DDA Board Minutes

Cascade Charter Township

Downtown Development Authority
Board of Directors

November 16, 2004
Cascade Museum Building
2839 Thornapple River Dr. SE

ATTENDEES: Ron Clark, Lori Chu, Ray James, Julie Johnson, Mike Julien, Joann Noto and Dan Wallace.
Absences: Ronald Biermacher (expected) and Diana Kingsland
Others Attending: Township Manager Jay Cravens and Assistant to the Township Manager Sandra Otey
Guests: None Present

ARTICLE 1: Call the Meeting to Order
Chairman James called the meeting to order at 7:10 p.m.

ARTICLE 2: Approval of the Agenda
Supervisor Julien made a motion to approve the agenda submitted by staff. Member Wallace seconded the motion. The motion passed unanimously.

ARTICLE 3: Approval of the Minutes of August 17, 2004
Chairman James requested approval of the August 17th Minutes. Member Julien motioned for approval, Member Chu seconded. Chairman James opened for discussion of the minutes and Member Johnson requested on page two (2), second paragraph the first sentence to read: "Member Johnson reviewed the three (3) items and agreed with the landscaping." Member Johnson also requested that the first paragraph under Article 5: Other Business be corrected into noting that she didn't believe the Board had reviewed the final DDA Plan that the Township Board approved; she felt she asked that question of the Board but it was never answered during the meeting. Member Johnson requested that the DDA Board Meeting be tape recorded for accuracy and Chairman James said the Board would discuss this item under New Business later in the agenda. Vice Chairman Clark motioned for approval of the August 17th Minutes noting amendments, the DDA Board unanimously approved the amended minutes.

ARTICLE 4: Discussion of Mast Arm Traffic Signals - Cascade Rd. to Thornhills
Manager Cravens began by stating the Township staff has reviewed mast arms and the wide varieties available. Manager Cravens noted that Assistant to the Township Manager, Sandra Otey, has done most of the research regarding the mast arms and deferred further comments over to Sandra Otey.

Sandra Otey previously distributed various styles of mast arms, pole shafts and poles to the Board in October. Otey also distributed digitally enhanced pictures of various intersections with and without the mast arms for the Board's review. Otey reported she has spoken with the City of Wyoming and the City of Grand Rapids regarding their expenditures for their mast arms and the cost is approximately $80,000 to $100,000 per intersection.

Manager Cravens noted there are a wide variety of styles of arms and poles and they are also available in various colors but green or black is the most common and these would match the Township's Village lights. Manager Cravens stated that the City of Grand Rapids utilizes Union Metal located in Ohio, Cascade worked with Lumech out of Canada.

Chairman James questioned the financial responsibility of the DDA if the arm masts were to be installed and Member Julien said that the Road Commission would install them but the Township DDA would be responsible for the $80,000 to $100,000 cost per intersection.

Manager Cravens expressed his understandings of the mast arms vs. hanging signals. Manager Cravens noted that the hanging signals do not keep the signals in front of the driver if they creep into the middle of an intersection to conduct a left turn. Manager Cravens noted that smaller left-turn signals have been added to some of the intersections; but the hanging lights are not as visible to the drivers in some circumstances. Manager Cravens also noted that he understands the concern for too much clutter in intersections if the mast arms are installed. Manager Cravens did ask why four (4) poles need to be installed per intersection instead of two (2) setup diagonally. Again, four (4) poles keep the signals in front of the driver and two (2) would place the signals over the driver's head. Otey also noted that pedestrian light poles are also needed at each intersection. Various Board Members expressed interest in a safety study done regarding hanging signals vs. mast arms. Member Johnson also generally noted that the wires will still be visible, she counted up to 18 wires at the intersections and believes only one (1), maybe two (2), wire(s) would be eliminated from the intersections if the mast arms were installed.

Member Chu supported keeping the hanging lights and noted that they provide a more hometown look. Member Wallace felt the DDA Board should review safety issues prior to deciding if mast arms should be installed. Manager Cravens mentioned that the County is already installing mast arms in other areas. Manager Cravens noted he could check for a safety study that has been done but noted he will probably not find one. Chairman James asked if some of the poles could be removed if the light posts were implemented. Manager Cravens has not contacted the Road Commission regarding possibly removing the poles; he was waiting for DDA approval. Manager Cravens reminded the DDA Board that they will still have final approval of lighting and traffic signals once the project has reached that point.

Member Julien asked if any of the DDA Board Members are in favor of the mast arms and why. Member Noto said she is in favor of them and feels they would reflect the community. Member Johnson said she is against the mast arms and believes the wires should be buried prior to mast arm installation; she would like to see the DDA funds go elsewhere. Member Wallace said he would like to see safety reports prior to a decision but the expenditures are rather high. Vice Chairman Clark commented that some of the mast arms bother in him some of the pictures and in some photos they don't. He expressed concern with the high costs of implementing the mast arms and is leaning against them. Member Julien said he would rather spend the money elsewhere in beautifying the Township. Chairman James summarized that the DDA Board Members against the mast arms are: Member Chu, Vice Chairman Clark, Member Johnson, Member Julien, and Member Wallace. Member Noto was in favor of the mast arms.

ARTICLE 5: Discussion of Sidewalk Widths
Manager Cravens noted a DDA Memorandum dated October 22nd that Otey previously distributed to the Board Members and noted that all other city sidewalks are consistent at five (5) feet in width. Member Johnson also noted that she has spoken with Darrin, Township Buildings and Grounds Supervisor, for the correct blade width of the plow and it is five (5) feet, not six (6) feet as previously mentioned. Manager Cravens noted that the staff prefers the seven (7) foot width for "forgiveness" of plowing the sidewalk. He noted that the Township has promised residents that the sidewalks would be plowed and maintained. The seven (7) foot width provides sufficient width for maintenance and pedestrian use. Sidewalk widths less than seven (7) feet are more difficult to plow. Reduced sidewalk widths increases the likelihood that lawn edges and sprinkler heads will be dug up by snow plowing. Manager Cravens said the staff prefers the seven (7) foot width for the sidewalks. Member Julien asked if six (6) foot would be acceptable. General discussion was held and the question arose if the five (5) foot sidewalks were primarily in the newer or older section of the Township. Manager Cravens noted the five (5) foot sidewalks were primarily in the residential areas. Member Johnson noted that she visited commercialized areas in Lowell, Ada, Grand Rapids Township and along 44th Street and measured the sidewalks at four (4) feet in width and asked why the Township cannot implement these when other communities are. General discussion was held regarding the maintenance of these sidewalks in other communities; most don't believe they are maintained in the winter months. Member Wallace also noted that he plows the sidewalks in his development and noted the extra room on the sidewalks allows for snow build-up from the plows and preserves the landscaping. Chairman James asked the DDA Board if further discussion was needed regarding sidewalk widths, barring none, no further discussion.

Article 6: Discussion of Village Area Street Lights
Manager Cravens noted two (2) new fixtures with a downward beam have been installed on Thornbrook and they appear to be working well. Chairman James has seen them and he believes they are adequate. Member Cravens reported that if the streetlights were to have a downward light cast, each fixture would need to be replaced. Manager Cravens noted that due to warranties on the current lighting, any modification to the current lights would void the warranties and the new lights would cost approximately $795.00 each to replace. Manager Cravens recommended to the DDA Board that when new poles are added or replaced, they be done so with the downcast lighting. Member Julien noted the cost is too expensive to replace each of the lights. He would like to see the DDA funds be better used. Chairman James asked if the Township has received any complaints or concerns over the current lighting. Manager Cravens noted that Member Johnson and Rob Beahan have expressed concerns but no one else. Member Noto asked if the downcast lights stand out in comparison to the current ones. Various Board members haven't noticed a difference and Chairman James noted that the Library has two (2) of them on the west side of their parking lot if anyone wanted to go see them to compare. Member Johnson noted that she can tell the difference between them and thinks it would look tacky if the lights were replaced as needed. Member Johnson asked if the glass surrounding the headlamps could be etched or something to help downcast the light. Manager Cravens did not ask the light manufacturer if the warranty would be honored if exterior enhancements were done to the glass surrounding the headlamps. Vice Chairman Clark motioned for the Township to utilize the downcast lights for expansion areas and as replacements to existing lights as long as the replacements are positioned in a tasteful manner. Member Chu supported the motion. Chairman James asked for all those in favor, none opposed. Motion approved.

Article 7: Other Business
Chairman James requested any other business the DDA Board would like to discuss. Member Julien asked Manager Cravens to explain the past processes of the Township Board and their minutes and utilization of a tape recorder.

Manager Cravens explained the responsibility of meeting minutes for the Township (such as Township Board, Planning Commission, and Zoning Board of Appeals) is that of the Township Clerk. Manager Cravens also noted that minutes should reflect actions of the Board but are now also including the dialog that leads to an action. Manager Cravens explained that the Township Board used to tape record their minutes but tapes were being taken verbatim and storage became an issue. The Township Board, for the past six (6) months, has been tape recording their minutes but once the minutes have been approved by the Board; the tapes are destroyed. Manager Cravens also noted that prior to those six (6) months, the Township Board kept the tapes for six (6) months but eliminated that practice due to tape storage. No further discussion.

Chairman James requested any other business the Board needs to conduct and Member Johnson stated she would like to see the red ribbons on the light posts for the holidays she requested about a year ago and questioned the smaller size of the wreaths. Manager Cravens noted that to help save on expenditures the Township decided to purchase artificial wreaths and Darrin contacted Bronners in Frankenmuth who recommended the current wreath size. Manager Cravens also noted that last year, Darrin wrapped the red ribbon around most of the Village lights but didn't carry it through due to time/labor involvement. Member Julien supported the red ribbon on all the Village lights but the Township needs to decide if we have the time and resources to do so, not the DDA.

Manager Cravens noted a few other items he needed to present to the Board, the first being the next DDA Board Meeting is scheduled for February 15th that may be President's Day. There is a potential conflict of venue with the Zoning Board of Appeals and the DDA meeting may be held at the Township Offices in February.

Manager Cravens also reported that he has been speaking with Pat Cornelisse, the City of Wyoming, regarding the development of streetscape plans from Thornhills to Cascade Road. In their discussions they have been assessing the current types of trees used, recent diseases and other challenges to the Ash, Sycamore and other trees currently used. Manager Cravens said he will be presenting various pictures of different and unusual trees for DDA consideration and also looking into shorter trees that won't grow into hanging wires.

Member Biermacher has also spoken with Manager Cravens recently and due to his increasing health problems, Member Biermacher will be submitting a letter of resignation to the DDA Board. Manager Cravens noted that this creates availability to serving on the DDA Board and the Board needs to fill this position with someone who owns property within the DDA and lives in Cascade Township, or find someone who lives within the DDA district to serve. Member Julien questioned if he is qualified due to his position with Meijer and their property being located in the DDA district. Manager Cravens will check into this.

Manager Cravens also noted that one of the property owners in Glenwood Hills on Kraft contacted Steve to see if the Township would expand the DDA district into this area. Steve asked that this individual submit a formal written request. Member Julien noted that he does not believe this area would qualify within the DDA district due to taxes and recognizes their financial savvy. Member Julien requested a compelling statement for DDA review.

Article 8: Chairman James requested a motion for adjournment. Vice Chairman Clark motioned for adjournment, seconded by Member Wallace. Meeting adjourned at 8:20 p.m.

Respectfully Submitted,

Lisa Hern, Recording Secretary

Approved as to form by:

Jay W. Cravens, Executive Director

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