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HomeMy WebLinkAbout2013 DLI Meeting MinutesDowntown Lansing Inc. Board of.Directors Meeting Minutes - DLI Conference Room Thursday, January 10 @ 11:30 a.m. Members Present: Doug Johns Jr., Jason Keusch (arrived at 11:45 a.m.), Phil Clacko, Karl Dorshimer, Terry Carella, Nicole Proulx, Pamela Werling . Members Absent: None Board Advisory Present: None Board Advisors Absent: Jessica Yorko, Eric Rosekrans, Louise Gradwohl Guests Present: Officer Rasdale, Moe Baumgrass Staff Present: Mindy Biladeau, Cathleen Edgerly I. CALL TO ORDER D. Johns Jr. called the meeting to order at 11:37 a.m. II. CITIZENS COMMENTS: None M. APPROVAL OF AGENDA AND MINUTES: - - — ---T.-Carella motioned to approve the agenda of the January10, 2013 meeting and the minutes from the - - December 19, 2012 meeting. P. Clacko seconded. Motion passed unanimously. IV. OTCA UPDATE None. V. COMMUNITY POLICING UPDATE Officer Rasdale reported that downtown has been fairly uneventful with no major arrests or problems. The homeless and open alcohol occurrences have been down due to the cold weather. Also pan handling has decreased. Officer Rasdale asked that if anyone experiences loitering or aggressive pan handlers that they contact him immediately so he can address the issue. Also, please be aware of any questionable individuals hanging out by ATM machines. D. Johns commented to Officer Rasdale about the good amount of patrol on New Year's Eve. D. Johns was pleased with the police presence. . VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that it has been quiet downtown with normal routine maintenance. Recycling takes place every two weeks. Approximately 40 tons of salt has been applied to the downtown sidewalks and after the snow/ice thawing he continues to pick up trash that is left behind. Ice melt is applied to City Hall Plaza as needed. M. Baumgrass recently replaced all the holiday kiosk signs with the generic Downtown Lansing Inc. kiosk signs. VII. CORRESPONDENCE: None VM- REPORTS President's Report -Doug Johns Jr. None Director's Report -M. Biladeau M. Biladeau reported that DLI has been contacted by representatives from the MSFIDA to set up an on- site visit to review our application. They would like to visit on January 24 or 25. Please let M. Biladeau know ASAP which day works with your schedules. The DLI Annual Report for FY2012 is due to the Mayor's office by January 21, 2013. DLI will begin to work on the FY2014 budget this month with the following goals in mind set forth by the Board: Become a Selected Level MMS Community, develop new promotions & grow special events, continue to diversify budget, continue to provide proper maintenance and enhance beautification efforts and recruit new businesses based on the Market Study Update. M. Biladeau reported that DLI had over 900 volunteers with over 10,000 volunteer hours in 2012. The next Quarterly Bar Meeting is scheduled for Tuesday, January 22 at 3:00 p.m. Fight 42 of the Digital Billboard campaign is currently running: -Participating biisinesses include: Cooley Law School, Hickory Corners Nursery, Kositchek's, Los Tres Amigos, Power On, and Rum Runners. K. Dorshimer questioned if there was a way to measure the effectiveness of the program. M. Biladeau replied that several factors and statistics are measured by the advertising agency such as the estimated number of views based on the number of people exposed through a traffic count. The participants are receiving a great deal on the advertising package and have been happy with the exposure. T. Carella stated the Image Building Campaigns are important but hard to measure because you are trying to reach the masses and get your messaging out to as many people as you can. There isn't a call to action. Communications & Marketing Manager Report -C. Edgerly C. Edgerly reported that DLI's social media followers continue to increase, as did the amount of press coverage received by downtown Lansing, mainly due to our large events. Over 600,000 people viewed the DLI website in 2012 an increase of 100,000 from 201 LA new Pinterest account has also been formed under Downtown Lansing, highlighting nightlife, dining, attractions, events, and more. P. Werling commented on what a wonderful job DLI does of updating their Twitter and Facebook. As a downtown resident she finds the information very useful and often visits the places that are posted with specials. A memo went out to businesses for the 2013 Spring/Swmner edition of the Downtown Guides and C. Edgerly continues to follow up with businesses so a final draft can be reviewed and sent to the printer. Guides provide events for March — August. 10,000 Spring/Summer Guides will be printed. Businesses received a memo last month providing them information on reserving their web sponsorship for downtown lausing. org. Businesses can sponsor the DLI website for just $175 per month and receive the exclusive ad space available on the page. Images must be sent in a 3.5" x 2" format. We currently have a sponsor for January. Plans are underway for Frost Fest 2013 by the Promotions Committee. The event will be held on Saturday, February 16 from 6-11 p.m. All Iogos have been updated and all promotional materials have been ordered. New this year is the partnership with Frost Feat, the organizers of Dirty Feat. They have put together a winter digital scavenger hunt that will end at Frost Fest. Frost Fest tickets are on. sale now and they are $15 in advance and $20 at the door. 30 tickets have already been sold. 2 Financial Report: J. Wood reported that the City is not up to date with budget numbers so she is unable to provide a financial report at this time. T. CarelIa made a motion to put the President's, Director's, Communications & Marketing Manager's, and Finance reports on file. P. Clacko seconded. Motion passed unanimously. VIM. DISCUSSION/ACTION ITEMS A. Michigan Main Street Application: M. Biladeau reported that the Select Level Michigan Main Street application was turned in to the Michigan State Housing Development Authority (MSHDA) on time. The number of communities that applied is unknown, but up to three communities can be selected. The MSHDA would like to send a couple representatives for a site visit where board members should be present as well as anyone who assisted us in putting together the application. M. Biladeau will send out the two dates they are considering and wait to hear from the majority of board members to see which date works best. B. PSD/DLI Lease: M. Biladeau reported that the PSD/DLI office lease is up in October 2013. DLI has been considering co -locating with LEAP to share office space and costs in the Knapps Building, which is anticipated to be completed in May of 2014. Meanwhile, Richard Karp has approached -M. Biladeau with a proposal for our office to move to the upstairs in the Arbaug-h building where we are currently located. M. Biladeau reported that she inspected the space and feels it will meet all of DLI's needs and that our offices could potentially stay there and not have to relocate. The advantage of this move would be that the DLI office would be in the same building and the rent would also be the same for a bigger space. M. Biladeau provided each board member with a layout of the space and also offered a tour after the meeting is adjourned. C. DLI Board Officers: M. Biladeau reported that every two years the DLI Board is required to elect officers and that time is approaching. The board of Directors determined that a nominating committee be established. T. Carela, P. Clacko and N. Proulx volunteered to serve on the nominating committee. T. Carella motioned to accept P. Clacko, N. Proulx and T. Carella to represent the nominating committee. D. Johns seconded. Motion passed unanimously. X. OTHER BUSINESS: None. XI. ADJOURN: N. Pronlx motioned to adjourn at 12:30 p.m. T. Carella seconded. Motion passed unanimously. Minutes by J. Wood P. Clacko, Secretary Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, February 14, 2013 @ 11:30 a.m. Members Present: Doug Johns Jr., Jason Keusch, Phil Clacko (arrived at 12:00 p.m.), Karl Dorshimer, Terry Carella (conference call), Nicole Proulx, Pamela Werling Members Absent: None Board Advisory Present: Louise Gradwohl Board Advisors Absent: Jessica Yorko, Eric Rosekrans Guests Present: Officer Rasdale, Moe Baumgrass, Joe Borgstrom, Laura Krizov Staff Present: Mindy Biladeau, Cathleen Edgerly, Jenn Wood I. CALL TO ORDER D. Johns Jr. called the meeting to order at 11:35 a.m. II. CITIZENS COMMENTS: None ='U CD M. APPROVAL OF AGENDA AND MINUTES: _ P. Werling motioned to approve the agenda of the February 14, 2013 meeting and the minutes from ti -I January 10, 2013 meeting. N. Proulx seconded. Motion passed unanimously. IV. OTCA UPDATE ` L. Gradwohl reported that the Old Town Commercial Association Annual (OTCA) Meeting was held Wednesday, February 6. The OTCA launched a video on their website that L. Gradwohl said she will forward on to M. Biladeau. The OTCA has submitted their FY2014 grant information to M. Biladeau and it will be presented to the board at the March meeting. V. COMMUNITY POLICING UPDATE Officer Rasdale reported that downtown has been fairly uneventful with no major arrests or problems. An increase in the homeless and open alcohol occurrences have increased over the past several days that have been warmer temperatures. Also pan handling increases when the sun is out and it is not so cold out.. Officer Rasdale asked that if anyone experiences loitering or aggressive pan handlers that they contact him immediately so he can address the issue. M. Biladeau asked Officer Rasdale to give a brief explanation of the fraudulent checks that someone has been trying to pass off as issued from DLI. Officer Rasdale reported that the checks have been issued to many individuals that have something posted on Craig's List. The person issuing the checks is sending hundreds of dollars over the listed price of the item and requesting that the individual deposit the check they have sent and then issue them a check for the difference minus a couple hundred dollars for shipping costs. The checks end up bouncing and meanwhile the person has written a good check out of their banking account to the individual that sent the fraudulent check. Whoever is issuing the checks has inserted DLI's naive and address in the upper left hand corner of the checks. DLI staff receives several calls per day from individuals that receive the checks and don't know what they are even for and want to know if DLI actually issued them. 1 Officer Rasdale has passed along all the checks to the LPD fraud department but unfortunately cannot research further because all checks that have been issued are from out of state. At this point DLI has suffered no loss, only that they have to answer and return several calls per day. VI. DOWNTOWN MAINTENANCE UPDATE .& REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that it has been quiet downtown with normal routine maintenance. Recycling takes place every two weeks. Approximately 70 tons of salt has been applied to the downtown sidewalks and after the snow/ice thawing he continues to pick up trash that is left behind. To date, ice melt has been applied to City Hall Plaza eight times. There were minor issues with snow removal during the last big snow fall. To better coordinate and eliminate any issues, Scott House with the City Operations & Maintenance department scheduled a post snow meeting with all involved parties. All coordinating numbers and contacts were updated and moving forward, snow removal should be flawless. VII. CORRESPONDENCE: None VIII. REPORTS President's Report -Doug Johns Jr. D. Johns thanked all of the board members who assisted in DLI's Main Street Presentation that took place Wednesday, February 6. It was a very impressive presentation that was put together in a short amount of time with the help of many volunteers. Director's Report -M. Biladeau M. BiIadeau gave a brief report due to the visit from Michigan Main Street staff, Joe Borgstrom and Laura Krizov. M. Biladeau thanked all the board members who assisted in DLI's Main Street application process and with the presentation. A ribbon cutting for Kendra Dennis Designs, located at 113 S. Washington Sq. is scheduled for Friday, February 22, 2013. Please come help us welcome her. MLive is scheduled to open at 112 S. Washington Sq. at the end of March. DLI is currently working with them to schedule a ribbon cutting. Communications & Marketing Manager Report -C. Edgerly C. Edgerly reported that Frost Fest13 is this Saturday from 6-11 p.m. The event has already received some media coverage from local stations. New this year is the Frosty Feat Scavenger Hunt, which will end at Frost Fest. Advanced ticket sales are about where they were at this time last year and the Cold Butt Euchre Tourney has a couple slots still open for interested teams. Most volunteer slots are full as well. Frost Fest12 had approximately 650 attendees and we hope to exceed this number. Financial Report: J. Wood presented a monthly financial report for September, October and November, 2012. A brief explanation was provided and questions were welcomed. N. Proulx made a motion to put the President's, Director's, Communications & Marketing Manager's, and Finance reports on file. P. Werling seconded. Motion passed unanimously. 2 VHH. DISCUSSION/ACTION ITEMS A. Michigan Main Street Staff Presentation: Roles & Responsibilities Joe Borgstrom & Laura Krizov with the Michigan Main Street Center were present to discuss the Roles & Responsibilities and what it means and what the expectations from the board and committee will be if DLI becomes a SELECTED LEVEL MAIN STREET PROGRAM (MMS). T. Carella stated that she is very committed to her present role with DLI and welcomes the opportunity to help in any way necessary for the success of DLI. D. Johns reported that as the Board President, he understands and believes that all board members are aware of their responsibilities and expectations if DLI is selected as the next Selected Level Main Street. B. PSD/DLI Office Lease: M. Biladeau reported that the PSD/DLI offices will be moving upstairs in the Arbaugh building the week of February 25a'. The space will meet all of DLI's needs and DLI offices could potentially stay there and not have to relocate after the lease is up at the end of October, 2013. X. OTHER BUSINESS: None. XI. ADJOURN: K. Dorshimer motioned to adjourn at 12:50 p.m. P. Clacko seconded. Motion passed unanimously. Minutes by J. Wood n q l! V l P. Clacko, Secretary �(�'� Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, March 14, 2013 @ 11:30 a.m. Members Present: Doug Johns Jr., Jason Keusch, Phil Clacko, Karl Dorshimer, Nicole Proulx, Pamela Werling Members Absent: Terry Carella Board Advisory Present: Louise Gradwohl Board Advisors Absent: Jessica Yorko, Eric Rosekrans Guests Present: Officer Rasdale, Moe Baumgrass, Karen Stefl Staff Present: Mindy Biladeau, Cathleen Edgerly, Jenn Wood I. CALL TO ORDER D. Johns Jr. called the meeting to order at 11:35 a.m. C=' II. CITIZENS COMMENTS: None co III. APPROVAL OF AGENDA AND MINUTES: P. Werling motioned to approve the agenda of the March 14, 2013 meeting and the minutes,_from" the February 14, 2013 meeting. K. Dorshimer seconded. Motion passed unanimously. IV. OTCA UPDATE L. Gradwohl introduced her guest Karen Stefl who is the new OTCA President. The Taste & Tour of Old Town is only a .month. The OTCA is partnering with the Capital City Fihn Festival this year. If you attend the Taste & Tour of Old Town you receive one free admission to a film with the Capital City Film Festival. V. COMMUNITY POLICING UPDATE Officer Rasdale reported that downtown has been fairly uneventful with no major arrests or problems. The evening time activity has increased. There will be additional patrol on St. Patrick's Day downtown and the Fire Department may also be doing some inspections that weekend. There has been a noticeable increase in homeless persons downtown and open alcohol occurrences have increased over the past several weeks as the weather continues to warm. AIso pan handling will increase as we get closer to Spring/Summer. Officer Rasdale asked that if anyone experiences loitering or aggressive pan handlers that they contact him immediately so he can address the issue. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that it has been quiet downtown with normal routine maintenance. Recycling takes place every two weeks. Approximately 60 tons of salt has been applied to the downtown sidewalks. The large snow piles that have accumulated downtown mostly all melted over the weekend leaving lots of trash behind that have been cleaned up. To date, ice melt has been applied to City Hall Plaza sixteen times. VII. CORRESPONDENCE: None 1 "Tl C-7 -n 71 VIII. REPORTS President's Report -Doug Johns Jr. D. Johns Jr. thanked all of the board members for attending the official announcement of Downtown Lansing's Michigan .Main Street designation at the Main Street celebration which took place on Friday, March 8 at The Exchange. The celebration made the Channel 10 News at 6:00 p.m. Board members discussed changing monthly board meetings from the second Thursday of each month at 11:30 am to the second Thursday of each month at 10:30 am. All Board members present agreed to the change. M. Biladeau will check with board members that were not present and will forward an email confirmation. Director's Report -M. Biladeau M. Biladeau gave a copy of the 2012 Annual Report to each board member and reviewed highlights. Businesses coming soon include: MLive Lansing Hub at 112 S. Washington Sq., Public Sector Consultants at 230 N. Washington Sq., Davenport University and the Knapps. Communications & Marketing Manager Report -C. Edgerly C. Edgerly reported that the new Spring/Summer edition of the Downtown Guides has been finalized and sent to the printer. The new guides should be delivered the week of March 11. The 2012 Downtown Lansing Annual Report has been completed and distributed to downtown merchants as well as property owners. DLI staff met with representatives from Komen Mid -Michigan to discuss dates and activity details surrounding the Susan G. Komen Race for the Cure. This race brings over 5,000 visitors to downtown on Sunday, April 28`x'. The Promotions Committee is gearing up for the 4`1' Annual Lansing in the Pink Week. Financial Report: J. Wood reported that the December, 2012 Financial Report will be presented at the April meeting. Downtown Social Hour is Wednesday, April 3 from 5-7 pm at Midtown Beer Company located at 402 S. Washington Sq. All of the Business Owner Survey results have been compiled and members from the Business Development Committee will present the results at the April board meeting. Sponsor and volunteer recruitment for the Capital City Clean Sweep, which will take place on Thursday, May 2, 2013 has begun. We already have two teams signed up to participate and three returning sponsors. Downtown Planting Day will take place on Tuesday, May 21 beginning at 8 am. The Business Extension Permit season for outdoor cafe seating and A -Frame signs will begin on Friday, March 15, 2013. To date there are fifteen applications in route at City Hall and one application that has been approved. P. Clacko made a motion to put the President's, Director's, Communications & Marketing Manager's, and Finance reports on file. J. Keusch seconded. Motion .passed unanimously. VIIII..DISCUSSION/ACTION ITEMS A. Food Truck Court, Jason Kildea with Gillespie Group Jason Kildea with the Gillespie Group was scheduled to present an idea for a Food Truck Court on the property at 600 E. Michigan Ave. (former Mobile gas station) but was not present. M. Biladeau briefly described what Jason had explained and the board had many questions. D. Johns Jr. concluded that lie thouglrt on the surface it seems like a good idea but that questions such as hours of operation, requirements and security would need to be addressed. M. Biladeau suggested that board members Google Street Eats for further information on how other cities are managing Food Truck Courts and she will invite Jason Kildea to attend another meeting and please along any further information she receives. B. PSD/DLI Office Lease Amendment (Motion Needed) M. Biladeau reported that D, Johns Jr., N. PrOLIN and herself have been working together to discuss the current lease and adjust provision changes that take effect until October 31, 2013. N. Proulx made several changes and also suggested to add language that extends the option to renew the lease, understanding that this option has expired according to the current lease. Also to take out the clause "subject to availability." N. Proulx went through these changes with the board. P. Clacko motioned that the Lease Amendment be approved granted the additional language that extends the option to renew the lease is added and the "subject to availability" clause is removed. P. Werling seconded. Motion passed unanimously. C. 2013 Board Officer Nominations & Committee Assignments (Motion Needed) The board appointed Nominating Committee that consisted of P. Clacko, D. Johns, N. Proulx, and T. Carella met on Monday, March 11, 2013 to discuss Board Officer nominations and committee assignments. P. Clacko presented the committee's recommendations and discussed how the committee as to these conclusions. The committee's recommendations are as follows: Terry Carella- Board President Phil Clacko- Vice President Karl Dorshimer- Treasurer Nicole Proulx- Secretary Doug Johns- Past President Pamela -Organization Committee M. Biladeau thanked D. Joluis Jr. for all his hard work as Board President over the past two years and stated that is has been a pleasure working with hire in this role. D. Joluis Jr. recommended T. Carella as a very confident and knowledgeable choice for as the next DLI Board President. P. Wei -ling motioned to approve T. Carella as Board President, P. Clacko as Vice President, K. Dorshimer as Treasurer, N. Proulx as Secretary and D. Johns as Past President. P. Clacko seconded. Motion passed unanimously. 3 D. DLI Budget Presentation/Discussion M. Biladeau distributed a presentation with total Revenues & Expenses, Fund Balance and Diversification of DLI Budget Revenue & Expenses that compared FY2008 tlu•ough FY2013 and gave a brief explanation of all. K. Dorshimer questioned why DLI underestimated the Business Development Revenue for FY2013 and P. Clacko questioned the fluxuation in Office Management expenses from month to month. J. Wood and M. Biladeau will review and give an explanation. E. OTCA FY2014 Grant Request L. Gradwohl presented the Board with a brief explanation of all the projects that the OTCA intends on spending the FY2014 grant request on if approved. These projects include: trash removal, holiday decorations, the Robert Busby Memorial Gardens and Old Town Scrapfest. K. Dorshimer motioned to approve the OTCA Grant Request of $19,500.00 for FY2014. N. ProUlx seconded. Motion passed unanimously. X. OTHER BUSINESS: None. XI. ADJOURN: K. Dorshimer motioned to adjourn at 1:15 p.m. P. Werling seconded. Motion passed unanimously. Minutes by J. Wood P. Clacko Secretary El Downtown Lansing Inc. Board of Directors Meeting Minutes ' DLI Conference Room - Thursday, April 11, 2013 @ 10:30 a.m. Members Present: Terry Carella, Doug Johns Jr. (11:00 a.m.), Jason Keusch, Phil Clacko, Nicki Proulx, Pamela Werling Members Absent: Karl Dorshimer Board Advisory Present: None Board Advisors Absent: Jessica Yorko, Eric Rosekrans, Louise Gradwohl Guests Present: Chris Fritz, Ellen Kent Staff Present: Mindy Biladeau, Cathleen Edgerly, Jenn Wood I. CALL TO ORDER T. Carella called the meeting to order at 10:30 a.m. H. CITIZENS COMMENTS: None. III. APPROVAL OF AGENDA AND MINUTES: P. Clacko motioned to approve the agenda of the April 11, 2013 meeting and the minutes from the March 14, 2013 meeting. P. Werling seconded. Motion passed unanimously. IV. OTCA UPDATE None. V. COMMUNITY POLICING UPDATE None. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that there has been normal routine maintenance. Snow pile debris has been swept up and all the plants in the beds have been cut back. There was not much clean-up needed after St. Patrick's Day. The tree lights in Michigan Ave. have been taken down, and he thinks that we might not have to buy any new ones for next year since there are still 2 boxes from last year. VII. CORRESPONDENCE: None VIII. REPORTS President's Report -T. Carella None Director's Report -M. Biladeau M. Biladeau reported that MLive is now in its new office at 112 S. Washington Sq., and they are eager to get involved. Tetra Tech will be moving in to EDC's old suite in the Arbaugh Building in early April and are expected to be bringing approximately 40 employees. 1 Other businesses coming soon include Public Sector Consultants at 230 N. Washington Sq., Davenport University (expected to move in July and open for fall term) and the Knapps (expected to be completed in fall/winter of 2014). Boost Mobile closed, and Power On has moved to the Neo Center. Communications & Marketing Manager Report -C. Edgerly C. Edgerly reported that traffic to the DLI website increase due to St. Patrick's Day activities, and social media hits continue to increase. Pink Week is coming up on April 22-28, and volunteers are need to "pink up the town" on April 18. The number of business participating in Pink Week activities/promotions has increased from 15 to 24. Voting on the storefronts will occur on April 29t" to give businesses more time to decorate. The Promotions Committee has selected the bands for Taste of Downtown and staff is working on the contracts for the acts. Staff is also working on obtaining additional sponsors. The Capital City Clean Sweep will take place on May 2, and flower planting will take place on May 21. Financial Report: J. Wood presented the December 2012 and January 2013 Financial Reports. J. Wood is working with P. Clacko to draft a profit/loss statement template that can be used to present the financial reports at future meetings. The Capital City Clean Sweep is still in need of teams to participate. There are more sponsors for the event this year than there was last year. P. Clacko made a motion to put the President's, Director's, Communications & Marketing Manager's, and Finance reports on file. P. Werling seconded. Motion passed unanimously. VIIII. DISCUSSION/ACTION ITEMS A. MICA Grant Request (Motion Needed) D. Johns, Jr. made a motion to approve the MICA grant request for $2,500.00, which funds will be used for Blues Fest and Jazz Fest in Old Town. P. Clacko seconded. Motion passed unanimously. B. 2012 Downtown Business Owner Survey Results C. Fritz and E. Kent of the Business Development Committee presented the results of business owner survey that the committee developed and submitted to downtown business owners. Survey asked business owners how they're doing, where they see their business going, what other businesses they would like to see downtown, and what type of assistance they would like to see from DLI, among other things. C. Fritz also stated that the Business Development Committee plans to be active in going out in the community to recruit new businesses to downtown. C. Michigan Main Street Contract Agreement (Motion Needed) M. Biladeau presented the contract agreement for DLI to enter the Selected Level of the Michigan Main Street program. J. Keusch motioned to approve the contract. D. Johns, Jr. seconded. Motion passed unanimously. M. Biladeau will route the contract through the City Attorney's Office and Mayor's Office for final signatures. D. DLI Lease Amendment/New Long -Term Lease M. Biladeau reported that she sent the recommended additional language that was proposed at the last meeting to the landlord, but he would not approve it due to concerns his lender (with whom he is trying to refinance).had regarding the below-market lease rate. Therefore, the lease amendment was signed without the language extending the option to renew the lease or the "subject to availability" clause being removed. However, M. Biladeau has already started the process of re -negotiating a new long-term lease. The landlord has asked that DLI put a proposal for a new long-term lease together. D. Johns, Jr., N. Proulx and M. Biladeau will plan to meet and put together a proposal. E. Michigan Main Street Baseline Assessment Visit April 24-26 M. Biladeau reminded everyone that the Michigan Main Street Baseline Assessment Visit will be April 24-26. There will be a community visioning session on April 24, several stakeholder meetings on April 25, and a Board of Directors wrap-up meeting on April 26. Invitations for the community visioning and stakeholder sessions have been sent. A 4 -hour Board retreat is also required under the terms of the contract agreement the Michigan Main Street program. M. Biladeau will coordinate with Board members to obtain a date on which all members can attend the retreat. The retreat will focus on roles and responsibilities of the Board as well as a strategic planning session. X. OTHER BUSINESS: P. Clacko recommended the establishment of a Finance Committee to assist the Board members and staff in making financial recommendations and decisions. M. Biladeau reported that the City added $22,000.00 to its FY2014 Budget for IT needs. XI. ADJOURN: D. Johns, Jr. motioned to adjourn at 11:55 a.m. P. Clacko seconded. Motion passed unanimously. Minutes by N. Proulx N. Proulx, Secretary Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, May 30, 2013 @ 10:30 a.m. Members Present: Terry Carella, Doug Johns Jr., Jason Keusch, Phil Clacko, Nicki Proulx, Pamela Werling, Karl Dorshimer Members Absent: None Board Advisors Present: None Board Advisors Absent: Jessica Yorko, Eric Rosekrans, Louise Gradwohl Guests Present: Moe Baumgrass, Officer Rasdale Staff Present: Mindy Biladeau, Cathleen Edgerly Staff Absent: Jena Wood I. CALL TO ORDER T. Carella called the meeting to order at 10:35 a.m. II. CITIZENS COMMENTS: None. III. APPROVAL OF AGENDA AND MINUTES: P. Clacko motioned to approve the agenda of the May 30, 2013 meeting and the minutes from the April 11, 2013 meeting. D. Johns, Jr. seconded. Motion passed unanimously. IV. OTCA UPDATE None. V. COMMUNITY POLICING UPDATE Officer Rasdale stated that he did not have much to report. There have been no major incidents. However, with the increase in the warm weather he does expect that there will be more people downtown, which usually corresponds to an increase in activity. He will be downtown patrolling more on a bike. He also expects the LPD to have a big presence downtown for the upcoming July 4`b holiday, with a number of officers patrolling on bikes and in the parks. D. Johns, Jr. also reported that there is a new Chief of Police and Captain at the LPD. Former Captain Mike Yankowski has been promoted to Chief of Police, and Jim Kraus has been promoted to fill Chief Yankowski's place as Captain. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that there has been normal routine maintenance, including trash removal, weeding, watering flowers and mowing grass. VII. CORRESPONDENCE: M. Biladeau reported that the owner of Clem's Collectibles sent a thank you note to DLI for assisting him with the promotion of National Free Comic Book Day on May 4, which culminated in records sales. The Lansing Board of Water & Light sent a thank you note to DLI for its participation in the Adopt a River project on May 5 and in the Environmental Fair. DLI received a letter and $5,400 grant for Silver Bells from the Lansing Arts Council for DLI's out of county marketing efforts for the event. VIII. REPORTS President's Report -T. Carella None Director's Report -M. Biladeau M. Biladeau reported the July 13 Color Run is sold out with 15,000 people. FY 2014 budget was approved by City Council on May 6. N. Proulx, T. Carella, D. Johns, Jr. and M. Biladeau will be meeting May 31 to discuss a new lease proposal to present to the landlord for the DLI office space. Take of Downtown will by July 20. The sponsorship goal is $12,000, and $11,700 has already been raised. The DLI Annual Stakeholders Meeting will be August 14 from 5-7 p.m. at a location to be determined Planning for Silver Bells has begun. Sponsorship renewals will be out within the next week. Sponsorship goal is $110,000 for cash contributions. House of Eden Rock is working on a summer concert series to be held on Washington Square. If its SEPA permit is approved by the City, the first concert will likely be held on June 21 on a portion of the 200 block of S. Washington Square. Concerts will not be every Thursday — there will likely be 5-6 Thursday dates throughout the summer on which the concerts will be held. The new Adopt a Spot coordinator, Troy Anderson, has started working. The Capital City Clean Sweep held in early May had the best volunteer turnout ever. Approximately 85 people attended. Planting Day on May 21 had the best volunteer turnout ever. Approximately 3,000 flower were planted on Washington Square and Michigan Avenue. Decker's Coffee Co. has been sold to new ownership. A new ice cream shop called Capital City Scoop will be coming soon at 625 E. Michigan Avenue. Communications & Marketing Manager Report -C. Edgerly C. Edgerly reported that Pink Week was successful. The business participation goal was exceeded. MSU/FCU was the winner of the window decorating contest and Jalapeno's was recognized for raising the most financial contributions for Komen. Taste of Downtown website will be live by the end of the week, and the public will be able to purchase tickets online. Tickets are $15 in advance and $20 at the door. Print and media promotions for the event will take place with two new partners: Adams Outdoor and the Lansing State Journal along with returning radio partner 92.9 WLMI. 2 Financial Report: P. Clacko presented new possible formats for the DLI financial reports to make them easier for the board to understand and read. Discussion was had and P. Clacko will attempt to implement the suggestions and comments into the newly -formatted reports. K. Dorshimer made a motion to put the President's, Director's, Communications & Marketing Manager's, and Finance reports on file. P. Werling seconded. Motion passed unanimously. VIIII. DISCUSSION/ACTION ITEMS A. Michigan Main Street M. Biladeau reported that a summary of the comments and recommendations from the Michigan Main Street Baseline Assessment Visit is being compiled and will be shared with the Board once it is received. There has already been an increase in committee participation from more business owners as a result of the visit. The DLI Board Retreat for the Michigan Main Street program will be June 11 from 8 a.m. to noon at the DLI office. The Quarterly Training for the Michigan Main Street program will be in Grand Haven on June 4. Committee/Work Plan trainings for the Michigan Main Street program will take place in July. B. Task Force: PSD Assessment A task force will be formed to research and obtain information regarding PSD assessments in similar communities around the state, and to make recommendations regarding DLI's assessments. K. Dorshimer, P. Clacko, D. Johns, Jr. and J. Keusch will be on the task force. C. DLI Board Member Vacancy M. Biladeau inquired whether anyone had suggestions for someone who could fill the currently -vacant Board position. Suggestions were provided and Board members will reach out to those persons that they know to see if there is any interest. X. OTHER BUSINESS: None. XI. ADJOURN: T. Carella motioned to adjourn at 11:55 a.m. D. Johns, Jr. seconded. Motion passed unanimously. Minutes by N. Proulx N. Proulx, Secretary 3 Members Present: Members Absent: Board Advisors Present: Board Advisors Absent: Guests Present: Staff Present: Staff Absent: Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, July 11, 2013 @ 10:30 a.m. Terry Carella, Doug Johns Jr., Phil Clacko, Nicki Proulx, Pamela Werling Karl Dorshimer, Jason Keusch Louise Gradwohl Jessica Yorko, Eric Rosekrans Moe Baumgrass, Officer Rasdale Mindy Biladeau, Cathleen Edgerly, Jenn Wood None I. CALL TO ORDER T. Carella called the meeting to order at 10:36 a.m. II. CITIZENS COMMENTS: None. n rn C CTS C') w r•• rn III. APPROVAL OF AGENDA AND MINUTES: D. Johns, Jr. motioned to approve the agenda of the July 11, 2013 meeting and the minutes from the May 30, 2013 meeting. P. Werling seconded. Motion passed unanimously. IV. OTCA UPDATE L. Gradwohl reported that the Festival of the Moon and Scrapfest were both successful. Old Town is in the process of doing its market study. Three new businesses will be opening in Old Town and two businesses are relocating and expanding. Turner Outdoor Theater starts July 16, 2013 and will also occur on July 23, 2013 and August 9, 2013. MICA Jazzfest will be August 2-3, 2013. V. COMMUNITY POLICING UPDATE Officer Rasdale reported that things have been pretty quiet. There have been no major incidents, and there were 14 less overall incidents reported last month. The July 4t" holiday went well, with no incidents reported. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that there has been normal routine maintenance, including trash removal, weeding, watering flowers and mowing grass. July 4t' cleanup was also performed. M. Biladeau also reported that the construction contractor that is working on the new Davenport University campus building will be reimbursing DLI for expenses related to some clean up that Lake State Lawn & Snow Removal had to perform due to the University's construction activities on their new downtown location. VII. CORRESPONDENCE: M. Biladeau reported that the signed OTCA Grant Contract for FY2014, the signed MICA Grant Contract for FY2014, and the signed Michigan Main Street 5 -Year Selected Level Agreement were all received in the DLI office. VIII. REPORTS President's Report -T. Carella T. Carella thanked the Board for participating in the Michigan Main Street training in June, and thanked J. Keusch for providing a lead on a potential candidate to fill the current vacancy on the Board. Director's Report -M. Biladeau D. Johns, Jr. provided an update regarding negotiations for the office lease. He stated that he met with the current landlord, who offered to extend DLI's lease term until April 30, 2014. Rent will be paid at a rate of $1,700.00/month from November 1, 2013 until April 30, 2014. After April 30, 2014, the landlord would require DLI to assume and pay for the entire mezzanine level (including the small office space currently being used by the landlord's employees) if it wishes to continue renting its current space. Rent for the entire mezzanine level would start at $2,300.00/month and escalate to $2,500.00/month over a 5 - year lease term, which sum would include utilities. However, if DLI can find a third party who is willing to rent the small office space currently being used by the landlord's employees, then the landlord would reduce DLI's rent by whatever amount is paid by the third party to lease that small office space. M. Biladeau stated that the PSD assessment task force will plan to meet after Taste of Downtown to begin developing a work plan. The DLI Annual Stakeholders Meeting will be August 14 from 5-7 p.m. at House of Eden Rock. There will be a short program with speeches by the Mayor, T. Carella (as President of DLI), and each of the committee chairs. Planning for Silver Bells is in process. Sponsorship renewals are out, and the search for the concert performer will begin after Common Ground. The design of the Silver Bells ornament will change this year, and it is being designed by local artist Tiffany Kleinof La Fille Gallery. Vendor and Village applications were online July 1, and the coordinating committee will be gearing up in August. Mark and Sue Rantz of Zoup were named franchise owners of the year. Capital City Scoop is now open. Three businesses will be closing soon. The former Great Harvest Bread Company space has been leased. Davenport's new downtown campus plans to open July 22. Progress on the Knapps building is going well. There has been a lot of interest in leased space. Communications & Marketing Manager Report -C. Edgerly Taste of Downtown will take place July 20. All promotions are completed, which included billboards, radio spots, ads in the Lansing State Journal, and TV spots on Fox 47. Ticket sales are in line with last year and there are lots of volunteers. Financial Report: None. P. Clacko made a motion to put the President's, Director's, Communications & Marketing Manager's, reports on file. D. Johns, Jr. seconded. Motion passed unanimously. VIIH. DISCUSSION/ACTION ITEMS A. Review Values, Mission and Vision Statements The Board reviewed initial drafts of its new Values and Mission Statements and provided feedback. A draft of the Values Statement will be provided to the Board members via email once completed. Comments or suggested changes for all three statements should be provided to T. Carella prior to next month's meeting and they will be re -visited at that time. B. Discuss Board Agenda format (less staff reporting — committee updates) The Board discussed different ways of having the committees provide monthly reports/updates to the Board. The Board agreed that it would be best to have the committee chairs submit short written reports, which will be included each month in the Board's meeting packet. C. DLI Annual Meeting: August 14 from 5-7 pm at House of Eden Rock See Director's Report. above. D. Michigan Main Street Trainings & Monthly Reports M. Biladeau reported that she, J. Wood, and some members of the design and beautification committees attended the MMS quarterly training in Grand Haven on June 4 and got some great ideas regarding historic preservation. M. Biladeau also attended the MMS manager training in REO Town on June 24 and 25 The upcoming committees/work plan trainings for MMS are as follows: - Promotions committee: July 10 from 2-5 pm - Design & Beautification Committees: July 18 from 11 am — 1 pm - Business Development Committee: July 23 from 3-6 pm - Organization Committee: July 24 from 8-10:30 am Work plans will then be provided to the Board so it can work on re -prioritizing and budgeting. X. OTHER BUSINESS: None. XI. ADJOURN: P. Clacko motioned to adjourn at 11:25 a.m. P. Werling seconded. Motion passed unanimously. Minutes by N. Proulx 3 N. Proulx, Secretary I. CALL TO ORDER T. Carella called the meeting to order at 10:35 a.m. II. CITIZENS COMMENTS: None. M. APPROVAL OF AGENDA AND MINUTES: P. Clacko motioned to approve the minutes form the August 8, 2013 meeting and the agenda fEw the September 12, 2013 meeting. K. Dorshimer seconded. Motion passed unanimously. > �tV C= rrN^. Y/ IV. OTCA UPDATE C-) M. Biladeau reported that she received an email from L. Gradwohl stating that the Busby SculptdRwen–V up in Old Town yesterday, and there will be a kickoff event on Sunday from 2-5 p.m. called Robed DQ—D of Caring. V. COMMUNITY POLICING UPDATE None. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that there has been normal routine maintenance, including trash removal, weeding, and mowing grass. They've also been emptying the recycle bins every 2 weeks. They will start coordinating for snow in a couple of weeks. VII. CORRESPONDENCE: Historical Society of Greater Lansing M. Biladeau reported that she received a request from the Historical Society of Greater Lansing for sponsorship for an upcoming silent auction on October 5. Discussion was had and P. Clacko motioned to decline the request. D. Jolms, Jr. seconded. Motion passed unanimously. VIII. REPORTS President's Report -T. Carella T. Carella stated she had nothing to report other than receiving the proposed new Vision Statement from J. Keusch and P. Werling that will be reviewed under discussion/action items. Director's. Report -M. Biladeau M. Biladeau reported that the 6°'.Annual Trick or Treat on the Square will be Oct. 28 from 5-7:30 p.m. The alternate rain date will be Oct. 29. The Promotions Committee is working on the event. 1 Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, September 12, 2013 @ 10:30 a.m. Members Present: Terry Carella, Doug Johns Jr., Nicki Proulx, Karl Dorshimer, Phil Clacko Members Absent: Pamela Werling, Jason KCLISch Board Advisors Present: None Board Advisors Absent: Jessica Yorko, Eric Rosekrans, Louise Gradwohl Guests Present: Bob Rose, Tameko Richard, Moe Baumgrass Staff Present: Mindy Biladeau, Jenn Wood, Cathleen Edgerly Staff Absent: None I. CALL TO ORDER T. Carella called the meeting to order at 10:35 a.m. II. CITIZENS COMMENTS: None. M. APPROVAL OF AGENDA AND MINUTES: P. Clacko motioned to approve the minutes form the August 8, 2013 meeting and the agenda fEw the September 12, 2013 meeting. K. Dorshimer seconded. Motion passed unanimously. > �tV C= rrN^. Y/ IV. OTCA UPDATE C-) M. Biladeau reported that she received an email from L. Gradwohl stating that the Busby SculptdRwen–V up in Old Town yesterday, and there will be a kickoff event on Sunday from 2-5 p.m. called Robed DQ—D of Caring. V. COMMUNITY POLICING UPDATE None. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that there has been normal routine maintenance, including trash removal, weeding, and mowing grass. They've also been emptying the recycle bins every 2 weeks. They will start coordinating for snow in a couple of weeks. VII. CORRESPONDENCE: Historical Society of Greater Lansing M. Biladeau reported that she received a request from the Historical Society of Greater Lansing for sponsorship for an upcoming silent auction on October 5. Discussion was had and P. Clacko motioned to decline the request. D. Jolms, Jr. seconded. Motion passed unanimously. VIII. REPORTS President's Report -T. Carella T. Carella stated she had nothing to report other than receiving the proposed new Vision Statement from J. Keusch and P. Werling that will be reviewed under discussion/action items. Director's. Report -M. Biladeau M. Biladeau reported that the 6°'.Annual Trick or Treat on the Square will be Oct. 28 from 5-7:30 p.m. The alternate rain date will be Oct. 29. The Promotions Committee is working on the event. 1 Planning for Silver Bells is going well. There will be some changes to the media promotions this year to enhance the live broadcast. The Electric Light Parade will be broadcast live on FOX 47 and WI(AR from 6-8 pill on Friday, Nov. 22. La Fille Gallery is designing the commemorative ornament. Parade application deadline was last week and the parade is Rill with 64 units and 10 marching bands. Vendor applications for the Village are due tomorrow. The work plan for the PSD assessment task force is underway. Committee Reports: - Business Development - Design - Public Spaces - Organization - Promotions Written reports were provided by each of the committees. B. Rose from the Design Committee also reported that the committee had received an application from Downtown Subs and New York Burrito for a permit to allow a grill outside their restaurant on the sidewalk for the nighttime crowds. The recommendation from Public Service is to deny the application due to smoke and safety issues and complaints from neighbors and residents living in the area. The City Engineer has the final decision regarding safety issues in the public right of way. The Committee may look at offering the applicant other options. Financial Report: K. Dorshimer provided a year-to-date financial report for July 2013, which has not yet been reconciled with the City. A comparison report was also provided. D. Johns, Jr. made a motion to put the President's, Director's, and Committee reports on file. D. Johns, P. Clacko. Motion passed unanimously. VIM. DISCUSSION/ACTION ITEMS A. Review Vision Statement The Board reviewed the second draft of the new Vision Statement and discussion ensued. D. Johns, Jr. motioned to adopt the following Vision Statement for DLI, and T. Carella seconded: "Lansing, Michigan - the civic, economic and social identities of the Great Lakes State live and breathe beneath the shadow of the Capitol dome and traverses in all directions from Michigan Avenue and Washington Square. This Michigan epicenter rides east to Detroit, west to Grand Rapids, and north to Pure Michigan. Over these by -ways a whole state is represented, its 10 million voices heard, its beauty beheld. As Michigan's Capital City, Lansing understands its special responsibility to transport the strength and dreams of a productive people living in a bountiful, beautiful state. A Lansing vision statement cannot be dreamed without understanding this special role. Downtown Lansing Inc. (DLl) manages a local Main Street Program and Principal Shopping District that is one of the most populous and largest geographically in our State. It understands its role as administrator, facilitator and communicator of the experience that is Lansing. It must balance the adventures of the tourist with the practicality of workers and residents by fostering economic growth, partnerships and a sense of community to create a vibrant, energetic and beautiful downtown district that is welcoming to all who visit. This carefully crafted mix of small town chane and big city economics will continue to establish downtown as a "first choice" destination for business owners, patrons and visitors. Lansing's central location and proximity to higher educational instltu6011S reinforce the character and image of an historic urban town square. Utilizing the Main Street Four -Point Approach, downtown Lansing will grow to be highly self-reliant with representation and involvement from a broad cross-section of the community. The growth and success of downtown Lansing will be further achieved by reaching out to downtown stakeholders, increasing the lines of communication and engaging the community in the Main Street program. The roads into our city must be exciting and robust. The roads out of our city should spread our unique story, enhance perception by exceeding expectations, and thereby grow the reputation and continue the transformation of downtown Lansing into a world-class capital city." The motion passed unanimously B. DLI Lease Extension Update D. Johns, Jr. provided a draft of the lease addendum which provides for the current lease term to be extended to April 2014 at a rate of $1,700.00 per month beginning October 2013 and a 1 -year lease extension option to April 2015. The monthly rate during any lease extension from April 2014 April 2015 would be $2,300.00, and DLI would have to give 3 months' notice if it wishes to exercise the 1 -year extension. The landlord agreed that if his employees are still in the space they are currently occupying during the 1 -year extension, he will pay $600.00 per month as a sublease for that space, thus leaving DLI's out-of-pocket rent cost at $1,700,00 per month. A listing for that space can also be placed with Vlahakis to see if DLI can find a new tenant to sublease that space for $600.00 per month. P. Clacko proposed inquiring about a longer-term renewal option (such as a 3 -year renewal option rather than a 1 -year renewal option) to avoid having to re -negotiate the lease again in a year. The lease task force will re -convene to discuss this latest proposal. C. Umbrellas for City Hall Plaza Furniture M. Biladeau reported that 3 new umbrellas are needed for the outdoor furniture at City Hall because they have broken due to weather and other issues. The cost for the umbrellas will likely be around $100 each. D. Johns Jr. motioned to hold off purchasing the new umbrellas until the sprung. P. Clacko seconded. Motion passed unanimously. X. OTHER BUSINESS: None. XI. ADJOURN: P. Clacko motioned to adjourn at 11:35 a.m. D. Johns, Jr. seconded. Motion passed unanimously Minutes by N. Proulx N. Proulx, Secretary Downtown Lansing Inc. Board of Directors Meeting Minutes DLI Conference Room Thursday, October 10, 2013 @ 10:30 a.m. Members Present: Terry Carella, Pamela Werling, Jason Keusch, Doug Johns Jr., Nicki Proulx, Phil Clacko Members Absent: Karl.Dorshinier Board Advisors Present: Louise Gradwolil Board Advisors Absent: Jessica Yorko, Eric Rosekrans,�- Guests Present: Officers Matt Salmon, Moe Baumgrass, Jeff Smith (out at 11:, Cad Gamble (11:00 — 11:35) N Staff Present: Mindy Biladeau, Jenn Wood, Cathleen Edgerly c� Staff Absent: None -f I. CALL TO ORDER T. Carella called the meeting to order at 10:33 a.m. t IL CITIZENS COMMENTS: None. III. APPROVAL OF AGENDA AND MINUTES: D. Johns, Jr. motioned to approve the minutes form the September 12, 2013 meeting and the agenda for the October 10, 2013 meeting. J. Keusch seconded. Motion passed unanimously. N. OTCA UPDATE L. Gradwohl reported that the first phase of the Robert Busby Memorial has been installed, with two more phases to go. OTCA conducted a community visioning session, and the debriefing will occur tonight. The results will be shared with the board. Octoberfest went well. Doggie Trick -or -Treat will take place on October 25, 2013. OTCA is also working on Compassionate Feast and are partnering with Cristo Rey. OTCA has hired a new part -tine employee, Jessica Livingston, to act as L011lse'S executive assistant. V. CONIMUNITY POLICING UPDATE M. Salmon introduced himself as the new downtown policing officer. He stated that he plans to be downtown as much as possible during the day, whether on foot or on a bicycle, and he'll be working 2 weekends a month. He's met most of the business owners and will continue to acquaint himself with everyone. Regarding incidents downtown, a comparison of numbers showed that reported incidents in every category have decreased from a year ago, with the exception of a slight increase in narcotics incidents. However, lie believed that the increase was not necessarily due to an actual increase in reportable incidents; rather, it is reflective of the Chiefs increased focus on those issues. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT M. Baumgrass with Lake State Lawn & Snow Removal reported that tree lights have been put up. He continues with routine maintenance such as trasli removal and cleaning up Ieaves. A snow coordination meetuig will be field in the next couple of weeks with the Operations and Mauitenance Division of the City. Vii. CORRESPONDENCE: Business Extension Permit — Downtown Subs/New York Burrito M. Biladeau reported that a letter has been sent to Downtown Snbs/New York Burrito denying its application for an outdoor grill permit and providing information about an available vending permit. VIII. REPORTS President's Report -T. Carella T. Carella reported that Tameko Richard has been approved by City Council to fill the vacant board position and just needs to be sworn in. Director's Report -M. Biladeau M. Biladeau reported that the lease extension task force met and proposed that the board request a second lease renewal option for a period of 3 years, to follow the first year-long renewal option. It also proposed requesting a provision in the lease requiring Karp & Associates to provide 45 days' notice of any intent to vacate suite 102. Those proposals have been sent to the landlord and we are awaiting response. A proposed listing agreement to lease suite 102 was also received from NAI, so the Board needed to decide whether it wanted to list with NAI. D. Johns, Jr. motion to approve a listing agreement with NAI under satisfactory terms to DLI, to market suite 102. P. Clacko seconded. Motion passed unanimously. Trick or Treat on the Square will be Oct. 28 from 5-7:30 p.m. There still remain a couple of openings for volunteers. Planning for Silver Bells is going well. The sponsorship goal has been exceeded. There are currently $115,000 in cash sponsorships and $200,000 of in-kuid donations. Macy Kate has been signed to perforin the concert along with IM5. The commemorative ornament is completed by Tiffany Klein of La Fille Gallery and it will be sold for $15 each. The parade will again be broadcast live on FOX 47 and WY_ R from 6-8 p.m., and will be replayed Thanksgiving Day from 9:30-11:30 a.m. on FOX 47 with additional replays on WKAR. Downtown Food Fight, the competitive food drive for the Greater Lansing Food Bank, is underway. The space next to Great Harvest has been leased and a build out for a new business is to begin. There is also an East Lansing business that is looking to expand to downtown in the spring, and it is currently looking for suitable space to bring 150 new jobs to downtown Lansing. Committee Reports: - Business Development - Design - Public Spaces - Organization - Promotions Written reports were provided by each of the committees. Financial Report: J. Wood provided a year-to-date financial report for August 2013, which has not yet been reconciled with the City. A comparison report was also provided. P. Werling made a motion to put the President's, Director's, and Committee reports on file. D. Johns, Jr seconded. Motion passed unanimously. VIDT. DISCUSSION/ACTION ITEMS A. Intelli-Streets C. Gamble from the City of Lansing presented the City's plans for installing smart technology on some of the downtown street lights. The new lights will have LED lights, cameras in select areas, speakers for playing of music and broadcasting emergency alerts, and some will also have emergency blue buttons that would connect directly with 911 when pushed. They also have the capability of having digital signage, environmental sensors and WiFi. Initial plans are to install them on Michigan Ave. between Capital Ave. and Cedar Street, and on Washington Square between Michigan Ave. to Washtenaw Street for phase 1. The goal is to get phase 1 installed so holiday music can be playing in time for Silver Bells in the City. B. The Runway Update J. Smith from LEAP, Inc. provided an update on the progress of the fashion incubator in the refurbished Knapps Building, and provided some renderings of the space. It will have 4500 square feet between the upper and lower levels, with retail sales being on the lower level and offices and design studios on the upper level. There will be 12 available offices for rent for designers, and 4 have already been [eased. There is capacity for both virtual tenants and physical tenants. The incubator is slated to open in February 2014, and the progress can be followed at runwaylansing.com. C. Work Plan Review: "My Downtown" Campaign M. Biladeau provided the Organization Committee's work plan for the "My Downtown" awareness campaign, which is a social media campaign to help change the perception of downtown safety and raise awareness of all of the good things that the downtown and DLI have to offer. A free video will be produced through the Hatch and will be run online and on social media outlets. D. Johns, Jr. motioned to approve the work plan for the "My Downtown" awareness campaign. P. Werling seconded. Motion passed unanimously. X. OTHER BUSINESS: M. Biladeau reported that there will be no November Board meeting due to Silver Bells; however, the Board should be ready to review and discuss a number of other committee work plans at the December meeting. She will provide the work plans to the Board prior to the meeting so they have time to adequately review them. XI. ADJOURN: D. Johns, Jr. motioned to adjourn at 11:55 a.m. P. Werling seconded. Motion passed unanimously. Minutes by N. Prouix N. Proulx, Secretary. Members Present: Members Absent: Board Advisors Present: Board Advisors Absent: Guests Present: Staff Present: Staff Absent: Downtown Lansing .Inc. Board of Directors Meeting Minutes DLI Conference Room Friday, December 20, 2013 @ 10:30 a.m. Terry Carella, Pamela Werling, Jason KOUSch (out at 11:33 a.m.), Doug Johns Jr., Nicki Proula, Phil Clacko, Karl Dorshimer (via telephone), Tameko Richard None Louise Gradwohl Jessica Yorko, Eric Rosekrans, None Mindy Biladeau, Jenn Wood, Cathleen Edgerly None I. CALL TO ORDER . T. Carella called the meeting to order at 10:40 a.m. H. CITIZENS COMMENTS: Noise. r-- r1Q, C w..l C_; - _ ►moi r= c5 C' III. APPROVAL OF AGENDA AND MINUTES: D. Johns, Jr. motioned to approve the minutes from the October 10 2013 meeting and the agenda for the December 20, 2013 meeting. P. Werling seconded. Motion passed unanimously. IV. OTCA UPDATE L. Gradwohl reported that there will be a fundraiser at the Creole Gallery on January 26 to raise money for the Robert Busby Memorial. It is an indoor/outdoor event with 100% of the proceeds going to the garden. It is the hope that one day enough money can be raised to establish an endowment fined to maintain the garden. V. COMMUNITY POLICING UPDATE M. Biladeau reported that Officer M. Salmon was unable to attend the meeting, but he wanted to let the Board know that the department will be properly staffed for New Year's Eve. Also, crime numbers are down compared to the same time last year in downtown Lansing. VI. DOWNTOWN MAINTENANCE UPDATE & REPORT None. Crew was out salting. M. Biladeau reported that Lake State Lawn and Snow recently was awarded the City's contract for snow removal from downtown parking spaces as well, and that snow removal from the spaces has been going very well ever since. VII. CORRESPONDENCE: CATA Thank You Letter M. Biladeau reported that CATA sent a letter thanking DLI for the donation of a gift certificate to its United Way campaign. Downtown Resident Snow Letter M. Biladeau reported that letters were sent to all downtown residents advising them of their responsibilities for snow removal. Downtown Business/Property Owner Snow Letter M. Biladeau reported that letters were sent to all downtown businesses and property owners within District A of the PSD advising them of the division of responsibilities for snow removal between DLI, the City, and the property owners, as well as the protocol for snow removal and storage. VIII. REPORTS President's Report -T. Carella MMS 2014 Dates/Year End Accreditation • National Conference May 18-20, 2014 • Manager Retreat- Week of Sept. 8 • Year End Accreditation — Nov. 5 • Quatterly Training Niles — December 8-9 T. Carella reported that there is money in the budget for professional and volunteer development if anyone is interested in attending any of the MMS conferences. MMS will also pay for 1 person to attend the National Main Street Conference this May in Detroit, and will also pay for 1/2 the cost of any volunteer who has volunteered at least 8 hours of their time. The MMS Year End Accreditation meeting is Nov: 5, 2014, and Board attendance is required for the last 1 % hours of the meeting (tentatively from 11:00 a.m —12:3 0 p.m.). Director's Report -M. BiladeauM. Biladeau reported that Trick or Treat on the Square went well. It came in $834 under budget. There were 10,000-15,000 people, and 225 volunteer hours were provided. Silver Bells was also a.success. Even with the cold temperatures, 70,000-80,000 people attended. There was a big improvement in the live broadcast, which was also replayed Thanksgiving Day and is still being playing on public TV throughout the holiday season. All ornaments were sold out before the parade, and an additional 100 were sold at LaFille Art Gallery. Breakfast with Santa was also sold out and was the best one ever, with 650 people attending. Committee plans are already being made for the 2014 celebration, which wiII be the 30t1i anniversary. Frost Fest needs discussion. Last year DLI paid out $12,000 for the event, and the Promotions Committee is therefore discussing whether it should be continued this year. DLI cannot afford to keep subsidizing the event. The problem is thelack of time for recruiting sponsorships so soon after completion of Silver Bells and Trick -or -Treat on the Square. The committee feels that enough sponsorships could be raised to put on the event with the full transition to the Main Street program, but there is not enough time to do so this year. The committee recommends a 1 -year hiatus from Frost Fest, and then revisiting it nest year when there is more time to plan and develop sponsorships. D. Johns, Jr. moved to suspend Frost Fest for 1 year. J. Keusch seconded. Motion passed unanimously. M. Biladeau and C. Edgerly attended quarterly MMS training in Howell December 9 and 10 for training in volunteer management tools. DLI's annual report is due January 23 to the Mayor's off -ice Firehouse Subs is set to open January 6 Tom + Chee is set to open January S. Committee Reports: 2 - Business Development - Design - Public Spaces - Organization - Promotions Written reports were provided by each of the committees. Financial Report: K. Dorshimer provided a monthly and year-to-clate financial report. A comparison report was also provided. P. Werling made a motion to put the President's, Director's, Committee, and Financial reports on file. P. Clacko seconded. Motion passed unanimously. VIM. DISCUSSION/ACTION ITEMS A. DLI Lease Extension Update M. BiIadeau and N. PTOUIx provided information regarding the updated lease extension proposal. The landlord agreed to a second lease renewal option for a period of 3 years to follow the first year-long renewal option, and to the provision in the lease requiring Karp & Associates to provide 45 days' notice of any intent to vacate suite 102. P. Clacko moved to sign the second addendum to the lease, providing for said terms. P. Werling seconded. Motion passed unanimously. B. FY 2014 Work Plan Review Design The Board reviewed the work plans for a Retail Merchandising Workshop, Sign Grant Incentive Program, Walking Tours of Downtown Lansing, Fagade Lighting, Incentives Workshop, and Temporary Historic Exhibit in Empty Storefronts. D. Johns, Jr. motioned to decline the work plan for the Temporary Historic Exhibit in Empty Storefronts at this time. P. Werling seconded. Motion passed unanimously. P. Werling motioned to approve all other work plans, with $1,000 going towards the Sign Grant Incentive Program. T. Richard seconded. Motion passed unanimously. Public Spaces All work plans submitted have already been approved in the FY2014 budget. Promotions The Board reviewed the work plan for a Family Safety Expo. D. Johns Jr. motioned to approve the work plan with a $0 budget, with the understanding that sponsorships should be secured for any costs. P. Clacko seconded. Motion passed unanimously. Organization The Board reviewed the work plans for a Volunteer Open House and Kiosk Sign Sponsorship Program. P. Clako motioned to approve both work plans. D. Johns, Jr. seconded. Motion passed unanimously. Business Development The Board reviewed the work plan for Business Recruitment. P. Clacko moved to table the work plan until 2015. D. Johns, Jr. seconded. Motion passed unanimously. C. Executive Director Benefit Update/Review 3 Tabled until next meeting clue to time constraints. X. OTHIER BUSINESS: None. Xi. ADJOURN: P. Werling motioned to adjourn at 1:00 p.m. T. Carella seconded. Motion passed unanimously. Minutes by N, ProUIX N. Proulx, Secretary 4