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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 12/01/2016CITY OF NEWPORT BEACH CORONA DEL MAR BUSINESS IMPROVEMENT DISTRICT BOARD AGENDA 100 Civic Center Drive, Corona del Mar Conference Room (1E) Thursday, December 1, 2016 - 7:30 AM Corona del Mar Business Improvement District Board Members: Bernie Svalstad, Chair Scott Laidlaw, Vice Chair Keith Dawson, Treasurer Edward Hanley, Director Hamid Kianipur, Director Scott LaFleur, Director Shawn Lim, Director Jim Walker, Director Vacant, Director Staff Members: Mary Locey, Management Analyst The Corona del Mar Business Improvement District meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Corona del Mar Business Improvement District agenda be posted at least seventy-two (72) hours in advance of each regular meeting and that the public be allowed to comment on agenda items before the Business Improvement District and items not on the agenda but are within the subject matter jurisdiction of the Corona del Mar Business Improvement District. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The City of Newport Beach’s goal is to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, we will attempt to accommodate you in every reasonable manner. Please contact Mary Locey, Management Analyst, at least forty-eight (48) hours prior to the meeting to inform us of your particular needs and to determine if accommodation is feasible at (949) 644-3031 or mlocey@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the City Manager’s Office 24 hours prior to the scheduled meeting. I. CALL MEETING TO ORDER II. ROLL CALL III. PUBLIC COMMENTS ON AGENDA AND NON-AGENDA ITEMS Public comments are invited on agenda and non-agenda items generally considered to be within the subject matter jurisdiction of the Corona del Mar Business Improvement District (CdM BID). Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The CdM BID has the discretion to extend or shorten the speakers’ time limit on agenda or non-agenda items, provided the time limit adjustment is applied equally to all speakers. As a courtesy, please turn cell phones off or set them in the silent mode. IV. CURRENT BUSINESS A. Approval of Minutes Summary: Board to review the draft meeting minutes from previous meetings. Recommended Action: Board to approve the meeting minutes. Attachment-Draft CdM BID October 27 Meeting Minutes B. City Council Report(s) December 1, 2016 Page 2 Corona del Mar Business Improvement District Board Meeting Summary: Oral report(s) from present City Council member(s). Recommended Action: None C. Capital Improvements/Vision Planning for FY 2017-18 Summary: Board discussion on Vision Plan and CIP project recommendations for submittal to the City Council for its upcoming fiscal year 2017-18 CIP budget. Recommended Action: Board to recommend BID Vision Plan/CIP projects items to the City Council for its fiscal year 2017-18 CIP budget. D. Newspaper Rack Project Summary: Update on the project status. Recommended Action: None Attachment-Newspaper Racks E. Flower Street Sign Program Summary: Board to review project costs for the Flower Street Sign Program. Recommended Action: Board to recommend approval of the project costs and request the City's contractors perform the required work. Attachment-Flower Street Signs F. Financial Reports and Budget Review Summary: a) Board to review the BID's current financial reports. b) Update on the fiscal year 2016-17 assessment billing. c) Update on past due accounts. Recommended Action: a) Board to review and file the October 2016 financial reports. b-c) None Attachment-CdM BID October 2016 Financial Reports G. Marketing and Administration Report Summary: Explore CdM streetlight banner installation and campaign updates. Recommended Action: None H. Corona del Mar Chamber of Commerce Report Summary: Chamber and community updates. Recommended Action: None December 1, 2016 Page 3 Corona del Mar Business Improvement District Board Meeting V. BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) VI. ADJOURNMENT 1 Corona del Mar Business Improvement District Board Meeting Minutes – October 27, 2016 City of Newport Beach Civic Center Corona del Mar Conference Room, 1st Floor, Bay E, 100 Civic Center Drive, Newport Beach, CA I. Call to Order Director / Vice Chairman Scott Laidlaw called the meeting to order at 7:30 am. II. Roll Call Vice Chairman Laidlaw called the roll, and everyone in the room introduced themselves. Board Members Present: Vice Chairman Laidlaw, Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson BID Consultants: Linda Leonhard, BID Marketing and Administrative Services Consultant (Corona del Mar Chamber of Commerce). City: Council Member Ed Selich Guests: Danielle Rivas, Michelle Peschel - Residents III. Public Comments on Agenda Items - None IV. CURRENT BUSINESS A. Approval of Minutes MOTION: Director Hanley made a motion to approve the August 25, 2016 Board Meeting Minutes. Director Dawson seconded the motion. The motion carried by the following roll call vote: Ayes: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson B. City Council Report(s) Councilman Ed Selich discussed: 1) Bike Racks: Council Member Selich discussed ways they are experimenting on Marine Avenue with bike rack locations to avoid the congestion on the sidewalk. Creative ideas such as using the red zones approaching intersections. An example design was passed out and other cities utilizing these ideas are Seattle, Portland and Park City Utah. Director Laidlaw mentioned the parklets concept success of other cities as well. 2) LCP Update: Council Member Selich announced that the LCP has been approved by the Coastal Commission, with a categorical exclusion exception on agenda for next week for R1 R2 properties for coastal permits. If approved by the Coastal Commission, then it will return back to a City Council agenda for changes. Then back to the Coastal Commission staff. It should be done by end of the year. 3) Development Projects: Council Member Selich announced the following project/program updates: a. The Museum House Project will be in front of the City Council at a special meeting on November 29. b. The Newport Coast Development Agreement is up for renewal for the hotel projects along Newport Coast and will be on the City Council agenda on the November 22. c. The new council will have goal setting meetings in January, BID to share ideas with them. C. Parking Sub-Committee Report, Director Hanley 2 Review of Business District Parking and Pay Station Community Forum held on 9/14/2016. The forum had a turnout of approximately 50 attendees most of which were residents and a few business owners. The feedback received showed there is no support for paid parking on the street, but there is support for a revision to the commercial parking requirements to allow for a greater variety of businesses and greater dispersing of businesses throughout the district. There was discussion about employee parking in the residential areas and ideas were presented on how to manage the employee parking in the district. Scott Peotter announced that the parking and pay stations idea/concept is now dead and recommends the BID have a meeting to plan the next steps. He suggested that the BID should create a plan, which first addresses the main issues by working with the city toward the zoning changes discussed. There was brief discussion on how to measure the walkability of the district, how customers are walking vs driving and employee parking permits. Chairman Svalstad would like the parking committee to meet and immediately discuss employee parking in the district and specifically how existing parking is being used i.e. Banderas, school, senior center, etc. Director Hanley will schedule the next parking committee meeting and be sure to invite Chairman Svalstad and with his guidance a representative of the CDMRA, if applicable. The Parking Sub-Committee meeting did occur with Hanley, Laidlaw, Chairman Svalstad and a draft outline of the challenges and action items was created and discussed with the input from Council Member Selich. Selich also pointed out the building at Avocado and Coast Highway is over parked due to coastal commission requirements for the beach area, once had to have a shuttle to beach, not clear on what the status is now regarding enforcement or requirement to provide the parking, BID will check on permit status / public record. D. Current Financial Reports and Budget Review 1) Board reviewed the BID's current financial reports and available budget for project allocations. MOTION: Director Dawson made a motion to review and file the October 2016 financial reports, Director Hanley seconded the motion. The motion carried by the following roll call vote: Ayes: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson 2) Discussed update on the fiscal year 2016-2017 assessment billing. 3) Reviewed the feasibility of online assessment payments and collections. Director Hanley and Ms. Leonard to meet and present BID with collection plan in accordance with City for delinquent dues. 4) Ms. Leonhard discussed the monthly processing fee for using Bill.com to approve and process BID vendor payment. MOTION: Director Dawson made a motion for the BID to pay for the monthly fee for Bill.com to process the invoice approvals and checks in the amount of $180 monthly, Director Kianipur seconded the motion. The motion carried by the following roll call vote: Ayes: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson 3 E. Newspaper Rack Project Board discussed the proposed Ordinance to amend the City's Municipal Code Section 5.70 Newspaper Racks and Stands and the Guidelines for the Fixed Pedestal Zone in Corona del Mar. MOTION: Director Dawson made a motion that the Board recommend the proposed Ordinance to amend the City's Municipal Code Section 5.70 Newspaper Racks and the Guidelines for the Fixed Pedestal Zone in Corona del Mar be submitted for consideration by the City Council. Director Kianipur seconded the motion. The motion carried by the following roll call vote: Ayes: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson MOTION: Director Hanley made the motion to switch the order of agenda item F and G. Director LaFleur seconded the motion. The motion carried by the following roll call vote: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson F. Holiday Decorations Ms. Leonhard presented the proposal from Dekra-lite for the new holiday lights at the Gateway area and the replacement of the Grapevine Deer at Marguerite/PCH with the new lighted Gift Box for a total $6,879.15. MOTION: Director Hanley made a motion to approve the Dekra-Lite proposal for $6,879.15 to upgrade the holiday décor and recommend the City amend the agreement with Dekra-lite if needed. Director Kianipur seconded the motion. The motion carried by the following roll call vote: Director LaFleur, Director Kianipur, Director Hanley, Director Lim, Director Dawson G. Marketing and Administration Report Summary: a) The Gateway Community Block Celebration was reviewed and was well received by the community with a large attendance. The challenge is how to repeat in areas where there are no restaurants as it could be more difficult to accomplish this type of event elsewhere in CDM. b) Christmas Walk in full swing on December 4, BID booth will be staffed by Directors Laidlaw and Kianipur who will split the shift. Discussed how the event has grown and the desire to shut down Bayside Drive to accommodate the crowd and upgrade the experience of the beer & wine garden. c) Website – Compared old and new and then reviewed and discussed new upgrades, improvements and features. d) Explore CDM Campaign Sidewalk sales: Merchants appreciate the effort to file for permits to display merchandise on the sidewalks but participation is very low. Few that do participate love it, will address in January at merchants meeting, also the entire Explore CDM Campaign program banners etc, working through City systems to move forward, entire program will be rolled out in January, plan is to hit the ground running in the beginning of the new year. e) Website review to be scheduled with a Marketing sub-committee with Directors Hanley, Dawson and 4 Svalstad and Ms. Leonhard H. Corona del Mar Chamber of Commerce Report Ms. Leonhard announced upcoming Chamber events for the year-end. 1) Annual Holiday Networking Mixer held at The Bungalow November 29 from 5:30-7:30 2) Traditional Holiday Prime-rib Networking Luncheon at the Five Crowns on December 13 3) Chamber Board nominations are now open for 2017. V. BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) None VI. ADJOURNMENT Meeting Adjourned: 9:50am. Motion to adjourn was made by Director Dawson and seconded by Director Hanley. Next meeting scheduled for December 1, 2016. Newspaper Racks Proposed Locations The proposed guidelines identify the below locations or zones for installation on side streets wherever feasible. 1. East Coast Highway at Acacia Avenue (Rubys) 2. East Coast Highway at Carnation Avenue (Golden Spoon or El Ranchito) 3. East Coast Highway at Goldenrod Avenue (north) (NY Pizza) 4. East Coast Highway at Goldenrod Avenue (south) (Starbucks or Bruegger’s Bagels) 5. East Coast Highway at Iris Avenue (Smart N Final) 6. East Coast Highway at Orchid Avenue (Rose Bakery) 7. East Coast Highway at Poinsettia Avenue Note: One of the newspaper racks will be installed at a later date. Size Proposed three-tower news rack footprint: 95” wide x 24” deep x 56.5” high or 7’9” wide x 2’ deep x 4’8” high Flower Street Sign Program Cost Estimates Item Unit Price Qty Total Sign Fabrication* Size 36x16 $120.00 11 $1,320.00 Size 42x14 $137.50 11 $1,512.50 Mounting Hardware* Arm bracket (stock) $10.50 22 $231.00 1/8” arm bracket (non-stock) $34.29 22 $754.38 Installation Signs installed on existing poles $46.00 22 $1,012.00 Estimated Costs for E. Coast Hwy Signs (fabrication/hardware/install) $228.29 22 $5,022.38 TOTAL $9,852.26 *Taxable items, tax not included in estimate. City staff supports the Flower Street Sign program, but recommends the following: 1. BID design a similar/matching street sign for the intersecting East Coast Highway, i.e. image to include the Route 1 logo, and allocate additional funding for fabrication and installation. 2. BID allocate annual funding for the in-kind replacement (fabrication and installation) of the decorative signs in the event of fading, damage, or loss. 3. Decorative signs cannot be installed at intersections with traffic signals or signalized-pedestrian crossings. Oct 31, 16 ASSETSCurrent Assets Checking/Savings Bill .com Money Out Clearing 30.00 Bank Balance 177,361.80 Total Checking/Savings 177,391.80 Accounts Receivable 1200 · Accounts Receivable -558.89 Total Accoun ts Receivable -558.89 Total Current Assets 176,832.91 TOTAL ASSETS 176,832.91 LIABILITIES & EQUITY Equity3900 · Retained Earnings 85,599.56 Net Income 91,233.35 Total Equity 176,832.91 TOTAL LIABILITIES & EQUITY 176,832.91 2:50 PM Corona del Mar Busin ess Improv ement District 11/14/16 Balance Sheet Cash Basis As of October 31, 2016 Page 1 1:41 PM 11/17/16 Cash Basis Corona del Mar Business Improvement District Profit & Loss Budget vs. Actual July 2016 through June 2017 Jul '16 - Jun 17 Budget $ Over Budget Ordinary Income/Expense Income City Matching Funds 40,000.00 40,000.00 0.00 Late Fees 753.75 0.00 753.75 Member Assessment 79,216.75 107,000.00 -27,783.25 Total Income 119,970.50 147,000.00 -27,029.50 Expense Highway Decor - Dekralite Contigency 0.00 3,000.00 -3,000.00 Holiday Decor (Contract)0.00 21,000.00 -21,000.00 Banner Program (Lite Pole)0.00 5,178.00 -5,178.00 Total Highway Decor - Dekralite 0.00 29,178.00 -29,178.00 Website - Development Contingency 0.00 1,000.00 -1,000.00 Website - Dev. & Project Mgmt.3,500.00 9,100.00 -5,600.00 Total Website - Development 3,500.00 10,100.00 -6,600.00 Marketing & Administration Website - Maintenance 0.00 7,200.00 -7,200.00 Contingency 0.00 5,000.00 -5,000.00 Consulting (Reporting)5,687.19 23,000.00 -17,312.81 Website - Hosting/Tech Support 750.00 1,500.00 -750.00 Membership decals 724.56 1,200.00 -475.44 Annual Meeting 0.00 1,000.00 -1,000.00 Social Media/Communications 221.25 1,200.00 -978.75 Office Facilities/Storage/Phone 1,500.00 3,500.00 -2,000.00 Beautification Award Program 367.50 1,000.00 -632.50 Dolphins 42.50 1,000.00 -957.50 Christmas Walk 4,000.00 4,000.00 0.00 Directory 0.00 7,500.00 -7,500.00 Collateral/Brochures 1,131.60 1,600.00 -468.40 Marketing Campaigns & Programs 1,741.77 15,000.00 -13,258.23 Total Marketing & Administration 16,166.37 73,700.00 -57,533.63 Streetscape Street Furniture (Benches)0.00 5,000.00 -5,000.00 Street Furniture (Maintenance)0.00 1,000.00 -1,000.00 Total Streetscape 0.00 6,000.00 -6,000.00 Landscaping Landscaping Contingency 0.00 6,000.00 -6,000.00 Landscaping/Tree Wells - Pinn.4,904.00 12,480.00 -7,576.00 Backflow Valve 0.00 2,000.00 -2,000.00 Total Landscaping 4,904.00 20,480.00 -15,576.00 6100 · Administration Admin Bank Service Charge 8.95 Account. & Fin. Reporting Svcs.1,300.00 15,600.00 -14,300.00 Page 1 of 2 Management use only. Not prepared according to GAAP. 1:41 PM 11/17/16 Cash Basis Corona del Mar Business Improvement District Profit & Loss Budget vs. Actual July 2016 through June 2017 Jul '16 - Jun 17 Budget $ Over Budget Mailings 0.00 1,400.00 -1,400.00 Total 6100 · Administration 1,308.95 17,000.00 -15,691.05 Improvements News Racks 0.00 20,000.00 -20,000.00 Gateway Electrical Maintenance 0.00 1,000.00 -1,000.00 Consulting / Studies 0.00 2,800.00 -2,800.00 Parking 0.00 3,000.00 -3,000.00 Marguerite Project (Landscape)0.00 22,000.00 -22,000.00 Total Improvements 0.00 48,800.00 -48,800.00 Outreach Community Workshops 174.39 842.00 -667.61 Contributions (Sherman Gardens)0.00 500.00 -500.00 Total Outreach 174.39 1,342.00 -1,167.61 Total Expense 26,053.71 206,600.00 -180,546.29 Net Ordinary Income 93,916.79 -59,600.00 153,516.79 Other Sources/Uses Other Sources Retained Earnings (Carry over from prior years 85,599.56 64,000.00 21,599.56 Total Other Sources 85,599.56 64,000.00 21,599.56 Net Other Sources 85,599.56 64,000.00 21,599.56 Net Equity 179,516.35 4,400.00 175,116.35 Page 2 of 2 Management use only. Not prepared according to GAAP. Current 1 - 30 31 - 60 61 - 90 > 90 TOTAL Community Business Solutions 1,300.00 0.00 0.00 0.00 0.00 1,300.00Corona Del Mar Chamber 3,203.75 0.00 0.00 0.00 0.00 3,203.75 Pinnacle 1,040.00 0.00 0.00 0.00 0.00 1,040.00 TOTAL 5,543.75 0.00 0.00 0.00 0.00 5,543.75 3:00 PM Corona del Mar Busin ess Improv ement District 11/14/16 A/P Aging Summary As of November 14, 2016 Management use only. Not pre pared accordin g to GAAP.Page 1 Register: Bank Balance From 10/01/2016 through 10/31/2016 Sorted by: Date, Type, Number/Ref Date Number Payee Account Memo Payment C Deposit Balance 10/03/2016 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable Contract for Pr... 2,606.27 X 167,738.75 10/04/2016 -split-Deposit X 5,244.00 172,982.75 10/08/2016 -split-Deposit X 11,250.00 184,232.75 10/19/2016 -split-Deposit X 5,898.00 190,130.75 10/24/2016 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable Website Desig... 3,500.00 X 186,630.75 10/24/2016 Bill.com Community Business... 2000 · Accounts Payable Professional Fi... 1,300.00 X 185,330.75 10/24/2016 Bill.com Pinnacle 2000 · Accounts Payable NEW9265 1,040.00 X 184,290.75 10/24/2016 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable Contract for Pr... 4,000.00 X 180,290.75 10/24/2016 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable Contract for Pr... 2,920.00 X 177,370.75 10/31/2016 CitiBank 6100 · Administration:...8.95 X 177,361.80 Corona del Mar Business Improvement District 11/14/2016 3:05 PM Page 1