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HomeMy WebLinkAbout2007-10-22 PRC Packet . ,.iillwater ::.-------. -- .."""'--~ [HE BI~ fl' A<:I 0' M NNF OIA ') CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, OCTOBER 22,2007 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, October 22, 2007, at 7 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA 1. Approval of the September 24, 2007 Minutes Neighborhood Meeting 2. Discuss the hockey rink at Benson Park. Action Items 3. Consider making a recommendation to the City Council related to a request by St. Croix Valley Baseball Association to install a permanent baseball scoreboard at the Public Work Baseball Field. 4. Consider recommending City Council approval of a special event permit from Greater Stillwater Chamber of Commerce to use Lowell Park for the 2008 Spring Art Fair. 5. Consider recommending City Council approval of a special event permit from Greater Stillwater Chamber of Commerce to use North Lowell Park for the 2008 Fall Colors Fine Art and Jazz Festival. Informational Items 6. Other Items City of Stillwater Parks and Recreation Board Sept. 24, 2007 Present: Linda Amrein David Brandt, Scott Christensen, Rob McGarry, Adam Nyberg, Cathy Sewilo Staff present: Planner Mike Pogge Absent: Sandy Snell man Ms. Amrein called the meeting to order at 7 p.m. Ms. Amrein welcomed new member, Scott Christensen. Mr. Christensen introduced himself and provided some personal background. Members introduced themselves to Mr. Christensen. Approval of minutes: Mr. McGarry, seconded by Mr. Brandt, moved approval of the minutes of July 23,2007. Motion passed unanimously. ACTION ITEMS Gift for Teddv Bear Park - Mr. Pogge passed around a cross stitch piece, "Teddy Bear Picnic," that Stillwater resident Judith Hansen made and would like to give to the City to hang in the Teddy Bear Park building. Mr. Nyberg expressed a concern about setting a precedent in accepting the gift. Mr. pogge stated that if other donations are made in the future, gifts can be judged on a case-by-case basis and can be declined if they are judged to be unsuitable in any way. Mr. Nyberg asked if the park donors had been contacted about the issue. Mr. Pogge pointed out that the donor' agreement with the City leaves the management of the park to the City. Ms. Amrein, seconded by Ms. Sewilo, moved to accept the gift from Judith Hansen for display in the Teddy Bear Park building. Ms. Amrein wondered if there should be a small plaque noting the donor's name. Mr. Pogge said he didn't think Ms. Hansen gave the piece for public recognition. Ms. Amrein said she would write a thank-you note to Ms. Hansen on behalf of the Board/City. Policies for use and reservation of City parks -Mr. Pogge explained that after the City Council approved the reservation policy for Teddy Bear Park, the Council asked that staff develop a reservation policy for all City parks. Mr. Pogge said staff is recommending one change - requiring a reservation/fee and damage deposit for weddings. The proposed policy also would formalize the practice of not charging fees to not-far-profit groups for use of City parks; a refundable damage deposit is required of all groups. Mr. Pogge briefly reviewed the proposed policy related to wedding use and spoke to some of the problems encountered with weddings that prompted the proposed policy. Currently, there is no fee to hold a wedding in a City park unless the party rents a park shelter. As proposed, a $50 fee would be charged to residents and $100 fee to non- residents to hold a wedding in a City park; a $50 refundable damage deposit would be required for all wedding reservations. Mr. McGarry spoke against charging a fee to residents for using a public park, an amenity residents are paying to provide; Mr. McGarry did agree with the need for a Park & Recreation Board Minutes September 24, 2007 20f3 reservation process so as to eliminate potential conflict in uses. Several members questioned whether the proposed damage deposit was adequate. Mr. Pogge stated staff thinks a $50 damage deposit is adequate. Mr. Christensen pointed out that requiring a damage deposit for use of open space in a park can be tricky as it could be difficult to prove who created any damage. Mr. McGarry moved to recommend adoption of a policy to require a $50 fee for non- residents and no fee for residents to reserve use of open space in a City park, with a $100 refundable damage deposit required for all reservations, resident and non-resident, for use of open space. Users who want to reserve a park shelter would pay that fee as well, it was noted. Ms. Sewilo seconded the motion. It was noted that some weddings could qualify as a large event and be subject to different fees under the current policy; it was consensus to let staff determine whether a wedding qualified as a special event. Mr. Pogge stated the proposed new policy also formalizes the past practice of not charging not-for-profit groups for use of City parks; all users are required to pay the refundable damage deposit, he noted. Mr. Pogge said the policy should be revised to indicate that non-profit groups are required to pay a fee for use of the band shell in Pioneer Park if lighting is required for a particular event. Ms. Amrein moved to revise the reservation/fee policy for the Pioneer Park band shell to require a fee from non-profit groups for events that require lighting of the band shell. Mr. McGarry seconded the motion; motion passed unanimously. Mr. Brandt, seconded by Mr. Nyberg, moved to recommend revising the damage deposit for reservation of the gazebo/picnic shelter to $100 to make it consistent with the policy for reservation of park open space. Motion passed unanimously. Mr. Brandt, seconded by Ms. Amrein, moved to recommend adoption of the policy for application of fees as stated in the proposed revisions. Motion passed unanimously. Manaqement aqreement for St. Croix Valley Recreation Center - Mr. Pogge pointed out the proposed agreement between the City and St. Croix Caterers for management of the Recreation Center does not include any increase in the management fee. He stated the agreement has worked well and staff is recommending approval. Mr. McGarry, seconded by Mr. Brand, moved to recommend adoption of the management agreement with St. Croix Caterers. Motion passed unanimously. INFORMATION ITEMS Dog park discussion - Mr. Pogge stated the issue of providing a dog park came up during the Comprehensive Plan discussions. He said dog parks are more common on the East and West coasts, but are relatively new to the Midwest. He noted that the City has open space requirements for residential areas, including condominiums and townhomes, but he said folks want big, open spaces for their pets. He noted there are some conflicts involved with dog parks. Mr. Pogge stated dog parks are generally fenced and owners are responsible for pet cleanup. One issue, he said, is maintenance of the area. Mr. McGarry pointed out that providing a dog park won't eliminate the problem of pet waste in other parks. Mr. Nyberg said a dog park is something that residents want and that the City is not providing. Mr. Christensen said he has seen such facilities in Oregon and said the parks were popular and well-used. Mr. McGarry said he was not opposed to the concept, but would like more information as to the specifics of such a facility. Mr. Brandt agreed with it would be worth more research as to where such a park Park & Recreation Board Minutes September 24, 2007 30f3 cold be accommodated. Mr. Nyberg said Brown's Creek Reserve park appears to have some potential for a site. Camilla Correll, Stillwater, said she is glad the City is looking into providing such a facility and said she knows of many residents who would be willing to sign a petition in favor of providing a dog park. She spoke of her experience bringing her dog to facilities in Minneapolis and St. Paul and cited parks that are good examples of facilities that work well. Adopt a flower bed proqram - Mr. Pogge said the last community he worked with had such a program that was very successful. He said the City would likely provide a budget for flowers and provide a small plaque recognizing the volunteer(s) who maintain the flower beds. He said the intent would be to publicize the program to get groups/individuals involved. He said he would come back with a formal proposal. OTHER BUSINESS Mr. Pogge noted Washington Square is pretty much complete. He said park lights were fitted with new refractors to cut down on the intensity of the lighting. He said there had been no calls complaining about the lighting, but said the situation would be monitored. He noted that most lights in the park turn off at 10 p.m. The meeting was adjourned at 8:20 p.rn. Respectfully submitted, Sharon Baker Recording Secretary (Siillwate~~ ~-- ::::::::::---_:::::::;;;;; ~ 'HE BI~'H':ACI or ",N"ISOIA ') Park and Recreation Commission DATE: October 18, 2007 ITEM: Consider making a recommendation to the City Council related to a request by St. Croix Valley Baseball Association to install a permanent baseball scoreboard at the Public Work Baseball Field PARK AND RECREATION COMMISSION DATE: PREPARED BY: Michel Pogge, City Planner ~~ October 22, 2007 DISCUSSION The St. Croix Valley Baseball Association has been working to improve conditions at the Public Work Baseball Field. Recently the group received a $5,000 donation for a scoreboard and other physical improvements at the facility. With part of this money the group would like to permanently install a scoreboard at the Public Work Baseball Field. Staff does not issue with the installation of the scoreboard with the understanding that the City will not provide maintenance or other support for the scoreboard. The City in the past had two scoreboards at Lily Lake; however, due to the cost to repair and maintain the signs due to vandalism the City removed the signs in the early 80' s. Scoreboard maintenance can be expensive and is on-going. Additionally, since the primary user will St. Croix Valley Baseball Association staff feels it would be best if St. Croix Valley Baseball Association is responsible for maintaining the scoreboard. Attached is a copy of the scoreboard that the group is looking to install. STAFF RECOMMENDATION Review and consider making a recommendation to the City Council concerning the request. VSBX.385LED Baseball Scoreboard M NEVCO FAIR-PLAY DAKTRONICS COMPETITOR PRICING 1500 BA-71 00-2 BA-618-11 OUR FACTORY-DIRECT PRICE IS: $4367 $4575 $3650 $2775 18" super-bright 100,000 hour rated LED numerals are standard. 22 gauge galvanneal steel cabinet with powder-coat finish - strongest cabinet with the best finish in the industry! Scores and innings go up to 99. Lettering and logo on bottom of board not included in price shown. 5-YEAR LIMITED WARRANTY Size: 16' x 6' x 8" Wireless remote control is optional. Manufacturer's published retail pricing as of March 1, 2007. Nevco is a registered trademark of Nevco Scoreboard Co. Fair-Play is a registered trademark of Trans-Lux Fair-Play, Inc. Daktronics is a registered trademark of Daktronics, Inc. Close Window cSiill~r_ ..~. ::;;c.....-.- ~, 114F' 81R'fHPiACL or MiNN[:~01,4., J Parks and Recreation Board DATE: October 18, 2007 ITEM: Neighborhood Meeting: To consider expanding the outdoor field ice at Benson Park PARKS & RECREATION BOARD DATE: October 22, 2007 REVIEWERS: Community Dev. Director PREPARED BY: Michel Pogge, City Planner !h1f DISCUSSION Staff has received a request to have the outdoor field ice expanded at Benson Park. In response staff has reviewed the park and does feel that a larger field could be installed. Staff has identified three possible areas for an expanded rink that are shown on the attached map. Options A and B could accommodate an 85' x 110' areas and option C could accommodate a 65' x 85' area. Since this is a change that could affect adjoining neighbors staff mailed notices of this meeting to the properties surrounding the park. STAFF RECOMMENDATION Seek public input on this item. Review and consider making a recommendation to the City Council concerning the request. ~ateL Community Oc\'Clooment Deoaruncn~ Benson Park N A ,. cStillw~~~ ...~----~ ~, !HF 81A'fHPiACf or MiN~~F:~Or,l\. J Parks and Recreation Board DATE: October 18, 2007 ITEM: 2008 Spring and Fall Art Fairs PARKS & RECREATION BOARD DATE: October 22, 2007 PREPARED BY: Michel Pogge, City Planner "^-~ DISCUSSION Accompanying this memo are the proposed agreements for the 2008 Spring and Fall Art Fairs sponsored by the Stillwater Area Chamber of Commerce. The agreements are identical to last year's agreements with the exception of new language concerning the start of construction on the Phase III levy project in Lowell Park. Spring Art Fair The 2008 Spring Art Fair is scheduled for Saturday, May 17 and Sunday, May 18 with setup occurring on Friday, May 16. Due to number of venders that participate in the event each year the Chamber is requesting use of both the north and south sides of Lowell Park again this year. It is estimated that 10,000 people will attend the spring art fair over the two days. Due to the scale of the spring event the Chamber will again this year use St. Croix Events, Inc. to manage event. This management agreement is a separate agreement between the Chamber and St. Croix Events that the City will not be party to. Fall Art Fair and Jazz Festival The 2008 Fall Colors Fine Art and Jazz Festival is scheduled for Saturday, October 4 and Sunday, October 5 with setup occurring on Friday, October 3. The event will be held exclusively on the south end of Lowell Park. It is estimated that 3,000 to 5,000 people will attend the fall art fair over two days. The Chamber will run and manage the fall art fair. The Chamber is currently discussing the possibility of serving wine at next years fall art fair. If they choose to serve wine the agreement will need to be amended to reflect this change, however, in order for them to plan next year's event and lock in these days staff would recommend that we proceed with review and approving the agreement as presented. These events attract people in the region and showcase both the artists and the community. These are positive events that staff would recommend continuing. STAFF RECOMMENDATION Recommend City Council approval of the art fair agreements between the City of Stillwater and Stillwater Area Chamber of Commerce for the calendar year 2008. ,. RIVERTOWN ART FESTIVAL AGREEMENT 2008 This Agreement between the City of Stillwater, Washington County, Minnesota ("City"), in conjunction with the Rivertown Art Festival of 2008, part of a community wide celebration of the City; and the Greater Stillwater Area Chamber of Commerce (c/o Dave Eckberg, St. Croix Events), a Minnesota non-profit corporation (the "Chamber"), 1. Celebration. The City has encouraged the Event as a community wide celebration in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. 2. Event/Alcohol: No alcohol will be served during this event and no Other Alcohol or Coolers are allowed. The Chamber is responsible to see that no other liquor is brought into the park. 3. Insurance. The Chamber must provide to the City satisfactory proof that it has obtained liability insurance that names the Chamber and the City as an additional insured, as loss payees, in an amount of at least three hundred thousand and no/100 dollars ($300,000.00) per person and one million and no/100 dollars ($1,000,000.00) per occurrence, for loss sustained by either acts or occurrences that arise from or grow out of the celebration. 4. Siqns. The Chamber will post signs, the number and content of which must be approved by the City Police Chief, describing the regulations prohibiting liquor as well as the prohibition against participants bringing their own liquor into the park. 5. Noise Control. The Event is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 6. Hours of Operation. Operations are limited to 10:00 a.m. to 7:00 p.m. Saturday, May 17,2008; and 10:00 a.m. - 6:00 p.m. Sunday, May 18, 2008. (Setup - Friday, May 16, 2008) 7. Police Power. The City reserves the right to order a shut down of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. If requested by the Chief of Police, the Chamber will cease dispensing and assist the police in the clearing of the Area. 8. Exclusive Use of Lowell Park. In return for the exclusive use of the North and South End Lowell Park (the use of which may be adjusted at the sole discretion of the City based on flood conditions in the park) and the right to sublease spaces within the park(s), the undersigned hereby agrees to the following stipulations: Only use of South End of Lowell Park if flood conditions exist. '" 9. Flood Wall Construction. In cooperation with The United States Army Corps of Engineers (US ACE) the City will be begin work on Stage 3 of the levy project, which includes constructing a low floodwall/levee along the western side of Lowell Park. This work is anticipated to start sometime in 2008. Work at this time is not anticipated to begin until after the 2008 Rivertown Art Festival. The Chamber understands and acknowledges that construction of this project may limit access to portions of Lowell Park if the US ACE chooses to proceed with construction or staging prior to May 19, 2008. In order to accommodate construction and staging activities the City reserves the right to adjust which areas of the park that may be used by the Chamber for this event to accommodate the levy project. 10. Damage deposit of $250.00 and a users fee of $500.00 to be paid at the signing of this contract (deposit of $250.00 to be refunded in whole or in part, depending on amount of damage, if any, as determined by the Public Works Superintendent). The lessee shall be responsible for any damage that is not covered by the deposit. 11. Lessee shall furnish dumpsters or roll-off boxes in sufficient quantity to contain the accumulation of trash generated by the event(s) and shall see that all trash is picked up daily and deposited in dumpsters, including the emptying of park trash receptacles. 12. Lessee shall furnish portable restrooms (at least four) to augment the existing facilities. NOTE: In the case of Lowell Park the existing restroom facility shall be closed and the City shall furnish at least four additional restrooms at City expense and the four additional restrooms by the lessee will be at their expense. 13. Lessee shall confer with the Chief of Police as to the advisability of closing the Levee Road (Lowell Park) and shall hire any security personnel the Police Chief requires. 14. Hold Harmless and Indemnify. The Chamber agrees to hold the City harmless and to indemnify and defend the City with regard to any claims, causes of action, or demands that might be brought against the City arising out of the activities in the Area, including the dispensing of liquor pursuant to this Agreement. 15. Event shall be as described in the attached Special Event Application, which may have comments and shall become a part of this contract. 20f3 IN WITNESS WHEREOF, the parties have set their hands this _ day of ,2007. GREATER STILLWATER AREA CHAMBER OF COMMERCE By Its Subscribed and sworn to before me this day of , 2007. Notary Public CITY OF STILLWATER Ken Harycki, Its Mayor Attest: Diane F. Ward, Its Clerk Subscribed and sworn to before me this day of ,2007. Notary Public 30f3 FALL COLORS FINE ART AND JAZZ FESTIVAL 2008 This Agreement between the City of Stillwater, Washington County, Minnesota ("City"), in conjunction with the Fall Colors Fine Art and Jazz Festival, part of a community wide celebration of the City (the "Event"); and the Greater Stillwater Chamber of Commerce, a Minnesota non-profit corporation (the "Chamber"). 1. Celebration. The City has encouraged the Event as a community wide celebration in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. 2. Event/Alcohol: No alcohol will be served during this event and no Other Alcohol or Coolers are allowed. The Chamber is responsible to see that no other liquor is brought into the park. 3. Insurance. The Chamber must provide to the City satisfactory proof that it has obtained liability insurance that names the Chamber and the City as an additional insured, as loss payees, in an amount of at least three hundred thousand and no/100 dollars ($300,000.00) per person and one million and no/100 dollars ($1,000,000.00) per occurrence, for loss sustained by either acts or occurrences that arise from or grow out of the celebration. 4. Siqns. The Chamber will post signs, the number and content of which must be approved by the City Police Chief, describing the regulations prohibiting liquor as well as the prohibition against participants bringing their own liquor into the park. 5. Noise Control. The Chamber is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 6. Hours of Operation. Operations are limited to 10:00 a.m. to 5:00 p.m. Saturday, October 4, 2008 and 10:00 a.m. - 5:00 p.m. Sunday, October 5, 2008. (Setup Friday, October 3, 2008) 7. Police Power. The City reserves the right to order a shut down of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. 8. Exclusive Use of Lowell Park. In return for the exclusive use of the North End of Lowell Park and the right to sublease spaces within the park(s), the undersigned hereby agrees to the following stipulations: · Damage deposit of $250.00 and a users fee of $500.00 to be paid at the signing of this contract (deposit of $250.00 to be refunded in whole or in part, depending on amount of damage, if any, as determined by the Public Works Superintendent). The lessee shall be responsible for any damage that is not covered by the deposit. · Lessee shall furnish dumpsters or roll-off boxes in sufficient quantity to contain the accumulation of trash generated by the event(s) and shall see that all trash is picked up daily and deposited in dumpsters, including the emptying of park trash receptacles. NOTE: In the case of Lowell Park the existing restroom facility shall be closed and the City shall furnish at least four additional restrooms (3 regular and 1 handicap accessible) at City expense and the four additional restrooms by the lessee will be at their expense. Restrooms will be pumped prior to 10:00 a.m. Sunday with the cost to be borne by the Greater Stillwater Area Chamber of Commence and the City in equal shares. · Lessee shall confer with the Chief of Police as to the advisability of closing the Levee Road (Lowell Park) and shall hire any security personnel the Police Chief requires. 9. facilities. Lessee shall furnish portable restrooms (at least four) to augment the existing 10. Flood Wall Construction. In cooperation with The United States Army Corps of Engineers (US ACE) the City will be begin work on Stage 3 of the levy project, which includes constructing a low floodwall/levee along the western side of Lowell Park. This work is anticipated to start sometime in 2008. All work in 2008 is anticipated to be completed prior to the start of the 2008 Fall Colors Fine Art and Jazz Festival. The Chamber understands and acknowledges that construction of this project may limit access to portions of Lowell Park if US ACE has not completed work on the project by October 1, 2008. In order to accommodate construction and staging activities the City reserves the right to adjust which areas of the park that may be used by the Chamber for this event to accommodate the levy project. 11. Hold Harmless and Indemnify. The Chamber agrees to hold the City harmless and to indemnify and defend the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the activities in the Area including the dispensing of Liquor pursuant to this Agreement. 12. Event shall be as described in the attached Special Event Application, which may have comments, shall become a part of this contract. Page 2 of3 IN WITNESS WHEREOF, the parties have set their hands this ,2007. day of GREATER STILLWATER AREA CHAMBER OF COMMERCE By_ Its Subscribed and sworn to before me this day of , 2007. Notary Public CITY OF STILLWATER Ken Harycki, Its Mayor Attest: Diane F. Ward, Its Clerk Subscribed and sworn to before me this day of , 2007. Notary Public Page 3 of3