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HomeMy WebLinkAbout11.18.2025 Business Improvement District Full Agenda TO: Downtown Oshkosh Business Improvement District Board FROM: Megan Lang, Chair DATE: November 14, 2025 PLEASE BE ADVISED the Downtown Oshkosh Business Improvement District Board will hold a regular meeting at 8:00 A.M., Tuesday, November 18, 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 October 21, 2025 Meeting IV. Approve Monthly Financial Report V. 2026 BID Meeting Schedule – January, April, July and October VI. Approve BID Bylaw Changes VII. BID Manager and BID Committee Reports a. Events a. Holiday Parade b. Member Co c. Beautification VIII. Board Member Comments IX. Identification of Agenda Items for the December 16, 2025 Meeting X. Adjournment 1 Downtown Oshkosh BID Board Minutes October 21, 2025 Present: Megan Lang, James Evans, Sandy Prunty, Andy Ratchman, Marlo Ambas, Derek Mulloy. Absent: Jim Stapel, Alt Carrie Olson, Autumn Urban Staff: Jessica Lomena – BID Marketing, City of Oshkosh Sara Rutkowski Community Development Director and Patrol Officer Bonnett Others: Barb Nelson, Amy Albright CVB I. Call to Order Ms. Lang called the meeting to order at 8:04 am. A quorum was declared present. II. Police Report for Downtown Officer Bonnett reported 69 calls for service in September, touched on the variety of calls and that most of them did not impact the businesses in the downtown. III. Approve Minutes of the September 16, 2025 Meeting (Prunty, Ratchman) IV. Approve Monthly Financial Report (Prunty, Mulloy) Discussion was held on the current reserves and when to make the transfer to DOI’s bank account. V. BID Budget and 2026 Operating Plan Rutkowski walked through the operating plan changes, budget adjustments and assessment changes, and also the changes to the language of the switch to operating through the non-profit. (Evans, Prunty) VI. Main Street Gathering Area Update Discussion was held about conversations with the City Manager, the owners, the Chamber, the Oshkosh Foundation to revitalize the space. VII. Downtown Gift Program Updates Multiple businesses are signed up for the new program and reaching out with questions. Ms. Bies will be able to provide a bigger update at that time. VIII. BID Manager and BID Committee Reports Boos and brews had a significant increase (300) from last year’s numbers (200). Consistency with drink pours was a request for next year. Small Business Saturday is coming up on November 29th. Holiday parade sponsorships are filled and doubled from last year. There will be a route change this year. 2 Retention Grant Request from Sugar Rushlow approved (Prunty, Ambas) Megan Lang abstained from the vote. IX. Board Member Comments X. Identification of Agenda Items for the November 2025 Meeting Downtown Bridge signage updated N Main Gathering Space By-laws update Grand Opera House Update if possible New Bus Station Update XI. Adjournment Adjourned 9:11 am (Prunty, Mulloy). 11/13/2025 2025 Spend To Date % Spent YTD Allocation YTD YTD St.ATUS $269,300.00 Budget Actual FINANCE Revenue - 2024 BID Assessment Revenue - Sponsorship Revenue - Event Income Revenue - ARPA Funding Revenue - Vibrant Spaces Grant IntereSt.-Other InveSt.ment $269,300.00 $267,959.73 Reserves / Capital Improvements Leadership Recruitment/Retention/Beautification Grants Events Advertising Gift Card Program Arts & Beautification St.orage Unit OSHKOSH CONVENTION AND VISITORS BUREAU INC $128,000.00 $(89,869.73)70.21% On target Website Maintenance/Office Supplies $5,000.00 $(4,670.99)93.42% On target Training $1,000.00 $(692.07)69.21% Completed St.rategic Planning $10,000.00 $(10,798.53)107.99% Completed, over budget, reasonable $20,000.00 $(1,400.00)7.00% Not yet allocated - Sugar Rushlow, Brittons, Fremorah (pending review by Colleen) WaterfeSt.$2,500.00 $(2,500.00)100.00% Completed Music in the Square/Lunch Events $15,000.00 $(12,270.19)81.80% Completed Wine/Beer Walks $10,000.00 $(12,757.70)127.58% Spring Walk Complete - Holiday Walk Remains Holiday $15,000.00 $(6,963.74)46.42% Some 2024 Invoices hit in 2025, slowly receiving 2025 invoices Chalk Walk $4,000.00 $(4,127.20)103.18% Completed, over budget, reasonable Farmers Market $5,000.00 $(5,000.00)100.00% Completed Chocolate St.roll $500.00 $(692.80)138.56% Completed, over budget Downtown Events $2,500.00 $(629.39)25.18% Ongoing $15,000.00 $(11,012.23)73.41% On target $1,000.00 $(6,750.00)675.00% Expected Maintenance $10,000.00 $(5,219.86)52.20% Under Budget Holiday/Seasonal Plantings $20,000.00 $(17,028.38)85.14% On target. Plant purchases to be made yet. Seagull Mitigation Project $3,000.00 $(3,433.00)114.43% Completed, over budget $1,800.00 $(1,800.00)100.00% On target $140,610.00 $134,832.16 $(134,832.16) 4173 – BID Assessment $35,000.00 $25,719.54 $(25,719.54) 4950 – sponsorships and sometimes miscellaneous $43,690.00 $22,142.74 $(22,142.74) 4972 – This is for payouts from Eventbrite $50,000.00 $50,000.00 $(50,000.00) 5299 – ARPA $-  $27,872.43 $(27,872.43) 4263 – Grant money that BID was awarded for the WEDC grant $-  $7,392.86 $(7,392.86) 4908 – IntereSt. (unreSt.ricted funds) $123,121.01 $151,952.49 $(151,952.49) 3460 – undesignated fund balance. General fund. Reserve Balance BY-LAWS DOWNTOWN OSHKOSH BUSINESS IMPROVEMENT DISTRICT CREATION (1) The official title of this Board is “Downtown Oshkosh Business Improvement District Board”. (1)(2) 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 1109 of the Wisconsin Statutes. (2) The official title of this Board is 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 recommended for removaled from the Boardto Council. Members who have two unexcused absences or miss a total of five meetings annually may be removed from the Board.recommended for removal. (3) Board members are appointed to assure representation in accordance with the annual operating plan. Board members shall own or occupy real property or employment within the District. Occupants include the property owner, a tenant or an individual designated by the property owner or tenant as a leadership team member representative of the business or organization. Board members shall resign or be subject to removal if the member no longer owns or occupies real property within the District. For individuals designated as a member of the leadership team of a business or organization, that individual shall resign or be subject to removal when no longer employed by or no longer in a leadership position for the business or organization. (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. Formatted: No bullets or numbering 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 four 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. The Board and all subcommittees shall comply with Section 2-36 of Oshkosh Municipal Code. 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 BY-LAWS DOWNTOWN OSHKOSH BUSINESS IMPROVEMENT DISTRICT CREATION (1) The official title of this Board is “Downtown Oshkosh Business Improvement District Board”. (2) 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 66.1109 of the Wisconsin Statutes. 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 recommended for removal to Council. Members who have two unexcused absences or miss a total of five meetings annually may be recommended for removal. (3) Board members are appointed to assure representation in accordance with the annual operating plan. Board members shall own or occupy real property or employment within the District. Occupants include the property owner, a tenant or an individual designated by the property owner or tenant as a leadership team member representative of the business or organization. Board members shall resign or be subject to removal if the member no longer owns or occupies real property within the District. For individuals designated as a member of the leadership team of a business or organization, that individual shall resign or be subject to removal when no longer employed by or no longer in a leadership position for the business or organization. (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 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 four 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. The Board and all subcommittees shall comply with Section 2-36 of Oshkosh Municipal Code. 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 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. (1) 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. COMMITTEES The following provisions shall apply to all committees of the Downtown Oshkosh Business Improvement District: 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. 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 18th DAY OF NOVEMBER, 2025. BY: Megan Lang Chairperson Downtown Oshkosh Business Improvement District