Downtown Development Commission

DOWNTOWN DEVELOPMENT COMMISSION Committee Room - Hartley Dodge Memorial Building Date: October 15th, 2015 Time: 7:15pm MEETING AGENDA 1) CALL TO ORDER 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL R. Conley M. Byrne G. Herzog E. Range A. Baillie B. Cramer J. Hollenbach B. Short J. Burnet C. Erezuma L. Jasen D. Starker R. Stern C. Brady M. Kopas S. Whitehorn M. Fabyanski P. Flemming L. Lajewski M. Zimmerman 4) OPEN PUBLIC MEETINGS ACT: In compliance with the open public meetings act, adequate notice of this meeting of the Downtown Development Commission was provided by distributing the Annual Meeting schedule to the Madison Eagle and Morris County Daily Record, posting a copy on the bulletin board at the main entrance to the Hartley Dodge Memorial Building, posting a copy on the Borough website, and filing a copy with the Borough Clerk, all on or about the first week of January 2015. Copies of said notice were made available to members of the general public. 5) APPROVAL OF AUGUST 2015 MINUTES (See brief notes from September meeting below. There are no official minutes as attendance was below the threshold for a quorum) 6) CHAIRMAN/EXECUTIVE BOARD REPORT 7) TREASURER’S REPORT 8) MAYOR’S REPORT 9) COUNCIL LIAISON REPORT 10) PLANNING BOARD REPORT 11) FOUNDATION REPORT 12) ASSISTANT BOROUGH ADMINISTRATOR’S REPORT a) Borough Social Media Policy 13) PRESENTATION/DISCUSSION: a) Jim Hollenbach – New Idea! PowerPoint b) Lisa Ellis - Sample Videos 14) COMMITTEE REPORTS: a) PIC (Public Improvement): Mark Fabyanski b) University Relations: Carla Brady c) Sign & Façade: Craig Erezuma d) Marketing/Branding: Eric Range 15) AD HOC COMMITTEE AND PROJECT UPDATES a) Scavenger Hunt (Saturday, March 21, 2015) 1 b) Taste of Madison (Monday, March 30, 2015) Page  c) May Day (Saturday, May 2, 2015) d) DDC/MACA Sidewalk Art Gallery & Gala (Gala date: Saturday, October 24, 2015) e) Farmers’ Market (Thursday, June 4th to October 15th. The hours will be 2:00 - 7:00pm) f) Drew University Town Tour (Monday, August 24, 2015) g) Bottle Hill Day (Saturday, October 24, 2015): i) Update on event: Vendors, Sponsorships and Volunteer Recruitment ii) Incorporation of Art Gala into the Beer Garden tent h) Sidewalk Sounds - Sidewalk Sounds will take place every Thursday evening in the Farmers’ Market between June 4th and October 15th. In addition seven Saturday performances have been added. The Saturday dates are June 20th, July 18th, August 1st, August 15th, August 28th, September 12th and will culminate with a final performance on September 26th i) Historic Town Tour j) Friday Night Concert Series w/METC - The dates for this summer are June 26th, July 10th, July 24th, August 7th, August 21st and September 4th k) Wayfinding 16) OLD BUSINESS 17) NEW BUSINESS 18) INVITATION FOR DISCUSSION FROM THE PUBLIC 19) ADJOURNMENT NEXT MEETING: Thursday, November 19, 2015 at 7:15pm, Committee Room - Hartley Dodge Memorial Building. Executive Board Meeting will be held on Tuesday, November 10, 2015 at 8:15am. 2 Page  DOWNTOWN DEVELOPMENT COMMISSION Committee Room - Hartley Dodge Memorial Building Date: September 17, 2015 Time: 7:15pm MEETING NOTES Mayor Conley, Councilwoman Astri Baillie, Russell Stern, Brad Cramer, Deb Starker, Marsha Ann Zimmerman and Lisa Ellis were in attendance. The meeting entailed informal discussion on the Treasurer’s Report, Holiday Gift Check Program, Bottle Hill Day and various other topics. No formal action could be taken as a quorum of the Commission was not reached. DOWNTOWN DEVELOPMENT COMMISSION Committee Room - Hartley Dodge Memorial Building Date: August 20, 2015 Time: 7:15pm MEETING MINUTES 1) CALL TO ORDER a) This meeting was called to order at 7:17pm by Chairman Russell Stern 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL MEMBERS PRESENT: R. Stern M. Fabyanski B. Short R. Conley J. Hollenbach S. Whitehorn B. Cramer M. Kopas M. Zimmerman C. Erezuma L. Jasen MEMBERS ABSENT: A. Baillie, J. Burnet, C. Brady, M. Byrne, P. Flemming, G. Herzog, L. Lajewski, E. Range, B. Short, D. Starker, Also Present: Lisa Ellis, DDC Program Director, Robert Rocco of Provident Bank 4) OPEN PUBLIC MEETINGS ACT: In compliance with the open public meetings act, adequate notice of this meeting of the Downtown Development Commission was provided by distributing the Annual Meeting schedule to the Madison Eagle and Morris County Daily Record, posting a copy on the bulletin board at the main entrance to the Hartley Dodge Memorial Building, posting a copy on the Borough website, and filing a copy with the Borough Clerk, all on or about the first week of January 2015. Copies of said notice were made available to members of the general public. 5) APPROVAL OF JUNE 2015 MINUTES (JULY MEETING WAS CANCELLED) Motion to approve June 2015 Minutes as presented Moved by: M. Kopas and Seconded by: R. Conley Voice Vote: Unanimous 6) CHAIRMAN/EXECUTIVE BOARD REPORT: Chairman Stern gave a brief report. He suggested that a list of all 3 the awards, recognition and accolades that have been received by the Borough and the Downtown be Page  recorded in a single document. He spoke about John Hoover resigning from the DDC ahead of his planned relocation out of state. It was noted that there would be a farewell celebration for John Hoover at Rocco’s on Monday evening at 6:00pm at Rocco’s. 7) TREASURER’S REPORT: Brad Cramer noted that the balance sheet is up. There was discussion about some challenges with the individual event budgets. 8) MAYOR’S REPORT: Mayor Conley reported about the Council’s plans to address the vacancy left with Jim Burnet moving to a new role as the Borough’s CFO. He noted that nothing has been decided but that it will be addressed later this year. Mayor Conley also talked about the very successful QuestCares Softball game that was held on July 28th. 9) COUNCIL LIAISON REPORT: There was no report. 10) PLANNING BOARD REPORT: There was no report. 11) FOUNDATION REPORT: There was no report. 12) ASSISTANT BOROUGH ADMINISTRATOR’S REPORT a) There was a discussion of the future of the Theater on Lincoln Place. There was support for continued advocacy of maintaining the Theater. b) Proposed purchase of two planters with evergreens to be used to protect the Marquee from damage i) Quote from J & M Home and Garden for $594.33 and photographs (attached) Motion to approve the purchase from J & M Home and Garden for $594.33 Moved by: M. Kopas and Seconded by: M. Fabyanski Voice Vote: Approved by a majority. Larry Jasen abstained c) There was a discussion on new ways to make the downtown more successful. The issue of liquor licenses was part of that discussion. There was general approval of finding ways to work cooperatively with the Planning Board and Chamber of Commerce. There was discussion of holding a “Downtown Visioning Workshop” in the near future. Craig Erezuma brought up the concept of creating a “Business Incubator” in one of the open storefronts in town. 13) PRESENTATION/DISCUSSION: There was no planned presentation for this meeting. 14) COMMITTEE REPORTS: a) PIC (Public Improvement): Mark Fabyanski reported that Wi-Fi Project would be discussed by the Borough Council at an upcoming meeting. There was nothing new to report on the Theater Marquee. b) University Relations: There was no report. c) Sign & Façade: There was no report. d) Marketing/Branding: There was no report. 15) AD HOC COMMITTEE AND PROJECT UPDATES a) Scavenger Hunt (Saturday, March 21, 2015) b) Taste of Madison (Monday, March 30, 2015) c) May Day (Saturday, May 2, 2015) d) DDC/MACA Sidewalk Art Gallery & Gala (Gala date: Saturday, October 24, 2015). Larry Jasen suggested that consideration be given to creating lithographs or posters that would be sold in addition to the auction of the banners. e) Farmers’ Market (Thursday, June 4th to October 15th. The hours will be 2:00 - 7:00pm). The budget was discussed and though it will come in very close, it will be watched and reevaluated for next year. No action needs to be taken at this time. f) Drew University Town Tour (Monday, August 24, 2015). Mike Kopas asked that anyone willing to serve 4 as a tour guide for the event contact Carla Brady to confirm their participation. Page  g) Bottle Hill Day (Saturday, October 3, 2015): Application coming in daily. The Sponsorship Packet has been sent out. It was noted that the amount originally budgeted was below last year’s expenditures. The budget tracking has become more events based. A correction will be needed and it was decided that additional funds be transferred from the Advertising/Promotion to the Bottle Hill Day line. Motion to approve the transfer of $10,000 from the Advertising/Promotion Budget line to that of Bottle Hill Day Moved by: S. Whitehorn and Seconded by: L. Jasen Voice Vote: Approved by a majority. Brad Cramer abstained h) Sidewalk Sounds - Sidewalk Sounds will take place every Thursday evening in the Farmers’ Market between June 4th and October 15th. In addition seven Saturday performances have been added. The Saturday dates are June 20th, July 18th, August 1st, August 15th, August 28th, September 12th and will culminate with a final performance on September 26th. The budget for Sidewalk Sounds originally did not reflect the increase in the stipends paid to the performers. The budget line will be corrected for next year but no action is needed at this time. Lisa Ellis recommended that there be consideration given to expanding the METC Downtown Friday Night Concert Series next year in lieu of the Saturday performances which have not been well attended. i) Historic Town Tour: Craig Erezuma reported that the next steps on this are in the hands of Mark DeBiasse the Supervisor of Humanities for the Madison Public School District. There will need to be curriculum written. j) Friday Night Concert Series w/METC - The dates for this summer are June 26th, July 10th, July 24th, August 7th, August 21st and September 4th. The concerts have been very well received and attendance has been great. k) Wayfinding: Craig Erezuma reported that the next steps were in the hands of the Borough’s Purchasing Department as a payment needs to be processed in order for the vendor to begin fabrication of the four planned signs. Lisa Ellis will follow up and make sure that this is taken care of. 16) OLD BUSINESS 17) NEW BUSINESS a) Proposed Purchase of Event Barriers (Pricing and Illustration Attached). The minimum purchase is 10 pieces at $106.00 each, total $1060.00. This was approved though no formal action was needed as they will be purchased within the Bottle Hill Day event budget. b) There is a need to elect a new Secretary in September. Mayor Conley noted that he will need to appoint someone to fill John Hoover’s spot on the Commission. c) Update of the DDC “Meet the Commissioners” tab and contact information. Lisa Ellis reported that she still has not received the requested information from all of the Commissioners but will hold off until the new Borough website is up and running to determine what this page will look like going forward. 18) INVITATION FOR DISCUSSION FROM THE PUBLIC: There was no discussion. 19) ADJOURNMENT Motion to adjourn at 9:10 pm Moved by: M. Kopas and Seconded by: M. Fabyanski Voice Vote: Unanimous 5 Page