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HomeMy WebLinkAbout2023-07-24 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. AGENDA PARKS AND RECREATION COMMISSION July 24, 2023 @ 7 PM I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES 1. June 26, 2023 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. Playground Replacement Procedure 3. Staples Park Tennis/Pickleball Courts VI. UNFINISHED BUSINESS VII. DISCUSSION ITEMS (no packet materials) 4. Staff Updates a. Project Updates 5. Commission Member Updates a. Chair Johnson: “Stillwater Trails: Rules and Etiquette” Free Class 6. Other Business a. August Meeting—Park Tour Stops: Lumberjack Landing, Staples and Heritage Park(s) VIII. ADJOURN Next Meeting: August 28, 2023 at 6 p.m. 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES June 26, 2023 REGULAR MEETING 7:00 P.M. Vice Chair Macswain called the meeting to order at 7:00 p.m. Present: Vice Chair Macswain, Commissioners Haveles, Larson, Lehmann, Souter, Councilmember Polehna Absent: Chair Johnson and Commissioner Quie Staff: Parks Superintendent Grode APPROVAL OF MINUTES Possible approval of minutes of May 22, 2023 meeting Motion by Commissioner Lehmann, seconded by Commissioner Haveles, to approve the minutes of the May 22, 2023 meeting. All in favor. OPEN FORUM Nicole Willenbring, 1204 Fourth Avenue South, said neighbors would like to have been notified about the Old Athletic Field park renovation. She suggested creating a formal standardized process for engaging the community when doing park renovations, adding that she has emailed Superintendent Grode with her concerns. She would like to see the sand pit paved so it could be a basketball court, the addition of bathrooms and a drinking fountain if it could be worked out with the school district (property owner). She also has asked the City for a stop sign on Fifth and Sixth Avenues near the park due to speeding. Superintendent Grode said park renovation plans are not official until the Council approves and budgets for the improvements, usually less than a year ahead. Signs indicating the potential for improvements could be posted in the fall but there would not be drawings yet. Commissioner Lehmann said it would be useful to get community input before doing schematics. Councilmember Polehna added there once was a bathroom at the Old Athletic Field but the school district tore it down. He has been saying for years get rid of the hockey rink. Mr. Grode said the sand base is a challenge and temperature fluctuations this past winter impacted the ice quality. Drew Chapman, 1036 Fifth Avenue South, stated 15-20 kids use the park every day. The neighbors would like an understanding of how the process works and would like a permanent restroom to avoid kids crossing the street where there are not stop signs. Shari Mogren, 1213 Fifth Avenue South directly across street from Old Athletic Field, confirmed there are at least 12 families who regularly use the park. They would like to have: a Parks and Recreation Commission Meeting June 26, 2023 Page 2 of 3 few shade trees, picnic tables and benches, the huge sand pit area paved for half basketball court and half paved pavilion with bathroom and drinking fountain. Neighbors are concerned with children’s safety and really want stop signs around the park. Councilmember Polehna said he would talk to the Public Works Dept about stop signs, however stop signs don’t make it safer, they make it less safe. Ms. Mogren replied if not a stop sign, there should be other safety measures such as a blinking sign or speed indicator sign. Amelia Gottschalk, 1225 Second Street South, echoed the requests of the other neighbors. Councilmember Polehna suggested placing a portapotty at least for now. Mr. Grode said delivery of the playground equipment was delayed until after July and crews will see that the playground is down as little time as possible. In the meantime they can place picnic tables, benches and a portapotty. Commissioner Haveles asked if this park falls under the Adopt-a-Park program even though the school district owns the property. Mr. Grode replied that the City maintains it. Staff is working on getting Adopt-a-Park forms on the web site. Commissioner Lehmann asked if a subteam should be formed to put together a proposal in response to the question of community engagement for future projects. Vice Chair Macswain said the issue is worthy of discussion at another meeting, possibly in September or October. Mr. Grode said he will bring some options for improving public engagement to a future meeting. Councilmember Polehna will check into school district intentions for the property. NEW BUSINESS 2024-2028 Capital Improvement Plan Superintendent Grode reviewed the 2024-2028 CIP and stated that the budget process will continue throughout the year with a budget hearing at the City Council meeting in August. Staff will bring back updates and opportunities for Parks Commission input. He reviewed the key projects slated for each year. Commissioner Haveles referred to a new law requiring any new public restrooms to include an adult changing station and Mr. Grode said staff will look at what the requirements will be, and determine if they apply to existing restrooms as well. Also, baby changing stations will be installed in restrooms that do not currently have them. UNFINISHED BUSINESS There was no unfinished business. DISCUSSION ITEMS Staff Updates Superintendent Grode gave project updates on Washington Square Park, Old Athletic Field, Lowell Park re-seeding, and upcoming events including a temporary change to the Lumberjack Days Parade route due to construction. Parks and Recreation Commission Meeting June 26, 2023 Page 3 of 3 Commissioner Haveles asked about the Parks Department’s ability to balance regular maintenance with installation of new equipment, and Mr. Grode replied that most playgrounds have a 15 year lifespan and newer equipment requires less maintenance. Annual inspections are ongoing. Commission Member Updates Councilmember Polehna gave an update on the 4th of July celebration plans. Other Business August Meeting - Parks Tour Vice Chair Macswain stated that Chair Johnson is willing to host the Parks Commission annual picnic, usually held after the parks tour. Suggestions for the parks tour were: Lily Lake, Staples, Heritage, Schulenberg, Bridgeview, Lumberjack Landing; the list was narrowed down to Lumberjack Landing, Staples and Heritage. ADJOURNMENT Motion by Commissioner Haveles, seconded by Commissioner Larson, to adjourn. All in favor. The meeting was adjourned at 7:27 p.m. ___________________________________________ Dan Macswain, Vice Chair ATTEST: ________________________________________________ Jason Grode, Parks Superintendent DATE: July 24, 2023 TO: Parks and Recreation Commission FROM: Jason Grode, Parks Superintendent SUBJECT: Playground Replacement Procedure BACKGROUND The Parks and Recreation Commission has received feedback in recent years from staff and residents to review the procedures involving playground replacement projects. Staff would like to have the Parks and Recreation Commission discuss and give direction regarding the steps that should happen with each playground replacement project timeline in order to get adequate feedback from the various park users. ACTION REQUESTED The Parks and Recreation Commission should review and discuss the attached staff recommendation for the playground replacement process and give feedback to staff. Attachments: Draft Playground Replacement Process, City of Stillwater Playground Replacement Schedule. Playground Replacement Process • Initial Planning Steps (May-June) o Discuss Priorities and Timeline with the Parks and Recreation Commission o Determination of an appropriately sized playground for the neighborhood or park users o Determination if the playground will remain in approximately the same area o Capital Budget Allocation for Project • Initial Feedback from Residents (August 1st to October 15th) o Post signage on-site directing residents to the City’s Parks website requesting feedback o Post a brief survey on the City website regarding playground and any other possible projects in Park o Have City staff answer questions via email or by phone as to the future replacement project and timeline o Post a link on the City’s website and Social Media • Collect Feedback and Present the results to Parks and Recreation Commission (October Meeting) o Share information and feedback from residents o Staff will start gathering information and request potential playground plans from vendors • At least 3 options for the new Playground are presented to the Parks & Recreation Commission (November Meeting) o Residents would be allowed to give their feedback at the meeting o Playground Options would then be posted on the City’s website and voting would begin o Residents would be given at least 1 month to vote on their favorite. • The results from the voting would be shared with the Park & Recreation Commission (January Meeting) o Once the results were shared with the Commission, a motion could be made to make a recommendation to City Council or could be decided at the February Parks and Recreation Commission meeting. 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 Heritage Park Swings: 2006 (2025) 6 Lily Lake Park Swings: 1999 2004 (2024) 7 Meadowlark Park Slide: 1995 1999 2022 8 Millbrook Park 2012 (2029) New Heights 2000 (School Replaces) 9 Northland Park - Lower 2021 (2036) Northland Park - Upper REMOVED 2021 10 Old Athletic Field 2002 (2023) 11 Pioneer Park 2019 (2034) 12 Prairie Park 2005 (2027) 13 Ramsey Grove Park 2011 (2028) 14 Schulenberg Park 2005 (2026) 15 Staples Park 2000 (2024) 16 Sunrise Park Slide: 1996 See Saw: 1996 2008 (2025) 17 Teddy Bear Park 2006 18 Triangle Park Swings: 1995 2011 (2027) 19 Washington Square Park Swing: 1995 1996 Swing Tot: 2007 2006 Replacement Timeline: 2023 Old Athletic Field Washington Square Park* 2024 Lily Lake Park Staples Park 2025 Heritage Park** Sunrise Park 2026 Benson Park Schulenberg Park** 2027 Triangle Park Prairie Park 2028 Brown's Creek Park Ramsey Grove Park Play Structures and Playgrounds Installed NotesYears Replaced, Refurbished or Removed (2023) DATE: July 24, 2023 TO: Parks and Recreation Commission FROM: Jason Grode, Parks Superintendent SUBJECT: Staples Park Tennis/Pickleball Court BACKGROUND At the October 25, 2021 Parks and Recreation Commission meeting, the Commission discussed whether or not to remove or repair the tennis/pickleball court lights at Staples Park. A motion was made that if the repair costs did not exceed $2,500 (and there was interest from the community the following Spring), staff should pursue repairing the existing lights. An initial quote was received in 2022 that exceeded that number and staff did not receive any substantial interest from the public the next Spring to pursue lighting the courts. Earlier this Spring, there was an increased interest in getting the lights at Staples Park working again due to the growing popularity of the pickleball courts within the City. City staff then requested an updated quote from an electrical contractor to do the repairs that came in at $2,500 (originally). With the increased interest from the public, staff directed the contractor to move forward with getting the lights repaired, which was recently completed. There were some additional costs that were unforeseen due to animal damage to some of the wiring. Besides the lighting, the neighbor to the South has been requesting the City put up black screen (wind) fabric to help create more privacy between their adjacent property and the courts. Based on a recent quote from a fencing contractor, the cost to have fabric installed by the contractor around the entire court would cost $20 per foot (or approx. $10,600). To only screen half of the court (the 2 sides that are along the 2 residential properties) would be approx. $5,300 and only having screen installed on the South fence would be approx. $2,900. Any projects over $5,000 would need to be put on the Capital Improvement Plan and approved by the City Council. DISCUSSION City staff is seeking a recommendation from the Parks and Recreation Commission on what times the lights should be on and whether or not to pursue the installation of black fabric on the fencing. Due to the proximity of the courts to nearby residential houses, staff would recommend only using the lights in the Spring and Fall when the days are shorter, with them on a timer that would turn off at 8 pm. This could be done for a trial period this Fall and then staff could report back to the Commission with feedback after the courts are shut down for the season. ACTION REQUESTED The Parks and Recreation Commission should review the recommendations for lighting and privacy screening for the courts at Staples Park and make a recommendation to staff. Staples Park Aerial