HomeMy WebLinkAboutExhibit2016-2017 BUDGET
PRESENTATION:
BUSINESS
IMPROVEMENT
DISTRICT
Coconut Grove BID
City of Miami
Budget Template
8.4.16
FY'13
FY'14
FY'15
FY'16
FY'16
FY'17
FY 2012-13 Actual
FY 2013-14 Actual
FY 2014-15 Actual
FY 2015-16 Budget
FY 2015-16 Projection
FY 2016-17 Proposed
Difference
Notes
Parking Waiver Fees
$ 322,619
$ 396,337
$ 319,534
$ 360,000
$
384,323
$
331,965
$
40,466
Parking Surcharge
$ 259,942
$ 256,498
$ 270,000
$ 270,000
$
276,091
$
275,000
$
-
Special Event Supplemental Fees
$ 21,130
$ 28,147
$ 43,000
$ 35,000
$
29,825
$
20,000
$
(8,000)
Sidewalk Cafe Fees
$ 45,704
$ 43,181
$ 49,444
$ 45,788
$
51,297
$
45,604
$
(3,656)
Overhead Banner Fees
$ 6,500
$ 6,733
$ 8,000
$ 8,000
5
7,733
$
7,000
$
-
BIDAssessmentDues- 241 folios
$ 603,630
$ 536,478
$ 519,270
$ 516,721
$.
496,944
$
528,000
$
(2,549)
Other Income
$ 13,962
$ 3,500
$ 1,000
$ 1,000
$
1,000
$
1,000
$
Investment Income
$ (32,885)
$ 300,697
$ 200,000
$ 200,000
$
242,447
$
190,000
$
Collections Deferred
$ -
$ 1,000
$ 1,000
$
1,000
$
1,000
$
-
Capital Contribution from Fund (plug)
$ -
5 -
$ -
$ 705,000
$
315,715
$
1,425,999
$
705,000
From BID Trust Fund
Revenue Grand Total
$ L240,602
$ 1.571.571
$ 1,411,248
$ 2.142.509
$.
L806.375
$
2.825,568
$
731.261
en
Regular Salary and Wages
$
205,848
$
228,552
$
206,440
$
211,000
$
234,000
$
225,600
+$4,560
Fringe Benefits
$
-
$
-
$
-
$
-
$0
FICA Taxes
$
16,000
$
15,780
$
16,000
$
16,000
$
16,000
$
17,000
$0
Licenses, Fees, Dues
$
4,000
$
4,000
$
2,000
$
4,500
$
4,976
$
4,500
+$2,500
Retirement Contributions
$
-
$
-
$
-
$
-
$0
Life and Health Insurance
$
19,000
$
18,743
$
20,500
$
20,500
$
20,838
$
22,000
$0
Workers' Compensation
$
7,200
$
8,220
$
9,600
$
9,600
$
9,298
$
9,500
$0
Professional Services - Legal
$
-
$
-
$
-
$
-
$0
Accounting and Auditing
$
46,800
$
72,800
$
76,500
$
76,500
$
76,000
$
76,500
$0
Other Contractual Services
$
-
$
-
$
-
$
-
$0
Travel and Per Diem
$
-
$
-
$
2,000
$
2,000
$
2,000
$
2,000
$0
Communications and Related Services
$
-
$
-
$
-
$
-
$0
Postage
$
1,050
$
1,050
$
1,050
$
1,000
$
1,000
$
1,000
-$50
Office Utility
$
5,000
$
5,000
$
5,000
$
5,000
$
5,190
$
5,200
$0
Repair and Maintenance Services
$
-
$
-
$
-
$
-
$0
Marketing & Advertising and Related
Costs
$
161,504
$
178,451
$
203,300
$
209,600
$
186,045
$
230,800
+$6,300
Special Event Grants
$
83,932
$
74,956
$
65,570
$
58,458
$
56,993
$
47,000
-$7,112
Office Rent
$
37,932
$
37,920
$
38,000
$
38,000
$
39,427
$
42,768
Office Supplies, Rentals and Leases
$
8,000
$
7,177
$
6,000
$
7,000
$
6,814
$
7,000
+$1,000
Website Design & Assessment
Database
$
2,629
$
152
$
-
$
-
$
-
$
-
$0
Public safety, cleaning & off duty
$
312,815
$
324,167
$
323,000
$
327,000
$
322,796
$
328,700
+$4,000
Streetscape Improvements
$
117,135
$
118,869
$
161,350
$
153,000
$
156,612
$
160,000
-$8,350
Inter -fund Transfer
$
-
$
-
$
-
$
-
$0
Capital Projects and Purchases
$
72,091
$
146,534
$
160,000
$
1,003,000
$
573,513
$
1,646,000
+$843,000
Reference BID Operating Budget
Parking Surcharge Contribution
$
-
$
-
$
111,000
$
-
$
93,956
$
-
-$111,000
Reference BID Operating Budget
All Other Expenditures
$
2,862
$
14,698
$
-
$
-
$
917
$
-
Budget Reserve
$
-
$
-
$
-
$
-
$
-
$
-
TOTALS:
1,103,798
$
1.257.069
$
1.407,310
$ 2.142.158.
$. 1.806.375.
2.825,568
$
734.848
$
Revenues Minus Expenditures. $ 136,804 $ 314502 8 3.938 $ 351 $ - $ - $ (3.587) $ -
Printed: 8/22/2016 1:46 PM
Page 1 of 1
Printed: 8/22/2016 1:46 PM
Page 1 of 1
A...,..U..u{. v..avc a.,aJa..cJ, a pa.,......ca.....J..,... vpc.au..g.., ugc a. a ai o.-t.ac.
Income:
Approved 2016 Budget
Projected Totals Oct 1,
Approved 2017
Variance/Comments
S
2015 toept30; 2016
eutlget'I
Parking Waivers
$ 360,000
$ 384,323
$ 331,965
The Grove BID is expected to generate approximately $331,965 in FY'17, as per office forecasts, due to downsizing of sidewalk cafe's and waiver locations. As per the conclusion of FY'16 the Coconut Grove BID forecasts $384,323 in total waiver
collections, which are above earlier forecasts As of July 1, 2016 thereare a total of 439 monthly parking waivers and 94 permanent parking waivers in circulation, totaling 533.
'*Parking Surcharge-
Restricted Uses
$ 270,000
$ 276,091
$ 275,000
At the conclusion ofFY'16 there will be $93,956, scheduled to be returned to the surcharge fund after allowable expenses are subtracted from income line item ($276,091 -$182,135=$93,956). FY'16 totals are comprised of sign replacement ($40K), S.
Bayshore Drive Medians $45K , Flower Baskets $86 Tour Bus Zone Enhancements 000 and Electrical sidewalk upgrades $29,
y ( )" (�, ) pg ( 635), thus totaling $182,135: In FY'17 it is estimated that there will be no excess surcharge because ($275K-$146K
in allowable expenses) total $129,000 that will be allocated towards FPL utility roadway improvements in Capital Committee, reference capital in item.
Special Events Supplemental
Fees
$ 35,000
$ 29,825
$ 20,000
InFY'16 there were a total of (2) special events that occurred at Peacock Park (Pumpkin Patch&Arts Festival) that qualified for supplemental fee's, which was the lowest total # of event on record. Totalsforecasted for FY'17 are based on the total
number of special events expected to take place, which is atits lowest since this stat was collected.
Sidewalk Cafe fees
$ 45,788
$ 51,297
$ 45,604
At the conclusion of FY'16 the BID is expected to collect$51,297 in sidewalk cafe dues. As of July 1, 2016 there are currently 4,332 sq.ft. of sidewalk cafe space being used within the boundaries ofthe BID.FY'17 estimates are based on square footage
currently being used.
Banner Fees
$ 8,000
$ 7,733
$ 7,000
The total budget for FY'17 is based on the number of Banner fees expected to be reserved using the calculations of the previous year. Please note that in FY'17 the BID is going to install additional banner on South Bayshore Drive to increase revenue &
Coconut Grove event announcements on a yearly basis.
BID Assessments
$ 516,721
$ 496,944
$ 528,000
At the conclusion of FY'16the total amount that is expected to be collected is$496,944 via Miami Dade County's tax roll. The increase between FY17 & FY'16 is due to the schedule assessment increase whichhappens every year as per BID
assessment plan. The total folio calculations are based on early payment discount at 3% of the projected 66% of the total amount. The County's.2% processing fee is also included. Please note that the Coconut Grove Playhouse assessments have been
excluded due to LSR received in July 2016 confirming their exclusion.
Other Income
$ 1,000
$ 1,000
$ 1,000
Miscellaneous income, refunds received throughout the year & insurance reimbursements received annually. BID receives GMCVB $500 reimbursement for yearly dues every year.
Investment Income
$ 200,000
$ 242,447
$ 190,000
In FY'16 the Coconut Grove BID realized the investment gain, via SunTwst, that was gained throughout the fiscal year on July 7, 2016 for $190,000 to be used in FY'17. The FY16 estimates are based on investment income and value gained by portfolio.
Collections Deferred
$ 1,000
$ 1,000
$ 1,000
There is currently $40,097 in outstanding deferred Coconut Grove Business Improvement District assessment dues from 2009to2016. The assessment detail consists of the following -FY'09($2,506),FY'10($5,907), FY'13 ($0) FY'14($0), and FY'15
($7,938) FY'16 ($23,746).
Contribution from BID Fund for
Capital Projects
$ 705,000
$ 315,715
$ 1,425,999
The forecasted contribution for FY'16 is $315,715 in order to facilitate the purchase of two trolleys by the BID mid year. In FY'17 the BID is scheduled to draw $1,425,999 to facilitate the FPL Utility Project from McFarlane Road and Grand Ave in FY'17, as
per meeting with FPL on 8.4.16. Please note that without the contribution from the BID fund or parking surcharge fund these "allowable° expensescould not be facilitated.
Total Income:
$ 2,142,509
$ 1,806,375
$ 2,825,568
Expenses:
Approved 2016 Budget
Projected Totals Oct
Approved 2017
Variance(' Comments
2015 to Sept30.2016
Budget
Sfreetscape
$ 153,000
$ 156,612
$ 160,000
Streetscape line items for FY'17 include maintenance costs associated with the flower basket and South Bayshore median maintenance projects, in addition to public rightofway tree trimming services, similar to previous years. The overage in FY'16 was
due to the tree trimming project which the BID applied and paid for all permits and on -street parking dues throughout the duration of the Grove's tree trimming project, as per the conclusion of RFP #10012015.
Security
$ 209,000
$ 209,610
$ 214,700
FY'17 totals will reflect FY'16 security totals, as per professional services agreement with Block by Block that calls for 132 hours of security coverage, on a weekly basis, Wednesday through Sunday as per the conclusion of RFP #14-601. In addition, there
was a decrease in off -duty police hours from 2,080 hrs to 1,8020 due to rate increase received in June 2016. Total of 6 safety team personnel patrol the District on foot and bicycle throughout the District
Sanitation$
118,000
$ 115,020
$ 115,000
FY'17 totals will reflect similar sanitation services as FY'16, as per professional services agreementwith Block by Block that calls for 114 of dealing hours on a weekly basis Wednesday through Sunday. Total of sanitation employees patrol the District
as per professional services agreement
Special Events &BID Events
$ 59,458
$ 56;993
$ 47,000
In FY16 the BID was scheduled to pay out $15,870 to special event organizers, es per final grant associated with 3-year agreement with the BID. In FY'17 the BID will increase the FAM experience by adding two block parties, Sail the Grove &4th of July
Celebration at Peacock Park in FY'17, same as FY'16. Please note that in FY'16 the BID dd not receive any special event funding from DII, thus the BID absorbed the expenses:
Marketing &Adverfisin
9 9
$ 209,600
$ 186,045
$ 230;800
In FY'17 the BID looks to continue the successful marketing initiatives with the addition of a PR Firm for $40,000, continuation of Grove Ambassador services, GMCVB initiatives, free year-round yoga every Tuesday, Thurs & Saturdays, in addition to 27
free historic bicycle &walking tours. The increase is due to the addition of PR Firm, ($4K) increase in the Grovite Newspaper, ($4,500) in social media purchasing and ($1,500) in promotional material.
Capital Projects
$ 1,003,000
$ 573,513
$ 1,646,000
In FY'16 the BID agreed to purchase two City of Miami Trolleys for $400K for the Coconut Grove route, scheduled to be donated before the end of the fiscal year, contingent on "Ultimate Route" being honored by the City of Miami Transportation
Department, as per June presentation to Board of Director's. FY'17 FPL informed the BID that the utility burial project would not commence before 9.30.16, thus it has been pushed to FY'17 with additional funding totaling ($1,429,000) for the burial of the
additional poles in front of Cocowalk that were not included in $925,556quotation on 8.4.16.
General &Administrative
$ 390,100
$ 414,626
$ 412,068
FY'16 forecasted year end totals include accruals from the previous fiscal year in the amount of$27,925 (annual audit, office rent, health insurance, business insurance) and the salary increase for Executive Director from $110,000 versus 99,000 in
September 2015, as per Executive Director agreement
"Contribution' to Restricted
Parking Surcharge Fund
$ -
$ 93;956
$ -
FY'l6 there will be a restricted parking contribution of $93,956 b/c the FPL public right of way utility roadway and sidewalk restorations projects have been pushed back to FY'17. In FY'17 there will be no parking surcharge contribution scheduled for
FY'17, due to $129,000 in excess surcharge funds are being allocated towards roadway improvements in the Capital Committee. Please reference "Parking Surcharge" comments on the ircome section.
Total Expenses:
$ 2,142,158
$ 1,806,375
$ 2,825,568
0n 2.10.16 BID meeting it was rafified to purchase two City of Miami trolleys, totaling $400,000 on the condition the route would be pre -approved by the BID and the City would absorb maintenance and operational costs. In FY'17 there is an increase in
requested funding to facilitate the FPL utility burial project that totals ($1.3 million and $129K roadway improvements) that was postponed from FY'16to FY'17 due to the complexity of the project, as per meeting with FPL on 8.4.16.
Net Operating Income w/out
Surcharge "Contribution":
$ 351
$ -
$ -
At the conclusion ofFY'16 the net operating incomewill be $0.00. Please note that there is going to be $315,715 contribution from the BID fund in order to cover the mid year expenses associated with the City of Miami trolleys costing $400,000. In FY'17,
the BID is going to have a net operating income of $0.00 and a contribution from the Trust Fund totaling $1,425,999 to order to cover the $1.3 million dollar FPL utility pole burial project and $129,000 in roadway and sidewalk improvements at the
conclusion of the FPL work.
Total Contribution to the BID
$ 351
$ 93,956
$ -
At conclusion of FY'16, the BID, there is scheduled to be $93,956 of excess surcharge funds deposited back into the fund due to its restricted allowable use. In FY'17, the BID is going to move forward with the burial of the FPL utility poles on Grand Ave
and McFarlane Road at a cost 1.3 million dollars and $129K for roadway & sidewalk refurbishing after work is completed, since it is an allowable use of funds.
Fund (N01 + P. Surcharge):
Coconut Grove Business Improvement District Streetscape, Security & Sanitation Budget FY'17
STREETSCAPE
Graffiti Removal
Kiosk Maintenance
South Bayshore Drive Medians
- Plantings
- Maintenance
Tree Fertilization &Trimming (Whitefly)
Landscaping (Mulching & Weeding)
Flower Baskets, Post Office, Planters +
(Yearly Maintenance & IPM)
Seasonal Events/ Flag Initiative
Tour Bus Drop -Off Zone Enhancements
SUBTOTAL:
SECURITY
132 Total Weekly Hours - Security
Agreement
Off -Duty Police Officers
CCTV Maintenance + Utilities
SUBTOTAL:
SANITATION
114 Total Weekly Hours -Sanitation
Agreement
SUBTOTAL:
TOTALS:
Approved 2016
Projected Totals Oct 1,
Approved 2017
Budget
2015 to Sept 30, 2016
Budget
Variance) Comments
$ 500
$ 500
$ 500
In FY'16 the BID purchases graffiti safe wipes for graffiti removal on sensitive surface areas (city/ county signage, glass, and walls) in order to avoid painting -over issues in the public right-of-way. FY'17 same
amount to be purchased by the Coconut Grove BID, in order to facilitate efficient graffiti removals within the District.
$ 500
$ 500
$ 500
FY'16 Maintenance costs associated with the 3 kiosks located in the public right-of-way at 3015 Grand Ave, 3191 Grand Ave, and 3471 Main Hwy. Please note each kiosk houses a set of HD security cameras. FY'17
same amount to be used for maintenance and upkeep of the three kiosk in the public right of way.
Please reference below for breakdown
25,000
$ 23,708
$ 25;000
FY'16 plant replenishment costs for 12 median islands containing 10,000+plants, 5 species. BID facilitated a mass planting totaling $23,708 which encompassed (12) median islands in FY'16. BID is requesting the
same for FY'17 as per professional services agreement with Carmen's Landscape.
$ 25,000
$ 21,785
$ 25,000
FY'16 - Underage of $3,215 shown due to the need not to water as much in 2016 due to excess rainfall Maintenance services (watering, herbicide application, debris removal, mowing and raking, hedging and
trimming) for the 12 median islands & 32nd Ave median. BID installed 9,000+plants in Nov'10 in conjunction with Miami Dade County & currently maintained by the Southern Blossoms.
$ 30 000
$ 35,213
$ 35,000
In FY'16 the tree trimming RFP was released and awarded to the Brickman Group who completed the first two phases. Overage of $5,213 due to unexpected costs related to permitting and parking meter
reservations. The final two phases are planned for FY'17, using the same RFP pricing agreed upon. This initiative consists of a maintenance program for 330+trees located within the District.
$ 2,500
$ 1,942
$ 2,500
FY'16 emergency landscaping/ mulching services which consist of coverage of 250+tree pits located throughout the District
$ 63,000
$ 66;464
$ 65,000
FY'16 overage of $3,464 due to removing, storing, and reinstall of all baskets in anticipation of TS Erika. The professional services agreement with Southern Blossoms is for monthly maintenance services (IPM
treatments, trimming, and watering) for 107 hanging flower baskets, 6 planters, 2 islands along Grand Avenue, and the Post Office vine wall. The agreement is due to end in October of 2016 and scheduled for RFP.
$ 5,500
$ 5,500
$ 5,500
This BID Holiday initiative consists of November/ December streetscape decorations and 17 poinsettia planters placed throughout the District by Carmen's Landscape. Also includes the installation of 80 American
flags for the 4th of July.
$ 1,000
$ 1,000
$ 1,000
Bus/Tour Improvements for the tour bus drop-off zone located at Grand Avenue and Virginia Street. Bus operators include Big Bus, City -Sightseeing, and Miami -Dade Transit Metro bus among others.
$ 153,000
$ 156,612
$ 160,000
$ 134,000
$ 132,546
$ 134,000
The professional services agreement with Block by Block is for 132 weekly hours of security ambassador services. Block by Block currently employs 6 security ambassadors that work 5 days a week (Wednesday -
Sunday). Underage ($1,454) due to staffing issues.
$ 70,000
$ 71,293
$ 75,000
FY'16 Expected overage ($1,293) due to an unexpected rate increase on June 1st, 2016. The Coconut Grove BID currently employs (5) off duty officers to work Wednesday to Sunday from 7pm to 3am as per
ratification on April 2013 by the BID Board of Director's. FY'17 will have officers working one less hour per shift to accommodate for rate increase.
$ 5,000
$ 5,771
$ 5,700
FY'16 overage of $771 due to Comcast connection for wi-fi initiative. Yearly intemet and maintenance services associated with the BID's security camera program, which came online in April 2014 and consists of 10
HD cameras. Comcast high-speed internet service averages $215.40 per month ($2,584.80 yearly). Remaining funds will be used for preventative maintenance of the camera set-ups.
$ 209,000
$ 209,610
$ 214,700
$ 118,000
$ 115,020
$ 115,000
FY'16 underage of $2,980 due to problems with retaining staff. The professional services agreement with Block by Block is for 114 weekly hours of sanitation ambassador services. Block by Block currently employs 6
sanitation ambassadors that work 5 days a week (Wednesday - Sunday). The agreement is for 3 years with an option to extend for an additonal2 years.
$ 118,000
115,020
$ 115,000
$ 480,000
481,242
$ 489,700
FY'17 Coconut Grove Business Improvement District Special Events & Marketing Committee Budget
Approved 2016
Budget
Proiected Totals Octt;.
2015 to Sept 30, 2016
Approved 2017
Budget
Variance/ Comments
Special/independent Events,'
Mad Hatter
King Mango Strut
Coconut Grove Arts F
Sail the Grove Events
April
4th of July - Produced
& DII
FAM & Block Party In
7 month series
SUBTOTAL:
BLD Events
estival
Oct-
by BID
tiative -
$ 882
$ 882
$ -
BID special grant program concluded at end of FY'16 totaling $882. The Mad Hatter received a total of $11,622 since the execution of the special event grant agreement in FY'13. Reference BID event initiative comments
$ 3,276
$ 3,276
$ -
BID special grant program concluded in FY'16 totaling $3,276. King Mango Strut has received a total of $33,262 since the execution of thespecial event grant agreementin FY'13. Reference restricted fund comments
$ 6,300
$ 6,300
$ -
BID special grant program concluded in FY'16 totaling $6,300. Arts Festival has been given $58,100 since the execution of the special event grant agreement in FY'13. Reference restricted fund comments
$ 4,000
$ 5,412
$ 4,500
FY'10 actual costs: Sponsorship of Columbus Day, Orange Bowl and Bacardi Sailing week $2,000; $1765 for print & design of discount book (an increase from the projected $1,500). The increase is also due to an additional S647.42 custom standing sailing banner
& additional sponsorship of Halloween Regatta for CGSC $500. FY' 17 projected costs consist of $2,500 in various sponsorships in addition to the Sail the Grove BID booklet totaling $1,800 for design & print
$ 17,500
$ 20,10t.
$ 17,500
FY' 16 costs: DJ $750, Park Fees/Solid Waste $1,000, Poke & Fire $1,000, Deluxe. portable Toilets $2,075, Pyrotechnic vendor fees $12,500, 4th of July banner fees $1,075.50, rental equipment$1,000 and flyer print & design $700. There was no contribution from
the offices ofDiltooffset costs for asecond consecutive year. ** BID needs $10K "plug" for signature sponsor in order to facilitate larger pyrotechnic show off a barge in FY'17.
$ 12,500
$ 10;950'
$ 18,000
In FY' 16, a total of 47 musical and artistic acts were performed in the 7 month season (October -April). FAM nightwas cancelled 3 times in FY' 16 due to inclement weather. In FY'17 the BID will embark on two block parties on Commodore Plaza to complement
total FAM nights, totaling 7 months. Each FAM night is estimated at$2,000 and block party at$4,000 each.
$ 44,458
$ 46,921
$ 40,000
BID Special Event Initiative
SUBTOTAL:
Marketintf`Advertisinq
$ 15,000
10,072
7,000
In FY'16 the Miami International Film Festival received $3,150 for its final special event grant, as per 3-year agreement with the BID, Miami Short Film Festival received $630, FICPA race received $257, BID 3rd Annual Tree lighting Ceremony $3,535, Fit Kids
Event La Salle banner fee, Mothers Day event with the Commander & D2 and United Way Sponsorship totaled $2,500. FY'17 the BID is requesting $630 MsFF, $800 Mad Hatter, La Salle $1,000, FICPA $257, BID Tree Lighting Ceremony $3,500, Coconut Grove
Elementary Graduation & Mother's Day Event with Police & D2 totaling $900.
15,000
10,072
$ 7,000
Coconut Grove Tour Bus
Ambassador
GMCVB Visitors Guide Print/
Pocket/Digital
Mami Herald Neighbors
"Grovite" Insertx 4
Social Media/Web Mgmt
Grove Promotional Materials
Photographer
Free Yoga at Peacock Park
ues/Thurs 6 m Yearly
P) Y
Free Grove Historic Tour
Public Relations Firm
GMCVB Co-op Campaign,
Restricted Marketing Funds
SUBTOTAL:
TOTAL
$ 41,000
$ 39,504
$ 41,000
In FY'16 Louis made $16.13 per hour, 40 hours a week average ($645.20) x 52 weeks estimated $33,550. Variance is due to days taken off or days that Louis left early in FY'15. BID contracted Ninoshka Prince in May to provide weekend tour bus ambassador
services (10 hours) at$15 per hour. BID uses additional funding for booth help at special events yearly as well. FY'17 expecting Louis ($33,550) and Ninoshka ($7,800) for atotal of $41,350.
$ 12,500
; $ 12,500
$ 15,500
In FY'16 the BID had a full page color ad in the GMCVB Visitor Guide that is in 156 hotels, 29,287 hotel rooms within Miami, plus a full page ad in the Travel Planner and Vacation Planner. In FY'16 the $12,500 agreement was extended for 2017, in addition to
purchasing ad on in the GMCVB Pocket Guide (192,000 distribution in airports) for$3,000, as per Marketing Committee resolution on 1.23.16.
$ 2Q000
$ 20;458
$ 24,000
In FY'16 the quarterly Grovite design increased from $1,500 to $1,755. Herald print & distribution increased from $3,500 to $4,050 due to increasing total zip code disfro from 8 to 24. Publications are inserted in the Weekend Section, reaches approx. 40k people,
with 20K delivered to the office.. In FY' 16 the BID offered ad space within Winter publication totaling $3,300. FY' 17 projected costs: $7,020 design & $16,200 distribution.
$ 17,000
$ 16,970
$ 21,500
FY'10 actual costs: the monthly social media management increased $600 to $700 ($8,400); website and blog creation and maintenance is $5,110; Constant Contact dues $1,488, two social media workshops held $1,600; social media campaign with the Fashion
Poet$388. The difference is due to having our social media management be in-house for months. In FY' 17 projected costs: $4,800 blog maintenance 'Bohemia on the Bay", Constant Contact increased to $1,638 (due to next level pricing for 10,000+subscribers);
website server upgrade annual due $2,500; social media management by Miami Nice $8,400, yearly and Facebook & InstagramYearly advertisement totaling $2,500.
$ 24,500
$ 24,471
$ 27,000
r io dl:mal cusu sew we uleduVn ui me owa muouL rsmmny lump pws pnnuny of o,uuu copies iur msmuuuon mu9lny 4L,1 uu, alIWUIK Ie-siuny io1 puma uuyudi meum. rneraiu, ivnami tuew Hales, ivueun I uuey,urviuv Of wi ye. iuuuu ow Ma, rceuny, as per
agreement with designer totaling $9,650, graphic design & print monthly event calendars via club flyers totaling $2,193. FY'17 projected costs same as last year, except increase for graphic design fees for expansion of FY'17 media purchasing plan which includes
12 months of prepaid advertisements, reference marketing detail excel tabs.
$ 1,000
$ 1,492
$ 3,000
In FY'16 photography fees were for the 4th of July firework celebration at Peacock Park, in addition to general photography duties for website imagery. In FY'17 increase is for photography project in which all storefronts will be photographed by BID for free to be
used on website, photo shoot for new print and digital ads.
$ $800
$ 3,675
$ 3,800
In FY'10. the BID continued sponsorship of the free yoga classes at Peacock Park ($75 per class x 52 weeks of Tuesday classes = $3,900). The difference is due. to cancelled classes on 10/3, 12/8 and 12/22. FY' 17 projected yearly cost as per agreement with
Dharma Studio is $3,900 for earl sponsorship of classes. BID receives email lists of participants for marketing purposes from Dharma weekly.
yearly P P P P 9 P rP Y.
$ 4,800
$ 4,975
$ 5,000
FY'16 approved budget (4) free walking tours totaling $1,600 & 24 weeks of ee bike tours totaling $3,000. FY'16 actual costs: $1,600 walking tours 8. 27 weeks of bike tours $3,375. The difference is due to October, January and April having 5 Saturdays per
month. FY' 17 projectedcost is $1,600 walking tours and $3,625 bicycle tours with 29 Saturdays.
$ -
$ -
$ 50,000
At the February 10, 2016 Board of Director's meeting it was requested thatthe Marketing Committee look into contractor a public relations agency to work in tandem with the BID's marketing department RFP/RFQ ready to be released upon approval of Marketing
budget
$ 6s,000
$ s2,000
$ ao,000
In FY'16, Miami New Times $5,050 & Miami Herald Year -Long Media Purchases were $3,532, Welcome Channel Co -Op totaled $3,000, Miami Today Yearly Grove Edition Sponsorship $1,270, Edible S. Florida Story$850, $300 Cultural Ow1, $20,000 mid Year
Coconutgrove.com website app was a mid -year priority for the Marketing Committee versus GMCVB line proposed expense. In FY'17 the Coconut Grove BID will purchase year-round media to create brand awareness -promote Coconut Grove Business (Mami
Herald $8,000 New Times $7,000 Welcome Channel$3,000, Miami Today $1270, Edible Son $850,1, NewAdvertising $25,000 -Indulge, Key Biscayne, City & Shore Magazine) and media purchase for King Mango $2,500 and Arts Festival totaling $7,500 on local
publications versus grant funding in light of the end of the special event grant program.
$ 209,600
$ 186,045
$ 230,800
$ 269,058
$ 243,038
$ 277,800
Coconut Grove BID - Marketing Plan FY'l7 Detail 2 of 2
Advertising Detail
Category
Media / Channel
- Dist bution/Reach
Dern g a ics
Frequency
Proposed Burr
GMCVB
GMCVB Pocket
Guide
In tandem with Travel Planner
visitors tor centers, Miami and Minna Beach
hotels
Annual
Full Page, Color Ad/ Annual: Print Date August
S 3,000.00
GMCVB Visitor
Guide/ Travel
Planner/ Vacation
3 Different Coves - Same Ad, Different Cover for Hotels; Visitors Center,
Vacation Guide
visitors, visitor centen, Miami and Manm Beach
hotels
Annual
Annual Publication/ Full Page Color/Print Date : December
S 12,500.00
Resuicted
Marketing Funds
Welcome Channel
Initiative
30 hotels/ 9,768 Hotel Rooms / 200,000 times per day /
30 hotels including :Grove Hotels - Courtyard
Mtardou, Sonata, Mayfair
Runs for 6 months
lx Runs 6 months November -Apra / Co-op with BID Businesses
$ 3,000.00
Miami Herald
Print L56M Ft Lauderdale & Miami/ 470, 681 daily issue / 770,361
Sunday Issue/ Digital: 7M4 Unique Visitorseach month
Prine Male 53% /Female: 47//Avg Age: 56/
College Grad or higher 32% Digital: Men: 56% /
Women: 44%/ Avg Age: 424
Print Weekly Issue & Sunday / Digital:
Ongoing
FAM Night 25000 Digital banner impressions x 7 months/ Print 2" x 5" column; full -color ad & one ins _
weelo prior to event ($2,082) Tree Lighting: 25,00 Digital banner impressions / 2" x column fun color ($582)
4th ofJuly: 50,000 digital impressions & email blast / 2" s 5" column, full -color ($832) General Coconut Grove
Promotion (Coconut Grove Brand, Happy Hours, ongoing$6,000) Neighborhood Guide $4,900
$ 8,000.00
Miami Today
68,000 readers and a weekly circulation upward of 28,00o copies
Male: 75% / Female 25%/ Mean Household
income: 259,499/ Avenge age:56
Print Weekly Issue & Sunday / Digital:
Ongoing
lx Ad Coconut Grove Issue : Week of 2/11/16
$ 1,270.00
Miami NewTimes
Reach: 1,214,704 / Print Readers: 541,985 Monthly / Digital: Unique
visitors per month 2,038,542
Psi sr Male: 621%/ Female 37.9%/ Online 463%.
tilal / 3.70/ Female/ Print 62 / Ages: 21-49/
Online 84%2149/ 166,942 wentto restaurant 4+
times in the past2 weeks
Print Weekly / Digital: Ongoing
FAM Night 30,000 digital banner impressions $1,050/ Exclusive arts email blast 10,000 (Wednesday before event
(2,000)/ Tree Lighting, Half Page color ad $6 0/ 4th fJuly 0,000 Digital banner impressions, exclusrve email
blast $00/Half-page hill color ad one insert(week prior to even)$650/ Best of Miami Issue: Full Page Color
Ad: $1,800 / Coconut Grove Brand promotion $1,950 and ongoingpromotions (happy hour -
8 7,000.00
Edible SoFL
Print 20,000 Reach 60,000 /Greater Miami, Keys, Ft Lauderdale Local
Women: 73% / Mem 23 / Avgdge:48
4 Issues a year
Spring Issue April
$ 850.00
Farmers Markets, Whole Foods
Indulge Magazine
(Miami Herald)
Circulation: 85 000 /Readership 280,000/ Affluent neighborhoods.
Men: 54%/ Women 46 % /AvgAge: 5R0/ College
Grad o higher. 38%/ Monied:57%/
Homeowner: 70% / Avg Household Income:
S100.000+
7 Issues a year
3 Issues, Full Page Full Color Advertorial - December, February/March, April/May
5 10,000.00
subscribers of Miami Herald/ At Events/ Hotels/ High End Retail/ Condos.
Key Biscayne
Magazine
Circulation: 15,000 / Readership: 75,000/ 45% Direct to Key Biscayne
Male: 47% / Female: 53% / Average age 41/
Average Net Worth, $28M/ Average Household
Value: $3.9M
9 Issues. a year
3 Issues: January - Annual Guide Issue / February: Boat Show Issue / Marsh: Miami Open Issue v3
Fall Page Ads
$ 7,125.00
Residental/ 25% Key Biscayne Retailers & Restaurants/ I0% Special
Events/ 20%Targeted Retailers & Luxury Services
City & Shore
Magazine (Sun
Distribution: 46,000 / Readership: 176,180. Delivered to the most affluent
Sun Sentinel subscribers , 5,000 copies to charitable events and home design
Average age range: 45-64/ average. household
income: $174,200
10x1x per year
2 Issues + Destinations Guide /July: The Smuttier Issue/ & August Travel Issue / Destinations
Gone): South Florida Getaway Guide
S 7,830.00
xerata Grovite
Insert
Grovitt Quarterly
Newsletter (print)
35,000 Neighbors sections in Miami Herald Btickell
M iaoai Herald Neighbor Section -Grove, Gables,
Key Biscayne, S. Miami, Brickell...
Quarterly Issues. Fall -October, Winter -
December, Spring- March, Summer June
4r s a year
budgeted
Promo Materials
BID Monthly
Event Calendar
(print)
1,000 print / Digital-website & social media
Grove visitors & locals
Monthly - Lys a year
Lc s a year
budgeted
BID Annual
Report
2,000 printed and distributed to City of Miami, property owners & business
owners
BID Businesses
Printed once a year
budgeted
BID Sponsored
Yoga & Tours
Flyers (print)
52 weeks per year
Grove visitors & locals
Printed as needed
Ongoing
budgeted
BID Walking
Maps
52 weeks per year
Grove visitors & locals
Printed as needed
Ongoing
budgeted
Social Media &
Web
Grorite Weekly E-
Newsletter Blast
10,000
Opt -in subscribers locals, visitors, businesses
Weekly - Every Wednesday
Yearly Subscription Constant Contact
budgeted
CoconutGrove.co
m
86,236 users / 255,568 page views / 84% new users
average age 2534 / 56% female
ongoing
budgeted
Facebook & IG
Paid Advertising
13K likes Facebook 15K Followers Instagram
average age 25-34 /female / 77 % mobile
ongoing - post 5+ a s a week
page lies, boost posts, special event ads
$ 2,500.00
Coconut Grove
Brand Video
For social media/ web/ BID businesses
same as social media / web
LemonLight one video - on website year round
One per year
$ 2,500.00
New Tropic
(Digit)
15,000 opt -in newsletter subscribbes
Male:45% / Femal - 55% / Average and:24-35 /
Active millennial community / Household incomes
Digital ongoing - one month promotion
Partnership -1 event & dedicated features and digital ads August to be paid FY'16
FY 16: $3000
Special Event Mkt Plan:
Mad Hatter
Miami International Film Festival
King Mango Strut
Coconut Grove Arts Festival
Bacardi Sailing \\%eek
FETE/FAM
4th of July - Produced by BID & DII
Commodore Plaza Block Party
Coconut Grove Tree Lighting Ceremony
BID Advertising Plan:
Miami Herald
Miami Today
Miami NevTimes
Edible SoFL
indulge Magazine (Miami iieraid)
Key Biscayne Magazine
City & Shore Magazine (Sun Sentinel`)
New Tropic (Digital)
Gmvite Quarterly Newsletter (print)
Sad the Grove Brochure - BID (print)
GMCVB:
GMCVB Pocket Guide
GMCVB Visitor Guide/ Travel /Vacation
Digital/Social Media
Gmvite Weekly E-Newsletter Blast
BID Facebook (13K) & Event Ads
BID instagram (15K)
BID Annual Report
Video:
Coconut Grove Brand Video
Welcome Channel Initiative
Overhead Street Banner
BID x2 Year (4th of Tull-, Tree Lighting)
BID Productions
BID Monthly Event Calendar (print)
BID Sponsored 'fop & Tours (print)
BID Walking :g Maps (print)
October November
December
Coconut Grove BID FY'17 Auxiliary Marketing Detail 1 of 2
January February
March
A�nl
June
iLiLv
August September
8
15
22
29
5
12
19
26
10
17
24
31
7
14
21
28
4
11
18
25
4
11
18
25
8
15
22
29
6
13
20
27
10 17
24
8
15
22
29
5
12 19
26
2
a
16
23
30
LEGEND:
Date of Event or Date of Publication
Coverage
New ads pending (based on pricing) /dates flexible - general promotion of CG
General &Administrative
Staff Salaries
Bookkeeping Staff- CCSG
Actual Benefits, PTL, Health
Payroll/ FICA
Licenses, Fees, Dues
Office Equipment & Supplies
Office Rent
Office Utilities
Annual Audit
IDA Conference/Network
Insurance Liability
SUBTOTAL:
FY'17 Coconut Grove BID General & Administrative Budget
Approved 2016
Projected Totals
Approved 2017
Variance/ Comments
Oct 1, 2015to Sept
Budget
Budget
30. 2016
$ 211,000
$ 234,000
$ 225,600
In FY'16 Executive Director compensation package, that was ratified via agreement with Coconut Grove BID, after yearly evaluation in September 2015, includes monthly $100 phone+$400 car
allowances, total package is $110,000, thus $10K in over forecasted $99,100. BID brought social media services in house for 5 months totaling ($3,500) & increased workload of part-time
employee from 20 hours to 25-30 hours weekly, due to increased work load totaling ($9K) over yearly forecast. In FY'17 - Projects coordinator eamed $47, 250, after 3% raise applied to original
salary of $45K & Mkt Coordinator eamed $45K. In FY'17 Exec Dir'. will eam $110,000, Mkt & Project Coordinator $50K each and p/time will work 20 hours weekly totaling $15,600.
$ 65,000
$ 65,000
$ 65,000
As per the conclusion of RFP #13-001, annual agreement services are $5,000 monthly for assessment billing services for 241 total folios, bookkeeping and collection services for sidewalk &
waivers, prep of annual auditing financial statements on a yearly basis.
$ 20,500
$ 20,838
$ 22,000
In FY'16 healthcare costs for BID staff were $1,593 for 6 months and increased to $1,825 for the final 6 months. In FY'17 the same fees of $1,825 are forecasted with United Healthcare as per
ACA requirements, there was a rate adjustment of 5.8% as per 1.30.16. BID currently has (3) full time employees totaling $1,825 for health, vision & dental insurance. Each new BID employee
has to wait 90 days before obtaining insurance with the BID office.
$ 16,000
$ 16,000
$ 17,000
Payroll FICA dues are for the (3) full time employees & (1) part-time employee working at the Coconut Grove BID.
$ 4,500
$ 4,976
$ 4,500
FY'16: Dues are the following: Florida Retail Federation Annual Dues': $300, GMCVB yearly dues $500, Department of Economic Special District Fee $175, City of Miami Certificate of Use
$170, ACH Debit and payroll bi-wkly dues $50 per payroll period, ($1,300) yearly and SunTrust wire transfer & credit card payment fee.
$ 7,000
$ 6,814
$ 7,000
FY'16: Office equipment ordered from Amazon for Office Depot consist lof office essentials, paper, toner, folders, water bottles, stamps and binders for monthly and quarterly meeting packets.
FY'17 Grove BID foresees the same estimates as FY'16.
$ 38,000
$ 39,427
$ 42,768
FY'16 - The BID began the year with rent at $3,349 before it increased mid year to $3,564 due to CAM charges associated with the Offices at the Mayfair. As of 7.1.16 base rent is $3,207 and
CAM charges have increased to $357. In light of increase the BID is requesting $42,768 to cover increase.
$ 5,000
$ 5,190
$ 5200,
FY'16 - Office utilities are as follows: FPL $145+/- monthly, $1,744 yearly, Water Boy services $324 yearly, Comcast $210 monthly, $2,520 yearly, GRM $540 yearly and $190 for office
copier/printer that was leased in FY'16. FY'17 Grove BID foresees similar expenses associated with this line item, reflecting higher monthly fee for monthly Toshiba copier services.
$ 11,500
$ 11,000
$ 11,500
In FY'17 the Coconut Grove BID secured the same pricing as FY'16
associated with our audited financial statements
with auditing firm for $11,000 and a $500 fee fora subsequent audit in the Spring. In FY'16 the annual auditing fees
were $11,500 Financials and subsequent events audit at $500, thus totaling $11,500.
$ 2,000
$ 2,083
$ 2,000
FY'16 Line item was used for general meetings, conventions,
events, networking meals on ayearly basis. In FY'17 the BID foresees similar expenses as FY'16.
9,600
$ 9,298
$ 9,500
In FY'16 the annual costs consists of: Florida Municipal Insurance Trust $ 6,066, D&O Insurance $1,700, General Liability via FMITfor Landlord $795 and Hartford Workman's Comp $737.
FY'17 expenses forecasted the same as FY'16.
$ 390,100
$ 414,626
$ 412,068
Capital
Grove Way finding/ Fumiture/Bike
Racks/ Signage
Office Computer/Network
Shutter/Fagade Improvement Grants -
BID
Commodore Plaza - Electrical
Upgrades
FPL - Burial of Utility Poles along
McFarlane Road and Grand Ave
FPL - McFarlane Roadway &
Sidewalk Restoration
Florida Ave, Mary St., Virginia St. -
Electrical Improvements
Master Planning Report - 2016-2017
City of Miami Trolley Purchase
HD Security System - Expansion
FY'15
SUBTOTAL:
FY'17 Coconut Grove BID Capital Improvements Budget
Approved 2016
Protected Totals Oct 1,
Proposed 2017
Variance/ Comments
Budget
2015 to Sept 30, 2016
Budget
$ 30,000
$ 41,413
$ 40,000
In FY'16 the BID began overhaul of the way finding signage program beginning with the redesign and install of new faces for the (10) blue directional signs located
throughout the district that have not been updated since 2000, to reflect new site locations within the District boundaries. The BID approved a historic sign initiative for
$6,000 to be installed in both FY'16 & FY'17. The FY'16 overage of $11,413 is primarily due to $9,472 FY'15 accrual and $1,941 in unforeseen repairs of parking signs that
were struck by vehicles. In FY'17 the BID will, continue signage installation initiative to update "Welcome" signage on the boundary perimeters & painting of directional
signs.
$ 3,000
$ 2,800
$ 2,000
In FY'16 the BID replaced (3) desktop computers ($643/each) and chairs ($185/each) for the projects coordinator, marketing and marketing assistant positions. In FY17 the
BID plans to replace (8) conference room chairs at a cost of $185/each and update computer equipment totaling up to $520.
$ 40,000
$ 67,200
$ 30,000
In FY16 the BID approved facade improvement grants for the properties located at 3430 Main Highway, 3210 Grand Ave ($5,000), and multiple folios in the Monarch
Building (totaling $17,667). Overage due to grant for 3196 Commodore Plaza ($27,200). In FY17 the BID requests $30,000 in order to fund at least (7) facade improvement
grant applications.
$ 15,000
$ 12,250
$
Pursuant to the completion of the Commodore Plaza sidewalk improvements, property owners took it upon themselves to complete their desired electrical upgrades and the
BID refrained from installing additional equipment.
$ 865,000
$ -
$ 1,300,000
On 8.3.16 FPL informed the Capital Committee that the proposed work would probably not commence for another year, thus $865,000 expenditure for FY'16 has been
moved to FY'17. In addition on 8.3.16 the Capital Committee requested that FPL include three additional poles on Grand Ave that were not included in the quote totaling
il $965K, thus $1.3 was budget in FY'17 to cover the additional utility poles.
$
$
$ 129,000
On 8.3.16 FPL informed the BID that the work would not commence for another year, thus item has been pushed to FY'17. FPL informed the Capital Committee that partial
roadway and sidewalk restoration would be needed, thus the BID allocated the excess surcharge contribution of $129,000 scheduled for FY'17 towards this line item since it
is an allowable expense. In FY'17 we determined excess of $129,000 by subtracting $275K in income -$146K in allowable expenses totaling $129,000 to be used for the
FPL roadway and sidewalk restorations associated with utility burial.
$ -
$ 29,635
$
This is final payment for work that was completed on Florida Ave for (67) water proof electrical receptacles, conduit & wiring as per the conclusion of #RFP 14-219 that was
released March 24, 2014. The work could not be completed until the City of Miami scheduled to install the rubber mulch on the public right of way tree beds that was
I delayed because of a change of material from Ada -pave to Easy Grass.
$
$
$ 120,000
As per the Executive Committee & Board of Director's in FY'16 the Grove BID is embarking on a strategic planning RFQ in FY'17 that was released on August7, 2016. The
City of Miami Planning Dept, Commissioner Russell and four other Board members currently make up the Evaluation Committee.
$ -
$ 400,000
$ -
As per June 27th, 2016 BID Board meeting the Board agreed to help the City of Miami purchase (2) two trolleys following the City of Miami's Transportation Department
"Ultimate Alignment" route. The BID, via resolution on June 27th, agreed to purchase two trolleys, contingent that the Board pre -approved the proposed route & City of
Miami absorb maintenance and operations fees moving forward.
$ 50,000
$ 20,215
$ 25,000
FY'16 - Public BID cameras installed on facade located at 2801 Florida Ave, via City of Miami agreement, at a cost of $10,531 in May 2016 & $3,700 in fees for BID antenna
on Sonesta rooftop. BID network consists of (3) City of Miami kiosk locations on Grand Ave & Main Highway. We are under budget due change in CCTV network from
Stratocast mid year in preparation for potential meshing of networks with Department of Homeland. In FY17 the BID plans to install two additional sets of (3) cameras
mirroring the efforts at 2801 Florida Ave on Virginia St. to continue the efforts to seal the District entry/exit points, as recommended by Police department, in addition to
I yearly dues.
$ 1,003,000
$ 573,513
$ 1,646,000