6. EDSR 09-14-2009//
City of
El -~-~
River
REQUEST FOR ACTION
To Item Number
Economic Develo ment Authori 5
Agenda Section Meeting Date Prepared by
Administration Se tember 14, 2009 Tim Simon, Finance Director
Item Description Reviewed by
Consider YMCA request for additional items to be considered Lori ohnson, Ci Administrator
as project costs and consider adjusting the EDA tax levy for Reviewed by
payable 2010 related to the YMCA bonds
Action Requested
1) To consider items submitted by the YMCA to be included in the project costs from the bond issue of
the recreational facility.
2) Consider adjusting the EDA tax levy for payable 2010 related to the YMCA bonds.
Back4round/Discussion
In 2007, the Economic development authority (EDA) issued bonds for the purpose of building a
recreational facility, with a lease agreement with the YMCA. As part of the lease agreement, the YMCA
makes semi-annual rent payments which equate to 1 /3 the cost of the $12,000,000 bonds that were
issued. When bonds are issued, a project fund is set up to process the construction costs and to record
the bond proceeds and interest earnings on the bond issue. Typically, when projects are complete, if any
balance remains in the project fund, the funds are transferred out to the debt service fund. The remaining
balance is used to reduce the amount of tax levy on those bonds.
The remaining balance from the bond issue and interest earning is $92,964.
The EDA has met it's obligation for the project by funding the full $12,000,000 in project costs and the
balance remaining is interest earnings on the bonds. However, the YMCA has submitted several items
for the EDA to consider funding from the remaining balance stated above. If the EDA chooses to
provide the additional funding there are approximately $20,000 to $25,000 in additional expenditures that
may qualify as eligible costs. Those would be the file floor base, energy control for sauna, key pad control
for roof top air handlers, palm tree play features, and a few miscellaneous items.
The balance remaining in the project fund will be used to decrease the property tax burden of this project
for taxes payable 2010. The EDA could reduce the levy before September 15`'' and it will be reflected on
the proposed tax statements mailed out this fall. The original resolution approved on August 10th was
$252,953 and would be reduced by the remaining balance after the EDA considers the above requests.
Financial Impact
Possible reduction to the payable 2010 market value levy for the EDA portion of the YMCA bonds.
S:\Council\Tim\2009\EDAymcaproject.doc
Attachments
• Email from RJM construction
• Letter from the YMCA of items to consider being included in the EDA project fund.
• Resolution establishing the 2010 referendum tax levy as approved by voters for a recreational
facility to be leased to the YMCA
Action Motion by Second by Vote
Follow Up
S: \Council\Tim\2009\EDAymcaproject.doc
Page 1 of 1
Simon, Tim
From: Rick McKelvey [rick.mckelvey@rjmconstruction.com]
Sent: Wednesday, August 05, 2009 3:07 PM
To: Simon, Tim
Subject: ERY Added Items
Tim,
Here are the 4 requested added scope items that we discussed this afternoon:
1) Add the floor base around perimeter of pool room.
2) Energy Control For Sauna
3) Key Pad Control For Roof top Air Handlers 5 & 6
4) Provide 2 Palm Tree Play Features That Were VE'd at the Start of the Project.
I estimate that these items will total around 20k, thus leaving approximately 80k in the
contingency balance.
Please let me know how I should proceed.
Thank you,
Rick McKelvey, LEED AP
Senior Project Manager
P 952 837 8634 ~,
F 952 832 9622
E nck_mckelvey@rymconstruction.com
CONSTPL7~'Flt7t~
7003 West Lake Street -Suite 400
St. Louis Park, MN 55426
Please consider the environment before printing this message
09/ 11 /2009
June 23rd, 2009
Tim Simon
Finance Director
City of Elk River
13065 Orono Parkway
Elk River, MN 55330
RECEIVED JUN 2 51009
Dear Tim:
Per our conversations I am submitting a list of items for your consideration to assist the
YMCA in reducing our costs on the Elk River YMCA project. We were pleased to
provide a building that met the criteria for the City to receive a 2 million dollar grant to
reduce the burden to the taxpayers and appreciate your interest in assisting us. My
understanding is that we have approximately $100,000+ left in bond proceeds.
The items are as follows:
Indoor play floor 6/03/2008 $4,953.50
Theme painting 7/01/2008 $10, 357.00
Dryer 8/18/2008 $4,970.00
Washer 8/18/2008 $7,395.00
Interior Theme 9/01/2008 $10,357.00
d-marc for phone system 9/01/2008 $150.25
Install inter-tel phones 9/01/2008 $8,034.12
Time clock 9/01/2008 $2,742.00
Inter-tel phones 9/18/2008 $25,859.38
AED's 10/01/2008 $3,750.00
Clock System ~ 11/01/2008 $4,920.00
Meco shades 2/12/2009 $1,005.00
Charter member wall 6/19/2009 $2,349.10
Legal fees that benefited joint $4743.70
Legal fees that benefited joint $3850.00
Legal fees that benefited joint $6423.59
Total $101,860
Please call with any questions or Concerns,
Sincere R
, n
Anita M Lancello Bydlon `~
VP of Development
Cc: Casey Scott
RESOLUTION 09 -
A RESOLUTION OF THE ELK RIVER
ECONOMIC DEVELOPMENT AUTHORITY
A RESOLUTION ESTABLISHING THE 2010 REFERENDUM TAX LEVY AS
APPROVED BY VOTERS FOR A RECREATIONAL FACILITY TO BE LEASED
TO THE YMCA
WHEREAS, On September 12, 2006, the voters of the City of Elk River approved a
referendum pledging the City's full faith, credit, and resources to
$12,000,000 of bonds fox a recreational facility to be leased to the
YMCA; and
WHEREAS, the City has received a Landfill Abatement Legacy Grant from Sherburne
County for certain qualifying recycled materials and these Grant funds
have been applied to reduce the debt service tax levy on the $12,000,000
of bonds.
NOW, THEREFORE, BE IT RESOLVED by the Economic Development Authority in
and for the City of Elk River, Minnesota, that it hereby levies a tax of $ for taxes
payable in 2010 for the purposes of funding the debt service on $12,000,000 of bonds as
approved by voters to build a recreational facility to be leased to the YMCA.
Passed and adopted by the Elk River Economic Development Authority this 14`h day of
September, 2009.
Pat Dwyer, President
ATTEST:
Catherine Mehelich, Executive Director
S: \Council \Tim \2009 \ EDALEVY l0ymca.doc
~/
City of
Elk -~--,
River
REQUEST FOR ACTION
To Item Number
Economic Develo ment Authori 6.
Agenda Section Meeting Date Prepared by
Communi Develo ment Se tember 14, 2009 erem Barnhart, Plannin Mana er
Item Description Reviewed by
Confirm Focus Area Study West Side Process
Reviewed by
Action Requested
Confirm the Authority's role as funding source of Focused Area Study, Phase II, for the land use plan for
the west side of Highway 10.
Summary
At their meeting on August 17, the City Council accepted HKGi's proposal to complete Phase II of the
Focused Area Study. At that time, the Council identified the EDA as the funding source for this project.
The EDA is asked to confirm their participation.
EDA Commissioners may recall the need for a land use plan on the west was highlighted by the property
owners, including those on the west side of Highway 10, outside of the original study area. These
property owners wanted clarification on how development and redevelopment in the area east of
Highway 10 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.
The proposed cost is $39,600. The final result with be one plan, covering both the east side and the west
side of Highway 10. This cost reflects enhanced public meetings, in order to gather as much information
from property owners as possible.
Next Steps
To plan for the five public meetings, it is suggested that these meetings be held the 4`'' Monday of each
month, when required. There is no need to `rush through' discussion in order to meet other published
schedules. Establishing a common date would help participants in scheduling. The first such meeting is
tentatively scheduled for September 28t"
S:\PLANNING MAIN\Projects\FAST Study Area\FAST memo to L'llA RE west side 9-1409.doc
At this meeting, Staff and HKGi's would like to confirm the following variables that influence the final
product:
• Scope (What issue, problem, concern, question are we solving for?)
• Core Assumptions (What, if any, assumptions can we work from?)
• Planning Horizon (How far out should this plan look? 15 years, 20, 30?)
• Boundaries (The planning area is bounded by Hwy 10 on the east, the River on the west. What is
the north and south boundary)
Attachments
• Written proposal dated August 12, 2009.
Action Morton by Second by Vote
Follow Up
S:\PLANNING MATN\Projects\FAS1" Study Area\FAST memo to EDA RE west side 9-]4-09.doc
Creative Solutions for Land Planning and Design
Hoisington Koegler Group Inc. ~~
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:
Thank you for the opportunity to submit this proposal to conduct phase II of the Focused Area Study
around Highway l 0 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
1 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 City 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, MN
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 l 0 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 City 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
• Green 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 I1, EIk 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.
/t~r~.[,E ~,.»,
Bruce Chamberlain, ASLA
Vice President