downtown oakland board meeting march 07 2012 agenda packet

8/2/2019 Downtown Oakland Board Meeting March 07 2012 Agenda Packet

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DOWNTOWN OAKLAND ASSOCIATIONBOARDOF DIRECTORSMEETING

WEDNESDAY, MARCH 7TH, 2012 -1:00 P.M.CITYCENTER5-STAR CONFERENCECENTER

500 12TH STREET,SUITE 105AGENDA:

1. Call to Order - J C Wallace President

2. Approval of October s". 2011 Executive Session minutes Action Item3. Approval of December ih, 2011 minutes Action Item4. Public Comment and Announcements5. Financial Report6. Approval of Bidding Policies and Procedures to be submitted to the City Action Item7. soso Updates8. DISI Updates9. Annual Breakfast on June 14th, 2012-Save the Date

10. Gallen Neilly Report11. Other12. Next Meeting Date:

BROWNACT:Government Code 54950 (The Brown Act) requires that a brief description of each item to betransacted or discussed be posted at least 72 hours prior to a regular meeting. The Corporat ionposts Agendas with the City at 1 Frank H.Ogawa Plaza, # 101. Action may not be taken on itemsnot posted on the agenda. Copies of the agenda are available from the Downtown OaklandAssociat ion at 388 19th Street, Oakland, CA 94612. Meeting facilities are accessible to personswith disabilities. If you require special assistance to participate in the meeting, notify our office at510 238-1122 at least 48 hours prior to the meeting.

DOWNTOWN OAKLAND ASSOCIATION388 19th Street Oakland, California 94612

Phone 510.238.1122 . Fax 510.452.4530 [email protected] www.downtownoakland.org
http://www.downtownoakland.org/http://www.downtownoakland.org/


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Executive Session Minutes of October 5th, 2011 DOA Board Meeting

Approval of Consulting RFP JC and Marco explained the need Chris moved andfor Land Use,Government for these consultants to supplement Michelle secondedRelations, and Grant the services of the current the motion toWriting Services. management team. They also approve distributionExplanation of process outlined what budget isavailable for of the consultantthese positions, and the possibility RFP.Aliza Gallothat they could be filled by one to abstained.three entities. Marco noted that thisRFPmust be sent out by Friday.Next Meeting Wednesday, December 7th, 2011 No action taken.* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * Adjournment into Executive Session * * * * * * * * * * * * * * * * * * * * * *for Personnel ReasonsSelection of Oakland There was a motion to approve the Chris Curtis movedVenue Management as selection of Oakland Venue and Martin WardStaff Administrative Management as Staff Administrative seconded thecontractor for the contactor for the Downtown motion to approveDowntown Oakland Oakland Association, commencing the selection ofAssociation commencing January 1,2012. Oakland VenueJanuary 1st,2012 Management asStaff Administrativecontractor for theDowntown OaklandAssociation,commencingJanuary 1,2012,and to assign theJoint ORGCommittee andlegal staff to workout final agreementbased upon budgetand scope ofservices. Themotion wasapprovedunanimously.
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DOWNTOWN OAKLAND ASSOCIATIONBOARD OF DIRECTORS MEETING

WEDNESDAY, DECEMBER7TH, 2011-1 :00 PMCITY CENTER5-STAR CONFERENCE ROOM

500 12TH STREET,ROOM 110

Present: JC Wallace, Ke Norman, Martin Ward, Laurie Berberich, Michael McGuire, Michael Haddad,Don Rogers, Chris CurtisGeneral Counsel: Elizabeth ClarkPRConsultants: TimGallenExcused Absence: Aliza Gallo, Anagha Dandekar Clifford, Michelle LaneUnexcused Absence: Andrew BrogStaff: Marco L i Mandri, steve Snider, Andrew Jones, Victoria Decker, Ted TarverGuests: Kathy Claussen. Karissa Obeso-GovanMinutes:Discussionsheld and decisions made by the Interim Board of Directors

SUBJECT DISCUSSION ACTION?Call to order- JC Wallace,PresidentApproval of the minutes of The minutes of the October, 5th, 2011 meeting Mike McGuireOctober 5th, 2011 were presented for approval. Michael Haddad moved and Laurienoted that no minutes for the closed sessionof s e c o n d e d t h e

that meeting had been presented. JC indicated motion to approvethat Elizabeth Clark may have taken minutes the open sessionduring the closed session. Tori will confirm and minutes asapproval of the closed session minutes will be an presented. Theagenda item for the next DOA Board meeting. motion wasapprovedunonlmouslv.Introduction of new Steve announced the opening of the new Plum No action taken

DOWNTOWN OAKLAND ASSOCIATION388 19thStreet Oakland, California 94612

Phone 510.238.1122 . Fox 510.452.4530 [email protected] www.downtownoakland.org
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'fbusinesses, property Bar on FranklinSquare and the Grand Opening ofowners, public comment the Pop-Up Hood in Old Oakland on December

9th from 5-9 pm.Financial Report Toribriefly walked the board through each of the Chris moved andthree expense categories and highlighted the Martin secondedsignificant variances and identified fully the motion toexpended line items. Toriexplained that actual approve theassessmentscollected in 2011exceeded what financial report as

was anticipated by $20,000.00. She also presented. Theexplained that within the DISIcategory, the motion wasBanner Program, Art and Soul Festivaland the approvedHoliday Parade budget line items were fully unanimously.expended. The Midtown Oakland Arts Districtbudget line item was not expended and of the$10,000.00budgeted for the Old Oakland MusicSeries,$4,436.52was used to supplement theinstallation of hanging plants on Broadway, as thebudgeted event did not take place. Thisexpenditure was authorized by DISIchairs.Under Organization expenses, the fees andpermits line item had a positive variance of$398.00for CDA and IDA membership-a boardauthorized expense. The Office FurnitureandEquipment line item had a positive of $1672.00 forexpenses related to office expansion. Thevariance isoffset by funds in the Special Projectsline item as authorized by the board. The BusinessAttraction and retention line item had a positivevariance of $953.00which isoffset by $4,000.00insponsorshlQfunds received from Com cast .

Board Roster-Update Toripresented the updated DOA Board Roster forreview. No corrections or changes wererequested.

Review of Strategic Vision Marco referred to the revised Strategic Vision No action takenDocument Document on pages 13-16 of the agendapacket. He explained that this document wascreated in cooperation with Robert Wilkins. Theboard was asked to review and provide anyfeedback.

Meeting Schedule for 2012 Toripresented the proposed 2012Joint Martin moved andOrganization Committee and Board Meeting Laurie secondedschedule for review and approval. Pleasesee the motion tobelow for further discussion. approve the

proposed 2012Joint OrganizationCommittee andBoard Meetingschedule. Themotion wasapprovedunanimously.

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Inviting Mayor Quan to Therewas a motion to invite Mayor Quan to the Don moved andattend first Joint Board firstJoint Board meeting of 2012. The motion was Laurie secondedmeeting of 2012 amended to include City Administrator, Deanna the motion to inviteSantana and AssistantCity Administrator, Fred Mayor Quan,

Blackwell to the meeting as well. Deanna Santanaand Fred Blackwellto the first JointBoard Meeting of2012. The motionwas approvedunanimously.

Joint Board Meeting at Chrisexplained that the Oakland Museum of Chris moved andOakland Museum of California isinterested in hosting the Joint Boards Martin secondedCalifornia of the Downtown Oakland Association and the the motion to holdLake Merritt-Uptown DistrictAssociation in 2012. a Joint BoardThe OMCA isinterested in becoming more meeting at the

involved in itssurrounding community and may Oakland Museumbe able to offer museum discounts to district of California instakeholders. 2012. The motion

was approvedunanimously.

SOBO-City of Oakland Andrew explained that we want to add Parklets No action taken.Parklet RFP to our master encroachment permit and gave anupdate on the overall concept. We just want to

stay involved in the process as it moves forward.Marco to send photos of Parkletsspecifically toMike Haddad.Marco raised the issueof the City uniongrievance arbitration instigated by Peraltaservices entering Snow Parkto providemaintenance services on the first day of theprogram. Marco proposed setting a SOBOmeeting for discussionof arbitration outcomescheduled for some time in late January or earlyFebruary. The result of the arbitration will affectambassador access to Snow Parkand FrankOgawa Plaza.Andrew briefly touched on a successful meetingbetween staff and Vitaly Troyan where heseemed to support CBDinitiatives and advisedwaiting to proceed on median landscapeproject until resolution of arbitration.Back of BART-Andrewexplained the modificationto design to prevent water damage toescalators, has filed a permit with BARTand isawaiting final go ahead. There are 5 BARTedgesidentified in Downtown and 4 in Uptown. Timraised the issueof CBD advertising in BARTrains-JC advised pursuing that angle immediately.

Gallen Neilly Report TimGallen presented the October/November No action taken.activity report on pages 18-24of the agendapacket. He reiterated hisrequest to board

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members that they send leasing data to him as itisthe type of information that can beincorporated into businessdevelopment stories.Also included in the Gallen Report was the articlein the November issueof the BusinessExpansionJournal written by Marco and featuring theDowntown and UR_towndistricts.

Emphasis on FirstFriday/Art Chrisbriefly explained that the Art Murmur/First No action taken.Murmur/Great Wall Friday event has grown beyond its bounds andthere isdiscussion internally about how the CBDs

can step in and manage the event moresuccessfully. There isdiscussionabout how theCBDscan potentially identify more ideal locationsfor food and art/craft vendors and to generateincome through the facilitation of the permittingprocess. CBD Staff has been tasked with comingup with an action plan to move this processforward.Chrisrequested staff to continue to pursue aletter from the Mayor endorsing the 13thSt.drawings/conceptual Qian,

Adoption of not-to-exceed Marco distributed a handout outlining the Laurie moved and2012 total budget estimates on budgets and carry for DOA. Chris secondedJC indicated that isincumbent upon staff to work the motion to

with committees and not to look at the budgets approve the not-in silos. He suggested getting committee chairs in to-exceed budgetthe room together to figure it out. of $914,166.00 andMarco suggested that we consider month-to- to directmonth contracts with our service providers as well committees toas the eventual consolidation of maintenance come up withand security. budgets to confirmThe total projected revenues for 2012 equal in January. The$962,279.00. A 5%reserve equaling $48,113.95 motion waswas proposed. The total not -to-exceed budget approvedfor 2012equals $914,166.00. unanimously.

Other Andrew explained that staff had held an No action taken.Oakland Shinesbenchmarking event inNovember and were awaiting receipt of the$20,000.00remuneration as contractually agreedto.Marco suggested to Torithat she include anUnexcused Absence line at the top of minutes tobetter track the participation of board members.JC requested that we include the nomination ofKarissaObeso-Govan and/or Kathy ClaussenofCBREto the DOA Board on the next Org.Committee Agenda.

Next Meeting The next meeting of the full DOA Board ofDirectors isscheduled for March 7th, 2012at 1:004
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Minutes taken by: Victoria Decker, Staff, Downtown Oakland Association

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Downtown Oakland Association AssociationYTD Cash Summary-February 2012

Actual Budget Variance $ DifferenceCash Available

Carryforward $113,894.73 $113,894.73 0.00% $0.00Assessment Income $400,925.23 $878,186.00 54.35% -$477,260.77Other Income $0.00

Total $514,819.96 $992,080.73 48.11% -$477,260.77Less Reserve $49,604.04 $49,604.04 0.00% $0.00Liabilities Paid

Total CashAvailable $465,215.92 $942,476.69 50.64% -$477,260.77

Expenses $150,812.48 $942,476.69 84.00% -$791,664.21 See attached

CashRemaining $314,403.44 $0.00 $314,403.44
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Downtown Oakland Association and the Lake Merritt/Uptown AssociationBidding Policy and Procedures

As Required by theOisbursement Agreement between the City of Oakla nd

AndThe Oowntown Oakland Association and the Lake Merritt/Uptown Association

February 10, 2009Section 5.2:Recipient shall competitively bid all contracts over $5,000 and shall keep and provide copies of all bidssubmitted for review to any affected property owners or to the City upon request. The lowest qualifiedbidder shall receive any service contract that is bid. Recipient shall present its written bidding policy andprocedures to the Cityfor review and approval. Once the Contract has been publicly bid and the lowestqualified applicant has been selected, that selected contract may remain for up to three years from thecommencement of the contract, but may not extend beyond the term of this agreement without expresswritten consent of the City and is subject to provisions outlined in Section 5.8.3 below.

The Oowntown Oakland and Lake Merritt/Uptown Community Benefit Oistricts shall have allRequests for Proposals (RFP), Request for Qualifications, Request for Quotes, for professionalservices or vendors, reviewed and approved by the CBO legal counsel.

All proposed contracts over $5,000 will be competitively bid. The C80s will advertise all service contract opportunities (over $5,000) on its website for at

least 4 weeks in advance of the due date, have copies available at its administrative offices, andprovide a copy to the City of Oakland for its possible referral of the contracting opportunity tolocal Oakland vendors or consultants. The City will make its best effort to provide its listing oflocal companies to the CBO, upon request.

In addition, the C80s will make their best efforts to advertise the Contract opportunities inlocal newspapers, industry associations, CBO district newsletters and other newsletters, to seekqualified applicants.

The CBOwill have a Selection Panel comprised of Board members, key staff and may includeproperty owners or other individuals that will review, rank and interview qualified finalists. Thepanel will make a written recommendation to the Board of Directors or appropriate CBOCommittee for final approval.

If possible and appropriate, the CBO,will hold a Pre-Proposal Conference to answer questions,this pre-proposal conference date, time and location will be advertised as part of the Requestfor Proposals or Qualifications. If new or additional information or explanations are provided atthe Pre-Proposal Conference, the CBOwill make its best effort to provide a brief written timelyupdate on its website to keep all potential vendors informed.

The interviews and retain all copies of written panel evaluations and rankings, contractdocuments and Board authorizations, as records for the duration of the Agreement and for the

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Irequired period of four (4) years, or for two (2) years after the resolution of any disputedmatter, and all other requirements of Section 17 of the Disbursement Agreement.

The CBDwill also follow the Section 5.2 Requirement that, once the Contract has been publiclybid and the lowest qualified applicant has been selected, that selected contract may remain forup to three years from the commencement of the contract, but may not extend beyond theterm of this agreement without express written consent of the City. The CBDwill beresponsible for seeking the written consent of the City, at least 45 days prior to the expirationof the Contract, so that there is sufficient time to provide all information and not disruptservices.

All contract related materials are subject to the Ralph M. Brown Act and the City of OaklandSunshine Act provisions. The CBD may consult with the City of Oakland's City Attorney's Officefor advice, if a public records request is submitted regarding any of its service contracts.

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downtown oakland board meeting march 07 2012 agenda packet

Documents