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HomeMy WebLinkAbout2019-12-16 PRC Packetwater i ' N E H I R 1 H P ', A( F 0 1 M I N N E S 0 1 A CITY OF STILLWATER STILLWATER PARKS AND RECREATION COMMISSION NOTICE OF MEETING MONDAY, DECEMBER 16, 2019 AT 7:00 PM The City of Stillwater Parks and Recreation Commission will meet on Monday, December 16, 2019, at 7:00 p.m. in the Council Chambers at City Hall, 216 4t" Street N. AGENDA Approval of the November 18, 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. North Hill Community Garden 4. Curling Center Discussion 5. Opera on the River 2020 6. St. Croix River Lift and Loop Celebration Information Items 7. Planning Projects (Verbal updates, 8. Frozen Flannel Outdoor Curling an 9. Update on Name the park Contest Commission Items/Topics d no packet information) Bonspiel Parks Commission will meet for a season ending gathering at the Crosby Hotel following this meeting. No official business will be conducted. CITY OF STILLWATER PARKS AND RECREATION COMMISSION MEETING November 18, 2019 Present: Chairwoman Linda Amrein, Commissioners David Brandt (left at 8:26), Scott Christensen, Sam Nelson, Sandy Snellman, Stephanie Souter, Council Representative Mike Polehna Absent: Commissioner Pam Johnson Staff: Public Works Superintendent Tim Moore OPEN FORUM Roger Tomten, 718 South Fifth Street, stated that Sustainable Stillwater MN would like to hold a tree planting event for the 50th anniversary of Earth Day, April 22, 2020. He requested the Commission's input about possible locations to plant a tree in the parks. He added that Sustainable Stillwater has an Adopt-a-Raingarden Program and an Adopt -A -Drain Program. They are working on a Bird City Program, helping implement the GreenStep Cities Program, and are working with the Chamber of Commerce on a business initiative and awards program. APPROVAL OF THE SEPTEMBER 23, 2019 MINUTES Motion by Commissioner Brandt, seconded by Commissioner Snellman, to approve the September 23, 2019 meeting minutes. Motion passed, 6-0. ACTION ITEMS Aiple Property Use (Rowing Groups) Councilmember Polehna led discussion about establishing a silent sports activity center at the Aiple property, which was purchased by the City 5-6 years ago. He and Councilmember Weidner have been working with different groups to get ideas for activities, including the Minnesota Boat Club. He would like the Parks Commission's endorsement before the concept moves to the City Council. Ixchel McKinnie, member of the Minnesota Boat Club in St. Paul and a US Rowing Licensed Referee, showed two videos about silent sports, which are any non motorized aerobic activity. The group supports the establishment of a silent water sports and education center to bring rowing back to Stillwater. Harrison, Hudson, WI, who used to row with the Minnesota Boat Club, voiced support for having a rowing facility at the Aiple property. Jody Madden, Harrison's mother, explained the benefits of rowing. Participants learn river etiquette and techniques, and how to be better stewards of the water. Kellee Wren, one of the other mothers, spoke in support of a rowing center. Ms. McKinnie added that the rowing community in Minnesota is robust. The western suburbs are over represented in rowing clubs. The nearest club in Wisconsin is in Madison. This part of the St. Croix Valley is under -served. She explained Easy Dock, the independent rental system used at lot of rowing clubs that gives people an opportunity to try canoeing and rowing without having to own the equipment. It is Parks and Recreation Commission Meeting November 18, 2019 envisioned that there would be two stations, one at the Aiple property and one somewhere downtown, so a person could park, walk the trail, kayak or canoe down, have lunch, then head home. Commissioner Nelson asked about the building needs for a silent sports center. Ms. McKinnie replied that the bottom level would be the best suited. If doors can be built near the wall south of the pool, it would be easier to get the boats out to the water. The pool space could accommodate boats and oars. They would like showers and locker facilities for club members if possible. They envision an education component as well as rowing being in the building. Councilmember Polehna added that the center would seek partnerships with Courage Center and disabled veterans programs. Ms. Madden stated that her husband, a disabled veteran, has contacted US Rowing to help initiate a program for disabled veterans to be able to use the facility. There is grant money available from US Rowing for disabled veterans. Commissioner Nelson remarked that it sounds like a great opportunity, He would want to be clear that the property is open to all residents of Stillwater. Councilmember Weidner added that incorporating water activities is part of the City's strategic plan. Amelia Wren, who started rowing at age 12, spoke of the benefits of the sport. Commissioner Christensen asked about parking. Councilmember Polehna replied that parking for the center would be by the Zephyr. Commissioner Souter noted that the driveway crosses the trail, which is heavily used by walkers and bikers. Councilmember Polehna responded that area needs to be cleaned up to open up sight lines. Chairwoman Amrein remarked that education is needed for bikers using the trail with walkers, to announce themselves and slow down. Commissioners Christensen and Nelson agreed. Commissioner Brandt said the City talked about silent sports from the time it acquired the property. He is in favor of pursing the silent sports center. Motion by Commissioner Nelson, seconded by Commissioner Christensen, to recommend that the City Council approve the concept of a silent water sports center on the Aiple property. Motion passed, 6-0. Relay for Life Event Elizabeth Rohrer, Community Development Manager, American Cancer Society, explained an event application for the Relay for Life fundraiser to be held in North Lowell Park, Friday night August 7 through 9 am Saturday morning August 8. Lois Raboin Conn, volunteer, added that this is Relay for Life's 26th year. Page 2 of 4 Parks and Recreation Commission Meeting November 18, 2019 Commissioner Souter asked if additional security or police presence is needed. She also asked if there is a flooding contingency plan. Ms. Rohrer said she is open to ideas for a contingency plan. Mr. Moore said the arts festival had to relocate to parking lots this year due to flooding. Lot 8, 10 and 11 could be considered as an alternative in case of flooding. The lower levee walk has been underwater 13 of the last 22 months. Ms. Rohrer said using the parking lots as an alternative would be fine. They have not needed extra security in the past but will consider it if the Commission requires. Mr. Moore added police and fire review the event applications and have the opportunity to make comments about security and weather contingency plans. Commissioner Christensen asked why they decided to move the event away from the high school. Ms. Raboin Conn replied that after the 25th year, they wanted a change. They hope the Lowell Park location draw more spectators. Mr. Moore asked, what are the electric needs of vendors? Ms. Rohrer replied the vendors have been told they will not have electricity. Ms. Raboin Conn added that last year they had three food trucks. This year they may have more but they usually have their own generators. Motion by Commissioner Nelson, seconded by Commissioner Souter, to recommend that the City Council approve the Relay for Life event in Lowell Park August 7-8, 2020. Motion passed, 6-0. Paris Naminq of Aiple Property and Palmer Property Chairwoman Amrein noted that she does not know anything about the Aiple or Palmer families and would like to ask the historical society for background on these families if their names are being considered. Councilmember Polehna pointed out that Aiple and Palmer are the names of the property owners from whom the City purchased the property. Commissioner Christensen suggested that the City's park -naming criteria should be amended to prohibit naming a park after a person. Councilmember Polehna suggested holding a contest as was done for Bridgeview Park. The Commission could select the five best names, put them on the City web site and let the public choose from the finalists. Commissioner Nelson commented that he doesn't feel that naming a park after a person needs to be stricken from the policy. Motion by Commissioner Souter, seconded by Commissioner Snellman, to direct City staff to hold a contest for the naming of Aiple and Palmer properties and the Commission will review up to the top 5 for each park, and put them out to a public vote. Motion passed, 5-0. INFORMATION ITEMS Page 3 of 4 Parks and Recreation Commission Meeting November 18, 2019 Mr. Moore reported that the Lights of Stillwater event did not come before the Parks Commission because of the timing of their application. Their contract is going before the City Council tomorrow. He asked for feedback. There were no objections to the event. The Commission decided to move the next meeting from December 23 to December 16. COMMISSION ITEMSITOPICS The Commission decided to have its annual holiday gathering after the December 16 meeting. Councilmember Polehna reported that the plan for the Chestnut Street Plaza will be done soon. Also, that the lift bridge re -opening celebration will be May 15-16, 2020. ADJOURNMENT Chairman Amrein adjourned the meeting at 8:44 p.m. Linda Amrein, Chair ATTEST: Tim Moore, Public Works Superintendent Page 4 of 4 r water ' H E 0 9 T H ° L A 1: E 0- M I N N F S 0 1 A To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: December 12, 2019 Re: North Hill Community Garden DISCUSSION As part of the agreement with the City of Stillwater and the North Hill Community Garden, an annual meeting with the Parks and Recreation Commission is required to discuss policy and operations. Representatives from the group will be present to discuss their past seasons. Attached is a copy of the 2017-2019 agreement for your review. Staff has had no complaints with the operation and maintenance of the garden and would recommend approving new 3 year lease. The lease will be reviewed by the City Attorney prior to approval to going to council for approval. RECOMMENDATION The Parks and Recreation Commission should review the agreement and make a recommendation to City Council. LICENSE TO USE REAL PROPERTY THIS AGREEMENT is entered into this between the City of Stillwater, as Licensor, and the North Hill Community Garden as the Licensee. WHEREAS, North Hill Community Garden wishes to utilize park property for the purposes of gardening and related recreation and WHEREAS, a Community Garden benefits all citizens of the City of Stillwater. NOW, THEREFORE, IT IS HEREBY MUTUALLY AGREED AS FOLLOWS: I. GRANT OF LICENSE The City of Stillwater hereby grants to North Hill Community Garden a license to use the real property located at Staples Field Park 403 West Aspen Street Stillwater, MN 55082 Property Identification Number: 2803020210014 II. LIMITATION TO DESCRIBED PURPOSE AND TERM The term of this License is 3 growing seasons beginning with 2017, and expiring on December 31 ", 2019. The licensed premises shall be used by Licensee solely for the purpose of gardening and related recreation during normal City of Stillwater Park Hours and must be renewed on or before January 1 st. III. TERMINATION The Licensor may terminate this agreement without cause. Any Termination must be executed by the City Council. If the Gardening Group decides to no longer maintain their space, they must immediately notify the City. Group will be responsible for restoring the garden to parkland to the satisfaction of city staff. If city staff determines that the garden is not satisfactory, the designated 11 ai so n will be given two separate warning notices. If the problem continues thereafter, the agreement will be revoked and the Gardening Group will be responsible for restoring the garden to parkland to the satisfaction of the city staff. IV. PAYMENT Licensee shall pay the City of Stillwater $1.00 per year for the use of the property. Payment shall be received 30 days after date of execution and annually thereafter. Payment shall be made to: City of Stillwater 216 North Fourth Street Stillwater, MN 55082 V. INDEMNIFICATION The Licensee agrees to indemnity, defend, and hold harmless Licensor for any and all claims arising out of the Licensees use of the premises. The Licensor's obligation is to indemnify the Licensee and individual garden members or volunteers for activities covered under this agreement. VI. NONDISCRIMINATION During the performance of this agreement, the Licensee agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed to national origin be excluded from full participation in or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. VII. RECORDS AVAILABILITY AND RETENTION Pursuant to Minnesota Statute 16C.05, Subd. 5, the Licensee agrees that the Licensor, the State Auditor, or any of their duly authorized representatives at any time during normal business hours and as often as they my reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of the Licensee and involve transactions relating to this agreement. The Licensee agrees to maintain and make available these records for a period of six years from the date of termination of this agreement. VIII. SPECIAL REQUIREMENTS AND CONDITIONS SELECTION OF GARDENERS The North Hill Community Garden shall develop a fair and open process for gardener selection. Availability of garden plots should be widely advertised, and distribution of plots should be equitable and on a first come, first serve basis. GARDENER PARTICIPATION All gardeners shall be expected to participate in maintenance of communal areas of the garden. COMMUNITY INVOLVEMENT The North Hill Community Garden is encouraged to engage with the neighborhood and/or wider community through events or projects such as open houses, garden tours, food shelf donations, etc. GARDEN BORDERS AND STRUCTURES The garden boundaries must remain as submitted on the original design plans. Any proposed expansion must be reviewed and approved by City Staff. Any structures including raised beds, bulletin boards, and gazeboes must comply with city building code and be approved by City Staff. GARDEN/PLOT MAINTENANCE North Hill Community Garden is entirely responsible for the maintenance of the Community Garden. Keep in mind that the space allocated is on public land and must always be actively maintained. North Hill Community Garden should provide the City Staff with a schedule of spring prepping and fall winterizing dates. Pathways and areas between Garden Beds must be mowed or mulched and maintained by the group. The City will not do any maintenance within the Community Garden itself. WATER The water supply is to be used by gardeners caring for their assigned areas. Use for any non -garden related activities is prohibited. COMPOSTING Only garden matter generated on site may be composted on site unless a certified composting plan is in place and garden club members monitor composting activities. Composting must comply with back yard composting guidelines as published by the Minnesota Pollution Control Agency. CLEAN-UP ACTIVITIES North Hill Community Garden will be expected to organize a spring work day to prepare the garden, and fall cleanup day to clean the site for winter. NEW MEMBERS North Hill Community Garden shall inform new members of the Community Garden rules and regulations, stressing the importance of ongoing maintenance. North Hill Community Garden must follow a transparent membership process open to all. As a public agency, City of Stillwater policy requires inclusiveness; anyone interested in joining North Hill Community Garden is to be fairly considered. FUNDRAISING North Hill Community Garden may organize fundraising events to finance needs of the Community Garden such as a compost bin, water hoses, plants, etc. YEARLY MEETING BETWEEN NORTH HILL COMMUNITY GARDEN AND THE PARKS AND RECREATION COMMISSION North Hill Community Garden shall hold an annual meeting with The Parks and Recreation Commission to: • Review Community Garden records. • Discuss the past year's budget. • Plan upcoming improvements. • Discuss Community Involvement in the Garden. PROHIBITED ACTIVITIES • Littering, dumping, alcohol consumption and other unlawful activities. • Amplified sound • Pets are not allowed in the garden. • Ball playing or other forms of active recreation. • Fire pits or bonfires. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated below. City of Stillwater BY: Michael Por lehna, Vice Mayor DATE: a�-5' -�?/ • -�ZO/% ATTEST: Diane F. Ward, City Clerk North Hill Comm .ty Garden BY: TITLE: Cc AMIVIck1�' "-. - DATE: 3� 7 WNwrWF ❑`• 4 JMad,.N Jc ainr�aer rw..>.. urriR J mJ,acs. �hrtcc,W Y Ilet. (!w § yrniih rourr Visit us at www.northhilicommunitygarden.org Or check out our Facebook page Some of the Benefits of Community Gardens.... Gardening is relaxing and combats stress Community gardens bring the neighbor- hood together Fresh veggies! Gardening is good exercise A great learning experience for our kids Community Gardens typically lead to an increase in neighboring property values Want to learn more or get on our e-mail list? Drop us a note at info agnorthhillcommunity-g,arden.org THE NORTH HILL nvrt hill i�Qmmy yandeln Pl�nl a Seed, Grow a CommusCy COMMUNITY GARDEN What is the North Hill Community Garden? The North Hill Community Garden (NHCG) is a non- profit neighborhood organization that offers Stillwater residents a place to create a garden, as well as a way to get to know their neighbors and build a stronger com- munity. We have 38 plots that are available for a small fee* on an annual basis, and two "community" plots planted by volunteers with produce available to anyone in the community. Several activities are planned throughout the year, in- cluding classes, work days (to maintain common areas) and an annual Harvest Festival at the end of the sum- mer.. "It's difficult to think anything but pleasant thoughts while eating a homegrown tomato, " - Lewis Grizzard *The North Hill Community Garden strives to be accessible to the en- tire community, regardless of ability to pay, and so "scholarships" are available to those that need them. - -- — How do I Who Are We? The NHCG run by a small group of volunteers who meet throughout the year to plan activities and im- provements, tackle management issues, and serve as liaisons to our community. We all share a desire to come together to share, to learn, to grow food to- gether and to help strengthen our community. Although the garden is located in the North Hill neighborhood, all Stillwater residents are eligible to reserve plots and participate in all garden activities. The NHCG organizers are always looking for more volunteers to help make the garden work. Volunteer opportunities include planning, event organization, public relations, garden maintenance etc. For more information on how you can become involved please contact info@northhillcommunitygarden.org. Ell] E-11 jj l �,f '•i, El fr--1 •0 D. COY.. Our Story The story of the North Hill Community Garden is a classic story of a group of citizens com- ing together and working with the city and local organizations to bring something special to the community. Prior to 2012, the site where the garden now sits was a vacant lot that used to be a basket- ball court. The basketball court had been decommissioned years prior due to issues with late night noise and misuse. The city had been looking for a good way to repurpose the land, but it was still unused and considered by many an eyesore. This changed in 2012 when a group of neighbors, led by Jack Roddy, and working with Community Organizer An DeLaVergne had the vision to make the space into a garden. Ann and Jack knew that a community garden was a great way to bring the community to- gether, promote healthy living, provide a source of food while creating a beautiful space in our neighborhood. When Jack, Ann and team approached the city with a proposal to build a garden, it was warmly received but, there were no funds in the city's budget for the project. Driven by a passion for the project, the team moved on undeterred. Community meetings were held to get input on the project from the entire community. Small committees were formed by vol- unteers to handle things like building materials or fundraising. Finally, with a generous contribution by the Friends of Stillwater Parks, donations by com- munity members, and support by the River Market Community Co-op, the garden became a reality. Although the garden is on city property, the garden continues to be strictly volun- teer run, with maintenance funds coming from plot rental fees and private donations. 2019 2018 2017 2016 2015 Beginning balance $ 3,722 $ 2,872 $ 2,332 $ 1,819 $ 1,105 Garden membership fees $ 1,025 $ 1,055 $ 1,140 $ 1,035 $ 1,090 Donations $ 115 $ 135 Petty cash $ 50 Grants $ - $ 1,250 $ - $ - $ - Total revenue $ 1,190 $ 2,440 $ 1,140 $ 1,035 $ 1,090 Maintenance $ 12 $ - $ 601 $ 522 $ 376 Enhancements $ 280 $ 1,176 Incentives $ 30 $ 30 Education $ - $ 200 Bank charges $ 4 Total costs $ 326 $ 1,406 $ 601 $ 522 $ 376 Ending balance $ 4,586 $ 3,722 $ 2,872 $ 2,332 $ 1,819 Of 41 plots: # of fully paid plots 40 39 37 36 38 # fully / partially funded 1 0 2 3 2 # community plots 0 2 2 2 2 # gifting members 6 10 9 3 5 water i` THE BIRTHPLACE OF MINNESOTA TO: Park Commission FROM: Bill Turnblad, Community Development Director DATE: December 12, 2019 RE: Curling Center discussion INTRODUCTION The St Croix Curling Club is searching for a site to build a curling facility. Their search for has led them to Stillwater's recreation center property. If their project concept is supported by the Park Commission and City Council, then the curling group would like to construct a state of the art eight sheet curling center south of the rec center's dome. The City Council held work session discussions with board members of the St Croix Curling Club (SCCC) on September 3 and December 3. The Council has chosen to continue with discussions. But, before they progress further they have requested that the Park Commission consider and make a recommendation on the project. At such time as the City and the SCCC come to a conceptual agreement on the curling facility, the club would begin a capital campaign to raise construction dollars. PROJECT SUMMARY Here is an outline of the main points of the SCCC's request. 1. Land a. Lease the land south of the recreation center dome to SCCC for 40 years at $1/yr, plus option to extend. The requested location can be seen on the map on the next page. b. The skateboard park would need to be relocated. Staff assumes it would be relocated on the site. But, the City Council has asked the Park Commission to consider whether moving it to the south side of Lily Lake Park might be acceptable. 2. Parking a. The 8 sheet curling center would need 140 parking spaces during tournaments. The conceptual parking lot design on the next page shows 150 spaces next to the Curling Center December 10, 2019 Page 2 curling center. If the skateboard park is moved to Lily Lake Park, it may be possible to construct about 180 spaces in this lot. M - t stir _ as - , Mph COW f -qL. r ` r 4 1 1111to tot � r • _ 1: Construct stand alone curling center south of dome'tl'0t' j Skateboard park is relocated on -site Curling tournaments (bonspiels) would generate need for about140 spaces New south lot has about 150 spaces f City desires, itcould build another 00 space lot In place of part of the current outdoor Ice dnk Conceptual site plan b. SCCC would like the City to construct and pay for the parking lot. 3. Building a. The SCCC proposes that the building and HE will be their responsibility to finance, construct, maintain and manage. This would include management of the food and drink service. b. Food and drink service would be available to rec center athletes and guests. Curling Center December 10, 2019 Page 3 ------------------ ... f ' v� _ 0 -11 .............. .... ... -- - �� j BUTT-T-TT - r Concept floor plans — lower level curling sheets, viewing gallery, lockers, office; upper level is mezzanine, food service and rentable spaces 4. Tournament scheduling a. The SCCC would work with the Rec Center to avoid scheduling tournaments on the same weekends. 5. Term of commitment a. The SCCC is requesting a three year commitment to the agreed upon elements of the project. If sufficient funds are not raised within three years, an option to extend is desired. The SCCC would give annual fund raising reports to the Council. OWNERSHIP & MANAGEMENT MODELS As the Council considered the project, they requested information on the ownership and management models of the curling clubs around the area. The table below summarizes that information. Club Location Ownership Management St Paul Curling Club St Paul Private - St Paul Curling Club Private - St Paul Curling owns the property and facility. Club manages the property and facility, including food and drink service. Duluth Curling Club Duluth Private - Duluth Entertainment Private - Duluth Curling Convention Center owns the Club manages the leased entire facility and the Duluth facility including the food Curling Club leases the curling and drink service. center. Chaska Curling Club Chaska Public - City of Chaska owns the Public - City of Chaska's property and facility and the Parks Department manages Chaska Curling Club rents/buys the property and facility. ice time. No food or drink service Curling Center December 10, 2019 Page 4 Four Seasons Curling Blaine Private - Fogerty Arena, a 501c3 Private - Fogerty Arena Club corp, owns the entire facility and manages the entire facility, the Four Seasons Curling Club including the curling center rents/buys ice time in the curling as well as food and drink center. service. Frogtown Curling Frogtown, Public- Ramsey County owns Private - Frogtown Curling Club St Paul the property and facility and Club manages the leased leases it to Frogtown Curling facility and drink service. Club. No food service And the proposed model for the St Croix Curling Club is below. Club Proj2osed location Proposed ownership Proposed management St Croix Stillwater Private/public - City owns land and Private - St Croix Curling Club parking lot and leases land to St Curling Club manages Croix Curling Club for $1/year. St curling center, including Croix Curling Club owns building. , food and drink service. COMMENTS One of the primary challenge on the site will be parking. Currently there is a lack of parking for many of the hockey events. The curling club facility would increase the parking shortage, unless additional parking is constructed. The City Engineering Department did an estimate earlier in the year of about $750,000 for a 225 space parking lot south of the rec center. This is about $3,333 per space. At the time of the estimate, the curling center location being considered was northwest of the rec center. Since then, the location being considered has shifted to south of the dome. So, the number of parking spaces would be reduced to 150 instead of 225. (180 would be possible if the skate board park were moved off the site instead of being relocated to the east side of the property). If the estimated $3,333 per space holds for the smaller lot, then the 150 space lot would cost $499,950 and a 180 space lot would cost $599,940. Central to any agreement to approve usage of the land by the curling club will be the types and amount of public benefit realized from the project. ACTION The City Council has asked the Park Commission to consider the project and formulate a recommendation on: 1) use of the property by the St Croix Curling Club; and 2) preferred site to relocate the skateboard park. bt W ter ' H E 0 R' H P A! E O F M I N N E S 0 1 A Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: December 12, 2019 Re: Opera on the River 2020 DISCUSSION Attached is the Opera on the River Event application for 2020 to be held in Lowell Park on August 111. They have requested to hold Lowell Park for August 2nd in case it rains on the 15t They will then do a matinee performance on Aug 2nd. They have requested portable toilets, trash receptacles and barricades. They will need tent inspections and police services during alcohol services (times to be determined). They have provided a Plan B for flooding and it includes using lot 5 and 9. This will need to go before Parks & Rec, Downtown Parking and Council. Please let me know when it is scheduled for your commission meeting and I will notify the organizer to be in attendance. RECOMMENDATION The Parks and Recreation Commission should review the event application and make a recommendation to City Council. • �yVnter EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 THE BIRTHPLACE Or MINNESOTA Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be Office Use Ong accepted. See Event Instructions for application deadline and fees. Date Application Received Date of Application: 10/31/19 Type: Event Special Event Event w/ Contract Event Information Title/Name of Event "Opera on the River" 2020 Event Date/Time: Set up: Date Saturday, August 1st, 2020 Time 5:00 am to 12:00 pm Actual Event: Date Saturday, August 1st, 2020 Time 12:00 pm to 9:00 pm Clean up. Date Saturday, August 1st, 2020 Time 9:00 pm to 12:00 am (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) North Lowell Park Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Again, our goals for this 2nd annual concert festival project is to provide the highest quality music production in the form of a live outdoor concert for the community of Stillwater and surrounding areas next summer. We hope that this concert festival project continues to provide an example of how we plan to enrich this very supportive artistic community and by doing so, advance the arts in this region to the next level. Estimated Attendance (participants and spectators): 1,000+ .Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Operatunity Theatre Mailing Address: 7450 213th St. N City, State, Zip Code: Forest Lake, MN 55025 Primary Contact/Applicant Name: Obed Floan Phone Number: 612-803-3688 Fax: N/A Cell Phone: 612-803-3688 Email Address: Info@OperatunityTheatre.org Website Address: OperatunityTheatre.org Name of contact person during event: Obed Floan Cell Phone: 612-803-3688 Alternate contact during event: Megan Wagner Cell Phone: 612-803-3680 Refer media or citizens inquires to: Obed Floan Phone: 612-803-3688 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 ❑X Number and size: 10-20 Varied - Sponsor Logo Banners, Cinnnrnrlpc Iiniinrnprimptpr ptr Will there be any inflatables? No ® Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes ❑X What type: Live Orchestra & Singers Fees for electricity may apply see Instructions Will sound amplification be used? No ❑ Yes ❑X Hours and Type: noon-9:00, Icobad Productions Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions: 24x32 (+ poss. extension) Truck Transformer, 1 0x1 0 sound tent, 20x20 Will there be temporary fencing? No ❑ Yes Will merchandise/food items be sold? . No ❑ Yes ® How many 5-20 non-food Fees for electricity may vendors expected: apply see instructions 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 ❑ Yes ® See Alcohol Regulations in the Instructions Will there be a fireworks display? No ® Yes ❑ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Regular power boxes for the Stage/lighting/sound with Icobad Productions equipment either from the cement platform with nice weather, or up on Lot 5 for park flood plan. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available See described advertising in the accompanying proposal. City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ® Yes ❑ Start/End Time: N/A Date: N/A City Sidewalks or Trails No ® Yes ❑ Start/End Time: N/A Date: N/A Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: 5:00 am/12:00 am Date: 8/1/20 Will event need barricade(s)? No ❑ Yes ® Fees may apply Number needed: 2-3 see Instructions Will extra picnic tables be needed? No ® Yes ❑ Number needed: N/A Fees may apply see Instructions pply Will portable restrooms be needed? No ❑ Yes ® Number needed: 2-3 Singles 2-3 Handicaps Fees may see Instructions Will extra trash receptacles be needed? No ❑ Yes ® Number needed: 2-3 Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Trash cleanup provided by promoters Will event need traffic control? No FRI Yes ❑ Contact Stillwater Police Deportmentforassistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Off -duty City Officers - Park will be as open as it is everyday. Will "No Parking Signs" be needed? No ® Yes ❑ Number needed: N/A Feesmoyaption(s)ply see Instructions Show locations) on site map Will event need security? No ❑ Yes ® If event is overnight, security will be required, If using private secruity, list Security Company and Contact Information: Off -duty City Officers & Security Specialists Inc. - Sam Ehlenz - 651-439-8440 - securityspecialists@earthlink.net Will event need EMS services? No ❑ Yes ® Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: EMS City Ambulance. Describe the emergency action plan if severe weather should arise: We are planning to have the park reserved for Sunday, August 2nd, 2020 as well for a matinee performance of the Main Concert should severe weather come on Saturday, August 1 st, 2020. The weather will be monitored closely leading up to and on the day and a call will be made earlier this time. List any other pertinent information: We will also supply a 2-day insurance rider listing the city of Stillwater as the additional insurer 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. 1 realize my submittal of this application request constitutes a contract between myself and the City of Slillwutr- and is a release of Liability. 10/31 /2019 Signature of Appiicoiit or Authorized Agent Date �tRA&MAY! r#,tAZ9,t & Rouse Legacy Presents: "®�kKA ON hk RrIVM" Our Plan for Lowell Park .�- 111d. 11 r ►� '�rtta�tu -,:.7 It—,—Z 12419im "„, 10 V^III• �:;� �� ii�_ ;1, 4�• jD�. .y:M6� i A Generated: January 24, 2019 at 9:16 PM Page 9 of 18 S water `HE B'AFHPLACE OF Nil NNES0IA Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: December 12, 2019 Re: St. Croix River Lift and Loop Celebration DISCUSSION Attached is an application for the Historic Bridge reopening event. Councilmember Polehna has been working with a committee that includes many organizations including WI and M n DOT. RECOMMENDATION The Parks and Recreation Commission should review the event application and make a recommendation to City Council. 4gvater EVENTS PERMIT APPLICATION 216 North 4 `h Street, Stillwater, NN 55082 THE SINTHPLACE OF g I NNESOTA J Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be office use 0—my accepted. See Event Instructions for application deadline and fees. Date Application Received Date of Application: August 10, 2019 Type: Event Special Event Event w/ Contract Event Information Title/Name of Event St. Croix River Lift and Loop Celebration Event Date/Time: Set up: Date May 15, 2020 Actual Event: Date May 15 & 16,2020 May 16, 2020 Clean up: Date .. m . Time 12:00 p.to Time 4:00 p.m. to 10:30p m. m 8:00 a.. Time 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) Chestnut Plaza, Liftbridge and adjacent parking lots Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Ribbon cutting and grand opening of the lift bridge and St. Croix River loop trail Estimated Attendance (participants and spectators): 500-1000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: MN Dot, City of Stillwater, St. Josephs Twsp., St. Croix County, Somerset, Hudson. Mailing Address: 214 N. 4th. Street City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Mike Polehna Phone Number: 651-303-7569 Fax: Cell Phone: Email Address: mpolehna7569@gmail.com Website Address: Name of contact person during event: Mike Polehna Cell Phone: 651-303-7569 Alternate contact during event: Ted Kozlowski Cell Phone: 651-236-7573 Refer media or citizens inquires to: Kent Barnard, MN Dot Phone: 651-253-2803 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 ❑X Number and size: Will there be any inflatables? No ® Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes © Polka Dance Fees for electricity may What type: apply see Instructions Will sound amplification be used? No ElYes ❑X Hours and Type: 5:30pm.-10:00p.m. Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions: 20' X 35' Will there be temporary fencing? No ® Yes ❑ Will merchandise/food items be sold? No ❑ Yes ® How many 5 food trucks Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No ❑ Yes ❑X 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 ❑ Yes ® See Alcohol Regulations in the Instructions Will there be a fireworks display? No ® Yes ❑ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Power to stage, beer garden and food trucks Describe level of advertisement lie, radio, flyers, ads, tv, press release). Attach sample if available Press releases City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ❑ Yes ® Start/End Time: Date: City Sidewalks or Trails No ❑ Yes ® Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: Date: Will event need barricade(s)? No ❑ Yes ® Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ❑ Yes ® Number needed: Fees may apply see Instructions Will portable restrooms be needed? No ❑ Yes ® Number 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: Will event need traffic control? No f=1 Yes X❑ Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Stillwater Police and St Croix County Sheriff Will "No Parking Signs" be needed? No ❑ Yes © Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No ® Yes ❑ If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? NO ❑ Yes ® Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Stillwater Fire, Stillwater Police and Lakeview EMS Describe the emergency action plan if severe weather should arise: Cancel event and clear park List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits 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. April 4, 2019 Signature of Applicant or Authorized Agent Date Daytime View hL Nightime View —with lights r 111wa er H E B I R T H L A !; E 0 F M I N N E S 0 1 A` Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: December 12, 2019 Re: Frozen Flannel Outdoor Curling and Bonspiel DISCUSSION Attached is an application for a Frozen Flannel Outdoor Curling and Bonspiel event to be held at Lily Lake Park. This is the 2nd year of this event and is being provided for the Commissions information and to provide time for comments. The Organizer wants to have a food truck and possibly serve alcohol so police services will be needed for alcohol service. They need electricity for the tent if they don't get a generator. The portable toilet may be donated, if not, the city will provide for a fee along with 4 trash receptacles. illwater EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 THE I R T N► L ACE Of MINNESOTA Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be Uffrre-we oo)y accepted. See Event Instructions for application deadline and fees. Date Application Received Date of Application: September 26, 2019 Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Frozen Flannel Outdoor Curling & Bonspiel Friday, January 17, 2020 12pm 6pm Event Date/Time: Setup: Date Time to Actual Event: Date Sat. & Sun January 18 -19, 2020 Time 8am to 8pm Clean up: Date Sun January 19, 2020 Time 1pm to 3pm (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) Lily Lake Arena parking lot and lake -frozen lake event Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) We are requesting a permit for year 2 of this new winter event in Stillwater, MN Outdoor curling event and bonspiel to be played on Lily Lake and use the Lily Lake Arena parking lot for staging area and parking. This adult mixed outdoor borspiel in Stillwater will invite up to 32 teams (4 players on team) to register and participate. This will be a modified bonspiel in which the sheets of ice will be shorter and the curling stones will be junior rocks instead of adult rocks to maintain the integrity and enjoyment of the sport. Estimated Attendance (participants and spectators): 100-300 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Event Potential Mailing Address: 4161 Zarthan Ave S City, State, Zip Code: St. Louis Park, MN, 55416 Primary Contact/Applicant Name: Michelle Margo Phone Number: (612) 250-4701 Fax: Cell Phone: same Email Address: mmargo07@gmail.com Website Address: www.eventpotential.com Name of contact person during event: Michelle Margo Cell Phone: (612) 250-4701 Alternate contact during event: Mike Pohlena Cell Phone: (651) 303-7569 Refer media or citizens inquires to: Michelle or Mike Phone: 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 ❑X Number and size: 1 outside of tent 3x5 Will there be any inflatables? NO ® Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes © What type: Bagpiper to begin event Fees for electricity may apply see Instructions Will sound amplification be used? No i_J Yes X❑ Hours and Type: personal PA system for door prize annni inramantc Will a stage or tent(s) be set up? No E Yes ® Dimensions: 20x40 tent Will there be temporary fencing? No ® Yes ❑ Will merchandise/food items be sold? No ❑ Yes ® How many 1 food truck and 1 Fees for electricity may vendors expected: vendor with beer apply see Instructions Will food be prepared on site? No ❑ Yes ❑X 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 X❑ Yes ❑ See Alcohol Regulations in the Instructions Will alcohol be sold? NO 1 Yes ® See Alcohol Regulations in theInstructions Will there be a fireworks display? No ® Yes ❑ Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. power needs for the large generator to operate lights inside tent. Food trucks will have own power Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available email blasts to past participants, vendors, sponsors, and city officials, social media, Facebook site, flyers, press release, ads in curling clubs across state, USA curling ad, and MN curling event calendar. Additional advertising will be up to sponsors/businesses City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No ® Yes ❑ Start/End Time: Date: City Sidewalks or Trails No © Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: 8am-8pm Date: Jan. 18 & 19, 2020 Will event need barricade(s)? No ® Yes ❑ Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ❑ Yes ® Number needed: 4 Fees may apply see Instructions Will portable restrooms be needed? No ElYes ® Number needed: 1 ADA Fees may apply see Instructions Will extra trash receptacles be needed? No ❑ Yes ® Number needed: 4 Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: We will keep the area clean and picked up and put in cans provided Will event need traffic control? No ❑ Yes ❑ Contact Stillwater Police Departmentfor assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We will have a warm tent for our participants and volunteers - it will be coned off /and an area of parking will be blocked to keep moving traffic away from event area. See site map Will "No Parking Signs" be needed? No ® Yes ❑ Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No N Yes ❑ If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ® Yes ❑ Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: We will have a first aid kit on site - if more serious injury we are across street from Lakeview Hospital and will call 911 if needed Describe the emergency action plan if severe weather should arise: If the weather turns to extreme conditions all participants will be notified via email and social media. If on site we will move into Lily Lake Arena. List any other pertinent information: thank you for taking the time to consider this application. Please call or email if needed 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 provi4d is information provided in thi >vrpp City of Stillwater ar�d rya re �se to the best of my knowledge and agree to pay the permit fee for this event based upon the on. 1 realize my submittal of this application request constitutes a contract between myself and the Signature of Applicant or September 26, 2019 Date I 41