Business Improvement District - BID

CITY OF SHAWANO BUSINESS IMPROVEMENT DISTRICT - BID AGENDA WEDNESDAY, FEBRUARY 14, 2024 3:30 PM SHAWANO CITY HALL, 127 S. SAWYER STREET, SHAWANO https://us02web.zoom.us/j/85880641313?pwd=Qk5TRFVHczJNNnlQazBaeDAxd0lmZz09 MEETING ID: 858 8064 1313 PASSCODE: 815323 1. CALL TO ORDER 2. PLEDGE OF ALLEGIANCE 3. ROLL CALL 4. COMPLIANCE WITH OPEN MEETING LAW 5. APPROVE MINUTES OF LAST MEETING JANUARY 10, 2024 6. FINANCIAL REPORT 7. SOUND OFF - PUBLIC COMMENT 8. KURT KRIZAN, SUPERINTENDENT SHAWANO SCHOOLS 9. BID COORDINATOR UPDATE 10. COMMITTEE REPORTS 1. EVENTS & PROMOTIONS  Santa Parade theme  Christmas Open House - Friday, November 8 2. BUSINESS PROPERTY COMMITTEE 11. ACTION ITEMS - DISCUSS AND TAKE ACTION 1. Market Messenger 2024 Proposal 12. SET NEXT MEETING DATE 13. 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 12  BUSINESS IMPROVEMENT DISTRICT MINUTES January 10, 2024 3:30 PM Shawano City Hall, 127 S. Sawyer Street, Shawano CALL TO ORDER • Call to order by President Amy Stuber at 3:35 p.m.. PLEDGE OF ALLEGIANCE ROLL CALL • Members Present: Brad Keuschel, Amber Arneson, Suzette Hackl, Karen Preston, Jennifer Hoffman, Michael Johnston, Amy Stuber • Absent & Excused: Chelsea Gilling, Alex Hartwig, Jill Birr • Others Present: Michelle Eron-Shawano Country Tourism, Peter Thillman-SCEPI, Patti Peterson-Market Messenger, Lesley Nemetz-City Clerk/Community Relations, Lindsay Johnson-BID Coordinator, Isaac & Charlotte Johnson COMPLIANCE WITH OPEN MEETING LAW • Open Meeting compliance verified by President Amy Stuber. APPROVE MINUTES OF LAST MEETING NOVEMBER 8, 2023 • Meeting minutes from the November board meeting were reviewed. Motion by Michael Johnston, second by Amber Arneson to approve. Motion carried by voice vote of 7-0. FINANCIAL REPORT • November financials and preliminary December were reviewed. Motion by Amber Arneson, second by Brad Keuschel to approve. Motion carried by voice vote of 7-0. SOUND OFF - PUBLIC COMMENT • Suzette Hackl stated there were many new businesses opening in downtown and others she has heard are opening and wondererd how to find out timeline on these. (Lindsay’s BID Coordinator report will address this topic later in the meeting). KIERSTEN STOUT, FOX CITIES MAGAZINE • Kiersten Stout, Fox Cities Magazine joined via Zoom. Kiersten gave an overview of Shawano being featured in their July 2024 issue with the opportunity for downtown businesses to advertise as a group. Mid-May is the deadline for magazine. Lindsay Johnson will send out details on this opportunity to BID members and have them communicate to Kiersten if interested; Kiersten will also be reaching out to businesses. 50,000+ copies are printed with readership around 75,000, as they are in lobbies and read by multiple people or shared by people across households. There are businesses and individuals with subscriptions, and the magazine is bulk distributed. The bulk distribution is in places that people will pick up the magazine and read it and/or take it home (i.e. coffee shops, doctors’ offices, chambers, museums, restaurants & unique shops like in Shawano, etc.). BID COORDINATOR UPDATE Page 1 of 2 Page 2 of 12  • *BID Coordinator report can be found attached to this month’s agenda for review. COMMITTEE REPORTS • EVENTS & PROMOTIONS: See BID Coordinator report. • BUSINESS PROPERTY COMMITTEE: Funds budgeted for 2024 have been allocated to grant requests. Lindsay will ask to be on the agenda at the next RDA meeting to make a formal request for additional funds. Until then, we will have to put a hold on approving new requests. Linda will accept applications and keep them in the order they are received until additional funds are obtained at which the grant review/approval process will continue ACTION ITEMS - DISCUSS AND TAKE ACTION • 2024 Event Fees: Motion by Karen Preston to increase the 2024 craft vendor craft fee to $40 per space for ShawanoFest and Octoberfest, and 2024 food vendor fee for ShawanoFest and Octoberfest to $100/truck, second by Suzette Hackl. Roll call. Yes - Brad Keuschel, Amber Arneson, Suzette Hackl, Karen Preston, Jennifer Hoffman, Michael Johnston, Amy Stuber. SET NEXT MEETING DATE • Next meeting: Wednesday, February 14 at 3:30 p.m. ADJOURN • Motion to adjourn by Karen Preston, second by Brad Keuschel. Meeting adjourned at 4:32 pm Respectfully submitted, Lindsay Johnson Page 2 of 2 Page 3 of 12  CITY OF SHAWANO REVENUES WITH COMPARISON TO BUDGET FOR THE 1 MONTHS ENDING JANUARY 31, 2024 BID BUDGET PERIOD ACTUAL YTD ACTUAL REMAINING % SPECIAL ASSESSMENTS 210-56720-4280 MISCELLANEOUS ASSESSMENTS 61,112.00 61,111.50 61,111.50 .50 100.0 TOTAL SPECIAL ASSESSMENTS 61,112.00 61,111.50 61,111.50 .50 100.0 GENERAL REVENUES 210-40000-4930 APPLIED FUND BALANCE 14,068.00 .00 .00 14,068.00 .0 210-56720-4685 EVENT FEES 14,000.00 40.00 40.00 13,960.00 .3 210-56720-4855 SPONSORSHIPS 17,000.00 50.00 50.00 16,950.00 .3 TOTAL GENERAL REVENUES 45,068.00 90.00 90.00 44,978.00 .2 TOTAL FUND REVENUE 106,180.00 61,201.50 61,201.50 44,978.50 57.6 EXPENSES 210-56720-2250 PHONE/FAX/INTERNET 480.00 .00 .00 480.00 .0 210-56720-2300 PROFESSIONAL SERVICES 37,000.00 3,083.32 3,083.32 33,916.68 8.3 210-56720-3000 GENERAL EXPENSE 1,000.00 .00 .00 1,000.00 .0 210-56720-3100 SUPPLIES AND MATERIALS 200.00 .00 .00 200.00 .0 210-56720-3110 POSTAGE 100.00 .00 .00 100.00 .0 210-56720-3120 ADVERTISING/PROMOTIONS 45,000.00 .00 .00 45,000.00 .0 210-56720-3200 EQUIPMENT 1,000.00 .00 .00 1,000.00 .0 210-56720-3300 TRAINING AND MEMBERSHIPS 150.00 215.00 215.00 ( 65.00) 143.3 210-56720-5000 GENERAL INSURANCE 1,250.00 .00 .00 1,250.00 .0 210-56720-7000 GRANTS 20,000.00 .00 .00 20,000.00 .0 TOTAL EXPENSES 106,180.00 3,298.32 3,298.32 102,881.68 3.1 TOTAL FUND EXPENDITURES 106,180.00 3,298.32 3,298.32 102,881.68 3.1 NET REVENUE OVER EXPENDITURES .00 57,903.18 57,903.18 ( 57,903.18) .0 FOR ADMINISTRATION USE ONLY 8 % OF THE FISCAL YEAR HAS ELAPSED 02/09/2024 10:06AM PAGE: 1 Page 4 of 12 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 1 Period: 01/24 (01/31/2024) Feb 09, 2024 10:09AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-2300 Professional Services 01/01/2024 (00/24) Balance .00 * .00 * .00 01/11/2024 AP 55 JOHNSON, LINDSAY 1,541.66 **Inv. No: JANUARY 15 2024 **Desc: BID Coordiator Payment **Inv. Date: 1/15/2024 01/24/2024 AP 338 JOHNSON, LINDSAY 1,541.66 **Inv. No: JANUARY 31 2024 **Desc: BID Coordiator Payment **Inv. Date: 1/31/2024 01/31/2024 (01/24) Period Totals and Balance 3,083.32 * .00 * 3,083.32 YTD Encumbrance .00 YTD Actual 3,083.32 Total 3,083.32 YTD Budget 37,000.00 Unexpended 33,916.68 210-56720-3000 General Expense 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 1,000.00 Unexpended 1,000.00 210-56720-3100 Supplies and Materials 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 200.00 Unexpended 200.00 210-56720-3110 Postage 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 100.00 Unexpended 100.00 210-56720-3120 Advertising/Promotions 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 45,000.00 Unexpended 45,000.00 210-56720-3200 Equipment 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 1,000.00 Unexpended 1,000.00 210-56720-3300 Training and Memberships 01/01/2024 (00/24) Balance .00 * .00 * .00 Page 5 of 12 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 2 Period: 01/24 (01/31/2024) Feb 09, 2024 10:09AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-3300 Training and Memberships (continued) 01/11/2024 AP 108 SHAWANO COUNTRY CHAMBER OF COMMER 125.00 **Inv. No: 2022-1545 **Desc: BID Associate Membership **Inv. Date: 11/29/2023 01/11/2024 AP 109 SHAWANO COUNTRY CHAMBER OF COMMER 90.00 **Inv. No: 2022-1674 **Desc: BID Chamber Banquet **Inv. Date: 1/8/2024 01/31/2024 (01/24) Period Totals and Balance 215.00 * .00 * 215.00 YTD Encumbrance .00 YTD Actual 215.00 Total 215.00 YTD Budget 150.00 Unexpended 65.00- 210-56720-3350 Mileage Expense 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) 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 01/01/2024 (00/24) Balance .00 * .00 * .00 02/09/2024 JE 110 Record 2023 Tax Roll Payable 2024 61,111.50- 01/31/2024 (01/24) Period Totals and Balance .00 * 61,111.50- * 61,111.50- YTD Encumbrance .00 YTD Actual 61,111.50- Total 61,111.50- YTD Budget 61,112.00- Unearned .50 210-56720-4685 Event Fees 01/01/2024 (00/24) Balance .00 * .00 * .00 02/01/2024 CR 1021336 Octoberfest BID Fees - CAROL KUBSCH 40.00- Description: Octoberfest BID Fees - CAROL KUBSCH 01/31/2024 (01/24) Period Totals and Balance .00 * 40.00- * 40.00- YTD Encumbrance .00 YTD Actual 40.00- Total 40.00- YTD Budget 14,000.00- Unearned 13,960.00 210-56720-4800 Interest on Investments 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 210-56720-4850 Donations 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 Page 6 of 12 CITY OF SHAWANO BID FUND MONTHLY REPORT Page: 3 Period: 01/24 (01/31/2024) Feb 09, 2024 10:09AM Created Date Reference Debit Credit Journal Number Payee or Description Amount Amount Balance 210-56720-4850 Donations (continued) YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget .00 Unearned .00 210-56720-4855 Sponsorships 01/01/2024 (00/24) Balance .00 * .00 * .00 01/16/2024 CR 1020864 Hol Stroll&Tree Light Sponsor 2023 - ALL ABOAR 50.00- Description: Hol Stroll&Tree Light Sponsor 2023 - ALL ABOARD NUTRITION 01/31/2024 (01/24) Period Totals and Balance .00 * 50.00- * 50.00- YTD Encumbrance .00 YTD Actual 50.00- Total 50.00- YTD Budget 17,000.00- Unearned 16,950.00 210-56720-4890 Miscellaneous Income 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) 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 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) 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 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 1,250.00 Unexpended 1,250.00 210-56720-7000 Grants 01/01/2024 (00/24) Balance .00 * .00 * .00 01/31/2024 (01/24) Period Totals and Balance .00 * .00 * .00 YTD Encumbrance .00 YTD Actual .00 Total .00 YTD Budget 20,000.00 Unexpended 20,000.00 Number of transactions: 7 Number of accounts: 17 Debit Credit Proof Grand Totals: 3,298.32 61,201.50- 57,903.18- Page 7 of 12 BID Coordinator Report February 14, 2024 Upcoming Events:  BID Annual Meeting: Thursday, April 18. o Location at Stubborn Brothers Brewery is confirmed o We’ve had some business and/or property changes in the last couple months so I’ve been working on compiling email addresses and mailing addresses so official invites for the annual meeting can be sent the end of March. o Who would you like to have as a guest speaker at the meeting?  Ladies’ Day: Friday, April 19 o Met with staff at Safe Haven on February 12 to continue planning details of this event. o They will be holding their yoga event at Stubborn Brothers Brewery that evening. o I will be emailing businesses soon to ask who is participating.  ShawanoFest: Saturday, July 13 o Many vendors already signed up (14) o Met with Shawano PD and City staff to discuss closing the 200 block of North Main Street.  Octoberfest: Saturday, October 5 o Many vendors already signed up (21)  Christmas Open House: Ball of the Badges is being held Friday, November 15 so we will plan to have the Christmas Open House the week before. Would you like this to be a Friday only event? Or a Friday and Saturday event?  Santa Parade: Friday, December 6 o We need to select a parade theme for the 30th annual Santa parade. People are already asking!!  2024 event dates are updated on the Shawano Downtown website. New Businesses:  The Ultimate Closet held their grand opening on Saturday, February 3.  DotCom Branding will be opening soon at 201 N. Main Street.  The Stock Peddler will be opening at 100 W Green Bay Street in early April.  JDoggs will be opening soon.  The Avenue will be moving to 142 S. Main Street (former location of DotCom Branding) Additional activities:  Met with new business owner, Ann Lenss of The Ultimate Closet.  Met with Patti Peterson to work on Market Messenger proposal.  Attended SBA webinar  Met with the Advanced Horticulture class at SCHS; they are already working on plans for downtown flowers.  Lots of planning happening in the last month during my “down time” of the year. Page 8 of 12 BID Business Improvement Grant Total Date City was Business Name Renovation Total Grant Invoiced Cost The Stock Peddler $24,241.00 $5,000.00 RICS, INC 204 S Main St $10,100.00 $5,000.00 RICS, INC 206 S Main St $12,000.00 $5,000.00 RICS, INC 108 E Division St $10,000.00 $5,000.00 Ole' Town Tap, LLC (Tony Powers) $18,500.00 $5,000.00 TOTAL $74,841.00 $25,000.00 Funds Funds Requested in Remaining for 2023-2024 Grants Funds available as of 01/01/2024 $20,000.00 The Stock Peddler Approved 08/24/2023 $5,000.00 $15,000.00 RICS, INC 204 S Main St Approved 09/20/2023 $5,000.00 $10,000.00 RICS, INC 206 S Main St Approved 09/20/2023 $5,000.00 $5,000.00 RICS, INC 108 E Division St Approved 11/20/2023 $5,000.00 $0.00 Ole' Town Tap, LLC (Tony Powers) Approved 01/08/2024 $5,000.00 -$5,000.00 Dotcom Branding, 201 1/2 N Main ($5,000 Application received 01/16/2024 Ultimate Closet Too, 146 S Main ($3,350) Application received 01/30/2024 Funds available as of 02/09/2024 $25,000.00 -$5,000.00 Page 9 of 12  Business Improvement District Action Item Meeting Date: February 14, 2024 Submitted By: Lindsay Johnson, Coordinator Agenda Category: Action Item Title: Market Messenger Advertising Proposal 2024 Subject: The approval of this action item would give Shawano Downtown bi-weekly presence in the Market Messenger during non-event months. During event months, Shawano Downtown ads would be the feature. Background:  In 2023, Shawano Downtown placed local focus ads in non-event months and placed event ads during event months.  New approach for 2024: o Map of downtown – this has been a request by many businesses. They wish they had something to hand out to visitors. So this would fulfill that request as well as the need for a map for the Sip, Swirl & Stroll (feedback from the 2023 event), and would showcase the participating level of our events.  Patti Peterson will outline the proposal in more detail during the meeting. Financial Considerations:  This expense is budgeted in Advertising/Promotions cost area (210-56720-3120). Recommendation: Recommend moving forward with the proposal from The Market Messenger, not to exceed $3500. Page 10 of 12  Shawano Business Improvement District Marketing Proposal April 1 – December 31, 2024 BID Map Creation – see sample from Stillwater, MN The purpose of the map is two-fold: 1. Market Messenger advertising Of the 2024 events, three are “location-driven” by the businesses who choose to participate. The 4th event, Holiday Stroll & Tree Lighting, could use the map to highlight the Holly Jolly Trolley route. 1. Ladies’ Day 2. Sip, Swirl & Stroll 3. Witches’ Night Out 4. Holiday Stroll & Tree Lighting (Holly Jolly Trolley route) The proposed map can be used as a “header” to direct shoppers to the participating businesses by highlighting them on the map. Ad space can then be purchased by the various businesses and placed under the map header. 2. Tear-off padded maps for directing shoppers Once the map is created, we can have them printed and padded into tear-off sheets for businesses to provide for shoppers. Value Added Content • Press releases and color photos will be printed prior to each event. • Santa Parade winner photos will be printed. • Map customization will be included for each event header. 503 S. Main St., C3 Shawano, WI 54166 715.853.4738 www.cppsite.com Page 11 of 12  2024 Events April - Ladies Day | June – Sip, Swirl & Stroll July - ShawanoFest | October - Octoberfest and Witches Night Out November – Holiday Stroll & Tree Lighting | December - Santa Parade Proposed Advertising Schedule 2 ads per event for ShawanoFest and Octoberfest 1st ad….1 to 2 weeks prior to event - 2 columns wide (3.25”) x 5” high ad - $100 2nd ad…few days to one week prior to event - 3 columns wide (5”) x 7” high ad - $210 Investment per Event …$310.00 - The rate is $10.00 PCI - Business ads will be grouped for greater event impact. 1 small ad and Map Header per event for Ladies’ Day; Sip, Swirl & Stroll; Witches’ Night Out and Holiday Stroll & Tree Lighting 1st ad….1 to 2 weeks prior to event - 2 columns wide (3.25”) x 5” high ad - $100 Map Header…few days to one week prior to event - 6 columns wide (10.25”) x 7” high - $420 Investment per Event …$520.00 - The rate is $10.00 PCI - Business ads will be grouped for greater event impact. April…..Small Ladies’ Day ad and Map Header for grouping $520.00 June….. Small Sip, Swirl & Stroll ad and Map Header for grouping $520.00 July…… Both sizes ShawanoFest ads $310.00 Sept….. Small Octoberfest ad $100.00 Oct……. Large Octoberfest ad, $210 and Small Witches Night ad, $100 & Map Header for grouping, $420 $730.00 Nov…… Small Holiday Stroll ad, $100 and Map Header for trolley route, $420 and small Santa Parade ad, $100 $620.00 Investment with events as shown: $2800.00 Map creation and printing (estimate) 700.00 TOTAL ANNUAL INVESTMENT $3500.00 503 S. Main St., C3 Shawano, WI 54166 715.853.4738 www.cppsite.com Page 12 of 12