HomeMy WebLinkAboutJanuary 17, 2008
PARK ADVISORY COMMITTEE MEETING
THURSDAY, JANUARY 17th, 2008
CITY COUNCIL CHAMBERS
6:00 p.m.
1. Call to Order
2. Approval of January Agenda
3. Approval of November meeting minutes
4. MPP Status & Council Feedback-Mike Feriancek
5. Recommendation of Advertising Sign Policy for City Parks-Kelly Meyer
6. Canoe/Kayak Rental Policy-Angie Barstad
7. Park Facilities & Equipment Matrix-AI Friedges
8. 2007 PAC Goals Review-Mike Feriancek
9. 2008 PAC Goals-Mike Feriancek
10. Events-Angie Barstad
11. Future Meeting Date
a. February 21S\ at 6pm in the City Council Chambers
Adjournment
Parks Advisory Committee Minutes
11/15/07
7:30 p.m. -9:00 p.m.
Members Present: Mike Feriancek, Dan Ruhme, Ron Ceminsky, Kyle Haugen, Kelly Loose,
Kendall Larson
Staff Present: Angela Barstad, Al Friedges, Kelly Meyer, Carrie Wiita
City Council Members Present: Steve Millar
Public Present: Mark Schroeder, Todd Loose
Meetine: called to order at 7:30 pm bv Mike Feriancek
Approval of November Ae:enda: Ron Ceminsky motioned to approve the agenda; second by
Kyle Haugen; approved
Approval of September Meetine: Minutes: Dan Ruhme motioned to approve minutes; second
by Kyle Haugen; approved
MPP: There will be a workshop with City Council on Monday, 11/19 to present MPP
Committee report.
Advertisin2 Policy for City Parks: Kelly Meyer, Assistant City Manager, presented the
attached follow up 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 response from the PAC was as follows:
Kyle Haugen: The City needs to address where ads can be placed, etc. Ad program must apply
across all organization and properties, not just Memorial Park. You can not single out a specific
organization (i.e. only Legion). The 75/25 split is not acceptable. The split should be equitable
for the City and the other organization. This split favors the City and not the non profit
organization.
Dan Ruhme: Was surprised with the 75/25 split. He believes the Legion should be the
beneficiary of the 75% versus the City. Create a numbering sequence so no one is cross selling
space.
Kelly Meyer: Advised that as a result from a conversation with the City attorney, the City must
identify a public purpose for the program. The City needs to benefit from the program in order to
show this purpose to the public. The % split is not negotiable per the City attorney. The City
must also establish the fee for the advertising so everyone is charged the same amount to
advertise at the parks.
Mike Feriancek: The PAC would like staff to send the proposal to the Planning Commission to
have any zoning ordinances adjusted. Also the PAC would like the staff to come back with a
dollar amount/fee schedule the City would charge for advertising. All of the above should be
presented at the December meeting.
Canoe/Kavak Rental Policv: Angie Barstad presented the attached report to the PAC regarding
the possibility of adding 2 canoes to the rack that was installed at Sand Point Beach as rentals.
(This suggestion was brought to the staff via City Council.)
The PAC would like staff to come back at the December meeting with the following information
before deciding on whether to forward this on to City Council:
. What is the City's liability if someone gets hurt?
. How can the City prevent people from canoeing out on the lake and not bringing the
canoe back?
. What would the City do if people took the canoe to the other side of the lake and ended
up getting hurt or stranded?
. What should the hours of operation be?
. What fee should be charged for just the canoe rental (not the rack rental which has
already been established)?
. What would pros/cons be to walk up rentals vs. call in rentals?
Proiect Updates: (Per Al Friedges)
Ryan Park Picnic Shelter - PLA Y contributed $26,000 for construction of a shelter at Ryan Park.
This shelter will be built in the middle of the baseball wheel in a "cross" shape so it will be
accessible from all sides. This will help give park patrons protection from inclement weather as
well as create a gathering area for tournaments, etc. Other then $5,000 in staff time, this project
will cost the City $0.
Park Equipment Matrix - Al and Cari Wiita will be doing the following and giving these
numbers to the City Council just after the 1 st of the year:
. Itemize all park amenities in all parks by year
. Put a life expectancy and replacement expectancy on each individual item
. Add 5% increase for inflation
This process will greatly help the budgeting and planning process for expenses in the future.
Playground Equipment at Howard Lake and Woods in the Wilds - This has been installed and is
being heavily used. The neighborhoods appreciate the equipment.
Events: Per Kelly Meyer the Chamber is sponsoring Downtown Dazzle on November 30th,
2007. Santa, music and refreshments will be at City Hall from 5 - 7pm. There will also be
fireworks and a tree lighting ceremony.
Motion to adjourn the meeting by Ron Ceminsky; second by Kendall Larson, approved.
Meeting adjourned, 9:00 pm
Next meeting: December 20th, 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: January 17, 2008
Agenda Item: 4
Agenda Title:Advertising Policy for City Parks
Prepared By: Kelly Meyer, Asst. City Manager
o Presentation, No Action Required
o Requires Discussion and Direction to Staff
XX Final Review I Prepare Recommendation to City Council
History: In April 2007, Prior Lake American Legion Baseball made a presentation to the
Parks Advisory Committee requesting that the PAC re-consider an advertising signage
program for Veteran's 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:
(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 Veteran's Memorial Park.
January 14, 2008
In November 2007, after consulting with the City Attorney, staff brought a draft policy to the
PAC for discussion. The PAC provided considerable feedback and directed that staff refine
the policy based upon the feedback provided and bring a second report back to the PAC for
further discussion.
Discussion Items: Outlined below is a summary of the proposed policy and the rationale
for each element of the program. A draft advertising signage policy is attached.
1. Location: The policy provides that the advertising space would first purchased at
Veteran's Memorial Park, which can accommodate 45 signs. Signs would be
permitted on the interior side of the outfield fences. Once Veteran's Memorial fencing
is filled, the program would move to fencing at The Ponds. The City would select
which field would be utilized first and communicate that to the selling agent(s). In this
manner, fields don't end up with sporadic or intermittent signs posted, and it
streamlines the amount of time staff will spend to install/remove signs. It is a benefit to
the organizations because the number of signs any organization can sell is only
limited by the amount of outfield fencing we have in our community parks.
2. Proaram Operation: The City should 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 representing 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, approving sign design and material, as well as ordering
signs (if necessary), disbursing money, and installing, removing and storing the signs.
The non-profit organization will be responsible for selling the advertising, submitting
the sign design, and collecting the fees.
3. Sians: The policy provides that a large-hole open mesh polypropylene windscreen
material is used for all signs. This material 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.
Signs would be 8' tall x 10' wide. This size allows signs to be seen from a distance.
Uniform sizes will also provide for ease of installation. Sign designs would be
approved by the City in advance, which will help to assure that signs are appropriate
for a family facility.
4. Fees: Fees would be collected for each sign on an annual basis and submitted to the
City by April 15th of each year. Fees would be based on a full season (May 151 -
October 3151in the case of baseball). The rates proposed are-
Advance Purchase 3 seasons
$ 600
$1500
Annual Fee
For new signs purchased during the season, the fee will be prorated. Multiple
seasons or multiple spaces can be purchased by multiplying the annual fee. In this
manner, there is consistency in the fees charged, as well as flexibility for advertisers.
. Page 2
January 14, 2008
5. Revenues. Because the program uses City facilities, and because the construction,
maintenance, and improvement of these facilities is a result of public investment, the
City taxpayers should realize a benefit 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
45% of the total sale. The 55% retained by the City could be directed to a new park
equipment fund to be established to help fund replacement of play structures and
other amenities in our City parks.
For Example
Veteran's Memorial Park can accommodate
At the base rate of $600 / sign
Total revenue
x 45% sales commission
55% revenue to park equipt. replacement
45 signs
600
$27,000
$12,150 annually
$14,850 annually
In looking for comparable programs, the City found that the vast majority of metro
cities do not permit advertising signage of this type in their City parks. The two
exceptions in some cases were ice arenas and golf courses. Cities that did permit the
program in these facilities were all over the board in terms of management and fees.
For example -
Shakopee Ice Arena - City manages the program and installation, and sets
advertising fees. The City requires a minimum $5000 annual payment, or 25% of the
gross annual sales, whichever is higher.
Cottage Grove Ice Arena - Permits Hockey Association or City to sell advertising.
City gets $350 of $850 for dasher signs, and $100 of $500 for wall signs. The City
sets the fees, and competes with the Hockey Association for the sales. If the City
sells the advertising, the hockey association gets nothing. The City sets the
advertising fees.
Andover - Permits ads in City parks, but requires both a lease agreement and a
conditional use permit for each sign. The City of Andover's perspective was to limit
their involvement as much as possible. The City puts up and removes the signage
but does not store it. The City gets 10% of gross sales.
6. Zonina Code Compliance: As the PAC is aware, the current zoning ordinance does
not specifically permit advertising signage on public property in the manner proposed
by this program. If the PAC recommends approval of this proposal, and the City
Council approves, a zoning ordinance amendment would be necessary. The
amendment would be the subject of a public hearing before the Planning
Commission, and the Council would then act on the amendment.
7. Other: The PAC also asked that staff confirm that the VFW would support such a
program at Memorial Park. I have met with VFW President Lyaman McPherson and
discussed the program. On January 14th, I will be present at the VFW Board meeting
to answer additional questions of their membership. In general, I believe the VFW is
supportive of the advertising sales program. The initial concerns are that the program
benefit Prior Lake sponsored teams, rather than teams sponsored by other
. Page 3
January 14, 2008
communities. This language has been incorporated into the policy. I will share any
additional comments by the VFW at Thursday's PAC meeting, and I will invite VFW
President McPherson to attend the meeting as well.
Alternatives:
A. Motion and Second to recommend the Advertising Sign policy to the City Council as
outlined.
B. Motion and Second to recommend the policy with amendments.
C. Take no action and provide staff with additional direction.
Recommended Motion:
Alternative A.
. Page 4
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 organizations and their sponsors 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: Findings
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 sign age 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 are sponsored by Prior Lake
civic organizations and represent the Prior Lake community may enter into a contract with the City
for the purpose of selling space for advertising on City ball field fencing. The contract would
establish the organization as an agent for the City whose purpose is to solicit sales of advertising
signage for installation in City community park athletic fields. For each sign sale, the agent would
receive a 45% commission payable by the City.
Section 6: Sian Locations: So that the advertising sign age 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 Field, 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.
Signs shall be installed on the interior side of the field fencing only. The City reserves the right to
determine locations of all advertising signage.
Section 7: Siqns
7.1 Design. Signs shall be 8' tall x 10' wide in size and produced on a large-hole
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 expected that advertising signage be of a type that is appropriate for a family environment. For
C:\Documents and Settings\abarstad.PRIORLAKECH\Local Settings\Temporary Internet Files\OLKF6\Draft Advertising Signage
Policy-I-I7-08.doc
aesthetic and safety reasons, the City reserves the right to limit sign size, material, location, and
color.
Agents must submit a drawing of the sign design and remit all collected advertising
payments to the City. Upon receipt of the sign design and fee, City staff will work with the
advertiser and vendor to facilitate ordering the sign. Advertisers may use their own vendor to
provide signage if the sign meets the City's material, size and approved design criteria, has been
approved by the City and all fees paid in full.
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 31 st 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 or damaged due to wear and tear at its sole
discretion. The sign owner shall be solely and exclusively responsible for sign replacement due to
wear and tear, vandalism, theft, and damage to weather elements. 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 advertising fee for each sign to be
displayed as follows:
Annual Fee $600
3 Seasons in advance discount $1500
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 sale or
display of, or damage to advertising signage contemplated by this policy.
C:\Documents and Settings\abarstad.PRIORLAKECH\Local Settings\Temporary Internet Files\OLKF6\Draft Advertising Signage
Policy-I-17-08.doc
4646 Dakota Street SE, Prior Lake, MN 55372
Committee Report
To: Parks Advisory Committee Members
Dale: January 17, 2008
Agenda Title: Discussion - Canoe Rental at Sand Point
Prepared By: Angie Barstad, Recreation Coordinator
o Presentation, No Action Required
o Requires Discussion and Direction to Staff
o Final Review I Prepare Recommendation to City Council
History: City Council has asked the PAC to research and determine if it would be feasible to
offer the community canoe rental opportunities at one of the beaches in Prior Lake. At the
November 15, 2007 PAC meeting staff was directed to research the following information and
come back to the PAC with the findings regarding the rental of canoes at Sand Point Beach.
Discussion Items:
1. Liabilitv: See attached form which lists the rental agreement & waiver which must be
signed by the renter.
2. Fee SUQQestion: $3.00 per half hour, which follows Cleary Lake rates. The rentals
should also be done on a "walk up" basis versus calling into the recreation
department and reserving a canoe for a specific dateltime because of difficulty with
managing the reservations/communication between the office and staff at the site.
3. Location/Safetv: Should this be set up at Sand Point given the heavy traffic already in
this area? A boundary should also be set up with buoys in the water so all renters
know the distance they can safely travel with the canoe.
4. Hours of Operation. The proposed hours and dates of operation would be in line with
the beach hours currently offered which are approximately the second week of June
through mid August, Monday - Sunday from 11 am - 7pm. Canoe rentals would be
available beginning at 11 :30am through 6pm. This will be ample time for a staff
person to open/close the rental site and to ensure that lifeguards are on duty.
Alternatives: / /.;1 ) J/' < /' /;1--' / r r . j ,
//1y ~ter2j /:5 !(jQ.(' @/! /tYULJ ,-)ana f' /0 7cD Pl/Sy c;J, ((:; c.( C~i\ju'lcJ
A. Direct staff to implement canoe rentals at Sand Point or another location. (1.. /Jl-1{.:; ~.f' ~ l. &:r/
Ql . ../. -./)) -'/:)
B. Take no action. ,.G ~{/c:d t:;J!
57u<:1/T-.
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ThreeRivers
PARK DISTRICT
N~
0806 .
Date
RENTAL RECEIPT/WAIVER
PLEASE READ BEFORE SIGNING
Name
Phone
Address
City/State/Zip
(Attach all coupons to back of form)
EQUIPMENT RATE QTY. HOURS TOTAL
Tandem bicycle 7.00/hr
Child Trailer 3.50/hr
Bike/Group Rate .
Volleyball/Net 2.00/hr
Horseshoes/Bocce 2.00/hr
~ . Canoe 3.00/half.hr
Rowboat 3.00/half-hr
PaddleboatlWaterbike 6.00/half-hr
Kayak - single 3.00/half-hr
Kayak - double 5.25/half-hr
Boats/Group Rate
Other
Late Fee 15.00 Applies to items not returned before closing time
Time Out/In
Total Due:_ 0 Cash 0 Check 0 Chg Issued By
Rental Agreement/Waiver
I will be responsible for the replacement, at full retail vaiue, of any equipment rented under this
Rental Agreement that is not returned to the rental location. I further agree to reimburse the Park
District for any loss or damage, other than reasonable wear and tear, which results from the use of
this equipment whether or not I am responsible for the loss or damage.
I hereby agree that the use of the equipment under this Rental Agreement is undertaken by myself
at my soie risk and that Three Rivers Park District shall not be liable for any claims, demands,
injuries, or damages, actions or causes of action, whatsoever to myself or property arising out of or
connected with the use of any of the equipment under this Rental Agreement. I further agree to
expressly release and discharge Three Rivers Park District from all such claims, demands, injuries,
damages, actions or causes of action, and from all acts of active or passive negligence on the part
of Three Rivers Park District, its servants, agents or employees. I agree that this Rental Agreement
was bargained for. In addition, I am aware that alternative services and products are available.
I have made no misrepresentations to the Three Rivers Park District, its servants, agents or
employees, in regard to my age.
Signature
Picture Identification required for deposit.
Late fee applies to items not returned before closing time.
P MIL. ,"'; ktt,.1 tJ~ H#/
During the preparation of the 2008-2012 CIP, the City
Council directed staff to develop a park equipment
matrix.
The purpose of the matrix is to assist with the
budgeting for replacement of existing park equipment
and facilities.
\t'~ ~\lllJ;;
The analysisifs ~ series of inventories for each park
identifying the buildings, equipment and facilities.
It then identifies the original installation dates, expected
lifespan and expected replacement date.
-- f1rvlltlV
This matrix is a new element that will identify the City's
maintenance and replacement needs in our park
system for the next 25 years.
The matrix inventories our 52 existing parks and
encompasses 982 acres.
All equipment has been assigned a life expectancy
ranging from 3 - 40 years.
Some of the assigned life expectancies are for
refurbishing (i.e., roofing) while other life expectancies
are assigned for total replacement.
Some of the life expectancies assigned are estimated
and replacement will be directed by the amount of
public use.
The matrix will be re-evaluated on a yearly basis.
The facilities and equipment in the inventory generally
fall into four categories:
1. Park Related Buildin~
Estimated cost range is $350,000 to $700,000
each. This would include concession/restroom
buildings (i.e. - The Ponds, Ryan, Sand Point
Beach, Watzl's Beach & the Pavilion at
Lakefront)
2. Park Facilities
Estimated cost range is $25,000 to $150,000
each. These include play structures, picnic
shelters, athletic field fencing, nets, courts,
rinks, boardwalks, trails and sidewalks.
3. Roads and Parking Lots
Estimated cost range is $20,000 to $400,000.
Our community parks have significant roadway
and parking lot infrastructure.
4. wurtenant Eqillpment
Estimated cost range is $500 to $25,000. This
includes enclosures, benches, garbage
receptacles, building repairs, grills, park
signage, bicycle racks, court color resurfacing,
beaches, bleachers, etc.
The inventory includes over 14 million dollars of
replacement over the next 25 years.
Not included in the replacement projections at this time
are irrigation, athletic field lighting and trails and
sidewalks outside of the park borders.
What are the Financial Impacts to the Matrix?
The capital parks fund cannot be utilized to fund
replacement items.
Currently staff has identified 3 funding options:
1. Referendum
2. General tax levy operating budget
3. A measured annual investment in an equipment
fund to minimize taxpayer impact
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