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HomeMy WebLinkAbout1997 PSD Meeting Minutes Approved February 11, 1997 Principal Shopping District Board of Directors January 14, 1997 - 5:30 p.m. Accident Fund - Lower Level Board Members Present: G. Torielli, J. Chin, V. Bonham, K. Stockwell, C. VanDeKeo—ova P. Cook Board Members Absent: J. Corlett, T. Barron Staff Present: Kelly Thompson, Janet Foehrenbach Call to order: G. Torielli - 5:50 p.m. Additions to agenda: J. Chin's resignation, Treasurer's Report. Motion to approve -V. Bonham Second - K. Stockwell. Unanimous Minute additions: Clarification about PSD dollars to Old Town and what they are being used for and the 4 year duration, logo clarification for stationary. Motion to approve - C. VanDeKerkhove Second - J. Chin. Unanimous. Pat Cook arrives at 5:55 p.m. Chairpersons Report: G. Torielli explained that she would like to streamline the Board meetings by meeting with PSD staff prior and setting the agenda along with identifying the action items needed by the Board. Investigations are being made regarding who is responsible for plowing the Washington Square parking area. Fours Season is willing to clear the area after the large snow for a charge of $750 which the PSD will recoup from the City. Master plan discussion was made after this months Lansing 2000 meeting where an update was given. The Budget committee will meet to finish the budget process for the upcoming presentation. A meeting is set to meet with Ellen Beal and Rick Lilly. The meeting will discuss any PSD concerns that may be outstanding with council and to update them. G. Torielli, K. Stockwell and Kelly Thompson will attend. Executive Director's Report: A update was given regarding the Assessor's Office and the Michigan Tax Tribunal. No questions were asked about the staff reports. Intern interviews continue to take place. Treasurer's Report: Payment to Greg Babcock for maintenance consulting and the lease are included in the figures. No payroll is included due to no report. Motion to approve - P. Cook. Second - C. VanDeKerkhove. Unanimous. Motion to approve the $750 for the removal of snow by Four Seasons. J. Chin. - Second - K. Stockwell. Greg Babcock's contract has been reviewed by the City Attorney's office and the PSD Board. Several changes were requested by the PSD Board and will be revised by Kelly Thompson through the City Attorney's Office. The contract will not be voted on until the following meeting after Kelly Thompson has had a chance to review the job performance and responsibility of Greg Babcock. Motion to table to the contract until the next Board meeting -V. Bonham - Second - J. Chin. Unanimous. Committees: It was requested that several sub-committees be established for the PSD. Car/Car Celebration to assist with the 1997 event. Marketing Committee to assist with promotion. Developers Committee to assist with larger issues facing the PSD. Business Owners Committee to help establish specific needs of our "shareholders" Motion to approval -J. Chin - Second V. Bonham. Unanimous. Motion to make P. Cook the interim Treasurer to take the place of J. Chin who is resigning to take another position that will not allow him to continue to serve on the PSD Board. Motion to approve - C. VanDeKerkhove. Second -V. Bonham. Unanimous. Board Comments: Insurance for staff needs to be taken care of. The Open House for the PSD is set to take place after the next PSD Meeting - the 11 th of February. The open house will be at the new PSD Office located at 100 W. Washtenaw - Suite 1 Motion to Adjourn at 7:25 p.m. Moved by P. Cook. Second - K. Stockwell. Unanimous. Next PSD Board Meeting: February 11, 1997 - 5:30 p.m. at the PSD Office - 100 W. Washtenaw - Suite 1 ***Approved March 11, 1997*** R 2-5 l�:,, 10: 01 l It(11 L Iil 1 LANSING CITY CLE Principal ShoppingDistrict Board of Directors February 11, 1997 - 5:30 p.m. PSD Office - 100 W. Washtenaw - Suite 1 Board Members Present: P. Cook, G. Torielli, V. Bonham, K. Stockwell, C. VanDeKerkhove, J. Corlett Staff Present: Kelly Thompson, Janet Foehrenbach, Bridget McGovern Call to order: G. Torielli - 5:50 p.m. Approval of the minutes: Moved by V. Bonham - P. Cook- Second - Unanimous C. VanDeKerkhove arrived at 5:50 p.m. and requested a better clarification on the contract revisions for Greg Babcock. They included a clarification on invoicing and monthly reports to the Board, the sexual orientation clause (inclusion or not) and some minor verbage changes that did not effect the contract. J. Corlett arrived at 6:07 p.m. Appointments to the marketing committee were requested by the Board. They are Denise Parks- Greater Lansing Business Monthly, Marilyn Richards - Blue Pencil Design, Deb Gunther- Pace & Partners, Judith Corlett - Dancing Goat Coffee House, Linda Heard - Kolt & Serkaian, Kent Love - GLC&VB, Joe Rohatynski - Publicom, Lisa Carey- Mainstreet Old Town and Cheryl VanDeKerkhove - Real World Emporium. Treasurer's Report: P. Cook indicated the she and Kelly Thompson would be working to reconcile the PSD account and the balance that they City shows. P. Cook will also produce a more simplified report that keeps the budgeted amount, the total to date spent and the remaining balance in each of the PSD categories. Kelly Thompson requested vacation for the week of February 24`h - Moved to approve by V. Bonham - C VanDeKerkhove - Second - Unanimous Motion to approve Greg Babcock's contract after the additional changes were made to the contract. C. VanDeKerkhove asked that the sexual orientation clause be amended after a clarification was made with the Mayor's office. Move to approve - C. VanDeKerkhove. -V. Bonham - Second - Unanimous. Budget discussion was made. Questions still remain on outstanding issues including interest and whether the PSD receives it or not and contribution to the PSD by the City. Overtures were made to the Ways & Means committee that this contribution still needs to be made in order to maintain the PSD budget as it. A special PSD Board meeting will take place on February 18`h at Howard & Howard to discuss the marketing aspect of the budget. Motion to adjourn -P. Cook. C. VanDeKerkhove - Second - unanimous - 6:20 p.m. Next Board Meeting - March 11, 1997 at the new offices of P. Cook - 316 N. Capitol - 5:30 p.m. Special Board meeting - February 18, 1997 at Howard & Howard - 222 N. Washington Sq - Suite 500 12 noon 25 '�s L�P�SIi'{G CliY CLERK ***Approved March 11, 1997*** Principal Shopping District Board of Directors February 18, 1997 - 12 noon Howard & Howard Attorneys - 222 N. Washington Sq - 5th Floor Board Members Present: G. Torielli, V. Bonham, K. Stockwell, C. VanDeKerkhove, J. Corlett Board Member Absent: P. Cook Staff Present: Kelly Thompson, Janet Foehrenbach Call to order: G. Torielli - 12:10 p.m. Discussion was made of the marketing budget and what is being proposed. Comments were made about the lack of effective programs in the past and what direction should be taken for the future. K. Stockwell suggested a Saturday promotion that would include horse and carriage rides. Programs to be cut such as the Great Halloween Caper, pocket guide, holiday advertising and the visitor guide was suggested to help pay for the Saturday promotion. Comments were made about the lack of time taken to put the budget together. Kelly Thompson indicated that staff had done as the Budget Sub-committee and the Chair had requested. Additional comments were made about opening Saturday up as a sixth business day. Staff will work on a proposal. Motion to approve the budget with an amended marketing budget that has more dollars grouped together rather than separating them into specific programs -V. Bonham. Amendment was made by C. VanDeKerkhove to include donations and grant applications from other organizations as available to the PSD. C. VanDeKerkhove - second - Unanimous. Motion to adjourn -V. Bonham -J. Corlett- Second - Unanimous. - 1:00 p.m. Appro ved lApril 8, 7 997 La8Principal Shopping District LA;:51 � �;;��' CLERK Board of Directors March 11, 1997 - 5:3- p.m. EDC Office - 316 N. Capitol Avenue Board Members Present: P. Cook, G. Torielli, V. Bonham, K. Stockwell, J. Corlett Board Members Absent: C. VanDeKerkhove Staff Present: Janet Foehrenbach, Kelly Thompson Guests: Four Seasons Landscaping, Mayor David Hollister, Bob Johnson, Nancy Achenbach Call to order: G. Torielli - 5:40 p.m. Approval of minutes (February 11 -18, 1997): P. Cook - Second -V. Bonham. P. Cook asked that the times of call to order and adjournment be placed in the previous minutes. Unanimous Chairpersons Report: G. Torielli reported on the Lansing 2000 meeting of the same day. Short term parking spots on the first floor in the Ottawa/Grand parking ramp have been turned into parking spots for City Hall due to the garage problems they are experiencing. The Mayor indicated that several problems regarding parking have arisen from the situation. Treasurers Report: January& February statement enclosed in the Board packets. The City has not expensed out 501 (c) (3) reductions - otherwise the PSD budget and the city balances. A correction was made to the to the 3rd page of the overview with an accounting number changed to reflect the correct category(A check to the postmaster #2105 should be #1105) P. Cook also explained the two checks for the Postmaster were requested - only one was cut. The additional check is reflected in our statement. The PSD staff will now generate the monthly reports. The co-op balance for the holiday program is currently at $1855.00. Additional checks need to be deposited and the last billings will be going out. Four Seasons: Representatives from Four Seasons (Bob Hurley& Donna Weir) were at the meeting to discuss concerns about payment for the snow storm in January. A separate meeting will be set up to discuss the differences. Also, concern was expressed about the contract going out for bid. The Board feels it wants participation in the next bid. No problems with the current contractor was expressed. Four Seasons thought the contract was multi-years. Pricing was requested for three years. Kelly Thompson explained that the City did sign off on the contract and how it was bid. Additionally, there were several assumptions made about the ability to hold a multi-year contract based on past contracts through Parks & Rec. Additional bids are requested by Public Service that will include areas not affected by the PSD contract- parking lots, certain Lansing Center areas and other LEPFA facilities not done by the PSD. There needs to be one contractor for the area instead of multiple ones. The PSD Board will meet to discuss the Four Seasons snow issue. Motion made by P. Cook to place ads for contracting of the PSD Maintenance l0bntract. V. Bonham - Second. Unanimous. Kelly Thompson suggested that we pay the undisputed amount of $5100.00 for the snow removal. Motion to approve - P. Cook. Second -J. Corlett. Unanimous. Nancy Achenbach from Ma-Ah's ( a Washington Square merchant) made several comments regarding Saturday promotion and the need to think it through better, the need for Victorian lights on Washington Square, and that she was extemely pleased with the work being done by Four Seasons Landscape. a Mayor Davi\Hollister: Task before the PSD Board - the need to look at the "big picture". The three strategies the Mayor has: - Economic Development - Neighborhoods - Infrastructure Thoughts on Downtown and the PSD - Focus on the river -Vendors and special events - Develop the Healthcare market with conferences - Regionalism with special events and projects - FestEve, court system, etc. - Nurture partnerships - Education and it's future - The Oldsmobile Centennial and Lansing Sesquicentennial - Think Big! Upcoming events for the Mayor: - Mayor's Walk Starting at Turner-Dodge to the Zoo in conjunction with MCare at U of M Additional discussion regarding upcoming events in the Downtown area and Bob Johnson working on an events calendar(will provide a copy when completed) Executive Directors Report: No additional information other than the written report in PSD Board packets. It was pointed out that a resume for a possible PSD Board member was enclosed. It is going through committee with City Council. Billboard campaign was introduced. Campaign to start in Mid April and features ads with a series of things to do in Downtown and Old Town. No television - only billboard. Mini-grant requests for March - Lansing Jaycees ($350.00) for the upcoming Easter Egg Hunt at the Capitol. Motion to approve -V. Bonham - P. Cook - second. Unanimous. Thelma Osteen from the North Lansing Community Association ($500.00) for the Heritage Festival in Old Town. Motion to approve V. Bonham. Second -J. Corlett. Unanimous. Lansing Art Gallery($500.00) for the upcoming Flower and Garden Show. P. Cook disclosed she was a Board Member of the Art Gallery. Motion to approve. V. Bonham. Second - P. Cook Unanimous. Motion to adjourn J. Corlett. Second P. Cook 7:50 p.m. Next Board Meeting Tuesday, April 8, 1997 316 N. Capitol - EDC R r C F I VF-7 D Approved May 22, 7 997 `UN,—2 PM 12: 24 Principal Shopping District LANSI.10 CITY CLERK Board of Director's April 8, 1997- 5:30 p.m. EDC Office - 316 N. Capitol Ave. Board Members Present: P. Cook, G. Torielli, J. Corlett, V. Bonham, C. VanDeKerkhove Board Members Absent: K. Stockwell Staff Present: Kelly Thompson, Janet Foehrenbach, Bridget McGovern Guests: Greg Babcock, David Hayhow Call to Order- G. Torielli 5:50 p.m. Approval of Agenda - P. Cook moved. C. VanDeKerkhove second. Unanimous Approval of Minutes - C. VanDeKerkhove moved. P. Cook second. Unanimous Chairpersons Report: G. Torielli indicated that work was still to be done on trying to hire Mel McWilliams to do by-laws work for the PSD. City of Lansing/Council approval is needed. She indicated that she would like to see a Spring clean-up take place within the PSD; encourage window washing, painting etc. as needed. Information will be placed in the next newsletter to shareholders. Treasurers Report: P. Cook indicated that she has changed the format of the monthly reports and staff will now handle the report. The report had a difference of $243.01 which P. Cook will investigate to balance with the Finance Department figure. Board of Water& Light bills continue to be a problem in terms of seeing the bills on a monthly basis. Staff will investigate. David Hayhow: David is the current chair of the local Oldsmobile celebration activities. He gave a quick overview of the event that includes the Car/Capital Celebration, Oldsmobile displays, parades, birthday cakes, etc. He indicated that fund-raising would be joint for both Car/Cap and the local activities taking place August 15 - 23. He asked for help and assistance in making sure that PSD staff would be available to assist with the event since it takes place downtown. He also asked for additional help with staffing for PSD office. Motion to hire Bridget McGovern, the current intern, for the Summer months. Moved by P. Cook. Second C. VanDeKerkhove. Pay rate will be $7.50 per hour and will be split between the PSD and the Community Committee. PSD will contribute up to $2000. Unanimous. Executive Directors Report: Billboards are up and are being well received. Other updates - Newsletter is being worked on and will be completed by May 15. Pocket guide for retailers will not include extra space for ads as suggested by Kelly Thompson for those that pay large assessments. Numbers to be printed still need to be determined based on the Oldsmobile Centennial. Staff will include a mid-monthly update to Board members since time was running short. Maintenance Contact: Comments were made on the contract that was reviewed by Board members. P. Cook wanted cut-throughs for the entire area, not just the Washington Square area. C. VanDeKerkhove indicated the civil rights issue. G. Torielli indicated that section 7E should read PSD and not City of Lansing. Ads for the pre-bid were placed in Lansing, Flint, Grand Rapids and Detroit. No responses have been received as of this Board meeting. The ad ran Sunday, April b"'. Original bidders list will be used to contact companies that may be interested. Greg Babcock had indicated that there might be an interest in bidding on the contract himself- that is not the case now. P. Cook brought up the point about forwarding a copy to Transportation for being included in this year's contract. Pat Engle from Transportation made suggestions but indicated that they would take care of things themselves regarding parking lots, sidewalks etc. that are not in the PSD contract. Line items can be added to the contract if needed. Civil rights issue still remains split between the Mayor's office indicating it should be included in contracts and the City Attorney's office saying no. Issue still remaining is the money owed to Four Seasons for snow removal. Greg Babcock indicates that the contract is being followed when it comes to additional snow falls and how it is paid. The amount of snow is still in question based on where measurements would be and were taken. Were there several snow falls or one continuous one? P. Cook asked if Greg Babcock was available at the time of the storm? The Board should have also known where the snow levels were being measured. Suggestions were made that it is reasonable to split the amount difference between Greg's recommendation and Four Seasons' billing amount. Motion to pay half the bill and end the issue P. Cook.. Second C. VanDeKerkhove. Unanimous. Motion to Adjourn: P. Cook Second C. VanDeKerkhove 7:30 p.m. Next meeting Tuesday, May 13, 1997 EDC - 5:30 p.m. Approved June 19, 7 997 Princ�pIShopping District CI►'Y aqgd of Director's May 22, 1997 8:00 a.m. EDC Office - 316 N. Capital Ave. Board Members Present: V. Bonham, P. Cook, K. Stockwell, J. Corlett, G. Torielli Board Members Absent: C. VanDeKerkhove Staff Present: Kelly Thompson, Janet Foehrenbach, Bridget McGovern Guests: Greg Babcock Call to Order: G. Torielli 8:05 a.m. Approval Of Agenda: P. Cook - Second V. Bonham Unanimous. Motion to approval minutes: P. Cook - Second J. Corlett. Unanimous. Mini Grants Approval: Youth In Government $500.00 and Ele's Place $250. Moved by V. Bonham - Second P. Cook. Discussion on Light the City regarding the time frame being in September. Model T club will be approved in July. Staff is tracking the contributions and events participated in for the annual report. The Board will review and set policy for upcoming mini- grants as the PSD moves into its first full year. Motion to approve new mini grants for $500.00 each to the following groups - Michigan Pride, Downtown Neighborhood Association, Light the City, Great Lakes State Games, and NCAS (Corvette Club)with the exception of the Model T Club which will be deferred until 97/98 fiscal year. P. Cook. Second -J. Corlett. Concerns were brought up about the events and the mini-grants that are provided to them. It was discussed that the PSD supports the economic impact that an event brings to the PSD and not necessarily the organization. Great Lakes Games will be asked to place the PSD logo in their promotional materials as requested in the mini-grant application. Maintenance Contract: The irrigation system was discussed and the desire by the current contractor to have the system checked out by an outside source to determine its condition. Hand watering will have to occur on the berms to keep the grass green. Greg Babcock indicated that the contract should have a credit on it if the irrigation is not turned on. He will check with Four Seasons on this issue. Flowers will be placed on selected berms as well for the upcoming events in the downtown area. Additionally, the flower tubs that currently are on Allegan/Washtenaw in larger quantities will be moved around the downtown area for a more cohesive look. Official letter will be forwarded to Eric Reickel of Parks & Rec. Motion to approve J. Corlett. Second -V. Bonham. unanimous. Motion not to open the irrigation system P. Cook. Second K. Stockwell. Unanimous. Letters will go out to the various department heads advising of this decision by the Board. Treasurer's report was made by P. Cook. Discussion was made about the Master Plan money that will be due at the end of the FY 96/97. Payment will be made in two transactions. Motion to defer $15,000 payment to FY 97/98 J. Corlett. Second V. Bonham. Unanimous. Motion to Adjourn P. Cook. Second J. Corlett- 9:00 a.m. Next meeting Tuesday, June 10, 1997 EDC Office - 5:30 p.m. A pproved July /6, 1997 _. Principal District Board of Directors June 26, 1997 5:30 p.m. - EDC Conference Room Board Members Present: P. Cook, G. Torielli, K. Stockwell, J. Corlett, C. VanDeKerkhove Board Members Absent: V. Bonham Staff Present: Janet Foehrenbach, Kelly Thompson Guests Present: Donna Weir, Bob Herley, Greg Babcock Call to order 6:05 p.m. - G. Torielli Approval of Agenda - Motion P. Cook,J. Corlett- second - Unanimous Approval of Minutes- Motion P. Cook, J. Corlett- Second - Unanimous Chairpersons Report: Employment contracts for staff expire July 1, 1997. Motion to extend contracts until December 31, 1997. P. Cook also asked that Kelly Thompson be allowed to carry forward 4 days of unused vacation time. Moved by P. Cook. Second by K. Stockwell - Unanimous. Treasurer's Report: Discussion was made of the $32,500 that was put into the budget but is not reflected from the City's standpoint. This loss of revenue effects the marketing budget. Discussion with the administration on this matter continues. Final budget numbers for 96/97 are being worked on. If there is enough money to pay all of the Master Plan payment ($30,000), it will be done. (Previously the Board agreed to split the amount into two $15,000 payments). Motion to pay the full amount if the budget allows - C. VanDeKerkhove - Second P. Cook- Unanimous. Executive Director's Report: Update was given for the Century Row Project and the berm bricks that are being sold. There are several companies that have agreed to participate including Sparrow Hospital, Community First Bank and First of America. Other updates include the billboard co-op program, image concepts, pocket guide update, and concerts on the mall. The concerts on the mall are being proposed for several Fridays over the summer months. McDaniel Chiropractors would like to help sponsor these events as well. They will be at several locations around the mall area. Motion to approve $1500 for the concerts J. Corlett- second C. VanDeKerkhove - Unanimous. Board discussion was also made regarding the name "Principal Shopping District". K. Stockwell has heard some concern about the name as it relates to promoting the area. Staff will look into the issue with the merchants for some feedback. Maintenance Contract: Several issues are outstanding regarding the Maintenance Contract cost and the expiration of the contract which is July 1, 1997. Four Seasons was the only bidder for this year's contract. Greg Babcock indicated that there are several outstanding issues based on time management, workers being used by Four Seasons and the amount of overhead in the current contract. Four Seasons currently has 25 hours of supervisory time each week in the contract. Staff and consultant feels that number could be reduced. Dollar difference was discussed for the current contract(96/97)vs. the new one (97/98). The amount of the bid is up by $74,000. Asked about the increase, Four Seasons indicated that trash has increased for the area due to the summer months as well as the overall area that needs to be cleaned. Several areas were identified as possible cost savers but no conclusion was made on any. Discussion was also made about dividing the contract into several parts so that each could be awarded separately - daily clean-up, snow removal, etc. Issues still remain about what areas are done by the city and the PSD. Bottom line is the PSD Board cannot spend what it does not have. Training of staff by Four Seasons is an issue and will be addressed. Recommendation made by Greg Babcock is to award the contract in pieces or extend the current one until a solution is created. C.VanDeKerkhove pointed out that if the contract was annualized, it would add up to the current amount of the new bid. This amount of $254,000 was not budgeted, only $224,000 was projected for the 97/98 FY. Other issues included the irrigation system that will be turned on in the South Washington Square area but if major problems exist that could affect infrastructure, it will be turned off. Additional solutions for the contract included a commitment from the PSD Board for a long term contract to spread out the cost of the contract over three years. Motion was made to extend the current contract for three months at $20,000 per month until a solution can be worked out by C. VanDeKerkhove. Second by J. Corlett. Unanimous. Staff will take the lead on finding a solution. Motion to adjourn: P. Cook Second C. VanDeKerkhove. Unanimous. Next PSD Board Meeting July 8, 1997 - PSD Office 5 :30 p.m r% Approved October 14 1997 << 2 1S PRINCIPAL SHOPPING DISTRICT L 4 S1;;'C; CI_17 C!LR1; Board of Directors September 8, 1997 Accident Fund Lower Level - 5:30 p.m. Board Members Present: J. Corlett, S. Hrapkiewicz, G. Torielli, K. Stockwell, V. Bonham Board Members Absent: P. Cook, C. VanDeKerkhove Staff Present: Kelly Thompson, Janet Foehrenbach Guests Present: H. A. Welch, Bill Helder, Stacy Sackman, Kyle Carmany, Rosemary Taylor, Mary Blood Call to Order: G. Torielli - 6:07 p.m. Approval of Agenda - motion to move public comment to the top of the agenda. J. Corlett, 2nd - V. Bonham. Unanimous. Approval of Minutes - V. Bonham 2nd - J. Corlett. Unanimous. Chairpersons Report: G. Torielli introduced the newest PSD Board member, Steve Hrapkiewicz. Indicated that a meeting was held with city officials. Work continues on securing the $32,500. Board should focus on specific items such as business recruitment, facade appearance. Would like to develop a work plan for the PSD over the next few months. Motion to approve the $12,000 contribution to the Old Town Main Street project - V. Bonham - 2nd J. Corlett. Unanimous. Public Comments: Mary Blood from the GLC&VB outlined the Pig Out At The Plaza fund raiser taking place at the Lansing Center. This benefits the Light the City Campaign and Mary is hoping to raise $15,000. The is a celebrity waiter luncheon. Mary also gave an overview of the lighting for 1997. Additional buildings are being done on Michigan Ave and side streets off of Washington Square. New Victorian poles on Washington Square will also have wreaths on them. Mary is seeking a contribution from the PSD. She is asking for$4,500.00. Mary also indicated that the berms on Washington Square will be decorated by companies and individuals. Mary also told the PSD Board that the wreaths (care and responsibility) will be turned over to the PSD next year (1998). Stacy Sackman from the Greater Lansing Convention & Visitors Bureau was at the Board meeting to speak about a new book for the greater Lansing area that will focus on its attributes to possible incoming businesses and Lansing residents. She made a presentation for the PSD Board to purchase a page and then have an adjacent page of related photos included. 2000 copies will be printed in conjunction with the Chamber of Commerce and will have a suggested retail price of$29.95 - it is also a hard bound edition. It was suggested that the PSD be placed in the entertainment section. G. Torielli suggested that we would be looking for additional coverage on the page that would relate to economic development Bill Helder from the Riverwalk Theatre was there to speak regarding the matter of security for the Museum district area on Museum Drive. (1-5, R.E.Olds Museum, Riverwalk Theatre, Surveyors Museum.) Concerns were brought up about recent break-ins. 1-5 and Riverwalk have both experienced break-ins either into the buildings or patrons cars. Mr. Helder asked for some $'s to help with security costs. The maximum charge for Riverwalk would be $2160.00 for the entire season. Mr. Helder indicated that the Board of Water & Light and the Police have been very helpful in looking into additional lighting and patrols for the area. This has not been a pattern for the area in the past. Staff will look into the situation. Police will be asked to attend the next meeting to discuss security matters. H.A. Welch from Capitol Fur asked about an update on the Master Plan. A Kick-off meeting has been scheduled for October 2"d to explain the aspects of the plan. Looking for business recruitment aspects of the plan to begin. Staff indicated that preliminary information should be done In January 1998. Mr. Welch also brought up what he perceives to be a lack of foot traffic in the area. Sees a lack of something being done to correct the situation. Rosemary Taylor spoke about grant applications for Old Town. JazzFest from August and the upcoming OctoberFest. Seeking approval of those two grants. Gave overview of the events and the benefits to Old Town. The JazzFest budget was $20,000. The PSD officially sponsored one of the bands. Treasurer's Report: Gray areas continue as to what the PSD has left over from last year. G. Torielli indicated that meetings were upcoming to discuss the matter. Janet Foehrenbach and P. Cook (unable to attend the meeting) continue to work on cross referencing the bills paid against what the city has in its logs. This should be completed by the next board meeting. Motion to extend the maintenance contract for one more month (not to exceed $20,000) J. Corlett- 2"d - V. Bonham. Unanimous. The meeting with the city of Lansing reps and the PSD/Four Seasons staff has been scheduled. The outcome will be talked about at the next Board Meeting. Executive Director's Report: Office lease up for approval. The City attorney's office has reviewed it and only made indemnification changes. The changes are fine with the landlord - KBM (the Mole Hole/Kimmels Hallmark). Questions were raised about the space and whether it is still ideal for the PSD. Motion to approve payment of the lease ($8400.00) for one time lump sum payment for the year - June 1997 to June 1998) K. Stockwell - 2nd - S. Hrapkiewicz. Unanimous. Mini grants were up for approval. The Model T Club was from last fiscal year and held over until the new fiscal year ($500). Riverfest 1997 ($500). JazzFest for August 1997 ($500) and Octoberfest for October 1997($500) - Both Old Town events. Motion to approve all except Riverfest - J. Corlett - 2nd _ V. Bonham. The Board indicated that Riverfest showed no benefit to downtown during its run over Labor Day. Also discussed was the need to explore a new focus for the mini-grants program. Perhaps facade improvement. It might change to include a portion of that budget to go to other items beside entertainment venues. Also presented was a new design for the downtown kiosks. No money to proceed with those improvements. Pocket Guide is still on hold. Several board members still see no need for such a guide of businesses within the PSD. Staff again stressed the amount of requests that are received about such a guide with regards to visitors to the PSD. Comment was made about money being spent in other ways. Great Halloween Caper was discussed. J. Corlett indicated that there was good and bad about the event. She sees no benefit from it. Concerns about the benefit to the merchants - perhaps a daytime event to replace it. K. Stockwell indicated that the money could be better spent toward business owners during the day. Concerns were also raised about staff time spent to plan the event. Tax Tribunal update - the Assessor's Office has prepared the case with the assistance of PSD staff. Updates to the Board when there is new information will be provided. The issue of placing the PSD staff positions up for hire. V. Bonham will contact Sharon Bommarito (Human Resources - City of Lansing) to get procedures for City of Lansing hiring polices and will report back to to next Board meeting. Motion for the Lansing book participation (not to participate) J. Corlett - 2nd - S. Hrapkiewicz. Unanimous. Motion to approval the Light the City contribution of$4500.00 - K. Stockwell - 2nd V. Bonham. Unanimous. Motion to adjourn at 8:30 p.m. V. Bonham - 2n1 - J. Corlett. Unanimous. Next meeting - Tuesday, October 14, 1997 �"Etrt-:.I V E D A t� j.nj 16 PM l: 06 pproved 11/19/97 LANISINIG CITY CLERK PRINCIPAL SHOPPING DISTRICT Board of Directors October 14, 1997 Accident Fund Lower Level - 5:30 p.m. BOARD MEMBERS PRESENT: J. Corlett, S. Hrapkiewicz, G. Torielli, K. Stockwell, V. Bonham, P. Cook, C. VanDeKerkhove, G. Conarton BOARD MEMBERS ABSENT: STAFF PRESENT: Kelly Thompson, Janet Foehrenbach GUESTS PRESENT: Sara Gower, Nancy Achenbach, Off. Jeff Lewis, Off. Pat Wilson, Off. Tommy Wright, Jim Blair, Dave Berridge, Bob Herley, Donna Weir, Gretchen Cochran CALL TO ORDER: G. Torielli - 5:55 p.m. APPROVAL OF AGENDA - P. Cook, 2" -S. Hrapkiewicz. Unanimous. APPROVAL OF MINUTES - J. Corlett, 2"d -S. Hrapkiewicz. Unanimous. CHAIRPERSONS REPORT: G. Torielli indicated that she met with the Mayor and he reaffirmed his dedication to the PSD. He asked for suggestions of PSD issues that might be included in the State of the City address. The Mayor also indicated his support for the $32,500 contribution made by the City to the PSD in past years. Other issues include the budgeted amount for the PSD as related to the final City budget and was proposed for inclusion into the City budget. These two numbers do not match and we are still seeking resolution to the problem. The other is the maintenance contract and the areas of responsibility the PSD has vs. what other departments do. A meeting has been scheduled to discuss this and a report will be made at the next meeting. A meeting was also held with Eleanor Love of the Planning Dept. Discussion was made about: the role of the PSD in downtown beautification, the PSD's participation in development once the Master Plan is done, and the good relationship with the Planning Dept. There has also been discussion with the Personnel Department regarding the hiring of permanent staff. She is awaiting answers on that issue and will have a report next month. She is looking for items to bring up at the board meeting each month - items that can be part of the work plan. Discussion is being made about entering into a long term maintenance contract. That will be discussed at the next Board meeting. Security issues in the PSD is being discussed tonight. Posting such items for discussion in the PSD & You monthly newsletter will start. PUBLIC COMMENTS: Gretchen Cochran from FestEve was at the Board Meeting to discuss FestEve and is seeking a contribution from the PSD Board of $2000.00. She outlined the philosophy of the event, it's goals and new venues for this year. Jim Blair discussed security issues in his area of the PSD ( Kalamazoo and Cedar), looking for some assistance in getting the Capitol Loop effort restarted (P. Cook indicated that the agency responsible for that currently had no director due to early retirement but that the issue was being resolved. He asked additional questions about the Master Plan (overview since he was unable to attend the first meeting) , looking for assistance with streetscape, signage, and the possibility of a pedestrian bridge to link the areas together (Washington Square and Cedar/Larch Area). TREASURER'S REPORT: P. Cook indicated that work is still being done on the FY 96/97 final statement. There is still some issues with the numbers from PSD staff and the City. These include income areas such as the $32,500, interest payments and grant dollars. No payroll was posted in May of 1997 so a figure of $11,328 still has to be added into the statement. There are still numbers to which an explanation is needed including 501(c)3 and misc. credits taken and/or given. Still it is believed that we are right on target with still having about $11,000.00 left to put toward the Master Plan. EXECUTIVE DIRECTOR'S REPORT: Kelly Thompson provided the Board with a break down of the budget in terms of what is still available for the rest of the year. Listed out were expenses that will occur (office, phone, salaries, etc) and those expenses that could become part of the marketing budget for such things as holiday promotion, pocket guide, etc. An overview was also given regarding the upcoming maintenance meeting in which Parks & Rec, LEPFA, Public Service and Four Seasons will attend. This meeting will outline, on a map, the areas of responsibility (color coded). MONTHLY TOPIC: Maintenance & Security-The Lansing Police Department attended the Board Meeting to discuss the issue of safety. Areas of concern included pan handling & prostitution in certain areas of the PSD including the river trail, Cedar/Larch area, Museum Drive area among others. Police indicated that it is a problem that moves around and they constantly work at relieving the area of the problem. It takes good cooperation from the community to let the police know where the problems are. Additional areas discussed include vandalism, lack of lighting within certain areas of the PSD (including the riverwalk area, and museum district). Lights in the Museum area have since been corrected by the Board of Water & Light with stronger bulbs being placed there. Other topics included the need for new bike signs on Washington Square and the need to reinforce the skateboarding ordinance. The police hotline was brought up as an effective tool for contacting the police. Suggestions made in a round table forum included additional hired personnel on Washington Square since the police only have so much budget to work with and personnel are assigned based on it. Jim Blair asked if they police still use the community cards that list contact numbers for businesses. They have not been updated in while due to manpower cut backs and entering them into the system. Once again it was emphasized that communication is the key to making sure the area is well protected. The PSD &You newsletter will list the police assigned to different areas of the PSD. The issue of maintenance was discussed . It was brought up the at the kick-off meeting for the Master Plan, that downtown is very clean and that was regarded as a benefit. The man- hours by Four Seasons has been modified and mechanical sweeping put in it's place. How is that working? The consensus was that it was effective. Other comments included the fact that Four Seasons is very visible when doing their job. A discussion was made about the inclusion of Old Town in the maintenance contract. Would the "B" district be willing to pay more for this service? Continuing problems and how to deal with including cigarette butts, additional trash cans, etc. BOARD COMMENTS: Liked the forum of discussing a new topic at each meeting. The next meeting will include many important topics such as, by-laws, employment contracts, maintenance contracts and the pocket guide. ACTION ITEMS: The Great Halloween Caper ($2000.00) was moved by P. Cook - 2"d G. Conarton. Unanimous. Additional discussion made about a haunted house or other day time activities. G. Conarton indicated that it may not help the business on the particular night but it is good for the overall image of Downtown. One month extension (November) for Four Seasons to cover the last of the contract changes before the final contract is signed in November. $22,000.00 cap for November. P. Cook moved. C. VanDeKerkhove 2"d Unanimous. Motion to adjourn at 7:50 p.m. G. Conarton - 2"d - J. Corlett. Unanimous. Respectfully Submitted by: Che anDeKerkhove, Secretary Date: / — /7- 9 S ►Approved 12/9/97 PRINCIPAL SUPING DISTRICT C.EIVE�� Board of Directors `f A ' 1 'h 1: 07 November 19, 1997 LANSII°G CITY C&Xident Fund Lower Level - 5:30 p.m. BOARD MEMBERS PRESENT: S. Hrapkiewicz, G. Torielli, K. Stockwell, V. Bonham, P. Cook, C. VanDeKerkhove, G. Conarton BOARD MEMBERS ABSENT: J. Corlett STAFF PRESENT: Kelly Thompson, Janet Foehrenbach GUESTS PRESENT: Bob Herley, Donna Weir, Shannon Duvall, David Hayhow, Robert Fish, Mary Roszel CALL TO ORDER: G. Torielli - 5:40 p.m. APPROVAL OF AGENDA-V. Bonham, 2"d -K. Stockwell. Unanimous. Additions made include the Pocket Guide and Car/Capital-Oldsmobile. APPROVAL OF MINUTES - P. Cook, 2nd -G. Conarton. Unanimous. PUBLIC COMMENTS: Shannon Duvall from Mummaw Creative spoke about the upcoming flower show and is seeking a mini-grant. She would like to explore other options with regards to advertising the event along with the PSD. CHAIRPERSONS REPORT: G. Torielli deferred comments until later when agenda items would be taken up. TREASURER'S REPORT: P. Cook gave the Board the final numbers for FY 96/97. The PSD ended the year with $10,948.00. More money was realized from Car/Capital than had been budgeted and that is reflected in the final statement. Other notes: Less money received from permitting fees and mail use and more from interest. A copy of the City Audit was included in the Board packet as well. It was pointed out that City staff did not contact the Board or PSD Staff when the audit was being prepared. Motion to accept the audit- P. Cook- 2"d K. Stockwell. Unanimous. Monthly statements for July and August were also included. Car/Capital-Oldsmobile expenditures will be shown on a separate statement. Staff was thanked by P. Cook for the amount of time spent on the financials. Budget numbers will be changed to reflect the new numbers that are now being included in the budget. (Car/Capital and Brick Program) A new budget will be presented at the December meeting and voted on. Car/Capital issue was then brought up by David Hayhow, Chair of the Community Committee for the Oldsmobile Centennial Celebration. The remaining money will be transfer to the R.E. Olds Museum who will be doing the event for 1998. This account was kept separate of the PSD budget and should not effect it in any way. Bridget McGovern (PSD Intern) was to have half of her salary, up to $2000.00, paid for by the PSD. The remaining money would be taken out of the Community fund for the other half of the s`pry. No PSD staff time would be r * nbursed. David Hayhow pointed out that this eve,.( showed a cooperation between departments within the City and that more partnerships should be formed for future events. EXECUTIVE DIRECTOR'S REPORT: Pocket Guide approved for $4200.00. Moved by C. VanDeKerkhove - 2"d V. Bonham - Unanimous. Out of pocket expenses were brought up by staff. Staff has been paying for items over the past year which has not been fully reimbursed due to the city being tax exempt. Motion that the Board understands that staff can use City Petty Cash Checks for up to $100 - C. VanDeKerkhove - 2"d - P. Cook. Unanimous. MONTHLY TOPIC: Internal Issues. G. Torielli provided an outline that included: Setting regular dates for meetings, elections of officers, submission of annual report, submission of budget, submission of annual audit, recommendation of vending licenses to Mayor, adoption of by-laws and recommended changes to vending licenses. Proposed schedule of Action: Dec. Adopt annual meeting schedule, Jan. Adopt budget, Feb. Selection of new Exec. Director, Mar. Adopt mini grant guidelines, Jul. Election of officers. Issues to discuss: Length of Maintenance contract, length of new personnel contracts, additional staffing including paid interns in next budget, Moving the PSD office, written reports on staff time each month including number of hours spent on each project, frequency of PSD Board meetings, new Board committees and Advisory committees ACTION ITEMS: Adoption of by-laws. Moved by V. Bonham - 2"d S. Hrapkiewicz. Unanimous. Still seeking some clarification on the purpose of the Board and duties of Board members. Staff will move those to City attorney for the requested changes. Extension of current staff contracts. Kelly Thompson until March 31, 1998 and Janet Foehrenbach until May 1998. Moved by P. Cook-2"d V. Bonham - Unanimous. Approval of maintenance Contract. 1st year - $225,950, 2"d year $237,248 and 3' year $250,000. Motion to approve the contract subject to any revisions that G. Torielli or C. VanDeKerkhove may have after review and the amount proposed that will not exceed those given to the Board. Moved by S. Hrapkiewicz - 2"d P. Cook . Unanimous. Motion to approve current officers until July 1998. Moved by V. Bonham - 2"d G. Conarton . Unanimous. G. Torielli, Chair, J. Corlett, Vice Chair, P. Cook, Treasurer, C. VanDeKerkhove, Secretary. Motion to approve $500 mini grant to FestEve G. Torielli - 2nd V. Bonham. Unanimous. Motion to approve $2100 on a consultant to hire new staff. C. VanDeKerkhove - 2"d S. Hrapkiewicz. Unanimous. The Personnel Committee will be P. Cook Chair, V. Bonham, S. Hrapkiewicz, G. Conarton, and Jan Hayhow will be asked to sit on it as well. Motion to adjourn at 9:00 p.m. C VanDeKerkhove - 2nd - S. Hrapkiewicz. Unanimous. Respectfully Submitted by: Cheryl V6hDeKerkhove, Secretary Date: /—/3 - 'ye � , ^ PRINCIPAL SUPING DISTRICT approved 1/13/98 C'._I Vt D Board of Directors 07 December 9, 1997 LAINISIjIG CITY CLEFAccident Fund Lower Level - 6:00 p.m. BOARD MEMBERS PRESENT: S. Hrapkiewicz, G. Torielli, K. Stockwell, V. Bonham, P. Cook, G. Conarton, J. Corlett BOARD MEMBERS ABSENT: C. VanDeKerkhove STAFF PRESENT: Kelly Thompson, Janet Foehrenbach GUESTS PRESENT: Michael McFall, Ernie St. Pierre Stephanie Whitbeck, David T. Hayhow, Mayor David Hollister, Nancy Achenbach, Roberta Albert CALL TO ORDER: G. Torielli - 6:15 p.m. APPROVAL OF AGENDA- P. Cook, 2"d-J. Corlett, Unanimous. Additions made include the Pocket Guide and Car/Capital-Oldsmobile. APPROVAL OF MINUTES - P. Cook, 2"d -K Stockwell. Unanimous. PUBLIC COMMENTS: None CHAIRPERSONS REPORT: None TREASURER'S REPORT: P. Cook gave the Board the September statements. Car/Capital expenses remain on a separate statement. Additional months are still being reconciled. EXECUTIVE DIRECTOR'S REPORT: Pocket Guide is still being worked on and will go to Blue Pencil for final layout. It will printed by the end of January 1998. The annual report is being worked on as well. A final draft will be completed in time for the next Board Meeting. Time sheets for staff were given out. Holiday campaign is well under way. Final cost of the campaign will be approximately $7,300.00. MONTHLY TOPIC: Mayor David Hollister was the guest. He made several comments in support of the PSD. - Success of events of like Silver Bells in the City and Fright Night. These events bring attention to Downtown. - The State of City Address is coming up. Top issue will be General Motors and the importance of keeping them in Lansing. - Suggestions r -ode for the PSD to use in the fut• They include thinking creatively, more use o, ,,/Iichigan State University, more speu..al events for the area, look to other cities as a role model, utilize the river, more people living on second floors of Downtown, seeking new gap financing that will assist businesses with making second floor housing possible and affordable and congressional help -The Mayor indicated that there was nothing at this point that he would not consider for Downtown. The Board of Water & Light is currently cleaning Ottawa Street Power Station up and a proposal should be coming soon - another big project for Downtown. - Special events play a key role. The possible creation of a third person in the PSD office to do special events with the help of other entities in the area such as the City of Lansing, GLC&VB, LEPFA and the Chamber of Commerce. All these groups could help contribute to pay for the person. Roles should be separated on special events to identify what groups will do what special event and then put it into an overall "master" plan. -Mayor is willing to put these ideas into the State of the City address at the end of January. - Facade Improvement in the PSD. K. Stockwell willing to chair a committee. Speak to banks about financing options. - The Grand River plays a important role for Downtown. Look for new way to use it with special events. -A new performing arts center feasibility study is being done. The Mayor is hoping for this to be Downtown. Other Comments by guests and Board Members- - Attracting more people Downtown by using the existing businesses as a draw. - A better use of the ethic community - "taste of" events - Look for what can and will attract more people Downtown. - Additional funding sources - more assessment? Other outside sources such as grants and federal funding. - Michigan Festival in Downtown Lansing? - The Mayor would like to see a plan put together for the special events person and then present it to potential partners. - A list of what the Mayor could include in the State of the City address should be put together. - Involve the State of Michigan workers more. - The PSD needs good staff and more money to accomplish goals. - Look to the Master Plan to help accomplish goals. A final list of what people would like to see happen in Downtown included (in order) 1) Speci,-' Events 2) Physic— Improvements (facades) 3) Business Recruitment There should be a measurement guide put into place to make sure that results can be shown. ACTION ITEMS: None. OTHER BUSINESS: Staff will rework the current budget to reflect options for the money that is left in FY 97/98. Those will be available at the next Board Meeting. Personnel Search continues. Two firms were interviewed. Both have good qualifications but also strengths and weaknesses. Charles Beckett has given a final figure of$3500.00 for his services. This exceeds the amount approved. If used, an option might be to pay$2100.00 this year and make the additional payment out of FY 98/99. Discussions will continue. The sub-committee will meet again before the next Board Meeting. Motion to adjourn at 8:40 p.m. V. Bonham - 2" - S. Hrapkiewicz. Unanimous. Respectfully Submitted by: Chery anDeKerkhove, Secretary Date: /—/3 - 9U