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

) Sidewalk Operations Beautification Order Committee Cathedral of Christ the Light – 2121 Harrison Street October 16, 2013 at 11:30 a.m. Agenda
1. 2. 3. 4. 5. Introductions Public comment and announcements Approval of the minutes of August 21, 2013 Financial update District Services Manager Update  Ambassador Team  Harrison Median 6. 7.  Latham Square  Franklin Square Action Item

Discussion of travel expenses reimbursement for 2014 Discussion of top priorities for meeting with Block By Block Executive team 10/22/13  Pay structure for ambassadors  2014 Priorities   New strategies for crime reduction Sponsorship of new CCTV systems Action Item Action Item Action Item Action Item

8. 9. 10. 11. 12. 13. 14.

Approval of purchase of 7 Big Belly solar trash compactors (LMU) Approval of allocation of $3,000 for Franklin Square (LMU) Approval of allocation of funds for Latham Square Fountain (DOA) Approval of purchase of District Services Manager supplies Other Next Meeting: Budget planning Adjournment

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 August 21, 2013 at 11:30 a.m. Cathedral of Christ the Light – 2121 Harrison Street Present: Staff: Michelle Lane, Martin Ward, Lorie Alemania, Joe Gallardo, Tanicia Jackson, Mike Guerra, David Weltin Steve Snider/District Manager, Victoria Decker/Office 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 11:34 a.m. Andrew noted that the Latham Square soft opening on August 16th was a success. Michelle Lane announced that the Cathedral is again hosting the Twilight by the Lake mixer series. The committee reviewed the minutes of July 10, 2013 meeting. Lorie, Martin and David abstained from the vote as they were not present at the July 10th meeting.

Action?
No action taken.

Approval of minutes of July 10, 2013

Mike moved and Joe seconded the motion to approve the minutes of July 10, 2013. Lorie, Martin, and David abstained. The motion was approved.

District Service Manager Updates - Maintenance - Security -Hanging plant basket maintenance options - Latham Square - Franklin Square

Andrew reported that in response to a planned protest to commemorate the death of a wellknown graffiti artist, extra staff has been scheduled for power washing and extra supplies have been purchased. The City of Oakland is aware of the protest. Andrew reported that the security team is operating well. He noted that an Ambassador was involved in the identification and arrest of a criminal suspect. After the suspect was released from custody, he confronted the Ambassador, who was off duty and out of the district. Andrew has discussed this issue with the San Francisco District Attorney’s office who has begun the process of enacting a stay away order. Andrew noted that a request for anonymity can be

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

made, but there are standards in place that must be met. David asked if a process could be developed with the District Attorney’s office to keep the Ambassador’s and the district safe. Andrew responded that he has not looked at that option yet but would be very interested in working with David and the DA’s office to develop a plan. Andrew also reported on the relationship he has with the DA’s office in relation to the CCTV camera system. He noted that District Attorney Paul Hora supports the program and is working with staff. He also updated the committee on the CCTV program. Andrew reported to the committee that the Mayor’s office and City Council have received an email in which the sender claims to have been attacked by a City of Oakland employee. Andrew reviewed the hanging plant watering costs and noted that in 2013 Peralta Service Corporation (PSC) is paying for watering costs, but in 2014 will no longer be responsible for that cost and the SOBO budget cannot absorb the full amount. Andrew outlined the various options which include using more drought tolerant plants, reducing the number of plants, adding water absorbing polymers to the plants, and inserting a plastic sheet in the basket to retain water. These options were discussed and no action was taken. Andrew updated the committee on the Latham Square pilot program. He noted that staff is working with popuphood on the website, programming and vending. David mentioned that the furniture is being moved around. Andrew noted that the planters are loaded with hundreds of pounds of dirt and are very difficult to move, but he is working on posting signage that will hopefully discourage the activity. Andrew updated the committee on the Franklin Square minor encroachment permit. The City is revoking the permit from its current holder and property owner Shahla Davoudi. The tenant who currently manages the public space is appealing the decision. There will be a hearing on August 29th. Andrew reported that he would like to

Approval of Harrison

Tanicia moved and

Street median landscaping – LMUDA

landscape the Harrison Street median using the assessment funds above the budgeted income. He asked that the committee make a recommendation to the board to approve the expenditure of funds. He noted that because this median gets more sun than the Broadway medians, more colorful plants can be used. To date the districts have not paid for the watering costs of the medians. Andrew also reported on the performance of Trimacs. He noted that staff was very happy with the installation of the plants and irrigation systems in the medians, but are not impressed with the maintenance of the medians. He also noted that Trimacs has been replacing plants in the BART planters without charging the districts.

Michelle seconded the motion to recommend to the LMUDA board the allocation of funds for the landscaping of the Harrison Street median. The motion was approved unanimously.

Other Next two meetings Adjournment

No action taken. October and December 18th The meeting was adjourned at 12:49 p.m. 16th

Minutes taken by: Fiona Simms, Administrative Assistant

2013 YTD Budget PROW Maintenance Line Item Breakdown
YTD Actual 0.00 980.97 3,217.92 4,398.01 0.00 6,458.27 0.00 6,935.76 21,990.93 10,172.71 10,003.00 1,980.97 2,775.00 4,544.59 2,500.00 10,000.00 2,500.00 6,523.73 40,827.29 Projected Projected Expenses Underspend Notes Will be expended in November, $8790.00 + removal expenses Will be expended on single hanger converters, approx. $1000.00 Includes final Trimacs payment-no identified use of remaining funds Includes purchase of furniture/supplies Will be expended in 2013-light pole painting, etc. Will be expended in 2013 on De Lauer's site intstallation/data hosting Full amount will be expended in 2013-radios have been ordered Staff and CBD chairs will brainstorm ways to spend these funds

DOA PROW Maintenance

Allocated

2014 Hanging Plant Program Hanging Plant Maintenance Back of BART Project Latham Square Planters 2013 Blitz 2 CCTV Sites Walkie Talkie Upgrades Overall Maintenance Total

10,003.00 2,000.00 5,992.92 4,544.59 2,500.00 10,000.00 2,500.00 13,459.49 51,000.00

0.00 19.03 3,217.92 0.00 0.00 0.00 0.00 6,935.76

LMUDA PROW Maintenance 0.00 2,000.00 1,972.97 4,148.18 0.00 0.00 0.00 2,923.44 11,044.59 43,496.19 6,476.99 21,453.00 2,000.00 2,000.00 1,375.00 2,500.00 5,000.00 2,500.00 6,668.19 0.00 0.00 0.00 4,148.18 0.00 0.00 0.00 2,328.81

Allocated

YTD Actual

Projected Projected Expenses Underspend Will be expended in November, $18,750.00 + removal expenses Fully expended Will be expended on single hanger converters Includes final Trimacs payment-no identified use of remaining funds Wil be expended in 2013-light pole painting, etc. Will be expended in 2013 on Metrovation Bldg.2201 Broadway Full amount will be expendedi n 2013-radios have been ordered $3k may be expended on oak tree maintenacne at Franklin Square and hanging plant single hanger converters

2014 Hanging Plant Program Columbine Contract Payoff Hanging Plant Maintenance Back of BART Project 2013 Blitz 1 CCTV Sites Walkie Talkie Upgrades Overall Maintenance

21,453.00 2,000.00 2,000.00 5,523.18 2,500.00 5,000.00 2,500.00 8,997.00

Total

49,973.18

2013 YTD SOBO Budget

DOA
Budget $ Over Budget % of Budget Jan - Oct 13 YTD Budget $ Over Budget 18,000.00 509.81 4,250.00 30,683.67 708.33 54,151.81 -8,404.30 84.48% 504,544.70 541,518.07 -36,973.37 93.17% 649,821.69 -708.33 0.0% 0.00 7,083.34 -7,083.34 0.0% 8,500.00 -4,220.76 86.24% 299,957.43 306,836.66 -6,879.23 97.76% 368,204.00 -3,197.49 24.77% 21,990.93 42,500.00 -20,509.07 51.74% 51,000.00 -277.72 45.53% 2,929.67 5,098.07 -2,168.40 57.47% 6,117.69 0.00 100.0% 179,666.67 180,000.00 -333.33 99.82% 216,000.00

Oct 13

% of Budget

Annual Budget

Maintenance

18,000.00

Misc SOBO expenses

232.09

PROW Maintenance

1,052.51

Security

26,462.91

Watering

0.00

Total SOBO

45,747.51

LMUDA
Budget $ Over Budget % of Budget Jan - Oct 13 YTD Budget $ Over Budget 22,000.00 336.83 4,166.42 333.33 39,260.61 833.33 66,930.52 -12,642.59 81.11% 612,206.11 669,305.25 -833.33 0.0% 0.00 8,333.34 -7,432.99 81.07% 377,943.38 392,606.07 -333.33 0.0% 0.00 3,333.34 -3,938.20 5.48% 11,044.59 41,664.16 -104.74 68.9% 3,129.89 3,368.34 -238.45 -30,619.57 -3,333.34 -14,662.69 -8,333.34 -57,099.14 0.00 100.0% 220,088.25 220,000.00 88.25

Oct 13

% of Budget

Annual Budget

Maintenance

22,000.00

100.04% 92.92% 26.51% 0.0% 96.27% 0.0% 91.47%

264,000.00 4,042.00 49,997.00 4,000.00 471,127.29 10,000.00 803,166.29

Misc SOBO expenses

232.09

PROW Maintenance

228.22

Residential Beautification

0.00

Security

31,827.62

Watering

0.00

Total SOBO

54,287.93

August 6, 2013 Quote Number: Q4660-11 JA / TO Prices valid for 60 days from above date.

SYSTEM QUOTATION Quote Prepared By
Tom Owston BigBelly Solar 85 Wells Ave Suite 305 Newton, MA 02459 (617) 340-6390 towston@bigbellysolar.com

Bill To
Andrew Jones Lake Merritt Uptown District Association 388 19th Street Oakland, CA 94612 (510) 384-7874 andrew@downtownoakland.org

Ship To
Andrew Jones City of Oakland

(510) 384-7874 andrew@downtownoakland.org

This order includes the following items: QTY Item Face Plate 1 Face Plate 2 Face Plate 3 Unit Price Extended Price

7 7 14

Rear Messaging Panel (for double station) Big Belly + Smart Belly Double Stations 1 Year Messaging Panel with insert Black Hopper Single Stream

$220.00 $4,240.00 $110.00

$1,540.00 $29,680.00 $1,540.00

*Quantity is defined as the number of stations multiplied by the term.

Shipping & Handling (one time) Purchase Option

$2,800.00

Total System Cost

$35,560.00

Total does not include applicable sales or use taxes. Sincerely, Tom Owston BigBelly Solar

Prices valid for 60 days from above date. All Purchase Orders must reference the above Quote Number (upper right) The attached Terms & Conditions/License are integral to this quotation
towston@bigbellysolar.com

v20121025

85 Wells Ave, Newton, MA 02459

www.bigbellysolar.com

T: 888-820-0300 F: 617-558-1010

August 6, 2013 Quote Number: Q4703-1 JA / TO Prices valid for 60 days from above date.

SYSTEM QUOTATION Quote Prepared By
Tom Owston BigBelly Solar 85 Wells Ave Suite 305 Newton, MA 02459 (617) 340-6390 towston@bigbellysolar.com

Bill To
Andrew Jones Lake Merritt Uptown District Association 388 19th Street Oakland, CA 94612 (510) 384-7874 andrew@downtownoakland.org

Ship To
Andrew Jones City of Oakland

(510) 384-7874 andrew@downtownoakland.org

QTY* 132

Software, Services & Upgrades Software License Double Station-Renewal

Term (months) 12

Term Start Date 02-11-2014

Term End Date 02-11-2015

Unit Price $19.00

Extended $2,508.00

*Quantity is defined as the number of stations multiplied by the term.

Shipping & Handling (one time) Purchase Option

Total System Cost

$2,508.00

Total does not include applicable sales or use taxes. Sincerely, Tom Owston BigBelly Solar

Prices valid for 60 days from above date. All Purchase Orders must reference the above Quote Number (upper right) The attached Terms & Conditions/License are integral to this quotation
towston@bigbellysolar.com

v20121025

85 Wells Ave, Newton, MA 02459

www.bigbellysolar.com

T: 888-820-0300 F: 617-558-1010

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