HomeMy WebLinkAbout2008 LEPFA Minutes LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
January 22, 2008
MINUTES
At 8:05 a.m. Chairman Kris Nicholoff called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue Lansing, Michigan 48933.
COMMISSIONERS PRESENT: Tim Haggart, Charles Janssen, Ellen Jeffries, Kris Nicholoff, and
Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Cindy Bowen, James W. Butler III,
John Decker, Robert Johnson (Ex-officio), and Charles Mickens.
OTHERS PRESENT: Heidi Brown, Linda Frederickson, Bill Grove, Eric Hart, Tracy Hodges,
Keith, Dirk Spillemaekers-Lansing Entertainment & Public Facilities Authority, Council embe_r Tim
Kaltenbach-City of Lansing.
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III. ESTABLISHMENT OF THE AGENDA:
IV. PUBLIC COMMENT: r=
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V. APPROVAL OF THE MINUTES OF December 18, 2007: A motion was made-to accept the
minutes as published. MOTION: Commissioner Sinadinos SECOND: Commissioner Jeffries.
Motion carried.
VI. REPORTS:
A. CHAIRMAN REPORT: Chairman Nicholoff stated he is listening to people in regards to
the options of the City Market project, people would like a specialty type market such as
fresh fish, cheese, wine, quoting "if you could just move Horrocks downtown".
8:07 a.m. Scott Keith entered the meeting.
Chairman Nicholoff stated the new look of the ballpark is fantastic, noting the fencing
will look nice with the Stadium District.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending December 31, 2007: Finance
Committee Chairman Charlotte Sinadinos reviewed the financial statements as follows:
a. Lansing City Market: Operating Revenues - Building Rental for the current
period is $4,180 compared to the prior year's amount of $3,401. Building Rental for
year to date is $28,091 compared to the prior year's amount of $27,397. Total
Operating Revenues for the current period are $4,533 compared the prior year's
amount of $3,736 and for year to date they are $37,821 compared to the prior year's
amount of$37,339.
LEPFA Board of Commissioners Meeting
Page 2
January 22, 2008
Operating Expenses -Salaries/Wages for the current period are $2,472 compared to the
prior year's amount of $2,312 and for year to date are $22,536 exceeding the prior
year's amount of $17,105. Utilities for the current period are $5,851 compared to the
prior year's amount of $5,468 and for year to date they are $24,542 compared to the
prior year's amount of $23,808. Total Operating Expenses for the current period are
$13,480 compared to the prior year's amount of $10,352 and for year to date they are
$67,163 compared to the prior year's amount of$59,392.
At 8:10 a.m. Commissioner Cindy Bowen entered the building.
Excess Revenues over Expenses for the current period are a loss of ($4,367) compared
to the prior year's loss of ($1,558) and for year to date are $1,477 compared to the
prior year's amount of$11,839.
Balance Sheet: Total Cash for the current year is $179,229 compared to the prior year's
amount of $105,850. Accounts Receivable for the current year are $40,672 compared
to the prior year's amount of $106,275. Unreserved Equity for the current year is
$193,231 compared to the prior year's amount of$193,157.
Budget vs. Actual: Building Rental for the current period is less than budget by
($3,947). Total Operating Revenues for the current period are less than budget by
($4,902).
Operating Expenses - Salaries/Wages for year to date are better than budget by $3,179.
Utilities for year to date are higher than budget by $146. Total Operating Expenses for
the current period are better than budget by $4,023 and for year to date are better than
budget by $9,148. Expenses over Revenues for the current period are better than
budget by $3,410 and for year to date are better than budget by $4,246.
b. Oldsmobile Park:
Operating Expenses - Salaries/Wages for the current year are $26,159 compared to the
prior year's amount of $25,265. Utilities for the current period are $6,531 compared
to the prior years amount of $5,874 and for year to date are $45,046 compared to the
prior year's amount of $39,272. Total Operating Expenses for the current period are
$18,523 compared to the prior year's amount of $16,822 and for year to date are
$120,898 compared to the prior year's amount of $131,679. Operating Income (Loss)
for the current year is a loss of ($115,456) compared to the prior year's loss of
($126,933). Excess Revenues over Expenses for the current period are $15,098
compared to the prior year's amount of $9,349 and for year to date they are $72,336
compared to the prior year's amount of$30,098.
Eric Hart noted through the year there are extensive building expenses that can not be
included in the construction project, a $30,000 roof repair with half that amount,
$15,000, being unbudgeted. Eric noted it appears we are ahead of budget; finances are
being conserved to handle spring expenses.
LEPFA Board of Commissioners Meeting
Page 3
January 22, 2008
Balance Sheet: Cash for the current year is $240,851 compared to the prior year's
amount of $386,035. Net Event Development Fund for the current year is $82,652
compared to the prior year's amount of $75,490. Unreserved Equity for the current
year is $130,077 compared to the prior year's amount of$50,502.
Budget vs. Actual: Operating Expenses — Utilities for the current period are better than
budget by $2,631 and for year to date are better than budget by $7,691. Total
Operating Expenses for the current period are better than budget by $15,038 and for
year to date are better than budget by $40,884. After taking into account the City
Contribution and Interest for year to date we are better than budget by $49,952.
c. Lansing Center: Building Rental for the current period is $17,452 compared to the
prior year's amount of $39,293 and for year to date is $304,454 less than the prior
year's amount of$334,028. Food and Beverage for the current period is $159,793 less
than the prior year's amount of $177,319 and for year to date is $1,035,000 compared
to the prior year's amount $1,077,000. Tradeshow Utilities for the current period are
$4,461 and for year to date are $50,255. Total Operating Revenue for the current
period is $207,076 compared to the prior year's amount of $281,936 and for year to
date is $1,731,000 compared to the prior year's amount of$1,754,000.
Operating Expenses- Salaries/Wages for year to date are $800,801 compared to the
prior year's amount of$774,248. Utilities for the current period are $40,486 compared
to the prior year's amount of $43,163 and for year to date are $231,090 less than the
prior year's amount of $297,364. Food and Beverage for the current period is
$112,184 compared to the prior year's amount of $114,630 and for year to date is
$686,232 compared to the prior year's amount of$671,444. Total Operating Expenses
for the current period are $360,345 compared to the prior year's amount of $362,305
and for year to date is $2,307,000 compared to the prior year's amount of$2,319,000.
After taking into account the City Contribution and Interest for the current period is a
loss of ($78,902) compared to the prior year's income of $233 and for year to date
there is a loss of($102,595) compared to the prior year's loss of($111,394).
Chairman Nicholoff asked why the utilities has a significant difference. Eric Hart
stated it is due to the new Honeywell HVAC system that was installed. He highlighted
the lighting fixtures and the plan in place. Eric stated the utilities are ahead of where
they were budgeted and he expects to see even more savings.
Balance Sheet: Total Cash and Cash Equivalents for the current year are $391,861
compared to the prior year's amount of 553,612. Accounts Receivable for the current
year is $675,384 compared to the prior year's amount of $518,218. Unearned
Revenue-Advanced Rent for the current year is $422,425 compared to the prior year's
amount of $399,053. Unreserved Equity for the current year is $185,589 compared to
the prior year's loss of($11,959).
LEPFA Board of Commissioners Meeting
Page 4
January 22, 2008
Budget vs. Actual: Building Rental for the current period is less than budget by
($21,674) and for year to date is less than budget by ($22,458). Food and Beverage for
the current period is less than budget by ($35,208) and for year to date is less than
budget by ($34,596). Total Operating Revenues for the current period is less than
budget by ($50,611) and for year to date is less than budget by ($59,965).
Operating Expenses- Salaries/Wages for year to date are better than budget by $40,299.
Utilities for year to date are better than budget by $81,509. Food & Beverage for year
to date is better than budget by $38,829. Total Operating Expenses for the current
period are better than budget by $58,277 and for year to date are better than budget by
$206,778. Operating Income for year to date is better than budget by $146,812.
Excess Revenues over Expenses for year to date are better than budget by $149,804.
Marian Bryant stated there was a loss of $102,000 for year to date, though we are
$148,000 better than budget. The budget for this month was a loss $252,000 therefore
we are still ahead of budget.
Commissioner Sinadinos moved that the monthly financials for Oldsmobile Park, the
Lansing City Market and the Lansing Center for the periods ending December 31, 2007
be received as published and further that the monthly expenses for each entity be
approved. SECOND: Commissioner Janssen. Motion carried.
Commissioner Sinadinos stated the Finance committee reviewed the proposed budget on
January 9'. The proposed budget has been sent to the City. Marian Bryant stated this
year's "Draft Proposal" compared to last year's request will show a 6% cut as
requested by the City. Marian stated we were able to accomplish this request by
combining all three entities. The proposed contribution for the City Market is $58,451,
for Oldsmobile Park it is $303,286, and for the Lansing Center it is $755,084 which
includes a contribution of $225,000 from the CVB for the Sales and Marketing
agreement. Marian stated that with the $225,000, has increased marketing expenses.
This is the purpose of funding. Some of the sales and marketing staff funding will be
covered by this funding source. Marin stated this allowed LEPFA to reduce the
Lansing Center budget to $755,000 (a reduction of 10%). The average of all three
facilities is a 6% reduction as requested.
B. PRESIDENT& CEO'S REPORT: Eric Hart reported the following:
1. City Market: Eric stated the Long Range Planning Committee will be reviewing the
preliminary draft drawings of the proposed City Market Complex. Eric stated none of
the building will be in the flood plan, noting Scott Keith, himself and John Hooper, the
City Market Manager, will be meeting to make suggestions on the drawings before
going to the USDA, who have agreed to come on board to help design the new
structure. Eric stated once reviewed by the USDA the proposed structure will go to the
Long Range Planning Committee for approval, then to the Vendors' Association for
input then back to USDA for their final approval. Eric stated at that time the proposed
drawings will become part of the proposal to the City.
LEPFA Board of Commissioners Meeting
Page 5
January 22, 2008
Commissioner Nicholoff asked what role the USDA, (United States Department of
Agriculture), takes in regards to farmers markets. Eric stated that the USDA is the
leading authority on farmers markets, stating they come gratis and can potentially offer
grants, noting at this time he is unsure if we will apply for grants.
Commissioner Nicholoff asked if LEPFA's lobbyist firm does any federal lobbing.
Eric stated that they will be and are aware of the USDA's involvement.
Commissioner Janssen asked if the proposed complex is a year round permanent
structure. Eric stated yes, Gillespie's plan is a year round market with seasonal pods.
Commissioner Janssen asked is that a result of public comment, Eric stated the input
received is mixed. Eric stated that reality is it will take a year round component to get
through Council, stating those within the Council who are expecting a year round
market have requested research into other specific markets and found they are seasonal.
Eric stated a year round market segment will be small, possibly meat, dairy, and wine,
noting seasonal is a niche market where vendor subsidies come into play.
Eric noted current City Market vendors are going to start paying fair rates for utilities,
stating the budget is taking a large hit with the amount of equipment currently be used.
Tom Kaltenbach asked if thought has been given to the rent for the new complex. Eric
stated John Hooper, the City Market Manager, has been to Flint, Royal Oak and
Milwaukee to research this issue. Eric stated he will propose signed agreements from
vendors to determine amount of space to build, noting long term commitments are
needed to build more space which will help determine rent. Eric stated rent would be
raised slightly but keep subsidies, and they would have to pay more of their utilities.
Eric stated current City Market fees for vendors are very low. Tim asked if LEPFA is
out actively recruiting for vendors for the new space. Eric stated yes they are.
Tim Katltenbach stated that he would caution LEPFA about using the fast track for the
design of the new complex, stating one of the criticisms he hears is that the entire
project is being fast tracked and there hasn't been enough thought given to the project,
to which Tim has replied the project has been worked on for several months and there
is a Council process the project has to follow. Eric stated Tim's point is well taken and
explained that the term "fast track" is just referencing moving rapidly to get the design
to the USDA for review, not the City, noting this is just fast tracking the pre-review
stage.
2. Customer Service Training: Eric stated that the City employees, the PSD, the EDC,
and LEPFA staff are participation in a customer service training program called, "Be
N.I.C.E.", in an attempt to help prevent customer issues before they occur. Eric stated
it is important to stop calling residents and visitors to Lansing "tax payer" and start
calling them "customers" and treating them as such.
LEPFA Board of Commissioners Meeting
Page 6
January 22, 2008
3. CVB and LEPFA: Eric stated that within the budget there is $225,000 that is part of
House Bill 4261 for marketing services at LEPFA, noting the reduced expense within
the budget, though we are seeing a massive increase in marketing. Eric stated this
additional Marketing is part of the agreement and includes activities such as being
sponsors at events, and wine and dine show managers to show off the city.
Commissioner Janssen asked what is the total revenue from this agreement. Eric stated
it is between $1.2 and $1.4 million. Commissioner Janssen asked if all the funds go to
the CVB. Eric stated it does go to the CVB, with the County getting a portion. Eric
stated that some of the funds will go to hiring staff in other parts of the region such as
Grand Rapids and Detroit. Eric stated the intent is to see the Lansing Center as the
main property and working toward filling the main property in order to fill the other
properties.
4. Annual Report: Eric stated items of interest will be that occupancy was down 5% with
revenues up $140,000, noting although we sold fewer clients we received more
revenues. Eric stated expenses were reduced by $230,000 with net assets increasing
based on the reduction in expenses for a total economic impact to the region of
$79,000,000 between all events and properties. Eric listed some achievements for the
current year are: the Entertainment Express had over 10,000 riders; Common Ground
had its most successful night with 17,000 patrons on Friday night and 88,000 patrons
for the Festival; Fall into Fitness with over 4,000 people attending this event,
renovations and development of the City Market, Home Run for Hope, and the
Diamond Classic. Eric stated he will make sure the Board gets a copy of the report.
At 8:56 a.m. Tim Kaltenbach exited the meeting.
5. 150 Sesquicentennial: Eric reported the Rotary Club has taken on producing the city
wide events.
6. Client Evaluations and Occupancy: Eric stated client evaluations for the current year
have not changed much from last year; however the city and the hotel rankings have
dropped.
7. Lead on Cobo: Eric stated there is legislation out on making Cobo Hall a tax fee zone,
and he stated LEPFA needs to be part of that legislation. Eric stated this would be
beneficial for event production, noting the internet has hurt many public shows a tax
free zone will be an opportunity for these shows to come back.
Chairman Nicholoff asked if our lobbyist firm is trying to have LEPFA amended into
the legislation. Eric said yes there are many entities trying to get amended into the
legislation, although defining a convention center will be hard.
8. Foster Swift: Eric stated that Steve Schultz is no longer with Foster, Swift, Collins,
and Smith, stating the City Attorneys office has been asked to give a recommendation
for LEPFA's attorney.
LEPFA Board of Commissioners Meeting
Page 7
January 22, 2008
9. Vice Presidents' Reports:
a. Finance Department - Marian Bryant: Marian stated a pizza party was held for
staff who has participated in LEPFA's "Casual for a Cause" charitable fund
raising program. Marian stated that since it started there has been $750 raised
for charity. Marian also stated that in addition to Casual for a Cause, three
families were adopted at Christmas and they received food, bikes, toys and etc.
Marian stated the families were very happy.
b. Operations Department - Scott Keith: Scott reported that the Lansing Center
snowmelt system will be complete within the next two weeks, the flashing on
the roof is being finished, the skylight is complete, and the exhibit halls have
been painted. Scott stated that the decor in the building is next on the
renovation list.
Scott reported that the new fencing is going up at Oldsmobile Park and the Club
House suite is nearly complete, the tile is in and the lighting should be complete
with in the week.
c. Marketing Department - Linda Frederickson: Linda reviewed the December
Highlights and Occupancy information as distributed.
Linda reported that in February the following events will take place; Deer and
Turkey Spectacular, Women's Expo, City of Lansing Daddy Daughter Dance,
the Chamber Dinner, and the Michigan Republicans.
Linda reported for the month of December there were 40 events, totaling 5,706
event dates, attendance of 9,000, building rental was $2,700, with 1,118 room
nights at the Radisson for a total economic impact of$200,000.
New Business: Linda reported proposals went out for: General Motors in
March 2008,
Linda stated there will be an open house at Oldsmobile Park. Linda noted that
in regard to Common Ground there is a new marketing strategy with Dan
Henry who will be doing a text promo contest through out the spring and
through Common Ground.
Food and Beverage Department - Bill Grove: Bill reported December was the
best Holiday party season he has seen. Bill stated that the Martin Luther King
lunch went very well as they fed 900 people, noting that each year the dinner
organizers use nonprofit organizations to help with the serving.
LEPFA Board of Commissioners Meeting
Page 8
January 22, 2008
VII. COMMISSIONER AND STAFF COMMENTS:
1) Eric Hart: Eric stated there is a possibility of the Lungnuts doing concerts at
Oldsmobile Park, noting this will be a great opportunity.
2) Chairman Nicholoff: Chairman Nicholoff stated the USDA will give people
comfort in having them involved in the City Market project. Chairman
Nicholoff stated he will not be at the February meeting and he asked Eric to
make arrangements for Vice-Chairman Butler to conduct the meeting.
3) Commissioner Sinadinos: Commissioner Sinadinos thanked Eric and Marian for
their help with the budget.
7) Commissioner Jeffries: Commissioner Jeffries stated Eric gave a great
presentation at the prior weeks Rotary Club of Lansing meeting, also adding the
building is looking great.
8) Commissioner Bowen: Commissioner Bowen stated the CVB asked her to
share that they are very excited about the partnership with LEPFA in an interest
of improving the City's image.
9) Commissioner Janssen: Commissioner Janssen stated he was at the Boat Show
noting it looked nice and was well done.
VIII. OLD BUSINESS:
No report.
IX. NEW BUSINESS:
No report.
At 9:22 a.m. the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED FOR
TUESDAY, February 26, 2008 AT 8:00 A.M. AT THE LANSING CENTER IN GOVERNOR'S
ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
February 26, 2008 ,,
MINUTESC l>>'►
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At 8:04 a.in. Commissioner Charles Janssen called the meeting to order in the Governor's Robni of the
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: Cindy Bowen, John Decker, Tim Haggart, Charles Janssen, Ellen
Jeffries, Charles Mickens, and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), James W. Butler III, Robert Johnson
(Ex-officio), and Kris Nicholoff
OTHERS PRESENT: Marian Bryant, Linda Frederickson, Eric Hart, Tracy Hodges, Scott Keith,
Dirk Spillemaechers-Lansing Entertainment & Public Facilities Authority, and Councilmember Tim
Kaltenbach-City of Lansing.
III. ESTABLISHMENT OF THE AGENDA: Commissioner Janssen asked if there were any
suggested changes to the agenda. There were no changes to the agenda.
IV. PUBLIC COMMENT: None. r'
V. APPROVAL OF THE MINUTES OF MARCH 27, 2007: A motion to accept the minutes as='�
published was made. MOTION: Commissioner Haggart SECOND: Commissioner DGker;;:"�
Motion approved.
VI. REPORTS: _
A. CHAIRMAN'S REPORT: None.,-.',
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending January 31, 2008: Committee
Chairman Charlotte Sinadinos reviewed the financial statements as follows:
a. Lansing City Market: Operating Revenues - Building Rental for the current period
is $2,555 compared to the prior year's amount of$2,646. Year to date Building Rental
is $30,646 compared to the prior year's amount of$30,043. Total Operating Revenues
for the current period are $10,254 compared to the prior year's amount of $9,606.
Total Operating Revenues for year to date are $48,075 compared to the prior year's
amount of$46,945.
At 8:06 a.m. Commissioner Cindy Bowen entered the meeting.
Operating Expenses - Salaries/Wages for the current period are $4,487 compared to the
prior year's amount of $2,903 and for year to date are $27,023 compared to the prior
year's amount of$20,009. Utilities for the current period are $3,907 compared to the
prior year's amount of $4,935 and for year to date are $28,449 compared to the prior
year's amount of $28,744. Total Operating Expenses for the current period are
$16,792 compared to the prior year's amount of$15,014.
LEPFA Board of Commissioners Meeting
Page 2
February 26, 2008
Excess Revenues over Expenses for the current period are at a loss of ($3,761)
compared to the prior year's loss of ($2,223) and for year to date there is a loss of
($2,283) compared to the prior year's amount of$9,615.
Balance Sheet: Total Cash for the current year is $179,084 compared to the prior year's
amount of $98,867. Unreserved Equity for the current year is $189,470 slightly less
than the prior year's amount of$190,933.
Budget vs. Actual: Total Operating Revenue for year to date is less than budget by
($1,430). Building Rental for year to date is less than budget by ($4,857). Total
Operating revenues for year to date are less than budget by ($6,332).
Operating Expenses - Salaries and Wages for year to date are better than budget by
$3,926. Utilities for year to date are better than budget by $12. Miscellaneous for the
year to date is more than budget by ($837), which is due to a payment to the Principle
Shopping District assessment. Excess Revenues over Expenses for the current period
are more than budget by ($4,591) and for year to date are more than budget by ($345).
At 8:10 a.m. Scott Keith entered the meeting.
b. Oldsmobile Park: There were no Event Revenues for the current period. There is a
$5 charge in Event Expenses for bank charges which was deducted from the Event
Development Fund. Operating Expenses - Utilities for the current period are $7,731
compared to the prior year's amount of $6,874. For year to date Utilities are $52,778
exceeding the prior year's amount of $46,147, Miscellaneous for the current year is
$18,398 due to a payment to the Principle Shopping District and Suite. Total Operating
Expenses for the current period are $45,349 compared to the prior year's amount of
$26,841 and for year to date they are $166,248 compared to the prior year's amount of
$158,521. Excess Revenues over Expenses for the current period are at a loss of
($35,923) compared to the prior year's loss of ($669) and year to date an income of
$36,412 compared to the prior year's income of$29,428.
Balance Sheet: Cash for the current year is $253,192 compared to the prior year's
amount of $208,339. Net Event Development Fund for the current year is $82,647
compared to the prior year's amount of $75,485. Unreserved Equity for the current
year is $94,149 compared to the prior year's amount of$49,828.
Budget vs. Actual: Operating Expenses - Utilities for the current period are better than
budget by $1,431 and for year to date are better than budget by $9,122. Total
Operating Expenses for the current period are higher than budget by $20,130 and for
year to date are better than budget by $20,853. After taking into account City
Contributions we are higher than budget for the current period by ($26,906) and for
year to date is better than budget by $23,046.
c. Lansing Center: Building Rental for the current period is $66,632 less than the prior
year's amount of$97,121. Building Rental for year to date is $371,086 compared to the
prior year's amount of$431,150. Food and Beverage for the current period is $189,629
less than the prior year's amount of $189,643. Food and Beverage for year to date is
$1,225,000 which is less than the prior year's amount of$1,266,000.
LEPFA Board of Commissioners Meeting
Page 3
February 26, 2008
Equipment Rental for the current year is $225,710 compared to the prior year's amount
of $281,524. Tradeshow Utilities for the current year are $81,776 compared to the
prior year's amount of $76,469. Labor Services for the current year are $88,991
compared to the prior year's amount of $114,349. Total Operating Revenue for the
current period is $363,811 compared to the prior year's amount of $460,118 and for
year to date is $2,095,000 compared to the prior year's amount of$2,214,000.
Operating Expenses- Salaries/Wages for the current period are $186,459 compared to
the prior year's amount of $171,723 and for year to date are $987,261 exceeding the
prior year's amount of$945,971. The increase is due to three pay periods in the month
of January. Utilities for the current period are $41,900 less than the prior year's
amount of $53,595. Utilities for year to date are $272,990 compared to the prior
year's amount of $350,959. Food and Beverage Expense for the current period is
$139,781 compared to the prior year's amount of $121,249 and for year to date is
$826,013 compared to the prior year's amount of $792,693. The increase is due to
three pay periods in the month of January. Total Operating Expenses for the current
period are $507,735 compared to the prior year's amount of $471,929 and for year to
date are $2,815,000 compared to the prior year's amount of $2,791,000. Operating
Income (Loss) for the current period is a loss of ($143,924) compared to the prior
year's loss of ($11,811) and for year to date is a loss of ($720,187). After taking into
account City Contributions we have a loss for the current period of($90,252) compared
to the prior year's income of $39,572 and for year to date a loss of ($192,847)
compared to the prior year's loss of($71,822).
Balance Sheet: Total Cash and Cash Equivalents for the current year are $187,924
compared to the prior year's amount of$364,902. Unearned Revenue - Advanced Rent
for the current year is $433,477 compared to the prior year's amount of $440,176.
Unreserved Equity for the current year is $95,336 compared to the prior year's amount
of$27,612.
Budget vs. Actual: Building Rental for the current period is less than budget by
($12,657) and for year to date is less than budget by ($35,116). Food and Beverage
Revenues for the current period are less than budget by ($20,370) and for year to date
are less than budget by ($54,966). Equipment Rental for year to date is better than
budget by $1,674. Labor Services for year to date are less than budget by ($12,830).
Total Operating Revenues for the current period are less than budget by ($36,142) and
for year to date are less than budget by ($96,108).
Operating Expenses- Salaries/Wages for the current period are higher than budget by
$24,226 and for year to date are better than budget by $16,072. Utilities for the
current period are better than budget by $10,199 and for year to date are better than
budget by $91,709. Food & Beverage Expenses for the current year are better than
budget by $28,692. Total Operating Expenses for the current period is higher than
budget by $42,433 and for year to date is better than budget by $164,344. Expenses
over Revenues for the current period are higher than budget by $78,576 and for year to
date is better than budget by $68,235.
LEPFA Board of Commissioners Meeting
Page 4
February 26, 2008
Marian Bryant stated that the Lansing Center is better than budget by $78,000 but still
has a loss for year to date of($192,000). Marian stated the budget for the year goes up
and down. Though it was budgeted for a loss of($271,000) and currently have a loss of
($192,000), we are still better than budget by $78,000. Marian noted that losing money
takes money out of the unreserved equity account.
Councilman Kaltenbach asked if the Trolley expenses are being separated from the
income and if the income equals the expense. Marian stated no that $35,000 is part of
the subsidy earmarked for the Trolley. Councilman Kaltenbach asked if City subsidy
is paying for the Trolley. Eric stated that the $35,000 is budgeted within the budget as
part of the total cost of the Trolley, stating $60,000 was raised in private money. Eric
noted that the total cost of the Trolley is $91,000. Eric stated ridership is being applied
to the total expense reducing it from$96,000 to $91,000 per year.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly financials
for Oldsmobile Park, the Lansing City Market and the Lansing Center for the period
ending January 31, 2008 be received as published and further that the monthly expenses
for each entity be approved. SECOND: Commissioner Haggart. Motion approved.
Commissioner Janssen stated that January's activity is down, and he asked how
February looks. Eric Hart stated February is busy, and that when the budget was
created last year it was estimated that LEPFA would be at$4.5 million, $200,000 less
than the previous year. Knowing this year would be a down year, when the budget was
set up for this year this was taken into consideration. Eric stated that 2010 looks like a
decent year for revenues, and 2011 is looking like a slow year. Eric stated that with the
CVB we are currently trying to fill the holes is coming years.
C. PRESIDENT& CEO'S REPORT: Eric Hart reported the following:
1. Snow Melt System: Eric stated the side walk snow melt system is working and the
sidewalks are remaining dry. Eric noted there will be minimal shoveling to remove the
snow gathered on the curb by the city plows.
2. City Market: Eric stated a report went out to USDA with drawings and concepts and he
should receive a reply shortly. Eric stated the hiring of a consultant is being looked
into for team building and strategic planning with Vendors and Friends of Market,
noting this was a recommendation from MSU. Eric stated he met with the Vendors and
Friends of the Market last week and they have agreed to go for a grant from the USDA
totaling $75,000. Eric stated after hearing from the City Attorney he believes there will
be a modification of the LEPFA management agreement for the new City Market,
noting within the next four weeks more information will be coming that he will share
with the Board members.
3. Heidi Brown: Eric stated that Heidi will be out for the week due to a death in her
family.
LEPFA Board of Commissioners Meeting
Page 5
February 26, 2008
4. Oldsmobile Park: Eric stated he is currently waiting for information back from the City
Attorney regarding to the Oldsmobile Park Contract. Eric stated at this point there is
an agreement for the new revenue sharing with the Clubhouse section making it a 50/50
split, which will bring more revenue for the City.
Eric stated that the Lansing Center will be co-promoters for concerts at Oldsmobile
Park along with the Lugnuts, stating everything, expense and revenue will be shared
equally between the two entities. Eric stated that in the past without the Food and
Beverage revenues it has not been cost effective to take the risks.
5. Updates: Eric stated Board members should still be getting weekly updates.
6. Vice Presidents' Reports:
a. Operations Department - Scott Keith: Scott reported that the Snow Melt
System is operational noting that if it gets too cold the system is programmed to
shut down, due to the fact that severe cold will cause the system to over work
and not keep up. Scott stated this is a built in feature to be more energy
efficient.
Scott reported that the contractors for the roof are working on the punch list,
noting that not all the work had been paid for as he is waiting for the
completion of the punch list for final payment. Scott stated that some work will
need to wait until the weather is better.
Scott reported that the carpeting in the new clubhouse suite at Oldsmobile park
went in yesterday. Scott noted that the work on the new fencing is not going
well as the weather is impeding the progress, noting that the nets will be going
up in March. Scott stated the water will be turned on early this year for the
clubhouse suite to pass inspections.
Commissioner Janssen asked what that status of the structural issues related to
the bridge and Michigan Avenue overpass under the building. Scott stated the
repairs were completed last fall, with some minor things under the Lansing
Center to be completed. Commissioner Janssen asked if it is fixed. Scott
stated yes with no leaks as of yet.
b. Marketing Department - Linda Frederickson: Linda distributed the January
and February Highlights and Occupancy information.
Linda reported that in March the Guinness Book of World Records will be here
to create the world's largest piece of fudge to be manufactured and sold.
Linda reported for the month of January there were 36 events, totaling 51 event
dates, attendance of 20,000, with 1,196 room nights. Linda stated that in
partnership with the CVB they have been going from booth to booth at
exhibition shows speaking with the vendors asking them if they are spending
the night and where, to give the information to the CVB to compile and use.
LEPFA Board of Commissioners Meeting
Page 6
February 26, 2008
New Business: Linda reported proposals went out for: Life Impact Ministry
for 2009, 2010, 2011 and for 2012 their Ladies Conference. Linda stated that
with the CVB we are trying to increase the faith based events.
Linda stated there will be an open house at Oldsmobile Park to tour the facility
showcasing all the renovation, to take place on Wednesday, April 16, 2008
before the Michigan State University ball game. Linda stated the open house
will begin from 3:30-5:00 p.m. and all Board members will receive an
invitation the week of March 17, 2008. Linda stated the open house is in
partnership with the Lugnuts and their staff will be giving tours. Linda stated it
is intended to bring business downtown to view the City, noting MSU will be
inviting some of their constituents, LEPFA will be inviting their corporate
partners and also corporate clients who use the Lansing Center along with the
City Administration.
Linda stated in regard to the Entertainment Express, St. Patrick's Day will be
the first event of the year, noting the Trolley runs all year; this is the first event
being marketed in conjunction with local restaurants.
Eric stated the Board "Lugnut Night" will be April 29, 2008 stating invitations
will be going out via email. Eric noted there will be a special appearance of the
Board Chairman which will be a must see.
D. PERSONNEL COMMITTEE: Eric stated the committee met and approved a new
position of Sponsorship Coordinator. Eric stated the positions acting role will be with the
Chili Cook-off generating sponsors, noting that the Board of Water and Light is funding a
large portion of the position. Eric also stated the position will work on generating building
signage sponsors such as Home Run for Hope, Entertainment Express, and Diamond
Classic.
Eric also noted contracts with the unions will be up for negations this year.
E. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen stated the committee
met to discuss the City Market Development proposal and that the draft plan that has been
submitted to the UDSA for their approval. Commissioner Janssen stated that in the new
draft the City Market is no longer in the flood way. Commissioner Janssen stated it was
that the timing of the Boards involvement was discussed. Noting it was the opinion of the
Committee to hold its opinions until after the USDA comments have come back to allow
their expertise to be utilized, stating at this time it is not appropriate for the Board to
promote a particular position with out the USDA response. Commissioner Janssen stated
Eric will be continuing to update the Board on the process as it moves along.
Commissioner Janssen stated long range parking issues were also discussed as this issue
needs to be one that the Long Range Planning Committee keeps on top of. Eric stated that
the Lansing Center needs were discussed along with the client evaluations, Parking is our
lowest customer rating. Eric stated that transition from paid to automated parking has not
been a smooth process, with clients having problem with the systems. Eric stated that
additional signage and better communication along with better signage coming into the city
is greatly needed.
LEPFA Board of Commissioners Meeting
Page 7
February 26, 2008
Eric stated that the North Grand Ramp is the best parking, and the Lansing Center learned
from attendees as they were directing them to the Grand Ramp that it costs more to park
there than under the Lansing Center causing the attendees to feel we were gouging them.
Eric stated things are unsure regarding the Accident Fund Deck, noting it should connect to
us via a pedway. Eric indicated potential issues when the Grand Ramp Expansion is torn
down prior to the Accident Fund Deck being constructed, noting it is planned for permit
parkers to be moved out of the North Grand Ramp to allow for more daily parkers. Eric
stated it will be a challenge for a while but a plan is being developed.
Commissioner Janssen stated that in other facilities he has attended they utilize large A-
frame signs to direct traffic and it made the roads very easy to navigate. Eric stated in
Minneapolis and even at MSU they are willing to park people anywhere to get them in,
stating MSU is willing to park people on the grass to get them there. Eric stated that with
the City that does not seem to be the priority, leaving it for attendees to figure out. Eric
stated that it should be our priority to get the people here and find a place to park them to
promote improve the City, noting electronic signs are the way to go as you are able to
change them and redirect as lots fill. Commissioner Janssen asked if it is the Parking
Department's responsibility. Eric stated yes it is, but it is also our responsibility to
encourage them to look at these options.
VIII. COMMISSIONER AND STAFF COMMENTS:
A. Commissioner Bowen: Commissioner Bowen stated she attendee the Chamber dinner and
everyone at her table was delighted with the setting and the meal.
B. Eric Hart: Eric stated that Customer Service Training with LEPFA, EDC, PSD, and the
City is ongoing. Eric stated the training had not been deemed mandatory, and that it was
learned in the first couple days of training that the City had a policy that if one of their
employees had a customer on the phone that offended them or used an explicative they
were ordered to hang up on the customer. Eric stated the City employees stated they
should not be treated that way, as it was pointed out to them the issue is not about them it's
about the customer. The City employees stated it is not their job to resolve issues only to
give information. Eric stated this was a recurring theme in the beginning of the training,
noting this has stopped and employees have not spoken of it with City Managers stating this
is not a policy. Eric stated the survey data is giving a good view of what people think of
the City. Eric stated at several locations a standard book of questions was given where the
answers had to be either good or bad there was no way to answer in the middle, noting you
can see the bad with some comments being very pointed. Eric stated it was visible in the
survey that our Lansing citizens were not seen as customers, noting it was believed by a
some City Departments that if citizens left the City it was good as the City taxes would rise
and the City will make for money. Eric stated the many employees are believing this
training is a one time thing and will not be repeated, noting as an administration we need to
show them that is not the case and will continue to retrain all the old habits.
LEPFA Board of Commissioners Meeting
Page 8
February 26, 2008
Commissioner Bowen asked if the training is mandatory for all the LEPFA staff. Eric
stated he did not label it mandatory, we just scheduled everyone to attend. Eric stated that
when this training phase is over it is his intention to bring Malinda back to do more specific
training: for example; he would like to see the Event Coordinators more sales oriented and
able to utilize those abilities more.
IX. OLD BUSINESS:
No report.
X. NEW BUSINESS:
No report.
At 9:05 a.m. the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED FOR
TUESDAY, MARCH 25, 2008 8:00 A.M. AT THE LANSING CENTER IN ROOM 201.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
March 25, 2008
MINUTES
At 8:07 a.m. Chairman Kris Nicholoff called the meeting to order in the Room-201 Df tliE ;
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: Cindy Bowen, James W. Butler III, John Decker; CTMrles
Janssen, Ellen Jeffries, Charles Mickens, Kris Nicholoff, and Charlotte Sinadinos
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Tim Haggart, and Robert
Johnson (Ex-officio).
OTHERS PRESENT: Heidi Brown, Marian Bryant, Linda Frederickson, Eric Hart, Tracy
Hodges, Scott Keith, and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities
Authority.
III. ESTABLISHMENT OF THE AGENDA: Chairman Nicholoff asked if there were any
suggested changes to the agenda. There were no changes to the agenda.
IV. PUBLIC COMMNET: Dirk Spillemaeckers, representing the Audio/Visual
Maintenance Technician Association (AMTA), stated that within 90 days the AMTA will
be submitting a request to LEPFA to initiate negotiations for their succession agreement.
V. APPROVAL OF THE MINUTES FOR FEBRUARY 26, 2008: A motion to accept
the minutes as published was made. MOTION: Commissioner Janssen SECOND:
Commissioner Jeffries. Motion approved.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Nicholoff stated that the Michigan Dental
Association will be back to the Lansing Center again in 2009 (they are in Grand
Rapids in 2008).
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Endinp- February 29, 2008:
Finance Committee Chairman Charlotte Sinadinos reviewed the financial
statements as follows:
a. Lansing City Market: Operations Revenues — Building Rental for the
current period is $2,615 compared to the prior year's amount of $2,625
and for year to date is $33,261 exceeding the prior year's amount of
$32,668. Total Operating Revenues for the current period are $2,907
compared to the prior year's amount of $3,327 and for year to date are
$50,983 compared to the prior year's amount of$50,272.
LEPFA Board of Commissioners Meeting
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March 25, 2008
Operating Expenses — Salaries/Wages for the current year are $30,386
compared to the prior year's amount of$23,300. Utilities for the current
period are $4,387 compared to the prior year's amount of$6,248 and for
year to date are $32,836 compared to the prior year's amount of$34,992.
Total Operating Expenses for the current period are $11,027 compared to
the prior year's amount of $11,660 and for year to date are $94,983
compared to the prior year's amount of$86,067. After taking into account
the City contributions, Excess Revenues over Expenses for the current
period are a loss of($5,343) compared to the prior year's loss of($5,148)
and for year to date are a loss of ($7,626) compared to the prior year's
income of$4,467.
Balance Sheet: Cash for the current year is $175,735 compared to the
prior year's amount of$108,053. Unreserved Equity for the current year
is $184,127 compared to the prior year's amount of$185,785.
Budget vs. Actual: Building Rental for the current year is $33,261
compared to the budgeted amount of$38,969; we are less than budget by
($5,707). Parking for the current year is less than budget by $1,902.
Total Operating Revenue for year to date is less than budget by($7,172).
Operating Expenses — Salaries/Wages for the current year are better than
budget by $4,584. Utilities for the current year are higher than budget by .
($308). Total Operating Expenses for the current period are better than
budget by $536 and for year to date are better than budget by $6,523.
After taking into account the City contributions Excess Revenues over
Expenses for year to date are higher than budget by($649).
b. Oldsmobile Park: There were no Event Revenues for the current period.
There is a $5 charge in Event Expenses for bank charges which was
deducted from the Event Development Fund. Operating Expenses —
Salaries/Wages for the current period are $4,355 compared to the prior
year's amount of$4,025 and for year to date are $35,829 compared to the
prior year's amount of$33,066. Utilities for the current period are $7,347
compared to the prior year's amount of $9,947 and for year to date are
$60,125 compared to the prior year's amount of$56,094. Maintenance of
Facilities for the current period are $10,258 and for year to date are
$1,032. Total Operating Expenses for the current period are $30,158
compared to the prior year's amount of $21,102 and for year to date are
$196,406 compared to the prior year's amount of $179,624. Operating
Income (Loss) for year to date is a loss of ($190,964) compared to the
prior year's loss of ($174,378). After taking into account the City
contributions, Excess Revenues over Expenses for year to date are
$22,556 compared to the prior year's amount of$34,997.
LEPFA Board of Commissioners Meeting
Page 3
March 25, 2008
Balance Sheet: Total Cash for the current year is $173,434 compared to
the prior year's amount of $202,949. Net Event Development Fund for
the current year is $82,642 compared to the prior year's amount of
$75,480. Unreserved Equity for the current year is $80,288 compared to
the prior year's amount of$55,392.
Budget vs. Actual: Operating Expenses — Salaries/Wages for year to date
are higher than budget by ($499). Fringes/Related Costs for year to date
are higher than budget by ($1,435). Utilities for year to date are better
than budget by $10,938. Maintenance of Facilities for the current period
are higher than budget by ($8,548) and for year to date are higher than
budget by ($10,604). Total Operating Expenses for the current period are
higher than budget by ($5,648) and for year to date are better than budget
by$15,204. After taking into account City contributions, Excess Revenues
over Expenses for year to date are better than budget by$17,397.
c. Lansing Center: Building Rental for the current period is $132,072
compared to the prior year's amount of $130,255 and for year to date is
$503,159 compared to the prior year's amount of $561,405. Food and
Beverage for the current period is $361,697 compared to the prior year's
amount of $373,433 and for year to date is $1,586,000 compared to the
prior year's amount of $1,640,000. Equipment Rental for year to date is
$309,337 compared to the prior year's amount of $318,215. Tradeshow
Utilities for year to date are $109,563 compared to the prior year's amount
of $105,784. Total Operating Revenues for the current period are
$616,785 compared to the prior year's amount of$618,920 and for year to
date are $2,711,000 compared to the prior year's amount of$2,833,000.
Operating Expenses — Salaries/Wages for year to date are $1,150,000
compared to the prior year's amount of $1,107,000. Utilities for the
current period are $50,174 compared to the prior year's amount of
$50,272 and for year to date are $323,165 compared to the prior year's
amount of $401,231. Supplies/Materials for the current period are
$21,942 compared to the prior year's amount of$9,448, (due to computer
updates, repairs, and purchase of furniture). Food and Beverage for the
current period is $164,643 compared to the prior year's amount of
$170,546 and for year to date is $990,657 compared to the prior year's
amount of$963,239. Total Operating Expenses for the current period are
$512,189 compared to the prior year's amount of$498,612 and for year to
date are $3,327,000 compared to the prior year's amount of $3,289,000.
After taking into account City contributions, Excess Revenues over
Expenses for the current period are $139,175 compared to the prior year's
amount of$186,892 and for year to date is a loss of($53,671) compared to
the prior year's income of$115,070.
Balance Sheet: Cash and Cash Equivalents for the current year are
$285,000 compared to the prior year's amount of $421,000. Unearned
Revenue-Advanced Rent for the current year is $450,635 compared to the
LEPFA Board of Commissioners Meeting
Page 4
March 25, 2008
prior year's amount of$396,325. Unreserved Equity for the current year
is $242,512 compared to the prior year's amount of$214,505.
Budget vs. Actual: Building Rental for the current period is better than
budget by $6,020 and for year to date is less than budget by ($29,095).
Food and Beverage for the current period is better than budget by $36,695
and for year to date are better than budget by ($18,271). Total Operating
Revenues for the current period are better than budget by $54,620 and for
year to date is less than budget by($41,488).
Operating Expenses — Salaries/Wages for year to date are better than
budget by $41,433. Fringes/Related Costs for year to date are $29,171.
Utilities for the current period are better than budget by $1,925 and for
year to date are better than budget by$93,634. Maintenance of Equipment
for year to date is less than budget by ($12,464). Maintenance of Faculties
for year to date is less than budget by($9,471).
Supplies/Materials for year to date are less than budget by ($27,463).
Total Operating Expenses for the current period are better than budget by
$12,436 and for year to date are better than budget by $176,781. After
taking into account City contributions, Excess Revenue over Expenses for
the current period are $46,666 and for year to date are better than budget
by$125,348.
Marian Bryant stated that the Lansing Center is better than budget by
$125,000 but still has a loss for year to date of($53,671). Marian stated
the budget for the year goes up and down. Though it was budgeted for a
loss of($179,000) we currently have a loss of($53,671), and we are still
better than budget by$125,000.
Commissioner Butler asked if the decrease for year to date in the Utilities
is due to the Honeywell system. Eric Hart stated the decrease is due to the
new Honeywell HVAC system, noting that the electric is up due in part to
a new Security company for the building and training them to turn off
unnecessary lights.
Commissioner Butler asked what increased the Marketing. Eric Hart
stated the Lansing Center is doing more promotions, and ads to promote
the Center. Linda Frederickson stated that the Lansing Center has not
done advertising in many years: however the Lansing Center has increased
its Marketing in collaboration with the CVB. Commissioner Butler asked
what areas of publication are being targeted. Linda stated Bridal, Business
to Business with The Business Monthly, and Lansing publications.
Commissioner Butler asked what caused the increase in Supplies.
Commissioner Smadinos stated the increase in part is due to purchasing of
new computers that are being rotated each year, building repairs and new
furniture associated with the new Finance office location.
LEPFA Board of Commissioners Meeting
Page 5
March 25, 2008
Marian Bryant stated the sponsorship with the furniture spread the
payments over a few years, but the bulk of the increase is from the
purchase of new computers.
Commissioner Butler asked in regard to Equipment, if we are doing
different types of events to cause the increase. Eric Hart stated that the
Michigan Republicans required a major amount of equipment that needed
to be rented such as chairs and Audio Visual equipment that we did not
have but needed for the event.
Commissioner Bowen asked if it was known during the budgeting last
year that there would be a large computer expense. Eric Hart stated that a
new computer rotation has been developed, as a recommendation by the
Auditors, to purchase new computers and rotate them through the
employees as a real time expense rather than depreciating them. Marian
Bryant stated that in the new budget proposal the computer expenses has
been included. .
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for Oldsmobile Park, the Lansing City Market and the Lansing
Center for the period ending February 29, 2008 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Janssen. Motion approved.
Commissioner Sinadinos stated the annual budget was distributed. Marian
Bryant noted these are the same budgeted amounts as previously agreed
upon by the Board to send to the City and now will need Board approval
to accept the proposed budget and reviewed them as follows;
City Market: Building Rental is $60,000; Total Operating Revenues are
$91,975. Expenses are $150,426, and the request to City is $58,451.
Commissioner Janssen asked if this budget assumes the City Market will
operate as it has in the past for next year. Eric stated scenarios were run
two ways, with the new building and with current operations, noting the
savings were only between $3,000 - $4,000. Eric stated he chose to
operate under the assumption the City Market will remain open until the
new building is built making moving costs limited. Commissioner
Janssen asked is there or should there be any precaution or contingency for
possible unforeseen expenses if the new Market is built, or if there is
additional cost will the City step up to cover the cost. Eric stated in
moving to a new building there will be savings such as lower utilities, and
lower operating cost due to no maintenance. Eric gave an example: if we
were to move in January the affects will be offset.
Eric stated he would assume based on the current fund balances the City
would not come back with any extra monies. Commissioner Janssen
asked if Eric felt it was realistic to not have any contingency for any
LEPFA Board of Commissioners Meeting
Page 6
March 25, 2008
unforeseen issues during a transition. Eric stated he can not answer that at
this time because he does not know what the building is going to require,
noting if he had a closer look at what the future holds there may be some,
but based on the limited supplies he currently has in the Market, most the
costs such as moving furniture and removing fixtures can be assumed by
LEPFA. Moving can be done by LEFPA staff. Eric noted that if the
building is closed there will be no operating costs, only payroll which is
how the scenario was run. Eric stated the other scenario was run with the
building being closed for three to four months with no revenue and it came
out with the same numbers. Eric stated that it does not appear that this
scenario is what is being presented. Commission Janssen asked if there
should be some mention to the City in the transmittal sent with the budget
that the City Market budget is proposed based on the Market continuing to
operate as is. Eric stated that point has been made to the City, noting he
does not know how they will phrase this in the City books. Eric stated that
with both scenarios he is not foreseeing any significant expense.
Oldsmobile Park: ATM Revenues are $7,000. Expenses are $310,000
including $104,000 for Utilities, for a Total budget of$303,286. Eric Hart
stated that the additional roof repairs were calculated into expenses.
Commissioner Butler asked if any revenue is made from Oldsmobile Park.
Eric stated that all revenues, except the ATM, go to the City.
Commissioner Butler asked who is paying for the renovations. Eric stated
the City.
Lansing Center: Revenues are $4,734,000. Expenses are $5,692,000
including $599,000 for Utilities. Expenses are up over the current year at
$5,377,000. (Including $35,000 for the Trolley). The request to the City
for $755,000. Commissioner Butler asked what is included in the Vendors
section of Food & Beverage. Marian stated they are the snack machines
and Pepsi machines that we own. Commissioner Butler stated we are not
doing very well with them. Marian stated the 2005-2006 revenues were
$3,500, stating this budget is more in tuned to the actual revenues.
Commissioner Butler asked in reference to signage doubling, if it is due to
the marquee on the side of the building. Marian stated the sum is
projected building sponsorships. Eric stated it is primarily signs within the
building. Linda Frederickson stated the signage amount is primarily the
Pepsi marquee, noting Pepsi pays about $12,500 per year. Eric stated that
about $5,000 of the amount is for the new marquee on the side of the
building, as some companies have already paid to advertise there.
Finance Committee Chairperson Charlotte Sinadinos moved that the 2008-
2009 Annual Budget for Oldsmobile Park, the Lansing City Market and
the Lansing Center be received as published and approved. SECOND:
Commissioner Butler. Motion approved.
LEPFA Board of Commissioners Meeting
Page 7
March 25, 2008
Commissioner Janssen asked if the $225,000 for Sales and Marketing
reimbursement is guaranteed or contractual. Eric stated it is 20% of their
(CVB's) collection based on the new Act 25, estimated at $1.2 million.
Eric stated the occupancy in fall service hotels is soft, noting a
conservative estimate was made based on the CVB numbers and the CVB
also reduced their numbers. Eric stated the 20%will be for two years.
Commissioner Bowen asked if contractual right meant agreement.
Commissioner Janssen asked what if in time the CVB chooses not to share
the revenues. Eric stated after two years if we do not renew the contract
they can do that. Eric stated the contract is designed to show we are
growing with the CVB, stating LEPFA has changed how we capture
rooms, book business, and are running more of a trail through the CVB to
show what the relationship is yielding. Eric stated that the goal is to fill
the hotels in order to fill the convention center. Commissioner Butler
asked why the CVB would want to end the partnership. Eric stated that no
one is suggesting this at all and does not foresee this happening.
Commissioner Bowen stated that if she articulated full service that is not
the case she would like to clarify by stating she communicated back to the
Finance Committee collections are slow, and occupancy softer than
anticipated, and the CVB is not seeing the pace they anticipated.
Commissioner Bowen stated as long as we remain in partnership then we
are partners, i.e. if a new person is hired to replace Eric, who wished to be
a stand alone entity and compete with other hotels, the CVB would have
no reason to voluntarily continue the partnership.
Commissioner Janssen stated that his question was not to imply any
negative relations with the CVB and that he is thrilled with the
cooperation and the directions we are going, but is more to who is entitled
to the stream of revenue and does it take approval by the CVB Board of
Directors to determine how much is distributed to LEPFA or does the
legislation indicate that the CVB and LEPFA combined say how much of
the revenue is to come in. Eric stated that for two years LEPFA will
receive 20%. Eric noted that the revenues could be less than $225,000
based on what is taken in; noting that after two years the CVB is in control
of that money. Eric also clarified that it was he who said "full service"
and stated he had meant soft on occupancy.
Marian Bryant stated the Marketing increase can be seen in the Budget.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. City Market: Eric reported a grant writer was hired to complete a grant (from
the USDA Farm Market Extension) for education, training, and for
community outreach. Eric indicated it is the best grant written for the City
Market, noting the grant amount is $26,000 with LEPFA matching $4,000.
LEPFA Board of Commissioners Meeting
Page 8
March 25, 2008
Eric stated some of the "Friends of the Market" and Vendors have given
support.
Eric stated a design charrette took place for the new City Market concept and
expects these drawings back from the USDA next week. Eric stated he has
concerns as individuals chose not to participate in the meeting and walked out.
Eric stated main stake holders from the "Friends of the Market" did not attend
the meeting and wanted other people to participate in this activity. Eric stated
that stake holders are meeting with Council Members and community leaders
to have the management of the City Market taken from LEPFA, wanting the
to City subsidize them and LEPFA having nothing to do with the Market.
Eric indicated the architect from USDA is amazed at the power station, noting
he gave criticisms in regards to the condition of the Market stating to vendors
the current building does not work with the isles being to narrow, noting you
are unable to move into it, and noting the vendors are getting a great
opportunity, so why would they fight it.
Commissioner Butler asked what the Board can do to help counteract the fight
with the City Market. Eric stated as a Board be actively listening to the
rumors circulating. Eric stated he will distribute the frequently asked
questions and it will help to dispel the myths floating around, to clarify with
the correct information. Eric stated the City Market web site has been updated
so individuals can view the updates link which gives all the current
information from each meeting. Eric stated the information on the web site
will be real time information for the public.
At 9:04 a.m. Ellen Jeffries exited the meeting.
2. Long Range Planning meeting: Eric stated there is a meeting Thursday at
12pm in room 201 of the Lansing Center. Eric stated that along with the new
City Market development there will also be discussion regarding Lansing
Township, Eric stated there had been discussion with the Township
concerning a hotel property, along with a water park and conference space.
Eric stated the township has asked LEPFA to manage the water park and
conference space, but he has concerns sighting LEPFA's relationship with the
CVB needing to be considered.
At 9:07 a.m. Charles Janssen exited the meeting.
3. Sales: Eric reported there was a staffing change in the Sales Department,
noting the position of Sales Coordinator will be posted this week.
4. N.I.C.E. training: Eric reported the first section of the City customer service
training has concluded, noting the training will continue next year. Eric stated
that the trainer for this program will be brought into the Lansing Center to do
training with Food and Beverage, Sales and other departments.
LEPFA Board of Commissioners Meeting
Page 9
March 25, 2008
5. Common Ground: Eric stated the first talent announcement will be going out
today, listing the following acts; Sammy Hagar, Zapa does Zapa, Seether, and
Lyle Lovett.
6. Vice Presidents' Reports:
a. Finance Department — Marian Bra: Marian reported the RFP's have
gone out for bank pension services. Marian reported that tomorrow
March 26, 2008 is Casual for a Cause at the Lansing Center. Marian
reported that the employee Health Care Committee will be meeting
tomorrow March 26, 2008 with representatives from Humana, the
current benefits provider, in attendance.
b. Marketing Department — Linda Frederickson: Linda reported that
Monday April 7, 2008 is opening night for the Lugnuts, April 24, 2008
is the Crosstown Showdown (Lugnuts vs. MSU), and there will be an
open house for the new Club House suite that night and the Board
members will be receiving invitations. Linda stated that LEPFA will be
inviting 360 corporate clients to attend, noting the hours of the Open
House are 3:30 p.m. - 5:00 p.m.
Linda reported that both the occupancy and client evaluations were
distributed, noting both were placed in graph form.
Linda reported the building recap as follows: Contracts were issued for
Hmong in November 2008, and General Motors on April 23, 2008.
Linda reported proposals were sent to: National Association of Scientific
Material Managers for July 2011, and Accident Fund for September
2008.
Linda reported work continues on marketing the Entertainment Express.
Linda stated that with very little marketing dollars the number continue
to grow. Linda state that St. Patrick's Day weekend was the largest
ridership weekend to date, noting the Trolley has begun working for
itself.
c. Operations Department — Scott Keith: Scott stated the Employee of the
Month announcement will be March 28, 2008, and the Board is invited.
Scott reported the new clubhouse suite at Oldsmobile Park has a
capacity of 133 people, and money will be spent for roof repairs and
upgrades
Scott reported that bids for improvements of the Ballrooms decor have
come in and are under consideration for the Lansing Center. He also
noted that contract negotiations for Maintenance and Facility workers
will be held this year.
LEPFA Board of Commissioners Meeting
Page 10
March 25, 2008
Eric Hart stated April 2"d the Board is invited to the team opening of the
Club House suite, April 71h is opening night for the Lugnuts and Board
night in the suite, April 16th is the LEPFA open house in the Club House
suite with our corporate clients, and April 24th is the Crosstown
Showdown with Board night in the suite and Chairman Nicholoff
shooting hot dogs into the stands.
Eric stated he will be on vacation April 7, 9, and 11.
VII. COMMISSIONERS COMMENTS:
A. Commissioner Sinadinos: Commissioner Sinadinos wished Marian a good time in
Paris.
B. Commissioner Bowen: Commissioner Bowen stated that the parking on the west
side is closed, noting there should be a turn around sign prior to the curb.
Commissioner Bowen stated that the lemons in the water for clients in a nice
touch but due to the resent reports lemons carry a high bacteria count when left in
water for a long time.
Commissioner Bowen asked if in light of the increase in grocery costs if the
Lansing Center will be looking at changing its main menu. Eric stated the
Lansing Center contract states that the Lansing Center reserves the right to change
its menu prices by 3% to accommodate fluctuating costs. Commissioner Bowen
stated the Sheraton does mostly deli buffet and not plated meals anymore.
VIII. OLD BUSINESS:
No report.
IX. NEW BUSINESS:
No report.
At 9:26 a.m. the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED
FOR TUESDAY, APRIL 22, 2008 8:00 A.M. AT THE LANSING CENTER IN
GOVERNOR'S ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
April 22, 2008 ,
MINUTES =- _
At 8:07 a.m. Secretary/Treasurer Sinadinos called the meeting to order in the Room..201(-of tile,
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933. -�
COMMISSIONERS PRESENT: Cindy Bowen, James W. Butler III, John Dec Cer, Charles
Janssen, Tim Haggart, Ellen Jeffries, Robert Johnson (Ex-officio), Charles MFckens; Kris
Nicholoff, and Charlotte Sinadinos
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio).
OTHERS PRESENT: Heidi Brown, Marian Bryant, Linda Frederickson, Eric Hart, Tracy
Hodges, John Hooper, Scott Keith, and Tim Bugenske-Lansing Entertainment &Public Facilities
Authority. Diane Thompson, and Kris Zawisza-Friends of the Market.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: Diane Thompson and Kris Zawisza introduced themselves as
members of Friends of the Market at the Lansing City Market. Diane stated she joined
the Friends of the Market two years ago at the request of a local farmer. Diane stated that
at this time the Friends of the Market have been doing hands on work for the City
Market, e.g. painting the floor, handing out fresh strawberry shortcake, and creating and
distributing a City Market flyer downtown. Kris introduced herself as a vendor at the
Market, noting she first was a customer and still try's to do all her shopping at the
Market.
Diane distributed a printed version of a PowerPoint presentation. Diane stated she and
Kris were present to share their view on the Market and discuss new management. Diane
stated that in the fall three vision meetings were held by the Friends of the Market to help
improve the Market, they met with City Council members to discuss the Friends of the
Market perspective of the City Market development project, and had community
conversations around Lansing with churches and community groups.
At 8:15 a.m. Kris Nicholoff entered the meeting.
Diane stated that the Friends of the Market are currently trying to educate customers to
improve the Market, and that Saturday attendance has improved.
At 8:17 a.m. Cindy Bowen and Robert Johnson entered the meeting.
Diane reviewed the PowerPoint presentation and asked if there were any questions.
Commissioner Janssen asked how long Diane has been involved in the Friends of the
Market. Diane stated about 11/2 years, noting she has lived in Lansing for 3 %Z years.
Diane stated people are impressed at how "plugged" in she is to the local food
community (she assists in school gardens, and Allen Street Market), a seasonal market,
and Lansing Area Local Vors that help people learn to eat local foods.
LEPFA Board of Commissioners Meeting
Page 2
April 22, 2008
Commissioner Janssen asked how many members are in the Friends of the Market.
Diane stated it depends on how they are counted, officially 30, but 200 have signed up
had have expressed concern about the new Market development wishing to stay informed
and get involved as advocates for the Market. Kris clarified that there are about 30-40
core members who attend the vision meeting and form their Advisory Board.
Chairman Nicholoff asked who is on the Advisory Board and what positions do they
occupy. Diane stated she considers them an informal Board that has been meeting since
December, consisting of about six people whom are all passionate about the Market.
Diane stated at the vision meeting they decided that there was a lot of work needed to
make the Market better. Kris stated at this point they are in the process of forming a non-
profit and it would not be appropriate to publicly identify the other members, stating
some members may not want to be publicly identified. Diane stated she believes they
have good reasons for this, stating the Mayor of the Lansing has threatened a business.
Commissioner Nicholoff stopped Diane stating the Mayor is not present to participate in
the discussion.
Diane stated we, "the Friends of the Market," feel the proposal presented is a friendly
one, stating that LEPFA is doing what they do best at the Lansing Center and Oldsmobile
Park, but because the City Market is a different type of venue they would like to look at
other options to make the Market the best it can be.
Commissioner Nicholoff stated he views the proposal as friendly. Commissioner
Nicholoff stated that he helped start a 501 C3 20 years ago, to assist the Parks and
Recreation Department, called the Youth and Recreation Fund, noting this is why he
asked who the members of the Advisory Board are as the Youth and Recreation Fund has
publicly announced their members for years. Commissioner Nicholoff stated he would
like to know some of the volunteers as he might know them, noting if the proposal is
friendly he believes announcing the members goes hand in hand. Commissioner
Nicholoff stated the LEPFA Board of Commissioners always encourages open proposals
such as this.
Diane stated she would encourage the Board to find time to come by the City Market for
a personal tour of the Market and Vendors.
Robert Johnson referenced the Friends of the Market proposing the need for a market
analysis, noting that an analysis has already been done on two occasions; he questioned
how the new analysis would be funded. Mr. Johnson referenced the statement on the
budget shortfall, noting this had not come into question in terms of the City budget and
connecting it to the Market.
Mr. Johnson stated that the City subsidizes the Market as well as Oldsmobile Park and
the Lansing Center. Mr. Johnson stated LEPFA manages the City Market due to funding;
noting the Market was running with a deficit of $80,000 but is currently is more
manageable at $40,000 - $45,000. Mr. Johnson stated this was a driving factor, stating
that the City Market is not a business incubator, and that farmers have their established
businesses with the farmers markets as a public outlet for their goods.
LEPFA Board of Commissioners Meeting
Page 3
April 22, 2008
Mr. Johnson said the City wants to see the continuation of the institution by recasting the
facility, noting he would hope the Friends of the Market would be with the City on this
point. Mr. Johnson stated that 75 years ago it was necessary for the City Market to
evolve to survive and it is again time for the Market to evolve. Diane stated she agrees
that we should work together as the Friends of the Market are an asset, the City should
continue to see the Market as an asset in the future. Diane stated management is need
that focuses on the City Market only, which is difficult for LEPFA with managing the
other venues as well. Mr. Johnson stated that the Market use to be managed by the Parks
Department which also managed the Zoo, golf courses, and recreation centers, noting that
regardless of who the Friends of the Market reference, historically as management of the
Market they have always had other entities to manage as well. Diane stated that is a
major problem. Mr. Johnson stated as a private market, individual management may be
possible,but not as a municipal entity. Mr. Johnson stated being part of a municipality as
the City Market is, it is costly to establish a new department. Iris stated they are not
suggesting a new department be created, rather more of a non profit, co-operative, or
partnership with the City management aspect. Mr. Johnson clarified he did not mean
creating a whole infrastructure of a department but rather an autonomous unit non profit
running the facility. Mr. Johnson stated the Market will still be a real estate for the City
and someone will still have to manager it, asking Diane who they feel should manage the
Market. Kris stated it may make sense for that to apply, and they are not ruling that out.
Kris stated they are trying to open up dialog what will work best for the Market and for
the community organization that manages it. Kris stating the City Market might not be
the new management's sole activity but they will have an emphasis and expertise in this
type of venue.
At 8:30 a.m. Commissioner James Butler entered the meeting.
Eric Hart stated he questions the friendly nature of the proposal. Eric stated that through
the entire development process he has been criticized by the Friends of the Market for not
being open, honest and communicative. Eric stated that he has been open, honest and
communicative giving the Friends of the Market all data, and provided opportunities for
the Friends of the Market to assist LEPFA. Eric stated that LEPFA was supportive of the
Friends of the Market being formed, noting LEPFA asked for the Friends of the Market
to be formed to assist and help run a better Market. Eric stated that he laid out many
scenarios Diane, Lucy and others discussing coops, partnership, and management with no
reply. Eric noted he has written documentation offering a new operating understanding
in is area, with no reply from Diane or the Friends of the Market. Eric stated he wished
to make it clear that LEPFA does want to work with the Friends of the Market and the
vendors cooperatively. Diane stated they would like to have LEPFA as partners but the
documentation distributed clearly stated the Friends of the Market wants LEPFA
removed as management of the City Market.
Eric stated he does not believe that the Board of Commissioners is apposed to discussing
making the City Market more successful, noting that the current City Market Manager is
an outstanding manager and is attending this meeting because of LEPFA and the
commitment it has to the City Market. Eric stated he does not feel LEPFA's commitment
to the Market is coming across correctly to the Friends of the Market.
LEPFA Board of Commissioners Meeting
Page 4
April 22, 2008
Eric stated that an open partnership has been offered for discussion and he is looking for
middle ground. Eric referenced Commissioner Nicholoff's 5010 organization, noting
they worked directly with the Parks and Recreation Department and are managed by this
Department but are assisted by input from the 501C3 group. Eric stated the questions
about organizational structure are important, noting discussions have taken place for
many months asking the Friends of the Market to meet and discuss this once the Friends
of the Market have something established. Eric stated that no discussion has taken place.
Kris stated the Friends of the Market are speaking of something different than the 501 C3,
as they are speaking of having the sole authority over the organizational management of
the Market, renting space, and doing all operations not just support. Eric asked how is
LEPFA involved in this. Kris stated she is unsure and at this point and is trying to open
dialogue from the Friends of the Markets perspective at this time they are thinking the
management agency would be solely responsible under its own Board for management of
the operations aspects of the Market. Eric stated that the Friends of the market are
criticizing the LEPFA Board of Commissioners for doing what they are in fact doing
themselves, noting they do not currently have a plan. Eric stated the Friends of the
Market are openly criticizing LEPFA for not having a plan, stating that LEPFA has
offered repeatedly to work with the Friends of the Market. Eric stated that it does not
appear that the Friends of the Market want to work with LEPFA based on comments and
conversations members of Friends of the Market. Eric stated that LEPFA has offered to
come together with the Friends of the Market and discuss ways to find a cooperative
partnership, noting the Friends of the Market members have unique skills being tied into
the organic and farming communities, but have little knowledge of operating facilities
and the characteristics that go with that. Kris stated that the Friends of the Market have
been invited to participate, but feels they have much different ideas on how to proceed
with the current process, noting that due to this they feel they need to proceed on a more
parallel path. Kris stated that the Friends of the Market are volunteers starting new and
of course they do not have a plan. Kris stated that LEPFA has been managing the Market
for a decade and does not have a business plan for the Market, noting that is why the
Friends of the Market have criticized LEPFA for its management. Kris stated that the
Friends of the Market are prepared to try and accomplish this, noting they are passionate
and are willing to do the hard work to get the resources needed. Kris stated it would be
easier for the Friends of the Market if LEPFA would pave the way be willing allowing
the Friends of the Market to find new management which will open the door for the
group to get the resources needed. Kris stated LEPFA does not support the group, stating
if things need to be done LEPFA's way then things will be contentious, and the group
will not "lay down and go away" because this is their passion. Kris noted the Friends of
the Market would like to work together with LEPFA, but they need to be able to follow
the path that they feel is going to work and not just fit into a mold that has been created
for them.
Diane referenced that when she started with the Friends of the Market, Eric and Lucy
discussed fund raising, Diane stated she had no expertise in raising money and considered
herself the "tablecloth lady," able to "pretty up" the Market. Diane stated that being a
school teacher for twenty years did not give her the knowledge for raising funds, noting
that because of this when Eric made his original proposal to the Friends of the Market she
misunderstood, and in her words "didn't get it".
LEPFA Board of Commissioners Meeting
Page 5
April 22, 2008
Commissioner Janssen stated the Board encourages people to volunteer and be involved
whether it's at the City Market, Oldsmobile Park, or any City asset. Commissioner
Janssen stated that many of the Board members have been on the Board for 10-12 years
and have seen the transition though the years, noting that through the years many interest
groups have come and gone. Commissioner Janssen stated that they groups come to a
Board meeting speaking passionately about their intentions. Commissioner Janssen noted
because of this, the Board needs to know who a groups consists of, as groups in the past
have not always been honest about the their position or intentions and have disappeared.
Commissioner Janssen stated that unless the Board is completely convinced that a group
with a specific plan makes sense, it is hard for the Board to recommend it. Kris stated that
it is necessary that she be sure the other members of the Friends of the Market are
comfortable with their names being shared.
Commissioner Haggart stated he has been on the Board for 10 years and many changes
have taken place. Commissioner Haggart stated that Eric has been here for 38 months and
he has done an excellent job, noting that the Market is much different than it was 10 years
ago due in part to Eric's help and also possibly in part to the Friends of the Market.
Commissioner Haggart stated it would not be advisable for the Friends of the Market to
educate the public on how much the City incubates private business as that is what makes
up the City Market. Commissioner Haggart stated that LEPFA provides facilities
management, and the City Market is a facility of the City.
Commissioner Nicholoff stated that transparency, friendliness, and "putting yourself in
someone else's shoes" are key. Commissioner Nicholoff stated that we are made up of
our past and a new group could form tomorrow, asking what makes the Friends of the
Market different from them. Commissioner Nicholoff stated the difference would be
how you communicate, how transparent, and how willing to work together you are.
Commissioner Nicholoff stated that the Board of Commissioners information is very
public, and that the Friends of the Market isn't, noting this does not make it a two way
street though that is what is being presented.
Diane stated that if the Friends of the Market continues forward with seeking different
management, she does not see it dependent on one or two people, but more of a strong
base in a co-operative or non-profit.
Commissioner Nicholoff invited the public speakers to stay to see some of the things the
Board of Commissioners manages.
Diane stated that Lansing Community College has invited the Friends of the Market to
participate in their Earth Day activities.
John Hooper stated he wished for the development process to move forward in a positive
way, noting everyone has the best interest of the Market to succeed. John stated that he
feels the City Market can be a gem in the new development, and feels positive about the
coming summer.
LEPFA Board of Commissioners Meeting
Page 6
April 22, 2008
V. APPROVAL OF THE MINUTES FOR MARCH 25, 2008: A motion to accept the
minutes as published was made. MOTION: Commissioner Janssen SECOND:
Commissioner Haggart. Motion approved.
V1. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Nicholoff stated that the Michigan Dental
Association conference was held in Grand Rapids at the Devos Place last week,
noting he remembers when Devos Place was considered more current than
Lansing. Commissioner Nicholoff stated he was not disappointed this time when
he came back due to all the updates to the facility, noting through Eric and his
staffs work the Lansing Center is keeping pace.
Eric stated the next Board meeting is scheduled for May 27, 2008 which conflicts
with schedules. Eric suggested the Board motion to move the meeting to May 20,
2008. A motion to move the May 27, 2008 to May 20, 2008 was made.
MOTION: Commissioner Sinadinos SECOND: Commissioner Haggart. Motion
approved.
Marian Bryant stated that the financials for the next meeting will be distributed at
the May 20, 2008 meeting.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending March 31, 2008:
Finance Committee Chairman Charlotte Sinadinos reviewed the financial
statements as follows:
a. Lansing City Market: Operating Revenues — Building Rental for the
current period is $2,463 compared to the prior year's amount of $2,715
and for year to date is $35,724 exceeding the prior year's amount of
$35,383. Parking for the current period is $6,496 and for year to date is
$21,211. Total Operating Revenues for the current period are $9,348
compared to the prior year's amount of $2,958 and for year to date are
$60,332 compared to the prior year's amount of$53,230.
Operating Expenses —Utilities for the current period are $3,877 compared
to the prior year's amount of $3,609 and for year to date are $36,714
compared to the prior year's amount of$38,601. Total Operating
Expenses for the current period are $9,804 compared to the prior year's
amount of$10,746 and for year to date are $104,787 compared to the prior
year's amount of $96,814. After taking into account the City
Contribution, excess revenues over expenses for the current period are
income of $2,321 compared to the prior year's loss of ($4,604) and for
year to date are a loss of ($5,304) compared to the prior year's loss of
($137).
LEPFA Board of Commissioners Meeting
Page 7
April 22, 2008
Balance Sheet: Cash for the current year is $173,864 compared to the
prior year's amount of$103,276. Unreserved Equity for the current year
is $186,448 compared to the prior year's amount of$181,180.
At 8:52 a.m. Chairman Kris Nicholoff exited the meeting.
Budget vs. Actual: Building Rental for the current period is less than
budget by ($1,002) and for year to date is less than budget by ($6,709).
Total Operating Revenues for year to date are less than budget by
($4,675).
Operating Expenses — Utilities for the current year are higher than budget
by ($120). Total Operating Expenses for the current period are better than
budget by $1,760 and for year to date are better than budget by $8,283.
After taking into account the City Contribution, excess revenues over
expenses for year to date are better than budget by $3,607, with a loss for
year to date of($5,304).
Eric Hart stated the Parking expenses were accrued this month; there is an
additional $6,500 we normally would have been in April. Eric stated the
$6,500 has not been received yet, and without that amount Revenues over
Expenses would be another $6,500 behind budget making the total
$11,000 behind budget. Eric stated that May is usually good with parking
revenues.
b. Oldsmobile Park: Event Revenues for the current period are $4,941 with
Expenses of$2,263 leaving an income of$2,677 which was applied to the
Event Development Fund.
Operating Expenses—Utilities for the current period are $8,560 compared
to the prior year's amount of $7,434 and for year to date are $68,686
compared to the prior year's amount of $63,528. Maintenance of
Facilities for the current period are $5,032 and for the prior year was $770.
Total Operating Expenses for the current period are $25,412 compared to
the prior year's amount of $19,394 and for year to date are $221,819
compared to the prior year's amount of $199,018. After taking into
account the City Contribution, excess revenues over expenses for the
current period are a loss of($9,110) compared to the prior year's income
of $6,777 and for year to date income is $13,445 compared to the prior
year's amount of$41,775.
Balance Sheet: Total Cash for the current year is $123,027 compared to
the prior year's amount of $149,349. Net Event Development Fund for
the current year is $85,320 compared to the prior year's amount of
$75,475. Unreserved Equity for the current year is $73,855 compared to
the prior year's amount of$62,164.
LEPFA Board of Commissioners Meeting
Page 8
April 22, 2008
Budget vs. Actual: Operating Expenses — Utilities for year to date are
better than budget by $11,540. Maintenance of Facilities for the current
year are higher than budget by ($13,926). After taking into account City
Contribution, excess revenues over expenses for year to date is better than
budget by$16,503.
c. Lansing Center: Building Rental for the current period is $112,538
compared to the prior year's amount of $143,507 and for year to date is
$615,698, compared to the prior year's amount of $704,913. Food and
Beverage for the current period is $225,607 compared to the prior year's
amount of $300,838 and for year to date is $1,812,000 compared to the
prior year's amount of $1,941,000. Total Operating Revenues for the
current period are $440,749 compared to the prior year's amount of
$597,070 and for year to date are $3,152,000 compared to the prior year's
amount of$3,430,000.
Operating Expenses — Salaries/Wages for year to date are $1,312,000.
Utilities for the current period are $45,895 compared to the prior year's
amount of$50,023 and for year to date are $369,061 compared to the prior
year's amount of $451,255. Maintenance of Facilities for the current
period are $5,719 compared to the prior year's amount of$3,290 and for
year to date are $51,527 compared to the prior year's amount of$56,964.
Food and Beverage for the current period is $137,859 compared to the
prior year's amount of $178,000 and for year to date is $1,128,000
compared to the prior year's amount of $1,142,000. Total Operating
Expenses for the current period are $454,864 compared to the prior year's
amount of$545,182 and for year to date are $3,782,000 compared to the
prior year's amount of $3,834,000. After taking into account City
Contribution, Excess Revenues over Expenses for the current period are
$40,880 compared to the prior year's amount of$103,398 and for year to
date is a loss of ($12,791) compared to the prior year's income of
$218,469.
Balance Sheet: Cash and Cash Equivalents for the current year are
$362,850 compared to the prior year's amount of $289,406. Unearned
Revenue-Advanced Rent for the current year is $451,732 compared to the
prior year's amount of$372,267. Unreserved Equity for the current year
is $275,393 compared to the prior year's amount of$317,904.
Budget vs. Actual: Building Rental for the current period is less than
budget by ($20,072) and for year to date is less than budget by ($49,167).
Food and Beverage for the current period is less than budget by($84,392).
Food and Beverage for year to date is less than budget by ($102,663).
Equipment Rental for year to date is less than budget by ($41,385). Total
Operating Revenues for the current period are less than budget by
($119,591) and for year to date is less than budget by($161,080).
LEPFA Board of Commissioners Meeting
Page 9
April 22, 2008
Operating Expenses — Salaries/Wages for year to date are better than
budget by $26,593. Fringes/Related Costs for year to date are $26,289
better than budget. Utilities for the current period are better than budget
by $6,204 and for year to date are better than budget by $99,838.
Maintenance of Equipment for year to date is less than budget by
($13,082). Maintenance of Faculties for year to date is less than budget by
($10,649). Food and Beverage for the current period is better than budget
by $15,311 and for year to date is better than budget by $50,433. Total
Operating Expenses for the current period are better than budget by$5,389
and for year to date are better than budget by $182,170. After taking into
account City Contribution, Excess Revenue over Expenses for the current
period are ($114,176) and for year to date are better than budget by
$11,171.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for Oldsmobile Park, the Lansing City Market and the Lansing
Center for the period ending March 31, 2008 be received as published and
further that the monthly expenses for each entity be approved.
SECOND: Commissioner Haggart. Motion approved.
At 9:07 a.m. Diane and Kris exited the meeting.
Finance Committee Chairman Sinadinos made a motion to accept the
liquor license for the Chili Cook-off outside on the River Walk grounds.
Commissioner Butler asked if this was something the Board has done in
the past. Marian Bryant stated yes a liquor license has been obtained each
year. SECOND: Commissioner Haggart. Motion approved.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Long Range Planning: Eric reported the committee will be meeting Friday
with Lansing Township to discuss operational possibilities regarding a water
park at Lansing Township, and a report will be given at the next Board
meeting.
2. Green Initiative: Eric stated that LEPFA has begun a new practice of placing
cardboard recycling bins around the building during events. Eric stated that
the Lansing Center now has an energy star rating due to the new Honeywell
system. Eric stated there is a possibility of Taylor Heinz doing a compost bin,
noting John Hooper is researching local hog farms to possibly take meat
wastes.
3. CrossTown ShowDown: Eric stated the game is this week, noting if any
Board members need tickets to see Heidi. Eric noted that Chairman Nicholoff
will be shooting hot dogs from the hot dog shooter during the game.
LEPFA Board of Commissioners Meeting
Page 10
April 22, 2008
4. Common Ground: Eric reported tomorrow will be the latest announcement
for the following talent: REO Speedwagon, James Otto, Kelly Pickler, and
Trace Atkins.
5. Budget Review: Eric stated the City has asked why the bricks out front at
Oldsmobile Park have not been replaced in conjunction with the renovation
project. Eric stated that he has done research with Robert Kolt and the initial
intention was not to replace the bricks. Eric stated he is checking into the cost
to replace the entire entry way with the named bricks as well had having them
repainted.
Eric stated the City also asked what marketing is being done to raise ridership
and revenues of the Trolley. Eric will be meeting with CATA next week to
increase their participation in the marketing, noting CATA has purchased two
new more modern Trolleys. Eric stated it is good to see their commitment to
the project.
6. FOIA Request: Eric stated the City Pulse has filed a FOIA request for the
drawings for the City Market development. Eric stated that LEPFA has asked
for a ten day extension, stating that the Friends of the Market gave the City
Pulse information regarding the drawings and they want copies.
7. Market Development: Eric stated the Long Range Planning committee has
been made aware of the details in the of Friends of the Market's request. Eric
stated that multiple requests have been made to the Friends of the Market in
order to find middle ground to determine how to integrate them into some
management aspect of the Market. Eric stated he is continuing to work with
the USDA. Eric stated there has been request from Council members to do a
survey, he is researching the cost.
8. Eric's Evaluation: Eric stated that his evaluation is due next month and his
contract ends June 30, 2008. Eric stated Heidi has copies of the evaluation
forms if needed.
9. Vice Presidents' Reports:
a. Finance Department — Marian Bryant: Marian reported the RFP's for
LEPFA's banking and investments have been received. Marian stated
an open meeting was held with five of the seven banks in attendance and
eight of the nine investment firms in attendance. Marian stated that all
the information attained will be given to the Banking and Investments
Employee Committee for review, noting that Commissioner Sinadinos
has offered to attend the meetings. Marian reported that employee
health care will remain with Humana, with options of two plans, and
now an optional vision plan.
b. Marketing Department — Linda Frederickson: Linda reported that both
the occupancy and client evaluations were distributed, noting both were
placed in graph form.
LEPFA Board of Commissioners Meeting
Page 11
April 22, 2008
Linda reported the building recap as follows: Contracts were issued for
Lansing Chamber in 2010, Vietnam Veterans in July, and Michigan
Snowmobile Association for 2009 and 2010. Linda stated that she is
working with the CVB to fill open dates.
Linda reported for the month of March there were 51 events, totaling 77
event dates, attendance of 26,000, with 1,268 room nights at the
Radisson.
Linda reported interviews will begin for the Sales Coordinator position.
Linda stated she along with the CVB shared a booth at the Michigan
Dental Association conference in Grand Rapids on Friday. Linda
reported that 80 people attended the LEPFA Club House suite open
house, noting that the Club House has already been rented on a non
game day. Linda stated that Home Run for Hope will be held Saturday
May 10, 2008.
c. Operations Department — Scott Keith: Scott stated for the CrossTown
Showdown the Big Ten Network will be broadcasting with a seven
camera feed. Scott noted that the Lugnuts have requested that we use
our stagehands for the set up.
Scott reported that Lake State Decorating will be completing renovations
to the Ballroom decor, without any client interruptions. Scott stated the
sound system project will be under budget and is going well. Scott is
meeting with the company that provided the TV and display system for
Lansing Community College's new building, noting it is more costly
than he anticipated,but is a much better product.
Scott reported the Administrative conference room is nearly completed.
Scott stated that we are meeting the utility projections with the
Honeywell system, also the Board of Water and Light has under billed
us for the last six months due to equipment that was not metering
correctly. Scott stated the BWL went back and estimated the steam
usage at $40,000 Scott estimated $20,000, so at this time negotiations
are taking place to settle on a price.
d. Food and Beverage — Bill Grove: Bill reported that March was a weak
month, though April may be stronger with the Michigan Safety
Conference, MSHDA, and Cesar Chavez.
Commissioner Butler stated that in regards to the upcoming events, the
Michi§an Department of Affordable Housing conference is listed for April
24-25' , noting it is actually April 28-30th.
LEPFA Board of Commissioners Meeting
Page 12
April 22, 2008
Commissioner Butler stated to Eric Hart, Scott Keith, Linda Frederickson,
Bill Grove, and Marian Bryant that he is extremely proud of the work they
have done.
Commissioner Butler stated that last week he attended the Committee of the
Whole meeting regarding to the budget, noting that the budget presentation
and documentation was outstanding and masterfully done. Commissioner
Butler stated that due to the outstanding documentation few Council
members had question.
Commissioner Sinadinos agreed that the presentation was very well done.
VII. PERSONEL COMMITTEE: Committee Chairman Butler stated that Eric Hart's
performance evaluation needs to be to him by May 2, 2008 to be tallied for the May
Board meeting. Committee Chairman Butler stated at the May meeting there will be
a closed session to review Eric's evaluation and contract renewal.
Commissioner Butler stated that he believes that Eric's contract may be extended for
more than a year at a time, asking Commissioner Janssen if he understands the same.
Eric stated that Foster Swift has stated the Joe Pandy case has been overturned, which
stated a contract could be no longer than one year. Eric stated to do so the Board
would need to submit a written request. Commissioner Butler asked Commissioner
Janssen to research this issue. Commissioner Butler stated he believes a longer
contract is fitting and proper, stating that most of the Boards he has sat on have had
longer contracts.
Committee Chairman Butler appointed Commissioner Janssen as the Chairman of the
Nomination Committee with a report anticipated in June.
VIII. LONG RANGE PLANING COMMITTEE: Commissioner Janssen stated the
Committee is waiting on the report from the USDA, noting Eric has the draft
drawings. Eric stated on May 1, 2008 another design charrette will be held to review
the draft drawings, noting his understating it is a good site plan. Eric stated there are
items that need to be moved around, but the square footage is what the group
requested.
Commissioner Janssen stated a meeting will be held with Lansing Township
regarding to building a hotel and conference center at Eastwood Center in order to
ask questions regarding the how the hotel will impact our market, what events will be
held, and how will it be run and financed. Commissioner Butler asked if there is an
agenda yet. Commissioner Janssen stated no. Eric stated LEPFA needs to find out
what they want from LEPFA. Commissioner Janssen feels this project is in the
preliminary stages, noting as management for the Lansing Center and in a partnership
with the CVB, this project is in everyone's interests. Commissioner Janssen stated
the meeting is informational at this time.
Commissioner Butler asked who will be attending the meeting. Eric Hart stated Steve
Hayward and their Board Chairman, Bob Johnson, Charles Janssen, Eric and James
Butler will be attending.
LEPFA Board of Commissioners Meeting
Page 13
April 22, 2008
Eric stated that the City Council President stated LEPFA should survey the public
regarding the City Market Development. Eric stated he is unsure about doing a
survey that will include everyone, as he believes the taxpayers will not want a City
Market and instead will want to use the sales money to repair roads or other
improvements to the City. Robert Johnson stated there is a danger in doing a survey,
noting who writes the questions and when the survey comes back and a specific group
does not like the answers the process will start over again. Mr. Johnson agreed with
Eric that the public could say to get rid of the Market. Mr. Johnson stated it would be
more productive to survey other markets to see what is working for them and working
with the USDA as we already are. Mr. Johnson cautioned against a survey, asking
who will pay for it, and he is unsure if it is going to be money well spent.
IX. COMMISSIONERS COMMENTS:
A. Heidi Brown: Heidi stated she has copies of Eric's evaluation and the budget
presentation if anyone needs or would like one.
B. Bill Grove: Bill stated that the Friends of the Market's mission from their
presentation does not state anything different from how LEPFA feels or is already
doing with the Market. Bill stated the Friends of the Market want to be the
Market of the City and yet be autonomous from the City, noting this is not
realistic.
C. Commissioner Decker: Commissioner Decker noted that in regards to the City
Market Eric Hart and LEPFA has left no issues unaddressed over then last six
months regarding the City Market development.
D. Commissioner Jeffries: Commissioner Jeffries stated the building looks nice.
Commissioner Jeffries asked if the Board could receive copies of any FOIA
requests. Commissioner Jeffries stated it would be helpful to revisit old surveys
of the past regarding the City Market in an attempt to appreciate questions that
have been asked.
E. Commissioner Janssen: Commissioner Janssen encouraged the Board to visit the
Market in order to have a current perspective of the City Market. Commissioner
Janssen stated the LEPFA staff has been doing a great job, noting the
informational sheets distributed to the Board are helpful.
At 9:55 a.m. John Hooper exited the meeting.
F. Commissioner Bowen: Commissioner Bowen asked if we are being reimbursed
for recycled materials. Scott stated not at this time but he has placed calls in order
to review and possibly change that.
At 9:56 a.m. John Decker exited the meeting.
LEPFA Board of Commissioners Meeting
Page 14
April 22, 2008
Commissioner Bowen asked if the Lansing Center qualifies for one of the
Michigan Green Program levels, noting the Hospitality industry is researching
"going green" to be used as a marketing edge. Eric stated he was unaware of the
program but will check into it.
Commissioner Bowen asked if we are or have ever looked into HSA or HRA's.
Marian stated we do have HSA's available for employees, as well as a Flex Plan
of$1000 a year.
Commissioner Bowen asked in regards to Eric's evaluation, how it is delivered.
Commissioner Butler stated the Personnel Committee reviews the evaluations.
Commissioner Bowen asked if a 360 has ever been discussed. Commissioner
Butler stated no structured 360 has taken place, noting that each Commissioner
has the option to write comments on the evaluation. Commissioner Butler stated
if a 360 was to be done it would be done with Eric's direct managers.
G. Commissioner Johnson: Robert stated he has long term involvement with the
City Market, noting in doing the Comprehensive Development Agreement
conducting a survey only adds to the time. Robert stated what is being proposed
is a new structure with the City Market still in it, with involvement of the
consultants, Friends of the Market, Vendors, and Management. Robert stated that
disbanding of the Market has been proposed over its history, noting that he is in
full support of the Market and is working for the continuation of the Market as an
institution.
Mr. Johnson stated regarding the bricks at Oldsmobile Park, he is an owner of a
brick and recently noticed that it is fading. Robert stated that the purpose of the
bricks was a community connection to the Stadium, noting he does not see what
can be done about it.
H. Commissioner Janssen: Commissioner Janssen asked if there is a good timeline
showing all studies, review, and analysis that have been done for the City Market
issues, noting it would be beneficial in making presentations to others. Eric stated
that the information from MSU contains a timeline, noting that he could have this
information placed into a graph form.
At 10:05 a.m. Tim Bugenske, Ellen Jeffries, Robert Johnson, and Charlotte Sinadinos exited the
meeting
I. Commissioner Butler: Commissioner Butler stated that the progress being made is
due to the efforts and relationship of Eric Hart.
LEPFA Board of Commissioners Meeting
Page 15
April 22, 2008
X. OLD BUSINESS:
No report.
X1. NEW BUSINESS:
No report.
At 10:07 the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED
FOR TUESDAY, MAY 20, 2008 at 8:00 A.M. AT THE LANSING CENTER IN
GOVERNOR'S ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
May 20, 2008
MINUTES . �,'.i i "J r H 7: 'E 1
At 8:09 a.m. Vice-Chairman James W. Butler III called the meeting to order in the-Governo*r�&
Room of the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: James W. Butler III, John Decker, Charles Janssen, Ellen
Jeffries, Robert Johnson(Ex-officio), Charles Mickens, and Charlotte Sinadinos
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Cindy Bowen, Tim Haggart,
and Kris Nicholoff.
OTHERS PRESENT: Heidi Brown, Marian Bryant, Linda Frederickson, Eric Hart, Tracy
Hodges, Scott Keith, and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities
Authority.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR APRIL 22, 2008: A motion to accept the
minutes as published was made. MOTION: Commissioner Sinadinos SECOND:
Commissioner Janssen. Motion approved.
VI. REPORTS:
A. CHAIRMAN'S REPORT: None.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending April 30, 2008:
Finance Committee Chairman Charlotte Sinadinos reviewed the financial
statements as follows:
a. Lansing City Market: Operating Revenues — Building Rental for the
current period is $3,250 compared to the prior year's amount of $3,842
and for year to date is $38,974 compared to the prior year's amount of
$39,225. Total Operating Revenues for the current period are $3,787
compared to the prior year's amount of$11,893 and for year to date are
$64,119 compared to the prior year's amount of$65,123.
Operating Expenses — Salary/Wages for year to date are $37,132
compared to the prior year's amount of$30,466, which is due to the one
half of a Building Engineer wages allocated to the City Market.
At 8:11 a.m. Robert Johnson entered the meeting.
LEPFA Board of Commissioners Meeting
Page 2
May 20, 2008
Utilities for the current period are $2,988 compared to the prior year's
amount of$3,491 and for year to date are $39,702 compared to the prior
year's amount of $42,920. Total Operating Expenses for the current
period are $10,467 compared to the prior year's amount of$8,979 and for
year to date are $115,254 compared to the prior year's amount of
$105,793. After taking into account the City Contribution, Excess
Revenues over Expenses for the current period are a loss of ($2,741)
compared to the prior year's income of$7,311 and for year to date are a
loss of($8,046) compared to the prior year's income of$7,174.
Balance Sheet: Cash for the current year is $178,337 compared to the
prior year's amount of$109,025. Unreserved Equity for the current year
is $183,707 compared to the prior year's amount of$188,492.
Budget vs. Actual: Building Rental for the current period is less than
budget by ($1,340) and for year to date is less than budget by ($8,049).
Total Operating Revenues for the current period are less than budget by
($5,898) and for year to date are less than budget by ($10,574).
Operating Expenses — Salaries/Wages for the current year are better than
budget by $5,879. Utilities for the current year are better than budget by
$957. Total Operating Expenses for the current period are better than
budget by $2,132 and for year to date are better than budget by $10,415.
After taking into account the City Contribution, Excess Revenues over
Expenses for year to date are less than budget by ($3,766) and for year to
date are less than budget by($159).
Vice-Chairman Butler asked what was attributed to the loss of wages.
Marian Bryant stated it is due to allocating one half of a Building
Engineers wages to the Market.
b. Oldsmobile Park: Event Revenues for the current period are $15,537
with Expenses of$9,108 leaving an income of$6,428 which was applied
to the Event Development Fund.
Operating Expenses — Utilities for the current year are $78,129 compared
to the prior year's amount of$73,254. After taking into account the City
Contribution, Excess Revenues over Expenses for the current period are a
loss of($1,917) compared to the prior year's loss of($8,967) and for year
to date income is $11,528 compared to the prior year's amount of$32,807.
Balance Sheet: Total Cash for the current year is $137,001 compared to
the prior year's amount of $153,004. Net Event Development Fund for
the current year is $91,748 compared to the prior year's amount of
$82,102. Unreserved Equity for the current year is $78,366 compared to
the prior year's amount of$59,823.
LEPFA Board of Commissioners Meeting
Page 3
May 20, 2008
Budget vs. Actual: Operating Expenses — Utilities for current period are
higher than budget by ($1,400) and year to date are better than budget by
$10,140. Maintenance of Equipment for the current year is better than
budget by $5,263 which includes the annual payment from the City for the
sign. Maintenance of Facilities for the current year is higher than budget
by $12,998. After taking into account City Contribution, Excess
Revenues over Expenses for year to date are better than budget by
$13,270.
c. Lansing Center: Committee Chairman Sinadinos stated that the Operating
Revenues for the Lansing Center are a record amount, due to Easter in
March many events moved to April.
Building Rental for the current period is $139,637 compared to the prior
year's amount of $90,275 and for year to date is $755,336, compared to
the prior year's amount of $795,188. Food and Beverage for the current
period is $489,310 compared to the prior year's amount of$291,916 and
for year to date is $2,301,000 compared to the prior year's amount of
$2,233,000. Equipment Rental for the year to date are $481,623 compared
to the prior year's amount of $473,165. Labor Services for the current
year are $172,019 compared to the prior year's amount of$183,455. Total
Operating Revenues for the current period are $837,797 compared to the
prior year's amount of $492,446 and for year to date are $3,990,000
compared to the prior year's amount of$3,923,000.
Operating Expenses — Salaries/Wages for year to date are $1,463,000.
Utilities for the current period are $52,567 compared to the prior year's
amount of$36,928 and for year to date are $421,628 compared to the prior
year's amount of$488,184. Food and Beverage for the current period is
$171,875 compared to the prior year's amount of$136,347 and for year to
date is $1,300,000 compared to the prior year's amount of $1,278,000.
Total Operating Expenses for the current period are $521,053 compared to
the prior year's amount of $426,546 and for year to date are $4,303,000
compared to the prior year's amount of$4,261,000.
Committee Chairman Sinadinos noted under the Non-Operating Income
for Common Ground, 2005 shows a loss of$49,925 which was an account
adjustment following the Festival audit and is not a loss but is based on
outstanding receivables from 2000-2004 in Center Park Productions that
were uncollected and needed to be reversed out.
After taking into account City Contribution, Excess Revenues over
Expenses for the current period are $334,019 compared to the prior year's
amount of$128,815 and for year to date is $321,228 compared to the prior
year's income of$347,285.
LEPFA Board of Commissioners Meeting
Page 4
May 20, 2008
Balance. Sheet: Cash and Cash Equivalents for the current year are
$284,000 compared to the prior year's amount of $399,000. Unearned
Revenue-Advanced Rent for the current year is $399,018 compared to the. .
prior year's amount of$378,078. Unreserved Equity for the current year
is $609,412 compared to the prior year's amount of$446,719.
Budget vs. Actual: Building Rental for the current period is better than
budget by $26,269 and for year to date is less than budget by ($22,987).
Food and Beverage for the current period is better than budget by
$159,310 and for year to date is better than budget by $56,547.
Equipment Rental for year to date is less than budget by ($1,719). Total
Operating Revenues for the current period are better than budget by
$248,667 and for year to date is better than budget by$87,586.
Operating Expenses — Salaries/Wages for year to date are better than
budget by $28,360. Fringes/Related Costs for year to date are better than
budget by $27,856. Utilities for the current period are better than budget
by $99,371. Food and Beverage for year to date is better than budget by
$40,671. Total Operating Expenses for the current period are better than.
budget by$41,154 and for year to date are better than budget by $141,016.
After taking into account City Contribution, Excess Revenue over
Expenses for the current period are better than budget by$166,292 and for
year to date are better than budget by$177,464.
Vice-Chairman Butler clarified that Utilities are $99,000 ahead of budget.
Committee Chairman Sinadinos stated the amount is due to the Honeywell
system. Scott Keith stated this amount is in addition to the $115,000 taken
out of the budget prior to the $99,000. Vice-Chairman Butler stated he is
very impressed with the system.
Vice-Chairman Butler is glad the amount for Common Ground will be
rectified, asking if everything from this point on is profit. Marian Bryant
stated there is still a small amount that needs to be written off. Eric Hart
stated this amount may not be reflected in the financials as it might be
taken care of within the settlement.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for Oldsmobile Park, the Lansing City Market and the Lansing
Center for the period ending April 30, 2008 be received as published and
further that the monthly expenses for each entity be approved.
SECOND: Commissioner Janssen. Motion approved.
Finance Committee Chairman Sinadinos stated the Finance Committee
approved a new internal purchasing procedure at their last meeting which
will streamline and make the purchasing procedure more efficient.
LEPFA Board of Commissioners Meeting
Page 5
May 20, 2008
Vice-Chairman Butler asked Eric Hart to clarify the new procedure. Eric
stated the previous purchasing procedure was adopted in 1997 and with
inflation the purchasing limits set were far to.low, requiring excessive
amount of purchases to be approved by Eric, noting that Managers had no
ability to approve purchases. Eric stated that the new procedure will
relieve some of the strain on the process. Eric stated that purchases of
$500 or less may be approved by managers, from $500-$2,500 a Vice-
President must approve, and anything over $2,500 Eric needs to approve.
Eric stated this process will minimize the amount of time it takes to
complete the purchasing procedure. Vice-Chairman Butler asked why the
purchase limits are set so low as other Boards he is a member of set the
purchasing limits much higher. Eric stated that most of the items are
under service contract and the set amounts are a good check and balance
system with the City. Eric stated that most purchases are of a lower dollar
amount.
Commissioner Jeffries stated that Item 7 is a change as all invoices must
be directed to the Accounting Department by the vendors, noting this is a
major problem as invoice were not getting to accounting in a timely
manner to process payment. Marian Bryant stated that event driven
purchases under item 10 are an exception to the purchasing procedure.
A motion to received Board approval of the new internal purchasing
procedure was made. MOTION: Commissioner Sinadinos SECOND:
Commissioner Mickens. Motion approved.
C. PRESIDENT & CEO'S REPORT: Eric Hart made a request that the Board
move into closed session to discuss his performance evaluation.
A motion was made to enter into a closed session to discuss and review Eric
Hart's performance evaluation. MOTION: Commissioner Jeffries SECOND:
Commissioner Decker. Motion approved.
At 8:38 a.m. role was called to enter into a closed session.
Yeas: James W. Butler III, John Decker, Charles Janssen, Ellen Jeffries, Charles
Mickens, and Charlotte Sinadinos.
A motion was made to exit the closed session and enter into the regular Board of
Commissioners meeting: MOTION: Commissioner Sinadinos SECOND: Janssen
Motion approved.
At 8:49 a.m. role was called to exit the closed session and resume the Board of
Commissioners meeting.
LEPFA Board of Commissioners Meeting
Page 6
May 20, 2008
Yeas: James W. Butler 11I, John Decker, Charles Janssen, Ellen Jeffries, Robert
Johnson (Ex-officio), Charles Mickens, and Charlotte Sinadinos.
A motion was made to accept Eric Hart's evaluation as discussed in the personnel
closed session. MOTION: Commissioner Janssen SECOND: Commissioner
Jeffries. Motion approved
Vice-Chairman Butler stated that Eric's evaluation received an exceptional rating,
noting contract details will be discussed at a later date.
At 9:50 a.m. Commissioner Mickens exited the meeting.
Eric Hart reported the.following:
1. Absence: Eric reported he will be out of the office Wednesday May 28
returning June 9, 2008 for a conference and teaching at Oglebay.
2. City Market: Eric reported that more development information will be coming
soon.
3. Building renovations: Eric stated that the Board Room renovations will be
complete next week and meeting room renovations will begin, noting this will
be done for OrgPro.
4. Common Ground: Eric reported another talent announcement will come out
this week, including Snoop Dog and others.
At 9:52 a.m. Commissioner Jeffries exited the meeting.
5. Budget: Eric stated budget was approved by the Mayor. Eric stated that
although there was a veto by the Mayor the budget is finalized.
6. Trolley: Eric reported that another round of fund raising will begin shortly.
7. FOIA: Eric stated AMTA has submitted a request regarding LEPFA's
pension plan dating back to 1987. Eric stated a reply must be made within
four days, noting with the size of the request there is going to be a
considerable cost in retrieving the information that may require hiring a firm.
Eric stated that at this point more information and input is needed from
LEPFA's attorney.
8. Vice Presidents' Reports:
a. Finance Department— Marian Bra: Marian reported more interviews
for Banks will take place, noting tomorrow the LEPFA Investment
Committee will meet.
b. Operations Department— Scott Keith: Scott stated decor renovations are
underway in the ball rooms.
LEPFA Board of Commissioners Meeting
Page 7
May 20, 2008
Scott stated the Administration Office Conference room is complete,
inviting the Board members to stop and take a look.
At 9:55 a.m. Robert Johnson.exited the meeting.
Scott reported he is still in negotiations with AMTA and will begin
negotiations with the UAW for the Building Engineers, Facilities
Foreperson, and Facility workers.
Scott reported he will be speaking in Arizona at a conference for energy
management regarding our Honeywell system in June.
C. Marketing Department — Linda Frederickson: Linda reported that both
the occupancy and client evaluations were distributed, noting both were
placed in graph form.
Linda reported that `Be A Tourist" is May 31, 2008, noting as sponsors
we received many passports which were donated to local charities to be
distributed. Linda stated that if any Board members would like a
passport to see her.
Linda reported that the Common Ground Sponsor party will be Tuesday,
June 10, 2008 at Dublin Square, noting the Board will be receiving
invitations soon.
VII. LONG RANGE PLANING COMMITTEE: Commissioner Janssen stated in
regard to the Lansing Township proposal of a water park and hotel in Eastwood
Center, an article in the paper regarding financing of the project and if it will compete
with the Lansing Center. Commissioner Janssen stated Robert Johnson, Eric Hart,
and he met to discuss a study being done to determine the impact on the Lansing
Center, who will conduct the study, and if LEPFA or LEPFA and the City together
would conduct the study. Commissioner Janssen stated he is currently waiting on a
response from the Mayors office.
Commissioner Janssen thanked everyone for their hard work reflected in the monthly
financials. Commissioner Janssen stated an article was in the Lansing State Journal
regarding changing the professional management of the Lansing Center, noting there
are no plans for changes in LEPFA's management. Commissioner Janssen reassured
the senior staff that the Board of Commissioners feels they are doing a wonderful job
in managing the facilities and no new management plans are being developed.
Vice-Chairman Butler stated that the Board as a whole would not let management be
changed as they feel the staff is doing an outstanding job.
LEPFA Board of Commissioners Meeting
Page 8
May 20, 2008
VIII. COMMISSIONERS COMMENTS: None.
IX. OLD BUSINESS:
No report.
X. NEW BUSINESS:
No report.
At 10:05 the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED
FOR TUESDAY, June 24, 2008 at 8:00 A.M. AT THE LANSING CENTER IN
GOVERNOR'S ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
t-
JUNE 24, 2008
MINUTES `.
At 8:05 a.m. Vice-Chairman James W. Butler III called the meeting to order in the Govertlor's
Room of the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933. - +
COMMISSIONERS PRESENT: Cindy Bowen, James W. Butler III, John Decker,
Haggart, Charles Janssen, Charles Mickens, and Charlotte Sinadinos
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Ellen Jeffries, Robert
Johnson (Ex-officio), and Kris Nicholoff.
OTHERS PRESENT: Heidi Brown, Bill Grove, Linda Frederickson, Eric Hart, Tracy Hodges,
Scott Keith, and Dirk Spill emaeckers-Lansing Entertainment & Public Facilities Authority,
Councilmember Tim Kaltenbach-City of Lansing.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR MAY 20, 2008: A motion to accept the
minutes as published was made. MOTION: Commissioner Janssen SECOND:
Commissioner Haggart. Motion approved.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Vice-Chairman Butler informed the Board that
Chairman Nicholoff is absent due to a family member who is ill. Vice-Chairman
Butler asked the Board to extend their prayers to the Nicholoff family.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending May 31, 2008:
Finance Committee Chairman Charlotte Sinadinos reviewed the financial
statements as follows:
a. Lansing City Market: Operating Revenues — Building Rental for the
current period is $4,770 compared to the prior year's amount of $4,533
and for year to date is $43,744 compared to the prior year's amount of
$43,758. Total Operating Revenues for the current period are $5,466
compared to the prior year's amount of $4,862 and for year to date are
$69,585 compared to the prior year's amount of$69,985.
Operating Expenses — Salary/Wages for year to date are $41,030
compared to the prior year's amount of$33,569, which is due to the one
quarter of a Building Engineer wages allocated to the City Market.
LEPFA Board of Commissioners Meeting.
Page 2
June 24, 2008
Utilities for the current period are $2,516 compared to the prior year's
amount of$3,413 and for year to date are $42,219 compared to the prior
year's amount of $45,506. Total Operating Expenses for the current
period are $10,127 compared to the prior year's amount of $11,816 and
for year to date are $125,382 compared to the prior year's amount of
$117,609. After taking into account the City Contribution, Excess
Revenues over Expenses for the current period are a loss of ($722)
compared to the prior year's loss of($1,756) and for year to date are a loss
of($8,769) compared to the prior year's income of$5,418.
Balance Sheet: Cash for the current year is $192,826 compared to the
prior year's amount of$124,714. Unreserved Equity for the current year
is $182,984 compared to the prior year's amount of$186,736.
Budget vs. Actual: Building Rental for year to date is less than budget by
($8,562). Total Operating Revenues for year to date are less than budget
by($10,905).
Operating Expenses — Salaries/Wages for the current year are better than
budget by $122 and for year to date are better than budget by $6,000.
Total Operating Expenses for the current period are better then budget by
$1,692 and for year to date are better than budget by $12,108. After
taking into account the City Contribution, Excess Revenues over Expenses
for year to date are better than budget by $1,361 and for year to date are
better than budget by$1,202.
b. Oldsmobile Park: Event Revenues for the current period are $16,859 due
to Diamond Classic and Home Run for Hope, with Expenses of $15,639
leaving an income of$1,219 which was applied to the Event Development
Fund.
Operating Expenses — Utilities for the current period are $11,047
compared to the prior year's amount of $8,868 and for year to date are
$89,177 compared to the prior year's amount of$82,123. Total Operating
Expenses for the current period are $26,025 compared to the prior year's
amount of$22,726 and for year to date are $272,926 compared to the prior
year's amount of $256,889. After taking into account the City
Contribution, Excess Revenues over Expenses for the current period are a
loss of($2,018) compared to the prior year's income of$4,419 and year to
date an income of$9,509 compared to the prior year's income of$37,226.
At 8:07 a.m. Commissioner Charles Mickens entered the meeting
Balance Sheet: Total Cash for the current year is $192,660 compared to
the prior year's amount of $168,156. Net Event Development Fund for
the current year is $92,968 compared to the prior year's amount of
$98,455. Unreserved Equity for the current year is $77,567 compared to
the prior year's amount of$94,874.
LEPFA Board of Commissioners Meeting
Page 3
June 24, 2008
Budget vs. Actual: Operating Expenses — Salaries and Wages for year to
date are higher than budget by ($1,896). Utilities for year to date are
better than budget by $7,135. Total Operating Expenses for the current
period are less than budget by ($3,066) and for year to date are better than
budget by $9,052. After taking into account City Contribution, Excess
Revenues over Expenses for year to date are better than budget by
$10,007.
c. Lansing Center: Building Rental for the current period is $102,610
compared to the prior year's amount of $113,447 and for year to date is
$857,946, compared to the prior year's amount of $908,635. Food and
Beverage for the current period is $246,767 compared to the prior year's
amount of $306,369 and for year to date is $2,548,000 compared to the
prior year's amount of$2,539,000. Equipment Rental for year to date is
$546,098 compared to the prior year's amount of $508,365. Labor
Services for the current year are $193,095 compared to the prior year's
amount of$208,716. Total Operating Revenues for the current period are
$454,249 compared to the prior year's amount of$575,278 and for year to
date are $4,444,000 compared to the prior year's amount of$4,498,000.
Operating Expenses — Utilities for year to date are $473,571 compared to
the prior year's amount of$541,331. Food and Beverage for the current
period is $168,411 compared to the prior year's amount of$179,116 and
for year to date is $1,468,000 compared to the prior year's amount of
$1,457,000. Total Operating Expenses for the current period are $540,368
compared to the prior year's amount of$540,287 and for year to date are
$4,843,000 compared to the prior year's amount of$4,801,000. Operating
Income (Loss) for the current period is a loss of($86,119) compared to the
prior year's income of$34,991 and for year to date is a loss of($399,082)
compared to the prior year's loss of($303,240). After taking into account
City Contribution, Excess Revenues over Expenses for the current period
are $31,780 compared to the prior year's amount of$111,168 and for year
to date are $353,008 compared to the prior year's income of$458,453.
Balance Sheet: Cash and Cash Equivalents for the current year are
$648,000 compared to the prior year's amount of $488,610. Unearned
Revenue-Advanced Rent for the current year is $361,769 compared to the
prior year's amount of$379,927. Unreserved Equity for the current year
is $641,192 compared to the prior year's amount of$557,888.
Budget vs. Actual: Building Rental for the current period is better than
budget by $3,540 and for year to date is less than budget by ($19,357).
Food and Beverage for the current period is better than budget by $16,767
and for year to date is better than budget by $73,414. Total Operating
Revenues for the current period are better than budget by $10,223 and for
year to date are better than budget by$97,809.
LEPFA Board of Commissioners Meeting
Page 4
June 24, 2008
Operating Expenses — Salaries/Wages for the current period are higher
than budget by ($22,771) and for year to date are better than budget by
$5,588. After taking into account City Contribution, Excess Revenue over
Expenses for the current period are less than budget by ($15,092) and for
year to date are better than budget by$162,372.
Eric Hart stated that June usually shows $200,000 to $300,000 in losses
due to accrued wages and expenses that have not hit the financials. Eric
stated there are unforeseen expenses coming, such as the failing
scheduling system. Eric stated the software is 15 years old, no longer
supported causing integration issues, and can not be upgraded. Eric stated
the purchase of new software will cost $35,000 and needs to be purchased
in this fiscal year. Eric stated though the financials show $380,000 ahead
of budget this amount will be reduced after next month.
Vice-Chairman Butler asked who the maker of the software is. Eric stated
a committee looked at many products and have chosen to stay with Delphi
which is the maker of the current software.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for Oldsmobile Park, the Lansing City Market and the Lansing
Center for the period ending May 31, 2008 be received as published and
further that the monthly expenses for each entity be approved.
SECOND: Commissioner Haggart. Motion approved.
Finance Committee Chairman Sinadinos stated a copy of the proposal
from Rehmann Robson was distributed, noting these materials are
informational only.
Finance Committee Chairman Sinadinos stated four meetings have been
held to review and accept a pension plan company. Committee Chairman
Sinadinos stated several RFP's were sent out with six responses.
Committee Chairman Sinadinos stated six people made up the committee,
noting two committee members have financial planning expertise.
Committee Chairman Sinadinos listed the members as follows: Linda
Frederickson, Marian Bryant, Greg Soleau, John Breslin, Mark
Frederickson, and Charlotte Sinadinos. Committee Chairman Sinadinos
stated the proposing companies were narrowed to three who were asked to
give a presentation on their proposals. The plan presentations were one
and one half hours long. Committee Chairman Sinadinos stated after
review of the presentations Merrill Lynch was chosen due to their visible
costs, and they offered several formats to choose including a self directed
format, and a default program for those that choose not to manage their
own plans.
LEPFA Board of Commissioners Meeting
Page 5
June 24, 2008
Eric stated the retirement plan has been embedded within the banking for
one source service. Eric stated in the past this practice was an advantage
to LEPFA due to sponsorships from the bank.
Eric stated that banks do not spend as much in sponsorships anymore
making it less of an advantage. Eric stated that the investment plan and
banking has been split, with separate RFP's being sent out. Eric stated the
banking stayed with National City due to their service and special service
items they perform for LEPFA.
Commissioner Butler asked how long LEPFA has been with National
City. Eric stated many years though many name changes with the bank.
Commissioner Bowen asked when the change will take effect. Eric stated
at the beginning of the next quarter. Commissioner Bowen asked if there
will be a presentation given. Eric stated yes. Linda Frederickson stated
one of the reasons Merrill Lynch was chosen is due to their employee
education program. Linda stated there will be a 90 day transition period
for group and individual meetings to determine if employee wants to be
self directed or managed.
Commissioner Butler asked who the contact was for Merrill Lynch. Linda
Frederickson stated she will get the contact information to Commissioner
Butler after the meeting.
At 8:20 a.m. Scott Keith entered the meeting.
PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Client Evaluations: Eric reported that the evaluations have been outstanding,
noting the customer service training will continue in combination with the
City.
2. Negotiations: Eric reported that negotiations with AMTA are continuing and
negotiations with UAW will begin this Thursday.
3. Building renovations: Eric stated that the Board Room renovations will be
completed next week and meeting room renovations will begin, noting this
will be done for OrgPro.
4. Common Ground: Eric reported sales are off by 10% mostly with Common
Cards, which is mostly likely due to the economy. Eric stated there is a great
lineup with more main stream acts. However, ticket sales are down by
$40,000 and the festival has spent an additional $100,000 on talent this year.
Eric stated at this point the festival is over $100,000 in the hole and this could
have implications on the Authority if the festival does not break even, the debt
will affect LEPFA's bottom line.
LEPFA Board of Commissioners Meeting
Page 6
June 24, 2008
5. City Market: Eric reported packets where provided to the Board at their
request regarding the proposed development project and included in the
packet are the proposed diagrams of market, layout and schematics, the
proposed agreement, F&Q's, and an email sent to the community from a local
Pastor along with the response to the email regarding non factual information
on the market.
At 8:45 a.m. Tim Kaltenbach exited the meeting.
6. Vice Presidents' Reports:
a. Marketing Department — Linda Frederickson: Linda reported that both
the occupancy and client evaluations were distributed, noting both were
placed in graph form, and a complete line up of Common Ground
including date and stages.
At 9:55 a.m. Robert Johnson exited the meeting.
Linda reported for the month of May there were 43 events, totaling 63
event dates, attendance of 22,000, with 1,910 room nights.
Linda reported that Patti Beardsley is the new Sales Coordinator and is
currently acclimating herself to the position.
Linda reported the building recap as follows: Contracts were issued for
Michigan Institute for Educational Management August 2008, Michigan
Education Association for 2009, 2010, and 2011.
Linda reported new business contracts were submitted to; Kalamazoo
Nature Center for October this year.
Linda reported the sales department is working close with OrgPro
(Michigan Society of Association Executives), noting the conference is
being held here for the first time. Linda stated the Lansing Center is a
sponsor of the event, and special events will be held for them at
Common Ground.
Linda reported that `Be a Tourist" was May 31, 2008, and the City
Market was a stamp location. Linda stated the Market gave out 1,400
Mooville ice cream samples within two hours.
Linda stated that the Lansing Center placed in the Chili Cook-off in
booth theme and with a chili.
LEPFA Board of Commissioners Meeting
Page 7
June 24, 2008
Commissioner Butler stated that Commissioner Haggart's Plumbers and
Pipe Fitters placed in the event. Commissioner Butler stated that
Sparrow was delighted with their past event service they have received
at the Lansing Center.
Eric stated the Authority was approached by the Republican Party to
host their annual convention in Lansing, utilizing over 2,500 hotel rooms
in the area. Eric stated this event will not be a major benefit to the
Authority, but it will be a benefit to the City and hotels in the region.
Eric stated the Authority is working to move that group and will be
offering incentives for moving to a new date. Eric stated he doesn't
believe they are happy with the Authority at this time, noting that this is
a great opportunity for the City and community.
b. Operations Department— Scott Keith: Scott reported decor renovation is
moving rapidly with most areas being done near the end of the week.
Scott stated the Event Coordinator position left vacant by Patti
Beardsley moving to Sales is planned to be filled by Common Ground.
Scott stated a new position in the maintenance department for a Building
Engineer Manager has been created, with interviews starting after
Common Ground.
Scott stated that beginning next week most of his staff will be out of the
office building the Common Ground area.
c. Food & Beverage Department — Bill Grove: Bill reported the Chili
Cook-off was successful, noting due to the weather revenues were lower
than prior years.
Bill reported that Food and Beverage will begin gearing up for Common
Ground.
7. Eric requested that the Board move into a closed session to discuss the results
of his performance evaluation.
A motion was made to enter into a closed session to discuss and review Eric
Hart's contract and performance evaluation. MOTION: Commissioner Butler
SECOND: Commissioner Janssen. Motion approved.
At 8:45 a.m. role was called to enter into a closed session.
Yeas: Cindy Bowen, James W. Butler III, John Decker, Tim Haggart, Charles
Janssen, Charles Mickens, and Charlotte Sinadmos.
LEPFA Board of Commissioners Meeting
Page 8
June 24, 2008
A motion was made to exit the closed session and enter into the regular Board
of Commissioners meeting: MOTION: Commissioner Butler SECOND:
Haggart Motion approved.
At 9:34 a.m. role was called to exit the closed session and resume the Board
of Commissioners meeting.
Yeas: Cindy Bowen, James W. Butler III, John Decker, Tim Haggart, Charles
Janssen, Charles Mickens, and Charlotte Sinadinos.
A motion was made to approve the recommendation as discussed in the closed
session by the Personnel Committee and proceed to renew Eric Hart's contract
according to those provisions. MOTION: Commissioner Janssen SECOND:
Commissioner Decker. Motion approved.
VII. NOMINATION COMMITTEE: Commissioner Janssen, Chairman of the
Nominating Committee recommended the following slate of Officers: James Butler—
Chairman, Cindy Bowen—Vice-Chairman, and Charlotte Sinadinos —
Secretary/Treasure.
A motion was made to accept the nominations as presented. MOTION:
Commissioner Janssen SECOND: Commissioner Haggart. Motion approved.
VIII. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen stated he
appreciates the materials provided by Eric Hart regarding the development project,
noting that issues with the proposed new City Market are escalating. Commissioner
Janssen stated that some of the materials provided include, F&Q's, summary of the
rumors in the community, and a development agreement between the Gillespie Group
and the City.
Commissioner Janssen stated he recalls when the City turned the Market over to the
Authority to manage, noting it was in great financial trouble. Commissioner Janssen
stated that under Peter Sullivan's management many changes were made regarding
marketing. Commissioner Janssen stated that during this time many studies have
been done including USDA, MSU, and the City, noting that the subsidies have
decreased from $100,000 to $50,000. Eric stated the first year subsidies were
$125,000.
Commissioner Janssen stated that he believes the current proposal is a good proposal
to come up with money to keep the Market viable for many years, calling it a very
good proposal over all. Commissioner Janssen stated he contacted some City
Council members to see where they stand on this proposal, noting he has not received
any return calls. Commissioner Janssen stated he feels that all comments should be
deferred to Eric, noting if you chose to give comment he advises reading the supplied
materials completely.
LEPFA Board of Commissioners Meeting
Page 9
June 24, 2008
Commissioner Janssen applauded Commissioner Decker for surviving in the middle
ground as a vendor and a Board member.
Commissioner Janssen asked if any Board member has strong objections to the
proposed market. Commissioner Decker stated he completely supports the project,
noting he refers comments to Eric and him it is an impossible situation with the
Friends of the Market wanting to run the facility, noting they continue to speak with a
lack of honesty on the issues.
Eric stated he believes that politics are currently in play with the development, and
that there are members of City Council who will oppose the proposal no mater how
the Mayor presents it. Eric stated in an article Councilmember Wood stated she has
several question. Eric stated that the Friends of the Market are meeting with several
Council members almost daily, noting the Friends of the Market have FOIA'ed
LEPFA'S Articles of Incorporation. Eric stated they are looking to see how LEPFA
is incorporated with the City or to set up another Authority to manage that property.
Eric stated the Friends of the Market have retained an attorney or he is showing up to
meetings on their behalf, noting this is the same group that filed a FOIA.
Eric stated much work has gone into developing a plan to take the Market into the
future. Eric stated that the Market is in need of money, noting the Lansing Center had
$4,000,000 dollars of renovations but need $6,000,000, Oldsmobile Park needed
$4,000,000 dollars of renovation but got $3,000,000, the Market is in need of
$1,500,000 dollars of renovations and has received none. Eric stated the canopies
need repair, the HVAC system is failing, roof is failing, pest and structural issues,
noting money needs to be spent on the building. Eric stated this development was a
way for the City to not have to take on additional debt in order to redevelop the
property.
Eric stated that another issue with the property is access, noting the property is highly
visible but the building is difficult to enter. Eric stated on the weekends he has
watched many people walk the river walk but none divert to the Market, noting
discussions have taken place on the development taping into this by having them
walk through the market or around it.
Eric stated the USDA and a local architect have been involved, noting he realizes the
developer has issues with the unions and other parties that lead to some of the politics
taking place. Eric stated it comes down to can the developer do what he has stated he
can do, noting he is the only developer that has offered to do anything with the plan.
Eric stated he believes the overall use of that property is a good one in lieu of the
development across the street and that it does not restrict the ability to expand the
Lansing Center.
Eric stated at this point the development is taking a major portion of his time with
meetings and dealing with the misinformation being circulated.
LEPFA Board of Commissioners Meeting
Page 10
June 24, 2008
Commissioner Butler asked what the Mayor's stand on the development is. Eric
stated he has made it clear this project is a priority of the administration as it is tied in
with the river front project.
Commissioner Butler asked if Eric has had any discussion with the Mayor regarding
Councilmember Wood's comments about having another organization taking over the
Market. Eric stated he has not heard any undertones of the City not wanting LEPFA
to manage the Market.
Commissioner Janssen asked if anyone has objections to the Board as a whole stating
that they support the development project.
A motion was made that the LEPFA Board of Commissioners express its support for
the current City Market development project. MOTION: Commissioner Janssen.
SECOND: Commissioner Bowen. Motion approved.
At 9:40 a.m. Charles Mickens exited the meeting.
IX. COMMISSIONERS COMMENTS:
A. Commissioner Sinadinos: Commissioner Sinadinos stated she is looking forward
to Common Ground.
B. Commissioner Bowen: Commissioner Bowen thanked the Board for their support
and nomination. Commissioner Bowen stated she was at Oldsmobile Park with
Auto Owners and the park looks great.
C. Commissioner Janssen: Commissioner Janssen stated he appreciates the officer
nominees accepting the positions.
At 9:54 a.m. Charles Janssen exited the meeting.
D. Commissioner Haggart: Commissioner Haggart stated he is in favor of the City
Market Development, noting that he is not in favor of the Gillespie Group
development agreement filed with the City Clerk. Cominissioner Butler asked if
he is proposing non-union. Commissioner Haggart stated that is not the issue,
noting the issue is that the Gillespie Group is not locked into what he actually has
to build, there are minimums and maximums, the time frame is outrageous, and
the Gillespie Group has to raise capital to get the project started. Eric Hart noted
that the Gillespie Group has to raise $1.6 million to start the project.
Commissioner Butler stated the agreement stated if the new Market is not built by
a specific date and the vendors have to stay in the old Market the $10,000 a month
is to be paid to the Gillespie Group.
Commissioner Butler stated that Commissioner Haggart has made significant
points and asked Commissioner Haggart to put together a list of bullet points
outlining his concerns about the agreement.
LEPFA Board of Commissioners Meeting
Page 11
June 24, 2008
E. Linda Frederickson: Linda stated that this evening is the Common Ground
Volunteer training, to be held at the Lansing Center. Linda stated that it will be
announced at the end of the week that the Common Ground Festival will be
accepting the Trace Atkins tickets that were sold for the Farewell concert that is
now canceled.
F. Bill Grove: Bill stated he will be on vacation next week.
G. Eric Hart: Eric thanked the Board for extending his contract.
H. Commissioner Butler: Commissioner Butler stated that Tracy Hodges is doing an
outstanding job as recording secretary, noting the transition between Heidi Brown
and Tracy Hodges has been seamless. Commissioner Butler stated the City
Market document is very comprehensive and informative. Commissioner Butler
noted he is happy with the customer surveys, noting he is a strong advocate for
customer service.
X. OLD BUSINESS:
No report.
XI. NEW BUSINESS:
No report.
At 10:00 the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED
FOR TUESDAY, August 26, 2008 at 8:00 A.M. AT THE LANSING CENTER IN
GOVERNOR'S ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
SEPTEMBER 23, 2008
MINUTES r
At 8:08 a.m. Vice-Chairman Cindy Bowen called the meeting to order in the Governor's R6_6m i
of the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933. ,<a
COMMISSIONERS PRESENT: Gerald Ambrose (Ex-Officio), Cindy Bowen, John'Decker,
Tim Haggart, Charles Janssen, Ellen Jeffries, and Charles Mickens.
COMMISSIONERS EXCUSED: James W. Butler III, Robert Johnson (Ex-officio), Kris
Nicholoff, and Charlotte Sinadinos.
OTHERS PRESENT: Marian Bryant, Heidi Brown, Bill Grove, Linda Frederickson, Eric Hart,
Tracy Hodges, Scott Keith, and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities
Authority.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR AUGUST 26, 2008: A motion to accept the
minutes as published was made. MOTION: Commissioner Janssen SECOND:
Commissioner Jeffries. Motion approved.
At 8:06 a.m. Commissioner Charles Mickens and Gerald Ambrose entered the meeting.
VI. REPORTS:
A. CHAIRMAN'S REPORT: No report.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending July 31, 2008:
Marian Bryant reviewed the financial statements as follows:
a. Lansing City Market: Operating Revenues — Building Rental for the
current period is $5,541 compared to the prior year's amount of$6,084.
Utilities for the current period are $767 compared to the prior year's
amount of $114. Total Operating Revenues for the current period are
$7,027 compared to the prior year's amount of$6,497.
Operating Expenses —Utilities for the current period are $4,827 compared
to the prior year's amount of $4,058. Total Operating Expenses for the
current period are $11,268 compared to the prior year's amount of$8,868.
After taking into account the City Contribution, Excess Revenues over
Expenses for the current period is a loss of ($1,499) compared to the prior
year's amount of$3,321.
LEPFA Board of Commissioners Meeting
Page 2
September 23, 2008
Balance Sheet: Cash for the current year is $195,408 compared to the
prior year's amount of $144,543. Accounts Receivable for the current
year are $5,000 compared to the prior year's amount of $74,347.
Unreserved Equity for the current year is $188,283 compared to the prior
year's amount of$195,075.
Budget vs. Actual: Building Rental for year to date is better than budget
by $408. Utilities for the current period are better than budget by $275.
Total Operating Revenues for year to date are better than budget by
$1,210.
Operating Expenses — Utilities for the current year are higher than budget
by ($410). Total Operating Expenses for the current year are higher than
budget by($371). After taking into account the City Contribution, Excess
Revenues over Expenses for year to date are better than budget by$839.
b. Oldsmobile Park: Miscellaneous Revenues for the current year are
$1,532 compared to the prior year's amount of$1,788.
Operating Expenses — Salaries/Wages for year to date are $3,783
compared to the prior year's amount of$3,371. Utilities for year to date
are $9,708 compared to the prior year's amount of $9,040. Total
Operating Expenses for year to date are $23,236 compared to the prior
year's amount of$23,491. After taking into account the City Contribution,
Excess Revenues over Expenses for year to date are at a loss of($7,500)
compared to the prior year's income of$11,715.
Balance Sheet: Total Cash for the current year is $262,773 compared to
the prior year's amount of $216,390. Net Event Development Fund for
the current year is $97,881 compared to the prior year's amount of
$88,676 with $17,019 to be paid to the City. Unreserved Equity for the
current year is $49,776 compared to the prior year's amount of$66,766.
Budget vs. Actual: Operating Expenses — Salaries/Wages for year to date
are higher than budget by ($1,031). Utilities for year to date are higher
than budget by ($1,617). Total Operating Expenses for the current period
are $23,236; Operating Expenses are higher than budget by $1,539
compared to the budgeted amount of $21,697. After taking into account
the City Contribution, Excess Revenues over Expenses for year to date are
higher than budget by($1,174).
c. Lansing Center: Building Rental for year to date is $16,279 compared to
the prior year's amount of$8,815. Food and Beverage for year to date is
$89,543 compared to the prior year's amount of$67,502.
Operating Expenses — Salaries/Wages for year to date are $112,361
compared to the prior year's amount of$73,023. Utilities for year to date
are $51,593 compared to the prior year's amount of$44,145.
LEPFA Board of Commissioners Meeting
Page 3
September 23, 2008
Food and Beverage for year to date is $93,695 compared to the prior
year's amount of $62,946. After taking into account City Contribution,
Excess Revenues over Expenses for year to date are a loss of($193,855)
compared to the prior year's current period loss of($92,245).
Balance Sheet: Total Cash for the current year is $683,921 compared to
the prior year's amount of$399,421. Unearned Revenue-Advanced Rent
for the current year is $445,000 compared to the prior year's amount of
$437,000. Unreserved Equity for the current year is $172,000 compared
to the prior year's amount of$196,000.
Budget vs. Actual: Building Rental for year to date is less than budget by
($2,780). Food and Beverage for year to date is better than budget by
$13,843. Labor Services for year to date are better than budget by$4,209.
Total Operating Revenues for year to date are better than budget by
$24,664.
Operating Expenses — Salaries/Wages for year to date are higher than
budget by($1,700). Utilities for the year to date are higher than budget by
($1,677). Food and Beverage for year to date is higher than budget by
($21,128). Total Operating Expenses for year to date are higher than
budget by ($28,315). Operating Income (Loss) for year to date is higher
than budget by ($3,651). After taking into account City Contribution,
Excess Revenue over Expenses for year to date are higher than budget by
($4,857).
A motion was made to accept the financials for the month of July 2008.
MOTION: Commissioner Haggart. SECOND: Commissioner Decker.
Motion approved.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Client Evaluations: The occupancy and client evaluation were distributed, and
Eric stated modifications are being made to explain how projections are made
on occupancy and rental revenues. Eric is currently working on the form and
hopes to provide to the Board different scenarios such as how revenue is
generated, and tentative, prospective and definite bookings. Eric stated this
will provide a better understanding of how the Sales Department functions.
2. Union: Eric reported negotiations are continuing and we are still out of
contract with all four units.
3. City Market: Eric stated the Long Range Planning has been meeting
regularly. The Memorandum of Understanding (MOU) has been distributed,
reviewed by Long Range Planning, and Eric has signed it. Eric stated the
Long Rang Planning Committee is ready to move forward with the
development.
LEPFA Board of Commissioners Meeting
Page 4
September 23, 2008
4. Out of Office: Eric reported he will be out of the office starting Thursday
through Saturday at the ICCC in Portland which is an IAAM function.
5. Vice President's Reports:
A. Finance Department — Marian Bra: Marian reported that the
employees have attended two enrollment meetings with Merrill Lynch
regarding their investments.
B. Operations Department - Scott Keith: Scott reported that $3.2 million of
the $4 million dollars for Capital Purchases has been utilized, noting the
remainder will be reallocated as needed. Scott stated that currently there
are some roof leaks that are being addressed, the audio system will be
installed and sound testing will begin on October 9, 2008. The visual
information system should be completed in November, and the rest room
renovations will be the next focus.
C. Marketing Department — Linda Frederickson: Linda reported that both
the occupancy and client evaluations were distributed. Linda reported that
fall will be slow.
Linda reported the building recap as follows: Contracts were issued for
Aroma Senses in September; and Home, Berkline, Dreams and Expo in
March 2009.
Linda reported new business contracts for the following: Michigan
Association of Counties for 2009, Okinawa 2009, and Team for three
dates in 2009.
Linda reported the sales team will be attending customer service training
and are helping with the Delphi software customization.
Linda reported that Harvest Fest will be this Sunday at the City Market,
and Fall into Fitness will be Saturday and Sunday with a free expo in the
Lansing Center on Saturday and the Capital City River Run on Sunday.
Linda informed the Board members that their new head shots are in and if
they wish she can give them a CD to keep.
D. Food and Beverage Department — Bill Grove: Bill reported he received
sixteen resumes for the Concession/Bar Managers position, noting
interviews will begin in mid October.
6. Eric requested that the Board move into a closed session to discuss the results
of his performance evaluation after the Long Range Planning Committee
report.
LEPFA Board of Commissioners Meeting
Page 5
September 23, 2008
A motion was made to have the Personnel Committee discussion after the
Long Range Planning Committee discussion. MOTION: Haggart. SECOND:
Janssen. Motion approved.
VII. LONG RANGE PLANNING COMMITTEE: Committee Chairman Charles Janssen reported the
Long Range Planning Committee met last Friday (which was posted as a public meeting due to
having a quorum) to discuss the City Market development, and to review the Memorandum of
Understand(MOU)between the City and LEPFA. Committee Chairman Janssen stated the MOU is
an agreement with the City that LEPFA is responsible for the development of the new City Market
facility. Committee Chairman Janssen noted that on page two it stated that LEPFA is responsible
for the design, development, and construction, including obtaining permits for building the new
City Market. Also once completed LEPFA will be managing the new facility under the current
Operating Agreement with the City, noting the agreement will be amended to specify the needs of
the new building. Committee Chairman Janssen stated that on page three it stated the maximum
cost of the facility is to be no more than$1,590,000 with funds to be held by the City and dispensed
to LEPFA based on time schedules and documentation submitted to the City,noting this is standard
procedure. Committee Chairman Janssen stated the MOU does not need approval of the Board of
Commissioners,and was distributed for informational purposes.
Committee Chairman Janssen stated within the MOU are instructions that Eric Hart, on behalf of
LEPFA,will need to sign checks, retain architects and design teams. Committee Chairman Janssen
stated that with the current Board approved purchasing agreement; Eric needs to obtain the
approval from the Board for purchases of $15,000. Noting as with the Capital Purchases this
amount is not feasible as many check amounts will be greater in order to make the MOU workable.
Committee Chairman Janssen asked that the Board approve the same outlay as the Capital
Purchases, approving the concept of the MOU allowing Eric Hart to sign all checks and committing
to all expenditures to implement the MOU.
A motion was made that LEPFA authorize Eric Hart on behalf of LEPFA take all steps necessary to
implement the Memorandum of Understanding dated August 22, 2008 between the City of Lansing
and LEPFA regarding the City Market, including signing all checks and committing to all
expenditures necessary to complete the agreement. MOTION: Janssen SECOND: Haggart.
Discussion as follows:
Commissioner Jeffries asked if the language in the MOU is standard language for any project that
the City does. Gerald Ambrose stated yes. Commissioner Jeffries stated that the City Council is
part of the agreement, stating she is not sure if they should be, asking if they will be informed of the
process. Eric stated that the City Council will be informed with regular updates regarding the
development progress along with the Parks Board.
Commissioner Jeffries asked, if there should be language regarding reporting or some periodic
review of the project, noting she not comfortable with saying "go ahead and do." Eric stated the
intention is to continue the development through the Long Range Planning Committee, and
meetings with Long Range Planning will be held every two weeks with a monthly update to the
Board. Eric stated the request is the $1,599,000 and we have the ability to spend up to that,noting
without that approval from the Board every time there is an expense over$15,000 a Board meeting
will need to be called to approve the expense,which will require a Board meeting every two weeks
most of the time.
LEPFA Board of Commissioners Meeting
Page 6
September 23, 2008
Commissioner Jeffries asked if the City is going to manage the project. Gerald Ambrose stated
bottom line is that it will take more than a phone call for the City to release funds for the project,
noting it will take documentation and review. Eric stated the project will go as follows: the
American Institute of Architects has created a form document that will be completed and submitted
to LEPFA based on level of competition. When these forms are submitted it will provide a full
level of the projects completion and its status alone with all that is being billed. Eric stated the
form will get LEPFA's approval then be sent to the City for their approval. Committee Chairman
Janssen asked if the Board is going to be receiving a monthly report. Eric stated yes that is the
intention of the Long Rang Planning Committee.
Vice-Chairman Bowen stated she is unclear why a committee could commit the Board of
Commissioners to a capital project as extensive as this without the approval of the Board. Eric
stated the MOU commits the City to LEPFA, noting the way the articles are written LEPFA is not
committed to spending any money at this point. Eric stated he signs contracts for LEPFA on a
regular basis without the approval of the Board. Eric stated what is being asked is that he have the
approval to spend the money, noting if the Board wants to make those decisions he is fine with
calling Board meetings as needed to make financial decisions.
Vice-Chairman Bowen asked why, if the procedure of needing Board approval for purchases over
$15,000 does not work is it still in place. Eric stated that the procedure works well in regular daily
operations as very few purchases are over said amount, nothing that the new City Market, as with
the Capital Purchases, is an extenuating circumstance.
Motion unanimously approved.
VIII.PERSONNEL COMMITTEE: Eric requested that the Board move into a closed session
to discuss the results of his performance evaluation.
A motion was made to enter into a closed session to discuss and review Eric Hart's
performance evaluation. MOTION: Commissioner Haggart SECOND: Commissioner
Janssen. Motion approved.
At 8:50 a.m. role was called to enter into a closed session.
Yeas: Cindy Bowen, John Decker, Tim Haggart, Charles Janssen, Ellen Jefferies, and
Charles Mickens.
At 8:50 a.m. Gerald Ambrose exited the meeting.
A motion was made to exit the closed session and enter into the regular Board of
Commissioners meeting: MOTION: Commissioner Haggart. SECOND: Janssen. Motion
approved.
At 9:15 a.m. role was called to exit the closed session and resume the Board of
Commissioners meeting.
LEPFA Board of Commissioners Meeting
Page 7
September 23, 2008
Yeas: Cindy Bowen, John Decker, Tim Haggart, Charles Janssen, Ellen Jefferies, and Charles
Mickens.
Personnel Committee Chairman Tim Haggart stated the Committee met to discuss Eric Hart's
bonus. Noting according to Eric's contract he is eligible for up to 20% of his salary as a bonus,
60% is a quantitive measure, 40% is qualitive. Committee Chairman Haggart stated it is the
Personnel Committees recommendation that Eric get 50% on quantitive and 30% on qualitive for a
total bonus 16%
A motion was made that Eric gets 50% on quantitive and 30% on qualitive for a total bonus 16%.
MOTION: Commissioner Haggart. SECOND: Commissioner Janssen. Motion approved.
IX. COMMISSIONERS COMMENTS:
A. Commissioner Janssen: Commissioner Janssen thanked Eric Hart and his staff for
staying on task regarding the Market budget. Commissioner Janssen stated the
Long Range Planning Committee will be keeping the Board of Commissioners
informed with regular reports during the development process along with the
monthly reports being sent to the City.
B. Vice-Chairman Bowen: Vice-Chairman Bowen asked if the calls to the OrgPro
representative were made as discussed in the prior months meeting. Linda
Frederickson stated John Breslin has had meetings and received feedback, noting
the Lansing Center scored high. Linda Frederickson stated that the Lansing Center
will not bid on OrgPro until 2011 due to rotation of the event, not due to
performance.
Vice-Chairman Bowen asked how the employee meeting went and Eric stated it
was well attended and went well. Eric asked Dirk Spillemaeckers if the meeting
was informative. Dirk stated it was very informative on all accounts. Vice-
Chairman Bowen asked if any Board members were present. Eric stated no,
noting, there was great feedback and employees were thankful for the praises.
X. OLD BUSINESS:
No report.
XI. NEW BUSINESS:
No report.
At 9:23 a.m. the meeting was adjourned. THE NEXT MONTHLY MEETING IS SCHEDULED
FOR TUESDAY, OCTOBER 28, 2008 at 8:00 A.M. AT THE LANSING CENTER IN
GOVERNOR'S ROOM.
Respectfully submitted,
Tracy Hodges, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
NOVEMBER 25, 2008 t-''- ' `—
MINUTES
At 8:07 a.m. Vice Chairman Cindy Bowen called the meeting to order in,the Governor's Ro6_in
of the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.` `
COMMISSIONERS PRESENT: Cindy Bowen, Charles Janssen, Ellen Jeffries, Robert
Johnson(Ex-officio), Charles Mickens and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), James W. Butler III, John
Decker, Tim Haggart, and Kris Nicholoff.
OTHERS PRESENT: Marian Bryant, Heidi Brown, Shelly Busse, Eric Hart, Scott Keith, Greg
Soleau, and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities Authority; and Tim
Kaltenbach, Lansing City Council.
III. ESTABLISHMENT OF THE AGENDA: The agenda was accepted as presented.
IV. PUBLIC COMMENT: Mr.Dirk Spillemaeckers announced that LEFPA and AMTA signed
their next labor agreement and he indicated that they hope they showed their good intention and
everybody seems to be at least looking forward to the next two years of more prosperity rather
than less.
LEPFA employees Shelly Busse — newly hired Operations Administration Assistant, and Greg
Soleau—Accounting Manager introduced themselves to the Board of Commissioners.
V. APPROVAL OF THE MINUTES FOR OCTOBER 28, 2008: Heidi Brown,
Recording Secretary noted that there is one change— under "Approval of the Minutes" it
currently states, "The agenda and it . . ." and it should be removed. A motion was made
to accept the minutes with the correction noted. MOTION: Commissioner Jeffries (a
second and vote was not taken at this time due to a lack of a quorum).
VI. REPORTS:
A. CHAIRMAN'S REPORT: There was no report.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending October 31, 2008: Finance
Committee Chairman Charlotte Sinadinos reviewed the October 31, 2008 monthly
Financials as follows:
a. Lansing City Market:
Operating Revenue—Building Rental for the current period is $5,034 which is up
compared to the prior year's amount of$4,815; and for year to date the Building
Rental is $21,750 compared to the prior year's amount of$19,673. Utilities
Revenue is higher because we are charging more and for year to date the amount
is $2,444 compared to $604 for the prior year.
LEPFA Board of Commissioners Meeting
Page 2
November 25, 2008
Parking is down for year to date at $3,923 compared to $7,381 for the prior year,
because the Parking Department stopped selling parking passes for the lot
because they thought the building was going to be sold; they are now selling
passes after Eric's directive.
Operating Expenses — Utilities for the current period are $3,401 compared to the
prior year's amount of$2,960 and year to date utilities are $16,263 compared to
$14,675 for the prior year. Marketing, which included the Harvest Fest, is $850
for the current period compared to $922 for the prior year and for year to date the
amount is $4,169 compared to $1,158 for the previous year. Total Operating
Expenses for the current period are $11,022 compared to the prior year's amount
of$11,167 and for year to date the figure is $47,867 which is higher compared to
$41,157 for the prior year. After taking into account the City Contribution, we
have revenues over expenses in the amount of $4,286 for the current period,
which is less than last year's amount of $6,022 and year to date the amount is
$8,985 compared to last year's amount of$9,144.
Balance Sheet: Cash for the current year is $189,729 which exceeds the prior
year's amount of$158,033 by about $30,000. Unreserved Equity for the current
year is $198,769 compared to the previous year's amount of$200,898.
Budget vs. Actual: Building Rental for year to date is better than budget by
$2,226. Parking is less than budget by ($3,706). Total Operating Expenses for
year to date are better than budget by $602. Operating Expenses— Utilities were
better than budget for the current period and for year to date are better than budget
by $1,404. Total Operating Expenses were better than budget for the current
period by $852 and were higher than budget by ($754) for year to date. After
factoring Expenses against Revenues and taking into account the City
Contribution,we are less than budget by($152.26).
b. Oldsmobile Park:
Operating Revenues: There were no event revenues for the current period. There
were expenses of$17, which were applied to the Event Development Fund.
Operating Expenses: Salaries and Wages for year to date $16,510, compared to
the prior year's amount of$17,855. Utilities for year to date are$30,158, which is
less than the prior year's amount of$32,430. Miscellaneous expenses of$8,275
were the attributed to the shared suite between LEPFA and the CVB, which is
booked usually in December. Total Operating Expenses for the current period are
$26,229 compared to $17,267 and year to date is $93,028 which exceeds the prior
year's amount of $84,652. After taking into account the City Contribution, we
have a net income for the current period of$1,753 compared to $9,963 and year
to date the amount is $48,192, which is similar to the prior year's amount of
$48,065.
LEPFA Board of Commissioners Meeting
Page 3
November 25, 2008
Balance Sheet:
Cash for the current year is $214,958 which is down compared to the previous
year's amount of $239,087. Our Net Event Development Fund is at $81,458
compared to $82,663 for the prior year. Unreserved Equity for the current year is
$106,938 compared to the prior year's amount of$105,818.
Budget vs. Actual: Utilities for year to date are better than budget by $4,225.
Maintenance of Facilities is better than budget by $7,337, which is a planning
issue. Total Operating Expenses for the current period are higher than budget by
($2,534) and were higher than budget for year to date by $6,948. After factoring
Expenses against Revenues, and after taking into account the City Contribution,
we are better than budget for year to date by $7,869 for year to date.
c. Lansing Center:
Operating Revenues: Building Rental for the current period is $67,656, which is
down compared to the prior year's amount of$124,750 and for year to date the
amount is $212,939, which exceeds the prior year's amount of $210,302. Food
and Beverage for the current period is $224,378, which is less than the prior
year's amount of$252,029 and the year to date amount is $690,353, exceeds the
prior year's total of$620,039.
Total Operating Revenues are $367,457 for the current period compared to
$492,283 for the prior year and year to date the amount is $1,167,260 compared
to $1,094,742, which is up about$72,000.
Operating Expenses: Year to date Salaries/Wages are $603,923 which exceeds the
prior year's total of$518,410. Finance Chairman Sinadinos noted there has been
a change in Salaries/Wages posting; now they are accrued monthly as opposed to
in June only, so that the amount is closer to what is actual. Utilities for the
current period are $59,411, which exceeds last year's amount of$33,682 and year
to date Utilities are $213,824, which exceeds the prior year's total of $151,227.
Supplies and Materials are $16,492 for the current period, which exceeds the prior
year's total of $5,649 and for year to date the figure is $54,886 compared to
$21,660. Chairman Sinadinos noted $18,000 is attributed to the purchase of the
software for Sales and Marketing and computers. Food and Beverage expenses
for the current period were $135,718 compared to $144,297 for the previous year
and the year to date amount is $483,472 compared to $425,678 for the prior year.
Total Operating Expenses for the current period are $475,854, which exceeds the
prior year's amount of$425,875; and the year to date amount is $1,773,585 which
exceeds the prior year's amount of $1,491,384. After factoring in Expenses
against Revenues and after taking into account the City Contribution for current
period, we have a loss for the year of($41,454) compared to last year's income of
$138,290 and the year to date figure is a loss of ($299,719) compared to last
year's loss of($71,176).
LEPFA Board of Commissioners Meeting
Page 4
November 25, 2008
Balance Sheet: Total Cash and Cash Equivalents for the current year are $302,000
compared to the prior year's amount of$603,000. Unearned Revenue-Advanced
Rent (which is a future business indicator) for the current year is $432,505, which
is slightly less than the prior year's amount of $434,453. Unreserved Equity for
the current year is $67,090, which is less than the prior year's amount of
$217,573.
Budget vs. Actual: Building Rental variance is less than what was budgeted by
($12,306) for the current period and for year to date Building Rental was less than
budget by ($1,550). Food and Beverage Sales were less than budget for the
current period by ($27,956) and for year to date they were less than budget by
($1,407). Equipment Rental is better for year to date by$32,712. Total Operating
Revenues for the current period were less than budget by ($49,074) and for year
to date are better than budget by$23,821.
Under Operating Expenses Utilities were higher than budget for year to date by
($14,160). Supplies and Materials are higher than what was budgeted by
($35,317) for year to date. Total Operating Expenses were better than budget for
the current period by$13,806 and for year to date they were better than budget by
$12,060. After factoring Expenses against Revenues and after taking into account
the City Contribution for the current period, we are higher than budget by
($36,151) and for year to date we are better than budget by $32,889. After taking
into account the actual loss for year to date, we have a loss of($299,719).
Committee Chairman Sinadinos moved that the monthly financials for
Oldsmobile Park, the Lansing Center and the Lansing City Market for the period
ending October 31, 2008 be received as published, and further that the monthly
expenses for each entity be approved. SECOND: Commissioner Jeffries.
Motion was unanimously approved.
2. Audit Draft for 2007-2008: Committee Chairman Sinadinos noted that Audit
2007-8 draft was reviewed with Mark T. Kettner at the Finance Committee
meeting last night and will be reviewed with the full Board in December. There
were a few minor changes as has been the case in past years.
3. Pension Plan/Thrift Plan Amendment Update Resolution: Chairman
Sinadinos noted the Finance Committee is recommending to the Board for
approval an amendment to the Thrift Plan as was reviewed and recommended by
our attorneys to comply with new federal regulations that are mandated. Marian
Bryant reported that the amendment is to comply with federal regulations that
were handed down and is called "415 Regulation," and addresses deferred
compensation payment (bonuses, or other compensation) that is paid to
employees within 2.5 months after they leave employment. The regulations
require that bonuses, etc., be included in the definition of compensation, and that
it be treated according to how the plan is paid (take the pension out and pay 12%)
and applies to just the Thrift Plan.
LEPFA Board of Commissioners Meeting
Page 5
November 25, 2008
Finance Committee Chairman Sinadinos moved that the Board approve the
amendment addressing the new federal regulations to the Thrift Plan as presented.
SECOND: Commissioner Janssen, unanimously approved.
C. PRESIDENT & CEO'S REPORT: Eric Hart, reported the following:
1. Budget: Eric reported that based on the financials reviewed today, we are
starting to feel the budget concerns in terms of the economy, as is most of the
hospitality industry. Eric referenced the email he sent to staff freezing
spending, and putting staff in the conservation mode, and all expenses will go
through Eric. Eric referenced the Sales Summary Report and noted that we
need more confirmations and he noted that Rental Revenue is estimated to be
just about $850 this year, maybe a little higher and he noted he hopes to have
more comparable data to use for a budget tool and provide us with a history.
Eric noted he anticipates continued deterioration in terms of the City's budget
as property values decrease and people lose jobs; therefore, he is looking at all
options everywhere and is considering various plans to cut costs. He
suggested that we will be looking at all options this year, in ways to
consolidate services.
2. Entertainment Express — Trolley Update: Eric reviewed the Trolley
information as distributed to the Board members and as requested by the
Board at the October meeting. Eric noted that the ridership is staying constant
and is not growing, and this continues to be discussed with CATA. Eric
noted he is not happy with CATA and he and other Trolley stakeholders have
asked to meet with them to discuss their concerns and request that the trolley
service be released from CATA and contracted with a private contractor,
which provides more flexibility in terms of our ability to decorate, etc. and
they will also request that we begin working on lowering the price because as
the economy worsens and sponsorships are harder to find, we have to create
synergies to keep it running. Eric commented that the trolley is a great thing
for our cities and we want to grow the service and have CATA incorporate it
into their business plan. Eric discussed the EDC's frustration with CATA
during Silver Bells and he noted that he will continue to update the Board as
we move forward. Vice Chairman Bowen questioned the change in CATA's
cooperation. Eric noted the conflict comes in that we see the service from an
entertainment perspective and they see it as a service. Bob Johnson clarified
that over the years it appears there were changes in the federal regulations that
wouldn't allowed CATA to venture off their normal service line and it was
difficult for them to be creative in making the service happen. He noted
CATA is not creative which is apparent when you consider the buses, there is
no advertising, no creativity, which is not a criticism, but an indication of how
they operate and the framework that they operate within and they don't
deviate. Bob noted it is unfortunate, especially now that the citizens have
passed the recent millage.
LEPFA Board of Commissioners Meeting
Page 6
November 25, 2008
Eric noted the frustration for us is bared by our Marketing Team and their
frustration with CATA's marketing team, and the small issues such as the
sponsor's frustration with Halloween and not being able to decorate the
trolley. The sponsor's ran their own trolley with the radio stations and
competed against us. The issue was that we were given permission to
decorate the trolley and then were not able to do any of the advertising which
is not appealing to sponsors.
3. Vice Presidents' Report:
a. Marketing Department — Eric Hart reported for Linda Frederickson: Eric
reviewed the occupancy data as distributed and reviewed the status of various
contracts noting that Brain Injury has been issued a contract for 2009 and
2010, which is great because we were at risk of losing this business because
they had challenges with the City of Lansing, the Radisson and us over the
past five years, but they did choose to return. Contracts were also issued for
Woverton Inc. for March, 2010 and Life Changers for May, 2009. Potential
business includes Morley Inc. in 2009; Michigan Association of Social
Workers Annual Conference (CVB lead) in 2011 and the Michigan
Conference of Seventh Day Adventists (CVB lead) in 2009. Eric noted the
economic impact was $454,000 last month .
b. Finance Department — Marian Bryant: Marian noted that we just completed
the field work on the compliance audit for the Lansing Lugnuts and used a
new audit firm, Charles Moore and Associates, and we have not received an
official report from them, but will be sitting down with them to complete the
audit. Marian noted she was part of a first time event - the Ebony Fashion
Fare that occurred here at the Lansing Center, and it looked and worked out
very well and was sold out. The East Lansing/Lansing Links were happy to
have it here as previously it was at the Wharton Center and the event was
much better at the Lansing Center; the guests, members and Ebony were all
very pleased. Bob Johnson noted he purchased tickets (for the past five years)
for his wife and mother and they enjoyed the event here at the Lansing Center.
Marian noted it is an every other year event. Eric noted we also had a
Military Ball that we are also pursuing as well. and Caged Birds were
approached for a multi year deal and they were receptive to it, and were very
happy with us.
c. Food and Beverage Department — Bill Grove: Bill apologized for being late
(due to a grease fire). Bill reported that the month was decent in terms of Food
and Beverage; he also noted that the Senior Bar/Concessions Supervisor
position has been filled. Food and Beverage is still technically without an
Executive Chef, although they are extremely comfortable with the Sous Chef
as acting Executive Chef, which allows them to perform a thorough search for
the Executive Chef.. Vice Chairman Bowen asked if we offer holiday menus;
Bill explained that we do offer holiday menus and we try to incorporate
corporate discounts with the menus based on the days of the week and the
menu.
LEPFA Board of Commissioners Meeting
Page 7
November 25, 2008
d. Operations Department — Scott Keith: Scott apologized for being late and
reported that he was updating the marquee. Scott reported that we have come
to agreement with the AMTA unit and their agreement was signed yesterday.
We now have one bargaining unit done. Regarding the UAW Scott noted that
he had hoped to finalize yesterday, but did not and hope to come to agreement
by next week.
D. PERSONNEL COMMITTEE REPORT: Eric reported that a meeting is scheduled for
December 3 to discuss potential structural changes, and changes with the CFO position and
they will look at realigning services and moving things around and make changes in terms of
staffing. Eric noted he will also be meeting with Board members to discuss sales changes
with the CVB and will address this with the Personnel Committee before bringing it to the
full Board.
E. LONG RANGE PLANNING COMMITTEE: Committee Chairman Janssen noted that the
Long Range Planning Committee has been meeting every other Wednesday and they have
included three members of the Parks Board to address a moving timeline (with the architect)
of all the tasks necessary to complete the City Market build in a timely manner and they have
sent a number of designs and modified designs. Two design charrettes have been shared with
the vendors and they have had good suggestions for improvements. Chairman Janssen noted
they are also looking at green issues including geo thermo heat and a cost benefit analysis
will be done on that issue. Chairman Janssen noted after the meetings, Eric generates a
summary of the meetings which is distributed to the LEPFA Board, the Mayor, City Council,
and is posted on the City Market web site. Chairman Janssen also noted that a public meeting
will be held on December 18 at 6 p.m. for an updated and input, and notice will be sent and
finalized.
At 8:46 a.m.Bob Johnson exited the meeting.
Committee Chairman Janssen noted that he felt between the input from the vendors, the
designs that they continue to receive, the upgrades, and the timeline of the task list that they
need to consider, etc., the project is moving along. He noted there are some issues on
coordination such as the closing and changing of the river trail during the construction. He
noted there has been very good discussion and it seems to be moving along. It was also noted
that John Decker was asked his opinion of the process and vendor input, and John feels the
vendors are involved, and have input in the planning process and have had a good
opportunity for input, and that it is valued, which is a critical issue.
VII. COMMISSIONER AND STAFF COMMENTS:
A. Commissioner Charles Janssen: Commissioned Janssen noted that a motion is on the
table for the approval of the October minutes as revised. Motion was previously
made by Commissioner Jeffries; SECOND: Commissioner Sinadinos, the motion
was unanimously approved.
VIII. OLD BUSINESS:
No report.
LEPFA Board of Commissioners Meeting
Page 8
November 25, 2008
IX. NEW BUSINESS:
Eric noted the Holiday Party is December 11 at 5:30 p.m. and the invitations were
supposed to go out Friday, but hopefully will go out today. Clients and sponsors have
been invited, and the set up will be similar to previous years in the cafe/pub area.
At 8:50 a.m. the meeting was adjourned. MOTION: Commissioner Janssen SECOND:
Commissioner Jeffries the motion was approved.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, DECEMBER 16,
2008 at 8:00 A.M. AT THE LANSING CENTER IN GOVERNOR'S ROOM.
Respectfully submitted,
Heidi K. Brown, Recording Secretary
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AGENDA
Committee of the Ways and Means
Monday, January 26, 2009 @ 1:30 p.m.
Tenth Floor Conference Room - City Hall
Councilmember Carol Wood, Chair
Councilmember Tim Kaltenbach,Vice Chair
Councilmember Derrick Quinney,Member
I. Call To Order
II. Roll Call
III. Approval of Minutes: 12-04 & 12-08
W. Public Comment
V. Discussion/Action
1. Grant Acceptance
a. Pre-Disaster Mitigation Competitive Grant- PDMC-PJ-05-MI-2009-
009
2. Budget Transfers
a. Revenues estimated from the State of Michigan for 911 Dispatch
Training of$20,921
b. Funds for Sobriety Court in 54 A District, from Supreme Court
Administrative Office Renewal Grant, from US Department of Justice
Awarded to Ingham County Prosecutor's Office, Acceptance of State
Grant from Michigan Public Service commission by Greater Lansing
Go Green! Initiative
VI. Other
VII. Adjourn
VIII. Pending