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Home My WebLink About2011-08-22 PRC packet�._ wa tte ' H P P. T H F !. A C E. C E 61 i N N[) G' A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, AUGUST 22, 2011 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, August 22, 2011, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the July 25, 2011 minutes 2. Open Forum - The Open Forum is a portion of the meeting to address the Board on subjects which are not a part of the meeting agenda. The Board may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. Action Items 3. Continued Discussion on the 5 -year CIP Proposal /Work Plan 4. Fall Colors Fine Art & Jazz Festival 5. Millbrook Development Park Informational Items Commission Items /Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION JULY 25, 2011 Present: David Brandt, Solveg Peterson, Sandy Snellman, Rob McGarry, Scott Christensen, Don Stiff, Councilmember Mike Polehna Absent: Linda Amrein Staff Present: Asst Public Works Superintendent Tim Moore and Planner Mike Pogge Acting Chair McGarry called the meeting to order at 7:05 p.m. Approval of Minutes: Ms. Snellman, seconded by Mr. Christensen, moved to approve the June 27, 2011 Parks and Recreation Commission minutes. Motion passed unanimously. OPEN FORUM No comments were received. Pedestrian Walkway Mr. Pogge spoke briefly about the open house held on July 12 for the new pedestrian walkway. He said that attendance was sparse, but overall people seemed very happy with the plan. Individual meetings were held with people along Commercial Street, and the reaction all around was positive. Mr. Pogge displayed drawings and described various features of the plan that includes improvements along Main Street with crosswalks, etc. Bathrooms are basically 3- season, but will be insulated. Permanent tables and benches with umbrellas over the tables will be added. The plan is on budget. He mentioned that two variances will be needed for the project, one for the size of the structure, and another as the structures are technically too close to Water Street. The Planning Department will ask for bids in September, and should start construction in October, with a June 30, 2012 projected completion date. Mr. Brandt wondered if the glass windows in the bathroom area would be an issue with breakage. Mr. Pogge responded that the glass will enhance daylight coming in, and that it will be a strong glass. He said that nothing is being done on Commercial Street right now other than the entryway, but more may be done in the near future. ACTION ITEMS 5 -year CIP Proposal/Work Plan Mr. Moore presented items from a work plan approved by the Parks Commission on July 28, 2008. Staff added the underlined items that they feel should be given strong consideration. In 2011 the emphasis was given to upgrading and buying multi -use equipment that can be used year- round. The Millbrook development has earmarked money to upgrade the park. Mr. Moore looked at different options, including moving the shelter from Legends Park and relocating the backstop from Sunrise Park to this park. Other additions would include a ball field, irrigation system, and trees. A neighborhood meeting for the Millbrook Park will be held in late summer or early fall to present the proposed plan. Commission reviewed the 2011/2012 CIP list for park improvements but it does not include proposed equipment purchases. Lowell Park — Plans include raising the parking lots, reconfiguring parking lots and amphitheatre, developing turf for soccer, football and baseball, and adding parking areas and an irrigation system. There will still be playground and picnic areas. The south end of the park will Parks and Recreation Commission July 25, 2011 Page 2 of 4 stay the same, but other areas will be revamped as needed. The goal is to maintain the historical look, leaving concrete sidewalks and adding plants that would have been there in the 1930s. Millbrook Community Park — Irrigation will go in soon, along with a parking lot and soccer, football and baseball fields. Pioneer Park — The playground area is holding up well and wood chips have been added. The wooden floor in the band shell is in bad shape, and Parks would like to replace it with W treated painted plywood to get a good life out of it. Some of the electrical was upgraded last year, but more upgrading is still needed. Northland Park — The playground equipment was removed from the lower area, but there is still equipment in the upper area. Ms. Snellman has noticed that at times the park is very crowded, especially when games are going on, so it would be nice to have playground equipment added at some point, but it is not a high priority immediately. Mr. Moore has looked into improving the drainage in the upper field which can get very marshy, along with improving the entryway. Plans include adding a culvert. The parking lot is showing signs of wear and will need work in the next few years. All the parks are in need of maintenance for the tennis courts. The plan is to begin with re- sealing and fixing cracks, rather than full re- surfacing. Lower infield needs an improved backstop. As more teams are playing there now, better equipment is needed. Aiple Park — Some grading was done before Lumberjack Days. There are plans to do trail work, add gravel and do ditching to deal with drainage. People are using the walking trails. Some walls are in disrepair and near collapse, so there is a safety issue there. The new DNR ramp will be added at the far end by the driveway to the lift station. Browns Creek Park — This park is relatively new, but is in need of irrigation. Plans are to concentrate on parks with ball fields first, however. The Parks Department is still dealing with setback issues for the watershed area. Lily Lake Park — The lighting system really needs work, especially to replace conduit on the ball field lights. New equipment is cheaper and more reliable. Bathrooms are finished on the outside, but interiors need to be upgraded. Beach improvement is needed. Hockey camp is out there every summer and uses the beach, as do many swimmers. Parks is trying to maintain weed control and trim willows. Tennis courts need repair. Long Lake Open Space — This is located in the east and west areas of Croixwood. Parks is looking at some prairie restoration and adding a picnic area at the south end of Long Lake north of 62 near trail entrance. Boutwell Cemetery — Mr. Moore found a park plan for Boutwell Cemetery which was maintained by a church at one time. The whole area is about seven acres including lowlands and wetlands. Four to five acres are on the hillside and are fairly dry. Staples Field — The Parks Department would like to add more property and develop better parkland and facilities. The basketball courts (fence and blacktop) will be removed in August, as council directed the courts be closed. Neighbors complain about people playing basketball at all hours of the night. The area will be converted to another park use. Irrigation will be added to the ball field. The tennis courts need resurfacing and improved lighting. 2 Parks and Recreation Commission July 25, 2011 Page 3 of 4 Legends Park — This park contains wooden play equipment. New equipment planned for 2018. Bergman Park — This area is surrounded by multi - family housing, and it is anticipated that it would get a lot more use if playground equipment could be added. Triangle Park — Plans are to replace play equipment yet this year and to remove the basketball court which in bad shape, beyond repair, and does not get much use. Ramsey Grove Park — Equipment will be replaced there shortly. Public Works Park — The irrigation system is in. Mr. Moore has worked with VA and St. Croix Valley baseball, trying to get a Twins grant. The baseball field is used almost every day throughout the summer. Liberty Square — This is a little park in the retail area. The Parks Department received a request for play equipment by the gazebo. The Liberty Homeowners Association would like to see this added as there are many families in the area. There is a school nearby, but young children are not allowed to use those facilities during school hours. Trail Improvements — Repairs to stairs are to be budgeted under Parks. Mr. Moore stated that the cost is not exorbitant to fix steps, but shoring up the railings could run $50,000. Some steps could use lighting as well. The Parks and Recreation Commission were asked to review and prioritize the requests including keeping Mr. Moore's proposals for 2012 and make recommendation to incorporate these into the Parks 5 -year CIP. This would be just a work plan as other priorities through the years may change these plans. It was reiterated in 2012 to improve Northland Park hockey rink and ball fields and also tennis and basketball courts at various parks (Lily Lake, Benson, and Northland) but not the aquatic center which may be added at a future date. The Park and Recreation Commission will review and prioritize capital outlay expenditures listed in the packet and bring their suggestions to the next meeting. INFORMATIONAL ITEMS Update on Triangle Park and Ramsey Grove Park Mr. Moore stated that a sign showing the playground design approved by the Parks Commission at Triangle Park and Ramsey Grove Park has been installed and postcards were mailed to residents regarding park improvements at Ramsey Grove. Only one comment was received on the Triangle Park design requesting more swings and keeping the teeter totter. Due to the limited room at the park and clearance issues with this type of play equipment, it can only accommodate one swing set. Several comments were received on Ramsey Grove Park but no negative comments were received regarding the play equipment so staff will order playground equipment next week and anticipate a completion in late August or early September. Update on Lowell Park Restrooms Mr. Moore presented the new drawing with the changes requested by Heritage Preservation Commission (HPC) at their July 6, 2011 meeting. Originally the design mimicked the old train depot on the north end of town. HPC wanted to see a lower roof and some features from the gazebo on Myrtle Street. Pergolas were added along the outside of the building. Mr. Moore stated the building will be raised higher off the ground and have an ADA pedestrian ramp. 3 Parks and Recreation Commission July 25, 2011 Page 4of4 Antennas will be added on the roof to be able to "talk" with other lift stations and eliminate power poles. Material types and colors have not yet been chosen. There will still be port -a- potties in the area as well. Several of the Parks Commissioners said that they liked the old depot look better than the newer one, but they also liked the pergolas in the new design. Roof height is not a problem as both designs fall within the criteria of being no more than 21 feet. Estimated budget is $150,000 which includes the improvements to the lift station. The Park and Recreation Commission would like to maintain their original motion on the old train depot design. Ms. Snellman, seconded by Mr. Brandt, moved to adjourn the meeting at 8:16 p.m. Motion passed unanimously. Respectfully submitted, Carol Danielson Interim Recording Secretary 0 r at r g. R' N P A i; E 0 F M I LA N F: S 0 1 A Memo To: Parks and Recreation Commission From: Tim Moore, Assistant Public Works Superintendent��/11 Date: August 18, 2011 Re: 5 -Year CIP Proposal /Work Plan DISCUSSION Below is the 5 -year CIP work plan provided to the Parks and Recreation Commission Meeting, July 25, 2011. Included in this 5 -year CIP work plan is both capital projects and projects that can be done with operating budget. Attached are 5 -year CIP that will be submitted to Finance Department. As part of this 5 -year CIP the Parks and Recreation Commission were asked to review this list and prioritize projects or add any items. Community Parks Lowell Park Major Redevelopment IVlillbrook Community Park New park Development Pioneer Park Continue park improvements Renovate bandshell (roof and west wall) — Done Replace floor in bandshell Northland Park Replace upper play equipment Make an "entryway" to park Replace irrigation systems Improve drainage upper field Replace parking lot Rehabilitate tennis courts Install or rehabilitate backstop on lower field Improve lower infield (possible twins grant) Rehabilitate warming house facility Aiple Park New park development Browns Creek Park New irrigation systems Lily Lake Park Replace irrigation systems Replace conduit on ballfield lights Remodel bathroom interior Improve beach Rehabilitate tennis courts Neighborhood Parks Long Lake Open Space Add Picnic Shelter Add Nature Trails Look at adding parking on north side Boutwell Cemetery New park development Staples Field Add parkland Add additional facilities at the site Reopen basketball court or convert to another park use — Courts will be removed in 2011 Install irrigation in ballfield Rehabilitate tennis court surface Improve tennis court lighting Legends Park Add additional equipment— Play equipment and shelters done in 2010 New play equipment in 2018 Bergman Park Add additional equipment (play structure on north side of park) Install irrigation Triangle Park Replace play equipment — 2011 Remove basketball court in 2011 Ramsey Grove Park Replace 10 year old play equipment with a structure for children 5 to 13 years of age — 2011 Public Works Park Continue baseball field improvements (bleachers, grass infield (possible twins grant) New irrigation systems Relocate trees Liberty Square Request for installation of play equipment Trail Improvements Replace steps at Chestnut St, Laurel St, Willard St, Broadway St and Quarry Lane Before replacing steps, replace railings Installation of trail system at Northland Park Develop a trail system in the 4 th Street ravine from 4 th St N to 2 " St N Proposed Downtown trail system (Cooperative efforts with County and State) Complete trail loop around McKusick Lake RECOMMENDATION The Parks and Recreation Commission should review and make recommendation to staff to incorporate into the Parks 5 -year CIP. CAPITAL REQUEST 2012 -2016 Department Responsible Person Parks Tim Moore ?ROJECT # 07- 4240 -003 ?ROJECT NAME Park Improvements CATEGORY Park Improvements Improvement X Equipment PRIORITY 3 (1 High...5 Low) Useful Life 10 years Various Park Improvements Gives the City flexibility to do certain small - sized projects that might be needed within the Parks inclu8ding playgrounds Legends, Millbrook (small), Northland (2) Liberty Square Expenditure Schedule 2012 2013 2014 2015 2016 TOTAL FUTURE TOTAL Construction /Maintenance $0 $80,000 $85,000 $90,000 $95,000 $350,0001 $350,000 Funding Sources 2008 2009 2010 2011 2012 TOTAL FUTURE TOTAL Annual GO Debt - Current Year $0 $80,000 $85,000 $90,000 $95,000 $350,0001 $350,000 Operating Budget Impact 2008 2009 2010 2011 2012 TOTAL FUTURE TOTAL CAPITAL REQUEST 2012 -2016 Trail Impvmts Department Parks Responsible Person Tim Moore PROJECT # 07- 4240 -007 PROJECT NAME Annual Trail Improvements CATEGORY Park Improvements Improvement X Equipment PRIORITY 3 (1 Hi ... 5 Low) Useful Life 10 years Improvements on trail system. Some maintenance items to consider would be drainage to protect from erosion, tread to provide safe trail surfaces to help protect safety hazards, and vegetation maintenance. ExamplesNorthand Park, 4th St. Ravine,Mckusick trail loop, Hwy 96 Millbrook, Millbook connection on Carlson Property Gives the City flexibility to do certain small - sized projects that might be needed within the Parks Expenditure Schedule 2012 2013 2014 2015 2016 TOTAL FUTURE TOTAL Construction/Maintenance $35,000 $37,500 $40,000 $40,000 $40,000 $192,5001 $192,500 Funding Sources 2012 2013 2014 2015 2016 TOTAL FUTURE TOTAL Annual GO Debt - Current Year $35,000 $37,500 $40,000 $40,000 $40,000 $192,5001 $192,500 Operating Budget Impact 2008 2009 2010 2011 2012 TOTAL FUTURE TOTAL Page 1 CAPITAL REQUEST 2012 -2016 Department Responsible Person Parks Tim Moore 'ROJECT # 07- 4240 -005 'ROJECT NAME Hard Court Rehabilitation CATEGORY Park Improvements Improvement X Equipment PRIORITY 1 (1 High...5 Low) Useful Life 7 years Rehabilitate tennis courts and basketball courts in the parks Courts need to be serviced every 5 -7 years Expenditure Schedule 2012 2013 2014 2015 2016 TOTAL FUTURE TOTAL Construction/Maintenance $45,000 $25,000 $25,000 $25,000 $25,000 $145,0001 $145,000 Funding Sources 2012 2013 2014 2015 2016 TOTAL FUTURE TOTAL Annual GO Debt -Prior Years $45,000 $25,000 $25,000 $25,000 $25,000 $145,0001 $145,000 Operating Budget Impact 2008 2009 2010 2011 2012 TOTAL FUTURE TOTAL 'ROJECT # 09- 4240 -001 'ROJECT NAP Nlillbrook Park CATEGOI Park Improvements Improver X Equipment PRIORIT` 2 (1 High ... 5 Low) Useful Lifi 100 years New park in the City 2012 will construct parking lot, ballfield, and plygrounds 2013 will construct picnic shelter and sidewalks JUJ71FICATI0IV Creates a neighborhood park for the Millbrook Development Expenditure Schedule Construction/Maintenance Funding Sources Amoral GO Debt- CUITent Year 2012 2013 2014 2015 2016 Total $185,000 $38,000 $223,000 2008 2009 2010 2011 2012 TOTAL $67,500 $67,500 OPERATIONAL IMPACT /OTH Operating Budget Impact 2008 2009 2010 2011 2012 TOTAL Capital Improvement Plan Addtions Worksheet Department Parks 2012-2016 Responsible Person Shawn Sanders PROJECT h (to be assigned by Finance) PROJECT NAME Boutwell Cemetery CATEGORY Improvem X Equipmen PRIORITY 3'1ess Impo taut' (1 High ... 4 Low) Useful Lift 20 yeas DESCRIPTION start of improvement to the Boutwell Cemetay Plan which incudes, grading, seeding, landscaping trails,and interpreation according to JUSTIFICATION expansion of the Browns Creek Nature Area. Ex enditure Schedule 2012 2013 2014 2015 2016 TOTAL $75,000 $75,000 Construction $0 $0 $0 $0 $0 $0 $0 $75,000 $75,000 Funding Sources 2012 2013 2014 2015 2016 TOTAL $0 annual GO Debt $75,000 $75,000 $0 $0 $0 $0 $0 $0 $75,000 $75,000 OPERATIONAL IMPACT /OTHER Operating Budget Impact 2012 2013 2014 2015 2016 TOTAL $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 Capital Improvement Plan Addtions , Department Parks 2012-2016 Responsible Person Shawn Sanders PROM (to be assigned by Finance) PROJECT NAME Lowell park improvements CATEGOh.:,' Improver X Equipmem PRIORTT`Vor' L ipork (1 High ... 4 Low) Useful Lif( 20 years DESCRIPTION Improvements to Lowell park (2012 nelson bathroom upgrade and irrigation system south Park ) 2013(Irrigation system -North Park, amphitheatre stage, and trail) JUSTIFICATION Ex enditure Schedule 2012 2013 2014 2015 2016 TOTAL $0 Construction $235,000 $150,000 $385,000 $0 $0 $235,000 $150,000 $0 $0 $0 $385,000 Funding Source 2012 2013 2014 2015 2016 TOTAL $0 Go debt $235,000 $150,000 $385,000 $0 $0 $235,000 $150,000 $0 $0 $0 $385,000 OPERATIONAL IMPACT /OTHER Operating Budg Impact 2012 2013 2014 2015 2016 TOTAL $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 $0 i T te iv a,, - F� B;N'N?l_A % E 0P MINNESOTA Memo To: Parks and Recreation Commission From: Tim Moore, Assistant Public Works Superintendent el l, 04 . Date: August 18, 2011 Re: Fall Colors Fine Art & Jazz Festival Fall Colors Fine Art & Jazz Festival The 2011 Fall Colors Fine Art and Jazz Festival is scheduled for Saturday, October 1 and Sunday, October 2 with setup occurring on Friday, September 30 The event will be held on the north end of Lowell Park and in city parking lot #4 and part of #5. The vendors will set up booths beginning at noon on Friday and the event would be open to the public on Saturday and Sunday from 10 am to 5 pm. Tear down would occur on Sunday from 6 pm to 9 pm. Attached is the application, an air photo showing the layout of the festival and a draft of the agreement. The agreement is similar to last year's agreement and will be reviewed by Council on September 6 According to the new events policy, organizations involved are invoiced for certain services that the city provides. In the past, the City provided 4 port -a- potties in lieu of closing Lowell Park restrooms and applicant provided 4 additional port -a- potties. This year the Lowell Park restrooms will remain open because the event is held entirely north of Chestnut Street. Therefore it is proposed to charge for the use of barricades, electricity and require 8 port -a- potties to be paid by applicant. Recommendation Approve the Fall Colors Fine Art & Jazz Festival agreement between the City of Stillwater and the Greater Stillwater Chamber of Commerce. City ®f Stillwater. Events Permit Application+, r 216 North 4th Street, Stillwater, MN 55082 Telephone: 6 Fax: 651.430.8809 i1 OF Ic, DEPA RTMF"r Event Type: Special Event with Contract Date Received Ye ( V Khirf Event Information Date of Application: Title /Name of Event: Event Date / Time: Set Up Date: Actual Event Date(s) Tear Down Date: Will event run after 10 pm? Location of Event: Event Description: Estimated Attendance August 11, 2011 Fall Colors Fine Art & Jazz Festival September 30th Time: 12:00 PM To: 7:00 PM October 1,2 Time: 10:00 AM To: 5:00 PM October 2nd Time: 6:00 PM To: 9:00 PM No F v— ] YeSF-1 Needs a variance from City Council. Public parking lot #4 and partial area of #5. The Fall Colors Fine Art & Jazz Festival is a weekend public event that hosts high quality art from around the upper Midwest. Food will also be available through food vendors. Several sets of jazz music will play during both days. 5000 depending on weather. Applicant Information (Person /Group Responsible) Sponsoring Organization Mailing Address: City, State, Zip: Primary Contact: Phone Number: Fax: Mobile Phone: Email Address: Website Address: Contact Person During Event: Mobile Phone: Alternate Event Contact: Media / Citizen Inquires: Phone: Event Organizer Comments: The Greater Stillwater Chamber of Commerce (event owner) 1950 Northwestern Ave. S., Suite 101 Stillwater, MN 55082 Todd Streeter, Executive Director 651.439.4001 651.439.4035 651.325.7642 d i recto Kai lovesti I Iwate r. com www.ilovestillwater.com Todd Streeter, Executive Director 651.325.7642 To be determined To be determined To be determined There is a possibility that a film crew may be on hand filming scenes for a movie. This has not been confirmed, but the attached event plan shows an area for filming per discussions with the production company. Stillwater Permit Aloolication Page Event Features Signs or Banners Inflatable Entertainment Sound /Speakers /PA System Stage Tents Temporary Fencing Merchandise or Food Sales On Site Food Preparation Cooking of Food Alcohol Available / No Sales Alcohol Sales Fireworks Display NO NO NO NO NO NO NO NO NO NO NO NO NO Yes Number: 1 Size: TBD Yes Need insurance certificate from vendor Yes What type: Free music on stage Yes Hours and Type: 10:00 am to 5:00 pm, type unknown Yes Dimensions: 12'x 25' Yes TBD Yes Yes Number Estimated: 60 approximate Yes Contact Washington County Health Department, 651.430.6655 Yes Contact Stillwater Fire Department, 651.351.4950 Yes See Alcohol Regulations in instructions Yes See Alcohol Regulations in instructions Yes Permit required, contact Stillwater Fire Department, 651.351.4950 v v v v v v v v v v v v v Describe power needs and location of power source. Existing power boxes. Boxes need to be unlocked by Friday noon. Describe level of advertisement (i.e., radio, flyers, ads, TV, press release). Attach sample if available. Art fair publications and area newspapers. City Services (After reviewing the event application, City services may be required for the event.) Will the event use, close or block any of the following: If yes, specify location on site map. City Streets or Right -of -way NO Yes Start/End Time: City Sidewalks or Trails NO Yes Start/End Time: Public Parking Lots of Spaces NO Yes Start/End Time: Will event need barricade(s)? NO v Yes Number needed: Are extra picnic tables needed? v NO Yes Number needed: Are portable toilets needed? NO v Yes Number needed: Are extra trash recept. needed? NO v Yes Number needed: Describe trash removal and cleanup plan during and after event. Fri. 7 am - Sun 9 pm Date: Sept. 30 - Oct. 2 TBD Date: Thru. 9 pm - Sun 9 pm Date: Sept. 29 - Oct. 2 8 8 total. City to pay for (4): 3 regular, 1 handicap. See below. Service may provide 15 or 20 yard dumpster and 12 trash recepticals. Staff to monitor /clear trash recepticals into dumpster. Will event need traffic control? 0 NO[ Yes Contact Stillwater Police Department, 651.351.4900 Describe crowd control procedure to ensure the safely of participants and spectators: This is not an issue. Are "No Parking" signs needed? F NO F_� Yes Number needed: Unknown at this time Stillwater Permit Application Page 3 Will event need security? = NO F - v — ] Yes If event is overnight, security will be required. If using private security, list Security Company and Contact Information: Will event need EMS services? 0 NO 0 Yes Contact Lakeview EMS, 651.430.4629 Describe plans to provide first aid, if needed: Call 911 Describe the emergency action plan if severe weather should arise: Plans are under development. List any other pertinent information: To be determined. Fee Schedule Initial Application Fee $50.00 Due with application Park Impact Fee - $500 If using Lowell or Pioneer Park Parking Fee If using street or lot parking Usage Fee If using other City amenities Picnic Shelters /Gazebos Park Open Space Fee Pioneer Park Bandshell Contact Parks Department Teddy Bear Park Contact Parks Department Materials Needed May use other vendors Picnic Tables Orange Fencing Trash Containers Refuse Collection Portable Toilets - Handicapped Electrical (Parks, except Lowell Park) Electrical (Lowell Park) Barricade 4' to 12' Barricade 4' to 12' with flasher Drums Reflective Cones Traffic Sign on stand PD No Parking Signs 4 at no cost 1 box 8 Using approximately 114 of Lowell Park 4 by city and 4 by applicant. See attached plan. See attached plan. Stillwater Permit Application Page c 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 and is release of Liability. Signature of Applicant or uthorized Agent Date v v o s H F d � m � a C r O O O t O d d C y d F c m v •_ a m E a � s s a � E w w ¢ Z a a 2 0 A L n E QE - C C m E - 3 m 3 c 3 E Y E u O O O C y y a O L = m C O) r N O N _ L ... N > " m r N m C c_ 3 C � J m ° Q Q 3 U o C O or > C E E c u a) U p = O `� � E a m y N y > N / W Imo m o 0) o o U o A L E . C O N 7 0 0 L U C N . O) O U) N y N O m O_ -— C m yS2, 0 M a) p O r.— a a L L L �!/ p v 'C E CD Z) LL N N � 3 E C C 6 (3) = o �� v ell 9 , 0E 0) H 0 ` Q c & E M L G (9 a (3) O 0 ul O 16 U O L J FALL COLORS FINE ART & JAZZ FESTIVAL 2011 This Agreement between the City of Stillwater, Washington County, Minnesota ( "City "), in conjunction with the Fall Colors Fine Art & Jazz Festival of 2011, part of a community wide celebration of the City (the "Event "); and the Greater Stillwater Area Chamber of Commerce, a Minnesota non- profit corporation ( "Chamber "). L. 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 coverage of at least the statutory limits for municipalities covering claims that might be brought against the event 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 ". 4. Signs 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 5:00 p.m. Saturday, October 1, 2011 and Sunday, October 2, 2011. (Setup — Friday, September 30, 2011). 7. Police Power The City reserves the right to order a shutdown 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 End of 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: Parties agree that if flood conditions exist, park usage may need to be adjusted accordingly. 9. Damage deposit of $250.00 and a user's 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. 10. 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. 11. Lessee shall furnish portable restrooms (at least eight) to augment the existing facilities. Lessee many contact City to arrange rental of portable restrooms. City shall furnish 10 barricades and electricity for vendors and charge Lessee for use according to the City of Stillwater event permit fee schedule. 12. 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. 13. 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. 14. Event shall be as described in the attached Special Event Application, which may have comments and shall become a part of this contract. IN WITNESS WHEREOF, the parties have set their hands this day of ) 2011. GREATER STILLWATER AREA CHAMBER OF COMMERCE Subscribed and sworn to before me this day of , 2011. Notary Public Subscribed and sworn to before me this day of ,2011. Notary Public By Its CITY OF STILLWATER Ken Harcyki, Mayor Attest: Diane F. Ward, Its Clerk Page 2 of 2 0 r ater 1 � Ilwa t e 'He B'R?H? lL ACE OF M14NES01A Memo To: Parks and Recreation Commission From: Tim Moore, Assistant Public Works Superintendent Date: August 18, 2011 Re: Millbrook Development Park DISCUSSION Attached is the proposed plan for the Millbrook Development Park. The proposed park plan features the following facilities: youth soccer or football, youth softball or baseball, volleyball, basketball and bocce ball, play structures, picnic shelter, and parking to accommodate approximately 40 vehicles. I have been approached by the St. Croix Valley Baseball Association to partner on development of the youth baseball field. They are interested in helping to fund a field that would be similar to the facilities at Public Works with fences, dugouts, and score board. This year staff has begun to improve the turf and is currently installing an irrigation system. It is anticipated that the City could begin construction of the fields, play structures and parking lot in the spring of 2012. In the past the Parks and Recreation Commission has scheduled neighborhood meetings to gather comments from the surrounding neighborhood on the development of the park. It is proposed to schedule a neighborhood meeting to receive input from the surrounding residents. RECOMMENDATION - rhe Parks and Recreation Commission should set a date and time for the neighborhood meeting. �, „ o � � s. � ,,,�