Loading...
HomeMy WebLinkAboutBID Minutes 2-24-09 Downtown Business Improvement District Board Meeting Minutes 2/24/2009 Present : Mike Basile, Eric Bowman, Dan Harding, Dan Himsworth, Kaaren Jacobson, Chris Naumann and Ellie Staley Absent : Ileana Indreland, Buck Taylor Eric calls the meeting to order. Public comments None Minutes ACTION: Dan Himsworth motions to accept the minutes from January 21, 2009 Dan Harding seconds the motion All vote in favor Financial Report rdth Chris reported that the City of Bozeman paid both the 3 and 4 quarter assessment installments which totaled $57,000.00. Other financial activity this month included the expected maintenance expenses. Executive Director’s Report Business Improvement District Board th February 24 2009 Downtown Improvement Plan Mark Hinshaw and Sarah Durkee of LMN Architects were in Bozeman February for a series of technical meetings as part of their background research and analysis for the Downtown Improvement Plan. The Advisory Committee met with Mark and Sarah to discuss the project timeline and the scope of the consultant team’s stakeholder meetings in March. The other meetings included: GIS Mapping and Inventory with Jon Henderson (City of Bozeman GIS Manager) Economic Development with Peter Bertelsen and Bob Hietala of Prospera Business Network Planning Department with Andy Epple (Director), Chris Saunders (Assistant Director) and Allyson Bristor (Historic Preservation Planner) Public Service and Infrastructure with Debbie Arkell (Director) and Rick Hixson (City Engineer) Residential and Commercial Real Estate with Ileana Indreland and Mike Delaney (Delaney & Co.), Joe Cobb (Grubb & Ellis), Mike Basile (Montana Prudential) Each meeting was positive and productive. If any board member is interested, I have a series of notes from each meeting and would be glad to share. The entire consulting team will be in town from March 8 until March 12 for a series of intensive stakeholder meetings, public forums, and team work sessions. The stakeholder meetings will include: property owners; business owners; City staff and commissioners; bank officers; architectural professionals; arts and culture representatives; plus downtown residents and adjacent neighborhood representatives. The planning process will include background research, analysis of existing conditions, public input and stakeholder interviews, presentation of a draft plan, further public input, and formulation of a final plan. We anticipate having a final plan for review and adoption no later than July 1, 2009. Summer Flower Basket Program I have been negotiating with Renee at Oak Gardens regarding this season’s flower baskets. The price estimate at this point is $12,715 which includes replanting 136 baskets, replacing 25 liners, installation, takedown, plus fertilization and pruning. This year we budgeted $13,250 for the flower basket program. Last year the expenditures for the program exceeded $14,500. The Board discussed the Downtown Improvement Plan. Chris and Mike Basile recalled some of the preliminary discussions with LMN Architects, the project consultants. It was discussed that the emphasis would be on the areas north and south of Main Street along Mendenhall and Babcock. Also reiterated was the preliminary idea that increasing residential density in downtown would be a primary objective as well as updating the parking requirements. Discussion and Decision Items Maintenance Proposal Chris presented the BID Full-time Maintenance Employee and Program Proposal that he had previously provided to the Board via e-mail as outlined below: Downtown Business Improvement District Full-time Maintenance Program Proposal Goal: Ensuring that downtown is clean and attractive by improving the level of maintenance services provided on behalf of the downtown property owners and merchants. Proposal : Fund and manage full-time maintenance staff for the Downtown Business Improvement District by hiring a full-time maintenance employee. The employee would work 30 to 40 hours a week depending on need. During the busy summer season, an additional part-time employee would be hired to ensure seven days of maintenance service. Description : The full-time employee would be responsible for a variety of tasks, for a full job Attachment A description see . Year-round, daily maintenance tasks would include: empty all trash cans; pick up garbage from storefronts, doorways and sidewalks; clean up Soroptimist Park and wipe down tables and benches; clean underneath and around trash cans; remove stickers and posters; and remove graffiti tags and vandalism. On a regular basis throughout the year, this employee would also install and maintain light pole banners; assist with Downtown Bozeman Association special events; and clean up the public parking lots, alleys, and Bozeman Creek. Additional seasonal tasks during the summer months would include: water street lamp flower baskets daily; water trees a minimum of twice a week; pull weeds in Soroptimist Park plus in and around tree grates; power wash sidewalks along problem areas; and sand and stain pedestrian benches. During the winter months, the employee would remove snow and ice from pedestrian ramps at intersections; remove snow and ice from public areas and access corridors; clear street drains of snow and ice for snowmelt; and install and maintain the holiday lights. The BID could also pursue the snow removal contract for Soroptomist Park. These winter tasks would be in addition to the daily maintenance tasks outlined above. Winter work could be supplemented by contracting additional snow removal services. Funding : The full-time maintenance employee would be funded with existing BID dollars resulting Attachment B in no direct increase to property owner assessments. See for a detailed accounting of funding and costs. The current budgeted amount ($26,000) plus the amount paid for the watering contract ($15,000) will cover the payroll and material costs of the full-time employee and program. Additional funds could be raised through a maintenance sponsorship program or seasonal maintenance contracts, if necessary. One-Time Up-Front Costs : Foregoing the flower watering contract could potentially require purchasing a truck and watering equipment. In addition, if a full-time maintenance employee is hired on May 1, 2009, the program would need to absorb some increase costs for May and June. All of these expenses could be covered by residual, unused funds from this year’s maintenance budget. Attachment C See for a detailed accounting of these capital expenditures and funding. The Board discussed that this transition has been considered several times in the past but was not acted upon. The group recalled that in the past it was considered too late in order to make the transition in time to assume the flower watering responsibilities. The Board reviewed the options of obtaining a maintenance truck including outright purchase of a used vehicle or approaching the dealerships about sponsoring a program truck for the BID Maintenance Program. Chris said he would thoroughly research each option and report back to the Board. Parking options for the vehicle were outlined: leasing a space from First Security; leasing a space in the City lot at Rouse and Babcock (Chris mentioned that he would talk to the Parking Commission about donating a leased space); leasing a space in the Parking Garage (which again could possible be donated by BPC). ACTION: Mike Basile motioned: To approve the funding and management of a comprehensive BID maintenance program including the hiring of a full-time employee to ensure that downtown is clean and attractive by improving the level of maintenance services provided on behalf of the downtown property owners and merchants. The conditions include: 1. The employee will work 30 to 40 hours a week depending on need. 2. During the summer months, an additional part-time employee will be hired to ensure maintenance service seven days a week. 3. The comprehensive BID maintenance program will be funded with currently budgeted maintenance and flower watering contract funds resulting in no direct increase to property owner assessments in the next fiscal year. Dan Harding seconds the motion All voted in favor The Board indicated that if possible, they would like to change the monthly meeting time to 12:00pm on the third Wednesday of each month. Chris concurred and said he would confirm the change with the City Clerk. With no new or old business to discuss, the meeting was adjourned.