CITY OF NEW HOPE 4401 XYLON AVENUE NORTH NEW HOPE, MINNESOTA 55428 Citizen Advisory Commission Regular Meeting CALL TO ORDER Chair Wills called the meeting to order at 7 p.m. December 13, 2016 New Hope City Hall, 7 p.m. ROLL CALL Present: Absent: Staff Present: Commissioners Daniel Gates, Michael Isenberg, Rick Riley (arrived 7:31 p.m.) Michael Schaefer, Mike Terres, Bill Wills Commissioner Dick Sievert Susan Rader, Staff Liaison APPROVAL OF MINUTES DISCUSS PARK PAVILION RENTALS Commissioner Schaefer made a motion to approve the minutes of the October 11, 2016 meeting. Commissioner Gates seconded the motion. Voting in favor: Commissioners Gates, Isenberg, Schaefer, Terres, Wills. Opposed: None. Absent: Commissioners Riley, Sievert. Motion carried. Ms. Rader referred to a memo in the commissioners packets, and noted that the picnic pavilions at Northwood and Hidden Valley parks were available for rental. She explained that the pricing structure was based on two 5-hour timeslots. A full-day rate was also available. She briefly reviewed the rates. She added that the pavilions were available free of charge on a first-come basis unless they had been reserved. Ms. Rader mentioned that a copy of the application was attached, and noted that staff had surveyed the cities of Brooklyn Center, Crystal, Golden Valley, Plymouth and Robbinsdale regarding their rates and policies. She requested input regarding the following areas: Should the city charge fees to school district groups, local athletic associations, and other non-profits? Ms. Rader noted that all cities surveyed charged all of their users, regardless of affiliation. Should the city charge a damage/policy compliance deposit? Ms. Rader mentioned that noise complaints had become an issue at Northwood Park. She noted that the application does inform users of the noise ordinance, but commented that it was sometimes disregarded. Should the city allow inflatables as part of a rental? Ms. Rader explained that inflatables were currently not allowed in the parks, but noted that other cities did allow them with prior approval and additional insurance.
Commissioner Terres wondered how often the pavilions were rented. Ms. Rader replied that there were roughly one or two rentals per weekend. She estimated the total annual revenue at around $1,500. Commissioner Gates expressed concern over damage to the parks caused by staking down inflatables. Ms. Rader noted that other cities required that sandbags be used rather than stakes. Commissioner Isenberg felt that inflatables would be acceptable in the parks as long as a proper permit and insurance had been issued. Ms. Rader suggested a limit of one inflatable per rental. Commissioner Gates expressed concern over the certificate of insurance coverage for inflatables, and suggested that staff seek legal advice regarding the certificate. Chair Wills wondered what type of marketing was typically done to promote pavilion rentals. Ms. Rader stated that it was advertised in the In Motion summer brochure, as well as on the website. Chair Wills suggested that it also be advertised in the utility bill insert, In the Pipeline. There was some discussion regarding charging the school district and athletic associations for reservations at either pavilion. Ms. Rader noted that there were costs associated with each rental, for preparation and clean-up. She added that non-paying groups might also be booking time that could be rented. The commissioners suggested offering a discounted rate to these groups. Discussion ensued regarding noise complaints and damage. Ms. Rader informed the commissioners that the police department had been made aware of each rental in advance. Commissioner Terres suggested that the city charge a damage/noise deposit of at least $100. Chair Wills also suggested including language indicating that a citation could be issued if police are called regarding a noise complaint. Page 2
Commissioner Schaefer wondered whether there had been any issues with alcohol in the parks. Ms. Rader replied that alcohol was permitted in all of the city s parks, although glass containers were prohibited. She added that it did not appear to be a factor in most rentals. BRAINSTORMING IDEAS TO BRING ATTENTION TO NEW HOPE Chair Wills asked the commissioners to consider what they could do as a group to bring attention to the city. He added that he would like to make this an ongoing topic of discussion. He mentioned events in the cities of Fergus Falls and Hudson, and also noted the Holiday Train that had stopped in New Hope. He wondered if the Holiday Train returned next year, could the City incorporate other activities, such as visits with Santa, carriage rides, or an activity at the ice arena. Ms. Rader stated that unfortunately, staff did not receive the train schedule until later in the season, after the ice arena had already been booked for a tournament. She informed the commissioners that approximately 1,000 people had attended the event, and mentioned that the New Hope Lions offered their assistance by collecting food shelf donations. She added that Canadian Pacific had also made a $4,500 donation to the food shelf. She mentioned that several other businesses had donated time and/or food to the event, including Mountain Mudd, State Farm, MN Rusco, and HyVee. Mayor Hemken requested the floor, and noted that a Skate with Santa event was being planned. Ms. Rader added that it would be held on December 16, and commented that it would have been nice to offer it following the Holiday Train. Mayor Hemken reminded the commissioners that a section of Xylon Avenue could be blocked off for events. Ms. Rader handed out a list of some ideas she had for promoting New Hope, including the Outstanding Business Award, RAVE Award, the In Focus Photo Contest, and Nextdoor.com. Chair Wills wondered if spaces could be designated in a new city hall to display larger photos of the winning contest photos, rather than just along a hallway. Commissioner Riley added that he would like see some space for other artists to display their work as well. Page 3
Commissioner Gates mentioned a celebration that occurred annually in Alexandria, featuring several holiday activities and a downtown lighting ceremony. He wondered about offering a similar event, possibly along 42 nd or Xylon avenues. Commissioner Riley thought that Xylon Avenue might be conducive to such an event. He also commented that he would like to have permanent signage welcoming people to the city of New Hope. FRED SIMS PARK PLAYGROUND PROJECT Ms. Rader informed the commissioners that Fred Sims Park had been scheduled for playground equipment replacement in 2017. She reported that surveys had been sent to the neighborhood last fall, and Flagship Recreation was currently working on a few designs. She added that a committee would be formed after the first of the year, and a few neighbors and commissioners would be asked to serve on the committee. Commissioner Riley volunteered to serve on the committee. 2017 CALENDAR AND UPCOMING EVENTS Ms. Rader handed out an updated list of future agenda items. Several potential topics were reviewed, including review of winter trail plowing, 2018 budget review, and 2016 storm water presentation. She informed the commissioners that the tennis courts had been removed from Lions Park due to their deteriorated condition, and reported that staff had received a few requests for a community garden at that location. She added that staff would like to receive feedback from the Citizen Advisory Commission on this idea in the future. Following a brief discussion, topics for the next three months were identified. They included: Update on Community Development projects, the Adopt-A-Plot program update, and possibly discuss the community garden. Commissioner Riley added that he would also like to discuss the Citizen Advisory Commission s role in City Day, probably in February or March. UPDATE ON SPACE NEEDS TASK FORCE NORTHWOOD PARK UPDATE Ms. Rader stated that the task force would hold their next meeting after the first of the year. She reminded the commissioners that surveys had been conducted at the open house in November, as well as online through the first part of December. She added that the City Council would be discussing the survey results at their December work session. Ms. Rader reported that the playground had opened and had been wellreceived. She noted that additional benches would be placed around the loop next spring and a kiosk would be added near the playground. She informed the commissioners that employees of Stantec Engineering had done some planting around the shelter building this fall as part of a Page 4
volunteer project. She added that staff would finish that project in the spring. Commissioner Riley inquired about adding a pavilion to the west side of Northwood Park, near the new playground. Ms. Rader replied that it was being given consideration by staff. Commissioner Terres wondered whether the trail would be plowed to Winnetka Avenue. Ms. Rader replied no, and stated that only a small loop would be plowed just east of Boone Avenue. Mayor Hemken asked Ms. Rader to report on an issue with one of the rain gardens at Northwood Park. Ms. Rader explained that excess water flowed into three rain gardens once the underground tank had filled. She reported that the middle rain garden had not been draining properly, and noted that staff had recently dug it out to try to locate the problem. PARK REPORTS Commissioner Riley mentioned that on a recent report, he had indicated that the handrails on the two bridges at Northwood Park had deteriorated. Ms. Rader replied that while the handrails might be showing some wear, the bridges were inspected by an engineer every two years, and had passed their last inspection. OTHER BUSINESS Chair Wills announced that Commissioners Daniel Gates and Dick Sievert had resigned from the Citizen Advisory Commission. Chair Wills reminded the commissioners that he also served on the Shingle Creek Watershed Commission. He mentioned the 10,000 Plantings by 2020 program, and noted that the West Mississippi Watershed organization was considering participating in events like the farmer s market. He added that they would like to have an information booth and offer native plants for sale. Mayor Hemken suggested that Chair Wills discuss this idea with Council Member John Elder, who served on the board of the farmer s market. Ms. Rader made the following announcements: A Free Little Library was now open at the New Hope Ice Arena; Skate with Santa would be held on December 16 from 6:30-8 p.m. at the New Hope Ice Arena; Page 5
Outdoor skating rinks and warming houses would open for the season on Saturday, December 17. Rinks would be open at Civic Center, Hidden Valley, Liberty and Lions parks. ADJOURNMENT Commissioner Isenberg made a motion to adjourn the regular meeting of the Citizen Advisory Commission. Commissioner Schaefer seconded the motion. All present voted in favor. Motion carried. The meeting adjourned at 8:35 p.m. Respectfully submitted, Penny Spitzer Recording Secretary Page 6