PBIA Advisory Board

City Hall Meeting Minutes 601 4th Avenue E Olympia WA 98501 PBIA Advisory Board Contact: Amy Buckler 360.570.5847 Thursday, November 9, 2017 6:00 PM Council Chambers 1. CALL TO ORDER Chair Corso called the meeting to order at 6:00 p.m. 1.A ROLL CALL Present: 9 - Chair Mary Corso, Boardmember Jeffrey Barrett, Boardmember Alana Carr, Boardmember Jacob David, Boardmember Janis Dean, Boardmember Kim Murillo, Boardmember Nathan Rocker, Boardmember Danielle Ruse and Boardmember Jeffrey Trinin Excused: 3 - Boardmember Audrey Henley, Boardmember Sheila Irish and Boardmember David Rauh Absent: 1 - Boardmember Bobbi Kerr OTHERS PRESENT Community Planning and Development Staff: PBIA Staff Liaison Amy Buckler Downtown Liaison Mark Rentfrow Downtown Ambassador Teal Minutes Recorder Stacey Rodell 2. APPROVAL OF AGENDA The agenda was approved. 3. APPROVAL OF MINUTES 3.A 17-0962 Approval of July 25, 2017 PBIA Clean and Safe Committee Meeting Minutes The minutes were approved. 3.B 17-1135 Approval of August 10, 2017 Meeting Minutes The minutes were approved. 3.C 17-1134 Approval of September 14, 2017 PBIA Meeting Minutes Boardmember David suggested one correction to the minutes. Roll Call showed he was City of Olympia Page 1 PBIA Advisory Board Meeting Minutes November 9, 2017 not in attendance but he was at the meeting. The minutes were approved as amended. 3.D 17-1059 Approval of the September 20, 2017 PBIA Communications and Partnerships Subcommittee Meeting Minutes The minutes were approved. 3.E 17-1136 Approval of October 12, 2017 PBIA Meeting Minutes The minutes were approved. 4. PUBLIC COMMENT - None 5. ANNOUNCEMENTS Ms. Buckler announced the following: · The PBIA 2018 Work Plan and Budget will be presented to the General Government Committee on Friday - November 17, 2017. · Complimentary parking will be available December 12 through December 24 at two and three hour meters. Time limits will still apply. · The City hired a new Economic Development Director, Mike Reid, who will start his employment on December 18, 2017. Mr. Rentfrow announced he created a contact information sheet for TJ Larocque at the Providence Community Care Center. He distributed the sheets to the Board. 6. BUSINESS ITEMS 6.A 17-1139 Parliamentary Procedures Review Chair Corso reiterated the PBIA Board would be following Parliamentary procedures. The information was received. 6.B 17-1137 Recommendation on 2018 PBIA Budget The Board reviewed the PBIA unspent funds amount and the proposed 2018 Draft Budget. The Board unanimously agreed to: · Use unspent funds in 2018 to fund public art investment and to not allocate funds in the 2018 Budget for public art investment. · Allocate $2,000 for Communications in the 2018 Budget. · Allocate $3,000 in the Downtown clean up category in the 2018 Budget. · Use unspent funds in 2018 to purchase a $6000 new water sprayer for hanging flower baskets. City of Olympia Page 2 PBIA Advisory Board Meeting Minutes November 9, 2017 · Allocate $30,000 in the Marketing category in the 2018 budget. · Allocate $300 in the Communications category for the annual Survey Monkey membership. · Leave a $6000 balance in the contingency fund. The Board unanimously agreed to forward the recommended 2018 budget to the City Council. 6.C 17-1141 Decision on whether to replace lightbulbs on holiday snowflakes Mr. Rentfrow provided an estimate to replace the cool light bulbs with warm light bulbs in the holiday snowflakes displayed Downtown. Boardmember Trinin moved, seconded by Boardmember Carr, to approve the expenditure of $3,500 from the holiday marketing budget and $2,157.28 from the 2017 contingency fund for a total of $5,657.28 to replace lightbulbs in each of the Downtown lighted snowflakes. The motion passed unanimously. 6.D 17-1030 Increased Seasonal Cleaning in Downtown Olympia Mr. Rentfrow indicated Probation Services will be available to help with additional focused cleaning that will take place Downtown during December. There will be no charge to the PBIA for this service. The discussion was completed. 6.E 17-1140 Update on PBIA Board Elections Ms. Buckler reviewed the list of candidates who expressed interest in running for a seat on the PBIA Board. The Board had a brief discussion about the upcoming election. Boardmember Ruse moved, seconded by Boardmember Dean, to allow the entire PBIA Board to vote in the event an election results in a tie. The motion passed unanimously. Boardmember Ruse moved, seconded by Boardmember Trinin, to allow the entire PBIA Board to vote on which voted member will serve a two-year term and a three-year term as the result of an election. The motion passed unanimously. 7. REPORTS Boardmember Dean provided an update on the work of the Marketing Committee since the last meeting. Boardmember Trinin moved, seconded by Boardmember Barrett, to move $175 from the communications category in the 2017 budget to the marketing category in the 2017 budget to pay for a larger ad in the Stranger, promoting Downtown for the Holidays and Twinklefest. The motion passed City of Olympia Page 3 PBIA Advisory Board Meeting Minutes November 9, 2017 unanimously. Ms. Buckler indicated the PBIA yearly assessment invoices are normally sent out in December. There was a suggestion that sending the assessments out in January may be a better option for members. The Board unanimously agreed to sending out assessments in January of each year from this point forward. 8. OTHER TOPICS Ambassador Teal provided a monthly status report on the Downtown Ambassadors and the Clean Team. 9. ADJOURNMENT The meeting adjourned at 7:47 p.m. City of Olympia Page 4