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2017-11-16 DTPC Packet
illwatei THE BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday November 16, 2017 8:30 AM Conference Room 213, City Hall 1. CALL TO ORDER 2. APPROVAL OF AGENDA 3. APPROVAL OF OCTOBER 19, 2017 MINUTES 4. SPECIAL EVENTS 4.01. Maple Island Brewery — July 4th Event 4.02. Cruisin' on the Croix 4.03. Music in the Park 5. NEW BUSINESS 5.01. Mills on Main parking request 5.02. Striping additional on -street spaces 6. CONTINUING BUSINESS 6.01. Parking Enterprise Fund - YTD 7. UPDATES 7.01. Lift Bridge conversion project staging area 8. ADJOURNMENT fi 1 vi M e. THE HIHTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION MEETING MINUTES October 19, 2017 REGULAR MEETING 8:30 A.M. Chairwoman Pelletier called the meeting to order at 8:30 a.m. Present: Chairwoman Pelletier, Commissioners Anderson, Hopfe, Glynn, Lettner, Johnson and Council Member Junker Staff: Community Development Director Turnblad, Zoning Administrator/Assistant Planner Olson -Williams, Police Chief Gannaway APPROVAL OF MINUTES Approval of September 21, 2017 meeting minutes Minutes were accepted as presented. NEW BUSINESS Bridge Conversion Proiect Community Development Director Turnblad stated that the Minnesota Department of Transportation (MnDOT) has begun the conversion of the lift bridge to a pedestrian facility. Until spring, the work requires no staging areas. But beginning in April 2018, activity levels will increase and staging areas will be necessary. The staging areas will remain in place until June 2019 when the project is completed and the lift bridge opens to pedestrian and bicycle traffic. MnDOT proposes to use all of Chestnut between Main Street and the bridge concourse for a staging area. The Water Street crossing of Chestnut will remain open throughout the project. There are two issues of concern to City staff: 1) barricading Chestnut between Main and Water may discourage customers from visiting Leo's sidewalk window, the Wedge & Wheel and Leo's outside dining area. 2) The fenced construction staging area will block use of Municipal Lot 4. Therefore, the 29 spaces in this lot will be unavailable from April through perhaps July or August. Mr. Turnblad presented three options to resolve the concerns. Staff recommends the second option, leaving Chestnut between Main and Water open, signing both sides of the street for no parking, and having construction crew parking in Lot 4, in exchange for MnDOT reconstruction of Lot 4. Police Chief Gannaway stated that before, no trucks over 55' were allowed because they couldn't navigate the corner. Mr. Turnblad said MnDOT will have to have flagmen out there manipulating traffic when their large trucks make deliveries such as steel. The majority of work on the lift bridge will be straightening and replacing steel, gears and mechanisms for lifting the bridge. Downtown Parking Commission October 19, 2017 Motion by Commissioner Glynn, seconded by Commissioner Anderson, to recommend Option 2b, leave Chestnut between Main and Water open, sign both sides of the street for no parking, and have construction crew parking in Lot 4, and request that MnDOT not barricade anything on Chestnut, and instead of paying for the reserved parking spaces in cash, payment be the reconstruction of Lot 4 to accommodate reversed traffic flow, to be done in June/July 2019 when the bridge conversion is complete. All in favor, 6-0. Parking Enterprise Fund Report Community Development Director reported on the status of the Parking Enterprise Fund. It is a healthy fund which covers all operational costs for surface lots and capital. At this point he does not feel that the Commission needs to consider a rate increase. Estimated revenues for 2017 are extremely conservative. At the Commission's request, Mr. Turnblad will get the year-to-date revenue figure for the next meeting. UPDATES Parking Ramp Attendant Police Chief Gannaway reviewed the proposal for hiring a second parking enforcement officer. $47,817 is the salary with benefits (the full compensation package). Thursday through Saturday, four 10-hour shifts would give the best coverage. Duties would include writing parking tickets, enforcing wintertime odd/even parking, providing parking ramp assistance, responding to after-hours parking ramp calls, resident parking enforcement, and community service calls (lock outs, parking disputes). The officer also would provide a general law enforcement presence downtown. He noted that the Finance Director felt this position could be assimilated into the Parking Enterprise Fund. Chairwoman Pelletier said she has a hard time justifying this position. She would like to propose that the Lowell Inn be responsible for handling the calls regarding the parking ramp. She asked City Attorney Magnuson if this would be a conflict of interest and she said he feels it is not. Commissioner Anderson agreed it is hard to justify a dedicated parking person at night, although he sees the point of having more enforcement presence downtown. Police Chief Gannaway noted that the Council is trying to make Stillwater a year-round city, and that parking is an issue even in the winter. He agreed to talk to Mr. Turnblad about asking the Lowell Inn to monitor the ramp arm. Motion by Commissioner Glynn, seconded by Commissioner Hopfe, to table the hiring of a second parking enforcement officer. All in favor, 6-0. ADJOURNMENT The meeting was adjourned at 9:30 a.m. Respectfully Submitted, Julie Kink, Recording Secretary Page 2 of 4 i11watt THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: November 14, 2017 RE: Maple Island Brewery — July 4th event BACKGROUND The Maple Island Brewery submitted an application for an event to be held in their private parking lot on July 4th. The event will be held entirely on private property. No use of public open space or public parking is being requested or planned. However, the brewery's private parking lot will be converted solely to event use and will therefore not be available for their customers' parking needs. By City policy, a business owner downtown can use their private parking lot twice a year for events. Any more than that requires a Special Use Permit. One of the main review standards for the use permit is mitigation for lost parking, since the public parking system would be impacted. The Downtown Parking Commission typically reviews these private event requests to determine whether any type of parking mitigation should be required. REQUEST Staff asks the Downtown Parking Commission to consider whether a parking impact fee should be recommended to the City Council for this event. COMMENTS This is the first event requested by Maple Island Brewery for 2018. The brewery event will not directly impact the public parking system. However there will be indirect impact. The 22 private parking spaces will be taken up by the event and will not be available for the brewery's customers to park. Consequently, during the event the customers will have to rely on the public parking system. And, on July 4th there is already more demand for public parking spaces than the system can provide. November 14, 2017 Page 2 Some items to consider: 1. Should the City consider charging for the impact on the public parking system? 2. Given the lack of an explicit policy for charging a fee when private spaces are used for non -parking purposes, and the two event limit has not been exceeded, should the City consider developing a policy for future requests such as this? Attachments: Application bt et THE 111TH►LACE Of MIMNESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 16 OCTOBER 2017 Office Use Onl v Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event MAPLE ISLAND BREWING JULY 4TH TENT PARTY 03 JULY 2017 0800 1000 Event Date/Time: Set up: Date Time to 04 JULY 2017 1200 2200 Actual Event: Date Time to 05 JULY 2017 0800 1000 Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: 225 MAIN STREET NORTH PARKING LOT (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) MAPLE ISLAND WILL SET-UP A TENT IN OUR PARKING LOT WITH BEER, MUSIC AND YARD GAMES (CORN -HOLE TOURNAMENT). l G NI A'R fj° Estimated Attendance (participants and spectators): DEPENDENT ON CROWD IN STILLWATER Received Applicant Information (Person/Group Responsible) Sponsoring Organization Name: MAPLE ISLAND BREWING OCT2 4) 2017 Mailing Address: 225 MAIN STREET NORTH Community Development Department City, State, Zip Code: STILLWATER, MN 55082 Primary Contact/Applicant Name: FRANK FABIO Phone Number: (612) 741-9640 Fax: Cell Phone: Email Address: INFO@MAPLEISLANDBREWING.COM Website Address: WWW.MAPLEISLANDBREWING.COM Name of contact person during event: FRANK FABIO CeII Phone: (612) 741-9640 Alternate contact during event: EMILY VAN ORT CeII Phone: (651) 295-6956 Refer media or citizens inquires to: EMILY VAN ORT Phone: (651) 295-6956 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No "_i Yes ■ Number and size: Will there be any inflatables? No `� Yes ■ lnsurance certificatefrom rental vendor is required Fees for ele tymay Yes • What type: Will there be entertainment? No "_Instructions apply Will sound amplification be used? No liC Yes • Hours and Type: 40'X40'. BARRICADES/TEMP FENCING Will a stage or tent(s) be set up? No • Yes Dimensions: AROUND ENTIRE PARKING LOT. Will there be temporary fencing? No ■ Yes `1i How many F T Fees for electricity may Will merchandise/food items be sold? No • Yes apply see Instructions vendors expected: Will food be prepared on site? No ■ Yes N_1 Contact Washington County Health Deportment, 651-430-6655 Will cooking operations be conducted? No ® Yes • Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No _i Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No • Yes F See Alcohol Regulations in the Instructions Will there be a fireworks display? No k Yes IN Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. NO POWER IS NEEDED. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available SOCIAL MEDIA AND FLYERS. City Services (After reviewing the event application, City services may be reguried 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 _i Yes ■ Start/End Time: Date: City Sidewalks or Trails No "li Yes ■ Start/End Time: Date: Public Parking Lots or Spaces No " i Yes • Start/End Time: Date: SUPPLYING OUR OWN. Fees may apply Will event need barricade(s)? No 15f1 Yes ■ Number needed: see Instructions Fees may apply Yes ■ Number needed: picnic extra tables be needed? No El see Instructions Will portable restrooms be needed? No R Yes ■ Number needed: Fees may apply see Instructions SUPPLYING. Fees may apply Will extra trash receptacles be needed? No • Yes Fr. Number needed: MARONEY'S see Instructions Describe trash removal and cleanup plan duringand after event: WE WILL HAVE EXTRA TRASH RECEPTICLES ALL READY FOR JULY 4 AND WILL HAVE THEM PICKED UP JULY 5. Will event need traffic control? No F J Yes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: SECURITY ON SITE. EMPLOYEES WILL HAVE SPECIFIC DUTIES, ID-ING GUESTS AS THEY COME IN. GUESTS OVER 21 WILL RECEIVE A WRISTBAND. ONLY THOSE WITH WRISTBANDS WILL BE SERVED. SECvig1T`1 IS WASH• co. 5i+stzi WS DtP-1 . jryb bF'FicetS Fees may apply see Instructions Will "No Parking Signs" be needed? No zi Yes [J Number needed: Show location(s) on site map Will event need security? No ■ Yes "ll If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: TWO OFFICERS WILL BE SUPPLIED VIA WASHINGTON COUNTY SHERIFF'S DEPARTMENT TO KEEP AN EYE ON TENT PARTY VIA OFFICER LONNIE VANKLEI (STILL WORKING OUT DETAILS). Will event need EMS services? No ':i Yes • Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: FIRST AID KIT IS IN TAPROOM. IF SITUATION ARISES, STAFF WILL ALERT OFFICERS ON PATROL DURING EVENT. 9-1-1- WILL BE CALLED IF NECESSARY. Describe the emergency action plan if severe weather should arise: ENOUGH ROOM IN THE TAPROOM AND IN THE BASEMENT TO ACCOMMODATE LARGE NUMBER OF PEOPLE. List any other pertinent information: f ¢�1 J OTHER BUILDINGS WILL BE OPEN AS ITS JULY 4TH CELEBRATION IN DOWNTOWN STILLWq — M NS I C Iv -- ‘- BE PL-nitb b N w1 V P L E 1 S L P N b p frrto N (Yr , N pAIQV,1 Y L.bT . Fo c b IN ILL g M TTThi7 11M11 o u. ?Fi g K I N b) The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 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 Cit, Stillwater and is a release of Liabilt 16 OCTOBER 2017 Si mifure of Acant or Authorized Age Y Date i11watt THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: November 13, 2017 RE: Cruisin' on the Croix - Special Event Parking INTRO Frank Fabio has made application for the 2018 Crusin' on the Croix event permit. He has requested the use of Municipal Parking Lots 4, 5, 9,10 and 11 (159 parking spaces) for eight event dates that occur every other Wednesday beginning June 13th and ending September 19th. Those dates are June 13 & 27, July 11 & 25, August 8 & 22, and September 5 & 19. The event organizer is also proposing the use of two on -street parking spots, one at Water & Myrtle and one at Water & Mulberry, for event registration tents. Last year, with the consent of River Market Co-op, Municipal Lots 4, 5, 8b and 9 were reserved for eight dates. This represented 141 parking spaces. The on -street registration tents were denied by the City last year. PARKING LOT RESERVATIONS Municipal Lot 4 may not be available this year. The lift bridge conversion project's staging area may use all of the lot between April 2018 and June 2019. However, given concerns expressed by the owner of Water Street Inn, the Council has not yet decided on the staging area. I believe it is best to assume that Lot 4 will not be available. By policy, the City does not want Lot 11 to be used for events. However, since Lot 4 will likely not be available, staff believes Lot 11 should be allowed to be reserved. The total number of reserved public spaces would be reduced to 130. The reservation fee of $1.50 per space per day would be, over the course of eight event dates, a total of $1,560 for 130 spaces ($195/event date). Cruisin' on the Croix November 9, 2017 Page 2 2013 2014 2015 2016 2017 2018 Parking spaces 109 111 159 159 141 130 # of event dates 13 13 9 8 8 8 Cost per date $154.50 $166.50 $238.50 $238.50 $211.50 $195 Total cost $2,008.50 $2,164.50 $2,146.50 $1,908.00 $1,692.00 $1,560.00 RECOMMENDATION City staff recommends approving the reservation of Lots 5, 9,10 and 11 at a fee of $195 per event date, with the added condition that no street parking is used. Bt te THE BIRTHPLACE OF MIMMESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55 Telephone: 651-430-8837 Fax: 651-43 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 16 OCTOBER 2017 Date Applic Event Information Title/Name of Event CRUISIN' ON THE CROIX WEDNESDAYS 6AM 8AM Event Date/Time: Set up: Date Time to WEDNESDAYS 3PM 8PM Actual Event: Date Time to WEDNESDAYS 8PM 9PM Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: NORTH LOWELL PARK FROM CHESTNUT STREET NORTH TO MULBERRY. (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) THERE'S NOTHING BETTER THAN A SUMMER EVENING SPENT DOWN BY THE RIVER IN STILLWATER. CRUISIN' ON THE CROIX PROVIDES A GREAT, FREE AND FAMILY FRIENDLY EVENT ON SELECT WEDNESDAYS THROUGHOUT THE ' SUMMER. THE FIRST 150 CARS WILL RECEIVE A DASH PLAQUE FROM OUR SPONSORS. THERE WILL BE LIVE MUSIC FROM 5PM - 8PM AND FOOD VENDORS ON -SITE. Estimated Attendance (participants and spectators): 500-1,000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: CRUISIN' ON THE CROIX Mailing Address: 225 MAIN STREET NORTH City, State, Zip Code: STILLWATER, MN 55082 Primary Contact/Applicant Name: FRANK FABIO Phone Number: (612) 741-9640 Fax: CeII Phone: Email Address: FRANKFABIO@HOTMAIL.COM Website Address: WWW.CRUISINONTHECROIX.COM Name of contact person during event: FRANK FABIO CeII Phone: (612) 741-9640 Alternate contact during event: EMILY VAN ORT CeII Phone: (651) 295-6956 Refer media or citizens inquires to: EMILY VAN ORT Phone: (651) 295-6956 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 _ QTY: 15, SIZE: 3'X4' LOCATED ON WATER Will any signs/banners be put up No • Yes Number and size: STREET FENCE. Will there be any inflatables? No `� Yes • Insurance certificate from rental vendor isrequired LIVE MUSIC ON MIB PATIO Fees for electricity may Will there be entertainment? No ■ Yes a What type: apply see Instructions 5PM -8PM Will sound amplification be used? No • Yes Hours and Type: TWO 10'X10' TENTS TO MEET CARS: Will a stage or tent(s) be set up? No ■ Yes _i Dimensions: WATER/MULBERRY - WATER/MYRTLE Will there be temporary fencing? No q Yes ■ 1T•2VENDOR How many Fees for electricity may Will merchandise/food items be sold? No ■ Yes �:.i LOT 5. NEEDS apply see Instructions vendors expected: prwitFF3 Will food be prepared on site? No ■ Yes Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No • Yes Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No !:" Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No R Yes II See Alcohol Regulations in the Instructions Will there be a fireworks display? No Yes • Permit required, contactStillwaterFire Department, 651-351-4950 Describe power needs and location of power source. POWER BOX LOCATED ON THE SOUTH END OF LOT 5 - BOX#3 FOR FOOD TRUCKS. Describe level of advertisement (ie, radio flyers, ads, tv, press release). Attach sample if available RADIO, PRESS RELEASE, SOCIAL MDIA. 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 `:i Yes ■ Start/End Time: Date: City Sidewalks or Trails No C_i Yes ■ Start/End Time: Date: 8AM-8PM EXHIBIT B Public Parking Lots or Spaces No • Yes P7 Start/End Time: Date: Fees may apply Will event need barricade(s)? No '_4 Yes • Number needed: see Instructions Fees may apply Will extra picnic tables be needed? No i Yes • Number needed: see Instructions Will portable restrooms be needed? No kC Yes IINumber needed: Fees may apply see Instructions Will extra trash receptacles be needed? No Yes ■ Number needed: Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: TRASH WILL BE MONITORED THRsOUGHOLff THE EVENT AND TAKEN CARE OF ON AN AS -NEEDED BASIS. CLEANUP WILL OCCUR AFTER EVENT CONCLUDES. Will event need traffic control? No F7,1 Yes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: CROWD WILL BE MONITORED AND ON -SITE VOLUNTEERS WILL PROVIDE NECESSARY CONTROL. ADDITIONALLY, VOLUNTEERS WHO MEET VEHICLES AS THEY ENTER CAR SHOW WILL PROVIDE CONTROL AND GUIDANCE TO ALL GUESTS ENTERING AND VACATING. Fees may apply see Instructions Will "No Parking Signs" be needed? No Yes ■ Number needed: ►ocation(s)on Show site map Will event need security? No j Yes IT If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: N/A Will event need EMS services? No .4 Yes III Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: FIRST AID KITS AVAILABLE AT MAPLE ISLAND BREWING IF NEEDED. Describe the emergency action plan if severe weather should arise: DIRECT GUESTS TO MAPLE ISLAND BREWING AND FFC OFFICES. List any otherpertinent information: WE ARE LOOKING AT EVERY OTHER-WEDNESDAY STARTING IN JUNE: JUNE 13, JUNE 27, JULY 11, JULY 25, AUGUST 8, AUGUST 22, SEPTEMBER 5, SEPTEMBER 19 _;ULI F>2oM STr4Rb ST CAR St-hWS WILL 13C (3rrltvb) UP i t�j' goon- N&I41C LOT By 1iN h-rt a STa1:1:T 5113 -V. SHE YVILL 3 VSIM) SDvANJ f} 111 P L 1--I C.R T I ON F1 N b 1,l S 1 NA-,) H-E t= b I N a QVI WVi The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 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 Cyyof Stillwater and is a release of Liability. Titil 16 OCTOBER 2017 • attire ppl cant or Authorized Agent Date STILWATER & OAK PARK HEIGHTS CONVENTION AND VISITORS BUREAU DlbcoverSdiliVater com drler iBme onds Any/all Any 6a/L Anylrgel 612-WANTOUT Anyrmleeasondsnm.com jAUT 0"p"" Quality Body Work CertlBediransmissionliz ludson Chevrolet HecllhSaurc, 411) StateFarm® Oaniitoudt com (Ito Iwo St itlwaterTowleunmeom WaaterSheetlnn.us Wait II TYI .flTIYl{, !I K �. STUDENT ASSURANCE SERVICES Selected Wednesdays This Summer June 3rd through September 9th FESTIVITIES RUN FROM 4:OOPM TO 9:OOPM ,8-1-16e, Lowell Park in Downtown Stilluvater �i 5°P Jul 22, 2015: 4 pm - 9 pm (Wed) Jukebox Live Aug 12, 2015: 4 pm - 9 pm (Wed) Jukebox Live g 26, 2015: 4 pm - 9 pm (Wed) Yolo Sep 2, 2015: 4 pm - 9 pm (Wed) Jukebox Live Sep 9, 2015: 4 pm - 9 pm (Wed) Yolo ST. CROIX Ia/ HOME LOANS viiiiattrii INCORPORATED SCENIC CALENDAR DASH PLAQUE SPONSORS AlifbtfrAlff aurCI. CI c i!IP eaar Pub 112 elf}T NATIONAL MUSIC SPONSORS Qviluy"'Mr (4/144/4 gm. U- . j41-004 VENDORS �It� Taco Hid cez Palace it AI. L.=T'Y FOR MORE INFORMATION CONTACT: Tom at 651-253-3699 or frank at 612-741-9640 Findfacebook us an: © eJ i11watt THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: November 13, 2017 RE: Music in the Park - Special Event Parking BACKGROUND Woody McBride, Genius of Fun Event Production, has submitted an event application for Music in the Park. It would be a series of concerts at the Lowell Park amphitheater and would occur on 12 consecutive Sundays during the summer. The first concert would be on June 3rd and the last concert would be on August 26th. The Sunday during Lumberjack Days (July 22nd) would be an exception. No concert would be held on that Sunday. Setup for the concerts would begin each Sunday at 10:30 AM. Live music would be played from noon until 2:30 PM. Clean up would occur from 2:30 to 3:30 PM. Vendors and sponsors would set up 10 ft x 10 ft tents along the east side of the trail between Lots 9 and 5. (See attached materials). PARKING LOT RESERVATIONS The event organizer is requesting the reservation of 6 parking spaces in Lot 9 for the event organizers, musicians, etc. They would be reserved between 10 AM and 5 PM. While staff finds the request for 6 spaces to be reasonable, we would prefer that the reserved spaces be in Lot 5. Lot 5 has only one access point, and is much smaller and easier to control than Lot 9. So, even though Lot 5 has 7 parking spaces, staff would recommend reserving this whole lot rather than spaces in Lot 9. The reservation fee of $3 per space per day would be, over the course of twelve event dates, a total of $252 for the 7 spaces ($21/event date). RECOMMENDATION City staff recommends approving the reservation of Lots 7 at a fee of $21 per event date. b iilwater THE BIRTHPLACE OF MIMMESOTA EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: November6,2017 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Sameday 10:30 12 Event Date/Time: Set up: Date Time to Actual Event: Date SundaysJune-July-Auguts2018 Time 12pm to 2:30pm Clean up: Date Sameday Ti3:30 Time 2.30 to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) LowellPark,201 WaterStreetNorth,Stillwater,MN55082 Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Aweeklyfreetothepublicfamilyfriendlysummer/fallconcertintheparkseriesfeaturingawidevarietyofmusictoincludejazz,classical,inter nationalmusic,bluegrass,country,soul,blues,rock,singer/songwritersandfamilyprogramming.Theevents,similartowww.musiconthe overlook.com,wouldtakeplaceSundaymiddayuntillateafternoonJunethroughSeptemberbeginningin2018.Oursummerseries'arefun dedbyahealthlybalanceofprivateandpublicsponsorships/grants/vendorfeesandareco-curatedwiththesepartnerstobooktalentthatis notonlytalentedbutsentimentalandrelevanttothoseinvolved.Overthecourseoftheseriesmostofthedifferentstylesofmusicarefeatured withtheareasmostreputableperformers.Someregionalandnationalactswillbefeaturedwhentouringschedulesandbudgetsallow.Ourc omnanvoneratesanexcellentsoundsystemthattheentirecrowdcaneniovatareasonablevolume.Wenlantorecruitareafoodtrucks.local Estimated Attenda nce (participants and spectators): Applicant Information (Person/Group Responsible) Sponsoring Organization Name: GeniusOfFunEventProduction Mailing Address: POBox337 City, State, Zip Code: StCroixFalls,W154024 Primary Contact/Applicant Name: WoodyMcBride Phone Number: 612-385-4598 Fax: Cell Phone: 612-385-4598 Email Address: mcbridewoody@aol.com Website Address: geniusoffun.com Name of contact person during event: WoodyMcBride Cell Phone: 612-385-4598 Alternate contact during event: AmandaMcBride Cell Phone: 651-336-9663 Refer media or citizens inquires to: WoodyMcBride Phone: 612-385-4598 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ■ Yes © Number and size: Twoat8'x3' Will there be any inflatables? No 0 Yes MI Insurance certificate from rental vendor is required Fees for electricity may Will there be entertainment? No • Yes © What type: LiveMusic&Entertainers apply see Instructions Will sound amplification be used? No ■ Yes © Hours and Type: llamto3:30pm 10x10vendortents Will a stage or tent(s) be set up? No ■ Yes a Dimensions: Will there be temporary fencing? No 0 Yes • How many Fees for electricity may Will merchandise/food items be sold? No • Yes 0 210 vendors expected: apply see Instructions Will food be prepared on site? No ■ Yes 13 Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No ■ YeS f3 Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No 13 Yes M See Alcohol Regulations in the Instructions Will alcohol be sold? No © Yes III See Alcohol Regulations in the Instructions Will there be a fireworks display? No 0 Yes IN Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Eventwoulddrawpowerfromavailableoutletsfromthestageareaorparkoutlets. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Streetbanner,print,web,directmail,yardsignstyleandsocialmedia. 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 0 Yes ■ Start/End Time: Date: City Sidewalks or Trails No © Yes IN Start/End Time: Date: Public Parking Lots or Spaces No • Yes 0 Start/End Time: 10am-5pm Date: weekly Fees may apply Will event need barricade(s)? No 0 Yes ■ Number needed: see lnstructions Fees may apply Will extra picnic tables be needed? No ■ Yes 0Number needed: TBA see Instructions Fees may apply Will portable restrooms be needed? No 0Yes MINumber needed: TBA see Instructions Feesmayapply Will extra trash receptacles be needed? No ■ Yes IM Number needed: TBA see Instructions Describe trash removal and cleanup plan during and after event: TrashwillbecleanedupandbaggedandwithregardspickupweneeddirectionandoptionsfromCityofStillwater. Will event need traffic control? No ElYes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Afriendlyconcertintheparkisself-regulatingwithregardscrowdcontrol.Spectatorsarecoachedtobringtheirownlawnchairs.911 isseldo meusedoverl 0yearsofproducingthistypeofevent. Fees may apply see Instructions Will "No Parking Signs" be needed? No M Yes ■ Number needed: Show location(s)onsite map Will event need security? No U. Yes III If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: N/A Will event need EMS services? No IN Yes III Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Minorfirstaidisprovidedbythepromoterallelsewecall911 Describe the emergency action plan if severe weather should arise: Rainrelocationwillbeannouncedwhentheconcertseasonispublicizedinthespring-ortheweeklyeventssimplycancelduetorain. List any other pertinent information: Wehaveproducedsuccessfulandfamily-friendlyfestivals,speicaleventsandsummerconcertseriesforoverl 0yearstoincludeeventsin TheCityofStCroixFalls,CityofForestLake,CityofStPaulandmore.PioneerParkisStillwaterwouldbealovelylocationtohostacharmings eriesinthistradition.Wecarryalargetravellingliabilitypolicyandareveryexperiencedateventmanagementandfamilyfun. The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 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 Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent 11/6/2017 Date Event Layout Plan A = Artist/Staff parking (6 spots in Lot 9) B = band on stage with sound system C =attendees with lawn chairs, picnics etc D = hotdog/soft drink cart E = sponsors/vendors 10 x 10 tents x 8 i11watt THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: November 9, 2017 RE: Mills on Main request Attached you will find a request from Cameron Murray, representing some of the Mills on Main residents. The request is to designate the first on -street parking space north of the residents' garage entrance as a space for a standard vehicle only. This is to say no trucks, vans, etc. Bt Bill Turnblad From: Cameron Murray <ctmurray@mac.com> Sent: Thursday, October 26, 2017 12:28 PM To: Aimee Pelletier; Bill Turnblad Cc: Dave Luth Subject: Request for parking "for cars only" on Mulberry Stillwater Mills residents have asked me to have the parking commission formally review our request for a change of parking along Mulberry, on the north side of the street, slot east of our parking exit. What happens quite often is that large vans and trucks seem to park there, completely blocking our view of traffic heading west on the street, down the hill. So as we exit the garage we have to really proceed into the road before we have an opportunity to see vehicles heading west. These vehicles have not been associated with the construction next door, and this has been a problem since I moved in in 2013. Apparently, in the past, our Association asked that this parking spot be removed and this was turned down. Could the city designate this as a car parking spot only? This would help and this is our request. I think the condo association would even pay for the sign or other markings. I have included some photos of my car parked in the spot in question. I was hoping to find a van there, but I am leaving tomorrow and one has not been in the spot since I got the request to petition the parking commission. But even with only a car there you can see how close the back end of the parking stall is to the exit ramp of our condo. Imagine a full sized panel van in this location. Also, next year or so, the Crosby Hotel portion the parking ramp will have access/exit driveways close to this location. It will be more imperative for a reasonable sight line. Thanks for consideration. Cam Murray Begin forwarded message: From: Cameron Murray <ctmurray@mac.com> Subject: Parking Date: October 26, 2017 at 11:55:01 AM CDT To: Cam Murray <ctmurray@mac.com> i i11watt THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: November 9, 2017 RE: Striping for additional on -street parking spaces At the last Parking Commission meeting, staff was asked to solicit a bid for the striping of additional on -street parking spaces. An acceptable bid is attached. There is little likelihood that the striping can occur until spring, though. Our Public Works Department reports that striping cannot be done unless the temperature rises above 50 degrees long enough to get the work done. Bt S'JC7[J[ ]P]E-A\-]LOT Proposal P.O. Box 788 • Stillwater, MN 55082 (651) 707-6909 • Traffic Control Marking • Handicaps • Curbing/Directional Arrows • Sealcoat Quotes PROPOSAL SUBMITTED 7O - s ci_ - D - - I I I Jiit ,r PHONE h( l) l 1( q i c DATE - '-) ,i STREET JOB NAME s,,,, . 1" mac. f ,u ,r, e CITY, STATE AND ZIP CODE JOB =CATION - ARCHITECT DATE OF PLANS JOB PHONE We hereby propose to famish materials and labor necessary to the oomph:eh i c310, r recT- Ci\esi ur 5") i`�e�t•.' `�-�re���` (eiff(ox1/44/16) [6t^) C,� be'(vre, LCas.S ova,f Tu r A; >r,a A trfs s l 6:1J � ` owl QrL -r nc; I Pa'KT � olvtwit e a N !" Ma;Y\ �r /WE PROPOSE hereby to furnish material and labor — complete In accordanc4 with above specifications, for the sum of dollars (S' Payment to be made as follows: • An mowed d cuene1eed to be as specified. All work to be completed In n subetar>tiel workmanlike manna( according to specifications submitted, par standard protean. Any retention or deviation from above specification involving extra coos will be executed only upon written orders. and will become en exba rhente thwK Ihnd a$oore the oatmeal. All agreements contingent upon strikes. eGddants or dalaya beyond our control. Owner to cony fire, tornado and other necessary insurance. Our workers are fully cowered by Worlanan's Compensation Insurance. Authorized Signature Note: This proposal may be withdrawn by us if not accepted within days. ACCEPTANCE OF PROPOSAL The above pricn specifications end conditions re sati:notary end we hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. • Signeaxe: Date of Acceptance. %gro rn General Ledger Budget Status User: aegger Printed: 11/15/2017 - 9:41 AM Period: 1 to 11, 2017 Account Number Description Budget Amount Period Amount YTD Amount YTD Var Encumbered Amount Available % Available Fund 720 PARKING FUND Dept 720-0000 R10 LICENSES AND PERMITS 720-0000-3140-0105 Parking Permits 720-0000-3140-0115 Parking Permits -Events R10 Sub Totals: R25 CHARGES FOR SERVICES 720-0000-3560-0120 Parking Machine-S Main Lot 720-0000-3560-0340 Parking Machine -River Lot R25 Sub Totals: R30 FINES AND FORFEITS 720-0000-3610-0100 Parking Tickets 720-0000-3610-0200 Parking Fines - County R30 Sub Totals: 35,000.00 51,484.88 51,484.88 -16,484.88 4,000.00 2,789.50 2,789.50 1,210.50 39,000.00 54,274.38 54,274.38 -15,274.38 100,000.00 102,456.50 102,456.50 -2,456.50 70,000.00 68,044.25 68,044.25 1,955.75 170,000.00 170,500.75 170,500.75 -500.75 30,000.00 20,228.88 20,228.88 9,771.12 5,000.00 2,790.00 2,790.00 2,210.00 35,000.00 23,018.88 23,018.88 11,981.12 0.00-16,484.88 0.00 1,210.50 0.00-15,274.38 0.00-2,456.50 0.00 1,955.75 0.00-500.75 0.00 9,771.12 0.00 2,210.00 0.00 11,981.12 0.00 30.26 0.00 0.00 2.79 0.00 32.57 44.20 34.23 R40 MISCELLANEOUS 720-0000-3810-0200 Interest Earnings -Investments 7,000.00 4,324.02 4,324.02 2,675.98 0.00 2,675.98 38.23 720-0000-3830-0100 Sale of Property 0.00 0.00 0.00 0.00 0.00 0.00 0.00 720-0000-3860-0100 Lease / Rentals 0.00 0.00 0.00 0.00 0.00 0.00 0.00 720-0000-3870-0100 Refunds And Reimbursements 0.00 0.00 0.00 0.00 0.00 0.00 0.00 720-0000-3880-0100 Miscellaneous Income 0.00 0.00 0.00 0.00 0.00 0.00 0.00 720-0000-3880-0200 Cash Over/Short 0.00 0.00 0.00 0.00 0.00 0.00 0.00 720-0000-3880-0900 Capital Assets Contributions 0.00 0.00 0.00 0.00 0.00 0.00 0.00 R40 Sub Totals: 7,000.00 4,324.02 4,324.02 2,675.98 0.00 2,675.98 38.23 Revenue Sub Totals: 251,000.00 252,118.03 252,118.03 -1,118.03 0.00-1,118.03 0.00 Dept 0000 Sub Totals: -251,000.00 -252,118.03 -252,118.03 1,118.03 0.00 Dept 720-4700 E15 SERVICES AND CHARGES 720-4700-3011-0000 Assessing 0.00 0.00 0.00 0.00 0.00 0.00 0.00 GL-Budget Status (11/15/2017 - 9:41 AM) Page 1 Account Number Description Budget Amount Period Amount YTD Amount YTD Var Encumbered Amount Available % Available E15 Sub Totals: Expense Sub Totals: 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Dept 4700 Sub Totals: 0.00 0.00 0.00 0.00 Dept 720-4720 PARKING E05 PERSONNEL SERVICES 720-4720-1000-0000 Full Time Salaries 56,053.00 44,491.92 44,491.92 11,561.08 720-4720-1100-0000 Overtime - Full Time 3,000.00 3,136.67 3,136.67 -136.67 720-4720-1111-0000 Severance Pay 0.00 0.00 0.00 0.00 720-4720-1112-0000 Sick Pay 0.00 689.02 689.02 -689.02 720-4720-1113-0000 Vacation Pay 0.00 2,434.07 2,434.07 -2,434.07 720-4720-1200-0000 Part -Time Salaries 36,000.00 21,745.19 21,745.19 14,254.81 720-4720-1300-0000 Overtime - Part Time 0.00 1,701.00 1,701.00 -1,701.00 720-4720-1410-0000 PERA 4,429.00 3,814.81 3,814.81 614.19 720-4720-1420-0000 FICA/Medicare 7,272.00 5,609.68 5,609.68 1,662.32 720-4720-1500-0000 Hospital / Medical 11,167.00 10,814.45 10,814.45 352.55 720-4720-1520-0000 Dental Insurance 581.00 533.33 533.33 47.67 720-4720-1540-0000 Life Insurance 64.00 31.68 31.68 32.32 720-4720-1700-0000 Uniform Allowance 1,350.00 1,206.08 1,206.08 143.92 720-4720-1990-0000 Grant Pass Thru 0.00 0.00 0.00 0.00 E05 Sub Totals: 119,916.00 96,207.90 96,207.90 23,708.10 0.00 0.00 0.00 0.00 0.00 0.00 11,561.08 0.00-136.67 0.00 0.00 0.00-689.02 0.00-2,434.07 0.00 14,254.81 0.00-1,701.00 0.00 614.19 0.00 1,662.32 0.00 352.55 0.00 47.67 0.00 32.32 0.00 143.92 0.00 0.00 0.00 23,708.10 El 0 SUPPLIES 720-4720-2000-0000 Office Supplies 500.00 49.99 49.99 450.01 0.00 450.01 720-4720-2101-0000 General Supplies 2,000.00 1,785.22 1,785.22 214.78 0.00 214.78 720-4720-2110-0000 Automotive Fuel 5,000.00 0.00 0.00 5,000.00 0.00 5,000.00 720-4720-2111-0000 Paper/Forms 500.00 898.00 898.00 -398.00 0.00-398.00 720-4720-2201-0000 Equipment Repair Supplies 3,000.00 79.95 79.95 2,920.05 0.00 2,920.05 720-4720-2302-0000 Other Minor Equipment 1,500.00 2,834.74 2,834.74 -1,334.74 0.00-1,334.74 El Sub Totals: 12,500.00 5,647.90 5,647.90 6,852.10 0.00 6,852.10 E15 SERVICES AND CHARGES 720-4720-3000-0000 Contractual 0.00-1,232.41 -1,232.41 1,232.41 0.00 1,232.41 720-4720-3004-0000 Auditing 0.00 0.00 0.00 0.00 0.00 0.00 720-4720-3008-0000 Legal 0.00 0.00 0.00 0.00 0.00 0.00 720-4720-3011-0000 Assessing 0.00 6.00 6.00 -6.00 0.00 -6.00 720-4720-3099-0000 Other Professional Services 1,200.00 1,585.00 1,585.00 -385.00 0.00-385.00 720-4720-3102-0000 Postage 500.00 172.46 172.46 327.54 0.00 327.54 720-4720-3201-0000 Seminar/Conference Fees 300.00 0.00 0.00 300.00 0.00 300.00 720-4720-3202-0000 Meals 100.00 0.00 0.00 100.00 0.00 100.00 720-4720-3203-0000 Housing 250.00 0.00 0.00 250.00 0.00 250.00 720-4720-3204-0000 Training and Education 500.00 0.00 0.00 500.00 0.00 500.00 0.00 0.00 20.63 0.00 0.00 0.00 0.00 39.60 0.00 13.87 22.86 3.16 8.20 50.50 10.66 0.00 19.77 90.00 10.74 100.00 0.00 97.34 0.00 54.82 0.00 0.00 0.00 0.00 0.00 65.51 100.00 100.00 100.00 100.00 GL-Budget Status (11/15/2017 - 9:41 AM) Page 2 Account Number Description Budget Amount Period Amount YTD Amount YTD Var Encumbered Amount Available % Available 720-4720-3400-0000 Printing and Publishing 3,000.00 132.00 132.00 720-4720-3500-0000 General Insurance 4,659.00 0.00 0.00 720-4720-3702-0000 Equipment Repair Charges 2,000.00 872.89 872.89 720-4720-3707-0000 Maintenance Agreements 3,000.00 1,135.00 1,135.00 720-4720-3709-0000 Sealcoating 0.00 0.00 0.00 720-4720-3807-0000 Lease / Rent 0.00 0.00 0.00 720-4720-3900-0000 Sales Tax 0.00 3,339.44 3,339.44 720-4720-3906-0000 Admin Charges -General Fund 20,467.00 18,761.41 18,761.41 E15 Sub Totals: 35,976.00 24,771.79 24,771.79 E20 MISCELLANEOUS 720-4720-4009-0000 Loss On Credit Transactions 720-4720-4099-0000 Miscellaneous Charges E20 Sub Totals: E25 CAPITAL OUTLAY 720-4720-5200-0000 C/O & Improvements 720-4720-5300-0000 C/O Machinery & Equipment 720-4720-5310-0000 C/O MIS Computer Equipment 720-4720-5400-0000 C/O Automotive Equipment E25 Sub Totals: E30 DEBT SERVICE 720-4720-6010-0000 Debt Service E30 Sub Totals: E35 DEPRECIATION 720-4720-7010-0000 Depreciation -Purchased Asset 720-4720-7020-0000 Depreciation -Contributed Asset E35 Sub Totals: E40 OTHER FINANCING USES 720-4720-9100-0000 Transfer Out -General Fund 720-4720-9451-0000 Transfer Out -Permanent Imp 720-4720-9725-0000 Transfer Out -Parking Ramp E40 Sub Totals: 0.00 0.00 0.00 13,666.99 0.00 13,666.99 2,868.00 4,659.00 1,127.11 1,865.00 0.00 0.00 -3,339.44 1,705.59 11,204.21 0.00 0.00 13,666.99 -13,666.99 13,666.99 -13,666.99 125,000.00 2,081.03 2,081.03 30,000.00 19,843.30 19,843.30 17,000.00 0.00 0.00 5,000.00 3,764.40 3,764.40 177,000.00 25,688.73 122,918.97 10,156.70 17,000.00 1,235.60 25,688.73 151,311.27 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 2,868.00 4,659.00 1,127.11 1,865.00 0.00 0.00 -3,339.44 1,705.59 95.60 100.00 56.36 62.17 0.00 0.00 0.00 8.33 0.00 11,204.21 31.14 0.00 0.00 0.00 0.00-13,666.99 0.00 0.00-13,666.99 0.00 0.00 0.00 0.00 0.00 122,918.97 10,156.70 17,000.00 1,235.60 98.34 33.86 100.00 24.71 0.00 151,311.27 85.49 0.00 0.00 0.00 0.00 0.00 0.00 14,000.00 0.00 0.00 14,000.00 0.00 14,000.00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 14,000.00 0.00 0.00 14,000.00 0.00 14,000.00 100.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Expense Sub Totals: 359,392.00 165,983.31 165,983.31 193,408.69 0.00 193,408.69 53.82 Dept 4720 Sub Totals: 359,392.00 165,983.31 165,983.31 193,408.69 0.00 Dept 720-4721 RIVERVIEW PARKING LOT-3RD E15 SERVICES AND CHARGES GL-Budget Status (11/15/2017 - 9:41 AM) Page 3 Account Number Description Budget Amount Period Amount YTD Amount YTD Var Encumbered Amount Available % Available 720-4721-3706-0000 720-4721-3707-0000 Repair Charges 0.00 0.00 0.00 0.00 0.00 0.00 0.00 Maintenance Agreements 17,888.00 13,041.00 13,041.00 4,847.00 0.00 4,847.00 27.10 E15 Sub Totals: 17,888.00 13,041.00 13,041.00 4,847.00 0.00 4,847.00 27.10 Expense Sub Totals: 17,888.00 13,041.00 13,041.00 4,847.00 0.00 4,847.00 27.10 Dept 4721 Sub Totals: 17,888.00 13,041.00 13,041.00 4,847.00 0.00 Fund Revenue Sub Totals: 251,000.00 252,118.03 252,118.03 -1,118.03 0.00-1,118.03 0.00 Fund Expense Sub Totals: 377,280.00 179,024.31 179,024.31 198,255.69 0.00 198,255.69 52.55 Fund 720 Sub Totals: 126,280.00 -73,093.72 -73,093.72 199,373.72 0.00 Revenue Totals: 251,000.00 252,118.03 252,118.03 -1,118.03 0.00-1,118.03 0.00 Expense Totals: 377,280.00 179,024.31 179,024.31 198,255.69 0.00 198,255.69 52.55 Report Totals: 126,280.00 -73,093.72 -73,093.72 199,373.72 0.00 GL-Budget Status (11/15/2017 - 9:41 AM) Page 4 General Ledger 2018 Proposed Budget (Rounded) User: aegger Printed: 09/22/17 - 09:09AM Fiscal Year: 2018 2015 2016 2017 2017 Actual Actual Adopted Estimated Account Description 2018 Iliwater T I ( 6 I R T M P L E OF MINNIE S O T i 2018 FTE Requested Proposed $ Variance °A Variance 720 PARKING FUND R10 LICENSES AND PERMITS 61,507 57,831 35,000 38,745 3140-0105 Parking Permits 4,893 4,982 4,000 2,811 3140-0115 Parking Permits -Events 66,400 62,812 0.00 50,000 50,000 15,000 43 0.00 5,000 5,000 1,000 25 39,000 41,556 LICENSES AND PERMITS Totals: 0.00 55,000 55,000 16,000.00 41.03 R25 CHARGES FOR SERVICES 129,046 132,797 100,000 56,362 3560-0120 Parking Machine-S Main Lot 80,510 77,480 70,000 39,806 3560-0340 Parking Machine -River Lot 209,556 210,277 170,000 96,167 CHARGES FOR SERVICES Totals: R30 FINES AND FORFEITS 36,421 27,795 30,000 13,104 3610-0100 Parking Tickets 4,152 3,108 5,000 1,840 3610-0200 Parking Fines - County 0.00 130,000 130,000 30,000 30 0.00 80,000 80,000 10,000 14 0.00 210,000 210,000 40,000.00 23.53 0.00 30,000 30,000 0 0 0.00 5,000 5,000 0 0 40,573 30,903 35,000 14,944 FINES AND FORFEITS Totals: 0.00 35,000 35,000 0.00 R40 MISCELLANEOUS 5,171 1,799 7,000 4,324 3810-0200 Interest Earnings -Investments 0.00 5,000 5,000 (2,000) (29) 0 0 0 0 3830-0100 Sale of Property 0.00 0 0 0 0 0 0 0 0 3870-0100 Refunds And Reimbursements 0.00 0 0 0 0 0 0 0 0 3880-0100 Miscellaneous Income 0.00 0 0 0 0 0 0 0 0 3880-0200 Cash Over/Short 0.00 0 0 0 0 995,053 0 0 0 3880-0900 Capital Assets Contributions 0.00 0 0 0 0 1,000,224 1,799 7,000 4,324 MISCELLANEOUS Totals: 0.00 5,000 5,000 (2,000.00) (28.57) 1,316,752 305,791 251,000 156,992 REVENUES TOTALS: 0.00 305,000 305,000 54,000.00 21.51 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 1 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance '% Variance 4720 PARKING E05 PERSONNEL SERVICES 53,955 51,323 56,053 30,204 1000-0000 Full Time Salaries 1.10 58,962 89,618 33,565 60 2,570 3,747 3,000 3,043 1100-0000 Overtime - Full Time 0.00 3,000 3,000 0 0 25,727 29,022 36,000 12,343 1200-0000 Part -Time Salaries 6.00 36,000 36,000 0 0 242 71 0 1,359 1300-0000 Overtime - Part Time 0.00 0 0 0 0 4,164 4,381 4,429 2,678 1410-0000 PERA 0.00 4,648 6,947 2,518 57 6,428 6,899 7,272 3,716 1420-0000 FICA/Medicare 0.00 7,495 9,840 2,568 35 8,870 10,004 11,167 8,623 1500-0000 Hospital / Medical 0.00 11,755 20,946 9,779 88 556 557 581 417 1520-0000 Dental Insurance 0.00 581 977 396 68 63 51 64 23 1540-0000 Life Insurance 0.00 64 107 43 67 198 290 1,350 867 1700-0000 Uniform Allowance 0.00 1,350 1,350 0 0 102,773 106,344 119,916 63,275 PERSONNEL SERVICES Totals: 7.10 123,855 168,785 48,869.00 40.75 E10 SUPPLIES 0 0 500 50 2000-0000 Office Supplies 0.00 500 500 0 0 693 2,067 2,000 1,130 2101-0000 General Supplies 0.00 2,000 2,000 0 0 3,106 0 5,000 0 2110-0000 Automotive Fuel 0.00 5,000 5,000 0 0 910 1,459 500 355 2111-0000 Paper/Forms 0.00 500 500 0 0 1,291 4,852 3,000 80 2201-0000 Equipment Repair Supplies 0.00 3,000 3,000 0 0 0 598 1,500 2,835 2302-0000 Other Minor Equipment 0.00 1,500 1,500 0 0 5,999 8,976 12,500 4,450 SUPPLIES Totals: 0.00 12,500 12,500 0.00 E15 SERVICES AND CHARGES 0 1,232 0 (1,232) 3000-0000 Contractual 0.00 1,300 1,300 1,300 0 0 0 0 0 3008-0000 Legal 0.00 0 0 0 0 1,230 1,180 1,200 1,585 3099-0000 Other Professional Services 0.00 1,400 1,400 200 17 415 294 500 89 3102-0000 Postage 0.00 500 500 0 0 0 0 300 0 3201-0000 Seminar/Conference Fees 0.00 300 300 0 0 0 0 100 0 3202-0000 Meals 0.00 100 100 0 0 0 0 250 0 3203-0000 Housing 0.00 250 250 0 0 0 0 500 0 3204-0000 Training and Education 0.00 500 500 0 0 769 501 3,000 0 3400-0000 Printing and Publishing 0.00 3,000 3,000 0 0 4,379 5,642 4,659 0 3500-0000 General Insurance 0.00 6,127 6,012 1,353 29 5 1,916 2,000 873 3702-0000 Equipment Repair Charges 0.00 2,000 2,000 0 0 0 0 3,000 1,135 3707-0000 Maintenance Agreements 0.00 3,000 3,000 0 0 0 0 0 0 3709-0000 Sealcoating 0.00 0 0 0 0 4,322 4,171 0 2,306 3900-0000 Sales Tax 0.00 4,300 4,300 4,300 0 19,100 19,680 20,467 20,467 3906-0000 Admin Charges -General Fund 0.00 20,989 20,989 522 3 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 2 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance % Variance 30,220 34,616 35,976 25,223 SERVICES AND CHARGES Totals: 0 0 21,000 21,073 0 0 E20 MISCELLANEOUS 0 4009-0000 Loss On Credit Transactions 1,828 4099-0000 Miscellaneous Charges 21,000 21,073 0 1,828 MISCELLANEOUS Totals: 0 E30 DEBT SERVICE 0 0 0 6010-0000 Debt Service 0 0.00 43,766 43,651 7,675.00 21.33 0.00 0 0 0 0.00 21,000 21,000 21,000 0 0 0.00 21,000 21,000 21,000.00 0.00 0.00 0 0 0 0 0 0 0 DEBT SERVICE Totals: 0.00 0 0 0.00 E35 DEPRECIATION 13,622 81,626 14,000 0 7010-0000 Depreciation -Purchased Asset 0 0 0 0 7020-0000 Depreciation -Contributed Asset 0.00 0 0 (14,000) (100) 0.00 0 0 0 0 13,622 81,626 14,000 0 DEPRECIATION Totals: 0.00 0 0 (14,000.00) (100.00) E40 OTHER FINANCING USES 0 0 0 0 9100-0000 Transfer Out -General Fund 0.00 0 0 0 0 0 0 0 0 9120-0000 Transfer Out - Capital Outlay 0.00 142,500 142,500 142,500 0 100,000 0 0 0 9451-0000 Transfer Out -Permanent Imp 0.00 0 0 0 0 0 0 0 0 9725-0000 Transfer Out -Parking Ramp 0.00 0 0 0 0 100,000 0 0 0 OTHER FINANCING USES Totals: 0.00 142,500 142,500 142,500.00 0.00 273,615 252,636 182,392 94,775 EXPENDITURES TOTALS: 7.10 343,621 388,436 206,044.00 112.97 0 0 0 0 DEPT REVENUES 273,615 252,636 182,392 94,775 DEPT EXPENSES (273,615) (252,636) (182,392) (94,775) PARKING Totals: 0.00 0 0 0.00 0.00 7.10 343,621 388,436 206,044.00 112.97 (7.10) (343,621) (388,436) (206,044.00) 112.97 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 3 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance '% Variance 4721 RIVERVIEW PARKING LOT-3RD ST E15 SERVICES AND CHARGES 1,750 0 0 0 3706-0000 Repair Charges 21,735 17,388 17,888 4,347 3707-0000 Maintenance Agreements 0.00 0 0 0 0 0.00 17,888 17,888 0 0 23,485 17,388 17,888 4,347 SERVICES AND CHARGES Totals: 0.00 17,888 17,888 - 0.00 23,485 17,388 17,888 4,347 EXPENDITURES TOTALS: 0 0 0 0 DEPT REVENUES 23,485 17,388 17,888 4,347 DEPT EXPENSES 0.00 17,888 17,888 0.00 0.00 0.00 0 0 0.00 0.00 0.00 17,888 17,888 0.00 0.00 (23,485) (17,388) (17,888) (4,347) RIVERVIEW PARKING LOT-3RD ST 0.00 (17,888) (17,888) 0.00 0.00 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 4 of 10 2015 2016 2017 2017 Actual Actual Adopted Estimated Account Description 2018 2018 FTE Requested Proposed $ Variance % Variance 1,316,752 305,791 251,000 156,992 FUND REVENUES 0.00 305,000 305,000 54,000.00 21.51 297,100 270,024 200,280 99,122 FUND EXPENSES 7.10 361,509 406,324 206,044.00 0.00 1,019,653 35,767 50,720 57,869 RIVERVIEW PARKING LOT-3RD ST (7.10) (56,509) (101,324) (152,044.00) (299.77) GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 5 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance '% Variance 725 PARKING RAMP R10 LICENSES AND PERMITS 16,570 13,537 16,000 11,654 3140-0105 Parking Permits 0.00 17,000 17,000 1,000 6 18,668 18,596 15,000 7,881 3140-0110 Parking Permits -Lowell Inn 0.00 15,000 15,000 0 0 0 0 2,000 0 3140-0115 Parking Permits -Events 0.00 2,500 2,500 500 25 56,278 68,046 30,000 38,605 3140-0120 Ramp Revenue -CC & Cash 0.00 40,000 40,000 10,000 33 91,516 100,179 63,000 58,140 LICENSES AND PERMITS Totals: 0 R40 MISCELLANEOUS 0 0 0 3880-0900 Capital Asset Contributions 0 0.00 74,500 74,500 11,500.00 18.25 0.00 0 0 0 0 0 0 0 MISCELLANEOUS Totals: 0.00 0 0 - 0.00 0 0 R45 OTHER FINANCING SOURCES 0 0 0 3910-0461 Transferin-TIF District#1 0 0 0 3910-0720 Transfer In -Parking Fund 0 0.00 0 0 0 0 0.00 0 0 0 0 0 0 0 OTHER FINANCING SOURCES Total 0.00 0 0 0.00 91,516 100,179 63,000 58,140 REVENUES TOTALS: 0.00 74,500 74,500 11,500.00 18.25 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 6 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance '% Variance 4725 PARKING RAMP E05 PERSONNEL SERVICES 0 0 2,700 2,679 1200-0000 Part -Time Salaries 1.00 2,700 2,700 0 0 0 0 207 205 1420-0000 FICA/Medicare 0.00 207 207 0 0 0 0 2,907 2,884 PERSONNEL SERVICES Totals: 1.00 2,907 2,907 - 0.00 Et SUPPLIES 1,429 747 1,500 373 2101-0000 General Supplies 0.00 1,000 1,000 (500) (33) 1,417 0 0 0 2302-0000 Other Minor Equipment 0.00 0 0 0 0 2,847 747 1,500 373 SUPPLIES Totals: 0.00 1,000 1,000 (500.00) (33.33) E15 SERVICES AND CHARGES 9,360 9,480 8,000 4,050 3099-0000 Other Professional Services 0.00 8,000 8,000 0 0 2,763 2,778 3,000 1,919 3101-0000 Telephone 0.00 3,000 3,000 0 0 0 0 0 0 3202-0000 Meals 0.00 0 0 0 0 0 0 0 0 3400-0000 Printing And Publishing 0.00 0 0 0 0 11,769 11,507 12,089 0 3500-0000 General Insurance 0.00 11,972 11,857 (232) (2) 15,319 17,152 15,000 8,624 3600-0000 Electricity 0.00 15,000 15,000 0 0 4,178 3,361 8,000 3,304 3702-0000 Equipment Repair Charges 0.00 8,000 8,000 0 0 5,004 2,649 17,388 2,307 3707-0000 Maintenance Agreements 0.00 17,400 17,400 12 0 4,714 5,482 3,000 1,801 3900-0000 Sales Tax 0.00 3,000 3,000 0 0 0 3,000 3,224 3,224 3906-0000 Admin Charges -General Fund 0.00 3,305 3,305 81 3 53,107 55,409 69,701 25,228 SERVICES AND CHARGES Totals: 0.00 69,677 69,562 (139.00) (0.20) E20 MISCELLANEOUS 3,740 4,601 2,000 1,808 4099-0000 Miscellaneous Charges 0.00 2,500 2,500 500 25 3,740 4,601 2,000 1,808 MISCELLANEOUS Totals: 0.00 2,500 2,500 500.00 25.00 E35 DEPRECIATION 94,676 94,221 95,000 0 7010-0000 Depreciation 0.00 0 0 (95,000) (100) 94,676 94,221 95,000 0 DEPRECIATION Totals: 0.00 0 0 (95,000.00) (100.00) E40 OTHER FINANCING USES 0 0 0 0 9120-0000 Transfer Out - Capital Outlay 0.00 20,000 20,000 20,000 0 0 0 0 0 OTHER FINANCING USES Totals: 0.00 20,000 20,000 20,000.00 0.00 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 7 of 10 2015 2016 2017 2017 2018 2018 Actual Actual Adopted Estimated Account Description FTE Requested Proposed $ Variance % Variance 154,369 154,977 171,108 30,294 EXPENDITURES TOTALS: 1.00 96,084 95,969 (75,139.00) (43.91) 0 0 0 0 DEPT REVENUES 154,369 154,977 171,108 30,294 DEPT EXPENSES 0.00 0 0 0.00 0.00 1.00 96,084 95,969 (75,139.00) (43.91) (154,369) (154,977) (171,108) (30,294) PARKING RAMP Totals: (1.00) (96,084) (95,969) 75,139.00 (43.91) GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 8 of 10 2015 2016 2017 2017 Actual Actual Adopted Estimated Account Description 2018 2018 FTE Requested Proposed $ Variance % Variance 91,516 100,179 63,000 58,140 FUND REVENUES 154,369 154,977 171,108 30,294 FUND EXPENSES 0.00 74,500 74,500 11,500.00 18.25 1.00 96,084 95,969 (75,139.00) (43.91) (62,853) (54,799) (108,108) 27,847 PARKING RAMP Totals: (1.00) (21,584) (21,469) 86,639.00 (80.14) GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 9 of 10 2015 2016 2017 2017 Actual Actual Adopted Estimated Account Description 2018 2018 FTE Requested Proposed $ Variance % Variance 1,408,268 405,969 314,000 215,132 REPORT REVENUES 0.00 379,500 379,500 65,500.00 20.86 451,468 425,001 371,388 129,416 REPORT EXPENSES 8.10 457,593 502,293 130,905.00 35.25 956,800 (19,032) (57,388) 85,716 REPORT TOTALS: (8.10) (78,093) (122,793) (65,405.00) 113.97 GL - 2018 Proposed Budget (Rounded) (09/22/17 - 09:09AM) Page 10 of 10 luwater 1 TH E 9 I R T H PLACE OF MINNESOTA _] DOWNTOWN PARKING COMMISSION DATE: November 15, 2017 APPLICANT: Minnesota Department of Transportation REQUEST: Approval of construction staging area plan for the Lift Bridge Conversion Project LOCATION: Chestnut Street REPORT AUTHOR: Bill Turnblad, Community Development Director BACKGROUND The Minnesota Department of Transportation (MnDOT) has hired Kraemer, North America, LLC to complete work necessary to convert the Lift Bridge to a pedestrian and bicycle facility. Work this fall will include surveying/data gathering, shop drawings and steel straightening activities. The Downtown Parking Commission considered a staging area plan for the work last month, and recommended the use of Lot 4 as the staging area. However, the Innkeeper for Water Street Inn was worried about the impact of using the whole lot for a staging and storage area. So, Kraemer and MnDOT have revised their plan to address the Innkeeper's concerns. The current proposal is to use only the south half of Lot 4. The two construction trailers would be located here along with some reserved parking for construction management and tradesmen. Materials and equipment storage would no longer occur in Lot 4. And, Chestnut Street would remain open so public access to Lot 4 would always be available. SPECIFIC REQUEST Review and comment on the revised staging area plan for the Lift Bridge conversion project. SPECIFIC PROPOSAL As seen in the attached site plan, the staging area is proposed to have three elements. Lift Bridge conversion project November 14, 2017 Page 2 1. The main element will be adjacent to the bridge and will be used for all of the construction materials and equipment. This section would be fenced and include the concourse, and portions of North and South Lowell Park. The fence for this area would be installed in April 2018 and would be taken down in June 2019. 2. The second element would be in the south half of Municipal Parking Lot 4. This area would be used both for the two construction trailers and for parking for construction management and a few tradesmen. Since Chestnut Street will not be blocked under this revised plan, public access to Lot 4 would always be possible. And, on evenings and weekends, the parking spaces used by construction workers will be available to the public. The two trailers would be put in place in November of this year. 3. The third element of the staging plan is on -street parking for construction workers on Chestnut Street east of Water Street. The entrance to Municipal Lot 3 would be closed at Chestnut to maximize the number of construction worker parking spaces here. These on -street parking spaces would be available to the public on evenings and on weekends. COMMENTS The Innkeeper for Water Street Inn is satisfied with the revised plan, as long as the MnDOT construction trailer (46 feet long) is located on the east side of Lot 4 and the Kramer trailer (23 feet long) is located on the west side of the lot next to the Inn. The two construction trailers would use a total of 8 parking spaces in Lot 4 (5 for MnDOT and 3 for Kramer). Kramer points out that this is the same number of new on -street spaces that were created on Chestnut by the bridge project, and requests that credit be given for those spaces. In addition to the 8 spaces for the trailers, another 9 spaces are requested for construction parking in Lot 4. These spaces would be reserved during the day and be available to the public evenings and on weekends. The reservation cost of these 9 spaces would be $1.50 per day (except on weekends during the summer, when the cost would be $3 per day). That would be $30 per space per month during the off season. A less expensive option would be for Kramer to purchase monthly parking permits at $10 per month per space. Though this would be less expensive, individual spaces in Lot 4 would then not be reserved. But, Lot 4 can be used for monthly permit parking, and the construction workers would likely be parked before the spaces in Lot 4 are all filled by the public. So, this option seems to be workable. Lift Bridge conversion project November 14, 2017 Page 3 RECOMMENDATION Staff finds the revisions to be acceptable and would recommend approval with two conditions: 1. The MnDOT construction trailer should be located on the east side of Municipal Parking Lot 4. The Kramer construction trailer should be located on the west side of Municipal Parking Lot 4. 2. If the 9 construction working parking spaces are to be reserved in Lot 4, instead of purchasing 9 monthly permits, then the fee for the 9 spaces will need to be paid in advance in quarterly installments. ACTION NEEDED The Downtown Parking Commission should review the staging area revisions and make a recommendation to the City Council. bt attachments: Staging Plan Lot 4 Details De ails of Lo 4 Construction parking MnDOT construction office Ties into existing wall & fence chain -linked fence