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HomeMy WebLinkAbout2019-11-18 PRC Packet' H E H P A is E O F MINNLSOIA CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, NOVEMBER 18, 2019 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, November 18, 2019, at 7:00 p.m. in the Council Chambers at City Hall, 216 North 4th Street. AGENDA 1. Approval of the September 23, 2019 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. Aiple Property Use (Rowing Groups) 4. Park Naming of Aiple Property and Palmer Property 5. Relay for Life Event Information Items Commission Items/Topics CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING September 23, 2019 Present: Vice Chairman David Brandt, Commissioners Scott Christensen, Pam Johnson, Sam Nelson, Sandy Snellman, Council Representative Mike Polehna Absent: Chairwoman Linda Amrein, Commissioner Stephanie Souter Staff: Public Works Superintendent Tim Moore, Public Works Director Shawn Sanders APPROVAL OF THE AUGUST 26, 2019 MINUTES Motion by Commissioner Snellman, seconded by Commissioner Brandt, to approve the August 26, 2019 meeting minutes. Motion passed, 5-0. OPEN FORUM There were no public comments. ACTION ITEMS Proposal for water fountain at Brown's Creek Station George Vania stated because the use of the Brown's Creek Trail has increased significantly, a drinking water fountain should be installed. He suggested a location east of the existing DNR structure on City property. Work would involve tapping the existing watermain, running an underground copper pipe and installing a concrete pad and fountain. The preliminary estimated cost would be $25,000, or less if an underground drill is not needed. Organizations that use the trail could be asked to help fund the fountain. The Water Board is in favor of the project. Commissioner Johnson expressed concern about the cost and how much the fountain would actually be used, because most cyclists bring their own water. Vice Chairman Brandt remarked that the fountain may not be used as much by seasoned bikers but would be used by tourists and occasional trail users. Motion by Commissioner Nelson, seconded by Commissioner Christensen, to approve the concept of a drinking fountain at Brown's Creek Trail. Motion passed, 5-0. Ice Castles Mr. Moore stated the City received an application from Ice Castles to construct an ice castle in North Lowell Park for the 2019-2020 winter season. They have requested the same location as 2017 with a larger footprint to the north. Depending on weather, it would occupy the park from October 15 until the end of April. Staff recommends limiting the size of the footprint to protect existing utilities, increasing the damage deposit and share of the gate, removal of the ice castle earlier in the spring, and requiring the list of contractors for restoration of the park to be submitted by January 31. The Parks Commission is asked to make a recommendation to the City Council. Parks and Recreation Commission Meeting September 23, 2019 Amanda Roseth, Ice Castles, asked if the proposed map matches the footprint they had previously in Stillwater. Mr. Moore replied it is extended a little further north. Tom Bowman, Ice Castles representative, asked if the eastern wall is being pushed in. Public Works Director Sanders said the City is proposing that there be no ice within 20 feet of any wall because it would create too much pressure on the wall. Ms. Roseth said their concern with reducing the width of the ice castle is that the guest experience would become like a hallway and it would be difficult to create features and make it interactive. The other Ice Castle representative added that the mass of ice would be 20 feet from the wall but the ice tapers and would go into that 20 foot boundary. The PSI (pounds per square inch) is very little where it tapers. To compensate for not having any of the overspray go into the 20 foot boundary, they would have to push the whole thing in at least 10 feet. Mr. Moore pointed out that the soil is very wet and unstable there. Mr. Sanders stated that the gazebo is not supported or held in place by anything other than just its own weight. It has not been verified but it is suspected there might have been some cracking of the gazebo foundation the last time the ice castle was here. That is one of the reasons why the City would like to require that the entire structure including the overspray be 20 feet away from the gazebo. The short term effects might be minimal but sometimes it takes 3-4 years for the weight to have an effect on the foundations. The Corps spent millions of dollars to construct the foundation wall along the riverfront and it would be the City's cost if something goes wrong with it. The trunk sanitary sewer line takes 2/3 of the City sewage so it needs to be protected. The other Ice Castles representative stated that the weight is spread out so much that driving a car across the park would do more damage than the ice. Ms. Roseth added that the Ice Castles CEO never spoke with the civil engineer who analyzed the impacts the last time the ice castle was in Stillwater. It was discovered he was not using accurate information and was basing his calculations on the total use of water over 11 million gallons rather than the actually used water which was 3- 4 million gallons. This would be worth reevaluating. Mr. Sanders replied that issue has been worked out. Water weighs 62 pounds per cubic foot so a structure that is 10 feet high creates 600 pounds of pressure per square foot. That's quite a bit for unstable soils. Two years ago, their overspray against the gazebo was a good 8-10 feet up against the wall of the gazebo. Vice Chairman Brandt recognized more information is needed. The concept is good but staff will need to work with the Ice Castles to work out all the details to figure out if the footprint is going to work. Page 2 of 4 Parks and Recreation Commission Meeting September 23, 2019 Commissioner Nelson said he feels the City can't risk damaging millions of dollars worth of retaining wall and should take seriously the advice of the civil engineer and City staff. However, the two years the ice castle was here, it was a great attraction. He is interested in seeing a real effort made to make it work. He is in favor of it happening if the City infrastructure can be protected. Commissioner Christensen pointed out that there has been water there flooded onto the gazebo for 13 of the last 18 months and it is underwater now. He is not against the ice castle, just pointing out the facts. George Vania, Water Board member, said the Board is concerned that the water usage not exceed 11 million gallons and that in the future it's reduced over time because the City is required to show a reduction in water usage. That needs to be understood. Ms. Roseth pointed out that is in the proposed contract. Motion by Commissioner Snellman, seconded by Commissioner Johnson, to recommend that the City Council approve the concept of having the ice castle in the park and direct the Ice Castle staff to work closely with City staff to set the parameters of what the physical structure would look like. Commissioner Christensen asked for clarification of the Commission's role in the approval. Vice Chairman Brandt said the Commission is concerned with the use of the park and must rely on the engineer's recommendation as far as damage to the park. Mr. Sanders added that the Parks Commission is just looking at whether it's an activity that should be approved for the park. The engineering info. will all come out again at the City Council meeting. Motion passed, 5-0. Update on St. Croix Riverbank Restoration and Riverwalk Proiect Public Works Director Sanders updated the Commission on the project. The design is almost done and then it will go out for bids. He provided pictures of the area and summarized the work to be done, to include the new riverwalk, the slope stabilization, and the installation of three 20 x 20' overlooks. Councilmember Polehna added that $1.65 million in State funding was procured because the river has eroded so much it threatened the main sewer line there. The City is contributing $1.65 million in tax increment financing money because the project will protect the City's infrastructure. INFORMATION ITEMS Mr. Moore reported that the Tree Trust finished the hockey boards at Northland Park. He also said the fountain at the Dog Park is in and operating. COMMISSION ITEMS/TOPICS Councilmember Polehna reported a group of individuals is interested in raising funds to build a world class Curling Center at the St. Croix Valley Recreation Center. He Page 3 of 4 Parks and Recreation Commission Meeting September 23, 2019 also reported that he met with the Minnesota Rowing Club last week about their interest in making a rowing center out of the Aiple house. The lift bridge opening celebration is set for May 15 & 16, 2020 and will include a ribbon cutting, spaghetti dinner on the bridge, street dance, pancake breakfast, and hands across the bridge. Vice Chairman Brandt asked about bike racks being installed. Mr. Moore responded bike racks will be a topic for an upcoming discussion. A grant was received from Washington County to install some bike racks. Commissioner Johnson suggested including chargers for electric bikes, as they are increasing in popularity. Mr. Sanders asked that the Commission think about winter maintenance of the Loop Trail. The City is responsible for the Lift Bridge and the river crossing bridge up to the middle, but the Wisconsin side is not planning to do any winter maintenance. The City's agreement with MnDOT says it is the City's choice whether or not to plow. ADJOURNMENT Vice Chairman Brandt adjourned the meeting at 8:37 p.m. titivist--a--117nravt, Linda Amrein, Chair ATTEST: Tim Moore, Public Works Superintendent c Nt,),Lt L)'ce CA et Page 4 of 4 iliwater `HE BIRTHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: November 13, 2019 Re: Aiple Property Use (Rowing Clubs) The Aiple property is in the pre -planning stage and Master Park Planning Services will be in place by the end of the year. Representatives from rowing clubs will be at the Parks and Recreation meeting to discuss the use of the Aiple Property for rowing. Feet 0 60 120 240 EmEmi Stillwater Aiple Property DISCLAIMER: The information presented should not be relied upon for making Financial, survey, legal, or other commitments If you have questions or comments regarding the data displayed on this map, please contact Stillwater ti�ter, ' N E B' A T H a. A !: E O F MNLSOIA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: November 13, 2019 Re: Park Naming Aiple Property and Palmer Property BACKGROUND The City of Stillwater currently has two properties in the planning and development stages for parks. They are the Aiple Property along the river on the north end of downtown and the Palmer property at the S. E. Corner of Manning Avenue and State Highway 96. DISCUSSION These two properties have not been given park names. There are certain criteria to follow in naming a park under Resolution 2005-104 (attached). The Parks and Recreation Commission is to determine suitable park names for these two locations. RECOMMENDATION The Parks and Recreation Commission should discuss potential park names and make a recommendation to City Council. RESOLUTION 2005-104 BE IT RESOLVED, by the Stillwater City Council, that the naming of city -owned Parks and Trails Policy as stated below is hereby adopted: 1. Names of parks/trails should reflect a unique or indigenous aspect of the city or the St. Croix Valley, either past or present. 2. Parks/trails may be named for physical structures (e.g. streets, buildings); established acreage (e.g. neighborhoods, property designations); natural features (e.g. bodies of water, flora, fauna, geography); or present or historical items (e.g. events, people who have made significant contribution/service to the City, places, businesses). 3. Names should be chosen carefully with appropriate input from those persons likely to be most affected by the park/trail. Names should not offend a person or a group of persons, nor potentially cause community conflict. 4. There shall be a permanent intent to the name and a name should not be changed without a good cause. 5. Existing parks/trails names are grand fathered and not subject to this policy. 6. The Parks and Recreation Commission will review and recommend a name to City Council. City Council has final authority for naming all parks and trails. ATTEST. A.i&e/-cri Diane F. Ward, City Clerk Stt1Ll HE B! R, H 0 c A! E 0, MINNESOIA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: November 13, 2019 Re: Relay For Life BACKGROUND Relay For Life is a community -based fundraising event for the American Cancer Society and many other Cancer related institutions, societies and associations. Each year, more than 5,000 Relay For Life events take place in over twenty countries. The American Cancer Society submitted an event application for a new event to be held in North Lowell Park starting Friday night August 7th at 6 pm overnight to 9 am Saturday morning. Set up will begin at Noon on the 7th and cleanup will be from 9:00 am to Noon on the 8tn They will have a band from 6 pm to 10:30 pm in the Amphitheater on Friday night. There will be vendors and large tents. They will have small 10x10 tents (campsites) for teams to sit under during the event. No alcohol will be included in the event. They have asked for extra trash receptacles and electricity. DISCUSSION Staff has reviewed this event and has received answers to comments provided to the organizer (see attached email). Fees charged for this event will be: Special Event Application Fee Event Fee Security Deposit Electric Box Tash Containers $50.00 $500.00/day $1000.00 $20..00/box/day $8.00/container/day *Additional fees may occur. RECOMMENDATION The Parks and Recreation Commission should review and discuss this event and make a recommendation to City Council. lVvater. THE BIRTHPLACE Of MINNESOTA 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: 10/11/2019 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Relay For Life of Stillwater August 7, 2020 Noon 6pm Event Date/Time: Set up: Date Time to Actual Event: Date August 7-8, 2020 Time 6pm to 9am Clean up: Date August 8, 2020 Time 9am to Noon (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) Lowell Park North Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) The Relay For Life of Stillwater is the 26th annual fundraising event for the American Cancer Society. At Relay For Life we celebrate the lives of survivors, remember those who we have lost to cancer, and fight back against a disease that takes too much from too many people. Cancer doesn't sleep, so neither do we. Relay is an overnight event to parallel the physical effects, emotion, and mental state of a cancer patient while undergoing treatment. Relay is a moving, inspriring, and life changing event that brings together a community to fight back against cancer. Estimated Attendance (participants and spectators): 300 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: American Cancer Society Mailing Address: 950 Blue Gentian Rd Ste 100 City, State, Zip Code: Eagan, MN, 55121 Primary Contact/Applicant Name: Elizabeth Rohrer Phone Number: 651-255-8142 Fax: 651-255-8133 Cell Phone: Email Address: elizabeth.rohrer@cancer.org Website Address: www.relayforlife.org/stillwatermn Name of contact person during event: Elizabeth Rohrer Cell Phone: 623-256-8949 Alternate contact during event: Lois Conn Cell Phone: 612-210-9948 Refer media or citizens inquires to: Elizabeth Rohrer Phone: 651-255-8142 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 20 10'x3' banners Will any signs/banners be put up No P1 Yes 10Number and size: Will there be any inflatables? No I_.l Yes 0 Insurance certificate from rental vendor is required DJ for announcements Fees for electricity may Will there be entertainment? No ■ Yes What type: and band apply see Instructions DJ and band. From 6pm to 10:30pm Will sound amplification be used? No • Yes © Hours and Type: 10x10 tents for teams. 2 8'x30' Canopy Will a stage or tent(s) be set up? No • Yes m Dimensions:30 Tents. 16 x16' stage. Will there be temporary fencing? No F7 Yes • How many 10 Fees for electricity may Will merchandise/food items be sold? No ■ Yes 0vendors expected: apply see Instructions Will food be prepared on site? No ■ Yes 0 Contact Washington County Health Deportment, 651-430-6655 Will cooking operations be conducted? No • Yes 0 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 M Yes ■ See Alcohol Regulations in the lnstructions Will there be a fireworks display? No 0 Yes ■ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. We will need power for the stage where the band and DJ will be. We will also need power for lights inside the silent auction and survivor tent. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Our Relay volunteers will "Paint the town Purple" with signs and flyers. We also work with the St. Paul Pioneer Press and the Lowdown to have articles about the event as it approaches. We also advertise on our social media pages. 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 1 Start/End Time: 6pm to 9am Date:August 7-8 Public Parking Lots or Spaces No F:i Yes ■ Start/End Time: Date: Fees may apply Will event need barricade(s)? No 0 Yes • Number needed: see Instructions Fees may apply Will extra picnic tables be needed? No Ix] Yes • Number needed: see Instructions Fees may apply Will portable restrooms be needed? No 0 Yes ■ Number needed. see Instructions Fees may apply Will extra trash receptacles be needed? No • Yes 0 Number needed: 10 see Instructions Describe trash removal and cleanup plan during and after event: We will have trash receptacles and recycling bins around the park. We will have a truck with a trailer to bring the trash bags wherever they need to go to be disposed of. Will event need traffic control? No © Yes MI Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: There will be a main stage area with chairs for people to enjoy the music. There will also be a "track" lined with luminaria bags, paper bags with cancer survivor, people who have passed from cancer, and caregivers. This "track" will guide participants and spectators down towards the lift bridge, then across the bridge, and then they will turn around and go back towards the main stage. Teams will set up campsites along the track where they will have a team fundraiser and camp there for the night portion Fees may apply see Instructions Will "No Parking Signs" be needed? No 0Yes ■ Number needed: Show location(s) on site map Will event need security? No • Yes 0 If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No 0 Yes • Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: We will have general first aid materials for a minor injury, as well as incident forms. If a major injury occurs, we will call EMS Describe the emergency action plan if severe weather should arise: If severe weather arises we will tell participants to take shelter in restrooms or other buildings that provide shelter List any other pertinent information: This is the first event I have planned at Lowell Park, so I may not have provided all the answers. Please email me or call me so I can better explain or provide clarity. The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the 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 Date •\ A • Lnt Reg:‘stroat:ioso, accounk:0461 gt.lurniviaria saVes \Lai , 'N. I ' - 1,1 Tim Moore From: Beth Wolf Sent: Thursday, November 7, 2019 1:13 PM To: Bill Turnblad; Chris Zeuli; Dawn Thoren; John Gannaway; Jon Muller; Nate Meredith; Nick Chaves; Shawn Sanders; Stuart Glaser; Tim Moore; Tom Ballis; Tom McCarty Subject: FW: Stillwater Relay for Life Event Review Attachments: Stillwater flyer.pdf; Site plan Part 2.pdf Thank you for your comments on this event. I have reached out to Elizabeth the event organizer and passed on your concerns and questions...see below. Also attached is a revised route if the bridge cannot be used. I still see an issue with their registration tent and she will move it onto the grass and not block Myrtle or Sam Bloomer in front of the gazebo. Please review her additional information and provide comment. This will be going to the Parks Commission Nov 18 then onto Council Dec 3. Thank you. From: Elizabeth Rohrer <elizabeth.rohrer@cancer.org> Sent: Monday, November 4, 2019 2:03 PM To: Beth Wolf <bwolf@ci.stillwater.mn.us> Subject: RE: Stillwater Relay for Life Event Review Hi Beth, Please see my responses below in RED as well as the attached site map and flyer. If anything doesn't make sense, don't hesitate to reach out to me over the phone. Best, Elizabeth Elizabeth Rohrer Community Development Manager (651) 255.8142 American Cancer Society, Inc. I North Region 950 Blue Gentian Rd Suite 100 Eagan, MN 55121 cancer.org 11.800.227.2345 Atiscidite from war a+ci•: _V Donate today We fight cancer on all fronts by funding breakthrough lief ' cancer research and offering cancer patients the resources, services, and support they need now. This message (including any attachments) is intended exclusively for the individual to whom it is addressed and may contain proprietary, protected, or confidential information. If you are not the named addressee, you are not authorized to read, print, copy, or disseminate this message or any part of it. If you have received this message in error, please notify the sender immediately From: Beth Wolf <bwolf@ci.stillwater.mn,us> Sent: Friday, October 25, 2019 3:57 PM To: Elizabeth Rohrer <elizabeth.rohrer@cancer.org> Subject: Stillwater Relay for Life Event Review Hi again, 1 Our special event group staff has reviewed your application and has a few concerns/questions/comments. Your site map is from an old google map which doesn't show how our parking lots have been reconstructed nor does it show the amphitheater/stage area. I've attached a map that you might want to consider using and resubmit with all the following information as well. Your site map has a square (registration, accounting & luminaria sales) somewhat over where a parking lot is located. • Will you need to use parking lot 5 for the registration area or are you planning to be in the street and block the street? o No we do not need to use a parking lot and don't need to block the street. • Will your participants need to be close to the event and require reserved parking? If yes, which lot? o Does reserved parking cost any extra? We don't need it but it could be nice. • Barricades will be required for any street closure or parking lot closure and need to be marked on the site plan o No street closure will be needed. Your map has the survivor tent on the stage in the amphitheater area maybe you might want to switch it with your DJ Stage since electricity is only available at the Amphitheater and not in the park open space. You may have to run an extension cord from one tent to another and provide covers over the cords. Also the park is not flat, the amphitheater area is heavily sloped with some stairs which allows people to sit on the grass and look at the stage. • Please see new site map. If there is anything I missed, please let me know. As I said, I am not from Stillwater and am not overly familiar with the park, so if there is anything I missed or didn't understand form the map, let me know. As part of the application process it is required to submit an event flyer for city staff to review. The event flyer should contain: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. After approval, you will then need to distribute the flyer at least seven days prior to the event to all businesses adjacent to the Lowell Park. It may also be in your best interest to talk to PD Pappy's as they typically have a band play every weekend and possibly Water Street Inn as it is so close to your event. R Please see attached flyer. Thank you for the heads up to reach out to PD Pappy's! Public Works is requesting you get a dumpster as part of your trash plan. Please indicate on your site map where that will be placed. Also, the public restrooms are closed during the night. You will be required to get portapotties for your event. Please indicate where those will be placed on the site map as well. • Please see attached Site plan for dumpster and portapotty location. A 'Plan B' for the event needs to be considered. The St Croix River is a wildcard....Lowell Park and the Levee Walkway tends to be flooded — yep even in August. We would like to have you submit how you would handle this situation. For instance, where would the tents and band go if water is up in the park, will you still camp, what happens if the water recedes but the ground is too saturated, what would be your new walking route, etc. • Do you have any suggestions on how to handle this? What do other events do in this situation? As I said, I am not overly familiar with the park itself, and have never hosted any event there. If you could provide me with a bit of background on how other events do this, that would be extremely helpful to me. On the application you marked yes to "Will event need security?" Please submit who will be the company providing the security for your event. 2 • On the application it stated that if the event is overnight, that security is needed. We do not typically have security at our event. However, if it is needed, I will need to do a bit of research to find a security company that we can use. Lastly, can you explain what you mean by camping? Are people actually sleeping or are the 10x10 tents just a cover for groups to sit under, etc. • Some people do sleep in the tents, but the point of Relay is to have someone walking on the track the whole night. The 10x10 spaces are used for spaces where teams come together and have a place to put their personal items and potentially do an onsite fundraiser. Please let me know if you have any questions or need clarification on what we are asking. Thank you. Beth Wolf, City Clerk City of Stillwater 216 4th Street North, Stillwater, MN 55082 651-430-8802 I Fax 651-275-4100 Email: bwnlf@ci.stillwater. s Website: www.ci,stillwater.mn.u4 nr.64 VOW. Q u.. A.�. 3