REGULAR BOARD MEETING Downtown Development Authority Tuesday, May 21, 2019 8:30 AM 300 Clematis Street Suite 200 West Palm Beach, FL 33401
CALL TO ORDER
Robert Sanders
PUBLIC COMMENTS AND QUESTIONS PRESENTATIONS •
Branding RFP 2019-001 Presentations (Action Required)
•
DNA quarterly report
Cynthia Nalley
CONSENT CALENDAR (Action Required)
Robert Sanders
•
Minutes of Board Meeting of April 16, 2019
•
Financial Statements of April 30, 2019
Teneka James-Feaman
OLD BUSINESS NEW BUSINESS •
Raphael Clemente
Audit FY 17/18
ANNOUNCEMENTS
ADJOURNMENT
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
UPCOMING EVENTS • Foreverglades Fundraiser Thursday May 16th 6pm – 8pm DDA Office • Pairings Food & Wine Event Thursday May 30th 5:30pm – 9pm
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
MEMO TO:
DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Joseph Chase Lisa Gerard Mary Hurley Lane Cynthia Nalley Upendo Shabazz
FROM: Teneka James-Feaman RE:
Branding RFP Finalists Presentations
DATE: Tuesday, May 21, 2019
_________________________________________________________________________________________
In March, the Downtown Development Authority (DDA) released a Request for Proposals (RFP) for Branding Services. The RFP was released via Demandstar, the DDA website and advertised in the Palm Beach Post. This will be the first time the DDA has undergone branding services. The scope of the RFP includes the following consulting services to create a brand identity for Downtown West Palm Beach that conveys the assets and unique qualities of the area and its many offerings in a way that is authentic, concise, and memorable. It will describe who we are, what we do, and why we do it. a. Research and Foundation. This task will encompass the initial research necessary to define target audiences, develop a brand positioning statement and test recommended brand concepts using targeted stakeholder groups, surveys, and other methodologies as appropriate. b. Brand and Message Development. The selected firm will create the messaging, the expression of the brand, and visual elements that will effectively communicate Downtown West Palm Beach District’s identity to target audiences. Visual elements will include recommended logo, colors, fonts, graphic style and elements that are adaptable across a variety of media applications, including but not limited to the district’s website(s) and social networks. c. Strategic Brand Implementation and Community Engagement. This task will define the activities designed to effectively establish the Downtown West Palm Beach District’s new brand identity, as well as identify ongoing strategies for communicating, maintaining, and enhancing the brand’s value over the first three years following introduction.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
Selection Committee for this RFP process included: 1. Jessica Prugh – The Art Hive Magazine 2. Cristyle Egitto – Eat Palm Beach, Influencer 3. Mary Pinak – Community Events, City of West Palm Beach 4. Kaylyn Kaiser – Modern Living, Downtown West Palm Beach Merchant 5. Gus Leotta – Downtown West Palm Beach Resident We received eight (8) proposals. The agencies that submitted to the RFP are: 1. 2. 3. 4. 5. 6. 7. 8.
Idea Bar Rhyme and Reason Design Pathos Eiffel Marketing JaCober Creative Moore Agency Phase 9 Mosiac Group
The Selection Committee ranked each proposer based on the following scale: Evaluation Factors Factor Points Description Organizational Overview 1 25 Experience, Strength, and Qualifications of Firm as it relates to this solicitation Local Preference 2 5 Businesses located within the DDA District will be afforded 5 additional points Strategy and Program Development 3 40 Firm’s Technical Response to RFP’s Scope of Services Fee Information 4 30 Fee Proposal Total 100 Members of the Selection Committee ranked the following proposers as the top (4) four. These proposers will make oral presentations to the Board for final decision. Based on the Selection Committee results the four (4) companies presenting today are: -
Idea Bar Pathos JaCober Creative Moore Agency 300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
Each presenter will have 12 minutes for presentation and 3 minutes of Q&A (not to exceed 15 minutes). The DDA Board will evaluate each company after each presentation. At this meeting, staff is requesting that the DDA Board award the contract for a Branding Services company and execute an agreement. Documents Attached.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
BRANDING AGREEMENT THIS AGREEMENT is hereby made and entered into this ____ day of June, 2019, (the “Effective Date”) by and between the West Palm Beach Downtown Development Authority, an Independent Special District (“DDA”), whose address is 300 Clematis Street, Suite 200, West Palm Beach, Florida 33401, and ____________________________, a corporation ( “Contractor”), whose address is _______________________________________________________________. WHEREAS, the DDA desires to retain Contractor to provide the goods and services set forth the DDA’s Request for Proposal RFP 2019-001 (the “RFP”) and as set forth in Contractor’s responsive bid thereto; NOW, THEREFORE, in consideration of the mutual covenants and promises set forth herein, the DDA and Contractor agree as follows: ARTICLE 1. INCORPORATION OF INVITATION TO BID AND RELATED DOCUMENTS The terms and conditions of this Agreement shall include and incorporate the terms, conditions, and specifications set forth in the RFP together with the Contractor’s bid in response thereto, including all documentation included therein or required thereunder. In the event of a conflict between the terms, conditions, and specifications set forth in this Agreement, the RFP, and/or the Contractor’s bid in response to the RFP; the documents shall have precedence in the following order, this Agreement, then the RFP, and then the Contractor’s response to the RFP. The foregoing shall constitute the entire understanding and agreement of the DDA and the Contractor and no modification to this Agreement shall be effective for any reason unless the same is in writing and has been executed by the DDA and the Contractor.
Page 1 of 8
ARTICLE 2. DESCRIPTION OF GOODS OR SCOPE OF SERVICES Contractor shall provide the goods and/or perform those services identified in the specifications set forth in the RFP. ARTICLE 3. COMPENSATION The DDA shall pay Contractor for the Branding Services set forth as Item No. 1 of the Fee Information of the RFP within 30 days of Contractor’s invoicing for the delivery of those services. The DDA shall pay Contractor for the Additional Consultation & Programing Services set forth as Item No. 2 of the Fee Information of the RFP within 30 days of Contractor’s invoicing for the delivery of those services. The DDA shall pay Contractor for Reimbursable Items set forth as Item No. 3 of the Fee Information of the RFP within 30 days of Contractor’s invoicing with respect to those items. ARTICLE 4. MISCELLANEOUS PROVISIONS a.
Notice. All notices or other written communications required, contemplated, or
permitted under this Agreement shall be in writing and shall be hand delivered, telecommunicated, or mailed by registered or certified mail (postage prepaid), return receipt requested, to the following addresses: i.
As to the DDA:
West Palm Beach Downtown Development Authority 300 Clematis Street, Suite 200 West Palm Beach, Florida 33401 Attn: Raphael Clemente, Executive Director Email: rclemente@downtownwpb.com
Page 2 of 8
ii.
with a copy to:
Lohman Law Group, P.A. 500 S. Australian Avenue, Suites 539-540 West Palm Beach, Florida 33401 Attn: Max Lohman, Esq. Email: max@lohmanlawgroup.com
iii.
As to the Contractor:
Attn.: Email: b.
Headings. The headings contained in this Agreement are for convenience of
reference only and shall not limit or otherwise affect in any way the meaning or interpretation of this Agreement. c.
Partial Invalidity – Severability.
If any term, covenant, condition or provision
of this Agreement shall be ruled by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder shall remain in force and effect and shall in no way be affected, impaired or invalidated. d.
Non-Assignment.
This Agreement may not be assigned without the prior
written consent of the DDA. e.
Ownership of Intellectual Property. Contractor agrees and acknowledges that all
documents, records, disks, original drawings, images, logos, trademarks, slogans, artwork, written materials, drawings, photographs, graphic materials, films, music and any other intellectual property created pursuant to this Agreement shall be the property of the DDA for its use and distribution as may be deemed appropriate by the DDA. f.
Independent Contractor.
Contractor agrees that it is an independent contractor
and not an agent of the DDA
Page 3 of 8
g.
Insurance and Indemnity.
Contractor agrees to procure and maintain the
insurance required by the RFP and to indemnify the DDA in accordance with the terms and condition set forth in the RFP. h.
Fiscal Funding Out.
This Agreement and the obligations of the DDA hereunder
are subject to and contingent upon annual budgetary funding and appropriation by the DDA. ARTICLE 5. CONTRACT TERM The term of this Agreement shall be from the Effective Date through completion of the work to be performed pursuant to the RFP but no later than ______________________, 2019, unless otherwise terminated pursuant to Article 6. ARTICLE 6. DEFAULT AND TERMINATION 6.1
The following shall constitute events of default by the DDA: a. The DDA shall at any time fail to pay, when due, any sums payable by the DDA
hereunder and such failure to pay continues for a period of fifteen (15) days after written notice of such failure is given to the DDA by Contractor; or b. The DDA shall fail to perform, observe, or otherwise breaches any of the other terms, covenants or conditions of this Agreement, and such failure or breach shall continue for a period of thirty (30) days after notice thereof by Contractor to the DDA, or if the failure or breach is material and cannot be cured within the thirty (30) day period, then only if the DDA fails to commence the cure thereof promptly and within the thirty (30) day period or thereafter fails to diligently continue in good faith until such failure or breach is fully cured. 6.2
The following shall constitute events of default by Contractor:
Page 4 of 8
a. Contractor fails to provide the goods and/or services in the manner specified in this Agreement; or b. Contractor makes an assignment for the benefit of creditors or files a petition in bankruptcy or for reorganization or liquidation under a federal or state bankruptcy or insolvency act ; or c. A receiver is appointed for Contractor, or for the property of Contractor, by any court and such appointment shall not have been dismissed within ninety (90) days from the date of such appointment; or d.
Contractor is dissolved or otherwise ceases operations and is incapable of
providing the goods and/or services in accordance with the Agreement; or e. Contractor shall fail to perform, observe, or otherwise breaches any of the other terms, covenants or conditions of this Agreement, and such failure or breach shall continue for a period of thirty (30) days after notice thereof by the DDA to Contractor, or if the failure or breach is material and cannot be cured within the thirty (30) day period, then only if Contractor fails to commence the cure thereof promptly and within the thirty (30) day period or thereafter fails to diligently continue in good faith until such failure or breach is fully cured. 6.3
Upon the occurrence of an event of default described in paragraphs 6.1 or 6.2 above,
the non-defaulting party may terminate this Agreement by giving notice thereof to the defaulting party. 6.4
This Contract shall be governed by the laws of the State of Florida. Any legal action
necessary to enforce the Contract will be held in a court of competent jurisdiction located in Palm Beach County, Florida. No remedy herein conferred upon any party is intended to be exclusive of any other remedy, and each and every such remedy shall be cumulative and shall be in addition to
Page 5 of 8
every other remedy given hereunder or now or hereafter existing at law or in equity, by statute or otherwise. No single or partial exercise by any party of any right, power, or remedy hereunder shall preclude any other or further exercise thereof. No provision of this Contract is intended to, or shall be construed to, create any third-party beneficiary or to provide any rights to any person or entity not a party to this Contract, including but not limited to any employees of the DDA and/or CONTRACTOR. 6.5
The failure of the DDA to insist in any one or more instances upon strict
performance of any one or more of the covenants, terms and conditions of this Agreement shall not be construed as a waiver of such covenants, terms and conditions, but the same shall continue in full force and effect, and no waiver of the DDA of any one of the provisions hereof shall in any event be deemed to have been made unless the waiver is set forth in writing and signed by the DDA. ARTICLE 7. PUBLIC RECORDS Notwithstanding anything contained herein, as provided under Section 119.0701, Fla. Stat., if the CONTRACTOR: (i) provides a service; and (ii) acts on behalf of the DDA as provided under Section 119.011(2) Fla. Stat., the CONTRACTOR shall comply with the requirements of Section 119.0701, Fla. Stat., as it may be amended from time to time The CONTRACTOR is specifically required to: A.
Keep and maintain public records required by the DDA to perform services as
provided under this Contract. B.
Upon request from the DDA’S Custodian of Public Records, provide the DDA with
a copy of the requested records or allow the records to be inspected or copied within a reasonable
Page 6 of 8
time at a cost that does not exceed the cost provided in Chapter 119 or as otherwise provided by law. The CONTRACTOR further agrees that all fees, charges and expenses shall be determined in accordance with Palm Beach County PPM CW-F-002, Fees Associated with Public Records Requests, as it may be amended or replaced from time to time. C.
Ensure that public records that are exempt, or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the Contract, if the CONTRACTOR does not transfer the records to the public agency. D.
Upon completion of the Contract the CONTRACTOR shall transfer, at no cost to
the DDA, all public records in possession of the CONTRACTOR unless notified by DDA’S representative/liaison, on behalf of the DDA’S Custodian of Public Records, to keep and maintain public records required by the DDA to perform the service. If the CONTRACTOR transfers all public records to the DDA upon completion of the Contract, the CONTRACTOR shall destroy any duplicate public records that are exempt, or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of the Contract, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically by the CONTRACTOR must be provided to DDA, upon request of the DDA’S Custodian of Public Records, in a format that is compatible with the information technology systems of DDA, at no cost to DDA. Failure of the CONTRACTOR to comply with the requirements of this article shall be a material breach of this Contract. DDA shall have the right to exercise any and all remedies available to it, including but not limited to, the right to terminate for cause. CONTRACTOR
Page 7 of 8
acknowledges that it has familiarized itself with the requirements of Chapter 119, Fla. Stat., and other requirements of state law applicable to public records not specifically set forth herein. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, PLEASE CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT THE WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY, 300 CLEMATIS STREET, SUITE 200, WEST PALM BEACH, FLORIDA 33401, OR BY TELEPHONE AT 561-833-8873 IN WITNESS WHEREOF, the parties have executed this Agreement as of the Effective Date. WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY
By: _______________________________ Raphael Clemente, Executive Director
Contractor,
By: ________________________________ Print Name: __________________________
ATTEST:
Title: _______________________________
By: ____________________________
APPROVED AS TO FORM AND LEGAL SUFFICIENCY
WITNESS:
By: ________________________________ R. Max Lohman, Esq., General Counsel
By: ________________________________ Print Name: __________________________
Page 8 of 8
300 Clematis Street, Suite 200 West Palm Beach, FL 33401 MINUTES Regular Board Meeting Downtown Development Authority April 16, 2019 ATTENDANCE Board Members in attendance included, Chairman Robert Sanders, Esq., Lisa Gerard, Mary Hurley Lane, Cynthia Nalley, and Upendo Shabazz. DDA staff in attendance included Raphael Clemente, Teneka James, Tiffany Faublas, Catherine Ast, Samantha Murrell, Sherryl Muriente, Michelle Barascout, Shelly Williams and Max Lohman Esq. (Lohman Law Group). Guests in attendance included Allison Justice, Steve Daniels, Eileen Leo Ryan, Joey Nieves, Harry Stern, Mona Duffus, Tarcel King, Marlene Ryan, Kelly Cavers, Dylan Tracy, Maria Malmquist, Sharon Persaud, Carey O’Donnell, and Michelle Peterson. CALL TO ORDER Chairman Sanders called the meeting to order at 8:30 a.m. PUBLIC COMMENTS No public comments. Clemente introduced the new DDA Marketing Coordinator, Michelle Barascout to the board. PRESENTATIONS Staff asked the board to allow the Marketing/PR Update to be moved up on the agenda. Board allowed Faublas to present after O’Donnell Agency. Lord’s Place Outreach Team introduction Clemente introduced the Lord’s Place Outreach team and some of the staff members that will be working with the downtown team. The Lord’s Place staff provided an overview of the program and shared some of the stories and encounters they have with the homeless. The program will have monthly reports available to the DDA to review progress. O’Donnell Agency O’Donnell presented an overview of what Public Relation services are focused on. She provided some examples of the press releases and promotions that the DDA has used in the last quarter. She also shared some of the upcoming projects staff and O’Donnell Agency are working on. Nalley asked if there will be a story developed about the new office spaces coming into downtown and the job creation. O’Donnell stated that the Post does a good job of covering these stories, however we will be hosting a FAM tour in May to discover what you don’t know about Downtown. Part of that tour will include the newer construction that is taking place.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
Page Two Regular Board Meeting April 16, 2019 Comcast Spotlight Ryan, Tracy, and Malmquist presented a summary of the digital campaign from December 2018 – March 2019. Google analytics have only been installed on the DDA website for one month, however overall the results are showing great increases. 20% increase in overall traffic, 11% increase in new users, and 29% increase is direct to DDA website users. The direct to DDA website users are remembering the URL from the commercial and typing it in to find out more information. Marketing/PR Update Faublas thanked the board for allowing her to present next, as she is tying the O’Donnell Agency and Comcast contracts together. For example, Harmony, an event the A&E produces and is sponsored by the DDA. O’Donnell Agency writes the press release and contacts media for the event, Comcast plays commercial advertising the event, and then Faublas uses the same information and video content to push on social media. Hurley Lane asked if Pairings can take place earlier in the year. James-Feaman stated that we can consider an earlier date for next year, however we do it as a boost to businesses going into the summer season. Clemente stated he was pleased to see all the Marketing and PR efforts tied together to show how all the parts works together to impact and drive traffic to downtown. It is a significant cost of the budget and very important as the areas of the edges of our boundary grow and hotels come live important to keep driving traffic to downtown. CONSENT CALENDAR Minutes of Regular Board Meeting of March 19, 2019 Board Action: Shabazz made a motion to approve the Minutes of March 19, 2019. Hurley Lane seconded the motion. The motion passed unanimously. Financial Statements of March 31, 2019. Board Action: Shabazz made a motion to approve the Financial Statements of March 31, 2019. Gerard seconded the motion. The motion passed unanimously. OLD BUSINESS No Old Business. NEW BUSINESS Resolution 2-2019 Carryforward Budget and Amendments Williams explained that as we wrap up the annual audit process, remaining funding from Fiscal Year 2017/2018 will be brought forward by Resolution No. 2-2019. This resolution will also reallocate funding to meet operational needs for the remainder of the year as described below. The estimated carryforward balances to be brought forward changed slightly from the estimates last year at the budget adoption. The overall CRA budgeted carryforward is reduced by $63,393 by reducing the estimated amount budgeted in reserves by $13,441 and reducing the Transportation budget by the remaining balance of $49,952 thereby balancing the carryforward amount. The overall DDA budgeted carryforward is increased by 144,938 which will be allocated to the following line items to cover forecasted shortages in the following line items: Rent $29,000, Personnel $19,000, Office Supplies $4,000, Board Meetings/Retreat $1,000, Residential Services/DNA Sponsor $85,000, and Reserves $6,939. Board Action: Shabazz made a motion to approve Resolution 2-2019 Carryforward Budget and Amendments. Gerard seconded the motion. The motion passed unanimously. 300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
Page Three Regular Board Meeting April 16, 2019 ANNOUNCEMENTS Clemente informed the board that the Bill to include City Place in our boundary died, however staff has already met with Related and would like to still move forward with some form of partnership. Once details are discussed Clemente will review with Lohman and then bring to the board for approval later this year. ADJOURNMENT There being no further business to discuss, Sanders called for a motion to adjourn. Board Action: Shabazz made a motion to adjourn the meeting at 9:48 a.m. Hurley Lane seconded the motion. The motion passed unanimously.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com
West Palm Beach Downtown Development Authority Balance Sheet April 30, 2019 ASSETS Current Assets
PNC Bank Operating First Bank - Money Marke Petty Cash
Accounts Receivable - Shuttle P
4,388,385 206,476 50 0
Total Current Assets Other Assets Lease Security Deposit
4,594,911
23,000
Total Other Assets
23,000
Total Assets
4,617,911
CURRENT LIABILITIES
Due to Lincoln National Flexible Spending Withholding Suppl Med Ins. Premium Payable Vision Premium Payable Payroll Liabilities
(642) (2,033) 266 0 0 (2,409)
FUND BALANCE
Fund Balance Net Income
2,361,291 2,259,029
Total Fund Balance
4,620,320
Total Liabilities and Fund Balance
4,617,911
No CPA provides any assurance on these financial statements.
West Palm Beach Downtown Development Authority Statement of Revenues And Expenditures April 30, 2019 Month
Current Year Revenues - Schedule 1 Expenditures Business Development - Schedule 2 Physical Environment - Schedule 3 Marketing/Public Relations- Schedule 4 Residential Quality of Life - Schedule 5 General Office - Schedule 6 Operations - Schedule 7 Professional Services - Schedule 8 Total Personnel Expense Insurance Expense Rent Expense Tax Collection Marketing Programs Travel and Training Reserves Total Expenditures
Current Year Surplus (Deficit)
DDA Carryforward CRA Carryforward
Total Carry Forwards Net Total Surplus (Deficit)
Year-to-Date
Trolley Gross Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
404,300
544,500
609,000
130,000
67,833
4,413,989
4,515,009
97.8%
2,726,189
8,446 180,152 27,098 0 4,051 2,662 18,433 60,358 0 10,754 0 842 0 0 312,796
186,585 974,157 277,415 4,110 38,635 18,173 49,230 458,908 27,697 83,391 9,823 18,819 8,017 0 2,154,960
747,538 2,979,513 729,783 146,000 179,587 57,198 233,868 829,500 52,353 159,000 15,000 105,000 35,147 401,682 6,671,169
25.0% 32.7% 38.0% 2.8% 21.5% 0.0% 21.1% 55.3% 52.9% 52.4% 65.5% 17.9% 22.8% 0.0% 32.3%
186,941 403,350 0 4,110 38,635 18,173 49,230 458,908 27,697 83,391 9,823 18,819 8,017
(244,963)
2,259,029
(2,156,160)
64,635 47,786 112,421
147,745 919,148 1,066,893
572,989 1,583,171 2,156,160
(132,542)
3,325,922
0
25.8% 58.1% 83.8% 0
(356) 338,446
232,361 277,415
1,307,094
338,446
277,415
232,361
1,419,095
65,854
267,085
376,639
85,084 393,606 478,690
0 251,523 251,523
62,661 63,114 125,775
0 211,261 211,261
1,897,785
317,377
392,860
587,900
No CPA provides any assurance on these financial statements.
(356)
130,356
0 (356) (356) 130,000
West Palm Beach Downtown Development Authority Supplemental Schedules
-
April 30, 2019 SCHEDULE 1 - CURRENT YEAR REVENUES Current Year Revenues Tax Revenues TIF DDA/CRA Interlocal CRA Project Funding Interest Income Brightline Ticket Sales Revenue Sponsorships Fees and Services Grants and Contributions Total Reimbursements Other Miscellaneous Income CityPlace Shuttle Total Current Year Revenues
Gross
Month
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
404,300
446,500 98,000
524,000 85,000
130,000
404,300
544,500
609,000
130,000
67,622 0 0 0 211 0 0 0 0 0 0 0
1,954,251 (1,806,897) 3,795,780 413,938 1,345 87 0 1,307 28,178 26,000 0 0
1,988,883 (1,806,897) 3,795,780 413,938 100 0 0 0 0 0 0 123,205
67,833
4,413,989
4,515,009
98.3% 100.0% 100.0% 100.0% 1345.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 0.0% 97.8%
1,954,251 (1,806,897) 2,290,980 230,938 1,345 87 0 1,307 28,178 26,000 0 0 2,726,189
No CPA provides any assurance on these financial statements.
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2019 Gross Month
SCHEDULE 2 - BUSINESS DEVELOPMENT Property and Buss Incentives Facade Improvements Leasing/Brokers Meeting Business Training and Support Value Added Events Retail Promotion Business Partnerships Grand Open/New Business Total Business Development
Year-to-Date
(178) 0 2,500 784 3,115 225 0 2,000
(356) 41,026 2,500 25,321 84,582 11,514 19,282 2,716
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
250,878 134,538 4,918 90,641 141,369 25,329 75,000 24,865
-0.1% 30.5% 50.8% 27.9% 59.8% 45.5% 25.7% 10.9%
41,026 2,500 25,321 84,582 11,514 19,282 2,716
(356)
8,446
186,585
747,538
25.0%
186,941
SCHEDULE 3 - PHYSICAL ENVIRONMENT Pressure Washing/Street Clean 40,959 Graffitti Maintenance 1,000 Landscape Maintenance 0 Studies and Surveys 0 Public Space Programs 0 Security and Policing 76,055 Holiday Lights 0 Trolley 62,138 Trolley Signs & Ped Wayfinder 0 Capital Projects/Alleys 0
203,815 7,000 87,641 0 520 232,361 80,027 337,671 775 24,347
568,115 26,711 261,078 20,631 70,000 820,260 140,000 655,048 218,697 198,973
35.9% 26.2% 33.6% 0.0% 0.7% 28.3% 57.2% 51.5% 0.4% 12.2%
203,815 7,000 87,641 0 520
Total Physical Environment
974,157
2,979,513
32.7%
403,350
180,152
0
0
0
(356)
232,361 80,027 337,671 775 24,347
No CPA provides any assurance on these financial statements.
338,446
0
232,361
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2019 Gross Month
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
SCHEDULE 4 - MARKETING/PR 0 235 6,768 13,751 6,344
0 5,160 63,880 99,230 109,145
62,953 21,500 151,630 190,000 303,700
0.0% 24.0% 42.1% 52.2% 35.9%
27,098
277,415
729,783
38.0%
0
SCHEDULE 5 - RESIDENTIAL SERVICES/QUALITY OF LIFE 0 56 Community Engagement 0 0 Residential Events/DNA Sponsor 0 4,054
1,000 30,000 115,000
5.6% 0.0% 3.5%
56 0 4,054
Total Res. Services/Quality of Life
146,000
2.8%
4,110
Survey
Marketing Postage PR/Marketing Advertising and Promotion
Community & Cultural Promotion Total Marketing/PR
Meetings
0
4,110
0 5,160 63,880 99,230 109,145
No CPA provides any assurance on these financial statements.
0
277,415
0
0
0
0
0
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2019 Gross Month
SCHEDULE 6 - GENERAL OFFICE General Office Expense
Year-to-Date
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Office Supplies
76 100 3,875 0
3,771 300 32,476 2,088
68,000 1,087 106,500 4,000
5.5% 27.6% 30.5% 52.2%
3,771 300 32,476 2,088
Total General Office
4,051
38,635
179,587
21.5%
38,635
Telephone Expense
500 875 214 230 11 832
3,500 6,188 1,709 708 11 6,057
6,000 16,791 10,000 4,000 407 20,000
58.3% 36.9% 17.1% 17.7% 2.7% 30.3%
3,500 6,188 1,709 708 11 6,057
Total Operations
2,662
18,173
57,198
31.8%
18,173
General Postage Equipment, Computers, Programs
SCHEDULE 7 - OPERATIONS Automobile Expense Dues Hospitality Board Meeting Publications
No CPA provides any assurance on these financial statements.
0
0
0
0
0
0
0
0
West Palm Beach Downtown Development Authority Supplemental Schedules April 30, 2019 Gross Month
Year-to-Date
SCHEDULE 8 - PROFESSIONAL SERVICES Accounting 2,000 Professional Service 0 Audit 14,120 Legal 2,313 Total Professional Services
18,433
Trolley
Annual
Budget
Work Plan
Services
Marketing
Security
Incentives
Budget
%
Y-T-D
Y-T-D
Y-T-D
Y-T-D
Y-T-D
12,000 7,057 22,875 7,298
24,000 140,000 36,550 33,318
50.0% 5.0% 62.6% 21.9%
12,000 7,057 22,875 7,298
49,230
233,868
21.1%
49,230
Some rounding error may occur.
No CPA provides any assurance on these financial statements.
0
0
0
0
MEMO To:
DDA Board Bob Sanders, Chairman Rick Reikenis, Vice Chairman Mary Hurley Lane Upendo Shabazz Cynthia Nalley Lisa Gerard Joe Chase
From: Raphael Clemente, Executive Director RE:
FY 2017-2018 Audited Financial Statements
Date: Tuesday, May 21, 2019
A copy of the 2017-2018 Audited Financial Statements have been provided by Caler, Donten, Levine, Cohen, Porter & Veil, P.A. A copy of which, is provided in hard copy. The audit provides an overview of the financial status of the West Palm Beach Downtown Development Authority (DDA) as well as a review of other areas of operations such as fraud detection, risk assessments and the consideration of internal controls. The prior year’s findings for the processes that pertain to the approvals of Journal Entries and Vendors have been addressed and cleared. The current year recommendations for improvement included the prior review and approval of Bank Reconciliations and the Executive Director’s travel expense approval by a board member have already been revised and are currently implemented. The opinion of Auditor is that the DDA complied, in all material respects with Section 218.415 , Florida Statutes, during the year ended September 30, 2018.
300 Clematis Street, Suite 200, West Palm Beach, FL 33401 Phone: 561.833-8873|Fax: 561.833.5870| www.downtownwpb.com