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HomeMy WebLinkAbout2021-04-26 PRC Packetliwater 7 H E R RTHPL A E O E M I N K -',O I A PLEASE NOTE: Stillwater Parks and Recreation Commission meetings are streamed live on the city website and available to view on Channel 16. Public can participate in the meeting by logging in online at zoomgov.com/join or by calling 1-646-828-7666 and enter the meeting ID number: 161 250 2450 AGENDA PARKS AND RECREATION COMMISSION Apri126, 2021 @ 7PM I. ROLL CALL II. APPROVAL OF MINUTES 1. March 22, 2021 Parks and Recreation Commission Meeting Minutes III. OPEN FORUM — the open forum allows the public to address the commission on subjects which are not a part of the meeting. Commission may take action, reply, or give direction to staff Please limit your comments to 5 minutes or less. IV. NEW BUSINESS 2. Northland Park New Playground Feedback and Public Forum 3. Summer Tuesdays Event 4. Bridge the Valley Bike Rally Event V. UNFINISHED BUSINESS VI. COMMISSION ITEMS VII. ADJOURN The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES March 22, 2021 REGULAR MEETING 7:00 P.M. Chairman Brandt called the meeting to order via Zoom at 7:00 p.m. Present: Chairman Brandt, Commissioners Christensen, Johnson, Snellman, Souter, Council Representative Polehna Absent: Commissioner Nelson Staff: Parks Superintendent Grode, Public Works Superintendent Moore, City Planner Wittman APPROVAL OF MINUTES Possible approval of minutes of February 22, 2021 regular meeting Commissioner Snellman pointed out two spelling errors in the minutes. Motion by Commissioner Snellman, seconded by Commissioner Souter, to approve the February 22, 2021 meeting minutes as corrected. All in favor. OPEN FORUM Becci Dawson -Cox, Trillium Garden Club, explained that for years the Club has maintained the sunken garden across from the Lowell Inn. She was informed by the Community Development Director that the garden will be totally rebuilt in about a year. The Club would like to provide input, and ask for a sign to be placed so that even if a private business is using the space, people know it is a public park available for quiet contemplation as it always has been. Marlys (no last name given), also a member of the Trillium Garden Club, also asked that a sign or plaque be placed encouraging the public to use the garden, that the Club be notified prior to reconstruction so they could rescue the plants if needed, and that trash be picked up regularly. Tonia (no last name given), a Trillium Garden Club member who lives in the building next to the garden, noted the garden is well maintained. Public Works Superintendent Moore said trash is picked up every morning downtown. Staff will check on this space. A grant is being sought to help rebuild the garden. Historic preservation will be required so there will not be any significant changes to the design. He directed the Club to work with the Planning Department on signage. City Planner Wittman added the garden, historically known as the Henry Farmer Sunken Garden, is listed as a contributing site to the Stillwater commercial historic district. Reconstruction, likely in 2022, will include replacement of some of the rock and fixing cracked areas. Staff will keep the Trillium Garden Club informed. Marlys added that the fountain is in dire need of repairs. Parks and Recreation Commission Meeting March 22, 2021 Commissioner Johnson, an honorary member of the Trillium Garden Club, agreed that the site is a hidden gem of Stillwater. It should be on the City's list of parks. Marlys stated that another concern is that the Velveteen Rabbit has been using the sunken garden as part of their serving area. Most of the Club members are not pleased with that, they would like to keep it as a public space. Tonia stated she is not against the use of the space by the Velveteen Rabbit. She loves that all of Stillwater can use the garden. Susan Warwig, who lives off Amundson, thanked Parks Superintendent Grode for his response to her request for a satellite toilet for the corner of Laurel and Owens. She said Mr. Grode indicated there is a plan for a satellite bathroom on that corner. Ms. Warwig also complimented the parks group regarding the trees that were planted along Neal. She asked if there are plans to remove the invasive species growing around McKusick Lake and along the Browns Creek Trail, possibly using volunteers. Mr. Moore replied the Public Works Department now has an environmental technician and he is working on that issue. A license or permit might be needed if volunteers are used. Councilmember Polehna added that the Browns Creek Trail is controlled by the DNR, not the City. He provided contact information to Ms. Warwig. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Friends of Stillwater Parks Mr. Moore informed the Commission that Friends of Stillwater Parks has dissolved as an organization and transferred funds to a donor -advised fund with the St. Croix Valley Foundation. The City will continue with the memorial bench and memorial paver brick program started by the Friends of Stillwater Parks. Dennis Conger, President of Friends of Stillwater Parks, stated the organization put almost $70,000 into a permanent fund with interest dispersed annually. Even though the organization has dissolved, they are still are getting donations and still solicit donations for that fund. Any nonprofits interested in receiving grant funds for summer 2022 should contact them. Consideration of a fee in lieu of land for park and trail dedication associated with the subdivision of land located at 819 William Street North City Planner Wittman stated that Michael Russ is requesting to split his 15,000 square foot lot into two individual lots. There is an existing house in the western half of the lot. Staff recommends a cash dedication of $2,500 for the subdivision park and trail obligations, due prior to release of the plat for filing with Washington County. Motion by Commissioner Snellman, seconded by Chairman Brandt, to recommend that the City Council accept park and trail dedication fees of $2,500 in lieu of land for the subdivision at 819 William Street North. All in favor. Consideration of park and trail dedication requirements for Marylane Gateway Addition Subdivision Page 2of4 Parks and Recreation Commission Meeting March 22, 2021 Ms. Wittman explained that Jeff and Missy Hause of JAM Freedom, LLC have applied for preliminary plat approval of a 6-lot single family development to be known as Marylane Gateway Addition, to be located at 8483 Marylane Avenue North. No trails or sidewalks are being proposed. The Parks and Open Space plan does not envision any public parks on or near the proposed subdivision. Only the far northwestern corner of this property is located outside the 1/4 mile park service area. Staff has determined it is not appropriate to require land dedication for this development. Therefore, the park and trail fee would be appropriate in lieu of land dedication. City staff recommends that the Parks Commission recommend the City Council obtain park and trail dedication fees in lieu of land dedication, due prior to release of the plat for filing with Washington County. Motion by Chairman Brandt, seconded by Commissioner Christensen, to recommend that the City Council accept park and trail dedication fees of $2,500 in lieu of land for the Marylane Gateway Subdivision. All in favor. Opera on the River Mr. Grode reviewed the application for Opera on the River to be held August 6-8, 2021 in North Lowell Park. Obed Floan, Executive Director, St. Croix Valley Opera, explained they are planning the same set-up as 2019. If the pandemic restrictions change, they will scale back. They are adding a performing arts fair on Friday. The main concert will be Saturday, weather permitting. Motion by Commissioner Snellman, seconded by Commissioner Johnson, to recommend approval of the event permit for Opera on the River 2021 in North Lowell Park, subject to City staff approval. All in favor. UMR Grand Classic Mr. Grode reviewed the event application for the UMR Grand Classic, a Classic Car Club of America car show to be held August 21, 2021 in North Lowell Park. It involves about 30 classic cars parked around the Mulberry Point Circle, which will be open to the public after judging. 40-60 participants and about 150 spectators are anticipated. Staff recommends approval. Mr. Moore said last time, the Commission granted permission to park on the grass but there was high water and the event had to be moved to the Desch Building parking lot. The same contingency is proposed for 2021. Motion by Chairman Brandt, seconded by Commissioner Snellman, to recommend approval of the UMR Grand Classic to be held August 21, 2021 in North Lowell Park. All in favor. St. Croix Recreation Center and Lily Lake Arena Rates Doug Brady, Manager of the St. Croix Recreation Center, stated that due to increases in repair costs due to aging equipment and increased maintenance, staff proposes an increase in the rental fees for the Recreation Center, Lily Lake Ice and the Recreation Center Field House for the 2021- 2022 seasons. He discussed the current and proposed rates. The proposed rates are in line or slightly below comparable facilities in the area. Motion by Chairman Brandt, seconded by Commissioner Snellman, to recommend that the City Council approve the proposed rates. All in favor. Mr. Brady stated all parking lot lights will be switched to LED at the Rec Center and the Lily Lake Arena this summer to be more energy efficient. Despite last year's four -month closure the facility still ended in the black, through cutting expenses. Page 3 of 4 Parks and Recreation Commission Meeting March 22, 2021 OTHER ITEMS OF DISCUSSION Councilmember Polehna updated the Commission on various projects. The City has tentatively received a $5,000 grant for three bicycle parking facilities downtown. The Lift and Loop Celebration is tentatively planned for August 13, 14 and 15. The City is applying for $3.5 million in State Legacy funding to develop the Aiple property (to be called Lumberjack Landing). The City Council's initiative to make Stillwater a year-round community has brought about an opportunity in February 2022 to host the world snow sculpting competition. The name Lumberjack Landing was chosen for the Aiple property on a split vote. Final details of the easement to finish the Neal Avenue Trail are being worked out. Commissioner Souter asked if anything can be done to improve safety and clarify right-of-way at the crossing at Neal and the Browns Creek Trail. The crossing is marked for trail users to stop, but both trail users and vehicle drivers are confused about whether to stop. Councilmember Polehna said he will check it out. Mr. Moore informed the Commission the design for the playground at Northland has been completed and the proposal will be posted for comments. A public information meeting will be held at the April Parks Commission meeting. Bids for eight permanent pickleball courts at Northland are being solicited. Chair Brandt stated that the terms of Commissioners Snellman and Christensen are up May 1. Commissioner Snellman is not renewing her term. Commissioner Christensen has applied for reappointment. Applications are due March 29 to fill any open positions. ADJOURNMENT Motion by Chairman Brandt, seconded by Commissioner Snellman, to adjourn. All in favor. The meeting was adjourned at 8:03 p.m. David Brandt, Chair ATTEST: Jason Grode, Parks Superintendent Page 4of4 liwater THE BIRTHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Date: April 26, 2021 Re: Northland Park New Playground Feedback and Public Forum BACKGROUND The City of Stillwater posted on the City's website recently looking for comments on the new proposed play structure at Northland Park. This structure will combine the upper and lower play structures and be installed in place of the existing lower playground. Residents were asked to provide comments and feedback by April 21st, 2021 via email. There was only one response received by staff and those comments and questions are included in this packet. Residents may also participate in a Public Forum during the Parks and Recreation meeting to ask questions or share comments on the new proposed play structure at Northland Park. RECOMMENDATION The Parks and Recreation Commission should review and discuss any feedback from residents. 0 CO x CO T1 O Q. c c 8 Ul 10 0) O O - m D m -a Z Z9099 NW 'JaTeMII!}S 4poN lag-I;S 1I QL 9L6Z I. E- 68L9Z 6-00I• II: Northland Park Lower Playground St. Croix Recreation Company, Inc. OZOZ 'OE J9 1U AoN BBOf BB MCAT. 511C - . e l ADA ACCESSIBILITY GUIDELINE (ADAAG CONFORMANCE) NUMBER OF PLAY EVENTS NUMBER OF ELEVATED PLAY EVENTS MJMBER OF ELEVATED PLAY EVENTS AccEsSI LE BY RAMP. NUMBER OF ELEVATED .RAY EVENTS ACCESSIBLE BY TRANSFER SYSTEM NUMBER OF ELEVATED PLAY EVENTS ACC=Sail F BY RAMP OR TRANSFER SYSTEM NJ) EER OF GROUND LEVEL RAY EVENTS NUMBER OF TYPES OF GR0LP0 LEVEL PLAY EVENTS 17 9 PROVIDED 0 PROVIDED S PROV IDFD: 8 PROVIDED 5 REDD 0 REOD 5 RE00 3 RC -OR 3 WARNING! INFORMATION MINIMUM FALL ZONE SURFACED WITH RESIUENT MATERIAL AREA 1576 SQ.FT. PERIMETER 232 FT. STRUCTURE SDF 53'10"x3T7" STRUCTURE IS DESIGNED FOR CHILDREN AGES: 77 6-23 MONTH OLDS X 2-5 YEAR OLDS X 5-12 YEAR OLDS n 13 + YEAR OLDS 0 0 �SlL17 Aea.lenC To 'furl p,od0Glipe�n.ap crArlwt rldl The play components identified in this plan are PPEMA certified The use and layout of these components conform to the requirements of ASTM F1487- To verify product certification, visit www-ipema-org The space requirements shown here are to ASTM standards. Requirementstor other standards may be different The use and layout of play components identified in this plan conform to the CPSC guidelines. U-S- CPSC recommends the separation of age groups in playground layouts. ACCESSIBLE SAFETY SURFACING MATERIAL IS REQUIRED BENEATH AND AROUND THIS EQUIPMENT FOR SLIDE FALL ZONE SURFACING AREA SEE CPSCs Handbook for Public Playground Safety PLATFORM HEIGHTS ARE IN INCHES ABOVE RESILIENT MATERIAL NORTHLAND PAW. LOWER PLAYGROUND PROPOSAI...100-126761-3 Burke ,LAY THAT MOVES you • 8--G NORTHLAND PARK LOWER PLAYGROUND PROPOSAL M100-12E781-3 Burke 'LAY THAT MOVES YOU. cIBl101LE COM • BOO 266,1250 Sat 4/17/2021 8:56 AM Jason, Thank you for the opportunity to comment on the Northland Park Lower Playground renovation. Our family currently use both the upper and lower playgrounds, mostly the upper one for our daughter who is 20 months, and the swings on the lower playground which she enjoys. We like how both age groups are incorporated into the design shown. Below are some comments for your consideration in improving the project: A. I'm not clear on the location whether it's in the existing location or moving. Could it be moved closer to the parking lot so a paved path and ADA accessibility could be incorporated? B. Can drainage improvements please be incorporated into the project? The ball field continually washes the gravel over the turf and the turf remains spongy around the playground. Proper grading or drainage tile would help drain the area. C. Can swings remain or be part of the improvement project? D. Planting trees other than Ash or Silver Maple for shade? E. Benches for parents on the perimeter? Thank you for improving the park! i11water THE RiFITHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Date: April 26, 2021 Re: Summer Tuesdays and Bridge the Valley Bike Rally BACKGROUND Attached are applications for 2 events to be held this Summer. The first event is Summer Tuesdays to be held on Tuesday evenings from 6/29/21 to 8/10/21 in N. Lowell Park. The 2nd event is the Bridge the Valley Bike Rally to be held on Sunday, 8/15/21 in N. Lowell Park. RECOMMENDATION The Parks and Recreation Commission should review and discuss these events and make a recommendation to City Council. iilwater THE BIRTHPLACE OF MIMMESOTA EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 3/18/2021 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Stillwater Summer Tuesdays Day of Events 1:OOPM 5:OOPM Event Date/Time: Set up: Date Time to Actual Event: Date Tuesdays: 6/29-8/10/2021 Time 5:OOPM to 11:OOPM Clean up: Date Day of Events Time 10:30PM to 11:30PM (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) Summer Tuesdays is a family friendly, FREE community event. We have approx. 35-45 vendors, live music and show movies on an inflatable movie screen. Summer Tuesdays is a free, outdoor community event featuring a variety of market vendors, local food, live music and movies perfect for nights out with family and friends! Summer Tuesdays is celebrating 18 years of family fun in downtown Stillwater. Estimated Attendance (participants and spectators): 500-1000 per night. Typically not all at one time, but throuc Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Summer Tuesdays, Inc Mailing Address: 101 Water Street South City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Cassie McLemore Phone Number: 651-587-8970 Fax: Cell Phone: 651-587-8970 Email Address: cassiemclemore@gmail.com; stillwatersummertuesdays@gmail.com Website Address: www.summertuesdays.com Name of contact person during event: Cassie McLemore Cell Phone: 651-587-8970 Alternate contact during event: Cory Buettner Cell Phone: 651-295-4725 Refer media or citizens inquires to: Cassie or Cory 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 they vary, but no larger than 3'x8' Will any signs/banners be put up No • Yes © Number and size: Will there be any inflatables? No 0 Yes • Insurance certificate from rental vendor is required Live Music & Movies Fees for electricity may Will there be entertainment? No ■ Yes © What type: apply see Instructions 4:3OPM-11:OOPM (depends on when Will sound amplification be used? No • Yes © Hours and Type: the movie end) tents - No stage Will a stage or tent(s) be set up? No • Yes 0 Dimensions:10x10vendor Will there be temporary fencing? No 0 Yes • How many 45 approx Fees for electricity may Will merchandise/food items be sold? No • Yes Mvendors 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 a 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 0 Yes • Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. Boxes in Lot 5, Amphitheater, and possibly Lot 4 Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available We typically do mostly Social Media advertising. We will occasionally do a postcard, ValuPak and always send out press releases to local media outlets. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No 0 Yes ■ Start/End Time: Date: City Sidewalks or Trails No © Yes • Start/End Time: Date: Public Parking Lots or Spaces No • Yes 0 Start/End Time: Midnight-Midnigl• Date:6/29-8/10/2021 Fees may apply Will event need barricade(s)? No 0Yes ■ Number needed: see Instructions Fees may apply Will extra picnic tables be needed? No 0 Yes ■ Number needed: see lnstructions Fees may apply Will portable restrooms be needed? No 0 Yes ■ Number needed: see Instructions Fees may apply Will extra trash receptacles be needed? No ■ Yes M Number needed: see Instructions Describe trash removal and cleanup plan during and after event: We work with Maroney's Sanitation to provide trash recepticles. We fill them, and store them near the Water Street Inn. Maroney's comes and empties them each Wednesday after Summer Tuesdays. We also have a group of volunteers that assist in picking up any leftover trash in the parking lot and park. Will event need traffic control? No © Yes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We have never needed crowd control at Summer Tuesdays. If there was anything needed, we would call the local Stillwater Police. Fees may apply see Instructions Will "No Parking Signs" be needed? No • Yes X Number needed: Show location(s)onsite map Will event need security? No X Yes • If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: We have never needed Private Security for Summer Tuesdays. Will event need EMS services? No © Yes • Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: We have a basic first aid kit at our information tent. If medical attention is needed we would call local EMS. Describe the emergency action plan if severe weather should arise: We cancel the event if there is threat of severe weather. We watch the local radar carefully and cancel an event by 2:OOPM on the day of, to avoid setting up and needing to tear down during severe weather. List any other pertinent information: The movie screen is inflatable, but we do not have any inflatables for people to go in. 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 Stillwater ach3.q r I ase iability. 3/18/2021 Signature of Applicant or Authorized Agent Date Live Music & movie on the amphitheater Public�arking Lots Downtown Stillwater 2019 Legend City Parking Lot - City Parking Ramp Permit parking ONLY Trailhead Parking Crosby Ramp -2nd St level public Private parking unti 6 PM Bus, RV, Trailers Bus IoadingiUnIcading Bus parking !i!i! Lotswhere MonthlyPermits are Valid a Business Permi Valid* DT Resident Permit Valid** * Albws vehicle in Ict longerthan theposted Imit(but rot ovenight) ** Albws DowntownResideit to park overnight • Freeparking lot • Pay parking lot • Lot aiailble to publidter office hours * Publb restroom Numbers in circles= hour limitsforfree paking lots On-steet parkig is free, bit limited to tlnee hours unless postedfor less IrDownto \ Parkhg Comrrission January 2519 Public�arking Lots Downtown Stillwater 2019 Legend City Parking Lot - City Parking Ramp Permit parking ONLY Trailhead Parking Crosby Ramp -2nd St level public !i!i! Private parking unti 6 PM Bus, RV, Trailers Bus loadingtinIcading - Bus parking Lotswhere MonthlyPermits are Valid Business Permi Valid* DT Resident Permit Valid** * Albws vehicle in Ict longerthan theposted Imit(but rot ovenight) ** Albws DowntownResideit to park overnight • Freeparking lot • Pay parking lot • Lot aiailble to publidter office hours * Pulpit restroom Numbers in circles= hour limitsforfree paking lots On-steet parkig is free, bit limited to tlnee hours unless postedfor less IrDownto \ Parkhg Comrrission January 2D19 !Mr rIeTM rsxcs OF II EVENTS PERMIT APPLICATION 216 North 4 `h Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 21i2/21 Office Use Only Date Application Received Type: Event Special Event Event wl Contract Event Information Title/Name of Event BRIDGE THE VALLEY - Bike Rally Event Date/Time: Set up: Date 8/14/21 Time 8:00 AM to 5.00 PM Actual Event: Date 8/15/21 Time 6:00 AM to 300 PM 8/15/21 3:00 PM 7:00 PM Clean up: Date 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 St. Plaza and North Lowell Park Description of Event (please he specific - this information will be used to promote the event on the City of Stillwater website) Charity Bicycle Rally - Multiple bike routes, all starting and finishing at the end of the Lift Bridge in Stillwater. Routes include: 5 and 10 mile "family" routes. a 25 mile "fun" route. 40 and 60 mite "challenge" routes, and an 80 mile "gravel" route. All rides have St_ Croix river crossings and routes in Minnesota and Wisconsin. After the ride, downtown businesses will be involved in " after ride" food and entertainment, with additional space for lounging, recovery, socializing, and entertainment in North Lowell Park along the St. Croix river. EstimatedAttendance participants and spectators): 300 to 2000 Applicant information (Person/Group Responsible) Sponsoring Organization Name: Stillwater Sunrise Rotary Club Mailing Address: P.D. Box 425 City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Rick Heidick Phone Number: 651-274-6351 Fax: Cell Phone: 651-274-6351 Email Address: artyhide@gmail.com Website Address: stillwatersunriserotary.orgl [Name of contact person during event: Rick Heidick Cell Phone: $51-274-6351 Alternate contact during event: Kris Bowditch Cell Phone: 612-385-4961 Refer media or citizens inquires to: Rick Heidick Phone: 651-0274-6351 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 !:i Number and size: Two large banners at each end of (hnctni rt Pima S Will there be any inflatables? No ►i'n Yes III insurance certificate from rentol vendor is required Will there be entertainment? No ❑ Yes IX What type: Bands and singers - in N. Fees forelectrkitymay I nwall Park 0 apply see Instructions Will sound amplification be used? No ❑ Yes ® Hours and Type: 11:00 AM to 2:00 PM Ranric and cinnarc IN Will a stage or tent(s) be set up? No ❑ Yes ® Dimensions:TBD Will there be temporary fencing? No ❑ Yes How many Fees for efectrIcity may Will merchandise/food items be sold? No iii Yes ❑ N/A vendors expected: °pp+ysee 'nstrurrions Will food be prepared on site? No ® Yes 0 Contact Washington Countyi-leotth Department, 651-430-6655 Will cooking operations be conducted? No ® Yes 0 Contact Stiitwoter Fire Deportment, 551.4950 Will alcohol be served but not sold? No ® Yes ❑ See Alcohol Regulations in the Instructions Will alcohol be sold? No ® Yes 0 See Alcohol Regulations In the Instructions Will there be a fireworks display? No ICI Yes ❑ Permit required, contort Stillwater Fire Deportment, 651-351-4950 Describe power needs and location of power source. The Zypher Theater will be assisting with entertainment from 11AM-2PM on 8/15 in North Lowell Park. There will likely be a small stage located there. There will be needed power for microphones and amplifiers. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available We have a formal ad campaign from the Rotary club that will roll out in early March. This will include mostly placement in newsletters and social media of many sports -event publications, Stillwater Tourism, Chamber of Commerce, local papers, newsletters, area bicycle clubs and bicycle shops. We hope to get TV coverage of the weekend events as the date gets closer. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No I$I Yes Cl Start/End Time: Date: City Sidewalks or Trails No 0 Yes ® Start/End Time: 9-12 AM Date:8115121 Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: 7-11 AM Date:8115121 Will event need barricade(s)? No ElYes ® Y parking Number needed: 5 - possibly need for arkin Fees mayopply see Instructions Will extra picnic tables be needed? No ❑ Yes ® Number needed: 10-20 Fees may apply see Instructions Fees mayappiy Will portable restrooms be needed? No ❑ Yes ® Number needed: 5 see Instructions Will extra trash receptacles be needed? No ❑ Yes ® Number needed: 5 Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Volunteers will police the entire North Lowell Park area and remove trash and trash bags Will event need traffic control? No ❑ Yes x Contact Stillwater Police Department for assistance, b51-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We will have participant recognition (possibly wristbands) to manage access to items by participants vs- spectators. We will have volunteers from at least 2 Rotary Clubs, as well as from Sustainable Stillwater (hope for at least 40 volunteers) to oversee and manage crowd movement- Otherwise, participants are free (and encouraged) to move around downtown and visit downtown businesses- CI Fees may apply see instructions Will "f o Parking Signs" be needed? No ® Yes ] Number needed: Show location(s)onsite mop Will event need security? No ® Yes ❑ if event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: N/A Will event need EMS services? No ❑ Yes ?Si Contact Lakeview EMS, 551-430-462I Describe plans to provide first aid, if needed: Will have EMS volunteers stationed in the registration area for the entire event and will be on -call for traveling out onto the routes for other emergency needs Describe the emergency action plan if severe weather should arise: Since this is a bicycle ride and our routes cover significant distances, we will have 2 plans. One for downtown Stillwater crowds, and one for bicycle riders who may be on the route during bad weather. For all participants, we will have cell phone contact for all participants. For downtown, we will have guidance for moving the crowd to particular locations if bad weather. Forthe riders, we will have SAG wagons and EMS who can scan the route for all rider safety. o 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 shot may result from this activity. Depending an 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 polity "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 ap cation. 1 realize my submittal of this application request constitutes a contract between myself and the City of rSater and is a rgl seat tiaty. / Signatufe of Applicon or Authorized Agent z zOzI Date v ti NpT STILLWATER L . Oak Park T}-Eeights c "JUST THE LOOP" — Ride #la ��Np`1zE� Oak Rark,\ 'eights • =Mate Hg� V • Distance: 4.8 miles • Approx. 30 minutes to finish • Target: Family riders, all ages, all skill levels, all bikes (including e-bikes) • Ride should be CCW • Gradual incline on Crossing Bridge • Come down Houlton Hill (need to have a plan to assure safety of all riders) • End ride with vision of Stillwater while coming down the hill • Restrooms? • Downtown public (north and south) • At park in Wisconsin • Other? • Registration: 9-11AM NOTE: All rides are supported with SAG and maintenance. When listed as "UNSUPPORTED" the ride will not have special rest stops with food, drink, or restrooms, and general roads will not be marked for the event. (There may be some critical signage or markings.) 1k 800 ele (ft) * pependaBroton Wns Cre of Grade 10.5 miles - +570 ft / -566 ft "BRIDGE LOOP / BROWNS CREEK" — Ride #1b - / rTo,a� _ vNR app rail 6 distance in miles Drag on graph to zoom/select 10 drag to zoom in • Distance: 10.5 miles • Approx. 1 hour to finish • Target: Family riders, all ages, all skill levels, all bikes (including e-bikes) • Ride should be CCW for Loop , turn onto trail and do BC trail loop CCW • Gradual incline on Crossing Bridge • Come down Houlton Hill (need to have a plan to assure safety of all riders) • Vision of Stillwater while coming down the hill • Adjust ride to go past Pioneer Park • End ride with scenic visions of downtown (from the West) • Restrooms? • Downtown public (north and south) • At park in Wisconsin • Where on BC Trail and city loop? (Neal kiosk?) • Approval to use BCT by DNR? • Registration: 9-11 "BROWNS CREEK / LAKE JANE" — Ride #2 d01h5ueptNorrh approval of use of :•i441J on Dt•IR appol Trail * epee tans Creek D of ero 1.2k- 1k- 800 ele (ft) 15 20 drag to zoom in • Distance: 23.8 miles • Approx. 1.5-2 hrs to finish • Target: Young adults and adults, group riders, riding clubs, e-bikes • Ride should be CW • No bridges on ride (add Wisconsin loop by doing LOOP trail CW? (add about 3 mi.) • Climb Houlton hill to start ride • Need to check all road shoulders, road crossings, etc. • Determine convenience stores and other stops along route • Possible stop at Gasthaus (after 10AM)? • Determine need for route support and rest stop (1) • Restrooms? • Register: 8-11 Dom` 75th Street North Washington county - Lake Elmo -• je 0th-S- treet North ' ut --Heighr Baypprt. tNorth F udson',6 Hudson-,. "BEYOND THE LOOP" — Ride #3 Ff1.1.1_.-. Town of Hudson 0 ® in Grade 39.9 miles • +1,942 ft 1-1,929 ft 1.2k - 1k- 800 - ova fownL !� of.Richmond 17un y Highway E no-- T Town mot Warren Ro errs r.oV � L O Cot, ti - ® 041444 rgetMap contriburs. Drag on graph to zoom/select • Distance: 39.9 miles • Approx. 2-3 hours to finish • Target: Experienced riders (no e- bikes) • Ride should be CCW? • Need to determine all road shoulders, road crossings, etc. • Ride will be supported by 1 rest stop (at approx. 25 mile mark) (New Richmond or Sommerset bike club to support?) • Can add possible short spurs off of main route (unsupported) • Can connect this route to the 62 mi. route to make a century route? If not, do we need this route? • Restrooms? • All TBD • Registration: 8-10AM Fullscreen tki fir i I 1 Minneapoli' ;� S‘wli PJu — r Loa e5 •�ukp�a County 'VCrmdln Emo're "PRESCOTT / RIVER FALLS" — Ride #4 v"A"'seuings i 0 D Grade 62.1 miles • +2,373 ft / -2,373 ft 1 2k 1k 809 ele 10 20 30 40 RWGPS ©❑penStreetMap contributor: Dray on graph to zoom/select 60 • Distance: 62.1 miles • Distance (century): 102? • Approx. 3-4 hours to finish • Century: Approx 5-7 hours to finish • Target: Experienced riders (no e- bikes) • Ride should be CW? • Need to determine all road shoulders, road crossings, etc. • Ride will be UNSUPPORTED • Can connect this route to the 40 mi. route to make a century route? If not, should we eliminate the 40 mi route and make this route an "official" metric century • If we eliminate the 40 mi route, this route may be supported • Restrooms? • All TBD • Target convenience stores and businesses for rider stops • Registration: 7-9AM Fullscreen su w% Management Area Wyoming ■ NO Forest Lake 97 Lino Lakes Hugo White Bear Lake e + Vadnais Heights "ST. CROIX GRAVEL" — Ride #5 FAN 4 A` Presser 0 settings Scn St Cro Arc Still er sfi Oak Park Heights• ola East Farming on 0 0 ED Grade 77 miles • +3,115 ft / -3,114 ft Wanderoos Star Prairie 65 Johannesburg Somerset Map Deer Park 0 New Richmond Jewett 0 Erin Corner Cylon F Ei Map data ©2021 Googre Terms of Use Drag on graph to zoorn/select 1.2k Sk 806 eke 10 20 30 40 50 epo 70 • Distance: 77 miles • Approx. 4-5 hours to finish • Target: Experienced riders (no e- bikes), bikes appropriate for gravel (rider takes the risk) • Ride should be CW? • Need to determine all road shoulders, road crossings, etc. • Ride will be UNSUPPORTED • Restrooms? • All TBD • Target convenience stores and businesses for potential rider stops • Registration: 7-9AM Bridge the Valley — Bike Rally Downtown Even Layout Bike event de route Bicycle 111 Corral Sponvo tables/tents Tatal area reserved ike event bles/tents route 1 0 Zoom Meeting - 0 X .. Participants (9) Stillwater Conference Room S IT Alerts Stephanie Souter kris m Dan MacSwain R Stillwater AV Q Find a participant Ss IT Arens (Host. me) 0 DM 2 0 oIf0 Stillwater Conferen._ (Co -host) 4 01 kris m Pamela Johnson sandy Dan MacSwain Rick Heidick Stephanie Souter Stillwater AV 4 0 4a 4 0 If 0 0 % 03 Invite Mute All