Park Board

To: Park Board Members From: Maria Butts, Parks and Recreation Director Subject: Park Board Meeting Meeting Date: Tuesday, November 9, 2021 @ 6 pm Location: Whitefish City Hall, 418 East 2nd Street, Whitefish Agenda A. Call to Order B. Approval of the November 9, 2021 Agenda C. Approval of the October 2021 Minutes D. Public Comments (This time is set aside for the public to comment on items that are either on the agenda, but not a public hearing or on items not on the agenda. City officials do not respond during these comments but may respond or follow-up later on the agenda or at another time. The Park Board Chair has the option of limiting such communications to three minutes depending on the number of citizens who want to comment and the length of the meeting agenda.) E. Committee Reports a. Bicycle/Pedestrian Committee – Jim b. Tree Advisory Committee – Terri c. WSFF Board – Ron/Frank d. WAG Board – Ray F. Presentations a. Request from Flathead Valley Ski Education Foundation to construct a sidewalk in Mountain Trails Park b. Request from Project Whitefish Kids to begin design planning for a pickleball court at Smith Fields G. Public Hearings H. Old Business a. Consideration of Glacier Twins proposals for Verizon Funds b. Update on Adult Fitness Path at Armory Park I. New Business a. Review of Special Event Guidelines, Fee Structures, and Depot Park Event Guidelines J. Other Items a. Consideration of cancelling December meeting K. Items from Parks and Recreation Department a. Administrative Report b. Recreation Coordinator Report c. Maintenance Report d. Community Services Coordinator Report L. Correspondences M. Items from the Park Board N. Adjourn Distribution List Ron Brunk, President Maria Butts, Director of Parks and Recreation Department Jim DeHerrera, Vice President Jennie Bradford, Parks and Recreation Office Manager Frank Sweeney, City Council Rep. Dana Smith, City Manager Terri Dunn, Park Board Member Ray Boksich, Park Board Member Carrie O’Reilly, Park Board Member Melissa Hartman, Park Board Member  Park Board Meeting Minutes October 12, 2021 Park Board Members Present: Jim DeHerrera, Ron Brunk, Carrielynn O’Reilly, Melissa Hartman, Terri Dunn, Ray Boksich, Frank Sweeney Park Board Members Absent: none Guests: John Phelps, Brandon Theis City Staff Present: Maria Butts and Jennie Bradford A. Call to Order: 6:06pm B. Approval of the October 12, 2021 Agenda: Director Butts requested to move new business ahead of old business. Member Sweeney moved to accept the agenda with this amendment. Vice President DeHerrera seconded. All ayes. C. Approval of the September 14, 2021 Meeting Minutes: Vice President DeHerrera moved to approve the minutes. Member Sweeney seconded. All ayes. D. Public Comment: NA E. Committee Reports a) Bicycle/Pedestrian Committee: Director Butts shared most of the meeting revolved around the proposed trail along the Riverbend condominiums. The committee would like to make a recommendation to the Park Board to then make a recommendation to Council to approve of the shared use path along the riverfront. b) Tree Advisory Committee: Member Dunn advised the committee has not met, so there is no update. c) WFSS Board: Member Sweeney advised nothing to report. d) WAG Board: Member Boksich reports they did not meet in August. A September meeting was held; however, the minutes have not yet been approved. He shared the shed arrived today. The next project is paving the path, but they are awaiting engineering services. Landscaping and water abatement will be addressed in the future. Currently preparing for winter. F. Presentations: Bike/Ped Committee Chairperson John Phelps Director Butts shared public comment has been received. Board members received this by email and were provided a hardcopy as well. John Phelps presented his report on behalf of the Bicycle and Pedestrian Committee. Questions/Comments from the board: Member Sweeney commented this is one of the most complete and well-prepared reports. He agreed this is the safest way to manage this if it can be done. Public Comment: Julie Tickle, Executive Director of Dream Adaptive: Julie shared the Dream Adaptive organization has a growing adaptive biking program and they expect to see a large increase in the number of participants. The program aims to use the shared use pathway throughout town. She informed the board this past summer they had to shut their bike program down because participants were neither able to use the stairs under the bridge, nor go up Miles Avenue. Julie requested the concept of universal design, that which will be the greatest benefit to all community users, be considered when looking at how to best connect the downtown and BNSF pathways. She expressed, having the path go along the riverfront would be the safest, most welcoming, and accessible option. President Brunk commented that despite being extremely comfortable riding his bike in traffic, this year it has become very challenging to cross highway 93 downtown. He added, this project is long overdue and hopes council will move forward with the condo group and hopes they will work with city on this to benefit the community. Frank moved to approve the report as prepared and pass it onto council. Seconded by member Dunn. Director Butts added there is a conceptual design included in the Bike/Ped minutes and while this is not an exact design, wanted to note there is some concept of an elevated boardwalk design. All members were in favor of supporting or passing this on to council with the board’s endorsement. None opposed. Member Sweeney added he supports this report, is not sure the conclusions can be supported long term but feels Council does need to investigate this. G. Public Hearings: NA H. New Business: Consideration to approve final Armory Park Master Plan i. RPA presentation of Master Plan Director Butts reminded the board that we have received a LWCF grant in the amount of $150k with $100k pending. Brandon Theist (RPA) presented the master plan. There are 2 phases (phase 3 and phase 4), and phase 3 is scheduled for next summer. Brandon explained the project needs to go to bid. We will have a base bid and then several additional options we can choose to add-on based on price. The base bid will include the shared use path around the eastern portion of project and southern portion of the project framing the northern limits of parking lot, installation of a well, resurfacing of the lacrosse field and adjusting irrigation, installation of an adult fitness area, completion of drainage improvements for the eastern half of the park. Added alternatives include the eastern parking lot, shared use path around the playground loop, fitness loop, and building loop around the south and west sides of the Armory building. Phase 4 includes added alternatives we could not do in phase 3, the park trees, ball field improvements and irrigation, west parking lot, large pavilion north of the eastern parking lot, and several small gazebos north of skatepark. Questions from the board: Member Boksich, wonders what the status is with the usage of the ball fields as his observation is they are currently underutilized. Director Butts commented that before covid, there was an adult rec softball program run out of Armory Park and there was discussion of bringing it in-house. Stephen Kostoff, the Recreation Programmer would like to offer an adult rec softball program, but the current condition of the ball diamonds does not allow for a successful program. With the field improvements, Director Butts feels we could revive adult softball and have a league. President Brunk inquired as to what will happen if we will be moving soil around but not addressing the fields until phase 4. He questioned if this would make the fields unusable? Brandon responded that next summer, they would only grade the eastern half, so the ball fields would remain as is. Member Boksich asked if the WAG Board could meet with RPA to discuss drainage for dog park as well. President Brunk asked Director Butts to explain how this project will be funded. Director Butts advised of the established funding amount and amount of unsecured funding at this time but added there are additional available funds through resort tax, the parks cash balance, paved impact fees and the parkland acquisition fund. ii. Staff presentation of adult fitness equipment component Questions from the board: Member Sweeney commented that without a cover, its usefulness would be approximately 4-months of the year. President Brunk commented seniors were the smallest percentage of those who participated in the survey, yet this is the group we are trying to target. He questions the usability of such an area. Member Boksich reports the overwhelming reaction he experienced amongst people his age that he spoke with was they would not exercise in a field, they would not use it. Member Sweeney states even though he is not against it, he questions what practical use will become of it. President Brunk echoed this stating of all the comments he read, people think it’s a neat idea, but he does not get the sense very many people are excited to use it. Member Dunn commented many people use the outdoor fitness activities along the trail at the hospital, but this proposal looks more like an outdoor gym. Director Butts shared if the board chooses not to pursue this outdoor fitness area we would have a savings of $89,000, however, we would need to discuss this with LWCF as this was presented in the original grant application. Member Dunn feels an adult fitness area is still a good idea but would propose something like the trail and activities at the hospital which would be aesthetically pleasing but cost much less. Director Butts says she has a mid-October meeting with LWCF and can discuss this with them and make sure it would not compromise our funding. Member Sweeney moves to approve the Armory Master Plan with the amendment of making the fitness component more activity and less equipment based, like that of the hospital trail, and with the approval from LWCF. Seconded by member Dunn. All ayes. I. Old Business: a. Consideration to approve of new mechanisms for managing commercial use in public parks Fitness in the Park: as presented Gazebo Rentals: • Political campaigns are not permitted to charge a fee however, donations are acceptable. Park/Field Rentals: as presented Watercraft Launching:  • Allow for up to 5 daily non-motorized individual watercraft rental deliveries at river-front parks • Does not allow non-motorized rental delivery at City Beach due to competition with City lease • Limit for-profit parking at City Beach to 2 parking spaces per launch • Limit number of annual permits issued by type as follows (no limit on dock service, guiding limit to 6 permits, marine services/sales no limit, motorized rental delivery limit to 4, no limit on boat storage/delivery) Commercial Filming: • Continue using a special event application/permit until more information is collected. Look to see out-of-state resort towns have such a permit. Member Sweeney made a motion to approve the proposed mechanisms for commercial use in parks as presented. Seconded by member Boksich. All ayes. J. Other Items: NA K. Items from the Parks and Recreation Department a) Administrative Report – no comment. b) Recreation Coordinator Report – Director Butts added we have canceled the before school program as we only had one child in attendance. c) Maintenance Report – no comment. d) Community Services Report – no comment. L. Correspondence: Bike/Ped communication from the public was provided to board members both by email and hardcopy. M. Items from the Park Board: Member Sweeney would like the Bike/Ped committee to make it a priority to obtain easement along the trail at Birch Point, as this has been in the works for as long as the Riverbend trail project. President Brunk shared that on Monday, he, as part of a committee representing the public, will request council take a stand against alternative C on highway 93 S. Member Sweeney moved to authorize President Brunk to vote against alternative C on behalf of the Park Board, for the reasons of loss of tree canopy and a loss of quality of downtown Whitefish. Seconded by member O’Reilly. All ayes. President Brunk shared they had a productive meeting with Glacier Twins earlier in the day. More information will be provided soon. N. Adjourn Member Sweeney made a motion to adjourn the meeting. Seconded by Vice President DeHerrera. All ayes. Meeting adjourned at 9:26pm  Whitefish Dog Park Board of Directors Meeting Minutes 27 September 2021, National Parks Realty Board Room Call to order: 5:30pm Roll Call: Ray Boksich, Tom Hughes, Joni Aronson, Bill Vetter, Ross Fletcher, April Storr, Holly Stevenson, Regan Peschel, Melanie Boat, Kris Barmum Consent Agenda: • July 26, 2021 meeting minutes • August/September, 2021 treasurer's report Regan motion to approve, Joni second. Motion approved by all. Old Business 1. Utility Shed (Ray): • City Architectural Review Committee approved design. • Ground preparation work start 9/29-30. • Shed construction in progress, delivery expected late October. • Ray suggested a thank you gift for architect (Dia Sullivan) • Holly Motioned: $100 thank you Gift Certificate Whitefish Lake Golf Club course. • Second by Joni. Motion approved by all. • Melanie suggested $100 would not adequately express gratitude of the board. Suggested higher amount is warranted. Melanie motioned the board to rescind the $100 Gift Certificate and replace it with $200 Gift Certificate to Whitefish Lake Golf Club. Second by Joni. Motion approved by all. 2. Community Challenge (Melanie): • Direct donations $55K, expected ~$10K match from Whitefish Community Fund. • Follow ups • Large donor Community Fund Thank You card: a. Board selected “Winter Scene” • Board thank you Joni (and ??) for handwriting thank you notes to all donors 3. Southside Walking Path Extension (Ray): • Formal City of Whitefish Architectural Review Committee approval required. • Ray asked Ross to start process to create Engineering Drawing • Suggest by getting quote from River Design Group 4. Front End (East side entrance) reconstruction (Ray):  • Ross/Ray will follow-up with Ryan Norris if architectural rocks discussed at July meeting are still available. 5. Mutt/Mitt schedule (Ray) • Ross and Holly picked up available days. New Business 1. Kiosk Bids: • Need three bids • Board asked to provide suitable companies to solicit for quote 2. Thank you procedure • Board discussed ideas: • Acknowledgement on Kiosk or bricks. • Board agreed to create Ad-hoc committee to formulate proposal 3. Special Dog Days: • Memorial Day • Dog “breed” nights Committee Reports 1. Executive: • no report 2. Finance: • Tom: 2022 budget required by December. 3. Projects: • Ross: no additional report 4. Maintenance: • Ray: expressed gratitude for Mark Tracy’s near daily support for park. Mark is leaving Whitefish for Winter season soon 5. Communications • Regan: suggested creating Venmo QR code to accept online donations 6. Events/Fundraising • Melanie: no additional report 7. Nominations • Ray/Tom: Board has single vacancy. No interested candidate identified. 8. Volunteers/Friends of WAG • Kris: no additional report Adjournment: 6:40pm From: Tim Hinderman To: Maria Butts Subject: Saddle Club/Ski Museum: New Sidewalk Proposal Date: Monday, October 11, 2021 3:47:27 PM Attachments: Ski Museum - New Sidewalk.pdf ATTENTION: External Email - This email originated from outside of the City of Whitefish. Use caution when clicking links or opening attachments unless you recognize the sender and are expecting the contents. Contact the IT Helpdesk if in doubt. Hi Maria, Long time, no see – Happy Fall! I hope you are well. I am attaching a site plan showing a new section of concrete sidewalk we are proposing to connect the existing sidewalk on the north side of the building to the existing concrete landing at the front door. I am assuming that this will need approval by the Park Board, so is it possible to add it to the agenda for the November meeting? Please let me know if you have questions or need additional information. Thanks, Tim Hinderman FVSEF tim.hinderman@fvsef.org (406)885-2730 6’ New Sidewalk  NVMS Site Pickle #1 PIckle Alt #2 Pickle Alt #3 MEMO November 1, 2021 To: Park Board Members From: Maria Butts, Director, Parks, Recreation and Community Services Re: Consideration of Glacier Twins MOU Proposal History The Park Board and Glacier Twins initial five-year MOU outlining the allocation of the Verizon funds expired in 2019. The Park Board initially held four public meetings to discuss the future allocation of the funds: • November 12, 2019 – In attendance representing the Glacier Twins were Bob Lockman and Kevin Slaybaugh. • January 7, 2020 – In attendance representing the Glacier Twins was Bob Rupp. This meeting did not have a quorum of Park Board members, so no decisions were made, but there was discussion. Glacier Twins representatives were notified that the agenda item would be moved to the following meeting for a decision. • February 11, 2020 – There were no Glacier Twins representatives in attendance at this meeting. During this meeting the Park Board directed staff to draft a new MOU with the Glacier Twins with the following conditions: o Allocation of the funds to the Twins would decrease by 25% over the course of five years. o The Twins must maintain non-profit status for the duration of the MOU. o The Glacier Twins will submit on an annual basis no later than November 1st of each year (except for the first year of which the deadline will be May 1st) an annual report, budget, and proposed maintenance plan for the City Park Board's review. o Maintenance Plans must include details of maintenance projects anticipated to be completed within the following fiscal year, providing two (2) competitive quotes for each project. o Maintenance Plans submitted in years following funds provided must also include a disbursement report with details of the description of each project, vendor, amount, and date completed. o The Park Board reserves the right to request invoices and receipts as supplemental documentation of projects completed. o If funds have been underspent, the Maintenance Report must provide explanation as to how funds will be spent in the following fiscal year with two (2) competitive quotes for each project. o Receipt of funds by the Glacier Twins is contingent upon the successful re-negotiation of the lease, identifying the City’s ability to connect to the well for irrigation purposes if it does not unreasonably interfere with the Twins’ use of the well, and include the Park Board’s authority of approval over other organizations or entities to sublease the Stadium Land from the Twins. • March 10, 2020– In attendance representing the Glacier Twins was Bob Rupp. During this meeting the Park Board approved the draft MOU with the Glacier Twins with the above conditions. Additionally, the Park Board appointed a working group of Frank Sweeney, Ron Brunk, and me to meet with representatives from the Glacier Twins to discuss the MOU and lease revisions. On June 29th Ron Brunk and I met with Bob Rupp and Kendall Slaybaugh to begin discussions on the MOU and lease revisions. The Glacier Twins representatives were adamantly opposed to the decreased fund allocation. They were also concerned that most of the work that they do is done in-house, and therefore they would be unable to provide competitive bids for each project. They asked that the Park Board reconsider the fund allocation and the requirement of competitive quotes, allowing them to state that work will be done in-house. Ron and I informed Bob and Kendall that we would take their request back to the Park Board on the July 2020 meeting. The Park Board held a fifth public meeting on July 14, 2020. Glacier Twins representatives were not in attendance at this meeting. The Park Board motioned to bring forward the fund allocation and requirement of competitive quotes for reconsideration. After discussion the Park Board affirmed that their previous motion still stood. However, they did suggest that the Glacier Twins could provide the Park Board with a new counteroffer. On July 16, 2020, I emailed Bob Rupp and Kendall Slaybaugh with the following message: “The Park Board met Tuesday, July 14th, during their regularly scheduled meeting, and they were provided an update on our meeting regarding the allocation of the Verizon funds and the MOU and lease revisions. After some discussion, the board did not reconsider the funding allocation. Therefore, their previous decision to transfer 100% of the funds to the Twins in FY21 and decrease the allocation by 25% each following year still stands. They will await your response as to how you would like to move forward. You may sign the MOU or provide them with a counter negotiation for them to consider. “ Recent Communications On September 14, 2021, the Park Board received communication from the Glacier Twins requesting a meeting to discuss potential terms of a new MOU. October 12, 2021, Glacier Twins Board Members met with Director Butts, President Brunk, and Councilor Sweeney. All parties agreed the meeting was productive and established a direction by which we could move forward. October 26, 2021, The Glacier Twins corresponded with the Park Board with a new proposal for the MOU. This correspondence is in your packet. Summary of Proposal The Glacier Twins correspondence requests $22,891, the amount the City received from Verizon in FY21. Additionally, the Glacier Twins propose a 77.78% (Twins) – 22.22% (City) split of future Verizon funds. The Twins also explain that maintenance at the field is performed by volunteers, and therefore competitive quotes for projects are not feasible to obtain. They instead would like to submit their annual maintenance plan reporting the cost of each project based on what it would cost, had it been hired out. Budgetary Requirements As there is no established MOU, the current budget approved by City Council does not include fund allocations to the Glacier Twins. Any payments to the Twins in FY22 (before July 1, 2022) would require a budget amendment to be approved by the City Council. Fund allocations after July 1, 2022, would be prepared as part of the annual budget process. MEMO November 1, 2021 To: Park Board Members From: Maria Butts, Director, Parks, Recreation and Community Services Re: Consideration to approve adult fitness component for Armory Park Master Plan History The 2013 Parks and Recreation Master Plan identified our aging population as underserved and established the following goals: • Park designs should accommodate the population with disabilities and consider mobility issues for the senior population and shall comply with state and federal laws for accessibility. • Include features and equipment in parks that promote wellness and fitness. • Parks should be well maintained and safe places where people of all ages feel comfortable and are more likely to engage in active lifestyles. • Work with the Whitefish Community Center and North Valley Hospital to identify opportunities to partner on recreation and wellness programs for seniors. To address these goals, the Armory Park Master Plan designates an area for adult fitness equipment. This component of the plan was also included in the LWCF Grant application. At the time of grant submission in 2018, staff researched types of adult fitness equipment and the corresponding costs. However, this research was limited in that it had not gone through a public process to identify types of equipment that would best satisfy our residents’ exercise interests. This past summer, staff developed a survey to better understand the needs of our community, including the aging population and those with physical barriers. The survey was distributed to Dream Adaptive, the Whitefish Community Center, Whitefish Walkers, City of Whitefish employees, the students at Whitefish High School, and parents of those who have participated in our recreation programs. The survey was made available on social media as well as on the City website. We received 158 responses, 43% of those were under age 18, 18% between ages 35-44, 13% between 45-54, and 12% over 65. The results of the survey identified the majority of respondents primary fitness goal is strength (34%), followed by mobility (19%) and stress management (17%). Most respondents indicated they would use an outdoor fitness facility once per week (36%), followed by once a month (33%). Respondents preferred exercise equipment that targets strength (38%), followed by mobility/flexibility (34%), and lastly cardiovascular fitness (28%). With this information, staff selected the equipment best suited to meet these needs and interests while keeping within the established budget. The survey results are included in the packet along with comments received from the participants. Also included in your packet are the selected pieces of equipment and a corresponding quote. Greenfields Outdoor Fitness was found to have a diverse product line capable of fulfilling all the community’s fitness preferences. During the October Park Board Meeting, staff sought approval for the type of equipment to be purchased for Armory Park. The Park Board directed staff to look at “activity-based” stations instead of traditional gym-like equipment. Current Staff found several pieces of equipment that were more in line with the activity-based fitness trail concept. These pieces are included in your packet. Though staff would like feedback from the board on the current equipment being proposed, a final decision is not necessary at this time. In discussion with the LWCF Grant manager, staff learned the grant would not be impacted by changes to the adult fitness area. Therefore, this area could be left for a later phase, making $89,000 available for Phase III tasks, which is recommended by staff. MEMO November 1, 2021 To: Park Board Members From: Maria Butts, Director, Parks, Recreation and Community Services Re: Consideration to approve revisions to Special Event Guidelines, Depot Park Event Policy, and Park Fees To better manage special events, and most notably those held in Depot Park, staff proposes revisions to the Special Event Guidelines and the Depot Park Event Policy. Additionally, having compared the department’s current rental fee structure with that of similar municipalities, staff request the board’s consideration of a new fee schedule. Special Event Guidelines The Special Event Guidelines were created to assist event coordinators with organizing their event and completing the application form. Other than some formatting, reorganizing, and spelling changes, there are four revisions of substance to consider: • Sandbags are prohibited in parks. - In the past sandbags have broken open, spilled, and been very difficult to clean up. We request people use water to weight down tents instead. • Unauthorized equipment and vehicles are not permitted on park grounds. Parking on the grass is prohibited. - In accordance with City Code 7-3-7: MOTOR VEHICLES: Any person who drives any automobile, truck, bus, motorcycle or snowmobile, or any other vehicle or conveyance, upon or over any of the improved public parks of the city, or upon or over any boulevard in the city shall be guilty of a misdemeanor and shall be deemed to have committed a municipal infraction. For each separate incident, the city shall elect to treat the violation as a misdemeanor or a municipal infraction, but not both. If a violation is repeated, the city may treat the initial violation as a misdemeanor and the repeat violation as a municipal infraction, or vice versa. (Ord. 09-20, 10-19-2009) Additionally, the Park Board reaffirmed that vehicles may not be left on park grounds during an event with the approval of the 2012 Depot Park Management and Maintenance Plan and Policy. • Clarification of City Beach Reservation Restrictions – a.m. rentals only from Memorial Day to Labor Day. - As City Beach does not see high demand in the off-season, staff does not find time restrictions necessary in the off-season. Depot Park Event Policy The Depot Park Management and Maintenance Plan and Policy was adopted by the Park Board in December of 2012. It aimed to establish a policy to protect and maintain Depot Park, finding balance in scheduling events while minimizing negative impacts to the park. Revisions to this document were made to update and clarify existing policies and make this a more user-friendly document for staff and event organizers. Staff propose the following changes: • Change the title to “Depot Park Event Policy” • Define and identify “historic events” - Historic events are defined as “events that have taken place for three or more consecutive years.”  - Historic events identified are “Farmers Market, Whitefish Arts Festival, Huckleberry Days, Whitefish Trail Hootenanny, Snowbus Brewfest, Whitefish Community Foundation Color Run, and Oktoberfest.” • Clarify the policies on scheduling events - Staff is asking the Park Board for clarification on “#3 Multiple weekend events where facility set up remains are subject to additional impact fees.” This policy seems to refer to Oktoberfest, in that it is an event that takes place over the course of two weekends and the event remains “set-up” in between those weekends. This policy then states that there would be additional “impact fess” for the “in between days.” However, an “impact fee” of this kind was not ever established. Staff is seeking clarification on if an “impact fee” should be established, or if the event should be charged the standard daily rate for the days that the event remains “set-up.” • Additions to policies on scheduling events - Staff added “single day events, occurring back-to-back, are limited to two days” as successive one-day events pose a significant impact to the park and staff resources. - Staff added “minimum of one day between events is required for park rehabilitation” to allow for maintenance to take place between events. • Removed “Park Facilities Available for Use” as this item no longer applies with the completion of the Depot Park Master Plan. • Updated “Park Layout for Use (Rotation of Space)” to be more in line with the layout of Depot Park after the completion of the Master Plan and to allow for event organizers to develop alternating layouts that work for their unique event. - Staff clarified that the layouts “must maximize the use of the hardscape such as parking spaces and sidewalks for vendor and pedestrian use, minimizing the repeated patterns of foot traffic in the park.” - Additionally, reoccurring events that set-up in the park are required to provide 2 alternating layouts with submission of their application. This has been achieved by event organizers in the past year has helped lessen the impact to the turf. • Changed “Scheduling Process (Timeline to accept applications)” to “Application Submission Timeline” and revised the process. - Instead of receiving all applications beginning January 1st, staff proposes allowing historic events to “Save the Date” by December 31st, the year prior to their event. Starting in January, all other applications would be received and processed on a first-come, first-served basis. • Fee Schedules were removed from this document, as they change independent of this policy. - The “Facility Event Support Fee of $500” has never been collected. I have removed this item from the document. If the Park Board would like to consider this type of a fee, it would need to be addressed in the fee schedule. - This section references the prohibition of vehicles being left on park grounds during the operation of the event. This item was moved to the Special Event Guidelines, as it is more suited to that document. • The “Definitions of User Groups” was removed from this document, as it is more clearly outlined in the Special Event Guidelines. • Reference to the Special Event Guidelines was added to this document for continuity purposes. • The “Depot Park Maintenance Plan and Timeline” was removed from this document as it is part of the Park’s Maintenance standard practice, and aspects of the plan and timeline are outdated. Fee Schedule Fees for park facilities and services were last increased in July 2016. Staff researched similar municipalities for comparative pricing, such as Missoula, Kalispell, Columbia Falls, Bozeman, and Coeur D’Alene. Park fees in other Montana municipalities range from $100-$1000 per day, based on the size of the park and number of participants attending the special event. Staff is proposing increasing existing park fees by $5-$50, depending on the Tier. Park gazebo rentals of similar municipalities range from $25-$140 daily, based on the size of the shelter. Staff is proposing identified blocks of time (6am-11am, 12pm-5pm, and 6pm-11pm; All Day) for scheduling of gazebos instead of half day rates. This allows for more flexibility of scheduling and more rental availability. The rates for the time blocks remain the same as the half day rates. Daily rates are proposed to increase by no more than $20 per day. Facility rates in similar municipalities range from $65-$312 based on the size of the facility. Staff proposes that all daily facility rates remain the same and all hourly facility rates increase by no more than $15. Finally, the Menu of Additional Services sees a proposed change to the Alcohol Permit Pricing. Research shows that many other municipalities charge fees for alcohol based on the number of people consuming under the permit. Therefore, staff has identified three categories (0-25 people, 26-74 people, and 75+ people). The fee for an alcohol permit remains the same for those in the 0-25 people category and increases by $10 for the next category and an additional $15 for the largest category. One additional consideration is to implement a 20% non-resident fee for park and gazebo use. Some municipalities have implemented this fee, and the City of Whitefish has implemented it for recreation programs. Staff is not proposing an increase to our sport court/field rentals nor fitness in the park fee, as our current rates appear to be consistent with similar municipalities. The proposed increases are in your packet.  Special Event Guidelines The City recognizes community events may provide cultural enrichment, promote economic vitality, enhance community identity, and create funding opportunities for local service organizations. Public parkland is for the use of the public. Commercial business is subject to restrictions in public parks and spaces. It is the City's intent to protect the rights of people to engage in expressive activities in public places and to establish a reasonable time, place, and manner through regulation of such activities. Special events are subject to cost recovery that allows for the City to recoup some of the costs associated with community events, but which do not unduly impact the viability of events. Does my event require permitting? A special event permit must be obtained from the City Manager, or designee, for the following events:  Any event that involves assembling or traveling in unison on any public street, highway, alley, sidewalk, or other public way owned, controlled, or maintained by the City and which either: 1) will impede, obstruct, impair, or interfere with the free use of such public street, highway, alley, sidewalk, or other public way owned, controlled, or maintained by the City; or 2) will not comply with normal or usual traffic regulations or controls.  Any event on property owned, controlled, or maintained by the City involving more than seventy-five (75) people, which does not meet the requirements of solely expressive activity.  Any event that requires temporary waiver of the City's ordinance prohibiting consumption of alcoholic beverages, or possession of open containers of alcoholic beverages, on public property.  Any event on City park property requires additional approval from the City Parks and Recreation Department if it involves the consumption of alcoholic beverages, vending/solicitation, or physical alteration to park property (including tents, signs, tables, stages, or any other structure to be placed in the park).  Any event advertised to the public. EVENT CLASSIFICATIONS Non-Profit Events Event is presented as a fundraising event for a specified and confirmed 501.c.3 organization. Event may or may not be open to the public, and it may or may not have an admission fee. All events requesting non-profit status must provide proof of their 501.c.3 status or a letter from the 501.c.3 entity that will be receiving proceeds from the event. Commercial For-Profit Events  For-profit Special Events: Commercial vending is prohibited within the boundaries of any of the City’s public parks without a permit obtained from the Parks and Recreation Department. Special event applications submitted by for-profit entities must have a local non-profit co-sponsor who will obtain a significant portion of proceeds generated from the operation of the event. The City will contact the co-sponsoring 501.c.3 entity following the event to verify the amount of funds donated from the operation of the event.   Fitness in the Parks: - Permits are not required for organized fitness events that are free and open to the public with an anticipated attendance of 15 or less if there are no business signs, banners, nor advertisements posted in the park, nor any other form of solicitation during the event. - Permits are required for organized fitness events where anticipated attendance is greater than 15, a fee is charged to participate, or a business will be advertised during the event. Apply by submitting a Fitness in the Park form, required insurance form, and applicable fee. Private/ Family Events Event is limited to a family activity that is restricted to invited attendees, no admission is charged, and no vendors are involved in the event. PARKS DEPARTMENT GUIDELINES General Park Event Guidelines:  Vendors of any kind or nature are prohibited without a special event permit. It is unlawful for any vendor to hawk or sell or attempt to sell any goods, wares, merchandise, food, or services within the boundaries of any of the city's public parks, or within two hundred feet (200') of Whitefish City Beach and the designated swimming areas and docks, except by permit authorized and obtained from the director of the Parks and Recreation Department. If a vendor's proposal is part of a larger event that includes other proposed vendors and additional public property (road, other rights-of-way, etc.), for which the City Manager is authorized to consider a special event permit, then the vendor's proposal shall be determined in connection with the City Manager's consideration of a special event permit.  Parks and playgrounds shall be closed to public use from 11 PM to 5 AM, and no person shall be within the boundaries of said City parks and playgrounds between these hours.  No dogs are permitted in any public park within the city during any organized athletic or special event, except for service animals and within public dog parks. Event organizers are required to notify attendees that dogs are not permitted in both promotional materials as well as through signage during the event.  Do not stake anything into park grounds without written approval via a special event application from Whitefish Parks and Recreation Department. Formatted: Font: Symbol  Sandbags are prohibited in all parks. Formatted: Font: Symbol  Unauthorized equipment and vehicles are not permitted on park grounds. Parking on the grass is prohibited.  Restrooms are subject to seasonal closing. For events of 75 attendees or more, event organizers may be required to provide portable toilets.  Garbage service for events is not provided, and all garbage must be removed after an event. Garbage receptacles and dumpsters can be rented from Republic Services. If garbage cannot be picked up until the next day, bear-proof dumpsters must be rented.  The consumption of alcohol requires additional permitting from the City of Whitefish. Formatted: Font: Symbol, 12 pt  Bounce houses are not permitted. Depot Park Scheduling Limitations:  Limit of only one “multi-day event” scheduled per month (June thru September)  Limit of only one weekend “single-day event” per weekend (June thru September)  No tent, lodge, shelter, display, or other structure may remain unattended on park grounds.  Weekly events are subject to rotation of space to be used.  One weekend per month, no events will be scheduled, preferably the weekend following the major monthly event. Formatted: Font: Symbol, 12 pt City Beach Scheduling Limitations:  Events are only permitted between 5am and 12pm in both the park and sand areas. (Memorial- Labor Day)  No commercial vending is permitted within two hundred feet of City Beach Park, swimming area, and docks. Formatted: Font: Symbol, 12 pt PUBLIC WORKS GUIDELINES Guidelines regarding road closures:  All road closures require the submittal of a detailed Traffic Control Plan.  All road closures are subject to the approval of the Director of Public Works who reserves the right to deny such a permit for any reason.  Affected residents, property owners, and businesses must be notified of any interruption to the normal operation of City transportation facilities at least 48 hours beforehand.  The applicant must notify the Whitefish Police and Fire Departments at least 48 hours prior to any street closures.  All street closures require the applicant to provide a news release specifying the location and the duration of the closure at least two (2) working days prior to the beginning of any activity. Maps, route marking, and MDT Permits:  A detailed map showing requested street closures, parking spaces closures, parade route, race route, a description of the event activities, approximate tent/vendor locations in parks, temporary structures or facilities on public rights-of-way, portable toilet locations, and alcohol control points.  If an event crosses or takes place on an MDT route, the applicant must also have a special use permit for MT State Highways (application available upon request).  A copy of any directional signage that will be utilized, including the dimensions and location of placement.  A condition of any race or event is the requirement for route markings or directions along the route. Signs are preferred for marking routes. If marking on streets, trails, or concrete, it must be done in very soluble paint or chalk that will disappear after a rainstorm. Regular spray paint is not allowed.  POLICE DEPARTMENT GUIDELINES Road closure:  Event organizers are encouraged to utilize parking spaces and parking lots in lieu of requesting street closures.  Primary traffic routes and routes accessing critical infrastructure will not be subject to closure.  Parking along requested road closures will not be permitted for half or partial days. Affected residents, property owners, and businesses must be notified at least 48 hours prior of parking limitations.  Applicants requesting traffic control (flag persons) will be required to hire certified traffic control specialist pursuant to The Manual on Uniform Traffic Control Devices (MUTCD). FIRE DEPARTMENT GUIDELINES Emergency Access Emergency access to all buildings or temporary structures shall be maintained in order to allow access for emergency vehicles to get within 150-feet of all exterior ground level portions of the exterior wall. No structures or fencing may block the emergency access. Any temporary blockage or barricades limiting emergency access shall be easily / quickly removed to provide the proper emergency access for fire and EMS vehicles. There shall be at least one on-site adult who shall be responsible for the emergency removal of any blockage or barricade. The on-site responsible person(s) shall have communication with the on-duty Shift Commander at 406-250-3158. Fire Hydrant access All fire hydrants shall be kept accessible to the fire department.  36-inch clearance all around  60-inch clearance both directions along the roadway Fire Extinguishers Fire extinguishers are required for all cooking operations regardless of whether a permit is required or not.  Charcoal or wood BBQ: Minimum U.L. Rating 2A 20BC  Propane, Butane or Natural Gas: Minimum U.L. Rating 2A  Deep Fat Frying (any heat source): U.L. Rated Class K in addition to the proper fire extinguisher based a heat source being used.  All mobile food trucks that have commercial cooking equipment that produces heat laden vapors shall utilize a type I hood protect by automatic fire extinguishing system. Tents and Air Supported Structures  Site plan showing locations of structures including guide ropes and emergency access shall be approved by the Fire Marshal prior to locating or erecting any structures.  A letter shall be provided to the Fire Marshal verifying the structural integrity of any large tents or air supported structures.  Certification of flame resistance for any tent or inflatable structure shall be submitted to the Fire Marshal.  Bounce houses are not permitted. Flammable Liquids  Site plan to show storge area, type of fuel, quantity, and security plan. Fireworks In addition to the required Fireworks Permit, please  Provide a list of the number and size of fireworks with start date and time with the expected length of the display. Sonic booms are not allowed. An alternate (rain date) maybe submitted. Prior to the event, public notification must be submitted to local newspapers.  Submit a site plan to the Fire Marshal showing on-site storage, launch and landing areas.  All hazardous fireworks waste, including duds, shall be handled, and managed per applicable Federal and State hazardous waste laws.  Properly dispose of all non-hazardous waste.  No later than 24-hours following the display any landing area, water surface and shoreline in the display area shall be inspected and all related materials from the display collected and disposed of per applicable laws. ADMINISTRATIVE GUIDELINES Application Approval Process: All requests for special events must be submitted via the City Special Event Application. The City Manager will make the final determination of approval based on the following criteria:  The preparation for, the conduct of and the conclusion of the proposed event will not unreasonably burden City resources necessary to preserve the public's use of the street(s) in the area contiguous to the street(s) or other City property being used for the event.  The preparation for, the conduct of, and the conclusion of the proposed event will not unduly impede, obstruct, or interfere with the operation of emergency vehicles or equipment within the permitted area, or adversely affect the City's ability to perform Municipal functions or furnish services in the vicinity of the permitted area.  The proposed event does not otherwise present a substantial or unwarranted health, safety, noise, or traffic hazard.   The proposed event will be of a nature and size appropriate to the proposed venue or site and will occur during approved hours for that venue or site.  The proposed event will not cause other adverse impacts on health or safety to surrounding residential or commercial uses, which cannot be effectively mitigated.  The applicant has obtained all permits required elsewhere in this Code or by other applicable laws, rules, or regulations. The City Manager may place reasonable conditions on any special event permit concerning time, place, or manner of holding the event as is necessary. The City Manager shall provide the applicant a written explanation for any decision that imposes conditions on the special event permit. The City will notify an event organizer if the special event permit application is either approved or denied. A copy of the event permit will be emailed to the event organizer or available for pick up prior to the event. The event permit should be reasonably accessible for inspection during the event in either paper or digital form. Cost Recovery:  The City Manager shall charge the applicant an administrative processing fee for a special event permit as established by the City Council.  If the event involves solely expressive activity, the City Manager shall waive the administrative processing fee for an indigent person that cannot pay for such fees. An indigent person may include, but is not limited to, a person who is eligible to receive, or is receiving, public assistance. An organization in which most of the members are indigent may also be eligible for waiver. The person or organization is required to apply for indigent status at the time of permit application. The person or organization is required to provide such information and documentation as may be reasonably necessary for the City Manager to verify such status. The City Manager may deny an application for indigent status if the applicant fails to timely provide the information and documentation requested.  The City Manager shall charge the applicant a park/facility fee if the special event involves the exclusive and/or commercial use of a City park or facility, if it involves vending/solicitation, or if it involves physically altering the City park or facility. Application Time Requirements: A Special Event application must be submitted fifteen (15) days in advance of the special event and can only be submitted one year prior to the event. If the Special Event involves solely expressive activity, a Special Event Application must be submitted three (3) days in advance unless the event qualifies for the spontaneous event exemption.  Applications for the reservation of Depot Park are open to be received starting January 1 of each year for the period of February through January. Reservation requests for historic events should be submitted in January of each year. Other than historic events, all events will be scheduled on a first come, first served basis. Insurance:  Event organizers must attach a Certificate of Insurance for comprehensive general liability insurance with either $2 million per occurrence or $1 million per occurrence and $1 million umbrella, naming the City of Whitefish as an “Additional Insured.” Refunds:  Refunds for park/facility fees will not be given for inclement weather conditions.  Reservations for park/facility fees must be cancelled at least 48 hours in advance to receive a partial refund. A 20% administration fee will be charged for all refunds. The special event permit application administration fee is non-refundable.  Formatted: Centered Depot Park Management & Maintenance Plan andEvent Policy Objective We all recognize that Depot Park is a valuable asset to the City of Whitefish park system and is in constant high demand for use by numerous community organizations for staging a variety of special events. The purpose of the Depot Park Management and Maintenance Plan and Event Policy is to protect and maintain Depot Park and to find a balance in scheduling such special events while minimizing negative impacts to the park and maintaining public access to parkland. The Depot Park Management and Maintenance Plan and Event Policy recognizes that a number of special events have historically occurred in Depot Park over the past several years, and as such have been taken into consideration in the development of this documentpolicy.. Such eventsHistoric events are defined as events that have taken place for three or more consecutive years, such as include the Farmers Market, July 4th Art ShowWhitefish Arts Festival, Huckleberry Days, Whitefish Trail Hootenanny, Snowbus Brewfest, Whitefish Community Foundation Color Run, and Oktoberfest. Scheduling Plan The most critical element of the Depot Park Management and Maintenance Plan and Event Policy is the establishment of scheduling limitationslimiting event frequency and to allow for recovery time between events. Typically, a multi-day event will need the day before the event to set up and the day following the event to breakdown, which further impacts our ability to provide the necessary maintenance tasks to preserve the quality of Depot Park. For exampleTherefore, a three daythree-day event often translates to 5 five days without irrigation, mowing, etc. occurring at Depot Park. The following scheduling limitationspolicies will be imposed upon the future use of Depot Park: 1. Limitation of only Oone “multi-day event” scheduled permitted per month (June thru September) 2. Limitation of only oneOne weekend “single-day event” permitted per week (June thru September) 3. Multiple weekend events where facility set up remains are subject to additional impact fees. Commented [MB1]: Does this mean that Oktoberfest would have to pay for the impact of tents in the park throughout the week 4. Weekly events are subject to rotation of space to be used.must change event in between weekend events? If so, what are those fees? Does this layout each week to minimize impacts to turf. include setup and take-down? If this refers to Oktoberfest, suggested redline change would be, 5. One weekend each month will be kept open with have no scheduled events. “Events taking place over the course of two weekends…” (Preferably the weekend following the monthly major event) Formatted: Indent: Left: 0.25", No bullets or numbering 6. Single day events, occurring back-to-back, are limited to two days. Commented [MB2]: 7. Minimum of one day between events is required for park rehabilitation. Formatted: Numbered + Level: 1 + Numbering Style: 1, 2, 3, … + Start at: 1 + Alignment: Left + Aligned at: 0.25" + Tab after: 0.5" + Indent at: 0.5" Park Facilities Available for Use The area as defined as Depot Park will be available for use. However, this does not include the Parks/Planning/Building Department office building or the supporting small parking lot to the east along Railway St. In the past the parking lot has been utilized for a number of purposes including the placement of port-a-potties, events sponsors’ automobile display, performers prep area, etc. Unfortunately this has become disruptive to the operation of the departments that utilize this space for day-to-day operations, therefore any security fencing that needs to be established will not include this area, nor will it be available for event set-up or breakdown. Commented [MB3]: No longer needed. Park Layout for Use (Rrotation of Sspace) In an effort to further minimize impacts to Depot Park from overuse, we have divided Depot Park into three general areas reoccurring weekly events must change the layout of the event each week. Event organizers must submit a minimum of two layouts to be alternated throughout the season. Layouts must maximize the use of hardscape such as parking spaces and sidewalks for vendor and pedestrian use, minimizing the repeated patterns of foot traffic in the park. The first being the area along Spokane Ave. between Railway St. and Depot St. and proceeding west to the edge of the existing pond, the next area is along Central Ave. from Depot St. and going south to the pond and east to the edge of the pond, and the third area is along Central Ave. from the corner of Railway St. and proceed north to the pond and east to the edge of the pond. The purpose of these designated areas is more for the weekly Farmers Market event than other special events. For the staging of the Farmers Market we would always have the east side of the park available but would rotate the two western sections along Central Ave. This would maintain their connection to Central Ave. and Depot Park and still allow for attendees to walk thru the park to the east side. We will install a temporary path with organic materials between the office building and the pond. This path would be in place until the final improvements are made to Depot Park per the approved Depot Park Master Plan. Scheduling Process (Timeline to accept applications)Application Submission Timeline Applications for the reservation ofSave the Date requests for historic events Depot Park will must be received starting January 1 of each yearby December 31st the year prior. Formatted: Superscript Reservation requests will be received the entire month of January before any acknowledgment of secured dates will be made. New events may submit applications January 1st, and will be handled on a first-come, first-serve basis. On February 1 of each Formatted: Superscript year, those submitting requests will be notified of secured dates, any requests following the Feb. 1 date will be handled on a first-come, first serve basis. Commented [MB4]: Are we doing this? Fee Schedules Fee schedule is addressed annually and presented to the Whitefish City Council for adoption through the established process including public notice and public hearing. This will typically occur at the December or January meeting. A facility Event Support Fee of $500.00 shall be implemented with the purpose being to cover any and all costs associated with the operation of a multi-day event, or any event, be it single day or multiple days that involves securing structures of any type or additional electrical services. Such requests will also require a “walk-thru” with Park Department staff within a minimum of 7 days prior to the event. In the past Depot Park has experienced a number of punctures to irrigation lines and electrical lines serving the irrigation system. In addition, a number of irrigation heads have been damaged as a result of vehicular traffic on the park. On a number of occasions vehicles were left on the park grounds during the operation of the events. This shall not Commented [MB5]: We have not been collecting this. I’m not be allowed in the future use of Depot Park. sure if it made it through Council or not. Here we can also address driving or parking on the turf. Commented [MB6]: This has been moved to the Special Event *Vendor Based Events and related fees Guidelines. We shall charge the event sponsor a fee based upon the number of vendors in the event. (See rate table) Event Vendor Fee Schedule by size of event (applicable to all classification of events) Commented [MB7]: I don’t think this made it through Council. Number of Vendors Vendor fee to be paid by event applicant 1-5 no charge 6-15 $100 16-25 $200 26-35 $300 36-45 $400 46-+ $500 *fee schedule must be approved by City Council action Definitions of User Groups Public -Commercial – for-Profit Events Event is presented as open to the public with or without an admission charge and all proceeds generated from the operation of the event go to the event applicant and vendors. Event examples, but not limited to: musical concerts presented by promoters, businesses; commercial events such as car shows, etc. Special Event Guidelines Non-Profit Events The City of Whitefish’s Special Event Guidelines have been established for all public spaces. The Depot Park Management Policy does not supersede these guidelines. All event organizers must follow and abide by the Special Event Guidelines as well as the Depot Park Management Policy. Formatted: Font: Not Bold, No underline Event is presented as a fund raising event for a specified and confirmed 501.c.3 organization. Event may or may not be open to the public and it may or may not have an admission fee. Any and all events requesting non-profit status must provide proof of their 501.c.3 status or a letter from the 501.c.3 that will be receiving proceeds from the event and we shall make contact with said 501.c.3 following the event to verify the amount of funds donated from the operation of the event. Private/ Family Events Event is limited to a family activity that is restricted to invited attendees, no admission is charged and no vendors are involved in the event. Depot Park Maintenance Plan and Timeline Schedule of Tasks Sod replacement- This will occur in early spring and early fall as deemed necessary from use or prescribed improvement plans. Should an event result in substantial turf damage, part of the impact deposit fee will be held to cover such costs as sod replacement. Over-seeding and aeration - This will occur during the spring months and late summer and early fall Fertilizing- Typically we fertilize in the spring months and again in the early summer, we will add a late summer/early fall application in the future. Irrigation- The irrigation schedule for Depot Park is set for each day and occurs between midnight and 7am. Tree pruning and removal- Typical tree pruning will occur in the spring as will tree removal that is found to be necessary due to the health of the tree, or in accordance with the approved Depot Park Master Plan. Mowing- Mowing is part of the weekly maintenance program at Depot Park. May 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 Whitefish Marathon Depot Park 5:30am – 2pm 23 24 25 26 27 28 29 Farmer’s Market Depot Park 3:30pm – 8pm 30 31 June 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 11 12 Farmer’s Market Depot Park 3:30pm – 8pm 13 14 15 16 17 18 19 Farmer’s Market Depot Park 3:30pm – 8pm 20 21 22 23 24 25 26 Farmer’s Market Pride Picnic in the Park Depot Park Depot Park 3:30pm – 8pm 9:30am – 6pm 27 28 29 30 Farmer’s Market Depot Park 3:30pm – 8pm July 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 Whitefish Arts Fest Whitefish Arts Fest Whitefish Arts Fest Depot Park Depot Park Depot Park 10am - 10am – 6pm 10am – 6pm 4 5 6 7 8 9 10 Whitefish Arts Fest Farmer’s Market Depot Park Depot Park 10am – 4pm 3:30pm – 8pm July 4th City Beach 12-11pm 11 12 13 14 15 16 17 The Glacier Challenge Farmer’s Market City Beach Depot Park 5am – 3pm 3:30pm – 8pm 18 19 20 21 22 23 24 Farmer’s Market Depot Park 3:30pm – 8pm 25 26 27 28 29 30 31 Farmer’s Market Depot Park 3:30pm – 8pm August 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 Farmer’s Market Depot Park 3:30pm – 8pm 8 9 10 11 12 13 14 Farmer’s Market Huck Days Huck Days Huck Days Depot Park Depot Park Depot Park Depot Park 3:30pm – 8pm 10am - 10am – 6pm 10am – 6pm Swim the Fish City Beach 15 16 17 18 19 20 21 Huck Days Farmer’s Market Hootenanny Brewfest Depot Park Depot Park Depot Park Depot Park 10am – 4pm 3:30pm – 8pm 9am – 10pm 12pm – 8pm 22 23 24 25 26 27 28 Last Best Ride Farmer’s Market Depot Park Depot Park 7am – 5pm 3:30pm – 8pm 29 30 31 Farmer’s Market Depot Park 3:30pm – 8pm September 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 11 WF Lake Triathlon Farmer’s Market Great Fish Fun Run City Beach Depot Park Depot Park 7am – 1pm 3:30pm – 8pm 7am – 1pm 12 13 14 15 16 17 18 Chappy’s Memorial Farmer’s Market Singer Songwriter Depot Park Depot Park Depot Park 4pm – 10pm 3:30pm – 8pm 10am – 4pm A-Rob Memorial Skatepark 19 20 21 22 23 24 25 Farmer’s Market Oktoberfest Oktoberfest Oktoberfest Depot Park Depot Park Depot Park Depot Park 3:30pm – 8pm 5pm – 11pm 5pm – 11pm 12pm – 11pm 26 27 28 29 30 FBI BBQ Farmer’s Market Oktoberfest City Beach Depot Park Depot Park 5pm – 9pm 3:30pm – 8pm 5pm – 11pm October 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 Oktoberfest Oktoberfest Depot Park Depot Park 5pm – 11pm 12pm – 11pm Legacy Run 50K Depot Park 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 November 2021 Sunday Monday Tuesday Wednesday Thursday Friday Saturday 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 Menorah Lighting Depot Park 10am – 6pm  Parks and Facilities Fee Schedules Tiers are based upon the following definitions: Tier 1 – Highest level of amenities and high demand Tier 2 - Standard amenities Tier 3 - Minimal amenities Current Parks Fee Schedule * Fees were last increased in July 2016. Depot Park was last increased in 2013. Tier Parks Daily ½ Day Non- Non- Profit Profit Daily ½ Day Tier 1 Depot Park* $200 $100 $150 $75 City Beach* Tier 2 Baker Park $100 $50 $80 $40 Riverside Park Soroptimist Park Mountain Trails Park Memorial Park Dave Olseth Skate Park City Beach (AM Only) Tier 3 Kay Beller Park $50 $25 $40 $20 Proposed Parks Fee Schedule *Use of gazebo included in park rental. Tier Parks Daily ½ Day Non- Profit Non- Daily Profit ½ Day Tier 1 Depot Park* $250 $125 $200 $100 City Beach * Tier 2 Baker Park* $125 $75 $100 $50 Riverside Park Soroptimist Park* Mountain Trails Park Memorial Park Dave Olseth Skate Park WAG Park Tier 3 Kay Beller Park $75 $40 $50 $25  Current Gazebo Fee Schedule * Fees were last increased in July 2016. Tier Gazebos Public Non- Profit Tier 1 City Beach Gazebo $40 ½ Day $35 ½ Depot Park Gazebo Day Tier 2 Baker Park Gazebo $30 ½ Day $25 ½ Day Tier 3 Soroptimist Gazebo $20 ½ Day $15 ½ Rocksund Trail Gazebo Day Proposed Gazebo Fee Schedule * Time blocks are 6am-11am, 12pm-5pm, and 6pm-11pm Tier Gazebos Public Non-Profit Tier 1 City Beach Gazebo $40/time $35/time Depot Park Gazebo block; block; $100/day $85/day Tier 2 Baker Park Gazebo $30/time $25/time block; block; $75/day $60/day Tier 3 Soroptimist Gazebo $25/time $20/time Rocksund Trail Gazebo block; block; $60/day $50/day  Current Facility Fee Schedule * Fees were last increased in July 2016. Tier Public Buildings Public Non-Profit Tier 1 None $300 Daily $250 Daily $50 Hourly $40 Hourly Tier 2 Roy Duff Armory Building $250 Daily $200 Daily $40 Hourly $25 Hourly Tier 3 None $200 Daily $150 Daily $25 Hourly $20 Hourly Proposed Facility Fee Schedule Tier Public Buildings Public Non-Profit Tier 1 None $300 Daily $250 Daily $60 Hourly $50 Hourly Tier 2 Roy Duff Armory Building $250 Daily $200 Daily $50 Hourly $40 Hourly Tier 3 None $200 Daily $150 Daily $40 Hourly $30 Hourly  Current Menu of Additional Services * Fees were last increased in July 2016. Additional Service Current Fee Electrical Setup and Equipment Rental $75 per event/ per box Sports Field Line Painting $100 per occurrence 100- 450 Square Foot Tent Staking no charge Irrigation Location 451-800 Square Foot Tent Staking Irrigation $25 per tent Location 800-3600 Square Foot Tent Staking $50 per tent Irrigation Location 3600 + Square Foot Tent Staking Irrigation $75 per tent Location Alcohol Permit $20 per day *Basic 120-volt electrical outlets are available at Depot Park free of charge. Additional electrical boxes can be requested and include one 250 volt plug and 6 additional 120 volt plugs. Proposed Menu of Additional Services Additional Service Proposed Fee Electrical Setup and Equipment Rental $75 per event/ per box Sports Field Line Painting $100 per occurrence 100- 450 Square Foot Tent Staking no charge Irrigation Location 451-800 Square Foot Tent Staking Irrigation $25 per tent Location 800-3600 Square Foot Tent Staking $50 per tent Irrigation Location 3600 + Square Foot Tent Staking Irrigation $75 per tent Location Alcohol Permit $20 per event (0-25 people); $30 (26-74 people); $50 (75+ / Special Event) Additional Considerations: Park and Facility Use Fees: Addition of 20% for non-residents Park Board Administrative Report November 2021 To: Park Board From: Maria Butts, Director of Parks, Recreation and Community Services Crestwood Encroachment The property owner is had the boundary line staked. The attached survey shows that the property owner’s driveway does encroach on parkland. I have notified the property owner that the next steps will be to remove the driveway from the city property and restore the land to its natural state. Cloud 9 Encroachment We have met with the legal team regarding this encroachment. The Deputy City Attorney is preparing a letter to the property owner, informing him that he must remove all improvements from the easement and restore the land to its natural state. City Beach Concession Stand Structural Engineer Inspection We recently had a structural engineer inspect the City Beach concession stand, walkways, restrooms, and retaining walls. The engineer’s report on the concession stand and walkways identifies the following: • The deck railing is unsafe and should be replaced with railing that meets the requirements of the current building code. This action item should be taken care of before the deck is opened to the public. Urgency: High • The pergola should be replaced or removed permanently. The pergola does not appear to pose an immediate safety risk; however, the decay will likely continue over time leading to the instability of the pergola, creating a safety hazard. Urgency: Medium • The ramps and walkways should be replaced completely, including the concrete pier foundation elements. The ramps and walkways do not appear to pose a serious safety risk at the present time, but it is expected that they will continue to degrade over time. Urgency: Medium • The various worn finishes do not in themselves pose a threat to the structural integrity of the building. However, the resulting unprotected surfaces could begin to decay resulting in the necessity of replacement at some time in the future. It is recommended to repaint or refinish as needed and to continue to maintain the finishes of the building to ensure that the structural elements are not damaged by exposure to the natural elements. Urgency: Low Staff will begin by addressing the railing and pergola this fall and winter. We will look at options for ramps and walkways this winter and hope to find available funds in the next fiscal budget to address this need. We are still awaiting final reports on the restrooms and retaining walls. Depot Park Sign The letters are installed, and the sign looks like new. Park Sign Master Plan Carla and I met with Cassie to discuss the timeline and the cost estimate to move forward with design of each sign. The cost estimate has come in below budget, and we will be moving forward with design this fall and winter. Carla and I will continue to work on the content of each sign. This complete sign packet will be brought to the Park Board for approval in February. I would like to seek some guidance from the board regarding the sign plan. We already have a Depot Park sign (letters on the landscape bed), and a “Monument with Rules” sign is planned for the utility garden west of the gazebo. Is the board interested in an additional monument sign in the landscape bed that would be consistent with the other parks?  PO Box 158 • Whitefish, MT 59937 • (406) 863-2400 • Fax (406) 863-2419 To: Park Board To: Park Board Members From: Stephen Kostoff, Recreation Programmer Date: November 3, 2021 After School Our After School program is seeing much higher attendance so far this year. We are still needing more staff to accommodate our growing numbers. We ran another full PIR day on October 21 and went bowling which was a big hit with the children and staff. We are hopeful these attendance numbers will remain consistent throughout the school year. We have another PIR day planned for November 12 and hopefully will be able to go to Glacier Gymnastics. Lil Dribblers 5th & 6th grade boy's basketball has started and been going really well. We are constantly having children miss due to Covid, but have been able to still hold practices. We have about 30 kids signed up for this league with 3 teams. Coaches have been great this year and everyone involved has really enjoyed it. Our first games are going to start this Thursday! Adult Basketball We were unable to get enough teams to start an actual adult league, but we will be holding an open gym for adults starting tonight. We will be playing pickup basketball at the Muldown gym on Wednesday nights from 6:00pm-7:30pm. This is open to anyone wanting to come and play. Upcoming Events/Projects We will be hosting our usual K-4th grade basketball league starting in January. We will also be offering Girl Lil Dribblers starting in January as well. November 2021 To: Park Board Members From: Steve Bullemer, Parks Foreman Re: Maintenance Update 1. Parks: - Leaf pickup in the parks - Mowing equipment maintenance - Service request/work orders - Finishing up winterization of irrigation 2. Facilities: - Path mowing and maintenance - Winterizing restrooms and fountains - Working on getting a plan for new deck railing at City Beach concessions - Installing wayfinding signposts 3. Urban forestry - Transplanted two larches on Sawtooth - Took down large cottonwood on Columbia - Completed all critical service requests/work orders - Town Pump trees were planted  PO Box 158 • Whitefish, MT 59937 • (406) 863-2400 • Fax (406) 863-2419 To: Park Board From: Carla Belski Date: November 2021 Subject: Community Services Report City Beach/AIS Program: • The recent structural inspection of the concession stand building revealed: o The deck railing is unsafe and should be replaced with railing that meets the requirements of the current building code. This action item should be taken care of before the deck is opened to the public. Urgency: High o The pergola should be replaced or removed permanently. The pergola does not appear to pose an immediate safety risk; however, the decay will likely continue over time leading to the instability of the pergola, creating a safety hazard. Urgency: Medium o The ramps and walkways should be replaced completely, including the concrete pier foundation elements. The ramps and walkways do not appear to pose a serious safety risk at the present time, but it is expected that they will continue to degrade over time. Urgency: Medium o The various worn finishes do not in themselves pose a threat to the structural integrity of the building. However, the resulting unprotected surfaces could begin to decay resulting in the necessity of replacement at some time in the future. It is recommended to repaint or refinish as needed and to continue to maintain the finishes of the building to ensure that the structural elements are not damaged by exposure to the natural elements. Urgency: Low Grants: • The final report for the Montana Urban and Community Forestry Award project funded by a DNRC was submitted. Grant funds will reimburse the city for adopt-a-tree program in Hidden Meadows subdivision. Whitefish Trail: • The contract for Holbrook trailhead construction was drafted and work is starting in November and be completed by the end of the year. • In lieu of the Whitefish Trail Annual Public Meeting, the public can submit comments via mail or email. Comments will be reviewed by the WT Operations Committee in December. The city proposes this is the new way to obtain public input in lieu of an annual meeting due to lack of participation in the previous years. • The city has approved GNC’s Fall Dryland Training application. • The city is working with WLP to draft the Haskill Basin Management Plan.