HomeMy WebLinkAboutComposite Exhibit AComposite Exhibit A:
Coconut Grove BID Board July 30, 2020 authorization
of BID's Fiscal Year 2020-2021 Budget, with all attachments thereto,
and required Budget Form
Coconut Grove Business Improvement District Board of Directors Meeting
Virtual Meeting via Zoom
Thursday, July 30, 2020 at 3:00 PM
**meeting minutes are not verbatim**
DRAFT
Board members in attendance:
Commissioner Ken Russell, Chairman
Alejandra Argudin
Steven Keup
Lalo Durazo
Michael Comras
Claire Lardner
Donna DeMichael
Olaf Kohrsmeyer
Monty Trainer, non -voting board member
Board members not in attendance:
Lauren Carra
Non -board member participants:
Xavier Alban, Esq., City of Miami Attorney's Office
Abigael Mahony, Executive Director
Commissioner Russell called the meeting to order at 3:15 PM. The Chairman read a statement
indicating that pursuant to Executive Order 20-139 issued by the Office of the Governor Ron
DeSantis, local government bodies may conduct meetings without having a quorum of its
members present physically or at any specific location, and utilizing communications media
technology such as telephonic or video conferencing. Xavier Alban read a statement indicating
all steps taken by the BID to ensure public comment and access to the meeting including closed
caption broadcasting of the meeting, live streaming of the meeting via Facebook, a dedicated
voicemail line, a website comment form, and an opportunity to provide comment in person at a
dedicated computer terminal.
1. Approval of June 10, 2020 meeting minutes.
Upon a properly made and seconded motion, the board unanimously voted to approve the board
meeting minutes of June 10, 2020.
Motion: Monty Trainer
Second: Claire Lardner
2. Public Comment
No member of the public provided public comment.
3. Approval or denial of the Executive Director's recommendation to accept and approve
the proposed budget for Fiscal Year 2020-2021 and to submit the budget to the City of
Miami Commission for approval and adoption.
Upon a properly made and seconded motion, the board unanimously voted to approve the
proposed FY20-21 budget and directed the Executive Director to submit the proposed budget to
the City of Miami Commission for approval and adoption.
Motion: Claire Lardner
Second: Steve Keup
3. Executive Director update:
Executive Director Mahony reviewed the BID's activity detailing the following via powerpoint
presentation. See attachment A for reference.
a. COVID-19 response and recovery
b. City of Miami Economic Restaurant Recovery Program
i. Fuller Street
ii. Commodore and Chill
c. 0, Miami poetry banners
d. Main Highway sidewalk repavement project
4. Contact Tracing Pilot Proposal - Sesame Inc.
Upon a properly made and seconded motion, the board unanimously voted to direct the
Executive Director to pursue the Sesame Inc. contact tracing pilot program, subject to approval
by the Office of the City Attorney.
Motion: Claire Lardner
Second: Donna DeMichael
5. New business:
Executive Director Mahony indicated that the board needs to designate a new authorized signer
for the BID's bank accounts. Upon a properly made and seconded motion, the board
unanimously voted to approve Alejandra Argudin, Olaf Kohrsmeyer, and Abigael Mahony as
authorized signatories on the Coconut Grove BID checking and investment accounts.
Motion: Monty Trainer
Second: Olaf Kohrsymer
With no further business, the meeting was adjourned at 4:15 PM.
Coconut Grove Business Improvement District
Budget Template FY 2020-21 Proposed Budget
FY 2016-17 Actual
FY 2017-18 Actual FY 2018-19 Actual FY 2019-20 Adopted FY 2019-20 Projection FY 2020-21 Proposed
Difference Notes
Number of Full -Time Positions
3
3
4
4
4
4
0
Are any positions funded in other budgets?
NO
NO
NO
NO
No
No
,
If so, how much is in this budget?
N/A
N/A
N/A
If so, how much is in the other budget?
N/A
N/A
N/A
Revenues
Mk -
Parking Waiver Fees
$367,437
$390,700
$388,971
$378,724
$384,390
$365,969
-$12,755
Parking Surcharge
$272,000
$275,000
$285,000
$280,000
$285,000
$220,000
-$60,000
Special Event Supplemental Fees
$11,501
$11,000
$17,094
$2,500
$1,000
$1,000
-$1,500
Sidewalk Cafe Fees
$44,654
$45,000
$8,878
$32,057
$16,486
$6,000
-$26,057
Overhead Banner Fees
$6,858
$6,000
$10,000
$6,000
$13,252
$3,000
-$3,000
BID Assessment Dues
$509,428
$507,277
$517,834
$494,695
$509,925
$585,000
+$90,305
For FY20-21 the estimated amount to be billed is
$683,000. Early payment discount at 3% of the projected
85% of the total amount, 10% of 2% of average discount
and 5% of 0% discount. It also includes a 2% processing
fee for Miami Dade County. With all these factors
considered the estimated annual payments will be
Regatta Park Parking
$0
$21,600
$59,338
$25,200
$35,074
$42,000
+$16,800
FY20-21 calculations are based on projection of $3500/m
in collections.
Other Income
$24,821
$0
$0
$0
$0
$0
$0
Investment Income
$579,896
$190,000
$0
$120,000
$0
$120,000
$0
Collections Deferred
$0
$15,000
$31,575
$5,000
$0
$0
-$5,000
Contribution from BID fund for capital
improvements and marketing
$400,000
$1,992,000
$557,456
$3,904,043
$3,926,457
$3,426,457
-$477,586
Revenue Grand Total
$2,216,595
$3,453,577
$1,876,146
$5,248,219
$5,171,584
$4,769,426
-$478,793
Expenditures
Regular Salary and Wages
$223,381
$260,000
$235,000
$270,000
$270,000
$270,000
$0
Fringe Benefits
$0
$0
$0
$0
$0
$0
$0
FICA Taxes
$16,832
$21,757
$21,020
$24,435
$24,021
$27,527
+$3,092
Retirement Contributions
$0
$3,000
$0
$0
$0
$0
$0
Life and Health Insurance
$16,015
$22,000
$31,020
$48,804
$48,000
$50,000
+$1,196
Workers' Compensation
$737
$737
$0
$0
$0
$0
$0
Unemployment
$0
$0
$0
$0
$0
$0
$0
Professional Services
$0
$0
$0
$45,000
$25,000
$25,000
-$20,000
Funds are allocated for a parking waiver and sidewalk
cafe study
Accounting and Auditing
$76,000
$76,500
$76,500
$83,500
$83,500
$83,500
$0
In FY19-20 and FY20-21 the BID is contracted annually for
$72,000 in bookkeeping fees and $11,500 in auditing fees
Other Contractual Services
$369,324
$489,700
$494,052
$516,586
$536,268
$548,500
+$31,914
Includes Streetscape, Security, and San itation expenses
Other Contractual Services -Grants
$0
$0
$0
$0
$0
$0
$0
Travel and Per Diem
$2,000
$1,000
$1,000
$1,000
$0
$1,000
$0
Communications and Related Services
$0
$50,000
$72,000
$72,000
$72,000
$72,000
$0
In FY19-20 and in FY20-21 the BID is contracted for
$6,000 per month for public relations
Postage
$1,000
$1,000
$900
$0
$750
$1,500
+$1,500
Utility
$5,190
$7,000
$6,800
$7,000
$6,588
$7,000
$0
Rentals and Leases
$39,427
$46,403
$46,000
$49,872
$49,872
$55,575
+$5,703
In FY19-20 BID office rent was $4156/month and
contractually for FY20-21 rent increases to
$4631.25/month
Repair and Maintenance Services
$0
$0
$0
$0
$0
$0
$0
Printing and Binding Outsource
$25,195
$27,000
$0
$0
$0
$0
$0
Advertising and Related Costs
$228,289
$535,900
$514,499
$629,098
$724,824
$628,000
-$1,098
Office Supplies
$7,000
$6,500
$7,500
$8,000
$7,000
$5,000
-$3,000
Operating Supplies
$0
$0
$0
$0
$0
$0
$0
Motor Fuel
$0
$0
$0
$0
$0
$0
$0
Subscriptions, Memberships, and Licenses
$4,500
$5,000
$6,000
$7,500
$9,000
$9,000
+$1,500
Equipment & Furniture
$0
$0
$0
$0
$0
$0
$0
Interfund transfer
$0
$0
$0
$0
$0
$0
$0
Capital Projects and Purchases
$509,131
$1,748,200
$244,646
$3,325,824
$622,295
$2,925,824
-$400,000
Planned capital improvement projects have not
commenced. In FY19-20 the BID funded $500,000 in Main
Highway sidewalk repairs.
All Other Expenditures
$206,091
$151,880
$119,209
$159,600
$63,874
$60,000
-$99,600
Expenditure Grand Total
$1,730,112
$3,453,577
$1,876,146
$5,248,219
$2,542,992
$4,769,426
-$379,193
Revenues Minus Expenditures
$486,483
$0
$0
$0
$2,628,592
$0
-$99,600
Planned capital improvement projects for FY19-20 have
not commenced. FY20-21 anticipates a reduction in
revenue.
Revenue
Approved
2019-2020
Budget
Income from
Oct 1, 2019
to May 31,
2020
Projected
Income June
1, 2020 to
Sept 30,
Projected
2020 Totals
Proposed 2020
- 2021 Budget
Variance
COMMENTS
Parking Waivers
$378,724
$272,390
$112,000
$384,390
$365,969
$ (12,755.00)
Based on current year collections and includes outstanding payments.
Parking Surcharge
$280,000
$285,000
$0
$285,000
$220,000
$ (60,000.00)
Based on anticipated decrease in parking revenue FY20-21 .
Special Events Supplemental Fees
$2,500
$0
$1,000
$1,000
$1,000
$ (1,500.00)
Based on FY19-20 collections.
Sidewalk Cafe fees
$32,057
$5,486
$11,000
$16,486
$6,000
$ (26,057.00)
Based on FY19-20 collections.
Banner Fees
$6,000
$12,252
$1,000
$13,252
$3,000
$ (3,000.00)
Banner use is expected to decline as large scale events city-wide are expected to decline.
BID Assessments
$494,695
$506,925
$3,000
$509,925
$585,000
$ 90,305.00
For FY20-21 the estimated amount to be billed is $683,000. Early payment discount at 3% of the projected
85% of the total amount, 10% of 2% of average discount and 5% of 0% discount. It also includes a 2%
processing fee for Miami Dade County. With all these factors considered the estimated annual payments
will be $585,000.
Regatta Park Parking
$25,200
$27,874
$7,200
$35,074
$42,000
$ 16,800.00
Based on $3,500 collections per month.
Other Income
$0
$0
$0
$0
$0
Investment Income
$120,000
$0
$0
$0
$120,000
$ -
Collections Deferred
$5,000
$0
$0
$0
$0
$ (5,000.00)
Contribution from BID Fund for
Capital Projects & Marketing
$3,904,043
$3,840,239
$86,218
$3,926,457
$3,426,457
$ (477,586.00)
Planned capital improvement projects have not yet commenced. In FY19-20 the BID spent $500,000.00 on
Main Highway paver improvement.
$5,248,219,
$4,950,166
$221,418
$5,171,584
$4,769,426
$ (478,793.00)
1
Total Revenue
Expenses
Approved
2019-2020
Budget
Expense
from Oct 1,
2019 to June
30, 2020
Projected
Expenses
July 1, 2020
to Se .t 30,
Projected
2020 Totals
Proposed 2020
- 2021 Budget
Variance
COMMENTS
Streetscape
$ 178,500.00
$ 16,302.00
$ 150,000.00
$ 176,802.00
$ 178,500.00
$ -
The City of Miami extended the outdoor dining program through January 2021. In FY19-20 the BID
allocated $150,000.00 to support businesses who wish to expand their outdoor dining into parking spaces
and street closures through grants to purchase additional tables, umbrellas, and lighting.
Security
$ 205,000.00
$ 126,801.00
$ 78,199.00
$ 205,000.00
$ 150,000.00
$ (55,000.00)
In FY19-20 the BID purchased five CCTV security cameras to be donated to the Miami Police Department
for maintenance and operation. In FY20-21 the BID will complete a RFP for a new security ambassador
contract.
Sanitation
$ 190,000.00
$ 106,283.00
$ 83,717.00
$ 190,000.00
$ 190,000.00
$ -
In FY20-21 the BID will complete a RFP for a new sanitation ambassador contract.
Special Events
$ 159,600.00
$ 63,874.00
$ -
$ 63,874.00
$ 60,000.00
$ (99,600.00)
In FY19-20 the BID moved $95,726 from special events to marketing for the purposes of economic
recovery for businesses impacted by COVID-19.
Marketing and Advertising
$ 629,098.00
$ 286,261.00
$438,563.00
$ 724,824.00
$ 700,000.00
$ 70,902.00
In FY19-20 the BID will allocate $100,000.00 for small business grants of up to $5,000.00 each. Grant
funding is for rental assistance or payroll. The BID will also fund the required maintenance of traffic and
safety barriers. Recognizing that there is an increase in food insecurity due to rising unemployment in the
district, in FY19-20 the BID will allocate $150,000.00 for a meal delivery program with meals provided by
the restaurants. Participating restaurants will receive $15 per meal, and the BID will work with a local
partner to deliver meals to those in need.
Capital Projects
$ 3,325,824.00
$ 617,295.00
$ 5,000.00
$ 622,295.00
$ 2,925,824.00
$ (400,000.00)
Planned capital improvement projects have not yet commenced. In FY19-20 the BID spent $500,000.00 on
Main Highway paver improvement.
General and Administrative
$ 560,197.00
$ 398,192.00
$ 162,005.00
$ 560,197.00
$ 565,102.00
$ 4,905.00
Total Expense
$ 5,248,219.00
$ 1,615,008.00
$917,484.00
$ 2,542,992.00
$ 4,769,426.00
$ (478,793.00)