Downtown Oakland Association Board of Directors Meeting

Wednesday, October 11, 2023 – 11:00 a.m.

Oakland City Center Conference Center, 500 12th Street
Virtual Option via Zoom
https://us06web.zoom.us/j/4159385345?pwd=c1NpVVl2ZzBNbmIxR2R5R2I0WmJldz09
Agenda

1. Call to order, Michael Guerra

2. Introductions

3. Public comment and announcements

4. The Lake Merritt Conservancy Coalition Presentation - Jonathan Hoffberg

5. Approval of the minutes of the August 9, 2023 meeting Action Item

6. Financial report – Tori Decker Action Item

7. Office Lease Updates- Tori Decker

8. Clean and Safe Updates

a. Uptown Entertainment Zone
b. Vendor Updates

9. Marketing and Branding Updates

a. OWW(Oakland Works Wednesday)
b. AMP Oakland
c. Pablo’s Alley
d. Holiday Marketing
e. Social Media Update

10. Other

11. Next meeting date: October 11, 2023

12. 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 Lake Merritt/Uptown District 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 - Board of Directors Meeting
Wednesday, August 9, 2023 - 11:00 a.m.
Oakland City Center Conference Center, 500 12th Street
Virtual Option via Zoom
https://us06web.zoom.us/j/4159385345?pwd=c1NpVVl2ZzBNbmIxR2R5R2I0WmJldz09
Minutes

Present: Courtney Belanger, Mike Guerra, Matt Klimerman,

Carmen Benjamin, Cortt Dunlap, Jamie Flaherty-Evans, Adam Chall (virtual),
Tamira Twilie, Durell Coleman, Kurt Hanson

Absent: William Goodman, Greg Pasquali, Felicia Scruggs

Staff: Steve Snider, Andrew Jones, Tori Decker, Tamiko Garner, Charles Taylor, Mauton
Akran

General Counsel: Daniel Schacht, Nathan Desai

Guests: Hope Garrigan (Riverrock), Gail Ringer (RiverRock), Lucas Heller (HP Investors), Tony
Trinh (virtual - ED Chinatown BID), Shu-yi Lin (virtual - Chinatown BID), Sandra Litchey
(virtual)

Discussions held and decisions made by the Board of Directors

SUBJECT DISCUSSION ACTION
Call to Order The meeting was called to order at 11:00am
Introductions
Public Comment and
Announcements
Approval of the minutes of The minutes of the May 3, 2023 Board Mike Guerra moved,
the March 1, 2023 and May 3, Meetings were presented for review. and Jamie
2023 meetings May 3, 2023 Flaherty-Evans
Roll call: seconded the motion
Tamira Twille - yea to approve the
Carmen Benjamin - yea minutes of the May 3,
Kurt Hanson - abstain 2023 meeting as
Courtney Belanger - yea presented. The
Durell Coleman - abstain motion was approved
Cortt Dunlap - yea unanimously.
Matt Klimerman - yea
Mike Guerra - moved
Jamie Flaherty-Evans - 2nd

DOWNTOWN OAKLAND ASSOCIATION

388 19th Street ■ Oakland, California 94612

Phone 510.238.1122 ■ Fax 510.452.4530 ■ info@downtownoakland.org ■ www.downtownoakland.org

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Financial Report: Operations
Director
The financial report was presented to the Kurt Hansen moved,
board for review. and Courtney
Belanger seconded
Assessment income and prior year carry the motion to approve
forward YTD actuals of $2,327,358.00 Versus DOA financial report.
budget of $2,328,495.00 leaving us with an The motion was
unfavorable temporary variance of $1,137.00 approved
as our April disbursement came in less than unanimously.
budget. The August disbursement of 2023 is
expected sometime around the 15th.
Less our budgeted Reserve of $85,477.75 we
have a YTD total cash available of
$2,241,880.00.
Our YTD actual Marketing & Branding
expenses total $95,863.00 versus budget of
$122,992.00 leaving a temporary favorable
variance of $27,992.00due in part to public
space due in part to public space
activations/sponsorships, including Art & Soul
pending implementation. Expenses to date in
this category include sponsorship of Bike to
Work Day, Black Joy Parade, and the Youth
Creative Expo, and Jazz on 9th in Old
Oakland.
Our YTD actual Administrative expenses total
$214,460.00 versus budget of $245,704.00,
leaving a favorable temporary variance of
$31,243.00 due to a percentage of projected
end of year bonus in monthly allocation for
staffing line items.
Our YTD actual Clean & Safe expenses total
$945,681.00 versus budget of $1,083,398.00
leaving a temporary favorable variance of
$137,771.00, in large part due to January
billing not being submitted by Block by Block in
advantage of the latest check cutting deadline.
Includes percentage of projected end of year
bonus in monthly allocation in staffing line
items.
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 Our total expenses equal $1,256,005.00
versus budget of $1,452,095.00 leaving us
with a temporary favorable variance of
$196,090.00 and cash remaining of
$985,875.00

We currently have $412,094.00 of available

non-assessment funds. – includes the
remaining city grant funding for additional
ambassador patrols and safety enhancements.
The variance report is included on page 7 for
reference. Page 8 contains the PROW
Maintenance budget - it’s a breakdown of one
of our largest budget line items that is a catch
all for a number of different projects and
initiatives. It was requested that we provide a
little more detail in this category at the board
level and not just the committee level.
Roll Call
Tamira Twille - yea
Carmen Benjamin - yea
Kurt Hanson - moved
Courtney Belanger - 2nd
Durell Coleman - yea
Cortt Dunlap - yea
Matt Klimerman - yea
Mike Guerra - yea
Adam Chall - yea
Jamie Flaherty-Evans - yea

Office Lease Updates Office Lease Updates - received an extension

to exercise a lease option at 388 19th, but did
not choose to exercise it. Currently in
negotiations with the property owner and will
be in receipt of a formal LOI that I will share
with all of you. As it stands currently, we are
looking at a 19% rent reduction, some TI, and
three months of rent abatement. Lease for our
ambassador space, 1924 Franklin, will expire
in December of this year, and, if we wish to
exercise our lease option for another 5 years, I
will need to do so by September 31st. We
currently pay 1.74 a square foot for 2772
square feet, so not much negotiating to do on
price, but possible for some improvements.

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Clean and Safe Updates Transition Plan:
1. Vendor transition ● June 19 was the first day of the new
vendor working.
● A monthly review by a Clean & Safe
Committee board member was
conducted on August 1 by both Sara
de la Riva and Mike Guerra. They have
suggested moving the review out to the
5th or 7th of the month versus the 1st.
The team seems strong. Staff is
considering looking into a system that
could be better than the current PBID
database.
● The team is meeting hours.
● There has been a major change in
leadership as Don Lepana has
resigned from the team as Program
Director.
● Porsche Washington has been hired as
the new Program Director.
● Joe Castagnola is the quality
assurance specialist and has been
acting as interim director.
● Time off seems to have decreased.
● It has been a time of catching up due to
the change over the last 2 months.
● All the equipment is getting in place.

Staff have been in meetings with the Mayor,

Deputy Mayor, Office of Economic and
Workforce Development, Ersie Joyner
(ecosystem of safety), weekly meetings with
groups around the entertainment district
management (OPD, OFD, DOT, etc.).
There is massive clean-up on Fridays,
Saturdays, & Sundays on Telegraph between
16th and 20th and requires a lot of resources
to keep clean.
Marketing and Branding ● Staff is building a relationship with
Updates Oaklandside for sponsorship
● The updated District website is now up
and running. On the update website,
board members will have better access
to information.
● Oakland Works Wednesday campaign
has 13 businesses signed up with the

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 goal of 50 on board. An official
marketing launch is scheduled to start
mid-September.
● A Keith Carson event will be taking
place at Uptown Station and they
would like to purchase approximately
300 gift cards at a $50 value for the
East Bay EDA event on September 14
● AMP 2023 Series - have been going as
scheduled on a weekly basis
● Pablo’s Alley 2023 - next Pablo’s Alley
is scheduled for August 16

Other ● Levy updates. Approved the 5%

increase. Staff worked with a company
to assist with cleaning the assessment
data.
● Road closures do make a difference
with regard to establishing some sort of
order. There is a recap of how things
went without the road closure by
Captain Burch which is very telling in
the importance of having road closures.

Next meeting date: October 11, 2023

Adjournment The meeting was adjourned at 12:06 p.m.

Minutes taken by: Tamiko Garner, Administrative & Marketing Coordinator

6
Downtown Oakland Association
YTD Cash Summary - September 2023

Perm/Temp Variance Comments

Cash Available YTD Actual YTD Budget YTD Variance (For variance amounts of 10% and $10K)
Assessment Income and Prior Year Carry Forward $2,507,097.85 $2,557,567.75 ($50,469.90) Unfavorable PV - The August and final disbursement of
2023 is came in less than budget. All city-owned properties
have paid. The variance is due to numerous properties on
the County levy not paying their property taxes in advance
of the distribution.
Less Reserve $85,477.75 $85,477.75 $0.00 Reserve reflects 3% of budgeted income.

Total Cash Available $2,421,620.10 $2,472,090.00 ($50,469.90)

Expenses
Marketing and Branding $130,818.78 $158,133.01 $27,314.23 Favorable TV as a result of strategic projects such as
public space activation, such as ongoing AMP
performances, Pablo's Alley, etc.. Includes sponsorship of
Art & Soul, Bike to Work Day Black Joy Parade, Jazz on
9th, and Honouring Our Ancestors and Youth Creative
Expo, both in Old Oakland.
Administrative (ORG) $282,807.74 $309,019.01 $26,211.27 Favorable TV - includes percentage of projected end of
year bonus in monthly allocation in staffing line items.
Clean and Safe $1,315,385.21 $1,392,941.22 $77,556.01 Favorable TV - as a result of June Block by Block billing
not being paid as some final contract termination
negotiations are underway. Includes percentage of
projected end of year bonus in monthly allocation in
staffing line items.

Total Expenses $1,729,011.73 $1,860,093.24 $131,081.51 See comments above and expense detail attached.
Cash Remaining $692,608.37 $611,996.76 $80,611.61

Non-Assessment Funds - Contracted Current Current District Profit to Notes

Services Contract Amount Date
Amount Invoiced

1111 Broadway $99,091.20 $52,285.45 $4,043.74

EBALDC $39,266.86 $23,511.46 $1,787.37

Rubicon Point Partners $84,864.00 $47,282.01 $2,330.44

Total Available Non-Assessment Funds as of 9/30/2023 $391,029.68
*PV = Permanent Variance for the year.
*TV = Temporary Variance due to timing.

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 10:27 AM Downtown Oakland Association
10/08/2023
Cash Basis September 2023 Expenses

DOA YTD Variance Report - September 2023

*PV = Permanent Variance for the year.
*TV = Temporary Variance due to timing.
Curr. Actual Curr.Bud. Curr. Var. % Var. Permanent Variance Comments Temporary Variance Comments

Operating Expenses Variance - 10% and $10,000 - Summary Line Items

Marketing and Economic

Enhancements
Marketing and Branding
Marketing & Communications 21,862.62 31,874.99 10,012.37 31% Favorable TV - as a result of strategic projects such as marketing collateral
creation, social media add buys, etc., pending implementation.

Digital Media Coordinator 38,869.74 40,008.01 1,138.27 3%

Public Space Programming 70,086.42 86,250.01 16,163.59 19% Favorable TV - as a result of strategic projects such as public space
activations/sponsorships, pending implementation. Includes sponsorship of Art &
Soul, Bike to Work Day, Jazz on 9th, and Black Joy Parade.
Total Marketing and Branding 130,818.78 158,133.01 27,314.23 17% Favorable TV in overall category - please see notes above.
Administrative Expenses
Accounting Expenses 10,118.18 15,100.00 4,981.82 33% Includes costs associated with efiling 1099 NECs, loan renewal fees, bill.com
setup, and fees related to the annual assessment levy creation, per board
president authorization.
Annual Stakeholder Event 0.00 5,250.00 5,250.00 100%

Computer Service & Support 342.32 2,250.00 1,907.68 85%

Consulting & Legal Expenses 0.00 1,125.00 1,125.00 100%
Fees & Permits 559.27 4,500.00 3,940.73 88%
Insurance
Directors & Officers 600.00 600.00 0.00 0%
General Liability 3,153.00 3,153.00 0.00 0% Insurance premiums paid in full in January.
Misc. 2,982.14 3,825.00 842.86 22%
Office Furniture & Equipment 4,837.20 4,874.99 37.79 1% Unfavorable TV - includes 50% of the purchase of a new computer for staff and
bathroom repairs. Within annual budget.
Postage, Shipping & Delivery 400.99 750.01 349.02 47%

Printing & Copying 2,392.73 2,250.00 -142.73 -6% Unfavorable TV - due to costs associated with annual assessment increase letter
mailing and business cards for new staff as a result of vendor transition. Within
annual budget.
Rent 56,292.47 54,374.99 -1,917.48 -4% Unfavorable TV - due to 2022 CAM fee reconciliation. Within annual budget.
Staff Personnel 189,168.66 200,466.00 11,297.34 6%

Supplies 1,806.51 1,875.01 68.50 4%

Telephone & Telecommunications 2,148.62 2,250.00 101.38 5%
Training and Professional Development 8,005.65 6,375.01 -1,630.64 -26% Unfavorable TV - due to costs associated with the IDA Conference in Chicago,
some reimbursements pending. Within annual budget.
Total Marketing and Administrative 413,626.52 467,152.02 53,525.50 11% Favorable TV in overall category - see notes above.
Expenses
Clean and Safe Enhancements
Clean and Safe 1,086,878.21 1,106,765.24 19,887.03 2% Favorable TV - as a result of June Block by Block billing not being paid as some
final contract termination negotiations are underway.
Misc. 1,216.19 3,749.99 2,533.80 68%
Outreach Coordinator 15,342.02 14,999.99 -342.03
Program Director 60,849.36 65,478.74 4,629.38 7%
Program Coordinator 51,518.54 53,262.00 1,743.46 3%
PROW Maintenance 99,580.89 148,685.26 49,104.37 33% Favorable TV - due to several budgeted projects, such as utility box art
installations and CCTV grants for participating buildings, still pending
Total Clean and Safe 1,315,385.21 1,392,941.22 77,556.01 6% implementation.

TOTAL EXPENSE 1,729,011.73 1,860,093.24 131,081.51 7% Favorable TV in overall category - see notes above.

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 2023 DOA PROW Maintenance Budget

DOA
2023 YTD 2023 Budget Remaining Notes
Actuals Funds
PROJECTS

Hanging Plants $37,712.50 $38,908.20 $1,195.70

Total $37,712.50 $38,908.20 $1,195.70

Median and Plaza Maintenance

Maintenance of all medians ($ 13,394.38) ($ 33,734.88) $20,340.50

Total ($ 13,394.38) ($ 33,734.88) $20,340.50

Ground Planter Maintenance

Replacement Plants and labor ($ 17,655.89) ($ 20,000.00) $2,344.11

Total ($ 17,655.89) ($ 20,000.00) $2,344.11

Public Art Initiatives

Utility Box Maintenance ($ - ) ($ - ) $0.00
New Public Art ($ - ) ($ 15,000.00) $15,000.00
Total ($ - ) ($ 15,000.00) $15,000.00

Video Surveillance Network

Data for Program ($ 730.72) ($ 1,200.00) $469.28
Monthly Support Services for AVS ($ 19,674.29) ($ 13,016.00) -$6,658.29 Front loaded system
upgrades, LMUDA to
reimburse $5192.59
Grants For Participating Buildings ($ - ) ($ 10,000.00) $10,000.00
Total ($ 20,405.01) ($ 24,216.00) $3,810.99

Latham Square Management

Weekly, Monthly and Annual ($ - ) ($ 10,000.00) $10,000.00
Maintenance
Annual Planting Projects ($ - ) ($ 5,000.00) $5,000.00
Furniture Replacements and ($ - ) ($ 10,000.00) $10,000.00
Maintenance
Misc. Maintenance ($ - ) ($ 2,000.00) $2,000.00
Total ($ - ) ($ 27,000.00) $27,000.00

PBID Manager Advanced Reporting ($ 8,482.00) ($ 21,887.92) $13,405.92

Miscellaneous ($ 8,543.95) ($ 15,000.00) $6,456.05 Includes costs associated

with Big Belly lease and
replacement parts.
Total ($ 8,543.95) ($ 15,000.00) $6,456.05

Watering for Landscaping Projects ($ 1,869.16) ($ 2,500.00) $630.84

(hydrant costs)

Totals ($ 99,580.89) $198,247.00 $98,666.11