Business Improvement District - BID

CITY OF SHAWANO BUSINESS IMPROVEMENT DISTRICT - BID AGENDA WEDNESDAY, AUGUST 9, 2023 3:30 PM SHAWANO CITY HALL, 127 S. SAWYER STREET, SHAWANO https://us02web.zoom.us/j/85474696906?pwd=b2NSU3VIVDhZdVlJbHpkdGsxU2E4dz09 MEETING ID: 854 7469 6906 PASSCODE: 436948 ONE TAP MOBILE +13092053325 85474696906 436948 +13126266799 85474696906 436948 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. COMPLIANCE WITH OPEN MEETING LAW 5. APPROVE MINUTES OF LAST MEETING JULY 12, 2023 6. FINANCIAL REPORT 7. SOUND OFF - PUBLIC COMMENT 8. BID COORDINATOR UPDATE 9. COMMITTEE REPORTS • EVENTS & PROMOTIONS • BUSINESS PROPERTY COMMITTEE 10. ACTION ITEMS - DISCUSS AND TAKE ACTION • Insurance for 2023-2024 11. SET NEXT MEETING DATE 12. ADJOURN DISABLED ACCESSIBLE (Contact City Clerk prior to meeting if require additional services.) It is possible that members of and possibly a quorum of members of other governmental bodies of the municipality may be in attendance at the above-stated meeting to gather information; no action will be taken by any governmental body at the above-stated meeting other than the governmental body specifically referred to above in this notice. Page 1 of 9  BUSINESS IMPROVEMENT DISTRICT MINUTES July 12, 2023 3:30 PM Shawano City Hall, 127 S. Sawyer Street, Shawano CALL TO ORDER • Call to order at 3:37 p.m. by President Amy Stuber. PLEDGE OF ALLEGIANCE ROLL CALL • Members: Michael Johnston, Brad Keushel, Amber Arneson , Karen Preston, Chelsea Gilling, Amy Stuber, Alex Hartwig (via phone), Jennifer Hoffman (via phone). • Also Present: Park & Rec Director Matt Hendricks, Michelle Eron-Shawano Country Tourism, Madeline Stuewer- Park & Rec Program & Events, Peter Thillman-SCEPI, Suzanne Wittman-Shawano Country Chamber of Commerce, City Administrator Eddie Sheppard, Patti Peterson-Market Messenger, Mayor Bruce Milavitz, BID Coordinator Lindsay Johnson. • Excused: Jill Birr, Suzette Hackl. COMPLIANCE WITH OPEN MEETING LAW • Open Meeting compliance was verified by President Amy Stuber. APPROVE MINUTES OF LAST MEETING: JUNE 14, 2023 • Meeting minutes from the June board meeting were reviewed. Motion by Michael Johnston to approve, second by Brad Keuschel. Motion carried by voice vote 8-0. FINANCIAL REPORT • June financials were reviewed. Motion by Brad Keushel to approve, second by Chelsea Gilling. Motion carried by voice vote 8-0. SOUND OFF - PUBLIC COMMENT • None. BID COORDINATOR UPDATE • *Note BID Coordinator report can be found attached to this month’s agenda for review.* COMMITTEE REPORTS • EVENTS & PROMOTIONS: See BID Coordinator report for event information. ShawanoFest wrap-up notes can be viewed in the BID Coordinator report. • BUSINESS PROPERTY COMMITTEE: Updated grant file was reviewed. A Northern Venture, LLC may be submitting an amendment to their application. SET NEXT MEETING DATE • August 9 at 3:30 p.m. ADJOURN • Motion to adjourn by Brad Keushel, second by Amber Arneson. Meeting adjourned at 4:30 p.m. Respectfully submitted, Lindsay Johnson Page 1 of 2 Page 2 of 9  CITY OF SHAWANO REVENUES WITH COMPARISON TO BUDGET FOR THE 7 MONTHS ENDING JULY 31, 2023 BID BUDGET PERIOD ACTUAL YTD ACTUAL REMAINING % SPECIAL ASSESSMENTS 210-56720-4280 MISCELLANEOUS ASSESSMENTS 55,960.00 .00 56,494.20 ( 534.20) 101.0 TOTAL SPECIAL ASSESSMENTS 55,960.00 .00 56,494.20 ( 534.20) 101.0 GENERAL REVENUES 210-40000-4930 APPLIED FUND BALANCE 17,240.00 .00 .00 17,240.00 .0 210-56720-4685 EVENT FEES 6,000.00 751.00 3,031.00 2,969.00 50.5 210-56720-4855 SPONSORSHIPS 12,000.00 50.00 4,160.00 7,840.00 34.7 TOTAL GENERAL REVENUES 35,240.00 801.00 7,191.00 28,049.00 20.4 TOTAL FUND REVENUE 91,200.00 801.00 63,685.20 27,514.80 69.8 EXPENSES 210-56720-2250 PHONE/FAX/INTERNET 550.00 39.77 238.65 311.35 43.4 210-56720-2300 PROFESSIONAL SERVICES 32,000.00 2,666.66 18,666.62 13,333.38 58.3 210-56720-3000 GENERAL EXPENSE 1,000.00 .00 844.00 156.00 84.4 210-56720-3100 SUPPLIES AND MATERIALS 200.00 .00 28.35 171.65 14.2 210-56720-3110 POSTAGE 100.00 .00 48.25 51.75 48.3 210-56720-3120 ADVERTISING/PROMOTIONS 35,000.00 4,698.51 13,980.43 21,019.57 39.9 210-56720-3200 EQUIPMENT 6,000.00 332.22 332.22 5,667.78 5.5 210-56720-3300 TRAINING AND MEMBERSHIPS 150.00 .00 145.00 5.00 96.7 210-56720-5000 GENERAL INSURANCE 1,200.00 .00 .00 1,200.00 .0 210-56720-7000 GRANTS 15,000.00 5,000.00 24,771.63 ( 9,771.63) 165.1 TOTAL EXPENSES 91,200.00 12,737.16 59,055.15 32,144.85 64.8 TOTAL FUND EXPENDITURES 91,200.00 12,737.16 59,055.15 32,144.85 64.8 NET REVENUE OVER EXPENDITURES .00 ( 11,936.16) 4,630.05 ( 4,630.05) .0 FOR ADMINISTRATION USE ONLY 58 % OF THE FISCAL YEAR HAS ELAPSED 08/07/2023 08:23AM PAGE: 1 Page 3 of 9 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 1 Period: 07/23 (07/31/2023) Aug 07, 2023 8:25AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-2300 Professional Services 06/30/2023 (06/23) Balance .00 * .00 * 15,999.96 07/07/2023 AP 27 JOHNSON, LINDSAY 1,333.33 **Inv. No: JULY 15 2023 **Desc: BID Coordiator Payment **Inv. Date: 7/15/2023 07/26/2023 AP 494 JOHNSON, LINDSAY 1,333.33 **Inv. No: JULY 31 2023 **Desc: BID Coordiator Payment **Inv. Date: 7/31/2023 07/31/2023 (07/23) Period Totals and Balance 2,666.66 * .00 * 18,666.62 YTD Encumbrance .00 YTD Actual 18,666.62 Total 18,666.62 YTD Budget 32,000.00 Unexpended 13,333.38 210-56720-3000 General Expense 06/30/2023 (06/23) Balance .00 * .00 * 844.00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * 844.00 YTD Encumbrance .00 YTD Actual 844.00 Total 844.00 YTD Budget 1,000.00 Unexpended 156.00 210-56720-3100 Supplies and Materials 06/30/2023 (06/23) Balance .00 * .00 * 28.35 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * 28.35 YTD Encumbrance .00 YTD Actual 28.35 Total 28.35 YTD Budget 200.00 Unexpended 171.65 210-56720-3110 Postage 06/30/2023 (06/23) Balance .00 * .00 * 48.25 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * 48.25 YTD Encumbrance .00 YTD Actual 48.25 Total 48.25 YTD Budget 100.00 Unexpended 51.75 210-56720-3120 Advertising/Promotions 06/30/2023 (06/23) Balance .00 * .00 * 9,281.92 07/07/2023 AP 104 WLUK - TV 1,895.00 **Inv. No: 9699371 **Desc: BID WLUK Commercial **Inv. Date: 5/31/2023 07/07/2023 AP 10 CHRISTENSEN PRINTING PARTNERS 97.50 **Inv. No: 84200 **Desc: BID Newspaper Ad - War Bonnet **Inv. Date: 6/8/2023 07/07/2023 AP 21 GRAF, ANDREW 156.16 **Inv. No: 061823 **Desc: BID Shawanofest Map & Sip Swirl Stroll Graphic **Inv. Date: 6/18/2023 07/07/2023 AP 11 CHRISTENSEN PRINTING PARTNERS 194.25 **Inv. No: 84784 **Desc: BID Newspaper Ad - Shawanofest **Inv. Date: 6/29/2023 07/26/2023 AP 519 RESULTS BROADCASTING 409.00 **Inv. No: 23060418 **Desc: BID Radio Ads **Inv. Date: 6/30/2023 07/07/2023 AP 19 AMELIA FORD 350.00 **Inv. No: SHAWANOFEST 2023 **Desc: BID Shawanofest Musician **Inv. Date: 7/3/2023 07/07/2023 AP 54 ZURKO ENTERPRISES INC 19.60 **Inv. No: 0000948 **Desc: BID Witches Night Out Flyers **Inv. Date: 7/3/2023 07/07/2023 AP 55 ZURKO ENTERPRISES INC 52.00 **Inv. No: 0000952 **Desc: BID Shawanofest Car Signs **Inv. Date: 7/3/2023 07/07/2023 AP 72 WILEY, PAT 350.00 **Inv. No: SHAWANOFEST 2023 **Desc: ShawanoFest Musician **Inv. Date: 7/3/2023 07/07/2023 AP 92 JAMES OR DEBORAH LONICK 250.00 **Inv. No: SHAWANOFEST 2023 **Desc: 2023 Shawanofest Yoga **Inv. Date: 7/3/2023 07/07/2023 AP 95 JAIME LEE GAJEWSKI 250.00 **Inv. No: SHAWANOFEST 2023 **Desc: 2023 Shawanofest Yoga **Inv. Date: 7/3/2023 07/21/2023 AP 350 MARTIN PAHL JEWELLERS 125.00 **Inv. No: 001-34855 **Desc: BID Shawanofest Car Trophies **Inv. Date: 7/5/2023 07/11/2023 AP 203 SAYPRO 100.00 Page 4 of 9 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 2 Period: 07/23 (07/31/2023) Aug 07, 2023 8:25AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-3120 Advertising/Promotions (continued) **Inv. No: 2023 SHAWANOFEST **Desc: Shawanofest Set Up Donation **Inv. Date: 7/11/2023 07/11/2023 AP 239 SHUFFLES DANCE STUDIO 100.00 **Inv. No: 2023 SHAWANOFEST **Desc: BID Shawanofest Cleanup Donation **Inv. Date: 7/11/2023 07/11/2023 AP 287 VERA ACADEMY OF DANCE 100.00 **Inv. No: 2023 SHAWANOFEST **Desc: BID Shawanofest Setup Donation **Inv. Date: 7/11/2023 07/21/2023 AP 434 LAGUNES, TONIA 250.00 **Inv. No: 071723 **Desc: BID Balloon Artist for Shawanofest **Inv. Date: 7/17/2023 07/31/2023 (07/23) Period Totals and Balance 4,698.51 * .00 * 13,980.43 YTD Encumbrance .00 YTD Actual 13,980.43 Total 13,980.43 YTD Budget 35,000.00 Unexpended 21,019.57 210-56720-3200 Equipment 06/30/2023 (06/23) Balance .00 * .00 * .00 07/11/2023 AP 282 ELAN 332.22 **Inv. No: *9943 JUNE 2023 **Desc: BID Display Signs **Inv. Date: 6/25/2023 07/31/2023 (07/23) Period Totals and Balance 332.22 * .00 * 332.22 YTD Encumbrance .00 YTD Actual 332.22 Total 332.22 YTD Budget 6,000.00 Unexpended 5,667.78 210-56720-3300 Training and Memberships 06/30/2023 (06/23) Balance .00 * .00 * 145.00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * 145.00 YTD Encumbrance .00 YTD Actual 145.00 Total 145.00 YTD Budget 150.00 Unexpended 5.00 210-56720-3350 Mileage Expense 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unexpended .00 210-56720-4280 Miscellaneous Assessments 06/30/2023 (06/23) Balance .00 * .00 * 56,494.20- 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * 56,494.20- YTD Encumbrance .00 YTD Actual 56,494.20- Total 56,494.20- YTD Budget 55,960.00- Unearned 534.20- Page 5 of 9 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 3 Period: 07/23 (07/31/2023) Aug 07, 2023 8:25AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-4685 Event Fees 06/30/2023 (06/23) Balance .00 * .00 * 2,280.00- 08/01/2023 CR 1017766 ShawanoFest BID Fees - AMU HYSEL 30.00- Description: ShawanoFest BID Fees - AMU HYSEL 08/01/2023 CR 1017832 ShawanoFest BID Fees - ALYSSA HAMMOND 30.00- Description: ShawanoFest BID Fees - ALYSSA HAMMOND 08/01/2023 CR 1017840 ShawanoFest BID Fees - THE AVENUE WI INC 30.00- Description: ShawanoFest BID Fees - THE AVENUE WI INC 08/01/2023 CR 1017841 ShawanoFest BID Fees - JESS HOFFMAN 30.00- Description: ShawanoFest BID Fees - JESS HOFFMAN 08/01/2023 CR 1017842 ShawanoFest BID Fees - MARY PRUE 60.00- Description: ShawanoFest BID Fees - MARY PRUE 08/01/2023 CR 1017843 ShawanoFest BID Fees - KASONDRA CUNNING 30.00- Description: ShawanoFest BID Fees - KASONDRA CUNNINGHAM 08/01/2023 CR 1017844 ShawanoFest BID Fees - CAR SHOW 241.00- Description: ShawanoFest BID Fees - CAR SHOW 08/01/2023 CR 1017845 Octoberfest BID Fees - KATHLEEN KETTENHOV 30.00- Description: Octoberfest BID Fees - KATHLEEN KETTENHOVEN 08/01/2023 CR 1018007 ShawanoFest BID Fees - MISSI ROSE 30.00- Description: ShawanoFest BID Fees - MISSI ROSE 08/01/2023 CR 1018008 Octoberfest BID Fees - SANDY MIZOREK 60.00- Description: Octoberfest BID Fees - SANDY MIZOREK 08/01/2023 CR 1018056 Octoberfest BID Fees - KORI NOVAK 30.00- Description: Octoberfest BID Fees - KORI NOVAK 08/01/2023 CR 1018084 Octoberfest BID Fees - TRISHA KONITZER 30.00- Description: Octoberfest BID Fees - TRISHA KONITZER 08/01/2023 CR 1018217 Octoberfest BID Fees - HEIDI ANDERSON 30.00- Description: Octoberfest BID Fees - HEIDI ANDERSON 08/01/2023 CR 1018246 Octoberfest BID Fees - ADVANCED HOME TECH 30.00- Description: Octoberfest BID Fees - ADVANCED HOME TECHNOLOGIES INC 08/01/2023 CR 1018273 Octoberfest BID Fees - TONYA JOHNSON 30.00- Description: Octoberfest BID Fees - TONYA JOHNSON 08/01/2023 CR 1018296 Octoberfest BID Fees - JULIE ZIEBELL 30.00- Description: Octoberfest BID Fees - JULIE ZIEBELL 07/31/2023 (07/23) Period Totals and Balance .00 * 751.00- * 3,031.00- YTD Encumbrance .00 YTD Actual 3,031.00- Total 3,031.00- YTD Budget 6,000.00- Unearned 2,969.00 210-56720-4800 Interest on Investments 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 210-56720-4850 Donations 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 Page 6 of 9 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 4 Period: 07/23 (07/31/2023) Aug 07, 2023 8:25AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-4855 Sponsorships 06/30/2023 (06/23) Balance .00 * .00 * 4,110.00- 08/01/2023 CR 1017767 Shawano News - JILLS PET SHOPPE 50.00- Description: Shawano News - JILLS PET SHOPPE 07/31/2023 (07/23) Period Totals and Balance .00 * 50.00- * 4,160.00- YTD Encumbrance .00 YTD Actual 4,160.00- Total 4,160.00- YTD Budget 12,000.00- Unearned 7,840.00 210-56720-4890 Miscellaneous Income 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 210-56720-4920 Transfers in from Other Funds 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 210-56720-5000 General Insurance 06/30/2023 (06/23) Balance .00 * .00 * .00 07/31/2023 (07/23) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 1,200.00 Unexpended 1,200.00 210-56720-7000 Grants 06/30/2023 (06/23) Balance .00 * .00 * 19,771.63 07/11/2023 AP 297 DARLING ESTATES, LLC 5,000.00 **Inv. No: 149 **Desc: BID Business Improvement Grant **Inv. Date: 5/16/2023 07/31/2023 (07/23) Period Totals and Balance 5,000.00 * .00 * 24,771.63 YTD Encumbrance .00 YTD Actual 24,771.63 Total 24,771.63 YTD Budget 15,000.00 Unexpended 9,771.63- Number of transactions: 37 Number of accounts: 17 Debit Credit Proof Grand Totals: 12,697.39 801.00- 11,896.39 Page 7 of 9 BID Coordinator Report August 9, 2023 Events: ShawanoFest – Saturday, July 8, 2023  Financial wrap-up: o 2023 Expenses: $5760.85 o 2023 Income (event fees & sponsorships): $4951  How does that compare to 2022? o 2022 Expenses: $4399.52 o 2022 Income: $4260 Sip, Swirl & Stroll – Friday, August 11, 2023  Registration for this has been slower than expected, but has picked up since last Thursday/Friday.  18 businesses participating.  Leah Pierquet and I will be setup in The Naberhood beginning at 3 p.m. for check-in. Check-in will be open until 6:30 p.m. Here attendees will pickup their wristband, tumbler and roadmap.  Max number of tickets is 300. If we still have remaining on Friday, we will sell them on the day of the event. However, I can’t guarantee there will be any available so encourage people to buy now. Even on the day of the event, they will need to register online at Eventbrite. Sidewalk Sale Saturday in Shawano Downtown – Saturday, August 12, 2023  This is just organically happening really well!  Farmer’s Market in the morning.  Music at The Naberhood at 1:30 p.m.  HM Staff of Life is having a Parking Lot Party  The Blend is having Kelsey’s Kountry Kitchen parked outside.  Stinking Cheese Tasting at Ole’ Town Tap Octoberfest – Saturday, October 7, 2023  Craft vendor registration update: 43 spaces reserved (37 vendors).  One band booked, second one tentative.  Shawano Area Early Childhood Partnership joining us again.  Other activities you’d like to see at Octoberfest?  Anyone else have a petting zoo lead? Normally Shawano FFA runs this but due to Homecoming being the same day, they will not be available.  Student Council advisor has reached out to me asking if there would be four businesses willing to offer their storefront windows to be used for window paining (each class paints a window). I’m told this was done many years ago and they’d like to bring it back. Students would use paint markers and would clean off the window following homecoming week. Any volunteers? Witches’ Night Out – Friday, October 13, 2023  Following Sip, Swirl & Stroll, I will send out an email to all businesses to find out who would like to participate.  T-shirts: I have about 30 shirts leftover from last year’s design. What do we want to do? Chelsea, Abby and I were talking and people didn’t seem to like the color as much. Do we reorder the same design but change to the orange color so more standard Halloween-like for people?  Band at Stubborn Brothers Brewery – do we want to do that again?  Face painting in the entranceway of Stubborn Brothers Brewery – do we want to do that again? Christmas – it’s coming!!!  Stay tuned….more info next month. Page 8 of 9  Business Improvement District Action Item Meeting Date: August 9, 2023 Submitted By: Lindsay Johnson, Coordinator Agenda Category: Action Item Title: Insurance for 2023-2024 Subject: The approval of this action item will provide the Business Improvement District with insurance for 2023-2024. Background:  The cost for the BID insurance for 2022-2022 was $1152. This insurance is from West Bend Mutual through the agent, Wallrich Agency, and expires on 9/19/23. The coverage includes: directors & officers, general aggregate and business personal property.  Directors & Officer premium remained the same at $450. Package policy that covers personal property and liability of our events is $758 (up 8% from previous year). Total estimated cost of insurance for 2022-2023 is $1208. Financial Considerations:  This expense is budgeted in the General Insurance cost area (210-56720-5000).  For the budget year of 2023, $1200 is budgeted. Recommendation: Recommend renewal of the insurance policy with West Bend Mutual through the agent, Wallrich Agency, not to exceed $1250. Page 9 of 9