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Downtown Muskegon Business Improvement District
Meeting Agenda
March 22, 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 Feb. 23, 2016 Meeting
c) Financial statement as of March 15, 2016
3) Public Comment (on an agenda item)
4) Unfinished Business
a) Update of BID activities on snow removal services and review of the seasonal
landscaping RFP that was sent out March 15 and due April 5, 2016.
5) New Business
a) Explanation and discussion of downtown Muskegon downtown walking tour; and
review of DMN/BID relationship. Cindy Larsen, president of Muskegon Lakeshore
Chamber of Commerce, DMN board member.
b) Request for $2,400 for initial First Friday's marketing from the 2016 budget for
marketing, promotions and events. Presentation by Ellen Berends, DMN.
6) Other Business
7) Adjournment
Downtown Muskegon Business Improvement District
Meeting Minutes
February 23, 2016
380 W. Western Ave., Suite 202 Muskegon, MI at 4 PM
1) Call to Order: 4:00 PM
2) Attendance:
Doug Pollock (Chair), Justin Clark (VC), Bob Tarrant, Gary Post, Bruce Lindstrom and
Frank Peterson
Excused Absent(s):, Mike Hennessy, John Riegler and Connie Taylor
Guests: Dave Alexander, Downtown Muskegon Now director; Ellen Berends, Downtown
Muskegon Now events coordinator.
3) Consent Agenda
a) Approval of Agenda
Motion: Frank Peterson
Support: Bruce Lindstrom
Vote: All voted in favor
b) Approval of Minutes from the Jan. 19, 2016 Meeting
Motion: Frank Peterson
Support: Bob Tarrant
Vote: All voted in favor
c) Approval of the financial statement from Feb. 18, 2016
Motion: Frank Peterson
Support: Justin Clark
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.
Unfinished Business
a) BID update from Dave Alexander, Downtown Muskegon Now. The BID assessments
were sent out Feb. 1 by the city of Muskegon’s Finance Department. An expanded snow
removal contract for the entire district was signed by H&H for Feb. 1 through April 15.
DMN will prepare a Request for Proposals for seasonal landscaping starting this spring.
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6) New Business
a) Dave Alexander presented last year’s spring, summer and fall landscaping RFP and
contract. Planter flowers and upkeep were provided by O’Henry Gardens in a separate
quote and contract. BID board members suggested getting prices for additional work
including a Preen-like treatment for weed suppression, the cost of new weed barriers in
the planting beds and a request forflowers in the planters to be fuller, earlier in the year.
Alexander said that the three mowings of the three Downtown Muskegon Now lots along
West Western Avenue will have a separate line item and be paid for not by the BID but
the DMDC. No action needed.
The BID board heard from Ellen Berends on the First Fridays events planned to begin in
May and to expect a $2,500 request from the BID advertising/marketing and events line
item for the new, family-friendly event each first Friday of the month. She also reported
on a proposed downtown art sculpture competition of outdoor metal works and a
planned GusMacker basketball tournament for the community foundation’s Clay Avenue
parking lot July 23-24. Dave Alexander reported on the need to update the downtown
map at Third Street and West Western Avenue. He will receive quotes and look for
sponsorship funds outside of the banners and signage line item in the 2016 BID budget.
No action needed.
The meeting schedule for the remainder of 2016: The fourth Tuesday of every other
month. March 22, May 24, July 26, September 27 and November 22. Meetings are at 4
p.m. in the Downtown Muskegon Now offices at 380 W. Western Ave., Suite 202,
Muskegon, MI
Motion: Gary Post
Support: Bob Tarrant
Vote: All in favor
Other business
Board members discussed need by mid-summer to begin the process of continuing the BID
and its assessments in 2017 and beyond. It was suggested that as BID funds services and
improvements, marketing and promotional efforts point out those investments.
8) Adjournment
5:10 PM
No Objection
Minutes produced and submitted by Dave Alexander, executive director of Downtown
Muskegon Now.
Asets
Expenditurs MuDskBeg:on
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DOWNTOWN
MUSKEGON NOW Muskegon Business Improvement District
Spring/Summer 2016 Grounds Keeping - Request for Proposal
Date: March 15, 2016
To: Landscaping Contractors
From: Muskegon Business Improvement District/Downtown Muskegon Now
RE: RFP for landscaping and maintenance in downtown Muskegon
Proposals Due: Tuesday, April 5, 2016 by 12:00 p.m. (noon)
Downtown Muskegon Now (DMN), as manager of the new Muskegon Business Improvement District,
seeks qualified firms to prepare and submit proposals for landscaping and maintenance in the core of
downtown Muskegon along and adjacent to West Western Avenue between Terrace and Fifth streets and
along Third Street between Clay Avenue and Morris Street.
Purpose & Objectives
DMN is 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, 2016.
Service areas for the 2016 contract are West Western Avenue between Terrace Street and Third Street
(both sides of Third and inside the traffic circle), the Olthoff Stage area (and it’s planting beds) along Third
Street, The Alcoa Stage area in front of the Hines Building and the raised beds between Fourth and Fifth
Street on Western Western Avenue (beds in front of and behind the parking lot across from the L.C.
Walker Arena). An attached map shows the areas of service.
Insurance
The selected firm must have a liability insurance policy covering casualty to persons and property for an
amount no less than $1 million 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 FertilizationWeed Control
- 4 fertilization applications on medians and terraces between Third Street and Terrace Street
along Western Avenue (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/Winterized (completed by Nov. 30)
- Apply liquid weed control to the service area including:
o Cracks
o Curb lines
o Landscaping beds
o Along buildings
o Parking lots behind Russell Block & the Hines Building (parking area entered from Morris
Avenue between Second and Third Streets).
o Alcoa Celebration Square rock beds at First Street and West Western Avenue
(Continued)
Downtown Muskegon Now 380 W. Western Ave., Suite 203 Muskegon, Ml 49440
p. 231.724.3180 f. 231.728.7251 email dalexander@downtownmuskegon.org
DOWNTOWN
MU 2 NOW Muskegon Business Improvement District
Spring/Summer 2016 Grounds Keeping - Request for Proposal
*A copy of your business certification to apply fertilizationweed control must be submitted with
the bid.
*DMN staff should be notified a week before applications occur.
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 West Western Avenue parking lot
between Fourth and Fifth streets.
- Weed and cut back (totally weed whip if needed) the front raised flower beds fronting West
Western Avenue in the parking lot between Fourth and Fifth streets.
Hardwood Mulch Installation & 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 Avenue between Terrace
and Third Streets, and the front raised bed between Fourth and Fifth streets along West Western
Avenue (see attached map for reference — the rear flower bed in this lot does not receive mulch)
New weed barrier for landscape beds along West Western Avenue/Third Street (please quote separately)
- Remove the old weed barrier and replace it with new barrier as part of spring hardwood mulch
installation and bed prep
- Quote the work in a manner that groups of beds could be done in phases over a number of years.
Early-season application of alternative weed preventer in landscape beds (please quote separately)
- After landscape bed preparation at the beginning of the season, application of a weed preventer
such as Preen or equivalent.
- Specify an alternative product to be applied instead of liquid weed control in the landscape beds
provide weed prevention longer into the season.
Mowing of downtown vacant properties 3 times per season (please quote separately)
- Mowing of three West Western Avenue downtown vacant properties on West Western Avenue
from Third to First Street (see map)
- 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
- If possible, one of the grass cutting of the three West Western Avenue vacant properties should
occur the week prior to the Lakeshore Art Festival, July 1-2.
Trimming and Pruning
- Trim & prune shrubs, bushes & trees to promote healthy growth and uniformity
- Remove and dispose of trimming debris
(Continued)
Downtown Muskegon Now 380 W. Western Ave., Suite 203 Muskegon, MI 49440
p. 231.724.3180 f. 231.728.7251 email dalexander@downtownmuskegon.org
| DOWNTOWN
o MUS! NOW Muskegon Business Improvement District
Spring/Summer 2016 Grounds Keeping - Request for Proposal
Fall Clean-up
- Leaf removal from plantings between Terrace Street and Third Street along Western Western
Avenue and in the Olthoff Stage area of Third Street between West Western and Clay avenues.
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.
Event Set-up Starts Event times Breakdown
Parties in the Park Fridays 3-5PM Summer Fridays 5-9 pm Same night
Taste of Muskegon Thursday, June 16 | June 17 &1811am-9pm_ | Sunday, June 19
Lakeshore Art Festival | Thursday, June 30 July 1&2 10 am-6 pm Sunday, July 3
Muskegon Rebel Road | Wednesday, July 13 July 14, 15, 16 & 17 Monday, July 18
Proposals can be submitted by the due date to Dave Alexander, C/O Downtown Muskegon Now at the
mailing address, fax number or email below. DMN and the BID reserves the right to reject any and all bids
and negotiate with a bidder on final price and services.
Downtown Muskegon Now 380 W. Western Ave., Suite 203 Muskegon, MI 49440
p. 231.724.3180 f. 231.728.7251 email dalexander@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
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 offlower
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, 1%, 2°47, 3°, 6! & 7" Streets. Funds will also be used to clear parking areas which
are generally used by the public — specifically the two lots between 2TM 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 Singer 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.
FIRST FRIDAYS
The 1* quarter, different from the rest, has the kick off event in it. This encompasses the May
DanceParty event. We will have a DJ, bouncehouses, food trucks and family fun.
To market the 1* quarter we will use Facebook ads and posters, Twitter and Instagram to get the word
out.
Budget
Modern Entertainment 275.00
Poster printing and creative 150.00 x 4 ( May June Aug Sept )600.00
Facebook ads 250.00X 4 1000.00
Bouncehouse rental 2 hours 500.00
Permitting 25.00
Total cost for the 1* quarter of First Fridays 2400.00
lam asking for 2500.00 to cover an incidentals or overages.
2500.00 will be what each quarter will be to sponsor. We will be able to invest more in marketing and
entertainment depending on the groups that chose to own a night.
Just a reminder of what is planned:
May Danceparty kick off
June Street performers
July Lakeshore art fest
Aug Street performers
September _ Tallthers Family Craft night
October Muskegon Sports Complex Fire and Acoutics
November open
December Muskegon Area Arts Council Paint the Snow!
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