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Downtown Muskegon Business Improvement District Meeting Agenda February 23, 2016 380 Western Ave., Suite 202 Muskegon, MI at 4PM 1) Call to Order 2) Consent Agenda a) Approval of Agenda b) Approval of Minutes from the Jan. 19, 2016 Meeting c) Review BID financial statement from the city dated 2-18-16 3) Public Comment (on an agenda item) 4) Unfinished Business a) Update on the implementation of the BID assessments that were mailed Feb. 1 and snow removal contract. 5) New Business a) Discussion of spring and fall landscaping RFP details and process b) Update by Ellen Berends on downtown events and of the upcoming request of $2,500 for the initial First Fridays from the $24,000 advertising/marketing & events line item c) Update from Dave Alexander of the map sign at the northwest corner of the Johnson Traffic Circle at Third Street and West Western Avenue for this summer and of an upcoming request to pay for it from the $7,000 banners & direction signs line item d) Information from Ellen Berends on a proposed downtown art sculpture competition e) Information from Ellen and Dave on a planned GusMacker in downtown Muskegon July 23-24. f) Meeting schedule for the remainder of 2016 moving meetings to the fourth Tuesday of every other month: March 22, May 24, July 26, September 27 and November 22, 4 p.m. at 380 Western Ave., Suite 202 Muskegon, MI 6) Other Business 7) Adjournment To: Muskegon Downtown Improvement District Board members From: Dave Alexander, executive director of Downtown Muskegon Now (staff) Re: Background on items for the February 23, 2016 meeting BID Update: We agreed in January to gather back to evaluate the beginning of the BID with the mailing of the assessments and start of the expanded sidewalk snow removal contract with H&H. The financials show that more than $4,200 has been received from at least eight assessed properties in the initial two weeks since the assessments arrived. It has been a light winter for snow. Landscaping: Next up is our landscaping contract for the spring and the fall. Here is the RFP from last year and the winning bid from H&H. The mowing of the three DMDC lots on West Western Avenue need to be bid separately and paid by the DMDC as that is not a BID expense as it was a condo association expense last year that could be wrapped into overall contract. The flowers and flower planter upkeep in the district has been handled separately. Jonathan Seyferth suggests that for such small contract that we again hire Ole Henry Gardens to handle that. | will walk the district with Ole Henry Gardens and have them provide a quote outside the RFPif that is acceptable. My goal is to get the RFP out in early March and have a contract set by April 1. Outside of snow/landscaping: DMN staff wants to brief you on events and projects outside of snow removal and landscaping for potential funding as 2016 progresses. First Fridays and the map sign would be specific future requests. We have no specific requests for the sculpture competition and GusMacker as we are only providing staff support. Both are not our initiatives. BID Board meetings for 2016: | request that we change the BID Board from the third Tuesday of each month to the fourth Tuesday as it provides me with a better monthly work flow with the other two boards | staff-DMDC and DMN — have second week of the month meetings. This will need board action if we have a quorum. Downtown Muskegon Business Improvement District Meeting Minutes January 19, 2015 380 W. Western Ave., Suite 202 Muskegon, MI at 4 PM 1) Call to Order: 4:00 PM 2) Attendance: Doug Pollock (Chair), Mike Hennessy, Bob Tarrant, Gary Post and Frank Peterson Excused Absent(s): Justin Clark (VC), Bruce Lindstrom, John Riegler and Connie Taylor Guests: Dennis Lohman, Northwester Industrial sales, and Mohammed AlI-Shatel, Muskegon DPW director. 3) Consent Agenda a) Approval of Agenda Motion: Frank Peterson Support: Mike Hennessy Vote: All voted in favor b) Approval of Minutes from the November 17, 2015 Meeting Motion: Frank Peterson Support: Mike Hennessy Vote: All voted in favor 4) Public Comment (on an agenda item) — None. The board chose to leave the floor open for the whole meeting allowing attendees to participate as they like. 5) Unfinished Business a) BID board meetings will be called for February, March and April to begin 2016 as the District begins operations and collection of assessments. b) Discussion of the one-year nature of the BID and the need to evaluate the first year. The board will have to approach the Muskegon City Commission for a decision on the second year and beyond. Those discussions and decisions will need to be made by the August-September timeframe for city action for 2017. c) Overall explanation of the Muskegon Business Improvement District final assessment approvals by the Muskegon City Commission and the authorization of a $45,000 loan from the city to the BID was given by Muskegon City Manager Frank Peterson and Downtown Muskegon Now Executive Director Dave Alexander. 6) New Business a) Agreement between BID and Downtown Muskegon Now for DMN to manage the BID work plan and budget. Authorized DMN staff to spend the $45,000 city loan funds only for snow removal and spring-fall landscaping at this time. All other spending needs to be approved by the board. Motion: Frank Peterson Support: Bob Tarrant Vote: All voted in favor Accept the $45,000 loan and the city terms of an 18-month payback at no interest rate. Motion: Frank Peterson Support: Gary Post Vote: All in favor Authorize Chairman Doug Pollock to sign the city’s promissory note for $45,000 on behalf of the BID board. Motion: Frank Peterson Support: Bob Tarrant Vote: Allin favor The DMN had sought through a Request for Proposals expanded BID sidewalk snow removal services at the end of October. Only one proposal was received from H&H Lawn Service & Snowplowing of North Muskegon. Due to the delay in approval of the BID assessments by Muskegon City Commission, the H&H proposal needed to be resubmitted. Authorize DMN Executive Director Dave Alexander to sign a BID snow removal contract with H&H from February 1, 2016 through April 15, 2016 not to exceed $24,000 with potential additional charges for salt and snow hauling with loader and dump truck. Discussion included a request to have at least holes cut into the snow banks at mid- blocks to allow clear access from the sidewalk to the street. Another suggestion was to remove snow from between the street and sidewalks when available and to coordinate that work with the city of Muskegon DPW. Motion: Frank Peterson Support: Mike Hennessy Vote: All in favor Appointment of a treasurer. Nomination was for Connie Taylor to serve as treasurer and that she be authorized to be signatory to any BID bank accounts. 2 Motion: Frank Peterson Support: Mike Hennessy Vote: All in favor 7) Other business Board members discussed the inclusion of the Sidock Building parking lot being part of the snow removal contract in the future and as to whether it would be open to the public. BID staff will explore that issue for next winter's snow removal contract. 8) Adjournment 5:10 PM No Objection Minutes produced and submitted by Dave Alexander, executive director of Downtown Muskegon Now. Revnus 297-70803-5346 CONTRACTUAL SERVICES 0.0 8,0 0.0 8,0 0.0 8,0 0.0 Expenditurs Feb. 1, 2016 Dear Muskegon Downtown Improvement District property owner: Please find your 2016 Muskegon Downtown Improvement District assessment bill enclosed. After a public hearing, you may be aware that the Muskegon City Commission unanimously gave its second approval of the 2016 assessment roll for the district at its Jan. 12, 2016 meeting. The commission-approved, nine-member Business Improvement District Board met Jan. 19, 2016 and reaffirmed the district budget for this first year to include specific parking lot, alleyway and sidewalk snow removal; spring and fall landscape services for the district; and downtown events and marketing, among other items. The Business Improvement District Board is requesting at least half payment of the 2016 assessment before July 1 so that services can begin to be delivered. A second assessment billing will be sent out July 1 reflecting any unpaid balance. The assessment payment is due in full by Oct. 31, 2016. After that date, any balance due on the 2016 Muskegon Downtown Improvement District assessment will be applied to the 2016 winter property taxes for your property, due Feb. 14, 2017. After that date, unpaid assessments become a delinquent property tax subject to penalties and interest. Thank you for your ongoing support of development and improvements in downtown Muskegon. Sincerely, The Muskegon Downtown Improvement District Board Downtown Muskegon Business Improvement District Budget Recommendation & Explanation Date: October 2015 To: Muskegon City Clerk/City Commission From: Downtown Muskegon Business Improvement District Board Budget Recommendation: Based on a two tier assessment where “Class A” Properties pay $0.08/sf annual and “Class B” Properties pay $0.02/sf annual the Downtown Muskegon BID can expect to bring in $128,467.36 during 2016. Based on this Assessment the below budget is recommended. 2016 Downtown Muskegon BID Budget Downtown Beauitification/Enhancements Spring/Fall Clean-up & Summer Landscaping | $ 16,000.00 Holiday Decorating $2,500.00 Banners & Directional Signs $7,000.00 Snowplowing & Salt $72,000.00 Marketing, Advertising & Development Advertising/Marketing & Events $ 24,000.00 Art $2,000.00 Reserve Funds $4,967.36 Total | $128,467.36 Budget Note: Allline items, with the exception of Snowplowing & Salt and Spring/Fall Clean-up & Summer Landscaping, will be locked and no funds expended until specific board action is taken to release those funds. This is to ensure proper funds are available for projects. All unused funds will go into cash reserves. Budget Explanation: Downtown Beautification/Enhancements Spring/Fall Clean-up & Summer Landscaping The Downtown Muskegon BID will contract with one or more third party landscaping companies to conduct a spring cleanup of common area planning beds within the BID, and general cleanup of grounds as a result from winter wear and tear. Summer Landscaping includes the wedding and fertilization of common areas throughout the BID (grass cutting is done by the city). This line item also includes the planting and maintenance of flower planters throughout the BID (this item could be completed by a different vendor than the one doing the landscaping and clean up). Fall clean-up will consist of removal of leaves from the BID district and preparation of the planning beds for the winter. Holiday Decorating Funds in this line item will be used to purchase holiday decorations which can be displayed within the BID. These could be used to complement existing decorations in Hackley Park or expand displays to other areas of the BID. Banners & Directional Signs In an effort to support exiting businesses and help downtown visitors navigate downtown, new directional signage (wayfinding) needs to be updated throughout the BID. Funds in this line item will be used to update/create wayfinding and used to brand downtown. Snowplowing & Salt The BID’s largest line item is dedicated to snowplowing and salt application along sidewalks within the BID where the majority of the Class A properties are located along portions of W. Western Ave., Clay Ave., Morris Ave., Terrace St., Jefferson, 15, 274, 3°97, 6" & 7" Streets. Funds will also be used to clear parking areas which are generally used by the public — specifically the two lots between 2"! and 3 Streets accessed off of Morris Ave. Marketing, Advertising & Development Advertising/Marketing & Events In an effort to encourage new and repeat visitors to Downtown Muskegon funds will be dedicated to advertising Downtown Muskegon within the Muskegon metro area. Advertising will focus on billboards and web based advertising including, but not limited to, internet based advertising on various local/regional websites and Facebook. The BID will also look at partnering with existing campaigns and marking efforts to try and leverage additional exposure for Downtown Muskegon. If possible, based on budget constraints, cable TV and Radio advertising could also be considered. Print advertising in specific tourism and/or trade based publications could also be considered based on budget restrictions. The goal with this advertising and marketing effort is to inform the Greater Muskegon Community about the various shops, services, restaurants, activities and cultural amenities available in downtown Muskegon. Portions of this budget will also be used to help create new downtown events or enhance existing events specifically designed to bring individuals into downtown Muskegon businesses. It is expected that some of these events will be partnerships with other downtown entities. Art A key aspect of a downtown experience is one’s sense of place. A strong sense of place can encourage visitors to linger and explore longer. One way to achieve this sense of place is with public art. Other downtown partners, including the Community Foundation for Muskegon County, the City of Muskegon, The Muskegon Museum of Art (among others) have made a strong commitment to enhancing our downtown’s public/community art. This can be seen in the historical downtown mural project and the various sculptures scattered throughout the downtown. This art serves as an additional draw to the downtown. In an effort to support additional public art within the BID, this line item will be used to create a fund which will set aside monies each year and used to help create, support and/or enhance public art activities within downtown Muskegon ~ monies in this line item do not need to be spent each year. Funds would be distributed at the discretion of the BID Board with the understanding that the art funded in part or fully by the BID Art Fund be in free public areas of the downtown and displayed in a way that enhances the downtown experience. DOWNTOWN : ON NOW Spring/Summer 2015 Grounds Keeping - Request for Proposal Date: March 31, 2015 To: Landscaping Contractors From: Downtown Muskegon Now RE: RFP for landscaping and maintenance in downtown Muskegon Proposals Due: Wednesday, April 22, 2015 by 12noon Downtown Muskegon Now (DMN) seeks qualified firms to prepare and submit proposals for Landscaping and maintenance in the core of downtown Muskegon along and adjacent to West Western Ave. between Terrace St. and 5‘ St. and along 3" Street between Clay Ave. and Morris St. Purpose & Objectives DMNis interested in receiving proposals from companies or agencies with the ability and interest in providing the following services. The contract period will be for one season terminating on Nov. 30, 2015. Service areas for the 2015 contract are W. Western Ave. between Terrace St. and 3% Streets (both sides of third and inside the traffic circle), the Olthoff Stage area (and it’s planting beds) along Third St., The Alcoa Stage area in front of the Hines Building and the raised beds between 4" and 5" Street on W. Western Ave (beds in front of and behind the parking lot across from the L.C. Walker Arena). Insurance The selected firm must have a liability insurance policy covering casualty to persons and property for an amount no less than $1million and list Downtown Muskegon Now as an additional insured party. A copy of the insurance policy must be provided to Downtown Muskegon Now at the start of the contact period. Scope of Work Lawn Fertilization/Weed Control - 4 fertilization applications on medians and terraces between Third St and Terrace St along Western Ave. (excluding vacant properties) o Spring (completed by June 1) o Early Summer (completed by July 30) o Late Summer (completed by September 30) o Fall/Winterizer (completed by Nov. 30) - Apply liquid weed control to the service area including: o Cracks o Curb lines o Landscaping beds co Along buildings o Parking lots behind Russell Block & the Hines Building (parking area entered from Morris Ave. between 2" and 3” Streets). o Alcoa Celebration Square rock beds at 1° and W. Western *A copy of your business certification to apply fertilizationiweed control must be submitted with the bid. *DMN staff should be notified a week before applications occur. (Continued) Downtown Muskegon Now 380 W. Western Ave., Suite 203 Muskegon, MI 49440 p. 231.724.3180 f. 231.728.7251 email jseyferth@downtownmuskegon.org N i NOW Spring/Summer 2015 Grounds Keeping - Request for Proposal Spring Clean Up - Removal of lawn and landscaping area debris - Cut all ornamental grasses and annual plants to spring start height - Remove all day Lilly dead loss and cleanout beds - Removal all trash from landscaped beds, curbs, & open fields - Haul all yard waste from site - Clean-up of curb lines and dress property for appearance - Clean-up landscaping rocks (moving back into islands) in the parking lots behind the Hines Building & Russell Block - Weed whip only the rear raised planting bed behind the W. Western Ave. parking lot between 4" and 5" Streets. - Weed and cut back (totally weed whip if needed) the front raised flower beds fronting W. Western Ave. in the parking lot between 4" and 5" Streets. Hardwood Mulch Install & Bed Prep - Pull weeds, and remove all debris from bark beds - Install sod cut edge and prep all corners of landscaping beds - Haul and spread shredded hardwood bark 2” deep in beds on Western Ave. between Terrace and 3" Streets, and the front raised bed between 4'" and 5!" Streets along W. Western (see attached map for reference — the rear flower bed in this lot does not receive mulch) Mowing of downtown vacant properties 3 times per season - Mowing of all downtown vacant properties - Trash should be removed from all locations prior to mowing on each visit - Line trimming around all obstacles - Solid surfaces should be blown free of debris Trimming and Pruning - Trim & prune shrubs, bushes & trees to promote healthy growth and uniformity - Remove and dispose of trimming debris Fall Clean-up - Leaf removal from plantings between Terrace St. and 3" St. along W. Western Ave. and in the Olthoff Stage area. Special Instructions Downtown Muskegon hosts several festivals thought out the summer, set up for these festivals begins on the following dates and efforts should be made to ensure regular maintenance doesn't interfere with event setup/activities. The city will turn off irrigation the day before the noted set-up start dates so. Event Set-up Starts Event times Breakdown Parties in the Park Fridays 3-5PM Summer Fridays 5-9PM Same night Taste of Muskegon Thursday, June 18 | June 19&20 11am-9pm | Sunday, June 22 Lakeshore Art Festival Tuesday, July 2 July 3 & 4 10am-6pm Sunday, July 5 Muskegon Bike Time_| Wednesday, July 15 July 16, 17, 18 & 19 Monday, July 20 * If possible, one of the scheduled grass cutting of the vacant properties should occur the week prior to the Lakeshore Art festival. Downtown Muskegon Now 380 W. Western Ave., Suite 203 Muskegon, Ml 49440 p. 231.724.3180 f. 231.728.7251 email jseyferth@downtownmuskegon.org Orange — Parking lots behind Russell Block & Hines Building Blue — areas to receive landscaping maintenance Green — Vacant lots to be cut 3 times per year Estimate LAWN SERVICE pare |ESTIMATE #|| & SNOWPLOWING I. + Phone: 231-759-8807 | 4/22/2015 1849 Fax: 231-798-8028 Liceacai 925 Witham Rd. North Muskegon, MI 49445 Office@handhlawnservice.com | CUSTOMER: : Downtown Muskegon Now - - | | 380 W. Western Ave., Suite 202 | | Muskegon, MI 49440 | | | f. PROMECT rae ssa nc ! ‘spayeetone “ Item “Description =~ 12 © Rate Qty” : TOTAL: ~ Spring/Summer 2015 Grounds Keeping a ; _ Fertilization & We... | Four Applications of fertilizer. (on the Holidays Memorial, 200.00 4 800.00 | 4th of July, Labor Day, Winterizer) Fertilization & We... | Applications of round-up 125.00 4 $00.00 | Spring Cleanup Spring Clean up 1,300.00 1 4,300.00 / Mowing Mowing of vacant lots 450.00 3 1,350.00 Hardwood Bark - Inv | Premiurn Hardwood Mulch 15.00 150; 2,250.00 , Labor Labor to prep beds and install mulch 30. a0,| 150 4,500.00 all Cleanup Fall Clean-up 800, 00 | { 800.00 Ala carte services: | i Blanket Weed Control forlawn $300/time (Spring and | i Fall) | i | Hand Weeding $36/ per man hr ( Trimming/Pruning $45/ per man hour for ! ; material under 10' i { (Recommended once a month to keep up on i i appearance) | ; Monthly Hand weeding of beds $750/ time (3rd week of | | May, June, July, August) | Blanket Weed Control forlawn $300/time | Sales Tax (6.0%) 5080 SIGNATURE: {/ i wef TOTAL: $11,500.00 This estimatej6 valjd for aye. igning this estimalé Creates a contract to provid: services: is above. BE hae ExKee fue LUWG au Duoetonw ” Downtown Muskegon - Summer Landscaping 2015 Bid's Rec'd Date Rec'd Company Total For Services | Muskegon Company | Comments | 472045 ; F $45,950 No {Grand Fertilization Isat 4/22/2015 | Ground Central $15,950 No-{Spring- Lake) | 4/22/2015 H&H $16,850 Yes fixed costs would be $14 “Investing in communities” _ LASALLE BANK LAKESHORE ART FESTIVAL SCULPTURE COMPETITION PROPOSAL For Downtown Muskegon OVERVIEW Lakeshore Art Festival is pleased to submit this proposal for a sculpture competition in the heart of our downtown area. We would like to invite sculptors to present their work on the streets of Downtown Muskegon, where they will be on sale and on display for one year. The Objective The objective of this project is to promote art and sculpture in our downtown atmosphere. To bring 8-10 new sculptures to Muskegon for one year, with hopes of one becoming a permanent fixture. The Opportunity This project gives Downtown Muskegon the opportunity to expand its art scene. We would be able to have a bigger draw to the city by providing a positive setting for artists and art admirers. This also gives the opportunity for the Lakeshore Art Festival to partner with Downtown Muskegon and the Muskegon Art Museum to create a positive atmosphere for kicking off this project. OUR PROPOSAL This is a plan that would invite well-versed artists to compete with one another for cash prizes as well as exposure in the Muskegon area. This would be a competition where winners would be recognized on a large scale, as well as the option to display the art in our town for one year after winning their prize. We would use this competition to compliment Lakeshore Art Festival and to enhance the existing art in Muskegon. With this proposal we would also focus on making sure these artists and their work would be featured in our art walk brochures that are handed out during the Lakeshore Art Festival, and year round through Downtown Muskegon Now, Muskegon Museum of Art and other partners. Rationale « After growing success with the Lakeshore Art Festival, it is clear that art is a topic that many here in Muskegon are interested in. That interest is also sparked outside of Muskegon, as many visitors and exhibitors travel from out of city and even out of state to visit our Art Festival. To add an attraction from a sculpting competition would only ignite further interest. e The Muskegon Museum of Art is local gem, historic landmark and nationally recognized museum. This project can help enhance and support their mission of... “The Muskegon Museum of Art, founded on a tradition of aesthetic excellence, is committed to fostering the life-long study and appreciation of the visual arts by strengthening, preserving, and exhibiting its collections; offering a wide range of traditional and contemporary exhibitions; stimulating learning and creativity through diverse public and educational programming; and enhancing community involvement and support in a safe, accessible, and welcoming environment.” « This proposal can be similar in scope to the Muskegon Museum of Art, Avian Avatars projects. The Avian Avatar sculptures were scheduled to be in Muskegon for just over one year before relocation. There was overwhelming positive response to these sculptures being in Muskegon. Timeline for Execution The timeline for this project would begin the summer before the art is to be revealed here in Muskegon. This gives the artists one year to work on and complete their sculptures. This would also give us a year to incorporate the artists into the programs, art walks, and Lakeshore Art Festival plans. Dates below are best-quess estimates and are subject to change until an exact plan is determined. Entity Description Start Date Responsible Project Start - Develop a team to work on this project, put July to August 2016 Partner together applications, create budgets, and look at fundraising opportunities. Artist Planning — Decide who we would like to invite to the Partner competition and contact those possible participants. Identify September 2016 professional jurors. Applications — Receive the applications back from the September to Partner artists. December 2016 _ Confirmations — Confirm with those invited that they are in January 2017 Partner fact participating in this competition. Check-ins ~ Check in with the artists and make sure they are = January through Partner on schedule to be ready by May or June of the next year. Marketing — Finalize work on marketing for Lakeshore Art April through June Partner Festival and promotional brochures. Jury — Receive photos of art to have for professional jury with Partner the result that three winners will be selected. Unveiling — Unveil all sculptures and announce the top 3 July 2017 Partner winners to Muskegon on the first day of the Lakeshore Art Festival. Display — Display the art for one year with the option for July 2017 through Partner anyone to buy art. duly 2018 Evaluation — Evaluate the program. August 2017 Partner Project start for the next year — Begin the process over for August 2017 Partner 2018. EXPECTED RESULTS We expect our proposed solution of this sculpture competition to provide the following results: Financial Benefits * Possible grants from the government * More tourism and tourist-based income to Muskegon « Support of local businesses from tourists and overall growth of those coming into Muskegon » More attention to Muskegon Museum of Art and Downtown Muskegon Technical Benefits e Higher attention to the art in the Muskegon Area. e Cultural growth in the city PRICING The following table details the tentative pricing for this sculpture project. It is mostly estimated with great room for adjustments. Project Costs Price Unveiling team at LAF (volunteer based) $0.00 Construction and installation (estimate based on installation of similar $10,000 sculptures in the area) Maintenance $2,000 Marketing $10,000 Award money $10,000 Miscellaneous/Other $3,000 Disclaimer; The prices listed in the preceding table are an estimate for the services discussed. This summary is not a warranty of final price. Estimates are subject to change if project specifications are changed or costs for outsourced services change before a contract is executed CONCLUSION Overall, this sculpture competition would be a great addition to the growing Downtown Muskegon landscape. As we continue our efforts to improve our art scene and Watch Muskegon, this plan will truly compliment that and line up with that mission. We would be creating a bigger draw to the city and Downtown’s “Main Street” by providing a positive setting for artists and art admirers alike. To continue with this project will be a smart investment and great plan. This is especially true if we can collaborate with the Lakeshore Art Festival, Downtown Muskegon, and Muskegon’s Museum of Art to promote and launch this yearly tradition. Thank you, Lakeshore Art Festival
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