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HomeMy WebLinkAbout2014 - Boards, Commissions, and Authorities Meeting Minutes S � �G Chris Swope Lansing City Clerk I� x � G January 3, 2014 Members of the Lansing City Council 10th Floor City Hall Lansing, MI 48933 Dear Councilmembers: The Minutes from the Meetings of the following Boards, Commissions, and Authorities of the City of Lansing were placed on file in the City Clerk's Office and are available for review in the City Clerk's Office and on the City Clerk's website (www.lansingmi.gov/clerk) under the heading of "Documents Placed on File." BOARD NAME DATE OF MEETING Board of Police Commissioners October 15, 2013 Board of Public Service November 14, 2013 Board of Water & Light Board of Commissioners September 24, 2013 Board of Ethics October 8, 2013 Employees Retirement System September 19, 2013 October 17, 2013 Police & Fire Retirement System October 17, 2013 Park Board July 10, 2013 August 14, 2013 September 11, 2013 October 9, 2013 November 13, 2013 If my staff or I can provide further assistance or information relative to the filing of these minutes, please contact us at 483-4131. Sincerely, Chris Swope, CIVIC Lansing City Clerk Lansing City Clerk's Office Ninth Floor, City Hall, 124 W. Michigan Ave., Lansing, MI 48933-1695 517-483-4131 ❑ 517-377-0068 FAX www.lansingmi.gov/clerk ❑ clerk@lansingmi.gov Lansing Police Department Board of Police Commissioners 120 West Michigan Avenue Lansing, MI 48933 Phone: (517) 483-4600 (TDD/Voice) Fax: (517) 377-0162 Virg Semero,Mayor Chief Mike Yankowski BOARD OF POLICE COMMISSIONERS MEETING MINUTES TUESDAY, OCTOBER 15th 2013 MEMBERS PRESENT: OTHERS PRESENT: Commissioner Sandra Kowalk-Thompson, Chair Mike Yankowski, Chief of Police Commissioner Patty Farhat Vice-Chair Bernard Brantley, Commission Investigator Commissioner Bob Noordhoek Bill Kim, Legal Advisor Commissioner Jan Kolp Michelle Reddish, Secretary Commissioner Bill Renfrew Dr. Joan Jackson Johnson, Human Relations Commissioner Clyde Carnegie MEMBERS EXCUSED: MEMBERS OF THE PUBLIC/GUESTS: Commissioner Drew Macon Regina Wilson, Human Resources Commissioner Maria Mejorado CALL TO ORDER Commissioner Kowalk-Thompson: After having established a quorum, Commissioner Kowalk-Thompson called the meeting to order at 5:35 p.m. Commissioner Renfrew led the Pledge of Allegiance. Commissioner Kowalk asked for a moment of silence. r- > PUBLIC COMMENT ON AGENDA ITEMS Commissioner Kowalk-Thompson: None. rya &� ADDITIONS TO THE AGENDA Commissioner Kowalk-Thompson: None. -q SPECIAL PRESENTATION Commissioner Kowalk-Thompson: None. CD �'`► cn APPROVAL OF MINUTES Commissioner Kowalk-Thompson: The Board reviewed the September 17, 2013, Minutes. A few minor grammatical errors were suggested for editing which Michelle Reddish noted. Commissioner Renfrew made a motion to approve the September Board Meeting Minutes;supported by Commissioner Kolp; approved unanimously. The minutes of the regular meeting of September 17, 2013, were approved and placed on file with the Lansing City Clerk. EDUCATION PRESENTATION Regina Wilson, Human Resources, City of Lansing: Regina Wilson presented the board with a copy of a Power Point presentation regarding the Lansing Police Department's (LPD) Hiring and Recruiting (See attached). Regina explained the process from start to end pertaining to the hiring process for Police Officer I (POl's). Questions were answered throughout the presentation. Commissioner Kowalk-Thompson thanked Mrs.Wilson for a very informative presentation. 2 Board of Police Commissioners Meeting Minutes of October 15'h, 2013 Page 2 ADMINISTRATIVE REPORT Chief Mike Yankowski: • Two K-9's retired in September, Officer Beth Larabee/Sarge and Officer Frank Mobley/Shadow. There are seven teams with the potential of an additional four dogs retiring within the next year. • There are six openings in the Detective Bureau, which includes the Cold Case Detective. Currently there are 183 employees and with four new PO'1s. • Six new officers have completed GREAT Training. • Sergeant Sue Baylis will be trained on issues pertaining to Homeland Security. A kit for emergency aid was developed and will be carried in the field by all the officers. LPD will be working closely with the Lansing Fire Department on Homeland Security issues. , • Attended three community meetings that dealt with crime issues-Westside Neighborhood Meeting where the Sexton shootings were discussed, along with Averill and Moores River Drive Neighborhood Watch meetings. All three meetings were well attended. • Attended a Truancy Assembly at STEM Academy on October 4, 2013. • Attended the Neighborhood Watch Coordinator's meeting at the Foster Community Center where seventy (70) guests were in attendance. Patty Farhat thanked Chief Yankowski for speaking at the event. • The Violent Crime Initiative (VCI) work continues. MSU provided a detective and an agent from MDC who work on VCI issues. Several targets have been picked up. • Applied for a Byrne Grant to attend the DDACTS Program. A speed trailer and signage was obtained. Overtime dollars weren't granted. • Officers Naimy and Berry caught two individuals involved in B&E's. • Detective Mark Lewendosky did great job at the Homicide Trial involving the Sav-On Party Store. • Officer Damian Manson and Officer Brittney Roberts paid for an individual to stay in a hotel who was down on his luck. Both officers are thanked and are great examples of caring individuals. • Attended the PBA Retirement Dinner. • Upcoming Events ➢ 10/28/13 Trick-or-Treat on the Square ➢ 11/01/13 Dayglo Paint Dance Party ➢ 11/22/13 Silverbells LEGAL ADVISOR UPDATE Bill Kim, Legal Advisor. Bill Kim briefed the four new police officers on procedures and important topics that they'll deal with daily. He reports directly to the City Attorney and is now assigned to one day a week in the 54-A District Court prosecuting cases for the City. Bill stated he is working on improving communication with LPD and the City Attorney's office. He has researched and produced a Training Bulletin regarding dog related issues, he is making sure the policy is in line with Miranda Rights and he is making sure the policy for Use of Force is in line pertaining to tasers. HUMAN RELATIONS AND COMMUNITY SERVICES LIAISON Dr. Joan Jackson Johnson: • The past few weeks have been challenging in regards to assisting people who rely on the system for help with utility payments. • A partnership was developed with the Department of Human Services, the City Attorney and the Lansing Housing Commission in regards to the Eviction Diversion Program. A PILOT Pre-Eviction Division Program will be started which will include mandatory participation in the form of teaching programs. • The Mobile Food Pantry will be held at Trinity Church on Holmes Road. • The Community Connect event was held last week. • Special thanks to Bernard Brantley for everything he does to help. • Meet the Need Program is being started through the churches. FRATERNAL ORDER OF POLICE Commissioner Kowalk-Thompson: No representative present. UNFINISHED BUSINESS Commissioner Kowalk-Thompson: None. 3 Board of Police Commissioners Meeting Minutes of October 15`h,2013 Page 3 CORRESPONDENCE SENT AND RECEIVED Commissioner Kolp made a motion to receive and place on file correspondence for the month of September; Commissioner Carnegie supported the motion; carried unanimously. DEPARTMENT REPORTS Commissioner Kolp made a motion to receive and place on file department reports for the month of September; Commissioner Farhat supported the motion; carried unanimously. BOARD COMMITTEE REPORTS Gov't/Community Liaison Committee Commissioner Kowalk-Thompson There have been several retirement plaques presented from the board to employees at their retirement parties. Awards& Incentives Committee Commissioner Noordhoek Nothing to Report. Budget Committee Commissioner Renfrew Nothing to Report. Dr. Carnegie stated the Budget Committee will be entering into a new system. He stated it would be good to know, ahead of time, on how the budget process will work and how the meetings will proceed. Complaint Committee Commissioner Farhat There was not a meeting in September because two parties were ill. The meeting is rescheduled to November 7, 2013. Commission Investigator Report Bernard Brantley Nothing to report. COMMISSIONER'S COMMENTS Commissioner Kowalk thanked Dr. Joan Jackson Johnson for the work she did on the Kids Connect event. OTHER BUSINESS/DISCUSSION ITEMS Commissioner Kowalk-Thompson verified that Commissioners had received and reviewed a copy of Mayor Bernero's letter to appoint Mike Yankowski to Chief of Police, effective October 21, 2013. A discussion ensued. Commissioner Kowalk-Thompson noted the process of the appointment(below) and read the portion of the Lansing City Charter as it pertains to the Board's role in the appointment; Legal Counsel, Bill Kim obliged the Board in confirming the language in the charter. • The Mayor forwards a letter to the Board of Police Commissioners announcing his decision to make the appointment for Chief of Police. • The Lansing City Charter requires the Board of Police Commissioners be consulted on the appointment of the Chief of Police. • The Board discusses the appointment and votes to approve or deny. • A letter is drafted and forwarded to the Mayor regarding the Boards' decision. A motion was made by Commissioner Noordhoek to approve the Mayor's letter appointing Interim Chief Mike Yankowski to Chief of Police; supported by Commissioner Renfrew and Carnegie. The Commissioners present (5)voted unanimously to support the Mayor in his appointment of Interim Chief Michael Yankowski as Chief of Police. PUBLIC COMMENT None. 4 Board of Police Commissioners Meeting Minutes of October 15th, 2013 Page 4 ADJOURNMENT CommissionerKowalk-Thompson: There being no further business to discuss, meeting adjourned at 7:15 p.m. 5 REGULAR MEETING OF BOARD OF PUBLIC SERVICE November 14, 2013 PRESENT: Lyndon Babcock, Ron Bloomberg, Paul Baerman, James Marshall, Shirley Rodgers and Alfreda Schmidt ABSENT: Cleo Anderson, and Matt Flechter STAFF: Marty Riel, and Paul Stokes VISITORS: None 1) CALL TO ORDER: Chair Baerman called the meeting to order at 11:42 a.m., at the Lansing Public Service Department Wastewater Treatment Plant. a. Roll Call b. Excused Absences: Cleo Anderson, and Matt Flechter _ C-) 2) CITIZEN COMMENTS: None M •< 3) APPROVAL OF BOARD MINUTES: , i"- October 10,2013 r"�•s Mr. Baerman recommended the following revision: • Pg. 1, Call To Order, Line 2: change "Wastewater Treatment Plant" to "Fleet Services" Mr. Bloomberg moved, Ms. Rodgers seconded, MOTION CARRIED UNANIMOUSLY to approve the minutes for October 10, 2013, as amended. 4) ACTION ITEMS: Ms. Rodgers brought it to the attention of the Board that the following schedules would be subject to change if a merging of the Transportation and Public Service Boards would happen. Proposed Meeting Schedule for 2014: Ms. Rodgers moved, Mr. Marshall seconded, MOTION CARRIED UNANIMOUSLY to accept the proposal as submitted. Proposed Division Reporting Schedule for 2014: Ms. Schmidt moved, Ms. Rodgers seconded, MOTION CARRIED UNANIMOUSLY to accept the proposal as submitted. The Board discussed Council Resolution for Fiscal Year 2014-2015 Budget and their own Budget priorities resolutions. Discussion will continue next month. 5) REPORT OF OFFICERS: Property Management Division: No written report was distributed. Public Service Board Page 2 November 14, 2013 Ms. Schmidt deferred to Mr. Riel for a verbal report. Mr. Riel gave a brief verbal report on updating Crego Park, working on Silver Bells in the City, Chillers dying that were located in the sub-basement of City Hall, and refurbishing the old Service Garage. Ms. Schmidt voiced her concern over special events that take away funding from other areas and these events don't.bring enough revenue for the City. Wastewater Division: No written report was distributed. Mr. Marshall deferred to Mr. Stokes to give a verbal report. Mr. Stokes gave a brief verbal report on being extremely short staffed, the Asset Management requirement for the new NPDES permit, the requirement to have a plan in place to maintain infrastructure, and applying for a grant that will help fund both requirements that is done by a lottery. 6) DIRECTOR'S REPORT: Mr. Stokes announced that Mr. Gamble was unable to attend the meeting. In his place Mr. Stokes announced that Scott House, Operation and Maintenance Superintendent, has been appointed Interim Deputy Director of Public Service, and until further notice he will be handling both duties. Mr. Stokes also announced that Eric Hassett has been appointed Interim Fleet Service Manager, since John Busley recently retired. 7) NEW BUSINESS: None 8) OTHER BUSINESS: None 9) COMMUNICATIONS: None 10)PENDING ITEMS: None 11)ADJOURN: The meeting adjourned at 1:25 p.m. Respectfully submitted by, Janette Tate,Recording Secretary APPROVED BY THE 80ARD OF COMMISSIONERS ON NOVEMBER 19,2013 MINUTES OF THE BOARD OF COMMISSIONERS'.MEETING LANSING BOARD OF WATER AND LIGHT September 24, 2013 The Board of Commissioners met in the Boardroom of the Administrative Offices, 1232 Haco Drive, Lansing, Michigan. Chairperson Sandra Zerkle called the meeting to order at 5:30 p.m. Present: Commissioners Margaret Bossenbery, Dennis M. Louney, Anthony McCloud, Tony Mullen, David Price,Tracy Thomas, Cynthia Ward and Sandra Zerkle. Absent: None The Corporate Secretary declared a quorum present p Commissioner Price led the Pledge of Allegiance. <y' APPROVAL OF MINUTES c-1 Motion by Commissioner Thomas, seconded by Commissioner Bossenbery to approvb thg: �. Regular Board Meeting minutes of July 23, 2013. r�"� =• C r Action: Carried Unanimously Motion by Commissioner Price, seconded by Commissioner Bossebery to approve the Corrected Regular Board Meeting minutes of May 28, 2013. Action: Carried Unanimously PUBLIC COMMENTS MEMBERS OF THE PUBLIC ARE WELCOME TO SPEAK TO THE BOARD ON ANY AGENDA SUBJECT. ANYONE WISHING TO COMMENT ON ANY MATTER NOT ON THE AGENDA MAY DO SO IMMEDIATELY PRIOR TO ADJOURNMENT. There was no Public Comment ------------------ SPECIAL PRESENTAITON A. Presentation from Representative Andy Shor Representative Shor stated that he wanted to honor the BWL for the Grand Trunk Redevelopment and for the Co-Generation Plant. He stated that he is a customer and loves what the BWL is doing. Representative Shor presented the BWL with a commemorative resolution of appreciation on behalf of himself, Representative Teresa Abbott of Eaton County, Representative Tom Cochran of Ingham County and Representative Sam Sign of E. Regular Board Mtg. September 24,2013 Page 2 of 14 Lansing/Meridian as well as Senator Gretchen Whitmer and Governor Snyder. Representative Shor also presented a tribute to Local IBEW 352 for all of their hard work on the Grand Trunk Redevelopment and the Co-Generation Plant. B. BWL Chili Cook-Off Check Presentation General Manager Lark and Chair Zerkle presented cheks to: Shela Dubenion-Smith, Development Director, Sparrow Foundation, $5,000 2013 BWL Chili Cook-Off Brad Patterson, Executive Director, Lansing Promise/Hope Scholars, $5,000 2013 BWL Chili Cook-Off Erik Larson, Executive Director, Impression 5 Science Center, $5,000 2013 BWL Chili Cook-Off C. BWL REO Town Brick Promotion and Pennies for Power Dancing with the Starz Check Presentation General Manager Lark and Board Chair Zerkle presented Eric Schertzing, Chairman of the Capital Area Community Services Board (CACS) with a $6,000 check in which the proceeds were derived from the REO Town Brick Promotion and the Dancing with the Starz event. Chair Zerkle congratulated everyone who was involved in helping to raise money for these various organizations and stated that these donations were a result of General Manager Lark and his staffs hard work, effort and time. ------------------ COMMUNICATIONS a. Internship Appreciation Communications from: 1. Stephen Lindeman—Received and Placed on File 2. Yakov Kochubievsky—Received and Placed on File 3. John Brady- Received and Placed on File b. Emails to Commissioners re: 1. Protecting Trees- Referred to Management/Received and Placed on File 2. Meeting request from Mary Brady of Clean Water Action — Referred to Commissioners-Received and Placed on File 3. Deposit Payments from Rachael Cruz-Referred to Management-Received and Placed on File 4. Tree Maintenance Schedule from Lansing Resident-Referred to Management/Received and Placed on File General Manager Lark stated regarding items b. 1 & 4, no tree work will be required. Item 2, this group intends to present at the next Committee of the Whole. Item b. 3, this matter has been taken care of with respect to deposit payments. Regular Board Mtg. September 24,2013 Page 3 of 14 COMMITTEE REPORTS COMMITTEE OF THE WHOLE August 13, 2013 The Committee of the Whole of the Lansing Board of Water and Light met at the Executive Offices located at 1232 Haco Dr., Lansing, MI, at 5:30 p.m. on Tuesday, August 13, 2013. Committee of the Whole Chair Dennis M. Louney called the Committee of the Whole meeting to order and asked the Corporate Secretary to call the roll. Present: Commissioners Dennis M. Louney, Margaret Bossenbery, Anthony McCloud, David Price, Tracy Thomas, Cynthia Ward and Sandra Zerkle. Absent: Commissioner Tony Mullen Public Comments There was no Public Comment Approval of Minutes Motion by Commissioner Price, Seconded by Commissioner Ward to approve the Committee of the Whole meeting minutes of June 11, 2013. Action: Motion Carried Natural Gas Purchase Overvie George Stojic, Executive Director of Strategic Planning and Development and Dave Bolan, Manager of Bulk Power, provided the Committee with a Natural Gas Purchase Overview. Mr. Stojic began the presentation with a description of the U.S. natural gas market. According to Mr. Stojic, the U.S. has several major natural gas producing regions, an extensive natural gas transportation pipeline system, and well developed, transparent, and liquid markets in which to buy and sell natural gas. -He noted that gas production has surged to historical levels since the onset of natural gas hydraulic fracturing, which has produced lower and more stable prices. Mr. Stojic stated that Michigan is served by five major interstate pipelines with natural gas entering the state from several regions in the U.S. and Canada. Mr. Bolan stated that the REO Town plant is expected to consume approximately 4 Billion cubic feet (Bcf) of natural gas annually. He explained that the BWL will utilize Fellon McCord as a procurement agent for the purchase of REO Town's natural gas. As a procurement agent, Fellon-McCord can purchase natural gas from several suppliers, rather than relying solely on Consumers Energy to supply gas at its price. However, the BWL will be a transportation customer of Consumers Energy, using the Consumers pipeline system to move natural gas purchased for the BWL by Fellon-McCord. As the BWL's agent, Fellon-McCord solicits bids to supply gas from counterparties, assists legal staff with developing industry contracts, assists BWL with purchasing strategy, provides information on market conditions, performs daily natural gas balancing and nomination on the Consumer's system for the BWL and reviews Consumers Energy invoices for accuracy. The BWL has an industry standard energy risk management policy that covers natural gas purchases and has saved BWL customers $706,000 at today's gas prices. Regular Board Mtg. September 24,2013 Page 4 of 14 Wind Energy Project Overview George Stojic, Executive Director of Strategic Planning and Development provided the Board of Commissioners with information on the BWL's recent Wind Energy Project. Mr. Stojic stated that the BWL has a Purchase Power Agreement with Beebe Renewable Energy LLC that includes 8 Nordex Wind Turbine Generators or windmills that are going to be built up north in Gratiot County. This acquisition helps diversify the BWL's Renewable Energy portfolio and is part of the 10% Renewable Energy Credits (REC's) to be in effect by 2015. Mr. Stojic stated that the BWL is expected to get about 60,000 megawatt hours each year off of the windmills and that is about 25%of our Renewable Energy Portfolio Requirements. Implementation of SAP Budget Module Scott Taylor, Supervisor of Treasury and Budgeting, provided information on the BWL's new SAP Budget Module that has been implemented. Mr. Taylor stated that the new budget system is intended to improve the budget process. Mr. Taylor said this new budget system helps in moving our company forward towards having a more fully integrated information management system. With this new process our budget system is now under the SAP umbrella and provides a better tool for planning our budget and a better tool for analyzing differences between our planned budget and our actual results. Mark Dykema, Senior Consulting IT Analyst and Project Manager, provided details on the work that went into the successful implementation of the new SAP System software. Mr. Dykema thanked all of the employees who took part in making this project a success. Easement Swap (Resolution) General Manager Lark stated that Two Men and a Truck would like to build something over one of the BWL's easements. The location of this particular easement is not necessary and with the Board's permission an Easement Swap would take care of the situation. With the Easement Swap the BLW would swap or give them the right to build over that particular easement and they would give us another easement. General Manager Lark respectfully asked that the Committee forward the Resolution for the Easement Swap to the full Board for consideration. Motion by Commissioner Price, Seconded by Commissioner McCloud to forward the Resolution to the full Board for consideration. Action: Motion Carried Other General Manager Lark said that the next Regular Board meeting will take place at the new Depot facility and there is a 50/50 chance that the Committee of the Whole and Finance Committee meetings for September will also take place at the Depot. Chair Zerkle stated that she attended the Intern Luncheon today and it was phenomenal. She said it is amazing how the BWL staff integrates people who have been here for only a short period of time. Regular Board Mfg. September 24,2013 Page 5 of 14 Commissioner Thomas thanked everyone involved in setting up his tour of the new BWL Headquarters and Dick Peffley for providing a great tour of a beautiful facility. He also thanked Nick Burwell for assisting him on another matter. Excused Absence Motion by Commissioner Thomas seconded by Commissioner Ward to excuse Commissioner Mullen from tonight's meeting. Adlourn On Motion by Commissioner Price, Seconded by Commissioner McCloud, the meeting adjourned at 6:49 p.m. Respectfully Submitted Dennis M. Louney, Chair Committee of the Whole FINANCE COMMITTEE August 13, 2013 The Finance Committee of the Board of Water and Light met in the Executive Offices located at 1232 Haco Dr., Lansing, MI, at 6:51 p.m. on Tuesday, August 13, 2013. Finance Committee Chairperson Margaret Bossenbery called the meeting to order and asked the Corporate Secretary to call the roll. The following members were present: Commissioners Margaret Bossenbery, Dennis M. Louney, David Price and Alternate Committee Members Cynthia Ward and Tracy Thomas. Also present was Board Members Sandra Zerkle. .Absent: Commissioner Tony Mullen Public Comments There was no Public Comment. Approval of Minutes Motion by Commissioner Price, seconded by Commissioner Louney to approve the Finance Committee meeting minutes of June 11, 2013. Action: Carried Unanimously FY 2013 Preliminary Year End Update General Manager Lark presented the monthly Financial Report for FY 2013. Mr. Lark stated that this is an Unaudited Financial Report and that External Auditors, Plante & Moran will be presenting the official Audited Financial Report next month. General Manager Lark reviewed the following. Return on Net Fixed Assets Regular Board Mtg. September 24,2013 Page 6of14 ��r u'"�'TT ;^•u..t p.q,�,�,�,µ,-.,� +ar�i, Re'� .am� .t^" xvx ae,�y, Ta rtF"XT+, r'+z'�'tj"y�•t r t �rr, y>:t�'� tr`�`����ft K�� p th.`� ��'r -�" "q i�4 M.'✓ '�'��.e�'ir�1 `t"r''�?-^?�d��fC"'.' i��' M. � 41*� 7r+taY e,..r'.. t '`.��°.,t^ �� .r . :. ^f t=,'a� TT'.�v.,.,,�rA� t'._;t4r} -!�•z 1� t r t FINANCIAL PERFORMANCE BY UTILITY Fiscal Year-to-Date June 30,2013 Return on Net Fixed Assets 5.00% , ;�,'„r� 9 r J3?r61d• r R'(e�rf,�.�y����1. "° twit.��¢x'9-as�r 4.00% � 3 00% 2 00% 1.00% z pf I I136 E ? ka. r . 3 r -1 00 k _ X -200k 93- -400% F r r ea t3 d, ::, 4(c:a � ,ua � as x"fiiPJ -•� m � cn c� m m cc n. a ®Actual ®Budget CONSOLIDATED INCOME STATEMENTrr ACTUAL to BUDGET: Fiscal Year-to-Date June 30,2013 (S Millions) Actual Budget Change 3 Change% Revenues 3311.8 327.3 4.5 1% Operating Expenses: Labor&Benefits 84.6 87-9 (3.3) 4% Materials 12.2 13.1 (0.9) -7% Fuel&Chemicals 65.3 53.7 11.6 22% Purchased Power 66.1 72.3 (6.2) -9% Outside Services&Other 35.8 43.0 (7.2) -17% Expenses Capitalized (7.1) (8.0) 0.9 -11% Depreciation 30.4 32.9 (2.5) -8% Total Operating Expenses 287.3 294.8 (7.5) 3% Operating Income 44.4 32.4 12.0 37% Payment in Lieu of Taxes (16.1) (162) 0.1 -1% 'Non-Operating Revenues less Expenses (9.6) (2.3) (7.3) 317% Net Income 18.7 14.0 4.7 Unit Sales: Water-Retail&Wholesale CCF 9,477,073 9,45S,641 0% Electric Retail-Am/H 2,176,067 2,240,179 -3% Electric Wholesale-MNH 304,520 280,352 9% Steam-Retail IvLB 710,454 698,275 2% Chilled Water-Thousand Ton Hours 8.888 10.038 -11% Actual Normal Cooling Degree Days 859 558 54% Heating Degree Days 6,564 7,098 8% ;. Precipitation Inches 41-7 30-8 35% Regular Board Mtg. September 24,2013 Page 7 of 14 Excused Absence Motion by Commissioner Price seconded by Commissioner Louney to excuse Commissioner Mullen from tonight's meeting. Other Commissioner Thomas acknowledged Susan Devon, Assistant General and Chief Financial Officer for approving all of the work at the Depot. Adjourn On Motion by Commissioner Price, seconded by Commissioner Louney, the meeting adjourned at 7:14 p.m. Respectfully submitted Margaret Bossenbery, Chair Finance Committee COMMITTEE OF THE WHOLE September 10, 2013 The Committee of the Whole of the Lansing Board of Water and Light met at the BWL Headquarters-REO Town Depot located at 1201 S. Washington Ave., Lansing, MI, at 5:30 p.m. on Tuesday, September 10, 2013. Committee of the Whole Chair Dennis M. Louney called the Committee of the Whole meeting to order and asked the Corporate Secretary to call the roll. Present: Commissioners Dennis M. Louney, Margaret Bossenbery, Anthony McCloud,Tony Mullen, David Price, Cynthia Ward and Sandra Zerkle. Absent: Commissioner Tracy Thomas' Public Comments There was no Public Comment Approval of Minutes Motion by Commissioner Price, Seconded by Commissioner Ward to approve the Committee of the Whole meeting minutes of August 13, 2013. Action: Motion Carried MPPA Second Alternat General Manager Lark stated that George Stojic, Executive Director of Strategic Planning and Development is serving as the Commissioner to the Michigan Public Power Agency (MPPA )on behalf of the BWL along with Dave Bolan and Susan Flores as alternates. Ms. Flores has retired and there needs to be a replacement for her in this capacity. This Resolution names Lori Pung as the BWL's Second Alternate Commissioner for the MPPA. General Manager Lark Regular Board Mtg. September 24,2013 Page 8 of 14 respectfully requested that the Resolution for the MPPA replacement be forwarded to the full Board for consideration. Motion by Commissioner Bossenbery, Seconded by Commissioner Zerkle to forward the Resolution to the full Board for consideration. Action. Motion Carried JNL Update and Development Agreement General Manager Lark and George Stojic, Executive Director of Strategic Planning and Development provided the Committee of the Whole with information on the Development Agreements between the City of Lansing, BWL and Jackson National Life Insurance Company (JNL). A Resolution was presented which allows the General Manager and Corporate Secretary to execute the newly proposed development agreement with JNL and the City of Lansing to provide electric and water service to Jackson National Life's new Headquarter Facility expansion. General Manager Lark respectfully requested that the proposed Resolution be forwarded to the full Board for consideration. Motion by Commissioner Price, Seconded by Commissioner McCloud to forward the Resolution to the full Board for consideration. Action: Motion Carried Other At the request of Commissioner Louney, General Manager Lark provided the Committee with information pertaining to cost saving initiatives that the BWL has implemented. Some of the initiatives include: •Bond Refunding *Health Care Changes ® Reduction in Labor Force • Reduction in rail set -improved Fleet Scheduling General Manager Lark announced that after the meetings there will be a tour conducted of the new facility if anyone was interested. General Manager Lark said that he was asked by a Commissioner about an incident that took place at the BWL in August. Mr. Lark stated that he believes that the question was pertaining to Unit #4 which is part of the Eckert Complex. Mr. Lark said there was a series of events that took place with Unit#4 and all of the facts are not clear, but it is believed that an electrician shut the power off to the Unit and the backup pump that maintains the hydrogen seals failed and as a result there was a fire and an explosion. The fire was extinguished by BWL employees and they did a very commendable job. The extent of damage is not known at this time. Excused Absence Motion by Commissioner Ward, Seconded by Commissioner Price to excuse Commissioner Thomas from tonight's meeting. Action: Motion Carried Adiourn Regular Board Mtg. September 24,2013 Page 9 of 14 On Motion by Commissioner Price, Seconded by Commissioner Ward, the meeting adjourned at 5:53 p.m. Respectfully Submitted Dennis M. Louney, Chair Committee of the Whole FINANCE COMMITTEE September 10, 2013 The Finance Committee of the Board of Water and Light met in the Executive Offices located at BWL Headquarters-REO Town Depot located at 1201 S. Washington Ave., Lansing, MI, at 6:00 p.m. on Tuesday, September 10, 2013. Finance Committee Chairperson Margaret Bossenbery called the meeting to order and asked the Corporate Secretary to call the roll. The following members were present: Commissioners Margaret Bossenbery, Tony Mullen, Dennis M. Louney, David Price and Alternate Committee Member Cynthia Ward. Also present were Board Members Anthony McCloud and Sandra Zerkle. Absent: None Public Comments There was no Public Comment. Approval of Minutes Motion by Commissioner Price, seconded by Commissioner Louney to approve the Finance Committee meeting minutes of August 13, 2013. ' Action: Carried Unanimously Plant Moran Presentation of Audited Financial Statements FY 2013 General Manager J. Peter Lark introduced Douglas Rober, Managing Partner with Plante & Moran (P&M). General Manager Lark thanked all of BWL's employees who worked on the audit process. Mr. Rober, CPA Partner, introduced Sean Tanner a Manager with Plante & Moran who reviewed the following Financial Information: Operating Revenue- Four Year Comparison Operating Expenses— Four Year comparison Operating Income (Loss) Sales Source of Kilowatt Hours Generated Kilowatt Hours Generated Versus Purchased Regular Board Mtg. September 24,2013 Page 10 of 14 Significant Power Cost Bond Debt Service Requirements Revenues, Expense and Net Income by Utility (Electric, Water, Steam & Chilled Water) Mr. Rober, reviewed the "AU 260 Report to Commissioners" document as well as Plante & Moran's responsibilities that are required under the U.S. Generally Accepted Auditing Standards. Mr. Rober stated that everyone was cooperative during the audit engagement. Mr. Rober reviewed the audit process of the Financial Statements and the Opinions for fiscal year ending June 30, 2013.The Opinions include the Enterprise Fund and the Fiduciary Pension Trust Funds. The 3 separate Financial Statements represent the Trust Funds, which are the Defined Contribution, Defined Benefit Plan and the Retiree Benefit Plan and Trust (VEBA Plan). Motion Commissioner Zerkle, Seconded by Commissioner Price,to forward the resolution for the acceptance of the FY 2013 Audited Financial Statements to the full Board for consideration. Action: Motion Carried Purchase Policy Report General Manager Lark presented the Committee with the Annual Procurement Report that included: A. Sole source contracts in an amount equal to or greater than $5,000. B. Emergency contracts in an amount equal to or greater than $5,000. C. Contracts with a term exceeding thirty-six consecutive months. D. Litigation pertaining to any particular contract covered by the Purchasing Policy. Motion Commissioner Price, Seconded by Commissioner Louney, to receive the FY 2013 Procurement Policy Report. Action: Motion Carried Annual Procurement Report on File In the Office ofthe Corporate Secretary Excused Absence None Other None Adjourn On Motion by Commissioner Price, seconded by Commissioner Louney, the meeting adjourned at 6:29 p.m. Respectfully submitted Margaret Bossenbery, Chair Regular Board Mtg. September 24,2013 Page 11 of 14 Finance Committee MANAGER'S RECOMMENDATIONS General Manager Lark respectfully asked that the following Resolutions be considered for approval. 'RESQrLU,T�ION�#201�3 09 01 EASEMENT EXCHANGE WITH TWO MEN AND A TRUCK RESOLVED, that the Board of Commissioners hereby authorizes the General Manager to release its Existing Easement(Attachment A) with Two Men and a Truck, in exchange for a new easement (Attachment B) granted by Two Men and a Truck; which shall be located on the same parcel. -------------------- Staff Comments:The Lansing Board of Water & Light (BWL) has an easement ([Liber 51 of Plats, Page 34 [BWL#3305-02-20031) for its utility operations, hereinafter referred to as "Existing Easement."The fee owner and successor grantor is Two Men and a Truck, hereinafter referred to as "Grantor". Currently,the BWL does not utilize the Existing Easement and would like to abandon its facilities to another location on Grantor's property. Additionally,the Grantor would like to construct its own building within the Existing Easement area.The BWL and the Grantor would like to resolve their needs by exchanging easement interest. Therefore, it is requested that the Board of Commissioners authorize the release of its Existing Easement in exchange for a new easement on the same property that will meet its operational needs.The release would only occur after full execution and recording of the new easement document. -------------------- Motion by Commissioner Ward, seconded by Commissioner Price,to approve the resolution for the Easement Exchange with Two Men and A Truck. Action: Carried Unanimously Attachments are available in the Office of the Corporate Secretary and the BWL Resolution Library RESOLWTION#2013 09 02 AMENDING APPOINTMENTS TO MICHIGAN PUBLIC POWER AGENCY WHEREAS, George Stojic is the Michigan Public Power Agency (MPPA) Commissioner on behalf of the Lansing Board of Water & Light (BWL), along with David Bolan and Susan Flores, who serve as First and Second Alternate Commissioners, respectively; and WHEREAS, the Second Alternate, Ms. Flores is no longer employed with the BWL and does not serve in any capacity with MPPA on behalf of the BWL; and WHEREAS, it is appropriate and in the best interest of the BWL to name a replacement for the Second Alternate MPPA Commissioner position. Regular Board Mtg. September 24,2013 Page 12 of 14 NOW, BE IT RESOLVED, that George Stojic will remain as the MPPA Commissioner on behalf of the BWL, along with David Bolan as the First Alternate Commissioner. FURTHER RESOLVED, that Lori Pung is named as the BWL's Second Alternate MPPA Commissioner. Motion by Commissioner Ward, seconded by Commissioner McCloud, to approve the resolution naming Lori Pung as the BWL's Second Alternate MPPA Commissioner. Action: Carried Unanimously �RESOLU,�10:.N,#201�3 09A�03 JACKSON NATIONAL LIFE DEVELOPMENT AGREEMENT WHEREAS, Development Agreements between the City of Lansing, the Lansing Board of Water and Light, and Jackson National Life Insurance Company (Jackson National) have been negotiated and adopted on September 14, 1998 and July 22, 2008; and WHEREAS, the City of Lansing, the Lansing Board of Water & Light, and Jackson National have negotiated a third Development Agreement (2013 Agreement); and WHEREAS, the 2013 Agreement sets forth the terms, conditions, and agreements of the parties relative to expansion of Jackson National's world headquarters, business operations, and related facilities located on property within the City of Lansing, pursuant to the 1998 and 2008 PA 425 Agreements between Alaiedon Township and Lansing, and on property located in Alaiedon Township adjacent to the current world headquarters (Additional 2013 Property); and WHEREAS, the Alaiedon Township Additional 2013 Property site is the subject of a proposed agreement between the City and the Township conditionally transferring the site to the City of Lansing pursuant to 1984 Public Act 425 (the2013 PA 425 Agreement); and WHEREAS, the Development Agreement calls for the signatories to attach a Corporate Resolution certifying the persons executing the Development Agreement are duly authorized to do so; and WHEREAS, the Contract Signature Authority (Res. 2004-01-08) and Line Extensions and Service Territory Expansions (Res. 2000-3-2) authorize the General Manager to execute agreements of this nature; and WHEREAS, the Development Agreement is subject to the approval and execution of the 2013 PA 425 Agreement by the City and Alaiedon Township. NOW, THEREFORE, BE IT RESOLVED, the General Manager and Corporate Secretary are authorized to execute the 2013 Development Agreement with Jackson National Life Insurance Company and the City of Lansing on behalf of the Lansing Board of Water and Light, Regular Board Mtg. September 24,2013 Page 13 of 14 Motion by Commissioner McCloud, seconded by Commissioner Bossenbery, to approve the Resolution authorizing the General Manager and the Corporate Secretary to execute the Development Agreement with JNL and the City of Lansing on behalf of the BWL. Action: Carried Unanimously +vim-9 -�*- RESO9 0-t�1#20 ;3 09 0 Fiscal Year 2013 Audited Financial Statements RESOLVED,that the fiscal year 2013 Audited Financial Statements for the Board of Water& Light have been reviewed and are hereby accepted as presented. FURTHER RESOLVED, that the Corporate Secretary is hereby directed to file a copy of the fiscal year 2013 Audited Financial Statements of the Board of Water& Light and the report on auditing procedures with the State Treasurer as required by the Uniform Budgeting and Accounting Act (Public Act 2 of 1068, as amended) not later than December 31, 2013. FURTHER RESOLVED, that the Corporate Secretary is hereby directed to file a copy of the fiscal year 2013 Audited Financial Statement of the Board of Water& Light with the City of Lansing. Motion by Commissioner Bossenbery, seconded by Commissioner McCloud, to approve the Resolution approving the FY 2013 Audited Financial Statements. Action: Carried Unanimously UNFINISHED BUSINESS There was no Unfinished Business NEW BUSINESS There was no New Business RESOLUTIONS There was no Resolution under this section of the Agenda MANAGER'S REMARKS General Manager Lark provided the following information: ® October 8th there may be a Committee of the Whole, Finance Committee Meeting as well as a Trustees Meeting and perhaps a Human Resource Committee Meeting. • On October 9th during Public Power Week at the suggestion of Chair Zerkle the BWL will be hosting a meeting at the Depot for the community. This will be an informational meeting for the public that includes material on Energy Efficiencies, Renewable Energy and a program talking about how valuable the BWL is to the community as well as the type of things that can done to help customers. Everyone is invited. d October 10th City Hall on the Road is scheduled to take place at the Depot. Regular Board Mtg. September 24,2013 Page 14 of 14 COMMISSIONERS' REMARKS Chair Zerkle welcomed everyone to the first meeting at this beautiful building and invited everyone to have refreshments after the meeting. She thanked those who put together the recent picnic that took place. Commissioner Thomas thanked the IT Department for all of their hard work. EXCUSED ABSENCE None PUBLIC COMMENTS Ron Byrnes, Business Manager of IBEW Local 352, spoke about the explosions at Unit#4 at the Eckert Station. He asks that the Commissioners take interest in the end result of the investigation. ADJOURNMENT On motion by Commissioner Price, seconded by Commissioner Ward the meeting adjourned at 6:03 p.m. M. Denise Griffin, Corporate Secretary Preliminary Minutes filed(electronically)with Lansing City Clerk:October 3,2013 Official Minutes filed(electronically)with Lansing City Clerk:November 20,2013 opt i Lansing Entertainment & A Public Facilities Authority c OFFICIAL NOTICE LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY BOARD. OF COMMISSIONERS The next regular meeting has been called for: Tuesday, November 26, 2013 8:00 a.m. Lansing Center— Governor's Room 333 East Michigan Avenue Lansing, Michigan 48933 483-7400 Accompanying this notice is the agenda and other items, which will be either reviewed or discussed at the meeting. Please bring these with you to the meeting. Thank you. Charlotte Sinadinos Chairwoman LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS REGULAR MEETING AGENDA TUESDAY, NOVEMBER 26, 2013 f 8:00 A.M. I. CALL TO ORDER 11. ROLL CALL Ill. ESTABLISHMENT OF AGENDA IV. PUBLIC COMMENT V. APPROVAL OF THE MINUTES OF OCTOBER 22, 2013 VI. REPORTS A. Chairwoman — Charlotte Sinadinos B. Finance Committee — Tim Kaltenbach 1. September Financials C. President & Chief Executive Officer- Scott Keith D, Personnel Committee — Cindy Bowen E. Strategic Planning Committee — Tim Barron VII. COMMISSIONERS' AND STAFF COMMENT VIII. OLD BUSINESS IX. NEW BUSINESS X. ADJOURNMENT - Date, Time, Location of Next Meeting: December 17, 2013 8:00 a.m. Lansing Center — Governor's Room LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING SEPTEMBER 24, 2013 MINUTES At 8:05 a.m., Chairwoman Charlotte Sinadinos, called the meeting to order in the Governor's Room- Lansing Center, 333 E. Michigan Avenue, Lansing, Michigan 48933. COMMISSIONERS PRESENT: Tim Barron, Angela Bennett (Ex-Officio), Cindy Bowen, James W. Butler, III, Jim DeLine (Ex-Officio), Glenn Hills, Charles Janssen, Tim Kaltenbach, Charles Mickens, Linda Sims-Wright and Charlotte Sinadinos. COMMISSIONERS EXCUSED: Bob Johnson(Ex-Officio). OTHERS PRESENT: Scott Keith, Greg Soleau, Heidi Brown, Gus Pine, Paul Ntoko, Heather Hymes, Tristyn Wright Meyer, —Lansing Entertainment&Public Facilities Authority, Jody Washington-Lansing City Council,Nan Jasinowski—Sweet Seasons Orchard, Dirk Spillemaeckers— AMTA, Jason Kildea—Gillespie Group and Jack Alexander. III. ESTABLISHMENT OF THE AGENDA: No changes. IV. PUBLIC COMMENT: No comments. Scott introduced Jason Kildea, of Gillespie Group, stating Jason is here to provide a report on the Marketplace project. Jason Kildea reported the following: -Drawings were reviewed briefly showing the project rendering -The project work should take 12— 15 months depending on weather conditions -Trenches for utilities were dug last week, in 2—3 weeks, footings and the foundation will be worked on -A review of the residential building was given; including number of units and types of materials used -It was noted there is no plan to scale back; each building will be done in phases—they want the project done right and want it to look nice -Commissioner Barron asked how colors are kept so vibrant; Jason explained the process -Commissioner Sims-Wright asked how much interest has been shown in the buildings. Jason stated there is decent interest with 95% - 96% occupancy planned. Young professionals, Cooley Law School,MSU and LCC being the majority of interested. -Nan Jasinowski asked if the grade level exits to the City Market. Jason stated there will be a walk-out to the City Market lot (15 feet away). All other floors have to exit from the front of the building. -Jack Alexander asked if materials have been purchased locally and if the million dollar clean-up grant has been used. Jason stated some of the materials are not made in Michigan, but whenever possible local materials are used and all 6 contractors are local (within a 25 mile radius of Lansing). Jason stated the grant money has been used and the DEQ is satisfied with the clean -up. LEPFA Board of Commissioners Meeting Page 2 September 24, 2013 Scott thanked Jason for coming to the meeting this morning to provide the update and answer questions from our Board members. It was noted that Gillespie is paying the City $1,000 per month in lost parking revenues since the City gave the City Market parking spaces for City Market shoppers. Jason stated he is willing to provide regular updates as the project progresses. V. APPROVAL OF THE MINUTES FOR AUGUST 20, 2013: A motion was made to accept the minutes as published. MOTION: Commissioner Janssen. SECOND: Commissioner Butler. Motion unanimously carried. VI. REPORTS: A. CHAIRWOMAN'S REPORT: Chairwoman Sinadinos reported the following: 1. The Finance Committee met yesterday and it was noted the Lansing Center is off to a good start for the fiscal year; August numbers look good. 2. The Executive Committee met last week with Scott and discussions regarding the CVB agreement and funding were held, along with updates regarding Board, staff and all three properties. 3. Chairwoman Sinadinos welcomed Jim DeLine to the LEPFA Board. Jim is the Internal Auditor for the City of Lansing. Jim reviewed his work history with the City, as well as holding a treasurer position for Plymouth Congregational Church. Jim stated he is pleased to be here and thanked everyone. B. SECRETARY/TREASURER'S REPORT: 1. Monthly Financial Statements for the months ending July and August 2013: Greg Soleau,Vice-President of Finance, stated financial statements are reviewed on a year-to-date basis and for this meeting's purpose, August monthly statements will be reviewed. Greg reported the following: a. Lansing City Market: Total Operating Revenue year-to-date is $23,284 compared to the prior year's amount of$22,679. Total Expenses year-to-date are $34,148 compared to the prior year's amount of$33,292. Excess Revenues over Expenses year-to-date are a loss of($7,115) compared to the prior year's loss amount of ($7,619). Balance Sheet: Accounts Receivable is $12,223 compared to the prior year's amount of$13,275. Accounts Payable is $50,621 compared to the prior year's amount of$22,238. Unreserved Equity is $68,537 compared to the prior year's amount of$101,867. Budget vs. Actual: Total Operating Revenue is ahead of budget by$984. Total Operating Expenses are behind budget by ($1,293). Excess Revenues over Expenses year-to-date are behind budget by ($309). LEPFA Board of Commissioners Meeting Page 3 September 24, 2013 b. Cooley Stadium: Greg reported there were no events during the months of July or August; last year Consumers Energy picnic was held in August. Total Operating Revenue year-to-date is $500 compared to the prior year's amount of $1,496. Total Expenses year-to-date are $65,944 compared to the prior year's amount of$59,800. Excess Revenues over Expenses year-to-date are a loss amount of($37,197) compared to the prior year's loss amount of($30,094). Balance Sheet: Total cash year-to-date is $101,210 compared to last year's amount of$91,580. The Net Event Development Fund is $79,775 compared to last year's amount of$82,842. Total Liabilities &Equity is $252,542 compared to last year's amount of$210,816. Accounts Payable are $134,321 compared to last year's amount of$90,443. Unreserved Equity year-to-date is$103,949 compared to last year's amount of$106,109. Budget vs. Actual: The Miscellaneous line shows a$10,000 charge which is for the Downtown Lansing Inc. assessment. Total Operating Revenue year-to-date is $2,229 ahead of budget. Total Expenses are behind budget by ($10,242). Excess Revenue over Expenses are behind budget by ($12,471). c. Lansing Center: Total Operating Revenue year-to-date is $425,479 compared to the prior year's amount of$352,570. Total Expenses year-to-date are $810,015 compared to the prior year's amount of$830,869. Excess Revenues over Expenses are ($270,085) compared to the prior year's amount of($383,659). Balance Sheet: Total Cash is $75,788 compared to last year's amount of$35,276; Accounts Receivable is $494,999 compared to the prior year's amount of$250,273. Accounts Payable is $199,240 compared to the prior year's amount of$124,962. Unreserved Equity year-to-date is $130,887 compared to the prior year's amount of ($41,308). Budget vs. Actual: Total Operating Revenue is ahead of budget by$34,388. Total Expenses are ahead of budget by$59,594. Commissioner Bowen asked if there were going to be any write-offs at the City Market. Scott stated not at this time. Commissioner Bowen complimented Paul on the control of F&B expenses. Commissioner Janssen asked why Commissioner Bowen would ask about write- offs for the City Market; are we expecting something? Scott stated we are waiting for the auditor's report; noting the auditor may advise us to do so on unpaid rents. Secretary/Treasurer Tim Kaltenbach moved that the monthly financials for the Lansing City Market, Cooley Law School Stadium and the Lansing Center for the LEPFA Board of Commissioners Meeting Page 4 September 24,2013 period ending July 31, 2013 and August 31, 2013 be received as published and further that the monthly expenses for each entity be accepted. SUPPORT: Commissioner Butler. Motion unanimously carried. C. PRESIDENT & CEO'S REPORT: President/CEO Scott Keith reported the following: 1. Lansing Center Highlights: Scott reported on the mix of events held at the Lansing Center; noting the mix of events created a nice pro-forma relating to revenues and expenses. Scott reviewed events held in August and upcoming events for the month of October. 2. CVB Agreement: Scott has been meeting with Jack Schripsema to discuss finer points of the agreement. There are two outstanding issues that need to be finalized;the first is the CVB and LEPFA's fiscal year dates are not aligned and this complicates the termination clause and the second is Board appointee language. Scott and Jack are also working on By-Laws language for the agreement. 3. City Market: Scott reported recruiting continues for new vendors for the City Market. This Friday, a viewing of"A Place at the Table"will take place at the City Market. The viewing will be followed by a roundtable discussion. Scott noted there is an article about the Waterfront Bar& Grill in Women's Lifestyle magazine. 4. Cooley Law School Stadium: Scott reported on the draft audit; noting that overall,the stadium is in good condition. There are areas of improvement noted for the roof and concrete. Scott reported there is a list of new changes and updated items that would take the stadium to a state of the art structure. Scott stated the audit should be completed in late October and then a development plan can begin. Commissioner Barron stated that once the audit is made available to the public a copy should be given to Mr. Alexander— Scott agreed. Scott stated we will narrow down figures and look for funding mechanisms for the improvements. Jack Alexander asked if there were any surprises noted in the audit. Scott stated there weren't any surprises and it was a positive look from a third party perspective. Scott stated the items noted were items we are already aware of and noted the lighting as one example. Commissioner Sims-Wright asked if the audit will be shared with LEPFA Board of Commissioners Meeting Page 5 September 24,2013 Administration, City Council and the Board. Scott stated it would be shared. 5. Employee Evaluations: Scott reported evaluations are widerway and will be completed by the end of the month. 6. Common Ground Recap: Scott reported he and Kevin Meyer have been meeting to work on 2013 financial information; noting that we may have broken even this year. Scott stated we are looking at dates for July; noting we are working on dates based on artists availability. Scott reported in addition to dates, there is a possibility of going to two weekend festivals instead and somehow incorporate the July 41h event into the festival. 7. Absence: Scott stated Shelly is not in attendance today due to a death in her family. 8. Holiday Reception: Scott reported the LEPFA Board Holiday Reception is tentatively slated for December 12t"; noting further information will be provided as it develops. D. PERSONNEL COMMITTEE: .Commissioner Bowen reported the Personnel Committee has been meeting to complete Scott's evaluation; noting they will finish after today's Board meeting. Commissioner Butler reported the Committee met recently to discuss two policies; . updates were made to the Social Media policy and a Workplace Violence policy was introduced. The Committee also discussed the Affordable Care Act that will be active October 1"and the PHP reimbursements. A discussion was held regarding the two policies and motions were made to approve the policies. A motion to approve the updates to the Social Media policy was made by Commissioner Barron and supported by Commissioner Mickens. Motion unanimously carried. A motion was made by Commissioner Barron to approve the Workplace Crisis &Intimidation policy and supported by Commissioner Butler. Motion unanimously carried. E. STRATEGIC PLANNING COMMITTEE: Commissioner Barron reported the Committee formerly known as Long Range Planning has a new name— Strategic Planning Committee. The Committee met and discussions were held regarding the Marketplace project, the future of the CVB and LEPFA's working relationship,the casino project and downtown parking. VII. COMMISSIONER& STAFF COMMENTS: LEPFA Board of Commissioners Meeting Page 6 September 24,2013 A. Commissioner Kaltenbach: Commissioner Kaltenbach congratulated Gus and staff on the Pace report for first quarter being 90% of budget. Scott stated we are finally seeing the fruits of our efforts through our agreement with the CVB. B. Commissioner Janssen: Commissioner Janssen spoke about Strategic Planning noting there must be a master plan regarding land use; possibly looking at Adado Park as a permanent facility. A discussion regarding the way-finder signage and how to improve the signage was held. Scott stated he is part of a newly formed informal CEO group, consisting of LEPFA, LEAP,the Chamber and CVB, and the group is working on projects such as funding through regional sources; allowing the funds to cover the costs of some of these items that need to be improved upon. Commissioner Janssen reported he visited the RE Olds Museum(having never been before) and noted that the museum could be used as an event venue. A discussion regarding clean-up of the area around the Knight Cap(behind) and the museum area surrounding it was held. Commissioner Barron reviewed clean-up history of the area. C. Commissioner Hills: Commissioner Hills reported an opinion that the Market is "in shambles;"noting there are many vendors' leases that are set to expire and they may not renew. This may cause problems as some of these vendors are a major draw to the Market. The vendors would like a rental adjustment. Commissioner Hills reported 2016 will mark the 100"' anniversary of the Market and he would like to see the Market be successful. Commissioner Hills stated there is little draw to the Market and would like to see a special committee formed to determine what kind of market we want to have; noting the Waterfront Bar&Grill is absorbing"the entire market." Scott commented on the expiration dates of the vendor's leases; noting a few expire in December. Heather stated there is one lease that has a 6 month expiration and that vendor is not sure what they will do yet. Heather stated that rumors don't help support the Market. Commissioner Hills stated the vendors call him and tell a different side of the story. Commissioner Hills reported he has asked each vendor(anonymously) to provide him with three topics of concern; but has not received responses from any of the vendors yet(but insists there is interest) and that was three weeks ago. Commissioner Hills reported on the purported success of the vendors in the Flint market and noted that when he started at the Lansing City Market years ago,the Market was very dear to him. Commissioner Hills stated that the turnover of vendors will hurt the Market and wondered if the City is willing to pay that price. Chairwoman Sinadinos thanked Commissioner Hills for his comments and concerns and will put this matter up for consideration. Commissioner Janssen asked Commissioner Hills to put these concerns in writing; noting that hearing the Market is "in shambles" gives no clue as to what the concerns are. Commissioner Sims-Wright noted much of the concern she has received has been about the parking situation and she has also asked for concerns to be put in writing and has not received anything. D. Commissioner Barron: Commissioner Barron congratulated Heather Hymes for doing a great, fantastic job at the City Market. Commissioner Barron also congratulated Kevin Meyer and LEPFA Board of Commissioners Meeting Page 7 September 24, 2013 Scott on the possibility of breaking even for this year's Common Ground and recognizing the shift in demographics; noting Meridian having more control over their festival makes a difference. Commissioner Barron reported on his visit to Artprize in Grand Rapids and stated that if you have an opportunity to visit,please do so. VIII. OLD BUSINESS: None. IX. NEW BUSINESS: None. X. ADJOURNMENT: At 9:37 a.m. a motion was made to adjourn the meeting. MOTION: Commissioner Barron. SUPPORT: Commissioner Kaltenbach. Motion unanimously carried. THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, OCTOBER 22, 2013 AT 8:00 A.M.—BANQUET ROOM 5 - LANSING CENTER- 333 E. MICHIGAN AVENUE, LANSING,MI 48933. Respectfully Submitted, Shelly Busse - Recording Secretary MINUTES . LANSING CITY BOARD OF ETHICS r� REGULAR MEETING ND October 8, 2013 -5:30 P.M. LPD NORTH PRECINCT CONFERENCM$ P � Zn�� The meeting was called to order at 5:30 P.M. in the Conference Room, La �S n p f Pkp5RAent North Precinct, Lansing, Michigan. Ns3Tx `' BOARD MEMBERS PRESENT: Lori Adams Simon, Chair Connie Doyle John Folkers Penny Gardner, PhD. Keith Kris Jack Midgley ABSENT: Doug Meeks A QUORUM WAS PRESENT OTHERS PRESENT: Chris Swope, City Clerk Don Kulhanek, Chief Deputy City Attorney Monica Zuchowski, Assistant City Clerk PUBLIC COMMENT: There was no public comment APPROVAL OF AGENDA: Moved by Ms. Doyle with changes noted MOTION CARRIED SECRETARY'S REPORT: Approval of Minutes: September 10, 2013 Moved by Mr. Folkers MOTION CARRIED ACTION TAKEN: 1. Statement of Financial Interests submitted by Sherrie Boak, City Council Office Manager Moved by Ms. Gardner to receive and place on file. MOTION CARRIED 2. Statement of Financial Interests submitted by James DeLine, Internal Auditor Moved by Ms. Gardner to receive and place on file. MOTION CARRIED 3. Affidavit of Disclosure submitted by A'Lynne Boles Robinson, City Council member Moved by Ms. Gardner to receive and place on file. MOTION CARRIED UNFINISHED BUSINESS: 1. Revision of the Affidavit of Disclosure, including Attachment A Board members to send changes/comments to Mr. Midgley CITY ATTORNEY'S REPORT: Will review the revision of the Affidavit of Disclosure CHAIR'S REPORT: none ADJOURNMENT: 5:54 P.M. OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES RETIREMENT, SYSTEM-amended Regular Meeting September 19, 2013 ° City Council Conference,Room Thursday, 8:30 a.m. vs 10th Floor, City Hall a [ Lansing, MI c co n The ,Board met in regular §ession and was called to order at 8:37 a.m. r-- Trustee Rose presided over the meeting. m -- Present: Kraus, McCaffery, Munroe, Parker, Rose, Wood — 6 Absent: Trustee Bernero, Dedic, Taylor Others: Karen E. Williams, Finance Department; Attorney Kenneth Lane, Clark Hill (representing the City Attorney's Office). It was moved by Trustee Wood and supported by Trustee Parker to approve the Official Joint Minutes of the Police and Fire Retirement System and the Employees Retirement System Board Regular Meeting of August 20, 2013. Adopted by the following vote: 6 — 0 It was moved by Trustee Wood and supported by Trustee Parker to approve the Official Minutes of the Employees Retirement System Board Regular Meeting of August 22, 2013. Adopted by the following vote: 6 — 0 There were no public comments. Secretary=s Report. 0 new member(s), 0 reinstatement(s), 1 refund(s), 0 transfers, 0 retired. Total active membership: 325. Total deferred: 60. Refunds made since the last regular meeting amounted to $9,367.03. Retirement allowances paid for the month of August 2013, amounted to $1,789,071.19. Total retirement checks printed for the ERS System: 876. 0 death(s). Eligible domestic relations orders received: 0. Domestic relations orders pending: 2. Eligible domestic relations orders certified: 0. Employees Retirement System_ Regular Meeting of September 19, 2013 Page 2 It was moved by Trustee Kraus and supported by Trustee Wood to approve the following requests for Regular Age and Service Retirement (cont.): Dave White (Public Service/Teamster) 28 years, 1 month of service credits, age 52, effective September 14, 2013. Douglas L. Hulbert (Public Service/UAW)— 16 years, 6 months of service credits, age 63, effective September 21, 2013. John E. Kersjes (Public Service/UAW) —25 years of service credits, age 51, effective September 21, 2013 (with purchase of 1 year of universal service credits) Richard D. Stoudt (Public Service/UAW) — 26 years of service credits, age 58, effective September 27, 2013 Marc Snyder, (Public Service/UAW) — 34 years of service , age 54, effective October 1, 2013 (with 10 years, 7 months of reciprocal retirement act service included David E. Gladstone, (Police-Civilian/Teamster) — 26 years, 5 months of service credits, effective October 2, 2013, age 54 (with purchase of 5 years of universal service credits) Adopted by the following vote: 6 — 0. Karen Williams reported that Applicant #2013-E0523 has submitted his documentation and medical records waiver and authorization. The applicant will be scheduled to see the medical director. Karen Williams reported that Applicant#2013-E0524 has submitted his documentation and medical records waiver and authorization. The applicant will be scheduled to see the medical director. Karen Williams reported that the following former member has requested a return of their accumulated contributions: Beth Rios, Police/Civilian (Deferred), $78,483.52 Mark Leonard, Law/Teamster. $26,503.69 It was moved by Trustee Wood and supported by Trustee Parker to approve the request for the return of accumulated contributions for Ms. Beth Rios and Mr. Mark Leonard. Adopted by the following vote: 6 — 0. *Mr. Richard Stoudt rescinded his retirement application 9/24/2013 Employees Retirement System Regular Meeting of September 19, 2013 Page 3 Karen Williams reported that she had received requests from Trustee Dedic, Trustee Taylor to be excused from the ERS September Meeting. It was moved by Trustee Kraus and supported by Trustee Parker to excused Trustee Dedic from the Employees Retirement System September Meeting. Trustee Taylor is not required to be excused because she is an ex-officio member. Adopted by the following vote: 6 -0. Karen Williams discussed registration material for the 2013 Fall Conference, scheduled for September 22-24 in Grand Rapids, Michigan. Karen Williams requested that members who wished to attend the NCPERS and International Conferences to contact the Retirement Office for registration. Attorney Ken Lane distributed updated policies for the Trustee Handout. Attorney Lane provided a list of Retirement Board investment managers and vendors for elected officials for contribution purposes, in order to comply with new provision of Public Act 314. Attorney Lane spoke with Attorney Paul Novak regarding the securities fraud monitoring. Milberg uses the VERITAS system for all of its clients' data, except for the City of Lansing and another client. Milberg has requested that all clients' data use the VERITAS system. The Board requested that Attorney Lane invite Attorney Paul Novak to a future meet to discuss Milberg's request that the City of Lansing Retirement Board use the VERITAS system. Trustee Wood notified the Employees Retirement System Board regarding the City Attorney's request to add a new law firm to the City Council's preapproved list. One of the law firms was for securities recovery. Trustee Wood refused the addition of the securities recovery firm because the Board had already interviewed and selected firms for securities recovery. The City Attorney also inquired if the Retirement Boards would like to interview the law firm to add them to the preapproved list. The Employees Retirement System Board declined the request to interview the 'new law firm. Karen Williams provided a preliminary report regarding the Retirement Conference. The Conference had approximately 275 people who attended, mainly retirees. Karen Williams indicated a full report would be available at the October meeting. Trustee Rose provided an update of the Tegrit Pension Software project. Trustee Rose stated that much of the data has been received. The Retirement Office is providing a manual upload of data in the retirement files. Trustee Rose stated that the final contract for the PBI death check should be ready. Trustee Wood explained that the Employees Retirement System received information for the International Value Search from Asset Consulting Group. The Employees Retirement System requested that George Tarlas come to a future meeting to review the information. The meeting adjourned at 9:19 a.m. Minutes approved on Angela Bennett, Secretary Employees' Retirement System Scott Dedic, Chairperson Employees' Retirement System *Mr. Richard Stoudt rescinded his retirement application 9/24/2013 I OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING EMPLOYEES RETIREMENT SYSTEM -Amended Regular Meeting October 17, 2013 City Council Conference Room Thursday, 8:30 a.m. 10th Floor, City Hall Lansing, MI The Board met in regular session and was called to order at 8:34 a.m. Present: Dedic, Kraus, McCaffery, Parker, Rose, Taylor, Wood — 7 Absent: Trustee Bernero, Munroe Others: Karen E. Williams, Angela Bennett, Finance Department; Attorney Kenneth Lane, Clark Hill (representing the City Attorney's Office). � N It was moved by Trustee Kraus and supported by Trustee McCaffery to apa;� ve e Official Joint Minutes of the Employees Retirement System Board Regular M&Ztingof;7j September 19, 2013, as amended. Adopted by the following vote: 7 — 0 M There were no public comments. N Secretary=s Report. 4 new member(s), 0 reinstatement(s), 2 refund(s), 0 transfers, 3 retired. Total active membership: 324. Total deferred: 59. 2 death(s), Naomi J. Case, (NonBargaining, retired 8/14/1980), died 9/19/2013, age 85, no beneficiary; Elwin Fulkerson (NonBargaining, retired 7/25/1981), died 9/26/2013, age 87, beneficiary to receive 50%. Refunds made since the last regular meeting amounted to $104,987.21. Retirement allowances paid for the month of September 2013, amounted to $1,912,488.66. Total retirement checks printed for the ERS System: 883. Eligible domestic relations orders received: 0. Domestic relations orders pending: 2. Eligible domestic relations orders certified: 0. It was moved by Trustee Wood and supported by Trustee Parker to approve the following Regular Age & Service Retirement: Jeffrey L. Mills (Finance/UAW) — 20 years, 5 months of service credits, age 61, effective October 1, 2013. Adopted by the following vote: 7-0 Employees Retirement System Regular Meeting of October 17, 2013 Page 2 It was moved by Trustee Wood and supported by Trustee Parker to approve the following Regular Age & Service Retirement: John Busley (Public Service/Teamster) — 17 years, 6 months of service credits, age 58, effective October 25, 2013. Adopted by the following vote: 7 -0 It was moved by Trustee Kraus and supported by Trustee Parker to approve the following Regular Age & Service Retirement: Edgar Loring (Public Service/UAW) —25 years, 2 months of service credits, age 52, effective November 1, 2013. Adopted by the following vote: 7 —0 It was moved by Trustee Kraus and supported by Trustee Parker to approve the following Regular Age & Service Retirement: Robert J. Rose (Public Service/Teamster) — 26 years, 7 months of service credits, age 55, effective November 15, 2013. Adopted by the following vote: 6 - 0 Karen Williams notified the Employees Retirement System Board that Mr. Richard D. Stoudt rescinded his retirement application that was approved at the September meeting. It was moved by Trustee Wood and supported by Trustee Parker to rescind the retirement application of Mr. Richard D. Stoudt and that the September meeting minutes are amended with a footnote. Adopted by the following vote: 7 - 0 Karen Williams reported that Applicant #2013-E0523 was scheduled to see the medical director. Karen Williams reported that Applicant#2013-E0524 was scheduled to see the medical director. 1 Mr. Edgar Loring rescinded his retirement application for November 1, 2013 and resubmitted the application of November 15, 2013 Karen Williams reported that Applicant #2013-E1017 has applied for Non-Duty disability retirement. Applicant #2013-E1017 was referred to the disability subcommittee. Employees Retirement System Regular Meeting of October 17, 2013 Page 3 Karen Williams reported that the following former member has requested a return of their accumulated contributions: Shane Silsby, Planning/NonBargaining (Deferred), $20,311 .32 It was moved by Trustee Wood and supported by Trustee Parker to approve the request for the return of accumulated contributions for Mr. Shane Silsby. Adopted by the following vote: 7 — 0. Karen Williams reported that she had received requests from Trustee Carol Munroe to be excused from the ERS October Meeting. It was moved by Trustee Wood and supported by Trustee Parker to excused Trustee Munroe from the Employees Retirement System September Meeting. Adopted by the following vote: 7 -0. Trustee Taylor attended the MAPERS Fall Conference Reports. Trustee Taylor informed the ERS Board that there were a variety of workshops on the Affordable Care Act and legislative updates. Trustee Dedic reported that he also attended the MAPERS Fall Conference Reports. Trustee Dedic concurred with Trustee Taylor regarding the information provided regarding the Affordable Care act. Karen Williams reported that annual 'membership dues for the following organizations: MAPERS, $100; NCPERS, $250; and IFEBP, $810 (split between ERS and Police and Fire Retirement Boards) It was moved by Trustee Wood and supported by Trustee Taylor to approve payment for the MAPERS annual membership of $100, and the IFEBP annual membership of $405, and the fee would be paid from the Securities Lending Administrative account. Adopted by the following vote: 7 — 0 Attorney Ken Lane distributed an updated EDRO policy for approval regarding the use of the Plan's funding assumptions for the purposes of Actuarial Equivalence in EDRO calculations. This policy was recommended by the Board's Actuary and would result in smaller adjustments to the member's or alternate payee's benefits. Employees Retirement System Regular Meeting of October 17, 2013 Page 4 It was moved by Trustee Wood and supported by Trustee Kraus to approve the updated EDRO Payment and Calculation Policy and that this policy shall be placed in the Trustee Handbook. Adopted by the following vote: 7 -0 Attorney Lane distributed an updated Investment Policy and a Vendor Fee Disclosure Policy. Attorney Lane updated Board that Attorney Paul Novak will attend to the November Joint Meeting to discuss Milberg's request that the City of Lansing Retirement Board use the VERITAS system. Attorney Lane informed the ERS Board regarding a former member who was now a member of the Police and Fire Retirement System. This former member was a Parks police officer, under the Employees Retirement System. When the Parks Police division was eliminated in 1992, the former member froze her six years of service and transferred to the Lansing Police Department under a written agreement with the City. The former member was not vested and has been a Lansing Police Officer since her transfer. At the time, the member was informed that she could use the Reciprocal Retirement Act for both systems. Attorney Lane will research an equitable way to return the accumulated contributions from the Employees Retirement System. Trustee Kraus indicated another former retired member had a similar inquiry regarding the accumulated contributions Attorney Lane notified the ERS Board that Foster Swift was close to completing the Teamster 214 language to the Ordinance. Karen Williams distributed a posting an election to fill the remaining term for Robert Rose's position as Public Service Trustee on the Employees Retirement System Board. Trustee Rose's term would expire June 30, 2017. Ms. Williams reviewed dates for the return of nominating petitions, dates for the primary and general elections. It was moved by Trustee Wood and supported by Trustee Kraus to approve the Public Service Trustee position for the Employees Retirement System Board. Adopted by the following vote: 7 - 0 Karen Williams reported that ERS Board generally reviews and accepts the Northern Trust Custodian Bank SAS 70 Report each year. Employees Retirement System Regular Meeting of October 17, 2013 Page 5 The ERS Board will review the report and discuss at the December meeting. Trustee Dedic referred the SAS 70 report to pending. Ms. Angela Bennett provided an update of the 911 Center Dispatch Transfer to Ingham County. Ms. Bennett informed the Board that there has not been an agreement regarding the amount to be transferred based upon the actuarial valuation of December 31, 2011. During the process, the Joint Board had an actuarial experience study. The actuarial assumption changes recommended by the Boards Actuary were approved for the actuarial valuation of December 31, 2011. Ingham County has concern regarding the effect on the assumption changes on the transfer amount. Ms. Bennett discussed the details and the calculation to be used for the 911 Center Dispatch Transfer agreement with the ERS Board. Ingham County requested that Ms. Bennett ask the Board to approve the transfer of retirement funds based the actuarial valuation of December 31, 2011 without the assumption changes. Ms. Bennett recommended that the ERS Board used the approved Actuarial valuation that would include the assumption changes. Trustee Wood reviewed the process regarding the transfer of retirement funds. Trustee Wood stated that the ERS Board would make a recommendation to the City Council approval. Trustee Wood expressed concern that the funding transferred by consistent with the recommendation for the Board's Actuary. Attorney Lane stated that Public Act 314 requires that before any official transfer is made, a supplemental actuarial report must be received by the Board's Actuary. Trustee Kraus discussed the problems with the initial valuation from the former Board actuary. Trustee Kraus stated that as a fiduciary, her primary focus was the Employees Retirement System. Trustee Kraus strongly supported that the ERS Board concur with the amount consistent with its actuarial report and experience study. It was moved by Trustee Kraus and supported by Trustee Wood that the Employees Retirement Board not accept any 911 Dispatch Transfer amount to Ingham County that is not consistent with the ERS Board's actuarial valuation report or does not include the Board's actuarial experience study. Adopted by the following vote: 7 - 0 Karen Williams distributed financial report regarding the Retirement Conference. Ms. Williams reviewed the budget and final expenses. Mr. Parker provided tabulated results of the conference surveys. Trustee Rose provided an update of the Tegrit Pension Software project. Trustee Rose stated that he will meet with Angela Bennett, Dewpoint, Tegrit and the Board Chairpersons to discussion the transition to another Board Project Sponsor due to Trustee Rose's retirement. Karen Williams notified the Employees Retirement System that Mr. George Tarlas will come to the November member to discuss the International Value Search from Asset Consulting Group. Karen Williams informed the ERS Board that the Wasatch Investment fund would like a wire authorization form completed for money transfer. The Board agreed that Trustee Kraus and Randy Endsley, accounting manager, would provide authorizations for money transfer from Wasatch. Karen Williams reviewed the Monthly Investment and Securities Lending Report for the period ending September 30, 2013. The meeting adjourned at 9:19 a.m. Minutes approved on Angela Bennett, Secretary Employees' Retirement System Scott Dedic, Chairperson Employees' Retirement System OFFICIAL PROCEEDINGS OF THE BOARD OF TRUSTEES CITY OF LANSING POLICE AND FIRE RETIREMENT SYSTEM Regular Meeting October 17, 2013 Council Conference Room Tuesday, 8:30 a.m. S2 10th Floor, City Hall Lansing, MI S N The Board was called to order at 8:37 a.m. r co , G r� cn Present: Trustees Fabus, Kraus, Oleson, St. Aubin, Wood— 5. Absent: Trustee Bernero, Benson, Hecksel ' Others: Karen E. Williams, Finance Department; Attorney Ken Lane, Clark Hill Law Office (representing the Law Department). It was moved by Trustee Wood and supported by Trustee Oleson to approve the Official Minutes of the Police and Fire Retirement Board Meeting of September 17, 2013. Adopted by the following vote: 5 0 It was moved by Trustee Fabus and supported by Trustee Kraus approve the following request for Regular Age and Service Retirement: Christopher Devlin, Police Department, 25 years of service credits, age 47, effective October 15, 2013. Adopted by the following vote : 5 — 0 Karen Williams reported that Applicant #2013 — P1015 has requested consideration for duty disability. Trustee St. Aubin reported that the disability subcommittee had reviewed the request. It was moved by Trustee Fabus and Trust Kraus to send Applicant #2013 — P1015 to the medical director for duty disability evaluation per the guidelines of Police and Fire Retirement Board disability policy. Adopted by the following vote: 5 - 0 There were no public comments. Trustee Fabus left the meeting. Regular Meeting October 17, 2013 Council Conference Room Tuesday, 8:30 a.m. 10th Floor, City Hall Lansing, MI Page Two Secretary's Report. 0 new fire member(s), 2 new police members, 0 reinstatement(s), 0 refund(s), 0 transfers, 1 retired. Total: Active membership: 332. 2 death(s), Lowell Richard, Fire, died 8/14/2013, age 83, spouse to receive 50%; Melvin E. Lear, Fire, died 8/31/2013, age 74, spouse to receive 50%. Refunds made since the last regular meeting amounted to $0.00. Reimbursements to the System year-to-date amount to $0.00. Retirement allowances paid-for the month of September, 2013 amounted to $2,222,337.03. Total retirement checks printed for the P&F System: 689. Total retirement checks printed for both systems: 1572. Domestic relations order received: 0 Domestic relations orders pending: 0. Eligible domestic relations orders certified: 0. There were no requests for non-duty disability retirement. There were no requests for refund of accumulated contributions. Trustee St. Aubin notified the Police and Fire Retirement Board that Trustee Benson and Trustee Hecksel requested to be excused from the October Meeting. Trustee St. Aubin requested that the minutes reflect that Trustee Hecksel had a work obligation and Trustee Benson had a doctor's appointment. Trustee St. Aubin provided a MAPERS report of his attendance. Trustee St. Aubin reviewed the session that he attended and discussed the Detroit Bankruptcy workshop. Trustee St. Aubin stated that the bankruptcy session was, very general and did not go into detail. Karen Williams reported that annual membership dues for the following organizations: MAPERS, $100; NCPERS, $250; and IFEBP, $810 (split between ERS and Police and Fire Retirement Boards) Karen Williams provided an update on the Arrivos Pension Software Update. Ms. Williams reviewed the data the Tegrit has received so far. Trustee has scheduled a meeting with Angela Bennett, Dewpoint, Tegrit and the Board chairpersons to discussion the transition to another Board Project Sponsor due to Trustee Rose's retirement. Karen Williams distributed financial report regarding the Retirement Conference. Ms. Williams reviewed the budget and final expenses. i Attorney Ken Lane distributed draft policies for Trustee review. Attorney Ken Lane distributed an updated EDRO policy for approval regarding the use of the Plan's funding assumptions for the purposes of Actuarial Equivalence in EDRO calculations. This policy was recommended by the Board's Actuary and would result in smaller adjustments to the member's or alternate payee's benefits. Attorney Lane also distributed an updated Investment Policy and a Vendor Fee Disclosure Policy. Attorney Lane will review the SAS 70 Report that has been received by the Police and Fire Retirement Board. Attorney Lane reviewed with the Police and Fire Retirement Board that the final decision regarding whether a member's disability is a duty or non-duty, rests with the Board. Attorney Lane opined that although the Board can rely on the medical director's opinion, the determination is made by the Board. Attorney Lane contacted the Board Actuary for a status on the actuarial valuation. Mr. Greg Stump stated that he is working on the valuation and may be at the November meeting. Karen Williams distributed a posting for the election to fill the Fire Trustee position that expires ,December 31, 2013 for the Police and Fire Retirement System Board. Ms. Williams reviewed dates for the return of nominating petitions, dates for the primary and general elections. Trustee Kraus notified the Police and Fire Retirement Board of a news article that quoted a council person stating that the City's retirement system would do better with MERE. The Board planned to review and discuss the Financial Team Report at a future meeting. Karen Williams reviewed the monthly investment and securities lending report. The meeting adjourned at 9:07 am. Minutes approved on Angela Bennett, Secretary Police & Fire Retirement System Brad St. Aubin, Chairperson Police & Fire Retirement System PARK BOARD NOTES Schmidt Southside Community Center July 10, 2013 MEMBERS PRESENT: Rick Kibbey, Adam Hussain, Paul Holland, Olivia Martin, Patricia Spitzley, Patricia Pisano MEMBERS ABSENT: Dusty Fancher (excused) OTHERS PRESENT: Brett Kaschinske, Parks and Recreation Director; Kellie Brown, Board Secretary CALLED TO ORDER: 7:12 p.m. ADDITIONS/DELETIONS TO THE AGENDA � N Brett Kaschinske deleted Todd Martin Development Fund from agenda; representative will be at=guZmeeting. cr; c STATEMENT OF CITIZENS Fq CD None BOARD MEETING MINUTES Cz M r Adam Hussain moved to approve the May 8, 2013 minutes as submitted; seconded by Olivia Ma ih. &Yeas; 0 nays. Motion carried NEW BUSINESS Officer Elections Rick Kibbey turned meeting over to Paul Holland. Olivia Martin nominated Rick Kibbey for President, seconded by Paul Holland. Adam Hussain stated he would normally recommend shifting president, but this board would be an exception due to the amount of time and commitment Rick Kibbey devotes to the board. With no further nominations or discussion motion is carried with 5 yeas; 0 nays. Rick Kibbey opened the floor for nominations for Vice-President. Paul Holland nominated Dusty Fancher pending her acceptance; seconded by Adam Hussain. With no further nominations or discussion motion is carried with 5 yeas; 0 nays. Rick Kibbey stated he would contact Dusty Fancher for her acceptance. Park Re-alignment Rick Kibbey provided a list of parcels found unlikely to be fit for park use in the foreseeable future. There were questions on what this was based on. Previous discussion was to agree to a set of principles of what we are trying to do with the park system. Rick Kibbey stated there are a number of places that issue guidelines and ratios on how many acres of park land for what percentage of people. National Recreation Park Association has guidelines,the school district has one, and the American Planning Association has one. The City has done five master plans and the first four have specific recreation sections in them, which is where a lot of the recommendations for today's information came from. PARK BOARD MINUTES—JULY 10 2013 PAGE 2 What we were trying to avoid is to cut a set percentage of parks. Kibbey reviewed the list of uses for parks; flood control, land use buffer/property enhancement; office (worker amenity, riverfront), education, character and cultural development, family support(weddings, reunions, play), environmental protection, recreation (rivertrail, neighborhood playgrounds, ballfields), city identity/image, public health, and economic development. Paul Holland recommended reviewing the park maps and discussing this later. Brett Kaschinske stated dedicated parks have to go to a vote of the public and before that he wants the list to come to the Park Board. In order for it to go on the November ballot it has to be to Council before the end of August so this discussion would need to take place at the August Park Board meeting. Patricia Spitzley suggested the Board meets in August with a sparse agenda and this subject be the primary item on the agenda. Patricia Spitzley inquired about the wording "the following parcels were found to be unlikely to be fit for park use in the foreseeable future" and does this wording mean these are suggestions to take a look at. Brett Kaschinske clarified a parcel, in our terms, is not a dedicated piece of land. In other words we have some parcels that are not dedicated park land and do not need to go before a vote of the public. Hope Soccer Complex Brett Kaschinske stated earlier this year he received an e-mail from the Ingham County Parks Director with the history of rentals at Hope Complex. There was a downward trend and the lease is scheduled to expire July 27, 2013, if the downward trend continues Director Willis will be recommending to the commissioners to not renew the lease. The spring numbers were not favorable; Kaschinske stated he contacted several private entities and the City of East Lansing who he thought may be interested in the complex. Kaschinske stated he received a proposal from SBC Chill Soccer/Mid-Michigan Turf, Kevin and Julie Mullin, who own the Chill Soccer Club. SBC Chill is a for profit club. They want to take the complex as is and they would like to add another field with a synthetic turf. This new field will not impact the landfill and all variables have been reviewed. The City has entered into a five (5) year contract. It requires them to submit any new fees or changes to the field to the Director for approval. It requires fair and open treatment to reserving the field, with preference given to Lansing Parks and Recreation. We are asking this group to help assist us with training soccer coaches. They are planning on tournaments, which is a goal of theirs to bring in more tournaments. They are also looking at hosting other sports. SBC Chill will be paying a $15,000 deposit, $1,000 annually for the lease and carry the required insurance. Patricia Spitzley has concerns regarding liability language and the indemnification language and releasing the City of responsibility. Kaschinske provided her a copy of the contract and the language is appropriate. Adam Hussain inquired about the City Pulse article and when.did the County come in and say they were trying to construct a six month agreement or is the article inaccurate. Brett Kaschinske stated the Mayor had a rebuttal in the current City Pulse. The Mayor met with the County Commissioners on this subject, which did not come up until we sent the letter that we were interested in breaking the lease and we received the response. The City has a great relationship with the County on many different fronts and the City would not have considered shopping this out if the County wanted to continue. Grand Woods Brett Kaschinske stated he, Mayor, Chad Gamble and Bob Johnson met with the Delta Township Supervisor to discuss the lease the City has with Delta on this property. The lease is up in 2014 and we have discussed if at the end of the lease if Delta would be interested in purchasing the park. PARK BOARD MINUTES—JULY 10, 2013 PAGE 3 Delta Township inquired what the price would be; the City does not have a value or an appraisal on the property. Delta is interested it the property. Information Brett Kaschinske reviewed Concert in the Parks schedule and July 4th events. There have been two media requests; one is from channel 10 regarding Westside Ballpark. Westside is our second adult baseball field. There are some maintenance issues we need to get taken care of regarding the conditions of the field. We did have a player take a ball to the mouth from a grounder at first base. Someone from the league contacted the media and they wanted to do a story. The leagues are complaining about the condition of the field. Kaschinske stated some of his points are we play more games on our surfaces than the Lugnuts do. We play two and three games'every night. Bad hops happen all the time, but we did see some issues we could correcf and took the opportunity to do so. Kaschinske stated he received a call from the City Pulse regarding busses that depart from our community centers to Walmart. We have not seen the busses and we have not been informed about the program. Kaschinske stated he will be calling the City Pulse tomorrow. Updates Brett Kaschinske stated we received a $4,000 grant from Capital Region Community Foundation for our Fitness in a Box program. We also received a $6,000 grant from Jackson National Life Insurance for the youth scholarship program. We have received bids back for Crego Park. Kaschinske provided and reviewed the schematics of the plan. Construction came in 3% under estimate; this is just under a $700,000 project funded through the DNR Trust Fund Grant we received. Rick Kibbey inquired about the gate. Kaschinske stated it will be an electronic gate dawn to dusk. Patricia Pisano inquired about a timeline. Kaschinske stated it will be this fall. Meeting adjourned at 9:00 p.m. PARK BOARD NOTES Schmidt Southside Community Center August 14, 2013 MEMBERS PRESENT: Rick Kibbey, Paul Holland, Olivia Martin, MEMBERS ABSENT: Dusty Fancher, Patricia Spitzley, Patricia Pisano, Adam Hussain OTHERS PRESENT: Mike Schury, President Westside Neighborhood Association; Nancy Danhof, Executive Director Todd Martin Development Fund; Paul Dykema, Assistant Superintendent of Public Service; Brett Kaschinske, Parks and Recreation Director; Kellie Brown, Board Secretary CALLED TO ORDER: 7:02 p.m. ADDITIONS/DELETIONS TO THE AGENDA Brett Kaschinske introduced Nila Husby, new part time Aquatics Programmer. STATEMENT OF CITIZENS ' None 2 C Cai C) N ' BOARD MEETING MINUTES Tabled until September meeting due to lack of quorum. ua rn, W NEW BUSINESS 0 CA ;= Forestry Program Paul Holland had a list of trees to be removed or that have already been removed which included 5 removed trees and 36 more trees to be removed. Holland stated they have heard from Public Service there is a 95% replacement of removed trees; however this is not the case on the Westside. Holland asked what the replacement rate for the Westside is and the 41 trees. Paul Dykema stated they evaluate what can be cut down with attention given to street trees which has a higher failure rate. They started last October and plan to finish by September 1 only to start again to evaluate city wide. It varies each year between 700 and 1200 trees and in cases, such as the Emerald Ash, it was at the higher end. Dykema stated the planting program fluctuates between 450 and 800 trees and has never been in sync with the removal of trees; there has always been a lag. In addition it has evolved over the years and new sites have been considered and what were once thought to be good sites are no longer considered. This fall and winter they will go through the Westside to find sites with help from the neighborhood to determine sites, provide instruction on how to dig.holes and what type of trees will be delivered. Paul Holland asked for a ballpark figure of the number of trees produced in the nursery. Paul Dykema stated the number is declining due to the lack of staff to run the nursery and shutting down the nurseries. There is a Request for Proposal (RFP) out to purchase trees. Rick Kibby inquired if all the nurseries were being closed. Dykema stated yes. Paul Holland clarified the City does not have an RFP at this time, so the City purchases ad-hoc. Dykema stated yes, he purchases bare root trees PARK BOARD MINUTES—AUGUST 14 2013 PAGE 2 Paul Holland inquired the price range of the purchased trees. Dykema stated $19 for common trees to $50 for specialty trees. Paul Holland stated if the City were to cut 1,000 trees they should replace 1,000 trees, but this is not happening. Is it due to the price of the tree or city labor? Holland inquired if we can organize a committed group and if a neighborhood organization could do a one to one match does the City have $15 and the neighborhood could match $15. The match would need to be approved by the neighborhood association and they would like to see every tree replaced. Paul Dykema stated they would look at the neighborhood, check visibility,future damage to sidewalks and available sites. Rick Kibbey would like to hear how this project is progressing and see if it could be done in other neighborhoods. Mike Schury stated the Westside wants to partner with the city and there is money to match. Schury stated the neighborhood board is meeting tomorrow and he would need to how much is needed to match and how to proceed with the match to the City if the association approves. Paul Holland clarified planting would be between April and May. Brett Kaschinske inquired about gator bags to water the trees and instructions for neighbors on how to maintain the trees. Also, want to make sure the individual who has the tree planted in front of their home is willing to water the tree. Mike Schury inquired if there is a list of approved trees. Dykema stated the list of non-approved trees is shorter. Todd Martin Tennis Nancy Danhof, Executive Director Todd.Martin Development Fund (TMDF), stated they run a summer tennis program and after school program. Todd Martin was a resident of Lansing and East Lansing. He became a pro tennis player in 1992 at the age of 18. In 1993 he, his father and Rich Ferman decided to make tennis available to area youth and worked in cooperation with the Capital Region Community Foundation until TMDF became a 501c3. The program started small with 30 students. Todd's idea was to use the Code of Conduct governed by tennis worldwide, and that is tennis is a life skill. Once TMDF obtained 501 c3 status, they started their own leadership program and this summer there were over 300 youth who participated. The program uses a national curriculum called First Serve. This is a three year minimum program with rigorous standards. The first level is known as Game; second level is Set and third level is Match. It is for grades 4 through 7. Once the three levels are completed, youth enter the leadership portion begin to give back to the community. This program also provides tutoring and mentoring. This program is broad and far reaching beyond tennis. Tennis is the hook to get youth interested and involved in a sport. The program starts with the Quick Start method utilizing smaller courts, large foam balls, and a large racquet; youth are able to play in about an hour. The summer program meets five days a week and is for ages 8 to12 and 13 to 18. Leadership speakers are brought in on for the older kids and activities are done with the younger kids. Fridays are field trips to take the kids outside of the community and outside of their 20 block area. TMDF's dream is to partner with Lansing Parks and Recreation and USTA to rebuild Washington Park into an outdoor tennis facility and learning center. OLD BUSINESS i� PARK BOARD MINUTES—AUGUST 14 2013 PAGE 3 Park Re-alignment Rick Kibbey stated he sat down and looked over the material and realized this is a plan. He thinks the board took are of the concerns that were the driving force of this report. It would not be too soon to work on the upcoming master plan for 2015. There are three ways to do this: one would be to set up a board committee; second would be to set up a board and public committee with 3 or 4 neighborhood representatives; and third is to go ahead and start the planning process. Previously the plan was to develop lists for funding from DNR grants; however this is not as big a part of the plan as it used to be. Rick Kibbey stated when the money from the sale of Red Cedar or Waverly is available it would be a starting point for a parks foundation. Foundations are usually involved with non-profits. Rick Kibbey inquired if it would make sense to start the 5-year plan early and start with what is already on the table with the park re-alignment. Olivia stated before the RFP goes out, she would like the board to look at'it and discuss the priorities for the new RFP. Brett Kaschinske stated MRPA is looking at a larger scale for plans, such as county wide or tri-county wide. Paul Holland inquired how often the plan is referred to. He is hesitant to start planning for the next 5-year plan while in a 5-year plan and base it on emergency situations. Olivia Martin and Paul Holland agree on a board committee. Meeting adjourned at 9:10 p.m. PARK BOARD MINUTES Schmidt Southside Community Center September 11, 2013 MEMBERS PRESENT: Rick Kibbey, Olivia Martin, Patricia Spitzley, Adam Hussain, Patricia Pisano MEMBERS ABSENT: Paul Holland, Dusty Fancher OTHERS PRESENT: Shelton Tyson; Graciela Tyson; Brett Kaschinske, Parks and Recreation Director; Kellie Brown, Board Secretary CALLED TO ORDER: 7:00 p.m. ADDITIONS/DELETIONS TO THE AGENDA STATEMENTS OF CITIZENS r— BOARD MEETING MINUTES -a 0-1 C-) CD Adam Hussain inquired about the August minutes and if further discussion took place on Westside trek repwem.tl . Brett Kaschinske stated yes and an agreement is being worked on. Patricia Spitzley inquired if there is an agreement or safe guards set up should someone from the neigg,b rh d get hurt while performing the work. Kaschinske stated yes,we would use the adopt-a-park policy. ` Patricia Spitzley moved to approve the July 10,2013 and August 14, 2013 minutes as submitted; seconded by Adam Hussain. 5 yeas; 0 nays Motion carried NEW BUSINESS Oak Park Shelton Tyson, Eastern Neighborhood, is trying to get Oak Park baseball field named in honor of John Stauffer and Jim Herbert and develop a little league field. He has talked with individuals and businesses that are willing to help with the cost of this project. Rick Kibbey explained where the park is located and Brett Kaschinske referred to a map to indicate the ball field. Kibbey stated he is not disinclined to this project, but he is curious about where the kids are coming from that would utilize this field. Tyson stated they would mostly come from the surrounding neighborhoods. Patricia Spitzley clarified if there is an existing field there that needs to be improved. Kaschinske stated there is a back stop, soccer goals and the field is probably being used for kickball. The field is currently all grass. Rick Kibbey inquired what would need to be done to use this as a baseball field. Kaschinske stated if it was to be used as a youth field the easiest maintenance would be to skin the infield,to remove the grass. You could move the mound and bases depending on the ages. PARK BOARD MINUTES—SEPTEMBER 11 2013 PAGE 2 Kaschinske stated the grounds manager listed out what would need to be done to upgrade the field as follows: 1- The backstop would need new boards 6 feet up from the ground. 2—Additional grading would need to be done because the current back stop footings are showing 3—Permanent soccer goals would need to be removed. 4—Mounted benches need to be removed. 5—Two water dome beehive drains are currently in the field of play 6—Two manhole covers would need to be moved. Drainage is an issue. Patricia Spitzley inquired if we have, as a Parks and Recreation organization,the need additional ball field capacity. Kaschinske stated no, we currently play different locations throughout the city. Tyson inquired if there is a problem to develop this into a league field. Kaschinske stated parking is an issue and going to single field maintenance instead of a complex is additional maintenance. Spitzley inquired if the drains have been there all along what the concerns are now. Kaschinske stated if it is developed into a baseball field, we are inviting more use and there would be objects in the field of play. Kaschinske stated he does not know what the cost would be for the upgrades. Spitzley asked Tyson if the department does not commit to the upgrading of the park is he still interested in renaming the field to honor Mr.Stauffer and Mr. Herbert. Tyson stated yes. Tyson inquired if the drainage issues would stop the skinning of the field for practice rather than league play. Kaschinske stated he would refer that question to the city attorney due to liability. Kibbey stated this is an old school neighborhood park and these are two great gentlemen to dedicate the field after. Before involving the city attorney he would recommend creating a drawing to show the drains and how the ball field could be laid out. Spitzley recommended looking at our park inventory and reviewing if it is appropriate to expend the money to upgrade this park. She is for renaming the field. Kaschinske asked Mr.Tyson if they are asking for city money. Tyson stated he is asking for permission. Spitzley recommended starting with renaming the field and come back to the board with what it will cost for the upgrades. Kibbey clarified they are asking for permission to work with the city to come up with a cost. He would hold off on the memorial until we know what we are naming at the site. Tyson inquired if there is confusion on what is being named. PARK BOARD MINUTES—SEPTEMBER 11 2013 PAGE 3 Spitzley and Martin verified this was for the existing back stop. Tyson stated yes. Hussain stated the type of memorial needs to be identified in order to be approved. Martin moved to name the existing baseball diamond, as it is, after Mr. Stauffer and Mr. Herbert. Supported by Spiztley. 5 yeas; 0 nays Kaschinske stated he would want to see the wording on the plaque and how it will be installed before actual installation. Motion carried 2014 Meeting Schedule Rick Kibbey stated this is regarding the Board meeting at one location each month or to continue rotating throughout the community centers. Kibbey stated holding the meeting at one location would mean board members and the public would always know where the meeting is being held. Martin stated the point of different locations was to be accessible to various neighborhood groups. Hussain stated even with the different locations we do not get the public turn out and it is confusing. Spitzley stated the meetings need to be central and on a bus line,which Gier and Schmidt Center are not. Kibbey stated department staff have their offices at Foster and are accessible to files and information during the meeting. Kaschinske also added there are more rooms at Foster and would not impact a class or program like it would at the smaller centers. The Board supports a single location; Spitzley stated due to the room Foster makes sense. Hussain favors Letts, but does not want to impact programs and classes. Board members agree beginning January 2014 the monthly meetings will be held at Foster Center. OLD BUSINESS Parks Foundation Kibbey stated there has been discussion on a couple of occasions regarding the sale of Red Cedar and what to do with the money. The City has an established policy that any sale of dedicated park land is supposed to go to acquisition of additional park land or capital improvements. In addition to this we have noticed over the years an increasing number in approaches to the Board, such as this evening, where the public has offered to partner with us to increase the utilization of our facilities. There is a need to become more systematic about our approach to this and how can this be addressed. One part is some means of holding money that may come our way for future purposes; and second is the creation of a foundation. Creating a foundation creates an opportunity to fold into the process the "friends of friends" which incorporates various friends' organizations into one friend's organization. PARK BOARD MINUTES—SEPTEMBER 11 2013 PAGE 4 Kibbey stated he and Kaschinske recently visited Grand Rapids and they have full blown friend's organization. There are usually three ways, such as park sale money and interest, special events, and program fees. Spitzley inquired if the parks still belong to Grand Rapids. Kibbey stated yes. Martin inquired what the foundation would spend money on. Kibbey stated he was captivated by the last meeting and the tree partnership with the Westside Neighborhood Association. Spitzley stated she could see neighborhood association groups petitioning the foundation for small grants. Martin asked if the Board should come up with a suggestion to provide to Council for use. Spitzley inquired if the Board can establish the foundation. Kibbey stated yes. Spitzley clarified there needs to be an established mechanism to route funds to the foundation. Kaschinske stated Grand Rapids started this in 2008 when the Mayor of Grand Rapids mandated it be done or there would not be a parks system.Their situation is eerily like Lansing and they started with $25,000. Kaschinske stated this would also assist with grants because the foundation would be established as a 501(c)(3). Spitzley inquired if there is support in the City for this. Kaschinske stated yes and this is his mission for the Parks Department. The Parks Department is a $6.5 million dollar city funded department. Grand Rapids has 13 to 17 funding sources. Martin inquired when the foundation has money would the city remove funding from the department. Spitzley asked what the process is. Kaschinske stated we start with Articles of Incorporation and establish bylaws. Kaschinske stated Grand Rapids has a millage coming up and the millage language states the city would continue with the existing subsidy. Spitzley inquired what would happen with the current Park Board, would it continue to exist or would the two blend together. Kaschinske stated the two could be blended together, but they are different and would require two different skill sets. Who appoints and governs is different than the Park Board. Wood Chip Program Kaschinske stated there was a need to spread woodchips in the playgrounds so he went to the Neighborhood Council to get neighborhoods involved. Churches, neighborhood organizations, and youth groups have come out to work on this. The program is going well. INFORMATION Kaschinske provided the following: I� PARK BOARD MINUTES—SEPTEMBER 11 2013 PAGE 5 Busby Memorial is starting this weekend. New fall activity guides are out Crego Park has started Frances Park pathway along Moores River Driver has a failure and we are in the process of going back to the designer. Spitzley asked what is going on with the roses at Frances Park. Kaschinske stated there was a rose kill from last winter. The city is sitting down to find out what can be done with the staff we have or do we contract out the maintenance. Meeting adjourned 9:00 p.m. Respectfully Submitted: Kellie Brown, Park Board Secretary Approved December 11, 2013 PARK BOARD MINUTES Letts Community Center October 9, 2013 MEMBERS PRESENT: Rick Kibbey,Olivia Martin, Adam Hussain MEMBERS ABSENT: Paul Holland, Dusty Fancher, Patricia Spitzley, Patricia Pisano OTHERS PRESENT: Bob Every, Greater Lansing Hall of Fame (GLHF); Brett Kaschinske, Parks and Recreation Director; Kellie Brown, Board Secretary CALLED TO ORDER: 7:15 p.m. ADDITIONS/DELETIONS TO THE AGENDA Brett Iaschinske added county millage under new business. STATEMENTS OF CITIZENS BOARD MEETING MINUTES C' September 11, 2013 minutes tabled until next month due to lack of quorum. 1=, NEW BUSINESS on, Ranney Park Bob Every, Greater Lansing Hall of Fame, submitted an application to place a plaque at Ranney Ballfield to honor Dr. Ranney. Dr. George Ranney is who Ranney Park is already named for. Dr. Ranney was a Civil War surgeon in 1864 and was awarded the Congressional Medal of Honor in 1901 for extraordinary heroism and bravery above and beyond the call of duty. He was the first to receive a Congressional Medal of Honor. Dr. Ranney settled in Lansing and became well known for several medical achievements. He married into the Sparrow family and is buried at Mt. Hope Cemetery. Dr. Ranney donated the land to the citizens of Lansing for a park and recreational purpose. Bob Every stated at this time there is not a plaque at Ranney recognizing and acknowledging Dr. Ranney and since he donated so much it would be deserving. Every would like to see if the Board would support this. GLHF would purchase the plaque for around $3,500,with the City providing installation. The plaque would be placed on the score tower facing the Frandor parking lot. Every stated the GLHF sponsors the Girl's Hall of Fame All Star Game at Ranney each year and he thinks it would be nice to have a plaque on site. Every would recommend dedicating the plaque on June 23,2014 at the All Star Game. There would be a large crowd, plus media coverage for all the games. Adam Hussain inquired if the recommended installation site is the best visibility. Every stated yes. Brett Kaschinske stated there are different entries to the park but this site would allow us to have something to attach it to and should high enough to resist graffiti. A Rick Kibbey stated the GLHF is an outstanding example of a group stepping up and taking ownership of a park by maintaining it and running programs. PARK BOARD MINUTES—OCTOBER 9 2013 PAGE 2 Brett Kaschinske stated when items of this nature come before the board and there is a cost attached it may not be obtainable, however, Bob Every has the money to support this dedication. This plaque is not a renaming of the park, because it is already named Ranney Park after Dr. Ranney, but a way of providing history on the person it is already named after. Olivia Martin inquired if a motion could be made without a quorum. Kibbey stated yes. Olivia Martin moved to approve the dedication memorial to Dr. Ranney with an electronic vote from the absent board members. 3 yeas; 0 nays. **An e-mail was sent on Thursday morning, October 10, 2013 to the absent board members. Dusty Fancher, Paul Holland and Patricia Pisano all responded with a yea vote. Mr. Every was notified accordingly. Motion carried. 6 yeas;0 nays; County Millage Olivia Martin inquired if the county needs more money for their parks. Rick Kibbey stated this is collaboration with the county commissioners. This was first brought up last August without preparation. There is now language that has been prepared. Brett Kaschinske stated he received an e-mail from Willis Bennett, Ingham County Parks Director, with some of the language which is "Ingham County proposes to create a countysystem of recreational trails and adjacent parks. This system may incorporate trails or parks previously created by local,units of government, including Lansing's River Trail, and may acquire rights of way to connect and extend existing trails. For the purpose of creating and operating such a county trail system,shall Ingham County be permitted to levy a tax of not more than 0.50 mills, that being... " Brett Kaschinske stated he had just heard today this item may have been pulled. Olivia Martin inquired if the commissioners are friendly to Lansing Parks. Rick Kibbey stated yes. Olivia Martin inquired if this would pass now. Brett Kaschinske stated this would be next November and yes it would. The battle will be what is in for the areas that do not have parks in their districts. The plan is to get it on the ballot and get support for the millage. Brett Kaschinske stated he and Rick Kibbey met with a group yesterday to discuss a Friends of Rivertrail. Rick Kibbey stated when this came up before; residents did not feel it was their responsibility to bail out the city. The rational on the zoo millage is that county wide residents do use it. Olivia Martin inquired if there is data on Rivertrail use. Brett Kaschinske stated yes there is and it was done by MSU a while ago. Adam Hussain inquired when the current Park Millage will expire. Kaschinske stated 2015. Hussain inquired how this new millage could impact us and the park millage. i PARK BOARD MINUTES—OCTOBER 9, 2013 PAGE 3 Brett Kaschinske stated that is on his mind and he has concerns about how our millage was used for subsidies. He will rely on a list of projects that have been done during the last five years that millage money was used for such as; Crego which is a 200 acre park that will be linked to the rivertrail, baby land at the cemetery has been improved, and a fence project at Foster Center to name a few. Also,this millage is a renewal and we have put out Request for Proposals to reduce the subsidies. Brett Kaschinske stated both the park millage and county millage would come up close together and will require work from the board. Adam Hussain stated with the lack of CIP projects and naturalization over the last few years it will be a challenge. Olivia Martin does not think the millage for the county will pass. Rick Kibbey asked Brett Kaschinske for public information to prepare for the millage. OLD BUSINESS Foundation/Friends of Parks Rick Kibbey stated his goal is to have Articles of Incorporation by the next meeting;then present the Bylaws. UPDATES Cemetery Events Brett Kaschinske stated the Friends of Lansing Historic Cemeteries (FOLHC) had over 100 people at their Murder Mystery Scavenger Hunt event this past Saturday. They have done a great job on exposure. The fundraiser is for the FOLHC, but they put the money back into the cemeteries with projects. Olivia Martin inquired if this group would be an example of a subset under the Parks Foundation. Kaschinske stated yes, as would the Friends of Rivertrail group he is trying to establish. Crego Brett Kaschinske stated construction has started and this should be done in November. A grand opening will be at a later date. REMARKS BY BOARD MEMBERS Adam Hussain stated he wanted to speak on the lack of quorum. He understands it is a citizen advisory board, but why is it taking so long to get members on the board. Brett Kaschinske state he spoke with Joe McDonald and he will talk with Joe again and let him know it was brought up at the meeting. Respectfully Submitted: Kellie Brown, Park Board Secretary Approved December 11, 2013 PARK BOARD MINUTES Letts Community Center November 13,2013 MEMBERS PRESENT: Rick Kibbey, Olivia Martin, Paul Holland, Patricia Pisano MEMBERS ABSENT: Dusty Fancher, Patricia Spitzley,Adam Hussain OTHERS PRESENT: Brett Kaschinske, Parks and Recreation Director; l<ellie Brown, Board Secretary CALLED TO ORDER: 7:05 p.m. ADDITIONS/DELETIONS TO THE AGENDA '1> -i ` , None — C—) c-�? ry -Fi STATEMENTS OF CITIZENS None G� cr+ BOARD MEETING MINUTES September 11, 2013 and October 9, 2013 minutes tabled until next month due to lack of quorum. NEW BUSINESS Parks 5-Year Mast Plan Goals Kaschinske stated he would like the Board to look at goals and reviewed the goals in the current 5-year plan. Kaschinske inquired if the Board wants to keep some of the goals or change some of them. The current goals are: - Maintain safe parks - To promote and enhance the financial stability of the Lansing Parks system through recreational economic development, regionalization, general fund, millage, grants from Federal,State and local sources, endowment/gifts/donations/corporate partnerships/bonds, evaluation of park land holdings, and user fees and rental rates - Maintain, develop and preserve park lands and facilities in order to provide for the needs of present and future generations - Promote the development of new recreation programs with active sports facilities and passive leisure opportunities which are in high demand, or are innovative, unique or not presently provided by municipal or private sectors. - Promote interaction, involvement and communication between the Parks and Recreation Department,the citizens of Lansing and surrounding communities. Kibbey stated he tried to figure out a process for the Board to go through and have a plan. Two items he considered were storm water management and environmental involvement which is what people bring to a millage vote. Martin added promote physical activity and environmental stewardship to better understand the outdoors. Pisano inquired if there are benefits to having some park land as wetland. Kaschinske stated there could be potential for grant money. LANSING PARK BOARD MINUTES—NOVEMBER 13, 2013 PAGE 2 Kaschinske stated there is also potential in the future to acquire FEMA properties located in the flood plain. I<ibbey stated the Land Bank has taken down hundreds of houses leaving small lots of land all over Lansing. The Land Bank is working in conjunction with the City on FEMA properties. Martin questioned if the City would have funds to make purchases and would the Mayor and Council allow this. We did the inventory this year and some of the parks were not being used as parks. Kibbey stated changes were found in land use and the City trimmed away some of the properties are managed. Kaschinske stated there could be other funding sources through the Land Bank or FEMA. Board members recommended the following goals: - Remain financially stable - Storm water management system - Promote and support physical and mental health of population - Strive to meet and anticipate outdoor space needs and desires of neighborhood population - Continue to provide a place to gather and engage in physical activities and experience a natural environment. - Manage urban natural areas for wildlife, birds, etc. - Flood plain properties—FEMA - Land Bank properties - Add endowment/park foundation - Regionalize trail system/funding source - Trees, number of plantings vs. removal—volunteer projects to engage neighbors - Identify recreational needs of different ethnic groups - Increase river activities/properties—canoe/kayak launches, media promotion, water recreation, riverwalk expansion, public/private opportunities with businesses on parkland - Playground replacement plan in 5-year increments Kaschinske inquired about the current goals. Martin stated to maintain safe parks needs to remain. Kaschinske stated maybe not as a goal, but more as a function. Martin stated financial stability is a goal, but it would not be on the top of her list. If we were to keep financial stability she would recommend adding to it about the endowment. She would personally not want to highlight regionalization. Holland stated his issue with the first two goals is they are not measurable and should be part of parks, but not as a goal. Also not sure why general fund is a goal Kaschinske replied there are many sources of funding the department has for programs now and what are the percentages. In other words what is the percentage of general fund dollars going to parks and recreation? The general fund is the overwhelming biggest piece and can we make some of that regional or parks foundation. Holland stated those questions are not goals. If the goal is to increase general funding or diversify funding to the department it is a goal, but the current plan stated general fund. Kaschinske stated he would put in the plan the percentages of funding now and get the Board's opinion on diversifying the funds. Martin clarified she thought the task tonight was to come up with goals and then Kaschinske would come up with details of the goals. Kaschinske stated everyone will be involved and working on the goals.. LANSING PARK BOARD MINUTES—NOVEMBER 13,2013 PAGE 3 Kibbey stated when he thinks of safety as a goal and what we will do;there is not a person in the department whose job it is to ensure the parks are safe. His experience is if it is not someone's job it does not get done. Martin stated it is also a goal for the Board and there have been discussions on safety. Holland inquired in the last three years, has the five-year plan been referred to by the department or the board. Kaschinske stated yes,when grants are being pursued and how the grant would fit within the plan. Holland stated we should define the purpose of the master plan. If it is for grants then the goals and objectives should be primarily about how we grow and develop the parks systems. Having issues about safe parks,which is standard operating procedure, or financial stability are fluff. He would recommend a more targeted document, what it would be used for and what the goals are directly related to in order to measure it in five years. Martin agreed and stated when she thought of goals,financial stability and safety did not come to mind as goals. Kibbey also agreed. When he was working on this it was directive to provide guidance to park staff,volunteer groups and the Board. Kaschinske stated one of the things he has heard repeatedly from the Board is tree planting and should that be a goal. Martin stated yes, and maybe a better way to go about this is for members to come up with their own goals and then go through the old goals. Holland inquired what the accepted typology is between a goal and an objective. He understands you set a goal and set objectives to meet it. Kaschinske stated he would not be as concerned whether it is a goal or an objective but to get it on the list and sort it out. Martin inquired what the goal is for this evening. At the committee meeting it was discussed to come with goals, finding objectives and bringing the ideas back to the Board. Kaschinske stated this is a brainstorming session to come up with ideas. Holland clarified if the plan is a sweetener for grants or do you need to have something in the plan to point to in order to apply for grants or can you apply for any grants that come up and it helps to be able to point to something in the plan. Kaschinske stated if you are going for a State Trust Fund grant,which is the majority of grants we have applied for and won,you must have a five-year plan on file for the project and how you show it in the plan adds more points. Holland stated the incentive would be to put everything we possibly could into the plan so when grants come up we could qualify for as many grants as possible. Kaschinske stated with the State, having the plan on file and applying for a grant for a project that fits in the five year plan does warrant more points, he is not sure we need to have everything in the plan. Holland stated his natural inclination is to have a very small set of measurable goals; however if having a bunch of stuff listed helps get grants he is for putting everything in the plan. Kaschinske stated we put our goals up on the board and see how we can categorize the goals. Kibbey stated the City is up in the air about this department and he is inclined to use this as the Board's LANSING PARK BOARD MINUTES—NOVEMBER 13,2013 PAGE 4 internal process to see what we want done, such as land, trees or recreation programs. This is also a time to use ingenuity to seek new opportunities such as public service and international (ethnicity) aspects. Kibbey stated it has not been done for the last couple of plans, but two censuses ago there was an analysis of the census in terms of what is the population like within walking distance of the park. He suggests not looking at things as a goal or objective, but whether or not it is a commitment we want to make. Martin would like to see some language to engage adjacent homeowners where trees are involved. Kaschinske stated 20 years ago Project Play redid playgrounds throughout the city and 20 years is a long time for a playground. There are 75 playgrounds in the city and he does not plan on replacing each one since new playgrounds cost approximately$45,000. OLD BUSINESS Foundation Kibbey stated the paperwork is ready and he would like to review it with Kaschinske and any board members before filing it. Holland recommended a 14 to 16 member board with the current Park Board members and non-park board members. Create an infrastructure guide for starting individual friends of parks and allow a fundraising mechanism. Friends of River Trail Kibbey stated we were approached by a group of runners who are well organized and identified a foundation that makes grants for river trail improvements. They want to recruit and have a closer identification with maintenance and funding ' of river trail projects. Kaschinske stated there are over 90 people who are interested. We have individuals who have experience running a 501c3 and Playmakers is on board. Martin inquired if the Friends of the River Trail would come under the Parks Foundation. Kaschinske stated that was discussed and the friends would like to be separate for now. Holland stated the River Trail is one instance of regionalization he would support. County Millage Kibbey stated the county is meeting on this subject and the City is part of the discussion. There are a lot of ideas and the vote would be in 2014. UPDATES Crego paving will be done on Monday,the dock is being installed and the canoe/kayak launch is done. The Board may have a new member soon. BOARD MEMBER REMARKS LANSING PARK BOARD MINUTES—NOVEMBER 13 2013 PAGE 5 Holland inquired about the department's part time employees and the new health insurance. Kaschinske stated if the employee work 29 hours or less no insurance is required, however if they work 30 hours or more insurance would need to be offered. At this time there are 5 employees who work 35 hours a week. There is no clear answer at this time but options would be to offer insurance and the employee pay the full premium or reduce their work hours to six hours a day. Meeting adjourned at 8:45 p.m. Respectfully Submitted: Kellie Brown, Park Board Secretary Approved December 11, 2013