DDA - August 10, 2026

0:02 We're good. Perfect. >> Yay. >> Okay. >> For those of us who remember that >> 6 p.m. take the opportunity to call this meeting to order for the downtown development authority regular board meeting Monday, August 10th. And if I could get a roll call, please. >> Rasca >> here. Heric Kos here. Elliot >> here. >> Brandon >> here. >> Wingle. McConna >> here. >> Coxy. >> Here. >> Okay,

0:48 we're all good. We need to excuse uh the three missing individuals. So, I need a motion to excuse their uh Heric Wingle Meer and Kusky. >> Can we separate those, please? >> Sure. Would you like to How do you want them separated? >> Um, I don't know. Someone else can make the motion. I just wanted to see if we could do it separately. >> You want to do each one separately? >> Yes, please. >> Is there a reason for that? >> Yes. >> Okay. So we make a motion for Eric. >> Um I will make a motion to excuse Heric. >> Second. >> All in favor? >> I >> I opposed.

1:34 >> Motion. >> Motion to excuse Wingle Meer. >> Second. >> All in favor? >> I >> opposed. >> Motion to excuse Kusky. >> Second. No, >> someone has to make the motion. >> Oh, I thought you I can't make >> uh I can make a motion. Excuse cascade. >> I'll second the motion. >> All in favor? >> I I >> post. Nay. >> How do I mark this down now? >> You just >> just put >> what? >> Okay. >> Everyone says approve and except for >> Okay. Okay. Got it. Yeah. All right,

2:21 we're working with new experience this evening. So, we're going to be uh patient with everyone. So, we're going through it. So, thank you, Regina, for doing that. Uh we are going to uh ask for an approval of the agenda, Mr. Chairman. >> Oh, yeah. We should probably do the pledge first. >> All right, let's do the pledge. >> I jumped right to the roll call. Sorry. I pledge algiance to the flag of the United States of America and to the republic for which it stands. One nation under God, indivisible, with liberty and justice for all. >> Thank you everyone. I apologize for the shuffling of the agenda. We already did the roll call. On to the agenda

3:07 approval. >> Okay. Um, I would like to make a motion to amend the agenda, please, to add new business. >> And what would you add? >> It is Art in the Park. I would like to add Art in the Park. >> So, Art in the Park added as number four under new business, please. Any other changes? And if not, I'll need a motion. Make a motion to accept the agenda as amended. >> I got a first with Brandon. Second. >> Dave, you got that? >> Any uh uh other changes? No. All in

3:54 favor? >> I >> We don't need roll call for that. Only money. Only money. Uh then uh the minutes you have for July 13th 26th meeting uh if there's any uh corrections or changes to that after your review. >> Regina's name. >> Regina's name is spelled wrong. >> Yeah. >> Who we can get that corrected. >> We'll get it right one of these days. Regina, I'm sorry. Um, anything else? >> Uh, then I would entertain a motion to approve the >> the minutes. >> Motion to approve the minutes as amended.

4:40 >> Second. >> I got a first and I got a second. Uh, any discussion? No. All in favor? >> I >> post. Moving on to the financial report. Um you have all the reports in front of you. Do you want to take that Kevin? >> Well um as you can see we've started the new fiscal year. Um fund balance at the in um end of beginning of July, excuse me, was $93,880. At the end of July was $979,492 and86. Please note that is a non-closed nonadjusted B uh fund balance. We have

5:27 not closed out the previous fiscal year and we haven't finalized a lot of the end of the year journal entries of moving some monies to cover some expenses that came in after you know in in early July that would be June. So there's going to be some wiggle room going on in those numbers but that's kind of where we're at. The bill run for last month was $28,588.15. I've also included copies of invoices that were submitted for payment uh between meetings. So you have any questions, please feel free. If there's no questions on any of it, I'll understand a motion to approve the financial report.

6:12 I'll make a motion to approve the financial report as presented. >> Oh, is this approved or is it just that we've received it? >> We receive it. Just uh >> I'll make a motion to >> I'm sorry. >> I'll make a motion to acknowledge that we received this financial report. >> Okay. >> We're all having a Monday. That's okay. >> And I need a second on that. >> I second. All in favor? >> Roll call. >> Roll call. Sorry. Money. >> Roll call this time. >> Rasca. >> Yes. >> Kikos. Yes. Elliot. >> Yes. >> Um Brandon,

6:58 >> yes. >> McConna, >> yes. >> Yes. >> Motion carries. Next is public comment from items on the agenda, but we have no one in the audience, so I guess we'll move forward on that. Uh, next up is new business. First item is the foyer policy and forms, Kevin. >> All righty. Um, in my conversations with our attorney, um, we've been working on putting together the DDA FOYA policy that we're required to have. What you have in front of you is the result of um her research, four or five different

7:45 uh DDAs and other communities FOYA policies that we uh created this final product on that she's reviewed and approved. Um so it's presented for your review and approval tonight. If you have any questions, the forms are at the end uh in in printed PDF form. They will eventually be web based form but they're in PDF for you guys to look at. So >> can you give a us just a quick run over of let's say someone brings in a foyer request. Is that going through the village office? >> It uh it can come through the village office. It can come through the DDA website. It can come through hand you know they can literally hand it to me as long as it's written. Uh verbal ones are not considered actual foy. I think he's

8:30 referring to administrative >> administratively they handing handled by the DA >> they're handled by DDA but comes through us. Yeah. >> So just so comes to you you compile it you submit it to them. >> I talk to the attorney to see if there's any concerns in it you know you know because depending upon what the foyer itself is sometimes there's privilege communication implications that we have to look at as well. >> I liked your other answer too though. I think that was a good point to make that even if it gets sent to village administration because people don't know. >> They don't know. It ends up eventually. Yeah. Everyone in the office knows, oh, it's the DDA. Stick it in this box or get give it to me when I walk in. So, it gets gets to me one way or the other. >> Yeah. Obviously, I want it to be as friendly as possible. >> We try. We try. >> I like the $50 deposit if it's uh

9:16 expected to exceed 50. Is is that in line with state >> Yep. regulations? Yeah. Then I love that. >> Yep. Um, I do have some other commentary. Is this discussion point or do we need to make a motion first before discussion? Jerome, >> um, are we approving this tonight or are we going to take time to look at this or what do we have? >> It's up to you guys. You can look at >> Are we prepared to approve it or do we want to take a month to review it? >> Well, if you guys want to hear my commentary first. >> Sure. I'm >> Is that okay, Chair? >> Yeah. >> Okay. Um, so the DDA's role is is uh, you know, it includes approving expenditures, establishing policy. I'm a little concerned about a piece of this. If you guys look at section 10, conflict with prior FOYA policies and procedures,

10:02 and go to the paragraph that starts with well, a couple of them start with that. So I think the third paragraph to the extent that any provision of these procedures and guidelines or any administrative rule promulgated by the FOYA coordinator pertaining to the release of public records is found to be in conflict with any state statute. The applicable statute shall control. And then this this next piece, the FOYA coordinator is authorized to modify this policy and all previous policies. I think if we could have some language clarifying here because it kind of looks like a broadstroke it could be taken that way. that that you could um modify policy between one FOYA and the next. And I don't think we'd want the the public thinking that. Just make it clear like those particular sentences that it's

10:48 specifically in regards to staying in line with the uh state laws and regulations. And as far as the the DDA director making those changes, I still think it needs to come in front of the board for specific wording just for things like this. Just get our eyes on it, have the board approve it. I think that in my reading of it, it's asking him to dictate administrative policy. Is that something the board needs to >> the FOYA coordinator the the part I'm having a >> Yeah, I see. authorized to modify this policy and all previous policies adopted by the DDA board of directors or the DDA

11:34 administration and to adopt such administrative rules as he or she may deem necessary. >> So this is suggesting that they can just modify the policy without DDA approval >> and and I think that all policy um modifications need to be placed in front of the board. That's one of our very few duties as a board is to approve legislation and you know handle the budget. >> Is that something that has to happen like with council? Does does staff have to bring similar changes like that before council for things to have to change if policies are changing? >> I think we're reviewing one tomorrow that Tim is suggesting for our >> rules and procedures. >> Yeah. Yeah. Now I will say on this this policy is specifically on foyer and so it's covered on that and I think that

12:20 probably to make it more succinct and meet your guys intent the intent of what he's asking here and what you're saying is if he just says that the foil coordinator will ensure that this uh policy remains applicable to all state and federal laws. It's saying the same thing but it's not because he can only do this in the context of the foyer portion. But if you just if you add that statement, it kind of clarifies some of that language that you guys are about. >> Okay. >> Yeah. Keep keep in mind that FOYA doesn't often change, but when FOYA does change, the policy has to change. Not at the next board meeting, it has to change. In keeping with the law, the date it's obligated. >> What I'm hearing then, in order to be compliant with FOYA laws, we need to allow you the opportunity to make these

13:07 immediate changes to the FOYA policy. Now, the policies themselves, you you'll notice there's no policy that's come in that hasn't come across your tables >> to look at. >> You know, part of my role is to be on top of the administrative side of things, make changes as they happen in real time because we don't want to have a situation where, say, we have a meeting, there's a change in the law that comes into effect that, you know, slip slipped under the radar and then before our next meeting, somebody foyes us and it fits in that gray area. We don't want to be caught there unintentionally. So having the ability to make the adjustment in the moment is is what this is kind of referring to. It's not that I'm just going to blanketly, >> right? >> We're done. And it it's it's allowing us even though we're an administrative bureaucracy, there still has to be some

13:53 flexibility in real time to move a little quicker sometimes. Well, I I don't I don't disagree with you there, but I am worried about because it's not, you know, the Foye coordinator could be someone that's hired in the future or a different person or even yourself. We all we all word things sloppy sometimes. You guys heard me talking earlier today >> as a prime example. So >> well I think before you finish that thought is if you look at the last there is a check on that um of what they do which is that he shall notify the board of directors of those changes and policies and it also goes on to say that those guidelines only become effective upon adoption by resolution of the DDA board of directors. So it seems like it's a hey guys I you know he would he would comply with the policy that's

14:40 outside of our review and then come to us for implementation of it. Well, that's a good point and potentially contradictory in itself because the change needs to take effect immediately in case you're in the middle of so >> well maybe in those situations it would just require calling a special meeting because if you have to do it differently and it has to be approved by the board but it also has to comply with state regulations for that immediate FOYA. Maybe in a situation like that we call a special meeting. I will um I will send it to Courtney and have her review it because this has been fully signed off by by the legal. So I want to make sure any changes we make don't >> affect the overall. So you know I'll send it off to her and we'll get get you some feedback on >> there's probably I have to look almost every form like this will say that it

15:28 cannot uh conflict with federal or state law federal state law supersedes this. So even if you guys even if you didn't have that section in there, it wouldn't matter because state federal law supersedes this regardless. So although we're maybe spending some time on this, >> it's irrelevant to how state laws interpreted any. >> Okay, >> still has law. >> Ultimately, Lancing will win the argument. So >> that is all that stuck out to me. >> Okay. Any any other comments or questions I can answer for you? I know it's a very exciting 14th page read. I know that. >> Yay. More policies. >> So my question is then are we going to vote to approve this this evening so

16:13 that we can move forward? >> I think uh review of that one section might be appropriate. >> So postpone it a month. >> Yeah. Y >> so that you said so that Courtney could just review that just to make sure and we're good to go maybe next month. >> I will have her review that and we'll go from there. >> Very good. >> Okay. Moving on. Item two, RFP for downtown speaker replacement. >> I heard somebody talking about nerdy things earlier. If you read the RFP, you got to see the audio geek in me. Sorry. That's why I gave you guys a appendix on the end to explain some of the terms. Um, last year we did some repair to the existing speaker system in the historic district. Um, at that time the company that did the work was very clear that

16:58 they had done their last possible hail mary repair to it. Uh, the system itself was discontinued in 2023. Um, and it's beginning to fail further. And so, um, I put together this RFP to send out requesting a, uh, folks to create for us a proposal for a phased replacement system working in the mo, you know, working basically from the historic core out in so we can control the overall expense and disruption as we go. And it has a lot of stuff in there talking about DBs and all weather and this I I apologize, but it's it's there for them to understand what we're looking for. Uh at minimum we're looking at probably three, but I'm thinking it may be more like a fivephase roll out depending upon

17:44 what we discover in the way of um installation requirements and other issues that might come up that we aren't aware of until we start getting into looking at some of this as we move further further north. So any questions on that that you want to ask? I'd be more than happy to describe all the different concepts in there if you want to know all about 70 volt systems and DBs and SPLs and all that fun stuff. >> Is this because our downtown speaker system is is aging and it needs to be updated? >> Needs to delinquent. >> Okay. Well, I mean, if we want to be a Holly Jolly Christmas town, then we need to have a proper speaker system that functions appropriately and isn't going off in the middle of the night. So, >> and one of the things we're looking at in here, it does request that the control of it be zoned. So, we can control different zones at different

18:30 times. and you know things like that. So we're looking at making it a much more userfriendly and effective uh we've talked about possible public uh announcement but that's something I that we will look at once the RPs come in as to as a feasibility versus cost when it comes to that. But okay and I tried to use it last year didn't work out for us didn't >> work for parade announcements. >> Yeah. Yeah. And and quite frankly, I had conversation about the system with Kevin. Um I don't think that type of system will ever work for parade announcing because it even if it's zoned is going to be a larger area and if you're announcing an entry in a parade

19:17 in front of you, the people one block down won't even see it yet. So it's not going to work for that purpose. However, for safety reasons, it could work before a parade would start where we could do a blanket announcement about remain back by the curb and blah blah, keep your children by your side and all that kind of thing. >> Yeah. >> So, for safety purposes, it could be beneficial, but for actual parade announcing, it's not going to work. >> Yeah. We'll have to see what the guys can come up with. >> Yeah. Y >> I see there's a a lot of details left to be filled out in this. Oh, the proposal deadlines, our fees, all that. It's all based on what >> is there a committee that's Is there a committee that's um focusing on this? >> Well, it technically would go to He's

20:03 going to love me when I say this design. >> Okay. >> Um I'm sure it is. >> I'll be there. >> Yes. It would end up with design um and um then we would, you know, send the RFP out. Well, you know, if you guys approve it, I'll send the RFP out pretty quickly. Uh, we already have a group that we've worked with in the past of five or six people, and we'll send it out to a handful others to see what we can get information wise. And, uh, part of the reason it's written the way it is, just so you understand, is when you do a general RFP, sometimes you get folks go, "Oh, yeah." But the result is, "Oh, no." So by being very specific in what we're looking at 70 volt, you know,

20:50 phased in different heads, all this, it's designed to kind of weed out folks that just think, "Oh, we can do this, no problem." And then they see how complicated it is. So we're going to try to keep it to getting folks that are serious about the project itself. So So this evening is really just about approving, moving forward with getting the RFPs. >> Yeah. And I would like to entertain a motion for that so we can make that happen. >> I'll make the motion to entertain uh seeking RFPs for the downtown speaker replacements. >> Second. >> Any further discussion? >> There's no money attached, so we can just approve it. Correct.

21:37 >> Still do a rec roll call. >> You want us to do a roll call? Yes, please. >> All right. >> All right. Rasca, >> yes. >> Kikos, yes. >> Elliot, >> yes. >> Brandon, >> yes. >> McConna, >> yes. >> Yes. >> Motion carries. Thank you. Next up is the Battle Alley Arches final payment. >> Um that is um in your packet as well. And uh um this is when the grant was originally written. Obviously materials were a lot less expensive. It was several years past. And uh so then to in order to fulfill the grant, we had to

22:22 move forward with the arches. And there's a variance in the price of from what was granted and what the balance is. So this is the variance and that's what we're seeking approval for tonight. >> Uh Mr. Chairman, if I can clarify. Go ahead. >> Um the last uh payment from the uh preservation in place came through which um 30ome thousand of will be moved over towards the arches. Uh because that money hadn't come into the DDA account to cover it. So it'll go under the trust account and then we'll once you approve it, we can then transfer it from the trust account to cover the the expense. >> Right. >> Okay. So basically the DDA's already paid the 28,000 something whatever the initial down payment was there and uh so

23:08 this is just uh paying off the remainder from using grant funds rather than fun uh funds from the design. >> Anyone want to entertain that motion? Move to uh accept the battle ali arches final payment as presented. >> Second first and a second. And we'll need to do a roll call. >> Okay. Rasca. >> Yes. >> Kikos. >> Yes. Elliot. >> Yes. >> Brandon. >> Yes. >> McConna. >> Yes. Next is the add added new business item.

23:56 This is art in the park and um we had planned to have a presentation this evening. Uh unfortunately my committee person from the design committee is unable to be here. Uh Carrie Brown, the art teacher from uh Holly High School. She's been working with the design committee on helping develop this art in the park program. um and um has done a lot of research on it and researched the pricing and things like that. We have a very affordable and inexpensive way of putting the art in the parks. Um a few years ago when I was in the UP in Munosene, Michigan, they had this display similar to this and I was very intrigued by it. She did all the research afterwards. She reached out to

24:42 them, she talked to them, she got all the pricing and things like that and um has come up with a proposal. This is the fencing that we're talking about that the that's this photo that was provided is the fencing that we're proposing. It's a little bit upgraded from what they used, but uh it's a treated black fencing. It would go into Crapo Park. This proposal has already been presented to the parks to park uh parks commission >> or Gancho. Uh, this is going to Gancho Park. Sorry, I should have clarified. Gansaw Park. Uh, so it's something in the mid area of our DDA and um the artwork process will be a jured process and she's going to help handle that and it's through the design committee. Um,

25:28 and it's not just for students. It's going to be for open to anyone uh to that has the art u desire to have their work displayed there. Um the initial proposal tonight that we're looking to have approval on is for the expenses uh of the actual structure and the initial expenses of the initial art installation and it is a calculated amount at the moment. Uh so uh um that's what she was proposing and looking for approval for so we could move forward with this and possibly get something installed yet before the end of the year. So, Regina has been helpful in that as well. Do you want to take it from there? >> Um, yeah. I know that the parks

26:14 department I I missed my last meeting uh due to a birthday present concert that I was at, but um I know that the parks department has been really excited about moving forward with this because it's just another step towards collaborating between boards and commissions. And who doesn't want art in the park? I mean, it's it's just a wonderful thing. Um, so I think it was a not to exceed amount that we were looking to expend tonight of of not to expend more than $4,000. So is that what we're looking to discuss now is to make that motion. So am I able to make that motion or do we need to discuss more or >> you're able to make the motion then we can get a second then we can discuss. >> All right. I would like to make the motion to um >> I don't know how to word this. I'm sorry. Um, >> approve funds >> approve funds for Art in the Park in the

27:00 not to exceed amount of $4,000. >> I second that. >> Now, now discussion. >> Anyone have discussion on that project? >> Just curious how exactly it would work. The fence will be up permanent, but I assume this is something you'll hang the actual art on. >> The artwork will be fastened to it and then be removable. Um, they're actually fastened by zip ties. Uh, and then, uh, and each one will have a little placard by it saying who the artist is and the name of the piece of art and that type of thing. Um, and we're doing it two-sided, so it'll be both sides. uh our schematic that we initially came up with that I don't have tonight is to do at the base in an effort to not cause any additional grief to DPW or

27:49 groundskeeping of the park is to actually dig out a strip for the fence to go in and then either mulch it or plant uh hopefully native perennials there that would be easy to tear uh so that we're not having to weed whack or edge around anything. it would just be a straight thing, >> especially because we are paying another um company to have to maintain our parks right now. So, we definitely don't want to add any headaches, >> right? >> So, >> how long a fence would it be? >> How long is it? Like, >> we don't have it totally mapped out yet, but these particular sections are 6 by6. >> Yeah. >> So, I believe we're thinking initially to do it about 18 ft. >> Oh, okay. So, like three of them. >> Yeah. maybe four depending on how it

28:35 works out. >> And participation, we don't need a fence bigger than we have people applying. So >> now the art wouldn't stay there unless they were doing an event, I'm assuming, right? >> It' be it would be temporarily permanent. >> Correct. Be available. >> Like what about at night and stuff? >> Yep. >> Oh, no. It's there all the time. >> These are rep um the actual art pieces. >> Okay. Okay. It was like, you know, artwork on a fence and leave it in the dark. Like, no offense, but there's people here that probably >> I can decorate some walls. >> Yeah. >> No, it's they take a photo and then it's printed out. >> I would just kind of feel bad. Somebody hangs their art up there and it gets, you know, messed up. >> Prints that they're looking to do or something. >> No, it's a type of product used for this type of project a lot. They're not metal, but they're durable to the

29:21 weather. >> Okay. I had missed that portion. >> I figured if they survive in the UP, they'll survive here. >> Yeah. I'm excited about this plan. >> And who did you say the maintenance fell to? Did you say that was to parks? >> Um, no. >> No, we're parks is responsible, I believe, for paying for the lawn maintenance of all the different parks for mowing. DPW isn't mowing Gansshaw and Crapo and Waterworks. We're paying a lawn company to do that. >> Okay. >> So, what I brought up is that in that in the committee meeting, we discussed making sure that we weren't adding any aggravation to the maintenance. So it's easy for them to just mow around it. >> Yeah. >> And not add a headache. We don't want to c we don't want to add costs of weed eating. We want them to just be able to mow right around it. >> Yeah. And just to share briefly, the long-term goal of the design committee

30:09 is to eventually have art in all three of our DDA parks >> and then we could actually have art walks and people could go from one part to the other and kind of create healthier living with walking and that type of thing. And uh um we're just going to start with the Gansaw Park one. >> And um these will be dug down into the ground and held in with cement underneath. >> I don't know the actual mechanics of that at this point. They're going to be stabilized so that they're not removable. >> And that piece of mainten or I shouldn't say m well yeah maintenance and upkeep and the expense would fall to DDA, >> right? >> Okay. >> This would obviously have to come to council too before they're installed and parks before council. open a 500 foot pend >> the the duration of length of like how

30:55 long they want to I mean I'm guessing you guys have not made the sausage >> all the details >> selection who's selecting we are uh >> it'll be a jury >> Carrie Brown is going to chair this and she's creating a jury committee >> yeah that was that goes pretty good with what my next question was was um appropriate content hate to sound like approved here but >> no it's already been discussed actually. Yes, >> definitely. >> So there's something in place for that. Would you call it a jury essentially? >> Yes, it's jury. >> Yeah. Okay. >> Yeah. And and the the other conversations that have been had was to discuss possibly themed like one time it might be wildlife and other time it

31:41 might be flowers. Uh you know that type of thing. And that the goal is this art would change possibly quarterly or at least every six months and rotate. and sometimes it could easily rotate to another park or it could just rotate out and put new artists in. Again, it's going to depend on participation. So, that's partially why we wanted to start out small just to see how the momentum goes. >> Uh we're hopeful that it'll be a huge success. >> Yeah. >> Is this something we can do as a temporary exhibit before you we do a permanent structure somewhere? Make sure >> this is temporary. >> The >> It's not. Oh, I thought we were going to actually build something in the art itself is temporary if the structure is a hold. >> Well, the structure is going to be installed, but it's not by no means that

32:26 permanent. >> Yeah, we weren't I don't think we were thinking of a permanent footing of any type. More of just posts driven into the ground right? >> And hang these up, you know? >> Right. Yeah. They're like heavy duty fence posts that hold it in. >> So, it looks like >> they're not going to be concreted in >> removing a It looks like if we had three sections, there'd be four poles. So, four cement pieces in the ground or whatever the mechanism might be, >> right? >> So, they they do make 4x4 um >> post holders that have like >> steel like drivers that go into the ground that are temporary. >> So, it's more of a twist and lock rather than >> you drive them right into the ground. I've used them for my hot tub wall at home. Like >> I wish I'd known that. >> It's a temporary permanent solution. I mean, so you can remove it, but it's it's solid. So, in answer to your question, Tim, it is kind of temporary,

33:13 but yet secure and durable enough to be permanent, if that makes sense. >> Okay. >> Any other discussion? >> Having a first and having a second, we'll roll call. >> Okay. Um, Rasca, >> yes. >> Kos, yes. Elliot, >> yes. >> Brandon, >> yes. >> McConna, >> yes. clear. >> Yes. >> Okay. Moving on to old business. Uh Kevin, do you want to take the Miller Canfield >> joint presidentfield? I am I am waiting bluntly. I uh talked to Richard then I told him I'll get back to you because we had another change. So, I wanted to make

33:59 sure we had everybody in in place before I set a date. I'm shooting for in September, probably towards the end. I will get back to you with a couple dates and we will go from there. Uh for those of you who are new or don't remember what this is, Miller Canfield has considered one of the experts in the state on PA57 and Oakland County has graciously agreed to pay for their time to come in and do a workshop with the DDA and the village council to discuss PA57 and how it works on the different levels of government going. So everyone's kind they're a neutral party and everybody can ask their questions, get their answers and go from there. >> Okay. Any questions on that? >> No.

34:44 >> Moving on. Strategic planning retreat. >> Same on hold that I I'll try not to put them weekly back toback week to week. I'll be nice. I won't be that cruel to you. Uh but we I'd like to do it sometime before mid midocctober so we can get everything on the boots running for the rest of the fiscal year. >> Okay. Uh next is the privilege communication policy >> currently with the attorneys being finalized with our feedback and review. >> So is that legal? >> It's at legal. >> Okay. Next is social media policy. >> Ditto at legal. also at legal. >> Does anyone have questions on either of these? I didn't mean to rush right through that, but they're okay.

35:31 >> Um, and then the last thing on that old business is the Hallmark Christmas Domination. >> Um, it's called the Marriest Christmas Town and it's sponsored by Hallmark. Um, and the Dickens Festival in partnership with the DDA are submitting an entry. In fact, it's going in today. We created a video. We have a little application thing we have to fill out. It's very brief. Uh, a two-minute video, so it doesn't do a whole lot, but we're hoping to become um in the top selection of that if we can. I don't know of any community that's marriier than we are. Uh so uh that's the other reason to get the music up and running. We got to have music if we're going to be married. Otherwise, we're going to have to listen

36:17 to Tim S. >> No comment. I'm going to move on. >> Which it's a judged event, so I'm sure it'll be up to the judges, but I just wanted to bring everyone up to speed that that is something that's happening and um that submission is went in today. Next up, committee reports, design committee. Uh my report is art in the park and we have already discussed it. So I think that's the big thing right now. Uh we did just find out today that although the design committee did uh already purchase banners for the community that uh DPW does not have the time in their schedule to hang them. So

37:02 um I don't know how to handle that moving forward to be honest with you. Uh other than we have banners that we bought that are just sitting there that should be up beautifying the community. So the only other thing we could do is reach out to possibly Joe at Calypso to see if he's willing to hang them and what charge that would incur we would incur for that. >> Where do they have to go >> on the banner brackets that are intermittently throughout town >> on the light bulbs? >> Yes. Is that the small the small ones are we talking about or the large ones as well? >> Large ones. >> Both. Yeah, both actually. You got two of the large ones up. 23 of the large ones still have to be put up. >> Yeah. >> So, >> you need a lift truck. >> Yeah. But that's something you could do if you had one, right? >> If we had a lift truck. >> Yeah. Like we could do it ourselves.

37:48 >> Uh I'm not volunteering for that project, but possibly. And I don't know how that goes with village liability. >> Yeah. That's that's the big liability and ocean. >> I got a bucket truck. >> You got to go hang a sign. I'll go hang a sign up. >> April, what are you doing Thursday night? I'm not getting >> Well, what you got to do is you got to do it on Saturday night, Sunday, cuz ain't nobody open and the town's dead. >> I'm just saying you get >> So, I don't know where to go. Uh, you know, all kidding aside, we have these banners that we bought to beautify the community and we can't get them up. So, I don't know what we should do at this point. >> Okay, >> that's the design committee report promotions. Um the one question that the

38:34 design committee just is the third Wednesday at 5:00 pm at HPD. Okay. >> At the police department. >> Yep. >> How many banners do we have? >> We did 25 large >> and small. >> I don't remember. >> It It was a smaller number of small versus large that I remember. So less than 25, less than 20 for the small. majority of the small ones made it up. Uh it's just the large ones that are uh the ones they they started um uh whatever that week was when we had that lovely 90 plus degree weather. Uh they got two up the bucket truck went yeah I don't work in this weather so I will get

39:19 back to you. And then with the patching and everything else that transpired in between he just hasn't been able to return to it. >> And and who is operating the bucket truck? >> DPW. DPW. >> Um, if village staff is allowed to do it, does our fire department have anything they could do it with? Could we hire them to do it? >> So, the question would there there might be union questions? >> That would be Yeah, that would be my concern. >> I would have to talk to them. That would be outside of the scope of >> between union questions and liability. >> Yeah, >> there you go. >> Son of a gun. Yeah. >> Yeah. >> We could put them on poles and run through town with them. >> That's another option. >> I'll just get on your shoulders. It's fine. >> There you go. Perfect.

40:05 >> So, the answer to that though is I might not be able to have firefighters do it, but technically Jeremy and I can go out like the chief could do it because manager's discretion. Like I can do it. >> You would do it. >> I don't couldn't necessarily have uh So, >> you want to borrow a bucket truck? Yeah, >> we we will find a solution someday. >> All right. >> All right. Well, you got the wheels spinning in everyone's mind. So, >> perfect. All right. Well, >> promotions committee, do you have anything for promotions that got a report cuz that's Ki? >> That's Ki. No, I wasn't advertising. >> Do we have a meeting time location for >> the third Wednesday? Excuse me. Third Monday. Sorry, I'm getting my days confused. >> Holly Cafe at 5:30. 5:30 I believe. >> 5:30. Okay.

40:50 >> Now, I do remind the board in friendly politeness and somewhat directly, uh, please make sure that if a lot of you are going to a meeting, you don't violate the quorum. So, if you walk in and see four other board members, >> ask yourself, do I really need to be here? And if you do, ask the rest of them, do you really need to be here? So the board chair isn't stuck with a OMA question that they may not be prepared to handle quickly. Okay. >> The easiest way and and this is addressed within the attorney general's guidance on this is if you do attend don't participate in discussion. >> Just just you can take you can sit there take in the information but you can't participate in discussion. >> Okay. >> Ask your opinion. It's not I'll talk to

41:36 you later. >> Organization committee. We currently don't have a chair for that. Nope. and economic vitality. We currently don't have a chair for that. >> Will shortly. They have meeting this month. >> Village manager report. >> Um so tomorrow um at council we have a municipal analytics presentation at 5:00 pm. Going to go over our um the all the work they've done to do a like 20-year model for us. Going to go over a lot of that information on our consent agenda. I'm trying to just pick out things that are specific for you guys. We have a TCO for a stop sign in alley on alley between alley and battle alley to actually have a proper stop sign in there. Um we have mis magic and mischief on the agenda. We are witches night out is not on the agenda currently because we're deconlicting times with that and the homecoming parade because this year

42:22 they're on the same day and we really um talking to place of fire. We don't want to have the entire uh all the way from airport down to um junction blocked off and we don't even know if we have enough to do traffic control of that uh for that entire uh section. So, we're conflicting that right now. We have um some CDBG road reprogramming where we're taking some funds out of code enforcement which we're having trouble just spending based on um how many code enforcement officers we have and we're reprogramming that and to repair some of our fire hydrants that need to be uh replaced or repaired. We have a September 11th event that the Chief Watson's been putting on together. It's the 25th anniversary of September 11th and we're doing a remembrance event which will include the name. They're going to read off names, put flags for each person. Um and so of the at least

43:10 the the firefighters that were involved in the >> first responders, >> the first responders, they're going to be uh putting flags out there for that. Um we're planning on closing the road for that period. So there will be a section uh on Sagenol on September 11th that will be closed for about an hour approximately as we are reading off all of those names. Um and so I just you know hope the community um be patient understand you know it's a solemn event. We don't want our firefighters in danger from cars that are speeding by as we're planting all the flags. Um we have several DPW um road and water sewer service purchases that are on the agenda including a hot box so we can hopefully um do a better job of uh doing some of our repairs throughout the season. Um

43:56 uh so also we've been meeting with Holidays committee uh if anyone's interested in signing up for the parade uh Kevin can provide you the information. It's on the see my legacy which the DDA has been running. Um and um and I think that is about it for the big things for tomorrow for you guys. >> Perfect. I do just want to say about the homecoming route that comes from airport I believe up to Maple and turns >> they're going to close Sagena anyways because you can't have cars coming right into the parade. So I'm not totally sure about the conflict uh because Sagena would have to be closed south. I mean, yeah, south of there because you can't have cars going into the parade. So,

44:43 that whole strip would have to be closed anyway. Um, you can't have Sagena open when >> But the cars have to go somewhere. There has to be the like that will be completely vacant in vehicles, right? Because you have vendors set up and all that. This was, you know, Chief Nar probably speak more eloquently about uh his concerns. So is the concern parking? >> Well, the concern it's for traffic control, all of those things that would be just a simultaneous basic close the entire >> Well, I'm sure he'll explain it all, but I was just confused over that because when I first heard that that was a concern. I was like, we can't have Sagena open anyways because the streets closed. >> Yeah. Originally, we were trying to uh we were trying to establish parade routes like that are just standard

45:28 parade routes. We actually wanted them to start at the uh American Legion or on the uh railroad and stage there, come up, go through the downtown because most police want to go through downtown and end at the middle school. Ideally, we actually want to use the middle middle school for staging of parades in the future because it has a great um area to line up. Um it has a big staging area that we can utilize, but they have to get everything to the high school immediately afterwards uh for the So, without coming, right? Okay Kevin. >> Okay. Well, sorry I didn't bring y'all lobsters. >> Okay. >> What did you not bring us? >> Didn't bring you guys main lobsters. Sorry. >> Cuz it was on vacation in Maine.

46:14 >> I was enjoying them myself. Thank you. >> But he's back. >> Where's my >> So, that's good. >> I came back. Yes. It was it was a little tempting, I'll tell you, sitting out there at the uh warf going, hm, I could do this more often. Um, my report today, I want to I want to kind of address um some some things that have been on social media regarding the restaurant closings because I know it's very easy to get caught up in the fact that we've lost a couple three businesses. Um, and it's hard and you know, everybody right now is feeling kind of uneasy about the economy and about businesses. The merchants downtown are starting to feel a little bit of it. Uh, and three closer closures in a short window does feel more like a pattern, but in reality that

47:01 while they're three closed businesses, they're three separate closings. They're not all tied to the same. Uh, for example, this they could be closed because of leaseins, retirements. one in one case was a corporate decision made that the franchisee didn't have any say in. So that's what happens. Um but I know it's easy to see the closures negatively, but they're part of the process. Businesses come, businesses go. That's the reality of business. Um and storefronts come, storefronts go. And this is an opportunity to replace, not necessarily lose in this instance. Uh last week, yes, while I was on vacation last week, I was having phone conversations and email conversations with a potential interested buyer in

47:48 Blackthornne trying to resolve some questions about liquor licensing. So things are moving forward. There is positive things coming. it, you know, it's real easy to get caught up in one side because you a lot of stuff happens back room that you don't see in here because until it's finalized, we you know, some information can't be put out in public until it's done. Holly has weathered these transitions before >> and it's still here and it's a place people want to come to and they want to invest. They want to open businesses. And quite honestly, this doesn't happen by accident. And let's just say it, one or two hard months isn't going to change that. This is just the process. And um I'm saying this publicly because, you know, I want to make sure it gets out to

48:33 some of the folks who don't come to the meetings, but they they have their strong opinions. Um and I want them to know we're working on it. We're aware of it, and we're trying to solve the problem. This is the hard part about economic development. Sometimes there's pain before you get the turn. And uh so just trying to keep positive on what we're doing. Things are happening. We are looking rather aggressively at a couple three possible folks to come in. Uh hopefully we might have a couple three ideas for a building on the north end that just recently closed. We'll see what comes of it. So we're we're getting there. Um, as you guys know, I've been working at u evaluating and um reforming some of the committee structures and how things go.

49:21 And we're in the process now of starting to roll that out. I'm going to start with with the committees. Uh one of the things you know that we're working on is creating um approval matrix so they understand how things get approved you know so there's no questions about if it's this can we approve it or that or you know where where does this how does this work um because we need to be careful to make sure that everybody is following the process and the procedures and the best way to do it is it's all written down so not tonight because when I go home tonight I'm turning off all my technology and sleeping Okay, tomorrow I will send you all a shared link for everything that's been written. If you think the FOYA policy was mind-numbingly boring, no. Uh it's committee, it's committee handbooks. It is um a matrix,

50:09 you know, so everybody can be on the basis of where we're going. Um it's not terribly detailed, but it's not also a 35,000 foot view. Uh because I think if we are well structured and organized, this thing will run like a welltuned machine. I mean, it's been doing fabulously before I got here without a full-time executive director. Now, I just want to take what you guys have done, ramp it up, and really get it going. So, we'll be working there. And I'll also be visiting with each of you to discuss board member participation, and we have some openings for chairs. We have some uh positions that need to be filled that are non-chair, like, you know, volunteer coordinator, things like that. So, it'll be time for everybody to put their shoulder to the plow and have a little fun in the process because, as we like to happily and rightfully say,

50:54 the DDA is a hardworking committee. And it's going to be that way for quite a long time. Unfortunately, guys, there is no break that comes on this. The one good news is we're trying to keep all the events to five or six signature events a year. So, we're not going to become a busy event organization, but there's a lot of other things we need to do. Um starting with you know reconstituting the economic vitality of organization committee uh because they carry a lot of weight uh that's been kind of being shouldered by me that can be you know better handled by a group of organization like that. So outside of that we're plugging along. We're having fun. We're getting to the point I think that we are in good place and we're going to see some great things. I think

51:41 it's just uh right now is just a fun time everywhere. So, we're we're getting there. So, any questions, comments, feedback that you guys have for me that I can answer before we move to the fun board comments >> on the restaurant thing that you touched on. Is there I know there's not like a lot we can probably do because it is private property and it is obviously owned by somebody but do we have any I don't say authority or power to like make it more appealing to people because like I hate to say it but like where I don't know if we're even allowed to say the name of the restaurant that just closed you know over there. >> Mhm. >> But like that whole building's empty >> now almost except for Chinese restaurant. Mhm. >> Um I and just speaking for my own opinion, like I have a family. I don't

52:26 eat dinner in Holly because there's nowhere to eat. >> Mhm. >> You know, I just don't we go to Fenton. We go to Graham Blank because there's nowhere to go. And I mean, and nothing against, you know, breweries or, you know, the bars or anything. I have little kids. >> Mhm. >> And we don't drink, so I'm not going to go there. I mean, I go there with for lunch and such, but like is there anything we can do to make it obviously we can't tell the person who owns the building, hey, you have to let this happen. But is there anything we can do to make it more appealing? Maybe because I know when the bow shop closed, Spot shooter was in the in there. >> And when when he died and it closed, that building's been empty since. >> Mhm. >> And I mean, to me, that's a beautiful building and it's in a decent spot. And is there anything we could maybe like approach? I mean, dare I say like, you know, Applebees, you know, or like putting a, you know, a small restaurant like that or even like a family

53:12 restaurant in there. I mean, I do like villagers, don't get me wrong. I do like villagers, but you can only eat villagers so much. >> Um, is there any like thing we could do to make that more appealing? >> Part of what we're doing, part of what the economic vitality committee will be doing is putting together showcase >> of available properties both online and then hosting events. >> The other thing we do, a lot of folks when they think of the DDA, they think events and they think uh streetscapes. >> Yeah. Actually, a lot of work that the DDA does is with the business owners, working with them on what we call transitions. In some instances, you may have a a long tenured business that is starting to think, you know what, it's kind of time. And if you know, if we have open conversations with them, they can tell us that and we can step in and go, so

53:57 how can we help you? >> Yeah. >> What are you thinking? Empty buildings, we can also reach out. Um, for example, I've been reaching out some of my contacts looking for restaurants to come in. I've put together some uh packages for them, kind of running some numbers and some scenarios. The the thing is is if you want to excite somebody to come in, you've got to give them the data that makes them want to come. >> Yeah. >> And so we've got that's one of the things the EV committee does is help put together traffic, revenue, where people are coming from. We we uh through Oakland County, we can use Placer AI, which is a a great resource for tracking people's movements during the course of the day where they go. Uh they're currently working on what's uh called a leakage report for me. I'm very curious

54:43 as to what we are losing to other communities from Holly. Um >> and that's that's what I mean. So, I mean, if you are doing all that, it kind of seems like you kind of I just was wondering if there was like what we could do. >> I mean, our hands are somewhat tied. >> They are. They don't you don't own the building, you know, unfortunately. >> But the nice thing is too, realators are happy to work with DDA because we can provide them good selling points. >> Well, let's be honest. If you go to the owner of that building and go, "Hey, are you willing to, you know, do like a three or four month buildout on this if we bring somebody here?" Because, you know, as opposed to you're not collecting anything on it right now. >> Yeah. >> There's a little more than that, too. Um, John Wingle Meer isn't here tonight, but one of his things that he really wants to focus on is beautifification of the North End, and that is something that falls under our tip plan, which he'll >> learn about. Um it's your duty to to learn about the tiff plan. We're going

55:28 to quiz you next week. I'm kidding. I don't do but um we we are responsible from the downtown all the way to the north end and we do have some money that can be spent on beautifification and and that's something that can help bring other people in. And then much like Kevin, >> I reach out to different businesses and try to get them to come. >> And it is sad because like I said, we are I don't want to say we're losing money as a town, but it would be nice if people who lived here could stay here to do things. At some point there is a a level where we have to see where our reins are. But what I do as a business owner is talk to my customers. And the biggest thing we can do to assist is network with other people who are influential in the community and steer them to our committees. So if you've got someone like I have some a customer who is a business owner, he's very successful guy and so he's very he he's

56:15 intelligent when it comes to structuring investment in the community. So you just have a conversation and say, "Hey, when this committee meets, will you be willing to join us on that?" And so that's really maybe where you're looking at from as what can I do on the ground? That's what that's what I found to be helpful. Yeah. >> And Jerome, in your opinion, which uh which subcommittee do you think would best fit Logan's kind of focus here? Would that be >> Well, I think Logan Well, I think everybody needs to look I think Kevin meeting with each of us and going over what all the committees actually do >> uh is going to help us steer in the right direction >> uh because um >> economic probably >> possibly >> possib possibly

57:00 >> but um and then I've been serving on the design committee and I'm not I don't have to stay on the design committee and I think that's important too if we're going to serve on the DDA board we don't have to stay on in the same committee all the time. >> I mean, we could switch to a different committee and give someone else the opportunity to do to that committee. It just depends. >> So, I don't know that there's a cut and dry answer to that, >> but obviously we're all passionate about the community and that's number one. I do also want to add that as a business owner in town. >> Currently, the majority of our clients are not from Holly. Uh, and for that reason, >> all we ever hear is how fabulous Holly is, >> we I mean, so although on our own social media pages here in our little community, we have a lot of negiveness

57:46 at times, the reality is is that's not the view of the people that come to our town, we're viewed as a great destination where they can come, they can meet friends, they can shop, they can go grab a cocktail, they can have something to eat. And uh we get day after day after day compliments on Holly and all the things we're doing right. So, I like the fact that Kevin shared with us some of the progress that's being made uh from these vacant buildings because there is progress being made. And uh um but as we all know that sometimes if there's a business that's closed, it takes a minute for a new business to come in and turn it around and get a business plan put together, get the funding they need and all that type of thing. So, I'm excited

58:31 about the future for Holly because I really think that um it's it's headed in the right direction and uh and we shouldn't >> we should really turn off our social media pages for a little bit and uh and just enjoy what we actually have because we really have a lot of great things >> and uh and and we're perceived as a really great community from the outside. So, uh uh we need to continue that ride. I know I've been working diligently on my other hat with the Dickens Festival and uh every time I reach out to somebody for marketing or advertising or participation, oh Holly. Oh yeah, I want to be involved in Holly. And they love Holly. And so uh I'm excited for the Dickens Festival this year, too. And I think that's another opportunity for us to shine. And I think some of the things

59:18 that Kevin's currently working on with some of these new businesses potentially could actually be open in time for that. So, um, that'll be a big plus as well. >> And one thing you guys probably don't know, and it it it was kind of interesting to hear, when people found out where I was working at the first Main Street managers meeting, they went, "Oo, you're in Holly." And it wasn't the kind of sarcastic, they they really like Holly as well. They see the potential here. Um, we, you know, and part of it is we have to be intentional and we have to have a plan on what we're doing. Um, a lot of times economic development just happens. Um, and I will I've put it on public record. I've said it enough times. I live in a community that I used

1:00:03 to use for decades as an example of what not to do. We have strip malls, self storage, drugstores, gas stations. You drive down M59 and it is a who's who of everything that pays taxes but no rhyme or reason to the economic development. And that's why we're being intentional like this year creating the commercial overlay for the Midtown section so we can protect what historical assets are there so we don't lose setbacks and we could control development in that section to make sure it fits the vision of the master plan so that that's protected. The one of the ways I've explained it to developers and that is the historic district is our tour straw. This is where people come. They want to see Victorian Holly. Midtown is going to be the transitional, the professional

1:00:49 office, residential world. Holly life happens on the north end. That's where the grocery stores are, the the Ace Hardware, the drugstore, the this or that. That's where the majority of Holly's life happens is on the north end. It's tying it all together. It's going to take a long time. There's no magic switch that we can throw to make it happen, but once we have a plan design that makes sense, then we can start working it methodically to get to that end point. Otherwise, we're kind of putting pieces together like we have a puzzle, but we don't have the puzzle box and we're hoping we get it right. And so, if we can, you know, that's one of the reasons for the strategic planning and want to do a couple of the studies this year so we can create a a vision that makes sense and that is that is easily explained to the community as well because a lot of times, you know,

1:01:35 you put out some of these studies and they just look at you like, what's this study for? But if you can, you know, if we have a design, we have a drawing that says this is what we think Midtown can look like. the Midtown Cherret which was done in what 2015 I think it was. Beautiful plan that that Oakland County came and it did. So Midtown's kind of in pretty good shape. Now we need to look at the north and we need to revisit some stuff um districtwide like with wayfinding and signage. You know, not that we don't have a few signs in the village if anyone hadn't noticed. >> Walking paths. >> Yeah, walking paths for one thing. That's one of the reasons you'll notice on the sign our motto says four season community. Holly is Christmas but holly is four seasons. We have parks, we have the shyawasi, we have all sorts of stuff

1:02:21 that we can be using to bring people in year round. So it's how do we create this to market the village not as a Christmas but as a destination itself. >> Well and getting people to come here not just for events, >> you know. And do you think do you think that Holly as like a demographic has changed in the last, you know, since they wrote that as far as like who lives here? >> It's changed a little, but I don't think it's changed significantly enough yet that I would be concerned. Matter of fact, if I was going to look at the demographic shift, I would think the demographic shift is more in the positive. >> No, I'm saying like as far as like age groups. >> Age groups. Um, Holly is still pretty >> because I mean if you think about people that are you we'll say I mean I'm 40 so you go 30 to like 45.

1:03:07 >> Oh, he can't be on this board. He's too young to >> So if you go like 30 to 45, you go that group like families. It's the majority I would say of Holly, right? >> Holl's always been known as a bedroom community. >> It's a bedroom community. Yeah. >> So what's appealing to those people here is what I would like. I mean that's what >> they want safety. They want acquaintance. They want >> I'm sorry. As far as bringing businesses in that's >> I think an important aspect of what Kevin does and to answer go back to your question you originally asked is that sometimes worse than no business being in there is the wrong business. >> Because if it's you know either if it's detracting from what the the what is you know important about Holly the things we're trying to do or or if it's doomed to fail. If we've looked at the business model like, hey, this is going to last

1:03:52 six months and then we're just really pushing out that timeline about the useful usefulness of that space. Now, as a village manager, I want the tax base in there. I want businesses to cycle, you know, >> but you also don't want to put a band-aid on it. >> Yeah. >> You know, you want we've had family centered ventures in the past that failed, but I think that you're right. I think that we are going from a senior community to a family-aged community. >> That's kind of what I'm getting at. You know, >> and our brand can use a little bit of work. We we have a brand around the Victorian concept, the Christmas town, but we also have skiing to swimming and everything in between. We've got um you know, the car show. We've got bikes that go on cruises through here and everything. So, our brand could use some work for sure. >> That's just the way I looked at it. Like, what's appealing to like you know, I live in Holly. I don't live in the village, but I live in the township. Like, what's appealing to like where do

1:04:38 you take your kids and go do something?

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