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HomeMy WebLinkAboutNovember 15, 2007 PARK ADVISORY COMMITTEE MEETING THURSDAY, NOVEMBER 15th, 2007 CITY COUNCIL CHAMBERS 7:00 p.m. 1. Call to Order 2. Approval of November Agenda 3. Approval of September meeting minutes 4. MPP 5. Advertising Policy for City Parks 6. Canoe/Kayak Rental Policy 7. Project Updates - AI Friedges . Ryan Park Picnic Shelter ~ . Park Equipment Matrix 8. Future Meeting Date a. December 20th, at 6pm in the City Council Chambers Adjournment Parks Advisory Committee Minutes 9/20/07 6:05 p.m. -8: 13 p.m. Members Present: Mike Feriancek, Dan Ruhme, Ron Ceminsky, Members Absent: Kyle Haugen Staff Present: Angela Barstad, Al Friedges, Kelly Meyer City Council Members Present: Steve Millar Public Present: Mark Themig & Patrician Freeman from Scott County Parks Development Medine: called to order at 6:05 pm bv Mike Feriancek Approval of September Ae:enda: Mike Feriancek added "Events" to the agenda. With the addition Mike Feriancek motioned to approve the agenda; second by Ron Ceminsky; approved Approval of Aue:ust Medine: Minutes: Dan Ruhme motioned to approve minutes; second by Ron Ceminsky; approved Scott County 2030 Parks Vision Presentation: Mark Themig and Patricia Freeman gave a presentation regarding Scott County's future vision of park land in Scott County. See attached presentation material. Per Mark the county will try to get all information discussed out to the public via an open house on 10/23 at the Prior Lake High School, Scott County Scene paper and City websites. CIP Report: Al Friedges updated the PAC on the status of Park portion of the CIP after the purchase of the Pike Lake property. The purchase price for the Pike Lake property was $1,875,000. The City portion of this purchase price is $500,000. Of that $500,000, $250,000 will come out ofa contingency fund and $250,000 will come out of the park portion of the CIP. The rest of the dollars for the purchase price will come from DNR grants and private donations. Per Al Friedges & Steve Millar, the City had to jump on this opportunity for Natural Resources because if they were to wait the land would have been sold to someone else and the price would have increase. With the depletion of the Capital Park Fund several projects will have to be pushed back. For example Park development at The Enclave and Northwood Meadows will be moved back to 2010. With a slow down in development in these areas this change will not make a large impact in these neighborhoods. Other projects affected, or pushed back, are: Jeffers Nature Trail, picnic shelters at Howard & Rice Lake, pedestrian bridge at Jeffers Pond, boardwalks at Howard Lake & Whitetail Island. There will be a $10,000 deficit in the park portion of the CIP but Finance Director, Ralph Teschner, believes this can be made up in interest together with receiving good competitive bids on the remaining projects. The one project that will go on as planned in 2009 is the building of picnic shelters in Spring Lake Township. This project was part of an agreement that was made between the City and the township. Advertisine: Policy for City Parks: Kelly Meyer, Assistant City Manager, presented a report to the PAC regarding a request received from Prior Lake American Legion baseball in April 2007 to add signage at Memorial Park as a way to raise funds for their sport. See attached report. The responses from the PAC and those in attendance were as follows: Dan Ruhme: City should maintain program but share maintenance duties and revenue with sports organizations. Ron Ceminsky: There should be parameters for what goes up or not. If it involves several parks it could become difficult with all sports associations wanting a part of it. It could become an eye sore and perceived by the public as just another way for the City to make money; regardless of looks. Kyle Haugen: By written comment submitted prior to the meeting; Kyle felt the City should revenue share with the sport associations. See attached for full explanation of his position. Mike Feriancek: Approach the VFW on this and get in writing there opinion and stance on this issue first. There is a lot of cost involved with maintaining the fields. Per Angie Barstad no one is charged for use/maintenance of fields as long as the sport association is Prior Lake based. What cities currently monitor this type of program? Kelly Meyer Advised that most programs like this are handled through the school district because schools use it as a way to fund their athletic programs. There are fewer programs that utilize City fields and they each tend to manage it differently. Steve Millar: Does the community want these signs up? There would be a lot of details for the City to handle. It would be nice if the City could re-coup the maintenance costs of the fields. There was additional discussion on the sign material, City cost for maintaining the signage and fields, and potential future requests by other organizations. After the discussion the following was recommended by the PAC and directed to City staff: 1. Call VFW and get their response to this issue in writing. 2. Research what Cities currently monitor revenue on this issue and which cities do not monitor revenue. Get the pros/cons of each. 3. Draft an advertising policy for all parks, but focus just on Memorial Park at the present. The above was motioned by Mike Feriancek; second by Dan Ruhme; approved Events: Per Angie Barstad there will be a Parks tour on Thursday, September 27 from 6pm- 7:30pm for the PAC, LAC, MPP, Planning Commission and City Council. Al Friedges will be the MC and we will visit all parks involved with the MPP. The Autumn Gathering will be held October 6 at Lakefront Park. There will be pony and carriage rides along with Kettle Corn, crafts, etc. There will be something for the whole family. Also, there will be tricker treating at City Hall on 10/31 from 8am - 4:30pm. Motion to adjourn the meeting by Mike Feriancek; second by Dan Ruhme, approved. Meeting adjourned, 8:13 pm Next meeting: October 25th, 2007, 6:00pm City Council Chambers, City Hall (4646 Dakota St.) 4646 Dakota Street SE, Prior Lake, MN 55372 Committee Report To: Parks Advisory Committee Members Dale: November 12, 2008 Agenda Item: 5 Agenda Title: Update - Draft Advertising Policy for City Parks Prepared By: Kelly Meyer, Asst. City Manager o Presentation, No Action Required o Requires Discussion and Direction to Staff o Final Review I Prepare Recommendation to City Council History: In February 2005, the Parks Advisory Committee discussed a policy that would allow for profit and not-for-profit organizations to utilize city parks, playfields and buildings for the purposes of selling advertising. The policy set out the terms and conditions for installation, fees, maintenance, liability, and authority for determining the appropriateness of advertising signage proposals. The item did not have the support of the Parks Advisory Committee at that time and was not recommended to the City Council. In April 2007, Prior Lake American Legion Baseball made a presentation to the Parks Advisory Committee requesting that the PAC re-consider a program of this type for Memorial Field. Prior Lake American Legion Baseball proposed that they would be responsible for the sales and operation of the program, with the City providing approval of signs and supervision of sign placement and installation. They also presented a windscreen material sign product and a draft program outline. The PAC directed staff to outline the issues for discussion and bring the item back to the PAC for additional consideration. In September 2007, staff outlined several of the discussion items, including o Responsibility for operation of the program o Type of Signage o Location of Signage o Structure of the Program and its Revenues The PAC provided feedback and directed staff to develop a draft advertising policy that: November 15, 2007 (1) Would be applicable to all parks, but that initially permitted advertising signage at Veteran's Memorial field only. (2) Would provide for City oversight and final approval of all signs; (3) Would permit the City to recover its costs for operation of the program, and possibly establish an improvement fund for future capital improvements at the park; and (4) Would allow the Prior Lake Legion baseball team to be the primary benefactor of the advertising signage program at Memorial Park. Discussion Items: After consulting with the City Attorney, staff has identified a procedure for providing advertising signage in public fields where various non-profit organizations can enter into a contract with the City to be a sales agent. A draft advertising signage policy is attached. Below staff has outlined the details of the program. 1. Location: The PAC directed that a policy be drafted that could be applied to all parks, but that initially only permitted advertising signage at Memorial Park. The proposed policy sets out a step system. For example, Memorial Park would be the first field where signage could be sold and displayed. Once Memorial Park has reached its capacity, field signage would be permitted at Field #1 at The Ponds. After Field #1 is filled, then Field #2 becomes available, and so on. In this manner, fields don't end up with sporadic or intermittent signs posted, and the limit to the number of signs any organization can sell is only limited by the amount of outfield fencing we have in our community parks. 2. Program Operation: The PAC previously directed that the City staff operate the sign program in order to maintain consistency. The City must maintain management of public assets, whether it is a building, field, or fence. The proposed policy provides that any non-profit organization based in and serving Prior Lake can enter into a contract with the City to be a sales agent for the advertising signage. The City will be responsible for administering any paperwork, ordering signs, disbursing money, and installing, removing and storing the signs. The non-profit organization will be responsible for selling the advertising and collecting the fees. 3. Sion Material: Staff had initially identified an open mesh polypropylene windscreen (open mesh) material that had a % inch open ventilation strip every 1 inch throughout the total length and height of the sign. This allows wind to pass through the signs and eliminates the significant wind loads on the fencing that occur with traditional materials like closed mesh windscreen, wood, aluminum, and vinyl. The material was also resistant to mildew, holds up well to weather exposure, and is easy to install. One of the limitations of the initial material was its flexibility to accommodate full-color graphics/processing. Since the last PAC meeting, however, PLAY has helped staff identify an alternative windscreen material that the park maintenance staff believes is acceptable, and would permit full-color graphics. See attached photo. 4. Revenues. The proposal submitted by Legion baseball proposed that they manage the advertising signage program for Memorial Park based upon the City's policy, and that they benefit from the sale of the advertising. The PAC considered this item and directed that a policy be established that allowed the City to recover its administrative . Page 2 November 15, 2007 costs, potentially established a fund for capital improvements at Memorial Park, and permitted the primary benefactor to be the Legion baseball program. Because the program uses City facilities, and because the construction, maintenance, and improvement of these facilities is a result of public investment, the City must be the primary benefactor in order for the program to demonstrate a public purpose. The proposed policy provides that any Prior Lake non-profit can enter into a contract to be a sales agent for advertising signage for the City and receive 25% of the total sale. For example, if 20 signs will fit at Memorial Park, and the fee for leasing the space is $400 per season (plus the cost of the sign in the first year), then the cumulative sales would be $8000. The non-profit that sold the signage could receive $2000 if they sold all 20 signs, or $100 per sign. The Legion would not have exclusive right to sell signage for Memorial Park, but they also would not be limited in the number of signs they could sell. In addition, the $400 lease fee would have an annual renewal. 5. Zonina Code Compliance: The current zoning ordinance does not specifically permit advertising signage on public property in the manner in which it has been proposed. If the PAC recommends approval of this proposal to the City Council, it would need to also recommend a zoning ordinance amendment. An amendment to the zoning ordinance requires Planning Commission review and a public hearing process. Staff would recommend that if the proposed advertising program were to move to the zoning amendment stage, that the PAC also recommend that the ordinance also be reviewed by Planning staff with respect to scoreboard advertising. 6. Other: The PAC also asked that staff confirm that the VFW would support such a program at Memorial Park. Where staff believes the VFW will be amenable, we have not received any comment. Staff would suggest that if the PAC were to recommend the advertising policy to the City Council, that it not be scheduled before the Council until we can consider comment from the VFW. Alternatives: A. Provide staff with additional feedback on the proposed policy. If the PAC determines it is appropriate to proceed, staff will work to review the appropriate fee structure, and determine the size and number of signs for each field. We would also need to work with the City Attorney to finalize the policy and agent contract. . Page 3 ~ct ?';"'" . '" . .~' ;{ "~I \~ ':;: ..... ._.... r:,""~'. '''. ; ........:.. D~~...... CITY OF PRIOR LAKE ADVERTISING SIGNAGE POLICY FOR SEASONAL SIGNS IN CITY PARKS Section 1: Purpose The City is asked from time to time to allow not-for-profit athletic organizations to sell and erect advertising signage on playfield fencing, scoreboards and facilities within City parks, for the express purpose of fundraising. The purpose of this policy is to clarify under what conditions advertising signage for this purpose may be permitted. Section 2: Interpretation and Revision The City of Prior Lake reserves the sole and exclusive right and authority to make interpretations of this policy or to make revisions to the policy as the City in its sole determination may deem appropriate. Section 3: Prior Lake City Code In the event of inconsistency between this policy and Prior Lake city code, the city code shall take precedence. Section 4: FindinQs The City finds that it is desirable to seek additional revenues by permitting temporary seasonal advertising signage in City parks on playfield fencing; to provide an opportunity for not-for-profit athletic organizations serving Prior Lake residents and businesses to raise funds to support their program by selling advertising signage on behalf of the City; and to provide businesses serving Prior Lake an opportunity to advertise. Section 5: Aqent for the City. Not-for-profit athletic organizations that serve Prior Lake residents and businesses may enter into a contract with the City. The contract would establish the organization as an agent for the City whose purpose is to solicit sales of advertising sign age for installation in City community park athletic fields. For each sign sale, the agent would receive a 25% commission payable by the City. Agents must submit a proof of the sign design, color, and size to be approved by the City, and remit all collected advertising payments to the City. Upon approval of the City of the sign Section 6: Siqn Locations: So that the advertising signage displayed does not become fragmented or cumbersome to install, signs will be installed first at Veteran's Memorial Field. If more signs are sold than can be accommodated at Veteran's Memorial Fields, the signs will be installed at The Ponds community park on a field determined by the City. If each of the athletic fields at The Ponds reaches its capacity for signs, then signs will be installed at fields at Thomas Ryan Memorial Park. The City reserves the right to determine locations of all advertising signage. Section 7: SiQns 7.1 Design. Signs shall be _ x _ in size and produced on an open-mesh windscreen material acceptable to the City. The City shall determine, in its sole discretion, the appropriateness of any advertising signage to be displayed in a community park. It is preferable that advertising signage be of a type that is appropriate for a family environment and not C:\Documents and Settings\abarstad.PRIORLAKECH\Local Settings\Temporary Internet Files\OLKF6\Draft Advertising Signage Policy-l 1-07 .doc promiscuous in nature. For aesthetic and safety reasons, the City reserves the right to limit sign size, material, location, and color. 7.2 Installation. The City shall be responsible for installation, removal and storage of all signs. The City will make every attempt, weather permitting, to install advertising signage by May 1 sl of each year. Signage will be removed by the City by October 15th of each year. The City shall store the advertising signage until the next season. If the sign sponsor does not renew for the next season, the sign will be returned to the owner. 7.3 Purchase, Maintenance and Replacement. The cost, maintenance and replacement of seasonal advertising signage is solely the responsibility of the sign sponsor in addition to the advertising fee required herein. The City shall not replace or repair any sign for any reason, but may remove signs that are in disrepair. The City shall not refund any advertising fees paid due to the sign sponsors failure to replace a damaged sign. 7.4 Advertising Fee. The City shall collect an annual advertising fee of $400 for each sign to be displayed. The cost of producing the sign in a size and material acceptable to the City, at its sole discretion, shall be borne by the sign sponsor. If an advertising sign is to be displayed for more than one season, the permit fee shall be multiplied by the number of seasons to be displayed, and collected at the time the sign is authorized by the City. Section 8: Indemnification The Agent shall indemnity the City for any and all liability or damages arising out of the application, sale, or display of advertising signage contemplated by this policy. C:\Documents and Settings\abarstad.PRIORLAKECH\Local Settings\Temporary Internet Files\OLKF6\Draft Advertising Signage Policy-ll-07.doc 4646 Dakota Street SE, Prior Lake, MN 55372 Committee Report To: Parks Advisory Committee Members Dale: November 15t!\ 2007 Agenda Item: 6 Agenda Title: Discussion - Canoe/Kayak Rentals Prepared By: Angie Barstad, Recreation Coordinator o Presentation, No Action Required D Requires Discussion and Direction to Staff o Final Review / Prepare Recommendation to City Council History: At the December 11, 2006 PAC meeting, the PAC approved the following regarding the canoe/kayak rack: The PAC recommended that there be 6 canoe racks and 6 kayak racks constructed at Sand Point Beach. The rental fee for these racks would be $50 for residents and $100 for non- residents (for the season 5/1 - 9/30). If a canoe or kayak is left on the rack past October 15th of that year, there will be a $100 reclaiming fee and a $50 per month charge for impound for every month the City has to store it. The PAC also approved the attached policies/agreements. Note: To date the City has received no rentals for the canoelkayak racks. This may be due to the late season installation of the racks, which occurred at the end of July, or lack of significant marketing around the racks. Discussion Items: There are a couple issues staff identified for discussion - 1. Proaram Operation: We currently offer canoe/kayak rack rentals only. Should the City place 2 canoes on the rack for rental then use the other racks for rental by person's who own canoes/kayaks? If so, what should the hours of operation be and what should the cost be per participant per canoe? 2. Locations: It was originally approved by the PAC that the canoelkayak racks be installed at Sand Point Beach. Should this location be changed to a non-motorized watercraft lake, such as Pike Lake for safety reasons? November 26, 2007 3. Expenses. The City currently has 2 canoes in storage. With that in mind the cost for supplying 2 canoes on the rack would be as follows: (these are approximate numbers only) a. $220 for life vests (4 adults, 4 youth, 4 child, 2 infant) b. $240 for two sets of oars c. $ 8 per hour for 1 additional seasonal staff person to operate and supervise the canoe rentals on sight. (Hours of operation to be determined.) Alternatives: A. Direct staff to implement the canoe rental operation along with the canoe/kayak rack rental. B. Take no action. . Page 2 CANOE/KA YAK RACK ASSIGNMENT PROCEDURES EXCHANGE OF RACKS Subject to approval of the Parks and Recreation Supervisor and to the recording of the reassignment in the Parks and Recreation office, rack holder are permitted to (1) exchange racks with each other; (2) replace a canoe/kayak with newly purchased canoe/kayak provided the new canoe/kayak is suitable size for rack; and (3) in the event of a sale, change the name of the permittee to the new owner. In the event of a transfer of the craft to a new owner, assignment of rack to the new owner will continue for the current year. Vacated racks will be reassigned by the Parks and recreation Department. APPLICANT The Prior Lake Parks and Recreation Department will recognize only the person whose signature appears on the Application! Agreement form as being the responsible holder of the canoe/kayak rack. At no time may this individual sub-lease or receive moneys for the use of his leased rack without acquiring authorization form the Parks and Recreation Supervisor. PERMITS TO BONA FIDE CANOE/KA YAK OWNERS ONLY No permit shall be issue to anyone except a bona fide canoe/kayak owner who certifies on the form provided that the address stated is his legal residence and that the boat to be registered is seaworthy. Suitable identification ofthe canoe/kayak must be made in the application, including color and manufacturer's number. Owner must also furnish their Minnesota State Water craft registration number. However, it is recognized that with the limited number of racks available, it is impractical for a new applicant to purchase a canoe/kayak without some assurance of obtaining a rack assignment. Therefore, if the applicant submits a letter of intent to purchase a canoe/kayak and has this letter verified by the individual or company from who he is purchasing the canoe/kayak the applicant will be considered to have status as a bona fide canoe/kayak owner. Upon purchase of the canoe/kayak, all information requested must be furnished. REVOCA nON OF PERMIT Permits for the current year may be revoked in cases where the rack remains unused without sufficient case by the permittee for any consecutive 4 week period. LIFE PERSERVERS Each craft must carry at least one (1) Coast Guard approved safety device per occupant at all times. REMOVAL OF CRAFT AT SEASON'S END All Crafts must be removed from the racks no later than October 15. 20 **SPECIAL NOTICE** CANOES/KA YAKS still on racks after October 15,20_ may be impounded. A minimum service charge of $1 00 will be required for property owners to reclaim their craft. Also, in order to provide protected storage space, such impounded crafts will include a minimum fee of $50 per month that their craft is impounded. IT IS IMPERATIVE THAT RACKS ARE VACATED ON OR BEFORE OCTOBER 15.20 ACCEPT ABLE WATER CRAFT (Type & Maximum Dimensions) In addition to canoes, the only other water craft to meet the criteria for use of racks are sailboards or kayaks. No water craft may exceed the following dimensions: 20 feet in length, 36 inches in width and 20 inches in depth. SECURING OF CRAFT It is mandatory that your craft be secured by your own device to the assigned rack at BOTH the front and the rear. This is to prevent the possibility of the canoe/kayak coming loose during high winds. When this occurs, damage to other canoes/kayaks could be considered the liability of the rack holder who failed to have his canoe/kayak secured at both ends. RACK EXCHANGE The assigned rack must be used for the entire season unless an exchange of racks is approved by the Parks and Recreation Supervisor or non-use is reported. REFUNDS There will be NO REFUNDS of a canoe/kayak rack rental fee. SUBSEQUENT RENTALS Canoe/kayak rack rentals will not be ongoing from season to season. All applicants must reapply each year. Forms will be forwarded to users on file as well as to new applicants requesting information. Racks will be assigned on a lottery basis. CANOE/KA Y AK RACK RENTAL AGREEMENT This Agreement, made and entered into this_day of , 20_, by and between the City of Prior Lake ("City") and ("Renter") for the purpose of renting space in the canoe/kayak rack at Sand Point Beach in the City. The City agrees to provide Renter with exclusive use of one space on the City's canoe/kayak rack at Sand Point Beach between May 7,20_ and September 30, 20_. In exchange for this Agreement by the City, Renter agrees to: 1. Register his or her canoe/kayak with the State of Minnesota and provide verification of this to the City at time of rental. 2. Pay the City a sum of $50 for residents, $100 for non-residents. Such sum shall be due and payable prior to use of the canoelkayak rack space by the Renter. 3. Carry at least one Coast Guard approved flotation device at all times while on board the canoe/kayak. 4. Adequately secure his or her canoe/kayak to the canoe/kayak rack at both the front and rear to prevent the canoe/kayak from either intentional removal from the rack by anyone but the owner to prevent inadvertent discoloration of the rack and consequent damage to other canoes/kayaks. 5. Secure a policy of insurance adequate to cover any damages caused by use of the canoe/kayak rack or use of the canoe/kayak. 6. Canoes/kayaks will be used during daylight hours only. Liabilitv. Renter further agrees to indemnify and hold harmless the City for any damage or liability created by Renter's use of the canoe/kayak rack or the canoe/kayak. Removal. Renter agrees to remove his or her canoe/kayak no later than October 15, of 20_. The City reserves the right to remove and impound any canoe left on the rack after October 15, 20_. In the event that the City exercises this right, Renter hereby agrees to pay a minimum service charge of $100 to reclaim the canoe/kayak. Furthermore, in order to provide protected storage space, Renter also agrees to pay a minimum fee of$50 per month for each month that the canoe/kayak is impounded by the City. In addition, the City may remove Renter's canoe/kayak from the rack at any time if such removal is necessary to protect the public health, safety, or welfare. In the event that the City exercises this right, there will be no charge to the Renter. Rental to Bona Fide CanoelKavak Owners Only. Renter hereby certifies that he or she is bona fide canoe/kayak owner and that the canoe/kayak to be registered is sea worthy. Renter also agrees that his or her rights under this Agreement are not transferable and the space being rented cannot be sublet without express written permission of the City. Renter also certifies that the canoe/kayak is registered appropriately with the State of Minnesota. Renter (City) By: Its: