HomeMy WebLinkAbout2012-01-30 PRC packetCITY OF STILLWATER
STILLWATER PARKS AND RECREATION COMMISSION
NOTICE OF MEETING
MONDAY, JANUARY 30, 2012 AT 7:00 PM
The City.of Stillwater Parks and Recreation Commission will meet on Monday, January 30, 2012,
at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street.
AGENDA
1. Approval of the December 19 2011 minutes
Action Items
2. July 4 th Fireworks Display
3. Friends of Stillwater Area Dog Park
Informational Items
Commission Items /Topics
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CITY OF STILLWATER
STILLWATER PARKS AND RECREATION COMMISSION
NOTICE OF MEETING
MONDAY, JANUARY 30, 2012 AT 7:00 PM
The City.of Stillwater Parks and Recreation Commission will meet on Monday, January 30, 2012,
at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street.
AGENDA
1. Approval of the December 19 2011 minutes
Action Items
2. July 4 th Fireworks Display
3. Friends of Stillwater Area Dog Park
Informational Items
Commission Items /Topics
CITY OF STIILLWATER
PARKS AND RECREATION COMMISSION
DECEMBER 19, 2011
Present: David Brandt, Scott Christensen, Rob McGarry, Solveg Peterson, Sandy Snellman and
Council liaison Mike Polehna
Staff present: Asst. Public Works Superintendent Tim Moore and Planner Mike Pogge
Absent: Linda Amrein and Don Stiff
Vice Chair McGarry called the meeting to order at 7 p.m
Approval of the November 28 2011 minutes — Mr. Brandt asked the minutes reflect that the
statement which indicated he wasn't concerned about the historic nature of the Boutwell site
was specifically referring to the location of the proposed dog park within that overall location.
Ms. Snellman moved to approve the minutes. Mr. Brandt seconded the motion. Motion passed
unanimously.
OPEN FORUM
No comments were received.
ACTION ITEMS
2030 Parks and Trail Plan
Mr. Pogge explained that the Metropolitan Council has issued a series of systems statements
dealing with transportation and parks and trails. He said the City had changes related to public
transit and changes in parks and trails, specifically the addition of the Middle St. Croix Valley
search corridor for a new regional trail. He said those changes have been acknowledged by
updating the parks and trails map to indicate the search corridor, which in Stillwater is
essentially along the St. Croix River from the Brown's Creek state trail south to the corporate
City limit. Mr. Pogge said the Middle St. Croix regional trail will extend from Stillwater to the trail
system in Lakeland and through other plans extending down to Hastings. He said the City is
required to update its parks and trails plan and map to reflect the search corridor. He said since
the City was required to update its plans, staff took this opportunity to update the entire trails
map to reflect the trails constructed since the plan was adopted, including trails in Millbrook,
along Manning Avenue, as well as changes to reflect the current status of the Brown's Creek
state trail. He noted that two weeks ago, staff gave a presentation to the Council on the state of
trails with discussion about the Brown's Creek state trail.
Mr. Pogge provided a brief update on the Brown's Creek state trail, noting that the Council has
made getting funding for the trail its No. 1 legislative priority; he said, optimistically, staff thinks
the trail will be connected to the Gateway Trail in 2013 -2014. He said the City is fairly committed
to providing two trailheads for the project, one downtown at the parking lot north of the Lofts and
another at Brown's Creek park reserve; he said as those plans are developed they will be
brought forward to the Commission and Council for approval.
Mr. Pogge updated the Commission on trails planned for future development, including the
Middle St. Croix Regional Trail, a loop trail proposed as part of the new St. Croix bridge
crossing, a proposed trail south of Afton connecting to the Prescott - Hastings area, as well as a
proposal by the Wisconsin Department of Transportation to connect the loop trail to the Gandy-
Parks and Recreation Commission
December 19, 2011
Page 2 of 2
Dancer trail that starts in St. Croix Falls. He noted when the Middle -St. Croix and Afton corridors
are completed, there will be an opportunity to go from downtown Stillwater to the Prescott -
Hastings area and back to St. Paul; he referred to the potential impact on tourism and economic
development. He said plans to connect to the Gandy- Dancer trail provide the opportunity to
have a trail over 130 miles long, connecting Stillwater to Superior, Wis. He spoke of the need to
work with partners, both public and private, to obtain funds for acquisition and actual
construction, to promote the trails from an economic development standpoint, and to make
downtown more biker - friendly.
Mr. Christensen asked whether the trail connector from County Road 12 to Boutwell includes
the Armory site. Mr. Pogge said as shown on the map, the connector is just west of the Armory
site but said that will be looked at further in future discussions; he noted that the Council has
directed staff to look at a tunnel under Myrtle Street (County Road 12) to access the trails going
north and said he thought it made sense, considering the City owns the Armory site, to bring
that trail through the site.
Mr. Brandt, seconded by Ms. Snellman, moved to approve the trail map revisions and additional
language to the trail plan as recommended by staff. Motion passed unanimously.
INFORMATIONAL ITEMS
Kiosk Design Standards
Mr. Moore noted a preliminary drawing for a standard kiosk design was included in the agenda.
He said the kiosk would be about 6' high, with a 3x4 area for postings; he said he thought the
design would work well for the McKusick trail Eagle Scout projects and suggested perhaps
incorporating a smaller scale design for use along other trails. He said a cost estimate for
materials indicates the cost would fall well within an amount for an Eagle Scout project; he said
he would continue to work with the Scouts.
COMMISSION ITEMS /TOPICS
It was noted the Parks budget was approved as presented. Mr. Moore said that will mean quite
a lot of work out at Nlillbrook this spring.
The next meeting will be Jan. 23; Mr. Moore said the dog park proponents have asked to be on
the agenda.
Meeting was adjourned at 7:23 p.m. on a motion by Ms. Snellman, second by Mr. Brandt.
Respectfully submitted,
Sharon Baker
Recording Secretary
�l ater
1
Administration
MEMORANDUM
TO: Parks & Recreation Commission
FROM: City Administrator Hansen
DATE: January 25, 2012
SUBJECT: July 4th Fireworks Display
Due to the numerous problems associated with Lumberjack Days and the Stillwater
Marathon, the City Council requested that I send out a "Request for Proposals" for fireworks for
the 4th of July. The RFPs were sent out to six companies and also posted on our website. The
proposals are due in my office by noon on January 27, 2012. The Council has requested that the
Parks & Recreation Commission review the proposals and make a recommendation prior to the
City Council meeting scheduled for January 31, 2012.
The timing will be very tight since I won't have the proposals until noon on Friday and
your meeting is on Monday, but I will do my best to get you the required information as soon as
Ican.
A budget of not to exceed $30,000 was set so cost is not the primary factor. The number
and type of shells and relevant experience of the Company will be strong considerations.
I will attend your meeting should there be any questions or concerns.
/nm
PYROTECH RFP
Mark Hanson
Pyrotechnic Display, Inc.
9405 River Road SE
Clear Lake, MN 55319
Ery Haman
RES Specialty Pyrotechnics
21595 — 286th Street
Belle Plaine, M]v 56011
Dean Kuhn
Zambelli Fireworks
Michelle Karkowski
Hollywood Pyrotechnics
1567 Antler Point
Eagan, MN 55122
Fax: 651- 454 -7975
Tim Seekon
NightLighter Fireworks Inc
83163 -220th Street
Hayward, MN 56043
612 - 281 -7976
DATED: 1/12/2012
Request for Proposal
Fireworks Display City of Stillwater, MN
I. GENERAL INFORMATION
A. OBJECTIVE
The purpose of the Request for Proposal (RFP) is to obtain quotes for providing a
fireworks display at the annual 4th of July Celebration to be held this year on Wednesday,
July 4, 2012, to commence at 10:00 p.m.
B. ISSUING OFFICE
The RFP is issued by the CITY OF STILLWATER.
C. CONTRACT ADMINISTRATOR
All communications concerning this RFP should be directed to:
City of Stillwater
Attn: City Administrator
216 Fourth Street N.
Stillwater, MN 55082
Phone #651- 430 -8801
D. INCURRING COSTS
The City is not liable for any cost incurred by the prospective firms prior to the
signing of the contract.
E. PROPOSALS
To be considered, each firm must submit a complete response to this RFP,
addressing the specifications provided in Section III. The proposal must be signed by an
official authorized to bind the submitter to its provisions. The proposal must include a
statement as to the period during which the proposal remains valid. This period must be at
least ninety (90) days from the due date for this proposal.
F. ACCEPTANCE OF THE PROPOSAL CONTENT
The contents of this proposal will become contractual obligations if a contract
ensues. Failure of the selected contractor to accept these obligations may result in
cancellation of the award.
G. SELECTION CRITERIA
Responses to this RFP will be evaluated based on a selection process consisting
of:
1. The City will review the firm's response to the RFP, and determine if the
proposal meets all criteria for consideration.
2. Relevant experiences, project understanding, project requirements, strength
of the proposal, proposed fees, contributions and event display.
H. PROPOSAL RECEIPT
Proposals must arrive in hard copy format January 27, 2012, before noon (12:00
p.m.). The Proposals must be submitted to:
City of Stillwater
Attn: City Administrator
216 Fourth Street N.
Stillwater, MN 55082
I. RIGHT TO REJECT BIDS
The City reserves the right to award the total proposal, to reject any and all
proposals in whole or in part, and to waive any informality or technical defects by the
City's judgment. In determination of award, the qualifications of the proposal submitter,
the conformity with the specifications of services to be supplied, the evaluated bid,
supplier's experience and references as well as the City's direct experience with the
supplier will be considered.
J. COST LIABILITY
The City assumes no responsibility or liability for costs incurred by the firms
prior to the signing of this agreement. Total liability of the City is limited to the terms and
conditions of this agreement.
K. OWNER
The City owns and operates the park and areas surrounding where the display will
be viewed. The display will be staged on public property. The contractor shall confine
their operation, at all times staying with in the limits of the property, as determined by the
City Fire Department. Any repairs or restorations required on or outside the property
limits due to the Contractor's carelessness shall be repaired by the Contractor at their
expense.
Page 2 of 7
L. AWARD OF CONTRACT
The City will award one contract to the selected vendor submitting the quote
which meets the performance and required criteria as set forth by this set of
specifications.
M. TAXES
The contractor shall pay all sales, consumer, use and other taxes required to be
paid by them in accordance with the law of the place where the work is to be performed.
N. TEMPORARY ENCLOSURES, BARRICADES AND FENCES
The City shall provide and maintain all necessary temporary enclosures and
barricades to adequately protect the work and materials from persons not involved with
the display. The Contractor will be required to adequately protect product, providing
appropriate security in and around the staging area. This may include overnight security
if display is canceled and rescheduled for any reason.
O. PROTECTION OF EXISTING FACILITIES
The Contractor shall provide for and be responsible for protection of existing
structures, pavements, utilities, fencing, etc. In general: existing materials, surfaces, sod,
buildings, etc., to remain which are affected by the display shall be repaired and restored
to an original and functional condition.
P. SHIPMENT OF MATERIALS
Before making any shipment of materials to the site, Contractor shall ascertain
whether the site is in a condition to receive the shipment. Where this provision is
neglected and material is delivered to the site when the latter is not in condition to receive
it, such materials shall be properly stored elsewhere at the Contractor's expense and
adequate insurance coverage provided for off -site storage.
Q. STORAGE OF MATERIALS ON OR OFF -SITE
1. Contractor shall provide security and storage as required to protect and
preserve all materials stored at the site. Storage of materials is to be
confined to areas designated by the City. Contractor will discuss security
arrangements with the Chief of Police and receive his approval of same.
City will not sign for or be responsible for materials delivered to the site.
2. Contractor will be responsible for the unloading and loading of the
equipment and product at the shoot site. In addition, supplier will be
responsible for cleanup of all packaging materials /debris from
loading/staging location.
R. PRE -EVENT STAGING
Working hours shall be from 7:00 a.m. until 8:00 p.m. beginning July 3, 2012.
Page 3 of 7
S. CLEANUP
All Park areas shall be returned to a condition equal to or better than was in
existence at the beginning of the display. All display debris, including packaging and
empty shells, shall be removed and disposed of in a manner to meet all state and local
requirements.
II. SELECTION PROCESS
If necessary, a pre- contract award interview or informational meeting may be
requested by the City.
III. SPECIFICATIONS
A. Display must be a minimum of 20 minutes in length and not exceed 30 minutes.
Cost for the display shall not exceed $30,000.00.
B. City will provide al.] necessary safety boats, work boats and water based safety
zones as deemed necessary from the Authority Having Jurisdiction.
C. City will provide all necessary on land safety zones.
D. City will select music from supplier's music titles as well as provide additional
music titles for suppliers use in creating a fireworks program music arrangement of
the correct duration. Supplier will use City selected music and "cut" these titles into
a music arrangement of the required length. The musical arrangement shall
transition between songs (i.e., fade out of and into each selected title), rather than
change abruptly. Fireworks shall be choreographed to the music.
E. City shall review and approve the edited music before choreographing to the
fireworks is performed. This may take one or more iterations.
F. Display should consist of a broad spectrum of product providing a balanced
assortment of shells.
G. Display presentation must be staffed and executed by trained and licensed
personnel in pyrotechnics.
H. Shells selected should be of the best quality from a variety of foreign and domestic
producers. Display should include a spectrum of styles, patterns and sound effects.
I. Display should include an opening segment, a main show body with good themes
and style and close with a distinct and memorable finale.
J. All shells must be fired with an electronic computer firing system. There should be
no large gaps of time between shells, good display pacing, multiple fi tailed
affect and a choreographed control of the display execution.
Page 4of7
K. City Fire Marshall will have sole discretion as to the decision to fire shells based on
inclement weather, wind, crowd issues, security, etc.
L. Supplier must agree to be available for display on back -up date (generally the next
day). Display presentation must be staffed and executed by trained and licensed
personnel in pyrotechnics. The specific date will be identified in the Contract for
Services.
M. In the event the display is canceled for any reason, contractor is responsible for
securing product and equipment in the staging area. Contractor is also responsible
for providing security needed for equipment, product and staging area until the
display is executed on the back -up date.
N. Supplier must have sound equipment for the display which allows the
choreographing of music with the fireworks display. Generally this requires the
ability to split the tracks between music and a digital code for the fireworks. This
equipment must also interface with the chosen radio broadcasting station main
sound station equipment.
O. The Contractor will supply the City with contact information and cell phone
numbers.
P. City will barricade and determine staging location.
Q. Staging area for firing display will be ready for set -up at 7:00 a.m. no earlier than
July 3, 2012.
R. Contractor is required to provide security at staging area for equipment and product
during pre -event set -up and up through display.
S. Contractor must be state and federally licensed for pyrotechnic displays.
T. Contractor must provide at a minimum a $5,000,000.00 general commercial
liability insurance policy with the City and the Event Organizer listed as additional
insureds.
U. Contractor will be required to attend one pre -event organizational meeting with
City staff.
V. Contractor must submit an invoice for fireworks display payment two weeks prior
to receiving payment. The payment schedule is determined by the City. Payment of
goods and services will follow all state and local guidelines.
W. The City will provide support at the event to include Public Safety personnel.
X. Contractor must help identify and locate any unexploded shells.
Page 5 of 7
Y. Contractor must participate with a sweep of the grounds for debris at the conclusion
of the event.
Z. The goal for the contractor selected is to excite the audience with a display full of
dynamic energy and enthusiasm.
IV. PROPOSAL
A. PROPOSAL FORMAT
The firm will be responsible for submitting a written proposal providing a
detailed listing of the display outline, firing equipment, staffing, proof of state and
federal licenses, proof of insurance, cancellation security /storage plan, rain date, delivery
and installation.
B. FEE QUOTATIONS
The fee proposal for the display will include all costs associated with the event,
including all equipment, product, permitting, staffing, delivery, insurance, installation,
breakdown /clean -up, taxes and service charges. Each firm is requested to provide the
maximum amount of fireworks for that fee. Fees are to be quoted in one lump sum.
C. SUBMITTAL REQUIREMENTS
Each of the following items shall be considered an integral part of the Contractor's
proposal and shall be submitted to the City on or before the date and time as stated on the
Proposal Form:
1. Two hard copies of a completed and signed proposal document sent to the
contact listed herein.
2. List all products with brand and effect descriptions and quantities (draw
sheet listing the quantity and shell size of all fireworks).
3. Identify electronic firing and sound systems to be used for display.
4. Include staging area layout drawing showing layout, safety zones, access,
border and outside dimensions.
5. Provide a copy of Insurance.
6. Provide the duration of display.
7. Provide a copy of state and federal licenses.
8. Timeline for preparing pre -event staging area.
9. Provide a plan for product/equipment storage and security in the event of a
cancellation.
Page 6 of 7
10. Budget for display.
11. A list of references with a minimum of six contacts.
12. The contractor shall indicate any and all deviations from the specifications.
D. TIMETABLE
Proposal submittal deadline is January 27, 2012.
2. Notification of contract award on or before February 29, 2012.
V. ADDENDUM TO THE SELECTED FIRMS CONTRACT
This RFP document will serve as an addendum to any contract issued by the
vendor selected and will serve as City Specifications, expectations and a quality control
for delivery of services.
Page 7 of 7
DATED: 1/27/2012
Fireworks Display Summary
1. RES SPECIALTY PYROTECHNICS
Has shot numerous displays for Stillwater and is very familiar with the site
and our expectations. Provides music choreography and fulfills all
requirements. Extensive list of references. 4618 shells ranging from 3" to
12 ". Recently won international award for fireworks display.
2. PYROTECHNICS DISPLAY INC.
Has shot numerous displays for Stillwater and is very familiar with the site
and our expectations. Provides music choreography and fulfills all
requirements. Extensive list of references. Extensive list of shells from 3"
to 12 ".
3. ZAMBELLI FIREWORKS
National company. Good listing of references. Will provide music
choreography. Total of 2,449 shells from 2" to 10 ". Fulfills all
requirements.
4. HOLLYWOOD PYROTECHNICS INC.
Provides two option at $25,000 or $28,500. Did not provide a shell count as
size is not necessarily indicative of price. Also choreography to music
selected has bearing of shells used. Fulfills all other requirements.
5. PRECOCIOUS PYROTECHNICS INC.
Seemed to lack an understanding of site. Largest shell is 6 ". Good list of
references. Combined total of 10,734 shells. Fulfills all other
requirements.
(S1
Ater
'H` B i A'H Pi.AGE OF M1NNFS0 TA
Memo
To: Parks and Recreation Commission
From: Tim Moore, Assistant Public Works Superintendent
Date: January 27, 2012
Re: Friends of Stillwater Area Dog Park
At the November 28 Park and Recreation Meeting, Friends of Stillwater Area Dog Park ( FSADP)
presented a proposal for an off -leash dog park located within the Boutwell Cemetery property. At that
meeting the Commission had several requests of the FSADP for additional information.
In response to the Parks Commission request, the FSADP investigated other dog park locations and the
size requirements for a dog park. Their research is outlined in their attached proposal. Also, upon
research there are no deed restrictions on this site. The FSADP proposes to improve the site and
maintain the respect for the cemetery and its historical significance to the community.
Upon the request to research the City's liability for having a dog park, I contacted the League of
Minnesota Cities and discussed the potential increased liability with operating a dog park on City
property. The LMC said there would not be any increase liability. Our insurance currently in place
covers the City's liability using park space and volunteers.
Approval of a dog park in the City of Stillwater will require a public hearing with the Planning
Commission.
RECOMMENDATION
The Commission should review and discuss the proposed dog park at the Boutwell Cemetery location
and make a decision to approve or not approve a dog park in the City of Stillwater.
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PR
j�AVUE
MINNESOTA
CITIES
CONNECTING & INNOVATING
SINCE 1913
RISK MANAGEMENT INFORMATION
OFF LEASH DOG PARKS
WHO LET THE DOGS OUT?
Definition
The term "dog park" is generally used where the purpose and design of the park is such as to invite
dogs, often in an unleashed environment. Some dog parks require membership or charge fees;
others are free and open to the public. In general, private parks tend to be those that require fees to
assist in the costs of operating the park.
Why have Dog Parks?
Dogs are popular and people want_ a safe place to socialize and exercise their dogs. Off -leash parks
offer substantial benefits as a way for dog.and owner to get exercise and meet new friends. Dog
parks are relatively inexpensive to mainta have no significant his
tor y of claims, and have
generally been thought to be successful where they have been created.
Features
Dog parks vary in size and amenities,. but the following represent some things to consider.
Barriers
Consideration should be given to manmade or natural barriers to encourage the dogs to stay within
the designated area:. Small areas in busy neighborhoods. may necessitate a fence around the park
with a gated access. Larger areas may allow for natural buffer zones. Nearby property owners and
traffic should be considered ton determine what level of barrier might be necessary.
Rules
Rules should be posted at the entrance to the dog park. Indicate the purpose of the park, the hours
of operation, and a phone number to report problems and emergencies. General rules include:
Picking up feces.
Keeping control of aggressive dogs.
Leash requirements, if any.
Off -leash parks should emphasize that dogs kept on leashes within the off -leash boundary will
cause tension-and should be avoided. Cities should require that dogs be licensed and vaccinated to
be allowed in the dog park. Children. should be supervised while in the dog park because playing
dogs can run into children and. running children may trigger the dog's instinct to chase prey. Any
special information about the use of the dog park should be displayed at the entrance.
This material Is provided as general information and Is not a substitute for legal advice.
Consult your attorney for advice concerning specific situations.
LEAGUE OF MINNESOTA CITIES 145UNIVERSITYAVE.WE PaoNE :(651)281 -1200 EAx:(651)281 -1298
1 N S U RAN C E TRUST ST. PAUL. MN 5S103 -2044 Tots ME (800) 925 -1122 Wits: W W W.lAC0 Kc
n
Trash Containers
It may take some time .to cultivate good habits, particularly for picking up feces. By providing
containers and even bags, if possible, compliance will improve. Dog owners must be reminded that
good stewardship will ensure the continued availability of the facility.
Parking
Adequate parking will be necessary to prevent clogging streets or the parking lots of others with
dog park patrons. Some cities have found that use of the park greatly exceeded their original
estimates; extra parking had to be added. The location of parking should minim any detours
from the most direct route into the park. In general it is a good idea to require the use of a leash in
parking areas until entering the off -leash area. Parking leading to a gated entrance provides an
opportunity for placing advisory signs that are hard to miss.
Water Source
Dogs drink plenty of water during play, and some dogs enjoy swimming. Therefore natural ponds
or streams may be desirable. On the other hand, if there is mud around, a..dog will find it. Some
owners prefer to avoid this problem. Owners should be encouraged to bring plenty of water with
them if none exists at the park.
Design
Some parks are specifically designed for smaller dogs. Lar er do s do not usuall .attack small
dogs, but small dogs may be injured engaging in play ma much larger dogs. In most cases dogs
properly supervised will socialize easily in the neutral turf of an off leash exercise area.
Maintenance
Primary maintenance issues include trash removal, snow removal, grass cutting and wear and tear
to walkways. Parks with enough area can fence off portions to allow for vegetation to reestablish
itself in over -worn areas. Wood mulch may be applied to walkways to reduce erosion and
improve traction.
Other Items
Some parks. have bulletin boards to provide feedback
on park use and to report problems. Many parks also
have picnic tables; benches, and park shelters for
shade and protection from the elements.
Conclusion
Off leash areas, or dog parks, provide great benefits to
dog owners. Current statistics indicate almost one in
four people own a dog. Dogs and their owners are
happiest and healthiest when they have opportunities
for exercise and meeting others. Dog parks have not
proven to be a significant liab' i risk or source o
a in _Ly Ine V is
Learn More
Following are some web sites where
you can find dog parks or information
about dog parks:
http:Hanimal.discovery.com /features
/dospark/map /states /M N.html
http://www.ecoanimal.com/dojzfun
http : / /www.dosplay.com /Activities /d
oRpark.html
http:/Lwww.thebark.com/commgn:ily
/advocacy doQParks /doeParks.html
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