Downtown Development Commission

DOWNTOWN DEVELOPMENT COMMISSION Committee Room - Hartley Dodge Memorial Building Date: January 17, 2019 Time: 7:15 pm REORGANIZATION MEETING MINUTES 1) CALL TO ORDER: This meeting was called to order by Ex-Officio, Director of Business Development Lisa Ellis at 7:18 pm. 2) PLEDGE OF ALLEGIANCE 3) ROLL CALL MEMBERS PRESENT: R. Conley, J. Hoover, J. Hollenbach, S. Whitehorn, M. Tomaszewski, T. Honohan, P. Flemming, L. Lajewski, J. Morris, D. Starker, E. Range, R. Rocco, R. Stern, M. Fabyanski, C. Brady Michael Pellessier MEMBERS ABSENT: A. Adams, B. Cramer, G. Herzog ALSO PRESENT: Lisa Ellis, Director of Business Development 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 2019. Copies of said notice were made available to members of the general public. 5) OATH OF OFFICE: Mayor Conley administered the Oath of Office to the following Commissioners and welcomed, new members. a) Carla Brady, At Large Representative (Unexpired term through December 31, 2020 b) Mark Fabyanski, At Large Representative (Three year term through December 31, 2021 c) Jim Hollenbach, Merchant/Landlord/Business Owner Representative (Three year term through December 31, 2021) d) Suzy Whitehorn, Merchant/Landlord/Business Owner Representative (Three year term through December 31, 2021) e) Allison Adams, Merchant/Landlord/Business Owner Representative (Unexpired term through December 31, 2020) f) Thomas Honohan, Senior Citizen Advisory Committee Representative (Unexpired term through December 31, 2020) g) John Morris, Chamber of Commerce Representative (Three year term through December 31, 2021) 6) ELECTION OF NEW EXECUTIVE BOARD Note: At the December meeting of each year, the ex-officio member, who will be the election officer, will then accept nominations for the position of Chair, Vice-Chair, Secretary, Treasurer and Member-At-Large. All nominations, whether oral or written, must be made, seconded and then accepted by the individual nominated. At the beginning of the January meeting, the election officer will accept any nominations from the floor and call the roll to determine those eligible to receive ballots and cast votes. The election officer will prepare the ballots indicating the officers' title and a space in which the eligible voters can write in their choice for each officer's position. The election officer will distribute the ballots to those eligible to vote. Upon completion of the actual vote, the election officer will collect the ballots and will then tabulate the results. The results will be verified by the Council Liaison and by any member of the Commission who is not running for election and who has been appointed by the election officer. The results for each office will also be posted so all present may view the final count. a.) The following nominations were submitted at the meeting on December 20, 2018. • Nomination for Chairperson: Sue Whitehorn • Nomination for Vice Chairperson: Eric Range • Nomination for Treasurer: Brad Cramer • Nomination for Secretary: Leslie Lajewski • Nominations for Member-at-Large: Jim Hollenbach Additional Nominations: Lisa Ellis called for other nominations from the floor. No other nominations were forwarded. Mayor Conley called for nominations to be closed and proceed to a vote. Motion to approve Slate of Officers for 2019 (as noted above) as a single block Moved by: J. Hoover and Seconded by: R. Stern Voice Vote: Unanimous 7) ADJOURNMENT OF REORGANIZATION MEETING Motion to adjourn Reorganization Meeting at 7:23 pm Moved by: D. Starker and Seconded by: P. Flemming Voice Vote: Unanimous REGULAR MEETING MINUTES 1) CALL TO ORDER: This meeting was called to order at 7:25 pm by the newly elected chair, Suzy Whitehorn. 2) APPROVAL OF DECEMBER 2018 MINUTES Motion to approve December 2018 Minutes as presented Moved by: E. Range and Seconded by: D. Starker Voice Vote: Unanimous 3) TREASURER’S REPORT a) 2019 Approved Budget: Two deposits were made but otherwise no substantive change from the December report. i) Information Only - https://1drv.ms/b/s!AnwS_DqnT6nMg14F0eUD3CrCQOgo 4) FOUNDATION REPORT: Carla Brady reported that the foundation had met on December 20 and approved the 2019 DDC Grant. a) Appointment/election of Madison Main Street Foundation (MMSF) representatives Nominations were made as follows: Carla Brady (nominated by E. Range, seconded by B. Conley) Brad Cramer (nominated by E. Range, seconded by B. Conley) Eric Range (nominated by C. Brady, seconded by B. Conley) Motion to approve slate of MMSF Representatives Moved by: J. Hoover and Seconded by: B. Conley Voice Vote: Unanimous 5) CHAIRMAN/EXECUTIVE BOARD REPORT a) Review and Approve 2019 Meeting Schedule: It had been proposed that the Open Space Committee, which typically meets on the second Wednesday of the month Committee and the DDC could swap dates but the Open Space Committee decided to stay with their current dates. After brief discussion, it was decided that the DDC would maintain a schedule of the third Thursday of each month. Motion to approve 2019 schedule of meetings as presented Moved by: E. Range and Seconded by L. Lajewski Voice Vote: Unanimous b) 2019 Planning Session (February Meeting): Chair Suzy Whitehorn announced that the February meeting will be planning session for 2019 and will include a review of the by-laws/ordinance and committee structure. i) Schedule Executive Committee meeting to review of by-laws by prior to meeting: Lisa Ellis will poll the group regarding getting a meeting scheduled as soon as possible. 6) MAYORAL REPORT: Mayor Conley requested that everyone introduce himself or herself so that the new members would feel welcome. He also announced that he was assembling a task force to review the current borough committees and commissions and evaluate the structure and efficacy of all. In closing, he thanked all for their willingness to serve and dedication to Madison. 7) COUNCIL LIAISON REPORT: Council Member John Hoover gave a recap of the Borough Council meeting held on Monday, January 14. He noted that Lisa Ellis gave an update on the work of the Mayo’s Ad hoc Parking Committee, which will be shared with the DDC tonight. He spoke about the Dog Park Committee presentation and noted that the Council gave their unanimous blessing for the group to proceed with fundraising. He reminded everyone that the Municipal Budget schedule was on rosenet and that everyone should try to attend upcoming budget meetings. 8) PLANNING BOARD REPORT: Peter Flemming noted that the Planning Board had their reorganization meeting on Tuesday, January 15 and that the board leadership structure remained the same as in 2018. They expect to be very busy in the coming months with several projects due to come before them. 9) DIRECTOR OF BUSINESS DEVELOPMENT REPORT a) Parking - Update: Mayor Conley created the Ad Hoc Parking Committee in September of 2018. The committee includes myself, Jim Burnet, representatives from the Chamber of Commerce and DDC, Eric Range, Carla Brady, John Morris, Karen Giambra, Frank Iannarone, Karin Sainato and Lt. Joe Longo and parking Enforcement Officer Cindy Weir of the Madison Police Department. There have been two meetings to date held on September 11 and December 19.  GOALS/OBJECTIVES Find more merchant/commercial permit parking options in order to free up spaces for customers Increase equity and efficiency of commuter/daily parking Address parking inventory management and marketing issues WORK IN PROGRESS o We are evaluating current parking regulations, which includes permit fees, and penalties, and will be ready to make recommendations for changes to Ordinance, Chapter 134 - Parking Lots before the end of the first quarter. o One substantive component of this will be the creation Merchant On-Street Parking Zones. This alone could add approximately 107 spaces. o Raising parking violations fines and making them progressive o Best use of existing parking spaces - can efficiencies be created through adjusting parking schedules? o Shared use Merchant/Commercial and Commuter o Shared use Merchant Commercial and Residential/Tenant o Creating a few “grab and go” 15 minute spaces on Main Street o Engineering firm Omland & Osterkorn, Inc. has been looking at the potential for reconfiguring parking lots to see if spaces can be added without major reconstruction. The Green Avenue Lot and Prospect/Maple Lots seem to have the most potential but this is still under review. They are also looking at the potential to add surface lots in select areas. o We are working on public-private Shared Parking Agreements with BoxCar who has launched a program in New Canaan, CT. Representatives from BoxCar are scheduled to attend the next Ad Hoc Committee meeting later this month. o Continue to work on commuter/daily potential parking app/kiosk solutions for the Train Station Lot and Kings Road Lot NEXT STEPS: o Meet with Ad Hoc Parking Committee (before February 1) o Finalize necessary ordinance changes for introduction o BoxCar presentation and discussion o Once the “where to park” has been finalized, maps and a marketing campaign can be created. o Set-up data collection processes (parking counts, commuter surveys) to help inform decisions on parking going forward. b) Proposal - Hiring “Madison Arts and Events Coordinator”: A draft job description was shared with the group (https://www.dropbox.com/s/ey4y5gcmnrc148v/DRAFT%20JOB%20DESCRIPTION%20- %20MADISON%20ARTS%20AND%20EVENTS%20COORDINATOR.pdf?dl=0). The original intent was always to create a fully equipped arts center, dating back to the negotiations for the sale of the Green Village Road School. The Madison Community Arts Center is built but in order to fulfill the original intent, we will need someone with theater expertise, with connections to that world, to manage the fundraising necessary to finish the space and then to insure that it indeed becomes the thriving arts center that was envisioned. Right now it is an empty shell - drapery, audio visual equipment, lighting, seating will all need to be acquired and the early estimates have all been in the expected range, totaling over $200,000 for the finishes necessary. We have someone ready, willing and able to take on a position like this. He is someone with extensive local theater management experience and possesses the all the necessary connections to take this on. The hope is that this position could be jointly funded in some way between the DDC/MMSF and Borough, for a one year trial. There is potential for this position to pay for itself in time through bookings and ticket sales, etc. Substantive discussion followed the overview provided; it was decided to schedule an executive committee meeting to further review this and then to present a  proposal to the MMSF. c) Marketing Campaign Kickoff: A meeting invitation will be sent to schedule a meeting as quickly as possible. d) 14 Lincoln Place Redevelopment: The redevelopment application has been submitted. It will first be sent to the Historic Preservation Commission for review. An Ad Hoc Application Review Committee was formed to be led by Eric Range. The other members will be Bob Rocco, John Morris, and Melanie Tomaszewski. This review will inform the DDC’s position on the project and could possibly include appearing before the Planning Board. e) Potential Sculpture Garden (Property beyond METC): There was discussion regarding having the borough property professionally surveyed. Lisa Ellis will prepare an agenda recommendation for Mayor and Council that clearly illustrates the objective. 10) STANDING COMMITTEES (CURRENT): It was decided that only the committees that had immediate work to do would be set now. The entire committee structure will be reviewed during the February planning session. The Mayor, Council Liaison and DDC Chair will be invited to all committee meetings. Sign & Façade 2019: (Eric Range, Suzy Whitehorn, Leslie Lajewski, Karen Giambra, Tom Honohan)  Reviews and submits recommendations on all sign permit applications, new or replacement, submitted for commercial uses referred by the Zoning Officer.  Reviews referred Master Signage Plans and submit recommendations to Planning Board or Zoning Board of Adjustment.  Adheres to all regulations put forth in Chapter 195. Land Development, Article V. Zoning, § 195- 34. Signs, while conducting all review processes. PIC (Public Improvement):  Creates plans and projects to improve the streetscape and public spaces in the Downtown District.  Helps to develop financial incentives and strategies for potential rehabilitation projects.  Explores strategies to improve available shopper parking in the Downtown District. University Relations:  Works to strengthen the connection between the administrative leaders of the three local Universities and with the Commission.  Seeks strategies to help engage the University Student Population in the activities of the Commission and in all aspects of the Downtown District.  Creates events and support existing events that further Town-Gown connectivity such as the University Town Tour Program, which brings new university students into Madison for a tour of our Downtown. Marketing and Economic Development 2019: (Eric Range, Leslie Lajewski, Carla Brady, Deb Starker, Melanie Tomaszewski, John Morris, Karen Giambra, Michael Pellessier, Russell Stern, Jim Hollenbach)  Monitors the Downtown District's current economic conditions and identify opportunities for market growth.  Develops programs, events and initiatives working with the Chamber of Commerce to strengthen existing businesses and recruit new ones.  Creates, with consultants as necessary, a comprehensive marketing plan that will be issued to support current and future programs and that will showcase the Downtown and expand the Madison brand. 11) AD HOC COMMITTEE AND PROJECT UPDATES: These are listed primarily for informational purposes only the items highlighted will be discussed. a) Taste of Madison (Monday, March 18, 2019):  b) May Day (May 4, 2019) c) Madison Into Yellow (May 5 through 12) d) DDC/MACA Sidewalk Art Gallery & Gala (inactive) e) Farmers’ Market (Thursdays, May 24 - October 24, 2019) f) Drew University Town Tour (TBD) g) Bottle Hill Day (Saturday, October 5, 2019): h) Downtown Concert Series w/METC (June 28, July 12, July 26, August 9, August 23 and September 6, 2019) i) MACA/DDC Holiday Arts Festival (Friday and Saturday, November 29 and 30, 2019) j) Rose City Summerfest (June 15, 2019) i) Volunteers for Ad Hoc Event Committee: An ad hoc event committee was formed and a meeting will scheduled immediately. The members are Melanie Tomaszewski, Russell Stern, Suzy Whitehorn, Leslie Lajewski, Bob Rocco, Carla Brady, Mark Fabyanski. 12) OLD BUSINESS: There was none discussed. 13) NEW BUSINESS: There was none discussed. 14) INVITATION FOR DISCUSSION FROM THE PUBLIC: There were no members of the public present. 15) ADJOURNMENT Motion to adjourn at 8:31 pm Moved by: E. Range and Seconded by: B. Conley Voice Vote: Unanimous NEXT MEETING: Regular Meeting and Executive Board Meeting TBD.