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HomeMy WebLinkAbout11-15-23 Downtown BID Board Agenda and Packet MaterialsA.Call meeting to order - 12:00 p.m. This meeting will be held both in-person and also using an online video conferencing system. You can join this meeting: Via Video Conference: Click the Register link, enter the required information, and click submit. Click Join Now to enter the meeting. Via Phone: This is for listening only if you cannot watch the stream, channel 190, or attend in- person United States Toll +1 253 205 0468 Access code: 955 3864 1712 B.Disclosures C.Public Service Announcements D.Approval of Minutes D.1 Approve Meeting Minutes(Cope) E.Public Comment This is the time to comment on any matter falling within the scope of the Business Improvement District Board. There will also be time in conjunction with each agenda item for public comment relating to that item but you may only speak once per topic. Please note, the Board cannot take action on any item which does not appear on the agenda. All persons addressing the Board shall speak in a civil and courteous manner and members of the audience shall be respectful of others. Please state your name and place of residence in an audible tone of voice for the record and limit your comments to three minutes. THE BOZEMAN DOWNTOWN BUSINESS IMPROVEMENT DISTRICT BOARD OF BOZEMAN, MONTANA BID AGENDA Wednesday, November 15, 2023 General information about the Downtown Business Improvement District Board is available in our Laserfiche repository. If you are interested in commenting in writing on items on the agenda please send an email to agenda@bozeman.net or visit the Public Comment Page prior to 12:00pm on the day of the meeting. Public comments will also be accepted in-person and through Video Conference during the appropriate agenda items. As always, the meeting will be streamed through the Commission's video page and available in the City on cable channel 190. For more information please contact Emily Cope, emily@downtownbozeman.org 1 F.FYI/Discussion F.1 2023 Citizen Advisory Board Annual Ethics Training (Cope) F.2 Downtown BID Programs(Cope) F.3 Review BID Mission Statement(Cope) G.Adjournment For more information please contact Emily Cope, Bozeman Downtown Partnership, emily@downtownbozeman.org This board generally meets the 3rd Wednesday of the month from 12:00 to 1:30 Citizen Advisory Board meetings are open to all members of the public. If you have a disability that requires assistance, please contact our ADA Coordinator, Mike Gray, at 582-3232 (TDD 582-2301). 2 Memorandum REPORT TO:Bozeman Downtown Business Improvement District Board FROM:Emily Cope, Downtown Bozeman Partnership SUBJECT:Approve Meeting Minutes MEETING DATE:November 15, 2023 AGENDA ITEM TYPE:Minutes RECOMMENDATION:Approve. STRATEGIC PLAN:7.3 Best Practices, Creativity & Foresight: Utilize best practices, innovative approaches, and constantly anticipate new directions and changes relevant to the governance of the City. Be also adaptable and flexible with an outward focus on the customer and an external understanding of the issues as others may see them. BACKGROUND:Approve meeting minutes from August and November. UNRESOLVED ISSUES:None. ALTERNATIVES:As suggested by board. FISCAL EFFECTS:None. Attachments: BID Minutes 8-23.pdf BID Minutes 11-1-23.pdf Report compiled on: November 6, 2023 3 Downtown Business Improvement District Board Meeting Minutes August 28, 2023 Attending: Eric Bowman, Emily Cope, Ileana Indreland, Susan Neubauer, Ellie Staley, Eric Sutherland Absent: Erik Nelson, Randy Scully, Terry Cunningham Minutes None. Public Comment None. Discussion Items Monthly Finance Report Emily presented the FY24 YTD finance report, highlighting $3,400 in income from selling flower baskets and the $13,000 for the red holiday spider replacement. August Economic Development Director’s Report Emily provided a monthly update on the BID’s maintenance programs and staffing updates. The board discussed the flower watering truck repairs and Downtown URD & BID board recruitment timelines. Meeting was adjourned. 4 Downtown Business Improvement District Board Meeting Minutes November 1, 2023 Attending: Emily Cope, Ileana Indreland, Erik Nelson, Randy Scully, Ellie Staley, Eric Sutherland Absent: Eric Bowman, Susan Neubauer, Terry Cunningham Minutes ACTION: Eric Sutherland moved to approve the July minutes as presented. Ileana Indreland seconded the motion. All voted in favor. Public Comment None. Discussion Items Monthly Finance Report Emily presented the FY24 YTD finance report, highlighting the capital expense of $38,000 for the new Earth Planter flower baskets. The board asked staff to show the percentage spent of each line item on future finance reports. November Economic Development Director’s Report Emily provided a monthly update on the BID’s maintenance programs and staffing updates. The board asked for a one-page document outlining the UDC edits that would affect the B-3 district. This one-page document could be shared with stakeholders within the B-3.The board discussed reviewing the BID Mission Statement and programming for the next fiscal year at the November board meeting. Meeting was adjourned at 1:45pm. 5 Memorandum REPORT TO:Bozeman Downtown Business Improvement District Board FROM:Emily Cope, Downtown Bozeman Partnership SUBJECT:2023 Citizen Advisory Board Annual Ethics Training MEETING DATE:November 15, 2023 AGENDA ITEM TYPE:Citizen Advisory Board/Commission RECOMMENDATION:Listen and participate in the 2023 advisory board ethics training. STRATEGIC PLAN:7.1 Values-Driven Culture: Promote a values-driven organizational culture that reinforces ethical behavior, exercises transparency and maintains the community’s trust. BACKGROUND:The City Charter was approved by the citizens in 2006 and became effective in 2008. According to Charter requirements, the City is required to establish standards and guidelines for conduct and provide annual trainings for all representatives of the City to avoid the use of their public position for private benefit. UNRESOLVED ISSUES:None. ALTERNATIVES:Noen FISCAL EFFECTS:None. Report compiled on: November 7, 2023 6 Memorandum REPORT TO:Bozeman Downtown Business Improvement District Board FROM:Emily Cope, Downtown Bozeman Partnership SUBJECT:Downtown BID Programs MEETING DATE:November 15, 2023 AGENDA ITEM TYPE:Plan/Report/Study RECOMMENDATION:Review FY24 work plan progress and discuss FY25 programs. STRATEGIC PLAN:7.3 Best Practices, Creativity & Foresight: Utilize best practices, innovative approaches, and constantly anticipate new directions and changes relevant to the governance of the City. Be also adaptable and flexible with an outward focus on the customer and an external understanding of the issues as others may see them. BACKGROUND:Emily will present the current progress on the FY24 work plan and lead a discussion for FY25 programming. This discussion will aid in the budgeting and planning process for the next fiscal year. UNRESOLVED ISSUES:None. ALTERNATIVES:None. FISCAL EFFECTS:None. Attachments: BID FY24 Work Plan Progress.pdf FY25 BID Program Discussion.pdf Report compiled on: November 7, 2023 7 Downtown BID  Work Plan Item Status FY24 Budget Notes Replace Red Holiday Spider Completed $15,000 Actual cost ~$13k, some final invoicing may come in after the installation Holiday Spiders- Reserve Fund Completed $10,000 Funds placed in reserve for next spider replacement Swap remaining baskets to Earth Planters Completed $45,000 Actual cost ~$39k, order has been placed DBA Support Completed $27,000 Marketing- DBP Completed $2,500 Outreach Bozeman In progress $10,000 Funds to be paid to Outreach Bozeman Maintenance (staffing) Ongoing, $97,525 Looking to hire part-time winter employee, will likely hire one flower waterer in 2024 Maintenance (supplies) Ongoing $6,675 Supply costs continue to rise, still within budget YTD Graffiti Removal & Supplies Ongoing $7,500 Maintenance Vehicles (service, fuel & insurance) Ongoing $9,750 Tree Purchases In progress $2,000 Funds to be transferred to forestry Holiday Lights (supplies, storage) In progress $5,525 Sponsorship/Banner Income Ongoing $24,500 Trending as budgeted Banners (DTNBZN Marketing) Not started $3,000 SHOP, DINE, PLAY, STAY banners FY24 Work Plan Progress 8 FY25 BID Program Discussion This discussion is to aid in setting the goals of the BID board in advance of budget meetings that will take place in early 2024 for Fiscal Year 2025. Staff will take notes of board preferences and develop options into the draft budget and work plan for the first budget meeting. •New holiday decorations o BID has not purchased new streetlamp garland or intersection wreaths for many years. Opportunity for new holiday decorations all together. •New flower watering truck o The board has discussed options for planning to purchase a new flower watering truck. It was last decided to use the current truck until a new one is absolutely needed and capital funds would be used to purchase a new truck. Another option is to begin setting aside money in a reserve account. •Sidewalk pressure washing o Complete a one-time sidewalk pressure washing at the start of the summer season. •Full time maintenance employee o Create a year round, full time maintenance employee position. •Public art opportunities o Work with City of Bozeman, Northwestern Energy, business and property owners to identify opportunities for public art (vinyl wraps on dumpsters, public utilities, murals on buildings, etc.) •Sidewalk snow removal (see attachment) 9 ESTIMATE - Downtown Bozeman Sidewalk Snow Removal Clean Slate Group, LLC 34 Outlier Way Bozeman, MT 59718 (406) 624-3626 scott@cleanslategroup.org Prepared For: Downtown Buisness Improvement District Estimate #:060721-1GA Emily Cope Date:11/2/23 222 E Main St, #302 Bozeman, MT 59715 Emily@downtownbozeman.org Prepared By:Scott Aamodt & Ryan Rickert ID Location Description Price per block rate: <5" snowfall >5" snowfall Type A Block (A1-A7) One block of Main street facing sidewalks running East-West (both sides of street included in per block rate)$300 $400 Type B Block (B1-B16) One block of sidewalks running North-South on all Main street side streets (both sides of street)$200 $250 Type C Block (C1-C14)One block of sidewalks running East-West on Babock & Mendenhall $100 $150 10 Memorandum REPORT TO:Bozeman Downtown Business Improvement District Board FROM:Emily Cope, Downtown Bozeman Partnership SUBJECT:Review BID Mission Statement MEETING DATE:November 15, 2023 AGENDA ITEM TYPE:Plan/Report/Study RECOMMENDATION:Discuss. STRATEGIC PLAN:4.4 Vibrant Downtown, Districts & Centers: Promote a healthy, vibrant Downtown, Midtown, and other commercial districts and neighborhood centers – including higher densities and intensification of use in these key areas. BACKGROUND:Downtown BID Mission Statement: The downtown Bozeman Business Improvement District (BID) is an organization of downtown property owners who through thoughtful, pro-active collaboration and partnership with local government, business owners, residents, and citizens strive to create a shared vision and voice for the community of downtown Bozeman. The BID will commit resources, identity, plan, and act on short-term and long-term initiatives otherwise unavailable to individual owners. The BID has a goal of ensuring the long-term preservation and vitality of the city’s underlying economic, cultural, social, and environmental assets. The BID will work together to keep our downtown a safe, beautiful, and vibrant place (adopted by the BID Board in November 2007). Mission statement is also included in the BID bylaws. UNRESOLVED ISSUES:None. ALTERNATIVES:As suggested by board. FISCAL EFFECTS:None. Report compiled on: November 7, 2023 11