DOWNTOWN DEVELOPMENT AUTHORITY

BOARD OF DIRECTORS REGULAR MEETING

Friday, January 13, 2016 – 12:00 pm City Hall - Second Floor Meeting Place

27400 Southfield Road, Lathrup Village MI 48076

PROPOSED AGENDA

1. Call to Order

2. Approval of the Agenda

3. Approval of Minutes from December 8, 2016

4. Review Budget Expenditures Report/Fund Balance

5. New Business a. 2015 Alley Paving for 27300 Southfield outstanding balance b. Tennis Court Fence removal at 27700 Southfield Road

6. Old Business a. None

7. Other Business a. Review 2017 Plan of activities b. Main Street Update c. Other Updates

8. Public Comment 9. Adjourn

Our next meeting will take place on Friday, February 10, 2016 at 12:00 noon in the

second-floor meeting place

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Lathrup Village Downtown Development Authority

Board of Directors Meeting Minutes Dec. 9, 2016

1. Call to Order: 12:02 p.m.

Voting members present: Thom Bainbridge, Chair Dave Birchler, Mayor Frank Brock, Jet Dhaliwal, Dan Hertz, City Administrator Andrew Potter, Sam Surnow, Dan Verderbar

Voting members absent: Bobbi Lovins

Others present: Planning Commission Liaison Keith Brown, Executive Director Sean Kammer, Main Street Manager Ken Marten

2. Approval of agenda – Motion by Bainbridge, second by Dhaliwal. Passed unanimously.

3. Approval of minutes from Nov. 18, 2016 meeting Amendment: Surnow noted that his name is left off the present/absent list Motion by Bainbridge to approve minutes; second by Verderbar. Passed unanimously.

4. Review budget expenditures report/fund balance: Kammer noted that budget will be amended with funds moved to the streetscape program for next fiscal year. Expenses for Winter Festival are covered by sponsorship.

5. New Business

a. 2017 Meeting Schedule (distributed among directors): Motion by Verderbar to approve schedule; second by Hertz. Passed unanimously

b. 2017 Priorities: Board discussed purchasing more holiday/seasonal

decorations for the Southfield corridor; pursuing real estate development and promoting economic development; the need for a signature development in the Village Center; preservation, renovation and reuse of Annie Lathrup School

6. Old Business (none)

7. Other business

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a. Winter Festival update: 12 vendors, four food trucks, two musicians are

lined up.

b. Main Street update:

i. South end Gateway Garden sign: Marten said DTE estimated the cost to light the sign due to distance from a power source is $10,000 rather than the original estimate of $2,000. Alternatives are being researched.

ii. Tennis Court Fence: Surnow said the estimated cost to remove the fence partially surrounding the tennis court south of Annie Lathrup School is $3,500. Kammer and Marten will research public use options for the former tennis court space. DDA may share removal costs with Surnow Company.

8. Public Comment – none 9. Adjournment – 1:20 p.m.

January 10, 2017

Memo

To: Board of Directors of the Lathrup Village Downtown Development Authority

From: Sean Kammer, DDA Executive Director

Re: DDA Board Agenda Item 5a for January 13, 2017

In the DDA Board Meeting of May 8, 2015, the City of Lathrup Village Downtown Development Authority entered into an agreement with Dhal Real Estate to resurface the alley behind 27300 Southfield Road.

Jett Dhaliwal, Owner of Dhal Real Estate and being a member of the board, recused himself from the decision of the DDA to front payments totaling $20,000 to a contractor of Mr. Dhaliwal’s choice to resurface the alley, which would be permitted for use by the city for parking for events in the Village Center (Farmers Market, Summer Concerts, etc). Subsequently, Dhal Real Estate agreed reimburse the DDA 50% of the cost ($14,000) of the project according to a repayment plan scheduled to be completed on June 1, 2016.

However, the project abruptly terminated as the contractor became derelict in his duty. The alley resurfacing project was never completed and his equipment was abandoned and later impounded. The City Administration at the time had directly paid the contractor $20,000.00 in advance, both the city’s and Dhal Real Estate’s share. Dhal Real Estate has intermittently made payments to the city, per the agreement, however as of January 10, 2016, Dhal Real Estate continues to owe $1,665.34 on its agreed upon 50% of the funds (totaling $10,000). No funds have been recovered from the contractor. Police reports have been filed with the Lathrup Village Police Department against the contractor who absconded with the funds.

Included with this memo are the signed agreements with the DDA and Dhal Real Estate, agreement and invoice with the contractor, and repayment information from Dhal Real Estate.

The Board must consider the wisest course of action to pursue and whether or not it would be prudent to seek full reimbursement from the contractor and Dhal Real Estate. The contractor has stated that he is not able to reimburse the city in full in a single payment and has requested a “payment plan,” although this option has not been determined as reliable or not. Additionally, questions must be considered regarding the selection of this contractor. Why was the DDA not involved in the procurement process, especially since the total cost of the project exceeded the threshold of discretionary spending (the threshold is $5,000.00)? I leave it to the Board to determine the best possible course of action, given that the event occurred in a previous administration and facts are being reassembled by staff from 2015 records.

CITY OF LATHRUP VILLAGE DDA The regular meeting of the City of Lathrup Village Downtown Development Authority was called to order by Vice-Chair Gouda at 8:08 am on Friday, May 8, 2015 at 27400 Southfield, Lathrup Village, MI. ITEM 1: CALL TO ORDER Members present: Thom Bainbridge

Terri Roberson David Zebari Jet Dhaliwal Ryan Hertz Matthew Baumgarten Vice-Chair Sean Gouda Chair Dave Birchler (Arrived at 8:30)

Members absent: Mayor Frank Brock Dan Verderbar

Also Present: Martha Potere, DDA Executive Director Pamela Bratschi, Treasurer

Keith Brown, Planning Commission Liaison Maralee Rosemond, Director of Parks and Recreation

Tanya Markos-Vanno ITEM 2: APPROVAL OF AGENDA Motion by Baumgarten seconded by Bainbridge, to approve the proposed agenda as presented.

Yeas – 7 Nays – 0 Motion Adopted

ITEM 3: APPROVAL OF MEETING MINUTES The April 10, 2015 minutes were reviewed by Board Members. No corrections were offered. Motion by Baumgarten seconded by Hertz to approve the minutes, as presented.

Yeas – 7 Nays – 0 Motion Adopted

ITEM 1: REVIEW OF BUDGET EXPENDITURES REPORT/FUND BALANCE Potere reviewed the Budget Expenditures Report and Fund Balance for YTD 4/31/2015. Treasurer Bratschi helped to explain a number of items and answer questions. Motion by Baumgarten seconded by Hertz to receive and filed.

Yeas – 7 Nays – 0 Motion Adopted

ITEM 5: UPDATES FROM PARTNERING ORGANIZATIONS

a. Southfield Area Chamber of Commerce Report – Tanya Markos-Vanno, Director of the Southfield Area Chamber of Commerce, offered an update on upcoming events including the SACC Annual Golf Outing at Plum Hollow Golf Club, Third Thursdays, and Wake Up to Southfield.

ITEM 6: ACTION ITEMS

a. FY 2015-16 Budget- Potere presented the proposed 2015-16 budget to the Board for their consideration. The presentation outlined forecasts in revenues and possible shortfalls in the futures as well as a breakdown of expenditure categories.

Birchler and Roberson declared Conflicts of Interest and abstained from voting.

A Motion was made by Gouda and seconded by Hertz to approve the FY 2015-16 Budget. Yeas – 5 Nays – 0 Abstained- 2 Motion Adopted

b. Alley Resurfacing/Farmers Market Parking- Potere outlined the paving agreement

with Dhaliwal Properties to share costs for the paving of the city owned Alleys and the privately owned parking area which will used for Farmers Market Parking when in season. The agreement includes provisions for half (50%) of the costs to be repaid to the DDA by the property owner with in 1 year.

Jet Dhaliwal declared a conflict of interest and abstained from voting. A Motion was made by Gouda and seconded by Hertz to approve the FY 2015-16 Budget. Yeas – 6 Nays – 0 Abstained- 1

ITEM 7: NEW BUSINESS a. Committee Reports – Committee Reports were reviewed. There were no questions,

comments or concerns on the part of the Board.

ITEM 8: OLD BUSINESS a. None

ITEM 9: OTHER BUSINESS a. Business Visits – To help spread the word about a plethora of upcoming events, Potere

will be visiting each individual business in the next few weeks. Chair Birchler offered to accompany her in meeting and greeting the DDA business owners.

b. Upcoming Events – Potere mentioned the following events, inviting the Board to attend:

• 5/11 – LV B2B • 5/17 – Southfield Road Corridor Cleanup • June 3- First Farmers Market

ITEM 10: PUBLIC COMMENT No one from the public stepped forward to offer any comment ITEM 11: ADJOURNMENT

Motion by Hertz supported by Birchler to adjourn Yeas – 7 Nays – 0 Motion Adopted

Meeting adjourned at 9:55 am Dave Birchler, Chair Martha Potere

Lathrup Village Downtown Development Authority27400 Southfield Road, Lathrup Village MI 48076lathrupvillage.org248.557.2600

10/12/2016

Dhal Real Estate LLC6768 Kings Mill DriveCanton MI 48187

Total Amount 10,000.00$

Date Name Check No. Amount Running Total Remaining balance10/8/2015 Dhal Real Estate LLC 2418 833.33$ 833.33$ 9,166.67$ 12/1/2015 Dhal Real Estate LLC 2455 833.00$ 1,666.33$ 8,333.67$ 12/10/2015 Dhal Real Estate LLC 1009 833.33$ 2,499.66$ 7,500.34$ 1/27/2016 Dhal Real Estate LLC 1035 833.00$ 3,332.66$ 6,667.34$ 2/25/2016 Dhal Real Estate LLC 1046 833.00$ 4,165.66$ 5,834.34$ 6/30/2016 Dhal Real Estate LLC 1112 2,169.00$ 6,334.66$ 3,665.34$ 9/7/2016 Dhal Real Estate LLC 1356 2,000.00$ 8,334.66$ 1,665.34$

Total Past Due Balance: 1,665.34$ Amount due on or before June 1, 2016

Make checks payable to the City of Lathrup Village

January 10, 2017

Memo

To: DDA Board

From: Sean Kammer, DDA Executive Director

Re: Tennis Court Fence Removal- Agenda Item 5b

It has been proposed that the DDA share costs with the Surnow company to remove the fence surrounding the tennis courts at 27700 Southfield Road. In exchange for the assistance, the Lathrup Village DDA would be permitted to hold events on the tennis courts, such as the Farmers Market, Food Truck Fridays, etc.)

Removing the fence and locating the Farmers Market there serves the following purposes:

1. Enhances the aesthetic of the DDA District, by removing visual clutter. 2. Improves accessibility of open space. 3. Allows the Lathrup Village Farmers Market to operate in a larger, more visible location, that is

closer to Southfield Road without the obstacle of setting up in the grass. This will improve attendance and encourage the growth of the market.

4. Enhances pedestrian activity in the Village Center, better modelling our vision for the future of the district.

Challenges:

City staff will have to solve issues relating to the availability of electrical utilities to the site.

City staff will have to develop a logistics plan for farm market vendors on the site in order to assure efficient set up, break down, loading and unloading of vendors.

The Farmers Market would no longer be operating on public property and the city would be relying on the good will of a private company in the district.

Costs:

The Surnow Company has approached the DDA Board with a quote of $3,500.00 to remove the fence, plus a 15% administrative fee to the Surnow Company.

Lathrup Village Downtown Development Authority 2017 Plan of Activities January January 3: Business License Renewal begins January 9: Promotions Committee January 12: Chamber of Commerce Board Meeting January 12: Design Committee January 13: DDA Board Meeting January 19: 4pm Sky Grill Community Ribbon Cutting January 30: 3pm Something Unique Florist Ribbon Cutting

February February 2: Economic Vitality Committee February 9: Design Committee February 10: DDA Board Meeting February 13: Promotions Committee February 16: District Meet and Greet February 21: MEDA Capitol Day (Lansing)

March March 2: Economic Vitality Committee March 8-9: Michigan Downtown Association Lansing Meeting and Workshop March 9: Design Committee March 10: DDA Board Meeting March 19: Design March 30-31: MEDA Training Economic Development Marketing and Attraction March 31: Business License Renewal Deadline

April April 6: Economic Vitality Committee April 10: Promotions Committee April 13: Design Committee April 11: MEDA Emerging Leaders Spring Program April 14: DDA Board Meeting April: MEDC Developer Match Tour

May May 1-3: Main Street Convention (Pittsburgh) May 4: Economic Vitality Committee May 8: Promotions Committee

May 11: Design Committee May 12: DDA Board Meeting (Budget Approval and Budget Amendments Approval) May 13: Corridor Cleanup May 20: Timebank Bicycle Stroll and Food Truck Rally (TBD) May 30: Summer Farmers Market Grand Opening

June June 1: Economic Vitality Committee June 7: Summer Farmers Market June 8: Design Committee June 9: DDA Board Meeting June 12: Promotions Committee June 14: Summer Farmers Market June 17: Summer in the Village June 21: Summer Farmers Market June 28: Summer Farmers Market

July July 5: Summer Farmers Market July 6: Economic Vitality Committee July 10: Promotions Committee July 12: Summer Farmers Market July 13: Design Committee July 14: DDA Board Meeting July 19: Summer Farmers Market July 26: Summer Farmers Market

August August 2: Summer Farmers Market (Family Market Day?) August 3: Economic Vitality Committee August 4: Food Truck Friday August 9: Summer Farmers Market August 10: Design Committee August 11: DDA Board Meeting August 11: Food Truck Friday August 14: Promotions Committee August 15-18: MEDA Annual Meeting August 16: Summer Farmers Market August 18: Food Truck Friday August 23: Summer Farmers Market August 25: Food Truck Friday August 30: Summer Farmers Market Closing

September September 1: Food Truck Friday September 6: Fall Farmers Market Grand Opening September 7: Economic Vitality Committee September 8: DDA Board Meeting September 8: Food Truck Friday September 11: Promotions Committee September 13: Fall Farmers Market September 14: Design Committee September 15: Food Truck Friday September 20: Fall Farmers Market September 22: Food Truck Friday September 27: Fall Farmers Market September 29: Food Truck Friday

October October 4: Fall Farmers Market October 5: Economic Vitality Committee October 6: Food Truck Friday October 9: Promotions Committee October 10-12: NAIOP Commercial Real Estate Conference (Chicago) October 11: Fall Farmers Market October 12: Design Committee October 13: DDA Board Meeting October 13: Food Truck Friday October 18: Fall Farmers Market October 20: Food truck Friday October 27: Food Truck Friday

November November 2: Economic Vitality Committee November 9: Design Committee November 10: DDA Board Meeting November 13: Promotions Committee November 17: Holiday Decorations Installed

December December 7: Economic Vitality Committee December 8: DDA Board Meeting December 11: Promotions Committee December 14: Design Committee

December 15: Volunteer Awards Ceremony December 22: Winter Festival