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Home My WebLink About08-19-25 EDA Meeting PacketEconomic Development Authority Meeting 3880 Laverne Avenue North August 19, 2025 6:00 p.m. AGENDA Call To Order Approval Of Minutes June 3, 2025 EDA Minutes 2. EDA MINUTES JUNE 3, 2025.PDF Approve Special Meeting Date For RFP Finalists Proposed date: Wednesday, September 17, 2025 EDA Workplan Progress Report STAFF REPORT WORK PLAN PROGRESS REPORT .PDF RFP Update STAFF REPORT RFP UPDATE.PDF ULI TAP Update STAFF REPORT ULI TAP UPDATE.PDF Adjourn The Lake Elmo Economic Development Authority (EDA) is committed to preserving and enhancing our community by creating an attractive business climate and listening to businesses and residents to prepare for the economy of tomorrow. 1. 2. a. Documents: 3. 4. Documents: a. Documents: b. Documents: 5. Economic Development Authority Meeting3880 Laverne Avenue NorthAugust 19, 20256:00 p.m.AGENDACall To OrderApproval Of MinutesJune 3, 2025 EDA Minutes2. EDA MINUTES JUNE 3, 2025.PDFApprove Special Meeting Date For RFP FinalistsProposed date: Wednesday, September 17, 2025EDA Workplan Progress ReportSTAFF REPORT WORK PLAN PROGRESS REPORT .PDFRFP UpdateSTAFF REPORT RFP UPDATE.PDFULI TAP UpdateSTAFF REPORT ULI TAP UPDATE.PDFAdjournThe Lake Elmo Economic Development Authority (EDA) is committed to preserving and enhancing our community by creating an attractive business climate and listening to businesses and residents to prepare for the economy of tomorrow. 1.2.a.Documents:3.4.Documents:a.Documents:b.Documents:5. City of Lake Elmo Economic Development Meeting City Council Chambers – 3880 Laverne Avenue North Minutes of Regular Meeting of June 3, 2025 CALL TO ORDER: Called to order the meeting of the Lake Elmo Economic Development Authority at 6:00 P.M. COMMISSIONERS PRESENT: Charles Cadenhead, Jeff Holz, Nina Waldoch, Brandon Quam, Anthony Manzara, Don Place, Mitchell McNeil COMMISSIONERS ABSENT: None STAFF PRESENT: City Administrator Miller, Community Development Director Stopa, Senior Planner Jensen, City Planner Monterusso, Communications Coordinator Smith 1.Manzara called meeting to order at 6:00pm. 2.Approve Minutes from April 15, 2025. Motioned by Place, seconded by Holtz. Vote: 7-0, motion carried unanimously at 6:01pm. 3.EDA Officer Election. Motion to approve appointments recommended by staff (that is Treasurer: President Manzara; Secretary: Ashley Monterusso; Assistant Treasurer: Jason Stopa) by Manzara. Seconded by Place. Vote: 7-0, motion carried unanimously at 6:05. 4.New Unfinished Business/Communication a.Update on RFP. Director Stopa discused the new timeline for the RFP for the Old Fire Station and Public Works buildings. •The timeline has been updated after receiving the results of the Phase I Environmental Assessment on the properties. Councilmember Holtz had questions regarding the topics of discussion that have been received initially at building showings. •Manzara initiated short discussion around the results of the EA I and remediation for properties. •EDA Review committee procedures discussed. Asked staff to consider making potential projects blind for scoring. b.Update on ULI TAP. Director Stopa gave updates on the ULI TAP that was approved at City Council on May 20, 2025. City Council approved moving forward with a 2.5 day panel. Staff will meet with ULI for a meeting the week of 6/9/2025 and will provide relevant updates moving forward. Staff will apply for CDA grant to help cover some of the costs associated with the TAP. •Manzara gave updated on LOI for 3M grant submission. No updates but expecting to hear more later this summer. c.Next meeting: August 19, 2025. 5.Meeting adjourned. Manzara motioned, Quam seconded (7-0). Respectfully submitted, Ashley Monterusso, City Planner STAFF REPORT DATE: 8/19/25 REGULAR TO: Lake Elmo EDA FROM: Ashley Monterusso, City Planner & Jason Stopa, Community Development Director AGENDA ITEM: Work Plan Update CORE STRATEGIES: ☒ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☒ Responsive, transparent, adaptive governance ☐ Balanced Finances now and future ☐ Managed Growth ☐ Resilient Infrastructure BACKGROUND The EDA 2025 Work Plan was adopted at the beginning of 2025. Staff will present an update on progress. DETAILS AND ANALYSIS: Staff are working on completing items in the 2025 Work Plan. See below for updates. See separate staff reports for further updates on the Former Fire Station RFP and City-owned 180 acres. City Property Planning 1. Issuing a RFP for the Former Fire Station and Parks Building and explore brownfield grants for any environmental cleanup. a. This is underway 2. Creating a plan to develop the City-owned 180 acre. a. Work to be continued on the 2026 Work Plan Enhancing Lake Elmo’s Communication Efforts on Community Development 1. Collaborating with new communications coordinator on website/social media updates a. New website launched week of 8/4, more updates incoming in the coming weeks 2. Adding content to the Fresh Newsletter a. Communications coordinator has been updating with business updates where appropriate 3. Exploring joining small business orgs a. Had meeting with Stillwater Chamber of Commerce this year to build relationships b. Meet regularly with Washington County CDA staff Developing and Maintaining Relationships with Local Businesses 1. Keep outreach materials updated. a. Staff updated Community Development Map and Projects deck July 2025. b. Working on creating more materials for 2026 (site selector, GIS map projects, etc.) i. Consider adding these items to 2026 Work Plan 2. Compile a list of available resources for businesses a. Items have been added to Economic Development page for businesses Continuing investigation into 3M Priority 2 Grant Opportunity for Developing Solar on Landfill 1. Letter of Intent submitted. Was not accepted by Trustees and is no longer being pursued. ATTACHMENTS 2025 Work Plan 2025 Lake Elmo EDA Economic Development Work Plan Reviewed by EDA 11/19/2024 1 Lake Elmo EDA Mission The Lake Elmo Economic Development Authority (EDA) is committed to preserving and enhancing our community by creating an attractive business climate and listening to businesses and residents to prepare for the economy of tomorrow. Goals 1.Business Retention, Expansion, and Attraction (BREA) •Prioritize retention of current businesses and create a favorable environment to attract new development 2.Collaboration and Partnership •Engage with regional organizations, Washington County, Chambers of commerce, etc. 3.Community Centered Development •Align development with community needs and encourage public participation 4.Sustainable Growth •Encourage responsible development that balances economic, environmental, and social factors Purpose The purpose of this document is to guide implementation of EDA action items and the assist Lake Elmo staff when making decisions. Action Items Project and Description Deliverable/Action Item Timeline City Property Planning Assist City staff and City Council with marketing efforts for city owned properties: Issue an RFP for Old Fire Station and Public Works Building including exploring brownfield grants for any environmental clean up necessary 2nd Quarter Create a plan to develop the City owned 180 acres to issue an RFP. Work with the Urban Land Institute and/or commercial real estate brokers and/or consultants. Consider funding a study on the area. 2nd/3rd Quarter Issue an RFP for the City owned 180 acres 4th Quarter Enhancing Lake Elmo’s Communication Efforts for Economic Development Participate in City efforts to improve marketing materials. Continuing efforts to highlight local businesses. Collaborating with new communications coordinator to make effective website/social updates 2nd Quarter Adding content to The Fresh Newsletter Year round Explore joining small business organizations (Stillwater Chamber of Commerce, etc.) 2nd Quarter 2025 Lake Elmo EDA Economic Development Work Plan Reviewed by EDA 11/19/2024 2 Sharing business stories in Lake Elmo Year round Developing and Maintaining Relationships with Local Businesses Promote resources and tools for economic development to business partners and stakeholders Keep outreach materials updated. Previous examples in 2024 include Sign Guide, Community Development map and information on new projects Year round Creating a city property viewer for zoning districts, shoreland classifications, etc. Year round Compile a list of available resources for businesses -Info to know for Small Businesses in LE -Met Council (SAC and WAC) Year round Engage with local chambers of commerce and business groups to distribute resources and information Year round Continuing investigation into 3M Priority 2 Grant Opportunity for Developing Solar on Landfill Submit letter of intent & proposal if accepted by Trustees. TBD STAFF REPORT DATE: August 19, 2025 REGULAR TO: Lake Elmo EDA FROM: Ashley Monterusso, City Planner & Jason Stopa, Community Development Director AGENDA ITEM: RFP Former Fire Station and Parks Building Update CORE STRATEGIES: ☒ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☒ Responsive, transparent, adaptive governance ☒ Balanced Finances now and future ☒ Managed Growth ☒ Resilient Infrastructure BACKGROUND This is a staff report for updates regarding the RFP process for the Former Fire Station and Parks Building. DETAILS AND ANALYSIS: The 2025 EDA Staff Report lists “Issue an RFP for Former Fire Station and Parks Building including exploring brownfield grants for any environmental cleanup necessary.” Environmental Assessment: • Phase I Environmental Assessment is complete • Phase II is underway with an estimated completion date this fall. At which point the City will know if a Required Action Plan (RAP) is required. RFP Progress: • RFP issued June 17, 2025 • Formal Inquiry period ended July 17, 2025, and responses were issued with an addendum on July 24, 2025. • Submittals are due August 14, 2025. o Staff are compiling submittals and will ask the committee to pick up the RFP packages in the coming days which will include the RFP & addendum, scorecard/rubric, instructions, and physical copies of the proposals. These are not to be shared or discussed publicly. The submittal is confidential. • Scorecards will be due September 2, 2025. Proposal packets will need to be returned. Staff will select at least 3 finalist based on the scores that will be presented at a public meeting. • Staff propose a special meeting date for Wednesday, September 17, 2025. o This meeting will include a presentation from staff for each proposal. The committee will be able to ask questions. The committee will be asked to review the proposals and vote on their top choices. Pricing may be considered since points for pricing were not awarded in the first round. We will use rank- choice voting to determine the top proposal. The committee will re-order the finalists, and the winning proposal will be recommended to the City Council along with the new order. The second and third place proposals will be there in case the winning proposal does not follow through with the purchase. ATTACHMENTS: None STAFF REPORT DATE: August 19, 2025 REGULAR TO: Lake Elmo EDA FROM: Ashley Monterusso, City Planner & Jason Stopa, Community Development Director AGENDA ITEM: City 180-TAP Update CORE STRATEGIES: ☒ Vibrant, inclusive, connected community ☐ Efficient, reliable, innovative services ☒ Responsive, transparent, adaptive governance ☒ Balanced Finances now and future ☒ Managed Growth ☒ Resilient Infrastructure BACKGROUND This is a staff report dedicated to the progress of the ULI TAP for the City Owned 180 acres. DETAILS AND ANALYSIS: The 2025 EDA Staff Report lists “Create a plan to develop the City owned 180 acres to issue an RFP. Work with the Urban Land Institute and/or commercial real estate brokers and/or consultants. Consider funding a study on the area.” This staff report serves as an update. Context: • City Council approved a Technical Assistance Panel (TAP) to be performed by the Urban Land Institute • City staff applied for a grant to cover roughly 50% of the associated costs with the Washington County Community Development Agency’s Predevelopment Finance Fund o The grant was approved, and City council approved a resolution for participation on June 17, 2025 Progress: • The TAP dates are tentatively October 22-24, 2025 • Ahead of that, ULI and the Steering Committee will identify stakeholders for interviews • A tentative timeline is attached ATTACHMENTS: • Tentative timeline for ULI TAP Task Due Date Set Date for TAP 7/30/2025 Schedule presentation to City Council 8/6/2025 Discuss panelist options 8/6/2025 Walk through necessary information for briefing book 8/6/2025 Reach out to potential panelists 8/7/2025 Notify ULI Minnesota leadership of TAP and Community Reception 8/7/2025 Draft invitation list for reception 8/20/2025 Confirm Panelists 8/20/2025 Draft invitation letters for interviews 8/20/2025 Determine location for reception 8/20/2025 Schedule tour of site with panels chairs, city staff, ULI staff 8/20/2025 Draft invitation to Reception 8/20/2025 Create stakeholder interview schedule 8/20/2025 Create list of stakehodler interview candidates 8/27/2025 Add panel participants to ULI database 9/1/2025 Request bios and headshots from panelists 9/3/2025 Send email invite for stakeholder interviews 9/4/2025 Send email invite for reception 9/4/2025 Schedule panelist planning call with sponsor 9/4/2025 Briefing book materials due 9/9/2025 Assemble briefing book materials into one PDF, send to panel chairs for review 9/10/2025 Send any briefing book edits, comments to Staff 9/12/2025 Draft agenda for panel 9/17/2025 Determine who will make remarks at reception 9/17/2025 Distribute agenda and logistics info to panelists 9/22/2025 Follow-up emails/calls to stakeholder interview candidates not responded 9/29/2025Send material to be printed (one briefing book, agendas, interview questions) and/or request maps from sponsor 9/29/2025 Finalize site tour details 10/1/2025Create interview documents (collective and individual group schedules, candidate info, interview-call sheets)10/2/2025 Any communication updates to panelists 10/2/2025 Print directional signage (reception, interviews, interview waiting area/arrows)10/2/2025 Reminder emails to local stakeholder interview/community reception attendees 10/3/2025 Print nametags for interviewees and community reception attendees 10/3/2025 Reminder email, final agenda/directions to panelist and sponsor, reminder to bring laptops 10/3/2025 Conduct TAP 10/6/2025 Capture pictures of chair, panelists, community members, and sponsor 10/6/2025 Send thank you emails 10/9/2025 Review/Revise PowerPoint for public presentation (if needed)10/9/2025 Confirm report outline with chairs 10/10/2025 Review photos from TAP 10/13/2025 Identify photos to use in report 10/16/2025 Submit first draft of written report to chairs 11/10/2025 Send back comments on first draft 11/17/2025 Submit 2nd draft of written report to panel, sponsor 11/24/2025 Return comments on 2nd draft to Megan 12/5/2025 Finalize report layout and design 12/15/2025 Submit final report to sponsor and panelists 12/22/2025 Post final report to website 12/22/2025 Post on Knowledge Finder 12/22/2025 Determine local press communications/vehicles for announcing to community 1/5/2026 Promote to membership via email and LinkedIn 1/5/2026 Conduct 12 month follow up 10/1/2026