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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 01/27/2017CITY OF NEWPORT BEACH CORONA DEL MAR BUSINESS IMPROVEMENT DISTRICT BOARD AGENDA 100 Civic Center Drive, Corona del Mar Conference Room, Bay 1E Thursday, January 26, 2017 - 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 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 meeting(s). Recommended Action: Board to approve the meeting minutes. Attachment - CdM BID Draft Minutes from the December 1, 2016 Meeting B.City Council Report(s) January 26, 2017 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 Fiscal Year (FY) 2017-18 Summary: Board to review the Vision Plan Sub-committee's proposed projects and goals for FY 2017-18. Recommended Action: Board to approve the FY 2017-18 projects and goals. D.Newspaper Rack Project Summary: Provide an update on the project. Recommended Action: None E.Flower Street Sign Project Summary: Provide an update on the project. Recommended Action: None F.Landscaping/Tree Wells Summary: Board to review a proposal for non-contract tree well maintenance. Recommended Action: Board to approve the proposal and allocate funding for the non-contract work. Attachment - Pinnacle Proposal G.Dolphin Topiary Program Summary: Board to review the dolphin decoration program and consider budgeting for new decorations. Recommended Action: Board to approve a budget allocation for new decorations for the dolphin decoration program. H.Financial Reports and Budget Review Summary: a) Board to review the BID's current financial reports. b) Update on the FY 2016-17 assessment billing. c) Update on the past due accounts and collection discussions within the City. Recommended Action: a) Board to review and file the current financial reports. b-c) None Attachment - CdM BID Financial Reports for December 2016 I.Annual Town Meeting Summary: Board to consider the date of Wednesday, April 19 for co-hosting the Annual Town Meeting. January 26, 2017 Page 3 Corona del Mar Business Improvement District Board Meeting Recommended Action: Board to approve Wednesday, April 19 for co-hosting the Annual Town Meeting. J.Marketing and Administration Report Summary: a) Explore CdM Campaign Updates 1) Streetlight Banner Installation 2) Sidewalk Sales/Business Block Parties 3) Newspaper Ads 4) Direct Mail 5) Merchant Meetings b) Website Project Update Recommended Action: None K.Corona del Mar Chamber of Commerce Report Summary: a) Board to consider a budget allocation of $600 to co-sponsor a table with the Corona del Mar Chamber of Commerce for the February 10 Mayor's Dinner. b) Chamber and community updates. Recommended Action: a) Board to approve an allocation of $600 for co-sponsoring a table with the Corona del Mar Chamber of Commerce for the February 10 Mayor's Dinner. b) None 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 Next regular meeting is scheduled for February 23, 2017 1 Corona del Mar Business Improvement District Board Meeting Minutes – December 1, 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 Chairman Svalstad called the meeting to order at 7:35 a.m. II. Roll Call Chairman Svalstad asked everyone in the room to introduce themselves. Board Members Present: Chairman Svalstad, Director Dawson, Director Kianapur, Director Hanley, Director Laidlaw, Director Lim BID Consultant: Linda Leonhard, BID Marketing and Administrative Services Consultant (Corona del Mar Chamber of Commerce). City Representatives: Council Member Scott Peotter and Council Member Ed Selich Guests: Jim Mosher, Bryce Mott CDMRA III. Public Comments on Agenda Items None IV. CURRENT BUSINESS A. Approval of Minutes MOTION: Director Dawson made a motion to amend the adjournment time noted on the minutes to 8:50 a.m. and to approve the minutes as modified. Director Hanley seconded the motion and the motion carried by the following vote. Approved: Svalstad, Dawson, Kianapur, Hanley, Laidlaw, Lim B. City Council Report(s) Council Member Selich reported that the Museum House project was approved by the City Council, but a referendum is pending. Council Member Selich feels that the sidewalk projects in CdM should be rethought. He proposed a redesign that would cut the concrete the width of the tree wells from the tree wells to the back of the buildings and fill with brick or some other theme throughout the Village, similar to main street in Seal Beach. It is attractive and less expensive. Discussions continue between the City and Caltrans regarding the responsibility of the stretch of Mariners Mile and the bridge. Council Member Selich announced that this was his last meeting. C. Capital Improvements/Vision Planning for FY 2017-18 The Vison Plan Sub-committee will be scheduling a meeting to work on projects for FY 17- 18. Ideas for the subcommittee were discussed such as a monument sign on the south end of the Business District and the sidewalk/tree well idea to make a connection to the south end, which has been somewhat neglected. Work on the parking ordinance was discussed with input from Council Member Selich on how to work with the City. Council Member Selich mentioned that there is likely going to be limited funding from the City next year. Other improvement project ideas where mentioned. D. Newspaper Rack Project The City asked the Board to approach the seven business owners where the proposed gang- style racks would be located prior to taking the item to the City Council. Director Lim volunteered to meet with the business owners. 2 E. Flower Street Sign Program The Board reviewed the Flower Street Program. MOTION: Director Hanley made the motion to approve the project costs and requested the City’s contractors perform the required work. Director Hamid seconded the motion. The motion carried by the following vote. Approved: Svalstad, Dawson, Kianapur, Hanley, Laidlaw, Lim F. Financial Reports Budget Review The Board reviewed the current financial reports and noted that collections have been better. The second billing will be mailed in December. The City is working on a plan for collections for both the CdM BID and the NBRA BID. MOTION: Director Dawson made the motion to approve and file the October 2016 financial reports. Director Laidlaw seconded the motion. The motion carried by the following vote. Approved: Svalstad, Dawson, Kianapur, Hanley, Laidlaw, Lim G. Marketing and Administration Report New holiday decorations are a success and everything is fully operational. H. Corona del Mar Chamber of Commerce Report Discussion on the website, shop CdM and the Christmas Walk. 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 Motion: Motion to adjourn was made by Director Hanley and seconded by Director Laidlaw. Meeting Adjourned: 8:41 a.m. Next meeting scheduled for January 26, 2017 PINNACLE LANDSCAPE MANAGEMENT, INC Date of Proposal: January 10, 2017 2200 South Fairview Street Proposal Submitted By: Richard Santa Ana, CA 92704 714‐581‐4930 phone 714‐581‐4941 fax Job Name: Job Number: Contact: Customer # *existing Customer Name *new Email  Address Billing Instructions Quantity Size Description Unit Price Extension 11 gal Mexican feather grass $9.00 $9.00 11 gal Mexican feather grass $9.00 $9.00 61 gal Boxwood $9.00 $54.00 .5 Flat Senecio (Blue Fingers)$25.00 $12.50 61 gal Mexican feather grass $9.00 $54.00 .5 Flat Senecio (Blue Fingers)$25.00 $12.50 12 1 gal Mexican feather grass $9.00 $108.00 21 gal Mexican feather grass $9.00 $18.00 21 gal Rosemary $9.00 $18.00 61 gal Mexican feather grass $9.00 $54.00 .5 Flat Senecio (Blue Fingers)$25.00 $12.50 41 gal Mexican feather grass $9.00 $36.00 71 gal Mexican feather grass $9.00 $63.00 11 gal Mexican feather grass $9.00 $9.00 41 gal Mexican feather grass $9.00 $36.00 11 gal Mexican feather grass $9.00 $9.00 1 Flat Senecio (Blue Fingers)$25.00 $25.00 $539.50 WORK HAS BEEN 100% COMPLETED AND WE ARE SATISFIED WITH THE JOB; amounts will be paid in full without any offset. COMPLETED & APPROVED BY: Buyer/Agent's Name Print Name Title Date Pinnacle Landscape Management Inc is hereby authorized to furnish all materials and labor required to complete the work stated for which  customer agrees to pay the amount mentioned above and in accordance with the terms and conditions of this contract between the  customer or it's agents and Pinnacle Landscape Management, Inc. PAYMENT IS DUE 30 DAYS AFTER RECEIPT OF INVOICE.  A service charge  may be added to accounts past due at the rate of 1.5% per month, 18% per annum.  Both parties of this contract agree to binding  arbitration as a method of settling any dispute resulting in the lack of payment.  Should it be necessary for either party to file suit to enforce  the provisions of this contract, or breach hereof or if the matter is arbitrated, the party prevailing in such action shall be entitled to  reasonable attorneys fees and costs as part of any judgments rendered therein.  The Customer may request additions, alterations,  omissions or other modifications in the above stated scope of  work, such changes shall be valid only upon written Change Order, executed  by both parties acknowledging said change and the agreed upon price for performing the extra work.  There is no warranty or guarantee  on Annual Color.   NON‐CONTRACT SALES ORDER Installation of fill in plant materials in tree wells along PCH Pinnacle Landscape Management will furnish all labor and materials to complete the work described below:  Description and  Location of work Area 2201 PCH 2229 PCH 2345 PCH 2515 PCH 2853 PCH 3049 PCH 3107 PCH 3141 PCH 3601 PCH 3446 PCH Proposal Total Corona Del Mar tree wells 2948 PCH 894 Avocado 2900 PCH 2614 PCH 894 Avocado 3100 PCH MOC 794 Bernie Svalatad 3326 PCH PINNACLE LANDSCAPE NON CONTRACT EXTRA 2200 SOUTH FAIRVIEW STREET SANTA ANA, CA 92704 Jan 3, 17 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 145,499.07 Total Checking/Savings 145,529.07 Accounts Receivable 1200 · Accounts Receivable -312.89 Total Accounts Receivable -312.89 Total Current Assets 145,216.18 TOTAL ASSETS 145,216.18 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 85,599.56 Net Income 59,616.62 Total Equity 145,216.18 TOTAL LIABILITIES & EQUITY 145,216.18 2:33 PM Corona del Mar Business Improvement District 01/03/17 Balance Sheet Cash Basis As of January 3, 2017 Page 1 2:36 PM 01/03/17 Cash Basis Corona del Mar Business Improvement District 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 999.75 0.00 999.75 Member Assessment 81,471.25 107,000.00 -25,528.75 Total Income 122,471.00 147,000.00 -24,529.00 Expense Highway Decor - Dekralite Contigency 0.00 3,000.00 -3,000.00 Holiday Decor (Contract)23,721.70 21,000.00 2,721.70 Banner Program (Lite Pole)2,588.35 5,178.00 -2,589.65 Total Highway Decor - Dekralite 26,310.05 29,178.00 -2,867.95 Website - Development Contingency 0.00 1,000.00 -1,000.00 Website - Dev. & Project Mgmt.5,500.00 9,100.00 -3,600.00 Total Website - Development 5,500.00 10,100.00 -4,600.00 Marketing & Administration Website - Maintenance 0.00 7,200.00 -7,200.00 Contingency 0.00 5,000.00 -5,000.00 Consulting (Reporting)7,748.44 23,000.00 -15,251.56 Website - Hosting/Tech Support 1,050.00 1,500.00 -450.00 Membership decals 724.56 1,200.00 -475.44 Annual Meeting 0.00 1,000.00 -1,000.00 Social Media/Communications 433.75 1,200.00 -766.25 Office Facilities/Storage/Phone 2,100.00 3,500.00 -1,400.00 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 1,784.27 15,000.00 -13,215.73 Total Marketing & Administration 19,382.62 73,700.00 -54,317.38 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 398.00 6,000.00 -5,602.00 Landscaping/Tree Wells - Pinn.6,984.00 12,480.00 -5,496.00 Backflow Valve 0.00 2,000.00 -2,000.00 Total Landscaping 7,382.00 20,480.00 -13,098.00 6100 · Administration Acctng service fee (bill.com)178.47 Admin Bank Service Charge 26.85 Page 1 of 2 Management use only. Not prepared according to GAAP. 2:36 PM 01/03/17 Cash Basis Corona del Mar Business Improvement District Budget vs. Actual July 2016 through June 2017 Jul '16 - Jun 17 Budget $ Over Budget Account. & Fin. Reporting Svcs.3,900.00 15,600.00 -11,700.00 Mailings 0.00 1,400.00 -1,400.00 Total 6100 · Administration 4,105.32 17,000.00 -12,894.68 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 62,854.38 206,600.00 -143,745.62 Net Ordinary Income 59,616.62 -59,600.00 119,216.62 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 Total Equity 145,216.18 4,400.00 140,816.18 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 1,300.00 Corona Del Mar Chamber 1,128.24 0.00 0.00 0.00 0.00 1,128.24 TOTAL 2,428.24 0.00 0.00 0.00 0.00 2,428.24 2:49 PM Corona del Mar Business Improvement District 01/03/17 A/P Aging Summary As of January 3, 2017 Management use only. Not prepared according to GAAP. Page 1 Register: Bank Balance From 12/01/2016 through 01/03/2017 Sorted by: Date, Type, Number/Ref Date Number Payee Account Memo Payment C Deposit Balance 12/07/2016 -split- Deposit X 2,500.50 176,747.04 12/12/2016 CitiBank 6100 · Administration:... 8.95 X 176,738.09 12/22/2016 Pinnacle 2000 · Accounts Payable NEW9265 1,040.00 X 175,698.09 12/22/2016 Community Business... 2000 · Accounts Payable Professional Fi... 1,300.00 X 174,398.09 12/22/2016 Corona Del Mar Cha... 2000 · Accounts Payable Website Devel... 500.00 X 173,898.09 12/22/2016 Corona Del Mar Cha... 2000 · Accounts Payable Marketing & A... 1,512.50 X 172,385.59 12/22/2016 Bill.com Community Business... 2000 · Accounts Payable Bill.com servic... 178.47 X 172,207.12 12/27/2016 Dekra - Lite 2000 · Accounts Payable 26,310.05 X 145,897.07 12/27/2016 Pinnacle 2000 · Accounts Payable NEW9265 398.00 X 145,499.07 Corona del Mar Business Improvement District 1/3/2017 2:44 PM Page 1 Account Summary Account Activity Date Description CreditsReference Date Description Debits Date Amount Date Amount Date Amount Date Amount Beginning balance (11/30/2016) Credits Total credits Debits Total debits Ending balance (12/30/2016) Contact us: Analyzed Business Checking Account #: DEPOSITS ELECTRONIC DEBITS DAILY BALANCES 023 0830N TRANSFIRST LLC DISCOUNT CCD CITY OF NB-CDM 41399800999184 CI TY OF NB-CDMBID DISCOUNT BILL.COM PAYABLES 015LMXFKXCJ6B9I CORONA DEL MAR BID CCD BILL.COM PAYABLES 015MOPJBLEJAG3A CORONA DEL MAR BID CCD BILL.COM PAYABLES 015ZALAXHWJCF49 CORONA DEL MAR BID CCD BILL.COM PAYABLES 015MWKOBMSJDW2Q CORONA DEL MAR BID CCD Account number Minimum balance $145,499.07 Average balance $167,057.36 Avg. collected balance $166,973.00 11-30 174,246.54 12-12 174,237.59 12-12 Preauthorized Debit 8.95 12-13 174,059.12 12-13 Preauthorized Debit 178.47 12-14 176,559.62 12-14 Deposit 2,500.50 12-21 172,207.12 12-21 Preauthorized Debit 4,352.50 12-23 145,897.07 12-23 Preauthorized Debit 26,310.05 12-29 145,499.07 12-29 Preauthorized Debit 398.00 $174,246.54 Deposits (1)+ 2,500.50 Electronic cr (0)+ 0.00 Other credits (0)+ 0.00 +$2,500.50 Checks paid (0)- 0.00 Electronic db (5)- 31,247.97 Other debits (0)- 0.00 - $31,247.97 $145,499.07 800 773-7100 Orange CO Airport Office 18111 Von Karman Ave., Ste. 100 Irvine CA 92612 cnb.com Page 1 (0) This statement: December 30, 2016 Last statement: November 30, 2016 CITY OF NEWPORT BEACH (CDM BID) 100 CIVIC CENTER DR NEWPORT BEACH CA 92660 Thank you for banking with Orange CO Airport Office City National Bank, Member FDIC Equal Housing Lender ID 23001E (Rev 06/2014) IMPORTANT NOTICE Please examine your statement at once. You are in the best position to find errors or unauthorized transactions and you must tell us at once. If nothing is reported to us promptly this statement will be considered correct and any liability we may have to you may be limited. In case of errors or questions about your electronic funds transfers: Call or write us at the telephone number or address shown on the front of this statement if you think your statement or receipt is wrong or you need more information about a transfer listed on the statement or receipt. For Consumer accounts: We must hear from you no later than 60 days after we sent you the FIRST statement on which the problem or error appeared. (1) Tell us your name and account number. (2) Tell us the dollar amount of the suspected error. (3) Describe the error or the transfer you are unsure about, and explain as clearly as you can why you believe it is an error or why you need more information. We will investigate your complaint and will correct any error promptly. If we take more than 10 business days (20 business days for new accounts), we will credit your account for the amount you think is in error, so that you will have the use of the money during the time it takes us to complete our investigation. For Business and other non-Consumer accounts: We must hear from you at once if there is an error on your account or you think a transaction is unauthorized. We will investigate promptly. Failure to contact us may prevent us from blocking further unauthorized transactions or recovering money for you. If we made an error we will correct your account at the conclusion of our investigation. Direct Deposits: If you have arranged to have direct deposits (e.g. Social Security) made to your consumer account at least once every 60 days from the same person or company, you can call us at the telephone number on the front of this statement to find out whether the deposit has been made. You may obtain a form to help you balance your account at www.cnb.com/reconcile or call us at the telephone number shown on the front of this statement to have a form mailed to you. All items credited are subject to final payment. See your Account Agreement and Disclosures or Treasury Management Disclosure and Agreement and Fee Schedules for other terms and conditions applicable to your account.