i11water THE RiFITHPLACE OF MINNESOIA To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: November 29, 2021 Re: 2022 World Snow Sculpting Championship (WSSC) Event Application BACKGROUND The Greater Stillwater Chamber of Commerce has submitted an event application for a special event permit to hold the 2022 World Snow Sculpting Championship (WSSC) at North Lowell Park on January 18, 2022 through January 23, 2022. This is a new event here in Stillwater where teams from around the world will travel to Stillwater, MN, to create snow sculptures while competing for prize money and the title of World Champion. This will be a judged event that will include social events, activities, award ceremonies and entertainment open to the public. Set up will occur starting on January 10, 2022 and go to January 18, 2022, when the event begins. Clean up will occur from January 23, 2022 to January 25, 2022. RECOMMENDATION The Parks and Recreation Commission should review the event application materials and make a recommendation to the City Council regarding approval of the WSSC event application. Attachments: Event Application, Site Plan and Request for Fee Waiver T1111114SNC f111TN►LAOf nr MINNf3OTA EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 09072021 Q_fflce145e Qrlly Date Application Received Type: Event Special Event [vent w/ Contract Event Information Title/Name of Event World Snow Sculpting Championship 01/10/2022 - 01/18/2022 8 am 5 pm Event Date/Time: Set up: Date Time to Actual Event: Date 01/18/2022 - 01/23/2022 Time 4 pm to 6 pm Clean up: Date 01/23/2022 - 01/25/2022 Time 7 pm to 5 pm (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: North Lowell Park (if in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater webs te) The Greater Stillwater Chamber of Commerce is honored to host the Inaugural World Snow Sculpting Championship competition sanctioned by the Association Internationale de Sculpture sur Neige et Glace based in Finland. Teams from around the world will travel to Stillwater, Minnesota to create amazing snow sculptures while competing for prize money and the title of the World Champion. This will be a judged event and will include social events, activities, ceremonies, the people's choice award, and will be fun for the whole family. Estimated Attendance (participants and spectators): 30,000-50,000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 333 Main Street North #202 City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Robin Anthony Phone Number: 651-439-4001 Fax: Cell Phone: 612-860-0947 Email Address: director@greaterstillwaterchamber.com Website Address: worldsnowsculptingStillwaterMN.com Name of contact person during event: Robin Anthony Cell Phone: 612-860-0947 Alternate contact during event: Lindsay Belland Cell Phone: 651-439-4001 Refer media or citizens inquires to: Robin Anthony Phone: 651-439-4001 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Sizes and TBD quanitity Will any signs/banners be put up No ■ Yes ® Number and size: Will there be any inflatables? No ® Yes ■ Insurance certificate from rental vendor is required Piped in music, possible Fees for electricity may Will there be entertainment? . No ■ Yes ® What type: Instructions outdoor music, apply see 10 am - 10 pm each day except for Will sound amplification be used? No • Yes F:1 Hours and Type: 6pm Sunday. Sunday will conclude at and 30 x 50 Will a stage or tent(s) be set up? No • Yes ® Dimensions:20x20 Will there be temporary fencing? No ® Yes ■ How many 5-8 Fees for electricity may Will merchandise/food items be sold? No • Yes F:1 Instructions vendors expected: OPP!Y see Will food be prepared on site? No ■ Yes M Contact Washington County Health Department 651-430-6655 Will cooking operations be conducted? No • Yes f' Contact Stillwater Fire Department 351-4950 Will alcohol be served but not sold? No FA Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No ■ Yes M. See Alcohol Regulations in the Instructions Will there be a fireworks display? No M Yes ■ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Lots 11, 9, 5 and 4, gazebo, stage down by the river and possibly lanterns down by the river. The WSSC Steering Committee is working with the city on specific needs. Lot 11 and 9 only during the snow making portion. Both can be availabe by the 18th. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Social media, posters, radio, TV, press release, flyers, interviews, etc. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No O Yes G1 Start/End Time: See attachment Date: City Sidewalks or Trails No ■ Yes Start/End Time: See attachment Date: Public Parking Lots or Spaces No ❑ Yes D. Start/End Time: See attachment Date: Fees may apply Will event need barricade(s)? No • Yes rj Number needed: TBD Instructions see Fees may apply Will extra picnic tables be needed? No ■ Yes f< Number needed: Possibly bons Instructions see Will portable restrooms be needed? No • Yes IN Number needed: Will contract directly Fees may s see Instructionbons Fees moyopp/y Will extra trash receptacles be needed? No IIIYes M Number needed: Will contract directly see Instructions Describe trash removal and cleanup plan during and after event: The Chamber will work with local vendors, the Steering Committee and City for clean up days. Will event need traffic control? No IM Yes IN Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: The Steering Committee has a Workstream for Public Safety that will convene as the event gets closer to define needs. Fees may apply see Instructions „ „ Will No Parking Signs be needed? No ■ Yes 0 Number needed: TBD Showlocation(s)onsitemap Will event need security? No • Yes 0 If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: Security Specialist overnight and regular PD during the day Will event need EMS services? No ■ Yes Kg Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Will reach out to Lakeview and/or our Blue Medic Co. Describe the emergency action plan if severe weather should arise: If high winds, blizzard, or servere cold occurs, a decision on postponing or canceling the event will occur. The Chamber will work with local and state law enforcement to make that decision. The Water Street In will host the warming house for the teams when they need to go indoors. List any other pertinent information: Please note this is the first year of this event and planning is underway. We will continue to work with the city and other partners as the event gets closer on what our needs will be. Thank you for your partnership! The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 certify that the information prove Is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information pro v+taaQlication. I realize my submittal of this application request constitutes a contract between myself and the City of t-itrwa n s gel mobility. 09/08/2022 Signature of Applicant or Authorized Agent Date -T-yr "17'r .•7- • 4 • • .-4; e-57,4"-rf • - gd-• • , • ist::-jvCrrA• twrtt .‘T11- t / re I M2:2 Concession/Warming/Beer Tent 4 .40! 6. 4.. GREATER STILLWATER CHAMBER of COMMERCE October 5, 2021 333 Main Street North #202 Stillwater, MN 55082 651-439-4001 www.GreaterStillwaterChamber.com Mayor and Council Members City of Stillwater 216 4th Street North Stillwater MN 55082 Dear Mayor and Council Members: As part of the Wintertime in Stillwater Campaign initiated last year, and in conjunction with the City's strategic plan to strive to make Stillwater a year-round destination, the Greater Stillwater Chamber of Commerce (Chamber) is looking to host two winter events in the month of January to boast the economy and bring business to the City of Stillwater; in what normally is a quiet time for our business community. We have already been working with staff and council members to bring these events to our beautiful parks in Stillwater and will continue the work through first quarter. This letter refers to the World Snow Sculpting Championship (WSSC). The Chamber is a local non-profit 501c(6) and recently, yet not officially announced yet, has been approved to implement a Greater Stillwater Chamber Foundation which is a 501c(3). The WSSC will be managed out of the foundation. We are excited to partner with the City of Stillwater for locals and visitors to enjoy this long weekend experience in downtown. Our contract with Winter Fun LLC is for three years if it goes well; and we decide to keep it in Stillwater, with right of first refusal after that. Lake Geneva, Wisconsin hosts the national championship, and just last year their February weekend brought in over 60,000 visitors; and the region brought in 3.1 million dollars to the economy. That weekend in Lake Geneva exceeded the previous July 4th weekend in revenue and visitors. This type of effort is in direct alignment with the city's strategic plan and would greatly benefit our businesses in first quarter. World Snow Sculpting Championship (WSSC) January 18-23, 2020 Location: North Lowell Park on both sides of the Gazebo, parking lots 4-5-9, Myrtle Street (the portion in front of the Gazebo), along with other inside venues in the city. High level park logistics: Snow making will be conducted in lot 9 January 10-17th and the snow will move to the park to build the forms (all weather dependent). To properly implement this production, additional electric will need to be added to the area around lot 9 and this effort is already underway with cooperation from Xcel Energy, public works, the Chamber and O'Neil Electric. There will be two tents set up for concessions, 10-13 Snow Forms, a small snow slide, music piped in the park and live music (weather permitting) in the Gazebo on Saturday Night for the closing ceremonies and awards; and The World's Coolest Block Party on Saturday night. The sculptors will need equipment such as scaffoldings, ladders, shovels, lights etc. (purchased by the Chamber) as well as equipment to make and move the snow. There will need to be a work trailer(s) to house the equipment when not in use, four -wheelers, snow mobiles and tents for sponsors with the amount TBD. We will continue to work with the Steering GREATER STILLWATER CHAMBER of COMMERCE 333 Main Street North #202 Stillwater, MN 55082 651-439-4001 www.GreaterStillwaterChamber.com Committee and city staff on these logistics and additional needs and resources as we continue to learn and build out this new event to Stillwater. Program: Tuesday, January 18th Exhibition in the park for the public to view and learn / music piped in 9 am — 9 pm. Evening event: Meet the teams, review rules and regulations with Winter Fun LLC, WSSC Steering Committee at the Lumberjack (private event) Wednesday, January 19th 9 am — 3 am snow sculpting in park. Concession tents open 10 am — 9 pm / No Liquor sold. Music piped in 9 am — 9 pm. Evening event: Opening Ceremony at the JX Event Center. Team introduction, sponsors, dignitaries, and open to the public, limited seating Thursday, January 20th 6 am — 3 am snow sculpting in the park. Concession tents (including liquor) open 10 am — 9 pm / music piped in 9 am — 9 pm. Food Trucks 10 am — 9 pm / Evening event: Chamber Mixer at the Water Street Inn — celebrating 130 years and volunteer appreciation Friday, January 21st 6 am — 3 am snow sculpting in the park. Concession tents (including liquor) open 10 am — 9 pm / music piped in 9 am — 9 pm. Food Trucks 10 am — 9 pm / Evening event: Sponsorship appreciation at Forge and Foundry (private event) Saturday, January 22"d 6 am — 2 pm snow sculpting in the park. Concession tents (including liquor) open 10 am — Midnight / music piped in 9 am — 7 pm. Food Trucks 10 am —10 pm / Evening Event: Awards — Closing Ceremony 4 pm at the Water Street Inn OR, the Gazebo (weather dependent). 7 pm — Midnight. THE WORLD'S COOLEST BLOCK PARTY at the Water Street Inn, Beer Tent in lot 4, outside Myrtle Street to the Gazebo, Chestnut Plaza, music in the Gazebo (weather dependent) Sunday, January 23rd Concession tents (including liquor) open 10 am — 6 pm / music piped in 9 am — 6 pm or possibly live band. Possible Food Trucks 10 am — 6 pm / Day event: 'MinneSNOWta Nice' / We currently have a team working on activities and fun in the park to focus on our state of Minnesota. Examples: Wild Rice Cookoff Competition, snowman competition, kids' activities, etc. We are seeking City Partnership for this event which includes: • In -kind use of the South Lowell Park • In -kind use of electric • A link on the city website to the event site • City promotion of the event • In -kind cost for water from hydrants • Possible storage for the snow forms and some small equipment • In -kind plowing and snow removal — understanding that if there is a snow emergency the priorities are the city • In -Kind Public Safety, we will have overnight security during the event by a security firm • In -Kind Parking for visitors, we will also have shuttles • Ability to keep up the onsite units through January 17-January 31, 2022, for guests and both WSSC and Fire & Ice Event The Chamber: • The event would be hosted by the Chamber in partnership with the City of Stillwater.... GREATER STILLWATER CHAMBER of COMMERCE 333 Main Street North #202 Stillwater, MN 55082 651-439-4001 www.GreaterStillwaterChamber.com • The City logo would be placed on our website and listed as a sponsor on all marketing materials • Provide open invitations to all the ceremonies and events to City Council and Department Heads • Provide an opportunity for the city to be interviewed by local and national news, and possibly international • This event will be great exposure for the City Since we do plan to us the Gazebo during this event, we ask that the Gazebo tree come down prior to January 14, 2021, for this event. In addition, the location of the Christmas tree may need to be modified with the location of the slide. The Chamber is also seeking a program where we may be able to get some of the funds we will be spending on the permanent electricity to lot 9 returned. For example, if other large events need to use this electric in the next five years, could the Chamber get some of those funds returned directly or indirectly? This event is also sponsored by Discover Stillwater and Explore Minnesota, and we look forward to having this event in our historic downtown Stillwater, hosted by the Chamber in partnership with the City of Stillwater. This is a $150,000 investment for the Chamber of Commerce, so we value and appreciate your partnership and sincerely appreciate all you do. Warmest Regards, Robin Anthony, IOM Executive Director/President Greater Stillwater Chamber of Commerce cc: Tom McCarty, City Administrator; Beth Wolf, City Clerk; Jason Grode, Parks Superintendent i11water THE RiFITHPLACE OF MINNESOIA To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: November 29, 2021 Re: 2022 Fire & Ice North Lowell Park Event Application BACKGROUND The Greater Stillwater Chamber of Commerce has submitted an event application for a special event permit to hold the 2022 Fire and Ice event at North Lowell Park on January 28, 2022 through January 30, 2022. This returning event in Stillwater will utilize North Lowell Park and Mulberry Circle. This event features 3-5 Hot Air Balloons (weather permitting), a beer tent and fire pits. On Saturday, January 29, 2022, they are proposing to have the historic ice cream social. They are proposing to have set up occur starting on January 27, 2022, and clean up to occur on January 31, 2022. RECOMMENDATION The Parks and Recreation Commission should review the event application materials and make a recommendation to the City Council regarding approval of the Fire & Ice Lowell Park event application. Attachments: Event Application, Site Plan and Request for Fee Waiver TMC ►IMTM/LAC[ Of MIM=CTA EVENTS PERMIT APPLICATION 216 4th Street North, Stillwater, MN 55082 Telephone: 651-275-4101 Fax: 651-275-411 Small: pubwrks@cl.stlllwater.mn.us Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 11/2/21 Office Use Only Date Application Recepved Type: Event Spe$'al Event Event w/ Contract Event Information Title/Name of Event Fire & ice Event Date/Time: Set up: Date 1/27/21 gam Time to 6pm Actual Event: Date 1/28/21-1/30/21 Time 10am to 10pm Clean up: Date 1/31/21 Time 6am to 6pm (Events after 10:00 p.m. require a variance from City Council; Location (Address) of Event: (If In Lowell Park please specify north or south Lowell park) Lowell Park- North Side Only & Mulberry Circle Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) The Fire & ice event will feature 3-5 Hot Air Balloons (weather permitting), a beer tent and fire pits. Akditionaly historic Ice Cream Social will take place. This event is in conjuction with the Fire & Ice Pond Hockey on Lily Lake (seperate application) on Saturday, the Toumament taking place Estimated Attendance (participants and spectators): Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 333 Main St. N. Ste. 202 City, State, Zip Code: Stillwater MN 55082 Primary Contact/Applicant Name: Robin Anthony, Executive Director Phone Number: 651-439-4001 Fax: Cell Phone: 612-860-0947 Email Address: director@greaterstillwaterchamber.com Website Address: greaterstillwaterchamber.com Name of contact person during event: Robin Anthony, Executive Director Cell Phone: 612-660-0947 Alternate contact during event: Lindsay Belland, Events Coordinator Cell Phone: 651-955-8065 Refer media or citizens inquires to: Stacie Jensen, Communications Manage Phone: 651-439-4001 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Inclu any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a arade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, sig age and indicate route direction with arrows. Event Features Will any signs/banners be put up No ■ Yes F i Number and size: "FI D Will there be any inflatables? No M Yes IN Insurance certificate from rental vendors required Will there be entertainment? No a Yes ■ What type: Fees for electricity may apply see Instructions Will sound amplification be used? No MIYes M.Hours and Type: Johnny's TV- Music over two speakers Will a stage or tent(s) be set up? No • Yes f.-1 Dimensions:20x60 Tent Will there be temporary fencing? No F_i Yes • Will merchandise/food items be sold? No • Yes g, How many vendors expected: - 3 Fees for electricity may apply see Instructions Will food be prepared on site? No II Yes a Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No �:. Yes ' Contact Stillwater Fire Department 351-4950 Will alcohol be served but not sold? No M Yes • See Alcohol Regulations inthe instructlors Will alcohol be sold? No • Yes .}' See Aicoho/Regulations inthe Instructions Will there be a fireworks display? No Yes • Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Electric box north of lower stage- will be running extension cords to power tent lights/heat — Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Social Media, press release, local papers, flyers . City Services (After reviewing the event application, City services may be requrred for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ■ Yes U. Start/End Time: 6am-10pm City Sidewalks or Trails No KA Yes ■ Start/End Time: Public Parking Lots or Spaces No P1 Yes • Start/End Time: Date:1/27-1/30/21 Date: Date: Will event need barricade(s)? No IN Yes ri Number needed: 2 Fees` may pply see Instrucbonstons Will extra picnic tables be needed? No 4 Yes • Number needed: Fees may apply see Instructions Lions Fees may apply see instructions Will portable restrooms be needed? No MIYes !A Number needed: Fees may apply see Instructions Will extra trash receptacles be needed? No ■ Yes M.Number needed: Describe trash removal and cleanup plan during and after event: Contracted with Maroney's & Onsite for assistance, 651-351-4900 Will event need traffic control? No f3 Yes ■ Contact Stillwater PollceDepartment Describe crowd control procedure to ensure the safety of participants and spectators: I oh cc G,c„ y} y- a i Lt. v1.'!L-e e is-c Fees may apply see Instructions Show location(s)onsite map Will "No Parking Signs" be needed? No M Yes • Number needed: Will event need security? No X Yes ■ If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No R. Yes III Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Call 911 Describe the emergency action plan if severe weather should arise: Move indoors- surrounding buildings List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from persons or property, all expenses and other liability that may result from this activity. Depending on the size "Certificate of Insurance" may be required, If insurance is required, the policy must be kept in force during th statutory limits for municipalities covering claims that might be brought against the event that arise out of th name the City as an additional insured on their policy "as their interest may appear." As the sponsor or auth that the information provided is true to the best of my knowledge and agree to pay the permit fee for this ev information provided in this application. I realize my submittal of this application request constitutes a contr City of Stil r and l as el e4 of Liability. ign: • ApplicantorAuthorize• Agent nd against all damages to f and scope of the event a event of at least the events authorized and to ized representative, I certify t based upon the ct between myself and the L( Date GREATER STILLWATER CHAMBER of COMMERCE November 4, 2021 333 Main Street North #202 Stillwater, MN 55082 651-439-4001 www.GreaterStillwaterChamber.com Mayor and Council Members City of Stillwater 216 4th Street North Stillwater MN 55082 Dear Mayor and Council Members: As part of the Wintertime in Stillwater Campaign initiated last year, and in conjunction with the City's strategic plan to strive to make Stillwater a year-round destination, the Greater Stillwater Chamber of Commerce (Chamber) is looking to host again the Fire and Ice event January 28-30, 2022. We are excited to partner with the City of Stillwater again for locals and visitors to enjoy this winter experience in downtown and up on the hill both. Sara Jespersen is managing and executing the pond hockey at Lilly Lake in partnership with the Herb Brook Foundation. We are seeking City Partnership for this event which includes: • In -kind use of the North Lowell Park • In -kind use of electric • A link on the city website to the event site • City promotion of the event • Possible storage for the snow forms and some small equipment • In -kind plowing and snow removal — understanding that if there is a snow emergency the priorities are the city • In -Kind Public Safety The Chamber's Partnership will include: • The event would be hosted by the Chamber in partnership with the City of Stillwater.... • The City logo will be placed on our website and listed as a sponsor on all marketing materials Thank you for your consideration and the opportunity to continue our collaborative efforts bringing Wintertime to Stillwater. Warmest Regards, Robin Anthony, IOM Executive Director/President Greater Stillwater Chamber of Commerce cc: Tom McCarty, City Administrator; Beth Wolf, City Clerk; Jason Grode, Parks Superintendent i11water THE RiFITHPLACE OF MINNESOIA To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: November 29, 2021 Re: 2022 Fire & Ice Pond Hockey Event Application BACKGROUND The Greater Stillwater Chamber of Commerce has submitted an event application for a special event permit to hold the 2022 Fire and Ice Pond Hockey event at Lily Lake Park on January 28th, 2022 through January 30th, 2022. This event will utilize Lily Lake, along with parking in Lily Lake Park. They are proposing to set up Four pond hockey rinks that are approximately 140' x 75' with 18" boards, set at the center of Lily Lake. A tent will be set up at the center of the rinks for participants to spectate and take on/off skates. Half of the parking lot (81 parking spots) will be set aside for this event. Any overflow parking is planned for Lakeview Hospital, if approved. Teams will consist of 8 players and 40 teams are expected. They are proposing to have set up occur starting on January 27th & 28th, 2022, and clean up to occur on January 30th, 2022. RECOMMENDATION The Parks and Recreation Commission should review the event application materials and make a recommendation to the City Council regarding approval of the Fire & Ice Pond Hockey event application. Attachments: Event Application, Site Plan and Request for Fee Waiver THE $IIITH►LACE Of MINNESOTA EVENTS PERMIT APPLICATION 216 4th Street North, Stillwater, MN 55082 Telephone: 651-275-4101 Fax: 651-275-4112 Email: pubwrks@ci.stillwater.mn.us Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 9 24.21 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Fire and Ice Pond Hockey Event Date/Time: Set up: Date Jan 27/28 9am Time to 4pm Actual Event: Date Jan 28, 29, 30th Time 9am to 5pm Clean up: Date Jan 30th Time 5pm to 7pm (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) Lily Lake Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Four pond hockey rinks approx. 140 x 75 feet with 18" boards, set at center of Lily Lake. One tent will be at the center of the rinks for participants to spectate, take on and off skates. Picnic tables moved from local park to nearby rinks. Food/drinks provided by local food truck (if weather allows). AHA will organize the tournament, place the teams, provide a schedule and all officials on day of. Stillwater Hockey will provide volunteers for parking lot direction, snow clearing, & rink board management. Rink will be provided, set up and torn down by Posch builders. Doug Brady will work with us on rink flooding - he will also set aside half the parking lot for event (81 parking spots). Overflow parking is planned for lakeview hospital (pending approval - last year tentative approval was given providing no COVID issues). Teams are composed of 8 players, 40 teams expected. Estimated Attendance (participants and spectators): 400 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Stillwater Chamber of Commerce Mailing Address: 333 Main St N, City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Sara Jespersen Phone Number: 6513083552 Fax: Cell Phone: 6513083552 Email Address: sara@thelumberjackmn.com Website Address: https://www.facebook.com/fireandicepondhockey Name of contact person during event: Sara Jespersen Cell Phone: 6513083552 Alternate contact during event: Dave Swensen CeII Phone: 6127304438 Refer media or citizens inquires to: Sara Jespersen Phone: 6513083552 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up Yard signs for directional purposes (5) Number and size: banners to recognize sponsors (1) No ■ Yes 12 Will there be any inflatables? Yes ❑ Insurance certificate from rental vendor is required No ►/ Will there be entertainment? What type: Fees for electricity may apply see Instructions No 1, Yes • Will sound amplification be used? Yes ❑ Hours and Type: No �i Will a stage or tent(s) be set up? Dimensions: No • Yes ►j Will there be temporary fencing? No _1 Yes • Will merchandise/food items be sold? Yes ® How many maybe 2 Fees for electricity may vendors expected: apply see Instructions No ■ Will food be prepared on site? Contact Washington County Health Department, 651-430-6655 No ►, Yes • Will cooking operations be conducted? Contact Stillwater Fire Department, 351-4950 No ►A Yes • Will alcohol be served but not sold? No ►_IE4- See Alcohol Regulations inthelnstructions Will alcohol be sold? Yes ► i See Alcohol Regulations in the Instructions No • Will there be a fireworks display? No ® Permit required, contact Stillwater Fire Department, 651-351-4950 Yes III Describe power needs and location of power source. The food trucks are self contained for energy needs. Depending on weather we may need a power cord from the rec center to the ice. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Social Media and Press release (nothing created yet). We have also partnered with Herb Brooks Foundation on co -promotion and marketing. We will co -promote with the Chamber for the Fire and Ice weekend event at large. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: City Streets or Right-of-way City Sidewalks or Trails Public Parking Lots or Spaces If yes specify location Yes ❑ on site map. Start/End Time: Date: Start/End Time: Date: Start/End Time: 1/28 9am Date: 1/30 7pm No ►2 No 12 Yes IN No • Yes * Will event need barricade(s)? No CS Fees may apply Number needed: see Instructions Yes • Will extra picnic tables be needed? Fees may apply Number needed: 8 if possible bons see Instructions No • Yes 1:! Fees may apply Will portable restrooms be needed? No • Yes 1l Number needed: 4 see Instructions Fees may apply Will extra trash receptacles be needed? No • Yes ® Number needed: 2 see Instructions Describe trash removal and cleanup plan during and after event: Work with Maroney's for two trash receptacles for drop off Friday morning for event use and pick up scheduled for Monday moming. Will event need traffic control? No F.1 Yes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Signs will show enter and exit path. Volunteers will manage parking lot safety and traffic flow. Spectators will be guided towards walkways by use of carpet runners. Fees may apply see Instructions „ Will No Parking Signs„ be needed? No I:I Yes • Number needed: Showlocatian(s) on site map Will event need security? No ® Yes • !f event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ■ Yes ® Contact Lakeview EMS,651-430-4621 Describe plans to provide first aid, if needed: We will contact Lakeview to let them know abou the tournament as well as emergency services. Describe the emergency action plan if severe weather should arise: Players and participants would seek shelter in the Rec center should dangers conditions occur. List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and ' e eo Io ► ity. Signature of Applicant o Ar or 9.24.21 Date Plop TaVe..reopbes s' Rc�ic TabI */B �M1cs Rapable Vienr a a a• Alcohol only on ice area - nothing in lot Parking lot area a) n3 0 GREATER STILLWATER CHAMBER of COMMERCE November 4, 2021 333 Main Street North #202 Stillwater, MN 55082 651-439-4001 www.GreaterStillwaterChamber.com Mayor and Council Members City of Stillwater 216 4th Street North Stillwater MN 55082 Dear Mayor and Council Members: As part of the Wintertime in Stillwater Campaign initiated last year, and in conjunction with the City's strategic plan to strive to make Stillwater a year-round destination, the Greater Stillwater Chamber of Commerce (Chamber) is looking to host again the Fire and Ice event January 28-30, 2022. We are excited to partner with the City of Stillwater again for locals and visitors to enjoy this winter experience in downtown and up on the hill both. Sara Jespersen is managing and executing the pond hockey at Lilly Lake in partnership with the Herb Brook Foundation. We are seeking City Partnership for this event which includes: • In -kind use of the North Lowell Park • In -kind use of electric • A link on the city website to the event site • City promotion of the event • Possible storage for the snow forms and some small equipment • In -kind plowing and snow removal — understanding that if there is a snow emergency the priorities are the city • In -Kind Public Safety The Chamber's Partnership will include: • The event would be hosted by the Chamber in partnership with the City of Stillwater.... • The City logo will be placed on our website and listed as a sponsor on all marketing materials Thank you for your consideration and the opportunity to continue our collaborative efforts bringing Wintertime to Stillwater. Warmest Regards, Robin Anthony, IOM Executive Director/President Greater Stillwater Chamber of Commerce cc: Tom McCarty, City Administrator; Beth Wolf, City Clerk; Jason Grode, Parks Superintendent iliwater THE BIRTHPLACE OF MINNESOIA To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: November 29, 2021 Re: Winter Seasonal Closure of Pickleball and Tennis Courts BACKGROUND At the October Parks and Recreation Commission meeting, there was a discussion regarding the transition of the pickleball and tennis courts moving into the winter months. Staff was directed to hold off on closing up the courts for the season until after the November Parks and Recreation meeting. Staff is seeking direction from the Parks and Recreation Commission for a winter closure policy for pickleball and tennis courts moving forward to reduce the potential damage that can occur to the courts and nets during the winter months when mechanical and chemical methods are used for removing snow and ice. A survey of eight nearby municipalities was conducted by City staff and the results are included in this packet. Almost all of the other municipalities removed their pickleball nets during the winter months in the late Fall months (October or November) and closed down their courts to winter use. Pickleball players were encouraged to use indoor facilities during the winter months. We have also included a petition from Stillwater area residents seeking use of one of the courts for pickleball use during the winter months. Staff recommends that all of the permanent tennis and pickleball nets be removed for the winter months along with locking up the courts at Northland, Lily Lake, Staples and Liberty Square Park(s). This would be consistent with other municipalities in the area and would help preserve the nets and court surfaces for future years. Moving forward, this seasonal transition could happen by a date established by the Parks and Recreation Commission (e.g. November 15t or 151 with the option to keep the courts open during seasons when the daytime temperatures remain above freezing to allow for extended outdoor play. Once the daytime temperatures drop consistently below freezing or are ice/snow covered, the courts could then be closed for the Winter. RECOMMENDATION The Parks and Recreation Commission should make a recommendation to staff regarding the closure of the courts this year along with a recommendation for future years including: when to close the courts and remove the nets, along with if and when to lock up the courts. Included: Park Survey and Winter Pickleball Petition iliwater THE DIRTHFL*CE OF MINNESOTA November 2021 Pickleball Court Survey iliwater THE NI N T H P L A C E O F MI H H E S OTA City Pickleball Court Location Pickleball Courts Closing Date? Remove Nets? Lock up Courts? Blaine, MN Lexington Athletic Complex 4+ None; Remain open year round for now Not yet* Not yet* Cottage Grove, MN Granada Park 3 Based on Weather; usually Daylight Savings Yes No Forest Lake, MN Fenway Park 7 Typically 10/15; Closed Nov. 1 this Year Yes Yes Hudson, WI Anderson Park 4 Based on Weather, Usually < 40F Yes Not Yet* New Richmond, WI Mary Park 4 Based on Weather; Closed Nov. 1 this Year Yes Not Yet* River Falls, WI Glen Park 4 Based on Weather; Closed Nov. 10 this Year Yes Not Yet* Shoreview, MN Bobby Theisen Park 8 Based on Weather Yes No Woodbury, MN Shawnee Park 6 Based on Weather; Expect Late Nov. this Year Yes Not Yet* * Cities that are considering locking up courts if issues arise from snow/ice removal damage or increased vandalism to courts WINTER PICKLEBALL PETITION We, the undersigned, are all Stillwater area resident pickleball players that enjoy playing outside all year round. We request access to one of the courts (Northland, Lily Lake, or Staples) during the winter months. We understand that salt or other de-icers are not to be used on the courts. We also understand that only non-metal snow shovels can be used to clear the courts. eTv3-5 Printed Name 17) p_ ° 'Address 14 S 1 j `1(,)42/7 Cary or Township r (T- Fr6v6, pU m me: 1z- I i 2 5 FAR -Az -woo ID Lev • cT) L- L-\iv /\T G ft_ 'Il.: - - 1-+r ',ice • ... 9 y • IA Q • 5.'10 e1t[ 40 61 4 . 'Ton Foie kooi ow, A-1 51/3-R, f� ,�, a 1► . j g v IR (/i c- l � ,�n1 Ip f Ai . B4 -, r I .� -►-er . 30 n e- r iNe rod L(/. Pc 4-.4 SE rah (V V"„.• &� �64. i�/ I !n t D) � '! G f �- G°q i%' _ ' _ 1 F D 1` C___' _ L[ I �J' til-- up, p [ L f . ! i - d EA a , • r `!- - r - yi,X6 % fk o".:_t_.,?` t 1, _ r S ) l, f'WL{? y� • • • , 7 . r I. L J O iW Oa 6 + If � a r e0. L`� . L� tic ��L1b - r6N tt6-) lV\iV�lel;A�_ (? L 41 r f-i‘fcf f,tiilz- `ti ''. , . A. TIJIIAIW y irA.-- ANNYIATMWAII r. y O <. 11 16.211AMAW .- X , • '! t. --; ' l 1 t J—J ` 1 s r + \ Fpc-y-i.o. r} V l� .,�..�--3r' L. .L.z w J 1.1r'..,t-. .J •. 7 J 1,��•u.4Y r').:..)4 i . V „I.., 7 4;ii : 1 FJ ) Z_ 'fz_t)Ir G t� 5, C3 J L.. 1 /)1 4-' ,- r I 1 i-: /: c �- (�L.s.r- Li--; . ,e; /1 `l0 . 7 1•. � r°4 4Ia '„-' A ._ , _ <i '' A A. SiAPM1-4-1-7-- ,_ - C ' ''' ' itvi l-.� iL. Yl �'1 .[�All.4 -fins4 • OU: \ ) 4,1.i -e VI l' ■ 11:4e irN off/ 1 M/ .�' � i11water THE RiFITHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: November 29, 2021 Re: Playground Survey for Neighborhoods and Mailing List BACKGROUND The City of Stillwater replaces and refurbishes playgrounds each year to make them safer and ADA accessible for residents. In 2022, the City of Stillwater is planning to replace the playgrounds at Anez Ridge Park and Meadowlark Park. As was mentioned at last month's Parks and Recreation Commission meeting, staff will mail out a link to a survey to the residents who live in the immediate area of those parks in an effort to get feedback on the equipment there and any other amenities. Included in this packet are sample questions that we plan on including on the surveys for each of those parks. At the October meeting, the Parks and Recreation Commission asked staff to come back with the number of addresses that would receive a mailing notification at 500 feet versus 1,000 feet from the park properties. For Anez Ridge Park, a 500-foot radius would include 96 addresses and a 1,000-foot radius would include 170 addresses. For Meadowlark Park, a 500-foot radius would include 89 addresses and a 1,000-foot radius would include 266 addresses. With consideration for the costs associated with a mailing (including staff time), staff recommends sending the notification for the survey to all residential properties within 500 feet of each of the parks. In addition to this mailing, staff would post a sign at each park location with city contact information along with posting a link in the city newsletter and on the city website. RECOMMENDATION The Parks and Recreation Commission should make a recommendation to staff for any other edits to the survey questions along with a recommended radius for the survey notification mailing. Included: Park Survey questions and mailing map(s) llwater THE BIRTHPLACE OF MINNESOTA Park Survey Questions 1. If the site contains trees. Would you prefer: a. More trees preserved and less open spaces b. More of a balance between preserving trees and providing open spaces c. Other suggestions: 2. Would you like to see a park that provides: (select all that apply) a. Lots of open facilities and spaces for children b. More quiet, landscaped areas c. Benches and picnic tables d. Balance of open spaces and passive landscape areas e. Other suggestions: 3. What type of park facilities would you like to see provided in this park: (select all that apply) a. Playground equipment for children ages 2 to 5 b. Playground equipment for children ages 5 to 12 c. Half -court basketball court d. Park shelter for picnics or social gatherings e. Trails through Park; connecting to nearby Streets or other Neighborhoods. f. Other suggestions: 4. Please list the number of children in your family in each age group: a. 2 to 5 years b. 6 to 12 years c. 12 to 18 years 1300 1504 1198 1940 1940 STI LLA'AT 14200 Highway 3' • Il_CANU0Tw 180 031801 731 723N715 804 800 0E1702 HA1Rt- ID:1 Parcels Parcel ID: 3303020340011 Zco m to 14298 .j-ft-F.i UF'F LAN Tiri 701 1604 1606 1608 14575 14560 op ! 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