Loading...
HomeMy WebLinkAboutParks Packet 09.20.23Page 1 of 2 Parks Commission Agenda September 20, 2023 Agenda Parks, Recreation, and Open Space Commission Meeting of September 20, 2023 Hugo City Hall, 7:00 pm 7:00 pm 1. Approve Minutes from August 16, 2023 Meeting 7:02 pm 2. Facility Rental Report 7:30 pm 3. Updates 1. City Bus Tour 2. Kidz N Biz 8:00 pm 4. Adjournment Page 2 of 2 Parks Commission Agenda September 20, 2023 Background Parks, Recreation, and Open Space Commission Meeting of September 20, 2023 Hugo City Hall, 7:00 pm Approve Minutes from August 16, 2023 Meeting Staff recommends approval of the minutes of the Parks Commission meeting of August 16, 2023. PLEASE SEE THE ATTACHED MINUTES. Updates Staff will provide updates on ongoing projects, the annual bus tour and programs. THE PARKS PLAN CAN BE FOUND AT: https://www.ci.hugo.mn.us/2040compplan Page 1 of 3 Parks Commission Minutes October 18, 2022 Minutes Parks, Recreation, and Open Space Commission Meeting of August 16, 2023 Present: Meredith St. Pierre, Mat Rauschendorfer, Ranell Tennyson, James Compton, Sr. Absent: Cathy Moore-Arcand, Valerie Boyd, Emily McGinnity Staff Present: Scott Anderson, Public Works Director Shayla Denaway, Parks Planner Amber Lozier, Accounting Clerk Chair St. Pierre called the meeting to order at 7:04 pm. 1. Approval of Minutes from the June 21, 2023 Meeting Tennyson made a motion, Rauschendorfer seconded to approve the minutes of the June 21, 2023 Parks Commission meeting. All ayes. Motion approved. 2. North Star Wetland Bank Update Denaway provided an update on the project. Staff are waiting for completed topographic survey, vegetation survey report, and Level 2 wetland delineation approval. Data loggers have been installed, and the monitoring report should be received in October or November. Comments from the Army Corps of Engineers on draft prospectus have been received. USACE would like invasive species included in the vegetative analysis, and require that the City own the property or have an agreement with the school district. USACE would prefer the use of onsite materials for site fill, if possible, and have specified that paved trails cannot be constructed in areas where wetland bank credits are assigned, but boardwalks are permissible. The Federal Aviation Administration requires review of the project if it is within five miles of an airport. Due to the project’s proximity to Benson and Forest Lake airports, WSB will coordinate with the FAA to complete the review process. Denaway explained next steps for the project, which include an on-site meeting with USACE, coordination with the school district and TEP review of the prospectus in October. 3. Bernin Park Master Plan Denaway presented community feedback from the recent neighborhood meeting. Residents had concerns about the location of the southern trail and the use of ATVs on the property. Residents would Page 2 of 3 Parks Commission Minutes October 18, 2022 also like to have warnings about ticks and Lyme’s Disease for park users, and are interested in paved or gravel trails over mowed trails. The Bernin family would like the City to incorporate the Silver Maple at the homesite and Joshua’s Tree into the final park design. Residents also expressed interest in archery hunting, kayak access and a fishing pier. Denaway confirmed that the southern trail location has been shifted. Commissioners discussed advantages and disadvantages of mowed, gravel and paved trails. Anderson noted that gravel trails are easiest to maintain. Staff recommended that trail types be finalized as the design evolves. Denaway asked commissioners to expect continued discussion on passive uses in the park, including ATV use, archery hunting, and off-leash dogs, as residents become more aware of the park and use it more. St. Pierre and Tennyson questioned the rules for archery and hunting in City parks. Denaway clarified current shooting and archery rules within City parks. St. Pierre made a recommendation to post passive park rules at Bernin Park as soon as possible. Staff recommends approval of 2023 Bernin Park Master Plan. Rauschendorfer made motion, Tennyson seconded to approve 2023 Bernin Park Master Plan. All ayes. Motion approved. Denaway presented WSB’s proposal for final design and construction plans for Bernin Park, and the timeline for the proposed services, which has bidding of the project planned for March 2024. This timeline makes this project a candidate for the DNR Outdoor Recreation Grant, which has an application deadline of March 2024 for construction in Fall 2024 through Fall 2026. Rauschendorfer asked about budgeted park projects and the CIP. Denaway clarified that the CIP outlined construction of Clearwater Creek Preserve in 2024 and construction of Bernin Park in 2025. Denaway asked commissioners to consider priorities between Clearwater Creek Preserve or Bernin Park. Rauschendorfer questioned whether the Clearwater Creek Preserve project had any other agencies or development projects tied in; Denaway confirmed there are not. Tennyson mentioned the amount of time Clearwater Creek has been waiting for updates. Anderson mentioned that Clearwater Creek already has some amenities. St. Pierre asked if City staff preferred one project over the other. Tennyson questioned whether both parks could be constructed by 2025. Commissioners discussed interest in applying for grants. St. Pierre noted the grant would delay completion of Bernin Park until 2025. St. Pierre questioned whether Clearwater Creek Preserve could be completed while waiting for grant funding for Bernin Park. Rauschendorfer noted that he would prefer to see Bernin Park prioritized over Clearwater Creek Preserve. St. Pierre made a recommendation to get a proposal for construction of Clearwater Creek Preserve. Staff recommends approval of proposal for final design and construction administration for Bernin Park. Tennyson made motion, Rauschendorfer seconded to approve proposal for final design and construction administration for Bernin Park. All ayes. Motion approved. Page 3 of 3 Parks Commission Minutes October 18, 2022 4. Project Updates Improvements at Victor Square were completed by the Homeowner’s Association. Exterior painting and staining of the shelter at Hanifl Fields were completed in June. Denaway gave an update on the Glacial Hills Regional Trail Long Range Plan. The Project is being led by Washington County. City staff will serve on the Technical Advisory Committee. The trail is a 13-mile West-East arterial trail that will be eligible for state funding as a regional trail. Right of Way needs, trail development and operations/maintenance needs are being evaluated. Annual City Bus Tour is scheduled for October 7. Denaway gave an update on the Rice Lake Reserve Trail construction. The developer paid park dedication fees, after the City declined to accept a .5-acre park space as park dedication. Currently, the trail goes through neighborhood and could be connected by trail to Hanifl Fields Athletic Park. If the commission chooses to extend the trail, it would be constructed alongside the turn lanes for CR 8. The City would reimburse M/I Homes for construction of the trail along CR 8, with a current cost estimate for construction totaling $30,000-$35,000. Motion made by Rauschendorfer, seconded by Compton, Sr. to extend the trail from Greystone Avenue on the north side of CR 8 to entrance to Hanifl Fields. All ayes. Motion approved. The Jolly Pops Concert took place on August 11. There were approximately 120 concert goers. The event was advertised by City staff at Lions Volunteer Park and on the City Facebook page. The event was also promoted by the Washington County Library, who sponsored the event, and the Citizen. 5. Adjournment St. Pierre made a motion, Tennyson seconded to adjourn the meeting at 8:10 pm. All ayes. Motion approved. POLICY REGULATING THE USE OF THE CITY OF HUGO PUBLIC FACILITIES Effective and Approved May 2, 2011 Updated July 18, 2022 GENERAL The City has public facilities (City Hall Oneka Room, Rice Lake Centre, Hanifl Shelter Gathering Room, Peder Pedersen Pavilion) which are intended to serve the public where possible by providing a facility conducive to the conduct of public business. Since public funds made these facilities possible, the public is encouraged to use them. The following policy is designed to promote orderly and appropriate use of these public facilities. Failure to conform to this policy for use of the facility shall be cause for forfeiture of future use privileges. WHO MAY USE THE PUBLIC BUILDINGS The public facilities shall be generally available for use by area civic, charitable or non-profit organizations and for public and private meetings. They may also be used, subject to availability, for other private events. They shall not be used for private profit-making activities or any other activity not consistent with the general purpose of the building or these policies. Routine use (weekly or bi-weekly) or use by political groups shall occur only with specific approval of the City’s rental coordinator. AVAILABILITY AND PRIORITY Reservations may be booked up to a year in advance. Approved reservation times and dates shall be adhered to. There shall be no subletting or assignment of reservations except by a City designee. Priority of Use: 1) Hugo City Council or Commission meetings and city sponsored programs 2) City approved groups serving youth or seniors having regularly scheduled meetings Example: Hugo Senior Club, Scouts 3) Other City approved groups having regularly scheduled meetings Example: Homeowners Associations, Hugo Business Association 4) Other non-profit organizations having public events 5) Hugo residents having private events 6) Non-Hugo residents having private events The City reserves the right to cancel any reserved meeting or event, without any cost to the City, if it becomes necessary to schedule a government associated meeting or event. APPLICATION To reserve a public facility, a rental application and all fees and deposits must be paid. The person signing the application is deemed to be the representative of the group or organization using the public facility and shall be responsible for compliance with all City policies. The applicant must be 18 years of age or older. The City’s rental coordinator shall approve or decline the application in a timely manner. An organization or non-profit group using the facilities regularly during the year may submit an application and deposit annually. A request for regularly scheduled events will be reviewed by the City’s rental coordinator in light of these guidelines and the availability of the facilities. Non-profits who wish to have regularly occurring meetings must serve Hugo residents and proof of residency of participants may be required. Non-profits that do not specifically serve Hugo residents are allowed up to 4 rentals per calendar year. Non-profits may not serve alcohol. The rental fee may be waived for city approved groups such as 501(c)3 non-profit organizations, community volunteer service organizations, or other applicants who have performed a commensurate service to the City. The City reserves the right to not allow rentals for a group or organization that have previously failed to clean up the room , failed to return keys, or has repeated cancellations. FEES, DEPOSITS, and CANCELLATIONS Fees and deposits shall be paid at the time of submitting a rental application according to the fee schedule as established by the Council. If alcohol is being served, an increased damage deposit is required. The damage deposit shall be refunded after the event provided no damage is done, all areas used are left in a clean acceptable condition, and that all keys are returned. The applicant is responsible for any damage or cleaning expense that exceeds the deposit. The rental fee shall not be refunded if the applicant cancels within 2 weeks of the date of the rental. If a reservation is made but the facility is not used, the City will charge the full rental fee regardless of non- profit status. Refunds may be granted, at the discretion of the City’s rental coordinator, for severe weather conditions. ACCESS TO THE FACILITY The applicant shall pick up a key at Hugo City Hall by 2:00 pm on the day of the rental or the business day prior for a weekend rental. All rental keys must be returned to Hugo City Hall by the business day after the reservation. SPECIAL EVENT PERMIT In addition to submitting a rental application and the fees, an applicant may be required to apply for a Special Event Permit subject to City Council approval. https://www.ci.hugo.mn.us/miscpermits Amplified sound/music that can be heard outside the building, anticipated attendance of over 200 people, or impacts on traffic or parking would necessitate a special event permit. USE REGULATIONS SUPERVISION The rental agreement signee is liable for all conduct of the rental group. This includes any damage, loss or breakage. All children present must have adult supervision. Please note that there are security cameras in use at some facilities. FOOD AND BEVERAGES Food and beverages are allowed. The rental spaces include food catering facilities only, not preparation centers. The applicant is responsible for furnishing all serving needs (plates, silverware, utensils, serving dishes, etc.) All food, beverages, serving materials, and other items must be removed at the end of the rental period. SMOKING Smoking is prohibited in all Hugo public buildings. ALCOHOL Use of alcohol in the public facilities will be the responsibility of the applicant. The use of alcohol will abide by all federal, state and local laws regarding the consumption, display and use of alcoholic beverages. No alcohol shall be provided to minors. No alcohol shall be consumed or taken outside the building. Alcohol may only be allowed if payment of the alcohol deposit fee and certificate of insurance is submitted with the rental agreement. The sale of alcoholic beverages is prohibited, unless a Temporary Liquor License has been granted or it is provided by a licensed caterer. Caterers providing liquor service must have and provide proof of a liquor license and provide a copy of liquor liability insurance. If alcohol is served or sold, a valid copy of liquor liability (dram shop) insurance is required with the minimum amount of $1,000,000 per occurrence. The City of Hugo shall be named as an additional insured. The person who signs the rental agreement must be the policy holder of the certificate of insurance and must be present during the rental. GAMBLING No gambling of any kind shall be allowed except with appropriate state and city permits. PARKING Parking is available at all facilities. There may be other rental groups, events, or park users nearby. Be prepared to share parking with others, especially at Hanifl Fields Athletic Park and Lions Volunteer Park. ANIMALS No animals, except for service animals, are allowed in public facilities. EXTERIOR USE No tents, inflatables, volleyball nets, signs, or other staked items are allowed on the exterior of the public facility without permission. Amplified sound or music is not allowed outside the building without a Special Event Permit. Music and sound inside the building shall not be loud enough to be heard outside the building. CLEAN UP REGULATIONS No rice, loose glitter, or confetti shall be allowed on premises. Standalone decorations are allowed. Painters tape is the only adhesive allowed on walls, tables, or other surfaces. Tacks, nails or adhesives that leave a mark are not allowed. Leftover pieces of tape or other marks on surfaces will result in forfeiture of the damage deposit. At the end of the use of the facility, it must be cleaned and returned to its original condition. This includes: • Remove all people and personal effects • Pick up and remove all trash and place bags in designated area • Wipe off tables, chairs, counters and remove food spills • Return tables and chairs to an orderly arrangement • Lock doors • Turn off all lights Setup, take down, and all cleanup must be done within the rental period. Access is not available outside rental times. Other groups may be using the space immediately following your rental. If the facility is not satisfactorily returned to its original condition, the City shall have the facility cleaned and the applicant agrees to pay for cost of cleanup. $1000 $250 MUST BE A CURRENT HBA MEMBER TO SPOnsor EVENTS Sign Up/Sponsor: HugoBusinesses.com s t a g eKIDZ N BIZ SEPT 30, 2023 $500 Event table space included at no additional charge Recognition on all promotional materials; digital and printed Prominent stage signage Shoutout from DJ A C T IV IT Y P R IZ E Event table space included at no additional charge Sponsor 1 of 4 specific activities Sponsorship signage at activity Shoutout from DJ Event table space included at no additional charge Sponsor prize category Sponsorship of Kids Prize Raffle (Bikes, Scooters, etc.) Shoutout from DJ Table/Booth Sponsor: Bring an activity orgive-away for children to create amemorable experience for your business!$125 SPONSORSHIPS ENGAGEMENT OPPORTUNITIES T a b le