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HomeMy WebLinkAbout2014-06-23 PRC packetCITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, JUNE 23, 2014 AT 6:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, June 23, 2014, at 6:00 a.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA 1. Approval of the April 28, 2014 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. Off Leash Recreation Area 4. Preliminary Plat Approval for Rutherford Station 5. Master Trail Update 6. Miracles of Mitch Foundation Fundraiser Information Items 7. Commercial Use of Public Facilities Commission Items/Topics Park Tour • Lowell Park • Hersey Beane Property • Pioneer Park • Brown's Creek Bridge • Millbrook Park Following the park tour, Park Commissioners will be meeting at the home of Rob McGarry at 1101 Broadway Street N for their annual summer social, please bring a dish to share. No official business will be conducted at that time. CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING April 28, 2014 Present: Chairman Amrein, Commissioners Scott Christensen, David Brandt, Solveg Peterson, Sandy Snellman, Don Stiff, Council Liaison Mike Polehna Absent: Commissioner Rob McGarry Staff present: Public Works Superintendent Tim Moore Approval of Minutes - Motion by Snellman, seconded by Amrein, to approve the March 24, 2014 meeting minutes. All in favor. OPEN FORUM There were no public comments. ACTION ITEMS 2014 Capital Improvement Purchase Update Superintendent Moore informed the Commission that after planned capital improvements and purchases, there will be $40,511 remaining in the 2014 capital improvement budget. Staff recommends the installation of an irrigation system at Pioneer Park, replacement of the backstop at lower Northland Park and the purchase of an enclosed tool trailer for maintenance and projects in the parks. These improvements and purchases total $28,428 leaving a balance of $12,000 that could be used for the installation of an irrigation system along the new trail downtown from Myrtle Street to Mulberry Street. Motion by Amrein, seconded by Stiff to recommend to the Council to approve the purchase of the items recommended in the staff report. All in favor. INFORMATIONAL ITEMS Trails Master Plan Visioning Session Superintendent Moore stated that a visioning session is set for 5-6:30 p.m. May 12 with the Parks and Recreation Commission and the Planning Commission to assist in the development of a city-wide Trails Master Plan. Proposed Armory/Fire Station Trail Update Superintendent Moore noted that the trail may be funded from the Armory/Fire Station project budget. Brown's Creek Nature Preserve Mountain Bike Track Update Superintendent Moore stated that he and City Planner Wittman met with representatives from the DNR fisheries division on April 22, 2014 to discuss the proposed Mountain Bike Track at Brown's Creek Nature Preserve. They walked the site and discussed the proposal so that the DI\IR could get a feel for what is planned. City staff will provide more background information to the DI\IR and then it will be discussed before their Regional Management Team in the near future. Park and Recreation Board Minutes April 28, 2014 Page 2 of 2 Summer Programs Superintendent Moore reviewed proposed Summer 2014 programming for Teddy Bear Park and Washington Square Park. COMMISSION ITEMS/TOPICS Brandt stated that a trail for the north side of Highway 36, discussed at the March 24th Parks Commission meeting, was not in the City's comprehensive plan so there will not be a walking trail there but there will be a 4-6 foot shoulder with curb and gutter. Amrein pointed out that the May meeting would fall on Memorial Day, so the Commission may not need to meet in May. Commissioners agreed there will not be a meeting on May 26th. There was discussion of places that Commissioners would like to tour in June. Polehna provided information about naming policies in other locations. He suggested the City set up a park -naming contest allowing submissions to be posted online and narrowed down by a committee. Amrein asked what if inappropriate names come in - would the Commission be obligated to choose a name from those submitted? Moore replied that names could submitted by the Commission. Christensen suggested that the park not be named after a person. Commissioners agreed to make this a stipulation. Polehna informed the Commission that plans are proceeding for a dog park on the former dumpsite. The City is developing rules and regulations for park use and maintenance responsibilities, and will hold a meeting with neighbors on May 12tH Rezoning would require public hearings at the Planning Commission and the Council. Christensen proposed that the City should have a brand image that is consistent. Some City vehicles have the bridge and others have the lumberjack image. Others have no image. Polehna added that garbage cans, benches, bike racks, picnic tables, park signs and other items also should be consistent for easy identification and security purposes. ADJOURNMENT Motion by Amrein, seconded by Brandt, to adjourn. All in favor. The meeting was adjourned at 8:04 p.m. Respectfully submitted, Julie Kink Recording Secretary 1 �l wat er EHE 8181 HPLACF. OF MINN E ti 0IA PARKS AND RECREATION COMMISSION MEETING DATE: Park Commission: June 23, 2014 CASE NO.: 2014-18 Planning Commission: June 11, 2014 APPLICANT: Allison McGhmis, President, Friends of Stillwater Area Dog Park REQUEST: Request for recommendation on off -leash dog park to be located on a municipal parcel located at 2000 Myrtle Street West, the NE corner of the HWY 12 and Eagle Ridge Trail intersection at the Jaycees ball field complex PREPARED BY: Abbi Jo Wittman, City REQUEST Friends of Stillwater Area Dog Park, Inc. is requesting the Parks and Recreation Commission make recommendation to the City Council on an off -leash recreation area (otherwise referred to as a dog park) at 2000 Myrtle Street West, at the Jaycees ball field complex. BACKGROUND The Friends of Stillwater Area Dog Park, Inc. (FSADP) would like to develop and operate the recreation area on City owned property just west of the Jaycees ball fields. Use of the park would be open to the general public. FSADP proposes to install a five foot tall welded wire fence around (approximately) one third of the former city dump site. (See attached site plan.) Entrance to the off -leash fenced area would be through a double (or triple) gated area that allows dogs to be taken off their leash without running at large (as indicated in the attached safety gate specification). FSADP is proposing the utilization of existing parking and drive (off of Highway 12) areas; the driveway and parking would be shared with the existing uses. No water, lighting, or portable toilets are proposed for the dog park portion of the site. While FSADP is committed to raising funds for amenities, monitoring the cleanup of the property, performing basic repairs, and providing education on rules and concerns, environmental steward practices, as well as general animal welfare, there are certain items FSADP is requesting of the City: • Site preparation: clear area of mulch and debris, installation of fence (with potential for cost sharing), and provide clean wood chips or pea gravel and waste receptacles. • On-going maintenance: snow removal of lot and path leading to gate, sanitation and waste/ trash removal, and notification of rules, licenses and permits as well as winter snow storage closure. The City would enforce city laws and codes. If the Special Use Permit (and associated rezoning) is approved by the City Planning Commission, the Park Commission and the City Council, then FSADP will raise the funds necessary to make the dog park improvements. The starting date for construction will depend upon how quickly funds can be raised; FSADP will request funding assistance from the City Council as well. Prior to making a recommendation for approval for a rezoning and Special Use Permit to the City council, the Planning Commission found that the public necessity, and the general community welfare are furthered; and that the proposed off -leash recreation area is in general conformance with the principles, policies and land use designations set forth in the comprehensive plan and zoning ordinance. The proposed rezoning from RA - One Family Residential to PROS - Parks, Recreation and Open Space zoning as well as a Special Use Permit for a dog park in the PROS zoned district have received a recommendation of approval by the Planning Commission with the following conditions: a. A 5-6' fence with a double (or triple) gated entry shall be installed. b. Rules of operation shall be posted and maintained in good order and visibility by the Friends of Stillwater Area Dog Park. Prior to installation, a sign permit shall be obtained to verify all rules of operation are provided. c. Hours of operation shall be between 8 am and sunset. The hours of operation shall be clearly posted. d. The City will be responsible for of snow from the parking lot and emptying the dog waste receptacles. All other maintenance of the facility will be the responsibility of the Friends of Stillwater Area Dog Park. e. Dogs on the site are required to be on a leash whenever they are not within the fenced area of the dog park. f. Though the dog park is to be improved and maintained by the Friends of the Stillwater Area Dog Park, the facility shall be open for use by the general public. g. Upon receipt of verified complaints of substance, the City would schedule a public hearing to review the Special Use Permit. The Friends of Stillwater Area Dog Park and neighboring property owners would be notified of the review hearing, and upon cause conditions could be modified or added, or the Special Use Permit could be revoked by the City. h. Should the dog park fall into disrepair, lack of use, or misuse, in the City's sole opinion, the Special Use Permit would become null and void. i. The Friends of the Stillwater Area Dog Park must enter into a license agreement with the City to address maintenance responsibilities, use issues, etc. COMMISSION CONSIDERATION While not a traditional park, customarily subject to the review by the Parks and Recreation Commission, the proposed recreation facility will share parking and drive with the Jaycees ball field complex. There has been question of potential parking conflicts during peak times (i.e. ball game evenings). The Commission should consider the impacts to the existing recreation area amenities and whether additional site considerations and alterations should be made to accommodate this new use. 2000 Myrtle Street West (Dog Park) Case No. DP/2014-18 (PRC: June 23, 2014) Page 2 of 3 ALTERNATIVES The Parks and Recreation Commission has the following options: 1. Recommend, to the City Council, approval of the off -leash recreation area with or without conditions. 2. Recommend, to the City Council, denial of the off -leash recreation area. 3. Table the request for additional information. RECOMMENDATION Staff recommends approval of the off -leash recreation area. ATTACHMENTS Narrative Request (2 pages) Site Location Map Site Development Plan Safety Gate Specifications Proposed fence photo OLRA Rules and Etiquette Presentation Copy (23 pages) 2000 Myrtle Street West (Dog Park) Case No. DP/2014-18 (PRC: June 23, 2014) Page 3 of 3 Friends of Stillwater Area Dog Park Inc. 4/21/2014 Plans/Proposal: OLRA (off -leash recreational area) Myrtle St. W. (hwy 12) Stillwater, MN Prop. ID# 2903020130012 With the collaboration of city and Friends of Stillwater Area Dog Park (FSADP), and utilizing FSADP funds, we propose to create a temporary/start —up, fenced, off - leash recreational area at the "old dump"site off of Myrtle St. W. adjacent to Jaycee Ball Fields. General Description of area: The site is basically rectangular in shape. The OLRA would extend from the northern most portion south to GPS coordinates (East side) N 45deg. 03.475 W 092deg. 49.949 to (West) N 45deg.03.475 W 092.49.975 which is approximately % of the entire complex. Characteristics • Good location; accessible to Stillwater Residents. • No major adjoining residential housing — berm on the west acts as a buffer. • Easy to fence due to existing dimensions. • Ground surface currently soil/sand. • Containment and clean-up of waste at designated locale will reduce waste on adjacent sports fields and watershed • OLRA and sports complex could mutually benefit each another. • Parking available. • City to retain Southern portion for mulch and snow storage. Features to be added: • Install a five foot high welded wire fence with a double (or triple) gated entry, following perimeter which is approximately 991 linear ft. (possibly utilize portions of existing fence). • Gate for city vehicles installed at southern cut off (see plans) • Place signage with OLRA/park rules and liability language at or near entrance —type TBD (see packet for rules). • Set up two waste receptacles near parking area. Type — 2, 55 gal plastic barrels provided by the city. • Provide 1 or 2 movable benches within OLRA • Provide a small, movable structure (ex. benches with roof) for shade. • No portable toilet — maybe in future. • No water on site — patrons must bring own water for dogs. • Waste bag dispensers — TBD. • Surface area with wood chips and or pea gravel Management/Other: • Hours of operation — 7:OOam to 10:00pm or city's preference. Dog gates kept unlocked. • Liability — covered under city policy. Waiver could be attached to dog license information as well as with posted and on-line rules. • City dog license and proof of vaccination of rabies required. • Possible future permit/fee system implementation. (not 1St year) • Provide a sunset clause should the OLRA be improperly used. FSADP's Commitment: • Raise funds for amenities/features listed. • Monitor and police grounds to ensure waste clean-up. Hold regularly scheduled "clean-up days". • Perform basic repairs (e.g. fencing, sign). • Control/resurface OLRA if necessary. • Enforce rules, including license and or permit use. • Communicate OLRA rules and concerns via website, facebook, email and blog. • Promote "Canines for Clean Water" and other environmental steward practices. • Host educational and recreational events that benefit animals and the community. City's Role: • Clear Area of mulch/debris. • Provide notification (if needed) of temporary shut -down for snow storage. • Assist with the installation of fence* see note. • Snow removal of lot and path leading to gate. • Sanitation/waste removal. • Provide some of the needed wood chips. • Process license and or permits. • Communicate rules of OLRA on city website and or newsletter. • Enforcement of city laws and codes. Costings: Although FSADP will seek funding and contributions for these amenities from private supporters, we do ask the city to contribute, if at all possible. • Fencing/gates — estimates range from $5,000 to $12,000 depending on vendor and style of fence. • Rule Signage (TBD) • Benches and shelter (TBD) Annual operating costs "city soft costs": • Trash pick up four times weekly at $1,800 * For installation of the fencing, FSADP would seek help from our volunteers as well as from the city staff, MN conservation core, Community Thread volunteers, and possibly sentence to serve crew. CL m O O J a-+ U) 4) L r) W d o }r o >11 O LOO O O C E O 4 o ttf � E; Right of Way Lines TYPE CO_\TY OR CaAl EASVZNT — CO-I TY OR CSA- FEE — MORTRAIS h•u\.C.PAL EASEPIXT h!L\:CPK FEE ROY PARCEL q OY .03, A2, ell lam safety gate for dog run to prevent dogs entering from interacting with dogs leaving. in only gate only no exitl opens in - I cannot open from park gat2 t dog run vestibuleg gate #3 to exit wait here dogs enterin wait here while owners remove Exit only gate opens gate # 1 from both sides f Stillwater OLRA Rules and Etiquette 1. Park hours are from -------------- to ------ ---------. 2. Dogs must wear collar with license, proof of rabies vaccination, and handler must have permit information in possession at all times. 3. Dogs must be leashed in parking area and when entering or exiting the OLRA (in transitional corridor). 4.Owners/handlers must remain in control of dogs at all times; this means dogs must be under voice or whistle control, in view, and owner/handler must have one leash ready and available per dog. 5.Owners/handlers must be at least 16 years of age and are responsible for the actions and behaviors of their dogs; any damage or injury caused by dogs will be the liability of the owners 6. No more than 2 dogs per handler. 7. Dogs that exhibit aggressive behavior or become unruly must be immediately leashed and removed from the OLRA. Individual dogs known to have a history of aggression may not be permitted or may have permit revoked; this includes but is not limited to dogs classified as dangerous or potentially dangerous in any city. 8. Children under the age of 10 in the OLRA, must be supervised by an adult (18 and older). 9. Dogs in heat, sick dogs, and puppies under four months old are not allowed in the OLRA. No other type of animal is allowed in the OLRA. 10. No food or beverages (other than water) allowed in OLRA. 11. Owners/handlers must clean up after their dogs. Owner/handlers should bring their own waste bags and must fill in any holes dug by their dogs. 12. All other city park rules and city laws apply. Stillwater Dog Park Safety Tips & Etiquette: • Make your first visit without your dog to familiarize yourself with the site (parking, access gates, etc). Make your initial doggie visit at a time that is not as busy. Daytime hours during the week and late afternoons on the weekend are generally quiet times at the dog park. • Remember that many dogs who visit the dog park are not socialized to children. Keep children close and allow no running, screaming or food. Do not allow your children to approach a dog without permission from the dog's handler. • Know your dog! Not all dogs are good candidates for off -leash dog parks. If your dog has not had regular interaction with other dogs, it may lack the necessary social skills to make your visit safe and enjoyable. Check for training schools that offer remedial socialization classes for adult dogs or for trainers who will work with you at the off -leash dog park. Socialize young puppies (8-16 weeks of age) at a puppy kindergarten class, not at the dog park. • Let your dog off -leash as soon as you arrive within the transitional corridor of the park. Mixing leashed and unleashed dogs commonly causes problems. Leashed dogs often feel threatened by the free dogs and will display provocative body language and defensive behavior. If you are uncomfortable about letting your dog off -leash, do not visit the off -leash park. 1 �.., • �' � 4 • �o ct • �, M p ct WD M O v v � m O w • U v, U j ct,o o• ;:s cid p O m m N cfd Ocid + • a) u CdQ� �'' cdU N bA cd ct cd • bl) Gt .� 'io v� N CCS ct Cd ct .. 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Z W O a — N Q� c U m .c d- a) I--• a Q cu -1 Z W ai � o o) M ry � 1 O � O cn y- c cn c _0 O� M J C)) O..�UQ o a) c.>1 o Q a) 0 O W i--' c• M _ (n�� -oZ o•L- mMO U L- U (D a) O (1) +., cn 0 W E V1 42 T) E o N 0-0cn�Q�-00 _t�LL0mU) 0 CIS z Nm L * 41 N d CL C d O= y- = i N N N m = N O> L m L S� p Cs = O L .N d Y 0 .0 = O = = L o = O1 p ' C1 O •= m U d ca O ,��, .� x > N .� m as 4�. V N -= N 'O = a) 0 A E i nW 'ii � d 4a N CV •0 i' N N O --co _ Ov ca N N i �: v=�� p Q "o p m O v a p C a A i.r. Vi y = CL Q Qi O O ldL Q. = O v o= _3 N = V = 'a Q. m O d O i F— O G) O CL N Q M G) a'a" m F Vj 0 ow 4-oW O (n .� w M N Vj N r--. d 5 CD x �X� • �"� c c ,c .� w a � U R.� 0 V It y V 0 Ir� o i ti v 0 t, t. '(.) N �q Z CL 0 CD v RrQ � � m 0 dip a �„ N .L O 0 Q) .1�a Q A C 0 v v Ln 1% to CL ) `a G� 00 OPERATING AGREEMENT THIS AGREEMENT made this day of , 2014, between THE CITY OF STILLWATER, a political subdivision of the State of Minnesota (the "City'), and FRIENDS OF STILLWATER AREA DOG PARK, INC. ("FRIENDS") a Minnesota non-profit corporation. INTRODUCTION 1. The City has established a Municipal Dog Park located on the map attached as Exhibit A, and the Friends have been established as a Minnesota non-profit corporation for the purpose of fundraising and promoting the development and maintenance of a dog park in the City or adjacent cities. 2. The Board of Directors of the Friends is comprised of a broad spectrum of representatives from the pet owners and propose to provide volunteers to advise and assist the City with the development of Rules and Procedures for the Operation of the Park. 3. The City desires to encourage the assistance of the Friends and for that purpose agrees to be responsible for maintaining liability insurance coverage on the Park and its operation and to indemnify and hold the Friends and its members harmless regarding claims that may arise relating to the management and operation of the Park. 4. An initial copy of the Rules and Procedures for the Operation of the Park is attached as Exhibit B. IN WITNESS WHEREOF, the Friends and the City have set their hands this day of , 2014. CITY OF STILLWATER, a political subdivision of the State of Minnesota ATTEST: Diane F. Ward, Clerk 1.0 Ken Harycki, Mayor 1w ater. T H. E ,BIRTH PLACE: OF MIN L4 'E S O TA 216 Fourth Street North, Stillwater, MN 55082 Phone: (651) 430-8800 http://www.ei.stillwater.mn.us/ DOG PARKMEMBERSHIP APPLICATION r $20 (peryear, perfamily) Yz— DATE OF APPLICATION: New ❑ Returning ❑ NAME OF OWNER: ADDRESS: CITY/STATE/ZIP: PHONE: Home: Work: EMAIL ADDRESS (Must have): NAME OF DOG(s): COLOR: BREED: SEX: STILLW us ave LICENSE NUMBER: er Ity DEBIT/CREDIT CARD #: MasterCard and EXPIRATION: ASSUMPTION OFRISKAND RELEASE OFLLIBILITY Acceptance of the terms and conditions of this release and adherence to Dog Park area rules are conditions ofpermit approval, retention, and renewal. Permits may be revoked for noncompliance. I hereby acknowledge that I voluntarily have applied to participate and use, with my dog(s), the City of Stillwater Dog Park, designated by the City of Stillwater. I understand that the acts of unleashing my dog(s) or being physically present inside the City of Stillwater Dog Park necessarily involves risks of injury to me, other people, my dog(s), and other dog(s), including but not limited to , risks resulting from aggressive or dangerous dog(s), unpredictable behavior, lack of training, and lack of vaccination. I expressly assume these risks and responsibility for the actions of my dog and myself. I understand that no agent or employee ofthe City of Stillwater will supervise the City of Stillwater Dog Park at any time. I further understand and agree that the City of Stillwater is not liable for any loss, damage, or injury of any kind sustained by any human or dog while using the City of Stillwater Dog Park. I therefore expressly assume all risks associated with using the City of Stillwater Dog Park, as well as any fixtures or equipment located therein. By signing this release of liability and using the City of Stillwater Dog Park, I hereby fully and forever release and discharge the City of Stillwater their employees and agents from any and all claims, demands, damages, or causes ofaction present or future, whether the samebe known and unknown, anticipated, or unanticipated, resulting from or arising out of my intended use of said City of Stillwater Dog Park premises, facilities, or equipment. Signature Date Please complete application, return with check, payable to the City of Stillwater and mail to: Recreation Department -Dog Park Application City of Stillwater 216 Fourth Street North Stillwater, MN 55082 / III III �A ` f III �i REPORT DATE: June 18, 2014 CASE NO.: 2014-20 REVIEW DATES: Planning Commission June 11, 2014 Joint Planning Board June 18, 2014 Park Commission June 23, 2014 City Council July 1, 2014 APPLICANT: Chris Aamodt, Settler's Pines, LLC REQUEST: Preliminary Plat approval of Rutherford Station, a 55 lot Subdivision LOCATION: 8335, 8355, 8401 & 8455 Manning Avenue REVIEWERS: City Engineer, Fire Marshal, City Attorney, City Forester, Browns Creek Watershed District, Washington Co. Public Works PREPARED BY: Bill Turnblad, Community Development Director BACKGROUND Chris Aamodt, Settler's Pines, LLC, pians to develop 17.5 acres of land in the southeast quadrant of the intersection of McKusick Road and Manning Avenue'. Currently the land exists as four parcels with a home on each. Three of the parcels are located within Stillwater Township and are being petitioned for annexation as part of this development process. The fourth is already in the City of Stillwater. 55 lots are proposed as part of this plat, to be known as Rutherford Station, and all would gain access to Marylane Avenue via local streets to be constructed by the developer. Sidewalks will be built along one side of each local street and out to the County trail along Manning Avenue. In addition, the Browns Creek State Trail runs along the northern edge of the development and access will be possible from Rutherford Station either via the County trail or off of Marylane Avenue. PARK COMMISSION REVIEW The Park Commission should review the park and trail aspects of the preliminary plat. The Comprehensive Plan's park chapter shows no planned parks or trails on or through the property. ' The total site encompasses 19.98 acres. 17.5 will be developed while 2.48 have already been purchased by Washington County for additional right-of-way along CSAR 15 (Manning Avenue). Rutherford Station June 18, 2014 Page 2 So, the contribution to the park system ought to be in the form of a fee, which would be $2,000 per lot (a total of $110,000). In terms of trails and sidewalks, Rutherford Station is in a good location. Browns Creek State Trail traverses the northern side of the proposed plat and the County's regional trail traverses the western side. Sidewalks will be built by the developer on one side of each internal street. These sidewalks will tie directly to the County's trail along Manning Avenue. And, the sidewalks will tie to Marylane Avenue for access to Browns Creek State Trail. Since no City trails are planned in the area, in addition to the park obligation, the developer will be responsible for a $500 contribution per lot ($27,500 total) toward the city's public trail system. Though no City trails are shown in the Comprehensive Plan, staff believes that one along the west side of Marylane Avenue would be beneficial. This would provide the developing neighborhood with an off-street connection to the County and State trail systems. But, the construction costs for this trail should not be the responsibility of individual developers, since it would provide access for the residents of the various future subdivisions that will occur here. Therefore, staff recommends requiring the developer to construct the Marylane Trail segment, but credit the costs against his $27,500 trail fee obligation. RECOMMENDATION City staff recommends a cash dedication of $110,000 for Rutherford Station's park obligation. For the trail obligation, staff recommends requiring the developer to construct a trail along the west side of Marylane Avenue and crediting these trail costs against the $27,500 trail dedication obligation. cc Chris Aamodt Attachments: Zoning & Location Map Development Plans u1962 '` S86Z °Op °-L w gp OESZ l 1 1 309 p 2pF 3 OF00 1 310 c °gog og £ 1 Eo2.stta o E069ZII U ggog ¢0 Q m y N 1215p 2. Zy j OLSZL z i C Q mo wE * 1219 1!1220 3213 0 L0Z£ BZZE' ./ SZZ£ I I OSbZI I No o�FF 1223 1228 122 i 9� 321 6mo Q (6 91EE 60E£ ° Vw m [if m 0 www mL ai o -'6 -8m G1Q` 9 ZLbZl 1 PEE VEEE _ \ OE 0_ 0_ _ q OSEZL j Ztu 6L nom.... 1 T b[ i 1255 6 j O N IT 0' \ ro •p1 d N ww o w o o j L o- w w m a a d m l w m 3 m m oUU o2SU �=mm U�d LL .o -U � i i1 V'n M R QO��JU m Oa�O c 0 V ��_~�SDC7�UO 3o_Qmtr��U��SUUmQUo_o_a�Q�� o R 00 wm= Q0'0'HJ000UHLY LYUU>mmmUddd y����6666Q?Q? Q? 4664��b� � � � � � NO �Q�6 Nd} u1962 '` S86Z °Op °-L w gp OESZ l 1 1 309 p 2pF 3 OF00 1 310 c °gog og £ 1 Eo2.stta o E069ZII ggog ¢0 s, F 8ZL8 1 1215p 2. Zy og F� !bL£ O OLSZL z i i 1217 9 `g gLel L0Z 60 L£ € Sll£ Z£ * 1219 1!1220 3213 0 L0Z£ BZZE' ./ SZZ£ I I OSbZI I No o�FF 1223 1228 122 i 9� 321 91EE 60E£ 12 2y0 1231 A%% NO LL££ SZEE G1Q` 9 ZLbZl 1 PEE VEEE _ \ I / Y££ LObI _ q OSEZL j Ztu 6L nom.... 1 T b[ i 1255 6 j d gra ozbL 252 i ,< ll 1252 \ �vu ObEZL h b£ • 086L'. 1 SLbI ,n 10"12p0 ' IN 1 bLb6 N re `��•,. ooFi O OZZZI I• bL 0911, i; 162 gFa ZbEL 1 •I oF"�t M M M / q . d) M N poZ�L j / I 1 W 00 00 0 ad, L6LZl � C}F---------------------4+±H(34+- 0-11, +}.MOff-�flIF]AV-�NaFMlfVM L co Q :i / ; e I 1 / 0 089 01-009E 66 .. LO M M 00 00 00 Iqq 1-I iArIN =inN=iAV 9NINNVW 9l HVSO °-L w 2, �sLzt � 1 p n / £ZLZC I• II _ aN25'AII� 1 I� 1 LBOZL •I 1i� \ •p1 \ 1 LLOZI i1 H12\ON 3imN vv SNINNVW L co Q :i / ; e I 1 / 0 089 01-009E 66 .. LO M M 00 00 00 Iqq 1-I iArIN =inN=iAV 9NINNVW 9l HVSO N f � O N � � m Q - �� Jkl- x u o = _ N f � O N � � m Q Coty of Still aLer Trails Master Plan, Date: June 23, 2014 To: Parks Commission Tim Moore, Public Works Superintendent Bill Turnblad, Community Development Director Abbi Wittman, City Planner From: Melissa Douglas, Planning Consultant Re: City of Stillwater, Trails Master Plan Update Vision and Guidinq Principles/Issue Identification I hope you found value in our joint planning session with the Planning Commission last month — I really appreciated the level of participation and lively discussion. This memorandum will serve in lieu of a workshop this month because of previously scheduled events. This memorandum: • Reviews the ideas and input about the Trails Master Plan vision and guiding principles from last month's workshop and this month's Planning Commission meeting, and presents a draft vision statement and guiding principles for your review and comment. • Begins to identify specific issues and opportunities to be addressed in the Trails Master Plan update. If you have comments or suggestions about the draft vision statement, guiding principles or issues/opportunities, you can reach me via e-mail at midouglascomcast.net. We can also continue these discussions at the Parks Commission's July meeting. Vision and Guiding Principles Last month, I asked you to visualize what Stillwater will look like in 20 to 25 years and to consider the future role of the community trail system. At the May workshop we shared the results of this exercise. I developed a rough visual based on my notes from the workshop shown on the following page. Ideas from this discussion were grouped together and developed into the draft vision statement and guiding principles for the plan. Using the visual above, I developed a draft Vision Statement and draft Guiding Principles: Build on Stillwater's history and natural setting to become a leading active transportation community and one of Minnesota's best trail destinations. I•! City of Stillwater Trails Master Plan Update 1. Communitv. A destination trail system that serves the people of Stillwater as well as visitors, businesses and employers. Promotes tourism, job creation and economic vitality. Encourages activity and wellness. Provides access to nature and understanding of the city's history. 2. Sa et . A trail system that ensures safe recreation and travel for all trail users regardless of age or ability. 3. Accessibilitv. A trail system that is easily accessed and accommodates a mix of users inclusive of all abilities. Information about the trail system is readily accessible and easy to understand. 4. Links. A trail system that links and connects neighborhoods, schools, employment opportunities, commercial areas, regional trails and public transportation. 5. Communication. A trail system that educates and interprets the landscape and natural setting, uses technology to make information widely available and includes signage that is clear and informative. Again, if you have comments or suggestions about the draft vision statement, guiding principles or issues/opportunities, you can reach me via e-mail at midouglascomcast.net. We can also continue these discussions at the Parks Commission's July meeting. Identifying Planning Issues and Opportunities Once we have developed a draft vision statement and guiding principles, our "big picture" for the plan update, we need to begin to get more specific. Our next task is to outline the scope of the plan or what topics should be addressed in the updated Trail Master Plan. I developed the following draft scope based on the stakeholder consultations to date, site visits, the existing Comprehensive Trail Plan and the Stillwater Comprehensive Plan Transportation and Parks and Trails Chapters. I would expect this list to continue to evolve. We can discuss this list in more detail at our next meeting, and I can answer any questions and take additional suggestions via e-mail or at the meeting.. General, city-wide issues: • Develop a bicycle system plan as part of the City's transportation plan including addressing bicycle parking • Provide safe and comfortable walking routes to schools and commercial areas • Enhance access to greenways, ravines, parks and natural areas • Add new sidewalks as needed to complete sidewalk system, especially in the north hill. • Improve accessibility and compliance with ADA (Americans with Disabilities Act) • Add neighborhood connections to regional trail system, downtown and commercial areas • Ensure safety for pedestrians and cyclists especially in high traffic areas • Include historic stairway system as part of trail system especially maintenance/reconstruction needs • Develop comprehensive and cohesive communication strategies that promote Stillwater and its trail system 3 City of Stillwater Trails Master Plan Update • Plan for needed amenities (restrooms, parking, water stations, trash cans, etc.) • Promote activity by creating and advertising walking routes or fitness trails Specific corridors and locations for additional discussion/consideration: • Trail head locations for regional trails • Highway 36 frontage road • Highway 95 • Highway 5 • County Road 15/Manning Avenue • County Road 12/Myrtle Street • Greeley Street • Third Street • Chestnut Street • Neal Avenue • Boutwell Road • Eagle Ridge Trail • Curvecrest Boulevard As you are out and about, please consider visiting the corridors identified above and pay attention to existing sidewalks, trails and intersection improvements as well as obvious needs to be addressed such as missing segments, conflicts, etc. Please e-mail any comments or additional topics or plan to discuss at our July meeting. C! Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: June 19, 2014 Re: Miracles of Mitch Foundation (Christa Rymal) Fund Raiser Miracles of Mitch Foundation is a nonprofit organization that raises money for children battling cancer. They will be hosting a family fun night at Pioneer Park. The event is scheduled for Monday, July 21St, 2014. Attached is an event permit application including a map layout of Pioneer Park. It is a small event as approximately 200 people are anticipated to attend this event. They will be using the bandshell for a small music group. There will be two food vendor trucks parked along Pioneer Park on Laurel Street. They have requested Laurel Street be blocked for the safety of guests getting food at the trucks. They are aware they will allow access to the resident on Laurel Street (the old Bed and Breakfast). They have received approval from Council to sell alcohol at the event. All sales are donated to the charity organization. The family organizing this event is paying for all fees which include park rental fees, alcohol permits and police services. RECOMMENDATION The Parks and Recreation Commission should review and provide comments on this new event. j'!jjWater, EVENTS PERMIT APPLICATI®N 216 North 4 th Street, Stillwater, 14N 55082 THE SIRTHPCACE OF MINNESOTA � Telephone: 651-430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be office use only f accepted. See Event Instructions for application deadline and fees. Date Application Received ?-ZY Date of Application: Type: (ED Special Event Event w/ Contract Event Information Title/Name of Event Miracles of Mitch Fundraiser in the park 2014 Event Date/Time: Set up: Date July 21st, Time 2:OOpm to 5:30 Actual Event: Date July 21st, 2014 Time 5:30pm to 8:30 Clean up: Date July 21st, 2014 Time 8:30pm to 9:30 (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: Pioneer Park (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) We will be hosting a family fun night at Pioneer park to raise money for the Miracles of Mitch foundation which supports local families and children battling cancer. All proceeds will go the Miracles of Mitch foundation. The Miracles of Mitch hosts two youth triathlons each summer. Our 3 young daughters will be participating in the Miracles of Mitch triathlon again this summer. Each triathlon participant or team is asked to creatively raise funds for the Miracles of Foundation. We would like Our fund raiser for the organization to be held at Pioneer Park. We hosted a similar event at the Afton City Park last summer. Estimated Attendance (participants and spectators): 175-200 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: We independently put on this fund raiser for the Miracles of Mitch Foundation. Mailing Address: 7835 Telegraph Road City, State, Zip Code: Bloomington, MN 55438 Primary Contact/Applicant Name: Christa Rymal Phone Number: 651-336-8259 Fax: Cell Phone: Email Address: christarymal@msn.com Website Address: www.miraclesofmitch.org Name of contact person during event: Christa Rymal Cell Phone: 651-336-8259 Alternate contact during event: Jen Martin Cell Phone: 651-246-3520 Refer media or citizens inquires to: Christa Rymal Phone: 651-336-8259 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 © Number and size: 4 - small banners Will there be any inflatables? No ❑ Yes ® Insurance certificatefrom rental vendor is required Will there be entertainment? No ❑ Yes ® What type: Music - Michael Carter Jr. Fees for electricity may apply see Instructions Will sound amplification be used? No ❑ Yes ❑X Hours and Type: 5:30-8:30pm Will a stage or tent(s) be set up? No ® Yes ❑ Dimensions: Not sure yet if we will rent tents Will there be temporary fencing? No ® Yes ❑ Will merchandise/food items be sold? No ❑ Yes ® How many 2 food trucks 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 theInstructions 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. We will need standard set up for sound and electricity for the amphitheater. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available flyers, facebook, paper, friends/family, newspaper.... City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: City Streets or Right-of-way No City Sidewalks or Trails No Public Parking Lots or Spaces No If yes specify location on site map. ® Yes ❑ Start/End Time: Date: ® Yes ❑ Start/End Time: Date: ® Yes ❑ Start/End Time: Date: Will event need barricade(s)? No ® Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ❑ Yes ® Number needed: 6-8 Fees may apply see Instructions Will portable restrooms be needed? No ❑ Yes ® Number needed: 2 Fees may apply see Instructions Will extra trash receptacles be needed? No ❑ Yes ® Number needed: 2 Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: We will have a team of volunteers who will be responsible for trash removal. Will event need traffic control? No ❑ Yes 0 Contact Stillwater Police Departmentfor assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We would be happy to put any recommended safety measures in place. � C G�i Will "No Parking Signs" be needed? No y 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 be required. If using private secruity, list Security Company and Contact Information: Will event need FMS services? No ® Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Two RN's on site will have first aid kits available if needed. Describe the emergency action plan if severe weather should arise: List any other pertinent information: We will apply for an alcohol permit. We would like to have the food trucks on the side street between the park and the B&B. Not certain if we would need to rent this space? 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" maybe required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear. " As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability..,, 5-20-2014 of Applicant or Authorized Altera" """ Date 2l'' J" . l.' .•�. R21W R20W R19W T32N T32N •� • T31N T31N '+ • M _ � �� � - T30N TUN 729N T29N a T28N T28N T27N T27N R22W R21W R20W r a� r .: ♦'; Vicinity Map • a } 9t i l f S' _ `� 0 67 Scale in Feet { t ' r r '^- r, t l I +� f I • / •�4 � � Tnkdawing kTe rasuk alawmplagon j� i. . •�! + ` w y�Prl Produ<*o„Pr are.aaar�aamw aPoa+, a.a�uaawaanrmoa coaay or ma ea.„„gansa a naaaadre.roraroaaa —WwasM�an wunNkna ronaiek roranr Paaara� �'ri k I •. Location Map = �" �.. �` � rt"` • t � j {J.• �: waanmgaP caaaN r onKa. ° °a•r�, �,n Parma davnazada•,�4�g ate• ananiMrou0n Marcn al, 2ot4 -� wa ter ll 7 H E BIRTH P1 A f. F O F M I N N E S 0 1 A` MEMORANDUM TO: Parks and Recreation Commission FROM: Tim Moore, Superintendent of Public Works DATE: June 19, 2014 SUBJECT: Commercial Use of Public Facilities BACKGROUND At the February 24, 2014 Parks and Recreation Commission meeting, the Commission began a discussion about the Commercial Use of Public Parks. At that time it was the consensus of the Commission to not allow commercial use of public parks and directed staff to work on draft language for possible ordinance for governing commercial use of City parks. DISCUSSION Staff has been researching commercial use of parks in other communities. Included in your packet is a good example of regulations used by Town of Grand Lake, Colorado for your review. I have included this information in this month's packet to allow the Commission time to review and gather thoughts for a discussion on this topic at the July Parks and Recreation meeting. Date Received: Fee Total Paid: GRAND LAKE Deposit Total Paid: COLORADO TOWN OF GRAND LAKE STRUCTURE AND FACILITY APPLICATION AND USE AGREEMENT According to the use policies for Town of Grand Lake public facilities and structures (outlined by Resolution), any group or governmental entity (User) desiring to use public facilities and structure shall comply with the terms of the Resolution. The following information is required for this Application and Use Agreement: User Group Name: User Group Point of Contact: User Group Mailing Address: Point of Contact Daytime Telephone Number: Point of Contact Email Address: Is this user group a Government, Non -Profit, or Special District? ❑ Yes ❑ No Is this a reoccurring event? ❑ Yes ❑ No Is this a pecuniary use? ❑ Yes ❑ No Please identify your waste removal plan: Please check which structure(s) and/or facility (and applicable subsequent amenity) you would like to use as well as note the date(s) and time period(s): Date Requested — Start Time — End Time (Maximum Use limited to 4 hours for Town Square Gazebo and Lakefront Park) ❑ Community House ❑ Town Hall Board Room and Kitchen ❑ Heckert Pavilion ❑ Electricity Use Requested ❑ Town Square Gazebo ❑ Electricity Use Requested ❑ Lakefront Park (Upper) Picnic Shelter ❑ Lakefront Park (Lower) Picnic Shelter ❑ Electricity Use Requested TOWN OF GRAND LAKE RESOLUTION NO. 12-2011 A RESOLUTION COMBINING AND UPDATING USE POLICIES FOR THE TOWN OF GRAND LAKE PUBLIC FACILITIES AND STRUCTURES WHEREAS, The Board of Trustees has previously established use policies of various public facilities and structures in the Town of Grand Lake through the adoption of Resolution No. 1980-4, and 6-1989, and 8-1993; and 4-2011; and, WHEREAS, the Town of Grand Lake reaffirms its commitment that the primary purpose of public facilities and structures is to serve the needs of the citizens of Grand Lake; and, WHEREAS, the Board of Trustees of the Town of Grand Lake believes that public facilities and structures should be available for use by the general public and other governmental entities upon certain terms and conditions as hereinafter set forth. NOW THEREFORE BE IT RESOLVED BY THE GRAND LAKE BOARD OF TRUSTEES AS FOLLOWS: PART 1. Any group or governmental entity (User) shall be required to enter into an Application and Use Agreement (as provided by Town staff) with the Town of Grand Lake for the short-term use (less than 24 hours, unless otherwise noted) of any public facility and/or structure outlined herein. PART 2. All Users shall be responsible for any and all damage to the said public facility or structure caused by them or their invitees and shall provide a waiver of liability, indemnify and hold harmless the Town of Grand Lake from any and all claims arising out of their use of the premise, including all costs and attorney's fees incurred in collecting for damages to said building or defending against claims of Users or Users invitees. PART 3. All Users shall be responsible for cleaning the premises after use and for the disposal of solid waste accumulated on (lie premise as a result of the use thereof. Certain public facilities and structures may require a cleaning deposit as outlined on the Town's Fee and Deposit Schedule as adopted by Resolution by the Town Board of Trustees. Payment of fees and deposits shall be paid to the Town of Grand Lake prior to the use of the public facility and/or structure. Said deposit shall be refunded if the premises are cleaned and the solid wastes are disposed of so as to leave the premises in as good a condition as when possession was delivered. If the premises are not cleaned and solid waste is not removed, the Town may clean the premises with its own employees or have the premises cleaned by private contractors and charge said amount against the User, said charge being deducted from the cleaning deposit first and the balance of the cleaning deposit, if any, shall be returned to the User. Provided, however, that if the cost of cleaning and disposal of solid waste exceeds the cleaning deposit, User shall be responsible for said excess and the cleaning deposit shall in no way limit the Users' liability to pay for the cost of cleaning and removal of solid waste. If upon billing, the User fails to pay the costs incurred by the Town for cleaning the premises and disposing of solid waste, the User shall be responsible for paying all of the Town's costs and attorney's fees incurred in collecting any such cleaning costs and expenses. A. The Town will post notice of the reserved space within two (2) hours of the event. Given the location of this public facility, the Town cannot ensure the compliancy of the general public. B. The Town of Grand Lake does not allow stakes in the grass of Town Square Park without prior authorization from the 'town. PART 10. The Visitors Services Kiosk (located in Town Square Park along the boardwalk) may be available to Users upon the additional terms and conditions: A. The Town of Grand Lake shall reserve the western portion of the Visitors Services Kiosk for display of promotional and advertising materials for those businesses, organizations, and events located in the Grand Lake area. 1. This portion of the Visitors Services Kiosk sliall be maintained by the Town of Grand Lake in partnership with the Grand Lake Chamber of Commerce. 2. No sales of any kind may be authorized in this portion of the Visitors Services Kiosk. B. The Town of Grand Lake shall reserve the eastern portion of the Visitors Services Kiosk for the following: Use for Government, Non -Profit, Special Districts, and/or Community Organizations desiring to sell tickets for public events for community educational, recreational, cultural and/or civic events held within the Town of Grand Lake; and a. Representatives of Government, Non -Profit, Special Districts, and/or Community Organizations conducting approved ticket sales in this portion of the Visitors Services Kiosk shall, in conjunction with the organizational activities, serve as Visitor Services Volunteers on behalf of the Town of Grand Lake. 2. Use for Visitor Service Volunteers, representing the Town of Grand Lake, as approved by written agreement with the Town of Grand Lake. PART 11. The Town Square Marquee (located in Town Square Park over the boardwalk) and the Highway Marquee (located at the entrance to town) may be available to Users upon the additional terms and conditions: A. Marquee usage will only be permitted for coIII III Lin ity-based educational, recreational, cultural and/or civic events, open to the general public, held by Government, Non -Profit, Special Districts and/or Community Organizations in the Grand Lake area. I . Private events held in the Community House may request use of the northern Town Square Marquee. B. Marquee usage must be requested, in writing, at least 14 days prior to the event. Usage may not be requested for multiple signs or for preference of signs/sides of signs. CHAPTER 11: MUNICIPAL PROPERTY REGULATIONS ARTICLE 6: USE OF MUNICIPAL PROPERTY 11-6-1 Public Property Encroachments .... 11-6-2 Public Property Rental ................ 11-6-3 Special Event Permitting ............ CHAPTER 11: MUNICIPAL PROPERTY REGULATIONS ARTICLE 6: USE OF MUNICIPAL PROPERTY 291 3. Applicable Deposits and/or Fees, as set by Town of Grand Lake Board of Trustees Resolution; and 4. Any other information determined by Town staff applicable to the review of the request. Once a complete application has been received, all applicable Town Departments will be contacted for determination of staff support or concerns. (F) Review and Approval Process 1. Major Encroachments shall be reviewed by the Town Board of Trustees. The item will be placed on the Town Board of Trustees agenda. The Board shall approve, approve with conditions, or deny the application at a public meeting. No later than 14 days prior to the meeting, Town staff shall cause certified mailings to be sent, return receipt requested, to all utility companies. The Board may continue the application review to a later date (not to exceed 45 days) in order to obtain more information about the request or to conduct site inspections. If approved, an Encroachment License will be issued. 2. Minor Encroachments will be reviewed by Town staff Requests for Encroachment Agreements that do not have staff support shall be directed to Town Board of Trustees and shall follow the procedures set forth for Major Encroachments. If approved by Town Staff, an Encroachment Agreement will be executed. (G) Indemnification and Insurance Requirements The property owner is required to indemnify and save harmless The Town of Grand Lake against any and all damages which may result from the encroachment. Insurance may be required. The certificate of insurance shall be submitted to the Town prior to the execution or issuance of the Encroachment License or Agreement. 11-6-2 Public Property Rental (A) Short Term Rentals 1. The Town may adopt use policies for the Short Term Rental of Municipal Facilities and Structures. Such policies shall be done by Board of Trustees Resolution adoption. 2. Any group or governmental entity (User) shall be required to enter into an Application and Use Agreement with the Town of Grand Lake for the short-term use (less than 24 hours, unless otherwise noted) of any public facility and/or structure outlined herein. (B) Long Term Leases 1. The Town may enter into Long Term Leases for municipal -owned property that does not have restrictions or provisions indicating otherwise 2. The Leases shall be in accordance with the Municipal Code, where applicable. 3. Entering into leases of this nature shall be done by Ordinance adoption by the Board of Trustees. 293 CHAPTER 11: MUNICIPAL PROPERTY REGULATIONS ARTICLE 6: USE OF MUNICIPAL PROPERTY mc� 1. The Mayor, or the Mayor's designee, may approve the SEP without referring the matter to the Board of Trustees if the SEP is deemed to be in the best interest of the Town with the following items being taken into consideration: (a) The predominant use of the primary facility being used; and (b) The proposed event and the event hours; and, (c) Neighborhood compatibility; and, (d) Effect of the proposed event on the community; and, (e) The Town's anticipated cost in staff time and equipment use; and, (f) Duplication of services or sales items; and, (g) If this is a reoccurring event with no issues in the past. 2. The Mayor, or the Mayor's designee, will refer the matter to the Board of Trustees for approval if the event involves a Special Events Liquor Permit, the event is a first time event, or if the event has had known issues in the past. The Board of Trustees shall take the following factors into consideration: (a) The predominant use of the primary facility being used; and (b) The proposed event and the event hours; and (c) Neighborhood compatibility; and (d) Effect of the proposed event on the community; and (e) The Town's anticipated cost in Staff time and equipment use; and (f) Duplication of services or sales items; and (g) Nature of the past event issues. 3. The Board of Trustees may permit all or only a portion of the SEP application. 4. The Board of Trustees may impose conditions on the granting of the event. 295 CHAPTER 11: MUNICIPAL PROPERTY REGULATIONS ARTICLE 6: USE OF MUNICIPAL PROPERTY