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 94612

Phone 510.238.1122 Fax 510.452.4530 info@downtownoakland.org www.downtownoakland.org






















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
Downtown Oakland 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.



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Downtown Oakland Association
YTD Cash Summary-September 2014
YTD Budget Actual Annual Budget Notes
$970,096.49 $1,020,358.72 $970,096.49
$50,262.23 in assessment income received in excess
of budgeted amount.
$70,641.18 $70,641.18 $70,641.18 * Please see below
Total Cash $1,040,737.67 $1,090,999.90 $1,040,737.67
Less Reserve $40,000.00 $52,037.00 $40,000.00
Actual reserve reflects decsion of the board at the
March meeting to allocate $12, 037.00 from
Unallocated Carry Forward to increase reserve to 5%.
Total Cash Available $1,000,737.67 $1,038,962.90 $1,000,737.67
Expenses
DISI $43,875.03 $32,968.02 $58,500.00 Please see attached
ORG $159,835.13 $177,598.51 $206,392.49
$13,000.00 allocation from unallocated carry forward to
sponsor shuttle captured in Actual ORG expenses.
Please See Attached.
SOBO $498,903.02 $489,863.10 $665,204.00
$7658.56 of the $14,774.00 allocation from unallocated
carry forward to expand ambassador services captured
in Actual SOBO expenses.Please see attached.
Total Expenses $702,613.18 $700,429.63 $930,096.49 Please see attached
Cash Remaining $298,124.49 $338,533.27 $70,641.18
*Unallocated Carry Forward 70,641.18
Board Authorized Allocations:
Increased Shuttle Sponsorship $13,000.00 spent
Expanded Ambassador Services $14,774.00 $7,658.56 spent to date
Increase Reserve $12,037.00 allocated to reserve
Remaining Unallocated Carry Forward $30,830.18
No projects currently
identified for these
funds.
Cash Available
Prior Year Reserve and Assessment Income
Unallocated Carry Forward
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10:27 AM
9/26/14
Cash Basis
Downtown Oakland Association
September 2014 Expenses
Curr. Actual Curr.Bud. Curr. Var. Percent YTD Actual YTD Bud. YTD Var. Percent Ann. Budget Variance Explanation
EXPENSES
DISTRICT IDENTITY (DISI)
Banner Program 0.00 291.66 -291.66 0.0% 0.00 2,625.02 -2,625.02 0.0% 3,500.00
Marketing 287.50 875.00 -587.50 32.86% 5,466.49 7,875.00 -2,408.51 69.42% 10,500.00
Merchant/Retail Support 0.00 250.00 -250.00 0.0% 0.00 2,250.00 -2,250.00 0.0% 3,000.00
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% 15,000.00
Public Space Development 0.00 166.67 -166.67 0.0% 0.00 1,499.99 -1,499.99 0.0% 2,000.00
Total DISI Projects 1,537.50 2,958.33 -1,420.83 51.97% 17,468.02 26,625.01 -9,156.99 65.61% 35,500.00
Special 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 budget.
CBD Sponsored Events 0.00 750.00 -750.00 0% 5,500.00 6,750.00 -1,250.00 81.48% 9,000.00 Includes sponsorship of EBBC Bike to Work Day
Holiday Event 0.00 333.33 -333.33 0.0% 0.00 3,000.01 -3,000.01 0.0% 4,000.00
Total Special Events 0.00 1,916.66 -1,916.66 0.0% 15,500.00 17,250.02 -1,750.02 89.86% 23,000.00
TOTAL DISI 1,537.50 4,874.99 -3,337.49 32% 32,968.02 43,875.03 -10,907.01 75.14% 58,500.00
ORGANIZATION
Non-Personnel Expenses
Accounting Expenses 25.00 0.00 25.00 100% 2,900.00 6,500.00 -3,600.00 44.62% 6,500.00
Computer Service & Support 55.00 166.67 -111.67 33% 317.50 1,499.99 -1,182.49 21.17% 2,000.00
Consulting & Legal Expenses 0.00 208.33 -208.33 0% 0.00 1,875.01 -1,875.01 0.0% 2,500.00
Fees & Permits 17.50 166.67 -149.17 11% 1,140.00 1,499.99 -359.99 76.0% 2,000.00
Directors & Officers 0.00 0.00 0.00 0% 1,120.00 1,215.00 -95.00 92.18% 1,215.00 Paid in full
General Liability -61.00 0.00 -61.00 100% 2,994.00 2,448.00 546.00 122.3% 2,448.00 Variance due to increased premium to insure 1924 Franklin.
Total Insurance -61.00 0.00 -61.00 100% 4,114.00 3,663.00 451.00 112.31% 3,663.00
Misc. 0.00 41.67 -41.67 0% 383.00 374.99 8.01 102.14% 500.00
Rent 3,616.81 1,757.83 1,858.98 206% 27,849.28 15,820.51 12,028.77 176.03% 21,094.00 Variance due to increase in monthly rent for occupancy of
1924 Franklin.
Total Occupancy expenses 3,616.81 1,757.83 1,858.98 206% 27,849.28 15,820.51 12,028.77 176.03% 21,094.00
Office Furniture & Equipment 232.12 125.00 107.12 186% 1,039.88 1,125.00 -85.12 92.43% 1,500.00
Postage, Shipping & Delivery 72.31 41.67 30.64 174% 333.62 374.99 -41.37 88.97% 500.00
Printing & Copying 0.00 250.00 -250.00 0% 1,688.78 2,250.00 -561.22 75.06% 3,000.00
Supplies 84.48 291.67 -207.19 29% 2,387.21 2,624.99 -237.78 90.94% 3,500.00
Telephone & Telecommunications 184.03 208.33 -24.30 88% 1,582.90 1,875.01 -292.11 84.42% 2,500.00
Total Non-Personnel Expenses 4,226.25 3,257.84 968.41 130% 43,736.17 39,483.48 4,252.69 110.77% 49,257.00
ORG/Special Projects
Annual Breakfast Meeting 0.00 0.00 0.00 0% 5,249.62 5,000.00 249.62 104.99% 5,000.00 Variance offset by donations received through Eventbrite.
Business Attraction & Retention 0.00 83.33 -83.33 0% 0.00 750.01 -750.01 0.0% 1,000.00
Shuttle 0.00 0.00 0.00 0% 18,000.00 5,000.00 13,000.00 360.0% 5,000.00 Increased funding authorized by board at March meeting-
$13K difference offset by Unallocated Carry Forward funds.
Total ORG/Special Projects 0.00 83.33 -83.33 0% 23,249.62 10,750.01 12,499.61 216.28% 11,000.00
Personnel & Related
Public Relations 1,250.00 1,250.00 0.00 100% 11,273.65 11,250.00 23.65 100.21% 15,000.00
Staff Personnel 10,633.83 10,594.62 39.21 100% 95,371.11 95,351.63 19.48 100.02% 127,135.49
Training & Prof. Develop. 67.37 333.33 -265.96 20% 3,967.96 3,000.01 967.95 132.27% 4,000.00 Includes costs associated with staff attending IDA
Conference. W/in annual budget.
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10:27 AM
9/26/14
Cash Basis
Downtown Oakland Association
September 2014 Expenses
Curr. Actual Curr.Bud. Curr. Var. Percent YTD Actual YTD Bud. YTD Var. Percent Ann. Budget Variance Explanation
Total Personnel & Related 11,951.20 12,177.95 -226.75 98% 110,612.72 109,601.64 1,011.08 100.92% 146,135.49
TOTAL ORGANIZATION 16,177.45 15,519.12 658.33 104% 177,598.51 159,835.13 17,763.38 111.11% 206,392.49
SOBO
Landscaping Staff Person 1,403.00 1,583.33 -180.33 89% 12,276.00 14,250.01 -1,974.01 86.15% 19,000.00
Maintenance 18,000.00 18,000.00 0.00 100% 159,657.49 162,000.00 -2,342.51 98.55% 216,000.00
Misc. SOBO Expenses 707.51 361.58 345.93 196% 16,145.56 3,254.26 12,891.30 496.14% 4,339.00 Internal SOBO Committee budget has reallocated funds
within broader category. W/in annual budget.
PROW Maintenance 236.64 3,333.33 -3,096.69 7% 6,114.12 30,000.01 -23,885.89 20.38% 40,000.00 Includes costs associated with art deco clock repair, CCTV
data storage and expansion of ambassador storage
Security 33,372.35 30,683.67 2,688.68 109% 287,822.63 276,152.99 11,669.64 104.23% 368,204.00 Includes board authorized pricing adjustment per contract
amendment-difference offset by Unallocated Carry
Forward funds.
Watering 1,672.00 1,471.75 200.25 114% 7,847.30 13,245.75 -5,398.45 59.24% 17,661.00
Total SOBO 55,391.50 55,433.66 -42.16 100% 489,863.10 498,903.02 -9,039.92 98.19% 665,204.00
TOTAL EXPENSE 73,106.45 75,827.77 -2,721.32 96.41% 700,429.63 702,613.18 -2,183.55 99.69% 930,096.49
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Downtown Oakland Association and the Lake Merritt/Uptown Association
Bidding 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 a
cost-effective manner and in compliance with applicable regulations and the Disbursement Agreement with the
City 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 subject
to 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 any
calendar year (Major Contracts) are subject to Standard Bidding Procedures. Standard Bidding Procedures
include:
a. Advertisement. The appropriate CBD shall advertise the RFP on its website for at least 10 calendar
days 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 contracting
opportunity to local Oakland vendors or consultants. The appropriate CBD will make reasonable
efforts 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 or
good desired, including the range of acceptable standards or minimum acceptable standards.
b. Qualifications. The CBD shall determine the necessary qualifications for a successful bid, and
evaluate 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 of
the bidder to perform promptly; the character, integrity, reputation, judgment, experience and
efficiency 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 provide
future 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 CBD
may choose to waive this requirement and/or extend existing contracts beyond the 3-year limit with
Board 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 best
combination of quality, service and price for the specific need; and verbal or written bids, or price lists on
websites 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 is
insufficient time to conduct a competitive source selection due to the extreme urgency of the requirement, in
which 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.
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6. Records.
Records regarding the Standard Bidding and Alternative Procedures shall be kept as required for all records of the
CBDs, in accordance with the requirements of the Disbursement Agreement.
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Staff Recommendation

To: 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 Agreements
between the City of Oakland and the Downtown Oakland Association and the Lake Merritt
Uptown/District Association. This amendment will alleviate the undue burden of the requirement to
go 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 the
amendment to the City Attorneys Office for approval. Upon approval from the City Attorneys Office,
the amendment is final.

Current Disbursement Agreement:
5. Recipient Responsibilities
5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 and shall keep
and provide copies of all bids submitted for review to any affected property owners or to the City
upon request. The lowest qualified bidder shall receive any service contract that is bid. Recipient
shall present its written bidding policy and procedures to the City for review and approval. Once the
contract has been publicly bid and the lowest qualified applicant has been selected, that selected
contract may remain for up to three years from the commencement of the contract, but may not
extend beyond the term of this agreement without the express written consent of the City and is
subject to provisions outlined in Section 5.8.3 below.

Staff recommends adopting the following language pending approval from the City of Oakland:
5. Recipient Responsibilities
5.2. Competitive Bidding. Recipient shall competitively bid all contracts over $5,000 per year which
use CBD funds received by Recipient pursuant to this Agreement (each, a "Bid Contract"). Recipient
shall keep copies of all bids submitted for review for a Bid Contract for five (5) years and provide
copies thereof to any affected property owner or to the City upon request. The lowest qualified
bidder on a Bid Contract shall receive any service contract that is bid. Recipient shall present its
written 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 is
subject to the provisions outlined in Section 5.8.3 below.

Upon approval of the amendment from the City Attorneys Office, staff will pursue amending the
districts Bidding Policies and Procedures, as required by the Disbursement Agreements.
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Gallen.Neilly August/September 14 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

Media Inquiries/Pitches:

Pitched the San Francisco Business Times on Community Retail concepts within the CBDs- reporter is interested/responsive
and 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 recognizing
positive stories in the area).

Other:

Coordinated Broker Focus Meeting, set for 9/30/14 to discuss:
o Oakland business/leasing trends
o CBD 1-pagers for the brokers use
o Why Oakland? suggestion sheet/package (in the works)
o Visit Oakland resources for the brokers use
o 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 media,
recognizing 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 Annie
Sciacca- spoke with Annie and discussed CBD local businesses.
Collected stats/info from Maple Street Denim (9
th
St.), Modern Coffee (19
th
St.), Woods Fountain Brewery & Bar (to open in
Uptown on Telegraph) for new business stats.
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

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 In Oakland'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 on 9/8/14
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 ran on 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 District ran on 8/6/14
Drive the District: Night School Bus Making SF-to-Oakland Easier ran on 7/29/14
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
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Projects UNDERWAY

Media Inquiries/Pitches:

Planning to pitch 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 great
home for ANY business.
Provided feedback to DISI Committee re: new branding plan
District Tweet-of-the-Week, ongoing

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