Loading...
HomeMy WebLinkAbout2021-08-19 DTPC Packet1 Sier THE B I R T H P L A C E O F M I N N E S OT A DOWNTOWN PARKING COMMISSION August 19th, 2021 REGULAR MEETING 8:30 A.M. I. CALL TO ORDER II. ELECTION OF OFFICERS III. ROLL CALL IV. APPROVAL OF MINUTES 1. Possible approval of the July 15th, 2021 special meeting minutes V. OPEN FORUM - The Open Forum is a portion of the Commission meeting to address subjects which are not a part of the meeting agenda. The Chairperson may reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VI. UNFINISHED BUSINESS VII. NEW BUSINESS 2. Approve Requested Agenda for Joint Workshop with City Council 3. Discuss Revised Signage in Parking Ramp 4. Rivertown Fall Art Festival Event Permit 5. Harvest Fest Event Permit VIII. DISCUSSION IX. FYI — STAFF UPDATES 6. Discuss Consolidating Payment Systems (No packet materials) 7. Police Department Participation in Downtown Parking Policy Development and Enforcement [Chair Request] (and/or Review Updated Staff Roles and Responsibilities to Support Downtown Parking Commission) (No packet materials) 8. Public Comments regarding parking ramp received since last meeting X. ADJOURNMENT i 1 1\‘' ate': 1IE NIRTNELOCE Of MINNESOTA DOWNTOWN PARKING COMMISSION MEETING July 15, 2021 Chair McAllister called the meeting to order at 8:30 a.m. Present: Chair McAllister, Commissioners Anderson, Glynn, Hopfe, Council Liaison Junker Absent: Commissioner LePage Staff present: City Planner Wittman, Zoning Administrator Tait, Community Development Director Gladhill ELECTION OF OFFICERS Election was postponed. APPROVAL OF MINUTES Possible approval of minutes of June 29, 2021 special meeting Motion by Chair McAllister, seconded by Commissioner Anderson, to approve the June 29, 2021 special meeting minutes. All in favor. OPEN FORUM There were no public comments. UNFINISHED BUSINESS Consideration of a parking mitigation plan for a proposed residential apartment building to be located at 107 Third Street North City Planner Wittman stated that Landucci Homes would like to construct a 39-unit apartment complex at 107 Third Street North. The development will span the property line with 110 Myrtle Street West, retaining the existing single family residence. The Downtown Parking Commission reviewed this development on June 29, 2021. At that time, the development was short of the required parking and the developer was asking that the Commission waive a significant number of required spaces in light of a potential 40-space credit assigned to the current land owner. Just prior to the meeting, the developer introduced the KLAUS Multiparking vending system to staff. The Commission tabled the item advising the developer to meet all required parking onsite. Landucci Homes is now requesting the Commission's recommendation regarding: 1) The proposed parking plan; 2) Mitigation of 35 required resident parking spaces; 3) Variance of 13 required guest parking spaces; and 4) Re- assignment of the 40-space credit currently assigned to Browns Creek West LLC. City Code does not address the vending type of mitigation option being proposed and staff could not find any examples of the system being used in this region. Staff would not recommend a transfer of the 40-space credit/variance as there is no justification for it; the requirements for guest parking could be met if the total number of units were reduced. Staff recommends that the Commission recommend that the City Council deny the current parking plan and invite the developer to resubmit a plan that complies with City Code. If the Commission is confident that it will not recommend a project that does not Downtown Parking Commission Meeting July 15, 2021 account for parking on site, it should make that recommendation rather than tabling and continuing to work through that alternative. Nathan Landucci, applicant, explained that the Klaus Multiparking system is being used in five locations in Minneapolis and St. Paul. The systems work like elevators and are very robustly maintained. There is a a simpler version, or a larger option to accommodate 3/4 of the vehicles. If the machine were broken, the simpler version would strand only two cars max. The system could accommodate all 59 cars on site. Commissioner Anderson asked why Mr. Landucci does not expand the multiparking system to accommodate the guest parking as well. Mr. Landucci said it does not make sense to have guests use underground secure parking. With the multiparking system, all residential unit parking is on site and the project is short only the 13 guest spaces. He would like to use the re -assigned 40 space credit to meet guest parking requirements. Councilmember Junker asked about the number of bedrooms and rent range of the units. Mr. Landucci replied there is 50% one -bedroom and 50% two -bedroom. The one bedrooms rent for approximately $1,600-1,800 and two bedrooms roughly $1,700-2,000. Community Development Director Gladhill added the multiparking vending system is so new that it's hard for staff to find examples. For future discussion if the DTPC and Council want to explore it, it would have to be built to building code. Commissioner Glynn pointed out the parking ramp is right next door so the comment there is not public parking nearby is not necessarily true. Chair McAllister added that the the ramp is permit -only overnight for residential and there is a wait list. There are no more residential permits available in that ramp. The ramp is not an overnight parking option. Mr. Landucci said he understands that the 40-space parking credit was part of the bargaining chip to get the ramp built. Councilmember Junker explained that the church's use of 40 spots on a Sunday morning was one of the conditions. The credit is very gray. Residential parking is very different from use of spaces during a weekly church service. Mr. Landucci stated it would be rare to have 13 guests every night. There is also on street parking in the area. He does not think guest parking, typically from 6 p.m. to 8 a.m., will significantly impact surrounding areas. If he is required to pay for parking mitigation of the 13 spaces, plus put in this expensive vending system, the project will get very costly. Mr. Gladhill said he feels City staff is not prepared to address the vending system option yet. Though Mr. Landucci brings up a lot of good points, the parking mitigation policy needs to be finalized and this new type of system is not yet covered by the City's ordinances and policies. Chair McAllister stated that the Commission's approach is fairly clear that any new development must accommodate resident parking on site and preferably guest parking also. She also believes that the vetting of this mechanical system and the gray area of this variance are out of the scope of the DTPC. She would recommend upholding the concept that all residential parking must be on site as well as guest parking, knowing there is a precedent for a $20,000 per space mitigation fee for guest parking. Mr. Gladhill added there are legalities as to how to work through this. The DTPC can't just keep tabling this particular case because of the 60 day timeline. Staff will continue working with this developer. Page 2 of 4 Downtown Parking Commission Meeting July 15, 2021 Motion by Commissioner Anderson, seconded by Commissioner Glynn, to deny the parking mitigation plan for a proposed residential apartment building to be located at 107 Third Street North. All in favor. Parking Mitigation Policy Council Direction Community Development Director Gladhill reviewed proposed Parking Mitigation Policy details for various types of projects. In order to enforce the policy, the City will have to amend its ordinances, so the policy is not complete/adopted yet. It will be tweaked along the way. Councilmember Junker remarked that the City Council is asking the DTPC to consider raising the commercial mitigation cost of $10/month. One issue with the $10 is that it is only applied to businesses since 2005; the rest are grandfathered in without having to pay. He feels $10/month may be too low. Chair McAllister commented that she sees this discussion as part of a broader strategy related to fees and leveling out equity across the parking mitigation system. A number of businesses have been in operation since before 2005 that do not pay into it. The City also has issues related to employee parking, moving paid parking into different locations, and driving different behaviors. City Planner Wittman asked if the DTPC has had a joint workshop with the Council. Councilmember Junker offered kudos to the DTPC for coming up with the residential mitigation system. There are many issues to discuss including whether the City is charging the right fees for events, for spaces where there are dumpsters etc. Commission consensus was that a workshop with the City Council would be helpful. Mr. Gladhill agreed to help prioritize topics at the next meeting, in preparation for a future workshop. Work Plan Adoption Mr. Gladhill provided an overview of the proposed work plan. The draft may be discussed with the City Council in a joint workshop. He noted that his role will look a little different than former Community Development Director Turnblad's role, in terms of economic development. Chair McAllister noted that some of the dates associated with the draft plan need to be updated. Consensus was to address the Work Plan with the Council in a workshop. NEW BUSINESS Consider Request to Reserve Parking Space at 126 Second Street South Zoning Administrator Tait explained that O'Brien's Wine & Spirits is requesting a spot to use for their delivery services. This space is also one of the spaces that was recently reserved for the 13 months of the construction project. There is a precedent of denying these types of requests. Staff recommends denial based on previous decisions. Motion by Commissioner Anderson, seconded by Commissioner Hopfe, to deny the request of O'Brien's Wine & Spirits to reserve the space at 126 Second Street South. All in favor. DISCUSSION Receive Public Comment Regarding Pay Lots in Downtown Chair McAllister referred to a written comment about use of the Air Garage system (not in packet). She acknowledged that the sign says park first and pay, but it does not say anything about downloading the app. Signage should be more helpful. Councilmember Junker said when the DTPC discussed Air Garage and other options it was noted that not everyone has a mobile phone. Mr. Gladhill added there is a kiosk in the lobby but signage could be better. Page 3 of 4 Downtown Parking Commission Meeting July 15, 2021 Commissioner Hopfe remarked many business owners view air garage system as a nightmare for wedding guests, older people especially. Commissioner Anderson suggested monitoring where tickets are given to see how many tickets are given due to difficulties using the Air Garage app. Chair McAllister acknowledged that Air Garage was a fairly new company. This is good feedback for them, that they need to use clearer language on signs. Ms. Wittman will take this feedback to Air Garage. FYI STAFF UPDATES Ms. Wittman reminded the Commission of the Boards and Commissions picnic August 11. ADJOURNMENT Chair McAllister adjourned the meeting at 8:30 a.m. ATTEST: Graham Tait, Zoning Administrator Heidi McAllister, Chair Page 4 of 4 Uwater THE RTHPLACE O F M i N N E S 0 1 A PLANNING REPORT TO: Downtown Planning Commission MEETING DATE: August 19, 2021 REQUEST: Approve Requested Agenda for Joint Workshop with City Council REPORT BY: Tim Gladhill, Community Development Director INTRODUCTION On July 1, 2020 the Downtown Parking Commission recommended that the City Council adopt the parking capacity study. The Council did this on August 18, 2020. The study identifies nine strategies for improving parking capacity, along with tasks to accomplish those strategies. This spring the Downtown Parking Commission held several meetings to develop a work plan to implement the study's nine strategies. At the Commission' July, 2021 Meeting, consensus was to request a Joint Meeting with the City Council, now scheduled for October 7. Additionally, with recent Staffmg changes and updates to the City Council's Strategic Plan, Staff would like to recommend a newly formatted Work Plan, attached for consideration. The overall intent is to better tie to the Council's Strategic Plan, which will hopefully focus conversation and prioritization. SPECIFIC REQUEST No specific action required at this this time — for discussion only. This case is for preparation for the Joint Work Session with the City Council. Specifically, Staff would like direction on priority projects. • Parking Mitigation Policy and Other Pricing Policies o New Development Parking Mitigation o Business Parking Permits o Events • Enforcement Policies and Technology/Customer Experience o Including Payment Options Attachments: Draft Work Plan (original) Draft Work Plan (suggested reformatting) 2021 I Project Resources Strategy 1 Strategy 2 Strategy 3 Strategy Strategy 5 Strategy 6 Strategy 7 Strategy S Strategy 9 Utilization counts Wayfinding &signage Dn-street time restrictions Enforcement Parking ordinances & requirements Customer service Employee parking Pricing Even:. parking Create count program Consider LPR system for on -street enforcement Staff 2 hrs; DTPC approval Staff 6 hrs: Commission discussions I 2022 Protect i Resources i Strategy 1 Strategy 2 Strategy 3 Strategy 4 Strategy 5 Strategy 5 Strategy 7 Strategy 8 Strategy 9 Utilization counts Wayfinding & signage On street time restrictions Enforcement Parking ordinances & requirements Customer service Employee parking Pricing Event parking Conduct count Jan -March: public ou€reach; April install 2 hr parking signs on Main. Install LPR system on one vehicle Update business parking program by restructuring permitted lots and tune limits Consider creating single revenue system for pay lots and parking ramp; public outreach concerning increasing Lot 2to S5 iPlanning staff 4 hrs; 12 DTPC firs. Sign manufacturing cost; sign contractor installation costs $40,404 #0-?.3 Project I Resources Strategy 1 Utilization coun:s Conduct count iStaff 4 hrs; 12 DTPC hrs Contract for wa -finding sign system Strategy 2 'v 8yfinding & signage design; Install wavfinding sign system Strategy 3 Cin-street time res:ric ions Strategy4 Enforcemen: Strategy 5 Parking ordinances & requirements Strategy Customer service Develop marketing materials informing drivers where to park Strategy 7 Employee parking Implement business parking program replace signage in Lot 2 with S Sign manufacturing cost; sign contractor installation cost: Strategy8 Pricing rate; reprogram pay machines or implement single revenue stistem machine vendor cost for reprogramming rate (or cost of implementing single revenue system) Establish event parking plans for S;rat egy9 Event parking event organizers to use when making application for event permits 2o-21 Project Resources Strategy 1 Strategy 2 Strategy 3 Strategy Strategy 5 Strategy 6 Strategy 7 Strategy Strategy 9 Utilization counts Wayfinding & signage Crn-street time restrictions Enforcement Parking ordinances & requirements Customer service Employee parking Pricing Event parking Conduct count Develop mobile friendly app identifying (available) parking spaces.lots Update Downtown parking Consider a public valet seance for Downtown Implement required event parking plans Staff 4 hrs; 12 DTPC hrs 2021-2024 Downtown Parking Commission Work Plan (Suggested Reformatting) City Strategic Goal: Develop Organizational Excellence • Related and Relevant Strategies o Maintain High Quality, Efficient Public Service Delivery Standards o Implement Software Integration and Update City Facilities Downtown Parking Strategy: Improve Enforcement and Technology (including Event Parking Strategy) Project Number Action Timeframe Additional Resources Needed Commission Comments Streamline Payment Systems and Consolidate three (3) existing systems into a single system Q4 2021 40 Hours Staff Time Research License Plat Reader (LPR System) for enforcement Q4 2021 10 Hours Staff Time $40,000 Capital Cost High Priority Update Event Policies for utilization of public lots for events 2022-2023 10 Hours Staff Time Medium Priority City Strategic Goal: Develop Our Community • Related and Relevant Strategies o Promote Economic Development and Housing Affordability o Become a Year Round Destination City with a Sustainable and Balanced Downtown o Update City Infrastructure, Including Parks and Recreation Facilities o Enhance City Policies and Ordinances Downtown Parking Strategy: Ensure Parking Capacity Meets Downtown Needs (Combo of Pricing/Utilization Counts) Project Number Action Timeframe Additional Resources Needed Commission Comments Create a Utilization Count Program Q4 2021 5 Hours Staff Time Low to Medium Priority Conduct Annual Utilization County Ongoing 10 Hours Staff Time Low to Medium Priority Update Business Parking Permit policies and fees 2022 20-40 Hours Staff Time Medium Priority Require more advance Event Planning Update Overall Downtown Parking Pricing Strategy/Fees 2022 20 Hours Staff Time Only support raising Lot 2 Fee to $5 Staff Comment: City Council discussion in Strategic Plan to Evaluate revenue options broadly. Review On -Street Parking Rules and Restrictions 2022-2023 40 Hours Staff Time High Priority - favor reducing hour limits at least in certain zones to encourage users to use perimeter lots. Update Zoning Code to ensure necessary capacity expansion is achievable 2024 10 Hours Staff Time Low Priority Downtown Parking Strategy: Improve Customer Experience (Combination of Wayfinding/Signage and Customer Service) Project Number Action Timeframe Additional Resources Needed Commission Comments Create a Master Wayfinding Sign Plan 2022 20 Hours Staff Time or $5,000 Contracted Services Medium Priority Install Wayfinding Signage 2023 TBD — Based on findings of Master Wayfinding Sign Plan Medium Priority Develop Wayfinding Mobile App ---'c--2024 TBD Medium Priority Develop Marketing Campaign O 2023 TBD Partner with Discover Stillwater Medium Priority Consider Valet Service (or circulator service) 2024 TBD Medium Priority liwater THE BIRTHPLACE OF M I N N L S O l A PLANNING REPORT TO: Downtown Planning Commission CASE NO.: N/A MEETING DATE: August 19th, 2021 LANDOWNER: City of Stillwater REQUEST: Consideration of installing new signage in the Downtown Parking Ramp. LOCATION: 200 Second Street North (Downtown Parking Ramp) REPORT BY: Graham Tait, City Zoning Administrator INTRODUCTION There have been complaints regarding our parking payment system, in particular users have complained about the confusion regarding when to pay for garage parking. The signs say "Pay Then Park" and then give a number to text or download a mobile app for payment. And in the event of not having a smart phone, there is also signage that directs users to a kiosk in the Lowell Inn. The issue with the existing signage is it doesn't specify that one must park and then pay immediately before leaving the garage. We have had users assume that payment occurs when they return back to their car x amount of time later, and this has led to enforcement issues and unpleasant user experiences. REQUEST Consider ways to make the parking payment system more user friendly, specifically by looking at improved signage that would better convey the message. Another consideration is moving the Kiosk from the Lowell Inn to the first floor of the garage or purchasing a second Kiosk. FINDINGS AND RECOMMENDATIONS The City recommends installing additional signage that emphasizes that you must pay immediately upon parking. Attached are two examples provided by AirGarage that better express the payment process. For a longer term look, the City also recommends adding a second payment to the first floor of the garage to have it in a more visible and obvious location. As noted in this agenda's Staff Update, Staff has begun a project to consolidate 3 separate payments systems across the Downtown Parking System into one (1) system. That would be the appropriate time to add a second kiosk to the Parking Ramp. August 19, 2021 Page 2 Existing Signage PARK FIRST THEN PAY PAY TO PARK AirGarage text 'pay' to 651-372-3455 AppStore GooglePtay August 19, 2021 Page 3 Examples of Possible New Si2nage ijlwater THE PLEASE PAY WHEN YOU PARK IRiHPt, CL OF MINNESOTA AirGarage August 19, 2021 Page 4 iliwater THE $I12TNP4AC5 OF MIN NfESCTA PAY BY PHONE BEFORE YOU LEAVE GARAGE AirGarage i11water THE RiFITHPLACE OF MINNESOIA Memo To: Downtown Parking Commission From: Jason Grode, Parks Superintendent Meeting Date: August 19, 2021 Re: Special Event Parking for Rivertown Fall Art Festival BACKGROUND The Stillwater Area Chamber of Commerce has submitted an application for a special event permit for its annual Rivertown Fall Art Festival. The traditional first weekend in October for the festival lands this year on October 2nd and 3rd. Load -in will occur on Friday the 1st and clean-up of Lowell Park will occur on Monday the 4th. The parking lots and Mulberry Circle will be cleaned -up by Sunday evening. The City parking lots involved are Lots 5, 9 and 10 as well as on -street parking on Mulberry Point Circle. PARKING FEE The parking fees to reserve the requested parking spaces are given below. The peak -season rate (May through October) for all lots used more than three hours on a day is $3.00/day/space. For on -street parking it is $9/day/space. Except for Lot 10, the event will be held East of the Downtown Trail. Lot Number Number of Spaces Number of Days Rate Total Fee 5 7 3 $3.00/day $ 63.00 9 30 3 $3.00/day $270.00 10 48 3 $3.00/day $432.00 Mulberry 21 3 $9.00/day $567.00 TOTAL $1,332.00 RECOMMENDATION Staff recommends approval as requested with the fees shown. Attachments: Festival layout and Event Application form vlP Parking Artists 1-99 Blue, 100-135 Orange Loading Zone 1 Mulberry Circle Closed CHAMBER way only 2 one e 3 for Loading Loading -Lone g T Face 2021 Rivertown Fall Art Festival Greater Stillwater Chamber of Commerce Oct 2th10-5pm Oct 3th 11-4 pm ivr 0/14 6t� Face Units Face Units g A to $ *'I = Security Guards rHF SINTHPL CK Of r1NNe$OTl1 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: April 22, 2021 Office Use Only RECEIVED APR 2 zi 2021 Date Application Received�Of $tillyafer Type: Event Special E e tmi velffUlOflntract Event Information Title/Name of Event Rivertown Fall Art Festival 9/30/2021 Event Date/Time: Set up: Date Time to Actual Event: Date 10/01/21-10/03/21 Time to Clean up: Date 10/03/21 Time to (Events after 10:00 p.m. require a variance from City Council) LocationP(Address) of Event: (If in Lowell ark please specify north or south Lowell park): North Lowell Park, Lots: 5, 9, 10 & Mulberry Circle Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) The Rivertown Fall Art Festival has been popular and well attended in the Midwest. This juried Art Festival features over 150 artisans showcasing specialty hand-crafted items, including artist mediums of all kinds: ceramics, clay, culinary arts, drawing, fiber work, glass, jewelry, metal, mixed media, painting, photography, pottery, wood and an others category. Estimated Attendance (participants and spectators): 1,400-5,000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Chamber of Commerce Mailing Address: 333 Main Street N. #202 City, State, Zip Code: Stillwater, Minnesota, 55082 Primary Contact/Applicant Name: Robin Anthony, Executive Director Phone Number: 651-439-4001 Fax: CellPhone: 612-860-0947 Email Address: director@greaterstillwaterchamber.com Website Address: greaterstillwaterchamber.com Name of contact person during event: Robin Anthony, Executive Director CellPhone: 612-860-0947 Alternate contact during event: Lindsay Belland, Events Coordinator CellPhone: 651-955-8065 Refer media or citizens inquires to: 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 10-20 throughout event- sandwich Will any signs/banners be put up No ■ Yes M Number and size: Size banners tents signs to Md. on Will there be any inflatables? No I=1 Yes ■ Insurance certificate from rental vendor is required Music & Dance Fees for electricity may Will there be entertainment? No ■ Yes 1i What type: lnstructions apply see 10a-8p Saturday, 11a-4p Sunday Will sound amplification be used? No ❑ Yes i Hours and Type: Tent, 10x20 Stage Will a stage or tent(s) be set up? No ■ Yes ►5 Dimensions:30x60 Will there be temporary fencing? No ►1 Yes ■ How many 140 Fees for electricity may Will merchandise/food items be sold? No ■ Yes ►� lnstructions vendors expected: apply see Will food be prepared on site? No ■ Yes M Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No ■ Yes e Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No j Yes ■ See Alcohol Regulations in the Instructions Will alcohol be sold? No ■ Yes M See Alcohol Regulations in the Instructions Will there be a fireworks display? No ►_I Yes ■ Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. Electric will be needed in all areas with the exception of jiMA. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Social media, press release, posters, possible TV, radio and newspapers. 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. Thurs- 6pm City Streets or Right-of-way No ■ Yes ® Start/End Time: 2pm Date: City Sidewalks or Trails No b 1 Yes 11 Start/End Time: Date: Public Parking Lots or Spaces No ■ Yes M Start/End Time: 2pm Thurs- 6pm Date: Fees may apply Will event need barricade(s)? No ■ Yes M Number needed: 10 see Instructions Feesmayapply Will extrapicnic tables be needed? No ■ Yes 12 Number needed: 10 see Instructions Fees may apply Will portable restrooms be needed? No Yes ■ Number needed: see Instructions Fees may apply Will extra trash receptacles be needed? No M Yes ■ Number needed; see Instructions Describe trash removal and cleanup plan during and after event: Contract with Maroney's and OnSite Will event need traffic control? No m Yes • Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: 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 • Yes ® If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Sam Ehlenz- Security Specialist Inc. Will event need EMS services? No Yes l• Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: On site medic- Blueline Medical Services Describe the emergency action plan if severe weather should arise: Tents down, achor lose items and take shelter in surrounding businesses List any other pertinent information: We are requesting that the city work in partnership with the Chamber to subsidize public safety fees in exchange for a Event Partner sponsorship. 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 provide s application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater le"• - of L'• - ' tty. Signature of Applicant or Authorized Agent Date iliwater THE BIRTHPLACE OF MINNESOIA Memo To: Downtown Parking Commission From: Jason Grode, Parks Superintendent Meeting Date: August 19, 2021 Re: Special Event Parking for Harvest Fest PARKING FACILITY REQUEST Summer Tuesdays, Inc. has submitted an event application for a permit to hold the 2021 Harvest Fest on October 9-10, 2021. The event organizers hope to use Parking Lots 4, 5, 9, 10 and 11, as well as Mulberry Circle. Load -in would begin at 8:00 AM on Friday, October 8th. Load -out and clean-up will occur by Monday October 11th from 7:00 AM — 12:00 PM, however all parking lots (except Lot #5) and Mulberry Circle will be cleared by Sunday night, October 10tn PARKING RESERVATION DETAILS Harvest Fest is a two day peak -season event, with load -in and setup on the day before the event and cleanup on the day after the event. Therefore, the organizers are requesting reservation of the lots and Mulberry Circle for 3 days (4 days for Lot #5). Lot 4 is planned to be used for the pumpkin growers. This will be the show area and weigh-in area. Load -in would begin on Friday and the weigh-in and awards would take place on Saturday. Lots 5 and 9 would be used for vendors on Saturday and Sunday. Some may set up on Friday. Mulberry Circle is requested to be blocked off for the entire event. Its main purpose would be for the pumpkin drops each day. Parking fees to reserve the requested parking spaces are given below. The peak season rate (May Through October) for all lots used more than three hours on a day is $3.00/day/space. The peak season rate for on -street parking at Mulberry Circle is $9/day/space. Lot Number Number of Spaces Number of Days Rate Total Fee 4 29 3 $3.00/day $261.00 5 7 4 $3.00/day $ 84.00 9 30 3 $3.00/day $270.00 10 48 3 $3.00/day $432.00 11 45 3 $3.00/day $405.00 Mulberry 21 3 $9.00/day $567.00 TOTAL $2,019.00 RECOMMENDATION Staff recommends approval as requested with the fees shown. Attachments: Festival layout and Application form Event Border imm Jersey Barricade Type 3 Barricade iilwater THE BIRTHPLACE OF MIMMESOTA 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: 7/20/2021 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Stillwater Harvest Fest 10/08/2021 8:00am 10:00pm Event Date/Time: Set up: Date Time to Actual Event: Date 10/09 - 10/10/2021 Time 10:00am to 6:00pm Clean up: Date 10/11/2021 Time 7:00am to 12:00pm (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 Descri ption of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Stillwater Harvest Fest is a free, family friendly event held in downtown Stillwater. Historically, one of the top 3 Giant Pumpkin Weigh -offs world-wide. Our mission is to provide families in the Stillwater area and guests from outside the area with family oriented fun and a great experience in Greater Stillwater Area. We host a Giant Pumpkin Weigh Off, Pumpkin Regatta, Live Music, Kids Activities, Beer Garden, Chili Cook -Off, Pie Eating Contest, Kids Costume Parade and more! Estimated Attendance (participants and spectators): 10,000-20,000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Summer Tuesday, Inc. Mailing Address: 101 Water Street South City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Cassie McLemore or Cory Buettner Phone Number: 651-587-8970 Fax: Cell Phone: 651-587-8970 Email Address: cassiemclemore@gmail.com Website Address: www.harvestfeststillwater.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 McLemore Phone: 651-587-8970 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 10. Anywhere from 18' Will any signs/banners be put up No ■ Yes © Number and size: x 3' and small 3 analler. Will there be any inflatables? No ■ Yes M Insurance certificate from rental vendor is required Live Music, Inflatables, Fees for electricity may Will there be entertainment? No ■ Yes © What type: Weigh -Off apply see Instructions PM (likely just 10AM-6PM) Will sound amplification be used? No ■ Yes © Hours and Type: Live Mu Music - several bands Up to a 40'x80' tent. likely smaller. Will a stage or tent(s) be set up? No • Yes f3 Dimensions: Will there be temporary fencing? No F3 Yes ■ How many up to 60 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 F3 Yes l• Permit required, contact Stillwater Fire Department 651-351-4950 Describe power needs and location of power source. We will need all of the boxes on Lot 9, the amphitheater, and Lot 5. Power will be used for vendors, kids activities and music. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available We will be sending out press releases, advertising on social media and possibly radio. 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: 8am-12:00pm Date:10/8-10/11/2021 Fees may apply Will event need barricade(s)? No ■ Yes 0 Number needed: up to 5 see Instructions Fees may apply Will extra picnic tables be needed? No 01 Yes ■ Number needed: see lnstructions Feesmayapply Will portable restrooms be needed? No ■ Yes 0 Number needed: 8 see Instructions Fees may apply Will extra trash receptacles be needed? No M Yes ■ Number needed: see Instructions Describe trash removal and cleanup plan during and after event: We have in the past, worked with Maroney's Sanitation for trash receptacles at Harvest Fest. We plan to do the same. 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 had an issue with crowd control before, however we do hire security staff to assist with safety issues that may arrise. Nothing is fenced, so we do not need emergency exits, etc. Being that this is a daytime, family oriented event, to date, we have not had any issues. Fees may apply see Instructions Will "No Parking Signs" be needed? No M Yes ■ Number needed: Show location(s)onsite map Will event need security? No ■ Yes 0 If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: We use Security Specialists Inc. Sam Ehlenz - 651-248-4013 Will event need EMS services? No ■ Yes M Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: We have first aid kits at our information booth. We have EMS services on standby during our Pumpkin Regatta, and in addition have two safety boats in the water. Describe the emergency action plan if severe weather should arise: We do watch the weather carefully the week ahead and during the event. If a severe weather event should happen, we would get on our stage and make announcements to clear people. We also would have our volunteers, police at the event and security team alert the public that we are clearing the park. The Water Street Inn is a shelter for our event in the event of severe weather. 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, 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 and is a release of Liability. 07/20/2021 Signature of Applicant or Authorized Agent Date Downtown Parking Commission Public comments received since last meeting 1. Public Comment received 7/26/2021 "The sign said park now, pay later. One would assume that means you pay when you leave. This violation is B*******. Will not park in that ramp again." -Anonymous 2. Public Comment received 7/29/2021 "Sorry that I didn't park on a yellow curb or fire hydrant — I never would have gotten a ticket there!!! -Miles Winslow —1124 5th St S