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Home My WebLink AboutFebruary 14*PLEASE REVIEW FOR MEETING OF 2/14/2000* PARKS ADVISORY COMMITTEE AGENDA MONDAY~ FEBRUARY 14~ 2000 Prior Lake Maintenance Center 6:30 P.M. II. III. Vo VI. VII. VIII. Call to order Introductions: Jim Ericson, New City Council Liaison Minutes from meeting of December 15, 1999 Staff Reports m. g. C. Paul Hokeness, Parks and Recreation Director 1. 2000 Capital Improvement Projects a) Playground Equipment b) Trails 2. Busse Property Park Development 3. Deerfield 4. Lakefront Days A1 Friedges, Parks Supervisor 1. Lakefront Park Construction a) Punch List 2. New Lakefront Park Pavilion Update Chris Esser, Recreation Supervisor 1. Winter Skating Season 2. Lakefront Park Sled and Skate Party 3. Spring Programs 4. Rental Policies 5. Fee Schedule Old Business A. Park Naming New Business A. Comprehensive Lake Management Plan Set Next Meeting Date - Scheduled for Monday, March 13, 2000 at 6:30 p.m. at the Lake[ront Park Pavilion. Adjourn Meeting AGND200 February 7, 2000 PAUL HOKENESS TO' SUBJECT: Parks Advisory Committee February Meeting Sorry about having to cancel last months meeting but I was quite ill and ended up in bed for a week. Unfortunately our meeting this month falls on Valentines Day, and if that poses a problem please call me as soon as possible so that we can reschedule. I've been married for 29 years (same lady by the way) and Peggy told me she would forgive me if I wasn't home that evening. Thea already told me if we meet I would have to supply treats, and that's a deal. We have a large agenda and a lot of information to share with you. One of the critical discussion elements is the Park naming which has to be presented to the City Council in the near future. We put an ad in the paper a couple weeks ago but we haven't had many requests. I want to share with you the Deerfield development plans. As we had discussed a long time ago it looks as if we'll get our trail around the pond, a nice piece of park land, and good connections to The Pond's Park. · Please review the attached C.I.P. and be prepared to discuss at the meeting. · I have included the Comprehensive Lake Management Plan which the Engineering Department would like us to review and comment. I have included the Rental Policies for the Lakefront Park Pavilion and the Resource Center for your review. We have included the revisions which you suggested so this would be considered the final draft, unless you have more to add. · Also included in your packet is the final punch list of work that has yet to be completed at Lakefront Park. I hope to see y.c~ on the 14th, and again if it is impossible for you to attend please give us a call. THANKS 16200 Eagle Creek Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER 16200 Eagle Creek Avenue S.E. Prior Lake, MN 55372-1714 PARKS ADVISORY COMMITTEE MINUTES DECEMBER 15, 1999 The Parks Advisory Committee meeting was called to order by Ron Ceminsky at 5:55 p.m. on Wednesday, December 15, 1999. Members present were Ron Ceminsky, Thea Fluhrer, Kathy Smith, Sandi Fleck, Tom Schutz, Chad Storley and Pat Heaney. Councilmember Pete Schenck was absent. Staff members present were Paul Hokeness, Director of Parks and Recreation, A1 Friedges, Parks Supervisor, Chris Esser, Recreation Supervisor and Lisa Newling, Parks and Recreation Secretary. THEA FLUHRER MADE A MOTION TO ACCEPT THE MONDAY, NOVEMBER 8, 1999 MINUTES WITH CORRECTIONS. KATHY SMITH SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Staff reports - Paul Hokeness Park Naming Policy Paul indicated the Park Naming Policy needs to be approved by the PAC in order to be presented to the City Council. Generally, if the park is not officially named it takes the on the working name. The Busse's have applied to name the new Community Park after them. The Kop's have also applied to have the road into Lakefront Park named Kop Parkway. Staff has recommended the new road off Mushtown into the Ponds Park be named Ponds Parkway. Tom does not have a problem with Kop Parkway. He does have a concern regarding the name of the new Community Park. Kathy feels the two are the same. They both are former property owners. Thea does not want to see the name Lakefront Park be changed. She does support Kop Parkway. In the future the farmsite may be named Kop Historical Farmsite as a suggestion. Kathy is in favor of this name because it will help the Police Department locate a park. Tom asked if a public hearing is needed? Ron does not feel this is necessary. Paul indicated these items are on the PAC agenda that is published in the Prior Lake ~4merican. It is a possibility to advertise for interested applicants. Tom indicated the PAC needs to approve the name prior to the proposal to the City Council. Pat asked who names the park? Chris indicated the PAC recommends a name, then presents it to City Council. If they do not approve the name it comes back to the PAC. Tom feels there needs to be some type of procedure. He would recommend advertising that name is being considered for the new Community Park located on the former ]~t~.l~i4~p09. rlt~h~.g~C could then narrow the names submitted. After Phone 952.447.4230 / Fax 952.447.4245 a name was agreed upon it could be recommend to the City Council. He does not see why the City Council would reject the name after following this type of procedure. Ron agrees that the procedure needs to be followed. Kathy is afraid that every parent who has lost a child will want to submit a name and how is the committee going to reject there submission? Paul indicated both these parties asked about naming the park and parkway prior to this policy. Ron asked if there are any other requests? Paul indicated there was an initial request by Hank Smith to name the street going to Memorial park after his family. This was also prior to the policy. Kathy feels these names are showing respect for previous property owners. Thea read the Park Naming Policy. The committee agreed names need to be solicited for the name of the former Busse Park. They agree with the name of Kop Parkway and Ponds Parkway. Sandi suggested that staff solicit input for the name of the Community Park located on the former Busse property in reference to policy. She recommend one notice in the Prior Lake American with a two week deadline. This way it could be brought to the February meeting for discussion and then forwarded to the City Council. All committee members agreed with Sandi's recommendation. MOTION BY PAT HEANEY RECOMMENDING THAT KOP PARKWAY AND PONDS PARKWAY BE PRESENTED TO THE CITY COUNCIL. KATHY SMITH SECONDED MOTION. MOTION CARRIED UNANIMOUSLY. MOTION BY TOM SCHUTZ TO SOLICIT INPUT FOR THE NAME OF THE NEW COMMUNITY PARK LOCATED ON THE FORMER BUSSE PROPERTY, WITH ONE NOTICE IN THE PRIOR LAKE AMERICAN WITH A TWO WEEK DEADLINE FOR ALL APPLICATIONS. SANDI FLECK SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. The next meeting will be held on Monday, January 10, 2000 at 6:30 p.m. at the Maintenance Center. MOTION BY TOM SCHUTZ TO ADJOURN THE MEETING AT 6:30 P.M. CHAD STORLEY SECONDED THE MOTION. MOTION CARRIED UNANIMOUSLY. Following the meeting was a neighborhood meeting discussing the Traffic Study and Design of the new Community Park located on the former Busse Property. Paul Hokeness Lisa Newling Director of Parks and Recreation Recording Secretary ES CITY OF PRIOR LAKE LAKEFRONT PARK PAVILION RESERVATION POLICY The Lakefront Park Pavilion, located at 15790 Ridgemont Avenue is scheduled by the Parks and Recreation Department and is available for use on a rental basis by residents, civic groups, commercial groups and non-resident groups. The policies that follow are needed to insure the proper use and control of the facility so that all people may equally enjoy them. RESERVATION PROCEDURE Requests for use of the building should be directed to the Parks and Recreation Department at 612-447-9820. Reservations will occur on a first come, first serve basis. Users that are being charged a rental fee will have their reservation held for 14 days without a rental deposit. If the deposit has not been received by the 14th day, the reservation will automatically be canceled. PRIORITY OF USE - LAKEFRONT PARK PAVILION o ' City functions have first priority for bOoking the Lakefront Park Pavilion. The · City reserves the right to preempt a scheduled use when necessary to conduct City business. , Prior Lake residents or groups may make a reservation at any time on a first come, first serve basis. . The initial application period for each year Will be January 1 to January 31 of the current year. Exceptions may be made to the application period for some reservations if extraordinary circumstances exist, on a case by case basis. All reservation requests received during this application period will be considered as a group and assigned according to the following priority system: a) b) c) d) e) School District #719 or youth associations serving Prior Lake; Prior. Lake non-profit civic groups; Prior Lake resident or commercial groups; Non-profit groups outside the Prior Lake area; Commercial or private groups outside the Prior Lake area. , In cases where conflicts occur within a priority category, the group that had rented the space the previous year will be given priority. Confirmation of reservations for these groups will occur February 1-15. , All requests for use after the initial application period will be dealt with on a first come, first serve basis. (CONTINUED) 16200 tEl~l~i~l~ Ave. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER RENTAL CATEGORIES AND RATES The following categories of users have been established and the rental fees for use of the facilities are based upon these categories. 1. City sponsored events are free of charge. . School District #719 sponsored functions. Fee: $25.00 per hour, Monday through Friday. $50.00 per hour Saturday, Sunday and City-holidays (4 hour minimum). Note: The City may charge additional fees to School District #719 for any extraordinary expenses incurred. Prior Lake youth organizations, non-profit civic groups, churches and government agency functions. A non-profit group is considered Prior Lake as long as a majority (51% or more) of its members live or work in Prior Lake (an annual membership list is required). Fee: $25.00 per hour, Monday through Friday. $50.00 per hour Sat~rday~ Sunday and City-holidays (4 hour minimum). 4. Local resident use for private or social functions and commercial use from businesses within the City. Fee: $50.00 per hour. 5. Non-profit groups from outside of the City, non-resident use for private or social functions and commercial groups from outside the City. Fee: $75.00 per hour. Notes on fees: a) b) c) d) e) There is a one-hOur nfinimum on weekdays, Monday-Friday. On Saturday and Sunday and City-holidays, there is a four-hour minimuni. A $50.00 reservation deposit is due at the time of application for groups in Category 4 & 5. This deposit will be applied to final billing. A $200.00 damage deposit, separate from the rental fee, will be made by groups 4 & 5. This fee will be returned within one (1) week after the event if no deductions are necessary. The remaining fees for rental (if any) are due one (1) week prior to the event. Please refer to item #3 under the "Supervision and Damage" section of this policy for infornmtion on additional supervisory charges. REFUNDS The reservation deposit is not refundable if the reservation is canceled less than 30 days before and the building cannot be re-rented. If re-rented, the reservation is returned. PERMITS A permit authorizing use will be issued to the applicant after the application is approved. The Prior Lake Parks and Recreation Department reserves the right to cancel the permit if the regulations of use are violated. Permit holders will not assign, transfer, or sublet to others the use of the facilities. The individual signing the pernfit nmst be 21 years of age or older. (CONTINUED) LKFRTPOL. DOC SUPERVISION AND DAMAGE Every group using the facility nmst be under competent adult (21 +) leadership. The organizing user or groups will assume full responsibility for the group's conduct and for damage to the building or equipment. 2. Groups are responsible for their own room set up and take down. , The City reserves the right to assign or require supervisory staff, police or maintenance personnel at an additional cost to the user. An estimated cost will be calculated at the time of the reservation. The group will be billed for the actual cost after the event. LIABILITY The organization or riser group using the pavilion will agree to indemnify the City of Prior L~ike, and its employees for any and all damage to the building, or other property, by any person or persons attending the affair, and likewise, the City of Prior Lake, and its employees against all liability and all damages to any person for injuries, including death. You are advised to contact your insurance agent regarding appropriate coverage for your particular event. RULES FOR USE 1. The entire building is a smoke free facility and users are responsible for ensuring that 'members of their group do not smoke within the building. 2. No intoxicating beverages may be served after 11:30 p.m. (See section titled "Events In volvin g Alcoho?') , Clean-up of the facility is the responsibility of the group. If any item such as rice or confetti is thrown in the building or on the grounds, the group is responsible for cleaning up this material. A checklist of clean-up items expected of your group will be provided. If the building is not cleaned up in accordance with the checklist, the city cost for clean-up will be assessed to your group. 4. Amplifier equipment use will be restricted if it becomes a public nuisance. 5. The use of fog/smoke (special effect fogging) machines is prohibited. HOURS OF USE The hours of use for the Lakefront Park Pavilion are as follows: 7:00 a.m. - 12:00 nfidnight, Monday-Friday 8:00 a.m. - 12:00 midnight, Saturday and Sunday NOTE: Use of the building on City holidays nmy require an additional expense to cover staff overtime costs. (CONTINUED) LKFRTPO L. DOC SET UP AND DECORATIONS 1. The building will be opened a maximum of one (1) hour prior to the hours of use for set-up, depending on the day of the week. Any time beyond the above one (1) hour will be charged to tile user group at the current rate.. , Decorations should not inconvenience any other groups or cause damage to the facility. If it is necessary for your group to mount items on the walls, please use masking tape. The use of pins, tacks or nails on the walls is strictly prohibited. EVENTS INVOLVING ALCOHOL o Any activity operating with the intent of distributing alcoholic beverages free of charge nmst state their intent on tile reservation application form. The distribution of any alcoholic beverages, free of charge, nmst be authorized by the Director of Parks and Recreation. By law, private groups are not allowed to sell alcohol at any public facility and are not eligible to apply to the City for a permit. Alcohol may only be displayed or consumed in the pavilion or porch area of the pavilion. No alcohol other than beer in cans is allowed beyond the pavilion or porch area. All alcoholic beverages, including beer, must be served in cans or plastic cups only, NO GLASS! , The sale of alcoholic beverages will require obtaining a temporary liquor license for the event. A club or charitable, religious or non-profit organization in existence for at least three (3) years are the only groups that may be issued a temporary license for-the on-sale of malt liquor and wine in connection with a social event within the City, sponsored by the licensee. All groups selling 3.2 malt liquor beverages at a function held in the Lakefront Park Pavilion will be required to secure liquor liability insurance (dram shop) in the nfinimum amount of $500,000 with the City of Prior Lake named as an additionally insured party. Groups intending to sell hard liquor may apply for a temporary on-sale liquor permit. A certificate of insurance must be submitted at the time of final payment in these cases. If your group is interested in selling alcoholic beverages at your event, please allow at least 30 days prior to your reservation so we can give you the proper forms and help you through the process. 3. Any user group failing to comply with this policy will forfeit their $200.00 damage deposit. 4. All local Ordinances and state laws regarding the use or selling of alcohol thust be adhered to at all times. THE ABOVE RULES AND REGULATIONS HAVE BEEN ESTABLISHED FOR YOUR BENEFIT AND TO PROMOTE RESPONSIBLE USE. LKFRTPOL. DOC RENTAL CATEGORIES AND RATES The following categories of users have been established and the rental fees for use of the facilities are based upon these categories. 1. City sponsored events are free of charge. . School District #719 sponsored functions. Fee: $12.50 per hour, per studio side, Monday through Friday. $25.00 per hour, per studio side Saturday, Sunday, and City-holidays (4 hour minimum). The City may charge additional fees to School District #719 for any extraordinary expenses incurred. Prior Lake youth organizations, non-profit civic groups, churches and government agency functions. A non-profit group is considered Prior Lake as long as a majority (51% or more) of its niembers live or work in Prior Lake (an annual membership list is required). Fee: $12.50 per hour, per studio side, Monday through Friday. $2~.00 per hour, per studio side Saturday, Sunday and City-holidays (4 hour minimum). 4. Local resident use for private or social functions and commercial use from businesses within the City. Fee: $25.00 per hour, per studio side. . Non-profit groups from outside of the City, non-resident use for private or social functions and commercial groups from outside the City. Fee: $37.50 per hour, per studio side.. Notes on fees: a) b) c) d) e) There is a one-hour mininmm on weekdays, Monday-Friday. On Saturday and Sunday, there is a four-hour mininmm. A $50.00 reservation deposit is due at the time of application for rental for groups in Category 4 & 5. A $200.00 damage deposit, separate from the rental fee, will be made by groups 4 & 5. This fee will be returned within one (1) week after the event if no deductions are necessary.. The remaining fees for rental (if any) are due one (1) week prior to the event. Please refer to item #3 under the "Supervision and Damage" section of this policy for information on additional supervisory charges. REFUNDS The reservation deposit is not refundable if the reservation is canceled less than 30 days before and the room cannot be re-rented. If re-rented, the reservation is returned. PERMITS A pernfit authorizing use will be issued to the applicant after the application is approved. The Prior Lake Parks and Recreation Department reserves the right to cancel (CONTINUED) LRCPOL.DOC HOURS OF USE The hours of use for the Prior Lake Resource Center rooms are as follows: 7:00 a.m. - 12:00 nfidnight, Monday-Friday 8:00 a.m. - 12:00 nfidnight, Saturday and Sunday Use of the room on other City-holidays re.ay require an additional expense to cover staff overtime costs. ROOM SET UP AND DECORATIONS 1. The btfilding will be opened a maximum of three (3) hours prior to the hours of use for set-up, depending on tile day of the week. Any time beyond the above three (3) hours will be charged to the user group at the current rate. . DecOrations should not inconvenience any other groups or cause damage to the facility. If it will be necessary for your group to mount items on the walls, please use masking tape. The use of pins, tacks or nails on the walls is strictly prohibited. EVENTS INVOLVING ALCOHOL . Any activity operating with tile intent of distributing alcoholic beverages free of charge nmst state their intent on the reservation application form. The distribution of any alcoholic beverages, free of charge, nmst be authorized by the Director of Parks and Recreation. By law, private groups are not allowed to sell alcohol at any public facility and are not eligible to apply to the City for a pernfit. Alcohol may only be displayed or consumed in the comnmnity room(s) specified on your reservation permit. All alcoholic beverages, including beer, nmst be served in cans or plastic cups only, NO GLASS! . The sale of alcoholic beverages will require obtaining a temporary liquor license for the event. A club or charitable, religious or non-profit organization in existence for at least three (3) years may be issued a temporary license for the on-sale of malt liquor and wine in connection with a social event within the City, sponsored by the licensee. All groups selling alcoholic beverages at a function held in the Resource Center will be required to secure liquor liability insurance (dram shop) in the mininmm amount of $500,000 with the City of Prior Lake named as an additionally insured party. A certificate of insurance nmst be submitted at the time of final payment in these cases. If you group is interested in selling alcoholic beverages at your event, please allow at least 30 days prior to your reservation so we can give you the proper forms and help you through the process. 3. Any user group failing to comply with this policy will forfeit their $200.00 damage deposit. 4. All local ordinances and state laws regarding the use or selling of alcohol must be adhered to at all times. THE ABOVE RULES AND REGULATIONS HAVE BEEN ESTABLISHED FOR YOUR BENEFIT AND TO PROMOTE RESPONSIBLE USE. LRCPOL. DOC II I % % % I I I :I I l I k ;'"' · February 25, 2000 Meda Kop 1600 Main Ave. SE Prior Lake, MN 55372 Dear Meda, I am happy to report the City Council officially named the new roadway going into Lakefront Park "Kop Parkway". Al Friedges is ordering a new street sign which will be installed this spring. It saddens my heart that John didn't get the chance to see the park when it is completed but, I am sure that he is smiling down on us, and is proud to know his family name is now a part of the park, forever. If there is anything that Al or I can do for you please give me a call at 447-9821. Sincerely, Paul Hokeness Parks and Recreation Director CITY OF PRIOR LAKE 16200 El~.lq~ql~/e. S.E., Prior Lake, Minnesota 55372-1714 / Ph. (612) 447-4230 / Fax (612) 447-4245 AN EQUAL OPPORTUNITY EMPLOYER