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HomeMy WebLinkAbout09-17-25 EDC Agenda Packet Chair: • Jud Murchie Commissioners: • Ted Brausen • Julie Gronquist • Bobby Bonine • Jessica Daniels • Kyle Sorenson • Kristine Poelzer • Ihsan Isak • Kayleigh Shrom Council Liaison: Councilmember Emily Rousseau Arden Hills Economic Development Commission Meeting September 17, 2025 1245 W. Highway 96 Arden Hills, MN 55112 651.792.7800 www.cityofardenhills.org City Vision A strong community that values our unique environment, our fiscal soundness, and our tradition as a desirable city in which to live, work, and play. Agenda Regular Economic Development Commission Convenes 7:30 AM Call to Order 1. APPROVAL OF THE AGENDA 2. UNFINISHED AND NEW BUSINESS A. Business Event Updates B. Business Licenses/Registration Process 3. COMMENTS AND REPORTS A. Report from the City Council B. Economic Development Commission Comments 4. ADJOURNMENT A quorum of the City Council may be present at this meeting. Meeting materials are available online at: http://www.cityofardenhills.org/agendacenter Page 1 of 4 EDC AGENDA ITEM –2A MEMORANDUM DATE: September 17, 2025 TO: Economic Development Commission Chair and Commissioners FROM: Elena Fransen, AICP, Senior Planner SUBJECT: EDC Business Event Updates Requested Action The Economic Development Commission should discuss planning updates for the business event planned for October. Discussion topics should include the following: - Update on outreach strategy - Review script for event - Review and finalize questionnaire for attendees - Finalize prompts for table conversations - Confirm facilitators for speaker topics - Confirm table facilitators and note takers The EDC should determine next steps, responsible parties, and associated milestones for the ahead of the event. Background The EDC is planning for a business event to be held on October 22. At previous meetings, the EDC discussed the logistics for such an event as well as an event topic. Items for discussion included event agenda and possible speakers, refreshments, event takeaways and invitation, and event marketing and outreach. Details were discussed at the July and August meeting with information filled into the tables within the staff report. Following the meeting, staff has updated the tables and the business event checklist that was used during the meeting (Attachment A). Since the August meeting, Commissioner Gronquist has put together questions for attendees to answer at the event, including an event intake form for check-in and raffle drawing, a short survey to tee up the facilitated table discussions, and discussion prompts for table facilitators. Updates were made and reviewed by Commissioners Bonine and Sorenson. The materials are provided for the full EDC’s review for any last revisions. Page 2 of 4 Updated information from August Meeting Event Details Title Common Grounds: Brewing Local Business Connections Date/time/location Wednesday, October 22, 2025, 7:45 am check-in, Flaherty’s Arden Bowl Event Description – for promoting and including in flyer A morning of coffee and connections for Arden Hills businesses, hosted by the Arden Hills Economic Development Commission. The event program includes speakers with updates from the Ramsey County Sheriff’s Office, Arden Hills Councilmember Emily Rousseau, and the Economic Development Commission. This gathering promises to be a morning of valuable connections and conversations. Agenda and Speakers Time stamp (estimated) Agenda Item Speaker Details 7:45-8:00 am (15 minutes) Check-in and Networking EDC members Doors open at 7:30, food and coffee available, EDC members to mingle, make introductions, put attendees at ease 8:00-8:10 am (up to 10 minutes) Welcome and Opening Remarks Jud Murchie Ted Brausen Dan Flaherty Welcome, describe role and EDC, describe plan and goal of event, introduce Ted and Dan for brief remarks Transition to sheriff topic 8:10-8:25 am (up to 15 minutes) Conversation with Ramsey County Sheriff Bobby Bonine Alicia Ouellette, County Sheriff’s Office Sheriff content (trends and key safety concerns to help local businesses) Facilitated Q&A Transition to Updates to Local Businesses 8:25-8:35 am (up to 10 minutes) Updates to Local Businesses Facilitator TBD Emily Rousseau Julie Gronquist Relevant City and EDC updates Transition to table conversations 8:35-8:40 am (up to 5 minutes) Closing Jud Murchie Brief summary Next steps 8:40-9:00 am (up to 20 minutes) Facilitated table conversations EDC members Introductions at table Event takeaways? Ideas for future? Connections of interest? EDC as a bridge? Page 3 of 4 Discussion Outreach strategy update Flyer – printed versions available for EDC members - To be emailed to emails in licensed/registered business lists, survey respondent contact information, representatives at larger businesses - To be shared to socials, post to City website as a newsflash, post to the business page of the City website - Will be shared on September 20 at the State of the City event, flyers will be available Script for Event Questions for attendees Intake form (Attachment B) – - Collecting attendee information for raffle Survey form (Attachment C) – - Collecting information to be reviewed by EDC and set foundation for table discussions Questions for table discussions (Handout) Assign facilitators - Plan for at least 4 participants per table discussion Plan for pre-event meeting Next Steps Planning for pre-event meeting Event Content - Review script for event - Finalize program information Dates Milestone 5 weeks out – 9/17 Finalize flyer and distribute 4 weeks out – 9/24 Share to social media Optional business visits 3 weeks out – 10/1 Optional business visits (continue) Check RSVP numbers Pre-event meeting? 2 weeks out – 10/8 Optional business visits (continue) Confirm RSVP numbers for coffee and pastries Pre-event meeting? 1 week out – 10/15 Staff will share meeting notes and an updated checklist with the EDC following the meeting. EDC to continue working on deliverables. Page 4 of 4 Attachments A. EDC Event Checklist B. Event Intake form C. Event Survey form Done? Item Lead Discuss by Finalize by Details X Event Theme All X Event Title All X Event Date EDC/Event space Wednesday October 22, 2025 X Event Time EDC/Event space 7:30-9 (8-9 program) X Event Location EDC/Event space Flaherty’s Event food Ted 10/8 Ted - donuts, cookies Dunn Bros - coffee Provide RSVP numbers update by 10/8 X Event agenda Bobby 8/27 8/29 X Event speakers Bobby 8/27 8/29 X Speaker Topics 8/27 8/29 X Questions for attendees Julie 9/17 9/19 X Event Flyer Julie/Communicatio ns Coordinator 8/27 9/17 Event Postcard Communications Coordinator 9/17 Post Event Flyer 9/17 Prompts for table conversations 9/17 Identify table facilitators and note takers 9/17 The Arden Hills Economic Development Commission wants to get to know you and your business Your Contact Info: Name: __________________________________________ Phone: _____________________________ You are (check applicable box): � Owner � Manager �Business Rep � Employee Email: _________________________________________________________________________ Website: _______________________________________________________________________ Contact Preference: � Phone � Email Business Name (Legal): _____________________________ DBA (if applicable): __________________________ Address: _______________________________________________________________________________ How many years has your business been in Arden Hills? ____________________ Business Type: � Non-Profit � Profit � Franchise How many employees do you have? � <5 � 6-15 � 16-25 � 26-50 � 51-100 � 100+ Turn in your completed form to enter the raffle drawing at the end of the event! The Arden Hills Economic Development Commission wants your input! Please take a moment to share about your experience in Arden Hills! Business Name: _____________________________ Do you feel informed about what is going on in the City of Arden Hills? � Yes � No Is your business registered with the City of Arden Hills ? � Yes � No If there was an opportunity, would you be interested in having your business: - included in the City of AH Newsletter? � Yes � No - listed on the City of AH website? � Yes � No - featured in City of AH social media ? � Yes � No Would you want another EDC hosted City of Arden Hills business event? � Yes � No If yes, how often ? Quarterly � 2x/year � Annually � If yes, what is the best time of day � early morning � afternoon � evening Page 1 of 2 EDC AGENDA ITEM – 2B MEMORANDUM DATE: September 17, 2025 TO: Economic Development Commission Chair and Commissioners FROM: Elena Fransen, AICP, Senior Planner SUBJECT: Business License/Registration Discussion Requested Action At the direction of the City Council, the Economic Development Commission is asked to discuss the business licensing/registration process and provide feedback to the City Council. Background During the 2024 Work Plan discussions and preparations for the in-person business visits, the EDC discussed the business license/registration process. The business license/registration process is maintained by the City Clerk and Deputy Clerk. At the City Council meeting on July 14, Council Liaison Rousseau mentioned having the EDC review and provide a recommendation on the business licensing/registrations to be considered by Council with their year-end fee schedule discussion. In addition, at the City Council meeting on July 28, Council discussed direction for the EDC to provide feedback on the business license/registration process. The EDC reviewed and discussed the current process for business license/registration at the August meeting. The process has been included as Attachment A. Direction was given during the meeting for commissioners to review the process and share specific questions before the September meeting for staff to review and prepare discussion prompts. Updates following August Discussion At the August meeting, the EDC asked about business license fees and how these fees are set. Fees are set by the City Council in the fee schedule which is reviewed and approved annually. It was shared that state statute authorizes cities to set fees based on the City’s costs involved in administering the license program and that these fees must be reasonable. Some fees vary because the City could have determined that certain types of businesses/licenses may be subject to potential costs for inspecting or enforcement, so these are considered in the fees. The City Council will be responsible for the review and updates to the fee schedule. Page 2 of 2 At the August meeting, the EDC discussed and suggested separating the business license and business registration applications to have two forms. Staff spoke internally and confirmed that this would be possible. Questions for further discussion include - Is this a recommendation the EDC would suggest? - If the forms were separate, would the EDC suggest updates to the forms for staff to consider? Are there additional fields that the EDC would suggest? Staff reached out to the EDC for additional questions from commissioners. Staff has prepared responses to the questions and can provide updates to the EDC based on the discussion the EDC would like to have. Commissioner questions submitted after the meeting were on the following topics. Business License Questions - Fees & Rationale – addressed in response to the conversation at the August meeting. - Compliance and Enforcement - Identification of Businesses Business Registration Questions - Business Registration – Purpose and Use - Opportunities for Improvement Discussion Discuss questions from Staff - Does the EDC have recommendations for better ways to obtain information about local businesses? - Would members of the EDC want to support efforts to get more businesses licensed/registered as part of the commission’s tasks? What efforts would the EDC suggest or like to work on? Discuss other questions from Commissioners Next Steps The feedback from the EDC on the business license/registration process will be consolidated for review with the City Clerk and Deputy City Clerk to determine next steps. Feedback may be shared with the City Council at a future work session discussion. Attachments Attachment A – 2025 Business License/Registration Process Document Attachment B – Business License/Registration Application Form 2025 Business License vs. Business Registrations Process Business Licenses In Arden Hills, certain types of businesses, occupations, and activities are regulated with licenses so that the public welfare shall be protected and promoted. Chapter 3 of City Code – Licenses and Regulations, Section 300 states the Council shall assign license fees for certain businesses and that a license is required to engage in any business. Section 310 itemizes the various types of licenses required by the City that have an associated fee. It is important to note that some licenses contained in this section are required by law (such as liquor, tobacco, massage, garbage/recycling) and other license types are at the discretion of the City Council. Business licenses are issued for the calendar year and must be renewed annually. Staff mails a business license/registration application form with a letter requesting the business complete the form and return it along with a copy of their Certificate of Insurance showing the business has current insurance coverage, as well as payment for the associated license fee. Business license fees are based on the City’s fee schedule which is reviewed annually by the City Council. Business Registrations Some businesses do not have a fee associated with the type of business. Generally, these businesses do not have tangible goods/services along with their business, and examples are an insurance adjuster/company, counseling services, etc. Staff mails the same letter and application form to these businesses as they are urged to complete and submit the application and attain a business registration (a Certificate of Insurance is also requested). General Process The process of obtaining a license or registration provides valuable information to the City so that we know what businesses are operating in Arden Hills. Knowing what businesses are here is a tool the City can utilize to provide outreach to the businesses for various reasons (surveys, notification of potential programs for business assistance (think COVID), communications about a road project that will impact them (think Ramsey County’s Lexington Avenue project) and so forth). The City initiates the renewal process generally in October/November for the following calendar year period. Businesses are asked to return their information by a certain due date; however, staff will follow up after the first of the year with a secondary renewal letter, giving the business another opportunity to obtain their license or get registered. Note that this past year, the Deputy Clerk made two additional attempts after the first of the year to connect with businesses that had not yet returned their information. The City does publish a list of businesses that have obtained a license or registration for the current year; however, it is challenging for the City to ensure the list of businesses is accurate. Businesses do not necessarily contact the City when they move into Arden Hills. For example, City staff may learn that a new business has started operating in Arden Hills after receiving a new building or sign permit application. The reviewer of the permit application may inform the Deputy Clerk of the new business to then follow-up with information about the business license and registration process. The City may also learn about a new business through changes to utility billing accounts. During the license process, a business may reply to the City that they are no longer operating in Arden Hills. In general, staff is not typically made aware when a business moves out of a tenant space or if a tenant space is vacant for a length of time. We may only find out about a business being in operation from the above-referenced scenarios. Non-Compliance It can be noted that Chapter 3, Licenses and Regulations in the City Code also establishes penalties for late payment, with the fees being established in the fee schedule. Penalties for late payment are 10% of license fee or $32.00, whichever is greater. However, typically the City has not pursued late fees as it relates to business licensing. Arden Hills Business Licensing for 2025 In 2025 – - Arden Hills sent notices to 170 total businesses about registering or licensing their business for 2025, based on the licensed list from last year. - Arden Hills had 77 businesses submit the application to register their business. - Arden Hills had 44 businesses submit the application and associated fees to license their business. - Arden Hills had 29 businesses request to be removed from the list as they were no longer operating within the City. - Arden Hills had 23 businesses who were sent notices but did not submit the business license application. o 16 of the 23 would be business registrations o 7 of the 23 would require business licenses Neighboring Communities City staff surveyed 14 neighboring communities. All of the neighboring communities have some sort of business licensing process. 2025 City Business License/Registration 1245 W Hwy 96 * Arden Hills MN 55112 Phone 651.792.7800 * Fax 651.634.5137 www.cityofardenhills.org Applicant Information (please print) Business Name EXACTLY as it is registered with the State of MN Applicant Name Property Address, Including Zip Code Local Phone Number Number of Employees at Arden Hills Location Email Address MN Tax ID Number (per State Statute 207C.72, Subd. 3) Federal Tax ID Number (per State Statute 207C.72, Subd. 3) Nature of Business Preferred Mailing Information (if different from above) Company Name (or Property Owner Name for In Home Businesses) Mailing Address City State Zip Contact Name Contact Phone Number Contact Email Address License Types (check all that apply, see fees on reverse)  Amusement Facility  Amusement Devices - #Loc _____ #Devices _____  Bulk Fuel Storage - # of units ________  Drive-thru Restaurants  Firework Sales  Grocery Store - ________ square feet  Hotel/Motel - # of Rooms _______  In Home Business Type I  Permanent Signs - # of Signs ______  Restaurant - ________ square feet  Retail Sales  Service Station  Other _____________________________ Required Submittals  Payment - see reverse side for Fee Schedule. If no fee is listed for your type of business, please Register by returning the completed application form and insurance certificate.  Certificate of Liability Insurance of at least $100,000 for bodily injury to any one person, including accidental death, and not less than $300,000 aggregate; property damage liability of at least $100,000 for each accident and not less than $100,000 aggregate. This is a one-page document available from your insurance provider.  Certificate of Worker’s Compensation to the minimum acceptable levels of the State of Minnesota. OR: Signed Worker’s Compensation Waiver: If you are a sole proprietor and have chosen not to carry worker’s comp, the following waiver must be signed: As a sole proprietor or partnership, I/we have chosen not to carry Worker’s Compensation Insurance on myself/ourselves. ______________________________________________________ _______________ Applicant Signature Date All Applicants Sign Here: Date: The City Council will be approving the 2025 Fee Schedule at an upcoming meeting.