Loading...
HomeMy WebLinkAbout2017-08-28 PRC minutes 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. City 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 Page 2 of 4 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 Parks and Recreation Commission Meeting August 28, 2017 Page 3 of 4 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. Parks and Recreation Commission Meeting August 28, 2017 Page 4 of 4 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