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Downtown Oakland Association
YTD Cash Summary- December 2017
*Less Reserve $61,228.00 $61,228.00 $0.00 *Reserve has been reduced by $26,595.39 in
payments to P.U.M.A. for renewal services and other
costs associated with renewal and $18,000.00 for B
Shuttle sponsorship. Actual remaining reserve is
$16,632.61.
Total Expenses $1,086,818.72 $1,087,089.00 $270.28 See comments above and expense detail attached.
Cash Remaining $35,175.20 $0.00 $35,175.20
Current Current
District Profit to
Non-Assessment Funds - Contracted Contract Amount Notes
Date
Services Amount Invoiced
Clorox $181,635.00 $171,144.09 $24,863.05 Paid through November. Does not include payment to
BBB for December services.
Misc. 0.00 41.67 -41.67 0.0% 0.00 500.00 -500.00 0.0% 500.00
Total DISI Projects 12,546.21 3,791.67 8,754.54 330.89% 42,564.12 45,500.00 -2,935.88 93.55% 45,500.00
Special Events
Arts & Culture 0.00 0.00 0.00 0.0% 5,000.00 5,000.00 0.00 100.0% 5,000.00 Art & Soul sponsorship fulfilled.
CBD Sponsored Events 0.00 416.67 -416.67 0% 4,131.80 5,000.00 -868.20 82.64% 5,000.00 Favorable PV - remaining funds have yet to be allocated.
Total Special Events 0.00 416.67 -416.67 0.0% 9,131.80 10,000.00 -868.20 91.32% 10,000.00
TOTAL DISI 12,546.21 4,208.34 8,337.87 298% 51,695.92 55,500.00 -3,804.08 93.15% 55,500.00
ORGANIZATION
Non-Personnel Expenses
Accounting Expenses 0.00 0.00 0.00 0% 3,250.00 3,000.00 250.00 108.33% 3,000.00 Includes 2016 Tax Filing. Exceeds annual budget.
Computer Service & Support 187.50 83.33 104.17 225% 459.23 1,000.00 -540.77 45.92% 1,000.00
Consulting & Legal Expenses 0.00 125.00 -125.00 0% 174.92 1,500.00 -1,325.08 11.66% 1,500.00
Fees & Permits 0.00 166.67 -166.67 0% 1,781.98 2,000.00 -218.02 89.1% 2,000.00
Insurance -Directors & Officers 0.00 0.00 0.00 0% 1,210.00 1,300.00 -90.00 93.08% 1,300.00 Paid in full.
Insurance -General Liability 0.00 0.00 0.00 0% 5,555.00 6,067.00 -512.00 91.56% 6,067.00 Favorable PV - negotiated lower premium.
Misc. 48.26 125.00 -76.74 39% 757.51 1,500.00 -742.49 50.5% 1,500.00
Rent 3,753.50 3,928.50 -175.00 96% 44,970.44 47,142.00 -2,171.56 95.39% 47,142.00 Favorable PV - budgeted rent increase has not yet been
implemented and increase will not be charged retroactively.
Office Furniture & Equipment 34.96 166.67 -131.71 21% 901.46 2,000.00 -1,098.54 45.07% 2,000.00
Postage, Shipping & Delivery 0.00 41.67 -41.67 0% 160.16 500.00 -339.84 32.03% 500.00
Printing & Copying 448.29 250.00 198.29 179% 2,812.00 3,000.00 -188.00 93.73% 3,000.00
Supplies 285.23 250.00 35.23 114% 2,098.02 3,000.00 -901.98 69.93% 3,000.00
Telephone & Telecommunications 81.65 125.00 -43.35 65% 1,258.49 1,500.00 -241.51 83.9% 1,500.00
Total Non-Personnel Expenses 4,839.39 5,261.84 -422.45 92% 65,389.21 73,509.00 -8,119.79 88.95% 73,509.00
ORG/Special Projects
Annual Breakfast Meeting 2,248.44 416.67 1,831.77 540% 3,498.44 5,000.00 -1,501.56 69.97% 5,000.00 Favorable TV - funds to be expended on annual event.
Total ORG/Special Projects 2,248.44 416.67 1,831.77 540% 3,498.44 5,000.00 -1,501.56 69.97% 5,000.00
Personnel & Related
Staff Personnel 31,574.34 17,047.00 14,527.34 185% 204,614.82 204,564.00 50.82 100.03% 204,564.00 Favorable TV due to percentage of the projected end of year
bonus included in monthly allocation.
Training & Prof. Develop. 1.47 333.33 -331.86 0% 4,781.04 4,000.00 781.04 119.53% 4,000.00 Unfavorable PV - includes costs associated with staff
attendance at WCUDF and IDA.
Total Personnel & Related 31,575.81 17,380.33 14,195.48 182% 209,395.86 208,564.00 831.86 100.4% 208,564.00
TOTAL ORGANIZATION 38,663.64 23,058.84 15,604.80 168% 278,283.51 287,073.00 -8,789.49 96.94% 287,073.00
SOBO
Clean and Safe 64,662.11 56,429.58 8,232.53 115% 691,482.60 677,155.00 14,327.60 102.12% 677,155.00 Unfavorable PV - August invoice, paid in November, exceeded
baseline hours.
Misc. SOBO Expenses 573.18 750.00 -176.82 76% 10,440.25 9,000.00 1,440.25 116.0% 9,000.00 Unfavorable PV - includes unanticipated purchase of uniforms
and paint and additional charges for SMART data.
Program Coordinator 3,189.76 2,238.42 951.34 143% 26,861.00 26,861.00 0.00 100.0% 26,861.00 Favorable TV due to percentage of the projected end of year
bonus included in monthly allocation.
PROW Maintenance 10,062.43 2,208.33 7,854.10 456% 22,973.51 26,500.00 -3,526.49 86.69% 26,500.00 Favorable TV -strategic projects pending implementation.
Watering 0.00 416.67 -416.67 0% 5,081.93 5,000.00 81.93 101.64% 5,000.00 Unfavorable PV due to unanticipated staffing costs.
Total SOBO 78,487.48 62,043.00 16,444.48 127% 756,839.29 744,516.00 12,323.29 101.66% 744,516.00
TOTAL EXPENSE 129,697.33 89,310.18 40,387.15 145.22% 1,086,818.72 1,087,089.00 -270.28 99.98% 1,087,089.00
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Lake Merritt/Uptown District Association
YTD Cash Summary- December 2017
Current
Contract
Non-Assessment Funds - Contracted Current Contract Remaining
Services Amount YTD Actual Funds Notes
Fox Theater Services (2017) $12,000.00 $12,000.00 $0.00 Includes billing for security services and payment to
Big Belly Solar in the amount of $4,018.50 for the
refurbishment of 2 trash compactors placed around
the Fox Theater.Total funds remaining from all three
contract years is $6,257.81.
Current Contract Current Amount District Profit to
Amount Invoiced Date
City of Oakland $48,938.09 $34,822.49 $7,626.13 Services began in April. Awaiting payment of
outstanding invoices.
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10:19 AM Lake Merritt Uptown District Association
12/28/17
Cash Basis December 2017 Expenses
Curr. Actual Curr. Budget Curr. Variance Percent YTD Actual YTD Budget YTD Variance Percent Ann. Budget Variance Explanation
EXPENSES
DISTRICT IDENTITY (DISI)
DISI Projects
Marketing 10,509.02 3,750.00 6,759.02 280.24% 42,794.44 45,000.00 -2,205.56 95.1% 45,000.00
Favorable TV - strategic projects pending implementation.
Misc. 0.00 41.66 -41.66 0.0% -27.44 500.00 -527.44 -5.49% 500.00 Includes reimbursement from DOA for 2016 shared expense
Total DISI Projects 10,509.02 3,791.66 6,717.36 277.16% 42,767.00 45,500.00 -2,733.00 93.99% 45,500.00
Special Events
Arts & Culture 0.00 0.00 0.00 0.0% 5,000.00 5,000.00 0.00 100.0% 5,000.00 Art & Soul sponsorship fulfilled.
CBD Sponsored Events 0.00 416.67 -416.67 0.0% 4,494.42 5,000.00 -505.58 89.89% 5,000.00 Favorable PV - remaining funds have yet to be allocated.
Total Special Events 0.00 416.67 -416.67 0.0% 9,494.42 10,000.00 -505.58 94.94% 10,000.00
TOTAL (DISI) 10,509.02 4,208.33 6,300.69 249.72% 52,261.42 55,500.00 -3,238.58 94.17% 55,500.00
ORGANIZATION
Non-personnel expenses
Accounting Expenses 0.00 0.00 0.00 0.0% 3,250.00 3,000.00 250.00 108.33% 3,000.00 Includes 2016 Tax Filing.
Computer Service & Support 187.50 83.33 104.17 225.01% 595.03 1,000.00 -404.97 59.5% 1,000.00
Consulting & Legal Expenses 0.00 125.00 -125.00 0.0% 0.00 1,500.00 -1,500.00 0.0% 1,500.00
Fees & Permits 0.00 166.67 -166.67 0.0% 1,886.98 2,000.00 -113.02 94.35% 2,000.00
Insurance
Directors & Officers 0.00 0.00 0.00 0.0% 1,285.00 1,285.00 0.00 100.0% 1,285.00 Paid in full.
General Liability 0.00 0.00 0.00 0.0% 5,954.00 6,457.00 -503.00 92.21% 6,457.00 Favorable PV - negotiated lower premium.
Misc 100.56 166.67 -66.11 60.34% 1,454.71 2,000.00 -545.29 72.74% 2,000.00
Occupancy expenses
Rent 3,753.50 3,928.50 -175.00 95.55% 45,030.87 47,142.00 -2,111.13 95.52% 47,142.00 Favorable PV - budgeted rent increase has not yet been
implemented and increase will not be charged retroactively.
Office furniture & equipment 34.96 166.67 -131.71 20.98% 901.46 2,000.00 -1,098.54 45.07% 2,000.00
Postage, shipping, delivery 0.00 41.67 -41.67 0.0% 152.49 500.00 -347.51 30.5% 500.00
Printing & copying 448.31 250.00 198.31 179.32% 2,739.97 3,000.00 -260.03 91.33% 3,000.00
Supplies 267.22 250.00 17.22 106.89% 2,610.94 3,000.00 -389.06 87.03% 3,000.00
Telephone & telecommunications 140.70 125.00 15.70 112.56% 1,121.63 1,500.00 -378.37 74.78% 1,500.00
Total Non-personnel expenses 4,932.75 5,303.51 -370.76 93.01% 66,983.08 74,384.00 -7,400.92 90.05% 74,384.00
ORG/Special Projects
Annual Breakfast Meeting 2,161.79 0.00 2,161.79 100.0% 3,411.79 5,000.00 -1,588.21 68.24% 5,000.00 Favorable TV - funds to be expended on annual event.
Total ORG/Special Projects 2,161.79 0.00 2,161.79 100.0% 3,411.79 5,000.00 -1,588.21 68.24% 5,000.00
Personnel & Related
Staff Personnel 31,863.78 17,232.00 14,631.78 184.91% 206,733.42 206,784.00 -50.58 99.98% 206,784.00 Favorable TV due to percentage of the projected end of year
bonus included in monthly allocation.
Training & Prof. Develop. 2.95 333.33 -330.38 0.89% 4,470.60 4,000.00 470.60 111.77% 4,000.00 Unfavorable PV - includes costs associated with staff
attendance at WCUDF and IDA. Exceeds annual budget.
Total Personnel & Related 31,866.73 17,565.33 14,301.40 181.42% 211,204.02 210,784.00 420.02 100.2% 210,784.00
TOTAL ORGANIZATION 38,961.27 22,868.84 16,092.43 170.37% 281,598.89 290,168.00 -8,569.11 97.05% 290,168.00
SOBO
Clean and Safe 76,462.79 68,969.42 7,493.37 110.87% 845,371.96 827,633.00 17,738.96 102.14% 827,633.00 Unfavorable PV - August invoice, paid in November,
exceeded baseline hours.
Misc SOBO expenses 642.99 833.33 -190.34 77.16% 11,642.61 10,000.00 1,642.61 116.43% 10,000.00 Unfavorable PV - includes unanticipated purchase of
uniforms and paint and additional charges for SMART data.
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Page 1 of 2
10:19 AM Lake Merritt Uptown District Association
12/28/17
Cash Basis December 2017 Expenses
Curr. Actual Curr. Budget Curr. Variance Percent YTD Actual YTD Budget YTD Variance Percent Ann. Budget Variance Explanation
Program Coordinator 3,723.17 2,735.83 987.34 136.09% 32,829.76 32,830.00 -0.24 100.0% 32,830.00 Favorable TV due to percentage of the projected end of year
bonus included in monthly allocation.
PROW Maintenance 3,432.47 2,458.33 974.14 139.63% 21,704.13 29,500.00 -7,795.87 73.57% 29,500.00 Favorable TV - strategic projects pending implementation.
Includes reimbursement for costs related to City contracts.
Watering 0.00 416.67 -416.67 0.0% 6,211.25 5,000.00 1,211.25 124.23% 5,000.00 Unfavorable PV due to unanticipated staffing costs.
TOTAL SOBO 84,261.42 75,413.58 8,847.84 111.73% 917,759.71 904,963.00 12,796.71 101.41% 904,963.00
TOTAL EXPENSE 133,731.71 102,490.75 31,240.96 130.48% 1,251,620.02 1,250,631.00 989.02 100.08% 1,250,631.00
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Page 2 of 2
2018 DOA Annual Budget
Worksheet- No Reserve
2017 2017 2018
Proposed Annual %
Annual Budget Actuals Notes % of Budget
Budget Variance
Ordinary Income/Expense
Income
Assessment Revenue
(Reserve) -61,228.00 -16,632.61 0.00 -100% Eliminating "Reserve"
over and above the
collection contingency
due to decreased carry
forward and last year of
first term.
Proposed Annual %
Annual Budget Actuals Notes % of Budget
Budget Variance
Computer Service & Support 1,000.00 459.23 500.00 9% 2018 allocation based on
anticipated needs. Will
likely need to upgrade at
least one office
computer.
Consulting & Legal Expenses 1,500.00 174.92 571.00 226% 2018 allocation based on
anticipated needs.
Fees & Permits 2,000.00 1,781.98 2,000.00 12% 2018 allocation based on
anticipated needs.
Insurance
Directors & Officers 1,300.00 1,210.00 1,300.00 7%
General Liability 6,067.00 5,555.00 5,830.00 5%
Misc 1,500.00 757.51 1,000.00 32% 2018 allocation based on
anticipated needs.
Occupancy expenses
Rent 47,142.00 44,970.44 49,236.00 9%
Office furniture & equipment 2,000.00 901.46 2,000.00 122% 2018 allocation based on
anticipated needs.
Postage, shipping, delivery 500.00 160.16 500.00 212% 2018 allocation accounts
for anticpated
stakeholder mailing.
anticipated needs.
2018 DOA Annual Budget
Worksheet- No Reserve
2017 2017 2018
Proposed Annual %
Annual Budget Actuals Notes % of Budget
Budget Variance
* Misc SOBO expenses 9,000.00 10,440.25 9,568.00 -8% 2018 allocation based on
anticipated needs.
Program Coordinator 26,861.00 26,861.00 27,726.00 3%
PROW Maintenance 26,500.00 22,973.51 34,357.00 50% Increase due to costs
associated with hanging
plant basket hardware
replacement.
$ -
* Misc. SOBO and Watering line items increased slightly in this scenario to absorb unallocated funds.
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2018 DOA Annual Budget
Worksheet - With Reserve
2017 2017 2018
Proposed Annual %
Annual Budget Actuals Notes % of Budget
Budget Variance
Ordinary Income/Expense
Income
Assessment Revenue
(Reserve) -61,228.00 -16,632.61 -15,000.00 -76% Significantly reducing
"Reserve" over and
above the collection
contingency due to
decreased carry forward
and last year of first
term.
Prior Year Bal - Carry Forward 149,050.00 149,050.00 52,031.00 -65% Includes prior year
"Reserve" and
assessment funds
received in excess of
budget.
Assessment Revenue - 97% Collection 999,267.00 1,034,171.92 999,267.00 -3%
Insurance
Directors & Officers 1,300.00 1,210.00 1,300.00 7%
General Liability 6,067.00 5,555.00 5,830.00 5%
Misc 1,500.00 757.51 800.00 6%
Occupancy expenses
Rent 47,142.00 44,970.44 49,236.00 9%
Office furniture & equipment 2,000.00 901.46 900.00 0% 2018 allocation based on
anticipated needs.
Postage, shipping, delivery 500.00 160.16 250.00 56% 2018 allocation accounts
for anticipated
stakeholder mailing.
Misc SOBO expenses 9,000.00 10,440.25 9,000.00 -14% 2018 allocation based on
anticipated needs.
Program Coordinator 26,861.00 26,861.00 27,726.00 3%
PROW Maintenance 26,500.00 22,973.51 34,357.00 50% Increase due to costs
associated with hanging
plant basket hardware
replacement.
$ -
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10:25 AM 2018 LMUDA Annual Budget
04/16/15
Cash Basis Worksheet - No Reserve
2017 2017 2018
Proposed Annual % of
Notes
Annual Budget YTD Actuals Budget % Variance Budget
Ordinary Income/Expense
Income
Assessment Revenue
(Reserve) -67,783.00 -23,096.40 0.00 -100% Eliminating "Reserve"
over and above the
collection contingency
due to decreased carry
forward and last year of
first term.
Prior Year Bal - Carry Forward 145,963.00 145,963.00 25,568.00 -82% Includes prior year
"Reserve" and
assessment funds
received in excess of
budget.
Less Payments Made From Reserve -44,686.60 0.00 -100% Payments from
"Reserve" are not
budgeted. 2017
payments from
"Reserve" were for
renewal services and
Shuttle sponsorship.
Page 1 of 7
10:25 AM 2018 LMUDA Annual Budget
04/16/15
Cash Basis Worksheet - No Reserve
2017 2017 2018
Proposed Annual % of
Notes
Annual Budget YTD Actuals Budget % Variance Budget
Page 2 of 7
10:25 AM 2018 LMUDA Annual Budget
04/16/15
Cash Basis Worksheet - No Reserve
2017 2017 2018
Proposed Annual % of
Notes
Annual Budget YTD Actuals Budget % Variance Budget
SOBO
Clean and Safe 827,633.00 845,371.96 763,988.00 -10% Decrease of 80 hours
total between both
districts to meet current
budget constraints.
Misc SOBO expenses 10,000.00 11,642.61 10,000.00 -14% 2018 allocation based on
anticipated needs.
Program Coordinator 32,830.00 32,829.76 33,887.00 3%
PROW Maintenance 29,500.00 21,704.13 36,793.00 70% Increase due to costs
associated with hanging
plant basket hardware
replacement.
$ -
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Page 3 of 7
2018 LMUDA Budget
Worksheet - with Reserve
2017 2017 2018
Annual YTD Proposed Annual % of
Notes
Budget Actuals Budget % Variance Budget
Ordinary Income/Expense
Income
Assessment Revenue
(Reserve) -67,783.00 -23,096.40 -15,000.00 -35% Significantly reducing
"Reserve" over and
above the collection
contingency due to
decreased carry forward
and last year of first
term.
Prior Year Bal - Carry Forward 145,963.00 145,963.00 25,568.00 -82% Includes prior year
"Reserve" and
assessment funds
received in excess of
budget.
Less Payments Made From Reserve 0.00 -44,686.60 0.00 -100% Payments from
"Reserve" are not
budgeted. 2017
payments from
"Reserve" were for
renewal services and
Shuttle sponsorship.
SOBO
Clean and Safe 827,633.00 845,371.96 763,988.00 -10% Decrease of 80 hours
total between both
districts to meet current
budget constraints.
Misc SOBO expenses 10,000.00 11,642.61 10,000.00 -14% 2018 allocation based on
anticipated needs.
Program Coordinator 32,830.00 32,829.76 33,887.00 3%
PROW Maintenance 29,500.00 21,704.13 32,666.00 51% Increase due to costs
associated with hanging
plant basket hardware
replacement.
$ -
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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
bidder’s 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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