The URL can be used to link to this page

Home My WebLink About2011-09-07 P & R Packet CITY OF CENTERVILLE PARKS AND RECREATION AGENDA Wednesday, September 7,2011- 6:30 P.M. L CALL TO ORDER 1. Roll Call 11. SET AGENDA III. APPEARANCES 1. Mr. Rob Faust, Eagle Scout Project Update — Flagpole, Cornerstone Park IV. CONSIDERATION OF MINUTES 1. August 3, 2011 Parks & Recreation Committee Meeting Minutes V. COMMITTEE BUSINESS 1. Lighting of Flagpole at Cornerstone Park A. Veteran's Memorial Plaque 2. Chairperson Branch — Summer Review 3. Fete des Lacs 8K Events A. Selection of Date for 2012 8K Events B. 2011 Reconciliation of Donations/Fees /Expenses C. 2012 8K Budget D. Fete des Lacs 2012 Race Logo 4. 2012 Parks & Recreation Budget for City Council Review 5. Movies in the Park A. Consideration of One Movie Night Opposed to Two, Schedule for September 17 Only B. Rain Date 6. Consideration of Reserving/Renting of Parks VI. UPDATES 1. Recycling of Aluminum Cans at Laurie LaMotte Memorial Park (Amundsen) 2. Signage for Trails 3. Trail Project 4. Lino Lakes Parks & Recreation Youth Football — Usage /Striping of Acorn Creek Park VII. ADJOURNMENT Also included in packet — Information on Disc /Frisbee Golf. Parks & Recreation Committee Meeting Minutes 08 -03 -11 PARKS AND RECREATION COMMITTEE MEETING MINUTES Wednesday, August 3,2011 - 6:30 p.m. Pursuant to due call and notice thereof, the Parks & Recreation Committee of the City of Centerville held the regularly scheduled meeting Wednesday, August 3, 2011 at Centerville City Hall, 1880 Main Street. Present: Chairperson Patrick Branch Vice - Chairperson Jon Grahek Committee Member Kevin Amundsen Committee Member Brian Peterson Committee Member Mark Haiden Committee Member Suzanne Seeley (6:40) Absent: Committee Member Kevin Selander Council: Council Liaison Steven King Staff: Staff Liaison Kim Stephan Also present were Jeff & Rob Faust. I. CALL TO ORDER Roll Call Chairperson Branch called the August 3, 2011 Parks & Recreation Committee Meeting to order at 6:35 p.m. 1I. SET AGENDA Committee Member Seeley requested a discussion be added as IA under Updates regarding an appreciation of the work done for the 8K Walk/Run events. Motion was made by Committee Member Amundsen, seconded by Vice - Chairperson Grahek, to set the August 3, 2011 Parks & Recreation Committee Agenda with the above addition. All in favor. Motion carried unanimously. III. APPEARANCES Mr. Rob Faust. Eagle Scout Flag Pole Project Mr. Rob Faust made an appearance to update the committee on the progress of his Eagle Scout Project to install a flag pole in Cornerstone Park 1 of 6 Parks & Recreation Committee Meeting Minutes 08 -03 -11 Mr. Faust informed the committee he has his volunteers and the equipment ready to start the flag pole project on Saturday, August 6 but there is now a large pile of dirt from moving the driveways right in the spot where the flagpole was to go. Mr. Faust tried to contact Mr. Palzer who is out of town on vacation for the next two weeks. He is also concerned about the timing of the contractors test concrete pour which was going to be utilized for the flag pole. Chairperson Branch explained to the committee that the contractor for the trail project has to do a test concrete pour which is then tore out and discarded when the test is completed. Mr. Palzer proposed using the concrete for the flagpole instead, making the area slightly larger at about 10 -12' diameter surrounding a 3' hole in the middle for the flag pole. The committee directed Mr. Faust to contact Mr. Greg Burmeister, Project Manager, for information about the dirt pile, the test concrete pour and when it would be advisable to schedule the installation of the flagpole. The committee felt Mr. Faust's project may have to be delayed until September. Chairperson Branch is not convinced that the solar lights will be satisfactory and has proposed another solution of placing lights on the existing street lamp poles. Mr. Palzer supplied the committee with a cost estimate from Rivard Electric for $1,449. The committee was surprised at the cost. Committee Member Peterson questioned whether the estimate was so high because it was on one of the poles City Council has elected to turn off to conserve costs and would like to see a breakdown of the electrical costs included in the estimate. Motion was made by Committee Member Pet rson, seconded by Committee Member Amundsen to request staff research why this estimate is so high and what can be done to lower the costs. The committee would also request soliciting two more bids. All in favor. Motion carried unanimously. IV. CONSIDERATION OF MINUTES July 6, 2011 Parks & Recreation Committee Meetine Minutes Chairperson Peterson requested changing the following sentence on page 3 of 5 under Movies in the Park to reflect Committee Member Peterson instead of Chairperson Peterson. Committee Member Peterson suggested letting Creative Kids pick out the movie(s). Committee Member Seeley requested the word `in' be changed to `is' in the last sentence on page 2. Committee Member Seeley also requested replacing the question mark with a period in the following sentence on page 5 of 5 - There was concern this might be a violation of the City's Waste Management contract? Committee Member Peterson requested changing the word `lens' to `lumens' on page 3 under Movies in the Park. Motion was made by Committee Member Peterson, seconded by Committee Member Seeley, to approve the July 6, 2011 Parks & Recreation Committee Meeting Minutes with the above corrections. Ayes — 5, Nays — 0, Abstain —1 (Heiden). Motion carried. 2 of 6 Parks & Recreation Committee Meeting Minutes 08 -03 -11 V. COMMITTEE BUSINESS Lighting of Flaguole at Cornerstone Park This item was discussed under appearances, but Committee Member Haiden stated he took some pictures of a Veteran's Memorial Plaque he had seen on vacation that he thought was worded really nicely. He will forward these to Ms. Stephan for the September agenda. Movies in the Park — Select Movies & Equipment Committee Member Peterson stated Creative Kids Academy is willing to select the movie(s) but, Committee Member Peterson needs to supply them with a list of movies to choose from. Movies in the Park are scheduled for September 10 & 17`'. Committee Member Peterson is working with Creative Kids Academy on the movie selection. With the purchase of the PA system, the costs of renting equipment will be less than in 2010 as some of the PA system can be used for the movies. Motion was made by Chairperson Branch, seconded by Committee Member Peterson to recommend City Council approve expending funds not to exceed $750 from Park Programs as previously approved with the 2011 Budget. All in favor. Motion carried unanimously. Committee Member Seeley said she recently attended a Movie event in Minneapolis and brought back samples of the movie list they provide. Committee Member Seeley also stated Minneapolis Parks shows a short video prior to the movie promoting the park system and the amenities provided by the Park Board and thought it a good venue to possibly promote the Parks & Recreation Committee of Centerville and the events that are offered and supported by the committee. Consideration of Reservina/Rentin2 of Parks This item was tabled until the September meeting. VI. UPDATES 8K Walk/Run/Skate Volunteer Appreciation of 8K Event Volunteers Committee Member Seeley wanted to take a moment to recognize what a successful race we had with 120 runners and 24 skaters and acknowledge it was predominantly due to the efforts of Chairperson Branch. The committee would like to recognize and thank Chairperson Branch for all his hard work through the year on this project. Committee Member Seeley also stated how wonderful it was to see the whole community come together. Chairperson Branch thanked the committee for their efforts stating every member of the Parks & Recreation Committee was involved, as well as City Staff, Planning & Zoning Commission members and resident volunteers. Festival of the Lakes 8K Run/Walk/Skate Review Chairperson Branch said considering the low numbers of early registration, he was pleased with the amount of participants with more than 'h of the numbers being same day registrations. There will be some changes next year with the following problems noted: 3 of 6 Parks & Recreation Committee Meeting Minutes 08 -03 -11 • A large number of people complained about the cost with on -line pre - registration charging a $2.50 fee. There was not enough of a difference between the cost to register early and same day registration. Chairperson Branch suggested absorbing the $2.50 online pre - registration fee and raising the same day registration to $30, this would make a $10 difference between pre- registration and same day registration. Committee Member Peterson suggested allowing registrants to use pay -pal as a way to not be charged a registration fee from the on -line sites. • There were problems with coordinating the volunteers. Some stops ran out of water and/or didn't have cups. Radio communication did not work as well as it should have and this area needs to be reviewed. Chairperson Branch stated next year there will be a Volunteer Coordinator, some one who just manages volunteers and is stationed in one location. • It was suggested the registration table be looked at for better organization and there was some trouble on the finish line with 3 races finishing in the same place, though the children really appeared to enjoy running through the same gates as the adults did. • There were only 24 skaters, most of which were not Centerville people so the word did get out to other communities, but the committee needs to consider whether they want to do the in -line race next year and if so how to attract more skaters. Chairperson Branch stated the races were self supporting from sponsors so all registration fees are proceeds. He will have a break down of the costs for the committee at the September meeting. The committee had discussed using these proceeds towards the sand volleyball court, but Chairperson Branch would like the committee to think about using a portion towards trail signage. This will be on the next agenda. Music in the Park Committee Members need to commit to an event for the remaining performances. All of the remaining performers will be using the PA system so a Committee Member who knows how to use the equipment will need to be present at these events. After discussion between Vice - Chairperson Grahek, Mr. Tom Lee and Mr. Mike Jeziorski, Finance Director, a snake cable was bought on Craig's List by Vice - Chairperson Grahek to be reimbursed by the City from the remaining funds for the PA system. This was one of the last pieces of equipment needed for the PA system; it is a thicker, hose -like cord which consists of a bundle of many individual cables with patch bays at either end so that audio gear can be connected. Irri¢ation System at Laurie LaMotte Memorial Park Mr. Greg Burmeister reports the irrigation contractor started Monday, July 25th with system layout and anticipates a 3 week completion. Recycling of Aluminum Cans at Laurie LaMotte Memorial Park Parks & Recreation has been discussing an idea to set up an aluminum can collection point as a fund raiser for the parks. The discussion raised concerns that if we do set up an aluminum collection point, are 4 ofb Parks & Recreation Committee Meeting Minutes 08 -03 -11 violation of any contractual agreements with Waste Management. The City Clerk researched the contract we have with Waste Management and discussed it with our representative and it is not violating any part of our contract. There is also potential for SCORE Funds to pay for a portion of this program. Committee Member Petersons concerns were as follows: The typical "can trailer" would be an unsightly and ugly addition to our park. The trailer would be expensive and take a good deal of time to recoup the cost. Trailers are not cheap and add to that the cost of some custom welding to build a cage and now it is likely very expensive. Committee Member Peterson suggested the committee build or have built for us, a large wooden box to hold the cans which could be painted and look a lot nicer than a wire frame trailer. The cost would also be significantly less money. The suggestion is based on the assumption that Public Works could use their equipment to lift this box full of cans onto a trailer for transfer to the recycler. Committee Member Amundsen is going to do some research on whether National Recycling Inc. supplies the trailer for these types of fund raisers and report back to the committee. SiEnage for Trails This item will remain on the agenda while the committee continues to do research. Committee Member Seeley reported Anoka County signs have a graffiti repellant of some sort and she will check with the company to see what it is they use. Concession Stand at Laurie LaMotte Memorial Park There was surplus inventory from the concession stand which will be donated to the Parks & Recreation Committee for their use. The supplies are mostly soda and water which Chairperson Branch felt could be used for the 8K Run or Music in the Park. Financial reporting from Mr. Mike Jeziorski, Finance Director regarding the Concession Stand was included in the packet for the committee's review. In its first year the concession stand was really close to breaking even. Trail Proiect Mr. Greg Burmeister, Trail Project Manager reports: Veit has again started work on the trail with the clean -up following the state shut dawn. They are working to complete the storm sewer construction on CASH 54 and adjacent areas; also they have started on construction of the retaining walls. We have our first weekly meeting Tuesday, July 27th and I should have a better idea of schedules. Skate Park Usne /Security Cameras Mr. Paul Palzer, Public Works Director had asked the committee to consider the following: Just an update and question for Parks & Recreation. We have noticed about an 80% drop in use of the skate park during the day since we installed the surveillance cameras at the park. Has anyone else noticed less activity there during the evening hours? 5 of Parks & Recreation Committee Meeting Minutes 08 -03 -11 Vice - Chairperson Grahek who is often at the park at night stated he has noticed no difference in the usage of the skate park. The other committee members are not at the park often enough to note a difference. Future Eagle Scout Projects Chairperson Branch contacted Ms. Mary Capra, due to her involvement in past Eagle Scout Projects and her affiliation with the Scouts, with the following list of potential Eagle Scout Projects: 1) Park and trail signs similar to those used by the County. We have a couple of proposed sign designs that keep the budget reasonable. Still this may exceed the funds the Scout has available. If that is the case, Chairperson Branch felt the committee could find a way to share the cost between the Scout and the City. 2) For Trailside Park (where the Bald Eagle Water Ski Show performs) all we really want there is one or two benches that can be accessed from the existing county trail. Because of the hill this could be a little complex and the two benches could become two projects 3) We need an irrigation system in Cornerstone Park. The Public Works Director says if a Scout puts the system in place he will connect it to a water source. The value of this project is to protect the value of the landscaping that will be going into that new park without placing an undue burden on the City staff. 4) The committee does not have a specific plan, but we need to place some form of historic marker in our parks that acknowledges the history of the Native Americans and the early settlers in our town. VII. ADJOURNMENT Motion was made by Committee Member Peterson, seconded by Vice - Chairperson Grahek, to adjourn the August 3, 2011 Parks & Recreation Committee meeting at 8:20 p.m. All in favor. Motion carried unanimously. Transcribed by Kim Stephan 6of6 PON@ TO: Parks & Recreation Committee FROM: Kim Stephan DATE: August 31, 2011 SUBJECT: Eagle Scout Project, Flagpole Cornerstone Park Mr. Rob Faust has scheduled Saturday September 24th as the date to set the ground sleeve and asked if there were any conflicts with that date. Per Mr. Greg Burmeister, Project Manager: I talked with Rob and Mrs. Faust; they have a date scheduled for September. The concrete around the flagpole is already poured and waiting. Regarding the estimate the committee received for lighting of the flagpole from Rivard Electric that was $1,449, Chairperson branch has spoken with both Mr. Palzer and Mr. Larson and will update the committee. Mr. Palzer did report: I believe the single light at City Hall was about $850, 16 years ago, and this is requiring 2 lights due to the alternating of the street lights, so it is in the range, but we may be able to save some money with a different system. Veteran's Memorial Plaque Attached to this memo is a sample of a Veteran's Memorial Plaque Committee Member Haiden supplied the committee for their review. . "� � �� \ A ,+ 1 4 y'� PON@ TO: Parks & Recreation Committee FROM: Kim Stephan DATE: August 31, 2011 SUBJECT: Scheduling of Fete des Lacs 2012 Chairperson Branch emailed that the committee needs to make a decision regarding 2012 Fete de Lacs dates. The Minnesota Distant Running Association, who is our best source of free advertising, is pushing for 2012 dates. MDRA publishes an annual calendar that is widely distributed to Minnesota runners. They have a call out for 2012 events. It is important than we get listed on that calendar. Per Chairperson Branch, the logical date for 2012 Fete de Lacs would be July 27 -29 with the parade and the run on Saturday July 28` but there has been some discussion from Ms. Mary Capra, Parade Coordinator, Mr. Bob Cordell, Ham Radio Club and Mr. Greg Keiselhorst, Centerville Lions, regarding the scheduling of events. Discussion follows: Email correspondence from Ms. Capra: After speaking with Jeff Paar and Bob Cordell we feel the race needs to be at a minimum a full 24 hours following the night of the fireworks. It is extremely difficult for the volunteers who assist with the fireworks (Anoka Radio Club) which in some years requires them to remain at the site for hours following the shoots to be up so very early the next day (5:30 a.m.) for the skate and run/walk. Then if the race /walkers run long (which happened this year) they run late for the parade briefing/lineup. It is asking too much for them to perform a volunteer duty under those conditions. If the race was moved to Sunday rather than Saturday it would work much better for those volunteers assisting with both events. Email correspondence from Chairperson Branch: Well that is an option. We could move the races to Sunday morning. With the new trail extensions, I intend to move the registration and the finish area to Laurie LaMotte Memorial Park so we should not impact St. Genevieve church goers. A question for Centerville Lion Todd Steffen: That would put the kids run at 09:00 on Sunday morning. Can you work with that time? This year we delayed the start of the first softball game on Saturday morning to about 9:15. That worked well for the runners. Did it work ok for your guys? I see 4 options: 1) Stay with the same schedule as used in 2011. (My original proposal) 2) Move the races to Sunday morning (Mary Capra's proposal) 3) Move the fireworks to Saturday night (not Friday night). Lions, how does that impact your Street Dance? Will there be a 2012 Street Dance? 4) Move the three races away from Fete de Lacs, maybe the last week -end of August. This would make it after the summer heat breaks. (This was suggested by one of race committee members.) Email correspondence from Centerville Lion Greg Kieselhorst: We meet as a Lions Club tonight, as mentioned earlier. No one has seen the Street Dance numbers yet, but as we all know it was Stopped and Cancelled; and this time around no Insurance money is coming to us. I'm sure it was a big loss to the Club, as the Band was paid in full under their Contract and we had all the Rentals in place for it. It's up to next year's Lions Chairperson, as to what they want to propose for Lion Festival Events. Lion Greg is stepping down after 9 years of Festival involvement and the Club all ready knows. I was nominated and accepted our Lions 5M7 Region II Zone 5 Zone Chair position for 2011 -2012. With that I now help oversee (5) other local Lions Clubs, and I'm still the Centerville Secretary, so doing the Fete next year would be too much. Email correspondence from Mr. Bob Cordell, Ham Radio Club: The way I look at is that what ever you all do we will work to the best of our ability to get the job done. If the world was perfect I could see the Fun Run would start at 08:00 followed by the Parade at about 13:00 or 14:00 with the fire works at 21:30 and use Sunday as the rain day. The problem that I have run into is that with volunt er groups we have to work with in there restrictions. Most of our people are pretty committed to doing the projects the best that we can. The one thing that would make the event run a bit more smoothly is to have a better prepared agenda and plan of what is going to take place at what times and where we need to position people to take care of the event in the most efficient manor. 8K WALK /RUN /IN - LINE SKATE 10145201 -373 BEGINNGING BUDGETED BALANCE $ 2,300.00 EXPENSES 2/23/2011 PATRICK BRANCH - REIMBURSEMENT $ 143.76 4/27/2011 ANOKA COUNTY PARK - SPECIAL USE PERMIT $ 26.78 7/13/2011 IMAGE PRINTINT- POSTERS FOR SK RUN 2011 $ 28.54 7/27/2011 MARY CAPRA- BKRUN /WALKSIGNAGE $ 10.60 8/10/2011 FRONT RUNNER EVENT - GREENT- SHIRTS $ 593.75 8/10/2011 REINHARDTFOODS - YOGURT - STRAWBERRYS $ 70.00 8/10/2011 RUNNING VENTURE- RACE TIMING SERVICE $ 220.00 8/10/2011 KIM STEPHAN - REIMBURSE FOR SUPPLIES $ 24.42 8/10/2011 PRESS PUBLICATION - AD $ - TOTAL EXPENSES $ 1,117.85 REMAINING BALANCE $ 1,181.15 SPONORSHIP & REGISTRATION FEES SPONSORS 1/12/2011 DEAD BROKE SADDLE CLUB $ 3SO.00 3/4/2011 SMITH & GLASER $ 100.00 4/15/2011 SMITH & GLASER $ 100.00 4/27/2011 WASTE MANAGEMENT $ 300.00 6/7/2011 BARRETT CHIROPRACTIC $ 200.00 6/14/2011 BONESTROO $ 200.00 7/11/2011 PAUL STEFFEL INS. $ 100.00 7/12/2011 M GIOVINAZZA AGENCY $ 100.00 7/15/2011 HEALTH SOURCE $ 150.00 7/28/2011 JEN KELLY PHOTO $ 100.00 TOTAL $ 1,700.00 REGISTRATION FEES TOTAL REGISTRATION FEES $ 1,965.90 TOTAL SPONSORSHIP & REGISTRATION FEES $ 3,665.90 0 9 TO: Parks & Recreation Committee FROM: Kim Stephan DATE: August 31, 2011 SUBJECT: Fete des Lacs 2012 Race Logo Chairperson Branch would like the committee to review the attached two logos. They are both modifications to our current logo for the run. Committee Member Amundsen made the first modifications. The t -shirt design used by Creative Kids has embellished Committee Member Amundsen's modifications. Chairperson Branch said he would send it to his graphic designer and Creative Kid's Academy (Kid's Run Sponsor) for critical review and would like the committee to consider which logo they like best and why. ��- tERVILL� G y 4- 1 Fest val ke 7 rA \00 •• • r BLADE RUN /WALK KIDS RUN Nnb saiN • X7dM/Nnb • 3ad711 ?? 0 J �p� aye o Sa��aa�v 0009 TO: Parks & Recreation Committee FROM: Kim Stephan DATE: September 2, 2011 SUBJECT: 2012 Parks & Recreation Budget for City Council Review From Mr. Mike Jeziorski, Finance Director: Please find attached a summary of the City of Centerville's general fund balance and the portions that are either proposed to be restricted or are restricted for Parks & Recreation at 8/31/11. Again the restriction for the 8K run carry over is subject to the expenses that were discussed at our meeting today and council approval. Chairperson Branch had some questions as follows: How much money do we have in the reserve account set aside for the sand volley ball court? According to the 101-45201-374 Parks & Recreation Reserve there is $2803.81 in that line. But based on this note there are two lines that look like they should be in line - 374. There is $2500 in a line that reads Park and Rec volleyball court and a line that reads $2444.24 8K run proceeds. Neither of those two lines agree with the $2803.81 reported in the end of August Report. Are those two lines additive. That would give us $4944 then if the Council agrees to set aside this year's 8K proceeds we are well on our way to building that volleyball court? Mr. Jeziorski answered: The reserve account line item within your monthly financial accounts for the money spent in reserve year to date. In 2011 the Park and Recreation spent $2,803.81, essentially zeroing out all reserves associated with your 8K run from the prior years. Given you had a net proceeds in your 8K operation for 2011 and still carried a balance from the prior year in association with your volleyball court at the end of 2011 we are projecting you to have the following reserves: (subject to remaining expenses and the council approves the carry over of 8K run proceeds) Committed 2,500.00 Park and Rec - Volleyball Court Committed 717.00 Park and Rec - Concession Operation Committed 2,444.24 Park and Rec - 8K Run proceeds Please let me know if you have questions or need further clarification. Following Mr. Jeziorski's spreadsheet is a reconciliation of the committee's budgeted expenses through 8/31/11, a copy of a memo to the Centerville Lions regarding the concession stand for 2011 and lastly a memo from Chairperson Branch regarding the budget discussion for 2012. e , �17nCZnC2 C ti GASB 54 Fund 8 Fund Name Fund balance at 8131111 Designation Amount Restricting 101 General Fund 844.269.16 Committed 2,5W.00 Park and Rec - Volleyball Court Committed 717.00 Park and Rec - Concesslon Operation Committed 2,444.24 Park and Rec -8K Run proceeds Unassigned 838.607.92 Working Capital Total 844,269.16 PARK & REC RESERVE -101 -45201 -374 EXPENSES Apr -11 PA SYSTEM $ 1,519.98 MN DEPT OF REVENUE - USE TAX (SALES TAX) - PA SYSTEM $ 104.46 6/22/2011 US BANK - SPEAKERS, MICROPHONES, CABLES ETC- MUSICIAN FRIEf $ 902.37 6/30/2011 MN DPT OF REVENUE - USE TAX (SALES TAX) - SPEAKERS, ETC. $ 62.00 8/10/2011 JOHN GRAHEK - REIMBURSE FOR AVLINE 24 CHAN -SNAKE $ 215.00 TOTAL EXPENSES $ 2,803.81 PARK PROGRAMS - 101 - 45201 -370 BEGINNING BUDGETED BALANCE $ 3,100.00 EXPENSES 1/26/2011 US BANK - WALMART- SUPPLIES FOR SKATE NIGHT $ 34.34 1/26/2011 USBANK - TARGET - SUPPLIES FOR SKATE NIGHT $ 15.00 Jan -11 Journal entries ajustment - 2010 pre -paid expenses $ 694.53 2/9/2011 Suzanne Seeley - reimbursement for skate night $ 21.98 2/23/2011 Suzanne Seeley - reimbursement for hay bales $ 16.00 3/9/2011 Wargo Nature Center - skate night - star gazing $ 100.00 TOTAL EXPENSES $ 881.85 REMAINING BALANCE $ 2,218.15 MUSIC IN THE PARKS -101- 45201 -371 BEGINNGING BUDGETED BALANCE $ 2,200.00 EXPENSES 7/8/2011 KATHY LAVALLE - BBB JAZZ - 7 -12 -11 $ 350.00 7/13/2011 GENE SHEDIVY - MEAN JEAN & THE WOOD TICKS - 7 -26 -11 $ 350.00 7/13/2011 KATHY LAVALLE - 7 CATS SWING - 8 -23 -11 $ 350.00 7/13/2011 KATHY LAVALLE - BBB JAZZ - 8 -9 -11 $ 400.00 7/13/2011 TOM LEE -LES'S IS MORE - 8 -16 -11 $ 300.00 7/13/2011 RUSS ROGERS - RUSTY'S ROCKING JAMB - 7 -19 -11 $ 350.00 712712011 KIM STEPHAN - REIMBURSEMENT- MUSIC IN PARK $ 58.55 TOTAL EXPENSES $ 2,158.55 REMAINING BALANCE $ 41.45 (A terviffe 1880: Main S treet, Center%4a, 9kV55038 �ta,ffisha1857 651-429-3232 or 'Fax 651 -429 -8629 September 1, 2011 Centerville Lions John Thill 1375 Mound Trail Centerville, MN 55038 To Mr. Thill and Lions Members: Please find below a summary of the operating results from the City of Centerville's Concession Stand Operation for the 2011 season. Sales: $2,588 Donation: $59 Cost of Goods Sold:($870) Wages: ($1,581) Supplies ($196) Net: $0 Although the operation was not a huge financial success, through your assistance and donation, the operation did benefit the parks visitors and truly enhanced the Little League Baseball experience. That said, on behalf of the City of Centerville, we would like to thank you and your staff for the support we received throughout the Little League season in remedying certain issues that arose. Also, we understand that the concession trailer when returned did not meet your standards, but we are hopeful that our staffs quick attention to this matter and correction satisfied the integrity of our agreement. Thanks Again! Sincerely, Mike Jeziorski Finance Director Budget Discussion Prepared for the September 2011 Parks and Recreation Committee Meeting 1. Festival of the Lakes Park and Rec events: (8K run /walk, In -Line Skate) a. Total Revenue $3,666 Revenue from sponsors $1,700 Revenue from participants fees $1,965 b. Expenses $ - 1590 C. Explanation: Total expenses for these events was approximately 69% of the $2300 budgeted for 2011. While revenues were up at 153% of what we budgeted. Why did we have these wide variations? i. Revenue were up due to the great help we received from Teresa Bender in finding new sponsors. Dead Broke Saddle Club also gave us a $350 slight contribution. ii. Expenses were well under the estimate based on the cooperation we received from two of our primary vendors. We budgeted $500 for timing services based on an estimate 300 participants. We had 120 participants at a cost of $220. Front Runner, our shirt vendor, allow us to wait until the week of the race to order the event t- shirts. We bought 125 shirts, rather than the 300 that we had originally estimated. d. The Kids Run is cost neutral to the Committee as Creative Kids sponsor team paid all expenses directly e. Proposal #1: At the end of the year there should be $1075 left on expense line 101 - 45201 -373. My suggestion is that this money should revert back to the General Fund. f. Proposal #2 Request the City Council approve placing the full $3666 in the Park Reserve Account 101 - 45201 -374. This will increase the reserve set aside for the sand volley ball court to $6470. 2. Budget line 101- 45201 -370, Park Programs budget is $3,100. To date we have sent $882. In September, Movies -in- the -Park cost no more than $750. That will leave a balance of $1468. a. Proposal #3 Suggest that we request City Council approval to reprogram $600 for a December skating party with a horse drawn sleigh ride. b. Proposal #4 Request the City Council approval to reprogram $900 for the construction of Trail Head signs similar to those used by Anoka County Parks. C. 3. Parks and Recreation 2012 Budget. It is that time of year again. We need to project our 2012 budget. 101 - 45201 -370 Park Programs 3100 2350 101 - 45201 -371 Music -in- the -Park 2200 2200 101 - 45201 -37X Movies -in- the -Park Na 750 (new line) 101 -45201 -373 81K Run/Walk 2300 2300 — �. ME& 0 NFOJN TO: Parks & Recreation Committee FROM: Kim Stephan DATE: September 2, 2011 SUBJECT: Movie in the Park The committee had originally scheduled two Movies in the Park events, Saturday, September 10 and Saturday, September 17, 2011. Between Chairperson Branch, Committee Member Peterson and myself we have tentatively decided to do just one event on September 17` with this being on your next Agenda for consideration. Two events on back to back Saturdays seemed over ambitious and if we just went with one movie we could get better quality. It is also a problem because September 7th is the next scheduled meeting with a movie scheduled for the following Saturday without really having a plan due to how busy our summer became with events. Committee Member Peterson has reserved the movie "How to Train Your Dragon" for Sept 17th. (only one movie) and said he has heard good reviews and from watching the trailer it looks to be a great movie. See the following: http: / /www.imdb.com /title /ttO892769 Committee Member Peterson emailed: Going to one movie has given us an opportunity to get a better movie which is very exciting. I could use some input /alternate opinions of where in Laurie LaMotte Memorial Park to place the movie screen and would like to get a few members (no more than quorum of course) to meet me at the park at 6PM before the meeting on Wednesday, September 7" to discuss it. I think we can do better than last year's location on the warming house. The Citizen and the Quad Press have been given the info to publish in the Events Calendar. Following are the details of shipping, the cost and the agreement with Swank Motion Pictures. Title: HOW TO TRAIN YOUR DRAGON Swank Order No.: 966033 -1 Ship Date: 09/13/11 Ship via: UPS Standard Outbound Shipment Show Dates: 09/17/11 - 09/17/11 VS 50/50 Price: $300.00 Shipping: $21.00 Total: $321.00 Sales Tax: $22.87 Final Total: $343.87 "Price vs 50/50" means that when admission is charged, the film rental will be the listed rental fee or 50% of your box -office receipts, whichever is greater. Any movie may be cancelled without obligation provided that Swank Motion Pictures, Inc. receives written notification fourteen (14) days before the movie is shipped or the full rental and handling charges must be paid. ArTi s � a � l � r TION PICTUaIii, ING.a n S1�ar*. Chalr an Exhibition Request Form Please complete all sections on this form and fax it to: (314) 909 -0879 Attention: Shannon Bishop " f you are exempt from state sales tax, please be sure to fax a copy of your STATE sales tax exemption certificate with this form (must be signed and dated)*'" Organization Name: Centerville Parks and Recreation Contact Person: Brian Peterson Job Title: Committee Member Phone Number: 651- 793.7432 Fax Number: Email: brian0petersoncabin.com Mailing Address: Billing Address (if different from mailing): Brian Peterson 1668 Hunters Trail Centerville MN 55038 Shipping Address (cannot ship to a PO Box, Must be a physical address): Brian Peterson 1668 Hunters Trail Centerville MN 55038 Credit Card Information (Optional): (we accept VISA, MasterCard, American Express and Discover) Name as it appears on card Card Number Expiration ❑ Please check this box if you would like us to keep this credit card on file for future orders How did you hear about us? ❑ Website ❑ Magazine Ad ❑ Studio referral ❑ Convention, please specify: ❑ Referral from a current customer, please specify: ❑ Referral from an equipment provider, please specify: X Other, please specify St Paul MN Parks and Rec Are you renting equipment? If so, from who TERMS AND CONDITIONS: 1. Once you place an order for movies with Swank Motion Pictures, we will give you an immediate verbal confirmation of your order, if possible. Additionally, Swank Motion Pictures will mail you a written confirmation once the movie is booked. REVIEW YOUR CONFIRMATION. You must call Swank Motion Pictures at 1 -800- 876 -5577 if your written confirmation is not correct. Please note that your movie Is not confirmed until you receive a printed confirmation from Swank Motion Pictures. We do not recommend promoting your screening prior to receiving this confirmation. The obligation of Swank Motion Pictures, Inc. to furnish films is subject to the continued location approval by the producer and to the availability of prints. 2. Pricing is based on several factors including your attendance and is for one day's rental. Additional fees will apply to multiple show dates. It is your obligation to Inform your Swank Account Executive if there is a significant change in your crowd size. Your Account Executive may make pricing adjustments based on this information. Pricing is strictly confidential 3. If admission is charged for your event, your movie rental rate is the quoted rental price OR 50% of your gate receipts, whichever is greater. Audience reports must be completed and submitted to Swank Motion Pictures through your online account or mail in form within 24 hours of your event. Failure to return the audience report could delay the shipment of future orders. 4. Prepayment is due on the first three movie shipments. Any film may be canceled or changed without obligation provided that Swank Motion Pictures receives written notification ten (10) days prior to the ship date of the movie listed on your order confirmation, or the full licensing must be paid. If you encounter an unforeseen circumstance which causes you to have to cancel your screening after the film has shipped, please contact your account executive the following business day and we will allow you to reschedule the same movie within one year of the original show date; you must pay the original invoice and you must pay the cost of shipping for us to send it back out to you. 5. We must ship a licensed copy of the film out for your event. Movies are scheduled to ship to arrive at least two business days prior to your show date to allow for a preview. If your print has not arrived, you must call Swank Motion Pictures at 1-800- 876 -5577. Payment of your full rental fee is required if there is no notification to Swank Motion Pictures one (1) business day prior to show date. Once the movie has arrived a preview of the movie in its entirety and in the actual equipment that will be used for your screening is required; previewing movies in your home equipment will not suffice. If you find that the movie is damaged or your player and movie are incompatible, contact your Swank Account Executive immediately. At that time all efforts will be made to resolve the problem. No adjustments or refunds will be given if we are not alerted at least one business day prior to your screening date regarding damaged /incompatible movies. Movies are to be returned the following business day after your show. Late fees will apply for late returns. 6. These motion pictures are specifically licensed for non - theatrical showings only. We encourage you to inform your organization's members and patrons via on- premise bulletin boards, emails and private mailings. Paid advertising through media such as radio, television or newspaper is discouraged; however you may list your event in the calendar of events section of your local newspaper. If this policy is violated, or becomes openly competitive with a commercial theater, all shows will be canceled WITHOUT notice. The obligation of Swank Motion Pictures, Inc. to furnish films is subject to the continued location approval by the producer and to the availability of prints. Authorized Signature: Please Print Name: Date: Movie Title Requested: How to Train Your Dragon Date of Screening: Sept 17 2011 Name of Event or Reason for Screening: Movie in the Park Name of Screening Location: Laurie Lamotte Park Centerville, MN Address of Screening Location: Indoors or Outdoors: Outdoors Format (DVD, Blu -Ray, 35mm): DVD Are you charging admission? No If so, how much? Capacity of venue (# of seats): 100 Anticipated Audience Size: 60 If available, how many theatrical posters would you like for this title? ($5 each, 5 max): Movie Title Requested: Date of Screening: Name of Event or Reason for Screening: Name of Screening Location: Address of Screening Location: Indoors or Outdoors: Format (DVD, Blu -Ray, 35mm): Are you charging admission? If so, how much? Capacity of venue (# of seats): Anticipated Audience Size: If available, how many theatrical posters would you like for this title? ($5 each, 5 max): Movie Title Requested: Date of Screening: Name of Event or Reason for Screening: Name of Screening Location: Address of Screening Location: Indoors or Outdoors: Format (DVD, Blu -Ray, 35mm): Are you charging admission? If so, how much? Capacity of venue (# of seats): Anticipated Audience Size: If available, how many theatrical posters would you like for this title? ($5 each, 5 max): Park Reservation Information - City of Stillwater Page 1 of 3 Back to Web Site City of Stillwater Park Reservation Information Many of our parks have facilities that can be reserved. A full listing of park amenities and park locations is available under the Park Amenities section. If you would like to make a reservation please contact (651) 430 -8837 or complete the on -line reservation request All City Parks are open approximately April 15th to October 15th Hours are 6:00 am to 10:00 pm. Teddy Bear Park hours are 8:00 am to 8:00 pm Note: The construction of the Levee Flood Wall has been postponed until further notice. Reservations for Lowell Park are now available! Costs to Reserve a Picnic Shelter or Gazebo in any Stillwater City Park A $100 refundable damage deposit is required plus one of the following fees: $50 1day for Stillwater city resident or $100 /day for non - Stillwater city resident. Park Open Space Reservations Any person or group that wishes to reserve park open space area must pay applicable fees and submit required damage deposits. The fee to reserve park open space is $50 for non - Stillwater city residents. City of Stillwater residents do not need to pay a fee but still need make a reservation to reserve open space in City Parks. In addition a $100 refundable damage deposit is required. Applicant may also rent a shelter or gazebo (see pricing above). Costs and Policy to Reserve the Pioneer Park B ndshell A $100.00 refundable damage deposit is required and a $125.00 fee for residents or nonresidents. The following lists the Bandshell Use policy. • Sponsor shall be a non - profit organization. • The event must be free and open to the public. • No merchandise or food shall be sold. • No promotional signage allowed in the park. • The capacity of the bandshell site is 75 to 100 people. • The use of the Bandshell shall be between 9 am and 9 pm and not to exceed three hours in duration. • Events shall not be loud or use obscene language so as not to disturb the surrounding residents. • Park Board approval must be obtained if the event doesn't fit these guidelines. Cost to Reserve Teddy Bear Park Buildina Rentals are limited to the building in Teddy Bear Park. Park grounds and restrooms are a public space that are not part of the facility rental. A $100 refundable damage deposit per floor is required plus the following: Mon - Thurs Resider Non- Non -profit For - Profit Resident Group Grou 1 st Floor First 3 firs $50 $80 $50 $80 Add'I hour $15 $25 $15 $25 2nd Floor First 3 hrs $40 $60 $40 / $10" $60 Add'1 hour $10 $15 $10 / $5' $15 ' Rate based on a minimum of 10 meetings per year http: /iwww.ci.stillwater.mn.us/ index. asp ?Type =B_ BASIC &SEC= (9F784AO2- 1084- 4BSF... 8/11/2011 Park Reservation Information - City of Stillwater Page 2 of 3 with no food at the meeting. Fri-Sun Resident Non- Non -profit I For - Profit Resident Group Grou 1 st Floor First 3 hrs $90 $160 $90 $160 Add'l how $25 $45 $25 $45 2nd Floor First 3 firs $70 $125 $70 $125 Add'l hour $20 $35 $20 $35 Weddina Ceremonies All weddings must submit a $100 refundable damage deposit plus applicable fees for reserving open space (see pricing above). Applicants may also rent picnic shelter or gazebo and additional fees will apply. Larne Gatherinas in Stillwater Parks Gatherings that are in attendance of 250 people or more in a Stillwater city park must complete an Event Application. See the Special Event Information section for instructions and an application. Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not required to complete an Event Application but must contact 651 -430 -8837 to make a reservation to hold a tournament. (Applicable tournament fees will apply). Alcohol in the Parks • Permit to Consume: The City of Stillwater requires a Permit to Consume (fee $35.00) for the consumption of any type of alcohol in the parks (beer, wine coolers, hard liquor). Contact the Parks Department at (651) 430 -8837 to obtain this permit. Alcohol is not permitted in Teddy Bear Park. • Police Officer Required: If there are more than 75 people in attendance in the park and alcohol is available, you are required to hire one of the City's police officers. This fee is paid directly to the officer. To schedule an officer for your event contact the Police Department at (651) 351 -4900 Monday- Friday, (8:00 a.m.- 4:30 p.m.). • Permit to Sell Alcohol: To sell alcohol in the parks, the applicant must apply for a temporary liquor license. Contact the City Clerk at (651) 430 -8802. Ballfield Information Ballflelds are available for tournaments. The fee is $300, plus a refundable damage deposit of $150 (Total $450). Only 3.2% beer can be sold and a permit to sell can be obtained through the Parks Department at (651) 430 -8837. The permit to sell fee is $25 /day and must be approved by the City Council. Allow 2 -3 weeks for processing. Any tournament with more than 75 people and serving alcohol must have a Police officer on duty. This fee is paid directly to the officer. To schedule an officer for your event contact the Police Department at (651) 351 4900 Monday- Friday, (8:00 a.m.- 4:30 p.m.). Park Rules /Policies • NO one party can have exclusive use of the whole park except public events that have been approved by the City. • Park facilities such as picnic shelters, bandshell, gazebos, ball fields, party rooms or park space areas are first come first serve unless a park reservation has been made. • Any equipment needing to be staked into the ground such as tents, canopies, inflatables etc. can be put in City parks once applicant has met with park staff. Staked equipment is not allowed in Washington Square, Teddy Bear Park or Heritage Park. All inflatable equipment must have a certificate of insurance submitted to the Parks Department. • The Parks Department does not rent out chairs, canopies, tents, or P.A. systems. The applicant is required to furnish this equipment if needed. http:// www .ci.stillwater.mn.us /index.asp ?Type= B_BASIC &SEC= {9F784AO2- 1084- 4B8F... 8/11/2011 Park Reservation Information - City of Stillwater Page 3 of 3 • All equipment such as tents, canopies, chairs, etc. brought to the park must be removed by 10 pm the same day. • Closure of the road in front of the Lowell Park gazebo must be approved by the City. The road may only be closed for a maximum of 2 hours and any emergency vehicle must be allowed through if an emergency arises. City barricades are available for $2 per barricade. • The Teddy Bear kitchenettes are not commercial grade kitchens. All food must be prepared off site. • Any facility user will be billed for any damage or cleanup exceeding the amount of the damage deposit. The facility must be returned in the same condition as loaned. • Live or played music is permitted in the parks as long as the music not disruptive. • Only one appliance (including PA systems, ampliphers, stereos, crockpots, coffee makers, roasters, etc.) per outlet is allowed when using electricity. Extension cords may be used but no more than one appliance on an extension cord per outlet. • Dogs are allowed in City Parks and must be on a leash less than six feet long or housed in a portable crate or kennel. Any animal excrement must be disposed of properly in a sanitary manner. Domestic animals are not allowed in Teddy Bear Park. • Recreational bonfires are not allowed in City Parks. • Alcohol is permitted in City parks with proper permits. See Alcohol rules above. • Skate boarding is not allowed on public streets or right -of ways. The City does have a skateboarding park located on Curve Crest Blvd (behind the Stillwater Rec Center). Rules of operation are posted at the facility. • Nothing shall be sold or advertised for sale on or in City parks unless correct licensing procedures are followed according to Stillwater City Code. • Reservations are not available for July 4th. Reservation Procedures If you would like to make a reservation please contact (651) 430 -8837 or complete the on -line reservation request • When booking a park reservation, the applicant agrees to the Park Rules /Policies and Reservation Procedures. • Payment of damage deposit and facility fee is required upon booking reservation. • Reservations must be made a 1 week in advance for events on Saturday and Sunday or for events after 3 pm Monday through Friday. All other reservations can be made a minimum 24 hours in advance. • Submittal of the on -line reservation request form does not guarantee your reservation for a particular park, date or time. Once the form is completed and sent, you will be contacted regarding your request. • Park facilities are available from 6am to 10 pm. Applicant must choose specific reservation times when booking facilities. Teddy Bear party rooms have a minimum reservation of a three hour time block with extra fees for additional hours and is only available 8 am to 8 pm. • Any facility user will be billed for any damage or clean up exceeding the amount of the damage deposit. • Cancellations are accepted up to and including 20 days prior to event with a full refund. Cancellation within the 20 days prior to event will forfeit facility fee. • Reservations for next year will be taken starting October 1st of the current year. 216 North Fourth Street, Stillwater, MN 55082 (Telephone: W-430-8800)0 City of Stillwater 2006 http: / /www.ci.stillwater.mn.us/ index. asp ?Type =B_ BASIC &SEC = {9F784AO2- 1084-4B 8F... 8/11/2011 (( va `ej EVENT PERMIT APPLICATION INSTRUCTIONS /NE 0i Al 9 LA 4E 0E MIN NE S IA The City of Stillwater encourages events and would like to help make them run smoothly. In doing so, it is important to balance the probable impacts of the event on the community with the desires of the event participants. Some events may include street closures, amplified music, admission charges, sale of goods or services or have a large number of people. To improve the chances of having a successful event and maintain the quality of life for the surrounding community, these activities require permits to give City departments, Commissions or the City Council the opportunity to review the plans with an eye toward the goal of balance. There are 4 steps to completing the application —These steps will assist you in completing the application and obtaining your permit. Please review each step carefully. Incomplete applications or late applications will be returned to the applicant. Step 1— Determine which threshold your gathering will fall into. If your gathering does not fit into any one of these three thresholds, you do not need to complete the application process. If the gathering will use a public park, Contact the Parks Department for further reservations. Event Special Event Special Event with Contract Your gathering is an event when any Your gathering is a "special event" when An event requires a contract with one of the following applies: any owe of the following applies: the city if. Closure of street Closure of street Overtime of city employees is One block of a residential street is One block of a residential street is necessary, OR extra paid closed for 5 hours or less closed for more than 5 hours personnel are necessary, OR Or Or extra- ordinary city employee Any portion of a commercial More than one block of a residential support or city materials are street is closed for 2 hours or less. street is closed (any length of time) necessary, OR any out -of- Or pocket expenses are incurred Any portion of a commercial street is by the city. closed for 2 hours or more. Public narking lot use Public parkin¢ lot use 1 to 9 spaces in a public parking 10 or more spaces in a public parking lot are reserved. lot are reserved. Street use Street use The event has a route on a public The event has a route on a public street(s), such as races, walks, or street(s) (such as a race, walk or parades. parade) that requires street closure, traffic control, street sweeping, or the use of "no parking signs" along the route. Number of people in a Dark 250 or more people are expected at a time in a public park. * * Note: Any athletic event that has a park reservation approved by the City's park reservation staff is not subject to this threshold. Page 1 of 6 Step 2 — Checklist for Completing Application once you have completed Step 1 and have determined the type of gathering you are planning, follow the appropriate checklist for that type. City Staff will verity your gathering type. Be sure to check availability of dates to hold your event within the City of Stillwater by calling 651- 430 -8837 before submitting your application. "Event" Check list: 1. Submit a complete Events Permit application form to the City with a site layout plan of the event. 2. Application Deadline: Submit application at least 30 days before the event. 3. No application fee is required. 4. Event Permit application is reviewed by City staff and prepared for issuance. 5. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the event organizer, the permit could be mailed or sent via email. "Special Event" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A $50 non - refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer (if applicable) —see item k4 for more information. 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. If the event does not occur completely within a public park, the organizer must submit a flyer to be distributed as a public notification to all properties immediately adjacent to the event location. The flyer must be submitted with the application. Items to include on flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. 5. City staff will review the notification flyer submitted by the organizer. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. City staff will route the Event Permit application to the Parking Commission for review and comments if ten or more public parking spaces are requested and to the Park Commission for review and comments if Lowell Park is to be used in whole or in part by the event. 7. The City Council will consider comments from City staff and the applicable Commissions and take action on the requested Event Permit application. 8. City staff will prepare the Event Permit for issuance. 9. Any additional fees will be due 1 week prior to event. 10. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the organizer, the permit could be mailed or sent via email. Page 2 of 6 "Special Event with Contract" Check list: 1. Submit a complete Events Permit application form to the City along with: a. A $50 non - refundable application fee. b. Site plan — must provide a detailed site layout of the event. c. A notification flyer —see item #4 for more information. d. The estimated cost of producing and mailing a neighborhood meeting notice (as estimated by City staff). 2. Application Deadline: Submit application at least 60 days before the event. 3. City staff will review the Event Permit application for completeness. 4. City staff will review the notification flyer submitted by the organizer with the application materials. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. 5. When flyer has been approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue. This flyer must be distributed at least seven days before the event. 6. Two to four weeks afterthe completed application is submitted to the city, but no later than three weeks prior to the event, the City will hold a neighborhood meeting for public comment. The neighborhood meeting must be held prior to consideration of the permit request by any of the applicable Commissions or the City Council. 7. Notices for the neighborhood meeting will be prepared and mailed by the City to immediately adjacent property owners of the venue. (Note: Any permit request for an event that was held in 2010 that is not being changed substantially in 2011 or subsequent years is considered "grandfathered ". A "grandfathered" contract event is not required to have a neighborhood meeting.) S. City staff will route the Event Permit application to the Parking Commission for review and comments if ten or more public parking spaces are requested and to the Park Commission for review and comments if Lowell Park is to be used in whole or in part by the event. 9. A $500 park impact fee may be required by the Park Commission if they find that the event has the likelihood of impacting a park beyond "normal wear and tear". 10. City staff will meet with the event organizer to draft a contract for event services. 11. The City Council will consider comments from City staff, the applicable Commissions, the recorded public testimony from the neighborhood meeting and take action on the requested event permit and draft contract. 12. City staff will prepare the Event Permit and signed contract for issuance. 13. Any additional fees will be due 1 week prior to event. 14. Event organizer is notified by City staff when the Event Permit is ready to be picked up. If requested by the organizer, the permit could be mailed. 15. A post -event questionnaire will be offered to residents and local businesses on the city's website, The comments will be tabulated and given to the event organizer within 30 days of the event and the results will be included in the review of the subsequent year's permit request Page 3 of 6 Step 3 — Review Policies and Fees The following are the policies and fees for holding an event in the City of Stillwater. All fees will need to be submitted one week prior to event. Application Submittal Deadline and Fee — Any application that is incomplete or submitted after the required submittal date will be returned to the applicant. Check availability of dates to hold your event within the City of Stillwater by calling 651- 430 -8837 before submitting your application. • A gathering determined to be an "Event" must complete and submit an application 30 days prior to the event. No application fee is required. • A gathering determined to be a "Special Event" or "Special Event with Contract" must complete and submit an application 60 days prior to the event and submit a $50 non - refundable application fee, Materials —Since event use of materials owned by the city (e.g. barriers, cones, signs) creates wear and tear on those materials, that use must be paid for by the event organizer. As long as the equipment and services are appropriate for the event and the event can be run safely in the estimation of city staff, the organizer could contract for services and materials elsewhere. City staff will review application and may adjust how many materials will be required for the event. The fee schedule for city materials is: Picnic Tables $10.00 /table /each day of event Orange Fencing $2.50 /lineal foot Trash Containers $8.00 /container /each day of event Refuse Collection Cost of staff time Portable toilets $60 /event /unit Portabletoilet — Handicapped $150 /event /unit Electrical use (Parks, except Lowell Park) $10.00/ each day of event Electrical use (Lowell Park) $20.00 per elec. box/ each day of event Barricade 4' to 12' $2.00 /barricade /each day of event Barricade 4' to 12' with flasher $5.00 /barricade /each day of event Drums $1.00 /drum /each day of event Reflective Cones $1.00 /cone /each day of event Traffic Sign on stand $2.00 /sign /each day of event PD No Parking Signs $1.00 /sign /each day of event Park Usage Fee — Standard park reservation and facility use fees (below) will apply and a $100 refundable damage deposit. • Picnic Shelters or Gazebos fee: $50 /day for Stillwater city residents or $100 /day for non - Stillwater city residents. • Park Open Space fee — no cost for Stillwater city residents or $50 /day for non - Stillwater city residents. • Contact the Park Department for Pioneer Park Bandshell or Teddy Bear Park Building rates. • In addition, a $500 Park Impact Fee may be charged for a gathering that meets the definition of a "Special Event with Contract'. Park Commission may require this fee if they find that the event has the likelihood of impacting a park beyond "normal wear and tear'. Page 4 of 6 Alcohol Regulations — A permit is required for having alcohol at events. See below for more information. Police Officer Requirement: If more than 75 people are in attendance of an event, an on -duty police officer will be required. Contact the Police Dept at 651- 351 -4900 to arrange for an officer and payment. A Consumption Permit is required for any alcohol consumed on public property using any type of alcohol (wine, strong beer, 3/2 beer or liquor). Any alcohol sold or given away during an event must obtain a Temporary Liquor License. A Consumption Permit fee is $35. Contact 651 -430- 8837 to obtain a permit. Temporary Liquor License is required if the event is selling or giving away liquor in the course of the event. The fee for a Temporary Liquor License is $25 /day. The license application process is handled by the Administration Department, contact 651 -430 -8802 to apply. There are two types of Temporary Liquor Licenses: 3.2 beer Temporary Liquor License: A club or charitable, religious or non - profit organization may be issued a temporary 3.2 beer license subject to the terms (see below) set by the city. On -sale spirits, wine and beer Temporary Liquor License: A club or charitable, religious or other non - profit organization in existence for at least three years may be issued a temporary license for the on -sale of intoxicating liquor in connection with a social event within the city /county sponsored by the licensee. The license may not be for more than four (04) consecutive days. This permit must be approved by the City Council 30 days before the event and staff will submit to the Minnesota AGED. Terms: • A temporary liquor license must be approved by the City Council and the State of Minnesota Alcohol & Gambling Control Division 30 days prior to the event. • Liquor will be confined to a specific area of the event, fencing will be required and a Police Officer(s) as determined by the Police Department. • Any service of liquor will require server training by either the Stillwater Police Department or an affiliation recommended by the Stillwater Police Department. Certification of Server Training is a required submittal prior to receiving the temporary liquor license (3.2 or on- sale). Parking Space Usage Fee Peak Season Parking Rates Off Season Parking Rates Lot 1 $15 /day /space All city parking lots: 3 hours or less Free All other city parking lots $9 /day /space All city parking lots : > 3 hours $3 /day /space On- street parking 2 On- street parking (except on Main St.) $9 /day /space (except on Main St.) $3 /day /space 1 Partial day use (or reservation) will incur only a partial day fee as follows: 0-2 hours = $5; >2 but <4 hours = $10; more than 4 hours = $15. t Partial day use (or reservation) will incur only a partial day fee as follows: 0 -2 hours = $3; >2 but <4 hours = $6; more than 4 hours = $9. Page 5 of 6 Event Notification Flyer —A gathering determined to be a "Special Event" that does not occur completely within a public park or a gathering determined to be a "Special Event with Contract" must submit a flyer to be distributed as a public notification to all properties immediately adjacent to the event location. The flyer must be submitted with the Event application. City staff will review the flyer submitted with the event application. When approved by City staff, the event organizer distributes the flyer to all households and businesses immediately adjacent to the event venue at their own cost. This flyer must be distributed at least seven days before the event. Items to include on the flyer are: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. The event organizer is responsible for cost of producing and distributing the flyer. Neighborhood Meeting Mailing Costs — A gathering that meets the threshold for a "Special Event with Contract" will be required to hold a public meeting to receive input from the surrounding neighborhood. This meeting must be held three weeks prior to the event. Notices for the neighborhood meeting will be prepared and mailed by the City to the immediately adjacent property owners. The organizer will pay for the cost of mailing notices (first class postage, letterhead, envelopes) for the public input meeting. Out -of- pocket Expenses — Fees for city services will be limited to the city's out -of- pocket expenses. Out -of- pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, pertinent supplies (e.g. postage, letterhead, envelopes), and any contracted services. Step 4 — Complete Application Complete the Events Permit application and submit the items on the checklist in Step 2. Make sure you have everything included and don't miss the deadline. For any questions regarding the application process contact 651- 430 -8837. Submit completed application packet to: Attn: Beth Wolf City of Stillwater 216 N. 4th Street Stillwater, MN 55082 or email to: bwolf @ci.stillwater.mn.us or fax to 651- 430 -8810 Other Contact Information: City of Stillwater, Administration 651 - 430 -8800 Fire Department 651 - 351 -4950 Parks Department 651- 430 -8837 Police Department 651- 351 -4900 Washington County Health Department 651- 430 -6655 Lakeview EMS 651- 430 -4621 Page 6 of 6 4 • a e . EVENTS PERMIT APPLICATION 216 North 4 Nt Street, Stillwater, MN 55082 rxE nxrxr.... or rtxru... Telephone: 651 -430 -8800 Fax: 651 -430 -8809 Incomplete applications or applications received after deadline will not be D accepted. See Event Instructions for application deadline and fees. r< Date of Application: Title /Name of Event Event Date/Time: Set up: Date Time to Actual Event: Date Time to 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) Description of Event (please be specific - this Information will be used to promote the event on the city of Stillwater website) Estimated Attendance (participants and spectators): 77 h Sponsoring Organization Name: Mailing Address: City, State, Zip Code: Primary Contact/Applicant Name: Phone Number: Fax: Cell Phone: Email Address: Website Address: Name of contact person during event: Cell Phone: Alternate contact during event: Cell Phone: 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. w 0 _ Will any signs /banners be put up No ❑ Yes ❑ Number and size: Will there be any inflatables? No ❑ Yes ❑ Insurance cer tiftcate from rental vendor is required Will there be entertainment? No ❑ Yes ❑ What type: Fees ele apply y see I nstructions Will sound amplification be used? No ❑ Yes ❑ Hours and Type: Will a stage or tent(s) be set up? No ❑ Yes ❑ Dimensions: Will there be temporary fencing? No ❑ Yes ❑ Will merchandise /food items be sold? No ❑ Yes ❑ How many Fees for electrelty may vendors 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 ❑ 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 ❑ Yes ❑ Permit required, contact Stillwater Fire Deportment, 651- 351 -4950 Describe power needs and location of power source. Describe level of advertisement lie, radio, flyers, ads, tv, press release). Attach sample if available "7777 77777 Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No ❑ Yes ❑ Start/End Time: Date: City Sidewalks or Trails No ❑ Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ❑ Start/End Time: Date: apply Will event need barricade(s)? No ❑ Yes El s Number needed: ees may see Instructions Will extra picnic tables be needed? No ❑ Yes ❑ Number needed: Fees may apply see Instructions Will ortable restrooms be needed? No ❑ Yes ❑ Number needed: Fees may apply P see Instructions Will extra trash receptacles be needed? No El Yes ❑ Number needed: Fees may apply see IOStNCtIOOs Describe trash removal and cleanup plan during and after event: Will event need traffic control? No ❑ Yes ❑ contact stiliwat er Police 0epartmentfor assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Will "No Parking Signs" be needed? No ❑ Yes El Shoow w lacationtion(s) o ann site m Number needed: Fees Show map Will event need security? No ❑ Yes ❑ If event is overnight security will berequired If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ❑ Yes ❑ Contact Lakeview EMS, 651-4301621 Describe plans to provide first aid, if needed: Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmiess 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. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent Date PON@ TO: Parks & Recreation Committee FROM: Kim Stephan DATE: September 2, 2011 SUBJECT: Updates Trail Project Update from Mr. Greg Burmeister, Project Manager: Trail segments are all paved with the exception of 200' on Segment Pl. This is due to conflicts with the retaining wall and a cable owned by Xcel that needs to be relocated. We are still working in the Main Park area with most the concrete placed. This work needs to cure until next week so work can be done adjacent to the concrete. Today, Thursday Sept. P. work has begun by Neaton Brothers to get ready for sod on Mill Road and Brian Drive. Trail signs are being installed on backf Iled portions of the trail segments. Lino Lakes Parks & Recreation Youth Football — Usa a /Stri in of Acorn Creek Park This request came in after the committee's August meeting. I forwarded the request to Dallas Larson, City Administrator and Paul Palzer, Public Works Director. I am again coaching 6`" grade football for Lino Lakes and was looking to see if I can get Centerville's permission to paint lines on the field. Most of our kids live in Centerville so we would like to keep the travel down for the families by having practice close to their homes. Our 1' choice would be the outfield of field number 3 at LaMotte Park. Our 2 nd choice would be to strip Acorn Park like we did last year. Give me a call on my cell phone below if you have any questions. Thanks. Josh Wlaschin Dallas Larson gave his written approval with the stipulation it needs to go through Parks & Recreation if they are going to do the same next year. Per Mr. Larson: Forward this email. Josh Wlaschin, the coach for 6th Grade football and his teams are authorized to use the field at Acorn Park and may stripe the field as needed. This approval is with the understanding that they will use the field in the same manner as last year. In the future, requests to use the field must be provided at least 45 days in advance, so the Park & Recreation Committee and City Council may have the opportunity to review the request. f TO: Parks & Recreation Committee FROM: Kim Stephan DATE: August 29, 2011 SUBJECT: Disc/Frisbee Golf As I have had multiple residents question whether the Parks & Recreation Committee had considered Disc/Frisbee Golf at either Laurie LaMotte Memorial Park or Acorn Creek Park, I did some research for your review. The game of Frisbee golf involves tossing the Frisbee along a designated course, with the object of the game being to toss your disc into baskets placed along the course in the fewest number of throws. There are no courses in close proximity to Centerville; following is a list of the nearest ones. Most courses are free to the public. Arden Hills Bethel University DGC (9) Arden Hills, MN 55112 Brooklyn Park Central Park (9) Brooklyn Park, MN 55444 East Bethel Blue Ribbon Pines DGC (27) East Bethel, MN 55011 Ham Lake Family of Christ DGC (9) Ham Lake, MN 55304 Ham Lake DGC (9) Ham Lake, MN 55304 Marine on St. Croix The Loyal and Eight -Pin DGC (8) Marine on St. Croix, MN 55047 Mounds View Silver View Park (9) Mounds View, MN 55112 New Brighton Hansen 1 New Brighto RoseviHe Acorn Park (18) Ro seville, Lakew White Bear Lake Hills (14) White Be ar Lake, MN 55110 Equi Basic i .. ..r i ,'. disc resting in the basket Disc Catcher Your target when playing Frisbee golf is an above-ground basket attached to a metal pole. The tall pole has a metal basket attached about two feet down 111 the top, with chains similar to that of basketball 111 extending from the top of the pole to the basket area. When you are close to the disc catcher, throw your Frisbee toward the chains. When the disc hits the chains, it generally slides down the chains and lands into the basket. Occasionally, rather than a disc catcher, you will find large tonal poles that mark the completion of a shot; these make a loud noise when your disc strikes the pole. Tee pads The tee pad is where a player begins the hole and is for you to stand on when making your throws. Similar to a tee -box in traditional golf, the tee pad for disc golf often has a sign near the tee pad to give you the par for the next shot, the distance to the upcoming basket and any hazards or dangers such as thick patches of brush or bodies of water you should try and avoid. A solid base is a must for any successful course, and where early courses had plain dirt pads, modern courses use concrete, or more cost effective materials such as mulch, decomposed granite, or other natural materials. In recent years recycled rubber mats have been developed and are starting to catch on. While many alternatives have been created, concrete is the standard. Frisbee or Disc The Frisbee or disc is one of the most important pieces of equipment, as you cannot play the game without one. The discs are heavier and smaller than the a standard lightweight plastic disc you might use at the beach. The added weight and longer lip edge makes the Frisbee fly easier and go farther. Additionally, there are different types of discs depending on the shot you are trying to make. Use a putter disc for a straight shot, a mid -range disc for medium range throws and a driver disc for a long - distance throw. The putter tends to fly straight more easily than a driver. Signage Signage is critical to any good course. Knowing distances, par count, out -of- bounds, and layout for each hole will give a player the information they need to make a great shot. Many courses have a main layout sign at the beginning of the course to show details of the course as a whole, as well as any needed information about the course. Hole signs give specific details about the hole the player is on, such as mandatory paths, out -of- bounds, and length. Not only are hole information signs critical, but way- finding signs and informational signs can make a good course great, and the absence of these can make a good course bad. Topography What makes Disc Golf unique is the utilization of natural elements, using trees and shrubs as obstacles and elevation changes to make the course challenging. Keeping the raw and environmentally conscience elements gives each course its own personality and strategy. Safety Safety is one of the most important design elements on a course because most courses are in public parks many non - players use the same spaces that the course inhabits. So when planning a course watching for all possible points of interaction with non - players is key to a great course. Because of all of these elements and the importance of each one to the success of the course seeking out a qualified experienced course designer will insure that all of these are kept at the forefront. Considerations Many public parks, beaches and university common grounds have disc golf courses that are free to use. If you are unsure of the availability or accessibility of the course, check with the governing authorities before using the course. You can practice Frisbee golf on your own, or play with a group of friends, making it an ideal way to stay in shape by yourself or in a group. If your Frisbee develops a crack or jagged edge, discard it and use a new one. Due to the nature of the courses, be alert to pedestrians or cars driving near the course of play. Following is just one cost estimate for the baskets. The price at this web site was comparitable to others I looked at. This is park quality. D isc Nation Freedom 16 -Chain Basket - 9 H ole C he Freedom baskets professional -level features include 16 galvanized chains, powder - dated hardware, snug-fit tapered poles, and all the familiar proportions and catching bility of other more expensive professional targets. The Freedom is PDGA Certified for oc ompetition -- makin g it more affordable than ever to outfit your course with top -notch urnament -ready baskets! I The standard configuration Freedom comes with a portable base for regular use. For more secure installations like public parks, we offer the permanent -mount Freedom, which 6cludes an in- ground kit with removable sleeve -- concrete the sleeve and lock the basket Into the sleeve. Purchase additional in -ground sleeves, and you can take advantage of multiple pin positions! I i To help players navigate your course, we also offer a number plate with sticker kit that I allows each individual basket to be numbered 1 -21 (includes vinyl numbers, "0 -9" plus an ,additional "1" per kit). I I Hands down, this is the most budget - conscious way to give your course quality disc golf targets. Clubs, Parks Depts, Schools, and Churches will love the price and outstanding quality of the 9 -Hole Freedom Set! Please Note - The additional charges listed for each item are per basket. So, adding the permanent installation kit to a 9 hole course is $270 ( ;30 each times 19 baskets). I features: 9- Basket Set for Course • 16 Chains Total in 1 Tier Galvanized Chain 6 Powder- Coated Hardware r Snug -Fit Tapered Pole Connections r Optional Number Plate • Optional In- Ground Kit �. Included Portable Base • PDGA Certified bur Price: $2049.99 COMMUNITY EMERGENCY RESPONSE TEA LOOKING FOR COMMUNITY MEMBERS TO JOIN THE TEAM! Upcoming Training for ' New Members: Monday Evenings, September 26- The Goal of the Community Emergency November 7. +' Response Team (CURT): o class October E y # - Community Readiness is important to the 6pm -9pm at the Centennial Lakes Police safety and well -being of you and your loved x . ones. It means the difference between panic Department. it and calm, between knowing what to do and not 54 North Road, Circle Pines+f knowing. x When you engage in the CERT training, you Training Topics Include: n gain skills and confidence that you can use any - Disaster Preparedness time, any place, to help yourself and to help - Fire Suppression & Safety others in crisis. - Light Search & Rescue Work alongside first - responders and learn how Disaster Medical Operations CERT can serve a variety of purposes in a - Disaster Psychology t� s large -scale event. Final Disaster Scenario .� a 5 :r