Downtown Development Authority Board Meeting Packet Contents 1. November 14, 2007 Board of Directors Meeting Agenda 2. Minutes from October 10, 2007 Board Meeting 3. Status Report 4. DDA Financials - September 2007 - October 2007 (not available at this time) 5. DDA Meeting Schedule for November & December 6. Committee meeting minutes 7. Hotstuff 8. Website Usage Statistics 9. Action Item AGENDA DOWNTOWN DEVELOPMENT AUTHORITY Wednesday, November 14, 2007, at 3:00 p.m. Council Chambers, City Hall – Midland, Michigan 1. Roll Call 2. Approval of the minutes from the meeting of October 10, 2007 3. Financial Reports from September 2007 4. Reports a) Design Committee Report b) Horticulture Report c) Organization Committee Report d) Economic Restructuring Committee Report e) Creating Cool Promotions Committee Report f) Midland Downtown Business Association Report 5. Public Comments 6. Old Business 7. New Business Adjourn MINUTES OF THE MEETING OF THE DOWNTOWN DEVELOPMENT AUTHORITY WHICH TOOK PLACE ON WEDNESDAY, OCTOBER 10, 2007 COUNCIL CHAMBERS, CITY HALL, MIDLAND, MICHIGAN Denise Hufford read Roll Call. PRESENT: DDA MEMBERS – Bo Brines, Doug Chapman, Mike Hayes, Jack McCandless, Ranny Riecker, Jim Stamas, Claudia Wallin ABSENT: Jenny Anderson, Fr. Fleming, Paula Liveris, Jon Lynch, Sue Rabbage, Mark Ruhle PRESENT: STAFF – Denise Hufford, Stephanie Szostak, Keith Baker PRESENT: OTHERS – Rich Pomeroy Wallin called the meeting to order at 3:00 p.m. 1. Approval of past meeting minutes Motion to approve the September 12, 2007 meeting minutes by McCandless. Seconded by Riecker. Approved unanimously. 2. Reports a) Design Committee Chapman showed the design for a downtown kiosk. Features include a business listing that is changeable. To be installed in spring 2008. Chapman reported that there is an action item to approve the façade loan request by Rich Pomeroy for the former Baringer’s Men Shop. Rich Pomeroy gave a brief overview of the project including an invitation to the board to come to the open house once construction is complete. Chapman asked for approval of the action item: The Downtown Development Authority Board of Directors hereby approves the Façade Loan in the amount of $15,000 for façade improvements at the building owned by Rich Pomeroy located at 129 E. Main Street, upon execution of a personal and business guarantee. Seconded by Stamas. Approved unanimously. Baker reported that the Redevelopment and Design study has given the board one more week to make any suggestions for changes. Email your changes to Baker or Hufford. Final report will be brought to the board at the November meeting for approval. b) Horticulture Report Szostak reported that the annuals have been removed, baskets and pots put away for the winter, bulbs have been planted, soil drenching completed, and mums have been planted. Tree lights for corner trees will be installed by the October 18 Pumpkin Festival. Irrigation should be turned off next week, and the day lily division project will be worked on as time permits this fall. Szostak will present the 2008 Annual design at the November meeting. c) Organization Committee Baker reported that the search for an Executive Director for the DDA continues. Twelve applications have been received so far. The search remains open until October 19. Applicants must fill out a City of Midland job application form, available at www.midland-mi.org. The search committee will meet on October 29 to review applications. Hufford will set up a budget committee meeting. All sub-committees should review their budgets for the coming year. d) Economic Restructuring Committee Hayes reported 8 downtown vacancies for lease and one property for sale. New business called Tri-City Nutrition will offer 31 flavors of smoothies and other health foods sometime in November. Hayes presented the new downtown business recruitment packet. Can be updated and used as a marketing tool for downtown. e) Creating Cool Committee Wallin reported the new downtown website is up and running. A few minor glitches, but overall seems to be working well. Wallin reported that the Google Headquarters in Ann Arbor, Michigan invited Midland to decorate one of their conference rooms. The DDA sent event posters along with a replica of the red wagon to promote the 100 Best Communities to Raise Young Children Award received this year. The Chamber of Commerce is coordinating this project. Hayes reported that this room has been named “The Midland Room.” Wallin reported upcoming events including Mannequin Night (10/11), Pumpkin Festival (10/18), Santa Parade (11/17), Santa’s Arrival and Courthouse Lighting (11/27), and Breakfast with Santa (12/1). Tickets for Breakfast with Santa go on sale November 1st. f) Midland Downtown Business Association Hufford reported that Mannequin Night is tomorrow night, October 11, from 6:30-8 pm and is a joint venture with Northwood University’s Fashion Department. Pumpkin Festival is Thursday, October 18 from 6-7:30 pm and features many fun pumpkin events. Hufford reported that the DDA Board is invited to attend the Michigan Main Street Annual Review on Wednesday, October 31 from 11:30am – 1 pm at Ashman Court Hotel. Public Comments None. Old Business Strategic Planning will be held in January. Hufford will contact Board Members to find convenient dates. New Business None. Adjourn There was no further business to come before the Board. McCandless moved that the meeting be adjourned. Hayes seconded. Meeting adjourned at 3:22 p.m. STATUS REPORT November 14, 2007 DDA Board of Director’s Meeting Reports Design Committee - Bench update Horticulture Report - Summer 2008 Horticulture Design Organization Committee - Executive Director Search Economic Restructuring Committee - Space available downtown Creating Cool Promotions Committee - Breakfast with Santa - Downtown Dragons Sculpture Series MDBA Report - Holly Jolly Days TO: Denise Hufford, Interim DDA Executive Director FM: Margaret Maday, City Controller DT: November 8, 2007 RE: DDA Financial Report for September, 2007 REVENUES $8,507 – Interest Earnings $1,167 – Monthly SARA Transfer EXPENDITURES Personal Services – 21% of budget Supplies – 14% of budget Other Services and Charges – 26% of budget o Marketing Services - $10,174 ¾ Website Development and Hosting - $2,839 ¾ Main Event Audio, Portables and Supplies - $1,879 ¾ Fall Newsletter Design - $2,451 ¾ Miscellaneous Advertising - $3,005 o Miscellaneous Contractual Services - $11,106 ¾ Downtown Redevelopment Study o Landscape Maintenance - $3,923 ¾ Sprinkler System Pump Replacement, Flower Bulbs, Weed Control and Sweeping o Hardscape Maintenance - $1,681 ¾ Tree Lights, Sprinkler Repairs, and Bike Rack Capital Outlay – None Other Financing Sources and (Uses) - $42,140 o ($3,750) - Monthly Transfer Out to Parking Fund o $45,890 - Transfer In from Construction Fund, Refund of Excess Revenue on Downtown Crosswalk Repair Project CASH BALANCES DDA $ 664,392 Physical Improvements Project 71,652 Downtown Art Fund 20,816 PROJECT ACTIVITY Physical Improvements Project o Revenues: Interest Earnings - $2,579 o Expenditures: $2,207 ¾ Awning for Gems by Em - $1,487 ¾ Awning for Heather n Holly - $720 Downtown Art Fund o Revenues: $7,832 ¾ DaBenchi Auction - $2,354 ¾ Summer Sculpture Series - $4,825 ¾ Interest Earnings - $653 o Expenditures: $550 ¾ DaBenchi Ad in Midland Daily News - $500 ¾ Artist Award - $50 CITY OF MIDLAND DOWNTOWN DEVELOPMENT AUTHORITY FUND STATEMENT OF OPERATIONS September 30, 2007 Current % of YTD Month YTD Budget Budget Last Year Revenues Property Taxes $ (83.40) $ 43,134.20 215.67% $ 20,000 $ 41,708.20 Captured Taxes - TIF Plan - - 0.00% 380,000 - Licenses and Permits - - 0.00% 500 - Interest Earnings 8,506.59 8,506.60 21.27% 40,000 240.33 Misc Revenues 35.00 3,585.00 17.93% 20,000 12,286.73 Trust and Agency Fund 1,166.67 3,500.01 25.00% 14,000 3,500.01 Total Revenues 9,624.86 58,725.81 12.38% 474,500 57,735.27 Expenditures Salaries and Wages 6,126.90 16,497.86 21.72% 75,973 15,761.28 Laborer - - n/a - 13,770.36 Labor Transfers - In 2,464.10 12,195.04 22.18% 54,989 - Labor Transfers - Out - - n/a - (648.37) Social Security 445.27 1,197.64 20.92% 5,725 2,124.20 Health Insurance - Blue Cross 976.00 2,684.00 21.87% 12,272 2,711.50 Prefund Retiree Health 734.17 2,202.51 25.00% 8,810 - Life Insurance 16.62 45.70 21.16% 216 38.11 Workers Compensation 18.03 48.55 22.27% 218 252.77 Unemployment Compensation - - 0.00% 488 207.47 Pension 885.80 2,356.08 20.86% 11,296 1,516.14 Benefit Transfers - In 1,162.97 3,794.04 15.67% 24,208 - Benefit Transfers - Out - - n/a - (67.72) Total Personal Services 12,829.86 41,021.42 21.12% 194,195 35,665.74 Office Supplies 44.19 414.90 28.61% 1,450 565.22 Duplicating - - 0.00% 500 85.40 Postage - - 0.00% 100 2.59 Books and Periodicals - - 0.00% 425 - Gas & Oil - - 0.00% 130 - Miscellaneous Supplies - 31.41 6.28% 500 96.51 Total Supplies 44.19 446.31 14.37% 3,105 749.72 Architectural Service - - 0.00% 5,000 - Legal Fees - - 0.00% 4,000 - Membership and Dues - - 0.00% 515 - Marketing Services 10,173.80 20,646.12 31.09% 66,400 17,121.49 Misc Contractual Services 11,106.00 16,596.85 82.98% 20,000 - Administrative Services 2,091.67 6,275.01 25.00% 25,100 4,175.01 Computer Services - Internal 337.67 1,013.01 25.00% 4,052 1,001.01 Computer Rental - Internal 95.83 287.49 25.00% 1,150 - Conferences and Workshops 235.00 1,018.29 13.58% 7,500 660.55 Telephone 232.00 362.52 16.83% 2,154 195.79 Mileage - - 0.00% 100 - Liability Insurance 177.92 533.76 25.00% 2,135 - Electricity 125.00 523.59 7.48% 7,000