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HomeMy WebLinkAboutMinutesDOWNTOWN OSHKOSH BID BOARD MINUTES October 20, 2015 1 PRESENT: David Sparr, Megan Lang, Jim Stapel, Kay Bahr, David Krumplitsch, Sandy Prunty, Andy Ratchman, James Evans, Chanda Anderson, Kris Larson, and Marlo Ambas EXCUSED: Vicky Schroeder STAFF: Cassie Daniels – BID Manager, Jeffrey Nau - Associate Planner OTHERS: Sergeant Matt Kroening, Oshkosh Police, James Rabe – Director of Public Works, Rob Kleman – Oshkosh Chamber of Commerce, Susan Van Houwelingen – Leadership Oshkosh/City of Oshkosh/Winnebago County Housing Authority I - CALL TO ORDER David Sparr called the meeting to order at 8:01am and a quorum was declared present. II – APPROVE MINUTES OF SEPTEMBER 15, 2015 MEETING There was no discussion on this item. Kris Larson moved to approve the minutes of the September 15, 2015 meeting as presented. Chanda Anderson seconded the motion, which passed unanimously. III – INTRODUCE NEW DEPARTMENT OF PUBLIC WORKS DIRECTOR JAMES RABE Mr. Nau introduced James Rabe, the new Director of Public Works to the Board. Mr. Rabe replaces David Patek who retired from the City after 18 years of service. James Evans also introduced Susan Van Houwelingen from the Oshkosh/Winnebago County Housing Authority who is the BID’s Leadership Oshkosh ad hoc member who will be attending the monthly meetings for the next several months. IV – POLICING/TRAFFIC/PARKING/ENFORCEMENT ISSUES Sergeant Kroening reported the past month has been active. The fall Pub Crawl was held on October 10th; Sergeant Kroening stated that the “crawl” has become more of an off-campus party rather than a downtown event. He added that as a comparison, there were 7 ordinance violations and one in-jail arrest in the downtown versus 105 ordinance violations and four in-jail arrests in the off-campus area. Sergeant Kroening stated that this transition has been a benefit to the downtown. Sergeant Kroening gave an update on the shooting at Barley and Hops; the victim is still recovering and the Police Department has very little information on the shooting and no suspect is in custody. Sergeant Kroening informed the Board that the warming shelter is now open from 6:00 pm to 8:00 am and is averaging 13 to 15 people per night. Megan Lang asked if most of the people using the warming shelter are already downtown during the day. Sergeant Kroening responded that is correct. Ms. Prunty asked what the shelter’s capacity is. Ms Van Houwelingen responded the capacity is 25 people. Ms. Van Houwelingen also stated that Mainview Apartments will be installing security cameras for its parking lot in the near future to assist the Police Department. DOWNTOWN OSHKOSH BID BOARD MINUTES October 20, 2015 2 V – MONTHLY FINANCIAL REPORT Ms. Daniels stated that there will be a correction for the WEDA Conference which will be updated next month. There was no further discussion on this item. Kris Larson moved to approve the monthly financial report as presented. Megan Lang seconded the motion, which passed unanimously. VI – BID MANAGER AND SUBCOMMITTEE REPORTS BID Manager Daniels presented a summary of her activities over the past month as outlined in her report included in the BID packet. Discussion highlights include:  Working on transition to holiday beautification elements from November 2nd through 6th and banners switching out on November 9th.  Will be having Holiday Passport program again; encouraged businesses to contact her if they want to participate.  Worked on 2016 Operating Plan and budget.  Working on gift card program, will be adding three new businesses.  Worked on monthly newsletter.  Working on holiday advertising promotions.  Marketing Consortium – o Working with Holiday Committee. o Helping organize “Breakfast with the Grinch”.  Beautification – o New holiday banners have been ordered and should be delivered the first week of November. o Working with Jones Sign on new latches for the changeable copy sign.  No current Recruitment Fund Grant applicants; has been working with a potential client for a church located in City Center.  Talked with a potential client for a Retention Fund Grant.  Attended Historic Tourism meeting. Dave Sparr stated the group has been making calls to owners of historic buildings to see if they are available for viewing.  Attended WEDA conference.  Working on sponsorship pricing structure for downtown directory. Working with Blue Door Consulting to discuss advertising packages.  Attended road closure meeting.  Attended holiday parade meeting; the event organizer will be responsible for cleanup after parade. Kelly Green will clean up sidewalks the following morning. The Board discussed the good attendance and votes for the Chalk Walk event as well as the Rocky Horror Picture Show at the Time Theater. VII – DISCUSS WORK SCHEDULE FOR DOWNTOWN OSHKOSH BID MANAGER Mr. Sparr provided background information on Ms. Daniels request to be able to work from home on Mondays in lieu of receiving a pay increase for 2016. Mr. Sparr added that the Budget Committee was not in support of DOWNTOWN OSHKOSH BID BOARD MINUTES October 20, 2015 3 Ms. Daniels’s request and is presenting the budget with the pay increase. Ms. Daniels stated her reasoning was that Mondays are typically slow at the office with very few walk-ins and all of her scheduled Monday tasks can be accomplished from home. She added that she was also trying to help out the budget concerns by agreeing not to accept a pay increase for 2016. Mr. Sparr stated that he thinks it is important to have someone here to avoid missing an important contact or walk-in. Ms. Lang added that Ms. Daniels’s position is a public position funded by assessing properties within the district and she should be in the office and felt letting her work from home would be taking a step back. Ms. Anderson stated that initially she did not have a problem with Ms. Daniels’s proposal and agreed you can be very productive from home, however, now feels that the position is expected to be there. There are still a lot of businesses open on Mondays. Ms. Prunty stated that the decision was not a trust issue. She also initially did not oppose the proposal, but now feels since she is quasi-city, she is expected to be in the office Monday through Friday. Ms. Prunty said she talked to BID businesses as they felt the BID Manager is the face of the downtown and should be there. Mr. Evans stated he felt it was not proper discussing someone’s employment situation publically. He felt the decision should be made based on if the Board is happy with Cassie’s performance and the Board should be trying to make her happy, especially if it does not cost the BID anything. Mr. Ratchman added that Ms. Daniels would be willing to come in on Mondays as needed. Ms. Daniels stated she appreciated this discussion versus last month. Ms. Prunty responded that this was not intended to be an attack on Ms. Daniels. She added that since Ms. Daniels’s employment, the BID has become more sophisticated and her job description needs to be reevaluated. Mr. Larson echoed most of the sentiment, and viewed the BID Manager as a customer service position with the BID Board as its employer. He recalled that last month the decision to allow Ms. Daniels to work from home was left up to the Budget Committee. Mr. Kleman stated the Ms. Daniels has been doing a great job and is technically a Chamber of Commerce employee. He felt that if the BID Board allowed Ms. Daniels to work from home could make a real uncomfortable situation for the rest of the Chamber employees who are required to be in the office and questioned the legality of allowing the BID Manger to work from home. He felt the position should be in the office. VIII – APPROVE 2016 BID BUDGET AND OPERATING PLAN Mr. Sparr briefly went over 2015’s expenditures and stated the BID will have a budget surplus of approximately $58,000. He added the Budget Committee’s goal was to minimize the impact of assessments on the middle properties due to the new assessment method. As a result, the Committee is recommending an assessment of $135,660 and utilizing an additional $11,000 from reserves for a total of $147,360 for the 2016 budget. Ms. Daniels added the reserve budget could be up to $8,000 higher, depending on potential Recruitment and Retention Fund Grant requests. Ms. Lang questioned the $11,000 shortfall from the Beautification item and why it was earmarked coming from reserves. Mr. Nau responded that the BID cannot budget more than what it is assessing and to make up the difference, the committee decided to take the shortfall from the Beautification item which will be later DOWNTOWN OSHKOSH BID BOARD MINUTES October 20, 2015 4 supplemented from reserves. Mr. Larson stated we would rather see the shortfall reflected on the Parking line item. Mr. Evans did not understand why $2,500 was being budgeted for events when he thought the BID was trying to get out of the event business. Ms. Lang responded that Waterfest and Live at Lunch are two Chamber- backed events and she felt it was a symbolic gesture to support those events considering what the Chamber does supporting the BID Manager’s position. Mr. Larson added that Waterfest really helps restaurants and taverns whereas other BID-assisted events help retail businesses so he feels it is a wash. Ms. Anderson stated that the Leach is underutilized and would hate to see it not used at all, even though Waterfest does not benefit her business. Megan Lang motioned for approval of the 2016 BID Operating Plan and Budget with a change that the $11,000 shortfall is taken from the Parking line item versus the Beautification line item. Chanda Anderson seconded the motion which passed 9-1-0 (Nay – Evans) IX – FORM BID MANAGER JOB DESCRIPTION COMMITTEE Chair Sparr stated that has been several years since the BID Manager’s job description has been reviewed and is calling for volunteers to serve on a committee to reevaluate the position. Sandy Prunty, Chanda Anderson, Kris Larson, Megan Lang, David Krumplitsch, Marlo Ambas, David Sparr and Rob Kleman agreed to serve. X - IDENTIFICATION OF AGENDA ITEMS FOR THE NOVEMBER 17, 2015 MEETING Mr. Ratchman stated that Tim Moore with Accu-Com was willing to organize the installation of security cameras throughout the downtown and help secure funding. Mr. Ratchman added that Mr. Moore would be willing to give more information at next month’s meeting. Mr. Sparr added he would like to revisit the bike sharing program. XI – ADJOURNMENT There being no further business, James Evans moved for the meeting to be adjourned at 8:55am. Chanda Anderson seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner