Downtown Evanston Executive Board Meeting Wednesday, December ...
Downtown Evanston Executive Board Meeting Wednesday, December 9, 8:00 – 9:30 am 820 Davis St., 2nd Floor Conference Room Meeting Minutes
Present were: Board members: Chris Mailing, Jim Corirossi, Dan Kelch, Andrew McDonald, Mike McGuigan Staff: Annie Coakley, Laura Brown Call to order Chris Mailing called the meeting to order officially at 8:09 am Minutes approved: Chris asked those present to review and approve the minutes from November 11. The following changes were noted: - Chris Mailing noted that Hank Goldman should be listed as a guest and other Board members should be listed as Executive Board Members - Andrew McDonald noted that he was at the meeting. - Chris Mailing noted that he asked for actual numbers for history and forecast for this year. - Annie Coakley noted that she reported that Dec. 14 was the date for her budget to City Council, not Dec. 2 that was reflected in the notes With changes, Dan motioned to approve; Andrew seconded; minutes approved. Treasurers’ Report: Dan Kelch Question about the November categories and numbers, specifically the marketing reimbursement Discussion about the budget spreadsheets: o Annie is going to meet with Dan and Kristin (accountant) to create a new budget spreadsheet for January 2016 o Develop list of expense/income categories with descriptions Annie proposed sending out the budgets in advance of meeting and then presenting on a projector at the meeting to reduce printing/paper use; Board agreed Executive Director Report – Annie Coakley Holiday Events Tree Lighting – Nov. 20 o Good turnout for the event Small Business Saturday – Nov. 28 o Organized several events (Cookie Crawl, Liz at the Biz, Holiday Window Contest) o Annie conducted survey of businesses and talked to other districts and overall did not have a major impact on shopping o Brainstorming different ideas for next year’s holiday events based on retailer feedback Tree lighting pushed to December date Less promotion for Small Business Saturday – provide businesses with marketing tools but don’t do any special events Holiday Decorations o Mike suggested additional décor for downtown and potentially finding sponsors to help pay for new/additional decorations Trolley
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Dan commented that there was once a trolley transported people from downtown to the NU football games and then back downtown. o Mike McGuigan commented that there are currently buses that take people from stops in downtown (near Hilton Orrington and Hilton Garden Inn) to NU for the games (football and basketball) Downtown Evanston will find out more info and promote this so people take advantage of the service Volunteers/temp workers for holiday events and other special events o Mike McGuigan commented that Downtown Evanston should have volunteers for the events o Some suggestions are: ETHS Community Service program ETHS Athletic Teams Youth Job Center
Focus Groups We are hosting a series of focus groups in January and February to assess how we are doing in terms of reaching our audiences, finding out what types of events people want to attend, and get feedback on other issues Audiences include: o Downtown Residents o Evanston residents (target age is 30-45) o Retailers o Daytime workers o NU students (undergraduate and graduate) Landscaping Contract Downtown Evanston received three proposals for the landscaping RFP Based on the proposals, Annie recommended that Downtown Evanston continue the contract with Landscape Concepts Management for one year (2016) because the company is familiar with the downtown area. In 2017, Downtown Evanston will start anew with two separate contracts for landscaping and garbage removal. Annie requested that the Board vote on this recommendation. Chris asked if anyone wanted to make a motion to approve the recommendation for the landscaping contract. Andrew McDonald motioned to approve; Dan Kelch seconded; motion approved. Lease Downtown Evanston has been offered to rent the first floor office directly behind our current office for a year at a lower rate. The new storefront tenant will potentially allow visitors access to our office (to be confirmed) Metra station space still in question; Annie working with COE on the lease agreement so that DE would be a sub-leasee Panhandling Campaign City has parking meters that DE can use for panhandling campaign Partners: DE, Connections for the Homeless, NU, Police Meeting in January/February Meetings Hosted/Attended Performing Arts Center meeting hosted by Judy Kemp First Ward Meeting - Annie presented overview of Downtown Evanston Economic Development Committee (Dec. 2) – 2016 budget request ($597,190) approved First Night Evanston
DE sponsor and helping to promote the event
Downtown Evanston office holiday Annie out of the office Dec. 28 – Dec 31 DE open except for 12/25/15 and 1/1/16 Marketing Report – Laura Brown Social media followers continuing to grow Website analytics are improving since new website was launched in October 2015 Gift card sales are down compared to November 2014 but merchant transactions are double than November 2014 Meeting Adjourned at 9:31 am
Present were: Board members: Chris Mailing, Jim Corirossi, Dan Kelch, Andrew McDonald, Mike McGuigan Staff: Annie Coakley, Laura Brown Call to order Chris Mailing called the meeting to order officially at 8:09 am Minutes approved: Chris asked those present to review and approve the minutes from November 11. The following changes were noted: - Chris Mailing noted that Hank Goldman should be listed as a guest and other Board members should be listed as Executive Board Members - Andrew McDonald noted that he was at the meeting. - Chris Mailing noted that he asked for actual numbers for history and forecast for this year. - Annie Coakley noted that she reported that Dec. 14 was the date for her budget to City Council, not Dec. 2 that was reflected in the notes With changes, Dan motioned to approve; Andrew seconded; minutes approved. Treasurers’ Report: Dan Kelch Question about the November categories and numbers, specifically the marketing reimbursement Discussion about the budget spreadsheets: o Annie is going to meet with Dan and Kristin (accountant) to create a new budget spreadsheet for January 2016 o Develop list of expense/income categories with descriptions Annie proposed sending out the budgets in advance of meeting and then presenting on a projector at the meeting to reduce printing/paper use; Board agreed Executive Director Report – Annie Coakley Holiday Events Tree Lighting – Nov. 20 o Good turnout for the event Small Business Saturday – Nov. 28 o Organized several events (Cookie Crawl, Liz at the Biz, Holiday Window Contest) o Annie conducted survey of businesses and talked to other districts and overall did not have a major impact on shopping o Brainstorming different ideas for next year’s holiday events based on retailer feedback Tree lighting pushed to December date Less promotion for Small Business Saturday – provide businesses with marketing tools but don’t do any special events Holiday Decorations o Mike suggested additional décor for downtown and potentially finding sponsors to help pay for new/additional decorations Trolley
o
Dan commented that there was once a trolley transported people from downtown to the NU football games and then back downtown. o Mike McGuigan commented that there are currently buses that take people from stops in downtown (near Hilton Orrington and Hilton Garden Inn) to NU for the games (football and basketball) Downtown Evanston will find out more info and promote this so people take advantage of the service Volunteers/temp workers for holiday events and other special events o Mike McGuigan commented that Downtown Evanston should have volunteers for the events o Some suggestions are: ETHS Community Service program ETHS Athletic Teams Youth Job Center
Focus Groups We are hosting a series of focus groups in January and February to assess how we are doing in terms of reaching our audiences, finding out what types of events people want to attend, and get feedback on other issues Audiences include: o Downtown Residents o Evanston residents (target age is 30-45) o Retailers o Daytime workers o NU students (undergraduate and graduate) Landscaping Contract Downtown Evanston received three proposals for the landscaping RFP Based on the proposals, Annie recommended that Downtown Evanston continue the contract with Landscape Concepts Management for one year (2016) because the company is familiar with the downtown area. In 2017, Downtown Evanston will start anew with two separate contracts for landscaping and garbage removal. Annie requested that the Board vote on this recommendation. Chris asked if anyone wanted to make a motion to approve the recommendation for the landscaping contract. Andrew McDonald motioned to approve; Dan Kelch seconded; motion approved. Lease Downtown Evanston has been offered to rent the first floor office directly behind our current office for a year at a lower rate. The new storefront tenant will potentially allow visitors access to our office (to be confirmed) Metra station space still in question; Annie working with COE on the lease agreement so that DE would be a sub-leasee Panhandling Campaign City has parking meters that DE can use for panhandling campaign Partners: DE, Connections for the Homeless, NU, Police Meeting in January/February Meetings Hosted/Attended Performing Arts Center meeting hosted by Judy Kemp First Ward Meeting - Annie presented overview of Downtown Evanston Economic Development Committee (Dec. 2) – 2016 budget request ($597,190) approved First Night Evanston
DE sponsor and helping to promote the event
Downtown Evanston office holiday Annie out of the office Dec. 28 – Dec 31 DE open except for 12/25/15 and 1/1/16 Marketing Report – Laura Brown Social media followers continuing to grow Website analytics are improving since new website was launched in October 2015 Gift card sales are down compared to November 2014 but merchant transactions are double than November 2014 Meeting Adjourned at 9:31 am
