VBT DDA discusses building use, sign policy for house at Harris Park

In a special meeting on Feb. 6, the Van Buren Township Downtown Development Authority discussed at length proposed rules for the use of its new house at 10151 Belleville Rd. and how the digital sign in front of the house should be used.
The Placemaking Project which includes the house and Harris Park cost the DDA $3 million to build.
The meeting use policy and regulations will be put into a final form to present to the DDA for approval at a future meeting.
A two-page “Audience Participation Packet” was presented with the DDA meeting packet, the first ever given out at a DDA meeting. There were two members of the audience and the press at the Feb. 6 meeting and nobody spoke until the end of the meeting under “public comment.” The two who spoke were polite and orderly.
It was reported to the Independent that a member of the audience spoke out after the close of the Jan. 28 meeting. He was critical of the DDA for designing and constructing the building first before deciding how it was going to be used. He said the DDA should have determined the use before building the house. There could have been a way to extend the space in the limited meeting room for larger groups, he said. A police officer came into the building at that time, but no warning or arrest was made.
At the Feb. 6 meeting, after much discussion, the DDA board decided, among other things, the following:
• The digital, lighted sign in front of the building/park would be for non-profits and community events. Supervisor Kevin McNamara said that the use of the meeting room should be announced on the sign and it should be emphasized the whole project is a service to township residents;
• Public usage of the house could be scheduled from 8 a.m. to 9 p.m., Monday through Friday, and 8 a.m. to 4 p.m. on Saturday. The building is closed on Sundays;
• The staff of two will be scheduled from 8:30 a.m. to 4:30 p.m., Monday through Friday, and will put up a sign when they lock up the house and have to be absent for other activities;
• Rental fee for the meeting room is $25 per use, regardless of the amount of time involved;
• Posted damage fee is $100 and will be returned if the room is in good condition when the meeting is done. If the user will be renting the room at regular intervals, the damage fee could be retained by the DDA and returned when the DDA is alerted that the user will not use the room any longer;
• A digital lock will be put on the door for access by users and the combination changes at the end of the use, so staff doesn’t have to be present. DDA Executive Director Susan Ireland said the lock will cost $1,500 to install and $15.75 per month. She said the police department always has access to the building;
• The meeting room is not available for parties, to sell products, for religious services, private meetings, political activities, gambling, those using vaping, tobacco or marijuana, and alcohol. Also, there will be no admission fees. There was a lot of discussion on whether businesses within the township could use the room for private sales meetings or classes. Also, could someone rent the room to make sales calls? Since the DDA wants to promote business in the area, there was reason to believe businesses should be able to use the room. Also, Supervisor McNamara said about private meetings, “That’s what we are going to do with it for economic development activities”;
• Trash from meetings will be bagged and put behind the building to be put out for trash pickup;
• To call the fire marshal back to set maximum room capacies for each room, since the “library/living room” could be used for some meetings. The fire marshal has determined the main meeting room maximum capacity is 26, but Supervisor McNamara wants to have the capacity of the library, kitchen, and hallways added to that number;
• No food or beverages in the library because of the danger of stains, since there are three chairs, a couch, and carpeting; and
• At the request of Supervisor McNamara, added the word “may” to the statement that says you will lose your $25 fee if you cancel use of the room after scheduling it.
Marcia Hollins spoke from the audience at the end of the meeting, saying the discussion on return of the damage deposit was disturbing. It was noted after the meeting room was found to be undamaged, it would take six weeks to get the $100 damage deposit back.
She asked why they couldn’t just keep the $100 check and return it uncashed within a few days if there was no damage. She was considering use of the meeting room for her Homeowners Association.
“We have to follow financial rules,” said DDA Assistant Executive Director Lisa Lothringer.
DDA Director Helen Foster had said earlier that, “You have to do what you have to do for a clean audit.”
Ireland said they can check to see what options they had legally.
Hollins also suggested they create a list so if one group cancels its scheduled use they could call another group who had wanted it for that same day. It was decided that would make too much work for the staff.
Hollins also suggested that if the room renters wanted to use the library, too, they could mark that on their application so that area would be left unlocked for them and DDA members agreed.
Reg Ion also spoke from the audience, asking how they expected the room users to clean the room in order to get their deposit back. Was it more than just wiping off the meeting table?
Chairman Craig Atchinson said just to leave it as you found it.
Lothringer said they have a broom and dustpan in the kitchen so the users can sweep the floor.
“In this kind of weather, you track in snow and salt and a broom won’t do it,” Ion said.
“We’re not going to ask them to mop the floor,” Atchinson said.
Ion said he had a career in building maintenance and a dust mop is the proper tool for the job. He said dirt on the floor will grind into the floor when the chairs are rolled back and forth. He said they should have chairs that aren’t on rollers.
Also, Ion asked if they were going to put portajohns in the park outside. He said if people are in the park and have to urinate and the building is closed, they will just pee in the park. He suggested they would urinate against the garage and, “When you open your door to go outside, you don’t want your door to smell like urine.”
He said if someone has the urge to urinate while in the park and the building is closed, the person will not get into his car and drive to Walmart.
Ireland said, “We’ll look into that.”
A public restroom had been a part of the original plans, but was eliminated to save money.
Present at the Feb. 6 special meeting were: Chairman Atchinson and Directors Joe Baskin, Jr., Jim Chudzinski, Victor Delibera, Helen Foster, Mark Laginess, and Joyce Rochowiak; Executive Director Ireland and Assistant Executive Director Lothringer, who serves as recording secretary at the meetings. Supervisor McNamara was present by phone since he had the flu. Absent were Vice Chairperson Carol Bird, Secretary Chris Brown, and Director Dawn Chappell.