DOWNTOWN DEVELOPMENT AUTHORITY Board of Directors Minutes of March 9, 2011 MeeEng

Transcription

1 DOWNTOWN DEVELOPMENT AUTHORITY Board of Directors Minutes of March 9, 2011 MeeEng Present: Peggy Brooker, Cathy Carson, Bre1nee Tromble, Jesse Helm, Dick Munroe, Randy Pryde, Sona Rummel, Kate Sarosy, Liz Becher, Toni Lussier, Renee Penton- Jones Excused: Charles Walsh Call to Order: Chair Peggy Brooker called the March 9 meefng to order at 11:30am Peggy introduced Connie Gibson, ExecuFve Director and Amanda Helm, Development Director with the Nicolaysen Art Museum. Connie was welcomed to the community by the board. Amanda addressed the board regarding the Nicolaysen s sponsorship request of $10,000 for NicFest, She spoke about large crowd a1endance at the event and thanked the DDA for their confnued support. She told the board that that sponsorship benefits could be adapted to fit requirements. She also pointed out that the DDA would receive credit in all mediums. Kate asked for clarificafon about discounted sponsorship packages for downtown merchants. Amanda said the merchant sponsorships were an a1empt to deliver more traffic to the downtown area. She said the program will confnue, this year. Jesse asked about entertainment and Amanda confirmed that this year would include a drum band that is new to the fesfval. She answered Randy s inquiry regarding the overall budget for NicFest by explaining reducfons due to the Fghtened economy. The Nicolaysen does anfcipate a profit from this year s NicFest and Connie told everyone that they intend to solicit 2012 sponsorships, much earlier, next year. Peggy confirmed that the Nic would not be asking the DDA to be a cash sponsor of their Wednesday Night Live performances in Approval of February 9, 2011 Minutes Mo#on, Second, Passed (Bre1nee Tromble, Jesse Helm) I. City Report Kate Sarosy Kate reported to the board that the city is working with the Nicolaysen and WCDA on a grant applicafon to fund art work for Steven Grimshaw s affordable housing projects along Collins. DemoliFon of the KC apartments began yesterday. The request for any future custodial care facility type establishment would go to M1 zoning vs. the Downtown area. Randy thanked Kate and Council. The City authorized an agreement with Rocky Mountain Power to place underground lines along Collins Street during phase one improvements. Grizzly has the contract and will begin work in Spring/Summer. Liz Becher W. Yellowstone Street between Spruce and Walnut construcfon will confnue this summer. Contractor has not been selected, as yet. Property owners will be meefng with Liz by the end of the month. RFP for redevelopment of Source Gas and Coca Cola Building has been submi1ed for Amoco Reuse Agreement Joint Powers Board, who owns the property. Plan is to distribute in March for redevelopment proposals of the Coca Cola building along with the uflity

2 lot that is situated directly behind the building. Liz is ready to present the façade grant program to the city council. Money will allow commercial and residenfal owners to prevent blight and enable preservafon. $40,000 is budgeted through the end of June with hope the federal government will confnue CDBG funding. DDA is included in this funding as far as Kimball, to the east. Liz told the board that the urban renewal division will work with the architect review commi1ee and Liz department will administer the applicafon process. A detailed plan will need to be submi1ed. It is a matched grant up to $10,000. Center and Wolco1 street light project will include banner arms to be uflized for all downtown fesfvals/events. II. Financial Report Bre1nee Tromble, Treasurer, presented the February financials for approval. Bre1nee discussed line items that are over budget for the fiscal year, including board meefng expense, office automafon, insurance, other expense (MBA project), and Christmas promofon. Sponsorships are at roughly 82% of budget with $1,800 remaining on that line item for this fiscal year. She noted that the overall PromoFons/PR expenditures are at $22,000 vs. budget of $48,000. Approval of February, 2011 Financials Mo#on, Second, Passed (Cathy Carson, Randy Pryde) Bre1nee presented March expenditures for approval. She noted that Audio Matrix is down from $67.50 per month to $50.00 per month and thanked Charles for negofafng the new contract. Bre1nee explained that DMPA dues were submi1ed and that the execufve board had recommended the dues not be paid since it has not been the custom in previous years. Renee will confnue to a1end but won t be a vofng member of the group. Bre1nee said that the DMPA receives $4,000 for Christmas markefng from the DDA. Bre1nee clarified that the board meefng expense was for two board meals during the month of February. Bre1nee offered clarificafon on the framing charges to Hobby Lobby. She explained that Renee dropped off pictures at Hobby Lobby aker a downtown merchant had submi1ed a bid in excess of $2,000. Unfortunately, Hobby Lobby failed to submit a bid. Instead, they framed and provided glass for the pictures without a signed order to complete the work. The execufve board, aker discussion, recommended that the unbudgeted framing be paid for vs. asking Hobby Lobby to take the pictures back out of the frames. Bre1nee told the board that the pictures would be displayed throughout the DDA office. She said that they would be expensed under the Other Projects line in the PromoFons/PR secfon of the overall budget. Peggy offered more detail to the board per Mike Stepp s request. Peggy told the board that the pictures had been within the DDA office for the past 20 years and that Tina had asked about framing them and hanging them in the office. Renee told the board that the framing from Hobby Lobby was reduced by 50%. She explained that she had contacted the manager of the store and expressed her concerns about the enfre chain of events. Jesse requested that there be an inquiry about a further discount and Renee agreed to follow- up with Hobby Lobby management. He commented to the board about the need to support Downtown merchants while being fiscally responsible. Approval to pay Hobby Lobby Invoice

3 Mo#on, Second, Passed with Direc#on to Proceed (Kate Sarosy, Mike Stepp) Approval of March Expenditures Mo#on, Second, Passed (Kate Sarosy, Mike Stepp) III. Director s Report Renee reported that she had followed up on direcfves from the February meefng. She told the board that she had recently met with the City regarding Sandwich Boards, along with the Downtown Banner Program currently being managed by the Nicolaysen. She updated the board on the Wild West Photo Fest and concerns that the group is behind with the overall planning and fundraising process. Renee reported on insurance for the operafon of a personal vehicle while on company business. She told the board that it could be added to their exisfng policy for an addifonal $100/year. She emphasized, however, that it is recommended that anyone who is operafng their personal vehicle while on DDA business carry insurance. Renee told the board she is fully insured. Renee told the board that she has worked on reports for the execufve commi1ee and Jesse Helm to uflize while preparing the 2011/2012 budget. She is also working on an overall markefng plan and budget for the MARCOM commi1ee, with sensifvity toward reducing overall markefng during the next fiscal year. Renee ed Drew Perkins to gain an opinion on the DDA s Public Subdivision status and to ascertain whether donafons to the DDA would be tax deducfble. She also asked Drew to give his opinion on applying for 501C3 status, or forming a foundafon. Renee reported to the board that she had spoken with Bre1 GovernanF about the Downtown Farmer s Market for Bre1 is the chairman for the group and will be managing their website and Facebook page. Renee said that the DDA will not be playing as acfve a role as in years past. Renee is also working with the Chamber of Commerce and the Division of Tourism on direcfonal grant signage. Renee told the board that she had submi1ed the required paperwork for Main Street conference scholarships. If approved, all expenses would be paid with the excepfon of meals and extra sessions during the conference. Sympathy cards were sent to Bob Price and Bri1a Crawford. Barb Peryam met with Renee and indicated that the DMPA is trying to re- group their promofonal efforts. Facebook presence is being researched with MARCOM. A quarterly newsle1er is being prepared for the end of the month and Renee asked for contribufons from the board. Sona inquired about Wild West Photo Fest and involvement of merchants for this event. Liz provided more details about it. IV. Old Business A. Liz updated the board on the proposed AnnexaFon Package that will be submi1ed to OYD consftuents on March 21. She showed a drak of reasons for OYD owners to join the DDA. Liz spoke to the state statutes and the DDA s planning and development ability and said that she would like to add informafon about those elements to the drak. Liz invited everyone to crifque the drak and to send Liz their comments by Friday, March 18. Liz told the board that the completed document could be used for annexafons in addifon to the OYD. B. Peggy reported that the DDA Strategic Plan update has been placed on hold unfl the board can meet with City representafves about the possibility of a Master Plan.

4 V. New Business A. Master Plan discussion confnued with Peggy telling the board about meefng with April Getchius and Gary Claugh to discuss the feasibility of creafng a Master Plan and where to obtain funding to proceed. Funding for the OYD came from a federal transportafon grant. Peggy spoke about Richard Hawley from Senator Enzi s office, who offers advice as to funding sources. Peggy and Liz talked about EPA Smart Growth programs and Renee told the board that she had gone to their website to search for funding opportunifes. Dick reminded the board of the statutes that charge the board with execufng a plan that is blessed by the City Council. He said it is Fme to determine how to proceed. Cathy reminded Dick that the DDA has had plans in place for quite some Fme. Liz offered to schedule a meefng with Richard Hawley on the following Thursday at 2p to go over ideas to fund a Master Plan. B. Renee told the board that she and Liz had met with City representafves (April Getchius, Doug Barre1) to discuss Sandwich Boards. The City asked the DDA to consider a monitoring project that would enforce some basic regulafons for boards, going forward. The City would establish a variance for the Downtown that would make it legal for sandwich board displays. The DDA would oversee an applicafon process and would monitor sign placement, size and hours of display. Liz noted that the City really likes the boards and wants to make certain that they are all within code and registered. Cathy noted that the execufve commi1ee did not recommend that the DDA take on the sandwich board project at this Fme. The feeling was that Renee would not have the Fme to devote to maintaining the sandwich board project. There was discussion that the board would drak a le1er of support for code changes to legally allow sandwich boards and that they support the sandwich board program. Peggy also suggested that the le1er contain a message that the DDA would get the word out about new requirements. Liz was not certain about adequate staffing at the city level to enforce the new codes. C. Renee met with representafves of the Nicolaysen and Kate Sarosy about the banners that are seasonally displayed within the Downtown. She told the board that the Nicolaysen staff is no longer interested in overseeing the banner project and that the City had asked whether the DDA would be interested in taking it on. Renee explained the current process and noted that one of the changes would be the Fmeliness of pupng banners up and taking them down. She also said that Pete Meyers, with the City, would be analyzing labor costs so that there would be a breakdown of expenses involved for the board s considerafon. Liz said that she had spoken to Pete and the city will charge $25/banner for pupng up and taking down. Kate noted that only city endorsed events/organizafons would be eligible to hang banners. There are 40+ banner arms available and several organizafons already have banners that will be placed at varying locafons during the spring, summer and fall months. The board had concerns about the amount of Fme required for the project. They also asked about producfon, storage and more overall details of the process from applicafon through banner removal and return to ownership. It was determined that Renee would seek out more details on administrafon Fme and overall logisfcs to report back to the board and a decision would be made at the next board meefng. Dick spoke of the statutes and the DDA working to promote public events. Mike said that he really likes to have the banners up. Peggy and Randy noted that the DDA could take advantage of promofng historic Downtown via the banners. The Nicolaysen has agreed to oversee the banner program unfl July 1, 2011, if necessary.

5 VI. CommiTee Reports ExecuEve CommiTee Peggy stated that the commi1ee will be working with Renee on preparing the 2011/2012 budget. They will work on numbers and bring them to the next board meefng. Jesse Helm will be working with the commi1ee. MARCOM Sona Rummel reported that Charles was able to lower the Musak contract from $67.50 to $50.00 per month. The contract has been extended for one year and has been executed by Peggy. Renee will be submipng a budget model for the MARCOM commi1ee s review. MARCOM hopes to submit their budget to the board at next month s meefng. Finance Jesse told the board that the payment to the City for the DDA s porfon of the lighfng project will be due in August. He recommended that the CD s be lek in the NOW account for now. Jesse recommended taking $50 - $60,000 from the upcoming May tax payment and invesfng it in the market. He remains in touch with Kermit at First Interstate. He reminded the board that there are sfll two CD s in the DDA porrolio. Governance Cathy noted that the revised bylaws have been provided and that there needs to be a 30 day period prior to the board s vote to accept. Sona and Charles submi1ed addifonal changes prior to the board meefng. Cathy recommended that the separate Treasurer language in the bylaws be removed since the enfre board is covered. It was noted that Charles sent an (prior to the start of the board meefng) expressing his apologies for any breach of protocol by submipng bylaw changes to the enfre board vs. the Governance commi1ee. Dick supported a bylaw change that specifies former board members can serve on a commi1ee. Peggy and Cathy pointed out that former board members can already serve on a commi1ee. Kate noted that the suggested changes also included consent of the enfre board vs. the chair if a commi1ee chair wants to add a commi1ee person to their commi1ee. An addifonal change which was introduced by Sona asked that 3 out of 4 execufve board members be property owners. Sona asked that a majority of the board have a vested interest in the Downtown and that they own property. The board had discussion regarding the definifon of ownership and the role of board members. They also talked about the difficulty in finding owners to sit on the board. Sona told the board she was under the impression the board was comprised of property owners and found that there is not a majority of ownership represented. She quesfoned whether non- owners could maintain a vested interest. Dick said that 6 of the 11 board members need to be property owners for a more engaged board. Jesse commented that representafves on the board like Dick and Bre1nee represent owners vs. someone from off the street. Randy agreed that the board is comprised of owner representafves. Peggy reminded the board that the City Council appoints board members and that the board has the ability to express their opinion about who comprises the board. Randy asked how the changes to the bylaws came about and Sona responded that she wanted to be assured that owners be the majority vs. representafves of owners. Dick expressed that the board needs to be acfve. Cathy clarified that the board would need to vote to add Sona and Charles proposed changes to the bylaws. Then, a 30 day waifng period would be required.

6 Dick said that a super majority would be required to make any bylaw changes. Cathy read statutes to the board with regard to a 5 day waifng period aker proposed changes have been introduced. Bre1nee reminded everyone that if the recommended changes were mofoned, 3 out of the 4 execufve board members would no longer be able to serve. Peggy stressed that serving on the board takes a lot of personal Fme and that the board is being asked to give even more Fme, going forward. Peggy asked that all representafves check with their property owners and determine their feelings about losing representafon on the board. A mofon to accept proposed bylaw changes was tabled for the required waifng period of at least 5 days. VII. Adjourn The meefng adjourned at 1:40 p.m. Respecrully submi1ed, Renee Penton- Jones, ExecuFve Director Approved by: Secretary s Signature Date Board Member s Signature Date *A compact disc recording of this meefng has been placed in the DDA Minutes. The CD can be played using DR- 02 Sokware, Real Play and Windows Media Player.