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Home My WebLink About1998 PSD Meeting MinutesPSD .-:.._ 7 1r:5 CLER�t Board Mei` jQ11Y Principal Shopping District APPROVED Minutes January 13, 1998 BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, C. VanDeKerkhove, P. Cook, G. Conarton, J. Corlett BOARD MEMBERS ABSENT: S. Hrapkiewicz, V. Bonham STAFF PRESENT: Kelly Thompson, Janet Foehrenbach GUESTS PRESENT: R. Erik Reickel, Dave Berridge, Michael Meyers, Peter Sullivan, Lisa Carey CALL TO ORDER: G. Torielli - 6:05 pm APPROVAL OF AGENDA: P. Cook, 2" J. Corlett, Unanimous APPROVAL OF MINUTES: P. Cook, 2"a K. Stockwell. Charles Blockett's name needs to be spelled correctly. Unanimous. PUBLIC COMMENT: None CHAIRPERSON'S REPORT: Discussion of a letter from Tom Galyon at the Greater Lansing Convention and Visitors Bureau regarding the duties of Mary Blood. A letter was drafted to initiate conversation about a special events person being hired out of the PSD office who will be financially supported by LEPFA, CVB, PSD and the City of Lansing. This needs to be explored quickly because everyone is drafting their budget for the upcoming fiscal year. TREASURER'S REPORT: P. Cook gave the Board three monthly statements. We finally match with the city's books. Assessment income numbers reflect what was collected to date (July 1 - Decmeber 31). The city has encumbered the $30,000 for the master plan contribution. To date only $1,650 has been deducted. Staff and P. Cook will consult with the city regarding a monthly payment plan. Michigan Pride check for the mini -grant has still not been received. The city's books show the check was cut and sent. C. VanDeKerkhove and staff will look into this problem. The financial statements need to be changed to reflect actual assessment numbers and the general fund transfer deduction. Staff and P. Cook will provide for the next meeting. Lansing 2000 is looking for a project and has some money to spend. Motion to draft a letter to Lansing 2000 to request some financial help with the PSD's $30,000 commitment for the master plan in the tune of $10,000 - C. VanDeKerkhove, 2nd G. Torielli, Unanimous. Hand-outs for the assessment numbers for the new budgets were passed out to show various options for an increase in the assessment to cover the increase in maintenance contract for the next two years and an increase in the marketing budget. Assessment increased must be lobbied: PSD&You newsletter - publicize the annual report, new assessment numbers and new budget numbers. Website - offer a monthly questionnaire to respond to regarding their feelings on progress and an increase in the assessment. Put Contact Names in the newsletter for feedback options. Planning is essential for being visible. Suggestion to get the merchants to help in the special event planning. This could be a good way for the PSD to be visible. Make an increase after the PSD has been noticed. K. Stockwell felt the increase should be as little as possible. Only to cover the maintenance contract and the events person. PUBLIC COMMENTS ON PSD RATE INCREASE AND EVALUATION. Comments were made regarding how we market the assessment increase - list of accomplishments and what the PSD does in the assessment bills. Education of people is important. A monthly forum for participation should be reconvened (1s1 Tuesday of each month at Dancing Goat). Propose the new assessment increase in the next month's PSD & You. The board must start getting out in the community and backing the increase and talk to people for evaluation of PSD Board and Staff. The government passed the PSD knowing that it was grossly under budget just to get the ball rolling. If a raise in assessment is needed then do it. Be sure to tell people what the board wants to do with the money and how much it will cost to do it. You must think a couple of years in advance. HIRING COMMITTEE: Charles Blockett's contract needs to be discussed. The contract outlines the specific duties, terms of the contract, payments to the consultant ($2100 this fiscal year and $1400 next fiscal year). Charles Blockett wanted to the city to guarantee payment if the PSD loses funding for next year. This will be removed. Additional expenses is a concern. The contract will read the expenses must be approved by the committee prior to spending. Lansing State Journal, Detroit News and more than 200 Economic Development organizations ran an advertisement. Advertisements cost approximately $550. EDC staff has been offered to help with mailing, faxing, and copying. P. Cook will provide revised contract at the next meeting. EVENTS COORDINATOR POSITION: Discussion with LEPFA. What well they get for funding this position? Events that LEPFA and PSD can do to compliment their facilities, attracting more people to Michigan Avenue area. Board members and LEPFA will meet again to negotiate. There must be measurement guidelines for what has been accomplished. Events should include the mobility of Concerts on the Mall. ACTION ITEMS: Approve the amended Personnel Services contract - P. Cook, 2nd J. Corlett, Unanimous. Approve the vending procedures to be forwarded to the Mayor's office - verification for stadium sites with LEPFA, clarification of the outdoor exhibition category is needed. J. Corlett, 2nd G. Conarton, Unanimous. Approval of the annual report with changes suggested on the hard copies given back to Kelly Thompson. P. Cook, 2nd C. VanDeKerkhove, Unanimous. Approval of the Schedule of 1998 Board Meetings. P. Cook, 2nd C. VanDeKerkhove, Unanimous Vacation day for Kelly on Friday - no objections Motion to adjourr�Aay&40 pm. G. Conarton, 2nd C. VanDeKerkhove, Unanimous. Respectfully su�otted by: M. Tortelli, A/ Date RECEIVED psdFEB 17 PM 5:02 Minutes LANSING CITY CLERK Board Meeting Principal Shopping District January 27, 1998 BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, J. Corlett BOARD MEMBERS ABSENT: V. Bonham, C. VanDeKerkhove STAFF PRESENT: Janet Foehrenbach GUESTS PRESENT: Sue Wagner LOCATION Accident Fund, 232 S. Capitol Ave. Lansing CALL TO ORDER: G. Torielli - 6:05 p.m. APPROVAL OF AGENDA - G. Conarton, 2"d - S. Hrapkiewicz, No minutes provided for January 13, hiring committee report moved to the end of agenda. Remove reference to C. VanDerkhove as she was not present at meeting. Unanimous. CHAIRPERSONS REPORT: G. Torielli had a conversation with Mayor Hollister. Tom Galyon and Peter Sullivan are willing to co -fund a position for an events person. The proposed salary for this position is $40-$45,000 per year (included parking and fringes). Action: G. Torielli will meet with Liza Estlund-Olson, Peter Sullivan and Tom Galyon to discuss logistics; will also meet with Sharon Radtke, the events person for E. Lansing. A letter from the PSD was sent to Lansing 2000 requesting financial assistance for the master plan. It will be on their agenda at the February 10 meeting. The Mayor recognized the PSD in his "State of the City" address. TREASURER'S REPORT: G. Torielli and staff presented the revised 1997-98 budget to reflect realistic expenditures for the remainder of the year. Items included the PSD has not been charged for the audit and $3,000 will be transferred from Car/Capital account to the personal services for Bridaet McGovern's salary last summer. Motion to accept new budaet. K. Stockwell - 2nd S. Hrapkiewicz. Unanimous Treasurer's Report (cont). 1998-1999 draft budget was presented. The assessment increase has been estimated as 2 cents in Downtown and 1 cent in Old Town. The budget includes salary for an events position, including amount granted by the CVB, LEPHA, and the City. K. Stockwell expressed concern that the assessments be fair and equitable and everyone to pay their share of the PSD's marketing budget. Action: The budget subcommittee will meet and provide a recommendation for a fair and equitable assessment at the next board meeting. EXECUTIVE DIRECTOR VACANCY. Kelly Thompson has resigned as Executive Director effective January 21. The board discussed how to fill the vacancy on an interim basis. Board and staff received a proposal from Sue Wagner prior to the meeting. G. Torielli recommended hiring Ms. Wagner to implement her proposal on an interim basis until a permanent director can be hired. Ms. Wagner is not applying for permanent position. Janet will continue to carry out the day-to-day responsibilities of the PSD. Motion to hire Sue Wagner as Interim Director from February 2 - March 31, 1998, with, an option to extend, if necessary. P. Cook - 2"d J. Corlett, unanimous WORK PLAN: The Board were pleased to receive a comprehensive work plan and recognized that there is a lot of work to do. K. Stockwell will chair the Physical Improvements committee and set an agenda. S. Wagner's proposal included preparing a concept paper for additional summer events with "Summer in the City" theme. K. Stockwell suggested to contact ethnic organizations to move their existing activities to Downtown. Master Plan meetings should be summarized for the board. Action: Staff will prioritize and add deadlines to the work plan for February meetin . HIRING COMMITTEE FOR EXECUTIVE DIRECTOR New contract for Charles Blockett was distributed by P. Cook. The amended contract was presented including removal of fiduciary responsibility for the city, and the committee must approve all out-of-pocket expenses. EDC has covered the mailing, faxing and other costs for the PSD. Mr. Blockett has 25 applicants thus far. P. Cook suggested that the board wanted to do some of the interviewing after the applicants have been narrowed down to approximately 5 people. A survey by Charles Blockett was distributed to community leaders, organizations and businesses to discuss Executive Director responsibilities and characteristics. Motion to approve the contract for Mr. Blockett. P. Cook - 2nd S. Hra kiewicz OTHER BUSINESS Merchants meeting will be held February 3rd at 8 am at the Dancing Goat - "communication and socialization". Action: Monthly meetings with merchants will be held at the Dancing Goat on the first Tuesday of each month at 8 a.m. lAction: P. Cook gave Janet copy of letter from PRIDE to follow-up their request. (Action: Board agreed to formalize evaluation process for staff. Motion to Adjourn at 7:25 pm - J. Corlett - 2nd G. Conarton, unanimous Respectfully ina Torielli, Chairperson -71 Date: % Amended 2/13/98 SW/JF . ..., r �, c, F, ! �_ ! " - I`, Pd S LASING CITY CLERK Board Meeting AFFOOVED Minutes February 10, 1998 Principal Shopping District BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, P. Cook, G. Conarton, J. Corlett, V. Bonham, C. VanDeKerkhove BOARD MEMBERS ABSENT: S. Hrapkiewicz STAFF PRESENT: Janet Foehrenbach, Sue Wagner GUESTS PRESENT: Mary Blood -Greater Lansing CVB, Sue Mills -Center for the Arts, Lisa Carey -Old Town, and Steven Hayward -City of Lansing LOCATION: Accident Fund, 232 S. Capitol Ave. Lansing CALL TO ORDER: G. Torielli - 6:00 p.m. APPROVAL OF AGENDA - P. Cook, 2nd - G. Conarton, Amend the agenda to move the Light The City, Be A Tourist In Your Own Town to the beginning of the agenda and include as new business, banner activity, support letter for Tom Donal's new business in Old Town and rescheduling the March Meeting. Unanimous. APPROVAL OF MINUTES OF JANUARY 13, 1998 - J. Corlett, 2nd - P. Cook, Unanimous APPROVAL OF MINUTES OF JANUARY 27, 1998 - P. Cook, 2nd - G. Conarton, Unanimous SPECIAL GUEST to DISCUSS the MASTER PLAN STEVEN HAYWARD, DEPT. OF PLANNING & NEIGHBORHOOD DEVELOPMENT Mr. Hayward gave a brief description of the progress of the Master Plan. Three consultants have been selected. They are McKenna & Associates, HNTB and the Green Group. There were two town meetings to receive public input at the Lansing Center & in E. Lansing. The general image of Lansing was good, the image of Downtown and local newspaper needs improvement. There was a series of stakeholder interviews with those with a vested interest in the PSD. The next meeting will be on February 19th at 10 am at the Chamber of Commerce. Upcoming meetings will focus on Urban Design portion (land use options) and utilizing the entertainment district as a bridge to the Downtown, which they have named the "Capital District". The consultants believe Old Town is capable of becoming a destination on its own. One of the concerns expressed in the interviews with stakeholders is that Washington Square area is not benefitting from business to the entertainment district. A Town Meeting is to be televised on Channel 28 with a phone bank for comments and questions. The goal is for the recommendations for Master Plan is to be completed by April and to be presented to the City Council in June. The plan will make recommendations for business recruitment for the PSD including site location, clustering, first floor usage, and the possibility of opening the N. Washington pedestrian mall and converting one-way streets to two-way streets. Action: Ms. Wagner will begin attending the meetings to represent the PSD CHAIRPERSON'S REPORT: There has been a lot of interest in Summer In The City. There have been several merchant and community volunteers who wish to serve on the Advisory Committee. Staff will schedule a meeting in March. G. Conarton volunteered to serve on the Advisory Committee and S. Hrapkiewicz will be asked to serve. The first Summer In The City will kick-off at the Be A Tourist In Your Own Town on May 30. G. Torielli spoke about appointing a Physical Improvement Committee and the need for consistent look and attractive districts. Ms. Torielli will work with K. Stockwell to recruit bankers and developers to this committee. This should be a group who can help raise money for these projects. The group will discuss "Century Row", Washington Square, murals, facades, and set priorities for improvements. Lansing 2000 has generously donated $10,000 to assist with the payment of the PSD share of the Master Plan funding. G. Torielli made the presentation for the grant request at this afternoon's meeting. MERCHANTS' MEETING: The first "new" merchants meeting was at the Dancing Goat last Tuesday, February 3. Two people attended. The main topic of concern was parking and the image problem parking downtown creates. J.Corlett attended the last Downtown Neighborhood Association meeting. They are discussing restoration of the park & playground at Ferris Park and changing one-way streets. J.Corlett discussed the idea of cleaning up the alley where the Dancing Goat and several other businesses are located because of its prominent view from Grand Avenue. Ms. Corlett proposed the idea of customer seating outside, but the other businesses rejected the entire proposal. J. Corlett will talk to the landlords of these buildings to se if something can be done. Action: Monthly merchants meetings will occur on the first Tuesday of the month at 8 a.m. at the Dancing Goat and facilitated by J. Corlett. HIRING COMMITTEE: Charles Blockett is receiving the questionnaires back from merchants regarding what they want in a new PSD director. Resumes were accepted until 4:30 pm today. There are 5-8 strong candidates. The committee will begin interviewing very soon. ACTION ITEMS Light the City: : Mary Blood and Sue Mills attended the meeting to discuss plans for Light the City. The provided the details and request the PSD to: 1) pay for the electricity of the lights on the 100, 200, and 300 blocks of Washington Square, 2)maintain the rooftop lights, and 3)care for the light pole wreaths. It is estimated the above would cost approximately the same amount as the PSD contributed last year ($5,000). Electricity is shut off January 15. Cost for lights that remain lighted are assumed by the building owners. Wreaths were cleaned by volunteers and M. Blood will give names of volunteers to the PSD, if it decides to take on this responsibility. Garland on the crescents will be repaired by Mummaw Creative. Action: The Board will place the maintenance contract for Light the City as an item on a future agenda for further discussion and a decision. Be A Tourist In Your Own Town will be on May 30, 1998. Last year, the PSD did not spend much money on the event because Sidewalk Sales and the Sesquicentennial activities were happening on the same day. No other activities are scheduled this year. J. Foehrenbach distributed a list of suggestions for activities, including the idea of launching "Summer in the City" at this event. Motion to approve expenditures of up to $1,000 to fund this year's Downtown activities for "Be A Tourist In Your Own Town" under the "Summer In The City" theme. C. VanDeKerkhove 2nd G. Conarton, unanimous. RE Olds Transportation Museum requested a letter of support regarding the event series called REO Fridays. Every Friday evening in the summer, the car enthusiasts gather at the museum for some old fashioned fun. Then they go cruisin' in their hot rods around Downtown. Motion to approve sending the letter to support the REO Fridays event series. P. Cook 2nd V. Bonham, unanimous. New Bar in Old Town: Tom Donal has applied for a transferable liquor license in Old Town inside the PSD boundaries. The North Lansing Community Association is opposing the project because it is concerned about the noise level, the traffic and that alcohol is being served. According to Lisa Carey from Old Town those opposing the project do not live in the vicinity of the location of the proposed bar. The bar would be located at the corner of Clinton and Center, 3000 square feet large, and will hire 10 new employees. Proposed hours of operation are Thursday - Saturday, 5 p.m. - 2 a.m., Sunday 5 p.m. - midnight. It meets all City requirements and is supported by Main Street Board. Kevin McKinney, representing Tom Donal, called and requested the PSD support this new business. Action: Motion to support to new bar in Old Town as proposed by Kevin McKinny for his client Tom Donal. C. VanDeKerkhove 2nd G. Conarton, six in favor, K. Stockwell opposed. ASSESSMENT: Two different versions of proposed assessment increase were presented. The first will generate $491,000 in assessments, and the second would generate $451,000. Respectively, raising the assessment 31.5% and 21% in Downtown and 5% and 1 % in Old Town. The 31.5% would support to ideal budget for 1998-1999, including dollars for physical improvements, a two year increase in the maintenance contract and the events coordinator funding. Assumptions: C District will not have an assessment increase because 100% of the assessment is used for the general fund. A & B Districts both receive a significant portion of the assessment back in the way of the maintenance contract and the Main Street Program, respectively. The portion of the assessment returned to each district should be the same percentage of the total assessment. The Board needs to discuss the assessment increase with the shareholders of the PSD. The increase should be marketed as an increase in marketing and promotional budgets. A cost/benefit fact sheet will be distributed for the Board 's reference. Action: Staff prepare a proposed assessment of not greater than 25% for board review next board meeting. DIRECTOR/PROJECT COORDINATOR REPORT: Binders will be distributed to help organize the board information. The work plan has been set with deadlines, as requested by the Board. The board needs to evaluate committees and boards on which the staff serve. It would be helpful for the Board to set priorities on which boards and committee staff time should be spent. Position Descriptions for an intern have been sent to Davenport, LCC, MSU, and Black Family and Child Institute. The Annual report is completed and approximately 20 have been requested. The pocket guide is underway. It should be completed in March. NEW BUSINESS: P. Cook received a call regarding hanging banners on the light poles. Staff commented that the city indicated that they would rather handle the hanging because permits are needed to close a lane of the street, the Board of Water of Light owns the poles, etc. The Mayor's office is under the assumption that banner hanging is a responsibility of the PSD. Action: Staff will conduct further research on this issue and report back to the Board with recommendations. NEXT BOARD MEETINGS: The will be a special meeting held on March 3 on the budget; and the regular meeting will be held on March 19 focusing on Personnel. Both meetings will be at the Accident Fund Company at 6 pm. Motion: to adjourn 8:45 pm. G. Conarton 2nd J. Corlett, unanimous Respectful IyIAub y: Scspeta-r-y ,=ar"cl"% , 4-' pe4soAl Date: APPROVED pS d LANSING CITY CLERK Minutes Board Meeting March 3, 1998 Principal Shopping District BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, J. Corlett, V. Bonham BOARD MEMBERS ABSENT: C. VanDeKerkhove STAFF PRESENT: Janet Foehrenbach, Sue Wagner GUESTS PRESENT: Jim Blair, H.A. Welch LOCATION Accident Fund, 232 S. Capitol Ave. Lansing CALL TO ORDER: G. Torielli - 6:00 p.m. APPROVAL OF AGENDA: G. Conarton, 2"d - S. Hrapkiewicz, Amend the agenda to reflect that FY 1997-98 Budget will be addressed as first item on the agenda and a report regarding the Merchants Meeting held 3/3 was also added. Unanimous. FY 1997-1998 Budget Report: G. Torielli provided a brief overview of the YTD expenditures in the PSD Marketing, Public Relations and Special Events line items of the budget. Interim Director Ms. Wagner reported the FY 97-98 budget is overspent by $9,500 due to unauthorized spending by the previous executive director for cooperative advertising (overspent by 50%), special events (overspent by 24%, and past due bills by 60-120 days (approximately 50% of all bills in the file). She proposed the following recommendations to pay the outstanding debt and balance the budget: The PSD should not pay or be charged for the following for the following bills: Riverfest $ 941.10 Requested Riverfest pay this bill 4 1 of July & Apple Pie $1237.72 Parks & Rec. Should pay this bill for artwork for 1 billboards as the PSD made other contributions Sponsorship of Golf Tee $ 200.00 Per T. Galyon, PSD will not be charged as it was an unauthorized expenditure. Total: $2378.00 To pay the remaining balance of $7129: Account Amount To Account 7007 Defer PSD payment of Master Plan $5000.00 7003 7006 Transfer balance for mini -grants $1000.00 7001 1001 Transfer balance for interns $1500.00 7003 5000 Transfer balance for training/conf. $ 500.00 7003 Total $8000.00 Balance $871.00 In Account 7003 Action: Motion to accept the recommendations to pay debts and balance the FY 1997-98 budget. V. Bonham 2" G. Conarton, unanimous. Chairperson's Budget Overview: G. Torielli reviewed the goals and objectives for the PSD for the next fiscal year. These goals included attracting people to the businesses in the PSD, business recruitment and retention, physical improvements in the PSD, and create a cohesive appearance in the business districts. Ms. Torielli indicated the proposed assessment rates are a reflection of these goals. The new Executive Director will focus on business retention and recruitment, and physical improvements. A special events person is being proposed to be housed at the PSD and co -funded by the GLCVB, LEFPA, City and PSD to coordinate City events. In next year's proposed budget, there is approximately $10,000 for physical improvements. A Physical Improvements Committee will focus on setting priorities and attracting other sources of funding. Bankers and developers will be recruited to serve on the committee. The PSD's funds can serve as matching/seed money for these projects. G. Torielli noted that the maintenance contract cost has increased 20% in the past two years while the area being maintained has increased more than 80%. Four Seasons Landscape Services has a three year contract which is restricted to no more than a five percent increase each year between 1997-2000. The Cost/Benefit Analysis hand-outs were distributed regarding the proposed assessment increase. The Board is recommending an overall increase of 13%. This includes a maximum increase of 20% per building in Downtown and a 15% increase per building in Old Town. Due to the cap of $10,000 on the larger buildings Downtown, the total revenue from the assessment increase will be 13.26%. PUBLIC COMMENT H.A. Welch from Capital Fur Company- Heard about the proposed assessment increase at the merchants' meeting this morning and wants more information about it. He also shared his view of how the PSD is doing. 1) Maintenance Contract: He feels the maintenance contract isn't working. Every week H.A. calls Janet Foehrenbach at the PSD office to request the trash in the receptacles on Washington Square be emptied. Snow removal and de-icing is not successful. It needs to be done sooner and more thoroughly. NOTE: Trash pick up is City's responsibility. 2) Physical Appearance: The businesses Downtown are a hodgepodge. There is no uniformity of appearance and no clustering of similar businesses. The holiday lights on the buildings need to be turned off because they are not maintained. 3) Assessment: Mr. Welch would have rather had a larger assessment when the PSD was formed rather than having to increase the assessment after two years. He would not oppose an increase if the work is being done, but it is not occurring in the 400 block of Washington Ave. He does not believe special events help the merchants - only Silver Bells has an immediate impact. He also commented that some of the downtown businesses may be closing if business does not improve. He thinks the business climate downtown was much better 12 years ago. Action: Janet will correspond in writing with the city regarding the trash receptacles on Washington Square, especially in the 400 S. block. Jim Blair from Riverfront Business Center- He enjoys the monthly PSD newsletter. He recommends a committee be convened of the entire PSD, not just with Downtown merchants. He emphasized the importance of the Capitol Loop project and urged the PSD to be actively involved with this project. He also requested a copy of the Master Plan preliminary recommendations. Actions: 1) Merchants' Meeting will be expanded to include all businesses in the PSD. 2) Physical Improvements Committee will discuss the Capital Loop project. 3 Staff will send the Master Plan recommendations to Jim Blair. MERCHANTS MEETING REPORT: J. Corlett hosted the monthly merchants meeting at the Dancing Goat this morning. Approximately fifteen people attended. The principal comments from the meeting included: 1) Interest in the development of housing Downtown on 2" floors. Considerable concern was expressed about the "red tape" from the City as obstacles to conversion of these areas to lofts/apartments. There is a need for a Housing Coordinator to work with the City. 2) Most favored of converting one-way streets into two- way streets and 3) Support promoting Downtown as the Capitol District. Comment on proposed business development downtown re -enforced the notion of Downtown exists to service/support downtown workers. Action: Ms. Torielli will raise the issue of the problems with development of housing downtown in her and Ms. Wagner's meeting with Mr. Graves, the Mayor's new Chief -of - Staff on March 4. Hiring Committee Report: Patricia Cook, Chair of the Search Committee, reported 23 resumes were received for the position of Executive Director. Charles Blockett, the consultant, requested more information from five candidates. The committee scheduled interviews with four candidates, but two of them received higher financial offers from their existing employers. The committee interviewed the remaining two candidates for the position. Mr. Blockett is in the process of conducting background checks. The committee is not prepared to offer a final candidate for Board for consideration by the March 19th Board meeting. The committee recommends having the search process remain open and seek a larger pool of candidates. Action: The position of Executive Director will be promoted to MEDA again and the job position will be re -opened to accept more resumes. Candidates should forward resumes to Mr. Blockett. 1998 Special Assessment. A proposed special assessment is under consideration by the Board. In FY 98-99, the board proposes a 13.2% net increase throughout the PSD with a maximum of 20% per building in Downtown and 15% increase per building in Old Town. It is proposed that C District not receive an increase as 100% of its assessment funds PSD marketing and programs. V. Bonham asked for clarification about the 20% assessment for Old Town on the materials distributed to the Board. Ms. Foehrenbach noted it is an error and it should be a 15% not 20% assessment. Motion: To release the proposed assessment rate for FY 1998-99 to stakeholders for comment and input. P. Cook - 2 I J. Corlett, amended by V. Bonham, unanimous. Action: J. Foehrenbach will correct the assessment information and send a revised version to the Board for distribution. 1998-1999 BUDGET: The staff and budget committee presented a proposed FY 1998- 1999 budget to reflect the funding priorities if the proposed assessment passes. Motion: To release the proposed FY 1998-99 budget to stakeholders to demonstrates spending priorities, contingent upon the adoption of the new assessment by the City of Lansing. P. Cook, 2nd V. Bonham, unanimous. CO-OP MARKETING: Ms. Wagner conducted a program audit of the PSD Cooperative Marketing program. She knows of no other Co-op program where the matching entity pays the entire bill up front and has responsibility for collecting from the co-op partners. It is too time intensive to assume the administrative duties and it is the media outlet that benefits financially. By paying the cooperative advertising bill, the PSD is liable for unpaid bills. As a result, she made the following recommendations about how the PSD to better administer the Cooperative Marketing Programs in the future: ■ The PSD should not act as collection agent for coop ads and should only pay for its share of the advertising. The media should direct bill and collect from the merchants as it has the vested financial interest in selling the time/space. ■ The PSD should NOT pay for the advertising costs of the merchants up front. It is providing a great service and incentive to merchants by offering a 50/50 match. ■ The PSD Board, in conjunction with the new Executive Director, should evaluate the percentage of its budget spent on cooperative advertising, particularly when it benefits only a few merchants. ■ The Executive Director should work with the media to establish ways to track and evaluate all advertising, especially coop advertising. This should help establish which media is most cost-effective and providing a sound return on the PSD's investment. Motion: To accept recommendations to reorganize and administer the cooperative marketing programs at the PSD. G. Conarton 2nd S. Hrapkiewicz, unanimous. NEW BUSINESS: V. Bonham recommends staff develop a log of all complaints regarding the Maintenance Contract as covered by Four Seasons including the date, time, name, address and problem. Additionally, there should be a log of problems the PSD receives regarding trash collection and other responsibilities of the City of Lansing. S. Hrapkiewicz suggested surveying the merchants through the newsletter regarding Four Seasons' performance. Action: Effective immediately, J. Foehrenbach will develop a log and document maintenance complaints/concerns. Treasurer's Report: P. Cook discussed the January financial statement in the board packet. The paid bills are listed along with the balances in each account on the spreadsheet. A total of $258, 760.70 has been expended YTD. Ms. Torielli announced S. Hrapkiewicz will chair and host the Summer In The City event series this year. The first meeting is being scheduled with an Advisory Committee and will be held the week of March 16. Action: V. Bonham and G. Torielli will meeting with the Old Town Commercial Association be convened to discuss the assessment increase. The next PSD Board Meeting was originally proposed as a personnel meeting. Since the hiring committee is not be prepared to make a recommendation, the focus of the meeting on March 19 will be to discuss the assessment. Action: Staff will write a special newsletter to notify the shareholders of a public forum to for the Board to receive input on the proposed assessment before the meeting on March 19. Staff will organize the Public Forum for the board. Motion: to adjourn 8:07 pm. G. Conarton 2 d J. Corlett, unanimous Respectfully ina TorieIR, Chairpe Date. P D ��: 17 F111-1:25 S Board Med�CITY CLERK Principal Shopping District APPROVED Minutes April 14, 1998 BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, J. Corlett, V. Bonham BOARD MEMBERS ABSENT: C. VanDeKerkhove STAFF PRESENT: Sue Wagner, Janet Foehrenbach, John Kodeski GUESTS PRESENT: none CALL TO ORDER: G. Torielli - 6:10 pm APPROVAL OF AGENDA: The agenda has been changed since it went out in the board packets. Please be sure you have a revised version. J. Corlett, 2nd G. Conarton Unanimous APPROVAL OF MINUTES FOR MARCH 19: P. Cook, 2' J. Corlett. Minutes should be amended to include the wording that "Rite-Aid may be considering moving to a free standing building adjacent to Sparrow Hospital" under NEW BUSINESS. Unanimous. PUBLIC COMMENT: None CHAIRPERSON'S REPORT: G. Torielli provided a brief overview of the new Capitol District Improvements & Development Task Force. A packet of information has been put together and will go out in the mail tomorrow. Each participant will be asked to pick a sub -committee to serve on. Each subcommittee will be charged with coming up with ideas and plans for a short term (this summer) project, a mid-level project (6 months -1 year) and a long term project (more than one year) In the previous meetings, a budget was passed to allow $20,000 this year and $10,000 next year to be invested in the Master Plan. A letter was written to the Mayor requesting this action be taken. Unfortunately, the entire commitment for $30,000 for the master plan must be paid in full this fiscal year. The $10,000 extra we need to spend on the master plan this year will be deducted from the maintenance contract. Four Seasons has agreed to reduce the cost of the contract this year, in exchange for increasing the cost of the contract next year. Therefore, Four Seasons will get paid $10,000 less in this fiscal year and $10,000 more in the next fiscal year. City Council has requested our attendance at the Committee of the Whole meeting on Thursday, April 30 at 4 pm. Board members are encouraged to attend. P. Cook indicates that the purpose for this meeting is to review the 1998-99 budget. A packet will be put together to give the City Council Members on that date. FINANCIAL REPORT: January and February statements had a few discrepancies due to some late billing from the city for operational services, fringe benefits and taxes, and Board of Water and Light Bills. The changes are as follows: January: Postage & Copier amount was incorrect Board of Water and Light Bills February: Credit for fringe benefits that were overbilled Interest is negative because the city hasn't collected assessments to date so the PSD is borrowing city cash Revenue from Co -Op, Permits and Car/Capital is included - city is showing different amounts but that is a simple matter of a transfer between internal accounts. P. Cook has had conversations with the finance department indicating that the PSD would rather not collect interest if there is going to be a negative amount should the assessment be collected slower than it is spent. Also, a process will be set up to withdrawal money from PSD accounts. The only way to get money in and out of a PSD account it to 1.) Make a deposit with the finance department, 2.) Auto deductions for payroll, 3.)a check request with two officers' of the board signatures. The city doesn't condone this action and the controller was unaware that it was happening. P. Cook and Janet Foehrenbach will continue to work with the city. HIRING COMMITTEE: The hiring committee interviewed the final candidate for the Executive Director job opening at the PSD. The Candidate was one of the second round applicants generated from MEDA. The candidate has submitted an action plan, a resume and has been interviewed. The committee is prepared to offer him as a candidate to hire to the full board as soon as possible. This of course is contingent on the background check that Charles Blocckett is doing which will be done by next mid -week. The candidate comes from the Muskegon area. He is currently finishing his Master's degree from MSU in the field of Urban Planning and plans to continue on to a PhD. He has family ties in Lansing and would like to start as soon as possible. He has recently completed a facade initiative program and an economic development plan for an abandoned warehouse. The hiring committee would like to recommend that a special board meeting be scheduled next week to resent the candidate, interview him , discuss the position and the candidate viability and take a vote of the full board to hire this candidate as the new Executive Director. Action: The special board meeting is scheduled for Friday April 24 at noon at Howard & Howard Attorneys located at 222 S. Washington Square, Fifth Floor for the full board to meet and interview the candidate and consider the recommendation set forth by the hiring committee. MERCHANTS MEETING REPORT: J. Corlett hosted the monthly merchants meeting at the Dancing Goat on April 7. Approximately twelve people attended. The topic of this meeting was spring/summer events and promotions. The merchants agreed that events are important, but don't necessarily create business for them. There was talk of the need to evaluate the events or promotions and define our goals (community good vs. Money making). There wasn't any negative discussion of the proposed assessment. Generally, the merchants are happy with the PSD. Discussion of Summer In The City and Brown Bag Lunch was very positive, but recommended they be held on N. Washington Square, as they do not want to close the roads during the day on S. Washington Square. The businesses must think very creatively to market their businesses during the events. STAFF REPORTS: Summer In The City: The committee has had three meetings. The energy and enthusiasm is good. A summary of meetings have been distributed in the board packets. There will be a couple of entertainment venues on Washington Square with live performances and interactive events for children. April 22 is the next full Advisory Committee meeting which will decide on the recommendations put forth by the subcommittee. Pocket Guide is printed (12,500). A copy was given to everyone on the PSD mailing list along with the April PSD & You. There is a paragraph in the PSD & You regarding any businesses who want to included in future copies of the publications and a phone number to call for more copies. Secretary's Week Promotion: The promotion has been organized including approximately a dozen businesses. Janet went to all the office buildings in the downtown area and gave the flyers to secretaries (to give to their bosses) or hung on the wall by the elevator call buttons as well as the kiosks. List of events & promotions: Staff has produced a list of recommended events the PSD should be involved in by committee, by financial support or not involved at all. PSD event insurance has expired. Janet has made arrangements to continue coverage on Parthenon Park and for Be A Tourist In Your Own Town. Starting July 1, 1998, the PSD Board needs to make decisions regarding events that the PSD wants to underwrite so we can rewrite the policy with an accurate amount and type of events. Brown Bag Lunch: A summary sheet was distributed. The concerts will be every Friday from July 10 until August 28. The merchants agreed that it was a widely attended event when the radio station was involved in past years. The total cost for this program is $2400. The staff recommends spending up to $1000 for the cost of this event. There is a possibility of making these summer in the city events. K. Stockwell suggested that staff negotiate promotional value of funding the entire cost of the program (all eight concerts). Motion: to have staff research and negotiate the promotional value/benefit of funding the entire concert series or a portion thereof. G. Conarton, 2nd J. Corlett, Unanimous. NEW BUSINESS: Sue Wagner introduced the PSD's new intern, John Kodeski. John is attending LCC majoring in Human Resources. John has extensive retail background from sales to window dressing to management. He will be helping the PSD establish personnel policies (evaluation process, position descriptions, expectations, holiday/vacations days,etc.) Event planning, website updates and general office duties. Personnel Committee and the Board Chairperson recommends to the full board of directors that it extend Janet Foehrenbach's employment contract until June 30, 1998. Motion: to extend Janet Foehrenbach's employment contract until June 30, 1998. G. Conarton, 2nd I Corlett. Unanimous. K. Stockwell has begun the physical improvement work in Downtown Lansing. He is planning on renovating the second floor of the Stockwell properties in the 100 Block of S. Washington Square on the east side. The only obstacle he needs to overcome is the barrier -free variance for an elevator. The alternative is a shared elevator for the block. K. Stockwell will present plans at the next board meeting. Eleanor Love will be invited to give a Master Plan update and presentation on may 12 at 6:00 pm at the Accident Fund Company. Lansing Regional Chamber of Commerce has presented to its members a short list of issues of importance in the legislature and in City Hall. The PSD reauthorization of the assessment has the status "pending" in the Metrolink Newsletter. Also there was a survey given to all the Chamber members asking to list the issues (including the PSD Assessment) in number of importance. Motion to adjourn at 7:40 pm. G. Conarton, 2nd I Corlett, Unanimous. Respectfully subm�tted by; M. Tortelli, Date APPROWED P s d !7 2: 25 Minutes LNNSNG CITY CLERK Principal Shopping District Board Meeting March 19, 1998 BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, J. Corlett, C. VanDeKerkhove BOARD MEMBERS ABSENT: V. Bonham STAFF PRESENT: Janet Foehrenbach, Sue Wagner GUESTS PRESENT: None LOCATION Accident Fund, 232 S. Capitol Ave. Lansing CALL TO ORDER: G. Torielli - 6:00 p.m. APPROVAL OF AGENDA: A revised agenda was distributed and approved. K. Stockwell, 2" - P.Cook, Unanimous (G. Conarton absent). Public Comment: NONE FY 1998-1999 Proposed Assessment: Ms. Wagner distributed a summary of the Public Forum and public comment regarding the Special Assessment held on March 18 at the Center for the Arts. The PSD staff received one phone call against the assessment from the "C" district. The man did not know he was being assessed until he received the newsletter; One e-mail opposing the assessment because "the PSD had not solved parking problem in "A" District"; 17 people attended the Public Forum. Five people made comments: three were undecided and two supported the assessment to continue the work of the PSD. No one attending the Public Forum opposed the proposed special assessment: five people were in support of the assessment, 12 were undecided. Ms. Wagner placed follow-up phone calls to everyone who attended the Forum. Concerns/comments included the maintenance contract is too large a percentage of the overall budget (70%); need to increase the marketing budget; and the need to engage in more business retention/recruitment activities, including making physical improvements in business districts. Action: Motion to accept and recommend the assessment increase to the City of Lansing Assessors Office for acceptance by City Council. S. Hrapkiewicz, 2"d K. Stockwell, unanimous G. Conarton - absent). Action: Ms. Torielli and Ms. Wagner will communicate board action to the Mayor's office before forwarding the recommendation to the City Assessor. Per P. Cook's recommendation, staff will identify how City departments should be notified of the proposed assessment for inclusion in their FY 1998-99 budgets. 1998-1999 Budget: The budget was approved by the Board of Directors for circulation at the last meeting to demonstrate funding priorities for the proposed assessment. Public concerns included supporting increase of the marketing budget and the percentage of the budget dedicated to the maintenance budget. Additionally, the Board wishes to have the maximum flexibility regarding the negotiation of the new Executive Director's salary. P. Cook advised the budget can be amended next fiscal year should it become necessary. Staff received requests for a detailed budget for the maintenance contract during the public comment. A detailed Four Seasons budget should include number of employees, hourly wages, overhead, equipment costs, etc. Actions: Motion to accept the 1998-1999 Budget as proposed. P. Cook, 2 d C. VanDeKerkhove, unanimous (G. Conarton - absent). Staff will follow-up with Four Seasons and provide itemized budget of the maintenance contract and contact information for maintenance responsibilities in the newsletter. Light The City Contribution: Sue Mills and Mary Blood from the Light the City project made a presentation to the PSD Board in February requesting the PSD assume management and financial responsibility for the lighting maintenance contract. After careful consideration, Staff recommends the PSD contribute $5,000 to Light the City and not assume responsibility of the maintenance contract for this year. Janet Foehrenbach should also continue serving on the Light the City Planning Committee. Staff further recommended that the PSD reconsider managing the maintenance contract next year. The PSD Board commends the committee for the sponsorship package presented by committee and looks forward to receiving the benefits and recognition for its contribution. K. Stockwell indicated the PSD needs to assume responsibility for the maintenance contract in future years. Action: Motion to continue support of the Light the City project at $5,000 sponsorship level and to revisit PSD management of the maintenance contract for Light the City next year. C. VanDeKerkhove, 2nd P. Cook, unanimous G. Conarton - absent). Extension of Interim Executive Director's Contract: G. Torielli and S. Wagner negotiated the extension of Ms. Wagner's contract as Interim Executive Director through the month of April until a permanent director is hired. Ms. Wagner has agreed to work part- time on Tuesday, Wednesday and Thursdays during the month of April with no extensions. Action: Motion to extend Sue Wagner's contract at 3/5 time and at 3/5 pay during the month of April. C. VanDeKerkhove, 2 d P. Cook, unanimous (G. Conarton - absent). Approval of MINUTES: February 10, 1998 Minutes Action: Motion to approve February 10, 1998. P. Cook, 2"d S. Hrapkiewicz, unanimous (G. Conarton - absent). March 3, 1998 Minutes: Amend sentence on page 2 under the item of the Chairperson's Report to proposing a position of events coordinator, as the terms are not yet agreed upon. Action: Motion to approve March 3, 1998 minutes as amended. P. Cook, 2"d S. Hrapkiewicz, unanimous (G. Conarton - absent). Chairperson's Report: G. Toriellii and Ms. Wagner had a very productive meeting with Joe Graves, Jr., the Mayor's new Chief of Staff. He requested recommendations for board vacancies. To solve the problem of City departments withdrawing funds from PSD accounts without board approval, he recommended working with Bob Swanson to develop control procedures; for problems with trash collection, he suggested working with Michael Vaughby the Public Service Director. Board packets include a copy of the letter the PSD sent letter to Parks & Recreation regarding the problems regarding trash collection raised by Mr. Welch at the last board meeting. On the issue of second floor occupancy and issues merchants raised at the last Merchant Meeting regarding housing, Mr. Graves suggested meeting with Mr. Sykes. Ms. Wagner spoke to Mr. Sykes at the Public Forum about this issue, and D. Sykes has agreed to meet with Board first to outline the nature of the concerns and then with other developers to discuss ways that his staff can assist with removing barriers. P. Cook noted the EDC looked into buying elevators to share between blocks on S. Washington to comply with the Americans with Disabilities Act, but the second floor levels were too uneven. Cost for elevators is always a problem for developers. G. Torielli and Sue Wagner met with Tom Galyon-GLCVB, Peter Sullivan and Michael Meyers-LEPFA Liza Estlund-Olson and Joe Graves Jr.- Mayor's Office to discuss the Events Coordinator position. Tom Galyon indicated that the Executive Director should be hired first and be included in future negotiations. All parties are committed to the concept that there be a position that is co -funded by the PSD, GLCVB, City, and LEPFA to coordinate events throughout the City. The person would be housed at the PSD. There were a few issues that need to be researched including salary comparisons of similar position in other cities, job description, budgeting for the additional/upgrading of necessary office/computer equipment to operate professionally. They requested a list of events with the role of the Events Coordinator outlined for the next meeting to be scheduled in April. Actions: Sue Wagner will research and provide answers to concerns/questions raised about funding the Events Coordinator position and will schedule the next meeting in April Treasurer's Report: P. Cook reported there is no statement for February as there needs to be a meeting with the Finance Department discuss the preparation of financial statements and answer questions. February and March statements will be presented at next meeting. Action: P. Cook will meet with the Finance Department. Hiring Committee Report: The hiring committee is not prepared to bring a recommended candidate to present to the board. Two candidates that have been interviewed have completed their Plan of Action questionnaire and are being reviewed by the committee. Ads were placed, for a second time, in the Michigan Economic Development Association (MEDA) newsletter extending the deadline for resumes to Friday, March 27. The ads were re -worded to encourage application of candidates with economic development experience. Additionally, there is a third candidate, from the first the first group of applicants, that has not been interviewed. This person will be interviewed at the same time as new applicants. Summer In The City: S. Hrapkiewicz, Chair of the Advisory Committee, reported that twelve People attended the first meeting of Summer in the City Advisory Committee. It was a very spirited discussion. The PSD proposed one event per month in conjunction with existing events, for the first year. A subcommittee was formed to work on the May 30, Be A Tourist In Your Own Town event, which will serve as the kick-off for Summer in the City. There were some personality management issues at the sub -committee meeting that need to be addressed by S. Hrapkiewicz and staff. Interim Executive Director/Staff Report: Each month there will be minutes from various committee meetings and correspondence in a "For Your Information" section of your Board packet. Next month, staff will provide binders for PSD materials. 1) Public Forum was a successful event with many good ideas and shareholders had questions to be answered. Newsletters on the assessment are still available for any Board members who would like to market the assessment increase. The campaign promoting the assessment has just begun. 2) Included in your packet is a list of accomplishments for the February/March Work Plan. Each quarter there should be a Work Plan and a list of accomplishments for the Board to review. 3) J. Foehrenbach reported on her meeting with Eleanor Love, Dave Berridge and Jack Roberts from the City. She learned public comment/public hearing must be held and research must be conducted on the effects these proposed changes have on other ordinances and resolutions. Staff recommends postponing vending changes until next year until this can be accomplished. 4) Pocket Guide is on final review and will be available by next meeting. 5) Bills are caught up and consistent with board action. 6) J. Foehrenbach's contract expires May 31. Sue Wagner recommends sending it to the Hiring/Personnel Committee for review. 7) Events Insurance is expiring in April. This should be an item on the April Board Meeting as we need to determine what events we need insurance for in 1998. Staff will provide recommendations. 8) Master Plan Consultants are recommending North Washington Square not be opened to vehicular traffic because of the cost and lack of retail business. Eleanor Love would like to meet with the merchants and the Board to discuss the master plan recommendations and get a letter of endorsement for City Council's adoption. G.Torielli recommends it be a topic at the May Merchants Meeting and Board Meeting to be sure Master Plan recommendations include specific recommendations for revitalizing and renovating the Capital District. Actions: 1) Staff should provide the Board with a Work Plan followed by list of accomplishments. 2) Postpone proposed changes to the vending procedures for one year until staff have time to research implications of the changes and plan for public hearing/public comment. 3) Copies of the Pocket Guide will be brought to next Board Meeting. 4) J. Foehrenbach's contract referred to the Hiring/Personnel Committee - expires May 31. 5) Place issue of Events Insurance on April meeting agenda and staff prepare recommendations on which events should be covered and provide costs. 6) S. Wagner to schedule E. Love to speak on the Master Plan for the Merchant Meeting and invite her to the May Board Meeting. Communicate Board concerns about needing specific plans for renovation and revitalizing Capital District. New Business: P. Cook reported the EDC is developing a business retention and recruitment plan together within the next month. They cannot wait for the new Executive Director to develop the plan. It is estimated that 2-4 businesses are leaving the Downtown area. Rite-Aid is considering to move into a free standing building adjacent to Sparrow Hospital. We need to determine if there is a way to persuade Rite Aid to stay or begin recruitment of other pharmacies. We must feel a sense of urgency on this issue. EDC and PSD must work together to coordinate this plan. Action: PSD Staff should work with EDC to develop a business retention and recruitment Ian for downtown. The perception of parking needs to be changed. There was significant discussion regarding the parking situation for Summer In The City. This is one of the issues to be addressed by the Master Plan ... parking PR issues. Parking rates are going up. The PSD has budgeted for this at 10% increase. All of the Downtown ramps are undertaking a $3 million repair project Action: Motion: �R adjourn 7:18 pm. P. Cook, 2nd G. Conarton, unanimous. (K. Stockwellsent) , Respectfully ubmi ed by: ina Torielli, Chairpe Date: ?41—Z (� PSD 7 PH 12: 25 Board Meetili " -SUNG CITY CLERK Principal Shopping District APPRUVED Minutes May 12, 1998 BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, J. Corlett, V. Bonham BOARD MEMBERS ABSENT: C. VanDeKerkhove STAFF PRESENT: Sue Wagner, Janet Foehrenbach GUESTS PRESENT: Jan Hayhow, Steven Lipnicki, Eleanor Love, Mark Fedorowicz, Sue Mills, Sharon Kellogg, Mark Fleshner, Craig Ruff, Jim Blair, Bill Newberry, Bob Fish, Stephanie Whitbeck CALL TO ORDER: G. Torielli - 6:03 pm MASTER PLAN: This month's meeting is a joint meeting of the PSD Board and the Lansing 2000 Board to discuss the Master Plan. Eleanor Love presented the land use maps being recommended by the Master Plan Contractors. Discussion topics consisted of residential areas rfecommended, street direction changes (one-way to two way streets), the need for more specific recommendations for the Washington Square area, the time line for the approval process. The Master Plan gives general ideas of how the city should be laid out. Each part of the PSD needs another plan to get more specific. The Green Group conducted the retail marketing plan which gives square foot amounts of what can be sustained in each area: Capitol District, Entertainment District and Old Town. Another aspect of the plan covers the design aspect: suggestions on how to make Downtown appear more attractive, better lighting, safe, inviting and improved signage. The plan was not released to the public yet. When the next draft comes out, it will be put on public record and will be reviewed by the Planning Board with a public hearing scheduled for June 2, 1998. The committee expressed concerns regarding the rush to the Planning Board public hearing. Eleanor Love agreed to push it back a couple of weeks so the steering committee will have a chance to comment before it is available to the public. Initially, the consultants suggested forming a separate board to oversee the implementation of the master plan. Over further deliberation, it was suggested that the PSD be the head organization. It was recommended that the PSD change its ordinance to amend the mission to implement the Master Plan. This will be changed. The City of Lansing, PSD, Lansing 2000 (possibly) and other organizations will only take on what is congruent to their missions. Questions included: What will an existing business do if the zone is changed where they are and they want to expand or rebuild, renovate or improve the infrastructure? They would have some trouble and would need to be approved by the city. Can the process be slowed down a little? The next draft will be filed with the city clerk before the steering committee has a chance to review it. The steering committee needs time to make changes before it goes to city council and the planning board. Yes, the process can be held off for two weeks. What about the people who don't know that the change in zones may pose a problem? The people have had enough opportunity to speak up, but this will effect their business, lives and attitudes toward downtown. Some time there needs to be a cut off when the plan cannot take any more opinions. Eleanor Love is talking with as many organizations as possible to make people aware of the preliminary land use plans. How dynamic is the plan? How easy is it to be changed? The plan is a general idea of what to do. There will be soft edges to extend or retract for specific occurrences. How do I comment? Call, write or e-mail Eleanor Love or her staff at the Planning Department. You can comment either as an individual or as an organization (ie. Associations, companies, neighborhood groups) Why don't the boundaries extend to Martin Luther King Jr. and Saginaw Street? Wanted to concentrate on commercial areas, it's the edge of a school district line and it needed to be cut somewhere. The plan doesn't encourage housing downtown. Why are you encouraging housing around the downtown but not in the downtown? Housing is recommended along the river to better utilize resources. Concerns: Downtown seems like an after thought • Entertainment district should be encouraged on the south and west sides of downtown. • There isn't enough retail suggested in downtown. • Consultants have missed the thousands of tourists that visit Lansing daily. • Focusing on the river deters people away from Washington Square. • Entertainment district on the other side of the river is drawing people away from downtown. • Plan isn't ready for public view. • PSD name needs to be used restrictively. People think that we wrote the plan or that the PSD is as big as the plan's boundaries. • PSD cannot implement anything that is outside its boundaries. • PSD cannot approve or endorse any document that instructs the changing of the PSD mission. APPROVAL OF AGENDA: J. Corlett, 2nd G. Conarton, Unanimous APPROVAL OF APRIL 14 MINUTES: Minutes should be amended to included "next year" instead of "this year" at the very end of the 5" line in the last paragraph of page one. Substitute "to negotiate promotional value of funding the entire project" for " the PSD fund the entire cost of the program" on the 7"' line of the 6' paragraph on page three. G. Conarton, 2nd S. Hrapkiewicz. Unanimous. BROWN BAG LUNCH: Last meeting, it was suggested that staff review the promotional value of funding the entire event. The event will be included as a summer in the city event this summer. Other events under summer in the city shouldn't happen because the lead time is too little and little funding is available. The PSD will be able to dictate how the sponsorship is read on the air and at the concert site. If parking is a problem, station can use the PSD VIP card which debit the amount on the card each use at (50% discount). Motion: to approve the commitment to fund the entire series of concerts under the name Brown Bag Lunch and to accept the terms in the proposal with WMMQ. G. Conarton, 2nd K. Stockwell. Unanimous. HIRING COMMITTEE: The candidate responded to the offer give to him for the job as Executive Director. He was apparently unwilling to sign a contract until after the assessment passed in late June or early July and his current employer offered him a promotion and a raise. All the other candidates have been contacted to indicate that a selection has been made. If the search is reopened, the Executive Director still wouldn't be here until late July or early August at best. Action: P. Cook will contact the candidate and offer the job again to start after the assessment passes. The candidate must sign the contract right away or the position will go out for another posting. The board suggested meeting the candidate in person. Janet Foehrenbach requested hiring an additional staff person. This person will help answer phones, run the office, assist with special events and logistics for meetings. Motion: For Janet Foehrenbach to hire an assistant for 30-40 hours per week (preferably full- time) at $10 per hour working off job description to be determined by Janet Foehrenbach and Sue Wagner. P. Cook, 2nd S. Hrapkiewicz. Unanimous. ASSESSMENT UPDATE: The PSD assessment was on city council agenda on Monday night. It was referred to Development and Planning Committee but the committee doesn't meet this week. P. Cook will talk to Joe Graves in the Mayor's office and Lou Adado, to inquire about the possibility of Lou sending the recommendation to set a public hearing on June 1, 1998 back to council for vote on Monday night. CHAIRPERSON'S REPORT: G. Torielli and Janet Foehrenbach met with the legislative Committee of the Chamber of Commerce this morning to discuss the assessment. The question were well thought and tough. The committee has a motion to support the assessment with the contingent that they would like to see the marketingibusiness plan constructed after the assessment passes. By the time the committee was ready to vote they lost their quarem. The vote will be conducted by mail no later than next Wednesday. Whenever an organization raises their costs significantly, the Chamber committee examines the value. K. Stockwell indicated that he used to be on the committee. Action: Janet Foehrenbach will get a list of all the committee members of the Chamber so board members can follow up and answer questions. Motion to adjourn "5 pm. G. Conarton, 2nd K. Stockwell. Unanimous. Respectfully subftijtfed by: M. Torielli, -� l b 0 Date s d r Cf=t'`!r 3:1 Board Meetin Principal Shoppin" IM&Wt Accident Fund Lower Level Minutes June 9, 1998 Ar--%Pp�O��D 6:00 p.m. BOARD MEMBERS PRESENT: S. Hrapkiewicz, V. Bonham, P. Cook, G. Conarton, J. Corlett BOARD MEMBERS ABSENT: C. VanDeKerkhove, G. Torielli, K. Stockwell STAFF PRESENT: Sue Wagner, Janet Foehrenbach, John Kodeski CALL TO ORDER: S. Hrapkiewicz - 6:15 p.m. APPROVAL OF AGENDA - P. Cook, 2"d -J. Corlett, Unanimous. APPROVAL OF MAY 12 MINUTES - P. Cook, 2"d-G.Conarton, Unanimous. PUBLIC COMMENTS: None CHAIRPERSONS REPORT: None TREASURER'S REPORT: P. Cook Provided the May and June to -date budget reports. ACTION ITEM: Ms. Cook will work with staff to simplify the budget reports for the Board. EXECUTIVE DIRECTOR'S REPORT: Assessment update. The resolution passed for the PSD assessment on June 30. Unfortunately, the rates for the vacant lots were incorrect. The resolution will be reconsidered by the City Council on July 6, 1998 to correct the error.. Museum Drive where 1-5, Riverwalk Theater, the Survey Museum, and R.E. Olds Musem, is in District "C" instead of District "A". As a result, Museum Dr. will no longer receive maintenance services as they have for the past two years as part of "A" District. This change will result in a $3,000 loss to the PSD's budget. There will be a revision of the Maintenance Contract to discontinue maintenance service for Museum Dr. effective July 1. However, the staff recommends that Four Seasons begin to maintain Parthenon Park. The previous director, Kelly Thompson, assumed responsibility for the mowing and maintenance of the park in the past. ACTION ITEMS: A revised Maintenance Contract will be submitted at the next Board Meeting. Ms. Wagner will meeting with Bob Hurley from Four Seasons. V. Bonham requested a list of the Board Members of Impression -5. REPORT BY PATTI COOK, CHAIR, PERSONNEL COMMITTEE ACTION ITEMS: A new search will be initiated utilizing the services of Charles Blockett, for a permanent Executive Director. The Board needs to set up a criteria for evaluation of employees. A proposed appraisal/evaluation form will be included in the July Board Packet. The Personnel Committee throughly reviewed J. Foehrenbach's contract and could not recommend or support any amendments for compensation based on the structure of the contract. Ms. Cook will provide a specific motion to this effect at the July Board Meeting. MOTION: That the PSD Board of Directors extend the contracts of Sue Wagner and John Kodeski for 60 days, moved by P. Cook, 2"d -Steve Hrapkiewicz, unanimous. MOTION: That the PSD Board of Directors not extend the contract of J. Foehrenbach due to the restructuring of PSD office, goals and objectives in the new fiscal year. Further that Ms. Foehrenbach receive a two week to 30 day notice to assure a smooth transition„ moved by P. Cook, 2nd -G. Conarton, unanimous. ACTION ITEM: G. Torielli and/or P. Cook will meet with staff to help with the transition. Special Events: Old Town Jazz Fest The PSD donated $500 to the Old Town Jazz Fest last year. J. Foehrenbach requested to the board that the PSD do the same for this year's event. The PSD be recognized on the poster and other promotional materials a sponsor if we notify the organizers tomorrow.. MOTION: The PSD Board sponsor the Old Town Jazz Fest at the $500 level and that the PSD be listed as a sponsor on posters and other promotional materials. Motion to support V. Bonham, 2nd -S. Hrapkiewicz, Unanimous. NEW BUSINESS ACTION ITEM: V. Bonham requested an update of the Eyde law suit. Additionally, staff should arrange for someone from the City Attorney's office to update Board Members at its July meeting. Board Vacancies J. Corlett's seat on the board expires on June 30, 1998. S. Wagner thanked Ms. Corlett for her years of service to the PSD. S. Wagner reported several people have been recommended as potential board members including: Paul Lentz-Linn's Camera, David Ferguson -Developer, and Sandy Heany-Comerica representing Old Town. Motion to adjourn at 7:10 p.m. S. Hrapkiewicz, 2nd -V. Bonham. Unanimous. Respectfully Submitted by: Cha ?U46,1e4.L_ Q . 6A Patricia A. ook, Treasurer nm+o . Z. ?i id.4,0 APPROVED Sd -:-, P., -� ��.:: l I s;UV t 1 1 � ti Lr NS11?tiG CITY CLEI Principal Shopping District Special Board Meeting July 21, 1998 BOARD MEMBERS PRESENT: V. Bonham, G. Conarton, P. Cook S. Hrapkiewicz. K. Stockwell, G. Torielli BOARD MEMBERS ABSENT: J. Corlett, C. VanDeKerkhove STAFF PRESENT: Sue Wagner LOCATION Accident Fund, 232 S. Capitol Ave. Lansing CALL SPECIAL MEETING TO ORDER: G. Torielli - 6:00 p.m. APPROVAL OF AGENDA: Agenda was approved. S. Hrapkiewicz, P. Cook 2"d, Unanimous APPROVAL OF JUNE 9, 1998 MINUTES: P. Cook, 2"d S. Hrapkiewicz, Unanimous. APPROVAL OF JUNE 30, 1998 MINUTES WITH MODIFICATIONS P. Cook, 2"d S. Hrapkiewicz, Unanimous. PUBLIC COMMENT: None CHAIRPERSON'S REPORT: G. Torielli provided overview of activities of the Capitol District Improvement and Development Task Force and its three subcommittees. She requested Board support of the goals and activities of the sub -committees. The Chair recommended that the Task Force address the problem of parking by Cooley students on week day nights and weekends, thus prohibiting parking for customers of retail stores. This was added to the long term goals of the Improved Access Committee. The vote is recorded under Action Items. Board Appointments - S. Hrapkiewicz is being reappointed. Paul Lentz of Linn's Camera has been appointed by the Mayor and will appear before City Council for approval. J. Corlett will continue to serve on the Board until P. Lentz has been approved. Cheryl VanDeKerkhove is resigning from the Board and replacement will need to be found. Chair Report (cont.) -2- Master Plan Update: G. Torielli and S. Wagner met with Ken Detloff of McKenna Associates, lead agency for the Master Plan and Jeff Green, the Consultant who prepared the recommendations for the retail marketing portion of the Master Plan. Also present was Dennis Sykes, Director -Neighborhood Planning & Development, Eleanor Love -Planning Department, Lisa Carey -Old Town, and Gail Gothelf-Fisher-Birmingham PSD. The PSD needed to get a better understanding of the market study behind the retail recommendations for Downtown and clarify objectives for the retail marketing and Land Use portions of the plan. The consultants provided the PSD with the detailed market study/assumptions. They agreed to recommend specific kinds of business to recruit for both vacancies as well as new businesses, make it clearer in the summary recommendations that the 125,000 square feet was in addition to existing vacancies, as well as clarify that the market assessment is for now and does not reflect future potential for development downtown. ACTION: Jeff Green offered to meet with the Board at its August meeting to discuss the retail market study. Ken Detloff offered to assist the Task Force with its work on facades. S. Wagner will work with the consultants to make the necessary changes in the plan. TREASURER'S REPORT: P. Cook updated the board on the end of the fiscal year budget transfers. She will provide a budget and full Treasurer's report next month. MOTION: Authorizing the Treasurer to finalize any necessary end of the fiscal year budget transfers necessary. Moved by G. Conarton, 2nd S. Hrapkiewicz, unanimous. ACTION: The staff need to work with the Treasurer to revise the financial statement to be easier to read. Next meeting agenda should include budget discussion about reduction of income from Museum Drive in "A" district. HIRING COMMITTEE: P. Cook reported she has been working with Charles Blockett regarding filling the position of Executive Director for the PSD. An ad appeared in last Sunday's Lansing State Joumal and will appear again there next Sunday, July 26. Copies of the Position Description were sent to Downtown business owners, Michigan Economic Development Association, state economic developers, key Chambers statewide, lobbyists, and key associations. The Personnel Dept. for the City of Lansing has a few candidates they are contacting about the position. Resumes are to be submitted by July 31 and interviews conducted the first week in August. The target is for a new director to begin working by September 1. THE FOLLOWING MOTIONS WERE MADE: MOTION to Fund Visual Linkage Task Force. G. Torielli moved that the Board approve up to $3,000 for Visual Linkage projects for September to serve as seed money for the Committee's activities. P. Cook supported, V. Bonham 2"d , unanimous. BOARD MOTIONS, CONT. -3- MOTION to Support Goals and Objectives of Task Force: G. Torielli moved that the Board endorse the goals/objectives/projects of the Capital District Improvements & Development Task Force and its committees. P. Cook supported, S. Hrapkiewicz 2nd Unanimous. Comments: P. Cook noted activities are visible and beneficial. Board agreed. ACTIONS: 1) K. Stockwell noted we need to get more merchants involved in the Task Force. 2) G. Conarton requested staff provide Task Force information to Paul Ghinelli and Vic, the owner of the Barber Shop, in the 100 block of Washington Ave. 3) K. Stockwell noted that Mr. Ghinelli also wants to offer horseback rides through Downtown Lansing. 4) G. Toreilli noted he is also interested in placing an antique car in front of his store. 5) Staff will contact him regarding permits and welcome him Downtown. 6) Chair referred the issue of Century Row program to the Task Force for review in light of recommendations of Master Plan regarding building berms. MOTION for Additional Funding for Brown Bag Lunch Series. Staff recommends the authorization of an additional $200 for posters and banners for the Brown Bag Lunch/Concert on the Mall series. Support by G. Conarton, 2nd S. Hrapkiewicz, unanimous. MOTION to Adopt Employee Evaluation Form. P. Cook asks the Board to support the proposed Employee Performance Evaluation form. Support by S. Hrapkiewicz, 2nd K. Stockwell. MOTION to Decrease PSD Responsibility for Vending Permits. Staff recommends the Board support the decrease in PSD's responsibility for vending permits, including the collection of fees, especially cash, and request the City's Department of Parks & Recreation resume this responsibility as soon as possible. V. Bonham supported, 2nd K. Stockwell, unanimous. Comment: PSD is willing to continue its responsibility for working with merchants regarding vending issues and continue to advise City on locations of vendors, as required by its ordinance. The Board thinks this activity and related collection issues is taking up too much staff time. Additionally, the PSD staff should not be accepting cash or other fees. The permit requires five signatures for approval ---with the exception of PSD, all are City signatures, including the Mayor, Finance Director, City Attorney, City Clerk. The permit forms are on file with the City Clerk. ACTION: G. Torielli and S. Wagner will meet with Joe Graves, Mayor's Chief of Staff, to determine how to return the vending permit responsibilities back to the City. -4 - MOTION to Amend the Maintenance Contract: Staff recommends that the maintenance contract with Four Seasons Landscaping Services be amended to discontinue service to Museum Drive effective July 1, 1998 and begin to maintain Parthenon Park, located at the corner of Washtenaw and Washington Ave. Supported by S. Hrapkiewicz, 2"d P. Cook, unanimous. ACTION: Staff will send an amendment to the contract to Four Seasons and a letter of thanks from the Board to Parthenon Restaurant thanking them for use of the Park. MOTION to Support Car Capitol Celebration. Patti Cook made a motion to support Car Capitol Celebration with a $500 mini -grant with the understanding that the PSD receive sponsorship listing on all promotional materials. 2"° by Ken Stockwell, unanimous. ACTION: S. Wagner will contact event organizers and communicate support contingent on sponsorship recognition of the PSD. MOTION to Establish PSD Priorities. Staff proposed the priorities through the end of August be Marketing Activities, with the top priority of development of the Marketing Plan, Capitol District Improvements & Development Task Force, and Events including Brown Bag Lunch series and Light the City Steering Committee. Support P. Cook, 2"d K. Stockwell, unanimous. ACTION: S. Wagner to meet with K. Stockwell, Chamber of Commerce, Lansing 2000, and Lansing EDC to begin drafting the Marketing Plan. Further input from shareholders will be sought through the questionnaire developed by S. Wagner. There needs to be a draft of the plan for distribution within 30 days. Note: Twenty questionnaires have been returned to PSD within the past week. COMMENTS: Board discussed need for business recruitment and retention to be part of the Marketing Plan. Emphasized that development of the Marketing Plan is top priority for the director. P. Cook noted that PSD plan needs to be coordinated with the business retention and recruitment goals and objectives of the EDC and that follow-up is essential for retention efforts. K. Stockwell suggested contacting the top law and accounting firms first for retention efforts. The Board concurred that target audiences must be identified. S. Hrapkiewicz observed that there is a lot of very positive activity occurring within the PSD, especially the activity being generated by the Task Force. He is very excited by the progress the PSD is making. Meeting adjourneyl at 8:05 p.m. Respectfully-sobm DATE: Gina Torielli, Chairpers _ DDS PSD ,, ; ck-9,� 1 nu e s Board Meeting August 11, 1998 Principal Shopping District BOARD MEMBERS PRESENT: G. Torielli, K. Stockwell, S. Hrapkiewicz, P. Cook, G. Conarton, P. Lentz, V. Bonham BOARD MEMBERS ABSENT: C. VanDeKerkhove STAFF PRESENT: Sue Wagner, John Kodeski, Myunghee Kim LOCATION Accident Fund, 232 S. Capitol Ave. Lansing CALL TO ORDER: S. Wagner - 6:05 p.m. Visual Linkage Committee: Paul Lentz presented the VLC program to the Board. The VLC will be presenting a visual awareness in Downtown Lansing on September 19tH "Paint the Town" will be the theme collaborating with the United Way in their annual "Day of Sharing" campaign. Paul stressed the concern of continuity with the Signage Downtown. The VLC will administer this with signs to be placed in empty first floor store front windows and refurbishing the kiosks up and down Washington Square. The kiosks will receive an eye catching topper on all four sides with the "HA", Nom! Downtown" theme. Eliminate the four faces of public notices to one, and affix three locked window sign displays in their replacement. The street side will house a promotional space of Downtown events such as Silver Bells. The two sides facing pedestrian traffic will include a new map of Downtown and the remaining side will be for Advertisement of Downtown Businesses. Paul also informed the board of the Mural/Graphic program. This area will present murals that pertain to Downtown Lansing on buildings that are gateways to Downtown. Along with the "Paint the Town" areas that are in need of a fresh coat of paint will also be done. Ken Stockwell inquired about painting his buildings on that day also. The Mural/Graphic program will begin on September 19, 1998 and continue in spring of 1999. APPROVAL OF AGENDA: G. Torielli, 2nd - Gwendolyn Conarton. APPROVAL OF July 21, 1998 SPECIAL MEETING MINUTES: Approve as amended. Motion: To approve minutes. G. Torielli, 2nd V. Bonham, unanimous. ELECTION OF OFFICERS: Gina Torielli is stepping down as PSD Board Chair. She was promoted to CEO of Howard & Howard in Bloomfield Hills, MI. Gina Torielli welcomed Paul Lentz to the PSD Board of Directors. Paul works for WLNS 6 TV, and is the owner of Linn's Camera, Downtown Lansing. Patti Cook recommended that a meeting be held to choose a new Chair, Vice -Chair and Secretary for the board to be appointed. SUMMONED BY CITY COUNCIL: The PSD has been summoned by City Council on August 18, 1998 to discuss direction of Task Force and proposals. The General Services Committee would like to hear about long term funding needs. The committee would also like to discuss the possibility of the PSD receiving a multi-year contract. Gwendolyn Conarton-Michigania, Patti Cook -Economic Development Corporation, and Lisa Carey -Old Town Main Street will speak to the Council on these issues. COMMITTEE OF THE WHOLE: The City Council, Committee of the Whole will be meeting with the Visual Linkage Committee on Thursday, August 13, 1998 to discuss and present the committees goals and objectives. Paul Lentz will go before the committee to discuss "Paint the Town", Window Signage Program, Kiosks, and Co-op Advertising within the PSD. TREASURER REPORT: Patti Cook -The Board authorized payment of $2,100 to Charles Blockett for the search of the Executive Director. The contract is for the amount of $3,500 which leaves a balance of $1,400 to be disbursed at the signing of the new Executive Director. Patti instructed that the wages seem high. The reason being that there were a few days that floated into the new fiscal year in that pay period. Petty cash checks need to have an account listed on the check to be recorded in the proper account. Staff is to leave books in draft form, and have it balanced in disbursements. Expenses balanced to the penny fiscal year 97/98. HIRING COMMITTEE: The Hiring Committee placed two ads in the Lansing State Journal and posted the job statewide to other agencies. We received 26 applicants - 2 of which came late. Charles Blockett categorized them in a Qualification Summary Statement (QSS). First Group - 7, the most qualified Second Group - 5, qualified Third Group - 14, were not qualified Charles Blockett gave the candidates a comprehensive overview of the position of Executive Director. This brought the interviewing candidates down to three. Interviews for these candidates will be at the Lansing Center, on August 13, 1998, between the hours of 12:45 - 4:30 p.m. Patti Cook would encourage any Board Member to join in the interview process. Patti Cook, Jan Hayhow, and Gwendolyn Conarton are on the interviewing committee. Patti asked Vence to ask someone from Old Town to help interview the candidate. Patti stressed the importance of wrapping up the hiring of an Executive Director. The salary will be the posted 45K per year and health insurance. The contract would be for the remainder of the fiscal year ending on June 30, 1999. Action: G. Torielli, requested that there will be a Special Meeting to discuss the candidates and the interviews for a choice in the candidacy. Special meeting will be at the Accident Fund, Tuesday, August 18, 1998 at 6 p.m. ACTION ITEMS "PAINT THE TOWN" CONSULTANT": "Paint the Town" will need to have someone specifically handle all the Public Relations of the event. Specifically for the oversight of the project. The VLC will elect the person to oversee the project. Patti Cook arrived at a figure of $3,300 - $3,500. 10 hours per week up to the first week of September and 15-20 hours per week September 1 thru the end of the project on September 19, 1998. The funds will be appropriated through the Capital Districts Improvement funds. Motion to hire Consultant: P. Cook 2nd G. Conarton, unanimous MINI GRANTS: Car Capitol update - we will be on all advertising for the event. Capital Area United Way - The United Way is very excited about putting the "Day of Caring" and "Paint the Town" will be put together. The United Way is asking for a $500 donation for t -shirts. A large donor backed out funding for the t -shirts. United Way will be handling all PR and PSD's logo will be used in conjunction with United Way. Capital City River Fest: Mini Grant is denied. Merchants do not receive extra business with the event. CO-OP ADVERTISING: S. Wagner reconstructed the Co-op program. The Lansing State Journal proposed a pull out insert that will have coupons of business in the PSD. The business owners were very pleased with the presentation. The Co-op is geared towards inserts you find for malls. The final Co-op will be presented at the September Board Meeting. G. Torielli stressed that if participants of last years co-op had an outstanding balance, they needed to bring their account current to participate at the co-op pricing. Motion to adopt: G. Torielli, 2"d P. Cook, unanimous DRAFT MARKETING PLAN: P. Cook, suggested modification of language to be consistent. Choose wording carefully around the (RED) Team, Regional Economic District. Consider expanding on Downtown. G. Torielli, would like for the goal to include Business Development, and these changes on the following pages: pg 5 -Future years higher than 50%, pg 10 -Light the City, add into marketing plan. S. Wagner and L. Carey from Old Town would like to attach the Marketing Plan from Old Town as an appendix. Motion to Authorize circulation with revisions: G. Torielli, 2nd P. Cook, unanimous EXTENSION OF J. KODESKI'S CONTRACT: J. Kodeski's contract expires on August 31, 1998. Extension to be given till October 30, 1998. Motion: G. Torielli, 2nd P. Lentz, unanimous CENTURY ROW: G. Torielli, Fund raising did not go well. Only collected $3,700. The Master Plan suggest no additional berms. Disban the program. Send a letter to all participants that donated monies to the program on the cancellation. Motion to approve: G. Torielli, 2nd G. Conarton, unanimous Additional comments: Welcoming Myeonghe Kim, the new intern from Lansing Community College. Myeonghe will be restructuring the financial books for the PSD. Congratulations to G. Torielli on her new position as CEO of Howard & Howard. P. Cook gives S. Wagner a farewell as Interim Executive Director. All of S. Wagner's commitment and enthusiasm was well appreciated. As S. Wagner departs, P. Cook stressed the importance of spending time with the staff at the PSD with an absence of an Executive Director. Motion: to adjourn 8:07 pm. G. Torielli, 2nd P. Lentz, unanimous Respectfully Submitted by: G ndolyn Conarton, ecretary Date: d0 ,' 40&, . 'CA tl �g Lh`. :n f Showing District Board Meeting Minutes September 9, 1998 Board Members Present: G. Torielli, S. Hrapkiewicz, G. Conarton, P. Cook, K. Stockwell, P. Lentz Board lid-] e i li ers Ahs-e..E t: V. Bonham, C. VanDeKerhove Staff Present: L. Stites, J. Kodeski Guests: B. Hurley, D. Weir APPROVED Location: Accident Fund, 232 S. Capitol Avenue, Lansing MI 48933 DOWNTOWN CALL TO ORDER: G. TORIELLI - 6:02 P.M. APPROVAL OFAGENDA: • ADD HALLOWEEN CAPER TO AGENDA • MOVE ELECTION OF OFFICERS TO THE END OF AGENDA MOTION TO APPROVE: G. CONARTON, 2ND S. HRAPKIEWICZ, UNANIMOUS APPROVAL OFA UGUST 11, 1998 MINUTES: APPROVAL OF MINUTES WITH THE FOLLOWING AMENDMENTS • VISUAL LINKAGE COMMITTEE- 2nd PARAGRAPH -REFLECT CORRECT ORDER OF SIGNAGE ON KIOSK POSTER BOXES. • APPROVAL OF JULY 21, 1998 SPECIAL MEETING MINUTES- 151 PARAGRAPH - DELETE PARAGRAPH AND AMEND TO "APPROVE AS AMENDED." • TREASURER REPORT -REMOVE 3RD AND 4TH PARAGRAPHS. PUBLIC COMMENT. B. HURLEY, FOUR SEASONS -CALL TO MAYORS OFFICE THAT SPRINKLERS WERE FLOODING THE AFL/CIO BUILDING. TOOK CARE OF PROBLEM, SHUT MAIN VALVE OFF. PARKS AND REC WERE ALSO CALLED. SYSTEM WILL REMAIN OFF UNTIL FIXED. G. TORIELLI-INTRODUCES LEANNE STITES TO THE PSD AS THE NEW EXECUTIVE DIRECTOR. LEANNE WILL BEGIN ON MONDAY, SEPTEMBER, 14, 1998. L. STITES TO ATTEND THE MAYORS CABINET ON THAT MORNING. SEND OUT PRESS RELEASE OF L. STITES APPOINTMENT TO THE PSD AS EXECUTIVE DIRECTOR. TREASURER REPORT.- P. EPORT.P. COOK -JUNE STATEMENT, THE INTEREST EARNED TOOK US INTO A POSITIVE CASH FLOW FOR THE FY END 97/98. THE EXPENDITURES FOR JULY DO NOT REFLECT WAGE AND BENEFITS. WOULD LIKE FOR PSD TO EVALUATE THE RENTAL AND MAINTENANCE OF THE POSTAGE METER. REMOVAL OF TREES: TASK FORCE NEEDS TO OBTAIN A WRITTEN RECOMMENDATION AND SEND TO ERIC REICKEL-CITY OF LANSING PARKS AND RECREATION. PAINT THE TOWN: 4 SEASONS TO START REPAIR WORK ON ALL KIOSKS. THE PAINT HAS BEEN ORDERED BY O'LEARY PAINT. 9 BANNERS HAVE BEEN SOLD TO LOCAL BUSINESSES TO HANG IN EMPTY STORE FRONT WINDOWS. PRESS RELEASE HAS BEEN SENT TO ALL LOCAL MEDIA. VISUAL LINKAGE COMMITTEE WILL NEED TO PURCHASE OR OBTAIN BROOMS AND SQUEEGEES. IN CONJUNCTION WITH DAY OF CARING, SEND A TEAM TO CLEAN UP MICHIGAN AVE. FROM THE LANSING CENTER TO THE CAPITOL. SPEND MORE MONEY OUT OF THE CAPITOL DISTRICTS IMPROVEMENTS & DEVELOPMENT TASK FORCE FUNDING. VISUAL LINKAGE COMMITTEE IS ASKING FOR $10,000 TO BE SPENT FOR THE "PAINT THE TOWN" PROJECT. MOTION TO SPEND $ l Ok: G. TORIELLI, 2ND P. LENTZ, UNANIMOUS HALLOWEEN CAPER: G. CONARTON TO CHAIR THE EVENT. MAKE CONTACTS OF PREVIOUS SPONSORS AND CONTRIBUTORS. MOTION TO SPEND $2,000 ON EVENT: G. TORIELLI, 2ND S. HRAPKIEWICZ, UNANIMOUS OTHER BUSINESS: • PREPARE A WELCOME PACKET TO NEW MERCHANTS IN THE PSD. • CIRCULATE MARKETING PLAN BY SEPTEMBER 24, 1998 TO LANSING CHAMBER OF COMMERCE AND LANSING 2000. ELECTION OF OFFICERS: MOTION TO ELECT STEVE HRAPKIEWICZ AS CHAIR: P. COOK, 2ND P. LENTZ, UNANIMOUS MOTION TO ELECT PAUL LENTZ AS VICE -CHAIR: P. COOK, 2ND G. CONARTON, UNANIMOUS MOTION TO ELECT PATRICIA COOK AS TREASURER: P. LENTZ, K STOCKWELL, UNANIMOUS MOTION TO ELECT GWENDOLYN CONARTON AS SECRETARY: P. LENTZ, S. HRAPKIEWICZ, UNANIMOUS P. LENTZ NOMINATED BOB FISH OF BEANER'S AS A CANDIDATE FOR THE PSD BOARD. NEED TO GET B. FISH AN APPLICATION TO BE SENT TO MAYOR FOR APPROVAL. ADJOURNMENT.- 7:32 DJOURNMENT.7:32 P.M. Respectfully Submitted by: Gwendolyn Conarton, ecretary Date: Jv/(70 or-k4l October 20, 1998 Board Members Present: S. Hrapkiewicz, P. Cook, K. Stockwell, P. Lentz, Gina Torielli - via telephone Board Members Absent: V. Bonham, C. VanDeKerhove, G. Conarton Staff Present: L. Stites, J. Kodeski Guests: J. Blair Location: Accident Fund, 232 S. Capitol Avenue, Lansing MI 48933 CALL TO ORDER: S. HRAPKIEWICZ, Chairperson, called the meeting to order. APPROVAL OFAGENDA, MOTION TO APPROVE: P. COOK, 2ND P. LENTZ, UNANIMOUS. APPROVAL OFAUGUST 11. 1998 MINUTES: MOTION TO APPROVE: P. COOK, 2ND P. LENTZ, UNANIMOUS. APPROVAL OF SEPTEMBER 9. 1998 MINUTES: MOTION TO APPROVE: P. COOK, 2ND P. LENTZ, UNANIMOUS. TREASURER'S REPORT.• P. COOK, Treasurer, reported on the year-end fiscal status as reported in the June 30, 1998 fiscal report. Approximately $3,205 was carried over. The final report required several adjustments due to the City encumbrance of the $30,000 Master Plan fee, however all details have been worked out. Century Row refunds of approximately $3,686 will be made and charged against the revenue line item. Cook indicated that the current PSD budget needs to be modified to match actual appropriations and/or receipts. She will set a time with L. Stites to begin the revision. July monthly statement has the new format which is easier to read and shows all petty cash expenditures. August monthly statement -in addition to petty cash, the monthly deposits are shown. MOTION TO PLACE JUNE, JULY, AND AUGUST ON FILE TO BE APPROVED: P. COOK, 2ND P. LENTZ, UNANIMOUS. OLD BUSINESS: VISUAL LINKAGE COMMITTEE: P. LENTZ, Chairperson, reported that the new map of downtown being designed by Synergy Soup needs to have icons of public parking, phones and restrooms placed on map to be more user friendly. The PSD has received written confirmation on the completion of the kiosks from ICON Design indicating that all toppers will be completed by October 22, 1998, and final completion of the kiosks by November 1, 1998. There are five remaining kiosks to be sold to sponsors. L. Stites will develop a promotional mailing to sell the kiosks once all work has been completed. Board members will follow up with phone calls. J. Blair suggested that the PSD send a letter requesting the Lansing Center to warn its convention clients not to post handbills on street posts and otherwise violate Lansing's sign ordinance. IMPROVED ACCESS COMMITTEE: J. BLAIR, Chairman, reported that his subcommittee is dealing with issues of the one way streets - specifically Washtenaw, Shiawassee and Ionia which are the easier streets to have changed. Also, it will recommend the no left turn at Michigan Avenue to Washington be changed. The issues will be taken up at the full Task Force meeting on October 22, 1998 and referred to the Board for approval at that time. CONSISTENT LOOK COMMITTEE: K. STOCKWELL, Chairperson, reported that the committee has been gathering useful information for sources of commercial loans, urban for- profit and low income. The issue of converting the PSD to a 501 (c) 3 has come up since only non -profits are eligible for LISC grants. The Task Force will explore the feasibility of Lansing 2000, already a non-profit, acting as a fiduciary for any PSD - initiated grants. HALLOWEEN CAPER: PSD staff believe the event is ready to go. Signs, candy and 10,000 brochures have been delivered. The event costs came in just under the $2,000 budgeted. MERCHANTS MEETING: The merchants chose to spread the l0k budget for the co-op program on the following media: Lansing State Journal, Channel 6 and Media One. The sales reps will be selling and billing to the merchants. L. Stites suggested that additional Business -Owners Meetings be held around the entire district to ensure that all PSD stakeholders are included. NEW B USINESS: BYLAWS: Because the current by-laws are "interim", although fully functioning as legal by-laws of the PSD, it may be timely to revise them by adding "Purpose" and specific duties of officers. L. Stites will draft language for review by the Board at the next meeting. BOARD VACANCIES: L. Stites and S. Hrapkiewicz have met regularly with Freddie Thomas in the Mayor's office, who has been named liaison with the PSD. Among other issues being discussed is the concern of recruiting new members to replace three current Board members who have or will be stepping down. The Administration has expressed a desire to appoint individuals with specific skill sets - especially as it relates to business development, retention and recruitment. MINI GRANTS: MOTION TO DECLINE FESTIVAL OF TREES REQUEST FOR A MINI GRANT: P. COOK, 2ND P. LENTZ, UNANIMOUS MOTION TO APPROVE FEST EVE'S REQUEST FOR A $500 MINI GRANT: P. COOK, 2ND P. LENTZ, UNANIMOUS MOVE TO APPROVE PURCHASE OF A TICKET FOR R.E. OLDS LEADERSHIP DINNER FOR $50: K. STOCKWELL, 2ND P. LENTZ, UNANIMOUS DIRECTORS REPORT; BIDS: L. Stites would like to reiterate in the next monthly news letter that the PSD does a formal request- for- bid process within the PSD. The PSD policy on selecting vendors or doing business is that businesses within the PSD will be selected, and for larger projects, a formal request for bid will be issued. L. Stites has met with many business associates, including the Chamber, Lansing 2000, and other individuals discussing the marketing plan Stites recommended that an advisory committee be appointed to create economic development strategies for the PSD. She is in the process of recruiting interested members. Stites has met with Larry Bass, President and owner of Friedland Industries, who feels that his company does not benefit from the PSD assessment. He has contacted Senator Rogers' office regarding the PSD statute. L. Stites stated that the PSD must make a concerted effort to provide real services to the C District or consider feasible ways to exempt C District. G. Torielli recommended that the Board consider the elimination of C District altogether, allowing the PSD to concentrate efforts on Old Town and Downtown. Stites reported that she has scheduled meetings with PSDB in Birmingham, East Lansing, Battle Creek and Grand Rapids. She will also attend meetings of the Michigan Downtown and Financial Association upcoming in Lansing. Stites recommends that the Board create a marketing committee to develop a plan for advertising, co-op and other efforts made by the PSD to assist businesses in their advertising. ADJOURNMENT: Respectfully SubmitME A8:00 PM � � Date: Johrikodeski forPwendolyn Conarton, Secretary PSD 19 Ail 7: 42 Board Meetl��ig SINIG CITE( CLERK Principal Shopping District BOARD MEMBERS PRESENT: BOARD MEMBERS ABSENT: STAFF PRESENT: GUESTS PRESENT: CALL TO ORDER: AwPnOOWED Minutes November 17, 1998 S. Hrapkiewicz, P. Lentz, G. Conarton P. Cook, K. Stockwell L. Stites, J. Kodeski E. Porter, Impression 5; Gary Andrews S. Hrapkiewicz — 6:00 p.m. QUORUM: No quorum was present. Board was unable to conduct business and agreed to adjourn. ADJOURN: The meeting was adjourned. y submitted by: Gwendolyn Conart4i, Secretary Date ply ° ° OOdED PSD Minutes Board Meeting7ecember 8 1998 Principal Shopping Distric�� \ �� {, p pp g BOARD MEMBERS PRESENT: S. Hrapkiewicz, G. Conarton, K. Stockwell, P. Cook BOARD MEMBERS ABSENT: P. Lentz STAFF PRESENT: GUESTS PRESENT: CALL TO ORDER: L. Stites, J. Berndt Ellen Sprouls, Impression 5 S. Hrapkiewicz — 6:00 p.m. QUORUM: No quorum was present. Board was unable to conduct business and agreed to adjourn. ADJOURN: The meeting was adjourned. Respectfully submitted by: Gwendolyn Conart�/,Secretary Date