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HomeMy WebLinkAbout2020 LEPFA Minutes LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORIY BOARD OF COMMISSIONERS MEETING January 28, 2020 MINUTES At 8:03 a.m. Chairman Price Dobemick called the meeting to order in the Conference Room of the Greater Lansing Convention and Visitors Bureau, located at 500 E. Michigan Avenue, Suite 180, Lansing, MI 48912 COMMISSIONERS PRESENT: Price Dobemick, Larry Leatherwood, James Stajos, Tim Barron, James Butler, Cindy Bowen, and Charles Mickens. COMMISSIONERS EXCUSED: Charles Janssen OTHERS PRESENT: Heidi Brown,Ashley Proper, Tristan Wright, Scott Horgan, Scott Keith, Jennifer McFatridge, Paul Ntoko—Lansing Entertainment and Public Facility Authority; Jack Schripsema, Julie Pingston, David Buckenberger, Mike Price—Greater Lansing Convention and Visitors Bureau; Brian McGrain,Derrell Slaughter-Ingham County Commissioner, Eric Brewer, Jim Smiertka, Jeremy Garza—City of Lansing; Jack Alexander—Public; Ryan Johnson, Charlie Johnson— Johnson Consulting; Chad Nelson, Ryan Olszowy— Christman Company. I. ESTABLISHMENT OF THE AGENDA: No changes. II. PUBLIC COMMENT: No public comment. III. APPROVAL OF NOVEMBER 2019 MINUTES: Chairman Dobernick requested a motion to approve the November 2019 minutes as published. Motion: Commissioner Leatherwood Second: Commissioner Butler Motion unanimously carried Commissioner Bowen and Commissioner Mickens entered the meeting at 8:05 a.m. IV. REPORTS: A. CHAIRMAN: Chairman Dobernick stated he did not have anything to report at this time. B. FINANCE COMMITTEE: Commissioner Leatherwood thanked the Finance team for reviewing all the documents thoroughly. 1. December 2019 Finance Report: Jennifer McFatridge, Vice President of Finance, reviewed the following: LEPFA Board of Commissioners Meeting Page 12 January 28, 2020 a. Groesbeck Golf Course: December operating revenue indicates the weather has allowed for traditional golf, as well as the simulator season kicking off with a positive performance. December revenue is up compared to last year and compared to budget for the month, as well as for year to date. December concession sales are up more than 100% compared to last year; with beer sales accounting for 59% of that number. Overall, operating expenses finished down compared to budget for the month as well as year to date. Categories providing the largest impact to the year to date budget include food and beverage, rents/leases, and marketing. In the category of food and beverage, the expense is related to concessions labor and the cost of goods purchased. In rents/leases, the variance to budget is attributed to the addition of the utility carts this year. The budget was set and adopted before this change in our annual lease with US Golf. Finally, in the category of marketing, the expense is related to the overall forms of advertising used to promote the course. At the end of December, excess revenue over expenses is ahead of budget. b. Cooley Law Stadium: Operating revenue at Cooley Law School Stadium typically comes from the ATM machine that located on the concourse. Revenue is down compared to budget for the month and for year to date as well. We have adjusted the fiscal year 2021 budget amount for the ATM, as ATM use is declining. Overall, operating expenses finished down compared to budget for the month and year to date as well. In the category of salaries/wages, the expense this year is greater than the prior year. We changed the allocation of Lansing Center labor to the Stadium to reflect positions that impact the Stadium operations. The category providing the largest impact to the year to date budget is utilities. When the fiscal year 2020 budget was created, we planned for a 20% increase in usage as events at the Stadium and use of The View has been increasing. We will continue to monitor this as the fiscal year continues, with a plan to adjust the utility budget to better reflect Smart Meter actual usage. Electric was down 3% ($295), Gas was up 83% ($1,339); while water was down 83% ($2,850) compared to last year. At the end of December, excess revenue over expenses is ahead of budget. c. Lansing Center: December year to date operating revenue increased over last year by $58,275 or 2%. December revenue is down compared to budget for the month; however, it is up when compared to the year to date budget. December events include Accident Fund, Midwest Reps, Vision Source and MYWAY Wrestling Tournament. Overall, there were six (6) events that occurred in December 2018 that were not re-booked December 2019 accounting for more than$126,000 in rent, food and beverage, and equipment rental. In December 2019, we have four (4) events that are new or extra events that did not occur in December 2018, capturing more than $89,000 in rent, food and beverage and equipment. Overall, operating expenses finished down compared to budget for the month; however, were up for year to date. Categories providing an impact to the December budget include utilities, marketing, and events. In regard to utilities, most of the excess is related to electric and steam. Electric was up more than 4% compared to last year, while steam was up more than 15% compared to last year. In the category of marketing, expenses are related to items for Silver Bells advertising (broadcast, print media, etc.) In event expenses, more than 68% of the expense is related to the rooftop lighting for Silver Bells. Finally, unearned revenue-advance rent has increased when compared to last month; and remains strong when compared to the last two (2) fiscal years. At the end of the sixth month of the fiscal year, the Lansing Center has captured 46% of the revenue budget and contained expenses to 5 1% of the budget. Commissioner Bowen questioned the high steam expenses and asked if there is any way to lower the costs. LEPFA Board of Commissioners Meeting Page 13 January 28, 2020 Scott Keith stated that we do our best to monitor steam usage and in his many discussions it has been eluded that there is a possibility in the future for the Board of Water of Light to reduce or eliminate steam. Chairman Dobernick thanked Jennifer and the finance team. Mr. Dobernick requested a motion be made to accept the December 2019 Financial Statements for: Groesbeck Golf Course, Cooley Law School Stadium, and the Lansing Center be received as published; and fiirther that the monthly expense for each entity be accepted as presented: Motion: Commissioner Barron Second: Commissioner Butler Motion unanimously carried 2. Overview of Draft Budizets for Fiscal Year 2021: Scott Keith provided an update on the direction of LEPFA for this coming year. Our goal was to reduce our request of the City by 10%; currently we are looking at a 13% reduction. Currently we are on track due to Groesbeck revenue and the team understood the directive and we hope to see improvements in overall business next year. C. PERSONNEL COMMITTEE: Scott Keith stated that the Personnel Committee reviewed the addendum to his contract, and he shared an update on personnel matters with the committee. LEPFA's Employee of the Year,Natalie Glisson will attend the February Board of Commissioners meeting. The LEPFA U training which covered diversity and inclusion took place in January. D. STRATEGIC PLANNING COMMITTEE: Committee Chair James Stajos stated that the committee met and reviewed the facility audit. Mr. Stajos turned the meeting over to Tristan Wright. Tristan Wright introduced Ryan and Charlie Johnson from Johnson and Johnson Consulting and noted they would present their audit report today. Ryan Johnson began his presentation by explaining how the team completed the assessment of the building. Mr. Johnson stated that they worked closely with their partners as well as Christman Constriction on the pricing for each component. The team completed an architectural review, a site review, and an AV/IT/Security review. They then reviewed the history of the building, funding strategies and finally pricing options. Johnson and Johnson felt that the following items need to be updated immediately: • Lights • Technology/AV • Storage • Kitchen equipment • Concrete/limestone repairs • Fire Systems • Security • Signage around the building LEPFA Board of Commissioners Meeting Page 14 January 28,2020 Johnson and Johnson also stated that the whole building update will cost forty million eight hundred forty-five thousand fifty-nine dollars ($40,845,059.00.). However, immediate needs total approximately fifteen million dollars ($15M). Chairman Dobemick thanked Johnson and Johnson as well as Christman Construction for the report. Chairman Dobernick requested a motion to receive the report: Motion: Commissioner Barron Second: Commissioner Stajos Motion unanimously carried. E. PRESIDENT & CEO: Scott Keith, LEPFA President& CEO reported the following: • Articles of Incorporation—The City approved the amendment to the LEPFA Articles of Incorporation. The amendment was to remove the City Market vendor representative from the LEPFA Board of Commissioners. It will now include a Greater Lansing Convention and Visitor's Bureau Board member who may be required to go through the same approval process as all other Board members. • GLCVB Agreement—Scott reminded those present that we have been working with the CVB and the City on the allocation of hotel bed tax funding to the Lansing Center. We have come to an agreement that will change how our funding and what it may be used on as there are limits to what can be spent on operations and what can be spent on capital improvements. Chairman Dobernick requested a motion to approve the agreement between LEPFA and the GLCVB. Motion: Commissioner Barron Second: Commissioner Mickens Motion unanimously carried. Commissioner Dobemick thanked the CVB for their continued partnership. • Dr. ML Kin1j,Jr. Luncheon—Scott reported on the MLK luncheon and that it was very well attended. The team did a wonderful job on service. • CEMA Training— Scott stated that LEPFA participated in an active assailant training in January provided by CEMA. We were able to partner with some of our community partners and was a good discussion on how we can work together better as a team. Derrell Slaughter exited the meeting at 8:51 a.m. • Waterfront Bar and Grill Update—Scott reported he received notice last evening that Waterfront has agreed to a tentative settlement. They have a walk-in cooler left in the building and have 30-days to remove it, or it will become LEPFA property. Commissioner Barron asked the Johnson team based on the overall condition of the Lansing Center how do we stack up against other Centers? LEPFA Board of Commissioners Meeting Page 15 January 28,2020 Ryan Johnson stated that we are in the 50% to the lower half due to the absence of dedicated funding, which is a common trend around the country. F. VICE PRESIDENT & STAFF REPORTS: 1. Scott Horgan,Vice-President of Sales & Marketin1— Scott Horgan reported the following: Lansiniz Center—On January 2, 2020 LEPFA's Box Office Manager Laurel Winkel retired, which presented an opportunity to reconstruct the Box Office and Event Staff departments. Mindy Biladeau is the Director of Event Services and Programming and will assume responsibility for the Event team and an additional Event Coordinator will be hired. Scott Horgan distributed the Grand Concert Series Recap. He stated that over the next few months we will be looking at redoing our recaps. We really want the recaps to be sponsor focused instead of client focused. Groesbeck Golf Course—Almost 24,000 rounds of golf were played last year. Greg has developed a great working relationship with the Michigan High School Athletic Association. We are currently working on a partnership with the PGA of MI group. Customers continue to give us great feedback about the course improvements. 2. Tristan Wrilzht, Vice-President of Operations—Tristan Wright thanked Johnson Consulting and Christman Construction for all of their work. Tristan thanked the CVB team who helped with providing input on our building. We have selected C2AE to assist us with our Riverside Balcony project. Moores Trosper will be the contracted company to repair our balcony in the spring. We also completed the replacement of the cooling tower over Hall-C. We are working with the Lugnuts on repairs needed before we open the Stadium in the spring. Commissioner Barron exited the meeting at 9:06 a.m. 3. Heidi Brown, Vice-President of Administration -Heidi Brown reported that we currently have 72 workers comp claim free days. The administration team is working on updating and improving the employee manual. The team is also working through all employee job descriptions,postings, interview questions and are updating the information for on-call and part-time positions. Johnson and Johnson, and Christman Consulting exited the meeting at 9:07 a.m. 4. Paul Ntoko, Vice-President of Foodservice -Paul Ntoko reported that the MLK lunch was a record for our building of largest single plated meal served ever. Last year we were able to contribute 22,000 pounds of food to food movers. Brian McGrain exited the meeting at 9:09 a.m. G. COMMISSIONERS COMMENTS: No comments. LEPFA Board of Commissioners Meeting Page 16 January 28,2020 V. COMMISSIONER& STAFF COMMENTS: Scott Keith congratulated Councilmen Garza on his re-appointment to the LEPFA Board. VI. OLD BUSINESS: Approved amended October 2019 Minutes. VII. ADJOURNMENT: At 9:12 a.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Bowen Second: Commissioner Stajos Motion unanimously carried THE NEXT MONTHLY MEETING IS SCHEDULED FOR: FEBRUARY 25, 2020 - RADISSON HOTEL - CAPITOL III ROOM Respectfully Submitted, Ashley Proper, Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING FEBRUARY 25,2020 MINUTES At 8:00 a.m., Chairman Price Dobernick called the meeting to order in the Capitol III Room of the Radisson Hotel; located at I I I N. Grand Avenue; Lansing, Michigan 48933. COMMISSIONERS PRESENT: James W. Butler 111, Price Dobernick, Charles A. Janssen, Larry Leatherwood, Charles Mickens, James Stajos, Brian McGrain (Ex-officio), and Shelbi Frayer .. COMMISSIONERS EXCUSED: Tim Barron and Cindy Bowen. OTHERS PRESENT: Scott Keith, Scott Horgan, Tristan Wright, Heidi Brown,Paul Ntoko, Jennifer McFatridge,Natalie Glisson, Ashley Proper—Lansing Entertainment&Public Facilities Authority; Sherrie Boak—Lansing City Council; Jim Smiertka—Lansing City Attorney; and Jack Alexander—Public. I. ESTABLISHMENT OF THE AGENDA: Chairman Dobernick stated that he would like to move the Vice President and Staff Reports to follow Public Comment, due to LEPFA staff Delphi training and Vice-President Mike Pence detail. II. PUBLIC COMMENT: Jack Alexander stated that he feels that the new agreement between the CVB and the Lansing Center leaves a door open for the Lugnuts team to depart. Mr. Alexander stated he feels the current funding mechanism is out of date and a total flop. Scott Keith stated that the agreement is only between the Lansing Center and the GLCVB and there are no other components. The additional funding we are receiving is Hotel Tax money and we can only use that money for the Lansing Center. Scott added that he agrees that the funding mechanism could use improvements, and the team is lobbying hard to get the new hotel tax bill passed, so we can have additional funding. III. REPORTS: A. VICE-PRESIDENT & STAFF REPORTS: 1. Scott Horgan, Vice-President of Sales and Service: Scott Horgan reported that the Lansing Center is in the process of a Delphi Migration. We are taking our current booking platform and making it a cloud base platform. This will allow us to serve our clients on a larger scale. Our new system will go live today. On February 22, 2020 we did a press release for the save the date for Margarita Fest 2020. Margarita Fest will take place on May 29, 2020 from 5:30 p.m.—9:00 p.m. Tickets will go on sale on April 1, 2020. Groesbeck Golf Course has now partnered with PGA of Michigan, Youth on Course, and First Tee to have our own Junior League. Greg Webber has been working LEPFA Board of Commissioners Meeting Page 12 February 25,2020 to make this possible and they will have tournaments every Sunday evening for an eight- week program starting in the summer. 2. Paul Ntoko, Vice-President of Foodservice: Paul Ntoko reported that we are starting to get ready for the 2020 golf season. We are looking at the surveys we sent out to determine how to proceed. Most individuals have stated the prices and the items offered are great. We hope to have the information to share at the next board meeting. 3. Heidi Brown, Vice-President of Administration: Heidi Brown reported that as of yesterday, we are 100 workers comp claim free days. We are still working through the employee manual and job description updates. The human resources team has worked through the health care summary plan and distributed. We have selected Green Cab Company of Lansing as our new cab provider to transport staff in the event of an injury. B. CHAIRMAN: Chairman Price Dobernick stated that he does not have any updates at this time. C. FINANCE COMMITTEE: Commissioner Leatherwood stated that the Finance team met yesterday, and he is fully confident in the report generated by Jennifer McFatridge and thanked the team. 1. JANUARY 2020 FINANCE REPORT: Jennifer McFatridge, Vice-President of Finance, reviewed the following financials: a. Groesbeck Golf Course: January operating revenue indicates a traditional golf season has ended and the continuation of the simulator golf season. Simulator league revenue is spread out over the season. January revenue is up compared to budget for the month as well as year to date. Operating expenses finished down compared to budget for the month and year to date. Categories providing the largest impact to the overall year to date budget include rents/leases, food and beverage, and miscellaneous. In the category of rents/leases, the variance is attributed to the addition of the utility carts this year. In the category of food and beverage, the expense is related to the concessions labor and the cost of goods purchased. Finally, in the category of miscellaneous, 56% of the year to date expense is bank and credit card processing fees. At the end of January, excess revenue over expenses is ahead of budget. b. Cooley Law Stadium: Operating revenue at Cooley Law School Stadium typically comes from the concourse ATM machine. Revenue is down compared to budget for the month and for year to date. Fiscal year 2021 budget amount for the ATM has been adjusted because ATM use is declining. Overall, operating expenses finished down compared to the budget for the month and year to date. In the category of salaries/wages/fringes, the expense this year is greater than the prior year. We changed the allocation of Lansing Center labor to the Stadium to reflect positions that impact the Stadium operations. The category providing the largest impact to the year to date budget is utilities. When the fiscal year 2020 budget was created, we planned for a 20% increase in use as stadium events and use of The View has increased. We will LEPFA Board of Commissioners Meeting Page 13 February 25,2020 continue to monitor this as the fiscal year continues, with a plan to adjust the utility budget to accurately reflect the smart meter usage. Utilities are up over last year as follows: Electric was up $230 or 3%, gas was up $1,221 or 91%, and water was up $52 or 11% compared to last year. At the end of January, excess revenue over expenses is ahead of budget. c. Lansing Center: January operating revenue increased over last year by nearly $130,000 or 4%. January revenue is up over budget for the month, as well as year to date. January events include Michigan Veterinary Association, Michigan Nursery and Landscaping and Michigan Agri-Business Association. There were eleven (11) events that occurred in January 2019 that did not repeat in January of 2020. Of those that did not repeat, those events accounted for nearly $103,000 in food and beverage, $30,000 in equipment rental and$18,000 in rent. The flip side of this is we had three (3) events in January 2020 that did not occur in January 2019, capturing$13,000 in rent, $16,000 in food and beverage and $9,000 in equipment rental. Overall, operating expenses finished down compared to budget for the month; however, expenses were up for year to date. Categories impacting the January budget include salaries/wages, supplies/materials and events. In salaries/wages, an employee departure resulted in unused vacation payout as well as our IATSE labor being up $9,000 compared to last year. In supplies/materials, the variance is attributed to our migration/update to Delphi FDC. Delphi is the software that is used for booking space and tracking event expenses for the Lansing Center. Finally, in event expenses, 64% of the expense is AV and 13% is for microphones. Unearned revenue-advance rent has increased when compared to last month and remains strong when compared to last fiscal year. At the end of seven months of the fiscal year, the Lansing Center has captured 58% of the revenue budget and contained expenses to 60% of the budget. Commissioner Stajos questioned the big increase on Marketing and Signage? Jennifer McFatridge stated that it was from Silver Bells and was finally recognized in January. Shelbi Frayer entered the meeting at 8:17 a.m. Brian McGrain asked if there was a matching expense line for the Silver Bells items? Jennifer stated that there was a matching expense line in the November report. The team is working through exactly what the numbers are. Jennifer stated that they cannot make any changes to budget to plan for the next event until after the fiscal year ends. Chairman Dobernick thanked Jennifer McFatridge and the Finance team for the report. Chairman Dobernick requested a motion to accept the January 2020 Financial Statements for: Groesbeck Golf Course, Cooley Law School Stadium, and the Lansing Center as published: Motion: Commissioner Janssen Second: Commissioner Stajos Motion unanimously carried LEPFA Board of Commissioners Meeting Page 14 February 25, 2020 Scott Horgan, Tristan Wright, and Paul Ntoko exited the meeting at 8:19 a.m. 2. RESOLUTION to reduce the City of Lansing Subsidy Funding for LEPFA for fiscal year 2020: RESOLVED: That the Lansing Entertainment and Public Facilities Authority Finance Committee seeks approval to amend the annual allocation of subsidy from the City of Lansing by$250,000 for fiscal year 2020. The reduction,requested by the City of Lansing,will assist the City of Lansing with anticipated shortfalls to their overall fiscal year 2020 budget. Jennifer McFatridge stated that the City of Lansing has asked the Lansing Entertainment and Public Facilities Authority to reduce the fourth quarter subsidy by $250,000.00. Shelbi Frayer stated that the City has reached out to every entity that they work with and asked for reductions from all entities that receive subsidies. She explained that the City had unfortunately taken some losses as of recently and they do not have the reserves to keep sustainability. Commissioner James Stajos stated that twenty five percent(25%) of our funding is a lot to ask when our buildings need upgrades and noted that the reserves are not cash, but only on paper. Jim Smiertka entered the meeting at 8:26 a.m. Scott Keith stated that he feels confident in LEPFA's position and we are considering internal changes and keeping an eye on spending for the next four (4) months. He noted we may need to dip into the reserves, but we will keep going. Shelbi Frayer stated that if there ever comes a time that LEPFA is having financial issues the City can help and step in but for now they need the money. Chairman Dobernick requested a motion to approve the resolution as presented: Motion: Commissioner Leatherwood Second: Commissioner Mickens Motion unanimously carried D. PERSONNEL COMMITTEE: Commissioner Janssen stated that the committee met last Thursday and everything they reviewed is in the Administration report. He noted there is nothing new to report. E. STRATEGIC PLANNING COMMITTEE;Commissioner Stajos stated that the committee did not meet, so there is no update. F. PRESIDENT & CEO: Scott Keith reported the following: LEPFA Board of Commissioners Meeting Page 15 February 25, 2020 • LEPFA 2019 Employee of the Year—Scott introduced Natalie Glisson to the board. Natalie is LEPFA's HR/Payroll Coordinator. She was selected by her fellow coworkers as the 2019 Employee of the Year. Scott noted Natalie has all the qualities that we look for in a star employee. She goes above and beyond on any task she is given. Scott extended his congratulations to Natalie! Natalie Glisson exited the meeting at 8:35 a.m. • Annual GLCVB Meeting—Scott stated that the CVB has their annual meeting to give updates and showcase the past year. As Jack Schripsema is retiring, they will be announcing the new CEO of the CVB and Scott stated that he was on the interviewing advisory team for the new CEO. Scott stated that after much consideration Julie Pingston was selected as the new CEO of the CVB. We are looking forward to our continued partnership with the CVB, and the direction Julie will take it. • CVB Agreement—Our CVB agreement has been finalized with the City Clerk's office. The CVB has put forth Kenric Hall as the board member to represent the CVB. If everything goes through with the application process, he will be at the next LEPFA Board of Commissioners meeting. • LodginE Advisory Board —Scott shared that he now sits on the GLCVB Lodging Advisory Board. He shared that at the meeting he had conversations about the new agreement. He is looking forward to how his position can help our partnerships grow. • By-Laws—We are currently reviewing our LEPFA bylaws. Chairman Dobernick and Scott have decided that the Strategic Planning Committee will review them and recommend changes to them. • Silver Bells Recap_—Scott passed out the Silver Bells recap for this year's event. It was truly a great event and showcased LEPFA's capability to take on big events. This recap will be used to solicit new sponsors and generate more discussion. • John Decker—Scott reported, John Decker, a long-term board member and a big Downtown Lansing Advocate and just a great guy passed away. Over the summer he was diagnosed with ALS and sadly, he passed away from the disease. Scott shared he attended the memorial and LEPFA sent a memorial contribution to hospice as requested by the family from the Board and staff. • Brand Change—We have been working closely with the M3 Group regarding our brand change launch. A meeting occurred last week, and they presented us with three options, and we made our choice with staff s help. • Chamber Dinner— Scott offered seats to Board members for the Chamber Dinner on the February 27. • City Attorney's Office— Scott stated that at the next LEPFA Board of Commissioners meeting we will share with all board members an updated confidentiality and conflict of interest form developed with the City Attorney's Office. Also,the City Attorney's office LEPFA Board of Commissioners Meeting Page 16 February 25, 2020 would like to provide a general review of Board member responsibilities. Scott noted we hope to host this event near the end of March and Ashley will work with Board members to schedule the review. • Baseball—Opening day for the Lugnuts is April 16, 2020. The Lugnuts will take on the Dayton Dragons. This year is the 25t" anniversary of the ballpark being open. On April 143 2020 the stadium will be hosting the annual University of Michigan and Michigan State University Showdown. It will pay homage to the first game ever played in the stadium. The stadium will be offering special prices to reflect the first game prices. • Common Ground—We are changing the way Common Ground functions as a whole. We are moving the festival to the ballpark in hopes of revamping it and see the changes as a win-win for everyone involved. IV. APPROVAL OF JANUARY 28,2020 MINUTES: Chairman Dobernick requested a motion to approve the January 28, 2020 minutes as published: Motion: Commissioner Leatherwood Second: Commissioner Mickens Motion Unanimously carried V. COMMISSIONERS COMMENTS: Commissioner Janssen asked if the financial issues with the City will be a continued issue or if it is just a one-time thing? Shelbi Frayer stated that there were many things she found that she has had to clean up. She doesn't believe that this will continue to occur. She is looking at how to restructure the City's financial structure. Jim Smiertka stated that the Attorney's office is working closely with the City on the IRS issues. Chairman Dobernick stated that in all fairness to the current leadership in the City a lot of the IRS issues are prior to Mayor Schor entering office. James W. Butler III entered the meeting at 8:53 a.m. There was continued discussion about the budget, as to what we as a team will do to continue to provide excellent customer service. VI. OLD BUSINESS: No old business to discuss. VII. NEW BUSINESS: No new business to discuss. VIII. AJOURNMENT: At 8:55 a.m. Chairman Dobernick requested a motion for adjournment: LEPFA Board of Commissioners Meeting Pale 17 February 25, 2020 Motion: Commissioner Stajos Second: Commissioner Butler Motion unanimously carried THE NEXT MONTHLY MEETING IS SCHEDULED FOR: TUESDAY MARCH 24,2020 LOCATION: TBD Respectfully Submitted, Ashley Proper CTA,N.P. Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING MAY 26, 2020 MINUTES At 3:00 p.m., Chairman Price Dobernick called the meeting to order via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Tim Barron, Cindy Bowen, Price Dobernick, Kenric Hall, Charles A. Janssen, Larry Leatherwood, Charles Mickens, Brian McGrain (Ex-officio), and Shelbi Frayer (Ex-officio). COMMISSIONERS EXCUSED: James W. Butler III and James Stajos. OTHERS PRESENT: Heidi Brown, Scott Horgan, Scott Keith, Jennifer McFatridge, Paul Ntoko— Lansing Entertainment & Public Facilities Authority; and Jim Smiertka— Lansing City Attorney. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: None. III. APPROVAL OF THE APRIL 28, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the April 28, 2020 minutes as presented. MOTION: Commissioner Leatherwood SECOND: Commissioner Bowen; motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: 1. CEO Evaluation: Chairman Dobernick reported an electronic evaluation for the President & CEO would be sent to the Board by Scott Keith when completed next week; and would automatically be returned to Chairman Dobernick. Chairman Dobernick suggested the committee may meet via Zoom next week. 2. Nominating Committee: No report. B. FINANCE COMMITTEE: Committee Chairman Larry Leatherwood deferred to Jennifer McFatridge,VP of Finance, who reported the following: 1. APRIL 2020 FINANCE REPORT: • Groesbeck Golf Course: In April 300 rounds were played and this number is down compared to the prior year. Expenses have been kept to what is absolutely necessary and they have had no part-time staff. Review of the general ledger indicates 33%of the costs are variable costs and 66% are hard costs. The income LEPFA Board of Commissioners Meeting Page 12 May 26,2020 statement is adjusted based on the reduction of funds to zero. There is no subsidy for the fourth quarter, and we will need to adjust the expense line items. • Cooley Law School Stadium: April had $13,000 in expenses of which 33%are hard costs; 66% are variable costs, which are attributed to utilities which fluctuate ($6,000 for utilities). The adjustment is attributed to the money returned to the City of Lansing based on the subsidy amendment. • Lansing Center: Jennifer noted we settled with Holman Foundation for Silver Bells in April. The general ledger for the Lansing Center shows 66% of the expenses are hard costs; 33% are variable costs ($52,000 for utilities). The utilities will increase again in May and the subsidy was adjusted to accommodate for change based on the amendment. MOTION: Commissioner Mickens SUPPORT: Commissioner Barron Motion unanimously carried 2. REVIEW OF FINANCIAL POSITION: Jennifer McFatridge reviewed the "Basic Cash Position" as presented. The "Checking Account Balances" for the Lansing Center, Groesbeck Golf Course, and Cooley Law School Stadium total balance for all three properties as reported is $675,560.56. Accounts Payable is currently$451,931.86 and Accounts Receivable is $180,930.97. Jennifer noted the PPP funds are tracked separately as the loan forgiveness allows for a 56-day window; and Jennifer is attending several webinars on the topic. Committee Chairman Leatherwood questioned the Mayor's statement on the reduction of days and hours worked, with adjustments to be considered. Scott Keith responded that we have already implemented what the City is considering. Commissioner Bowen questioned the weeks for PPP; Jennifer clarified it is based on payroll. Commissioner Bowen asked Kenric Hall if he had questions or required clarification on the financial statements. Commissioner Hall noted he had questions, he questioned Labor Service— Jennifer explained it was for IATSE labor, i.e. build and take down. Commissioner Hall questioned Event Operations expense and Jennifer clarified it was anything purchased to put on an event (microphones, internet, food and beverage, labor, etc.). He also questioned the Food Service to Food Revenue goal and Paul Ntoko explained it changes based on events and time of the year. Discussion ended and Commissioner Hall indicated he would ask any further questions off-line. Chairman Dobernick asked for an update from City Attorney Jim Smiertka on the status of the Lease Agreement with the City(rent)and Lugnuts for the stadium. Mr. Smiertka noted that a meeting was held with Lugnuts and the Mayor and his staff regarding their desire to exercise their rights under two clauses in the TMO—one is force majeure as it LEPFA Board of Commissioners Meeting Page 13 May 26, 2020 pertains to a delay in payment with written notice; and the second clause is the destruction of the stadium. Mr. Smiertka also noted they are asking for forgiveness for utilities, carpet, outfield, etc. and he has asked for a list of the items they would like to be forgiven and is awaiting the list. At this point the city is extending the lease for payment consideration. Mr. Smiertka also noted there is no clear assurance that MLB will be back and if they will play. He noted they also discussed the protocol on events for October and the Lugnuts would consider joint partnering on events with LEPFA. Smiertka noted once he has the information/list he will meet with LEPFA staff and review a counter proposal. Scott Keith noted we shared our insurance options on our claims, most of which comes from the City. City Attorney Smiertka noted he was not thinking of LEPFA's insurance and will ask the Lugnuts if they have business interruption coverage. Chairman Dobernick noted their requests did not sit well with him as they are not paying but are using the facilities. C. PERSONNEL COMMITTEE: No report. D. STRATEGIC PLANNING COMMITTEE: No report. E. PRESIDENT&CEO: Scott Keith reported the following: 1. Stay at Home Executive Order: Scott noted the order has been extended which means nothing changes for LEPFA's facilities/events. At this point, it would cost us more to open the facility for 10 people. We are hosting an event for the Republicans in mid-June that will include virtual activity. Scott Horgan noted events are moving and pushing back even further; the longer the mandate continues the more impact it will have on FY21. 2. Return to Work Plan: Scott noted he continues to work on the plan and has received the Lugnuts return to work plan. 3. Staff Survey: Scott noted he sent out a survey to staff with questions that would gage where staff is on returning to work and on a 1-5 scale the scores ranged in the 4/5 range on their sense of safety on returning to work. Scott noted we have been reviewing workspaces and social distancing guidelines. Our concern is the employees denying a return to work and how that will affect their unemployment, and how that will impact staffing. Scott noted we are also reviewing the coverage of health insurance for employees who are laid off and if LEPFA will be able to offer employer portion paid health Insurance past June 30 for laid off staff. Also under consideration are further reductions in salary and furloughing staff. Scott noted he will have further recommendations at the June Board of Commissioners meeting. Scott also reported that June 1 he will be reviewing MSAE's "Safe Meetings Protocol" with Julie Pingston. LEPFA Board of Commissioners Meeting Page 14 May 26,2020 F. LEPFA VICE PRESIDENTS &STAFF REPORTS: 1. Scott Horgan: Scott noted the extension of the Executive Order to June 12th has moved events out of June entirely. The Republicans are in house on June 12 and 13 and they will have 50 people attend on a staggered basis in 6000 square feet with masks and social distancing enforced. The fall groups are now shifting, and Scott reported 8 conference calls this week to discuss groups. He is now looking at September, October and November groups with the GLCVB and the Radisson staff in an effort to be transparent. Scott noted we are especially appreciative of repeat business and the willingness to consider different options as well as hybrid options and their overall footprint. Scott noted we are providing options and groups are waiting and sitting on dates. The challenge is whether groups sizes will be relaxed in the fall and the turn around time. Scott noted he is working to share anything new. Groesbeck Golf Course was slower in April compared to last year. May's numbers will be down due to the food sales and one person per cart limitation. We are currently at 90-95% occupancy on the t-sheet. So far it has been a good season, we are hoping the weather continues to cooperate and it is great to see revenue coming in and is indicated in his weekly reports to Scott Keith. 2. Heidi Brown: No hiring or workers comp claims during this time. One team member has been moved to long-term disability. Communication with staff is on-going and is important during this unprecedented time. VPs and Scott Keith have been instrumental in sharing information with our team and we have all called, sent letters, emails, etc. and Scott Keith has weekly contact with all staff. Heidi is working with Tristan Wright on the COVID 19 Preparedness and Response Plan as well as trainings on how to use PPE, how to report unsafe working conditions based on job functions and social distancing to the maximum extent possible, etc. Currently we are utilizing the wellness check sheet provided by Ingham County. Tristan Wright continues to purchase PPE for returning staff. 3. Paul Ntoko: Paul reported the revenue for food service is changing on a daily basis as it has been for quite some time. The Republican's have selected boxed lunches. Inventory for the Lansing Center is being moved to Groesbeck Golf Course, which is 20% less than last year and is looking at ways to fill the food gap. Paul noted an SDM license for Groesbeck will help us to sell items "to-go." V. COMMISSIONERS COMMENTS: No report. VI. OLD BUSINESS: None. LEPFA Board of Commissioners Meeting Page. 15 May 26,2020 VII. NEW BUSINESS: No report. Vill. AJOURNMENT: At 3:48 p.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Leatherwood Second: Commissioner Janssen Motion unanimously carried THE NEXT MONTHLY MEETING IS SCHEDULED FOR: WEDNESDAY JUNE 24, 2020 LOCATION: TBD Respectfully Submitted, Heidi Brown Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING APRIL 28, 2020 MINUTES At 2:14 p.m., Chairman Price Dobernick called the meeting to order via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Tim Barron, Cindy Bowen, Price Dobernick, Charles A.Janssen, Larry Leatherwood, Charles Mickens, Brian McGrain (Ex-officio), and Shelbi Frayer(Ex-officio). COMMISSIONERS EXCUSED: James W. Butler III and James Stajos. OTHERS PRESENT: Heidi Brown, Scott Horgan, Scott Keith, Jennifer McFatridge, Paul Ntoko, Tristan Wright —Lansing Entertainment & Public Facilities Authority;Jim Smiertka—Lansing City Attorney. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: None. III. APPROVAL OF THE FEBRUARY 25, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the February 25, 2020 minutes as submitted. MOTION: Commissioner Barron SECOND: Commissioner Janssen; motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: 1. CEO Evaluation: Chairman Dobernick requested that the President &CEO's evaluation be moved to next month or so because the Personnel Committee is unable to meet due to COVID-19. 2. Nominating Committee: The committee will be appointed and convene in the near future. B. FINANCE COMMITTEE: 1. MARCH 2O20 FINANCE REPORT: Jennifer McFatridge, Vice-President of Finance, noted the Finance Committee met on Thursday, April 23, 2020 and reviewed the financials as shared and presented. The financial statements will not be reviewed in detail, due to the impact of COVID-19. In lieu of a detailed report,Jennifer indicated she would share a brief summary of the Basic Cash Position as presented. LEPFA Board of Commissioners Meeting Page 12 April 28,2020 Chairman Dobernick moved to approve the March, 2020 Financial Statements for Groesbeck Golf Course, Cooley Law School Stadium, and the Lansing Center and that they be received as published and further that the monthly expense or each entity be accepted as presented. MOTION: Commissioner Mickens SUPPORT: Commissioner Barron Motion unanimously carried 2. REVIEW OF FINANCIAL POSITION: Jennifer McFatridge reviewed the "Basic Cash Position" as presented. The "Checking Account Balances" for the Lansing Center, Groesbeck Golf Course, and Cooley Law School Stadium total balance for all three properties as reported is $792,000; the amount as of today is $766,000. Accounts Payable is currently$477,866 and Accounts Receivable is $329,186 including fourth quarter subsidy. Jennifer noted scheduled events are very limited. 3. TEMPORARY AMENDMENT TO LEPFA PENSION PLAN: Jennifer McFatridge presented a temporary amendment to the Pension Plan (457 Plan only—employee contribution). Currently 25 LEPFA team members would be eligible and may choose to access funds through the end of the year, with limitations as to what the funding may be used for and there will also be taxes assessed. Scott Keith noted there are limitations, such as access is to the employee contribution portion of the plan only and cannot exceed $100,000, and there can be no loan against the amount borrowed. There are tax implications and Commissioner Bowen questioned the taxes, and it was noted that it can be spread out over a three-year period. Commissioner Bowen and Shelbi Frayer complimented Jennifer on her report and preparedness as did Finance Committee Chair Larry Leatherwood. Motion was made to accept the temporary amendment to the LEPFA Pension —Savings Plan as presented: MOTION: Commissioner Bowen; SECOND: Commissioner Janssen; motion was unanimously approved. C. PERSONNEL COMMITTEE: No report. D. STRATEGIC PLANNING COMMITTEE: No report. E. PRESIDENT& CEO: Scott Keith reported the following: 1. Legislative Meetings: Scott noted he continues to meet with Senators Hertel and Annanich regarding the pandemic and impact on the industry. At this time people still want to meet but the restrictions are not friendly to our industry. LEPFA Board of Commissioners Meeting Page 13 April 28,2020 2. Staff Update: Scott noted that staff remains focused and working on all things related to COVID-19. Scott thanked the team for their efforts and hard work. Scott reported he continues to keep in contact with staff who have been laid off and has sent letters regarding various topics including insurance, budget, and also has set up meetings via Zoom with the VPs and Management Staff. 3. Golf: Scott noted there were 135 golfers yesterday at Groesbeck and hopefully carts will be allowed soon. Golfers were following social distancing and wearing masks. Discussion ensued regarding one golfer per cart and ADA requirements. 4. Events: Margarita Fest and the Grand Concert Series has been cancelled. Based on discussions with the Lugnuts it may not be likely that the Lugnuts will play at Cooley Law School Stadium this season and there will be further discussion next week. Common Ground will also not take place this year and we are working with artists on re-booking for next year. At 2:35 p.m. Paul Ntoko joined the meeting. Commissioner Barron questioned if we are finding savings, based on the events we are not doing? Scott Keith noted at the stadium one of the saving would be lower utilities. Other facilities have savings on utilities and staffing. We are exploring all other savings options, including insurance. F. LEPFA VICE PRESIDENTS &STAFF REPORTS: 1. Scott Horgan: Scott noted he is working closely with groups on rescheduling, cancellations and restructuring of events encompassing social distancing regulations. From March —June we have lost $1.7 million in event revenue. In June we have 3% of clients remaining. There are no groups scheduled for May. Next year 80% have rebooked ($1.3 million) and 17% is lost- they are not rebooking this year or next year. Scott reported some events are running out time to make their decisions on how they will proceed (grant restrictions). Fall groups are calling now on their events. Groesbeck had 135 people yesterday and 160 people today; 95%of the carts are at the course; however, there is no beverage cart yet. 2. Tristan Wright: Trane finished their chiller preventative work at the Lansing Center. Otis elevator has been performing their load tests. At the stadium, the water has been turned on and Mike Horning is working on de-winterizing the stadium. Tom LEPFA Board of Commissioners Meeting Page 14 April 28, 2020 Stouffer is working on the course; and staff at the course has been engaged in PPE for staff and guests as relates to COVID-19. 3. Heidi Brown: No hiring or workers comp claims during this time. One team member has returned from short-term disability and one team member has been moved to long-term disability. Communication with staff is on-going and is Important during this unprecedented time. VPs and Scott Keith have been instrumental in sharing information with our respective teams and we have all called, sent letters, emails, etc. and Scott Keith has weekly contact with all staff. We have shared information on various topics including: UTA; FFCRA (by April 1, 2020 via letters and posters); PHP coverage, etc. We are now addressing what the return to work will look like by department in consideration of restrictions such as social distancing, modifying offices, shifts, etc. Currently we are utilizing the wellness check sheet as provided by Ingham County. Tristan is purchasing PPE for returning staff. We continue to remind staff of wellness services provided to our team such as Employee Assistance Programs for covered staff and tele-med health services offered through PHP. Thanks, were extended to Scott, VPs and Board for support assistance and leadership. 4. Paul Ntoko: Paul reported he is working with Maureen on modifying menus; and is addressing what Foodservice may look like when the return to events/work begins considering all the new regulations. March 17-23, 2020 Food Movers received 3500 pounds of dairy, perishable, prepared and produce. Work continues on a recovery plan. V. COMMISSIONERS COMMENTS: 1. Commissioner Janssen: Commissioner Janssen thanked the entire staff on a job well done during this balancing act time—having to deal with family/children at home; elderly parents; etc. 2. Chairman Dobernick: Thanked staff for their efforts during this time. 3. Commissioner Leatherwood: Thanked Scott Keith for his leadership during this difficult time. VI. OLD BUSINESS: None. LEPFA Board of Commissioners Meeting Page 15 April 28,2020 VII. NEW BUSINESS: No report. VIII.AJOURNMENT: At 3:03 p.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Barron Second: Commissioner Leatherwood Motion unanimously carried THE NEXT MONTHLY MEETING IS SCHEDULED FOR: TUESDAY MAY 26, 2020 VIA ZOOM Respectfully Submitted, Heidi Brown Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING J U N E 23, 2020 MINUTES At 3:00 p.m., Chairman Price Dobernick called the meeting to order via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Tim Barron, Cindy Bowen, Price Dobernick, Shelbi Frayer (Ex- officio), Kenric Hall, Charles A.Janssen, Larry Leatherwood, Charles Mickens and Brian McGrain (Ex-officio). COMMISSIONERS EXCUSED: James W. Butler III and James Stajos. OTHERS PRESENT: Heidi Brown, Scott Horgan, Scott Keith,Jennifer McFatridge, Paul Ntoko and Tristan Wright- Lansing Entertainment & Public Facilities Authority; and Jim Smiertka— Lansing City Attorney. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: Scott Keith noted he had spoke with Jack Alexander regarding the stadium and Jack send his regards to the Board of Commissioners. III. APPROVAL OF THE MAY 26, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the May 26, 2020 minutes as presented. MOTION: Commissioner Janssen SECOND: Commissioner Leatherwood; motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: 1. Board of Commissioners Work Group - Chairman Price Dobernick reported Commissioner Larry Leatherwood suggested establishing a work group of Commissioners to investigate what financial assistance there may be for the Lansing Center and Chair Dobernick agreed with the idea. Commissioner Leatherwood indicated he felt there might be ideas to help move us forward to raise additional funding. Scott Keith noted Kelley Cawthorne is keeping him abreast of capitol updates and IAVM is also reaching out nationally and they are writing representatives. Scott Keith and Chair Dobernick will continue to provide updates. B. FINANCE COMMITTEE: Committee Chairman Larry Leatherwood deferred to Jennifer McFatridge,Vice President of Finance, who reported the following: LEPFA Board of Commissioners Meeting Page 12 JUNE 23, 2020 1. MAY 2020 FINANCE REPORT: • Groesbeck Golf Course: Operating Revenue is down compared to budget for the month, yet up compared to budget YTD. Despite the various pandemic restrictions, the season has kicked off with green fees, cart rentals and concessions being up almost 2%compared to May 2019.The league reduction reflected on the income statement is attributed to delays in their start which will work itself out over the course of the summer and into next fiscal year. Operating Expenses were down compared to budget for the month and YTD. Categories providing the largest impact to the May budget include Salaries/Wages, Supplies/Materials and Maintenance of Facilities. Salaries/Wages were impacted by the delayed hiring of staff until late May. Supplies/Materials savings was in fuel costs for carts and equipment. Finally, in the category of Maintenance of Facilities the savings is related to reduced repairs on small engine and concession equipment. • Cooley Law School Stadium: Operating revenue at Cooley Law School Stadium typically comes from the concourse ATM. Revenue is down compared to budget for the month and YTD as activities at the stadium have been impacted by the pandemic. Operating Expenses are down compared to budget for the month and the year. • Lansing Center: May YTD Operating Revenue decreased compared to last year by more than $1.1 million or 19% due to the Governor's Executive orders regarding event size, and restrictions, LEPFA's revenue has been impacted significantly. Operating Expenses finished down compared to budget for the month and year to date. Commissioner Hall questioned leases $1,000 over budget (Groesbeck);Jennifer explained it was attributed to staffing and utility costs. It was noted the budget was presented in February/March and carts were added after adopting the budget. Commissioner Hall commented on a nice job in controlling Salaries and Wages. Scott Keith noted it may not be an annual trend as the golf course had a late start due to the weather and the Governor's Executive order restrictions. 2. REVIEW OF FINANCIAL POSITION: Jennifer McFatridge reviewed the cash position as follows: Checking Account Balances: for the Lansing Center is $511,00; Groesbeck Golf Course is $405,932, and Cooley Law School Stadium is $12,000. Accounts Payable: is currently$428,123 with LBWL bills being deferred. Jennifer continues to meet bi- weekly with Rhonda who has been very helpful and is working with us through this time. Jennifer noted the fourth quarter subsidy is needed to make payments on Monday provided we receive the subsidy. Accounts Receivable are at $52,000. Groesbeck Golf Course has limited Accounts Receivable. Cooley Law School Stadium is comprised of the fourth quarter subsidy and capital funds. The review is as of June 17, 2020. Jennifer McFatridge provided al review of the PPP loan, which was received on Monday, April 20, 2020 in the amount of $505,707 with 60% allocated toward salary/wages, LEPFA Board of Commissioners Meeting Page 13 DUNE 23, 2020 payroll, and pension. $12,064 (40%) remains and is allowed to be used for utility payments ($105,000 has been used with $97,000 balance through July) with estimated bills to be received in August at$109,000. Scott Keith noted we are watching for information on a second round of PP funding as we utilize current funding. Chairman Price Dobernick asked for a motion to accept the financial statements for Groesbeck Golf Course, Cooley Law School Stadium and the Lansing Center and the financial position report as presented. MOTION: Commissioner Bowen SUPPORT: Commissioner Hall Motion unanimously carried. C. PERSONNEL COMMITTEE: The President & CEO evaluation will be coordinated by Commissioner Janssen. Commissioner Janssen noted the employee status and costs were reviewed and he noted the staff is doing an awesome job and the Board is appreciative of their efforts. The CEO's evaluation will be discussed at a later date; he noted the evaluation was sent out and several board members responded. A rating system was used, 1-5 and all ratings were very high. Commissioner Janssen noted there was constructive criticism on how the evaluation is written, but nothing critical was noted on the CEO's performance. Commissioner Janssen noted it was an outstanding all the way through and he extended his thanks to those who completed the evaluation and he asked those who had questions, comments, or concerns to discuss them with him, or Price Dobernick. He noted he would let Scott address the bonus/salary portion of the evaluation. Commissioner Janssen asked if there were any questions. Commissioner Bowen noted she had a historical comment and noted that it has been suggested previously that another option for the President & CEO evaluation be considered. Chairman Dobernick indicated he would "take the blame" as it was his goal to clean up the form, but that did not happen due to COVID. Commissioner Bowen noted she appreciated the response and asked if HR could gather forms from other President & CEOs. Scott Keith noted the evaluation was sent to our Labor Attorney for review and it was returned with suggestions but nothing enlightening and the evaluation was similar to others. Commissioner Bowen indicated she felt that most were more complicated and the comments on the current evaluation are no longer relavent and a proposal for changes would be appropriate. Committee Chair Janssen noted the Executive Committee has a good sense of performance based on meetings with the Administration as the Executive Committee; other Commissioners may have no ability to evaluate and have no basis to evaluate. He agreed there may be "no basis"for some Commissioners to evaluate or comment on some of the items and would like to remove the esoteric questions and there may be rewording needed. Commissioner Janssen agreed to take the lead on the CEO evaluation revision process. LEPFA Board of Commissioners Meeting Page 14 DUNE 23, 2020 Changes in Healthcare Benefits: Scott Keith reported that healthcare benefits for laid off staff at this time are at $32,000 per month and ceasing coverage for laid off employees would allow a savings in the same amount by making changes to benefits (healthcare only at this time). Chairman Dobernick made a motion to allow the President& CEO to make changes to benefits as necessary in order to be viable with the finances now. Any changes to be made by the CEO require notification to the Board, prior to making changes. MOTION: Commissioner Leatherwood SECOND: Commissioner Janssen Motion unanimously carried. In regard to salary/bonus changes for the President & CEO, Scott Keith noted that he has requested no renumeration to his current salary because the Authority is in too challenging of a time currently due to the impacts of the pandemic. Scott Keith noted all staff are taking 25%salary cuts and increases are not financially prudent at this time and was not sought or entertained at this time. Chairman Price Dobernick noted he appreciated Scott and the entire staff and noted we are all surrounded by good people and he thanked all involved at this time. D. STRATEGIC PLANNING COMMITTEE: No report. E. PRESIDENT& CEO: Scott Keith reported the following: 1. COVID-19 Preparation Plan: Scott noted the plan is on the Lansing Center web site (Lansing Center.com) and it will be reviewed weekly. The IATSE crew chair sent kudos on how our plan worked for Michigan Republican's event and how process and procedures worked. Scott noted the process is a part of the return to work plan the staff put together, which will be updated as changes are implemented and includes parameters to call back staff, which for the long haul will be a phased approach. Scott noted it is concerning how our industry has been impacted and is being very cautious on a return. 2. Cooley Law School Stadium: Scott noted a youth tournament was held over the week and no fans were allowed. There were 100 participants allowed and that included the teams and coaches. The reason for no fans in part was the Lugnuts are being cautious with events and also lack staff for cleaning and disinfecting. Scott noted Phase 5 of the Governor's plan will allow up to 500 people at events outdoors. Minor league baseball is not likely to happen. The Lugnuts are looking at play with Grand Rapids, Battle Creek, etc. with college baseball players. There are limited LEPFA Board of Commissioners Meeting Page 15 JUNE 23, 2020 activities scheduled at the stadiums and the operations team will be getting the nets up at the stadium. Scott noted we are looking at Phase 5 for indoor events and he noted the parameters are currently 250 people or 25% of capacity per space. For example, the Exhibit Halls would allow for 250 per space at 25%capacity; the ballrooms would be smaller—the question is the math formula with space and the parameters for indoor meetings for Phase 5 which allows for intermingling in the concourse. Scott Keith reported the Funeral Directors have filed a FOIA as pertains to the refund of their entire deposit. Scott noted we are negotiating with all groups right now. 3. Executive Committee: Scott reported the Executive Committee questioned what will happen if we do not see changes in the Executive Orders? Scott indicated he will suggest a further reduction in pay, layoffs, and furloughs. We will slow pay the payables. Lansing Center currently incurs $50,000 a month in BWL charges. Scott noted we continue to evaluate, and he continues to meet with the City Administration on our options. 4. Miscellaneous: Scott noted Commissioner Butler is in rehab and is doing better and he misses everyone. Price asked that we send our best to him. Scott mentioned he will look at benefits with the Executive Committee and the Personnel Committee in terms of benefits and will do our due diligence to look at options. F. LEPFA VICE PRESIDENTS &STAFF REPORTS: 1. Scott Horgan: Lansing Center-Scott noted on June 13 a hybrid event was held with the Michigan Republicans and he noted he appreciated everyone's help as many people stepped outside their role. The Republicans are looking at hosting more hybrid events. Scott noted since the last board meeting there has been $1 million in cancelled events and thus far$80,000 in events that are not rebooking. The State of Michigan is restructuring in person meetings for next year. Groups who fall into the 90-day planning window are nervous about moving into Phase 5 and are looking at hybrid virtual and in person meetings. Scott noted he is working with the Radisson and the GLCVB looking at groups weekly and they are working closely to do what we can. Smaller events are on the books for July and we are working on floor plans in terms of set up capacity and based on social distancing elements. Capacity/attendance concerns will determine how we move forward. Groesbeck: Month and year-to-date numbers are down 10% due to delay in the league start up; but league play is up 5% over last year. There will be an accrued element of the season and the numbers will gradually increase although all numbers are up, public play has increased 75%and we are seeing more youth on the course and can see the impact. Revenue is down slightly due to cart revenue (F&B is down LEPFA Board of Commissioners Meeting Page 16 JUNE 23, 2020 due to being closed in April). May numbers have limited carts and food revenue due to restrictions. Occupancy was at 85%for June and we should make up revenue; the course is in great shape. We completed hiring of the staff over the past 2 weeks and have positive remarks about the staff and their customer service energy. Those present were encouraged to come out and give feedback on the course. Scott Keith asked for a recap on the next scheduled events at the Lansing Center. Scott noted Les Meres is scheduled in July with limited attendees. August the Democrats are scheduled with a potential for Mid-West Reps Association returning as well. Scott noted $1.5 million has transferred from this year to next. With the restrictions and uncertainty of attendance numbers, groups are anticipating a 40% reduction in attendance. 2. Tristan Wright: Lansing Center—Tristan noted the building is hanging in there; and Mike Horning continues to check on all systems. Mike is also having Plune services (this has since been changed and re-bid) at the Lansing Center and the stadium. Tristan noted she implemented the Protection Plan with IATSE by using the screening forms and taking temperatures of IATSE staff, which resulted in a nice comment from Dave Vick on social media indicating LEPFA is taking measurers seriously. July 10th collegiate events start at the stadium and Mike Horning has ben assisting where he is able. Groesbeck Golf Course—Tristan reported there was another theft at the course. Tom Stouffer and Greg Webber are doing a great job in assisting law enforcement with information. Commissioner Mickens suggested the Preparedness Plan would be better promoted by putting it at the top of the page, near the "planning event" information. 3. Heidi Brown: No hiring or workers comp claims have occurred during this time. One team member has been moved to long-term disability. Communication with staff is on-a weekly basis during this unprecedented time via Scott Keith which includes reminders regarding insurance, employment status/change, services available to employees, etc. Wrapped up the Preparedness and Return to Work Plan with Tristan Wright and Scott Keith, which has been shared with staff and is available at the Lansing Center in hard copy, on the web site and in the shared drive. Hiring continues at Groesbeck for Pro Shop, Golf Cart and Grounds staff all which are seasonal positions, which includes interviews, input in the various data systems such as the State of Michigan. Continue addressing phone calls and inquiries, as well as address unemployment claims. Collaborative work continues with Finance on LEPFA Board of Commissioners Meeting Page 17 JUNE 23, 2020 various items such as invoicing for employee contributions of benefits etc. COBRA tracking and enrollment continues. 4. Paul Ntoko: Paul Ntoko indicated that he is excited about the first post pandemic event and we have experienced a lot of learning as people are more comfortable with grab and go service because there is less touch points. Paul noted we all worked as a team and everyone wore masks. Groesbeck is trending up in foodservice revenue as of June. We currently offer beverage cart food service which is a good trend and we are able to see the numbers and we are closing the gap and making a difference. Currently they are evaluating pricing, selection cost analysis and will continue to monitor. Chairman Price Dobernick thanked the VP staff for their efforts. V. COMMISSIONERS COMMENTS: 1. Commissioner Tim Barron: Commissioner Barron asked if we have looked critically at what we can do for our buildings during this time and he encouraged thoughts. For example, are we engaging in ways to share the Outfield across the winter months if we are shut down; could there be any intermingling with the Gillespie properties? Scott Keith stated this is possible but the concerns are the elevators and fire suppression and we are trying to be cautious about what we can do. Scott noted right now we are being hyper preventive and will evaluate funds and what we can and cannot do. For example, the Lansing Center balcony needs extensive work and with the restrictions in place as they are, there is not too many opportunities to utilize space due to restrictions. VI. OLD BUSINESS: None. VII. NEW BUSINESS: No report. Vill. AJOURNMENT: At 10:16 a.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Leatherwood Second: Commissioner Mickens Motion unanimously carried LEPFA Board of Commissioners Meeting Page 18 JUNE 23, 2020 THE NEXT MONTHLY MEETING IS SCHEDULED FOR: SEPTEMBER 2, 2020 VIA ZOOM Respectfully Submitted, Heidi Brown Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING September 2, 2020 MINUTES At 1:02 p.m., Chairman Price Dobernick called the meeting to order via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Cindy Bowen, Price Dobernick, Robert Widigan (Ex-officio), Kenric Hall, Charles A.Janssen, Larry Leatherwood, Charles Mickens, Brian McGrain (Ex-officio), and James Stajos. COMMISSIONERS EXCUSED: Tim Barron OTHERS PRESENT: Heidi Brown, Scott Horgan, Scott Keith, Jennifer McFatridge, Paul Ntoko and Tristan Wright- Lansing Entertainment & Public Facilities Authority;Jim Smiertka —Lansing City Attorney and Judy Kehler, Chief Strategy Officer- City of Lansing. Chairman Price Dobernick commented on the loss of Commissioner James W. Butler III. He noted that Mr. Butler was appointed to the LEPFA Board of Commissioners since 1996 and served as Chair of the Board in 1999, 2009, 2017; he served as Vice Chair in 2002, 2003, 2008, and 2016. He noted Commissioner Buter had great knowledge, was always prepared and was the sharpest dressed. He will be missed dearly. Commissioner Charles Janssen commented that Commissioner Butler was smart, a giver, and a war hero who earned several "Purple Heart" military honors. He was a wonderful husband to his wife Rishan and father to his family, and a wonderful grandfather. He loved people as evidenced by his "I will fight for customer delight" tag and was very successful professionally, Mr. Butler had a wonderful sense of humor, was intelligent and always did what was right. He deserved all of the accolades he received and did great things and always had time for employees, board members and treated all with the same level of respect. Commissioner Janssen noted he will miss him and commented the James left a tremendous legacy and lived life well; may he rest in peace. Commissioner Larry Leatherwood noted that he knew James on a personal basis and that they were friends for over 40 years. On a personal level he was always kind, supportive and always checked in on you. He noted they had visited each other in the hospital and encouraged each other to keep moving on, even though James could be in denial about his health. Mr. Leatherwood noted he was a pallbearer and he had a wonderful service with many officials speaking including Senator Stabenow, Mayor Bernero, Mayor Shor, and he was grateful for the opportunity to know him personally. LEPFA Board of Commissioners Meeting Page 12 September 2,2020 Scott Keith shared that he had just spoke to James on a call on his way to work on Wednesday and he was laughing and was the same as always. Scott shared a conversation he had with James about a hard day and he reminded Scott that some days are tough, and some are not, and you're paid the same. These were some of the words of advice James always had and his other was "bad news doesn't age like wine." Scott also shared of how James asked him if he was ready at Common Ground following Eric Hart's announcement of his departure. Scott noted James knew and could read people. Scott reported a Fellowship will be set up at Sparrow in James' name for master's level degree candidates in healthcare; and he will keep the Board updated on any further developments. Commissioner James Stajos recalled how James took him aside and welcomed him to the LEPFA Board of Commissioners. He reflected on Mr. Butler's infectious smile, and noted he was a charismatic individual to all and was a true ambassador and badass gentleman all in one. Chairman Dobernick thanked everyone for the comments about Commissioner James W. Butler III and noted that all though he had previously shared Mr. Butler's LEPFA history, on a personal note, he noted that although he and James came from different backgrounds, and he remembered him from his early career days, he was a great friend who was comfortable and magnetic in many different social circles and was a true friend. Chairman Dobernick requested a moment of silence in honor of Mr. Butler, may he rest in peace. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: Scott Keith noted he had spoke with Jack Alexander and he shares Jack's regards and his hopes that all are healthy as he does not use Zoom. He was sorry to hear about James and looks forward to meeting together again soon. Chairman Dobernick asked that the same sentiment be extend to Jack in return. III. APPROVAL OF THE JUNE 24, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the June 24, 2020 minutes as presented. MOTION: Commissioner Janssen SECOND: Commissioner Leatherwood; motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: 1. Introduction of New Board Members:- Chairman Price Dobernick turned over his report to Scott Keith, President & CEO for introduction of new members to the LEPFA Board as follows: LEPFA Board of Commissioners Meeting Page 13 September 2,2020 Robert Widigan became the Finance Manager for the City of Lansing in early August 2020 and comes from the west side of Michigan and formerly was with MDOT and noted he was happy to be in Lansing. Judy Kehler is the Chief Strategy Officer for the City of Lansing and noted that she is excited to be here. Judy previously worked in the Hollister Administration and now for Mayor Shor. Judy noted she is a big fan of LEPFA and is excited to be a part of the Board. Scott also welcome Heather from the City Attorney's Office and Mindy Biladeau who will update the Board on Silver Bells. The September 22, 2020 Board of Commissioners meeting will be held as a training through the City Attorney's Office. Heather noted they will be filming the presentation on Friday with City TV and it will then be uploaded. Participants will receive a certificate after viewing. If there are any questions following the training,they may be forwarded to the City Attorney's office. Scott noted we will not have financials for September, so the timing of the training worked well. Scott noted there will be an Ad Hoc Committee on funding and Judy will be included. Chairman Dobernick welcomed Judy and Robert to the Board of Commissioners. B. FINANCE COMMITTEE REPORT: Committee Chairman Larry Leatherwood reported a Finance Committee meeting was held with Scott Keith,Jennifer McFatridge and Commissioner Cindy Bowen in attendance and they discussed and reviewed what Jennifer will report by entity. Committee Chair Leatherwood deferred to Jennifer McFatridge, Vice President of Finance, who reported the following: 1. JUNE 2020 DRAFT FINANCE REPORT: Groesbeck Golf Course: June Operating Revenue is up compared to budget for the month and year to date (YTD). Despite the pandemic restrictions, the golf season has kicked off with green fees, cart rentals and concessions up 41% compared to last June. More than 6,000 rounds of golf were played in June. Operating Expenses were up compared to budget for the month; and are down YTD. Categories providing the largest impact to the June budget are Salaries/Wages, Merchandise and Maintenance of Facilities. In the category of Salaries/Wages, hiring of part-time clubhouse and grounds staff was delayed until late May and continues to be controlled. Merchandise is the recognition of COGS in the Pro Shop. Maintenance of Facilities is due to the repair of the Variable Frequency Drive (VFD) in the pumphouse which is the "brain" of the irrigation system. It dictates the start, stop, speed of water pumping onto the greens, etc. and without this repair, the pumps would run wide open continuously, creating unsafe pressures, and could damage the overall system. This pump was originally put in the pumphouse in 1994 and survived long past its life cycle. Cooley Law School Stadium: Operating Revenue at Cooley Law School Stadium typically comes from the ATM machine in the concourse. Revenue is down compared to budget for the month and YTD due to limited activities at the stadium impacted by the LEPFA Board of Commissioners Meeting Page 14 September 2, 2020 pandemic. Overall, Operating Expenses finished down compared to budget for the month and YTD. • Lansing Center: June YTD Operating Revenue decreased from last year by more than $1.4M or 24% due to the Governor's executive orders regarding gatherings, limitations and restrictions on event size which impacted revenue significantly. Overall, Operating Expenses finished down compared to budget for the month and YTD. At the end of the fiscal year, the Lansing Center captured 72% of the revenue budget and contained expenses to 85%of the budget. 2. JULY 2020 FINANCE REPORT: • Groesbeck Golf Course: July Operating Revenue is up compared to budget for the month and year to date(YTD). Green fees, cart rentals and concessions are up almost 35% compared to July 2019. Again this month there were more than 6,000 rounds of golf played. Operating Expenses were down compared to budget for the month and YTD. Categories providing the largest impact to the July budget include Merchandise, Maintenance of Facilities and Miscellaneous. Merchandise is the Pro Shop COGS. Sales in the Pro Shop are up more than 130% compared to last year. Maintenance of Facilities is related to fuel costs for carts and equipment to maintain the course (the timing of these purchases vary each year). Also, fertilizer was purchased for the grounds. Miscellaneous is the expense in bank fees associated with credit card use as we are eliminating touchpoints and reducing cash handling. • Cooley Law School Stadium: Operating Revenue at Cooley Law School Stadium typically comes from the ATM machine in the concourse. Revenue is down compared to budget for the month and YTD as activities at the stadium have been impacted by the pandemic. Overall, Operating expenses finished down compared to budget for the month and YTD. Categories providing the greatest impact to the budget include Salaries and Wages and Communications. In Salaries and Wages, the variance is related to the installation of the nets as preparations were made for the Lemonade League. This expense is usually experienced in March/April as baseball season is about to begin. In Communications, this expense is related to an updated feature that reflects the camera feed back to the Lansing Center for centralizing security camera review. • Lansing Center: July YTD Operating Revenue decreased from last year by more than $262,000 or 95%. The Governor's executive orders regarding gatherings, limitations and restrictions on event size continue to impact revenue. Overall, Operating Expenses were down compared to budget for the month and YTD. At the end of the first month of the fiscal year, the Lansing Center has captured .2%of the revenue budget and contained expenses to 2% of the budget. Finance Committee Chairman Larry Leatherwood commended Jennifer McFatridge and Scott Keith on an outstanding job on detailing the expenses and revenues and providing LEPFA Board of Commissioners Meeting Page 15 September 2,2020 information. The pandemic has had a great impact on revenue and Scott Keith will address the impact on LEPFA. Chairman Leatherwood commented that Jennifer and Scott do an outstanding job on reporting. Chairman Price Dobernick thanked Jennifer and noted a great job as always and requested a motion to accept the July financial statements and June draft financial statements for Groesbeck Golf Course, Cooley Law School Stadium and the Lansing Center as presented. MOTION: Commissioner Leatherwood SUPPORT: Commissioner Stajos Motion unanimously carried. C. PERSONNEL COMMITTEE: No report. D. STRATEGIC PLANNING COMMITTEE: No report. E. PRESIDENT& CEO: Scott Keith reported the following: 1. Jackson Field: Effective January 1, 2021 Cooley Law School Stadium will be called Jackson Field based on a seven (7) year deal negotiated by the Lugnuts and the City Attorney. Scott noted seven (7)years is a short-term agreement but is better for the City overall. Scott noted the announcement was done via video and it was a good announcement. The signage will be changed late winter, early spring and will be financed from the first check received and will work with the team on the signage. This is the third agreement for naming rights (Oldsmobile Park, Cooley Law School Stadium and Jackson Field). 2. Silver Bells in the City Update: Mindy Biladeau presented a Silver Bells update. She noted due to the Executive Orders in place we could not present a traditional Silver Bells parade, the live tree lighting, and fireworks as there are 2,000 participants in the parade alone. This year we will offer a televised version of the parade in conjunction with FOX 47. The 2020 event will be a spinoff of the traditional event but from the comfort of your home. The announcement of the plans for Silver Bells 2020 will be next week and will be called "Silver Bells Home Edition." The telecast will have singalongs, celebrities, the lighting of the tree, fireworks, Santa, and surprises. It will be broadcast on November 20 from 6-8 p.m. and will be uplifting, positive and we are happy to bring the event to the community. Mindy noted she is halfway to the sponsorship goal. Scott Keith noted the 5K will be held on November 21 and planning is underway for a virtual or live race. Mindy noted there will be a traditional ornament and it will be available in October. Like most events LEPFA Board of Commissioners Meeting Page 16 September 2,2020 in 2020 it will be different but is coming together and will hopefully be well received. Mindy encouraged everyone to "stay tuned" and noted there will be more information coming out next week. Scott noted CADL is interested in a sing-along, which would be interactive while keeping safe. 3. Staffing: Scott noted changes are happening with staff, Natalie Glisson and Lesley Gottschalk have resigned. Some of the part-time staff are working in different roles and 'are returning on a part-time basis. Jennifer will be out for a short-term and as such we have brought back Linda Whitbeck for 16 hours and Natalie Glisson for 8 hours weekly to stay in compliance with the auditor requirements. Scott noted yesterday he had an individual reach out on using the Lansing Center as space for jury selection. The Lansing Center may also be considered for SAT in-person testing. Scott noted he has a call scheduled with the CVB to look at things to host; however the concern right now is the allowances for spaces and we will be working through the considerations and are looking to host more based on what the orders allow and people are comfortable with — we are looking at hybrid events. Scott reported we continue to have staff meetings and use it as a format to bring Ideas and he has asked staff to share all ideas and take this time to reflect and improve. He noted Tristan suggested everyone brings something special and unique to the table. Scott commented that it is a special group that works here, we work as a team, a diverse team and each brings something special to the table. F. LEPFA VICE PRESIDENTS & STAFF REPORTS: 1. Scott Horgan: Lansing Center-Scott reported he has worked with all groups and is fortunate to reschedule a majority of the programs and conferences to later in the year or the future and we have not had to refund groups by working closely with them and our partners. We have had to reschedule a couple of groups and some are holding on for the relaxing of the meeting guidelines. Many groups will be required to modify their footprints with Mindy, Paul and Maureen with the social distancing requirements and maximum capacity for each room. He noted he has spent a lot time on developing diagrams for each conference room. Building a template for diagrams continues and sharing with others. Scott noted he has been working closely with the Radisson and GLCVB teams to insure we are constantly dialoging on future business and coordinate at the same time. Scott noted they have been great to work with and will continue to push through. Many groups are revising their footprint to up to 50%and are looking at evaluating their programs including speakers, attendance and video conferencing. Several groups are looking at Zoom conferences within person attendance for the first of the year and are keeping their choices open. Scott noted it has been a struggle to get the customer to communicate with us and only a few have disputed the penalties. Most groups are ready to move forward with hybrids. Kristy Doak, Director of Sales with the CVB was brought back on a part-time basis and is working on prospective business and LEPFA Board of Commissioners Meeting Page 17 September 2, 2020 future business as well. Chairman Price Dobernick noted this is Scott's last meeting and wished him well on his new adventure. Scott Horgan noted his Dad is having surgery in December and will also be working on his master's degree while caring for his Dad. Groesbeck: June and July had record revenue and saw diverse golfers, there has been a lot of youth on the course as well as Seniors enjoying the Senior Specials. This year, in anticipation of not being open, the discounts and specials were not used, and we were up 20% in revenue and rounds were down. We still continue to receive compliments on the service, staff, and condition of the course. We continue improving the play, and service provided, and we should have a record year this year. Scott thanked the Board for their support and noted LEPFA is an exceptional company and wished everyone health and safety during the pandemic. Commissioner Leatherwood wished Scott the best and complimented him on being a part of the team effort bringing Groesbeck along. 2. Tristan Wright: Lansing Center—Tristan reported last night was the "Red Alert" to bring attention to the live event industry and it was a nationwide call to light buildings red to bring awareness of the impact of the pandemic has had on our industry. Tristan complimented Chase Creative on a good job of lighting up the Lansing Center in red on the river side of the building from 9 p.m. until midnight. The Lemonade League has concluded at the stadium. The MLK Commission will be hosting "Good Trouble" and "42" at the ballpark. Trane will be at the stadium to evaluate the HVAC system. 3. Heidi Brown: There have been no workers comp claims during this time. A former team member has been moved to long-term disability. Communication with staff continues on-a weekly basis during this time via Scott Keith which includes reminders regarding insurance, employment status/change, services available to employees, etc. The HR/Payroll Coordinator position, which was one of the laid off positions is now vacant as Natalie Glisson has accepted another position and resigned effective September 4, as is the VP of Sales and Services effective September 4. Additionally, we are wrapping up filling positions at Groesbeck for the season. This season 5 Pro Shop, 5 Golf Cart Staff and 4 Groundskeeper positions have been filled. Work continues on benefit renewal for PHP in September as well as BASIC. Typically, renewal occurs in December annually with plans taking effect January 1. Review is also underway for consideration of employees who are currently temporarily laid off with Scott Keith and LEPFA's legal counsel. Heidi noted she continues to address routine Administrative and HR functions in a timely manner daily including FMLA, COBRA, long and short-term disability, unemployment, employment verification, benefits, employee verification LEPFA Board of Commissioners Meeting Page 18 September 2,2020 information, as well as hiring and termination processing. Payroll record keeping and processing continues in conjunction with Finance. Preparation is also underway for the annual Finance audit. Minimal hiring continues at Groesbeck for Pro Shop, Golf Cart and Grounds staff all which are seasonal positions. Administrative functions continue to be addressed such as board information, addressing phone calls and sales inquiries. We all continue moving forward, one day at a time and in a positive light. 4. Paul Ntoko: Paul Ntoko indicated that he echoed Scott Horgan's comments about Groesbeck this season, and that it has been a strong season despite the rough times. Food service is closing the gap and rounds continue with solid days. Review of the Lansing Center menu continues with no final changes to-date. Paul noted we continue to educate groups on what we can and cannot due at this time. Paul also indicated he anticipates food costs increasing due to shortages. Paul stated we continue to work through this time and hope for good news soon. V. COMMISSIONERS COMMENTS: 1. Chairman Price Dobernick: Chairman Dobernick indicated he has been talking with Scott and he is very pleased with how well the staff is working to keep on track the best we can and he noted the Board recognizes and appreciates the efforts and he extended his thanks. 2. Commissioner Charles Mickens: Commissioner Mickens extended his thanks to Scott Horgan on his efforts at Groesbeck and has heard that the course is wonderful. He thanked Scott for his efforts and extended his best wishes in the Dakotas. VI. OLD BUSINESS: None. VII. NEW BUSINESS: No report. Vill.AJOURNMENT: At 2:10 p.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Janssen Second: Commissioner Mickens Motion unanimously carried LEPFA Board of Commissioners Meeting Page 19 September 2,2020 THE NEXT MONTHLY MEETING IS SCHEDULED TENTATIVELY FOR: SEPTEMBER 22, 2020 8:00 a.m. Respectfully Submitted, Heidi Brown Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING OCTOBER 27, 2020 MINUTES At 8:02 a.m., Chairman Price Dobernick called the meeting to order at the Lansing Center; Governors Room; 333 E. Michigan Avenue; Lansing, Michigan 48933 and via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Tim Barron, Lansing; Cindy Bowen, Lansing; Price Dobernick, Robert Widigan (Ex-officio) Lansing; Kenric Hall, Lansing; Charles A. Janssen, Grand Haven; Larry Leatherwood, Lansing; Charles Mickens, Lansing; Brian McGrain (Ex-officio), Lansing. COMMISSIONERS EXCUSED: James Stajos OTHERS PRESENT: Mindy Biladeau, Heidi Brown, Scott Keith, Jennifer McFatridge, Paul Ntoko and Tristan Wright - Lansing Entertainment & Public Facilities Authority; Heather Sumner— Lansing City Attorney's Office and Judy Kehler, Chief Strategy Officer- City of Lansing. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: Scott Keith noted he had spoke with Jack Alexander and he shared Jack's regards. III. APPROVAL OF THE SEPTEMBER 2, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the minutes as presented. MOTION: Commissioner Barron SECOND: Commissioner Hall Motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: No report. B. FINANCE COMMITTEE REPORT: Committee Chair Leatherwood deferred to Jennifer McFatridge, Vice President of Finance, who reported the following: 1. CASH POSITION UPDATE: Lansing Center: Jennifer reviewed the checking account balance and noted that the Lansing Center has not received the second quarter subsidy and we are in a holding pattern delaying payments and paying late in some cases. LEPFA Board of Commissioners Meeting Page 12 October 27, 2020 Groesbeck Golf Course: Groesbeck is doing well; the entering of cash receipts is delayed due to limited staff in the Finance Department. Cooley Law School Stadium: Funding is low, and we are waiting for the subsidy to pay vendors such at the Board of Water and Light; currently we are slow paying in order to not deplete the funds. Jennifer noted she will discuss the BWL January/February bill and how to remit payment with the Auditor. Groesbeck owes the Lansing Center for labor and purchases. For the stadium, the amount owed to the Lansing Center is for payroll, BWL and capitol inventory. Jennifer reported she has sent an email to the City on accounts receivable amount of $38,000 due LEPFA for items the City owes LEPFA. The Auditors will be on site on Thursday (two auditors) and she will discuss the process of write offs with them including the balance owed by Waterfront (City Market). Chairman Dobernick welcomed Jennifer back. C. PRESIDENT & CEO: Scott Keith reported the following: Commissioner Leatherwood asked about meeting and strategizing on capital and Scott Keith noted he has been meeting with Representatives and the City. He asked for an update on the status and where we are in projections for additional funding and revenue. Scott Keith reported a meeting was held on September 21 with good discussion on options regarding the bed tax and house bills that are buried in committee. He noted TCF Center excess funding will be set aside to assist other convention centers ($4 million); the Lansing Center could potentially be eligible for up to $1 million and application process should be determined by December 1 for funds to be allocated possibly March 1 to be used by September 30, 2021 for COVID-19 relief. Scott reported staff is working hard on business with at the 500-person threshold and have one event per week through the end of the year as detailed in the Administrative Report. With revenue down he will begin working on a contingency plan with options; however, there is good dialog on the various types of events we can host such as hybrid meetings that are in person and virtual. We have a standardized testing service event and are looking at standardized testing events that need to be held in person, as well as the courts for jury selection. An ad hoc committee on funding meeting was held on September 21 and Scott is working on a contingency plan and noted that cost cuttings initially have helped us in the long run we will need other alternatives to make funds last longer. Budget monitoring continues as well as discussions with the Mayor and City Finance staff. Budget preparation will begin with a standard budget for Groesbeck Golf Course. The stadium will likely have two budgets, one with a full season and one without a full season. LEPFA Board of Commissioners Meeting Page 13 October 27, 2020 The Lansing Center likely will have three budgets (a normal, reduced and further reduced budget). The challenge is we are working on budgets slated to take effect July 1. We will do the best we can with different scenarios; the budgets will be presented to the Board in January and will be forwarded to the City in February. Scott indicated Groesbeck Golf Course is still open and has business. The simulator went up last week and it is good for golfers to see; if anyone is interested in the simulator Scott offered a tour. Administrative Board Report Review— Upcoming events include the Republican Watch Party; Destination Michigan; a Member Meeting for Plumber and Pipefitters; Operating Engineers. Scott reported golf was up 30% compared to the previous year and noted this year is a record year that should not be expected to be sustained for next year. Effective November 1, 2021 Cooley Law School Stadium will be called Jackson Field and we are working on the signage for the front of the stadium and the scoreboard which will require engineering assistance. We are reviewing benefits and are working on an "Emergency Work from Home" policy to be reviewed with the Personnel Committee. Indefinite layoff notices have been sent in conjunction with our labor attorney. Two staff members resigned in October. D. LEPFA VICE PRESIDENTS &STAFF REPORTS: 1. Tristan Wright: No report. 2. Paul Ntoko: Paul reported is working on menus to adapt them to the current circumstances. Paul noted he is adapting what they have learned at Groesbeck in terms of food and beverage to the Lansing Center and Paul is moving staff to the Lansing Center to help implement the changes. 3. Mindy Biladeau: Mindy provided an overview of events at the Lansing Center. Silver Bells will be broadcasted on November 20—the Home Edition with rebroadcast dates set for November and it is coming together very well. The at home edition will include singing; Santa reading wish lists; shout outs from celebrities along with community sing a longs; ugly sweater, tree and ornament photos and a jingle bells mashup contest. There will also be a video contest of people singing jingle bells with a monetary prize. The Silver Bells Home Edition ornament is out, and the ornament catches the somber year 2020. Ornaments can be purchased on the silver bells home edition site. LEPFA Board of Commissioners Meeting Page 14 October 27, 2020 The 5K "pivot" was last week, originally it was to be a hybrid event with live and virtual participants. Last week major sponsors opted for a completely virtual event due to the increase in COVID numbers. The event will be November 20-22 in downtown Lansing with the pivot made successfully to completely virtual. Commissioner Leatherwood asked Mindy how she is assuring diverse representation with the entertainment. Mindy noted they will have a variety of artists and there is a great package and representation of the community including Hanukah, Christmas and Kwanza. Commissioner Leatherwood asked if there is a schedule or chart of events. Mindy noted it is on the web site and Scott Keith noted he will send the link. Mindy noted if there is anything that can't be found to let her know. 4. Heidi Brown: Two employees separated employment in the month of October, an Event Coordinator and Food and Beverage Operations Manager. To-date we have had no Worker's Comp cases. In October we had one Groesbeck Golf Course new hire for the golf cart team. Benefit renewal censuses have been completed for medical/PHP, Principal (life, vision and dental), Ft. Dearborn (life insurance) and BASIC (dependent care and flexible spending accounts). Annual renewal takes effect January 1 annually. Indefinite Layoff and COBRA coverage notices and information was sent to full-time staff and WARN notices to the state, city, and union officials. The COVID-19 Preparedness Plan was updated on October 16 and printed and posted. The annual Medicare Part D Credible Coverage notice was distributed. And administratively addressing employee mattes and routing incoming calls. V. COMMISSIONERS COMMENTS: A. Chairman Price Dobernick: Chairman Dobernick noted that he has many conversations with Scott Keith and would like to express his appreciation to staff for their positive attitude and for putting their best foot forward. B. Commissioner Kenric Hall: Commissioner Hall expressed his thanks to the staff/team and noted his appreciation for the new business and funding and for the hard work. Commissioner Leatherwood agreed. VI. OLD BUSINESS: None. VII. NEW BUSINESS: No report. Vill. AJOURNMENT: LEPFA Board of Commissioners Meeting Page 15 October 27, 2020 At 8:42 a.m. Chairman Dobernick requested a motion for adjournment: Motion: Commissioner Barron Second: Commissioner Hall Motion unanimously carried Scott Keith noted November's meeting may be the training with the City Attorney's office. THE NEXT MONTHLY MEETING IS SCHEDULED TENTATIVELY FOR: NOVEMBER 24, 2020 8:00 a.m. Respectfully Submitted, Heidi Brown Recording Secretary LANSING ENTERTAINMENT & PUBLIC FACILITIES AUTHORITY BOARD OF COMMISSIONERS MEETING NOVEMBER 24, 2020 MINUTES At 8:00 a.m., Chairman Price Dobernick called the meeting to order via Zoom audio/video conferencing. COMMISSIONERS PRESENT: Tim Barron, Lansing; Cindy Bowen, Lansing; Price Dobernick, Robert Widigan (Ex-officio) Lansing; Kenric Hall, Lansing; Charles A. Janssen, Grand Haven; Larry Leatherwood, Lansing; Charles Mickens, Lansing; Brian McGrain (Ex-officio), Lansing. COMMISSIONERS EXCUSED: James Stajos. OTHERS PRESENT: Mindy Biladeau, Heidi Brown, Scott Keith, Jennifer McFatridge, Paul Ntoko and Tristan Wright - Lansing Entertainment & Public Facilities Authority; Lisa Hagen — Lansing City Attorney's Office and Judy Kehler, Chief Strategy Officer- City of Lansing and Steve Kirinovic. Maner Costerisan PC. I. ESTABLISHMENT OF THE AGENDA: There were no changes to the agenda. II. PUBLIC COMMENT: Scott Keith noted he had spoken with Jack Alexander and extended Jack's regards. III. APPROVAL OF THE OCTOBER 27, 2020 MINUTES: Chairman Price Dobernick requested a motion to approve the minutes as presented. MOTION: Commissioner Barron SECOND: Commissioner Janssen Motion unanimously carried. IV. REPORTS: A. CHAIRMAN'S REPORT: Chairman Price Dobernick reported after discussion and consideration there will be no LEPFA Board Holiday Party. The training with the City Attorney's office won't take place this month. Price noted he has been meeting with the Mayor and he is paying attention to our issues as the status of conferences and tradeshows aren't likely to change. Changes to the LEPFA Board of Commissioners Committees include Commissioner Bowen as the Chair of the Personnel Committee and Commissioner Hall will be a member of the Finance Committee. Chair Dobernick thanked all Board of Commissioners for their time as committee members. The 2021 Board meeting dates are also posted on the LEPFA Board of Commissioners portal. LEPFA Board of Commissioners Meeting Page 12 November 24, 2020 B. FINANCE COMMITTEE REPORT: Committee Chair Leatherwood noted the Finance Committee met yesterday and it was a very interesting meeting that involved a lot of financial detail that will be shared today. Chairman Leatherwood deferred to Jennifer McFatridge, Vice President of Finance, who reported the following for October: 1. Groesbeck Golf Course: October Operating Revenue is up compared to budget for the month and YTD. Green fees, cart rentals and concessions are up 42% compared to October 2019. During October 2020,there were more than 2,100 rounds of golf played compared to October 2019 with nearly 1,600 rounds. Between March 1 and October 31, rounds were up 18% and green fees, cart rentals and concessions were up almost 25%. Operating Expenses were down compared to budget for the month and YTD. Categories providing the largest impact to the October budget include Salaries/Wages, Concessions and Miscellaneous. In Salaries/Wages,we have updated labor allocations to include the VP and President and CEO wages. In Concessions, labor was up compared to last October. Finally, in the category of Miscellaneous,the expense is bank fees associated with credit card use as we are eliminating touchpoints and reducing cash handling. 2. Cooley Law School Stadium: Operating Revenue at Cooley Law School Stadium typically comes from the ATM machine in the concourse. Revenue is down compared to budget for the month and YTD as activities at the stadium have been impacted by the pandemic. Overall, operating expenses finished down compared to budget for the month and YTD. Categories providing the greatest impact to the budget include Salaries and Wages and Communications. In Salaries and Wages, we have updated labor allocations to include VP and President and CEO wages. In Maintenance of Facilities,this expense is the result of an invoice from Trane related to HVAC repairs and service. 3. Lansing Center: October YTD Operating Revenue decreased from last year by more than $1.8M or 99%. Due to Ingham County Health Department order regarding gatherings, limitations and restrictions on event size continue to impact our revenue. Overall, Operating Expenses finished down compared to budget for the month and YTD. At the end of the fourth month of the fiscal year,the Lansing Center has captured .3%of the revenue budget and contained expenses to 8%of the budget. Scott Keith commented that Tristan Wright has done a good job with Mike Horning on the Lansing Center and we have done what we can over the past 6-8 months to make sure the building is in good repair. He also noted Operating Expenses are significantly below budget for every category. The discussion at the Finance Committee is mindful and concerning of the financial circumstances. Finance Committee Chair Larry Leatherwood in a motion, noted,the Finance Committee recommended to the Board of Commissioners to ask for something in writing from the Administration for moving funds from Groesbeck to the Lansing Center to all ow for the co-mingling of funds and ask for the process and to ask for the timing of the subsidy moving forward. Commissioner Leatherwood noted the intent is to protect LEPFA and the staff. MOTION: Commissioner Leatherwood; SECOND: Commissioner Bowen ROLL CALL VOTE: Yays: Commissioners Barron, Bowen, Dobernick Hall,Janssen, Leatherwood, and Mickens. Nays: None Motion unanimously passed. LEPFA Board of Commissioners Meeting Pagc 13 November 24, 2020 4. Audit Presentation: Jennifer McFatridge introduced Steve Kirinovic, Principal who was the lead on the audit conducted on October 29 at the Lansing Center, while following social distance protocol and was present today to review the draft copy of the audit. General Comments: Steve extended his thanks to Jennifer and Scott and all the staff associated with the audit; he noted a lot of the work was done remotely and everyone was very helpful. He noted the audit was in draft form and this was their first year conducting LEPFA's audit and they are bringing forth information to the Board for questions, comments, concerns. He noted overall his response was it was a very good audit and records were great. He noted he would review the financial highlights. Pages 1 and 2 is their opinion on LEPFA's statements, with a draft to the Board. The main objective is their opinion and to have a clean unmodified opinion. He noted LEPFA is a governmental unit of the City with business activities and that the best possible opinion is what the Board and City wants to see which is a clean, unmodified opinion. Page 7 is a narrative description of what is the Authority and the yellow is what has been updated for FY 2020. The statement and net position; the first 2 funds of the Authority balances/liabilities. Also, on page 7 is listed Unearned Revenue which reflects the PPP Loan in unearned revenue of$507,707 and is included as a contribution from the Federal Government. The funding has been set up on the Balance Sheet based on the eligibility determined by the Federal Government. He also reviewed the bottom-line equity, revenues and expenses on page 7. Steve then reviewed the Revenue and Expenses as of June 30 for the Lansing Center, Cooley Law School Stadium (on page 9); Groesbeck Golf Course (on page 10) and Center Park Productions. The ending net position for LEPFA is $84,309 as of June 30, 2020. On page 14 he reviewed the "Unearned Revenue" narrative related to the Paycheck Protection Program regarding the program and eligibility requirements. Steve indicated he discussed this with Scott Keith and Jennifer McFatridge on the eligibility requirements which are to be determined by the Federal Government; the determination will be whether LEPFA has to pay it back or if it is revenue for 2021. On page 18, note 11 is a description of the program and he encouraged everyone to read it at a later time as it details the specifics. The letter on page 21 is the "Internal Control Letter" which is the findings, compliance, deficiencies, etc. anything unwanted would be in this letter and there were no findings; the takeaway was positive. Steve asked if there any questions regarding the audit, the process, etc.? Commissioner Bowen asked if there was anything with the checks and balances remotely; anything to look at in the future in the audit? Steve noted this is done on an ongoing basis condensing controls down, processing, and dividing up the overall systems and documentation is the key. He noted retaining initial invoices and retaining documentation and change processes are documented while looking at the controls and completing the circle. They look at presenting the information and processes whether doing it remotely or-on site. He noted the audit is in draft form. LEPFA Board of Commissioners Meeting Page 14 November 24, 2020 Motion was made to accept the audit as presented in draft form. Motion: Commissioner Leatherwood Second: Commissioner Janssen ROLL CALL VOTE: Yays: Commissioners Barron, Bowen, Dobernick Hall,Janssen, Leatherwood, and Mickens. Nays: none Motion Unanimously passed. Mr. Kirinovic noted if there were questions, comments or concerns, to contact him directly. At 8:38 a.m. he exited the meeting. C. PERSONNEL COMMTTEE: Committee Chair Cindy Bowen noted the Committee met and discussed the "Remote Policy" and she extended her thanks to Heidi and Scott for their work on the policy. Chair Bowen noted the COVID-19 policy was discussed and a remote policy in general was discussed, but not recommended at this time. Scott Keith noted there were no specific points, as the policy was thoroughly reviewed, and we began working on the policy in conjunction with the applicable orders. One item not listed is the justification of working remotely and it was left it open to coincide with the MIOSHA timeline. Chair Cindy Bowen recommended a motion to accept and implement the policy on behalf of the LEPFA Board of Commissioners Personnel Committee. MOTION: Commissioner Janssen SECOND: Commissioner Mickens. The motion passed. Commissioner Bowen reported the Health Care benefit renewal was also discussed. Scott Keith and Heidi Brown met with Greg Brogan to review the plans and price points. Scott noted he had a conversation with Greg Brogan regarding PHP as our provider as the initial quote was high and larger than proposed. Staff contribute at this time is 8%for a variety of reasons and there will be a 2% increase on the employee share. Scott noted PHP offered a new platform similar to Blue Cross Blue Shield at mid-level rates; all were presented to the staff. Scott noted he appreciated the Personnel Committee's input regarding pay cuts with changes to healthcare benefits. Commissioner Bowen extended thanks to Heidi. D. PRESIDENT& CEO: Scott noted there will be an ad hoc meeting on funding, but no Strategic Planning Committee meeting in December. The "Annual Report" is due December 11 and Scott will be presenting a draft of the contingency plan around the fund balance which he is working on for the Ad Hoc committee on Monday. He noted he has had several discussions regarding funding through the Michigan Strategic Fund approved in October and is waiting for the application process. We'll need to apply, and the funds will be dispersed by March/May and will expire by September 30, 2021. LEPFA Board of Commissioners Meeting Page 15 November 24, 2020 Jackson Field: Scott noted he is working with the Lugnuts on signage inside and outside the stadium. The Scoreboard is included in the Naming Rights agreement which has funds allocated toward the signage, with a cap. Jackson National is responsible for excess signage costs. Everyone is waiting for the MLB and Minor League new deal. Scott explained how the MLB is taking over the minor league with the elimination of 40 teams; the seasoned will likely be shortened (Memorial Day to Labor Day) and there should be a schedule available by January 1. Any day they should be announcing the teams eliminated. All of these considerations impact the budget, and it is all about timing now. Groesbeck Golf Course: Scott stated as of today the course is walk only; yesterday the irrigation was turned off. Regarding the audit, the PPP issue discussed is centered around LEPFA's eligibility and the worst case scenario is that we would be charged interest at 1% and it would be a loan rather than forgiven. The current orders in effect limit the indoor and outdoor activity and in talking with Linda Vale we need to monitor the restrictions and requirements and there are no signs of business until January/February due to the restrictions. Scott noted he had a conference call with Chase Creative (our AV provider) regarding hosting virtual events here with a finder fee for LEPFA. Budget: Currently Scott is working on the budgets with Jennifer. GCC will be about the same; the stadium will be based on the season and the Lansing Center will be the challenge based on business and we are working on various budget ideas; predicting by July 1 will be difficult and a challenge. Salary Allocation: Scott is working on a grant for the Lansing Center to cover salaries. He Is also reviewing salary allocations across the board. It would help if we were able to co-mingle funds across the properties as well as allocate salaries. E. LEPFA VICE PRESIDENTS &STAFF REPORTS: 1. Mindy Biladeau: Mindy noted overall the Sales/Service Report for October was more optimistic due to capacity requirements. We were able to host a couple of events in October for small groups. In November we hosted the GOP on November 3, Election Night. We have several events contracted for early 2021 and will be especially busy in in the fall of 2021 as there are no available dates and people are still moving forward. Silver Bells: it was the year of being flexible with "Silver Bells Home Edition" which aired on Friday November 20 on FOX 47 and City TV with great star power with local talent as well as with a diverse celebration. The feedback has been positive, and Mindy noted she has received LEPFA Board of Commissioners Meeting Page 16 November 24, 2020 calls, texts, and all gave rave reviews. Mindy stated it was a lot of work to bring it all together leading with the broadcast team. It was all done remotely and set the bar high to bring the holiday experience through TV and it was a job well done in order to bring joy into homes. Mindy noted she was proud of everyone and reviewed the re-broadcast times and noted she hoped to have viewership numbers by the end of December. The 5K was a hybrid event as well. Originally it was going to be a live and virtual event, but with the increase in COVID-19 numbers, we had to be flexible and with Blue Cross/Blue Shield as a sponsor it was decided to go 100% virtual. Maximum attendance was 300 and there were 251 actual participants with the format change. Mindy extended kudos to the 5K Committee for the medals, face masks, and bibs for participants. Ornaments continue to be mailed out and Mindy noted Tiffany did a great job and it was nice to be able to continue to support local artists. Chairman Dobernick noted it was a great job and a great report. 2. Paul Ntoko: Paul reported he is wrapping up Groesbeck and in December hopes to have a full analysis of what went well and take a look at preparation for 2021. Focus is now turning to menus and catering at the Lansing Center. Paul noted the changes are for groups of 50-100 moving to single days from multiple day events; fewer days equates to less variety. Now we are reducing the menu by 30%to 40%. The challenge is selecting menus that are multiple use and executable. Paul noted he is looking forward to seeing how this all ends up and some normalcy. Commissioner Bowen questioned how Paul is doing on inventory over the last several months? Paul noted he is switching items to Food Movers and switching items to items that are easier to find. Currently there are supply issues and there is a need to be more flexible with menu. GFS has been the most flexible for us. Cindy asked if Paul is seeing fees on minimum orders or delivery restrictions. Paul noted there has been no discussion thus far because he is picking items up at GFS and Meijer when able. 3. Tristan Wright: Tristan is working with Mike Horning on monitoring costs by keeping the temperature down over the holidays, and Tristan is at the Lansing Center every day for security purposes. In regard to Groesbeck Tom is doing a good job at the Golf Course and continues to do a good job operationally. Tristan noted the Lansing Center is hanging on structurally and she noted she appreciates staff help in setting rooms. She is also looking at inventory. Tristan extended Happy Thanksgiving wishes. 4. Heidi Brown: Heidi reported there has been one new resignations since last month's meeting. Event Coordinator Emily Anomanni resigned, and separation paperwork and office packing has been completed. To-date we have had no Worker's Comp cases. Heid noted we will be in the midst of the Benefit Enrollment during the month of December with new plans taking effect January 1, 2021. Offering vision and dental insurance as well as life insurance for indefinitely laid off staff will need to be reviewed with the open enrollment period. Indefinite LEPFA Board of Commissioners Meeting Page 17 November 24, 2020 Layoff letters were mailed in October to temporary laid off staff along with corresponding WARN Act notices and COBRA information. WARN notices were sent as required to the proper local, state and union officials. Addressing employee questions continues on an ongoing basis. COVID-19 Preparedness Response Plan — Employee Training has been completed and shared with the current active staff. Training is a requirement of MIOSHA, and our training is complete with demonstration videos for topics such as proper handwashing, face mask removal and disposal; gloves; and once completed there is an acknowledgement form for the trained employee to complete and return to HR. BASIC Flex plan enrollment has been completed and Heidi extended her thanks to Chair Bowen and the Personnel Committee for their support and approval of the COVID-19 Emergency Report Work from Home Policy. Heidi extend happy and healthy holiday wishes. V. COMMISSIONERS COMMENTS: A. Commissioner Charles Janssen complimented senior staff on what they are doing and thanked them for being creative, hardworking and dedicated. Commissioner Janssen noted everyone has had to pivot and adjust creatively with all the associated stress. He expressed his appreciation and noted he is thankful for staff. B. Scott Keith noted ornaments are reserved for the Board and will be shipped to the Board members. He also noted Groesbeck Golf Course received recognition as the "Best Golf Course in Lansing" from the City Pulse's— Best of contest and extended his kudos to the staff. Scott also noted we will be reaching out laid off staff to see if they have a need for any of the food inventory we have on hand (along with handling instructions). Commissioner Leatherwood noted he thought was an excellent idea. C. Chair Price Dobernick noted the next meeting is scheduled for January 26 and he extended his best wishes for a happy holiday season to all and encouraged everyone to stay safe and enjoy time with family during these difficult and challenging times. VI. OLD BUSINESS: None. VII. NEW BUSINESS: No report. VIII. AJOURNMENT: At 9:25 a.m. Chairman Dobernick requested a motion for adjournment: LEPFA Board of Commissioners Meeting Page 18 November 24, 2020 Motion: Commissioner Leatherwood Second: Commissioner Barron Motion carried, THE NEXT MONTHLY MEETING IS SCHEDULED TENTATIVELY FOR: JANUARY 26, 2020 8:00 a.m. Respectfully Submitted, Heidi Brown Recording Secretary