Loading...
HomeMy WebLinkAbout2010-11-22 PRC MINCity of Stillwater Parks and Recreation Commission Nov. 22, 2010 Present: Linda Amrein, chair David Brandt, Rob McGarry, Solveg Peterson, Mike Polehna and Sandy Snellman Staff present: Asst. Public Works Supervisor Tim Moore Absent: Scott Christensen Ms. Amrein called the meeting to order 7:05 p.m. Approval of minutes Ms. Amrein pointed out an unnecessary word in the section regarding park fees — "is likely will apply to reserve" should be "is likely to reserve." There was discussion about park closure during the winter months. Mr. Moore explained that the restroom facilities are not open during the winter; he said closing during the winter has been past practice, but that is something the Commission could discuss. Mr. Moore also stated the parks were kept open later this year due to the mild weather. Mr. Brandt, seconded by Ms. Snellman, moved to approve the minutes of Oct. 25, 2010, with the above noted correction. Motion passed unanimously. ACTION ITEMS Park fees — Mr. Moore said in talking with a number of communities, he found that Stillwater's rates were comparable to others, except for ball tournaments and weddings. He said the tournaments and weddings are costing the City more in staff time and expenses, noting that the City had spent about $700 this year in upgrading the electrical service in the band shell, costs that come out of the general fund. He reviewed the proposal to increase rates for ball tournaments at Lily Lake; he noted such events generate a lot of trash, which results in additional staff time for cleanup. The proposed rates also include a $100 charge for weddings, he said; he noted there are instances when barricades have to be put up for weddings at the gazebo and other circumstances when staff have to provide additional services. Mr. Moore noted there is also a refundable damage deposit required. In discussion, members felt the cost for renting the gazebo was fairly low. Mr. Moore spoke of instances where relatives are used to take advantage of the cost of rentals for residents vs. non - residents; Ms. Peterson suggested requiring either the bride or groom to be a resident, or grew up here and still have a parent(s) residing here, in order for that rate to apply. Mr. Moore noted that the work done by the special events committee should help clear up some of the issues experienced in the past. During discussion, it was noted that folks not reserving a shelter or gazebo would not pay any fees. Mr. McGarry spoke against the proposal for a weekend surcharge, saying there is no significant increase or impact on the park to justify such a surcharge; Mr. Moore pointed out that charge is not being increased, there has always been that surcharge. Mr. Polehna said he agreed there should not be a weekend surcharge. Ms. Amrein spoke of the cost involved in staff overtime; Mr. Moore stated staff automatically is paid overtime for weekend work. There was discussion of alternate work schedules to reduce the amount of overtime paid. There was discussion of the difference between resident and non - resident fees; Ms. Amrein said she thought that was justified as residents are helping to pay for the parks through their tax dollars paid here. Ms. Snellman spoke in favor of the resident and non - resident fees. Mr. Brandt said he was comfortable with the proposal for the increase in tournament fees, as it appears those are in line with what other communities charge, but said the proposed wedding rates seem somewhat arbitrary. Mr. McGarry questioned the additional fee for weddings, suggesting there is little difference between a wedding and other events, such as a birthday Park and Recreation Board Minutes November 22, 2010 Page 2 of 3 party. There was discussion of the need to raise additional fees to deal with the current economic situation local governments are facing. Ms. Peterson pointed out it would cost someone more money to have a wedding in their own church than to pay the proposed rates. Ms. Amrein said she could support charging the same rates for weekday and weekend rentals, but said she favored the additional fee for weddings. Mr. Moore spoke of the extra services required by weddings, such as PA systems, barricading of the street by the gazebo, and other costs associated with the infrastructure, such as electrical costs, which the City needs to recoup. Mr. Moore noted that with all reservations, including weddings and softball tournaments, the fees generated revenues of $14,000 - $15,000 last year, about 90% of which came from Teddy Bear Park, Lily Lake, Pioneer and Lowell parks. In discussion, it was noted there is a separate fee schedule for Teddy Bear Park. Ms. Amrein spoke in favor of using the Friday- Sunday rates across the board, including the wedding rates. Mr. Moore noted that moving forward he will be able to collect more data regarding time /expenses. Mr. Brandt expressed concern about picking an arbitrary figure of $100 for the wedding rate, noting that once the fee is increased, it won't ever be decreased. Ms. Amrein moved to approve the Friday- Sunday rates across the board for 2011, $50 for shelters /gazebo for resident, $100 for non - resident; $0 for park open space for resident, $50 for non - resident; $125 for band shell for both resident and non - resident, with a $100 fee for weddings added to those charges. Ms. Amrein's motion included approval of the proposed $300 fee for tournaments. Ms. Snellman seconded the motion. Motion failed 2 -2 -1, with Mr. McGarry and Mr. Brandt opposing and Ms. Peterson abstaining. It was noted that Mr. Polehna is not a voting member. Mr. Brandt said his issue was with the arbitrariness of the fee for weddings. Mr. McGarry said his concern was with creating the new fee for a wedding, charging an extra $100 for rental of the gazebo or shelter for a 40- person wedding vs. a 50- person event; Mr. McGarry pointed out that if the wedding is more than 251 persons, it becomes a special event with those charges imposed. Mr. Brandt said he was not opposed to increasing fees for the use of facilities, but was concerned about the surcharge for weddings. Ms. Peterson suggested it was a per capita issue; Mr. Moore said he considered taking that route and having different thresholds depending on the attendance. Mr. McGarry said there should be consistency in the fees, taking into account the impact on the park and the extra costs involved in additional services that may be required. Mr. Brandt moved to increase the 2011 tournament fees from $150 to $300, regardless of the days of the tournament. Mr. McGarry seconded the motion. Ms. Amrein asked how many days are involved in tournaments and if Mr. Moore thought the increase was reasonable to cover the costs. Motion passed unanimously. Mr. Moore asked if the Commission wished that the rates for 2011 to remain the same as 2010, including resident and non - resident and weekday /weekend rates. Ms. Amrein moved to have 2011 park reservation rates, excluding Teddy Bear Park, to be the current Friday- Sunday rates applied across the board, Monday through Sunday: shelters /gazebos, $50 for residents, $100 for non - residents; open space, $0 for residents, $50 for nonresidents; and $125 for band shell for both residents and non- residents. Ms. Snellman seconded the motion; motion passed unanimously. INFORMATIONAL ITEMS Project updates — Mr. Moore reviewed the agenda information related to Millbrook Park, Long Lake shore land restoration and Legends Park improvements. Regarding the Long Lake project, Mr. Moore stated he would like to schedule an open house in January or February. He suggested that the Commission discuss goals for that area, whether to pursue a wood chip trail or native prairie grasses, and then possibly hold an informational meeting for residents based on those goals. Ms. Amrein suggested including Legends Park on next year's annual park tour. Mr. Moore also noted that the Council had approved the improvements to the Northland Park warming house and the Lily Lake restrooms; he said he hopes to have a staff member do improvements to the interior of the Lily Lake restrooms next spring. On a question by Ms. Park and Recreation Board Minutes November 22, 2010 Page 3 of 3 Peterson, Mr. Moore said architect Mark Balay is finishing renderings and estimates for the renovation of the bathrooms in Lowell Park, and he will be visiting St. Paul to see how that city flood proofs its restrooms along the river; he said he would have updates on that project either in January or February. COMMISSION ITEMS Ms. Amrein asked about the comments made at the last meeting regarding damage to the Lily Lake tennis courts; Mr. Moore stated he inspected the courts and did find some surface damage, but said he had not had a chance to talk with a representative of the Elks Club regarding that. Mr. Moore said the damage was minor and easily repairable. Ms. Peterson asked about any damage that might occur if the river freezes at current levels; Mr. Moore stated he thought water levels would continue to drop throughout the winter and there shouldn't be too much to be concerned about. On a question by Ms. Amrein, Mr. Polehna stated the Council had tabled action regarding the pedestrian plaza plans pending more information, but said plans to make Commercial Street a one -way street have been dropped. Ms. Amrein noted there is still an opening for a voting member on the Commission; Mr. Moore said he would check with Clerk Ward regarding that issue. Ms. Amrein noted there is currently no representative from Ward 1; she suggested another announcement regarding the vacancy might be appropriate. Ms. Amrein noted that three members' terms expire in April. It was agreed to have a holiday gathering after the December or January meeting depending on the availability of the party room at Ms. Peterson's residence. Meeting was adjourned at 8:37 p.m. on a motion by Ms. Amrein, second by Ms. Snellman. Respectfully submitted, Sharon Baker Recording Secretary