Meeting of the Joint Organization Committee

Thursday, February 23, 2023 – 9:00 am

Virtual Meeting via Zoom
https://us06web.zoom.us/j/4159385345?pwd=c1NpVVl2ZzBNbmIxR2R5R2I0WmJldz09
Agenda

1. Call to order, Sara de la Riva and Mike Guerra

2. Public comments and announcements

3. Approval of the minutes of the January 20, 2023 meeting Action Item

4. Meeting with Mayor Thao - Agenda Review

5. Review of New Board Nominees

Adjournment into Executive Session

All staff and public attendees are required to leave the meeting at this time.
All decisions will be a part of public record according to Government Code 54950 (The Brown Act)

6. Confirm the recommendation of the Clean and Safe Committee to approve contracting with
the selected bidder for Clean and Safe Services in 2023 and recommend to the boards for
approval Action Item

7. Other

8. Next meeting date: TBD

9. 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.
 Joint Organization Committee Meeting
January 23, 2023 – 8:30 a.m.
Via Zoom Conference

Present: Mike Guerra, Sara de la Riva, Kim Bardakian, Ruth Simon, Jamie Flaherty-Evans

Absent: Courtney Belanger, Carmen Benjamin, Nicole Price

Staff: Steve Snider, Andrew Jones, Victoria Decker, Tamiko Garner, Mauton Akran, Charles Taylor,
Joe Castagnola

General Counsel:

Discussions held and decisions made by the Joint Organization Committee

Subject Discussion Action
Call to order The meeting was called to order at 8:32 a.m.
Public comments and PBID meeting was a success this past Wednesday.
announcements Boca Nova is opening in the old Faz location on
Broadway. Boca Nova will open in February. Lunch and
lunch will be served in the front and happy hour served
on the rear patio.
High Wire Coffee at 1111 Broadway opening.
Chipotle plans to open in February across from the old
Burger King location
Staff is still awaiting the grant funds from the City of
Oakland based on updated insurance certs.
Staff will create an analysis of how the program is
working.

Approval of the minutes of
the November 30, 2022,
meeting
Year-end financial report
The minutes of the November 30, 2022, meeting was Sara de la Riva moved,
presented to the committee for review. and Kim Bardakian
seconded the motion to
approve the minutes of
the November 30, 2022,
meeting as presented.
The motion was
approved unanimously.
DOA

This is a preliminary review, not an action item, it will be

approved by the full boards at their next meeting on

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Wednesday, January 25, 2023. We are landing pretty
much exactly where we anticipated we would at the last
meeting, carrying forward a sizable reserve and expense
category underspend.

Assessment income and prior year carry forward YTD

actuals is $2,425,684.06 Versus budget of $2,363,868.35
leaving us with a Favorable permanent variance of
$61,815.71 as the final August disbursement came in
over budget.

Less our budgeted Reserve of $120,000.00, we have a

YTD total cash available of $2,179,587.71.

Our YTD actual Marketing & Branding expenses total

$206,127.19 versus budget of $211,729.45 leaving a
Permanent Favorable variance of $5,602.26 as a result of
marketing collateral and creation not being implemented
fully in 2022.

Our YTD actual Administrative expenses total

$357,828.91 versus budget of $382,098.24, leaving a
Permanent Favorable variance of $24,269.33 due to the
annual event, and planned office improvement line items
not being expended fully in 2022.

Our YTD actual Clean & Safe expenses total

$1,593,880.21 versus budget of $1,650,040.66 leaving a
Permanent Favorable variance of $56,160.45 due to
strategic projects, such as Latham Square management
not being implemented in 2022 and contracted
ambassador hours not being met consistently.

Our 2022 expenses total $2,157,836.31 versus budget of

$2,243,868.35 leaving us with a Permanent Favorable
variance of $86,032.04, and cash remaining of
$147,847.75 These dollars will carry forward into our
2023 operating budget along with funds held in Reserve.

Our contracted services and district profit to date, is

greatly reduced from last year due to shifts in service
needs for those ADS clients.

We currently have $57,095.02 of available non-

assessment funds.

The variance report is included on page 8 for reference.

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 LMUDA

Assessment income and prior year carry forward YTD

actuals is $1,892,166.34 Versus budget of $1,853,635.38
leaving us with a permanent favorable variance of
$38,530.96 as our final disbursement came in over
budget.

Less our budgeted Reserve of $80,166.57, inclusive of

payments made from reserve to cover expenses related
to 1911 Telegraph in the amount of $26,500.00, we have
a YTD total cash available of $1,811,999.77.

Our YTD actual Marketing & Branding expenses total

$133,815.92 versus budget of $149,522.56 leaving a
permanent favorable variance of $15,706.64 due in large
part to marketing collateral creation not being
implemented filly in 2022.

Our YTD actual Administrative expenses total

$357,158.25 versus budget of $376,035.92, leaving a
favorable variance of $18,877.67 due to the annual
event, and planned office improvement line items not
being expended fully in 2022.

Our YTD actual Clean & Safe expenses total

$1,248,361.80 versus budget of $1,247,910.33 leaving a
small, but permanent unfavorable variance of -$451.47,
which includes payments to Urban Compassion Project in
excess of budget for engagement with our unhoused
population.

Our total expenses equal $1,739,335.97 versus budget of

$1,773,468.81 leaving us with a permanent favorable
variance of $34,132.84 and cash remaining of $72,663.80
These dollars will carry forward into our 2023 operating
budget along with funds held in Reserve.

We currently have $721.73 of available non-assessment

funds.
Recommendation to the Tori presented for review and approval proposed 2023 Mike Guerra moved, and
Joint Board of Directors to operating budgets for each district. Jamie Flaherty-Evans
approve the 2023 operating a. DOA – seconded the motion to
budgets b. LMUDA - approve the DOA 2023
DOA proposed operating
LMUDA These budgets included actual carry forward. budget as presented. The

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Recommendation to the
Joint Board to include a 5%
annual assessment
increase, as allowable in
both District Management
Plans, in the Annual
Reports due to the City on
or before March 31, 2023.
Discussion of Exercising
Lease Option for Office
Space at 388 19th Street
Other
Next Meeting Date
Adjournment
DOA $266,847.74 motion was approved
This is the change from previous review of this budget unanimously.
added monthly cost for CRM - PBID to build report for
ambassador reporting. unlike the SMART system. $3200 Ruth Simon moved, and
monthly expense. from the PROW maintenance line Sara de la Riva seconded
item. the motion to approve
LMU - the LMUDA 2023
proposed operating
Received 1st disbursement short on city owned manually budget as presented. The
billed properties. will be in the red about $100K per motion was approved
district. It is very likely the funds will correct itself by unanimously.
April.
This is the 3rd increase since 2019. The recommendation Mike Guerra moved, and
today is for the Board to approve at the March 1 Jamie Flaherty-Evans
meeting. seconded the motion to
The request sent in the annual report to the City. approve the that include
The City reviews and disburse assessment levy in August. a 5% annual assessment
increase, as allowable in
both District
Management Plans, in
the Annual Reports due
to the City on or before
March 31, 2023. The
motion was approved
unanimously.
Staff is looking at the option to exercise the leads which
needs to happen by May 31, 2023.
The current location is conducive to our needs, but due
to concerns staff has with several issues that have been
occurring over the years.
15th and Franklin was suggested as they are looking for
tenants.
Staff is considering possibly merging with the
Ambassador team into one space.
13th Street refurbish is moving forward. This week the
team will start power washing to prepare for painting to
start the following week. New plants have been
completed.
Charles and Joe are working to revamp Big Belly,
landscaping, and new litter cans in the districts.
TBD
The meeting was adjourned at 9:10 a.m.
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Minutes taken by: Tamiko M. Garner, Marketing and Administrative Coordinator