Friday, September 6, 2024
BID Annual Reporting
The Business Development Division of the City of Oakland Economic and Workforce Development Department asks that you submit an Annual Report for the previous Calendar Year 2023 (CY23) - Jan 1, 2023 – Dec 31, 2023, and current
Calendar Year (CY24). The information you submit via the following Annual Report will serve to summarize your BID’s programs and impacts for CY23, provide transparency
regarding your organization’s sources and use of funds, and inform the City about updates to your Board and management team. The data you submit will also be used to generate aggregated information about the activities and impacts of our Business Improvement Districts in Oakland.
BID Name
Montclair Village Association
General Information & District Composition
Are you a Property-based BID or
Business-based BID?
Business-Based BID
Create your own automated PDFs with Jotform PDF Editor- It’s free 1 Exhibit A
Number of Full Time Equivalent paid staff members employed by your BID? (Including in- house and contracted) Please do not double-count staff members in multiple of the following categories.
Number of FTE
General/Admin Staff
.75
Cleaning Ambassadors/workers
.25
Public Safety Officers/Security
Ambassadors
.25
Hospitality/Business Outreach
Ambassadors
.1
Other Seasonal/Part-time staff
.2
Volunteers (not counting your board
members)
5 How many businesses in your BID? 220
Approximately how many residents in
your BID?
1000
Approximately how many occupied
storefronts in your district?
100
Approximately how many vacant
storefronts in your district?
2 Cleaning
Does your BID provide any
supplemental cleaning services?(If
you are unsure which services qualify
as supplemental cleaning, check "yes"
to view the list.)
Yes
Is there a workforce development
component to the hiring and/or
training ofyour cleaning staff? (either
in-house or with a partner
organization)
Peralta Services
What types of work is done by your
cleaning staff? Sidewalk sweeping and clearing gutters
Power Washing Graffiti removal - public property
Graffiti removal - private property
Gum, sticker and Flyer Removal
Street furniture and trashcan maintenance and
sanitization
Create your own automated PDFs with Jotform PDF Editor- It’s free 2 Landscaping services and plant watering
Event-related Waste/recycling/compost
sorting/collection
Illegal dumping removal
Cleaning Outputs & Operations
Yearly Cleaning outputs for Calendar Year 2023 by your BID: (total per year, NOT per week or month)
Number per year
Number of incidents of graffiti removed
75 Number of bags of trash collected
110
Pounds of trash collected (if you measure
trash in pounds not bags)
.0
Number of Incidents of illegal dumping
removed
25 Number of 311 requests made
50 Number of hours of pressure washing
10 Number of stickers/posters removed
50 Which usernames, emails do you
make 311 requests from? (please
specify as many as you can)
Daniel Swafford [email protected]
Number of days per week cleaning
services are provided (1-7 days/wk)
2 Number of hours per week of cleaning
services provided? (eg 40 hours, 120
hrs, etc)
12 Safety Services
Does your BID provide any
supplemental safety services?(If you
are unsure which services qualify as
supplemental safety/hospitality,
check "yes" to view the list.)
Yes
Is there a workforce development
component to the hiring and/or
training of your safety staff? (either
in-house or with a partner
organization)
No
Create your own automated PDFs with Jotform PDF Editor- It’s free 3 What types of work is done by your
safety staff? Installing security cameras
Monitoring security cameras
Crime prevention workshops
Street patrol/ambassadors Coordination with OPD
Hotline for visitors, merchants, residents to call to
request immediate assistance
Walking safety escorts
Safety Outputs & Operations
Yearly Safety outputs for Calendar Year 2023 by your BID: (total per year, NOT per week or month)
Number
Number of annual non-patrol hours
dedicated by BID administrative staff and
safety ambassadors/patrol to public safety
program in 2023
300
Number of annual patrol hours dedicated
by public safety officers/ safety
ambassadors hired by the BID to public
safety program in 2023
605
Number of merchant checks
400
Number of 911 calls made by the BID
10 Number of non-emergency calls made by
the BID
40 Number of security cameras installed by or
in coordination with the BID as of Dec. 31,
2023
62 Number of incidents for which camera
footage was provided to
OPD/merchants/insurance companies in
2023
50 Number of incidents for which camera
footage was provided to
OPD/merchants/insurance companies
prior to January 1, 2023 (if known)
300
Do you provide Safety patrol services
throughout the year or just during the
holidays/as needed?
Throughout the year
Regular schedule for Safety Patrol
services Day of the Week Start Time End Time
Monday
Create your own automated PDFs with Jotform PDF Editor- It’s free 4 Day of the Week Start Time End Time
Tuesday
Wednesday
Thursday
Friday
Saturday
Sunday
Estimated number of security
cameras to be installed by or in
coordination with the BID in the
District in 2024
0 Does your BID provide any
supplemental
streetscape/beautification services?
(If you are unsure which services
qualify as supplemental
streetscape/beautification, check
"yes" to view the list.)
Yes
What types of
streetscape/beautification work is
done by your BID? (including
contracted and in house work)
Install/maintain planters and/or hanging baskets
Maintain tree wells
Install / mantain banners on street/light poles
Install pedestrian-oriented lighting (including stand-alone light poles and lights on private buildings that illuminate the public right of way)
Install/maintain public plazas
Install/maintain public art pieces
Streetscape/Beautification Outputs & Operations
Streetscape/Beautification outputs for Calendar Year 2023 by your BID:
Number
Number of planters and/or hanging
baskets installed and maintained
32 Number of tree wells maintained
80 Number of banners on street/light poles
installed/mantained
49 Create your own automated PDFs with Jotform PDF Editor- It’s free 5 Number
Number of pedestrian-oriented lighting
elements (including stand-alone light
poles and lights on private buildings that
illuminate the public right of way) installed
9 Number of Big Belly trashcans Installed
and maintained
0 Number of public plazas
installed/maintained
1 Number of public art pieces
installed/maintained
42 Does your BID provide any
supplemental Marketing, Events and
Communications services?(If you are
unsure which services qualify as
supplemental marketing, events and
communications services, check "yes"
to view the list.)
Yes
What types of marketing and
communications work is done by your
BID? (including contracted and in
house work)
Print news advertising (e.g. EBX, East Bay times,)
Digital advertising (e.g. Oaklandside, Google, etc)
Social media advertising ( eg. promoted posts and/or
Facebook, Instagram ads campaigns, partnering with
influencers)
Social media posts (non-promoted)
Physical advertising (billboards, bus shelters, BART
stations, etc)
Direct mailings Flyers & posters
Email newsletters Publish press releases
What types of Events and District
Promotions work is done by your BID?
(including contracted and in house
work)
Produce BID events
Sponsor/in-kind support to events produced by
businesses and non-BID entities in the District
Maintain Event calendar on BID website
Input (non-BID) events in District onto BID/Visit Oakland event calendar
Produce District Guides/maps (including digital or
printed)
Create your own automated PDFs with Jotform PDF Editor- It’s free 6 What types of social media platforms
does your BID actively use? Facebook Instagram Next Door For each of the following platforms you actively use, how many subscribers/followers do you have?
Number of
subscribers/follower
s as of Dec 31, 2023
Number of
posts/emails sent in
2023
Total Reach/opens
in 2023
Total
engagement/clicks
in 2023
Email Distribution
List
3528
65 60295
3424
Facebook
3400
160
125000
3400
Instagram
2200
63 22700
5900
Twitter
0 0
0 0
Tiktok
0 0
0 0
WhatsApp
0 0
0 0
YouTube
0 0
0 Average open rate for Emails in 2023:52
Events and District Promotions Outputs & Operations
Events and District Promotions outputs for Calendar Year 2023 by your BID:
Number
Number of events produced by the BID
6 Number of non-BID events in the District
sponsored by BID or in-kind support
provided by BID
10 Amount ($$) of Event sponsorship
provided in 2023
5000
Number of attendees to events produced
by or sponsored/supported by the BID
(best estimate):
15000
Business Support
Does your BID provide any
supplemental Business Support
services?(If you are unsure which
services qualify as supplemental
Business Support services, check
"yes" to view the list.)
Yes
What kinds of initiatives did your BID
implement to support existing
businesses in your district
Information Sessions on federal/state/city regulations or programs (e.g. )
Social Events (e.g. networking events, meet & greets,
Create your own automated PDFs with Jotform PDF Editor- It’s free 7 sector meet-ups)
Educational Events (e.g. speaker series, panels,
roundtables, best practice sharing)
In-person Merchant outreach & contacts
Business Support Outputs & Operations
Business Support outputs for Calendar Year 2023 by your BID:
Number
Number of merchant contacts
400
Number of business support events
coordinated by or supported by the BID for
your businesses in 2023
0 Annual total number of your business
attendees to business support events
coordinated by or supported by the BID
0 BID 2023 Accomplishments & Plans for 2024
Please list out the BID's top accomplishments from 2023, as well as note-worthy new projects, services and plans for 2024. This is your chance to brag about your BID's impact! List at least three, and up to ten for each year.
Top Accomplishments or New
programs/activities accomplished in
2023 (List at least three, and up to
ten)
Accomplishment/New activity description
Produced the Montclair Beer, Wine & Music Festival in May welcoming 4000 Oaklanders to the Village and to raise
funds for community events;
Supported a Trick-or-Treat event, supplying MVA branded bags and merchants with candy for a safe, fun outing
Halloween weekend with pumpkin carving and a flash mob; Produced the annual Holiday Stroll in the village that
included live music in three venues, roaming entertainment, photos with Santa, family fun zone for children and over 40 participating merchants;
Farmer’s Market - Supported a vibrant and active
destination market every Sunday year-round, worked to
foster health safety measures at the open air market;
Maintain rooftop outdoor class space at the Montclair
Parking Garage for merchants to hold outdoor classes;
Held monthly board meetings open to merchants and
public to comment, share updates, and ask questions;
Maintained and repaired rooftop lighting program
encompassing 9 blocks of the district;
Create your own automated PDFs with Jotform PDF Editor- It’s free 8 Accomplishment/New activity description
Continued the Montclair Village Shopping & Dining Guide to promote all businesses and ask the public to strengthen their Shop Local ~ Shop Montclair value commitment;
The Montclair Village Parking Garage continues with the ParkMobile app that allows visitors to pay using a
smartphone. This program has paved the way for adoption at other City of Oakland garages and lots, MVA has
provided guidance and advice to those other operators.
New programs/activities planned for
2024 calendar year that the BID didn't
do in 2023 (List at least three, and up
to ten)
New program/activity description
Launch Reusables campaign for restaurants to use
reusable to-go ware with support from Stop Waste and
Oakland Recycles
Activating Antioch Court / The Village Plaza for Halloween Spooktacular to coincide with the weekly Farmer’s market featuring DJ, high school bands, MVA goody bags, vendors and merchant trick-or-treating;
Redesign the MVA website and calendar events
Advance Montclair Cares Club, giving individuals the
opportunity to demonstrate their support by making a
recurring annual donation, and engage in community
volunteerism;
Install benches on Antioch Court Village Plaza for added seating during events and community;
Coordinate with OPD on setting up a substation in
Montclair Village.
Hold quarterly meetings with the mayor and D4 leadership to better coordinate improvements for safety funding,
economic development, infrastructure and blight in the
business districts.
49 new street banners
Outdoor Movie Nights on a 50’ screen with free popcorn
and a DJ in the parking lot of Red Oak Realty
BID Financials
2023 Budget versus Actuals
Provide a line-item detailed budget versus actuals document of your BID expenses and revenues from the 2023 (already completed) calendar year, organized into the expense/revenue categories and percentages that were in approved in your management plan.
Upload your BID's 2023 line-item
detailed budget versus actuals
document here:
XLS
X Working Budget Montclair 2… .xlsx
Create your own automated PDFs with Jotform PDF Editor- It’s free 9 Please provide the Surplus or Deficit amount from the previous calendar year of 2023 that was carried over into 2024. If there is a surplus, please describe your plans for how it will be spent (eg. Operational reserves, etc)
20,216
see 2024 budget column
2025 Budget
Provide a line-item detailed budget of projected expenses and revenues for the next calendar year, organized into the expense/revenue categories and percentages that were in approved in your management plan. The budget you provide should be approved by your Board of Directors upon time of submission. If not, please note the budget as draft and alert City staff to determine next steps.
Upload your BID's 2025 line-item
detailed budget document here, as
approved by your BID's Board of
Directors:
XLS
X 80_Working Budget Montclai….xlsx
For the 2025 Calendar Year, please
provide the estimated amounts and
sources of any contributions to be
made from sources other than BID
assessments to be levied. Eg.
donations, grant funding, etc.
Estimated Amount ($) Source of Contribution
120000
Fundraising Events
40000
Individual Charitable Contirbuions
10000
Grants
Will the BID be requesting an annual
assessment rate increase for the
upcoming calendar year of 2025?
Yes
What is the proposed assessment
increase for Calendar Year 2025?
5 What is the projected total
assessment amount to be billed in
this upcoming calendar year of 2025?
98600
Please provide the date of the board meeting when this assessment was approved, and describe how this decision was communicated to the BID members:
January 18, 2023 - Merchant email re meeting notice and agenda item announcement, agenda posting Will the BID be proposing changes to
the boundaries of the district, the
basis and method of levying the
assessment, and/or any changes in
the classification of businesses for
Calendar Year 2025?
No changes proposed
Board of Directors Roster 2023/2024
(list all directors that served anytime
during 2023 or 2024 Name Affiliation
Type
Name of
Affiliated
Business/
Org
Title Status
David
Petlin
Business
Owner/R
ep
Flair
Travel
President
Past
Create your own automated PDFs with Jotform PDF Editor- It’s free 10 Name Affiliation
Type
Name of
Affiliated
Business/
Org
Title Status
Pat
Benson
Business
Owner/R
ep
Mix
Montclair
VP
Past
Darla
Brezac
Property
Owner/R
ep
F&M
Bank
Secretary
Current
Virginia
Davis
Property
Owner/R
ep
Yellow
Door
Cafe
President
Current
Theresa
Henrekin
Business
Owner/R
ep
Pelago
VP
Past
Mia
Honoré
Business
Owner/R
ep
CRUfit
Director
Current
Sailesh
Patel
Business
Owner/R
ep
Annie’s
Hallmark
Shop
Director
Current
Sean
Parkin
Business
Owner/R
ep
City
Health
Director
Current
Tom
Revelli
Business
Owner/R
ep
Montclair
Sporting
Goods
Treasurer
Current
Winter
Williams
Business
Owner/R
ep
Winter
Williams
Presents
Director
Past
Marissa
Betts
Property
Owner/R
ep
Ken Betts
Company
Director
Current
Create your own automated PDFs with Jotform PDF Editor- It’s free 11 MONTCLAIR VILLAGE ASSOCIATION
WORKING BUDGET
2023 Budget 2023 Actual 2024 Budget 2025 Budget 2023 Notes 2025 Notes Sources
BID Assessments
92,830$ 106,369$ 93,700$ 98,600$ Substantial Past-Due collection
effort accounted for one time
increase in disbursement
$98,600 (2024 + 5% increase on
assessments) less 3% for COO
processing fees
Total Non-BID Sources of Funds 55,000$ 188,085$ 85,000$ 170,000$ Fundraising Events 25,000$ 120,859$ 55,000$ 120,000$ Event total revenue; see expenses
below
Event total revenue; see expenses
below
Individual Charitable Contributions 20,000$ 52,526$ 20,000$ 40,000$ A Mural project amounted to $18K
donations
A Mural project amounted to $18K
donations
Grants
10,000$ 14,700$ 10,000$ 10,000$ City of Oakland Safety
Infrastructure and Shop Safe
grants
City of Oakland Safety
Infrastructure and Shop Safe
grants
Total Sources of Funds 147,830$ 294,454$ 178,700$ 268,600$ 30% BID Assessments 27,849$ 31,910$ 28,110$ 29,580$ Non-BID Funds Allocated to PROW 9,000$ 44,496$ 10,000$ 50,000$ Anticipating growing security
demand
Total Economic Restructuring/PROW Income 36,849$ 76,406$ 38,110$ 79,580$ Project Management 5,000$ 5,000$
Area & Planter Maintenance 12,000$ 16,885$ 12,000$ 14,000$ New Plants Security 19,000$ 44,346$ 20,500$ 55,000$ Shop Safe + Holiday Security Security Camera Program 4,000$ 9,259$ 5,000$ 5,000$ Safety Infrastructure Grant Public Improvement Design Services
Equipment Rentals 1,000$ 916$ 1,000$ 1,000$ Total Economic Restructuring/PROW Expenses 36,000$ 76,406$ 38,500$ 80,000$ Economic Restructering/PROW Income - Expenses 849$ -$ (390)$ (420)$ 40% BID Assessments 37,132$ 42,547$ 37,480$ 39,440$ Non-BID Funds Allocated to District Identity 37,000$ 113,885$ 55,000$ 100,000$ Total Promotions and Design (District Identity) Income 74,132$ 156,432$ 92,480$ 139,440$ Project Management/PR 20,000$ 38,000$ 21,000$ 35,000$ Pedestrian Lighting/ Holiday Décor 18,000$ 19,970$ 18,000$ 18,000$ Events and Event Marketing
Restaurant Walk 3,500$ 7,189$ 4,500$ 4,500$ Revenue neutral or positiveRevenue neutral or positive Art Walk 500$ 500$ 500$ 500$ Revenue neutral or positiveRevenue neutral or positive Beer, Wine and Music Festival 18,000$ 53,114$ 18,000$ 50,000$ Revenue neutral or positiveRevenue neutral or positive Montclair Outdoor Movie Nights 500$ 388$ 500$ 500$ returning in 2023 returning in 2023 Farmer's Market 500$ 500$ 500$ 500$ Halloween - Trick-or-Treat 500$ 500$ 500$ 500$ Holiday Stroll 4,000$ 16,322$ 5,000$ 15,000$ Advertising & Design Services - Ads, Website 3,000$ 3,000$ 4,000$ 4,000$ Social Media Marketing (inc above)
2023 Budget 2023 Actual 2024 Budget 2025 Budget 2023 Notes 2025 Notes Marketing Booth Fees/Staffing/ Merchant Mixers 3,609 $ 5,000$ 6,000$ Non Assement Funds [Cares
Club] Non Assement Funds [Cares Club]
Public Art 12,000 $ 3,000 $
Non Assement Funds [Individual
Contributions]
Banners 5,500$ 1,340$ 15,000$ 1,000$ new banners expensed in 2024 Total Promotions and Design (District Identity) Expenses 74,000$ 156,432$ 92,500$ 138,500$ Promotions and Design (District Identity) Income -
Expenses 132$ -$ (20)$ 940$ 30% BID Assessments 27,849$ 31,910$ 28,110$ 29,580$ Non-BID Funds Allocated to Organization/Administration 10,000$ 9,490$ 10,000$ 20,000$ Total Organization/Administration Income 37,849$ 41,400$ 38,110$ 49,580$ District Management/Assistants 28,250$ 28,640$ 28,400$ 34,000$ Office Rent & Storage 5,096$ 6,888$ 6,888$ 6,888$ 2023 rent increase Office Supplies 300$ 764$ 300$ 800$ Bank Fees Minus Interest -$ 134$ 200$ 250$ Postage/Box Rental 200$ 200$ 200$ 200$ Accounting/Filing Fees/Licenses 1,200$ 1,446$ 1,200$ 1,500$ Meeting Supplies Expenses 300$ 299$ 300$ 300$ Insurance 1,255$ 1,843$ 1,255$ 2,000$ Add'l event insurance Add'l event insurance Dues/Subscriptions/Memberships 46$ 50$ 50$ Oakland Chamber Oakland Chamber Utilities/Phone/Internet Service 1,050$ 570$ 1,050$ 1,050$ Computer/Software - Upgrades 200$ 570$ 300$ 3,000$ Web Site Rebuild Total Organization/Administration Expenses 37,851$ 41,400$ 40,143$ 50,038$ Organization/Administration Income - Expenses (2)$ 0$ (2,033)$ (458)$ Total Income 147,830$ 294,454$ 178,700$ 268,600$ Total Expenses (147,851)$ (274,238)$ (171,143)$ (268,538)$ Carryforward/Reserve -$ 20,216$ 27,773$ Net (21)$ 20,216$ 27,773$ 27,835$