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HomeMy WebLinkAbout2010-05-20 DTPC Packeti11water THE BIRTHPLACE OF MINNESOTA DOWNTOWN PARKING COMMISSION AGENDA Thursday, May 20, 2010 8:30 AM; Riverview Room, City Hall 1. CALL TO ORDER 2. APPROVAL OF APRIL 15, 2010 MINUTES 3. NEW BUSINESS 3.01. GARTNER STUDIOS REQUEST FOR ONE 24/7 RAMP SPACE 3.02. 2010 LOT IMPROVEMENT PROJECTS 3.03. RAMP EXIT READER 4. SPECIAL EVENT PERMITS 4.01. VINTAGE CAR SHOWS 4.02. SUMMER TUESDAYS 4.03 RUMBLE ON THE DECK 5. OLD BUSINESS 5.01. FINALIZE POLICY ON SPECIAL EVENT USAGE OF PARKING 6. OTHER BUSINESS 6.01. UPDATE ON PARKING LOT PAY MACHINES 6.02. RECENT CITY COUNCIL ACTIONS • Approval of bid for ramp security camera plans & specs 6.02. CONFIRM NEXT COMMISSION MEETING DATE 7. ADJOURN Commissioners present: Commissioners absent: City Staff present: Submitted by: Stillwater Downtown Parking Commission Meeting Minutes April 15, 2010 Curt Newcomb, chair/resident; Jeff Johnson, vice-chair/resident; David Korte, Sherri Hopfe Franke, business. Dave Junker, resident; Kevin LaCasse, business John Gannaway, police chief; Dennis Pasket, parking enforcement David Korte secretary/resident; Aimee Peletier, business; d, community development director agenda discussion action pre meeting Dennis handed out the new "2010 Downtown Stillwater Pubh. g Guide." Aime5vand Sherri will hand out des to Stillwater business owners approval of March minutes A motion was made and seconded to approve the minutes. - mo ed in a unanimous voice vote. David will forward a copy of the approved minutes to Stillwater's city clerk policy on special event parking Bill presented staff recommendations for develop.ng the poly on renting . ► , n parking spaces. Some decisions about this pol were made at the last meet' .. 1. Special event off-season parking for 3 h les ill b e all downtown spaces. The parking fee for special event t e ed 3 ho s w be $3 per space per day. A motion was made and seconde approv The motion passed in a unanimous voice vote. Bill will draft a policy for review at the next parking commission meeting. 2. Private us king spaces .g., construction du psters d construction staging areas) d season ill be t same daily rate as for peak season special events, ' e., .. ki of rate, times sumed sales per day), times 2 {to cover overhead such as sta u ime and mater' A tion was made and seconded to approve. The otion p. .ed in a una owe vote. 3. Private use -seaso ill be the e as off-season special events at $3 per space per y. A motio ' ade econded to approve. The motion passed in a unanimous voice vote. 4. Street parking spaces will be • ed $18 per space per day for peak season and $3 per space day for off- ason. No Main Street spaces will be rented for private use :in otion was made and seconded to approve. The motion passe us voice vote. 5. Any time parking en orcement personnel are used to control or prepare for an event the parking fund will be reimbursed those costs. A motion was made and seconded to approve. The motion passed in a unanimous voice vote. agenda discussion action 6. All groups or individuals will pay a fee for the private use of public parking spaces, including non-profit groups. A motion was made and seconded to approve. The motion passed in a unanimous voice vote. 7. The commission agreed that when renting a parking space, the definition of a "day" would be a 24-hour period from midnight to midnight. AO Curt thanked Bill for all of his hard work putting this material together. Traffic Committee proposal John presented a proposal from the Stillwater Traffic Review Committee suggesti g John will forward the commissions support to the Traffic Review Com 'ttee. six parking spaces on southeast side of S. Main at Chestnut be made into ,ri lane. They think this would result in better traffic flow for es w ing to c the bridge into Wisconsin. Commission members liked this i, • , there were questions about delivery truck access to business. John said the Review Committee is developing ideas to solve that issue. With the ► c t losing some parking spots the Commission thought customers for business immediate area had other good options and moving through this area m► ' kly would be good for all businesses. The Commission- imously gave t •rt to this concept as presented. policy on tour bus parking Bill presented a suggestion from Shawn Sande 'ublic irecto /Ci Engineer, to add three more bus parking spots outh . i n i dition to the two already there. This would result in the to ; ppr imate ing spaces. After some discussion about the need se spaces d the p e of placing them elsewhere, it was decided this e best plac the motion was made and seconded to prove as prop The motion pa animous voice vote. Bill will forward the commissions recommendation. paving of gravel lots & 2010 lot improvement projects General disc ook place on the possibility of pa e of the gravel lots and making othe proveme . as decided to table these projects for now, given Bill will bring forward at a later date. the workloa of ci y staff and other c. • ion projects. IBA request for free parking on May 1st Aimee explained the Inde . • i dent Busin. - iace (IBA) for Stillwater was planning a May Day/Co nity May 1 St. . . freers will be downtown cleaning up the business d ict and th- zation as; • that parking in the downtown business district be fre t at day. (Pay . • • s &2 are effective and enforced May 1- Oct 31.) A motion was made and se. , to approve the request. The motion passed in a unanimous vote. Aimee , . erri are members of the IBA and abstained from voting. page 2 agenda discussion action Rivertown Commons request to exchange ramp spot #1 Bill presented Rivertown Commons request to move their #1 ramp parking spot next to spot #8. Members discussed that when the spaces were issued to Rivertown Commons they were issued to the management company with the expectation they would manage the renters use of the parking spaces. A motion was made and seconded to disapprove the request. The motion passed in a unanimous voice vote. Bill will forward the commissions recommendation. status of parking website Members agreed the services of the website manager are no longe - - - des the information from the parking website along with the map fro • 1 wntown Stillwater Public Parking Guide will be on the city's websit- ' motion was made and seconded to approve the request. The motion passed i unanimous boic Bill and John will notify the parking website manager and make arrangements to have information from this site added to the city . ilLweb 2009 parking revenue enterprise fund report Members reviewed the financial report and requested the co o review it at Bill 1 follow up with Sharon Harr n. least quarterly. There was discussion on what other financial . tion the commission would like to see in the report. Bill said he wou ' .. Sharon Harrison, Finance Director, about the commissions' request. plans and specs for ramp John and Bill updated the commission on the progress towards placing . syste in the ramp. 20 cameras are needed immediately forty and security; Bill will forward the commissions recommendation. video system reported some incidents have occurred already. It is thought hat approxima : cameras are needed to totally cover the ramp. eport was presented from e Pogge, City Planner, recommending the Com sion hire an outside fi to develop a set of plans and specifications so the project n sen ut for bid. e had received bids for developing the plans an pe nd ommen ed a arding the contact to Paulson & Clark Engineering, C for the ount o 5,120. A motion was made and seconded to awar the contract to Pau on & Clark Engineering, INC. The motion p. • in a unani s voice vote. River Market Coop request for no parking sign Bill presente' • t from ver Market Coop on behalf of truck drivers asking for an area on ater . cross the street from their back entrance to be marked "no parking until noon.' ru. drivers told Coop management they were having difficulties making delivers. ommission members thought there were other measures that couid be ta' -r than takiway parking in a popular area. A motion was made and secona • sappr e the request. The motion passed in a unanimous voice vote. Bill and Dennis will speak to delivery drivers and Coop management about other solutions. 34th MP motorcycle ride John presented the tabled issue fr, st meeting re: the 34th Military Police motor cycle ride. Jo • •• - with the grp and an adjustment in the event hours allowed the police departm: end approval. The Commission was very supportive of this and was happy to have a motion made for approval and seconded. The motion passed in a unanimous voice vote. John will forward the commission's recommendation. page 3 agenda discussion action fire muster John presented a request from the Minnesota Fire Engine Club to host a gathering of retired or antique fire trucks in the gravel area north of Lowell Park on June 27, 2010. A motion was made and seconded to approve the request. The motion passed in a unanimous voice vote John will forward the commission's recommendation. Rivertown Commons request for parking spaces At the last meeting Dennis volunteered to assist Rivertown Commons in speaking to property owners about possible parking spaces. Dennis informel ago issioy that Rivertown Commons had not contacted him for assistance. recent City Council actions Bill said the City Council at their last meeting approved the .mmission recommendations for way -finding signage and parking ram 8 oucher prices. reappointments Curt informed the Commission that the terms on the board f .vid Kprte and Junker were expiring soon. He stated both members had re -a , 'lied to be on the Commission. He asked that the City Council be informed that o mended they be reinstated for another term. Bill will forward to the City ouncil the recommendation of the chair 06 reappoint David Junker and David Korte. adjournment A motion was made and seconded to adjourn. The motion pa sed in . ' ous voice vote. next meeting: The next meeting will be Thursday, May 20, 8:30 t City Hall. Bill will send out agenda and supporting documentation before the meeting. page 4 Page 1 of 1 From: Front Desk [frontdesk@gartnerstudios.com] Sent: Tuesday, April 20, 2010 8:44 AM To: Bill Turnblad Cc: Julie Lauer Subject: Reserved Parking Request - One Stall 24/7 Dear City Council, Currently Gartner Studios leases close to 20 contract parking stalls in the City of Stillwater Parking Ramp located on 2nd Street in downtown Stillwater. These parking stalls are mainly covered, unreserved stalls. One employee has a reserved stall. Our business often has out of town guests. It would be helpful for our business to be able to allow our guests' a parking place in the city ramp overnight. Currently a guest would need to move their car before 6 p.m. each evening. If they stay overnight downtown it would be very nice to be able to offer them parking without any worries of moving their vehicle at any certain time. We would like to request one stall as a reserved, covered stall 24/7. It would be most appreciated and very beneficial to running our business to be able to offer this service. If you have any questions, please do not hesitate to contact me at (651) 351-7700. Thank you for your time and consideration. Sincerely, Teresa Malon Front Desk * GARTNER STUDIOS 220EXITMYRTLE STREET 1 rt4 �? STILLWATER. WI 550O2 1Mww.CART1EERSIUDIGS_C0M , ERbi.a61.g700 file://S:\Planning\Downtown Parking Commission\Agenda packets\May 20\Reserved Parking Request - On... 5/11/2010 I 1 lwa t e r H E 6 i H I H P L A C E OF MINNESOTA RATES FOR MUNICIPAL PARKING RAMP AS ESTABLISHED BY RESOLUTION NO. 2009-177 1. Free Parking. Parking is free and open to the general public at the following times: a. Every Sunday from 6:00 AM to 1:00 PM. b. Christmas from Christmas Eve at 1:00 PM until noon on Christmas Day. c. Good Friday from 6:00 PM until 1:30 AM. d. Easter Sunday from 6:00 AM to 1:00 PM 2. Contract Parking. a. Business Hours Permit. This permit is for the use of one parking space on weekdays from 6:00 AM to 6:00 PM. Parking before or after the permitted hours is subject to the flat fee for transient parking, or the event parking fee if that applies. Note that all rates are given in monthly equivalents, however permits must be purchased in quarterly increments. The minimum purchase is one quarter. The prices listed are for each permit. i. Uncovered space (fourth level) $10/month [$30/quarter] ii. Covered space $15/month [$45/quarter] iii. Covered space, bulk rate (5 permit minimum) $12/month [$36/quarter] iv. Covered reserved space $20/month [$60/quarter] 3. Event Parking. Parking during events does not include overnight parking. Any vehicle parked at the event rate after 2:30 AM will be subject to towing. a. Summer weekends. For the purposes of the municipal parking ramp, "summer weekends" are defined as occurring between May 1st and October 31 st. A summer weekend begins at 5:00 PM on Friday evening and runs through Sunday evening at 8:00 PM. i. The parking fee for summer weekends will be a flat $5. b. Special Events. Currently Lumberjack Days, 4th of July Fireworks and the Stillwater Criterium annual bike race are considered Special Events. The list of Special Events can be changed by the City Council. i. The parking fee for Special Events will be a flat $10. 4. Transient Parking. Transient parking is sometimes referred to as hourly parking. It is any parking that is not for special events or by contract. Any transient use vehicle that is parked past 2:30 AM will be subject to towing. a. The parking fee for transient parking will be a flat rate of $3. Effective date: November 3, 2009. itt Ilwater FEE BERTH PLA C E OF M INNESO T A Memo Community Development Department To: Parking Commission From: Michel Pogge, City Planner Date: Monday, May 17, 2010 Re: Parking Ramp Proximity Card Readers Message: All of the monthly parking permit holders and the Lowell Inn customers use proximity cards to exit the ramp. Every quarter each individual card is programmed manually on the proximity card reader's key pad. Given the limited flexibility of the hardware, there is no way to confirm that the individual cards have been programmed correctly. Naturally, this has lead to issues for some of our users. Additionally, the current hardware does not allow the City to track usage of the proximity cards. Therefore, staff has searched for an economical way to improve the programming and tracking capabilities of our proximity card reader. Amano McGann can add serial ports that would allow staff to connect a laptop to the readers to review the setup to ensure that they were programmed correctly. And, usage logs could be downloaded. This solution would cost $498. Staff Recommendation Staff recommends that the Parking Commission authorize the expenditure of $498 for installation of the serial ports. From the desk of... Michel Pogge, AICP • City Planner • City of Stillwater • 216 N. 4th Street • Stillwater, MN 55082 651.430-8822 • Fax: 651.430-8810 • email: mpogge@ci.stillwater.mn.us AMANOm Amano McGann, Inc. 2520 Broadway Street N. E Stile 100 Minneapolis, MN 55413 Tel.- 612-524-6325 Fax,' 612-524-6327 wWW_3manomcgann. com Estimate For Parking Control Equipment Service Prepared for: City of Stillwater Add Serial Ports to DoorKing Card Readers April 23, 2010 PARTS LIST Item Model Qty Description C MISC 1 Shop Supplies (serial connectors, serial cables) Investment Summary Notes Terms of Sale Scope of Work Exclusions Materials Estimate (Including freight & tax) $43 Amano McGann, Inc. Technical Service and Labor Estimate $455 Total Estimate $498 Existing peripheral system components will be re -used Existing conduit/s, wiring, and detector loops will be re -used Lane needs to be baracaded during period of installation (regular business hours) Net-10 after installation Pricing listed is valid for 45 days Amano McGann, Inc. Furnish install and make connections to new parts listed above (regular business hours) One year parts and labor warranty on new parts listed above Others Provide laptop and software for reporting Integrity of existing conduit/s, wiring and detector loops Integrity of peripheral system components being re -used Additional customer policies/procedures/requirements not specifically listed above Estimate Amount: ($498.00) Please sign below and fax back to 612-524-6327 as notice to proceed Proposed By: Accepted By: Amano McGann, Inc. Name: Title: Date: Nick Colianni P.O.#: Sales Executive * Thank you for your continued business with Amano McGann, Inc. * 216 North 4th Street Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 APPLICATION FOR SPECIAL EVENT ALL ITEMS ON THE APPLICATION MUST BE COMPLETED AND SUBMITTED TO CITY HALL 45 DAYS PRIOR TO THE PROPOSED EVENT INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED Submittal Date: April 26, 2010 APPLICANT INFORMATION (Please Print on Application) Organization: Stillwater Chamber of Commerce Non -Profit Contact Person: Scott Zahren hobehouse9(a�aoLcom Email Address: Type of Organization: X For -Profit Address: 308 East Chestnut Street City Stillwater Daytime Phone 651-351-0262 State MN Zip 55082 Alternate Phone Number EVENT INFORMATION (Special Events involving the use of City Property may require Park Board or Parking Commission review. Events on Private Property may require Planning Commission review.) Date(s) of Event: See Attached Hours of Event: 4 PM —10 PM (Special Events conducted after 10:00 p.m. require Council approval of a variance to the noise ordinance) Type of Event Crusin' on the Croix: Stillwater's Hot Rad and Vintage Car Show Description of Event: Car Show Proposed Location of Event (be specific): _Lowell Park Parking lot east of Water Street inn from Chestnut to Myrtle. Parking lot East of Water Street Inn Parking lot Myrtle to Mulberry. If Lowell Park is used: X North Lowell Park South Lowell Park (check which one or both) Estimated number of people to attend: 200 The following information is required for consideration (Check next to items pertaining to your event. If not applicable — please put "N/A" in the space) Selling Alcohol - Temporary Liquor Licenses are ONLY available to non-profit organizations - $25.00 per day Permit to Consume -Consumption only of beer, wine, wine coolers, and hard liquor on public property (parks) - $35.00 fee X Parking Impact (Required for all events) -Describe in detail: Parking should not present a problem because the event is mid -week with adequate parking located nearby as well as the availability of the new parking ramp. (Continued on Back) X Special Signage — Describe: We will provide on site signage as well as a number of sandwich board type signs leading participants and visitors to the site. Signs measure 36 X 12. These signs will be placed the day of the event and picked up following the event. Approval Letter from Property Owner if on Private Property (attach to application) X Vendors will be present at the event (SEE ATTACHED) Tents or Membrane Structures Size Location Exiting Points Cooking Operations Propane Deep Fat Frying Other Open Flame or Burning Operations Describe: Water Activities (River/Lakes) River/Lake Name: EMS Needs _EMT Standby Ambulance Standby Fireworks X Street Closure What Streets: Please refer to map. Fire Department Standby Police Officer Needed (Required if alcohol is being serviced on public property and attendance is over 75 people or at the discretion of the Police Chief) Contact Stillwater Police Department (651-351-4900) to arrange for an officer. Restrooms (Portable) — Applicant to pay for restrooms — Contact Public Works to arrange — 651-275-4100 X Live Entertainment — Describe type of Music:_Live or DJ. X Promotion/Advertisement of Event — Describe Level of Promotion/Advertisement Will advertize on WDGY day and Wednesday prior to the event as well as a live broadcast by WDGY from 5 PM to 6 PM . Local newspapers. Appl cant Signature OFFICE USE ONLY Reviewed By: (Any concerns/comments will be attached to application) City Administrator City Clerk Community Development Director Fire Chief Police Chief Public Works Director Public Works Superintendent Park & Recreation Commission Approval Required Date Approved: Planning Commission Approval Required Date Approved: 15r.Dlintil?WPM CD Dtr�ierlvn Aftrpligigettavi FEES (if applicable) Permit to Consume ($35.00) Temporary Liquor License ($25.00/day) Event Fee ($500.00) Event Deposit ($250.00) Other Fees: TOTAL FEE FOR EVENT: Copy of Approved Application with Comments sent to applicant (Date) c4,1 rkic.-e AR ACC] atisfc GREATER STILLWATER Chamber of Commerce Rayport • Lako Elmo • Dab Park Hits • sulAvat, w Historic Courthouse ARMORY 4 hr 4 O i0 0 0 0 Mulberry Commercial Myrtle Chestnut Olive GRAND GARAGE Nelson Teddy dear Park it pm 0 oa li m 0 Stairs ALL DAY The Freight House 7 1 a L t dg • to, W g�ansin 7 r Cruising on the Croix: Stillwater's Hot Rod and Vintage Car Show There's nothing better than a summer evening spent down by the river in downtown Stillwater. Cruising on the Croix provides a great free, family -friendly event every Wednesday in June, July, and August (with the exception of July 21) from 4:00 to 9:00 pm. The first 125 cars will receive a dash plaque. WDGY will broadcast live in Lowell Park from 5:00 to 6:00. There will be live music on the first Wednesday of each month from 6:00 to 9:00. All other Wednesdays will feature a DJ playing your favorite 50's, 60's and 70's music from 6:00 to 9:00. The show will be downtown along the scenic St. Croix River stretching from Chestnut Street north to Mulberry. Vendors will be on hand selling the usual car show fare: Hot Dogs, Hamburgers, Kettle Korn, tacos, French Fries, Cheese Curds, and so forth. Lots of free giveaways! Bring the whole family out to check out the great vintage rides and soak up the summer sun! Lowell Park Stillwater 55082 Scott Zahren 651-351-0262 hopehouse9@aol.com http://www.discoverstillwater.com/events/ POWERED BY 1-7 4V rOA/Or/!/E .5EpI//dE Every Wednesday* This Summer JUNE 2nd through AUGUST 25th "no show on Wednesday July 21si W\TER Si Kcl_.1 IN j l I I 9 �1 � T loix S ' 61ot %Rod and Utnta Cat Show. FESTIVITIES RUN FROM 5:OOPM TO 10:OOPM Lowell Park in Downtown Stillwater Featuring Live Music from 6 to 9 the first Wednesdays of the month: June 2nd- Total Disc Tracktion courtesy of The Freight House Restaurant July 7th - TBA courtesy of Ruby Begonia's August 4th - Jeff Loven Band courtesy of P.D. Pappy's WDGY live broadcast from 5-6 DJ Playing 50's, 60's & 70's music 6-9 other Wednesdays DASH PLAQUE SPONSORS Freight House Restaurant Mad Capper Smalley's Caribbean BBQ Ruby Begonia's Water Street Inn Brine's Tire Proz Alesci Furniture Gallery P.D. Pappy's Leo's Grill & Malt Shop Autumn Cottage Dock Cafe FOR MORE INFORMATION CONTACT: Scott Zahren - 651-351-0262; Jeff Swanson - 651-275-1333; John Daly - 651-439-5718 visit www.discoverstillwater.com for more information and updates Stillwater. 216 North 4th Street Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 APPLICATION FOR SPECIAL EVENT ALL ITEMS ON THE APPLICATION MUST BE COMPLETED AND SUBMITTED TO CITY HALL 45 DAYS PRIOR TO THE PROPOSED EVENT INCOMPLETE APPLICATIONS WILL NOT BE PROCESSED Submittal Date: 25 February 2010 APPLICANT INFORMATION (Please Print on Application) Organization: Greater Stillwater Chamber of Commerce Type of Organization: _X Non -Profit For -Profit Contact Person: Jennifer Severson_Email Address: director@ilovestillwater.com Address: 1950 Northwestern Avenue Suite 101 City Stillwater State MN Zip_55082_ Daytime Phone _439-4001 Alternate Phone Number 651-238-6727 (Jenn's Cell) EVENT INFORMATION (Special Events involving the use of City Property may require Park Board or Parking Commission review. Events on Private Property may require Planning Commission review.) Date(s) of Event: _Every Tuesday, July 6-Aug 17_ Hours of Event: _8 a.m. — 11 p.m. Type of Event: (Special Events conducted after 10:00 p.m. require Council approval of a variance to the noise ordinance) _Outdoor Community Celebration Description of Event: _Summer Tuesdays is a 7-week celebration of community that has a market from 4:30 — 8:30 p.m., music from 7:30 — 8:30 p.m., and a movie at dusk. Proposed Location of Event (be specific): North Lowell Park and Parking Lot 4 (East of Water Street Inn) If Lowell Park is used: X North Lowell Park South Lowell Park (check which one or both) Estimated number of people to attend: 400 — 600/week The following information is required for consideration (Check next to items pertaining to your event. If not applicable — please put "N/A" in the space) N/A_ Selling Alcohol - Temporary Liquor Licenses are ONLY available to non-profit organizations - $25.00 per day _N/A_ Permit to Consume -Consumption only of beer, wine, wine coolers, and hard liquor on public property (parks) - $35.00 fee _X_ Site Map (Required for all events) — attach to application _X Parking Impact (Required for all events) -Describe in detail: Close parking lot east of Water Street Inn from 6 a.m. to 11 p.m. for market set-up and event. (Continued on Back) _X_ Special Signage — Describe: Up to six sandwich boards at strategic way -finding locations throughout Downtown._ _N/A Approval Letter from Property Owner if on Private Property (attach to application) X Vendors will be present at the event (SEE ATTACHED) _X_ Tents or Membrane Structures Size_3 — 10x10 Points Open sides _x_ Cooking OperationsPropane_x N/A Open Flame or Burning Operations N/A Water Activities (River/Lakes) Name: Location_ Parking lot Exiting Deep Fat Frying Describe: Other River/Lake _N/A_ EMS Needs EMT Standby Fireworks Ambulance Standby Fire Department Standby _XStreet Closure What Streets: Sam Bloomer Way from both directions, 4 — 11 p.m_ _N/A_ Police Officer Needed (Required if alcohol is being serviced on public property and attendance is over 75 people or at the discretion of the Police Chief) Contact Stillwater Police Department (651-351-4900) to arrange for an officer. _N/A Restrooms (Portable) — Applicant to pay for restrooms — Contact Public Works to arrange — 651-275-4100 _X Live Entertainment — Describe type of Music: Varies weekly _X_Promotion/Advertisement of Event — Describe Level of Promotion/Advertisement _Local advertising, including newspaper, posters and postcards; web site at www.ilovestillwater.com; KLBB radio Jennifer Severson (Submitted electronically) Applicant Signature Reviewed By: (Any concerns/comments will be attached to application) City Administrator City Clerk Community Development Director Fire Chief Police Chief Public Works Director Public Works Superintendent Park & Recreation Commission Approval Required Date Approved: Planning Commission Approval Required Date Approved: Downtown Parking Commission Approval Required Date Approved: City Council Approval Required Date Approved: FEES (if applicable) Permit to Consume ($35.00) Temporary Liquor License ($25.00/day) Event Fee ($500.00) Event Deposit ($250.00) Other Fees: TOTAL FEE FOR EVENT: N Copy of Approved Application with Comments sent to applicant (Date) Rev. 01/08 illwater 216 North 4th Street Stillwater, MN 55082 relephone: 651-430-8800 Fax: 651-430-8809 APPLICATION FOR SPECIAL EVENT ALL ITEMS ON THE APPLICATION MUST BE COMPLETED AND SUBMITTED TO CITY HALL 45 DAYS PRIOR TO THE PROPOSED EVENT Submittal Date: INCOMPLE,TE APP ICATIONS WILL NOT BE PROCESSED 3 lU APPLICANT INFORMATION (Please Print on Application) Organization: , /ct/r Type of Organization: Non -Profit j >1- FFFoor-Profit// 47d/ Email Address: ,, h c-.P4h.S` `� " CO Address: SOis-G,tfc<---Tf Sr - City ('7/4G4,/-A--71€.✓ State 14tA✓ Zip 5-5-6 s0±.?9-��/ Contact Person: Daytime Phone Alternate Phone Number (/ -) J2 - 912P EVENT INFORMATION (Special Events involving the use of City Property may require Park Board or Parking Commission review. Events on Private Property may require Planning Commission review.) Date(s) of Event: D '/ £j I a Type of Event: Description of Event: /2uet-(-1« o.& Hours of Event: --c/�A- - `4»r— (Special Events condilcted after 10:00 p.m. require Council approval of a variance to the oise o dinance) r Proposed Location of Event (be specific): /(/ /y o/ Ac/,, / ,4/% `[l/- 5 If Lowell Park is used: North Lowell Park South Lowell Park (check which one or both) A//i3- v oa -1'/— Estimated number of people to attend: The following information is required for consideration (Check next to items pertaining to your event. If not applicable - please put "N/A" in the space) /✓VA- Selling Alcohol - Temporary Liquor Licenses are ONLY available to non-profit organizations - $25.00 per day /Permit to Consume -Consumption only of beer, wine, wine coolers, and hard liquor on public property (parks) - / $35.00 fee r Site Map (Required for all events) - attach to application J r cZr `OS-AQ��d6/09 / Parking Impact (Required for all events) -Describe in detail: S �j�a 7`�,C� rt G % - i/( "7 (Continued on ack) Special Signage — Describe: - Approval Letter from Property Owner if on Private Property (attach to application) endors will be present at the event (SEE ATTACHED) Tents or Membrane Structures Size ,✓'Cooking Operations Propane A//— Open Flame or Burning Operations /N Location Deep Fat Frying Describe: Other Exiting Points Water Activities (River/Lakes) River/Lake Name: EMS Needs EMT Standby Ambulance Standby Fire Department Standby Fireworks Street Closure What Streets: Police Officer Needed (Required if alcohol is being serviced on public property and attendance is over 75 people or at the discretion of the Police Chief) Contact Stillwater Police Department (651-351-4900) to arrange for an officer. Restrooms (Portable) — Applicant to pay for restrooms — Contact Public Works to arrange — 651-275-4100 M/ Live Entertainment — Describe type of Music: Gr / 12€.44 .01/ N Promotion/Advertisement of Event — Describe Level of Promotion/Advertisement Applicant Sig Reviewed By: (Any concerns/comments will be attached to application) City Administrator City Clerk Community Development Director Fire Chief Police Chief Public Works Director Public Works Superintendent Park & Recreation Commission Approval Required Date Approved: Planning Commission Approval Required Date Approved: Downtown Parking Commission Approval Required Date Approved: City Council Approval Required Date Approved: 77"--41 FEES (if applicable) 35. Permit to Consume ($35.00) Temporary Liquor License ($25.00/day) Event Fee ($500.00) Event Deposit ($250.00) Other Fees: TOTAL FEE FOR EVENT: Copy of Approved Application with Comments sent to applicant (Date) Rev. 01/08 Cimtt.,•=1 r- - 7- -t-er7 THE BIRTHPLACE OF MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: May 17, 2010 RE: Policy and Rates for Downtown Parking Space Rental BACKGROUND Over the years various groups have requested the use of downtown parking lot spaces and on - street parking spaces for events and other private uses. Sometimes the Parking Commission has approved the requests, sometimes not. When approved, sometimes a fee has been charged, but not always. A consistent policy does not exist. Therefore, the Parking Commission is in the process of developing a rental policy and rate schedule. When the Commission is satisfied with the draft policy, it will be forwarded to the City Council for consideration and possible adoption. SECOND DRAFT The first draft of the Parking Commission's policy and rate schedule was discussed at the April 15, 2010 Commission meeting. Commissioners' comments were incorporated into the second draft, which is seen below. 1. General a. Event parking i. Use of public parking spaces (parking lot and/or on -street parking) for events is acceptable under certain conditions. Those conditions include the following: 1. If the use is associated with an event, a completed event permit application must be submitted to and approved by the City prior to use of the parking spaces. Review of the event permit application will include consideration by the Downtown Parking Commission. 2. If one or two parking lot or on -street spaces are being requested, then the request will be approved (or denied) by the Downtown Parking Commission. 3. If three or more parking lot spaces or on -street spaces are being requested, then the request will be reviewed by the Parking Commission and forwarded to the City Council for approval (or denial). Parking Space Rental May 17, 2010 Page 2 of 5 4. No on -street parking spaces will be rented along Main Street. 5. Whenever public parking spaces are used for other than general public parking, the event organizer or user will be required to pay a rental fee. The amount of the fee shall be as established below, unless a fee is specifically negotiated and accepted by the City Council within the terms of a Special Event Contract. Any such parking fee shall be paid even if the user or organizer is a public agency, semi-public agency/group, or a not -for -profit group/agency. ii. The revenue generated by the public parking space fees will be deposited in the Downtown Parking Enterprise Fund. iii. Since the Parking Enforcement Officer wages are paid from the Downtown Enterprise Fund, whenever the Parking Enforcement Officer's time is charged to an event organizer, the revenue will be deposited into the Downtown Enterprise Fund. b. Non-event parking i. Review of requests for non-event use of public parking spaces (e.g. construction dumpsters, construction staging areas, etc.) will consider the follow review standards: 1. For requests to use one or two spaces, the Parking Commission shall review and approve (or deny) the request. For requests to use three or more spaces, the Parking Commission shall review and make a recommendation to the City Council, which shall approve (or deny) the request. 2. Non-event uses will not be allowed in on -street parking spaces along Main Street. 3. Non-event uses may be allowed in 3 hour public parking lots, and/or on -street parking spaces (except Main Street). However, they will not be allowed in any of the pay lots, which are currently identified as Lot 1 and Lot 2 in the 2010 Downtown Stillwater Public Parking Guide. ii. Whenever public parking spaces are used for other than general public parking, the non-event user will be required to pay a rental fee. The amount of the fee shall be as established below. This fee shall be paid even if the user is a public agency, semi-public agency/group, or a not - for -profit group/agency. iii. The revenue generated by the public parking space fees will be deposited in the Downtown Parking Enterprise Fund. Parking Space Rental May 17, 2010 Page 3 of 5 2. Rate schedule a. Parking Lot Spaces i. Peak season rates 1. Lot 1 = $30 per space per day.1 2. All lots except Lot 1 = $18 per space per day.2 3. For larger events the parking fee will be negotiated and included within the required Special Event Contract. A starting point for the negotiation will be the standard rates stated above minus the multiplier. ii. Off season rates 1. All lots = three hours or less free; more than three hours will be charged $3 per space per day. b. On -Street Parking Spaces i. Peak season: $183 per space per day. ii. Off season: $3 per space per day. DISCUSSION At the May 20, 2010 meeting the Commission plans to review the second draft and possibly finalize a recommendation for the City Council. Part of the review should include consideration of the Special Events Task Force (SETF) recommendations from their May 12, 2010 meeting. The SETF has been working on recommendations related to events downtown. An important part of their recommendation relates to city fees. Since rental of parking spaces will add to the total fee package, it is important to look at the cumulative impact of all city fees. Generally speaking, the city wishes to continue to be an attractive event venue. Consequently the SETF has worked toward a balanced and reasonable total package of event fees. The cumulative impact of contemplated fees on individual events has been analyzed and applied to several specific events. The result is presented below. Freight House Bocce Ball Tournament (Off-season event) Cost Special Event Application fee $50 Beautification fee $2004 Out-of-pocket city costs $0 Materials $0 Park Usage Fee $0 Public parking fee $755 TOTAL $3256 1 Parking rate of the lot ($5), times three assumed sales per day, times a multiplier of two (to cover overhead such as staff time, materials, etc) = $5 x 3 x 2 = $30 per day per space. A day is defined as midnight to midnight. 2 Base rate of $3 x 3 assumed sales per day x a multiplier of two (to cover overhead such as staff time, materials, etc) _ $3 x 3 x 2 = $18 per day per space. A day is defined as midnight to midnight. 3 Base rate of $3 x a turnover rate of three x a multiplier of two (to cover overhead such as staff time, materials, etc) = $3 x 3 x 2 = $18 per day per space. 4 200 participants 5 25 spaces x $3 per space (off-season rate) Parking Space Rental May 17, 2010 Page 4 of 5 Antique Car Show (12 Wednesday evenings during summer; located in Lot 5) Cost Special Event Application fee $50 Beautification fee $407 Out-of-pocket city costs $0 Materials $1448 Park Usage Fee $0 Public parking fee $1,4409 TOTAL $1,6746 Rivertown Art Festival (Spring event in Lowell Park and abutting parking lots — Lots 2, 4 and 150' of 5) Cost Special Event w/contract Application fee $50 Beautification fee $2,50010 Out-of-pocket city costs $43011 Materials $1212 Park Usage Fee $500 Public parking fee $4,69813 TOTAL $8,19014 Andersen Relay Race Cost Event Application fee $0 Beautification fee $3501s Out-of-pocket city costs $0 Materials $1216 Park Usage Fee $0 Public parking fee $28817 TOTAL $65018 6 No fees charged in the past. 7 4 booths; no participant fee since there is no entrance or registration fee for participants 8 4 barricades for each of the 12 weeks. 9 40 spaces x $3 a space x 1 turnover since this is only in the evening (the multiplier has also been eliminated for this "larger event") x 12 (occurs weekly for 12 weeks) 10 200 booths: Each vendor is charged $250 for a booth, 5% of the 250 is $12.50. $12.50 times 200 booths is $2,500. No participant fee since they do not get charged an entrance fee. 11 Four portable toilets 12 4 barricades on Sam Bloomer 13 174 spaces x $3 per space x 3 turnovers a day x 3 days (no multiplier for a larger event). Since this is a contract event, the parking fee is negotiable. 14 Last year the Chamber of Commerce paid only $500 for the Park Usage Fee. Since this is a contract event, the total fees could be negotiated down. 15 350 teams of 12 registered participants each. Charge beautification fee of $1 for each of the 350 teams. 16 4 barricades 17 4 spaces x $3 per space x 3 turnovers a day x multiplier of 2 x 4 days = $288. 18 Last year the race was charged $24. Parking Space Rental May 17, 2010 Page 5 of 5 Criterion Bike Race Cost Special Event w/contract Application fee $50 Beautification fee $40019 Out-of-pocket city costs TBD Materials $0 Park Usage Fee $0 Public parking fee $1,0442° TOTAL $1,49421 As seen, the parking fee is a substantial component of the event fee package. The SETF hopes that the parking fees can be modified to prevent driving desirable events from downtown, while still allowing the Parking Enterprise Fund to benefit from events. To that end, the Task Force asks the Parking Commission if they would consider: 1. Waiving parking lot fees for events that occur on Mondays through Thursdays in 3 hour lots. This would not include holidays, nor would it include on -street parking or Lots 1 or 2. For all of these, fees would continue to be charged. The weekday waiver would encourage events to be scheduled when there is less demand for downtown lots, yet it still raises parking revenue during the peak demand weekend times. 2. Perhaps the fee for spaces in 3 hour lots could be less than in Pay Lot 2. 3. Perhaps an event planned for a Friday, Saturday or Sunday that only uses the parking space for part of the day could be charged for one or two turnovers, rather than three. 4. Eliminate the multiplier, which would be consistent with the SETF policy that regular hour staff time is not billed, it is a public service. ACTION The Parking Commission should discuss the second draft of its policy and rate schedule. Part of the discussion should be the SETF insights. If the Commission revises the second draft, staff could bring the revisions back to the Commission. If no revisions are made by the Commission, staff could send them on to the City Council. 19 300 registered racers; 10 booths. 2° $639 for 71 downtown on -street parking spaces ($3 x 3 turnovers x 71 spaces; no multiplier for larger event); $405 for the 45 parking spaces in the city lot ($3 x 3 turnovers x 45 spaces; no multiplier for a contract event). Since this is a contract event, parking fee is negotiable. 21 Owed $1,400 last year: $1,000 toward city costs and $400 for beautification fee ($1 per biker). Contract event, fee could be negotiated.