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HomeMy WebLinkAbout2023-07-24 PRC MINjIlwater The Birthplace of Minnesota 216 41h Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES July 24, 2023 REGULAR MEETING 7:00 P.M. Chair Johnson called the meeting to order at 7:00 p.m. Present: Chair Johnson, Commissioners Haveles, Larson, Lehmann, Macswain, Quie, Souter Absent: Councilmember Polehna Staff: Parks Superintendent Grode APPROVAL OF MINUTES Possible approval of minutes of June 26. 2023 meeting Superintendent Grode noted the meeting adjourned at 8:27 p.m. He has made the correction. Motion by Commissioner Macswain, seconded by Commissioner Larson, to approve the minutes of the June 26, 2023 meeting as corrected. All in favor. OPEN FORUM Jon Skaalen, 1900 North 3rd Street, asked why the Pioneer Park Bandshell is gated/locked and is in disrepair with peeling paint. He feels it could be better utilized. Superintendent Grode replied that it is probably locked to reduce vandalism. It is available for reservations. Repairs and repainting, at a cost of $70,000-75,000, have been included in the 5- year capital improvement plan for 2025. Nicole Willenbring, 1204 4th Avenue South, asked for an update on the possibility of updating the Old Athletic Field, including paving the sand pit, adding bathrooms and a drinking fountain, and what the next steps are toward budgeting for improvements. She also suggested that when park improvements are considered, a representative of the Parks Commission could host a community forum at the park, promoted with a sign placed there. Mr. Grode replied that he learned from the school district facilities manager that the district is not interested in selling the property. It was given to the school district by the City, but there is no joint powers agreement so it is unclear what the City can and cannot do. As long as the City keeps the school district involved in the process, the school district would not have an issue with improvements being made to the sand area. Mr. Grode also stated that the City Administrator and Councilmember Polehna felt there isn't interest or need for the City to assume ownership. A survey could be done to gather feedback on desired improvements. NEW BUSINESS Playground Replacement Procedure Parks and Recreation Commission Meeting July 24, 2023 Chair Johnson asked for feedback on proposed revisions in the Playground Replacement Process. In addition to the recommended methods of notifying residents, Commissioner Souter suggested also mailing a postcard to neighbors in a one or two -block radius in the fall while people are still using the park, recommending they check the City web site for updates. Commissioner Lehmann asked if suggestions that are made after the CIP is set could still be incorporated into the budget. Mr. Grode answered that feedback from impacted neighborhoods could occur in late summer/fall so there would be time to include additional items in budget. Commissioner Macswain said it is important to set expectations around the fact that the budgeting focus is on playgrounds that are not up to par. Chair Johnson said her favorite way to get feedback is QR codes on signs at the park. Mr. Grode said previous methods of gathering feedback have included a short survey on the City web site and sending postcards. When the City sent postcards about improvements planned for Anez and Meadowlark, it was questioned whether or not to even replace Anez Ridge because of the lack of response. After this experience it was decided not to mail postcards for Old Athletic Field improvements, but to place signage. However it was past the time of year when residents were using the park and should be posted earlier. If the Commission directs staff to do postcards, it should set the intended radius i.e. 100 residents at a minimum. Posting signs with QR codes captures park users as opposed to only residents. Staples Park Tennis/Pickleball Courts Mr. Grode stated that the lights at Staples Park were recently repaired at a cost of $2,500. The neighbor to the south has asked the City to put up black screen (wind) fabric for privacy. The cost would be $10,600 to screen the entire court, $5,300 to screen half of the court near the two residential properties, $2,900 to screen only the south fence. Projects over $5,000 must be put on the CIP and approved by the City Council. City staff seeks a recommendation from the Commission on what times the lights should be on and whether or not to install black fabric on the fencing. Staff recommends only using the lights in the spring and fall when the days are shorter, on a timer to turn off at 8 pm. This could be done for a trial period this fall. Commissioner Quie asked if there are complaints about the sound from the pickleball court, and Mr. Grode shared email from a resident living three blocks away supporting the fabric screening. Others have expressed concerns about the noise but in particular it is the resident who lives to the south close to the court. Commissioner Quie commented the sound bounces and could hit the houses on the other side. Commissioner Macswain suggested timing the lights consistently with those at Northland. Commissioner Haveles said given proximity of the houses here, 8 p.m. is a good recommendation for lights. Motion by Commissioner Haveles, seconded by Commissioner Lehmann, to turn on lights at Staples in the fall 2023 and lights off each night at 8 p.m. for a trial period, to be evaluated after fall season. All in favor. Commissioner Macswain voiced concern that placing privacy screen may raise the issue with neighbors of other parks, but he feels this is a unique situation. Page 2 of 3 Parks and Recreation Commission Meeting July 24, 2023 Mr. Grode stated the City added arborvitae on the south side of the fence as natural screen. Commissioner Larson asked if the screening benefits pickleball players by preventing the wind and Mr. Grode replied yes but there have not been requests from the pickleball players. Chair Johnson shared concerns about others wanting a privacy fence to screen a public park that was there when they moved in. She loves that the public can see people using the parks. Commissioner Souter said she could support screening the two sides that are closest to the park. She does not agree with appeasing just one resident by screening only the south side. Commissioner Quie said it may save cost to plant a couple more plants instead of screening. Motion by Commissioner Macswain, seconded by Commissioner Quie, to table discussion of privacy fence (screening) at the Staples pickleball courts until September after the Commission views the site. All in favor. UNFINISHED BUSINESS There was no unfinished business. DISCUSSION ITEMS Staff Updates Superintendent Grode stated that the new playground has been completed at Washington Square and the sand will be replaced with engineered wood fiber. The Old Athletic Field's new playground should be installed next week and wood fiber will be installed. Staff has been scheduling ADA access for the year following playground replacement. Also, a memorial bench was placed for former Parks Chair Linda Amrein. Coalwission Meinlier [Jpdates Chair Johnson noted a "Stillwater Trails: Rules & Etiquette" free class by Sustainable Stillwater on August 5. She asked why the City is not partnering with/promoting the event, and Mr. Grode said he will check into putting it on the City web site. Other Business Commissioner Macswain asked to see plans for Lumberjack Landing, Staples and Heritage Parks before the the August park tour; and Chair Johnson noted she will host the Parks Commission annual picnic after the parks tour. ADJOURNMENT Motion by Commissioner Larson, seconded by Commissioner Souter, to adjourn. All in favor. The meeting was adjourned at 8:05 p.m. Pamv A;rPam John. Chair ATT , Z4Z rc G-ro-de, Parks Superintendent CtAC-cl �,Oqn-SS Page 3 of 3