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

) Sidewalk Operations Beautification Order Committee December 18, 2013 - 11:30 a.m. The Leamington, 1814 Franklin Street, Suite 903 Agenda 1. Introductions
2. Public comment and announcements 3. Approval of the minutes of October 16, 2013

Action Item

4. 2014 Meeting Schedule 5. Staff updates – Andrew Jones 6. Discussion of Block by Block employee compensation structure 7. 2014 Priorities Discussion 8. 2014 Draft SOBO Budget Review 9. Other 10. 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 Cathedral of Christ the Light – 2121 Harrison Street October 16, 2013 at 11:30 a.m. Present: Staff: Michelle Lane; Martin Ward; Lorie Alemania; Joe Gallardo, Nola Montgomery Steve Snider/District Manager, Victoria Decker/Office Manager, Fiona Simms/Administrative Assistant; Rick Williams/Peralta Service Corporation; Harold Dees/ Peralta Service Corporation; Ted Tarver/Block by Block Courtney Belanger/CAC Real Estate Management Company

Guests:

Discussions held and decisions made by the SOBO Committee

Subject
Call to order Public Comment and Announcements Approval of minutes August 21, 2013

Discussion
The meeting was called to order at 11:32 a.m. Andrew announced two events, the Latham Square music series and Warriors Fan Fest, which will be held at the Tribune Tavern. The minutes of August 21, 2013 were presented to the committee for review.

Action?

Martin moved and Joe seconded the motion to approve the minutes of August 21, 2013 as presented. The motion was approved unanimously.

Financial update

District Services Manager Update -Ambassador Team -Harrison Median -Latham Square -Franklin Square

Tori presented the financial statement for review. She noted that all items are at or below budget. Lorie asked why there is a significant underspend in the BART planters category and staff responded that money was budgeted to replace plants that die or are stolen, but Trimacs has not yet charged us for this. Andrew noted that the Ambassador program is running well and he explained the new hiring process that Block by Block has recently implemented. Michelle noted that the senior Ambassadors are now involved in the process and that she was impressed when she met some of the new hires. Aliza noted that she would follow up with Andrew about some places he could find employee candidates and with some information about possible workforce training subsidies. Andrew reviewed the work the district has

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

done at Latham Square and noted that the additional maintenance is minimal. He announced that there is a public meeting informing the permanent design, scheduled for November 12. He noted that there are mixed opinions about Latham Square from property owners and merchants in the area. Many are worried that the Square won’t be maintained. Staff noted that when public spaces have been installed in other districts there were long term increases in retail sales. Aliza expressed her desire for the districts to take an official opinion on Latham Square and public spaces in general. Andrew noted that he is ready to begin landscaping the Harrison Street median, but has decided to wait until we hear a decision on the Franklin Square permit from the City of Oakland, in order to amend the master encroachment permit only once. Andrew noted that the increase in new projects this year has required a significant amount of travel and staff is requesting compensation for travel expenses. The committee noted that they are comfortable with either a travel reimbursement or a monthly allowance. Andrew stated that staff has a meeting scheduled with the Block by Block executive team to discuss 2014 priorities and goals. Andrew explained that currently there is one Team Leader shared by both districts on the swing shift every day, but none in the morning. On morning shift, whatever Ambassador is chosen to carry the Team Leader phone must then also take on the Team Leader responsibilities, but does not resume the title or additional pay of the Team Leader position. He presented a proposed new pay structure from Block by Block that allows for 1 team leader per district on every shift. The proposed pay structure also increases the pay rate cap which would help improve employee attraction and retention. Due to our budget constraints, this would decrease the number of FTEs. Martin noted that this structure ties pay increases with longevity not performance. There was much discussion about the benefits and issues of the proposed pay structure. Andrew reported that Block by Block has offered to fund the purchase of 1 CCTV camera system for any district location.

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

Approval of purchase of 7 Big Belly solar trash compactors.

Staff proposed allocating $35,560, from the assessment income over the budgeted and anticipated amount, to the purchase of 7 more Big Belly solar trash compactors. There was discussion of pricing, the included technology, and data use.

Approval of allocation of $3,000 for Franklin Square

Staff is requesting the allocation of $3,000 for improvements to Franklin Square. The improvements would include landscaping, new furniture, streetscape improvements and general maintenance. These improvements are contingent upon the city granting the district the encroachment permit. Andrew stated that the Art Deco clock has been vandalized for the first time since it was refurbished and reinstalled by the districts in 2010. Andrew explained that currently the clock must be removed and repaired offsite. He proposed an upgrade that would allow onsite repairs. Because staff has not yet received a quote for the repair and upgrade, the action was tabled. Andrew noted that over the past year more than $2,000 has been spent on the regular renting of a generator, rotary drill and truck rack. He proposed purchasing this equipment for a total of $3,800, which would be split between the districts. Staff reported that the Ambassador storage space is no longer large enough to accommodate their needs. The cage will be expanded and the additional space will be rented for $150 per month. Clorox security has asked to purchase 2 radios and to operate them on our frequency, which is not a public channel. Staff has not yet discussed this issue with Block by Block management team. The committee expressed some concerns and chose to wait until Block by Block has formed an opinion before making a decision. The following two dates were proposed: st Friday, November 1 and Thursday November th 7 . The meeting was adjourned at 1:25 p.m.

Aliza moved and Michelle seconded the motion to recommend that the board allocate funds from the additional assessment income to the purchase of 7 Big Belly solar trash compactors. The motion was approved unanimously. Nola moved and Michelle seconded the motion to approve the allocation of $3,000 for improvements to Franklin Square. The motion was approved unanimously.

Approval of allocation of funds for Repair of Art Deco Clock

Approval of purchase of District Services Manager supplies

David moved and Nola seconded the motion to approve the purchase of a generator, rotary drill and truck rack. The motion was approved unanimously.

Other

Next Meeting: Budget Planning Adjournment

2013 YTD Budget PROW Maintenance Line Item Breakdown
Projected Underspend/ Allocated YTD Actual Projected Expenses Overspend 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 9,415.92 980.97 3,217.92 4,398.01 2,258.16 6,649.52 2,513.72 9,142.17 38,576.39 9,415.92 1,980.97 3,217.92 4,544.59 2,500.00 10,000.00 2,500.00 10,000.00 44,159.40 587.08 19.03 2,775.00 0.00 0.00 0.00 -13.72 3,459.49 6,826.88

DOA PROW Maintenance 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

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

LMUDA PROW Maintenance 2014 Hanging Plant Program Columbine Contract Payoff Hanging Plant Maintenance Back of BART Project 2013 Blitz 1 CCTV Sites Walkie Talkie Upgrades Overall Maintenance Harrison St. Median Big Bellys Total

Projected Underspend/ Allocated YTD Actual Projected Expenses Overspend 21,453.00 2,000.00 2,000.00 5,523.18 2,500.00 5,000.00 2,500.00 8,997.00 19,375.93 2,000.00 1,972.97 4,148.18 2,258.17 0.00 2,513.73 4,320.43 19,375.93 2,000.00 1,972.97 4,148.18 241.83 5,000.00 2,500.00 6,668.19 0.00 27,133.00 51,500.00 120,540.10 2,077.07 0.00 27.03 1,375.00 0.00 0.00 -13.73 2,328.81 -27,133.00 -51,500.00 -72,838.82 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 Board-approved allocation to landscape Harrsion St. Median Board-approved allocation to purchase 10 additional units

0.00 27,133.00 0.00 51,500.00 49,973.18 115,222.41

2013 YTD SOBO Financial Report DOA
SOBO Maintenance Misc SOBO expenses PROW Maintenance Security Watering Total SOBO 20,419.62 0.00 11,048.16 33,580.67 0.00 65,048.45 18,000.00 509.81 4,250.00 30,683.67 708.33 54,151.81 2,419.62 -509.81 6,798.16 2,897.00 -708.33 10,896.64 113.44% 0.00% 259.96% 109.44% 0.00% 120.12% 218,086.29 3,847.79 38,576.39 362,032.74 0.00 622,543.21 216,000.00 6,117.69 51,000.00 368,204.00 8,500.00 649,821.69 2,086.29 -2,269.90 -12,423.61 -6,171.26 -8,500.00 -27,278.48 100.97% 62.9% 75.64% 98.32% 0.0% 95.8% 216,000.00 6,117.69 51,000.00 368,204.00 8,500.00 649,821.69 Dec 13 Budget $ Over Budget % of Budget Jan - Dec 13 YTD Budget $ Over Budget % of Budget Annual Budget

LMUDA
SOBO Maintenance Misc SOBO expenses PROW Maintenance Residential Beautification Security Watering Total SOBO

Dec 13

Budget

$ Over Budget

% of Budget

Jan - Dec 13

YTD Budget

$ Over Budget

% of Budget

Annual Budget

24,419.62 0.00 99,641.17 0.00 41,295.46 0.00 165,356.25

22,000.00 336.83 4,166.42 333.33 39,260.61 833.33 66,930.52

2,419.62 -336.83 95,474.75 -333.33 2,034.85 -833.33 98,425.73

111.00% 0.00% 2391.53% 0.00% 105.18% 0.00% 247.06%

266,507.87 4,048.01 115,222.41 0.00 456,466.43 0.00 842,244.72

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

2,507.87 6.01 65,225.41 -4,000.00 -14,660.86 -10,000.00 39,078.43

100.95% 100.15% 230.46% 0.0% 96.89% 0.0% 104.87%

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

2014 DOA SOBO Budget Breakdown Updated 12-12-13
Sidewalk Order (SOBO) PROW Maintenance Hanging Plants BART/Street Level Planters Median Maintenance Latham Square Maintenance 2014 Blitz CCTV Maintenance Total PROW Maintenance 10,780.00 2,000.00 1,500.00 2,500.00 2,500.00 3,000.00 22,280.00 Notes

Maintenance Landscaping Staff Person Misc SOBO expenses Security Watering Total SOBO

216,000.00 19,000.00 16,489.40 373,773.00 17,661.60 665,204.00 Misc purchases, special event staffing, signature events, possible social disruptions

2014 LMU SOBO Budget Breakdown Updated 12-12-13
Sidewalk Order (SOBO) PROW Maintenance Hanging Plants BART/Street Level Planters Median Maintenance Franklin Square Maintenance 2014 Blitz CCTV Maintenance Total PROW Maintenance 21,350.00 2,000.00 4,000.00 2,500.00 3,500.00 2,000.00 35,350.00 Notes

Maintenance Landscaping Staff Person Misc SOBO expenses Security Watering Total SOBO

271,920.00 23,000.00 8,650.00 485,261.00 23,000.00 847,181.00 Misc purchases, special event staffing, signature events, possible social disruptions and residential beautification