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HomeMy WebLinkAbout2017-04-24 PRC minutes 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 Page 2 of 9 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 Parks and Recreation Commission Meeting April 24, 2017 Page 3 of 9 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. Parks and Recreation Commission Meeting April 24, 2017 Page 4 of 9 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 Parks and Recreation Commission Meeting April 24, 2017 Page 5 of 9 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 McGlynn 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. Parks and Recreation Commission Meeting April 24, 2017 Page 6 of 9 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 Parks and Recreation Commission Meeting April 24, 2017 Page 7 of 9 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. Parks and Recreation Commission Meeting April 24, 2017 Page 8 of 9 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. Parks and Recreation Commission Meeting April 24, 2017 Page 9 of 9 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