6. HRSR 05-07-2007Item #6
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MEMORANDUM
TO: Housing & Redevelopment Authority
FROM: Catherine Mehelich, Director of Economic Development
DATE: May 7, 2007
SUBJECT: Consider Downtown Redevelopment Plan Communications
Attachments
• Essential Redevelopment Planning, Ehlers & Associates
• Public Participation Process Outline, Ehlers & Associates
• Elk River Downtown Riverfront Revitalization Q & A Newsletter, February 2002
Issue
For the past 6-months the Downtown Redevelopment Plan Taskforce has been working hard to
establish a basis for understanding the various issues of the redevelopment study area. The
Taskforce will begin its visioning process this month and refinement next month based on a
series of generally agreed upon assumptions for the redevelopment plan.
Up until this point there has been very little communications about the redevelopment study that
has been distributed to the general public and stakeholders (business, property owners and
residents within the study area). Clear and consistent communications with the public and
stakeholders is a critical component of a successful redevelopment plan and project. The
attached materials from Ehlers & Associates provide a summary of the key components of a
redevelopment communications plan, many of which were implemented by the HRA over the
past 5-years of the Downtown Revitalization project. These communication efforts were found
to be successful tools in the process outcome, limited the likelihood of rumors and
misinformation, as well as provided the public a primary source of contact for additional project
information.
Recommendation
Staff recommends that the HRA consider authorizing staff to proceed in implementing similar
communications tools for the Downtown Redevelopment Planning process, including:
• Q&A Newsletter, web site and news releases
o Purpose: to inform the public about the need, process, goals and upcoming
opportunities for participation and input
o Estimated cost: $3,200 per Q&A publication
design & print approximately 8500 count
Redevelopment Plan Communications
May 7, 2007 HRA Meeting
Page 2 of 2
Host series of public open houses to gather input on vision concepts and draft plan
o Purpose: to inform public about the need, process, goals and concept options
o Estimated cost: $ 750
design & print various display boards
The 2006 HRA budget included a line item Publishing line item in the amount of $12,500 which
currently carries sufficient balance to support these costs.
S:\Downtown Revitalization\Memos\2007\5.7.07 communications.doc
~ E H L EER S ~U~~i~~~~~~rr~C~mr~~~~y~
•
Essential Redevelopment Planning
PUBLIC PARTICIPATION PROCESS
The traditional approach to redevelopment is characterized by an
emphasis on good.. planning and finding the best development solution.
The plan is carefully prepared by staff, elected officials, and sometimes
representatives from the general public. This resulting plan is then
presented to the public for "buy-in."
This buy-in is generally necessary
regardless of the type of funding for
redevelopment. A number of
communities have found that including
the public earlier in this planning
process provides a better final result ~~ ~~ ~ ~ ~`~
and increases community support for
the project. Another key distinction
between this process and the traditional
approach is that this process involves t
alected officials as policy leaders
throughout the process. Traditional
approaches focus on elected official : ,~
involvement at the beginning and end ~
stages. The basic elements of the ~ .,
process include the following steps:
COMMUNICATE THE PROBLEM
• Identify the implications of not addressing or solving the problem.
• If possible, forecast the problem in advance of the need to
address the problem.
• Explain impact of not solving the problem as outcome statements
and impact on residents and customers.
• Develop chronology of communications on important issues.
• Develop methods to assess community understanding of problem
and impact of problem on community.
• Develop communications plan to support effort.
COMMUNICATE THE PROCESS
• Develop a process appropriate to problem (i.e. task force, staff
report, commission study, etc.).
• Communicate process including specific opportunities for broader
public involvement.
• Establish clear expectations regarding community involvement.
• Solicit suggestions for changes in the process.
• Communicate the community response to the need for
redevelopment back to the public.
• Request options to be evaluated.
• Review and refine problem statement.
• Maintain communications chronology.
~~
• Develop clear evaluation criteria for
option including advantages and
disadvantages.
• Request feedback on
additional options.
• Request feedback on
evaluation criteria.
• Request feedback on evaluation.
• Reaffirm problem statement
and process.
• Maintain chronology.
COMMUNICATE THE SELECTED OPTION
• Communicate selected option.
• Respond specifically to suggested options and evaluation criteria.
• Communicate basis for selection.
• Provide balanced evaluation including disadvantages of option.
• Reaffirm problem statement, process and options.
• Maintain communications chronology.
• Identify next steps for implementation.
Community participation is typically centered around "open houses"
held at strategic times during the process. In some cases multiple open
house meetings are needed to seek community feedback. It is vital to
assess public acceptance prior to proceeding to the next step in the
process. For example, if the public is not accepting that there is a need
for the redevelopment under study, additional efforts should be
undertaken to communicate the need before proceeding to the options
stage. Elected officials play a key role in this process. Their assessment
of community support during various phases is critical. Other key
features of this process include developing a communication plan that
will encourage broad based community involvement at open houses
and in the process in general.
Ehlers & Associates Inc
_.. __
__...-_m. ~.. ~ _.~ ,-,~ .,,,,,~ _.-.__,__. .
Illinois 630-355-6100 Minnesota 651-697-8500 Wisconsin 262-785-1
COMMUNICATE THE OPTIONS
• Communicate options generated
from process, including various
options for use, density, required
public improvements and city
financial assistance.
www.ehlers-inc.corn
d`~ rl~`q 7~ ItiaS. ~~_."~". ~P~~1 ~»°$~~~.., w IA . Aa
nications is more than good.-..writing.
Commu
Building support for redevelopment involves developing
and implementing a strategic communications program.
A Strategic Redevelopment Communications Program does
the following:
• Acknowledges and respects the controversial nature of redevelopment;
• ..Forecasts time frame, upcoming decisions and opportunities for public involvement;
• Encourages questions;
• Provides a context for the redevelopment with both a historical chronology, problem statement
and goals, and an answer to "why change?";
• Identifies direct and indirect development issues; antl,
• Responds to concerns.
A Strategic Redevelopment Communications Program should
contain the elements:
• A Strategic Communications Plan -identifying the target audiences, key messages,
communications goals, tools, tactics and strategies, and developed with the input and buy-in of
elected officials.
• Open Houses -providing opportunities at critical points in the redevelopment process for the
public to learn more and provide feedback on redevelopment plans.
• Q&A Newsletters -sent communitywide prior to open houses and following open houses to
inform the public and address issues prior to open houses and to "feedback the feedback"
after open houses. The Q&A format provides the opportunity to address current issues and
concerns of the public in a timely manner.
• Strategic News Releases -prior to open houses that not only forecast the open houses but
provide context and meaning for the open house and the redevelopment project.
• Web, Cable TV, City Newsletter, etc. -providing repetitive opportunities to inform the
public about the project and its status, forecast issues and repeat key messages.
• Issues Fact Sheet - provides a summary of information regarding basic project issues
including goals (why are we redeveloping), unique project features, project characteristics
(location, size, issues) and developer information.
...............
Ehlers & Associates Inc. Illinois 630-271-3330 Minnesota 651-697-8500 Wisconsin 262-785-1520 ~ www.ehlers-inc.com
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FEBRUARY 2002 __
r~nhancing Uowntoiun Pik Rir%er'c Rc,le
As a ti'ital Re!ail, Commercial and Residential Area.
Q. Why is the City planning to Neighborhoods age, and change
revitalize and redevelop Elk This first edition o f the will occur whether or not the City
River's downtown business River Riverfrorrt
Elk revitalizes and redevelops down-
district? .
Revtalazatfon newsletteY town. Controlling that change
through revitalization and redevelop-
A. For more than 30 years, various
features ct Q~'fl t~ f ment will ensure that the t es of
YP
studies and proposals have
examined the need to revitalize frequently asked questions; , changes that occur in downtown Elk
River are the ones people want --
and redevelop Elk River's about fans
p those that will keep our community
downtown business district. for revitalization. vital and flourishing.
Investment in downtown has
stagnated and the riverfront is Q What is the status of the
underutilized. The purpose of the
redevelopment will be to enhance downtown Elk
River's role as a retail, commercial and residential
area and revitalize the investment in the downtown
business district.
Q. What are the consistent themes that
occur throughout all the previous downtown
revitalization planning studies?
A. The studies consistently emphasize a downtown
that would better utilize the riverfront, capitalize on
the traditional character of downtown, and ensure
safe pedestrian and vehicle movement.
Q. Can you tell me what are
the boundaries of the
downtown revitalization area?
A. Yes. See the map at right.
The downtown revitalization area
encompasses the downtown busi-
ness district and reaches from the
Main Street/Highway 10 intersec-
tion to Lowell Avenue. The area
extends as far north as Highway
10 and as far south as the
Mississippi River.
Q. Why can't we just leave
downtown like it is?
A. Investment in downtown has stag-
nated and area businesses and
residents alike are concerned
about the need to revitalize down-
town and attract people there.
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developer's proposal far down-
town that was featured on the front page of
the newspaper in July?
A. In response to the HRA's request for development
concepts, Best and Hempel submitted in July a
concept to redevelop a portion of downtown. A
sketch of that concept was featured on the front
page of the newspaper. After some discussion, the
HRA determined that a more comprehensive and
coordinated look at the entire revitalization area was
necessary before selecting a development propos-
al. As a result, the City has developed alternative
design concepts for the revitalization area. Once
the HRA has generally accepted the design
~...~ THE DOWNTOWN RIVERFRONT
~' REVITALIZATION AREA
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Kiver
CITY i~~^ ±±-1_/. RIVEr? ~OVvNTC~VV~ r3iVE?~ RCNT REVITALI~r""SIGN ~7&r", f~lE'N'SL~ TTE~ FES~?lAriY 20iJ'~
concepts in late February, it will issue a request for
proposals for the entire revitalization area.
Q. What can you tell me about the design
concepts for downtown?
A. A design concept is not a detailed plan or a blue
print. Instead, it provides a framework for revitaliza-
tion by identifying general areas and potential types
of development within the revitalization area. The
City's two alternative design concepts will be based
on the previous studies and on the goals developed
by the HRA. They will take into consideration the
market analysis and the historical context study.
Q. What is the historic context study and when
will it be completed?
A. The historic context study that is currently
underway is a framework used to help determine
the historic significance of particular buildings
and places within the City. Structures within the
downtown area will be evaluated in a Phase I
study and identified as either "non-significant" or
"potentially significant." The study's final report
should be available in May 2002. The results of
the study will be used to facilitate the final
development design.
{~. When is the open house far the design
concepts?
A. The City will hold an open house on Tuesday,
February 12, 4 p.m.-6 p.m., at City Hall, to
receive feedback from the public on alternative
downtown revitalization design concepts. That
public feedback will be presented to the HRA
at the February 25 regular meeting.
~. When is the earliest that revitalization and
redevelopment could begin to occur?
A. The earliest that revitalization and redevelopment
could begin to occur is in 2003. The HRA is likely to
issue a request for proposals from developers in
March 2002. After reviewing various developers' pro-
posals, the City may choose to enter into a prelimi-
nary development agreement with a developer or
developers. During the preliminary development
phase, the developer provides a more detailed revital-
ization plan to the City, and all financial, planning,
land acquisition and zoning issues must be
addressed. If that phase is satisfactorily completed,
the HRA and developer would enter a final develop-
ment agreement and land acquisition and construc-
tion could then proceed.
Q. Is it possible that not all of downtown will be
redeveloped at the same time?
A. Yes. In fact, it is certain that the downtown
revitalization will need to be phased and the
entire revitalization and redevelopment is likely to
occur over the course of 7 to 10 years.
Q. Haw do we know that revitalization and
redevelopment will occur at all this time?
A. The City has hired redevelopment consultant
Ehlers & Associates and is proceeding with a
very deliberate revitalization process which has
been successful for cities throughout Minnesota.
Q. How can I stay informed and involved?
A. The City will issue periodic newsletters to update
the community on the revitalization. Information on
the February open house and other opportunities for
public involvement throughout the revitalization
process will be provided in the Elk River Star News
and on ERtV Channel 12. If you have any
questions about the revitalization, feel free to
contact City Administrator Pat Klaers, or Director
of Planning Michele McPherson at (763) 441-7420.
xiver
13065 Orono Parkway, Box 490
Elk River, MN 55330
Diver
MEMORANDUM
TO: Housing & Redevelopment Authority
FROM: Catherine Mehelich, Director of Economic Development
DATE: May 7, 2007
SUBJECT: INFORMATION -O'Reilly Automotive Lease 720 Main Street
Staff was recently notified by O'Reilly Automotive, Inc.'s Real Estate Department of their plans
to relocate the Elk River store from the building at downtown 720 Main Street to the former
Synder's building on Freeport Ave.
Since O'Reilly's acquisition of the Bumper-to-Bumper store, representatives have long
communicated corporate's real estate intention to relocate to a "free standing" building location.
A firm date for the relocation has not been established, however representatives indicated
possibly in July. Representatives stated that O'Reilly will continue with the current lease
obligation with the HRA until the lease expiration of September 30, 2007.
Ci
ver
MEMORANDUM
TO: Housing & Redevelopment Authority
FROM: Catherine Mehelich, Director of Economic Development
DATE: May 7, 2007
SUBJECT: INFORMATION -River's Edge Meeting Agenda & Minutes
Attachments
• River's Edge Downtown Business Association May 9, 2007 Meeting Agenda
• River's Edge Downtown Business Association April 11, 2007 Meeting Agenda
• River's Edge Downtown Business Association March 14, 2007 Meeting Minutes
• River's Edge Downtown Business Association March 14, 2007 Meeting Minutes
In the past staff has forwarded to the HRA the meeting agenda and minutes of the River's
Edge Downtown Business Association in an effort to communicate issues of concern from
the downtown business community.
Attached are the most recent series of meeting minutes. The next River's Edge meeting is
scheduled for May 9, 2007. Staff attends the monthly meetings on a regular basis and
provides verbal updates and answers questions on HRA redevelopment planning efforts, the
construction projects, and issues related to parking concerns.
Rivers Edge Meeting Agenda
Wednesday, May 9, 2007
8AM Chamber of Commerce Meeting Room
Treasurer's Report Jim Rudolph
Secretary's Report Patti Hipsag
Old Business
City Update
Revitalization Plan Update Heidi Steinmetz
Parking Task Force
Connecting to Art Soup June 23/24
Sidewalk Sale
Trolley Rides
Other
Planters Downtown
Street Dance/SK August 18tH
New Business
Correspondences
Election of Officers
Please email (simen003(a~umn.edu) call or fax Wendy at Kemper Drug (441-1353) or
(441-9004 fax) If there is anything you would like added to the agenda.
Rivers Edge Meeting Agenda
Wednesday, April 11, 2007
8AM Chamber of Commerce Meeting Room
Treasurer's Report Jim Rudolph
Secretary's Report Patti Hipsag
Old Business
City Update
Revitalization Plan Update Heidi Steinmetz
Parking Task Force
Connecting to Art Soup June 23/24
Sidewalk Sale
Carriage Rides
Other
Planters Downtown
Street Dance/SK August 18`h
Chamber Business Expo
New Business
Enhancing Music in the Parks
Correspondences
Please email (simen003(c~,umn.edu) call or fax Wendy at Kemper Drug (441-1353) or
(441-9004 fax) If there is anything you would like added to the agenda.
Rivers Edge Meeting Minutes for Wednesday, March 14, 2007
Present: Scott Clark, Wendy Simenson, Fred McCoy, Roger Hebiesen, Dave
Rymanowski, Tony Mikols, Patti Hipsag, Jeff Gongoll, Donna Busch
Treasurers Report: 2333.86 in Treasury
Secretary's Report: Approved as written
Old Business:
Revitalization Plan Update: Heidi said that there were no changes or updates to
report. Construction Projects: The Bank of Elk River project is expected to be
done by June 1St. The 1St occupants are expected to move into the Bluffs Condo
around June 1St. Jackson Square apartments will be ready around late September,
and the park should be ready in about 2 months (in May).
Parking Task Force:
Info provided by Scott
The Parking Task Force has met several times. The following items have been
discussed by the Task Force. The task force will present a formal plan to the City
Council for approval when they have addressed all of the issues before them.
There will be a limit on the maximum number of employee parking permits. As
of now there are 300 permits for 80-90 stalls. The new plan is to issue 140% of
the available stalls which would be approximately 102-110 permits. These would
be paid permits, $10 per month ($120/year). The plan is to do this on a trial basis
for 6 months to see how it works. All downtown businesses will be offered the
opportunity to get spots. Businesses not interested in paying for parking can park
for free in the lots on the North side of Highway 10. The city will be putting up
emergency posts in those lots. Unlimited Street parking is also available further
down Main Street and on some of the side streets off of Main Street.
The current parking time limits will also be changed. The King Lot will go from
4 hour to 3 hour, and street parking will go from 3 hour to 2 hour. Enforcement
will end after 6pm and on weekends. Residents and overnight parking will be in
the city lots north of 10. Wendy said that currently the few residents that do live
downtown prefer to park overnight in the spots immediately behind Kemper Drug
and Diamond City. This has proven to be a problem with snow removal and
access for customers. The King Ave lot is currently posted with no parking from
2AM to 6AM.
There was a question brought up about an overpass connecting north of the
railroad to downtown. The task force didn't discuss this; they felt that there is no
need for this at this time.
Chamber Business Expo:
The booths for the Business Expo are all filled; therefore the Downtown Rivers
Edge will not have a booth this year! ! Wendy said that she would update the
Downtown Business Directory. Donna and Dave said that the Directory could be
passed out at their Booths during the Expo.
Downtown SK Race/Street Dance:
The date for the event is August 18th, 2007.
Tina Allard from the Park and Rec department will be contacted about a permit
for using the new park area that day and during the street dance in the evening.
We will also need to get permits and see if the city is willing to donate some
funds and services for the event. We are looking at planning other events during
the day like a sidewalk sale, other events in the park during the day.
New Business
Art Soup:
Art Soup will be held June 23 and 24, 2007 in Handke Stadium. Wendy asked
MetroPlains if they would sponsor the carriage rides between downtown and the
Stadium. They do not have funds budgeted to do this again this year. We will
work on trying to get someone else to sponsor the carnage. Ideas were brought up
on how to connect Handke with the downtown area to increase traffic downtown.
Possibly having vendors along Main Street towards Handke. Donna said that they
do a "Market Day" at her store, Uniquely Yours, and that they would look into
doing something like that on ArtSoup weekend. We also discussed having a
sidewalk sale that weekend
Art Downtown:
We need to think about getting more Art downtown. We have two great murals.
We need to encourage businesses to think about sculptures or other art downtown.
More Planters:
Meryl has requested more planters for downtown. Heidi said that she would
contact Phil Hals concerning her request. Meryl has offered to do the 15 existing
pots again this year. She should be back to do them around June 1St. She will try
to tie in the ArtSoup colors of celedone and purple.
Correspondences:
We got a thank you note for the flowers that we sent Meryl.
Rivers Edge Meeting Minutes February 14, 2007
Present: Bill Maertz, Bill Houlton, Scott Clark, Heidi Steinmetz, Tony Mikols, Jeff Gongoll, Fred McCoy,
Wendy Simenson, Patti Hipsag, Roger Hebeison, Dave Rymanowski
Treasurers Report: 2332.52 in Treasury
Secretary's Report: Minutes were approved as written
Old Business:
City Update: Bluff project appears to be on schedule, although Fred thought they maybe behind the time
line that was handed out by them last summer. As of now, there are 41 condo units pre-sold. Jackson
project is at least 2 months behind.
The Downtown Parking Focus Group has already had two meetings. The Downtown members of the group
are Keith Holme, Tamara Ackerman, Bill Houlton, Jeff Krueger, Fred McCoy, Pat Dwyer, Dave
Rymanowski and representatives of Jackson Square and the Bluffs Block Projects. City Staff
representatives are Cathy Mehelich, Police Chief Beahen and Scott Clark. Larry Toth from HRA and Nick
Zerwas from the City Council are also in the focus group. The groups tasks are; to develop and recommend
modifications to the city's regulatory and administrative parking permit process, to develop and
recommend policies for transition of employee parking to the periphery of downtown and to develop
analysis and recommend policies for future consideration of a parking ramp.
Heidi gave us a detailed report on the redevelopment task force. The meetings are open for you to attend
and listen to discussion. The Downtown Redevelopment Task Force is looking at developing a master plan
for developing in and around the Downtown Area. They are looking at an area bounded by School Street,
to Freeport St, across Main Street all the way to Tipton Street. The gist of what she said can be found in the
attachment to the minutes.
Heidi told us that the tax assessment values of downtown will be going up. According to the States Sales
Valuation Report, Elk River was well below the recommended base level for taxation.
Holiday open house appeared to be a success, except for the cold weather. Having the Creative Genius
Building helped with the cold. There was talk of moving the date for this years Holiday open House to the
following weekend.
New Business:
The Chamber Business Expo will be March 25~' l OAM to 3PM at Elk River High School. Jeff was
interested in someone providing a Food Vendor Booth, Fred McCoy expressed interest in this. Tony and
Patti decided to get a booth together, but will have it as a Rivers Edge Booth, so that other downtown
businesses can participate.
A flier was handed out by Bill Maertz that outlined some of the events and artists that have been scheduled
to perform in the new park.
Riverfest Music Schedule
June 21, Bill Isles, Folk Music
June 28, Killer Hayseeds, Country/ Rock
July 12, Minneapolis Police Band, Brass Band
July 19, Sounds of Hope, International Song and Dance
July 26, Michael Monroe, Folk
Also on July 26, Parks & Rec will be hosting a canoe trip ending at Riverside Park in time for the evening
concert and a catered dinner.
August 2, Bill Koncar, Polka
August 9, Elk River German Band, Ethnic German Instrumentals
August 16, Splatter Sisters, Family Entertainment
August 23, Outdoor Movie, Family Entertainment
August 30, Teddy Bear Band, Family Entertainment
There was also talk of the farmers market being held in the park. For this season, the farmers market will
be out at Orono, because of the construction downtown. Hopefully, next year (08') we can utilize the
downtown park for that.
August 18~' is the date that has been set for the street dance and the 15` annual Sk walk/run held in
downtown . If there is anyone who would like to help with these events, please contact Fred at McCoys or
Patti at The Bead Bag.
Wendy is working on adding Rivers Edge to the Kemper Drug website, with possible links to downtown
business' web sites. It would be a Downtown Elk River tab on the Kemper Drug Homepage that would
link to a list of the downtown businesses. It would be similar to the downtown shopping folder that we
used to hand out. Please let her know if there is something specific you would like added about your
business or if you do not want to be included.
Meryl Gisselquist recently got home from having a knee replaced. We all agreed to send her flowers from
the Downtown RiversEdge Group. She is already planning what color flowers to put in the planters for next
year. Anyone interested in helping her should let Wendy know and she will forward that information to
Meryl.