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HomeMy WebLinkAbout2017-06-26 PRC packetwa t e i� T FI F B I R i H P I A C. 1 O F M I N N I. S O T A !I CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, JUNE 26, 2017 AT 6:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, June 26, 2017, at 6:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the May 22, 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. 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 Commission Items/Topics Following the park tour, Park Commissioners will be meeting at the home of Rob McGarry at 1101 Broadway Street N for their annual summer social, please bring a dish to share. No official business will be conducted at that time. CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING May 22, 2017 Present: Chairwoman Linda Amrein, Commissioners David Brandt, Scott Christensen, Bill McGlynn, Sandy Snellman, and Council Representative Mike Polehna Absent: Commissioners Rob McGarry and Sam Nelson Staff present: Public Works Superintendent Moore APPROVAL OF MINUTES Possible approval of April 24, 2017 meeting minutes It was noted that "Commissioner Brandt" should be changed to "Commissioner McGlynn" on page 5, "Bringing up past discussions, Commissioner Brandt noted that Ice Castles charged a pretty heavy admission fee." Motion by Chairwoman Amrein, seconded by Commissioner McGlynn, to approve the April 24, 2017 meeting minutes as amended. All in favor, 5-0. OPEN FORUM Hank Gray, 231 Everett St. N., Stillwater Area Scholastic Cycling Advocates, explained why SASCA withdrew their proposal for a mountain bike track for the Anez Ridge Annex property in order to pursue other opportunities within Washington County. He stated that SASCA was approached by City Planner Wittman late last year about the approximately five acre property called Anez Annex to put together a proposal for a single track mountain bike trail. SASCA put together a proposal to see what kind of response they would get from the neighborhood. There was more neighborhood opposition than expected. The SASCA board felt dealing with an organized association nearby being staunchly against the proposal would not be advisable, so the proposal was put on permanent hold. He stated if the Parks Commission ever sees this amenity as something that the City would like to get behind, to notify SASCA. He expressed appreciation for the support of the Parks Commission over the last couple of years. ACTION ITEMS Music in the Park Event Woody McBride, 201 Blanding Woods Road, St. Croix Falls, WI, Genius of Fun Event Production, explained his application for a permit to hold Music in the Park at Pioneer Park for 17 Sundays from June through September, 2018. The event is Parks and Recreation Commission Meeting May 22, 2017 expected to draw 200-800 and is sponsorship based with an average weekly budget of $1,000 - $1,500. He produces similar events in St. Croix Falls and Forest Lake. Public Works Superintendent Moore noted that Pioneer Park averages about 23 reservations over the summer ranging from family reunions to picnics to weddings and there have been parking issues there in the past. Chairwoman Amrein expressed concern that the event would tie up one of the City's biggest parks for 4-5 hours on Sunday afternoons in a residential area. She also expressed concern about parking. Commissioner Snellman asked if Mr. McBride would be interested in holding the events at the amphitheater downtown. Mr. McBride said he is open to finding a location that works for everyone. He pointed out it's nice to have some sort of bandshell or gazebo to protect the band equipment in case of rain. Mr. Moore said that currently there is not a lot of call for Lowell Park on Sunday afternoons. Commissioner Christensen commented he lives next to Pioneer Park and finds it is tied up every Sunday with family reunions, photography, and other activities. It's solid traffic all weekend. He likes the idea of the music events. People need to realize they may not find parking immediately next to a venue, they may need to walk a bit. There's ample parking downtown. Given the neighborhood impacts of a concert for 600 people versus the constant march of people having their weddings there, he would prefer the concerts. Chairwoman Amrein said she would rather see the event use the amphitheater area in Lowell Park. She feels that families should be able to freely enjoy Pioneer Park with its great view. If it's tied up virtually every Sunday in the summer, it would be doing a disservice to the residents who want to enjoy a calm, picturesque setting. Public Works Superintendent Moore reminded the Commission that this qualifies as a special event so it would require a contract and a neighborhood meeting. Commissioner McGlynn asked about doing the events less frequently than every week. Mr. McBride responded that advertisers and sponsors who are essentially paying for the event want regularity. It's not good policy to be inconsistent and make concert -goers guess whether it's this weekend or next weekend. It's a series and needs a regular schedule. He added that he would need to survey the downtown location before making a decision. Council Representative Polehna remarked that the downtown amphitheater has plenty of power and room for people to bring lawn chairs but it does not have a weather covering. Commissioner Christensen asked if there were any problems in St. Croix Falls. Mr. McBride replied weather, mosquitoes - there is no alcohol so it's pretty civilized. Page 2 of 5 Parks and Recreation Commission Meeting May 22, 2017 Some of the bars downtown feel it's taken away some of their business. One nice thing about Pioneer Park is that none of the bars would be affected directly. Every year he gets a couple calls, usually about classic rock night which is a little louder and a little rowdier but he has not had many problems. Commissioner Snellman asked about traffic potential. Mr. Moore replied on a given Sunday, there could be two different reunions at the shelters so that may be 60 people each, plus individual park users, so there may be about 200 people there. He noted the Commission has a limited agenda in June, so Mr. McBride could check out Lowell Park and provide his thoughts at the next meeting. Commissioners McGlynn and Snellman said they liked the idea of having music on a regular basis. Mr. McBride asked about an alternative to a downtown location in case of high water. Councilmember Polehna suggested if Lowell Park is flooded, it could be moved to Pioneer Park. He just hates to burden the neighborhood over and over. Commissioner Brandt remarked the parks are for the community to enjoy and if there is an event there every Sunday, residents can't enjoy it if they just want to be there for a reunion or take their kids to play at the park. It would basically shut down the park every Sunday during the summer. Commissioner Christensen remarked he doesn't think local residents use Pioneer Park on Sundays or there wouldn't be traffic all the way up the hill. Mr. McBride noted that his plan for Sunday is laid back and he doesn't think if it would be quite the invasion that some Commissioners are concerned about. It would be classic music, jazz and old time folk appropriate for a Sunday. He thinks it would be embraced and the music would be at a volume and a tone where there would still be room for locals to come and use the park and feel like they don't need to be involved with the concert if they don't want to. It's a fairly big park. He will definitely check out Lowell Park. Another concept would be to have the series bounce around to different parks. His first preference is Pioneer Park. Commissioner Christensen pointed out there could be electricity and bathroom issues at some of the other parks. He thinks that sound will be the neighborhood's #1 issue at Pioneer Park. There will be a lot of residents coming talking about the sound, which would probably not be the case if the amphitheater downtown were used. Councilmember Polehna said he anticipates neighbors saying they work all week and want some peace and quiet on the weekend. Public Works Superintendent Moore said he will bring back more information on park reservations to the next meeting and meet Mr. McBride at Lowell Park to give him a tour of the facility there. Page 3 of 5 Parks and Recreation Commission Meeting May 22, 2017 The Lakes at Stillwater Senior Living Facility Planned Unit Development Public Works Superintendent Moore updated the Commission on the application by Intergenerational Living and Health Care of Stillwater, LLC to develop a 57.8 acre site at 12525 75th Street North to be known as "The Lakes at Stillwater." Staff recommends that the developer be required to build the public trail connection between County Road 12 and 72nd Street and that the excess construction costs be credited against the trail fee. Councilmember Polehna explained that the idea is to use the trail dedication money to put a trail along 72nd Street to provide a safe access to tie into the trail on the west side of Long Lake. There are varying opinions on how to handle 72nd Street, where safety is a real concern of the residents. Motion by Commissioner Amrein, seconded by Commissioner McGlynn, to recommend requiring that the developer build the public trail connection between County Road 12 and 72nd Street, as shown on the Pedestrian Master Plan, and that the excess construction costs be credited against the trail dedication fee of $68,500. All in favor, 5- 0. Stillwater Event Policy - Proposed Revisions/Updates City Administrator McCarty summarized revisions to the Stillwater Event Policy as discussed by the Parks Commission in January and April. Before the policy is finalized in mid to late summer, the City will notify all its event organizers and request comments. Chairwoman Amrein asked what if there is a conflict between two people reserving a park, who has authority to resolve a dispute? City Administrator McCarty replied it's not identified in the policy draft. Generally it comes back through his office, the Commission or the Council. Staff may want to articulate that the decision is up to the City Administrator, or in consultation with the Parks Commission or the City Council. Mr. McCarty asked if the Commission feels something should be inserted that has the Parks Commission reviewing the special events with contracts for a recommendation before going to the City Council for a final decision. Commissioner Snellman replied she would like to see the Commission review special events with contracts as informational items. Public Works Superintendent Moore reminded the Commission that since the event policy was first drafted five years ago, the Parks Commission has reviewed any new events. Commission consensus was that it would be good for the Parks Commission to be part of the review process for special events with contracts. Chairwoman Amrein asked, if someone has paid their deposit fee and booked an event and then they have to cancel, do they get any refund? Mr. McCarty responded Page 4 of 5 Parks and Recreation Commission Meeting May 22, 2017 that staff could look at that, maybe a stepped down approach with the amount of refund depending on the situation or the length of time prior to the event. INFORMATION ITEMS CIP - 5 Year Plan Public Works Superintendent Moore led discussion of the updated five year Capital Improvement Plan 2018 - 2022 and requested input. He feels it is fairly aggressive. Staff will start to work on the 2018 budgets in about two weeks. He noted that staff is continually shifting budget items as things change and come up - dollar amounts might be shifted out of some other items and some things may have to be postponed. He will bring the proposed 2018 Parks budget for review and comment it the next couple of months. Lacrosse Request Mr. Moore said he was approached by a Lacrosse group about building a couple of 24' by 12' rebound boards at Millbrook Park, where the group practices. They want to locate the boards on the north and northeast corner of the field by Highway 96. After researching the ordinance, Mr. Moore found that with the required setbacks, it would put the boards in the playing field. Because of the height, it would require a variance and a public hearing. It was the consensus of the Commission that the boards in the location proposed would not be a good fit. COMMISSION ITEMS/TOPICS Discussion on locations for Park Tour in June (June 26) a. Lily Lake Restrooms b. Millbrook Open Space c. Brown's Creek Nature Preserve Trailhead Mr. Moore said Rob McGarry is willing to host the party again this year. The meeting will start at 6 p.m. ADJOURNMENT Motion by Chairwoman Amrein, seconded by Commissioner Brandt, to adjourn. All in favor, 5-0. The meeting was adjourned at 8:57 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 5 of 5 -S iter H E B I R F H P: A C F O F M I N N E S 0 1 A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: June 21, 2017 Re: Music in the Park Event Update BACKGROUND The Parks and Recreation Commission reviewed an application from Genius of Fun Event Production for Music in the Park event to be held at Pioneer Park in 2018 at your May 21, 2017 meeting. The proposal was for the event to run for 17 Sundays from June through September. Discussion At that meeting the Commission discussed the possibility of using the Lowell Park Amphitheater for the event. The Commission asked Mr. Woody McBride to review the Lowell Park Amphitheater to make a determination if it would be a location for his event. Beth and I met with Woody to review the site and Woody believes that Lowell Park is a viable option. He is proposing to have the Music in the Park event at Lowell Park on either Saturday or Sunday afternoons. Woody will be at the meeting Monday night to discuss his event and answer any questions the Commission may have. Recommendation The Parks and Recreation Commission should review and discuss this event and if approve to move forward. On Wednesday, June 7, 2017, Woody McBride <mcbridewoody@aol.com> wrote: Hi Beth. Thanks for meeting with me yesterday onsite at Lowell Park with Tian. I would like to share an update on the developing concept of a new Music In The Park Summer Concert Series in Stillwater. Originally, as you know, I had pitched to you hosting the series at Pioneer park - but now, despite positive reviews on the concept in general from the Parks Commission, it seems that The Commission and The City anticipates resistance and obstacles from several directions that may be insunnountable. I want to trust the judgement of the group here even. I think it is a great idea to consider Lowell Park as an option. This new concept would be considered for these days: Saturday mid afternoon until early evening or Sunday noon to mid afternoon I am confident in the Lowell Park location as being viable. I look forward to attending the meeting on the 26th to discuss. Lastly, I wonder if when we have the public meeting we could invite BOTH neighborhoods and have the meeting to consider BOTH locations just to get the greater community conversation started? I wouldn't want the Pioneer Park option to be passed up unnecessarily - maybe there would be big support for the concept - especially if the tone of the music was softened up even more. Thanks, Woody