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HomeMy WebLinkAbout1996 Principal Shopping District Meeting Minutes (Oct-Dec) APPROVED OC`_' ER 18 , 1996 Minutes -� PSD Board Meeting October 9, 1996 _ j j Ji. CI"i Y CLER,P, In Attendance: Joseph Chin,Vence Bonham,Judith Corlett,Gina Torielli,Patricia Cook, Cheryl VanDeKerkhove and Kelly Thompson Excused: Tim Barron Guests: Greg Babcock, CC&M Consulting and Kevin McKinney,PSD Task Force Member Call to order by G. Torielli-Interim Chair Items of Discussion: Kevin McKinney(PSD Task Force Member)had a brief overview of the PSD and how it came to exist, how it was sold to the business cormnunity, the Administration and City Council. Suggestion was made of a public hearing for all of those within the PSD. Emphasis was placed on the business recruitment/retention aspect. A draft report of the PSD Public Hearing information was requested by J. Chin. This will help board members better understand the concept. Suggestion was made to have an ex-officio member from the"C" district attend board meetings. New sub-committees that need to be formed need to be identified. It was determined that no officers be elected until the full board is in place. (Tim Barron unable to attend due to being in Los Angeles-Ken Stockwell not yet confirmed by City Council.) P. Cook indicated that the Rill board should be present for the money transfer to and explanation of the Old Town Mainstreet Project. P. Cook moved to have Kelly Thompson hired as Interim Director. C. VanDekerkhove-second. Unanimous vote. C. VanDeKerkhove moved for approval of the Director's salary at$45,000 per year plus benefits. P. Cook-second. Unanimous vote. J. Chin requested additional information on withholdings and workers compensation.P. Cook agreed. Additional information will be provided to the board by Kelly Thompson for the next meeting. P. Cook moved that$1313.00 be paid back to the Car/Capital Celebration. This money was used as salary to pay Kelly Thompson during the transition period of the PSD. G. Torielli-second. Unanimous vote. Additional staff was discussed. Kelly Thompson indicated that he wanted to lure Janet Foehrenback, a former intern, with a PR degree from Michigan State University, who worked for Downtown Lansing and is familiar with the PSD and the concepts behind it. Discussion:was made by J. Chin as to having to explain why a person from outside the state should be hired. C. VanDeKerkhove suggested maybe a requirement to live inside the city. V. Bonham suggested posting the position and looking for someone who has"community" experience. P. Cook suggested talking with Art Walker with the City of Lansing Personnel Department. Additional information requested. No action taken. J. Chin requested a job description for each of the two positions. Executive Director and Project Coordinator. Approval of the Great Halloween Caper budget($2500)moved by J. Chin. G. Torielli-second. Unanimous vote. Next meeting dates were set. The Board felt it would be important to meet for the next several weeks in order to come out with a smooth transition and a better understanding of the issues before them. Next meeting: Friday, October 18, 1996 -4:00 p.m. at the Accident Fund. The Board will also meet on Friday, October 25, 1996 -4:00 p.m. at the Accident Fund. Greg Babcock from CC&M Consulting reviewed the maintenance contract for the"A"District. Firm numbers ($)for the new contract will be available for the next Board meeting. Four Seasons will be performing the contract until Nov. 1. Payment is via a purchase order from the City of Lansing and will cover the first month only. The question was raised of how much we are off in our budget based on the payment that is due to Anderson and Associates for the July-Sept. period which amounts to approximately $51,000. P. Cook raised questions about the new Quality Control measures that are being put into place. A complete list will be provided at the next board meeting. Motion was made P. Cook to hire Greg Babcock as the Consulting Quality, Control Manager for$10,000 during a 12 month period. Previous fees from Mr. Babcock's work on securing the contractor will be figured out of the$10,000, Kelly Thompson explained the significance of Mr. Babcock's role in the bid process and selection of the new contractor. It was requested that a list of the services Mr. Babcock will be performing be provided by the next board meeting. J. Chin asked what other types of bids were received and the relationship,price wise,that other communities may be paying for the same types of services. It was explained that the area now covered by the new contract was about double in size and yet the price was below what the previous contractor had charged. V. Bonham requested a copy of the client list from Four Seasons. It was determined that Four Season would be on a short term contract for the first year with the possibility of a re-bid in early 1997. Questions were raised about the list used for bids/minority issues. A completed copy of the contract was request by G. Torielli. Budget question were raised regarding the status of the Board-can it apply for 501(C) (3)status? Do we have Articles of Incorporation? Is the Board subject to the Open Meetings Act? How will and can the Board disburse funds? Kelly Thompson explained through prior contact with the City of Lansing Attorney that the hiring and purchasing policies from the City of Lansing did not have to be followed. G. Torielli will contact the City Attorney's office and request a representative at the next board meeting. Copies of the State Statute and Ordinance for the PSD will be provided to each Board member. Hiring and purchasing polices were request for each Board member. A list of Board members will provided. Amended budget will be provided at the next Board meeting. List of possible office locations for the PSD provided at the next Board meeting. Move for adjournment-P. Cook. C. VanDeKerkhove-second '?PROVED OCT. 25 , 1996 erincipal Shopping Distri, Board of Directors Meeting Friday, October 18, 1996 Accident Fund- Lower Level - 4M p.m. Board Members Present: Joseph Chin,Ken Stockwell,Judith Corlett, Patricia Cook, Gina Torielli, Vence Bonham Cheryl VanDeKerkhove. Board Members Absent: Tim Barron Staff Present: Kelly Thompson Guests Present: Jack Roberts_Kevin McKinney. Greg Babcock. Mary Blood Call to order-G. Torielli Jack Roberts of the Cite Attorney's office was invited to give his legal interpretation of the PSD. He indicated that it had been reviewed with several people internally in his office. The PSD was set up to be a separate corporation like the Building Authority but can not be a separate corporation because the state statute does not allow for that. Boards are governed by the city and the PSD is part of the City of Lansing. G. Torielli asked what the PSD was similar to'?Mr. Roberts responding-like the Planning Board. Explanation was given about the insurance the board carries through the city as part of it's policy. Mr. Roberts indicated that the Board has personal exemption if`'we are v4tlun the scope of what is being done for the City and are not grossly negligent". The PSD Board is under the insurance policy of the City and a letter will be sent to the insurance carrier adding the PSD Board. Insurance: 10 million dollar generally liability, acts of onussion-10 million dollars w/a S 10.000 deductible. G. Torielli asked who would pay the deductible'? Mr. Roberts indicated the City would. Personal indemnification of the Board is also covered. Opening Meetings Act: The PSD is subject to open meetings and the meeting dates and times need to be published. Mr. Roberts will provide a copy of the Act. Meeting minutes can be brief according the Freedom of Information Act. By-laws: Mr. Roberts brought copies of the By-Laws from the Lansing Entertainment and Public Facilities Authority(LEPFA). By-Laws must be reviewed by the City Attorney and filed N%ith the City Clerk's Office. Mr. Roberts offered to provide a copy of the City Charter. Purchasing and Hiring: Purchasing procedures from the City of Lansing should be followed but the PSD doesn't have to go through the City in order to purchase. Up to S 15,000 does not require a bid process. The PSD may institute that on their own if they choose to do so. Questions were raised about wanting to place an emphasis on using PSD businesses when ever possible. That can be Board policy if so deemed. Staffing has to be in the budget-there must be a specific line item for those individuals hired. Questions about contract vs. city employees. Hiring an"independent contractor" does not make that individual a city employee. G. Torielli asked the definition of a'-contract employee vs. a city employee_ Mr. Roberts indicated that if the position is for the city it must be funded through the city. Funds may have to be turned over to the city in order to fund such a position. J. Chin asked how that could be done'? K. McKinney indicated that through the process of fornung the PSD, the City Council had a different take on how the luring was to be done. P: Cook agreed Questions were once again raised about the "independent contractor' status that PSD may have. C. VanDeKerkhove indicated that according to the legal description under the law, the PSD hiring such an individual would not fit the legal description. Mr. Roberts indicated once again, the PSD is not a separate corporation but instead run through the city. What to do about luring'.' The PSD may hire through a temp. agency for the positions until things get worked out. Tax Exempt Grants: The PSD may receive grants through the city Check Writing: G. Torielli asked if we can write our own checks. Mr. Roberts indicated that we need to go through the city. Comments were made about that clearly not being the intent of the Administration. Looking for Solutions: P. Cook asked if the PSD could be run through the Economic Development Corporation. Mr. Roberts raised the question about a separate corporation being formed J. Chin.asked if the State Statue prohibits the city from transferring purchasing and hiring power to the PSD. Mr. Roberts indicated that the PSD Board is stated to"manage"the activities of the PSD cording the State Statue.J. Chin asked if City Council could amend the ordinance to put in the changes necessary to make the PSD autonomous. C. VanDerKerkhove asked for the definition of a separate corporation for the.PSD. Mr. Roberts promised good faith solutions to the problem presented at the board meeting. V. Bonham moved that three people meet with city officials to work out the solution_ C. VanDerKerkhove second. Unanimous. Committee selected: J. Chin,C. VanDerKerkhove,G. Torielli. (Tentative meeting set up after the board meeting-Tuesday 10/22-2:00 p.m.) Other comments: Maintenance contract was signed off by the City as having followed policy. How to hire staff? One month intervals perhaps run through CC&M or a temp_ agency. Motion made by P. Cook to hire K. Thompson through a temp. agency for 30 days at$45,000. C. VanDerKerkhove second- Unanimous, V. Bonham raised a conflict of interest question with regards to running the position through CC&M due to the relation with the board. C.VanDerKerkhove asked how K. Thompson was being paid now. The Car/Capital account is being used- PSD Funds: P. Cook looked into the current status of the PSD accounts. Prior to August 27, 1996 there was$210,750.00 in the account. Additional funds were added after August 27 bringing the current total to 5424,464.00. Mr. Roberts speculated that funds were transferred from the Mall&Environs accounts into the PSD accounts. There has been$51,711.61 paid to date out of the account. $50,997.00 was paid to Anderson& Associates for the mall maintenance contract during the months of July, August& September. The remaining amount of money was paid out for the water bills on Washington Square to the Board of Water&Light. J. Chin asked about the obligation from Parks&Rec. that was in the budget. It was explained that Parks&Rec. agreed to continue that contribution towards the maintenance contract. P. Cook will get a full accounting from the City on the budget and report back to the next Board meeting. Questions were asked about the policy of the City when it comes to drawing on the account. Is a resolution needed for drawing on the account? Mary Blood from the Greater Lansing Convention&Visitors Bureau gave the Board an overview of the "Light the City" Campaign. Mary Blood was asking for a contribution of$7500.00 from the PSD budget to complete the lighting of Washington Square.P. Cook asked if the contribution was to be an annual or one time request. It was explained that the campaign was very aggressive and that it took more dollars than anticipated to light the top of the buildings on Washington Square. Mary Blood explained she was looking to expand the program. J. Chin asked about going outside the PSD boundaries since it is PSD money being used K Stockwell asked about the promotional efforts of Silver Bells in the City. C. VanDerKerkhove indicated she would like to see some holiday promotions in the Old Town area. There will be cross promotion with some items. J. Chin wants the holiday lighting in the budget to stay regardless of whether its used or not. Sub-discussion on how money is used for each district followed the holiday conversation. Additional discussion to follow in the future. Maintenance Contract: Greg Babcock has an oveniew of where the contract currently stands. I Chin requested a map of the PSD for each Board member. V. Bonham asked about the time frame for snow removal when it occurs and requested the top three snow removal contracts that Four Seasons currently holds. I Chin requested the final price and insurance for the next meeting. Mr. Babcock indicated that the contract would be done for the next Board meeting. Question was raised about the need for a performance bond in light of Mr. Roberts concerns and comments. Contract needs to be reviewed and action taken prior to November 4. Nov.4 is when the PO from'the City expires. Discussion was held about the contract and those who bid on it. I Corlett made the observation that it appeared there were limited numbers when it came to companies that were able to bid on this type of contract and that we have to make this contract work. G. Torielli indicated that there was no need to meet Four Seasons at this time. Mr. Babcock also provided an overview of the services that he will be offering PSD Overview: Ke-in McKinney followed up on Mr. Roberts' comments regarding the autonomy issue and how the PSD was sold to the public. G. Torielli asked Mr.McKinney about the discussion of funds and how they were to be disbursed within each district. Mr.McKinney indicated that the Mainstreet Project was put in as a line item. C.VanDerKerkhove asked about how Oldtown will receive their funds. Other: A committee was formed to look into the formation of the By-Laws. The committee will be G. Torielli,V. Bonham & P. Cook. G.Torielli asked if the Board needs a resolution to sign for contracts. I Chin asked if the Citv would be awarding the maintenance contract because it is over$15,000 in light of Mr. Roberts comments. K. Thompson gave the Board an overview of Janet Foehrenbach and need for additional staff due to the holiday season. Support was given by I Corlett.I Chin brought up the question about having to use a temp. agency for Janet as well. Motion was made by I Chin to hire for 30 days (the same as-K. Thompson)I Corlett-second Unanimous vote. Additional questions«were raised about temp service for the salary requirements and the charges that it will cost the PSD. I Chin offered to check on the senices of a temp. agency. K.Stockwell asked about the budget and disbursement of funds for future discussion. G. Torielli asked for the election of officers to take place at the nest board meeting. P. Cook made a motion to pass the Board minutes of the last meeting. Next Board meeting set for Friday, October 2-5, 1996 -3:00.p.m. at the Accident Fund Company. iPPROVED NOVEMBER 1 , 1996 Principal Shopping District Board of Directors Meeting _ Friday, October 25, 1996 Accident Fund - Board Room - 3:00 p.m. Board Members Present: Gina Torielli, Judith Corlett. Cheryl VanDerKerkhove„ Tim Barron, Ken Stockwell, Joseph Chin,Pat Cook, Vence Bonham Staff Present: Kelly Thompson Guests: Greg Babcock Call to Order- G. Torielli Minutes Approval-C. VanDerKerkhove moves,I Chin-seconds. All voted in the affirmative with the exception of P. Cook&V. Bonham who were not present for the vote. G. Torielli updated that Board on the Tuesday(10/22) meeting with City officials. Areas of concern: employees and how they are lured, complying with the City ordinance and policies and control of PSD funds. Employees: Contract employees are O.K. There needs to be a written contract. Still an issue about benefits from the City or an outside source. A copy of contract for the Birmingham(MI)PSD was provided to the Board by Jack Roberts(City Attorney) Purchasing: The PSD follows the City guideline and policy. PSD does not have to go through the City office. Quotes need to made for purchases over$15,000. Up to three calls for quotes under$15,000. The Board expressed an interest in trying to keep business in the PSD when fiscally possible. Checks are written when a resolution is passed for expenditures. Bills are then turned over to the City for payment. Still an issue is the interest that PSD funds can or will accrue. P. Cook spoke with Jack Roberts (City Attorney) and Chuck Remenar(Deputy Controller/City) and indicated that City intends to pay interest on the balance in the PSD account. There is still a discrepancy about the amount of funds in the account and what the assessment brings in. P.Cook will continue to check into the matter. I Chin brought up points about being fiscally responsible when it comes to placing a preference on using PSD businesses. PSD is answerable to the"shareholders" and will make the most of dollars spent on projects. T. Barron asked if the City ordinance on purchasing has specific language or is there flexibility? I Chin indicated there is flexibility with direction. G. Torielli suggested the PSD Board draft language indicating that PSD businesses will be used when possible. C. VanDerKerkhove asked if that will be included in the by-laws. I Chin discussed option about the PSD dollars and the investment returned with the City as opposed to a separate PSD account. What amount is the City willing to give back in interest? G. Torielli once again stated that the City had agreed to provide interest on the account. She reminded that Board this is a new process to the City based on the PSD being Board with a budget. P. Cook supported I Chin's comments. She indicated that there are pros and cons to working with the City and they include audit services, turn around time,concern about the Executive Director vs. the Board disbursing funds. Employment Contracts: G. Torielli provided the Board with a sample contract from Birmingham that was is used for their PSD employees along with job descriptions. Comments from the Board: Term of the contracts will be to the end of the fiscal year. P. Cook asked if there was any"game plan" on the insurance. Overtime hours and compensation to the staff needs to be worked out since it is not clearly stated. How will"leave" and"vacation" days be set up? J. Chin indicated that the positions are full time will the duties directed by the Board. There could be a problem with regulations if the job is stated differently in the contract. He cautioned against too many specifics in the contract. T. Barron commented that Kelly Thompson knows the job and requirements for it and how to get the job done. J. Chin indicated the contract leaves the ability to change the terms if necessary. P. Cook indicated she was not suggesting specific outline of duties or hours but that there needs to be a clear understanding of what is required of those individuals who hold positions with the PSD. C. VanDerKerkhove asked about staffing hours for operation of the office. T. Barron asked about a non-compete clause. G. Torielli indicated that was not a problem from her standpoint. G. Torielli asked about the health insurance that will be offered. Blue Cross/Blue Shield was inserted into the contract for now. The Board will decided what insurance package to offer. V. Bonham asked what types of insurance is available. The contracts need to be review by City Attorney and the Clerk's Office. Discussion was made about health coverage options. J. Chin made a motion to have the newly elected Chair and Treasure review that contracts, make recommendations and bring back to the Board the contracts for the next meeting.P. Cook-second. Unanimous. By-laws: G. Torielli provided the Board with a copy of interim by-laws from LEPFA(Lansing Entertainment and Public Facilities Authority). She suggested that an executive committee be formed to work on permanent by-laws. P.Cook asked about the individuals who will be disbursing the funds-will it be the Executive Director or the Board authorizing and signing the funds to be paid out? She also asked about the need for an annual audit and annual report as the City Council asked and is stated in the PSD Ordinance. The PSD is able to get monthly reports from the City and can also use the audit services of the City at a reduced cost. Checks can be cut through the City as well. G. Torielli thought that this process would satisfy the requirements of the ordinance. Petty cash checks are available in increments of$100. All checks over$100 will be authorized and approved by the Board. Two Board members will sign off Under$100 will be the responsibility of the Executive Director. J. Chin asked that the Treasurer for the Board make a monthly report on the funds disbursed. Additional comments: Election of officers at the annual meeting. G. Torielli suggested that the meeting date be changed to July at which time officers would be elected. V. Bonham moved for the adoption of the above in the by-laws. T. Barron -seconds. Unanimous. G. Torielli indicated that clean copies would be provided and submitted to the City Attorney's office for review. The sub-committee will work on the new by-laws. Election of Officers: P. Cooks moves that G. Torielli be made Chair of the Board. C. VanDerKerkhove seconds. Move to close the nominations: J. Chin. Second-C. VanDerKerkhove. Unanimous vote for G. Torielli. V. Bonham moved that J. Chin be made Vice-Chair of the Board. G. Torielli asked if J. Chin might consider Treasures instead. V. Bonham withdrawals that nomination. V. Bonham moves that P. Cook be Vice-Chair. Move to close. J. Chin Discussion was made by P. Cook about preferring not to be Vice-Chair instead to have J. Corlett. V. Bonham withdraws P. Cook. Moved by G. Torielli for J. Corlett. Second: C.VanDerKerkhove. Unanimous. C. VanDerKerkhove nominated J. Chin for Treasurer. Second-G. Torielli. Unanimous. V. Bonham nominated C. VanDerKerkhove for Secretary. Second-G. Torielli. Unanimous. Executive Director was named for the fiscal year-Kelly Thompson. Budget Items: Discussion was made of the 501 (c) (3) reductions is assessments. P. Cook reported that $14,876 in reduction off of the original assessment had been made. One additionally application is pending. Budget needed to be approved as a working budget with corrections coming as funds are disbursed. T. Barron moved for approval of the budget. Second-J. Chin. Unanimous. P. Cook will report back to the board on the difference that now exist in the account vs. what the actual assessment is. J. Chin asked about the mini-grant line time in the budget. Kelly Thompson will provide and example of an application for the next meeting. Updated budget will be provided. Mini-grants will be done through the PSD staff with recommendations to the Board. Maintenance Contract: Updated reference lists from Four Season provided by Greg Babcock. Contract update provided to each Board member. The contract is draft and needs to have Board comments back to Greg Babcock before the next meeting. The Contract needs to be'forwarded to City Attorney's office. Kelly Thompson pointed out the first contract was reviewed by the City Attorney, Parks&Rec. and the Budget office according to Bob Johnson-Special Assistant to the Mayor. Signature page needs some additional work to insure the proper people would be signing it. Who will sign it? G.Torielli recommended that two Board members sign. Greg Babcock indicated that work is still being done on the additional snow contracts that the Parking System asked the PSD to bid on.Discussion was made about the amount of overhead to put on the contract as an administrative fee. P. Cook asked if Greg Babcock's service fee also included his work on the additional contracts. Yes. Contract should be ready to go by Nov. =4. PO with the City runs out on that date.P. Cook made a motion to move it the City Attorney. J. Chin-second. Friendly amendment provide by C.VanDerKerkhove to bring any changes to the next meeting. Unanimous. Even if action could not be taken a"letter of intent"to the contractor could be made. K Stockwell asked about the relation between the PSD Maintenance contract and the other contracts for the Parking System. They are separate. G. Torielli made a motion to have Greg Babcock negotiate with Dave Berridge of the Parking System for the snow removal contacts. P. Cook-second. Unanimous. Greg Babcock asked for the ability to amend the City PO to include now removal should that occur. T. Barron moved. J. Chin-second. Unanimous. Other: PSD logo and name was brought up. J. Chin offered to have the Accident Fund designer take a look at the logos everyone is currently using. G. Torielli asked about Greg Babcock's contract and his willingness to have a"not to exceed' in it. Greg Babcock was fine with that. Greg Babcock submitted a bill for$2670.00 for services to date. J. Corlett moved for payment. C. VanDerKerkhove-second. Unanimous. A request was made for a copy of the contract that the PSD will have with Greg Babcock. It will clarify services,payment schedule, etc. Contract will be provided at the next meeting. Copy also needs to be forwarded to the City Attorney. Office space was discussed by Kelly Thompson and options presented. The Board asked for the final prices and recommendations by the next Board meeting. The two choices will be either Dimitri's Building or the Warehouse located behind the Downtown Party Store party store. The Board has agreed to a one year lease only. T. Barron raised concern about location of the offices. Pros and cons were discussed. P. Cook asked about the permit process and what it will take to complete them through the City if the warehouse is used. Motion by J. Chin to bring back final pricing for the warehouse. K Stockwell asked to amend that motion to include Dimitri's. J. Corlett-second. Unanimous. Holiday spending at the next Board meeting will be discussed. J. Chin offered office furniture for the new PSD office through the Accident Fund Also indicated a copier would be available as well. J. Chin raised a question about the Board taking a stand on the GM Tax Abatement issue. It was felt the Board was to young to take such stands yet. Next meeting-The Accident Fund, November 1, 1996 -3:00 p.m. Motion to adjourn-T. Barron. G. Torielli-second. Unanimous i 1? APPROVED NOVEMBER 1996 Principal Shopping District Board of Directors Meetine, Friday, November 1, 1996 Accident Fund - 3:00 p.m. ".,j Board Members Present: G. Torielli, V. Bonham, K. Stockwell, T. Barron, J. Corlett, C. VanDeKerkhove, J. Chin Board Member Absent: P. Cook Guests Present: Greg Babcock,Donna Weir, Bob Herley Call to Order-G. Torielli Minutes approval from previous meeting: V. Bonham moves. K Stockwell -second. Unanimous with all Board members present. Greg Babcock updated the Board on the maintenance contract. Bob Herley and Donna Weir from Four Seasons were both present to discuss any concerns that the Board may have. Issues still being worked on include final verbage for the contract and quality control issues. Four Seasons has moved into their location downtown, staff has been hired. City attorney will be making the final changes the City may have. Additional discussion from Board members included the snow removal contracts that Four Seasons currently has, the type of materials that will be used for snow removal, uniforms and the point of contact for any. questions that people may have regarding maintenance issues-Four Seasons phone number will be placed on the carts used for daily clean up. Issue was made of making sure people are aware the PSD is responsible for daily clean up. Four Seasons will be out speaking with and getting feedback from the community. Approval of the contract. V. Bonham moved. K. Stockwell -second. Unanimous. Four Seasons sought approval of their logo for use on the carts.J. Chin moved. T. Barron -second. Unanimous. Issue was also discussed of the phone number used for getting a hold of Four Seasons. Kelly Thompson sought for one phone number for the PSD. Board members felt the Four Seasons phone number should be used for questions regarding maintenance. Greg Babcock's management contract was discussed. A copy will go to the City Attorney for review. The matter will be taken up at a later Board meeting. G. Torielli discussed the update on the employment ent contracts. No health care through the city. Looking - p in for healthcare quotes for the next meeting. There is no retirement and no disability. Vacation days will be one per month worked. Hours of operation were discussed. J. Corlett suggested a flex time schedule due to the number of hours worked on events and promotions. Sick days will not carry over into the next year. J. Chin moved for acceptance of the employment contracts. J. Corlett-second. Unanimous. Office space was discussed. Kelly Thompson updated the status for Dimitri's space. A lease may not be possible due to the amount of space Downtown Lansing/PSD needs. The warehouse is still an option. The Board discussed the pros and cons'of the project and agreed to proceed with Greg Babcock doing the development work and Downtown Lansing/PSD being a tenant in the building. K Stockwell will review the lease agreement for Downtown Lansing/PSD. Discussion on the lease will be made at a later date. Moved to table-J. Chin. T. Barron-second. Other items of discussion: Holiday promotions were discussed. Radio,TV,billboards,prints and printed material. V.Bonham moved to accept. I Corlett-second.Unanimous. A form for requesting grants from the PSD was presented and work will continue on it. Check request form was also provided to Board members. Changes were requested and will be made. Community Use Funds were discussed. P. Cook has had conversations with several Administration staff members regarding the matter. Work continues as P. Cook was not at the meeting to have a firm update as to where the PSD needs to direct their concerns regarding these requests forwarded by City Council. Regular meetings were discussed. The Board decided to meet every third Tuesday each month. By-laws will be worked on and be completed in January. T. Barron asked that the Greater Lansing Business Monthly be recognized for their contribution to Downtown Lansing/PSD. T.Barron made a motion to recognize GLBM with a letter of thanks. I Chin -second.Unanimous. C.VanDeKerkhove will write the letter. Misc.: V.Bonham indicated that the Old Town Art Gallery was opening a new show. C. VanDeKerkhove indicated that she had a conversation with Nancy Achenbach,Ma-Ah's, regarding the Board, the PSD and the neat few months ahead. T.Barron asked about the possibility if a"Meet the Board"meeting for everyone within the PSD. Discussion was made of this"town hall" style meeting in the past. I Chin indicated that the Accident Fund would have space for such a meeting. I Chin indicated that he will be producing two reports on a monthly basis that will deal with the PSD finances. Brief update on the master plan partnership with the city, C.VanDeKerkhove and I Corlett indicated that they would like to participate in the meetings. T.Barron moved to adjourn. I Corlett-second. Unanimous. Neat meeting: Tuesday, November 19, 1996-5:30 p.m. -Accident Fund APPROVED 12 7-96 Principal Shopping District Board of Director's November 19, 1996 - 5:30 p.m. Accident Fund - Lower Level Board Members Present: C. VanDeKerkhove, K. Stockwell, P. Cook, T. Barron, J. Chin G. Torielli, Board Members Absent: V. Bonham, J. Corlett Staff Present: Kelly Thompson, Janet Foehrenbach Guests Present: G. Babcock Call to Order: G.Torielli Approval of agenda: Moved by C.VanDeKerkhove-T. Barron Second Employment contracts are done. Car/Capital Account is still owed $625 from the last payment made to cover Kelly Thompson's salary before salary payments through the City of Lansing. Community Use Funds: P. Cook updated the Board as to where the issue stands with the Administration and the City Council. P.Cook indicated that there is $30,000 for the use of LEPFA Facilities (Lansing Center, Lansing City Market, Oldsmobile Park) and $20,000 for other use taking place within the City. The $20,000 is used for 50% of costs incurred. Fest Eve and the Martin Luther King Luncheon both have applications into the Council that have been referred to the PSD. Bob Swanson (City Finance) has spoken with Rick Lilly about Community Use Funds. Possible options include the City paying for the first year and the PSD picking up the following years with Community Use funds being transferred to the PSD. The two applications that have been forwarded to the PSD have been given back to Council for referral. Comments were made about the "grants" line item that the PSD has in the budget for PSD community use. Does the Board cap the amount of the grant? P. Cook suggested that a small committee meet with City Council members to work out a solution. Board members indicated that they wanted to see the events paid for be of benefit to the PSD. T. Baron moved for $250 cap on the amount to be awarded through the PSD Grant. C.VanDeKerkhove made a motion for a friendly amendment to increase the amount to$500. C.VanDeKerkhove-second. Unanimous. Executive Director Update: Kelly Thompson updated the Board on several projects that are underway within the PSD for special events -Silver Bells In The City, Oldsmobile 100t"Anniversary. Other items still being worked on: the data base for the district that will enable the first mailing by the PSD to take place and help in creating the new service/pocket guide and real estate data base and an updated four month plan. Insurance options were talked about and J.Chin offered assistance to review the options available. T. Barron asked to include pregnancy insurance for Janet Foehrenbach. Options such as life, optical, dental and others will be reviewed and a report made back to the board by J.Chin. J. Chin indicated that these are costs that will be on an annual basis and may have to be scaled back in the future should funding change. Both employees and the Board should be aware of that. Motion made by T. Barron to have J.Chin negotiate insurance and report back to the Board. C. VanDeKerkhove-second. Additional discussion was made of what other companies offer, disability and life options, small businesses and what they are able to do for their employees, options using a percentage of employees salaries as a base and letting the employee chose what types of coverage they want, etc. The Board indicated that they wanted to make the employees comfortable while staying within the budget. Vote for J. Chin to research - unanimous. Project Coordinator Update: Janet Foehrenbach update the Board on items she is working on. Computers options were discussed with a variety of questions coming asked including maintenance contracts, computer memory, CD Rom options, etc. C.VanDeKerkhove offered the suggestion of Arlington Computers and Oak Grove Computers in Old Town for assistance. T. Barron indicated that Janet Foehrenbach was hired to make such decisions and should do what is best for the situation. The numbers presented represent the purchase to be about $1800 below what was budgeted. Interns from Michigan State University are being secured. Items such as job descriptions, long term project descriptions, mission statement, etc. will be provided to MSU. Hoping to be in place by January. Work on getting quotes for an Internet site are being worked on. Additional information will be forthcoming. Mall permit information has been obtained from the City and is being reworked to include the necessary information from the PSD. Copies have been forwarded to the City Attorney for review. Other: J. Chin provide the board with an update of what expenses have been made to date. He will have a monthly report for the Board. G.Torielli has sent a letter to the Mayor requesting some clarification on several issues that still remain unresolved between the PSD Board and the City including the 32,500.00 contribution from the Parks & Recreation Department. G. Babcock updated that Board on the maintenance contract being performed by Four Seasons. Meetings are being held with the LEPFA personnel to make sure their needs are being met at the Lansing Center, Oldsmobile Park and the Lansing City Market. Additional contracts with the City(Parking System) are still being worked on. The Board indicated that Mr. Babcock could make his reports in writing. The management contract for Mr. Babcock is still at the City Attorneys office for review. Brief update on office space that is still being pursued by the PSD. Negotiations are still underway with the owner of the warehouse for office space. Additional note on the maintenance contract - the mobilization fee will be made in the amount of$21,000 with $3000 being deducted from each bill received by PSD until June of 1997. The Board wants to recognize Chris Holman for his assistance to the PSD Board for housing the staff of the PSD in his office. P. Cook moved for recognition and T. Barron -second - Unanimous. J.Chin asked for approval of several outstanding bills from the formation of the PSD. Motion to pay the outstanding bills( Insty-Prints) C.VanDeKerkhove. T. Barron -second. Unanimous. Payment of outstanding bill to Publicom. T. Barron moves C.VanDeKerkhove-second. Unanimous. Discussion was made of the name to be used by the PSD. Several board members discussed the name "Downtown Lansing" as a location and not an entity. G.Torielli indicated that Kevin McKinney from the PSD Task force had called to make his case for the continued use of "Downtown Lansing". Additional comments were made about having one name for the entire district. Suggestion was made to bring the marketing committee back to review the questions at hand. Additionally, Kelly Thompson will take the logo suggestions provided by the Accident Fund and get feedback from several marketing specialist in the area and report back to the Board at the next meeting. P.Cook has a conflict with the meeting date being the third Tuesday of each month because of her commitment to the Lansing Art Gallery Board. Alternate dates will be reviewed and discussed at the next Board meeting. J. Chin offered assistance with Internet site for DL&?EPSD. They have several specialist in-house that could help. Motion to adjourn-T. Barron. C.VanDeKerkhove-second. Unanimous. Next Meeting Date:Tuesday, December 17, 1996-Accident Fund-5:30 p.m. APPROVED 1/14/97 Principal Shopping District- Board of Directors Cl.i E December 17, 1996 - 5:30 p.m. Accident Fund - Lower Level Board Members Present: J. Corlett, G.Torielli, C.VanDeKerkhove, V. Bonham, J. Chin, K. Stockwell, P. Cook Board Members Absent: T. Barron Staff Present: Kelly Thompson, Janet Foehrenbach Guests Present: Dave Tijerina Call to order at 5:40 p.m. - G.Torielli Additions to the agenda - Discussion regarding the open house for PSD members and the reversal of the Director's report and Treasurer's report. Move by V. Bonham. Second -J.Corlett Unanimous Approval of the minutes: P.Cook asked for changes to reflect the start and finish time of the meetings and an indication that she left the last Board meeting at 7:10 p.m. Moved to approve - P. Cook Second - C.VanDeKerkhove. Unanimous. Assessor's Office Update: Dave Tijerina from the Assessor's office offered an update for the Board. There is one appeal to the Michigan Tax Tribunal by the Eyde Company-owner of the Knapps Centre. Michelle Halloran from Howard & Howard is representing the Eyde Company. The Eyde Company is questioning their role in the PSD and the increase in assessment that they have received due the PSD being put in to place. A counsel conference was held with no amicable outcome and the next step is a court date and a formal docket number. Brian Bevez from the City Attorney's office will be representing the City of Lansing. Mr. T�erina is asking for assistance from Board. Kelly Thompson will assist with some information from the Birmingham (MI) PSD. There has also been 4 to 5 people who have called with square footage discrepancies for the special assessment. They do have the opportunity to appeal the calculation when the assessment comes up for renewal in July 1997. Each time the assessment is up for renewal an individual may ask for a recalculation of the square footage. Treasurer's Report: Two reports were passed out including a revision of last month's reports with a clearer explanation of where the PSD stands financially. Some additional questions still remain regarding the letter G.Torielli sent to the Mayor. It contained questions regarding the Parks & Recreation contribution to the PSD of$32,500 and some additional responsibilities that may or may not fall to the PSD. Kelly Thompson will follow-up with Bob Johnson as to where a response currently stands. A clarification is also needed on permit fees and the amount of money placed into the PSD earlier in the year. J.Chin has now added a cost code to his reports. These cost codes will be used on all check requests. P. Cook asked for a explanation of the contracts that the City of Lansing is advising the PSD have when providing funds for an outside event or expenditure such as the Old Town Main Street Project or the "Light the City" Campaign. Motion to accept J.Chin's report-C.VanDeKerkhove. K Stockwell -second. Unanimous. C.VanDeKerkhove pointed out that the Old Town Mainstreet Project is using the PSD for business recruitment& retention, training of staff and volunteers, promotions, etc. A Budget Committee was set up to start the budget process for the next calendar year. The sub-committee will be J. Chin, P.Cook,C. VanDeKerkhove and Kelly Thompson. Executive Director's Update: The Lease was presented to the Board for approval. K.Stockwell had several comments regarding additions to the lease including air conditioning being added to lease as an included utility, The PSD logo being put on the main window on Washtenaw, and a property damage limit of$50,000. Additions will be made. Move to approve the lease by J.Chin. Second - P.Cook Logo samples were submitted and approved by the Board for the new corporate image. The name is Principal Shopping District. Approval for stationary only. Move to approve V. Bonham. Second -C.VanDeKerkhove. Unanimous with the exception of C.VanDeKerkhove who abstained. Telephone and mailing quotes for new office approved. P. Cook moves. Second - C.VanDeKerkhove. Accident Fund will supply the new PSD Office with office furniture. Chairs file cabinet and office decorations need to be purchased. Letter to the Assessor's office thanking them for their work on the PSD will be submitted on behalf of the Board. Also for the Accident Fund for their use of their building for meetings. Moved by P.Cook. Second- C. VanDeKerkhove. Orientation Packets for PSD "shareholders" will be delayed in order to bring in a professional agency. P. Cook will contact Kolt& Serkaian. A clarification on the PSD and vending has been requested. Information will be provided at the next Board meeting. Does Old Town need to have vending locations added? J. Corlett and C.VanDeKerkhove will work on locations and report back in January or February. J.Chin suggested that the PSD join the Chamber of Commerce in order to get a better rate for insurance. Addition insurance needs were looked at with regards to an outside office and special events. Committees for Merchants and Marketing are being set up to advise PSD Board members on issues of concern and strategy. J. Corlett wants to be on the Marketing committee. Project Coordinator Update: Recommendations for Mini-Grants: FestEve - $500.00. Motion to approve by J.Corlett Second - P.Cook Unanimous. Event take place December 31, 1996. Second request from the Old Town Art& Development for a contribution to "Burning Desires", a poetry reading. Taking place February 8, 1996. Motion to deny J.Chin -Second J.Corlett Unanimous with the exception of C.VanDeKerkhove and V. Bonham who voted no. A letter will be drafted indicating the decision of the Board. Comments on the mini-grants application were submitted for revision. Other: C.VanDeKerkhove asked about a presentation by the PSD Task Force members to the Board at a future date or at the Open house that is planned for "shareholders" in February. The request was made on behalf on Terry Terry, a PSD Task Force member from Old Town. PSD Board meeting will now take place the second Tuesday of each month. Meeting location to be determined. The Accident Fund will be the location for now. Location of Open house could be the new PSD Office. Board Comments: J. Chin would like the Board minutes earlier, a copy of the Mini-Grant applications and any bids that are appropriate that the Board needs to take action on. V. Bonham offered assistance in getting interns from Michigan State University. Move to adjourn: J. Chin. Second - P. Cook Time: 7:55 p.m. Next PSD Board Meeting: January 14, 1997 - 5:30 p.m. at The Accident Fund