CITY OF WIXOM DOWNTOWN DEVELOPMENT AUTHORITY 49045 PONTIAC TRAIL THURSDAY, NOVEMBER 19, 2015 Approved 1/26/16 This special meeting of the Wixom Downtown Development Authority came to order at 7:32 a.m. with the following individuals in attendance: DDA MEMBERS: ABSENT: STAFF: GUEST: Chairperson Melanie Klebba, Dino Grossi, Ryan Hay, Kevin Hinkley, Jeff Keel, Marvin Poota Vice Chairperson Jon Gray (excused), Tom Berry (excused), Anthony Moscone, David Vanderhovel (excused), Mark Weller (excused) Clarence Goodlein (City Manager), Stacey Banks (Assistant to the City Manager), Debra Barker (Business Development Liaison), Marilyn Stamper (Director of Finance), and Kathy Venegas (Recording Secretary) Aaron Rzeznik (Owner Drafting Table Brewing Co.) Determination of a Quorum: A quorum of the Downtown Development Authority was present for this meeting. Approval of Agenda: MOTION and second by Board Members Hay and Poota to approve the November 19, 2015 Meeting Agenda. VOTE: MOTION CARRIED Public Comments: None. Approval of October 27, 2015 DDA Regular Meeting Minutes: Ms. Barker requested two corrections: On page 6 under parking and crossing guards; the minutes refer to Chairperson Barker rather than Ms. Barker, and on page 8 Ms. Barker would like the verbiage to state people would donate $5 rather than pay $5 to the DDA. MOTION and second by Board Members Keel and Hay to approve the October 27, 2015 DDA Regular Meeting Minutes. VOTE: MOTION CARRIED Approval of Treasurer s Report for Period Ending June 30, 2015: Ms. Stamper noted that after the audit, the books were closed on the year ending June 30. She said that we are still carrying a fund balance of approximately $12,000 and that most of the money coming in from taxes is going to pay the DDA Development Bond debt. She stated that we did receive the State reimbursement for the personal property tax loss of $5,342 and we should continue to see that reimbursement which was to cover the cashier dollars we lost for the personal property. She said that the report for this year was just filed and the amount is about the same. We are starting to see that State money come back in. Ms. Stamper noted that everything else is pretty much the same. The DDA used a small percentage of the $3000 expense line item and probably in the future will be using a little bit more of that to focus on some of the events and things that the DDA wants to accomplish. Ms. Stamper noted that the meeting in February should include the preliminary budget for the DDA. If members have any input on any changes in allocation of the $3000, they would need to let the Finance Department know before then. It was decided that discussion of the budget would be added to the January meeting and the preliminary budget then presented at the February meeting. Ms. Stamper noted that primarily the money that comes in from taxes is used to pay the debt so there really is not a lot of money left to use for incidental expenses. The City approves a budget to allow for some expenditure because the DDA does have to operate. She said that the only other source of revenue
Wixom Downtown Development Authority November 19, 2015 Page 2 is donation revenue. It was determined that the DDA cannot hold a raffle as a fundraiser as it is not a 501c3 organization. The DDA can accept donations and use that small amount toward events or projects. Mayor Hinkley asked about a hypothetical situation with the Fireworks. He wondered if there is a $30,000 budget for the Fireworks and we decide to have them here in the downtown area so the DDA can be involved, if we can transfer funds from the line item in Parks and Recreation over to the DDA budget line item without it having to go toward the debt if the DDA was running the event. Ms. Stamper thought that might be possible and is worth looking into. Mr. Keel thought that if it was sponsorship money, those funds could be used directly by the DDA. City Manager Goodlein stated that he thought the goal was to be able to say publicly, Fireworks sponsored by the DDA. Ms. Stamper and City Manager Goodlein agreed that it would be worth looking into possibilities before the next DDA meeting in January. Ms. Barker said that collecting donations and making the DDA known is indeed, the goal. She noted as an example that at the survey table at the election earlier this month, 45% of the people who filled out the survey signed up to be volunteers. She felt that once the DDA name is out there and sponsorships start coming in, City Council may look at the $3,000 and increase it to $4,000 to help the cause. Mr. Keel noted that the Plymouth DDA does sponsor the concert series in the summer and it gets announced every week that the event is sponsored by the DDA and tax dollars are not being used for that event. He thought that if the DDA has a little higher profile, it will help people connect to what we are about. MOTION and second by Board Members Hay and Keel to approve the Treasurer s Report for period ending June 30, 2015. VOTE: MOTION CARRIED Old Business: A. Drafting Table Grand Opening and First Event to be Coordinated by DDA Chairperson Klebba mentioned that the reason we were here is to speak with Mr. Rzeznik about his Grand Opening, discuss what his vision for the event is and figure out how the DDA can best support that. She mentioned that at the last meeting of the DDA, some ideas were discussed about what the group could do to be helpful. She requested that Mr. Rzeznik provide further information about what he thinks about it. Mr. Rzeznik said that first and foremost he wanted to be as organized as possible. He noted that he has some concerns about how parking is going to work without negatively affecting the other business owners that share the lot. He also thought crowd control might be an issue, but thought crossing guards were a good idea. He mentioned that he has seen Grand Openings and they can be a little chaotic. He felt that informing people about logistics such as parking and entry including checking identification was important to streamlining the process as much as possible. Ms. Barker noted that Mayor Hinkley brought up the possibility of checking people in and providing them with a wristband and asked if Mr. Rzeznik had given that any thought. Mr. Rzeznik thought that a wristband is a good idea but admitted that he hadn t thought that far into the identification checking process. He assumed that someone at the front door would check IDs and perhaps do a stamp on the hand.
Wixom Downtown Development Authority November 19, 2015 Page 3 Ms. Barker also mentioned that City Manager Goodlein had stated that we will need to keep an eye on occupancy limits. Mr. Rzeznik agreed and thought that would mean two people at the door; one counting and one checking IDs. Mr. Keel noted that in using the wristbands you would have the ability to collect data about how many were used and how many people attended the event. City Manager Goodlein inquired whether a firm date had been set. Mr. Rzeznik replied that there is no firm date yet, and that it will depend on what day the brewing equipment arrives and how long it takes to become operational and approved by the MLCC. He noted that the equipment is due to be delivered the second week of December. City Manager Goodlein asked how far in advance of the actual event would he know the date. Mr. Rzeznik answered that he would know sometime in mid-december. City Manager Goodlein said that once the date was set, the police department would block that day off and provide staffing to help with parking and traffic control. Ms. Barker asked if the waiver of insurance was looked into. She stated that she checked with AFC Holcroft and they do work on Saturdays and that they have semi-trucks coming in, but they said that with a waiver from the Drafting Table Brewing Company, the parking lot could be used. Chairperson Klebba stated that AFC Holcroft would just need to be added onto the general liability policy and she offered to take care of that. Ms. Barker wondered if the DDA was sponsoring the event, would the City need to be named as well. Chairperson Klebba agreed that that would be likely and asked who the agent for the City was. Ms. Stamper answered that is MMRMA. Mayor Hinkley questioned which door people would enter through and Mr. Rzeznik said it would be the northwest door. Mayor Hinkley said he thought trying to create a line for entry rather than a cluster of people which could become a hazard. He suggested using orange cones to create that effect. Mr. Rzeznik agreed it would make sense to wrap the line around the west side of the building. Mayor Hinkley questioned whether the City owns the parking lot behind Auto 1. After this was confirmed, he suggested putting a parking sign there. He suggested going up toward K-Tool Drive for overflow. Board Member Poota noted that Wixom Food Market parking is available and Board Member Hay said that PNC parking would also be available. City Manager Goodlein asked what time the event would be and Mr. Rzeznik stated it would begin at noon. Mayor Hinkley noted that Mr. Rzeznik has a very large number of followers on Facebook and there is a potential for a very big turnout, even 1,000 people. Mr. Rzeznik stated that unfortunately, there is no way to gauge how many people to expect. Chairperson Klebba mentioned that people are talking about it and excited. Mayor Hinkley said the idea should be to plan big and if it s less that s fine. He thought that once the parking/layout was established, the focus should be on how to guide people coming to the event. He thought that might mean guiding them toward parking facilities. He also suggested using a small tent as a warming tent for volunteers working outside so they wouldn t take space inside the brewery. Mayor Hinkley volunteered that he could rent a Salamander for the day. Ms. Barker mentioned that the City owns the grass lot just outside the west door and we could put a tent there. City Manager Goodlein thought that care should be taken because if there is a heated tent, people may want to leave the establishment and go to the tent with their beverage. They cannot leave the building with a drink. Board Member Poota suggested a Volunteers Only sign on the tent. Mr. Rzeznik stated that he was hoping bouncers could help control that.
Wixom Downtown Development Authority November 19, 2015 Page 4 City Manager Goodlein stated that as soon as the date was known, Lt. Moore would help coordinate with Mr. Rzeznik regarding a parking and traffic plan. Special staffing on that day would help alleviate any traffic or crowd problems. Chairperson Klebba mentioned that volunteers would be needed for checking people in. Ms. Barker said that those people would need to be qualified and TIPS Certified due to the liability. Mr. Rzeznik said that he does know people who are TIP trained and he would be able to find someone for that role. Chairperson Klebba said that Board Member Moscone was going to talk about food donations but is not present at this meeting. She said that he was planning on providing a food truck for the Grand Opening. Ms. Barker thought that having a food truck there may cause some problems with the neighboring businesses. She also noted that he would have to have a special event license. Board Member Hay asked Mr. Rzeznik if he wants to partner with his food neighbors for this event. Mr. Rzeznik agreed that yes, he does and he s expressed that to them. Mr. Hay suggested maybe looking to them more than bringing in a food truck. Board Member Poota stated that he has mentioned the partnership with those neighbors and they are very interested and open to it. Ms. Barker agreed and said that those business owners are excited about the opening of the brewery. Board Member Hay suggested that the neighboring business owners might really want to donate food for this event to help raise awareness for customers. Ms. Barker asked Chairperson Klebba if she would still be handling the food donations and Chairperson Klebba agreed that she would. Ms. Barker also noted that Mayor Hinkley would be coordinating efforts with the Spinal Column and said that there is a new contact there. Bonnie is new with the Spinal Column and will be covering Wixom. She is eager and excited and will be covering this event for us. Chairperson Klebba asked Mr. Rzeznik if he wanted food there all day and where in the brewery would the food be served. Board Member Keel thought that Mr. Rzeznik should really pursue the partnership with the neighbors because that would lead to a spirit of cooperation rather than bringing in a food truck which might cause resentment. Mr. Rzeznik agreed. Chairperson Klebba thought just appetizers and finger foods would be appropriate. Ms. Barker asked whether, with donated food, there would be any issue with the Health Department. Board Member Poota said that since the food isn t prepared at the brewery, it wouldn t be related to them. City Manager Goodlein thought another consideration would be whether or not those neighboring establishments would be able to handle the volume at this event. Ms. Barker clarified that the plan was to bring the food in to the brewery and set up an appetizer table. Chairperson Klebba thought that people wouldn t be too focused on the food. They would be attending the grand opening to try the beer. Small appetizers and finger foods would be appropriate. She thought the DDA should approach the businesses to see if they would donate some trays of their food items. She didn t feel that there needed to be food available all day long.
Wixom Downtown Development Authority November 19, 2015 Page 5 Mayor Hinkley felt that if people were hungry and really wanted to sit down for a meal they would leave the brewery and physically go to those other restaurants. He also asked if Mr. Rzeznik had thought about doing a pre-registration through his Facebook page. Chairperson Klebba thought that creating a Facebook Event would be helpful. Mr. Rzeznik agreed that he could do that. Mayor Hinkley thought that might be good to get an idea about how many people are interested in coming. Board Member Keel said that it is critical to get a Grand Opening right. He said don t rush into it; take as much time as you need to get it right because you only have that one shot. It doesn t matter how Grand the opening is if you re out of business in three months. Board Member Poota agreed that it s better to wait than do it too soon. Mr. Rzeznik said that the one thing that will dictate his readiness more than anything will be inventory - how much beer he can have ready. City Manager Goodlein asked Mr. Rzeznik how much beer can he brew and have available and how many glasses can he fill. Mr. Rzeznik replied that he can brew and store 2 ½ 7 barrel batches per week which equals approximately 542 gallons of beer. Mayor Hinkley figured that was 4,336 glasses. Mr. Rzeznik noted that other breweries have not done a good job of predicting how many people would attend the Grand Opening and they have had to close for two or three weeks afterwards because they were out of beer. He felt that he would need to brew for a month and a half before the Grand Opening to have not only enough beer for the event, but for afterwards too. Board Member Keel thought it was worth noting that the Auto Show is the third weekend in January and the Plymouth Ice Festival the second weekend. Mayor Hinkley wondered if there was anything further that Mr. Rzeznik could think of that the DDA could do to be a help. Mr. Rzeznik felt that parking was the largest issue. City Manager Goodlein thought that it might be appropriate for Lt. Moore to speak with Mr. Rzeznik now in order to locate all the available parking and figure how many spaces are available. Mr. Rzeznik wondered how to manage the parking behind the establishment if the goal is to leave that parking available for the neighboring businesses. City Manager Goodlein thought that coming to an agreement with the neighbors and cordon off the parking lot. Board Member Poota suggested using caution tape to block off the western end of the lot. City Manager Goodlein agreed that was a good idea, but stated the reality is that people will park where they want. Chairperson Klebba mentioned that one of her clients is willing to donate his LED truck to advertise the Grand Opening two weeks prior to the date as well as closer to the event. He would also advertise that the Opening is sponsored by the DDA. She mentioned that he will need the Drafting Table s logo. Ms. Barker suggested that on any other advertising that is done by the DDA, the LED truck company should be mentioned. Chairperson Klebba mentioned as a side note that at a future meeting, the DDA would need to start working on a logo and colors so that he can use that. Ms. Barker noted that the DDA does have a logo already. Ms. Barker mentioned that at any event the DDA is involved with, there needs to be a way for people to be able to donate. She asked if the DDA could perhaps have a donation box or something similar at the event. Board Member Keel expressed that the group should consider how to deal with the resentment of other businesses in the community that aren t getting the same attention from the DDA. He felt that it
Wixom Downtown Development Authority November 19, 2015 Page 6 should be discussed how to be fair going forward. He thought that a plan to help any new businesses in a similar manner or putting together a budget to support each new business. He thought that the situation needed to be avoided where the next business that comes along wanting a Grand Opening and the DDA cannot provide the same support because it is out of funds, out of volunteers and out of City donated services. That situation would create an imbalance and polarizing of the different businesses and needs to be avoided. Chairperson Klebba agreed that Mr. Keel raised a great point and thought that communication with businesses and explanation that the DDA is experiencing renewed activity where it hasn t been very active in the past. She felt that when new businesses come along it will be important to help them in the same way with a Grand Opening, publishing in the Spinal Column, advertising, etc. Mr. Keel agreed that a plan for new businesses is important, to avoid any lopsided support and hurt feeling. He also mentioned that the existing businesses will be the ones that the DDA will be approaching for sponsorships and support and there may be an attitude of what have you done for me lately. Mayor Hinkley thought that the answer to that is simple, it s nothing. He thought that acknowledging that and explaining that is the exact reason why we are reinvigorating the DDA. In previous years, the function of the DDA was to establish the Downtown, work on sewer and utilities, etc. That s pretty much what they did and then the DDA went dormant. He said that the DDA hasn t been a functioning body that has been active and involved in the community and that s what we are trying to change. He felt that it would be a good problem to have more new businesses coming to the DDA asking what the group can do to support that business. Board Member Keel felt that there s probably not a real problem with existing businesses, and that they understand the DDA hasn t been active. He felt that the group should just use caution and use the same thought process going forward so that each business is equally promoted and supported. He felt that since the DDA doesn t have a real budget, or a lot of time or volunteers that there should be a plan to use those resources fairly. Chairperson Klebba felt that there will be some resentment regardless of what precautions are taken. She mentioned that one business owner had already expressed the feeling that it was a little too late for them. She said that she hopes those businesses will still give us a chance. Board Member Keel thought that approaching those businesses would be important and a way to smooth things over and even get them excited about how the DDA wants to be involved. Ms. Barker said that she has spoken with business owners who are excited about the changes happening with the DDA. Chairperson Klebba noted that Board Member Keel raised a good point and that we should be mindful of that. She asked Mr. Rzeznik if he had anything else and he felt that the necessary items had been covered. Ms. Barker mentioned that she would need to let AFC Holcroft know about the insurance waivers. New Business: A. Survey Table at Holiday Markt Ms. Barker said that the DDA has momentum and thought that we need to do something at the event. She asked Ms. Venegas about the hours of the Markt. Ms. Venegas said the hours will be Friday, December 4, 5:00 p.m. to 10:00 p.m. and Saturday, December 5, 12:00 p.m. to 10:00 p.m. She thought Friday would be the biggest night due to the Annual Tree Lighting Event. She thought that might be a good time to have a table over in the Community Center and suggested talking to Melissa
Wixom Downtown Development Authority November 19, 2015 Page 7 Harrison in Parks & Recreation to secure a space. She thought it would be difficult to judge peak attendance times. Mr. Rzeznik mentioned that Saturday at Noon his Mug Club memberships would be going on sale and that there might be a rush of people at that time. Ms. Venegas requested clarification about what kind of space the DDA was requesting. Ms. Barker said just a card table would be sufficient. Ms. Barker said that she would send out an email request for volunteers at the table. Chairperson Klebba volunteered for the 12:00 p.m. to 2:00 p.m. Mayor Hinkley asked Ms. Barker about the large percent of volunteers from the election table. He said that volunteers are needed at the Holiday Markt and suggested forwarding that list to Ms. Venegas or send out an email to those people asking for Holiday Markt volunteers for decorating, etc. Ms. Venegas clarified that decorating volunteers were needed on Thursday from 5:00 p.m. to 8:00 p.m. and volunteers for beer ticket sales were needed periodically throughout the event Friday and Saturday. Information: A. Downtown Events & Activities Ms. Barker had a New Homeowner s Packet to show everyone from Kalamazoo. She noted that we have a large number of new homes being built and a large number of new homeowners moving in. She felt that a new homeowner s packet would be a great idea to promote our downtown businesses. Mayor Hinkley stated that there used to be something similar for new homeowners moving into the Indian Wells subdivision. He thought that it would be a great idea for the DDA to put something like this packet together. He thought that connecting with the Homeowner s Associations would be beneficial. Chairperson Klebba suggested doing a business directory. Mayor Hinkley and Board Member Keel thought that putting together a simple card with DDA businesses and a map as a starting point. It could be put into businesses and could be given to new residents. Board Member Poota thought that the parks should be included in such a packet. Mayor Hinkley agreed and cited a study that was done for the City that concluded that the parks and sport venues would be the major destinations for Wixom. Ms. Banks thought that putting the packets at Total Sports would be a good idea to capture people just visiting the area. Chairperson Klebba thought that this discussion should be an agenda item for next year. Board Member Hay thought this might be a way to get a foot in the door to current businesses. He thought that approaching them and sharing what the DDA is planning to do with this for new businesses and new residents. He felt that once we have a foot in the door with them, then we can start building those relationships and sponsorships. Ms. Barker and Chairperson Klebba felt that it would be a good idea to have a meeting with business owners to do what Board Member Hay was suggesting. Mr. Rzeznik suggested looking at the way Traverse City does their map with advertising. Mayor Hinkley suggested that at the next meeting the agenda should include creating a committee and a chairperson of that committee to handle the details of creating this. The committee could then report back to the DDA about their progress.
Wixom Downtown Development Authority November 19, 2015 Page 8 Ms. Barker brought up the Holiday Lights and decorating that was discussed in previous meetings. She stated that she did speak with Trijicon and also another local business owner. The local business owner was excited about the prospect of doing the downtown lights for the DDA. He said that he was booked solid for this year and Ms. Barker said that it would be something for next year. Board Member Grossi suggested a company called Shine Lighting. He thought that the owner of the company just bought a building in Wixom. Board Member Keel asked if the idea was to decorate like Rochester. Ms. Barker and Chairperson Klebba said that yes but different. He thought that the group should all give this some thought about ideas to make it our own and felt that it would be difficult to catch up to what Rochester is doing. Mayor Hinkley felt that it would be beneficial if we still had a Holiday Lighting award for residents and businesses. Board Member Keel wondered if the City still has a Beautification Award. Mayor Hinkley said no, but that might be something that should be reactivated. He felt that the DDA might be able to offer a Holiday Decorating Award. Board Member Keel felt that it would be worth considering a monthly featured business for the future. Ms. Barker agreed and thought that might be something the DDA could do on the new City website. Chairperson Klebba added that the DDA should also consider a Facebook page. A number of other DDAs have Facebook pages and that would be a really good way to connect with local businesses. She noted that that would require someone to manage the page. Board Member Keel thought that the one advantage this DDA has over some others is that we are growing where they are somewhat stagnant. He felt that we have a very bright horizon with new businesses and growth in the community. Ms. Barker stated that businesses don t have to be new to celebrate them. Alex s and Volare have been here, but if they have an anniversary coming up, she thought the DDA could do something to help celebrate those milestones. B. Business Forum Events Public Comments: None. Executive Director s Comments: Next meeting is scheduled for January 26 th. Board Members Comments: Board Member Keel asked if we were going to be discussing the barn. Ms. Barker answered that she wanted to be ready to discuss it if Oakland County did show up, but she was informed that their barn expert was not available. She stated that she sent them the DDA meeting dates and that she would need to follow up. Adjournment: This meeting of the Wixom Downtown Development Authority was motioned and adjourned at 8:49 a.m. Kathleen A. Venegas Recording Secretary