Joint Organization Committee Meeting January 11, 2017 - 9:00 a.m. The Leamington Building - 1814 Franklin Street 9‘ Floor Conference Room Present: Deborah Boyer, Michelle Lane, Mike Guerra, Sara May, Don Rogers, Samantha Stires Absent: C.J. Hirschfield, Tanicia Jackson Staff; Steve Snider, Andrew Jones, Victoria Decker, Tamiko Garner General Counsel: Daniel Schacht Discussions held and decisions made by the Joint Organization Committee Subject Discussion Action Introductions ‘The meeting was called to order at 9:09 am. Public comment and announcements ‘Approval of the minutes | The minutes of November 30, 2016 meeting were _| Mike Guerra moved ‘of the November 30, presented to the committee for review. and Deborah Boyer 2016 meeting seconded the motion to approve the minutes of the November 30, 2016 meeting as presented. The motion was approved unanimously. Year-end financial DOA Financials: report ‘Assessment income: $1,164,585.69 less reserve of $51,367.82 and less payments from reserve of $13,000.00 for B Shuttle sponsorship leaving total cash available for the year of $1,100,217.87. DISI Expenses: $50,683.88 for the year. $2,500 of CBD Sponsored Events was not spent for possible activation of the vacant lot at 1100 Broadway. ORG Expenses: $274,471.92 for the year with an underspend of $6,293.42, the majority of which was due to not hosting the annual event. SOBO Expenses: $678,168.33 for the year with an underspend of $64,715.67 due to underspend in clean and safe staffing, a reduction in watering, and PROW Maintenance projects not being completed. Total expenses for the year were $1,003,324.12 with cash remaining for the year of $96,893.75 which will be added to reserve to determine carry forward for 2017. 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LMUDA Financials Assessment income: $1,411,823.32 less reserve of $77,392.77 and less payments from reserve of $13,000.00 for B Shuttle sponsorship leaving total cash available for the year of $1,321,430.55. DISI Expenses: $50,769.53 for the year. $2,500 of CBD sponsored events not spent for possible activation of the vacant lot at 1100 Broadway. ORG Expenses: $278,586.78 for the year with an underspend of $7,262.64, the majority of which was due to not hosting the annual event. SOBO Expenses: $924,915.20 for the year with an underspend of $37,249.39 due to underspend in clean and safe, a reduction in watering, and PROW. Maintenance projects not being completed. Total expenses for the year $1,254,271.51 with cash remaining for the year of $67,159.04. (The underspend is less in LMUDA due to the 45%/55% split in addition to more maintenance in LMUDA- medians, plants, etc.) Fox Theater Services Non-Assessment Funds: $2,978.90 for the year. There was discussion around the creation of a set a criteria to help guide staff in deciding how to spend anticipated non-assessment income. Criteria to be vetted by the ORG Committee. Review and recommendation to the Joint Boards of Directors to approve the 2017 proposed budgets Historically, the budget has been built on a. 94% collection rate although actual collection has been closer to97% or more. Therefore, for 2017, Staff is proposing an increase of the collection rate to 97% to absorb increases in Operating Budget for 2017. Over the last 3 years, LMUDA's collection rates have been 98% - 2014, 97.5% - 2015, and 97% - 2016. DOA collection rates have been 99% - 2014, 98% - 2015, and 97.5% - 2016, Collection will be increased based on new developments happening in the District. Staff proposes to maintain 5% in reserve funds. DISI line item $55,500 for both Districts: The plan is to keep the DIS| budget line item consistent to 2016 witha slight increase to implement continued strategic marketing initiatives such as targeted geo-fenced advertising, updating the Big Belly Panels, updating ad panels on the B-Shuttle, Purchasing new swag, and attracting a large event into downtown Oakland. Insurance line item $6,547.00(LMUDA) and $6,067.00(DOA): The renewal rate for 2017 is insignificantly higher than 2016 rate. The insurance Michelle Lane moved and Deborah Boyer seconded the motion to approve the recommendation to the Joint Boards of Directors to approve the 2017 proposed budgets with suggested edits. The motion was approved unanimously.Broker is currently investigating other options for better pricing at which time this line item will be revised. Rent line item $47,142.00 for both Districts: This amount includes 3% increase on rent for 388 19" Street and 3, 3% compounded increases for 1924 Franklin Street (Ambassador office). No rent increase was imposed in 2015 or 2016 due to construction at the property. Anticipated completion of project is expected in 3-6 months at which time the rent increase will go into effect. The increase is about $2,500 for the year per district. Staff Personal line item $206,784.00(LMUDA) and $204,564.00(DOA): This amount is a 39% increase to staff salaries and associated costs. Total Org expenses: $290,168.00(LMUDA) and $292,073.00(DOA). Discussion around maintaining B Shuttle sponsorship and perhaps leverage the relationship over the years to have a rewrap of the buses. SOBO line item $904,888.00(LMUDA) and $744,455.00(DOA): The Landscaping Staff person is now Program Coordinator working with Program Director on landscaping and Ambassador projects in the Districts. The salary line item from $30,066.97 to $32,755 (LMUDA) and $20,893.99 to $26,800(DOA) which is the 45%/55% split. Clean & Safe 45%/55% split LMUDA share down $827,633.00 from $844,847.62 and DOA increase from $659,940.00 to $677,155.00. It is noted there is an increase in pay rate but the hours will be reduced. The contracted hours of 840 per week. Significant change in watering line item from $20,000 to $5,000 (LMUDA) and $15,000 to $5,000(DOA). Total expenses: LMUDA $1,250,556.00 and DOA $1,092,028.00. Review and recommendation to the Joint Boards of Directors to approve the 2017 Oakland Venue Management goals Staff presented their high level goals for 2017, It was suggested that staff add policies with regards to how to spend non-assessment dollars to the Grow Revenue Goal item Also, suggested to add ‘potential student internship partnerships’ to the goal of Community Outreach, and Engagement. ‘Samantha Stires moved and Mike Guerra seconded the motion to approve the recommendation to the Joint Boards of Directors to approve the 2017 Oakland Venue Management goals with the agreed upon edits. Themotion was approved unanimously. Review and recommendation to the Joint Boards of Directors to approve Approval of OVM Contract renewal per district bidding policies The committee reviewed the letter of recommendation written by Michael Guerra to continue contracting with OVM for administrative servicesin 2017. Deborah Boyer moved and Michelle Lane seconded the motion to approve the recommendation to the Joint Boards of Directors to approve the OVM Contract renewal per district bidding policies The motion was approved unanimously. Other ‘Andrew explained that staff is pursuing an Associate Membership for additional Ambassador services with EBALDC for their property known as Swan's Marketplace. Services would be provided to the blocks from 9" & Washington to Clay & Washington, not to include 10" Street. Since this parcel is immediately adjacent to current district boundaries there would be no need to bring on additional Ambassador staff. The membership contract would generate an additional $33,000 in non-assessment income to DOA. The relationship would be more of a vendor contract established between Swan's and the district. Daniel Schacht to review contract prior to Joint Board Meeting, Tori informed the committee that wereceived a response to the Renewal Services RFP from P.UM.A. out of Denver and that an interview with Brad Segal and his team is scheduled for January 25, 2017. Andrew informed that BART wants to sell their 6 Big Bellies that were located at the Mission Street Bart Station. Staffis planning to determine the status of the Big Bellies with regards to operation and overall appearance prior to adding them to our trash program. Staff is potentially looking into partnership with BART-able on a_pilot project around Oakland Central with regards to using BART-able’s event marketing expertise and platform for event promotion. Next Meeting Date TED. ‘Adjournment. ‘The meeting was adjourned at 10:26 am. Minutes taken by: Tamiko M. Garner, Administrative Coordinator