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HomeMy WebLinkAbout04-16-2019 Minutes DOWNTOWN OSHKOSH BID BOARD MINUTES CiIY4 DaOWf1K OOwn April 16, 2019 Oshkosh &appenin�Now OSH PRESENT: Megan Lang, Kris Larson, Sandy Prunty,Jim Stapel, David Sparr, Chanda Anderson, Benjamin Rennert, Kay Bahr, Andy Ratchman, David Krumplitsch, James Evans, Aaron Armstrong, Carrie Olson,Jill Anderson EXCUSED: Marlo Ambas, BID Manager Cassie Daniels STAFF: Jeffrey Nau-Associate Planner OTHERS: Lieutenant Matt Kroening-Oshkosh Police Department, Darryn Burich- Director of Planning Services,Jim Collins-Transportation Director I - CALL TO ORDER Chair Lang called the meeting to order at 8:02 a.m. and a quorum was declared present. II -INTRODUCE NEW BOARD MEMBERS Chair Lang introduced new board member Aaron Armstrong and alternate board members Carrie Olson&Jill Anderson to the board. III-APPROVE MINUTES OF MARCH 19,2019 MEETING There was no discussion on this item. Jim Stapel motioned to approve the minutes of the March 19, 2019 meeting as presented. Kris Larson seconded the motion which passed unanimously. IV-POLICING/TRAFFIC/PARKING ENFORCEMENT ISSUES/DOWNTOWN SECURITY CAMERA INVENTORY UPDATE Lieutenant Matt Kroening reported there were several incidents resulting from last Saturday's pub crawl including: • 81 citations • 7 traffic citations • 10WI • 5 arrests Lieutenant Kroening distributed a downtown security camera inventory to the board members and noted the 500 Block properties did not print and the Transit Center also has cameras. He said the cameras are in various conditions, working/not working. Doorbell-style cameras are becoming more popular and offer wider-angle images. He stated a problem with the cameras is the difficulty accessing the data, especially after hours or if the building or business owner is the only one able to retrieve the video. Ms. Lang said the idea for creating an inventory came about when there were issues at Opera House Square several years ago. It was thought that the BID could pursue installation of DOWNTOWN OSHKOSH BID BOARD MINUTES cit©v DOWn�TOWA April 16, 2019 'Oshkosh µappenin9 Now additional cameras at areas with little or no coverage. Lieutenant Kroening responded that he does not see a huge need for additional cameras right now and added there are also cameras on the Main Street and Oregon Street Bridges providing coverage. V-APPROVE RETENTION FUND GRANT IN THE AMOUNT OF$1,000.00 FOR TARA RUDY PHOTOGRAPHY,217 N. MAIN STREET Ms. Lang shared background information provided by BID Manager Daniels. The grant request is for$1,000.00 for signage installed by the applicant. The applicant is eligible for the full grant amount based on the 50% cost share with a maximum grant of$1,000.00. There was no further discussion on this item. Chanda Anderson motioned for approval of the Retention Fund Grant in the amount of $1,000.00 for Tara Rudy Photography. Andy Ratchman seconded the motion which passed unanimously. VI-APPROVE APRIL,2019 MONTHLY FINANCIAL REPORT/TRANSFER(S) FROM RESERVES Chair Lang referred to the Board the April Financial Report include it the BID packet and asked if there were any questions or comments. There was no response from the Board. Sandy Prunty motioned for approval of the April,2019 Financial Report as presented. Kris Larson seconded the motion which passed unanimously. VII-DISCUSSION ON THE UTILIZATION OF PUBLIC DUMPSTER ENCLOSURES/PLACEMENT OF DUMPSTERS ON PUBLIC PROPERTY Transportation Director Jim Collins provided background information on the historic use of public dumpster enclosures located within the downtown parking lots. He said there is currently no policy in place and the City Attorney's Office and Planning Services Division is recommending guidelines be established. Jim Stapel commented he was approached by Fire Escape about sharing dumpsters,however, the dumpsters he rents are at capacity. He added that there is room for additional dumpsters in the 400 Block West enclosure. Lastly, Mr. Stapel said the situation was better when the city collected commercial trash. Ms. Lang stated she has wanted some kind of policy years ago. Kris Larson asked who built the enclosures. Mr. Burich replied the city had most of the constructed as part of parking lot reconstruction. He added the BID has provided financial assistance as well. DOWNTOWN OSHKOSH BID BOARD MINUTES CiIY4 DaOWf1K OOwn April 16, 2019 Oshkosh OSH 90'M R9 Now Ms. Lang stated she has also had an issue with having city trash collection for residential units on Friday because it looks bad visually for weekend events. Mr. Burich asked the Board if the city needs to get more involved and agreed there should be some kind of policy in place. Mr. Rennert suggested the city could set up zones assigning businesses to specific enclosures. Ms. Lang concurred and added that it would be nice to require residential bins be placed in enclosures as well. Ms. Lang agreed there should be a policy to address other issues such as graffiti cleanup and dealing with random trash such as couches and mattresses. Mr. Stapel suggested the BID could contract for trash collection for the businesses and residents within the BID. He said it would probably be less expensive and he envisions it may be difficult to get buy-in from those affected. Ms. Anderson stated that residential tenants are probably unsure if they are supposed to be using the dumpsters and enclosures. Ms. Prunty said there should be some educational outreach to inform downtown tenants what the rules are. VIII-BEAUTIFICATION UPDATE AND DISCUSSION Ms. Lang reported the flower pots are scheduled for planting before Memorial Day, weather- permitting. Ms. Lang said Ms. Daniels, Mr. Nau and herself met with City Forester Bill Sturm about planting a permanent evergreen tree at Opera House Square for the holidays. Mr. Sturm was receptive to the idea and will report back with possible costs. Mr. Sturm also was receptive to allow the BID to install year-round lighting on the trees around the Square subject to some guidelines. Ms. Lang said she and Ms. Daniels are working on a grant to help finance some of the BID's beatification efforts. Ms. Lang lastly reported the Beautification Committee approved the design for the summer banners. IX- SOCIAL MEDIA UPDATE/APPROVE PROPOSAL FOR SOCIAL MEDIA MANAGEMENT Ms. Lang asked Ms. Anderson to provide a synapsis of the request for proposals. Ms. Anderson provided information on the two proposals received from Thrive Media and Harrison& Co. Creative. She said both were very similar,however, Thrive Media's proposal was slightly less and offered more services. Ms. Lang asked the Board to revisit this item to allow time to get specifics on the contract. X-OSHKOSH INTO THE NIGHT EVENT DISCUSSION (ANDERSON Ms. Anderson provided background information on the proposed events taking place on May 23rd and September 261h at Opera House Square. She stated the events have been approved by DOWNTOWN OSHKOSH BID BOARD MINUTES CiIY4 DaOWf1K OOwn April 16, 2019 Oshkosh �Pp�J2nin�A}Oul OSH the Common Council and she is continuing to work on obtaining sponsors,vendors and entertainment. Ms. Lang asked what kind of involvement would she like from the BID. Ms. Anderson replied she would like start-up funding to pay for ambient lighting and performers. Ms. Lang stated that she recommends helping only if the events are in the downtown. Ms. Anderson said she is still seeking a$6,000.00 primary sponsor and several minor sponsors Ms. Anderson said the intent was for Propel Oshkosh to run the event but has since backed out. Propel will assist with the May event and go from there. Discussion followed on the type(s) of ambient lighting that would be used and which body would take over ownership of the lighting after the events. Ms. Prunty asked how many vendors she has hoping to have. Ms. Anderson replied she has ten committed but is hoping for at least fifty. Mr. Rennert asked if the events were confined to Opera House Square. Ms. Anderson replied Market Street will be closed for the first event and High Avenue may be closed for the second event as well. Mr. Larson commented she has confidence Ms. Anderson can make the event work,but there are a lot of unanswered questions and would have a hard time supporting a$6,000.00 sponsorship considering the first event is a little over a month away. Mr. Armstrong asked what the sponsors received for their contribution. Ms. Anderson referenced the sponsorship package included in the monthly packet. Ms. Lang asked how much the event needs to secure the May event. Ms. Anderson responded $3,000.00 would secure the event. Ms. Olson stated she is leery about spending$3,000.00 on an unproven event. Mr. Rennert concurred. Sandy Prunty suggested the BID provide a$1,000.00 sponsorship. Ms. Anderson responded that any contribution will help. Mr. Stapel suggested the BID could provide a$1,500.00 sponsorship for the first event and reevaluate sponsoring the second event based on the success of the May event. Mr. Larson said he fears setting a precedent by supporting an unknown event organized by a BID Board Member,especially with all of the unknowns. Mr. Sparr commented that the BID has historically provided "seed" money for new events then cut back support once established. He added he appreciated all of the work that has already been done. Mr. Rennert likes that the event will be held downtown but agrees with concerns expressed by Mr. Larson. Jim Stapel motioned to approve$1,500.00 from the Reserve Fund towards the May, 2019 Oshkosh Into the Night event and potential$1,500.00 for the September, 2019 Into the Night Event upon reevaluation. Kris Larson seconded the motion which passed 8-5 (nays-Larson, Olson, Prunty,Armstrong, Rennert). Ms. Lang asked if the May 23rd date is set in stone. Ms. Anderson replied yes, she has both dates approved by Council and commitments from entertainers and vendors. DOWNTOWN OSHKOSH BID BOARD MINUTES CiIY4 DaOWf1K OOwn April 16, 2019 Oshkosh {}pp�52nin�IVOW OSH IX- SOCIAL MEDIA UPDATE/APPROVE PROPOSAL FOR SOCIAL MEDIA MANAGEMENT (CONTINUED) Ms. Lang reported she received an email from BID Manager Daniels. Ms. Daniels stated the contract amount for Thrive Media is for$4,800.00 for May through December 2019. She added there is a 10% discount if the amount is paid in full which lowers the amount to$4,320.00. Ms. Lang said she was not comfortable paying the full amount considering they have no track record. Mr. Armstrong asked what the proposal includes. Ms. Anderson went over the highlights from the proposal. Mr. Stapel asked if this has been budgeted for. Ms. Lang responded this was included in the 2019 Advertising Budget. Mr. Larson suggested the BID should pay in two installments while still receiving the 10% discount. Kris Larson motioned to approve the Social Media Contract with Thrive Media for$4,800 to be paid in two installments qualifying for a 10% discount equating to two payments of$2,160.00. James Evans seconded the motion which passed unanimously. XII-BID MANAGER AND BID COMMITTEE REPORTS Chair Lang referred to the BID Manager's report included in the BID packet for a summary of her activities over the past month. XII-OTHER BUSINESS Nothing was discussed. XIII-IDENTIFICATION OF AGENDA ITEMS FOR THE MAY 21,2019 MEETING • Oshkosh Into the Night Update • City Trash Enclosure Policy • Security Camera Inventory Update • 41h of July Event (Larson) XIV-ADJOURNMENT With there being no further business, Kris Larson moved for the meeting to be adjourned at 9:30 a.m. Jim Stapel seconded the motion which passed unanimously. Respectfully Submitted, Jeffrey Nau Associate Planner Planning Services Division