HomeMy WebLinkAboutLEPFA Board of Commissioners Meeting Minutes March 26, 2024LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
March 26, 2024
MINUTES
At 8:14 a.m. Chairman Kenric Hall called the monthly meeting of the LEPFA Board of Commissioners to
order in the Governor’s Room located at the Lansing Center; 333 East Michigan Avenue; Lansing,
Michigan 48933.
COMMISSIONERS PRESENT: Kenric Hall, Larry Leatherwood, Danielle Lenz, Emily Linden (Ex-Officio),
Charles Mickens, and Maureen McNulty-Saxton.
COMMISSIONERS ABSENT: Paul Collins, Price Dobernick, Desiree Kirkland (Ex-Officio), James Stajos,
and Rawley Van Fossen.
OTHERS PRESENT: Heidi Brown, Kirby Doidge, Scott Keith, Kasey McFadden, and Tristan Wright -
Lansing Entertainment & Public Facilities Authority; Joe Abood -Lansing City Attorney’s Office; Julie
Pingston -Choose Lansing; and Jack Alexander- Public.
III. ESTABLISHMENT OF THE AGENDA: The agenda was approved as presented.
MOTION: Commissioner Leatherwood SECOND: Commissioner Lenz MOTION CARRIED
IV. PUBLIC COMMENT: There was no public comment.
V. APPROVAL OF THE FEBRUARY 27, 2024, MINUTES: Motion was made to approve the meeting minutes for the February 27, 2024, meeting as presented. MOTION: Commissioner Mickens SECOND: Commissioner Saxton. MOTION CARRIED
VI. REPORTS:
A. CHAIRMAN’S REPORT: Chairman Hall noted items of discussion/action items for today’s
meeting include:
1. Financial Review: February 2024 (Action Item)
2. Review & Acceptance of Updated Draft Budget FY24/25 (Action Item)
3. Purchase Reviews & Approvals: Lansing Center & Jackson Field Marquees (Action Item)
4. Personal Time Off Language Change for LEPFA Staff (Action Item)
5. Review of the New Lansing Center Website/Board Portal
6. Discussion of President & CEO Resignation with Resolutions that Assist with said Changes
to Leadership (Action Items)
7. Personnel Committee Update
8. Strategic Committee Update
B. FINANCE COMMITTEE: Commissioner Danielle Lenz reported the committee met and deferred
to Kirby Doidge to report on February 2024 Financials as follows:
1. Lansing Center:
Revenue: Food and Beverage exceeded budget by $100,290.64 which equates to a positive
variance of $42,130.13 for year-to-date. Building Rental exceeded budget by $5,559 for the
month and exceeds year-to-date by $25,075.28. Equipment Rental beat budget for the month by
$20,682; and for year-to-date is behind budget by $155,243. Overall, the Lansing Center
exceeded expected revenues by $141,268 for the month, and by $67,961 for year-to-date.
Expenses: Kirby noted that Salaries/Wages and Fringes are under budget due to vacant full-time
staff positions. As Kirby discussed last month there was an overcharge from LBWL which
impacted the utilities line item, and the team is continuing to monitor utilities and billing for
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accuracy. After review, it was determined that a meter was running, which Tristan stated has
happened in the past and is being addressed with the Lansing Board of Water and Light.
Chairman Hall asked if the meter was a water meter and Tristan stated that she believed it was a
steam meter. Utilities are over budget by $164,715.38 year-to-date. Professional Services is over
budget by $182,707.67 and while the need for Professional Services is decreasing, there are
items that Professional Services are needed. Excess Revenues over Expenses for February are
$420,292.92 and year-to-date the Lansing Center is at $471,326.06. Kirby and the Finance team
will continue reviewing/projecting year-end Revenue and Expenses and will continue to
monitor.
Income: Kirby reported Finance continues working on the Lansing Center’s Receivables which
have decreased and are waiting on the outstanding grant reimbursements. Kirby noted that
February was a strong month for the Lansing Center and while compared to the prior year the
Income was less, the Lansing Center is still beating last year’s Excess Revenues Over Expenses
by $100,000.
Heidi Brown entered the meeting at 8:17 a.m.
2. Groesbeck Golf Course:
Revenue: Total Operating Revenue was $3,152.68 less than the budget for February and year-to-
date is behind budget by $15,228.30. Kirby indicated with the season opening up and the warm
weather in March, there was an opportunity to open the course which brought in revenue, and he
anticipates that this will impact the budget deficit.
Expenses: Because the course is being prepared for the season and there are various projects
underway which means staff has returned for the season, which has increased Salaries/Wages
and there were expenses for cleanup of the course which will be spread out throughout the
season. Groesbeck Expenses were under budget by $14,778.47 for the month, and for year-to-
date Expenses are under budget by $69,843.38. Excess Revenues Over Expenses was
$19,011.89 behind budget, year-to-date Groesbeck is exceeding budget by $72,860.45.
Commissioner Lenz asked why the simulator numbers were down. Kirby explained it was due to
many simulators in the area and people now have them in their homes. Scott added that because
of these factors, they are looking into the future of the simulator at Groesbeck.
Income Statement- Revenue compared to the prior year is down as is Excess Revenue Over
Expenses, Groesbeck is less in the hole for the current year than in the previous year.
3. Jackson Field:
Revenue: There was no revenue for Jackson Field for February.
Expenses: De-winterization of the stadium began in February which resulted in Expenses,
including HVAC repairs which impacted Maintenance of Facilities, Jackson Field beat budget by
$17,953, and Excess Revenues Over Expenses exceeded budget by $23,549.92. Kirby noted
that there are HVAC units with issues and leaks that are being monitored. February Accounts
Receivables are $226,592.09 and are comprised of grant funding. Currently, LEPFA owes the
construction contractors $537,000 which is to be coming from the grant funding this week.
Chairman Hall requested clarification regarding why the Utilities numbers are decreasing. Kirby
explained the light project has had an impact on the numbers shown, and they budget for an
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increase, which impacts the figures. The upcoming budgeted Utility expense has been reduced;
the savings will impact Expenses for other repairs that are needed at Jackson Field.
Motion was made to accept the February 2024 Financials as presented for Groesbeck Golf
Course, Jackson Field, and Lansing Center.
MOTION: Commissioner Saxton SECOND: Commissioner Mickens. MOTION CARRIED
4. Updated FY 24/25 Draft Budget: Kirby explained a meeting with the city was held to go over
LEPFA’s draft budget as approved by the LEPFA Board of Commissioners. Kirby presented the
past two years’ financials and noted that the Lansing Center’s operating contribution was
decreased by the city to $800, 000 to accommodate the decrease in contribution; Kirby reviewed
the Budget revisions as follows:
Lansing Center: There was no change to Revenues. Items that were adjusted include
Salaries/Wages and Fringe Benefits by $84,000; Rent/Leases by $35,000; Professional Services
by $5,000; Maintenance and Supplies by $4,000; Events by $35,000; Food & Beverage by
$150,000 and Miscellaneous by $10,000.
Emily Linden entered the meeting at 8:28 a.m.
Groesbeck Golf Course: There were no changes to the budget. However, the only change is
that there will be a line item that will highlight reserves for capital.
Jackson Field: There were no changes.
Motion was made to accept the updated Draft FY24/25 Budget as presented.
MOTION: Commissioner Mickens SECOND: Commissioner Saxton. MOTION CARRIED
Julie Pingston exited the meeting at 8:38 a.m.
5. Lansing Center/Jackson Field Marquee Purchases: Kirby Doidge deferred to Tristan Wright
to discuss the purchases of the Lansing Center and Jackson Field Marquees. Tristan Wright
reported the following:
a. Lansing Center Marquees- Tristan explained that we are looking to replace the two marquees
that are at the end of the building in parking lot 55 next to Cedar Street. The current
marquees are fifteen-plus years old and are no longer in working order. These are used as a
marketing piece for Lansing Center events. There is also a marquee south on Cedar Street
beyond the Marketplace Apartments and the Pepsi marquee that also will be replaced. The
price for the Lansing Center marquees is $181,024 and includes purchase, delivery, and
installation with a 5-year warranty. The timeframe is estimated between 6-12 weeks. Scott
Keith added this purchase will be made through the grant funding from the state as well.
b. Jackson Field Marquees- Jackson Field’s marquees (three screens) are located on the
corners of Cedar and Larch streets and have also not been operating for some time as they
are also fifteen-plus years old. The company they worked with in the past is no longer in
business, so they will work with Daktronics. The total price for the Jackson Field marquees is
$195,722 with a 5-year warranty. This included purchase, delivery, and installation with a 5-
year warranty. The timeframe is estimated between 6-12 weeks. Scott added this will be
purchased through the grant funding from the state.
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The total cost for all marquees is $376,746.
Motion was made to accept both the Lansing Center & Jackson Field marquee purchases as
presented.
MOTION: Commissioner Saxton SECOND: Commissioner Lenz. MOTION CARRIED
C. PERSONNEL COMMITTEE: Due to Committee Chair Paul Collin’s absence, Scott Keith
reported the committee met and deferred to Heidi Brown to discuss changes to the LEPFA
Personal Time Off Policy:
Personal Time Off: Heidi Brown reviewed the Personal Time Off updates as follows: “Full-time
salaried employees may request Personal Leave time in two-hour increments, without a minimum
of 24 hours advanced notice.” The current policy allowed full-time employees to take personal
time in an eight-hour block only. The reason for the change is this will allow employees the
flexibility to utilize their personal time in smaller increments. Currently, CBA-covered employees
may take their Personal Time in four-hour increments. Heidi stated the CBA covered employee's
Personal Time increments may change pending upcoming negotiations. The change would allow
overtime-exempt employees to use their time in two-hour increments as opposed to 8 hours, and
employees would not be required to provide 24-hour supervisor approval. However, Supervisors
may refuse requests if the employee’s absence would interfere with the efficient and effective
functioning of the department.
The Personnel Committee recommended approval of the change for use of Personal Time Off
from eight-hour increments for overtime-exempt employees and 4-hour increments for non-
exempt employees to two-hour increments without 24-hour notice but with supervisor
approval.
Tristan Wright exited the meeting at 8:50 a.m.
Motion was made to approve changes to the Personal Time Off language as presented.
MOTION: Commissioner Mickens SECOND: Commissioner Saxton. MOTION CARRIED
D. STRATEGIC PLANNING COMMITTEE: Committee Chair Larry Leatherwood noted the
committee met and deferred to Tristan Wright to discuss the Lansing Center & Jackson Field
improvements.
Tristan Wright entered the meeting at 8:53 a.m.
Jackson Field/Lansing Center Improvements: Tristan Wright noted she visited Jackson Field
yesterday and the renovations are coming along, and they are in the process of cleaning up in
order to finish the overall renovation in time for the team to take the field on April 1. They have
made improvements to the Lugnuts and visitor’s locker rooms. The additional batting tunnel is
completed, but they will need to install an additional sump pump, but they are still on schedule.
The first game is the Crosstown Showdown on April 3, and the first home game is April 9. The
LEPFA Maintenance team is finishing the de-winterizing, to be completed in time for the first
practice on April 1.
Tristan shared that Christman has started the Amazon Grab N Go Café construction in the
Lansing Center and there is a construction wall in place. The space being utilized for the Grab N
Go Café will be a partial space from both the First Aid Room and the Coat Room on the Lansing
Center's first floor, next to the main entrance doors. LEPFA is currently waiting on a permit and
once that is received Christman Construction will begin the Riverside balcony construction. The
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funding that was received from the state does have a timeline for the use of the funds by October
2025.
Chairperson Hall suggested “Coming Soon” signage for the construction areas so that attendees
will have something to look forward to. Tristan agreed that this was a great idea and will work with
LEPFA’s Marketing team on signage.
Lansing Center Naming Rights: Commissioner Leatherwood deferred to Scott Keith to discuss
the naming rights for the Lansing Center. Scott shared that he and Tristan Wright met with
Superlative Group (out of Cleveland, Ohio), to investigate naming rights for the Lansing Center.
The Superlative Group made a brief presentation. Scott and Tristan invited them to attend a
committee or Board meeting to present their proposal. Tristan reported the base fee typically
begins at around $50,000 and they receive a percentage, with a couple of different options. The
Superlative Group would like to meet with the Board to look into naming rights for the Lansing
Center.
Chair Hall asked if the Superlative Group provided a “ballpark’ range of what amount they would
be able to generate for the Lansing Center in terms of naming rights. Scott explained that they will
typically evaluate the property which is part of their cost. The plus is that the Lansing Center has
a perfect location being so close to the capitol.
Jack Alexander exited the meeting at 9:00 a.m.
Choose Lansing Agreement Scott Keith reported that he and Julie Pingston, Choose Lansing met
two weeks ago and are meeting this afternoon with Tristan Wright to review drafts and he noted
he hopes to have an agreement by the next monthly Board meeting.
LEPFA Rebrand/Refresh: Scott announced that the LEPFA brand “refresh” is moving forward as
that agreement has been signed and LEPFA’s Marketing team is working with M3 Group on the
refresh.
E. PRESIDENT & CEO’s REPORT: Scott Keith reported the following:
1. President & CEO Resignation: Scott Keith presented his letter of resignation which the full
Board has previously received. Scott explained that since he announced his resignation, he has
reviewed the Succession Plan and reviewed the previous President & CEO’s Transition Report
from 2009 and is working on a draft Transition Report. The Executive Committee has met with
Scott to discuss the transition. Scott noted that with upcoming business items/purchases, he has
removed himself from signing any documents that occur after his tenure as President & CEO.
Scott shared in 2009 there was a Transition Committee that was put in place to follow through on
procedures for a new President & CEO and it is up to the current Board to determine if they follow
the same process. A luncheon for Scott with LEPFA staff will be held on April 8 at 11:00 a.m. and
following the luncheon there will be a “coffee and cookies” reception open to everyone.
Commissioner Leatherwood asked if there would need to be a process in terms of signing
documents, Chair Hall stated that this could be looked into and asked Scott if the legal team has
been incorporated into the process for signatures moving forward during the transition. Scott
stated that this has not been discussed with a legal team, however, currently, items above a
certain amount require the Board’s authorization on top of the CEO’s authorization and the plan is
to review/amend this as they review the Interim position. They can, however, investigate legal
guidance on these matters. Commissioner Leatherwood stated that the Board should look into
the procedures of signatures and see if the Board should come together to look into these
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processes. Chair Hall agreed and stated that they could act on these items today and then work
with Scott Keith and the new Interim President & CEO with the legal team to ensure the action
taken is the correct action, as most action is taken temporarily. Scott asked Joe Abood and Joe
explained that it is up to the Board to utilize their Council, but the City Attorney can look into it as
well.
F. VICE PRESIDENT/STAFF REPORTS:
1. Mindy Biladeau- Sales & Services: Scott Keith gave a brief overview of the Sales and Services
Report and shared that the new Lansing Center website is up and running and is very user-
friendly.
2. Heidi Brown- Administration: Heidi Brown reviewed the current vacant full-time positions,
which are the HR/Payroll Coordinator position, the Accounting Manager position, the Payables
Accountant position, and the Technology Services Coordinator position. Heidi added that they
extended an offer to a candidate for the Accounting Manager position, but it was declined as
they accepted another position. An offer was extended to a candidate for the Payable
Accountant position, they did not meet the pre-employment qualifications, and the offer was
rescinded. Heidi will repost these two positions and will be going through the process again.
Heidi is working on filling positions at Groesbeck Golf Course for the 2024 season; this
includes seasonal staff and the Assistant Pro.
Heidi shared and reviewed the 2023 LEPFA U Employee Survey, this was a voluntary survey
that was given to staff at the November 2023 LEPFA U session ing how team members feel
about LEPFA and their overall employment. Fifty-five employees attended LEPFA U which
included staff from all LEPFA properties and included management, leadership, full-time, part-
time, and on-call; forty-four employees voluntarily filled out the survey. The LEPFA U
Committee has resumed their bi-weekly meetings and is reviewing dates in May and the topic
is “Workplace Professional/Personal Development.”
The SPD was distributed to staff on March 15; the annual Summary Plan Description which is
a detailed description of LEPFA’s benefit information required to be distributed by April 1
annually. Heidi met with Lisa Fisher to discuss the next round of staff communication training.
3. Paul Ntoko- Foodservice: Tristan Wright shared in Paul Ntoko’s absence a brief overview,
noting that Groesbeck Golf Course has been having a soft opening of the course due to the
nice weather. The team is looking forward to having the course opened full-time, but in the
meantime, they are getting prepped and ready for the season. Lansing Center- Food and
Beverage will be gearing up for a wave of food service events.
4. Tristan Wright- Operations: Tristan continued her update from the Strategic Committee on the
Jackson Field improvements, the Lugnut’s staff are getting ready for their season with the
Crosstown Showdown event on April 3 and the first home opener on April 9.
Tristan shared that she has coordinated training for new staff on AVI: Active Violent Incident
Training. The training will be run by a gentleman who used to work for the Lansing Police
Department in AVI training; this will take place on April 22 for all LEPFA Staff.
5. Kirby Doidge-Finance:
Kirby reported he is currently reviewing financial policies and has shared the first draft with the
Finance Committee at the last meeting. There was a good discussion with additional items
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added to the update; Kirby will bring it back to the Finance Committee at their next meeting
and once approved he will bring it to the Board.
6. Kasey McFadden- Board Portal Review: Kasey reviewed the Board Portal process for the
updated Lansing Center site.
VII. COMMISSIONERS AND STAFF COMMENTS: No report.
VIII. OLD BUSINESS: No report.
IX. NEW BUSINESS:
1. Acceptance of the President & CEO Scott Keith’s Resignation:
Motion was made to accept the resignation of President & CEO Scott Keith as presented.
MOTION: Commissioner Mickens SECOND: Commissioner Lenz. MOTION CARRIED
Commissioner Leatherwood, on behalf of the Board, thanked Scott for his time as President &
CEO and noted that the Board is very appreciative of the role and responsibilities that Scott has
performed during his time at LEFPA and extends his best wishes in his new role/chapter.
2. Appointment of LEPFA’s Interim President & CEO:
Chair Hall made the recommendation on behalf of the Executive Committee to appoint Tristan
Wright as LEPFA’s Interim President & CEO. MOTION: Chairman Hall SECOND: Commissioner
Leatherwood. MOTION CARRIED
Chairman Hall congratulated Tristan Wright on her new role. Chairman Hall also recommended
that the Executive Committee take ownership/responsibilities as the Transition Committee. Kasey
will be setting up a meeting before Scott’s departure.
3. Interim/Board Officer Change to Accounts-
Kirby explained that he is seeking Board approval to update signers on LEPFA bank accounts.
Motion was made to approve the recommendation to change names on accounts as presented.
MOTION: Commissioner Saxton SECOND: Commissioner Mickens. MOTION CARRIED
4. Change to Approvals for Interim/Board Officer on Agreements/Invoices:
Chairperson Hall explained that this change applies to any item outside of the 2024 budget year
or more than $5,000 which will require both signatures from the Interim President & CEO - Tristan
Wright and a signature from either the Board Chair or a Board Officer rather than come to the full
Board. This will eliminate the risk of a hold-up on business items and will help to keep business
moving.
Chairman Hall, recommended on behalf of the Executive Committee, to accept a temporary
change to the approval process for all non-event related contracts and purchases/expenses for
more than the 2024 calendar year or more than $5,000 be authorized by both the Interim
President & CEO and a LEPFA Board Officer as presented.
MOTION: Chairman Hall SECOND: Commissioner Lenz. MOTION CARRIED
Tristan Wright thanked the Executive Committee for the recommendation and the Board's
approval naming her as Interim President & CEO. Tristan also thanked Scott Keith for his
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leadership as she was his first hire twenty years ago. Tristan added that this will take a village as
she moves forward in her new role, and she thanked the Leadership team as well as the
Management team for their support.
X. AJOURNMENT: At 9:35 a.m. the regular monthly meeting was adjourned.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR:
TUESDAY, APRIL 23, 2024
8:00 a.m.
LOCATION: Governor’s Room
Respectfully submitted,
Kasey McFadden, Recording Secretary