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HomeMy WebLinkAbout2017-05-22 PRC packetCITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, MAY 22, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, May 22, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the April 24, 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. Music in the Park Event 4. Stillwater Event Policy — Proposed Revisions/Updates 5. The Lakes at Stillwater Senior Living Facility Planned Unit Development, Case 2017-08 Information Items 6. CIP — 5 Year Plan 7. Stillwater Area Scholastic Cycling Advocates Withdrawal Commission Items/Topics 8. Discussion on locations for Park Tour in June a. Lily Lake Park Restrooms b. Millbrook Open Space c. Brown's Creek Nature Preserve Trail Head watei_ H E Bin !I I p; ACI U 1 CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, MAY 22, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, May 22, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the April 24, 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. Music in the Park Event 4. Stillwater Event Policy — Proposed Revisions/Updates 5. The Lakes at Stillwater Senior Living Facility Planned Unit Development, Case 2017-08 Information Items 6. CIP — 5 Year Plan 7. Stillwater Area Scholastic Cycling Advocates Withdrawal Commission Items/Topics 8. Discussion on locations for Park Tour in June a. Lily Lake Park Restrooms b. Millbrook Open Space c. Brown's Creek Nature Preserve Trail Head CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING April 24, 2017 Present: Chairwoman Linda Amrein, Commissioners David Brandt, Scott Christensen, Rob McGarry, Bill McGlynn, Sam Nelson (arrived at 7:31) and Council Representative Mike Polehna Absent: Commissioner Sandy Snellman Staff present: Public Works Superintendent Moore, City Administrator McCarty, Police Chief Gannaway APPROVAL OF MINUTES Possible approval of February 27 2017 meeting minutes Motion by Commissioner Brandt, seconded by Commissioner Christensen, to approve the February 27, 2017 meeting minutes. All in favor. OPEN FORUM Del Peterson, 1201 West Willard Street, president of Lily Lake Association, expressed support for an ice skating rink on the lake and a loop around the lake as discussed at the February Parks Commission meeting. Public Works Superintendent Moore responded that staff will work on establishing a rink; the City would maintain it. Councilmember Polehna noted that the proposal will need to go before the Council for final approval. Frank Schaffer, 701 Shelton Drive, voiced opposition for the proposed mountain bike trail at the end of Shelton Drive. He said it will be a few feet from the window of his twin home. The area is currently a quiet, peaceful home to wildlife. He told the Commission that the other residents in his association are planning to meet and draft a petition citing concerns about litter, noise, parking problems and general unsuitability of the site for a mountain bike trail. Council Representative Polehna said the proposal and the Commission's recommendation, voted on in February, has not yet gone before the City Council. Public Works Superintendent Moore stated that in February, the Commission discussed having a neighborhood informational meeting for residents to express their opinion on the proposed plan once the actual design of the trail is drafted. At this point the City has only received a concept plan. Fran Celski, 709 Shelton Drive, voiced concern about the number of ambulances that could be coming to the area if the bicyclists get injured on the rugged course. Parks and Recreation Commission Meeting April 24, 2017 ACTION ITEMS Valley Concert Winds Request James Decaro, 402 Sherburne Street South, one of two directors of Valley Concert Winds, introduced himself. Currently the group has 20 -some members; they hope to eventually have around 50-60 members. Their first concert will be July 13 at the Stillwater Public Library terrace. The proposed Pioneer Park concert August 17 would be their second concert. Chairwoman Amrein noted the group is asking that the fee of $125 be waived, and requesting permission to sell concessions. Per the staff report, she stated, City policy prohibits the sale of concessions or merchandise in City parks unless it is characterized as an event, which this is not because there are not enough people to qualify as an event. Mr. Moore clarified that the request as made doesn't qualify as an event, so the group may reserve the bandshell by simply calling the City. Once an event moves into the next category, organizers must submit an application and come before the Parks Commission as part of the approval process. Under current policy they cannot sell concessions but they are not prevented from soliciting donations for their group. Chairwoman Amrein said she would be willing to waive the $125 fee this time because it's a new organization trying to get their feet on the ground. Motion by Chairwoman Amrein, seconded by Commissioner McGlynn, to recommend that the City Council waive the $125 fee for Valley Concert Winds for August 17, 2017. Commissioner Christensen remarked he would vote to support the fee waiver but wanted the Commission to be aware that other groups could come in expecting the same consideration. Commissioner McGarry questioned why the City has a fee structure in place if it is going to keep making exceptions. Commissioner McGlynn recognized the concert is something nice to offer residents, but he also understands if the Commission makes one exception, it could come up again frequently with other groups. Commissioner Brandt said the fees were established for a reason and it's hard to justify a waiver. Mr. Decaro responded the justification for the waiver is: 1) the Stillwater website indicates there is a procedure for asking for a waiver; and 2) this is an event that Page 2 of 9 Parks and Recreation Commission Meeting April 24, 2017 benefits the community and the group is not seeking any sort of profit but only to enrich the culture and arts in Stillwater. Chairwoman Amrein offered to amend her motion to state that the Commission is still recommending waiving the fee but acknowledged that there were different opinions among Commissioners. Motion passed 3 to 2 vote with 1 abstain. Chrysler and DeSoto Airflow Club Meet Event Mark Desch, property owner of 333 North Main Street, spoke as a friend of the person who is requesting the use of the park. He is not a member of the Club. He stated the Club would use his property if Lowell Park is unavailable due to flooding or other reasons. He feels it would be an appropriate use, and pointed out it is a national group from all over the U.S. Motion by Commissioner Brandt, seconded by Commissioner McGarry, to approve the request from the Chrysler and DeSoto Airflow Club to use Lowell Park for a meet on Saturday, June 24, 2017. All in favor. Beautify the Stillwater Stairs Project Sara Jespersen, Meadowlark Drive, owner of Trumi, takes care of the Main Street and Laurel Street stairs. She explained that her group has applied for a $10,000 grant from the Stillwater Area Foundation to improve the Main Street stairs. She learned last week they are a finalist. She asked about the City's five year plan for the stairs. Mr. Moore responded that the City has started updating the five year plan. The previous five year plan asked for budget money to improve steps at each location. This year staff is working on a bid proposal for Triangle Park stairs which will require extensive repair. Laurel Street (Pioneer Park) steps would be next. The extent of the project depends on shape of the steps, railing, drainage issues and other items. Ms. Jespersen pointed out that her group would want to stay consistent with benches and lighting. They would like to know the costs for benches and adding a light midway up the stairs where there is a lot of trash and graffiti. She asked if a new light could be tied into the rest of the City lights. Mr. Moore replied that the decorative lights downtown are metered, the overhead highway lights are not. A new light on the stairs could not be tied into the existing system without considerable cost, as it would have to tie into a light on Main Street and go all the way up the stairs. There is a cobra head light at the top of the stairs at the end of Broadway but a new light on the stairs would not qualify for the rate the Cobra head is, it would have to be metered which would add to the cost. Page 3 of 9 Parks and Recreation Commission Meeting April 24, 2017 Chairwoman Amrein suggested the group might be able to get a bench sponsored as a memorial. Ms. Jespersen noted that the proposed plants will be sponsored by Bailey Nursery but the question becomes who will maintain the work that gets done, for instance if the concrete is tuck pointed, who is responsible for maintaining that look to ensure the grant money is well spent. Mr. Moore replied the City will need to take maintenance responsibility for the improvements. Councilmember Polehna said he has talked to the proprietor of Luna Rossa who is willing to work with the City to support the project and has offered to allow the electricity to run from his building and to remove some of the brush and buckthorn. He added that the stairs have historic significance, so he cautioned the group to be very careful in what they do. He added that City Planner Wittman may know of some grants available from the State Historical Society. Stillwater Event Policy - Proposed Revisions/Updates City Administrator McCarty reviewed proposed revisions to the Stillwater Events Policy. Since the policy was discussed at the January Parks Commission meeting, staff has done additional analysis and contacted other communities regarding their event policies and fees. He led discussion of recommended revisions. Chairwoman Amrein asked why athletic events with approved park reservations are not currently subject to the event threshold. Council Liaison Polehna said an example would be a softball tournament. The current policy states that it is not subject to the 250 -person threshold. They have to have reservations but do not trigger the event review process. Commissioner Brandt suggested making the language consistent with the other two categories by adding "Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold" in the Special Event and Special Event with Contract categories. Council Representative Polehna suggested changing "public park or the outdoor facility at the Stillwater Rec Center" to "public park or City facility" in order to cover any future facilities that may be built. Commissioner Christensen suggested clarifying that the number thresholds for event categories are intended to mean the number of people expected to be in the audience, not including performers, by adding the words "expected to attend." Chairwoman Amrein asked what is the consequence of a violation for advertising an event prior to obtaining approval. City Administrator McCarty replied this happens all the time. Only one city he is aware of has language to that effect (St. Paul which just says it will be prosecuted to the fullest extent of the law). In terms of how far in advance of the event an organizer may apply, he noted that some event organizers would love to come in and apply for five years at a time. What is being suggested is allowing organizers to apply a year in advance of the calendar date for the event. Staff also talked about the possibility of having two or three organizers apply for the Page 4 of 9 Parks and Recreation Commission Meeting April 24, 2017 same venue on the same dates. Staff is looking at the approach that past event organizers would have right of first refusal - the City would ask them if they intend to use the park for the event they've had in past years and encourage them to get their application in if not already in. Otherwise if there is nobody reserving that park for that date, it would be first come, first served. Also, local residents would have priority over non-residents. Chairwoman Amrein asked, if an event becomes unruly or unsafe or there is destruction of property, does the City have authority to deny the group from holding the event next year? Mr. McCarty replied that all event contracts allow public safety staff to close down events when necessary. Police Chief Gannaway added that if anything unsafe happened, staff would shut down the event immediately. Mr. McCarty discussed application due dates prior to events, saying that staff is looking at having a longer lead time. Commission consensus was that the proposed timelines sound reasonable. Mr. McCarty reviewed proposed changes in the fee structure. He explained that the Council has flexibility to negotiate fees with the very large event organizers. He asked for Commission input on the proposed fee revisions. He also explained rates for specific City services required by events such as police personnel, vehicles, public works and fire department services. Commissioner Christensen pointed out that the clean-up of Lowell Park after the wintertime events has been slow, horrendous and embarrassing to the City. Structures and debris have lingered because there was no incentive to clean up after the events. For Special Events with Contracts, he would like to see it built into the fee structure that organizers have a certain amount of time to clean up but beyond that, the City would charge steeper fees. Mr. McCarty remarked that the security deposit most likely will not be returned to the Ice Castles LLC. Bringing up past discussions, Commissioner Brandt noted that Ice Castles charged a pretty heavy admission fee. The Commission has talked before about whether it should look at getting a cut of admission fees. Mr. McCarty replied there was a base amount in the structured contract with Ice Castles plus another fee based on total attendance. The final reconciliation is in process. Chief Gannaway added that in the past, the City got a dollar percentage from every attendee of Lumberjack Days but there were tax implications, so the City has gotten away from collecting based on attendance. City Administrator McCarty said staff wanted to get Commission feedback before discussing the policy revisions with event organizers. He reviewed items that should go into the online application packet. Page 5 of 9 Parks and Recreation Commission Meeting April 24, 2017 Council Representative Polehna said he would like the policy to somehow define the City's responsibility to serve the public, not just to take fees. It should be a welcoming city. City Administrator McCarty replied based on normal activity and everything staff does for parks and operations, he thinks staff does serve the public. When groups want to use City facilities, it is because Stillwater is a great venue. All the activities that are brought in require more staff time, so he feels it is reasonable to charge added fees if an event requires staff to put in overtime. Regarding the designated routes for runs, Commissioner Brandt pointed out that Brown's Creek is not a very scenic part of town and asked why put all the runs up there? He is not a fan of requiring races to use only designated routes. Chairwoman Amrein agreed, saying that participants enjoy running through neighborhoods that are different and seeing older homes. Commissioner Christensen asked if staff is comfortable with the parking near Brown's Creek for a big race event. Mr. McCarty replied there is very limited parking there, parking could become an issue with a big race. Chief Gannaway said he favors having a designated route to cut down on staff time and to avoid neighborhood complaints like those that are received frequently from neighbors around Pioneer Park about streets being blocked for different events. Walks are not a big deal because they stop for stop signs and follow traffic signs but runs are different because they need traffic control. The City is trying to push runs onto the trails where there is less impact to neighborhoods and less need for police services. Commissioner Brandt said he understands the rationale but still advocates leaving the option for alternative routes. City Administrator McCarty said maybe it could depend on the number of participants. Staff could look again at preferred routes, and setting a limit on the maximum number of races that can be approved. Commissioner Christensen pointed out that at $40 race entry fees, race organizers are making a lot of money, so they should be able to pay for police protection or whatever other City services are needed. City Administrator McCarty told the Commission staff will come back with another revision of the Event Policy. The Lakes at Stillwater Senior Living Facility Planned Unit Development Case No. 2017-08 Kendra Lindahl of Landform introduced herself. She represents the development team that has submitted a request by Intergenerational Living and Health Care of Stillwater LLC to develop a 57 -acre site located at 12525 75th Street North into a four phased planned unit development including 209 units of senior living in two multiple use buildings, 36 senior living duplex/townhome units, and a church Page 6 of 9 Parks and Recreation Commission Meeting April 24, 2017 expansion. The senior living facility would be known as "The Lakes at Stillwater." Ms. Lindahl presented an exhibit showing that the City's Comprehensive Plan calls for a trail connecting County Road 12 or 75th Street to 72nd. She said the development team originally thought the trail would be on the east side of the property, however the watershed district is opposed to a trail in that outlot area so they have revised the plan to take the trail that comes off Highway 12 on the west side of the new public street and make that an 8 foot trail so it would connect to the trail that will wind through the site. Public Works Superintendent Moore stated there are two issues before the Commission tonight: 1) park and trail dedication fee 2) trail location. He said that staff has not had a chance to review it yet. Council Representative Polehna noted that the Michael and Dionne Meisterling property has been added to the site. Commissioner McGarry stated he is OK with the park and trail dedication fees recommended by staff. Quinn Judge, 180 Northland, told the Commission that the project is essentially in his backyard. He and his neighbors are concerned about what will happen at the intersection of Interlachen and Northland. He asked if there is a possibility of adding trails or more housing in future years. He also is concerned about what it will look like from Northland Avenue. For instance, a gazebo and trail would be great, but tennis courts with lights shining in their bedroom windows would be a concern. Mr. Moore recommended that Mr. Judge talk to Community Development Director Turnblad to clarify the potential for development in the future. Commissioner Christensen informed Mr. Judge that the area behind him used to be Jackson Wildlife Management Area before then -Governor Pawlenty decided to sell some of the wildlife management areas. Elden Lamprecht bought it and cut down scrub trees. It had been full of turkey, deer and other wildlife. Mr. Christensen said he used to use that area extensively in teaching biology at the high school. He told Mr. Judge that all of that has been removed over the past four years, so the biggest change has already occurred. Council Representative Polehna added that Mr. Lamprecht also planted thousands of trees. Ms. Lindahl said the project will go before the Planning Commission May 10 and before the City Council May 16. Motion by Commissioner McGarry, seconded by Commissioner Brandt, to approve the proposed park dedication fee and to table the trail fee and location until staff reviews it. All in favor. Page 7 of 9 Parks and Recreation Commission Meeting April 24, 2017 INFORMATION ITEMS Council Decision on Boards/Commissions Council Representative Polehna explained changes to the Boards and Commissions made by the Council on April 18. He added that none of the changes will affect the Parks Commission. Chairwoman Amrein said several days ago, Administration Secretary Manos called her to set up interviews for three applicants for the Parks Commission. Then she talked to Council Representative Polehna who said if there's no one leaving the Commission there is no reason to interview. Chairwoman Amrein asked for clarification. She pointed out that when a Commissioner's term is up that doesn't necessarily mean there's an opening on the board - there will only be an opening on the board if someone resigns or moves or otherwise leaves their seat. She also questioned the policy of having to interview candidates one hour before a meeting. She feels this should not be so specific. Council Representative Polehna said it was stated that way because it was a hassle finding a time when three people could meet for an interview. He said he would bring this up to City Clerk Ward. Children's Programs at Teddy Bear Park and Washington Square Public Works Superintendent Moore presented the proposed 2017 schedule for Teddy Bear Park and Washington Square. COMMISSION ITEMS/TOPICS Commissioner Christensen asked if there is anything new on the Aiple Property. Mr. Moore said the closing on the property is taking place. Council Representative Polehna added there has been no decision on what to do with the house. It is not a priority and could be a few years before a decision is made. Council Representative Polehna informed the Commission of a meeting tomorrow to start planning the grand opening of the new bridge, which may include a road race into Bridgeview Park and maybe a bike ride and a running race across the bridge. The grand opening will be around July 29th. He also informed the Commission that he and City Administrator McCarty went to the capitol a couple weeks ago to meet with legislators about the erosion along the waterfront from the Dock Cafe to Sunnyside. Senator Karin Housley is drafting a bill to request $2 million bonding to help with erosion. Also, now that the Ice Castle is gone, the City will be putting in historic gardens in Lowell Park. Public Works Superintendent Moore reported that the inside of the Lily Lake bathrooms is 90% complete. Page 8 of 9 Parks and Recreation Commission Meeting April 24, 2017 Commissioner Christensen asked at what point could the Commission acknowledge that the mountain bike trail may be a bad idea? Chairwoman Amrein suggested maybe the Commission could reverse its decision at the next meeting. Council Representative Polehna acknowledged he is not as positive about the proposed trail location now looking at the physical property as he was when he just looked at the map, due to the proximity to neighbors. Commissioner Christensen stated that it should be clarified that the February 27 approval of the plan was the concept plan; it's not finalized. Commissioner McGarry agreed that the intent was that the Commission approved it in concept. The final design has not been submitted. Public Works Superintendent Moore said he would listen to the recording to confirm the language of the motion at the February 27 meeting. Council Representative Polehna reminded the Commission that it is an advisory commission - final approval still rests with the Council. ADJOURNMENT Motion by Commissioner Brandt, seconded by Commissioner Nelson, to adjourn. All in favor. The meeting was adjourned at 9:56 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 9 of 9 water 1HE B I R T H P L ACL 0' Nil NNF S0IA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: May 19, 2017 Re: Music in the Park Event BACKGROUND Genius of Fun Event Production has made application for Music in the Park event to be held at Pioneer Park in 2018. The event would run for 17 Sundays from June through September. Discussion Some issues for the Parks and Recreation Commission to consider for this event are: This event is expected to draw 200 — 800 in attendance every Sunday. The location of Pioneer Park in a residential neighborhood and the lack of off street parking has caused some problems in the past. The park has averaged 23 reservations the past 2 years at Pioneer Park on Sundays from June through September. These range from family reunions, birthdays, baby showers, weddings and church services to name a few. An event of this size while family oriented may inconvenience other reservations of this kind. An alternative location for this event could be the Amphitheater in Lowell Park that can handle larger crowds, has plenty of parking, and more electric power than Pioneer Park. Recommendation The Parks and Recreation Commission should review and discuss this event and make recommendation to City Council. 4ESer. EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 ► L At E Of M INN E 3 0 T A Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be Office Use Only accepted. See Event Instructions for application deadline and fees. Date Application Received Date of Application: May 4, 2017 Type: Event Special Event Event wl Contract Event Information Title/Name of Event Music in the Park Event Date/Time: Set up: Date Same day_ _, Time to Actual Event: Date Sundays June - September 2018 Time 11 am to 4 pm Clean up: Date Same day Time to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) Pioneer Park 515 2nd Street North, Stillwater, MN 55082 Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) A weekly free to the public family friendly summer/fall concert in the park series featuring a wide variety of music to include jazz, classical, international music, bluegrass, country, soul, blues, rock, singer/songwriters and family programming. The events, si milar to www.musicontheoverlook.com, would take place Sunday mid day until late afternoon June through September beginnin g in 2018. Our summer series' are funded by a healthly balance of private and public sponsorships/grants/vendor fees and are co-curated with these partners to book talent that is not only talented but sentimental and relevant to those involved. Over the c ourse of the series most of the different styles of music are featured with the areas most reputable performers. Some regional a —0,)—I —fc A,71 Kg fo f, -rQd 141ha12 fnp1 i c Icc and hi)ijpe fcl m., 01 Ir rnrnnPnitnor f— an nynollanf cni on. c c Estimated Attendance (participants and spectators): 200-800 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Genius Of Fun Event Production Mailing Address: PO Box 337 City, State, Zip Code: St Croix Falls, WI 54024 Primary Contact/Applicant Name: Woody McBride Phone Number: 612-385-4598 Fax: Cell Phone: 612-385-4598 Email Address: mcbridewoody@aol.com Website Address: geniusoffun.com Name of contact person during event: Woody McBride Cell Phone: 612-385-4598 Alternate contact during event: Amanda McBride Cell Phone: 651-336-9663 Refer media or citizens inquires to: Woody McBride Phone: 612-385-4598 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ❑ Yes © Number and size: Two at 8'x 3' Will there be any inflatables? NO ® Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes ® What type: Live Music & Entertainers Feesforelectricity may apply see Instructions Will sound amplification be used? No ❑ Yes © Hours and Type: 11 am to 4 pm Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions: 10 x 10 vendor tents Will there be temporary fencing? No ® Yes ❑ Will merchandise/food items be sold? No ❑ Yes ® How many 2-10 Fees for electricity mayvendors expected: apply see Instructions Will food be prepared on site? No ❑ Yes ❑X Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No ❑ Yes ® Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No Yes ❑ See Alcohol Regulations in the Instructions Will alcohol be sold? No ® Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No ® Yes ❑ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Event would draw power from available outlets from the stage area or park outlets. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Street banner, print, web, direct mail, yard sign style and social media. City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: City Streets or Right-of-way No City Sidewalks or Trails No Public Parking Lots or Spaces No If yes specify location on site map. ® Yes ❑ Start/End Time: Date: ® Yes ❑ Start/End Time: Date: ❑ Yes ® Start/End Time: 9 am - 6 pm Date: weekly Will event need barricade(s)? No ® Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ❑ Yes ® Number needed: TBA Fees may apply see Instructions pply Will portable restrooms be needed? No ®Yes ❑ Number needed: TBA Fees may see Instructions Will extra trash receptacles be needed? No ❑ Yes ® Number needed: TBA Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Trash will be cleaned up and bagged and with regards pick up we need direction and options from City of Stillwater. Will event need traffic control? No [Z Yes ❑ Contact Stillwater Police Departmentfor assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: A friendly concert in the park is self-regulating with regards crowd control. Spectators are coached to bring their own lawn chair s. 911 is seldome used over 10 years of producing this type of event. Will "No Parking Signs" be needed? No ® Yes L]Number needed: Fees may apply seelnst Show location(s) onsiteitemap map Will event need security? NO ® Yes ❑ If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: N/A Will event need EMS services? No ® Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Minor first aid is provided by the promoter all else we call 911 Describe the emergency action plan if severe weather should arise: Rain relocation will be announced when the concert season is publicized in the spring - or the weekly events simply cancel du e to rain. List any other pertinent information: We have produced successful and family -friendly festivals, speical events and summer concert series for over 10 years to incl ude events in The City of St Croix Falls, City of Forest Lake, City of St Paul and more. Pioneer Park is Stillwater would be a lov ely location to host a charming series in this tradition. We carry a large travelling liability policy and are very experienced at ev ent manaaement and family un. a. The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear. " As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent 5/4/2017 Date lvu(,I( ImIONI I Pioner Park - Music In The Park Sitemap .'.j Key 1 1 . Bring your own lawnchair or picnic area 2. art and merchandise vendors 3. food trucks 4. stage for performers plus loading 5. additional restrooms/porto-potties if needed Proposal to: City of Stillwater, MN From: Woody McBride, owner and operator of Genius Of Fun Event Production in St Croix Falls, WI & The Twin Cities. mcbridewoody@aol.com • 612-385-4598 • Geniusoffun.com What? A Fresh & Modern Family -Friendly Summer Concert Series for 2018 in Stillwater, MN featuring top notch talent and production with Rivertown scope, style and charm. Where? Pioneer Park in Stillwater, MN. When? Sundays Noon to 4 pm June thru September Our company brings great family friendly music, entertainment and kids activities to the St Croix Valley and beyond. Currently producing 3 highly successful area summer concert series tells us that we can bring the same top level family entertainment and concerts to Stillwater, MN. Genius Of Fun Event Production Company is a self-contained full-service event management and event service provider. We personally coordinate expectations and ordinance with The City and community groups. We book the bands, the foodtrucks, we feature a great sound sytem and we are tasteful fund raisers. Concerts in the park is our business. Our customer service is excellent and we have been doing high quality family fun for over 20 years at events such as: Music On The Overlook in St Croix Falls,WI - m u s ico nth eove rlook. co m Music at Franconia Sculpture Park franconia.ora/events v� plus Music at Arts in the Park in Forest Lake, MN, Twin Cities Burger Battle, Brunch-a-palooza St Paul and First Avenue. What will it sound like? Imagine Prairie Home Companion meets Stillwater Lumberjack Days Bands such as: • Cactus Blossoms - American Roots • Rex Cactus - Classic Country & Western • The Funktion Junction - 1970's Soul • Tim Patrick's Blue Eyes Frank Sinatry Tribute • Jorgensen Tagg Band - Rhythm & Blues • Roe Family Singers - Bluegrass • Lesmeister Jazz Combination - Classic Jazz Standards • Thea Ennen & Dave Javu - Local folk and Americana • The Bavairian Musikmeisters and Alpensterne • Mark Stillman & Friends - French & Italian Cafe Music • St Croix Jazz Orchestra - A local favorite • Mu Daiko Japanese Cultural Drummer • Hurricane Harold & Jeff Otto - Classic Blues • Al Sebola & The Bad Companions - 1950's Happy Days • Quartetto Rosa - Latin Jazz & Samba • USA's #1 Tribute bands to legends such as Elvis, The Rolling Stones, Tom Petty, Fleetwood Mac and more. MIDWEST ONE BANK & SCF/TF ROTARY CLUB PRESENT Cn Y OF TRM RACE IN 5T CRO[X FALLS •AMB -11, 2017 ,..• _� i r FOOD • BEER • 3 DAY ARTS & CRAFTS I= 5&10K & 1/2 MARATHON • PARADE • FIREWORKS KIDS BOUNCY ZONE • BED RACES • CAKE WALK & MUCH MORE 1 1 1 ' ®IIJiIILIt Si ROrnl Etarrll. t Sc�l.� rral natal, 11 �U urrluu I,.I �Irrv�r i'Vrll�79:3i'lE.AGLEVALLEYRAW Tel—IV�DressurTrap Rock IRe, 0 n Jt�MEr Falls OrtltDdoudw SPRING AWAKENINGS E'JET/LoJ►l7t9:(a11.f7.1If�-7fiIFIy SATURDAY MAY 6 &SUNDAY MAY 7 A WEEKEND OF BICYCLES & ACTIVITIES! awyl 300+ MOUNTAIN ' EXPERT & YOUTH BIKE RACERS ' BIRD EDUCATORS SATURDAY SUNDAY MAY 6 IN SCF MAY 7 ATTHE SCF TAN III RD HIKE WITH BIRDING EXPERT !MEET HIGH SCHOOL TSLVERBRRKLEIOOK TRAIL - FREEARK B AM WOOLLY MOUNTAIN BIKE RACE RACE REGISTRATION a AM KIDS BIRD HIKE AT JERUSALEM POND ON BLANDINGWOODS ROAD 9 AM -3 PM WOOLLY RACES IN A 12 NOON FOR KIDS! LIVE ANIMAL VARIETY OF CATEGORIES & CLASSES SPECTATORS WELCOME! EDUCATION SHOW AT THE SCF PUBLIC LIBRARY FROM WISC DNR EXPERT CHRIS COLD • ARTS &CRAFTS & POLLINATOR BEE WORKSHOP FREE 10 AM - 2 PM PLAYTIME FOR KIDS & FAMILIESI ENJOY THE IMAGINATION 1 PM' S NCpeEptl BUNT gE PLAYGROU&POOLLINATOR CLASS, KIDS MAGIC $HOW & KIDS ARTS STARTA THEN�LHEAD OFF MAGPL�i 1 STCROIXFALLSEVENTS.COM WOOLLYBIKECLUB.COM STREET • CASH PRIZESS GGET MORE INFO ATWOOLLYBIKECLUB.COM STCROIXFALLSLIBRARY.ORG In THESTCROIXVALLEY.00M 6 PM • 1 AM WOOLLY RACE PRE -PARTY ATTHE DALLES HOUSE FEATURING CITY OF ST INTERSTATE LIVE MUSIC PLUS WOOLLALY SSRPPE55CIIgALSryry Dawak CROIX FALLS PARK, WI MAY5.7SUPP(}y PG FOLiRTNOCF rlld.ELK ART'S5,EAU 5 F<r•C7I.KCOUId hxun iu��•1 LR IX C;ARI1jA1F15VYl.0i?G Genluc of Fun 119 CYC1 NM_XC B Farad Lake Parks l4 Rcc wit39 GenluteiMYn1BMM:tIFilYlltlrt r -IL L " 1KESIDE K PAVILION • 10 YEARS EXPERIENCE HOSTING NEW TALENTS I } ' • GREAT MUSIC & EMC8118 • A GREAT SOUND SYSTEM 1'y dft r I �. i:le �. � z •IE! tr ummer Sounds Good 6:30 pm Fridays at Overlook Park 2017 in historic downtown St Croix Falls, Wi • June 7 Our Season Opener with 11w Rex Cactus Radio Show June, 9 USA`n ■a Tribute to Garth Brooks Country NiWil June to �i`annigan I7»}s - P.v rn tlny 1"enp1e Re, Much More Junr tai BBt & Slues Night with'I'39rRida Wind nrAipls June, 23 Shakespeare Live - Craanulent -Theatre `I Eenry V" June 30 Vegas Style, Frank Sinatim Tribute by Tins Patrick July? New -or City Jur:r„ Vacnlists & Swing: SHOOPI r July 14 Annual Kida& Firmly Nirjlt or run & Gwncsl r_ + July 2t Reggac. k Island Music w`IthTlic Innomut Band July21;MOTOgoestOtile 11olkCounty Fair -Join us! aexa Aug d USA s st'rrihate to I?.Ivi+ Presley Steve Murcia Aug 11 Rluegra!m NighI wilt Tlm Roe E-an9ilySingem Aug rtt Folk Night with Pat itho IIi &'lire Iloudeks Aug 2g Rolling;S'tonesTr!bute W101Tunrhlin' 1D1irc .... �:. « Aug 26 MOTO goes to RilrFest with Jorgensen Tagg � IxKDI,y Nrwt Sept R Sunday Noon St Croi%Jars Orihrstra r y Mewl Sept 24 Sunday Nnnn TIte rApatul Stringers r ,rai Ifitllh4•�,II � � -�!Y 'AHI, r,`�wthl Fala Oraualonl!ca .'{w.,,, [ �• v r + nr SS CmIx AutahWy City of St CmI. Fs!l. ,L • 9 Fkm Acrea Markee Impart GWtw Pic River Vallay Graphics I t l LOCAL&V NNESOTAN Stillwater's New Free Summer Festival By Woody McBride, Event Coordinator with Genius of Fun Events The City of Stillwater Your great city, and every city in the world for that matter, wants a local celebration that represents the best of what life is like there and what it feels like to be part of that community. I want to help you create a new kind of event that captures that sprit. The Spirit of Stillwater A Festival that utilizes the community and business assets already in place. An inspiring Gathering that is not a tourist trap. A Day that you bring your lawn chair or blanket and relax on a picturesque river lawn. A Free Party that does not break the bank and benefits the businesses, non -profits and the general public as well as guests & visitors. A smart and sophisticated Soiree that features gourmet food, beer and wine - And one that directs attendees to after events at local bars and restaurants that also have great music, food, beer and wine. A Reunion of old friends A Weekend that balances fitness and family fun with cutting loose. A hometown Shin -dig by people from Eastern Minnesota and Western Wisconsin that remind us why Stillwater is a magic place to socialize. Jazz. Blues. Hipster Country. Bluegrass. Amazing DJs. Chefs on stage. Clean comedy. Great classy music and entertainment that brings people closer together. All finances run through a city managed account providing complete transparency. spiritofstillwater.com • stillwaterdays.com • ci.stillwater.mn.us T 0 N 0 N Ob T z Q v; w Z Z 01)J Q O J The Spirit of Stillwater Celebration Local Businesses, Non -Profits & People A partnership between The City of Stillwater, MN & Genius of Fun Events I have been producing City Festivals and Arts festivals in the St Croix Valley for 8 years. I have been producing all styles of concerts and general public events in the greater twin cities metro area since 1989. I see a hip Prairie Home Companion- esque showcase event onstage and a world class fitness festival on the street. I would use the skills and experience I own in community building to produce your festival with the assistance of The City of Stillwater and Bill Turnblad. I registered two website domains (not currently active) for this event. spiritofstil Iwater.com stillwaterdays.com These compelling domains are essentially brands that are excellent tools to promote and support the event and communicate event information. The draft promotional poster included in this proposal is actually the confirmed artist program for the event I would produce with you. All artists are confirmed - And are honored and excited to be part of the event. The family, kids and fitness activities are also conditionally in place and those types of activities would be joined with other TBA community activities hosted by community members. A great event involves all interested community groups. I involve and invite every self-reliant, competent, friendly group to be a part of our events. For example - the Lions, the Rotary, the Chamber, the Fire Department, the Girl Scouts, the Senior Center, the Hockey Team - again, Spirit of Stillwater is an affiliation of self- reliant competent groups that have a vision and mission (and hopefully do some fund raising for themselves in the process). I would like to do this proposed show (with room for additional community creativity and events of course) for $80,000 total and split the profits 50/50 with the City of Stillwater as a partner. This is my professional estimate for an amazing affordable show. All finances will run through a city managed bank account providing complete transparency If good weather I estimate that beer, food and wine concessions and vendor fees will profit approximately $60,000+. Parade fees to generate approximately $10,000+. Art, Craft and Wares Vendors to generate approximately $10,000+. Sponsorships will generate approximately $25,000+. Proposed budget. Talent & Production $25,000 Fireworks $10,000 Direct Mailing & Promo $15,000 City of Stillwater Soft Costs $25,000 Coordinator Stipend $5,000 and (Billboard $10,000 optional) The City of Stillwater will cover all soft costs such as police, fire, traffic control, safety and provide free use of its parks and its desired facilities for the event. spiritofstillwater.com 9 stillwaterdays.com 9 ci.stillwater.mn.us The Spirit of Stillwater Celebration Great Music • Fitness • Family Fun A partnership between The City of Stillwater, MN & Woody McBride, Genius of Fun Events Goals and options. 1. Fireworks. As The City of Stillwater does a big fireworks show on the 4th of July it could be thought of redundant to do another show on July 19th. I think this is worthy of discussion. I can appreciate both shows as many people travel on the 4th for family functions and so the July 19 show is nice. 2. A Lumberjack show. There is arguably an unsavory association with the term "lumberjack" due to the events history. Stillwater is home to one of the nation's top lumberjack shows - Lumberjack Enterprises. I have enjoyed working with them in the past and it seems like a good fit for the event given a sponsor to pay for them. Again this topic is a sensitive one and worthy of more discussion. 3. The Stillwater Marathon. I have tried to reach the previous organizers and although I have not gotten in touch with them I would like to see the marathon reanimated for the Spirit of Stillwater. 4. 1 have discussed, cold -called, offered and or secured sponsorship and partnership with - but not limited to: First Avenue of Minneapolis 89.3 MPR The Current Mississippi Market KTWIN Radio City Pages Shanghai Bistro Stillwater Police & Fire Cooks of Crocus Hill RBC Wealth Management The Stillwater Log Run The Bikery & Cyclova XC Lift Bridge Brewery Needam Beverage Distribution Northern Lighters Fireworks Lumberjack Enterprises USA Infaflatables Stillwater Chamber of Commerce The Stillwater Lions & Rotary The Stillwater Community Threads The Stillwater Public Library Director Twin Cities Dubstep I can't confirm additonal activities now but people seem excited to partner. 5. Traffic. Traffic is challenging on a regular weekend in Stillwater let alone for a city festival. It is my intention to create a medium size festival for a medium size city that draws a respectful manageable sized crowd over the weekend. It is unsound to engineer a bottle neck situation. I would work with police to remedy this matter whether is be re-routes, shuttles or crafting expectations so that we are not over run with the regular drive-throughs or unprepared indistinguishing festival goers. 6. First Avenue. I have worked as a promoter, musician and disc jockey at the legendary First Avenue venue for 20 years. They are my endorsement and resource for event planning and crowd management. There are few things as Minnesotan as First Ave and it is a wonderful partner for this event. 7. Parallel events. I see sponsored side stages under big top tents and on a closed Water Street that add diverse entertainment such as old time music for elderly people in the shade and contemporary music that teens are into sponsored by First Avenue, 89.3 The Current and or TC Dubstep. spiritofstillwater.com • stillwaterdays.com • ci.stiliwater.mn.us T N 0 N Cb r _A z Q w z z J U O J The Spirit of Stillwater Celebration Balancing Tourism & Community A partnership between The City of Stillwater, MN and Woody McBride, Genius of Fun events So now basics of the show is booked what is next? The real work begins. Relationship building. Community-based activity recruitment Pre -events to reintroduce the fun new event brand. Safety, Traffic and Planning meetings. Sponsorship raising. Street promotions. Pie and Wine fund-raisers for the event. Booking the "cherry on top" Mid-level or up and coming star Minnesota performer that makes the event shine. Engaging civic and community groups to create wonderful fund raising experiences. Schedule of Confirmed and Pledged Events and Activities. Friday • Grand Opening Celebration • Noon Music starts • 2:30 Kids programs • 4:30 Chefs live on stage • 6 Minnesota Music • 7 Commemoration from City Officials and celebrity guest TBA • 7:30 Minnesota Music Headliner one • 10 pm Minnesota Music Headliner two • Midnight close and direct people to after events Saturday • 7 am - 10 am Fitness Activities (Runs, Bike Rides, Kids fitness) • 10 am Music • 11:30 Kids Entertainment • 12:30 Chefs on Stage • 1:30 Minnesota Music • 3 Minnesota Music • 5 Surprise Main Stage Activity • 7:30 Minnesota Music Headliner one • 10 Fireworks • 10:30 Minnesota Music Headliner two • Midnight close and direct people to Bars for after events Sunday • Multi -Belief Sunday Ceremony • Parade • Official Brunches and Wine tastings • Other activities TBA Throughout the Weekend • Carefully engineered safety plan • Gourmet Food, Beer and Wine areas • Arts & Craft Show • An unprecedented giant Family Fun Zone of Climbing Walls, Bungees, Slides and Inflatables. • Carefully booked food vendors • Discreet and tasteful porto-restrooms • Well designed on premise event signs • A balance of "cool' and "classy" References Brian Blesi - St Croix Falls, WI Mayor John Hock - Franconia Sculpture Park Cindy Stimler - St Croix Falls Chamber Henry Chang - Shanghai Bistro Thank you, Sincerely, Woody McBride - The Genius of Fun spiritofstillwater.com 9 stiliwaterdays.com • ci.stillwater.mn.us wa ter Administration DATE: May 19, 2017 TO: Stillwater Parks & Recreation Commission FROM: Tom McCarty, City Administrator SUBJECT: Stillwater Events Policy - Proposed Revisions/Updates Background The Parks & Recreation Commission met and discussed proposed updates to the City's Event Policies in January and April. At the April meeting, the following background information was reviewed: •2017 Event Calendar 92016 Events Route Map *Proposed Route Map -Special Events Policy Comparison Chart -Recommended Stillwater Event Policy Revisions Additional Information Based on discussion at the April meeting, the Commission directed staff to develop additional updates to the proposed Event Policy Revisions. The attached document titled "Proposed Changes to the City of Stillwater Event Policies" is updated to include items discussed at the April Commission meeting. Those items include: -Event Thresholds -changed definition of Event, -changed terminology to "City facility" vs. "outdoor facility at Rec Center". -added note regarding athletic events in all columns. -Application Submittal - Included additional language regarding late applications. -Designated Run Event Routes - Changed language to Preferred Routes, deleted chart and added clarifying language. NEXT STEPS: If the Parks & Recreation Commission agrees with the proposed revisions/updates to the Stillwater Events Policy, the Commission will need to adopt a motion recommending those policy revisions to the City Council for its consideration. If the Parks Commission would like additional information, the Commission should provide direction to staff to conduct further research/analysis and return to a future Parks Commission meeting. PROPOSED CHANGES TO THE CITY OF STILLWATER EVENT POLICIES Council adopted a resolution on December 21, 2010 establishing policies and procedures for reviewing event applications. The following items printed in red (Mau 19 updates in greendar _ are the recommended changes to be amended to the current policies. 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 A gathering is considered an event when _.fie all four of of Ltaff recommends maintaining current lanf� °- —e - any one of the following thresholds applyles: 1) Closure of street — One block of a residential street is closed for up to 5 hours, or Special Event Special Event With Contract A gathering is considered a special event when any one of the following thresholds applies: 1) Closure of street — One block of a residential street is closed for more than 5 hours; any portion of a commercial or more than one block of a street is closed for up to 2 hours. 2) Public parking lot use —1 to 9 spaces in a public parking lot are reserved. 3) Street use (including sidewalks and trails) — The event has a route on a public street(s), sidewalks or trails, such as races, walks, or parades that don't require traffic control and obeys all traffic rules. 4) Number of people in a park or City facility - 250 or more people including spectators, vendors, performers and volunteers are expected at a time in a residential street is closed for any length of time; or any portion of a commercial street is closed for 2 hours or more. 2) Public parking lot use —10 or more spaces in a public parking lot are reserved. 3) Street use (including sidewalks and trails) — The event has a route on a public street(s), sidewalks or trails, (such as a race, walk or parade) that requires street closure, traffic control, street sweeping, or the use of "no parking signs" along the route. 4) Number of people in a park or City Facility --1000-2500 people including spectators, vendors, performers and volunteers are expected in a public park or City facility. the A special event requires a contract with the city if: Number of people in a park or City Facility - 2500 or more people including spectators, vendors, performers and volunteers are expected in a public park or the- outdeer City Page 2 of 5 public park or the outdoor facility at the Stillwater Rec Center (Note: Any athletic event that has a park reservation approved by the City's park reservation staff aWtdo&rf^�'z 4 tt e te: Any athletic event that has a park reservation approved by the City pork reservation facility. at the Stilavbater-Ree Center _(Note: Any athletic event that_hos o cork reservation approved by the City'saark reservation stoff is not subject to this_ threshold)_ staff is not subject to. this is not subject to this threshold). threshold). Contract with city required The event occurs on multiple days, ORever-tinge of city eng pl..y ees Ir r� extr-G eid r el n neeessGr-y-, OR extra -ordinary city employee 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. Application Submittal Extend application due dates and charge a late fee to allow for greater lead times to complete the review process. Event Application Due 30 days prior to event No Application Fee Special Event Application due fig 90 days prior to the event $50 non-refundable Application Fee Special Event With Contract Application due bA 120 days prior to event $100 non-refundable Application Fee Any application submitted after application deadline will be charged a $100 late fee._ appdications may oeo ardize the ahiiity to receive evert arrro v, Add new language to application instruction to provide information on how far in advance of an event date an organizer can reserve city property and define process if two or more applicants request the same date or location. Example: Application can be submitted one year in advance of the event. Past events will have priority if scheduling conflicts arise. Staff will contact previous event organizer to allow first right of refusal. Page 3 of 5 Add a disclaimer on application regarding early advertising of event so organizers don't mislead attendees that an event has been approved to use city property. Example: It is violation to advertise the location of any event requiring a reservation of city property when the organizer has not requested a reservation of city property, has been informed that the reservation is not available, or has been denied. 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 Pa F!(Wsaoe Cee $500 Pa F', I sage Fee $500 per day* Base Fee $1,000 per day* Base Fee subject to negotiated contract provisions. Events with Routes — No Events with Routes — $1 per Events with Routes — $1 per participant fee required registered participant registered participant $750 a nt im aet fee $100 refundable damage tern event im pet fee $1,000 Security Deposit Cern event im aet fee $1,000 Security Deposit deposit if using a park *Per Day includes each day of event. Separate load in day fee of $500/day will apply. Amend to the fee structure flat hourly rates for personnel and city vehicles or equipment used solely for events. Currently material rentals and police labor services are charged. During review of application, if Police, Fire or Public Works services are requested or are determined to be required, the applicant will pay the cost for the services according to the current year fee schedule. Police Department Personnel services, per hour Material — No -Parking Signs, posted Equipment (including officer): Squad Car — per hour Utility Vehicle — per hour Command Trailer — per day Public Works Department Personnel services, per hour „fff;,.eF Fate $TBD flat rate listed in fee schedule $TBD $TBD $TBD $TBD Page 4 of 5 Material Rental listed in fee schedule Equipment (including operator): Pickup — per hour $TBD Street Sweeper — per hour $TBD Other Equipment TBD — per hour $TBD Fire Department Personnel services, per hour $TBD Equipment (including operator): Engine/Pumper— per hour $TBD Utility Vehicle — per hour $TBD Boat — per hour $TBD Other Equipment TBD — per hour $TBD Inspections: Temporary Membrane Structure (Tent) $TBD Additional Structures, each $TBD Special Event Food Stand, First Day $TBD Additional Day, each $TBD Other Inspections TBD, each day $TBD Designated- Preferred RRoutes for °"� Events Define locations ofpreferred w#e-=- running routes such as 5K, 10K) can occuT within the City to decrease the impact on neighborhoods, city services and facilities. Preapproval of planned route is required. Preferred routes for run events anticipating over 1000 participants include the Downtown Trail/Loop Route .................. Run events are subject to all Event Thresholds as listed in the Event Application Policies. Run events can nl„ e the Dewntewn %tee eAP Reute see nay} R'Lcc t eonnWfl Rikp events vncvcTrc�-rce-`c�'a'ri c�nrrcu�rrA; vvu� n �? n n Planned reute. Application and Instructions Update the application and/or instructions on required items to improve descriptions when applying. These two items would be a new addition to the application. 1. Event Changes — List on event instructions that any major changes made to an event after being reviewed by required Commission(s) are not permitted. Also list organizer must submit a final site plan 15 days prior to event, barring emergencies such as St. Croix River flooding. Page 5 of 5 2. Event Timing— Require organizer to provide a "Load -in" and "Load -out" schedule and state City may require a walkthrough of the event site before and/or after the event. Also include language on what happens (fee penalty) if cleaned does not occur. The following items have currently been implemented into the application review process however the descriptions and requirements need to be updated and listed in the application. 3. Alcohol Updates — List fencing requirements, insurance limits, signage minimums and compliance program rules on the event instructions. 4. Emergency Action Plan — On the event application require organizer to provide a more complete plan of action for emergency preparedness during event, on-site contact information and a communication plan. 5. Food Trucks — Provide reference to city ordinance on the event instructions. Private parties on City property having a food truck must be inspected by Fire Department. Include information on grey water barrel requirements and add contact information to Washington County Health Department. 6. Insurance— List the current minimums required on event instructions which includes listing the City as an additional insured. _Current standards: General liability insurance in the amount of at least 1,5:' 'I) rornhined single limit The category "Events" are excluded. 7. Vendor Types — Require organizer to differentiate between food and retail on event application. Add contact website information to Washington County Health Department. Require organizer to submit their list of food vendors along with a detailed plan showing distance between each food vendor location. Indicate inspections required on propane tanks, generators, electrical hookups, etc. according to State code. 8. Site Plan — Update list of items required to be included on the site plan or submitted with application. Such items include traffic control plans, locations of first aid, volunteer locations, water stations, spacing of vendors, etc. DATE: TO: APPLICANT: PROPOSAL: LOCATION: PREPARED BY: BACKGROUND ,. -,tea ter ., PID N E 0. M I H P� A 1 1 0 1 M I H N 1 -1 0 I A Area (acres) PLANNING REPORT May 17, 2017 Park Commission CASE NO.: 2017-08 Intergenerational Living and Health Care of Stillwater LLC, (ILHC) Four phased Planned Unit Development 12525 75th Street North Bill Turnblad, Community Development Director Kendra Lindahl, of Landform Professional Services, representing Intergenerational Living and Health Care of Stillwater LLC (ILHC), The Goodman Group LLC, and the Northland Real Estate Group LLC, has submitted an application to develop a 57.8 acre site located at 12525 75th Street North. The Senior Living Campus is to be known as "The Lakes at Stillwater". The site is made up of seven existing parcels: The southern portion of the site lies within the Recreational Development Shoreland District of Long Lake. Consequently, development must either be on one acre lots or must occur as a Shoreland Planned Unit Development (PUD). A shoreland PUD allows increased density if: 1) at least 50% of the site remains in commonly owned permanent open space; 2) densities are shifted away from the protected lake; 3) emphasis is placed on protecting the natural resources of the site, such as trees and water basins; and 4) no more than 25% of the site is improved with impervious surfaces. PID Owner Area (acres) Future Land Use Zoning 1. 30-030-20-42-0002 SCSR LLC 5.12 LDR LR 2. 30-030-20-42-0010 SCSR LLC 1.51 LDR LR 3. 30-030-20-42-0011 Grace Baptist Church 4.59 LDR LR 4. 30-030-20-42-0007 Dionne & Michael Meisterlin 8.54 LDR LR 5. 30-030-20-42-0004 McKenzie Living Trust 10.21 LDR LR 6. 30-030-20-42-0005 Elden Lam recht 16.22 PROS AP 7. 30-030-20-42-0040 Elden Lam recht 11.86 PROS AP The southern portion of the site lies within the Recreational Development Shoreland District of Long Lake. Consequently, development must either be on one acre lots or must occur as a Shoreland Planned Unit Development (PUD). A shoreland PUD allows increased density if: 1) at least 50% of the site remains in commonly owned permanent open space; 2) densities are shifted away from the protected lake; 3) emphasis is placed on protecting the natural resources of the site, such as trees and water basins; and 4) no more than 25% of the site is improved with impervious surfaces. Lakes at Stillwater May 17, 2017 Page 2 The developer in this instance has chosen to develop according to the Shoreland PUD standards. The project is planned to be developed in four phases: • Phase 1: o The Lodge: a 139 -unit senior living facility (59 Independent Living, 32 Assisted Living, 16 Full Care, 32 Memory Care) o Construction of Minar Avenue South (improved public street) o Outlot A (stormwater ponding), Outlot B (open space & trails), Outlot C (Long Lake) o Public trail connecting County trail on Co Rd 12 to 72nd Street Phase 2: o 30 units of senior duplexes/townhomes Phase 3: o Sandhill Shores: a 70 -unit senior assisted living facility Future Phase: o Grace Baptist Church expansion (est. 300 seats) o Meisterling lot future subdivision (est. 6 senior duplex units,1 single family residential) At this point the developer is final platting 7 lots and 5 outlots. SPECIFIC REQUEST The developer is proposing to build the public trail segment between County Road 12 and 72nd Street, but is requesting approval of fees in lieu of public park improvements. EVALUATION OF PROPOSAL Private recreation improvements An internal private trail system is proposed, and can be seen on the Pedestrian Master Plan. In addition to the private trails, the residents will also be able to use improved passive recreation open spaces. Public park and trail improvements According to the City's Comprehensive Plan, no public park improvements are envisioned for the project sight. However, a public trail is planned as seen in the attached Trail Plan Map. This trail is intended to make a connection between the County trail along County Road 12 and future City trail improvements along 72nd Street. The connection is shown on the Elden Lamprecht portion of the project (formerly the Jackson Wildlife Management Area). But, according to the Brown's Creek Watershed District, no impervious surfacing or grading can happen in proximity to the wetlands on that part of the project site. The only way to make the connection would be over the uplands area. Therefore, the developer is planning a route through their campus. The route can be seen on the Pedestrian Master Plan. The costs associated with the construction of Lakes at Stillwater May 17.2017 Page 3 this trail that exceed the sidewalk costs originally planned along a portion of the west side of the cul-de-sac, will be credited against the park and trail fees discussed below. Future public trail improvements With the development of the trail segment across the senior living campus, the time is right for the City to construct at least a portion of the 72-1 Street trail. The portion planned would run from the point the public trail across the senior campus touches 72-1 Street, eastward to the sidewalk at Northland Avenue and Interlachen Drive. The City would design this segment and get the necessary permit for Brown's Creek Watershed District. The goal is to construct it at the same time that the public trail is built on the senior campus, which will likely be either this fall or next spring. The segment west to Liberty on the Lake sidewalks would be constructed at some unknown time in the future. Since the land slopes steeply upward along this stretch of 72nd Street, a 5 foot wide sidewalk will probably be constructed here rather than an 8 foot wide trail. Park dedication fee Ordinance 963 establishes minimum public park and trail dedication requirements for all development. In cases such as this one where the Comprehensive Plan and park planning efforts do not identify a need for on-site parkland, a park dedication fee is required in lieu of a land dedication. There is no established park dedication fee for senior living facilities. The most similar fee may be for multiple -family projects, which requires $1,500.00 for each unit. However, the impact of a senior living project and an apartment building are not similar. Therefore, the Park Commission in similar cases reduced fees. If those reductions were applied to the lots to be final platted at this time, it would result in the following fees: Unit type Number of units Park I usage Standard fee/unit 1 Recommenced fee/unit Recommended Total Memory care 32 0% $1,500 $0 $0 Assisted living 32 01/o $1,500 $0 $0 Independent living 129 F 50% $1,500 F $750 $96,750 Full Care Suites 16 00/. F $1,500 $0 $0 TOTAL $96,750 The park dedication fees will be due upon release of the final plat. Trail Dedication Fee In addition to the park dedication fee, Ordinance 963 also requires a trail dedication fee if a trail is not to be built and dedicated to the public. In this project a public trail will be built across the campus. As mentioned above, those costs associated with the constructing of this trail, that Lakes at Stillwater May 17, 2017 Page 4 exceed the segment of sidewalk originally planned along a portion of the west side of the cul-de- sac, will be credited against the trail dedication fee. As with the park dedication fee, it is unlikely that the impact of the project's residents upon the trail system will be in the same order of magnitude as a standard apartment building. Therefore, the Park Board has made the following recommendation for similar projects. f Unit type Number of Trail f Standard Recommenced f Recommended units usage fee/unit fee/unit Total Memory care 32 0% 1 $500 F $0 $0 Assisted living 32 25% $500 $125 $4,000 Fndependent living 1 129 100% $500 $500 $64,500 Full Care Suites f 16 F 0% -- F--$'500 1-1-6 - ------- --- $0 TOTAL I $68,500 The total trail dedication fee would be $68,500 minus the estimated excess costs to the developer for constructing the internal public trail. RECOMMENDATION Staff recommends requiring payment of the park dedication fee in lieu of public park construction for the lots being platted now. The fee will be due prior to release of the final plat for recording with the County. Staff also recommends that the developer be required to build the public trail connection between County Road 12 and 72nd Street, as shown in the Pedestrian Master Plan, and that the excess construction costs be credited against the trail fee as detailed above. If the trail dedication fee exceeds the estimated construction cost, that balance must be paid to the City prior to release of the final plat for recording with the County. Attachments: Location Map Pedestrian Master Plan Trail Plan Map cc: Kendra Lindahl + �'ti ,-0 • • '�� ~ 84. ft The E irthpiace a! Wnnasoa r 0 s ra w E 1 12525 75th Street North 12550 72nd Street North 12620 72nd Street North 12721 75th Street North GSA✓ 1't 30.030.20.41.0040 =P 30.030.20.42.0005 30.030.20.42.0010 9f y .. ='r0'y GREEN O r• }°P L F Municipal Boundary T prNET'AIL S, SiRFfT P o c of 0 462 5 925 1,850 Feet prGNEE0. =E ?�O OAp HUT ! 3 -i w � IN rERLAG"EN -NE General Site Location (Bn9a I • � � •� • � � eR5 u = ~ e�J _ .£S� rV � J �.• -P NERrTAGE S *'..•r� rL S I w r h•TqIrz, s fcr iP� ��_y_� +tom ' ... ..cnorxw000, eouLevARo P .. r � ' +•~. , coy r ' 1-4 ��I •a G�UNTaYSrOE – �J 1 I. �o - t`r 75th Street ■. 'LEGEND 3 AExisting Paved� r �` Trail_ 14 et wide Q} � f Proposed Paved Trail -,8-feet vMe Proposed Public J-fe,-t wide [[Proposed 7 —r.431 4_"§Lfuture Trail, by others OW NO �4PFuture Soft Trail Interlachen brine j PEDESTRIAN MASTER PLAN THE LAKES in collaboration with: # N4 RTH lJ G THE LAKES AT STILLWATER - Sfiltwater, MN AT STILLWATERN_°I..Mh M Im.1 n G ft41i�Y - -.-. - - '!'Lt' 19V.} 05.01.2017 - I� j� .Mlllhm k C� k9'tEark` 'tel Fairy F.11. apon SFaco a_n;­ a.ak ars trait_ _ a _ ,. t. —5 I hulenberg Park• Stltlwater Co.." Club tilaturaFProsetwar. Q� Oak Glen R Oak GlenIt64.. course gen %. ,GotfCoume /1t�► ff Creek f eramt ' �J r�_ �. McKusick Lake F J I..ICre=ksida Park y ffi �� `j. �...__-- -. iii Trail ✓w fke Publicrks - - F : tpple; I' _ [ woljj 0 ! Park- 'Stonebrid a .3choal .' \ Sautrtstl- •= t `— p, � _ y - i! St. Croix Crossing - - Cemetrny- _ - I _ PI rrser. n Future Loop Trail Park.. Wit .. _ PAM = t iMcKua c k Park l • _ _ _ _ T - Jaycees Fields 12 Rutherford j j` Na lwI }l'efghVtaV Schoai Elem. School r —j Kolliner Park j r - L.a=s_• ." A - _ _ �, `_ 4 P,� RarrraeY I ! }�� - �i, n Pit gam. -, '- , - _ ,�-'• t' T� MeadonrlaHt Park .-yf .. I, Teddy Bran Park �,:.�.—,:t-r•-,. -- II t Tlwa I Park Hera. ",Park , a.'' - _' - A >; 9, SL Croix Crossing tom, '^---'- - ' - y Loop Trail �• C n sp.d - i' Lily Lake _ Washmglan Opeen Spnca ~l ,. _ f.� EYem. School - Square' Cul _ u -Nalurat Areo Lrty La kc rr- -A- Legmds park r Stillwater � _ _ Park. - Eskesrde tieghbngaie .5 ' _ I Junior High � OIA Athletic Field , open Space Park. _ �.� \_ I Bem ISl, Croix aR Park i - ends ��ty `4y Recreahan 24 Llak Park15 �• - + Lnrno Lake .-rr_ Anez Ridge Park_ Op L(iterIw � Parks and Trails Plan 2015 Update N 800 0 e 800 1,600 Feet Stairs Bridge Existing Trail or Sidewalk ----- Future Trail Natural Path Future Bike Lane Future Shared Bike Route L._ 2030 City Limit Existing Park Future Parks Golf Course School Properties Right -of -Way Open Water Community Development Department Updated: September 15, 2015 1 Document Path: \\sw-fs1\data\Planning\GIS\CompPlanMaps\maps\City-Updated\park n trails Sept 2015 (finalized January 2016).mxd lwa-ter- T H BIR'H° ACk OF MINNF S0IA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: May 18, 2017 Re: 5 Year Capital Improvement Plan BACKGROUND On a regular basis the City of Stillwater staff updates its 5 Year Capital Improvement Plan (CIP). Public Works has been working on this for the past 2Y weeks. DISCUSSION The 5 Year CIP will be updated every year. Attached is the CIP for 2018 thru 2022, as you can see it is pretty aggressive. The budget process for 2018 will continue on throughout the year and staff will come back to the Parks and Recreation Commission with updates and opportunities for comments and input from the commission. RECOMMENDATION The Parks and Recreation Commission should review and discuss the 5 Year CIP and make recommendations for staff. City of Stillwater, Minnesota Capital Improvement Plan 2018 ti ru 2022 PROJECTS BY DEPARTMENT Department Project # Priority 2018 2019 2020 2021 2022 Total Parks CompulerlLaplop Replacement 17-4240-001 2 1,800 900 2 700 Replace Play Structures 17-4240,708 1 75,000 80,000 80,000 80,000 315,000 Hard Court Rehabilitation 17-4240-710 1 80,C106 85,000 90.000 k52n 45:000 396,00[) Annual Trail Improvements 17-4240-711 3 40,000 40,000 40,000 5,000 50,000 2"15,000 LightslFencingl8askstopAA#U-Gu'' "eke 17-4240-713 aila 250,000 250,000 Concrete Stairs Rehabililabon Project 17-4240-823 1 75,000 75,000 75,000 75,000 300,000 Pioneer Park Bathroom Remodel 17-4240,925 2 320,000 130,000 ,50 000 Truck with Snow Equipment 18-4240-103 2 55,000 55,400 72' Zero Turn Mower 18-4240,222 1 ,000 G,000 '3 -018=5 0 Snow Blower For John Deere 2720 Traclor 18-4240-223 1 4$,999 10,000 10,000 Municipal Boat Dock 18-4240-501 2 2,299;998 2,200,000: "' . St Croix River Public Boat Landing/Fishing Pier 18-4240-502 2 609;999 '500,017,2} Boulwell Cemetery 18-4240-701 2 ;r" 75.000, 46.0{7[1, Bridgeview Park Improvement 18-4240,707 2 4,090.99 4,f}00,006 4 (100;1300 Install Irrigation 18-4240-709 2 15,000 50,000 15,000 35,000 115,000 Parks Chevrolet 112 Ton Pick -Up 19.4240-120 2 30,000 30.000 Snow Blower For John Deere 1025R Tractor 19-4240-224 1 7,500 2.5t'1[r Palmer Park 19-4240-705 1 250,000 150,000 _ Aoo., 70 John Deere 4720 Tractor 20-4240-119 2 60,000 60,000 Downtown Overhead Line Replacement 20-4240-824F3] 2,500,000 2,500.000 Parks Total ;,6;6,60 580;800 2;834900 245;809 41'a04,700 �4erotor,Seeder, �lVlulberry Railing Water Street Elevated ✓✓ -J alk -rota' C RA N D TOTA L 7,675.50 580,30 2,631•,000 20,069 44,34 00 28,000 75G,300 3,016,900 330000 16,876,500111,521,0001 27,000 '25,000 30,000 30,000307000 30,000 38UU� ,, , , 779,700 COY aJ SliNmruer's Capiral7ngn•oveu,enr Program 2012-2016 Page I i water W'f Ij, __- H F B I H' H P l A C L 0 f h1 I N N I S 0 1 A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: May 19, 2017 Re: Stillwater Area Scholastic Cycling Advocates Withdrawal BACKGROUND The Stillwater Area Scholastic Cycling Advocates have with withdrawn their proposal for a mountain bike track for the Anez Ridge Annex property at this time. They will be pursuing other opportunities within Washington County. I 71.' J N 3 0 i f r ' � C6 I 71.' J N i f i II dl` I I 1 9 i E tl I E l i I i � I' tl p j � I Yi Cl �OO 0 a, F v iV O C '- O 3 O O b y •C O w n 'y C cd _ .r y Cq 4 -ed cl vi j 1 y O �o 00 3 v �to Cd to I lan MAPLE LAKE LUMBER CO. PO BOX 727 LudJou � tbMN a� 120 OAK AVE S 55358 UNITS PHONEMAPLEL 320AKE) 963-3612 www.maplelakelumber.com .1 CUST NO: JOB NO: PURCHASE ORDER: 882 000 REFERENCE: TERMS: CLERK: LACROSSE REBOUND WALL DUE 30TH BDH SOLD TO: ADAM HENNEN 993 INSPIRATION PKWY N BAYPORT MN 55003 651-342-1533 TERMINAL: 556 SHIP TO: LACROSSE REBOUND WALL EXP DATE: 6/4/17 SALESPERSON: 99 HOUSE TAx: 008RAMSEY CO/TRANSIT TAX PAGE NO 1 DATE / TIME: 5/5/17 4:48 ESTIMATE: 292961 LINE QTY. SKU DESCRIPTION UNITS PRICE/ PER EXTENSION .1 4.00 6078 6 X 6 - 18 #2SYP S4S .60 CCA 4 55.53 EA 222.16 2 4.00 21105 11-1/2" X 4" POST PAD 4 4.03 EA 16.14 4 20.00 21013 80# BAG QUIKRETE CONCRETE MIX 20 4.73 BG 94.60 5 8.00 6001 12" TREATED FROST BLOCK 8 .99 EA 7.92 6 24.00 2046 2X6-16 PRIME TRTD AG 24 11.71 EA 281.06 7 24.00 2042 2 X 6 - 8 PRIME TRTD AG 24 5.32 EA 127.75 8 3.00 2044 2 X 6 - 12 PRIME TRTD AG 3 8.45 EA 25.37 9 2.00 2035 2 X 4 - 14 PRIME TRTD AG 2 6.90 EA 13.80 10 1.00 58213 2M PL 3-1/4" R/S HDG NAILS ACQ 1 98.83 CS 98.83 11 1.00 58211 2M PL 2-3/8"X113 G/RS NAILS ACQ 1 43.27 CS 43.27 12 9.00 16011 4 X 8-1/2"CDX SYP PLYWOOD.60 CCA 9 25.70 EA 231.30 14 12.00 65504 PL 400 H/D SUB/FLR ADH. 10.50Z 12 2.13 TB 25.66 ** ESTIMATE ** ESTIMATE ** ESTIMATE ** TAXABLE 1187.86 NON-TAXABLE 0.00 SUBTOTAL 1187.86 TAX AMOUNT 84.64 TERMS AND CONDITIONS OF ESTIMATE TOTAL 1272.50 Please check the above items carefully so that nothing requested is omitted; Only the items listed are included in this estimate; Any items added to this estimate shall be an additional charge. Because this is an estimate, we are unable to guarantee quantities listed You will be billed only for materials used Extra materials will be billed at prevailing prices. All arithmetic errors are subject to correction. These prices will remain effective providing acceptance of estimate price is made before the expiration date listed above and delivery of items listed on estimate is started within 60 days of date the estimate was created. Depending on city approval - construction to start within 1-2 weekends after permit availability. ETA of completion is one day, provided no hole inspection is required. Could provide pictures of hole depth w/ measurement scale if preferred.