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Home My WebLink About2017-08-28 PRC PacketSi)! 1 Mia <<r • H E 11, 1 5 1 H F I F 1 f O F M I N N L S O 1 R • CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, AUGUST 28, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, August 28, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA 1. Approval of the July 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. City of Stillwater Event Policy Updates 4. Music in the Park 5. Stillwater Harvest Fest 6. Hazel Place Development Information Items 7. CIP Update Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING July 24, 2017 Present: Chairwoman Linda Amrein, Commissioners Rob McGarry, Sam Nelson and Sandy Snellman; Council Representative Mike Polehna Absent: Commissioners David Brandt, Scott Christensen and Bill McGlynn Staff -present: Public Works Superintendent Tim Moore APPROVAL OF MINUTES Possible approval of June 26, 2017 meeting minutes Chairwoman Amrein questioned why Commissioners' first names are not included in the minutes. Also, Commissioner Nelson was not absent. She also would like the names spelled out for the Independent Business Association (IBA) and Convention and Visitors Bureau (CVB). Motion by Commissioner Snellman, seconded by Chairwoman Amrein, to approve the June 26, 2017 meeting minutes as amended. All in favor, 4-0. OPEN FORUM There were no public comments. INFORMATION ITEMS Music in the Park Public Meeting Chairwoman Amrein opened the public hearing. There were no public comments. Woody McBride, Genius of Fun Event Production, stated he runs music events in several other cities. The proposed concert series has been moved from Pioneer Park to Lowell Park. Mr. McBride reviewed his proposal for music in Lowell Park Plaza June through August or September, 2018. He suggested Sundays noon to 4 p.m. or Saturdays 3 to 6 p.m. He said he has spoken with the Stillwater Chamber of Commerce and the Independent Business Association (IBA). The Chamber loved the idea while the IBA was concerned about the event possibly competing with other businesses who have music, so scheduling the concert series on Sunday afternoons would be preferable. Mr. McBride summarized how the event is funded through private donations, local sponsorships, public partnerships, grants and vendor fees. He plans to do a direct mail to everyone in town with the schedule for the summer. Chairwoman Amrein closed the public hearing. Parks and Recreation Commission Meeting July 24, 2017 Commissioner Snellman asked if Mr. McBride anticipates having food truck vendors. Mr. McBride replied he will offer the opportunity first to downtown businesses; otherwise he will have brats and soft drinks. Councilmember Polehna inquired about a location in case of flooding. Mr. McBride replied that he and Mr. Moore identified an area where the concert could still take place if flooding precludes the use of Lowell Park. Commissioner Snellman asked what would happen in case of rain. Mr. McBride stated the concert may be able to be held at the Water Street Inn or PD Pappy's, or it could be cancelled if necessary. Commissioner McGarry noted that the next step would be for Mr. McBride to submit an application including dates. The Commission would review the formal application. Motion by Commissioner McGarry, seconded by Commissioner Nelson, to recommend approval of the 2018 Music on the Park concert series Sunday afternoons noon to 4 with dates to be determined. All in favor, 4-0. ACTION ITEMS Labor Day Festival Mr. Moore reported that At Home Creations 2017 LLC has applied for a Craft and Vendor Show Saturday, September 2, 2017 in North Lowell Park. The promoter expects 1,000-2,000 people and approximately 40 vendors. The application did not address trash service, portable toilets or reserved parking for vendors. He noted that the applicant had previously applied to hold a Craft and Vendor Show Memorial Day weekend but submitted the application too late to be considered. He reminded the Commission of previous discussions of how many events is an appropriate number. Councilmember Polehna added that staff is working on a proposed event policy which would include a suggested maximum number of events. Commissioner- Nelson said he has many questions about the event and he would prefer that the applicant be present to answer questions. Motion by Commissioner Snellman, seconded by Commissioner McGarry, to deny the application for a Labor Day Craft and Vendor Show, based on lack of information and the fact that the applicant is not present to answer questions. All in favor, 4-0. Rivertown Fall Art Festival Public Works Superintendent Moore stated the Greater Stillwater Chamber of Commerce has applied to hold the Rivertown Fall Art Festival October 7 and 8 in Lowell Park. He reviewed the details of the application. It is a recurring event. Page 2 of 3 Parks and Recreation Commission Meeting July 24, 2017 Robin Anthony, Executive Director of the Greater Stillwater Chamber of Commerce, offered to answer questions. Chairwoman Amrein asked if this event used to occur in June. Ms. Anthony replied that there used to be a spring and fall art festival but the Chamber elected to hold a spring event June 24 in Oak Park Heights and hold the fall festival in downtown Stillwater. Motion by Commissioner McGarry, seconded by Commissioner Nelson, to approve the 2017 Rivertown Fall Arts Festival. All in favor, 4-0. COMMISSION ITEMS/TOPICS Councilmember Polehna informed the Commission of the Bridge Closing Celebration, August 12 from 5-10 p.m. Public Works Superintendent Moore said the pickleball players group would like to have at least six permanent dedicated pickleball courts. This would involve converting existing tennis courts into full-time pickleball or identifying new space for pickleball courts. He added that Lily Lake tennis courts are being resurfaced this year and will have two dedicated pickleball courts just like at Northland Park. Commissioner McGarry noted he would like more information on usage and how many players are from Stillwater, before converting more courts to pickleball. Councilmember Polehna mentioned he is receiving a lot of requests to redo the horseshoe pits at Northland Park which are in need of repair. He has told the residents that the City will address the horseshoe pits after the parking lots are done this fall. ADJOURNMENT Motion by Commissioner Snellman, seconded by Commissioner McGarry, to adjourn. All in favor, 4-0. The meeting was adjourned at 8:07 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 3 of 3 Stillwater A dm inistration DATE: August 24, 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, April and May of 2017. At the May meeting, the Commission reviewed recommended Stillwater Event Policy Revisions (attached) and directed staff to send the proposed Event Policy revisions to all event organizers on record that the City has interacted with over the past few years. Additional Information Two event organizers provided feedback to the City on the proposed Event Policy revisions which are attached for Commission review. Based on further discussion with city staff, clarifying language was added to the proposed Event Policy revision in Item #6 on Page 5 related to Alcohol provisions. Based upon direction from the Parks Commission, staff will update the proposed Event Policy revisions as necessary. NEXT STEPS: If the Parks & Recreation Commission agrees with the proposed revisions (with further updates as necessary) 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 August 24, 2017 Council adopted a resolution on December 21, 2010 establishing policies and procedures for reviewing event applications. The following items printed in red are recommended changes to be amended to the current policies. Event Thresholds Revise event descriptions to provide event organizers a clearer distinction of where their event will be placed. Event Special Event Special Event With Contract A gathering is considered a special event when any one A gathering is considered a special event when any one of A special event requires a contract with the city if: of the following thresholds applies: the following thresholds applies: 1) Closure of street — One 1) Closure of street — One block of a residential street is closed for up to 5 hours; or any portion of a commercial street is closed for up to 2 hours. block of a residential street is closed for more than 5 hours; or more than one block of 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 —1 2) Public parking lot use —10 to 9 spaces in a public parking lot are reserved. or more spaces in a public parking lot are reserved. 3) Street use (including 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. 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 4) Number of people in a park Number of people in a park or park or City facility — 250- or City facility - 1000-2500 City facility - 2500 or more 1000 people including spectators, vendors, performers and volunteers are expected at a time in a public park.1 people including spectators, vendors, performers and volunteers are expected in a public park.' people including spectators, vendors, performers and volunteers are expected in a public park.1 The event occurs on multiple days, OR extra -ordinary city Page 2 of 6 1Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. 2Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would _need_to_r_ent_for the_event,_office_ supplies, _billables_(e.g._postage), and_any contracted services. Application Submittal Extend application due dates to allow for greater lead times to complete the review process, add a late fee, add a cancellation policy, and define process if two or more applicants request the same date or location. Event Special Event employee support or city materials are necessary, OR any out-of-pocket expenses' are incurred by the city, OR cost of Application Due 30 days prior to event Application due 60 90 days prior to the event City Services is over $1,000. 1Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. 2Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would _need_to_r_ent_for the_event,_office_ supplies, _billables_(e.g._postage), and_any contracted services. Application Submittal Extend application due dates to allow for greater lead times to complete the review process, add a late fee, add a cancellation policy, and define process if two or more applicants request the same date or location. Event Special Event Special Event With Contract Application Due 30 days prior to event Application due 60 90 days prior to the event Application due 60 3.20 days prior to event No Application Fee $50 non-refundable Application Fee $100 non-refundable Application Fee Any application submitted after application submittal deadline will be charged a $1.00 late fee. Late applications may jeopardize the ability to receive event approval. Failure to pay application fees may result in a dismissal of application. An Event Application can be submitted one year in advance of the event. Past events will have priority if scheduling conflicts arise. City staff will contact previous event organizer to allow first right of refusal. 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. Event Special Event Special Event With Contract No event base fee required $500 Park Usage Fee $500 Park Usage Fee $500 per day* Base Fee $1,000 per day* Base Fee subject to negotiated contract provisions. Events with Routes — No participant fee required Events with Routes — $1 per registered participant Events with Routes — $1 per registered participant $750 impact fee $750 impact fee $750 impact fee event $100 refundable damage deposit if using a park event $1,000 Security Deposit event $1,000 Security Deposit subject to negotiated contract provisions. *Per Day includes each day of event. Separate load -in day fee of $500/day will apply. Page 3 of 6 Currently equipment operated by city personnel to support an event is not paid for by the event organizer unless the equipment has to be rented specifically for the event. Below is a list of rates for personnel and city vehicles or equipment that may be used to provide event support at full cost recovery. These would be updated on the City's Fee Schedule. Police Department Personnel services, per hour Material: No -Parking Signs, posted 2018 Fee Schedule Rate Actual officer rate $TBD flat rate $3/sign/each day of event plus labor if after normal business hours Equipment (including officer): Squad Car — per hour $TBD Utility Vehicle — per hour $TBD Command Trailer — per day $TBD Public Works Department 2018 Fee Schedule Rate Personnel services, per hour $TBD Material Rental Refer to list in 2017 fee schedule Equipment (including operator): Pickup — per hour $TBD Street Sweeper — per hour $TBD Other Equipment TBD — per hour $TBD Fire Department 2018 Fee Schedule Rate 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 Events with RRoutes Provide preferred wheferunning and bike routes can occurwithin the City to decrease impact on neighborhoods, city services and facilities. The category "Events" are exempt since they don't require traffic control and obey all traffic rules. See attached map. Page 4 of 6 Application/instructions Update the City event application and instructions to improve descriptions when applying. The following items would be new additions. Contact information for websites / outside agencies will be added. 1. Advertising — It is a 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. The City will issue an approval or denial no later than 15 days after the application date whenever possible. Preliminary approval may be given, allowing the applicant to advertise the event, with final details to be worked out with staff. 2. Event Changes — Major changes made to an event after being reviewed by any Commission or City Council are not permitted. Any event that is impacted with an emergency situation such as river flooding, weather issues, etc. will be resolved by Public Safety and Public Works staff at such time a City Council meeting is not available. 3. Event Timing — Organizer must submit a final site plan 15 days prior to event. Organizer is required to provide a "Load -in" and "Load -out" schedule. The City may require a walkthrough of the event site before and/or after the event. 4. Cancellation Policy — Cancellations of events by the event organizer received in writing are accepted up to 20 days prior to event with a full refund of event fees and deposits (excluding application fee). Cancellation notices received between 20 and 10 days prior to event will forfeit 50% of all event fees and deposits. Cancellation notices received within 10 days or less of the event will forfeit all event fees and deposits. The City reserves the right to cancel or deny an event should one or more of the following occur: a. Failure to submit an application within the time periods as outlined above. b. Requirements of the Event Policy or Application are not met. c. The applicant owes the City of Stillwater, money from another event, services provided or as a result of damages to city property. d. The use or the event would conflict with previously planned programs organized and conducted by the city or non-governmental agencies previously scheduled for the same time and/or place. e. The applicant does not comply with all applicable city ordinances, traffic rules, park rules and regulations, state health laws, fire codes and/or liquor licensing regulations. f. The use or event proposed by the applicant would present an unreasonable danger to the health or safety of the public. g. The applicant cannot comply with applicable local, state and federal license requirements for all or part of the planned event. h. The use or event is prohibited by law. Page 5 of 6 The application contains material misrepresentation or fraudulent information. 5. Event Cleanup — Organizers agrees to remove all items pertaining to the event at the conclusion of the event. City of Stillwater is not responsible for any items belonging to the Organizer or patrons of event that are remaining after the event. a. Organizer will to pay $ /day if event area is not cleaned, event items are not removed or the site is not repaired within 24 hours of event or as agreed upon in a contract. b. Organizers will reimburse City at cost for the labor, supplies and/or equipment needed or expended should the city find it necessary in their sole opinion to do further cleanup, removal or repairs to the area to its original condition. The following items have currently been implemented into the application review process however the descriptions and requirements would be updated. 6. Alcohol Updates — List fencing requirements, insurance limits, signage minimums, compliance program rules and provide reference to City code and Minnesota Liquor Control website on the event instructions. Alcohol. l'o apply for a Temporary Liquor License an applicant must be a non-profit, religious, or charitable organization or club; these types of organizations or clubs must have been in existence for at least three years; political organization, or state university. Must not exceed 4 days in length. The Temporary Liquor License application must be submitted 60 days before the date of the event (See attached application for more information) Liquor Liability Insurance — The City requires any function that is open to the public and sells/serve alcohol through a temporary liquor license must provide liquor liability insurance for the days of the event. This insurance is required to protect the City's and Organizer's interest. Certificate of Insurance providing at least $50,000 of coverage because of bodily injury to any one person in any one occurrence, $100,000 because of bodily injury to two or more persons in any one occurrence, $10,000 because of injury to or destruction of property of others in any one occurrence, $50,000 for loss of means of support of any one person in any one occurrence, $100,000 for loss of means of support of two or more persons in any one occurrence, $50,000 for other pecuniary loss of any one person in any one occurrence, and $100,000 for other pecuniary loss of two or more persons in any one occurrence; 7. 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. Page 6 of 6 8. 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. 9. 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 atleast $1,5001000 -combined -single limit, The category "Events" are excluded from this requirement. 10. Vendor Types — Require organizer to differentiate between food and retail on 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. with reference to State code. 11. Site Plan — Provide a detailed 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. From: Ami Voeltz[rnailto:amivoeltzseed@gmail.com] Sent: Monday, July 17, 2017 3:01 PM To: Beth Wolf <bwalf@ci.stillwater.mn.us> Subject: Re: 2018 Stillwater Event Policy Revisions Hello Beth, Thank you for the invitation to provide feedback on the Events Policy. We have many skilled people with S.E.E.D. and BizWaste in Washington County to assist with any other ideas or feedback about reducing waste at Stillwater events. We would also be available to discuss other ideas via phone and also attend meetings and provide thoughts and ideas also. Here are some starter ideas to be considered: Application: 5. Event Cleanup c. Organizer will provide clearly -marked and monitored bins for recycling organics, recycling and trash and ensure sorting is adequate. d. Organizer will provide a map of bin locations, drop-off and pick-up locations. d. Organizer will arrange pickup of organics, recycling and trash. 8. Food vendors and Food Trucks g. Food vendors must have a recycling bin, organics bin and trash bin available to their staff and clearly marked and maintained. 11. All vendors will have adequate trash, recycling and organics (if relevant) bins for their own staff. Dumpsters will be provided by the City for bin emptying throughout the event. If not already covered, the organizer must work with the City to ensure minimal damage to park grounds and protection of adjacent stormsewers, lakes and rivers. I would add in section 8d. not only waste receptacles but also waste haulers and information on hosting a low -waste event (including vendor list for compostables). It would be great to see a line requiring recycling receptacles be placed next to trash bins. STILLWATER ELDEMPOWERMEKT DIRECTIVE IIF" Thank you, GOA e Ami Voeltz, S.E.E.D. Web: www.mainstreetstillwateriba.com/seed Facebook: https://www.facebook.com/stillwaterseedprogram On Mon, Jul 3, 2017 at 4:43 PM, Beth Wolf <bwolf@ci.stillwater.mn.us> wrote: Dear Community Event Organizers, The City of Stillwater periodically reviews its Events Policy for any necessary code updates, internal and external policy changes, safety and security updates, fee structure updates, insurance requirements changes and the like. The Stillwater City Council has also included an initiative to review and update the City's Event Policy within its Strategic Plan. Over the past year, City staff has been collecting background data on events conducted within the City of Stillwater, surveying comparable communities event policies and providing proposed event policy language updates for review by City Council and the City's Parks and Recreation Commission. The most recent version of Proposed Changes to the City of Stillwater Event Policies has been reviewed by the Parks and Recreation Commission. As part of the review and input process, the Commission directed staff to share the Proposed Changes with entities that regularly organize and operate events with the City of Stillwater. Attached for your review is a copy of the most recent (as of June 30, 2017) proposed changes to the City of Stillwater Event Policies. Proposed changes are highlighted in red in the attached document. Please provide any feedback or observations to Beth Wolf bwolf@ci.stillwater.mn.us by Monday, July 17, 2017. All comments and suggestions will be shared with the Parks and Recreation Commission for its consideration. It is expected that the Commission will complete its review of changes to the Event Policies and make recommendations to the City Council by the end of summer 2017. The City Council anticipates taking formal action to amend the City Event Policies in early fall so that the updated Event Policies will be in effect for 2018. Thank you for your time, Tom McCarty, City Administrator 216 4th Street N. Stillwater, MN 55082 651-430-8801 tmccarty ci.stillwater.mai.us Stillwater Half Marathon Half Marathon/5K • May 27 July 17, 2017 Lift Bridge Road Race 10Mile/5KIKids Run • July 22 Stillwater Log Run 10Mile/5K/Kids Run • September 16 To: City of Stillwater From: Run Stillwater, Inc. Stacy Einck Re: Input on Proposed Changes to the City of Stillwater Event Policies First, thanks for giving us the opportunity to comment on the possible changes to the City's event policies. In reviewing the proposed changes we have several questions and thoughts. Fee Structure Our race would fall in the category of "Events with Routes". Question Our Stillwater % Marathon ends on Laurel Street between Third Street North and Second Street North. In the past after finishing the race participants have entered Pioneer Park to enjoy the view and "recovery" food provided by the race (water, banana's, pretzels). The race used the pavilion on the south end of the park near the walkway as a distribution point for the recovery food. Our use of the pavilion typically lasted until 11:00 a.m. only. At no time did the race have exclusive use of the park. If the race continued to utilize the park in the same manor without exclusivity would this new fee apply? If the race adjusted its post -race setup so recovery food was available outside of the park would the fee apply? Participants for our race begin to arrive in the City around 6 a.m. They are directed to park in City lots through our website and pre -race emails. It would seem reasonable to assume that this results in increased parking revenue being generated for the City. Is there any way to calculate this into the formula as a credit for events against their costs with the City? Comment/Suggestion Your proposed change suggests assessing a fee of $1 per registrant. The number of registrants at a race generally is between 7.5% and 15% higher than the number of participants. The number of participants, calculated in our case by the number of finishers by the timing company, seems to be a more accurate way to determine a race's impact. Therefore, we would suggest using the number of participants as the multiplier rather than the number of entrants. We are aware that the perception of the City is that this fee will simply be passed on to each runner, which is technically true. However, it should be noted that on any given race day a potential runner has dozens of race options to consider when selecting a race and it is vitally important that we keep entry fees as competitive as possible. Therefore, this change would not impact runners as much as it would directly impact the race itself. Run Stillwater • P.O. Box 21 • Stillwater, Minnesota 55082 • info@runstillwater.com Stillwater Half Marathon Half Marathon/5K • May 27 Public Safety Costs Comment We agree with a "before event" flat fee. Lift Bridge Road Race 10Mile15KIKids Run • July 22 Stillwater Log Run 10Mile15KIKids Run • September 16 First, we -want -to -reiterate -that -runner safety -is -our number -one -priority. With that in mind we are very concerned that public safety costs for the race could explode if all intersections are staffed by public safety vs. previous years when the race was allowed to staff minor intersections with trained course marshals. This would also have great impact on our community support in that our race marshals are a large part of our volunteer support. The result would be taking away a sizable portion of that donation (and more) from a local nonprofit and transferring it to the city. Question Without looking at our files we recall that there were approximately ten Stillwater Public Safety officers assigned to handle "major" intersections on our race routes this year. Would it be possible to review our 2017 race route and give us an estimate of how public safety costs using your proposed new schedule vs. 2017 costs would compare? Applications/Instructions Comment It seems that item #1 — Advertising could be interpreted as giving two different messages. Early in the paragraph it is stated that it is a violation to advertise the location of any event without requesting a reservation of city property. Later in the same paragraph it is stated that "Preliminary approval" may be given, allowing the applicant to advertise the event. It would be helpful to have this clarified. Sucgestion It would be ideal to incorporate into an agreement between the City and an event that the parties review that year's event within a certain time frame after the event to identify any problems, errors in execution, etc. And, address any suggested changes there and then, rather than during the review of the event's application the next year. Proposed Set Routes The city is proposing set routes to be utilized for route events. Our event is a certified and sanctioned USATF running event. Runners like this event and participate because they like the route, among other things. And, moving the route is neither simple nor free. We would like to suggest a "grandfather clause" for our event as it is already an established event and course in the running community. Our final thoughts The relationship between an event and its host city is critical to the success of the event and the image of the City. We would be happy to provide any input, views, opinions and ideas as the City reviews and revises its event policies. Run Stillwater • P.O. Box 21 • Stillwater, Minnesota 55082 • info@runstillwater.com ,I Ilwater THE BIkIHPf ACE OF R! INNESOI A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: August 17, 2017 Re: Music in the Park BACKGROUND At the July 20, 2017 Parks and Recreation Commission meeting the commission was in favor of Music in the Park but requested a schedule of dates for 2018. Attached is the proposed schedule submitted by Woodie McBride. Woodie will be at the meeting for questions and comments. Recommendation The Parks and Recreation Commission should review and discuss this event and make a recommendation to city council. Beth Wolf From: Woody McBride <mcbridewoody@aol.com> Sent: Thursday, August 10, 2017 12:38 PM To: Beth Wolf; Tim Moore Subject: 2018 Dates for Music on The River at Lowell Park Hi Beth and Tim- the park's commission asked me to forward a list of the 2018 Dates I am interested to host Music on The River at Lowell Park. I have not included any September dates at this time - however, depending on fund raising for this first year I may ask the commission to consider some additional dates. Could you let me know when the next meeting is that you would like me to attend? Also, could we discuss working together to write a grant for programming at the series? I was advised by Art Reach that we could be eligible for some support to help launch the series and possibly buy some sun shades for the stage for use during the concerts. Dates: June 3 June 10 June 17 June 24 July 1 July 8 July 15 July 22 - no show - Lumberjack Days July 29 August 5 August 12 August 19 August 26 Thank you, Woody McBride, Genius of Fun Events 1 i -ft l'water 'HE BIRTHPLACE OF MINNESOTA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: August 17, 2017 Re: Stillwater Harvest Fest and Giant Pumpkin Weigh Off BACKGROUND Summer Tuesday's Inc. is proposing to hold the Stillwater Harvest Fest and Giant Pumpkin Weigh Off once again October 14th and 15th 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 Tots 4, 5 and 9. • They will have music at the Amphitheater, They will have a beer tent (10 am to 7pm Saturday and Sunday), Chili Cook Off, Vendor Market, Kiddie Tractor Pull, Giant Pumpkin Weigh Off and Drop and the Pumpkin Regatta. • They will need the power line dropped to the Gazebo for the pumpkin drop • Public Works provides 2 Type III barricades, 8 portable toilets, 8 electric boxes and extra trash barrels. • Trash service will be provided by the event organizer. • The event organizer is expecting 500-1200 people daily. Recommendation The Parks and Recreation Commission should review and discuss this event and make a recommendation to city council. •(sr EVENTS PERMIT APPLICATION 216 North 4 to Street, Stillwater, MN 55082 ere ssork►tArr or rIkKc►oTF Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event instructions for op llcation deadline and fees. Date of Application: Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event / Event Date/Time: Set up: Date fC/' ) Time zat>1 to C=.,y',"t Actual Event: Date ,, 7/51' h OC. 4/I//: Time /O to i /II Clean up: Date, 5C-1 /`f Pct /5 Time 4011 to /97 (Events after 10:00 p.m. require a variance from City Council) Location (Address)4 Event: //4(./e,/(If in Lowell Park please specicl �fy north or south Lowell park) y 1 1►. Description of Event (please be specific - this Information will be used to promote the event on the,7Ciiiy of Stillwater website) /0.,r , //4pep eFS/ /47,3574- j e_ AV/1 a `it ''T' ' J-e1t7�'E'Y" .i yi, , ra 111 /14, :1- 6 I# ,r t-1. lie ‘ -1)J----, - 01 C hir 7,e.,,,,,.././y ic/P, 1-i7 ! cr t:-0 6,r Ce?de1 ie /fls' e.45, ; 'Ge...4+e et; 44l' Gp,- -7c$-,14?; ems7 w f r4, r �t 74 , . :-1, , 44(77 7I CjA Estimated Attendance (participants and spectators): .::::,,-610 - /2j.„� Applicant Information (Person/Group Responsible) Sponsoring Organization Name: �� -si i�-- /G1e. rGP if� , .'. Mailing Address: / `a �4- JI ,,C ..5— ✓ City, State, Zip Code: ,......"-X, j%�/`� tied- 1, /// %�--57,g 2 Primary Contact/Applicant Name: Y H lid Phone Number:/ j/ 7,-5_ G/7z5- Fax: ,-- Cell Phone: ,4_t_ Email Address: I/// ie l»eke 7, i / 4%',1,9-1 Website Address: �7a�/ 4 1 ,�� ,,met f ---" Cc:)`� Name of contact person during event: ��/� nve_. CeII Phone: kV ig7_ 5970 Alternate contact during event: _--4,--/-;i � � CeII Phone:6/Z //9 —19V5 Refer media or citizens inquires to:.-0/,-.vYC Phone: 'jam ��/ _5 - 972 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 •%�� .U4%7n%e✓ ove✓ 47i I, rr • Will any signs/banners be put up No f-1 Yes ' Number and size: I G' ' j--1 G,et� l 4'/ Will there be any inflatables? No IS Yes Insurance certlflcatefrom rental vendor Isrequired Fees for electricity may Will there be entertainment? No • Yes m What type: L ii/e_ /A(.5', e apply see Instructions, Will sound amplification be used? No 0 Yes Fj Hours and Type s f /9-7 Seo h /2— 2Will Willa stage or tent(s) be set up? No • Yes ® Dimensions: yOx 8r Will there be temporary fencing? No ■ Yes How many Fees for electricity may Will merchandise/food items be sold? No • Yes gl appy see Instructions vendors expected: Will food be prepared on site? No • Yes El Contact Washington County Health Department 651-430-6655 Will cooking operations be conducted? No • Yes ,5. Contact Stillwater Fire Department 351-4950 Will alcohol be served but not sold? No I.71 Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No ■ Yes El See Alcohol Regulations In the Instructions Will there be a fireworks display? No gf Yes ■ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power n eds and location of powerAgurce. f/� j `k' t " , 6/ey1(e, Describe level of advertisement�le, radio, flyers, ads, tv, press release). Attach sample df available / j�4e4k O �t s .a"" ' 4--> /16e -e„.4;,•,, ' '"r+ -t' City Services {After reviewing the event application, City services may be requried for the event,) Will event use, close or block any of the following: If yes specify location on site map. S '7,.,/ 5 9 -/-41 -11-44 8'1491 City Streets or Right-of-way No • Yes rig Start/End Time: /'Ye Da e: / City Sidewalks or Trails No J1 Yes • Start/End Time: Date: Public Parking Lots or Spaces No ■ Yes JEf Start/End Time f ✓, NDc7, ..-,ar ]ate:/0) Fees may apply Will event need barricade(s)? No X1 Yes • Number needed: see instructions Fees may Will extra picnic tables be needed? No Yes ■ Number needed: see Instructions Will portable restrooms be needed? No O Yes rg Number needed: Fees may apply see Instructions Fees may apply Will extra trash receptacles be needed? No IN Yes Number needed: see Instructions Describe trash removal and cleanup plan during and after event:/ �� , 45X' il- Jf'Crf�'./, ?tCr//f/.lj // I '' s'P uve—r tf1 i7 JAL/ /'gra i. -c'' 1++'i,I' Will event need traffic control? No Er Yes • Contact Stillwater Pollee Deportment for assistance, 651-351-4900 Describe crowd control procedur to ensure the safety of participants andspectators: 74 /t F1,P , 0 rf :7"4-4'-i1 e e u11!`/f ,e3e._ 7L0 ��57+ f .4".C. -e. 5 5 / Fees may apply see Instructions Will "No Parking Signs" be needed? No 24, Yes • Number needed: Show location(s) on site map Will event need security? No Q Yes 25 if event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: A -,i/ ,5-14,70_ .--5,/,'-- 2_`,'S- LYO/$ _eTe;4,277 l'ee'/'el-'/ C . Will event need EMS services? No • Yes ky Contact Lakeview EMS 651-430-4621 Describe pans to provide first aid, if needed: S //Ja /AYat l�- -j�7 1 • 7�5� /4.� i5 I'�crC41:y Describe the emergency action plan if severie w ather shouls,arise: G(e5 t tG'/i� > � r/ „�/ L L17.`--- Id17 ,C711---1 /l infvrmation: List iny other pertinent information: �./eri,�' �_A, A.,. e e* r/G,6f {9 l v, ! "j�' / � 'fr--6/ �j[�-e1/ or Ze-i15 . `'1 (+t /,%esf„/?•v' 6.4--- ji9t1 > t"/✓fit` t l! / C e-.5 .a)f__ 7 ,, .fr e/f.„ Fr U+/,‘ 04,//e// +-,c 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 coVer#ig 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 Stillwriyl`er ander js a release of Liability. Si r fre o, App cant or Authorized Agent Dafe PARKS AND RECREATION COMMISSION MEETING DATE: August 28, 2017 CASE NO.: 2017-14 APPLICANT: Fairway Development, LLC REQUEST: Preliminary Plat approval of Hazel Place, an 8 lot residential subdivision located at 1902 William Street North PREPARED BY: Abbi Jo Wittman, City Planner BACKGROUND Sterling Black of Fairway Development LLC plans to develop 7.19 acres of land located at 1902 William Street North, currently a vacant property located at the end of Hazel Street. A total of 8 lots, to be known as HAZEL PLACE, are proposed. The property previously contained one single family residence that was ordered for removal in 2015. PARK COMMISSION REVIEW The Comprehensive Plan's park chapter shows no planned parks or trails on or through the property. Given this, the developer is requesting contribution to the park system through the form of a fee, which would be $2,000 per lot (a total of $14,000, giving credit to the former home on the property). Since no City trails are planned in the area, and in addition to the park obligation, the developer will be responsible for a $500 contribution per lot ($3,500 total) toward the city's public trail system. RECOMMENDATION City staff recommends a cash dedication of $17,500 for HAZEL PLACE's park and trail obligations. ATTACHMENTS Site Location Map Parks and Trails Plan, 2008 Development Plans Figure 8.2 : City Parks & Trails Map PLAN OF STILLWATER OMR rlltra nil M IA! 113`iL.�"+j �:zlJles Je eQ�� ,, . .11tr," • . _ _ — r _ • ;1/4P• 'n iii• p X..ig P.W 1 1131 g )(I i 1111 XI i .f - - it • ; RA! L R (j. t a 1 f i hgg • I if i, , V i g 1 11 R!ill! I li 1 i a ii Ai t 1 t Y 6 1 jth !Y' EE !E! 1 111 hi 1 • b aE g 1 olgor 1 1 t�t 1 1 C�s l' a e 1 111 RI IV. SMI 0 !II, ,,+ li { 1. 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Y N F$ S; l A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: August 17, 2017 Re: 2018 Capital Improvement Plan (CIP) Update DISCUSSION At the May Parks and Recreation commission meeting, the commission reviewed the 5 year Capital Improvement Plan for the Parks Department. Improvements in the plan for 2018 were included as part of the proposed Parks Capital Outlay budget for 2018. The requested Capital Outlay for 2018 has been reviewed by Administration and Finance with the proposed budget for 2018 with the request to reduce the Parks Capital Outlay from the requested $1,090,000 to $750,000. Staff has come up with a couple of ideas in reducing costs including repairing the Mulberry railing and purchasing the aerator and seeder in 2017. This amounts to $54,000 in reduction, but another $290,000 will need to be cut. Other ideas to get to the targeted amount include reducing or eliminating the scope of the larger projects of Palmer Park, Lily Lake Lights and Pioneer Park Restrooms. Staff will be able to discuss the improvements at the meeting and some possible project options to reach the targeted amount RECOMMENDATION Staff is looking for input from the Commission on options to reduce the Parks Capital Outlay to the reach the targeted amount. Department/Capital Item CIP Number GL Number Priority 2018 2018 Requested Proposed Catergory Parts Truck with Snow Equipment 72" Zero Tum Mower Aerator Seeder Palmer Park Replace Play Structures (Sunrise/Part of Pioneer Park) Install Irrigation Hard Court Rehabilitation Annual Trail Improvements lights (Lily Lake) Mulberry Railing Concrete Stairs Rehabilitation Project (Laurel St) Pioneer Park Bathroom Remodel Parks Total 18-4240-7033 1204240-5400 2 18-4240-222 120-4240-5300 1 18-4240-245 120-4240-5300 2 18-4240-705 120-4240-5300 1 18-4240-708 120-4240-5200 1 18-4240-709 120-4240-5200 2 18-4240-710 120-4240-5200 1 18-4240-711 120-4240-5200 3 18-4240-713 120-4240-5200 2 18-4240-714 120-0240-5200 2 18-4240-823 120-4240-5200 1 18-4240-925 120-4240-5200 2 55,000 55,000 6,000 6,000 27,000 27,000 120,000 120,000 75,000 75,000 15,000 15,000 80,000 80,000 40,000 40,000 250,000 250,000 27,000 27,000 75,000 75,000 320,000 320,000 1,090,000 Automobile Machinery/Equipment Machinery/Equipment Improvements Improvements Improvements Improvements Improvements Improvements Improvements Improvements Improvements 750,000 Parks Figures Out Changes