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DOWNTOWN OSHKOSH BID BOARD MINUTES October 16, 2007 1 PRESENT: Barbara Baier, Todd Cummings, David Hetzel, Megan Hoopman, Kurt Koeppler, Allan Martin, Candace Pearson, David Sparr, Jim
Stapel EXCUSED: Mark Bohrnstedt STAFF: Susan Kepplinger OTHERS: Melissa Hunt and Rob Kleman – OAEDC, Captain Cyndi Thaldorf, Officers Jim Dolan, Che Vang and Joe Framke – OPD, Joslyn
Knudsen, Sandy Prunty and Nan Schwartz – Marketing Consortium, Ann Pistohl – Leadership Oshkosh. CALL TO ORDER Chair David Sparr called the meeting to order and a quorum was declared
present. MINUTES OF THE SEPTEMBER 18, 2007 MEETING Allan Martin moved approval of the minutes of the September meeting. Barbara Baier seconded the motion, which passed unanimously. POLICING/TRAFFIC/P
ARKING ISSUES Patrol Captain Cyndi Thaldorf reported on the new Community Policing effort and how it will relate to the BID. MONTHLY FINANCIAL REPORT After a brief discussion, Jim Stapel
moved approval of the financial report as submitted. Barb Baier seconded the motion, which passed unanimously. OAEDC REPORT Melissa Hunt reported that the final numbers for the Mayors
Breakfast would be available for the November meeting. The Marketing Consortium is finalizing advertising for the rest of the year including Halloween and the Holiday event. The Recruitment
Fund Grant Committee met to set up the Special Projects Grant program to disburse the balance of the funds in the Recruitment Fund Grant line item (about $15,500). The grants can be
used to make physical property improvements visible from the exterior of the property (doors, window lighting, etc). Copies of the application forms were distributed. Applications will
be distributed shortly with a 30-day deadline. The goal is to have the approved improvements made this year. The Committee is asking the Board to approve the program concept and the
application form. Following discussion, Jim Stapel moved approval of the Special Projects Grant program and the application form drafted by the RFG committee. Candy Pearson seconded
the the motion, which passed unanimously. Melissa reported that the owner of the Blonde Russian had requested another extension of her RFG compliance time period as she has relocated
to a third location in the BID. This business will have been open 3 years as of November. The RFG committee recommended an extension to May 1, 2008. Jim Stapel moved approval of extending
the compliance period as recommended. Dave Hetzel seconded the motion, which passed unanimously with Megan Hoopman abstaining. MARKETING CONSORTIUM REPORT Joslyn Knudsen had nothing
to add. Nan Schwartz briefly described the Tree Lighting event plans.
DOWNTOWN OSHKOSH BID BOARD MINUTES October 16, 2007 2 PARKING SUBCOMMITTEE Jim Stapel reported that the Parking Utility had met in October to discuss the issues raised by the BID Parking
Subcommittee. On street parking on the 400 block of Division will be changed to four hours. A technical change will be made to the ordinance to permit longer parking at blue band meters
for employees. Megan Hoopman stated that she felt more work would be needed to be done by the Parking Subcommittee to address remaining unresolved issues. Candy Pearson reported that
Deb Toman and Nan Schwartz of the Marketing Consortium would like to join the parking subcommittee. 2008 BUDGET Candace Pearson reported on the proposed budget developed by the Budget
Subcommittee, which had been mailed to the Board along with the meeting notice. She noted that following a Subcommittee meeting the previous day, the proposed budget for the dedicated
staff person was increased $10,000 to $40,000 and $10,000 was added to the Future Projects line item bringing the total proposed budget to $163,129. David Sparr addressed the issue of
the proposed dedicated staff. He indicated this was a significant step for the BID, but that it was the opinion of the Budget Subcommittee that the BID needed a staff person who works
only on BID related issues. The BID needs a full time point person, an initial contact person who BID members know. The BID needs a more visible presence, and identity and pressure needs
to be taken off the many volunteers who are now responsible for a variety of events and activities. This matter has been discussed with representatives of the OAEDC and Chamber. Further
work needs to be done to define the role and the job description for this position. David Sparr also indicated that event and project funding-seekers have not fully adjusted to the new,
more formal funding application process used by the BID this year. For that reason, a policy will need to be developed and proposed by the Budget Subcommittee to respond to requests
for funding that come in outside of the newly established application deadline. Jim Stapel indicated that he would like to keep the BID assessment mil rate the same as it was for 2007.
Kurt Koeppler requested that the Budget Subcommittee develop a proposed stipulation or policy that would guide or control the type of expenditures that could be made to the Future Projects
line item. Megan Hoopman agreed but added that there should be a degree of flexibility. Candace Pearson also reported that the Budget Subcommittee raised the issue of the future of the
Mayors Breakfast event. The Subcommittee felt that, while the event was good for the City, it did not provide much benefit to members of the BID. For that reason, and because the Convention
Center would be under renovation in 2008, the Subcommittee is recommending that the BID not fund this event next year, and that the funds remaining in this account be made available
to any other entity interested and capable of carrying out this event. Kurt Koeppler concurred adding that it was time someone else took responsibility for the event. Melissa Hunt reported
that the Mayors Breakfast Committee had discussed alternate sites for 2008 including the Leach and Opera House Square. Members of the Budget Subcommittee agreed to meet prior to the
next meeting to address the issues raised in this discussion. Staff reported that the BID Board could approve the budget at the November meeting and still meet the deadline for the budget
to be acted on by the Common Council.
DOWNTOWN OSHKOSH BID BOARD MINUTES October 16, 2007 3 WINTER PLANTER DECORATION BID AMENDMENT This item was erroneously placed on the agenda. TRANSFER OF FUND BALANCE FROM BANNERS TO
CHRISTMAS DECORATIONS Staff reported that since the holiday banners would be much less expensive than the amount budgeted and requested, the balance of the funding left following purchase
of the banners be transferred to the Christmas Lights and Decorations line item to cover the purchase of 10 LED snowflake lights and LED lights for the Christmas tree. Barb Baier moved
approval. Kurt Koeppler seconded the motion, which passed unanimously. 400 EAST PARKING LOT Staff reported that following an initial meeting with Crispell-Snyder, their initial proposal
was modified to add the cost of the public design input meeting and to reduce some activities that were determined to be unnecessary. The net result of these changes was a contract amendment
for an additional $450. Kurt Koeppler moved approval of the contract amendment. Megan Hoopman seconded the motion with passed 8-1 (Baier). DOWNTOWN CONFERENCE Three members of the Marketing
Consortium will be attending this meeting. NOVEMBER AGENDA ITEMS Staff was directed to add the following items to the November agenda; establishment of a Beautification Subcommittee,
approval of the RFG special projects grants, decision on December meeting. ADJOURNMENT There being no further business, Jim Stapel moved the meeting be adjourned. Kurt Koeppler seconded
the motion, which passed unanimously. Respectfully Submitted Susan Kepplinger Planning Services Division