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HomeMy WebLinkAbout08-20-14 Downtown Business Improvement District (BID) Minutes Downtown Business Improvement District Board Meeting Minutes August 20, 2014 Attending: Mike Basile, Eric Bowman, Dylan Clarkson, Ileana Indreland, Buck Taylor, Chris Naumann Absent: Dan Himsworth Eric Sutherland Special Presentation Bozeman Police and Court Facility City Manager Chris Kukulski, City Commissioner Chris Mehl, Municipal Judge Karl Seel and Deputy Chief Rich McLane presented information and answered questions about the proposed new facility on North Rouse Avenue. Public Comments None Disclosures None Minutes ACTION: Mike Basile moved to approve the June minutes as presented. Buck Taylor seconded the motion. All voted in favor. Finance Report Chris presented the Finance report reviewing the revenues and expenditures year-to-date as of August 20, 2014. He highlighted $17,000 payment of the Partnership management fee. The flower basket expense of $19,833 was paid to Wagner Nursery. He noted the only other expenditures from the previous report were the monthly maintenance expenses and truck repairs. Executive Director’s Report Below are the maintenance statistics comparing year-to-date figures from this year (FY15) to the stats from the same period last year (FY14). Here are the stats for FY2014: Trash Emptied = 3443 = 287/month…historic average = 238/month Recycling Emptied = 163 = 21/month…no historic data Graffiti Removed = 226 = 19/month...historic average = 19/month FY2014 FY2015 Total Average Total Average Difference Trash Emptied 495 495 357 357 -138 Recycling Emptied 0 0 53 53 0 Graffiti Removed 6 6 11 11 5 Downtown Parking Update The Parking Commission has contracted Western Transportation Institute to conduct the third Downtown Parking Study. Occupancy Rates for the side streets between Babcock and Mendenhall plus for all the public surface lots and the garage will be studied. Analogous to the 2010 and 2012 studies, data will be collected on a week day and a weekend day in July, August and September. The 2014 study will juxtapose all three years’ data to show trends in use. Preliminary data will be available in October and the final report will be released in November. The City and the TIF Board are collaborating to convert all of the lights at the Bridger Park Garage to motion sensor LED fixtures. This conversion will result in significant energy savings while all but eliminating instances of fixtures being dark due to burned out bulbs. The installation will take place later this fall. The graphs below show the trends in both garage use and revenue for July. Entries and revenues were up 11% and up 33% over July 2013. Therefore year-to-date entries and revenue for 2014 are up 15% and 19% respectively over 2013. Discussion and Decision Items Mendenhall Streetscape There was a brief discussion about the potential Mendenhall streetscape project. Chris mentioned that he did not think it would be plausible to extend the flower basket program to include Mendenhall. Therefore he was proposing that the streetlamps not be equipped with flower basket arms. The board said they would like to discuss the options further including the possibility of installing a drip-line irrigation system to eliminate the need to water by hand daily. Chris said he would do some research and put the discussion on the next agenda. Flower Basket Request for Proposals Chris presented the RFP for the next flower basket contract. The 3-year contract with Wagner is complete and the BID Board has a policy of putting the project out for competitive bid every 3 years. The board supported the release of the RFP as presented. Garage Maintenance Contract Chris presented a proposal to the board for the BID to contract with the Parking Division to provided limited maintenance and cleaning services at the Bridger Park Garage (see below). Chris emphasized that the financial terms of the contract would ensure that all of the BID expenses would be covered. He pointed out that the finances included a cushion to cover any unanticipated expenses for the first months of the contract. The board discussed that the BID maintenance services would certainly result in a cleaner garage thus a better customer experience. Ileana expressed that she would expect the Parking Division to clean the common areas prior to the BID contract. Several board members provided names and contact information of commercial cleaning services they use at their properties. Chris said he would pass along these contacts to Scott Lee, Parking Manager. ACTION: Ileana Indreland moved to enter into a contract with the City Parking Division to provide cleaning services at the Bridger Park Garage as presented with the condition that the Parking Division performs a thorough initial cleaning of the entries, stairwells and elevators prior to contract start date. Eric Bowman seconded the motion. All voted in favor. New/Old Business With no further new or old business, the meeting was adjourned. PROPOSAL FOR BID CONTRACT TO CLEAN BRIDGER PARK GARAGE Length: September 15, 2014 through June 30, 2015 (9 months) Payment: Parking Enterprise will pay BID $1000 per month Hours: 10 to 15 hours per week of BID employee time Services: general cleaning of entryways, stairwells, elevators including graffiti Supplies: Parking Enterprise will supply broom, mop, bucket, garbage bags, towels, chemicals Fiscal Notes: As shown in chart above, I estimate that cleaning the garage will take between 40 to 60 hours per month. Once the level of cleanliness has been elevated and staff establishes an HOURLY TOTAL with 25% HOURS RATE WAGES Contingency MARGIN PER 10 12.50$ 125.00$ 156.25$ 31.25$ WEEK 15 12.50$ 187.50$ 234.38$ 46.88$ HOURLY TOTAL with 25% HOURS RATE WAGES Contingency MARGIN PER 40 12.50$ 500.00$ 625.00$ 125.00$ MONTH 60 12.50$ 750.00$ 937.50$ 187.50$ HOURLY TOTAL with 25% HOURS RATE WAGES Contingency MARGIN PER 520 12.50$ 6,500.00$ 8,125.00$ 1,625.00$ YEAR 780 12.50$ 9,750.00$ 12,187.50$ 2,437.50$ BID Financial for Cleaning Bridger Park Garage efficient routine I think only 40 hours a month will be required. Therefore the monthly $1000 payment from the Parking Enterprise to the BID will more than cover our expenses. Flexibility: The contract will allow for the scope of services and monthly fee to be reviewed and revised at the 3rd and 6th month anniversary of the contract. Future Years: The Parking Commission is considering creating a new employee position within the Parking Enterprise that will be dedicated to the Bridger Park Garage. This position may encompass all the cleaning and maintenance needs of the facility. If this position is created it would most likely be initiated for FY2016 which will begin July 1, 2015. In this case, the BID would no longer be contracted for the cleaning services. If this position is not created, the BID may be contracted for FY16 if agreeable to both parties.