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08/07/2012 06 DYBID Advisory Board Initial Quarterly Report to City Council } M „ry BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of: August 7, 2012 ITEM TITLE: - Downtown Yakima Business Improvement District (DYBID) Advisory Board's Initial Quarterly Report to City Council SUBMITTED BY: Brad Christianson, DYBID Advisory Board Chairman Chris Waarvick, Director of Public Works CONTACT Chris Waarvick, Director of Public Works, 576 -6411 PERSON /TELEPHONE: SUMMARY EXPLANATION: , Soon after the City Council re- established the assessment district for downtown safety and maintenance services they established the Downtown Yakima Business Improvement District Advisory Board. This board's function is to provide advice to City Council on the performance and outcomes of the safe and clean efforts funded by the assessments levied on the businesses and property owners within the district. The Board was selected after a comprehensive ballot effort of those within the DYBID Assessment Area (map attached). Brad Christianson, Board Chairperson, will present the Board's initial quarterly report to City Council (verbally). Much progress has been made with the district's new clean and safe contractor, Block By Block, though numerous challenges remain. A new website at "DYBID.org" is now active to receive inquiries and requests for BBB assistance. Additional information is available on the website. BBB will provide frequent reports regarding their activities in the assessment area. Those will be available on the website. DYBID Report, Resolution Ordinance Other Supporting (specify) documents & information Contract: Mail to: Contract Term: Amount: Expiration Date: Insurance Required? No Funding Phone: Source: APPROVED FOR SUBMITTAL: City Manager STAFF RECOMMENDATION: Staff respectfully requests City Council's attention to the DYBID initial quarterly report and accompanying information. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Block by Block memo ❑ Map ❑ 2012 DYBID Advisory Board List ❑ By -Laws ❑ Establishing Ordinance ❑ Flyers ❑ Web Site page with Link BLOCKbY BLoc AN SMS HOLDINGS COMPANY Memorandum July 31, 2012 To: Mayor, Members of City Council and City Manager From: Sean Hawkins, Project Manager, Block by Block It is Block by Block's pleasure to be serving the City of Yakima and the Downtown Yakima Business Improvement District with our new Ambassador team. It is our goal to create the highest quality Ambassador program for all the Improvement District customers we serve and Downtown Yakima is no different. We do this by customizing our services to what we see as the highest priority projects we see in the field and by working and listening closely to the stakeholders who pay for our services. We spent July 1st and 2nd performing classroom training with our new staff to prepare them for the variety of situations they would face while working in the public space of downtown. The topics included "customer service ", "perceptions ", "how to be a great witness ", "observe and report", "attention to detail cleaning ", "warm weather awareness" and more. When we began our services in the field on July 3` we were met with a variety neglected conditions due to there being limited services performed in downtown since the previous September. We found hundreds of graffiti tags, a number of broken pieces of irrigation and nearly every planted and landscaped area in need of weeding or pruning. As our first month of services comes to an end, I'm happy to report that we have nearly addressed the backlog of maintenance issues we were hired to handle. We look forward to keeping this level of quality throughout downtown. I am proud of our new Ambassador staff. It's not the easiest task to be met with a backlog of maintenance issues and the intense sun of July at the same time. They have responded enthusiastically and did their work with a great deal of pride. Their pride grew daily as they were greeted with numerous appreciative comments from the business community, visitors and residents for their hard work to make downtown look its best. A visible Ambassador team is a key element of a revitalization strategy for Downtown Yakima. In the months ahead, we look forward to sharing our monthly progress with you and the ratepayers of the DYBID through monthly reports which will include statistical progress, "before and after" photos and narratives profiling our progress. Further, we look forward to doing business outreach work to ensure that the ratepayers of the DYBID know how to contact us when they need services performed in their part of downtown. Thank you for your support. 2929 S. FLOYD STREET, LOUSIVILLE, KY 40209 — TOLL FREE: 888.457.2646 www.BLOCKBYBLOCK.com Downtown Map .v .-- \,.-":..-,-,-..=, \ , C. k W -dA \'';- .' :- \ \-....-\':-- ' .-- . -- - - - \ ' \ 4 n ." \ :"-\\ .\ \-..\:- \r A , W.-5 \:-.---, \ --\ A -- --. \--_-.\ ■ - , - 2.. - (-'--- ---, \ \ \ li__L 1.1_1 I \ r_ i _ _ 1 \ ---X X \ : .\,--- ''., '._,..-„ ■ ' 1 a -I - 1 I-I 1 L\ \ _\ \ _ 1 = ' - , -774=-7 - - -1. 1,-. • \- - - \ \ \ \ - -1- 1 \-- - :.•-, - - '-`, 1,. - • -'•., -. . --.- -1 ■ \ ,-.,. — \ \ \ \ \ \ \ \ ---..\ \. 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' ' Downtown Yakima Business Improvement District 2012 Advisory Board Verlynn Best verlynn @yakima.org Kathi Bonlender bonlenderr @charter.net Steve Buck buckluck @fairpoint.net Brad Christianson brad @yakimaace.com Larry Hull Tarr @me y alodonllc.net Y g Joe Mann ronscoin @hotmail.com Rhonda Ostriem Rhonda @gkpins.com DYBID ADVISORY BOARD BY -LAWS PURPOSE As created by the City of Yakima, Washington per Ordinance 2012 -01 on January 10, 2012, an advisory board of 7 members of assessed property or business owners within the DYDID (Downtown Yakima Business Improvement District) district as described in the DYBID Ordinance 2012 -01 dated January 10, 2012, shall oversee the operation, maintenance and improvement of the downtown core of Yakima. Our responsibility is to oversee the improvements in the business district and to be a Voice of the Downtown Businesses to the city government. Our Goal is to represent business and property owners, promote economic vitality to our Downtown and be proactive in the betterment of our Downtown. Membership Members of the DYBID are property or Business owners whose properties or businesses are located within the boundaries set forward by Ordinance of Yakima City Council Ordinance #2012 -01, and have paid their assessments as established by the ordinance. ADVISORY BOARD The advisory board shall consist of 4 assessed property or business owners whose properties or business are located within the Zone 1 district and 3 members whose properties or business are within the Zone 2 of the DYBID. The district's boundaries are described in 2011 -58, Ordinance as designed by the Yakima City Council in the creation of the Business Improvement district. To be eligible to run for the advisory board, a candidate must be current with the DYBID assessments on their business or property within their zone classification. Board members shall serve a three year term with a limit of three consecutive terms by any one member. Any mid -term vacancy shall be filled for the unexpired term in the same manner as established for the general board election process from the same zone from which the vacating Board member had been selected. If a member of the board does not attend two consecutive regular meetings, unless excused by a vote of the board, his or her membership shall automatically terminate and a replacement member shall be elected by the election process set forth in the by -laws. Board members' terms are to start on the first of January with elections in November of each year to fill board member terms that expire or are vacated. Board members must remain compliant with their assessments to be in good standing. Failure to pay assessments will disqualify them as a board member and an election will take place to fill their seat on the board. During the first Board meeting in January each year, the advisory board shall elect a Chairperson, Vice Chairperson and Secretary. The Chairperson shall preside over regular and special meetings and represent the Board in Quarterly reports to the city council. The Vice Chair person shall preside over DYBID functions in the absence of the Chairperson. The secretary is responsible for the minutes of all the meetings and shall send said minutes to the City Manager and City Council. A quorum of at least 4 members is necessary to conduct a business meeting. ELECTION PROCESS The board shall ask for nominations to fill positions of the member(s) whose terms are set expire on the 31st of December each year. The board will send notification by electronic communication or mail, at the Boards discretion, to DYBID members of the Zone or Zones from which the board member(s) whose terms are set to expire were elected. Candidates who are applying for the board position(s) must be current in all assessments of the DYBID to be qualified to run for the position. Ballots shall be distributed to each property and /or business within the DYBID zone. There shall be one vote per property or business within the district from which a vacancy exists. A simple majority of votes shall determine the winner. Board members' three year terms shall start on January 1st of the year after the election and end on Decem 31st. The board shall elect the chairperson, vice chair person and secretary at the first meeting of the board at the f meeting of each year. MEETINGS Advisory Board meetings shall be held in the location place designated by the Advisory Board. The Board is required to meet at least once every three months. Meetings shall be open to the assessed participants of the DYBID as well as the general public. Meeting schedules will be posted electronically and shall be posted by the City of Yakima. Special meetings may be called at any time by the chairperson or by any three Board members requesting a special meeting, with 24 hour notice of the Special meeting to the members and public.. Minutes of each meeting shall be kept by the secretary and sent to the City Manager and City Council. The purpose of the public meetings is to consider and discuss input from the assessed business and property owners within the DYBID, the quality and sufficiency of the services provided by the entity or entities contracting with the City for services described in the DYBID establishing ordinance, and generally how the District might better meet the desires of those assessed for the services provided. The board shall communicate the reports, requests and recommendations generated as a result of the regular Board meetings to the city council on a regular basis. COMMITTEES The chairperson, with consent of the DYBID Advisory Board, may appoint ad hoc committees to help the Board wit issues that concern the Board and the welfare of the DYBID. Committees may not exceed 5 persons unless specifically approved by the Chairperson. Non assessed business or property owners may be appointed to a committee. AMENDMENT OF BY -LAWS These by -laws may be amended by a two- thirds vote of the DYBID Advisory Board at any meeting in which there is complete attendance of all the members of the Board. ADOPTED BY TH YBID ADVIRORY BOARD L I d 7 Chairperson A Vice Chairperson P I ML t , 0_ A At .A .4 /A ecretary ZJ 7 t i a Date ORDINANCE NO. 2012 -01 AN ORDINANCE concerning Administration, establishing a new Chapter in the Yakima Municipal Code providing for the formation of a Downtown Yakima Business Improvement District Advisory Board and defining the membership, authority, obligations and responsibilities of said Board; and adding Chapter 1.33 to the Yakima Municipal Code. BE IT ORDAINED BY THE CITY OF YAKIMA: Section 1. Chapter 1.33 is added to the Yakima Municipal Code as a new Chapter, to provide as follows Chapter 1.33 Downtown Yakima Business Improvement District (DYBID) Advisory Board Sections: 1.33.010 DYBID Advisory Board created. 1.33.020 Election and term of members. 1.33.030 Appointment of the chairperson, vice - chairperson, and secretary. 1.33.040 Meetings — Removal of members. 1.33.050 Duties. 1.33.010 DYBID Advisory Board created. A DYBID Advisory Board is created as an advisory body to make recommendations to the city council on issues affecting the operation of the DYBID formed by city council through Ordinance 2011 -58. The Advisory Board shall provide a direct line of communication between the assessed participants of the DYBID and the city council and shall generally provide the council with reports of the sufficiency of the services provided through the District, complaints or observations from assessed members of the District and requests for consideration of modifications to the District to meet the intended and expressed goals described in the ordinance establishing the DYBID. 1.33.020 Election and term of members. A. The DYBID Advisory Board shall consist of seven members elected from among the assessed business owners and operators within the DYBID by the District's assessed business owners and operators. 1 Election Committee. To facilitate selection of the initial DYBID Advisory Board the City shall request applications from business owners and operators assessed by the DYBID who wish to serve on an election committee for the purpose of electing the Advisory Board members. The city council Citizens Boards, Committees and Commissions Nominating Committee shall select five individuals from among the applicants to the election committee and those five individuals shall then conduct an election process culminating in the election of seven Advisory Board members from among the business owners and operators assessed by the DYBID who choose to seek election, all in accord with the provisions of this Chapter. The application opportunity for selection to the election committee shall be open to submission of applications for approximately four weeks; at the conclusion of that application period the council Committee shall select the five - member election committee from among the applicants, The election committee shall meet within one week of notification of selection to initiate the 1 election process in the manner they choose. Members of the election committee may also seek election to the Advisory Board. Upon completion of the initial election process and the identification of the seven - member Advisory Board the election committee shall disband and cease to function. 2. Advisory Board. The Advisory Board representation shall be comprised of seven members, four members elected from the Zone 1 DYBID assessment area and three members elected from the Zone 2 DYBID assessment area. This ratio of representative Board members shall be maintained in all subsequent elections to Advisory Board positions. Following the initial election process the Advisory Board shall be responsible to conduct all subsequent application and election processes on behalf of the District, in a manner consistent with this Chapter and as decided upon by the Board. The specific application and election process shall be described in the Advisory Board By -Laws established by the Board. B. All Advisory Board members must represent business owners and operators assessed by the DYBID and shall reflect the diversity of population of the city of Yakima, including its racial, sexual, ethnic, cultural, educational and work force segments as well as other aspects of the • community C. Each Advisory Board member shall serve a three year term and shall be eligible for re- election, with a limit of three consecutive terms served by any individual member; provided, the Board members initially elected to the Board shall serve terms as follows: two Board members shall be elected from Zone 1 for one -year terms, two Board members shall be elected from Zone 1 for two -year terms and three Board members shall be elected from Zone 2 for three - year terms. Any mid -term vacancy shall be filled for the unexpired term in the same manner as established for the general Board election process and in accord with the terms of this Chapter. Any vacancy shall be filled by election of an applicant from the same Zone from which the vacating Board member had been selected. 1.33.030 Appointment of the chairperson, vice - chairperson, and secretary. A. Upon the first meeting of the Advisory Board following initial appointment and thereafter annually at the first meeting of the Advisory Board after January 1st of each year, the members of the Board shall appoint one of their number as the chairperson, one as vice - chairperson, and one as secretary, which persons shall hold office for one year and until their successors are appointed. Board members appointed to the positions identified in this section may be re- appointed for up to three consecutive terms to the same position. 1.33.040 Meetings — Removal of members. A. The Advisory Board shall hold a regular meeting at least once every three months (quarterly). The meetings shall be open to the assessed participants of the DYBID as well as the general public. If a member of the Board does not attend two consecutive regular meetings, unless excused by vote of the Board, his or her membership shall automatically terminate and a replacement member shall be elected in accord with the provisions of this Chapter. Special meetings may be called at any time by the chairperson, vice - chairperson or by three Board members requesting a special meeting. Minutes of each meeting shall be kept by the secretary and sent to the city manager and city council. B. Any member of the Board may be removed from the Board by a vote of the majority of the Advisory Board members. Any resultant vacancy shall be filled for the remainder of the term assigned to the vacated position in accord with the provisions of this Chapter. 1.33.050 Duties. The DYBID Advisory Board shall: 2 A. Hold a Board meeting within one month of the appointment of the initial Board members, during which the positions identified in section 1.33.030 shall be decided, and during which the Board members shall prepare a set of By -Laws to provide for the orderly conduct of the meetings and business of the Advisory Board, establishing the specific means by which the . objectives and requirements of this Chapter shall be met and generally establishing the operational framework of the Advisory Board B. Meet together as a Board, making provision for DYBID assessed business owners and operators that choose to attend said meetings to be present and permitted a reasonable opportunity to participate therein. The Board shall consider and discuss input from the assessed business owners and operators within the DYBID, the quality and sufficiency of the services provided by the entity or entities contracting with the City for the services described in the DYBID establishing ordinance, and generally how the District might better meet the desires of those assessed for the services provided The Advisory Board shall be expected to communicate the reports, requests and recommendations generated as a result of the regular Board meetings to the city council on an ongoing basis. C. Appear before the City Council on a quarterly basis at a time set by cooperation of the Board chairperson and the Yakima City Clerk, at which time the Board representative shall present any reports, concerns or requests that the Board would like the city council to consider on behalf of the DYBID. No less than annually the Board shall submit a written advisory report to the city council that comprehensively describes the prior year's service performance and how . well expectations consistent with the Scope of Services identified in the DYBID establishing ordinance have been accomplished. The annual report will also include all recommendations of the Board regarding the continuing operation of the District. D. Consider unresolved complaints and disagreements between assessed business owners and operators and those providing services on behalf of the DYBID and advise the city council of issues requiring attention. E. Perform such other duties as the Board deems appropriate to fulfill the duties and purposes set forth in this Chapter on behalf of the District. Section 2. If any section, subsection, paragraph, sentence, clause or phrase of this ordinance is declared invalid or unconstitutional for any reason, such decision shall not affect the validity of the remaining portions of this ordinance. Section 3. This ordinance shall be in full force and effect 30 days after its passage, approval, and publication as provided by law and by the City Charter. PASSED BY THE CITY COUNCIL, signed and approved this 10 day of January, 2012. " Ca.zwef ATTEST: K ►MA`4�� Micah Cawley,Mayor / . 1 . *- City Clef-- 1 S;kI Publication Date January 1 3 :';: ' S ii ;- - ~ Effective Date. February 12, 2012 3