EDA Minutes 07-14-2010 (Joint/Special Meeting)MINUTES
SPECIAL JOINT MEETING
ECONOMIC DEVELOPMENT AUTHORITY &
MONTICELLO CITY COUNCIL
Wednesday, July 14, 2010 — 6:30 p.m.
EDA Members Present:
EDA Commissioners Absent:
Council Members Present:
Council Members Absent:
Staff Present:
1. Call to Order
- -� `'�►' a .:,
Bill Demeules, Bill Tapper, Bill Fair, Tracy Hinz
Dan Frie
Clint Herbst, Tom Perrault, Glen Posusta, Brian Stumpf,
Susie Wojchouski
None
EDA Director Megan Barnett, Community Development
Director Angela Schumann, Finance Director Tom Kelly,
City Engineer Bruce Westby
EDA President Bill Demeules called the meeting to order at 6:30 p.m., took the roll call
for both the EDA and the City Council.
2. Consideration to solicit services of a consulting team to complete the Embracing
Downtown Study
EDA Executive Director Barnett briefly summarized the recommendation of the
Embracing Downtown Monticello Steering Committee. She indicated that 17 Request for
Proposals (RFP) were received and six firms were interviewed. The Steering Committee
recommended selecting McCombs Group to complete the study. The Committee also
provided an alternative recommendation of selecting Bonestroo, WSB and Ehlers. She
noted that all firms were well respected with successful track records.
Barnett reviewed the McCombs Group RFP and described why the Steering Committee
believed they should be selected to complete the Embracing Downtown Study. Generally
speaking the Group consists of a unique, diverse, and extremely knowledgeable team of
professionals with extensive experience in community engagement. She noted that the
Steering Committee had been impressed with their detailed and proactive approach to all
aspects of the RFP. Members of the McCombs Group appear to have a vast array of
private sector contacts that could lead to private investment in Monticello.
The McCombs Group RFP budget is $281,400 (including expenses). The Steering
Committee directed staff to set up a meeting with the firm in order to better understand
their proposal and related costs. The McCombs group stated that their original
submission could be viewed as a "Cadillac" proposal giving the City every detail and
option. After further discussion as to the anticipated scope of the project, they submitted a
revised proposal and budget of $237, 695. Barnett noted the revised cost still maintains
Special Joint EDA /City Council Meeting Minutes —July 14, 2010 Page 1
the essence of the RFP. The stated price is not to exceed cost and costs will be reviewed
after each section is completed. This would give staff the opportunity to continue to pare
down tasks that no longer are applicable based on obtained data.
Barnett summarized that the City would have a number of funding options that could be
considered to meet the budget for this proposal. She stated that staff would need to
evaluate those various options and present them to the EDA and City Council at a future
meeting.
Embracing Downtown Monticello Steering Committee member and downtown property
owner, Steve Johnson, spoke in support of the McCombs proposal. He stated that the
McCombs proposal is not the least expensive but has the most value. He noted that the
firm understands that it takes a highly integrated approach and strong plan to make a
project successful. He indicated that McCombs Group has a track record of looking at
benefits from a tenant's point of view as well as from a tax standpoint. He stated that
McCombs has worked with the cities of Buffalo and St. Michael and understands non-
metro dynamics. He pointed out that the McCombs Group functions as a team and has the
expertise on staff that the other proposals would have to contract to obtain. He
acknowledged that this proposal would act as a catalyst for the future framework of
Monticello.
Steering Committee and Planning Commission member Bill Spartz spoke in favor of
selecting the McCombs proposal. He pointed out that the firm has refined the cost and
noted that "you get what you pay for ".
City Council member Susie Wojchouski agreed that there was a "night and day
difference" in the RFP presentations. She stated that it would be worth spending the
additional money on the McCombs proposal as she believes they will provide a viable
implementation plan and attract necessary private investment to make downtown vibrant
again.
Mayor Clint Herbst indicated that, although he has the highest respect for all of the firms
submitting proposals, that it might be best to get the "A team" rather than a hodgepodge
of groups coming together. He noted that it seemed that the difference in money is
negligible and could likely be recouped in the first year using the right firm.
City Council member Tom Perrault asked for information on any McCombs Group
failures. Barnett indicated that she solicited five references from various contacts in the
field in order to get a clear and unbiased perspective as to the Group's credentials. She
noted that she did not get any negative feedback from any of her research and found
instead that the firm's reputation is solid and comes consistently highly recommended.
She did note that, there was one case in which a city, though satisfied with the McCombs
Group's, decided not to further engage the firm's services but rather take the project in a
different direction.
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EDA member Fair indicated his view is that Monticello should perhaps adopt a wait and
see approach to downtown planning now that Walgreens is in the works of building a
store in downtown. He wondered if it would act as a catalyst for the area. He indicated
that he has concerns that the EDA is moving away from its original direction to purchase
land downtown. He was concerned the City has put this direction on the back burner. He
noted that he is not opposed to a study for downtown but wonders if staff is jumping the
gun. He suggested that the EDA should continue to focus on investing in purchasing real
estate from willing sellers to get consolidation of ownership in the downtown. He also
summarized that he felt that the City should instead work with consultants that have a
history in town and a stake in Monticello's future.
Bill Tapper was unsure of the definition of downtown and asked if it meant the three
block section of old Broadway. Barnett noted that the McCombs Group has indicated that
through their market study, a geographic boundary of downtown would be better defined.
He agreed that it would be important that Monticello get a fresh, more comprehensive
perspective rather than to rehash the 1997 Comprehensive Plan.
City Council member Wojchouski, noted that the economic climate has changed in the
past few years. She said the response from property owners willing to sell may indicate
that the role of the EDA as a middleman may be changing too.
Barnett agreed that the landowners willing to sell are very engaged in the process of a
downtown plan. She noted that rather establishing a wait and see approach, the
Walgreens development, which is only an intersection in the downtown, would become a
part of the study. She pointed out that McCombs has indicated that they can bring in
additional investment in downtown. She stated that if the EDA is needed to purchase
land, this study would give them strong data as to which parcels are key to purchase.
City Council member Posusta noted his concerns with moving ahead with a study at this
time while the Walgreens development is just getting underway. He indicated that one of
the biggest problem is that landowners can make or break a downtown plan.
Jeff O'Neill stated that the McCombs proposal addresses more than just redevelopment.
The study will also review appropriate transportation accesses and challenges. He noted
that the Walgreens opportunity would make that particular spot in the downtown better
but without a plan the City can't help direct the market to take advantage of any resulting
momentum. He indicated that the McCombs Group would do a market study with
empirical data that retailers can understand and trust.
Barnett agreed that without a new plan the City must continue to operate under the 1997
standards. She indicated that staff won't know how to respond when private investors ask
what the City expects to happen and what the desired standards include.
Posusta was concerned about the possibility of one landowner making it difficult to
follow through with a purchase. Barnett said McCombs has dealt with these situations
before and has proven to help landowners see the value in a project plan. She also stated
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that perhaps EDA dollars may be better spent to spur a project that doesn't also involve
the purchase of land.
Mayor Herbst said that Walgreens is the first catalyst but that there is great value in
understanding how to best utilize the downtown area. He noted that the bottom line is to
not only create a great downtown but a strong tax base as well. He agreed with Bill
Tapper that the McCombs Group would bring in a fresh perspective and new
connections.
Council member Stumpf agreed with Fair and stated that the EDA shouldn't shift dollars
from land purchase to pay for a study. Barnett stated that there would still be a balance in
various TIF districts to purchase the properties that landowners are willing to sell. She
noted that there is an estimated $500,000 available in District 5 and $400,000 available in
District 4 for example. Staff could consider purchasing properties but would have to
obtain parcels large enough for development and have a plan in mind to use the property
so it didn't sit vacant.
Community Development Director Schumann pointed out that the Finance Director and
Economic Director would have resources to provide further direction as to how to fund
these land purchases and the proposed study. She noted that through developer listening
sessions, they have repeatedly heard that developers want to know City standards and
costs up front. Developers continually ask City Staff to be consistent and have a plan in
place when development proposals are submitted to the City. She suggested that that type
of information obtained from the McCombs study will be essential when pursuing
property acquisition and reviewing private development proposals. She indicated that
staff wouldn't have that information without a plan.
Barnett stated that if a catalyst project came along staff would have the option of creating
a TIF district to further aid in purchasing appropriate parcels.
Barnett summarized that the City can choose to do a study as well as purchase property.
Mayor Herbst suggested that perhaps all of the land acquisition funds shouldn't be used
to help fund the study. He also noted that he would have loved to have seen a plan in
place before the Walgreens project was approved. He indicated that it would be nice to
have an idea of what kind of projects are in the City's best interests and what kind of
development these areas can sustain.
Barnett suggested that staff put together a financial break out of potential funding sources
and bring it back to the EDA and City Council.
BILL TAPPER MOVED THAT THE EDA ADOPT ALTERNATIVE 1 SOLICITING
THE SERVICES OF MCCOMBS GROUP TO COMPLETE THE EMBRACING
DOWNTOWN STUDY AT A PRICE NOT TO EXCEED $237,695 AND UTILIZING
$128,000 FROM TIF DISTRICT 1 -2 TO FUND A PORTION OF THE EMBRACING
DOWNTOWN STUDY AND DIRECTING STAFF TO DETERMINE
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SUPPLEMENTAL FUNDING SOURCES FOR THE REMAINING BALANCE.
TRACY HINZ SECONDED THE MOTION. MOTION CARRIED 6 -0.
Brian Stumpf noted that this motion is consistent with previous discussions about setting
aside funds for this study. He stated that the only difference is that the TIF District had
not generated as much money as had been expected.
Tom Perrault stated that he would vote for the motion but was hesitant because he was
unsure as to where the additional dollars would come from.
Clint Herbst confirmed that this action won't lock in to the proposal until a full funding
source is located and recommended that staff look someplace other than surplus. Fair and
Stumpf concurred. Barnett agreed to find alternative funding source and bring the matter
back to the EDA and City Council.
SUSIE WOJCHOUSKI MOVED THAT THE CITY COUNCIL SUPPORT THE EDA
ACTION AND DIRECT STAFF TO RESEARCH OPTIONS FOR SUPPLEMENTAL
FUNDING NECESSARY TO COMPLETE THE PROJECT AS APPROVED BY THE
EDA. BRIAN STUMPF SECONDED THE MOTION. MOTION CARRIED 5 -0.
3. Adlournment
BILL TAPPER MOVED TO ADJOURN THE JOINT EDA/CITY COUNCIL
MEETING AT 7:41 P.M. BRIAN STUMPF SECONDED THE MOTION. MOTION
CARRIED 6 -0.
Recorder: Kerry T Burri
Approved: July 26, 2010 Council Meeting
Attest:F /�L
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Bill Demeules, EDA President
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Jeff O'Neill, City Administrator
Special Joint EDA /City Council Meeting Minutes —July 14, 2010 Page 5