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HomeMy WebLinkAbout2011-02-17 DTPC Packetter THE BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, February 17, 2011 8:30 AM; Riverview Room, City Hall 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. APPROVAL OF JANUARY 20, 2011 MINUTES 4. NEW BUSINESS 4.01. FAMILY DENTAL CLINIC REQUEST 4.02. PARKING RAMP REVENUE AND TICKETING EQUIPMENT UPGRADE 5. SPECIAL EVENT PERMITS 5.01. NATURE VALLEY GRAND PRIX 6. OLD BUSINESS 6.01. 2011 DOWNTOWN PARKING MAP AND RATES 6.02. PARKING RAMP DIRECTIONAL SIGNS AND LOCATIONS 6.03. UPDATE ON RIVER LOT RECONFIGURATION 7. OTHER BUSINESS 7.01. UPDATE ON CITY COUNCIL BUSINESS 7.02. CONFIRM NEXT COMMISSION MEETING DATE A. SCHEDULED FOR MARCH 17, 2011 8. ADJOURN Commissioners present: Commissioners absent: City staff present: City staff absent: Guest: Submitted by: Dave Junker, resident Doug Menikheim, councilman; Bill Turnblad, community developme Harrison, Finance Director John Gannaway, police chief Tom McGlynn, Roger Tomten, Gerry Brine, Allen Okerman David Korte Item 3 Stillwater Downtown Parking Commission Meeting Minutes January 20, 2011 Aimee Peletier, chair/business; Jeff Johnson, vice-chair/resident; David Korte, secretary/resident; Sherri Hopfe Franke, business asket, parking enforcement officer; Sharon agenda discussion action call to order Aimee called the meeting to order at 8:37 a.m. approval of agenda David requested the agenda be amended to add a discussion t signage for' " parking ramp. The agenda was then approved with addi o item 8.03 Ramp Sign. annual election of officers Bill presented background information that Parki m t ommis eri by state a Chairperson and Vice Chair are to be elect the meeting of the y year. When Chair nominations were called f motion was to no A ' ate Aimee. The motion was seconded and pas i a unanimous hand When Vice Chair nominations were or, a motion was made to nominate Jeff. The motion was And passed in a; ` imous hand vote. approval of December 9, 2010 minutes A motion. was na and pled to approveDecember 9, 2010 meeting minutes. The passed in a un im .-�s voice vot . David will forward the approved minutes to Stillwater's city clerk. Brine's Bocce Ball Tournament Bil :a " Gerry Brine present , ground inf.. tion and discussion points for the ; ' use 17 parking spac - . « his event being held on February 20, 2011. A moti t ade and seconded • < . rove the use of the requested parking spaces at a cost o er the Parking +. missions fee schedule. The motion passed in a unanimous ote. Bill will forward this approval for implementation. Tom McGlynn shuttle service and tour bus '` d back o information. The CityCouncil, at the January4th Bill and Tom a, � � � gr , meeting, asked c to h ,determine the number of spaces need for the tour trolley. City staff . ate,'<• with Tom and abutting business owners, resulting in a revision to the proposal ewed at the council meeting. Tom is now requesting to reserve 27 feet of par +. space on Water Street, north of Myrtle Street, directly behind the gas station. City staff presented several alternatives for the Commission to Bill will forward the commission recommendation to the City Council. agenda discussion action consider. After discussion a motion was made and seconded to approve the relocated reserved parking spots behind the gas station and to recommend a charge of $645 in recognition of Tom's willingness for concessions. The motion passed in a unanimous voice vote. River Town Commons request to rearrange ramp spaces Bill presented back . ound information on the request. Two of the spaces currently a ' for �r ompact cars and these spaces have been difficult for residents of To ons as many are elderly or have physical handicaps. City staff recommen g all eight spaces to the east wall of level 2. A motion was made and seco ove the request as presented. The motion passed in a unanimous ice o; e.W, Bill will forward the approval for implementation by City Staff. parking ramp seasonal residential passes , s . resented back infor Lion on the City Council's action to approve the a of residentia es. The Council requested the Parking Commission recommend a fee for the seasonal residential pass. With the per parking space costs of $25f erations cost plus $37 construction costs it was suggested a charge of $62. Ho amity staff recommended a discounted fee of $40 per month since the parking space a PPS'"likely be vacant throughout the winter months. The .mmission dossed the fee considerations presented by staff and heard a request Mr. Allen Okerman to make the fee as low as possible as many using the ramp • � ' ose would be Senior Citizens on fixed incomes. A motion was made and se gi =_': as o recommend the fee be $25 per month. The motion passed in a unanimous vo .e Vote. Bill will forward the recommendation to the City Council. 2011 ancial report on Harrison presented two detailed financial reports and answered questions. dine report was on the parking ramp and the other on the general parking fund, Enterprise Fund. Quarterly Sharron will present the financial reports to the commission. re r two extra pay mac '• Its Sharon and Dennis presented a request for the purchase of two extra vaults for the parking lot pay machines. A motion was made and seconded to purchase two extra vaults. The motion passed in a unanimous voice vote. Dennis will purchase two more vaults for the pay machines. applicatio ing ommission ,... Bill presented an application for the Parking Commission from Jerry Helmberger. Aimee and Doug will set up an interview with Jerry. 11 downtown parking p Dennis gave everyone a copy of the 2010 Downtown Stillwater Public Parking Guide. He asked all members to review it and make suggestions for revisions at the next meeting so he can get the 2011 Parking Guide printed. Members will look over map and bring suggestions for updating it to the next meeting. date on City Council usiness Bill did not have any update to report. ramp sign David stated he had received comments from locals and visitors that it would be helpful to have signage showing where ramp parking is located. Commission members thought it would be a good idea to take a look at what might be possible to show drivers which parking arrows point to ramp parking. City staff will make recommendations on adding ramp parking signage to existing signs and bring it to a future meeting. next meeting The next meeting will be Thursday, February 17, 2011 at 8:30 at City Hall. Bill will send out an agenda and 2 agenda discussion action supporting documentation before the meeting. adjourn A motion was made and seconded to adjourn the meeting. The motion passed in a unanimous voice vote and the meeting ended at 10:03 a.m. Item 4.01 1 !Water. T H E BIRTHPLACE Of N I N N E S O T A TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 7, 2011 RE: Request by Stillwater Family Dental to lease spaces in parking ramp surface lot BACKGROUND Trinity Lutheran Church and HAF Architects received City approval for construction of an office building at the corner of Myrtle Street and Third Street. The Post Office would become the major tenant of one floor of the building and HAF Architects would occupy another floor. But construction has been delayed until an occupant could be found for the third floor. Stillwater Family Dental has now entered into a purchase agreement for that final floor. REQUEST Stillwater Family Dental is asking to lease the most northerly eight spaces in the parking ramp's surface lot. (See attached site plan.) The leased spaces would be posted as reserved M-F from 7 AM-6PM for the dental clinic. COMMENTS Location Most of the clinic's patients and staff will park in the ramp. The staff will purchase quarterly parking passes and the clinic will purchase bulk voucher coupons for its clients. But, the clinic is geared toward handicapped client accessibility and service. So though most of their patients are not handicapped, their facility is planned to comfortably provide for the specialized needs of handicapped clients. One of those needs is handicapped accessible parking that is located fairly close to the clinic. A quick look at the parking ramp's attached parking lot would suggest that the eight reserved spaces could be located in the southerly parking bay of this lot, since the southern bay is owned by Trinity Lutheran Church. And, the southern bay is directly adjacent to the planned office building. But further examination reminds us of the church's commitment to reserve those spaces for the Post Office which will relocate to this office building. Dental Clinic Request February 7, 2011 Page 2 Precedent The City does not generally lease public parking spaces to businesses. There are however several types of exceptions to the general policy. First is for the two trolley companies downtown. Though they do not apply directly to the dental clinic request, the second type of exception does. The second type relates to parking associated with TIF funded economic development projects. For example both the Cub Foods Corporate Office parking lease and the Maple Island redevelopment project lease for River Market Co-op parking. For both of them, leasing public parking was critical to success of the TIF funded project. Similarly, the parking ramp is TIF funded and intended in part to spur development and earn both operating revenue from users of the new development as well as generate new tax revenue to retire the construction bond. This is occurring. The Lowell Inn constructed and opened its banquet facility, and is scheduled to open its new hotel rooms above the banquet hall this spring. Neither of these would have been possible without the parking offered by the new ramp. Now, Trinity Lutheran Church is about ready to begin construction of a tax generating office building. This also would have been impossible without the new parking facility. Impact on current users In addition to precedent, City officials also consider what impact leasing public spaces would have on the current users of those spaces. Except for major events the Third Street lot is used almost exclusively as overflow parking for the current Post Office and for Trinity Lutheran Church staff and church day care clients. Since the dental clinic would have the eight spaces reserved only during normal business hours, the spaces would still be available for major events. On behalf of the church users of the lot, Bob Eiselt, the Parish Administrator, assures the City that there is sufficient convenient business hour parking for church usage without the eight spots requested by the clinic. Therefore, if the City leases the eight spaces during business hours, it would not leave current users without convenient parking. Lease fee Leasing public parking spaces occurs so rarely that the Parking Commission and City Council consider each request on a case by case basis. There is no established fee. Since the request is to lease the spaces M-F during normal business hours, and since the lot is attached to and constructed with parking ramp funding, a case could be made that lease rates should be the same as charged in the ramp. And, eight reserved business hour parking spaces in the uncovered portion of the ramp would cost a total of $9601 annually plus the cost of making and installing the reserved signs. 1 Uncovered spaces in the ramp cost $10 per month (M-F; 7AM-6PM). If the spaces are to be reserved, a 25% premium is added to the base cost, for a total of $12.50 per month. Also, if five or more spaces are purchased as a time (eight are requested by the clinic), then a 20% discount ($2.50) is applied. The resulting total is $10 per space per month. 8 spaces x $10 x 12 months = $960. Dental Clinic Request February 7, 2011 Page 3 RECOMMENDATION Staff suggests the Parking Commission recommend that the City Council approve the request by Stillwater Family Dental to lease the eight spaces during business hours for $960 per year (plus the cost of manufacturing and installing the reserved signs), based upon the 2011 fee schedule. Attachments: Site Plan Letter from Dental Clinic bt THIRD STREET N > > > > > > > * > > > > > > > > > > > > > > > > * > > > > > > > > > > > > > > > > > > > > > 3 > > > > > > > > > > > > > > > > > > > > > > > > > > > > F07 , ., //,/, ,/, N a u \ 0 �J_LLJ LJ L l'-LI—JI / / / I / / / / * Bill Turnblad From: Dr. Rosalie J. Perpich DDS[r.perpich@stillwaterfamilydental.com] Sent: Tuesday, February 01, 2011 2:31 PM To: Bill Turnblad Cc: Bob W. Eiselt Subject: parking commission meeting in February Dear Mr. Turnblad, Thank you for meeting with us last Friday. I am writing to request to be added to the agenda for the February Parking Commission Meeting. I am requesting eight designated parking spots in the north end of the parking lot of the future post office building on the corner of Myrtle and Third street. These spots will be leased by Stillwater Family Dental to better facilitate patient access for the following reasons: 1. I own a family practice which is unique in that it not only serves families but also serves a great deal of elderly and special needs adult patients. a. My second practice is located in the Gables Care Center at Boutwell's Landing. At times family members transport parents or friends to my main clinic. b. I have considerable special training in working with medically compromised adults. This is a current and growing aspect of my practice and a much needed service to our community. c. Because of this we offer sedation dentistry to assist in treating these patients. d. My goal is always to make the dental visits as smooth and easy for the caregivers as possible. 2. I will also be leasing 10+ spots for my employees and purchasing vouchers for patients to park in the ramp. 3. I wanted to give you a little information about myself to help in your decision and to express my passion for working with this population. I am... a. actively involved with the Minnesota Dental Association and serve on the "Elderly and Special Needs Adult committee". b. currently serve on the executive council for the St Paul District Dental Society. c. liaison for the state of Minnesota "Donated Dental Services" program. d. delegate for the MDA House of delegates. e. Adjunct faculty lecturer for the University of Minnesota School of Dentistry — "Long term care and Geriatric dentistry mini — residency program". Thank you for your attention to this request. I look forward to moving my business into the downtown Stillwater location. goodie jeaveatab3(0 Stillwater Family Dental http://www.stillwaterfamilvdental.com 1725 Tower Drive Ste. 130 1 Item 4.02 TN E 6 I 1 T H PLACE OF MIN NE ROTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 11, 2011 RE: Parking Ramp Equipment Upgrade Staff will circulate the report for this item early next week. Item 4.02 Memo Community Development Department To: Parking Commission From: Michel Pogge, City Planner Date: Tuesday, February 15, 2011 Re: Municipal Parking Ramp - Pay Station Upgrades Message: When the City selected the equipment for the Municipal Parking Ramp it went with an entry level set of equipment that was easily upgradable in order to allow the City to save initial start up costs. Since we are using entry level equipment it lacks many of the features users expect therefore it makes using the system difficult for our parking patrons. Some of the issues we have encountered include: • Since entry tickets are not dispensed, some patrons don't realize that they are required to pay for parking when they exit the ramp. This has left some patrons stuck in the ramp. In some cases staff believes a few patrons may have damaged our equipment attempting to get out without paying when they are faced in this situation. They expect the arm to go up automatically even without paying. • With the exception of special events, most ramps have a grace period and a graduated rate schedule with a maximum daily rate. Without entry tickets all patrons are required to pay a flat fee regardless how long they park. • The Lowell Inn offers free parking for its guests. Their current system requires patrons to obtain a proximity card from the front desk of the Lowell Inn and return in to a drop box at the gate. Various cards have gone missing and some guests have inserted the card in the credit card reader jamming it and making it inaccessible to other patrons trying to exit and exposing the credit card reader to potential damage. Beyond patron usability issues, the system presents challenges for staff. Some of these issues include: • The proximity cards used by the monthly permit holders and the Lowell Inn are difficult to program. Programming is done at each exit gate on a key pad and acknowledgements are done through a series of beeps with no ability to visually verify the accuracy while the programming is being completed. • Since our system does not use entry tickets, some features in our system are disabled making it difficult and time consuming to change rates (Summer/Winter, Fourth of July, and Lumberjack Days). Staff spends a few hours each time the rates are required to be updated to complete the task. With entry tickets, this same task will take a few minutes to complete. To help address these issues staff is recommending two upgrades to our current parking ramp equipment. The first is a new proximity card system and the second is new entry ticket dispensers. Both of these systems will interface with our existing equipment. Proximity Card Reader System Due to the issues faced with the current generic readers, the planning department staffs believes the City needs to move to a computer based proxy card reader system that allows control of the readers from city hall without the need to change card information at each individual machine. New readers would replace those currently at each exit. Also, if the City chooses to upgrade to entry ticket dispensers, proxy card readers would be needed at each entrance as well. Even if the Parking Commission chooses not to recommend that the City Council purchase ticket dispensers at this time, planning staff believes it is a responsible use of capital and human resources to move to a computerized proxy card reader system now. Amano McGann, the vendor of the ramp's parking equipment, quoted the City a price of $8,000 for the proxy card reader upgrade. The price includes shipping, taxes and installation fees for four readers. If the City chooses to wait to add entrance ticket dispensers at a later date, the new system is designed to accommodate that upgrade whenever it occurs. A second price quote of $8,200 was submitted by the UHL Company. Though the cost is $200 higher, it offers a system that is stand alone and does not rely on a computer to operate. This means the City will have one less piece of equipment that could possibly fail and need ongoing maintenance. For this reason, the City's IT department strongly recommends that we pursue the option from UHL Company. 1 The City Administrator assigned the responsibility of managing the parking ramp to the Planning Department. The pay lots are managed by the Police Department. The policy commission for both is the Downtown Parking Commission. Entry Ticket Dispensers To avoid confusing our patrons, and potentially losing return visits to the facility, the City could install ticket dispensers at both ramp entrances.. In order for the ticket dispenser to interface with our existing pay stations, the City is required to go with Amano McGann dispensers. The cost for the two entry ticket dispensers is $29,995 and includes freight, taxes and install fees. If the City moves to a system with entry ticket dispensers then we could offer flexible rates and short grace periods (first 1 or 2 hours free) as opposed to a single flat rate. In addition, the Lowell Inn could stop using the proximity cards for their customer parking and validate the entry tickets. The Lowell Inn has agreed to purchase the equipment needed to validate if the City changes to this system. Staff Recommendation Even with these changes, our system would be inexpensive compared to many if not most parking ramp systems. Originally, the City seriously entertained installing a system that cost just over $180,000 but went with a system that allowed future expansions and cost less than half of that at $88,995.00. After using the system over the past year, staff has learned some of the downfalls and believes making these changes would benefit the patrons of the ramp and be a more efficient use of staff time. Staff recommends spending $38,195 to upgrade the parking ramp revenue system to add a new computerized proximity card reader system and entry ticked dispensers. Item 5.01 iliwater THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 9, 2011 RE: Nature Valley Grand Prix Stillwater Criterium BACKGROUND The Nature Valley Bicycle Festival will have its grand finale and signature event in Stillwater again this year. The 10`h annual Stillwater Criterium is planned for June 19`h. As the festival's website puts it, "The Stillwater course features a trek up Chilikoot Hill every lap. This lung -busting hill climb along with the heart stopping downhill turns that will stretch the riders' bike handling skills to their limits combine to give this criterium an international reputation as the hardest in North America." REQUEST The organizers of the event have requested that the City close each street in the course and reserve two parking lots for their exclusive use. From the Downtown Parking Commission's point of view, the request is on June 19`h to reserve all of the on -street parking along the course and to reserve Parking Lots 12 (Olive St Lot) and 13 (UBC Lot). The course and lots involved are shown on the attached map. COMMENTS Parking Lot Reservations Lot 12 (Olive St Lot) would be used for the Festival Expo and serve as the location for the race jumbotron. The expo will include a number of vendors offering bicycles, bicycle accessories, fitness equipment, food and booths for festival sponsors. Portable restrooms will also be located in this lot. The City's fee schedule sets a price of $9 per space per day in this lot. Since all 47 spaces would be reserved, the total fee for the lot would be $423. The fee schedule also recognizes that the parking fee is negotiable for events of a magnitude necessitating a contract with the City, such as the Stillwater Criterium. Lot 13 would be the location of the "pit" for race participant bike repairs. It will also function as a base of operations for the event organizers. So, all 103 spots are requested to be reserved. As with Lot 12, the fee for this lot is $9 per space for the day. The total fee for this lot would therefore be $927. Again, this fee is negotiable. Stillwater Criterium February 9, 2011 Page 2 On -street Parking The race requires closure of the course streets. (See attached map.) Closed portions of both Second and Third Streets are in the Downtown Parking District and the City charges for reserving their on -street parking spots. Second Street up to the foot of Chilikoot Hill is considered part of the Downtown Parking District. It has marked on -street spots. Third Street up to Pine Street is considered part of the downtown parking system. Its parking spaces are unmarked. The total of these on -street spaces is 79 (51 un-marked and 28 marked). The fee for each reserved on -street parking spot is $3 for the day. The total is $237. As with parking lot fees, the on -street fee is negotiable for this contractual event. Total fees If the City were to charge the entire fee for use of the two lots and the on -street parking, the total fee would be $1,587. ALTERNATIVE COURSES OF ACTION The Downtown Parking Commission has several alternatives. A. Recommend that the City Council not charge this event for the unmarked on -street spots on Third Street. This would reduce the base fee to $1,434. Recommend charging the entire remaining $1,434 base fee, with the understanding that the City Council will likely reduce or eliminate the charge. B. Recommend that the City Council not charge this event for the unmarked on -street spots on Third Street. This would reduce the base fee to $1,434. Recommend charging 50% of the base fee, which would reduce the fee to $717. C. Recommend waiving the entire parking fee. RECOMMENDATION Staff is aware that the Nature Valley Bicycle Festival is a non-profit organization that distributes proceeds to specific charities. However, the Special Events Task Force and City Council were repeatedly clear when they adopted the current special events policies that regardless whether an event is hosted by a for -profit or a not -for -profit organization, the impact upon the City's resources and residents is often the same and therefore fees should not be based upon the profit status. Staff is also aware that this is the 10`h year that the event has been held in Stillwater. And a parking fee has never been charged before. This will create pressure to reduce this year's parking fee. Therefore, staff recommends Alternative B for a reduced fee of $717. Attachments: Map Application Form and Materials bt THE PPPPPP CI OF MI EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: � Z S , ZOt, Ofceyse Only Date Application Received Application Complete No ❑ Yes ❑ Event Information Title/Name of Event ►�` awr` "��1� � 1 V R-� +�a � ti:X �1� wa1� R.� KV� Event Date/Time: Set up: Date ,vsaQ \:\ Time 1 .:bb to ib'.(5 Actual Event: Date v%%a t. 1.`\ Time 161 45 to 3 bD Clean up: Date \, J, t . \ 421 Time 31•01b to' .3a (Events after 10:00 p.m. require a variance from City Council] Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Ste. -lac sN'090s Estimated Attendance (participants and spectators) 51(140? Applicant Information (Person/Group Responsible) Sponsoring Organization Name: tAlt.att.., aOLPr �.c.,1 Fts14,mck,s Zt,C Mailing Address: SOCA W City, State, Zip Code: ' \\ us: 1Av.-% SSobZ Primary Contact/Applicant Name: 1 S` oS Phone Number: LG\ .. 343- 5V$\ Fax: ^' — Cell Phone: Email Address: \ \\cX e tAsA .% Website Address: Name of contact person during event: \ _ `o S Cell Phone: LCJl , ""'� - �j j fi`� Alternate contact during event: Cell Phone: Refer media or citizens inquires to: Phone: �rj -� `oS - j�$) Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No Vt Yes 0 Number and size: Will there be any inflatables? No Yes 0 Insurance certificate from rental vendor is required i.+ Will there be entertainment? No 0 Yes 0 What type: Will sound amplification be used? No • Yes Hours and Type: i (;ia),k,,, — 3:dbQ... Will a stage or tent(s) be set up? No ■ Yes E" Dimensions: Will there be temporary fencing? No • Yes Will merchandise/food items be sold? No ■ Yes ' How many vendors expected: 2 - 3 ,.,:,ya, Will food be prepared on site? No • Yes ")@ Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No • Yes • Contact StilhvaterFire Department, 351-4950 Will alcohol be served but not sold? No ®' Yes • See AkoholRegulations inthe Instructions Will alcohol be sold? No [ Yes IS See Alcohol Regulations in theInstructions Will there be a fireworks display? No g Yes • Pennitrrquired, contact StilhvaterFire Deportment, 651-351-4950 Describe power needs and location of power source. `A c.? rt s 4.e oJN �., ou-oe-t 4 so.>riL sys$,, � . owe— IA, S�dc.� t Q.r.-q tN 'lac. C.sp Pat��c,:t►� \e!- 7 oa.e. i - c Vv-e- v• ti..�t..04e4 aJr "tubkL ' 'k•t.,`Wr- Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available \.tic -vim , 16 ..0 Q v-e-Ss 1 S}.orQ 5�,,44_ - 't ass, ' - 3 3 c.a sl. c ‘11.,\o viems. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No 0 Yes Er Start/End Time: \( S */Yt Date:''- 11 City Sidewalks or Trails No ? Yes • Start/End lime: Date: Public Parking Lots or Spaces No • Yes /0 Start/End Time: e i*.1 4. 34 . Date: \ I Will event need barricade(s)? No 0 Yes RI Number needed: 11•\\\C;? w. \\ %vvbs_ Will extra picnic tables be needed? No Yes • Number needed: Will portable restrooms be needed? No ■ Yes le Number needed: L NIG w,\\ Qtbv;'il .. Will extra trash receptacles be needed? No 0 Yes gt Number needed: 15 NVC.. w,,` ,,,;DC Describe trash removal and cleanup plan during and after event: c.T....iyvk \.X.c . r- vz10 � 4.- ct L4At ll.,, a,\0 c CAA- c.o,ac,c., . 1 1S- L ar e�� Up 9 r 1- IL 1Sl ek 'Ct Jt V1A . Will event need traffic control? No 0 Yes Contact SN/hvaterPoke Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Se.( Q t'tQ W \ "No Will Parking Signs" be needed? No • Yes la Number needed:m(0R �.A Q�law�I0WPWis)onsite man Will event need security? No tr. Yes • tf event is overnight, security wiII be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ■ Yes ' Contact Lakeview EMS, 651-4304621 \�'� ,.„„‘ `C�," [,c _ , Describe plans to provide first aid, if needed: Z. - -'N1 s cr% s > _ Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided In this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater a is a release of Liability. 25,2x\1 Signature of Applicant or Authorize¢ Agent Date 10th Annual Nature Valley Grand Prix Stillwater Criterium Racing Schedule June 19th, 2011 9:00am - Beginning of Street Closures 10:00am — Full Course Closure 10:45am — Amateur race 11:45pm - Women's elite race 12:45pm - Kids Race 1:30pm - Men's elite race 3:00pm Streets open Stillwater Criterium 3rd * Police Type H sotoe now pee Wier A i ao MOM MIST' Nature Valley Grand Prix Stillwater Criterium Sunday, June 19h, 2011 Proposal for the City of Stillwater, Minnesota The Nature Valley Grand Prix is a five-day cycling event. The Festival includes activities ranging from professional bicycle racing to lots of options for kids and their families. This will be the Festival's l lth year and 10th year in Stillwater. The Grand Prix is part of the National Racing Calendar (NRC), USA Cycling's listing of the top professional races in the country. The event is the number one ranked national event in the United States for the last three years running. Professional / Elite Bicycle Races in Stillwater The Nature Valley Grand Prix concludes with a race in Stillwater and that is regarded as "the most difficult bicycle criterium in the United States!" For 2011, the Stillwater Criterium will be held much the same as before with some minor improvements to attract more spectators and racers and again will be the closing race to the weekend's events. The 2011 Stillwater Criterium will include just three divisions: pro/elite men, pro/elite women and advanced amateurs. In addition to the racing, a kids race that is two blocks long is planned as usual to bring the families out to enjoy the day and give the kids an added bonus for bringing their bikes. Schedule 9:00am — Streets closure begins 10:00 - Streets closure begins around entire course 10:45 — Amateur race 11:45 - Women's elite race 12:45 — Kids Fun Race 1:30 - Men's elite race 3:00 — Racing Concludes - Streets begin to open Associated Activities The audience for the bike race is Minnesota and Wisconsin families. In addition to bicycle racing, the Festival organizers provide stunt riders, DJ music, an expo area with food vendors and kids' activities. Stillwater area groups are encouraged to add their own family activities to the Festival as the south neighborhood hosts a picnic in Triangle Park in conjunction with the race. Street/Road Closures A complete closure of the race course is needed to ensure safety for racers, spectators and residents. This circuit must be closed to traffic and free of obstructions (e.g. parked cars, dumpsters). Complete course closure will last from 10:00am to 3:00 pm. Resident Notification A key to a successful event is to minimize inconveniences for the residents. Pre -Event • Late Winter / Early Spring - Letters, schedules and course maps will be sent to all affected residents and businesses. The letters will include contact information for people wishing to discuss their concerns with the organizer. • Two weeks advance — A reminder will be delivered to the residents and businesses affected by impending street closures. • Day Prior to event — Street closure signs will be posted per Police Department guidelines. • Other - Press releases and maps will be sent to the Stillwater Gazette (among other media outlets). Posters and brochures will be distributed throughout the community. Event Day • Pedestrian crossings - Pedestrians can cross the course at many locations. • Detours — will be designated per Stillwater and Washington County guidelines. • Maps - Course marshals will provide course maps and schedules to motorists who ask for information. • Vehicle crossings - vehicles can cross the course under police or race director supervision (driving on the course during a race is prohibited for safety reasons.) • Vehicles on the course - If it is essential that a vehicle use the course during the event, they can do so before, between or after the completion of the races. Route Security Route security will be provided by a combination of police and volunteers. Every intersection will be staffed and police will be stationed at key intersections. Many of the comer marshals will be equipped with radios. Four police officers will be on duty. One each will be stationed at Chestnut/2nd, Pine/3rd and 3rd/Chesnut. The fourth officer will "float". Construction Schedule Event setup will begin Sunday morning at 7 am and will be completed by loam. Road barricades needed to close the race circuit will be pre -placed on Friday or Saturday They will be pulled into place when needed (see above) and then pulled back when the roads open. Tear down will begin at 3:00 pm and should be completed by 4:00 pm. Most materials will be loaded into trucks immediately. Materials requiring pickup by vendors (e.g. road barricades) will be removed on Monday. Expo Area / Food Vendors In addition to the bicycle racing action, the Festival will have an expo area located in the parking lot located at the northwest corner of Olive and Second Street. The expo area is an addition that helps to attract more spectators by having bicycle industry and fitness related vendors, festival sponsors and food vendors. The expo should not affect parking as it is located inside the race course. The parking lot will be posted for no parking on race day. Typical setup of the expo area allows a vendor a 10'x 10' space with pop-up tent. Food vendors will typically sell sandwiches, cold beverages, coffee and ice cream. Any cooking with open flames or any significant power source will be coordinated with the fire department for any safety concerns. Parking To minimize congestion in downtown Stillwater, we will use the event web site and printed materials to encourage racers, volunteers, officials, organizers and anyone who is traveling to Stillwater specifically for the race to park in lots that are either inside the course or are up the hill (e.g. Lots 12, 13 & 14, as designated on ilovestillwater.com). We will also encourage people to travel to the event by bicycle and will provide a secure bike corral for their convenience. Requested City Support: Police: 4 officers onsite - coordinated by Bill Lenz, our Security Director Medical Personnel: 2 EMT's onsite - coordinated by Heather Edwards, our Medical Director Street Support: patching/cleaning prior to race day -coordinated by Lee Stylos, Operations Insurance The Nature Valley Grand Prix is permitted under USA Cycling, the national governing body of the sport of bicycle racing. Insurance is provided by USA Cycling's carrier, American Specialty Insurance Services of Roanoake, IN. The policy includes $1 million in liability coverage per incident and $4 million in excess liability in addition to other coverage. The City of Stillwater, sponsors and other participating parties will be named as "other insured" and will be issued certificates of insurance. Benefiting Charity All proceeds made from the Nature Valley Grand Prix will be benefiting our charity, Children's Hospital Hospice. Organizing Body The bike race is organized by Minnesota Bicycle Festivals, Inc. MBF is a non-profit corporation that was established specifically to create and manage bicycle racing events. The MBF officers, Board of Directors and the managers of all of the component events donate their services to support the Festival and Children's Hospitals. Other MBF races have taken place in downtown St. Paul and Minneapolis, the Minnesota State Capitol, the University of Minnesota campus, Redwing, Winona, Virginia, Mankato, Cannon Falls and Plainview. 20110 NATURE VALLEY GRAND PRIX STILLWATER BICYCLE RACE THIS AGREEMENT (the "Agreement") is made this 4-6th-1 day of February 2011 by and between the CITY OF STILLWATER, Washington County, Minnesota (the "City"), and the MINNESOTA BICYCLE FESTIVALS, INC., a Minnesota nonprofit corporation (the "Festival"). WHEREAS, in light of the foregoing, the Festival wishes and the City will permit the Festival to organize and conduct bicycle races in the City on June 20, 201019, 2011 (collectively, the "Races") as part of the Nature Valley Grand Prix in order to foster and promote tourism within the City of Stillwater and the St. Croix Valley and encourage commerce within the City that will ultimately increase property values and the quality of life within the City, thereby promoting the welfare of the City; NOW, THEREFORE, in consideration of the promises and the mutual covenants and agreements contained herein, the City and the Festival agree as follows: 1. Authorization. The City will permit the Festival to organize and conduct the Races in the City on June 20. 201019,201 I . 2. Race Set-up. The City will permit the Festival to set up for the Races on June 19, 201018, 011 and June 19241, 1010 2€ 1 1. 3. The Races. The Races may consist of up to but no more than four bicycle races: a pro and/or elite amateur men's race, a pro and/or elite amateur women's race, an advanced amateurs' race, and a race for children. Substantial changes in the format and duration of the Races will not be made by the Festival at anytime without advanced notice to the City. 4. Course for the Races. The course for the Races (the "Course") will begin at or near the intersection of Chestnut Street West and 2nd Street East in the City (all locations specified in this paragraph are in the City). Participants will travel south on 2nd Street South to Pine Street East, take Pine Street East to Broadway Street South, head south on Broadway Street South to Churchill Street East, they will turn west and continue on Churchill Street East to 1 SI Street South. Participants will then travel north on 1st Street South to Willard Street East, veer West on Willard Street East to 2nd Street South, then go north on 2nd Street South until they reach Pine Street East. Participants will head west on Pine Street East, then turn north on 3`d Street South. They will go north on 3rd Street South until Chestnut Street East, where they will turn east until they reach 2nd Street East. Minor changes in the location of the start and finish line of the Races on the Course will be determined in the Festival's sole discretion. However, substantial and significant changes may not be made without advanced notice to the City. 5. Parking Control. To ensure that Downtown businesses retain parking availability for their customers during the Races, the City will close the City parking lot located immediately west of 2nd Street South, north of Olive Street East and south of Chestnut Street East on June 2(9une 19, 2010 for use by the Festival. The City will also post and enforce signs prohibiting parking on all streets that make up the Course between 8:00 am and 4:00 pm, or until the Course re -opens, on June 19, 2011(4. The Festival will promote parking inside the Course by Race participants, volunteers, officials, organizers and anyone traveling to Stillwater for the Races by including a parking map and parking information in its promotional literature for the Races. 2 6. Traffic Control. The Course, including all intersections on the Course, will be closed to traffic during the Races. Prior to the Races, the Festival will make its best efforts to ensure that the closure of the Course, including all intersections on the Course, poses the least disruption possible under the circumstances to residents who live on or within the Course perimeter. The Festival will also make every effort to minimize the involuntary towing of vehicles because of the Race. The Festival will negotiate a road closure plan with the City's Chief of Police. 7. Garbage and Rubbish Removal. The Festival will make every effort to remove the garbage and refuse generated by the Races, including that left by spectators, by 10:00 pm on June 20. 201019, 2011 8. Portable Toilets. The Festival will provide portable toilets for participants and spectators to use on June 20, 201019. 2011. All portable toilets will be removed by the close of business on Monday, June 27, 201 1 N. In the event that all portable toilets are not removed before the close of business on Monday, June 27, 2010 2011 the Festival will reimburse the City for costs incurred in removing the portable toilets. 9. Emergency Plan. The Festival will prepare an emergency plan that it will share with the City's Police and Fire Departments. 10. Closing of the Course. The Festival may, as it deems necessary, place and leave materials used to close the Course (e.g., barricades, traffic cones) on the Course on June 18. 201017, 2011, June 19. 2010 18. 2011, and June 20, 201019, 2011. The Festival will re -open the Course to traffic as soon after the completion of the Races as it deems safe for participants and spectators. 3 11. Insurance, Hold Harmless, and Indemnity. The Festival agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement, except for those claims, causes of action or demands that arise out of the sole negligence, gross negligence and/or willful misconduct of the City or any of its agents or employees. Festival also agrees to provide to the City evidence of insurance coverage of at least the statutory liability limits for municipalities covering claims that might be brought against the Festival that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." 12. Public Information. The Festival will make every reasonable effort to notify property owners and businesses that are on or within the perimeter of the Course of any restrictions that might be placed upon their movements during the Races, including, but not limited to, distributing notices to each such residence or business no later than two weeks before the race. 13. Police Power. The City reserves the right to shut down the Races in the event the Chief of Police determines that the public safety is threatened, or the health or safety of participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan. 14. City Costs. The Festival will reimburse the City in the amount of $1,000 for costs incurred by the City Police Department, Public Works Department, or Fire Department to safely conduct the Races. The Festival will deposit the sum with the City no later than one week before the Races. 4 IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON MINNESOTA BICYCLE FESTIVALS, INC., a Minnesota Nonprofit Corporation By Print Name: Its The foregoing instrument was acknowledged before me this day of AaftiatOanuar}, 2011, by Andrew Dahl , the , the duly authorized agent for MINNESOTA BICYCLE FESTIVALS, INC., a Minnesota nonprofit corporation. Notary Public CITY OF STILLWATER Ken Harycki, Its Mayor ATTEST: Diane F. Ward, Its City Clerk 5 STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of January, 2011, by Ken Harycki, Mayor, and Diane F. Ward, Clerk, for the City of Stillwater. Notary Public 6 STILLWATER Course & Direction Start/Finish Pit Sprints SP12R.1j-1 IUQ of Hills Great River Energy Bike Corral Map Provided By: --;N Co pa s ' Technologies H N 1- r N N IA a Z.Ilk 51 2 C..E CHURCHILL ST 4- tA 00 a 900- u. .2 800- m 7.1 700- 0 Course Elevation Profile 0 M - 900 -800 F700 0.2 0.4 0.6 0.8 1 1.2 1.4 Distance (Miles) Item 6.01 iliwater THE MIRTH PLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: January 14, 2011 RE: 2011 Downtown Parking Brochure BACKGROUND The Parking Commission publishes an annual parking brochure for downtown. It is time to edit the 2010 brochure to prepare for the 2011 publication. To that end Parking Commissioners and staff have reviewed the old brochure and have submitted comments to get the discussion started. COMMENTS Comments received to date are included below. This is not intended to be a final list. It is expected that discussion will continue at the commission meeting. 1. Council liaison Menikheim a. Label the ramp as #11 and include the #11 in the ramp's text box in the legend. 2. Commissioner Hopfe-Franke a. Label bus parking on map (it is currently located south of Lot #1) b. Should we provide marked bus parking near P.D. Pappy's and label it on the brochure? c. Should we add discoverstillwater.com since the CVB is now the agency that engages the tourist and visitor sector? The Chamber should continue to be included if they are keeping the event list current. d. Should we change the fee for Lot #2 to free parking M-W or maybe M-Thr and then up the fee to $5 during the pay days? 3. Commissioner Korte a. Give a legend symbol that will explain what the lines through the numbers in Lots 12 and 7 mean. b. Add a purple rectangle in the parking ramp to indicate the presence of a public restroom. c. Remove Minnesota Zephyr from map. d. Should we add a disclaimer somewhere in small print saying that published rates are subject to change? 2011 Parking Guide February 8, 2011 Page 2 4. Dennis Pasket a. Add trolley symbol for the trolley behind the gas station. 5. Bill Turnblad a. Boat and trailer parking note should not be highlighted in same color as the ramp information. The two items are not related. b. The pay parking text in the legend should use the same color as used on the map. c. Financial analysis should be done to determine what the suggested changes for Lot #2 would mean for the viability of the Parking Enterprise Fund. d. In 2012 the Commission should study all lot fees, including both transient and contract revenue streams, since new paved lots will be added to the system. Attachments: 2010 Brochure CITY OF STILLWATER ca 0 Fire: 651-351-4950 www.ci.stillwater.mn.us Greater Stillwater Chamber of Commer 651-439-4001 Historic Courthouse: 651-275-7075 Washington County Information: 651-430-6000 .ci.stillwater.mn.us CALENDAR N 7 c+M�0N1s.W nch`ON�e—s—NNNN Cc x 2 U C 32 E Iii < C t co c b7 Q iL a) N to c tc it O . co x x xx 3 ai o 7 to 0 u1 0 u1 2 2 — OmUc�oUmUU v1 O — s�a��a��a�o v) D_)NaC+Ni'C+Nsf •� m to 7 7 7 = c Z` O~ O L O O `O cwcwcwcc O *'0 O E'N E'y E'N_'y I- t 3 ` ` c m§232522 j1Q Lam.w 1 �� Z N U N U N U U E N E Q N 7 Vie— 0 0 0 a,_ > C• u QMM���N�N V1- OO' ZM See www.ilovestillwater.com cn -= cCL 1 Irm ] IE; co cn 0 • • LINDEN 0 LLI PINE O Ln 111 COMMERCIAL $ E < { < 0 $0 ƒ\E \\4—&wnc, o •■02,- H«s }%22 N. MAIN STREET '(F St. Croix River PERMIT PARKING 2 Y o_ w w L co 0 co o (/�0 / )\ CD 1— (� 0 Ct CL 77 k\ 0_\ • Posted time limits will be enforced year round PAY PARKING • ra • During special events parking may be altered. • Lot 7 has permit parking in 50 spots only as marked on site. 6 §§ \ tom§ s >>. - o/3kf� <! . 0Eo32$ RCS1 u_J 0.0 0 2 ) )\\ J§ 03. })rG72\\/22/. ._\3k8 #±22\k ]3\/'/] )\22c}2f\\\7 1s555naaN=u_I Item 6.02 T H E BIRTHPLACE OF M I N N E 4 O TA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 11, 2011 RE: Parking Ramp Signage Commissioner Korte suggested that we add a few directional signs downtown to help motorists find their way to the parking ramp. Roger Tomten was at the Commission meeting and shared a copy of the standard parking ramp sign. It is attached. To modify it for our sign system, we would produce a circular sign with a white "P" on a black background. The location of the signs is yet to be determined. But to begin that discussion, a map is attached showing the location of the ramp and placement of four signs. Attachments: Standard Parking Ramp Sign Location Map Bt Dental Clinic Request February 7, 2011 Page 2 Item 6.03 liwater THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 8, 2011 RE: Reorientation of Parking Lots along Levee Project BACKGROUND The Army Corps of Engineers will be constructing the final phase of the Stillwater Levee Project beginning after Lumberjack Days this fall. Along with their project will be changes to each of the parking lots along Lowell Park. Specifically, Lots 2, 3, 4, 5, 7 and 8 will be totally or partially rebuilt. COMMENTS Noteworthy impacts of the project will be: • A trail corridor will be provided along the west edge of the River Lot, the Bridge Lot, and Mulberry Point Lot. • The River Lot will no longer have access to Chestnut at the bridge. Instead, it will be routed through the Chestnut Street Lot. • All gravel lots will be improved with curb and bituminous surface. • The levee construction will result in a net gain of 13 parking spaces. However, the gain will be realized north or Myrtle Street. The lots south of Myrtle will see a loss of 48 spaces. Lot # Lot name Previous spaces Proposed spaces Net 2 River Lot 110 84 -26 3 Chestnut Street Lot 38 35 -3 4 Bridge Lot 49 30 -19 5 Mulberry Point Lot 42 63 +21 7 Water Street Lot 119 113 -6 8 Railroad Lot 45 94 +49 TOTAL +13 Attached are plans for each of the lots Attachments: River Lot changes Bridge Lot changes Railroad Lot changes Mulberry Point Lot changes bt f 11 4 • r•,41., Lii4e SHEET oPloi 0 NELSON STREET .. - • 'f• ,/ c rn 2 1-0 X. 0 -1 co .T9 (r, O(I) au job- 61 r-s - CT) 0 CD -CD D- CIL ca 0 < CD ai cn • Co cr) cn CD -a 0 CI) CD 0 Cn. CD cn !. - - I CHESTNUT STREET A - 14.? Of) y's'09 I A' '',2 "..'e" .2 ltA r:: ,e12-7,,,,,tr; 9 . .• , . I' • 4'. "". " \ ... ' , . ........ .. ' . ,.... 5 . . , 1 • t-4,',;•,- '''. . , :7,7,—, .7 cn WO) "0 —1• 0 o al sl) o CO • cn. < 5 s.T . 3 TCH LINESHEET CP101 upze,staarr - 14U-1 AI CHESTNUTc1; sTREEr., • ..4.11'7 rn 1 , I • i —41 MYRTLE STREET _ „..• • , 1.1 I 1 1 •, 1 1 • r' ,--------- a 1 COWER STkEET-- RIGHT WAY 0 ea 0 • C .4 5 27 N) 0 cn —h -0 IV a) O 0 (D 5. cn 7 st 3 o o c) • ,cv-, c I I 3 0) cn a) (A) cn cr) CD -0 0) 0.' -0 CD 0 o cn — < s• c (/) ArTett LINE EtttET C01011 1- • , To COMMERCIAL STREET RIGHT ORWAY__I , . ,I „ I . .!,..,..q. Tiber) ; .:•.` 4 • • t`t '-- I- 1 ......... .„ a.-.70).; Al r'; i:.::/ '. 1 .". , 1 0 CD - CD (/) CD CD 0 0 (D (1) (/) 2) CO CD