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Home My WebLink About2017-02-27 PRC packetCITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, FEBRUARY 27, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, February 27, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the January 23, 2017 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. North Hill Community Garden 4. Stillwater Area Scholastic Cycling Advocates Request Information Items 5. Skating Rink on Lily Lake Discussion 6. Sport Court at National Guard Armory Commission Items/Topics 11watei� N E tl N kl N I/ C 1 0 V M I N N E 0 1 A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, FEBRUARY 27, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, February 27, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the January 23, 2017 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. North Hill Community Garden 4. Stillwater Area Scholastic Cycling Advocates Request Information Items 5. Skating Rink on Lily Lake Discussion 6. Sport Court at National Guard Armory Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING January 23, 2017 Present: Chairwoman Linda Amrein, Commissioners David Brandt, Scott Christensen, Rob McGarry, Sandy Snellman, and Council Representative Mike Polehna Absent: Commissioners Sam Nelson and Bill McGlynn Staff present: Public Works Superintendent Tim Moore and City Administrator Tom McCarty APPROVAL OF MINUTES Possible approval of December 19, 2016 Parks Commission_ meeting minutes Chairwoman Amrein requested the following changes: On page 1, the second paragraph under Aiple Property Park Planning, "A trail connection would probably be created from the parking lot to the trail itself" should be changed to "A trail connection would probably be created from the parking lot to the existing driveway." On page 2, the top paragraph, "There would also be an area to drop a canoe into the river" should be changed to "There would also be an area to launch a canoe." In paragraph 5, add "State" in front of "Senator" and correct Senator Housley's last name. In paragraph 6, add "a" in the phrase, "which is a lot of money." Commissioner Christensen requested the following change: On page 1, the first paragraph under Aiple Property Park Planning, the sentence "Therefore, the City will probably demolish it, which is consistent with the State's funding" should be stricken. Motion by Chairwoman Amrein, seconded by Commissioner Snellman, to approve the December 19, 2016 meeting minutes as corrected. All in favor. OPEN FORUM There were no public comments. ACTION ITEMS Proposals for Updates/Changes to the Stillwater Event Policy City Administrator McCarty explained that staff has been researching event policies from similar Minnesota cities. He summarized proposed updates and changes to the Event Policy as brought before the City Council at its January 3, 2017 meeting. He stated that staff looked first at the lead time that would be optimal for submission of Parks and Recreation Commission Meeting January 23, 2017 event applications: 90 days for special events and 120 days for special events with contracts. He explained what triggers which category an event would fall into. He added that there was discussion among staff about whether the policy should be extended beyond parks, to other facilities such as the St. Croix Valley Recreation Center. Chairwoman Amrein asked which entity will have jurisdiction over the old bridge when the new bridge is completed, for instance if a group wants to have tents on the old bridge and hold an event there. City Administrator McCarty responded that, for instance, if someone wants to do a 10K using the Loop Trail as the route, approvals would be required from many entities. He said staff will be working with all those entities to determine whether the DOT will be in charge of the Loop Trail or if they would allow the City to approve such uses. City Administrator McCarty presented the proposed fee changes. He reminded the Commission that where there is a contract, there is an ability to negotiate the specific requirements for events that occur over an extended period like the Ice Castles. Regarding events with routes, he said staff would recommend establishing a fee of $1 per participant, which is not uncommon. He added that the majority of events are done by non -profits, so reducing fees for non -profits would likely mean reducing fees for almost all events. Mr. McCarty added that the Council also talked about priorities, for instance, what if the City receives applications for three events proposed for one weekend. He said language is needed to cover that. Additionally, he said there is a capacity issue - how many events is too many? Parks require a recovery period for grass. Commissioner Christensen noted one issue that comes up a lot in discussions is whether the City should make money off its parks. He said his attitude has evolved the more time he has spent on this topic. He asked if the City is on the verge of making money off its parks, or nowhere near that threshold. City Administrator McCarty responded that in terms of the big events with contracts that were held in the parks in 2016, City expenses were $30,000+ (exclusive of administrative staff time). The fees charged totaled about $47,000. He is unsure if he would categorize this as the City making money because it didn't charge a lot of fees for all the other events that took place. Council Representative Polehna pointed out that another issue is lead time. For example, Run Stillwater was advertising their event for months but didn't approach the City until a week before the event. When denied, they then made the City appear uncooperative. He said the Council hopes to avoid that type of situation through establishing deadlines for event applications. Page 2 of 5 Parks and Recreation Commission Meeting January 23, 2017 Mr. McCarty said that the items being discussed probably wouldn't be implemented until 2018 to give all the organizers adequate notice. He feels it would be wise to get feedback from professional event organizers. Commissioner Brandt asked how involved the businesses and the Chamber are in decision-making. Mr. McCarty replied that the Chamber and downtown businesses are big supporters of many of the events. He has talked a bit with the current chamber director, who is very involved in a number of events. Commissioner McGarry noted it seems like staff has already done the homework. In his opinion, the City should break even and not have a large surplus of parks fees because the City should not make money off the parks. Regarding designated routes, Chairwoman Amrein asked if "sidewalk" includes stairs. Mr. McCarty replied yes. Ms. Amrein suggested that even though stairs are on the map, the word "stairs" should be added in the language. City Administrator McCarty said it could be suggested that if an event route diverts from the routes preferred by the City, or goes into other areas, prior approval is needed. Commissioner Brandt commented that part of the draw of having events in town is the old homes, so holding events in a newer part of town is not as attractive. That said, he worries about event fatigue caused by concentrating events on certain routes. However for some events like the Lumberjack Days parade, people who live on the parade route usually love it and make a party out of it every year. Chairwoman Amrein asked about limiting the number of events per day. City Administrator McCarty replied that the Council discussed this. Commissioner Christensen said hosting large events in Stillwater leads to more impacts than just park use. For example, in May there are 56 weddings scheduled for Stillwater. That makes it difficult for family visitors, casual tourists passing through, or other events if hotel rooms are all booked. He feels this is part of a broader discussion about how this impacts the citizens. He said he is not against it, but wonders how to control event overload. Superintendent Moore remarked that some wedding groups at Pioneer Park don't reserve the park, they just take their chances. City Administrator McCarty said the application materials online need to be revised to help applicants understand what type of event category they fall into. Other items that need clarity are alcohol standards, advertising (for example, some event organizers advertise their event in the community for a certain date and location well before the City receives any application materials). Also, the City holds public meetings for the big contract events, notifying everyone who lives within a certain radius of the proposed location or route. He added that the policy also needs to Page 3 of 5 Parks and Recreation Commission Meeting January 23, 2017 address last minute event changes. City staff would like to have the final site plan at least two weeks before the event. Mr. McCarty summarized that the next steps are that staff would like to gather some more comparisons, examine the financial impacts of proposed fee changes, speak to professional organizers to get their input, and then come back to Commission for further discussion. He would then go back to the Council with the Commission's feedback at some point. Council Representative Polehna added that public safety staff needs to provide an example of an emergency action plan, to avoid applicants simply writing "Call 9-1-1" - more is needed than that. Chairwoman Amrein asked who would be the person to allow an exception to a rule, for instance a late application, or the unavailability of a venue? Mr. McCarty replied that right now there is not authority vested in any staff people to do that, so it typically goes to the City Council. Many communities vest the authority in their parks director or some similar level position. Staff can do more research on this, looking at other communities of similar size. Public Works Superintendent Moore noted the Commission has talked about event overload and how years ago, it was limited to four events a year. He wondered if that's worth a discussion because now there are 12 major events a year. Commissioner McGarry said it would be nice to have a calendar of the events to determine whether there is room for more events. City Administrator McCarty said the commercial use of parks for for -profits is another issue to be explored. He said he will come back to the next regular meeting with follow up information and more research. Commissioner Christensen asked, if the City basically breaks even on its parks fees, how does the City improve its parks and facilities and how does this become a high priority? Mr. McCarty answered that it is a goal for the City to acknowledge, in its capital improvement program, the importance of paying attention to the needs of the parks. It also may require charging more for use of the parks and dedicating some of the revenue toward park improvements. Some communities have a staff person whose job is to manage all events within the parks operation. So there are different ways to handle it. He added this is probably something the Council could consider in their strategic plan which is due for an update in May 2017. Commissioner Christensen added that event fatigue to him means more than having too many people in the parks. It means that when an event leaves, everything is Page 4 of 5 Parks and Recreation Commission Meeting January 23, 2017 trampled and things need fixing but it's an afterthought because the event is over and everybody's left. He believes the City needs to take care of existing parks. Council Representative Polehna remarked that it would be nice to have a parks director to coordinate cleanup of the parks after events instead of relying so heavily on volunteers. Mr. McCarty acknowledged there is the question of whether the City needs to add staff as it adds park facilities. INFORMATION ITEMS There were no informational items. COMMISSION ITEMS/TOPICS Chairwoman Amrein informed the Commission she won't be attending the February 27 meeting. Council Representative Polehna reported that he met with members of a St. Croix County task force on trails to try to tie the City's trail systems into theirs. He brought up the issue of cooperating on Kolliner Park. Chairwoman Amrein referred to the City Council meeting where Community Development Director Turnblad reviewed the Aiple Property concept plan and there was a lot of controversy about whether the existing house had to be demolished. Council Representative Polehna responded that the question remains whether the City can utilize it; but it does not have to be demolished. Superintendent Moore acknowledged the City plows the property because access is needed in case of fire. Mr. McCarty confirmed the City is doing minimal maintenance. Commissioner Christensen stated the site is open now. Chairwoman Amrein said the City needs to think about naming that park. Commissioner Christensen stated he attended a meeting last Wednesday night regarding the Boomsite. He reported that Washington County is going to spend the year basically looking at taking it over - there will be public meetings and discussion at the County board level. ADJOURNMENT Motion by Commissioner McGarry, seconded by Commissioner Brandt, to adjourn. All in favor. The meeting was adjourned at 8:48 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 5 of 5 iter .. I'S THF BIRTHPLACE OF MINNESOTA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: February 24, 2017 Re: North Hill Community Garden DISCUSSION As part of the agreement with the City of Stillwater and the North Hill Community Garden, an annual meeting with the Parks and Recreation Commission is required to discuss policy and operations. Representatives from the group will be present to discuss their past seasons. Attached is a copy of the 2014-2016 agreement for your review. RECOMMENDATION The Parks and Recreation Commission should review the agreement and make a recommendation to City Council. LICENSE TO USE REAL PROPERTY This Agreement is entered into this between the City of Stillwater, as Licensor, and the North Hill Community Garden as the Licensee. WHEREAS, North Hill Community Garden wishes to utilize park property for the purposes of gardening and related recreation and WHEREAS, a Community Garden benefits all citizens of the City of Stillwater. NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED AS FOLLOWS: I. GRANT OF LICENSE The City of Stillwater hereby grants to North Hill Community Garden a license to use the real property located at Staples Field Park 403 West Aspen Street Stillwater, MN 55082 Property Identification Number: 2803020210014 II. LIMITATION TO DESCRIBED PURPOSE AND TERM The term of this License is 3 growing seasons beginning with 2014, and expiring on December 31 ", 2016. The licensed premises shall be used by Licensee solely for the purpose of gardening and related recreation during normal City of Stillwater Park Hours and must be renewed on or before January 1 st. III. TERMINATION The Licensor may terminate this agreement without cause. Any Termination must be executed by the City Council. If the Gardening Group decides to no longer maintain their space, they must immediately notify the City. Group will be responsible for restoring the garden to parkland to the satisfaction of city staff. If city staff determines that the garden is not satisfactory, the designated liaison will be given two separate warning notices. If the problem continues thereafter, the agreement will be revoked and the Gardening Group will be responsible for restoring the garden to parkland to the satisfaction of the city staff. IV. PAYMENT Licensee shall pay the City of Stillwater $1.00 per year for the use of the property. Payment shall be received 30 days after date of execution and annually thereafter. Payment shall be made to: City of Stillwater 216 North Fourth Street Stillwater, MN 55082 V. INDEMNIFICATION The Licensee agrees to indemnity, defend, and hold harmless Licensor for any and all claims arising out of the Licensees use of the premises. The Licensor's obligation is to indemnify the Licensee and individual garden members or volunteers for activities covered under this agreement. VI. NONDISCRIMINATION During the performance of this agreement, the Licensee agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed to national origin be excluded from full participation in or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. VII. RECORDS AVAILABILITY AND RETENTION Pursuant to Minnesota Statute 16C.05, Subd. 5, the Licensee agrees that the Licensor, the State Auditor, or any of their duly authorized representatives at any time during normal business hours and as often as they my reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of the Licensee and involve transactions relating to this agreement. The Licensee agrees to maintain and make available these records for a period of six years from the date of termination of this agreement. VIII. SPECIAL REQUIREMENTS AND CONDITIONS SELECTION OF GARDENERS The North Hill Community Garden shall develop a fair and open process for gardener selection. Availability of garden plots should be widely advertised, and distribution of plots should be equitable and on a first come, first serve basis. GARDENER PARTICIPATION All gardeners shall be expected to participate in maintenance of communal areas of the garden. COMMUNITY INVOLVEMENT The North Hill Community Garden is encouraged to engage with the neighborhood and/or wider community through events or projects such as open houses, garden tours, food shelf donations, etc. GARDEN BORDERS AND STRUCTURES The garden boundaries must remain as submitted on the original design plans. Any proposed expansion must be reviewed and approved by City Staff. Any structures including raised beds, bulletin boards, and gazeboes must comply with city building code and be approved by City Staff. GARDEN/PLOT MAINTENANCE North Hill Community Garden is entirely responsible for the maintenance of the Community Garden. Keep in mind that the space allocated is on public land and must always be actively maintained. North Hill Community Garden should provide the City Staff with a schedule of spring prepping and fall winterizing dates. Pathways and areas between Garden Beds must be mowed or mulched and maintained by the group. The City will not do any maintenance within the Community Garden itself. WATER The water supply is to be used by gardeners caring for their assigned areas. Use for any non -garden related activities is prohibited. COMPOSTING Only garden matter generated on site may be composted on site unless a certified composting plan is in place and garden club members monitor composting activities. Composting must comply with back yard composting guidelines as published by the Minnesota Pollution Control Agency. CLEAN-UP ACTIVITIES North Hill Community Garden will be expected to organize a spring work day to prepare the garden, and fall cleanup day to clean the site for winter. NEW MEMBERS North Hill Community Garden shall inform new members of the Community Garden rules and regulations, stressing the importance of ongoing maintenance. North Hill Community Garden must follow a transparent membership process open to all. As a public agency, City of Stillwater policy requires inclusiveness; anyone interested in joining North Hill Community Garden is to be fairly considered. FUNDRAISING North Hill Community Garden may organize fundraising events to finance needs of the Community Garden such as a compost bin, water hoses, plants, etc. YEARLY MEETING BETWEEN NORTH HILL COMMUNITY GARDEN AND THE PARKS AND RECREATION COMMISSION North Hill Community Garden shall hold an annual meeting with The Parks and Recreation Commission to: • Review Community Garden records. • Discuss the past year's budget. • Plan upcoming improvements. • Discuss Community Involvement in the Garden. PROHIBITED ACTIVITIES • Littering, dumping, alcohol consumption and other unlawful activities. • Amplified sound • Pets are not allowed in the garden. • Ball playing or other forms of active recreation. • Fire pits or bonfires. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated below. City of Stillwater Ken HarKe-ki, Mayor DATE: �- " �d 4) ATTEST: Diane F. Ward, City Clerk N Hill Commend --Garden BY: f%GbL l,. C TITLE: DATE: MwaNC ,ad.7sw � 9' • �� :9.11-'dl:tl Visit us at www.northhilicommunitygarden.org Or check out our Facebook page Some of the Benefits of Community Gardens.... Gardening is relaxing and combats stress Community gardens bring the neighbor- hood together Fresh veggies! Gardening is good exercise A great learning experience for our kids Community Gardens typically lead to an increase in neighboring property values Want to learn more or get on our e-mail list? Drop us a note at info(cD-northhilicommunitygarden.org THE NORTH HILL At"rt to .Ctwra �nry COMMUNITY GARDEN What is the North Hill Community Garden? The North Hill Community Garden (NHCG) is a non- profit neighborhood organization that offers Stillwater residents a place to create a garden, as well as a way to get to know their neighbors and build a stronger com- munity. We have 38 plots that are available for a small fee* on an annual basis, and two "community" plots planted by volunteers with produce available to anyone in the community. Several activities are planned throughout the year, in- cluding classes, work days (to maintain common areas) and an annual Harvest Festival at the end of the sum- mer.. 'The North Hill community Garden strives to be accessible to the en- tire community, regardless of ability to pay, and so `scholarships' are available to those that need them. "It's difficult to think anything but pleasant thoughts while eating a homegrown tomato.' - Lewis Grizzard Who Are We? The NHCG run by a small group of volunteers who meet throughout the year to plan activities and im- provements, tackle management issues, and serve as liaisons to our community. We all share a desire to come together to share, to learn, to grow food to- gether and to help strengthen our community. Although the garden is located in the North Hill neighborhood, all Stillwater residents are eligible to reserve plots and participate in all garden activities. The NHCG organizers are always looking for more volunteers to help make the garden work. Volunteer opportunities include planning, event organization, public relations, garden maintenance etc. For more information on how you can become involved please contact info@northhillcommunitygarden.org. Our Story The story of the North Hill Community Garden is a classic story of a group of citizens com- ing together and working with the city and local organizations to bring something special to the community. Prior to 2012, the site where the garden now sits was a vacant lot that used to be a basket- ball court. The basketball court had been decommissioned years prior due to issues with late night noise and misuse. The city had been looking for a good way to repurpose the land, but it was still unused and considered by many an eyesore. This changed in 2012 when a group of neighbors, led by Jack Roddy, and working with Community Organizer An DeLaVergne had the vision to make the space into a garden. Ann and Jack knew that a community garden was a great way to bring the community to- gether, promote healthy living, provide a source of food while creating a beautiful space in our neighborhood. When Jack, Ann and team approached the city with a proposal to build a garden, it was warmly received but, there were no funds in the city's budget for the project. Driven by a passion for the project, the team moved on undeterred. Community meetings were held to get input on the project from the entire community. Small committees were formed by vol- unteers to handle things like building materials or fundraising. Finally, with a generous contribution by the Friends of Stillwater Parks, donations by com- munity members, and support by the River Market Community Co-op, the garden became a reality. Although the garden is on city property, the garden continues to be strictly volun- teer run, with maintenance funds coming from plot rental fees and private donations. Hort h"11 cpm ty ga en Plant a Seed, Grew a CommunRy North Hill residents are busy again organizing the community garden to bring neighbors together through gardening. The garden is located on the corner of Aspen St. W. and N. Martha by Staples Field. Plots are available on a first come first serve basis to Stillwater residents, upon receiving payment and signing the gardening agreement available at our website: north hillcommunitygarden.org. 9 x 9 plots cost $30 and 4 x 9 plots cost $20 for the season. Scholarships are available. A suggested $20 donation for the scholarship fund can be made at the time of purchase. Handicap accessible plots are available. Signup begins Thursday, March 301h at 6:30p.m.in the fellowship hall at First United Methodist Church which is located at 813 West Myrtle Street in Stillwater. That night, during sign up, a free class will be taught by Sara Morrison of The Backyard Grocery. This class will be specifically geared toward the plots at the garden. Methods for soil preparation, variety selection, fertilizers, watering techniques and more will be discussed so you can learn about your new exiting and simple garden. If you are interested in purchasing a garden plot, sharing your gardening expertise or would like to simply volunteer some time to our effort, please join us. Kids are welcome. See you Thursday, March 30!!! Questions or more info? Email: info@northhillcommunitygarden.org Or call Sue Browne at: 651-430-1979 www.northhillcommunitygarden.org North Hill Community Garden Garden Plot Reservation Form • Garden plots at North Hill Community Garden (NHCG) for this gardening season will be assigned when the gardener: 1. Completes the Garden Plot Reservation Form. 2. Pays for the plot. 3. Returns a signed copy of this form to the NHCG Treasurer. Plots will be assigned on a first come, first serve basis. A gardener may have more than one plot provided there are open plots once everyone has had a chance to apply for a plot. If no plots are available at the time your registration is received, you will have the option of being placed on the waiting list and your plot fee will be returned. You will be contacted should a plot become available. Plot fees may be paid by check, money order, or cash and may be mailed or brought to the NHCG Treasurer. The plot fees include one season use of the plot and water. • Plot fees will be as follows: 9'x9' plot = $30 4'x9' plot = $20 3x9' elevated raised plot (handicapped accessible) _ $15 Members are encouraged to pay an additional $20 to help those who wish to garden, but cannot afford a plot. Extra contributions are encouraged in order to provide enough funds to improve the garden. Three scholarship plots will be available for applicants who may be unable to pay for the full price of a plot. • North Hill Community Garden members that want a plot must live in the city of Stillwater. • Garden plots will be assigned on a first come first serve basis. • Gardeners (or a representative) are required to attend the Spring Meeting, participate to help improve the garden, and participate in the maintenance of their garden plot. The Spring Meeting will be held at North Hill Community Garden, corner of Martha and Aspen, at a date to be determined. • Garden plots are assigned to one person only and are not transferable. Others may garden at your site, but the responsibility for payment of fees, clean up, and other duties at the site will be the responsibility of the individual whose name is assigned to the plot. • Gardeners must tend to their plot no later than June 1 and are responsible to keep it weeded. Please contact The NHCG Garden Coordinator if unable to attend to a plot for emergency reasons. If a plot appears to have been neglected for two weeks, the gardener will be notified. If two more weeks go by and the gardener has failed to attend to the plot or contact The Garden Leaders, the plot will be considered abandoned. It will be re -assigned to someone on the waiting list and the gardener will not be eligible for a plot the following year. • Dead plants, weeds, garden stakes, etc must be removed by Oct 15. • The North Hill Community Garden is located on Stillwater City Park property. The City of Stillwater bans the use of tobacco, alcohol and illegal drugs on the property. It is a violation of Minnesota law and park Policy EM -020.13 to possess a weapon on park property. Growing illegal substances or using alcohol, tobacco, drugs or possessing a weapon will lead to immediate expulsion with no return of plot fee. 2017 North Hill Community Garden Agreement Page 1 2/19/2017 • The North Hill Community Garden is a "chemical free" garden, meaning no chemical fertilizers; pesticides, herbicides, plant food, etc. may be used in the garden. • Please be aware of neighboring plots and strategically place tall plants or plants requiring support/structures so they are not shading other plots. • The path around plots is to provide gardeners access to their plots. The gardener must help maintain the path around the plot by keeping it clear of weeds, rocks, tools and other garden obstacles. Keep vegetation within the plot. When planting near paths, leave adequate space for plant growth so as not to overhang into the paths or another plot. • Do not bring sand or gravel into the garden area. Mulching with leaves, grass clippings, hay or straw to reduce evaporation and unwanted weeds is allowable. The use of plastic and other non -porous materials for ground cover is discouraged. • Water hoses must not cross other plots and must be attended at all times. Sprinklers are not permitted in the garden. The gardener is responsible for shutting off the water when finished using it. • If a city watering ban is in effect, gardeners must comply with the regulations. • Put only site generated compost in the compost bins. Plant material should not be put in the trashcans unless it is diseased or infested and there is a known risk of contaminating the compost site. The use of the compost from the bin will be discussed at a garden meeting/workday so that all gardeners have input into how to best use the compost. All garbage must be taken home. • Gardeners are not allowed to harvest from other plots without the permission of the assigned gardener. • Be considerate of the neighbors: when parking - do not block access to their house or mailbox; do not ask to use their telephone (except in an emergency). A Porta potty is available across the street near the baseball field. • Treat fellow gardeners with respect and consideration. • Parents are encouraged to bring children to the garden and introduce them to gardening. Supervise children and teach them to stay on garden paths. • Dogs or other family pets are not allowed within the garden. • Do not drive on the property. • The gardener will keep The North Hill Community Garden Leaders advised of any changes in contact information. • Complaints, policy additions or changes, and mediations will be addressed by The North Hill Community Garden Leaders. The NHCG email address is info@northhillcommunitvgarden.org 2017 North Hill Community Garden Agreement Page 2 2/19/2017 Liability Waiver and Signature The City of Stillwater does not assume responsibility for acts of vandalism or loss of crops due to thefts. I agree to abide by these conditions set forth by The North Hill Community Garden. I have read and understand The City of Stillwater License to Use Real Property agreement and I agree to abide by it. AGREEMENT TO RELEASE FROM LIABILITY I, the undersigned, do for myself and on behalf of my family and my personal representatives, hereby agree to forever release and hold harmless The City of Stillwater and The North Hill Community Garden, all of its trustees, officers, agents and employees for any and all liability arising from any claim, demand or cause of action of any nature for: • personal injury to myself or to others • damage to my personal property or to the personal property of others or • my death as a result of my participation in gardening activities, or caused by conduct, whether negligent or grossly negligent, of The City of Stillwater and The North Hill Community Garden, any of its officers, agents or employees. I certify that I am in good health and that I have no physical limitations that would preclude me from participating in these activities. I fully understand that the terms of this agreement are legally binding and that I am signing this agreement after having completely read it. I understand that neither The North Hill Community Garden Core Group and Leaders nor the City of Stillwater is responsible for my actions. I THEREFORE AGREE TO HOLD HARMLESS THE NORTH HILL COMMUNITY GARDEN AND THE CITY OF STILLWATER FOR ANY LIABILITY, DAMAGE, LOSS OR CLAIM THAT OCCURS IN CONNECTION WITH USE OF THE GARDEN BY ME OR ANY OF MY GUESTS. I have read and agree to abide by the above garden rules and policies. I understand that failure to abide by these rules will result in forfeiture of my gardening privileges. Printed Name Signature Date Contact Information: Address: Phone Number(s): Email: Amount Received: Check #: Plot Assignment: 2017 North Hill Community Garden Agreement Page 3 2/19/2017 N H CG FAQs • Do I need to live on the North Hill to have a plot? north hill community garden No, the North Hill Garden is open to all residents of Stillwater plul a Seed, G-owa CwnwFiily • Do I need to live in Stillwater to have a plot? Yes • If I had a plot last year, am I guaranteed to get it again this year? No. Plots will be assigned on a first come, first serve basis. If you are one of the first 39 people to sign up for a plot, you will have the option to choose the plot you had last year. • How do I reserve a plot? Come to the annual sign-up night, plots will be available on a first come — first serve basis. If there are still plots available after sign-up night, you can send an e-mail to info(a)northhillcommunitygarden.org. Annual sign-up dates will be posted on our web -site: northhillcommunitygarden.org. • Once I reserve a plot, how long do I have it for? You will have the plot for one season, March —October 15th • Where does my plot fee go? Your fee will go towards garden upkeep, maintenance, scholarships and supplies. Fees also help pay for classes throughout the year. • Are plots available for community groups? Yes, community groups can reserve plots. Contact info(c�northhillcommunitvgarden.org for more details. • What is a plot scholarship? The North Hill Community Garden strives to be accessible to the entire community, regardless of ability to pay, and so "scholarships" are available to those that need them. If you would like to apply for a scholarship plot, please contact our treasurer, Sue Brown at smsommerville@gmail.com . Scholarships are kept confidential. • What if I'm going to be travelling over the summer? We have a great group of gardeners that help each other out. We have "water me" and "harvest me" signs that are available to put in your garden if it needs attention while you are away. You can also send an e-mail to all gardeners by putting gardeners@northhillcommunitygarden.org in your address line if you need other specific assistance. • What are plot upkeep expectations? Plots must be maintained. While plots are rarely "weed free", they should not be overgrown with weeds as the weeds can spread to neighboring plots. Vegetables should be harvested before they rot. • What happens if I can't maintain my garden? First and foremost, ask for help. You can send an e-mail to fellow gardeners at Gardeners @northhillcommunitygarden.com and let them know what kind of help you need. You can also contact the Garden Leaders directly at info@northhillcommunitygarden.com if you have questions or need to discuss a particular situation. If a plot appears to have been neglected for two weeks, the gardener will be notified. If two more weeks go by and the gardener has failed to attend to the plot or contact The Garden Leaders, the plot will be considered abandoned. It will be re -assigned to someone on the waiting list and the r-dener-vh[k&t-be-e4ig4,ble-€s-r-a-p-1-at th-fal.lom4.ng-ear • Can I bring my pet to the garden with me? No. The North Hill Community Garden is considered a city park, and as a result, pets are not allowed. • I've never gardened before, is help available? Yes! You can send an e-mail to fellow gardeners at gardeners@ northhillcomminitygarden.org. Very often there will be other people with similar questions and others with good answers. You can also post questions on our facebook page. Additionally, a few classes are generally offered through the year. • What do I do if I have extra veggies? If you don't want to pick them, you can put a "harvest me" sign at the plant(s) with too many veggies, and that will let your fellow gardeners know they may take from your plot. These signs will be stored by the bulletin board in the garden. Alternatively, you can donate veggies to Valley Outreach. • Who is in charge of keeping walkways and common areas free of weeds? All gardeners are. The garden organizers will organize a spring work day to spread mulch, a fall clean-up day, and other times to maintain the common areas as needed. Gardeners are also encouraged to weed common areas on their own as needed, especially in the areas around their plots. • Can I use chemical pesticides and fertilizer? The North Hill Community Garden is a "chemical free" garden, meaning no chemical fertilizers, pesticides, herbicides, plant food, etc. may be used in the garden. • How can I help? Many volunteer opportunities are available throughout the year, including organization, maintenance, care of "sharing plots", etc . Please contact infoc@northhillcommunitygarden.org for more information. • 1 have a suggestion for the garden. Or need to report a problem. - who can I tell? Send a note to infoCaD-northhillcommunityaarden.org 0 Can I reserve more than one plot? Only if plots are still available after the Spring Meeting (AKA "spring work day") which is typically held in late April. • Why are some plots covered in black plastic? Some people cover plots in black plastic in the spring prior to planting to keep weeds at bay and because the heat from the sun is believed to prevent tomato blight from persisting year to year. 0 Is water available at the garden? Yes, the city has made water available. Hoses will be available for gardener's use. The water is turned off for the winter in mid October and is typically turned back on in mid May. The city turns on/off the water at all of the city parks at the same time. This garden is part of Staples Field, a city park. • What are the "sharing plots" These two plots are located on the east side of the garden. They are planted and maintained by volunteers and anyone in the community is free to enjoy the vegetables from these plots. e~E�emmunItYAL, North Hill Community Garden 2016 Treasurer's Report 2016 2015 2014 2013 2012 Grants $0.00 $0.00 $0.00 $0.00 $4,000.00 Donations and Fees from Garden Members $1,035.00 $1,090.00 $1,195.00 $1,180.00 $2,890.00 Total Revenue $1,035.00 $1,090.00 $1,195.00 $1,180.00 $6,890.00 Cost to Build/Maintain the Garden/Expenses $522.20 $376.07 $739.21 $677.44 $6,742.92 Ending Bank Account Balance $2,332.16 $1,819.36 $1,105.43 $649.64 $147.08 Total # of Plots 41 41 41 41 41 # of Paying Members 36 38 39 33 31 # of Donated (incl partially funded) Plots to Families and Individuals 3 2 3 7 8 # of Community Plots -- Produce Donated to The Community Kitchen 2 2 2 2 4 # of Members Who Contributed Additional Funds 3 5 6 14 19 N WE Sr - 65 FEET 16 FEET 7 FEET I 5 FEET Qi 82 FT. 4 IN. 1 FT. 8 IN. 111 FT. 8 IN. CHAIN LINK FENCE 11 12 13 18 17 < > 31 T- 3 FT. TYP. L 41 22 23 SAND BOX 32 33 42 43 0 34 5 FEET 44 45 5 FEET !� HILL REVISIONS I DATE 1 4 040 KIDS PLOT/2 SHARING PLOTS] 03/14/14 1 JR I —�I 4 FEET F-1 4 FEET 18 19W 26 27 26 29W L36 37 — 38 46 47 48 Sd 57 F -- 3 FT. TYP. F]'T—WCCtl;i �m I 49 SHARING PLOT 59 4 FT 8 IN. ASPEN ST. W. —rtvrspn in LLL UU MUIN DR JR 03/20/12 CHKD JB ENGR AL APPD AD PROJ NO NHCG 9'4' X 9'4" BED 4'0' X 9'4' BED 3'0' X 9'4' NEXT 8'8' X 8'8' INSIDE 3'4' X 8'8' INSIDE ELEVATED USED BED ASSY ,2'A' Y o'n' INCInF SCALE NONE WT 9E 18 FEET IJ NORTH HILL COMMUNITY GARDEN STILLWATER, MN NOG N H C G SH 1 OF 1 1water THE BIRTHPLACE OF MINNESOTA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendentq1_14 Date: February 24, 2017 Re: Stillwater Area Scholastic Cycling Advocates Request DISCUSSION Representatives from the Stillwater Area Scholastic Cycling Advocates will be present to discuss a proposed mountain bike course on city owned property on the east end of Shelton Drive. 36- HWY 36 Beth Wolf From: Tim Moore Sent: Friday, February 24, 2017 12:34 PM To: Beth Wolf Subject: FW: Parks Commission Meeting Agenda From: Hank Gray [mailto:hgray@momentumem.com) Sent: Wednesday, February 15, 2017 2:58 PM To: david.c.brandt@gmail.com Cc: Mike Polehna <mpolehna@ci.stillwater.mn.us>; Tim Moore <tmoore@ci.stillwater.mn.us>; Abbi Wittman <awittman@ci.stillwater.mn.us> Subject: Parks Commission Meeting Agenda Dear Dave, I have copied Mike Polehna and Tim Moore on this request. I am not sure as to where to make this request. I have been working behind the scenes with Abbi Jo Wittman since November 2016 (and before that), on a possibility of making a proposal for building a single track trail park in the Anez Annex. Abbi was kind enough to check through much of the records for potential pitfalls related to this tax forfeiture land. She came to the conclusion that things looked "safe enough" for SASCA (Stillwater Area Scholastic Cycling Advocates) to make an initial proposal to the Parks Commission. With the warmer weather and low snow totals, we have been able to hike around the 5 acres and get a good handle on what would be needed and how the park could work as a multi -use trail but purpose built for mountain biking. SASCA would request time on the agenda for presenting a preliminary proposal. We can also update the Board on the evolution of our organization and a current build contract with another city. We are not in any rush to get approval at this point. We believe this to be an easy trail building project and could be accomplished in parallel with or right after the project in Valley View Park, OPH, MN. Please let me know if we could present for about 15 — 20 minutes a week from this coming Monday. On behalf of SASCA, I appreciate any time you can give us. Regards, Hank Gray 231 Everett St. N Stillwater MN 55082 651-983-2872 s c.-tillwalter THE BIRTHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent q-, M Date: February 24, 2017 Re: Informational Items Councilmember Polehna and Councilmember Weidner have requested the Parks and Recreation Commission discuss developing a future ice skating rink on Lily Lake. Installation of a sport court at the National Guard Armory has been approved by City Council at their February 21, 2017 meeting. Attached is a memo and product information. MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders, Public Works Director/ City Engineer DATE: February 17, 2017 SUBJECT: Purchase of Sport Court for the National Guard Armory As part of the National Guard Armory project, an assembly space was constructed for military use. The space is to be utilized by the units for physical training, assembly on drill weekends with military vehicles brought on the premise on occasion. The floor of the assembly space was designed military use in mind and constructed with concrete. During the time of the planning of the armory, the City was interested in expanding the use of the assembly hall for the community and desired flooring more suitable for recreation use such as basketball, volleyball etc. This was fine with the National Guard, but the cost of the additional flooring was to be the cost of the City. Staff met with two sport court vendors, to discuss court options for the armory with the idea that the court had be both suitable for recreational use and to be able to withstand the use by the National Guard and its equipment and vehicles. SnapSports MN submitted the low quote of $38,078 which includes a court area of 94'X 60', underlayment, and installation of the court, striping of a basketball court, a volleyball court and three pickle ball courts. Funds were not aside in the 2017 Capital Outlay for this item, but there is funding available in the Park Dedication Fund to cover the cost. If approved, the court could be installed by the end of March Staff recommends the purchase of the sport court from SnapSports MN in the amount of $38,078 and the approval to use monies from the Park Dedication Fund for its purchase. If Council concurs with the recommendation, they should pass a motion entitled "approval of expenditure for the purchase of Sport Court for the National Guard Armory". SNAPSPORTS' ATHLETIC 8URFACE8 February 16, 2017 Shawn Sanders City of Stillwater Armory 107 Chestnut St E, Stillwater, MN 55082 Dear Shawn, SnapSports Revolution sports flooring is engineered and manufactured to withstand extreme vehicle rolling loads. Large vehicles such as RVs and firetrucks are not a problem for our flooring. Your vehicles, although sometimes heavier, have larger tire "footprints" which distribute the load. This flooring can also handle moderate turning while moving, but will likely fail with aggressive turning or driving. The best circumstance is to drive straight and slow across the flooring. Please contact me or Alan Mills if there is anything else we can do to assist you. Sincerely, Jeff Vance Global Sales Manager SnapSports 801.746.7555 Cc: Alan Mills SNAPSPORTSE Pr*d Owner liame: C1ty of St111water Arn*" 60'x 90 Indoor Gym Floor SnapSports MN will provide the following: SnapSports Maple Tuffshield in Basketball court area Installation of Flooring and court keeper underlayment Stamp edging on three sides Calac . Blank ar Grey Painting two basketball arcs and borders. Color: Black Painting 1 Volleyball court. Color: Red Painting 3 Pickelball courts. Color: White Total Cost: $38,078 Down payment of SO% $19,039 Remaining balance Is $19,039 After meeting and deciding upon the best products for the application, the tax exempt entity agrees to the following: take title to all materials and supplies at the point of delivery, assume the risk and loss for all materials and supplies, have the responsibility for all defective materials and supplies including those incorporated into realty. PRE LIEN NOTICE (a) ANY PERSON OR COMPANY SUPPLYING LABOR OR MATERIALS FOR THIS IMPROVEMENT TO YOUR PROPERTY MAY FILE A LIEN AGAINST YOUR PROPERTY IF THAT PERSON OR COMPANY IS NOT PAID FOR THE CONTRIBUTIONS (b) UNDER MINNESOTA LAW, YOU HAVE THE RIGHT TO PAY PERSONS WHO SUPPLIED LABOR OR MATERIAL FOR THIS IMPROVEMENT DIRECTLY AND DEDUCT THIS AMOUNT FROM OUR CONTRACT PRICE, OR WITHHOLD THE AMOUNTS DUE THEM FROM US UNTIL 120 DAYS AFTER COMPLETION OF THE IMROVEMENT UNLESS WE GIVE YOU A LIEN WAIVER SIGNED BY PERSONS WHO SUPPLIED ANY LABOR OR MATERIAL FOR THE IMPROVEMENTS AND WHO GAVE TIMELY NOTICE. City of Stillwater SnapSports- napSports Date:-- Date: Ted Ted Kozlowski, Mayor Date: 6275 147th St W Suite 103 - Apple Valley, MN 55124 952-456-2286 www.snapsportsmn.com kik