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02-06-2023 HRA MINRegular Meeting of the Elk River Housing and Redevelopment Authority Held at the Elk River City Hall Monday, February 6, 2023 Members Present: Chair Denny Chuba, Commissioners Jayme Cannon, Jill Larson -Vito, Nate Ovall, and Jennifer Wagner Members Absent: None Staff Present: Economic Development Director Brent O'Neil, Economic Development Specialist Joshua Mollan, and Sr. Administrative Assistant/Recording Secretary Jennifer Green I . Call Meeting to Order Pursuant to due call and notice thereof, the meeting of the Elk River Housing and Redevelopment Authority was called to order at 5:30 p.m. by Chair Chuba. 2. Pledge of Allegiance The Pledge of Allegiance was recited. 3. Consider February 6, 2023, Agenda Moved by Commissioner Cannon and seconded by Commissioner Larson -Vito to approve the February 6, 2023, HRA meeting agenda as presented. Motion carried 5-0. 4. Consent Agenda Moved by Commissioner Ovall and seconded by Commissioner Wagner to approve the consent agenda as follows: 4.1 January 3, 2023, HRA Regular Meeting Minutes. 4.2 Check register as outlined in the staff report. 4.3 Balance sheet as outlined in the staff report. 4.4 Revenue/expenditure reports as outlined in the staff report. 4.5 2023 HRA Meeting Schedule as outlined in the staff report. Motion carried 5-0. Housing and Redevelopment Minutes February 6, 2023 S. Open Forum There was no one present for Open Forum. 6.1 Election of Officers and Establish Terms Mr. O'Neil presented the staff report. Commissioner Cannon proposed to reelect the same officers as 2022. Page 2 Moved by Commissioner Cannon and seconded by Commissioner Larson -Vito to appoint Dennis Chuba as Chair, Jennifer Wagner as Vice Chair, and Nate Ovall as Secretary. Motion carried 5-0. 6.2 Designation of Committees and Assignments Mr. O'Neil presented the staff report. Moved by Commissioner Ovall and seconded by Commissioner Wagner to appoint Nate Ovall and Jill Larson -Vito as Joint Finance Committee representatives. Motion carried 5-0. 6.3 Review of Enabling Resolution and Bylaws Mr. O'Neil presented the staff report. He reviewed the suggested changes regarding Article 5, item 5.2 and clarified the HRA would annually review the budget in August and act in September. Another change was adding clarity regarding the Joint Finance Committee in Article 7, aligning similarly to the Economic Development Authority, regarding the occupation criteria for at -large members of the members so that the stated professional representation for at -large members shift from the current practice of being a requirement to a preferential standard going forward. He stated according to the bylaws, any proposed amendments require notice of the members of the HRA at least 10 days prior to voting so he asked for action at a future meeting. Mr. O'Neil indicated they will convert any references from the term "HRA" to the "Authority" for consistency. He stated like the EDA bylaws, the appointment of a chair can be done by the committee but that the chair should be one of the four commissioners serving on the committee. Commissioner Ovall expressed that in ensuring consistency with the EDA, it is important that the language regarding the HRA be consistent with the with the whole of the HRA bylaws. Mr. O'Neil stated this is the only committee the HRA has and stated in the future there may be additional committees; he would like to focus on the EDA committees first and bring back a model to the HRA in two or three months. Commissioner Larson -Vito asked if the 10-day notice could be amended to 3 days to coincide with packet delivery. Housing and Redevelopment Minutes February 6, 2023 Page 3 Mr. O'Neil stated he would review state statute to determine if that was possible as well as how much lead time the commission members would prefer. 6.4 HRA Housing Rehabilitation Loan Update Mr. Mollan presented the staff report. He reported the Facebook and ERMU Mailer marketing efforts have already generated several phone calls to staff. Mr. O'Neil indicated the mailing cost of the rehab loan was higher as it was sent as a separate mailer instead of being included in a utility bill. Commissioner Ovall stated he received the direct mailing and felt it did stand out, seemed personable, and communicated the message tactfully. Mr. O'Neil asked that since this mailing went to a broader group of people, would the HRA consider opening the program up for residents outside the Urban Service District. He felt there was potential for expanding the eligibility requirements of the program. Commissioner Ovall explained the history of the program which was directed initially to the downtown district and updating aging housing stock. He felt expanding the scope right now may not be the right timing as keeping the program area in the urban services district seems to match with the charter. After some discussion, it was the consensus of the HRA to leave the current parameters in place but could discuss expanding the scope at a future meeting along with the feedback from the recent marketing campaign. 6.5 General Updates Mr. O'Neil presented the staff report. He explained some new details on the Main and Gates site regarding a previous offer for the site and that the HRA may be receiving a revised Offer. He said it may necessitate a special closed meeting of the HRA to discuss the real estate terms prior to the board's next regular meeting. It was the consensus of the HRA to schedule a closed meeting to discuss the updates to the proposal and bring the newest HRA member up to speed. Mr. O'Neil updated the HRA on the fire department's use of the meat market building and they indicated it was valuable and useful training. Commissioner Wagner complimented Mr. Mollan for the informational video for the new mini storage site near Highway 169. r) The Housing and Redevelopment Authority recessed the meeting at 5:55 p.m. to go into work session. The meeting was reconvened at 5:55 p.m. Housing and Redevelopment Minutes Page 4 February 6, 2023 ----------------------------- 7.1 724 Main Street Mr. O'Neil explained he wished to secure the meat market building demolition contractor; they will be available for demolition as soon as the third week of February. He stated the final details of an agreement are being worked out. To proceed on a late February timeline would require a special meeting of the HRA for consideration and approval of the contract. The HRA commissioners discussed their meeting availability. Mr. O'Neil then discussed some questions the contractor posed about certain elements of the site. Property: trees to the east of the property may need to be removed or become damaged during demolition. After discussion, it was the consensus of the HRA to have the trees along the side of the building removed as their roots would more than likely be compromised with building removal. Sidewalk: should the demolition contractor remove the sidewalk or leave it. There was no clear decision made on the sidewalk. Building footprint: Mr. O'Neil stated that staff compared the cost of asphalt for the site to planting grass and the difference is about $5,000 more to asphalt. He stated he knew there was a goal to look at the property for a higher use than lust parking and that the HRA has recommendation to consider. It would also be an option for the demo contractor to temporarily surface the space until spring. He would have a separate contract if grass were chosen. Commissioner Cannon felt since only preliminary discussions have taken place regarding future use of the space, an asphalt surface may be a satisfactory temporary hardscape and 'blend into the area until further details of the site are decided upon. Chair Chuba asked about when asphalt companies begin spring work, and if we would gain any more parking spaces given the footprint. He also inquired if grass was chosen, who would water and maintain the grass. Commissioner Ovall asked about contacting First Bank and inquiring about a partnership with them. Mr. O'Neil indicated there is an easement agreement with First Bank about the parking area and did reach out to them with the initial focus of gaining permission for demo crews and fire department to be on site for their training. Commissioner Ovall would like green space, not asphalt, and felt that was what was decided at the prior meeting. He felt there was a need for green space downtown and could become part of the bigger plan. He doesn't see putting money into blacktop. He requested fill, Housing and Redevelopment Minutes February 6, 2023 topsoil, and seed. Page 5 Commissioner Wagner stated there has been some discussion with the downtown businesses, the desire for a public restroom, and green space versus parking and one of the Downtown Business Association members suggested the idea of a park -type setting. She felt that if the HRA does a demolition and puts down asphalt, it would signal the job is done, and the HRA did not achieve anything more. She stated she is not a fan of asphalt and if they did asphalt, would require parking reconfiguration to prevent confusion and expressed that she felt the decision on grass had already been made and that additional decisions needed to be made on the site. Commissioner Cannon thought she understood the space was going to become a public restroom with the Parks and Recreation department. Commissioner Wagner stated the Parks and Recreation Commission did discuss the project at a very high level and then stalled due to the question of whose project is it and who is paying for it. Commissioner Larson -Vito was in support of seed and grass. She also thought about the timing and asphalt could affect the farmer's market, depending on the timing. She felt by adding parking and then taking it away would cause confusion. Commissioner Wagner asked if a fence would be around the grass. She asked how to move this project forward. Mr. O'Neil stated there would be no fence once the project was completed and the soil would be stabilized to make it somewhat usable. Mr. O'Neil stated the first step would be to bring the contract forward for HRA approval. He stated a separate conversation should also be had to hone in on a single concept of a downtown restroom as there are differing ideas on the concept, would it be incorporated with the Rivers Edge area, do the restroom but in a different spot than the meat market site, or was there a public/private partnership that could be explored. Mr. O'Neil stated due to recent discussions and feedback there is momentum to kick this process into high gear to determine where the site would be and who is paying for it. He stated the research he and Mr. Mollan completed put costs for an institutional -quality restroom for this size site in excess of $400,000. Commissioner Larson -Vito agreed and felt they should focus on this spot and get design ideas and details for a public restroom. Commissioner Ovall stated because the HRA had already reviewed some restroom ideas a few months ago in a work session, he didn't want to spend money on a consultant and wanted the HRA to sketch this and take it to an architect. Commissioner Wagner stated the Park Master Plan placed restrooms in the lower level of the park. Feedback indicates a restroom located by the river doesn't serve the shoppers, Page 6 Housing and Redevelopment Minutes February 6, 2023 diners, or Farmer's Market needs on Main Street. She agrees that sometimes we get stuck in the weeds and might be able to sketch this out, but she doesn't want to discount the f professional eye that could look at this space and emphasize where they see the farmer's market, foot traffic, drive traffic, and restrooms to create what will be a very big highlight to the downtown and the community. Commissioner Ovall feels the ownership of the parking lot should be combined to have better site control over the whole area. The HRA discussed who should be involved in these decisions, just the HRA or other boards and the council? Chair Chuba asked if the HRA funding was appropriate for this type of thing. He hoped the ownership of the parking areas could be united to ensure this will become what they hope it could be. Mr. O'Neil would like to verify the eligibility to use HRA funds, but redevelopment authorities have been able to do good things with older parts of the community as this idea is in line with supporting redevelopment and public use. He felt this project should be driven by the HRA first and foremost, and then meet with the other boards, the council, and the neighboring owner, noting the easement agreement spells out some guidance. He stated he'd also like to catalog the restroom ideas to narrow down a scope and build momentum towards one of the ideas, which will then lead to funding. 8. Adjournment Chair Chuba adjourned the HRA meeting at 6:29 p.m.