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HomeMy WebLinkAbout1999 PSD Meeting MinutesAVOROWED PSD ^._. ���_� ` .-,Mlnutes Board Meeting L1='� `t a C1 - 1-Y CLF IR; January 12, 1999 Principal Shopping District BOARD MEMBERS PRESENT: G. Conarton, K. Stockwell, P. Cook BOARD MEMBERS ABSENT: P. Lentz, S. Hrapkiewicz STAFF PRESENT: L. Stites, J. Berndt GUESTS PRESENT: Ellen Sprouls, Impression 5; David Ferguson, Ferguson Industries; Kevin McKinney, McKinney & Associates CALL TO ORDER: P. Cook — 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: Gwe dolyn Conartoroecretary Date PSDr (} K r ori'`=IE IU Ci -Y CLERK Principal Shopping District Board Meeting Minutes BOARD MEMBERS PRESENT: S. Hrapkiewicz P. Cook K. Stockwell K. McKinney BOARD MEMBERS ABSENT: none STAFF PRESENT: L. Stites GUESTS PRESENT: Terry Terry, OTBADA APPROVED February 16, 1999 232 S. Capitol Avenue P. Lentz G. Conarton H. Hepler J. Berndt Ellen Sprouls, Impression 5 CALL TO ORDER: The meeting was called to order at 6:00 p.m. by Steve Hrapkiewicz, Chairman. New board members Harry Hepler and Kevin McKinney were welcomed. Mr. Hrapkiewicz recommended that any public comment be held to 3-5 minutes to ensure all agenda items are covered in this session and asked that the agenda be adhered to. PUBLIC COMMENT: No public comment was made. APPROVAL OF AGENDA & MINUTES: Motion to approve agenda: Patricia Cook Second: Kevin McKinney Action: Approved Motion to approve minutes from November 1998, December 1998, January 1999: Kevin McKinney Second: Harry Hepler Action: Approved TREASURER'S REPORT: Treasurer Patricia Cook reported that the financial statements for September 1998 through November 1998 under the new Quicken accounting package format tie exactly with the same reports under the old forinat. The December 1998 financial statement was done completely under the new Quicken format and ties with the City report for the same month. The Statement of Revenue report from the City of Lansing shows the 1997 fund balance of $10,948. Century Row brick expenditures match to the City's figures. An invoice for services rendered was received from Gary Andrews of L.E.A.P. in connection with a proposed mural project. The invoice was submitted by Mr. Andrews at the direction of Lansing City Council. The invoice and other materials will be submitted to the City Attorney for review and determination of any possible contractual agreement between Mr. Andrews and the Visual Linkage Committee on behalf of the Principal Shopping District. Harry Hepler commented on the recent Visual Linkage Committee meeting at which Mr. Andrews was present. Patricia Cook suggested that the Board make a recommendation to the Mayor and City Council based on the City Attorney's opinion once it is rendered. Motion to approve September 1998 financial statement: Gwendolyn Conarton Second: Patricia Cook Action: Approved Motion to approve October 1998 financial statement: Gwendolyn Conarton Second: Patricia Cook Action: Approved Motion to approve November 1998 financial statement: Gwendolyn Conarton Second: Patricia Cook Action: Approved Motion to approve December 1998 financial statement: Gwendolyn Conarton Second: Patricia Cook Action: Approved OLD BUSINESS: Visual Linkage Committee: Paul Lentz, Visual Linkage Committee Chairman, reported that the committee is in the process of redefining its mission and goals, especially in light of the February 9, 1999 Downtown Development Team planning session. Mr. Lentz recommended that the mural project be placed on "hold" due to the committee's need to revise goals, desire to complete the kiosk project before undertaking any new projects, and fund-raising considerations in connection with the mural project. Discussion regarding the mural project ensued, including the lack of confirmed costs associated with the proposal. Motion to table the mural project: Paul Lentz Second: Gwendolyn Conarton Action: Approved Mr. Lentz, on behalf of the Visual Linkage Committee made the following recommendation that the PSD Board of Directors support the following: 1. Completion of the kiosk project which was begun in September (seasonal posters, sales of 5 sponsorships and maps remain to be completed) before launching any new initiatives, and 2. That the Visual Linkage Committee postpone further consideration of a mural project until the kiosk project is complete, and That the Visual Linkage Committee continue to revise its mission and goals, in light of changing priorities, available resources and limited time, and 4. That a revised action plan from the Visual Linkage Committee be presented to the Board for approval no later than April 13, 1999, and 5. That the Board receive and review the City Master Plan prior to the March 16, 1999 public meeting to ensure that Committee goals are in line with the Plan, and 6. That the Board support the Downtown Development Team meeting concept for the creation of a Pilot Project - a one -block prototype for PSD economic development concentration, including signage, facade improvement, and streetscaping. 7. That the Board consider the following criteria to select the demonstration block: a) An area with high visibility b) G-1 zoning c) Currently has some food service d) Currently has some vacant property e) Is located in the downtown - core of the city f) Is located in an area where any project completion will be permanent (not subject to future plans for sewers/streets/landscaping). Motion to accept the recommendations: Paul Lentz Second: Harry Hepler Action: Approved Economic Development Team: Kevin McKinney, Economic Development Team Chairman, discussed the strategic planning session on February 9, 1999 facilitated by consultant Steve Gibson of Main Street Group, and the need to put an action plan timeframe together within the next six weeks. Mr. McKinney suggested that the PSD database continue to be updated in order to bring new businesses into the information loop. Harry Hepler proposed pursing more property owners as committee members in order to get their "investment" into the PSD. Also need to make owners aware of any possible funds that may available for their benefit. Discussion ensued on the need for the Economic Development Team to be a leader in strategic planning for other committees to base their goals on. Capital Improvements Task Force: Committee Chairman Ken Stockwell reports that the committee goals are currently under review. A committee meeting for goal review will be set prior to the next board meeting. There was continued discussion on pursuing 501(c)3 designation in order to obtain additional funding not available under the current status. Terry Terry suggested working with the Old Town Commercial Association to assist with funding issues. Possibly use them to receive funds and target Old Town versus Downtown projects with the proceeds. Mr. Stockwell feels that funding may be available from LISC under the appropriate conditions. Leanne Stites suggested that Amy Salisbury from LISC and Lisa Carey from Old Town be invited to the next Task Force meeting. Mr. Stockwell presented the following recommendations on behalf of the Capitol District Improvements and Development Task Force: That the PSD Board recommend to the Mayor: a) Creation of a left-hand turn from westbound Michigan Avenue onto Washington Avenue. b) Conversion of one-way streets to two-way: Shiawassee, Ionia and Washtenaw. c) Explore and crate special parking rates for downtown residents. 2. That the PSD Board recommend to the Mayor: Remove trees and foliage obstructing storefronts in the Washington Mall area, specifically and immediately, trees in front of Hobie's, Downtown Barbers and Michigania. Motion to accept the recommendations: Gwendolyn Conarton Second: Paul Lentz Action: Approved NEW BUSINESS: A mini -grant request on behalf of the Parade into the 21" Century was submitted to the Board. Discussion on the merits of the request followed. Motion to approve mini -grant application: Kevin McKinney Second: Ken Stockwell Action: Approved Leanne Stites requested, on behalf of the downtown merchants, that the PSD Board adopt the position of denying any recommendation to the Mayor to permit food vendors from outside the District. The merchants feel that the Board should advocate the local downtown businesses owners who have a vested interest in the downtown community. Permitting outside food vendors in an economic climate where permanent restaurants are closing is contrary to the concern of these stakeholders. Motion to support denying recommendation of outside food vendor permits: Harry Hepler Second: Paul Lentz Action: Approved Terry Terry stepped forward as a resource regarding the discussions surrounding the formation of the PSD three years ago. Discussion followed regarding the success Old Town has had with funding and development of that part of the District. Concern was voiced over the apparent lack of support, focus, or commitment by the Chamber of Commerce for downtown development. It was determined that the PSD could serve this void. DIRECTOR'S REPORT: Leanne Stites, Executive Director, reported the following information: ■ There may be a possible settlement in the Eyde suit against the City/PSD. The City Attorney's office is considering possible strategies. The impact is unknown at this time. ■ Final interviews for the new Marketing Manager position will take place on February 25, 1999. ■ The "generic" PSD gift certificates to be awarded as part of a mini -grant at the Bea Christy awards dinner were well received by the participating merchants. Approximately 75 businesses agreed to honor the gift certificates if/when presented. ■ The neighborhood survey has been developed with assistance from Gwendolyn Conarton. The Lansing State Journal has agreed to publish a survey coupon to garner further community involvement. ■ During the month of January, Ms. Stites conducted 8 interviews for the Marketing Manager position, made 5 business retention calls, met with the Lansing State Journal editorial board, attended 2 City Council meetings, and met for 27 individual meetings. ADJOURN: Meeting was adjourned at 7:27 p.m. Respectfully submitted by: wendolyn Cona on, Secretary jqq7 Date APPROVED iJ rij PSD Principal Shopping District Board Meeting March 9, 1999 Minutes 232 S. Capitol Avenue BOARD MEMBERS PRESENT: S. Hrapkiewicz P. Lentz K. Stockwell K. McKinney BOARD MEMBERS ABSENT: P. Cook STAFF PRESENT: L. Stites J. Berndt GUESTS PRESENT: Carl Nishan, Lansing Dept. of Planning Eleanor Love, Lansing Dept. of Planning Reesie Davis, hot dog vendor Clinton Tarver, hot dog vendor G. Conarton H. Hepler J. Stratman Ellen Sprouls, Impression 5 Toni Ringlein, City Club Todd Behovitz, Dogs `n Stuff CALL TO ORDER: Meeting was called to order at 6:10 p.m. by Board Chairman Steve Hrapkiewicz. Mr. Hrapkiewicz noted that Treasurer Patricia Cook was absent, therefore the Treasurer's Report would be postponed until the following month. The Chair further noted that public comment would be need to be delayed until after the presentation by guest Eleanor Love due to her time constraints and the Chair asked that comment at that time be limited to two to three minutes. APPROVAL OF AGENDA & MINUTES: Motion to approve agenda Moved: G. Conarton Second: P. Lentz Carried unanimously Board members reviewed the minutes from the February 16, 1999 meeting. Kevin McKinney requested that the February minutes under New Business reflect his position on the motion to support denying recommendation of outside food vendor permits. Mr. McKinney voted against that motion. Motion to approve February 16, 1999 board minutes with Mr. McKinney's correction Moved: K. McKinney Second: H. Hepler Carried unanimously TREASURER'S REPORT: As noted prior, the Treasurer's Report was delayed until the next meeting due to the absence of Patricia Cook. OLD BUSINESS: Guest Eleanor Love from the Lansing Department of Planning presented information on the revised and newly released Comprehensive Plan. Each board member received a full copy of the document from the PSD staff as well as a bulleted highlight page provided by Ms. Love. Ms. Love spoke regarding the information contained in the Plan and the potential role of the PSD in its implementation. Discussion followed between the board members and Ms. Love and Planning Board member Mr. Nishan. In conclusion, the Board determined that they should be given the opportunity to read the Plan in full, come to a consensus, and take a written position. Motion to review the Comprehensive Plan, set up a meeting to take comment and recommendations, and submit a written statement of position prior to the April 13, 1999 deadline. Moved: P. Lentz Second: H. Hepler Carried unanimously Newly hired PSD Marketing Manager Jennifer Stratman was introduced to the Board by Executive Director Leanne Stites. PUBLIC COMMENT: Hot dog vendors Reesie Davis and Todd Behovitz introduced themselves to the Board and commented on the recent Board recommendation to the Mayor to deny their vending permits for the 1999-2000. Limited discussion followed and the guests comments were acknowledged. NEW BUSINESS: Three mini -grant requests were submitted to the Board for their consideration and recommendation: Riverfest, FestEve, and the Jaycee's Easter Egg Hunt. Limited discussion followed. The Board requested copies of mini -grant criteria be supplied at the next meeting. Motion to deny approval for Riverfest mini -grant request Moved: P. Lentz Second: G. Conarton Carried unanimously Motion to grant $500 mini -grant request for FestEve Moved: K. McKinney Second: P. Lentz Carried unanimously Motion to grant $250 mini -grant request for Jaycee's Easter Egg Hunt Moved: K. Stockwell Second: K. McKinney Carried unanimously Joey Berndt reported that Penny Kreibehl from ArtSpace in Old Town contacted the PSD office regarding painted wooden panels created at the request of former Executive Director Kelly Thompson. Due to the closure of ArtSpace, Ms. Kreibehl is requesting that the PSD consider accepting the panels and remit a token payment in return. She feels that $100 would be ample payment. After limited discussion, the Board consensus was to accept the panels, with storage offered by Harry Hepler and Ellen Sprouls, and remit $100 when billed. DIRECTOR'S REPORT: Leanne Stites reported the following items: • Addition of Jennifer Stratman to the permanent office staff. • The lawsuit between the City and the Eyde company over the Knapp's building assessment was settled and the possible refund amount coming out of the budget. • Merchants from District A met twice with the PSD staff in February. The major topic was parking. • Business owners from District C met once with the PSD staff in February. Their major issue related to clean up. • The Marketing Committee met once. • The Capital Improvements Task Force met, including a representative from LISC. Ken Stockwell gave a brief synopsis on the results of that meeting. • The kiosk project is nearing completion. Nearly all display cases are installed and maps are being finalized. • Consideration is being given to the return of the Walkable Communities consultant as early as September. • Ms. Stites attended 15 committee meetings, made 6 retention calls, and was present for several individual meetings and presentations. Subsequent discussion returned to the issues of the PSD role in the City's Comprehensive Plan and the Board's position on vending within the district. ADJOURN: Meeting was adjourned at 8:36 p.m. Respectfully submitted by: wendolyn Con on, Secretary Date PSD Principal Shopping District Board Meeting Minutes APPOOVED April 6, 1999 232 S. Capitol Avenue BOARD MEMBERS PRESENT: S. Hrapkiewicz P. Lentz G. Conarton P. Cook K. McKinney H. Hepler BOARD MEMBERS ABSENT: K. Stockwell STAFF PRESENT: L. Stites J. Berndt J. Stratman GUESTS PRESENT: Filomena Castriciano, Roma Bakery Stephanie Whitbeck, Downtown Neighborhood Assn Dimitri Stathopoulos, Dimitri's Denelle Milstead, Kelly's Downtown CALL TO ORDER Meeting was called to order at 6:05 p.m. by Board Chairman Steve Hrapkiewicz. PUBLIC COMMENT Chairman Hrapkiewicz recognized the presence of guests in attendance and stated that public comment would be taken at the time each item was brought forth. APPROVAL OF AGENDA & MINUTES Motion to approve agenda Moved: G. Conarton Second: P. Cook Carried unanimously Motion to approve the March 9,1999 board minutes. Moved: K. McKinney r7l Second: P. Lentz Carried unanimously Following the vote to approve the agenda and minutes, as a point of order, Chairman Hrapkiewicz noted that the discussion of the City Comprehensive Plan under Old Business would be moved to last due to the possible lengthy time involvement. TREASURER'S REPORT Financial Statements: Board Treasurer Patricia Cook reported that there was an error in the November 1998 financial statements under the Fund Balance income item. The error occurred during the process of converting from one accounting software to another. A correcting entry was made and revised reports for November 1998 and December 1998 were generated. Motion to accept the revised November 1998 and December 1998 financial statements. Moved: K. McKinney Second: H. Hepler Carried unanimously Ms. Cook reviewed the January 1999 and February 1999 financial statements and reported that the results are consistent with the City's report. She further noted that several correcting entries were executed in January to properly categorize expenditures that were previously incorrect. Motion to accept the January 1999 financial statements. Moved: K. McKinney Second: H. Hepler Carried unanimously Motion to accept the February 1999 financial statements. Moved: H. Hepler Second: K. McKinney Carried unanimously L.E.A.P. Invoice: Ms. Cook reviewed in general the issue surrounding the billing received from L.E.A.P. for services in connection to a proposed mural project. All documentation was submitted to the City Attorney's office for a legal opinion as to whether a contract for payment existed between L.E.A.P. and the Principal Shopping District. The opinion of City attorney Margo Vroman in a written response to the PSD is that no contract exists. Motion to accept the legal opinion by the City Attorney's office regarding the L.E.A.P. billing issue. Moved: P. Lentz Second: P. Cook Carried unanimously Budget Schedule: PSD Executive Director Leanne Stites reported that there is an anticipated $30,000 reduction in the 1999/2000 budget. Ms. Stites stated that the budget hearing before the City Council Committee of the Whole is scheduled for 3 p.m. on April 29, 1999. OLD BUSINESS Vending: Ms. Stites put before the Board the issue of vending procedures, stating the process and conditions currently in place. Due to confusion on certain issues and interpretations, the City Attorney's office has been asked for written clarifications. The Board was asked to determine how they wish to review and recommend permitting applications. Two special use permits were put before the Board for their consideration: Jeremy Jones and Sparrow Foundation. Audience members Dimitri Stethopoulos, Denelle Milstead, and Stephanie Whitbeck voiced their opinions regarding the vending issue. Board member Gwendolyn Conarton volunteered to chair a sub- committee for the review process. Discussion among the board members followed. The request from Sparrow Foundation was tabled for consideration by a sub -committee. Motion to create a sub -committee consisting of two Board members and one business representative to review permitting applications for processing. Moved: K. McKinney Second: H. Hepler Carried unanimously Motion to review the existing procedures for possible Board revisions prior to next season. Moved: K. McKinney Second: H. Hepler Carried unanimously Motion to support permitting Jeremy Jones to vend in the 200 block of North Washington for April 1999. Moved: H. Hepler Second: G. Conarton Carried unanimously Walkable Communities: Ms. Stites updated the Board regarding the walkable communities consultant return, possibly in October 1999. Topics are currently being identified and will be expanded upon prior to his return. NEW BUSINESS Mini -Grants: Two mini -grant requests were submitted to the Board for their consideration and recommendation: Michigan Youth in Government and Michigan Pride. Discussion followed on the mini -grant program in general, the current policies, and the merits of the two requests before the Board. Motion to modify the vague language in the existing policies. Moved: P. Cook Second: H. Hepler Carried unanimously Motion to grant $300 to the Michigan Youth in Government organization. Moved: P. Cook Second: K. McKinney Carried unanimously Motion to grant $300 to the Michigan Pride organization with a recommendation that staff send a letter of explanation stating the reasons for a reduced grant amount. Moved: K. McKinney Second: H. Hepler Carried unanimously Strategic Planning: Leanne Stites acknowledged the receipt of the report from The Main Street Group following the Febuarary 1999 strategic planning session. Marketing Strategies: PSD Marketing Manager Jennifer Stratman reviewed the projects and events she is currently involved with. Comments, suggestions, and discussion from the Board followed regarding the Parade into the 21st Century, Be a Tourist in Your Own Town, and the Brown Bag lunch series. Audience members Dimitri Stathopoulos and Denelle Milstead also commented on the Brown Bag concert series. Discussion also followed regarding the tri -panel advertising screens proposed by the Marketing Committee. Motion to support the $1,000 maximum proposed expenditure for Be a Tourist in Your Own Town. Moved: K. McKinney Second: P. Cook Carried unanimously Limited comment and discussion followed regarding the public relations effort to keep City Council and other interested parties informed of the PSD staff and Board actions. City Comprehensive Plan: Public comment was taken regarding the City Comprehensive Plan. Audience members Filomena Castriciano, Stephanie Whitbeck, and Dimitri Stathopoulos spoke regarding their concerns. Board member Patricia Cook stated her personal position. Discussion followed. Motion to create a sub -committee comprised of Kevin McKinney, Steve Hrapkiewicz, Harry Hepler, and Patricia Cook to review the comments received by the Board and prepare a written statement of position prior to the April 13, 1999 due date. Moved: H. Hepler Second: P. Cook Carried unanimously ADJOURN: Meeting was adjourned at 8:17 p.m. Respectfully submitted by: wendolyn Conarto , Secretary qQ41�Q qq Date PSD�j 22 - Principal Shopping Di��ric ;C; CITY CLERK Board Meeting Minutes BOARD MEMBERS PRESENT: S. Hrapkiewicz H. Hepler P. Cook K. McKinney BOARD MEMBERS ABSENT: P. Lentz G. Conarton STAFF PRESENT: L. Stites J. Berndt GUESTS PRESENT: Lisa Carey, Old Town Main Street Amy Collett, Old Town Main Street APPROVED May 11, 1999 232 S. Capitol Avenue K. Stockwell CALL TO ORDER Meeting was called to order at 6:08 p.m. by Board Chairman Steve Hrapkiewicz. PUBLIC COMMENT No public comment was made. APPROVAL OF AGENDA & MINUTES Motion to approve agenda. Moved: K. McKinney Second: P. Cook Carried unanimously Motion to approve the April 6, 1999 board minutes. Moved: P. Cook Second: K. McKinney Carried unanimously TREASURER'S REPORT Financial Statements: Board Treasurer Patricia Cook reviewed the March 1999 financial statements and reported that the results were consistent with the City's report. Several entries were made by the PSD staff to properly reclass prior expenditures with no material impact on the statements. No discussion followed. Motion to accept the March 1999 financial statements. Moved: K. McKinney Second: H. Hepler Carried unanimously OLD BUSINESS Permitting Committee: In the absence of Committee Chairwoman Gwendolyn Conarton, Leanne Stites reported on the status of recent permit approval recommendations by the Committee. To date, no permit requests have received negative recommendations. Ms. Stites suggested to the Board that review and planning must begin soon if the Board wishes to pursue changes to the Temporary Encroachment License procedures and rules for the season that begins in Spring 2000. Ms. Stites also related that the 621 Club at 621 E. Michigan had applied for patio seating through the Dept. of Neighborhood Planning & Development. A letter of support from the PSD office was submitted in response to the notification of the application to that department. Parade into the 21St Century vending registration continues through Diane Townsend of the Dept. of Parks & Recreation. The PSD office was informed that three possible downtown businesses have requested permits to vend. Minimal discussion followed. No action items were presented. NEW BUSINESS Board Retreat: Leanne Stites suggested to the Board the possibility of a retreat or other venue in order to focus a discussion on PSD structure, goals, and issues for the upcoming 1999-2000 funding year. Discussion followed on what the Board felt were the major issues at hand, whether a facilitator would be beneficial and who might fill that role, if the retreat would be in addition to or instead of the regular June Board Meeting, and possible dates and times. The Board determined that the retreat would be held as a Special Board Meeting in place of scheduled June 8, 1999 meeting on a date and time to be determined and that a facilitator would be sought. Mini -grant request: The Downtown Neighborhood Association mini -grant request was reviewed and discussed. Although the Board felt that the Association's Art in the Park event was a worthwhile effort, its location outside of the PSD boundaries precluded the Board from approving their request due to mini -grant guidelines that specify that events must occur within PSD boundaries. Harry Hepler suggested that the PSD staff could offer to assist with promotion of their event which is held adjacent to PSD boundaries by publicizing it in a future PSD newsletter. Motion to deny the Downtown Neighborhood Association mini -grant request due to guideline restrictions. Moved: P. Cook Second: K. Stockwell Carried unanimously Mall Maintenance Committee: Ms. Stites requested that the Board form a Mall Maintenance Committee to assist staff with overseeing the maintenance contract, the issues that result, and to begin the contract bidding process this fall. The current maintenance contract expires in June 2000. Discussion followed on the issues of mall cleanliness, clutter, disrepair, newspaper vending machines, and City versus PSD responsibilities. Harry Hepler volunteered to chair the committee. Kevin McKinney volunteered to serve on the committee. Motion to form a Mall Maintenance Committee with Harry Hepler to chair, Kevin McKinney to serve, and additional members to be determined. Moved: K. McKinney Second: H. Hepler Carried unanimously Lisa Carey recognition: Outgoing Old Town Program Manager Lisa Carey presented her replacement Amy Collett to the Board and furnished some background information on Ms. Collett. Steve Hrapkiewicz welcomed Ms. Collett and then recognized Ms. Carey's service to the Old Town community as part of the PSD and presented her with an engraved clock on behalf of the Board. DIRECTOR'S REPORT Marketing Update: Leanne Stites reported on the following events: ■ Lansing City Market merchant meeting — Jennifer Stratman was attending their meeting that evening. ■ Parade into the 21St Century — a coupon flyer has been designed for distribution at the parade. Harry Hepler voiced concern that few if any Old Town or Entertainment District businesses were on the flyer and wondered whether they had been excluded from the offer to participate. ■ Be a Tourist in Your Own Town — a promotion involving PSD sunglasses and participating merchants has been developed. ■ Brown Bag Concert Series — downtown businesses were polled and were in overall support of the event. Ms. Stites is demanding more cooperation from the radio station in terms of airtime and business exposure to benefit the participating businesses. WILX will be filming the events and the PSD staff is trying to negotiate with them to promote the businesses as well. Coupon flyers will be produced and inserted into the VIMMQ brown bags. Property owner/developer meeting: A poor turnout was reported for the May 7, 1999 meeting. Less than 10 were in attendance. Ken Stockwell, who attended, stated that the purpose of the meeting was to meet with LISC to determine how grant funding might be possible for building revitalization efforts. Kevin McKinney, also in attendance, said that the meeting raised the issue of downtown's negative image and need for retail initiatives. The outcome was that there appears to be little, if any, funding opportunities available. Board discussion followed on issues involving sharing any possible funding information with all interested parties since not all developers had the same needs, development of a prototype block, building renovation, and developing alternative financing possibilities. Miscellaneous: Ms. Stites reported on the recent disturbances and police involvement at a reported after-hours club located in the building behind the Downtown Party Store. The newsletter and meeting announcements recently underwent a format change to enhance the PSD image. Meeting announcements are now printed in-house as postcards using the color PSD logo and the newsletter is now produced in a more traditional newsletter format rather than in the previous flyer format. Gary Suisman of the Lansing State Journal offered to do some future printing, Ms. Stites will follow up on this. City Council members are being kept informed of PSD activities with weekly or semi-weekly informational packages. Packages include announcements, newspaper clippings, newsletters, etc. ADDITIONAL ITEMS Kevin McKinney asked if the PSD office received any response to the PSD letter to the Planning Board regarding the Master Plan. Leanne Stites reported no response being received and is unsure of the current status of the Plan. Steve Hrapkiewicz reported a recent meeting coordinated by the Downtown Neighborhood Association between LCC and Leanne Stites and himself regarding discussions on the opening of the mall area on campus. Although no decisions were made, LCC is amenable to the idea of opening up the area. There are still some concerns regarding the trolley issue. Further discussions may follow. Chairman Hrapkiewicz also mentioned the recent window display development in the former Green's Off the Mall store. In a cooperative effort between the building owners and the home accessory business Interior Elements, the windows are being utilized for display purposes at no cost to Interior Elements. The hope is that enough interest will be shown in the displays to encourage Interior Elements to locate downtown permanently. Patricia Cook announced the upcoming press conference involving the Motor Wheel renovation project. General Motors will be leasing half of the renovated space. ADJOURN Motion to adjourn. Moved: P. Cook Second: H. Hepler Carried unanimously Meeting was adjourned at 8:17 p.m. Respectfully submitted by: Joey erndt on behalf of Gwendolyn Conarton, Secretary 6- t) -cl> Date PSD Principal Shopping District Board Meeting Minutes BOARD MEMBERS PRESENT: S. Hrapkiewicz H. Hepler P. Cook K. McKinney BOARD MEMBERS ABSENT: P. Lentz STAFF PRESENT: L. Stites GUESTS PRESENT: Lisa Carey APPROWED June 11, 1999 1223 Turner St. K. Stockwell G. Conarton CALL TO ORDER Meeting was called to order at 8:20 a.m. by Board Chairman Steve Hrapkiewicz. PUBLIC COMMENT No public comment was made. TREASURER'S REPORT Financial Statements: Board Treasurer Patricia Cook reviewed the April 1999 financial statements and reported that the results were consistent with the City's report. No discussion followed. APPROVAL OF MINUTES Motion to approve agenda. Moved: K. McKinney Second: P. Cook Carried unanimously ,� r TREASURER'S REPORT Financial Statements: Board Treasurer Patricia Cook reviewed the April 1999 financial statements and reported that the results were consistent with the City's report. No discussion followed. Motion to accept the April 1999 financial statements. Moved: G. Conarton Second: P. Cook Carried unanimously NEW BUSINESS Board Retreat: The Board convened a strategic planning session facilitated by Lisa Carey. Topics of discussion included the purpose of the PSD, pros and cons of its current structure, and options for restructuring. ADJOURN Meeting was adjourned at 11:00 a.m. Respectfully submitted by: Gwendolyn C? rton, Secretary Date PSD Principal Shopping District Board Meeting Minutes BOARD MEMBERS PRESENT: K. Stockwell T. Terry P. Cook K. McKinney BOARD MEMBERS ABSENT: P. Lentz G. Conarton S. Hrapkiewicz H. Hepler STAFF PRESENT: L. Stites GUESTS PRESENT: none CALL TO ORDER No quorum was present. ADJOURN Meeting was adjourned. Respectfully submitted by: Lea e Stites for Gwendolyn Conarton, Secretary (o X3—`17 Date APPOOVED June 16, 1999 216 N. Chestnut St. PSD Principal Shopping District Special Board Meeting Minutes BOARD MEMBERS PRESENT: S. Hrapkiewicz P. Lentz P. Cook K. McKinney BOARD MEMBERS ABSENT: T. Terry H. Hepler STAFF PRESENT: L. Stites I Stratman LH; I'G CITY UP'! July 27, 1999 232 S. Capitol Avenue GUESTS PRESENT: Louisa Keefe, PSD intern David Berridge, City of Lansing Transportation Dept Shane Silsby, City of Lansing Transportation Dept David Hayhow, Marketing Committee Chairman K. Stockwell G. Conarton CALL TO ORDER Meeting was called to order by Board Chairman Steve Hrapkiewicz. PUBLIC COMMENT Patricia Cook, on behalf of the Board of Directors presented Steve Hrapkiewicz with a certificate of appreciation, noting his commitment to the PSD and his strong leadership. APPROVAL OF AGENDA & MINUTES Patricia Cook suggested moving the election of Chairperson to the top of the agenda. Motion to approve agenda. Moved: P. Cook Second: K. McKinney Carried unanimously Motion to approve the June 11, 1999 and June 16, 1999 board minutes. Moved: P. Cook Second: K. McKinney Carried unanimously ELECTION OF A CHAIItPERSON Steve Hrapkiewicz reported that he had attempted to speak to Board Members regarding their interest in completing his term of office as Chair, which expires in January, 2000. He noted that Board officers are elected annually in January. Nominations were taken from the floor. Patricia Cook nominated Kevin McKinney for the position of Chairman. The nomination was seconded by Gwendolyn Conarton. Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook reported that financial reports are unavailable from the City due to software difficulties. No financial report for May 1999 was given at this time. OLD BUSINESS Maintenance Committee: Kevin McKinney, Chair of the newly created committee, distributed a handout outlining the purpose, goals and members of the committee. He anticipates having a bidders package ready for distribution sometime in early winter for the downtown maintenance contract. Leanne Stites updated the Board on a continuing disagreement with the Department of Parks and Recreation about whether the PSD or Parks and Rec is fiscally responsible for capitol improvements downtown (ie. park benches, irrigation system, etc.) The issue is being resolved by the Mayor's office. No action items were presented. Permitting Committee: Gwendolyn Conarton distributed a spreadsheet regarding the permit status for various applicants. She noted that the committee will meet soon to look at revising the procedures, however the PSD is still waiting for a legal opinion on the existing procedures from the City Attorney. There was discussion regarding cafe permits and concerns regarding those businesses violating the permit ordinance. The Board requested an update regarding which applications have been licensed. Action item: PSD staff to provide updated report for next meeting. Tree Trimming: Ken Stockwell expressed frustration that the PSD Board has requested the City to cut and/or trim the trees downtown with no response. He noted that a new business prospect had complained that the trees blocked visibility to the site. Ms. Stites reported that her staff had spoken to Paul Dykema about tree trimming and he indicated that it had been slated for this season, but was cut due to budget constraints. Motion to obtain bids on tree trimming from a private company and enclose the bid with a letter to Mayor Hollister requesting assistance. Moved: P. Lentz Second: K. Stockwell Carried unanimously Action item: Ken Stockwell will seek a bid from a contractor he knows and Leanne Stites will draft a letter. NEW BUSINESS Traffic Impact: Dave Berridge and Shane Silsby from the Transportation Office presented the results of an Impact Study on two-way street conversions. He requested Board support for the first phase of the conversion - Shiawassee, Ionia and Washtenaw. He explained that other street conversions would be studied over the next several months before implementation will be recommended. He said that parking spaces would be altered - more created by angled parking on some blocks and others lost due to creation of loading zones on others. Ken Stockwell opposed the conversion plan, citing concern about the loss of parking spaces and greater concern about truck loading areas. Motion to allow time for the Board to review the plan and take a vote at the next meeting. Moved: K. McKinney Second: G. Conarton Carried unanimously Action item: Leanne Stites will mail copies of the Study to Board members for review. A meeting date in August will be determined or the Board can vote via telephone poll. Marketing Committee Report: David Hayhow, Chair, presented the 1999-2000 marketing budget and proposed activities. The entire marketing budget is approximately $50,000. Motion to accept the marketing budget as presented. Moved: P. Cook Second: P. Lentz Carried unanimously Grant Requests: A $500 mini grant request was received from Jazz Fest as well as a $5,000 sponsorship request from the Silver Bells Committee. The Board asked Leanne Stites to talk to Sue Mills about the nature of the letter from the Silver Bells Committee. Motion to approve both grant requests Moved: K. Stockwell Second: P. Lentz Carried unanimously Parthenon Park Sale: Kevin McKinney urged the Board to become familiar with the zoning change requested by the new owner of the Parthenon Park, which is before City Council. The new owner has petitioned to change the park into a surface parking lot. McKinney noted that it is the role of the PSD to take advisory positions on such requests. Action item: Leanne Stites will seek further information about the zoning request and plans for the park. DIRECTOR'S REPORT Blue Ribbon Committee: Leanne Stites reported that the Mayor's office is moving forward with appointments to the Blue Ribbon Committee and has considered the recommendations made by the PSD Board. The PSD will definitely be at the table as this initiative unfolds. Marketing Report: Jennifer Stratmen reported on activities including the Brown Bag Lunch, the sale of advertising boards, the Swing Around Downtown campaign and her role with various events committees such as Silver Bells and Car Capitol. The Board discussed the problems Car Capitol is having in fund-raising and expressed concern that the $8,000 turned over to R.E. Olds Museum not be exhausted for this year's festival. Committee Restructuring: Based on the organization methods recommended by the Main Street program, Leanne Stites asked Board members to consider restructuring the PSD Committees and putting them into four major categories. The Board will consider this at the next meeting. Historic Marker: A request was presented from Mr. Tom Shiels for a letter supporting his bid to erect an historic marker in front of the Atrium Building commemorating Lansing's lost theaters. The Board agreed to supply a letter of support. August Meeting Date: Members were polled to determine availability for an August meeting date. Action item: Leanne Stites was instructed to Fax a form to members asking for available dates. ADJOURN Motion to adjourn. Moved: P. Cook Second: K. McKinney Carried unanimously Meeting was adjourned at 7:55 p.m. Respectfully submitted by: Gwendolyn Conarton, Secretary Date ( A 0 0 PSD - ° - APPROVED Principal Shopping District L=,i j; zJ CI"iY CLERK Special Board Meeting August 31, 1999 Minutes 232 S. Capitol Avenue BOARD MEMBERS PRESENT: H. Hepler T. Terry P. Cook K. McKinney BOARD MEMBERS ABSENT: P. Lentz STAFF PRESENT: L. Stites J. Stratman GUESTS PRESENT: Marc Mallory, DDS Tom Lapka, Mallory Cunningham & Lapka Amy Collett, Old Town Main Street K. Stockwell G. Conarton J. Berndt CALL TO ORDER Meeting was called to order at 6:10 p.m. by Board Chairman Kevin McKinney. PUBLIC COMMENT Chairman McKinney deferred public comment to be taken as agenda items came up. APPROVAL OF AGENDA & MINUTES Motion to approve revised agenda. Moved: P. Cook Second: H. Hepler Carried unanimously Motion to approve the July 27, 1999 board minutes. Moved: P. Cook Second: H. Hepler Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook reported that financial reports are still unavailable from the City due to continuing software difficulties. A finalized May 1999 financial report was submitted for approval based on PSD records. Any adjustments necessary will be made in the final June 1999 when it is finalized. June 1999 and July 1999 draft financials were presented for informational purposes only. No questions were raised. Motion to approve May 1999 financials. Moved: H. Hepler Second: T. Terry Carried unanimously OLD BUSINESS Parthenon Park Proposal: Chairman McKinney opened the floor to public comment. Tom Lapka, representing Susan Mallory of Mallory, Cunningham & Lapka law firm, addressed the Board and presented information regarding the proposed purchase and conversion of Parthenon Park to private surface parking for the adjacent office building. As part of his presentation, Mr. Lapka stated that parking has become an issue since their current rental parking agreement with Foster Swift law firm is coming to a close. Additionally, the second floor may possibly be converted from office to residential space in the future. Dr. Mallory also addressed the Board and expressed his desire for the conversion to landscaped surface parking. Mr. Lapka requested that the Board go on record supporting the property conversion, even if the PSD declines to agree to maintain the landscaping as proposed by Susan Mallory. Discussion between the Board and Mr. Lapka and Dr. Mallory followed. Primary concerns centered on the issue of highest and best use of the property and who would be responsible for the maintenance of the landscape. Motion to support the Special Use Permit and draft a letter to the City expressing the concerns and points of view of the Board members and indicate that the PSD will not acquire or maintain the private property. Moved: P. Cook Second: H. Hepler Ayes: 5, G. Conarton obstained — motion carried Action item: Leanne will draft the letter on behalf of Kevin McKinney for Board review. Tree Trimming: Leanne Stites reported that a letter to the Mayor had been sent requesting allocation of funds for tree trimming along theWashington Avenue corridor. The letter included a bid from a contractor to complete the project. No response from the Mayor's office has been received. In follow-up to last month's tree trimming issue, Ms. Stites reported that the trees in the berm directly in front of 117 S. Washington Square were recently trimmed due to the request from the PSD office. Ms. Stites also related related that Eric Reickel has indicated that he will attempt to move the tree trimming up on his priority list. No comment was made. No action items were presented. Two -Way Traffic Study: Limited general discussion between Board members took place on this issue. Motion to draft a letter of support of the Phase I street conversion. Moved: H. Hepler Second: G. Conarton Carried unanimously Action item: Leanne will draft the letter on behalf of the Board decision. Committee Restructuring: Leanne Stites suggested that the Board consider restructuring current committees into four focused committees: Board, Promotion, Physical Design, and Economic Restructuring. All committees should have a common vision and goal to base their individual goals and workplans on. Discussion of roles, past goals, and results followed. Chairman McKinney requested that formalization of restructuring occur within the next two weeks and that Board members state which committees they wish to serve on. Action item: Leanne will draft a memo to the Board denoting proposed committee structure, possible objectives, and where existing committees might fit. NEW BUSINESS Bylaws Revision: Leanne Stites related that current bylaws do not conform to City ordinance and requested that the Board consider revisions. Chairman McKinney specified that officers be charged with considering and reviewing bylaw revisions. If proposed changes are accepted by the Board, an attorney will be hired to review them prior to a final vote. Limited discussion followed. Action item: Leanne will send a draft copy of proposed bylaws to Board officers for their review and comment. Old Town Parking Lot Proposal: Leanne Stites opened the discussion by raising the concern that City officials have proposed funding the lot via a PSD assessment. In addition to this process, concern was also voiced that the PSD Board and/or office were not consulted prior to putting forth this idea in writing. Discussion followed regarding these points as well as the timing of the lot completion, how this project relates to other projects, and concern over raising the PSD assessment. Action item: Chairman McKinney requested that Board members involved in the project monitor the situation and keep the board as a whole advised. Grant Requests: A $500 mini -grant request was received from the R.E. Olds Transportation Museum for the August 1999 Car/Capital Celebration. Jennifer Stratman who sat on the Car/Cap committee reported that the PSD was recognized as a sponsor only verbally and not visually on signage or other printed media. In the course of discussion, Chairman McKinney requested that the Promotions committee review the current mini -grant guidelines. Motion to approve the $500 grant with a written response that the guidelines be followed in any future requests. Moved: T. Terry Second: K. Stockwell Carried unanimously Terry Terry presented a $500 mini -grant request on behalf of Old Town Business and Arts Development Assn. for the October 1999 Octoberfest event. Motion to approve the $500 grant. Moved: P. Cook Second: G. Conarton Ayes: 5, Terry Terry obstained — motion carried Amy Collett presented a request for continued funding of Old Town Main Street, with an increase from $12,000 to $15,000. A written proposal package was included with her request. Discussion followed on the merits of granting the funding request. Leanne Stites reminded the Board that the PSD budget for 1999-2000 only allowed for $12,000 in Old Town funding. Chairman McKinney suggested that Ms. Collett return to the Board at a future date to discuss additional funding. Questions surrounding the assessment process and how the Assessor's office determines appropriate classifications were raised. The Board also questioned the change in assessment dollars from last year to this year. Motion to support a $12,000 grant for Old Town Main Street. Moved: G. Conarton Second: H. Hepler Ayes: 5, Terry Terry obstained — motion carried Action item: PSD staff will research the assessment process as it relates to changes in property usage. Staff will also report on the change in the District B assessment rolls from 1998-1999 to 1999-2000. DIRECTOR'S REPORT Leanne Stites reported that Joe Graves from the Mayor's office recently held a meeting of City department heads and the PSD office to determine who will be responsible for downtown maintenance items not covered under the maintenance contract with Four Seasons. A letter of agreement should result. Ms. Stites also related that she has made a number of site visits and attended two seminars on downtown revitalization since the last Board meeting. She was also included in a meeting hosted by Bob Trezise of the Lansing Regional Chamber of Commerce, calling together local small business initiative organizations to gain more communication and coordination of efforts. Ms. Stites commented that applications for Board positions have been forwarded to the Mayor's office. Marketing Report: Jennifer Stratman reported on activities including the: success of the Brown Bag Lunch series. need for more PSD staff involvement in future Car Capital events. upcoming Great Halloween Caper. expansion of the Light the City lighting campaign. holiday co-op proposals due by September 1st — marketing committee review to follow. need for additional participants in the year-long coupon page campaign. status of the "Swing Around Downtown" promotion. Approximately 4,000 entries have been collected and the database is being updated. Winner is to be drawn on September 10th, with the Mayor to present the prize. A "wow" campaign is being researched. tri -fold ad boards that will be installed on September 2nd. Revenue generated so far is $1,400. Jennifer also met as part of the Old Town Promotions Steering committee. ADJOURN Motion to adjourn. Moved: P. Cook Second: K. Stockwell Carried unanimously Meeting was adjourned at 8:25 p.m. Respectfully submitted by: Gwendolyn Co rton, Secretary Date PSD Principal Shopping District Board Meeting Minutes A PPROO FED September 14, 1999 232 S. Capitol Avenue BOARD MEMBERS PRESENT: H. Hepler T. Terry K. Stockwell P. Cook K. McKinney P. Lentz BOARD MEMBERS ABSENT: G. Conarton STAFF PRESENT: L. Stites J. Stratman CALL TO ORDER Meeting was called to order at 6:10 p.m. by Board Chairman Kevin McKinney. PUBLIC COMMENT There was no public comment APPROVAL OF AGENDA & MINUTES Motion to approve agenda. Moved: P. Lentz Second: P. Cook Carried unanimously Motion to approve the August 31, 1999 board minutes. Moved: P. Lentz Second: P. Cook Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook provided the PSD financial report for August 1999 as informational only, noting that the City is still without monthly reports or a year-end reconciliation report for fund year 1999. Leanne Stites stated that the PSD office is in the process of requesting a transfer of monies from last year's budget to this year. She also noted that the city's Capital Improvement Projects process is underway and, for the first time, the PSD will be at the table with other city departments requesting funds for downtown projects. OLD BUSINESS Committee Restructuring Leanne Stites outlined the recommended structure for two new cominittees that would incorporate all the goals of the PSD. The two committees would be called the Physical Design Committee and the Downtown Business Team. She indicated that talks have taken place suggesting that Lansing 2000 become the Downtown Business Team, preserving their non-profit, incorporated Board of Directors and their private membership status. It was decided that the next step should be a meeting with Mayor Hollister, Jan Hayhow and Kevin McKinney to discuss the role of Lansing 2000 in this capacity. Motion to approve the committee restructure concept. Moved: T. Terry Second: H. Hepler Carried unanimously Action item: Leanne Stites will mail the new committee structure to members of existing committees by September 30, 1999 to determine their continued interest. Bylaws Revision: Leanne Stites distributed draft bylaws, explaining that the draft had been compiled using state PSD statute, city charter and the PSD ordinance, as well as incorporating operating procedures from other agencies' bylaws. She asked that the Bylaws Committee, made up of the Board Officers, review the draft. Harry Hepler recommended that an attorney review the draft as well. Several attorneys were suggested and will be contacted. Chairman McKinney asked that the group be ready to discuss the revised bylaws at the October meeting. Old Town Parking Lot: Motion to send a letter of support to the Department of Planning and Neighborhood Development -in response to a request -for comment on -ACT -16-99, an -acquisition -of property for expanison of the Old Town parking lot. Moved: P. Lentz Second: K. Stockwell Motion carried, H. Hepler obstained. Action item: Leanne Stites will draft the letter on behalf of the Board decision. NEW -BUSINESS - Design Charette: Terry Terry recommended contacting the American Institute of Architects to conduct a design charette for Washington Avenue. Harry Hepler suggested that Mr. Terry chair the Physical Design Committee._. Patricia Cook noted that.Mayor.Hollister,.will attend.a design institute. in . October and plans to present the Washington Avenue mall as a design problem for discussion. Mr. Terry stated that by getting a charette and a way -finding presentation underway, the PSD can create visibility and buy -in from stakeholders. Action item: Terry Terry was asked by Chairman McKinney to make some contacts with AIA and others and bring recommendations back to the Board so that we can move forward. PSD Ombudsman: Ken Stockwell stated that the PSD should be an entity to deal with city codes, inspectors and other issues that create barriers to developers. Leanne Stites agreed that zoning, building codes and other issues that are perceived to be "unfriendly" to development should be researched and new policies recommended. Patricia Cook stated that for the PSD staff to get involved one-to- one on behalf of individual businesses or developers in inappropriate. Ms. Stites said that a benchmark study should be conducted to show how Lansing stacks up against other cities for attracting retail developers. She also cited studies done by the state that included focus groups of business people to learn how regulatory issues could be improved. Chairman McKinney stated that the discussion should be taken up and continued in the Property Owners and Developers Committee. DIRECTOR'S REPORT Marketing Report: Jennifer Stratman reported on several marketing activities, including the selection of Lansing State Journal and Fox 47 as the media for the holiday co-op program. She reported that all three advertising boards had been placed — one at the Lansing Center, one at the Radisson Hotel, and the third at the Michigan Historical Center. She announcedAlkiewinner of the "Swing Around Downtown" cash prize was Steve Mercer and said that arrangements are being make to have Mayor Hollister award the check at an upcoming Council meeting. OTHER Ken Stockwell informed the group that he is interested in creating a fagade improvement program and obtaining grant funding to support other downtown development, but felt that he might be more productive if he resigned from the PSD Board of Directors. Chairman McKinney recognized his concern, but encouraged continued participation on the Board. ADJOURN Meeting was adjourned at 8:00 p.m. Respectfully submitted by: Leaniie Stites, on behalf of Gwendolyn Conarton i -z (-7-7 Date PSD Principal Shopping District Board Meeting Minutes APPROVED October 12, 1999 232 S. Capitol Avenue BOARD MEMBERS PRESENT: H. Hepler T. Terry G. Conarton P. Cook K. McKinney BOARD MEMBERS ABSENT: P. Lentz K. Stockwell STAFF PRESENT: L. Stites J. Stratman J. Berndt CALL TO ORDER Meeting was called to order at 6:32 p.m. by Board Chairman Kevin McKinney. PUBLIC COMMENT ; There was no public comment APPROVAL OF AGENDA & MINUTES Motion to approve agenda. << Moved: P. Cook c -" Second: H. Hepler rn F' Carried unanimously v Motion to approve the September 14, 1999 board minutes. Moved: P. Cook Second: H. Hepler Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook provided a draft copy of the August 1999 financial summary and budget report for the PSD. Although confident that the figures for incomes and expenditures by the PSD staff are correct, Ms. Cook has noted a couple of items from the City that must be researched and balanced before formal board approval. OLD BUSINESS Bylaws Committee Update It was reported that the executive officers of the PSD board met the prior week to discuss revisions to the current bylaws. Chairman McKinney and Ms. Stites summarized the proposed changes. Discussion followed with suggested revisions to the draft proposal. Motion to approve draft #2 set of bylaws with proposed revisions. Moved: P. Cook Second: G. Conarton Carried unanimously Action item: Leanne Stites will submit the final bylaws inclusive of revisions to the City Attorney's office for legal review. Committee Restructuring: Harry Hepler agreed to chair the newly formed Physical Design Committee. Discussion on the possible creation of a design charette within the next several months was brought forth. Chainnan McKinney reviewed the proposal that the newly forming Business Development Team may be filled by the Lansing 2000 membership. He and Leanne Stites will meet with the Lansing 2000 Executive Committee in the following week to determine their interest. Ms. Stites, PSD Chairman McKinney, and Lansing 2000 President Jan Hayhow recently met with the Mayor regarding this proposal and reported that the mayor was supportive of the concept. Ms. Stites reported that the Mayor will be announcing later in the month the formation of a Blue Ribbon Committee for downtown revitalization. Mayor Hollister and Governor Engler are expected to meet next week to determine possible appointments to the committee. It has been determined that the PSD office will staff the Blue Ribbon Committee and will pay all or a portion of the costs. Board discussion followed regarding the merits and concerns. Motion to approve an expenditure of up to $25,000 from the PSD budget to fund the Blue Ribbon Committee contingent on confirmation of a $30,000 PSD carry -in from the prior budget year and conditionally that the PSD office staff the committee. Moved: H. Hepler Second: G. Conarton Carried unanimously Action item: Joey Berndt will contact City Finance for a report to be used by the Board Treasurer to verify the close of June 1999 and proposed carry -in. NEW BUSINESS Gift Certificate Checking Account: Leanne Stites proposed that the PSD office open a separate checking account to expedite gift certificate redemption reimbursements and asked for Board approval to move forward. Ms. Stites will need to meet with City Finance to determine if this is feasible. Motion to support the concept of a separate PSD checking account for gift certificate redemption reimbursement. Moved: P. Cook Second: H. Hepler Carried unanimously Action Item: Leanne Stites to meet with Chuck Remanar to determine restrictions for opening a separate PSD checking account. Enhancement Grants: After discussion regarding a possible design charette from the Design Committee, funding possibilities and coordination with the Master Plan guidelines, the following motion was made: anning Motion to authorize Leanne Stites to work between the PSD andthe City toEleanor Love in te City's lobta n grant Department to develop a coordinated effort funding for downtown development. Moved: T. Terry Second: H. Hepler Carried unanimously Executive Director Evaluation: Chairman Kevin McKinney reported that he has received five responses from other board that they will be reviewed with the Executive members on the Executive Director evaluation and Director at a later date. DIRECTOR'S REPORT Leanne Stites made the following report: ■ The PSD office has secured a new student intern. ■ The Maintenance Committee recently met for the first time. ■ There was a meeting of the PSD office, Public Service personnel, and Transportation/Parking personnel to discuss snow removal for the coming season. ■ A representative from Waste Management will be making a presentation to PSD staff on new dumpster technology and options that may help address the "Dumpster Alley" issue. Jennifer Stratman updated the Board on the activities of the Silver Bells Committee, PSD staff involvement in the Great Halloween Caper, the finalized co-op ad program for the holiday ertificate kick-off promotion. There was some discussion season, and the proposed PSD Gift C regarding the gift certificate program and possible expansion plans for the future. OTHER Terry Terry announced the OctoberFest event taking place in Old Town for the coming weekend and asked for participation and attendance. ADJOURN Meeting was adjourned at 7:40 p.m. Respectfully submitted by: Joey Aerfidt, on behalf of Gwendolyn Conarton 10, lb -G9 Date PSD Principal Shopping District Board Meeting Minutes . IT' CLER;i November 16, 1999 232 S. Capitol Avenue BOARD MEMBERS PRESENT: Harry Hepler Terry Terry Gwendolyn Conarton Patricia Cook Kevin McKinney David Hayhow BOARD MEMBERS ABSENT: Paul Lentz Ken Stockwell STAFF PRESENT: Leanne Stites Jennifer Stratman Joey Berndt GUESTS: Nancy Achenbach, Ma-Ah's CALL TO ORDER Meeting was called to order at 6:12 p.m. by Board Chairman Kevin McKinney. David Hayhow was welcomed as the most recently appointed board member. PUBLIC COMMENT Nancy Achenbach, owner of Ma-Ah's, addressed the Board on behalf of herself and a small group of downtown merchants. Ms. Achenbach stated that she and her associates do not feel that their concerns regarding the physical and economic conditions of downtown are being addressed and expressed their desire to speak directly with the mayor regarding this issue. She listed eleven points of consideration as determined by her group: 1. Accessibility to State government workers. 2. The need to fill street -level vacancies as they occur. 3. Creation of a business directory of goods and services as a marketing tool. 4. The desire for the City and PSD to become more proactive versus reactive. 5. Affordable co-op advertising opportunities to reach downtown workers. 6. Accessibility to GM workers to encourage them into the downtown area. 7. Concern that the Saturday parking program is not currently being enforced. 8. Undesirable condition of the berms and trees. 9. Undesirable existence of cement walls on South Washington Square. 10. The desire to open the North Washington pedestrian mall to auto traffic. 11. The existence of the dirt parking lot in the 300 South Washington block owned by Cooley Law School. Chairman McKinney responded by stating that several of these issues are currently being addressed by the PSD staff, board and committees and suggested that she wait to see the mayor until the Board has had a chance to respond to her and the group. Action item: David Hayhow will meet with Ms. Achenbach and her associates to respond to their concerns on behalf of the Board. Action item: Leanne Stites will make a concerted effort to communicate more fully with the constituents on a regular basis. APPROVAL OF AGENDA & MINUTES Motion to approve agenda. Moved: D. Hayhow Second: P. Cook Carried unanimously Motion to approve the October 12, 1999 board minutes. Moved: D. Hayhow Second: P. Cook Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook presented July 1999 and August 1999 completed financial statements for the Board's approval and noted that a new reconciliation format has been implemented. She stated that PSD staff has also submitted draft September 1999 financial statements for her review. Motion to approve July 1999 and August 1999 financial statements. Moved: G. Conarton Second: P. Cook Carried unanimously Leanne Stites announced that the 2000-2001 budget process has begun and that there have not been many changes from prior years. She also submitted figures for a Capital Improvement Project that will get the downtown area consideration for future spending applications by the City. DIRECTOR'S REPORT Leanne Stites reported the following: ■ She and Kevin McKinney recently met with the Lansing 2000 group regarding a possible alliance. ■ Monthly business owners meetings continue to be held for the downtown constituents. ■ Ms. Stites attended a lunch initiated by Bob Tresize of the Chamber of Commerce. The purpose was for individuals representing small business groups to meet and explore cooperative efforts. ■ Parking issues — Commercial Pat Engle of the Parking & Transportation Dept. was invited to present a Saturday Parking Program update to concerned downtown business owners. He indicated that the Parking Dept. would prefer that the program continue to run but without their direct involvement. David Berridge has suggested that he survey the downtown businesses for their input on this situation. Board member David Hayhow urged Ms. Stites to either have the PSD conduct the survey or else participate in the survey proposed by Mr. Berridge. ■ Parking issues — Residential Developer Jerome Abood and City officials recently met to discuss the parking for downtown loft residents. The issue remains unresolved. Ms. Stites will continue her efforts to research parking solutions in other communities. ■ Veronica Johnson, representative for the University of Michigan, was approached for possible physical design assistance in the future. ■ Amy Salisbury of LISC was contacted again and related that there may be future eligibility in their loan program. ■ Ms. Stites and Harry Hepler met with Mayor Hollister regarding physical design issues. They asked for his commitment and City funding in support of initiatives that may be developed. The mayor reacted favorably. ■ The idea of a separate checking account for gift certificates has been abandoned for the present. ■ Ms. Stites has made visits to 3 neighboring communities: Frankenmuth for the MDFA conference, St. Johns for the Michigan Design Program clinic, and Eaton Rapids to review their facade improvement program. ■ The recent PSD newsletter was printed by the Lansing State Journal at no cost. This is the first issue using the color version of the revised "PSDetails" masthead. ■ The recent Great Halloween Caper which is a PSD event was very successful and the feedback from the business participants has been positive. In closing, it was decided that the PSD office will remain open and staffed between the Christmas and New Year's holidays. COMMITTEE REPORTS Marketing— David Hayhow, committee chair, reported that a program is underway to identify and reach State employees; a pamphlet listing a store/service directory is being undertaken; the holiday co-op advertising program begins this month. Physical Design — Terry Terry, sub -committee chair, reported that the committee met recently for the first time. Currently, the committee is leaning towards a design charette and identified 5 major task areas associated with the charette. Another working session has been set to further develop the idea. Mall Maintenance — Kevin McKinney, committee chair, reported that the committee has met twice to identify problems and determine priorities. Some issues were deferred to the Design Committee for consideration. Another meeting is scheduled for December to review the current maintenance contract. A Request For Proposal for a new maintenance contract is expected to be ready around January 2000. Permit — Gwendolyn Conarton, committee chair, stated that there have been no official meetings to report. The recent request by the Salvation Army for street bellringers was approved by the committee via phone survey. Michigan Pride has requested an application in preparation for their annual festival next summer. The committee is still waiting for information from the City Attorney regarding a legal interpretation on vending ordinances. This is in preparation for the next season of hot dog vending. Once the response from the City Attorney's office is received, the committee will review the current grandfathering clause, among other items. Board discussion followed regarding vending and "blind stands" and how they influence the downtown business climate. Kevin McKinney suggested an informal conversation be held with Pat Cannon of the Commission for the Blind to discuss the concerns raised during the discussion. Action item: Leanne Stites will compose a letter to Joe Graves regarding concerns related to an absence of a response from the City Attorney office. OLD BUSINESS Lansing 2000: Kevin McKinney and Leanne Stites met with the Lansing 2000 Executive Committee to explore the idea of providing PSD staff support in exchange for using their 501(c)(3) status and possible funding. The Executive Committee was not supportive of the concept and further discussions will not be pursued by the PSD. After research into the subject, Leanne Stites has learned that it is possible for the PSD to create a separate 501(c)(3) organization on its own for the purpose of initiating business recruitment and development programs. Motion to support moving forward with a 501(c)(3) creation. Moved: G. Conarton Second: H. Hepler Carried unanimously Blue Ribbon Committee: The first meeting of this downtown revitalization committee has been called on December 9, 1999 with an afternoon work session. The focus of this committee will be on the economic development issues for the Washington Square mall area. This committee is likely to meet monthly, with a market analysis expected as their first step in developing a plan. The completed plan will likely fall to the PSD for implementation. NEW BUSINESS Downtown Development Training: The Board was given information on a two-day seminar to be conducted by HyettPalma later in December. Ms. Stites encouraged board member attendance, if possible. David Hayhow and Terry Terry expressed an interest but will have to review their schedules. Action item: Joey Berndt to contact both board members to determine their ability to attend the seminar and make the necessary arrangements for payment if they are able to do so. Mini -Grant Request: After discussion of the application from Impression 5 Science Center for mini -grant funding, there was a lack of support from board for this request. Action item: Joey Berndt to draft a response to Impression 5 indicating lack of support. OTHER Terry Terry reminded the board that the Holidays in Old Town event is coming December 4"' and is expected to be a larger than last year. A wine/beer sampling affair is an added attraction this year. The board members commented on the smooth recent transition of downtown streets from one- way to two-way and suggested that a letter be drafted complimenting the Transporation Dept. on their efforts. Action item: Leanne Stites to compose a letter to the Transportation Dept. and Editor at the Lansing State Journal on behalf of the PSD Board commending Transportation on their management of the two-way street conversion. Due to the impending sale or closure of Linn's Camera, Paul Lentz will be resigning from the Board and his position will become vacant. ADJOURN Meeting was adjourned at 7:55 p.m. Respectfully submitted by: Ciw6ndolyn Con on, Secretary Date PSD Principal Shopping D&��lj CITY CLERIN' Board Meeting Minutes December 14, 1999 232 S. Capitol Avenue BOARD MEMBERS PRESENT: Harry Hepler Terry Terry Gwendolyn Conarton Patricia Cook Ken Stockwell David Hayhow BOARD MEMBERS ABSENT: Paul Lentz Kevin McKinney STAFF PRESENT: Leanne Stites Jennifer Stratman Joey Berndt GUESTS: Joe Tuchinsky, Community Consulting Associates CALL TO ORDER Meeting was called to order at 6:05 p.m. by Board Secretary Gwendolyn Conarton. In consideration of Mr. Tuchinsky, Ms. Conarton moved Old Business to the next order of business following Public Comment. PUBLIC COMMENT None. OLD BUSINESS 501(c )(3) application process Leanne Stites introduced Joe Tuchinsky of Community Consulting Associates, stating that Mr. Tuchinsky would be able to assist in the formation process of a 501(c)(3) organization by performing the following four steps: 1) incorporation; 2) adoption of conforming bylaws; 3) obtaining a federal tax identification number; 4) complete the tax exempt form for the I.R.S. Mr. Tuchinsky reviewed the proposed "Purpose of Organization" language for the articles of incorporation. After presenting the options and their ramifications, he made a recommendation for a change in the language to better suit the organization. Mr. Tuchinsky then outlined the items necessary for him to complete the application process and discussed the amount of time he expected to spend and the resulting fees. After review of a sample 501(c)(3) Articles of Incorporation and discussion regarding the current language and the proposed changes, the Board came to agreement on the items and language to be included. Mr. Tuchinsky then reviewed sample bylaws with the Board. After discussion, the Board came to agreement on the language and items to be included in the final copy. Motion to approve the proposed articles and bylaws as discussed. Moved: P. Cook Second: D. Hayhow Carried unanimously Blue Ribbon Committee: Leanne Stites reported that the Blue Ribbon Committee met for the first time on December 9, 1999. An afternoon presentation was given by downtown revitalization consultants HyettPalma, Inc. She noted that the meeting was well attended and the group will meet again next month to begin work. Additionally, there has been substantial press coverage as a result of the committee formation. APPROVAL OF AGENDA & MINUTES Motion to approve agenda. Moved: D. Hayhow Second: P. Cook Carried unanimously Motion to approve the November 16, 1999 board minutes. Moved: D. Hayhow Second: P. Cook Carried unanimously TREASURER'S REPORT Board Treasurer Patricia Cook presented the September 1999 completed financial statement for the Board's approval and asked that the October 1999 statement be considered as a draft. Motion to approve September 1999 financial statements. Moved: D. Hayhow Second: H. Hepler Carried unanimously Leanne Stites requested that the Board authorize an expenditure of up to $3,000 for tree trimming in the South Washington corridor. Motion to authorize up to $3,000 payment for the purpose of tree trimming. Moved: K. Stockwell Second: T. Terry Carried unanimously DIRECTOR'S REPORT Due to the length of the meeting, no formal report was presented. Ms. Stites drew the Board's attention to the downtown area usage map included in their packets that illustrates the small percentage of space devoted to retail and the large percentage of space devoted to office and parking use. COMMITTEE REPORTS Marketing — A written report was presented in lieu of a verbal report. No comment was made. Physical Design — Committee chair Terry Terry reported that the committee recently met to discuss using a survey as an information gathering and public support tool. The committee is currently working with a consultant and to develop the survey questions. Mall Maintenance — Leanne Stites, on behalf of committee chair Kevin McKinney, reported that letters had been sent to the appropriate city agents on a variety of issues concerning the downtown area. A sub -committee has been formed to create a Request For Proposal for a new maintenance contract to take effect July 1, 2000. NEW BUSINESS Meeting dates for 2000: Due to scheduling conflicts, the proposed January 11, 2000 meeting may be rescheduled for January 18, 2000. The remainder of the year 2000 meeting schedule will be presented at the next board meeting. Mayor's meeting with downtown businesses: Mayor Hollister met with business owners on December 14, 1999 to discuss the newly formed Blue Ribbon Committee. Leanne Stites related that Ronn Blodgett of the Mole Hole recently declined to serve on the committee and Mike Bruce of Insty-Prints was named as his replacement by his peers. OTHER The Board had a limited discussion on the future frequency of business owners meetings. This subject will be revisited at the next meeting. Ken Stockwell mentioned that he was approached by Ellen Sprouls of Impression 5 Science Center who questioned why Impression 5 had not received approval for their mini -grant application as they had the prior year. Board members reviewed their discussion from the previous meeting and asked that another letter be sent to Ms. Sprouls in response to her inquiry. Action Item: Joey Berndt to send another letter to Ms. Sprouls regarding the mini -grant funding issue. ADJOURN Meeting was adjourned at 8:07 p.m. Resp ctfully submitted by: %v44,- -LA a4� / wendolyn Cona on, Secretary (�00/n��2t.,co Daat