DDA Board Meeting Packet - November 2020

REGULAR BOARD MEETING Downtown Development Authority Tuesday, November 17, 2020 8:30 AM 300 Clematis Street Suite 200 West Palm Beach, FL 33401

CALL TO ORDER

Robert Sanders

PUBLIC COMMENTS AND QUESTIONS EXECUTIVE DIRECTOR REPORT

Raphael Clemente

PRESENTATIONS •

Comcast Spotlight Presentation and Request for Renewal (Action Required)

Teneka James-Feaman

•

Branding Presentation

Teneka James-Feaman

CONSENT CALENDAR (Action Required) •

Minutes of Regular Board Meeting October 20, 2020

•

Financial Statements of October 31, 2020

Robert Sanders

OLD BUSINESS •

314 Clematis Street/Thoroughfare Project

Raphael Clemente

NEW BUSINESS (Action Required) •

Tier One Grant Applications Review

ANNOUNCEMENTS ADJOURNMENT

Ph: 561.833.8873 Fax: 561.833.5870 www.downtownwpb.com

Teneka James-Feaman

MEMO TO:

DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Teneka James-Feaman RE:

Comcast Spotlight Presentation and Request for Renewal

DATE: Tuesday, November 17, 2020

_________________________________________________________________________________________

Due to the pandemic, we had to pivot many of our marketing efforts.

In preparation for the next fiscal year staff has reviewed the marketing agreements including radio, print and online. Each year, we define our communication outreach based on our market survey and analytical data.

Our 2019-2020 Market survey, the data stated how people receive their information for local news and information. The top mentions included: 1.

2.

3.

4.

5.

Television Newspaper/Print Online/Internet Social Media Radio

In 2019 the DDA Board approved a one-year contract with Comcast Spotlight (EffectTV), a company that provides the largest reach for television communications. The proposal included five zones on sixteen channels and is covered on all devices. The zones are considered our drive market to Downtown West Palm Beach. The five zones are Palm Beach Gardens, West Palm Beach, Central Palm Beach, Wellington, Delray Beach and Boca Raton.

Staff has invited representatives from EffectTV to join us and provide a Comcast Spotlight update.

Staff will be requesting Board approval and to execute a new contract not to exceed $150,000 for fiscal year 2020-2021. The new contract would begin December 1, 2020.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

MEMO TO:

DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Teneka James-Feaman RE:

Branding Presentation

DATE: Tuesday, November 17, 2020

_________________________________________________________________________________________

In 2019 the DDA Board approved to begin the Branding RFP process, which was awarded to IdeaBar. Staff has invited representatives from IdeaBar to join us and showcase the new Downtown West Palm Beach brand identify, including an overview of the challenges, key insights learned throughout the process, the new logo and tagline, and creative expressions of the new brand.

In December, staff will present a media strategy and recommended tactics, including an overview of the target audience, estimated impressions, tracking and reporting methodology to launch the new brand.

The new brand will be launched in the first quarter of the calendar year 2021.

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, October 20, 2020 Zoom Webinar https://us02web.zoom.us/j/88658778163 DIAL IN: 1-929-436-2866 US WEBINAR ID: 886 5877 8163

ATTENDANCE Board Members in attendance included, Chairman Robert Sanders, Vice Chairman Rick Reikenis, Lisa Gerard, Mary Hurley Lane, William Jacobson, Cynthia Nalley, and Upendo Shabazz. DDA staff in attendance included Raphael Clemente, Teneka James-Feaman, Shelly Williams, Samantha Moore, Catherine Ast, Michelle Barascout, Sherryl Muriente, and Max Lohman Esq. (Lohman Law Group). Guests in attendance included Sargent Clifford Hagan, Todd Stone, Sharon Persaud, Rick King, and Michael Cuevas.

CALL TO ORDER Chairman Sanders called the meeting to order at 8:34 a.m.

EXECUTIVE DIRECTOR REPORT -The Executive Order from the govern allowing board meetings to be held virtually expires at the end of October. Board meetings will resume in person starting in November with social distancing protocols in place.

-Branding is complete and will be presenting next month with advertising campaign ideas encouraging patrons to come downtown safely.

-Website redesign was on hold until final deliverables such as colors, logo, brand style, etc. of new branding were received. The contract has been extended and is expected to be completed by the end of the year.

-Clemente shared recent staff accomplishments: James-Feaman has been accepted into the 2020-21 Leadership Palm Beach County Engage program. Muriente received the prestigious Palm Beach Bob Graham Architectural Awareness Award from The American Institute of Architects (AIA), Palm Beach Chapter. Faublas was invited to sit on a panel of marketing experts at the 66th Annual International Downtown Association’s (IDA).

PUBLIC COMMENTS No public comments.

PRESENTATIONS Virtual Badge Ast presented an overview and breakdown by category of data collected on the Virtual Badge app throughout fiscal year 2019-2020. Security Ambassadors use virtual badge to report daily issues dealt with and assistance provided. They track and map location of check-ins with businesses and condominiums, general information provided for public assistance, deliveries of collateral material, violations reported, calls to Police and Fire Rescue, and interactions with homeless population. Virtual Badge is also used to identify Graffiti locations to be cleaned. After pictures are taken to confirm removal.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

CONSENT CALENDAR Minutes of First Public Hearing September 14, 2020 Board Action: Shabazz made a motion to approve the Minutes of September 14, 2020 First Public Hearing. Jacobson seconded the motion. The motion passed unanimously.

Minutes of Regular Board Meeting September 15, 2020 Board Action: Shabazz made a motion to approve the Minutes of September 15, 2020 Regular Board Meeting. Jacobson seconded the motion. The motion passed unanimously.

Minutes of Final Public Hearing September 22, 2020 Board Action: Shabazz made a motion to approve the Minutes of September 22, 2020 Final Public Hearing. Jacobson seconded the motion. The motion passed unanimously.

Financial Statements of September 30, 2020 Board Action: Shabazz made a motion to approve the Financial Statements of September 30, 2020. Jacobson seconded the motion. The motion passed unanimously.

OLD BUSINESS Mural & Utility Box RFP Update As part of the continued efforts of beautification of our public realm, the DDA has put out two Request for Proposals for artists, closing on Monday, October 19, 2020. With the support from the West Palm Beach Arts & Entertainment District (A&E) we requested proposals for an exciting mural opportunity in Downtown West Palm Beach. We are searching for an artist, or a team of artists, who can create a twodimensional mural that reflects a positive creative message reflecting the concept “Love Comes Naturally” to visually complement the surrounding area and ignite the community’s imagination. The mural will be located on Olive Avenue between Duffy’s and Rivales.

We are also requesting submissions from artists for the DowntownWPB Utility Art Box Project throughout Downtown West Palm Beach. We are searching for an artist, or a team of artists, who can create artwork to be digitally printed and used in vinyl wrapping of utility boxes. Selected artist(s) will be awarded stipends for their artwork. For this RFP, the artwork should be inspired by nature, as the overall theme is “Nature in the City.” We encourage artists to imagine the work as a type of “tattoo” covering the utility box. The two-dimensional artwork will transform as it covers the three-dimensional aspect of the utility box. Artists need to consider the placement of the components in their images so that all sides of the utility box are complete. All artwork is to be completed in Spring 2021.

NEW BUSINESS Election Day Office Closure The DDA has established official holidays and designated them as days that the office will be officially closed. At the time this these holidays were adopted little consideration was given to recognize Presidential Election Day as an official holiday. On average, voter turnout rates have been declining over the past 40 years, undermining the nature of our government at all levels. Several surveys on voting patterns have revealed that the most common reasons given by eligible adults who did not vote were related to conflicts with work. This is particularly true for employees who are parents or guardians of school aged children. Presidential Election Day is a civic holiday in some cities, including Miami Gardens, Florida; Providence Rhode Island; and Quincy, Illinois; and some states, including Delaware, Hawaii, Kentucky, New Jersey, New York, and West Virginia.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

Failure to provide ample time for democratic participation on Election Day effectively precludes those who are constrained by work from voting, thereby creating a disparity in voter representation The holding of Election Day on a Tuesday most greatly disadvantages workers for whom it is the most difficult to take time off from work to vote. Staff is requesting Board Approval to establish Presidential Election Day as an official DDA office holiday.

Board Action: Jacobson made a motion to approve Presidential Election Day as an official DDA holiday. Gerard seconded the motion. The motion passed unanimously Security Camera Program Clemente explained that The City of West Palm Beach Police Department has the launched the Community Security Program and introduced Sargent Hagan to provided details and answer board questions. This program enables local businesses to share real time, public facing security camera connections with the Police Departments Strategic Intelligence Center as part of a groundbreaking crimefighting partnership between local businesses and the City of West Palm Beach.

Business can help create a safer West Palm Beach by enrolling in the Community Safety program and sharing their camera feeds, enabling officers to respond to a location equipped with advanced knowledge of the situation. The cost for participation in the program is $600 per year, plus startup costs for the initial set up and equipment. Discount of 20% is provided if year paid in full, $480 total. Business must have existing camera system to be eligible. Sgt. Hagan stated Police department is paying a $15,000 subscription fee annually for the service.

Staff is seeking board approval for the creation of a grant program to offset the cost of participation. The grant would cover the cost of installation and setup, and three years of service for each location.

Locations would be selected with input from the Police Department and prioritized based on greatest impact for the overall system. Clemente explained that no budget has been set yet, if approved the program would be funded from the security and policing budget.

The board discussed the proposal, suggested terms of agreement and for staff to work with police to determine locations, businesses, and budget. If approved, The Board would like to see metrics showing the success of the program over the year.

Board Action: Rekienis made a motion to direct staff to develop grant program and authorize funding up to $10,000. Gerard seconded the motion. The motion passed unanimously Downtown Maintenance Program In April of this year, the DDA suspended operations for the Clean Team because of COVID19 and concerns over the spread of infection. The Clean Team utilized the DDA office as a base of operations, equipment storage, and break area. After a series of conversations with The Lord’s Place, it was determined that the Clean Team would not resume operations and that it would be necessary for the DDA to find alternatives to provide public realm cleaning and maintenance in the Downtown area.

As an interim solution, Scott Lewis Gardening and Trimming has been providing limited trash pickup and cleaning of public spaces. At the DDA’s request, Scott Lewis provided a proposal for this service as an addon to their existing contract for landscape maintenance services. The cost for this service is nearly identical to that of the Clean Team and includes the use of vehicles, equipment, and management that was not available to the Clean Team.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com

Staff is requesting board approval to amend the existing Landscape Maintenance Agreement with Scott Lewis Gardening and Trimming to include the additional services as described in the attached proposal.

The total cost of the additional service is $89,520 annually.

Board Action: Reikenis made a motion to approve additional services provided by Scott Lewis Gardening and Trimming not to exceed $89,520. The motion passed unanimously.

ANNOUNCEMENTS No 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 9:57 a.m. Hurley Lane 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 October 31, 2020 ASSETS Current Assets

PNC Bank Operating Seacoast Bank - Money Market Petty Cash

3,186,040 159,237 50

Total Current Assets Other Assets Lease Security Deposit

3,345,327

23,000

Total Other Assets

23,000

Total Assets

3,368,327

CURRENT LIABILITIES

Due to Lincoln National Vision Premium Payable Flexible Spending Withholding Suppl Med Ins. Premium Payable

0 0 1,788 0 1,788

Fund Balance Net Income

3,624,859 (258,320)

Total Fund Balance

3,366,539

Total Liabilities and Fund Balance

3,368,327

No CPA provides any assurance on these financial statements.

West Palm Beach Downtown Development Authority Statement of Revenues And Expenditures October 31, 2020 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 Total 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

Budget

%

Y-T-D

Y-T-D

54

54

4,933,242

0.0%

54

36,300 78,683 14,348 2,378 1,713 2,454 595 66,193 30,268 21,530 3,883 0 0 258,345

36,300 78,683 14,348 2,378 1,713 2,454 595 66,193 30,268 21,530 3,883 0 0 258,345

1,034,982 1,168,600 1,667,000 1,364,961 126,300 35,800 196,000 875,285 35,796 190,000 18,000 15,000 313,018 7,040,742

3.5% 6.7% 0.9% 0.2% 1.4% 0.0% 0.3% 7.6% 84.6% 11.3% 21.6% 0.0% 0.0% 3.7%

4,107 78,683 0 0 1,713 2,454 595 66,193 30,268 21,530 3,883 0

(258,291)

(258,291)

(2,107,500)

61,054 89,025 150,079

61,054 89,025 150,079

380,000 1,727,500 2,107,500

(108,212)

(108,212)

0

16.1% 100.0% 0.0%

0

Marketing

Security

Y-T-D

Y-T-D

0

Incentives Y-T-D

0

0 32,193

14,348 0

2,378

209,426

0

14,348

2,378

32,193

(209,372)

0

(14,348)

(2,378)

(32,193)

61,054 72,299 133,353

0 0 0

0 14,348 14,348

0 2,378 2,378

(76,019)

0

0

0

No CPA provides any assurance on these financial statements.

0 0 0 (32,193)

Supplemental Schedules October 31, 2020 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

0 0 0 0 0 54 0 0 0 0 0 0 0

0 0 0 0 0 54 0 0 0 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

0.0% 0.0% 0.0% 0.0% 0.0% 54.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0%

0 0 0 0 0 54 0 0 0 0 0 0 0

0

54

54

4,933,242

0.0%

54

0

No CPA provides any assurance on these financial statements.

0

0

0

West Palm Beach Downtown Development Authority Supplemental Schedules October 31, 2020 Gross Month

Year-to-Date

SCHEDULE 2 - BUSINESS DEVELOPMENT Property and Buss Incentives 32,193 Facade Improvements 0 Leasing/Brokers Meeting 0 Total Business Training and Support 1,857 Business Partnerships 0 Grand Open/New Business 2,250

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

32,193 0 0 1,857 0 2,250

450,000 75,000 26,000 382,982 83,000 18,000

7.2% 0.0% 0.0% 0.5% 0.0% 12.5%

0 0 1,857 0 2,250

36,300

36,300

1,034,982

3.5%

4,107

SCHEDULE 3 - PUBLIC REALM MAINTENANCE 24,790 Clean Team 0 Graffitti Maintenance 1,000 Landscape Maintenance 0 Holiday Lights 52,893 Signage & Pedestrial Wayfinding 0 Capital Projects/Alleys 0

24,790 0 1,000 0 52,893 0 0

350,000 97,000 25,000 371,600 125,000 50,000 150,000

7.1% 0.0% 4.0% 0.0% 42.3% 0.0% 0.0%

24,790 0 1,000 0 52,893 0 0

Total Physical Environment

78,683

1,168,600

6.7%

78,683

Total Business Development

Pressure Washing/Street Clean

78,683

32,193

No CPA provides any assurance on these financial statements.

0

0

0

32,193

0

0

0

0

West Palm Beach Downtown Development Authority Supplemental Schedules October 31, 2020 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

6,875 0 0 0 7,473 0 0

6,875 0 0 0 7,473 0 0

165,000 185,000 75,000 187,000 630,000 225,000 200,000

4.2% 0.0% 0.0% 0.0% 1.2% 0.0% 0.0%

14,348

14,348

1,667,000

0.9%

0

0 0 2,378 0 0 0

0 682,332 565,369 56,260 30,000 31,000

0.0% 0.0% 0.4% 0.0% 0.0% 0.0%

0

Residential Programming

0 0 2,378 0 0 0

Total Res. Services/Quality of Life

2,378

2,378

1,364,961

0.2%

0

PR/Marketing

Retail Promotion Total Value Added Events Advertising and Promotion Marketing Programs

Community & Cultural Promotion Total Marketing/PR

6,875 0 0 0 7,473 0 0 0

14,348

0

0

SCHEDULE 5 -NEIGHBORHOOD SERVICES Homeless Outreach

Transportation Security and Policing Public Space Programs Community Engagement

0 2,378 0 0 0

No CPA provides any assurance on these financial statements.

0

0

2,378

0

West Palm Beach Downtown Development Authority Supplemental Schedules October 31, 2020 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

57 0 1,656

57 0 1,656

25,000 23,300 78,000

0.2% 0.0% 2.1%

57 0 1,656

Total General Office

1,713

1,713

126,300

1.4%

1,713

Telephone Expense

2,070 (16) 0 0 400

2,070 (16) 0 0 400

16,000 7,000 3,500 300 9,000

12.9% -0.2% 0.0% 0.0% 4.4%

2,070 (16) 0 0 400

Total Operations

2,454

2,454

35,800

6.9%

2,454

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 October 31, 2020 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

0 595 0 0 0

0 595 0 0 0

24,000 75,000 27,000 50,000 20,000

0.0% 0.8% 0.0% 0.0% 0.0%

0 595 0 0 0

595

595

196,000

0.3%

595

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: Raphael Clemente RE:

314 Clematis Street/Thoroughfare Project

DATE: Tuesday, November 17, 2020

_________________________________________________________________________________________

Staff will provide an update and presentation on the Thoroughfare Project located at 314 Clematis Street. Working in cooperation with the CRA, the DDA will be assisting with the management of the design and construction process, as well as with identifying potential tenants for the space once it is completed.

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833.8873|Fax: 561.833.5870| www.downtownwpb.com

MEMO To:

DDA Board

Bob Sanders, Chairman Rick Reikenis, Vice Chairman Lisa Gerard Mary Hurley Lane William Jacobson Cynthia Nalley Upendo Shabazz

FROM: Teneka James-Feaman RE:

Tier One Grant Applications Review

DATE: Tuesday, November 17, 2020

_________________________________________________________________________________________

As we continue in our efforts of supporting business in the DDA district, the DDA board approved providing additional assistance through reinstating the Tier One Incentive Grant and approving another $125,000 for the program in September 2020. This program provides rental financial support for up to six (6) months.

In October, the program received fifteen (15) applications. Due to the overwhelming success of the program, DDA staff closed the application submittal process on October 26, 2020.

Staff is requesting approval of the following: Tier One grant applicant review and approval - The committee has reviewed and is recommending approval of nine (9) applicants.

- The committee approval amount is 50% of the applicants rent, paid monthly with landlord verification that the tenant is in good standing

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Ph: 561.833.8873 Fax: 561.833.5870 * DowntownWPB.com

Tier One grant applications STATUS

BUSINESS NAME

ADDRESS

RENT

AWARD AMOUNT

Total Award Amount 6 Months

AWARD AMOUNT OVER 6 MONTHS $96,721.92

APPROVED

Batch

223 Clematis

$13,000.00

$2,500.00

$15,000.00

APPROVED

North Bridge Fitness Lindburgers

515 North Flagler

$7,041.67

$2,500.00

$15,000.00

322 Banyan

$1,770.85

$885.43

$5,312.55

Joetta Enterprise / Subway Crossfit Squad

122 N Dixie

$3,868.64

$1,934.32

$11,605.92

512 Evernia

$6,800.00

$2,500.00

$15,000.00

Blue Mountain Coffee House The Sanctuary Salon and Spa

540 Clematis

$1,750.00

$875.00

$5,250.00

101 N Clematis St. Ste 115

$2,295.15

$1,147.58

$6,885.45

APPROVED

Ricardo Clothing

423 South Olive Ave

$2,556.00

$1,278.00

$7,668.00

APPROVED

Liquor store

306 Clematis Street

$6,000.00

$2,500.00

$15,000.00

DECLINED

The UPS Store

516 S Dixie Hwy

$4,775.00

$

-

DECLINED

Elite Bookings

324 Datura Street

$2,210.67

$

-

DECLINED

Jacob Studios

210 S Olive Ave

$3,750.00

$

-

DECLINED

PB Tech

313 Datura Street

$13,592.50

$

-

DECLINED

Minor PA

515 North Flagler Dr

$15,970.15

$

-

TENTATIVE

One XI Salon`

11 S Olive Ave

$2,645.00

$

-

APPROVED APPROVED APPROVED APPROVED APPROVED

300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Ph: 561.833.8873 Fax: 561.833.5870 * DowntownWPB.com

WILL RECONSIDER ONCE DETAILS ARE CONFIRMED