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HomeMy WebLinkAbout2012-01-30 PRC MINCITY OF STILLWATER PARKS AND RECREATION COMMISSION JANUARY 30, 2012 Present: Linda Amrein, David Brandt, Scott Christensen, Rob McGarry, Solveg Peterson, Don Stiff and Councilmember Mike Polehna Absent: Sandy Snellman Staff present: Assistant Public Works Superintendent Tim Moore Chair Amrein called the meeting to order at 7 p.m. Approval of minutes: Mr. Brandt, seconded by Mr. Christensen, moved approval of the minutes of December 19, 2011, as presented. Motion passed unanimously. OPEN FORUM No comments were received ACTION ITEMS July 4th Fireworks Display City Administrator Hansen reviewed the responses to the six Request for Proposals (RFPs) the City sent out and his recommendation for the selection is RES Specialty Pyrotechnics. Two of the six vendors, he said, have done displays for the City in past years and are known commodities to the City. Mr. Hansen spoke of the difficulty in analyzing the responses and said basically reputation, references and past experience are the determining factors. He said someone in the industry had also reviewed the RFP responses and concurs with the recommendation of RES Specialty Pyrotechnics. Mr. Hansen spoke briefly about the fact that the City does have a current contract for the fireworks, a contract which has been suspended. Pending the resolution of that matter, he said the City cannot award a second contract. He said should the Commission make a recommendation; it should be contingent on the resolution of the issue with the existing contract. He said the intent is to award the contract for this year's display no later than February 29th. He said there is an alternate plan should the legal issues not be resolved by that time. Ms. Amrein asked if someone had already been contacted to do the 4th of July fireworks. Mr. Hansen said he did not have that information but said the City would be very cautious of that potential. Mr. McGarry asked what action was being requested of the Commission, suggesting that evaluating bids /proposals was a function for City staff. Mr. Hansen said he would like the Commission to approve the recommendation. Mr. Hansen apologized for not providing the RFP responses to Commissioners, but noted some of the information is proprietary. Mr. Polehna pointed out the recommended vendor is the only one who provided a listing of exactly the number and size of shells that would be included in the display; he said he had spoken with a friend in the industry who agreed with the recommendation. Mr. Christensen asked how much the City spent on fireworks last year. Mr. Hansen said for many years, the City has given a contribution of $40,000 for both shows, 4th of July and Lumberjack Days finale. Mr. Hansen said the vendors have told him their costs have been $28,000 for the show; he said there have been some indications of support from other entities. Ms. Amrein moved to accept the recommendation provided by Mr. Hansen. Ms. Peterson seconded the motion; motion passed unanimously. Eagle Scout project Jonathon Osafoyia, a life Scout from Boy Scout Troop 114, working on his Eagle Scout project, proposed that Troop 114 design and build a canoe rack for Lily Lake for seasonal storage of Park and Recreation Board Minutes January 30, 2012 Page 2 of 3 canoes. He said Scouts would also be able to store some of their canoes there and teach canoeing and do other activities. Mr. Moore said there have been similar request in the past and said it was decided that a better use of an Eagle Scout project would be to work on kiosks; he said there are two Eagle Scout projects committed to the kiosks. The Eagle Scout candidate said he had some concept plans from the proposed project. On a question by Ms. Amrein, he said the rack(s) could be put in the ground permanently or removed after the canoeing season; he said the rack would accommodate 4 canoes. Mr. Moore noted there is a rain garden between the boat launch and the dock at Lily Lake and asked whether the plan would be to place the rack north or south of the dock; Jonathan said whatever location would be most convenient. Mr. Moore noted the area to the north is wooded and fairly limited in access. Ms. Amrein explained that normal procedure is for the Eagle Scout candidates to work closely with City staff on their projects. Mr. Polehna suggested another possible location might be at the south end of Long Lake. In discussion regarding a potential location, it was noted that Lily Lake likely has more traffic than Long Lake as well as the availability of parking. Mr. Brandt, seconded by Mr. Stiff, moved to have Jonathon work with staff on the details of the project proposal. Friends of Stillwater Area Dog Park Mr. Moore noted that after the November presentation, the Commission asked that the group do some additional research about maintenance of a dog park at the proposed Boutwell Cemetery site and other issues, such as liability. Sarah Jaycocks said research indicates that annual operating costs to the City would be trash pick -up four times at week at an estimated cost of $1,800; snow plowing estimated at $350 for a total of $2,150 in soft costs. She said the organization's out -of- pocket costs would be for sign maintenance; satellite toilet (if desired); fencing; parking lot, estimated at $28,000; possible rain garden work in conjunction with the watershed district; and benches and shelter. She said the dog park would be covered under the City's existing liability policy and, according to the League of Minnesota Cities and no additional liability insurance would be needed. She said the League also indicated that there has been no significant history of claims or significant liability risk associated with dog parks. Regarding the size of a park, she said Minneapolis Parks and Recreation staff have indicated that there have been no significant issues with smaller off -leash parks, similar to the size proposed; she noted there are more than a dozen dog parks in the metropolitan area that are about 1- to 2 -acres in size. Ms. Jaycocks provided comments regarding other potential sites mentioned by the Commission: the dump site, which would need to be resurfaced with gravel and would require additional fencing; the Aiple site, which might be subject to annual flooding and is already designated for other uses, including the bridge staging area, boat launch and trail system; and the dome site, which is smaller than one acre and would require complete excavation. Ms. Jaycocks noted that Brent Peterson of the Washington County Historical Society has suggested that the proposal would be a good use of the land and the park would increase public awareness of the historical significance of the cemetery and deter vandalism; she said he also indicated that the Historical Society would assist in the maintenance of the historic cemetery. She concluded that the Boutwell site is still the best choice as the size of the site does work for an off -leash park; increased care for the site would honor its historical significance; the land could be maintained as a natural area with additional plantings to improve the area; the proposal has support from a number of individuals and organizations; and a sunset clause would allow the agreement to be terminated if things don't work out to the satisfaction of the parties. Ms. Jaycocks reviewed what the organization would propose as improvements: a five - foot fence with gated entry around the park area; historical and interpretive sign and benches at the cemetery; two waste receptacles near the parking area; signage with dog park rules; and benches and small shade structure within the dog park area. Park and Recreation Board Minutes January 30, 2012 Page 3 of 3 Ms. Amrein asked about the comments regarding the dump site — that it would be "inconvenient" for the City, according to Mr. Hansen. Mr. Hansen explained that the City needs a snow deposit area. He said if the dog park were to be located there with fencing to maneuver around when dumping snow, it would be inconvenient. Ms. Amrein asked about the comment that there would be no legal impediment to using the Boutwell Cemetery site, noting that the Comprehensive Plan states there is to be no dog park. Mr. Moore stated the Council felt the Comprehensive Plan didn't need to be so detailed to specifically state the City would have a dog park, so the Plan does not include any language related to a dog park. Ms. Amrein asked what action was requested of the Commission. Mr. Moore said he was seeking a recommendation regarding this proposed site. Mr. Christensen noted the Parks Commission is just the first step; the proposal will also have to be reviewed by the Planning Commission where different concerns likely will be raised and then it will go to the City Council. Mr. Christensen suggested it would be appropriate to take action and send the proposal on to the next level where a different group of people will have different questions. Ms. Peterson expressed her concern about the size of the Boutwell site and the potential for the need for additional land if the park is successful. Ms. Amrein noted the original consultant's plan for this land was to leave it as a natural, open area; she said she did not think a dog park was a great use of this land. Allison McGinness said she didn't think there should be a concern about possible expansion due to the nearby wetlands, but said it could be made clear in an agreement with the City that there would be no future expansion of the use. Mr. Polehna suggested there is a potential 3 -acre site in Stillwater Township, immediately adjacent to the City; he said the two chair persons of the Township's park board have indicated they would be willing to talk with this group about the possibility of having a dog park there. Mr. Hansen said he had been working with the dog park proponents and he had recommended the Boutwell site because the proposal would not be in competition will any other proposed users; every other space in the community, he said, there was competition from other users. Mr. Hansen said he had indicated to the group that he would support their proposal; however, he said he thought this new site mentioned by Mr. Polehna ought to be explored, suggesting that another month's delay wouldn't hurt. Ms. Jaycocks asked whether the group would have to come back before the Commission a third time should the Township location not work out. Mr. McGarry agreed that the group deserved some direction from the Commission at this point and should either approve or disapprove of the Boutwell site. Mr. McGarry said he would have no issue with the Boutwell site, noting it is a park and it is the Commission's function to promote use of public space; however, he agreed that the Stillwater Township site should be explored and would be much better as it has more space. Mr. Brandt moved approval of the concept of the Boutwell site as proposed by Friends of Stillwater Area Dog Park. Mr. McGarry seconded the motion. Motion passed 4 -2. INFORMATIONAL ITEMS No informational items presented. COMMISSION ITEMSITOPICS No items discussed. The meeting was adjourned at 8:02 p.m. on a motion by Mr. McGarry, second by Mr. Brandt. Respectfully submitted, Sharon Baker Recording Secretary