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Home My WebLink AboutBack-Up DocumentsCoconut Grove BID Board of Directors Meeting Monday, June 11, 2018 Mayfair Hotel & Spa, 3000 Florida Avenue, Miami, FL 33133 *x. Meeting Minutes are not verbatim ** Board Members in Attendance: Commissioner Ken Russell, BID Board Chairman Art Noriega William Rivas Grant Savage Chris Cobb H.H. Bredemeier Nick Hamaan Monty Trainer Olaf Kohrsmeyer Donna DeMichael Maria Vieira Lalo Durazca r/% Members Absent: Michael ComraS Ott Kuscher ornas Langone laire Lardner , „.Steve Keg %'auren Caira fr% /✓i Raymon Others 1nAttendance: ieole Stngl ary, Coconut Grove BID Matteson Koche (Coconut Grove BILL XavierAlban, Assistant City Attorney Joe Harrison, Operations Committee Chair Scott Szlye:r, Planning & Infrastructure Committee Chair Sue Mc cirmell, Coconut Grove BID Committee member Stev6/Williamson, City of Miami CIP Jo11/nDe Pazos, City of Miami CIP Commander Butler, City of Miami PD Madelin Pacheco, City of Miami NET Commissioner Russell called the Coconut Grove Business Improvement District Board of Directors meeting to order at 9:23AM, 1 APPROVAL OF MEETING MINUTES: April 17, 2018 Meeting Minutes Upon a properly made and seconded motion it was unanimously resolved to approve the April 17, 2018 Board Meeting Minutes. Motion: Monty Trainer Second: Art Noriega Item Passed unanimously CITY UPDATES NET- Madelin Pacheco of the City of Miami NET Office provided an hurricane preparedness and mosquito prevention. PD- Commander Butler of the City of Miami P1) for the Cocot seen a steady and currently has one of the lowest cr L PROJECTS-. Williamson, Director for the update on the Main Highway project. The BID has secu Corradino Group to create the necessary drawings to sfi FY 18/19 BUDGET Executive Director Nicole Singletary provided an overti*iew of the n"opose dF identified for next year including: Gateway featura',es, improvements at, :eatot ,r fri rr enhanced landscaping and streetscapes, updates e on the City's efforts with regards to ov,e,azea izaforined the group that the Grove has C )in the City. s Capital�I p,t vements department provided an lirtis.-F Rogers to pier form an updated tree analysis and to the City/County: Upon aite,and mobile a Pl' properly made and seconded motion it was rinanitnf iy;resolved to Budget as presented. Motion:: Art Noriega Second: Monty Trainer Item Passed unanimously 49 budget high l'h'tzig th.e projects Main Highway sidewalk restoration; end the Board approve the FY 18-19 MASTER IMPLEMENTATIONfP/LA11 P,RI ,RITIES UPDATE / , r'`,r/'r i✓/�r/4V/r/1 ,,, ,� f i r r/ ''j Executive Director,Nicole Singletary provided the cornnCttee an update on a initiatives within the Master Plan the BID is currently y t 1 ig on an oveif e of theprpp,osed FY 18 l9rbj dget highlighting the projects identified for next year including: Gatewayrfeathres; improvements `trPeacock%. rllMa n l ighwayssidewallr. restoration; enhanced landscaping and streetscapes, updated wel?sit and mobile app. 'r j . ", fr rF ,rfr� BID RENEWAL=',MARKETING OPP RTUNITY FUND Executive Director AV, Singletary infe&ci the Board of the decisions to City to be included in the�Ci y Cornmtss on% genda packet for the. July 12th Upon a properly made and second"eel rnotioia it was unanimously resolved to be made when submitting documentation to the meeting. Assessment rate based on square footage for years 11-20: Years 11-20, following the same gradual incremental increases originally vote Retail, office, and restaurant will increase by one cent each year; beginning at Bayshore Office buildings will remain at $0.17 with no increase Buildings with parking will remain at $0.06 with no increase Parking (without buildings) will remain at $0.17 with no increase Hotels will be assessed at a flat rate of $12,000.00 with no increase Boundaries: no change to the boundaries 2 approve the following: d upon in 2009: S0.36 in year 11; $0.45 in year 20, r .fI Jewels 'teTanar, Peacock Cafe& Mau and Bay Plaza p✓%%; -ovenient District urant, office and retail properties, or d 'vs, on June 4th, the BID 10 ninating o would serve thi ce.,year tennis commencing October 1, 2018, resolved to apprcvc the FY 18-19Board Slate as presented: fir Board Composition: The BID Board of Directors shall consist of mine (9) Directors representative of various business interests in the District and, to the extent practical, the members of the Board of Directors shall be representatives of the following groups: Of the 9 seats on the Board of Directors, the following seats will not be elected: 1) The Commissioner of District 2, 2) One self -identified representative of Miami Parking Authority, 3) One self -identified representative of Mayfair Center, 4) One self -identified representative of CocoWalk, Of the 9 seats on the Board of Directors, 5 seats will be elected who repro property owner (should be no more than two representatives from each/1re Motion: Monty Trainer Second: Donna Deitilichael Item Passed unanimously FY 18/19 BOARD SLATE In accordance with the Coconut Grove Business%' Committee reconunended the slate to fill the foui se Upon a properly made and seconded motion it v Retail Designee: I-,11. Bredemerer""%' Restaurant Designees Lalo Kura Office/Property Owner: ®fi,i�a/DeMichaael Motion: Monty Trainer fin'''r Second Olaf I��ohrsieyei,, Item Passe/42ttnousl V Ty� MPA UPDA'I% Centralized Valet Siibi dv: At the April 1, rneeting, the Board unanimously approved to subsidize the program to provide for a $5 rate for those us fgfhe service for legit an two hours for 3 months at a cost of $12,000 per month. The rate has been in place since May Is , This service service c int;inues to park about 2,000 cars per month, Loading Zones Hours and rdrnance The B1D and MPA representatives met with local businesses who most utilize the loading zones to understand cute//nt,cl 1 wry schedules and determine the feasibility of modifying hours to make the zones !/no%/ available. for public parking during n-authorized hours. As a result, a number: of changes were madeincluding reducing the number of parking spaces at several locations and reducing the hours from 6pm to 4prn- snaking those spots available for public parking 2 hours earlier. It total, 6 additional parking spaces were added, and 17 additional spaces after 4prn. t. rinellf 1937; La Rue; Strada 3 BID COMMITTEE UPDATES Planning & Infrastructure Committee Update: FPL Utility Burial- Consultant will present at July Board Meting 2. 41lain LIighwav Contract with Curtis & Rogers to perform tree assessment to begin the project is pending with legal.. 3. NCD Changes- Meeting held with the City's Planning & Zoning staff on April 30th and accepted several of their recommendations. Legislation will be presented at W..AB on June 201h. Marketing Committee Update: 1, 1 .ntercom Block Portz.- the first event will be held Oil Saturday, Jun will be closed at Grand Avenue and Maui .1 ighway; the plaza a; businesses have signed on to participate. 2. Movies at the Park - Movies at the Park will be held on Barnacle. Each movie will be geared towards a different u interested in this type of event. 3. July 4't' - due to the changing of locations. from Peacock Park to Regatta. Park, costs of the fireworks increased by 32,000. BID was able to secure Spam All-Sfirsx(OiDerform. Additional dollars '`vrll be used from the balance of funds frozxi event line items to cover this cost to acidrt on to enhancing the Tainily .4**wi.th giveaways games and a photo booth sponsored by Miami Kids tl/Iagazi EXECUTIVE DIRECTOR EVALUATION , As per Section 5.2.D The Executive Committee and tepzeseri ec and shall meet once a year, by no l tee than the third sit it er of tlxe Executive. Director, and shall repottitherr findings to th Board withii June 5r' Executive Committee I; e tuag r, d the evaluation foams Svc 2 MEETING ADJOURN 4 e So from 7-10pm on puller Street. The street arking lot will also be utilized. Several each month from June -September at the eve can assess which age group is most e Office ofrthe City Attorney, who shall not cast a vote, ;ems r, to per, an annual evaluation of the (0) days_T13c,..,evaluation was conducted at the co, the Board. Coconut Grove Business Improvement District Operating Budget FY'19 -- Revenue App ed 2018 - Budget 1 f m 1 =-Otcted 2017t March3l o P leIncme Ap (1, 2018to Sept - - - Pr 1 t d,Z&_8 Totas P posed 2019 s Budget= - variaRGei COPirllettt9, _ - , Parking Waivers $390,700 $199,730. $192,000 $391,734 $378,724 The Grove BID is expected to generate approximately $378, 724 in F1°19. As of May2018, there are a total of 381 monthly Parking Waivers and 437 permanent Parking Waivers, totaling 818. Budgeted Parking Waiver fees reflect net of 10% contribution to the Parking Waiver Trust fund as required by City Ordinance 13059. Parking Surcharge $275,000 $275,000 $0 $275,000 $280,000 5140,000 will be utilized for 5treetscape expenses,$114,000 FPL - McFarlane Roadway & Sidewalk Restoration and $21,00 for Grove Way finding/Furniture/Bike Racks/Signage, Special Events Supplemental Fees $11,000 $0 $0 $0 $2,500 Based on estimateG collections. Sidewalk Cafe fees $45,000 $26,437 $6,120 $32,557 $32,057 FY'19 estimates are based on square footage currently being used. The Sidewalk Cafe Fees revenue has been declining since 2015. The negative variance ($31,729.75) is due to restaurants closing or reduction of Square footage (Lulu's, New York Rona Pizza, Siam Oishi,George's'inthe Grove, Mr. Moe's, La Gsinba, Tirno's at the Villa Mayfair, Vino's in the Grove,Spar-.ice, Masa Taqueria)rho total Sq. Ft. in 2016 was 4,300 whereas the projected the total Sq. Ft. for 2018-2019 is2,816. Banner Fees $6,006 $5,130 $0 $5,130 $6,000 The total budget for FY19 is based on the number of Banner fees expected to be reserved using the calculations of the previous years BID Assessments $507,277 $473,094 $40,000 $$13,094 $494,695 Total Amount Billed: $517,893. Most property owners (85°%) are taking advantage of the early payment discount at 4%, 3% or 2%. It also includes a 2% processing fee for Miami Jade County. With all these factors considered the estimated annual payments would be $494,695. the decrease between F4'16 & FY-17 is due to the net loss of $18K (Folio u 0141220011500 for the Grand Day Hotel changed to res'I.dential thus we lost $12,000, Folio tt 0141220011530 which was part of the Grand Bay Hotel changed to residential thus we lost $3,392, Folio H 0141213840010 for the Coconut Grove Bank no longer has the parking let in the back, going from 138,2815q. Ft. to 0 Sq. Ft., and other folios). Tue decease between FY'18 & FY'9 in the amount of$24,741 is due to Folioq 141213840010- 2701 S. eayshore Drive. Based on current Dade Count Property's appraisal: 0 Ft$0. due (In the t 138,2815. Ft. in parking in office The total due was $21,481; Felio0 Y P YSq.Pas 9 Par Sq.i 0141210470210 - 3480 Main Highway. Based on current Dade County Property's appraisal: $0 due (In the past 8,512 Sq. Ft. =The total due was $2,900). Regatta Park Parking 521,600 $14,270 $14,270 $28,540 $25,200 Based on estimated collections. Other Income $0 $0 $0 $0 $0 Miscellaneousin come, refunds received throughout the year Investment Income $190,000 $0 $190,000 $190,000 $120,000 The Bid is to utilise$190K from the anticipated interest gained from the investment fund Collections Deferred $15,000 $0 $0 $0 $5,000 As of 4/30/19: FY.09 ($1,959), FY'10 ($5,071), FY'17 ($1,351.50), and 540,477.50 for the current fiscal year fora total of $48,858.39. Contribution from BID Fund far Capital & Operations Projects & Marketing Initiatives $1,992,000 $0 $1,992,000 $1,992,000 $3,926,457 gate provemen provemen In FY'19 the BID has budgeted $100,000 for Peacock Park Improvements, for lighting improvements; for gateway features; for Main Highway sidewalk restoration. project; $100,000 improvements to the website and creation of a mobile application to include parking info; additional events;$10,000 for new digital interactive kiosk at tour bus; $70,000 to enhance facade grant program. Incudes carryover of 51.275M for FPL Utility Burial; $100,000 Main Highway Tree remediation; $114,000 for FPL utility burial sidewalk restoration. 4-8 t In. venue ' :- $3,453,577 '- $993,665 , $2,434,390 -$3,428,055 $5,270,63a - � - - Expenses E panic .< - - App ed 2015 ` = - - Budge-. p from O t 1 2017 Y Match 31, - P 7 to - E p rises April 1,2015 to Sept- - P 1 t d2018 = _ Totals Proposed 2019 .,, Budet 9 - ' _ YarjaROe/CORIR7ent5 Streetscape $180,000 $37,371 $142,609 $179,980 $248,500 StreetscaP e line items Jo' FY 19 include maintenance costs associated w.h theflowerbasket and South Bayshore median maintenance projects, in addition to public right of way tree trimmine services, enhanced landscaping projects and a digital kiosk to be placed at the tour bus drop off location. Security $261,700 $125,535 ( $128,758 $254,293 a .,191,000 FY196adgel reflects Increase to $15/hour for Block by Block contracted security employees for 132 hours of security coverage, on a weekly basis, Wednesday through Sunday pursuant to RFP#14-601. eased on the continued decline in dime, increase In security camera placement, and the exceptional services provide by Black by Block, in FY'19 the BID will not continue to employ Off -Duty Police Officers; savings will be utilized to increase vegetation ion the District as noted in section 1.1.a of the BID Master$lan. Sanitation $165,000 $70262 $93,788 5164,050 $165,000 FY'19 totals reflect the increase to$15/hour for Bleck by Bleck contrasted sanlation employees, for 114 hours on a weekly basis Wednesday through Sunday. Total offive(5) sanitation employees patrol the District as per professional services agreement. Special Events & BID Events 548,500 518,069 $37,300 $55,369 2144,500 In FY`19 lice BID will continue with seasonal events; additional funding is allocated for an enhanced July 4th event, block parties with Entercom, and addiiona: events during the summer months to ddve local traffic info the Grove during the slow season. Marketing & Advertising $585,900 $154,520 $425,187 $579,707 $606,000 In FY'19 the BID looks to continue the successful marketing initiatives begun in FY'17, with the addition of a PR Firm for $72,000. continuation of Grove Ambassador services, CMCVB initiatives, free, year-round yoga, zrd free historic bicycle & walking lours. The BID Dowd also recognized the need for a Business Strviva/Fund to assist during the time of increased construction and disruption in the District, as well as the need for a Marketing Opportunity Fund. Addi:Iona Initiatives Include improvements to the webste creation of a mobile application to include perking Info; addit'onal events; Freebee on -demand transportation service. Capital Projects $1,748,200 $45,818 $201,826 $247,544 $3,444,856 The FY'19 Capital Budget includes funds for street furniture and lighting, an enhanced facade improvement and grant program, undergrounding of FPL lines, Main Highway tree remsdiatian and sldewak restoration, and Improvements at Peacock Park. General & Administrative $464,277 $216,926 5271,726 $388,652 $470,777 tl" 19 General Adman expenses include: staff salaries, annual audit, office rent and utilities, health insurance, insurances, bookkeeping, payroll, licensing and association dues T t I E P eEfi- $3,453,577 -' $668,501 91201194 $1,869,655 55,270,633 Coconut Grove Business Improvement District Streetscape, Security & Sanitation Budget FY '19 APPr&ed 2018 Budget Expenses from Oct 1, 2017 to April 9, 2018 Projected Totals April 10, 2018 to Sept 30, 2018 - Projected Yearly- Totals -- Proposed 2019 Budget Vaaceminents , / Co n ri ..- STREETSCAPE Graffiti Removal $500 $495 $0 $495 $500 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. Kiosk Maintenance $1,000 $91 $0 $91 $500 Maintenance costs associated with the 3 information kiosk located in the public right of way at 3015 Grand Avenue, 3191 Grand Avenue and 3471 Main Highway. Median Islands $0 $0 $0 $0 $0 Please reference below for breakdown - Plantings 531,000 $0 $30,000 $30,000 $60,000 BID maintains over 10,000 plants located within 12 median islands along S. Bayshore, Grand Avenue and McFarlane Road. In FY'17 the medians along Bayshore Drive were destroyed in Hurricane Irma. FY'18 funds will be used to restore these medians. In FY'19, additional funds will be used to enhance the medians. - Maintenance $20,000 $7,475 $15,000 $22,475 $20,000 Maintenance services (watering, herbicide application, debris removal, mowing and rakirg, hedging and trimming) for the 12 median islands & 32nd Ave median. Tree Fertilization & Trimming (Whitefly) $15,000 $0 $15,000 515,000 $15,000 In FY'17, the final phase of the Brickman Group Tree Initiative was completed. In FY'18 the BID utilized funds for se -vices needed as a result of damages from Hurricane Irma. FY'19 funds will be used for ongoing tree trimming services to ensure resiliency, as noted in section 1.1a of 2017 BID Master Plan Landscaping (Mulching & Weeding) $2,500 $0 $2,500 $2,500 52,500 Landscaping/ mulching services or 250+ tree pits located throughout the District. Flower Baskets, Post Office, Planters (Yearly Maintenance & IPM) $65,000 $26,135 $38,000 $64,135 $90,000 In FY'18 BID purchased planters to be placed in the public right-of-way to enhance the pedestrian perspective by not creating a sense of security by adding a physical barrier between pedestrian and vehicular traffic, but also adding greenery at eye level and beautifying the area. In total, the BID will maintain 43 flower baskets, 26 planters, 2 isiands along Grand Ave, and the Post Office wall. Implementation of tropical vegetation was noted as a top priority in section 1.1.a of the BID Master Plan. One -Million Orchid Project $40,000 $0 $40,000 $40,000 $40,000 In FY'18 the Board of Directors allocated funds to part cipate in the Fairchild Garden's Million Orchid Project, which would install roughly 3.000 orchids on trees within the BID. Due to timeline issues with installing the orchids, the funds for FY'18 wili be allocated to installing ground level planter boxes. In FY'19 the funds will be re -allocated to proceed with the Million Orchid Project, which is included as a top priority in the BID Master Plan 1.1a. Seasonal Events/ Flag Initiative $5,000 $3,175 $2,100 $5,275 $10,000 This BID Holiday initiative consists of November/ December streetscape decorations placed throughout the District. Also includes the installation of 80 American fags for the 4th of July, Veteran's Day, and Memorial Day. In FY'19 the BID plans to enhance the holiday decor and purchase and install additional lighting throughout the District. Tour Bus Drop -Off Zone Enhancements $1,000 $0 $0 $0 $10,000 FY'19 - The BID plans to install a digital interactive kiosk for arriving visitors at the tour bus drop-off zone located at Grand Avenue and Virginia Street. SUBTOTAL: $179,000 $37,371 $142,600 $179,971 $248,500 SECURITY 132 Total Weekly Hours - Security Agreement 5186,000 $93,495 $92,466 $185,961 $186,000 The professional services agreement with Block by Block is for 132 weekly hours of security ambassador services. Block by Block currently employs 5 security ambassadors that work 5 days a week (Wednesday - Sunday). Increase to $15/Hr. for Block by Block employees was approved by the City of Miami ir FY'18. Off -Duty Police Officers $70,000 $29,227 $35,000 $64,227 $0 FY'18 BID employed off duty police officers Wednesday -Saturday 9pm-3arn and Sunday 12pm-7pm. Based on the continued decline in crime, increase in security camera placement, and the exceptional services provided by Block by Block, in FY'19 the DID will not continue to employ Off -Duty Police Officers; savings will be utilized to increase vegetation Inc the District as noted in section 1.1.a of the BID Master Plan. CCTV Maintenance + Utilities $5,700 $2,813 $1,292 $4,106 $5,000 Yearly internet and maintenance services associated with the BID's security camera program, which came online in April 2014 and consists of 12 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. SUBTOTAL: $261,700 $125,535 $128,758 $254,294 $191,000 SANITATION 114 Total Weekly Hours - Sanitation Agreement 5165,000 $70,262 593,788 $164,050 $165,000 The professional services agreement with Block by Block is for 114 weekly hours of sanitation ambassador services. Dock by Block currently employs 5 sanitation ambassadors that work 5 days a week (Wednesday - Sunday) at $15/hour. The agreement is for 3 years with an option to extend for an additional 2 years. in FY 17 the BID executed the extension option, and the contract will expire indefinitely at the end of FY '19. TOTALS: - - „, -$605,700 , - _ , : - $233,168 , - $365,146 - $598,315 $604,500 , , Coconut Grove Business Improvement District Capital Budget FY'19 Approved 20186udget Expenses from Oct 1, 2017 to April 9, 2018 Projected Totals Aprl 9th, 2018 to Sept 30, 2018 Projected Yearly TotalsFY 18 Proposed 2019 Budget Variance/Comments Grove Way finding/ Furniture/Bike Racks/ Signage/ Lighting/ Gateways $40,000 $26,117 $13,883 $40,000 5200,000 FY' 19 The BID will purchase new enhanced parking signage, retrofit existing lamp posts, and install gateway features, as per the 2017 BID Master Plan 3.6. In FY'18 the BID refurbished the 23+ blue informational signs located throughout the District, as well as made repairs to signsthat were damaged in Hurricane Irma and plans to purchase new trashcans to replace the old, damaged and worn cans throughout the District. Office Computer/Network $2,000 $650 $1,350 $2,000 $2,000 In FY'19 funding will be necessary to continue modernizing the office computers and equipment. In FY'18 the BID was required to purchased new computers for 2 employees and refurbished one computer. Shutter/Facade Improvement Grants - BID $30,000 $5,000 $25,000 $30,000 $100,000 In FY '19 the BID will use increased funding to widen the scope and legitimacy of their grant programs, as persection 4.3a of the 2017 BID Master Plan. Additional funds will he used to approve an increased amount of facade grant applications, and add new grant programs that support other improvement projects such as landscaping, lighting, decorative fencing, hurricane -relief efforts, and ped-friendly/streetscape amenities. In FY'18 the BID disbursed grants funds to 11 businesses to upgrade their facade and exterior areas; far more applications received and approved than in prior years. FPL- Burial of Utility Lines along McFarlane Road and Grand Ave $1,300,000 $12,322 $12,322 $24,644 $1'275'356 Undergrounding of electrical lines: In FY'18 the BID hired a contractor to perform schematic and feasibility work, in order to move the project forward. The deliverables will be presented to FPL in order to create final construction documents for the project. The remainder dine previously allocated funds will be carried into FY'19 in order to be able to fund the project once final documents are completed, as this project remains of paramount Importance to the BID. (2017 BID Master Plan 6.2a) FPL - McFarlane Roadway & Sidewalk Restoration $114,00D $0 $0 $0 $114,000 On 8.316 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 wou d be needed; the BID allocated a total of $114,000 scheduled for FY'18 towardthis line item as it is an allowable expense. This project is still on hold and will be maintained for FY '19. Main Highway Sidewalk and Roadway Improvement Project $0 $0 $ 0 $o $1,500,000 FY'18 Main Highway plans expected to be approved by City and County, and as such has included the pre -determined contribution for the project, per the encumbered funds in the investment account (resolution by BID Board on June 22, 2015). for FY'19- Master Plan priority 2.1.a Peacock Park Improvements - _ $0 $100,000 As per the BID Master Plan section 1.1a and 2.6a, improving Peacock Park, and connectivity to it form the village core, is a top priority. In FY'19 funds will be allocated to supplement City of Miami efforts. Main Highway Tree Remediation $200,000 $0 $100,000 $100,000 $100,000 In FY'18 the BID will work with Curtis & Rogers and Use Hammer to perform an updated tree analysis as part of the Main Highway sidewalk restoration project. Remaining funds will be carried over into FY'19. This remains a top priority as noted in 2.1.a of the 2017 810 Master Plan. Master Planning $40,200 $0 $40,000 $40,000 $40,000 In FY'18 the BID will pay for a traffic study, which is required to implement a pedestrian scramble in the center intersection of the Grove, which was proposed in the BID Master Plan section 3.1c. FY'19 funds will also be used to support future master planning projects. Florida Avenue Electrical $2,000 51,729 $271 $2,000 $2,000 Funds for necessary ongoing repairs of the electrical junction boxes in various tree'oeds located along Florida Ave, Virginia St. and Mary St. 110 Security System - Expansion FY'15 $20,000 - $9,000 $9,000 $11,500 In FY '19 this funding will support additional CCTV cameras to be installed within the District, with a potential hand-off of system to the Department of Homeland, as previously agreed. FY '18 - Three new security cameras will be purchased and installed. TOTAL. $1,748,200 $45,818 a $201,826 $247,644 -: $3,444,856 Coconut Grove Business Improvement District Marketing Budget FY'19 Approved 2018 Budget Expenses up to April 30, 2018 penses from 0 t i 2017 to Apell 9 2018 Projeotod Totals Aped 9th, 2018 to Sept 30,2018 Projected Yearly Totals FY '18 Proposed 2019 Budget Variance/Comments Special/ Independent Events Sail the Grove Events Oct -April $4,500 $3,000 $1,437 $3,00C $4,437 $4,500 FY'19 projected cost siol lar to FY'18.Spoilsorshi p of Columbus Day$500, Halloween Howler Regatta$500, Miami Sailing Week 51000, Bacardi Sailing $1,000 "Visit the Grove" design and print $1,000. 4th 001uly- Produced oy BID RDII $17,500 5519 $0 525,000 $25,000 $30,000 FY'19 projected costs similar to FY'18: enhanced family zone and live music City requirements: Park Fees/Solid Waste $1,000, Police/ Fire $4,000, Portable Toilets WO, Pyrotecnnicvendor fees $19,000, band $5,000 rain insurance $1,000, banner fees $1,000, rental equipment 51,000. FAM&Block Party Initiative $19,000 $19,402 $11,200 $7,800 $19,000 $100,000 FY'19 projected costs similar to F-Y'18:Musicians & Artist for FAM NIGHT- 7 Saturday,October - April $2,000 per event($14,000 total). 1-2 BID Sponsored Event(s in partnership with Entercom, and additional seasonal events. SUBTOTAL: $41,000 $22,921 $12,637 $35,800 $48,437 $134,500 BID Events BID Special Event initiatives $7,000 $6,988 $5,432 $1,500 56,932 $10,000 FY'19 projected costs similar to FY'18: Veteran's Day Parade new- District II event $2,200Installation &removal of40 flags, Movies at the Barnacle$1,50o per event(3), networking events $200 per event, additional community events and support- Master Plan priority 5.2.b Esc SUBTOTAL: $7,000 $6,988 $5,432 $1,500 $6,932 $10,000 --- Events Subtotal $48,000 $18,069 $37,300 $55,369 $144,500 Marketing/ Advertising Coconut Grove Tour Bus $41,000 Ambassador $22,595 $25,049 $15,951 541,000 541,000 FY'19 projected costs similar to FY`18: Louis del Borrello 40 hrs.(516.13/hr.) per week+ Ninoska Prince providing 10 hrs. ($15/h r.) extra weekend hours and additional hours for special event coverage. GMCVB $15,000 $15,000 $12,500 $2,500 $15,000 $15,C00 FY'19 projected costs sirrilar to FV'18: Full page color ad in the GINCVB 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 and Pocket Guide. Miami Herald Neighbors "Grovite" ":' Insertx 4 ,, $24,000 $16,000 $11,039 $12,961 $24,000 $24,C00 FY'19 projected costs similar to FY'18. The quarterly Grovite design 51,755 per Issue. Herald print & distribution $4,050 to 24 zip codes. Publications are Inserted in the Weekend Section, reaches approx. 40',1 homes in neighboring communities and an additional 101( to be distributed to local businesses and hotels in the District. Social Media/Web Mgmt. $22,000 $12,590 $14,983 $7,000 521,983 $7,000 In FY'18 and years prior, the BID contracted Facebook& twitter management at$700x12 months$8,400, annual costs. In FY19 Facebook and Twitter accounts will be managed in-house. Web Management annual fees of $5,000 . Remaining funds available for Serial media paid advertising boost. Savings will be utilized to add additional events. Grove Promotional Materials $27,000 $19,000 $11,000 $16,000 $27,000 $27,000 FY'19 projected costs similar to FY'18: creation of new print and digital ad and flyers (graphic design), annual report printing $2,630 (700 copies 30 color proofs(, Walking maps, etc. Photographer $3,000 $2,000 $500 $1,500 $2,500 $3,000 F7'19 projected cost ssirn filar to FY'18:photos et BID sponsored events and for new ads and promotional material. Free Yoga at Peacock Park $11,700 $3,900 54,675 $7,025 511,700 $11,700 F7'19 projected costs similar to FY'18:$75 x 3 classes x 52 weeks= 511,700, lTues/Thurs6pm) Yearly. BID staff will seek sponsors to help offset this expense. Free Grove Historic Tour 55,000 $7,125 52,250 $2,750 55,000 55,000 FY'19 projected costs similar to FY'16: (4)free walking tours $1,600 walking tours and$3,625 bicycle tours with 29 Saturdays. Public Relations 9,001 $50,000 $0 $27,362 $18,000 $45,362 $72,000 In FY'18 the BID Board voted to piggyback on a contract for marketing and public relations services with Schwarz Media, LLC. The PSA was finalized and billing monthly$6,000 began May 1, 2018. Business Relief fund $250,000 $0 $24,500 $225,000 $249,500 $100,000 In FY'17 the Board allocated funds to promote the District and help businesses thrive during the numerous construction projects slated for FY 17/18, and beyond. FY'18 funds spent on two block party events with Entercorn($75,000); Subsidizing MPA centralized valet program($36,000); add:tional funds for facade grant applications($35,000); Freebee service (575000). Freebee Service lit 50 $0 50 $0 $0 $165,000 Fy'18: BID Board initiated pilot program for free on -demand transportation service which was highly successful; in FY 19 funds are available to continue and expand the service Marketing Opportunity Fund 5103,000 $0 50 $103,000 $100,000 $100,000 FY'18 funds used for BID renewal efforts. FY'19 funds will be used to update BID website and mobile application toinc lude parking Info. Advertising, Restricted Marketing �''' $37,200 Funds 543,725 520,662 S16,500 $37,162 $35,300 F-V'19 projected costs similar to FY'18: working with Schwartz Media to determine advertising placement in the M',omi Herald, New Times, Miami Today, Edible South Florida, Indulge Magazine, Florida Villager and other local blicat'.ons focusing digital vs. advertising; creation of brand videos. Marketing and advertising for the following events: CGAF $7,500, King Mango Strut $2,500, pu g more on gi prin±a g; Mad Hatter $800. SUBTOTAL 5585,900 ' 5136,435 5154,620 -. $423,187 5580,207 S606,000 TOTAL 5633,900 5166,344 5172,589 0462,487 $635,576 5750,500 Coconut Grove Business Improvement District General Administration Budget FY'19 Approved 2018 Budget ;. Expenses from, Oct 1, 2017 to April 2018 Projected Totals May 2018 to Sept 2018 Projected Yearly Total Proposed 2019 Budget S Variance/:Comments` Staff Salaries $260,000 $113,233 $92,000 $205,233 $265,000 In FY'18 budget included amounts for four full time positions. Executive Director compensation package, includes monthly $100 phone +$500 car allowances, total package is $110,000 annually. Marketing Coordinator $60,000 + benefits annually; Project Coordinator $60,000+ benefits annually, and Office Manager/Receptionist 535,000+ benefits annually; funding will remain in place. Bookkeeping Staff - CCSG $65,000 $30,000 $35,000 $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. Actual Benefits, PTL, Health $31,020 $6,804 $7,220 $14,024 $31,020 In FY'18 United Healthcare dues were $1600 per month for two (2) full time employees. In FY'19 - the BID foresees four (4) full-time employees to be covered by healthcare. Each new BID employee has to wait 90 days before obtaining insurance with the BID office. Payroll/ FICA $21,757 $9,550 $6,811 $16,361 $21,757 Payroll FICA dues are for the four (4) full time employees working at the Coconut Grove BID. Licenses, Fees, Dues $5,000 $3,005 $2,000 $5,005 $5,000 FY'19 projected costs similar to FY'18: Misc. parking fees, Chamber 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 biweekly dues $50 per payroll period, ($1,300) yearly and SunTrust wire transfer & credit card payment fee. Office Equipment & Supplies $6,500 $3,500 $3,500 $7,000 - 58,000 FY'19 projected costs similar to FY'18:Office equipment ordered from Amazon for Office Depot consist of office essentials, paper, toner, folders, water bottles, stamps and binders for monthly and quarterly meeting packets. Office Rent $46,000 $30,387 $18,295 $48,682 $46,000 FY'18 - The BID Office Lease was renewed $3,833.25/month Office Utilities $7,000 $3,457 $3,500 $6,957 $7,000 FY'18 Office utilities are as follows: FPL $145+/- monthly, $1,744 yearly, Water Boy services $900 yearly, Comcast $250 monthly, $3,000 yearly, GRM $540 yearly and $190 for office copier/printer that was leased in FY'16. Grove BID foresees similar expenses associated with this line item in FY '19 Annual Audit $11,500 $10,500 $1,000 $11,500 $11,500 FY'19 projected costs similar to FY'18: $11,000 and a $500 fee for a subsequent audit in the Spring. IDA Conference/Networking $1,000 $0 $0 $0 $1,000 general meetings, conventions, events, networking meals Insurance Liability $9,500 $6,490 $2,400 $8,890 $9,500 In FY'18 the annual costs consists of: Florida Municipal Insurance Trust $ 6,066, D&O Insurance $1,700, General Liability via FMIT for Landlord $795 and Hartford Workman's Comp $737. FY'19 expenses forecasted the same as FY'18. SUBTOTAL: $464,277 5216,926 $171,726 $388,652 5470777