Walker Downtown Development Authority

City of Walker Walker Downtown Development Authority Agenda Fire Station #2 - Upper Level 4243 Remembrance Road NW Tuesday, October 15, 2024 at 7:30 AM 1. Call Meeting to Order - Record Attendance 2. Approval of Minutes a) September 17, 2024 3. Financial Report a) DDA Attachment 4. Streetlight Project Update 5. Business Relations Manager Updates a) Placer AI Demonstration b) Other Updates 6. Discuss RFP for "Standale Station" a) RFP Attachment 7. Planning Updates 8. Other Business/Updates 9. Next Meeting Date and Time - Tuesday, November 19, 2024 at 7:30 AM 10. Adjournment If you have any questions or are unable to attend a meeting, please contact Jessica Marion at 616.791.6878 Page 1 of 9 Page 2 of 9  City of Walker Walker Downtown Development Authority Tuesday, September 17, 2024 7:30 AM - City Commission Chambers 4243 Remembrance Road NW 1. Call Meeting to Order - Record Attendance The meeting was called to order by Chair D. Brinza at 7:30 am. Members present: D. Brinza, D. Prato, J. DeGroot, G. Carey, L. McNees, D. Schmalzel, and S. Zokoe. Members absent: R. Smith, C. Ludwick, M. Grooters and T. Hiller. Also present: City Engineer Scott Conners, DPW Director Gary Postema, Communications Manager/DDA Business Relations Manager Nicole DiDonato, Planning Director Paula Priebe, Dept. Specialist for Elected Official Emily Mankel, and Assistant City Manager Frank Wash. 2. Approval of Minutes Motion by G. Carey, supported by J. DeGroot, to approve the minutes of the August 20, 2024, DDA Meeting. Motion carried. 3. Business Relations Manager Updates N. DiDonato reviewed the project investment phases of the New Moon branding strategy. She stated she was looking for approval from the DDA to move forward with Phase 2 involving creative brand development and style guide services. There was discussion held. Motion by D. Prato and support by J. DeGroot to move forward with phase two of the branding strategy. Motion carried. There was discussion by members regarding the benefit of attending the MDA training session held in Ada on August 27th. 4. Review and Discuss RFP for "Standale Station" F. Wash reviewed the Draft DDA Plan RFP with the DDA members. F. Wash requested the members to define what the scope of the project will be, clarify the components of the team and what the budget is not to exceed. There was discussion held by members and city staff present. S. Conners stated the project has 3 phases of plans: planning, engineering and construction that would take place to implement. Members agreed that the focus would be on the sub-standale area and the plan will include the park. Members stressed the importance of making a connection between the Cummings Community park and the DDA district. Members also agreed that deliverables will be defined and part of the RFP planning side which will request a plan or proposal for a design phase not to exceed $75,000. F. Wash stated he would revise the RFP to include the items as discussed and bring the revised version back to the members for review. 5. Planning Updates Page 3 of 9   Tallman woods off Cummings Avenue is a 22-unit condominium which is currently working on the infrastructure construction. Building permits have been submitted, so construction will be underway soon. 6. Other Business/Updates  S. Conners provided an update on the Streetlight project. He informed members that the there was a delay due to the poles being delivered without the light fixtures.  D. Brinza requested to have the City Treasurer present at the next meeting to provide a quarterly budget update for the DDA.  S. Zokoe stated that the Walker Chambers will hold a career fair planned for October 22. 7. Next Meeting Date and Time - The next Walker Downtown Development Authority meeting is scheduled for Tuesday, October 15, 2024 at 7:30 AM at Fire Station #2 8. Adjournment - Motion by G. Carey, supported by D. Prato to adjourn the meeting at 8:11 am. Motion carried. If you have any questions or are unable to attend a meeting, please contact Jessica Marion at 616.791.6878 Page 4 of 9  Page 5 of 9 WALKER DOWNTOWN DEVELOPMENT AUTHORITY FUND 10/10/ — 2024 Revenues and Expenditures Budget to Actual Month # DDV Fiscal Year End June 30, 2025 3 ADOPTED Variance General Ledger # Account Name FY 2024/25 Budget Budget /(Negative) REVENUES 248-000-404.000 Property Tax Collections $720,000.00 $180,000.00 $542,221.33 $362, 248—000—665000 Interest on Investments $25,000.00 $6,250.00 $32,930.99 221.33 $26,680. TOTAL Revenues $745,000.00 $186,250.00 $575,152.32 99 $388, 902.32 EXPENDITURES — 248—572—705000 Salaries DDA $39,000.00 $9,750.00 $10,460.87 $710.87 — 248—572—712000 FICA Expense Payroll Tax $2,984.00 $746.00 $778.84 $32.84 248-572—713.000 Employee |nsurance—Health/DentI/Life/Dis $7,700.00 $1,925.00 $754.30 ($1,170. 248-572—713.1OO Retirement Health Savings Contribution $800.00 $200.00 $209.23 70) $9.23 248—572—714000 Pension Exp—401ADefined Contribution $3,200.00 $800.00 $836.88 $36.88 248-572-727000 Office Supplies $100.00 $25.00 $0.00 ($25.00) 248-572-807400 M45 Tunnel Maintenance $10,000.00 $2,500.00 $2,845.39 $345.39 248—572—826000 DDA Legal Expenses $15,000.00 $3,750.00 $0.00 ($3,750. 248—572—827.100 Engineering Services $5,000.00 $1,250.00 $0.00 00) ($1,250. 248-572—894000 Special Events / Promotional $2,000.00 $500.00 $5,000.00 00) $4,500.00 248-572-938.200 Special Assessments—Streetscape $2,400.00 $600.00 $0.00 ($600.00) 248—572—956150 Computer Software Maint Fee $13,000.00 $3,250.00 $0.00 ($3,250. 248—572—961 .000 Training / Conferences $1,200.00 $300.00 $300.00 00) $0.00 248-572-961.100 Memberships & Dues $300.00 $75.00 $250.00 $175.00 — 248-572—964.100 Prop Tax Refunds MTT/STC Order Changes $2,000.00 $500.00 $0.00 ($500.00) 248—572-984020 Development Plan Projects $50,000.00 $12,500.00 $94,589.70 $82,089. TOTAL Expenditures $154,684.00 $38,671.00 $116,025.21 70 $77,354. 21 Revenues Over/ (Under) Expenditures $590,315.00 $147,579.00 $459,127.11 $311, Transfer from Fund Equit 548.11 CASH BALANCE - — 248-000-001.100 Cash Operating Macatawa Bank $123,160.08 - — 248-000—001. 105 Cash TIFA Accounts Macatawa Bank $3,524,811.20 TOTAL Cash Balance at 09/30/2024 $3,647,971.28 LESS: Project Commitments ($1,589,231.00) Bid Amount for Street Lighting Improvements ADD: Project Payments to Date $220,234.05 Payments to Contractor Since Beginning of AVAILABLE Cash Balance at 09/30/2024 $2,278,974.33 Page 1 of1  Page 6 of 9 WALKER DDA STREETSCAPE SPECIAL ASSESSMENT FUND 10/10/ — Revenues and Expenditures Budget to Actual Month # 2024 DDV Fiscal Year End June 30, 2025 3 DDA Fund 251 Jul 2024 - September 20 ADOPTED 24 Variance General Ledger # Account Name FY 2024/25 Budget Budget /(PNegative) REVENUES o 251-000-454000 Current Revenue-SAD Principal $128,800.00 $32,200.00 $0.00 s($32,200 ti .00) 251—000—474000 Interest on SAD Rolls $600.00 $150.00 $0.00 ($150.00) v 251—000—665000 Interest on Investments $3,500.00 $875.00 $1,063.39 e$188.39 TOTAL Revenues $132,900.00 $33,225.00 $1,063.39 ($32,161 .61) EXPENDITURES 251—574—730000 Postage $75.00 $18.75 $0.00 ($18.75) — 251—574—807200 Landscaping Contracted Maintenance $95,000.00 $23,750.00 $27,600.00 $3,850.00 251-574-920.100 - Utilities Electric $3,500.00 $875.00 $325.13 ($549.87) — — 251—574—920350 Utilities Water Irrigation $24,000.00 $6,000.00 $4,929.93 ($1,070.07 251—574—934000 Repairs & Maintenance $3,000.00 $750.00 $0.00 )($750.00) 251-574-934050 - Repairs & Maint Streetlights $7,500.00 $1,875.00 $0.00 ($1,875.00 251—574-934.100 - Repairs & Maint Irrigation $20,000.00 $5,000.00 $0.00 )($5,000.00 — 251—574—962.100 Reimbursement City Incurred Expenses $35,000.00 $8,750.00 $0.00 )($8,750.00 — 251—574-976.495 Equipment Purchase Sidewalk Plow $10,500.00 $2,625.00 $10,066.00 )$7,441.00 TOTAL Expenditures $198,575.00 $49,643.75 $42,921.06 ($6,722.69 ) 251-000—684900 Revenues Over / (Under) Expenditures ($65,675.00) ($16,418.75) ($41,857.67) ($25,438 Transfer from Fund Equit .92) CASH BALANCE - — 251-000—001.100 Cash Operating Macatawa Bank $43,811.04 251—000-001.350 - Cash Independent Bank $76,433.58 TOTAL Cash Balance at 09/30/2024 $120,244.62 LESS: Project Commitments $0.00 AVAILABLE Cash Balance at 09/30/2024 $120,244.62 Page 1 of 1  1 REQUEST FOR PROPOSALS CENTRAL STANDALE SUBAREA PLAN October 15th, 2024 Introduction: The Standale Downtown Development Authority (DDA) of the City of Walker invites qualified consulting teams to submit proposals for the first of a three-step process aimed at developing and implementing a strategic plan for the Central Standale Subarea. The Central Standale Subarea is defined as certain properties on the north side of Lake Michigan Drive (M-45) between Cummings Avenue and Kinney Avenue. Please see Attachment A for a map of the Central Standale Subarea. The selected team will work closely with the DDA, city officials, stakeholders, and the community to develop a forward-thinking, creative, and actionable strategic plan that addresses current subarea strengths and challenges while identifying and leveraging opportunities for the future. Most of this work will take place during public meetings. Background: Members of the DDA have identified the Central Standale Subarea as a critical component within the district. This finding was made after a walk through the subarea, followed by strategic group deliberations. The DDA hopes that this subarea planning process will lead to implementation projects that will be added to an updated Tax Increment Financing (TIF) Plan document. Scope of Work – Step 1 - Strategic Plan Development and Production: The scope of work for this Phase 1 process includes the following subarea planning tasks, which will largely be completed during public meetings with the DDA: • Review and analysis of current land use and infrastructure conditions. • Identification of current and perceived strengths and challenges. • Identification of future and potential opportunities and limitations. • Draft Plan Development and Content o Incorporate analysis and SWOT information o Develop a vision statement and guiding principles o Identify key details for public improvements, new development, and redevelopment o Provide recommendations for funding mechanisms, including TIF, grants, bonds, and public-private partnerships o Develop a phased implementation plan with timelines, responsible parties, and performance metrics o Identify recommended Step 2 processes and scope of work. • Final Plan Preparation and Content o Distribute draft plan to DDA and other stakeholders for review and feedback o Incorporate feedback and finalize the plan for adoption by the DDA. Proposal Content: Proposals should include the following information: • Cover Letter – A brief introduction to the team and its interest in the project W:\Managers\DDA\DDA_Subarea_Plan_2024-25\Draft_2_RFP_DDA_Subarea_Plan_10-15-24.docx Page 7 of 9  2 • Team Overview – Description of the team and firm(s), including size, services, and relevant experience • Project Team – Resumes and qualifications of key project personnel • Approach and Methodology – Detailed description of the proposed approach and methodology to complete the scope of work as detailed herein • Timeline – Proposed project timeline with key milestones and deliverables • Budget – Detailed budget proposal, including a breakdown of costs • References – Contact information for at least three relevant references. Evaluation Criteria: Proposals will be evaluated by the DDA based on the following criteria: • Experience and Qualifications – Demonstrated experience with similar projects and qualifications of the project team • Approach and Methodology – Understanding of the project requirements as stated herein • Community Engagement – Strategies for effective DDA, stakeholder and community involvement • Cost and Timeline – Reasonableness of proposed budget and timeline • References – Feedback from relevant professional references. Submission Instructions: Responding teams should submit eleven (11) hard copies of their proposal, plus all proposal documents in PDF, to Darrel Schmalzel, Walker City Manager, by October __________, 2024. Questions and comments should be directed to the City Manager as follows. Darrel Schmalzel – Walker City Manager 4243 Remembrance Road NW Walker, MI 49534 616-791-6787 dschmalzel@walker.city Terms and Conditions: The Standale Downtown Development Authority (DDA) reserves the right to reject any and all proposals. All proposals become the property of the DDA. The DDA is not responsible for any costs incurred by proposers in preparation and submission of their proposals. Thank you for your interest in this important project. W:\Managers\DDA\DDA_Subarea_Plan_2024-25\Draft_2_RFP_DDA_Subarea_Plan_10-15-24.docx Page 8 of 9  Appendix A City Owned Central Standale Subarea Page 9 of 9 City Owned City Owned GVSU Owned Rapid Owned