HomeMy WebLinkAboutMinutesDOWNTOWN OSHKOSH BID BOARD MINUTES August 20, 2013 1 PRESENT: David Sparr, Megan Lang, Michael Russell, Sandy Pru nty, Todd Cummings, Jim Stapel, Kris Larson, Kay Bahr, Chanda Anderson, Kurt Koeppler, A ndy Ratchman, Vicky Schroeder EXCUSED: None STAFF: Cassie Cook - BID Manager, Jeffrey Nau – Associate Planner OTHERS: Matt Kroening – Oshkosh Police Department, Rob Kle men – Oshkosh Area Economic Development Corporation I - CALL TO ORDER Chairperson Sparr called the meeting to order at 8:03am and a quorum was declared present. II – APPROVE MINUTES OF JULY 16, 2013 MEETING There was no discussion on this item. Jim Stapel moved to approve the minutes of the July 16, 2013 meeting as presented. Sandy Prunty secon ded the motion which passed unanimously. III – POLICING/TRAFFIC/PARKING/ENFORCEMENT ISSUES No representative from the Oshkosh Police Departmen t was initially present. BID Manager Cook reported that she only had seven daily parking passes left and wa s going to purchase additional permits with the $28 2.50 added to the Parking Permits budget from permit sal es. Further discussion on this item was put on hold unt il the arrival of Sergeant Kroening. IV – MONTHLY FINANCIAL REPORT There was no discussion on this item. Jim Stapel m oved for approval of the monthly financial report a s presented. Sandy Prunty seconded the motion which passed unanimously. V – BID MANAGER AND SUBCOMMITTEE REPORTS Ms. Cook presented a summary of her activities over the past month as outlined in her report included in the BID packet. Highlights include: - Finalizing the Request for Proposals for BID sponso rship application. - Working on retention grant application for 2014 – w ill bring draft to Budget Committee. Jim Stapel suggested that if grants are going to be used for façade improvements, there should be minimum architectural and material standa rds as some of the recently restored facades are already starting to deteriorate due to low quality materials. - Blue Door is finalizing the BID’s recruitment packa ge – should be going to print by the end of August. - Prepared August Gift Card promotion. New Moon Café now accepts gift cards. - Prepared and sent out monthly newsletter - Still has approximately 400 Downtown Directories av ailable. Most should be distributed by the holidays.
DOWNTOWN OSHKOSH BID BOARD MINUTES August 20, 2013 2 - Updating various pages on the Downtown Website - Marketing Consortium: Chili Cook-off information has been updated on the Downtown Website. Met with Erica from Satori Imports, the new Holiday Chair. - Beautification Setting up meeting with City Manager Rohloff and ci ty staff to discuss placement of information kiosks and additional trash receptacles . The City Parks Department performed maintenance at Opera House Square – replanted flowers and placed new mulch. Kelly Lawn Care has been trimming bushes in the par king lots and weed removal at various locations - Recruitment Winnebago Bicycle submitted all of their receipts m aking them eligible for their approved grant. – Still waiting with Salon La Rouse and Backlot Comedy Club There may be one more RFG applicant this year. - Gave Downtown update to the Chamber Advisory Counci l Meeting - Planned this month’s Propel Meeting which will be a t the Ground Round on the 20th. - Had monthly meeting with Jeff Bollier with The Northwestern - Attended Parking Utility Meeting to discuss parkin g situation concerning The Exclusive Co. - Attended Special Events Meeting - Attended Riverwalk ribbon cutting - Preparing for the 2014 BID Budget Committee Kris Larsen asked who receives informational letter s for the event sponsorships. Ms. Cook responded that she has a list of approximately 11 groups. Mr. Larsen stated that he felt that the BID should not be sending out informa tion advertising the sponsorships. He added that these groups should be asking the BID ab out sponsorship opportunities with their own initiative. Ms. Anderson and Mr. Russell concurred with Mr. Larsen. Ms. Prunty stated that the letter serves as a remin der that now is the time to fill out the application and that the deadline is approaching. Mr. Sparr added they have sent out the letters so the applications are submitted in time f or budget preparation instead of after the fact. Ms. Lang had concerns that if a letter is sent out, the wording has to indicate that the process, criteria and available funding has changed so sponsorship recipients are not disappointed if they do not get all of what they re quested. Jim Stapel felt that the BID should still send lett ers and applications to the events that the Downtown wants to have. Mr. Cummings stated that the Budget Committee shoul d be taking a look at who has been historically receiving sponsorships and suggest tha t it may be time for them to support themselves. This would free up funding for new even ts. Mr. Kleman informed the Board that the letters were meant to be used as a planning tool at budget time. He added that events occurring ear ly in the year may not start planning until January. By that time, the budget has alread y been finalized.
DOWNTOWN OSHKOSH BID BOARD MINUTES August 20, 2013 3 After further discussion by the Board, it was deter mined that event organizers should be seeking sponsorship opportunities on their own and the Board asked Ms. Cook to place the sponsorship information and application on the Downtown website. III – POLICING/TRAFFIC/PARKING/ENFORCEMENT ISSUES (CONTINUED) Sergeant Kroening gave an update of the Washington Avenue Parking Lot where several two-hour stalls we re converted to longer-term parking and that the few r emaining two-hour stalls are being used by Jeff Rob l’s building at Washington Ave. & N. Main St. He added that the Common Council will be considering revert ing the parking back to what it was at their next meeti ng. Sergeant Kroening also gave an update to the Tuesda y night gatherings at Opera House Square stating th at since July 6th, six arrests were made for tobacco or unde rage drinking. He also reported last week two arre sts were made for drug transactions. Sergeant Kroening stat ed that there does not appear to be any Juggalos ha nging out, but rather a mix of all kinds of people. In additi on, he stated that the police do maintain a presenc e at the Square on Tuesdays and no violent crimes have been reported. Lastly, Sergeant Kroening reported that there has b een an increase in drug arrests in the downtown mos tly in relation to traffic stops. He reminded the Board t hat if they see any suspicious pedestrian/vehicular activity they should call the Police. VI – APPROVE UTILIZATION OF STREETSCAPING FUNDS FOR CHRISTMAS DECORATIONS Michael Russell reported that he has commitments to taling $19,000.00 out of the needed $24,000.00 for new Christmas decorations along N. Main Street. He add ed that he may have more donations coming in includ ing possible contributions by business owners along the 600 block which is outside the BID. Mr. Russell e xplained that the decoration order must be placed by the end of August in order to receive a discount on the pu rchase; therefore he is seeking Board approval for utilizin g $5,000.00 from the streetscaping fund maintained by the Oshkosh Community Foundation. Mr. Russell also sug gested the funds could come from the BID’s reserves which has approximately $45,000.00 Ms. Prunty stated that she assumed the Beautificati on Committee was comfortable with this request. Ms . Lang responded that they were, however, the committee fe lt the BID Board should be the body to act on where the additional funding should come from. Ms. Lang also stated she was uncomfortable using the money held by the Foundation since it was intended for streetscaping elements and yet to be paid for kiosks and wayfindi ng signs. BID Manager Cook asked Mr. Russell if he raises add itional money after the decorations have been paid for, would that money be used to replenish the fund from which it was taken. Mr. Russell responded it woul d. Mr. Russell also stated he would like the money to come out of reserves since the BID has no long-term pla ns for that money. Mr. Cummings responded that he did not feel comfortable using the reserves in case a larg er project comes along where the BID could make a siza ble contribution. After further Board Discussion, the consensus was to use funding from the streetscaping account currently held by the Oshkosh Community Foundation. Michael Russell motioned to utilize up to $5,000.00 from the streetscaping fund maintained by the Oshk osh Community Foundation. Chanda Anderson seconded the motion which passed unanimously.
DOWNTOWN OSHKOSH BID BOARD MINUTES August 20, 2013 4 VII – SELECTION OF THE 2014 BUDGET COMMITTEE BID Manager Cook asked the Board who would be inter ested in serving on the 2014 Budget Committee. Chanda Anderson, Kris Larsen, Megan Lang, Sandy Pru nty and David Sparr volunteered. Ms. Cook stated t hat she would send out meeting notices within the next couple weeks. VIII – SELECT MEETING LOCATION FOR THE SEPTEMBER 17 , 2013 BID BOARD MEETING Mr. Larson offered to again host the Board meeting at Beckets. The Board accepted and thanked Mr. Lar son for his offer and there was no further discussion. IX – IDENTIFICATION OF AGENDA ITEMS FOR THE SEPTEMB ER 17, 2013 MEETING - King Clift Sign – add Downtown Logo - Parking Passes – Additional Purchase - Downtown Signage X – ADJOURNMENT With there being no further business, Kurt Koeppler moved for the meeting to be adjourned at 8:37am. Sandy Prunty seconded the motion which passed unanimously . Respectfully Submitted, Jeffrey Nau Associate Planner