Downtown Oakland Association/Lake Merritt-Uptown District Association Joint (S.O.B.O.

) Sidewalk Operations Beautification Order Committee August 21, 2013 at 11:30 a.m. Cathedral of Christ the Light, Room D 2121 Harrison Street Revised Agenda
1. 2. 3. 4. Introductions Public comment and announcements Approval of the minutes of July 10, 2013 meeting District Service Manager Updates -Maintenance -Security -Hanging plant basket maintenance options -Latham Square -Franklin Square Approval of Harrison Street median landscaping LMUDA Other Next Two Meetings: October 16th and December 18th Action Item Action Item

5. 6. 7.

BROWN ACT: Government Code 54950 (The Brown Act) requires that a brief description of each item to be transacted or discussed be posted at least 72 hours prior to a regular meeting. The Corporation posts agendas with the City at 1 Frank H. Ogawa Plaza, #101. Action may not be taken on items not posted on the agenda. Copies of the agenda are available from the Downtown Oakland Association at 388 19th Street, Oakland, CA 94612. Meeting facilities are accessible to persons with disabilities. If you require special assistance to participate in the meeting, notify our office at 510 238-1122 at least 48 hours prior to the meeting. 388 19th Street Oakland, California 94612 DOA Phone 510.238.1122 LMUDA Phone 510.452.4529 Fax 510.452.4530 info@downtownoakland.org www.downtownoakland.org info@lakemerritt-uptown.org www.lakemerritt-uptown.org

Downtown Oakland Association/Lake Merritt-Uptown District Association Joint (S.O.B.O.) Sidewalk Operations Beautification Order Committee Minutes of July 10, 2013 at 11:30 a.m. Cathedral of Christ the Light 2121 Harrison Street Present: Staff: Michelle Lane, Joe Gallardo, Nola Montgomery, Sara May, Mike Guerra; Andrew Jones/District Service Manager, Steve Snider/District Manager, Fiona Simms/Administrative Assistant;

Discussions held and decisions made by the SOBO Committee

Subject
Introductions Public Comment and Announcements

Discussion
The meeting was called to order at 11:32 a.m. Andrew explained to the committee that during a protest downtown in support of the City of Oakland and BART employee unions strike, a man with his face covered came into the office and attempted to steal a chair. When he was unsuccessful he threw a construction a-frame at the office window, which did not break. As there was no damage and the police were otherwise occupied, there was no police report The minutes of April 17, 2013 meeting were presented for review. Mike Guerra noted that his name was incorrectly included in the minutes as Mark.

Action?

Approval of minutes

Approval of SOBO Purpose Statement

Approval of SOBO Priorities

Ambassador report Andrew Jones

The committee reviewed the purpose statement. Steve recommended that and the community be added to the first sentence of the purpose statement. Sara and Steve discussed the distinction between priorities and annual project goals. Sara asked that staff revise the document to reflect both a list of priorities and projects. She noted that going forward any new projects should be in line with the priorities list. Andrew updated the committee on the status of the Block by Block and Peralta Service Corporation contracts, noting that Block by Block is awaiting signature.

Nola moved and Joe seconded the motion to approve the minutes of April 17, 2013 meeting as presented. Sara abstained from the vote. The motion was approved. No action taken.

No action taken.

No action taken.

388 19th Street Oakland, California 94612 DOA Phone 510.238.1122 LMUDA Phone 510.452.4529 Fax 510.452.4530 info@downtownoakland.org www.downtownoakland.org info@lakemerritt-uptown.org www.lakemerritt-uptown.org

Budget Review District Service Manager updates Andrew Jones - Hanging Plants - CCTV Program Approval of Comcast internet fees -Latham Square

Andrew reported that the safety ambassador team is running well. He also reported that the maintenance team has encountered staff issues, but overall performance is still good and the free additions to the 2013 maintenance contract are being upheld. Please see below discussion of beautification costs. Andrew reported that staff has encountered several issues with the maintenance of the hanging plant baskets including an aphid infestation affecting 40% of the program, the continuing issue of microclimates and an increased need for watering. He noted that from installation in April through June, the hanging plants have required 11,300 hours of watering and he estimated that it will cost $116,000 to water all of the district beautification projects through the year. This figure reflects the labor costs and not the water costs, which are minimal. It was also noted that the medians are watered through an irrigation system and do not add to this cost. Andrew reported that the hanging plants will cost $10,000 to replant in DOA and $21,000 to replant in LMUDA. He also noted that the maintenance of the beautification projects will require a full tie dedicated landscaper on staff. He stated that he anticipates the program to cost $154,000.00 per year. The committee and staff discussed the various options for reducing these costs including reducing the number of hanging baskets in the program, changing the baskets they are planted in, automatic watering, and using a third party to maintain the plants. Sara asked if there were alternatives to hanging plant baskets. Andrew noted that many of the other light pole programs we have looked into require large upfront investments. There was a discussion of having a program where companies or individuals could sponsor hanging plants. Andrew noted that each plants costs $700 per year to maintain. The committee asked that staff present them with the costs associated with the various options discussed. Andrew reported that two contracts for the

No action taken. Michelle moved and Sara seconded the motion to approve the Comcast quote and contract for 2 years of Comcast internet services. The motion was approved unanimously.

CCTV program have been signed. The data storage hardware will be kept at 1330 Broadway and the property owner has asked that the district pay for the associated internet fees. Andrew reviewed the 2 year Comcast contract which costs $167.85 per month. Michelle asked if we can exit the contract before its expiration, and Andrew noted that if we cancel the service we are responsible for 75% of the unpaid amount, but we are able to move and reduce the service for no additional cost. Andrew reported that the soft opening of Latham Square is set for August 16th at noon. The city is working with the districts on a maintenance plan, and Andrew is working with popuphood on programming including vending and music. Andrew reported that the districts have received notice of the revocation of the minor encroachment permit for the use of Franklin Square. Andrew explained that the districts made many attempts to work with the current permit holder but none were successful. Staff will prepare a budget for the maintenance of Franklin Square at the next meeting. There was discussion of the lack of trash management in Franklin Square. Staff explained that Deanna Santana, the City Administrator reached out to staff requesting a proposal for the installation of Ambassador services in Frank Ogawa Plaza. There was discussion of whether it would be better to let the City contract with Block by Block directly o9r if the districts should manage the contract. It was decided that since Frank Ogawa Plaza falls within district boundaries and there would be a great need for the cooperation of the current Ambassador team, it was best if district staff managed the additional services. Other Next Meeting Adjournment August 21, 2013 11:30 a.m. The meeting was adjourned at 1:10 p.m.

Minutes taken by: Fiona Simms, Administrative Assistant

Maintenance & Landscape Construction, Inc.

California Landscape Contractors Association Standard Bid Form

Date: 7/11/2013 Lake Merritt Uptown Community Benefit District Attn: Andrew Jones th 388 19 St., Oakland, CA Job Location: 21st st. thru 27nd st. Harrison Medians

Work to be performed as follows: Removal of all plants except trees Installation of 4 battery operated valves, and installation of new netafim drip tubing Planting of 250 - 1 gallon plants Planting of 100 - 5 gallon plants Installation of Bark 1 year of light maintenance

We agree to supply labor and material $27,133.00* which owner agrees to pay in accordance with the terms of payment hereafter set forth. PAYMENT TERMS: TOTAL: $27,133.00

30% DOWN AT SIGNING 60% AT COMPLETION 10% RETENTION PAYABLE AFTER 30 DAYS OF COMPLETION
*Prices are based on availability and quantity. *Prices are subject to change if quantity changes. *If irrigation repair is necessary it will be charged on a time and material basis. *Bids subject to review after 30 days.

Acceptance: Signature Date

TRIMACS, Jon Halverson

Date

80 Hegenberger Loop

Oakland, CA 94621

Phone: 510 569 9660

Fax: 510 569 6160