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Home My WebLink About01-21-2020 Minutesi" QR /% CA III[�11111�nu' DOWNTOWN OSHKOSH BID BOARD MINUTES citv fw DiOUffouin January 21, 2020 Oshkosh PRESENT: Megan Lang, Kris Larson, David Sparr, Kay Bahr, Sandy Prunty, Chanda Anderson, David Krumplitsch, James Evans, Aaron Armstrong, Benjamin Rennert, Carrie Olson, Jill Anderson EXCUSED: Jim Stapel, Andy Ratchman, Marlo Ambas STAFF: Jeffrey Nau - Associate Planner OTHERS: Sergeant Todd Wrage - Oshkosh Police Department, Russ Van Gomple - City of Oshkosh Finance Director, Michael Cooney - Oshkosh Farmers Markets, Brian Bender - Leadership Oshkosh/4imprint I - CALL TO ORDER Chair Lang called the meeting to order at 8:00 a.m. and a quorum was declared present. II - APPROVE MINUTES OF DECEMBER 17, 2019 MEETING There was no discussion on this item. Kris Larson motioned to approve the minutes of the December 17, 2019 meeting as presented. Sandy Prunty seconded the motion which passed unanimously. III - POLICING/TRAFFIC/PARKING ENFORCEMENT ISSUES Sergeant Todd Wrage reported the past month was relatively quiet with 10 to 12 calls, one drug arrest and a few parking issues. Sergeant Wrage informed the Board that Community Service Officers are now handling parking lot vehicle crashes since technically they are civil matter. There was no other discussion on this item. XII - OTHER BUSINESS Chair Lang requested to move up the Other Business agenda item to discuss a situation with the 2020 BID assessments. Mr. Nau reported he was notified of an accounting error with the 2020 BID assessments. He distributed a spreadsheet and an amended budget to the Board. Mr. Nau said the amount levied to the property owners was $150,610, $10,000 higher than the $140,610 approved by the BID Board and Common Council. Mr. Nau explained the error caused an over -assessment affecting 79 properties with amounts ranging from $3.53 to $460.29. Mr. Nau said the error occurred when entering a wrong budget amount to calculate the assessments. Unfortunately the error was missed while preparing the tax bills and the mistake was discovered a few days ago. Mr. Nau said he was working with the City Finance Department to come up with solutions to resolve the issue resulting with three options: i_ QR /% CA III[�11111�nu' DOWNTOWN OSHKOSH BID BOARD MINUTES citv fw DiOUffouin January 21, 2020 Oshkosh 1. The BID can carry over the $10,000 over assessment to the 2021 Budget. The affected property owners would receive a credit to their 2021 assessment in the amount over charged in 2020. 2. The BID can utilize the extra $10,000 during the 2020 operating year. 3. The City can issue refunds to the affected property owners in the amount over charged. Mr. Nau introduced Finance Director Russ Van Gompel who was available to answer questions. Mr. Van Gompel said the City's preferred option was either to have the BID carry over the $10,000 to 2021 and issue credits or the BID utilize the $10,000 as part of their 2020 operating budget. He added the city would be fine with issuing refunds if that is what the Board decided. Mr. Nau said if the Board decided to keep the $10,000, the Board would need to amend the 2020 Operating Plan and Budget which would require Common Council Action. The Board discussed the options, several members stating the appropriate action would be to issue refunds. Members feared there would be year -long animosity and distrust towards the BID and the City if refunds were not issued. Chanda Anderson motioned to have the City of Oshkosh issue assessment refunds to the 79 property owners over -assessed totaling $10,000.00. Sandy Prunty seconded the motion which passed unanimously. IV - APPROVE JANUARY, 2020 MONTHLY FINANCIAL REPORT Mr. Nau reported the 2019 budget has been reconciled and closed. He added with the current BID Manger vacancy, there was not much to report for the current month other than one deposit. Sandy Prunty motioned for approval of the January Monthly Financial Report as presented. Kris Larson seconded the motion which passed unanimously. V - BID STRATEGIC PLAN UPDATE AND DISCUSSION Ms. Lang said the strategic planning meeting held on January 151h was great and a lot of good thoughts and ideas were presented. Ms. Prunty added she thought it was interesting the groups that were formed ultimately came up with similar solutions and goals. Ms. Lang said that Walter Jankowski will have a draft plan ready to present at the February meeting. VI - BID MANAGER POSITION UPDATE Ms. Lang reported the posting for the BID Manager job posting closed on January 141h resulting with three applicants. The hiring committee will schedule interviews at the end of January. Ms. i- QR /% CA III[�11111�nu' DOWNTOWN OSHKOSH BID BOARD MINUTES citv fV DiOUffouin January 21, 2020 Oshkosh Lang added that Walter Jankowski is assisting with preparing interview questions for the candidates. VII - DOWNTOWN SEAGULL MITIGATION UPDATE Ms. Prunty reported Charles Lovell with the USDA prepared a rough cost estimate of $2,500 to $3,000 for the seagull mitigation in the BID. Ms. Prunty said she has spoken with some of the business and property owners and have expressed excitement for the BID's efforts. She added that most, if not all of the buildings have access to the rooftops. Ms. Lang suggested the Board should approve a set amount to be utilized for the mitigation project. Ms. Prunty suggested $4,000.00 to cover any unexpected costs. Sandy Prunty motioned to approve up to $4,000.00 to be utilized for seagull mitigation efforts. Aaron Armstrong seconded the motion which passed unanimously. VIII - BEAUTIFICATION UPDATE AND DISCUSSION Ms. Lang reported she met with Hrnak's to discuss flower pot plantings for 2020. She said Hrnak's will be supplying flowers again but has concerns with the cost. Ms. Lang said the BID could save money by using perennial grasses versus annual grasses. Ms. Lang also said the BID should take inventory of the pots to see if some could be removed based on how well flowers grow and their accessibility for watering. Mr. Larson stated he would like to move or get rid of some of the pots near his properties as they serve as obstacles. Ms. Olson said the BID would save money if there were fewer pots to maintain. Ms. Lang lastly reported that the winter banners were installed a few days ago. IX - OSHKOSH FARMERS MARKET UPDATE Mr. Cooney reported attendance at the winter market has been very good so far. He said he has been coaching some of the vendors some retail skills and how to be more approachable. Mr. Cooney said he will be attending a state farmers market convention to learn about contending with issues and see current trends. X - BIKE SHARING UPDATE Mr. Sparr reported he has tried to contact Lisa Schneider with B-Cycle to get information and costs for an electric bike program. Mr. Krumplitsch said the Best Western will be purchasing some bicycles that will be available to guests. Mr. Rennert said his shop does have e-bikes available to rent. He encouraged the Board to try them out as they are fun to ride. i" QR /% CA III[�11111�nu' DOWNTOWN OSHKOSH BID BOARD MINUTES citv fV DiOUffouin January 21, 2020 Oshkosh XI - BID MANAGER AND BID COMMITTEE REPORTS Ms. Olson said the Marketing Consortium is preparing for the Cocoa Crawl which takes place on February 291h from 2:00 pm to 5:00 pm. Ms. Prunty said 145 of the 250 available tickets have been sold. XII - OTHER BUSINESS Nothing was discussed. XIII - IDENTIFICATION OF AGENDA ITEMS FOR THE FEBRUARY 18, 2020 MEETING BID Assessment Refund Update Bike Sharing Update Strategic Plan Presentation XIV - ADJOURNMENT With there being no further business, Kris Larson moved for the meeting to be adjourned at 8:55 a.m. Benjamin Rennert seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner Planning Services Division