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Home My WebLink About2022-06-27 PRC Packet 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 June 27, 2022 @ 7 PM I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES 1. May 23, 2022 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. Introductions of Commission and City Administrator Joe Kohlmann 3. 2023-2027 Capital Improvement Plan VI. UNFINISHED BUSINESS VII. DISCUSSION ITEMS 4. Staff Updates a. Project Updates: New Playground Projects at Anez Ridge and Meadowlark Parks, Settlers Park Tennis Courts b. Memorial Bench Update 5. Commission Member Updates 6. Other Business a. August Meeting – Parks Tour? VIII. ADJOURN Next Meeting: July 25, 2022 at 7 p.m. 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES May 23, 2022 REGULAR MEETING 7:00 P.M. Chairman Brandt called the meeting to order at 7:00 p.m. Present: Chairman Brandt, Commissioners Christensen, Johnson, Macswain, and Quie Absent: Commissioners Souter and Weidner, Councilmember Polehna Staff: Parks Superintendent Grode ELECTION OF OFFICERS Motion by Commissioner Johnson, seconded by Commissioner Christensen, to elect Johnson as Chair. All in favor. Motion by Commissioner Brandt, seconded by Commissioner Christensen, to elect Souter as Vice Chair. All in favor. APPROVAL OF MINUTES Possible approval of minutes of April 25, 2022 meeting Motion by Commissioner Christensen, seconded by Commissioner Macswain, to approve the minutes of the April 25, 2022 meeting. All in favor. OPEN FORUM Louise Watson, 927 Northland Ave, complimented the City on the thinning of trees at Long Lake Park, and the clean-up of Bridgeview Park. NEW BUSINESS Fees for Park Reservations Parks Superintendent Grode stated that the City is working with a vendor to set up new park reservation software to be available on the City’s website in the near future. In order for the software to decipher between a resident or non-resident, City staff will need to spend time collecting and providing the park reservation company with a list of resident addresses, which could delay the project significantly. The current park reservation fees are $50 for residents and $100 for non-residents. Teddy Bear Park has a separate resident vs non-resident fee, and a separate profit vs. non-profit fee. Often, a non-resident utilizes a resident who is a relative or an acquaintance to get the reduced rate. In an effort to simplify the process and save on labor, staff is recommending going to one park reservation fee for both residents and non-residents. Commissioner Brandt said he has no problem with non-residents paying the lower fee if they know a Stillwater resident who is involved with the reservation. Park fees in surrounding communities vary widely and are sometimes based on the amenities of the park. Parks and Recreation Commission Meeting May 23, 2022 Page 2 of 3 Commissioner Macswain said fees should cover City costs including cleanup. He is not worried about resident vs non-resident fees. Commissioner Quie asked if a consideration should be the good will that residents feel by getting a lower fee. Mr. Grode said there aren’t many fees that are less than $100. Park reservation software will simplify the process. Currently, all park reservations are done by phone. Commissioner Macswain asked if the new software can charge different fees for different parks. Mr. Grode replied yes, it is fairly simple to set the park prices in the reservation software. Commissioner Brandt said he would prefer to not arbitrarily pick a number, but base a fee on capacity data, supply/demand, cost of software, use and cleanup of the area. Motion by Chair Johnson, seconded by Commissioner Christensen, to recommend the City Council set one universal park reservation fee regardless of resident/non-resident. Commissioner Christensen asked, what are they actually booking? Many people only use the open space to take pictures or spend one hour, especially at Pioneer Park where there are many weddings. He understands booking structures/shelters, but is confused about how a reservation could cover just the open space, a corner of the grass. Commissioner Brandt said people make reservations to ensure they will have the space. Mr. Grode remarked if they don’t make a reservation, there is a chance that other people will be using the park. Software could show boundaries and define what area they are reserving. Motion passed 3-2 with Commissioners Brandt and Christensen voting nay. Motion by Commissioner Macswain, seconded by Commissioner Brandt, to direct staff to bring back a review of pricing fee structure for parks based on tonight’s conversation, and using data such as the cost of maintenance, reservation software, and using nearby cities for comparison. Commissioner Macswain explained he would like to see a spreadsheet showing how other cities charge. Commissioner Brandt added that he would like to consider the amenities of the park, how many people it accommodates and so on. Mr. Grode stated that staff is in the final weeks of getting the software going and needs a dollar amount, otherwise the software cannot go live until July or August. Staff recommends the park reservation fee be $100. It still needs to go to the City Council for action. Motion failed 2-2-1 with Commissioner Christensen and Chair Johnson voting nay, and Commissioner Quie abstaining. Motion by Commissioner Christensen, seconded by Commissioner Quie, to request that every January, the Parks Commission receive a spreadsheet of the park permits that were issued for each park during the previous calendar year. Commissioner Quie offered an amendment, and Commissioner Christensen agreed, to look at the software and review each park’s amenities, and what people are reserving, to provide a better idea for setting pricing. All in favor. Motion by Chair Johnson, seconded by Commissioner Christensen, to recommend the City Council set the park reservation fee at $100. Parks and Recreation Commission Meeting May 23, 2022 Page 3 of 3 Mr. Grode asked about Teddy Bear Park fees. Chair Johnson withdrew the motion. Motion by Chair Johnson, seconded by Commissioner Christensen, to recommend the City Council set the fee for Stillwater parks at $100 with exception of Teddy Bear Park, where it would bump up to what is currently the non-resident fee for all reservations, as recommended by staff. Motion passed 3-0-2 with Commissioners Quie and Macswain abstaining. 2022 City of Stillwater Events and Updated Policies Mr. Grode provided the changes to the event policy recently approved by the City Council, and a spreadsheet showing the dates of 2022 events. UNFINISHED BUSINESS There was no unfinished business. DISCUSSION ITEMS Staff Updates Mr. Grode informed the Commission that Bridgeview Park will be completed before Chestnut Plaza construction starts. An initial plan is being reviewed for Aiple property including the canoe launch. The river level has been up, delaying renovation work in Lowell Park, and delaying the installation of Memorial Benches in Lowell Park. He showed possible designs for park signage, for parks that do not have signs currently. The City does not have the software to do QR codes and maps and would have to send that job out. The signs would match existing wooden park signs, and would include the Stillwater logo. He will bring more options to the next meeting. Two seasonal workers have started, and more part time workers are sought. Commission Member Updates There were no Commission Member updates. Other Business There was no other business. ADJOURNMENT Motion by Chair Johnson, seconded by Commissioner Quie, to adjourn. All in favor. The meeting was adjourned at 8:03 p.m. The next meeting will be at 7 p.m. June 27, 2022. ___________________________________________ David Brandt, Chairman ATTEST: ________________________________________________ Jason Grode, Parks Superintendent DATE: June 27, 2022 TO: Parks and Recreation Commission FROM: Jason Grode, Parks Superintendent SUBJECT: 2023-2027 Capital Improvement Plan BACKGROUND On a regular basis the City of Stillwater staff updates the 5-year Capital Improvement Plan (CIP). Public Works staff has recently been updating the attached plan to be submitted to City Administration. Attached is this year’s schedule for the budget review and approval process. DISCUSSION The 5-year CIP is updated every year. Attached is the CIP for 2023 thru 2027. The budget process for 2022 will continue throughout the year with a budget hearing at the City Council meeting in August. Staff will come back to the Parks and Recreation Commission with updates and opportunities for comments and input from the Commission. ACTION REQUESTED The Parks and Recreation Commission should review and discuss the 5 Year CIP and make recommendations to staff. Attachments: 5-year CIP: Draft, Budget Schedule, Playground Replacement Schedule. Department Priority 2023 2024 2025 2026 2027 Total Parks 1=High,4=Low Snow Blower for Tractor (Small)1 5,500.00$ 6,000.00$ 6,500.00$ 18,000.00$ 72" Zero Turn Mower 1 7,000.00$ 8,000.00$ 15,000.00$ Angle Broom for Toolcat 1 6,000.00$ 6,000.00$ Mower (Replaces 2004 wide area mower)1 36,000.00$ 36,000.00$ Mower (Replaces 2013 small tractor mower)2 40,000.00$ 40,000.00$ 80,000.00$ Utility Vehicle 1 40,000.00$ 40,000.00$ Snow Blower for Tractor (Medium)1 6,000.00$ 6,500.00$ 7,000.00$ 19,500.00$ Replace Utility Vehicle with Groomer 1 50,000.00$ 50,000.00$ 1-Ton Truck (Replacement)1 130,000.00$ 130,000.00$ 260,000.00$ Wide Area Mower (16') 1 150,000.00$ 150,000.00$ Trail Improvements/Connections 3 45,000.00$ 45,000.00$ Prairie Park (Improvements based on park plan)2 65,000.00$ 50,000.00$ 115,000.00$ Replace Play Structures (Add ADA Trails Separately)1 150,000.00$ 150,000.00$ 150,000.00$ 175,000.00$ 175,000.00$ 800,000.00$ Wash. Sq., Old. Athl. Field Lily lake,Staples Schulenberg, Sunrise Benson, Liberty Prairie, Schulenberg Playground ADA Trails 1 75,000.00$ 30,000.00$ 30,000.00$ 30,000.00$ 30,000.00$ 195,000.00$ Irrigation Upgrades 1 40,000.00$ 40,000.00$ Drinking Fountain Benson Park 1 15,000.00$ 15,000.00$ Sunken Garden (Restoration)3 30,000.00$ 30,000.00$ Boutwell Cemetery (Improvements)2 75,000.00$ 75,000.00$ Teddy Bear Park Surfacing (Replacement)1 100,000.00$ 100,000.00$ Pioneer Park Sidewalk (Replace existing)4 75,000.00$ 75,000.00$ Pioneer Park Pergola (New Addition to Park)4 150,000.00$ 150,000.00$ Pioneer Park Walk Lights LED Conversion 2 45,000.00$ 45,000.00$ TOTAL for Parks 728,500.00$ 457,000.00$ 242,500.00$ 433,000.00$ 498,500.00$ 2,359,500.00$ Department Priority 2023 2024 2025 2026 2027 Total Permanent Improvements 1=High,4=Low Downtown Step Replacements 2 250,000.00$ 250,000.00$ 500,000.00$ Annual Sidewalk Rehabilitation Project 1 100,000.00$ 100,000.00$ 200,000.00$ Lumberjack Landing 2 500,000.00$ 2,000,000.00$ 2,500,000.00$ Bridgeview Park: Soddy Mill, South & Central Areas 2 500,000.00$ 3,250,000.00$ 3,750,000.00$ 72nd Street/Trail Connection 2 450,000.00$ 450,000.00$ Lily Lake Parking Lot Rehab 2 200,000.00$ 200,000.00$ McKusick Boardwalk 1 50,000.00$ 50,000.00$ 100,000.00$ TOTAL for Permanent Improvements 2,050,000.00$ 5,300,000.00$ 350,000.00$ -$ -$ 7,700,000.00$ 2023 BUDGET CALENDAR June 2022 Finance Department begins budget process by preparing projected wages and benefits and insurance costs for the upcoming fiscal budget year. Finance Department distributes Capital Improvement Plan (2023-2027) information for updating. Budget guidelines along with budget worksheets are distributed to Department Heads for completion July 8, 2022 Completed budget worksheets are due to the Finance Department. The Finance Department assembles the preliminary budget information. July 18 through July 22, 2022 The City Administrator and Finance Director meet with Department Heads to review budget requests and makes recommendations regarding the budget. July 25 through August 9, 2022 Finance prepares requested budget August 9, 2022 Finance distributes Requested Budget to Department heads and City Council August 16, 2022 Council, during a budget workshop session, meets with the City Administrator and Department Heads to review the recommended budget requests. August 16, 2022 3:30 – 6:30 August 17 – September 5, 2022 The Finance Department makes budget revisions and prepares the final proposed budget for future Council adoption. September 6 or September 20, 2022 Council adopts the proposed budget, the proposed tax levy and sets the Truth-in- Taxation hearing dates. Prior to September 30 The proposed budget, the proposed levy and the Truth-in-Taxation hearing dates MUST BE certified to the County Auditor no later than September 30, 2022. November 2022 The County to send out Truth-in-Taxation parcel specific notices (proposed budget). November 15, 2022 Notice of the Truth-n-Taxation public hearing date is announced. December 6 or 20, 2022 (date will be certified in September) Council to hold the Truth-in-Taxation public meeting and to adopt the final budget & the final tax levy on December 6 or 20, 2022. A presentation of the proposed budget is made by the City Administrator. PRIOR to DECEMBER 30, 2022 The adopted budget and the adopted tax levy MUST BE certified to the County Auditor and the MN Department of Revenue by December 30, 2022. Park Name 1 Anez Ridge Park 1996 2022 2 Benson Park Swings: 1995 2005 (2026) 3 Brown's Creek Park 2007 (2028) 4 Legends Park Swings: 2000 NE: 2010 SW: 2015 (2029) 5 Liberty Square Park Swings: 2006 (2026) 6 Lily Lake Park Swings: 1999 2004 (2024) 7 Meadowlark Park Slide: 1995 1999 2022 8 Millbrook Park 2012 (2029) 9 New Heights 2000 (School Replaces) 10 Northland Park - Lower 2021 (2036) Northland Park - Upper REMOVED 2021 11 Old Athletic Field 2002 (2023)? 12 Pioneer Park 2019 (2034) 13 Prairie Park 2005 (2027) 14 Ramsey Grove Park 2011 (2028) 15 Schulenberg Park 2005 (2026) 16 Staples Park 2000 (2024) 17 Sunrise Park Slide: 1996 See Saw: 1996 2008 (2025) 18 Teddy Bear Park 2006 19 Triangle Park Swings: 1995 2011 (2028) 20 Washington Park Swing: 1995 1996 Swing Tot: 2007 2006 Years Replaced, Refurbished or Removed Play Structures and Playgrounds Installed Notes (2023)