Answering the Roll Call were: David Moler, John Mahoney, Ericka Curlee, Stella ..... Gum Removal Machine Plan â staff
BUSINESS IMPROVEMENT DISTRICT 850 ½ MAIN AVE SUITE 2 05/09/2018 12:00 PM AGENDA
1. Call to Order 2. Roll Call 3. Guests/Public Comment 4. Declare Conflicts of Interest 5. New Business/Old Business 6. Approval of Minutes 6.1.
Board Minutes, April 11, 2018
7. Panhandling Mitigation Report 7.1.
Panhandling Report
8. Board Reports 8.1.
Board Chair Report
8.2.
Executive Director Report
8.3.
Marketing, Communications & Events Committee And North Main Committee Report
8.4.
Treasurer’s Report
8.5.
Youth Representative Report
8.6.
BID Development Committee Report
9. Adjournment
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Board Minutes, April 11, 2018
Durango Business Improvement District (BID) Board of Directors Meeting 850 ½ Main Ave, Suite 2 April 11, 2018 12 pm Call to order The meeting was called to order at 12:00 pm. Roll Call Answering the Roll Call were: David Moler, John Mahoney, Ericka Curlee, Stella Walsh and Sebastian Hartley. James Allred was absent. Staff attending were: Tim Walsworth, Tanya Clegg, Indiana Reed Guests/public comment Colleen O’Brien, Julie Brown and Amber Blake, all from City of Durango, attended to make a presentation later in the meeting. Conflict of interest None were noted. New Business/Old Business No new or old business was discussed. Presentation from City of Durango The City of Durango is conducting a public input process to obtain feedback from City residents and key organizations about a funding shortfall the City predicts for 2020. Without an increase to general fund revenues, the current level of services are not sustainable. In addition, capital projects are also primarily funded from the general fund and there is a $200 million backlog of projects that cannot be completed. The City is seeking input to begin prioritizing services. The BID board and staff were asked three questions: 1. What qualities make for a great town? 2. What programs or services should be reduced that are funded from the general fund? 3. What services or facilities are you willing to pay more for to keep, enhance or add? The City is holding multiple meetings like this one, as well as having other feedback opportunities available to the public. A statistically valid survey is also in the works. More information is available at DurangoGov.org/engage Approval of the Minutes from March 14, 2018 board Ericka noted that the minutes had a typo in the public comment section – the word updated should have been updated. Ericka moved to approve the minutes with that change, David seconded the motion, and it passed with all in favor.
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Public Comment John asked Colleen if she had anything else she wanted to discuss. Colleen talked about the Best of Colorado business assessments on April 19, the North MAIN Event on April 21, and two opportunities for comment on updates to the City’s sign code on April 25 and 26. Panhandling Mitigation Report – Tim Walsworth Tim gave an update on the current status of the homeless camp. The camp is now slated to move next to the dog park, and be closed every day during the day. This was done via a temporary ordinance, which must be revisited every 60 days. Tim discussed his panhandling count data. 12 counts have been done, and on average they show that there are six panhandlers in Downtown during each count. The Main Mall, Gardenswartz at 8th and Main, and Town Plaza have the most panhandlers. The Chamber held its quarterly Eggs and Issues breakfast meeting on March 22, and the topic was about panhandling. A point of emphasis was to ask for a new ordinance making it illegal to sit or lie down on the sidewalks. City Councilor Chris Bettin was on the panel, and stated that Council would be looking at this soon in a study session. BID’s Ambassadors have worked a few shifts in March. Early reports show that the new tactic of approaching people who are behaving illegally is working to get the person to cease the behavior. Ericka asked Tim to follow up next month on the recent meeting with Town Plaza tenants. Board Chair Report – John Mahoney John first discussed BID’s executive director reports to him regarding time spent on his campaign for County Treasurer. All reports have been received. John asked each board member to discuss any interactions they had with their City Council liaisons. David spoke recently with Councilor Bettin on the subject of the new homeless camp, and asked if a rule could be implemented that disallowed panhandling for anyone staying at the camp. Chris said he did not think so, but if a separate nonprofit organization were running it they could set their own rules. Ericka spoke with Councilor Youssef, who supports a camp that does NOT close during the day. Sebastian spoke with Councilor Marbury, but the conversation was primarily about Lake Nighthorse. John spoke with Councilor Brookie about the camp, and Councilor Brookie provided great information on how the City was approaching this issue. John pointed out that the City had dropped off binders with information for BID board members. This is part of the City’s efforts to provide some training and direction for appointees to boards and commissions. BID board members were asked to read the packet, then sign the Conflict of Interest Disclosure Statement in the packet and return that to Tim.
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John also asked what role, if any, should BID play in getting the empty tree wells along the sidewalks filled with trees. Tim agreed to check with the City Arborist to understand how a new tree is requested and planted, and to determine who pays for it. John let the board know that he and David were in process of both being the countersigners on BID’s two bank accounts. John also reported recently attending meetings for the Alliance and LPEA.
Executive Director Report - Tim Walsworth Business Development Tim reported that the current vacancy rate was 23%, down from 2.5% one year ago. Schlotzsky’s closed suddenly at the end of March. The Economic Indicator report now has complete statistics for January 2018. The score is slightly higher than one year ago. Visitor Information and Beautification BID’s Ambassador program started in March. Training sessions have been held for all Ambassadors, and the first shifts have been worked. Ambassadors first reports indicate an average of 6 interactions per hour, at a cost of $3.60 per interaction. The number of interactions per hour should increase, and the cost per interaction should decrease, as we move into the summer months. North Main Clean Day The first ever North Main Clean Day is scheduled for Friday April 20, and is done in partnership with the City of Durango, The Chamber of Commerce, and Local First. Summer Flowers Staff is in process of contacting all businesses who hosted flowers last summer to determine if they want to do that again this summer. Sidewalk Repair Program Tim reported that he and David met with a City Inspector to discuss how and if BID could implement a program to fill in the holes on the sidewalk. The City Inspector, Kris Johnson, said BID can do this and gave input on how to do the work. Tim estimated the cost for supplies and labor to fill all the holes on the sidewalks on both sides of Main from 5th to 12th Streets would be $4,200. David Moler made a motion for BID to spend up to $5,000 on this project, and to complete it in 90 days. Ericka second the motion, and it passed with all in favor. Other Tim reported that the Arts and Events Center group continues to meet, and is refining its pro-forma. The North Main and Camino Character Districts are scheduled to be discussed by City Council on May 1, and
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a public hearing will be held for community input. The Executive Director job description update was delayed until next month. Marketing, Communications & Events Committee Report and North Main Committee Report North Main Branding Tanya updated the board on the process the Marketing and North Main committee are going through to create a brand campaign for North Main. The area will continue to be called North Main. The committees are working on logos and other ideas for how to promote this commercial area to the businesses in it, as well as to the community. Ideas include banners on the North Main light poles, stickers, wayfinding signs on North Main, ways for businesses to adopt BID’s North Main logo and use in their own marketing, and how this will play out on BID’s website. Four Corners Broadcasting is interested in partnering with BID in this effort. Board members can provide input to Tim or Tanya that will be taken to the committees at their next meeting. Shop Local Event 30 businesses participated in the first of four Shop Local events BID is conducting in 2018. Tanya was happy with the results. The next Shop Local event will be on Mother’s Day weekend. Communications Report Indiana provided a summary of the quarterly communications report. While it is a slower time of year, there are good numbers for the E-news, print columns, radio ads, social media and BID’s website. Treasurer report, February 28, 2018 Financial Statements – Tim Walsworth The balance sheet continues to look good two months into the year, with assets being up from one year ago and liabilities being flat. Reserves account balances are: Operating - $58,725 (goal $83,000) Election - $13,050 (goal $20,000) Special Projects - $58,725 (goal $100,000) The profit and loss statement shows that total income is 106.6% of year to date budget. Expenses were slightly under budget, at 95.3%. The net income then was better than budgeted. David also discussed how the $15,000 in surplus funds from 2017 have been spent in the first two months of 2018. Ericka moved to accept the February 28, 2018 financial statements, Sebastian seconded the motion, and it passed with all in favor. Youth Representative Report- Stella Walsh Stella talked about the Mayor’s Youth Advisory Commission’s Youth Expo event, held on May 2 this year at Buckley Park. She is seeking businesses to participate, and will bring an informational poster to Tim to be distributed at this Friday’s BID Coffee and Conversation meeting.
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BID Development Committee This committee held its first meeting just before the board meeting, so will have more to report next month about how to recruit more commercial properties to join the BID. Meeting adjourned 2:06 pm.
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Panhandling Report
May 9, 2018 BID Board Meeting Panhandling Mitigation Report Follow up from Town Plaza business meeting Tim held a meeting on March 14 with nearly every business in Town Plaza to hear their concerns related to panhandling, and to work towards solutions. Durango Police also attended the meeting. Town Plaza consists of two different properties, with two different owners. The northern part is owned by the Alvarado family, the southern part by the Kroeger family. The property line goes right down the middle of Kroegers Ace Hardware. The Alvarado family has hired someone to assist businesses in their northern portion of the lot. This person’s job is to enforce illegal parking in the parking areas, and to ask anyone loitering or misbehaving to leave. If they do not leave, this person calls police with a trespassing complaint. He has been helpful to the businesses. Unfortunately, his authority ends at the property line as the southern half has not hired him to help in that part of the lot. However, the owners of that part of Town Plaza expressed at the meeting that they wanted to hire this person to help on their part of the lot. Conflicting reports have been received if this hire has occurred. Tim is trying to find out directly what has happened, and hopes to have an update at the board meeting. We do know that police have increased patrols through Town Plaza, and this seems to have helped a bit.
Make it Count Campaign Staff has collected over $400 from the donation boxes in early 2018. Staff is also working to place boxes in new locations to get the total number up to 50. A new sticker is being created as another way for businesses to help push the message (give to charities, not to panhandlers) to the public. An ad was placed in a recent edition of the Chamber of Commerce’s weekly Business Facts email to remind the readers of that publication to give to charity and not to panhandlers.
Information for Businesses Staff will distribute by Memorial Day weekend a printed and laminated piece for businesses that contains information on what behavior is illegal and who to call when it is observed. Accompanying this will be signs stating no smoking within 15 feet of a doorway, and public restrooms are available at the Durango Welcome Center.
Sidewalk Safety and Accessibility Ordinance Update BID and the Chamber received great support for this potential ordinance through turnout from the business community at the City Council study session on this topic, held on April 24. 33 people spoke at this meeting, with 76% in favor of it. City councilors voted unanimously to ask City staff to proceed with the process of creating a new ordinance. Next step will be a public hearing on May 15. BID board will be asked to attend.
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Board Chair Report
May 9, 2018 BID Board Meeting Board Chair Report Executive Director Time Report Board chair John Mahoney will report on the executive director’s time reports for the month related to his campaign for County Treasurer.
BID Board City Council Liaisons Reports Mayor Dick White – James Allred Mayor Pro Tem Sweetie Marbury – Sebastian Hartley Dean Brookie – John Mahoney Melissa Youssef – Ericka Curlee Chris Bettin – David Moler
City of Durango Conflict of Interest Disclosure Statement Reminder to complete this form and submit to Tim, who will turn over the City. This form is in the Board and Commissions handbook distributed at the April BID board meeting.
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Executive Director Report
May 9, 2017 BID Board Meeting Executive Director Report Business Development The vacancy rate for retail and restaurant space on Main Ave Downtown at the end of April is 2.0%, one year ago the rate was 2.5%. This is 22% reduction in available space. ReLove Consignment store has taken over the space on 5th Street formerly occupied by Urban Market Home and The Polo Store. Economic Indicator report now has complete statistics through February. February 2018 score was the lowest of any score out of 26 months of tracking. Visitor Information and Beautification BID’s Ambassador program report for April ‐ a total of 24 hours were worked by Ambassadors over the last two weekends of the month. 100% of available shifts were covered. Ambassadors reported an average of five interactions per hour. The cost per interaction was $3.87. Gum Removal Machine Plan – staff presents the following plan for board input and approval. Total budget – $4,000 Start date – May 14 End date – September 14 Work days/times – Monday, Wednesday and Friday; from 8 to 11 am; 54 shifts, 3 hours/shift, 163 total hours $10/hour to start, up to $12.50/hour with good performance For 3 hour shift, 30 minutes to set up and get started, 30 minutes to clean up and prep for next day, 2 hours actual work time 2 hours to clean a block face 2 hours per shift x 54 shifts = 108 total block faces can be cleaned 57 block faces (Main from 5th to 12th; E. 2nd from 4th to 12th; cross streets from E. 2nd to Narrow Gauge) Goal is to clean each block face twice this summer, so will get to all but 6 two times if all shifts worked $2,000 for supplies ($1,500 for 48 bottles of cleanser; $500 for brushes and gas) North Main Clean Day – was held Friday April 20 in partnership with City of Durango, Durango Chamber of Commerce and Local First. This first time event was a huge success, with 90 volunteers participating! BID will make this an annual event in the future, and it should be combined with North MAIN Event, assuming that event also continues and BID leads it. Summer Flowers – staff has started contacting all businesses who hosted a flower barrel last year to determine if they will host one again this year. To date, approximately 60% of the barrels have been placed. Sidewalk Repair Program – staff is waiting for the City to provide contacts at local companies who might be interested in this work.
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Tree Replacement – there are a few empty tree wells in Downtown. In response to a request from the BID board, staff contacted the City Arborist to understand his plans for replacing the trees. Trees are removed regularly due to disease. When a tree is removed, the business it is in front of is asked if they want a new tree City splits the cost 50/50 with the business Cost is $250 to $300 Arborist chooses the type of tree, but business can have input If a business does not want a tree, or if the store is vacant, a tree will not be planted BID staff are in process of conducting an inventory of all tree wells in Downtown to determine how many are empty, and if the business wants a tree to help them however we can Curbside Patios Recommendation – after researching curbside patio programs in Salida, Louisville and Castle Rock, staff recommended to the City that a curbside patio program could work in Durango, with the following conditions. City should manage the program and set guidelines and specifications for size, material, color, etc of the structures, and the times of year they are allowed. Similar to bistro table permit program. City should also start this as a pilot program with a limited number of permits issued, and make a commitment of at least two years to businesses in the pilot program. Businesses build, assemble, disassemble and store the structure. Cost to build is estimated at $5,000. Size should be slightly less in length then two parking spaces to allow a buffer from parked cars. Arts and Events Center Progress continues to be made, and a study session with City Council is being planned North Main and Camino del Rio Character District The City formally approve the plan on May 1. Next step is to align the code with the vision in the plan. Executive Director Job Description See next page
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Durango Business Improvement District (BID) Executive Director Job Description Purpose of the Executive Director Position: To create, implement and evaluate the organization’s annual plans, programs and budget. Supervise the staff and work with contractors. Work with the Board of Directors on short and long term objectives and goals. Serve as the face of the organization. Work with BID constituents to maintain positive relationships. Maintain a strong, collaborate relationship with the City of Durango. Maintain and create collaborative relationships with other key organizations, including La Plata County, Durango Chamber of Commerce, Durango Area Tourism Office, La Plata County Economic Development Alliance, Local First, Region 9 Economic Development District, Fort Lewis College, and others. Key objectives are: Build trust and confidence by bringing BID stakeholders closer to the organization by offering and maintaining easy access opportunities for all Downtown and North Main interests to receive BID communications, participate in BID programs, and to be able to provide input and feedback on BID plans and activities. Involve the Downtown and North Main community using frequent personal contact, selected community and organization involvements, and all available communications tools to continually broaden, update and educate BID stakeholders. Make BID’s programs and services visible, tangible and meaningful for constituents Maintain a healthy relationship with the City of Durango. Make BID THE place to go for information on Downtown and North Main. Serve as primary media contact. Manage great events, and support other events with BID’s marketing and communication programs. Implement creative ideas to address real and perceived issues in the District, including parking, panhandling, cleanliness, etc. Monitor City board and commission meetings for items of interest to BID. Attend community meetings as requested. Create and manage the annual budget. File all required reports to City of Durango, Department of Local Affairs, and La Plata County. Report monthly to the Board of Directors Position reports to: Board of Directors Classification and Compensation: This position is classified as a full‐time, salaried employee with a wellness benefit, taxes withheld. The position requires a minimum of 40 hours per week, Monday through Friday, and allows for flexible scheduling to complete duties. The salary range is $xx,xxx to $xx,xxx, paid twice a month, starting salary to be determined based on experience. The position is given 11 paid holidays, which include New Year’s Day, MLK Day, Presidents Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, day after Thanksgiving, Christmas Eve and Day, and
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New Year’s Eve; and three to five weeks (based on length of employment) paid time off for all combined needs of vacation, sick or personal leave. A wellness benefit is provided to the Executive Director at $500 per month. Additionally, after three months of employment a cell phone reimbursement of $100 per month can be paid, provided the employee uses the cell phone for work purposes both while at work and outside of work hours. This includes receiving and responding to email, scheduling meetings, and responding to phone calls and text messages from BID staff and contractors, BID board members, and BID constituents. MARKETING AND COMMUNICATIONS Desired outcome: BID is THE place to go for any and all information about Downtown and North Main. Maximize BID presence, build approachability and openness, educate. Maintain consistent branding in all marketing efforts. Serve as the main contact for local media for all BID related activities. Lead and evaluate marketing programs through social media and website Organize, promote and lead BID monthly Coffee and Conversation meetings. Respond to constituent inquires in a timely manner. Serve as main contact for all media inquiries. Address real and perceived issues from BID constituents, locals and visitors about Downtown and North Main through education, media and BID programs. EVENTS Desired outcome: manage the creation and implementation of great events that produce positive impacts on BID businesses, and support other events within the BID and the community. Lead the following annual events for BID: 1. Children’s Halloween 2. Singing With Santa 3. Downtown and North Main Clean Day 4. San Juan Brewfest 5. Downtown Balloon Glow Promote and support other events through BID’s marketing programs. VISITOR INFORMATION AND BEAUTIFICATION Desired outcome: Everyone visiting the district feels welcome, and the district looks nice at all times. This includes overseeing the following programs: Durango Welcome Center partnership Ambassador program Flower barrel program Gum Removal program Community Service volunteers Sidewalk Repairs ADMINISTRATION AND OPERATIONS Desired outcome: BID’s operations and administrative functions are completed efficiently and effectively. Create, manage and report annual budget Ensure all necessary and required reports are filed on time annually, including reporting to City of Durango, La Plata County and Department of Local Affairs.
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Understand and adhere to legal requirements of a BID, as defined in Colorado state statutes. Manage office schedule so that BID office is never closed for more than three consecutive days, as possible. Attend local meetings (City Council, County Commissioners, DATO, and others) as needed for items of interest to BID and its constituents. BOARD OF DIRECTORS With the Chair of the board, prepare, distribute and post the monthly board meeting agenda and board packet. Serve as the staff support for the Board Meet regularly with board members OTHER DUTIES AS ASSIGNED
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Bylaws Over the next few board meetings, staff will present changes and additions to update BID’s by‐laws. These will be presented in sections, and after a few board meetings BID will have a new set of by‐laws in place. Below is the third round of updates and changes.
SECTION 1.
FINANCIAL ADMINISTRATION.
a.
Fiscal Year. The fiscal year of the District shall commence on January 1st of each year and end on December 31st.
b.
Budget Committee. There shall be a permanent Budget Committee composed of the Treasurer and the administrator, if any, which shall be responsible for preparation of the annual budget of the District and such other matters as may be assigned to it by the Chair or the Board.
c.
Budget. On or before September 15th of each year, the Budget Committee shall prepare and submit to the Board a proposed budget for the ensuing fiscal year. Such proposed budget shall be accompanied by a statement which shall describe the important features of the budget plan and by a general summary wherein shall be set forth the aggregate features of the budget in such manner as to show the balanced relations between the total proposed expenditures and the total anticipated income or other means of financing the proposed budget for the ensuing fiscal year, as contrasted with the corresponding figures for the last completed fiscal year and the current fiscal year. It shall be supported by explanatory schedules or statements classifying the expenditures contained therein by services, subjects and funds. The anticipated income of the District shall be classified according to the nature of receipts.
d.
Notice of Budget. Upon receipt of the proposed budget, the Board shall cause to be published a notice that the proposed budget is open for inspection by the public at the business office; that the Board will consider the adoption of the proposed budget at a public hearing on a certain date; and that any interested elector may inspect the proposed budget and file or register any objections thereto at any time prior to its final adoption. Notice shall be posted or published in substantial compliance with law.
e.
Adoption of Budget. On the day set for consideration of such proposed budget, the Board shall review the proposed budget and revise, alter, increase or decrease the items as it deems necessary in view of the needs of the District and the probable income of the District. The Board shall then adopt a budget, either during the budget hearing or at a later date and time to be set by the Board, setting forth the expenditures to be made in the ensuing fiscal year. The Board shall provide for sufficient revenues to
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finance budgeted expenditures with special consideration given to the proposed ad valorem property tax levy. f.
Levy and Collection of Taxes. On or before December 15th of each year, the Board shall certify to the Board of County Commissioners of the County or Counties in which the District is located the mill levy established for the ensuing fiscal year, in order that, at the time and in the manner required by law for the levying of taxes, such Commissioners shall levy such tax upon the assessed valuation of all taxable property within District.
g.
Filing of Budget. On or before January 30th of each year, the Board shall cause a certified copy of such budget to be filed with the Division of Local Government in the Colorado Department of Local Affairs.
h.
Appropriating Resolution. 1.
Prior to the beginning of the ensuing fiscal year, the Board shall enact a resolution making appropriations for the ensuing fiscal year. The amounts appropriated thereunder shall not exceed the amounts fixed therefor in the adopted budget.
2.
The income of the District, as estimated in the budget and as provided for in the tax levy resolution and other revenue and borrowing resolutions, shall be allocated in the amounts and according to the funds specified in the budget for the purpose of meeting the expenditures authorized by the appropriation resolution.
3.
The Board may make an appropriation to and for a contingent fund to be used in cases of emergency or other unforeseen contingencies.
i.
No Contract to Exceed Appropriation. The Board shall have no authority to enter into any contract, or otherwise bind or obligate the District to any liability for payment of money for any purposes, for which provision is not made in an appropriation resolution, including any legally authorized amendment thereto, in excess of the amounts of such appropriation for that fiscal year. Any contract, verbal or written, contrary to the terms of this Section shall be void ab initio, and no District funds shall be expended in payment of such contracts.
j.
Contingencies. 1.
In cases of emergency caused by a natural disaster, public enemy, or other contingency which could not reasonably have been foreseen at the time of the adoption of the budget, the Board may authorize the expenditure of funds in excess of the budget by resolution duly 15
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adopted by a majority vote of the Board. Such resolution shall set forth in full the facts concerning the emergency and shall be included in the minutes of such meeting. 2.
k.
l.
If so enacted, a copy of the resolution authorizing additional expenditures shall be filed with the Division of Local Government in the Colorado Department of Local Affairs and shall be published in compliance with statutory requirements.
Payment of Contingencies. 1.
If there is unexpended or uncommitted money in funds other than those to which the emergency relates, the Board shall transfer such available money to the fund from which the emergency expenditure is to be paid.
2.
To the extent that transferable funds are insufficient to meet the emergency appropriation, the Board may borrow money through (a) the issuance of tax anticipation warrants, to the extent that the mill levy authority of the District is available as provided by law, or (b) the issuance of bond anticipation notes payable from future bond proceeds or operating revenue, or (c) any other lawful and approved method.
Annual Audit. 1.
The Administrator shall file all requested financial information with the City of Durango auditors by the required deadlines.
2.
The Administrator shall respond to any further questions from the auditors.
3.
The Administrator shall inform the Chair and Treasurer of the requested financial information, and when the information has been filed with the City of Durango auditors.
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2018 BID Economic Indicator Report All Stats are YOY Change
Month Trolley Jan-18 -1.0% Feb-18 -6.0% Mar-18 -5.0% Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18 YTD 2018 -4.0%
Enplanements 3.1% -4.0% -4.4%
Deplanements 3.4% -6.2% -0.6%
-2.0%
-1.3%
Welcome Center
Parking Availability
Sales Tax CBD
Lodger's Tax
Vacancy Rate
Train Ridership
-7.5% -17.0% -30.4%
5.0% -9.0% -4.0%
10.2% -8.1%
8.5% 8.1%
-26.2% -29.4% -5.1% -21.8%
68.3% -2.8% 8.7%
171.4% 100.0%
-20.8%
-2.0%
0.6%
8.3%
-20.6%
18.1%
135.7%
# Permits
all figures are year over year % change except occupancy rates sales and lodgers tax ajusted to show the month the sales and hotel stays occured Rank
Statistics 1 Sales Tax CBD, Lodgers Tax, Train Ridership and Welcome Center visitors most important 2 Retail Vacancy Rate second most important 3 Parking Availability, Trolley, Airport #s, # permits least important
Weight 0.6 0.3 0.1 1.0
CBD Score 2018 0.2500
0.2000 0.1500 0.1000
0.0500 0.0000 -0.0500 Jan-18 Feb-18 Mar-18 Apr-18 May-18 Jun-18 Jul-18 Aug-18 Sep-18 Oct-18 Nov-18 Dec-18
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Marketing, Communications & Events Committee And...
Marketing, Communications and Events Committee North Main Committee Joint meeting report for May 9, 2018 The Marketing, Communications and Events committee, and the North Main committee, will meet on May 3. This meeting is one day after the board packet is due for posting. A handout will be provided at the board meeting of current activities of the committees.
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Treasurer’s Report
BID Board Treasurer Report for May 9, 2018 Meeting March 31, 2018 Financial Statements Balance Sheet Total assets are $37,700 more than one year ago, primarily due to an increase in cash Total liabilities are $600 less than one year ago Net Income is $7,500 more than one year ago Reserves account balances: o Operating ‐ $59,964 (goal $83,000) o Election ‐ $12,326 (goal $20,000) o Special Projects ‐ $59,964 (goal $100,000) Profit and Loss Statement Income 119% due to year to date mill levy payments being more than budget Expenses Personnel and Related – 98.3% of year to date budget Administration and Operations – 115% of year to date budget Events – 150% of year to date budget (year to date budget only $200) Marketing and Communications – 100.5% of year to date budget Visitor Information and Beautification – 112.2% of year to date budget Total expenses – 103.3% of year to date budget Net Income – budgeted for $5,137; actual is $16,549 2017 Year End Surplus BID board approved the following expenditures from the 2017 surplus. Item Budget Actual as of end of March parking card Community Arts and Events Center leaders $100 $100 Addition funding for North Main $7,500 $1,950 Office Furniture – storage for office, gum removal machine, Ambassador equipment and supplies $1,250 $1,266 Event supplies – banner and lighting for Singing with Santa, banner for San Juan Brewfest $1,500 $0 3 or 4 IPADs for Ambassadors $2,000 $1,745 Reserves $2,650 $0 TOTAL $15,000 $5,061
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BID Office Lease for 2019 BID’s current office lease was signed in late 2015 for the years 2016 and 2017. The lease included three one year options, for 2018, 2019 and 2020. The options are required to be accepted by June 30 the year prior. BID staff and Treasurer plan to send the required communication to accept the option for 2019 by the annual deadline. The lease amount for 2019 will increase from $546.37 to $562.77 per month. 2017 Audit BID staff received the annual request from the City of Durango auditors for 2017 year‐end financial information. A list of the reports requested is provided below. The reports were prepared by the staff and BID’s bookkeeper, and were submitted on April 13. As of May 1, no request for any additional or supporting documents has been received. City of Durango Audit Business Improvement District 12/31/2017
NOTE: Please provide requested items in excel format whenever possible.
Description
1a 1b 1c 1d 1e 1f 1g
2a 2b
3a
1 - GENERAL Trial balance as of 12/31/2017 Access to BID minutes for all meetings in 2017 and all meetings in 2018 to date 2017 approved original and final budgets Detail of cash disbursements from the AP system. Detail should include vendor name, address, and amount of disbursement for FY17 Employee listing from HR/Payroll system that includes employee name and address Confirms on BID letterhead for cash, debt, and investment accounts held by BID G/L Detail for FY17 (in Excel if possible)
2 - CASH & INVESTMENTS Cash and investment statements for each month in 2017 and January 2018 December 2017 bank reconciliations of all cash and investment accounts, including outstanding check listings 3 - RECEIVABLES/REVENUES Accounts receivable aging detail as of 12/31/2017
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Target Due Date
4/16/2018 4/16/2018 4/16/2018 4/16/2018 4/16/2018 4/16/2018 4/16/2018
4/16/2018 4/16/2018
4/16/2018
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4b
4 - ACCOUNTS PAYABLE Check register (listing of all disbursements) dated January 1, 2018 through March 31, 2018 Accounts payable aging as of 12/31/17
4/16/2018 4/16/2018
5a
5 - PAYROLL AND PAYROLL ACCRUALS Access to YTD payroll registers
4/16/2018
4a
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Durango Business Improvement District
5:01 PM 04/24/18 Accrual Basis
Balance Sheet Prev Year Comparison As of March 31, 2018 Mar 31, 18
ASSETS Current Assets Checking/Savings 1000 · First National Bank of Durango 10090 · Petty Cash 1010 · Bank of CO-Reserves Acct. 1011 · Operating Reserves 1012 · Election Reserves 1013 · Project Reserves
Mar 31, 17
130,241.99 200.00 59,963.51 13,325.74 59,963.51
$ Change
108,285.38 200.00 53,205.49 11,823.52 53,205.49
% Change
21,956.61 0.00 6,758.02 1,502.22 6,758.02
20.3% 0.0% 12.7% 12.7% 12.7%
133,252.76
118,234.50
15,018.26
12.7%
263,694.75
226,719.88
36,974.87
16.3%
Other Current Assets 1300 · Prepaid Rent
1,720.00
0.00
1,720.00
100.0%
Total Other Current Assets
1,720.00
0.00
1,720.00
100.0%
265,414.75
226,719.88
38,694.87
17.1%
Fixed Assets 1200 · Capital Equipment 1201 · Accumulated Depreciation
6,456.40 -922.34
6,456.40 0.00
0.00 -922.34
0.0% -100.0%
Total Fixed Assets
5,534.06
6,456.40
-922.34
-14.3%
Other Assets 1700 · Deposits Held
500.00
500.00
0.00
0.0%
Total Other Assets
500.00
500.00
0.00
0.0%
271,448.81
233,676.28
37,772.53
16.2%
2,615.62
3,202.80
-587.18
-18.3%
2,615.62
3,202.80
-587.18
-18.3%
2,615.62
3,202.80
-587.18
-18.3%
2,615.62
3,202.80
-587.18
-18.3%
Equity 3100 · Retained Earnings Net Income
252,283.82 16,549.37
221,486.13 8,987.35
30,797.69 7,562.02
13.9% 84.1%
Total Equity
268,833.19
230,473.48
38,359.71
16.6%
271,448.81
233,676.28
37,772.53
16.2%
Total 1010 · Bank of CO-Reserves Acct. Total Checking/Savings
Total Current Assets
TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2000 · Accounts Payable Total Accounts Payable Total Current Liabilities Total Liabilities
TOTAL LIABILITIES & EQUITY
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5:02 PM 04/24/18 Accrual Basis
Durango Business Improvement District
Profit & Loss Budget Performance March 2018
Mar Actual
Mar Budget
YTD Actual
YTD Budget
Annual Budget
% of YTD Budget
$ diff, YTD to Actual
Income 4000 · Mill-Levy Income
66,427.11
47,000.00
85,619.15
65,000.00
261,000.00
131.7%
20,619.15
Total 4050 · Event Income
0.00
0.00
0.00
0.00
10,000.00
n/a
0.00
4075 · Make It Count Donations
0.00
0.00
0.00
0.00
0.00
n/a
0.00
4080 · Ambassador Program Income
0.00
7,000.00
0.00
7,000.00
7,000.00
0.0%
-7,000.00
4099 · Other Income
16.23
0.00
16.23
0.00
0.00
n/a
16.23
66,443.34
54,000.00
85,635.38
72,000.00
278,000.00
118.9%
13,635.38
11,723.12
11,962.00
35,106.37
35,702.00
143,766.00
98.3%
-595.63
3,317.28
1,374.00
11,359.66
9,882.00
29,551.00
115.0%
1,477.66
300.00
0.00
300.00
200.00
5,500.00
150.0%
100.00
Total 705/6 · MARKETING & COMMUNICATIONS
4,744.78
4,225.00
11,429.79
11,375.00
45,200.00
100.5%
54.79
Total 707 · VISITOR INFO & BEAUTIFICATION
6,768.25
5,380.00
10,890.19
9,704.00
43,208.00
112.2%
1,186.19
Total Expense
26,853.43
22,941.00
69,086.01
66,863.00
267,225.00
103.3%
2,223.01
Net Income
39,589.91
31,059.00
16,549.37
5,137.00
10,775.00
322.2%
11,412.37
Total Income
Expense Total 701 · PERSONNEL & RELATED
Total 702/3 · ADMINISTRATION & OPERATIONS
Total 704 · EVENTS.
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Youth Representative Report
May 9, 2018 BID Board Meeting Youth Representative Report Youth Representative Stella Walsh will provide a report at the meeting.
24
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BID Development Committee Report
May 9, 2018 BID Board Meeting BID Development Committee Report A report from the BID Development Committee will be provided at the board meeting.
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