HomeMy WebLinkAbout12.17.2024 Business Improvement District Full Agenda
TO: Downtown Oshkosh Business Improvement District Board
FROM: Megan Lang, Chair
DATE: December 10, 2024
PLEASE BE ADVISED the Downtown Oshkosh Business Improvement District Board will hold
a regular meeting at 8:00 A.M., Tuesday, December 17, 2024 at the City Hall Room 404 at 215
Church Ave., Oshkosh, WI to consider the following agenda:
AGENDA
I. Call to Order
II. Police report for Downtown
III. Approve Minutes of the, 2024 Meeting
IV. Approve Monthly Financial Report
V. Approve MOU for ARPA Funds
VI. Algoma Alley Update
VII. Discuss Non-profit Status
VIII. BID Manager and BID Committee Reports
a. Events
b. Member Co
c. Beautification
d. Marketing & Communications
IX. Board Member comments
X. Identification of Agenda Items for the January 21, 2025 Meeting
XI. Adjournment
Downtown Oshkosh BID Board Minutes
November 19, 2024
Present: Megan Lang, James Evans, Chanda Anderson, Barb Anderson, Andy Ratchman,
Sandy Prunty, Derek Mulloy, Carrie Olson, Marlo Ambas. Jim Stapel
Excused: Autumn Urban, Logan Jungbacker
Staff: Jessica Meidl – BID Manager, Jessica Lomena – Events and Marketing
Coordinator, John Zarate – Economic Development Specialist, Sgt. Sonny Gogo -
OPD
Others: Amy Albright – CVB, Sean Fitzgerald - Oshkosh Chamber of Commerce,
Michael Cooney - Oshkosh Farmers Market
I. Call to Order
- Chairperson Lang called the meeting to order at 8:06 a.m. A quorum was declared
present.
II. Downtown Police report
- Sgt. Sonny Gogo from Oshkosh Police Dept was in attendance. He reported that
things have slowed down with the cooler weather. It appears some of the unhoused
population that had been downtown have left. It appears that some of the people
that were downtown were not from Oshkosh. OPD will be adding a behavioral
health officer and specialist too its team as of January 1, 2025. A satellite office will
be opened up in March at a former business across from the square.
III. Approve Minutes of the October 22, 2024 Meeting
- Motion made and approved (Prunty, Anderson)
IV. Approve October 2024 Monthly Financial Report
- Motion made and approved. (Stapel, Olson)
V. Washington Ave apartments conversion to condos removes BID assessment
- Zarate reported that the recent conversion of the Washington Ave
Apartments to condos removes $5800 in BID assessment.
VI. Vibrant Spaces - Algoma Alley update
- Meidl updated that the lights in the alley have been installed and lit. Lomena gave
an update on the hanging mural pieces on the 110 Algoma Building. The pieces are
scheduled to be installed this week. Zarate is still working with Meidl and Lomena
and sign contractor to come up with a design and location for a sign to be installed.
A question was asked if the curb from the parking lot could be painted yellow to
show the difference in elevation. Zarate will put in a request to City Staff.
VII. Non-profit update
- Meidl noted that the executive committee that has been working with the facilitator
helping with the non-profit have met since the last meeting and have some good
progress to report.
• Name was picked – Oshkosh Downton Inc.
• More was discussed for board structure/ membership/ governance
• Mission and Vison Statements have been completed
It is still planned to get the application in for the non-profit by the end of 2024.
Once it is turned in it could be 6 months to be reviewed. Anderson asked if in the
future other areas in the city could join the group or create their own districts and
become part of the non-profit. Comment was made that that would be the intent.
VIII. BID Manager Report
- Meidl gave the BID Manager report as outlined in the printed packet.
- Meidl reported the newsletter was having a lower-than-average open rate. Stapel
commented that changes were made by Mailchimp and the user has to authenticate
their account to make sure it is properly reaching intended recipients.
- Holiday planters are being worked on this week in the downtown.
- Wreathes are being installed this week.
- The tree in the square will be decorated this week.
- It was asked if the lights in the square and downtown could be turned on early for
the holiday events that are happening.
- The Holiday wine walk increased tickets to 450 and all tickets have been sold. Staff
will gather feedback from businesses and participants as to how the increase went.
If there is positive feedback the event could be increased in the future.
- For small business Saturday larger totes will be handed out to participants who
spend $50 or more.
- Holiday parade is December 5th. The tree lighting will take place at 6:00 Pm before
the parade. Sponsors are still needed for the balloons.
- Mark Rohloff will be the Grand Marshall for the Holiday Parade.
- Reindeer in the square will be December 14.
- Michael Cooney reported that this year had record attendance for the Farmers
Market. This winter there will be 13 markets half in the Convention Center and the
other half at the Arena.
IX. Board Member Comments
- Prunty asked if there was any update on the mural crosswalks to be allowed in the
downtown. Zarate had a meeting to discuss this topic with Collins and Gierach. It
was stated a study was done in another city that showed this increased accident
rates because the murals were distracting drivers. City staff would not recommend
this moving forward in Oshkosh. A comment was made that we need to do
whatever we can to make crosswalks safer in the City.
- Anderson stated she is working with Altrusa to bring back/ form a Festival of Trees
in Oshkosh. She thought a good starting point would be to have inside at the
Grand. If anyone has ideas or comments contact Anderson.
- Meidl commented that the stormwater project in the 400 E Parking lot was
completed. Comment was made that it would look more complete with a sealcoat
on the parking lot to blend the new and old asphalt together.
X. Identification of Agenda Items for the December 17, 2024 Meeting
-Algoma Alley update
- Non-profit update
XI. Adjournment
-Adjourned 9:11 am. (Olson, Anderson)
Respectfully Submitted,
John Zarate
Economic Development Specialist
Economic Services Division
Description Expenditure
Leadership Oshkosh Convention and Visitor's Bureau
Reimbursements:OCVB Reimbursement 9,455.00$
Website Maintenance/Office Supplies USPS Credit Card Reimbursement 9.35$
Stack Credit Card Reimbursement 63.00$
Reimbursements:
Recruitment/Retention/Video Grants Recruitment & Beautification Grant Program
Reimbursements:
Events Waterfest
Music in the Square/Lunch Events
Wine/Beer Walks Jambalaya CASH (150.00)
Brian Frank Check No. 67557 (150.00)
Soiree Check No. 3161 (150.00)
The Turquoise Door Check No. 1323 (150.00)
AtomicKatz Check No. 6343 (150.00)
Brinkleys Boutique Check No. 2025 (150.00)
Eventbrite Refund Credit Card Reimbursement 39.19$
4Imprint Credit Card Reimbursement 699.75$
Brinkleys Check 2033 (200.00)
2 Blondes Check 5414 (200.00)
Reimbursements:Fire Escape Art Studio 2311 (200.00)
Farmers Market
Reimbursements:Friends of Oshkosh Parks Check No. 2369 (25.00)$
Holiday Oshkosh Service Unite Check No. 1224 (25.00)$
Soper Companies Check No. 020113 (1,000.00)$
Chickfila Check No. 0437221092 (50.00)$
All Seasons Landscaping Check No. 1486 (50.00)$
Julies Touch of Silver Check No. 23303 (50.00)$
Fire Escape Art Studio Check No. 2303 (50.00)$
Oshkosh Area Humane Society Check No. 20705 (25.00)$
Winnebago County Fair Association Check No. 7428 (25.00)$
CR Meyer Check No. 2389691 (1,000.00)$
Fast Club of Oshkosh Check No. 6087 (25.00)$
Salvation Army CASH (50.00)$
Electrascooted LLC Check No. 1082 (50.00)$
ServiceMaster Check No. 350091 (50.00)$
Sweetwater Performance Center Check No. 12613 (50.00)$
Amcor Check No. 900019060 (5,000.00)$
Oshkosh Area Community Foundation Check No. 33579 (1,000.00)$
Always Available Seating 650.00$
Trinity Lutheran Check 53180 (25.00)$
DR Hansen 3401 (50.00)$
John C Dougherty 1373 (25.00)$
Nicole Marie Mack 1546 (50.00)$
Reimbursements:Hometown Broadcasting 014523 (50.00)$
Herald SPONSORSHIP (CASH)(250.00)$
Downtown Events Zaronis 607079 (50.00)$
Advertising Advertising Park N Print 76816 126.75$
Reimbursements:
Gift Card Program
Member CO Chocolate Stroll
Holiday
Chalk Walk
Beautification Monthly Maintenance WPS 34.70$
Window Genie Banner Invoice 5709 880.00$
Lowes Credit Card Reimbursement 27.54$
Holiday/Seasonal Plantings
Reimbursements:
Seagull Mitigation Project
Storage Unit Storage Unit November Rent 150.00$
Reserves / Capital Improvements Reimbursements:
Vibrant Spaces Reimbursements:Mercurial Artist LLC - Installation 200.00$
Emily Willey LLC - Installation 200.00$
David Plier - Installation 200.00$
Brittany Lebeda - Installation 200.00$
OPC Credit Card Reimbursement 2.72$
OPC Credit Card Reimbursement 75.00$
Efficient Electric Invoice 2075 1,271.77$
Total 3,759.77$
2024 Business Improvement District
November
2024 Assessment 140,610.00
2024 Reserves 103,843.53
TOTAL AVAILABLE 244,453.53
Funds Allocated 244,453.53
2024
Allocation Expenditures Receipt Transferred Encumberd Balance Balance
Leadership
Oshkosh Convention and Visitor's Bureau 72,000.00$ 78,497.35 0.00 50,000.00 0.00 43,502.65
Website Maintenance/Office Supplies 6,000.00$ 4,519.15 0.00 0.00 0.00 1,480.85
Recruitment/Retention/Beautification Grants 20,000.00$ 3,460.00 0.00 0.00 0.00 16,540.00
Events
Waterfest 2,500.00$ 2,500.00 0.00 0.00 0.00 0.00
Music in the Square/Lunch Events 15,000.00$ 10,745.87 7,750.00 0.00 0.00 12,004.13
Wine/Beer Walks 10,000.00$ 8,866.36 21,700.00 0.00 0.00 22,833.64
Holiday Parade 15,000.00$ 9,561.00 16,275.00 0.00 0.00 21,714.00
Chalk Walk 4,000.00$ 3,266.58 4,431.49 0.00 0.00 5,164.91
Farmers Market 5,000.00$ 5,000.00 0.00 0.00 0.00 0.00
Downtown Events 2,500.00$ 300.00 0.00 0.00 0.00 2,200.00
Advertising 15,000.00$ 11,273.56 353.10 0.00 0.00 4,079.54
Gift Card Program 1,000.00$ 0.00 0.00 0.00 0.00 1,000.00
Vibrant Spaces Grant 30,845.00$ 7,349.49 0.00 0.00 0.00 23,495.51
Member CO
Chocolate Stroll 500.00$ 440.98 4,975.01 0.00 0.00 5,034.03
Holiday 500.00$ 0.00 0.00 0.00 0.00 500.00
Spring 1,000.00$ 3,266.58 4,431.49 0.00 0.00 2,164.91
Arts & Beautification
Maintenance 10,000.00$ 5,922.26 0.00 0.00 0.00 4,077.74
Holiday/Seasonal Plantings 20,000.00$ 16,995.41 0.00 0.00 0.00 3,004.59
Seagull Mitigation Project 3,000.00$ 3,000.00 0.00 0.00 0.00 0.00
Storage Unit 1,610.00$ 1,650.00 0.00 0.00 0.00 (40.00)
Reserves / Capital Improvements 103,843.53$ 0.00 0.00 (50,000.00)0.00 53,843.53
Revenue (94,845.00)$ 0.00 0.00 0.00 0.00 (94,845.00)
TOTAL OPERATING BUDGET 244,453.53$ 176,614.59$ 59,916.09$ -$ -$ 127,755.03
Postings through December 9th
Downtown Oshkosh Business Improvement District - 2024 Operating Plan
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MEMORANDUM OF UNDERSTANDING
A. Introduction: This Agreement is between the City of Oshkosh (City) & the Downtown
Oshkosh Business Improvement District (BID) for the term of the agreement from the
date of signatures below to December 31, 2026.
B. Purpose: The purpose of this agreement is to coordinate and outline the payment schedule
for the American Rescue Plan Act (ARPA) funds to be distributed from the City to the
BID.
C. Payment: As part of this Agreement, the City agrees to distribute ARPA funds to the BID
over the course of three years totaling $150,000. The distribution shall be as follows:
$50,000 distributed on or before December 31, 2024, $50,000 distributed on or before
June 30, 2025, and $50,000 distributed on or before June 30, 2026. In accordance with
guidance from the United States Department of the Treasury with respect to Coronavirus
State and Local Fiscal Recovery Funds, recipients are subject to laws and regulations
applicable to Federal financial assistance programs.
D. Scope: As part of this Agreement, in consideration of the funds received, the BID agrees
to continue to assist downtown business owners and coordinate their marketing,
promotion, property management, revitalization and retention program efforts. The BID
agrees to use the ARPA funds to form a new non-profit entity that will oversee the
management of the BID Operating Plan & Budget and oversee the growth of downtown
programming and activation; including but not limited to, being used in support of a new
position created at the BID to assist with the establishment of the non-profit and
supporting downtown businesses.
E. Expenditure of Grant Award. The BID shall expend the grant award solely on the
programs and/or projects set forth Section D. The grant award must be expended by
December 31, 2026. Any expenditure that does not comply with this Agreement shall
constitute a disallowed cost (“disallowed cost”) and be subject to reimbursement. Under
no circumstances shall the BID extend any portion of the grant award for purposes not
specified in this Agreement, or for any other purpose prohibited under law.
F. No Assignment. The BID shall not assign this Agreement. Any unauthorized assignment
shall be void and shall be considered a material breach of this Agreement.
G. Non-Discrimination. In performing this Agreement, the BID shall ensure that any and all
contractors are subcontractors, employees, agents, volunteers, officers, officials,
directors, volunteers, and affiliates also shall not, discriminate, harass, or allow
harassment against any person on the basis of sex, race, color, ancestry, religion, creed,
national origin, physical disability, mental disability, mental condition, age, marital
status, sexual orientation, or any other basis prohibited under law.
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H. Accounting. For purposes of performance under this Agreement, and receipt and
expenditure of grant award, the BID shall at all times, maintain an accounting system that
comports with generally accepted accounting principles.
I. Financial Records and Financial Report. The BID shall maintain satisfactory financial
accounts, books, records, documents, and other evidence, sufficient to properly reflect the
amount, receipt, and expenditure of Grant award. The BID shall submit to City a final
report in the form identified in Attachment A. The City reserves the right to request
quarterly reports relating to the expenditure of the grant award or additional information
as needed, also in in the form identified in Attachment A. Said final report shall be
submitted to City within thirty (30) calendar days following the full expenditure of the
grant award, or within ninety (90) calendar days following receipt of the funds,
whichever is later.
All financial records and financial reports shall be prepared in accordance with
generally accepted accounting principles. The annual and quarterly reports shall be public
records and may be posted on the City’s website. Failure to maintain proper financial
records and submittal of timely financial reports shall be cause for termination as outlined
in this Agreement.
J. Audit and Examination. The BID shall fully and completely cooperate with the City, the
City’s insurer, the City’s attorneys, the City’s Auditors or other representative of the City
(collectively, the “City” for purposes of this Article).
Cooperation is expected in connection with any internal or governmental
investigation or administrative, regulatory, arbitral or judicial proceeding (collectively
“Litigation”) or internal or governmental Audit, with respect to matters relating to this
Agreement.
Examples of expected cooperation may include, but shall not be limited to,
responding to requests for documents and/or other records, and making Consultant’s
employees available to the City (or their respective insurers, attorneys or auditors) upon
reasonable notice for: (i) interviews, factual investigations, and providing
declarations or affidavits that provide truthful information in connection with any
Litigation or Audit; (ii) appearing at the request of the City to give testimony without
requiring service of a subpoena or other legal process; (iii) volunteering to the City all
pertinent information related to any Litigation or Audit; and (iv) providing
information and legal representations to auditors in a form and within a timeframe
requested.
The BID shall not be entitled to additional compensation for employee services,
time or materials necessary for the provision of records under this Section.
Failure to comply with the request for audit, or a lack of documentation in records
may cause termination of this Agreement. Termination of this Agreement for failure to
comply may result in all funding becoming disallowed under the terms of this
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Agreement. Upon termination for failure to comply with this paragraph the BID will
promptly repay to City on City’s demand all unused or disallowed funds.
K. Preservation of Records. City is a governmental entity that is required to comply with
Wisconsin Public Records Law. The BID shall preserve and make available all records
related to the performance of this Agreement and related to the receipt and expenditure of
the grant award until the expiration of seven (7) years from the date of final payment to
the BID, or as required by applicable law, whichever is longer. Notwithstanding the
above, if there is litigation, claims, audits, negotiations or other actions that involve any
of the records cited and that have started before the end of the agreement, then such
records must be retained until completion of the actions and resolution of all issues.
L. Reimbursement of Disallowed Costs. Within ten (10) business days of the date of City’s
written notice to the BID, the BID agrees to reimburse to City any portion of the grant
award paid by the City, which City has, in its sole discretion, determined constitutes a
disallowed cost.
Signature Page to Follow
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IN WITNESS WHEREOF, the parties hereto have executed this agreement on the _____ day
of December, 2024.
BID Board Chairperson
.
By:_____________________________
Name:
CITY OF OSHKOSH
By: _______________________________
Mark A. Rohloff, City Manager
And:_______________________________
Diane Bartlett, City Clerk
Approved as to form: I hereby certify that the necessary
provisions have been made to pay
the liability which will accrue under
this contract
_____________________________
Lynn A. Lorenson, City Attorney
______________________________________
Julie Calmes, Finance Director
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Attachment A:
ARPA Funds Reporting Form
Grantee Information
Organization: __________________________________
Contact Person: ____________________________________
Phone Number and Email: ____________________________________
Reporting Period: _________________________________________________
Grant Amount: ____________________________
Funding expended during the reporting period: _____________________________
Funding expended to date: _______________________
Remaining award amount: _______________________
Award Details
Receipts and thorough documentation of grant fund expenditures have been included with this
report: ☐ yes ☐ no
Grantee Representative Signature
I hereby declare that the goods or materials covered by this report are complete and accurate, and are
eligible under the agreement.
Printed Name: _______________________________
Title: _______________________________
Signature: _______________________________
Date: _______________________________
BID Manager Report
December 2024
Priorities for the Month:
• Post on social media 5+ times per week
• Continue email template to be sent out to property/business owners
• Change message on interchangeable sign
• Continuous website updates
• Attend monthly Chamber EDAC meetings and give monthly BID update
• Meet with City, Chamber and GOEDC once per month for downtown opportunity
update
• Reconcile gift card account and BID invoices every Friday
Committee Reports:
MemberCO/BID Member Meetups
o Attend monthly meeting and give BID update
o Coordinate meetings and guest speaker/topic
o No December meeting
Beautification/Retention Grant/Mural Grant
o Beautification
o Algoma Alley update
▪ Lights installed
▪ Art mounted on 110 Algoma
▪ Signage being added by end of year
o Holiday: banners, wreaths, pots and tree decorated
o Beautification Grant
o No pending applications
o Recruitment Grant
o No pending applications
o Mural Grant
o No pending applications
Marketing & Communications
• Instagram
o Followers: 4,274 to 4,286
o Reach: 3,032
• Facebook
o Followers: 11,889 to 11,943
o Reach 57.3K to 195.6K
• Community Newsletter
o 2,034 recipients
o 21.6% open rate
o Average open rate for marketing emails is between 17-31%
• BID Member Newsletter
o 184 recipients
o 51.9% open rate
Events
o Holiday Wine Walk – November 23rd
▪ Sold out at 450 tickets
o Small Business Saturday – November 30th
▪ Bag giveaway – gave away over 75 bags
o Holiday Parade – December 5th
o Reindeer on the Square – December 14th
o Next event: Chocolate Stroll – February 15th
Other Highlights/Projects
• BID Strategic Planning
o Create By-Laws
o Apply for nonprofit
o Create Budget