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HomeMy WebLinkAboutMinutes DOWNTOWN OSHKOSH BID BOARD MINUTES December 18, 2012 PRESENT: Megan Lang, Sandy Prunty, Michael Russell, Todd Cummings, Jim Stapel, Kris Larson, Joshua Marquardt, Jeff Jahnke, Kurt Koeppler, Kay Bahr EXCUSED: David Sparr, Chanda Anderson STAFF: Cassie Cook - BID Manager, Jeffrey Nau – Associate Planner OTHERS: Matt Kroening – Oshkosh Police Department, Karlene Leatherman – Leadership Oshkosh I - CALL TO ORDER Chairperson Sparr and Vice Chair Lang were not present. The Board nominated and unanimously approved Jim Stapel to serve as Chair Pro Tempore. Mr. Stapel called the meeting to order at 8:00 am and a quorum was declared present. II - INTRODUCTION OF NEW ALTERNATE BOARD MEMBER KAY BAHR Ms. Bahr, manager of Satori Imports introduced herself to the Board. III – APPROVE MINUTES OF NOVEMBER 20, 2012 MEETING There was no discussion on this item. Sandy Prunty moved to approve the minutes of November 20, 2012 as presented. Kris Larson seconded the motion which passed unanimously. IV – POLICING/TRAFFIC/PARKING ISSUES No representation from the Oshkosh Police Department was present. BID Manager Cook informed the Board she was receiving a lot of calls in regard to the stricter parking enforcement in the downtown. Mr. Cummings inquired as to what steps need to be taken to voice concerns that parking enforcement has become too strict. Mr. Stapel responded that Transportation Director Chris Strong and the City is aware of the problem and will hopefully be addressed. Vice Chair Lang arrives at 8:06 and assumes role as Chair. Ms. Prunty mentioned that the City sells downtown parking passes for one or two dollars and suggested it would be a good will gesture for business owners to purchase and give out to customers. Mr. Cummings added that the 400 East Parking Lot was supposed to have pay and display stations installed but were too cost prohibitive at the time. Mr. Russell suggested that the BID should explore the possibility of purchasing some pay and display stations. Mr. Stapel expressed his concerns about the pay and display stations since his business is dependent on fast parking turnover. Discussion followed on the parking etiquette of downtown employees who often utilize prime customer parking followed by Mr. Cummings suggesting that there should be a satellite parking lot designated exclusively for downtown employees. Vice Chair Lang suggested a formal letter should be sent from the BID to the Common Council, City Manager Rohloff and Transportation Director Chris Strong informing them of the issues and concerns regarding downtown parking and to urge the Police Department to be more lenient and use better judgment when dealing with parking violators. 1 DOWNTOWN OSHKOSH BID BOARD MINUTES December 18, 2012 Joshua Marquardt asked Ms. Cook if she could place information about the daily parking passes on the downtown website. Ms. Cook responded she could but wanted to confirm if they are still available. V – MONTHLY FINANCIAL REPORT There was no discussion on this item. Jim Stapel motioned for approval of the financial report as presented. Sandy Prunty seconded the motion which passed unanimously. VI – 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 updates regarding upcoming events in the downtown. Jim Stapel commented that the emails are a huge improvement in communicating upcoming events. -The Gift Card program is going well. Ms. Cook said approximately $1,600.00 in gift card sales occurred in the first month. -The 2013 Downtown Advertising Plan has been finalized. -Placed an advertisement for a new spring intern to assist with BID Manager duties. -Ms. Cook is continuing web site updates and coordinating with Blue Door Consulting and the Convention and Visitors Bureau. Several options are being considered to resolve the problem with posting upcoming events on both websites simultaneously. -Ms. Cook sent letters to applicants requesting event funding for 2013 either approving or denying the requests. Wording was also added explaining that funding for 2014 events will most likely be reduced. -Ms. Cook attended the City Council Meeting which approved the 2013 BID Operating Plan and Budget. -Ms. Cook attended the Traffic Advisory Board Meeting to discuss Manila Restaurant utilizing several city-owned parking stalls for outdoor dining. -Ms. Cook is researching other financial assistance plans for businesses already located in the downtown which is outside the eligibility of the Recruitment Fund Grant Program. VII – DISCUSSION OF CITY COUNCIL MEETING: BID BUDGET, OPERATING PLAN, CONTRACT FOR THE FUTURE Ms. Prunty gave a summary of what transpired at the November 28, 2012 Council meeting when the 2013 BID Operating Plan and Budget were approved. Ms. Prunty also explained what the Council’s role was as they were only able to approve or deny the Plan and Budget as presented. Ms. Prunty continued that most of the concern was that OAEDC had become a paper-only entity and why the BID is contracted with an entity that has no 2 DOWNTOWN OSHKOSH BID BOARD MINUTES December 18, 2012 employees. Ms. Prunty added that there was also the idea to have a workshop with the BID and Common Council to better explain how the BID works and what role the BID plays with the Downtown. Mr. Nau replied that he is coordinating with Community Development Director Allen Davis to schedule a workshop in early 2013. Mr. Stapel stated he felt the BID was in the middle of a power play between the Chamber and Common Council. Rob Kleman stated the changes occurring with OAEDC and the Chamber will not effect BID operations at all. Mr. Kleman added that OAEDC cannot be dissolved entirely due to existing contractual obligations and loan agreements. Mr. Kleman suggested that wording could be changed in the Operating Plan that would remove OAEDC references and be replaced with the Chamber. Mr. Kleman continued with discussion on the changes with the Chamber and OAEDC Boards and their makeup. Lastly, Mr. Kleman stated OAEDC and the Chamber has had a great working relationship with the BID and provides management, office space and equipment to the BID and BID Manager at no cost to the BID. Ms. Prunty questioned the Board if the BID should respond to the Council’s request to revise the wording in the Operating Plan. Ms. Lang suggested that Chair Sparr should send a letter from the BID stating that the BID has decided not to change the 2013 Operating Plan, but will consult with the City, Chamber and Common Council to determine if changes need to be made in the 2014 Operating Plan. Ms. Prunty added the letter should include points that the BID is a self-assessing entity, what the BID spends their funding on, that the contract with OAEDC is dollar-in, dollar out and does not receive any money from the BID. Jeff Jahnke also wanted the letter to state that the reserve fund is for future projects and not planned to be used for BID operations. Mr. Stapel suggested that the BID should have more direct contact with the Council to aid in communication between the two bodies. Mr. Nau responded that he was looking into having a Council liaison assigned to the BID Board and that would be a good topic at the upcoming workshop. VIII – DISCUSSION OF POSSIBLE PROJECTS UTILIZING THE RESERVE FUND Bid Manager Cook reported that at the last Beautification Committee meeting it was suggested that a welcome sign should be constructed on High Avenue instead of making a financial contribution to the Gunderson property parking lot. Ms. Lang stated she supports that idea as it is a beautification element and still allows BID participation with the parking lot. Ms. Prunty stated that the BID needs a strategic plan. Ms. Lang asked if Allen Davis was available to attend a Board meeting. Ms. Prunty responded that Mr. Davis said he was planning on attending the January meeting. Mr. Koeppler compared the reserve fund as a capital improvement fund. Ms. Lang added that at this time it may be premature to discuss ideas until the Board knows what the City’s plans are for the downtown. Mr. Russell stated that if the BID has no plans for the reserves by the end of 2013, it should then be used for operations. Mr. Koeppler responded that there are several high dollar projects that the BID could become involved with and the fund should grow larger. Mr. Koeppler added that other funding sources are available and together could partner up to undertake a high-impact downtown project. Mr. Jahnke concurred with Mr. Koeppler’s idea of having a capital improvement fund as it has a more defined meaning than just having a reserve fund. Mr. Stapel added that funds in the capital reserve budget should not be able to be used other than what the Board determines to be a capital project. Ms. Lang requested this item be brought back to the January meeting. 3 DOWNTOWN OSHKOSH BID BOARD MINUTES December 18, 2012 IX – IDENTIFICATION OF AGENDA ITEMS FOR THE JANUARY 15, 2013 MEETING -Downtown Parking Enforcement Issues -Pay and Display Parking Options -Invite Allen Davis to Discuss Downtown Planning X – ADJOURNMENT Jeff Jahnke announced he would be resigning from the Board effective immediately due to scheduling conflicts. With there being no further business, Jim Stapel moved for the meeting to be adjourned at 9:00 am. Jeff Jahnke seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner 4