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HomeMy WebLinkAbout2017-01-23 PRC packet,.I ivwa r H E BIRTH v; ACF O F M.1 H N[ ti 0 1 A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, JANUARY 23, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, January 23, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA 1. Approval of the December 19, 2016 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. Proposals for Updates/Changes to the Stillwater Event Policy Information Items Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING December 19, 2016 Present: Chairwoman Linda Amrein, Commissioners David Brandt, Scott Christensen, Rob McGarry, Bill McGlynn, Sam Nelson, Sandy Snellman, Council Representative Mike Polehna Absent: None Staff present: Public Works Superintendent Tim Moore, Community Development Director Bill Turnblad APPROVAL OF MINUTES Possible approval of September 26, 2016 Parks Commission meeting minutes Motion by Chairwoman Amrein, seconded by Commissioner Snellman, to approve the September 26, 2016 meeting minutes. All in favor. OPEN FORUM There were no public comments. ACTION ITEMS Aiple Property Park Planning Community Development Director Turnblad explained that a concept plan is scheduled to go to the Council January 3. The property is currently owned by Washington County and is anticipated to be transferred to the City in the next couple months. The City will pay about $1.1 million for the property. The State has granted $1.25 million and the County will contribute almost $2 million to the project. A conservation easement will be placed on the property. Hoisington Koegler was hired by the City to inventory the site and help draft the plan. Mr. Turnblad reviewed the various existing site elements. During focus group meetings it became clear that the existing house probably won't be able to be converted to public assembly space due to mechanical issues such as the need for a new roof, an elevator for ADA accessibility, sprinklers, septic system removal and sanitary sewer connection - all of which could cost about $1.1 million. Therefore, the City will probably demolish it, which is consistent with the State's funding. Mr. Turnblad led discussion of the draft concept plan. The woodland near the southern end could be used for a fishing pier. A shorter term use could be parking that could be shared with the former Zephyr building. A trail connection would probably be created from the parking lot to the trail itself. The DNR has an easement over the former railroad property, owned by David Paradeau. Mr. Turnblad went on to describe the central area which would be converted to some type of native grasses with a natural surface trail. The northerly part of this section Parks and Recreation Commission Meeting December 19, 2016 could be mowed for a picnic area. The current residence would be demolished. There would also be an area to drop a canoe into the river. Chairwoman Amrein asked whether the City or a private entity would operate the canoe rental. Mr. Turnblad replied there are many options ranging from self-service to a staffed facility. To the north is a beach area that can be made handicapped - accessible. Nearby there would be a connection to the Brown's Creek State Trail. Commissioner Christensen asked if there is any thought of extending the beach. Mr. Turnblad replied the beach area is not ideal for swimming due to liability issues, but it is a good place to drop in boats and be close to the water. Commissioner McGlynn asked if there has been discussion of public boat docks. Mr. Turnblad replied that the funding requires non -motorized uses only. Two fishing piers are shown. Boat docks are more suited to the south end of the City. This park would be more about putting in a canoe and dropping in a fishing line - more passive uses. Commissioner McGlynn asked about bathrooms. Mr. Turnblad responded there probably will be portapotties for a while, not permanent structures. Whatever is put there will be heavily used by trail users. Design of the bathrooms will be part of the next planning phase. Council Representative Polehna noted that Senator Karin Housely, who sponsored the legislation that provided the funding, told him the requirement to demolish the house was eliminated. Mr. Turnblad clarified that it is still in the agreement, so if there is interest in retaining the house, the original agreement would need to be amended. Councilman Polehna commented that the taxpayers have spent $4 million to buy this park, which is lot of money, and making it all passive would eliminate a lot of park users. He understands the need for canoe and kayaking uses, and thinks the majority of the park can be handicapped accessible, but not everything needs to be. He has not yet made up his mind about demolishing the house. Commissioner McGarry said he doesn't see much value in retaining the house. June Mathiowetz from the Washington County Land & Water Legacy Program said that at the public hearing, she didn't hear the sentiment about keeping the house. She feels keeping the house would be an uphill battle. The foundation is cracking in places and the pool has mold covering the entire area. It's sitting in a very wet place. Councilmember Polehna said he doesn't disagree. If the City wants handicapped - accessible trails, they need to be hard surface trails. Commissioner Christensen remarked that the ELC at the high school was made handicapped -accessible but the whole thing didn't need to be handicapped accessible, only a single trail. He acknowledged that every park doesn't have to Page 2 of 6 Parks and Recreation Commission Meeting December 19, 2016 serve every need for everybody. He asked Councilmember Polehna to clarify what he was trying to say. Councilmember Polehna said he understands that but he still thinks people are going to want to walk down along the river. At another meeting, there were some stakeholders who were talking about eliminating the trail going through there, which would basically leave only a driveway to walk in, look at the river and walk out. Commissioner Christensen asked what was the reason for wanting to eliminate it. He suggested they can come to the Parks Commission meetings to discuss it. Councilmember Polehna said he doesn't want someone in the future saying the City eliminated a group of people from using this park. He added that the focus group discussing the concept plan were more passive, while the Parks Commission tends to be more active. As far as he is concerned, the Parks Commission should have the final say before the draft concept plan goes to the Council. Commissioner Christensen asked, if the Commission approves the concept plan, then how much can it be changed? Community Development Director Turnblad responded that recommending the concept plan for approval means agreeing to the concepts of having certain use areas, parking outside the park, a trail that runs the entire length of the property, and a natural surface. Exact locations, for instance putting bathrooms close to the parking lot, would be determined later. Commissioner Brandt reminded the Commission that the City is putting a park on a major bike trail. He feels bikers are probably going to use the park more than anyone. Mr. Turnblad noted that the pushback received from the non -biking public was pretty vocal, saying the bikers already have their trail. Chairwoman Amrein said there could be bike racks available so bikers could park their bike there and enjoy the park. Commissioner McGarry that's what they do in Lowell Park - they're not riding their bikes on the grass there. Community Development Director Turnblad suggested it might make sense to have portapotties on both the north and south ends or perhaps someplace near the garage. The other one could be someplace nearer to the entrance to the park. It's not that the City is discouraging bikers from using it. Commissioner Christensen stated he runs that trail every single day and sees many more walkers and runners than bikers on most days. Commissioner Snellman commented that, especially if there is canoe and kayak rental, the portapotties will be needed in those areas. Page 3 of 6 Parks and Recreation Commission Meeting December 19, 2016 Chairwoman Amrein asked what if the theater project and its parking lot doesn't get built? Mr. Turnblad replied whether or not the theater is built, the parking lot space is still available. Commissioner Nelson asked about the impact the change of use would have on wildlife particularly on the nearby island where people see bird migrations. Mr. Turnblad responded there will be less lawn area after the park improvements than before. He acknowledged that the presence of more people will impact wildlife. Chairwoman Amrein asked if cross country skiing would be allowed. Mr. Turnblad said he thinks the trail segment will only be about half to three-fourths of a mile, so it may not be suitable for cross country skiing but maybe snowshoeing. Commissioner Nelson suggested in the future there might be a nature preserve center with programming. Chairwoman Amrein pointed out Warner Nature Center, Belwin, and Carpenter all have programs for families. Mr. Turnblad added there are interpretive possibilities that don't have to be contained within four walls. Community Development Director Turnblad stated the draft concept plan will go to the City Council January 3. If they approve the concept plan, then the conservation easement would be established and the City could close on the property in about 60 days. Then staff would determine when to start putting together the master plan, probably next fall. So next year at this time the City will be looking at the master plan. If the Council approves the concept plan, the house would be demolished as soon as possible after closing. Motion by McGarry, seconded by Christensen to recommend that the Council approve the concept plan as presented, with the trails and the portapotty adjustments discussed. All in favor. 2017 Capital Outlay Public Works Superintendent Moore presented the proposed capital outlay plan for 2017 which includes park improvements and equipment, as well as carryover of funds that were unspent in 2016. Commissioner Nelson asked about concrete stair rehabilitation. Mr. Moore replied that next to be done will be the Laurel Street stairs by Pioneer Park. As for the stairs near the Oasis, until there is good safe pedestrian access along the highway, staff doesn't want to promote pedestrian usage there. Councilmember Polehna asked about the bathrooms at Pioneer Park. Mr. Moore replied that in 2018, staff will start to ask for capital outlay funding for that. This year they hope to hire an architect and do a design to get cost estimates. Commissioner Christensen remarked that the 2016 capital budget looks like very much like 2017. He asked the amount of the park fee revenue the City will receive Page 4 of 6 Parks and Recreation Commission Meeting December 19, 2016 for Hockey Day and the Ice Castle. Mr. Moore replied he does not know the Hockey Day dollar amount yet; staff is working on the contract. He will get Commissioner Christensen the revenue figure for the Ice Castle. The agreement was based on the Ice Castle's previous agreement with Eden Prairie. Councilmember Polehna confirmed that Stillwater fees are consistent with what other communities have charged the Ice Castles. Mr. Moore added there is another staff meeting tomorrow about fees charged by the City for park activities. Commissioner Christensen questioned the lack of funding to implement the master trails plan done by Melissa Douglas. He hopes it is not just another study done for study's sake. If any implementation of the plan is done in 2017, where will that money come from? Councilmember Polehna stated that some of the items have been done as part of street projects. Mr. Moore agreed that many items are incorporated into the street improvements, for instance signing and striping. Commissioner Nelson said if projects are consistently not getting done because of staff availability or some other reason (resulting in carryover budget items), then the City should look at a larger picture. Mr. Moore responded that a lot of funding is still earmarked for the same projects but staff has not gotten to those projects yet. Motion by Commissioner McGarry, seconded by Commissioner Nelson, to recommend that the Council approve the 2017 capital outlay budget including carryovers as presented by staff. All in favor. INFORMATION ITEMS Brown's Creek Trail Winter Maintenance Mr. Moore explained that City staff plowed the trail on December 24 on a trial basis. This went well and staff will continue working on a winter maintenance agreement with the DNR. A draft of the agreement will be provided for the Commission to review for recommendation to the Council. Councilmember Polehna said that Commissioner Kriesel and he met last week with the Wisconsin Trail Coalition, a group that is looking at doing some cooperative activities on trail systems, like mapping. Everyone in that group was amazed at how organized Stillwater is in promoting the trails. COMMISSION ITEMSITOPICS Chairwoman Amrein reported a citizen asked her why the bathrooms in the pedestrian plaza and Lowell Park are closed in winter, especially with big crowds coming for the Ice Castle and Hockey Day. Councilmember Polehna replied that those entities are bringing in portapotties. Superintendent Moore explained that it's not just the initial cost of winterizing the bathrooms with insulation and installing an HVAC system. There would be liabilities associated with maintaining the downtown bathrooms all winter long, like changing mats sometimes twice a day and heating. Page 5 of 6 Parks and Recreation Commission Meeting December 19, 2016 There are also ongoing costs. The pedestrian plaza bathrooms were not insulated. The City insulated the Lowell Park bathrooms in case they wanted to winterize them in the future. Councilmember Polehna remarked he doesn't know anyone who keeps their freestanding public bathrooms open in winter. Commissioner Christensen remarked that at the public meetings for the downtown plan, public bathrooms were one of the number one items. Commissioner Brandt reported he is involved with a metro standardization for city, county, state, and federal bike trails and parks as part of a nationwide effort. Chairwoman Amrein reminded the Commissioners they are invited to attend the 4:30 Council workshop meeting January 3rd when the Aiple concept plan will be discussed. Superintendent Moore said there are a couple skate -able ice rinks at Brown's Creek and Northland; staff is working on Legends Park and a few other places. ADJOURNMENT Motion by Commissioner Snellman, seconded by Commissioner McGarry, to adjourn. All in favor. The meeting was adjourned at 8:59 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 6 of 6 Via ter THF BIRTHPLACE OF PAI NNES01A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: January 19, 2017 Re: Proposals for Updates/Changes to Stillwater Event Policy BACKGROUND The Parks and Recreation Commission has discussed event policy at past commission meetings, had members serve on the committees involved with the development of the original policy and given recommendations to the City Council. City staff has spent the last 6 months collecting background data, researching other community event policies and discussing potential changes and additions to the current event policy. DISCUSSION The proposal for updates and changes to Stillwater Event Policy was brought before Council at their January 3, 2017 meeting. The Council had some questions and comments that will be ready for the meeting Monday night. Additionally the Council directed staff to present the proposal to the Parks and Recreation Commission for review, discussion and recommendation to Council. Highlights of some changes are additional definitions of Event/Special Event/Special Event with Contract, when contracts will be required for Special Events, increased fees for Special Events and Special Events with Contracts, application time line and routes for run/walk/bike events. Tom McCarty, City Administrator will be at the meeting Monday to discuss the proposed changes, answer questions and will have additional information. RECOMMENDATION The Parks and Recreation Commission should review the Proposals for Updates/Changes to Stillwater Event Policy and provide recommendations to City Council. -4i 1 a i11W tei .� r H E B I R 1 H P i A C E 0 f M I N N E S 0 1 A EVENT PERMIT APPLICATION INSTRUCTIONS The City of Stillwater encourages events and would like to help make them run smoothly. In doing so, it is important to balance the probable impacts of the event on the community with the desires of the event participants. Some events may include street closures, amplified music, admission charges, sale of goods or services or have a large number of people. To improve the chances of having a successful event and maintain the quality of life for the surrounding community, these activities require permits to give City departments, Commissions or the City Council the opportunity to review the plans with an eye toward the goal of balance. There are 4 steps to completing the application — These steps will assist you in completing the application and obtaining your permit. Please review each step carefully. Incomplete applications or late applications will be returned to the applicant. Step 1— Determine which threshold your gathering will fall into. If your gathering does not fit into any one of these three thresholds, you do not need to complete the application process. If the gathering will use a public park, Contact the Parks Department for further reservations. Event Your gathering is an event when any one of the following applies: Closure of street One block of a residential street is closed for 5 hours or less Or Any portion of a commercial street is closed for 2 hours or less. Public parking lot use 1 to 9 spaces in a public parking lot are reserved. Street use The event has a route on a public street(s), such as races, walks, or parades. Number of people in a park 250 or more people are expected at a time in a public nark. * Special Event Your gathering is a "special event" when any one of the following applies Closure of street One block of a residential street is closed for more than 5 hours Or More than one block of a residential street is closed (any length of time) Or Any portion of a commercial street is closed for 2 hours or more. Public parking lot use 10 or more spaces in a public parking lot are reserved. Street use The event has a route on a public street(s) (such as a race, walk or parade) that requires street closure traffic control, street sweeping, or t use of "no parking signs" along the route. Special Event with Contract An event requires a contract with the city if: Overtime of city employees is necessary, OR extra paid personnel are necessary, OR extra -ordinary city employee support or city materials are necessary, OR any out-of- pocket expenses are incurred by the city. *Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. Page 1 of 6 Step 2 — Checklist for Completing Application Once you have completed Step 1 and have determined the type of gathering you are planning, follow the appropriate checklist for that type. City Staff will verify your gathering type. Be sure to check availability of dates to hold your event within the City of Stillwater by calling 651- 430-8837 before submitting your application. "Event" Check list: 1. Submit a complete Events Permit application form to the City with a site layout plan of the event. 2. Application Deadline: Submit application at least 30 days before the event. 3. No application fee is required. 4. Event Permit application is reviewed by City staff and prepared for issuance. Events requesting a noise variance must be reviewed by City Council. 5. A $500 event impact fee along with a $750 refundable damage deposit may be required by the Park Commission if the event has the likelihood of impacting a park beyond "normal wear and tear". 6. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the event organizer, the permit could be mailed or sent via email. "Special Event" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A $50 non-refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer (if applicable) —see item #4 for more information. 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. If the event does not occur completely within a public park, the organizer must submit a flyer to be distributed as a public notification to all properties immediately adjacent to the event location. The flyer must be submitted with the application. Items to include on flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. 5. City staff will review the notification flyer submitted by the organizer. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. City staff will route the Event Permit application to applicable Commissions for review and comments. 7. A $500 event impact fee along with a $750 refundable damage deposit may be required by the Park Commission if the event has the likelihood of impacting a park beyond "normal wear and tear". 8. The City Council will consider comments from City staff and the applicable Commissions and take action on the requested Event Permit application. 9. City staff will prepare the Event Permit for issuance. 10. Any additional fees will be due 3 weeks prior to event. 11. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the organizer, the permit could be mailed. Page 2 of 6 "Special Event with Contract" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A $100 non-refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer— see item #4 for more information. d. Estimated cost of producing and mailing a neighborhood meeting notice (if applicable). 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. City staff will review the notification flyer submitted by the organizer with the application materials. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. 5. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. Two to four weeks after the completed application is submitted to the city, but no later than three weeks prior to the event, the City will hold a neighborhood meeting for public comment. The neighborhood meeting must be held prior to consideration of the permit request by any of the applicable Commissions or the City Council. 7. Notices for the neighborhood meeting will be prepared and mailed by the City to immediately adjacent property owners of the venue. (Note: Any permit request for an event that was held in 2010 that is not being changed substantially in 2011 or subsequent years is considered "grandfathered". A "grandfathered" contract event is not required to have a neighborhood meeting.) 8. City staff will route the Event Permit application to applicable Commissions for review and comments. 9. A $500 event impact fee along with a $750 refundable damage deposit may be required by the Park Commission if they find that the event has the likelihood of impacting a park beyond "normal wear and tear". 10. City staff will meet with the event organizer to draft a contract for event services. 11. The City Council will consider comments from City staff, the applicable Commissions, the recorded public testimony from the neighborhood meeting and take action on the requested event permit and draft contract. 12. City staff will prepare the Event Permit and signed contract for issuance. 13. Any additional fees will be due 3 weeks prior to event. 14. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the organizer, the permit could be mailed. 15. A post -event questionnaire will be offered to residents and local businesses on the city's website. The comments will be tabulated and given to the event organizer within 30 days of the event and the results will be included in the review of the subsequent year's permit request Step 3 — Review Policies and Fees The following are the policies and fees for holding an event in the City of Stillwater. All fees will need to be submitted three weeks prior to event. Page 3 of 6 Application Submittal Deadline and Fee —Any application that is incomplete or submitted after the required submittal date will be returned to the applicant. Check availability of dates to hold your event within the City of Stillwater by calling 651-430-8837 before submitting your application. A gathering determined to be an "Event" must complete and submit an application 30 days prior to the event. No application fee is required. • A gathering determined to be a "Special Event" must complete and submit an application 60 days prior to the event and submit a $50 non-refundable application fee. o A gathering determined to be a "Special Event with Contract" must complete and submit an application 60 days prior to the event and submit a $100 non-refundable application fee. Alcohol Regulations — A permit is required for having alcohol at events. See below for more information. Police Officer Requirement: If more than 75 people are in attendance of an event, a police officer will be required. Contact the Police Department at 651-351-4900 to arrange for an officer and payment. A Consumption Permit is required for any alcohol consumed on public property using any type of alcohol (wine, strong beer, 3/2 beer or liquor). Any alcohol sold or given away during an event must obtain a Temporary Liquor License. A Consumption Permit fee is $35/day. Contact 651- 430-8837 to obtain a permit. Temporary Liquor License is required if the event is selling or giving away liquor in the course of the event. The fee for a Temporary Liquor License is $25/day. The license application process is handled by the Administration Department, contact 651-430-8802 to apply. There are two types of Temporary Liquor Licenses: 3.2 beer Temporary Liquor License: A club or charitable, religious or non-profit organization may be issued a temporary 3.2 beer license subject to the terms (see below) set by the city. On -sale spirits, wine and beer Temporary Liquor License: A club or charitable, religious or other non-profit organization in existence for at least three years may be issued a temporary license for the on -sale of intoxicating liquor in connection with a social event within the city/county sponsored by the licensee. The license may not be for more than four (04) consecutive days. This permit must be approved by the City Council 30 days before the event and staff will submit to Minnesota AGED. Terms: • A temporary liquor license must be approved by the City Council and the State of Minnesota Alcohol & Gambling Control Division 30 days prior to the event. • Liquor will be confined to a specific area of the event, fencing will be required and a Police Officer(s) as determined by the Police Department. • Any service of liquor will require server training by either the Stillwater Police Department or an affiliation recommended by the Stillwater Police Department. Certification of Server Training is a required submittal prior to receiving the temporary liquor license (3.2 or on -sale). Event Notification Flyer—A gathering determined to be a "Special Event" that does not occur completely within a public park or a gathering determined to be a "Special Event with Contract" must submit a flyer to be distributed as a public notification to all properties immediately adjacent Page 4 of 6 to the event location. The flyer must be submitted with the Event application. City staff will review the flyer submitted with the event application. When approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue at their own cost. This flyer must be distributed at least seven days before the event. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. The event organizer is responsible for cost of producing and distributing the flyer. Materials – Since event use of materials owned by the city (e.g. barriers, cones, signs) creates wear and tear on those materials, that use must be paid for by the event organizer. As long as the equipment and services are appropriate for the event and the event can be run safely in the estimation of city staff, the organizer could contract for services and materials elsewhere. City staff will review application and may adjust how many materials will be required for the event. The fee schedule for city materials is: Picnic Tables Orange Fencing Trash Containers Refuse Collection Portable toilets Portable toilet – Handicapped Electrical use (Parks, except Lowell Park) Electrical use (Lowell Park) Barricade 4' to 12' Saw Horse (no flasher) Barricade 4' to 12' Saw Horse (with flasher) Drums Reflective Cones Traffic Sign on stand PD No Parking Signs $10.00/table/each day of event $2.50/lineal foot $8.00/container/each day of event Cost of staff time $60/event/unit $150/event/unit $10.00/ each day of event $20.00 per elec. box/ each day of event $2.00/barricade/each day of event $5.00/barricade/each day of event $1.00 /drum/each day of event $1.00 /cone/each day of event $2.00/sign/each day of event $3.00 /sign/each day of event plus labor if posted after normal business hours Neighborhood Meeting Mailing Costs – A gathering that meets the threshold for a "Special Event with Contract" will be required to hold a public meeting to receive input from the surrounding neighborhood. This meeting must be held three weeks prior to the event. Notices for the neighborhood meeting will be prepared and mailed by the City to the immediately adjacent property owners. The organizer will pay for the cost of mailing notices (first class postage, letterhead, envelopes) for the public input meeting. Parking Space Usage Fee - -._-._.------ � — Downtown Parking Rates - Peak Season (May through September) 4 Weekday (MO" -wed) Weekend/Holiday (Thurs-Sun) Lot $15/day/spacer $15/day/space' Lott $9/day/space' $9/day/space' Other paved city lots $1.50/day/space3 $3/day/space3 Unpaved city lots $1/day/space3 $1.50/day/space3 On -street parking (except on Main Street') $9/day/space $9/day/space 1 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $5; >4 but <8 hours = $10; more than 8 hours = $15. z Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $3; >4 but <8 hours = $6; more than 8 hours = $9. 3 This rate applies whether the space is used (or reserved) for a partial or full day. On -street parking spaces cannot be reserved on Main Street. Page 5 of 6 Downtown Parking Rates - Off Season (October through April) All lots: 3 hours or less All lots : > 3 hours Weekday ("^° Thurs) f Weekend(Iri-S0") Free, but must be approved I Free, but must be approved by Parking Commission $1.50/day/space On -street parking (except on Main Street') I $3/day/space by Parking Commission $1.50/day/space $3/day/space Park Usage Fee — Standard park reservation and facility use fees (described below) will be required along with a $100 refundable damage deposit. • Amenities such as picnic shelters, pergola or gazebos: $50/day for Stillwater city residents or $100/day for non -Stillwater city residents. • Park Open Space: no cost for Stillwater city residents or $50/day for non -Stillwater city residents. ■ Pioneer Park Bandshell or Lowell Park Amphitheater: $125 fee for resident or non-resident. ■ Contact the Park Department for Teddy Bear Park Building rates. ■ A $500 Event Impact Fee plus a $750 refundable damage deposit may be charged for any event that has the likelihood of impacting a park beyond "normal wear and tear". ■ $50 refundable deposit for water shut off key if needed. Police Services — The Stillwater Police Department will determine the number of Police Department employees and/or Police reserves needed for an event. (Reserves will not be hired in lieu of employees, but as a supplement to employee staffing). The Stillwater Police Department retains the right to require more services than requested if determined to be necessary. Fees for the Police Department employees will be charged at the on -duty overtime rate per employee; with a two (2) hour minimum. Fees for the Police reserves will be charged at $15/hr per reserve with a two (2) hour minimum. The total estimated cost will be invoiced and paid to the City of Stillwater prior to the event. Out-of-pocket Expenses — Fees for city services will be limited to the city's out-of-pocket expenses. Out- of-pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. Step 4 — Complete Application Complete the Events Permit application and submit the items on the checklist in Step 2. Make sure you have everything included and don't miss the deadline. For any questions regarding the application process contact 651-430-8837. Mail completed application packet to: Attn: Beth Wolf, City of Stillwater, 216 N. 4th Street, Stillwater, MN 55082 Or email to: bwolf@ci.stillwater.mn.us Or fax to: 651-430-8810 Other Contact Information: City of Stillwater: Administration 651-430-8800 Fire Department 651-351-4950 Police Department 651-351-4900 Public Works Department 651-275-4100 Lakeview EMS 651-430-4621 Department of Natural Resources 651-259-5875 Minnesota Department of Transportation 651-234-7500 Washington County (events) 651-430-4313 Washington County Health Department 651-430-6698 Page 6 of 6 watet Administration TO: Mayor & City Council FROM: Tom McCarty, City Administrator DATE: December 29, 2016 SUBJECT: Proposals for Updates/Changes to Stillwater Event Policy BACKGROUND INFORMATION: The Stillwater Strategic Plan adopted by the City Council in October of 2015 included an initiative to "Review the City Events Strategy and Update Event Policies". City staff has collected background data regarding event activity within Stillwater, researched event policies from similar Minnesota cities, discussed potential policy updates at City Council work sessions and convened staff work sessions to develop, discuss and analyze potential City Event Policy updates and changes. Elements of the City Event Policies that have been reviewed as part of the current analysis include: Application Submittal Timelines, Event Thresholds, Fee Structure, and Designated Routes for Events. Attached for City Council review is a draft "redline" version of the applicable sections of the City Event Policies showing suggested language updates to the Event Policies. Background information is included showing the number, location and type of events in 2016. Also included are two maps depicting all 2016 route events in different formats: by type of event (contract, special or regular event), and by event title. REQUESTED COUNCIL ACTION: Staff requests the City Council review the proposed updates to the City Event Policy and provide direction to staff for further review and analysis on the proposed updates. Staff will present the proposed Event Policies updates to the Parks Commission and any other appropriate City boards or commissions for their consideration, input and recommendations prior to submitting final recommended updates for City Council consideration and action. Updates to the City Event Policies will require adoption of a resolution by the City Council. 2164 1h Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us PROPOSED CHANGES TO THE CITY OF STILLWATER EVENT POLICIES December 29, 2016 Council adopted a resolution on December 21, 2010 establishing policies and procedures for reviewing event applications. The following items printed in red are the draft proposed changes to be amended to the current policies. Application Submittal Extend the application due dates on Special Events and Special Events with Contract to allow for greater lead times to complete the review process. Application Due 30 days prior to event No Application Fee Special Event Special Event With Contract Application due 68 90 days prior Application due 69 120 days to the event prior to event $50 Application Fee $100 Application Fee Event Thresholds Revisions on event descriptions to provide event organizers a clearer distinction of where their event will be placed for the application review process. Event Special Event Special Event With Contract A gathering is considered an A gathering is considered a A special event requires a event when any one of the special event when any one of contract with the city if. following thresholds applies: the following thresholds applies: _ 1) Closure of street — One 1) Closure of street — One block of block of a residential street is a residential street is closed for closed for up to 5 hours, or more than 5 hours; or more than any portion of a commercial one block of a residential street is street is closed for up to 2 closed for any length of time; or hours. any portion of a commercial street is closed for 2 hours or more. 2) Public parking lot use —1 2) Public parking lot use —10 or to 9 spaces in a public more spaces in a public parking parking lot are reserved. lot are reserved. 3) Street use (including 3) Street use (including sidewalks sidewalks and trails) — The and trails) — The event has a route event has a route on a public on a public street(s), sidewalks or street(s), sidewalks or trails, trails, (such as a race, walk or such as races, walks, or parade) that requires street parades that don't require closure, traffic control, street traffic control and obeys all sweeping, or the use of "no traffic rules. parking signs" along the route. 4) Number of people in a 4) Number of people in a park Number of people in a park 1000 -2500 people are expected in 2500 or more people are park - 250 or more people are expected at a time in a a public park. Page 2 of 3 public park. (Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold). Special Event expected at a time in a public park No event base fee required $500 per day* Base Fee if using Contract with city required The event occurs on multiple Lowell Park or Pioneer Park $1,500 per day* Base Fee if (see maps). days, OR ever -time 4city engpieYees r OR Bike events require preapproval v}r Gid H c,i Gr_e neeessae}F OR extra- Events with Routes — No Events with Routes — $1 per ordinary city employee participant fee required registered participant support or city materials are necessary, OR any out-of- pocket expenses* are incurred by the city, OR Cost of City Services is over $1,000 *Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. Fee Structure Restructure the park usage fee to establish a tiered fee that captures the impact on city facilities and services based upon the size of the event and location. All events will continue to be responsible to pay for reserved parking spaces, police services and city equipment/materials. Event Special Event Special Event With Contract No event base fee required $500 per day* Base Fee if using $500 PaFk "sage Cee required Lowell Park or Pioneer Park $1,500 per day* Base Fee if (see maps). using Lowell Park or Pioneer Bike events require preapproval Park Events with Routes — No Events with Routes — $1 per Events with Routes — $1 per participant fee required registered participant registered participant *Per Day includes each day of event. Separate load in day fee of $500/day will apply. Designated Routes for Events Define locations where running routes such as 5K, 10K can occur within the City to decrease the impact on neighborhoods, city services and facilities. Event Special Event Special Event With Contract Preapproval of planned route Run events can only use the Run events can only use the required following routes. Define routes. following routes. Define (see maps). routes. (see maps). Bike events require preapproval Bike events require of planned route preapproval of planned route Page 3 of 3 Revisions an Application and Instructions Update the application and instructions to improve descriptions of items needed when applying. 1. Insurance (current minimums required by LMC) 2. Vendor Types (differentiate between food and retail) 3. Emergency Action Plan (provide a sample) 4. Alcohol Updates (fencing requirements, insurance rules and compliance program) 5. Advertising prior to event approval or application submittal 6. Final event site plan due 15 days prior to event, barring emergencies such as St. Croix River flooding. STILLWATER EVENTS Number of Events Year 2016 2015 2014 2013 2012 2011 Events 21 20 14 19 19 18 Special Events 7 6 10 9 9 9 Contract Events 10 10 8 8 9 9 Other Events 3 3 1 1 2 1 Total Events 41 39 33 37 39 37 Location of Events (one event has multiple locations) Year 2016 2015 2014 Downtown Events 15 15 15 Route Events 15 6 5 Block Parties 8 9 6 Other Sites/Parks 6 9 7 2013 2012 2011 12 14 13 7 7 6 9 7 9 9 11 9 The statistics above do not include: Multiple dates for Summer Tuesdays, Car Show or Farmers Market Teddy Bear Park or Washington Square children's programs Park reservations for weddings, picnics, ball tournaments, etc Event TvDe Description Events Residential street blocked <5 hours or Commercial street <2 hours or <9 parking spaces reserved or route with no services required or >250 people in public park Special Events Residential street blocked >5 hrs or more than 1 block or Commercial St >2 hrs or 10+ parking spaces reserved or route with traffic control, street closure, or parking restrictions Contract Events A Special Event needing a contract due to services over $1000 or held multiple days Other Events Doesn't fit event criteria but requires approval or city services Updated: 11130/2016 2016 Events (by Type of Event) Contract Events - *event held multiple weeks Location Size 1 * Summer Tuesdays Downtown - Lowell Park and 1 Parking Lot 600 2 Stillwater Harvest Festival Downtown - Lowell Park and 1 Parking Lot 10,000 3 Ice Castles of Stillwater Downtown - Lowell Park and 1 Parking Lot 50,000 4 Rivertown Art Festival Downtown - Lowell Park and 2 Parking L.ots 5,000 5 Fall Fine Art and Music Festival Downtown - Lowell Park and 2 Parking Lots 6,000 6 * Crusin' on the Croix Car Show Downtown - Multiple Parking Lots 1,000 7 Lumberjack Days Downtown - Lowell Park and Multiple Parking Lots 15,000 800 Lumberjack Days Downhill Derby Route - 2nd Street Other - parking lot 700 Lumberjack Days 5K Route - Around lake to Pioneer Park Lumberjack Days Parade Route - Washington Park to Pioneer Park 8 North Star Grand Prix Route - Downtown and 2 Parking Lots 5,000 9 Stillwater Half Marathon & 5K Route - Into city ends at Pioneer Park 1,600 10 * Stillwater Farmers Market Other - 1 Parking Lot 200 94,400 Special Events Location Size 1 Brine's Bocce Ball Tournament Downtown - 1 Parking Lot 250 2 NILMDTS Rememberance Walk Route - Downtown Lowell park 800 3 Embrace Autism 5K Route - Oak Park Elementary 200 4 Turkey Trot Route - River Valley Athletic Club 150 5 Faster Than The Pastor Route - St Mikes & St Marys Church 1,000 6 St. Mary's German Fest Block - 5th St S 500 7 St. Mary's Wild Rice Festival Block - 5th St S 500 3,400 Events Location Size 1 Winter Ice Cream Social Downtown - Lowell Park 1,000 2 US Gondola Nationals Downtown - Lowell park 300 3 Twinkle Party & Tree Lighting 4 S.E.E.D Earth Day 5 Reindeer on the Plaza 6 Ragnar Relay 7 Stairs of Stillwater Fundraiser 8 St Croix Catholic Walk-a-thon 9 834 Voice Walk-a-thon 10 American Diabetes Walk 11 Unity Day 5K 12 North Hill Ice Cream Social 13 Block party on North 5th St (Spring) 14 Block party on North 5th St (Fall) 15 Wash Cty Law Enforcement Day 16 Greeley Golden Living Party 17 Block party on William St 18 Wash Cty Hazardous Waste Day 19 1st State Bank Open House 20 Memorial Day Ceremony 21 Veterans Day Ceremony Downtown - Lowell Park 3,000 Downtown - parking lot 100 Downtown - Ped Plaza 400 Route - through the city 400 Route - through the city into Lowell Park 250 Route - St Croix Catholic School 350 Route - 1st Presbyterian Church 400 Route - around lake to Pioneer Park 300 Route - Stillwater Jr High 1,000 Block - 3rd St N 75 Block - 5th St N 100 Block - 5th St N 100 Block - Pine Street 200 Block - William St 100 Block - William St 25 Other - Lily Lake Park 800 Other - Liberty Square Park 500 Other - parking lot 700 Other - parking lot 200 10,300 City Events Location Size 1 SPD Youth Bike Safety Rodeo Downtown - parking lot 400 2 Independence Day Celebration Downtown - parking lots, parks 30,000 3 2016 Night to Unite Other - Washington Square 1,500 31,900 Total Estimated Attendance for all Events: 140,000 C (D W., 0 0 >Y U L c6 U X O U 05 D H to Z moi` `U y� C m ��/ 1 , 1 � W u Q W W u o V`w'VVr a o4i W C u c a O m m o b W M V 7 Q L O W bo to O N - is NNA 0 2 0 O rc z 49, r 4� 3�tl �o m �w a� c o0 � cn o m Z N F o Z W Q o 0 3�tl City Council Meeting January 3, 2017 Councilmember Polehna stated he thinks the overall concept plan is good, but he would like to see more people have access to the park, and to make access easier for handicapped and for parking. He feels that everybody should be able to use the park. Discussion on Special Event Policy recommendations City Administrator McCarty reported that staff has collected background data on event activity within Stillwater; researched event policies from similar Minnesota cities; discussed potential policy updates at Council work sessions; and convened staff work sessions to develop, discuss and analyze potential Event Policy updates and changes. He summarized elements of the policies that have been reviewed, including Application Submittal Timelines, Event Thresholds, Fee Structure, and Designated Routes for Events. He presented a draft version of the applicable sections of the City Event Policies showing suggested language updates. Staff will present the proposed Event Policies updates to the Parks Commission and any other appropriate City boards or commissions for their recommendations prior to submitting final recommended updates for Council action. Updates to the Event Policies will require adoption of a resolution by the Council. Mayor Kozlowski expressed that he feels the proposed timelines for application seem appropriate. Councilmember Polehna stated he would eliminate references to specific park names in regard to the fees. Mr. McCarty noted that the current park use fee, $500 per event for Lowell Park for contract events, would go to $1,500 per day. Currently, special events with contracts pay a very small park usage fee, but they pay the City for other things, for instance rental of picnic tables, barricades, restrooms, public safety costs and so on. A higher event park usage fee would cover all staff costs. Another possibility would be to have an event park usage fee and then a set standard fee for any public works, police or fire services. He stated that other communities are all over the board on this. Councilmember Polehna stated he would like to see the proposal reviewed by the Parks Commission. Mayor Kozlowski pointed out there are some events that are almost entirely done for the good of the community, such as Summer Tuesdays and Harvest Fest. He would not want to see their event park usage costs increased that much, but he does want to cover City costs. City Administrator McCarty noted there are negotiated fee structures built into the City's contracts with Ice Castles and Lumberjack Days. The City probably would not want to waive fees for all nonprofits as most of the organizers are defined as non-profit except for the possibly of two. There are about 35 events between May and October that use City parks. As the loop trail is completed, there will probably be more events and greater potential for conflicts among events wanting to use City parks. Councilmember Junker indicated that he also thinks the Parks Commission should provide input. He likes the fact that some of the fees are going up and felt that the current fees were too low. It will be important to achieve balance. He would not want Stillwater to be known as the event capital of the Midwest with an event every night and every weekend. Councilmember Polehna suggested adding a commercial use fee, for instance for filming a movie in Lowell Park. Mr. McCarty agreed to present the Council's thoughts to the Parks Commission. He informed the Council that the City should notify organizers of the past year's events that the Council is considering changes in the events policies. Page 3 of 9 City Council Meeting January 3, 2017 Councilmember Weidner reminded the Council that the bridge is in Oak Park Heights. He stated that the City should have conversations with Oak Park Heights, MnDOT and WisDOT for events involving the bridge and St. Croix County, since Stillwater will likely be the point of origin for some of these route events. STAFF REPORTS Police Chief Gannaway reported that Toys for Tots was very successful. He thanked everyone for their contributions. Fire Chief Glaser noted a relatively quiet year-end. Community Development Director Turnblad indicted that the new zoning administrator, Erik Olson - Williams, started work today. City Administrator McCarty informed the Council that the League of Minnesota Cities has invited Councilmembers to a legislative session on March 23 to review active legislation and visit legislators. RECESS Mayor Kozlowski recessed the meeting at 6:11 p.m. RECESSED MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:06 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Absent: None Staff present: City Administrator McCarty City Attorney Magnuson Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. OATH OF OFFICE FOR NEWLY ELECTED MEMBERS OF COUNCIL City Clerk Ward administered the oath of office to newly elected Councilmembers Junker and Weidner. APPROVAL OF MINUTES Possible approval of minutes of the December 20, 2016 regular meeting Motion by Councilmember Menikheim, seconded by Councilmember Junker, to approve the December 20, 2016 regular meeting minutes. All in favor. Page 4of9 (E � Ik � \ � . / 2 rz U) \ 0 f. s . L - 4� . :. 17- . . � w. ] » » = k & O oeso OKI. : . . \ ! � - k � � §. co co � 4k w .� �. ! | , g� .