REGULAR BOARD MEETING Downtown Development Authority Tuesday, May 11, 2021 8:30 AM 300 Clematis Street Suite 200 West Palm Beach, FL 33401
CALL TO ORDER
Robert Sanders
PUBLIC COMMENTS AND QUESTIONS PRESENTATIONS CONSENT CALENDAR (Action Required) •
Minutes of Regular Board Meeting April 20, 2021
•
Financial Statements of April 30, 2021
Robert Sanders
OLD BUSINESS (Action Required) •
RFP 2021 – 001 Streets and Public Space Cleaning Service
•
Planning Session
Catherine Ast Raphael Clemente
NEW BUSINESS ANNOUNCEMENTS ADJOURNMENT
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com
MINUTES Regular Board Meeting Downtown Development Authority Tuesday, April 20, 2021 300 Clematis Street, Suite 200 West Palm Beach, FL 33401 Zoom Webinar https://us02web.zoom.us/j/84907819730 DIAL IN: 1-929-436-2866 US WEBINAR ID: 849 0781 9730
ATTENDANCE DDA Board Members in attendance included Chairman Robert Sanders, Vice Chairman Rick Reikenis, Lisa Gerard, William Jacobson, and Cynthia Nalley. DDA Board Members in attendance via zoom Mary Hurley Lane and Upendo Shabazz. DDA staff in attendance included Raphael Clemente, Shelly Williams, and Max Lohman Esq. (Lohman Law Group). DDA staff in attendance via Zoom included Catherine Ast, Michelle Barascout, Tiffany Faublas, Teneka James-Feaman, Samantha Moore, and Sherryl Muriente. Guests in attendance included Jennifer Ferriol, Lisa Kemp, Marcus Laws, Eric Richardson, Cecilia Edwards, Allie Severino, and Henry Mercy. Guests in attendance via Zoom included, Mike A. Cohen, Ben Lubin, and Amiekay Richcrick. CALL TO ORDER Chairman Sanders called the meeting to order at 8:33 a.m. PUBLIC COMMENTS No public comments. Clemente asked to reorder the agenda to allow Presentations and Old Business items before the Executive Director Report. PRESENTATIONS Homeless Outreach and Services Jennifer Ferriol, Director of Housing and Community Development for the City presented an overview of services and programs being administered by the City and its partners. She introduced the team of seven full-time employees dedicated to providing homeless or homeless prevention services. Ferriol shared that the HCD Team is now working 7a – 7p instead of 9a – 5p to allow for extended hours of coverage throughout the city daily. She also shared that new Homeless Activity Reporter which is a reporting tool to allow residents to document when and where help is needed. HCD staff works to remedy the situation and follow up with the submitter within 24 hours of the report. The board discussed recommendations for how the DDA can assist and support these programs to provide the greatest impact possible for the downtown district. OLD BUSINESS Tier One Update James-Feaman reviewed the assistance programs provided by the DDA over the last year. These include hosting cleaning and safety protocol training sessions, providing $150,000 towards the City’s economic relief fund for DDA district businesses, disbursing more than $300,000 in rental assistance funding for 300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
businesses in the DDA district, and developing and implementing the Dining on the Spot program to provided additional outdoor seating for restaurants. The Tier One Grant Program has benefitted a wide range of business types. There were three rounds of applications for the Tier One Program, beginning in August of 2020, with the last application period closing on January 13, 2021; Thirty-four (34) businesses awarded grant for a total of $317,002.05. James-Feaman added that the first round of awardees has received all six months of payments and were asked to complete a recap survey. Of the eight (8) responses received 5 stated their business was at risk of closing and the grant was critical to remain open. She shared a few quotes from the property and business owners and introduced Ben Lubin, owner of The Blind Monk to share his experience as a Tier One Grant recipient. Lubin expressed his gratitude to the DDA for providing the Tier One grant and explained that he would not have been able to provide an adequate outdoor dining space and keep his business open through the pandemic without the Tier One grant and the Dining on the Spot program. EXECUTIVE DIRECTOR REPORT Clemente reminded the board that Pathos is reaching out to schedule one on one meetings to get their feedback on the Brand Development. He shared that Ast, Commissioner Fox, and Public Works Director Josh McDermott, spent time Friday night observing the streets, alleyways, and speaking to businesses to see firsthand issues occurring with litter. They noted and are working on addressing issues such as wait staff clearing outdoor tables into street receptacles, illegal dumping, and fixing or replacing the broken locks for the trash compactors. Clemente announced our annual Pairings: Food and Wine Event is coming back May 27th from 5:30pm – 8:30pm and asked James-Feaman to provide the details. She shared that this year the event is capped at 600 tickets will feature 20 businesses and live entertainment. She explained that ticket sales just went live and that businesses are signing up now to participate. PRESENTATIONS Marketing/PR Update Faublas provided an update on Marketing and PR efforts for the last quarter. She shared a few examples of the new Instagram features Reels and Guides that we are utilizing including a Reel of the green market, which is a 30 second video and a Guide for outdoor dining. She added that using these features expanding our reach to users that do not currently follow DowntownWPB. She shared recent News clips and articles for promotions such as Black Art Matters, new downtown Murals, and the Tier One Grant. She also shared News clips featuring downtown businesses that reported 5-20% sales increases during Boat Show weekend. Fablaus added that there are eight new businesses in Downtown and more coming soon. Campaigns and events that are coming soon including a Dance Photo Competition, American and Pacific Islanders Heritage Month, Small Business Week, and Pairings: Food & Wine Event. CONSENT CALENDAR Minutes of Regular Board Meeting March 16, 2021 Board Action: Reikenis made a motion to approve the Minutes of March 16, 2021 Regular Board Meeting. Jacobson seconded the motion. The motion passed unanimously.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
Financial Statements of March 31, 2021 Board Action: Reikenis made a motion to approve the Financial Statements of March 31, 2021. Jacobson seconded the motion. The motion passed unanimously. NEW BUSINESS Carryforward Budget As we wrap up the annual audit process, remaining funding from Fiscal Year 2019/2020 will be brought forward by Resolution No. 2-2021 as attached. This resolution will also reallocate funding to meet operational needs for the remainder of the year as described below. The estimated carryforward balances to be brought forward have changed from the estimates last year at budget adoption. Lohman read the title of Resolution No. 2-2021 for the record.
Board Action: Reikenis made a motion to approve Resolution No. 2-2021 Carryforward Budget. Gerard seconded the motion. The motion passed unanimously. Board Workshop As discussed during the March 2021 board meeting, staff is planning a workshop with the board in preparation for the 2020/2021 budget process. Clemente presented a summary of the recent board member survey responses and propose dates for the workshop. The board discussed holding the workshop during the May board meeting and moving the meeting to accommodate scheduling conflicts. Board Action: Reikenis made a motion to move the May Board Meeting to May 11, 2021 at 8:30am. Gerard seconded the motion. The motion passed unanimously. ANNOUNCEMENTS ADJOURNMENT There being no further business to discuss, Sanders called for a motion to adjourn. Board Action: Reikenis made a motion to adjourn the meeting at 10:04 a.m. Nalley seconded the motion. The motion passed unanimously.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
West Palm Beach Downtown Development Authority Balance Sheet April 30, 2021 ASSETS Current Assets
PNC Bank Operating Seacoast Bank - Money Market Petty Cash
6,171,838 159,483 50
Total Current Assets Other Assets Lease Security Deposit
6,331,371
23,000
Total Other Assets
23,000
Total Assets
6,354,371
CURRENT LIABILITIES
Due to Lincoln National Vision Premium Payable Flexible Spending Withholding Suppl Med Ins. Premium Payable
0 1 (908) 0 (907)
Fund Balance Net Income
3,610,669 2,744,609
Total Fund Balance
6,355,278
Total Liabilities and Fund Balance
6,354,371
No CPA provides any assurance on these financial statements.
West Palm Beach Downtown Development Authority Statement of Revenues And Expenditures April 30, 2021 Month
Current Year Revenues - Schedule 1 Expenditures Business Development - Schedule 2 Public Realm Maintenance - Schedule 3 Marketing/Public Relations- Schedule 4 Neighborhood Services - Schedule 5 General Office - Schedule 6 Operations - Schedule 7 Professional Services - Schedule 8 Total Personnel Expense Insurance Expense Rent Expense Tax Collection Travel and Training Reserves Total Expenditures
Current Year Surplus (Deficit) DDA Carryforward CRA Carryforward
Total Carry Forwards Net Total Surplus (Deficit)
Year-to-Date
Trolley Gross Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
607,332
450,369
150,000
84,368
4,939,377
4,933,242
100.1%
2,650,676
46,727 64,594 73,215 59,053 9,457 1,535 16,353 71,310 0 11,404 0 0 0 353,648
365,223 537,313 290,291 283,319 32,130 11,864 34,488 495,616 30,268 94,423 11,650 8,184 0 2,194,769
1,034,982 1,168,600 1,667,000 1,364,961 126,300 35,800 196,000 875,285 0 190,000 18,000 15,000 313,018 7,004,946
35.3% 46.0% 17.4% 20.8% 25.4% 0.0% 17.6% 56.6% 0.0% 49.7% 64.7% 54.6% 0.0% 31.3%
98,638 537,313 0 10,584 32,130 11,864 34,488 495,616 30,268 94,423 11,650 8,184
(269,280)
2,744,608
(2,071,704)
0 124,557 124,557 (144,723)
62,723 844,415 907,138
380,000 1,727,500 2,107,500
3,651,746
35,796
16.5% 100.0% 0.0%
1,081,000
266,585 290,291 38,190
234,545
1,365,158
38,190
290,291
234,545
266,585
1,285,518
569,142
790,709
215,824
(116,585)
62,723 172,449 235,172
0 38,190 38,190
0 252,191 252,191
0 115,000 115,000
0 266,585 266,585
1,520,690
607,332
1,042,900
330,824
150,000
No CPA provides any assurance on these financial statements.
Supplemental Schedules April 30, 2021 SCHEDULE 1 - CURRENT YEAR REVENUES Current Year Revenues Tax Revenues TIF DDA/City Interlocal Agreement DDA/CRA Interlocal CRA Project Funding Interest Income Virgin Trains USA Ticket Sales Sponsorships Fees and Services Grants and Contributions Total Reimbursements Other Miscellaneous Income Rosemary Square MOU Total Current Year Revenues
Gross
Month
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
1,026,000 55,000
450,369
150,000
1,081,000
450,369
150,000
84,335 0 0 0 0 33 0 0 0 0 0 0 0
2,264,738 (2,103,786) 0 4,389,557 385,000 300 0 0 3,568 0 0 0 0
2,285,771 (2,103,786) (75,000) 4,441,157 385,000 100 0 0 0 0 0 0 0
99.1% 100.0% 0.0% 98.8% 100.0% 300.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%
2,264,738 (2,103,786) 0 2,330,856 155,000 300 0 0 3,568 0 0 0 0
84,368
4,939,377
4,933,242
100.1%
2,650,676
No CPA provides any assurance on these financial statements.
432,332 175,000
0 607,332
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2021 Gross Month
SCHEDULE 2 - BUSINESS DEVELOPMENT Property and Buss Incentives Facade Improvements Leasing/Brokers Meeting Total Business Training and Support Business Partnerships Grand Open/New Business
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
31,830 0 1,500 13,397 0 0
266,585 10,000 1,500 64,850 19,943 2,345
450,000 75,000 26,000 382,982 83,000 18,000
59.2% 13.3% 5.8% 16.9% 24.0% 13.0%
10,000 1,500 64,850 19,943 2,345
46,727
365,223
1,034,982
35.3%
98,638
SCHEDULE 3 - PUBLIC REALM MAINTENANCE Pressure Washing/Street Clean 25,670 Clean Team 7,460 Graffitti Maintenance 1,000 Landscape Maintenance 30,464 Holiday Lights 0 Signage & Pedestrial Wayfinding 0 Capital Projects/Alleys 0
195,422 29,840 7,225 178,304 126,522 0 0
350,000 97,000 25,000 371,600 125,000 50,000 150,000
55.8% 30.8% 28.9% 48.0% 101.2% 0.0% 0.0%
195,422 29,840 7,225 178,304 126,522 0 0
Total Physical Environment
537,313
1,168,600
46.0%
537,313
Total Business Development
64,594
266,585
No CPA provides any assurance on these financial statements.
0
0
0
266,585
0
0
0
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2021 Gross Month
SCHEDULE 4 - MARKETING/PR Collateral Materials
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
2,105 6,350 0 0 62,771 489 1,500
28,690 38,100 17,364 8,700 149,188 19,259 28,990
165,000 185,000 75,000 187,000 630,000 225,000 200,000
17.4% 20.6% 23.2% 4.7% 23.7% 8.6% 14.5%
73,215
290,291
1,667,000
17.4%
0
0 38,190 234,545 11,109 (525) 0
0 682,332 565,369 56,260 30,000 31,000
0.0% 5.6% 41.5% 19.7% -1.8% 0.0%
0
Residential Programming
0 11,340 43,458 4,255 0 0
11,109 (525) 0
Total Res. Services/Quality of Life
59,053
283,319
1,364,961
20.8%
10,584
PR/Marketing
Retail Promotion Value Added Events Advertising and Promotion Marketing Programs
Community & Cultural Promotion Total Marketing/PR
28,690 38,100 17,364 8,700 149,188 19,259 28,990 0
290,291
0
0
SCHEDULE 5 -NEIGHBORHOOD SERVICES Homeless Outreach
Transportation Security and Policing Public Space Programs Community Engagement
38,190 234,545
No CPA provides any assurance on these financial statements.
38,190
0
234,545
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2021 Gross Month
SCHEDULE 6 - GENERAL OFFICE General Office Expense
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Equipment, Computers, Programs
1,116 9 8,332
3,846 57 28,227
25,000 23,300 78,000
15.4% 0.2% 36.2%
3,846 57 28,227
Total General Office
9,457
32,130
126,300
25.4%
32,130
Telephone Expense
0 143 224 11 1,157
3,723 656 427 204 6,854
16,000 7,000 3,500 300 9,000
23.3% 9.4% 12.2% 68.0% 76.2%
3,723 656 427 204 6,854
Total Operations
1,535
11,864
35,800
33.1%
11,864
General Postage
SCHEDULE 7 - OPERATIONS Dues Hospitality Board Meeting Publications
No CPA provides any assurance on these financial statements.
0
0
0
0
0
0
0
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2021 Gross Month
SCHEDULE 8 - PROFESSIONAL SERVICES Accounting Professional Service Audit Studies and Surveys Legal Total Professional Services
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
4,000 0 11,300 0 1,053
12,000 6,753 11,300 0 4,435
24,000 75,000 27,000 50,000 20,000
50.0% 9.0% 41.9% 0.0% 22.2%
12,000 6,753 11,300 0 4,435
16,353
34,488
196,000
17.6%
34,488
Some rounding error may occur.
No CPA provides any assurance on these financial statements.
0
0
0
0
MEMO To:
DDA Board
Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz
FROM: Catherine Ast RE:
Streets and Public Space Cleaning Services RFP
DATE: Tuesday, May 11, 2021
_________________________________________________________________________________________
The RFP selection committee recommendation for RFP 2021-001 Streets and Public Space Cleaning Services has reviewed the qualified submittals and ranked them as follows: 1. Image Companies 401.5 points 2. Triangle Services, Inc. 399.5 points 3. JIJ Construction Corp 166 points Six proposers submitted responses to the RFP, with three advancing to the committee evaluation process. The three that did not advance were disqualified due to their failure to submit complete responses to the RFP. The three companies that were disqualified are: 1. Clean Space, Inc. 2. Property Works 3. Terra Maintenance Company Staff recommends that the board approve the selection committee ranking and that negotiations begin with the top ranked proposer for contract approval at the June Board Meeting.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com
BID TABULATION RFP 2021 - 001 Streets and Public Space Cleaning Services for Downtown West Palm Beach TOTAL SCORING ALL COMMITTEE MEMBERS COMMITTEE SCORING TABULATION #
Proposer
ALLISON JUSTICE
ANGELA POCO
TOTAL POINTS
TOTAL POINTS
CYNTHIA
LEIGH BENNETT
LEON PINDER
TOTAL POINTS
TOTAL POINTS
TOTAL POINTS
NALLEY
TOTAL POINTS
1
IMAGE COMPANIES
94
75.5
44
99
89
401.5
2
TRIANGLE SERVICES, INC
84
80.5
94
80.5
60.5
399.5
3
JIJ CONSTRUCTION CORP
52
25.5
19.5
18.5
50.5
166
MEMO To:
DDA Board
Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz
FROM: Raphael Clemente RE:
Board and Staff Workshop
DATE: Tuesday, May 11, 2021
_________________________________________________________________________________________
During the March 2021 Board Meeting, a workshop to discuss and set priorities for the coming budget cycle was requested. Staff has prepared an agenda and supporting materials to host the workshop, scheduled to begin at 9am, following regular business, and conclude at 1pm. Breakfast and lunch will be catered in and we will work through the lunch hour. The agenda for the workshop segment of the board meeting is attached, along with a summary of the board member survey results.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com
Board and Staff Workshop May 11, 2021 AGENDA 9am: Icebreaker 9:15: Setting the stage for today’s discussion 9:30: How will we measure success? 10:00: Quality of Place 10:30: Marketing our district 11:00: Attracting new businesses and investment 11:30: Increasing diversity, inclusion, and community engagement 12:00: Lunch: BHAG (big, hairy, audacious goals) 12:45 Final comments, next steps 1:00: Adjourn
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com