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HomeMy WebLinkAbout2022-05-23 PRC MINStiliwater The Birthplace of Minnesota J J 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 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. Page2of3 Parks and Recreation Commission Meeting May 23, 2022 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 $100 with exception of Teddy Bear Park, where it would bump up to what is currently the non-resident fee for all reservations, as recommended by staff. Motion passed 3-0-2 with Commissioners Quie and Macswain abstaining. 2022 City of Stillwater Events and Updated Policies Mr. Grode provided the changes to the event policy recently approved by the City Council, and a spreadsheet showing the dates of 2022 events. UNFINISHED BUSINESS There was no unfinished business. DISCUSSION ITEMS Staff Updates Mr. Grode informed the Commission that Bridgeview Park will be completed before Chestnut Plaza construction starts. An initial plan is being reviewed for Aiple property including the canoe launch. The river level has been up, delaying renovation work in Lowell Park, and delaying the installation of Memorial Benches in Lowell Park. He showed possible designs for park signage, for parks that do not have signs currently. The City does not have the software to do QR codes and maps and would have to send that job out. The signs would match existing wooden park signs, and would include the Stillwater logo. He will bring more options to the next meeting. Two seasonal workers have started, and more part time workers are sought. Commission Member Updates There were no Commission Member updates. Other Business There was no other business. ADJOURNMENT Motion by Chair Johnson, seconded by Commissioner Quie, to adjourn. All in favor. The meeting was adjourned at 8:03 p.m. The next meeting will be at 7 p.m. June 27, 2022. raMA -Davh Afn C-h$imrr ATTEST: Jaso Gro . e, Parks iperintendent Oz--- k,-1 oIninSoi e C 171 ctA wovr,U,t-) 8/2N/22 Page 3 of 3