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HomeMy WebLinkAboutWeekly Newsletter (3) DOWNTOWN OSHKOSH BID BOARD MINUTES November 19, 2013 PRESENT: David Sparr, Megan Lang, Michael Russell, Sandy Prunty, Jim Stapel, Chanda Anderson, Todd Cummings, Andy Ratchman, Vicky Schroeder EXCUSED: Kris Larson, Kay Bahr, Kurt Koeppler STAFF: Cassie Cook - BID Manager, Jeffrey Nau – Associate Planner OTHERS: Matt Kroening – Oshkosh Police Department, Rob Kleman – Oshkosh Area Economic Development Corporation, David Krumplitsch – Leadership Oshkosh/Best Western Premier Waterfront Hotel I - CALL TO ORDER Chairperson Sparr called the meeting to order at 8:06am and a quorum was declared present. II – APPROVE MINUTES OF OCTOBER 15, 2013 MEETING There was no discussion on this item. Jim Stapel moved to approve the minutes of the October 15, 2013 meeting as presented. Sandy Prunty seconded the motion which passed unanimously. III – POLICING/TRAFFIC/PARKING/ENFORCEMENT ISSUES Sergeant Kroening reported that there has been a significant increase in property damage complaints over the past month including property, slashed tires and vehicle damage throughout the downtown. He added that many of the incidents were probably Halloween-related as many involved pumpkins used as projectiles. Sergeant Kroening also reported a large drug arrest resulting from a routine traffic stop at the intersection of High Avenue and Market Street. Sergeant Kroening reported that an arrest was made for disorderly conduct in regard to a weapons complaint, however, no weapon was found. Sergeant Kroening stated that the Oshkosh Police Department has increased their presence at Opera House Square on Tuesdays. He added that no criminal activities were reported, however, officers did observe roughhousing among the crowd. Mr. Sparr inquired to the number of people that have been congregating at the park. Sergeant Kroening responded that it is weather-dependent but on average 20 to 25 people show up. Mr. Kroening added that the numbers have gone down since school started. Mr. Cummings stated that Salon La Rouse has had problems with kids intimidating her business and added from a retention standpoint, the Tuesday night gatherings do not help the downtown. IV – MONTHLY FINANCIAL REPORT There was no discussion on this item. Jim Stapel moved for approval of the monthly financial report as presented. Michael Russell seconded the motion which passed unanimously. 1 DOWNTOWN OSHKOSH BID BOARD MINUTES November 19, 2013 V – APPROVE TRANSFER OF $125.00 FROM RECRUITMENT GRANT PROGRAM BUDGET TO OAEDC SERVICE CONTRACT BUDGET BID Manager Cook reported that the OAEDC Budget is short of funds due to a conference she attended in October. There was no further discussion on this item. Michael Russell motioned for approval of the transfer of $125.00 from the Recruitment Fund Program budget to the OAEDC Service Contract budget. Megan Lang seconded the motion which passed unanimously. VI – 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:  Working with the Holiday Committee, City Parks Department and Service Contractors – preparing for holiday events, beautification elements and Christmas tree.  Christmas tree lighting and Holiday Parade was a success with a large turnout and no major problems.  Finalizing the Retention Grant application  Updated the Downtown Website with new events and banners  Distributed block captain brochures  Prepared block captain brochures  Made face-to-face contacts with several businesses to discuss issues  Marketing Consortium: Finalizing details with the scratch-and-save promotion. 21 businesses will be participating. o Sent out mailers to Omro, Winneconne and 54904 zip code o  Beautification: Purchased additional garland and lights for street poles o Lights were installed on the trees around Opera House Square o Replacement banners were ordered o  Recruitment Fund Grants 430 N. Main Street (former Joe’s Sample House) has applied for a RFG grant – scheduling a o meeting with the RFG Committee for consideration  Prepared 2014 Budget and Operating Plan  Working with Blue Door Consulting to include advertising space in the 2014 Downtown Directory  Appeared on Channel 5 to promote the Holiday Parade  Working on 2014 Downtown Directory VII – APPROVE 2014 BID BUDGET Chair Sparr went over the proceedings discussed at the budget committee meetings. He added that the proposed budget does not include funding for any downtown events in 2014 or funding for the Chamber’s Revolving Loan Fund. Mr. Sparr stated that a subsequent meeting was held with the Chamber to discuss funding of Chamber-related programs. He added the Chamber was concerned that the proposed elimination of the BID’s sponsorship for Waterfest and Live at Lunch would threaten the events. However, the Revolving Loan Fund would continue without a 2014 contribution from the BID. Mr. Sparr indicated some of the reasons for the tighter than usual budget this year is due to a 25% increase for the final parking utility payment and continued increase in beautification expenses. Mr. Sparr stated that the 2 DOWNTOWN OSHKOSH BID BOARD MINUTES November 19, 2013 budget committee has recommended a 2014 budget of $150,622 which is in line with budget years 2009-2011, prior to the decrease to $134,058 in 2012-2013 when reserve funds were utilized to supplement the budget. Mr. Sparr added that the proposed budget does not utilize any reserve funds which could be an option. Mr. Russell had concerns about the larger assessment increases to some of the BID properties while the BID is maintaining a sizeable reserve fund. Mr. Russell stated he would recommend using $20,000 from reserves to fund events and offset the increased assessment since the BID has no plans for the reserve fund. Mr. Sparr responded that is a possibility, however, the BID cannot continue to spend more money than it takes in every year, otherwise, the reserve fund will be depleted. Mr. Stapel questioned the increase to the beautification expenses. Ms. Lang responded that the planter maintenance costs have increased. Ms. Cook also responded that downtown maintenance contract and banner contract has increased for 2014; flower pot watering and other added responsibilities are now included as part of the service contract. Ms. Lang asked if anyone spoke to Mr. Koeppler in regard to increasing the BID assessment. Ms. Anderson responded that Mr. Koeppler said that it is difficult for him to explain to his other City Center partners increases to their assessments. Ms. Lang then stated that she thought she understood that Mr. Koeppler did not want to see the reserve fund used. Mr. Stapel questioned how much is spent per gift card. Ms. Cook responded that amount budgeted is for more than just the physical cards but also includes promotions and maintenance costs. Ms. Cook added that advertising for the gift cards comes out of the advertising budget. Ms. Cook said it is difficult to calculate a cost since the program is just over a year old. Ms. Lang stated that the $20,000 budgeted for advertising does not reflect the actual amount projected to be spent as money will come back to the BID as advertising is sold to participating businesses. Ms. Cook added that approximately $7,500 to $10,000 should come back to the BID. Mr. Cummings wanted input from the Board if the BID should be sponsoring events. Mr. Sparr responded that most events should take place but there is a risk of losing a few. Ms. Lang went over the list and felt that of all the events applying for sponsorships, she felt the most at-risk events were Waterfest, Live at Lunch and Gallery Walk. Ms. Lang added that reduced funding should go to those events based on conversations with the organizers. Ms. Schroeder asked what the funding for Gallery Walk has gone towards. Ms. Cook responded that the money is used for printing of maps. Mr. Sparr added that they sell advertising space on their maps. Ms. Prunty stated that it is crucial to maintain the BID’s beautification efforts and needs to continue the excitement to bring people downtown and supports the increase to the assessment. Ms. Anderson concurred and added that continued use of the reserve fund is not a viable option and that a small increase is needed now, otherwise a much larger increase is going to be needed in the future. Mr. Russell stated that there should be relief in 2015 as the parking utility payment will be gone as well as the full assessment of the hotel taking place. Mr. Stapel responded that the City probably will, and rightfully so, seek some kind of parking contribution from the BID. Mr. Cummings stated that he understands the need to have and maintain a reserve fund, but has a hard time explaining to property owners why assessments are going up while the BID is holding on to $40,000. Mr. Sparr 3 DOWNTOWN OSHKOSH BID BOARD MINUTES November 19, 2013 responded that business owners are often told by financial advisors to have two to three months of funds on hand to cover an unforeseen expense which is pretty much what they have. Ms. Lang asked the Board which events they should fund and how they will be funded. Mr. Sparr suggested leaving the proposed budget as-is and fund any events out of reserves which would keep the increase in place. Mr. Stapel suggested raising the assessment back to the 2011 amount ($152,350). That way the Board can explain that they have spent down the reserve to a reasonable amount and cut the assessment as long as they could. Mr. Sparr suggested budgeting $500 each for Gallery Walk and Live at Lunch and $2,000 for Waterfest. Mr. Stapel questioned Mr. Kleman on what financial challenges Waterfest is facing and if increasing ticket prices would be an option. Mr. Kleman responded that several factors affect attendance such as weather and the type of acts they bring in. Mr. Kleman added that they have raised admission in the past and whenever they do, they receive a backlash from the public and see a decrease in attendance. Mr. Kleman also added that there is a lot more competition with other events than years ago. After discussion, the Board was in agreement that Waterfest should be budgeted for $2,000. Mr. Cummings asked if the Board should decrease the amount budgeted for the Recruitment Fund Grant program because he felt that would not be the deciding factor for business to want to locate downtown. Ms. Lang responded that the grant is just another tool to recruit businesses along with the other materials Ms. Cook has been working on. Ms. Cook added that there is also a Retention Fund Grant program starting in 2014 for established businesses funded by the same line item as well as the Downtown Directory. Ms. Lang suggested lowering the proposed assessment by $7,000 to $143,622. $3,000 would be allotted to events and $10,000 from reserves would be use to make up the difference. Mr. Cummings asked David Krumplitsch the impact Waterfest has on his business. Mr. Krumplitsch responded that Thursdays are very busy nights for the restaurant. Mr. Cummings stated that larger contributors to the BID budget should not balk at paying the assessment if they see the value it brings to their business. Ms. Lang responded that the BID needs to do a better job getting the word out to businesses and property owners what they get for their assessment. Megan Lang motioned for an amended 2014 Budget of $143,622 with $3,000 budgeted toward events with $500 for Gallery Walk, $500 for Live at Lunch and $2,000 for Waterfest and $10,000 used from the Reserve Fund. There was no further discussion on the motion. Michael Russell seconded the motion which passed unanimously. VIII – APPROVE 2014 BID OPERATING PLAN Mr. Stapel asked if there were any other changes other than the budget amounts in the plan. Ms. Prunty responded that it was the same. There was no further discussion on this item. Jim Stapel motioned for approval of the 2014 BID Operating Plan as amended by the approved amended 2014 BID Budget. Chanda Anderson seconded the motion which passed unanimously. 4 DOWNTOWN OSHKOSH BID BOARD MINUTES November 19, 2013 IX – DOWNTOWN TRASH RECEPTACLE NEEDS UPDATE This item was laid over until the December, 2013 meeting. X – IDENTIFICATION OF AGENDA ITEMS FOR THE DECEMBER 17, 2013 MEETING -Downtown trash receptacle needs update XI – ADJOURNMENT With there being no further business, Jim Stapel moved for the meeting to be adjourned at 9:21am. Sandy Prunty seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner 5