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10.2. SR 06-04-2018 Request for Action To Item Number Mayor and City Council 10.2 Agenda Section Meeting Date Prepared by Work Session June 4, 2018 Cal Portner, City Administrator Item Description Reviewed by Recreation Facilities Discussion Tina Allard, City Clerk Reviewed by Action Requested Discuss feedback from Council Listening Sessions and provide direction for facilities. Background/Discussion The Council has held five public listening sessions to solicit feedback from residents regarding the most recent recreation facility improvement proposals and the opportunity to seek a voter-approved Local Options Sales Tax (LOST) to fund facility and recreation asset improvements. Prior to holding the listening sessions, the Council agreed any project in which a referendum would be held should be identified for public education purposes by July 1, 2018. A desire to hold a referendum regarding a LOST requires a Council resolution no less than 90 days before the General Election. The resolution is required to itemize the type of improvement and dollar value and state the date the LOST will expire. A LOST referendum may only be held during a General Election cycle. The city, county, and school district all hold their General Election in even-numbered years. If no decision is made, the next opportunity for a LOST referendum is in November of 2020. This year’s General Election date is November 6. August 6, 2018, is the final Regular Council Meeting before the 90-day window. The county auditor also needs final ballot referendum language by August 24, 2018. Attached are two summaries of the listening sessions, an executive level recap of the listening sessions, and a summary of the comments from the first question, which was asked at all five sessions. Staff attempted to identify similar themes and similar comments to ease review. The actual information has been word processed and is on the city website under the Rec Facility Improvements tab. Financial Impact N/A Attachments  Listening Session Recap  Listening Session Summary Notes The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Listening Session Recap May 2018 Since our incorporation as a city, community leaders have acquired park land, natural open spaces, trails, and recreation facilities to serve the diverse leisure desires of a growing community. During this time, recreational and leisure programming has also been added to improve Elk River’s quality of life. Issue The City of Elk River has three recreational facilities (Elk River Ice Arena, Lions Park Center, and Senior Activity Center) in need of costly repairs/investments to continue operations and to meet the needs of a growing community. In 2016, the City Council engaged a community task force and JLG Architects to review existing facilities, work with youth athletic associations, local not-for-profit organizations, community leaders, and residents of all ages to identify future needs, and make recommendations on how those needs are best met given our current available facilities. In August of 2016, the Council accepted the task force findings which included three options, 1) repair/upgrade the facilities in place, 2) combine the uses of two of the three facilities by expansion and upgrade, and 3) construct a single facility community center. The Council chose to ask the voters to consider a single, multi- use community center facility by referendum. The referendum failed by 816 votes out of over 12,000 cast. The task force recommendations did not propose closing or eliminating existing facilities. Following further discussion, the Council decided it was in the community’s best long-term interest to combine the uses of two of the facilities, the Elk River Ice Arena and Lions Park Center, which include on-ice and non-ice activities, and meeting/event room space. The combined use would more efficiently utilize staffing, increase revenue potential, decrease utility and operational costs, and provide a longer-term solution for community growth. In 2017, the Council considered the remaining task force options and directed city staff to engage the Elk River YMCA for a senior services programming collaboration and the development of a smaller-scale, multipurpose facility to replace the Lions Park Center uses and maximize ice arena revenue. As the multi-purpose facility planning neared completion, community feedback to council members and through social media resulted in a requested project pause to further review community needs and desires. On February 5, 2018, the Council approved, by motion, a council-led community listening session initiative. Purpose/Desired Outcome Five community feedback listening sessions were scheduled to solicit feedback regarding the status and future of city recreational facilities. Sessions were held at varying times, locations, and days of the week to ensure an opportunity for the largest and most representative turnout of participants. 13065 Orono Parkway Elk River, MN 55330 Phone: 763.635.1000 www.ElkRiverMN.gov Process A postcard mailing was sent to each mailing address within the local zip code. Ads and information articles were placed in the Elk River Star News weekly newspaper. Information was shared on social media and the city website. Invitations were sent via email blast to recipients on city information lists and contacts from local youth athletic associations were notified of the scheduled meetings. The Elk River Area Chamber of Commerce was also engaged to solicit participation from the local business community. Citing concerns from social media posts regarding the recreation facility discussions and the lack of a true community conversation, the City Council indicated it was imperative that every member of the community have the opportunity to contribute to the conversation and it was implied that voices that did not participate were in agreement with the Council’s direction on the final project. In an effort to ensure all residents were aware of the listening sessions, information was disseminated by every communication means available. Participants Between 17 and 50 participants attended each of the meetings, excluding city staff and elected officials. A small handful of individuals attended two or more sessions. Session Elements Each session opened with an overview of the purpose for the listening session and included visual displays of the three proposals discussed since 2016, a timeline of recreation facility acquisition, expansion, and improvements, and a facility plan option comparison. Four of the five meetings were facilitated by retired ISD #728 Community Engagement Director Charlie Blesener and the other meeting facilitated by City Administrator Cal Portner. Each session utilized a Community Café format with questions answered by participants and shared on a poster board. Following the Community Café input, participants spent the remainder of the time in a Question and Answer format. The final two sessions included a straw poll regarding the implementation of a Local Option Sales Tax as a funding mechanism and a poll to determine the most desired project of the three options recently considered. Summary of Feedback Responses to the three Community Café questions were shared on the city website. Straw polls identified an overwhelming support for a Local Option Sales Tax and a desire for the Multi-purpose Recreational Facility. Next Steps The City Council will have a number of conversations throughout the month of June with careful consideration from the feedback they received. They intend to have a final decision by July 1, 2018, to ensure the community is fully educated on their proposal should it be left for another voter referendum. New Facilities/Infrastructures/Investment 13 Fixing buildings instead of new 11 Recreation center 8 Facilities 5 Made broad investments and general community amenities i.e. parks/trails/facilities 4 Skate park 2 Grow city services for community growth 2 Parks Adding senior space Adequate parking Assessable Baseball, football, and hockey Bike track Clean lake Comfortable spaces Concert complex Decided to make community investment. Energy efficient Equity Fix netting at Orono park Improve existing facilities Improve roads and railroad Indoor walking Intelligent investing of resources Nature parks Outdoor recreation for families Park expansion Places for seniors and kids to be active Public safety facilities and personnel Quality Rink Sports facility Voting for bond issue is passed Water center Leadership/Communication/Planning 5 Made broad investments and general community amenities i.e. parks/trails/facilities 4 Good council and leadership 3 Leaders had comprehensive vision for growth 3 Community input in needs of city 3 Value for money 2 City proactive to long term needs of Elk River 2 Engaged council 2 Council should listen to the people 2 Community involvement 2 Community working with government to create quality facilities, opportunities, and programs 2 Facility and parks planning Accurate assessment of community size and demands Citizens took proactive role to build future City government responsive to needs and desires of community Communicate vision Consider whole community Decided to make community investment. Define vision/plan for Elk River Elk River wins fiscal responsibility award Forward thinking Get involved Good communication Good community leadership Good location Leaders took action regardless of cost Long term funding strategy Needs of all generations from youth to seniors Notice of meetings after meeting took place Predict the future Smart budget planning and investment Voice of people Economic Development/Growth 4 Good transportation/regional transportation 4 More businesses and larger employees 3 Panda Express 2 The 169 expansion 2 Impact access to health care 2 Technology Amazon and Best Buy Business friendly Community outreach Economic center between St. Cloud and Minneapolis Grocery stores and farmers market Growth Highway 10 improvements Increase employment Increase in small local business Industrial parks Mean household income More job opportunities New business New housing New restaurants Shopping and jobs Vibrant commercial district Redevelopment Maintain housing values Rehab old neighborhoods Waste Management Landfill closes Decreased Spending/Investment Limiting 2 Keep taxes in check Affordable housing and taxes Council isn’t listening to people Deed ice arena to ISD 728 Huge cost – too much Limit spending before referendum Low property taxes Privatize hockey – transfer to association Referendum on everything. Referendum turned down Spend taxes wisely Town doesn’t go bankrupt Partnership/Collaboration 11 Community working together 5 Schools 2 Communicate with school/service providers to avoid duplicate services 2 Foresight to improve/add schools 2 Excellent schools Broad support for community impact ECFE Engagement opportunities ERHS suicide rate zero Expand school district Organizations work together Proactive on grants Reach outside community River Rider Shore arena costs with Zimmerman Solar power Stronger, cooperative, involved community stakeholders Transportation Northstar Programming/Opportunity Additional sports Centralize activity/sports registration tool Community events Elk River recognized for returning hockey to outdoor sport Family friendly venues and entertainment Growth in early childhood activity and community Park & recreation opportunities Variety of activities for all ages Community Identity 4 Pride in community 3 Pride in facilities 2 Family based community, i.e. age groups/diversity/housing/recreation 2 Small town feel with modern amenities 2 Low crime rate Clean city Clean facilities Close proximity to metro with suburban feel Competitive sports availability Embrace growth Healthy community with increased participation in youth and senior activities Location. River. Move out of city People want to live in Elk River Place for youth and seniors to be active and thrive Quality of life Sports legacy Statewide recognition Welcoming to outsiders Where “country and city meet” Minneapolis based full-service market and research firm With almost 50 years of combined experience in market and opinion research, Bill Morris and Peter Leatherman know the industry inside and out, and they know how best to serve their clients efficiently and effectively. Research Methods COMPARISON OF ADVANTAGES AND DISADVANTAGES: Mail -Out Census versus Telephone Survey of Random Sample Mail -Out Census: In this type of approach, a written questionnaire is sent to all the households in a community. The survey "package" may or may not include a stamped, self-addressed return envelope. The questionnaire requires respondents to follow directions and answer each question in a specific manner (circling a letter, checking a box, etc.). After a specific period of time, all residents are mailed a reminder postcard. Results are based upon the number of returned surveys at the pre -announced "cut- off' date. Telephone Random Sample: In this type of approach, a random sample of households is selected to be interviewed by telephone. All households have an equal chance of being selected and the adult respondent in each household is also chosen randomly. Questionnaires are administered over the telephone by trained and supervised interviewers. Telephone numbers are tried at least six times during a one-week period and an additional six time a second week before another household is substituted for the original selection. Results are based upon a pre-set number of completed interviews. Mail -Out Census Type of Sample Convenience sample, based upon who responds to the mailing Representativeness Residents with more intense feelings likely to respond, potentially biasing the results Probable Response 10%-40% Rate Accuracy of Questionable; low response rate makes Results distortion by "extremists" more likely Fieldwork Time 4-6 weeks Cost Low -to -moderate, depending on size of questionnaire, size of the community, and number of reminders Telephone Survey Random sample, including pre -designated target households and substitutions Random samples can be projected statistically to the entire population within specific limits of accuracy 90%+ Statistically significant; e.g., 400 respondents provide results within t 5.0% of the entire population 95% of time 2 weeks Moderate, depending on size of questionnaire and size of sample Focus Groups: In this type of approach, potential participants are screened and invited to participate in a discussion section at a specific time and location. The facilitator engages the group in a discussion based upon a scripted series of open-ended questions. The proceedings can be videotaped, electronically recorded, or transcribed by a note -taker. If there are a series of focus group discussions taking place, the common discussion guide will facilitate later comparisons between groups. In order to ensure an acceptable participation rate among targeted individuals, financial incentives are usually offered and refreshments are served at the session. Telephone Random Sample: In this type of approach, a random sample of individuals is selected to be interviewed by telephone. All individuals have an equal chance of being selected and interviewed. Questionnaires are administered over the telephone by trained and supervised interviewers. Telephone numbers are tried at least six times during a one-week period, before another household is substituted for the original selection. Results are based upon a pre-set number of completed interviews. Focus Group Series of 4 Sessions with Telephone Survey Sample of 400 People 15 People Type of Sample Convenience sample, based upon who is willing and able to participate Representativeness Citizens with more intense feelings likely to respond, potentially biasing the results Probable Response 10%-40% Rate Accuracy of Questionable; group dynamics may Results invalidate results; not statistically projectable Fieldwork Time 4-8 weeks Cost Moderate, depending on recruitment and reminder costs, as well as incentives Get in Touch The Morris Leatherman Company 3128 Dean Court Minneapolis, MN 55416 Phone: 612.920.0337 Random sample, including pre -designated target households and substitutions Random samples can be projected statistically to the entire population within specific limits of accuracy 90%+ Statistically significant; e.g., 400 respondents provide results within f 5.0% of the entire population 95% of time 4 weeks Moderate, depending on size of questionnaire and size of sample Duluth left in the cold by Legislature As Duluthians know, it's often "colder by the lake." But the chill that Republican State Convention delegates experience in the city this weekend may have an origin other than Lake Superior. The Republican -controlled Legislature this year spurned both of Duluth's top requests, leaving that city's leaders feeling justifiably ill -served. Atop the Zenith City's legislative list was a request that ought to have been easy to accommodate. Last November, Duluth voters overwhelm- ingly said yes to a 0.5 -percentage -point increase in the sales tax rate within the city, hoping to raise $7 million per year to be used for street improvements. All that was needed to impose that tax was a green light from the Legislature. No state money was required. "We are willing to solve our own problem here," Mayor Emily Larson told an editorial writer. More than 20 public meetings ensured that the tax proposal was well under- stood by voters, she said. The referendum was approved with 76.5 per- cent of the vote. Larson spent 15 days at the State Capitol making the case. One sur- vey rated S5 percent of Duluth's streets "in critical condition." Her city needs to spend at least $10 million a year to drive that number down, she explained. When she became mayor in 2016, Larson pushed for spend- ing cuts to boost a$2.8 million annual street budget to $3.8million. More cuts won't cut it, she said. The Legislature's response was no response. Neither the House nor the Senate version of the eventually vetoed tax bill gave Duluth permis- sion to raise its sales tax. Other cities seeking permission for local sales tax increases were also turned down, Duluth DFL Sen. Erik Simonson noted, but among them only Duluth had already obtained the consent of local voters. "They intentionally disregarded the will of the electorate," Larson complained. "It feels very disrespectful to the voters." Duluth's hope for state help with infrastructure of another kind was also dashed. The city sought assistance in paying the municipal costs associated with the proposed Essentia Health redevelopment in down- town Duluth. That $800 million project, dubbed Vision Northland, is planned to be the largest private development in the city's history. The request for state aid relied in part on state bonding and was fashioned after the assistance extended to the Destination Medical Center in Roch- ester in 2013. That year, the Legislature authorized matching funds for Rochester ofup to $400 millionto bepaid over 20 years; this year, Dulu- th's request for less than half of that stalled in committee. That's a regrettable result—even though it's likely not the final word, on either front. Duluth intends to bring the same or similar requests to the 2019 Legislature. Still, this year's inaction will delay and add to the cost of both street improvements and the municipal components of the Essentiaproject. And it will fuel a growing sense among Minnesota local governments that state government is no longer a reliable partner. The 2018 Legislature didn't reject everything on Duluth's wish list. The bonding bill included $1.9 million for the Duluth Zoo, $6.9 million for its proposed Superior Street steam heating project and $4 million to refurbish the Glensheen mansion. But while those smaller gains are welcome, they did little to soothe city leaders' disappointment about their two priorities. They are left to wonder whether then city's propensity to elect DFLers contributed to the result. "I hate to assume that it was partisanship, but Idon'thave any bet- ter answer," Simonson said. Our hunch is that some of his 86,000 fellow Duluthians will be asking Republican legislators for one this weekend.