Obeysekere Joint Organization Committee Meeting Thursday, September 11, 2014 - 8:30 a.m. Kaiser Center 2"¢ Floor Conference Room, 300 Lakeside Drive Absent: Chris Curtis, Robert Wilkins Deborah Boyer, Michelle Lane, Sara May, Martin Ward, Jesse Nelson, Indrajit Staff: Andrew Jones/District Services Manager, Victoria Decker/Office and Operations Manager, Fiona Simms/Marketing & Administrative Assistant, Steve Snider/District Manager Legal Counsel: Daniel Schacht/Donahue Fitzgerald Discussions held and decisions made by the Joint Organization Committee Subject Discussion Action Introductions The meeting was called to order at 8:46 am. Public comment and announcements ‘Andrew announced that Love Our Lake Day will be held on Sunday September 14. Daniel invited the board to a celebration of the launch of Donahue Fitzgerald LLP at the Oakland Museum, ‘Approval of the minutes of the July 24, 2014 meeting The minutes of July 24, 2014 meeting were presented to the committee for review. motion to approve the minutes of July 24, 2014 as presented. The motion was approved unanimously. Recommendation to the board to adopt the proposed internal bidding policies and procedure The committee reviewed the draft bidding policies and procedures and requested that ‘informal be changed to “standard” and that ‘contracts" be changed to “major contracts” which should be defined as any contract worth over $5,000 in a calendar year. Daniel offered to make the changes and recirculate the document to the committee. Deborah moved and Michelle seconded the motion to recommend to the board the approval of the revised internal bidding policies and procedures pending the edits outlined in the meeting. The motion was approved unanimously. Recommendation to the board to approve the amendment to the Disbursement Agreement with the City of Oakland Staff has proposed a revision to the Disbursement Agreement that retains the requirement to bid out all contracts over $5,000 but removes the requirement to rebid those contracts every three years. Deborah moved and Jesse seconded the motion to recommend to the board the approval of the proposed changes to the Disbursement Agreement The motion Downtown Oakland and Lake Merritt/Uptown District Associations 388 19)" Street ¢ Oakland, CA 94612 DOA Phone 510.238.1122 # LMUDA Phone 510.452.4529 © Fax 510.452.4530 info@downtownoakland.org « www.downtownoakland.org, info@lakemerritt-uptown.orge www.lakemerritt-uptown.orgwas approved unanimously. Discussion of 2015 budget approval Tori explained that because the City is requesting a board approved budget before the fiscal year end, staff has prepared a condensed budget that will give us a structure, but will allow us to develop the full operating budget when we know the actual carry forward. The condensed budget outlines the allocations for the major budget categories as defined in our management district plan. This condensed budget will give us the flexibility to define our line item budget allocations once we have identified our actual carry forward at the end of the year. Other There were no other items discussed Next Meeting Date No meeting was scheduled ‘Adjournment. ‘The meeting was adjourned at 9:40 am. Minutes taken by: Fiona Simms, Marketing and Administrative Assistant