The URL can be used to link to this page

Home My WebLink About2017-07-24 PRC packet- water ( - - S�. F EI P a A r E o� m i N N F s a T A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, JULY 24, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, July 24, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA Approval of the June 26, 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. Information Items 3. Music in the Park Public Meeting Action Items 4. Music in the Park Labor Day Festival 6. Rivertown Fall Art Festival Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING June 26, 2017 Present: Chairwoman Amrein, Commissioners Brandt, McGarry, McGlynn, Nelson (arrived at 6:20) and Snellman; Council Representative Polehna Absent: Commissioners Christensen and Nelson Staff present: Public Works Superintendent Moore APPROVAL OF MINUTES Possible approval of May 22, 2017 meeting minutes Motion by Commissioner Brandt, seconded by Commissioner Snellman, to approve the May 22, 2017 meeting minutes. All in favor, 5-0. OPEN FORUM There were no public comments. ACTION ITEMS Music in the Park Event Woody McBride, Genius of Fun Event Production, informed the Commission that he believes Lowell Park is a viable option for his Music in the Park series proposed for 2018. He is open to early evening Saturdays or noon Sundays. Public Works Superintendent Moore said special events require a public information meeting. Surrounding property owners, the IBA, Chamber and CVB would be notified. The Commission would then make a recommendation to the Council. He noted there are a couple of weekends in 2018 when other events already occupy Lowell Park i.e. Lumberjack Days. Mr. Moore agreed to schedule the public information meeting to be held at the July 24 Parks Commission meeting. COMMISSION ITEMS/TOPICS Mr. Moore clarified that the trees cut down in Pioneer Park were dead/dying. ADJOURNMENT Motion by Commissioner Snellman, seconded by Commissioner Brandt, to adjourn. All in favor, 6-0. The meeting was adjourned at 6:29 p.m. to go on the Park Tour. Respectfully submitted, Julie Kink Recording Secretary water H 61 R'H PI ACk 01 hi IHkl S01A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: July 20, 2017 Re: Music in the Park Event Update BACKGROUND The Parks and Recreation Commission met with Genius of Fun Event Promoter Woodie McBride at the June 26, 2017 meeting. Topic of discussion was whether the Lowell Park Amphitheater could be used for the proposed Music in the Park event to be held in 2018. The Commission directed staff to schedule a public information meeting for the July 24, 2017 Parks and Recreation meeting. Notices have been sent out and the meeting will be held. Discussion Woodie McBride will be present and conduct the meeting, he will give a short presentation of his proposed event and take comments and questions from the public. Then the meeting will be closed and the Commission will ask questions, make comments and discuss the proposed event. Recommendation The Parks and Recreation Commission should review and discuss this event and make a recommendation to city council. Proposal to: City & Residents of Stillwater, MN From: Woody McBride, Owner and operator of Genius Of Fun Event Production located in St Croix Falls, WI & the Twin Cities. mcbridewoody@aol.com • 612-385-4598 • Geniusoffun.com What? A 2018 Stillwater Music In The Park Series. Fresh & Modern Family -Friendly Summer Concerts featuring top notch talent & production with a relaxed Rivertown style. Where? Lowell Park Plaza in downtown Stillwater, MN. When? Lets pick the best time for the event together. Option 1 • Sundays Noon to 4 pm • June thru Aug or Sept Option 2 • Saturdays 3 to 6 pm • June thru Aug or Sept Option 3 • Open for discussion for Saturday or Sunday Our company brings great family friendly music, entertainment and kids activities to the St Croix Valley and the Twin Cities. Currently we are producing 3 highly successful area summer concert series and this tells us that we can bring the same top level family fun, entertainment & concerts to Stillwater, MN. Genius Of Fun Event Production Company is a self-contained full-service event management and event service provider., keeping production costs low by doing the work ourselves. We personally coordinate expectations with The City, local businesses and community groups. We book the bands, the local food vendors, 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: 1 - Music On The Overlook in St Croix Falls,WI • for more info visit musicontheoverlook.com 2 - Music at Franconia Sculpture Park nearl Taylors Falls, MN • for more info visit franconia.org/events 3 - Music at Arts in the Park in Forest Lake, MN 4 - Twin Cities Burger Battle at Harriet Island St Paul, Brunch-a- palooza at Upper Landing Park in St Paul, St Paul Oktoberfest at The Historic Schmidt Brewery and countless events at the legendary First Avenue Club & Concert Venue in Minneapolis. What will it sound like? Imagine Prairie Home Companion meets Music at the Minnesota Zoo • a wide range of great family friendly music for all walks of life and all generations. How are we funded? With a balance of private donations, local sponsorships, public partnerships, grants & vendor fees. The first steps after agreeing to move forward is to get the community involved: working with local businesses, sponsors, performers, vendors, civic groups & local favorite bands. Area businesses get great advertising and they enjoy the fun. A List of artists we work with being considered for 2018: • The Cactus Blossoms - American Roots & Americana • Rex Cactus - Classic Country & Western Music • The Funktion Junction - 1970's Disco, Funk & Soul • Tim Patrick's #1 Blue Eyes Frank Sinatra Tribute • Jorgensen Tagg Band - Local Rhythm & Blues Hero • Innocent Reggae & Island Music of The Twin Cities • Roe Family Singers - Midwest's #1 Bluegrass band • Lesmeister Jazz Combination - Classic Jazz Standards • USA's #1 Tribute bands to legends such as Elvis, The Rolling Stones, Tom Petty, Fleetwood Mac & more! •Thea Ennen & Dave Javu - Area folk and Americana • Them Coulee Boys - Hot knee slappin folk & bluegrass •The Bavairian Musikmeisters and Alpensterne Polka • Mark Stillman & Friends - French & Italian Cafe Music • St Croix Jazz Orchestra Ensemble - A local favorite • Mu Daiko • A Japanese Cultural Drum Troupe • Kids & Family A full afternoon of fun programs • Hurricane Harold, Jeff Ray & Doug Otto - Classic Blues • Al Sebola & The Bad Companions - 1950's Happy Days • Quartetto Rosa - Excellent Latin Jazz & Samba • Live Professional Theatre Shakespeare in the Park • Davina & The Vagabonds • Vintage and Neo -Soul • Hitchville • Modern and boot shakin' country music Examples of the identity of our other summer concert series' in St Croix Falls and Forest Lake KIDS & FAMILY NIGHT a T>' 1 �j••0 MR 1 freusic@ Music@ fflm (MUSIC ON THE OVERLOOK 2017 612°B'"ag"11 nconlaxrg Free Friday Summer Concerts 6:30 pm s•�� OMse Bw" m Historic & Scenic downtown St Croix Falls, WI 5 T 1 June 2 • Season Opener • The Rex Cactus Radio Show June 9 •USA's #17� ibute to Garth Brooks &More June Io • Wannigan Days • Everyday People & More e=. June 16 •BBQ &Blues •The Ride Band of Minneapolis June 23 •Shakespeare Live • Cromulent Theatre "Henry V" `� June 30 •Vegas Style Frank Sinatra Tribute by Tim Patrick July 7 •New York City Jazz, Vocalists & Swing: SHOOP! July 14 •Annual Kids & Family Night of Fun & Games! July 2 • Reggae & Island Music with Innocent Band ' July 22 • MOTO goes to Dalles House • Brew -Ha -Luau July 28 • MOTO goes to The Polk County Fair • Join us! IM i • Aug 4 • USA's #i Tribute to Elvis Presley Steve Marcio • _ Aug tt • Bluegrass Night with The Roe Family Singers R Aug 2 •Folk Rolling Night •Patchouli & The H in deksDic ,,..: .... Aug 25 •The Rolling Stones Tribute • Tumblin' Dice p,'z'"" Aug 26 • MOTO goes to SCF RibFest • Jorgensen TaggY�� New' Sept 3 Sunday Noon St Croix Jazz Orchestra �@IX September 23 • Sunday to Franconia Sculpture Park _ it New! Sept 24 Sunday Noon The Eelpout Stringers /�Centnl ■ `Insurance ■B n k. @— e mmmor Bank. � x«H- 1 • ClSTCROIX n conn nesfiac� /■R oCr'.Iu�cA n n ROYAL •I� y' EAGLE VALLEY BANK v CREDIT + UNION 1 I 6 Forest Lake Parks & Rec with Genius of Fun Events & Talent F L �, 1 1 16 AAKES1 20*17 RK PAVILION • 10 YEARS EXPERIENCE HOSTING NEW TALENTS • • GREAT MUSIC & EMCEES • A GREAT SOUND SYSTEM • LL L'Jl:l; •:� LL l'cLl1\L I L M2 t • PROFESSIONAL FAMILY FUN WITH PROVEN RESULTS • "itillwater H E B i R l H P l A f E 0 f MINNLSOIA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: July 20, 2017 Re: Labor Day Festival BACKGROUND At Home Creations 2017 LLC has submitted an application for a Craft and Vendor Show on Saturday, September 2, 2017 in North Lowell Park. This is a new event and falls under the category of Event on the City event policy. DISCUSSION Based on their application the event promoter expects an attendance of 1000-2000 people and will have approximately 40 vendors. The proposed event is about %: the size of the Rivertown Fall Art Festival and will be held for 1 day instead of 2. Their application does not include trash service, portable toilets or any reserved parking for vendor load in or load out. Staff has reviewed the application and recommends that these items be included as part of the approval of this event. Additionally the Parks and Recreation Commission has discussed in the past the number of events and frequency in Lowell Park along with the topic of nonprofit versus for profit and exclusive use in city parks. RECOMENDATION The Parks and Recreation Commission should review and discuss this event and make a recommendation to city council. illwater EVENTS PERMIT APPLICATION 216 North 4 <'N_th Street, Stillwater, NN SS082 '% A;jr�j. f H€ / I II Tit► 4 F f E O F M I M M E! O Tal Telephone: 651-430-8837 Fax: 651-430-8810 J UN 2 7 1017 Incomplete applications or applications received after deadline will not be office use only Vit. accepted. See Event Instructions for application deadline and fees. Date Application Received ��,� Type: Event Special Event Event w/ Contract Date of Application )•+. Event Information Title/Name of Event �_Cxbbv_ ba -Al CCJ- +~� Event Date/Time: Set up: Date Time to Actual Event: Date =" " t"_ ° Time 1 OW to , may Clean up: Date' -�-' Y _ Time to u (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) YY � Description of Event (please be specific -this information will be used to promote the event on the City of Stillwater web ='e) Estimated Attendance (participants and spectators): 1) O v V — 2 - .Applicant Information (Person/Group Responsible) v Sponsoring Organization Name: � '" (<CA, � U Mailing Address: 1V..'`; ". City, State, Zip Code: Primary Contact/Applicant Name:��/' r Phone Number: Fax: Cell Phone: -1 'SD - l "3 Email Address: `, �- �fy' �, (" � .��.�� t'0 �►i �I �I, r�, Website Address: �• Name of contact person during event: Cell Phone: Alternate contact duringevent: r Cell Phone: r - Refer media or citizens inquires to: rA Phone: 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: — S Will there be any inflatables? No Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No/ Yes El What type: Fees for electricity may apply see Instructions Will sound amplification be used? No Yes [] Hours and Type: Will a stage or tent(s) be set up? No ❑ Yes` Dimensions: \0'�L L� 4 11 �11IV1 Will there be temporary fencing? No ❑ Yes ❑ Will merchandise/food items be sold? No ❑ Yes How many Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No INC Yes ❑ Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No D<"' 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. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available ,.-, Q'—C4 D ' A City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No. ❑ Yes ❑ Start/End Time: Date: City Sidewalks or Trails Ng ❑ Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No Q Yes ❑ Start/End Time: Date: Will event need barricade(s)? No Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? NoAff'** Yes ❑ Number needed: Fees may apply see Instructions Will extra trash receptacles be needed? No Yes ❑ Number needed: Fees may apply see Instructions Describe11 ttrash removal cleanup plan during and after event: �and Will event need traffic control? No ❑. Yes ❑ Contact Stillwater Police Departmentforassistance, 651-351-4900 Describe crowd control procedure to ensure` the safety of participants andspectators:sp�ect(�atorljs: 4 j 4 �/ v Will "No Parking Signs" be needed? No Yes ❑ii Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No' Q Yes ❑ Ifevent is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ❑ Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: 1JL Cf Describe the emergency action plan if severe weather should arise: ` List any other pertinent information: 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 tion request constitutes q contract between myself and the Date Stillwater Event - athomecreations20l7@gmail.com - Gmail event utilities Lowell Palk North put rr Open with I` I d 4 _ 411��-' ,. Location of Event Utilities North Lowell Park .� J 11 1 14 iLoxea EleClnc ql N011n 15 ti � x � �,; i Euwd Ektkic �3 Mcnll i J � �[ ��j 1 � � _.� laxe� Cbcla.0 IXa MYIII l IOC l '' •. — _ � 1 � ��Ir vrts:,�r na.rn I - � Ew�eanrr�ri I - � l:r , ? Tau.ral'er ornDuc+o� if. - 2D5D- 17 xalXway carvstnwtxm �'^•" -ai' � +- Inn 110 nuliels- � p nca llo outlet � Iw,gu tZ- r Per9 '1 � }', mil ^�• +y�, -7Jr"aL''•'- •�a ' :D •y.: r � ElecinGal hOM 'IA r.~ ••+ A.: - Electrical Loa p^5 Pale on }A)•rtlz Page 2 of 2 https://mail.google.com/mail/u/0/ 6/27/2017 water- N�. T H F B I R T H P i A C E 0 f M I N N E J 0 1 f., Memo To: Parks and Recreation Commission From; Tim Moore, Public Works Superintendent Date: July 20, 2017 Re: Rivertown Fall Art Festival BACKGROUND The Greater Stillwater Chamber of Commerce is proposing to hold the Rivertown Fall Art Festival once again October 7th and 8th in Lowell Park. The Parks and Recreation Commission directed staff at a previous meeting to bring before the Commission all events with contracts even if they are an annual event. Discussion • The event will be held in N. Lowell Park and using Parking lots 5, 9 and 11 for vendor parking. (Same as last year). • They will have music at the Amphitheater which will be a 3-4 person jazz or blues local band. • They will have a beer tent again this year. Police provides an officer Sat 10am-8pm and Sun 12pm-4pm. • They want 8 no -parking signs to be located at the 3 loading zones. They need approval for these spots from Downtown Parking Commission • They expect 90 artist vendors and 8 food vendors (food vendors will need electricity). Set up for the food vendors will begin first thing in the morning on Friday, Oct 6th. Fire will provide inspections and Public Works will open electrical boxes. • Trash service will be the same as last year and they will wheel up the containers in the beer tent to Lot #5 for service on Saturday night. • They will get their own portable toilets but will rent barricades from Public Works for the parking lot closures. Recommendation The Parks and Recreation Commission should review and discuss this event and make a recommendation to city council. 1wate , EVENTS PERMIT APPLICATION 216 North 4'6 Street, Stillwater, MN 55082 TWE big t l+ f i1N e E o/ a 1 11 M 1; 0 t A Telephone: 651-430-883,7 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be Office We On accepted. See Event Instructions for application deadline and fees. Date Application Received Date of Application: '06105/2017 'type; Event Special Event Event w1 Contract Evert Information Title/Name of Event Rivertown Fall Art Festival Event Date/Time: Set up: Date 061201 T Actual Event: Date07 06108 Clean up; Date10812017 Time 9:.00 am to 9:00 pm. Time 10 am to 5 pm Time 5 pm to 8 pm [Events after 10:00 p.m require a variance from City Council Location (Address) of Event: Lowell Park Lot 9, 11 , {If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) The Chamber is now only hosting one art fair per year and has merged the two names to be now called. Rivertown Fall Art Festival. Estimated Attendance participants and spectators): 3000-4000 Depending on weather Applicant Information (Person/Group ReWnslble) - - Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 200 Chestnut Street East #204 City, State, Zip Code: Stillwater MN 55082 Primary Contact/Applicant Name: Robin Anthony Phone Number: 651-4394001 Fax: 651439-4035 Cell Phone:. 612-860-0947 Email Address: director@greaterstillwaterchamber.com Website Address: www.greaterstillwaterchamber.com Name of contact person during event: Robin Anthony Cell Phone: 612-860-0947 Alternate contact during event: Stacie Jensen Cell Phone: 651-210-1184 Refer media or citizens inquires to: Rabin Anthony Phone: 651-439-4001 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: 40' Main Street Will there be any inflatables? No ® Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes ® What type: Music Fees for electricity may apply see Instructions Will sound amplification be used? No ❑ Yes ® Hours and Type: 10-8 pm Saturday 11 - 4 pm Sunday Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions: 30x60 Will there be temporary fencing? No ❑ Yes Will merchandise/food items be sold? No ❑ Yes ® How many 8 Fees for electricity may vendors expected': apply see Instructions Will food be prepared on site? No ❑ Yes ❑ 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 X Yes ❑ Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. Will need access to existing power boxes around park Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Art festival publications, social media, press, flyers, posters, radio, TV City Services (After. reviewing the event application, city services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map.tZ City Streets or Right-of-way No ❑ Yes ® Start/End Time: Fri 12-7, Sat. 7-q Ste: 06/06-08 City Sidewalks or Trails No ® Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: Date: Will event need barricade(s)? No ❑ Yes ® Number needed: 7 Fees may apply see Instructions Will extra picnic tables be needed? No ® Yes ❑ Number needed: Fees may apply see Instructions y' apply Will portable restrooms be needed? No K Yes ❑ Number needed: fees maseernstryapply nS Will extra trash receptacles be needed? No ® Yes ❑ Number needed: Fees moyoppiy see lnstrUCtlons Describe trash removal and cleanup plan during and after event: Chamber will be independently coordinating trash and restrooms Will event need traffic control? No ® Yes ❑ Contact Stillwater Police Departmentfor assistance, 6.51-351-49W Describe crowd control procedure to ensure the safety of participants and spectators: Logistics document is developed for participants. Signage for spectators as well as two Chamber Help Desk locations Will "No Parking Signs" be needed? No ❑ Yes ® Number needed: 8 fees may apply see Instructions show location(s) on site 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: Chamber will contract with private company as in past years. Will event need EMS services? No CK Yes ❑ Contact Lakeview EMS, 65J-430-4621 Describe plans to provide first aid, if needed: Chamber Help Desk will have a first aid kit. PD on duty and calling 911 next steps. Describe the emergency action plan if severe weather should arise: Artist will be requested to drop and secure tents. If needed, event will be canceled. List any other pertinent information: 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" maybe 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 ",n this application. l realize my submittal of this application request constitutes a contract between myself and the City of Stillwater is a release of Liability. of Applicant or Authorized Agent Date 2017 Rivertown Fall Art Festival Greater Stillwater Chamber of Commerce M 1I Z1 ti 0 3 9 O: Oct 7t" 10 — 5 pm (5-8 pm beer tent, music and food open) V X Oct 8th 11-4 prn 2 0 ro 15 5 6 4 S 5 5 5 7 9 0 9 0 3 4 r F