Call to order: 7:35 am by Chairman John Debault. 1. Roll Call. Present: Bill Adams, Fawn Callen, John Debault, Jackie Koney, Jim Mallery (left at 8:05), Julie Merrill, Mary Ruple, Don Wiertella. Absent: Didik Soekermoen Guests: Patty Brown, Denny Olson, Christine Butcher, Lisa Beams, Veronica Levin, Ebie Hall and Kristi Lyp. 2. Approval of Agenda. Add agenda item 2A: Formal motion and approval to replace Mary Ruple with Don Wiertella as Recording Secretary. Motion by Ruple, second by Adams to approve the agenda as amended. Motion carried 8 0 with a roll call vote. 2A. Approval of Recording Secretary. Motion by Adams, second by Mallery to replace Mary Ruple with Don Wiertella as Recording Secretary. Motion carried 8 0 with a roll call vote. 3. Oath of Office DDA Members. The oath of office was tabled until the next regular meeting of the Vicksburg DDA. Motion by Callen, second by Mallery that existing Vicksburg DDA members Mary Ruple and Jim Mallery be approved for an additional four (4) year term and, further, that this recommendation be submitted to the Vicksburg Village Council at their April 16, 2018 meeting for approval. Motion carried. 4. Approval of Consent Agenda. A. from January 17, 2018. Motion by Koney, second by Mallery to approve the consent agenda as submitted. Motion carried. 12. Village Managers Report Mallery: Mr. Mallery gave a report on the following: a. The village will apply for a Federal loan for sewer and water work. b. The village passed a resolution for setting a date for a public hearing to consider application for a Commercial Rehabilitation Exemption Certificate. c. Dutch Boys Classic Car Restoration is a new business in Vicksburg. d. Bids will be requested for April 2018 road work in the village. e. A consultant was hired to oversee all operations at Angles Crossing GC including the golf course, Pro Shop and grill/restaurant. f. Mr. Mallery will be attending a Michigan Municipal League meeting in Lansing over the next two days. g. Mr. Mallery and Mr. Debault reviewed the crushed sewer line on east Liberty Lane. Can the DDA compensate the business owners for the Page 1 of 6
cost of repairs to the sewer line and the concrete sidewalk? Mr. Mallery will, at the next DDA regular meeting, present the cost to repair these items and if they are TIF eligible for reimbursement. 5. Treasurers Report for February 28, 2018. Ms. Callen provided an overview of the Financial statements and the Bill Pay Report for the DDA and the VCAC. The following items were highlighted: DDA Balance as of 2-28-18 Total Liabilities & Equity, 258,224.05 Arts Center Balance as of 2-28-18 Total Liabilities & Equity, 11,562.17 DDA General Ledger as of 2-28-18 Total Debit & Total Credit, 35,199.36 The following line items were reviewed as they are at, or over, budget: 801-740 801-745 801-812 213-804 729-744 Operating Supplies VCAC Office Supplies Equipment Rentals Website Services Events- Hidden Vicksburg 165.1 % 106.2 % 100.0 % 103.2 % 104.0 % Ms. Callen reported that the 2018 Façade Grant Program has been launched with a April 15, 2018 deadline for applications to be submitted. Grants are awarded up to $2,500.00 and the paint program is still available for rebates up to $200.00 Motion by Adams, support by Koney to approve the February 28,2018 Treasurers Report as submitted. Motion carried 7 0 with a roll call vote. 6. VCAC Report - Koney / Beams, Ms. Koney explained that the 501(c)3 process for the VCAC is well underway. The VCAC recruiting of board members is complete with seven (7) board members committed to serve on the board. Syd Bastos and Lisa Beams will serve on the board. The first meeting will be held on April 23, 2018. The Vicksburg Chamber of Commerce has requested that the DDA be represented at their next meeting to provide a short presentation detailing an update on DDA activities. John Debault will coordinate this activity. Ms. Beams reviewed the future events scheduled for the VCAC. The new VCAC board will have a meet and greet during the weeks of April 2 or April 9 with the first board meeting scheduled for April 23, 2018. Page 2 of 6
7. Installation of VCAC Board of Directors Koney: Motion by Adams, support by Wiertella to (1) approve the installation of a Board of Directors who will govern the VCAC while continuing to remain as fiduciary sponsor until the VCAC receives their 501(c)(3) determination letter and (2) support the incorporators of the VCAC in their selection of the Board of Directors and its officers. Motion carried 7 0 with a roll call vote. 8. DDA Recommendation to Vicksburg Village Council Koney: Motion by Callen second by Koney that the DDA recommend to the Vicksburg Village Council that the Vicksburg Village Council pass a resolution to (1) support the DDA s approval to install a Board of Directors to govern the VCAC while continuing to remain as fiduciary sponsor until the VCAC receives its 501(c)(3) determination letter and (2) support the Board of Directors and its officers that were selected by the Incorporators of the VCAC. Motion carried 7 0 with a roll call vote. Further discussion indicated that Jim Mallery and Tracey Locey will coordinate this motion with the village council and that the VCAC Report remain on the DDA agenda. 9. Postponement of DDA Officer Election Debault / Adams: Motion by Ruple, second by Callen to postpone the election of DDA officers until September of 2018. Motion carried 7 0 with a roll call vote. 10. Showboat Advertisement Debault: Motion by Adams, second by Debault to approve a payment of a bill for $170.00 for a Half Page advertisement in the Vicksburg Showboat program. Motion carried 7 0 with a roll call vote. 11. Re-Paint Program 113 S. Main Street Debault: Motion by Cullen, second by Adams to approve $145.12 for 113 S Main Street as part of the Re-Paint Program. Motion carried 7 0 with a roll call vote. 13. Recommended DDA Timeline Adams: Mr. Adams presented proposed timelines for the DDA to review and adopt. The proposed timelines include, but are not limited to, the following: a. Postponing the election of officers b. Budget and strategy planning c. Hire a part-time DDA director d. Team building Page 3 of 6
e. Recruiting new DDA members f. DDA golf outing Ms. Ruple has developed preliminary timelines and Mr. Debault has provided comments and additions to these timelines. Additional timeline items that were discussed included: a. Steps and tools for new member recruitment. Start by attending the Vicksburg Chamber of Commerce meeting on Monday, April 9, 2018 to meet and greet potential new members. b. Ms. Callen will attend the April Village Council Finance Committee meeting, will request placement on the May 7th Village Council Agenda to request a vote on the FY 17 18 budget amendments, will meet in May with the Village Council Finance Committee and will request placement on the June 4th Village Council Agenda to obtain approval of the FY 18 19 DDA and VCAC budgets. 14. Additions and Changes to DDA Bylaws Debault, Ruple: Ms. Ruple indicated that the DDA needs to focus, first, on the need to revise or change the bylaws, and second, conduct a board review to determine what revisions or changes need to be made. Don Wiertella has reviewed the bylaws and has made several comments. It was a board consensus to review the existing bylaws over the summer and make revision in August of September of 2018. 15. New Members Debault: Mr. Debault indicated that the DDA not only needs to recruit new members but we need to establish a vetting process for each new member and to make sure that each new member is brought on board with an assignment or task to participate in or perform. 16. DDA Meet and Greet Koney, Callen: Ms. Koney provided an update on the progress that committee has made on the DDA Meet & Greet idea. The Vicksburg Area Chamber of Commerce will be hosting a meet & greet on April 9, 2018 at Jaspares Pizza in Vicksburg. The DDA is invited to attend and present a short informational program and updates on DDA activities. Mr. Debault and Ms. Callen will coordinate this presentation. 17. Team Building Ruple: Ms. Ruple has reviewed potential team building ideas and provided the board with her initial report. Highlights include: a. Have an outside firm work with the group b. Team building to take place in July or August Page 4 of 6
c. Team building can include golf outings, escape rooms and obstacle course d. Justin Maust was to expensive e. Improve Effects will do a half-day workshop for $1,850 and a full day workshop for $2,250 f. Review Nexus Solutions in Kalamazoo It is the consensus of the DDA board to go forward with Team Building and Ms. Ruple will review using Improve Effects or Nexus Solutions 18. Golf Outing Ruple, Adams: Ms. Ruple indicated that the DDA Golf Outing will be scheduled in September, 2018. The DDA Golf Outing Committee will meet with the new management of Angles Crossing GC to review their requirements for this outing and how their requirements will affect the DDA requirements for greens fees, food costs, prize holes and T times. The DDA Golf Outing Committee is reviewing using outing profits for beautification of downtown Vicksburg. 19. Correspondence & Communication Debault: a. Recommendation Letter for Vicksburg HS Marching Band: Mr. Debault reviewed a letter he authored promoting the Vicksburg HS Marching Band s participation in the 2019 Macy s Thanksgiving Day Parade. An excerpt from the letter stated: It has been brought to the attention of the Vicksburg DDA Board that the Vicksburg High School Band has submitted their application to perform at the 2019 Macy s Thanksgiving Day Parade. We are excited to hear this news and hope that you strongly consider selecting the Vicksburg High School Band as one of the parade participants. 20. Member Comments: a. Ms. Koney asked if paper copies of the Downtown Idea Exchange (Downtown Digest) should be made available to the DDA members. It was a consensus that Ms. Ruple will continue to provide the DDA board members with an electronic copy of this material. b. Ms. Koney indicated that she will not be able to attend the Small Town and Rural Development Conference held at Crystal Mountain. c. Ms. Koney confirmed that a Webinar from SaveYour.Town will be presented at her office in the Community Center on Monday, April 9 from 10 am to 12 pm. DDA members are welcome to attend. Page 5 of 6
d. Ms. Callen asked what formal steps are needed to remove Mr. Didik Soekermoen from the DDA board. Mr. Soekermoen will be removed from the DDA board, by board action, at the next regular board of the DDA. e. The DDA board confirmed that Ms. Ruple will remain as the DDA contact person on the DDA Website and that she will keep the info@vicksburgdda.com email permanently. Further she will focus on marketing and the website as part of her duties. f. Mr. Debault indicated that the DDA Website must be updated on a regular basis and include local events. g. Mr. Adams indicated that he will determine if there is a job description for a DDA Director. 21. Adjournment. The meeting adjourned at 10:10 am. Respectfully Submitted, Don Wiertella DDA Recording Secretary approved as amended on April 18, 2018. See below: *AI 3 Line 3: replace Jim Mallery with Jackie Koney *AI 6 Line 4: replace will serve with will not serve *AI 6 Line 10: replace for April with for the week of April *AI 11- Line 1: replace Cullen with Callen *AI 14 Line 6: replace of with or Page 6 of 6