Old Webster Business District Advisory Commission

Old Webster Special Business District Advisory Commission MEETING MINUTES APPROVED MEETING DATE: Tuesday, January 24, 2023 LOCATION: City Hall & Zoom CALLED TO ORDER: 8:00 AM MEETING ADJOURNED: 9:16 AM NEXT MEETING: Tuesday, February 22, 2023 NAME PRESENT ABSENT Ron Clipp, Chair X Tim Delanty X Bill Newhouse X Stacie Swederska X Dan Warner X Karen Drexler X David Smith X Vacancy Vacancy Emerson Smith, Council Liaison X Eric Peterson, City Liaison X Also, in attendance: Joe Rath – Former Commission Member Officer Ahmar Rasool – WGPD Traffic Unit Fran Sudekum – Administrative Support APPROVAL OF MINUTES A motion to approve the November minutes was made by Karen Drexler, seconded by David Smith, and was unanimously approved. OLD BUSINESS • Decorative Rooftop Lighting – City staff is acquiring quotes from Summit Electric, Streib Company, and McLaughlin Electrical Services for 79 North Gore and 220 W Lockwood. Quotes should be available next month. • Lamppost Electric Access – The Public Works Department is gathering quotes to add electrical access to the District’s lampposts. The cost is expected to be quite expensive. If that is the case, the project would be a capital improvement cost and a discussion would need to take place to roll it into the City’s Capital Plan; it would not come out of the District’s budget. • Decorative Sign Replacement – Tim Delanty will pursue reproducing the design for the decorative 2-hour Old Webster parking signs and will bring an example to the next meeting. Werremeyer Creative created the original work, but they no longer have it. Engraphix Architectural Signage in Brentwood produced them. • District Bench Replacement – Ten new metal benches have been distributed throughout the District. The memorial plaques that were on the old benches will be reused on the new benches. • Trash Cans – Trash cans ordered in last year’s budget have been put out. 1 of 3 • Hardscape Update – The City has received a grant to redo the natural areas by Dewey's Pizza and in front of Straub’s Market (no cost to the District budget). • Commission Report to City Council – Commission Members identified the top goals of the Commission as events, beautification, advertising, and parking. NEW BUSINESS • Special Activities Permit – Cinco de Mayo Run – If the logistics are the same as in previous years, Commission Members are fine with the event and don’t require the organizers attend next month’s meeting in person to present. Budget Discussion • Parks Department Services – The Budget Worksheet Report (Appendix A) shows a breakdown of the Parks Department “Transfer Out” portion of the budget by line item. The Parks Department maintains the plants and flowers in the districts as well as shoveling snow. The 600 categories relate to personnel services. The 724 category is for the soil and flowers for the pots and baskets. This report reflects the total for all three business districts. Each district is then prorated their amount based on assessed value and lane mails with one caveat. One-time charges to a district, such as the new baskets for the Old Orchard District are applied specifically to the associated district. The prorated amounts can be seen on the Revenue Trends Report (Appendix B) under the “Other Financing Sources (Uses) line. The proposed FY24 budget from the Parks Department will be available at the next meeting. • Fiscal 5-Year Plan (Appendix C) – Eric Peterson shared concerns the projected revenues (Appendix B) and expenses (Appendix D) if they remain the same, are trending towards the fund balance being in the red. Bill Newhouse stated historically, the actuals have been the black and not gone into the red and recommended to keep an eye on it. Recurring revenue trends, less one-time items, are down. Contractual Services expense includes costs for the Moody and Gore employee parking lot leases. The lease for the Moody lot includes a 2% increase; the lease is paid 50%-50% District-City. The Gore lot is paid 80%-20% District-City. Its lease is up next year and is due for a resurface. The City will negotiate with the owner to potentially purchase the lot or do another long-term lease. Parking permits for the employee lots could potentially be reinstated as a means to offset the cost of parking. In addition, another suggestion would be to add a parking impact fee associated with the business license as another means to offset the cost of parking. Commission Members are looking for revenue generating ideas. • FY23 YTD Budget Performance Report (Appendix E) – Commission Members reviewed the year-to-date budget performance. Mr. Peterson pointed out items of note. Category 830 Advertising has enough room to cover planned projects as does the other categories. Category 810 Disposal Services from Republic Services for the recycling bin have skyrocketed. That cost has almost doubled. Ron Clipp recently engaged Aspen Waste Systems and may be an option instead of Republic Services. Categories in the 900’s are for City assets. Category 906 Contract Construction was being used for rooftop lighting and will be moved to Category 730. • FY24 Budget Planning – In preparation for next month’s FY24 Budget Planning, Commission Members will review the documents and look to line items within the line items; i.e. how much should Jazz Fest be funded, etc. Members can email Mr. Peterson in advance of the meeting. For next month’s meeting he will put together a draft to work from. Mr. Clipp requested a line-item breakdown of Category 830 Advertising for the meeting. 2 of 3 CITY UPDATE • A kid’s shop is going into the former KIND soap location. • Balkan Treatbox will open a coffee shop called Telva, in the Ridge Room event space at Rolling Ridge Nursery. • Union Bagels had a soft opening. • The permit period for the building next to Regions Bank will expire soon and will need an extension. No contact has been received from the contractors, however. • Going forward Business Licenses Reports will be live on the City website. • City Council is looking at seven vs. nine commission members needed on the business district commissions; employees are eligible. • City Council continues their work on strategic planning; a rough draft should be available in February. • NEXT MEETING – Wednesday, February 22, 2023 at 8:00 AM • Adjournment – Meeting adjourned at 9:16 AM. 3 of 3  01-24-23 OWSBD Minutes Budget Worksheet Report APPENDIX A Budget Year 2023 Account Account Description 2023 Final Fund 01 - GENERAL FUND EXPENSE Department 04 - PARKS & RECREATION Program 38 - PARKS - BUSINESS DISTRICTS PERSONNEL SERVICES SALARIES & WAGES 601 SALARIES 41,497.00 Budget Transactions Level Transaction Number of Units Cost Per Unit Total Amount Final FY22 1.0000 41,496.00 41,496.00 Final JE (C&C=$4680) 1.0000 1.00 1.00 Final Totals $41,497.00 602 PART TIME 23,400.00 Budget Transactions Level Transaction Number of Units Cost Per Unit Total Amount Final .75 FTE (1560 hrs @ $15) 1,560.0000 15.00 23,400.00 Final Totals $23,400.00 695 OVERTIME 2,040.00 Budget Transactions Level Transaction Number of Units Cost Per Unit Total Amount Final Overtime 1.0000 2,000.00 2,000.00 Final Totals $2,000.00 SALARIES & WAGES Totals $66,937.00 FRINGE BENEFITS 609 WORKERS COMPENSATION 3,133.00 696 F.I.C.A. 5,121.00 697 HOSPITAL & MEDICAL INSURANCE 5,700.00 FRINGE BENEFITS Totals $13,954.00 PERSONNEL SERVICES Totals $80,891.00 MATERIALS & SUPPLIES 707 PERSONNEL EQUIPMENT 450.00 Budget Transactions Level Transaction Number of Units Cost Per Unit Total Amount Final Boot program JE 1.0000 100.00 100.00 Final Pants program JE 1.0000 200.00 200.00 Final PPE 1.0000 150.00 150.00 Final Totals $450.00 Run by ERIC PETERSON on 01/21/2023 12:22:26 PM Page 1 of 2  Budget Worksheet Report Budget Year 2023 Account Account Description 2023 Final Fund 01 - GENERAL FUND EXPENSE Department 04 - PARKS & RECREATION Program 38 - PARKS - BUSINESS DISTRICTS MATERIALS & SUPPLIES 724 COMMODITIES BUST DIST 26,900.00 Budget Transactions Level Transaction Number of Units Cost Per Unit Total Amount Final Commodities 1.0000 24,800.00 24,800.00 Final Log Cabin Parking Lot Flowers 1.0000 1,000.00 1,000.00 Final New OO Basket Flowers and Soils 20.0000 55.00 1,100.00 Final Totals $26,900.00 MATERIALS & SUPPLIES Totals $27,350.00 Program 38 - PARKS - BUSINESS DISTRICTS Totals $108,241.00 Department 04 - PARKS & RECREATION Totals $108,241.00 EXPENSE TOTALS $108,241.00 Fund 01 - GENERAL FUND Totals EXPENSE TOTALS $108,241.00 Fund 01 - GENERAL FUND Totals ($108,241.00) Net Grand Totals REVENUE GRAND TOTALS $0.00 EXPENSE GRAND TOTALS $108,241.00 Net Grand Totals ($108,241.00) Run by ERIC PETERSON on 01/21/2023 12:22:27 PM Page 2 of 2  01-24-23 OWSBD Minutes APPENDIX B °WiB§JER G� Revenue Trends FY18-22 by Revenue Classification FY22 FY21 FY20 FY19 AVERAGE GROWTH IN FUND# FUND NAME CLASSIFICATION FY22 ACTUAL FY21 ACTUAL FY20 ACTUAL FY19 ACTUAL FY18 ACTUAL GROWTH GROWTH GROWTH GROWTH GROWTH PERIOD PROPERTY TAX $ 41,023.04 $ 40,776.44 $ 44,536.54 $ 42,155.97 $ 46,404.07 0.60% -8.44% 5.65% -9.15% -2.84% -11.60% LICENSES $ 49,799.47 $ 37,812.45 $ 39,741.59 $ 44,527.58 $ 39,053.88 31.70% -4.85% -10.75% 14.02% 7.53% 27.51% OTHER INCOME $ 6,203.68 $ 269.90 $ 1,693.70 $ 1,949.58 $ 783.90 -82.63% -84.06% -13.12% 148.70% -7.78% 691.39% OLD WEBSTER OTHER FINANCING SOURCES (USES) $ (40,950.00) $(43,324.00) $(39,322.00) $(37,980.00) $(37,240.00) -5.48% 10.18% 3.53% 1.99% 2.55% 9.96% 12 BUSINESS DISTRICT Actual Fund Totals $ 56,076.19 $ 35,534.79 $ 46,649.83 $ 50,653.13 $ 49,001.85 57.81% -23.83% -7.90% 3.37% 7.36% 14.44% Less One-Time Revenues $ 6,156.81 $ - $ - $ - $ - AVERAGING TOTAL Less Transfers $ 90,869.38 $ 78,858.79 $ 85,971.83 $ 88,633.13 $ 86,241.85 15.23% -8.27% -3.00% 2.77% 1.68% 5.37% FY22 FY21 FY20 FY19 AVERAGE GROWTH IN FUND# FUND NAME CLASSIFICATION FY22 ACTUAL FY21 ACTUAL FY20 ACTUAL FY19 ACTUAL FY18 ACTUAL GROWTH GROWTH GROWTH GROWTH GROWTH PERIOD PROPERTY TAX $ 34,684.09 $ 35,408.31 $ 42,054.69 $ 34,916.06 $ 35,064.76 -2.05% -15.80% 20.45% -0.42% 0.54% -1.09% LICENSES $ 21,403.99 $ 15,238.56 $ 23,910.54 $ 17,098.04 $ 24,463.48 40.46% -36.27% 39.84% -30.11% 3.48% -12.51% OTHER INCOME $ 4,278.30 $ 82.63 $ 425.48 $ 505.42 $ 276.09 -82.20% -80.58% -15.82% 83.06% -23.88% 1449.60% OLD ORCHARD OTHER FINANCING SOURCES (USES) $ (34,986.00) $(33,186.00) $(32,435.00) $(31,959.00) $(33,438.00) 5.42% 2.32% 1.49% -4.42% 1.20% 4.63% 13 BUSINESS DISTRICT Actual Fund Totals $ 25,380.38 $ 17,543.50 $ 33,955.71 $ 20,560.52 $ 26,366.33 44.67% -48.33% 65.15% -22.02% 9.87% -3.74% Less One-Time Revenues $ 4,263.59 $ - $ - $ - $ - AVERAGING TOTAL Less Transfers $ 56,102.79 $ 50,729.50 $ 66,390.71 $ 52,519.52 $ 59,804.33 10.59% -23.59% 26.41% -12.18% 0.31% -6.19% FY22 FY21 FY20 FY19 AVERAGE GROWTH IN FUND# FUND NAME CLASSIFICATION FY22 ACTUAL FY21 ACTUAL FY20 ACTUAL FY19 ACTUAL FY18 ACTUAL GROWTH GROWTH GROWTH GROWTH GROWTH PERIOD PROPERTY TAX $ 17,932.73 $ 16,572.71 $ 17,624.90 $ 14,173.61 $ 15,123.73 8.21% -5.97% 24.35% -6.28% 5.08% 18.57% LICENSES $ 10,824.63 $ 10,906.23 $ 4,262.25 $ 9,148.91 $ 9,782.84 -0.75% 155.88% -53.41% -6.48% 23.81% 10.65% OTHER INCOME $ 322.66 $ - $ 1,648.00 $ - $ - 0.00% 0.00% 0.00% 0.00% 0.00% 0.00% CROSSROADS OTHER FINANCING SOURCES (USES) $ (22,678.00) $(22,163.00) $(21,663.00) $(20,825.00) $(20,360.00) 2.32% 2.31% 4.02% 2.28% 2.73% 11.39% 15 BUSINESS DISTRICT Actual Fund Totals $ 6,402.02 $ 5,315.94 $ 1,872.15 $ 2,497.52 $ 4,546.57 20.43% 183.95% -25.04% -45.07% 33.57% 40.81% Less One-Time Revenues $ 322.66 $ - $ 1,648.00 $ - $ - AVERAGING TOTAL Less Transfers $ 28,757.36 $ 27,478.94 $ 21,887.15 $ 23,322.52 $ 24,906.57 4.65% 25.55% -6.15% -6.36% 4.42% 15.46% FY22 FY21 FY20 FY19 AVERAGE GROWTH IN FUND# FUND NAME CLASSIFICATION FY22 ACTUAL FY21 ACTUAL FY20 ACTUAL FY19 ACTUAL FY18 ACTUAL GROWTH GROWTH GROWTH GROWTH GROWTH PERIOD PROPERTY TAX $ 859,229.88 $834,685.11 $846,714.95 $808,208.04 $808,469.74 2.94% -1.42% 4.76% -0.03% 1.56% 6.28% OTHER INCOME $ 332.20 $ 5,559.14 $ 31,830.45 $ 38,193.06 $ 26,242.04 -94.02% -82.54% -16.66% 45.54% -36.92% -98.73% STREET OTHER FINANCING SOURCES (USES) $ - HHHHHH# #HHHHHH $(75,000.00) $ - -100.00% -28.00% 100.00% 0.00% 0.00% 0.00% 6 IMPROVEMENT Actual Fund Totals $ 859,562.08 $732,244.25 $728,545.40 $771,401.10 $834,711.78 17.39% 0.51% -5.56% -7.58% 1.19% 2.98% FUND Less One-Time Revenues $ - $ - $ - $ - $ - AVERAGING TOTAL Less Transfers $ 859,562.08 $840,244.25 $878,545.40 $846,401.10 $834,711.78 2.30% -4.36% 3.80% 1.40% 0.78% 2.98% FY22 l!'Y21 l!'Y20 l!'Yl9 AVERAGE GROWTH IN FUND# FUND NAME CLASSIFICATION FY22 ACTUAL FY21 ACTUAL FY20 ACTUAL FY19 ACTUAL FY18 ACTUAL GROWTH GROWTH GROWTH GROWTH GROWTH PERIOD rev. 01/21/23 01-24-23 OWSBD Minutes APPENDIX C 01-24-23 OWSBD Minutes APPENDIX D  01-24-23 OWSBD Minutes APPENDIX E Budget Performance Report Fiscal Year to Date 01/21/23 Include Rollup Account and Rollup to Account Adopted Budget Amended Current Month YTD YTD Budget - YTD % Used/ Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total Fund 12 - OLD WEBSTER TAXING DISTRICT FUND EXPENSE Department 01 - GENERAL GOVERNMENT Program 77 - OLD WEBSTER 730 OPERATIONAL EQUIPMENT 17,801.00 .00 17,801.00 .00 .00 10,645.76 7,155.24 60 .00 803 PROFESSIONAL SERVICES 6,000.00 .00 6,000.00 .00 .00 1,487.63 4,512.37 25 .00 810 DISPOSAL SERVICES 1,900.00 .00 1,900.00 341.56 .00 2,063.04 (163.04) 109 .00 814 LAND RENTAL 13,250.00 1,968.00 15,218.00 .00 .02 7,078.68 8,139.30 47 .00 823 STREET LIGHTS 1,400.00 .00 1,400.00 .00 .00 399.69 1,000.31 29 .00 830 ADVERTISING 30,000.00 .00 30,000.00 226.25 .00 14,889.71 15,110.29 50 .00 906 CONTRACT CONSTRUCTION 5,000.00 .00 5,000.00 .00 .00 .00 5,000.00 0 .00 Program 77 - OLD WEBSTER Totals $75,351.00 $1,968.00 $77,319.00 $567.81 $0.02 $36,564.51 $40,754.47 47% $0.00 Department 01 - GENERAL GOVERNMENT Totals $75,351.00 $1,968.00 $77,319.00 $567.81 $0.02 $36,564.51 $40,754.47 47% $0.00 EXPENSE TOTALS $75,351.00 $1,968.00 $77,319.00 $567.81 $0.02 $36,564.51 $40,754.47 47% $0.00 Fund 12 - OLD WEBSTER TAXING DISTRICT FUND Totals REVENUE TOTALS .00 .00 .00 .00 .00 .00 .00 +++ .00 EXPENSE TOTALS 75,351.00 1,968.00 77,319.00 567.81 .02 36,564.51 40,754.47 47% .00 Fund 12 - OLD WEBSTER TAXING DISTRICT FUND Totals ($75,351.00) ($1,968.00) ($77,319.00) ($567.81) ($0.02) ($36,564.51) ($40,754.47) $0.00 Grand Totals REVENUE TOTALS .00 .00 .00 .00 .00 .00 .00 +++ .00 EXPENSE TOTALS 75,351.00 1,968.00 77,319.00 567.81 .02 36,564.51 40,754.47 47% .00 Grand Totals ($75,351.00) ($1,968.00) ($77,319.00) ($567.81) ($0.02) ($36,564.51) ($40,754.47) $0.00 Run by ERIC PETERSON on 01/21/2023 12:31:00 PM Page 1 of 1