DOWNTOWN OAKLAND ASSOCIATION INTERIM BOARD OF DIRECTORS FEBRUARY 17TH, 2009, 3:00 P.M.

MARRIOT HOTEL, ROOM 212, 2ND FLOOR

Present: Paul Grafft/Shorenstein, Carmen Santisteban, Laurie Berberich/CAC, Martin Ward/Old Oakland, Drew Lisac/Bank of America, JC Wallace/SKS, Chris Curtis/Metrovation, Michael McGuire/OCI, Lisa Rhine/Press Building, Chad Ventriglia/Marriott

Excused Absence: Aliza Gallo/City of Oakland, Denise Trudeau/Clorox, Scott Stafford/CIM Group,

Staff: Marco Li Mandri, New City America, Helen Wyman, Steve Snider

DISCUSSIONS HELD AND DECISIONS MADE BY THE INTERIM BOARD OF DIRECTORS

SUBJECT DISCUSSION ACTION? Introductions JC Wallace, the Interim President, called everyone together at 3:10p.m. Introductions were made

Minutes of January 20th, 2009 Interim Board meeting Paul moved and JC seconded seconded that the meeting minutes of the January 20th Board meeting be approved

The motion to approve the minutes was approved unanimously. New CBD/NCA Staff Helen Wyman (District Manger) and Steve Snider (Assistant District Manager). Marco Li Mandri stated that staff is supposed to be in the office Monday through Friday from 9:00 5:00 and on the street in the district observing and documenting district problems. They will also be networking with property owners, stakeholders and business owners.

Marco stated that the CBD office should be fully up and running this week. Outline of District Office At the January meeting, the board authorized the Organization committee to lease an office space located at 388 19th Street between Webster and Franklin. Marco wanted to confirm that the lease, which had been signed. Drew moves and JC seconded to approve new office lease at 388 19th Street for one year term at $1100/month. The motion passed unanimously. Public announcements 1) FiveTen Studio reception included in packet. Also owns Tamarindo and the jean store in Old Oakland. Great Incubator businesses please spread the word. 2) Community Workshop Citywide Zoning Update. New head of CEDA is Walter Cohen is receiving very positive response from the City and is a friend and ally of many Board members.

Update on Demonstrations and Media coverage Marco spoke with the City Attorney s office regarding the demonstration permit. The last demonstration took place at Frank Ogawa Plaza, and the protestors were not allowed to march because they were not issued a permit. Groups that apply for permits will be required to have security in place. Frank Ogawa is public space acceptable for demonstrations. Change of location is not likely for future demonstrations

JC reported that the CBD presidents met with Dan Lindheim, the new City Manager. JC recommended that the CBD s continue to put pressure on the mayor s office and the City Manager to get the police to coordinate with the districts and property owners.

Marco stated that one of the tasks of Ted Tarver, operations manager of the No action taken

Security Ambassador Program (Block By Block) will be to streamline communication with and between the local agencies and security firms working in the districts. PR Task Force The CBD interim Presidents invited representatives from the PR firms from the major property owners on the boards to the first meeting of the PR Task Force (a sub-committee of District Identity and Streetscape Improvements) on February 11th The goal of the PR Task Force is to coordinate the messaging by creating a positive PR campaign to repair the image of Oakland. Minutes of the first meeting were included in the Board Packet. Marco additionally requests that the DISI (District Identity and Streetscape Improvement) Committee will need access to and support from all stakeholder s PR Firms. Carmen is the chair of the District Identity and Streetscape Improvement Committee. Press Conference will be scheduled for end of March. Mike Brown has been successful at getting great PR for the Cathedral. Next meeting of the PR Task Force is on March 11th Organization Committee report

Status of payment from City to the LMUDA The first installment of CBD funds was transferred from the City on Feb 6th. The total amount transferred, $383,690 which represents the first 50% disbursement and is in addition to the $40,000 advance. Total collected: $423,690. On or around April 15 the next 40% will be dispersed. Shortfall and hardship will come from the contingency. Marco will acquire a report from County outlining who has

and has not paid assessment taxes for the CBDs. City of Oakland is waiting to get information from the County of Alameda

No action taken

Financial Report Board will receive and updated Profit and Loss/Budget statement each month at Board meetings. An example of the Financial Reporting Format report was included in the Board Packet

It has been suggested to authorize the Treasurer to sign checks under $2,000, above that amount will require second signature.

Laurie, the DOA treasurer, will be out 3-6 weeks for medical leave.

Chris moved and Martin seconded to approve the proposed financial report. The motion passed unanimously.

JC moved and Paul seconded to authorize checks of $2,000 or less to be signed by only one authorized signer. The motion passed unanimously. Upcoming Meetings & Conferences Marco reported that he will meet on a regular basis with the CBD Interim Presidents, JC and Deborah

Urban land Institute Conference in Oakland November 1st 2009. The idea is to provide a Bus tour for press covering both districts. Tour to include assets of Downtown. Laurie can arrange tour of the Fox Theater.

Oakland Partnership Conference by Chamber of Commerce. Chamber would like CBD to help sponsor. Board agrees that the CBD will not contribute financially due to first year budget constraints. CBD would be willing to set up table and/or present. No action taken Brown Act Compliance

The CBD s are required to comply with the Brown Act and the Sunshine Act. Agendas must be posted 72 hours in advance, minutes and agendas must be available to public at request Helen will be responsible for compliance with Brown and Sunshine Acts SOBO Committee (Sidewalk Operations, Beatification and Order) Report

Security Ambassador Program Update Ted Tarver, Operations Manager of Block By Block, presents program update and statistical reports. Loitering is the number one problem in

Downtown. Stated that ambassadors come from all walks of life which makes it easy for them to relate to people on the street. One ambassador used to be homeless, which gives her an inside perspective when she interacts with the homeless population. Ted is working on a tracking system to monitor all activity, particularly the fringe areas. Lisa from the Press Building reported they are very pleased with the ambassadors. Ted will also be working to coordinate all of the private security forces in Downtown Oakland to facilitate communication. He will work with Shorenstein Security Chief on this task.

EXECUTIVE SESSION TO BE ATTENDED BY BOARD MEMBERS ONLY

Recommendation for selection of Maintenance contractor by SOBO Committee The maintenance contract process and proposals reviewed and discussed. Out of eight potential bidders that responded to original RFP on January 13th, 2009 only five submitted. The five were: Block by Block, BSM, First Building Maintenance, Peralta Services Corporation and Township. All five attended a Mandatory meeting on January 15th. The CBD committees selected two finalists; They were Block By Block and Peralta. Marco referred Board to Agenda packet page 13 to letter from First Building maintenance asking why they were not selected. They received the response that First building did not respond adequately to the RFP. Martin Ward presented a comparative report outlining the proposals of Peralta and Block by Block which lead to discussion. Committee Recommended Peralta for the maintenance contract if they could match the FTE s provided by

Block By Block. A thorough discussion followed regarding the comparison of Paul moved and JC seconded to empower the Interim SOBO Committee to negotiate with Peralta for providing 8.2 FTE s not to exceed $400,000 for the year.

The Board also requested that Peralta present a more detailed breakdown of the proposed budget and how that would apply to each district. Each district is not contributing the same to the contract, with Lake Merritt/Uptown contributing more dollars for more services.

Staff will work with

the FTEs on each proposal and the allocation of personnel. Board members understood the value of supporting local business but also considered their fiduciary responsibility as members of the Board. the SOBO Committee and incorporate the views of each Board in the resolution of the outstanding issues with Peralta.

REOPENING OF MEETING, CLOSING OF EXECUTIVE SESSION, PUBLIC WELCOME BACK INTO MEETING

Public Rights of Way Marco is working with City Attorney and CEDA offices on facilitating improvements in the public rights of way. Signage/banners. Currently require permits from city, and the districts must pay the City. Marco wants to expedite the process, change rules that empower the CBD s and do not require City permits, approval or compensation for any CBD identity projects. Marco will draft a plan to present Russo based on this research. SOBO Committee Meetings There will be monthly SOBO Committee Meetings to review progress of the maintenance and security contracts No action taken DISI Committee (District Identity and Streetscape Improvement) Report Carmen Santisteban has volunteered

to chair this committee. First meeting will be held in February/March No action taken District Website Web site, once completed, will post meeting minutes in preparation for the Press conference/PR campaign.

No action taken Master calendar

The Master Calendar to be created by NCA staff Steve Snider and Helen Wyman and be submitted to the DISI Committee No action taken Next Board meeting The next meeting of the interim Board will take place on Tuesday, March 17th at 3:00 p.m. at the Oakland Marriott. The next meeting date, time and location were approved by consensus

Minutes taken by Marco Li Mandri and Helen Wyman Downtown Oakland Association