AGENDA Downtown Coordinating Council November 3, 2020 | 3:00 p.m. Virtual Meeting by Videoconferencing and Teleconferencing

The Tulsa Downtown Coordinating Council (DCC) will hold its November board meeting via videoconferencing and teleconferencing using Zoom Meeting, an online meeting and web conferencing tool. Attendees will be permitted to join and participate following standard meeting procedure and in accordance with the Open Meeting Act. DCC Members and members of the public can access the meeting by joining from a computer, tablet, or smartphone using the following link: https://zoom.us/j/94007563054?pwd=Y3VQQk92aWxwa1FtVW55TndGTkxnQT09 DCC Members and members of the public can also dial in using their phone by calling the following number: 1 (346) 248-7799 Meeting ID: 940 0756 3054 Password: 164573 Meeting materials will be available at https://www.downtowntulsaok.com/staff-board 24 hours prior to the meeting. The following DCC voting members or their proxies plan to attend remotely via Zoom Meeting: Chair Karen Keith, Vice Chair Chris Bumgarner; Members Chris Armstrong, Libby Billings, William Franklin, Gordy Guest, Kian Kamas, Joel Kantor, Phil Lakin, Kara Joy McKee, Elliot Nelson, Pete Patel, Jeff Scott, George Shahadi, Angela Sivadon, Casey Sparks, Ben Stephens, Larry Tease, and Tom Wallace. DCC members will report, discuss, and take appropriate action, if any, on the following items:

1. Call to Order & Establishment of Quorum Karen Keith

2. October Meeting Minutes Action Item Karen Keith

3. Chairperson Report Update Karen Keith

4. Housing Solutions Update on Homelessness Outreach Update Tyler Parette

5. CARES Act Projects Update Update Brian Kurtz

6. 2020 Holiday Season Planning Update Maggie Hoey

7. Executive Director Report Update Brian Kurtz

8. Public Comment

9. Board Discussion

10. Adjournment Karen Keith

An Action Item may include discussion and a vote by DCC members.

Next meeting: December 1 @ 3:00 p.m. CITY OF TULSA DOWNTOWN COORDINATING COUNCIL REGULARMEETING MINUTES Tuesday, October 6, 2020 3:00 p.m. Virtual-only Meeting by Videoconferencing and Teleconferencing 175 East 2nd Street Tulsa, Oklahoma 74103

CALL TO ORDER: Chairperson Keith called the virtual meeting to order at 3:03pm: The notice and agenda for the meeting were posted in conformity with the requirements of the Oklahoma Open Meeting Act.

Chairperson Keith called for Roll Call of Board Members: Chris Armstrong, Property ≤ 500,000 sf Present Libby Billings, Restaurant Absent Chris Bumgarner, Property > 500,000 sf, Vice-Chairman Present William Franklin, Merchants Absent Gordy Guest, Tulsa Regional Chamber Present Kian Kamas, Tulsa Mayor’s Designee Present Joel Kantor, Tulsa Parking Authority Present Karen Keith, Tulsa County Commissioner, Chairperson Present Phil Lakin, Tulsa Community Foundation Present – Joined Late Kara Joy McKee, Tulsa City Councilor Present Elliot Nelson, Economic Development Commission Present Pete Patel, Promise Hotels Absent Jeff Scott, Tulsa Stadium Trust Present George Shahadi, At-Large Present Dr. Angela Sivadon, Property > 500,000 sf Present – Joined Late Casey Sparks, SMG/BOK Center Present Ben Stephens, TYPROS Absent Larry Tease, Greenwood Chamber of Commerce Absent Tom Wallace, Tulsa Arts District Present

CITY/BOARD STAFF PRESENT: Brian Kurtz, DCC Executive Director William Walker, Alternate DCC Counsel Kyle Johnston, DCC Programs Manager Maggie Hoey, DCC Assistant Director Debra Edwards, DCC Recording Board Secretary

GUESTS PRESENT: Virtual/Teleconferencing: Casey Stowe, TDA Oscar Dozal Ray Earley, Christian Science Church Nicholas Wise, KSQ Design Matt Carney, Root Tulsa Kenton Grant 1 Bob Fleischman, Tulsa Arts District Katie Sawicki, This Machine Justin McLaughlin, Tulsa Chamber David Rackley Rachel Ferren Becky Gligo, COT Carole Huff Hicks, PSO Cassie Reese Tipton Demauri Myers, TDA Heather Smith, Downtown YMCA Binu Abraham, COT Kellie Wilson, Mental Health Association

Brian Kurtz, Executive Director of DCC went over the rules for the virtual meeting in accordance with the Oklahoma Open Meeting Act and reminder everyone the meeting was being recorded.

1. Review & Approval of Minutes: September 1, 2020 Regular Meeting Minutes: Chairperson Keith asked if there were any questions regarding August minutes. Debra Edwards, DCC board secretary made the correction Susan Walker was not in attendance during the August meeting.

Board member Tom Wallace moved to approve the September 1, 2020 regular board minutes and seconded by Board member Chris Bumgarner.

Chairperson Keith called for roll call vote: Chris Armstrong – Aye Chris Bumgarner – Aye Gordy Guest – Aye Kian Kamas – Aye Joel Kantor – Aye Karen Keith – Aye Kara Joy McKee - Aye Elliot Nelson – Aye Jeff Scott – Aye George Shahadi – Aye Casey Sparks - Aye Tom Wallace – Aye

Board members voted affirmatively. Motion carried.

2. Chairperson Update – Karen Keith: • Glad to see everyone here at the meeting today.

3. Park(ing) Day 2020 Recognition: Maggie Hoey, Assistant Director DCC

The 2020 Park(ing) Day event was held on September 18, 2020 to create Pop-Up Parklets for the day. There were 10 businesses and organizations that participated. Congratulations to KSQ Design as the 2020 People’s Choice Award. They will receive the Golden Meter Award for the second year in a row. Thanks to all for participation in 2020 Park(ing) day and the DCC looks forward to Park(ing) Day 2021.

4. Budget Committee and Financials Update: Brian Kurtz 2 • August 2020 Financials were sent in the October email packet. • DCC Budget Committee convened Wednesday, September 30 to talk about the FY20 before-audit year ending financials and August financial statements • Budget was created spring of 2019, unaware of the timeline of the DCC transition. Scheduled to receive $1.3M from TSID assessment. Budgeted to spend $1.5M, expecting to pull $140K from Fund Balance. Assessments received 1.382M and spent $1.05M. Under budget items: o Advertising o Vegetative Control o Tree Planting o Electrical Repairs o Watering Service $100K was carried forward to FY21 and under budget by $200K to be used for DCC transition. Carry forward is not reflected in August Financials. • September Remittance Report was presented by Binu Abraham from City of Tulsa Finance department showing TSID assessment collections to-date

5. TSID Billing Overview by City of Tulsa Update: Binu Abraham • Binu work with City of Tulsa legal team to review the Bond indenture requirements. • Was not able to waive assessment fees, interest or liens per Bond indenture. Did have flexibility to change billing date from July 1st to August 25th. The Bond indenture states billing must occur by end of August of each year. • Collection received within 30 days of billing is 70-80%, because of the late bill at 67-68% • Finance departing looking at dropping interest rate from 10% to 1%, legal team see know problem with bond indenture requirements.

6. 2020 Holiday Season Planning (Action Item): Maggie Hoey Maggie presented a photo from the Tulsa World from 1967 of Holiday lights. Downtown was feeling the pressure of the new mall at 41st and Yale and wanted to make it more inviting for people to visit and experience. started their light display the same year.

• Goal: Position Downtown Tulsa as a premier destination for the holiday season by elevating existing events, launching a marketing campaign and supporting Downtown retailers, restaurants and businesses. • Holiday planning discussion: 1. Downtown event calendar updates 2. Parking coordination 3. Trolley throughout Downtown 4. Performing Arts Center calendar

• Budget: First-year expenses are higher due to upfront costs of materials and equipment including the marketing plan and lighting decorations. The total cost of these efforts in year one is expected to be $50,000.00. Breakdown noted below. 1. Marketing and Branding $15,000.00 2. Holiday Lights and Decoration $30,000.00

3 3. Programming (Holiday and Small Business) $ 5,000.00

Councilor Kara Joy McKee had concerns of large gatherings and no one complying with requirements on face mask. Cited Cains Ballroom posting on social media and no one was wearing a mask.

Chairperson Keith called for a motion: Board member Elliot Nelson moved to approve endorse the reallocation of up to $50,000.00 in FY21 budgeted funds for the marketing and creation of additional holiday programs in support of Downtown Businesses, seconded by Board member Kian Kamas.

Chairperson Keith called for roll call vote: Chris Armstrong – Aye Chris Bumgarner – Aye Gordy Guest – Aye Kian Kamas – Aye Joel Kantor – Nay Karen Keith – Aye Kara Joy McKee – Nay Elliot Nelson – Aye Jeff Scott – Aye George Shahadi – Aye Angela Sivadon – Aye Casey Sparks - Aye Tom Wallace – Aye

Board members voted with two nays. Motion carried.

7. Housing Solutions Update and Efforts Update: Becky Gligo and Kellie Wilson Becky Gligo • Emergency Shelter (old Juvenile Detention Center) is up and running. Since March 15 this year, 412 families have been housed. First time Tulsa has had a Low Barrier Housing Shelter. The team is working on housing the homelessness as a solution. • Over 673 visits occurred last week to the day service. There are 43 individuals checked into the night rooms which are co-ed and can hold up to 50. There is a men’s and women’s wing and looking for more women to house (three quarters of those that visit are male). Once an individual checks in, they do not have to check out the next morning and can leave their belongings in the unit. • Tyler Parette is the new Outreach and Engagement Manager.

Kellie Wilson, Housing Solutions • Services available o Housing: Working with Adopt a Home, Rapidly Housing o Employment: Working with A Better Way, Mental Health Services, Veterans Employment Association (visits the shelter every Wednesday) o Medical Clinic, Case Management and Clothing o 12 & 12 Outreach Team comes every Tuesday from 12pm to 3:00pm 4 o Legal Aid comes every Wednesday and Friday o Working with Family & Children Services to set up for case management in the shelter o Morton Health Clinic Transport Van will make stops at the Emergency Shelter starting October 7 o Pet Clinic this weekend at the Emergency Shelter for pets to get Veterinary services o Talking with Tulsa Transit to expand their route to some of the hot spots

8. Director Report: Brian Kurtz • Executive Director report was sent to board members in email packet • Landscaping and Streetscape: o Seasonal Planting: Cowan Landscape will start seasonal planting with pansies in multiple colors. Cowan Landscape will do all planting this year. Much appreciation to Master Gardeners and their volunteers for the seasonal planting they have done o Tree Maintenance: Have been working with Up With Trees and have determined there is approximately $250,000 in deferred tree maintenance (one-time cost for trimming and fertilization to restore health) for which we are piecing together the funding from multiple sources. Moving forward, there is a need to spend $75,000 annually to continue with maintenance. Downtown will be split into quadrants with one quadrant being serviced/maintained each year and every tree will be professionally maintained four years by Up With Trees. o Bartlett Square Fountain: Is up and running and we are researching new technology for the fountain • Marketing and Engagement (Website, Newsletter, Social Media): o Newsletter: Last year our focus was on weekly newsletters not monthly. In late August/early September, Maggie worked with City of Tulsa IT department to work out the MailChimp authentication glitch. The new open rate averages are around 33% each week, which is above the email marketing average open rate of 21%. Our click rate now is between 4-7% (compared to 2-3% in previous months). o Website: There was a 55% increase from August to September on the number of users who viewed Downtowntulsaok.com. o Social Media: The number of people on Facebook who saw any of the DCC posts at least once was 10,921 in September, a 15% increase from August. o We will continue to use our platforms to highlight what’s going on in Downtown to assist our businesses. • CARES Act: o Expecting to get three additional ambassadors deployed this week on the streets o GYBO Grants – we have received about 30 applications for funding to expand Outdoor Businesses. • DCC will host a new Business Support Series aimed at helping business owners and their employees explore free tools to enhance their online presence. These sessions are free through the DCC partnership with Grow with Google and the next session is October 28 titled: Make your Website Work for You. • American Express is hosting the Shop Small Saturday this year and DCC will be participating • Congratulations to Casey Sparks for being noted by the Tulsa World as one the women to watch this year.

5 • The DCC staff is participating in the Annual IDA Virtual Conference Tuesday, October 6th thru October 8th, 2020. Maggie Hoey was one of the presentation speakers.

9. Public Comments • Ray Earley from Christian Science Church has a couple questions: 1. People are camping out on the church property and during the week, who do they call for resources. It was suggested Erin Willis from Housing Solution, Tyler Parette Outreach and Engagement Manager, Mental Health Association and John 3:16. 2. Downtown Police/Impact Team can utilize surveillance the church property

10. Board Member Discussion: • Tom Wallace announce how great the Ghost Dragan Chinese restaurant was and congratulated Elliot Nelson for knocking it out of the park again. • Chairperson Keith announced early voting will begin on Thursday, October 29th to Saturday, October 30th at ONEOK Field and Vast bank is offering parking.

11. Adjournment: Chairperson Keith adjourned the meeting at 4:06 pm.

Next meeting November 3, 2020 at 3:00 pm.

______Karen Keith, Chairperson

______Brian Kurtz, Executive Director of DCC

6 Tulsa Downtown Coordinating Council Executive Director Update November 2, 2020

1. Public Realm Management • Maintenance: With mowing season (likely) over, crews are focused on trash removal, leaf cleanup, low-tree branch removal, and preparing for the winter season. Crews deployed snow melt on pedestrian curb cuts and the center of the universe last week during the rain and freezing temperature event. • Landscaping + Streetscape: Planters and beds were switched out with seasonal plantings two weeks ago and Yardvarks has handled water prior to the heavy rain events. Fire red pansies were planted in the pots/urns and majestic giants were planted in the beds. • Lighting: The lighting contractor has made timer adjustments to the system in advance of daylight savings time ending. Additional lighting repairs within our responsibility are underway with replacement lights ordered and on the way. PSO is slowly working to repair their downed/damaged poles throughout Downtown. • Public Safety and Livability Response: TPD Impact is working active cases coming from reports or allegations of violence or other criminal acts. The Housing Solutions’ team, MHA, and Day Center have the JDC fully operational with day and night shelter services as of this week – a fortunate event given the drop in overnight temperatures. HS is coordinating with Morton Health to provide regular transportation services to the shelter. Tyler Parette’s outreach role is providing much-needed support to the business community as he works to onboard a full outreach team. PSA Peter Bergian is back on second shift and Mark Weston is working to onboard an additional PSA through the end of the year for overnight presence. 2. Marketing + Engagement • Place Enhancement & Holidays: We have engaged with a marketing/design firm to develop a brand and marketing plan to safely celebrate the holidays in Downtown. Efforts incorporate Winterfest, Guthrie Green, various District celebrations, and expand upon our existing holiday lighting and decorations. We are once again registered as a Shop Small Neighborhood Champion and will be receiving free supplies and marketing assistance to pass-on to small businesses. A marketing campaign will be launched to showcase different shopping, dining, and activities taking place and how to safely participate. The trolley will be operating on Friday, Saturday, and Sunday throughout the holiday season as well. • Web/Social Media: We continue to see increased visitor and engagement numbers with our various online platforms: i. Website: Downtowntulsaok.com had 2,903 users in October with pageviews totaling 5,861, down from 6,938 the month prior. Of these users, 88% viewed the website for the first time. The visitors and page views were both down slightly from September. The events page and outdoor dining list continue to be the most visited pages on the website, but traffic to those pages was down slightly in October. ii. Newsletter: On MailChimp we gained 50 new subscribers (compared to 26 in September) for October, bringing our audience to 1,695 contacts. Our average open rate in October was 33.42% with an average click rate of 5.04%. For the year, we’ve gained 1,186 e-news subscribers. iii. Social Media: On Facebook, the number of people who save any of our posts at least once, was 8,123. That was a 31% increase from the month before. Our total page likes are down slightly in October but within the normal attrition range. We are up 253 new

Page 1 of 2

Tulsa Downtown Coordinating Council Executive Director Update November 2, 2020

followers for the year. On Instagram we have 3,787 followers, with a gain of 198 new followers in October. On Twitter, we gained 63 new followers and had 27.1k tweet impressions for the month of October. Of our social channels, Instagram has experienced the most growth as the followers have nearly doubled since January. 3. Resources + Investment • CARES Act Requests: The County approved the DCC’s request for enhanced sanitation services (roughly $81,000) and support for business expansion efforts like parklets, sidewalk cafes, and road closures ($675,000). i. Sanitation - Mental Health Association Sanitation Ambassadors deployed the week of 10/12 and went through field training. They are tasked with sanitizing and cleaning public fixtures, picking up litter, and removing graffiti tags from public surfaces. A small gator-type vehicle has been on back order so deployment has occurred on foot but the vehicle will be available beginning next week. While funding ends in December we will likely continue these efforts until a new clean/maintenance contractor is on- boarded through the new Downtown organization. Outdoor Business Expansion: 28 businesses have applied for grant funding and final arrangements are in the works between Tulsa County, City of Tulsa, and Tulsa Community Foundation to finalize project agreements and begin reimbursements. We have also worked with Cyntergy to develop parklet specs that meet the City’s requirements for design and construction. ii. Business Assistance – Through TCF, we have authorized 35 grants to Downtown businesses to support the cost of accommodating outdoor business expansion. Additionally, Cyntergy is finalizing a spec sourcing and design guide for parklets based on the parklet manual to ease the process of designing and implementing a parklet. We have also made bulk purchases for necessary supplies such as traffic control signs and car stops to minimize the cost to businesses. Weekends on Main is continuing through the end of the year. 4. Organizational Capacity + Planning • Budget: October financials will be provided in the December meeting due to where the end of the month falls. • Open Meetings: Unless the Oklahoma Legislature takes action to continue virtual meetings, the December meeting will be held in-person. We will identify a room that large enough to accommodate members spaced distantly. The Oklahoma Open Meetings Act has been amended to permit virtual meetings through November to promote physical distancing. We will evaluate the best ways of conducting business while keeping people safe.

Page 2 of 2