SEPTEMBER 2007

DELHI CHARTER TOWNSHIP REGULAR MEETING DOWNTOWN DEVELOPMENT AUTHORITY SEPTEMBER 25, 2007

The Downtown Development Authority Board of Directors met in a regular meeting, Tuesday, September 25, 2007 in the Multipurpose Room at the Community Services Center, 2074 Aurelius Road, Holt, Michigan. The Pledge of Allegiance was recited.

MEMBERS PRESENT:
Howard Brighton, Kim Cosgrove, Stuart Goodrich, Howard Haas, Jane Olney, Gary Smith and DiAnne Warfield

MEMBERS ABSENT:
Ted Darbor and Nanette Miller

OTHERS PRESENT:
Al McFadyen, DDA Director, Barry Wood, Keystone Design Group

APPROVAL OF MINUTES
Goodrich moved, Olney supported, to approve the August 22, 2007 meeting minutes. Mrs. Cosgrove noted a correction on the fund balance of the Treasurer’s report given at the meeting. With this notation, a voice vote was recorded as all Ayes.

PUBLIC COMMENT
There was no public comment.

SET/ADJUST AGENDA
Add agenda item #8: Set public hearing on the DDA Budget to October 23, 2007.

PRESENTATION

1. Barry Wood, Keystone Design Group: Update on Plans to Renovate Former Fire Hall Into Senior Center

Mr. Wood reviewed with the Board in some detail the proposed allocation of interior space and preliminary floor plan for the renovation of the former fire hall. He discussed the potential for expanding the building and answered the Board’s questions on various aspects of the preliminary design. The main dining and gathering area provided seating for 90 and space was also provided for a kitchen, lobby and offices for the Parks and Recreation Department. Some of the Board members expressed interest in looking at the proposed layout in greater detail and Mr. Wood suggested a small committee be formed to discuss various aspects of the design further and advise him accordingly. It was agreed that this committee would be formed with DDA Board members. Mr. Wood advised that he envisioned two meetings with the committee to review and discuss design elements. BUSINESS

2. Authorize Keystone Design Group to Complete Tasks 1-5 of their Proposal for Architecture, Engineering and Interior Design Services for 2150 Cedar

Mr. McFadyen reviewed his memo of September 19, 2007 on the subject of the architectural services proposed to be provided by Keystone in connection with the potential renovation of the former fire hall building. In order for Keystone to proceed to the next phases of their scope of services, it is necessary that the Board formally authorize Keystone to complete all of their scope of services through task number 5. This will include completion of design development, plans and specifications along with the advertisement for bids, analysis of bids and award of contract.

Goodrich moved, Olney supported, that the Delhi Charter Township Downtown Development Authority Board of Directors authorize Keystone Design Group to complete tasks 1 through 5 as outlined in their proposal for engineering, architectural and interior design services dated July 9, 2007 at a total cost not to exceed $52,000.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield Nay: None MOTION CARRIED

3. Approve Award of Contract for Cedar Heights Infrastructure Design Services to Fleis & Vandenbrink Engineers, Inc.

Mr. McFadyen discussed his memo and the process used to recommend the selection of Fleis & Vandenbrink to the Board. He introduced Mr. Jim Lynch of Fleis & Vandenbrink and thanked Gary Smith for his assistance in reviewing and evaluating the several proposals received by the DDA from consulting engineers.

Olney moved, Goodrich supported, that the Delhi Charter Township Downtown Development Authority Board of Directors accept the proposal from Fleis & Vandenbrink Engineering, Inc. dated August 8, 2007 to provide professional design and engineering services for the Cedar Heights Infrastructure Improvements. It was further moved that the DDA’s Executive Director be authorized to enter into an agreement with Fleis & Vandenbrink Engineering, Inc. for these services in accordance with this proposal.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield Nays: None

MOTION CARRIED

4. Authorize Utility Relocation Expenditures in Connection with the Cedar Street Decorative Lighting Project

Mr. McFadyen reviewed his memo and introduced Mike Bristor from Landscape Architects and Planners (the DDA’s design consultant for the lighting project) who was present to answer Board members’ questions. Mr. Smith requested that the legal status of Challenger Technology (fiber optic carrier) be verified prior to the issuance of payments to relocate their facilities. It was agreed that Challenger’s status would be verified.

Cosgrove moved, Brighton supported, that the Delhi Charter Township Downtown Development Authority Board of Directors authorize the DDA’s Executive Director to incur utility relocation expenses in connection with the extension of the Cedar Street Decorative Lighting Project as follows:

Consumers Energy - Not to exceed $199,439
A.T. & T. - Not to exceed $115,583
Comcast Cable - Not to exceed $87,165
Challenger Technology - Not to exceed $20,339

It was further moved that all utility relocation expenses be charged to the DDA’s FY 2007 Infrastructure Budget, Decorative Light Project.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield Nays: None

MOTION CARRIED

5. Approve Purchase of Additional Lampposts and Fixtures for Holt Road Sidewalk Project

Mr. McFadyen explained that the vendor for the Cedar Street lampposts and fixtures (Kendall Electric) has agreed to hold to the same price for additional units through the fall in case the DDA desired to purchase additional lights for the Holt Road sidewalk project. He added that he considered Kendall Electric’s price ($1,943.71 each for concrete poles with standard light fixtures) to be very good. Landscape Architects and Planners have completed a preliminary layout and recommend purchasing 58 posts and 2 spares for a total order of 60 posts and fixtures.

Olney moved, Goodrich supported, that the Delhi Charter Township Downtown Development Authority Board of Directors approve the purchase of 60 additional lampposts and light fixtures from Kendall Electric of Lansing at a cost of $116,622.60 for the Holt Road Sidewalk Project. The cost is to be charged to the DDA’s FY 2007 Infrastructure Budget.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield

Nays: None

MOTION CARRIED

6. Approve Amendment 1 to C2AE’s Agreement for Engineering Services in Connection with the Delhi NE-Depot Street Infrastructure Project

The Board discussed the presentations made by Scott DeVries of C2AE in July and August along with the follow-up memo from Mr. McFadyen. In recognition of the substantial increase in the scope of the Delhi NE Infrastructure Project, C2AE has presented a revised scope of services and budget for their engineering services. The total project cost is now estimated to be $4 million. C2AE’s has presented a revised scope of service along with an increased fee to $202,000.

Warfield moved, Smith supported, that the Delhi Charter Township Downtown Development Authority Board of Directors approve Amendment 1 to the Infrastructure Design Project for Delhi NE-Depot Street with C2AE of Lansing, MI. in accordance with C2AE’s proposal of September 10, 2007. The cost will be charged to the DDA’s FY 2007 Infrastructure Budget.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield
Nays: None

MOTION CARRIED

7. Approve Lease of Former Baker Auto Brokers Building to Holt Community Food Bank

This item was introduced at the August meeting and a formal proposal from the Food Bank was received after the August Board meeting. Mr. McFadyen discussed the memo he prepared for the Board summarizing the terms proposed by the Holt Community Food Bank.

Goodrich moved, Warfield supported, that the Delhi Charter Township Downtown Development Authority Board of Directors authorize the lease of the former Baker Auto Brokers building and adjacent parking at 1465 Cedar Street to the Holt Community Food Bank for the sum of $1.00 per month with the Food Bank paying all occupancy expenses, including maintenance, insurance and utilities, that the lease be for a month to month term cancellable with 90 days notice and that the DDA be named as additional insured on all insurance policies pursuant to the lease. It was further moved that the DDA’s attorney draft a lease agreement between the DDA and the Food Bank incorporating these provisions and that the DDA’s Executive Director be authorized to execute same for and on behalf of the DDA.

Ayes: Brighton, Cosgrove, Goodrich, Haas, Olney, Smith and Warfield
Nays: None

MOTION CARRIED

8. Set FY 2008 DDA Budget to Public Hearing

Olney moved, Goodrich supported, to set the Public Hearing on the FY 2008 Budget at the October 23, 2007 DDA Board meeting.

A Voice Poll Vote was recorded as All Ayes

MOTION CARRIED

REPORTS

Executive Director - Mr. McFadyen reviewed his monthly report with the Board.

Marketing Committee - Ms. Olney briefly discussed the latest items taken up by the Advertising and Marketing Committee. The next breakfast business focus group meeting is scheduled for October 15, 2007 and the next regular committee meeting will occur on October 1, 2007

Planning Commission - Mr. Smith reported on the latest Master Plan amendments approved by the Planning Commission along with the site plan recently approved by the Planning Commission for the Dart printing operation expansion on Depot Street. This is the parcel at the southeast corner of Depot and Delhi NE and the Dart Corporation intends to add 29,000 square feet to the building at this location.

Supervisor
Township Supervisor Goodrich reported on the status of the budget review process for the FY 2008 Township Budgets.

Treasurer
Mrs. Cosgrove reported that the fund balance as of 8/31/07 was $5,099,471.

Members
There was a brief discussion of the recent closure of the Holt Community Pharmacy.

ADJOURNMENT The meeting was adjourned at 8:20 on a voice vote.

Last updated: February-27-2009

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