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HomeMy WebLinkAbout6.24.2025 Business Improvement District Full Agenda TO: Downtown Oshkosh Business Improvement District Board FROM: Megan Lang, Chair DATE: June 19, 2025 PLEASE BE ADVISED the Downtown Oshkosh Business Improvement District Board will hold a regular meeting at 8:00 A.M., Tuesday, June 24, 2025 at City Hall 215 Church Ave. Room 404, Oshkosh, WI to consider the following agenda: AGENDA I. Call to Order II. Police report for Downtown III. Approve Minutes of the May 20, 2025 Meeting IV. Bylaws Proposal V. Review and Approve Mulch Purchase VI. Discuss Intern Position for Summer 2025 VII. Approve Monthly Financial Report VIII. Review next steps for Instagift gift card program IX. Discuss Non-profit Status X. BID Manager and BID Committee Reports a. Events – Discuss how to recruit volunteers for events b. Member Co c. Beautification d. Marketing & Communications XI. Board Member Comments XII. Identification of Agenda Items for the July 15, 2025 Meeting XIII. Adjournment 1 Downtown Oshkosh BID Board Minutes May 15, 2025 Present: James Evans, Marlo Ambas, Logan Jungbacker, Sandy Prunty, Derek Mulloy, Andy Ratchman, Autumn Urban, Barb Nelson, Chanda Anderson Absent: Carrie Olson, Megan Lang, Jim Stapel, Kris Larsen Staff: Collen Bies – BID Manager, Jessica Lomena – Events and Marketing Coordinator, Sara Rutkowski – Assistant Community Development Director, Brendan “Grandpa Buttons” Bonnet – Police Sargent Others: Amy Albright – CVB, Rich – Muralist I. Call to Order Mr. Evans called the meeting to order at 8:00 a.m. A quorum was declared present. II. Police Report for Downtown Sargent Bonnett gave an update. III. Approve Minutes of the April 15, 2025 Meeting Motion approved (Prunty, Ambas) IV. Monthly Financial Report Ms. Anderson and Mr. Jungbacker gave the monthly financial report. V. Review next steps for Instagift Gift Card Program The program doesn’t have the ability to have cash payments for gift cards and requires users to download an app to use gift cards. Ms. Bies is looking into other options. There was discussion about having tangible gift cards for purchase. Chamber Bucks was also discussed. VI. Discuss Non-profit Status Applied for EIN number. Disucssed conflicts on interest for new board members. Discussed by-law revisions. 2 VII. Downtown Lights City is supportive, moving forward Ms. Anderson asked to include on the remodel of the Opera House to have an anchor on the building to make sure it is included. City staff will follow up with City Purchasing to make sure it is included. City Staff will work with Mr. Jungbacker to get lights set up between Gardenias and his building. VIII. Community Mural The group inquired about muralists and noted that Amanda Belville, an attorney, is the new owner of the building. Rich, identified as the muralist, shared the background of the mural's development via a community program and discussed the materials used. There is a need to obtain a cost estimate for moving the mural and to decide on a new location. Facilitation is required for parties showing interest. IX. BID Manager and BID Committee Reports BID Manager Efforts are underway to build a volunteer network. MemberCo announced a new store owner, Sugar Rushlow, who is opening a clothing boutique which has a sister location on College Avenue in Appleton, expected to open sometime in June. Beautification Efforts are being made to enhance the State Street boulevard, with summer street banners expected to be up by Friday. The application from Night Gallery for portapotty funding was discussed, focusing on whether the BID Board should finance such requests. A motion by Summer, seconded by Jungbacker, to approve the funding was carried with 5 ayes, 2 nays from Nelson and Prunty, and 1 abstention from Evans. Additionally, there is an intention to ask the mural artist to redo the mural on Satori Imports' fire door. Marketing and Communications The wine walk was a success this year. "Music on Main," featuring a bar cart in collaboration with the Opera House, is scheduled for June 4. 4 Imprint is contributing picnic blankets for giveaways. Furthermore, there are two new 3 Kid’s concerts planned for July 3 and August 14. X. Board Member Comments Some lights are turning prematurely and require adjustment. The current tulips, which are purple and difficult to see, will be supplemented, with a plan to plant more in the fall, supported by a recently received grant. An anonymous $3,000 donation has been made specifically for flowers. XI. Identification of Agenda Items for the June 24, 2025 Meeting Remove Community Mural XII. Adjournment Adjourned 9:17 am. (Anderson, Prunty) Respectfully Submitted, Sara Rutkowski, Assistant Community Development Director BY-LAWS DOWNTOWN OSHKOSH BUSINESS IMPROVEMENT DISTRICT CREATION (1) This Board was established pursuant to a resolution adopted by the Common Council of the City of Oshkosh on October 15, 1987 under the authority of Section 66.608 of the Wisconsin Statutes. (2) The official title of this Board shall be “Downtown Oshkosh Business Improvement District Board”. MEMBERSHIP (1) The Board shall be organized in accordance with the District Operating Plan and consist of thirteen (13) members and two (2) alternates appointed by the Common Council. Each member shall be appointed for a three year term and shall be of the category necessary to ensure Board representation stipulated by the operating plan. There shall be no compensation for services on the Board. (2) Members who are absent for two consecutive meetings without notifying the Chairman or the Secretary in advance shall be removed from the Board. Members who have two unexcused absences or miss a total of five meetings annually may be removed from the Board. (3) Board members will be disqualified if they dispose of or discontinue occupancy of real property or employment within the District. Occupants are considered a property owner, tenant or individual from the leadership team of a business or organization. If a Board member sells, vacates or is no longer in a leadership position, the Board member will be disqualified. (4) Vacancies on the Board shall be filled by appointment of the Common Council for the remainder of the unexpired term of the individual being replaced and shall be made to ensure representation stipulated in the operating plan. OFFICERS (1) The Board shall elect from its members a Chairperson and Vice-Chairperson. The Chairperson shall preside at all meetings and shall authenticate with his/her signature all documents necessary to conduct the business of the Board. In the absence or disability of the Chairperson, the Vice-Chairperson shall exercise the duties of the Chairperson. In the absence of the Chairperson or the Vice-Chairperson one of the Board members shall be elected to preside temporarily until the return of the Chairperson or Vice-Chairperson. Elections of Chairperson and Vice-Chairperson shall occur annually. The bylaws shall also be reviewed by the Bylaw Committee and Board annually. (2) The Director of Community Development or designee shall serve as Secretary of the Board. The Secretary shall not vote on matters before the Board. The duties of the Secretary shall be to keep the minutes and records of the Board, prepare the agenda of regular and special meetings with the Chairperson, provide notice of the meetings to the Board members, and be responsible that the proceedings before the Board are adequately recorded and necessary reports and actions taken by the Board proceed in accordance with applicable regulations. MEETINGS The Board shall hold regular meetings at least once a month at a regular time and place, to be established by the Board. The Board shall hold regular meetings at least quarterly at a regular time and place, to be established by the Board. The Board may elect to meet more frequently (such as bi-monthly) as needed, based on current operations or program needs. When regular meetings fall on a legal holiday the meeting will be held on another date set by the Board at the preceding meeting. Special meetings may be called by the Chairperson of the Board upon written notice mailed or emailed to each Board member. At all regular and special meetings six members shall constitute a quorum for the transaction of business. All meetings shall be open to the public and all records of the Board meetings shall be open to the public, consistent with State Statutes. GENERAL POWERS (1) The Board shall have all necessary powers to implement the operating plan, including the power to contract. (2) The Board shall employ a BID Manager to oversee day-to-day BID operations and manage BID financials. The Chairperson and Vice-Chairperson shall conduct an annual performance evaluation of the BID Manager prior to September of the current budget year or prior to BID budget preparation for the forthcoming year. FINANCIAL (1) The City shall set up a segregated account on the City books known as the “Downtown Oshkosh Business Improvement District Fund” and all contributions, assessments or other proceeds shall be credited to this account. Expenditures from this fund shall be solely to reimburse the municipality for appropriations other than special assessments, to pay the costs of audits, or on order of the Board for the purpose of implementing the operating plan. The Board shall ensure that all contributions, assessments, or other proceeds collected through the BID assessment are deposited into a segregated account to be used solely for the implementation of the Operating Plan. The Board may maintain this account on the City’s books or transition financial management to a designated fiscal agent, such as Downtown Oshkosh, Inc., provided that: • All funds are used in accordance with State Statutes and the approved Operating Plan, • Proper financial records are maintained and made available to the City upon request, and • Any changes to financial management are formally approved by the BID Board. (2) All bills and expenses incurred under the direction and authority of the Board shall be approved by the BID Manager. Upon approval, expenses shall be processed either by the City (if financial management remains with the City) or by the fiscal agent managing BID funds, in accordance with established procedures. All financial activity shall be tracked and reported to the BID Board on a regular basis to ensure accountability and transparency. Invoices shall be sent to the City after being approved by the BID Manager, and thereafter filed in the Department of Community Development. COMMITTEES The following provisions shall apply to all committees of the Downtown Oshkosh Business Improvement District: Terms of BID Board Members serving on a BID committee shall coincide with their terms serving on the BID Board. Terms for all citizens serving on BID committees shall be for one (1) year beginning on January 1 and terminating on December 31 of the respective year. Citizens serving on BID committees may be at-large. BID Board Members may serve on a minimum of one (1) to a maximum of three (3) BID committees. Citizens shall serve on no more than three (3) BID committees. BID Board Members are required to serve on at least one committee. Membership Terms: BID Board Members serving on a BID committee shall serve concurrently with their term on the Board. Citizens may serve as at-large members for a one (1) year term beginning on January 1 and ending on December 31 of the respective year. Committee Participation: BID Board Members are encouraged to serve on at least one committee. Citizens may serve on up to three (3) committees. Each committee should have between two (2) and nine (9) members, including at least two BID Board members (not to exceed 5). A Committee Chair shall be elected annually by its members. A minimum of two (2) to a maximum of five (5) BID Board Members shall serve on the same BID committee. Committees should have a minimum of two (2) and a maximum of nine (9) serving on the committee. Each committee shall have a Chair to be voted on annually. BID committees shall hold regular meetings at a regular time and place as fixed by the BID committee. The BID Manager or designee shall serve as Secretary of the Committee. The Secretary shall not vote on matters before the Committee. Duties of the Secretary shall be to prepare the agenda of regular committee meetings (if applicable) and provide notice of the meetings to the committee members. Meetings: Committees shall meet at a regular time and place determined by the Committee. Meeting frequency may vary based on the Committee’s needs and project timelines. Leadership and Support: The BID Manager or designee shall serve as Secretary to each committee, responsible for preparing agendas, providing notices, and maintaining records. The Secretary shall not vote on committee matters. BID Committees include: Beautification Committee The Beautification Committee shall meet monthly on matters regarding art and beautification downtown. The Committee will approve or deny Beautification Grant applications prior to them going in front of the BID Board. BID Event & Holiday Parade Committee The Event & Holiday Parade Committee shall meet monthly on matters regarding events and future event planning. The Committee will approve or deny Community Event Plans prior to them going in front of the BID Board. The committee will also be responsible for volunteering, recruiting volunteers and fundraising for events. Finance & Budget Committee The Finance and Budget Committee shall meet quarterly to discuss the financial state of the BID. The committee will also meet to create the annual budget for the following year. Members of this committee must be a BID Board Member. Marketing & Business Relations Committee The Marketing and Business Relations Committee will meet quarterly to discuss plans for advertising and business recruitment and retention downtown. This committee will determine the annual Advertising budget for the BID. BID Ad-Hoc Committees include: Parking Committee Recruitment Grant Committee Governance & By-Law Committee Executive Committee BID Ad-Hoc Committees will be evaluated annually. AMENDMENTS These By-Laws may be amended at any time by a two-thirds (2/3) vote of the entire Board. APPROVED THIS 11TH DAY OF NOVEMBER, 1987. REVISED THIS 19TH DAY OF DECEMBER, 1989. REVISED THIS 15TH DAY OF JUNE, 2004. REVISED THIS 19TH DAY OF APRIL, 2011. REVISED THIS 18TH DAY OF APRIL, 2017. REVISED THIS 16TH DAY OF OCTOBER, 2018. REVISED THIS 19TH DAY OF MARCH, 2019. REVISED THIS 20th DAY OF FEBRUARY, 2024. REVISED THIS XXth DAY OF XXXXXXXXX, 2025. BY: Megan Lang Chairperson Downtown Oshkosh Business Improvement District Bid Mulch Beds SQ FT Mulch Depth Cubic Yards Needed Cost per Yard Total Cost State Street South 770 3 7.13 $46.00 $327.96 East-south 280 3 2.59 $46.00 $119.26 East Mid 372 3 3.44 $46.00 $158.44 East North 120 3 1.11 $46.00 $51.11 Middle Island 1146 3 10.61 $46.00 $488.11 NW bed 51 3 0.47 $46.00 $21.72 Opera house Square Fountain bed 2819 3 26.10 $46.00 $1,200.69 Gardinas 690 3 6.39 $46.00 $293.89 400 Block Jefferson Lot All Beds 4103 3 37.99 $46.00 $1,747.57 Kitz Parking lot All Beds 2841 2 17.54 $46.00 $806.70 Total For All $5,215.46