Uptown BID Agenda Packet 10/1/14

Uptown Business Improvement District Authority
October 1, 2014 @ 8:30 a.m.
Inner City Christian Federation (ICCF) – 920 Cherry Street SE
Members:
Jaye Van Lenten, Chair
Rosalynn Bliss
Lenn Beardsley, Vice Chair Dr. Lynn Happel
Betti Allen, Secretary
Stephanie Johnson
Jason Spaulding
Heather Van Dyke-Titus
VACANT
Staff Members: Kara Wood (Executive Director), Jana Wallace (Treasurer),
Neighborhood Ventures (Recording Secretary)
Legal Counsel: Jessica Wood
Copies To:
Eric DeLong, Scott Buhrer, Uptown CID Board Members, Uptown
Business & Neighborhood Associations, Uptown Committees
AGENDA
1. Call to Order
Jaye Van Lenten
2. Public Comment on Agenda Items
Jaye Van Lenten
3. Review and Approval of September 3, 2014 Meeting Minutes*
Jaye Van Lenten
4. FY2015 Budget Expenditures
Jessa Timmer
5. Marketing Committee – Update
Lenn Beardsley
6. Design Committee – Update
Baird Hawkins
7. Economic Restructuring Committee – Update
Diane Griffin
8. Organization Committee – Update/Strategic Planning Briefing
Jaye Van Lenten
9.
Jaye Van Lenten
Other Business
10. Public Comment
Jaye Van Lenten
11. Adjournment
Jaye Van Lenten
*MOTION REQUIRED TO APPROVE
September Committee Meetings
Economic Restructuring – Monday, 10/13 4:00pm
Organization – Friday, 10/17 8:30am
Marketing - Tuesday, 10/21 8:00am
Design – Friday, 10/17 8:30am
Board Members please RSVP to Jessa Timmer at 616-301-3929
Email: [email protected]
NEXT UPTOWN BID MEETING:
November 5, 2014 @ 7:30 a.m.
Brewery Vivant – 925 Cherry Street SE
CITY OF GRAND RAPIDS
UPTOWN BUSINESS IMPROVEMENT DISTRICT AUTHORITY
Meeting Minutes – September 3, 2014
Inner City Christian Federation (ICCF) – 920 Cherry SE
Members Present:
Jaye Van Lenten (Chair), Lenn Beardsley (Vice Chair), Betti Allen
(Secretary), Rosalynn Bliss, Dr. Lynn Happel, Jason Spaulding,
Heather Van Dyke-Titus
Members Absent:
Stephanie Johnson
City Staff Present:
Kara Wood, Jessica Wood
Others Present:
Pamela Benjamin, Diane Griffin, Paul Lee, Amy Ruis, Kelly
LeCoy, Rachel Lee, Mark Lewis (Recording Secretary), Jessa
Timmer
Legal Counsel:
Jessica Wood
Copies To:
Eric DeLong, Scott Buhrer
1.
Call to Order
Jaye Van Lenten called the meeting to order at 9:08am.
2.
Public Comment on Agenda Items
Ms. Van Lenten asked if there were any comments on the items presented in the
agenda. There were none.
3.
Review and Approval of August 6, 2014 Meeting Minutes
Rosalynn Bliss made a motion to approve the meeting minutes recorded
for August 6, 2014, as presented. Betti Allen seconded the motion. The
motion was approved unanimously.
Uptown Business Improvement District Authority Meeting Minutes
September 3, 2014
Page 2 of 4
4.
FY2014 Budget Expenditures and Commitments Year to Date
Mark Lewis asked if there were any questions on this. In the BID agenda packet,
the BID Workplan is included from the City. It will include the long term liability of
the enhanced streetscape maintenance line item in the future. There were no
questions.
5.
Update on Final Roll 2014 Special Assessment No. 8692
Jessica Wood said that at the last meeting, she had mentioned there were a
couple of appeals made to the City about the assessment. The appeals were
denied. The next step would be to go to the Tax Tribunal which they may. It can
take over a year for a decision. If it happened, it would come to Ms. Wood since
she handles all appeals for the City. She will keep the board posted if any go that
far.
Mr. Lewis commented that he has been in communication with Ms. Warner and
Mr. Kirkpatrick about the special assessment and their concerns.
6.
Review – FY2014 Annual Report
Ms. Timmer presented the Annual Report. They were passed out at the Mixer on
August 28th and they will be mailed to property owners and business owners in
the district. It includes both the CID and the BID financial information and project
updates. The CID and BID board members are also listed as well as contact
information for Uptown staff.
Ms. Benjamin commented that it was great to see the volunteer hours listed. The
volunteer hours include board meetings, committee meetings, event volunteers,
and other time put into the district by all of the business owners, property owners,
and stakeholders.
7.
Organization Committee Update
Ms. Van Lenten stated that the Organization Committee had several meetings
this past month. The notes from the meetings are attached in the agenda packet.
The Committee has been looking at if there needs to be any adjustments in the
functionality of the CID and BID boards in respect to the Committees and to
Uptown in general. Some topics of conversation have been streamlining the
board meeting process, budget reporting, and strategic planning.
Mr. Lewis said that the Organization Committee is hoping to have a board retreat
in October or November. It would be a strategic planning session looking at
Uptown Business Improvement District Authority Meeting Minutes
September 3, 2014
Page 3 of 4
prioritizing projects in the years to come. Ms. Wood said that type of meeting is
fine, it would just need to be posted because it would need to comply with the
Open Meetings Act. Ms. Wood asked about the email survey that was
mentioned. Ms. Bliss clarified that it would be a survey of all property owners who
pay into the assessment to gauge which projects are seen as priorities for them.
Ms. Van Lenten said that the Organization Committee was looking to ask the
board members which topics they would like to cover in the strategic planning
meeting. Ms. Bliss said that is alright to do via email because they are asking for
input on the creation of an agenda. Ms. Wood agreed.
Mr. Lewis said that the Organization Committee was looking at October 20th in a
location other than where the boards typically meet. He asked what both boards
thought of the proposed idea.
Ms. Bliss asked if a meeting wizard could be sent out to see when people are
available. She also mentioned that during the retreat, it might be best for the
boards to discuss the number of committees and meetings in a month as it
seems like quite a few. A priority plan for the next year, three years, and five
years is a great idea as the workload will change from startup to maintenance for
the boards.
It was discussed that the November CID/BID meeting could be held somewhere
else and changed to a board retreat. Board members agreed that replacing the
November 5th meeting with a board retreat was the best option.
Ms. Van Lenten called for a motion to change the November 5th meeting time
from 8:30am to 7:30am to accommodate the board retreat.
Betti Allen made a motion to change the November 5th meeting time from
8:30am to 7:30am. Lenn Beardsley seconded the motion. The motion was
approved unanimously.
8.
Marketing Committee Update
Ms. LeCoy reviewed the meeting notes from the Marketing Committee found in
the agenda packet. The next large event is Taste of Uptown at the end of
September and going into the first part of October. The committee has also
started working on Holiday Shop Hop and has worked with Reagan Marketing to
rebrand the event. The website is up and the new brochure will be printed
shortly. Please contact Ms. Timmer if there are any updates or concerns about
the website.
Uptown Business Improvement District Authority Meeting Minutes
September 3, 2014
Page 4 of 4
9.
Design Committee Update
Ms. Timmer said that Neighborhood Ventures is working with the City to
coordinate the purchasing and shipping of the trash cans. Mr. Lewis said that the
purchase order has been sent to the manufacturer.
Ms. Timmer stated that the 61st District Court work crew has been out cleaning
the districts already. Tazzia Lawn Care has been out for the beautification efforts
as well and will be updating the inventory of dead trees and empty tree wells.
Mr. Lee said that he has noticed that the lights on Wealthy Street have been
collecting water and wondered if there is anything they can do about that. Ms.
Van Lenten said that Cherry Street is having an issue with that as well. Mr. Lewis
said that since the businesses are paying an assessment for those lights, the
City should be contacted.
10.
Economic Restructuring Committee Update
Mr. Beardsley said they did not meet but are waiting on an updated vacant and
underutilized building list as well as information about an Uptown folder from
Reagan Marketing.
11.
Other Business/Public Comment
Ms. Van Lenten said that Eastown Streetfair is September 13th.
12.
The Meeting was Adjourned at 9:40am
As submitted by Mark C. Lewis (jlt)
Revised September 3, 2014
UPTOWN
BUSINESS IMPROVEMENT DISTRICT AUTHORITY
2014 Meeting Schedule
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
Wednesday
January 8
February 5
March 5
April 2
May 7
June 4
July 2
August 6
September 3
October 1
November 5*
December 3
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
8:30 AM
7:30 AM
8:30 AM
Meetings are held at Inner City Christian Federation, 920 Cherry
Street, SE, Grand Rapids, Michigan unless noted.
*Board strategic planning meeting to held at Brewery Vivant, 925
Cherry Street SE.
Please contact Neighborhood Ventures at
616-301-3929 with any questions prior to the meeting.
1st Wednesday unless holiday or other conflict
Distribution List: City Manager - Jane Bush
City Clerk – Robin Boss
Rev. 9/3/2014
INVOICE No. 20140930UPBID
Tax I.D. 20-4075827
Uptown Business Improvement District
(Special Assessment No. 8692)
c/o Economic Development Department
City of Grand Rapids
300 Monroe Ave NW
Grand Rapids MI 49503
30 September 2014
job
payment terms
September 2014 Reimbursable Expenditures
Upon Receipt
description
total
$2,145.00
Corridor Management – Neighborhood Ventures
Source: FY2015 Uptown BID
Category: Corridor Management
co
py
As approved by the Uptown BID Board June 4, 2014
Landscaping Services – Tazzia Lawn Care
Source: FY2015 Uptown BID
$3,162.50
Category: Landscape/Seasonal Maintenance
As approved by the Uptown BID Board June 4, 2014
Fall Mixer – Storr Printing, Triumph Music Academy, Elk Brewing
$512.57
Taste of Uptown – Storr Printing, Brewery Vivant
$410.92
Intern – Kristin Schnelle
$250.00
$4,000.00
Holiday Shop Hop – misc.
Source: FY2015 Uptown BID
Category: Marketing & Branding
As approved by the Uptown BID Board June 4, 2014
Current Balance Due
Please make all checks payable to Neighborhood Ventures.
Thank you!
Neighborhood Ventures
1514 Wealthy St SE STE 214 │ Grand Rapids MI 49506
616-301-3929 │neighborhoodventures.org
$10,480.99
Uptown Marketing Committee
Meeting Minutes - Tuesday, September 16, 2014 @ 8:00am
Eastown Community Association, 415 Ethel Ave SE
Members Present: Lenn Beardsley (Chair), Pamela Benjamin, Annie Burch, Chris McDonald, Jessica Woolpert,
Rachel Zylstra
Members Absent: Kim Needham
Staff Present: Jessa Dutton
1. Appointment of Chair
Lenn was appointed interim Chair for the Marketing Committee.
2. Financial Report
There is still an outstanding expense from FY2014 for Branding and Marketing with Reagan Marketing + Design.
This project should be wrapping up in the next month or two and then we can close out the FY2014 budget. The
Marketing Committee spent $614.57 on the Mixer in August. The FY2015 was passed a few months ago and
updates will come as expenditures are made.
3. Branding update
The website is up and running. There will need to be a lot of updates and troubleshooting in the next few weeks.
The business directory is still in need of updating. The brochure should be printed shortly, Jessa is still waiting on
a couple of districts to get back to her with the needed information.
4. Fall Mixer Recap
Fall Mixer was well attended, but we would like to continue to see more business and property owners. The
Marketing Committee will look at how to engage those who are not involved on a regular basis for the Spring
Mixer. The dates for the Mixers for 2015 will be March 26th and September 10th.
5. Taste of Uptown
The materials have been printed and will be distributed to the participating restaurants and downtown. There is
also a kick-off event at Brewery Vivant on Monday, September 22nd with concierges, media, and restaurants.
Uptown will cover the cost of one beer per attendee plus food.
6. Intern
Jessa has sent out a job description for interns for the fall season to area colleges. Pamela would like a
committee to interview the intern. Jessa will let everyone know what response she receives.
7. Holiday Shop Hop
The Committee discussed raising the lead sponsorship level for Shop Hop since the new website is up and there
will be an intern focused on social media. The suggested sponsorship level is $2,500. Jessa will draft a letter to
Griffin Properties for this sponsorship and send to Lenn.
Next Meeting: Tuesday, October 21st at 8:00am @ Eastown Community Association
Uptown Design Committee
Meeting Notes - Friday, September 19, 2014 @ 8:30am
Bazzani, 959 Wealthy Street SE
Members Present: Baird Hawkins, Jerry Meyer
Members not present: Rosalynn Bliss, Lynn Happel, Stephanie Johnson, Amy Ruis, Heather Van Dyke-Titus
Staff Present: Jessa Dutton
1. Update on Enhanced Streetscape Maintenance Project
Baird said the purchase order had been cut for the trash cans. Neighborhood Ventures is now working
with the City and with the shipping company to coordinate the efforts to get the trash cans into
Uptown. As soon as NV knows anything, they will contact Baird to coordinate dropping the cans off at
the Kingsley Building. Jerry suggested doing a small campaign when the trash cans go in to rally around
keeping Uptown clean. Jessa said she would contact Reagan Marketing about creating a poster for
Uptown to pass out the week the cans go in.
2. Seasonal Decorations
Jessa got a quote through Jaye Van Lenten from Tazzia about seasonal decorations for the holiday
season. It was estimated that it would cost about $4.50 to wrap a light pole for labor. The cost of the
ribbon would be separate. The Design Committee agreed it would be nice to offer the districts
something so that Uptown looks cohesive during the holidays. Somewhere in the range of $500 to
$750 would be good. Jessa will follow up with Tazzia to get a final quote to wrap a certain number of
poles per district.
3. Snow Removal
Baird has contacted J&D Snowplowing who is contracted with the City of Wyoming. It is $750 per mile
to do sidewalk snow plowing and they ask for a minimum of 15-20 miles per contract. Since it is out of
the budget range for the Design Committee, the Committee will focus on enforcement of the existing
law that states all property owners are responsible to shovel their own sidewalks.
4. New Business
Rachel Lee and Lee Hardy have expressed interest in joining the Design Committee but cannot meet on
Fridays. Jessa will send out an email to the Committee to see if Thursdays would work as that was
another option a few months ago.
Next Meeting: Thursday, October 16, 8:30am @ Bazzani
Uptown Organization Committee 8:30am – Wednesday September 17, 2014 Members Present: Jaye Van Lenten, Pamela Benjamin Members Not Attending: Baird Hawkins, Heather Van Dyke, business association presidents Support: Jessa Timmer, Mark Lewis  Review of the October 1st CIDA and BID board meeting agendas.  Discussion of resident member board candidate PIF. Decided to forego this request as the current resident member position for CID is currently filled, and the applicant does not meet other CID or BID bylaw requirements for membership eligibility.  Review of FY2015 financial status and authorization (signature) of monthly vendor payments  Discussion of Organization Committee purpose intent and membership roster. Focus on utilizing vice chairs to support the work.  Review of City of Grand Rapids development incentive policy task force.  Discussion of November 5th joint CID/BID strategic planning meeting agenda. Next Meeting 8:30am – Friday October 17 Neighborhood Ventures Sta
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2

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