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Home My WebLink About1999-10-25 PRC Packet . . . R1GlIl'S OOJ,; ,~ '& \'0 ,'t. HARMONY RESPECT DIGNITY STILLWATER PARKS AND RECREATION BOARD MEETING NOTICE OCTOBER 25.1999 The Stillwater Parks and Recreation Board will meet Monday. October 25.1999 at 7:00 p.m. at Stillwater City Hall in the Council Chambers Conference Room, 216 N. 4th Street, Stillwater, MN. AGENDA: 1. Approval of September 27, 1999 Minutes. 2. Report from Parks Director. 3. Park Plan for Water Reservoir - Steve Russell. (Information will be passed out at meeting) 4. Second sheet of ice for arena. 5. Park fee structuring. 6. New Business. 7. Old Business. 8. Adjournment. Stillwater Human Rights Commission' Stillwater City Hall' 216 North Fourth Street. Stillwater, MN 55082 , . . . . Park and Recreation Board Sept. 27, 1999 Present: David Junker, chairperson Linda Amrein, Rich Cummings, Rob McGarry, Del Peterson and Steve Wolff Others: City Coordinator Nile Kriesel Absent: Nancy Brown, Dawn Flinn, Al Liehr, Mike Polehna and Sara Thingvold Mr. Junker called the meeting to order at 7:05 p.m. Approval of minutes: Mr. Wolff, seconded by Ms. Amrein, moved to approve the minutes of Aug. 23, 1999; all in favor. Update on second sheet of ice: Mr. Kriesel briefly reviewed the status of negotiations with the city of Mahtomedi. Originally Mahtomedi agreed to pay $700,000 up front. However, because the cost of the facility, initially estimated at $2.2-$2.5 million, has increased to about $3.1 million due to the installation of additional locker rooms and some bleacher requested by Mahtomedi, Mr. Kriesel said he will be recommending that Mahtomedi contribute an up front amount more than $700,000. The distribution of ice time has pretty well been ironed out, he said. Mahtomedi has guaranteed to purchase 825 hours of ice time; the St. Croix Valley Hockey Association (SCVHA) will get about 300 more hours of ice time. Mr. Kriesel also noted that $280,000 of the estimated cost represents upgrade/repairs at Lily Lake Arena. Mahtomedi is requesting a 20-year contract. Mr. Kriesel said the financial consultant is estimating an operating deficit of $68,000 for the facility, which he believes may be "too optimistic." The existing facility is currently operating at a deficit of $125,000-$150,000; however, he noted, $50,000 of that deficit represents an amount built in to account for depreciation. There was a brief discussion as to how to increase revenues. Mr. Kriesel said he would be presenting his recommendation to the Council at the first meeting in October. Footings need to be in by December if the new sheet is to be operational by next fall. Also, Mr. Kriesel noted, the Rec Center is in a nF District and a construction contract needs to be in place by the end of the year in order to protect the nF funds. Mr. Wolff summed up this portion of the discussion by noting that the City would not be able to construct the second sheet of ice without the partnership with the city of Mahtomedi and that in the long-term, the agreement would appear to be "penny smart" versus "dollar dumb." Much of the ensuing discussion centered on the fact that the SCVHA has not made good on its pledge for construction of the Rec Center and how to put pressure on the association to fulfill its original commitment. Mr. Kriesel pointed out the Soccer Association also has yet to fulfill its pledge. . . . Review of Long Lake Trail system: Mr. Kriesel showed the original plans for trails in the entire expansion area. He said the City is still working on providing canoe access to Long Lake. Update on Bergmann subdivision: Mr. Kriesel informed members that after the Joint Board was deadlocked at 2-2 on the proposal, an arbitrator was called upon and voted in favor of the City, meaning the subdivision will be proceeding. Report from Park Director: Mr. Kriesel briefly reviewed the Park Department's capital outlay budget for 2000. He noted that while the budget does not include the requested $600,000 for land acquisition, that does not mean that acquisition won't occur. He stated the City currently is negotiating for the Rivard property which, if acquired, will included parks use. Mr. Peterson said he had heard that some of Jennifer Easton's money ($50,000) left from her original donation might be available if a concrete proposal is presented to her. Mr. Junker noted that Ms. Easton's primary intent in making her original donation was for children's playgrounds. Mr. Kriesel pointed out that a plan was previously prepared for the playground by the former Washington School, suggesting that might be a possible use. Mr. Peterson said he would like to be able to go to the Oct. 7 Friends of Stillwater Parks meeting with a concrete proposal for consideration of funding with Ms. Easton's donation. Mr. Junker, seconded by Mr. Cummings, moved to have Mr. Peterson work with City staff/administration in developing a proposal to submit to the Friends of Parks. New business: Mr. Cummings brought up the issue of how much time Mr. Kriesel has to devote to parks and recreation issues on a weekly basis, referring to the time spent on the sports complex-related issues, and the need for an administrator to be running the Parks and Recreation Department. Mr. Peterson asked if any thought has been given to reconsidering asking voters to approve a .5 percent sales tax for parks. Mr. Kriesel agreed that if the City wants to do anything with Lowell Park and the Aiple property, it will need to seek additional funding, such as a sales tax. Mr. Peterson, seconded by Mr. Cummings, moved to adjourn at 8:30 p.m. Respectfully submitted, Sharon Baker Recording Secretary MEMORANDUM TO: Mayor and Council . FR: City Coordinator RE: Plans and specs for 2nd sheet foundation work DA: October 14, 1999 Discussion: Accompanying this memo are the plans and specifications for the foundation for the new sheet of ice. We do not have an agreement with Mahtomedi to construct the second sheet at this time. However, as I discussed at the meeting of October 5th, it is imperative that we construct the foundations before year-end. Therefore, the Council should approve the plans and specs and authorize Dick Olsen (CM) to advertise for bids. The bids will be available to the Council for the meeting of November 2nd and we should also have the final draft of the agreement between the City of Stillwater and the City of Mahtomedi at the November 2nd meeting as well. If the agreement is found to be acceptable at the November 2nd meeting, the Council could then approve the agreement and award the bids for the foundation work. . Recommendation: Council approve plans and specs and authorize Construction Manager to advertise for bids for second sheet of ice foundation work. NOTE TO PARK AND RECREATION COMMISSION: AT THE MEETING OF OCTOBER 19, 1999, THE CITY COUNCIL APPROVED THE PLANS AND SPECS FOR THE SECOND SHEET FOUNDATION WORK AND DIRECTED THE CONSTRUCTION MANAGER TO OBTAIN BIDS FOR THE FOUNDATIONS. THE FINAL DRAFT AGREEMENT BETWEEN THE CITY OF STILLWATER AND MATHOMEDI SHOULD BE AVAILABLE FOR COUNCIL APPROVAL AT THE NOVEMBER 2, 1999 MEETING. AT THIS TIME THE ONLY ISSUES THAT NEED TO BE RESOLVED ARE THE TERM OF THE AGREEMENT (20 TO 24 YEARS), A "BUY OUT" PROVISION, AND THE ICE TIME DISTRIBUTION LANGUAGE. IF THESE ISSUES CAN BE RESOLVED (AND IT APPEARS THAT THEY WILL BE) THEN I AM CONFIDENT THAT THE CITY WILL BE CONSTRUCTING THE SECOND SHEET OF ICE AND THAT IT WILL BE OPERATIONAL BY OCTOBER 2000. . I HAVE INCLUDED THE PROPOSED ICE TIME DISTRIBUTION LANGUAGE FOR YOUR INFO. IT APPEARS THAT THIS LANGUAGE WILL BE ACCEPTABLE TO ALL PARTIES. HOWEVER, I HAVE DOUG BRADY, REC. CENTER MANAGER, REVIEWING THE LANGUAGE TO MAKE SURE IT IS "DOABLE" OVER THE TERM OF THE AGREEMENT AND THAT IT ALSO PROTECTS THE OTHER USERS OF THE FACILITIES (I.E., SCVHA, SAHS, FIGUREIPUBLIC SKATERS, ETC.). .# /J1~' . . . St. Croix Valley Recreation Center Ice Arena Addition Stillwater, Minnesota t- o " ..... II e.. ... ~ ~ AlUr/ ;a ~ KeI ... ArcHlecta 0 .. en Cl:> ---- MJrr~AIIE . ~. 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I I , I , I - u_____a. __ . . o -1=-===-- ----==-..:..::--=~ I I --.... ...... --.. ---- -.. ~~-==..:=.c=a . ." ........'f'iIM... .~g-=----.-- " f!u....:==:::--..........---..... t ~-\.-=t_--c-=-:..a--=.. .!r:= ~. ----::1:---........ I"'OQTMI. eaa:u..e - -- - ,... _.- ...- .... .... af'oft.... ....... .... ....-.. ....... ....-. rP'...J!!IIW'!!l.____ n_.....0 ..~t , I -. --_..._._._-~--,_. --_._-~-- = . .......-- o ~ i o I i I I I I I I I 0 I ~ I I I ' i~(iJ- --! I ) , I '-a i ; I I i ' i I ., o ~--'-"'" (I/' ') n \.,~_ .-"/ I . ....... ---r---- I.... c.' I ([] i- '! l /,/ ;./ --. Ht -0 o o (-:) "---.-/ ED~.\.~-- 0 ,) :-J ~I<<l 01 I.. <D '" ,.", '1] ;0 K..I ~ I. fIIIif'Ir" '" ,,, Rma :0 .........- 111 1t'ZU'&:VlICI '" ......'1:.... Vl Itllllh..... --l :0- I~I~ 0 ~ I --l [l1 r' <7' Q. .... N <D I. Iv ", I I I ~ i 1,111 !!l11 I S1 I ~ :u . . . Proposed language for Section 5., Article III 5.01 Ice time distribution for Mahtomedi. The City of Stillwater agrees to sell, and Mahtomedi agrees to purchase, 825 hours of ice time annually, beginning in the last week in September and ending in the first week of March. This total may be achieved by direct purchase of the ice time by the Mahtomedi Youth Hockey Association ("MYHA") or Independent School District 832 ("MHS") all according to the distribution schedule generally set forth in this section. I. Weekday Hours. 413 weekday hours will be scheduled as follows: 1. 135 hours, consisting of 54, 2.5 hour sessions will be reserved for Mahtomedi High School ("MHS") practice sessions beginning at 2:50 P.M. and ending at 5:30 P.M., Monday through Friday, during the high school hockey season. a. The 54, 2.5 hour sessions allocated to MHS will be distributed evenly (1/3, 1/3, 1/3) among the three sheets of ice on a rotating basis. b. MHS will be given the opportunity to skate for a full week at each arena on the rotating schedule. 2. 40 prime-time hours will be reserved at the main sheet for MHS games. 3. 238 hours will be reserved for the MYHA. a. The 238 hours will consist of 59,4 hour blocks of time and one 2 hour block of time scheduled between 5 :45 P.M. and 10:30 P.M. b. 40 of the 4 hour blocks of time shall be scheduled at the north sheet of ice and 19 block shall be scheduled at the Lily Lake arena. The 2 hour block of time shall be scheduled at the Lily Lake arena. II. Weekend Hours. 412 weekend hours will be scheduled as follows: 1. 40 hours will be reserved at the main sheet for MHS games. 2. 6,2.5 hour blocks of time will be reserved for MHS practice sessions on Saturdays that the MHS teams do not playa game. a. The hours shall be split evenly between the north sheet of ice and the Lily lake arena and shall be scheduled sometime between (?) and (?). 3. 89,4 hour blocks and one I hour block oftime shall be reserved for the Mahtomedi Youth Hockey Association as follows: a. The one 1 hour block of time can be scheduled at any of the three facilities. b. 36 blocks oftime will be scheduled on Saturdays and 53 blocks of time shall be scheduled for Sundays. c. The 4 hour blocks of time shall be scheduled in three different time slots as follows: 1. 45 blocks of time from 7:00 A.M. to Noon. 2. 22 blocks of time from Noon to 5:00 P.M. . 3. 22 blocks of time from 5:00 P.M. to 10:00 P.M. 4. 59 blocks of time shall be scheduled at the north sheet of ice and 30 blocks of time shall be scheduled at the Lily Lake arena. III. It is understood that Stillwater Area High School (SAHS) shall be allowed to schedule home games before any other user followed by MHS. The City will work cooperatively with SAHS, MHS and other users to ensure that the scheduling of high school games do not unreasonably conflict with the schedules of other users. IV. The ice time distribution schedule and rules specified in this section are intended to be used as a guide to ensure the fair distribution of ice time among the users of the facilities. Strict adherence to the schedule may not always be practical and may be subject to change. The City of Stillwater will attempt to obtain the mutual consent of Mahtomedi for any changes or will compensate Mahtomedi accordingly for any loss of ice time resulting in the changes. . . MEMORANDUM TO: Mayor and Council . FR: City Coordinator RE: Plans and specs for 2nd sheet foundation work DA: October 14, 1999 Discussion: Accompanying this memo are the plans and specifications for the foundation for the new sheet of ice. We do not have an agreement with Mahtomedi to construct the second sheet at this time. However, as I discussed at the meeting of October 5th, it is imperative that we construct the foundations before year-end. Therefore, the Council should approve the plans and specs and authorize Dick Olsen (CM) to advertise for bids. The bids will be available to the Council for the meeting of November 2nd and we should also have the [mal draft of the agreement between the City of Stillwater and the City ofMahtomedi at the November 2nd meeting as well. If the agreement is found to be acceptable at the November 2nd meeting, the Council could then approve the agreement and award the bids for the foundation work. . Recommendation: · Council approve plans al}d specs and authorize Construction Manager to advertise for bids for second sheet of ice foundation work. NOTE TO PARK AND RECREATION COMMISSION: .. AT THE MEETING OF OCTOBER 19, 1999, THE CITY COUNCIL APPROVED THE PLANS AND SPECS FOR THE SECOND SHEET FOUNDATION WORK AND DIRECTED THE CONSTRUCTION MANAGER TO OBTAIN BIDS FOR THE FOUNDATIONS. THE FINAL DRAFT AGREEMENT BETWEEN THE CITY OF STILL WATER AND MATHOMEDI SHOULD BE AVAILABLE FOR COUNCIL APPROVAL AT THE NOVEMBER 2,1999 MEETING. AT TillS TIME THE ONLY ISSUES THAT NEED TO BE RESOLVED ARE THE TERM OF THE AGREEMENT (20 TO 24 YEARS), A "BUY OUT" PROVISION, AND THE ICE TIME DISTRIBUTION' LANGUAGE. IF THESE ISSUES CAN BE RESOLVED (AND IT APPEARS THAT THEY WILL BE) THEN I AM CONFIDENT THAT THE CITY WILL BE CONSTRUCTING THE SECOND SHEET OF ICE AND THAT IT WILL BE OPERATIONAL BY OCTOBER 2000. . I HAVE INCLUDED THE PROPOSED ICE TIME DISTRIBUTION LANGUAGE FOR YOUR INFO. IT APPEARS THAT THIS LANGUAGE WILL BE ACCEPTABLE TO ALL PARTIES. HOWEVER, I HAVE DOUG BRADY, REC. CENTER MANAGER, REVIEWING THE LANGUAGE TO MAKE SURE IT IS "DOABLE" OVER THE TERi'\1 OF THE AGREEMENT AND THAT IT ALSO PROTECTS THE OTHER USERS OF THE FACILITIES (I.E., SCVHA, SAHS, FIGUREIPUBLIC SKATERS, ETC.). ,. /J1~' . OTHER SERVICES: Assessment Services Dog Licenses - per year Parking Permits - per month Copies - per sheet ~ '- LIQUOR & TOBACCO LICENSES: Per year On-Sale On-Sale Club On-Sale Sunday Off-Sale On-Sale Wine On-Sale Wine w/Strong Beer On-Sale 3.2 Malt Liquor Off-Sale 3.2% Malt Liquor Tobacco $10.00 $5.00 $10.00 .25 prior to 1990 prior to 1990 set March 7,1995 by Res. 95-59 set 1998 Set Nov. 7,1995, by Ordinance 795 $2300 $350 $200 $200 $200 $300 $100 $50 $250 USE OF CITY PARKS At~D PICNIC SHELTERS: Set Jan. 16, 1996 by Resolution 96-~" ioneer Park Shelter: Weekdays \Veekends/Holidays Deposit All Other Shelters: Weekdays Weekends/Holidays Deposit Lowell Park: Fee Damage Deposit ~~-to~ Non-Residents. ~) J \ ~~.o "' /VV I $35 ~ ) c ~ - ct ~ Jr'J' ~,i \')/1 J Residents no fee ~-3~ $35 Residents no fee ~3S $35 Non-Resid ~~. ~.sP, a $35 Commercial Use $500 $250 tf;d.S. 0 0 f-,2.4 if Cj - 1 Qj (Cj) /L........,- p'1.'j CL - f'\ f ~"..J -5 I 1'7~ 1 . Page 3 of3 Stillwater City Fees 08/20/99 . . . OTHER SERVICES: Assessment Services Dog Licenses - per year Parking Permits - per month Copies - per sheet LIQUOR & TOBACCO LICENSES: Per year On-Sale On-Sale Club On-Sale Sunday Off-Sale On-Sale Wine On-Sale Wine w/Strong Beer On-Sale 3.2 Malt Liquor Off-Sale 3.2% Malt Liquor Tobacco . P.rmit to consUme. ':# '. . . .,i local no~-prolits $10.00 $5.00 $10.00 .25 $2300 $350 $200 $200 $200 $300 $100 $50 $250 $25 no fee ~SE QF eA~Jb\RKS AND P1CJU'tS".~TERS: Pioneer Park Shelter: Weekdays WeekendslHolidays Deposit All Other Shelters: Weekdays WeekendslHolidays Deposit Lowell Park: Fee Damage Deposit Residents no fee $25 $35 Residents no fee $25 $35 Commercial Use $500 $250 prior to 1990 prior to 1990 set Marcil 7, 1995 by Res. 95-59 set 1998 Set Nov. 7,1995, by Ordinance 795 Set January 1,1996 by Ordinance 811 (future changes to be by resolution) Set January 5,1999 by Resolution 99-9 Set Jan. 16,1996 by Resolution 96-20 Non-Residents $25 $75 $35 Non-Residents $25 $35 $35 Page 3 of4 10/12/99 Stillwater City Fees !. . . I .-. . ""C".",' i'C';"i:':"'''~T'lff:~~~r RESOLUTION NO. 99- 9 RESOLUTION SETTING PlR.IPf.'T9 CONSUME FEE \v~EREAS, the Stillwater Parks Department and Parks Board has determined the need for a fee for a Permit to Consume. and , \VHEREAS, Stillwater City Code Section 48-1, Subd. 5 authorizes the Parks Board to establish charges or fees for uses of City parks; and \VHEREAS, the City Council can establish fees by resolution duly enacted from time to time. NOW THEREFORE BE IT RESOL YED by the City Council of Stillwater, Minnesota that the- fee to obtain a Permit to Consume is established at $25.00 and local non-profit organizations are exempt from this fee (i.e. Elks, Eagles, VFW, Lions etc.) or as determined by the Parks Director. BE IT FTJRTHER RESOLVED that this resolution shall be effective as of January 1, 1999. Adopted by the City Council this 5th day of January, 1999. ~~ ATTEST: mrnJ:... (()~Wr-. rvforli ~l eldon, City Clerk ~, 2 RESOLUTION NO. 96- 20 . SETTING~'PEE!$1;RUertmE FO~ RESERVED USE OF CITY PARKS Ai\fD PICNIC SHELTERS BE IT RESOL Y~D by the City Council of Stillwater, Minnesota, that effective January 1, 1996, the fee structure for reserved use of city parks and picnic shelters shall be as follo\vs: PIONEER PARK SHELTER: Residents Non-Residents Weekdays no fee $?- _J Weekends/Holidays $25 $75 Deposit $35. $35 ALL OTHER SHELTERS: Residents Non-Residents Weekdays no fee .$?- _J Weekends/Holidays $?- $35 -) Deposit $35 $35 LOWELL PARK: Commercial Use . Fee $500 Damage Deposit $250 Adopted by Council this 16th day of January, 1996. Jay ATTEST: I ) ol G~' If )J21.~~-/ Modi \\(eldon, City Clerk . ".~ : ;1. r;;R: J:;n u ~~ /~ - /:7Y~ ~ ;:-R 0 ,...,..: ) / /l-; jl; 0 ("1 Sf! 11. j~~Q k.~ uerc; of( ...". . - ". ~ .....~- .. Gc-J-: :)-3 R'J (JAet- -( ~ C ;'c~afJU}) /?c~/J (f).; C;Th.;. fee to reserve any of the city's six picnic shelters charged a fee to reserve shelters .1';7 Mr. "Va Iff made a motion tRli',,~~nge the fee structure for non-residents to )jJ. .25 6uffng,.lhe we8k and' S50:en weekends and holidays, with residents charQectn.a Je~.iwrif"lg' the week and i~~ Ofl,Weekends aad..holidays~~ Some members felt~59.'was t90 high; a~31~SNr./w"kendsam:ihGtidays was \;tJ a~elg~n.~ Mr. Polehna also recommended charging a deposit fee; Mr. ,;. Wolff sugg ested "qr~~",",*~si~ fee. There was a discussion as to whether . to charge more for reserving the shelters at Pioneer Park; Mr. Wolff moved to set the weekend n~~{.~~i~t~e:' iti)~;PiQfle.er;.Park .a.t$75t Ms. .:~t Rheinberger seconded the';'motiori" Tor the new fee structure; motion passed 8-1, with Mr. McGarry voting no. Directing that fees collected be credited to the park budget was part of the motion; the new fees are effective Jan. 1, 1996. egarding fees for the use of Lowell Park, much of the discussion centered .- on whether to charge different fees for commercial uses. Mr. McGarry said fees should be based on potential harm to the park, rather than how much money a group might make. Mr.- Polehna said the county has a commercial fee structure. Mr. Polehna expressed his concern about the lack of a clear procedure/policy for park use and fees. Mr. Thomsen said in the future, all :. requests for use of Lowell Park will come before the Park Board. Members .::, . agreed the city should not be paying for or providing satellites for park . users. . t . Mr. Wolff, seconded by Ms. Rheinberger, moved t~_.;i,:/)i'~-' ':~~~.6'.~~~i'i~~~~~_~Jl'''; users are to provide ,. '. t ;'wn^"dumpsters ancr-:satellites, with Mr. Thomsen determining, how many satellites are required. Motion ~_,~" Fees collected are to be credited to the park..:budget; the new fee policy is effective Jan. 1, 1996. ' ~ ',- f-~.'~..'~. I' I . -- , ~ CITY OF STll..L WATER lVIEMOR.\NDUlVI TO: Mavor and City Council . . FROIVI: Tim Thomsen, Parks Director SUBJECT: Park Fees DATE: January 12, 1996 Attached are the proposed park fees suggested at the October 23rd Park & Recreation Board Meeting for reserving the use of city parks and picnic shelters. I do not think a $35.00 deposit or damage fee will work. The reason is that if a party uses the shelters from 12:00 noon to 5:00 p.m. the park is still opened for 5 more hours after they leave, anyone could come in and damage the park and the party that paid the $35.00 damage fee would .' get charged for the damage that they did not do. ,/ ':. ". .- '. \!f .,< . ).:. '. :. .... . '!' :. . . , :t . .. Stillwater City Council :Minutes Regular Meeting January 16, 1996 Motion by Councilmember Cummings, seconded by Councilmember Bealka to direct staff to prepare agreement for TIF assistance for construction of new 10,450 square foot building located at 402 North Main Street. All in favor. UNFINISHED BUSINESS (Continued) 6. Undate: Storm Water Utility. Motion by Councilmember Thole, seconded by Councilmember Zoller to table the Storm Water Utility to the February 6 meeting. All in favor. 7. Possible anpointrnents to Boards and Commissions. Action taken at the end of the meeting. 8. Suggested changes to term of Heritage Preservation Commission chairperson. HPC Chairman Jeff Johnson requested that the Chairperson position become a rotating position effective 1996. Motion by CouncilmemberCummings, seconded by Councilmember Bealka to approve the suggested changes to the term ofHeritige Preservation Commission chairperson. All in favor. NEW BUSINESS (Continued) .. ;.Z~-;."..;II~~.,.'..... . . . .'. _,' ,_, ," '... ,. ',.," ; ',_.:.'.' .. ....., .", \~';: ... -',.0 ',," .... ",j,",\;~~.:., Motion by Councilmember Cummings, seconded by Councilmember Thole to adopt the appropriate resolution approving thefee structure for reserved use of parks. (Resolution 96-21) "J. _. ._. Ayes- Councilmembers Bealka, Cummings, Thole, Zoller and Mayor Kimble Nays - None 4. Approval ofPav Equitv Implementation Report. Motion by Councilmember Cummings, seconded by Councilmember Thole to adopt the appropriate resolution approving the 1996 Pay Equity Implementation Report for the City of Stillwater. (Resolution 96-22) ... 8 , ~..\ . . . .t' " . FYI ~i1lwate\ '" ",,,,,,,, " .,,""~ ~1A October 13, 1999 ~. Paul Jennings Friends of parks Jennings State bank 1715 Tower Drive P.O. Box 2068 Stillwater, MN 55082 Dear Mr. Jennings: I am sending the attached Exhibit "A" that summarizes the expenditures that were made by the City of Stillwater and by Friends of Parks for the Pioneer Park improvements related to the donation made by Jennifer Easton. I am not sure exactly what Friends of Parks expended because I do not have access to your records. However, the information shown on Exhibit "A" (as it relates to funds expended by Friends of Parks) was given to me by Tim Thomsen and I assume it is correct. If it were not correct, I would appreciate receiving the correct information from you. In any event, my summary indicates that the City of Stillwater has expended $155,673 for Pioneer Park improvements related to the donation made by Jennifer Easton and that Friends of Parks has expended $200,347 ($99,597 for playground equipment and $100,750 for other park improvement items). I should point out that the City expenditures include $7,973 for the plans and specs for the project but does not include any cost for the time that City staff spent on the project. I would estimate that the cost of staff time would be about $8000 to $10,000. Based on my review of the documents related to the Easton donation it would appear that the total amount spent to date is $256,423 which is $43,577 less than the total project cost (i.e., $300,000 - $256,423). Therefore, it would also appear that another $43,577 would need to be expended to reach the total project costs. Further, based on the amount of funds expended by the City on this project ($155,673 plus staff time) I would suggest that this money would need to come from the Easton matching fund contribution side of the ledger. I would also suggest that the City be reimbursed for the amount that exceeds its matching fund share of the project (i.e., $5,673). In regards to the project and remaining funds, It is difficult to ascertain exactly what constitutes the "project". The master plan includes work that has already been done as well as a turn around area on the north side of the park and the replacement of the band shell with a gazebo. I believe that this latter work was intended to be done as Phase II work. However, as I said it is unclear as CITY Hp.LL: 216 NORTH FOURTH STILLWATER. MINNESOTA 55082 PHONE: 651-430-8800 , ." to ,-,,,-hen this work was to be done and it may be appropriate to include it now to satisfy the project costs that I have discussed above. . In regards to the band shell, the City Council has not formally voted on this issue. However. I believe that they would oppose the removal of the band shell at this time. Therefore, I would suggest that we consider the construction of the north side turn around area and ehab of the band shell. removal. 1 oug discussion behveen '. the Friends of Parks and e ark and Recreation Commission (and the City Council if needed). Please feel free to call me at 430-8801 if you have any questIons ill regar IS matter. Sincerel....-. ",,' - ~ ~~X~ Nile L. Kriesel City Coordinator cc: Tirn Thomsen Dave Junker . . ",'" ;.; ~.. .. EXHIBIT "A" . SUMMARY OF EXPENDITURES FOR IMPROVEMENTS TO PIONEER PARK RELATED TO EASTON FAMIL Y DONATION Non-matching: Funds Matching Funds Friends of Friends of Parks Citv Parks City Total Proiect Item: Plans and specs 7,973 7,973 Playground 99,597 Retaining wall 177,163 Restroom 80,000 80,000 Walkway 43,350 43,350 Pergola/pavers 22,000 22,000 Benches 13,750 13,750 Lighting 2,500 16,500 19,000 Landscaping 15,000 15,000 Curbing 3,000 3,000 Shelter roof 6,000 6,000 . Trash holders 8,500 8,500 South Drop off area 8,500 8,500 Fencing 26,200 26,200 Playground area safety fencing 2,200 2,200 . ~ Kiosk 800 800 Total (1) 99,957 (1) 177.163 100.750 155.673 (I) 1 ~6 4/" _ _=> . _.J Notes: 1. Not part of matching funds. 2. Should total $300,000 (Easton = $150,000 and City = $150,000). Appears that $49,250 should be expended from the Easton share ($5,673 to City and $43,577 for other Pioneer Park improvements). . ... . ,- .- . '"\ \ \ , 0",,<(i ",t'-~ ~~ ST. I lARSON ilecture ndscape Arthitecture ASSOCIA lES PIONEER PARK MASTER PLAN . STillWATER, MINNESOTA' ROBERT H. WILLIAMS Registered Landscape Architect