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Home My WebLink About04.23.12 EDA Packet AGENDA REGULAR ECONOMIC DEVELOPMENT AUTHORITY MEETING APRIL 23, 2012 6:30 P.M. CITY COUNCIL CHAMBERS Todd Larson, Chair; Julie May, Vice-Chair Jason Bartholomay, Terry Donnelly, Christy Fogarty Doug Bonar, Geraldine Jolley Action Taken 1. Call Meeting to Order 2. Pledge of Allegiance 3. Roll Call 4. Approve Agenda 5. Citizen Comments / Presentations 6. Consent Agenda a) Meeting Minutes (3/26/12 Regular) b) Budget: March 2012 7. Public Hearings 8. Continued Business a) Immanuel Dental Sidewalk b) Reyiew Strategic Plan i. Tracking Sheet ii. Create a Business Retention/Expansion Program iii. Satisfaction Survey iv. Development Assistance c) EDA Composition 9. New Business a) EDA Elrn Street Sign 10. City Staff Reports/Open ForumlDiscussion 11. Adjourn 0C<.. MINUTES ECONOMIC DEVELOPMENT AUTHORITY Regular Meeting March 26, 2012 1. CALL TO ORDER The meeting was called to order by Chair Larson at 6:30 p.m. Members Present: Larson, Bartholomay, Donnelly, Fogarty, May, Bonar, Jolley Members Absent: None Also Present: David McKnight, City Administrator; Lee Smick, City Planner; Cynthia Muller, Executive Assistant 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. APPROVE A GENDA Member May pulled item 6c) Budget for discussion. MOTION by Fogarty, second by Bartholomay to approve the Agenda. APIF, MOTION CARRIED. 5. CITIZEN COMMENTS/PRESENTATIONS 6. CONSENT AGENDA MOTION by Fogarty, second by Donnelly to approye the Consent Agenda as follows: a) Approve Meeting Minutes (2/27/12 Regular) b) Approved Bills 2/27/12 - 3/25/12 d) Receiyed Community Expo Survey APIF, MOTION CARRIED. c) Budget: Preliminary December 2011 and January/February 2012 Member May noted we are paying for the electricity for the EDA sign on Elm Street. She recalled it was discussed to tear it down as it is not very visible. Member May stated the EDA has no money to pay for the sign. Mr. Clyde Rath, Farmington Business Association, stated Dr. Dungy had asked about having their name placed on the sign. Member May stated the EDA does not promote the sign any longer. Mr. Rath felt they should and charge businesses. Member May agreed to charge the businesses or shut it off. Mr. Rath noted there is interest by businesses to be on the sign. Member Fogarty recalled it was very inexpensive but they had to pay for their sign to be made. Member May recalled it being $1 OO/year to get on the rotation. City Administrator McKnight stated staff can broadcast it that businesses can create a sign and we need to cover costs for electricity if the EDA wants to go in that direction. City Administrator McKnight recalled wanting to tear it down and replacing it with an electrical sign. EDA Minutes (Regular) March 26, 2012 Page 2 Mayor Larson asked to determine how many people are in the rotation and have them pay to cover the electricity or open it up to eyeryone. Member Fogarty stated people do notice the sign, and is not interested in not lighting it. It is not a huge expense. Mayor Larson asked staff to contact the businesses in the rotation to determine if they want to pay for it and if not, shut it off. Member May asked about $100 for EDA stipends. That was for the ex-officio members. Member May asked about the operating transfers of$33,500 and it was carried over to 2012. That is for the EDA loan transfer. Staff will research the purpose of the loan. 7. PUBLIC HEARINGS 8. CONTINUED BUSINESS a) Review Strategic Plan i. Roles City Planner Smick presented a list of roles for the EDA, City staff, and Stakeholders. Members provided changes they would like to see to the wording on the list. Member Jolley had a concern with the roles of the EDA members and where the ex-officio members fit in. They are not Councilmembers and not as familiar with EDA items. There hasn't been any interpretation as to what the ex- officio role is about. Member Jolley would like more direction on how the ex- officio members fit. Mayor Larson liked their expertise and opinion from the business community. It is not a voting position, but it is an advisory position. Member Bartholomay felt the experience will come the longer they are on the board. The ex -officio role is the same as everyone's; it's just a technicality of not voting which will change with the change in composition. Member Bonar suggested meeting with one of the other Members prior to a meeting to discuss questions. Member May felt the EDA is still a mystery and what our role is. We are getting to the point where we haye some action steps. Mayor Larson stated the plan was to transition into an EDA board with fewer Councilmembers and more residents. One of City staffs roles was changed to seek and administer grants. Member Fogarty noted at times staff has been admonished for seeking grants when they are successful and there are matches and sometimes they have been admonished for not seeking grants. We can always turn down a grant. She would never not want staff to seek a grant even ifthere is a match involved. Going back to Member Jolley's comments, Member Donnelly agreed the roles are not clear. We don't have any money and it would be nice to be able to deyelop a park or entice business to come. We are trying to do things with very little resources in a competitive environment. He agreed with the direction of the strategic plan. The EDA has gone through a lot of changes. We have talked about dissolving the EDA, then we added two members for more community input, now we are working on a new plan for the end of this year. All of this enters into the feeling of frustration. EDA Minutes (Regular) March 26, 2012 Page 3 Regarding stakeholders roles, the stakeholder is the FBA. ii. Farmington Commercial Permits - Easy to Use Guide This is part of the organizational structure of the strategic plan. Staff has developed a written process for permits and licenses to give to developers and prospective businesses. The purpose is to make the process more user friendly. Members asked that the contact list be revised to list the City Administrator first followed by EDA staff and describe what type of permit or license each person handles. Mr. Clyde Rath suggested adding a letter from the Mayor welcoming them to our community and stressing the importance of being inyolved in the community by joining the Chamber and Farmington Business Association. Member Bartholomay suggested adding the School Board Chair. iii. Economic Development Strategic Plan - Items Completed City Planner Smick reyiewed items on the tracking sheet that haye been completed. We are currently in the organizational section of the strategic plan. For the next meeting, staff proposed creating a business retention/expansion program where we will determine the distribution of duties, who will meet with business owners, and what they will ask. Staff will also create a satisfaction survey to give new businesses. We will also discuss development assistance when new businesses come in for their business meeting. Staff will also be working on a business attraction team. Member Fogarty suggested discussing the permit process with Immanuel Dental to see how it worked for them. Member May noted as staff tries to accomplish tasks, we should not feel like we have to come to every meeting with things accomplished. That is where the advising piece by the EDA comes in. Mr. Clyde Rath felt we are at the point where we can clear up some confusion. When GROW Farmington started, it was the Chamber and the FBA and the City asking for citizen input and we received a lot. As you look at the Comprehensive Plan for the EDA, most of that has come from the GROW Farmington effort. It has been put into the EDA plan. As the GROW Farmington group is expanding, what is it that they will do? If the GROW Farmington effort is being led by the FBA, the Chamber, and others which includes Councilmembers, City staff and School Board, what is the purpose of that group? Everything you have taken from the GROW work plan is now in the EDA plan; grow, promote and unite are in the EDA strategic plan. What are we doing with GROW Farmington? Is it a flower committee and he has to raise the money every year? We have about 70 businesses and individuals that have given a total of $7,560 so far. We are at the point and have things written down, where we need to answer those questions. City Planner Smick explained the difference between the two. The Economic Development Strategic Plan is a strategic plan for how the EDA will work. There is some overlap with GROW Farmington such as business retention. GROW Farmington is an offset of the Economic Development Strategic Plan where EDA Minutes (Regular) March 26, 2012 Page 4 GROW has its own ideas, its own things to do and issues to resolve. The EDSP is more how business is being run at the EDA level and how they do business. GROW is how the City as a whole including the FBA, EDA, residents and business owners will carry on with items such as flowers, unite Farmington by having music in the park, etc. Branding is an overlap between GROW and the EDSP. Member May saw GROW Farmington's role as more specific marketing and to coordinate efforts. Mr. Rath's concern was he did not want to see a fractured effort. He wants to see everyone going in the same direction. Member May felt the City's role is more global to make sure the permit process is smooth and we have a welcoming environment and we try to attract new businesses. She felt GROW Farmington's efforts would be more about micro-managing such as knowing about tournaments at the school so you can coordinate business growth opportunities for each individual business. That would not be the City's role to organize rnarketing efforts. We want to create a good enyironment for businesses to be here, but we cannot help improye sales. Mr. Rath agreed and stated the question is more such as you have branding on the EDA list and the GROW list so who will do what and how will it get accomplished. Will the EDA set the brand for the City or some other method? City Planner Smick explained the business attraction team will be a part of the EDSP. Branding is a part of GROW Farmington. Member Jolley felt GROW is distinct from what the City does and needs to remain distinct. This got its momentum when Mr. Rath called for a grass roots of everyone coming together who is a stakeholder in the community and asked what they want to see happen. Member Jolley was concerned that GROW could be sucked up into other agencies and that the spirit of it will be lost. Mr. Rath stated then we need to draw the distinctions on how that will be done and what we want. City Planner Smick explained how various items on the tracking sheet were completed. Member Bonar asked if the goal by the end of the year was to have a plan for where economic development will go in 2013. Staff agreed. There are additional items in the background that are not on the tracking sheet. b) EDA Composition At the February meeting, the EDA discussed changing the composition of the EDA. Staff asked the board to determine if they wanted five or seyen members. According to State Statute, the EDA does have to include at least two Councilmembers. The current two ex-officio seats would change to official seats. Members Bartholomay, Fogarty, Bonar, Larson wanted seven members. Members Donnelly, Jolley, and May wanted five members. Member Fogarty wanted seven because she deliberately wanted to overshadow the two Council voices. Member Jolley felt seven could be problematic because there will be two Councilmembers who are very knowledgeable and five members who are inexperienced. She was concerned whether that would lead to good decisions or not so good decisions. Member Bartholomay wanted seven because the more voices and experience the better. Once the change is rnade, he felt we would not haye an issue filling the seats. Member Donnelly asked if we could run into EDA Minutes (Regular) March 26. 2012 Page 5 conflicts if a business owner was on the board and what if another business like theirs wanted to come in. Member Fogarty stated there are certain things you cannot vote on, it is a perceived conflict where you have to determine if you should be abstaining. City Administrator McKnight stated it is the individual responsibility of any member of any board to keep that potential conflict in mind. Member May at first was inclined to have seven, but now would rather have five. Five residents is a lot to recruit. It would be a good mix to have three residents and two Councilmembers. She suggested starting with five and we can always expand. Member Bonar suggested considering the Faribault model which is a blend. It has two Councilmembers, one Planning Commissioner, two at-large individuals, and two from the business sector including one from the business sector and one from the industrial sector. This provides a blend of government and public. We would gain some continuity by having a Planning Commission member serving a dual capacity along with two Councilmembers and four other individuals with enough diversity to provide for a good strong dialogue. Member Fogarty noted we cannot say this seat is for an industrial person and the four other at-large residents. We can make it clear what we are hoping to get. She liked the idea of reserving a seat for a Planning Commission member. Member Donnelly stated if you want seven, that is a good idea, but still felt five would work. Member Jolley liked the philosophy because you get the diversity of opinion you are seeking, but asked if there was a conflict of interest with a Planning Commission person serving on both boards. Member Bonar stated a person needs to decide within themselves ifthere is a conflict. As a standing Planning Commissioner he has not experienced a conflict yet. Member Jolly stated if we do change the chemistry of the board, she would recommend an orientation be given to new members so they feel better about the direction we are going and the common goals we have. The goals and the purpose of the EDA should be identified. Member Fogarty recommended if we can, to make one of the seats an FBA member, two Councilmembers, a Planning Commission member and three at-large members. Staff will check on designating seats and noted commission members do have to be residents of Farmington. Member Bartholomay understood it to be residents or as long as they pay taxes. Staff will check on this. Member May wanted to stay with five members and felt we should keep it simple to start. Member Donnelly stated we are trying to change the direction and starting January 1, there is only one member of the Council guaranteed to be here. He asked if anyone feels uncomfortable with dictating how it should be structured for another Council. Member Fogarty replied no. Member May stated we have to do this because we haye to adyertise and it needs to be set prior to January 1, 2012. Member Donnelly noted we could start July 1,2012, if we wanted to. Staff noted the next question is since we have just started with the strategic plan, does the board want to make the change as soon as possible or wait until February 1, 2013, when new terms begin. Member Fogarty asked for a recommendation from staff on transitioning. We are three meetings in to this strategic plan. So would it be better to move quickly and get people on board or let this completely develop without the voices we are hoping to get. City Administrator McKnight EDA Minutes (Regular) March 26, 2012 Page 6 stated you have taken the first three steps into the strategic plan. You are the ones that know the most about it so get as much done this year as you can. Keep going through this year and have 90% of a plan ready for the new group. If they throw it out, that is their decision. It was determined the change would be effective February 1,2013. Selecting which Councilmembers to serve on the EDA will then be added to the annual organizational matters in January. Before a public hearing is set, members wanted to hear from the City Attorney on the questions and think more about the number and how to define the members. Member Bartholomay asked that staff check with Faribault on how they are able to designate seats. Member May asked for staffs opinion on whether there should be five or seven members. All staff members recommended a total of five members because of co-ordination and recruitment. Mayor Larson would rather leave the EDA the way it is, but if we switch it should be to seven members so it is as diverse as possible. Mr. Rath stated if you can designate, that would be good. If you have two Councilmembers, someone from the Planning Commission which is a great idea, you have two members in place so you would be done. He would like seven members if you want more input. Otherwise, there would not be a spot for the FBA. Member Fogarty would like the EDA stipend to not apply to the two Councilmembers. 9. NEW BUSINESS 10. CITY STAFF REPORTS Magnificent Me Daycare will be setting a ribbon cutting soon. The ribbon cutting for Pellicci Hardware will be May 3,2012, and Dr. Dungy's is May 18,2012. City Planner Smick has spoken with Mr. Jon Einess to get a contact with DEED to visit with people there. She has made six contacts at a Chamber event and met with the Chamber President and the Rosemount Community Development Director. Mayor Larson talked with Mr. Chris Schwartz and there is a corporation called Orvis that is into fly fishing. Mr. Schwartz suggested sending them a letter regarding the trout stream and land that is available. 11. ADJOURN MOTION by Fogarty, second by Bartholomay to adjourn at 8:00 p.m. APIF, MOTION CARRIED. Respectfully submitted, Cynthia Muller Executiye Assistant ~ ~ ~ .. ~ E E 6J ~ ~ ., ~ 1l 0,2: ""~ a: i ~ ! > o Z g '" ~ I..... ~~ 12 m ~ ffi lE c 6 i ~ c '~ u. '0 ~ u ~ I " ., ~ ... " u. 6) ;1; ~ ~ .. .. i ~ .. i ~ i8 o ~ .. i ~ .. i ~ .. i ~ .. i ~ .. i ~ .. i ~ 1O III ~ .. s ,.. ~ .. u ~ o ~ ~p ~ga;5 ~i ~i !Ir I~ d ~ ~ !ll ~ fi . . , , , ,~ III I , I I I . tl) ~ ~ 10 '" ~ , '''' N .~~~ ~N~ ~1l ~~ !l ! ~ " " I- " ~ ~ e i !2Hi il~ ~HI~ H~J f,~t ~~e~ 8H uh li!~:il~:e~~:il ;f~~...~:il&Hl '#'$. ~~ ~ ..c :Ill:! ...~ ~ ",-i' ~ .. III .'" .. ~ * ~ ~ ~ ~ ~ ~ ~ i u. ~ lii ~- ~!f .. ~~ ~ OM ~ ~ .. 00 2:2: fifi ~ fi .~Sl,~,~......, ,~~" ....: - ::i ! :e ~'~IIIII"'~'II ~ i\ z g ~ ~ ~ g ~ l:l ~ ~ l:l ~ ~ l:! c .!l ~~ ~ MN i!! iJ ~ i!! ~ ~ ,1l ~ ~I I JIII~ illll I.~J~ ~ JiJ...il I~rl-C jt - 0 i~i~~Ia:~E l~lilllil!~'~III~i~ IJ~c~"a~""l!~~>~~" 5~~~w~50!dl-~~~~~o5 :il~aN~~~:il~li!~~~~:il~~~ ~~~~~~~~~~~~~~~~~~ .. III o ~ '" ~ ~ .. .. .. .. .. .. ~ ( ~ :c .. ~ i ~ :c .. ~ ~ f1i :c .. ~ ::i ~ I .. I ! (;6 j i ~ :c ( ~ :c i ~ i ~ i ~ I i ~ i ~ ~ ~ :c I j t 'l; ,~ il "il j i~ ~@ j I ~ N ~ i I ] ;: ~l; 8.1 I~ !! o 1l. I e j ! ~ HI iiJ i ~li ~!~ ~ ij~ :I!~ n ~~ City of Farmington 430 Third Street, Farmington, MN 55024 (651) 280-6800 Fax (651) 280-6899 www.ci.farmington.mn.us & TO: EDA Members, City Administrator FROM: Kevin Schorzman, P.E., City Engineer SUBJECT: Sidewalk Construction between Immanuel Dental and Farmington Steakhouse DATE: Apri123,2012 INTRODUCTION As a condition of the sale of the Immanuel Dental property, the EDA agreed to construct a sidewalk between Immanuel Dental and the Farmington Steakhouse connecting the sidewalk on 3rd Street to the parking lot behind the referenced businesses. DISCUSSION At the March 28, 2011, EDA meeting, the several sidewalk options were presented along with preliminary cost estimates for each. The consensus of the EDA was to do a sidewalk similar to the streetscape on 3rd Street (concrete walk outlined with two rows of bricks as well as transverse bricks approximately every four panels). At that time, the estimated cost for this option was approximately $13,400. Staff prepared plans and specifications for the sidewalk and solicited quotes at the beginning of April. Several contractors were asked to give a quote for the project, however only one contractor did. C.R. Fischer and Sons, Inc. submitted a quote of $19,222 for all work associated with the sidewalk construction similar to the sidewalk chosen by the EDA at the March 28,2011 meeting. While this price is higher than the preliminary estimates in March of 2011, the price is reasonable considering bid prices the City has received for similar work on recent projects, and considering that there were additional engineering items that were necessary on this sidewalk compared to others recently constructed (addition of dry wells under the sidewalk to facilitate drainage of the brick section since the area is relatively flat and the grade of the sidewalk was limited by existing buildings on either side of it.) In order to keep all options on the table during the quote process, the quote was structured in a way that a straight concrete sidewalk was the base quote, with the transverse bricks being the first alternate quoted, and the outline bricks being the second alternate quoted. The total for the base quote and both alternates was $19,222. The total for the base quote plus the first alternate (transverse bricks) was $11,075.50, and the total for just the base quote (plain concrete sidewalk) was $8,275. Immanuel Dental Sidewalk Apri123,2012 Page 2 0[2 BUDGET IMPACT Base Quote (plain concrete sidewalk): Base Quote plus Alternate One (Transverse bricks): Base Quote plus both Alternates (Outline and transverse bricks): $ 8,275.00 $11,075.50 $19,222.00 Earlier this month the city administrator provided you with an estimate of the year end fund balance for the EDA being around $35,000 if everything plays out as expected in 2012. The cost of installing this sidewalk was not incorporated into those estimates and will therefore reduce the year end projected fund balance by the cost of the sidewalk option that the EDA selects. ACTION REOUESTED Choose the base quote, the base quote plus alternate one, or the base quote plus both alternates, and authorize C.R. Fischer and Sons to complete the sidewalk as quoted. Respectfully Submitted, Kevin Schorzman, P.E. City Engineer cc: file C.R. Fischer and Sons Inc. PO Box 448 Farmington, MN 55024 (651)463-7300xPhone estimator@crfischer.net C.RF4f.f'" Estimate Date 04/04/2012 Estimate # 2012184 Address 2012 Downtown Walkway Farmington Quantity Description Rate Amount .. Base Walkway Concrete Main 1 .. LS Sawcut and remove existing sidewalk 250.00 250.00 15 .. LF Sawcut bituminous pavement 10.00 150.00 50 .. CY Common Excavation (EV) 33.00 1,650.00 35 .. CY Select granular borrow - modified 33.00 1,155.00 780 .. SF Install 4" concrete walk, special 6.50 5,070.00 .. Alternate 1 - with Concrete Pavers (Cross) 50 .. SF Install concrete unit pavers 17.25 862.50 30 .. LF paver edge restraint 4.60 138.00 10 .. EA auger 6" diameter dry walls 180.00 1,800.00 It Alternate 2 - with Concrete Pavers (Sides) 20 .. LF sawcut bituminous pavement 5.00 100.00 20 It CY common excavation (EV) 33.00 660.00 15 .. CY select granular borrow - modified 33.00 495.00 80 .. SF install concrete unit pavers 10.35 828.00 220 It SF furnish and install concrete unit pavers 13.35 2,937.00 130 .. LF paver edge restraint 4.05 526.50 400 It SF install 4" concrete walk, special 6.50 2,600.00 Grade +/- .1 foot I Tota~ $19,222.00 * * * No surveyors layout No sand/gravel base No testmg No joint sealants * No traffic control * No winter conditions Bid price valid for 30 days Thank you for the opportunity to bid this work. Please call with any questions. Accepted By: Accepted Date: CRF Estimator: Curt Fischer Phone 651.463.7300 Fax 651.463.7033 - CIl CIl- .c: en g ::.:: (J I'll ... I- z e:( ..J a.. ~ C) W ..... e:( 0:: I- en I- Z w 2: a.. o ..J W > W Cl u 2: o z o u w I/) ::I E en M .... o N N .... o N Ql ::0 .~ ~ o nl Coo. I/) Ql 0:: - Ql .. ::s I/) nl '" ~ c: o :;:l CJ <l: ~ = ~ = -0 00 .~ t:: ro~ ~ ~ 1: VI ~ OJ f5 B ~ 0: :D g U ::l -0 'M c: ~g Vl U w !::: z :::l Z <l: ..... a.. ..... <l: Z o i= <l: !::! z <l: ~ a:: o ,:..; ~ .... .;: o .;: a.. -0 ~ 0) C. 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Fax 651.280.6899 www.ci.farmington.mn.us TO: EDA Members FROM: Lee Smick, City Planner AICP, CNU-A SUBJECT: Business Retention and Expansion Program DATE: Apri123,2012 INTRODUCTIONIDISCUSSION In an effort to encourage the retention and expansion of existing businesses, many communities establish Business Retention and Expansion (BRE) programs, hold Town Hall meetings, or meet with existing business owners at City Hall to learn about and assist those businesses. These programs are designed to demonstrate a community's appreciation for the businesses, and identity immediate needs, future plans, and opportunities for the community to deliver programs and services identified through a business survey process. The BRE program might consist of visits at the business, a town hall meeting at City Hall, or City staff meeting at City Hall with business owners. Inver Grove Heights holds a Town Hall meeting and invites all business owners to it. West St. Paul and Hastings invite a small number of businesses at a time to visit with City staff at City Hall. Business visits serve four general purposes: (1) introduce the Council and City staff, (2) provide information about available programs and services, (3) respond to specific requests, and (4) learn about business needs, plans, and attitudes of the community through an informal survey. A successful BR&E strategy serves the following key purposes: . To demonstrate to existing businesses that the community appreciates their contribution to the local economy. . To encourage expansion that leads to sustainable job growth. . To assist local businesses in gaining awareness of available resources. . To develop collaborative relationships for participating in comprehensive long-range retention and expansion activities. . To build the community capacity and cooperation to sustain growth and development activities. . To provide better information and understanding for all local leaders of the strengths and weaknesses of the business climate. . There is no better marketing strategy than the demonstration of a successful and thriving business climate. The following information is a traditional BR&E program that does visits at businesses. This information may also be used for visits from businesses invited to City Hall. Identify the Purpose of the Visit Before embarking on a business visitation program it is necessary to determine the purpose of the visit, the method of collecting data, the number of firms to be visited and the time frame within which the visits will take place. Each of these determinations will influence who will participate in the visit and the number of people involved in the visitation process. Ifthe purpose of the visit is to inform the business of the existence ofa local BRE program, then the visit is often done by a staff member. If the purpose of the visit is to collect information about the business via a written survey instrument, then the general practice is to send a two-person team. Establish a Visitation Team While interviews may be conducted by a single individual, most organizations involved in business visits send a two-person team. One Council Member may also be added to make the visit even more personable. In the two-person team, one person is assigned to ask the survey questions and the other person is assigned to record the responses to the questions. The reasons for a two-person team are practical: . People not involved in interviewing as a profession find it difficult to handle both tasks. . The loss of eye contact when transitioning from asking a question to recording the answer makes it difficult to establish and maintain rapport with the person being interviewed. . A separate recorder makes asking probing questions easier and ensures that the responses are complete. Train for Business Visits A typical survey training program has at least the following six components: 1. An explanation of the purpose of the survey. 2. An explanation of the role ofthe interview team. 3. A detailed review of the survey instrument. 4. Assignment of the teams to businesses for the actual interviews. 5. Training on interviewing and note-taking techniques. 6. A practice interview. Component 1. Purpose of the Survey The purpose of a business survey must be established before a visitation program is initiated. The purpose of the survey should guide the development of the survey questions, and a purpose statement should be included in the survey instrument used in the interview process. Two-person teams visiting businesses should be familiar with the purpose ofthe survey so that they both understand why they are conducting the interview and can explain the benefits of participating in the interview. The following are some typical purpose statements: . Demonstrate the community's appreciation for its existing businesses. . Identify immediate problems facing a business so that these problems can be addressed. . Identify perceptions of the community as a place to do business. . Identify the training and technical assistance needs of the business. · Identify the future plans of a business. . Build community capacity for sustained growth and development. Component 2. Role of the Interview Team An interviewer (or note-taker) who is unclear about or unsure of his role or who is not committed to the success of the project damages the credibility of the program and jeopardizes the overall chances of its successful completion. The team is responsible for knowing the survey and its purpose, understanding the answers provided by the business owners/operators, and identifying any potential areas of concern (sometimes called red flags) that should be addressed immediately by the EDA. Component 3. Review the Survey Instrument Business visitation training (at an EDA meeting) is not complete until the teams have been introduced to the survey instrument. Both members of the team must understand the intent of each question and know how each question fits into the overall survey and helps to achieve one or more of the stated purposes of the survey. Familiarity with the survey's purpose, question types, and answer formats helps the interviewers to accurately administer the survey. A detailed review of the survey instrument in a group setting allows team members to ask their own questions and to learn from the questions of others about the content and intent ofthe survey. Component 4. Interviewing and Note-taking Techniques The background on the project and purpose of the survey should clearly and concisely identify the survey sponsor or sponsors, why the survey is being conducted (the purpose statement), the intended use of the survey results, how the data will be presented, and any guidelines for the survey respondent. The confidential nature of the process must be stressed. Ifthe visitation team will be scheduling the business interview directly with the business owner/operator, it is useful to prepare a script for use in the initial contact. It should be stressed that the script should serve as a guide for the conversation and should not be read verbatim. The script should contain a brief statement on the project background. The confidential nature ofthe process should be included in the script, as well as any "rules" for conducting the interview. A common rule for interviews is called the "skip it" rule, which tells the business owner/operator that he may choose not to answer any question without providing a reason for non-response. This initial contact script can also be used again at the start of the formal interview process during the visit. There should be guidelines for the two-person team for before the visit, during the visit, and after the visit, and individual guidelines for the interviewer and the note-taker. Conclusion Successful BRE programs are the result of good preparation and cooperation. Following the approach outlined in this information will enhance the chances of a successful program in our community. Attached are some examples ofBRE survey questions. ACTION REOUlRED Review the proposed BRE J2!ogram and provide comments. Resp~9 ~1.Y. m(ed,. ..- f b? j'"~ ./ -<.'" .'1.,.{) ~ ee Smick, City Planner AICP, CNU-A David Civittolo and Gregory A. Davis FORMAL BUSINESS RETENTION & EXPANSION (BR&E) SURVEY APPENDIX IV Typical BR&E Survey Questions 1. What is your overall opinion of (COMMUNITY) as a place to do business? (Select only one.) D D D D D Excellent Good Average Poor Very Poor 2. What are your top three (3) reasons for locating or keeping your business (COMMUNITY)? (Select three.) I;J Access to airport I;J Access to metropolitan amenities q Proximity to freeways I;J Local officials q Access to my customers q Access to business support services (e.g., printing, advertising, financial services, hotels, etc.) q Access to my suppliers I;J Recreation facilities/entertainment I;J Proximity to home I;J Quality of housing I;J Cost of doing business I;J Quality of life I;J Workforce availability q Safety services I;J Financial incentives q Other: 3. Please describe your IMMEDIATE business needs or concerns that could addressed by local government or local private entities. 4. How many employees work at your (COMMUNITY) business location? (Select only one.) D D D D D Fewer than 10 11-20 21-50 51-100 More than 100 Page 15 MUNICIPAL ECONOMIC DEVELOPMENT TOOL KIT ase check the areas in which your current (COMMUNITY) employees need ng. (Select all that apply.) I;J Current employees do not need training I;J General skills (basic math, reading/writing, problem solving, etc.) I;J Managerial skills (finance, business planning, employee management/relations, etc.) I;J Professional skills (sales, marketing, accounting, etc.) I;J Customer service skills (interpersonal communications, product knowledge, etc.) I;J Computer skills (word-processing, database management, computer system installation/maintenance, etc.) I;J Other technical skills I;J Equipment operation skills I;J Mechanical skills I;J Specialized skills (medical skills, legal knowledge, etc.) I;J Other: 6. What kind of modernization, renovation, or expansion are you considering? (Select all that apply.) CJ Warehouse space I;J Manufacturing/production space CJ Office space I;J Parking area I;J Adding another department, division or business I;J Expansion into adjacent space I;J Expansion into another location in the same building I;J Expansion by acquisition I;J Other: Page 16 David Civittolo and Gregory A. Davis FORMAL BUSINESS RETENTION & EXPANSION (BR&E) SURVEY 7. Do you face any constraints to expansion? (Select all that apply.) I;J No constraints I;J Need financial assistance I;J Need information on city and/or state tax incentives I;J Need physical facility planning assistance q Insufficient space in existing building I;J Not enough land for expansion I;J Parking issues IJ Zoning and building regulations I;J Other: Page 17 Appendix A ABC County Economic Development Corporation Business Survey BUSINESS OVERVIEW 1. Indicate the type of business you are (check only one) a. Agriculture g. Retail Trade b. Construction h. Finance, Insurance & Real Estate c. Manufacturing i. Services d. Transportation J. Public Administration e. Wholesale Trade k. Health Care f. Communication 1. Other (SPECIFY) 2. Does your business have multiple locations? If yes, where? a. Yes In this Country In this State In the United States b. No Outside the United States 3. How many people, including yourself and other family members, are employed in your business? Please specify, using percentages, between the three listed below. a. Currently Employed Full Time Part Time Seasonal b. Projection for employment in the next five years Full Time Part Time Seasonal 4. If the number of employees has INCREASED in the past five years, is this due to: a. Entered New Markets b. Expanded Share c. Renovation/Expansion d. Addition of Product (SPECIFY) e. Other (SPECIFY) 5. If the number of employees has DECREASED in the past five years, is this due to: a. Declining Sales b. Labor Saving Tech c. Improved Efficiency d. Other (SPECIFY) 65 MARKET I FACTORS 6a. Where! does your company sell its products or services? a. -;-- In this County % b. In the rest of the State % c. In the rest of the United States % d. -;-- Internationally % 6b. Where does your company sell its products or services? Are aJIlY of the sales a result of tourists, winter visitors, or highway travelers? a. -I- Tourists, visitors, travelers % 7. Compared to last year is your business: a.. Growing b. Declirung c. Sanae , 8. What i~ the result of this growth? a. Entered New Markets b. Expanded Share c. --.---- Renovation/Expansion d. Addition of Product (SPECIFY) e. Other (SPECIFY) FUTURE IBUSINESS FACTORS 9. Do you have any plans to modernize or expand your present building(s) or equipment in the next five years? a. -r----- Yes b. No c. Not Sure 10. Does you company currently own or lease sufficient property to allow expansion, if necessary? a. 4--- c. Yes No Not Sure b. 66 What imp.ct will or would your modernization have on the number of employees? a. ~ No Change b. ~ Add Employees c. ~ Reduce Employees d. -r-- Not Sure % % Number of Employees Number of Employees 11. Are you currently considering closing your business or relocation outside the commvnity / area? If relocation, where? a. Closing b. _ Relocation In this County In this State In the United States Outside the United States c. -:----- Neither I 12. If you ~re considering relocation, which of the following are reasons for your planned move? 1. Environmental Concerns Rigid Code Enforcement High Local Taxes High State Taxes Lease Expiration Other (SPECIFY) a. -I----- Changing Market Conditions b. Overcrowded Building c. NoLand for Expansion d. -+---- Transportation Problems e. -I-- Crime/Vandalism f. +-- Low Work Productivity g. h. J. k. 1. 13. If you lare considering closing, which of the following are reasons for closing? a. _ Changing Market Conditions g. Rigid Code Enforcement b. Transportation Problems h. High Local Taxes c. Crime/Vandalism 1. High State Taxes d. Low Work Productivity J. Lease Expiration e. -I-- Environmental Concerns k. Other (SPECIFY) 14. Are th~re any changes in your business plans for the next three years? a. +-- No Change b. Change Goods/Services c. -l--- Add Product d. Change Technologies e. _ Other (SPECIFY) 67 COUNTI:I RATING 15. How ~ould you rate ABC County with respect to the following location factors? (Pleas~ indicate your choice below) i-POOR a. b. I r-- c. d. I f--- e. L- f. g. '---- h. '--- 1. I ~ J. k. 1. f--- m. n. o. p. q. r. s. t. ~ u. v. I r--- w. x. y. z. aa. bb. c----- cc. ,- dd. l- ee. 2 - FAIR 3 - GOOD 4 - EXCELLENT 5-NO OPINION Availability of Labor Labor Costs Base Skill Level of Employees Vocational Training Business Supplies Business Services (Legal, Acctg, etc.) Reliability of Utilities Ship /Transportation Costs/Services Parking City Government Highways/Street Water Quality & Supply Sewer Solid Waste Police/Fire Protection Energy Costs Quality of Telecommunications Business Taxes Banking Services Availability of Capital Land & Development Costs Planning & Zoning/Code Enforcement Housing Availability Quality of Housing Recreational Opportunities Quality of Education (K 12) Community College Media Medical Services Community Appearance Chamber of Commerce 68 What is y@ur overall opinion of this county to conduct business? a.' Excellent ~ b. Good c. ---r- Fair ----r-- Poor No Opinion d. e. ~ WORKFQRCE 16. Rate the following based on your perceptions of the area workforce 17. i l-POOR 2 - FAIR 3 - GOOD 4 - EXCELLENT 5-NO OPINION UnskiUed (Custodial, Laborers, Material Hauling) Semi-$killed (Jv.t:achine/Transport, Operators) Skilled (Craft, Technician, or Other Skills) Office (Clerks, Receptionists, Data Entry, etc.) Managers, Administrators, Supervisors Profe$sionals (Lawyer, Engineer, Accountant, Doctor, etc) Availability SUM~Y CONCERNS 18. Rate the following areas on their abilities to provide the best opportunity for future econo.nic development in the county? l-IMP0RTANT 2-S0MEWHATE 3-NOOPINION 4-S0MEWHATNOT Quality 5 - NOT IMPORTANT a. -+-- Agriculture/Agribusiness b. -+----- Tourism, Recreation & Highway Services c. Retirement -,-- d. Attract Manufacturing Finns to the County e. - Reduce Retail Leakage f. -t-- Other (SPECIFIC) 69 19. How 40 you perceive (a) yourself and (b) the county in general with regard to support for ecdnomic development? (Choose one for each column) Yourself The County Strongly Pro-Growth Somewhat Pro-Growth Somewhat No-Growth Stron$ly No-Growth 70 ~6 i//' City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: EDA Members FROM: Lee Smick, City Planner AICP, CNU-A SUBJECT: Satisfaction Survey DATE: April 23, 2012 INTRODUCTIONIDISCUSSION Attached is a satisfaction survey that staff prepared for Dr. Dungy in order to give the City feedback on the 30-working day commercial development process. Information has not yet been received from Dr. Dungy. ACTION REOUIRED For information only. Respectfu ll~S itte, . ~ ~ Lee Smick, City Planner . AICP, CNU-A City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us Dr. Dungy: Thank you for your time on giving feedback to us concerning the recent development of Immanuel Dental in downtown Farmington. The City will use your responses to determine if changes need to be made to our processes. Did you fmd staff courteous and helpful? Was staff responsive to all of your questions concerning this process? How? Were you confused with the development process that was explained to you? Do you have a suggestion for the Community Development process that you just went through? Would you recommend building in Farmington to others? Is there anything we can do better? Sincerely, Lee Smick, AICP CNU-A City Planner ~/;;v City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: EDA Members FROM: Lee Smick, City Planner AICP, CNU-A SUBJECT: Development Assistance DATE: April 23, 2012 INTRODUCTIONIDISCUSSION A Development Assistant will be assigned to an applicant who is going through the 30-working day Commercial Development Review Process. This will allow the applicant to have one City contact for the entire process. The Development Assistant will schedule meetings with appropriate staff members, meet with pre-con consultants, and work with the applicant on a daily basis. The assistant will typically be the City Planner or Assistant City Planner since they are familiar with the development process. ACTION REOUlRED Review the proposed development assistant program and make comments. Resp~ll ([1( Lee Smick, City Planner AICP, CNU-A ~c. City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Economic Deyelopment Authority FROM: Cynthia Muller, Executive Assistant SUBJECT: EDA Composition DATE: April 23, 2012 INTRODUCTION EDA members have been discussing changing the current composition of the EDA to two Councilmembers and five residents. DISCUSSION At the March EDA meeting, staffwas directed to research the Faribault EDA composition and designation of seats. Following is the response from our City Attorney: "The statute doesn't contemplate designation of chairs or appointments by category; the appointment is to an individual not to the "current chamber president" or "current planning commission chair." The exception is for Councilmembers and Councilmembers only where the Council may set the term of the Councilmernber commissioners to coincide with their Council terms. I think it is preferred to not follow Faribault's approach from both a legal and administrative perspective. Legally, the statute does not establish or authorize specific appointment criteria thus allowing applicants who feel they haye been disadyantaged by the appointment criteria to challenge the appointments. Administratiyely the criteria may limit Council flexibility in appointing the best slate of candidates simply because the best candidate does not satisfy one of the selection criteria. Also, unlike for Council appointrnents which the statute allows to have the terms linked, there is no such provision for the Council adopted criteria--consequently, the six year term would seern to rernain valid even if the underlying selection criteria ends, such as someone selling their business, quitting the Chamber, ending their term on the Planning Commission or whatever criteria justified their initial appointment. I think the wiser course is to leave out any prescribed criteria or "designated seats" and simply have the Council evaluate the individual merits of each candidate with the goal being to establish the highest quality EDA." It is staff's recommendation to follow state statute and the City Attorney's recommendation and not designate seats. Regarding the residency requirement, the City Attorney has advised, "The statute does not specify that the appointments are limited to resi4ents, and I believe sorne EDA's do haye non- resident members. Most are probably individuals who own a business in the City, but I don't think even that would be a limitation. If the Council wants to appoint a non-resident, they would have to change the ordinance to allow that." The ordinance is attached for your reference. Staff wants to make. members aware that Farmington residency is a requirement for all our boards and commissions. Currently if someone moves out ofthe City, they resign their seat. Removing this requirement would open the application process to anyone. It is staffs recommendation to follow the current City Code maintaining the residency requirement. Also at the March EDA meeting, members wanted to approve the change in composition in the next few months, but make it effective February 1,2013. Once the EDA makes final recommendations to the City Council, a public hearing will be held and the changes that are made will become official. BUDGET IMP ACT The ordinance already states that a stipend is not provided to Councilmembers serving on the EDA. Having five residents on the EDA would mean budgeting $600 for stipends. Having three residents on the EDA would require $360 for stipends. ACTION REQUESTED EDA members should discuss the above information. It is staff's recommendation to not designate seats, continue with the residency requirement, and it appears there is an EDA preference for seven members (including two Councilmembers and five residents) on the EDA. Respectfully submitted, Cynthia Muller Executive Assistant , i I i 2-8-1 2-8-2 CHAPTER 8 ECONOMIC DEVELOPMENT AUTHORiTY SECTION: 2-8-1: 2-8-2: Authority Established Governance Provisions 2-8-1: AUTHORITY ESTABLISHED: It is hereby recognized that in the city there was created, March 18, 1974, a housing and redevelopment authority. Effective upon adoption of an enabling resolution as required by Minnesota Statutes Annotated section 469.091, all programs, projects, activities and personnel of the housing and redevelopment authority are transferred to the economic development authority (EDA). The EDA is authorized to exercise on behalf of the city the powers conferred by Minnesota Statutes Annotated sections 462C.01 to 462C.08 including power to issue and sell single-family housing revenue bonds. The EDA shall, upon request of the city council, make periodic status reports to the city council regarding any action(s) undertaken pursuant to the power(s) conferred hereby. (Ord. 005-541, 8-15-2005) 2-8-2: GOVERNANCE PROVISIONS: The following provIsions regarding governance of the authority are hereby adopted: (A) Members; Officers: The authority shall consist of five (5) council members who shall choose from among themselves a chair, vice chair and other officers as required by law and two (2) persons to serve in an ex officio capacity. (8) Designated Seats: Five (5) seats shall be held by sitting members of the city council. The two (2) nonvoting or ex officio seats shall be appointed by the ma~or with the approval of the city council. September 2011 City of Farmington 2-8-2 2-8-2 (C) Qualifications: Members shall be citizens of the United States and residents of the city. (0) Terms Of Office: The term of the council members shall be concurrent with the council members' city council terms and shall expire at the same time as the members' council term of office. Terms of the ex officio members shall be for six (6) years, except that one of the initial appointments shall be for three (3) years, one for five (5) years and appointments to fill any vacant positions may be made for the balance of the unexpired term. Commissioners who are not council members may be removed as provided by law. (E) Compensation: Members of the authority who are council members shall serve without pay, but may be reimbursed for reasonable personal expenses. Members of the authority who are not council members shall receive ten dollars ($10.00) per meeting in addition to reasonable personal expenses. (F) Oath Of Office: Prior to assuming the duties to which first appointed, each member shall take an oath of office. (Ord. 011-633, 5-16-2011) September 2011 City of Farmington 9a.- City of Farmington 430 Third Street Farmington, Minnesota 651.280.6800 . Fax 651.280.6899 www.ci.farmington.mn.us TO: Economic Developrnent Authority FROM: Cynthia Muller, Executiye Assistant SUBJECT: EDA Elm Street Sign DATE: April 23, 2012 INTRODUCTION / DISCUSSION At the March EDA meeting, members noted we are spending $27/month to light the EDA sign located on Elm Street. In doing some research on this issue, staff has found this was also discussed in 2007,2008, and 2009. Following is a timeline of what has occurred: February 2007: The EDA discontinued charging the fee of $35/2 weeks because ofthe Elm Street construction project. March 2007: The sign was no longer illuminated due to needing repairs and the EDA requested repairs be made. April 2007: The lighting for the sign was repaired for $300. May 2008: Staff requested to replace the sign as it was outdated and underutilized and there was limited interest from the business community in renting advertising space. Staff prepared an RFP to solicit cost estimates for replacement of the sign with an LED sign. June 2008: The City Attorney had two concerns about the sign's replacement. The sign was a non-conforming use and the sign code would need to be amended to allow for a City message center in order to replace the sign. The second concern was that allowing private advertising on the sign would open the way for requests for undesirable advertisernents. The sign usage policy could provide roughly 95% coverage against messages the City felt were inappropriate, but the First Amendment to the Constitution could be cited as a defense for denied requests to be contested. EDA members were comfortable with the use of the sign for priyate adyertising purposes. November 2008: Seven responses were receiyed to the RFP for an LED sign ranging in cost from $28,401 to $55,085. All of the proposals receiyed required slight modifications to meet the City's sign code. Therefore, the RFP was modified and sent out again. Staff proposed a fee of $20/week for advertising on the sign. January 2009: Staff received six responses to the RFP with costs ranging from $28,751 to $43,500. The City Attorney again cautioned there is no way to prevent undesirable advertising. EDA members agreed they would like to see the sign tom down at the end of the summer and wait until the extension of 195th Street is completed to determine an alternate location for a new City event sign. Staff was to determine costs for demolition of the sign. Staff is unable to locate any further historical information. However, two of the November 2008 estimates received for an LED sign included estimates for dernolition. One was for $1 AOO and one for $1,600. City staff may be able to handle demolition of the sign, recycle materials or sell the scrap metal with any proceeds going to the EDA. The EDA would have to pay an electrician to cap off the electrical service and staff time for demolition. Currently there are ten businesses on the sign rotation and signs are rotated eyery month so each business is shown four or fiye times during the year. There is no fee being charged to the businesses. The sign is lit at night at a cost of about $27/month. The sign is very outdated (as noted in May 2008). Panels are still available at a cost of $325 for just the plain panel. There would be an additional cost for vinyl graphics. Options: 1. No longer light the sign, thereby eliminating the $27/month electrical expense. 2. Keep the sign lit, and contact businesses regarding paying a monthly fee of $25 to advertise. As noted in 2008, there may 'still be limited interest from businesses because the sign is outdated and the cost of the panels. 3. Demolish the sign and leave the area empty. (Location was a concern in January 2009). This would eliminate the cost of lighting, staff time to change out panels and to maintain a rotation if other businesses become involyed. 4. Demolish the sign and put up an LED sign, perhaps in a new location, to advertise community events and businesses. Costs could be covered through business advertising fees, Water Board advertising, liquor store advertising. Some organizations have requested putting up logo signs adjacent to the City monument signs in the right-of-way. Organizations could be contacted to place their logo on the sign in return for sponsorship. This could also eliminate the requests for signs in the right-of-way. ACTION REQUESTED Staff sees merit in all the above options. The EDA should provide direction to staff on one of the aboye options. Respectfully submitted, Cynthia Muller Executiye Assistant