lmu board meeting october 2, 2014 agenda packet

8/11/2019 LMU Board Meeting October 2, 2014 Agenda Packet

1/15

L A K E M E R R I T T / U P T O W N C O M M U N I T Y B E N E F I T D I S T R I C T

388 19th Street Oakland, California 94612Phone 510.452.4529 Fax 510.452.4530 info @lakemerritt-uptown.org www.lakemerritt-uptown.org

1.

2.

3.

4.

5.

6.

7.

8.

9.


2/15

BROWN ACT: 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. TheCorporation posts agendas with the City at 1 Frank H. Ogawa Plaza, #101. Action may not betaken on items not posted on the agenda . Copies of the agenda are available from the LakeMerritt/Uptown District Association at 388 19th Street, Oakland, CA 94612. Meeting facilitiesare 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.

10.

11.

12.

13.

2


3/15

L A K E M E R R I T T / U P T O W N C O M M U N I T Y B E N E F I T D I S T R I C T

388 19th Street Oakland, California 94612Phone 510.452.4529 Fax 510.452.4530 info @lakemerritt-uptown.org www.lakemerritt-uptown.org

3


4/15

4


5/15

5


6/15

6


7/15

ke Merritt/Uptown District AssociationD Cash Summary-September 2014

YTD Budget Actual Annual BudgetCash Available

Prior Year Reserve and Assessment Income $1,190,980.46 $1,231,562.51 $1,190,980.46

Unallocated Carry Forward $135,763.48 $135,763.48 $135,763.48Total Cash $1,326,743.94 $1,367,325.99 $1,326,743.94

Less Reserve $73,344.70 $132,674.70 $73,344.70$1,253,399.24 $1,234,651.29 $1,253,399.24

ExpensesDISI $45,625.01 $36,913.41 $63,500.00

ORG $160,402.32 $178,304.36 $206,954.76

SOBO $635,385.71 $599,926.40 $847,181.00Total Expenses $841,413.04 $815,144.17 $1,117,635.76

Cash Remaining $485,330.90 $419,507.12 $135,763.48

*Unallocated Carry Forward $135,763.48Board Authorized Allocations:Increased Shuttle Sponsorship $13,000.00 spentExpanded Ambassador Services $10,758.00 0 spent to dateIncrease Reserve $59,330.00 allocated to reserve

Remaining Unallocated Carry Forward $52,675.48No projects currentlyidentified for these funds

Total Cash Available

Notes

To date, none of the $10,758.00allocated from Unallocated CarryForward to expand ambassadorservices has been spent. Please

see attached.Please See Attached

$40,582.05 in assesment incomereceived in excess of budgetedamount.

Actual reserve reflects decision ofthe board at March meeting to

allocate $59,330.00 fromUnallocated Carry Forward toincrease reserve to 10%.

$13,000.00 allocation fromUnallocated Carry Forward tosponsor shuttle captured in ActualORG expenses. Please seeattached.

*Please see below

Please see attached


8/15

10:19 AM 9/26/14 Cash Basis

Lake Merritt Uptown District Association September 2014 Expenses

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

XPENSES

Banner Program 0.00 291.67 -291.67 0.0% 4,245.38 2,624.99 1,620.39 161.73% 3,500.00 C ity has reimbursed the district $2,500.00 for banners.

287.50 875.00 -587.50 32.86% 5,166.50 7,875.00 -2,708.50 65.61% 10,500.000.00 500.00 -500.00 0.0% 0.00 4,500.00 -4,500.00 0.0% 6,000.00

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% 15,000.00Public Space Development 0.00 333.33 -333.33 0.0% 0.00 3,000.01 -3,000.01 0.0% 4,000.00

1,537.50 3,375.00 -1,837.50 45.56% 21,413.41 30,375.00 -8,961.59 70.5% 40,500.00Special 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 budge

0 .0 0 75 0. 00 - 75 0. 00 0 .0% 5 ,5 00. 00 6 ,7 50 .0 0 - 1, 25 0.0 0 8 1. 48 % 9 ,0 00 .0 0 I nc lu des spo nsor sh ip o f E BB C B ik e t o Wor k DayHoliday Event 0.00 1,000.00 -1,000.00 0.0% 0.00 1,000.00 -1,000.00 0.0% 4,000.00

Total Special Events 0.00 2,583.33 -2,583.33 0.0% 15,500.00 15,250.01 249.99 101.64% 23,000.00 W /in annual budget

1,537.50 5,958.33 -4,420.83 25.8% 36,913.41 45,625.01 -8,711.60 80.91% 63,500.00

Non-personnel expenses Accounting Expenses 25.00 0.00 25.00 100.0% 2,825.00 6,500.00 -3,675.00 43.46% 6,500.00Computer Service & Support 55.00 166.67 -111.67 33.0% 317.50 1,499.99 -1,182.49 21.17% 2,000.00

0.00 208.33 -208.33 0.0% 0.00 1,875.01 -1,875.01 0.0% 2,500.00Fees & Permits 17.50 166.67 -149.17 10.5% 1,045.00 1,499.99 -454.99 69.67% 2,000.00Insurance

Directors & Officers 0.00 0.00 0.00 0.0% 1,237.00 1,258.00 -21.00 98.33% 1,258.00 Paid in fullGeneral Liability 0.00 0.00 0.00 0.0% 3,467.00 2,987.00 480.00 116.07% 2,987.00 Includes increase in premium for new office space.

Total Insurance 0.00 0.00 0.00 0.0% 4,704.00 4,245.00 459.00 110.81% 4,245.00Misc 0.00 41.67 -41.67 0.0% 383.00 374.99 8.01 102.14% 500.00Occupancy expenses

Rent, parking, other occupancy 3,616.82 1,757.83 1,858.99 205.76% 28,182.60 15,820.51 12,362.09 178.14% 21,094.00 Variance due to increase in monthly rent for occupancy of1924 Franklin.

Total Occupancy expenses 3 ,6 16 .8 2 1 ,7 57 .8 3 1, 85 8. 99 2 05 .7 6% 2 8, 182 .6 0 1 5, 82 0. 51 1 2, 36 2. 09 1 78. 14 % 21,094.00

Office furniture & equipment 232.12 125.00 107.12 185.7% 1,144.40 1,125.00 19.40 101.72% 1,500.00 W /in annual budget.Postage, shipping, delivery 72.31 41.67 30.64 173.53% 333.63 374.99 -41.36 88.97% 500.00Printing & copying 0.00 250.00 -250.00 0.0% 1,688.82 2,250.00 -561.18 75.06% 3,000.00Supplies 88.38 291.67 -203.29 30.3% 2,378.37 2,624.99 -246.62 90.61% 3,500.00 Includes purchase of ink for printer. W/in annual budget.Telephone & telecommunications 184.03 208.33 -24.30 88.34% 1,583.17 1,875.01 -291.84 84.44% 2,500.00

Total Non-personnel expenses 4,291.16 3,257.84 1,033.32 131.72% 44,585.49 40,065.48 4,520.01 111.28% 49,839.00

ORG/Special Projects Annual Breakfast Meeting 0.00 0.00 0.00 0.0% 5,106.14 5,000.00 106.14 102.12% 5,000.00 Variance offset by donations received through Eventbrite.

0.00 83.33 -83.33 0.0% 0.00 750.01 -750.01 0.0% 1,000.000 .0 0 0 .0 0 0 .0 0 0 .0% 1 8, 000 .0 0 5 ,0 00 .0 0 1 3, 00 0. 00 3 60 .0 % 5 ,0 00 .0 0 I nc reased f un din g auth or ized by b oar d a t t he March mee tin g

$13K difference offset by Unallocated Carry Forward fundTotal ORG/Special Projects 0.00 83.33 -83.33 0.0% 23,106.14 10,750.01 12,356.13 214.94% 11,000.00Personnel & Related

1,250.00 1,250.00 0.00 100.0% 11,273.65 11,250.00 23.65 100.21% 15,000.00Staff Personnel 10,633.83 1 0,592.98 40.85 100.39% 95,371.11 95,336.82 34.29 100.04% 127,115.76

6 7. 38 33 3. 33 - 26 5. 95 2 0. 21% 3 ,9 67. 97 3 ,0 00 .0 1 9 67 .9 6 1 32. 27 % 4 ,0 00 .0 0 I nc lu des cos ts a ssoc ia ted w it h s taff a tt end in g IDA

DISTRICT IDENTITY (DISI)

MarketingMerchant/Retail Support

CBD Sponsored Events

Public Relations

TOTAL (DISI)

Business Attraction and Retention

Consulting & Legal Expenses

DISI Projects

Total DISI Projects

Training & Prof. Develop.

Shuttle

ORGANIZATION

Page 1 of 2


9/15

10:19 AM 9/26/14 Cash Basis

Lake Merritt Uptown District Association September 2014 Expenses

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

Conference. W/in annual budget.Total Personnel & Related 11, 95 1. 21 1 2,1 76 .3 1 - 22 5. 10 9 8. 15% 110 ,6 12 .7 3 10 9, 58 6. 83 1 ,0 25 .9 0 1 00. 94 % 1 46 ,115 .7 6

1 6, 24 2. 37 1 5,5 17 .4 8 7 24 .8 9 1 04 .6 7% 1 78 ,3 04 .3 6 1 60 ,4 02. 32 1 7, 90 2. 04 111. 16 % 206,954.76

1,555.00 1,916.67 -361.67 81.13% 14,722.00 17,249.99 -2,527.99 85.35% 23,000.00Maintenance 22,659.87 22,660.00 -0.13 100.0% 200,427.37 203,940.00 -3,512.63 98.28% 2 71,920.00Mi sc S OB O exp en ses 83 2. 96 16 6. 67 6 66 .2 9 4 99 .7 7% 6 ,2 75. 92 1 ,4 99 .9 9 4 ,7 75 .9 3 4 18 .4 % 2 ,0 00 .0 0 I nt er na l S OB O C ommi tt ee b ud ge t h as r eal lo cat ed f und s

within broader category. W/in annual budget.PROW Maintenance 1,702.35 3,333.33 -1,630.98 51.07% 10,584.01 30,000.01 -19,416.00 35.28% 40,000.00Residential Beautification 0.00 166.67 -166.67 0.0% 0.00 1,499.99 -1,499.99 0.0% 2,000.00Security 38,629.07 40,438.42 -1,809.35 95.53% 357,893.40 363,945.74 -6,052.34 98.34% 4 85,261.00

2,230.00 1,916.67 313.33 116.35% 10,023.70 17,249.99 -7,226.29 58.11% 23,000.00

6 7, 60 9. 25 7 0,5 98 .4 3 - 2, 98 9. 18 9 5. 77% 5 99 ,9 26 .4 0 63 5, 38 5. 71 - 35 ,4 59. 31 9 4. 42 % 847,181.00

8 5, 38 9. 12 9 2,0 74 .2 4 - 6, 68 5. 12 9 2. 74% 8 15 ,1 44 .1 7 84 1, 41 3. 04 - 26 ,2 68. 87 9 6. 88 % 1,117,635.76

SOBO

TOTAL SOBO

TOTAL EXPENSE

TOTAL ORGANIZATION

Watering

Landscaping Staff Person

Page 2 of 2


10/15

Lake Merritt/Uptown District Association Board of Directors

Person Elected Property Representing Term Expiring

1. Deborah Boyer Swig Co./Kaiser CenterPresident

2 years 2015Officer term 2014

2. Chris Curtis MetrovationVice President


3. Robert Wilkins YMCA

Secretary

2 years 2015

Officer term 20144. Indrajit Obeysekere Kaiser FoundationTreasurer


5. Nola Montgomery CIM Group 2 years 2014

6. Andrea Kirkpatrick Swig Co./Kaiser Center 2 years 2014

7. Mike Brown Catholic Diocese 2 years - 2015

8. Aliza Gallo with Keira Williamsas designated alternate

City of Oakland 2 years 2014

9. Lorie Alemania Leamington 2 years 2015

10. Laurie Cooperman-Rosen Metro Estates 2 years 2015

11. Steve Douglas Douglas Properties 2 years 2014

12. Michelle Lanewith Lucinda Alipio asdesignated alternate

The Cathedral ofChrist the Light

2 years- 2014

13. Courtney Belanger CAC Real EstateManagement Co,

2 years 2015

14. Don Rogers CIM Group 2 years 2014

15. Ben Weinstein Citrine Advisors 2 years - 2015

16. CJ Hirschfield Childrens Fairyland Community at Large Rep

1 year - 2014

17. Ke Norman Nailphoria Day SpaBusiness Tenant

1 year - 2014

10


11/15

Downtown Oakland Association and the Lake Merritt/Uptown AssociationBidding 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 andefficiency of the bidder; the environmental impact of the proposed service or good; the quality of

bidders 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.

11


12/15

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.

12


13/15

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 Agreementsbetween the City of Oakland and the Downtown Oakland Association and the Lake MerrittUptown/District Association. This amendment will alleviate the undue burden of the requirement togo 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 theamendment to the City Attorneys Office for approval. Upon approva l from the City Attorneys Offic e,

the amendment is final.

Current Disbursement Agreement:5. Recipient Responsibilities5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 and shall keepand provide copies of all bids submitted for review to any affected property owners or to the Cityupon request. The lowest qualified bidder shall receive any service contract that is bid. Recipientshall present its written bidding policy and procedures to the City for review and approval. Once thecontract has been publicly bid and the lowest qualified applicant has been selected, that selectedcontract may remain for up to three years from the commencement of the contract, but may notextend beyond the term of this agreement without the express written consent of the City and issubject to provisions outlined in Section 5.8.3 below.

Staff recommends adopting the following language pending approval from the City of Oakland:5. Recipient Responsibilities5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 per year whichuse CBD funds received by Recipient pursuant to this Agreement (each, a "Bid Contract"). Recipientshall keep copies of all bids submitted for review for a Bid Contract for five (5) years and providecopies thereof to any affected property owner or to the City upon request. The lowest qualifiedbidder on a Bid Contract shall receive any service contract that is bid. Recipient shall present itswritten 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 Attorneys Office , staff will pursue amending thedistricts Bidding Polic ies and Procedures, as required by the Disbursement Agreements.

13


14/15

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 & DowOakland Districts.

Projects COMPLETED

Media Inquiries/Pitches:

Pitched the San Francisco Business Times on Community Retailconcepts 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 recognizipositive 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 mrecognizing the recent $30,000 by The Kapor Center for Social Impact to 2.Oakland to support their efforts/projects.

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

Collected stats/info from Maple Street Denim (9th 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, Facebo

LinkedIn Oakland Groups page) CBD Monthly Eblast:Gathered content ideas each month for EBlasts that are distributed to the CBDs 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 Oaklands Lake Merritt ran on 9/13/14 SF Examiner: Rental Boom InOakland'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 drivers sax skills ran on9/8/14 Inside Scoop SF: Chowhaus in Montclair comes into focus amid changes in Chris Pastenas Oakland empire ran on

8/22/14

GlobeSt: Oakland Gains Strong Tenant Demand ran on 8/6/14 East Bay Express: Setting the Record Straight About Oakland ranon 8/13/14 KQED: Group Behind Oaklands Newest Mural Uses Walls to Depict Communities ran on 8/7/14 KTVU: Oakland leaders look to clean up Jack London Districtran on 8/6/14 Drive the District: Night School Bus Making SF-to-Oakland Easier ran on7/29/14 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

14


15/15

Projects UNDERWAY

Media Inquiries/Pitches:

Planning topitch 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

15

lmu board meeting october 2, 2014 agenda packet

Documents