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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 03/23/2017CITY OF NEWPORT BEACH CORONA DEL MAR BUSINESS IMPROVEMENT DISTRICT BOARD AGENDA 100 Civic Center Drive, Bay 1E, Corona del Mar Conference Room Thursday, March 23, 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 (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. Recommended Action: Board to approve the meeting minutes. Attachment - Draft Meeting Minutes B.City Council Report(s) March 23, 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.Downtowner Shuttle Service Presentation Summary: Board to hear a presentation by Sam Knapp, representative for the Downtowner Shuttle Service to cover benefits and options for service in the Corona del Mar Business District. Recommended Action: None D.Proposed Revisions to the Parking Requirements in the CdM Business District Summary: Board to hear an update from the Parking Subcommittee on proposed revisions to the parking requirements in the Corona del Mar Business District. Recommended Action: None E.Annual Town Hall Meeting on April 18, 2017 Summary: Board to review topics and agenda items for the April 18 Annual Town Hall Meeting and coordinate event logistics with the Corona del Mar Residents Association. Recommended Action: Board to approve topics and agenda items for the Annual Town Hall Meeting on April 18, 2017. F.CIP Recommendations for Fiscal Year 2017-18 Summary: Board to review proposed Fiscal Year 2017-18 CIP project recommendations for City Council consideration. a) Parking Wayfinding Signs in CdM Business District b) Monument Sign on the South End of Coast Highway Recommended Action: Board to recommend submittal of CIP projects for City Council consideration. G.Newspaper Rack Project Summary: Update on the project status since the City Council meeting of March 14, 2017 Recommended Action: None H.Flower Street Sign Project Summary: Update on the project status Recommended Action: None I.Financial Reports and Budget Review Summary: March 23, 2017 Page 3 Corona del Mar Business Improvement District Board Meeting a) Board to review the BID's current financial reports b) Update on the Fiscal Year 2016-17 assessment billing Recommended Action: a) Board to review and file the current financial reports b) None Attachment - CdM BID February 2017 Financial Reports J.Marketing and Administration Report Summary: 1) Webmaster Support Agreement for New Website - Board to review a proposal for webmaster support services. 2) Marketing Projects Status Updates - Board to review updates on the Fiscal Year 2016-17 marketing campaigns and projects. a) CdM Business Directory b) Explore CdM direct mail and artwork Recommended Action: 1) Board to recommend the City enter into an agreement for webmaster support services. 2) None K.Corona del Mar Chamber of Commerce Report Summary: Chamber and community updates Recommended Action: 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 meeting scheduled for April 27, 2017 1 Corona del Mar Business Improvement District Board Meeting Minutes – February 23, 2017 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 Laidlaw called the meeting to order at 7:35am. II. Roll Call Chairman Laidlaw called the roll, and everyone in the room introduced themselves. Board Members Present: Director Dawson, Director Kianapur, Director Hanley, Director Lim, Director La Fleur, Director Walker BID Consultants: Linda Leonhard, BID Marketing and Administrative Services Consultant (Corona del Mar Chamber of Commerce) Guests: Scott Peotter, Newport Beach Councilman; Laura Curran, CDMRA; Michelle Peschel, Danielle Rivas and Jim Mosher III. Public Comments on Agenda Items - None IV. CURRENT BUSINESS A. Approval of Minutes MOTION: Director Dawson made a motion to approve the January 26, 2017 minutes. Director Lim seconded the motion and the motion carried by the roll call vote. B. City Council Report(s) Councilman Scott Peotter discussed the following topics: (1) Museum House lawsuit update. (2) Sidewalk improvements along the south side of 15th Street. (3) City Finance Committee update. (4) The termination of Jet-Pack vendor for NB harbor. (5) Village Inn project approval. (6) Animal Shelter lease extended in Newport Heights. (7) City Council policy manual being reviewed by a subcommittee. (8) Business License Tax Policy and how it works with various LLCs, reform in the works. (9) Look at changing the BID to an advisory committee similar to the Balboa Village Advisory Committee. BID and Chamber efforts are confusing at times. (10) General Plan update, Scott Laidlaw on behalf of BID is speaking with Scott Peotter. (11) Road work will continue MacArthur to end of March, rain set the schedule back. C. Vision Planning for FY 2017-18 Director Scott Laidlaw passed out minutes and gave an update from a subcommittee meeting which addressed parking and various capital expenditures. A shift to focus on policy was discussed, i.e. parking requirements. Director Hanley gave an update on how to move people around in CdM using something similar to the “Downtowner” shuttle service. It was discussed to have a sample shuttle at the upcoming Town Hall Meeting on April 18. Focus for the BID is to continue its outreach to businesses and residents as business advocacy promoters. D. Newspaper Rack Project The News Rack Project will be heard by City Council on the February 28, 2017 Agenda and hopefully approved so the project may be completed. 2 E. Flower Street Sign Program Received quote for fabrication and design which is on budget and in process. It was discussed to have a sample sign at the Annual Town Hall Meeting on April 18. F. Financial Reports Budget Review Ms. Leonhard reviewed the financial reports with the Board. Collections at approximately 85 percent. Third penalty billing will be mailed in March. Director Hanley made the motion to receive and file the January 2017 financial reports. Director Kianipur seconded the motion. MOTION: The motion carried by the roll call vote. G. Marketing and Administration Report (1) Ms. Leonhard reviewed the status of current marketing projects and presented a flyer on the Explore CdM Shop Local Marketing Campaign. The light pole banners were complete and installed in January, the BID’s new website is complete and will go live this week. Options for the third phase of the Shop Local Campaign was discussed and voted upon. MOTION: Director Hanley made a motion to move forward on the Direct Mail piece for the Shop Local Campaign utilizing $4,500 from the already established Marketing Campaign Budget. Director Kianipur seconded the motion. The motion carried by the roll call vote. (2) Beautification award ideas where discussed. No Nominations were offered or approved. (3) The Board was given a presentation on the new website and was satisfied with the project’s result. Director Laidlaw requested the online renewal payment be moved up on the navigation bar and Director Hanley requested an image slider. Ms. Leonhard commented that these items will be changed and website link will be emailed to board members once the site goes live. Further modification can always be made and the maintenance and hosting agreement reviewed earlier in the year will be brought back at next meeting. H. Corona del Mar Chamber of Commerce Report (1) The Chamber reviewed networking programs. Mayor Muldoon spoke at the February Chamber Luncheon on City updates and the O.C. Auditor Controller will be speaking on March 21 on a state of the County address. (2) The Chamber is currently working on the 2017 CdM Business Directory which is set to direct mail the end of March. (3) The Chamber is now open for Race Registrations for the 36th Annual Corona del Mar Scenic 5K. 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 Meeting Adjourned: 9:16am. Motion to adjourn was made by Director Dawson and seconded by Director Lim. Next meeting scheduled for March 23, 2017 Feb 28, 17 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 138,284.73 Total Checking/Savings 138,314.73 Accounts Receivable 1200 · Accounts Receivable -558.99 Total Accounts Receivable -558.99 Total Current Assets 137,755.74 TOTAL ASSETS 137,755.74 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 85,599.56 Net Income 52,156.18 Total Equity 137,755.74 TOTAL LIABILITIES & EQUITY 137,755.74 3:49 PM Corona del Mar Business Improvement District 03/03/17 Balance Sheet Cash Basis As of February 28, 2017 Page 1 4:02 PM 03/03/17 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 2,395.25 0.00 2,395.25 Member Assessment 90,298.50 107,000.00 -16,701.50 Total Income 132,693.75 147,000.00 -14,306.25 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.6,500.00 9,100.00 -2,600.00 Total Website - Development 6,500.00 10,100.00 -3,600.00 Marketing & Administration Website - Maintenance 0.00 7,200.00 -7,200.00 Contingency 0.00 5,000.00 -5,000.00 Consulting (Reporting)9,065.94 23,000.00 -13,934.06 Website - Hosting/Tech Support 1,350.00 1,500.00 -150.00 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 2,700.00 3,500.00 -800.00 Beautification Award Program 367.50 1,000.00 -632.50 Dolphins 233.75 1,000.00 -766.25 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 8,559.08 15,000.00 -6,440.92 Total Marketing & Administration 28,566.18 73,700.00 -45,133.82 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.9,064.00 12,480.00 -3,416.00 Backflow Valve 0.00 2,000.00 -2,000.00 Total Landscaping 9,462.00 20,480.00 -11,018.00 6100 · Administration Acctng service fee (bill.com)422.90 Admin Bank Service Charge 44.75 Page 1 of 2 Management use only. Not prepared according to GAAP. 4:02 PM 03/03/17 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 Account. & Fin. Reporting Svcs.6,500.00 15,600.00 -9,100.00 Mailings 422.80 1,400.00 -977.20 Total 6100 · Administration 7,390.45 17,000.00 -9,609.55 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 774.39 842.00 -67.61 Contributions (Sherman Gardens)0.00 500.00 -500.00 Total Outreach 774.39 1,342.00 -567.61 Total Expense 79,003.07 206,600.00 -127,596.93 Net Ordinary Income 53,690.68 -59,600.00 113,290.68 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 Income 85,599.56 64,000.00 21,599.56 Total Equity 139,290.24 4,400.00 134,890.24 Page 2 of 2 Management use only. Not prepared according to GAAP. Register: Bank Balance From 02/01/2017 through 02/28/2017 Sorted by: Date, Type, Number/Ref Date Number Payee Account Memo Payment C Deposit Balance 02/01/2017 -split- Deposit X 4,260.25 150,711.80 02/14/2017 CitiBank 6100 · Administration:... 8.95 X 150,702.85 02/21/2017 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable Mayor's Dinner... 600.00 X 150,102.85 02/21/2017 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable BID Website D... 1,000.00 X 149,102.85 02/21/2017 Bill.com Corona Del Mar Cha... 2000 · Accounts Payable BID Marketing... 2,000.81 X 147,102.04 02/21/2017 Bill.com Community Business... 2000 · Accounts Payable Bookkeeping ... 1,300.00 X 145,802.04 02/21/2017 Bill.com Dekra - Lite 2000 · Accounts Payable Inv#42865- Sh... 6,477.31 X 139,324.73 02/21/2017 Bill.com Pinnacle 2000 · Accounts Payable NEW9265 1,040.00 X 138,284.73 Corona del Mar Business Improvement District 3/3/2017 3:30 PM Page 1 Account Summary Account Activity Date Description CreditsReference Date Description Credits Date Description Debits Date Amount Date Amount Date Amount Date Amount Beginning balance (1/31/2017) Credits Total credits Debits Total debits Ending balance (2/28/2017) Contact us: Analyzed Business Checking Account #: DEPOSITS ELECTRONIC CREDITS ELECTRONIC DEBITS DAILY BALANCES 023 0830N TSYS/TRANSFIRST DISCOUNT CCD CITY OF NB-CDM 41399800999184 CI TY OF NB-CDMBID DISCOUNT TSYS/TRANSFIRST BKCD STLMT CCD CITY OF NB-CDM 41399800999184 CI TY OF NB-CDMBID 021017 TSYS/TRANSFIRST BKCD STLMT CCD CITY OF NB-CDM 41399800999184 CI TY OF NB-CDMBID 021517 BILL.COM PAYABLES 015SXTWIDQK2MGP CORONA DEL MAR BID CCD Account number Minimum balance $138,284.73 Average balance $145,384.00 Avg. collected balance $145,231.00 1-31 146,451.55 2-1 150,711.80 2-1 Deposit 4,260.25 2-10 150,702.85 2-10 Preauthorized Debit 8.95 2-14 150,705.85 2-14 Preauthorized Credit 3.00 2-17 138,284.73 2-17 Preauthorized Debit 3.00 2-17 Preauthorized Debit 12,418.12 $146,451.55 Deposits (1)+ 4,260.25 Electronic cr (1)+ 3.00 Other credits (0)+ 0.00 +$4,263.25 Checks paid (0)- 0.00 Electronic db (3)- 12,430.07 Other debits (0)- 0.00 - $12,430.07 $138,284.73 800 773-7100 Orange CO Airport Office 18111 Von Karman Ave., Ste. 100 Irvine CA 92612 cnb.com Page 1 (0) This statement: February 28, 2017 Last statement: January 31, 2017 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.