doa board meeting october 1, 2014 agenda packet

8/11/2019 DOA Board Meeting October 1, 2014 Agenda Packet

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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 themeeting, notify our office at 510 238-1122 at least 48 hours prior to the meeting.

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owntown Oakland Association

TD Cash Summary-September 2014

YTD Budget Actual Annual Budget Notes

$970,096.49 $1,020,358.72 $970,096.49$50,262.23 in assessment income received in exces

of budgeted amount.

$70,641.18 $70,641.18 $70,641.18 * Please see below

otal Cash $1,040,737.67 $1,090,999.90 $1,040,737.67

Less Reserve $40,000.00 $52,037.00 $40,000.00

Actual reserve reflects decsion of the board at theMarch meeting to allocate $12, 037.00 fromUnallocated Carry Forward to increase reserve to 5%

otal Cash Available $1,000,737.67 $1,038,962.90 $1,000,737.67

xpenses

DISI $43,875.03 $32,968.02 $58,500.00 Please see attached

ORG $159,835.13 $177,598.51 $206,392.49

$13,000.00 allocation from unallocated carry forwardsponsor shuttle captured in Actual ORG expenses.

Please See Attached.

SOBO $498,903.02 $489,863.10 $665,204.00

$7658.56 of the $14,774.00 allocation from unalloca

carry forward to expand ambassador services captu

in Actual SOBO expenses.Please see attached.

otal Expenses $702,613.18 $700,429.63 $930,096.49 Please see attached

ash Remaining $298,124.49 $338,533.27 $70,641.18

*Unallocated Carry Forward 70,641.18

Board Authorized Allocations:

Increased Shuttle Sponsorship $13,000.00 spent

Expanded Ambassador Services $14,774.00 $7,658.56 spent to date

Increase Reserve $12,037.00 allocated to reserve

Remaining Unallocated Carry Forward $30,830.18

No projects currentlyidentified for these

funds.

ash Available

rior Year Reserve and Assessment Income

nallocated Carry Forward



10:27 AM

9/26/14

Cash Basis

Downtown Oakland Association

September 2014 Expenses

Curr. Actual Curr.Bud. Curr. Var. Percent YTD Actual YTD Bud. YTD Var. Percent Ann. Budget Variance Explanation

EXPENSES

DISTRICT IDENTITY (DISI)

Banner Program 0.00 291.66 -291.66 0.0% 0.00 2,625.02 -2,625.02 0.0% 3,500.00

Marketing 287.50 875.00 -587.50 32.86% 5,466.49 7,875.00 -2,408.51 69.42% 10,500.00

Merchant/Retail Support 0.00 250.00 -250.00 0.0% 0.00 2,250.00 -2,250.00 0.0% 3,000.00

Misc. 0.00 125.00 -125.00 0.0% 727.88 1,125.00 -397.12 64.7% 1,500.00 Includes payments to DISI Strategic Planning facilitator.

Public Relations 1,250.00 1,250.00 0.00 100.0% 11,273.65 11,250.00 23.65 100.21% 15,000.00

Public Space Development 0.00 166.67 -166.67 0.0% 0.00 1,499.99 -1,499.99 0.0% 2,000.00

Total DISI Projects 1,537.50 2,958.33 -1,420.83 51.97% 17,468.02 26,625.01 -9,156.99 65.61% 35,500.00

Special Events

Arts & Culture 0.00 833.33 -833.33 0.0% 10,000.00 7,500.01 2,499.99 133.33% 10,000.00 Includes DISI Committee approved sponsorships of both

Art & Soul and Oakland Art Murmur. W/in annual budget.

CBD Sponsored Events 0 .00 750.00 -750.00 0% 5,500.00 6 ,750.00 -1 ,250 .00 81 .48% 9 ,000.00 Inc ludes sponsorship o f EBBC Bike to Work Day

Holiday Event 0.00 333.33 -333.33 0.0% 0.00 3,000.01 -3,000.01 0.0% 4,000.00

Total Special Events 0 .00 1,916.66 -1,916.66 0.0% 15,500.00 17 ,250.02 -1 ,750 .02 89 .86% 23 ,000.00

TOTAL DISI 1,537.50 4,874.99 -3,337.49 32% 32,968.02 43,875.03 -10,907.01 75.14% 58,500.00

ORGANIZATION

Non-Personnel Expenses

Accounting Expenses 25.00 0.00 25.00 100% 2,900.00 6,500.00 -3,600.00 44.62% 6,500.00

Computer Service & Support 55.00 166.67 -111.67 33% 317.50 1,499.99 -1,182.49 21.17% 2,000.00

Consulting & Legal Expenses 0.00 208.33 -208.33 0% 0.00 1,875.01 -1,875.01 0.0% 2,500.00

Fees & Permits 17.50 166.67 -149.17 11% 1,140.00 1,499.99 -359.99 76.0% 2,000.00

Directors & Officers 0.00 0.00 0.00 0% 1,120.00 1,215.00 -95.00 92.18% 1,215.00 Paid in full

General Liabilit y -61.00 0.00 -61.00 100% 2,994.00 2,448.00 546.00 122.3% 2,448.00 Variance due to increased premium to insure 1924 Frankl

Total Insurance -61.00 0.00 -61.00 100% 4,114.00 3,663.00 451.00 112.31% 3,663.00

Misc. 0.00 41.67 -41.67 0% 383.00 374.99 8.01 102.14% 500.00

Rent 3 ,616 .81 1,757.83 1,858.98 206% 27,849.28 15 ,820.51 12 ,028 .77 176 .03% 21,094.00 Variance due to inc rease in month ly ren t for occupancy of

1924 Franklin.

Total Occupancy expenses 3 ,616.81 1,757.83 1,858.98 206% 27,849.28 15,820.51 12,028.77 176.03% 21,094.00

Office Furniture & Equipment 232.12 125.00 107.12 186% 1,039.88 1,125.00 -85.12 92.43% 1,500.00

Postage, Shipping & Delivery 72.31 41.67 30.64 174% 333.62 374.99 -41.37 88.97% 500.00Printing & Copying 0.00 250.00 -250.00 0% 1,688.78 2,250.00 -561.22 75.06% 3,000.00

Supplies 84.48 291.67 -207.19 29% 2,387.21 2,624.99 -237.78 90.94% 3,500.00

T elephone & Telecommunications 184.03 208.33 -24.30 88% 1,582.90 1,875.01 -292.11 84.42% 2,500.00

Total Non-Personnel Expenses 4,226.25 3,257.84 968.41 130% 43,736.17 39,483.48 4,252.69 110.77% 49,257.00

ORG/Special Projects

Annual Breakfast Meeting 0.00 0.00 0.00 0% 5,249.62 5,000.00 249.62 104.99% 5,000.00 Variance offset by donations received through Eventbrite.

Business Attraction & Retention 0.00 83.33 -83.33 0% 0.00 750.01 -750.01 0.0% 1,000.00

Shuttle 0.00 0.00 0.00 0% 18,000.00 5,000.00 13,000.00 360.0% 5,000.00 Increased funding authorized by board at March meeting-

$13K difference offset by Unallocated Carry Forward fund

Total ORG/Special Pro jects 0.00 83.33 -83.33 0% 23,249.62 10,750.01 12,499.61 216.28% 11,000.00

Personnel & Related

Public Relations 1,250.00 1,250.00 0.00 100% 11,273.65 11,250.00 23.65 100.21% 15,000.00

Staff Personnel 10,633.83 10,594.62 39.21 100% 9 5,371.11 95,351.63 19.48 100.02% 127,135.49

Tra in ing & P ro f. Develop. 67 .37 333.33 -265.96 20% 3,967.96 3 ,000.01 967 .95 132 .27% 4 ,000.00 Inc ludes cos ts associated wi th staf f a ttending IDA

Conference. W/in annual budget.



10:27 AM

9/26/14

Cash Basis

Downtown Oakland Association

September 2014 Expenses

Curr. Actual Curr.Bud. Curr. Var. Percent YTD Actual YTD Bud. YTD Var. Percent Ann. Budget Variance Explanation

Total Personnel & Related 11,951.20 12,177.95 -226.75 98% 110,612.72 109,601.64 1,011.08 100.92% 146,135.49

TOTAL ORGANIZATION 16,177.45 15,519.12 658.33 104% 177,598.51 159,835.13 17,763.38 111.11% 206,392.49

SOBO

Landscaping Staff Person 1,403.00 1,583.33 -180.33 89% 12,276.00 14,250.01 -1,974.01 86.15% 19,000.00

Maintenance 18,000.00 18,000.00 0.00 100% 159,657.49 162,000.00 -2,342.51 98.55% 216,000.00

Misc. SOBO Expenses 707.51 361.58 345.93 196% 16,145.56 3,254.26 12,891.30 496.14% 4,339.00 Internal SOBO Committee budget has reallocated funds

within broader category. W/in annual budget.

PROW Maintenance 236.64 3,333.33 -3,096.69 7% 6,114.12 30,000.01 -23,885.89 20.38% 40,000.00 Inc ludes costs associated with art deco c lock repair, CCT

data storage and expansion of ambassador storage

Secur ity 33,372.35 30,683.67 2,688.68 109% 287,822.63 276,152.99 11,669.64 104.23% 368,204.00 Inc ludes board authorized pricing adjustment per contract

amendment-difference offset by Unallocated Carry

Forward funds.

Watering 1,672.00 1,471.75 200.25 114% 7,847.30 13,245.75 - 5,398.45 59.24% 17,661.00

Total SOBO 55,391.50 55,433.66 -42.16 100% 489,863.10 498,903.02 -9,039.92 98.19% 665,204.00

TOTAL EXPENSE 73,106.45 75,827.77 -2,721.32 96.41% 700,429.63 702,613.18 -2,183.55 99.69% 930,096.49



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Downtown Oakland Association and the Lake Merritt/Uptown Association

Bidding Policy and Procedures

1.

Purpose

The purpose of this policy is to ensure that goods and services purchased by the Downtown Oakland Association

and/or the Lake Merritt/Uptown Association (each, a Community Benefit District or “CBD”) are obtained in acost-effective manner and in compliance with applicable regulations and the Disbursement Agreement with theCity of Oakland dated February 10, 2009, as amended or renewed from time to time.

2.

Precedence

In the event of any conflict between this bidding policy and the Disbursement Agreement, as amended, the then-applicable terms and conditions of the Disbursement Agreement shall control. This bidding policy is also subjectto any applicable bylaw or policy of the CBDs, including any conflict of interest policy.

3.

Standard Bidding Procedures

All contracts that receive funds pursuant to the Disbursement Agreement and are worth over $5,000 in anycalendar year (“Major Contracts”) are subject to Standard Bidding Procedures. Standard Bidding Proceduresinclude:

a.

Advertisement. The appropriate CBD shall advertise the RFP on its website for at least 10 calendardays before the due date for bids, have copies of RFPs available at its administrative offices, and provide a copy of the RFP to the City of Oakland for its possible referral of the contractingopportunity to local Oakland vendors or consultants. The appropriate CBD will make reasonableefforts to advertise Standard Bidding RFPs on other websites, such as industry association websites,to seek qualified applicants. The RFP will provide a clear and accurate description of the service orgood desired, including the range of acceptable standards or minimum acceptable standards.

b.

Qualifications. The CBD shall determine the necessary qualifications for a successful bid, andevaluate and weigh bids based on those criteria. This may include consideration of the quality of the performance to be provided by the bidder; the ability, capacity and skill of the bidder; the ability ofthe bidder to perform promptly; the character, integrity, reputation, judgment, experience and

efficiency of the bidder; the environmental impact of the proposed service or good; the quality of bidder’s performance on previous contracts with the CBD; and the ability of the bidder to providefuture services. The CBD may waive informalities or minor irregularities in any Standard Bids.

c.

Requirement to Bid Contracts. All Major Contracts must be put to bid every three years. The CBDmay choose to waive this requirement and/or extend existing contracts beyond the 3-year limit withBoard approval, which approval shall be obtained annually for every year extended beyond the 3-year limit. Such Board approval must be accompanied by written justification for the extension,including why the extension maximizes value to the CBD.

4.

Alternative Procedures

The CBDs may use Alternative Procedures for any contract not subject to the Standard Bidding Procedures, above.

Alternative Procedures may include an informal cost/price analysis; selecting a vendor offering the bestcombination of quality, service and price for the specific need; and verbal or written bids, or price lists onwebsites or catalogues. Reasonable efforts shall be made to ensure fair and competitive pricing.

5.

Non-Competitive Vendor Selection

Notwithstanding the previous sections, a CBD may choose not to competitively bid a contract where there isinsufficient time to conduct a competitive source selection due to the extreme urgency of the requirement, inwhich case the CBD shall only contract for the goods or services subject to that extreme urgency. The CBD shall provide a detailed narrative justification for any non-competitive vendor selection.

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6.

Records.

Records regarding the Standard Bidding and Alternative Procedures shall be kept as required for all records of theCBDs, in accordance with the requirements of the Disbursement Agreement.

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Staff RecommendationTo: Joint Organization Committee

From: District Staff

Date: 7/18/14

Re: Proposed amendment to the Disbursement Agreements with the City of Oakland

Staff is recommending the below amendment to Section 5.2 of the Disbursement Agreements

between the City of Oakland and the Downtown Oakland Association and the Lake Merritt

Uptown/District Association. This amendment will alleviate the undue burden of the requirement to

go out to bid every three years on all contracts exceeding $5,000 per year.

Once the proposed amendment is approved by the boards of directors, staff will submit the

amendment to the City Attorney’s Office for approval. Upon approval from the City Attorney’s Office,

the amendment is final.

Current Disbursement Agreement:

“5. Recipient Responsibilities

5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 and shall keep

and provide copies of all bids submitted for review to any affected property owners or to the City

upon request. The lowest qualified bidder shall receive any service contract that is bid. Recipient

shall present its written bidding policy and procedures to the City for review and approval. Once the

contract has been publicly bid and the lowest qualified applicant has been selected, that selected

contract may remain for up to three years from the commencement of the contract, but may not

extend beyond the term of this agreement without the express written consent of the City and is

subject to provisions outlined in Section 5.8.3 below.”

Staff recommends adopting the following language pending approval from the City of Oakland:

“5. Recipient Responsibilities

5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 per year which

use CBD funds received by Recipient pursuant to this Agreement (each, a "Bid Contract"). Recipient

shall keep copies of all bids submitted for review for a Bid Contract for five (5) years and provide

copies thereof to any affected property owner or to the City upon request. The lowest qualified

bidder on a Bid Contract shall receive any service contract that is bid. Recipient shall present its

written bidding policy and procedures to the City for review and approval. A Bid Contract may not

extend beyond the term of this agreement without the express written consent of the City and issubject to the provisions outlined in Section 5.8.3 below.”

Upon approval of the amendment from the City Attorney’s Office, staff will pursue amending the

districts’ Bidding Policies and Procedures, as required by the Disbursement Agreements.

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Gallen.Neilly August/September ‘14 Activity Report

To: The Lake Merritt/Uptown & Downtown Oakland District AssociationsFr: Tim Gallen, Andrew Neilly, Nancy Amaral

Here is our summary report of August/September activity undertaken by Gallen.Neilly on behalf of the Lake Merritt/Uptown & DowntownOakland Districts.

Projects COMPLETED

Media Inquiries/Pitches:

Pitched the San Francisco Business Times on ‘Community Retail’ concepts within the CBDs- reporter is interested/responsiveand will be reaching out to some businesses within the CBDs (starting with Owl N’ Wood) within the next few weeks…

Pitched Peter Hartlaub, San Francisco Chronicle, on the Ambassador program and other CBD initiatives (as he is recognizingpositive stories in the area).

Other:

Coordinated Broker Focus Meeting, set for 9/30/14 to discuss:o

Oakland business/leasing trendso

CBD 1-pagers for the brokers’ use o

“Why Oakland?” suggestion sheet/package (in the works)o

Visit Oakland resources for the brokers useo

Discussion of possible San Francisco broker event to promote Oakland as an option

Worked with Deborah Boyer, Steve Snider & Karen Wertman to develop a letter from Deborah & Michelle, to high level media,recognizing the recent $30,000 by The Kapor Center for Social Impact to 2.Oakland to support their efforts/projects.

Attended Visit Oakland’s Chat & Chew on 8/20 w/ San Francisco Business Times hospital ity, food & retail reporter AnnieSciacca- spoke with Annie and discussed CBD local businesses.

Collected stats/info from Maple Street Denim (9 th St.), Modern Coffee (19th St.), Woods Fountain Brewery & Bar (to open inUptown on Telegraph) for new business stats.

Monitored & posted on activity feed for Uptown & Downtown Oakland on a weekly basis - Social Media (Twitter, Facebook,

LinkedIn Oakland ‘Groups’ page) CBD Monthly Eblast: Gathered content ideas each month for EBlast’s that are distributed to the CBD’s lists. (Ongoing)

Gallen.Neilly attends all DISI and Board mtgs

Recent Clips

San Jose Mercury News: “Drummond: Kapor Center for Social Impact tackles tech divide in Oakland” ran on 9/21/14

CBS: “Rental Boom Around Oakland’s Lake Merritt” ran on 9/13/14 SF Examiner: “Rental Boom In Oakland's Trendy Lake Merritt District” ran on 9/13/14 SFGate: “Oakland's Lake Merritt drawing new residents, pushing up rents” ran on 9/13/14 San Francisco Chronicle: “Bill Murray took control of taxi in Oakland to hear driver’s sax skills” ran on 9/8/14

Inside Scoop SF: “Chowhaus in Montclair comes into focus amid changes in Chris Pastena’s Oakland empire” ran on8/22/14

GlobeSt: “Oakland Gains Strong Tenant Demand” ran on 8/6/14 East Bay Express: “Setting the Record Straight About Oakland” ran on 8/13/14 KQED: “Group Behind Oakland’s Newest Mural Uses Walls to Depict Communities” ran on 8/7/14

KTVU: “Oakland leaders look to clean up Jack London District” ran on 8/6/14 Drive the District: “Night School Bus Making SF-to-Oakland Easier” ran on 7/29/14 Vator News: “Envisioning a vibrant tech ecosystem in Oakland” ran on 7/28/14

SFBT: “Investors snap up Latham Square office building in Oakland's Uptown for creative space” ran on 7/28/14

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Projects UNDERWAY

Media Inquiries/Pitches:

Planning to pitch local media re: Small Business Saturday (November 29) & CBD ‘Community Retail’ concepts.

Media Outreach Program to be bi-weekly or monthly… reaching out to reporters on a regular basis with curated story ideas,quote resources, suggestions and more- your feedback is welcome.

Spoke with The Registry editor regarding a possible focus article on Oakland/The Districts.

Other:

Developing a “Why Oakland?” package (in coordination with local brokers) to use as a resource to pitch Oakland as a greathome for ANY business.

Provided feedback to DISI Committee re: new branding plan District ‘Tweet-of-the-Week’, ongoing

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doa board meeting october 1, 2014 agenda packet

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