doa board meeting december 4, 2013 minutes

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  • 8/11/2019 DOA Board Meeting December 4, 2013 Minutes

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    D O W N T O W N O A K L A N D A S S O C I A T I O N

    388 19th Street

    Oakland, California 94612Phone510.238.1122 Fax 510.452.4530 [email protected] www.downtownoakland.org

    Downtown Oakland Association Board of Directors Meeting

    Minutes of Wednesday, December 4, 2013 1:00 p.m.

    City Center 5 Star Conference Center - 500 12th Street, Suite 105

    Present: Michelle Lane, Sara May, Jesse Nelson, Martin Ward, Karissa Obeso-Govan,Drew McGowan, Anagha Dandekar-Clifford, Kirsten Melton, Jabari Gray, David Weltin

    Absent: Nora Vigil, Bill Doak, Keira Williams, Joseph Gallardo, Damian Fink

    Staff: Steve Snider/District Manager, Andrew Jones/District Services Coordinator,

    Victoria Decker/Office Manager, Fiona Simms/Administrative Assistant

    PR Consultants: Nancy Amaral/Gallen.Neilly & Associates, Tim Gallen/Gallen.Neilly & Associates

    Guests: Smith Kitporka/CBRE, Monika Picardo/CBRE, Carrie Morris/Ellis Partners,Nicole Hankton/Oakland Marriott

    Discussions held and decisions made by the Board of Directors

    SUBJECT D ISCUSSION CTION

    Call to order The meeting was called to order at 1:03 p.m. No action taken.

    Public comment and

    announcements

    Steve announced that there is a 2.Oak eventtomorrow. Karissa noted that the City Center Treelighting is scheduled for this Friday.

    No action taken.

    Approval of the minutes of

    October 2, 2013

    The minutes of October 2, 2013 meeting werepresented for review.

    Sara moved and

    Martin seconded

    the motion to

    approve the

    minutes of October

    2, 2013 as

    presented. The

    motion was

    approved

    unanimously.

    Anagha and David

    abstained from the

    vote.

    Financial report Tori presented the year-to-date cash availablesummary and the detailed expense report for review.She noted that the districts have received a total of

    $1,033,182.20, which less the reserve and hardshipreimbursements of $48,000 leaves $985,182.20 cash

    available. Tori stated that the DISI expenses to datetotal $64,547.06, ORG expenses total $190,946.19,

    Jesse moved and

    Drew seconded the

    motion to approve

    the financial report

    as presented. The

    motion was

    approved

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    and SOBO expenses total $557,494.76. The cash

    remaining equals $172,194.19 and includesassessment income over the budgeted amount.

    unanimously.

    2014 meeting schedule The proposed 2014 meeting schedule was presentedto the board for review.

    Martin moved and

    Anagha seconded

    the motion to

    approve the 2014

    meeting schedule.

    The motion was

    approved

    unanimously.

    Approval of office network

    upgrade to cloud file

    storage

    Fiona noted that currently all digital files are stored

    on the office managers computer, which presents asecurity risk. Since it would be cost prohibitive and

    would require a large amount of staff time topurchase, install, and maintain a file server for theoffice, staff recommends that the districts take

    advantage of Microsoft 365 software, subscriptionsfor which are offered free to non-profit corporations.

    This software would store all files in the cloud andwould allow staff to remotely access not only office

    files but also Microsoft web applications. Though theproduct is free, there would be an upfront cost of$4,000 for initial set-up and staff training. The cost

    would be split evenly between the two districts.

    Martin moved and

    Michelle seconded

    the motion to

    approve the

    allocation of

    2,000 for the

    office upgrade. The

    motion was

    approved

    unanimously.

    Youth Radio hardship

    reimbursement

    Martin explained that Youth Radio has requested

    hardship twice in the past, but did not submit arequest for the past two years. The documentation

    submitted was incomplete and did not demonstratefinancial hardship. He also noted that the 2012/2013tax year in question ended 5 months ago. For these

    reason, the ORG committee has recommended thatthe board deny the 2012/2013 Youth Radio hardship

    reimbursement request.

    David moved and

    Sara seconded the

    motion to deny the

    hardship

    reimbursement

    request from Youth

    Radio for the

    2012/2013 tax year.

    The motion was

    approved

    unanimously.

    SOBO Updates Andrew explained the Latham Square pilot project

    and the districts involvement. Sara asked if therehave been any issues with the space so far. Andrewresponded that there have been few occurrences of

    illegal activity and all have been at night. The spacehas been kept active through music performances,

    vendors and other programming.

    Andrew reported that the Ambassador program isrunning well. He noted that the Block by Block

    executive team held a meeting with staff to discusspriorities and goals for the coming year including thedevelopment of a homeless outreach program, the

    implementation of the SMART System, and using theSMART system to create a district watch program.

    The hanging plants have been removed and shippedto Oregon to be replanted. They will return and be

    installed next April.

    Andrew also updated the board on the CCTVsystem, which has already aided the police

    No action taken.

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    department in 6 cases. There are currently 3

    buildings in the districts have camera systemsinstalled.

    Andrew lastly noted that in the coming year the

    focus of the S.O.B.O. committee will be to maintainthe projects currently in place.

    DISI Updates

    a. Gallen.Neilly public

    relations report

    Steve reviewed the DISI budget planning meeting.

    Steve updated the board on the success of PlaidFriday and noted that there were 45+ Oaklandbusiness and more than 30 pop-up vendors involved

    in the event. Latham Square was activated withvendors, music and live art and 10 bars hosted pop-

    up retail vendors during the night. He noted thatmany businesses have reported increased sales.

    Nancy reviewed the highlights of the Gallen.Neilly &Associates report and listed the recent press

    releases and clips about the districts.

    No action taken.

    Other No others items were discussed. No action taken.

    Adjournment into executive

    session

    The public meeting was adjourned at 2:01 p.m.

    CLOSED SESSION

    Discussion of additional

    personnel compensation

    Michelle explained that this year the teams wereasked to reach specific goals. There was a motion to

    approve the 2013 staff bonuses from DOA, asfollows:

    Oakland Venue Management: $7,000Rick Williams of Peralta Services: $1,250

    Ted Tarver of Block by Block: $3,000Ambassadors: not to exceed $2,250

    Jessie moved and

    Sara seconded the

    motion to allocate

    additional

    compensation to

    Oakland Venue

    Management in the

    amount of 7,000,

    to Peralta Service

    Corporation in the

    amount of 1,250,

    to Block by Block

    in the amount of

    3,000, and an

    amount not to

    exceed 2,250 to

    be distributed to

    the Ambassadors.

    Adjournment The meeting was adjourned at 2:23 p.m.

    Minutes taken by: Fiona Simms, Administrative Assistant