City of Charlevoix

DOWNTOWN DEVELOPMENT AUTHORITY BOARD MINUTES

Monday, April 25, 2005 -- 5:30 p.m.

The meeting was called to order by Chairman Hugh Mason at 5:32 p.m.

Present: Dan Barron, Mayor Norman Carlson, Jr., Fred DiMartino, John Kurtz, Hugh Mason, Jeff Porter, John Taylor, Jeannine Wallace and John Yaroch

Absent: None.

Dave Scott questioned the term limits for DDA Board members Barron and Taylor. Mr. Scott interprets that a DDA member's term is for only four years. He feels that as Mr. Taylor and Mr. Barron were appointed on April 16, 2001, their four-year term has expired. Mr. Scott asked them to remove themselves as voting Board members.

Mayor Carlson stated that Section 1.277 of the Charlevoix City Code allows DDA Board members to hold office until a successor is appointed. The Mayor agreed to confer with the City Attorney over the issue.

Chairman Mason added an item to the agenda -- Discussion of Mediation between Chamber, Convention and Visitor's Bureau (CVB) and DDA. It was generally agreed to approve the agenda as amended.

Discussion of Mediation between Chamber, Convention and Visitor's Bureau and DDA

Chairman Mason stated that John Yaroch and Jeff Porter have been selected to represent the DDA at the mediation sessions. Mr. Mason expressed a desire to complete the mediation process before discussing the creation of a new DDA executive position.

Mr. Yaroch desires to start mediation as soon as possible. The DDA has agreed to provide funds to the Chamber and the Summer concert series. Mr. Yaroch wants to determine what group is overseeing what items and where. He feels the DDA needs to determine the position's job duties and look at future funding for the new position along with the DDA's other funding obligations.

Mr. Yaroch thanked Cindy Martin, Downtown Coordinator for the update. (Attachment A)

Dan Barron stated that the Chamber and CVB need to work together. The position proposed by Mr. Yaroch might not be a long term or full-time position. There are a number of processes, procedures and coordination that are necessary for the position to be successful. Detailed reports are needed to determine the economic impact of the events held in the downtown area. Presently, the Chamber staff has its hand full. The analysis of events and their impact is time intensive.

Jeff Porter questioned having the Chamber analyze its own programs and feels that the DDA needs its own independent person to look at programs and confirm that they are working.

John Kurtz feels the Downtown Coordinator needs to assist businesses in helping the community be vibrant. The Chamber is looking at the needs of the overall community. The DDA is interested in only one area. There are other groups that are also involved in downtown activities and these groups need to work together to avoid duplication of efforts.

Mr. Yaroch sees a need to have an individual on a part-time basis to "take the bull by the horns" and see what needs to be done. Funding for the position is available. The DDA needs someone to make sure things are getting done. The DDA needs to become more efficient and pull things together.

Jeannine Wallace said nothing can be started until mediation takes place. The three groups (Chamber, CVB and DDA) need to work together. An individual is needed to go out and invite prospective businesses to Charlevoix to create a diverse mix of retail in the downtown area.

Gerry Harsch suggested that the DDA might wish to meet with Traverse City's DDA Director Brian Browe. Mr. Browe can advise the Board how the Traverse City DDA is working with their merchants. It was generally agreed to ask Mr. Browe to attend a future DDA meeting.

Exit Dan Barron at 6:15 p.m.

None.

March 28, 2005 Regular Meeting Minutes

The Board reviewed the minutes. Motion made by John Yaroch and seconded by Fred DiMartino to approve the minutes as presented. Motion adopted by the following yea and nay vote:

Yeas: Mayor Norman Carlson, Jr. Fred DiMartino, Hugh Mason, Jeff Porter, John Taylor, Jeannine Wallace and John Yaroch

Absent: Dan Barron

Abstain: John Kurtz

E) PUBLIC INPUT, NOT RELATED TO OTHER AGENDA ITEMS

None.

F) NEW BUSINESS

Discussion on Updating the Downtown Development Authority Development Plan

City Planner Gerry Harsch reviewed with the Board the need to update their development plan. The original plan is part of the City Master Plan. In 1985, Vic Nelheibel worked with the newly established Downtown Development Authority to create the DDA's tax increment financing plan and development. Mr. Harsch stated that since the City Planning Commission is in the process of updating the City Master Plan, they desire to hold a joint meeting with the DDA, to discuss incorporation of the DDA development plan into the updated master plan.

Board members generally agreed to meet with the City Planning Commission at its May 9th meeting.

Mr. Harsch advised the Board that Mr. Nelheibel has estimated that it would cost approximately $12,500 to update the DDA's development plan. Since enactment of the original DDA plan, the DDA district has been expanded several times.

Mr. Harsch also suggested that the DDA consider meeting with members of the Charlevoix Historical Society. The Historical Society is anxious to look at sections of the downtown area to find ways to preserve existing buildings.

Report from City Manager on the Status of the Marina Project

Mayor Carlson advised the Board that the City Manager is working with the engineers to complete the design of the docks and the bulkhead. The project will start in the Fall of 2005. The Harbormaster building will be constructed in 2006. The Waterways has appropriated $1 million in funding for this fiscal year. The additional Waterways funding has been submitted for the State's 2005-06 budget period.

Election of Officers

Motion made by John Yaroch and seconded by Mayor Carlson to offer the nominations of Hugh Mason as Chairman, Jeff Porter and Vice-Chairman and Jeannine Wallace as Secretary/Treasurer. The motion was adopted by a unanimous voice vote.

State Rescource Alliance Meeting

Cindy Martin presented a letter from State Representative Kevin Elsenheimer inviting members of the community to attend a State Resource Alliance meeting at Shanty Creek on May 23rd. Board members will contact the Recording Secretary if they wish to attend.

G) OLD BUSINESS

The Board reviewed the City Manager's April 13th memo on the Beaver Island Boat Company's required luggage security building.

H) FUTURE AGENDA ITEMS

Downtown Coordinator

I) ADJOURNMENT

Motion made by John Kurtz and seconded by John Yaroch to adjourn. Motion adopted unanimously by a voice vote.

Meeting adjourned at 6:45 p.m.

Respectfully Submitted,

Linda Jo Weller, Recording Secretary