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HomeMy WebLinkAbout1985 Mall Advisory Board Minutes* MALL ADVISORY BOARD MINUTES * May 7, 1985 MEMBERS PRESENT: George Kafantaris, LeAnn Baker, Kathryn Haar OTHERS PRESENT: Joyce Moffett, Tom Wilbur, Phil Dorland APPROVAL OF MINUTES Kathryn Haar moved to approve the minutes of April 23 as written. Seconded by George Kafantaris. Motion carried. CORRESPONDENCE Mayor McKane referred a letter from Mrs. Hanh Phung, Aux Deuces Restaurant for Board action. Mrs. Phung was unhappy with the number of inspections and licenses required to do business in downtown Lansing. She felt she had been discriminated against. The Mayor requested the Board compile a list of the various city -required licenses for doing business in downtown Lansing and make recommendations concerning their consolidation or elimination. Discussion followed. The board agreed the majority of Mrs. Phung's complaints were against the Ingham County Health Department. All restaurants ,must pass inspection with the Health Department whether they do business in downtown Lansing or not. r yr There are however various inspectors from the city (electrical, plumbing, building, ~ police, fire, etc.) who sometimes have different standards and come at different V H times. Perhaps something could be done to coordinate the requirements and inspection r� times. The board will take this matter under consideration. If a letter is sent to the Mayor, George Kafantaris will help draft it. ul td d SPECIAL USE REQUESTS Joyce Moffett from "Knoonfest at Knapps" had spoken to some local businesses (Barnes Floral, Kwast Bakery) who would be interested in vending from carts. She requested the Board waive the annual and monthly fees for these venders. Discussion followed. The Board declined to waive the fees for vendors on the Mall. To waive the fees would require a vote of City Council since the fees were adopted as part of the rules for Mall uses. George Kafantaris moved the request from Joyce Moffett for a."Knoonfest at Knapps" be approved with vender's fees charged as per the ordinance. Seconded by Kathryn Haar. Motion carried. REVIEW OF MALL CONTRACT AND ASSESSMENT RATES Council passed ordinance changes on April 29, 1985 bringing the Mall Advisory Board into compliance with state law regarding special assessment boards. This change goes into effect 30 days after its passage (May 29) . The membership of the Board must now be adjusted to comply with the law. Results of the bid opening and costs relating to the assessment spread were distri- buted to the Board. The Board was concerned over the 108% increase to Mall taxpayers. Mall Advisory Board Minutes Page (2) May 7, 1985 Jeff Anderson was the only bidder. As compared to last year, the prices were approximately the same for care of trees, grass, shrubs, and cleanup employees. Costs have increased for sweeping since new equipment will be necessary with the requirement to clean curb lines. In previous years sweeping and snow removal has always been bid as a lump sum with the department dividing costs between the Mall and Side Streets. In this bid the contractor was requested to divide the costs based on his anticipated maintenance effort. Discussion followed. Based on the information provided by Mr. Dorland, Kathryn Haar moved the bid be rejected and put up for rebid, with planter tubs and additional cleanup employees specifically itemized as alternates. Seconded by George Kafantaris. Motion carried. George Kafantaris moved to request the Mayor extend the current contract thirty (30) days from July 1 to allow for sufficient time for rebidding to occur. Seconded by Kathryn Haar. Motion carried. LeAnn Baker moved the city proceed with the assessment district and costs for cleanup employees, planter tub maintenance, sweeping and snow removal divided by the linear footage of mall and side streets as a formula for spreading the special assessment costs. Seconded by Kathryn Haar. Motion carried. Adjourned at 10:35 a.m. /ls Submitted to the City Clerk on (/Z Z 5 by * MALL ADVISORY BOARD MINUTES * May 16, 1985 MEMBERS PRESENT: David Hayhow, Kathryn Haar, LeAnn Baker OTHERS PRESENT: Phil Dorland SPECIAL USE REQUESTS Request from St. Vincent's Home to bring a car to be raffled onto the Mall June 13, 14, and 15. David Hayhow moved the board approve this request. Seconded by Kathryn Haar. Motion carried. Request from Steve Waltke to vend food (hotdogs) on the N.E. corner of Allegan on the Washington Square Mall. David Hayhow moved the board approve this request subject to the applicant meeting all of the requirements including obtaining the permission of nearby businesses selling like items within 100 feet of this location. Seconded by LeAnn Baker. Motion carried. .. UPDATE ON MALL CONTRACT AND ASSESSMENT RATES Mr. Dorland reported that since the May 7 meeting he has received some information indicating that the bid from Jeff Anderson does not need to be rejected. The City Attorney's Office has advised negotiation is permissible as only one bid was received on this contract. Mr. Dorland proceeded with that and presented the Board with services and revised costs to be provided under the revised bid sheet. The assessment would now 'be $33,696 for the Mall and $53,866 for Side Streets. The mall share is $6.66 per lineal foot and side streets $2.97 per lineal foot. Discussion followed . Moved by D. Hayhow to adopt the proposed level of service and costs associated with it as presented on the recommendation entitled 111985-86 Washington Mall Environs Maintenance" dated May 16 and recommend the assessment spread to the Mall area of $33,696 and the Side Street area of $53,866. Seconded by Kathryn Haar. Motion carried, Mr. Dorland advised that the Board must be in compliance with state statutes to vote final approval of the assessment district formula to spread the maintenance costs and the assessment costs. To be in compliance the Board must have the correct membership and wait until the ordinance goes into effect. A final vote will be necessary in June. Meeting adjourned. /Is Submitted to the City Clerk on 615175 by J cn pq P R F-4 �F! Ln 00 cr) Q —1 pq C- * Mall Advisory Board Minutes June 11, 1985 MEMBERS PRESENT: LeAnn Baker, Kathryn Haar, George Kafantaris OTHERS PRESENT: Phil Dorland APPROVAL OF MINUTES Kathryn Haar moved to approve the minutes of May 7 and May 16, 1985 as written. Seconded by Georqe Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES - None CORRESPONDENCE - None SPECIAL USE REQUESTS Steve Waltke has filed his insurance and Health Department certificates but has not paid fees or began vending. Gail Klein had requested to place a car on the Mall May 29, June 3 and 5. She had completed an application and submitted it. Phil Dorland granted permission. R.E. Olds Anderson requested permission to place the aerospace van on the Mall in front of Bank of Lansing for exhibition purposes on July 10. It is a large van and they may park parallel with the curb on Michigan Avenue rather than place the van on the Mall. The decision on van placement will be made the day of the event. REVIEW OF COUNCIL'S PUBLIC HEARING AND RESOLUTION Bill Fishbeck, Board of Water and Light, spoke at the public hearing regarding snow removal on the sidewalk from the -Shiawassee Bridge to Grand Avenue on the south side. Many complaints are received as this is not done at the same time as the mall and they would like this included as part of snow removal on side streets. In response to this City Council's Public Properties and Safety Committee revised the boundaries of the special assessment district to include that side street. The cost would then be spread to all property owners on side streets in the special assessment district. Phil Dorland attended the next Public Properties and Safety meeting and explained the option of having this snow removal handled by having the contractor do it under a separate provision of the contract. Then it would not have to be part of the special assessment district itself and the cost would not be passed on to property owners in the special assessment district. Subsequently the boundaries of the special assessment district were changed back at the June 10 Council meeting. The City Assessor is in the process of preparing a mailing to each property owner in the assessment district informing them of their cost based on the figures from the last meeting. A public hearing will be held June 17. After the public hearing is held, a special Mall Advisory Board meeting will be called so the board can vote on the costs and boundaries of the district. Hopefully the Board will be in compliance with membership requirements by that time. The results of that vote will be relayed to Council's Public Properties and Safety Committee that week. Then it will go to City Council for final approval. No action needs to be taken by this board until the public hearing is held on June 17. OTHER ITEMS In the bid there was a request for sweeping along curb lines. Subsequent to the openinq of the bid the Public Service Director requested his staff to do that sweeping as part of the duties of the Public Service Department. No extra cost would be involved. The cost figures for the assessment spread reflect this. Discussion occurred on reconsidering the Board's vote on opening the South Washington Mall. The Board will look into this further. Adjourn. /Is * Mall Advisory Board Minutes Special Meeting June 20, 1985 MEMBERS PRESENT: Tom Cathey, Phil Dorland, Kathryn Haar, Grady Porter, George Kafantaris The meeting was called to order at 9:00 a.m. Tom Cathev introduced Grady Porter, a new member, to the Board. This special meeting was called to review and act on City Council's Public Hearinq of June 17 and the Resolution for June 24. There were no public comments at the Public Hearing held June 17 regarding the special assessment or the special assessment district. Some of the changes from the previous contract are as follows: each parking meter is to be cleaned in regard to snow removal instead of every other meter; special clean up employees have been increased from two employees working 4 hours a day Mondav thru Fridav to four employees working four hours a day Monday thru Friday; two special cleanups were added in November and one special clean up in March. Curb line cleaning twice a week was also requested in the contract however the Public Service Director advised his department will be handling this so no charge will be added. Grady Porter moved that the boundaries remain consistent with the previous year. Seconded by Kathryn Haar. Motion carried. Kathryn Haar moved the approval of the contract for a total of $86,562 specifying $33,696 is for the Washington Mall and $52,866 is for side streets. Seconded by Grady Porter. Motion carried. , Discussion occurred on the revenue collected on the Mall. George Kafantaris moved that $1,060 generated by the Mall be applied equally between the contract for the side streets and the Mall on a fifty/fifty basis. Seconded by Phil Dorland. Motion carried. OTHER BUSINESS On June 21 there will be a meeting between merchants in favor of a mall reopening and Alan Tubbs. On Monday night it will also be on the agenda of City Council. George Kafantaris encourages board members to attend and comment. Phil Dorland will have the final costs of 1984-85 assessments next week and that adjustment will be sent out with the billings for the 1985-86 assessment. The final figures have not come in yet however there appears to be a small downward adjustment. Adjourned. /Is r G G m C N H p rn O W td In O a d * Mall Advisory Board Minutes * July 9, 1985 MEMBERS PRESENT: Tom Cathey, Phil Dorland, David Hayhow, George Kafantaris Meeting is called to order at 9:17 a.m. APPROVAL OF MINUTES Minutes of June 11 and June 20 meetings were approved with the addition of George Kafantaris to Memembers Present in June 20 minutes. Moved by David Hayhow, seconded by George Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES - None CORRESPONDENCE - None SPECIAL USE REQUESTS NASA's Aerospace Van will be on the Washington Mall for two days on July 10 and 11. It will be located in front of the Bank of Lansing. REVIEW OF 1984-85 and 1985-85 SPECIAL ASSESSMENTS Phil Dorland distributed cost sheets for 1984-85 maintenance. The cost to be spread to the mall is $20,874.57 and to the side streets is $46,806.43. These figures were given to the City Assessor who will be making the necessary adjustments and sending out billings for the next year. These will be due approximately October 9th. The actuals were just slightly less than the estimate so there is an adjustment downward. The school district (public library) has submitted a letter to the city requesting they not be included in the special assessment district. They have a legal right to do so. The State Senate building is also not included in the special assessment district. Phil Dorland will check with the City Attorney to determine if maintenance can be stopped on public properties requesting to be exempted from paying the special assessment. OTHER ITEMS Information regarding changes in the ordinance and responsibilities of the board was distributed. Questions were raised as to the "owner" or "operater" board member. Tom Cathey questioned the progress of a program for donating items to be used on the Mall. This has been delayed while the ordinance changes were being made. Now the ordinance is in the recodification being done by Council. Council's goal is to finish the recodification process this summer. The Board could form a list of equipment.needed for Mall such as benches, bicycle racks, etc. Meeting adjourned. /ls �t r * Mall Advisory Board Minutes * August 13, 1985 MEMBERS PRESENT: Tom Cathey, Phil Dorland, David Hayhow, George Kafantaris, Kathryn Haar OTHERS PRESENT: David Berridge APPROVAL OF MINUTES Kathryn Haar moved to approve the minutes of July 9, 1985 as written. Seconded by George Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES - None. CORRESPONDENCE Phil Dorland reported that a letter was received from the Popular Arts Workshop indicating that the 1985 Gut Runners Reunion has been cancelled. SPECIAL USE REQUESTS - None. DOWNTOWN TRAFFIC CIRCULATION STUDY Dave Berridge, City Transportation Engineer, reported that the Mayor had forwarded the Downtown Traffic Circulation Study opening the 200 and 300 blocks of South Washington Avenue to the Traffic Board, Planning Board and Mall Advisory Board. Mr. Berridge then reviewed page 12 (Summary Page) with the Board. Discussion followed. It was pointed out that many of the businesses feel that the City isn't doing anything to improve the business climate in the downtown area. Opening all three blocks may help change this attitude. Tom Cathey and George Kafantaris indicated that most people they have spoken with want all three blocks opened. However, if only the 200 and 300 blocks were being considered, the city might as well leave them all closed. David Hayhow felt that opening all three blocks would be destructive to the atmosphere the city had created over the past few years which took much time and money. The closing of these streets did contribute to the revitalization of the downtown area. In any case, it is important that the merchants in the downtown area be encouraged and if opening the 200 and 300 blocks would do this, he would agree with it on an experimental basis. However the opening of the 100 block would be a mistake. Tom Cathey moved the Traffic Study be accepted and the Mall Advisory Board recommends the South Washington Avenue be reopened inclusive of the 100, 200 and 300 blocks. Seconded by George Kafantaris. Motion carried 3 to 2. Mall Advisory Board Minutes August 13, 1985 Page (2) REQUEST FROM "KELLY'S DOWNTOWN" The Board expressed their disappointment that they did not have the artist's rendition associated with this request. Tom Cathey moved that the Mall Advisory Board recommend approval of the temporary encroachment subject to compliance with temporary encroachment guidelines previously recommended by the Board. Seconded by Phil Dorland. Motion carried. SPECIAL ASSESSMENT EXEMPT PROPERTIES Phil Dorland recommended that this item be postponed until the next meeting since the Chief Assistant City Attorney is not in attendance to answer questions. Meeting adjourned at 9:50 a.m. * Mall Advisory Board Minutes * September 10, 1985 MEMBERS PRESENT: Kathryn Haar, George Kafantaris, Grady Porter, Tom Cathey, Phil Dorland CALL TO ORDER: 9:12 a.m. APPROVAL OF MINUTES Kathryn Haar moved the minutes of August 13, 1985 be approved as submitted, seconded by George Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES A letter from the Popular Arts Workshop was reviewed which indicated this group would try to organize the "Gut Runners Reunion" in August of 1986. SPECIAL USE REQUESTS An application from the Tri -County Office on Aging to sell raffle tickets on the 200 S. block of the Washington Mall was reviewed. The raffle tickets would be sold September 4th through 6th from 11:00 a.m. to 1:00 p.m. Phil Dorland had polled available members via telephone and received no objections. The application was then referred to the Mayor for approval. A request was received from WKAR Radio, Jacqueline Payne. They are proposing a Luminaria be held on November 22 and an Open House at various participating downtown merchants on November 23. The event would be publicized in a variety of ways. The Luminaria has been cleared with the Fire Department. Phil Dorland recommended approval of placement of Luminars on Washington Avenue ,in the first block north of Michigan and the blocks of Michigan Avenue east and west of Washington Avenue on November 22 between the hours of 5:00 p.m. and 7:00 p.m. Seconded by Kathryn Haar. Motion carried. SPECIAL ASSESSMENT EXEMPT PROPERTIES Previously the Board had questioned which properties are now exempt from the special assessment and which properties could be exempt. The Board also questioned what services would have to be continued to properties enforcing their exempt status. These questions had been referred to the City Attorney's Office however they had not responded as of this meeting. ASSESSMENT SPREAD FOR MAINTENANCE In the Assessment Spread for the current year's maintenance there was to be a $1,060 deduction based on revenues brought in from the Mall Advisory Board Minutes September 10, 1985 Page (2) Washington Mall. This credit will be on the forthcoming year as the Assessor did not give credit on the billings this year. MALL IMPROVEMENTS In the next few months the Board will be devising a method for soliciting, accepting and maintaining gifts for the Mall. These gifts would basically be items that are needed for the Mall which the City cannot budget at the present time. Each board member was asked to devise a list of approximately five items needed for the Mall. This will be discussed at the October meeting. George Kafantaris motioned the meeeting adjourn. Kathryn Haar. Motion carried. Q � Lr) N.a r— C C!_ H C H F-4 r4 Seconded by * MALL ADVISORY BOARD MINUTES * MEMBERS PRESENT: MEMBERS ABSENT: CALL TO ORDER: APPROVAL OF MINUTES October 8, 1985 Phil Dorland, Tom Cathey, Maggie Frankland, David Hayhow, George Kafantaris Kathryn Haar, Grady Porter 9:10 a.m. David Hayhow moved the minutes of September 10, 1985 be approved as submitted, seconded by George Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES - None CORRESPONDENCE - None SPECIAL USE REQUESTS Michael Kelly had previously submitted a request for the use of the sidewalk area in front of his business. The request is for the summer of 1986. A picture of a drawing made by Kelly's was distributed. There is concern the sidewalk is not wide enough to accomplish this and leave the ten foot pedestrian walkway. The application states they will use the patio outside (203 S. Washington) from May 1 thru September 5. Also the current city ordinance only permits the sale of beer and wine on the Mall. Mr. Kelly had appeared before City Council and Jim Blair made a motion that evening stating, "...the Lansing City Council authorizes the use of a portion of the South Washington Mall by Kelly's Restaurant for the service of customers subject to the following restrictions: (1) Such use shall at no time unduly interfere with the passage of pedestrian traffic or adjacent business. (2) The permission to use the Mall shall be in the nature of a revokable license for no more than 90 days. (3) The actual nature and area of use of the Mall shall be reviewed and approved by the city's administration. (4) The use shall be subject to such restrictions and requirements as the city administration deems advisable. (5) That this proposed use and the details thereof are reviewed by all appropriate city boards, and Be it finally resolved, that the city is authorized to take such actions and enter into such agreements as are necessary to implement this resolution." The Board at a previous meeting approved the temporary encroachment subject to compliance with temporary encroachment guidelines previously recommended by the Board. Mall Advisory Board Minutes Page (2) October 8, 1985 David Hayhow moved that the board advise Kelly's that since it appears they cannot utilize their plan the way it has been indicated, they resubmit an application detailing specifically what the project will look like when they comply. More specific details of how they are going to accomplish this are needed. Motion is supported by Phil Dorland. Motion carried. The Board has prepared guidelines for temporary encroachments. However Council has not approved the ordinance which gives this authority to the Mall Advisory Board. SUGGESTIONS FOR BUDGETARY REQUESTS AND GIFT BROCHURE IDEAS David Hayhow requested copies of the last budget request and the bench location map be available at the next meeting. In previous years the Mayor's Office had released a gift brochure with larger, expensive items needed for the entire city. A gift brochure was suggested for the downtown area only to request some smaller items from the community which the city cannot provide due to lack of funds. Some of the items desired are H r trees for empty grates, benches, additional planters, holiday decorations and o td lights, bicycle stands, trash containers, and picnic tables. Tom Cathey will ;Cl < contact the Mayor's Office to see if another gift brochure is being planned. 00 "1 Concern was expressed over the public restroom situation in downtown Lansing. International signs indicating available public restrooms and would ease some of the problems. A budget request will be submitted for signage for public restrooms. Ln t Also concern was expressed over the lack of signage indicating available parking in the downtown area. David Hayhow moved the meeting adjourn, seconded by George Kafantaris . Motion carried. r�) �i ca M * MALL ADVISORY BOARD MINUTES November 12, 1985 MEMBERS PRESENT: Tom Cathey, Phil Dorland, Maggie Frankland, Kathryn Haar, George Kafantaris, Grady Porter OTHERS PRESENT: Leonard Burns, Kelly's; Art Hampton, Michigan Computer Education Foundation; Tom Wilbur, Mayor's Office CALL TO ORDER: 9:06 a.m. APPROVAL OF MINUTES Grady Porter moved the minutes of October 8, 1985 be approved as submitted, seconded by George Kafantaris. Motion carried. PUBLIC COMMENTS AND INQUIRIES - None CORRESPONDENCE - None SPECIAL USE REQUESTS Kelly's, 203 S. Washington Avenue requested use of the Mall sidewalk area for an extension of the business establishment. Mr. Leonard Burns attended the meeting representing Kelly's. The current ordinance allows for the serving of beer and wine on the Mall. As Kelly's does expect to serve a full menu including all alcoholic beverages, this ordinance would need to be changed before Kelly's should proceed with the cafe. Other areas of concern include sidewalk clearance regulations, berm usage, and permanent fencing. The Board expressed concern that a set of criteria for use of the sidewalk be developed and applied equally to all businesses in the downtown area. The Board requested Kelly's to prepare alternate cafe plans to be presented at the December meeting. Michigan Computer Education Foundation, represented by Art Hampton, requested permission to display a 1986 Camero and sell raffle tickets between 7:30 a.m. and 5:30 p.m. for 10 days (weather permitting) between November 6 and December 20 at the corner of Allegan and Washington. The Michigan Computer Education Foundation is a non-profit foundation which works with public schools to raise money for the purchase of computer equipment. Phil Dorland moved the Board approve the request subject to the placement of a tarp beneath the vehicle for the purpose of catching the drippings which may come off the vehicle. Placement of the vehicle on the Mall is to be on the south side of the intersection of Allegan and Washington. George Kafantaris seconded the motion. Motion carried. Mall Advisory Board Minutes November 12, 1985 DISCUSSION OF BUDGETARY REQUESTS Page (2) Grady Porter moved the budget requests are all to be submitted, seconded by George Kafantaris. Requests include: a) 18 picnic tables b) 16 benches c) 21 bicycle stands d) Program staff with related supply needs Motion carried. (aye -5; P. Dorland abstained) Adjourned at 10:15 a.m. r z r ad zd H 00 txj In Cn