HomeMy WebLinkAbout2009 LEPFA Minutes LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING r M1_l✓; _ ,
JANUARY 27, 2009
MINUTES
At 8:10 a.m. Chairman James W. Butler III called the meeting to order in the River StreeQyb. of
the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: James W. Butler III, John Decker, Ellen Jeffries, Robert
Johnson(Ex-officio), Charles Mickens, Cindy Bowen, Charles Janssen, and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Tim Haggart, Kris Nicholoff, Gerald Ambrose (Ex-Officio)
OTHERS PRESENT: Heidi Brown, Bill Grove, Eric Hart, Shelly Busse, Scott Keith, Greg
Soleau and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities Authority. 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 DECEMBER 16, 2008: A motion to accept
the minutes as published was made. MOTION: Commissioner Butler SECOND:
Commissioner Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler shared that he attended the
Presidential Inauguration in Washington D.C., the Michigan Ball, the Michigan
Delegation Activity, and several other Michigan activities. He stated that the
experience was awesome and a very joyous occasion.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending December 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 $4,765 which is higher than the prior year's amount of
$4,180 and for year to date is $31,378 exceeding the prior year's amount
of$28,091; this amount is up $3,200. Parking for year to date is $3,923
which is less than the prior year's amount of$7,381.
Total Operating Revenues for the current period are $5,437 which exceeds
the prior year's amount of $4,533 and for year to date is $40,816
compared to the prior year's amount of$37,821.
Commissioner Johnson entered the meeting at 8:15 a.m.
LEPFA Board of Commissioners Meeting
Page 2
January 27, 2009
Operating Expenses —Salary/Wages for year to date are $24,184 exceeding
the prior year's amount of $22,506. Utilities for the current period are
$5,790, which is less than the prior year's amount of$5,851 and for year
to date are $27,106 exceeding the prior year's amount of $24,542. This
amount is up $2,500. Miscellaneous Expenses for the current period are
$5,213.
Total Operating Expenses for the current period are $17,811 compared to
the prior year's amount of $13,480 and for year to date are $78,487
compared to the prior year's amount of$67,163. After taking into account
the City Contribution, Excess Revenues over Expenses for the current
period are at a loss of ($6,894) compared to the prior year's loss of
($4,367). Year to date Income is ($285.57) compared to the prior year's
income of$1,477.
Balance Sheet: Total Cash for the current year is $202,770 exceeding the
prior year's amount of$179,229. Unreserved Equity for the current year is
$190,381 compared to the prior year's amount of$193,231.
Budget vs. Actual: Building Rental for the current period is better than
budget by $503. Building Rental for year to date is better than budget by
$3,021. Parking for year to date is less than budget by ($3,706). Total
Operating Revenues for the current period are $492 better than budget and
for year to date are better than budget by$730.
Operating Expenses—Utilities for the current period are higher than budget
by $1,373 and year to date are higher than budget by $604. Maintenance
of Facilities for current period year to date are better than budget by
$2,694. Total Operating Expenses for the current period are better than
budget by $27.74. Total Operating Expenses year to date are higher than
budget by $1,973. After taking into account the City Contribution, Excess
Revenues over Expenses for year to date are higher than budget by
$297.62.
b. Oldsmobile Park: Event Revenues from the ATM are $45.14 and
Expenses are $5.00. Salary/Wages for year to date are $24,106, which is
less than the prior year's amount of $26,159. There is a Professional
Services credit for ($2,250), which was received from the architect after a
review of the bill. Utilities for year to date are $39,651, which is less than
the prior year to date amount of$45,046. Maintenance of Equipment year
to date is $10,530 which exceeds the prior year's amount of $9,298.
Miscellaneous for the current period is $10,243. Excess Revenues over
Expenses for the current period are $3,537 compared to the prior year's
amount of$15,098 and for year to date are $64,889, which is less than the
prior year's amount of$72,336.
LEPFA Board of Commissioners Meeting
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January 27, 2009
Balance Sheet: Cash for the current year is $252,090 which is less than
prior year's amount of$240,851.
Net Event Development Fund for the current year is $81,578, which is less
the than prior year's amount of$82,652. Unreserved Equity for the current
year is $105,845 compared to the prior year's amount of$130,077.
Budget vs. Actual: Event Revenue year to date is better than budget by
$1,891. Salary/Wages are higher than budget by $729.Utilities are better
than budget by $12,934. Total Operating Expenses are better than budget
by $8,948. After taking into account City Contribution, Excess Revenues
over Expenses for year to date are better than budget by$27,420.
c. Lansing Center: Building Rental for the current period is $33,379, which
exceeds the prior year's amount of $17,452 and for year to date is
$327,066, which exceeds the prior year's amount of$304,454. Food and
Beverage for the current period is up $10,000 and for year to date is
$1,110,056,which exceeds the prior year's amount of$1,035,407.
Equipment Rental for the current period is $28,494, which exceeds the
prior year's amount of $19,262. Other ancillary revenues are up for the
current period. Total Operating Revenues for the current period are
$246,021 compared to the prior year's amount of$207,076 and for year to
date are $1,840,000 compared to the prior year's amount of $1,731,257.
This amount is up $109,000 for year to date.
Operating Expenses —Salaries and Wages year to date are $899,728 which
exceeds the prior year's amount of $800,801.Utilities for current period
are $41,990 which exceeds the prior year's amount of $40,486, year to
date Utilities are $312,174 compared to the prior year's amount of
$231,090.
Food and Beverage Expenses for the current period are $105,225 which
exceeds the prior year's amount of$112,184. Food and Beverage year to
date expenses are $747,360 compared to the prior year's amount of
$686,798.
Revenues versus Expenses for the current period are a loss of($132,035)
and a year to date loss of($811,730).
After taking into account City Contribution, Excess Revenue over
Expenses for the current period is $66,841 for a year to date loss of
($312,418).
LEPFA Board of Commissioners Meeting
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January 27, 2009
Balance Sheet: Cash and Cash Equivalents for the current period are
$342,123 compared to the prior year's amount of $391,861. Accounts
Payable is down considerably from last year. Unreserved Equity for the
current year is $53,927 compared to the prior year's amount of$185,589.
Budget vs. Actual: Building Rental year to date is less than budget by
($24,408). Food and Beverage year to date is better than budget by$9,869.
Equipment Rental year to date is better than budget by $50,919. Total
Operating Revenues for the current period are less than budget by
($20,053) and for year to date are less than budget by ($19,820).
Operating Expenses — Salaries/Wages year to date are better than budget
by $44,006. Utilities year to date are higher than budget by ($12,678).
Maintenance of Facilities year to date is higher than budget by ($28,300).
After taking into account the City Contribution, Excess Revenue over
Expenses for the current period is better than budget by $71,149 and year
to date is better than budget by $47,494. The actual loss year to date is
($312,418).
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 December 31, 2008 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Butler. Motion carried.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. The LEPFA Staff adopted a family for the Holiday Season and Eric spoke
about the letters and pictures that were received from the family as
distributed.
2. The Annual Report has been sent to the City, which includes all of the
updates regarding LEPFA and Financials.
3. Eric pointed out that there is a type-o on page 2 of the Client Evaluation
Form. With regard to the Form, the satisfaction of the staff has increased.
Eric stated that all of the significant increases are due to the training for
customer service and downtown renovations. All of which is good news.
The `Be Nice"training, `Be Nice II" and management training all seem to
be having an impact. The Summary Info gives a snapshot of the last 3
years.
LEPFA Board of Commissioners Meeting
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January 27, 2009
4. Vice President's Reports:
a. Marketing Department — Eric Hart: There is a change in leadership for
the marketing department. The Sales Report shows that February(based
on the books) is sold out. March and April look good as well, although
we are still not making budget (Rentals). In analyzing the Sales &
Marketing Department, it appears that some wedding issues have been
overlooked.
Eric also communicated that he would not be filling the Vice President
of Marketing position at this time. Responsibilities have been moved to
other staff members. He would like to evaluate the program and monitor
the CVB relationship before proceeding with filling the position. Eric
also mentioned that the move of the CVB to the Stadium District will be
a positive move for both us and them. A discussion then ensued
regarding the CVB and the move.
Chairman Butler asked Eric how long he thought we would go without
a Vice President of Marketing. His concern for Eric (bum-out) was
discussed. Eric responded that he didn't have an exact time-frame for a
new Vice President, but hoped for July, to know how he'll proceed
(possibly sooner). Commissioner Cindy Bowen expressed her support
for Eric's timeline and for rebuilding the sales process foundation.
Eric also expanded on the Sales process and how it has changed
already. The Sales Department has broken down clients into A,B,C,D
clients and it was discovered that they (Sales Department) were
spending about 95% of their time on `C' clients. Clients have been
assigned to the sales staff, with John taking the `A' clients along with
some help from Patti. Eric feels that this will ultimately affect the
Sponsorships as well,by qualifying the clients.
Eric then brought up the reorganization that has taken place within
LEPFA. Heidi Brown has been promoted to Vice President of
Administration. Heidi will oversee clerical, HR functions, insurance and
pensions, with the Finance Department. Scott Keith has been promoted
to Executive Vice President and will be the "right-hand" person, taking
on more of.the day to day management role. Greg Soleau has been
promoted to Vice President of Finance and he is currently evaluating
the department. There is an Executive Chef offer pending and we still
need to fill the Food &Beverage Ops Manager position.
Eric concluded his report with a mention that the budget draft has been
sent to the City Administration.
LEPFA Board of Commissioners Meeting
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January 27, 2009
b. Operations Department — Scott Keith: Scott reported that POS
Proposals had been sent to several vendors (with 2 — 3 of those vendors
being local). Unfortunately, only one local vendor submitted a proposal
and they were not selected. The local vendor didn't come to the pre-
proposal meeting (whereas two out-of-state vendors were able to
attend), the information that the local vendor supplied was insufficient
and they came in $60,000 over the next lowest bid. This local vendor
lodged a complaint.
Commissioner Butler asked who the local vendor went to and Scott
responded that he went to the Mayor, and the Mayor felt it wasn't an
issue after reviewing the information.
Scott discussed finalizing the Pedway Project and that he is sending out
bids to the Project Manager and hopes to move forward this summer.
c. Finance Department—Greg Soleau: Greg stated that he is happy to be
here and excited to be a part of this.
Commissioner Butler mentioned that the meeting would end at 9:15
a.m.
d. Administration- Heidi Brown: Heidi thanked everyone for their support
and looks forward to the new challenge.
e. Food and Beverage Department—Bill Grove: Bill mentioned that he
hopes to make an announcement regarding the Executive Chef position
within a week. He will focus on the Food & Beverage Ops Manager
position in February. January's Food &Beverage budget was surpassed.
D. Long Range Planning Committee: Commissioner Janssen reported that he was
not at the last meeting,but the committee is meeting tomorrow at 9:30 a.m. There
are some major issues with the Parks Board.
E. Personnel Committee: On behalf of Commissioner Haggart, Eric
stated that our attorney is working with the individual to resolve issues regarding
the separation agreement.
VII. COMMISSIONERS AND STAFF COMMENTS: Commissioner Butler
commented that he thinks it is a great thing to promote from within, it motivates
employees and he offered his congratulations to everyone in the room who had
received a promotion.
LEPFA Board of Commissioners Meeting
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January 27, 2009
Councilmember Kaltenbach posed a question with regard to the $30 million
expansion proposal. Eric replied that 5% is investing and there are plans.
Commissioner Jeffries mentioned that she attended Marian's luncheon and that it was
nice. She also offered her congratulations to Greg, Scott and Heidi as well.
Commissioner Bowen questioned if the Sales Department would attend MSAE. She,
too, offered her congratulations.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report
At 9:15 a.m. the meeting was adjourned. MOTION: Commissioner Butler. SECOND:
Commissioner Mickens. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, FEBRUARY 24, 2009
AT 8:00 A.M. AT THE LANSING CENTER IN MEETING ROOM 205.
Respectfully submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
FEBRUARY 24,2009
MINUTES
At 8:03 a.m. Chairman James W. Butler III called the meeting to order in Meeting Room 205 of
the Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: James W. Butler III, John Decker, Ellen Jeffries, Cindy
Bowen, Charles Janssen, Charlotte Sinadinos, and Tim Haggart
COMMISSIONERS EXCUSED: Kris Nicholoff and Charles Mickens. Others excused: Bob
Johnson, Gerald Ambrose, Tim Kaltenbach and Kathie Dunbar
OTHERS PRESENT: Heidi Brown, Bill Grove, Eric Hart, Shelly Busse, Scott Keith, Greg
Soleau, Beth Lindquist and Dirk Spillemaeckers-Lansing Entertainment & Public Facilities
Authority. W. Lee Hladki—Convention and Visitors Bureau (CVB).
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR JANUARY 27, 2009: A motion to accept the
minutes as published was made. MOTION: Commissioner Janssen SECOND:
Commissioner Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler commented on the Finance
Meeting that was held on Monday, February 23, 2009 at the Lansing Center. He
said that he found the information presented during the meeting contained a lot of
detailed and in-depth information.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending January 31, 2009:
Finance Committee Chairman Charlotte Sinadinos told everyone that going
forward, she would be reducing the amount of financial information given
during the financial reporting portion of the Board meetings since everyone
gets the information ahead of time and has a chance to review it prior to the
meeting. She then reviewed the financial statements as follows:
a. Lansing City Market: Operating Revenues for the current period are
$8,067 which is down from the previous year's current period amount of
$10,254. This reduction is due to the change in parking revenue. Year-to-
date Operating Revenue is $48,883, which is ahead of the prior year's
amount of$48,075. Operating Expenses for the current period are $12,741
which is less than the prior year's current period amount of$16,792. Total
Operating Expenses year-to-date is $91,228 which exceeds the prior year's
amount of$83,955. Net Loss for the current period is ($1,903) compared
to the prior year's amount of($3,761).
LEPFA Board of Commissioners Meeting
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February 24, 2009
Balance Sheet: Unreserved Equity for the current year is $188,585 (which
is in-line) compared to the prior year's amount of$189,470.
Budget vs. Actual: Total Operating Revenues for the current period are
less than budget by $2,530. Total Operating Revenues for year-to-date are
less than budget by $1,800. A current period loss of($1,759), year-to-date
is behind budget by($2,705).
Commissioner Jeffries entered the meeting at 8:10 am
b. Oldsmobile Park: There is no Operating Revenue for the current period,
but that will change with spring approaching. Maintenance of Facilities is
lower than last year. The Miscellaneous line is (0) for the current period
due to PSD and Suites. This will be true for all three financial statements.
There is a current period Net Loss of($6,876) compared to the prior year's
loss of ($35,923). Net Income year-to-date is $58,013 compared to the
prior year's amount of$36,412. Unreserved Equity for the current period
is $98,988 compared to the prior year's amount of$94,149.
Budget vs. Actual: Variance for the current period is $3,946 compared to
the prior year's amount of$31,367.
Chainnan Butler asked Scott to explain the spending that is necessary for
concrete.
Scott explained that concrete at the stadium moves every year and
typically we have to spend between $5,000 and $10,000 on repairs. This
year there is a significant crack in the ball field and this repair will cost
between$5,000 and $10,000 as well.
Chairman Butler also asked Scott to explain the issue of pipes freezing.
Scott explained that the ball park isn't winterized so the pipes have to be
drained every year. There is always a concern about turning them on too
early in the season, due to freezing.
Lansing Center: Operating Revenue for the current period is $416,940
which exceeds the prior year's amount of$363,811. Year-to-date Revenue
is $2,257,741 which exceeds the prior year's amount of$2,095,068.
Scott discussed issues that we are having with steam. We are trying to
locate the problem. There was a meeting with the CFO from the Board of
Water & Light and it was discovered that last month's bill was only an
estimate for two of the steam meters and the CFO assured us that this
wouldn't happen again. It was also discovered that there may be a problem
with our heat exchangers.
LEPFA Board of Commissioners Meeting
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February 24, 2009
Commissioner Bowen entered the meeting at 8:15 am
Food and Beverage Expenses compared to Revenues were lower for the
current period,which means that food costs are down.
The current period Net Loss is ($113,267) compared to the prior year's
Net Loss amount of ($90,252). Year-to-date Net Loss is ($425,685)
compared to the prior year's year-to-date loss of($193,413).
Unreserved Equity is ($59,340) compared to the prior year's amount of
$95,336. We do have cash flow. Unearned Revenue advanced rent is
$426,824 compared to the prior year's amount of$433,477.
Budget vs. Actual: Total Operating Expenses for the current period are
$14,431 which is better than budget and for year-to-date is less than
budget by $5,388. Total Operating Expenses are higher than budget by
$56,574. Variance for the current period is less than budget by $57,462
and year-to-date is better than budget by $8,677. The actual loss for year-
to-date is ($425,685).
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, 2009 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Haggart. Motion carried.
C. PRESIDENT & CEO'S REPORT: Eric referenced the Executive Summary
Sheet and financial piece that was distributed and discussed the partnership that
LEPFA is entering into with the CVB. Shari Berger, the Vice President of Sales
for the CVB, will assume the Vice President of Sales position here at LEPFA.
She will report to the CVB for CVB matters and to LEPFA for LEPFA matters.
She will oversee the staff members for both organizations. Eric reviewed both of
the reference pieces and discussed the benefits and savings that will be recognized
by LEPFA.
Lee Hdalki, President &CEO (of the CVB) mentioned that this is a model that
has been replicated throughout the country and it is nothing new. The savings
should be reinvested into future sales efforts.
Chairman Butler commented that the collaboration is outstanding and appreciates
the efforts. He then asked for comments from the Board members.
Commissioner Sinadinos said that she is delighted with the idea and that it is a
nice approach. Commissioner Haggart agreed that it is a great idea. Commissioner
LEPFA Board of Commissioners Meeting
Page 4
February 24, 2009
Janssen also said it is a great idea and asked for potential downsides.
Eric stated that there will be challenges.The process that Shari uses is a learning
curve for both organizations, how conventions centers operate,etc. Eric sees this as
opportunity for growth and really doesn't see any downsides. Commissioner
Janssen asked if the Board would be able to see Shari from time to time. Eric
anticipates that Shari will be a part of the monthly Board meetings.
Commissioner Jeffries said that she thinks that this is a good collaboration and
wanted to know what the duration of the contract would be. Eric stated that he
hasn't seen the contract yet, but that it is a standing agreement and that we would
both have "out" clauses. Lee Hdalki said that their legal department is reviewing
the contract now and anticipates that there is a 30-60 day"out".
Commissioner Bowen stated that she is excited with the idea and asked three
questions. Have you thought about the Sales vs. Operations (internally)? Eric
answered that CVB will bring in the leads and Sales will finalize. Will Shari give
guidance on rate negotiations? If the CVB represents Lansing, is there a conflict?
Eric stated that this will be a learning curve for Shari and they are working on a
Performance criteria for sales. He also said that there is always the potential for
conflict, and we will have to rely on the professionalism of the sales staff. The
CVB should be the clearing house for those deals. It will come down to the people
who put in bids and it should be given to the best bid. Lee Hdalki said that the
CVB should declare up front who is doing the negotiating. Commissioner Bowen
stated that she has no doubt about the integrity of either organization, but felt that
the issue needed to be discussed. Commissioner Bowen asked if there will be an
incentive (performance) for the individual. Eric stated that there is an incentive in
place for LEPFA. Lee Hdalki said that the CVB incentive will stay in place,
however, for the first year there will be nothing added for the LEPFA side.
Chairman Butler pointed out that since there is an incentive on both sides, could
this be considered double-dipping? Lee Hdalki answered that this is a good
question because some of the goals set for the CVB will involve the Lansing
Center. There will need to be careful consideration with this regard. Chairman
Butler asked Commissioner Haggart if this fell under his realm in dealing with
personnel. Commissioner Haggart said that he didn't think so. Eric stated that
there is an incentive in the current position somewhere between 0-10% and we are
not limiting it to this contract. Chairman Butler then said that a lot of the tasks
performed by Shari will be in tandem with the CVB and the Lansing Center. We
need to come together and mesh them and deal with it. We need to be ahead
because these questions will be asked. Commissioner Jeffries asked if the sales/
marketing reimbursement will remain in the budget. Eric answered that the
intention would be that the relationship with the CVB will continue. Presently
there is a contract in place until December 31, 2009. We will need to renegotiate
between the two parties moving forward with an extension and that the
relationship with the CVB will continue. Commissioner Decker stated that this is
an excellent collaboration and that the savings are attractive. Chairman Butler
asked if there is anything that the Board can do to help make this successful. Lee
Hdalki stated that the Board could make sure that there is no "splitting" behavior
among the Board Members.
LEPFA Board of Commissioners Meeting
Page 5
February 24, 2009
Communication between the two Boards and entities will be key. Chairman
Butler recommended that a FAQ form be produced for this position so that both
Boards are on the same page at the same time. Eric stated that the agreement
would begin in mid-March and that the contract still needs to be finalized.
Chairman Butler asked Eric if he would like a motion of support from the Board
with regard to the Vice President of Sales' position. Eric agreed for support.
Commissioner Bowen moved for a show of support for the Vice President of
Sales position. SECOND: Commissioner Haggart.Motion carried.
**Lee Hdalki exited the meeting at 8:50 am
Eric introduced Beth Lindquist, HR/Payroll Specialist,to the Board Members.
Beth told the Board a little bit about herself and then the Board Members
introduced themselves to Beth.
**Beth Lindquist exited the meeting at 8:53 am
2. Vice President's Reports:
a. Marketing_Department—Eric Hart: Eric relayed to the Board that LEPFA is
now a part of"viral marketing", he explained that LEPFA could now be found
on-line via Twitter,Facebook, Flickr and Linkedin. Which has resulted in a
dramatic jump in our web-site hits.
Eric provided a Trolley update and stated that there are challenges. He stated
that the economy is killing the market. We have been trying new efforts and
have a proposal out to CATA to assume more financial responsibility. There
hasn't been a response from CATA regarding the proposal yet.
Eric noted that Client Evaluations are down, back to 2007 levels. The numbers
Show that we are high on individual items. We had two low responses which
took the number down and we did follow-up with those clients.
Commissioner Janssen asked if these clients were repeat clients. Eric answered
that one of the clients was and one wasn't. We learned that the clients were
familiar with hotel-style environments and not convention centers.
Eric gave an update on Common Ground, stating that some of the talent has
been confirmed and should be firm within the next two weeks. There are some
Sponsorship challenges and a 30% drop is anticipated, which is approximately
$100,000. There is a new web-site rolling out which will be interactive. You
will be able to download music and videos, upload videos, socialize and chat.
Eric also reminded everyone that the location is changing and that the Pearle
Vision stage will be on Shiawasse Street facing southwest.
LEPFA Board of Commissioners Meeting
Page 6
February 24, 2009
There was a discussion regarding the map and if it would be available at the
next Board meeting. Scott said that it would be ready for the next meeting.
b.Finance Department—Greg Soleau: The accounting department is ready to
finalize the Common Ground audit for the last three years. Greg is working
on a replacement for his old position. Greg is also staying on top of the new
tax cuts that are in place.
"Commissioner Janssen exited the meeting at 9:00 am
c. Operations Department—Scott Keith: Scott is finalizing the Common Ground
map and as stated earlier,it will be ready for the next meeting.A final Addendum
was made to the Food&Beverage contract. A POS system has been ordered for
Oldsmobile Park. Scott hopes to have a Capital list for next year available for the
Long Range Planning Committee to review at the next meeting. Thursday will be
a final review of the CMI Project.
d.Food&Beverage Department—Bill Grove: Bill reported that the transition with
the new chef is complete and there have been positive responses from both clients
and staff alike.There have also been improvements in costs. It is a win-win for all.
On Friday, interviews will begin for the Food&Beverage Ops Manager position
and he hopes to have that filled within the next two weeks.February will be a
strong month and will surpass numbers.
e. Administration—Heidi Brown: Heidi referred to the Food&Beverage Department's
staff changes. The Marketing Sponsorship Coordinator has resigned and we are in the
process of filling that position.Everyone on the staff has attended the "Be Nice"
training part 1 and everyone is now working on the part 2 portion.All managers are
attending the Team Building portion as well. Heidi is looking into the health care and
COBRA information.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Haggart passed out a
hand-out that covers the Project Labor Agreement for the City Market project. He put
this plan together because he has been asked by so many why have one. Commissioner
Haggart explained the hand-out and asked(on behalf of Commissioner Janssen)that a
Motion be made to be sure that everyone is on board with this. The points of the Project
Labor Agreement are outlined as follows:
• If the construction of the New City Market is not completed by December 1, 2009 Ten Thousand
and 00/100 Dollars ($10,000.00)per month rent shall be paid to the developer for the New
Marketplace Project(Pat Gillespie).
• The need to finish the New City Market before the New Marketplace Development can begin.
• There will be no work stoppages as the result of local trades going on strike during the duration of
the project due to the expiration of Collective Bargaining Agreements
• The project is taking place throughout the peak construction season and a skilled labor shortage is
anticipated due to the simultaneous construction of area projects including The Accident Fund
Headquarters, The New BWL Chiller Plant,The Michigan State Police Headquarters,The MSU
Brody Hall Renovation,The MSU Owen Hall Renovation,The Capitol Club Tower Project,The
Grand Ledge and Lakewood Public Schools,The State of Michigan—Capital Complex—Austin,
Williams & Van Wagoner Buildings.....Just to name a few.
LEPFA Board of Commissioners Meeting
Page 7
February 24, 2009
• There will be a savings in labor costs due to everyone working under a uniform agreement,rather
than utilizing various local union agreements or permitting contractors to establish their own
terms and conditions.
Chairman Butler asked if there were any questions and if everyone was clear on why we
are doing this.
A Motion to accept the Long Range Planning Committee's recommendation's for the
Project Labor Agreement was made by Commissioner Haggart, SECOND:
Commissioner Decker . Motion carried.
Eric stated that he has seen part of the bid packet and that Scott and John have
been working with the architect and have been very involved. There is a concern
regarding the soil at the site. There is unbuildable soil in part of the site, and they
are looking at options to correct this. There is a pause on the designs until this is
worked out. The good news is that by redesigning the piers that support the
structure we are saving about$100,000 and the soil issue will cost about $100,000
so it would be a wash.
E. PERSONNEL COMMITTEE: Tim Haggart Motion was made to enter into a
closed session to discuss a legal opinion from our attorney.
MOTION: Commissioner Haggart, SECOND: Commissioner Bowen. Motion
carried.
At 9:15 a.m. roll call was taken to enter into a closed session.
Yeas: Cindy Bowen, James W. Butler III, John Decker, Tim Haggart, Ellen Jeffries,
and Charlotte Sinadinos.
A motion was made to exit the closed session and enter into the regular Board of Commissioners
meeting: MOTION: Commissioner Haggart. SECOND: Commissioner Jeffries. Motion
approved
At 9:30 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, Ellen Jeffries and Charlotte
Sinadinos
VII. OLD BUSINESS: No report
VIII. NEW BUSINESS: No report
LEPFA Board of Commissioners Meeting
Page 8
February 24, 2009
At 9:33 a.m. the meeting was adjourned. MOTION: Commissioner Bowen. SECOND:
Commissioner Haggart. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, MARCH 24, 2009 AT
8:00 A.M. AT THE LANSING CENTER IN THE GOVERNOR'S ROOM.
Respectfully submitted,
Shelly Busse,Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
MARCH 24,2009
MINUTES
At 8:08 a.m. Chairman James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing,Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, John Decker, Tim Haggart, Charles Janssen,
Ellen Jeffries, Charles Mickens, Kris Nicholoff and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Cindy Bowen, Bob Johnson (Ex-Officio) and Gerald Ambrose
(Ex-Officio).
OTHERS PRESENT: Tim Kaltenbach—Lansing City Council, Eric Hart, Scott Keith, Bill Grove,
Greg Soleau, Shari Berger, Heidi Brown, Paul Ntoko, John Hooper and Dirk Spillemaeckers—
Lansing Entertainment&Public Facilities Authority; Tim and Lynnette Bugenske—Better Finds,
LLC.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: Lynnette Bugenske, owner of Better Finds, LLC spoke
before the Board of Commissioners requesting the Board's support of an event that
will be held at the Lansing City Market on May 2, 2009. Lynnette said that she is
proposing that the first Saturday in May be established as "Native Plant &
Wildflower Saturday."
Chairman Butler thanked Lynnette for her comments and encouraged all Board
Members to attend this event.
Commissioner Janssen also thanked Lynnette for her comments and suggested
that an e-mail blast could be an effective tool to communicate this information.
Commissioner Mickens and Tim Kaltenbach entered the meeting at 8:15 a.m.
Tim and Lynnette Bugenske exited the meeting at 8:15 a.m.
Bill Grove introduced Paul Ntoko, the newly hired Food & Beverage Operations
Manager. Paul Ntoko thanked the Board members for the welcome
and exited the meeting at 8:20 a.m.
V. APPROVAL OF THE MINUTES FOR FEBRUARY 24, 2009: A motion to
accept the minutes as published was made by Commissioner Tim Haggart. Commissioner
Haggart stated that he would like to amend the minutes to reflect the Project Labor Agreement
added to the Long Range Planning Committee section of the February 24, 2009
minutes. MOTION: Commissioner Haggart SECOND: Commissioner Sinadinos
Motion carried.
LEPFA Board of Commissioners Meeting
Page 2
March 24, 2009
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler stated that the LEPFA
organization continues to excel in this environment, noting that the
competition is stiff.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending February 28, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansing City Market: Operating Revenues year-to-date are $37,113
compared to the prior year's year-to-date amount of$33,261. Parking is
down compared to last year by $6,200. Operating Expenses for the current
period are $11,304 compared to the prior year's current period amount of
$11,207. Total Operating Expenses year-to-date are $102,533 compared
to the prior year's amount of$94,983. Total loss for the current period is
($5,340) compared to the prior year's loss of($5,343). Excess Revenues
over Expenses for a year-to-date loss of($7,529) compared to the prior year's
loss of($7,626).
Balance Sheet: Cash for the current year is $3,760 compared to the prior
year's amount of$4,020. Receivables are less than the prior year's amount
by ($41,500). Accounts Payable is less than the prior year's amount by
($24,000). Unreserved Equity for the current period is $183,284 compared
to the prior year's amount of$184,127.
Bud,get vs. Actual: Total Operating Revenue year-to-date is less than bud-
get by($2,189). Total Operating Expenses are higher than budget by$1,021.
Year-to-date we are behind budget by ($3,210).
b. Oldsmobile Park: There is no Operating Revenue for the current period. The
Professional Services amount of$6,468 is due to legal fees for the P.O.S.
system and the audit. There is a loss for the current period of($11,171)
compared to the prior year's loss amount of($13,856). Income year-to-date
is $46,842 compared to the prior year's amount of$22,556.
Balance Sheet: Cash for the Current Year is ($9,000) less than the prior
year's amount of$173,434. Accounts Receivables are ($1,000) less than the
prior year's amount of$1,363. Unreserved Equity is at$87,820, which
exceeds the prior year's amount of$80,288. Payables are ($20,000) less than
LEPFA Board of Commissioners Meeting
Page 3
March 24, 2009
the prior year's amount.
Budget vs. Actual: The current period variance is $7,239 and the year-to-
date variance is $38,607, which is ahead of budget.
c. LansinL,Center: Year-to-date Operating Revenue is $2,858,000 compared
to the prior year's amount of$2,711,853. Total Operating Expenses for the
current period are $511,400 compared to the prior year's amount of$512,189.
Utilities continue to be an issue and are still being reviewed. Current period
Income is $189,703 compared to the prior year's amount of$139,175. There
is a year-to-date loss of($235,981) compared to the prior year's amount of
($54,237).
Balance Sheet: Cash and Cash Equivalents year-to-date are$264,734 compared
to the prior year's amount of$231,726. Accounts Receivable for the current year
is ($47,000) less than the prior year's amount. Accounts Payable is ($46,000)
less than the prior year's amount. Advanced Rent is $378,081 for the current
year, compared to the prior year's amount of$450,635. Unreserved Equity for
the current year is $130,363 compared to the prior year's amount of$234,512.
Budget vs. Actual: Total Operating Revenue for the current period is $601,150.
Total Operating Revenue year-to-date Variance is $52,151. Operating Expenses
for the current period are $16,173; which is higher than budget. Year-to-date
Operating Expenses are also higher than budget by$5,433.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing
Center for the period ending February 28, 2009 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Haggart. Motion carried.
2. Chili Cook-Off Liquor License Resolution: Finance Committee Chairman
Charlotte Sinadinos stated that the Finance Committee has reviewed and
approved the Chili Cook-Off Liquor License Resolution and moved that it be
approved by the Board. SECOND: Commissioner Haggart. Motion carried.
3. Take Me Out to the Ballgame Audit 2006-7: Finance Committee Chairman
Charlotte Sinadinos stated the Audit has been completed and will go to
the city.
Chainnan James W. Butler III asked why the audit was for 2006-2007 and not
for 2007-2008. Eric explained that 2008 just ended and the audit is for the prior
year. Eric stated that there were really only two items of concern with the audit.
LEPFA Board of Commissioners Meeting
Page 4
March 24, 2009
The first concern is that it is hard to reconcile cash because cash is recognized
when it is taken in. So, if there is a spot check in April and cash was taken in
January, it is hard to recognize the cash. Going forward, we will change how
we do an audit,we will start the audit in July and do a spot check in cash and
operations. At the end of the year we will reconcile the cash to the
receipts.
The second concern is that the Lugnuts have been taking 18%for food gratuity in the
suites,but have not been paying the city. This will be reviewed and they will
have 30 days to determine what the total amount owed is. There is an agreement that
some compensation will go back to the city,we just don't know how much
that will be.
Commissioner Charles Janssen commented that as a community volunteer and
having volunteered at Munn Arena and the Breslin Center and on occasion at Olds
Park,volunteers may benefit from some group training by the MSU venues.
Eric stated that he is hopeful that with a new Food Service Manager in place, along
with a new POS system in place,there will be fewer issues.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. LEPFA is involved with"social networking" and that LEPFA, as well as Common Ground,
can now be found on Facebook, Twitter and YouTube.
2. Eric stated that an announcement regarding two Common Ground acts will be made
later this week and four more acts within the next week or two.
3.The agreement with the CVB has been signed and Eric introduced Shari Berger to the
Board members. Eric stated that they would be releasing a Sales Plan draft today and are
working on the Marketing/Sponsorship Plan. Eric announced the resignation of Kim Mull,
the Graphics Designer for LEPFA.
4. Eric reported that LEPFA's budget has been submitted to the city and has been accepted.
Chairman Butler asked Eric if there were any concerns regarding the budget and also
commented that in the past the budget used to go to the Board first. Eric stated that he
didn't foresee any issues with the budget and that we used to submit the Budget to the
Board first for approval and then to the city. Now, it is the opposite. After the admini-
stration accepts the budget; we'll bring it to next month's Board meeting for approval.
5. Vice President's Reports:
a. Finance Department: - Greg Soleau: No Report
b. Operations Department—Scott Keith:
1. Scott stated that the bid specks did well and that the City Market project is due by
the 29"'
LEPFA Board of Commissioners Meeting
Page 5
March 24, 2009
2. Scott reported that Olds Park has opened and that there were no issues opening
the park this year.
3. Scott has received notice and that IATSE negotiations will start April 2"d.
Chairman Butler asked how sponsorships and tickets sales are for the Lugnuts. Eric
answered that most contracts were negotiated last year and run about 3 to 5 years,
so there are no problems right now. They are working really hard with the sponsors
to keep families attracted through creative marketing,for example, offering
different value packages for different days of the week.
c. Sales &Marketing Department—Shari Berger:
1. Shari reported that she started at LEPFA on March I"and has been observing the team
and enhancing the Delphi system. She passed out a draft of the Sales Plan to the Board
members and gave a brief overview of the plan. Shari stated that this will be the Sales
Department's working tool. She discussed how the job descriptions have been
enhanced,what the performance expectations for the staff will be and that there will be
coaching and training to help the staff achieve their goals. Sheri asked that the draft of
the Sales Plan be passed back. Chairman Butler asked why we are passing them back.
Eric explained that this plan hasn't been finalized and would like to give a synopsis
of what is in it.
John Hooper exited the meeting at 8:55 a.m.
2. Shari then addressed all of the current reports that have been previously received
at Board Meetings and asked the Board which of these reports provided them with
information that is useful and important for them to have. Sheri introduced a new
Market Mix Report and covered the highlights of this report. She asked the Board if
this is a report that they would like to see.After a brief discussion by the Board,
Eric commented that it would be a good idea to mirror the Marketing report to
the Finance report and have Shari put together a summary.
d. Food &Beverage Department—Bill Grove: Bill reported that February was a good
month for his department and that March is looking good as well.The Food&
Beverage Operations Manager position has been filled,he is now in the process
of filling the vacant Souse Chef position.
e. Administration/HR--Heidi Brown: Heidi stated that she is looking into the job
descriptions and has a health benefits committee meeting at the end of this month.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen stated that there are
no outstanding issues at this point in time. Commissioner Butler asked how the new City
Market project is coming along and Commissioner Janssen responded that 6 contractors have
already been qualified.He also stated that the Bid Documents went to the pre-qualified last
LEPFA Board of Commissioners Meeting
Page 6
March 24, 2009
week. The bids should be back to us by April 10,with a groundbreaking by mid to late month in
April.
E. PERSONNEL COMMITTEE: No report.
VII. COMMISSIONERS &STAFF COMMENTS:
A. Commissioner Sinadinos welcomed Shari and stated that the plan is exciting.
B. Commissioner Haggart welcomed Shari.
C. Tim Kaltenbach mentioned that the budget has been received.
D. Commissioner Mickens welcomed Shari.
E. Commissioner Nicholoff welcomed Shari and thanked Commissioner Butler.
F. Commissioner Jeffries welcomed Shari and presented 2 newspaper clippings to the Board that related
to the promotions of several LEPFA staff members.
G. Commissioner Janssen welcomed Shari and asked for the Board members to visit the City Market,if
they are able and introduce themselves to the tenants and build some excitement for the new City
Market.
E. Commissioner Decker congratulated Shari. Shari stated that she is excited to be here and be a part of
the process.Bill stated that a celebrity chef was in town and made use of our kitchen, along with Chef
Jeff and LCC students.
VM.OLD BUSINESS: No report
IX.NEW BUSINESS: No report.
At 9:31 a.m. the meeting was adjourned. MOTION: Commissioner Haggart. SECOND: Commissioner
Sinadinos.Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY,APRIL 28, 2009 AT 8:00 A.M.
AT THE LANSING CENTER IN THE GOVERNOR'S ROOM.
Respectfully submitted,
Shelly Busse
Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
APRIL 28, 2009
MINUTES
At 8:08 a.m. Chairman James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing,Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, Charles Janssen, Charles Mickens,Kris
Nicholoff, Charlotte Sinadinos, and Cindy Bowen.
COMMISSIONERS EXCUSED: Bob Johnson(Ex-Officio), Gerald Ambrose(Ex-Officio), John
Decker, Tim Haggart and Ellen Jeffries.
OTHERS PRESENT: Tim Kaltenbach and Kathie Dunbar—Lansing City Council; Eric Hart, Scott
Keith, Bill Grove, Greg Soleau, Shari Berger, Heidi Brown and Shelly Busse — Lansing Entertainment
&Public Facilities Authority.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: No public comments.
V. APPROVAL OF THE MINUTES FOR MARCH 24, 2009: A motion to
accept the minutes as published. MOTION: Commissioner Mickens.
SECOND: Commissioner Bowen. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: No Report.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Endinjj March 31, 2009:
Finance Committee Chairman Charlotte Sinadmos reviewed the Financial
Statements as follows:
a. Lansing City Market: Operating Revenue for the current period is $9,109
compared to the prior year's amount of$9,348. Total Operating Revenue year-
to-date is $61,227 compared to the prior year's amount of$60,332. Excess
revenues over expenses for the current period are$2,146 compared to the prior
year's amount of$2,321. Year-to-date there is a loss of($5,382) compared to the
prior year's year-to-date loss of($5,304).
Balance Sheet: Unreserved Equity for the current period is $185,574 compared
to the prior year's amount of$186,448.
Budget vs. Actual: Year-to-date Operating Revenue is $3,298 better than budget.
LEPFA Board of Commissioners Meeting
Page 2
April 28, 2009
Total Operating Expenses are $846 better than budget. Expenses over Revenues
year-to-date are $4,550 better than budget.
b. Oldsmobile Park: Event Revenues are $6,754. This revenue comes from the
MSU baseball games that were played at the park. Expenses related to the MSU
games were $8,968, resulting in $2,786 in event income. Maintenance of Equip-
ment is $8,968 (part of this amount is due to payment for the marquee).Utilities
are adjusted due to the bill not arriving on time last month, so there is a credit
for the current month. Therefore, the amount is not an accurate picture for
Utilities.
Balance Sheet: Accounts Receivable for the current year are $59,612. This is
due to the suites not having been paid for and now we are starting to pay.
Unreserved Equity for the current year is $86,149 which is higher than the
prior year's amount of$73,855.
Budget vs. Actual: Total Operating Expenses year-to-date are better than
Budget by$42,862. Excess Revenues over Expenses are better than budget
by$44,194.
c. Lansing Center: Total Operating Revenues for the current period are
$498,330 which is higher than the prior year's amount of$470,749. Build-
ing Rental for the current period is down, however, it is higher than the
prior year's amount. Total Operating Revenue for year-to-date is $3,357,000
which is higher than the prior year's amount of$3,152,000. Finance Comm-
ittee Chairman Sinadinos asked Scott to give an update on the steam issues
as it relates to the utilities expense line.
Scott stated that he has been following the steam issue for a couple of months,
and has met with the Board of Water and Light as well as Honeywell.
Since the weather has turned, Maintenance has had an opportunity to do some
work and has determined the problem. Scott stated that he had hoped
that the problem was a heat exchanger,but it appears the problem is in the
valves. The valves are not shutting off all the way and we have been losing about
10% - 20% of the steam. The valves will be repaired and the remaining valves
are being checked for problems as well. This equates to half of the steam
problem. He also stated that there was a pipe rupture on the rooftop cooling
tower which ran all night, and resulted in the cooling tower having to be cooled,
filled and drained twice.
Commissioner Bowen asked Scott why it took so long to discover that this was
a mechanical problem. Scott and Eric both answered that as stated, it took three
meetings with the Board of Water and Light and Honeywell to determine what
LEPFA Board of Commissioners Meeting
Page 3
April 28, 2009
the problem could be and then we had to wait for warmer weather in order
to check the valves. Scott stated that he also learned that the hot water boilers
were set at 150 degrees and really don't need to be set that high so he has asked
that those be turned down to 130 degrees, which should result in additional
savings.
Finance Committee Chairman Sinadinos continued with the Lansing Center
financial report, stating that Excess revenues over expenses for the current
period are $92,440 compared to the prior year's amount of$40,880. There is
a year-to-date loss of($143,541) compared to the prior year's loss of($13,357).
Balance Sheet: Unearned Revenue-Advance Rent year-to-date is$323,164
compared to the prior year's amount of$451,732. Unreserved Equity for
year-to-date is $222,803 compared to the prior year's amount of$275,393.
Budget vs. Actual: Total Operating Revenues for the current period are less
than budget by$28,875 and Total Operating Revenues for year-to-date are
better than budget by$23,276. Operating Expenses year-to-date are better
than budget by$37,256 and for year-to-date are better than budget by
$57,587. There is an actual year-to-date loss of($143,541.)
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing
Center for the period ending March 31, 2009 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Janssen. Motion carried
Commissioner Bowen asked Bill Grove to explain the savings in Food &
Beverage. Bill stated that the savings is an accumulation of things.
Bill and the Food &Beverage team have been working on food costs by
making more items in-house as opposed to buying prepared items. The Chef
has been an improvement in savings as well. He also stated that there have
been big savings in payroll by not having some of the positions filled right
away. There has also been a savings in trash due to more recycling.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Client Evaluations: The Client Evaluation Forms look good. He noted the
differences between the 2008 and 2009 numbers, stating that the "Be Nice"
training is paying off and that we continue to provide training. There is
improvement in most categories and there are some concerns in other areas.
Event management is good, these are the people that work directly with the
LEPFA Board of Commissioners Meeting
Page 4
April 28, 2009
clients.
2. Financials: Eric reported that April financials will not look as good as March. Due
to Easter and Spring Break, there were 10— 12 days that the building was empty.
He also stated that he has heard great things with regard to MDA being here as well
as the city of Lansing.
3. Common Ground: Three bands for Common Ground were announced last week
and three more will be announced next week. We are pushing for more active
rock/modem and less of the classic rock. These acts sell less Common Cards, but
more individual tickets and we make more money on the individual tickets. Eric
stated that LCC did approve the parking area use at Washington and Shiawasee
streets. The Pearle Vision stage will move to that area. We are still working on the
logistics and hope to have maps within the next few weeks.
4. Eric stated that we have some vacant positions and some will stay vacant. We hired
a new Marketing Communications Coordinator to take Kim Mull's place. Her
name is Darcy Wood(she was an intern here last summer) and she will start
full-time May 18"'. In the interim, she will be helping out part-time. A Sous Chef
has been hired in-house, he was the 15t Chef and has been promoted. Eric stated
that the reasons for filling some of these positions is related to health insurance
costs and enrollment.
5. Vice Presidents Report:
a. Finance Department: - Greg Sole au: Greg stated that the Finance Department
would not be hiring anyone at this time; however,there will be two interns
working through the summer. One of the interns will start in two weeks and the
other will start in three weeks.
b. Operations Department—Scott Keith:
1. City Market Update: Scott informed everyone that there are free concerts at
the City Market on Fridays and they start at Noon. This will continue through
August.
2. Oldsmobile Park: Scott reported that Olds Park has had good weather days and
the numbers are up. The POS System that was purchased seems to be paying
off. We have seen an increase in the Food &Beverage sales of approximately
$25,000. For the Crosstown Showdown event, debit and credit card sales were
up 15%.
LEPFA Board of Commissioners Meeting
Page 5
April 28, 2009
3. Utilities: Scott stated that as he reported earlier, he is still working on the
utilities for the Lansing Center.
*Commissioner Nicholoff entered the meeting at 8:40 am
Commissioner Kaltenbach asked Scott to explain why the POS System
helped increase sales. Scott responded, saying that the speed of the system
helps staff move quicker and that inventory tracking is easier,resulting in
fewer mistakes.
*Councilwoman Dunbar entered the meeting at 8:44 am
Chairman Butler welcomed Kathie Dunbar to the meeting and asked
Commissioner Nicholoff what kind of feedback has been received with
regard to the MDA having been at the Lansing Center. Commissioner
Nicholoff stated that the numbers were down about 100,but looks to be
the same. Everyone was very pleased. The comment heard often was how
clean and fresh the center was.
c. Sales & Marketing Department— Shari Berger:
1. Shari referenced two reports that were passed out. The Economic Impact
Report(which will not be used anymore due to the consistent inaccuracies).
Commissioner Butler commented that the report should, in fact, be titled
"Economic Impact Report" so everyone will understand what they are
looking at. She also addressed the Executive Summary Report.
Rental income is down,but occupancy is up. This is due to having to nego-
tiate lower rates so that we still get the client here, which in turn, increases
Food & Beverage income. The Revenue goal to date is off by 6%, which is
due to the discounts. Shari provided an update on internal goals, stating that
a lot of progress has been made on production reports. There are also morn-
ing meetings taking place to discuss inquiries that came in the day before.
Shari also reported that we are doing a"Showcase the Chef' for clients to
test the food prepared here. Eric explained that we have a new contract
with Sysco that is providing us with"exclusive" food products, meaning
that we will be the only place that serves certain items.
d. Food & Beverage Department—Bill Grove: Bill reported that Paul Ntoko,
the new Operations Manager for Food &Beverage is doing well and getting
along with the staff.
LEPFA Board of Commissioners Meeting
Page 6
April 28, 2009
e. Administration/HR—Heidi Brown: Heidi stated that we are in negotiations
with IATSE. She also referenced some of the new hires that were mentioned
earlier in the meeting.
Eric commented that Heidi is doing a fantastic job and that all of the Vice
Presidents are "breathing a sigh of relief' since she assumed her new position.
Heidi has dealt with many staff issues before they have become "real"issues.
Chairman Butler commented that he is very happy for Heidi.
D. LONG RANGE PLANNING COMMITTEE: Committee Chairman Janssen and Eric
explained why the bidding was re-opened for the City Market. Eric stated that
there were several reasons why we are rebidding the project. Several categories
within the bid had only 1 or 2 sub-contractors and contractors gave the same bids.
Eric stated that he started hearing this last Thursday and he didn't feel that we
were getting competitive prices. He re-opened the bidding to include the entire
state as opposed to just Ingham,Eaton and Clinton counties. He stated that this
time around, we will see a reduction and that the general contractors have been
informed of the budget and that we are being very open with the bidders.
Kathie Dunbar discussed the "rumors" she has heard as far as the bidding was
concerned. Eric addressed these rumors by citing examples of what he had heard
and what the truth actually is. Eric explained, the cost per square foot, stating that
we used an existing model and added to it, including pricing factors. The second
rumor addressed was that there is collusion in the sub-contractor market. Eric and
Scott stated that this can't be proved or disproved. There wasn't a competitive nature
among the subcontractors, there were discrepancies in the steel, foundation and site
work. Eric stated that in the new process the general contractors detail by category.
Chairman Butler asked Councilwoman Dunbar if her concerns had been addressed.
She responded that they were and that she would take this information back with
her.
E. PERSONNEL COMMITTEE: Eric stated that there hasn't been any need to
meet because of what he stated earlier. Heidi has been taking care of issues
before there are any problems.
F. NOMINATING COMMITTEE: A reminder was made that we will need to
vote by June.
LEPFA Board of Commissioners Meeting
Page 7
April 28, 2009
VII. COMMISSIONERS & STAFF COMMENTS:
A. Commissioner Sinadinos: Reminded everyone about the Native Wildflower&Plant event
this Saturday at the City Market
B. Commissioner Bowen: Commented on the swine flu preparations and precautions
C. Scott Keith: Stated that he has swine flu information on his desk and will pass along to staff
D. Councilwoman Dunbar: Stated that she was part of the Impression Five storm that lost
power and ended up here to finish. She was very impressed with the center and how
well we responded.
E. Commissioner Janssen: Commented to Shari Berger that her report was great.
F. Shari Berger: Commented to Commissioner Nicholoff that she would love to have MDA
here every year.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:30 a.m. the meeting was adjourned. MOTION: Commissioner Bowen. SECOND:
Commissioner
Mickens. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, MAY 19, 2009 AT 8:00
A.M.
AT THE LANSING CENTER IN THE GOVERNOR'S ROOM.
Respectfully submitted,
Shelly Busse
Recording Secretary
r-
1 4!
k S
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
May 19, 2009
MINUTES
At 8:05 a.m. Chairman James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, Charles Janssen, Charles Mickens, John
Decker, Bob Johnson(Ex-Officio) and Ellen Jeffries.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Tim Haggart, Cindy Bowen, Kris
Nicholoff and Charlotte Sinadinos.
OTHERS PRESENT: Eric Hart, Scott Keith, Bill Grove, Greg Soleau, Shari Berger, Heidi Brown,
John Hooper and Shelly Busse —Lansing Entertainment &Public Facilities Authority. Dirk
Spillemaeckers-AMTA.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.:; s
.0
IV. PUBLIC COMMENT: No public comment.
V. APPROVAL OF THE MINUTES FOR APRIL 28, 2009: A motion was made to_
accept the minutes as published. MOTION: Commissioner Mickens.
SECOND: Commissioner Janssen. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman James Butler stated that he has heard feedback
regarding the Lansing Center and the service received. He complimented the staff and
stated that it is clear that the training that we are providing to the staff is clearly having
an effect on the clients.
Chairman Butler also shared that he did go to the City Market for lunch on Friday and
was pleased to see several other Board members there as well. He said that a good
time was had by all.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending April 30, 2009:
LEPFA Vice President of Finance, Greg Soleau, reviewed the Financial
Statements as follows:
a. LansinjZ City Market: Total Operating Revenues for the current period are
$4,505 and for year-to-date is $2,000 higher than the prior year. Total Oper-
ating Expenses for the current period are ($400) less than the prior year and
year-to-date are $5,300 higher than the prior year.
1
i
,
LEPFA Board of Commissioners Meeting
Page 2 -
May 19, 2009
Excess Revenues over Expenses for the current period are ($1,114) and year-
to-date are ($6,497).
Balance Sheet: Total Assets are $201,371. Accounts Receivable is zero and
Accounts Payable is$15,166 higher than the prior year.
Budget vs. Actual: Total Operating Revenues year-to-date are $65,732, compared
to a budget of$69,562. Total Operating Expenses are $3,396 better than budget.
Year-to-date,we are ($.13) off of budget.
*Bob Johnson(Ex-Officio) entered the meeting at 8:15 a.m.
b. Oldsmobile Park: Event Revenues are from the MSU baseball games that
were played at the park. Total Operating Revenue is $32.00 from the ATM.
Total Operating Expenses for the current period are $26,941 compared to the
prior year's amount of$25,081. Excess Revenue over Expenses for the current
period are ($4,000) and for year-to-date are $38,411.
Balance Sheet: Total Assets are $284,474. Accounts Receivable re at
$34,517 and Accounts Payable are $204,669, which is higher than the prior
year's amount.
Budget vs. Actual: Operating Revenues year-to-date are less than budget by
($210).Total Operating Expenses are better than budget by$38,607. Excess
Revenues over Expenses are better than budget by$38,411.
c. Lansinjj Center: Total Operating Revenues for the current period are
$394,367,which is less than the prior year's amount of$837,797. Total
Operating Expenses are $502,145 which is less than the prior year's
amount of$521,053. Excess Revenue over Expenses for the current
period are $12,197, for a year-to-date loss of($131,343).
Balance Sheet: Total Assets are $972,249. Accounts Receivable are
$456,126 compared to the prior year's amount of$587,559. Accounts
Payable are $157,039 compared to the prior year's amount of$275,336.
Budget vs. Actual: Building Rental year-to-date is ($60,566)below
Budget. Food and Beverage is ($76,496)below budget. Total Operating
Revenues are $3,751,589 compared to a budget of$3,958,664. Total
Operating Expenses year-to-date are $55,823 ahead of budget. Excess
Revenues over Expenses for year-to-date are ($131,343).
g-- -�- - f;Y-- s - �- -
i
LEPFA Board of Commissioners Meeting
Page 3
May 19, 2009
2. Common Ground Audit Review:
Greg distributed a Common Ground audit to those present. Eric
stated that this audit is for informational purposes only, and is to let the
Board know that we are up-to-date with Common Ground audits.
Eric went on to explain that the auditor did not find any issues and
that the audit is stated as "unqualified." He referred to page 2 of the
audit which explains that there is $159,000, which is retained for the
Festival. Eric referred to page 3 and explained that this page shows
Festival profits and other expenses that don't go to the Festival. He also
explained the cash equivalents and Eric noted that the last page contained
the Financial Statement, which is new this year, and it shows how cash
flows between the two organizations and that they match with our audits
and finances.
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Recognition: Eric distributed a newspaper article regarding Chairman
Butler. Chairman Butler thanked everyone for their comments and stated
that he felt very humbled and appreciates the recognition and support.
Eric informed everyone that the Lansing Center has been awarded a
"Best of award by Michigan MeetinZs &Events magazine. Several clients
wrote to the magazine and nominated the Lansing Center for this award.
The cover of the magazine has Shari Berger on it and Eric announced that
Shari has been selected for the Lifetime Achievement award.
Eric explained that this magazine and award will be used for promotional
and sales purposes.
2. Common Ground: There will be an announcement tomorrow regarding new
musical acts for Common Ground. We are currently working on a couple of
surprises for the Saturday night show.
3. Economy: Eric spoke about the economy and the steps that some of our
competitors are taking in order to survive. Our competitors are taking
advantage of the economy because they are desperate. Grand Rapids has
actually paid our clients to leave this center and go to theirs. Some of the
State Associations are leaving us as well. Eric stated that there are some
major convention centers closing their doors. He also stated that he doesn't
think we will be able to hit zero this year.
*Bill Grove entered the meeting at 8:35 a.m.
I
t t
LEPFA Board of Commissioners Meeting
Page 4
May 19, 2009
5. Vice Presidents Report:
a. Finance Department: - Greg Soleau: Greg stated that the Finance Department
has completed the Common Ground audits. He also stated that there will be two
interns working through the summer.
b. Food &Beverage—Gill Grove: Bill apologized for being late to the meeting;
there are several groups in the building today. Bill reported that there is
nothing new to report from Food &Beverage other than the month of April
will be down. He also shared that he went to Chicago to the Hospitality,
Hotel &Restaurant Show and was very impressed with the "green"informa-
tion that he learned about.
c. Operations—Scott Keith:
1. Scott reported that the IATSE ratification vote was last night and that he
is sure to hear more soon.
2. June 22, 2009 is the day slated for automated parking to start here at the
Lansing Center.
3. Scott is reviewing the final dollars for capital projects for the center and
will make changes based on needs.
4. Scott reported that some repairs have been made to the steam system and
and that we are still working on the issues. He also stated that repairs
continue to be made at Olds Park.
5. Scott stated that the Employee of the Month announcement is coming soon.
d. Sales &Marketing Department— Shari Berger:
1. Shari referenced "goodie bags"that were handed out to the Board
Members today. She stated that these bags are given to potential
clients and she wanted the Board to see them.
2. As stated earlier by Eric, Shari mentioned that competitors are taking
advantage of tough times. For example, Lansing is considered a
Tier III city and Tier 1 cities are going after our business by offering
huge cuts. Shari stated that we are gong after larger groups, with large
numbers that will impact all of our revenue goals.
e. Administration - Heidi Brown: Heidi reported that we had an employee
LEPFA Board of Commissioners Meeting
Page 5
May 19, 2009
benefits meeting on May 8, 2009 and have chosen a new Healthcare
provider. McLaren Health Plan will be our new provider effective
June 1, 2009. We are also offering AFLAC for the first time this year.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen
reported that he and Eric and Scott have been talking about the new round
of bids that have been received for the City Market. The bids that have come
in are and still too high, about$200,000 over budget. Eric commented that we
may be able to get a grant for some of this because of the soil and the way
that the foundation is going to have to be built because of the soil.
E. PERSONNEL COMMITTEE: No report.
F. NOMINATING COMMITTEE: Commissioner Janssen reported that
there are two issues at present. The first issue is that there a number of
terms expiring this year and the second issue is that Cindy Bowen could
become chair of the CVB and if that were to happen, there may be a concern.
Commissioner Janssen stated that he will send out notices for voting prior to
the June meeting.
VII. COMMISSIONERS & STAFF COMMENTS:
A. Bob Johnson: Reported that the city budget was passed and it was a very smooth process. He
also reported on plans for a new parking ramp that will be built behind the Lansing Center,
from approximately Museum Drive to Michigan Avenue. Bob also stated that the waterfront
development stimulus money is helping the city. He commented that he was impressed with
how quickly our staff reacted to the graffiti written on the walls in the parking garage.
B. Commissioner Jeffries: Congratulated Chairman Butler, Shari Berger and the Lansing Center
on the awards that were received.
C. Commissioner Mickens: Also congratulated everyone for the awards received.
D. Commissioner Janssen: Also congratulated everyone for the awards received.
E. John Hooper: Congratulated everyone for the awards received. John also encouraged
everyone to patronize the City Market, stating that the Market is in the same tough economy
as all other business and could really use more traffic. Chairman Butler and Commissioner
Janssen offered some creative ideas to market the City Market.
F. Shari Berger: Shari thanked everyone for their comments regarding the award and that she is
proud to be a part of this team.
G. Heidi Brown: Thanked everyone and congratulated everyone on their awards.
H. Eric Hart: Introduced Amanda Snook, Marketing Coordinator for the Lansing Center.
aS- jr - c € - :- tom- a -
LEPFA Board of Commissioners Meeting
Page 6
May 19, 2009
I. Chainnan Butler: Chairman Butler stated that he is proud of everyone here and thanked
everyone for their kind words and recognition.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:20 a.m. the meeting was adjourned. MOTION: Commissioner Janssen. SECOND:
Commissioner Mickens. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, JUNE 23, 2009 AT 8:00
A.M. AT THE LANSING CENTER IN THE GOVERNOR'S ROOM.
Respectfully submitted,
Shelly Busse
Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
DUNE 23, 2009
MINUTES
At 8:05 a.m. Chairman James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, Charles Janssen, Charles Mickens, John
Decker, Cindy Bowen and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Tim Haggart, Kris Nicholoff, Ellen
Jeffries and Bob Johnson
OTHERS PRESENT: Eric Hart, Scott Keith, Bill Grove, Greg Soleau, Shari Berger, Heidi Brown
and Shelly Busse —Lansing Entertainment &Public Facilities Authority. Tim Kaltenbach—Lansing
City Council; Dirk Spillemaeckers-AMTA; Joy Gleason—Heritage Park Foundation.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: Joy Gleason introduced herself as the Director of the (nonprofit)
Heritage Park Foundation. The Heritage Park Foundation is a nonprofit organization that is
interested in constructing a park where the former General Motors plant was on W. Saginaw
Highway. Joy explained that she came to the meeting today in order to get an understanding of
how we do things and to observe our meeting.
V. APPROVAL OF THE MINUTES FOR MAY 19, 2009: A motion was made to,
accept the minutes as published. MOTION: Commissioner Janssen.
SECOND: Commissioner Bowen. Motion carried. -
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman James Butler stated that he has heard feedback
r,�
regarding the Lansing Center and the service received. He complimented the.chefcand
and remarked that the food is good.
Eric stated that the breakfast items that were served this morning are now available on
the menu and are "showcased" items.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Endinjj May 31, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansinij City Market: Total Operating Revenues for the current period are
$5,954 compared to the prior year's amount of$5,331. Total Operating Revenues
LEPFA Board of Commissioners Meeting
Page 2
June 23,2009
year-to-date are $71,687 compared to the prior year's amount of$69,304.
There is a loss for the current period of($746) and a year-to-date loss of
($7,244). Unreserved equity is $184,484 compared to the prior year's
amount of$182,984.
Budget vs. Actual: Total Operating Revenues year-to-date are ($10,387) less
than budget. Total Operating Expenses are $4,348 higher than budget.
Year-to-date, there is a loss of($6,032).
b. Oldsmobile Park: Event Revenues are $9,036,which comes from the
Home Run for Hope and Michigan Mile events. Total Event Expenses
are $4,147, leaving$4,889 for Total Event Income. Utilities year-to-date
are ($73,816) less than budget compared to the prior year's amount of
$89,177. Total Operating Expenses for the current period are $19,854
compared to the prior year's amount of$24,943. Excess Revenues over
Expenses year-to-date are $42,137 compared to the prior year's amount
of$10,591.
Balance Sheet: Net Event Development Fund is $90,046. Unreserved
Equity is $91,520 compared to the prior year's amount of$77,567.
Budget vs. Actual: Total Operating Expenses are better than budget
by$42,546 and year-to-date are better than budget by$42,216.
c. Lansing Center: Total Operating Revenue for the current period is
$509,500 compared to the prior year's amount of$454,249. Year-to-
date Total Operating Revenue is $4,261,000 compared to the prior
year's amount of$4,444,000. Building Rental is slightly less for the
current period. Food and Beverage is at$287,451 compared to the
prior year's amount of$246,757. Total Operating Expenses for the
current period are $522,509 compared to the prior year's amount of
$540,000. There is a year-to-date loss of$84,962 compared to the
prior year's profit of$352,442. }
Balance Sheet: Unearned Revenue-Advance Rent for the current
period is $331,283 compared to the prior year's amount of$361,769.
Unreserved Equity for the current period is $281,382 compared to
the prior year's amount of$641,192.
Budget vs. Actual: Operating Revenue for the current period is $8,867
better than budget. Year-to-date, Operating Revenue is ($198,207) less
than budget and Operating Expenses are $16,464 better than budget.
Year-to-date, we are behind budget by ($177,294).
LEPFA Board of Commissioners Meeting
Page 3
June 23,2009
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing
Center for the period ending May 31, 2009 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Bowen. Motion carried
C. PRESIDENT & CEO'S REPORT: Eric Hart reported the following:
1. Cit Market: The ground-breaking for the new City Market was last week
and all went very well. The footing and the foundation should begin next
week.
2. Common Ground: All of the acts have been announced for Common
Common Ground. Eric stated that we are feeling the effects of the
economy and that cuts have been made where we can make them. We are
also renegotiating contracts with suppliers. Saturday night will be the
Common Ground Birthday Bash; tickets will be $10.00 and there will be
$1.00 menu items and $2.00 beers as well as a fireworks display.
3. Economy: Eric spoke about his concerns for revenue production for the
months of November, December and January. Shari is working on a
report so that he can address the issues. Eric stated that possible
scaling back in size may be necessary.
4. Chili Cook-Off. Eric reported that LEPFA planned this event, ran it and
sold it. The site was well managed,but if this event is to continue, some
improvements will be necessary for success. The Board of Water and
Light would like this event to expand to one hundred booths next year.
5. Chairman Presentation: Eric presented James Butler III, Chairman
of the LEPFA Board, with a plaque of appreciation and gift cards
for his services over the past year.
5. Vice Presidents Report:
a. Finance Department: - Greg Soleau: Greg stated that the Finance Department
is ready for Common Ground. He also stated that he has scheduled the audit
and that his staff is ready.
LEPFA Board of Commissioners Meeting
Page 4
June 23,2009
b. Food&Beverage—Bill Grove: Bill reported that the Food &Beverage
Department had a decent performance in the month of May and he is
anticipating June to be good as well. Bill stated that he felt that the
Chili Cook-Off was a success due to the change in location, the great
weather and the number in attendance.
c. Operations—Scott Keith: Scott reported that he has given the general
contractor for the City Market a scope of work regarding the pedway.
He stated that the work will not begin until July 181h
d. Sales &Marketing Department—Shari Berger:
1. Shari referenced two reports that she distributed prior to the meeting.
She stated that she has concerns about the Center being filled up for
the end of the year.
2. The Sales Team is working on cleaning up the books, strengthening
their skills and the foundation of the team.
3. Shari reported that other cities are desperate for business and are
offering monetary incentives to book there. James Butler asked
Shari where the incentive money is coming from. Shari
stated that the money is coming from those cities' local companies.
James Butler asked Shari if Lansing corporations could step up and
offer more and Shari responded that yes, she thinks they could be
doing more.
e. Administration- Heidi Brown: Heidi reported that she and Eric are
working on a supervisor's manual. She also reminded everyone that
the Common Ground Volunteer training is tonight at 6:00 pm in Hall B.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen
reported that the attendance by the Board members:for the City Market ground
breaking was great. He also mentioned that there was an article in the Lansing
State Journal regarding the smaller size of the City Market; the following day
the Lansing State Journal had an editorial commending the LEPFA Board for
staying within the budget allotted for the new City Market. Commissioner Janssen
mentioned that once Common Ground was over the next challenge will be to
promote the new City Market.
E. PERSONNEL COMMITTEE: No report.
F. NOMINATING COMMITTEE: Commissioner Janssen reported that
LEPFA Board of Commissioners Meeting
Page 5
June 23,2009
Cindy Bowen has been nominated to Chair the CVB Board. After speaking
with the Board Members, it was felt that because of the relationship that we have
with the CVB, it would be inappropriate for Cindy to serve as this Board's
Chair as well. A motion was made to retain James Butler III as Chairman,
Tim Haggart will be Vice-Chair and Charlotte Sinadinos will
continue on as Secretary/Treasurer. MOTION: Commissioner Janssen SECOND:
Commissioner Mickens. The motion was unanimously approved.
VII. COMMISSIONERS & STAFF COMMENTS:
A. Greg Sole au: Everything is going well in the Finance Department and he is looking
forward to the audit.
B. Commissioner Sinadinos: The Knight Caps' 40th Anniversary party is July 13, 2009 and
She also stated that she will be volunteering for Common Ground again this year.
C. Commissioner Bowen: Stated that she appreciates the nomination from the Board and
complimented Eric and the staff on the handling of the team at LEPFA.
D. Commissioner Janssen: Offered his congratulations to Commissioner Bowen on her
CVB chairmanship and also thanked Joy Gleason for attending today's meeting.
E. Tim Kaltenbach: Commented on the view of the river where the new City Market is
is being built and how beautiful it looks down there. He also recommended that a memo
be sent to Council Member Carol Wood at Lansing City Council regarding the pedway work.
F. Commissioner Decker: Thanked everyone for attending the new City Market ground-
breaking ceremony.
G. Commissioner Mickens: Stated that he was happy to be at the ground-breaking and that
once the new market is built we will have to be more proactive in our marketing efforts.
H. Shari Berger: Stated that she is very optimistic that things will pick up and that the team
will be up to speed.
I. Chairman Butler: Thanked everyone for their confidence in him as Chairman of the Board.
He also stated how proud he is of the 1 Oth year of Common Ground and congratulated Eric
and the staff for a great job.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:15 a.m. the meeting was adjourned. MOTION: Commissioner Janssen. SECOND:
Commissioner Mickens. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, AUGUST 25, 2009 AT 8:00
A.M. AT THE LANSING CENTER IN THE GOVERNOR'S ROOM.
Respectfully submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING—. —)
AUGUST 25, 2009
MINUTES
At 8:07 a.m. Chairman James W. Butler IIl called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, Charles Janssen, Charles Mickens, John
Decker, Cindy Bowen, Tim Haggart, Ellen Jeffries and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Kris Nicholoff and Bob Johnson
(Ex-Officio).
OTHERS PRESENT: Scott Keith, Greg Soleau, Shari Berger, Heidi Brown, Paul Ntoko and Shelly
Busse —Lansing Entertainment &Public Facilities Authority. Eric Hart; Dirk Spillemaeckers -
AMTA; Peter Lark—Lansing Board of Water& Light.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: Peter Lark, President & CEO for the Lansing Board of Water &Light
reserved his comments until the end of the meeting. He stated that the reason he attended the
meeting today was to compliment the LEPFA Board and Eric Hart on their leadership. Peter
stated that the Board of Water & Light has a phenomenal relationship with LEPFA and he
wanted to make sure that the LEPFA Board knows how much that relationship means to him
and the Board of Water &Light. He thanked the Board of Commissioners as well as Eric and
wished Eric his best for the future.
Eric Hart also waited until the end of the meeting to address the Board with his comments.
He thanked the Board of Commissioners for the opportunities at LEPFA and also thanked the
LEPFA staff. He has learned a lot and will keep his phone for a few weeks until everyone is
settled.
V. APPROVAL OF THE MINUTES FOR JUNE 23,2009: A motion was made to
accept the minutes as published. MOTION: Commissioner Janssen.
SECOND: Commissioner Haggart. Motion carried.
VI. APPROVAL OF THE MINUTES FOR AUGUST 17, 2009: A motion was made to accept
the minutes as published. MOTION: Commissioner Janssen. SECOND: Commissioner Haggart.
Motion carried.
VII. REPORTS:
A. CHAIRMAN'S REPORT: Chairman James Butler spoke about the farewell
reception that was held for Eric on Friday, August 21, 2009. He said that the
comments were right on and that the food was good. Chairman Butler asked
Scott to talk about the farewell luncheon that was held on the same day for the
LEPFA Board of Commissioners Meeting
Page 2
August 25, 2009
LEPFA staff to attend. Scott stated that the luncheon went very well.
"Commissioner Mickens entered the meeting at 8:15 a.m.
Chairman Butler gave a timeline of all the meetings that have been held in the
past two weeks regarding the placement of an Interim President/CEO for LEPFA
and how the decision came to be that Scott Keith would be the Interim President/CEO.
He also reminded everyone of the Transition Committee process and how that
Committee was selected.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending June 30, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansinjj City Market: Total Operating Revenues for the current period are
$11,811 compared to the prior year's amount of$16,4099. Total Operating
Revenues year-to-date are$85,413 compared to the prior year's amount of
$85,995. Total Operating Expenses year-to-date are $145,012 compared to
the prior year's amount of$138,931. Excess Revenues Over Expenses are
$4,665 compared to the prior year's amount of$6,799. There is a loss year-
to-date of($663) compared to the prior year's loss of($1,969).
Balance Sheet: Unreserved Equity is $189,120 compared,to the prior year's
amount of$189,783.
Budget vs. Actual: Total Operating Revenues for the current period are $2,360
better than budget. Total Operating Revenues year-to-date are ($6,561) less
than budget. Total Operating Expenses for the current period are $1,065
better than budget and year-to-date $5,413 better than budget. Excess
Revenues Over Expenses for the current period are $3,453 better than
budget and year-to-date are ($663) less than budget.
b. Oldsmobile Park: Event Revenues for the current period are $24,378;
this revenue comes from the Diamond Classic and Triple Crown. Total Event
Expenses are $23,288. A check to the city in the amount of$11,095 was cut for
the Event Development Fund.
Balance Sheet: Unreserved Equity is $80,167 compared to the prior year's
amount of$57,287.
Budget vs. Actual: Total Operating Expenses are better than budget
LEPFA Board of Commissioners Meeting
Page 3
August 25, 2009
by$41,293. Excess Revenues Over Expenses year-to-date are $40,790
better than budget.
**Paul Ntoko entered the meeting at 8:20 a.m.
c. Lansing Center: Total Operating Revenues for the current period are
$369,165 compared to the prior year's amount of$222,651. Year-to-
date Total Operating Revenue is $4,630,000 compared to the prior
year's amount of$4,667,000. Total Operating Expenses for the
current period are $422,000 compared to the prior year's amount of
$610,000. Total Operating Expenses year-to-date are $5,616,000
compared to the prior year's amount of$5,454,000. This difference
is largely due to the utility issues that we have discussed in previous
meetings. We won't know if the repairs that were made will have an
impact until we see cooler temperatures when the steam will be in
use. Professional Services are at $262,000 year-to-date due to the
union contract negotiations. Excess Revenues Over Expenses for the
current period are $60,983 compared to the prior year's loss of
($274,382). Year-to-date there is a loss of($24,443) compared to the
prior year's income of$78,059.
Balance Sheet: Unreserved Equity for the current year is $342,366
compared to the prior year's amount of$366,810.
Budget vs. Actual: Operating Revenues for the current period are $94,136
better than budget. Year-to-date, Operating Revenues are ($104,070) less
than budget. Total Operating Expenses year-to-date are better than
budget by$76,043. Excess Revenues Over Expenses are over budget by
($24,443).
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing
Center for the period ending June 30, 2009 be received as published
and further that the monthly expenses for each entity be approved.
SECOND: Commissioner Bowen. Motion carried.
2. Thrift Plan: Commissioner Sinadinos moved to approve that the Trustees
of the Thrift Plan be changed from Eric Hart and Marian Bryant to
Scott Keith, Greg Soleau and Heidi Brown. MOTION: Commissioner
Sinadinos. SECOND: Commissioner Mickens. Motion carried.
C. PRESIDENT & CEO'S REPORT: Scott Keith reported the following:
LEPFA Board of Commissioners Meeting
Page 4
August 25,2009
1. Boxing Event: This has been rescheduled for Labor Day weekend. It
was rescheduled due to the state furlough day. There were issues
getting some of the boxers sanctioned in time for the event.
2. MMA Events: Scott discussed a proposal to host MMA events
here at the Center. He would like to meet with some Board members
to see if we can get the City to change the rules to hold these events
within the city limits. Eric responded that the City Council will pass a
resolution to keep them out of the city.
Chairman Butler asked why we would want the MMA here if we
know that the Council will vote to keep them out. Scott explained that
the MMA is current and new. They are more like professional athletes,
much different that the "tough-man" events. Chairman Butler recommended
speaking with the City Council first. Commissioner Bowen commented
that she had a martial arts conference at her facility and that this is a very
respectful sport. Eric stated that there is a potential of$15,000 - $20,000
profit per night for Food &Beverage.
3. Pedway: Scott reported that there was a meeting last week with the
architects and contractors. They will have a schedule soon. Scott
passed around the architect's rendering of the pedway.
4. City Market: Scott reported that the City Market is moving forward
and he would like to do some press for the Market.
5. Parking: Scott is currently working with Bob Johnson and Gerald
Ambrose for a solution to the parking issues here at the Center. He
mentioned that the new parking structure construction at the east end
of the building would start in the spring.
5. Vice Presidents Report:
a. Finance Department - Greg Soleau: Greg stated that the Finance Depart-
ment has had a busy summer. There is a draft of the audit and he doesn't
have any concerns. A final audit, along with the Common Ground Settle-
ment, will be available at the next Board meeting.
b. Food & Beverage - Paul Ntoko: Paul reported on various financials for
the Food &Beverage Department. Most notable were the revenues for
concessions, the payroll is on budget and a $4,000 savings in trash
removal due to the recycling program that is now in place. Paul also
LEPFA Board of Commissioners Meeting
Page 5
August 25, 2009
reported that the department is in the final stages of the new menu and
it will debut in September. The department is also working on increasing
incremental sales for concessions.
c. Administration-Heidi Brown: Heidi reported that she and the staff are
working on annual evaluations and the timelines will be set today. She
also stated that there are some revisions being done to the LEPFA
Employee Manual. Heidi also reported that preparations are in the works
for the second annual LEPFA University.
d. Sales &Marketing Department- Shan' Berger:
1. Shari referenced the Executive Summary Report and discussed
the contracted occupancy rate.
2. The Sales Team is working on cleaning up the books and focusing
on selling for 2012, 2013 &2014. Sales will be lower in 2009,
2010 &2011 due to the fact that there was no outside selling
taking place prior to Shari's arrival.
3. Shari reported that Delphi continues to be a challenge to the sales
staff. Commissioner Butler asked if this is a skill, education or
willingness to learn issue. Shari responded that it is a skill issue
at this point.
4. The Sales and Marketing teams met so that they could align with
each other and discuss what marketing strategies are in use.
5. Shari reported that the Sales Team has partnered with Career Quest
to have a student working with the team. This is at no cost to us and
he is doing a great job.
6. We are partnering again this year to bring Festival of Trees back.
7. Scott confirmed that we have a three year commitment with the
Home Show. They will be here the same weekend as the Golf
Show and they are working together to add value to the weekend.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen
reported that he will be relying on Scott to work with officials to cover the
budget shortfall for the City Market. He also commented on the river view
of the new City Market and encouraged everyone to take a look. The new
City Market will be much more visible. Scott mentioned that the Gillespie
LEPFA Board of Commissioners Meeting
Page 6
August 25, 2009
Group has rented a pontoon boat for a week in September that will offer
tours of up to 15 people at a time to tour the river from REO Town to Old
Town. He stated that he would get the information to the Board Members.
Commissioner Janssen stated that we need to be supportive of the City
Market vendors (who are scared) about the move. We really need to offer
help and support to the vendors and push for the Market.
E. PERSONNEL COMMITTEE: Commissioner Haggart reported that he is
working with the Transition Committee to get a meeting scheduled.
"Peter Lark exited the meeting at 9:00 a.m.
VIII. COMMISSIONERS & STAFF COMMENTS:
A. Greg Soleau: Stated that he is working on the audit and that his department
sent their interns back to MSU, so they are short-staffed.
B. Commissioner Sinadinos: Wished Eric well and to have a safe trip to Florida.
C. Commissioner Haggart: Welcomed Scott to his new position and told Eric that
he has exceeded the expectations of the Board and LEPFA and wished him
good luck.
D. Commissioner Janssen: Commented that the LEPFA staff is fabulous at all
levels and that the senior staff and employees cannot work any harder unless
funding is changed. He also stated that Scott will do a great job and wished
Eric good luck.
E. Commissioner Bowen: Asked if it is possible to reformat the Client Evaluations
so that they are printed on both sides of the paper. She also asked as far as the
new menu is concerned, who do we consider our competition? Shari answered
that it is compared based on facilities. Scott also stated that we review the Food &
Beverage competition annually. Commissioner Bowen stated that so far the partnership
between the CVB and LEPFA has been successful. She thanked Eric for his work
and wished him good luck.
F. Commissioner Jeffries: Complimented Heidi for her great Common Ground demeanor.
She also complimented Eric, Greg and Scott on all three entities for not having
a deficit in this economy. She wished Eric good luck and stated that the communi-
cation amongst the Board is very good.
G. Paul Ntoko: Congratulated Scott and wished Eric good luck.
H. Commissioner Decker: Stated that he feels we are in good hands with Scott as the
interim President/CEO and thanked Eric and wished him good luck.
I. Commissioner Mickens: Stated that he is looking forward to working with Scott
and thanked Eric.
J. Shari Berger: Thanked Eric for his confidence and stated that she is looking for-
ward to working with Scott. She also mentioned that the CVB offices are moving
to their new location this week.
LEPFA Board of Commissioners Meeting
Page 7
August 25, 2009
K. Scott Keith: Stated that he is glad that everyone has had a chance to thank
Eric. He also stated that he feels confident where we need to go from here
and that he is prepared to do the job and that he is looking forward to
working with everyone.
L. Chairman Butler: Stated that he is sad to see Eric go and thanked him for the
report. He stated that Eric has left us with a strong management team and staff.
IX. OLD BUSINESS: No report
X. NEW BUSINESS: No report.
At 9:20 a.m. the meeting was adjourned. MOTION: Commissioner Janssen. SECOND:
Commissioner Mickens. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, SEPTEMBER 22, 2009 AT
8:00 A.M. AT :
OLDSMOBILE PARK—CLUBHOUSE
Parking in the front (Michigan Avenue)parking lots.No need to "feed"the meters. The Clubhouse is
located inside the Main Entrance to the park, use the stairs or elevator to the 2nd floor, turn left. The
Clubhouse is at the west end of the Suite Level on the 2nd floor.
Respectfully submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
SEPTEMBER 22,2009
MINUTES
At 8:11 a.m. Commissioner Cindy Bowen called the meeting to order in the Clubhouse of Oldsmobile
Park; 500 E. Michigan Avenue; Lansing, Michigan 48912
COMMISSIONERS PRESENT: Cindy Bowen, John Decker, Charles Janssen, Charlotte Sinadinos,
Robert Johnson and James W. Butler III.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Tim Haggart, Ellen Jeffries,
Charles Mickens and Kris Nicholoff
OTHERS PRESENT: Scott Keith, Greg Soleau, Shari Berger, Heidi Brown,Bill Grove, Tristyn
Wright, John Hooper and Shelly Busse —Lansing Entertainment &Public Facilities Authority. Dirk
Spillemaeckers - AMTA.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR August 25, 2009: A motion was made (after
Chairman James W. Butler arrived) to accept the minutes as published. MOTION:
Commissioner Janssen. SECOND: Commissioner Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Commissioner Bowen stated that Chairman Butler did not
offer any comments to her for the Chairman's Report.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending August 31, 2009,:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansing City Market: Total Operating Revenues for the current period
are $10,628 compared to the prior year's amount of$6,890. Total Operating
Revenues year-to-date are $16,373 compared to the prior year's amount of:
$13,918. There is a difference in the City Contribution line; this is a'change
in the way that it is paid. Expenses for the current period are $11,479 com-
pared to the prior year's amount of$12,530. Year-to-date expenses are
$23,154 compared to the prior year's amount of$23,079.
Balance Sheet: Unreserved Equity for the current period is $187,375 compared
to the prior year's amount of$193,904.
LEPFA Board of Commissioners Meeting
Page 2
September 22, 2009
Budget vs. Actual: Total Operating Revenues for the current period are $5,073
better than budget. Total Operating Revenues year-to-date are $4,911 better
than budget. Total Operating Expenses for the current period are $1,955
better than budget and year-to-date are $1,929 better than budget. Taking into
account the City Contribution, Excess Revenues Over Expenses are $6,856
better than budget.
b. Oldsmobile Park: There are no Event Revenues for the current period. The
miscellaneous income for the current period is from the ATM; this amount
is lower than last year's amount due to the new POS system that was put into
place this spring. There is a current period loss of($9,833) and a year-to-date
loss of($20,843).
Balance Sheet: The current year Net Event Development Fund is $79,341
compared to the prior year's amount of$79,916. Unreserved Equity for the
current year is $58,994 compared to the prior year's amount of$66,703.
Budget vs. Actual: Year-to-date Excess Revenues Over Expenses are
($6,701) less than budget.
c. Lansing Center: Total Operating Revenues for the current period are
$338,266 compared to the prior year's amount of$239,065. Year-to-
date Total Operating Revenue is $389,714 compared to the prior
year's amount of$371,205. Salaries/Wages are less than the prior year's
amount by about ($40,000). Total Operating Expenses for the current
period are $431,408 compared to the prior year's amount of$466,622.
Total Operating Expenses year-to-date are $758,596 compared to the prior
year's amount of$836,153. Taking into account the City Contribution,
Excess Revenues Over Expenses for the current period are-a loss of
($45,252) compared to the prior year's loss of($147,559). Year-to-date
there is a loss of($275,076) compared to the prior year's loss of($305,566).
Balance Sheet: Unearned Revenue-Advance Rent for the current year is
$338,111 compared to the prior year's amount of$439,891. Unreserved
Equity for the current year is $51,661 compared to the prior year's amount
of$61,243.
Budget vs. Actual: Building Rental is less than budget by($7,000). Food
&Beverage is better than budget as well as Equipment Rental. Total
Operating Revenue is better than budget by$115,706 and year-to-date is
better than budget by$61,533. Operating Expenses, Salaries/Wages year-
to-date is better than budget by$26,504. Total Operating Expenses for the
LEPFA Board of Commissioners Meeting
Page 3
September 22, 2009
current period are $26,874 better than budget and for year-to-date $59,884
better than budget. Taking into account the City Contribution,Excess Revenues
Over Expenses are $143,504 better than budget and year-to-date $121,291
better than budget.
Commissioner Janssen asked if the utilities situation has been rectified yet.
Scott responded, stating that Honeywell is installing (at their cost) a program
into the computers to track usage.
Upon the arrival of Chairman Butler, Finance Committee Chairman Charlotte
Sinadmos moved that the monthly financials for the Lansing City Market,
Oldsmobile Park and the Lansing Center for the periods ending July 31, 2009
and August 31, 2009 be received as published and further that the monthly
expenses for each entity be approved. SECOND: Commissioner Janssen.
Motion carried.
C. PRESIDENT & CEO'S REPORT: Scott Keith reported the following:
1. Events: Scott reported that we have two crucial events in the building this
week; noting that this meeting is being held in the clubhouse because
the building is full today.
2. Article: Scott distributed an article from Sunday's paper regarding Chairman
Butler being nominated as a Grand Marshal at this weekend's African.American
Parade and Family Heritage Festival.
3. Greater Lansing Business/Sports Luncheon: Scott reminded everyone of
this upcoming event and questioned purchasing a table. He stated that
Ken Holland, General Manager of the Detroit Red Wings, will be the
guest speaker.
4. Common Ground: Scott distributed a copy of the Common
Ground Recap for everyone to view. He noted many interesting facts
that are within the recap. Scott also reported that he met with the Mayor
and Mr. Ambrose regarding Common Ground 2010, and the festival is a go.
5. Live Entertainment Tax: Scott reported that he had a conversation with
Kelly Cawthorne and received talking points regarding the Live Entertainment
tax. He noted that David Gregory, our lobbyist, doesn't think that the tax will pass.
6. Pontoon Boat Tour: Scott stated that the boat tour provided by Pat Gillespie
received good press and there were interesting facts pointed out along the tour
and the river banks have an exciting new look.
LEPFA Board of Commissioners Meeting
Page 4
September 22,2009
7. City Market: There has been a lot of press regarding the new market and
Scott was able to speak to the press about it. One issue regarding the new
market stems from the City Council claiming that they aren't being updated.
Scott explained to the press that as far as the market is concerned, we
are on schedule and on budget for the project.
8. Olds Park: Scott reported that capital repairs have begun on the park.
These repairs include repainting the outbuildings, replacing track, installing
security cameras and adding an additional POS system. Scott also
reported that the field has an invasive grass, called Poa, and a consultant
gave recommendations to cure it.
9. Lansing Center Update: There is a parking/pedway meeting today related
to the automated parking system. The pedway construction project will
start in three weeks. Scott stated that he and Bob Johnson met with the
architects and engineers regarding the parking structure. Groundbreaking
for this project will start in the spring. The structure will have approximately
500 spaces and we may be able to increase that number.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen reported
the following:
The Committee had a meeting on Friday regarding the construction of the City
Market. There were lots of questions regarding the timeline,budget and vendor
move-in. It was reported that we are on time and on budget for the new market.
There is an issue with contaminated soil and that has to be dealt with. Some
difficult decisions had to be made in order to come in on budget; including
eliminating the pavilion,because having water and electric and parking is of
more importance at this time. Commissioner Janssen recognized John Hooper
and John Decker (as being caught in the middle) due to their roles within the
Market as well as on the Board.
John Hooper stated that the vendors have concerns about the move and the
timeline. He has prepared the new lease and it has been reviewed by the
attorneys and has come back with one change. John is currently working on
the rules and regulations. He also stated that he is trying to figure out how he is
going to accommodate everyone.
John Decker stated that everyone is working really hard and closely watching
the budget.
Commissioner Bowen asked when the open date will be for the market and how
LEPFA Board of Commissioners Meeting
Page 5
September 22,2009
will it be determined who will have a space in the new market.
John Hooper responded, stating that the current tenants have right of
first refusal and after that, it is a first-come, first-serve basis. He also
stated that December 1, 2009 will be a soft-open with a Grand Opening
in the spring.
There was a short discussion regarding having seasonal vendors in the market.
**Chairman James Butler, III entered the meeting at 8:47 a.m.
At this time, Chairman Butler requested that the August minutes be approved.
MOTION: Commissioner Janssen. SECOND: Commissioner Sinadinos.
Motion carried.
Chairman Butler thanked Commissioner Bowen for stepping in during his
absence and took over as Chair of the meeting. He asked Scott about the
news reports and the press regarding the new City Market. Scott brought
Chairman Butler up to speed with regard to the City Market press.
Commissioner Janssen stated that the Long Range Committee has reached
out to Councilman Hewitt twice, regarding the City Market. It was agreed
that it would be a good idea to reach out to neighborhood associations and
invite them to a preview of the City Market.
Chairman Butler asked John Hooper if he has heard anything regarding
issues about the new market from the vendors. John Hooper reported on
some of the issues that the vendors have; chief among them, rental increases.
E. PERSONNEL COMMITTEE: No report.
F. TRANSITION COMMITTEE: There is a meeting scheduled for October
7, 2009 at 11:00 a.m. at the Lansing Center.
VII. COMMISSIONERS & STAFF COMMENTS:
A. Commissioner Sinadinos: Stated that she enjoyed the boat tour and found it
to be very enlightening.
B. Bill Grove: Stated that he is looking forward to a busy month. He also referenced
the paper cup and plastic ware that are in use today; stating that it is all made
from potato stock and is 100%biodegradable.
C. Commissioner Janssen: Asked everyone to really talk up the new market, the
kick-off is critical. He also stated that he thought it might be a good idea if
LEPFA Board of Commissioners Meeting
Page 6
September 22,2009
marketing/entertainment people continued to do the boat tours of the river. He
also congratulated Chairman Butler on being selected as a Grand Marshal for the
parade.
D. Tristyn Wright: Stated that she enjoyed the boat tour as well.
E. John Hooper: Thanked the Board for their continued support of the City Market.
F. Commissioner Bowen: Referenced that there was no discussion regarding the
Transition Committee. She also asked if there was a marketing plan in place for
New City Market. Scott responded, that yes, there is a plan in the works. Chairman
Butler asked when it will be completed. John Hooper answered that there is a meeting
today with Amanda, Scott and Vision Creative regarding the new logo. He also
noted that it's not easy to promote when we don't have an opening date set. Chairman
Butler asked Scott to have a timeline available by the next Board meeting.
It was discussed that everyone should receive talking points regarding the new
Market so that everyone is on the same page. Commissioner Bowen stated that
it is critical that there is a timeline for new Market and that we meet regularly.
G. Robert Johnson: Stated that he thought the boat tour was nice; he was fascinated
by others' observations regarding the riverfront.
H. Sheri Berger: Offered her congratulations to Chairman Butler as well and stated
that the CVB is a sponsor of the African American Parade and Family Heritage
Festival.
Sheri referenced the Executive Summary of Sales Report noting the occupancy
levels and rental revenues. She stated that she would like to do an audit on all
bookings in the system. She also referenced the Client Surveys,noting that based
on these surveys, it is important that we be more "e-friendly" and use more of
the technology that is at our disposal. Sheri also noted that the MSHDA comments
regarding the Lansing Center and the food were very good and that having Tom Izzo,
as a speaker was great.
I. Heidi Brown: Stated that Employee Evaluations will be completed by the end of
the month. She is also working on personnel issues. Heidi also offered her congra-
tulations to Chairman Butler.
J. Scott Keith: The address for the new Market is 325 City Market Drive; and from
Cedar street to underneath the Lansing Center the road is now City Market Drive.
Scott also reported that there was a meeting with the Lugnuts and Mike Price with
regard to a bid for High School baseball and softball state finals to be played at
Olds Park. He noted that this would be a three year contract.
LEPFA Board of Commissioners Meeting
Page 7
September 22,2009
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:34 a.m. the meeting was adjourned. MOTION: Commissioner Janssen. SECOND:
Commissioner Bowen. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, OCTOBER 27, 2009 AT
8:00 A.M. IN THE GOVERNORS ROOM OF THE LANSING CENTER.
Respectfully submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
t j BOARD OF COMMISSIONERS MEETING
OCTOBER 27, 2009
MINUTES
At 8:04 a.m. Chairman James Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue, Lansing, Michigan 48933
COMMISSIONERS PRESENT: James Butler III, Cindy Bowen, John Decker, Charles Janssen,
Ellen Jeffries, Charles Mickens and Charlotte Sinadinos.
*Heidi Brown and Commissioner Mickens entered the meeting at 8:05 a.m.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio), Bob Johnson (Ex-Officio), Tim
Haggart and Kris Nicholoff.
OTHERS PRESENT: Scott Keith, Greg Soleau, Shari Berger, Heidi Brown, Bill Grove, Tristyn
Wright, John Hooper and Shelly Busse —Lansing Entertainment &Public Facilities Authority. Dirk
Spillemaeckers - AMTA.
III. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda.
IV. PUBLIC COMMENT: None.
V. APPROVAL OF THE MINUTES FOR SEPTEMBER 22, 2009: A motion was made to
accept the minutes as published. MOTION: Commissioner Janssen. SECOND: Commissioner
Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler stated that he knows of no major issues
at this time. Chairman Butler commended Scott on the excellent job that he and the
staff are doing at LEPFA.
*Commissioner Bowen entered the meeting at 8:08 a.m.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Ending September 30, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansing City Market: Total Operating Revenues for the current period
are $6,536 compared to the prior year's amount of$6,622. Total Operating
Revenues year-to-date are $22,909 compared to the prior year's amount of
$20,540. Operating Expenses for the current period are $11,807 com-
pared to the prior year's amount of$13,045. Year-to-date expenses are
LEPFA Board of Comrmssioners Meeting
Page 2
October 27, 2009
$34,961 compared to the prior year's amount of$36,845. There is a loss for the
current period of($2,756) compared tot he prior year's income of$577. Year-to-
date,there is a loss of($4,501) compared to the prior year's income of$4,698.
Balance Sheet: Unreserved Equity for the current period is $184,619 compared
to the prior year's amount of$194,482.
Budget vs. Actual: Total Operating Revenues for the current period are $995
better than budget. Total Operating Revenues year-to-date are $5,906 better
than budget. Excess Revenues Over Expenses are $1,667 better than budget and
year-to-date, $8,524 better than budget.
b. Oldsmobile Park: Event Revenues for the current period are $7. Total Oper-
ating Expenses year-to-date are $76,020 compared to the prior year's amount
of$66,799, for a current period loss of($11,349) compared to the prior
year's income of$19,029. Year-to-date there is a loss of($32,193) compared
to the prior year's income of$46,438.
Balance Sheet: Unreserved Equity for the current year is $47,648 compared to
the prior year's amount of$87,291.
Budget vs. Actual: Total Operating Expenses year-to-date are ($1,598).
Excess Revenues over Expenses year-to-date are ($3,528).
c. Lansing Center: Total Operating Revenues for the current period are
$320,407 compared to the prior year's amount of$428,597. Year-to-
date Total Operating Revenue is $710,122 compared to the prior
year's amount of$799,803. It was noted that Building Rental, Food and
Beverage and Salaries/Wages numbers were down. Total Operating Expenses
for the current period are $420,354 compared to the prior year's amount of
$461,578. Total Operating Expenses year-to-date are $1,178,000 compared to
the prior year's amount.of$1,297,000. Excess Revenues over Expenses for the
current period are a loss of($54,044) compared to the prior year's loss amount
of($258,254).
Balance Sheet: Unreserved Equity for the current year is a loss of($2,383)
compared to the prior year's income of$108,545. Unearned Revenue-Advance
Rent for the current year is $353,362 compared to the prior year's amount of
$369,448.
Budget vs. Actual: Total Operating Revenue is less than budget by$69,907
and year-to-date is less than budget by$8,373. Operating Expenses are ahead
of budget by$97,253.
LEPFA Board of Commissioners Meeting
Page 3
October 27, 2009
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing Center
for the periods ending September 30, 2009 be received as published and further
that the monthly expenses for each entity be approved. SECOND: Commissioner
Bowen. Motion was unanimously carried.
2. Fiscal Year Ending 2008— '09 Audit Review: Finance Committee Chairman
Charlotte Sinadinos and Vice President of Finance Greg Soleau reported the
following information as related to the audit:
a. Write-Off. Finance Committee Chairman Charlotte Sinadinos moved the Board
for approval to write-off bad debt. SECOND: Commissioner Bowen. Motion
carried.
b. Auditor Comments: The auditor was complimentary and it was noted that theirs
is an unqualified opinion.
c. Pension Plan: Greg noted that pages 6 and 7 of this plan are now blank and that
is because LEPFA no longer controls the Plan.
d. Auditor's Recommendations: The following was noted:
1. Greg will now sign-off on the payroll process
2. Greg will now sign-off on the A/P process
3. Someone other than Greg should approve his work
4. Managers need to verify timecards
Chairman Butler recommended that the Finance Committee follow-up to be sure,
that the above recommendations are implemented. Commissioner Bowen asked that
written follow-up be given to the Board members. Chairman Butler offered his
congratulations to Greg with regard to the audit. Finance Committee Chairman
Charlotte Sinadinos moved that the Fiscal Year End 2008 — '09 Audit be accepted as
presented. SECOND: Commissioner Janssen. Motion was unanimously carried.
C. PRESIDENT & CEO'S REPORT: Scott Keith reported the following:
1. Board Member Recognition: Scott announced that Commissioner Nicholoff
has accepted the Executive Director's position for Michigan,Dsteopathic
Association. Scott distributed two newspaper articles regarding Commissioner
Janssen as "2010 Best Lawyers of America" and "Michigan Best Lawyers".
2. Design Lansing Workshop: Scott distributed a flier regarding this event to
take place at the Lansing Center. It was noted that everyone is invited to attend.
3. H1N1 Information: Scott referenced the LEPFA H1N1 information that was given
to all
LEPFA staff members. Chairman Butler asked Scott to give a copy to all LEPFA
Board members.
4. Magnet School Program: Scott announced that Tristyn Wright has been invited to
attend this event and sit on the panel.
LEPFA Board of Commissioners Meeting
Page 4
October 27, 2009
5. Board Holiday Party: Scott discussed two possible dates for this event;
December 10 or December 17. It was agreed that December 17 would be
the better choice. Scott explained that he would like to keep the guest
list to those that are partners in our business and key clients.
6. Executive Board Meeting: There will be a combined Executive Board
Meeting with the CVB and LEPFA Executive Board members on November
11, 2009. This meeting will be held at the CVB's new offices in the Boardroom.
7. MMA Event: November 13, 2009 will be the first MMA event to be held
at the Lansing Center. The promoter has signed on for 6 dates in 2010. Scott
noted that there are several other promoters that are interested in holding this
type of event here.
8. Silver Bells Float: Scott announced that LEPFA is building a float for the
parade this year and Tristyn is in charge of this event. There will be an open House
here after the parade as well as a concert. Chairman Butler asked that all
Board members attend if they are able to.
9. Public Act 25; money received P quarter 2008 —4th quarter 2009: Scott
distributed Public Act 25 information.
10. City Market Marketing Plan: Scott stated that Amanda Snook, along with John
Hooper's assistance, are.heading this project. Amanda has been given the authority
to make changes as needed; and it will change as it evolves.
11. City Market Logo: Scott distributed a copy of the first draft of the new City
Market logo. He asked the Board members to share their comments. Scott
explained that each piece of the logo represents different aspects of the new
Market.
A discussion ensued, and it was noted that if Scott had to explain what the logo
means to the Board, how would the average citizen know what it means without an
explanation.
D. PERSONNEL COMMITTEE: Chairman Butler reported the following:
1. Position Descriptions: It was,reported that the committee is working to update
the CEO job description.
2. Open Positions: The committee is actively looking to fill open positions.
E. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen reported:
There was a City Market tour on Saturday and concerns about the outer appearance
were brought up during this tour. Commissioner Janssen stated that it is a nice space
LEPFA Board of Commissioners Meeting
Page 5
October 27, 2009
inside and the view of the river along with the steps and patio are very impressive. He
also stated that the budget is still tight and that the contaminated soil issue is still being
addressed. Commissioner Janssen asked Scott for a construction update.
Scott reported that the budget is tight and that there are always unseen factors that come
into play when there is construction, for example, the construction crew started to dig
and ran into a 20 x 20 concrete slab (used to be a railroad weigh station).
Scott stated that he and John Hooper will look at the budget and adjust at mid-year.
Currently, there will be one less vendor bay available and the Common Ground offices
will no longer be located in the Market.
Tours are scheduled at the end of November for the media, locals and Boards. There
will also be an informal tour with neighborhood leaders.
Chairman Butler asked Scott to produce'a one page summary ofiteins'that have
impacted the budget so that this information could be shared with the`general public.
F. TRANSITION COMMITTEE: Commissioner Bowen reported the following:
A meeting was held to discuss the approach that the committee takes to fill the .
President/CEO position. A review of the job description was also done. At this time,
it was decided that an outside firm will not be used to search for a replacement.
The resources being utilized at this time are the internet,newspapers and Heidi. An
active search will begin in January.
Chairman Butler commented that there is no rush to fill this position, that there is total
confidence in Scott and that all interested parties are in agreement.
VII. COMMISSIONERS & STAFF COMMENTS:
A. Greg Soleau: Greg stated now that the audit is done, his staff will take some time-off.
B. Charlotte Sinadinos: Complimented the Finance Department on a remarkable job.
C. Commissioner Bowen: Asked Shari about the open Director of;Sales position. Shari
stated that the position is posted in several areas, that Heidi has posted the position
information. The search is open until November 16, 2009 and she, Heidi and Scott will
conduct interviews.
D. Commissioner Janssen: No comments.
E. Tristyn Wright: Tristyn shared that she and Shari Berger will be sitting on a panel for
Aeromark, at the Kellogg Center on Wednesday.
F. Commissioner Jeffries: Stated that she has a concern regarding Scott and Greg wearing
two hats and the search for a permanent replacement for the open positions. She also
complimented Greg and Scott with regard to the work that they are doing.
LEPFA Board of Commissioners Meeting
Page 6
October 27,2009
G. Commissioner Mickens: Suggested that LinkedIn be used as a possible search for
positions that need to be filled. Heidi stated that we are using Linkedln, Twitter,
Facebook, the Lansing State Journal and twelve community newspapers as well as MSU
Career Quest.
H. John Hooper: Offered informal tours of the new Market for anyone who may want to see
it.
I. John Decker: Stated that the new Market is quite impressive and that the vendors are
excited.
J. Shari Berger: Reported that the Sales Department is in a good place. Shari referred to the
Executive Summary Report and discussed/commented on the revenue goals and big
bookings. The Sales Department has added Brandon Richardson as a part-time staff
member.
K. Bill Grove: Reported that September was a weak month for Food &Beverage,however,
October will be very strong and Food &Beverage will beat budget.
L. Heidi Brown: Reported that she is working on the United Way campaign. She also stated
this year we will be participating in a food drive that LCC/PSD will be organizing.
LEPFA will have a Giving Tree from the St. Vincent Home for Children displayed for the
Holiday season. Heidi reported that LEPFA U will be held on December 14". She is also
working with the Transition Committee and Shari to fill the open positions.
M. Scott Keith: Stated that he will be attending a Honeywell conference in Washington D.C.
this week. Scott met with Calvin Jones, from the Board of Water and Light, to discuss the
Chili Cook-Off. The date for this event will be either June 4th or June 11th. Scott reported
that the Common Ground dates have been finalized as well.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:40 a.m. the meeting was adjourned. MOTION: Commissioner Bowen. SECOND: .
Commissioner Janssen. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY,NOVEMBER 24; 2009 AT
8:00 A.M. IN THE GOVERNORS ROOM OF THE LANSING CENTER.
Respectfiilly submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
,BOARD OF COMMISSIONERS MEETING
NOVEMBER 24, 2009
MINUTES
At 8:05 a.m. Chairinan James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue, Lansing, Michigan 48933
COMMISSIONERS PRESENT: James W. Butler III, Cindy Bowen, Jolm Decker, Charles Janssen,
Ellen Jeffries, Charles Mickens, Kris Nicholoff, Charlotte Sinadinos and Bob Johnson.
COMMISSIONERS EXCUSED: Gerald Ambrose (Ex-Officio) and Tim Haggart.
OTHERS PRESENT: Scott Keith, Greg Soleau, Shari Berger, Heidi Brown, Paul Ntoko, Tristyn
Wright, John Hooper and Shelly Busse —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 OCTOBER 27, 2009: A motion was made to
accept the minutes as published. MOTION: Commissioner Janssen. SECOND: Commissioner
Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler stated that everything is fine; there are a
lot of questions regarding the new City Market. He stated that Scott is handling
everything well.
*Commissioner Bowen entered the meeting at 8:10 a.m.
B. SECRETARY/TREASURER'S REPORT:
1. Monthly Financial Statements for the Period Endine October 31, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Financial
Statements as follows:
a. Lansing City Market: Total Operating Revenues for the current period
are$13,623 compared to the prior year's amount of$9,948. Total Operating
Revenues year-to-date are $36,533 compared to the prior year's amount of
$30,489. Operating Expenses, specifically Salary/Wages, are up slightly. There
are also new legal fees associated with the new leases for the new Market. Total
Operating Expenses for the current period are $15,230 compared to the prior
year's amount of$11,022. Total Operating Expenses year-to-date are $50,191
compared to the prior year's amount of$47,867. Excess Revenues over Expenses
are $2,410 compared to the prior year's amount of$4,286. Year-to-date there
LEPFA Board of Commissioners Meeting
Page 2
November 24, 2009
is a loss of($2,090) compared to the prior year's income of$8,985.
Balance Sheet: Unreserved Equity for the current period is $187,029 compared
to the prior year's amount of$198,769.
Budget vs. Actual: Total Operating Revenue for the current period is $3,113
better than budget. Total Operating Revenue year-to-date is $9,020 better
than budget and year-to-date, $9,198 better than budget.
b. Oldsmobile Park: Total Operating Expenses for the current period are
$14,882 compared to the prior year's amount of$26,229. Total Operating
Expenses year-to-date are $90,902 compared to the prior year's amount of
$93,028. Excess Revenues over Expenses are $7,764 compared to the prior
year's amount of$1,753. Year-to-date there is a loss of($24,428) compared
to the prior year's income amount of$48,192.
Balance Sheet: The Net Event Development fund is $79,298. Unreserved Equity
for the current year is $55,367 compared to the prior year's amount of$89,028.
Budget vs. Actual: Total Operating Expenses for the current period are $8,435
better than budget compared to the prior year's amount of$6,837 better than
budget and year-to-date they are $5,308 better than budget.
c. Lansing Center: Total Operating Revenue for the current period is
$574,243 compared to the prior year's amount of$367,457. Year-to-
date Total Operating Revenue is $1,284,000 compared to the prior
year's amount of$1,167,000. Total Operating Expenses year-to-date are
$1,638,000 compared to the prior year's amount of$1,773,000. Excess
Revenues over Expenses for the current period are $227,205 compared
to the prior year's loss amount of($41,454). Year-to date there is a loss
of($101,914) compared to the prior year's loss of($299,719).
Balance Sheet: Total assets are $1,063,000 compared to the prior year's
amount of$1,222,000. Unreserved Equity for the current year is $224,822
compared to the prior year's amount of$67,090. Unearned Revenue-Advance
Rent for the current year is $311,223 compared to the prior year's amount of
$432,505.
Budget vs. Actual: Total Operating Revenue year-to-date is $146,501 better
than budget. Total Operating Expenses year-to-date are $113,814 better
than budget. Salary/Wages are better than budget. Excess Revenues over
Expenses for the current period are $223,560 better than budget and year-
to-date $311,249 better than budget.
LEPFA Board of Commissioners Meeting
Page 3
November 24, 2009
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing Center
for the period ending October 31, 2009 be received as published and further
that the monthly expenses for each entity be approved. SECOND: Commissioner
Bowen. Motion was unanimously carried.
2. Fiscal Year Ending 2008— '09 Audit Review: Vice President of Finance Greg
Soleau distributed and reviewed a written response to the auditor's concerns as
Requested by the Board at the October 29, 2009 meeting.
C. PRESIDENT & CEO'S REPORT: Scott Keith reported the following:
1. Studio Intrigue: Scott distributed a memo from Studio Intrigue that details
all of the unforeseen (construction) aspects of the new City Market.
Commissioner Janssen noted that Studio Intrigue exceeded their costs
several months ago and that they have gone above and beyond expectations to
continue to work with us on this project.
2. Board Holiday Recgption: Scott distributed the Board Holiday Reception invita-
tions to all of the Board Members present.
3. Combined Executive Board Meeting: Scott stated that the meeting went very well
and referenced a report that was put together by the CVB in Minneapolis regarding
the state of convention center sales throughout the country.
4. MacNeil/Lehrer: This event was held as a Town Hall style meeting. It was taped
and will air on television January 18 or 19, 2010.
5. Silver Bells: Scott reported that there were record numbers for the event this year.
6. Common Ground: Tickets go on sale starting December 7'1'. There is a small price
increase for the Common Card. No acts have been lined up yet, but some offers have
been made.
7. State High School Baseball/Softball Finals: A proposal to host this event will go out
this week. It will be a three year commitment.
8. Pedway: Scott reported that the pedway is not going anywhere. It is a valuable asset
and we support its use.
LEPFA Board of Commissioners Meeting
Page 4
November 24, 2009
9. Congratulations: Scott recognized the LEPFA staff for the tremendous job that they
all have put forth over the last 6-8 weeks. He also reported that the LEPFA staff
will be participating in the"Downtown Food Fight" as well as the St. Vincent
Catholic Charities Giving Tree.
10. Sales: Scott referenced the Sales Report (on behalf of Shari, in her absence) noting
that Room Rental has improved. Interviews for the Director of Sales position will
begin next week.
Chairman Butler asked Scott if anyone had checked with the Chamber to find out
why they changed the location of their annual dinner. Scott stated that he had lunch
with Tim Damon several weeks ago and Tim stated that the Chamber was looking
for ways to improve their membership numbers and wanted to try something
different.
A discussion ensued with regard to the Chamber's decision.
D. PERSONNEL COMMITTEE: No report.
E. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen reported:
1. Public Relations: Commissioner Janssen stated that reviews of the new Market
have not been complimentary. He stated that the Market looks like what it
was intended to look like and he is afraid that we may be up
against the artist's initial drawing of the new Market. He hopes that everyone
will give the Market an opportunity to succeed. Perhaps in the future, there
will be additional funds available to make some cosmetic improvements.
Commissioner Janssen suggested that if anyone is contacted by the Media
regarding the new Market, that we refer them to Scott since he has a handle
on the Market.
2. Market Vendors: Commissioner Janssen stated that he spoke with John
Hooper regarding vendor leases and there is a water front restaurant that has
committed to a 5 year lease.
Commissioner Decker commented that the vendors are excited about the move
to the new Market after the Holidays are over.
Commissioner Nicholoff and Bob Johnson both made supportive comments
regarding the Market. Scott reported that"Ignite Lansing"is interested in
hosting a holiday party at the Market. Commissioner Janssen recommended that
we all e-mail to all of our contact lists/groups regarding the City Market
opening.
LEPFA Board of Commissioners Meeting
Page 5
November 24, 2009
*Commissioners Janssen, Mickens and Nicholoff exited the meeting at 8:50 a.m.
F. TRANSITION COMMITTEE: No report.
VII. COMMISSIONERS & STAFF COMMENTS:
A. GregS oleau: No report; "Happy Thanksgiving"to everyone.
B. Charlotte Sinadinos: Stated that she is encouraged by October's numbers.
C. Commissioner Bowen: No report.
D. Trist, iy 1 Wright: No report; "Happy Thanksgiving"to everyone.
E. Commissioner Jeffries: Wished everyone a "Happy Thanksgiving" and stated that she
loves the holiday invitations.
F. Bob Johnson: Stated that he and his team are looking at all options available to improve
the Pedway.
G. John Decker: No report.
H. Paul Ntoko: Stated that Food & Beverage had a great October, November looks great.
He also wished everyone a happy Thanksgiving.
L. Heidi Brown: Reported that LEPFA U, our second amival all staff training session, will
be held on December 14, 2009.
M. Scott Keith: Reported that we received a big thank you card from Rotary for all of the
effort we have put into their events. He also wished everyone a"Happy Thanksgiving".
N. Chairman Butler: Wished everyone a"Happy Thanksgiving"; stating that we all have so much
to be grateful for.
VIIL OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:10 a.m. the meeting was adjourned. MOTION: Commissioner Bowen. SECOND:
Commissioner Janssen. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, DECEMBER 15, 2009 AT
8:00 A.M. IN THE GOVERNORS ROOM OF THE LANSING CENTER.
Respectfully submitted,
Shelly Busse, Recording Secretary
LANSING ENTERTAINMENT AND PUBLIC FACILITIES AUTHORITY
BOARD OF COMMISSIONERS MEETING
DECEMBER 15, 2009
MINUTES
At 8:04 a.m. Chairman James W. Butler III called the meeting to order in the Governor's Room of the
Lansing Center; 333 E. Michigan Avenue; Lansing, Michigan 48933.
COMMISSIONERS PRESENT: James W. Butler III, John Decker, Charles Janssen, Ellen Jeffries,
and Charlotte Sinadinos.
COMMISSIONERS EXCUSED: Bob Johnson (Ex-Officio), Gerald Ambrose (Ex-Officio), Cindy
Bowen and Tim Haggart.
OTHERS PRESENT: Scott Keith, Greg Soleau, Shari Berger, Heidi Brown, Bill Grove, Tristyn
Wright, John Hooper and Shelly Busse —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 NOVEMBER 24, 2009: A motion was made to
accept the minutes as published. MOTION: Commissioner Janssen. SECOND: Commissioner
Sinadinos. Motion carried.
VI. REPORTS:
A. CHAIRMAN'S REPORT: Chairman Butler stated that all is Well. He also reminded
everyone of the LEPFA Board Holiday Reception that will be on Thursday, December
17, 2009 in the Riverstreet Pub.
Chairman Butler also stated that we all, as individuals, are truly blessed.
B. SECRETARY/TREASURER'S REPORT: '
1. Monthly.Financial Statements for the Period Ending November 30, 2009:
Finance Committee Chairman Charlotte Sinadinos reviewed the Finanoial
Statements as follows:
a_ Lansing City Market: Total Operating Revenues for the current period
are $4,771 compared to the prior year's amount of$5,772. Total Operating
Revenues year-to-date are $41,304 compared to the prior year's amount of
$36,261. Operating Expenses for the current period are $11,213 compared to
the prior year's amount of$12,808. Total Operating Expenses year-to-date
are $60,805 compared to the prior year's amount of$60,676. Excess Revenues
Over Expenses for the current period are a loss of($2,417) compared to the prior
year's loss amount of($1,493), and for year-to-date, there is a loss of($3,908)
LEPFA Board of Commissioners Meeting
Page 2
December 15, 2009
compared to the prior year's income of$7,492. It was noted that the loss is due
in part to how the City Contribution is allocated.
Balance Sheet: Unreserved Equity for the current period is $185,212 compared
to the prior year's amount of$197,276.
Budget vs. Actual: Total Operating Revenues year-to-date are $41,304; which
is $8,608 better than budget. Total Operating Expenses year-to-date are $63,094;
which is $2,288 better than budget. Excess Revenues Over Expenses for the
current period are $1,139 better than budget and year-to-date are $10,937 better
than budget.
b. Oldsmobile Park: Total Operating Expenses year-to-date are $108,457
compared to the prior year's amount of$107,872. Excess Revenues Over
Expenses are at a loss of($19,745) compared to the prior year's income of
$61,352. It was noted that the loss is due in part as to how the City
Contribution is allocated.
Balance Sheet: Unreserved Equity for the current year is $59,995 compared to
the prior year's amount of$102,267.
Budget vs. Actual: Total Operating Expenses year-to-date are $14,059 better
than budget. Excess Revenues Over Expenses year-to-date are $12,523 better
than budget.
c. Lansing Center: Total Operating Revenues for the current period are
$450,390 compared to the prior year's amount of$427,517. Year-to-
date Total Operating Revenues are $1,734,000 compared to the prior
year's amount of$1,594,000. Total Operating Expenses year-to-date are
$2,089,000 compared to the prior year's amount of$2,274,000. Excess
Revenues Over Expenses year-to-date are at a loss of($44,028) compared to
the prior year's loss of($246,041).
Balance Sheet: It was noted that both Accounts Payable and Accounts
Receivable are down for the current year. Unearned Revenue-Advance
Rent for the current year is $289,026. Unreserved Equity for the current year
is $282,709 compared to the prior year's amount of$120,768.
Budget vs. Actual: Total Operating Revenues for the current period are
$30,221 better than budget and for year-to-date are $176,845 better than
budget. Operating Expenses year-to-date are $114,104 better than budget.
Excess Revenues Over Expenses year-to-date are at a loss of($44,028);
however, there is a positive budget variance of
LEPFA Board of Commissioners Meeting
Page 3
December 15, 2009
of$296,293.
Finance Committee Chairman Charlotte Sinadinos moved that the monthly
financials for the Lansing City Market, Oldsmobile Park and the Lansing Center
for the period ending November 30, 2009 be received as published and further
that the monthly expenses for each entity be approved. SECOND: Commissioner
Janssen. Motion was unanimously carried.
C. PRESIDENT & CEO'S REPORT: Scott Keith reported the following:
1. City Market Tours: Scott reported that starting today tours will take place
at the new City Market for various groups. Michael Patrick Shields, WLNS,
TV media, print media, online media and the Neighborhood Association all
will have tours today. On Thursday,December 17, 2009, LEPFA Staff, Council,
City Administrators and key community business leaders will tour the new
Market. There will be some public spots open on Thursday as well. On Friday,
December 18, 2009, the CVB Staff and Labor Council will tour the new Market.
Scott stressed that the key point to everyone will be that this is a soft opening
that will take place over the next 6-8 weeks, which will allow the vendors to
tweak their businesses.
Commissioner Janssen asked John Hooper how many vendors are at the
Market at this time. John Hooper responded that there are 40 vendors at .
this time and at the new Market, there will be approximately 23 —27; which
will make the occupancy 100%.
Commissioner Janssen also commended John Hooper and John Decker for
their hard work. He also reported on the challenges facing the new Market
and the vendors.
2. City Council: Scott reported that he attended the Committee of the Whole
meeting at City Council and at that meeting two City Ordinances.had been
repealed in LEPFA's favor. The first Ordinance referenced the location of the
City Market and it has now been amended to reflect its new location. The
second Ordinance referenced the sale of alcohol on park land. This was
amended to allow the sale on City of Lansing park land and it also allows
LEPFA to make changes to the amendment with regard to the areas where
alcohol will be allowed. This will save us from having to use our special event
permits.
3. Recognition: Scott distributed a Thank You note to the Board members
that was received from Teri Singleton regarding LEPFA's recognition of
LEPFA Board of Commissioners Meeting
Page 4
December 15, 2009
her mother's death.
Scott also recognized Commissioner Bowen, who is on the cover of the
GLBM Magazine this month, and he distributed a copy of the magazine.
4. Director of Sales: Scott reported that he has made an offer to the candidate
and is waiting for a response.
D. LONG RANGE PLANNING COMMITTEE: Commissioner Janssen stated that he
reported on everything in his remarks earlier.
E. PERSONNEL COMMITTEE: Chairman Butler stated that the committee continues
to review job descriptions and update them.
F. TRANSITION COMMITTEE: Chairman Butler reported that this.is an on-going
process.
VII. COMMISSIONERS & STAFF COMMENTS:
A. Greg Soleau: Stated that the Accounting Manager's position will be filled in the New
Year.
B. Charlotte Sinadinos: Gave "kudos"to all departments for their hard work.
C. Commissioner Janssen: Stated that he seconds Commissioner Sandino's comments and
that the budget looks good.
D. Tristyg Wright: Extended "Happy Holidays" to everyone. .
E. Commissioner Jeffries: Stated that she echoes Commissioners Sandino's and Janssen's
comments regarding the budget and the hard work is appreciated. She also stated to John
Hooper that the Market Watch Newsletter is very well written.
F. John Hooper: Reported that Saturday, December 19, 2009 will mark the last Saturday ,
that the old Market will be open & there will be an event to mark the occasion.
Coinciding with this event is a fundraiser, which will be a"Stone Soup" event with
proceeds going to the Volunteers of America.
G. John Decker: Thanked Commissioner Janssen for his support with the transition to the
new Market. He also stated that he is excited to move to the new Market.
H. Shari Berger: Referenced the Executive Summary Report and noted the growth in
Exhibit Hall use. She also noted that Room Rental Revenue is on the books. Shari stated
that she participated in LEPFA U and was really impressed with the event and that it was
a very positive day. She referenced the Director of Sales position and Scott's comments
pertaining to that position. Scott noted that for the first time in 2-3 years we have on the
books 100% of what is budgeted.
L. Bill Grove: Reported that everything is going well and that the numbers speak for them-
selves. He stated that F&B saw changes this year and the changes have been positive.
LEPFA Board of Commissioners Meeting
Page 5
December 15, 2009
M. Heidi Brown: Reported that yesterday, LEPFA U took place. It is a day of in-service
training for all staff members and she thanked everyone who participated. She also
reported that we participated in the Downtown Food Fight. Scott noted that we did not
win the trophy this year. Heidi reported that we are supporting the St. Vincent Charities
for the Holiday Season. She also stated that she will be reviewing the Employee
Handbook in 2010.
N. Scott Keith: Reminded everyone of the LEPFA Board Holiday Reception on Thursday,
December 17, 2009. He also reported that the LEPFA Staff Holiday Reception will be
tomorrow and that this year we will have pizza made by the Chef instead of cookies and
punch.
O. Chairman Butler: Stated that he likes the idea of LEPFA U and would like the chance to
observe next year. He also asked Scott if he had a chance to speak with Tim (at the
Chamber) regarding the sudden change of their event to a different venue. Scott stated
that he did have that discussion and is comfortable with the explanation. Scott stated that
going forward it is important that we get locked in to contracts earlier; and he has
discussed this with our Sales Team.
VIII. OLD BUSINESS: No report
IX. NEW BUSINESS: No report.
At 9:04 a.m. the meeting was adjourned. MOTION: Commissioner Sinadinos. SECOND:
Commissioner Janssen. Motion carried.
THE NEXT MONTHLY MEETING IS SCHEDULED FOR TUESDAY, JANUARY 26, 2010 AT
8:00 A.M. IN THE GOVERNORS ROOM OF THE LANSING CENTER. -
Respectfully submitted,
Shelly Busse, Recording Secretary