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HomeMy WebLinkAbout2012-09-24 PRC packetCITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, SEPTEMBER 24, 2012 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, September 24, 2012, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. 1. Approval of the August 27, 2012 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. Municipal Swimming Pool 4. Outdoor Winter Rinks 5. Fall Colors Fine Art & Jazz Festival Informational Items Commission Items/Topics a ter H E 8 1 R T K P L A C E 0 1' Nil N N F S 0 T A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, SEPTEMBER 24, 2012 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, September 24, 2012, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. 1. Approval of the August 27, 2012 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. Municipal Swimming Pool 4. Outdoor Winter Rinks 5. Fall Colors Fine Art & Jazz Festival Informational Items Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION AUGUST 27, 2012 Present: Chair Linda Amrein, Commissioners David Brandt, Scott Christensen, Sandy Snellman, Solveg Peterson, and Councilmember Mike Polehna Absent: Commissioners Don Stiff and Rob McGarry Staff present: Assistant Public Works Superintendent Tim Moore Chair Amrein called the meeting to order at 7:08 p.m. Approval of minutes: Chair Amrein pointed out that Commissioner Snellman did not call the July 23, 2012 meeting to order, it was Commissioner McGarry. Motion by Snellman, seconded by Christensen, to approve the July 23, 2012 minutes with the correction noted. All in favor. OPEN FORUM Sandy Hudson, 604 St. Croix Avenue West, asked if Stillwater is interested in painting some tennis courts to be used as pickle ball courts, as she would like to develop the sport here. Pickle ball is a cross between badminton, tennis and table tennis; the court is smaller and the net is lowered two inches. The sport is really catching on. It isn't high cost and would involve only painting the additional lines. Mr. Polehna confirmed pickle ball is suddenly catching on in the Twin Cities though it has been around 20 -30 years. Ms. Hudson left information about the sport with Mr. Moore. He will look into it. ACTION ITEMS Municipal Swimming Pool Judy Gulden, 218 North Martha Street, explained she is seeking comments about having a small outdoor municipal swimming pool. Mr. Polehna stated at one time property near the ice arena was considered for a municipal pool, but now with the space and setback requirements for the Armory, there is not enough room on that site. The Stillwater Swim Club looked at trying to build an aquatics facility next to Brines, but it became cost prohibitive at $7 -10 million. Ms. Gulden said she has talked to other communities about how to fund outdoor pools. She doesn't have an aquatic center in mind - just a modest pool for family use. She asked if this might be attainable with the help of the community in perhaps five years. Mr. Polehna suggested approaching River Valley Athletic Club as a possible partner. Ms. Amrein said she is not opposed to a pool but is concerned with maintenance and safety issues. She would like to have a specific site selected before the project gets too far. Mr. Polehna offered to call a national facility designer and ask him to speak to the commission about what would be involved. Mr. Moore said more organization is needed; the city's big concern is initial costs and operating costs. It will be very difficult for the city to approve given the current financial situation, Ms. Peterson stated if there are major contributors willing to contribute funding to the construction and operation; the city might be able to target a site. Mr. Polehna agreed to try to arrange a meeting with the designer mentioned earlier to explore the issue. Park and Recreation Board Minutes August 27, 2012 Page 2 of 2 Stillwater Harvest Fest Motion by Brandt, seconded by Peterson, to approve the Stillwater Harvest Fest event to be held on October 13 -14 as presented. All in favor. Outdoor Winter Rinks Mr. Moore reminded the commission during the annual park tour in June, there were informal discussions about possibly eliminating rinks at Triangle Park and Oak Park School and expanding the rink at the Old Athletic Field; also eliminating the small rink at Benson Park because of the close proximity of the Rec Center, and at Meadowlark because of lack of use. The city currently has nine rinks. The school district is open to the city expanding the rink at the Old Athletic Field. Downtown, an area has been graded in the middle of the circle at Mulberry Point where a rink will be developed. He presented maps showing the coverage areas of the city's existing rinks. A rink could be developed at Brown's Creek Park to help cover the northwest quadrant of the city. Mr. Moore suggested having a neighborhood information meeting to notify residents of plans to eliminate flooding certain rinks. Mr. Brandt said he has received feedback that parents will not send their younger kids to the Rec Center because they are skating too fast there; they also value the neighborhood parks. Ms. Amrein said neighborhood input would be important and October would be a good time to have a meeting. INFORMATIONAL ITEMS City of Stillwater and School District Intern Intern Patrick Kopesky reported on his activities over the past few months, inventorying athletic fields and surveying needs of athletic associations throughout the school district. He will make a GIS map of all the facilities and to catalog all their amenities and uses. Lily Lake Mr. Moore reported the beach has been closed to swimming. There will be a meeting with the Health Department to develop an action plan. COMMISSION ITEMS /TOPICS Lowell Park Mr. Polehna reported the council decided last week to go forward with Lowell Park improvements using Tax Increment Financing because it was weary of delays from the Corps of Engineers. The Corps of Engineers is now telling the city it is ready to do the project this spring. So now the question is to do it, or to wait, and whether to trust the Corps again. A written commitment from the Corps will be sought. Jackson Wildlife Area Mr. Christensen expressed concerns about a property owner wiping out acres of old oak at the Jackson Wildlife Area. Mr. Moore suggested talking to City Planner Mike Pogge. The meeting was adjourned at 8:21 p.m. on a motion by Amrein, second by Snellman. Respectfully submitted, Julie Kink Recording Secretary z , w�r�mn ew J J UI4� To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent -'/-/ Y7q Date: September 19, 2012 Re: Municipal Swimming Pool At the August 27, 2012 Parks and Recreation Commission meeting, the commission reviewed a letter and spoke with Judy Gulden regarding the potential for constructing and maintaining a municipal swimming pool. Councilmember Polehna graciously offered to contact a national facility designer to come and speak to the commission. Jim Maland will be present to answer any questions. Some of staff's concerns are initial construction costs, future operating costs, location and staffing. 0tl ry '} •" ��'R 72d�"/3r. A HKiPi' �, yg. ,,n�rn �n Illy To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent( r Date: September 20, 2012 Re: Outdoor Winter Rinks BACKGROUND At the August 17th, 2012 Parks and Recreation Commission meeting the Commission discussed the possibility of eliminating and expanding some neighborhood rinks. The commission felt it needed more information concerning maintenance of the rinks. DISCUSSION Below is a table listing rink location and sizes. Rink Location Rink Size Proposed Change Brown's Creek Park 0 TBD Benson 100' x 80' Remove Downtown 90' x 80' Remain the same Legends 80' x 50' Remain the same Meadowlark 100' x 50' Remove Northland 190' x 75' Hockey 70' x 40' Pleasure Remain the same Oak Park School 90'x 40' Remove Old Athletic Field 75' x 70' Increase to 180' x 75' Staples 100'x 60' Remain the same Triangle 90' x 40' Remove Over the past four winters city staff has spent approximately 1,000 hours from December 15 to March 1 on flooding and maintaining rinks. This equates to roughly 30 days of rink maintenance out of a possible 50, leaving 20 days for other winter maintenance items such as snow removal. We have limited data on usage because most people use the rinks in the evenings and weekends when staff is not on duty to count. Although based on past observations of skate marks each morning usage is on decline for Benson, Oak Park School, Meadowlark and Triangle. 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HIM ME Inns FUSEE OWN I 111_ —I � II� II AID • -� � ■I'� pal 4 8.' I I ! t �Pr r¢ Pi �Ilii�d� All OF I N I I ��A.�� war'����A � �I II c'a■e�ra`_ I �-' ����111' 11 ■IIII,�� - ° -- -M - - -- ��� d� 8= .R i H ° A C `r. 0 i Ni 1 N 0 1 A r To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent ` . Date: September 19, 2012 Re: Fall Colors Fine Art & Jazz Festival Fall Colors Fine Art & Jazz Festival The 2012 Fall Colors Fine Art and Jazz Festival is scheduled for Saturday, October 6 and Sunday, October 7 with setup occurring on Friday, October 5 ". The event will be held in north Lowell Park and in city parking lot #4 and part of #5. Attached is the application and an air photo showing the layout of the festival. They provide their own portable toilets and barricades. They will be charged for electricity and a park usage fee of $500. RECOMMENDATION Approve the Fall Colors Fine Art & Jazz Festival agreement between the City of Stillwater and the Greater Stillwater Chamber of Commerce. ® t er EVENTS PERMIT APPLICATIO 216 North 4 th Street, Stillwater, MN 55( r x 3 1 e T N r G n c e Of M INN F 3 A TA Telephone; 651 - 430 -8800 Fax: 651 -430- Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: E C - 9 — ���` x Office Use Only I Date Aamlicati R2rY OF Type: Event Special Event Event Information Title /Name of Event Fall Colors Fine Art and Jazz Festival Event Date /Time: Set up: Date October 5th Time Noon to 7:00 pm Actual Event: Date October 6th and 7th Time 10:00 am to 5:00 pm Clean up: Date October 7th Time 5:00 pm to 8:00 pm (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: Public parking lot #4 and partial area of #5. (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) 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. Estimated Attendance (participants and spectators): 6,000 depending on weather. Applicant Information (Person /Group Responsible) Sponsoring Organization Name: The Greater Stillwater Chamber of Commerce (event owner) Mailing Address: 1950 Northwestern Ave. S., Suite 101 City, State, Zip Code: Stillwater, MN 55082 Primary Contact /Applicant Name: Todd Streeter, Executive Director Phone Number: 651.439.4001 Fax: 651 A39.4035 Cell Phone: 651.325.7642 Email Address: ttreeter@ilovestillwater.com Website Address: www.ilovestillwater.com Name of contact person during event: Todd Streeter, Executive Director Cell Phone: 651.325.7642 Alternate contact during event: To be determined Cell Phone: Refer media or citizens inquires to: To be determined Phone: 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 ❑ Yes ❑X Number and size: 1 5'x 30' banner over Main Street. Will there be any inflatables? No ® Yes ❑ Insurance certiFcotefromrental vendor is required Will there be entertainment? No ❑ Yes ❑X What type: Free music onstage Fees for electricity may apply see Instructions Will sound amplification be used? No ❑ Yes ® Hours and Type: Noon to 5:00 pm. Type unknown. Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions: 12'x25' Tent unknown. Will there be temporary fencing? No ® Yes ❑ Will merchandise /food items be sold? No ❑ Yes ® How many Approx. 10 Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No ❑ Yes ❑X Contact Washington County Health Department, 651- 430 -6655 Will cooking operations be conducted? No ❑ Yes ® Contact Stillwater Fire Department, 351 -4950 Will alcohol be served but not sold? No ❑X Yes ❑ See Alcohol Regulations in the Instructions Will alcohol be sold? No ® Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No ® Yes ❑ Permit required, contact Stillwater Fire Department 651- 351 -4950 Describe power needs and location of power source. Existing power boxes. Boxes need to be unlocked by Friday noon. Number needed to be determined. Describe level of advertisement (ie, 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 maybe 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 ❑ Yes ® Start/End Time: 7 am to 8 pm Date:Oct 5 -7 City Sidewalks or Trails No © Yes ® Start/End Time: TBD Date:TDB Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: 9 pm to 8 pm Date: Oct 4 -7 Will event need barricade(s)? No ® Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ® Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? No ® Yes ❑ Number needed: Vendorproviding Fees may appl see Instructions Will extra trash receptacles be needed? No ® Yes ❑ Number needed: Vendor providing Fees may appl see Instructions Describe trash removal and cleanup plan during and after event: Service may provide 15 or 20 yard dumpster and 12 trash receptacles. Staff to monitor /clear trash receptacles into dumpster. Will event need traffic control? No © Yes ❑ Contact Stillwater Police Departmentfor assistance, 651 -351 -4900 Describe crowd control procedure to ensure the safety of participants and spectators: This has not been an issue. Will "No Parking Signs" be needed? No ® Yes ❑ Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No ❑ Yes ® Ifevent is overnight, security will berequired. if using private secruity, list Security Company and Contact Information: Same city arrangements as in previous years. Will event need EMS services? No ® Yes ❑ Contact Lakeview EMS, 651 - 430 -4621 Describe plans to provide first aid, if needed: Plans under development. Describe the emergency action plan if severe weather should arise: During severe weather conditions, exhibitors will be told to drop, close or secure their tents and work of art until weather conditions improve. if lightening or tornado warnings are present, exhibitors will be told to secure their tents and they and the public should seek shelter immediately. List any other pertinent information: None at this time. 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. 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