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11-19-19 CSCCCOOMMMMUUNNIITTYY SSEERRVVIICCEESS CCOOMMMMIISSSSIIOONN Regular Meeting Agenda Tuesday, November 19, 2019, 7:00 pm Richfield Municipal Center (Heredia Room), 6700 Portland Ave Commission Members Staff/Others Liaisons Danielle Indovino Cawley, Joannette Cintrón de Núñez, Carolyn Engeldinger, Art Felgate (Vice Chair), Anne Flake, Joseph Miller, Lisa Rudolph (Chair), Dan Smieja, Kevin Wendt Amy Markle (Recreation Services Director) John Evans (Recording Secretary) Rachel Lindholm (Sustainability Specialist) Edwina Garcia (City Council) Crystal Brakke (School Board) 1. Approval of Minutes/Agenda  Regular Meeting Minutes: September 17, 2019  Regular Meeting Minutes: October 15, 2019 2. Public Comment  Resident comment and items not printed on agenda 3. Staff Reports  Recreation Services (Markle)  Sustainability (Markle/Lindholm) 4. Discussion Items  Expiring Terms  Joannette, Carolyn, and Danielle  Inclusive Playground Grant Update (Markle) 5. Action Items  Revised Special Event Permit Guidelines (Markle)  Friends of Wood Lake Board Reappointment (Markle)  Cancel December Meeting 6. Committee Reports  Transportation Commission (Felgate)  FOWL Board (Miller)  Planning Commission (Smieja)  Arts Commission  Friendship City Commission (Markle)  Honoring All Veterans Memorial (Markle) 7. Next Meeting Tuesday, December 17, 2019, 7:00 pm? Tuesday, January 21, 2020, 7:00 pm Richfield Municipal Center (Heredia Room), 6700 Portland Avenue 8. Adjournment September 17, 2019 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, September 17, 2019 Richfield Municipal Center (6700 Portland Ave) PRESENT CSC: Kevin Wendt, Carolyn Engeldinger, Lisa Rudolph, Art Felgate, Dan Smieja, Anne Flake, Joannette Cintrón de Núñez STAFF: John Evans, Amy Markle, Patrick Martin SCHOOL BOARD: Crystal Brakke ABSENT CSC: Danielle Indovino Cawley, Joseph Miller Call to Order Rudolph called the meeting to order at 7:02 pm. Approval of Minutes/Agenda Minutes and Agenda: Felgate moved to approve the minutes of the regular July meeting and this evening’s agenda. Approved, ayes all. Staff Reports Recreation Services Recreation Services Director Markle reported on the following:  Ice Arena Refrigeration Project Information Sessions  Play Equipment Replacement at Jefferson, Nicollet, and Taft Parks  Wood Lake Boardwalk Repair  Tree Trust: Tree Planting at Veterans Park  Open Streets at Penn Fest  Sustainability Specialist Position and possible subcommittee/commission formation Discussion Items Stormwater Pollution Prevention Plan/Permit Public Works Engineer Martin reviewed the process for renewing the City’s MS4 permit from MPCA and outlined the City’s Storm Water Pollution Prevention Plan. Rudolph asked if more social media posts and publicity could more widely publicize the Adopt-A- Drain program and other best practices for stormwater management. Action Items Friends of Wood Lake Board Appointments The group reviewed the three applicants for the Friends of Wood Lake Board: Engeldinger moved, seconded, to appoint Jacob Good, Kay Roseland, and Katie Williams to the Friends of Wood Lake Board. Approved, ayes all. Inclusive Playground Design Concept Markle reviewed two proposals submitted for the all-inclusive playground design at Augsburg Park from two vendors on the State of Minnesota contract (Northland Recreation and Landscape Structures). She said that, with capital improvement funds from the liquor stores, round-up money from the liquor stores, and other possible grant sources, the project is hoping to be funded for 2020. She said that the plans will be reviewed with Fraser Community Services and asked the CSC to consider overall design between the two proposals. Flake suggested that the lot be fenced in. Markle said that a fence company may be willing to donate some goods or services. Rudolph said that some parks feature a permanent sign to recognize donors and contributors. Markle said that the inclusive playground will be the source of round-up money at the liquor stores again in December. Members of the group suggested more benches all around the lot and ensure wheelchair-accessible swings for the first proposal. Markle said that Northland was more willing to work around the existing trees and can work with us to alter the concept, including adding fencing. Flake moved to recommend approval of Northland Recreation for the all-inclusive playground project, seconded. Wendt expressed reservations about only considering two proposals, one of which is much larger in scope. Markle said that she could bring other proposals in October. Flake had concerns about a grant deadline that Markle outlined. Wendt asked if a proposal could be considered at a special meeting prior to the grant deadline. Markle said that these two proposals took each vendor a month to assemble. Approved, six yes, one no (Wendt). Dog Park Location Tabled until October. Committee Reports Transportation Commission: Felgate Planning Commission: Rudolph Arts Commission: Markle Friendship City Commission: Markle Honoring All Veterans Memorial: Markle Other/Next Meeting/Adjournment Regular October Meeting: Tuesday, October 15, 7:00 pm, Richfield Municipal Center (6700 Portland Ave). Adjournment: Meeting adjourned at 8:44 pm. DRAFT MINUTES UNTIL APPROVED BY THE CSC. October 15, 2019 REGULAR COMMUNITY SERVICES COMMISSION REGULAR MEETING Tuesday, October 15, 2019 Richfield Municipal Center (6700 Portland Ave) PRESENT CSC: Kevin Wendt, Lisa Rudolph, Art Felgate STAFF: John Evans, Amy Markle, Rachel Lindholm SCHOOL BOARD: Crystal Brakke OTHERS: Kathleen Balaban (resident) ABSENT CSC: Danielle Indovino Cawley, Joseph Miller, Dan Smieja, Anne Flake, Joannette Cintrón de Núñez, Carolyn Engeldinger Call to Order Rudolph called the meeting to order at 7:08 pm. Call to Order Balaban commented on the chosen location of Taft Park for a new dog park. She noted that there is a dog park near the airport, so that would place two dog parks close together. She also commented that there is very little mentioned in the past Community Services Commission about preserving green space and sustainability. She also commented on 5G signals and exposure to electromagnetic fields. Staff Reports Recreation Services Recreation Services Director Markle reported on the following:  Pumpkin Giveaway at Fairwood Park  Half-Haunted Halloween preparation (October19)  Ice Arena Refrigeration Project Council Item (October 22)  Band Shell project completion  Three Rivers Park District playground grant for Taft Park Sustainability Specialist Lindholm reported on the following:  Recycling containers and service in the parks  RFP for organizing collection for organic composting Discussion Items Inclusive Playground Grant Update Markle reported that she met with Fraser Community Services and the Richfield Adaptive Recreation Supervisor about the specifics of the playfeatures. She said that, with some tweaks from those discussions, she had Northland Recreation revise the proposal. She said that she is finishing an application for a Hennepin County grant to help fund the project and will seek Council approval to apply for the grant. She said that she will seek partners to get involved and write letters of recommendation. She said that she may apply for a State of Minnesota playground grant if the Hennepin County grant isn’t approved. Dog Park Update Markle reported that adaptations will be made to an existing park for a dog park, so it won’t be a large area, but it will be an opportunity for an off-leash space. She said that the most viable locations are a couple of areas at Taft Park. She said that the City was approached by Finnegan’s Beer, who wants to create a craft beer for Richfield and some of the proceeds would go to a Richfield project; the Richfield Liquor Operations Director is hoping for the dog park to be the recipient of these proceeds. She said that staff has thought about all possible locations and Taft seems to have the most positives and least negatives. Playground Grants for 2020 Markle reported that a grant was awarded for $102,000 from Game Time for Madison and Washington Parks. She said that the Police Department was approached to help with a community build of the equipment. She said that Council approval is not needed because the project budget is under $175,000, but she wanted to include the Community Services Commission in the process. Rudolph said that neighborhood involvement is important with this process, but to be able to take advantage of this grant is more important and it’s a positive thing that they will be involved with the build. Committee Reports Transportation Commission: Felgate Friends of Wood Lake: Markle Planning Commission: Rudolph Arts Commission: Markle Honoring All Veterans Memorial: Markle Other/Next Meeting/Adjournment Regular November Meeting: Tuesday, November 19, 7:00 pm, Richfield Municipal Center (6700 Portland Ave). Adjournment: Meeting adjourned at 8:13 pm. DRAFT MINUTES UNTIL APPROVED BY THE CSC. COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: November 19, 2019 Agenda Item Revised Special Event Permit Guidelines Agenda Section Action Items Attachments Draft Event Permit Guidelines and Application Contact Amy Markle Recommended Action Approve the amended permit guidelines that streamline forms for event organizers, require sustainability efforts, and increase fees to cover the work that is included hosting events in the city. The City of Richfield has several event permit forms that have been confusing to event organizers, and offer duplicate information. To streamline forms and information, staff has created one form for all event organizers to fill out that includes amended guidelines. In alignment with City and Council goals, the guidelines strongly encourage sustainable event practices and an increase in fees. The amount of staff time it takes to organize hosting special events in the City is considerable; the new fees are a modest increase that is reflective of true costs. Several other cities have been surveyed to determine their special event permit fees. As of the packet assembly, only Eagan had responded. They charge a $250 application fee, then assemble a committee of staff from Police, Fire, Public Works, and Recreation to determine the amount of staff time the event will require. They quantify this time and charge 125% of this amount, then refund any overpayment after the event. Inver Grove Heights and Bloomington had basic facility rental fees that they charged as a base (i.e. Bloomington uses their band shell as the base for events, charging $130-$158/hr, depending on the applicant’s tax status). Then, similar to Eagan, they determine staff time and charge an event fee accordingly. City of Richfield Event Permit Guidelines for Public Streets/Parks Individuals or organizations requesting to conduct an event on public streets and/or in parks outside of posted rental areas must complete a permit application and remit payment of application fee in the amount of $250. The permit fee is refundable in full if the permit request is denied. Permit applications must be received at least 60 days from the date of the event, but no more than 10 months before. Permit applications submitted in less than 60 days before the date of the event will not be considered. Permit Applications will be reviewed by staff within 14 days of receipt. The City of Richfield reserves the right to deny permits for future events. Individuals or organizations conducting an event on public streets and/or in parks must have in their possession a signed Event Permit for Use of Public Streets and/or Parks during the event. Permit Fees Permit Application Fee $250 payable upon submission of application Park Trail Fee $200 for events that use park trails Event Fee $1 per registered participant Public Safety Personnel Varies, for events requiring public safety personnel Shelter Rental Varies, all events using parks must rent all shelters present at advertised rates. Permit Guidelines  The maximum number of permits granted for events on public streets shall not exceed one event per month with no back to back calendar weekends (city events are exempt).  The maximum number of permits granted for events in parks outside of posted rental areas shall not exceed one event per month with no back to back calendar weekends (city events are exempt).  Courses for events on public streets can only be used one time per year.  Event permits on public streets are only issued from May to mid-November. Event Requirements  All events on public streets and/or in parks must have the ability to pre-register participants. Applicants must show on promotional materials that no event day registrations are accepted.  Maximum participant capacity for events on public streets will be considered for each individual event based on location.  Maximum participant capacity for events in parks outside of posted rental areas will be determined by staff.  Low-impact routes that stay in parks are encouraged. One (1) portable toilet is required per 125 people.  Arrangements must be made for parking and waste management (including recycling and compost collection, if needed).  Sufficient staffing and/or volunteers must be provided (minimum of 20).  No permanent signs and markings (including paint) can be used during the event. Application Requirements  The applicant must submit map of proposed route in advance of event date.  The applicant must submit event promotional materials in advance of event date. Course maps and descriptions must be provided and placement of stop signs and safety cones (if needed).  A food sales disclosure is required if selling or distributing food at the event.  Applicant must submit proof of insurance (million dollar limits minimum).    EVENT APPLICATION FOR USE OF PARK SPACE AND/OR PUBLIC STREETS Permit Fee: $250 (payable upon submittal of application). This fee is refundable if event application is not approved or is forfeited before final staff review. Event Type (check all that apply): Athletic Wedding Concert Party Fundraising Picnic Parade Other (please specify) Athletic Event Type (check all that apply): Running Bicycling Bicycling Wheelchairs Motorized (please specify) _____________ Walking Strollers In-line Skating Other (please specify) _______________ Event Distance (check all that apply) 5K 10K 13.1 mi 26.2 mi Other (please specify) _________ Other (please specify) _________ Park or Streets Requested for Event Event Date(s) Start Time Est. End Time Name of Organization Street Address City/State/Zip Contact Name Home Phone Cell Email Day-of-Event Contact Name Cell Estimated Number of Participants Estimated Number of Volunteers Are there arrangements for: Parking? Yes No If so, where and how many spaces are available? Restrooms? Yes No If so, where? Trash Collection? Yes No If so, where? Recycling Collection? Yes No If so, where? Organics Collection? Yes No If so, where? Do you plan to sell food to participants, spectators and/or volunteers? Yes No If so, specify what food will be sold. Do you plan to serve food to participants? If so, please specify what food will be provided and how it will be served. Yes No What food? How will it be served? Describe your plan for waste management, including organics collection and disposal. Describe your plan for inclement weather. Describe your medical plan Describe your plan for traffic control and participant safety. Desired Location and/or Event Route Sketch location on another page and attach; indicate starting and ending location. Submitting Application Return completed application and $250 application fee (payable by cash, check, or Visa/MC/Discover) to AMY MARKLE RICHFIELD RECREATION SERVICES 7000 NICOLLET AVENUE RICHFIELD, MN 55423 612-861-9394 amarkle@richfieldmn.gov COMMUNITY SERVICES COMMISSION EXECUTIVE SUMMARY Meeting Date: November 19, 2019 Agenda Item Friends of Wood Lake Board Reappointment Agenda Section Action Items Attachments FOWL Board Application: Mary Oakland Contact Amy Markle Recommended Action Reappoint Mary Oakland to three-year terms on the Friends of Wood Lake Board The Community Services Commission appoints members to the Friends of Wood Lake (FOWL) Board of Directors. Appointments are made throughout the year. Board members serve three-year terms and can be reappointed to multiple terms. The applicant being considered for reappointment is Mary Oakland.