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muskegon
BUSINESS IMPROVEMENT DISTRICT
Downtown Muskegon Business Improvement District
Meeting Agenda
Nov. 27, 2018
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 meeting May 22, 2018
c) Snow removal plan for 2018-19 from Nov. 27 meeting/email
c) Acceptance of financial statements as of Aug. 31 and Oct. 31, 2018
3) Public Comment (on an agenda item)
4) New Business
a ) DMN/DDA merger outlined
b) 2019 BID budget
Cc ) Christmas decorations/community tree
d) ) 2019 BID meeting schedule
5) Other Business
a) Holidays in the City, 2018
b) Next meeting is Tuesday Jan. 22, 2019 4 p.m. chamber training room, 380 W.
Western Ave. Suite 202, Muskegon, MI or at the call of the chair.
6) Adjournment
To: BID board members
From: Dave Alexander, DMN executive director
Re: Background and comments on Nov. 27 agenda
Date: 11-21-18
The BID board has its last meeting of the 2018 year on Tuesday Nov. 27 at 4 p.m.
in the chamber training room. You did not have a quorum of at least five
members at your Sept. 25 meeting and will need at least five members to
officially round out our business for the year.
Consent Agenda: Without a quorum, we will need to officially approve the
minutes from May 22 and the snow removal plan for 2018-2019 winter season
along with accepting the Aug. 31 financial statements — all items from the Sept.
25 meeting. The decision on the snow removal was done by email and signed by
the BID and the City as you can see enclosed. The expansion of the sidewalk snow
removal services was only on Clay and Ninth. A suggestion for Terrace Point Drive
(outside the district) was not accepted.
DMN/DDA: Before you consider the 2019 budget, the board needs to get an
understanding of the consolidation/merger of downtown agencies now that the
DDA has been revamped and has significant funding going forward. DMN will
likely go away sometime in 2019 and | would become a business development
manager for the DDA and a city employee. | am fully supportive of this move as
seems to be a good majority of the DMN board. The BID will be managed through
the DDA under this plan. Who will be providing staff services to the BID has yet to
be decided. If Frank is at your Tuesday meeting, he can provide a broad
perspective and answer some of the details in your mind. If not, John Riegler, a
DDA board member, and | can report what we know. The bottomline is the BID is
in place through the end of 2020 and you as the BID board will determine how the
funds will be spent. A whole other discussion for later next year is the future of
the BID in light of an active DDA post 2020.
2019 budget: | am recommending the budget and work plan that is attached and
wanting you to make that decision as if it was status quo as to DMN/DDA. The
2019 budget reflects a reduction of anticipated revenues from $172,636 in 2018
to $161,647 in 2019 due to the series of decisions of the Michigan Tax Tribunal on
BID assessments appeals. My suggestion is that you keep your core services of
snow removal and landscaping status quo from past years and take the reduction
out of “marketing, promotion, events” and the contingency line items. You are
going to end your year with a healthy fund balance of $50,000, double what it
was a year ago. As 2019 progresses, you can adjust your budget to bolster areas
such as landscaping expansion, marketing, events and streetscape improvements.
But all of that might be affected by DDA decisions. Finally, | have given you what is
probably a confusing document looking at a suggested BID budget with the DDA
merger and funding in place. The comparison spreadsheet with and without the
DDA is for discussion and planning only.
Christmas decorations: They are up and looking good. The contract with
Christmas Creations by Bailey is in your packet. Please join us Saturday at 5:30
p.m. in Hackley Park for the new Christmas tree lighting. The park is looking
fabulous this year. We are slowly upgrading the Christmas season look of
downtown.
2019 meeting schedule: My suggestion is to meet six times, every other month in
2019 at the same day, time and place as we are currently. That would mean
meetings on Jan. 22, March 26, May 23, July 23, Sept. 24 and Nov. 26. There
might be no business on some of those dates and the meeting can be cancelled by
the chair.
Holidays in the City: It is underway through Dec. 23. | will have our information
available at the meeting.
Downtown Muskegon Business Improvement District
Meeting Minutes
May 22, 2018
380 Western Ave., Suite 202 Muskegon, MI at 4 PM
1) Call to Order: 4:01 PM
Attendance: Clyde Whitehouse, Bob Tarrant, Gary Post (Vice Chairman), John Riegler,
Bruce Lindstrom and Doug Pollock
Excused Absent(s): Phyllis Watson-Laudermill, Frank Peterson and Mike Hennessy.
Guests: Dave Alexander, Downtown Muskegon Now director, Elizabeth Tibbe, DMN
marketing and events, Dennis Lohman, Northwestern Industrial Sales and David
Burlingame, Burlingame Administrative Services.
2) Consent Agenda
a) Approval of Agenda, minutes March 27, 2018, and acceptance of the financial
statements as of April 30, 2018.
Motion: Bob Tarrant
Support: Gary Post
Vote: All voted in favor
3) Public Comment (on an agenda item) — The board chose to leave the floor open for the
whole meeting allowing attendees to participate as they like.
4) New Business
a) Dave Alexander updated the board on the May 10 hearings of Michigan Tax Tribunal
administrative law judge on 12 properties with assessment appeals, representing four
landowners. The major issues were direct benefits from the BID vs. the assessments.
Two of the four property owners Reliable Towing and WWG Holdings LLC (Ginman
Tire) came to a settlement before going through the hearing process. Maureen
Boelkins and EJE Properties LLC went through the hearing process and all parties are
awaiting a preliminary decisions. The city assessor and the BID also agreed to a
stipulation on issues of capping assessments due to the same owner having adjacent
properties in the same business. No vote necessary, information only.
b) In completing the settlements with Ginman Tire and Reliable Towing, both owners are
seeking service considerations from the BID board going forward. Sidewalk snow
plowing and landscaping are potentially able to be provided in the last two years. | told
them | would bring those requests to the BID board but could not make any
guarantees.
c) Dave Alexander raised the issue of planter locations for this summer. After some
discussion of the options for the 61 planters, a consensus formed to move about five
planters from Western Avenue and Third Street and place them along Second Street
from Western to Clay and along Clay Avenue at Jefferson. The board directed Dave
Alexander to make those adjustments to better spread out the BID landscaping
through the district. No formal action was taken.
d) Dave Alexander explained DMN’s work on a strategic plan for downtown and the
downtown agency. The strategic plan meeting in April included participation from both
the BID and the Downtown Development Authority. A draft of the major directions was
shared as the document goes to the DMN board for final approval, committees formed
to work on the three major areas -- Live Downtown, a marketing plan and connections
between the downtown and the waterfront. No action was taken.
The discussion of the DMN strategic plan included John Riegler’s opinion that as well
as the BID is doing, it might be able to go away after 2020 with an active DDA going
forward. City Manager Frank Peterson said that the DDA’s initial efforts will be on
revamping and upgrading the L.C. Walker Arena for the upcoming hockey season. He
said that in the future the BID still should have specific work such as snow removal
and landscaping but assessments might be able to be scaled back. Also in the future,
a parking structure downtown will be needed, especially with the sale of properties for
building developments and the opening of a convention center. Doug Pollock said that
snow removal and beautification might be the focus of the BID after 2020. Gary Post
said that consolidation of downtown agencies needs to happen and have consolidated
downtown management. He said that DMN is in the best position to accomplish that
over time.
5) Other Business
a) Elizabeth Tibbe presented the summer lineup of downtown events, 21 in all, including
Chalk the Walk, Street Performers and Touch the Truck (the former First Friday
events) still being supported by the BID ‘and produced by DMN.
6) Adjournment
4:54 PM
No Objection
Minutes produced and submitted by Dave Alexander, executive director of Downtown
Muskegon Now.
Letter of Understanding
City of Muskegon DPW and Muskegon downtown Business Improvement District
This is an update of the Letter of Understanding between the Muskegon downtown Business
improvement District (BID) and city of Muskegon Department of Public Works (city) concerning the
snowplowing of downtown sidewalks for the winter seasons from Nov. 15, 2018 to April 15, 2020. This
letter updates the price of the service BID will pay to the city and updates a new sidewalk area to be
serviced for the 2018-2019 and 2019- 2020 winter seasons.
For each snow season Nov. 15 to April 15, the BID will pay the city a total of $50,125 ($10,025 per
month) as a retainer to provide the outlined services below for Monday through Saturday. Sunday
sidewalk services for the two years will be requested on an “as needed” basis and billed by the city for
time and materials.
Additional Sidewalk Snow Removal for weekdays (see attached map)
- Clay Avenue from 7* Street to 9" Street, south side sidewalk only
- 9 Street from Clay Avenue to Webster Avenue, east side sidewalk only
On behalf of the city Department of Public Works:
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Frank Peterson, Muskegon city manager
Date: [DMs x
On behalf of the downtown Muskegon Business Improvement District:
. Ay “
Doug Pollock, BID board chairman
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Memorandum
To: DDA Members
From: Frank Peterson, City Manager
Re: Upcoming DDA Meeting
Date: October 4, 2018
There are a few items on the DDA agenda that are important for moving our downtown forward
over short-term (the next 1-5 years) and the long-term (years 10 and beyond). The downtown
district has made great strides over the past 5-7 years with very little DDA funding. We’ve used
the resources we've had available very well (mostly general fund dollars, BID dollars, tax
abatements and brownfield financing) to get a number of great projects to the finish line. We
should be proud of this. Going forward, however, we will absolutely need a more robust DDA
effort. With that in mind, we have some important decisions to make in 2018 and 2019. | have
boiled it down to three very important initial questions that | think can help us find our identity
as an organization (in no particular order):
1. Who will lead the charge downtown? Which organization? Which people?
2. What will our funding streams look like?
3. What are our short and long-term goals for the downtown?
Staff has been working behind the scenes to prepare some projections and recommendations for
these three areas. Some decisions will be easy, clear, and rather simple. Others will take time,
debate, and significant planning. This report should serve as staff’s initial thoughts on these
items:
Who will lead the charge downtown?
Currently we have five distinct organizations directly working on this: City of Muskegon,
Downtown Muskegon Development Corporation, Downtown Development Authority,
Downtown Muskegon Now, and the Downtown Business Improvement District. To date, this has
worked for us (because of necessity), but going forward, a more streamlined approach would
likely be more effective/efficient.
After a thorough review, staff will be recommending the following organization(s) take the sole
leadership role: Muskegon DDA and Muskegon BID. We would anticipate that the City has a
direct impact going forward as well, as we would staffing and administrative support. DMN and
the DMDC would be unnecessary organizations going forward.
The DDA District Boundary would be unchanged, but it’s likely that the BID Boundary could be
adjusted to include only the labor-intensive areas (areas that particularly need investments in
landscapes, streetscapes, and snow removal).
We would envision the DDA managing the BID’s resources much the same way that DMN
currently manages the resources on their behalf. This would create one large DDA budget to
undertake any/all of the items that the DDA and BID Boards mutually agree to make a priority.
To property staff this organization, we would recommend the following positions:
Pw
One Director at 0.5 FTE
nN
One Business Development Manager at 1.0 FTE
One Marketing and Events Manager at 1.0 FTE
One Administrative Assistant at 0.5 FTE
We feel that we can utilize Ann Meisch in the Director role, as she has already taken on many of
the duties/projects that we would expect a functioning/funded DDA to undertake (Western
Market, Farmers Market, Taste of Muskegon, Food Truck Rallies, misc. event promotion, etc.).
We feel that Dave Alexander with DMN would fit into the role of Business Development Manager.
Dave serves in that role now (titled as Director of DMN). Dave’s strong suit is business
development and attraction; moving him to this role will allow him to discontinue his
administrative and marketing functions to better focus on building the downtown.
The marketing and events position would likely be filled through a traditional hiring process.
The administrative position could (and should) be a shared position within City Hall. This would
allow us to attract a full-time employee that is shared/allocated to another department based on
need. For example, this person could be busy helping with DDA-related items in the spring and
summer (when the downtown is busier), but then work more heavily in the Clerk’s office in the
fall and winter months (when they are preparing for elections, etc.).
What will our funding streams look like?
Staff has prepared a draft budget based on some preliminary understanding of what we see the
needs of the Downtown over the next few years.
From a revenue standpoint, beginning in FY 2019-20, the budget anticipates approximately
$1.586 Million from various tax capture agreements (DDA, TIFA, and Brownfield). The budget
also anticipates continued BID revenue as well as revenue streams related to the Famers Market,
Western Market, and various events. There is also a line item focused on parking-related
revenues, which staff anticipates will come from a combination of parking structure and on-street
parking revenues.
From an expense standpoint, staff anticipates approximately $185,000 in personnel costs
annually. This would fund one full FTE and two partial FTEs. The budget allows for $540,000 in
recurring costs related to improving the district, with a focus on the following:
e Walkability - a focus on adding sidewalks where needed, calming traffic,
improving lighting, etc.
e Streetscape — related to walkability, but more focused on the aesthetics of the
right-of-way. This could include benches, art, decorative lighting, concrete
replacement, etc.
e Landscaping — mostly along Western Ave and Shoreline Drive, but should be
expanded incrementally.
e Snow Removal — focused on current BID snow removal areas, but should be
expanded incrementally.
e Facade Investments — proposed 50/50 match program to incentivize exterior
renovations of historic structures.
e Development Incentives — dollars available to assist with projects that the DDA
deems important to the long-term sustainability of the downtown.
e Park Space — We currently maintain the splash pad. Staff also believes that a great
investment for the DDA would be an additional park near the farmers market.
¢ Office Space — We would propose that the business development manager
continues to work in rented space at the Chamber of Commerce, but that the
remainder of the staff is housed at City Hall to save money.
Staff budgeted dollars for parking. We have an immediate decision to make regarding parking
along Western Ave. The parking lot across form the LC Walker Arena currently holds
approximately 150 vehicles. This popular lot is vital in accommodating events at the LC and the
Frauenthal. It is also vitally important to the west side of the downtown as more businesses open
between 4 and 7". The owner recently informed staff that they intend to construct a three-
story building on that site. Staff believes it is prudent to invest some dollars in a parking public
structure on that site that is integrated into their design. The design would show retail on the
street level, parking on floors 2-4, and residential on floors 5-7. The proforma needed to
fund/operate the 450 parking spaces is included on a separate spreadsheet. We anticipate
parking expenses to initially equal $960,000 annually, with a significant amount of that accounted
for directly by parking revenue and indirectly by incremental tax capture.
Staff also budgeted some debt payment. The DDA does owe the County $1 Million from 1988.
We are proposing that in FY 2019-20, the DDA pay $500,000 of that back, and then pays $100,000
annually for the subsequent five years. The good news is that because of the time-value of
money, it’s like we are paying back only $468,000 ($468,000 in 1988 is the same as $1 Million in
2018, based on annual inflation of 2.56% over that 30 year period). Staff also budgeted $175,000
annually for 5 years beginning in FY 2020-21 to contribute to the SmartZone debt at Harbor 31.
What are our short and long term goals for the downtown?
This is a pretty big question. Staff feels that we laid out a budget over the next 5-6 years that
allows for some significant investment in the downtown. It also allows for some significant
flexibility in terms of how those dollars are invested to meet the vision of this board.
Staff recommends that the DDA host a goal-setting session very similar to that of the City
Commission. At that meeting, we can lay out some staff recommendations and talk about board
members’ individual ideas/thoughts. We can also invite other downtown stakeholders (business
owners, shoppers, residents, etc.). We could also plan some field trips to other communities to
help learn about what is working throughout the region. It would be nice to try and accomplish
this by spring, so a final budget can be secured for FY 2018-19 and presented to the City
Commission.
Downtown Development Authority
City of Muskegon, Michigan
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Downtown Muskegon Business Improvement District
2019 Budget Recommendation & Explanation
Date: Nov. 21, 2018
To: Business Improvement District Board
From: Dave Alexander, DMN executive director
Budget Recommendation:
This is a proposed fourth-year budget for the Downtown Muskegon Business Improvement
District. Based on a two tier assessment where “Class A” Properties pay $0.08/sf annual and
“Class B” Properties pay $0.04/sf annual the Downtown Muskegon BID can expect to generate
$161,647 during 2019. This revenue amount has been adjusted by a series of Michigan Tax
Tribunal decisions in 2018 on assessment appeals.
Proposed 2019 BID budget
2018 BID Estimated Fund Balance $50,000
2019 Revenues $161,647
2018 Expenditures
Snow removal ($75,000)
Landscaping ($30,000)
Marketing, promotion, events ($15,500)
Streetscape ($13,000)
Administration ($25,000)
Contingency ($3,147)
Total ($161,647)
Estimated Fund Balance Dec. 31, 2019 $50,000
Budget Note:
The BID Board in 2016 appointed Downtown Muskegon Now as staff and managers of the BID.
A Letter of Understanding between the BID and the DMN board was signed, having the budget
and general spending categories established by the BID Board and work plans carried out by
DMN. The administrative fee of $25,000 per year was established for 2017. The letter of
understanding was extended through 2020 as was the $25,000 administrative fee.
All unused funds go to cash reserves in fund balance.
Budget Explanation:
Snow removal: 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, 37, 6th g 7th
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. and in the
former Mattson Olds parking lot in Midtown. The BID board approved a extension of the
sidewalk service for Clay from 7" to 9" streets (southside only) and 9" Street from Clay Avenue
to Webster (eastside only).
The BID has signed three-year agreements with Summit Landscaping and Snow Removal for
downtown parking lots and alleys, Terrascape Architects for Midtown, and with the city DPW for
sidewalks.
Landscaping: The Downtown Muskegon BID in 2017 contracted with city of Muskegon Public
Works Department to provide a high level of landscaping service after seeking bids from private
contractors. The BID secured a three-year contract to provide these services 2018-2020.
Downtown planters are being serviced by Barry’s Flowers. 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. The BID board significantly increased the landscaping portion
of the budget vs. 2016 with the intention of furthering BID landscaping services to Terrace
Avenue, Clay Avenue and Pine Street as funds allow.
Marketing, promotion, events: The BID was used to launch the highly successful First Fridays
events in the downtown, and in 2018 and again in 2019 those monthly events are Chalk the
Walk in conjunction with the Lakeshore Art Festival, Street Performers in August and Touch the
Truck in September. Beyond events, the BID is supporting an updated Downtown Muskegon
website, a revised downtown email list, an annual tri-fold downtown map/brochure, direct and
indirect advertising among other marketing and promotional activities.
Streetscape: This is a broad spending category that allows the BID Board to improve downtown
Muskegon through new holiday decorations, public art projects, banners,
directional/informational signs, benches, trash receptacles, sidewalk repairs, new planters,
public space maintenance such as Olthoff Stage and Alcoa Square and like expenditures. The
2019 budget includes an additional $5,000 for the new community Christmas tree.
Administration: Downtown Muskegon Now provided the staff support to design and establish the
Downtown Muskegon Improvement District in 2015 and 2016. As promised to the Muskegon
City Commission for 2016, there was no BID funds expended for “salaries and benefits” —
administrative costs. The BID requires staff time and effort. Going forward DMN needs to be
compensated for its time and effort. Thus, administrative line-item in the 2019 budget continues
until 2020.
Contingency: The 2019 BID budget has $3,147 in unbudgeted revenues. This contingency fund
is in addition to the carry-over fund balance from 2018.
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CHRISTMAS CREATIONS BY BAILEY
AGREEMENT FOR CHRISTMAS DECORATING SERVICES
For Downtown Muskegon Now and the City of Muskegon on October 31, 2018
OVERVIEW
Christmas Creations by Bailey has been decorating communities across the Northern Midwest for the past forty-three
Christmas seasons. In fact, our company was started right in Downtown Muskegon as we decorated the buildings
and streets of old Western Avenue, and later the Muskegon Mall. We were delighted to bring the Christmas spirit
back to Downtown last year as we decorated the BID district, Farmer's Market and the new houses in Midtown
Our classical decorations feature fresh, locally grown pine and bright red handcrafted bows. Our goal is to inspire
nostalgia amongst the falks visiting Downtown Muskegon this holiday season and get them excited about the
renaissance of the area. We want to put peaple in the Christmas spirit and attract them to the local shops, venues
and eateries. We believe this proposal will accomplish just that.
Downtown BID District (Western Ave, Pine St, Third St, Sixth Street)
« Wrap 61 light poles along Western Ave with bright red ribbon, fresh pine garland and soft white LED lights
« Wrap 36 poles along Pine St, Sixth St. and Third St. with bright red ribbon and fresh pine garland
Total Cost: $8,650.00
Terms
« Ail decorations will be fully installed by November 19, 2018
» All decorations will be removed between January 8, 2019 and January 15, 2019
* Payment due in full within 30 days of completion of installation
Added Benefits
+ 15% off per foot price discount for all Downtown businesses
« Promotional media release to spread the word and attract visitors
« Includes continued maintenance to decorations throughout the season
Upon signing. both parties agree to the terms and conditions of this agreement.
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NOTICE
CITY OF MUSKEGON
DOWNTOWN BUSINESS IMPROVEMENT DISTRICT BOARD MEETINGS
2019
Downtown Business Improvement District Board has tentatively set its meetings for
2017.
Meetings will be January 22, March 26, May 23, July 23, September 24 and November
26, 2019.
The Downtown Business Improvement District meets at 4:00 p.m. in the offices of the
Muskegon Lakeshore Chamber of Commerce, 380 W. Western Ave. Suite 202
Muskegon, Mich. All meetings are open to the public.
Date: Nov. 27, 2018
AMERICAN DISABILITY ACT POLICY FOR ACCESS TO OPEN MEETINGS OF
THE CITY OF MUSKEGON AND ANY OF ITS COMMITTEES OR
SUBCOMMITTEES
The City of Muskegon will provide necessary reasonable auxiliary aids and service s,
such as signers for the hearing impaired and audio tapes of printed materials being
the meeting
considered at the meeting, to individuals with disabilities who want to attend
with disabilities
with twenty-four (24) hours notice to the City of Muskegon. Individuals by
requiring auxiliary aids or services should contact the City of Muskegon writing or
calling the following:
Ann Marie Meisch, MMC
City Clerk
933 Terrace Street, Muskegon, MI 49440
(231) 724-6705
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