REVISED

Meeting of the Joint Organization Committee

Wednesday, January 8, 2020 – 8:30 am
601 12th Street, Second Floor Conference Room
Agenda

1. Call to order

2. Public comment and announcements

3. Approval of the minutes of the December 2, 2019 meeting Action Item

4. Year-end financial report

5. Review and recommendation to the Joint Boards of Directors to approve the

2020 proposed budgets Action Item

6. Other

7. Facilitated Strategic Planning Session (9:30 am – 1 pm)

8. Next Meeting Date: Not Yet Scheduled

9. Adjournment

BROWN ACT:
Government Code 54950 (The Brown Act) requires that a brief description of each item to be transacted or discussed
be posted at least 72 hours prior to a regular meeting. The Corporation posts agendas with the City at 1 Frank H.
Ogawa Plaza, #101. Action may not be taken on items not posted on the agenda. Copies of the agenda are available
from the Downtown Oakland Association at 388 19th Street, Oakland, CA 94612. Meeting facilities are accessible to
persons with disabilities. If you require special assistance to participate in the meeting, notify our office at 510 238-1122
at least 48 hours prior to the meeting.
DOWNTOWN OAKLAND ASSOCIATION

388 19th Street   Oakland, California 94612

Phone 510.238.1122   Fax 510.452.4530   info@downtownoakland.org   www.downtownoakland.org
 Joint Organization Committee Meeting
December 2, 2019 - 10:00 a.m.
The CBD Office – 388 19th Street

Present: Deborah Boyer, Michelle Lane (via phone), Tanicia Jackson(via phone), Kim
Bardakian, Laurie Berberich(via phone), Ruth Simon
Absent: Mike Guerra, Jamie Choy
Staff: Steve Snider, Andrew Jones, Victoria Decker, Tamiko Garner, Mauton Akran
General Counsel: Daniel Schacht

Discussions held and decisions made by the Joint Organization Committee

Subject Discussion Action
Call to order The meeting was called to order at 10:03a.m.
Staff Presentation on Staff presented the OVM 2019 goals to the
2019 vendor goals(OVM committee.
and BBB)
Approval of the minutes The minutes of April 22, 2019 meeting were Deborah moved, and
of the April 22, 2019 presented to the committee for review. Samantha Stires
meeting seconded the motion
to approve the
minutes of the April
22, 2019 meeting as
presented. The
motion was approved
unanimously. Ruth
Simon and Laurie
Berberich abstained.
Year End Financial Tori presented budget worksheets for each district
Review for November 2019 that will be presented to the
Joint Boards on December 4, 2019.

Both districts have received less than budgeted

assessment collection in 2019.

Recommendation to the Tori presented the 2020 proposed budgets for Michelle Lane moved,
Board of Directors to both districts for review and approval at the Joint and Laurie Berberich
approve the 2020 Boards of Directors meeting on December 4, 2019. seconded the motion
preliminary operating to approve the DOA
budget The plan is to keep the expenses flat for the 2020 preliminary operating
• DOA budget year. budget as presented.
• LMUDA The motion was
There is a proposed 3% increase to the overall 2020 approved
OVM contract, as included in the proposal, that is unanimously.
subject to change. Kim Bardakian moved,
and Ruth Simon
The Marketing and Communications line item will seconded the motion
increase in order to have the LMUDA budget match to approve the LMUDA
the DOA budget. preliminary operating

388 19th Street   Oakland, California 94612

DOA Phone 510.238.1122   LMUDA Phone 510.452.4529   Fax 510.452.4530
info@downtownoakland.org   www.downtownoakland.org
info@lakemerritt-uptown.org   www.lakemerritt-uptown.org 2
 budget as presented.
Final budget will be presented to the Joint ORG The motion was
Committee at the meeting on January 8, 2020. approved
unanimously.

Discussion and approval The B Shuttle Sponsorship is $18,000 per year per Deborah moved, and
of the fulfillment of 2018 district. The combined ask is $32,300 for DOA and Kim Bardakian
and 2019 B Shuttle $25,294 for LMUDA, which would fulfill both 2018 seconded the motion
Sponsorship and 2019 sponsorships. Payments of these amount to approve the
to come from 2019 expense category underspend. fulfillment of 2018 and
2019 B Shuttle
Sponsorship as
presented. The
motion was approved
unanimously.
Adjournment into Executive Session – 10:45am
Discussion of additional The following additional compensation amounts Tanicia moved and
personnel compensation were recommended for approval, to be split 50/50 Laurie seconded the
between DOA and LMUDA: motion to approve the
recommendation to
OVM - $55,491.00 award DOA and
Albert Burruss - $8,000.00 LMUDA the proposed
Joe Sayparatha - $1,500.00 year-end
Ambassadors: $6,150.00 compensation for final
Board approval. The
motion was approved
unanimously.

Other There was discussion of including a 2020 strategy

planning session at next committee meeting
January 8, 2020
Adjournment from Executive Session – 11:00am
Next Meeting Date January 8, 2020
Adjournment The meeting was adjourned at 11:01a.m.

Minutes taken by: Tamiko M. Garner, Marketing and Administrative Coordinator

3
Downtown Oakland Association
YTD Cash Summary- December 2019

Perm/Temp Variance Comments

Cash Available YTD Actual YTD Budget YTD Variance (For variance amounts of 10% and $10K)
Assessment Income $1,883,702.01 $1,899,066.00 ($15,363.99) Unfavorable PV - 2019 disbursements less than budgeted.
Awaiting delinquency report from the City to determine
which properties did not pay. Additionally, due to a
P.U.M.A. database error, a LMUDA property was
inadvertently assessed by both DOA and LMUDA - a
reimbursement in the amount of $4,731.66 was issued,
further reducing the 2019 assessment collection.
Less Reserve $57,000.00 $57,000.00 $0.00 Reserve reflects 3% of budgeted assessment collection.

Less Payments Made From Reserve $872.50 $0.00 $872.50 Includes loan origination fees and interest.

Total Cash Available $1,826,702.01 $1,842,066.00 ($15,363.99) See comment above

Expenses
Marketing and Branding $143,897.00 $143,897.00 $0.00

Administrative (ORG) $355,144.00 $355,144.00 $0.00

Clean and Safe $1,343,025.00 $1,343,025.00 $0.00

Total Expenses $1,842,066.00 $1,842,066.00 $0.00 See comments above and expense detail attached.
Fully expended 2019 operating budget - undercollection
covered by budgeted Reserve.
Cash Remaining -$15,363.99 $0.00 ($15,363.99)

Current Current
District Profit to
Contract Amount Notes
Date
Non-Assessment Funds - Contracted Services Amount Invoiced
1111 Broadway $118,572.33 $90,608.57 $3,416.51

Clorox $180,949.94 $167,768.77 $8,976.24

EBALDC $39,266.86 $35,615.56 $2,338.26 Dedicated PT Ambassador.

Total Available Non-Assessment Funds as of 12/31/19 $97,592.57
*PV = Permanent Variance for the year.
*TV = Temporary Variance due to timing.

4
 10:27 AM Downtown Oakland Association
9/28/19
Cash Basis December 2019 Expenses

DOA YTD Variance Report - December 2019

*PV = Permanent Variance for the year.
*TV = Temporary Variance due to timing.
Curr. Actual Curr.Bud. Curr. Var. % Var. Permanent Variance Comments Temporary Variance Comments

Operating Expenses Variance - 10% and $10,000 - Summary Line Items

Marketing and Economic

Enhancements
Marketing and Branding
Marketing & Communications 40,000.00 40,000.00 0.00 100%

Digital Media Coordinator 40,897.00 40,897.00 0.00 100%

Public Space Programming 63,000.00 63,000.00 0.00 100%
Total Marketing and Branding 143,897.00 143,897.00 0.00 0%
Administrative Expenses
Accounting Expenses 3,383.75 3,500.00 -116.25 97%
Computer Service & Support 3,000.00 3,000.00 0.00 100%
Consulting & Legal Expenses 1,500.00 1,500.00 0.00 100%
Fees & Permits 959.90 2,000.00 -1,040.10 48%
Insurance
Directors & Officers 1,429.00 1,430.00 -1.00 100%
General Liability 5,612.01 5,615.00 -2.99 100%

Misc. 4,500.00 4,500.00 0.00 100%

Rent 71,999.18 72,000.00 -0.82 100%
Office Furniture & Equipment 7,805.11 7,500.00 305.11 104%

Postage, Shipping & Delivery 336.81 300.00 36.81 112%

Printing & Copying 3,174.11 3,150.00 24.11 101%

Supplies 3,000.00 3,000.00 0.00 100%
Telephone & Telecommunications 2,655.07 2,500.00 155.07 106%
Annual Stakeholder Event 6,000.00 6,000.00 0.00 100%
Staff Personnel 233,854.00 233,854.00 0.00 100%
Training & Prof. Develop. 5,935.06 5,298.00 637.06 112%

Total Marketing and Administrative 499,041.00 499,044.00 0.00 0%

Expenses
Clean and Safe Enhancements
Clean and Safe 1,114,556.00 1,114,556.00 0.00 100%

Misc. 5,500.00 5,500.00 0.00 100%

Program Director 77,275.00 77,275.00 0.00 100%
Program Coordinator 42,176.88 42,176.00 0.88 100%
PROW Maintenance 103,517.12 103,518.00 -0.88 100%

Total Clean and Safe 1,343,025.00 1,343,025.00 0.00 0%

TOTAL EXPENSE 1,842,066.00 1,842,069.00 0.00 0%

5
 DOA 2020 Budget Worksheet

2019 2019 2019 2020

Anticipated Proposed
YTD Actual Budget Notes
Over/Underspend Budget

Income

Assessment Revenue (97% collection) 1,883,702.01 1,899,066.00 -15,363.99 1,972,188.00

Interest 750.00 New income category to
account for interest earned on
assessmenrt income.
(Reserve) -41,636.01 -57,000.00 15,363.99 49,305.00
Total Assessment Revenue $1,842,066.00 $1,842,066.00 $ 0.00 $ 1,922,883.00
Total Income $1,842,066.00 $1,842,066.00 $ 0.00 $ 1,922,883.00
Expenses
Clean and Safe Enhancements
Clean and Safe 1,114,556.00 1,114,556.00 0.00 1,147,265.00 Includes estimated cost to
provide ambassadors with
more comprehensive health
insurance per BBB proposal.

Misc. 5,500.00 5,500.00 0.00 5,000.00

Program Coordinator 42,176.88 42,176.00 -0.88 43,469.00 Includes allowable 3%
increase to overall contract.

Program Director 77,275.00 77,275.00 0.00 79,812.00 Includes allowable 3%

increase to overall contract.

PROW Maintenance 103,517.12 103,518.00 0.88 146,106.00

Total Clean and Safe Enhancements $1,343,025.00 $1,343,025.00 $ 0.00 $ 1,421,652.00
Marketing and Economic Enhance.
Accounting Expenses 3,383.75 3,500.00 116.25 3,500.00
Annual Stakeholder Event 6,000.00 6,000.00 0.00 6,000.00
Computer Service & Support 3,000.00 3,000.00 0.00 3,000.00
Consulting and Legal Expenses 1,500.00 1,500.00 0.00 1,500.00
Digital Media Coordinator 40,897.00 40,894.00 -3.00 41,200.00 Includes allowable 3%
increase to overall contract.

Fees & Permits 959.90 2,000.00 1,040.10 2,000.00

Insurance 0.00 0.00
Directors & Officers 1,429.00 1,430.00 1.00 750.00

General Liability 5,612.01 5,615.00 2.99 4,000.00

Marketing and Communications 40,000.00 40,000.00 0.00 40,000.00

Misc 4,500.00 4,500.00 0.00 3,000.00
Office furniture & equipment 7,805.11 7,500.00 -305.11 7,500.00
Postage, shipping, delivery 336.81 300.00 -36.81 400.00
Printing & copying 3,174.11 3,150.00 -24.11 3,000.00
Public Space Programming 63,000.00 63,000.00 0.00 61,000.00
Rent 71,999.18 72,000.00 0.82 70,000.00 Allocation based on
anticipated need - assumes
additional charges for
potential access agreeement.

Staff Personnel 233,854.00 233,854.00 0.00 241,131.00 Includes allowable 3%

increase to overall contract.

Supplies 3,000.00 3,000.00 0.00 2,500.00

Telephone & telecommunications 2,655.07 2,500.00 -155.07 2,750.00
Staff and Board Development 5,935.06 5,298.00 -637.06 8,000.00 Line item name and budget
updated to include board
development efforts in 2020.

Total Marketing and Economic $ 499,041.00 $ 499,041.00 $ 0.00 $ 501,231.00

Enhancements
Total Expenses $1,842,066.00 $1,842,066.00 $ 0.00 $ 1,922,883.00

$ -

6
Lake Merritt Uptown District Association
YTD Cash Summary- December 2019

Perm/Temp Variance Comments

Cash Available YTD Actual YTD Budget YTD Variance (For variance amounts of 10% and $10K)
Assessment Income $1,424,404.50 $1,465,541.00 ($41,136.50) Unfavorable PV - all 2019 disbursements were less than
budgeted. The majority of this shortfall, $35,469.50, is due
to the non-payment of the manually billed assessments for
the properties known as the Uptown Apartments (Update:
payment for FY 18-19 has been received by the City and
will be disbursed to the district in January).

Less Reserve $42,000.00 $42,000.00 $0.00 Reserve reflects 3% of budgeted assessment collection.

Less Payments From Reserve $863.50 $0.00 $863.50 Includes loan origination fees and interest and payment
made from Reserve

Total Cash Available $1,382,404.50 $1,423,541.00 ($41,136.50) See comment above

Expenses
Marketing and Branding $96,281.66 $88,482.00 ($7,799.66) Unfavorable PV - includes payments made to Ivy Hill
Entertainment for the AMP Oakland initiative and a
strategic database update that allowed us to obtain
contact information for all businesses in the district.
Administrative (ORG) $335,047.34 $342,847.00 $7,799.66 Favorable PV offsets Unfavorable PV in Marketing and
Branding category (categories combined in Variance
Report).
Clean and Safe $992,212.00 $992,212.00 $0.00

Total Expenses $1,423,541.00 $1,423,541.00 $0.00 See comments above and expense detail attached.
Fully expended 2019 operating budget - undercollection
Cash Remaining -$41,136.50 $0.00 ($41,136.50) covered by budgeted Reserve.

Total Available Non-Assessment Funds as of 12/31/19 $55,351.81

* PV = Permanent Variance for the year.
* TV = Temporary Variance due to timing.

7
10:27 AM Lake Merritt-Uptown District Association
09/28/19
Cash Basis December 2019 Expenses

LMUDA YTD Variance Report - December, 2019

* PV = Permanent Variance for the year.
* TV = Temporary Variance due to timing.
Curr. Actual Curr.Bud. Curr. Var. % Var. Permanent Variance Comments Temporary Variance Comments
Operating Expenses Variance - 10% and $10,000 - Summary Line Items
Marketing and Economic
Enhancements
Marketing and Branding
Marketing & Communications 16,275.34 12,500.00 -3,775.34 130%

Digital Media Coordinator 40,882.00 40,882.00 0.00 100%

Public Space Programming 39,124.32 35,100.00 -4,024.32 111%

Total Marketing and Branding 96,281.66 88,482.00 -7,799.66 -9%

Administrative Expenses
Accounting Expenses 3,383.75 3,500.00 116.25 97%
Computer Service & Support 264.68 1,500.00 1,235.32 18%
Consulting & Legal Expenses 90.35 1,000.00 909.65 9%
Fees & Permits 1,451.91 2,000.00 548.09 73%
Insurance
Directors & Officers 423.00 1,430.00 1,007.00 30%
General Liability 5,347.00 6,005.00 658.00
89%

Misc. 3,305.25 3,000.00 -305.25 110%

Rent 62,556.43 72,000.00 9,443.57 87%

Office Furniture & Equipment 9,194.23 4,335.00 -4,859.23 212%

Postage, Shipping & Delivery 221.88 300.00 78.12 74%
Printing & Copying 2,976.86 3,000.00 23.14 99%
Supplies 1,943.08 3,000.00 1,056.92 65%
Telephone & Telecommunications 2,878.99 2,000.00 -878.99 144%
Annual Stakeholder Event 5,000.00 5,000.00 0.00 100%
Staff Personnel 229,777.00 229,777.00 0.00 100%
Training & Prof. Develop. 6,232.93 5,000.00 -1,232.93 125%

Total Marketing and 431,329.00 431,329.00 -0.00 0%

Administrative Expenses
Clean and Safe Enhancements

Clean and Safe 840,805.00 840,805.00 0.00 100%

Misc. 5,788.00 5,788.00 0.00 100%

Program Director 31,818.00 31,818.00 0.00 100%
Program Coordinator 58,289.00 58,289.00 0.00 100%
PROW Maintenance 55,512.00 55,512.00 0.00 100%
Total Clean and Safe 992,212.00 992,212.00 0.00 0%
TOTAL EXPENSE 1,423,541.00 1,423,541.00 0.00 0%

8
 LMUDA 2020 Budget Worksheet

2019 2019 2019 2020

Anticipated Proposed
Actual Budget Notes
Over/Underspend Budget

Income
Assessment Revenue (97% collection) 1,424,404.50 1,465,541.00 -41,136.50 1,555,481.00
Interest 41,136.50 500.00 New income category to
account for interest earned on
assessmenrt income.
(Reserve) -792.80 -42,000.00 0.00 -38,887.00
Total Assessment Revenue $1,423,611.70 $1,423,541.00 $ 0.00 $1,517,094.00
Total Income $1,423,611.70 $1,423,541.00 $ 0.00 $1,517,094.00
Expenses
Clean and Safe Enhancements
Clean and Safe 840,805.00 840,805.00 0.00 865,480.00 Includes estimated cost to
provide ambassadors with
more comprehensive health
insurance per BBB proposal.

Misc. 5,788.00 5,788.00 0.00 3,083.00

Program Coordinator 31,818.00 31,818.00 0.00 32,793.00 Includes allowable 3% increase
to overall contract.

Program Director 58,289.00 58,289.00 0.00 60,213.00 Includes allowable 3% increase

to overall contract.

PROW Maintenance 55,512.00 55,512.00 0.00 60,805.00

Total Clean and Safe Enhancements $ 992,212.00 $ 992,212.00 $ 0.00 $1,022,374.00
Marketing and Economic Enhance.
Accounting Expenses 3,383.75 3,500.00 116.25 3,500.00
Annual Stakeholder Event 5,000.00 5,000.00 0.00 6,000.00
Computer Service & Support 264.68 1,500.00 1,235.32 1,500.00
Consulting & Legal Expenses 90.35 1,000.00 909.65 1,000.00
Digital Media Coordinator 40,882.00 40,882.00 0.00 41,200.00 Includes allowable 3% increase
to overall contract.
Fees & Permits 1,451.91 2,000.00 548.09 2,000.00
Insurance
Directors & Officers 423.00 1,430.00 1,007.00 600.00 No increase for 2020.

General Liability 5,347.00 6,005.00 658.00 5,107.00 No increase for 2020.

Marketing and Communications 16,275.34 12,500.00 -3,775.34 40,000.00 Allocation based on anticipated
need.
Misc 3,305.25 3,000.00 -305.25 3,000.00
Office furniture & equipment 9,194.23 4,335.00 -4,859.23 5,500.00
Postage, shipping, delivery 221.88 300.00 78.12 350.00
Printing & copying 2,976.86 3,000.00 23.14 3,000.00
Public Space Programming 39,124.32 35,100.00 -4,024.32 61,000.00 Allocation based on anticipated
need.
Rent 62,556.43 72,000.00 9,443.57 70,000.00 Allocation based on anticipated
need - assumes additional
charges for potential access
agreeement.

Staff Personnel 229,777.00 229,777.00 0.00 236,963.00 Includes allowable 3% increase

to overall contract.

Supplies 1,943.08 3,000.00 1,056.92 3,000.00

Telephone & telecommunications 2,878.99 2,000.00 -878.99 3,000.00
Staff and Board Development 6,232.93 5,000.00 -1,232.93 8,000.00 Line item name and budget
updated to include board
development efforts in 2020.

Total Marketing and Economic $ 431,329.00 $ 431,329.00 $ 0.00 $ 494,720.00

Enhancements
Total Expenses $1,423,541.00 $1,423,541.00 $ 0.00 $1,517,094.00

$ -