5.6. SR 08-17-2009REQUEST FOR ACTION
To Item Number
Ci Council 5.6.
Agenda Section Meeting Date Prepared by
Communi Develo ment Au st 17, 2009 erem Barnhart, Plannin Mana er
Item Description Reviewed by
Consider Focus Area Study West Side Proposal
Reviewed by
Action Requested
Acceptance of the HKGi's proposal to complete a land use plan for the west side of Highway 10.
Summar~r
Hoisington Koegler Group, Inc, has provided a quote to complete the west side land use plan.
The need for a land use plan on the west was highlighted by the property owners, wanting to understand
how development and redevelopment in the area will impact their property, how access to their
properties are maintained, and how their property values are enhanced.
In response, HKGI prepared a proposal for a land use plan that attempts to address the shortcomings
identified during the original east side plan.
Their proposal includes:
6 individual "stakeholder" meetings (the east side plan included 3)
5 rounds of public meeting (with EDA/ PC/ and CC either separately or together)
6 meetings with city staff.
Funding
HKGi's proposal includes a fee of $39,600. This fee can be paid fully by the EDA, or by other funds fox
example a three way cost sharing involving the General Fund (Planning), Street Reserve (for the
transportation aspects), and EDA, each taking a third of the cost.
Benefits
It is advantageous to employ outside agents to complete these types of planning work. Staff can
effectively manage the process while staying above the `gritty' details. Taking a elevated role allows the
City to ensure that its global interests axe maintained without succumbing to narrow, private interests.
Additionally, HKGI brings skills, expertise, and assets to the table that Staff does not posses; design,
graphics, impartiality and time. It is recommended that the City retain HKGI to complete the planning
process started earlier this year.
Attachments
• Written proposal, dated August 12, 2009.
S:\PLANNING MAIN\Projects\FAST Study Area\FAST memo to CC RE west side 8-17-09.doc
Action Motion by Second by Vote
Follow Up
S:\PLANNING MAIN\Projects\FAST Study Area\FAST memo to CC RE west side 8-17-09.doc
Creative Solutions for Land Planning and Design
August 12, 2009
Jeremy Barnhart, Planning Manager
City of Elk River
13065 Orono Parkway
Elk River, MN 55330-5600
Re: PROPOSAL -FAST study, phase II.
Dear Jeremy:
Hoisington Koegler Group Inc.
Thank you for the opportunity to submit this proposal to conduct phase II of the Focused Area Study
around Highway 10 in Elk River. As phase I conducted for the area east of Highway 10 was progressing,
it became clear that many people had legitimate questions about the future of the land west of Highway
10. These questions pertained to access, circulation, and land use synergies between east and west as well
as the impacts potential Highway 10 upgrades would have on existing development.
While the long-term future of Highway 10 remains fluid and will for some time to come, the process of
conducting the FAST study made it clear that the City will have substantial influence over MN/DOT's
decisions about the timing and nature of highway improvements. Because of the impact Highway 10
improvements will have on land use decisions, we believe it is important for the phase II study to begin
with solidifying the City's expectations as well as MN/DOT requirements surrounding future
improvements and using that understanding as the basis for planning.
You will see that our work plan allows for adjustments to the current phase I outcomes as appropriate
once we delve into the phase II area. You will also see that we suggest the complete integration of phases
I and II into a single final report and set of graphics rather than separate documents.
The work plan below represents our initial understanding of the City's desires for the project. We are
completely open to alternative approaches or the need for outcomes not currently identified.
Proposed Work Plan
Task 1-Project Re-initiation
This phase will be used to establish a critically important baseline from which to launch phase II
of the FAST study. Here, we will review with Ciry staff and elected/appointed officials where the
first phase of work left off as well as the comments received in later public meetings. We will use
this information to help the community re-evaluate core project assumptions (especially
pertaining to Highway 10 access) that will establish a foundation for planning.
1.1 Participate in meeting with MN/DOT officials to review their plans and objectives for
Highway 10 access and long-term reconstruction.
123 North Third Street, Suite 100, Minneapolis, MN 55401-1659
Ph (612) 338-0800 Fx (612) 338-6838
PROPOSAL -FAST Phase II, Elk River, M1V
August 12, 2009
Page 2 of 4
1.2 Conduct kick-off meeting with City Staff to review the work plan and schedule, gather
missing base information, review phase I outcomes and comments and identify alternative
approaches to Highway 10 access.
1.3 Facilitate EDA/CC/PC workshop to review phase Ioutcomes/public comments, determine
if there are modifications needed to phase I, determine agreed-upon project assumptions,
especially pertaining to the future of Highway 10 access.
1.4 Based on the outcome of the workshop, prepare technical memo stating determined project
assumptions/objectives.
1.5 Update project website with latest information.
Deliverables:
^ MN/DOT meeting summary
^ Project assumptions/objectives technical memo
^ Project schedule & refined work plan
Task 2-Conduct Project Area Analysis
2.1 Prepare expanded-area base mapping to encompass FAST phase I and II study area.
2.2 Conduct up to 6 individual and confidential stakeholder meetings with area property and
business owners to review the project assumptions/objectives and determine their future
property interests.
2.3 Prepare study area analysis diagrams that build from those prepared for phase I of the
project.
2.4 Facilitate meeting with Ciry staff to review gathered information and materials.
2.5 Update project website.
2.6 Prepare project newsletter for distribution by City staff.
Deliverables:
^ Analysis diagrams
^ Existing conditions technical memo
^ Project newsletter
Task 3-Explore the Possibilities
3.1 Facilitate visioning roundtable with City staff at HKGi office to build from phase I work
and identify the parameters and possibilities for the full project area. Focus will be on
developing a series of approaches to redevelopment, circulation, recreation, and open
space. This could include re-exploration of certain aspects of the phase I plan.
3.2 Prepare illustrative concept diagrams for the approaches explored in 3.1. The concepts will
each provide a unique approach to achieving overall project objectives. The concepts will
illustrate:
• Development patterns: HKGi will refine the alternative land use concepts to depict
the land uses proposed with each concept.
• Transportation systems: Each concept will include a depiction of all proposed
transportation infrastructure including roadways, trails, and sidewalks.
• Green infrastructure: Each concept will include a depiction of proposed parks,
natural open spaces and greenway links.
3.3 Quantify development "yield" for each concept that identifies the yield of commercial
space and households and forecasts jobs, population and development value. This task will
PROPOSAL -FAST Phase II, Elk River, MN
August 12, 2009
Page 3 of 4
identify the magnitude of development potential for each concept alternative as a way to
compare and contrast them.
3.4 Facilitate review session with City staff at HKGi office to evaluate concepts.
3.5 Revise concepts based on meeting feedback.
3.6 Facilitate concept review session with EDA/PC/CC for review and feedback.
3.7 Revise concepts based on meeting feedback.
3.8 Update project website and prepare project newsletter illustrating concept alternatives.
3.9 Facilitate public open house to provide an opportunity for the community to offer feedback
on the concepts prior to refinement into a single alternative.
3.10 Prepare summary of community feedback.
Deliverables:
^ Meeting and open house agendas/summaries
^ Preliminary concepts
^ Development yield technical memo
^ Project newsletter
Task 4-Prepare Preferred Plan for the Full FAST Study Area
4.1 Conduct meeting with City staff to review public input and identify recommendation for
refining concepts into a single, preferred plan.
4.2 Facilitate EDA/PC/CC work session to review public input and recommendations for plan
refinement.
4.3 Based on EDA/PC/CC input, prepare a preferred plan for the full study area. Like the
concept alternatives, the preferred plan will be designed and graphically illustrated around:
• Development patterns
• Transportation systems
• Crreen infrastructure
4.4 Update development "yield" for the preferred plan.
4.5 Assist City staff in preparing a utility and infrastructure impact analysis for the preferred
plan.
4.6 Prepare draft report that incorporates both FAST phases I & II.
4.7 Facilitate review session with City staff.
4.8 Facilitate final review workshop with EDA/PC/CC to present the full draft plan for
comment and recommendation for approval.
4.9 Refine draft plan based on feedback and submit a final plan.
4.10 Present plan to City Council for comment and approval.
4.11 Make final modifications as necessary.
Deliverables:
^ Preferred plan and support graphics for full study area
^ 3 bound report copies and CD of report at draft and final stages
^ CAD version of master plan
^ Meeting agendas/summaries
Fee Proposal
HKGi proposes to conduct the work outlined above at an hourly rate for a fee not to exceed $39,600
including reimbursable expenses. HKGi is prepared to start the project immediately with an anticipated
five month timeframe to completion.
PROPOSAL -FAST Phase IL, Elk River, MN
August 12, 2009
Page 4 of 4
One element we discussed is the potential for more one-on-one stakeholder meetings as identified in Task
2.2: either more meetings in a single round or additional rounds of meetings. If a greater extent of
involvement is desired in this area, the fee for 4 meetings happening in a single day would be $1,500.
We look forward to continuing our work on the FAST project. If you have any questions, please do not
hesitate to contact me.
Sincerely,
Hoisington Koegler Group Inc.
Bruce Chamberlain, ASLA
Vice President