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5.1. HRSR 07-5-2005Item # 5.i. ver MEMORANDUM TO: Housing & Redevelopment Authority FROM: Catherine Mehelich, Director of Economic Development~~/~ DATE: July 5, 2005 SUBJECT: Downtown Revitalization Project Update Attachments • Downtown Revitalization Project Construction Communications Plan • The Bluffs of Elk River refined design as of June 27, 2005 Background The City entered into a development agreement with MetroPlains Development at the end of last year. Since that time staff has been working closely with MetroPlains to make progress on a number of activities leading up to the anticipated summer project construction. Current Activities King Avenue Parking Lot Improvement The construction of the King Avenue parking lot improvement commenced in early June. The parking lot is expected to be paved within the next week and quote has been requested for landscaping improvements in the parking lot area. Assistant Director of Economic Development, Heidi Steinmetz has provided a memo for the HRA's review of a draft ordinance to designate an employee parking area in the new parking lot. Construction Plans/Designs Following the Council's approval of the construction plans and the HRA's subsequent comment on the plans, several Council members received feedback regarding the designs of the proposed projects, particularly The Bluffs of Elk River. It is important to remember that the approval of the Construction Plans is only a requirement of the Development Agreement, but does not constitute review and approvals required by local ordinances. The criteria for the Council's approval of the plans is outlined within the Agreement and relate only to conformance with the TIF Program and conditions of the Development Agreement (number of units and square footage commercial space), and in meeting any applicable federal, state or local laws and ordinances. Downtown Revitalization Project Update July 5, 2005 fIRt1 Mecung Page2of3 The Council held a special meeting with MetroPlains on June 27`h to discuss the construction plans. MetroPlains presented the Council with a revised design for The Bluffs of Elk River project. The Council acknowledged the refinements were better but requested additional refinements in particular to the turret and visual breakup of the mid-section. The Council directed staff that the HRA review and comment on the designs, and any other issues related to the project, prior to the Council. The Council has requested the HRA's attendance for the July 11th Council work session for a follow up discussion with MetroPlains of the refined design. Staff recommends the HRA call a special meeting for Monday, July 11 at 6:30 p.m. for the purpose of a joint meeting with the Council to discuss the MetroPlains refined design. Jackson Square Flag Pole and Gazebo Following the HRA's review and comments the Council considered the transfer of the flag pole and gazebo structures at its June 6`h meeting. The Council approved the transfer of the flag pole to the school district for its offices located downtown. Staff has been working with the school district to identify a site and obtain a quote for the relocation. At its June 6th meeting the HRA indicated a willingness to consider contributing toward the cost of relocating the flag pole structure in order to keep it in the downtown area. The Council approved the transfer of the gazebo structure to the Guardian Angels of Elk River for relocation of the roof portion to the senior center. Since that time Guardian Angels has indicated that the cost to relocate the roof portion exceeds the cost to purchase and install a new gazebo structure and has declined its offer to relocate the gazebo. Staff is currently exploring any option in which Meadowvale School has indicated an interest in relocating the gazebo to the school. Neither the flagpole nor the gazebo will be relocated from the Jackson Square property until the city has completed closing on the transfer of the Jackson property to MetroPlains. The closing is anticipated to occur by the end of July, upon MetroPlains completing the contingencies outlined in the Development Agreement and the amendment as authorized by the Council. Construction Staging Plan/Public SafetX The city recognizes that the construction of the projects will be disruptive at times for the downtown. Of priority concern to the city is public safety fox pedestrians, vehicle traffic and the construction site and workers. Another concern is keeping downtown open for business with as little inconveniences as possible. Fire Chief Bruce West has been designated as the lead public safety contact for the construction project and will be the liaison between the city and the developer's contractor on public safety issues. The city staff is currently reviewing preliminary construction staging plans and Chief West will present the staff recommended public safety plan to the City Council prior to construction commencing. Communications The latest project Q&A newsletter was distributed in early June and primarily focused on the King Avenue parking lot improvement project. The next edition of the newsletter is being planned for distribution in August covering issues primarily related to the construction. In addition, a vision piece is being developed which will be a full color glossy four-page brochure highlighting the project goals, description, schedule and graphics. The purpose of the vision piece is to remind the public of the big picture purpose for the redevelopment, how the goals set forth by the city will be achieved, Downtown Revitalization Project Update July 5, 2005 IIRA Meeting Page3of3 provides information on timing, and helps the community focus on an attractive and desired end result during the construction period. The Q&A and the vision piece will be distributed together. Communications with the public will be a critical component during the construction phase of the project. Staff has developed the attached communications plan that outlines the various audiences and communication tools that will be utilized. Elk River Downtown Revitalization Project Construction Communications Plan 1. Purpose The purpose of this plan is to provide a structure and organization for communications efforts with target audiences throughout the construction of the Downtown Revitalization Project, projected to last from Spring 'OS through Fall '06. It is a chief goal of the plan to provide a platform for feedback as problems arise to ensure those problems can be addressed. 2. Construction Timeline Acquisition of Property Completed -Winter 'OS until Spring `OS Demolition of Elk River Municipal Utilities -April 2005 Construction of King Avenue Parking Lot -Spring `OS Bluff Block Demolition & Environmental -Summer `OS The Bluffs of Elk River Construction -Summer 'OS through Fall `06 Jackson Block Demolition & Environmental -Summer `OS Jackson Place Construction -Summer 'OS through Fall `06 3. Target Audiences & Communications Goals Tar et Audience Communications Goal Downtown Businesses & Keep businesses informed of progress of construction, their Employees future disruptions of service, parking issues, or any other inconveniences of construction for them and their customers. Provide a sounding board and platform for feedback as problems arise to ensure those problems are addressed. All Residents (who are Inform all residents, including those who shop and travel also customers downtown) downtown on a consistent basis, of progress so that they feel comfortable traveling downtown and are aware of parking and traffic issues. Provide a sounding board and platform for feedback as problems arise to ensure those roblems are addressed. Non-resident customers Inform customers of downtown and travelers who do not downtown live in Elk River so they feel comfortable traveling downtown and are aware of an inconveniences. MetroPlains' construction Keep weekly and as needed contact with MetroPlains' contractor and construction contractor, especially as concerns or MetroPlains problems arise that impact downtown businesses or residents and work to resolve those roblems. 4. Key Messages This downtown revitalization is important to our community because it will enhance downtown Elk River's role as a retail, commercial and residential area and revitalization investment in the downtown business district. • The City understands that construction is going to be disruptive for downtown businesses, their employees, and residents and other customers who travel downtown. In order to keep businesses informed the City has established a construction contact person who will provide Web site updates at the beginning of each week, stop by affected businesses when URGENT construction flyers need to be distributed, visit the construction site as needed, and act as a sounding board for businesses. • It is important that businesses, their employees and residents provide the city construction contact person with feedback throughout the construction process on issues so the City can stay on top of them and coordinate with the developer. • The City will be providing weekly updates on its Web site, in addition to news releases to the newspaper, Q&A newsletters and articles in the City's newsletter, The Current, to keep everyone in the community informed of construction progress. 5. Communications Tools Tool Descri tion Timin Vision Piece A four-color piece, typically 4 pages (11'by 17" Summer `OS folded) which provides project goals, project description and time frame and images and graphics of project upon completion. Piece provides opportunity for public to connect City's goals to actions, informs of time frames and provides a text and graphics "vision" for completed ro~ect. Vision Boards with graphics of completed project and Summer `OS Boards projected date of completion to be displayed in prominent spots in the community (downtown business windows, Cit Hall, etc.) Signs Sign or signs downtown at construction sites with King Ave.-April graphic of completed project, date of completion, 'OS (completed) contact phone number. Bluff & Jackson - Summer `OS 2 Q&A Continuing issues of Elk River Downtown Bi-monthly to Newsletter Revitalization Newsletter quarterly as needed. News News releases to the Elk River Star News, such as As needed, Releases street closures. otherwise as key events occur and disruption of services is forecasted, etc. URGENT Simple one-page with text forecasts of any As needed for Construction inconveniences short-notice on Flyers power shutdowns, etc. City Person on City staff who is responsible for as Designated in Construction needed contact with businesses, with construction Spring `OS Contact contractor and can work to resolve issues for Person businesses and residents with MetroPlains' construction contractor if they should arise. If a short-notice power turn-off is necessary, this person will stop by and provide URGENT construction flyers to affected businesses to inform them. Web Site Updates for City's Web site every Monday Updates weekly u dates mornin on Web site Newsletter Articles for City newsletter, The Current. Every other month articles Presentation Monthly attendance of meetings for presentation Monthly to River's and/or Q&A on the latest on downtown Edge construction. Downtown Business Association Community Periodic presentations to other community Seasonally or Organization organizations to provide general updates on the annually Presentations construction rocess. 6. Tactics & Strategies Tar et Audience Tactics and Strate ies Downtown Businesses & Information and ongoing two-way communications will Employees be established, especially with the City construction contact person who will be a sounding board and resolve issues as they arise with the developer. The construction contact person will be downtown as needed and will stop by affected businesses when URGENT construction flyers need to be distributed. Other contacts will include monthly presentations at River Edge Downtown Business Association and other more general contacts with rest of communit . (See below) All Residents (who are Information provided to inform residents of construction also customers downtown) updates and status of construction in case they are traveling to include news releases, weekly Web site updates, Q&A newsletters, City newsletter articles, signs downtown and vision boards around downtown, as well as a vision piece at beginning of process, and presentations to community leaders at key points. Residents will also be made aware of the City construction contact person to ensure they have a place to go with concerns, questions and issues. Non-Resident Customers Signs downtown and news releases to the newspaper as well as weekly Web site updates will serve to notify any non-residents traveling in the area of the status of the construction. MetroPlains & Ongoing City construction contact person will serve as a MetroPlains Construction consistent contact with MetroPlains construction Contract contractor and will contact him every Monday morning by hone for u dates. ~ i T ^f. ~~ +r ,+~ r ~ ~-- ,,c 1L- ~-~`- .~ ~ ;,r, ~K~ ~~-~~ ~~ ~~ ,~- nA ` 1 ~~ t "y. ~~ .~`~ ...~' a.e,.e... ....~C.. '~ r.,na~~ ~' -•_°=--,may. +*