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HomeMy WebLinkAbout2021-11-29 PRC MIN 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES November 29, 2021 REGULAR MEETING 7:00 P.M. Vice Chair Souter called the meeting to order at 7:02 p.m. Present: Vice Chair Souter, Commissioners Christensen, Johnson, Macswain, Weidner, Councilmember Polehna Absent: Chairman Brandt, Commissioner Nelson Staff: Parks Superintendent Grode APPROVAL OF MINUTES Possible approval of minutes of October 25, 2021 meeting Motion by Commissioner Weidner, seconded by Commissioner Johnson, to approve the minutes of the October 25, 2021 meeting. All in favor. OPEN FORUM Terry Poirier, Withrow, asked why there is no sign at Pioneer Park indicating the park name. Parks Superintendent Grode said he plans to brief the Commission on the need for consistent signage to identify parks. Councilmember Polehna added that the City is working on branding and a consistent logo. NEW BUSINESS World Snow Sculpting Championship (WSSC) Event Application Parks Superintendent Grode reviewed an application from the Greater Stillwater Chamber of Commerce for a special event permit to hold the 2022 World Snow Sculpting Championship (WSSC) at North Lowell Park January 18-23, 2022. It will draw teams from around the world competing for prize money and the title of World Champion, with an expected attendance of 30-50,000 people. It includes social activities, award ceremonies and entertainment open to the public. Set-up will be January 10-18 and clean-up will be January 23-25. The Commission is asked to review the event application and make a recommendation to the City Council. Commissioner Johnson asked what is the purpose of the review, as it appears the event will happen regardless of whether the Commission recommends approval. Mr. Grode replied that review by the Parks Commission is part of the event application process. One area where the Commission may make a recommendation is the request for waiving park fees, though fees may only be waived by the City Council. Often the events are already in motion but there are details to be discussed and questions answered. Commissioner Johnson asked if there will be an admission fee. Parks and Recreation Commission Meeting November 29, 2021 Page 2 of 4 Robin Anthony, Executive Director/President of the Greater Stillwater Chamber of Commerce, said there will be no admission fee. The Chamber is investing $150,000 to host the event. Commissioner Weidner said it will help meet the goal of making Stillwater a year-round City. Motion by Commissioner Weidner, seconded by Commissioner Christensen to recommend approval of the World Snow Sculpting Championship (WSSC) Event for 2022. All in favor. Fire & Ice North Lowell Park Event Application Mr. Grode reviewed the event application from the Greater Stillwater Chamber of Commerce for a special event permit to hold the 2022 Fire & Ice event at North Lowell Park and Mulberry Circle January 28-30, 2022. This returning event features three to five Hot Air Balloons (weather permitting), a beer tent and fire pits, and ice cream social. Set-up will be January 27 and clean-up will be January 31. The Commission should review the event application and make a recommendation to the City Council. Commissioner Macswain asked about snow removal and snow storage. Mr. Grode responded that the City will work with event organizers for snow removal. Snow storage will need to be considered in order to allow people to walk through the park. Commissioner Macswain remarked that, considering both events, it looks like a lot is going on but if staff feels confident, that is the most important thing. Mr. Grode noted that the WSSC event is using the area of the park from the snow slide south to the bridge. Most of the Fire & Ice event will be from the snow slide to the north. Ms. Anthony added that these events take place when business is slow, and are in direct alignment with the City’s strategic plan to be a year-round city. Motion by Commissioner Johnson, seconded by Commissioner Christensen, to recommend approval of the Fire & Ice event for 2022. All in favor. Fire & Ice Pond Hockey Event Application Mr. Grode stated that the Greater Stillwater Chamber of Commerce has submitted an event application for a special event permit to hold the 2022 Fire & Ice Pond Hockey event at Lily Lake Park January 28-30, 2022. 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. Overflow parking will be at Lakeview Hospital. Teams will consist of 8 players and 40 teams are expected. They are proposing to set up January 27-28 and clean up January 30. The Commission should review the event application and make a recommendation to the City Council. Vice Chair Souter asked where hockey families going to Lily Lake Ice Arena will park. Mr. Grode replied he is working with Lily Lake Ice Arena Manager Doug Brady and plans to reserve two rows of parking closest to the ice arena for its users. Commissioner Weidner asked, who will clear the surface of the lake for the rinks? Mr. Grode replied that Mr. Brady will help public works plow it. Commissioner Christensen remarked the Commission has previously discussed heavy equipment going onto Lily Lake and he feels it is safe. Parks and Recreation Commission Meeting November 29, 2021 Page 3 of 4 Councilmember Polehna added that when the curling bonspiel was held on Lily Lake in past years, the ice was safe. Commissioner Weidner suggested the lake be kept clear for skating after the event. Commissioner Christensen suggested the Lily Lake Association may be interested in maintaining it, as they had spoken to the Commission previously about more activities on the lake. Motion by Commissioner Weidner, seconded by Commissioner Johnson, to approve the Fire & Ice Pond Hockey Event for 2022. All in favor. Motion by Commissioner Weidner, seconded by Commissioner Macswain, to direct staff to work with the Public Works Department and the ice arena manager to set up the rinks in preparation for the event, and to also ask public works to maintain the rinks post-event. All in favor. UNFINISHED BUSINESS Winter Seasonal Closure of Pickleball and Tennis Courts Mr. Grode stated that at the October meeting, staff was directed to postpone closing the courts for the season until after the November Parks and Recreation meeting. Staff is seeking direction on a winter closure policy for pickleball and tennis courts to reduce the potential damage that can occur to the courts and nets when court users use mechanical and chemical methods for removing snow and ice. Staff surveyed eight nearby municipalities. Almost all remove their pickleball nets and close their courts during the winter, encouraging pickleball players to use indoor facilities. A petition has been received from Stillwater area residents seeking use of one of the courts for pickleball 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 Parks. This would be consistent with other municipalities in the area and would help preserve the nets and court surfaces for future years. This seasonal transition could happen by a date established by the Commission (e.g. November 1 or 15) 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. Commissioner Weidner asked when the courts could reopen in the spring. Mr. Grode said they could be reopened either based on weather, or a certain date. He recommended reopening the courts sometime in April, or May 1. Sandy Hudson, pickleball player, said she too queried other cities. All of them lock the gates and take down the nets in winter. The Stillwater Pickleball Group (150+ people) are mostly in favor of locking the courts in the winter, especially the new courts. The group knows not to use chemicals and shovels but players from other communities come and use them. They have seen the petition from 30 people to leave a court open for them to play outside. It is only a handful of people who want the lights left on at night for night play. There is concern about who would be liable if a player falls on the ice, and about the request to allow play all winter at Northland because with the wind screens, there is no way to see what is going on and sometimes there are skateboarders, dogs and so on causing a safety hazard for players. The group is in favor of locking Northland and removing the nets on a certain date or when the snow falls. Parks and Recreation Commission Meeting November 29, 2021 Page 4 of 4 Commissioner Macswain said he is still concerned about someone bringing in a shovel to clear snow if the court remains open. He suggested making it clear that nets will be taken down by a certain date but if significant snowfall is received, the courts will be locked. Motion by Commissioner Weidner, seconded by Commissioner Macswain, to recommend removing the nets and locking the courts November 15, with the ability to stay open later based on snowfall or temperatures, but no later than December 1, and to reopen the courts April 1. All in favor. Playground Survey for Neighborhoods and Mailing List Mr. Grode stated that in 2022, the City is planning to replace the playgrounds at Anez Ridge Park and Meadowlark Park. As was mentioned at last month’s Commission meeting, staff will survey the residents who live in the immediate area to get feedback on the equipment and other amenities. He presented sample questions. Staff recommends sending the survey to all residents within 500 feet of each of the parks. Staff also would post a sign at each park location with City contact information, include a link in the City newsletter and on the City website. Commissioner Weidner suggested using a 1000 foot radius rather than 500 feet. He asked, once the info comes back, what is the plan? Mr. Grode said the goal of the survey is to get feedback from those who live near and use the park to help in making decisions about playground equipment. The feedback may reveal the current equipment gets little use. The survey also will give them an opportunity to get involved. Vice Chair Souter suggested rearranging the questions to clarify that the trigger for the survey is the need to update equipment and to see if it is being used. Councilmember Polehna suggested instead of the proposed survey questions, presenting the proposed plans for new playground equipment and asking for comments at a neighborhood meeting in regard to each park. It could be at a regular Commission meeting. Motion by Commissioner Weidner, seconded by Commissioner Christensen, to direct staff to prepare plans for both parks, expressing a preferred option, and mail postcards to residents within 1000 feet of each park, inviting them to a January public informational meeting. All in favor. COMMISSION ITEMS Councilmember Polehna said the City Christmas Tree will be placed tomorrow on Chestnut Plaza. The Twinkle Parade is this Saturday. Mr. Grode asked if the Commission would like to reschedule or cancel the next meeting December 20. There are no agenda items at this time. Commission consensus was to cancel. Commissioner Macswain asked if the Commission could establish a work plan to include dates and topics to discuss throughout the year. Staff was directed to add this to the January agenda. ADJOURNMENT Motion by Commissioner Johnson, seconded by Commissioner Christensen, to adjourn. All in favor. The meeting was adjourned at 8:25 p.m. Parks and Recreation Commission Meeting November 29, 2021 C— SeeOemie So ter,XiceChair ATTEST: Q!O' rode, PaA Superintendent Page 5 of 4