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HomeMy WebLinkAboutMinutes DOWNTOWN OSHKOSH BID BOARD MINUTES August 21, 2012 PRESENT: Megan Lang, Sandy Prunty, Michael Russell, Todd Cummings, Jim Stapel, Kurt Koeppler, Kris Larson, Joshua Marquardt EXCUSED: David Sparr, David Hetzel, Jeff Jahnke, STAFF: Cassie Cook - BID Manager, Jeffrey Nau – Associate Planner OTHERS: Matt Kroening – Oshkosh Police Department, Matt Harris – Oshkosh Police Department, Rob Kleman – O.A.E.D.C., Scott Dercks – BID Marketing Consortium Chair I - CALL TO ORDER Vice-Chairperson Lang called the meeting to order at 8:01 am and a quorum was declared present. II – APPROVE MINUTES OF JULY 17, 2012 MEETING There was no discussion on this item. Jim Stapel moved to approve the minutes of July 17, 2012 as presented. Sandy Prunty seconded the motion which passed unanimously. III – POLICING/TRAFFIC/PARKING ISSUES There was no discussion on this item. IV – DOWNTOWN EVENTS This item was moved up on the agenda for discussion. Sergeant Kroening introduced Officer Matt Harris, police liaison to the City Special Events Committee to discuss changes to the procedures to inform downtown businesses of special events taking place in the downtown. Officer Harris stressed that they intend to improve communication with the downtown in regard to events and hopefully avoid situations like the International Bike Race where businesses and owners received little or no advanced notice of the event. Sandy Prunty stated that the downtown is not opposed to events, but would like to have the Event Committee send notifications to the BID Manager to allow her send notices to affected downtown properties. Officer Harris added that another proposed change is that prior to going to the Event Committee for review, event organizers will be required to contact property owners and businesses in the case of proposed street closures for preliminary feedback. Jim Stapel inquired if representation from the BID could review event requests prior to approval. Officer Harris replied that BID Manager Cook is now on the invite list to the Special Event Review Committee. Todd Cummings stated that communications also have to improve internally within the BID as the sidewalk sale event was a BID event and several businesses were not made aware of it. Mr. Stapel concurred that the sidewalk sale was unsuccessful partially due to lack of knowledge. Mr. Cummings added that special events will have better success for both the businesses and the events themselves if they were to receive better notification. Vice-Chair Lang suggested that members of the BID Board should review the new application and provide feedback to Officer Harris. Ms. Prunty and Michael Russell offered to review it. Ms. Lang warned that the City and BID should not make the approval process so cumbersome that it will start to scare away events. Officer Harris stated that the new application and procedure is planned to be implemented in early 2013. Ms. Lang asked Officer Harris if there was a schedule of events planned until the end of the year. Officer Harris responded that there is and it has been forwarded to BID 1 DOWNTOWN OSHKOSH BID BOARD MINUTES August 21, 2012 Manager Cook. Mr. Koeppler asked Ms. Cook if she has an up-to-date email list of BID property owners and businesses. Ms. Cook responded that her intern is in the process of updating the list. V – FALL PUB CRAWL Sergeant Kroening gave an update and asked for input from the Board for the upcoming Pub Crawl which is th tentatively scheduled for Saturday, October 13. Kroening added that he has set a meeting on Wednesday, nd August 22 with the downtown bar owners and Burger King to discuss items of concern. BID Manager Cook will also be in attendance for the meeting to represent the BID. Mr. Russell asked if they have paid for City expenses from the spring crawl. Sergeant Kroening responded that the Pub Crawl organizers have paid their fees in full. He added that approximately 10 to 12 officers will be patrolling N. Main Street and the neighborhood to the east and would continue a zero-tolerance policy for violators. Sergeant Kroening wanted it to also be known that Pub Crawl participants appear to be getting a “head start” in the campus area then migrate to the downtown already intoxicated which diminishes business for the pubs. VI - MONTHLY FINANCIAL REPORT There was no discussion on this item. Jim Stapel motioned for approval of the financial report as presented. Kurt Koeppler seconded the motion which passed unanimously. VII – BID MANAGER AND SUBCOMMITTEE REPORTS Cassie Cook presented a summary of her activities over the past month as outlined in her report included in the BID packet. Highlights include: -The New Downtown Oshkosh Website is up and running -The gift cards have been ordered for the gift card program. The program should be implemented by the end of September -Intern is updating master email list of downtown businesses -Working on 2013 Advertising Program Megan Lang inquired how much money came back from participating businesses in 2012. Ms. Cook responded that $6,000 was paid back to the BID, however, $1,500 was used for the purchase of the gift cards. Marketing Consortium: -New Downtown Directories have been distributed -Defined BID Manager’s role within the Marketing Consortium -Met with Halloween Event Chair Beth Olson Joshua Marquardt inquired if the Halloween Event was a BID sponsored/organized event. Ms. Cook responded that it is and submitted a funding proposal through the Marketing Consortium. Beautification Committee: -Small Bike Racks have been delivered and will be placed in the spring -Preparing RFP for Beautification Services for 2013 -Met with Mark Zimmer to discuss continuing Senior Center involvement with flower pot maintenance -Working on flower pot signage for Senior Center/Master Gardeners volunteer recognition 2 DOWNTOWN OSHKOSH BID BOARD MINUTES August 21, 2012 Mike Russell asked Ms. Cook if Ground Effects is responsible for maintenance of the bump-out areas. Ms. Cook responded that they are and have since removed weeds; however, they still appear dry. Branding: -Switched to Mail Chimp for newsletter production -Finishing up website RFG Committee: -Contacted Bartelt Acupuncture to see status of submitting receipts -Attended Darabosh Accounting Open House VIII – MOBILE STREET VENDORS Mr. Nau informed the BID that the City Attorney is working on an ordinance to address mobile street venders with implementation occurring in early 2013. Mr. Nau distributed a summary of highlights to be included in the proposed ordinance. Mr. Stapel informed Mr. Nau and Sergeant Kroening that vendors were utilizing electric receptacles on City Street lights to draw power. Sergeant Kroening responded that he would inform officers to look out for violators. Todd Cummings stated that 4:00am is too late to allow vendors to operate and does not want people to congregate in front of his business after bar time. Mr. Stapel stated he would also like to see a wording that requires vendors to set up a certain distance from existing brick and mortar food establishments. Mr. Nau responded there is a 25-foot requirement in the proposed language. Discussion followed if vendors are allowed in areas approved as a special event. Sergeant Kroening responded that they are not allowed within the defined event area but can locate adjacent to the area. Mr. Nau stated he would take the comments back to the City Attorney and the BID would see a “final” version for review and comment prior to going to the Common Council. IX – BEAUTIFICATION FUNDS Bid Manager Cook reported that the BID received a $4,350 sponsorship from the Oshkosh Community Foundation for Holiday decorations including décor for the 105 planters, Christmas tree and installation of the lights. Ms. Cook also reported that the Beautification Committee has suggested planting tulip bulbs in the flowerpots to ad some color to the Downtown in early spring. Estimated cost of the bulbs, new soil and installation for the bulbs is $3,000 and would be a one time expense. Ms. Cook added that money is available in the Holiday budget since the Oshkosh Community Foundation’s sponsorship has paid for all of the décor this year. If approved, there would still be approximately $1,250 left in the Holiday budget. Mr. Russell pointed out that tulips will only last two weeks and then you have to deal with dead looking plants. Kurt Koeppler and Todd Cummings left at 9:00am. Board consensus was to table this item until September to see if there are other planting options that would have a longer-lasting bloom. Mike Russell asked the BID Manager if there was any progress to having the BID install flags on the light poles. Ms. Cook responded that the Parks Department usually only installs them for certain holidays events for a few days to prevent damage to the flags. The Board requested the BID Manager to look into cost estimates to th have the BID install flags for Labor Day and keep them up through September 11. 3 DOWNTOWN OSHKOSH BID BOARD MINUTES August 21, 2012 X – BRANDING UPDATE This item was discussed during the BID Manager’s report and there was no further discussion. XI – GUNDERSON BUILDING UPDATE Mr. Nau reported no updates on this item. XII – IDENTIFICATION OF AGENDA ITEMS FOR SEPTEMBER 18, 2012 MEETING - Select Members for 2013 Budget Committee - Flower Pot Plantings XIII – ADJOURNMENT With there being no further business, Jim Stapel moved for the meeting to be adjourned at 9:12 am. Sandy Prunty seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner 4