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7.4. HRSR 04-01-2019The Elk River Vision A welcoming community with revolutionary and spirited resourcefulness, exceptional service, and community engagement that encourages and inspires prosperity Request for Action To Housing and Redevelopment Authority Item Number 7.4 Agenda Section General Business Meeting Date April 1, 2019 Prepared by Amanda Othoudt, EDD Item Description Downtown Permanent Fixtures Reviewed by Cal Portner, City Administrator Reviewed by Action Requested Receive information regarding downtown permanent fixtures and provide staff direction. Background/Discussion The HRA approved the Downtown Permanent Fixture Policy recognizing the need for appropriate permanent fixtures available for general public use in order to maintain a safe, clean, and accessible downtown area to preserve the vitality of the business district and prevent the emergence of blighting conditions. City staff, ERMU, and the Downtown River’s Edge Association (DREA) met on March 20, 2019, to discuss permanent public fixtures purchases. DREA suggested the purchase of 24 flower basket hangers to be fitted on some of the new light fixtures downtown when installed later this year. They acknowledged responsibility for raising funds to purchase flower baskets which would be done in 2020, provided the city agree to maintain and water the plants. More discussion on this topic is to be had with both the City Council and Parks and Recreation. They also suggested the HRA consider purchasing 22 banner arms for the fixtures without baskets. Banner costs are not currently budgeted. The HRA has the sole determination for downtown fixtures purchases and policy allows for the consideration of recommendations and requests from DREA. Financial Impact The HRA allocated $5,000 of the 2019 budget for the purposes of acquiring, installing, and maintaining permanent downtown public fixtures. The approximate cost of 24 flower basket hangers is $4,800. There are additional costs associated with maintaining and watering the plants. The approximate cost of 22 long clamp-on-banner arms is $8,300 with additional anticipated cost of $4,000 for the banner design and purchase. Attachments Community Meeting Minutes (March 20, 2019) Policy 1 Community meeting to discuss downtown Elk River fixtures 3.20.2019 Attendees: • Amanda Othoudt, Economic Development Director, City of Elk River • Fay Niederhaus, Owner of Olive a Day Plus More, Secretary for Downtown ER Business Association • Julia Schreifels, Assistant Vice President of The Bank of Elk River, Treasurer for Downtown ER Business Association • Karen Wingard, Farmers Market and Events Coordinator, Parks and Recreation • Nathan Mugass, Pastor of Elk River Lutheran and Member of Downtown ER Business Association • Tamara Ackerman, Owner of Avalon Salon, Chair for Downtown ER Business Association • Tim Sevcik, Streets and Parks Superintendent, City of Elk River • Troy Adams, General Manager, Elk River Municipal Utilities Meeting summary: The collective group met today for the purpose of having the appropriate people in the room to discuss and plan for the new lighting that is being installed in downtown Elk River and applicable options for banner and plant holders as well as the use of HRA funds for 2019 and 2020. There has been an approved allocation of $5,000 for 2019 and the Downtown Elk River Business Association (DTERBA) to make decisions on what they would like to add as permanent fixtures. The DTERBA researched and found that a warm and welcoming downtown, invites visitors. Additionally, with the significant investment in our parks and our #1 Farmers Market in the State of MN, they felt it prudent to work towards downtown beautification on a permanent basis that aligns with the installment of the light fixtures with Elk River Municipal Utilities. Looking at the streetscapes of Anoka and Maple Grove during the summer months with banners and hanging baskets are what they are suggesting to emulate. Ongoing watering was the topic that was discussed in detail. Tim added that it would be of great benefit to his department to permanently remove the cement planters for snow removal and maintenance. Tim discussed to water the plants a truck and staff member would be needed and be budgeted in the 2020 year. He feels this is feasible and can be worked in vs installing irrigation which would mean tearing up the pavers and could cost over $100,000. Tim will look into bids for this. Troy mentioned the cost savings Elk River municipal is saving the city due to them picking up the cost of the lights. Amanda discussed different watering systems through her research that could hook up to the irrigation system. This is also an option. Amanda reviewed her research of other cities with the group and shared data on ownership and costs. The group discussed flower basket arms be purchased (initial recommendation is 24 for every other pole) and 24 banner arms for the other poles where the city could add signage drawing in traffic to downtown. Troy discussed that Elk River Municipal Utilities can save on costs by purchasing these in bulk now and could bill the HRA however they needed to be billed to make it work. Amanda requested she needed to let HRA know what the discussion was before Troy moved forward with purchase. Banner arms – Troy recommends smaller banner arms based on research. Troy recommended we present this as a tri-ownership proposal – ER Municipal, City and Business approach for: • Flowers – DTERBA and look at finding businesses buy and sponsor • Irrigation – City • Municipal Utilities – Light fixtures All agreed and thought a great idea. Troy discussed the safety hazard of the height of the baskets of having volunteers doing the watering. 2 Update from Troy: All, I talked with the ERMU Electric Superintendent about the fixture height. As I’d mentioned, we wanted to check on the height with the acorn style light fixture head vs the modern light fixture head we’d tried earlier last year. And yes, we will need to get a shorter pole to maintain a similar height as what we’d originally intended. We will order poles that are two feet shorter than the test fixture in front of the Bank of Elk River. Because of the shorter pole I’d recommend only having one accessory per pole, plant hanger or banner. I think this is what the group was thinking anyway. Another thought for consideration as you are deciding quantity and locations of plant hangers and banners…perhaps you don’t want either plant hangers or banners on the poles at street corners as those will likely have street signage attached to them. That might start to look too busy. Just a thought. Decision: $5,000 HRA decision for 2019 Purchase planter hangers based on today’s discussion. The remaining amount can be used towards consistent benches that are decorative or bike racks. Tim is sending design. Ownership and next steps: • DTERBA group will meet 3/21 2:30pm to mark and determine # of planters and # of banners. Amanda will join if we can. If not, we will email the entire group decision. • DTERBA will plan on using cement planters for 2019. • Tim – will add watering into budget for 2020 and will gather quote for in ground irrigation and see what is feasible. • Tim – send Tamara bench design/actual photo for remaining HRA fund use for 2019 funds at Baily Point. • Karen – will inquire about banner holders to be paid by city once we know how many for the city to purchase the arms as they will hang city banners. Group recommends they be consistent with the city and changing them out as they do by season. This is not an HRA purchase. • Amanda to meet with HRA group April 1st to bring them up to date and make sure all is in alignment with use of $5,000 dedicated for DTERBA for this use and will let Troy and entire group know. • Troy – open to help pitch this to the City – for irrigation – staff member or inground irrigation as ER Municipal saved the City a quarter of a million dollars on this project. • Troy - will place order once he hears. Group will reconvene as needed for next steps. 1 Downtown Permanent Fixture Policy 2 Downtown Permanent Public Fixture Policy Purpose The Elk River Housing and Redevelopment Authority (the “HRA”) recognizes the need for appropriate permanent fixtures available for general public use in order to maintain a safe, clean, and accessible downtown area to preserve the vitality of the business district and prevent the emergence of blighting conditions. Definitions “Downtown area” refers to the area designated “DD” in Exhibit A. “Permanent public fixtures” are fixtures placed on a non-temporary basis for general public use and includes, without limitation, light poles, other lighting, benches, planters, trash and recycling receptacles, and bicycle racks. Budget The HRA shall set aside a portion of its budget each year for the purposes of acquiring, installing, and maintaining permanent public fixtures in the downtown area. Expenditures The HRA shall determine what expenditures are made for permanent public fixtures in the downtown area. To ensure the needs of the downtown area are being met, the HRA will accept recommendations and requests for specific permanent public fixtures from the Downtown River’s Edge Association (“DREA”). In determining how to allocate its downtown area permanent public fixture budget, the HRA may review the recommendations and requests of DREA. Requests and recommendations made by DREA are for advisory purposes only. Whether the requested or recommended expenditures are made is solely the decision of the HRA. Expenditures may be subject to city approval and/or public bidding laws as applicable. 3 Exhibit A Map of Downtown Area 4 Downtown Permanent Fixture Policy Policy History Adopted by: On (date) Item # HRA August 2, 2018 7.2