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HomeMy WebLinkAboutDowntown Development Authority - Minutes - 12/06/2001DOWNTOWN DEVELOPMENT AUTHORITY BOARD OF DIRECTORS MEETING MINUTES OF DECEMBER 6, 2001 REGULAR MEETING THE BOARD OF DIRECTORS OF THE DOWNTOWN DEVELOPMENT AUTHORITY MET IN REGULAR SESSION AT 7:30 A.M. ON DECEMBER 6, 2001 IN THE CONFERENCE ROOM AT HOME STATE BANK, 303 EAST MOUNTAIN AVENUE, FORT COLLINS, CO 80524 PRESENT THERE WERE PRESENT: LARRY STROUD, CHAIR Kim JORDAN, VICE CHAIR JASON MEADORS, SECRETARY/rREASURER GREG BELCHER RICK GOODALE MARY BRAYTON CAREY HEWITT CHUCK WANNER STEVE TAYLOR STAFF JAY HARDY, EXECUTIVE DIRECTOR ANNE GARRISON LUCIA LILEY, COUNSEL GUESTS JOHN FISCHBACH, ANGELA MILEWSKI, DAVID SHORT, BABB CORNELL, CONNIE GUNTHER, LEE SWANSON, ED STONER _ CALL TO ORDER THE MEETING CAME TO ORDER AT 7.30 A.M. AND ROLL CALL WAS TAKEN. APPROVAL OF MR. MEADORS MOVED TO ADOPT THE MINUTES OF NOVEMBER 1, 2001 AND MIS. JORDAN MINUTES SECONDED THE MOTION WHICH CARRIED UNANIMOUSLY. LARIMER COUNTY 200 WEST OAK STREET IS THE SITE OF THE RENOVATION. CURRENTLY IN THE COURTHOUSE DESIGN/DEVELOP PHASE, THE PRESENT PARKING LOT WILL BECOME THE NEW BUILDING SITE, RENOVATION WHICH IS WHERE THE 1 887 COURTHOUSE ONCE STOOD. THIS PROJECTED FIVE STORY BUILDING WILL HOUSE PERSONNEL WHO PROVIDE A HIGH LEVEL OF SERVICE, SUCH AS THE TREASURER, COUNTY CLERK AND RECORDER, AND ASSESSORS OFFICE, WHO WILL ALL BE LOCATED ON THE SAME FLOOR. THE FIFTH FLOOR WILL HOUSE THE WORKFORCE CENTER, TOGETHER WITH DISABLED AND SENIORS SERVICES. DDA MINUTES PAGE 2 THE NEW LOT WILL OFFER 1 25 PARKING SPACES, AN INCREASE FROM THE 100 SPACES NOW AVAILABLE, WITH CUSTOMER PARKING BEING A PRIORITY. THE HUGE TREES ON THE LOT HAVE BEEN PRESERVED, AND A 100 YEAR OLD NORWAY MAPLE WAS RESPONSIBLE FOR A MODIFICATION IN PLANS SO IT TOO COULD REMAIN. SOME OF THE ROSES WHICH ARE THOUGHT TO BE UP TO 100 YEARS OLD, HAVE BEEN MOVED TO TEMPORARY QUARTERS DURING THE CONSTRUCTION PHASE, AND WILL BE RETURNED, AS WILL THE ORIGINAL FLAGSTONE REMOVED FROM THE SHERIFF'S BUILDING. THE NEW SITE WILL BE RESPONSIBLE FOR RELOCATING BETWEEN BO - 90 JOBS INTO THE CENTRAL BUSINESS DISTRICT, CURRENTLY HOUSED IN OTHER UNITS AROUND TOWN. MANY OF THESE SERVICES ENJOY A HIGH NUMBER OF PUBLIC VISITORS EACH DAY. THE BOARD REVIEWED THE ARTIST RENDERINGS, AND EXPRESSED CONCERN ABOUT THE PLACEMENT OF THE LOADING DOCK AND REAR SIDE OF BUILDING, BOTH OF WHICH FACE THE MASON STREET CORRIDOR. IN ADDITION, THE DIRECTION DOES NOT ENCOURAGE USE OF THE CIVIC CENTER PARKING STRUCTURE, AND TENDS TO POINT PEOPLE AWAY FROM DOWNTOWN. MS. CORNELL EXPLAINED THAT PLANS FOR EXPANSION IN THE NEXT 10 - 15 YEARS WOULD INCLUDE TWO ADDITIONAL WINGS, ESCALATING THE NEED FOR ADDED SERVICE AND SUPPLIES, HENCE THE NEED FOR A LOADING DOCK. MS. JORDAN INQUIRED IF SOLAR HAS BEEN CONSIDERED BECAUSE OF THE SOUTHERN EXPOSURE AND WINDOW EXPANSES. MS. CORNELL ADVISED THAT USE OF TINTED AND DAYLIGHT GLASS TO SCREEN THE SUN AND REDUCE AIR CONDITIONING COSTS HAVE ALL BEEN FACTORED INTO THE DESIGN, AND OTHER CONSIDERATIONS ARE PENDING. DOWNTOWN PLAY AREA LEE SWANSON RETURNED TO THE BOARD IN ORDER TO MAKE A FUNDING REQUEST FOR THIS PROJECT. MR. HARDY REFERRED THE BOARD TO THE MAP CONTAINED IN THE PACKETS AND THE PROPOSED LOCATION AT THE NORTH END OF OLD TOWN SQUARE. MR. SWANSON IS REQUESTING $20,000 FROM DDA, AND ANTICIPATES THE PROJECT WILL COSTA TOTAL OF $50,000. MR. HARDY ADVISED THAT FUNDS WERE AVAILABLE THROUGH ADMINISTRATIVE CAPITAL IMPROVEMENTS, AND THAT DDA'S COMMITMENT WOULD SERVE TO LEVERAGE OTHER FUNDING. THERE ARE STILL SOME ISSUES TO BE DETERMINED, SUCH AS OWNERSHIP, LIABILITY, MAINTENANCE AND LONG TERM REPAIR. SOME CHANGES HAVE BEEN MADE TO THE DESIGN SINCE THE BOARD FIRST REVIEWED THE PROJECT. IT WILL NOW COMPRISE A FLAT RUBBER SURFACE INSTEAD OF A SUNKEN AREA FOR SAFETY REASONS. MR. SWM50N NOTED THAT THE MALL IS SLATED TO BUILD ONE NEXT YEAR, AND IT WOULD BE A POSITIVE MOVE FOR OLD TOWN TO HAVE ONE IN PLACE ALSO. MS. BRAYTON EXPRESSED ONGOING CONCERN REGARDING THE PROXIMITY OF THE PLAY AREA TO THE STREET, AND THE ATTENDANT SAFETY ISSUES. SHE SUGGESTED AN AREA MORE CENTRAL WITHIN THE PLAZA, AND CONCLUDED THAT WHILE SHE APPROVED OF THE PROJECT, SHE COULD NOT SUPPORT THE LOCATION. MIKE POWERS HAS INDICATED HIS WILLINGNESS TO REVIEW THIS PROJECT WITH ART IN PUBLIC PLACES, BUT THERE HAS BEEN NO DIALOG TO DATE. MR. GOODALE MOVED TO AUTHORIZE UP TO $20,000 TO FUND THE PLAY AREA, THAT THE AMOUNT OF DDA'S PARTICIPATION BE NO MORE THAN 40% OF FUNDS CONTRIBUTED TO THE PROJECT BY OTHER SOURCES AS OUTLINED, INCLUDING MERCHANTS, CITY AND OLD TOWN SQUARE PROPERTY MANAGEMENT, WITH PROVISIONS THAT DDA APPROVE FINAL SITE AND DESIGN, AND THAT APPROPRIATE AGREEMENTS BE IN PLACE WITH THE CITY. THE MOTION WAS SECONDED BY MR. BELCHER. MR. STROUD INQUIRED IF MR. GOODALE WOULD ENTERTAIN A FRIENDLY AMENDMENT DELETING THE REQUIREMENT FOR DDA TO APPROVE THE SITE. MR. GOODALE AND MR. BELCHER CONCURRED, AND THE MOTION PASSED WITH MS. BRAYTON ABSTAINING. DOWNTOWN SALES TAX MR. HARDY REFERRED THE BOARD TO THE REPORT PREPARED BY ALAN KRCHMARIK REFLECTING GROSS SALES TAX FIGURES FOR THIS YEAR. DURING THE FALL QUARTER, SALES TAX FIGURES SHOWED CHANGES WHICH WARRANT DDA'S CONCERN AND OVERSIGHT. IN THE PAST MONTH, THE CITY HAS NOTED THE FIRST DECLINE IN YEARS. IT MAY BE THAT STEELE'S DIFFICULTIES AND SUBSEQUENT CLOSURE ARE REFLECTED IN THE SUMMERTIME FIGURES. DDA MINUTES PAGE 3 MR. HARDY HOPES TO BRING THE BOARD A DETAILED REPORT IN JANUARY, BROKEN DOWN IN SEGMENTS, AND HE WILL MAKE A POINT TO REPORT THESE FIGURES EVERY SIIX MONTHS. PROJECT UPDATE MR. HARDY REFERRED THE BOARD TO THE QUARTERLY UPDATE INCLUDED IN THE PACKETS, AND FIELDED QUESTIONS ON SOME OF THESE PROJECTS. OTHER BUSINESS ■ PACKETS INCLUDE A COPY OF THE 2002 MEETING SCHEDULES. THE ONLY DEVIATION FROM THE FIRST THURSDAY OF THE MONTH OCCURS IN JULY, WHEN THE MEETING DATE WOULD HAVE FALLEN ON THE HOLIDAY. THE DATE HAS THEREFORE BEEN MOVED FORWARD To JULY 1 16 2002. ■ THE BOARD IS REMINDED THAT THE DDA/DBA HOLIDAY OPEN HOUSE IS TO BE HELD THIS YEAR AT COOPERSMITH'S BETWEEN 5:30 P.M. AND 7:30 P.M. ON DECEMBER 1 2. 2001 . EVERYONE IS ENCOURAGED TO ATTEND. STAFF REVIEWS PURSUANT TO THE NEW STATE REGULATIONS WHICH MUST NOW BE DISCLOSED PRIOR TO AN EXECUTIVE SESSION. MR. STROUD NOTED THAT THE PURPOSE FOR THIS EXECUTIVE SESSION IS TO DISCUSS PERSONNEL MATTERS, AND MORE SPECIFICALLY TO CONFER IN THE MATTER OF PERFORMANCE EVALUATIONS AND COMPENSATION FOR JAY HARDY, EXECUTIVE DIRECTOR AND ANNE GARRISON, EXECUTIVE ASSISTANT. THIS EXECUTIVE SESSION THEN IS FOR THE REASONS PREVIOUSLY STATED, AND AUTHORIZED PUSUANT TO THE COLORAGO REVISED STATUTES #24-6-402, SUBPARAGRAPH #4F 1. MR. STROUD INQUIRED WHETHER THE RECORD WOULD BE KEPT ELECTRONICALLY OR IN WRITTEN FORM, AND IT WAS AGREED TO RECORD DISCUSSIONS ELECTRONICALLY. A MOTION WAS THEN FRAMED BY MR, WANNER THAT THE BOARD ADJOURN TO EKECUTIVE SESSION FOR THE PURPOSE STATED ABOVE. THIS WAS SECONDED BY MR. BELCHER. AT THE CONCLUSION OF THE EXECUTIVE SESSION, MR. BELCHER MOVED THAT THE BOARD APPROVE THE ALLOCATION OF A 5% ANNUAL INCREASE FOR MR. HARDY AND MS. GARRISON RESPECTIVELY, TO BE REFLECTED IN THEIR 2002 COMPENSATION PACKAGES. MR. HEWITT SECONDED THE MOTION WHICH CARRIED, WITH MR, GOODALE OPPOSED, ADJOURN THERE BEING NO FURTHER DISCUSSION, THE MEETING ADJOURNED AT 9:57 A.M. JASON MEADORS, SECRETARY ddaDANTOWN � DEVELOPMENT AUTHORITY 19 OLD TOWN SQUARE, SUITE 230 Telephone (970) 484-2020 FORT COLLINS, CO 80524 Telefax (970) 484-2069 To: DDA Board of Directors From: Jay Hardy6-*— Date: January 3, 2002' RE: Oak Street Stormwater Improvements The Oak Street Stormwater project has begun, and Jay Rose from the City of Fort Collins will present all issues relative to this process to the Board. 7 1 1 , I 177 DArvrowry DEVELOPMENT AUTHORITY 171 19 OLD TOWN SQUARE, SUITE 230 Telephone (970) 484-2020 FORT COLLINS, CO 80524 Telefax (970) 484-2069 To: DDA Board of Directors From: Jay Hare Date: January 3, RE: Downtown Newspaper Box project The City of Fort Collins has been working with various organizations and publications to improve the appearance and efficiency of the present newspaper box system Currently, there are many general locations, which may house as many as 12 boxes in a given location. In planning these improvements, various options were reviewed, and Kelly Moore from the City of Fort Collins will present the preferred alternative. This alternative improves the downtown sites substantially. However, the newspaper boxes are still very visible; simply better contained. Additionally, the new system allows the City to more effectively monitor their use and display. At the beginning of the process (over one year ago) the DDA and DBA were asked to provide input as to location and general appearance of the boxes. While many of the organizations (City, DBA and DDA) agreed that a `uniform stacked system' was best, the project received some opposition from one publication, citing their rights under the Constitution. Upon further review by the City of other communities which have instituted this `uniform stacked system' approach, the City elected not to pursue this design as an alternative, in an effort to avoid conflict. The City of Fort Collins is providing the funds for this project and is presenting the new design for input and support. Included in the packet are photographic examples of this system located in downtown Denver. DArvrowry • DEVELOPMENT AUTHORITY 19 OLD TOWN SQUARE, SUITE 230 Telephone (970) 484-2020 FORT COLLINS, CO 80524 Telefax (970) 484-2069 To: DDA Board of Directors From: Jay Hardy Date: January 3, Ar RE: Downtown Business Association Agreement Over the past several years, the DDA has entered into an agreement with the Downtown Business Association to provide marketing services downtown. Additionally, as `sister organizations' working toward the improvement of downtown Fort Collins, other elements of the contract have been established which have benefited both organizations and downtown. A copy of a proposed agreement with the DBA is attached to this memorandum. The basic elements of the agreement are as follows: 1. The DDA employs an Office Manager, who will be available for assistance to the DBA, as per the agreement. 2. The DBA will continue to market and promote downtown Fort Collins at a financial level equal to, or more than FY2001. 3. The DDA has made a commitment of $10,000 to the DBA. Of the $10,000 commitment, the DBA will allocate $8,000 toward the salary of the Office Manager, resulting in the remaining $2,000 being applied as DDA's annual membership dues to the Downtown Business Association. 4. The parties agree to pay on a pro rata basis all other shared costs including, but not limited to, rent, janitorial, telephone, office supplies and computer charges. 5. The DDA maintains one Board of Director seat on the DBA Board of Directors. Following a review of the current needs of both organizations with DBA Executive: Director David Short, no changes to the current agreement are being requested. If the Board elects to enter into this agreement, an amount of $2,000 has been included in this line item for FY2002. DANTOWN DEVELOPMENT AUTHORITY 19 OLD TOWN SQUARE, SUITE 230 FORT COLLINS, CO 80524 January 3, 2002 Mr. Ed Stoner, President Downtown Business Association 19 Old Town Square, Suite 230 Fort Collins, CO 80524 Dear Mr. Stoner, Telephone (970) 484-2020 Telefax (970) 484-2069 The Downtown Development Authority Board of Directors has approved the renewal of the DDA-DBA relationship as established by the jointly signed letter of January 4, 2001. Toward that end, DDA and DBA agree to the continuation of the following arrangement: 1. The DDA will employ an Office Manager whose services will be made available to the DBA providing that: a. Those services provided by the DDA on behalf of the DBA are consistent with the purposes of the DDA as provided for by statute; b. The responsibilities and obligations of the Office Manager to the DDA are not compromised, and that supervision of this position rests solely with the DDA Executive Director and/or the DDA Board of Directors; c. That the Office Manager engages in no activity not permitted by the laws and regulations governing the activity of a public employee. 2. The Downtown Business Association will continue to perform marketing and promotional services at a financial level equal to or in excess of the 2001 program 3. The DDA has made a commitment of $10,000 to the DBA. Ofthe $10,000 commitment, the DBA will allocate $8,000 toward the salary of the Office Manager, resulting in the remaining $2,000 being applied as DDA's annual membership dues to the Downtown Business Association. 4. The parties agree to pay on a pro rata basis all other shared costs including, but not limited to, rent, janitorial, telephone, office supplies and computer charges. 5. The DBA continues to provide one seat on its Board of Directors to the Downtown Development Authority. The DDA Board of Directors resolution authorizing the Chair to sign the letter of agreement is attached. Signed and Agreed to: DOWNTOWN DEVELOPMENT AUTHORITY By: Date: Larry Stroud, Chair DOWNTOWN BUSINESS ASSOCIATION By: Date: Ed Stoner, President RESOLUTION 2002-01 OF THE BOARD OF DIRECTORS OF THE FORT COLLINS DOWNTOWN DEVELOPMENT AUTHORITY AUTHORIZING THE CHAIR TO ENTER INTO A LETTER OF AGREEMENT WITH THE DOWNTOWN BUSINESS ASSOCIATION FOR THE PROVISION OF RECIPROCAL SERVICES WHEREAS, the Fort Collins Downtown Development Authority has been duly organized in accordance with the Colorado Revised Statutes 31-25-804, 1973 as amended; and, WHEREAS, the Board of Directors of the Downtown Development Authority and the Downtown Business Association find it to be in their mutual interests to work together for the improvement of the central business district; and, WHEREAS, the Downtown Development Authority finds the activities of the Downtown Business Association to partially fulfill and be consistent with the statutory purposes of the Downtown Development Authority; and, WHEREAS, the parties understand that a mutual working relationship shall be in accordance with all applicable law governing the operation and conduct of a public body and public employees. NOW, THEREFORE BE IT RESOLVED BY THE BOARD OF DIRECTORS OF THE DOWNTOWN DEVELOPMENT AUTHORITY, that it hereby authorizes the Chair to enter into a Letter of Agreement with the Downtown Business Association to share in the mutually beneficial services as described in the letter attached hereto and incorporated :herein. Term of this agreement shall be for the 2002 calendar year. Passed and adopted at a regular meeting of the Board of Directors of the Fort Collins, Downtown Development Authority this 3'" day of January, 2002. Larry Stroud, Chair ATTEST: Jason Meadors, Secretary/Treasurer DAMowN • dft DEVELOPMENT AUTHORITY 19 OLD TOWN SQUARE, SUITE 230 FORT COLLINS, CO 80524 To: DDA Board of Directors From. Jay HardK3 Date: January 3, 2 2 RE: DDA Liaisons Telephone (970) 484-2020 Telefox (970) 484-2069 A recent Board member inquiry as to the process and timeline of DDA's liaison to the Downtown Business Association has prompted a series of questions regarding liaisons with other organizations. DDA provides representation to the Board of Directors of the One West Building, and an on -going committee/group representation may also apply in such cases as the current staff representation to the Poudre River Property Owners Group. To date, no specific time frame for any Board member or staff, representing the DDA on another Board or committee has been established. Additionally, we do not have a `formal process' for these individuals to report to the DDA Board. Following a brief conference with Lucia Liley, the discussion of a few policy items is encouraged. These items include, but are not limited to: 1. Should DDA liaisons to other organizations have term limits? 2. Should these individuals serve on the Executive Board of the organization for which they are a liaison? Does this create a conflict of interest? 3. How would the DDA Board prefer updates? Monthly, quarterly, or `as needed'? DDA staff does not have a recommendation or opinion on these items. Rather, the desire is to set policy in an effort to effectively respond to these type of inquiries. 0 P. 02/02 DEC-31-01 MON 11:48 DATE: TO MO). SC ik7LC'I' Administrative Services Finance Administration MEMORANDUM December 31, 2001 Say flarcly, Executive. Director, Downtown Dcvcloprncat Authority flan 1Crcmar k, Financial Ofhccr 7" Sales Tax Collections in thc. LlDA by Catc�90ries for Decenroer 2001 As of today, the City has rcccivcd the vast majority of sales tax paymcots for the 1nOntll of December. 'J'lresc payments are based on sales that took place in November. If we look at same location retail activity (those locatioos tla.at also remitted in December of 2000), the results are virtually flat, up 0.1% over last December. If the vendors in the recently annexed areas are included, we let a different story. ; the J)eeernber collections for the DDA are up 49%• Below, the table shows the categories and their corresponding growth rates, without the newly annexed area included. These results are for the December collections only. Calego Construction Manufacturing Wholesalc/Relail. Njroance, Insurance, Real Estate, Serl'ices .Hotel and rood Other Services Combined Total Growth hate C'nmNred to Uecen ber• 'W o please let me know if you have any questions. -65.0% 18.9% 4.1% 15.011/0 15.1% 4.7% 0.1 %