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Home My WebLink About06-18-14 Downtown Business Improvement District (BID) Minutes Downtown Business Improvement District Board Meeting Minutes June 18, 2014 Attending: Mike Basile, Eric Bowman, Dylan Clarkson, Dan Himsworth, Ileana Indreland, Eric Sutherland, Cyndy Andrus, Chris Naumann Absent: Buck Taylor Public Comments None Disclosures None Minutes ACTION: Eric Sutherland moved to approve the May minutes as presented. Dan Himsworth seconded the motion. All voted in favor. Finance Report Chris presented the Finance report reviewing the revenues and expenditures year-to-date as of June 18, 2014. He highlighted $7,000 in flower sponsorship revenue; $6,100 received and $900 still incoming. He noted the only expenditures from the previous report were the monthly maintenance expenses and tree purchases. Chris concluded by noting the BID has $101,748 in the savings and checking accounts. The board did not have any further questions about the Finance Report. Executive Director’s Report Maintenance Program Update Below are the maintenance statistics comparing year-to-date figures from this year (FY14) to the stats from the same period last year (FY13). The increases in trash and graffiti seem significant until you put the numbers in terms by months, weeks and days. The 653 bag increase in garbage collection equates 60 more bags per month or just 3 more bags a day. The 130 additional graffiti tags averages out to 12 more a month or just 3 more tags a week. FY2013 FY2014 Difference Trash Emptied 2423 total 220 av/mnth 3076 total 279 av/mnth +653 Graffiti Removed 79 total 7 av/mnth 209 total 19 av/mnth +130 Recycling Removed 126 total 32 av/mnth Summer Maintenance Update We filled all three summer of maintenance employee positions. Liz (our current staff person) will be watering flowers Monday through Friday. Thomas will be the “everything but flowers” staff person handling trash, graffiti, banners and general maintenance Thursday through Monday. We hired Anna Kendall, a Bozeman native and Big Sky ski patroller, for the weekend flower watering position. We also have a former employee, Brad Cox, as a backup and substitute. The flowers were installed Tuesday, June 10, so we are in full summer mode. Work Plan and Budget Presentation to City Commission I presented the BID FY2015 work plan and budget to the City Commission on June 2nd. The Commission had a few questions including one about the graffiti removal program. They thanked me and the BID board for all the great work that is being done in the district. Technically the work plan and budget will be approved with the entire City budget at the June 23 Commission meeting. Downtown Breakfast and Awards The breakfast event on June 12 went very well with approximately 60 people in attendance. Andy Holloran was the keynote speaker and addressed his philosophy about the need for infill development in the downtown core. He announced his plans to build a 5-story mixed use building at the northwest corner of Tracy and Mendenhall (the current location of the American Federal Bank). The following Downtown Awards were presented: • Downtown Community Award to First Interstate Bank • Downtown Cornerstone Award to Country Bookshelf • Life is Downtown Award to Ileana Indreland Downtown Parking Update The graphs below show the trends in both garage use and revenue for May. Entries and revenue were up 8% and up 21% over May 2013. Therefore year-to-date entries and revenue for 2014 are up 18% and 17% respectively over 2013. Discussion and Decision Items Board Appointments and Officers for FY2015 Chris informed the board that Eric Bowman was reappointed to the BID Board for another term on Monday June 16th. He shared that he had previously spoken with both Eric and Ileana and they both agreed to continue to serve as Chair and Vice-Chair respectively. Chris asked if any other board members would like to be considered for an officer position. No other members came forward. ACTION: Eric Sutherland moved to appoint Eric Bowman as Board Chair and Ileana Indreland as Board Vice-Chair for Fiscal Year 2015. Dylan Clarkson seconded the motion. All voted in favor. Garage Maintenance Discussion Chris acknowledged and recounted the long-standing maintenance issues at the Bridger Park Garage. He explained that the existing maintenance company would not have their contract renewed; reminding the board that no other companies had submitted bids to clean the garage. The Parking Manager tried to contract with an individual as a 1099 worker to clean the garage, but they (nor most likely any other individual) were able to provide the levels of insurance required by the City of Bozeman. The Parking Manager and the Parking Commission are considering creating a new PTE dedicated to cleaning and maintaining the garage but that will take some time and wouldn’t be effective until July 1, 2015—the beginning of the next fiscal year. Chris asked the board if they would consider the BID contracting with the Parking Commission to providing cleaning and maintenance services for at least the rest of this fiscal year. Chris pointed out that the BID already cleans the vast majority of all the public “facilities” downtown— the sidewalks, Soroptomist and the public parking lots. Chris concluded that the BID has all the pieces in place to keep the garage much cleaner than it has ever been. Ileana asked how much the contract would cost the BID. Chris indicated that it would not cost the BID a dollar as the contract would stipulate the Parking Enterprise Fund covering all the expenses—labor and materials. Chris said he would structure the payment provisions to include a cushion to also cover any unexpected expenses. Dan Himsworth said in concept this idea makes perfect sense. Ileana asked if the Partnership could hire an employee to do this maintenance work. Chris said in theory, yes, but maintenance is what the BID does. Eric Bowman added that the BID is a much better provider of maintenance services considering the Partnership is strictly an administrative/office entity. Chris said if the Board was interested in potentially pursuing this option then he would put together more of a formal proposal to present at the August meeting. The Board asked him to do just that. New/Old Business The Board asked Cyndy to let Chris know as far in advance when the future of Bogert Pool is going to be discussed by the City Commission as they would like to have an opportunity to be involved. Cyndy said she would do so. With no further new or old business, the meeting was adjourned. APPROVED FY2014 APPROVED FY2014 Budget Projection FY2015 BudgetIncome BID Assessment 120,000$ 120,000$ 120,000$ Interest Income 100$ 175$ 175$ Flower Sponsorshihps 7,000$ 7,000$ 7,000$ Christmas Light Sponsorships 3,000$ 3,600$ 3,600$ Streetlamp Banners 3,000$ 4,000$ 4,500$ Total Income 133,100$ 134,775$ 135,275$ Expenses Management Fee 67,000$ 67,000$ 68,000$ Total Expenses 67,000$ 67,000$ 68,000$ Payroll Expenses Maintenance Staff 19,500$ 18,500$ 20,000$ Taxes 1,500$ 1,500$ 1,500$ Work Comp 2,000$ 1,500$ 2,000$ Total Payroll Expenses 23,000$ 21,500$ 23,500$ Programs Christmas Lights 2,000$ 1,946$ 2,000$ Christmas Light Spider Repair 1,500$ 731$ 2,000$ Christmas Lights Storage 1,395$ New Banners 3,000$ 2,970$ 3,500$ Flower Expenses 18,500$ 17,543$ 19,750$ Flower Water 120$ 134$ 150$ Tree Purchases 3,000$ 2,400$ 3,000$ Marketing 2,500$ 2,500$ 2,500$ Maintenance Supplies 1,000$ 1,075$ 1,200$ Garbage Bags 1,500$ 1,300$ 1,500$ Graffiti Supplies 1,000$ 250$ 500$ Mule Service & Fuel 1,000$ 500$ 1,000$ Truck Service & Fuel 2,500$ 4,200$ 3,000$ Truck Insurance 2,200$ 2,200$ 2,200$ Total Program Expenses 39,820$ 37,749$ 43,695$ Total BID Expenses 129,820$ 126,801$ 135,195$ NET INCOME 3,280$ 7,974$ 80$