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2017-09-25 PRC packet
Iwa ter V, E e. N VI ° A f p, M I N N ESD I A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, SEPTEMBER 25, 2017 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, September 25, 2017, at 7:00 p.m. in the Council Chambers of Stillwater City Hall, 216 North Fourth Street. AGENDA 1. Approval of the August 28, 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. Phipps Center for the Performing Arts Bench Proposal 4. Ice Castle Event 5. 8080 Neal Ave Subdivision 6. City of Stillwater Event Policy Updates Information Items Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING August 28, 2017 Present: Chairwoman Linda Amrein, Commissioners David Brandt, Scott Christensen, Bill McGlynn, Sam Nelson; Council Representative Mike Polehna Absent: Commissioners Rob McGarry and Sandy Snellman Staff present: City Administrator Tom McCarty, Public Works Superintendent Tim Moore APPROVAL OF MINUTES Possible approval of July 24, 2017 meeting minutes Motion by Chairwoman Amrein, seconded by Commissioner Nelson, to approve the July 24, 2017 meeting minutes. All in favor, 5-0. OPEN FORUM There were no public comments. ACTION ITEMS Music in the Park Woody McBride, Genius of Fun Events, explained his proposed schedule for 2018 concerts in the park: all Sundays June through August except for Lumberjack Days weekend (July 22). Concerts would be noon to 3 p.m. including set up and clean up. Motion by Commissioner Nelson, seconded by Commissioner McGlynn, to recommend that the City Council approve Music in the Park for Lowell Park for 2018 as presented. All in favor, 5-0. Citv of Stillwater Event Policy Updates City Administrator McCarty led discussion of proposed revisions to the City's Event Policy. He reviewed input received from event organizers. He informed the Commission that requests are starting to come in to use Chestnut Street and the Aiple property as event venues. The City will need to hold off on those requests until improvements are completed. Mr. McCarty stated that if the Commission would like to be part of the approval process for all events with contracts (large events), language could be added to the policy. Parks and Recreation Commission Meeting August 28, 2017 Chairwoman Amrein asked who approves changes made in event plans, and what would determine whether a refund could be issued? Mr. McCarty replied that most minor site plan revisions are managed internally. In the case of large disruptions such as a water leak or weather precluding an event, staff would discuss whether a pro rata refund could be issued. He noted that staff may want to add a dispute resolution process provision to the policy. Commissioner Christensen asked how fees are set for special events with contract. City Administrator McCarty replied that the Council negotiates the fee with the organizer, based on the amount of staff support needed, City equipment used, number of anticipated participants and other factors. Commissioner Brandt asked how to clarify charging some events, i.e. races, $1 per registrant but not charging other events, for instance the art fair. Regarding the proposal for set routes, Commissioner Christensen pointed out that a lot of people run the same race every year and don't want a new route. Race organizers pay to have their route certified - that's what makes a quality race. The accuracy of the course is very important. Commissioner Nelson said there's a difference between smaller walks such as a church procession of 200 people lasting 1/2 hour, versus an event that draws 2,000 people and raises money. But the policy as proposed would treat them the same. City Administrator McCarty recognized that the policy doesn't address situations such as a rally organized around a flashpoint in the community. The Chief of Police has authority to shut down an event if he thinks it will cause stress in the community or generate public safety concerns. This language is usually written into contracts for special events. However, the policy may need to address rallies more specifically. City Administrator McCarty asked the Commission's thoughts on using a fee of $500 or $1,000 per day for multiple day events, versus establishing a set fee for the entire event. Currently, he stated that for events that take place multiple days through the whole summer, the City negotiates one fee in the contract for the entire run of the event. By definition, multiple -day events are considered special events with contract. Therefore, the $500/day fee pertains only to one -day events. The negotiated fees depend on what City services are requested like picnic tables, staff time, and so on. Commissioner Christensen suggested it needs to be clear in the policy if there will be exceptions, and how they will be granted, for instance, a three-day Junior High School walk against bullying. Mr. McCarty replied if an event doesn't use City parks, doesn't cross several high traffic intersections, stays in neighborhoods, obeys all traffic rules, staff has usually not enforced the fees. Commissioner Christensen stated it needs to be apparent that there will be exceptions. He agrees with waiving fees for a Junior High School walk, but asked then what about college students Page 2 of 4 Parks and Recreation Commission Meeting August 28, 2017 protesting something? He feels language needs to be added to differentiate among these types of events. Commissioner Nelson said the City should avoid the appearance of favoritism among different groups. He feels the need for traffic control is key to defining the different types of events. He suggested the policy incorporate language describing an event "that is significantly disruptive of normal traffic" for instance. Public Works Superintendent Moore said he doesn't consider a police car blocking a road temporarily, or a crossing guard, to be "traffic control." Traffic control means barriers and signs prohibiting traffic. He suggested the phrase "recognized uniform traffic control." Commissioner Christensen asked whether the $1 per registrant fee would apply to races that pass through Stillwater but do not begin or end in the City. Mr. McCarty agreed that should be explored further. Mr. McCarty agreed to make revisions and bring the proposed policy back to the Commission. He hopes to get it to the Council in early October. Event organizers already know the City is looking at this. Stillwater Harvest Fest Public Works Superintendent Moore explained the application by Summer Tuesdays Inc. to hold the Stillwater Harvest Fest and Giant Pumpkin Weigh Off October 14 and 15 in Lowell Park. Motion by Commissioner Brandt, seconded by Commissioner Christensen, to recommend approval of the 2017 Stillwater Harvest Fest and Giant Pumpkin Weigh Off. All in favor, 5-0. Hazel Place Development Mr. Moore reviewed the application by Sterling Black, Fairway Development LLC, for preliminary plat of Hazel Place, an eight -lot residential development to be located at 1902 William Street North. The developer would pay park fees of $2,000 per lot, and trail fees of $500 per lot. Staff recommends a cash dedication of $17,500 for Hazel Place park and trail obligations. Motion by Commissioner Brandt, seconded by Commissioner Nelson, to approve the cash dedication of $17,500 for Hazel Place park and trail obligations. All in favor, 5-0. Page 3 of 4 Parks and Recreation Commission Meeting August 28, 2017 INFORMATION ITEMS CIP Update Public Works Superintendent Moore stated that about $1 million was requested in the 2018 Parks Capital Outlay budget for 2018. Administration and Finance responded with a suggested budget of approximately $750,000. He led discussion of ideas to reduce costs. He went over a list of proposed items including equipment and improvements and explained what is being cut or deferred to the future. Commission consensus was to cut: • Aerator -seeder, $27,000 • $100,000 from the Palmer Park budgeted amount, leaving $20,000 • $150,000 from the Lights budgeted amount, leaving $100,000 for Northland only • $27,000 Mulberry Railing Mr. Moore explained that the budgeted $320,000 for the Pioneer Park Bathroom remodel is only a portion of the cost which is being split between 2018 and 2019. Commissioners agreed that the Pioneer Park bathroom remodel is a high priority. Councilmember Polehna added that the horseshoe courts at Northland are in serious need of repair. Mr. Moore said he will continue working on the budget and come back to the next meeting with some hard numbers. COMMISSION ITEMS/TOPICS Commissioners Brandt, Christensen and Councilmember Polehna brought up significant safety concerns about vehicles driving on the trail by the boats, despite signage. ADJOURNMENT Motion by Commissioner McGlynn, seconded by Commissioner Brandt, to adjourn. All in favor, 5-0. The meeting was adjourned at 9:29 p.m. Respectfully submitted, Julie Kink Recording Secretary Page 4 of 4 r j a water q H P. a r p� M I N N E S© I A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: September 21, 2017 Re: Phipps Center for the Performing Arts Bench Proposal Anastasia Shartin, Visual Arts Director for the Phipps Center for the Performing Arts will be at the meeting Monday night to discuss their proposal and answer questions. CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING April 25, 2016 Present: Chairman Linda Amrein, Commissioners David Brandt, Scott Christensen, Rob McGarry, Bill McGlynn, Sam Nelson, Sandy Snellman, Council Representative Mike Polehna (arrived at 7:10 p.m.) Absent: None Staff present: Public Works Superintendent Tim Moore APPROVAL OF MINUTES Possible approval of March 2$ 2016 Parks Commission meeting minutes Motion by Chairman Amrein, seconded by Commissioner Snellman, to approve the March 28, 2016 meeting minutes. All in favor, 7-0. INTRODUCTION OF NEW MEMBERS New Commissioners Sam Nelson and Bill McGlynn introduced themselves. OPEN FORUM Hank Gray, 231 North Everett Street, coach for the Stillwater Area High School Mountain Bike Team, noted there is a public hearing at Oak Park Heights May 16 regarding a trail planned for Valley View Park. He informed the Commission that the team would still like to pursue having a track in Brown's Creek Park for the fall season. He asked that the Commission keep him advised and let him know if they need the team's physical presence or support in any way. ACTION ITEMS The Phipps Center for the Arts bench request Anastasia Shartin, Visual Arts Director for the Phipps Center for the Arts, explained a proposal to install an art bench in Lowell Park. The bench would honor the work that Jan George did for the local Red Cross. Stillwater Junior High School students would be the primary participants, working with an educator to design the bench. The Phipps is asking the City to work with the planning committee on possible locations, meet with participating youth to discuss requirements, co -host an unveiling celebration this fall, maintain the bench and help promote the Art Bench Trail. She added that there is a small fund for ongoing maintenance of the bench. Commissioner McGarry asked how the Commission would be updated on the design process and how it could be ensured the bench would fit Lowell Park. Councilmember Polehna mentioned that the downtown plan update currently underway involves recommendations on benches and park items; until the downtown plan update committee completes its work, approving a location for the bench could be immature. Parks and Recreation Commission Meeting April 25, 2016 Ms. Shartin noted that it doesn't really make sense to work on a project unless they know where it will be placed. She said if Lowell Park isn't a good fit, they have discussed Pioneer Park or the top of the Main Street stairs as possible locations. Commissioner Christiansen suggested Bridgeview Park as another possible location. Consensus of the Commission was that they are generally supportive of the concept of the art bench to be placed somewhere in Stillwater. Council Representative Polehna urged Ms. Shartin to contact Bill Turnblad, Community Development Director, regarding the park planning process. Motion by Commissioner Brandt, seconded by Commissioner McGarry, to approve the concept of the Jan George art bench project, with details and location to be worked out with staff. All in favor, 7-0. INFORMATIONAL ITEMS Aquatic Center In response to a request made at the March 28, 2016 meeting, Mr. Moore provided information from previous meetings when an aquatic center was discussed. Commissioner McGarry remarked that Stillwater's tax base seems rather small to build an aquatic center, and in the past, neighboring communities have not wanted to participate in the cost. Councilmember Polehna agreed that of the approximately 17 communities in the school district, Stillwater seems to be shouldering the burden of facility costs. He would not feel comfortable promoting an aquatic center until other communities commit to cost-sharing. Pickle Ball update Superintendent Moore informed the Commission that staff is in the process of finalizing the contract for the dual purpose pickle ball/tennis upgrade at Northland tennis courts. City workers will repair bituminous before the court is resurfaced and striped. Pickle ball has started at Staples Field tennis courts. When Northland is completed, the league will move there. Teddy Bear Park and Washington Square 2016 Park Programming Mr. Moore provided the programming schedule for Teddy Bear Park and Washington Square. The programming is partially funded by a grant from the Wilder Foundation. 2017-2021 CIP Superintendent Moore led discussion of the 5 -year Capital Improvement Plan, which staff is currently in the process of updating. COMMISSION ITEMS/TOPICS Stairs Commissioner Christensen expressed concern about the condition of the stairs by the Oasis. Mr. Moore replied the repairs are in the five-year plan. This year, the City Page 2 of 3 Jan George Bench Project Pioneer Park, Stillwater, Minnesota Presentation for Parks Board Meeting, September 25, 2017 The Jan George Bench Project will be the ninth community art project of the St. Croix River Valley Art Bench Trail. The first art bench was installed in Lakefront Park, Hudson, Wisconsin, in 2006, and the most recently completed project was unveiled in Mill Pond Park, Osceola, Wisconsin, in 2014. (See attached brochure and go to www.artbenchtrail.org for more information.) The Jan George Bench Project was designed for Pioneer Park by twelve Stillwater Junior High School students in 2016 during a three-week summer session, lead by art teacher Megan Beadle and with active involvement from several community members and local partners. With the goal to celebrate the work of the St. Croix Valley Red Cross, and particularly the leadership of Jan George, who served as this chapter's director and in other capacities at Red Cross for more than 30 years, the students met with George and Red Cross volunteers, and learned about Stillwater history, as well as about the river. Their sketch for the bench shows two hands together, representing how the people in the river valley have, throughout history, depended upon one another and come together to lend support. Artist Allen Christian will facilitate the final design and construction of the Jan George Bench Project this Fall. For more than two decades, Christian has worked out of a former warehouse he opens to the public and which is "jam-packed with singular works of art fashioned out of everyday objects." To learn more, go to www.houseofballs.com. The Stillwater students' sketch (above left) is the inspiration for the design of the maquette made by Christian to show how sheet metal will be used to form the bench (above right). The final design, which may include plasma cutting into the basic metal form or welding onto it, will be determined during a workshop Christian will run from his studio in mid-October with the students who were originally involved in the project. On behalf of the Jan George Bench Project, The Phipps Center for the Arts seeks approval from the Parks Board to coordinate with Park Staff to prepare the site for the completed project, with a goal of having the project completed and installed in November. Drawings of the bench and the proposed site in Pioneer Park are below. Note, a sign will be installed adjacent to the bench identifying it as an art bench on the Art Bench Trail, and a plaque will be included on the bench recognizing the participants, community partners, local businesses, and funders who supported this project. 9 Why do you think the people who designed the benches chose to put them where they did? Share it at facebook.com/artbenchtrail. Take pictures at all seven benches, upload to artbenchtrail.org, and be entered to win two tickets to a play at The Phipps! ABT Brochure2015 F4.indd 1 BENCH TRY THESE FUN ACTIVITIES WHILE VISITING THE ART BENCHES: ST. CROIX -x s FALLS r C#OSCEOLA MSON T.iCROIXSOMERSET BAYPORT HUDSON �,�.n® j�■�9 y _...., „�"'' . CARPENTER"�`+►�°,�M�7� NATURE +y ♦!p % t ■ , o' 9 ♦ n s CENTER R ft `RESCOTT 04$� 0 d� . artbenchtrail.orgWNan " a A / Bring colored pencils or crayons and paper. Use them to reveal the textures you find on each bench. at orother o the words, pictures, shapes, each bench tell you about the St. Croix River? ST. CROX VALLCY P01:NDATON ❑ ❑ ' ; � � /� ' / � � , / / //� �� � Sit quietly on the bench. What do you hear and see? The Art Bench Trail is made possible with ff Write a short poem or haiku about how this makes you feel. support from the Kresge Foundation. (A haiku has three lines of 5, 7, and 5 syllables.) Photography by Steven Johnson 5/20/15 1:52 PM Located in Minnesota Historical Society's Marine Mill Site Park. Directions from Stillwater: Hwy 95 north 12 miles, turn right on Maple Street, right on Judd Street. Go one block to Marine Mill Site Park. Bench is to the right of the main path at the entrance to the park. Located at Croixdale Senior Living Center, 750 MN Highway 95. Directions from Stillwater: Hwy 95 south 3 miles to Croixdale, on right side of road, across from Andersen Windows manufacturing plant. Bench is on patio to left of front doors. Located in Carpenter Nature Center. Directions from Afton: County Road 21/St. Croix Trail south 10 miles. Turn left into Carpenter Nature Center. Bench is across from the Visitor Center. Located in Freedom Park. Directions from downtown Prescott: Hwy 35/Broad St./ Jefferson St. 1 mile south; look for Great River Road Visitor Center/ Freedom Park signs. Turn right onto Monroe Street. Bench is in the butterfly garden. I up 5 TAYLORS FALLS MOM LL ST. CROIX 8 FALLS 95 35 MINNESOTA OSCEOLA 35 MARINE ON Le Settlers' Rest Marine on St. Croix, MN Dedicated 2009 Designed and constructed by 4th and 5th graders from Marine Elementary School, their families and other community members, with artist Karron Nottingham. Kindness is Key Bayport, MN Dedicated 2006 This bench is the result of several intergenerational storytelling gatherings involving local Girl Scout troops, residents of Croixdale, a senior living center, and artist Judy Sell. Junior Girl Scout Nature Bench Carpenter Nature Center, MN Dedicated 2011 Six Junior Girl Scouts participated in nature programs and volunteered at Carpenter Nature Center, and worked with artist Estela de Paola de Lerma to incorporate their experiences into this bench. The Butterfly Bench Prescott, WI Dedicated 2008 Sixty community members, including volunteers from Friends of Freedom Park, youth from the Helping Hands 4-H, and teens from Prescott High School's Ecology Club, created this bench with artist John Turula. ART BENCH TRAIL MAP TAYLORS FALLS 8 ST. CROIX 8 FALLS 95 35 MINNESOTA OSCEOLA 35 MARINE ON SOMERSET ST. CRIOX 64 95 „ r 1 STILLWATER 36 WISCONSIN 35 �,��„� C BAYPORT , 95 /��.° HUDSON 194 194 21 18 35 AFTON F 21 35 CARPENTER NATURE CENTER 10 10 61PRESCOTT 35 HASTINGS mi More Benches Coming Visit artbenchtrail.org for updates on new benches as they are added to the Art Bench Trail. Rock & River St. Croix Falls, WI Dedicated 2011 Nine summer school students ages 9 to 12 designed this bench with local artist James Shoop, Franconia Sculpture Park staff, teacher Amy Klein, and National Park Service Ranger Dale Cox. Togetherness Osceola, WI Dedicated 2014 Twelve third- through eighth -grade students designed this bench with artist David Markson during a four-week sum- mer school class organized around the question, "How was the river shaped and how has the river shaped us?” Two -River Rest Somerset, WI Dedicated 2008 Thirty-eight special -education students from Somerset Elementary and High School worked with local craftsman Bruce Martell to design and create this stone and tile bench. The River Bench Hudson, WI Dedicated 2006 Sixty children from Hudson's Destination Imagination program and their parents contributed more than 1,000 hours to this project, working with artist Lynn Jermal. Located in Gaylord Nelson Riverwalk. Directions from South: Hwy 35 north into downtown St. Croix Falls. Turn right on Washington Street/Hwy 87. Turn left on Massachusetts Street. Bench is on path south of the St. Croix National Scenic Riverway Visitor Center. Located in Mill Pond Park. Directions from South: Hwy 35 north into Osceola's down- town business district. Mill Pond Park is on right side of street. Turn right onto First Avenue. Bench is on the park's main path overlooking Osceola Creek. Located in Larry Forrest Memorial Park. Directions from North: County Road I past entrance to Somerset Schools, under railroad overpass. Turn right on Forrest Drive. Bench is between pond with fountain and baseball field. Located in Lakefront Park. Directions from 1-94: Take WI Exit 1. Turn left on Buckeye Street (first light). Turn left on First Street. Bench is between playground and boat launch. ABT_ Brochure2015_F4.indd 2 5/20/15 1:52 PM lvwa ter 1HE BIRTH P1 ACE OF MINNf.501A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: September 22, 2017 Re: Ice Castles Event BACKGROUND Ryan Davis of Ice Castles, LLC has made application for the Ice Castle event to be held in Lowell Park again this winter. The setup of the ice castle would begin October 161h and when weather permits in November or December start creating the ice castle with the expectation of opening to the public on early January 2018. DISCUSSION The event will be located in the same area as last year and use the small parking lot next to Lowell Park to stage their ticket booths and portable toilets. They will keep the fire hydrant and catch basins clear from freezing and protect all amenities in the park. They do not use the gazebo however the castle will be built in front of it blocking it from any use. A fence will be placed all around the ice castle for security. They will have one vending booth selling bakery type items and hot chocolate. Sam Bloomer Way will also be closed for the ice castle, but the walkway will remain open. COMMENDATION The Park and Recreation Commission should review the event request and provide recommendations to City Council. f-"fi I ter EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55052 THE SIRTMPLACE Of: N i M N! S O T k Telephone. 651-430-5837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be Pfflce Use Oniy accepted. See Event Instructions far application deadline and fees. Date Application Received Date of Application: m V Type: Event Special Event Event w/ Contract Event Information Title/Name of Event `h. e- I IS Event Date/Time: Set up: ate Time to Actual Event: Date�4 'IoRu iU 1 \'�)LqK RW Ti e to Clean up: Date �'� ! ��1 Time to � (Events after 10:00 p.m. require a variance from City GounciE Y Location (Address) of Event: (If in Lowell Faris please specify north or south Lowell park) t1 } S' Description of Event (please be specific -this information will be used to promote the event on the City of Stillwater website) �CicjL'tiS CSC L C.� i tCL-- CA I I s . Estimated Attendance (participants and spectators): Applicant information (Person/Group Responsible) Sponsoring Organization Name: Mailing Address: r I�+ City, State, Zip Code: A, i f Primary Contact/Applicant Name: g -')r Phone Number:t�i���} Fax: Cell Phone: Email Address: ca i ; 'Less Website Address: ,U � „ q ` } " . � t vv) Name of contact person during event: Cell Phone: Alternate contact during event: /�+!� Cell Phone: Refer media or citizens inquires to: Phone: Site Plant: 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 ` L(_ X �Xn"e'I Number an ize: ) ' Nt r"y4 Will there be any inflatables? No [ Yes F-1 Insurancecertificate from rental vendor is required�'�i Will there be entertainment? No ❑ Yes XV(� Whattype:` n Feesfor electricity may r'6 apply see instructions Will sound amplification be used? No ❑ Yes `] Hours and Type: N1=T1� IO VA Will a stage or tent(s) be set up? No i Yes ❑ dimensions:. Will there be temporary fencing? No O Yes Will merchandise/food items be sold? No ❑ Yes' How many CY\9-9 S6% Q,\14E�Zr Feesforeteetricitymoy vendors expected: S �4 WW applyseeinstructions 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 Deportment, ss1-4950 Will alcohol be served but not sold? No (, Yes ❑ See Alcohoi 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, 651-351-49.50 Describe power needs and location of power source. �( f-),0 6- LIU I p'Lt�d ''r, qpos+ � !v 1 'M-0 �' Describe level of adve sement (ie, radio, flyers, avis, tv, press release). Attach sample if available 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. City Streets or Right-of-way No ❑ Yes j Start/End Time: ] Date: City Sidewalks or Trails No ❑ Yes Start/End Time: i v V — - Date: Public Parking Lots or Spaces No ❑ 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 ri� tg Will portable restrooms be needed? No ❑ YesNumber needed: ! Ly Fees may apply see Instructions Will extra trash receptacles be needed? No N Yes ❑ Number needed: Fees may opply see Instructions Describe trash removal and cleanup �pla Imdur ng nd after event:s� % t -N, L CU Will event need traffic control? No Yes ❑ Contact 5tRiwaterPolice Departmentforassistance, 651-351-4900 Describe crowd control procedure to ensure the safety of articip'ants and spectators: C� l`lK1LUV 1,13 Will "No Parking Signs" be needed? No Yes ❑ Number needed: Fees may apply see Instructions Show location(s) on site map Will event heed security? No Yes ❑ Ifeventisovernight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No Yes ❑ Contact Lakeview 1105, 651-430-462.1 Describe plans to provide first aid, if needed: Describe the emergency action gplla}�n if see re weathershould arise: � \ r�/ j( 4- � �, �V� GiiVr C�✓ � V V (ud Nvu �,��� 'isldly gm Lam, r� List any otPAr pertin nt 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 far municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as on 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 pf'S#iilwoter and is a releq.�e of Liability. 1 Signature of Applicant or Authorized Agent V/(;//-7 Dat � T alp _I �,e. � Jv — /� us { .�� a., w � �.`d ... _ r 1wa ter ' H€ B I R T H P L A G E 0 f M I H N E S 0 t A PARKS AND RECREATION COMMISSION MEETING DATE: September 25, 2017 CASE NO.: 2017-40 APPLICANT: Dan Thurnes, Cornerstone Land Surveying, representing Stephen and Barbara Kochendorfer, property owners REQUEST: Consideration of a fee -in -lieu of land for park and trail dedication associated with the subdivision of land located at 8080 Neal Avenue North PREPARED BY: Abbi Jo Wittman, City Planner BACKGROUND Stephen and Barbara Kochendorfer plan to subdivide 1.25 acres of land located at Lot 6, Block 2, Neal Meadow (8080 Neal Avenue North). A total of three lots, to be known as NEAT. MEADows 4TH ADDITION, are proposed. The Kochendorfers would retain the easterly lot that contains their residence. The westerly (approximately) 25,000 square feet, adjacent to Creekside Crossing, would contain two new lots which the property owners intend to sell. PARK COMMISSION REVIEW The Comprehensive Plan's park element shows no planned parks on or through the property. So, the contribution to the park system would likely have to be in the form of a fee in lieu of land, which would be $2,000 per new lot created. In terms of trails and sidewalks, a sidewalk on the west side of Creekside Crossing exists. While a trail is proposed for Neal Avenue North, it is proposed to be constructed on the east side of Neal Avenue. Therefore, no sidewalks or trails are proposed on the property. Therefore, the contribution to the trail system would have to be in the form of a fee in lieu, which would be $500 per new lot created. Therefore, the total park and trail fee would be $2,500 for each of Lots 2 and 3, for a total of $5,000. As with the development fees, this will be payable prior to release of the final plat from City offices RECOMMENDATION City staff recommends a cash dedication of $5,000 for NEAL MEADows 4TH ADDITION park and trail obligations. ll�(Water P The Birthplace of Minnesota J ii N WE S *14 Site Location Map 1 E 8080 Neal Ave North CT W VAN- WALNUT CREEK DRIVE AGO Z1d LLJ ii Z y 4 0 215 430 860eet Q Z �a • Ilk ..� r �yy Y` iii o ° - fid-'` -► .,`; F w General Site Location - a tujIL '"�..- "# ....... � �. dad. ! i � t �')E'✓p B ,. � Y z � .. , • 4. w M ,i +si tilts Z # 1 ? w AIL �',i "IIS - • r , `.a • �' s d, �k L ............................. RT Olt /0 NEAL MEADOWS 4TH ADDITION 7%TOnoG4' 40"TV \rj By_________________________________ Washington County Recorder By _______________________________ Deputy i S89°51'43"E \ll U � p � 1 J l � \ i aoW 1 \ \ C NEAL MEADOWS 4TH ADDITION 7%TOnoG4' 40"TV \rj By_________________________________ Washington County Recorder By _______________________________ Deputy i S89°51'43"E Y. N0. �d N U � p � y �W1W1 dOU � aoW � C 00\y o (� yr oCZOU � ! z J THE ORIENTATION OF THIS BEARING SYSTEM IS BASED UPON THE EAST LINE OF THE SW 114 I �\ �� 5 I �l I I J X11 J 33 1 60 - - - - - - -- , II I�..I II II J tsy_O 7 4,-5 P L 4/� EAST 1/4 w ! r CORNER OF SEC. Iq, T30, R20, FOUND o SURVEY NAIL -- -- 32.53--'i ��-0.48 N89°51'43"W S895 ]'43"E w �N ,ESE CORNER OF O vv SEC. Iq, T30, o R20, FOUND z � SURVEY NAIL KNOW ALL PERSONS BY THESE PRESENTS: That Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife, fee owners, of the following described property situated in the County of Washington, State of Minnesota, to wit: Lot 6, Block 2, NEAL MEADOWS, Washington County, Minnesota Have caused the same to be surveyed and platted as NEAL MEADOWS 4TH ADDITION and does hereby dedicate to the public for public use forever the easements created by this plat for drainage and utility purposes only. In witness whereof said Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife have caused these presents to be signed this - ------------------------ Stephen J. Kochendorfer ------------------------ Barbara K. Kochendorfer STATE OF MINNESOTA COUNTY OF WASHINGTON The foregoing instrument by Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife , was acknowledged before me on this Notary Public ________________ County, Minnesota My Commission Expires January 31, 2020 day of --------------, 201 day of ______________, 201---. I, Daniel L. Thurmes, do hereby certify that I have surveyed and platted or directly supervised the surveying and platting of the property described on this plat as NEAL MEADOWS 4TH ADDITION; that I am a duly Licensed Land Surveyor in the State of Minnesota; that this plat is a correct representation of the boundary survey; all mathematical data and labels are correctly designated; all monuments depicted on the plat have been correctly set; all water boundaries and wet lands as of this date, as defined in Minnesota Statutes Section 505.01, Subd. 3, are shown and labeled; and all public ways are shown and labeled on this plat. Dated this _________ day of -------------------- 201---. Daniel L. Thurmes, Licensed Land Surveyor, Minnesota License No. 25718 STATE OF MINNESOTA COUNTY OF WASHINGTON The foregoing Surveyor's Certificate was acknowledged before me on this _________ day of -------------------- 201 ___, by Daniel L. Thurmes, Licensed Land Surveyor. -------------------------------------- - Notary Public, Dakota County, Minnesota My Commission Expires January 31, 2020 PLANNING AND ZONING COMMISSION OF THE CITY OF STILLWATER The foregoing plat of NEAL MEADOWS 4TH ADDITION was approved and accepted by the Planning and Zoning Commission of the City of Stillwater, Minnesota, this _________day of----------------- 201----• By its Chairperson By CITY COUNCIL OF THE CITY OF STILLWATER its Secretary This plat of NEAL MEADOWS 4TH ADDITION was approved by the City Council of the City of Stillwater, Minnesota, this ---------day of------------------, 201--- and hereby certifies compliance with all requirements as set forth in Minnesota Statutes, Section 505.03, Subd. 2 By-------------------------, Mayor By------------------------ Clerk WASHINGTON COUNTY SURVEYOR Pursuant to Chapter 820, Laws of Minnesota, 1971, and in accordance with Minnesota Statutes, Section 505.021, Subd. 1 1, this plat has been reviewed and approved this ------- day of ------------- 201 ------ By-------------------------- By - Washington County Surveyor WASHINGTON COUNTY AUDITOR/TREASURER Pursuant to Minnesota Statutes, Section 505.021 , Subd. 9, taxes payable for the year 201---, on the land hereinbefore described, have been paid. Also pursuant to Minnesota Statutes, Section 272.12, there are no delinquent taxes and transfer entered, on this _________ day of ________________ 201 ------ By ________________________________Washington County Auditor/Treasurer By ____ Deputy WASHINGTON COUNTY RECORDER Document Number ------------------- hereby certify that this instrument was recorded in the Office of the County Recorder for record on this _______ day of ___- in Washington County Records. VICINITY MAP By_________________________________ Washington County Recorder By _______________________________ Deputy S89°51'43"E Y. N0. �d N N89°51'43"W � (STATE OEL�W00D - 32.19 ARE SHOWN AS THUS: � 1 z J THE ORIENTATION OF THIS BEARING SYSTEM IS BASED UPON THE EAST LINE OF THE SW 114 i �� 5 --- 33 ---------- 60 - - - - - - -- , z ? wNs \ I J z �? - + CRE K z N00°01'56"E 10 J L 10 � < J (CO. RD. NO. 64) MCKUSICK DENOTES SET 112 INCH X 18 INCH IRON PIPE MARKED --- — — -- Q R.L.S. 25718 UNLESS OTHERWISE INDICATED. Do TRA CREEK z / W IL I BEING 10 FEET IN WIDTH AND ADJOINING 0 30 60 0 DENOTES FOUND 112 INCH IRON PIPE MARKED STREET LINES AND BEING 5 FEET IN WIDTH NOT TO SCALE 5� ���� I O UNLESS OTHERWISE INDICATED AND ADJOINING LOT LINES AND BOUNDARY O Luy�E�L'TCTH )) SITE Rb N UNLESS OTHERWISE SHOWN ON THE PLAT. SEC. 19, TWP. 30, RNG. 20, NORTH SCALE: 1 INCH = 30 FEET WASHINGTON COUNTY, MN SCALE IN FEET z � wiz L� z�� o z X 0 0 6 w Q�J IJ1 a I ---- 33 - --- 33 -- -- 32.53--'i ��-0.48 N89°51'43"W S895 ]'43"E w �N ,ESE CORNER OF O vv SEC. Iq, T30, o R20, FOUND z � SURVEY NAIL KNOW ALL PERSONS BY THESE PRESENTS: That Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife, fee owners, of the following described property situated in the County of Washington, State of Minnesota, to wit: Lot 6, Block 2, NEAL MEADOWS, Washington County, Minnesota Have caused the same to be surveyed and platted as NEAL MEADOWS 4TH ADDITION and does hereby dedicate to the public for public use forever the easements created by this plat for drainage and utility purposes only. In witness whereof said Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife have caused these presents to be signed this - ------------------------ Stephen J. Kochendorfer ------------------------ Barbara K. Kochendorfer STATE OF MINNESOTA COUNTY OF WASHINGTON The foregoing instrument by Stephen J. Kochendorfer and Barbara K. Kochendorfer, husband and wife , was acknowledged before me on this Notary Public ________________ County, Minnesota My Commission Expires January 31, 2020 day of --------------, 201 day of ______________, 201---. I, Daniel L. Thurmes, do hereby certify that I have surveyed and platted or directly supervised the surveying and platting of the property described on this plat as NEAL MEADOWS 4TH ADDITION; that I am a duly Licensed Land Surveyor in the State of Minnesota; that this plat is a correct representation of the boundary survey; all mathematical data and labels are correctly designated; all monuments depicted on the plat have been correctly set; all water boundaries and wet lands as of this date, as defined in Minnesota Statutes Section 505.01, Subd. 3, are shown and labeled; and all public ways are shown and labeled on this plat. Dated this _________ day of -------------------- 201---. Daniel L. Thurmes, Licensed Land Surveyor, Minnesota License No. 25718 STATE OF MINNESOTA COUNTY OF WASHINGTON The foregoing Surveyor's Certificate was acknowledged before me on this _________ day of -------------------- 201 ___, by Daniel L. Thurmes, Licensed Land Surveyor. -------------------------------------- - Notary Public, Dakota County, Minnesota My Commission Expires January 31, 2020 PLANNING AND ZONING COMMISSION OF THE CITY OF STILLWATER The foregoing plat of NEAL MEADOWS 4TH ADDITION was approved and accepted by the Planning and Zoning Commission of the City of Stillwater, Minnesota, this _________day of----------------- 201----• By its Chairperson By CITY COUNCIL OF THE CITY OF STILLWATER its Secretary This plat of NEAL MEADOWS 4TH ADDITION was approved by the City Council of the City of Stillwater, Minnesota, this ---------day of------------------, 201--- and hereby certifies compliance with all requirements as set forth in Minnesota Statutes, Section 505.03, Subd. 2 By-------------------------, Mayor By------------------------ Clerk WASHINGTON COUNTY SURVEYOR Pursuant to Chapter 820, Laws of Minnesota, 1971, and in accordance with Minnesota Statutes, Section 505.021, Subd. 1 1, this plat has been reviewed and approved this ------- day of ------------- 201 ------ By-------------------------- By - Washington County Surveyor WASHINGTON COUNTY AUDITOR/TREASURER Pursuant to Minnesota Statutes, Section 505.021 , Subd. 9, taxes payable for the year 201---, on the land hereinbefore described, have been paid. Also pursuant to Minnesota Statutes, Section 272.12, there are no delinquent taxes and transfer entered, on this _________ day of ________________ 201 ------ By ________________________________Washington County Auditor/Treasurer By ____ Deputy WASHINGTON COUNTY RECORDER Document Number ------------------- hereby certify that this instrument was recorded in the Office of the County Recorder for record on this _______ day of ___- in Washington County Records. VICINITY MAP By_________________________________ Washington County Recorder By _______________________________ Deputy Y. N0. �d N DRAINAGE AND UTILITY EASEMENTS (STATE OEL�W00D ARE SHOWN AS THUS: (NOT TO SCALE) z THE ORIENTATION OF THIS BEARING SYSTEM IS BASED UPON THE EAST LINE OF THE SW 114 i �� 5 i \ BRO OF SEC. 19, T30, R20, WHICH IS z ? wNs \ ASSUMED TO HAVE THE BEARING OF z �? - + CRE K z N00°01'56"E 10 J L 10 � < J (CO. RD. NO. 64) MCKUSICK DENOTES SET 112 INCH X 18 INCH IRON PIPE MARKED --- — — -- Q R.L.S. 25718 UNLESS OTHERWISE INDICATED. Do TRA CREEK z IL BEING 10 FEET IN WIDTH AND ADJOINING 0 30 60 0 DENOTES FOUND 112 INCH IRON PIPE MARKED STREET LINES AND BEING 5 FEET IN WIDTH NOT TO SCALE 5� ���� I UNLESS OTHERWISE INDICATED AND ADJOINING LOT LINES AND BOUNDARY Luy�E�L'TCTH )) SITE Rb N UNLESS OTHERWISE SHOWN ON THE PLAT. SEC. 19, TWP. 30, RNG. 20, NORTH SCALE: 1 INCH = 30 FEET WASHINGTON COUNTY, MN SCALE IN FEET __, 201 ___, at ____ o'clock . M., and was duly recorded CORNERSTONE LANID SURVEYING, INC Beth Wolf From: Beth Wolf Sent: Friday, September 15, 2017 10:41 AM To: Tom McCarty Subject: RE: City of Stillwater Event Policy Updates Attachments: Revised Polices 2017 - draft 6th edition 9.14.17.docx Hi Tom, Attached is the revised 5th edition — now 6th edition. I made the following changes. 1) Added the closure language to "Special Event with Contract" column as I didn't think this was needed on the smaller events. 2) Need number (if any) 3) Deleted the sentence altogether — also rewrote last sentence.... feel free to change. 4) Done 5) Done 6) Done 7) Fire to provide 8) Done 9) Done 10) Added a paragraph under Application Submittal 11) NA 12) NA I also updated the equipment fees and added a note regarding traffic control under Events with Routes. Please let me know if there is anything else. Thank you. Beth From: Tom McCarty Sent: Tuesday, September 12, 2017 9:57 AM To: Bill Turnblad <bturnblad@ci.stillwater.mn.us>; Shawn Sanders <ssanders@ci.stillwater.mn.us>; Tim Moore <tmoore@ci.stillwater.mn.us>; John Gannaway<jgannaway@ci.stillwater.mn.us>; Nate Meredith <nmeredith@ci.stillwater.mn.us>; Stuart Glaser <sglaser@ci.stillwater.mn.us>; Tom Ballis <tballis@ci.stillwater.mn.us>; Diane Ward <dward@ci.stillwater.mn.us>; Beth Wolf <bwolf@ci.stillwater.mn.us> Cc: Dave Magnuson <DTMagnuson@magnusonlawfirm.com> Subject: RE: City of Stillwater Event Policy Updates All, After another meeting with the Parks & Recreation Commission late last month, here is the list of comments and suggestions the Commission would like us to incorporate into the Event Policy Updates (see attached Draft 5th Edition dated August 24, 2017 for reference). 1) Event Thresholds (page 1 of the proposed changes) — Add language under "Closure of Street" clause "substantially disruptive to traffic flow requiring uniform traffic control". 2) Should there be a maximum number of participants for run, walk, biking type events? 3) Application/Instructions: Item #1. Advertising — Concerns regarding viability of this section. What is a violation and how is it enforced? Make certain the proposed 15 day review and "approval or denial" is manageable and consistent with comment #10 below.... 4) Application/Instructions: Item #2. Event Changes — Delete the word "reviewed", replace with "approved" in the first sentence. Add the phrase "without additional approval" at the end of the first sentence. Add language to specify which staff position has authority to approve event changes (and perhaps address thresholds for items that might require City Council approval....) 5) Application/Instructions: Item #4. Cancellation Policy - Replace the numbers "20" and "10" with "19" and "11" respectively in the second sentence. 6) Application/Instructions: Item #5. Event Cleanup — Delete the word "to" under 5.a. 7) Application/Instructions: Item #7. Emergency Action Plan — Add more detailed requirements or a sample outline. 8) Application/Instructions: Item #9. Insurance — Add the phrase "(or statutory limit)" just after the number "$1,500,000". 9) Application/Instructions: Item #10. Vendor Types — Add the phrase "& Environment" after the word "Health" in the second sentence. 10) Consider adding some language as to timing of preliminary review of event application by staff (amount of time from receipt of complete event application package). 11) Comments were brought up regarding Ice Castles construction materials remaining in City parking lots well after the Ice Castle ceased operations (notwithstanding the melting ice timeline). This issue will be addressed in contract language for the 2017-2018 year. 12) The issue of profiting from events in City Parks also was mentioned, but no recommendations or actions were requested by Commission members. I have asked Beth to modify the August 24 Draft Event Policy Updates by accepting all the RED changes, then add the updates as noted above into the Draft Event Policy as Draft #6. The Parks Commission will review this version of the updated Event Policy at its September 25 meeting and we expect to bring a recommendation for approval of the Event Policy Updates forward to the City Council at its October 3 meeting work session. Please review the above items and provide any comments. Let me know if you think another staff meeting might be appropriate. Thank you, Tom McCarty PROPOSED CHANGES TO THE CITY OF STILLWATER EVENT POLICIES September 14, 2017 Council adopted a resolution on December 21, 2010 establishing policies and procedures for reviewing event applications. The following items 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 A gathering is considered a A special event requires a special event when any one special event when any one of contract with the city if. of the following thresholds the following thresholds applies: applies: 1) Closure of street — One 1) Closure of street — One 1) Closure of street — block of a residential street block of a residential street is Substantially disruptive to is closed for up to 5 hours; or closed for more than 5 hours; traffic flow requiring uniform any portion of a commercial or more than one block of a traffic control. street is closed for up to 2 residential street is closed for hours. 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 or more spaces in a public to 9 spaces in a public parking lot are reserved. parking lot are reserved. 3) Street use (including 3) Street use (including sidewalks and trails) — The sidewalks and trails) — The event has a route on a public event has a route on a public street(s), sidewalks or trails, street(s), sidewalks or trails, such as races, walks, or (such as a race, walk or parades that don't require parade) that requires street traffic control and obeys all closure, traffic control, street traffic rules. 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 people including spectators, people including spectators, spectators, vendors, vendors, performers and vendors, performers and performers and volunteers volunteers are expected in a volunteers are expected in a are expected at a time in a public park.' public park.' public park.' The event occurs on multiple days, OR extra -ordinary city Page 2 of 6 'Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. 20ut-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. Application Submittal Extend application due dates to allow for greater lead times to complete the review process, add a late fee, and define process if two or more applicants request the same date or location. Event Special Event employee support or city Application Due 30 days Application due 60 90 days materials are necessary, OR prior to event prior to the event any out-of-pocket expenses' are No Application Fee $50 non-refundable incurred by the city, OR cost of Application Fee City Services is over $1,000. 'Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. 20ut-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. Application Submittal Extend application due dates to allow for greater lead times to complete the review process, add a late fee, 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 Application due 60 90 days Application due 68120 days prior to event prior to the event prior to event No Application Fee $50 non-refundable $100 non-refundable Application Fee Application Fee Any application submitted after application submittal deadline will be charged a $100 late fee. Late applications may jeopardize the ability to receive event approval. Failure to pay application fees may result in a dismissal of application. Submitted applications will go through a preliminary review by city staff to ensure event application is complete (usually within one week). Further review of application may take place at City Commissions and/or City Council meetings. Organizer will be notified on the dates of those meetings. Acceptance of application, should in no way be considered final approval of event. An event permit and/or contract will be issued when event is approved. 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 Pa F!(Usage Cee $500 Pa F!(I Irma. Fe $500 per day* Base Fee $1,000 per day* Base Fee subject to negotiated contract provisions. Page 3 of 6 Events with Routes — No Events with Routes — $1 per Events with Routes — $1 per participant fee required registered participant registered participant $100 refundable damage $7S@ event ; aet fee $750 ^ ^+ ; aet fee deposit if using a park $1,000 Security Deposit $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. 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 2018 Fee Schedule Rate Personnel services, per hour Actual officer rate Material: No -Parking Signs, posted $3/sign/event plus labor if after normal business hours Equipment: Squad Car — per hour Public Works Deoartment Personnel services, per hour Material Rental Equipment: Pickup — per hour Street Sweeper — per hour Other Equipment TBD — per hour Fire Deoartment Personnel services, per hour Equipment: Engine/Pumper — per hour Utility Vehicle — per hour Boat — per hour Other Equipment TBD — per hour Inspections: Temporary Membrane Structure (Tent) Additional Structures, each Special Event Food Stand, First Day Additional Day, each Other Inspections TBD, each day $TBD 2018 Fee Schedule Rate $Actual rate of employee Refer to list in 2017 fee schedule $25/hour $75/hour $TBD 2018 Fee Schedule Rate $36/hour $300/hour $100/hour $125/hour $TBD $100 $25 each $100 $25 $TBD Page 4 of 6 Events with Routes Provide preferred running and bike routes within 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 for potential preferred routes. Also add the following note to instructions regarding traffic control: Traffic can only be stopped by Law Enforcement. Volunteers may assist to guide participants through the route but shall not direct vehicle traffic. All event volunteers working in roadways must wear a "Class 2" safety vest. Location of Law Enforcement, if required, will be determined by the Stillwater Police Department upon review of route. 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. Preliminary approval allowing the applicant to advertise the event may be given upon request, with final details to be worked out upon submission of event application. 2. Event Changes — Major changes made to an event after being approved by any Commission or City Council are not permitted without additional approval. 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 19 and 11 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. Page 5 of 6 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. i. 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 pay $qday 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. To 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 Page 6 of 6 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. 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 Public Health & Environment. 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 at least $1,500,000 or statutory limit 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 Public Health & Environment. 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. Audubon Minnesota Bird -Friendly Communities How Bird City works o Bird City recognizes and supports bird -friendly communities. o Better for birds, and people, too. By offering public recognition for communities that fulfill specific best practices, Bird City encourages the planning and creation of Bird -friendly Communities. To become a Bird City, communities must: • Complete a checklist documenting actions they have taken to meet 7 of 18 Best Practices in 3 categories (Habitat improvement, Threat Reduction, Citizen Engagement). Each bestpractice can be fulfilled with one or more actions. • Pass a resolution recognizing a day of their choice as International Migratory Bird Day and host a public event to celebrate the day. • Submit application materials, supporting documents/photos and an application fee ($200). • Bird City communities receive a mounted plaque, a 3' x 5' flag and two 18" x 24" road signs featuring the Bird City Minnesota logo. Please contact us if you are interested in applying to be a Bird City. ��,���►� b,- 7'0(---67 Cu� (C)RAC-Qj vvc l C)vm J -t - TI �A tll; V- T�� with gratitude for your note I'tlly support... flN � � r aJ- A,6 SSS. v Atl, U00 r -done Fm ' fle CI£ r,+ j M car, O � V /`/p" - Our first season was a success! And we couldn't have done it without you. with MANY thanks — tbe VALLEY CONCERT WINDS, Summer 2017.�A �a� the VALLEY CONCERT WINDS "Storytelling" Pioneer Park Stillwater, Minnesota 6:3+0 R M. Thursday, August 17 directed by James DeCaro and Kyle Manley PROGRAM ORDER Gandalf (from Symphony No. 1, "The Lord of the Rings") ............................................Johann de Meij A Tribute to Henry Mancini....................................................................Henry Mancini, arr. Mike Story The Lion King .....................................................Elton John, Tim Rice, Hans Zimmer; arr. John Higgins Lassus Trombone...............................................................................................Henry Fillmore PollyOliver.....................................................................................................................Thomas R. Root Sgt. Pepper's Lonely Hearts Club Band ........... John Lennon & Paul McCartney; arr. Michael Sweeney Dusk...................................................................................................................................Steven Bryant The Stars and Stripes Forever.....................................................................................John Philip Sousa Piccolo Reggie Buresh Flute Julie DeCaro Kathleen Fagerlund Aspen Fenzl Lucy McAllister Melanie Olsen Sable Wardell Oboe Cerrisa Howell -Brown Bassoon Tanner Nerison Matthew Springer Clarinet Mallory Boychuk Breanna Casper Jean Groppoli Kyle Manley Lori Manley Anna Olson Isaac Woodman Alto Saxophone Benjamin Pan Nikki Quiney Katherine Sheely Tenor Saxophone Colin Clark -Bracewell Trumpet Christopher Boyd James DeCaro Erick Knudson Carson McEvoy Horn Stacy DeCaro Molly Jutz Connor Parr Trombone Paul Fenzl Niccolo Jeanetta-Wark Katherine Kunze Brad Larson Robert Muhich Mark Sanstead Shad Vork Baritone Katie Manley Becky Plachy Tuba John Moore Bill Turnblad Percussion Wendy Arcand Courtney Cooper Ann Sheely The Valley Concert Winds would like to thank the following people and organizations: St. Croix Preparatory Academy for providing rehearsal space, music, and equipment Dennis Lindsay and Stillwater Area High School for providing music Jeremy Rockford and White Bear Lake High School for providing music Terry Peffer and Eckroth Music for providing folders City of Stillwater for providing the Pioneer Park bandshell for our concert tonight All donations tonight will go towards the music programs at the schools that have supported the VCW Want to know more about the Valley Concert Winds? Play an instrument and want to join us next summer? Check out our website and like us on Facebook! C . =F�