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HomeMy WebLinkAboutMinutes DOWNTOWN OSHKOSH BID BOARD MINUTES November 20, 2012 PRESENT: David Sparr, Megan Lang, Sandy Prunty, Michael Russell, Todd Cummings, Jim Stapel, Kris Larson, Joshua Marquardt, Chanda Anderson EXCUSED: Kurt Koeppler, Jeff Jahnke STAFF: Cassie Cook - BID Manager, Jeffrey Nau – Associate Planner OTHERS: Matt Kroening – Oshkosh Police Department, Scott Dercks – BID Marketing Consortium Chair, Karlene Leatherman – Leadership Oshkosh I - CALL TO ORDER Chairperson Sparr called the meeting to order at 8:00 am and a quorum was declared present. II – APPROVE MINUTES OF OCTOBER 16, 2012 MEETING There was no discussion on this item. Joshua Marquardt moved to approve the minutes of October 16, 2012 as presented. Kris Larson seconded the motion which passed unanimously. III – POLICING/TRAFFIC/PARKING ISSUES Sergeant Kroening informed the BID Board that Scott Footit has been replaced by Matt Ackley for downtown parking enforcement. Sergeant Kroening also reported that there has been an increase in strong-armed robberies, especially west of the BID district and University area. The fall Pub Crawl had a much lower turnout than what was expected last month and caused no major issues. Lastly, Sergeant Kroening reported that the homeless shelter is now open and has increased their capacity from 20 to 25 patrons. He urged the Board if the patrons are causing any problems or disturbances to call the Police Department. IV – MONTHLY FINANCIAL REPORT There was no discussion on this item. Megan Lang motioned for approval of the financial report as presented. Kris Larson seconded the motion which passed unanimously. V – 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: -Emailed update regarding upcoming events in the downtown. The next approved event is the Turkey Trot which will take place on Thanksgiving with the streets reopening sometime between 10:00 and 10:30 am. -Coordinating the implementation of the Gift Card program. Ms. Cook said she had interviews on W.O.S.H. and Fox 11 to promote the program. th -The R.F.Q. for downtown contracted services is out for bid. Bids are due on November 30. 1 DOWNTOWN OSHKOSH BID BOARD MINUTES November 20, 2012 -Ms. Cook is working with a potential client for a Recruitment Fund Grant for a new downtown business. -Ms. Cook attended the Halloween/Chili Cook-off event. She reported that there was a great turnout considering it was the first year for the Chili Cook-off. VI – APPROVE 2013 BID BUDGET Chair Sparr reported that the Budget Committee met two times to prepare the budget. Ms. Cook added that to make the budget balance, proposed funding for Advertising and Beautification were reduced and will be transferred back from the Reserve Fund after January 1, 2013. Ms. Lang suggested that the Board should be made aware of funding requests that were denied by the Budget Committee. Ms. Cook responded that the Summer Concert Series did not apply, and the Irish Parade and Mayor’s Breakfast did not receive any funding. Ms. Lang mentioned that even though events received reduced or no funding, the BID will still assist through advertising. Jim Stapel suggested that once events become established and self-sustaining, the Board should consider reducing or cutting off funding freeing up funds for new events needing financial assistance. Mike Russell did not like the fact that the BID was holding onto a large reserve fund with no plans to utilize it. Mr. Stapel responded he feels he would like to see it larger to allow the BID to undertake a project with a “wow” factor. Chair Sparr added that at the rate the BID is utilizing the reserve fund it will be depleted in a few years unless the BID reduces spending or increases the assessment. Ms. Prunty stated the BID needs some type of master plan to get some direction. Mr. Stapel questioned the $1,750 allocated for the Gift Card Program. Ms. Cook responded the funds are for related supplies, new cards and promotions for 2013. Mr. Russell questioned why the BID was sponsoring the Gus Macker event. Ms. Lang responded that the Budget Committee allocated far less than what was requested and would probably not receive any funding next year. Jim Stapel moved for approval of the 2013 BID Budget as presented. There was no second. Joshua Marquardt suggested he would like to see more funding to go towards the Time Community Theater. He added that they have numerous events year-round which bring a lot of people to the downtown which benefits other businesses. Discussion followed on how much draw other events bring to the downtown including Movies in the Park and Gus Macker and where funding could be taken from to supplement the Theater events. After discussion, the Board proposed to divert $1,000 from the Recruitment Fund Grant’s proposed $17,500 budget to go towards The Time Community Theater, increasing that item to $2,000. Chanda Anderson suggested reducing the proposed funding for Live at Lunch, Gallery Walk and the Saturday Farmers Market from $3,000 each to $2,500 each and increasing the Time Community Theater from $1,000 to $2,500. Ms. Cook agreed that the Time Theater should have more funding but stated it would be difficult to justify reducing the other three budget items. Discussion followed if there are other funding sources available for the Time Theater. Ms. Lang suggested the Theater could explore applying for a Recruitment Fund Grant. 2 DOWNTOWN OSHKOSH BID BOARD MINUTES November 20, 2012 Discussion followed that a potential problem is that the Theater would have to propose spending on a four-to- one ratio to qualify for the Recruitment Fund Grant. Chanda Anderson motioned for approval of the 2013 BID Budget amended by reducing the Live at Lunch budget line item by $500 ($2,500 new total), reducing the Gallery Walk budget line item by $500 ($2,500 new total), reducing the Saturday Farmers Market by $500 ($2,500 new total) and increasing the Time Community Theater budget line item by $1,500 ($2,500 new total). There was no second. Ms. Anderson withdrew the motion she proposed. Board discussion followed that a viable option would be to reduce the Recruitment Fund Grant by $1,000 to $16,500. If additional funding would be needed for the R.F.G. budget, money from reserves could be used. Megan Lang motioned for amending the 2013 BID Budget by reducing the Recruitment Fund Grant budget line item by $1,000 ($16,500 new total) and increasing the Time Community Theater line item by $1,000 ($2,000 new total). Mike Russell seconded the motion which passed unanimously. Jim Stapel withdrew the motion to approve the 2013 BID Budget as proposed. Jim Stapel motioned for approval of the 2013 BID Budget as amended. Sandy Prunty seconded the motion which passed unanimously. VII – APPROVE 2013 BID OPERATING PLAN Chair Sparr asked Mr. Nau if the Common Council reviewed the Plan. Mr. Nau responded that the Council members received draft copies last Friday for their review. Mr. Stapel inquired if the Council could be made clearly aware that the BID is a self-taxing entity and receives no funding from the City. Mr. Nau responded that would be included in his memo to the Council. Mr. Sparr added that the wording is included on page two of the Operating Plan. There was no further discussion on the item. Jim Stapel motioned for approval of the 2013 BID Operating Plan as presented. Chanda Anderson seconded the motion which passed unanimously. VIII – DISCUSS FUTURE GOALS FOR THE BID Mr. Nau informed the board that he spoke with Community Development Director Allen Davis in regard to setting up a joint workshop with the Common Council and BID Board. Mr. Nau added as of now, the earliest the Council would be able to meet would be in early 2013. Ms. Lang stated that she thought it would be beneficial to have a Council member appointed to the BID board as a liaison which would hopefully improve communication between the BID and Council. Mr. Russell suggested budgeting money to hire a consultant to evaluate the current downtown environment in terms of beautification. Ms. Lang concurred, however, the BID has beautification money from the Oshkosh Community Foundation available and items purchased that still have not been placed. Mr. Russell expressed his frustration with the City that they make it too difficult to get anything done. 3 DOWNTOWN OSHKOSH BID BOARD MINUTES November 20, 2012 Mr. Stapel stated that he would rather spend money on physical improvements rather than plans. IX – DISCUSS IMPROVEMENT WITH COMMUNICATION WITH PUBLIC/COMMON COUNCIL – POSSIBLE WORKSHOP This item was discussed under item VIII. X – ISSUES WITH ENFORCEMENT OF THE 400 BLOCK EAST DUMPSTER ENCLOSURES There was no discussion on this item. XI – IDENTIFICATION OF AGENDA ITEMS FOR THE DECEMBER 18, 2012 MEETING - Possible joint workshop between the BID Board and Common Council XII – Adjournment With there being no further business, Joshua Marquardt moved for the meeting to be adjourned at 9:23 am. Chanda Anderson seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner 4