Board Meeting Minutes – August 21, 2025
Location: Modern Bungalow
Called to Order: Matt Hubbard
Attendees
● Board/Officers: [Chair/President], Joyce (Treasurer), Matt (Board),
● Members/Guests: Tim (Broderick — new business owner), Joel (new to block), [others
present not captured in transcript]
● City/Utilities referenced: City Forester, Xcel Energy, Council Office (Paul Cashman)
● Absent: Jackie (Block Manager/Coordinator; noted as absent)
Recording notice: Chair stated meetings are recorded for accuracy;
recordings/transcripts are available upon request. No objections were raised.
- Approval of Minutes
● Prior minutes were distributed by email to the Board. Hard copies available at the
meeting.
● Motion: Approve prior minutes as circulated.
Second: Yes. Vote: Unanimous approval. Outcome: Carried.
Publishing cadence (minutes & agendas):
● Target going forward: minutes published within 7 days of each meeting; next agenda
posted ~1 week prior.
● Acknowledged August delays due to travel; process being systemized. - Treasurer’s Report – Joyce
Budget status (YTD):
● Planned 2025 revenue (property tax): $56,571
● Actual revenue received to date: $55,322
● YTD expenses: $57,147 → over budget due to long-deferred cleanup, tree
replacements, and addition of Block Manager support.
● Reserve (Tree Reserve): $54,660 available; overage covered from this reserve.
● Asset sale: Polaris Razor sold for $17,000; proceeds moved to reserve.
Notable recurring/expected costs:
● Block Manager (Jackie): $1,800/month
● Front Range maintenance proposal (weekly night cleanup/gutters/issue reporting):
~$1,400/month (under review)
● Google Workspace/email/storage: $72/month
● Electricity (avg): ~$90/month
● Water (avg): ~$50/month
● Seasonal flower/landscape service: noted; clarification needed (statement during
meeting indicated likely $640/biweekly through October; Treasurer to verify and
update ledger).
Trees — recent spend & approach:
● $9,350 for removal/replacement of four problematic trees in Mississippi (included
removal, new plantings, mulch, rock; city approved).
● The strategy is to replace gradually as needed (avoid removing healthy trees) while
saving annually to replant at least two trees per year.
Transparency: Members can request detailed ledgers/vendor payments from the Treasurer at
any time. - Operations & Maintenance
Cleanup & Street Fixtures
● Old/smashed trash cans and redundant metalwork removed; visible improvement noted.
● More trash cans to be installed once a consistent design plan is finalized.
● Some concrete repairs completed; additional priority spots identified (e.g., former
driveway scoop in front of Homegrown—discussion ongoing due to delivery needs).
Sidewalk Repair Assessments
● The city is assessing fees for sidewalk repairs citywide.
● Action: Jackie to ask whether BID commercial sidewalks qualify for city-funded
repairs, and if BID can align planned cuts/expansions (e.g., future tree wells, curb
changes) with city work.
Lighting — Street Poles (Xcel) & Trees
● Many ornamental lamp posts are not lit; Xcel owns/numbers them.
● Prior report of underground cable issue “fixed,” but lights remain out.
● Action: Continue escalation with Xcel and Council Office (Paul Cashman) to restore
pole lighting and arrange cleaning. - Streetscape & Tree Plan
Existing Streetscape Plan
● A landscape-architect plan (2024) exists with a full survey (utilities, rights-of-way).
● Subsequent City Forester feedback: in some spots, extend existing boxes ~10’ rather
than build entirely new wells (more efficient, less disruption).
Access & participation:
● PDF is on the website; 11×17” prints are useful for markup.
● Action: Create a comment-enabled page (WordPress with merchant/owner login, or
Canva board) to collect specific, geolocated feedback (bench/trash/bike rack
locations, tree-well expansions, seating areas).
● Action: Print and share updated 11×17 copies for in-person markups.
Replacement Strategy & Costs
● Concrete cutting on Gaylord will be costlier than the Mississippi segments that were
already open.
● Phasing is referred to as reducing disruption and managing costs; full-block replacement
would be cheaper per unit but may exceed the annual budget.
● Funding: City grants previously unsuccessful; explore fundraisers, sponsorships, and
neighborhood partnerships (e.g., Denver Digs Trees–style residential programs as a
model; outreach to tree farms for deals/community planting days). - Snow & Ice Management
Sidewalks (BID vs. Property Owner Responsibility)
● By ordinance, owners are responsible for adjacent sidewalks; historically, the BID
contracted clearing for consistency/safety.
● General support to continue BID-managed service to avoid spotty compliance; note
liability implications if BID performs clearing.
Vendor Approach
● Sold BID’s snow machine (too wide for many sidewalks; storage/insurance issues).
● Bidding now for sidewalk service with triggered visits (e.g., clear by ~6 AM for gyms;
return if accumulation resumes; salting standard).
● Front Range is familiar with transit sites; it has gutter-cleaning equipment (beneficial for
leaf/ice build-up).
● Action: Finalize scope & RFP/contract (service levels, triggers, return thresholds).
Street Plowing (City)
● The street is currently treated as residential, not routinely plowed.
● Action: Advocate to add the block to the City plow route (justification: one block; tax
revenue; proximity to the University & Mississippi).
● Consider designated snow stacking zones (north/south ends or designated stalls) or
request city haul-off for major events. - Events & Activation
Trick-or-Treat Street
● Popular, typically run by the Merchant Association, BID may assume that the MA
budget cannot.
● Needs: permits & barricades (cones worked informally before, but permits reduce
liability), merchant notifications (vehicle removal timing), communication plan.
● Revenue ideas: central bar/garden (with proper liquor licensing), tree sales/raffles,
sponsorships.
● Action: Chair to confer with Carla/Christina (MA) on leadership; if BID leads, include in
2026 budget and initiate permit/tactical plan ASAP.
Firefly Market (3rd-party)
● Benefits: brings new visitors.
● Concerns: booth walls block storefronts when placed along sidewalks facing into the
street; businesses lose access during peak times.
● Fire Marshal requires a center lane for emergency access.
● Proposal: orient booths toward the sidewalks while preserving the center lane.
● Actions:
○ Contact Firefly organizers (Beth & Steve) directly to explore layout changes
(previously filtered via MA).
○ Engage Fire Dept/Permitting for a dimensional template (tent sizes, offsets,
lane width) to pre-approve a merchant-friendly layout.
○ If cooperation fails and impacts remain material, consider permitting objections
(Board approval required for BID action; businesses can act independently).
New Seasonal Event — Holiday Tree Lighting
● Concept: place a central tree; carolers/choirs (volunteer groups seeking audiences),
light the block; potential building outline lighting, longer-term.
● Explore programmable color options for year-round themes (subject to
power/access/ownership across buildings).
● Actions:
○ Outreach to local choirs/schools for holiday caroling.
○ Lighting contractor to scope options and costs.
○ Coordinate with property owners regarding building-mounted lighting and
power.
Tree Lights (Existing) — Condition & Plan
● Current tree lights are patchy; many segments are out. Bulk replacement was done in
2022, but failures and trimming damage were noted.
● Sequence: Trim trees first, then re-light (contractor offers 2-year guarantee on new
installs).
● Motion: Use reserves to trim all trees and replace tree lights block-wide.
Second: Yes. Vote: Unanimous. Outcome: Approved.
● Actions:
○ Jackie to schedule tree trimming (confirm vendor, timing).
○ Jackie to schedule lighting contractor to remove old strings, then install new
after trimming.
○ Evening audit of failures to be documented (volunteers offered). - Logistics & Deliveries
● Discussion of UPS Access Point relocating to a business on the block to consolidate
drop-offs/pick-ups and reduce curb double-parking.
● Action: Business owner to continue coordination with UPS; BID to monitor delivery
impacts and alley usage policies. - Budget Planning — 2026 & Beyond
● City to release new BID revenue figures by late August; 2026 budget due by Sept.
30.
● If raising assessment beyond the 10% cap, an election of owners/lessees would be
needed; the earliest effective year would be 2027.
● Action: Upon receipt of figures, prepare draft 2026 budget, prioritize O&M (snow,
cleaning, lighting), trees/streetscape phase(s), events, and contingency. Include potential
fundraising revenue lines (tree sales/raffles, sponsorships). - Community & Engagement
BID Happy Hour
● Host an informal BID happy hour at Tim’s new establishment to build community and
solicit input.
● Preferred days: Tue–Thu; venue opens at 4 PM.
● Action: Jackie to propose dates, email invite to merchants/owners, and confirm
turnout.
Adjournment
● Meeting adjourned at approximately
● Minutes prepared by: Jackie Bouvier
