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Downtown Muskegon Business Improvement District
Meeting Agenda
May 24, 2016
380 Western Ave., Suite 202 Muskegon, MI at 4 PM
1) Call to Order
2) Consent Agenda
a) Approval of Agenda
b) Approval of Minutes from the March 22, 2016 Meeting
c) Financial statements as of May 20, 2016
3) Public Comment (on an agenda item)
4) Unfinished Business
a) Update of BID activities for landscaping and planters for this spring and coming
summer.
5) New Business
a) Consideration of Downtown Muskegon Now and Business Improvement District letter
of understanding as adopted by DMN board in April.
b) Proposed use of a portion of the $24,000 BID budget for promotion, marketing and
events: First Fridays, downtown Muskegon website upgrade, creation of email list and
monthly newsletter and other social media support through with contracts from
LongerDays.com. Information.
c) Proposed use of a portion of the $7,000 signage and banners from the $7,000 BID
budget for map signs at the Farmers Market and Depot ends of West Western Avenue.
Information.
d) Discussion of direction for the second year of the BID and beyond. Strategy with the
city of Muskegon for 2017.
6) Other Business
a) Update on the cruise ships this summer
b) Muskegon County Convention Center concept plans
c) Next meeting is Tuesday July 26, 2016 4 p.m. chamber training room, 380 W.
Western Ave. Suite 202, Muskegon, MI.
7) Adjournment
Downtown Muskegon Business Improvement District
Meeting Minutes
March 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), Bob Tarrant, Gary Post, Bruce Lindstrom, John Riegler and Frank
Peterson
Excused Absent(s): Mike Hennessy, Justin Clark (VC), 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 Feb. 23, 2016 Meeting
Motion: Frank Peterson
Support: Bruce Lindstrom
Vote: All voted in favor
c) Acceptance of the financial statement from Feb. 18, 2016
Motion: Frank Peterson
Support: Bruce Lindstrom
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 update from Dave Alexander, Downtown Muskegon Now: The BID has gotten
through the snow season with few issues. An RFP has been prepared and shared with
the BID board concerning seasonal landscaping for 2016. It will be sent out with
proposals due back to the BID by April. 5. The board moved to authorize Dave
1
Alexander in consultation with Chairman Doug Pollock to negotiate with the most
appropriate landscape company among the proposals and sign a contract for 2016 that
is in line with the BID budget for that work. Dave will also receive a quote from Ole Henry
Gardens to provide plants and seasonal maintenance to the 27 planters in the BID. He is
authorized to sign a contract for the planter work.
Motion to authorize: Frank Peterson
Support: Bob Tarrant
Vote: All in favor.
6) New Business
a) Muskegon Lakeshore Chamber of Commerce President Cindy Larsen — a member of
the Downtown Muskegon and Downtown Muskegon Development Corp. boards — joined
a conversation with the BID board on the plans for 10 cruise ships coming to downtown
Muskegon through the Muskegon County Heritage Landing dock. She discussed how
the chamber and DMN has devised a Heritage District from the Depot to the Farmers
Market in which to focus the interest and activities of the cruise passengers.
Larsen also raised the issue of a letter of understanding between Downtown Muskegon
Now and the Business Improvement District as to how the two organizations would work
together to further the economic development, events and promotions, district
improvements and general maintenance of downtown Muskegon. The DMN board has
asked for such a document. Chairman Doug Pollock, also a member of the DMN board,
said that the BID was established by the Muskegon City Commission to put a funding
mechanism in place to carry out the needed work and improvements in downtown
Muskegon. The BID has authorized DMN to provide staff services and carry out the work
plan in line with the BID budget. Such a system has been established and should be
reflected in the letter of understanding. DMN will then provide regular updates to the BID
board as to how specific items in the budget are being spent and work accomplished.
Gary Post said right now there are just too many organizations and it was his hope that
the BID would provide a consolidation of those groups and functions. The board directed
DMN’s Dave Alexander to work with the chairs of DMN and the BID to create the letter of
understanding, presenting it to both boards. Alexander said he would have the letter
before the DMN board in April and back to the BID board at its May 24 meeting.
Motion for a letter of understanding: Frank Peterson
Support: John Riegler
Vote: All in favor.
The BID board heard from Ellen Berends on the First Fridays events planned to begin in
May and a request to use $2,500 out of the BID’s 2016 events, promotion and marketing
budget to sponsor the first four months of First Fridays. These are family-friendly events
that will be spread throughout the district on the First Fridays of every month all year
long. The first is a family dance party at the Farmers Market May 6 from 6-8 p.m. with
street performers June 3, the Lakeshore Art Festival 1 and the street performers
returning Aug. 5. The BID support will go to general promotion and marketing, insurance
2
and some costs of the events. A motion was sought to approve the $2,500 for the initial
First Friday events.
Motion: Gary Post
Support: Frank Peterson
Vote: All in favor
7) Other business
DMN’s Dave Alexander gave an update on a few downtown issues. He said that DMN
continues to encourage and foster good cooperative relations between downtown's Rebel
Road and the Muskegon Bike Time organizations for the motorcycle event in Muskegon July
14-17. Bike Time’s establishment of downtown's West Western Avenue and continued use
of that venue for the festival by Rebel Road and its non-profit the Child Abuse Council of
Muskegon County is critical to downtown businesses. Only through cooperation and
coordination will Muskegon County’s leading festival be sustainable and grow in the future,
he said. The BID website, once hosted on the Downtown Muskegon website of DMN has
been moved to a more secure location on the city of Muskegon’s website. DMN looks for
ways to simplify and upgrade the outdated Downtown Muskegon website. DMN is working
on replacing the map sign in front of the Holiday Inn at the Johnson Circle at Third and
Western in conjunction with the new downtown map brochure. The plans are to create the
same sign map at the Depot and Farmers Market.
8) Adjournment
4:42 PM
No Objection
Minutes produced and submitted by Dave Alexander, executive director of Downtown
Muskegon Now.
From: Dave Alexander, DMN executive director
Date: May 20, 2016
Re: Background on May 24 BID board agenda items
Financial statements: We continue to be very conservative on our BID spending.
For example, we spent $21,500 on snow removal with November and December
remaining. The snow budget still has $50,500 for 2016. You can see that the BID
continues to have $2,300 cash in the bank as we have not had to draw upon any
of the $45,000 the city fronted us to begin our year as assessments went out Feb.
1. We have received about 21.5 percent of our total revenues from 33 assessment
payments, which is 26.6 percent of the total outstanding assessments.
Update on BID activities: | have provided you copies of the H&H landscaping
contract and the Ole Henry planter contract. Spring cleanup and landscaping was
done this past week and Ole Henry will begin with the planters the week of May
23. Of the $16,000 budgeted, we still have $8,670 left in the budget for additional
services such as planter watering and maintenance and weeding.
Letter of Understanding DMN/BID: As discussed last meeting, a letter of
understanding was drafted with the assistance of BID Chairman Doug Pollock. The
letter was unanimously approved by the DMN board in April.
Future spending: As per the letter of understanding, Ellen Berends and | have
outlined how we would like to proceed with a couple of line items in the 2016 BID
budget. The BID Improvement list includes marketing, advertising and
development where we propose spending $4,000 on the upgrade of the
Downtown Muskegon website and $350 a month for marketing and
communication services for email list development, a downtown newsletter and
social media expansion. | propose these services come from LongerDays.com,
downtown BID business. The LongerDays quote is included. We might spend from
§500 to $1,000 for a larger print run of the downtown map. We have gone from
10k to 20k for 2016 and that is beyond the DMN budget. The map arrived today.
There are some other “wish list” items.
Likewise, with the $7,000 wayfinding (banners, sign) budget we propose putting
up two more map signs one at the Depot and one at the Farmers Market. We
have quote from Graphics House for the signs and the hardware. We will seek
$350 sponsorships for them as we received from Frontier Communications for the
upgrade of the map at Third and Western. Thank you Justin.
Again, there are some wish list items. We would suggest carry over of the $2,000
public art budget to 2017 but the potential spending of $2,500 on Christmas
decorations in coordination with the city and Consumers Energy.
Future of the BID: We need to begin the conversation on renewal of the BID as
the city only approved this for one year. Cathy Brubaker Clarke, Cindy Larsen and
possibly Ed Garner will join us to provide historical perspective | do not have. | do
know that for it to continue DMN will need to receive BID funds for
administration. The DMN revenues from the city are expected to be reduced from
$100,000 to $75,000 in the next budget year.
Downtown development and other issues: | will provide an update at the
meeting and answer any questions | can that you might have.
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Estimate
LAWN SERVICE DATE “ESTIMATE +
& SNOWPLOWING
Phone: 231-759-8807 3/23/2016 i 2146
Fax: 231-798-8028 ' 4
925 Witham Rd.
North Muskegon, MI 49445
Office@handhlawnservice.com
“Downtown Muskegorrt low
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3
| Muskegon, MI 49440
| PROJECT
_ Description :
| 2016 Lafidscane and Maintenance
}
Fertilization & We... Four Applications of fertilizer. (on the Holidays Memorial, | 200.00 4, 800.00 |
| 4th of July, Labor Day, Winterizer) i ' |
“Fertilization & We... | Applications of round-up (non-selective herbicide) for 155.00, 4) 620.00
i | cracks, curb lines, rock beds per time. To be done once a | i
month in June, July, August, September | i |
_ Spring Cleanup Spring Clean up \ 1,300.00 | 1 4,300.00 |
Fertilization & We... _Preemergent Weed Control for beds in spring ; 300.00, 1| 300.00 |
_ Hardwood Bark - Inv Premium Hardwood Mulch 15.00, 150 2,250.00 |
Labor Labor to prep beds and install mulch i 30.00. 150. 4500.00 |
“Fall Cleanup Fall Clean-up 300.00. 1 300.00
weuaeune: 4A! | Mehl 4. me Sales Tax (6.0%)
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This estimate is valid for ae
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provide services as describ bove. Tefms are NET 30 days. This agreement
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LAWN SERVICE - DATE. | ESTIMATE# |
& SNOWPLOWING sae is |
Phone: 231-759-8807 | 3/23/2016 2146
Fax: 231-798-8028 ee
925 Witham Rd.
North Muskegon, MI 49445
| gon No
380 W, Western Ave., Suite 202
_ Muskegon, MI 49440
Ala carte services:
Blanket Weed Control for lawn | |
$300/time (Spring and Fall) \ i |
Hand Weeding
$35/ per man hr
Trimming/Pruning
$45/ per man hour for material under 10°
(Recommended once a month to keep up on
appearance) :
' Monthly Hand weeding of beds | |
$750/ time (3rd week of May, June, July, August)
Total lawn care costs for the 2016 Season $ 10,570.00
each season - 7 payments each year of $1,510
_ beginning May ‘st, 2016 ending November 1st, 2016
|i |t
Sales Tax (6.0%) $0.00
SIGNATURE:. Ki\Oh LZ Z
This estimate is Vaftetor 20 Ways. Signing this estimate creates a contract to TOTAL: $10,570.00
provide services as described above. Terms are NET 30 days. This agreement
may be canceled by either party fer any reason upon 30 day wirtten notice to the
other nartv invaived
Page 2
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Henry Gardens rite Pte ESE Me
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665 W. Broadway, Muskegon, MI 49441
(231) 733-1876
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Letter of Understanding between Downtown Muskegon Now and the
Muskegon Business Improvement District
e Downtown Muskegon Now (DMN) is a non-profit corporation focused on economic
development, marketing and events in downtown Muskegon, Mich.
e The Muskegon Business Improvement District (BID) was established by the city of
Muskegon in 2015 to provide services and improvements in the downtown area. On Jan.
12, 2016, the Muskegon City Commission unanimously approved the final district
property assessments to launch the BID.
e Atits Jan. 19, 2016 meeting, the BID Board of Directors selected DMN to provide staff
services to the district. DMN will administer the operations ofthe BID and be the liaison
to the city of Muskegon and its staff. The work is funded by the city’s financial support
of DMN.
e The BID Board with the help of DMN staff will establish an annual budget, which DMN
will carry out on behalf of the BID Board. The BID board can establish specific
expenditures of BID funds through the budget process.
e DMNstaff will expend the funds and report at least quarterly to the BID board on the
work completed. DMN will provide an annual report to the BID each January.
e The BID Board with the assistance of the DMN staff will approach the city of Muskegon
at the beginning of the third quarter of 2016 to seek a multi-year extension of the BID
and its assessments. The DMN Board of Directors will support this request.
e This letter of understanding is for the 2016 BID as approved by the Muskegon City
Commission and may be terminated with 60 days’ notice from either party.
Approved by the Downtown Muskegon Now board April 14, 2016
Signed:
Andy Maciejewski
DMN president
Approved by the Business Improvement District board May 24, 2016
Signed:
Doug Pollock
BID chairman
BID Improvement May-16
Done? MA budget actual MAD
24000 11700 Events:
*First Fridays Marketing and
Events First Fridays 2500
own date. 625 spent on each
Marketing map share 1000 comm 4200
month in insurance,
Development Website 4000 promotions, media and
Logo BID infastructure.
Community Picnics 2 x 500 Marketing:
*Map print over run.
*Longerdays help with
communications set up 350
per month.
Development:
Done a Ga g puage a a *New Website 4000.
7000 2700 *work to create a BID logo
with Cece Riley
Third Street map In Production
* plan 2 fall community picnics
Depot Map 1350,
Market Map 1350
Event showcase 3x 1000 WAYFINDING
Recycling containers 3 x 2100
ADMIN
Done? ADMIN Budget Actual a
ART
To talk about for 2017
HOLIDAY:
*Working with City to replace
the lights to LED.
*Setting up a 3 year plan with
Bronners to expand
decorations to Third street and
Done? ART budget actual Pine.
2000 *Working with Consumers to
We would like to carry this over for 2017 find out what we can do on
their light poles.
Done? Holiday Column2 Column3
2500
Third street Working with City/Consumers
Pine street Working with City/Consumers
Western Ave Working with City/Consumers
Hello Dave and Ellen,
Here is what we can do for you and the cost involved:
Newsletter - $350/month (up to 10 hours)
Newsletter Template
We will work with you to create a default newsletter template to be sent via mailchimp (free for
up to 2,000 contacts/12,000 emails). The Atlantic provides a nice example of a simple template:
http://us2.campaign-archive2.com/?u=ed2d318978b7dc9b30b 1 £464 f&id=5c506ab171
Monthly Newsletter
We will take the copy/content you provide, input it into the newsletter template, and send it out
each month.
List Building
We will take your list of existing contacts (from the first newsletter) and import them into
Mailchimp.
Contact Webforms
We will create webforms for you as needed within the scope of the mailchimp webform builder.
Some possible needs include:
e New submission webform
e Newsletter sign up webform
Left Over Time
Left over time can be applied towards any service we provide: social media, writing,
website updates. That being said, we do like to keep the work we do fairly regular so we
can be efficient and minimize errors.
How to Proceed
Sign up for the 10 hour plan here: http://longerdays.com/select-your-plan/
Website - One time $4,000
Setup Hosting
I use and recommend Flywheel's managed hosting for 4 main reasons:
1. It's designed to host Wordpress and only Wordpress. https://getflywheel.com/why-flywheel/managed-
wordpress-hosting/
2. If the site gets hacked, the fix it for free: https://getflywheel.com/ why-flywheel/wordpress-security/
3. The backup the site every night and it only takes one click to restore a previous version:
https://getflywheel.com/why-flywheel/backups/
4. All that for only $15/month.
Install Wordpress and a Theme
I think a variation of the Divi theme would work very well. It's a very flexible theme. We already
own it and can provide it to you free of charge. It's mobile friendly and coded to the latest
standards. Here are a few variations to give you an idea of what can be done with the theme:
e _http://www.elegantthemes.com/preview/Divi/homepage-corporate/
e http://www.elegantthemes.com/preview/Divi/vertical-navigation/
e http://elegantthemes.com/preview/Divi-One-Page/
Theme adjustments
We will adjust the theme to fit your needs. It should be noted that we are not a web development
company. We can work to the fullest capability of the theme. We do not write custom web code.
Adding Content
We will transfer existing content into the new theme.
How to Proceed
Payment Link: https://longerdays.infusionsoft.com/app/manageCart/addProduct?productld=152
Thank you,
Chad
Co-Founder
LongerDays.com
(800) 507-1622
Skype: chad.longerdays
GRAPHICS HOUSE Sisromer enone Imaging ESTIMATE
a8
= MAGING | 2 Customer Contact
Date Estimate No.
444 Irwin Ave.
4/11/2016 97470
Muskegon, MI 49442
800.678.4041 | fax. 231.733.1549 Andrew Haan
Name / Address Ship To
Downtown Muskegon Now Downtown Muskegon Now
380 West Western Avenue, Suite 202 Attention: Dave Alexander
Muskegon, MI 49440 380 West Western Avenue, Suite 202
Muskegon, MI 49440
Customer to provide print ready art complete with all fonts, die lines and hard Rep
FOB P.O. No. Terms CSR
copy. Design charges will be added subject to the above criteria upon receipt of
the art files. Design is billed at $90 per hour with $22.50 minimum for any design
changes.
Muskegon RMR
Description Height | Width | Qty | Rate Total
Flatbed - Diabond 2mm - Concept 201 w/Outdoor laminate - Mounted to ACM Panel - 36" 36" 2) 252.00 504.00T
New Maps
Flatbed - Diabond 2mm - Concept 201 w/Outdoor laminate - Mounted to ACM Panel - | 32" 36" 1] 252.00 252.00T
Replaces Existing Map
Aluminum Double Pedestal Exhibit Base 2) 878.42 1,756.84T
for 36"w x 36"h Panel. Visual area will
be 35"w x 35"h. Includes (2) 4" x 4" x
57" posts. Powder coated black with a
textured finish.
Shipping & Handling 90.00 90.00
Standard Lead Time is 5-7 business days after proof approval
25% Rush Fee for 3-4 day production after proof approval
50% Rush Fee for 1-2 day production after proof approval
ALL RUSH ORDERS ARE SHIPPED NEXT DAY AIR!!
NOTE: ESTIMATES ARE VALID FOR 30 DAYS AND ARE QUOTED IN US DOLLARS
APPROVAL Subtotal $2,602.84
Sales Tax (6.0%) $150.77
Please sign below and fax to 231-733-1549
I approve this order to be accurate in pricing, size and quantities. Shipping & Handling
Total $2,753.61
Signature Date.
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