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HomeMy WebLinkAbout1991-02-13 EDDA MINUTES• RECORD OF PROCEEDINGS 100 Leaves FORM 5G c. F. HOECKEL e. B. a L. co. ENGLEWOOD DOWNTOWN DEVELOPMENT AUTHORITY 3333 south Bannock -Englewood, Colorado 80110 Members Present: Members Absent: Staff Present: Visitors/Guests: MINUTES February 13, 1991 Hathaway, Shepherd, Close, Tomooka, Birdsall, Green, Pendleton, McElhinney Oxman, Steele Hayes, Persinger Mayor Susan Van Dyke, Pat Crow The regular meeting of the Englewood Downtown Development Authority Board of Directors was called to order by Chairman Gordon Close at 12:17 p.m. Chairman Close welcomed Mayor Van Dyke and Pat Crow, city clerk, to the meeting today and asked that the meeting move ahead on the agenda to the swearing in of Mr. Neil McElhinney. Chairman Close welcomed N. McElhinney to the EDDA and asked Pat Crow to officially swear him in as a new board member. N. McElhinney was sworn in and P. Hayes thanked Pat Crow for coming to the meeting today. Chairman Close asked for a motion to accept the .Minutes as written from the January 9 , 19 91 meeting. D. Green recommended an amendment to the Minutes under Treasurer's Report. D. Green stated relative to the minutes, the $27,995 figure is inaccurate. D. Green explained what he thought to be correct and his recommendation was to reword the second sentence to read: "P. Hayes stated that actual expenditures year-to-date exceeded revenues by $20,790 as a result of prepaying the bank loan to First Interstate Bank in the amount of $61,104. She also stated that this was a planned expenditure and that money was approved and withdrawn from the General Fund balance to cover this expense." L. Shepherd asked how we arrived at that figure. Discussion ensued regarding revenues exceeding year-to-date expenditures. G. Birdsall stated he and P. Hayes had met with Julie Lucas, chief accountant for the City of Englewood, in regards to the $61,104 payment to First Interstate Bank to prepay the loan. Julie Lucas suggested making another line entry to our treasurer's report. L. Shepherd stated he would like to see the report show actual monies coming in and out and why that figure of $61,104 is not included in the total figures on our report. P. Hayes stated she would talk with Julie Lucas regarding this matter. G. Birdsall noted he was going to meet with Julie Lucas on other questions, so he would talk with her on this matter as well. P. Hayes noted she would meet with G. Birdsall and Julie Lucas. P. Hayes also stated 1991 reports will show a deficit by the end of the year due to the RECORD OF PROCEEDINGS 100 Leaves FORM 50 C. F, HOECK EL a. a. It L. co. MINUTES February 13, 1991 Page Two general fund money being included under revenues. R. Hathaway seconded the motion by D. Green to amend the minutes as stated above. The motion to amend the minutes as stated was approved by voice vote. Chairman Close asked for including the amendment. to accept the minutes. vote. TREASURER'S REPORT a motion to accept the minutes as written, R. Hathaway moved, seconded by w. Tomooka The motion passed unanimously by voice G. Birdsall stated the report showed expenditures exceeded revenues because of the $61,104 transfer of funds from the General Fund and the $12,319, collected as a result of contributions or projects/promotions not being reflected as actual income on the statement. G. Birdsall stated with those figures included in the actual income, the report should show a positive figure of $29,523. G. Birdsall also noted P. Hayes and c. Persinger did very well keeping operating expenses under budget. There was more discussion regarding having a more complete report in the future. Chairman Close agreed and asked that G. Birdsall and L. Shepherd meet to reconstruct the Treasurer's Report. R. Hathaway moved, seconded by B. Pendleton to accept the Treasurer's Report. The motion passed by voice vote. CHAIRMAN'S REPORT Chairman Close thanked everyone for their support and attendance at the Merchant Town Meeting and said the meeting went well. Chairman Close asked Mayor Van Dyke to comment on the meeting. Mayor Van Dyke felt it was a productive meeting and she was pleased with the partnership between the EDDA and City Council. Mayor Van Dyke also noted she hopes to meet with P. Hayes and Chairman Close regarding a follow-up to · the meeting. Chairman Close commented on . the citizens that were there, and felt it worked out well. w. Tomooka agreed. Chairman Close stated the informality of the first meeting was a good setting for future meetings. B. Pendleton congratulated the Mayor for the turnout of city employees. He was also impressed by the fact that the only anti-business comments made were on the signage issue. More discussion ensued regarding topics discussed at the meeting. R. Hathaway suggested a follow-up questionnaire be done. B. Pendleton also suggested an agenda be done stating particular topics for discussion, rather than an open forum. Chairman Close agreed with that suggestion for the second meeting. D. Green felt the turnout was good and thought the meeting went well, adding he heard no negative comments about the meeting. He also said he would like to see a more structured agenda and also a • FORM so C. F. HOECKE L a. a. a L. co. MINUTES February 13, 1991 Page Three • RECORD OF PROCEEDINGS 100 Leaves moderator to help control time and structure. W. Tomooka also felt the attendance was superb and felt there was an "angry town out there". W. Tomooka also noted he thought most comments were directed toward .the city manager. He feels at the next meeting Roger Fraser should address the concerns from the first meeting and let the people know he is working with them to correct the problems. Mayor Van Dyke commented that at this point Mr. Fraser is already starting to address some issues. Chairman Close stated he and P. Hayes would be meeting with Mayor Van Dyke to discuss the next meeting. D. Green also suggested that for the next meeting an agenda go out with specific topics so that people with those particular concerns can definitely be there. Chairman Close thanked Mayor Van Dyke and the board for all their comments. DIRECTOR'S REPORT sign Program P. Hayes asked everyone to recall the budgeted amount of $75,000 for the sign program and stated she needs to understand the priorities of the board regarding signage. P. Hayes noted that she understood the board was interested in building signs along Broadway, a special event sign in front of The Plaza, and various signs to denote "downtown Englewood." She asked the board if there were any additional ideas for signs and said she also needed help in prioritizing the signs. She also stated she would like to get a special events sign up soon, because the first concert is in May. P. Hayes noted she spoke with Jim Kavinsky, parks director for the City of Englewood, and he stated the City could build a sign for us at a maximum of $500. P. Hayes stated she would like to work with a sign company by having them evaluate our problem areas and give us their proposed suggestions. L. Shepherd was concerned because he stated he didn't recall a specific amount being budgeted for signage. P. Hayes stated she distinctly remembers $75,000 being discussed within the marketing plan for 1991 prior to today's meeting. Discussion ensued regarding budget for the sign program. L. Shepherd stated his concerns in regards to other possible sign programs being done by the City of Englewood, Greater Englewood Chamber of Commerce and the EDDA and felt the three parties should coordinate their ideas for sign programs and felt consistency was important. Mayor Van Dyke stated she would do some follow-up with the City regarding their sign program. Chairman Close felt by having a sign company working with the EDDA, we could take the lead role and have the others follow our ideas and keep it consistent. All agreed coordination is important. w. Tomooka feels the signs should focus on the merchants. P. Hayes inquired about having signs that denote "downtown Englewood" or just having the accent light poles in ·downtown Englewood denote "downtown". Chairman Close stated he didn't feel the light poles did .anything to denote • f'ORM 50 C. F. HOECK EL 8 . 8 . & L. CO. MINUTES February 13, 1991 Page Four RECORD OF PROCEEDINGS 100 Leaves "downtown Englewood". P. Hayes stated she would like to have the City build a special events sign now, then replace it at a later date, if necessary, with whatever sign program and design was in place. Due to the first concert being in May, however, she felt a special event sign was top priority. N. McElhinney felt the EDDA would receive more for their money with suggestions from the sign company. P. Hayes stated she would find out the contact at the City regarding signs and put together a bid package for signs along Broadway, signs that denote "downtown Englewood, and a sign for the Plaza at Little Ory Creek. She will then pass this by the board for their comments. In the interim, however, the board approved construction of a special event sign by the Parks Department. 3rd Annual sounds of summer in the Plaza at Little pry creek P. Hayes referred to the concert schedule distributed to the board members before the meeting. She quickly revi~wed the scheduled entertainment. P. Hayes also mentioned Affiliated First National Bank of Englewood and Melody Music and Sound will be the sponsors once again this year. Also, in order to promote merchants further during the concert series, P. Hayes suggested the possibility of having each concert performance sponsored by a maximum of three merchants and then heavily promoting them throughout the evening. In exchange for sponsorship, merchants would be asked to donate a prize which would be raffled off during the evening. P. Hayes also mentioned that L. Shepherd and Chairman Close previously had mentioned kicking-off the Sounds of summer Concert Series with a chili supper for the merchants and then inviting them personally to the concert. Incentive Program P. Hayes stated since neither Rich Wanush nor Pam Pepper was able to attend today's meeting, the information to be discussed would be postponed until March's meeting. Marketing Plan P. Hayes noted to Mayor Van Dyke that copies of the Marketing Plan would be distributed to City Council as soon as available. P. Hayes stated that following the Executive Board meeting, concerns were addressed regarding the marketing plan topics, "aid to other agencies" and "advertising." She asked W. Tomooka if he would lead the discussion beginning with his concerns. W. Tomooka was concerned with the $10,000 amount noted for Economic Development and stated the spirit to help is there, but felt that Economic Development should develop a plan and propose that plan and dollar amount to the EDDA, then have the EDDA help as they see FORM 50 C. F. HOECKEL 8 . 8. a L. CO. MINUTES February 13, 1991 Page Five • RECORD OF PROCEEDINGS 100 Leaves fit. In this way, the EDDA would not be locked into a dollar amount and could raise or lower the contribution, as deemed necessary. W. Tomooka also felt that the EDDA should have a contingency fund to help agencies, prioritize the means in which the EDDA can help these agencies, and then offer a dollar amount in which the EDDA can help. All agreed. P. Hayes asked for further comments. L. Shepherd's comments focused on advertising and stated he was concerned about spending the EDDA's money on smaller advertising projects to help the merchants rather than pool the money together and develop one large ad campaign. He felt promoting the entire area was more beneficial than subsidized advertising for each merchant. N. McElhinney agreed that consolidation would be better for the money spent. B. Pendleton inquired as to the merchant's response from the 1990 holiday subsidized ad campaign and asked whether business increased for the participating merchants. P. Hayes stated she did not have any follow-up information. Discussion ensued on various types of advertising for the merchants versus consolidating advertising for the area .as a whole. w. Tomooka commented that prior to P. Hayes becoming director of the EDDA, the subsidized advertising had not worked, and felt the basic reason we had merchants participate in the 1990 Holiday Ad campaign was because it was inexpensive to do. P. Hayes agreed to that statement and noted the subsidized ads are supplemental and stated she was agreeable to an overall advertising campaign. She also wanted, however, to reserve money to advertise for special events. And, she would like to see the EDDA have an overall theme in which to advertise. L. Shepherd would like to see four or five ads done and incorporate our special events into them rather than subsidized advertising. At this point in the discussion, P. Hayes asked if she should forget the subsidized advertising and focus on other means of advertising. As a merchant, w. Tomooka thanked the EDDA for their help in regards to advertising, but felt it was time to move on to other ways to promote the merchants. Chairman Close commented · he would like to see a relationship between Littleton and Englewood with different events and felt we would have better access to media, publicity, and advertising. L. Shepherd agreed. D. Green reminded all that the EDDA needs to be careful in regards to the type of events we do. He said we need events that will bring the people to Englewood to shop and not just to follow the event and then leave. P. Hayes asked if these were the only issues to be discussed. N. McElhinney, vice president of hospital operations at Swedish Medical Center, stated we need to keep our money in the area and spend it on the people already here, rather than spending it on people from surrounding areas and felt word of mouth advertising • FORM so C. F . HOECKEL a. a. a L. co. MINUTES February 13, 1991 Page Six • RECORD OF PROCEEDINGS 100 Leaves was important. w. Tomooka also agreed that if we start with our own people, then word will spread as to what Englewood has to offer. B. Pendleton asked about the 5,000 coupon booklets to be passed out again at Farmers Market and P. Hayes stated per the surveys and people's comments that the merchants would like to see the booklets again this year. The merchants also felt it was a good form of advertising even though there was not alot of response to the coupons. P. Hayes stated there was a typo on the marketing plan referring to the sign program being completed in 1992; the year should read 1991. She said she would make the necessary changes, including the "aid to other agencies" and "advertising" changes, and send the corrected copies out to the board and city council, per their request. As Rich Wanush was not able to attend today's meeting, there was no report. other Chairman Close noted the planned trip to tour Estes Park's downtown public improvements scheduled for Thursday, April 25, would not work for him and asked that the trip be rescheduled. P. Hayes noted a Friday trip was not possible due to prior scheduling commitments in Estes Park, but said she will check back with the Estes Park representative to reschedule. L. Shepherd requested the date be rescheduled after the April 25 date due to tax season. As there was no further business, Chairman Close thanked all for coming and adjourned the meeting at 1:52 p.m.