HomeMy WebLinkAboutExhibitBUSINESS
IMPROVEMENT
DISTRICT
Coconut Grove B1®
City of Miami
Budget Template
8.4.16 FY'13
6r
FY'14 FY'15 FY'16 FY'16 FY'17
TOTALS: $ 1,103,798 $ 1,257.069 $ 1.407,310 $ -2,142.158. $ 1.806.375 $ 1825,568 $ 734,848 $
Revenues Mjnus Expenditures. S 136,804 $ 314-502 $ 3938 $ 351 $ $ $ (35871 $
Printed: 8/22/2016 1:46 PM Page 1 of 1
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
e
n
$
205,848
$ 228,552
$ 206,440
$ 211,000
$ 234,000
E. ..
+54,560
,. ..
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
$
4,000
Special Event Supplemental Fees
$
21,130
$ 28,147
$ 43,000
$ 35,000
$ 29,825
$ 20,000
S
(8,000)
Sidewalk Caf6 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
$' 7,733
$ 7,000
$
$ 9,600
BID Assessmem Dues - 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
$
$ 76,500
Investment Income
$
(32,8857 S
300,697
$ 200,000
$ 200,000
$ 242,447
$ 190,000
$
$o
Collections Deferred
$
$
$ 1,000
$ 1,000
$ 1,000
$- 1,000
$
Communications and Related Services
Capital Contribution from Fund (plug)
$
$
$
S -
S 705,000
$ 315,715
$ 1,425,999
$
705,000 From BID Trust Fund
Revenue Grand Total
$
I-240 602
$ 1,571,571
S 1,411.248
$ 2.142.509
$. 1-806,375
$ 2,825,568
$
731,261
TOTALS: $ 1,103,798 $ 1,257.069 $ 1.407,310 $ -2,142.158. $ 1.806.375 $ 1825,568 $ 734,848 $
Revenues Mjnus Expenditures. S 136,804 $ 314-502 $ 3938 $ 351 $ $ $ (35871 $
Printed: 8/22/2016 1:46 PM Page 1 of 1
y
?rya u: k.
Regular Salary and Wages
$
205,848
$ 228,552
$ 206,440
$ 211,000
$ 234,000
$ 2.25,600
+54,560
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
$o
Professional Services - Legal
$
S
$
$
$0
Accounting and Auditing
$
46,800
$ 72,800
$ 76,500
$ 76,500
$ 76,000
$ 76,500
$0
Other Contractual Services
$
$
$
$
$o
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
$o
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
S 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 Conhibudon
$
-
$ -
$ 111,000
S -
$ 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 $ 1825,568 $ 734,848 $
Revenues Mjnus Expenditures. S 136,804 $ 314-502 $ 3938 $ 351 $ $ $ (35871 $
Printed: 8/22/2016 1:46 PM Page 1 of 1
n
Coconut Grove Business Improvement District Operating Budget FY'17 8.4.16
Incomes
Approved 2016 Budget'
Proiecfed Totals Oct 1
Approved 2017
Variancel Comments
20t5toSept30:2016
eutlget
'
Parking Waivers
$ 360,000
S 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 earlierforecasts. As of July 1, 2016 therearea total of439 monthly parking waivers and 94 permanent parking waivers in circulation, totaling 533.
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'16tot2tsarecompdsedofsignreplacement($40K),S.
-Parking Surcharge-
$ 270,000
$ 276,091
$ 275,000
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 itis estimated that there will be no excess surcharge because ($275K -$146K
Restricted Uses
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
$ 35,000
$ 29,825
$ 20,000
In. FYI 6 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. Totals forecasted for FY'17 are based on the total
-Fees
number of special events expected to take place, which is at its 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. ofsidewalk cafe space being used within the boundaries ofthe BID. FY'17 estimates are basedon 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 ofthe 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.
At the conclusion of FY'l6the total amount that is expected to be collected is $496,944 via Miami Dade County's tax roll.. The increase between FY17 & FY'l6 is due to the schedule assessment increase whichhappens every year as per BID
BID Assessments
$ 516,721
$ 496,944
$ 528,000
assessment plan. The total folio calculations are based on early payment discount at 3% ofthe projected 66% ofthe 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
$ 19Q000
In FY'16 the Coconut Grove BID realized theinvestment gain, via SunTrust, that was gained throughout the fiscal year on July 7, 2016 for $190,000 to be used in FY'17. The FY'16 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 lmprovementDistrict assessmentduesfrem 2009 to 2016. The assessment detail consists of the following- FT09($2,506), FV10($5,907), FY'13(SO) FY'14(SO), and FY'15
($7,938) FY -16 ($23,746).
Contribution from BID Fund for
$ 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 midyear. In FY'17 the BID is scheduled to draw $1,425;999 to fadlitate the FPL Utility Project from McFarlane Road and Grand Ave in FY'17, as
Capital Projects
per meeting with FPL on 8.4.16. Please note that without the contribution from the BID fund or parking surcharge fund these "allowable' expenses could not be facilitated.
Total Income:
$ 2,142,509
$ 1,806,375
$ 2,825,568
Expenses:
Approved 2016 Budget
Proieited Totals Oct t.
Approved: 2017
Varlance[Comments
2015 to Sept30.2016
Budget
Streetscape
$ 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 dghtofway 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 totalsvi ll reflect FY'l6 security totals, as per professional services agreementwith 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'l6, as per professional services agreementwith Bleck by Block that calls for 114 of cleaning hours on a weekly basis Wednesday through Sunday. Total of5 sanitation employees patrol the District
as per professional services agreement
Special Events &BID Events
$ 59,458
$ 56;993
$ 47,000
In FY'16 the BID was scheduled to payout $15,870 to special event organizers, as 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 Parkin FY'17, same as FY'16. Please note that in FY'16 the BID rid not receive any special event funding from DII, thus the BID absorbed the expenses.
Marketing&Advertisin
$ 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
9
free historic bicycle &walking tours. The increase is due to the addition of PR Firm, ($4I) increase in the Grovite Newspaper, ($4,500) in social media purchasing and ($1,500) in promotional material.
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
Capital Projects
$ 1,003,000
$ 573,513
$ 1,646,000
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 ofthe
additional polesin front of Cocowalk that were not included in $925,556quotation on 8.4.16.
General &Administrative
$ 390,100
$ 414,626
$ 412,068
FY'l 6 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
$ -
$ 93,956
$ -
Fl"16 there wilt 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
Parking Surcharge Fund
FY'l7, 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
On 2.10.16 BID meeting it was ratified to purchase two City of Miami trolleys; totaling $400,000 on the condition the routewoulo 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 thattotals ($1.3 million and $129K roadway improvements) thatwas postponed from FY'16 to FY'17 due to the complexity of the project, as per meeting with FPL on 8.4.16.
Atthe conclusion ofFY I6 the net operating income. will 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,
Net Operating Income w/out
$ 351
$ -
$ -
the BID is going to have a net operating income of $0.00 and a contribution from the Trust Fund totaling $1,425,999 In order to cover the $1.3 million dollar FPL utility pole burial project and $129,000 in roadway and sidewalk improvements writheSurcharge
°Contribution':
conclusion ofthe FPL work.
Total Contribution to the BID
$ 351
$ 93;956
$ -
At conclusion of FY'16, the BID, there is scheduled to be $93,956 ofexcesssurcharge 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):.
STREETSCAPE
Graffiti Removal
14osk 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
Coconut Grove Business Improvement District Streetscape, Security & Sanitation Budget FY'17
Approved 2016
Pro'ected Totals Oct 1
Approved 2017
Variancel Comments
Budget
2015 to Sept 30 2016
Budget
amount to be purchased by the Coconut Grove BID; in order to facilitate efficient graffiti removals within the District.
$ 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
SANITATION
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.
$ 5,000
$ 5,771
$ 5,700
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
209,000
$ 209,610
$ 214,700
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'l0 in conjunction with Miami Dade County & currently maintained by the Southern Blossoms.
$ 30,000
$ 35,213
$ 35,000
In FY'l6 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'l7, 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
Buslfour 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 -
SANITATION
Sunday). Underage ($1,454) due to staffing issues.
$ 70,000
$ 71,293
$ 75,000
FY'l6 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'l6 overage of $771 due to Comcast connection for wi-fi initiative. Yearly Internet and maintenance services associated with the BID's security camera program, which came online in Aprl 2014 and consists of 10
HD cameras. Comcast high-speed intemet 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
CCN Maintenance + Utilities
SUBTOTAL:
SANITATION
114 Total Weekly Hours - Sanitation
118,000
Fs
Agreement
SUBTOTAL: I $ 118,000 $
115,020 $ 115,000 I 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.
115,020 1 $ 115,000
TOTALS: 1 $ 480;000 1 $ 481,242 1 $ 489,700 {'
Mad Hatter
King Mango Strut
Coconut Grove Arts Festival
Sail the Grove Events Oct -
April
4th of July- Produced by BID
& DII
FAM & Block Party Initiative -
7 month series
SUBTOTAL:
BID Eventsx
BID Special Event Initiative
SUBTOTAL:
Approved 2016 .Pro ected Totals Oct1. Approved 2017
Budget 2015 tc Sept30.2016 Budget
Variance/ Comments
$ 882
$ 882
$ -
BID special grant program concluded at end of FY'l 6 totaling $882. The Mad Hatter received a total of $11,622 since the execution of the special event grant agreement in FY'l3. 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'l6 totaling $6,300. Arts Festival has been given $58,100 since the execution of the special event grant agreement in FY13. Reference restricted fund comments
$ 4,000
$ 5,412
$ 4,500
FY'16 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 $647.42 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 booklettotaling $1,800 for design & print
$ 17,500
$ 20,101
$ 17,500
FY' 16 costs: DJ $750, Park Fees/Solid Waste $1,000, Police & Fire $1,000, Deluxe. portable Toilets $2;075, Pyrotechnic vendor fees $12,500, 4th of July bannerfees $1,075.50, rental equipment $1,000 and flyer print & design $700. There was no contribution from
"plug"
In FY'l6 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,
"Grovite" Insertx 4
the offices of Dll to offset costs for a second consecutive yeas -BID needs $1 OK for signature sponsor in orderto facilitate larger pyrotechnic show off a barge in FY'l7.
$ 12,500
S 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 complements
FY'16 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 51,488, two social media workshops held $1,600; social media campaign with the Fashion
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
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);
In FY'l6 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
10,072 $ 7,000 Event, LaSalle 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, LaSalle $1,000, FICPA $257, BID Tree Lighting Ceremony $3,500, Coconut Grove
Elementary Graduation & Mothers Day Event with Police & D2 totaling $900.
10,072 $ 7,000
Coconut Grove Tour Bus
$ 41,000
$ 39,504
$ 41,000
In Fri 6 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
Ambassador
services (10 hours) atS15 per hour. BID uses additional funding for booth help atspecial events yearly as well. FY'17 expecting Louis ($33,550) and Ninoshka ($7,800) for atotal of $41,350.
GMCVB Visitors Guide Print/
$ 12,500:
$ 12,500
$ 15,500
In FY'l6 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'l6 the $12,500 agreement was extended for 2017, in addition to
Pocket/Digital
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.
Mami Herald Neighbors
$ 20,000
$ 20,458
$ 24,000
In FY'l6 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,
"Grovite" Insertx 4
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.
FY'16 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 51,488, two social media workshops held $1,600; social media campaign with the Fashion
Social Media/Web Mgmt
$ 17,000.
$ 16,970
$ 21,500
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 & IhstagramYearly advertisementtotaling $2,500.
r io acmai -- we aeauon ui me Ds ni-ic -Ruty wrap pws pnnuny of D,uuu -Pies iur wsuwuu- romnny yc,rou, mrwu-e- -ry .o. Puma uiyud..r,-,. me -, ivnami tuew i ones, ivueun.. uuey,umwo/ w, yee, iuuuu - vi--uy, as Per
Grove Promotional Materials
$ 24,500
$ 24,471
$ 27,000
agreement with designer totaling $9,650, graphic design & print monthly event calendars via club flyers totaling $2,193. FY'l7 projected costs same as last year, exceptincrease for graphic design fees for expansion of FY'17 media purchasing plan which includes
12 months of prepaid advertisements, reference marketing detail excel tabs.
Photographer
$ 1,000
$ 1,492
$ 3,000
In FY'l6 photography fees were for the 4th of July firework celebration at Peacock Park, in addition to general photography duties for website imagery. In FY'l7 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.
Free Yoga at Peacock Park
$ 3,800
$ 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
ues/Thurs 6 m Yearly
R P) Y
Dharma Studio is $3,900 for earl sponsorship of classes. BID receives email lists of artici ants for marketing purposes from Dharma week)
yearly P P P P 9 P rP Y.
Free Grove Historic Tour
$ 4,800
$ 4,975
$ 5,000
FY'16 approved budget (4) free walking. tours totaling $1,600 & 24 weeks of free bike tours totaling $3,000. FY'l6 actual costs: $1,600 walking tours & 27 weeks of bike tours $3,375. The difference is due to October, January and April having 5 Saturdays per
month. FY' 17 projected. cost is $1,600 walking tours and $3,625 bicycle tours with 29 Saturdays.
Firm
$
$ 50,000
At the February 10, 2016 Board of Directors meeting it was requested that the 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
Public Relations
$ -
-
budget
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 Owl, $20,000 mid Year
GMCVB Co -Op Campaign,
$ 85,000
$ 62,000..
$ 40,000
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 mediato create brand awareness -promote Coconut Grove Business (Mami
Restricted Marketing Funds
Herald $8,000 New Times $7,000 Welcome Channel $3,000, Miami Today $1270, Edible SoFI $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.
SUBTOTAL:
$ 209,600
1 $ 186,045
1 $ 230,800
$ 269,058
1 $ 243,038
$ 277,800
TOTAL
no
Coconut Grove BID - Marketing Plan FY'17 Detail 2 of 2
Advertising Detail
t ory
Media / Channel
Distribution/Reach
Demogm$liics
Fregue�cy
PwWsed B.uo
GVECVB Pocket
In tandem with Travel Planner
visitors, visitor center, Nliami and Nfierni Beach
Annual
Full Page, Color Ad/ AnnuaL Print Date August
S 3,000.00
Guide
hotels
GMCVB
GMC -VB Visitor
3 Diff ent Coves - Same Ad, Different Cover for Hotels; Visitors Center,
visitor, isito, center, NGami and Miazvi Beach
Annual
Annual Publication/ Full Page Color/Print Date: December
$ 12,5GO.00
Guide/ Travel
Vacation Guide
hotels
Planner/ Vacation
Welcome Channel
30 hotels/ 9,768 Hotel Rooms / 200;000 times per day /
30 hotels indrdieg:Grove Hotels - Courtyard
Runs for 6 months
is Runs 6 months November -Apra / Co-op with BID Businesses
5 3,000.00
Initiative
Marriott, Sonesri, Mayfair
Miami Herald
Print L56I`•I Ft: Lauderdale & Ntiami/ 470, 681 daily issue / 770,361
Print: Maty 53% /Female: 47/ / Avg Age, 56/
Print, Weekly Issue & Sunday / Digital:
FAM Nigh. 25,400 Digital brinier impressions x 7 moods/ Peat 2" x 5" columv; full<olor ad & one ins _
S 8;000.00
Sunday Issue/ Digital: 71,1 Unique Visitorseach month
College Grad or higher; 32% Digital: Mea: 56% /
Ongoing
week, prior to event ($3,082) Tree Lighting: 25,00 Digital banner impressions / 2" c 5" col.mr, frill color ($583)
Women: 44%1 Avg Age: 414
4th of July: 50,000 digital impressions & email blast / 2" s 5" colorer, f.11 -color ($832) General Coconut Grove
Promotion (Coconut Grove Bread, Happy Hous; ongoing $6,000) Neighborhood Guide $4,900
Nfiami Today
68,000 readers and a weekly circulation upward of 28,000 copies
N ale. 75% / Female 25% / Meaa Household
Print Weekly Issue & Sunday / Digital:
la Ad Coconut Grove Issue : Week of 2/11/16
$ 1,270.00
income. 259,499/ Avenge age: 56
Ongoing
Nf-- N—T—es
Reach 1,21?,704 / Print Readers: 541,985 Monthly / Digital: Unique
Pu. Male: 621%/ Female 37.9%/ Online 463%
Print Weekly / Digital: Ongoing
FAM Niglio 30,000 digital banaerirripr ries $1,050/ Esciusive arts -marl blast 10,000 (M dnesdiy before event
$ 7,000.00
visitors per month 2,038,542
' bl / 3.7°/ Female/ Print 62% Ages: 21-49/
(2,000)/ Tree Lighting:. Half Page color ad $650/ 4th fJuly-- 0,000 Digital banner impressions, esch sive —A
Restricted
Ortlme 84'/62139/ 166,942—to restaurant 4+
blast 500/ Half -page. f.11 color ad me insert (week, prior to even )5650/ Best of Miami Issue: Full Page Color
Marketing Funds
vines in the past weekts
3d $1,800 / Coconut Grove Brand promotion $1,950 and ongoimgprorootiots (happy ho—)
Edible SoFL
Print 20,000 Reach 60,000 /Greater N•&ami, Keys, Ft Lauderdale Local
Women: 73%. / Mer, 25- / Avgdge: 48
4Issues a year
Spring Issue April
$ 850.00
Farmers -Markets, Whole Foods
Indulge Magazine
Circulation: 85,000 /Readership 280,000/ Affluent neighborhoods.
Niers: 54%/ Women: 46%/ -Avg Age: 560/ College
7 Issues a tear
3 Issues, Full Page Full Color Advertorial - December, February/March, Apn7/May
S 10,000:00
(Nfiami Herald)
subscribers of N•hami Herald/ At Events/ Hotels/ High End Retail/ Condos.
Grad o. _ higher. 38%/ Named: 57%/
Homeo vzier. 70% / Avg Household Income:
5100,000+
Kev Biscayne
Circulation: 15,000 / Readership: 75,000/ 45% Direct to Key Biscayne
Male: 47% / Female: 53%. / Average agc 41/
9 Issues. a year
3 Issues: January - Annual Guide Issue / February: Boat Show Issue / March: Miami Open Issue s3
$ 7,125.00
1f-9is e
Residential/ 25% Key Biscayne Retailers & Restaurants/ IO% Special.
Average Net Worth $28M/ Average Household
Frill Page Ads
Events/ 20°'v Targeted Retailers & Lusrry Services
Value: $3914
Cit, & Shore
Distribution: 46,000 / Readership: 176,180. Delivered to the most affluent
Average age iavge: 45-64/ Average. household
l0 s per year
2 Issues + Destinatioics Guide /July: The Summer Issue/ & August Travel Issue / Destinations
S 7,830.00
Magazine (Sun
Sun Sentinel subscribers, 5;000 copies to charitable events and home design
me: $174,200
(june): South Florida Gemvav Guide
Gm,ite Quarterly
35,000 Neighbors sections in Miami Herald Brickell
Miami" Herald Neighbor Semon -Grove, Gables,
Quartedc Issues. Fall - October, Winter -
-.s s a year
budgeted
Herald Grovite
.
N—Ictter (print)
Key Biscayne, S. Nliam, Briekelk...
December, Spnng- M—K Summer June
Insert
BID Monthly
1,000 print / Digital -website & social media
Grove asitors & locals
Monthly - 12cs a year
12c s a year
budgeted
Event Calendar
(print)
BID Annual
2,000 printed and distributed to Gtr of Nfiana, property owners & business
BID Businesses
Printed once a year
budgeted
Report
ORmers
Promo M—HAs
BID Sponsored
52 weeks per year
Grove visitors & locals
Printed as needed
Ongoing
budgeted
Yoga & Tours
Fivers (print)
BID WalAdng
52 weeks per year
Grove. visitors & locals
Printed as needed
Ongoing
budgeted
Maps
Grorn. Weekly E-
10;000
Opt in subscribers locals, visitors, businesses
Weekly - Every Wednesday
Yearly Subscription Constant Contact
budgeted
Newsletter Blast
CoconutGroee.co
m
86,2.16 users / 255,568 page views / 84% ne<v-tses
average age 2534 / 56% female
ongoing
budgeted
Social Media &
Facebook & IG
13K likes Facebook 15K Followers Instagram
average age 21-34 /female / 77% mobile
ongoing - post 5+ its a creek
page likes, boost posts; special event ads
$ 2,500.00
Web
Paid Advertising
Coconut Grove
For social media/ web/ BID businesses
same as social media /—b
Lern—Light one video - on website year round
One per year
$ 2;500.00
Brand Video
Nero Tropic
li;000 opt -in newsletter subscribers
N -tale: 45% / Female, 55°,6 / Average and: 24-35 /
Digital ongoing -one month promotion
Partnership -1 event & dedicated features and digital ads. August to be paid FY'16
FY 16: $000
(Digital)
I
Active millennial community / Household m
Special Event Mkt Plan:
Nlad Ratter
Miami International Film Festival
Icing Mango Strut
Coconut Grove Arts Festival
Bacardi Sailing V eek
FETE/FAVI
4th of Iuly - Produced by BID & DII
Commodore Plaza Block Pan,
Coconut Grove Tree Lighting Ceremony
BID Advertising Plan:
Miami Herald
Miami Today
\liami New Times
Edible SoFL
Indulge Magazine (\ iami Herald)
Ko Biscavne Magazine
City & Shore Magazine (Sun Sentinel)
New Tropic Digual',
Gmvite Quarterly Nem sietter (print)
Sail the Grove Brochure - BID (print)
GMCVB:
GMCNIB Pocket Guide
GMCGB Visitor Guide/ Travel /Vacation
Digital/Soeial Media
Gmvite \\ eeldv E -Newsletter Blast
BID Facebook {liK) & I,'vent Ads
BID 1.stagram CI5K)
BID Annual Report
Video:
Coconut Grove Brand Video
\C elcome Channel Initiative
Overhead Street Banner
BID x2 Year (4th of full-, Tree I. +ghtiug)
BID Productions
BID Monthiv -rent Calendar (print)
BID Sponsored Yoga &Tours (print)
BID \Nalking ',laps (print)
Coconut Grove BID FV 17 Auxiliary Marketing Detail I of 2
October November Decernbe January February March April may une July Au"st September
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
Projected Totals
Approved 2017
Variance/ Comments
Ocf1 2015toSet
Budget
t
�-
Bud
-
80: 2016
In FY'l6 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
$ 211,000
$ 234,000
$ 225,600
allowances, total package is $110,000, thus $1 OK 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 workload totaling ($9K) over yearly forecast. In FY'17 -Projects coordinator earned $47, 250, after 3% raise applied to original
salary of $45K & Mkt Coordinator eamed $45K. In FY17 Exec Dir;'. will earn $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.
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
$ 20,500
$ 20,838
$ 22,000
ACA requirements, there was a rate adjustment of 5.8% as per 1.30.16. i 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.
FY'l6: Dues are the following: Florida Retail Federation Annual Dues'i $300, GMCVB yearly dues $500, Department of Economic Special District Fee $175, City of Miami Certificate of Use
$ 4,500
$ 4,976
$ 4,500
$170, ACH Debit and payroll bi-wkly dues $50 per payroll period, ($1,300) yearly and SunTrust wire transfer & credit card payment fee.
FY'l6: Office equipment ordered from Amazon for Office Depot consist lof office essentials, paper, toner, folders, water bottles, stamps and binders for monthly and quartedy meeting packets.
$ 7,000
$ 6,814
$ 7,000
FY117 Grove BID foresees the same estimates as FY'16.
$ 38,000
$ 39,4727
$ 42,768
FY 16 - The BID began the yearwith 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
$ 5,200
FY'l6 - Office utilities are as follows: FPL $1454 monthly, $1,744 yearly, Water Boy services $324 yearly, Comcast $210 monthly, $2,520 yearly, GRIM $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.
In FY'l7 the Coconut Grove BID secured the same pricing as FY'l6
iwith auditing firm for $11,000 and a $500 The fora subsequent audit in the Spring. In FY'l6 the annual auditing fees
$ 11,500
$ 11,000
$ 11,500
associated with our audited financial statements
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.
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.
9,298
$ 9,500
FY'17 expenses forecasted the same as FY'16.
$ 390,100
$ 414,626
$ 412,068
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 Ca-pital Imurovements BudLret
Approved 2016
Projected Totals Oct 1,
Proposed 2017
Variancel Comments
Budget
2015 to Sept 30, 2015
Budget
throughoutthe 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
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
throughoutthe 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
$ 30,000
$ 41,413
$ 40,000
$6,000 to be installed in both FY 16 & FY'17. The FY'l6 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'l6 the BID replaced (3) desktop computers ($643/each) and chairs ($185/each) for the projects coordinator, marketing and marketing assistant positions. In FYI the
BID plans to replace (8) conference room chairs at a cost of $185/each and update computer equipment totaling up to $520.
In FYI 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
$ 40,000
$ 67,200
$ 30,000
Building (totaling $17,667), Overage due to grant for 3196 Commodore Plaza ($27,200). In FYI 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.
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'l6 has been
$ 865,000
$ -
$ 1,300,000
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
$965K, thus $1.3 was budget in FY'17 to cover the additional utility poles.
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
$ -
$ -
$ 129,000
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.
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
$
$ 29,635
$
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.
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 thatwas released on August7, 2016. The
$
$ -
$ 120,000
City of Miami Planning Dept, Commissioner Russell and four other Board members currently make up the Evaluation Committee.
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
$
$ 400,000
$ -
"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.
FY'l6 - 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
$ 50,000
$ 20,215
$ 25,000
Stratocast mid year in preparation for potential meshing of networks with Department of Homeland. In FYI 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
yearly dues.
$ 1,003,000
$ 573,513
$ 1,646,000