Lake Merritt/Uptown District Association - Board of Directors Meeting Thursday, October 3, 2013 - 8:30 A.M.

Kaiser Center 2nd Floor Conference Room 203 - 300 Lakeside Drive Agenda

1. 2. 3. 4. 5. 6.

Call to order, Deborah Boyer Public comment and announcements Approval of the minutes of August 8, 2013 Financial Report Action Item Action Item

Approval of Proposed 2014 Budget to be included in Annual Report Action Item Board elections a. Review of open seats and nominees b. Approval of property owner nominees c. Approval of business tenant nominees d. Approval of nominations solicited from the floor Action Item Action Item Action Item

7.

Nominations of officers for the coming year a. President b. Vice President c. Secretary d. Treasurer Action Item Action Item Action Item Action Item

LAKE MERRITT/UPTOWN COMMUNITY BENEFIT DISTRICT

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

8.

SOBO Updates Andrew Jones a. Request funding for Harrison Street median Action Item

9.

DISI Updates Steve Snider a. Gallen.Neilly & Associates public relations report Nancy Amaral

10. Other 11. Next meeting date: December 5, 2013 12. Adjournment

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 Lake Merritt/Uptown District Association at 388 19th Street, Oakland, CA 94612. Meeting facilities are accessible to persons with disabilities. If you require special assistance to participate in the meeting, notify our office at 510 238-1122 at least 48 hours prior to the meeting.

Lake Merritt/Uptown District Association Board of Directors Meeting Minutes of August 8th, 2013 - 8:30 a.m. Kaiser Center 2nd floor Conference Room, 300 Lakeside Drive Present: Deborah Boyer, Chris Curtis, Lorie Alemania, Michelle Lane, Lucinda Alipio, Laurie Cooperman-Rosen, Andrea Kirkpatrick, Steven Douglas, Don Rogers, Nola Montgomery

Excused Absence: Indrajit Obeysekere, Mike Brown, Mike Huaco, CJ Hirschfield Staff: Steve Snider/District Manager, Andrew Jones/District Services Coordinator, Tori Decker/Office and Operations Manger, Fiona Simms/Administrative Assistant

PR Consultants: Nancy Amaral/Gallen.Neilly Discussions held and decisions made by the Board of Directors

SUBJECT Call to OrderDeborah Boyer, President

Public comment and announcements

DISCUSSION Deborah Boyer, the President, called the meeting to order at 8:36 a.m. and introductions were made. Lucinda announced that this year is the Cathedral of Christ the Lights 5th anniversary and to celebrate the Cathedral will be hosting several events including the annual Twilight by the Lake mixer series on the third Thursdays of August, September, and October.
Laurie announced that there is a new caf opening in her building. The minutes of May 2, 2013 meeting were presented for review.

ACTION? No action required.

No action required.

Approval of the minutes of May 2, 2013

Financial Report a. Inclusion of assessment increase in annual report

Deborah moved and Don seconded the motion to request an LAKE MERRITT/UPTOWN COMMUNITY BENEFIT DISTRICT
388 19th Street Oakland, California 94612 Phone 510.452.4529 Fax 510.452.4530 info@lakemerritt-uptown.org www.lakemerritt-uptown.org

Tori explained that our total income YTD is $1,206,699.20, which, less the reserve of $85,882.04, leaves total cash available of $1,120,817.16. To date the DISI committee has expended $33,273.98, the SOBO committee has expended $438,696.64, and the ORG committee has expended $129,506.52. Total expenses to date are $601,477.14 which leaves $519,340.02 cash remaining. Tori noted that all committee expenses are under budget.

Deborah moved and Steven seconded the motion to approve the financial reports. Andrea moved and Nola seconded the motion to approve the financial report as presented. The motion was approved unanimously.

Tori presented a draft 2014 budget for review as well as a 2015 budget comparison spreadsheet to illustrate the potential loss in services if income were to remain unchanged. Tori reported that our annual report is due to the City of Oakland by September 1st and must include a proposed 2014 budget and a request for an assessment increase, if one is desired. The Organization Committee has reviewed the issue and has recommended that the LMUDA pursue a 2.9% assessment increase. Andrew reviewed the process by which we request an increase, and Deborah noted that we implemented an increase of 2.9% last year. Andrew explained that we have been able to increase district services because of the substantial carry forward we have had due to planned projects that were not completed. Now that we have developed a working relationship with the city, we have expended all of our excess funds and cannot maintain all of our programs and projects within our current budget. There was some discussion of reducing services, which most were against. There was much discussion of fundraising and other sources of income, and it was noted that staff consistently pursues grants. Possible sources of funding discussed include a program that allows individuals to adopt a hanging plant, or median, and selling the advertising space on the Big Belly trash compactors. It was also noted that we are still owed assessment money from Caltrans. Lorie noted that if we are to pursue an assessment increase, there should be a commitment to fundraising. Andrea noted that there should also be a conservation of funds from the committees. Andrew updated the board on the status of our relationship with the Oakland Police Department. He noted that they have restructured from 2 areas into 5 areas, each with a dedicated captain. He reviewed recent arrests that involved ambassador assistance. Andrew reviewed the CCTV program and noted that we have installed the cameras at the first site, 1330 Broadway. He noted that the digital recordings are mobile, and highly regulated. Only the property owner and select CBD staff have access. OPD will have access to pertinent

assessment increase of 2.9% to be implemented in the 2014-2015 tax year.

SOBO Updates Andrew Jones

recordings at the discretion of CBD staff. Lorie stated that the city has received a grant from Homeland Security for a camera system downtown. Andrew reported that he has not yet been contacted by anyone In the city. Andrew reported that the new Big Belly Solar trash compactors are operating well. He also noted that the hanging plant baskets are suffering from an aphid infestation and varying microclimates. In addition to addressing those problems, staff is still working to dial in the watering schedule. Toussaint Jahi, the landscaper hired by Peralta Service Corporation as outlined in the 2013 contract, has been addressing these problems. Andrew announced that the soft opening of the new public space at Latham Square is scheduled for August 16th. Andrew also reported that the city has revoked the Franklin Square minor encroachment permit, pending a hearing. The districts have asked for the minor encroachment permit and have plans to landscape and program the space. DISI Updates Steve Snider a. Gallen.Neilly & Associates Report Steve reported on the various activities of the DISI committee. He noted that the focus of the year has been stakeholder outreach. Staff will be mailing out the Annual Report along with a survey targeted to property owners. DISI will also be working on the branding and programming of Latham Square and the Holiday Shopping Campaign. Steve also reported that the DISI committee has sponsored two events so far, Art + Soul and Love Your Lake Day. Nancy reported that the districts were featured as IDAs Downtown of the Month and have submitted for the annual IDA awards She also mentioned that Gallen.Neilly & Associates distributed a press release for the Latham Square opening and has fielded media inquiries from the Oakland Tribune and the SF Chronicle. She outlined a new online calendar that tracks annual events in the districts as well as editorial deadlines. She noted their continued work on Facebook, Twitter and the monthly email newsletter, as well as the Broker Focus meeting that is scheduled for September. Staff presented the graphic identity program and noted that DISI has reviewed and recommended

Adoption of graphic identity program

Deborah moved and Lorie seconded the

Approval of committee purpose statements a. Organization Committee b. SOBO Committee c. DISI Committee

that the board adopt the new program. There was discussion of adopting one new joint logo instead of merging the two logos into a single brand. It was decided that the logos should stay separate in case the district choose to separate. There was discussion of transitioning away from using the logos in all of the branding. Andrew reviewed the ORG retreat and the intention behind drafting new purpose statements. The board reviewed the new purpose statements.

motion to adopt the graphic identity program. The motion was approved unanimously.

Laurie moved and Steven seconded the motion to approve the committee purpose statements. The motion was approved unanimously.

Other

Deborah noted that the next board meeting is the annual nominations meetings. She asked that the board consider potential new members and also noted that though she enjoys her position as board president, she is happy to make room for others to participate at that level. Laurie asked if merchants can participate on the board, to which staff replied that merchant and tenant participation is encouraged. Andrew noted that it is extremely important that all board members are participatory and attend all meetings. If the size of the board is increased, quorum is increased. October 3, 2013, Nominations Meeting The meeting was adjourned at 9:52 a.m.

Next Board meeting Adjournment

Minutes taken by: Fiona Simms, Administrative Assistant

Lake Merritt/Upown District Association YTD Cash Summary-September 2013

YTD Budget

Actual

Annual Budget

Notes

Cash Available $1,355,867.22 $85,882.04 $85,882.04 $1,182,699.04

Total $85,882.04

$1,182,699.04

Less Reserve

Total Cash Available

$1,096,817.00

$1,269,985.18

$1,096,817.00

Expenses $58,124.98 $168,299.30 $602,374.73 $828,799.01 $754,600.27 $1,096,817.00 Please See Attached $557,918.18 $803,166.29 Please See Attached $160,570.61 $216,150.71 Please See Attached $36,111.48 $77,500.00 Please See Attached

DISI

ORG

SOBO

Total Expenses

Cash Remaining

$268,017.99

$515,384.91

$0.00

10:19 AM 9/31/12 Cash Basis

Lake Merritt Uptown District Association September 2013 Expenses

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

Curr. Actual

Curr. Budget

EXPENSES

DISTRICT IDENTITY (DISI) 500.00 -857.50 -500.00 135.83 0.00 -416.67 -2,138.34 -750.00 -1,666.67 -333.33 -2,750.00 -4,888.34 24.31% 36,111.48 58,124.98 -22,013.50 62.13% 77,500.00 0.0% 0.0% 0.0% 12,258.03 0.00 16,758.03 14,999.99 3,000.01 24,750.00 -2,741.96 -3,000.01 -7,991.97 81.72% 0.0% 67.71% 0.0% 4,500.00 6,750.00 -2,250.00 66.67% 42.34% 19,353.45 33,374.98 -14,021.53 57.99% 44,500.00 9,000.00 Includes sponsorship of Bike to Work Day, Love Our Lake, and Art & Soul. 20,000.00 Includes GWO and Art Murmur sponsorship and Art & Soul. 4,000.00 Marketing plan being created for December event. 33,000.00 2.0% 0.0% 181.5% 100.0% 0.0% 5,665.52 0.00 302.50 11,250.00 907.35 7,875.00 4,500.00 1,499.99 11,250.00 3,749.99 -2,209.48 -4,500.00 -1,197.49 0.00 -2,842.64 71.94% 0.0% 20.17% 100.0% 24.2% -500.00 0.0% 1,228.08 4,500.00 -3,271.92 27.29%

DISI Projects Banner Program

0.00

Marketing Merchant/Retail Support Misc Public Relations Public Space Development

17.50 0.00 302.50 1,250.00 0.00

875.00 500.00 166.67 1,250.00 416.67

6,000.00 Includes banner maintenance. DISI planning to implement new banner program before year end. 10,500.00 Includes payments for newsletter and identity program. 6,000.00 Staff developing merchant survey for 2013 2,000.00 15,000.00 5,000.00 Will be expended on Franklin Square programming.

Total DISI Projects Special Events CBD Sponsored Events 750.00

1,570.00

3,708.34

0.00

First Friday Holiday Event Total Special Events

0.00 0.00 0.00

1,666.67 333.33 2,750.00

TOTAL (DISI)

1,570.00

6,458.34

ORGANIZATION Non-personnel expenses Accounting Expenses Computer Service & Support Fees & Permits 541.67 83.33 100.00 -541.67 136.67 -100.00 0.0% 264.01% 0.0% 150.00 1,439.75 1,459.13 4,874.99 750.01 900.00 -4,724.99 689.74 559.13 3.08% 191.96% 162.13%

0.00 220.00 0.00

6,500.00 Taxes to be filed by November 15, 2013. 1,000.00 Includes new office computer and IT support. 1,200.00 Includes CDA and IDA membership, submission fee for IDA Downtown Leadership and Management Award. 1,258.00 Paid in full. W/in annual budget. 2,987.00 Paid in full. W/in annual budget. 4,245.00 1,000.00 Filming of Oakland Structures Breakfast-Mitch Kapor.

Insurance Directors & Officers General Liability Total Insurance Misc Occupancy expenses Rent, parking, other occupancy Total Occupancy expenses 0.00 0.00 0.00 83.33 -14.70 -14.70 24.19 194.45 1,161.08 129.03% 566.64% 657.33% 488.91 292.38 2,575.99 750.01 374.99 1,875.01 99.14% 99.14% 15,237.92 15,237.92 15,449.99 15,449.99 -212.07 -212.07 -261.10 -82.61 700.98 0.00 0.00 0.00 -83.33 0.0% 0.0% 0.0% 0.0% 1,258.00 2,916.00 4,174.00 511.02 1,258.00 2,987.00 4,245.00 750.01 0.00 -71.00 -71.00 -238.99 83.33 41.67 208.33

0.00 0.00 0.00 0.00

100.0% 97.62% 98.33% 68.14% 98.63% 98.63% 65.19% 77.97% 137.39%

1,701.97 1,701.97

1,716.67 1,716.67

20,600.00 20,600.00

Office furniture & equipment Postage, shipping, delivery Printing & copying

107.52 236.12 1,369.41

Supplies Telephone & telecommunications Total Non-personnel expenses

190.21 296.44 4,121.67

291.67 208.33 3,358.33

-101.46 88.11 763.34

65.21% 142.29% 122.73%

2,214.92 1,914.01 30,458.03

2,624.99 1,875.01 34,470.01

-410.07 39.00 -4,011.98

84.38% 102.08% 88.36%

1,000.00 500.00 2,500.00 Includes printing of ABM materials, annual nominations mailing and stakeholder survey/annual report mailing. Exceeds annual budget. 3,500.00 2,500.00 Includes cost of porting over services from AT&T to Comcast. 44,545.00

ORG/Special Projects Annual Breakfast Meeting 0.00 166.67 0.00 166.67 495.83 0.00 0.0% 397.49% 495.83 397.49% 0.00 0.0%

0.00

4,995.08 678.51 16,000.00 21,673.59

4,500.00 1,499.99 16,000.00 21,999.99

495.08 -821.48 0.00 -326.40

111.0% 45.23% 100.0% 98.52%

4,500.00 Includes costs for catering, awards, equipment rentals, and video production. Will increase allocation in 2014 budget. 2,000.00 16,000.00 Sponsorship request fulfilled in May. 22,500.00

Business Attraction and Retention

662.50

Shuttle

0.00

Total ORG/Special Projects

662.50

10:19 AM 9/31/12 Cash Basis

Lake Merritt Uptown District Association September 2013 Expenses

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

Curr. Actual

Curr. Budget

Personnel & Related Consultants 333.33 0.00 0.02 -250.00 -583.31 675.86 104.24% 160,570.61 168,299.30 -7,728.69 95.41% 216,150.71 0.0% 95.31% 1,859.55 108,438.99 2250 111,829.30 -390.45 -3,390.31 82.65% 96.97% 3,000.00 Includes airfare to IDA Conference in New York. 149,105.71 100.0% 100.0% 11,250.00 95,329.44 11,250.00 95329.29 0.00 0.15 100.0% 100.0% 15,000.00 127,105.71 -333.33 0.0% 0.00 3,000.01 -3,000.01 0.0% 4,000.00

0.00

Public Relations Staff Personnel

1,250.00 10,592.16

1,250.00 10,592.14

Training & Prof. Develop. Total Personnel & Related

0.00 11,842.16

250.00 12,425.47

TOTAL ORGANIZATION

16,626.33

15,950.47

SOBO Maintenance Misc SOBO expenses 0.00 -336.83 -4,081.02 -333.33 -1,944.43 -833.33 -7,528.94 -11,741.42 86.86% 754,600.27 828,799.01 -74,198.74 91.05% 1,096,817.00 88.75% 557,918.18 602,374.73 -44,456.55 92.62% 803,166.29 0.0% 0.00 7,500.01 -7,500.01 0.0% 0.0% 95.05% 0.00 346,115.76 3,000.01 353,345.46 -3,000.01 -7,229.70 0.0% 97.95% 2.05% 10,816.37 37,497.74 -26,681.37 28.85% 100.0% 0.0% 198,088.25 2,897.80 198,000.00 3,031.51 88.25 -133.71 100.05% 95.59%

22,000.00 0.00

22,000.00 336.83

PROW Maintenance

85.40

4,166.42

Residential Beautification Security 833.33

0.00 37,316.18

333.33 39,260.61

264,000.00 Includes payment of Dec. 2012 invoice. 4,042.00 Includes purchase of new Rubbermaid carts for maintenance ambassador team. 49,997.00 Includes final payment to Trimacs for Back of BART project and costs associated with reinstallation of hanging plants. 4,000.00 No expenses to date. SOBO is exploring options. 471,127.29 Includes payment of Dec. 2012 invoice. 10,000.00 No charges for watering to date.

Watering

0.00

TOTAL SOBO

59,401.58

66,930.52

TOTAL EXPENSE

77,597.91

89,339.33

Lake Merritt/Uptown District Association Board of Directors

Person Elected 1. 2. 3. 4. 5. 6. 7. Deborah Boyer Chris Curtis Robert Wilkins Indrajit Obeysekere Nola Montgomery Andrea Kirkpatrick Tanicia Jackson with Tracy Sharp as designated alternate Mike Brown Property Representing Swig Co./Kaiser Center President Metrovation Vice President YMCA Secretary Kaiser Foundation Treasurer CIM Group Swig Co./Kaiser Center Brandywine Term Expiring 2 years 2013 Officer term 2013 2 years 2013 Officer term 2013 2 years 2013 Officer term 2013 2 years 2013 Officer term 2013 2 years 2014 2 years 2014 2 years - 2013

8. 9.

Catholic Diocese City of Oakland

2 years - 2013 2 years 2014

Aliza Gallo with Keira Williams as designated alternate 12. Lorie Alemania 13. Laurie Cooperman-Rosen 14. Mike Huaco 15. Steve Douglas 16. Michelle Lane with Lucinda Alipio as designated alternate 17. Michelle Mansfield-Hicks 18. Don Rogers 19. CJ Hirschfield

Leamington Metro Estates Kaiser Foundation Douglas Properties The Cathedral of Christ the Light Beacon Properties CIM Group Childrens Fairyland Community at Large Rep

2 years - 2013 2 years - 2013 2 years - 2013 2 years 2014 2 years- 2014

2 years - 2013 2 years 2014 1 year - 2013

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Gallen.Neilly August 13 / September 13 Activity Report

To: The Lake Merritt/Uptown & Downtown Oakland District Associations Fr: 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 & Downtown Oakland Districts.

Projects COMPLETED
Press Releases: Latham Square Opening distributed to the media on 8/12/13 o SF Streets Blog: Oaklands Latham Square: Plaza to the People ran on 9/5/13 o BisNow (SF): Downtown Oakland Hits Another Milestone ran on 8/21/13 o Bay Nature: Oakland experiments with giving walkers, bicyclists free rein ran on 8/20/13 o Oakland Local: Latham Square marks Oaklands latest foray into pop-up public space ran on 8/19/13 o KGO Radio: Latham Square (Radio Interview) ran on 8/14/13 o Alameda Patch: Latham Square Opening posted on 8/13/13 o The Registry: Latham Square in Oakland Opening ran on 8/12/13 o SFGate: Oakland's Latham Square becomes pedestrian plaza ran on 8/12/13 o Bay Area News Group: Oakland hopes Latham Square Plaza brings Uptown vibe to city center ran on 8/2/13

Media Inquiries/Pitches: Recd a request from Matthew Artz of the Oakland Tribune re: Latham Square revamp- facilitated phone interview w/ Andrew Jones. Clip resulted. Coordinated with BisNow reporter & the districts re: Latham Square & other beautification projects. Clip resulted. Coordinated with SF Streets Blog reporter & the districts re: Latham Square and provided quote from Andrew Jones. Clip resulted. Created an online calendar for DISI committee use for planning re: editorial opps, advertising, events support, etc. Reviewed editorial calendars for upcoming opportunities International Downtown Association (IDA) Supplement for Oakland month of June 2013 o International Downtown Association (IDA): June Downtown of the Month: The Downtown Oakland Association and Lake Merritt/Uptown District Association ran in June 2013 o October/November press release issue on award. Broker focus meeting took place Thursday, 9/19/13. We planned for the next new businesses within the districts PR, etc. currently worked with Bill Nork of Cornish & Carey for recent lease details. Follow up notes/attachments included): o Meeting agenda, which includes active links to media clips and other resources o Gallen.Neilly's 'New Business' press release draft form o A letter from the districts re: the vacant property/leasing database section on the district websites o Link to more details on the Latham Square project: http://www2.oaklandnet.com/Government/o/PWA/o/EC/s/BicycleandPedestrianProgram/LSPP/inde x.htm Worked with Andrew Jones re: Latham Square opening plan

Other:

11

Met with District staff 8/2/13 (PR Task Force meeting) to plan priorities for the next few months. Reached out to Patrick Smith re: Umami Burger for further info to include in next new businesses release. Developed a template to use with future new businesses, as well. Submission of IDA Awards for the CBDs on 6/16. Compiled a report on businesses/restaurants opened in the districts from 2011 to 2012. 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 EBlasts that are distributed to the CBDs lists. (Ongoing) Gallen.Neilly attends all DISI and Board mtgs.

Recent Clips Bay Area News Group: Oakland: Spreading the art around ran on 9/10/13 SF Eater: Hopscotch's Kyle Itani and Jenny Schwarz ran on 9/6/13 KQED Bay Area Bites: Oakland Social: Five Comfort Food Date Nights in Oakland ran on 9/6/13 East Bay Express: A Destination Deli ran on 9/4/13 Diablo Magazine: Weekly Dish: Rodney Worth Hits Primetime ran on 9/4/13 7x7 Magazine: Oakland's Tribune Tavern Reenergizes Downtown with Artisan Food and Drinks ran on 8/27/13 Bay Area News Group: Joyce Gordon a key thread in Oakland's art scene ran on 8/26/13 Bay Area News Group: Tribune Tavern opens in downtown Oakland ran on 8/14/13 SFGate: Oakland greets, Oakland Eats ran on 8/13/13 SFGate: Oakland Social: Classic Cars West, the beginning of a benevolent empire Oakland Local ran on 8/9/14 SFGate: Oakland's Art + Soul packs positive vibe ran on 8/4/13

Projects UNDERWAY
Press Releases: Plan in the works to announce IDA Award to the media, public, etc mileage! New Businesses within the Districts drafted in coordination with the broker focus group. Senior Task Force Media Push to be drafted Girls, Inc. PR to be drafted (?) Blasting photos of beautification projects to the media (BigBellies, hanging baskets, etc.)

Media Inquiries/Pitches: Other: Revamping Oaklands Wikipedia (edited and provided feedback/updates to the Community Benefit Districts section on Wikipedia) District Tweet-of-the-Week, ongoing Coordinate meet w/Susan Piperato (NREI) Good News Oakland/KGO follow-ups to be made to Sean Kennedy re: further initiatives to bring new businesses to Oakland- possible to include/interview.