ORG January 11, 2016 Agenda Packet

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9REVISED

DOA 2016 Proposed Annual Budget

January 2016

2016

Proposed

Annual Budget

Ordinary Income/Expense

Income

Assessment Revenue

(Reserve) -51,310.12

Prior Year Bal - Carry Forward 160,097.15

Assessment Revenue - 94% Collection 968,362.30

Total Income 1,077,149.33

Expense

DISTRICT IDENTITY (DISI)

DISI Projects

Marketing 42,500.00

Misc 1,000.00

Total DISI Projects 43,500.00

Special Events

Arts & Culture 5,000.00

CBD Sponsored Events 5,000.00

Total Special Events 10,000.00

Total DISTRICT IDENTITY (DISI) 53,500.00

ORGANIZATION

Non-Personnel Expenses

Accounting Expenses 3,000.00

Computer Service & Support 500.00

Consulting & Legal Expenses 2,000.00

Fees & Permits 2,000.00

Insurance

Directors & Officers 1,300.00

General Liability 4,174.00

Misc 2,000.00

Occupancy expenses

Rent 43,882.80 Includes new lease

amount for 388 19th

Street to take effect in

February and 3%

increase on space at

1924 Franklin to take

effect in June.

Office furniture & equipment 1,500.00

Postage, shipping, delivery 500.00

Printing & copying 3,000.00

Supplies 3,000.00

Telephone & telecommunications 1,500.00

Total Non-Personnel Expenses 68,356.80

ORG/Special Projects

Annual Event 5,500.00

Shuttle 5,000.00

Total ORG/Special Projects 10,500.00

Personnel & Related

Public Relations 2,500.00

10REVISED

DOA 2016 Proposed Annual Budget

January 2016

2016

Proposed

Annual Budget

Staff Personnel 195,408.54

Training & Prof. Development 4,000.00

Total Personnel & Related 201,908.54

Total ORGANIZATION 280,765.34

SOBO

Landscaping Staff Person 20,893.99

Clean and Safe 659,940.00

Misc SOBO expenses 9,000.00

PROW Maintenance 38,050.00

Watering 15,000.00

Total SOBO 742,883.99

Total Expense 1,077,149.33

11REVISED

LMUDA 2016 Proposed Annual Budget

January 2016

2016

Proposed

Annual

Budget

Ordinary Income/Expense

Income

Assessment Revenue

(Reserve) -78,503.31

Prior Year Bal - Carry Forward 241,670.37

Assessment Revenue - 94% Collection 1,137,146.95

Total Income 1,300,314.01

Expense

DISTRICT IDENTITY (DISI)

DISI Projects

Marketing 42,500.00

Misc. 1,000.00

Total DISI Projects 43,500.00

Special Events

Arts & Culture 5,000.00

CBD Sponsored Events 5,000.00

Total Special Events 10,000.00

Total DISTRICT IDENTITY (DISI) 53,500.00

ORGANIZATION

Non-Personnel Expenses

Accounting Expenses 3,000.00

Computer Service & Support 500.00

Consulting & Legal Expenses 2,000.00

Fees & Permits 2,000.00

Insurance

Directors & Officers 1,300.00

General Liability 4,569.00

Misc. 2,000.00

42,682.80 Includes new lease amount for

388 19th Street to take effect in

February and 3% increase on

space at 1924 Franklin to take

effect in June.

Office furniture & equipment 1,500.00

Postage, shipping, delivery 500.00

Printing & copying 3,000.00

Supplies 3,000.00

Telephone & telecommunications 1,500.00

Total Non-personnel expenses 67,551.80

ORG/Special Projects

Annual Event 5,500.00

Shuttle 5,000.00

Total ORG/Special Projects 10,500.00

Personnel & Related

Public Relations 2,500.00

Staff Personnel 200,097.62

Training & Prof. Development 4,000.00

Rent

12REVISED

LMUDA 2016 Proposed Annual Budget

January 2016

2016

Proposed

Annual

Budget

Total Personnel & Related 206,597.62

Total ORGANIZATION 284,649.42

SOBO

Landscaping Staff Person 30,066.97

Clean and Safe 844,847.62

Misc. SOBO expenses 12,000.00

PROW Maintenance 55,250.00

Watering 20,000.00

Total SOBO 962,164.59

Total Expense 1,300,314.01

13REVISED

14REVISED

2016-2018 PROPOSED MANAGEMENT CONTRACT AMENDMENT

Salary Increase for Executive Director, Program Director, Operations Director and Administrative Coordinator

15REVISED

Oakland Venue Management • Management Contract Amendment • 11/19/15

Page 1 of 16

TABLE OF CONTENTS 2016-2018 PROPOSED MANAGEMENT CONTRACT AMENDMENT 2

UPDATED JOB TITLES AND DESCRIPTIONS 4

COST SUMMARY 6

ANNUAL BREAKDOWN 7

EXHIBIT A: STAFFING DETAILS 8

EXHIBIT B: COMPENSATION REPORTS 13

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2016-2018 PROPOSED MANAGEMENT CONTRACT AMENDMENT Salary Increase for Executive Director, Program Director, Operations Director

and Administrative Coordinator Oakland Venue Management recommends a contract amendment to accommodate a salary increase to $85,000 for the Executive Director, $80,000 for the Program Director and $75,000 for the Operations Director of the Lake Merritt Uptown (LMUDA) and Downtown Oakland Associations (DOA). We have consulted a number of local BID/CBD organizations of comparable size (see below) and reviewed compensation surveys for non-profits in Oakland (see Exhibit B) to arrive at our proposed salaries. These proposed salaries remain at the low end of the surveyed responses, but begin to align the districts with regional salary norms; it is recommended that the salary allocations for the positions be brought to market rate over the course of several years. To achieve this, it is recommended that we include a CPI-linked cost-of-living increase going forward after 2016. Beyond the need to align the districts with regional industry standards, please consider that there has not been a significant increase to the cost of the management contract since 2011 even as our experience and strength of relationships within the community have grown. We have grown into our positions over the course of seven years and during that time have become the face of the organizations and leaders in our field both locally and regionally. It is also recommended that the supporting administrative role, currently compensated at an hourly wage of $17.50/hour be increased to $20.00/hour. This increase recognizes the current responsibilities and demands of the role, which are integral to the day-to-day administrative and operational functions of the organizations. This increase acknowledges the current local employment environment, which is highly competitive for employers, and Oakland’s recently adopted minimum wage policy. We are also recommending that this becomes a full time position to accommodate the increasing administrative responsibilities, and the additional marketing and media management required by district projects generally. For the first time since OVM took over the management role for both districts we are requesting that we receive a management fee as part of our annual contract. As a company, dedicated to providing the district with talented and well-managed embedded employees, we have begun to absorb additional costs that have made this contract one that costs our company money, and puts additional strain our HR department. We are proposing that we adopt a more traditional property management business model that establishes a management fee based on the total budget that OVM manages on behalf of the districts. We are proposing a 1% management fee of all assessment and non-assessment revenues under our fiduciary oversight. This fee will be used to help offset our costs in the following ways:

Accounting: A portion of this line item will cover an accountant and or bookkeeper to perform accounting functions such as billing, QuickBooks and accounts maintenance, etc.

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Human Resources: This will cover costs related our in house staff that oversee and support all HR related functions.

Parking/Travel: Costs to commute to and from district specific events and meetings, etc.

Profit: As a company we need to generate a modest level of income to cover reasonable legal, accounting and professional services related to the operation of this contract.

If the contract amendment allowing compensation adjustment is approved, it is recommended that the monies be drawn from the Organization budget category, specifically the Staff and Personnel line item, with the exception of the District Horticulturalist, which is a SOBO specific cost. As the 2016 operating budget is developed (to be reviewed at the January 2016 Joint Organization Committee Meeting and approved at the January Joint Board meeting) the salary line items will reflect the new billing rates without disrupting overall expenditure within each category beginning in 2016.

COMPARABLE POSITIONS AND THEIR SALARIES (FROM 990 TAX FORMS OF THESE ORGS) BIDs/CBDs/Similar Non-Profits Leadership Positions with Similar Job Descriptions

Temescal Executive Director: 25-35 Hours/week, $66,000 Pro-Rated: $75,400-$105,600- 2015 Top of Broadway Executive Director: $75/hour or $156,000/year- 2015 Hotel Council Executive Director: $191,000/year - 2014 Telegraph Hill Neighborhood Center - ED $174,826/year – 2013 Union Square Executive Director: $150,985/year - 2013 Yerba Buena Center for the Arts - MD: $150,475/year – 2013 Downtown Berkeley Association CEO: $140,000/year - 2015 Yerba Buena Executive Director: $139,241/year - 2013 Yerba Buena Arts and Events - ED: $134,149/year - 2013 Building Owners and Managers’ Association (BOMA) SF - ED $117,629/year - 2013 Bicycle Coalition - ED $112,037/year - 2013 Fisherman’s Wharf CBD Executive Director- $112,800/year - 2012

Average: $146,917/year

PRIVATE SECTOR SIMILAR ROLE Chief Marketing Officer, Chamber of Commerce: $120,000/year Cushman & Wakefield Property management base salary: $91,000/year Titan Management Property Manager: (Average) $119,000/year

Average: $110,000/year

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UPDATED JOB TITLES AND DESCRIPTIONS Executive Director: The Executive Director is the driving force behind the implementation of all District projects and programs and will be the primary point of contact for board members, district stakeholders, the City of Oakland, and the general community. The person executes the preparation, coordination and implementation of all DOA/LMUDA program activities; oversees the daily business and operations of the PBID in accordance with the policies set by the District Management Plan and the Board of Directors; implements the Strategic Plan for District Management and provides information and guidance to the board in formulating objectives and decisions of general policy to fulfill DOA/LMUDA’s vision of a safe, clean, and thriving district. Program Director: The Program Director assists in the execution, preparation and implementation of all program activities; manages bid processes for contractors for all aspects of the daily operation, oversees the maintenance and security ambassador program, plans and implements all aspects of DOA/LMUDA beautification programs, works with City of Oakland staff to complete specific projects, obtains permits, assists in the facilitation of Board/SOBO meetings, meets with stakeholders or special interest groups to further DOA/LMUDA’s goals and objectives, regularly communicates with city staff including PWA, OPD and the office of work force development to establish rapport and plans for ongoing collaboration and mutual support of district related projects, works closely with the Joint Board of Directors, the Executive Director and the Operation Director on the creation of a detailed strategic plan, leads research projects and gives critical feed back on the district’s most pressing issues related to maintenance, security, beautification, public rights of way improvements and public space development. Operations Director: Operations Director is responsible for conducting the daily business and operations of DOA/LMUDA in accordance with the policies set by the District Management Plan and by the Joint Board of Directors; responsible for DOA/LMUDA’s financial management, maintenance of corporate documents and files, scheduling and preparation for all board and committee meetings, communication with city staff regarding collection of assessment revenue, status of disbursement agreement(s) and other compliance issues; assists in the general administration and coordination of DOA/LMUDA, including board and stakeholder relations, planning and program development, budgeting and financial functions; assists in the guidance and supervision of the Administrative Coordinator, consultants, interns and volunteers. Administrative Coordinator: The Administrative Coordinator’s responsibility is to ensure the smooth operation of the DOA/LMUDA offices. He/she reports directly to the Operations Director and performs a supporting role in all aspects of the operations of the district and its programs. The Administrative Coordinator is responsible for supporting Operations Director in the day-to-day financial management of the organization in addition to performing diversified clerical duties in a professional manner.

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District Horticulturalist: The District Horticulturalist is responsible for the cultivation and care of all DOA/LMUDA related landscaping projects, budget creation for each project and graphic design for permitting and proposal purposes. The District Horticulturalist will work directly under Program Director when planning and executing all projects for the district(s). Additional responsibilities will include managing a database that documents all maintenance performed on projects, budgets for all projects and any other relevant information for operating a successful and dynamic beautification program within our districts.

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COST SUMMARY EXCECUTIVE DIRECTOR

Summary Compensation $98,600.00 peryearBenefits-Insurance $4,007.16 peryearBenefits-Mandated $8,018.90 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $113,303.58 peryear

PROGRAM DIRECTOR

Summary Compensation $92,800.00 peryearBenefits-Insurance $2,770.56 peryearBenefits-Mandated $7,575.20 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $105,823.28 peryear

OPERATIONS DIRECTOR Summary Compensation $85,500.00 peryearBenefits-Insurance $- peryearBenefits-Mandated $7,534.25 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $95,711.77 peryear

ADMIN COORDINATOR Summary Compensation $45,344.00 peryearBenefits-Insurance $2,609.76 peryearBenefits-Mandated $4,231.86 peryearWorkLife $1,587.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $54,613.14 peryear

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HORTICULTURALIST Summary Compensation $39,676.00 peryearBenefits-Insurance $1,754.88 peryearBenefits-Mandated $7,602.57 peryearWorkLife $1,087.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $50,960.97 peryear

ANNUAL BREAKDOWN Position Cost

ExecutiveDirector $113,303.58ProgramDirector $105,823.28OperationsDirector $95,711.77AdministrativeCoordinator $54,613.14Horticulturalist $50,960.97ManagementFee $26,053.81 $446,466.55

Monthly Billable Rate for Downtown Oakland Association of $16,835.81

• Executive Director $ 4,263.47 • Program Director $ 3,978.70 • Operations Director $ 3,651.58 • Admin Coordinator $ 2,182.25 • Horticulturalist $ 1,674.23 • Management Fee1 $ 959.67 • Bonus2 TBD

Monthly Billable Rate for Lake Merritt Uptown Association of $17,570.84

• Executive Director $ 4,263.47 • Program Director $ 3,978.70 • Operations Director $ 3,651.58 • Admin Coordinator $ 2,182.25 • Horticulturalist $ 2,409.25 • Management Fee $1,211.48 • Bonus TBD

1 Management fee is based on Salary compensation only. 2 Bonuses will be based on performance and will not be billed to client until December billing cycle.

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EXHIBIT A: STAFFING DETAILS EXECUTIVE DIRECTOR

Compensation AnnualSalary $85,000.00 peryearCommission $- peryearOvertimePay $- peryear401KContribution $3,400.00 upto4%rateBonus $10,200.00 upto12%rateTotalCompensation $98,600.00 peryearBenefits[Insurance] Health $316.45 permonthDental $12.88 permonthVision $4.60 permonthLife $- permonthDisability $- permonthInsuranceBenefitsCost $4,007.16 peryearBenefits[Mandated] Workers'Compensation

.69%rate

SocialSecurity $6,113.20 6.2%rateMedicare $1,429.70 1.45%rateUnemploymentInsurance $434.00 6.2%rateFUTATax $42.00 peryearMandatedBenefitsCost $8,018.90 peryearWork/Life Payroll/HRServices $587.52 peryearEmployeeAssistanceProgram Included peryearTuitionReimbursement $- peryearProfessionalDevelopment $1,250.00 peryearTotalWork/Life $1,837.52 peryearOfficeToolsandAllowances AnnualAllowanceforCellphone $840.00 peryearTotalToolsandAllowancesperYear $840.00 peryearSummary Compensation $98,600.00 peryearBenefits-Insurance $4,007.16 peryearBenefits-Mandated $8,018.90 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $113,303.58 peryear

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PROGRAM DIRECTOR Compensation AnnualSalary $80,000.00 peryearCommission $- peryearOvertimePay $- peryear401K $3,200.00 upto4%rateBonus $9,600.00 Upto12%rateTotalCompensation $92,800.00 peryearBenefits[Insurance] Health $213.40 permonthDental $12.88 permonthVision $4.60 permonthLife $- permonthDisability $- permonthInsuranceBenefitsCost $2,770.56 peryearBenefits[Mandated] Workers'Compensation

.69%rate

SocialSecurity $5,753.60 6.2%rateMedicare $1,345.60 1.45%rateUnemploymentInsurance $434.00 6.2%rateFUTATax $42.00 peryearMandatedBenefitsCost $7,575.20 peryearWork/Life Payroll/HRServices $587.52 peryearEmployeeAssistanceProgram Included peryearTuitionReimbursement $- peryearProfessionalDevelopment $1,250.00 peryearTotalWork/Life $1,837.52 peryearOfficeToolsandAllowances AnnualAllowanceforCellphone $840.00 peryearTotalToolsandAllowancesperYear $840.00 peryearSummary Compensation $92,800.00 peryearBenefits-Insurance $2,770.56 peryearBenefits-Mandated $7,575.20 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $105,823.28 peryear

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OPERATIONS DIRECTOR Compensation AnnualSalary $75,000.00 peryearCommission $- peryearOvertimePay $- peryear401K $3,000.00 Upto4%rateBonus $7,500.00 Upto10%rateTotalCompensation $85,500.00 peryearBenefits[Insurance] Health $- permonthDental $- permonthVision $- permonthLife $- permonthDisability $- permonthInsuranceBenefitsCost $- peryearBenefits[Mandated] Workers'Compensation $517.50 .69%rateSocialSecurity $5,301.00 6.2%rateMedicare $1,239.75 1.45%rateUnemploymentInsurance $434.00 6.2%rateFUTATax $42.00 peryearMandatedBenefitsCost $7,534.25 peryearWork/Life Payroll/HRServices $587.52 peryearEmployeeAssistanceProgram Included peryearTuitionReimbursement $- peryearProfessionalDevelopment $1,250.00 peryearTotalWork/Life $1,837.52 peryearOfficeToolsandAllowances AnnualAllowanceforCellphone $840.00 peryearTotalToolsandAllowancesperYear $840.00 peryearSummary Compensation $85,500.00 peryearBenefits-Insurance $- peryearBenefits-Mandated $7,534.25 peryearWorkLife $1,837.52 peryearOfficeTools $840.00 peryearTOTALEMPLOYEEEXPENSE $95,711.77 peryear

25REVISED

ORG January 11, 2016 Agenda Packet

Documents

Transcript of ORG January 11, 2016 Agenda Packet