Board Meeting Minutes – July 17, 2025
Location: Modern Bungalow
Called to Order: Matt Hubbard
Attendees:
● Board Members: Matt Hubbard, Joyce, Phillip
● BID Manager: Jackie Bouvier
● Guests: [Confirm if others were present]
Meeting Schedule
● The board agreed to set regular monthly meetings.
● Proposed: Third Thursday of each month, 9:30 AM (in person or virtual).
● Next meeting scheduled for August 21, 2025
Adjournment
● Meeting adjourned at approximately 4:41 PM.
Minutes prepared by: Jackie Bouvier
Approval of Minutes
● Minutes from the previous meeting were reviewed and approved.
Treasurer’s Report – Joyce
● Year-to-date expenses: $32,816.12
Upcoming obligations: approx. $20,000 in July (tree replacement, repairs, maintenance).
● Key budget notes:
○ Tree replacement reserve is slightly under budget; another $1,500 treatment is
pending.
○ Removing lawns can reduce future expenses.
○ Sprinkler system repairs: $4,236 outstanding.
○ New trees in Mississippi have been stalled; additional decorative rocks are
pending.
● Fixed monthly expenses: approx. $4,571, including:
○ Management (Jackie), electricity, flowers, Google ($72/month), and
maintenance/cleaning.
○ Cleaning services: $1,820/month; initial cleanup $1,480.
● Estimated annual budget: $56,571.
● Current balance and projections reviewed (see attached income/expense sheet).
● Reserve allocation: encourage setting aside funds for at least two tree replacements per
year.
Old Business
● Board Appointments: New member recruitment discussed (Tim and Maris as potential
candidates). Need one additional board member.
● Repairs & Maintenance: Updates on cleanup services, tree replacements, and
streetlight repairs.
● Communication Gaps: Many property owners remain unaware of BID activities;
ongoing outreach required.
New Business
A. Social Media / PR
● Discussion of possible engagement with Persistent PR (Jessica) for local influencer
outreach and branding.
● No immediate action; to be revisited once finances and design guidelines are stabilized.
B. Budget Planning (August & September)
● Property assessments expected in August.
● BID budget submission deadline: September 30.
● Projected revenue: approx. $65,000.
● Potential need for TABOR/mill levy calculations; consultant Linda may be hired to assist.
● The board discussed requirements for any future levy increase (requires election).
C. Vision Planning
● Design and Style Guidelines: Board agreed on the need for consistent aesthetics
(benches, planters, tree beds, signage, gathering areas).
● Zoning Plan: Discussion of long-term planning (10–20 years) for block improvements.
● City Coordination: Matt to meet with city tree bureau before engaging Sanchez for
estimates; city designer to be identified for partnership.
D. Tech & Community
● Google Groups to be created for internal board communication and community
updates.
● Outreach strategy to include flyers, direct mail (with QR codes), and email campaigns to
improve BID awareness.
Merchants Association Request
● Merchants Association requested BID financial support due to Memorial Day rainout
losses.
● BID cannot loan money legally.
● Possible partnership funding for future events discussed, contingent on full financial
transparency and receipts.
● Decision: Request a detailed breakdown from Carla/Lisa before considering any support.
Equipment Sale
● BID’s Razor vehicle (with plow, salt spreader, and GPS) is being listed for sale.
● Estimated value: $18,000–$20,000; minimum acceptable: $15,000.
● Proceeds will fund the snow removal budget for the next year.
Open Session / Discussion
● Lighting repairs are still pending; city and Excel coordination continues.
● BID will push the city for monitoring improvements and possible disruption funding.
● Communications: need regular updates to stakeholders (quarterly reports, email blasts,
and flyers).
● Consensus that BID visibility is improving, but more consistency is needed.
Action Items (CTA)
● Recruit a new board member (inform Len).
● Remove $1,080 lawn budget item (Joyce).
● Matt: Meet with the city tree bureau before contacting Sanchez; align tree replacement
with long-term plan.
● Develop vision plan/themes for block improvements.
● Create Google Groups for board communication.
● Increase visibility: distribute flyers, update website, schedule regular emails.
● Track and schedule responses to emails consistently.
