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HomeMy WebLinkAbout2021-05-24 PRC MIN 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PARKS AND RECREATION COMMISSION MEETING MINUTES May 24, 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, MacSwain, Nelson (arrived at 7:08 p.m.) and Souter Absent: Commissioners Johnson and Weidner, Council Representative Polehna Staff: Parks Superintendent Grode, City Planner Wittman ELECTION OF OFFICERS Motion by Commissioner Christensen, seconded by Commissioner MacSwain, to elect Commissioner Brandt as Chair. All in favor. Motion by Chair Brandt, seconded by Commissioner MacSwain, to elect Commissioner Souter as Vice Chair. All in favor. APPROVAL OF MINUTES Possible approval of minutes of April 26, 2021 regular meeting Motion by Chair Brandt, seconded by Commissioner Souter, to approve the April 26, 2021 meeting minutes. All in favor. OPEN FORUM There were no public comments. NEW BUSINESS 7959 Neal Avenue North Resubdivision Park Dedication City Planner Wittman stated that Susan Eskierka would like to split her lot at 7959 Neal Avenue North. This lot is a 2.33 acre lot containing the owner’s residence. The property was developed prior to being annexed into the City. The Comprehensive Plan does not identify this property as an area for future park development. It is within a 1⁄4 mile park service area. A trail is proposed to be located along the eastern side of Neal Avenue North as part of the 2021 Neal Avenue North street construction project. Staff recommends a cash dedication of $2,500 for the subdivision park and trail obligations. These fees would be due prior to release of the deeds for filing with Washington County. Commissioner MacSwain asked how the park dedication fee is calculated. Ms. Wittman replied the park dedication fee is a per unit cost of $2,500 for each new single family residence. The per unit cost is reduced for multi family units. Parks and Recreation Commission Meeting May 24, 2021 Page 2 of 4 Motion by Chairman Brandt, seconded by Commissioner Christensen, to follow the staff recommendation to accept a park dedication fee of $2,500 for the resubdivision at 7959 Neal Avenue North. All in favor. Update - Lowell Park Pavilion Ms. Wittman shared the Historic Structure Report on the Lowell Park Pavilion (Gazebo). A primary catalyst for report development was to understand the conditions of the structure and site as local Rotary groups are interested in the adoption of the structure and its surroundings. Overall, the 98-year old Pavilion is in relatively good condition though component conditions vary. If temporary and permanent rehabilitation efforts are implemented, the total project cost would be (approximately) $350k; it is recommended to conduct this work in the next two years though a significant amount of work (and cost) is recommended to be conducted within the year. While the structure is in need of routine maintenance (i.e. scraping, sanding and painting) that could be done in partnership with the local Rotary groups, the structure’s primary components (foundation and roof) are in poor condition. The foundation is in need of replacement. The replacement cost is estimated at $135k. Though the structure is not in danger of collapse, temporary shoring of the foundation wall for stabilization and collapse prevention has been identified as critical, requiring immediate action. The temporary shoring cost is estimated at $34k. Other repairs, including roof replacement and wood and metal repairs are estimated at $167k. On May 4, 2021 the City Council directed staff to utilize an estimated $34K of lease revenues to temporarily stabilize the pavilion’s foundation, and to utilize $6,500 of 2021 budgeted funds to develop footing and foundation replacement plans. As the structure is listed as contributing to the Stillwater Commercial Historic District, the work is eligible for (competitive) funding from the Minnesota Historical Society. Staff will work towards the submission of a September, 2021 Minnesota Historical Society grant application submission and explore private foundation options for a grant match. Chair Brandt asked how the Council considered whether it would be better to take the big financial hit now versus in the future. Ms. Wittman explained the immediate expenditures are un-budgeted in 2021, and the budget process for 2022 is just starting. Lease revenues will be used to fund the immediate foundation work. Staff will work toward getting grant funds to do the full restoration. Chair Brandt asked about impacts on the tourist season. Ms. Wittman said the consultants determined there is not an immediate health or safety hazard, so staff is comfortable keeping the structure open for the summer season. She noted that with Community Development Director Turnblad retiring this month, the early summer months will be busy for the department but it is hoped to have the foundation stabilized by fall. Update - The Lumberjack Landing Vegetation Management Plan Ms. Wittman explained that part of the North Aiple (Lumberjack Landing) Plan is a 10-year vegetation management plan. This was required of the City as part of the agreement for the purchase of the land. Great River Greening (GRG), a nonprofit organization, has expressed interest in assisting the City in vegetation management for the first six years. She explained the GRG proposal. If awarded, GRG would require a local cash match to conduct project management and grant reporting for the City. The City has funding in the Capital Outlay budget to cover the $13,500 expenses to be incurred in 2021. On May 4, 2021 the Council directed staff to enter into contract for services with GRG. Services will begin next year. She added that the DNR has given the City $50,000 to install a non-motorized boat launch, and engineering for Parks and Recreation Commission Meeting May 24, 2021 Page 3 of 4 this is being done. After that, work will depend on funding streams both budgeted and grant- funded. Commissioner MacSwain asked if GRG will be handling the federal partnership coordination. Ms. Wittman replied if the partnership grant is awarded, GRG will work on vegetation management in years 2-6. Capital/physical improvements will be more funding-dependent. The Zephyr Theatre’s Broadway by the Bridge – Mamma Mia Event Mr. Grode reviewed the event application from The Zephyr Theatre to produce a professional Broadway-style musical of “Mamma Mia!” in Lowell Park on Thursday, Friday, Saturday, and Sunday, July 22-25, 2021, 7-10 p.m. In an effort to work with Summer Tuesdays and the Cruisin’ on the Croix Car Show, setup would occur on Monday, July 19th, only in locations that do not interfere with these events. Dress rehearsals will take place on July 20, 21 and 22. They expect to market this as a regional event and will have seating for up to 1,000 people at each performance. While the event area will be delineated by lightweight fence (open during the day), it will not deter anyone from watching the show outside of the event space or create any site barrier to the beauty of the park. The stage will be covered and the event will occur rain or shine unless there is severe weather - in this case, the cancelled performance will be rescheduled for Monday, July 26 at 7:00 p.m. The next step is for the Parks and Recreation Commission to approve the request for use of Lowell Park from July 19-26 (or July 27, if there’s a weather cancellation) and recommend that the City Council approve it. Calyssa Hall, Executive Director of The Zephyr Theatre, explained they will work to reduce impact on the park as much as possible for performances and dress rehearsals. Commissioner MacSwain asked if the City’s clean up expenses will be reimbursed. Ms. Hall responded that event staff will do clean up at the end of every night. She added that they are considering using some type of biodegradable confetti made from dried flowers or leaves, or bubbles, that they will also clean up. Mr. Grode said it could be very messy for the park if it’s a windy day. Chair Brandt and Commissioner Souter also voiced concern that any material that gets blown around would be hard to contain and clean up. Mr. Grode asked if Ms. Hall can bring samples of the proposed materials for staff review. Chair Brandt asked about the stage set-up and actors looking into the sun. Ms. Hall replied that the main stage will be covered and the two platforms will be more stylized for the show and covered by a sun shade. They are trying to make it look as theatrical as possible but don’t want actors’ microphones to be in danger if it starts to rain. Motion by Commissioner Souter, seconded by Commissioner Christensen, to recommend that the City Council approve The Zephyr Theatre’s Broadway by the Bridge – Mamma Mia Event and the use of Lowell Park from July 19-26 (or July 27, if there’s a weather cancellation). All in favor. UNFINISHED BUSINESS There was no unfinished business. COMMISSION ITEMS Update - Memorial Benches Parks and Recreation Commission Meeting May 24, 2021 Public Works Superintendent Moore stated that with the availability of the current benches and the ever increasing time line to receive a completed bench, staff has researched alternative manufacturers. The Pilot Rock -Oak Knoll Bench most closely resembles the current bench design and offers the best turnaround time after ordering of about 30 days. Both benches are about the same price with the Pilot Rock Bench being about 6" longer. The memorial plaques would be round rather than rectangular. No action was needed. Commissioner Souter asked how the reopening of City Hall will impact Commission meetings. Chair Brandt said Commissions will move back into the Council chambers as of June 1. He will email all the Commissioners to gauge their comfort level with meeting in person as of June. ADJOURNMENT Motion by Chair Brandt, seconded by Commissioner Christensen, to adjourn. All in favor. The meeting was adjourned at 7:43 p.m. David Brandt, Chair ATTE " z� J son Gr de, Parks SullKrintendent Page 4of4