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HomeMy WebLinkAbout2016-07-21 DTPC Packet�1 water T H E BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, July 21, 2016 8:30 AM Conference Room 213, City Hall 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. APPROVAL OF JUNE 30, 2016 MINUTES 4. NEW BUSINESS 5. CURRENT BUSINESS 5.01 Summer Tuesdays and flooding 5.02 2016 Parking Ramp Brochure 6. SPECIAL EVENTS 6.01 Ice Castle 6.02 Remembrance Walk 7. COUNCIL UPDATES 8. ADJOURNMENT lllwater THE NINTNYLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION MEETING MINUTES June 30, 2016 REGULAR MEETING Chairwoman Pelletier called the meeting to order at 8:42 a.m. Present: Chairwoman Pelletier, Commissioners Anderson, Hopfe, Johnson, Council Representative Junker Absent: Commissioners Glynn and Lettner Staff: Community Development Director Tumblad, Police Chief Gannaway, Parking Enforcement Officer Pasket APPROVAL OF MINUTES Approval of April 21, 2016 meeting minutes There were no changes to the minutes of the April 21, 2016 meeting. NEW BUSINESS Joseph Wolf Block - Hotel parking miti ag tion Community Development Director Tumblad stated that Corey Burstad and his development team proposes to convert the Joseph Wolf Block at 402 South Main Street to a 40 -room boutique hotel and restaurant. The project will be responsible for mitigating the increased parking demand generated by redevelopment of the site. The Parking Commission is being asked to approve 1) an 18 -space parking credit for the proposed on-site valet lot; and 2) four valet parking spots, two on Main Street and two on Nelson Street. Mr. Tumblad reviewed the parking requirements. Staff recommends that the development be required to use the public parking system to mitigate the 15 -space deficit and pay the standard monthly fee for those spaces; and approval of use of two parking spaces for valet service on Nelson Street at a charge to the developer of $4,026 during peak hotel demand times, with the fee being based on hours approved for use. Mr. Burstad explained the developers will have to excavate the entire top parking lot and redo it all the way to Nelson Street and correct the drainage. He explained that the hotel will be a four-star, five -diamond property run by Provenance Hotel Group with a target occupancy rate of 65%. Valet service is expected to be well utilized. They are concerned about offloading people on the steep slope of Nelson Street especially in winter. That is why they are requesting two valet spaces on Main Street also. The Nelson Street spaces will work well for the staff -only entrance on Nelson Street. The entire street corner will be redone. Downtown Parking Commission June 30, 2016 Chairwoman Pelletier asked where guests would park. Mr. Burstad responded that valet parking will be used for some and the rest will park throughout the City. It will be the hotel's responsibility to direct guests where to park. Ms. Pelletier commented that a larger conversation about downtown parking availability is needed, as it is becoming saturated. Mr. Tumblad noted that City lots on Pine and Third Streets are not full on weekends and could easily handle 30 cars. Perhaps mitigation should require overflow valet parking to be there if the ramp is full. Police Chief Gannaway commented he opposes having dedicated parking spots on Main Street, especially until it is known how the new bridge will impact traffic. Mr. Burstad said the project will be extremely difficult due to the deterioration of the buildings. The goal is to start the project in August and open by Memorial Day 2017. He pointed out that the demand for rooms is great. There will be a lot of crossover between hotel guests and event center customers. Mr. Junker said a boutique hotel will be good for downtown Stillwater but the area south of Chestnut Street will change dramatically and a lot more cars will be using Nelson Street after bridge construction. Mr. Burstad said they would be willing to come back and revisit the issue after the hotel opens in the summer months. They are eager to get started with the project. Commissioner Hopfe noted there are a lot of morning deliveries using Nelson Street. Mr. Burstad said they will use the Nelson Street door for deliveries but will also have delivery trucks pull up into the top lot. Chairman Pelletier said she is concerned about the availability of parking for the smaller businesses downtown. She opposes having reserved parking spaces on Main Street at least until the bridge is open. Motion by Commissioner Anderson, seconded by Commissioner Johnson, to approve the use of the two easternmost parking spaces on Nelson Street for valet parking (the annual cost at 2016 rates would be $4,026). All in favor, 4-0. Motion by Commissioner Anderson, seconded by Commissioner Johnson, to approve the use of the 18 on-site valet parking spaces as full mitigation for the 15 additional parking spaces required for the hotel project, with two conditions: 1) valet parking off-site should first be at the municipal parking ramp and if no space is available there, then valet parking should be in Lot #20; and 2) the mitigation plan must be reviewed after the first season of operation. No additional payment will be required for mitigation. All in favor, 4-0. Page 2 of 5 Downtown Parking Commission June 30, 2016 Nacho Mama's expansion and parking mitigation Community Development Director Turnblad explained that Todd and Brenda Ryder are expanding Nacho Mama's Restaurant by adding 696 square feet and a storefront on Main Street (312 South Main). The project will be responsible for mitigating the increased parking demand generated by the expansion. He reviewed parking requirements. Staff recommends the restaurant be required to use the public parking system to mitigate the two space deficit, and pay the standard monthly fee for those spaces. Motion by Chairman Pelletier, seconded by Commissioner Anderson, to require Nacho Mama's to mitigate two spaces for the addition to the business and pay the standard monthly parking fee. All in favor, 4-0. CURRENT BUSINESS Contract parkin in during _ events vents Mr. Turnblad reviewed the issue of residents who have purchased monthly parking permits being unable to find a parking space in the ramp during events. He stated that during Lumberjack Days and the Fourth of July, a sign is placed at the ramp for $10 parking which often fills the ramp. He further explained that the purchase of a monthly residential parking permit does not guarantee a space in the ramp; the only guaranteed spaces in the ramp are those that have a sign on them stating who they are reserved for. Everything else is first come first serve and residents would have to pay $10 to get in instead of using their permit. Mr. Turnblad asked the Commission if the City should allow those who have passes to get into the ramp without paying $10 during events. The consensus of the Commission was to let those residents who have parking permits into the ramp without charging them $10. Mr. Turnblad stated there is still the issue of residents who have monthly parking permits being unable to park during events because there are no spaces available. A gentleman from Rivertown Commons told the Commission that since they pay for 24/7 parking they should be guaranteed parking in the ramp every day of the year. Councilmember Junker suggested either going away all day or leaving their car there and not leaving so they keep their parking space. Ms. Louise Hanson, resident of Rivertown Commons, complained that, for example, on the fourth of July if she leaves home and comes back later in the day, she has no parking space. Community Development Director Turnblad stated that the City is allowed to have 25 spaces for residential parking in the ramp. Eight of them are for Rivertown. The other 17 could all be converted to reserved spaces, but the monthly cost would have to go from $35 to around $50 a month to guarantee a space with a sign in front of it. The gentleman from Rivertown Commons said he doesn't care where he parks in that ramp as long as he has a space. He suggested having a counter on the ramp arm - when there are X Page 3 of 5 Downtown Parking Commission June 30, 2016 number of people in the ramp, no more would be let in, leaving enough spaces open for those residents who have monthly permits. He has physical problems that make it difficult for him to walk up and down the hill if he has to park elsewhere. Ms. Hanson stated the majority of the residents using the ramp have physical disabilities that make it difficult to park elsewhere. She doesn't care where she parks in the ramp, but just feels she should have a place to park when she comes home even on event days. Councilmember Junker said the monthly parking permits should include a notice that this type of space is not a guarantee, for instance in the few event days of the year there might not be availability. Mr. Turnblad explained that the contract that residents enter with the City is not a written document but is an implied contract entered at the time the resident exercised the option to purchase their parking permit. He added that the ramp was not originally intended to provide residential parking. To have a guaranteed spot, they would need to pay more. The gentleman from Rivertown Commons countered that he is paying quarterly, providing guaranteed income to the City and should have a guaranteed space wherever it might be in the ramp. The gentleman from Rivertown Commons also voiced a concern about drivers parking in the ramp taking two spaces. Mr. Turnblad said he would find out what the additional cost would be for a guaranteed reserved, signed parking space. Parking ramp event rates Mr. Turnblad explained that the only time the parking ramp is premium space is the Fourth of July. Motion by Commissioner Anderson, seconded by Commissioner Johnson, to change the $10 event fee for parking in the ramp to include only the Fourth of July. All in favor, 4-0. Short term narking on Water Street and at the Feed Store Chairman Pelletier explained the differing desires of the retailers regarding short term parking and loading signs. She feels the two spaces on Water Street closest to Nelson should be loading zone Monday - Friday 8 a.m. - 5 p.m. only. Near the Farm Store, there are five loading zone spaces which are never all full. Commissioner Hopfe said she feels the issue should be revisited with the Farm Store. Motion by Chairwoman Pelletier, seconded by Commissioner Anderson, to designate the loading zone signs on Nelson and Water Street as follows: The Water Street sign behind Alfresco, Monday - Friday 8 a.m. - 5 p.m.; The Farm Store, a) the most easterly space sign as 3 hour and the remaining four loading zone signs as Monday - Friday 8 a.m. - 5 p.m. All in favor, 4-0. Page 4 of 5 Downtown Parking Commission June 30, 2016 SPECIAL EVENTS Fall Color Fine Art & Music Festival Community Development Director Turnblad informed the Commission that the Stillwater Area Chamber of Commerce, has applied for a special event permit for its annual Fall Colors Fine Art & Music Festival. The proposed venue includes City Lots 5, 9 and 11 and North Lowell Park (north of the gazebo). The event is planned to be held on Saturday and Sunday, October 1- 2, with setup occurring all day on Friday, September 30. Clean up will occur Sunday evening. The request of the Parking Commission is to approve the reservation of Lots 5, 9 and 11 for three days. The City' s event parking policy encourages the use of Lowell Park but allows the reservation of Lots 5, 9 and the lots north of Mulberry. For the three days needed for the event, the fee will be $492. Motion by Commissioner Anderson, seconded by Chairwoman Pelletier, to approve the staff recommendation to allow the use of Lots 5, 9 and 11, with a fee of $492. All in favor, 4-0. COUNCIL UPDATES RampAds proposal Community Development Director Turnblad stated that the proposal was denied by the Council. Jim Cashman's Tuk-Tuk parking request Community Development Director Turnblad informed the Commission that Jim and Marilyn Cashman have started operating the Tuk-Tuk. The Council approved the Parking Commission's recommendation to deny reserved parking spaces. COMMISSION REQUEST ITEMS Nelson Street Commissioner Hopfe said people are getting tickets for parking on Nelson Street near the water and it is not signed. Staff was directed to erect 3 -hour parking signs at the end of Nelson at Sam Bloomer Way. ADJOURNMENT Chairwoman Pelletier adjourned the meeting at 10:24 a.m. Respectfully Submitted, Julie Kink, Recording Secretary Page 5 of 5 Free Parking Hours Parking is free and open to the general public at the following times: ♦ First 15 minutes of parking is free everyday (except during major events) ♦ Every Sunday (including Easter) from 6:00 a.m. to 1:00 p.m. ♦ Christmas Eve from 1:00 p.m. until noon on Christmas Day ♦ Good Friday from 6:00 p.m. to 1:30 a.m. July 4 Event Parking On the 4th of July, the parking fee is $10 and is valid for the whole day until 2:30 a.m. The fee is paid to an attendant at the entrance gates. If you have purchased a parking pass for a non -reserved space, you will not be charged the $10 fee, but the City does not guarantee that a space will be available. lWater THE BIRTHPLACE OF M7 N NESDTA Parking Rates Municipal Parking Ramp 200 N. 2nd Street June 30, 2016 N THE BIRTHPLACE OF MINNESOTA Hourly Parking Available daily (except during events) 1. Single coupon purchase' Standard rate is $3; coupon dispensed at entrance gate. => Summer weekday rate is $3. ♦ Rate in effect May 1 to October 31. ♦ Weekdays are considered to be Monday through Thursday at 5:00 p.m. => Summer weekend rate is $5; coupon dis- pensed at entrance gate. ♦ Rate in effect from May 1 to October 31. ♦ Weekend rate begins Thursday at 5:00 p.m. and ends Sunday at 8:00 p.m. 2. Bulk coupon purchase' => If purchasing at least 10, hourly parking coupons can be purchased in advance at City Hall for a discounted rate. ♦ A standard $3 coupon is reduced to $2.50 each. ♦ A summer weekend $5 coupon is re- duced to $4.50 each. 1 All day to 2:30 a.m. Contract Parking 1. Business Hour Passes' => Minimum purchase of three months is required. => Valid weekdays from 6 a.m. to 6 p.m. ♦ Pass for uncovered space (4th level) $10/ month ♦ Pass for covered space (levels 1-3) $15/ month ♦ Covered spaces, bulk rate (5 or more) $12/month ♦ Pass for covered reserved space $20/ month => After 6 p.m. hourly rates apply. 2. Extended Hours Business Passes' => Minimum purchase of three months is required. => Hours vary according to type of pass: ♦ Covered reserved space Valid weekdays until 9 p.m. $23/month ♦ Hospitality Industry pass Valid every day until 6 a.m. next morning $20/ month 1$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass Residential Parking No restriction on parking hours (i.e. 24/7/365) 25 residential passes available => Minimum purchase of three months is required. ♦ 8 year -around passes reserved for Rivertown Commons residents. $25/ month each ♦ 17 parking passes are available to any resident of the City.2 $35/month for non -reserved -space $25/month for non -reserved space with State issued handicapped parking permit $50/month for reserved space $40/month for reserved space with State issued handicapped parking permit 1$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass. 2These passes are sold on a first-come, first-served basis. No more passes can be sold than 25. water THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: July 15, 2016 RE: Ice Castle - Special Event parking lot reservation Background Ryan Davis of Ice Castles, LLC has been working with the City for several months to move the Ice Castle from Eden Prairie to Stillwater this winter. The event venue would be at the east end of Myrtle Street between the riverside gazebo and Municipal Lot 4. The castle would fill about an acre of space and would reserve Municipal Lot 5 for the entrance and exits to the castle. The castle is expected to draw about 60,000 visitors. The wood frame and water pumping facilities would begin construction on October 10, 2016. If weather is good through November and December so that ice freezes, the castle could open to the public on December 26. Sometime in late February or March as the ice melts, it would close to the public and then melt away. By March 15, again depending upon the weather, the frame and ancillary improvements could be removed. Parking Lot Reservations Based upon a March 15 clean up date, Lot 5 would be reserved for 157 off-season days. Since Lot 5 is east of the Downtown trail, it is by policy available for special events. The City's 2016 fee schedule sets a price of $1.50 per space per day in Lot 5 during the off- season. Since there are 7 spaces in the lot, the 157 day period would have a fee of $1,648.50. Recommendation Staff recommends approval with a fee of $1,648.50. The fee should be paid prior to closing down Lot 5 on October 10th. After the ice castle melts and Lot 5 is cleaned up, the actual number of reservation days would be calculated and a refund made or additional payment required. bt attachments: Application form Site layout Staff review questions 'fill ,ter EVENTS PERMIT APPLICATION sc,'Ylyl J1 Jill T216 North 4 th Street, Stillwater, MN 550 THE SIRTHPLACE Of M I N N L 3 0 7 A Telephone: 651-430-8837 Fax: 651 -430 - Incomplete applications or applications received after deadline will not be office use on►y accepted. See Event Instructions for application deadline and fees. Date Applicat c Date of Application: May 17, 2016 Type: Event ECEJ-VE D MAY 19 2016 I Event Information Title/Name of Event Ice Castles at Stillwater Event Date/Time: Set up: Date Oct. 10, 2016 - Dec. 2016 Time all day to Actual Event: Date Dec. 26, 2016 (weather depend) Time to Clean up: Date March 15, 2016 (weather depend) Time to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) Park adjacent to St. Croix River Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) This winter, Ice Castles, LLC will bring its popular winter attraction back to Minnesota, but in a new location as it unveils a massive castle made of ice in Stillwater, MN. The acre -sized winter wonderland is crafted by hand, using only icicles and water, and resembles organic formations found in nature, like those of frozen waterfalls, glaciers or ice caves. Guests are invited to not only view the beauty of the structure but also to squeeze, squish and crawl through parts of the stunning Narnia-like display. Favorite photo spots can be found in the throne room, in front of the waterfall and throughout the winding ice maze. Children will enjoy zooming down the tubular ice slide and spelunking through small tunnels. Estimated Attendance (participants and spectators): 60,000. Between 200 and 5,000 per day Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Ice Castles, LLC Mailing Address: 1054 E. 300 N. City, State, Zip Code: American Fork, UT 84003 Primary Contact/Applicant Name: Ryan Davis Phone Number: 801-875-8589 Fax: Cell Phone: 801-875-8589 Email Address: ryan@icecastles.com Website Address: www.icecastles.com Name of contact person during event: Amanda Roseth Cell Phone: 952-240-9316 Alternate contact during event: Blake Hawbaker Cell Phone: 612-298-8561 Refer media or citizens inquires to: Amanda Roseth Phone: 952-240-9316 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: As many as needed Will there be any inflatables? No ❑ Yes ® Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes ® What type: Various. Each will be Fees for electricity may riparpril with staff nrinr o apply see Instructions Will sound amplification be used? No ❑ Yes ® Hours and Type: During consturction and operating hours, miicir will hp nlavprl Will a stage or tent(s) be set up? No ® Yes ❑ Dimensions: Will there be temporary fencing? No ❑ Yes Will merchandise/food items be sold? No ❑ Yes ® How many 1 to 2 Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No ® Yes ❑ 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 © Yes ❑ See Alcohol Regulations in the Instructions Will alcohol be sold? NO ® Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No ❑ Yes ® Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. We will need about 400 amps of 110 power. The hookups appear to be onsite, although some modification appears to be necessary. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available All of the above advertisements will be used. We will also market heavilly on social media. City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ® Yes ❑ Start/End Time: Date: City Sidewalks or Trails No ❑ Yes ® Start/End Time: Oct -March Date: Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: Oct - March Date: Will event need barricade(s)? No ® Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No Q Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? No ® Yes ❑ Number needed: Will use nearby facilities Fees may apply see Instructions Will extra trash receptacles be needed? No Cl Yes ® Number needed: 1-4 depending on size Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Cleanup after the public will be done daily. Depending on the size and number of trash bins, trash removal will need to be done between 1-3 times per week. Will event need traffic control? No ® Yes ❑ Contact Stillwater Police Departmentfor assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We regulate the visitors that may enter the Ice Castles through a timed ticketing system. This system regulates the nubmer of tickets that can be sold during any 30 minute time slot. This regulation keeps trafic moving smoothly and keeps everyone from showing up at one time. „ „ Will No Parking Signs be needed? No El Yes ® Number needed: 6 Fees may apply see InstructionsShow locations) on site map Will event need security? No ❑ Yes ❑ If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: This will be deterimed at a later date. We will let the City know the name of the company. Will event need EMS services? No ® Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Basic first aid will be availble on site, if the need is greater than this we will reach out to emergency professionals. Describe the emergency action plan if severe weather should arise: We will close the Ice Castles to the public in severe weather that could cause harm to our guests. List any other pertinent information: We are excited to work with the City of Stillwater to provide a successful event that will be beneifical to the Town, its residents and also visitors to the City. 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 of StillwcLter a release of Liability. manager, Ice Castles LLC of Applicant or Authorized Agent May 17, 2016 Date ICE CASTLES ce Castles Summary and Needs Prepared by: Ryan Davis, Ice Castles, LLC 1 of 9 ICE CASTLES Summary Ice Castles is a premier winter entertainment company that creates a frozen family friendly experience out of ice using only icicles and water. Imagine a Narnia-like collision between an ice cave, frozen waterfalls, and glaciers, all formed into towering organic archways, tunnels, slot canyons, stalactites and frozen thrones. By day this frozen wonderland glimmers with glacial blues and frosty whites. After dark the ice formations constantly transform through a kaleidoscope of color with the help of thousands of LED lights within the ice. Guests commonly travel a surprising distance to visit Ice Castles. In fact, visitor surveys for the past several years consistently show that more than 1/3 of all Ice Castles traffic in all of our locations have traveled well over 100 miles one-way to visit. We have strong intergenerational appeal. It is not uncommon for us to see groups of seniors as well as teenagers visiting on dates! Ice Castles is one of the unique events in the world with very strong appeal to all demographic groups from children to the elderly. Media With the advent of sharing photos from smart phones, the ice castle fulfills the strong desire of individuals to experience and share beautiful photos with family and friends on social media sites like Instagram, Facebook, and blogs. Traditional media has also been very positive to the Ice Castles. In the past 3 years we have averaged well over 10,000 news articles written about our event. Last winter the total articles published was over 14,000. Media impressions counted from 40% of the coverage exceeded 2,500,000,000 impressions across a variety of publications. This does not count social media posts and images shared by hundreds of thousands of guests. Publications that featured Ice Castles range from luxury brands like Town and Country and Vogue, to traditional media outlets like ABC, Huffington Post, CNN, Daily Mail, Reuters, Bloomberg, and many others. Unique and well respected sources for media like Gizmodo, Entrepreneur, and Inhabitant covered Ice Castles very favorably. Economic Impact The financial impact on local business is significant for several reasons. First, the Ice Castles season can range from 6 to 16 weeks long, depending on the location and the weather. In many events like races, thousands of guests will arrive for one to two days. Most can't eat in restaurants and don't stay in hotels simply because there is not the capacity for them to stay, especially in a small town. Ice Castles brings tens of thousands of visitors, and greater than 2of9 ICE CASTLES 1/3 of them will stay in local hotels, more than half will eat in local restaurants, and shop in local stores. This is possible because Ice Castles visits are spread over months rather than over hours. Survey's that we have conducted indicate that direct spending in local communities will range between $2,000,000 to $26,000,000. The higher spending includes lodging and is commonly seen in resort communities. We saw guests spend about $26 million dollars in Breckenridge. The lower numbers generally come from larger city suburbs like Eden Prairie, MN. Excluding the high and the low, the average direct spend is between $4,000,000 and $5,500,000 at each location. Needs The following list shows indicates what resources Ice Castles needs to create a successful event. These numbers correlate with a typical sized Ice Castles that is about 1 acre in size. Water: Our most important need is water. We typically will hook up to a fire hydrant and use water out of that for the winter. In building over 10 Ice Castles in some of the coldest cities in North America (Including Edmonton, Canada) we have never frozen our water source, or even come close to freezing our water source. We use about 2,000,000 gallons of water per month from November - March. The total is about 10,000,000 total gallons. This is a little more than two restaurants will use in a calendar year. We generally locate in areas where, when the ice melts, all of the water that we have frozen into ice will melt and return to the ecosystem to be used again. Power: We need about 400 amps (about the same as 1 residential house.) Parking: We'll need about 300-500 parking spaces. These can be immediately nearby or within several hundred yards. We have a timed ticketing system that caps the number of visitors per 30 minute block of time, so the parking spots turn regularly. Signage: We like to post tasteful signage near the ice sculpture providing directions to the Ice Castles. Adjacent to the Ice Castles we like to post answers to the most common questions we are constantly asked — how do we build it, why is the ice blue, etc. Average Timeline The following timeline outlines average time periods that we begin and complete specific phases in an average season. Some winters are warm and so we will start later and ice will melt earlier. Some are cold and so we must start earlier and the ice takes longer to melt. These dates are averages that we've seen across the Country. May - June: Finalizing event permits with the landowner (typically a City). July - September: Finalizing Even Plan, Parking Plan, Operations Plan, etc. Early October: Ice Castles begin mobilization. Move materials to the site and start laying out the irrigation lines. Early to Late November: IC begin running water and making ice. Late December - Early March: Ice Castles opens to the public. If weather stays cold this date will be extended into Mid March. We typically have not stayed open past March 15th. March 16 - IC begins takedown. This begins with removing lights and any electrical and water equipment that is not frozen in the ice. Some things cannot be immediately removed. March 23 or earlier - Demolition of the Ice structures. This may involve bringing in a track hoe to crush ice into smaller chunks that can melt in the river. Water begins to melt and return to the ecosystem from which it was taken, to be used again. 3of9 IJ A j ,-Wvq-. AL, 5of9 6of9 7 of 9 2016 Ice Castle of Stillwater - preliminary review questions/answers 1. What are the operating hours of the event? Mon: 3:00 pm - 9:00 pm Wed -Thu: 3:00 pm - 9:00 pm Fri: 3:00 pm - 10:00 pm Sat: 12:00 pm - 10:00 pm Sun: 12:00 pm - 8:00 pm 2. How many vendors, type of vendors, location and days and hours of operation? We usually just have 1 vendor (bakery typically) selling hot chocolate and cookies/cinnamon rolls/etc. (all is prepared off-site and sold inside the ice castles. 3. Our nearby restroom facilities are closed for the winter so do you have an alternative plan? If you are using portapotties, how many will you provide, where do you plan to place them and what will be their service schedule? We usually provide 4-6 portapotties depending on adjacent facilities and demand. 4. Who will be providing your dumpsters and trash removal service? We have used City dumpsters in Eden Prairie. We can do whatever is needed here. Does the City have dumpsters hat we can use? And does the City provide the garbage service? 5. We would like to see a more detailed drawing of the structure including dimensions and specifications. As well as occupancy load. Stillwater Building Official would like to review the plans even though you may work through the State for inspections. Can you be more specific with what you are meaning with the drawings? In all the cities where we have built Ice Castles, we have provided site plans to cities and worked with the fire departments to calculate the occupancy. All of the cities we've worked with, including Bloomington and Eden Prairie, have required that we meet building code with the structures and utilities which their building code had existing requirements. For the ice structures we talked through our internal daily safety inspection procedures and this was satisfactory to them. A more detailed conversation about how we grow the ice castles would probably be helpful with this. 6. A more detailed layout of the structure. We are concerned about the placement and would like to keep the structure off of Sam Bloomer Way as that road has the storm sewer drains. Can we talk about this on the phone? The location is very narrow and because it is so narrow there are some design constraints. We'd be concerned that reducing the width of the space more would result in an unusable space. Probably best to talk through this on the phone. 7. Please include an exiting and fencing plan as well as barricade placement on the layout plan. Also, list what type of fencing will be used. We can do this. 8. Further discussion on the power needs for the event will need to be coordinated with our Public Works and Xcel Energy. Please contact Shawn Sander, Director of public Works. OK. 9. A description on how our current amenities in the park will be protected such as the overhead power line, street lighting, stone monument, trees, bushes, flower bed, irrigation system and turf. We will remove the benches in the park. We can include this on the layout plan. 10. Please describe the water usage process and protection of the hydrant from freezing. Approval from the Board of Water Commissions will be needed. Is the Board of Water Commissioners a Stillwater Entity? How do we go about getting approval from them? The way we keep the hydrant from freezing (and we've done this 15 times at elevations above 14,000 feet and in extreme temperatures like Edmonton Canada,) is that we never turn the flow of water off. Because the water is always flowing it never freezes. At Mall of America we ran the water line over 3,000 feet from the hydrant to our manifold shed and did not have anything close to freezing. The setup is that the water main runs into the manifold shed and from there splits into 80 individual 3/4" lines that each run to 1 sprinkler head. We drill holes in each of the 80 valves so that they do not ever completely shut off. Occasionally we will freeze a sprinkler head (not more than 10 per year) but we have never come close to freezing a main water line. 11. How do you get the color in the ice? Is that lighting or some type of dye? Are any chemicals involved in the process of freezing the ice? No chemicals are ever used. See this on why ice is blue: http://www.carleton.edu/departments/ eol/links/alumcontributions/blueice/bl ue.html This also is related to the strength of the ice. Because the ice is not carved and fused together but is grown using running water, its color and strength are much like a glacier. 12. What type of ticket booths are being proposed? Does the ticket booths require power? Ticket booths are made of steel shipping containers that have a cosmetic 1x4 pine exterior screwed into the containers. 13. What type of entertainment will occur, its location and hours of operation? Entertainment varies by day. Occasionally we'll have fire performers in the evenings. Walking through the Ice Castles and listening to the ambient music is the entertainment. 14. When will fireworks occur (date/time), where will they be located, type and duration? Fireworks will require a permit from the Stillwater Fire Department and they will need a layout plan separately for fireworks. We are working with the Fire Dept. on this. We do not now know the date and time, or if this will happen for certain. 15. DNR approval/permit will be needed for ice melt runoff into the St. Croix River. OK 16. Please contact the Washington County Health Department for vendor licensing and inspections. Stillwater Fire Department performs vendor inspections if using combustibles. They will need a list of who are the vendors. Also where will these vendors be located? OK 17. The State Electrical Inspector will need to be contacted regarding the structure layout and power. Does the state do the electrical inspections for the City? We've not worked with the state inspector when we were in Bloomington or Eden Prairie. Just wondering if this is necessary. water THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: July 15, 2016 RE: Remembrance Walk - Special Event parking lot reservation Background Heather Lombardo has submitted a special event application for the 2016 Now I Lay Me Down To Sleep Remembrance Walk. The event is for families that have lost babies. The day will begin with a ceremony that includes a reading of the infants names, a guest speaker, a balloon release, and live music. Following the ceremony the remembrance walk will take place with pictures of the babies along the portion of the route in Lowell Park. Setup for the event will occur on Friday, September 9, 2016. The event itself will occur on Saturday the 10th Parking Lot Reservations Municipal Lots 5 and 9 are requested to be reserved between 6:00 AM and 2:00 PM on Saturday, September l Otb. Both of these lots are east of the Downtown trail, and therefore by policy are available for special events. The City's 2016 fee schedule sets a price of $3 per space per day in these lots during the high season (which runs through September). Since there are 30 spaces in Lot 9 and 7 spaces in Lot 7, the one day reservation for these two lots would be $111. Recommendation Staff recommends approval with a fee of $111. bt attachment: Application form ater. EVENTS PERMIT APPLICATION 216 North 4 1h Street, Stillwater, MN 55082 T H E ! 1 6 T H r L 01 r 9 O F M I N N E s 0 T A Telephone: 651 -430-8800 Fax.- 651-430---8809 Incomplete applications or applications received after deadlir accepted. See Event Instructions for application deadline anc Date of Application: 2117116 - 09 Title/Name of Event Now I Lay Me Down To Sleep 2016 Remembrance Walk Event Date/Time: Set up: Date 9109116 Time 1600 to 2200 Actual Event: Date 9110116 Time 0800 to 2100 Clean up: Date 9110116 Time 2000 to 2200 (Events after 10:00 p.m. require a variance from city cauncil Location (Address) of Event; Lowell Park - North and South areas, Gazebo, Amphitheater, turn around, path, & (if in Lowell Park please specify north or south Lower park) Sam Bloomer way Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Remembrance walk event for families whom have lost a baby/babies to gather. There will be a reading of infant names, ceremony led by guest speaker, balloon release, and potential local music artists. After the ceremony the remembrance walk will take place_ (See map for route) Estimated Attendance (participants and spectators); 300-1500 W.r�t Sponsoring Organization Name: Now I Lay Me Down To Sleep Mailing Address: 7500 E. Arapahoe Road, Suite 101 City, State, Zip Code: Centennial, CO 80112 Primary Contact/Applicant Name: Heather Lombardo and Karla Shaffer Phone Number: Heather 651-329-5363 Fax: Cell Phone: Karla 303-589-1640 Email Address: Heather: HeatherNilmdts@hotmail.com Karla = kshaffer@nilmdts.org Website Address: Nilmdts.org Name of contact person during event: Heather Lombardo Cell Phone: 651-329-5363 Alternate contact during event: Karla Shaffer Cell Phone: 303-589-1640 Refer media or citizens inquires to: Heather Lombardo Phone: 651-329-5363 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. Will any signs/banners be put up No ❑ Yes Number and size: 10-25 numerous sizes around event (tbd Will there be any inflatables? No V Yes ❑ Insurance cert;ficate}rom rental vendor is required Will there be entertainment? No ❑ Yes What type: local music artist, to be determined. Will sound amplification be used? No ❑ Yes 71 Hours and Type: 1000-1300 Will a stage or tent(s) be set up? No ❑ Yes Dimensions: rents, largest expected to be 30x30, small vendor tents, (tbd) Will there be temporary fencing? No At Yes ❑ Will merchandise/food items be sold? No ❑ Yes How many vendors expected: possibly 10 TBD Will food be prepared on site? No Yes ❑ Contact Washington County Health Department 651-43D-6655 Will cooking operations be conducted? No Yes ❑ Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No it Yes ❑ See Alcohol Regulations in thelnstructions Will alcohol be sold? No Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No yes ❑ permit required, canraaStillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Near check intent by PD Pappy's, and Pavilion. Other potential outlets may be needed, we should have a better idea by early summer. We are researching sound/video vendors. Describe level of advertisement (ie, radio, flyers, ads, V, press release). attach sample if available Flyers, social media, national organization website, and post cards. 4iik3P3? Add Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ❑ Yes N( Start/Ind Time: 0800-2200 Date, 9110116 V City Sidewalks or Trails No ❑ Yes Start/End Time: 0800-2200 Date, 9110116 Public Parking Lots or Spaces No ❑ Yes 1V Start/End Time: 0800-2200 Date= 9110116 Will event need barricade(s)? No ❑ Yes l Number needed: 4 Will extra picnic tables be needed? No 0 Yes Number needed: TBD, app10 Will portable restrooms be needed? No it Yes ❑ Number needed: Will extra trash receptacles be needed? No ❑ Yes 11 Number needed: TBD, app 5-10 Describe trash removal and cleanup plan during and after event: We will use the City of Stillwater services or hire a private collection service. Will event need traffic control? No Yes ❑ Contact StiliwoterPolice Dewrtmrntforassistance, 651-351,4904 Describe crowd control procedure to ensure the safety of participants and spectators: TBD, will discuss the potential needs with Stillwater Police. We do not anticipate a need for crowd control for this type of event. Will "No parking Signs" be needed? No ❑ Yes S Numberneeded: app 7-10 Show locationlslonsire map Will event need security? No ❑ Yes V if event isovernigh4securitywill berequired. If using private secruity, list Security Company and Contact Information: We are researching private security contractors. Will event need EMS services? No ffi Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: On site first responders will attend to minor needs. In the event of an emergency, organization personnel will clear the arealroads and direct EMS in to the patient_ Will discuss with Fire Chief for additional requirements for EMS and develop a severe weather action plan in addition to the %tepq halnw Describe the emergency action plan if severe weather should arise:Our Emergency Command Center shall monitor weather on the day of the event for excessive wind, hail, lighting, and potential tornado threats in order to avoid a sudden emergency evacuation need. Should weather become severe, the event will be postponed or canceled. Attendees will be directed by organizers to evacuate the park via west bound Nelson, Chestnut, Myrtle, and Mulbegy streets. List any other pertinent information: Thesponsor(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 of Stillwate ;ond is a release 9f Liability. Signature of Applicant oeftKor&MAgent Date 7--Z7--2.0140 vvmucnaiwwc r.7 Museum u Trail Laurel St Parking stairs I _ N W�E 5 i P`o(%e, Park M -- 4 A( Mulberry St # stairs qW irer u Public Parking l W;1% V%me Downtown Stillwater ►� jYr, .0;codr- 2014 go V I A, '- -} h'�t��h - �ft��+L Legend �,, i s ?42-eA P�a r � ", -fu kA a P -C City Parking Lot S . s City Parking Ramp } � Tour bus parking SRI Al, It V-6 SU � +1 Ae .4 ro Tour bus loading/unloading S504%1 [7 3 XD * City montly permits valid >E 0 0 " Free parking i 4L ro 6L* co N 0 Pay parking n � u� ,1. U4 5 - _ U)�� '. - N A. c � � cn - Chestnut St Armory stairs i /ot;a ' Memorial — '6W. Bear P Main St� i stairs 5 l '\ Free parking after office hours 40 Parking ONLY for co-op customers ® Public restrooms Numbers in circles = hour limits for free parking lots Map produced by Stillwater Parking Commission 8/8/14 --- ► DQ N'u_rE &l Vj1_''CAD'C=