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03. City Center Study Public Involvement Plan Review Staff Report Date of Meeting: December 6, 2023 For: Honorable Mayor and Council From: Kyle Morell, City Administrator Subject: Scandia City Center Study Public Involvement Plan Review Background: Council approved participation in the City Center Study at their July 18 meeting and approved the Cooperative Agreement between the City, County, and HKGi at their October 4 work session. The first meeting of the Project Management team was held on October 26. Discussion: Jody Rader of HKGi and Sara Allen of Washington County are the project leaders for their respective organizations. The Study also involves MnDOT and the DNR. One of the first steps proposed by HKGi in their proposal was a Public Involvement Plan, which outlines the process for engagement throughout the Study. The attached Public Involvement Plan is presented for your review and comment. The Public Involvement Plan does not need Council approval but is presented to ensure that it meets the scope of the project approved by the Council and involves all possible stakeholders within the project area. Council comments will be incorporated into the Public Involvement Plan, with the first web-based engagement materials scheduled for a mid-December 2023 launch. Recommendation: Review the Public Involvement Plan and offer any comments or questions related to the scope Attachments: City Center Study Public Involvement Plan 1 Scandia City Center Study Public Involvement Plan DRAFT 11/29/2023 Purpose The purpose of the Public Involvement Plan (PIP) is to define the public engagement process that will support the completion of the Scandia City Center Study. The PIP is centered on seeking inclusive processes that encourage broad participation, as well as seeking ways to engage with community members who may not typically find their way to a public meeting. Effective public engagement gathers relevant information from various stakeholders and is able to guide the plan process and outcomes. Potential side effects of a successful public engagement could be: a) stronger community connections and shared understanding of difficult or taboo topics, b) a foundation laid for future planning efforts and consensus building, and c) enthusiasm and commitment by stakeholders and others to support the adoption and implementation of the plan. This Public Involvement Plan creates a framework for understanding who we need to hear from, how we will follow-through with gathering feedback, and what tools or supporting materials are necessary in order to communicate throughout the project. The Public Involvement Plan will be revisited at the start of each phase of engagement to ensure continued relevancy throughout the planning process, and to update with more detailed information as it becomes available. This document is intended to be ‘living’—open for adaptability as conditions change. This Plan is intended to provide a working outline of events, meetings, and outreach activities to support the project. Some questions to return to as we revise schedules, define events, etc: 1. Are there any difficult-to-reach or underserved stakeholder groups that will require translation services or other accommodations to provide equitable access to engagement opportunities? a. Seniors b. Renters / Residents of Oakhill Cottages Townhomes 2. What other considerations should be made for community engagement with this planning study? Any suggestions or ideas that have worked well (or have not worked well) recently for other projects? a. See recently completed Parks and Recreation Plan (2023) for engagement methods and results. About the Project Over the next year, our team will develop a multi-modal transportation planning vision for the City Center of Scandia, with a focus on the future pedestrian, bicycle and vehicular movement to and through the city center of Scandia, MN, with considerations for future phased projects and areas:  Gateway Trail Extension  Scandia Arts and Heritage Center  Scandia Elementary School (TH 97 and CR 52) 2  Scandia Commercial Area  Olinda Trail (CSAH 3) corridor  209th Street / Scandia City Hall area This project is beginning at the end of October 2023 and is anticipated to be completed by end of August of 2024, and no later than December 31st, 2024. Within this time, there are (6) primary tasks of the work, some of which will overlap with each other. There are two phases of public involvement within Task 2 – Public and Agency Involvement 1. Project Management a. Kick-off meeting and Site Tour b. PMT Meetings (8) c. Bi-Weekly Staff Coordination Calls (20) d. Internal team collaboration e. Project Admin 2. Public and Agency Involvement a. Phase 1: Gathering Ideas b. Phase 2: Responding to Ideas 3. Vision 4. Transportation Mode Data Collection 5. Recommendations and Feasibility Review 6. Final Report and Study Closeout Project Schedule (created October 2023) 3 Project Team Consultants HKGi will be serving as the prime consultant for the project. Primary points of contact for HKGi are: Consultant Name Role/Title Email Phone Number Jody Rader Project Manager, Landscape Architect jody@hkgi.com 612-220-8990 Gabrielle Grinde Principal-in-Charge, Landscape Architect gabrielle@hkgi.com 608-852-3370 Natalie Strait GIS/Analysis support, Planner natalie@hkgi.com Aimee Hackett Graphics/engagement, Designer aimee@hkgi.com Hannah Jonassen Graphics/engagement, Designer hannahj@hkgi.com Brad Scheib Admin, Vice President brad@hkgi.com 612-252.7122 Jody will be the primary point of contact throughout the project and will be responsible for coordinating meetings/schedules, trips to the study area, agendas, meeting notes, and will be responsible for QA/QC items. Items related to billing and invoicing should be directed to Jody Rader (jody@hkgi.com) and to Brad Scheib (brad@hkgi.com). Subconsultants TC2 will be providing transportation analysis services for the project, primarily performing work under Task 4 – Transportation Mode Data Collection. Primary points of contact for TC2 are: Staff Name Role/Title Email Phone Number Matt Pacyna Principal, Transportation Engineer mpacyna@transportationcollaborative.com 612-464-3800 Lance Bernard Planner lbernard@transportationcollaborative.com 320-420-7768 Dominic Villanueva Planner and Data Analyst dvillanueva@transportationcollaborative.com Washington County and Scandia City Staff Staff Name Role/Title Email Phone Number Sara Allen Project Manager/Planner Sara.Allen@co.washington.mn.us 651-430-4363 Kyle Morell City Administrator k.morell@ci.scandia.mn.us 651-433-2274 Erin Clarkowski Engineering Erin.Clarkowski@co.washington.mn.us Joe Gustafson Engineering Joe.Gustafsoni@co.washington.mn.us Lyssa Leitner Planning Manager (as needed) Lyssa.Leitner@co.washington.mn.us Kevin Peterson Engineering (as needed) Kevin.Peterson@co.washington.mn.us Brenda “Bee” Stignani City Office Assistant, Communications, Parks/Rec Coordinator b.stignani@ci.scandia.mn.us 651-433-2274 Washington County and Scandia City staff will provide technical and organizational guidance for the project, as well as assist in coordination of meetings and community engagement. Staff will review and 4 comment on draft and in-progress deliverables, as well as provide guidance and assistance with stakeholder/community engagement.  Bi-weekly coordination meetings (virtual/web conference) will be scheduled for Thursdays at 11am (Sara and Jody + others as needed)  HKGi will be responsible for sending out calendar invites and coordinating meeting logistics.  HKGI will coordinate virtual meetings (send out links, coordinate platform/presentation materials).  HKGi will prepare agendas and distribute meeting notes.  Link to Washington County GIS mapping platform: https://www.co.washington.mn.us/92/County-Maps  Link to City of Scandia website: https://www.cityofscandia.com/  The project page will be linked from the Washington County Public Works “Transportation Projects” page, a tab will be created under “Scandia”. o Link: https://www.co.washington.mn.us/474/Transportation-Projects Identifying Communities and Involvement The following are identified communities or stakeholder groups who will play a role in the development of the study. The level of suggested participation is guided by the IAP2 Public Participation Spectrum. Tier 1 Stakeholders (Involve/Collaborate) This group of stakeholders will work directly with the consultant team throughout the process to ensure that public concerns and aspirations are consistently understood and considered. This group will also serve as decision-makers, provide guidance for preferred recommendations, and review draft plan materials. Organization / Title Name/Title Email Phone Meeting/Touchpoints Project Management Team See Table Below Monthly Team Meetings throughout Scandia Heritage Alliance Susan Rodsjo, Founder and Board President Scandiaheritagealliance@gmail.com 651-233- 0267 *Schedule one-on-one meeting (on-site) at Vision Task; follow up at concept development Scandia Elementary School Shannon Carufel *Schedule one-on-one meeting (on-site) at Vision Task 3; follow up at concept development Task 5 Scandia Mayor Christine Maefsky c.maefsky@ci.scandia.mn.us 651-433- 5112 Project updates through Kyle Scandia City Council Project updates through Kyle Washington Co Commissioner Fran Miron, District 1 Commissioner fran.miron@co.washington.mn.us 651-430- 6211 Communication through Sara/Erin 5 Scandia City Engineer Ryan Goodman (Bolton & Menck) mail@ci.scandia.mn.us 651-433- 2274 Schedule one-on-one Teams meeting at concept development Task 5 Scandia City Planner TJ Hofer (Bolton & Menck) mail@ci.scandia.mn.us 651-433- 2274 Schedule one-on-one Teams meeting at concept development Task 5 Project Management Team (PMT) The Project Management Team (PMT) was assembled prior to the start of the project and includes key agency representatives. The PMT will meet monthly (approximately) throughout the duration of the project, and will play a key role in outreach and engagement activities. Organization / Title Name/Title Email Phone HKGi/Consultant Jody Rader, Project Manager jody@hkgi.com 612-220- 8990 Washington County Planning Sara Allen, Project Manager Sara.Allen@co.washington.mn.us 651-430- 4363 Washington County Engineering Erin Clarkowski Joe Gustafson Erin.Clarkowski@co.washington.mn.us Joe.Gustafson@co.washington.mn.us Scandia City Administrator Kyle Morell k.morell@ci.scandia.mn.us 651-433- 2274 MnDOT Kaare Festvog, East Area Traffic Coordinator, Regional HSIP, Traffic Safety kaare.festvog@state.mn.us MnDNR Nathan Moe, Parks/Trails Gateway Extension Nathan.Moe@state.mn.us MnDOT (as needed) Adam Josephson, East Manager adam.josephson@state.mn.us MnDOT (as needed) Ryan Coddington ryan.coddington@state.mn.us Washington County (as needed) Lyssa Leitner Lyssa.Leitner@co.washington.mn.us Washington County (as needed) Kevin Peterson Kevin.Peterson@co.washington.mn.us TC2/Consultant (as needed) Matt Pacyna mpacyna@transportationcollaborative.com 612-464- 3800 Tier 2 Stakeholders (Consult/Invite) This group of stakeholders will be specifically consulted, informed, and invited to participate in public engagement events, and invited to provide comment on community surveys and online engagement tools. An ‘open-door’ of communication will also be offered to these stakeholders, with an invitation to contact County or City staff throughout the duration of the project to voice concerns, share ideas, or to gain a better understanding of the project objectives. Communication will be via email, flyer notification, and/or phone call. 6 Organization / Title Contact Name Email Phone Friends of Scandia Parks and Trails friendsscandiaparks@gmail.com William O’Brien State Park Elizabeth Nelson, Naturalist; Programming Elizabeth.A.Nelson@state.mn.us City of Scandia Communications Bee Stignani b.stignani@ci.scandia.mn.us 651-433-2274 Scandia Farmers Market Nohemi https://www.scandiafarmersmarket.com/about 812-327-7116 Elim Lutheran Church 651-433-2723 Gammelgarden Museum of Scandia Lynne Blomstrand Moratzka, Director director@gammelgardenmuseum.org 651-433-5053 Oakhill Cottages Senior Community Regional Manager Christine Murrey OakhillCottages@sheltercorp.com cmurrey@sheltercorp.com (651) 578- 2380 952-358- 5193 (Christine) Cycling Scandia cyclingscandiamn@gmail.com https://www.facebook.com/CylingScandia/about Scandia-Marine Lions Club scandiamarinelionsclub@gmail.com Scandia Riders Saddle Club https://www.facebook.com/groups/62307594835/members Businesses Dicken’s Pickins https://dickenspickins.com/about/ See https://dickenspickins.com/classes-events/ 651-470-4706 Meister’s Bar and Grill MeistersBar@hotmail.com https://www.meistersbar.com/ 651.433.5230 Scandia Veterinary Clinic 651-433-3666 Scandia Market & Mercantile https://www.facebook.com/scandiamarketandmercantile/ 651-433-2248 Apothecary’s Daughter Kirsten Libby kirstenlibby@gmail.com 651-470-5644 Landmark Surveying 651-433-3421 Scandia Family Dental info@scandiafamilydental.com 651-43-2655 Keller Williams The Brunfelts Ross, Adam Brunfelt rossbrunfelt@KW.com adambrunfelt@KW.com 651-433-3333 7 Leroux’s All Season Lawn http://www.lerouxsallseasonlawn.com/ 651-433-4668 The Scandia Creamery Michelle Thompson Munson info@tstcreativecatering.com 651-433-4466 Scandia Heating and A/C 651-433-5167 Federated Co-ops Scandia Country Store https://www.federatedcoops.com/ 651-433-3227 Prairie Restorations, Inc. Garden Center Temp closed; open 12/9 for native wreath workshop; https://www.prairieresto.com/ 651-433-1437 Scandia Tobacco 651-433-4145 Perebrooms Computer Service Scandia Olde Towne Liquor https://oldetowneliquorscandia.com/ 651-433-5845 Scandia Pizzeria https://scandiapizza.com/ 651-433-2869 Security State Bank of Maine https://www.themarinebank.com/contact.html 651-433-2265 The Grillium Scandia https://thegrillium.com/#contact 651-433-0143 Scandia Self Storage scandiaselfstorage@gmail.com 651-425-8842 Chisago Lakes Mutual Insurance Company manager@clmic.com 651-433-4805 P N Products https://pnproducts.com/ 651-433-5501 Am-Tec Designs Shop: alex@am-tec.net 651-433-2339 CS Garage 651-433-0117 Also consider adding contacts for:  Residents / Neighborhood Groups  Active Living groups – pickleball club(?) bicycle club? Other hobby groups who meet or are active within downtown? General Communications and Outreach Branding and logos:  HKGi to develop a project branding for document footers, etc. 8 o Use Scandia Dala Horse and Washington County Logos o See Washington County Style and Brand Guide and [Scandia] Parks Signage Standards 2020 Project Website:  The project page will be linked from the Washington County Public Works “Transportation Projects” page, a tab will be created under “Scandia”. o Link: https://www.co.washington.mn.us/474/Transportation-Projects  Link to be posted on City of Scandia website to direct to County’s project site. Tentative Post Schedule below Date Milestone Notes 12/15/23 Project launch, Phase 1 engagement launch Coordinate with engagement materials launch Feb/March 2024 Phase 1 Engagement Summary March/April 2024 Vision and Transportation Analysis Report May/June 2024 Phase 2 Engagement Launch Coordinate with engagement materials launch August 2024 Draft/Final Report Typical Web Content to be provided by HKGi throughout the project process:  Maps of study area  Project Scope, schedule and background 9  Photos of area  Upcoming events / registration / RSVP  Draft documents/findings  Links to social pinpoint/survey items  Link to provide email/get involved link CE Phase 1: Gathering Ideas The first phase of community engagement will focus on the gathering of ideas, issues, and opportunities from the broad community, as well as from the PMT. Event/Tool Launch Date or Duration Description Social Pinpoint + survey questions embedded Mid Dec Interactive mapping tool with survey questions embedded at specific locations. Outreach Materials (Print) Mid Dec Flyers with QR code to web info, upcoming events Outreach Materials for Web Mid Dec About the project, base map, project photos, links to survey and social pinpoint, register for listening session Outreach Email/Social Media Mid Dec Email flyer to businesses, etc.; social media blurbs for City/County accounts Listening Session (virtual) Mid-Feb Online event, to be advertised at Pop-up event Pop-up event + walk tour Feb 4? Vinterfest (date TBD); coordinate with Bee at City Social Pinpoint: Gather geographic/location ideas and concerns  Link to draft site: https://hkgi.mysocialpinpoint.com/scandia-city-center-study/map#/  Identify destinations / places to connect to  Identify barriers / challenges  Identify ideas for multi-modal connections  Explore questions that can be embedded at specific locations within the map o Confirm ideas that came out of the Parks and Rec Plan. Outreach Materials (Print):  Flyers with QR Code to website, announce pop-up/walk tour and listening sessions Outreach Materials (Email/Social Media)  Email flyer to business contacts  Prepared social media messages Listening Sessions:  Virtual date: Feb (after pop-up at Vinterfest)  Registration through project website (survey monkey link) 10  Mural board as tool for facilitating meeting Pop-Up Event + Walking Tour/Audit  Booth at Vinterfest (Jan 26 -27, 2024)  Scheduled group study tour times – facilitated as a “Walkshop” to have conversations about connections/mobility on-site during the event Engagement Summary:  Graphic/text summary of events, participation, and feedback collected throughout Phase 1 of engagement  To be presented to PMT, posted on the project website CE Phase 2: Responding to Ideas The second phase of Community Engagement will focus on collecting feedback from Scandia stakeholders/residents on concept recommendations. Details of this phase of engagement to be revisited in Spring/Summer of 2024. Initial ideas include the following:  Pop-up event  Project website update with draft recommendations  Open House  Targeted Stakeholder Meetings  Engagement Summary for Phase 2