Joint Board Meeting July 13, 2011 Agenda Packet

8/2/2019 Joint Board Meeting July 13, 2011 Agenda Packet

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DOWNTOWN OAKLAND ASSOCIATION AND LAKE MERRITT/UPTOWN DISTRICT ASSOCIATIONJOINT BOARD OF DIRECTORS MEETING

WEDNESDAY, JULY 13TH, 2011- 9:00 A.M.5 STAR CONFERENCE CENTER , 500 1 2 T H S TR EE T - S UIT E 105

AGENDA:1. Call to Order - JCWallace and Deborah Boyer, Presidents2 . Presentation on Oakland Shines referral program, (seeattached) Action Item3. District Manager/Executive Director Search

a . RFPb. Analysis gridc. time line

4. Medians, Backof BARTcontract with TRIMACS(seeattached) Action Item5. Analysis of deficits in each CBDbudget - report

6. Authorization to grant DOAOrg. Committee an amount not to exceed $5300.00 forhardship reimbursement for 2011 (First Church of Christ Scientist), from DOASpecial Projects Action Item

7. Allocation of funds for:a. Tori, Steve and Andrew to attend Riverside CDAConferenceb. Marco to attend IDA conference

Action ItemAction Item

8. Other9. Next Joint Board Meeting Date:

BROWN ACT:Government Code 54950 (The Brown Act) requires that a brief description of each item to be transactedor discussed be posted at least 72 hours prior to a regular meeting. The Corporation posts Agendas at388 is" Street, Oakland CA 94612. Action may not be taken on items not posted on the agenda.Meeting facilities are accessible to persons with disabilit ies. If you require special assistance toparticipate in the meeting, notify Steve Snider at 510 238-1122 at least 48 hours prior to the meeting.

DOWNTOWN OAKLAND ASSOCIATION388 19thStreet 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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L AK E M E R RI TT /U P TOW Nf ~ . .. ~ ." ,,. "oj 11 I _ I

REQU EST FO R PR OPO SAL FO RFull Time Executive Director, District Manager or District

Management Company for the LakeMerritt/Uptown DistrictAssociation and Downtown Oakland Association - July 2011

The lake Merritt/Uptown District Association (lMUDA) and Downtown OaklandAssociation (DOA), are seeking a qualified "Executive Director", "DistrictManager" or "District Management Company" to serve in the capacity of an on-site full-time overseer of the special benefit services performed in the district.Individuals, group of individuals or management companies are encouraged toapply to administer and oversee the services of the new C8Ds. The conditionsof employment or contract for services for this position are as follows:Terms and Conditions:The LMUDA and Downtown Oakland Association (DOA) are two public benefit corporationswhose primary functions are to administer the Lake Merritt/Uptown and Downtown OaklandCommunity Benefit Districts. The LakeMerritt/Uptown CBDand Downtown Oakland CBDhavecontracts with the City of Oakland to administer the revenues for these assessment districts.The FY2011-12 revenues for the CBOsare anticipated to not exceed $ 2,200,000. The districtshave been administered jointly with the same contracted staff since January 2009.The special benefit services funded by these two CBOsinclude maintaining security, cleanlinessand order in the public rights of way, improving district identity, running the web site and alldistrict events, serving the corporations' administrative needs and advocating on behalf of theareas property owners, business owners and residents. The CBOsare mandatory assessmentdistricts that fund special benefits or those services over and above currently provided by theCity of Oakland.Experience required:

~ Working with public benefit, non-profit corporation Board of Oirectors;~ Understanding assessment district law and Proposition 218 special benefit

requirements;.,_ Understanding the workings of a district management corporation;

388 19th Street Oakland, California 94612DOA Phone 510.238.1122 LMUDA Phone 510.452.4530 Fax 510.452.4529

[email protected] [email protected] www.lokemerritt-uptown.org
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I~~ Working independently without direct supervision;y Ability to effectively communicate with stakeholders (property owners, business owners

and residents);~ Ability to maintain records of the Associations;: Knowledge of basic accounting principles;Y Knowledge of basic property management;,. Knowledge of maintenance of the public rights of way;Y Ability to oversee, supervise, hire and fire sub-contractors, maintenance staff and office

staff;~ Basiccomputer and e-mail skills;y Ability to work flexible hours and be on-call seven days per week;p . Identify and pursue successful funding sources outside of the management corporation;~ General understanding of the staff boards and City Council of the City of Oakland;Y Knowledge of the land use and development process in the City of Oakland;

Hours reguired:The Executive Director or District Manager shall be on site or on the job a minimum of 40 hoursper week, normally Monday through Friday, 9:00 to 5:00, however may include evening andweekend work. A district management company or consultant team will have a largerpersonnel budget and will be expected to staff the office a minimum of 40 hours per week.Duration:The LMUDA and DOA Executive Director, District Manager or District Management Companyemployment/contract agreements shall commence on January i", 2012 and remain in forceuntil determined by the respective Board of Directors. The LMUDA and DOAshall each retainthe right to terminate the employment agreement upon 30 days notice;Pay:The position of Executive Director has a salary cap of $ 60,000.00 per year per corporation($120,000.00 total), depending upon experience. The hiring of an individual as the ExecutiveDirector may entail hiring, or keeping existing staff. A benefits package is subject to negotiationwith each of the respective Boards of Directors.If bid by a District management company, the total gross administrative personnel budget foreach organization is not to exceed $175,000 per year, (or $350,000 per year).Employment status:lndlvlduals, companies or partnerships with appropriate experience are encouraged to apply forthis position. The LMUDA and DOAwill enter into an employee/employer or independentcontractor relationship with the selected candidate(s) or companies, based upon legalrequirements. The main point of contact for the selected candidate or company shall be thePresidents of the Corporations.

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IExpectations of the Selected Candidate or Company

I. IM PL EME NTATIO N O F SE RV IC ES:

~ Review the Management District Plan to become knowledgeable of the "ManagementDistrict Plan" and scope and depth of special benefit services voted upon by the propertyowners of each district. In that light, be prepared to oversee contract providers for security,landscaping, sidewalk maintenance, etc. to ensure the highest level of services for thebenefiting property owners, residents and businesses. Be knowledgeable of the limitationsof the "special benefit services" asexplained in Article XIII(D) of the state constitution;

~ Interface with district property owners, residents, businesses, visitors and City officials asnecessary in response to the delivery of services;

~ Walk the district regularly to ensure the highest level of maintenance and security isprovided;

~ Pay particular concern to ingress and egress for traffic generators including BARTstations,bus stops, employee lounge areas, public spacesand cultural amenities in the district.

~ Report to the City immediately on any and all hazardous conditions in the public rights ofway;

:r Attend the regular joint security meetings held by the LMUDA or DOA private securitycompany;

,. Monitor frequently the level of problematic issues in the public rights of way;:r Respond to constituent concerns with face to face interaction asquickly as possible;:r Interface with all City, County, BARTand other public officials (City of Oakland, Public Works

and OPD), on any and all matters concerning the business of the corporations;,. Respond to e-mails or inquiries by Board members or constituents with all due speed.,. Advise Board Committees on the implementation of strategies that promote the welfare of

Lake Merritt/Uptown and Downtown residents, property owners, businesses andcommunity members;

,. Seek new ways to maintain the order and dynamic neighborhood ambiance of LakeMerritt/Uptown and Downtown Oakland for its residents, property owners and businesses;

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II. CORPORATE ORGANIZATIONAL SUPPORTo Board meeting clerical, administrative and organizational support

a. Attend Board and Organization/Executive Committee meetings;b. Prepare all Board packets, post consistent with the Brown Act requirements;c. Distribute Board packets prior to the meetings;d. Prepare and distribute all committee and task force packets prior to the meeting;e. Work closely with Presidents and Committee Chairs in the preparation of

meetings;f. Attend all Board Standing Committee and Task Force meetings;g. Help direct and manage board discussionsh. Review and correct all minutes for accuracy;i. Maintain all corporate meeting records consistent with the Brown Act

provisions;III. GENERAL ADMINISTRATION

o Fiscala. Oversee security and maintenance budgets;b. Monitor Committee budgets to make sure they are in line with projections;c. Prepare financial statements and prepare checks as necessary;d. Monitor assessment compliance reports with the City;e. Prepare and monitor annual budgets for each organization;f. Work with auditor for annual 990 reports and audits to the City;

o Supervisorya. Oversee maintenance and security service providers seven days per week;b. Supervise administrative assistants, consultants and interns as necessary.

o Officea. Equipment acquisition and maintenance;b. General maintenance, cleaning and organization.c. Maintain office, rent and related Board assets;d. Ensure public accessibility to records and minutes of the corporations;

IV. LIAISON, MARKETING AND PUBLIC RELATIONS

o Inform and educate the public about mission and goals of organization;a. Make public appearances and give speeches as necessary to expose

organizations' missions and enhance volunteer efforts;b. Maintain constant contact with community members;c. Respond to requests and concerns of members of the public;

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d. Work with Associations' public relations firms on all aspects of promoting thedistricts;

e. Prepare monthly newsletters with the PRfirm;f. OVerseeand maintain the district websites (2);g. Manage twitter, facebook and other social media;

V. S TA FF IN G F OR EVENTS :o Provide staffing or oversee sub-contractors for new LMUDA and DOAevents as part of

this contract and as instructed by the Board and its committees.VI. O T HE R IS SU ES

The District Manager shall implement any and all other tasks as prioritizedby the respective Boards of Directors or officers as may arise from time to time;

a. Knowledge of land use issues and urban zoning issues is helpful;b. Knowledge of district identity strategies to promote a positive image of thedistricts is helpful;

c. Knowledge of public space development and maintenance is helpful;d. Familiarity with the California Downtown Association, International Downtown

Association or other trade associations is helpful;e. Experience in public speaking is helpful;

VIII. DUE DATE:The DOA and LMUDA reserve the right to accept, negotiate, reject or proposeamendment to any and all proposals submitted for administration of the districts. Theselection process will be determined based upon district management experience,knowledge of the law, experience in working with non-profit Boards and knowledge ofthe City of Oakland City structure. We reserve the right to reject any and all applicantsas well as to determine that we will not fill this position. For any questions regardingthis RFP,please call 510238-1122.Please send one original and ten (10) copies of any proposal for this RFPto:Marco Li MandriBoard ConsultantDowntown Oakland Association, LakeMerritt-Uptown District Association388 19th StreetOakland CA 94612E-mail or faxed proposals will NOT be acceptedDue date: July zs" , 2011 by 2:00 p.m. at the office above.

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18/22

18HARDSHIP R EIM BURS EM EN T POL IC Y A pP LIC AT IO N FORMS FOR

THE LAK E M ER RITT/U PTOWN D IST RIC T A SSO CIA TIO N - CO MM UNITY B EN EFIT D IST RIC T

November 2008The following form shall be used by Lake Merritt/Uptown District Association CBDassessed property owners interested in applying for a "Hardship Reimbursement".Please fill out the form completely and review the attached policy forclarification of eligibility with this program.1 . Name of Applicant Property Owner Company:_FirstChurch of Christ, Scientist, Oakland _2. Name of Owner or Authorized Rep: Contact Board President, Mary Forte @510-612-3165 or@ [email protected]. street Address of Applicant Property Owner:_1701_Franklin Street _4. Parcel(s) requested to be reimbursed for Lake Merritt/Uptown CBDassessments this year:_8-623-7 _5. Amount of Assessment Paid this Year:__ $5,854.34 _(Please show proof of CBD payment made to County)6. Amount Requested to be reimbursed through the Hardship Policy: (Partial,full, etc.)$5,268.91 (90%) _7. Reason for Request: (Please use one of the rationale identified in policy)

(3 ) "The Organization/Executive Committee shall make itsrecommendations to the full Board of Directors based upon thefollowing criteria:a. Determination that the request for reimbursement relief is based upongenuine economic hardship and inability to afford the CBD's annualcosts; andWHEREASthe Lake Merritt/Uptown District Association seeks to improvethe Lake Merritt/Uptown area with the special benefits funded from thenew CBD, however, does not seek to create hardship for disabled, senioror other individuals, non-profit/tax-exempt organizations or those propertyowners who currently lack the means to pay into the Lake Merritt/Uptown
http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/mailto:[email protected]:[email protected]


19/22

1Community Benefit District"

Reason for request for Hardship reimbursement from the Lake Merritt/UptownDistrict Association:1. The assessment amount is an increase in excess of 850% from 2008 (priorto this Special District).2. The current membership is less than 25 and, as a result monthly netincome versus expenses is negative.3. The church was encumbered with a $75,000 expenditure in 2010 toreplace the boiler system.4. Because the church sits on a corner lot, the linear footage calculation/cost is based on footage on both 17thStreet and Franklin. We are a smallmembership working to maintain a large historic building.5. The building is used about six hours per week for church services - onlyfour hours of which are on weekdays.6. In recent years in order to comply with local ordinances, we haveincurred major expenses to have the building retrofitted for earthquakesafety.

Recommendation for documentation by the LMUDA Organization Committee:Request for Documentation by Organization Committee:

./ Last 2 year tax returns: Yes No

./ Listof properties owned within or outside of Lake Merritt Yes No

./ Lost 2 years operating statements for each parcel Yes No

./ Most current 2 years of bank statements on parcel Yes No

Organization Committee Recommendation:

Board Action: _Date of Action: _Comments:


20/22

zCOAConference-Anticipated Costs for 3 Staff Members to Attend II October 12-14, 20ll ..Riverside, CARegistration Fee ($395/person) $1,185.00

Flight (prices on SWA as of7 /7 /11) $571.20Rental Car-2 days $109.00Hotel (2 nights) $344.38per diem ($20/person/day) $120.00TOTAL $2,329.58Per district cost is $1164.79

IDAConference-Anticipated Costs for 1 Staff Member to AttendSeptember 22-26, 20ll-Charlotte, NC

Registration Fee $775.00Flight (prices on Jet Blue as of 7/7/11) $550.00Cab Fare $80.00Hotel (2 nights) $400.00per diem ($20/person/day) $40.00TOTAL $1,845.00Per district cost is $922.50


21/22

July 11, 2011\A~ MEUln/UPIOWN__ - _t

Mr. Walter CohenTitle: Director of the Community & Economic Development AgencyMr. Vitaly TroyanTitle: Director of the Public Works AgencySUBJECT: Proposed Community Benefit District Projects in the Public Rights of Way of

Downtown Oakland and the LakeMerritt/Uptown DistrictDear Messrs. Cohen and Troyan,We truly appreciate your cooperation in allowing the CBDsto continue our efforts to improveand beautify these two strategic districts in the City of Oakland.Below are brief descriptions of the various projects that the Downtown Oakland and the LakeMerritt Uptown District Associations have identified aspart of their beautification programsand daily maintenance goals. We are hoping to explain and document these projects so thatPWA/CEDAunderstands our vision and will ultimately engage in open dialogue anddemonstrate actual, tangible support of our efforts.1. A major component of our beautification goals is the landscaping of the seven (7) streetmedians in our districts. (Please see attached maps). We are currently working through an RFPprocess to select a professional landscaping vendor for these services with the hope ofbeginning work on August 1st 2011. All the vendors that we are considering are Oakland-basedand have current City of Oakland business licenses. We are hoping that the City of Oakland andPWAcan help us through this process by giving us any and all information regarding irrigationsystems for each median and permission to work on the properties. Pleasesee the attachedRFPfor the scope of the 2011 improvements that we are anxious to begin.2. Public Space development is fast becoming a major focal point for the CBDsand isincorporated into our long term district management plan. We are requesting PWA and the Cityof Oakland's assistance in helping us navigate and eventually execute the re-design andconstruction of public spaces on is" Street between Franklin and Broadway; at Franklin Squareand at Latham Square. Please see our maps for the location(s). We have attached renderingsof the is" Street "Endblock" project that capture our vision for what 13th Street could possiblybe and will give you a sense of our approach to public space use and design.

388 19th Street Oakland, California 94612DOA Phone 510.238.1122 LMUDA Phone 510.452.4529 Fax [email protected] [email protected] www.lokemerritt-uptown.org
http://www.downtownoakland.org/mailto:[email protected]://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/mailto:[email protected]://www.downtownoakland.org/


22/22

3. We face illegal dumping regularly throughout our districts and have consistentlyincurred additional and exorbitant fees to dump the waste at the Davis Street transfer station.Our "special benefits" assessment budget does not have the funds to accommodate thisservice, but we do it anyway since these items are NOTremoved within 72 hours by theunderstaffed PWA. Since this is considered a City obligation or "general benefit" we arerequesting that PWA supply the CBDswith a 40 cubic yard container in a mutually agreed uponand secure location, within the districts, for our use. We will collect large items, such asmattresses, desks, refrigerators, computers, microwaves and all other household items thathave been dumped on the sidewalks and bring them to the container and leave it there forPWAor Waste Management to remove.Thank you for your time and consideration.Sincerely,

Andrew JonesOperations CoordinatorDowntown Oakland AssociationLakeMerritt/Uptown District AssociationCc: Boards of Directors

Honorable Councilwoman Nancy Nadel
http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/http://www.lokemerritt-uptown.org/

Joint Board Meeting July 13, 2011 Agenda Packet

Documents

Transcript of Joint Board Meeting July 13, 2011 Agenda Packet