HomeMy WebLinkAbout2022-03-17 DTPC Packet
DOWNTOWN PARKING COMMISSION
March 17th, 2022
REGULAR MEETING 8:30 A.M.
I. CALL TO ORDER
II. ROLL CALL
III.
IV. OPEN FORUM - The Open Forum is a portion of the Commission meeting to address subjects
which are not a part of the meeting agenda. The Chairperson may reply at the time of the
statement or may give direction to staff regarding investigation of the concerns expressed. Out
of respect for others in attendance, please limit your comments to 5 minutes or less.
V. UNFINISHED BUSINESS
VI. NEW BUSINESS
2. Discuss Potential Changes to Event Policies
VII. DISCUSSION
VIII. FYI – STAFF UPDATES
IX. ADJOURNMENT
APPROVAL OF MINUTES
1.Possible approval of the February 17th, 2022 regular meeting minutes
DOWNTOWN PARKING COMMISSION MEETING
February 17, 2022
Chair McAllister called the meeting to order at 8:31 a.m.
Present: Chair McAllister, Commissioners Anderson, Bates, Glynn, Lepage, Rheinberger,
Council Liaison Junker
Absent: None
Staff present: Community Development Director Gladhill, City Planner Wittman
APPROVAL OF MINUTES
Possible approval of January 20, 2022 meeting minutes
Motion by Commissioner Rheinberger, seconded by Commissioner Glynn, to approve the minutes of the
January 20, 2022 meeting. All in favor.
OPEN FORUM
There were no public comments.
UNFINISHED BUSINESS
There was no unfinished business.
NEW BUSINESS
Consider Operations and Maintenance of Future Public Parking Lot Associated with Lumberjack Landing
North of 601 Main St N (Zephyr Theatre)
Mr. Gladhill stated that staff would like to have a recommendation from the Downtown Parking
Commission on the operations and responsibilities for the Lumberjack Landing Parking Lot. Options
include, but are not necessarily limited to the following: part of the Downtown Parking District and
operated under the Downtown Parking Commission (also available for general downtown parking);
part of the parks system and operated under the Parks and Recreation Commission (used for
Lumberjack Landing Parking only). The parking lot itself has less than 50 spaces identified for joint
use with the theatre and the possibility of 24 more spaces. The pavement needs to be reconstructed.
Mr. Gladhill went on to explain that historically, the City has leased this lot for use by Zephyr Theatre.
Rather than an annual lease, Zephyr Theatre has requested a perpetual easement that does not need
to be re-negotiated annually. Staff would recommend that the City not sell this lot to Zephyr Theatre.
Chairwoman McAllister and Commissioner Glynn asked about the pedestrian path out of that lot.
City Planner Wittman answered there are not yet final engineering plans yet because it’s a 10-year
park plan but a pedestrian connection is anticipated. A portion of the extension is on MnDOT right of
way. The City has requested a conveyance in that area but cannot do both the improvements on what
is the existing lot and the future expansion until that conveyance occurs. She showed the ownership of
the various parcels.
Downtown Parking Commission Meeting February 17, 2022
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Commissioner Glynn voiced two concerns: 1) The City has had prior issues with private/public lot
arrangements. If it is City property, it should be a City lot and the Zephyr should not be required to do
anything to it. 2) The City should hold itself to the same parking standards as businesses. If the City
builds an amenity, there should be parking associated with it as part of Phase 1 planning.
Commissioner Anderson remarked it would be a very challenging area for visitors to find alternative
parking if parking is not designated. He agrees the parking should be planned as part of Phase 1.
Councilmember Junker stated that when the Aiple Property came up, it caught the City a bit off guard.
A deal was struck with the Zephyr so they could use the lot for overflow parking. Now that
Lumberjack Landing is being designed, it must be determined where park users are going to park,
because there is no onsite parking - it’s strictly a drive through turnaround with little limited space.
Commissioner Glynn asked why the City would require the Zephyr to improve the lot, why wouldn’t
the City do it?
Calyssa Hall, Executive Director of the Zephyr Theatre, said they are very excited about Lumberjack
Landing being built nearby, and are eager to work with the City. The theatre is planning a new
auditorium addition with 330 seats. Part of the approval of those plans by the City Council was
contingent on having enough parking. With just the south lot, they would not have the required
number of spaces for the buildout that was approved. They would like to continue to use the north
parking lot and are interested in something more long term than a lease and want to move forward
with it as soon as possible. Clarity is needed on who will be responsible for maintaining the lot. They
will start the capital campaign in two to three years and anticipate breaking ground in five years.
Mr. Gladhill explained that lease renewal is simply administrative. There could be an easement
specifying a time of use - i.e. evening exclusive use with an up-front, one-time fee to purchase the
easement. This is the staff-preferred route versus annual leasing. The Zephyr would help fund parking
lot improvements via a pro rata share.
Commissioner Rheinberger commented that he dislikes easements in that there is somewhat of a
permanent transfer. The theatre’s business is fine now but at some point it could turn into something
else. He doesn’t mind a lease with a renewal clause, but prefers it to have a beginning and a hard end.
Mr. Gladhill said he will consult the City Attorney on the pros and cons of leases and easements, and
come back with more info.
Commissioner Bates said he would like to see cost estimates and estimated financial responsibilities
for both the Zephyr and the City.
Commissioner Lepage asked about possibly connecting the parking lot to Browns Creek versus
moving the pedestrian access to the park in between Hwy 95 and the parking lot, to make it a little
safer.
Ms. Wittman showed the final concept plan which has a safer pedestrian connection closer to the
river. It cannot be closer to the highway due to the steep grades.
Review Planned Parking Strategies for Future St. Croix Riverfront Improvements (Lumberjack Landing
and Bridgeview Park)
Community Development Director Gladhill summarized existing and planned parking in the
downtown area, specifically along the riverfront, and planned improvements in Lumberjack Landing
and Bridgeview Park. He added that the City is requesting $6 million in state bonding bill funding for
the improvements along the St. Croix River and there is support from local legislators. Bridgeview
Park will have some parking added in the southern area for a potential dock and boat launch. The
central area will have more passive uses including preservation of the cultural/natural resources and
the Bergstein Shoddy Mill with more transient docking; these are all trail amenity type improvements,
Downtown Parking Commission Meeting February 17, 2022
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not intended to bring in users who have their own parking requirements, but to capture the trail
users who are already there. A conservative estimate to improve those buildings for some type of
tenant is $1 million; the transient dock will cost around $750,000. The riverbank stabilization project
started in 2021 will wrap up this spring which will help advance some of these projects. No additional
parking is associated with it. The area where St. Croix Boat & Packet customers park was railroad
property. St. Croix Boat & Packet had a previous lease arrangement for their parking use, which the
City inherited when it acquired the property. Construction designs have not yet been done for
Bridgeview Park, that will occur in 2024-2025.
Councilmember Junker asked if any commissioner would favor permanent parking in Bridgeview
Park where there is now overflow parking, across from the Oasis.
City Planner Wittman noted the site is a part of a draft archeological district. Challenges include the
site being in the Stillwater Cultural Landscape District, therefore protected as viewed from the river.
The archeological district designation adds a number of issues that will impact any future
development. The biggest challenge is that the water table is three to five feet below the surface, so
making any improvement will be extremely difficult.
Mr. Gladhill added that part of the concern of changing what is in the plan right now is that it was used
as part of the mitigation for the river crossing which involved a full environmental impact statement.
The City does not want to have to open that up again.
Councilmember Junker commented that Lumberjack Landing and Bridgeview Park could be expanded
boundaries for the downtown parking district. As it sits today, he would have a hard time supporting
permanent parking within Bridgeview Park in the low area that is being parked on now.
Commissioner Glynn agreed.
Chair McAllister agreed she would not support making that area a parking lot. Because parking is
occurring there right now, the City should decide whether to promote and use it temporarily or stop it
- that seems to be the question at hand.
Councilmember Junker noted if the City receives state funding, it could accelerate some of the
improvements and parking in that area could become a bigger issue.
Opera on the River Event Application
Mr. Gladhill shared the application of St. Croix Valley Opera to host the Opera on the River 2022 Event
on Saturday, July 30, 2022, in Lowell Park. The event will consist of a Performing Arts Fair and
Concert. In case of rain or severe weather, the event will be moved indoors to Trinity Lutheran
Church. If there’s no flooding in the park, the event will be held entirely in Lowell Park. However, if
there is flooding, the event organizers are requesting the use of parking lots 5 and 9. The costs for use
of lot 5 (7 spaces) and lot 9 (30 spaces) would be $111 ($3/space x 37 spaces), for one day. Staff
recommends approval of the use of lots 5 and 9 for the Opera on the River 2022 Event, in the event
that there is flooding in Lowell Park.
Obed Floan, Executive Director of St. Croix Valley Opera, said this will be the fourth Opera on the
River. They have no parking requests other than presented.
Motion by Commissioner Rheinberger, seconded by Commissioner Bates, to approve the use of lots 5 and
9 for Opera on the River, July 30, 2022, at the standard rate of $111 in the event of flooding in Lowell
Park. All in favor.
St. Croix Crossing Half Marathon Event Application
Mr. Gladhill explained the application by Run Stillwater, Inc. to host the St. Croix Crossing Half
Marathon Event on Saturday, July 30, 2022. The event uses most of the Loop Trail starting in Western
Wisconsin and crossing the river using the St. Croix River Bridge. Runners then go North to
Downtown Parking Commission Meeting February 17, 2022
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downtown Stillwater along the upper bike bath. The proposed finish line would be at the loop trail
between parking lots 2 and 3. The costs for use of 29 spaces in lot 2 ($9/day/space = $261) and 25
spaces in lot 3 ($3/day/space = $75) would be $336. If all 33 spaces would be needed for use in lot 3,
that would increase the cost by $24 to a total of $360. Staff recommends approval of the use of lots 2
and 3 for the St. Croix Crossing Half Marathon 2022 Event.
Stacy Einck, Coordinator, said they have run this event before and nothing has changed after a two
year hiatus.
Commissioner Glynn pointed out that the dead end needs to be signed somehow.
Mr. Gladhill suggested a few extra stalls be reserved for turnaround room. Race staff should
coordinate with City staff to work through turnaround spaces, replacing the handicapped accessible
stalls that will be displaced, and communicating with residential parking permit holders that the lots
will be closed.
Motion by Commissioner Glynn, seconded by Commissioner Rheinberger, to approve the use of lots 2 and
3 for the St. Croix Crossing Half Marathon on July 30, 2022 at the standard fee of $336 ($360 if all 33
spaces in lot 3 are used). All in favor.
Consider Recommendation to Amendment Fee Schedule for Downtown Parking Lots 2 & 3
Mr. Gladhill stated that at the last meeting, staff was directed to bring forward a case to consider
increasing the parking fee in lot 2 (currently $3) and lot 3 (currently free) both to $5 to simplify and
standardize the fee schedule for the Downtown Parking District. The longer-term vision is to
prioritize parking fees on more in-demand parking areas, while still generally maintaining a level of
free parking within the Downtown Parking District. This would include improving the user
experience, improving safety for downtown employees and encouraging more local residents to visit
downtown. Staff recommends that the DTPC make a recommendation to the City Council to amend
the 2022 Fee Schedule to increase the parking fee for lot 2 and lot 3 to $5.
Commissioner Anderson said he would like to make sure when fees change, that the Commission
looks at residential parking from every facet.
Mr. Gladhill said residential permit parking would still be allowed there and they would not be
ticketed.
Chairwoman McAllister pointed out this would be the first example of making a residential lot into a
pay lot. As far as the charge, she would prefer to level the charge across the system at $5. There is a
second discussion about whether or not to make lot 3 a pay lot. The City should get feedback from
local businesses and the community and consider how it relates to the broader parking strategy.
Councilmember Junker commented that lot 2 should have been $5 five years ago for consistency. The
City’s newly formed Economic Development Authority has as its #1 priority, to boost revenue,
particularly to service downtown Stillwater where there are extra costs for things like garbage, street
cleaning and sidewalks, with no revenue other than the tax base that comes from every resident.
Commissioner Glynn commented if the City is looking for revenue then it should raise the rate in lot 1.
Mr. Gladhill underscored that the goal is to increase revenue not for the sake of revenue, but to
acknowledge the increased costs of services downtown. Additionally, there are many layers to the
parking system right now that can create confusion for users.
Chair McAllister said there is also the need to look for a new vendor for the parking systems, and to
consider how much change can be tolerated. She believes there is still a bias toward thinking of the
south end of Main Street as being more valuable for parking and real estate, whereas lots 6 and 7 are
now the central part of Main Street because there is now so much happening in the north end.
Downtown Parking Commission Meeting February 17, 2022
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Commissioner Rheinberger said he sees price sensitivity and political problems. It’s better to
piecemeal the rate increases. He would support increasing the rates in lots 2 and 3 today.
Councilmember Junker pointed out right now there are 2,000 parking spots in downtown Stillwater
and 75% of them are free. Over the last two to three years there has been a large influx of visitors.
Paying $5 to park all day long is cheap. He does not want to lose another year of revenue on lot 2.
Commissioner Anderson said he would like to know how much revenue would be gained from adding
$2 to the rate, to help justify it in people’s minds.
Mr. Gladhill said he will bring more information back next month, with some fiscal analysis, for
further discussion of how to maintain a balance of free parking versus pay parking.
DISCUSSION
Review Database of Existing Reserved Parking Stalls and Mitigation Permits & Receive Update on Future
Plans for Nelson Street Reconstruction
Per the DTPC’s request at the last meeting, Mr. Gladhill updated the Commission on the following:
Database of Mitigation Permits and Reserved Parking Stalls: Staff is reconciling and updating two
separate databases related to Mitigation Permits (Residential and Business) and will present results
at the March meeting. Future Nelson Street Improvement Project/401 Main Street S Reserved Parking
Stalls: The earliest this project would be scheduled would be 2024 unless otherwise directed by the
City Council. Staff is in contact with the Owner of 401 Main St S, who is amenable to removing the
reserved parking stalls for the loading dock area. Staff will report back at a future meeting.
Receive Update on Downtown Parking Commission Work Plan
Mr. Gladhill provided the 2021-2024 DTPC Work Plan.
FYI/STAFF UPDATES
There were no staff updates.
COMMISSION REQUESTS
There were no Commission requests.
ADJOURNMENT
Chair McAllister adjourned the meeting at 9:47 a.m.
Heidi McAllister, Chair
ATTEST:
________________
Tim Gladhill, Community Development Director
COMMUNITY DEVELOPMENT REPORT
TO: Downtown Parking Commission
MEETING DATE: March 17, 2022
TOPIC: Events Policies Amendments
REPORT BY: Tim Gladhill, Community Development Director
INTRODUCTION
Over the past several months, the City Council has been discussing a number of potential
amendments to event policies, especially for events hosted in Downtown Stillwater. May of
the recommendations come from previous recommend ations of the Downtown Parking
Commission. The overall goals of the amendments include, but are not limited to the
following.
• Advance the Strategic Goal to have Stillwater become a year-round destination
• Recognize the economic benefit of local events
• Streamline/Right-Size the Process
• Improve the Customer Experience for Event Planners
• Adequately fund the Public Safety and Public Service Needs
The City Council met on February 1, 2022 to provide high-level direction. That was followed
up by a collaborative workshop with Event Planners on March 22. City Staff is now
reviewing recommendations with the Downtown Parking Commission as well as the Park
and Recreation Commission.
SPECIFIC REQUEST
Broadly speaking, the City Council is attempting to simplify the process and righ t-size event
fees. The revised Fee Schedule attempts to focus event fees on the cost to process the
Application itself as well as a minimal space reservation fee. City Staff Costs (most notably
Public Safety) would be a service provided as a basic level of service. This allows Public
Safety and Public Works Staff to focus on the true needs of the event and avoid negotiations
on number of Officers or Public Works Staff.
While the overall discussion is fairly broad, this discussion is focused on impacts to the
Downtown Parking District.
Phased Applications for Larger Events
March 11, 2022
Page 2
The City requires an approved Application before events can begin to advertise. The City’s
current Application process requires that all details of the event be provided before
applying. It was noted by Event Planners that not all of the details are known by the time the
City requires an Application.
In response, Staff is exploring a phased application approach. Phase 1 would approve dates
and general parameters (the space, etc.). This would also outline future steps and provide
necessary agreements for the Event Planner to review in advance of Phase II. The Phase II
Application would provide all the necessary final details in a timely manner to allow the City
to plan for necessary resources.
Additionally, the new policy contemplates Pre-Application Meetings to help Event Planners
complete their Application and for Staff to ask clarifying questions. This approach is well
supported by Event Planners.
Parking Reservation Fee
Of key difference of interest to the Downtown Parking Commission, rather than calculating
on a per-stall basis of usage, Staff recommends that there be a flat fee per lot. First and
foremost, this simplifies the process. Additionally, this eliminates the potential desire to
negotiate the need to reserve individual stalls. The City has found itself closing larger areas
of parking lots anyway due to inability to utilize the remaining stalls. This also fits within the
broader public safety approach of advance City Planning. Note: it is possible to break out
larger parking lots into sub-area. For example, the reservation for Lot 2 could be divided into
2A and 2B. See Run Stillwater request for example.
Communication and Parking Lot Closure
Consistent with previous Downtown Parking Commission
Summary
Staff will give a high-level summary of the broader recommendations to provide context for
the updates.
Attachments: City Council Case – February 1, 2022
City Council Minutes – February 1, 2022
2022 FEE SCHEDULE ‐ EVENT FEES
FIRE INSPECTION: Fee
Fireworks Display Permit (Pyrotechnics) $100
LIQUOR LICENSES:
Temporary On‐Sale or 3.2% Liquor License
Using Private Property $25 per day
Temporary Liquor License Fee (12/year on-sale)
Using City Property with over 250 people
$25 per day $1,000/day*
Temporary Liquor License Fee (3.2% unlimited)
Using City Property with 75 to 250 people
$25 per day $250/day*
Using City Property with under 75 people $25 per day
*Fee includes AGED license, permit to consume, and required public safety services
Permit to Consume (Not Selling Alcohol) on City Property $35/day
STILLWATER PARK FEES (rentals that DO NOT fall under Events):
No Changes to Park Reservation Fees – see City’s fee schedule for full list
EVENTS & SPECIAL EVENTS:
All groups, including not‐for‐profit groups and educational institutions must pay deposits and rental of amenities when
holding any event. Event permit fees for city services will be limited to the city’s out‐of‐pocket expenses attributable to
the event. Out‐of‐pocket expenses include such things as overtime pay for city employees, equipment that the city would
need to rent for the event, office supplies, any contracted services and extraordinary use of city equipment for the event.
Event Application Fee $0
Special Event Application Fee $50
Special Event with Contract Application Fee $100
Event Application - Late Fee $100 $500
Event Fees (Defined):
Event Special Event Special Event With Contract
No event base fee required $500 per day* Base Fee $500 per day* - subject to negotiated
contract provisions.
Events with Routes – No
participant fee required
Events with Routes – $1
per registered participant
Events with Routes – $1 per
registered participant
$100 refundable damage
deposit if using a park
$1,000 Security Deposit $1,000 Security Deposit subject to
negotiated contract provisions.
*Per Day includes each day of event. Separate load‐in day fee of $500/day will apply.
FOOD SERVICE VENDORS AT EVENTS: Fee
1-10 Vendors $50/day of service at event
10+ Vendors $200/day of service at event
MATERIALS
Barricade 4’ to 12’ Saw Horse (No Flasher) $2/barricade/each day of event
Barricade 4’ to 12’ Saw Horse (With Flasher) $5/barricade/each day of event
Type III Barricades $5/barricade/each day of event
Drums $1/drum/each day of event
Electrical use (Lowell Park) $20/per elec. box/each day of event
Electrical use (Parks, except Lowell Park) $10/each day of event
PD No Parking Signs $3/sign/each day of event plus labor
2022 Fee Schedule Page 2 of 2 1/4/2022
if after normal business hours
Picnic Tables $10/table/each day of event
Portable toilet – Handicapped $150/event/unit
Portable toilets $60/event/unit
Additional Service $25/unit/service
Reflective Cones $1/cone/each day of event
Refuse Collection Cost of staff time.
Traffic Sign on stand $2/sign/each day of event
Trash Containers $8/container/each day of event
PARKING RENTAL FOR EVENTS: Fee
Organizer required to provide proper traffic control equipment
Lot 1, 7, 8, 8a or 12-17* Not available for rental for events
Lot 2 or 3 $200/day
Lot 4 or 5 $100/day
Lot 8b, 9, 10 or 11 $200/day
On-Street Parking Spaces ??
*Lot 17 – Available at no Charge for Veteran Memorial Events & Farmers Market Event
POLICE & FIRE PERSONNEL FEES (Services that DO NOT fall under Events) :
Off-Duty Police Officers (paid directly to Officers) 3 hr minimum $60/hr
Police Reserves (paid directly to Reserves) 3 hr minimum $25/hr
Police Dept. Personnel/Officers Overtime Rate – 3 hr. Minimum
Police Reserves $25 per hour – 3 hr. Minimum
Fire Department Personnel Overtime Rate – 2 hr. Minimum
Fire Department On-Call Personnel $15 per hour – 2 hr. Minimum
TRAFFIC CONTROL FOR EVENTS (required intersection(s) controlled):
Organizer required to provide proper traffic control equipment
Route Events under 4 hours $300/day
Parades or Route Events over 4 hours $1,000/day
Road Closure for Events (block parties) $0 (barricades provided)
Road Closure for Special Events or Events with Contracts ??
DATE:January 28, 2022
TO:Stillwater City Council
FROM: City Events Planning Team: Parks Superintendent Jason Grode; City Clerk
Beth Wolf; City Administrator Tom McCarty; Chief Brian Mueller; Capt. Nate
Meredith; Capt. Brian Bruchu; Chief Stu Glaser; Deputy Chief Tom Ballis;
Public Works Director Shawn Sanders; Community Development Director
Tim Gladhill; City Planner Abbi Wittman
SUBJECT: Review of Stillwater Events Policy
Review of Temporary Outdoor Sales/Seating Area Permitting Policy
STILLWATER EVENTS POLICY BACKGROUND
Stillwater has hosted events for decades and the City Council has adopted an Events Policy
to assist in managing events within the City. The City Events Policy has been periodically
modified and updated, most recently in March 2018 (see attached). The City’s Events Policy
Purpose statement reads as follows: “The City of Stillwater wishes to promote and encourage
public events in the community as well as a vibrant local economy and maintain and protect
the quality of life, public health, safety and welfare for citizens and the surrounding
community through policies and procedures to ensure a safe and well-run event”.
In addition, the City’s updated Strategic Plan - Develop Our Community theme, includes a
goal for Stillwater to become a year-round destination city. Through partnerships and
collaboration this goal is being achieved partially with the addition of more events through
the winter season. The result is that Stillwater now hosts events year-round, requiring City
partnerships and support to ensure safe and successful events. There were 44 events
scheduled in Stillwater in 2021 (some were canceled) requiring City staff support (see
attached list). Depending upon the event, the City Council was often involved on final
approval of the event and contract. The City Events Policy includes a detailed permitting
requirements and fee structure and often times event organizers request that the Council
waive event fees.
As the frequency and timing of events has increased, the City Council has directed city staff
to review the City Events Policy fee structure and approval process. The staff events
planning team has met numerous times since October of 2021 to review and considerCOPY
possible updates to the City Events Policy, focusing on City support of events management,
related City costs and current Policy fee structure.
Staff estimates that the City of Stillwater annually expends between $250,000 - $300,000 of
City resources to support events in Stillwater. This estimate includes staff time (all depts.),
equipment, vendor costs, supplies, and utility costs. The main revenue source for events
related expenditures is the property tax levy. Event fee revenue is generally less than 10%
of city-wide cost to support events in any year.
SUGGESTIONS/RECOMMENDATIONS
The staff team reviewed and analyzed the current City events policy and fee schedule with
these goals in mind:
Ensure a safe and healthy event experience for the community and attendees;
Reduce/minimize the impact to the tax levy;
Improve navigation of the approval process for event planners – simplify the process.
With these goals in mind, the staff team recommends that the City Council consider the
following suggestions relative to the City Events Policy:
Maintain the current general Events Policy language;
Consider bundling event fees into a standard fee structure for certain categories:
A general Park Use fee for use City Parks (perhaps separate N. Lowell Park, S. Lowell
Park and the Chestnut Street Plaza);
Alcohol Fee – a standard fee if alcohol is being served;
Traffic Control Plan Fee – standard fee if traffic control pla nning is required- parades
may require a separate fee category;
Food Service Fee – a standard fee if food is being served;
Parking Lot Rental Fee – a standard fee for use of City parking lots; amount tied to
size of lot.
Eliminate the current complicated materials rentals fees and billing calculations for
staff time and materials – event planners rent/acquire their own materials.
Consider alternative revenue sources for public services that continue to support
economic development and business retention/expansion (special service district,
EDA levy, etc).
Simplify the process and encourage proactive & collaborative approach with event
organizers/planners for earlier event planning & process navigation.
Consider current HPC provisions with event planning outreach.
Align zoning ordinance provisions for events conducted outside of downtown with
the updated events policy. COPY
TEMPORARY OUTDOOR SEATING/SALES PERMITS
In response to the COVID-19 Pandemic impacts to commerce and Stillwater businesses, the
City Council approved Resolutions in both 2020 and 2021 to allow Temporary Outdoor
Seating/Sales Area (OSA) Permits in the Community (see attached 2021 Resolution). The
resolution allowed businesses to establish outdoor seating areas/parklets or business
retail) spaces on public property (City streets, alleys, parking lots and park areas) or on
private property to conduct business.
The approach was well received by the business community and OSA permits were issued
for both business conducting retail sales as well as businesses conducting food and alcohol
sales. Businesses conducting alcohol sales via an OSA permit also required City Council
approval of an updated liquor license for an expanded contiguous alcohol sales/service
footprint to their business.
The COVID-19 Pandemic Emergency Rules are now suspended, so the City Council must
consider updating policies and potentially ordinance provisions , to allow continued issuance
of OSA permits.
Staff suggests that the Council evaluate the following items in considering how best to move
forward with OSA permits in the future:
Provide opportunities for businesses to sustain economic recovery moving into a
post-pandemic environment while providing a safe, vibrant and responsible
experience for residents and visitors.
Establish public safety criteria for strategic location and design of parklets and
expanded seating/business areas on public property – certain streets, parking lots,
parking spaces & park areas may not be suitable for location of OSA’s.
Establish a code compliant design standard for parklets that are located on any public
parking spaces or on public streets.
Establish an OSA permit/license fee tied to issuance of an OSA on public property –
businesses generate revenue utilizing public property.
Incorporate Met Council SAC fees into OSA permit issuance.
Align the criteria for an OSA on private property to match the OSA permit criteria on
public property.
REQUEST
Staff requests that the Council provide direction on next steps for:
1) Updates to the City Events Policy and Fee Schedule;
2) Outdoor Seating/Sales Area permitting criteria to be included in policy/ordinance
updates. COPY
1. PURPOSE
CITY OF STILLWATER EVENT POLICIES
Adopted March 20, 2018
The City of Stillwater wishes to promote and encourage public events in the community as well as a
vibrant local economy and maintain and protect the quality of life, public health, safety and welfare for
citizens and the surrounding community through policies and procedures to ensure a safe and well-run
event.
2. EVENT PERMIT REQUIRED
Every event held within the City of Stillwater that meets the definitions and standards found in
this policy is required to obtain an event permit from the City prior to holding the event.
3. DEFINITIONS
The following definitions apply to this event policy:
3.1 Event -For purposes of this policy, an event is any planned public gathering including but
not limited to celebrations, dances, forums, performances, rallies, social gatherings,
concerts, fundraisers, races, walks, rides and parades which are appropriate and compliant
in accordance with this policy.
3.2 Event Application Procedures -Every applicant must follow the Event Application
Procedures when submitting an event application. The Event Application Procedures
provides information on how to apply, submittal requirements and review process.
3.3 Events on Private Property -Events held in part or wholly outdoors on private property
located within the CBD Zoning District require an event permit that must be reviewed and
approved by the City Council
3.4 Event Threshold -Events held on public property (whether open to the public or not) are
subcategorized as "Events", "Special Events" and "Special Events with Contract" as defined
below:
Event Special Event Special Event With Contract
A gathering is considered an A gathering is considered a A special event requires a
event when any one of the special event when any one of contract with the city when
following thresholds applies: the following thresholds any one of the following
applies: thresholds applies:
1) Closure of street-One 1) Closure of street -One block 1} Closure of street-
block of a residential street is of a residential street is closed Substantially disruptive to
closed for up to 5 hours; or for more than 5 hours; or more traffic flow requiring uniform
any portion of a commercial than one block of a residential traffic control. COPY
Page 2 of 10
street is closed for up to 2 street is closed for any length of
hours. time; or any portion of a
commercial street is closed for
2 hours or more.
2) Public 12.ark ing_ lo t use -1 to 2) Public earking_ lo t use -10
9 spaces in a public parking lot or more spaces in a public
are reserved . parking lot are reserved.
3) Street use (including 3) Street use (including
sidewalks and trails) -The sidewalks and trails) -The
event has a route on a public event has a route on a public
street(s), sidewalks or trails, street(s}, sidewalks or trails,
such as races, walks, or (such as a race, walk or parade)
parades that don't require that requires street closure,
traffic control and obeys all traffic control, street sweeping,
traffic rules. or the use of "no parking signs"
along the route, or is
substantially disruptive to
traffic flow requiring uniform
traffic control.
4) Number of eeoele in a eark 4) Number of 12.eoele in a eark Numberofeeoele in a eark or
or City facility -250-1000 or City facility -1000-2500 City facility -2500 or more
people including spectators, people including spectators, people including spectators,
vendors, performers and vendors, performers and vendors, performers and
volunteers are expected at a volunteers are expected in a volunteers are expected in a
time in a public park.1 public park.1 public park.1
Selling alcohol during the The event occurs on multiple
event on (public or private days, OR extra-ordinary city
property) employee support or city
materials are necessary, OR
any out-of-pocket expenses 1
are incurred by the city, OR
cost of City Services is over
1,000.
Any organized athletic event that has a park reservation approved by the City 's park reservation staff is not
subject to this threshold. City parks include: Future Aiple, Future Bridgeview, Brown's Creek, future Chestnut
Street Pedestrian Mall, Liberty Square, Lily Lake, Lily Lake Ice Rink, Lowell, Northland, Parking Ramp, Pioneer,
St. Croix Recreation Center, Sunrise and Washington Square .
Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city
would need to rent for the event, office supplies, bi/fables (e .g. postage), and any contracted services.
3.5 Event Coordinator -The primary City contact will be the City Administrator or the person
designated as Event Coordinator.
3.6 Event Organizer -The individual representing the organization applying for the Event and
having the authority to bind the organization to agreements made with the City. The email
address, cell phone number and mailing address of this representative must be provided to
the City at least 30 days prior to the event. The Event Organizer must be on site during the
event. COPY
Page 3 of 10
4. EVENTSTANDARDS
4.1 Advertising -It is a violation of this policy to advertise the location of any event requiring a
reservation of city property when the organizer has not requested a reservation of city
property, has been informed that the reservation is not available, or has been denied.
Preliminary approval allowing the applicant to advertise the event may be given upon
request, with final details to be determined upon submission of event application.
4.2 Alcohol -Alcohol permit(s) are required for any events at which alcohol will be consumed .
Refer to the current city fee schedule for permit costs.
a. Consumption Permit is required for any alcohol (wine, strong beer, 3/2 beer or liquor)
consumed on public property. If more than 75 people are in attendance of an event, a
police officer will be required.
b. Temporary Liquor License is required if the event is on city property or on private
property and is selling alcohol in the course of the event. To apply for a Temporary
Liquor License an applicant must be a non-profit, religious, or charitable organization or
club that been in existence for at least three years; a political organization registered
under state law or a state university. The Temporary Liquor License application and fee
must be submitted 60 days before the date of the event. Contact the City Clerk to
obtain a Liquor License application packet. There are two types of Temporary Liquor
Licenses:
3.2 beer Temporary Liquor License: A club or charitable, religious or non-profit
organization may be issued a temporary 3.2 beer license subject to the Terms
below) set by the City.
On-sale spirits, wine and beer Temporary Liquor License: A club or charitable,
religious or other non-profit organization in existence for at least three years may
be issued a temporary license for the on-sale of intoxicating liquor in connection
with a social event within the city/county sponsored by the licensee. The license
may not be for more than four (04) consecutive days. This permit must be approved
by the City Council 30 days before the event and staff will submit to the Minnesota
AGED.
c. Terms
A temporary liquor license application must be submitted 60 days prior to event
and approved by the City Council and the State of Minnesota Alcohol & Gambling
Control Division 30 days prior to the event.
Liquor will be confined to the event venue area and the Organizer must provide
delineation and signage stating "No Alcohol Beyond This Point" between the event
and non-event space to discourage taking alcohol outside the event venue space.
Police Officer(s) as determined by the Police Department will need to be present at
the event during service of alcohol. All entry/exit gates to the dispensing area,orCOPY
Page 4 of 10
event venue area, must be controlled by security personnel while alcohol is being
served to ensure that no beer or liquor enter or leave the dispensing or event
venue area.
Signage will be prominently displayed at each entry/exit point to notify guests that
no liquor or beer will be allowed in or out of the dispensing area, or event venue
area .
The Organizer will provide at no charge liquor identification bracelets at location(s)
as required by Public Safety Staff. The Organizer will permit no one to consume
Liquor unless they are wearing an identification bracelet and will be responsible for
the issuance of bracelets and that the bracelets are given only to those who are
legally entitled to consume liquor/beer.
Any service of liquor will require server training by either the Stillwater Police
Department or an affiliation recommended by the Stillwater Police
Department. Certification of Server Training is required prior to receiving the
temporary liquor license (3.2 or on-sale).
Liquor liability insurance for the day of the event are required. See section
regarding Insurance for further details.
The Organizer acknowledges that as a liquor license holder for the Event, it is
subject to Stillwater City Code §43-8, which authorizes that all premises from
which intoxicating Liquor is offered at on-sale, are subject to inspection for alcohol
compliance by any police officer, health officer, or other designated officer or
employee of the City during all hours the Area is open for the serving of alcohol.
4.3 Cancellation -Cancellations of events by the event organizer received in writing will
receive full refund of deposits and the following refund of event fees (excluding application
fee):
20 days prior to event will receive a full refund of event fees.
19 to 11 days prior to event will forfeit 50% of event fees.
10 days or less of the event will forfeit all event fees.
The City reserves the right to deny an event should one or more of the following occur:
Failure to submit an application within the time periods as outlined above.
Requirements of the Event Policy and Procedures are not met.
The applicant owes the City of Stillwater, money from another event, services
provided or as a result of damages to city property.
The use or the event would conflict with previously planned programs organized
and conducted by the city or non-governmental agencies previously scheduled for
the same time and/or place.
The applicant does not comply with all applicable city ordinances, traffic rules, park
rules and regulations, state health laws, fire codes and/or liquor licensing
regulations.
The use or event proposed by the applicant would present an unreasonable danger
to the health or safety of the public.
The applicant cannot comply with applicable local, state and federal license
requirements for all or pa rt of the planned event. COPY
Page 5 of 10
The use or event is prohibited by law.
The application contains material misrepresentation or fraudulent information.
4.4 Changes to Event-Major changes made to an event after being approved by any
Commission or City Council are not permitted without additional approval. Any event that
is impacted with an emergency situation such as river flooding, weather issues, etc. will be
resolved by Public Safety and Public Works staff at such time a City Council meeting is not
available.
4.5 Cleanup of Event-Organizers agrees to remove all items pertaining to the event at the
conclusion of the event to the satisfaction of the City. The City of Stillwater is not
responsible for any items belonging to the Organizer or patrons of event that are
remaining after the event. Organizers will reimburse City for any costs incurred should the
City find it necessary in its sole opinion to complete further cleanup, removal or repairs to
return the area to its original condition if the site is not repaired within 24 hours of event
or as agreed upon. City staff may choose to do a walk-through of venue with Organizer to
identify and document any damage before event. Both parties will sign off and reevaluate
after the event .
4.6 Crowd Management-Organizers will contribute to the extraordinary cost of providing
uniformed, licensed peace officers and fire fighters that are specifically scheduled for the
event at the discretion of the Police Chief and Fire Chief based on public safety concerns.
The contribution level for Police and Fire Fighters is established by the City Administrator
based on the current city fee scheduled. Organizers will provide, at no cost to the city,
privately paid professional uniformed security officers equipped with radios as determined
by the Stillwater Police Chief, and privately paid professional EMS personnel equipped with
radios as determined by the Stillwater Fire Chief. All security officers and EMS personnel
will be suitably identifiable and the number and deployment of the security force and EMS
personnel must be approved in writing by the Stillwater Police Chief and Fire Chief.
4.7 Emergency Action Plan -Organizer must provide a plan of action for emergency
preparedness during event, on-site contact information and a communication plan at the
time of application . Organizer must notify EMS and Fire Department about event and
coordinate a safety plan for the event.
4.8 Fees -The City has established an event permit fee schedule in order to recover costs
incurred by the city for the operation of events. Charges for event permit fees, city
materials costs and city staff costs are included in the current city fee schedule.
4.9 Insurance -The Organizer must provide to the City satisfactory proof that it has obtained
liability insurance that names the Event and the City as an additional insured, as loss
payees, in an amount of at least $1,500,000 combined single limit, for loss sustained by
either acts or occurrences that arise from or grow out of both Event and Liquor Liability
coverage as described in Minn. Stat. §340A.409, evidenced at a minimum, the coverage
described in Minn. Stat. §340A.409, subd. 1 with regard to the Event. COPY
Page 6 of 10
a . Liquor Liability Insurance -In addition, the City requires any function that is open to
the public and sells/serve alcohol through a temporary liquor license must provide
liquor liability insurance for the days of the event. This insurance is required to protect
the City's and Organizer's interest. A Certificate of Insurance submitted to the City of
Stillwater which must include listing the City of Stillwater as an additional insurer must
provide the following minimums:
50,000 of coverage because of bodily injury to any one person in any one
occurrence,
100,000 because of bodily injury to two or more persons in any one occurrence,
10,000 because of injury to or destruction of property of others in any one
occurrence,
50,000 for loss of means of support of any one person in any one occurrence,
100,000 for loss of means of support of two or more persons in any one
occurrence,
50,000 for other pecuniary loss of any one person in any one occurrence, and
100,000 for other pecuniary loss of two or more persons in any one occurrence.
4.10 Materials -Use of equipment and materials owned by the city (e.g. barriers, cones, signs)
to support events must be paid for by the event organizer. Event organizers are
encouraged to contract for services and materials as long as the equipment and services
are appropriate for the event and the event can be run safely in the estimation of city staff,
Based upon review of the application, city staff will determine whether city equipment
and materials will be required for the event.
a. Electrical-Public Works Department will open existing electrical boxes on day of event
and access allowed according to the current City Fee Schedule. Organizer is
responsible to have their own extensions cords. All temporary electrical wiring for
events must be performed by a licensed electrical contractor. This requirement also
applies to portable generators.
b. Portable Restrooms and Handwashing Stations -The Organizer is responsible to
furnish portable restrooms and handwashing stations to facilitate expected crowds.
The number of portable restrooms and handwashing stations required is solely
determined by the Public Works Superintendent. If applicable to the event, City public
restrooms will remain open during the Event and the City will supply and equip
restrooms, however, the Organizer may be responsible for maintaining, cleaning,
staffing and security and supervision for restrooms. If the Organizer elects not to
provide these services it must notify the City at least two weeks prior to the event, and
in that event, the Organizer will bear the City costs associated with this work.
c. Trash Service -Dumpsters or roll-off boxes must be furnished according to a plan
approved by Public Works Superintendent in sufficient quantity to contain the
accumulation of trash generated by the Event and must ensure that all trash or garbage
is collected and hauled away daily in the Event area(s). The Event Coordinator mayCOPY
Page 7 of 10
amend the plan and require additional dumpsters or trash receptacles if the need
arises. The City reserves the right to require additional receptacles should the
Organizer not remove excess garbage from the Event. If possible, Organizer will provide
recycling and organics containers for the Event.
d. Traffic Control Signs and/or Barricades -To ensure traffic and pedestrian safety
control the Organizer must place standard reflective barricades according to a plan
approved by the Public Works Director, Police Chief or their designees. Traffic control
items may be supplied by the Organizer, or by the City (city fee schedule applies). The
City may place additional barriers to protect public safety at City expense based upon a
plan developed by the Public Works Director and Police Chief or their designees. The
plan for placement of additional public safety barriers shall be shared with the
Organizer prior to the event.
e. Water (Hydrants) -If access to water main or hydrants is required, the Organizer must
make arrangements with the Public Works Department and pay related water fees and
water shut off key deposit. Organizer must ensure all potable water sources are from
an approved source (private well water is not an approved source).
4.11 Musical Entertainment-Organizer must provide to the City a complete list of all musical
acts along with an estimate crowd size for each act. The City reserves the right to
disapprove any musical entertainment that has a history of public safety threats or
violations in other venues.
4.12 Neighborhood Meeting -A gathering that meets the threshold for a "Special Event with
Contract" and is a new special event, will be required to hold a public meeting to receive
input from the surrounding neighborhood. This meeting must be held three weeks prior
to the event. Notices for the neighborhood meeting will be prepared and mailed by the
City to the immediately adjacent property owners at the organizer's expense.
4.13 Noise Control-The Organizer is responsible to control the noise emanating from the
Event at a level that will not interfere with the peace and repose of the residential area
surrounding the Event area. Noise control and regulation described in City ordinance Sec .
38-3 prohibits noise between the hours of 10:00 pm and 8:00 am. Any waivers to these
hours must be reviewed and approved by City Council.
4.14 Notification Flyer-A gathering determined to be a "Special Event" that does not occur
completely within a public park or a gathering determined to be a "Special Event with
Contract" must submit a flyer to be distributed as a public notification to all properties
immediately adjacent to the event location. The flyer must be submitted with the Event
application. City staff will review and approve the flyer submitted with the event
application. When approved by City staff, the event organizer shall distribute the flyer at
least seven days prior to the event to all households and businesses immediately adjacent
to the event venue at their own cost. The event flyer should contain: name of event, COPY
Page 8 of 10
location of venue, date of event, time of event, list any closure of streets (including times)
and contact information for questions ..
4.15 Other Agencies-Organizer is responsible for obtaining all agreements and permits with
agencies (e.g. MnDOT, MN State Patrol, Washington County Public Health and
Environment, Washington County Sheriff, MN Department of Natural Resources, Lakeview
EMS, other local communities and any other agencies requiring permits for the event) and
must submit copies of permits to the City from other agencies prior to obtaining an event
permit.
4.16 Out-of-pocket Expenses -Event permit fees for city services will be limited to the city's
out-of-pocket expenses attributable to the event. Out-of-pocket expenses include such
items as overtime pay for city employees, equipment that the city would need to rent for
the event, office supplies, any contracted services and extraordinary use of city equipment
for the event.
4.17 Park Usage -Standard park reservation and facility use fees will be required. All groups,
including not-for-profit groups and educational institutions must pay deposits and rental of
amenities when holding an event. The Organizer shall ensure that no vehicles drive on
the City's park property. In the event that damages occur to the City's property, the
Organizer shall pay for restoration of the park as determined by the City. The bicycle and
pedestrian trail from Laurel Street to Nelson Street must remain open and unobstructed
no vehicles, trailers etc.) for the public during the Event. The Organizer shall pay for any
restoration of the trail caused by the Event, as determined by the City . New events and
Events with Contracts will be reviewed by the Stillwater Parks and Recreation Commission
and City Council.
4.18 Parking Lots and On-Street Parking-Use of City parking lots or on-street parking spaces
for an event will be reviewed by the Downtown Parking Commission and City Council. Use
of downtown public parking lots will be approved only as an alternate or if sufficient space
does not exist in Lowell Park to accommodate event activities. If in the opinion of the City,
public parking lots will be needed, then the preferred lots for use would be Lots 4, 5, 9, 10
and 11. Only Stillwater Police Department can post parking lot closures and any no-parking
signs. Signs will be posted 24 hours in advance of closure. Charges to reserve/use city
parking lots and/or parking spaces are set forth in the current city fee schedule.
4.19 Police Services-The Stillwater Police Department will determine the number of Police
Department employees and/or Police reserves needed for an event. (Reserves will not be
hired in lieu of employees, but as a supplement to employee staffing). The Stillwater Police
Department retains the right to require more services than requested if determined to be
necessary. Officer rates are set forth in the current city fee schedule. With regard to
Event, the City reserves the right to order a shutdown of the Area in the event the Chief of
Police determines, in his sole discretion, that the public safety is threatened or any
condition of these Policies is violated. In that event, the Organizer must assist the police in
the clearing of the Event. COPY
Page 9 of 10
4.20 Route Events-Organizer must provide a detailed map of the route and area affected by
the event. Traffic can only be stopped by Law Enforcement. Volunteers may assist to
guide participants through the route but shall not direct vehicle traffic. All event
volunteers working in roadways must wear a "Class 2" safety vest. Location of any
required Law Enforcement will be determined by the Stillwater Police Department upon
review of route. The category "Events" are exempt from having law enforcement since the
event doesn't require traffic control and participants obey all traffic rules. To decrease
impact on neighborhoods, city services and facilities, the city has set preferred running and
bike routes within the City. Please refer to map for potential preferred routes. Any route
using State Highway or Washington County roads within the City of Stillwater must provide
a copy of their respective permits to the City of Stillwater two weeks prior to the event.
4.21 Sales Tax -If applicable, the Organizer must obtain a State Tax Payer Identification
Number and collect any sales or use taxes that are due according to law.
4.22 Signs -Temporary signage for an event (except for permissible banners across Main
Street} will be allowed only on the day of the event. The number, size and location of signs
must be approved during the event application review process. Only the Stillwater Police
Department can post parking lot closures signs and no-parking signs. Permanent signage
including but not limited to speed limit signs, directional signs, shall not be removed or
covered with event signage. The use of spray paint on roadways, telephone poles, traffic
signs, and sidewalks/trails is prohibited with the exception of temporary chalk-based
materials.
All signs must conform to the following standards:
Signs may not exceed four (4) square feet in area; and
Signs may not be more than three (3) feet in heights above grade; and
Property owners must grant permission for placement of any signs on their
property; and
Signs may not be placed upon any right-of-way, in parks or on public property in a
manner that creates a nuisance to adjacent owners, creates a safety hazard or
blocks the view of entrances to streets or intersections.
Signs may not be placed on any telephone poles, light poles, traffic control signs, etc.
4.23 Site Plan -An overall site plan for the Event drawn to scale or showing all dimensions that
depicts the location of fencing, vendors and any areas within the City, such as parks,
parking lots or routes that are proposed for use for the Event, must be submitted with
application. Additional items such as traffic control plans, locations of first aid, volunteer
locations, water stations, spacing of vendors, barricade placement, portable restroom
locations, trash location, electrical boxes needed, alcohol service area, tent locations,
enter/exiting, etc. must be included on site plan.
4.24 Tents-Several city parks are maintained by a buried irrigation system. Therefore, stakes
or posts longer than 12 inches and more than a quarter inch in diameter may not be used. COPY
Page 10 of 10
No staking is allowed on city parking lots or streets. Stillwater Public Works will provide
irrigation locates in areas where tents will be staked according to approved site plan prior
to event at no additional cost.
4.25 Camping -No camping in tents, trailers or campers is allowed by vendors during the
events. Organizer must arrange to have Stillwater Fire Department inspect large tents
before use.
4.26 Vendors -The Event Organizer is responsible for overseeing the requirements of all
vendors. Below is a list of the Event Organizers responsibilities.
The Organizer agrees to inform any vendors that there is no camping permitted in
any park or any City parking lots.
The Organizer agrees that any vendor using cooking facilities including propane
tanks, generators, electrical hookups, etc. will be inspected for safety by the
Stillwater Fire Department and Washington County Public Health and Environment
and Minnesota electrical inspector (if required}. Inspection costs (if any} shall be
paid for by the Event Organizer directly to the agency/person doing the inspection.
The Organizer agrees to ensure that all vendors' waste water be discharged into a
holding tank approved by Washington County Public Health and Environment.
Vendors without an approved holding tank shall discharge into grey water barrels
provided by the Organizer. Disposal costs are the responsibility of the Organizer.
For no reason shall grey water barrels or holding tanks be disposed into the City's
sanitary or storm systems.
The Organizer is required to obtain proof of license for all food vendors, this
includes vendors that are sampling, merchandising, or marketing food (e.g. salsa,
jams, honey} and submit copies to Washington County Public Health and
Environment as well as make sure all vendors have submitted their Washington
County special event license.
Organizer must submit a list of food vendors and site map, showing distance
between food vendors to Stillwater Fire Department and Washington County Public
Health and Environment two weeks prior to the event.
Private parties on City property having a food truck must be inspected by Stillwater
Fire Department. COPY
2021 EVENT FEES
I. FIRE INSPECTION:
Fireworks Display Permit (Pyrotechnics) (Ord. 943)
II. MISC. ADMIN FEES:
Permit to Consume
Temporary Liquor License Fee (12/year on-sale)
Temporary Liquor License Fee (3.2% unlimited)
III. STILLWATER PARK FEES:
Park Facilities (Picnic Shelters, Gazebos, Pergolas)
Fee
100
35 per day
25 per day
25 per day
100 refundable damage deposit plus one of the following fees:
SO/day for Stillwater city resident
100/day for non-Stillwater city resident
Ball fields (for tournaments): $300 fee & refundable damage deposit $150
Park Open Space
A $100 refundable damage deposit and $SO/day for non-Stillwater city resident
Pioneer Park Bandshell and Lowell Park Amphitheater
100 refundable damage deposit and $125/day fee for residents and nonresidents.
All groups, including not-for-profit groups and educational institutions must pay to use the Bandshell and
Lowell Park Amphitheater (anytime).
Events & Special Events
All groups, including not-for-profit groups and educational institutions must pay deposits and rental ofamenities when
holding any event Event permit fees for city services will be limited to the city's out-of-pocket expenses attributable to
the event. Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would
need to rent for the event, office supplies, any contracted services and extraordinary use ofcity equipment for the event
Event Application Fee $0
Special Event Application Fee $50
Special Event with Contract Application Fee $100
Event Application -Late Fee $100
EventFees(Defined):
Event
No event base fee required
Events with Routes -No
participant fee required
100 refundable damage
deposit if using a park
Special Event
500 per day* Base Fee
Events with Routes -$1
per registered participant
1,000 Security Deposit
Special Event With Contract
500 per day* -subject to negotiated
contract provisions.
Events with Routes -$1 per
registered participant
1,000 Security Deposit subject to
negotiated contract provisions.
Per Day includes each day ofevent. Separate load-in day fee of $500/day will apply.
Police Services
Police Dept. Personnel/Officers
Police Reserves
Fire Department Personnel
Fire Department On-Call Personnel
Fee
Overtime Rate -2 hr. Minimum
15 per hour -2 hr. Minimum
Overtime Rate -2 hr. Minimum
15 per hour -2 hr. MinimumCOPY
Materials
Barricade 4' to 12' Saw Horse (No Flasher)
Barricade 4' to 12' Saw Horse (With
Flasher)
Type III Barricades
Drums
Electrical use (Lowell Park)
Electrical use (Parks, except Lowell Park)
PD No Parking Signs
Picnic Tables
Portable toilet -Handicapped
Portable toilets
Additional Service
Reflective Cones
Refuse Collection
Traffic Sign on stand
Trash Containers
IV. PARKING FEES:
2/barricade/each day of event
5 /barricade/ each day of event
5/barricade/each day of event
1/drum/each day of event
20/per elec. box/each day of event
10/each day of event
3/sign/each day of event plus labor
if after normal business hours
10/table/each day of event
150/event/unit
60 / event/unit
25/unit/service
1/cone/each day of event
Cost of staff time.
2/sign/each day of event
8 /container/ each day of event
Downtown Parking Rental Rates -Peak Season (May through October)
Lot 1
Lot2
Other paved city lots
Unpaved city lots
On-street parking ( except on Main StS)
Weekday1
15 /day/ spacez
9 / day /space3
1.50/day /space4
1/day /space4
9 /day/space
Weekend1
15/day/space2
9 /day/ space3
3/day/space4
1.50/ day /space4
9/day/space
Downtown Parking Rental Rates -Off Season (November Through April)
All lots: 3 hours or less
All lots : > 3 hours
On-street parking ( except on Main St. S)
Weekday6
Free -must be approved by
Parking Commission
1.50/day/space
3/day/space
Weekend6
Free -must be approved by
Parking Commission
1.50/day/space
3/day/space
1 Peak season weekday= Monday through Wednesday; Peak season weekend = Thursday through Sunday
2 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours= $5; >4 but <8 hours= $10; more than 8
hours= $15
3 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours= $3; >4 but <8 hours= $6; more than 8
hours= $9
4 This rate applies whether the space is used (or reserved) for a partial or full day.
s On-street parking spaces cannot be reserved on Main Street.
6 Off season weekday= Monday through Thursday; off season weekend= Friday through SundayCOPY
2021 Stillwater Events
1 Stillwater Lights
2 Downtown Public Ice Rink
3 Skate For Roses (Canceled)
4 Fat Bike Rally
5 Fire & Ice
6 Fire & Ice Pond Hockey (Canceled)
7 Frozen Flannel Curling Bonspiel
8 Brian's Bocce Ball Tournament
9 Winterfest Boot Hockey (Canceled)
10 Winterfest Cornhole Tournament
11 Settler's Glen Development Food Trucks
12 Boots At the River
13 Memorial Day Ceremony
14 Crusin' The Croix Car Show
15 Stillwater Farmers Market
16 Bike MS : MS 150
17 Block Party: 1100 block of Broadway St. N
18 Stillwater 1/2 Marathon (Canceled)
19 St. Croix Crossing 1/2 Marathon (Canceled)
20 Summer Tuesdays
21 4th of July Celebration
22 Lumberjack Days (Canceled)
23 Lumberjack Days Sk/lOk (Canceled)
24 Zephyr Theatre -Broadway by the Bridge -Mam ma Mia!
25 Night to Unite
26 Liberty on the Lake neighborhood garage sale
27 Opera on the River
28 Block Party : Holcombe St.
29 Lift & Loop
30 Bridge the Valley Bike Rally
31 Ragnar Relay
32 UMR Grand Classic
33 Shepherd in the Park
34 Block Party : 5th St. N
35 St. Mary's Wildrice & German Fest
36 Ascension Episcopal Church Capital Campaign
37 Rivertown Fall Art Festival
38 Harvest Fest & Giant Pumpkin Weigh-off
39 Haunted History Trolley Tours
40 St. Croix Catholic School Walk
41 Cole J. Lutz PTSD/Suicide Awareness Memorial Walk
42 Veterans Day Ceremony
43 Turkey Trot
44 Twinkle Party COPY
ill lwa ter
The Birthplace of Minnesota
216 4th Street N, Stillwater, MN 55082
651-430-8800
www.ci.stillwater.mn.us
CITY COUNCIL MEETING MINUTES
February 1, 2022
REGULAR MEETING 4:30 P.M.
Mayor Kozlowski called the meeting to order at 4:32 p.m.
Present: Mayor Kozlowski, Councilmembers Collins, Junker (remotely),
Odebrecht, Polehna
Absent: None
Staff present: City Administrator McCarty
City Clerk Wolf
City Attorney Land
Community Development Director Gladhill
Fire Chief Glaser
Police Chief Mueller
Finance Director Provos
Public Works Director Sanders
IT Manager Holman
Library Director Troendle
OTHER BUSINESS
Event Policy iscussion
City Administrator McCarty noted that at the direction of the City Council, the staff events
planning team has met numerous times since October to review and consider possible
updates to the City Events Policy, focusing on City support of events management, related
City costs and current fee structure. The Council may wish to consider a more generalized
fee structure. Staff estimates that the City annually spends $250,000 - $300,000 of City
resources to support events, while event fee revenue generally funds less than 10% of that.
He discussed in detail several recommendations and requested Council direction to proceed
with regard to: 1) updates to the City Events Policy and Fee Schedule; 2) Outdoor
Seating/Sales Area permitting criteria to be included in policy/ordinance updates.
Mayor Kozlowski noted $250,000 is not excessive considering the economic value of a year's
worth of events in Stillwater. If that funding were used to hire one or two full time event
coordinator positions, it may run more efficiently and free up other staff somewhat.
Mr. McCarty reasoned that even with a full time event coordinator, there would still be
involvement from law enforcement, public safety personnel and other staff.
Councilmember Polehna commented that the City's job is to serve the public. He did not
think $250,000 was excessive.
Councilmember Odebrecht stated there may be opportunities to collect some of the funding
and streamline the process by working with coordinators of the events. He asked about the
amount of added burden when event permit applications come in late; and Mr. McCarty
replied that staff has tried many mechanisms to encourage timeliness but continue to get
City Council Meeting February 1, 2022
last minute applications. The City should reach out to the event organizers who regularly do
events in Stillwater to consider how to streamline the process. The Council also should look
at zoning ordinance provisions covering events held on private property downtown and in
other areas of the City. The Parks Commission and Downtown Parking Commission should
be involved. Perhaps there should be a standard fee for a parking lot rather than basing a
fee on the number of stalls reserved.
Mr. McCarty went on to address temporary outdoor seating and sales permits which the
Council has allowed for the past two years. Currently there are 22 requests for these permits
and the emergency rules are no longer in effect. The Council needs to determine whether it
is going to allow these, and if so, where and under what regulations. There will be many
construction projects going on downtown this summer that will constrict traffic flow. Other
issues are whether there should be standardized construction for what a parklet looks like,
and whenever alcohol service is expanded, the Council must determine whether the area is
contiguous to the space already licensed. Lastly there should be some sort of fee structure
that goes along with any permits that are issued.
Mayor Kozlowski stated he has no problem with expanded footprints on private property.
In other areas, although he would like to adopt a specific design for parklets like other cities
do, Stillwater does not have the street space for it.
Councilmember Junker stated he has no problem with expanded areas on private property.
On public property, the only area he would really consider allowing the expanded footprint
to continue is Union Alley. The City needs to work on other issues to clean up the downtown
during this heavy construction period.
Mr. McCarty added that the Met Council will now begin charging the sewer access fees for
the additional square footage for these expanded areas, which it had waived during the
emergency rules.
Councilmember Polehna stated he is fine with expanded uses on private property, but he
has a problem with giving up public property for private business use.
City Attorney Land noted there is public purpose in allowing limited use of public space
through an encroachment agreement for certain periods of time with certain rules.
Mr. McCarty stated staff will determine how to notice the community about the direction of
the Council discussion, work with legal counsel on how best to frame what is allowed, and
bring a proposed framework to a future meeting for Council discussion.
Councilmember Junker remarked he has heard complaints about all the sandwich boards
downtown. Combined with merchandise, flower pots and benches, the sidewalks are getting
cluttered and hard to navigate.
Councilmember Polehna stated he would like to review Water Street, which is often blocked
with delivery trucks, and revisit the design for the Chestnut Plaza to find a way to prevent
cars crossing there most of the day.
Police Chief Mueller stated he shares the concern about vehicles crossing Chestnut Plaza
and Sam Bloomer way, considering the bike trails and pedestrian access all in the same area.
Mr. McCarty summarized that staff will work on outdoor seating and sales permit standards,
and guidelines for private properties. On special events, staff will work with event
organizers on possible fee structure changes and ways to streamline the process.
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