The URL can be used to link to this page

Home My WebLink About2021-07-26 PRC Packetliwater THE BIRTH P L A C E OF M i F3 N F' 0 1 A 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 attending in person at City Hall, 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 July 26, 2021 @ 7PM I. CALL TO ORDER II. ROLL CALL III. APPROVAL OF MINUTES 1. June 28, 2021 Parks and Recreation Commission Meeting Minutes IV. 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. V. NEW BUSINESS 2. Shepherd in the Park Event Application 3. 5 Year Capital Improvement Plan (2022-2026) VI. UNFINISHED BUSINESS 4. Review of Event Application Procedures and 2021 Events List VII. COMMISSION ITEMS 5. Discussion of Locations for Park Tour in August - No packet materials a. Northland Park (New Playground, Pickle ball Courts) b. Anez Ridge or Meadowlark? VIII. ADJOURN 6. Next Meeting will begin at 6pm on August 23, 2021. After adjournment a Park Tour will take place, no official business will be conducted. 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 June 28, 2021 REGULAR MEETING 7:00 P.M. Chairman Brandt called the meeting to order at 7:00 p.m. Present: Chairman Brandt, Commissioners Christensen, Johnson, MacSwain, Weidner, Council Representative Polehna Absent: Commissioners Nelson and Souter Staff: Parks Superintendent Grode APPROVAL OF MINUTES Possible approval of minutes of May 24, 2021 meeting Motion by Chair Brandt, seconded by Commissioner Johnson, to approve the May 24, 2021 meeting minutes. Motion passed 4-0-1 with Commissioner Weidner abstaining. OPEN FORUM Larry Odebrecht, Millbrook Homeowners Association, asked what is the best way to get the park on the corner of Millbrook Circle and White Pine Way built out with simple amenities. Councilmember Polehna encouraged the homeowners' association to get consensus on what amenities the neighborhood wants, and then come before the Parks Commission. The Parks Commission would then make a recommendation to the Council based on what the neighborhood would like. Commissioner Weidner asked who is responsible for development of the park per the development agreement; in the past there was some question about who was responsible. Mr. Grode said he will ask Public Works Director Sanders for that information. Mr. Odebrecht will come up with a list of what the homeowners would like to see in the park. NEW BUSINESS Bicycle Friendly Community Certification Rick Heidick provided a presentation from Sustainable Stillwater on Bicycle Friendly Community Certification, and a sample resolution from the League of American Bicyclists. He emphasized that certification helps fulfill the 2040 Comprehensive Plan objectives of knitting together a network of streetscapes, open spaces, walkways, bikeways, and land uses to create amenities that attract and retain residents and businesses, and connect major activity centers, schools, downtown, scenic open space areas and lakes and other adjacent community systems. The City is already doing many of the things necessary for certification. Upon approval, the Parks and Recreation Commission Meeting June 28, 2021 action plan/proposed resolution would be submitted to the City Council for review and approval July 6. Commissioner Christensen asked about bullet point #4, "make the City a model employer by encouraging bicycle use among its employees (e.g. by providing parking, showers and lockers, and establishing a city bicycle fleet)." Mr. Heidick replied that bullet point #4 is not an expectation for the City, but guidance for businesses to become bicycle friendly. Commissioner Johnson asked, what is a premium bike rack system? Mr. Heidick replied they are bike racks similar to the black racks that are by the Daily Grind. Councilmember Polehna added that the City got a $5,000+ grant from Washington County to install premium bike racks downtown. Commissioner MacSwain asked if the action plan may be changed over time. Mr. Heidick replied that not all communities do an action plan. The City can review the action plan at any time. Motion by Commissioner Johnson, seconded by Commissioner Weidner, to support the action plan and recommend the Council adopt the resolution. All in favor. Night to Unite Event Application Mr. Grode reviewed the application for 2021 Night to Unite August 3. Motion by Chairman Brandt, seconded by Commissioner MacSwain, to recommend that the City Council approve the event permit for Night to Unite August 3, 2021. All in favor. UNFINISHED BUSINESS There was no unfinished business. COMMISSION ITEMS Event Updates: 4th of July, Lift and Loop Celebration Mr. Grode reviewed plans for the summertime events. The Ragnar Relay will use the Middle School rather than Lowell Park. The Lumberjack Days 5K and 10K will use Pioneer Park as in the past. This will go to the Council for approval of street closures. Lumberjack Days will not be happening this year. Commissioner Christensen noted that the Lumberjack race has been well publicized and people are already registering for it. Shouldn't the Parks Commission be the first step rather than getting it set up and then applying for an event permit? Mr. Grode pointed out that it was uncertain if there would be an opportunity to have the event this year. Typically the City asks for event permit applications to be submitted 30, 60 or 90 days prior, but that has been difficult this year due to COVID. Applications for events need to allow time for staff to iron out concerns and make edits before they are presented to the Commissions. Commissioner Christensen noted that one of the Parks Commission's most important tasks is to watch over the City's most popular parks and be familiar with exactly what is being pushed on to the City Council for possible approval, so that the surrounding neighborhoods are not deluged weekend after weekend with events. Page 2 of 3 Parks and Recreation Commission Meeting June 28, 2021 Mr. Grode agreed to bring back details on the timelines for event applications. Commissioner MacSwain said he also would like to discuss improvements in the process that can be made, such as blocking off certain months in advance so event organizers can schedule around those. Councilmember Polehna summarized plans for the Lift and Loop Celebration August 14 on the plaza in front of the bridge. Many entities, organizations and individuals are involved. Commissioner Christensen mentioned that August 14 weekend has traditionally been the Badger/Gopher half marathon, though they have not applied this year. This is an example of the need for early application for events. Project Updates: Northland Park Pickleball courts. Northland Park Playground, steps near Pioneer Park Mr. Grode stated the Northland Park Pickleball courts should be completed in the next month. Chairman Brandt remarked that he received two calls from tennis players lamenting the loss of the tennis courts to pickleball courts. Mr. Grode reported that removal of the playgrounds at Northland Park has started. There will be one playground in the lower area. This project should be completed in mid to late July. The Pioneer Park/Laurel Street steps were completed June 25 and opened today. Councilmember Polehna asked if more memorial benches have been ordered. Mr. Grode said an order was just placed and they are out about 4-6 weeks. He asked about an annual park tour. Consensus was to meet at 6 p.m. August 23 at City Hall for a short Commission meeting, then go on the park tour. Councilmember Polehna stated that all permits are in hand for the riverbank stabilization project and the design is being finalized, for a start this fall. The Chestnut Plaza design is being finalized. The City is working on winter activities on the plaza area. Stillwater has been selected to host the World Snow Sculpting Championship in January, expected to draw 60,000 people. ADJOURNMENT Motion by Commissioner Weidner, seconded by Chairman Brandt, to adjourn. All in favor. The meeting was adjourned at 8:25 p.m. David Brandt, Chair ATTEST: Jason Grode, Parks Superintendent Page 3 of 3 i11water THE RiFITHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: July 26, 2021 Re: Shepherd in the Park Event BACKGROUND: The Shepherd of the Valley Lutheran Church is proposing a Shepherd in the Park event in North Lowell Park on Wednesday, August 25, 2021 from 7:00 pm to 8:00 pm. Set up would start at 12:00 pm and cleanup would end by 9:30 pm. This event would include music with a band a people speaking. Church and community members would bring lawn chairs and blankets to sit on. They would use the amphitheater stage and electrical boxes to power their own PA sound system. ACTION REQUIRED: Attached is the event application and site plan. The next step is for the Parks and Recreation Commission to approve the request for use of North Lowell Park on Wednesday, August 25th, 2021, and recommend that the City Council approves it. Attachment: Application Form & Site Plan THE • ITMFLA E OF YIONEIOIE iNtjvater EVENTS PERMIT APPLICATION 216 4th Street North, Stillwater, MN 55082 Telephone: 651-275-4101 Fax: 651-275-4112 Email: pubwrks@ci.stillwater.mn.us Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: July 7th, 2021 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Shepherd in the Park August 25th, 2021 12:00pm 7:00pm Event Date/Time: Set up: Date Time to Actual Event: Date August 25th, 2021 Time 7:OOpm to 8:00pm Clean up: Date August 25th, 2021 Time 8:00pm to 9:30pm (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: North Lowell Park (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Shepherd in the Park would be an hour long church service provided by Shepherd of the Valley Lutheran Church (located in Afton, MN). It would include music with a band and people speaking. Church and community members are encouraged to come and bring lawn chairs and blankets to sit on. All equipment will be brought from the church, including a portable stage and PA sound system. We would use the electric boxes available at the park to power it. Estimated Attendance (participants and spectators): 500 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Shepherd of the Valley Lutheran Church Mailing Address: 14107 Hudson Rd S City, State, Zip Code: Afton, MN, 55001 Primary Contact/Applicant Name: Meredith Blum Phone Number: (651) 436-8248 Fax: CeII Phone: (715) 222-8993 Email Address: mblum@sov.church Website Address: sov.church Name of contact person during event: Meredith Blum CeII Phone: (715) 222-8993 Alternate contact during event: Michael Faust Cell Phone: (651) 357-5256 Refer media or citizens inquires to: Michael Faust Phone: (651) 357-5256 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 1 - 4x20 by the ampitheater Will any signs/banners be put up No ■ Yes L Number and size: Will there be any inflatables? No q Yes ■ Insurance certificate from rental vendor is required Worship Music Fees for electricity may Will there be entertainment? No ■ Yes e What type: apply see Instructions 1:00 8:OOpm, Worship music Will sound amplification be used? No • Yes U Hours and Type: Will a stage or tent(s) be set up? No Yes • Dimensions: Will there be temporary fencing? No Yes • How many Fees for electricity may Will merchandise/food items be sold? No ►_1 Yes • Instructions vendors expected: apply see Will food be prepared on site? No Yes • Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No ►i Yes • Contact Stillwater Fire Department 351-4950 Will alcohol be served but not sold? NO 0 Yes • See Alcohol Regulations in thelnstructions Will alcohol be sold? No fy Yes • See Alcohol Regulations in thelnstructions Will there be a fireworks display? No M Yes • Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Use of electrical boxes in North Lowell park for the sound equipment (Small PA system, Sound board, Instruments) Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Just within announcements in church services as well as on our facebook, instagram, and website. 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 l Yes ■ Start/End Time: Date: City Sidewalks or Trails No ETA Yes • Start/End Time: Date: Public Parking Lots or Spaces No F:1 Yes • Start/End Time: Date: Fees may apply Will event need barricade(s)? No A Yes • Number needed: see lnstructions Fees may apply Will extra picnic tables be needed? No i Yes • Number needed: Instructions see 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 Fn Yes ■ Number needed: see Instructions Describe trash removal and cleanup plan during and after event: There should be minimal trash and sound equipment will be cleared right after the event. Will event need traffic control? No Fl1 Yes • Contact Stillwater Police Department for assistance, 651-351-4900 - Describe crowd control procedure to ensure the safety of participants and spectators: No crowd control needed. Fees may apply see instructions �� Will No Parking Signs be needed? No ® Yes ■ Number needed: Show location(s)on site map Will event need security? No (':1 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 0 Yes ■ Contact Lakeview EMS,651-430-4621 Describe plans to provide first aid, if needed: Our church staff is trained in first aid and we will bring a first aid kit with our sound equipment. Describe the emergency action plan if severe weather should arise: If severe weather came during the event we would stop the event and ask people to make their way to their cars/homes. If we knew of the weather before 12:00pm day -of we would switch locations to be at our church or cancel. 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. / realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. July 7th, 2021 Signature of Applicant orAut;' ed Agent Date liwater THE BIRTHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: July 26, 2021 Re: 5 Year Capital Improvement Plan BACKGROUND On a regular basis the City of Stillwater staff updates its 5 Year Capital Improvement Plan (CIP). Public Works has been working on this for the past 3 weeks and the proposed plan along with the 2022 budget have been submitted to City Administration. DISCUSSION The 5 Year CIP is updated every year. Attached is the CIP for 2022 thru 2026. The budget process for 2021 will continue throughout the year with a budget hearing at the City Council meeting in August. Staff will come back to the Parks and Recreation Commission with updates and opportunities for comments and input from the commission. RECOMMENDATION The Parks and Recreation Commission should review and discuss the 5 Year CIP and make recommendations for staff. Department Priority 2022 2023 2024 2025 2026 Total Parks 1=High,3=Low Snow Blower for Tractor (Small) 1 $ 4,000.00 $ 4,000.00 $ 4,000.00 $ 12,000.00 72" Zero Turn Mower 1 $ 6,500.00 $ 7,000.00 $ 8,000.00 $ 21,500.00 Park Reservation Software 2 $ 40,000.00 $ 40,000.00 Mower (Replaces 2004 wide area mower) 1 $ 36,000.00 $ 36,000.00 Mower (Replaces 2013 small tractor mower) 2 $ 40,000.00 $ 40,000.00 $ 80,000.00 Utility Vehicle 1 $ 40,000.00 $ 40,000.00 Snow Blower for Tractor (Medium) 1 $ 5,000.00 $ 5,000.00 $ 10,000.00 Replaced Utility Vehicle with Groomer 1 $ 50,000.00 $ 50,000.00 1-Ton Truck (Replacement) 1 $ 110,000.00 $ 110,000.00 Trail Improvements/Connections 3 $ 45,000.00 $ 45,000.00 Northland Park Water Main Extension 2 $ 35,000.00 $ 35,000.00 Prairie Park (Improvements based on park plan) 2 $ 65,000.00 $ 50,000.00 $ 115,000.00 Replace Play Structures (Add ADA) 1 $ 120,000.00 $ 120,000.00 $ 150,000.00 $ 150,000.00 $ 150,000.00 $ 690,000.00 Anez, Meadowlark Staples, Old Ath. Field Lily lake, Heritage Schulenberg, Sunrise Benson, Prairie Install Irrigation (Schulenberg,Staples) 2 $ 35,000.00 $ 35,000.00 $ 70,000.00 Hardcourt Rehabilitation (Liberty) 1 $ 135,000.00 $ 135,000.00 Sunken Garden (Restoration) 2 $ 30,000.00 $ 30,000.00 Boutwell Cemetery (Improvements) 1 $ 75,000.00 $ 75,000.00 Teddy Bear Park Play Surface (Replacement) 1 $ 100,000.00 $ 100,000.00 Pioneer Park Sidewalk (Replace existing) 2 $ 20,000.00 $ 20,000.00 Pioneer Park Pergola (New Addition to Park) 3 $ 25,000.00 $ 150,000.00 $ 175,000.00 Downtown Step Replacements 2 $ 250,000.00 $ 250,000.00 $ 500,000.00 Annual Sidewalk Rehabilitation Project 1 $ 100,000.00 $ 100,000.00 Municipal Boat Dock/Bridgeview Park 3 $ 100,000.00 $ 2,200,000.00 $ 2,300,000.00 St. Croix River Public Boat Landing/Fishing Pier 2 $ 500,000.00 $ 500,000.00 CSAH 5 Road and Trail Improvements 2 $ 3,200,000.00 $ 4,150,000.00 $ 7,350,000.00 72nd Street Trail Connection 2 $ 100,000.00 $ 100,000.00 St. Croix Boat Landing 2 $ 400,000.00 $ 400,000.00 TOTAL for Parks $ 4,451,500.00 $ 7,655,000.00 $ 266,000.00 $ 445,000.00 $ 322,000.00 $ 13,139,500.00 i11water THE RiFITHPLACE OF MINNESOIA Memo To: Parks and Recreation Commission From: Jason Grode, Parks Superintendent Meeting Date: July 26, 2021 Re: Review of Event Application Procedures and 2021 Events List DISCUSSION: At the last Parks and Recreation Commission Meeting on June 26, 2021, there were questions regarding the timelines for event organizers to submit their applications and there was also interest in reviewing the current events policies and procedures. Attached is the most current City of Stillwater Events Procedure for review by the Commission. Any proposed changes would need to be reviewed and approved by the City Council. Attachment(s): City of Stillwater Event Application Procedure and Updated 2021 Events List (below). Summer and Fall 2021 Events Date s Cruisin' on the Croix 6/9/21-9/15/21 Stillwater Farmer's Market 2021 6/12/21-10/30/21 Summer Tuesdays 6/29/21-8/10/21 4th of July 7/4/21 Broadway by the Bridge -Mamma Mia! 7/22/21-7/25/21 Night to Unite 8/3/21 Opera on the River 8/6/21-8/8/21 Lift and Loop Celebration 8/14/2021 Bridge the Valley Bike Rally 8/15/21 UMR Grand Classic 8/21/21 Shepherd in the Park 8/25/21 St. Mary's Wild Rice Festival and Germanfest 9/10/21-9/12/21 Rivertown Fall Art Festival 10/1/21-10/3/21 Harvest Fest 10/8/21-10/10/21 CITY OF STILLWATER EVENT APPLICATION PROCEDURES Producing an event requires preparation and planning to ensure a well -run event. It is essential for the event's success that the procedures outlined below are followed. It is the purpose of these event procedures to assist the organization in planning successful events while providing a process whereby the City of Stillwater can review the specific types of events being held and assess applicable policies and address concerns regarding liability exposure. This document provides explanation and mandatory procedures for holding an event in the City of Stillwater. 1. EVENT DATES Contact 651-430-8837 to check availability of dates to hold your event within the City of Stillwater before submitting event application. 1.1 An Event Application can be submitted one year in advance of the event. Past events will have priority if scheduling conflicts arise. City staff will contact previous event organizer to allow first right of refusal. 2. EVENT POLICIES Review the Event Policies and current fee schedule before submitting event application. Check box on the Event Application that policies have been reviewed. 3. APPLICATION SUBMITTAL 3.1 Application Fee — Event application must be submitted along with applicable application fee. Fee may be paid with credit card by contacting the City of Stillwater or submit check payable to the City of Stillwater with the application. Refer to the current city fee schedule for application fee. 3.2 Submittal Due Date — Submit the City of Stillwater Event Application before submittal due date along with required supporting documentation (see event application for items needed on the supporting documents). Event Special Event Application due 30 days prior to event with no application fee. Application due 90 days prior to the event with application fee. Special Event With Contract Application due 120 days prior to event with application fee. 3.3 Incomplete or Late Application — Incomplete applications will be returned to the applicant. Any application submitted after application submittal deadline will be charged a late fee. Late applications may jeopardize the ability to receive event approval. Failure to pay application fees may result in a dismissal of application. Page 2 of 3 3.3 Submit completed application packet to: Attn: Jason Grode, Parks Superintendent City of Stillwater 216 4th Street North Stillwater, MN 55082 4. APPLICATION REVIEW or email to: jgrode@ci.stillwater.mn.us 651-275-4101 Completed event applications will be reviewed through the following review process. 4.1 Preliminary review by city staff to ensure event application is complete (usually within one week). Acceptance of application, should in no way be considered final approval of event. 4.2 Further review of application may take place at the Downtown Parking Commission, Stillwater Parks & Recreation Commission and/or City Council. Organizer will be notified on the dates of those meetings (if required). 4.3 Three weeks prior to event, estimated event fees are due. An Invoice will be mailed to the event organizer. 4.4 15 days prior to the event the Organizer must submit the following ■ Final site plan ▪ "Load -in" and "Load -out" schedule Certificate of Insurance ▪ Copies of other agencies permits that are involved in the event List of food vendors • Updated Emergency Action Plan 4.5 An event permit and/or contract will be issued when event application has completed the review process and been approved, any additional permits are issued, event fees have been paid and applicable insurance has been received. 4.6 The City may require a walkthrough of the event site before and/or after the event. 5. EVENTS ON PRIVATE PROPERTY 5.1 For public events held on property located in the CBD Zoning District a. The event organizer must submit a complete event permit application form with event venue site plan to the Community Development Department. No fee is required. Page 3 of 3 b. The Community Development Department staff will review and route the application to the Public Safety, Public Works and Administration Departments for review and comments. c. The Community Development Department will assemble the comments and write a review report that will be placed on the consent agenda of the next available City Council meeting for action. d. If the event permit application was approved by the City Council, the Community Development Department will issue the event permit. If the event permit application was denied by the City Council, the Community Development Department will notify the event organizer of the decision. 5.2 Public events held on private property and serving alcohol during the course of the event must apply for a Temporary Liquor License and follow all applicable rules. 6. OTHER CONTACT INFORMATION City of Stillwater, Administration Community Development Department Fire Department Police Department Public Works Department Lakeview EMS Department of Natural Resources Minnesota Department of Transportation Washington County (events) Washington County Public Health & Environment 651-430-8800 651-430-8820 651-351-4963 651-351-4900 651-275-4100 651-430-4621 651-259-5875 651-234-7500 651-430-4313 651-430-6698 or phe@co.washigton.mn.us