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HomeMy WebLinkAbout2013-03-25 PRC packetf j 1 M d U i i/ ter„ CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, MARCH 25, 2013 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, March 25, 2013, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. Approval of the February 25, 2013 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. 2013 -2014 St. Croix Valley Recreation Center and Lily Lake Arena Facility Usage Rates 4. River Rumble Canoe Event 5. Rivertown Art Festival Informational Items Commission Items /Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION FEBRUARY 25, 2013 Present: Commissioners David Brandt, Scott Christensen, Rob McGarry, Sandy Snellman, Councilmember Mike Polehna Absent: Commissioners Linda Amrein, Don Stiff, Solveg Peterson Staff present: Public Works Superintendent Tim Moore Approval of Minutes - Motion by Commissioner Snellman, seconded by Commissioner Brandt, to approve the January 28, 2013 minutes. All in favor. OPEN FORUM - There were no public comments. INFORMATIONAL ITEMS North Hill Community Garden Annual Review Public Works Superintendent Moore noted that members of the Community Garden were present to discuss their first season. Jack Roddy introduced Garden Coordinator Adam Fredrickson and Treasurer Sue Brown. Mr. Roddy presented a video about building the garden. He credited Friends of Stillwater Parks for the grant that helped build the garden, in addition to 19 members who contributed additional funds. There are 40 plots with 31 paying members, four donated plots whose produce was given to the community kitchen, and a few plots provided for families who couldn't pay or partially paid. River Market provided assistance and meeting space. A Harvest Festival was held at the end of the year. Mr. Roddy indicated the group would like to put up a bulletin board for communication among members. There is new leadership this year and regular meetings are the second Tuesday of the month. They would like to move the annual review to the end of the season, perhaps late October. A membership meeting will be held March 21. This year's charge will be $30 for the big plots. Moore reported the garden caused no issues for the City. Burt Dvergsdal, 1001 Everett St. N. who lives on the west side of the garden, said the gardeners are good neighbors and the project has made Stillwater a better place. Mr. Roddy stated the garden plots will be publicized in local newspapers and other outlets. Plots will be rented on a first come first serve basis for 2013. The group will bring the bulletin board to the Commission for approval, when built. Motion by Snellman, seconded by Peterson to approve the Community Garden License for 2013. All in favor.. Park and Recreation Board Minutes February 25, 2013 Page 2 of 2 Lowell Park Bathrooms Moore informed the Commission that Brian Larson was selected as architect. Tentatively, drawings will be presented at the next Parks Meeting. An open house will be scheduled to take comments from the public. Minnesota Iron Man Tour - April 28 Polehna stated the route was approved by the Council. There will be 5 -6,000 bikers total. Unleashed Dogs Snellman commented that Northland seems to have a lot of unleashed dogs running around, which should be monitored especially with the new playground there. Polehna added that unleashed dogs are becoming more of a problem on City and County trails. Brown's Creek Trail Polehna noted that a meeting was held today with the County Commissioner and Assistant Commissioner to try to move forward on the bridge over Manning. The County offered to take over construction and is trying to find a creative funding mechanism. Currently the project is about $1 million short. He added that efforts are underway to procure property at 96 and Manning that has been eyed for a dog park, as a joint effort between Stillwater and Stillwater Township; he also said the purchase of the Aiple Home on the river may be considered using Legacy Money to provide open space in the County. This would provide 4,000 lineal feet of St. Croix River frontage. He added that the St. Croix River bridge will be done in the fall 2016. COMMISSION ITEMS /TOPICS There were no commission items or topics. Motion by Brandt seconded by Peterson to adjourn. All in favor. The meeting was adjourned at 8:04 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 2 of 2 Park and Recreation Commission DATE: March 15, 2013 ITEM: 2013 -2014 St. Croix Valley Recreation Center and Lily Lake Arena facility usage rates COMMISSION MEETING DATE: March 25, 2013 PREPARED BY: Doug Brady DISCUSSION Due to increase in repair cost due to aging equipment and the increase maintenance staff would propose that the Commission consider recommending an increase in the rental fees for the Recreation Center and Lily Lake Ice and the Recreation Center Field House for the 2013 -2014 seasons. The current rates are as follows: Open Skating and Open Field Rate: $3.00 /kid $4.00 /adult Staff has obtained the current rates from our peer facilities and our rates remain far below and competitive to these facilities. The following table illustrates current rates for comparable facilities for each of our facilities. Facility: Recreation Center Ice & Lily Lake Ice Full Field house Comparable Facility Rates: Woodbury $205.00 /hr SSP $190.00 /hr Eagan $195.00/ hr Concordia Prime Time Non Prime Time Rec. Center Ice $175 /hour $150 /hour Lily Lake Ice $170 /hour $150 /hour Full Field House $250 /hour $190 /hour Half Field House $150 /hour $135 /hour Outdoor Field $20 /hour $20 /hour Open Skating and Open Field Rate: $3.00 /kid $4.00 /adult Staff has obtained the current rates from our peer facilities and our rates remain far below and competitive to these facilities. The following table illustrates current rates for comparable facilities for each of our facilities. Facility: Recreation Center Ice & Lily Lake Ice Full Field house Comparable Facility Rates: Woodbury $205.00 /hr SSP $190.00 /hr Eagan $195.00/ hr Concordia $360.00 /hr Bielenberg $350.00 /hr Plymouth $284.00/hr For the 2013 -2014 season staff is proposing that the rates to rent the facilities increase. The proposed rates are as follows: Open Skating and Open Field Rate: $4.00 /kid $5.00 /adult $9.00 /family STAFF RECOMMENDATION Recommend City Council approval of the above proposed rate schedule for the 2013 -2014 season. Prime Time Non Prime Time Summer Ice Rec, Center Ice $185 /hour $160 /hour $150 /hour Lily Lake Ice $180/ hour $160/ hour $150/ hour Full Field House $270 /hour $200 /hour $200 /hour Half Field House $170 /hour $150 /hour $150 /hour Outdoor Field $20 /hour $20 /hour $20 /hour Open Skating and Open Field Rate: $4.00 /kid $5.00 /adult $9.00 /family STAFF RECOMMENDATION Recommend City Council approval of the above proposed rate schedule for the 2013 -2014 season. City of Stillwater Parks and Recreation Commission May 24, 2010 Present: Linda Amrein, chair David Brandt, Scott Christensen, Rob McGarry, Solveg Peterson, Mike Polehna and Sandy Snellman Staff present: Assistant Public Works Superintendent Tim Moore Approval of minutes Ms. Amrein noted a correction to the time of the Lost Dogs concert on page 1, should be 6:30 p.m. Ms. Amrein moved approval of the minutes of April 26, 2010, with that correction. Mr. Brandt seconded the motion; motion passed unanimously. ACTION ITEMS Special event applications ® Community Dinner, Lowell Park, September 11, 2010 Mr. Moore pointed out that providing electricity to the area of the applicant's option A would require running some electrical cords, which may prove difficult. Olivier Vrambout, applicant, said he preferred option A but had listed three location options as he was told there might be construction going in the portions of the park at the time of the event, Sept. 11. Mr. Moore said the possibility of construction going on at this time is likely pretty small; there was discussion about options for providing electricity to the area of option A. Mr. Vrambout briefly explained the event, a dinner to promote sustainable agriculture in the St. Croix Valley. When asked if alcohol would be available, Mr. Vrambout said he thought it would be nice to involve a local brewery, but said he didn't know what would be required to do that; he said the alcohol wouldn't be sold, but served as an option with the dinner. Mr. Moore advised him to work through the City Clerk's office for the necessary permits and noted the area must be fenced if alcohol is available. Mr. Vrambout noted the food would be donated and the money received from the ticket sales would be distributed back to the farmers who donated the food; he said the intent is to raise awareness only. Mr. Vrambout said for the first year of the event he would anticipate attendance to be about 100 people. He said he would also like to have some local musicians playing if that would be allowable; it was noted music must conclude by 10 p.m. according to the City's noise ordinance. Mr. Brandt moved to approve the application for the Community Dinner on Sept. 11 with the details to be worked out with City staff. Ms. Snellman seconded the motion; motion passed unanimously. Plie Dance, Pioneer Park, August 18, 2010 Mr. Moore briefly reviewed the application by Plie Dance Company to use the band shell at Pioneer Park for a dance performance on Aug. 18. Mr. McGarry moved, seconded by Ms. Peterson, to approve the application by Plie Dance Company for use of the band shell on Aug. 18. Motion passed unanimously. St. Croix Valley Recreation Center rental rates Doug Brady, manager of the St. Croix Valley Recreation Center, reviewed his proposal for increased rental fees for the Rec Center. The proposal, he said is to increase ice time rentals by $5 an hour and field house rentals by $10 an hour. There was discussion about replacement of the turf in the field house. Mr. Brady noted that the City has set aside $240,000 of the estimated cost of $400,000, and the Soccer Club has committed to fund the remainder. He said the cost may be about $30,000 extra depending on the difficulty of removal of the old turf, and the Soccer Club has indicated it will pay that cost as well. Mr. Polehna suggested the possibility of charging additional for non - resident use. On a question by Mr. McGarry, Mr. Brady said the Park and Recreation Board Minutes May 24, 2010 Page 2 of 3 rental rates have been going up consistently. Mr. Brady noted there was no bonding last year for capital improvements. Mr. McGarry said he favored increases not to keep pace with neighboring facilities but to keep pace with inflation and maintenance expenses and moved to approve the proposed rate increases for the 2010 -11 season. Ms. Snellman seconded the motion; motion passed unanimously. Ms. Amrein suggested it might be good to visit the facility during the annual park tour. Mr. Brady updated the Commission on a proposal for Dairy Queen to operate the concessions at the facility. He briefly spoke of an upcoming showcase event for the Suburban East Conference hockey teams on Dec. 18, an event he said will be a good test for the air quality monitoring system; he explained the system. Mr. Polehna brought up the issue of parking. COMMISSION ITEMS /TOPICS ® Mr. Moore said he had received an e -mail from Allison McGinniss regarding the dog park; he distributed copies of the message. He noted the Commission has discussed this issue on several occasions, and he said he met separately with the group promoting the dog park regarding the City's plan. Mr. Moore said at this time, the City does not have any money budgeted for a dog park; several sites have been looked at, but no site designated as a dog park. He said the Council discussed it in conjunction with the Comprehensive Plan update and removed it from the Plan. He said he would contact Ms. McGinniss and clarify some items. He said in the meeting with the promoters of the park, he made it clear the City had no money budgeted for a dog park but offered to assist them in working with City staff to set up a non - profit entity for their fundraising. Ms. Peterson pointed out that not having a site for a park has been part of the Commission's discussion all along. Mr. Moore said in talking with other communities, creating a dog park was not an overnight success — it took several years and a lot of work to get a park established. Mr. Moore noted that ultimately this is a Council decision. In discussion, members suggested that it should be made clear that there is no designated site in Stillwater and perhaps promoters should talk with neighboring communities about possible sites. Mr. Christensen suggested that part of the reason for the e -mail is that Ms. McGinniss has allegedly been receiving mixed messages from some City people. Mr. Polehna suggested having either Administrator Hansen or Public Works Director Sanders respond to Ms. McGinnis and provide her with copies of past Park Commission minutes to eliminate any hearsay. Mr. Moore provided the Commission with an update on the levee wall project and Lowell Park plan. He said this was a topic of discussion at the recent City Council retreat and Council decided to pursue a hybrid version of the levee project using the money the City and Corps already have available. He said the levee project would include some storm sewer work in the parking lot areas, re- grading and resurfacing the parking lot areas and re- grading portion of Lowell Park from Nelson to Mulberry and a portion of north Lowell Park for use as an amphitheater. He said the Council also discussed some improvements to Lowell Park that would be part of the project. He said staff was directed to begin working on that plan. He said staff is working with the Corps so that agency will be doing a certain amount of the work that will expedite park improvements. He said he believes it might be possible to start this year on the south end of Lowell Park from Myrtle or Chestnut down to Nelson. He said the existing irrigation system, a galvanized system that must be manually operated, would be upgraded with automated sprinkler heads. He said the drinking fountain would be replaced and there would be improvements to the restrooms. He said part of the process will be developing a plan so the City can actively start pursuing grants /donations from the community for additional improvements. He said as part of the retreat discussion, the Council also directed staff to develop an overall park maintenance program; he said he has started on that with the turf management plan and the playground equipment audit. He said in the next several months, he would be coming to the Commission with additional City of Stillwater Parks and Recreation Commission June 22, 2009 Present: Linda Amrein, chair David Brandt, Rob McGarry, Solveg Peterson, and Mike Polehna Staff present: Assistant Public Works Superintendent Tim Moore and Planner Mike Pogge Absent: Scott Christensen and Sandy Snellman Ms. Amrein called the meeting to order at 6:05 p.m. Approval of minutes: Ms. Amrein suggested that the minutes reflect that Mr. Polehna was present at the May 2009 meeting, with the time of arrival indicated in parentheses. Mr. Brandt moved approval of the minutes of May 18, 2009, with that change. Ms. Amrein seconded the motion; motion passed unanimously. ACTION ITEMS Staples Field tennis court lights — Mr. Moore stated the City Council had received several complaints about the tennis court lights at Staples Field, and he had been directed to turn the lights off. He noted that the time clock and controls had been vandalized in the fall, but had been replaced and were in working order as of June 2. He stated the lights are timed to go off at 10 p.m. but noted the controls are new and take awhile to adjust, so it is likely that the lights have been on past 10 p.m. Mr. Brandt asked if there had been any complaints about the lights not being on; Mr. Moore responded in the affirmative. Mr. McGarry asked about the severity of the complaint that would result in staff's direction to turn the lights off; Mr. Polehna explained the complaints were made directly to the City Council representatives from that Ward and Council asked that the lights be turned off until the Park Board could discuss the issue and make a recommendation. During discussion, members pointed out that the lights have been utilized in the past, other tennis courts in the City are lighted, and, if the intent is to have parks utilized, the lights ought to be turned back on. There was a suggestion that perhaps some of the lights could be turned off or the lights could be shielded in some way. Ms. Amrein moved that the lights at the Staples tennis courts be turned back on, with staff to look at shielding the lights or better directing the light to minimize the impact on neighboring homes. Ms. Peterson seconded the motion; motion passed unanimously. St. Croix Valley Recreation Center and Lily Lake Arena usage rates — Mr. Moore stated Recreation Center Manager Doug Brady had prepared the proposed rates and had discussed the issue with City Administrator Hansen. He noted that Mr. Brady had compared the rates with the rates charged by other area facilities. He said Mr. Brady believes the proposed rates will help offset increasing energy costs and some upcoming maintenance costs. Ms. Amrein said she didn't think rates should automatically be raised every year, and said there ought to be some reason for an increase, Ms. Amrein also expressed concern that the increase in rates is inconsistent; for example, the proposed increase for Rec Center ice time is a 6.25 percent increase, while the field house rentals go up 9 percent and 20 percent, as proposed. She said she thought the percentage of increase ought to be more consistent, rather than just a dollar figure. Mr. Pogge noted the field house is scheduled for some turf improvements. Mr. Pogge also pointed out that renting half the field house often means the other half can't be utilized, but costs are the same. Mr. Brandt said he would be comfortable raising the rates, but agreed the increases seem a bit arbitrary. Mr. McGarry said he didn't think there would be any problem with Park and Recreation Board Minutes June 22, 2009 Page 2of2 finding justification for the increases, noting that most of the increases are not much more than the rate of inflation, but said he would be hesitant to increase rates just because a neighboring facility raised its rates. Mr. McGarry moved to approve the rate changes as proposed by Mr. Brady and recommend to Council that the rates changes be approved. Ms. Peterson seconded the motion; motion passed 4 -1, with Ms. Amrein voting no. Mr. Brandt suggested that in future better justification be provided. Special event applications — Summer Tuesdays and St. Croix Harvest Festival in Lowell Park — Mr. Moore reviewed the applications. It was noted that the City Council had already approved the Summer Tuesdays application, so no action was required of the Commission. Mr. Moore stated that for Summer Tuesdays, the Chamber would like to have a semi trailer for storage of beverages; the trailer would be parked in a gravel area; he said. He said staff had denied that request, but the Chamber could appeal that decision to the Parking Commission. Regarding the St. Croix Harvest Festival, Mr. Moore noted this is also an ongoing event, and there were no issues with the event last year. Mr. McGarry moved to approve the St. Croix Harvest Festival and giant pumpkin weigh -in special event. Ms. Amrein seconded the motion; motion passed unanimously. INFORMATIONAL ITEMS Mr. Polehna asked about a Park Board representative on the Special Events Task Force. Mr. McGarry volunteered to serve on the task force. Ms. Amrein referred to an article in the Stillwater Gazette regarding Slab Alley. Mr. Pogge said the master plan for the Aiple property and the new river crossing mitigation plans include plans for the property known as Slab Alley. It also was noted that with the approval of funding for the final phase of the levee wall project, work will begin on Lowell Park improvements. Ms. Amrein suggested it might be appropriate for staff to write a response, indicating the City is aware of the issues and has plans to address the property. Mr. Moore talked about the work that has been done on the turf in north Lowell Park and the turf management plan and said he was cautiously optimistic regarding the results. The meeting was adjourned at 6:48 p.m. Following the regular meeting, the Commission did its annual tour of selected parks. Respectfully submitted, Sharon Baker Recording Secretary t a;�,rz,� �rrxtrt�Y/Il?�/dP'rlo-��9�t�r'l Al To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: March 22, 2013 Re: River Rumble Canoe Event The City of Stillwater has been approached by a group from Iowa that paddles one or two rivers in the Midwest every year. This year they will be paddling the St. Croix River and have requested an area to camp in Stillwater on the night of July 31. The group will number around 130 people and they are requesting bathroom and shower facilities, ice and food. The City of Stillwater does not allow camping in city parks; however on May 23, 2011 the Parks and Recreation Commission approved a similar one time event at Kolliner Park to celebrate the 100 anniversary of the St. Croix River Association. That group was much smaller in size and did a little clean up of the area around Kolliner Park. I have attached an e-mail from The Great River Rumble group requesting a camp site and minutes from the May 23, 2011 meeting. RECOMMENDATION The Commission should discuss this event and make a recommendation to the group to complete an application for this event. To: Larry Hansen Subject: Great River Rumble Mr. Hansen, My name is Heather Tenboer. I am part of a large group of people who meet once a year to paddle one or two of the great rivers in the Midwest. The group is called The Great River Rumble and can be looked up at www.riverrumble.org We are a group of water and nature lovers who enjoy spending time together once a year on our favorite Midwest river, the Mississippi. The trip is structured as follows: The group will meet on Saturday, July 27 in Grantsburg Wisconsin on the St. Croix River. Sunday morning the group, numbering around 130 give or take, will begin our paddle. We will spend the next 7 days paddling to Red Wing Minnesota where we will have a banquet dinner before departing. Each day we paddle to a predetermined destination that has been organized with all of the necessities and amenities required by our group. Each of these landing sites is organized by an elected landing chair. I am the landing chair for our organizations landing for July 31 in either Stillwater or Bayport. I currently live in central Iowa, so it's necessary for me to do much of my research and planning from here. Since I don't know if you can accommodate us I will be sending an email to the city administrator at Bayport as well. This is a great trip, and the reason it's so great is because it's very well planned. The landing chairs for each site go to great lengths to ensure the comfort and safety of their fellow paddlers. I guess the most important thing we need to plan is a place to camp. Since we are paddling with only a few support vehicles it's usually best if we camp somewhere right on the river. Some cities have allowed us to camp right on the riverfront, usually a city park or river front park. I know nothing about your location so I'll be relying on you to let me know if anything like that will be available to us. We also need bathroom facilities, showers, ice, and food. Often there are plenty of restrooms in the park but in the instance that is not the case we would have portable bathrooms delivered for our use. As far as showers go, we have a couple of portable showers we use in worst case scenarios that just need to be hooked up to a hose. What we usually try to work out is a shuttle to a local locker room, either a school or a gym. Ideally there will be a few restaurants within walking distance of the camping area. A gas station or convenience store close by will be ideal for ice, water, beer and snacks. So, all in all, we need a landing site, a place to take out of the Mississippi, a camping site with toilets, and showers and food close by. The Rumble group is a not for profit organization that charges it's members only enough to cover the basic expenses of the trip. There are lots of permits, fees and insurance policies necessary for our group to move legally down the river. We don't have a huge budget to use on camping and amenities but we gladly pay for what we need. As I said before, we are a nature loving group and I can assure you that we will leave your city as clean or cleaner than it was, littering is not an issue with our group. We spend quite a bit of money for food, drink and entertainment at each of the landings and love to be entertained! I will be seeking information about the necessities I mentioned earlier but also looking for some local entertainment for our group. I would greatly appreciate any assistance you can give me with putting this event together, thank you for your time! My email address is heathertenboer @yahoo.com and my phone number is 816 - 718 -6439. The information below is my work info, it would be best to contact me through the email I provided or the phone number. Thanks again. Feather Tenboer Culinary Services HOWGAN �err�rc ��r��cerv�w �rrtaru HOWGAN SCC 1300 East Anson Street Marshalltown, IA 50158 www.how- ag n.com Voice 641- 752 -7592 Fax 641- 752 -7592 2 IN MINMOTA 4/moman W." I'lld s le a TiUl R NE Cily 7f Elji btlEta •AjJh4 Fn ms 4£S .. " r r; a b _ �• - 9 ,� � �,. , City of Stillwater Parks and Recreation Commission May 23, 2011 Vice Chair Rob McGarry called the meeting to order at 7 p.m. Present: David Brandt, Scott Christensen, Mike Polehna, Solveg Peterson, Sandy Snellman and Don Stiff Absent: Linda Amrein, Chair Staff present: Asst. Public Works Superintendent Tim Moore and Planner Mike Pogge Approval of minutes Ms. Snellman, seconded by Mr. Brandt, moved approval of the April 25, 2011, minutes with the correction of a typo on page 1 (Ms. Amrein). Motion passed unanimously. OPEN FORUM Jeff Anderson, 116 School St., and owner of 45 Degrees, and Neal Krueger, Christmas Tree Farm, were present on behalf of the St. Croix River Association. Mr. Anderson noted the Association is celebrating its 100 year of protecting the water and lands in the St. Croix River Watershed and in honor of that anniversary is planning a group paddle down the entire length of the St. Croix. He said the event would take about 17 days, stopping in various towns and cities along the way. He said the group would be stopping in Stillwater on Sunday, July 17, and Monday, July 18. He said they would like to have a fairly large group camping somewhere in Stillwater on those nights, preferably right along the river; he said they would like to make use of the Kolliner property across the river from Stillwater, where there is a good canoe landing area and space for tents, perhaps 30 -50. Mr. McGarry pointed out an application would have to be completed and reviewed by staff, noting this would be an exception to the normal rule against camping in City parks. There was some discussion as to other possible sites, such as the former Aiple property, which might be suitable. Mr. Anderson explained that mobile support vehicles would accompany the group; he said portable toilet facilities would be provided at each stop location and participants plan to do some clean up around each stop location. Mr. Christensen suggested that one -time, special events such as this should be handled as something exceptional; he said he thought this should be approved in concept and said he thought the Commission /City should do whatever can be done to help promote the river. On a question by Mr. Moore, Mr. Anderson said there are no plans for this to become an annual event. In discussion, it was suggested that Mr. Anderson also check in with St. Croix Township regarding plans and any needed permits. Mr. Anderson noted that not all participants would be camping and said the Water Street Inn would be serving as the local base of operations. Ms. Snellman moved to approve the plans in concept and direct staff to look at potential places and alternatives where this could take place in the event that the Kolliner location doesn't work out. Mr. Stiff seconded the motion; motion passed unanimously. ACTION ITEMS Pedestrian Walkway Update — Mr. Pogge provided a brief update on plans, noting that staff has been directed to focus on the formal concept. He noted a concept plan was included in the agenda packet; he invited comments from Commission members. He said another community open house will be held in mid- to late -June. Mr. Pogge also reviewed the plans for the restroom facility and concept preferred by the Council. Aff�, rddd£� ICI � F � ',. � � � �•,� r ,:: Jn rt d% /!h. 10i rf , T' To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent `' Y Date: March 22, 2013 Re: Rivertown Art Festival Rivertown Art Festival The 2013 Rivertown Art Festival is scheduled for Saturday, May 18 and Sunday, May 19 with setup occurring on Friday, May 17. The Chamber has provided several event layout options due to the US Corp of Engineers project and possible high water. Attached are the event permit application and the proposed 2013 contract. Any city materials or services will be charged according to the Event permit fee schedule. The Downtown Parking Commission reviewed the application on April 21 and Council will review the event and contract at their April 2 Council meeting. Recommendation The Park and Recreation Commission should review the event request and recommend to City Council to approve the Rivertown Art Festival contract. THIS AGREEMENT is made this day of 2013, between the CITY OF STILLWATER, Washington County, Minnesota ( "City), and GREATER STILLWATER AREA CHAMBER OF COMMERCE, a Minnesota non - profit corporation ( "Organizer "), . 1. Rivertown Art Festival. The City has encouraged Rivertown Art Festival ( "Event ") in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. Substantial changes in the layout/format /duration of the Event will not be made by the Organizer at any time without advanced notice to the City. 2. Dates and Hours of Event Operations are limited as follows: Setup: Friday, May 17, 2013 —12:00 p.m. — 7:00 p.m. Event: Saturday, May 18, 2013 — 9:00 a.m. — Midnight Sunday, May 19, 2013 — 9: 00 a.m. — 5:00 p.m. Cleanup: Sunday, May 19, 2013 — 5:00 p.m. — 8:00 p.m. 3. Event /Alcohol No alcohol will be served during this event and no other Alcohol or Coolers are allowed. 4. Signs. Signage will be prominently displayed at each entry /exit point 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. 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 Organizer will assist the police in the clearing of the Area. 7. Securitv 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 Stillwater Police Chief requires. Should the City have to hire outside agencies, the City will invoice the Organizer for any additional costs. 8. Use of Parkins THE ORGANIZER IS AWARE AND WILL INFORM ALL VENDORS AND EVENT PARTICIPANTS THAT STAKING INTO THE ASPHALT, ETC. IS NOT ALLOWED (ANY DAMAGE REPAIR WILL BE PAID FOR BY THE ORGANIZER). The Event is given use of Lots . The Organizer agrees to pay the City for the use of the parking lot according to the parking space fees designated by the City Council. City Costs. Organizer will prepay the City for the estimated costs of the City Police Department, Public Works Department, and Fire Department estimated as determined by the City Administrator for city services needed to safely conduct and maintain the Event or any supporting activities. The payment of estimated costs and costs incurred at the time of the Page 1 of 4 billing (i.e. neighborhood meeting expenses and /or city equipment) shall be received by the City no later three (3) weeks before the Event. Failure to make the payment will result in the cancellation of the Event. In the event of a cancellation of this Event after the deposit is made, the City will be entitled to deduct actual out of pocket costs incurred in preparation for the Event, before returning the balance to Organizer. 9. Flood Wall Construction. In cooperation with The United States Army Corps of Engineers (US ACE) the City is planning the construction of Stage 3 of the Downtown Stillwater levy project, which includes constructing a low floodwall /levee along the western side of Lowell Park. This work is anticipated to start sometime in 2012. The Organizer understands and acknowledges that construction of this project may limit access to portions of parking if the US ACE chooses to proceed with construction or staging. In order to accommodate construction and staging activities the City reserves the right to adjust which parking lots may be used by the Organizer for this Event to accommodate the levy project. 10. City Improvements The Organizer understands and acknowledges that the City may be completing grading, parking lot improvements and park improvements in the area of the Event and in order to accommodate this construction and staging activities the City reserves the right to which parking lots may be used by the Organizer for this Event to accommodate any City improvements in the Event area. 11. Park Property. The Organizer shall ensure that no vehicles drive on the City's park property. In the event that damages occur to the City's property, the Organizer shall pay for any restoration of the park as determined by the City. 12. Irrigation System in Park Property, Lowell Park is maintained by a buried irrigation system. This system cannot be damaged by stakes or posts that are driven into the ground or by equipment and vehicles running over irrigation heads. For that reason, stakes or posts longer than 12 inches and more than a quarter inch in diameter may not be used in the park. Further, as insurance against damage, a deposit must be made to the City in the amount of $750.00 and any damage to the system will be deducted from the deposit. The balance of the deposit will be returned with 30 days of the conclusion of the Event. 13. City Services The type and amount of materials needed for the Event will be determined by the Public Works Superintendent. The Organizer shall be required to provide portable toilets to augment the existing facilities, barricades for street closure, trash removal and electricity for vendors. The Organizer may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater Event permit fee schedule. a. Portable Toilets The number of portable toilets will be established in consultation with the Stillwater Assistant Public Works Superintendent and be serviced each day of the event. The Organizer shall also stock the existing restroom facilities in Lowell Park during the event with supplies provided by the City. If portable toilets are privately contracted, all portable toilets will be removed by the close of business (3:30 p.m.) on Monday following the event. If all portable toilets are not removed before the close of business on said Monday, the Organizer will reimburse the City for costs incurred in removing the portable toilets. Page 2 of 4 b. Barricade Placement The Organizer shall place reflective standard barricades no later than 8:00 a.m. on May 17, 2013 at the parking lot entrances on Mulberry, Myrtle, Chestnut, Sam Bloomer Way and Nelson as designated by the Public Works Department. This will inform users of the parking lot closure for the Event. c. Trash Enclosures. The Organizer shall furnish dumpsters or roll -off boxes and trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event. The Organizer shall make certain that all trash is picked up during and after Event daily. The Organizer shall remove any excessive garbage that does not fit within the receptacles and dispose in trash dumpsters. The City reserves the right to require additional receptacles should the Organizer not remove excess garbage from the Event. d. Electricity and Water Each electrical box needed for the Event will be opened by the City on May 17, 2013. The Organizer shall be charged for the use of each electrical box according to the permit fee schedule. The City shall provide the Organizer a key for the water shut off valve. The Organizer shall provide a $50 deposit for such key and will be reimbursed upon return of said key. e. Barricades /Trash /Trash Enclosures /Portable Toilet Removal. All barricades, trash, additional trash enclosures and portable toilets will be removed by 7:00 a.m, on the Monday following the event. If the above items are not removed as stated above, the Organizer will reimburse the City for costs incurred in removing the items. 14. The Organizer agrees to submit a user's park fee of $500.00 payable to City at the signing of this contract. 15. Vendors a. The Organizer agrees that any vendors using cooking facilities will be inspected for safety by the Stillwater Fire Department b. NO CAMPING. The Organizer agrees to inform any vendors that there is no camping in Lowell Park or any City parking lots. 16. Insurance Hold Harmless, and Indemnity The Event Organizer 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. Event Organizer 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." Insurance Certificate must be received by the City no later than three (3) weeks before the Event. 17. The Application for the Event as submitted by the Organizer is considered part of this Contract and any representations of the Organizer or conditions imposed by the City are restated as if fully set forth in this Agreement. IN WITNESS WHEREOF, the parties have set their hands this day of , 2013. Page 3 of 4 ,. .. 1 , . - 11 a F Ee Fa 3 By: Todd Streeter, Executive Director STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this day of 2013, before me, a Notary Public within and for said County, appeared , to me personally known, who, being duly sworn, did say that he is the of the GREA'T'ER STIL LWATER AREA CHAMBER OF COMMERCE and that this instrument was signed as the free act and deed of the corporation. Notary Public IVI I KIYORS Y Ii111►L %14 Y 7 Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this day of 2013, before me, a Notary Public within and for said County, appeared Ken Harycki and Diane F. Ward, to me personally known, that they are, respectively, the Mayor and City Clerk of the City of Stillwater, and that this instrument was signed and sealed on behalf of the City by authority of its City Council, and they acknowledged the said instrument was the free act and deed of the City. Notary Public Page 4 of 4 1w ter EVENTS PERMIT APPLICATIOV 216 North 4 th Street, Stillwater, MN .. ........ THE SIRTHPLACE Of MINNESOTA J Telephone; 651-430-8800 Fax: 651— Incomplete applications or applications received after deadline will not be Offict accepted. See Event Instructions for application deadline and fees. Date Date of Application: Type: Event Special 2 013 Event Information Title/Name of Event Rivertown Art Festival Event Date/Time: Setup: Date May 17th Time Noon to 7:00 pm Actual Event: Date May 18th and 19th Time 10:00 am to 5:00 pm Clean up- Date May 19th Time 5:00 pm to 8:00 pm (Events after 10:00 p.m, require a variance from City Council, Location (Address) of Event: Lowell Park - Not sure North or South due to construction activity. (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 35th Annual Rivertown Art Festival is a weekend public event that hosts handmade art from artists from around the region. Due to Corps of Engineers construction activity in both North and South Lowell Park, the event cannot provide one plan for approval, but instead, has provided four plans that reflect event planning options based on various construction activity at the time of the event. Construction traffic from staging area in lot 8 poses issues with Friday set-up as artists will need to use parking areas in North Lowell Park to set-up in the grassy areas. We anticipate 135 artists so Friday's set up needs to be free flowing for cars, vans and trailers. Plans C & D are options if Construction is active in North Lowell Park. Estimated Attendance (participants and spectators): 3,000 - 4,000 depending on weather Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 200 Chestnut Street East, Suite 204 City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Todd Streeter Phone Number: 651.439.4001 Fax: 651,439.4035 Cell Phone: 651.325.7642 Email Address: tstreeter@greaterstillwaterchamber.com Website Address: www.greaterstillwaterchamber.com Name of contact person during event: Todd Streeter Cell Phone: 651.325.7642 Alternate contact during event: Dolly Parker Cell Phone: 612,270.7387 Refer media or citizens inquires to: Todd Streeter Phone: 651.439.4001 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 restroonns, vendor booths, trash containers, etc. If event involves a parade, race orwalk, please attach a route map highlighting route. Include rest stop stations, crossings, skTna8eand indicate route direction with arrows. Event Features Will any signs/banners be put up No 0 Yes X Number and size: (1) 5' x 30' banner over Main Street Will there be any inflatables? No F91 Yes 171 Insurance certificate from rental vendor is required Will there be entertainment? No R1 Yes El What type: Feesfor electricity may apply see Instructions Will sound amplification be used? No 21 Yes El Hours and Type: Will a stage or tent(s) be set up? No X Yes F Dimensions: Will there be temporary fencing? No FK1 Yes F Will merchandise/food items be sold? No El Yes El How many Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No F­1 Yes f X Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No [:] Yes IX Contact Stillwater Fire Department, 351-49SO Will alcohol be served but not sold? No X Yes 17 See Alcohol Regulations in the Instructions Will alcohol be sold? No EX Yes EJ See Alcohol Regulations in the Instructions Will there be a fireworks display? No X Yes F 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 noon on Friday, May 17th. Estimate of 3 boxes needed. LP Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Art fair publications and area newspapers. CityServices (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 El Yes X Start/End Time: 7 am to 8 pm Date: May 17-19 City Sidewalks or Trails No FA Yes rg Start/End Time: TBD Date: TBD Public Parking Lots or Spaces No El Yes N Start/End Time: 9 pm to 8 pm Date: May 16-19 Will event need barricade(s)? No 9 Yes El Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No [9 Yes F Number needed: Fees ma appl see Instructions Will portable restrooms be needed? No ® Yes ❑ Number needed: Fees ma apply see instructions Will extra trash receptacles be needed? No ® Yes ❑ Number needed: Fees ma apply see Instructions Describe trash removal and cleanup plan during and after event: Trash dumpster and services have been arranged by an outside vendor as in previous years. Will event need traffic control? No MX 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 with this event. We don't know what other events may be taking place in Somerset, WI. „ „ Will No Parking Signs be needed? No ® Yes ❑ Fees may apply see Instructions Number needed: Showlocation(s) on site map Will event need security? No ® Yes ❑ If event is overnight, security will be required. If using private secuuity, list Security Company and Contact Information: Same city arrangement 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 tent and art work 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: Final event plan will be depend on the conditions of the event area prior to the event. We ask for contractor assistance with their use of North Lowell Park for material hauling as to not interfere with art set-up on Friday. We also ask contractor to level all disturbed areas in event zones to ensure level areas for artists and their displays and safe traffic areas for the public. 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 o llwater and ' a�r lea of Lia illty !~ r'!' ce l' %? ✓ ..,_ _... k, , Signature of Applicant orAurhorized Agent Date c 0 Q L L L CL (D W N r' N Q :1 r !� 1& .rid► AIP 4+ 411F € F--e N N � N t N N ' � N b N { H r M M � C m M rn M � ° a 0 r. CL ui m r OD r LIJ + 0 . � r z Y. 0 N s L c ca G ai m 0 C c6 0- m s d 3 0 F � � 0 N V N L � d V {l r. 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