HomeMy WebLinkAbout04-13-2010 PRC 02 Mar MinutesCity of Hastings
Natural Resources and Recreation Commission Minutes
Parks & Recreation Conference Room
March 9, 2010 – 6:00 pm
1) Roll Call at 6 pm: Commissioners Flaten, Tessmer-Tuck, Schommer, and Miller; Parks and Recreation Director Bernstein;
Superintendent Smith
Absent: Commissioners Rohloff, Vandehoef, and Smith
February Minutes:
2) Motion to approve February minutes was tabled to March due to a copier error with the packet.
Setting Agenda:
3) Commissioner Miller asked to discuss garbage cans along the trails at open mike.
Open Mike:
4) When do the garbage cans go out in the parks and trails? Smith mentioned that when weekend duty starts with
staff, we generally put the cans out. This year, as with most years, this will be around the last weekend in April. They can’t be
left out all winter as there are no tops on the cans and they just fill up with snow and ice. By City ordinance, dog waste is not
to be disposed of in city receptacles, which is why we don’t put out special containers for that purpose.
Departmental Updates:
5) Departmental updates were passed out and reviewed with the commissioners.
Alcohol Sales at Veterans Park:
6) The discussion on whether to allow alcohol sales in Veterans Park was continued from last
month’s meeting. Jared did contact the City of Red Wing and found out that they do sell beer out of their concessions and it is
allowed for any adult games that are played there. People can also bring in alcohol from outside.
If Hastings allows the sale of alcohol at Hawks games, it would be difficult to police a ban on bringing alcohol into the park.
Commissioner Schommer commented that since City ordinance already states that people are allowed to bring alcohol in, we
should continue that practice. Jared did find out that in Red Wing, very few people bring it in since they know they can
purchase it at the games. It was also mentioned that Red Wing doesn’t charge a per game fee to the vendors, but instead has a
rental agreement for the season. This might be something we want to look at since both of the businesses that have
approached the Hawks do a lot for the local community. Charging a seasonal rental fee instead of a per game/event fee would
be more equitable to these businesses and would still provide revenue to the City. Commissioner Tessmer-Tuck questioned if
liability would be an issue with a private vendor on city property? The City would still probably be named in any type of
litigation, although the City would be named in the vendor’s dram and liability insurance and possibly a hold harmless clause.
Another question raised at the last meeting was why just the two vendors – shouldn’t all businesses have an equal opportunity
if we allow this? Commissioner Schommer did make phone calls to local businesses and at the present time, no other
businesses are interested. Commissioner Miller stated that if we start with these two businesses, it has to be with the
understanding that other local vendors may sign up in the future if they wish to. Director Bernstein asked about the possibility
of getting a request to sell alcohol in other city parks. The commission felt that the ordinance amendment should be limited to
Veterans Athletic Complex only. Commissioner Tessmer-Tuck stated that he still has concerns that selling alcohol in a park
sends the wrong message, but he also understands that this would be a good opportunity for local businesses. He asked if
there will be a need for security or police presence at games where alcohol is sold. Rivertown Days does pay for officers to be
on duty when alcohol sales are being made. The suggestion to see if the Police Reserves would be willing to provide security
was mentioned. Director Bernstein will draft an agreement with an appropriate fee, send it to the City attorney for his
comments, and then bring it back to the April meeting for review.
NRRC Name Change – Ordinance Update:
7) Director Bernstein met with the Parks & Recreation Committee of Council and
advised them that the NRRC would like to change its name to “Parks and Recreation Commission”. He explained that during
the Outlot J meetings, it became apparent that the general public doesn’t understand the role of the NRRC. It is hoped that the
new name will embody what the commission does and oversees. The Parks & Recreation Committee of Council thought that
this name change was appropriate and it will be brought forward at the next City Council meeting.
Outside Vendor Sales – Adjustment of Fee:
8) Director Bernstein brought the draft Outside Vendor permit before the Parks
and Recreation Committee of Council. The committee liked the approach we were taking, but thought the $175 fee might
detract rather than attract vendors and would like to see it lowered. Director Bernstein, with input from the committee, would
like to recommend lowering the fee to $100. Commissioner Flaten thought that the permit should reflect different fees for
one-day vs. two-day events. Another thought was that if alcohol is allowed to be sold at Hawks games, it should be under a
separate permit since it is for an entire season, not just a weekend. Staff feels that a maximum of six vendors should be
allowed at Vet’s at one time. Staff also feels that a flat fee is the best option, as we don’t want to try and police getting a
percentage of cash sales. No vendors will be allowed to sell beverages that compete with the City’s concession stand due to
our exclusive use contract with Coca-Cola. Director Bernstein will check with the Chamber of Commerce to see if any
businesses would like to have input into this process. He will bring the Outside Vendor permit with an adjusted fee of $100
before the City Council.
Beverage Contract:
9) Staff has been investigating several beverage providers, as our contract with Coca-Cola is up for
renewal. Coca-Cola has been our vendor for the last 10-11 years and staff recommends signing another 5 year contract with
them due to receiving the best terms on the contract. As part of the agreement, Coke will provide $10,000 over a 5-year
period to the City. The product they offer is also the least expensive and is popular with customers. The only issue with Coke
is that they won’t supply a fountain pop machine for the HFAC, but we have found another local vendor to supply the
machine. The switch to fountain pop at the HFAC has resulted in a much greater profit for the City. The concession stand at
Veterans Park doesn’t sell enough to consider fountain pop, but it may be something that will be considered for the Civic
Arena. The contract will be going in front of City Council at the next meeting.
Software Purchase:
10) A recommendation to have a new provider for our POS and online registration software will be going
before the Council on Monday. Our current vendor informed us that the version we have is no longer supported.
Unfortunately, we did not discover this until late fall, so we were not able to include it in the budget. However, the $10,000
that Coca-Cola will be providing will be used to offset this purchase. The new software will better suit our needs and comes
with better customer service.
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Replacement for Parks Superintendent Position:
11) Kevin Smith is retiring as of April 30. Internal advertisement for this
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position will be this week. Interviews will be held with internal candidates on the 22 of March. If there aren’t any internal
candidates, we will advertise externally and review applicants. In the event that the candidate who is hired is internal, we
already have approval from Council to begin the advertisement for a replacement maintenance person. The department
already has one maintenance position that wasn’t filled due to budget, so this maintenance position will need to be filled.
Emerald Ash Borer / Ordinance Modification:
12) The Emerald Ash Borer Management Plan that was brought forward to the
City Council was tabled at the meeting. Staff believes the Council wished to see the pertinent ordinance language cleaned up
to include EAB and other future pests/diseases. Council also had questions regarding the funding of the management plan.
Superintendent Smith commented on the attempt to make the new ordinance language simple, clear, and as all-inclusive as
possible. A question was raised about the definition of “epidemic” in the ordinance. Who determines whether something is
epidemic? Superintendent Smith commented that the City Forester is aware of whether something is considered epidemic or
not and that the definition involves whether or not the disease/pest threatens the lives of the trees or is just a nuisance. The
City Council will have to decide on an annual basis if the trees will be removed by the City or if this would be a shared cost
with the homeowner. How much the City can pay for depends on whether we’ve received any grants or other funding. This
year, staff did budget for EAB traps and treatment but it was cut. As has been mentioned before, it isn’t a matter of if EAB
will come to Hastings; it is a matter of when. Staff is being sent to EAB training and we have three certified First Detectors
within the department. Staff is also being trained in the application of chemicals to treat high-value trees. Planting some other
types of trees in the City to replace some of the weaker trees is in the management plan. We currently have 27% Ash trees in
our city parks and it could have been more, but staff quit planting Ash trees a while ago due to this threat.
MOTION: Commissioner Tessmer-Tuck motioned to bring the ordinance forward to City Council with the adjusted
language. Seconded by Commissioner Miller. Passed unanimously.
New Business:
13)
Sign Advertising:
Raider Nation would like to place banners on outfield fences in the neighborhood parks that they
will use. This would be covered under our temporary sign ordinance. Commissioner Schommer commented that the
City should not be responsible for any vandalism or damage to the signs. Commissioner Miller questioned whether
we really wish to allow advertising type signage in our neighborhood parks. Director Bernstein explained that there
would be one centerfield banner that says “Raider Nation” and then two signs thanking their sponsors. Due to the fact
that many of the ballfields are in neighborhood parks, the NRRC felt it is inappropriate to hang up outfield
advertising signs and leave them for any length of time. They did agree to allow Raider Nation to put up the banners
during their games, as long as they are taken down afterwards and are never left in the park overnight. If the signs are
seen hanging outside of game times, the signs will be removed and the privilege revoked.
Old Business:
14)
No old business.
MOTION to adjourn.
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The next meeting is scheduled for Tuesday, April 13 at the Parks & Recreation Office.
Adjourned at 7:28 p.m.
Minutes submitted by Kristin Behrens