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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 10/22/2015CITY OF NEWPORT BEACH CORONA DEL MAR BUSINESS IMPROVEMENT DISTRICT BOARD AGENDA 100 Civic Center Drive, Corona del Mar Conference Room 10/22/2015 12:00:00AM - 7:30 AM Corona del Mar Business Improvement District Board Members: Bernie Svalstad, Chairman Scott Laidlaw, Vice Chairman Keith Dawson, Treasurer Jessica Prause, Secretary Hamid Kianipur, Director Scott LaFleur, Director Shawn Lim, Director Michelle Peschel, Director Jim Walker, 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 NON-AGENDA ITEMS IV.CURRENT BUSINESS Approval of Minutes1. Board to approve the draft meeting mintues CdM BID Meeting Minutes-2015-0924-DRAFT City Council Report2. Summary: Oral report(s) from present City Council member(s). Recommended Action: None Parking Management Plan (Walker/Laidlaw)3. Sub-committee review of a Parking Management Plan Summary: Board to review and approve parking sub-committee recommended parking management task action proposal. Recommended Action: Board to approve the parking sub-committee parking management plan to be submitted to the City for consideration. Marguerite & PCH Project (Svalstad)4. Proposed landscape and hardscape Marguerite Ave. and Coast Hwy. intersection improvement project. Summary: Board to review and approve the proposal from Rabben/Herman Design Office for the proposed beautification project at Marguerite and Coast Highway. Recommended Action: Board to approve contract from Rabben/Herman Design Office for the Marguerite project. RHdo_LandscapeProposal-Rev3-2015-1007 Tree Well Maintenance Status (Laidlaw)5. Status report on the tree well landscaping and irrigation. Recommended Action: None Financial Report (Svalstad)6. Summary: 1. Review of BID financial reports. 2. Discussion on A/R. Recommended Action: None CdM BID Financial Reports-2015-09 Administrative and Marketing Report (Leonhard)7. Summary: 1. Website status 2. Member survey 3. Beautification award 4. Holiday ad campaign Recommended Action: None Corona del Mar Chamber Report (Leonhard)8. Summary: Chamber programs 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 is scheduled for Thursday, December 3, 2015. 1 Corona del Mar Business Improvement District Board Meeting Minutes September 24, 2015 City of Newport Beach City Hall, 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 7:32 a.m. II. Roll Call Chairman Svalstad called the roll, and everyone in the room introduced themselves. Board Members Present: Chairman Svalstad, Vice Chairman Laidlaw, Treasurer Dawson; Secretary Prause; Director Walker; Director Lim; Director LaFleur, Director Kianipur; Director Peschel. City Representatives: Mayor Edward Selich, Council Member Scott Peotter Senior Engineer Brad Sommers, Finance Director Dan Matusiewicz, Revenue Manager Evelyn Tseng BID Consultants: Linda Leonhard, BID Marketing Consultant and Administrative Services (Corona del Mar Chamber of Commerce) Guests: Danielle Rivas (Corona del Mar resident), Dennis Baker (Corona del Mar Residents Association), Amy Senk and Jim Mosher III. Public Comments on Agenda Items Mr. Jim Mosher requested corrections to the minutes for the prior month: (1) spelling the name of the Newport Beach Independent reporter from “Sarah Hull” to “Sarah Hall”; (2) Amy Senk was present at the meeting; and (3) the name of the landscape architect referenced in the Marguerite and East Coast Highway project notes should be changed from “Ron Herman” to “Dan Herman.” IV. Approval of Minutes MOTION: Treasurer Dawson made a motion to approve the August 27, 2015, Board Minutes with the three corrections recommended by Mr. Jim Mosher. Vice Chairman Laidlaw seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Dawson, Walker, Laidlaw, Lim, LeFleur, Kianipur, Peschel, Prause V. Current Business a. City Council Report: Mayor Selich reported that he had received a draft of the amendment to the news rack ordinance for Corona del Mar. Council Member Peotter reported that the underground electric wiring for District 117 was approved last week. In addition, he noted that City fees for items such as building permits and plan checks have increased. 2 b. City Staff Report. i. Gateway Project (update on the approved Capital Improvement project for hardscape and landscape improvements at the East Coast Highway and MacArthur Boulevard intersection). Mr. Brad Sommers, senior civil engineer at the City of Newport Beach, reported that the Public Works Department is revising plans for the Gateway project. Currently, palm trees are in front of the traffic light, and the department is correcting and other details. Mr. Sommers stated that the BID should be able to see a completed plan by the end of November. A discussion ensued and a request made for a member of the Board to meet with Public Works to discuss matching pavers for both the Marguerite and MacArthur intersections. ii. Parking Meters (proposal for the installation of parking meters along East Coast Highway between Avocado Avenue and Poppy Avenue on the eastbound side and from Iris Avenue to Poppy Avenue on the westbound side). Mr. Dan Matusiewicz, finance director for the City of Newport Beach, noted that the Corona del Mar business district benefits businesses and visitors coming to Corona del Mar to shop. He outlined a proposal to convert 390 spaces along northbound and southbound East Coast Highway to paid spaces. Visitors would use pay stations to pay for the parking. Mr. Matusiewicz believes this would create a revenue stream to support further commercial projects in the area. He stated the expected revenue from the 390 paid parking spaces would generate $400,000 to $500,000 annually. In other areas of the city, the City owns the “Park and Pay” stations. The BID stated that they would potentially support parking meters, but only as part of a larger parking plan. The Board will discuss further details at the next meeting. iii. Bicycles on the Sidewalk. Mr. Sommers reported that residents are concerned about bicycle riding on the sidewalks in the village. The City is considering a “Walk Your Bike” or “Dismount Your Bike” messaging on the sidewalks. An alternative to the above messaging would be to place “No Bikes” symbols on the sidewalk. However, the City supports a less prohibitive message. Other bicycle friendly cities use dismount zones and walk-your-bike zones. The Board decided to survey local businesses to see what language they recommend. iv. Traffic Signal Improvement Project. Mr. Sommers reported on the City’s efforts to update aging equipment on the nine traffic signals in Corona del Mar along East Coast Highway. Efforts to conduct the work at night and not during the holiday season are being considered to limit the impact on the business district. The tentative construction schedule reflects work beginning at the end of October. The work includes upgrades to the MacArthur, Goldenrod and Poppy intersections with sidewalk and traffic lane closures. There will be periods of time when the traffic signals are dark. This is a $1.9 million contract to be completed within 120-days. c. BID Project Updates i. Parking Management Plan. The parking sub-committee announced it is trying to simplify its approach to parking and go over the plan with the City Council. It hopes to bring something back to the full Board at the next meeting. ii. Marguerite and PCH Project. Chairman Svalstad met with Dan Herman to discuss the plans for the sidewalk landscape. The proposal to complete the plans is $1,500. It will go to the City Attorney for review and approval. An action item will be put on next month’s agenda to discuss and approve this proposal. iii. Tree Well Maintenance Items. No status updates at this time. iv. Revitalization / Maintenance Items (Maintenance of existing street furniture and proposed new items.) MOTION: Director Kianipur made a motion to approve the $150 purchase and installation of the memorial plaque for placement on the bench in front of Sherman Library and Gardens. Director Lim seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Dawson, Walker, Laidlaw, Lim, LeFleur, Kianipur, Peschel, Prause 3 v. Holiday Décor Program. The City will not approve the installation of shooting stars to the palm trees in the East Coast Highway medians. DekraLite is currently discussing the option of mounting the shooting start on the street light poles with the City. d. Financial Report. There was a discussion with the representatives from the City’s Finance Department regarding several issues. i. Delinquent member payments; ii. Paying BID assessments at the time of business license renewal; iii. Online credit card processing for BID assessments; and iv. Member invoices including all past due amounts. Finance staff agreement to review the issues and report back to the Board. MOTION: Secretary Prause made a motion to receive and file the financial report. Director Kianipur seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Dawson, Walker, Laidlaw, Lim, LeFleur, Kianipur, Peschel, Prause e. Administration and Marketing Report (Linda Leonhard) i. Website Status Update. Ms. Leonhard reported that she has been in discussions with and has received proposals from website developers. The needs for the BID website back end and design have been identified. She will be sending a vendor’s proposal to the City for review. ii. Dolphin Program Update. Ms. Leonhard announced that she is working with the volunteer board at Sherman Library and Gardens to take over the seasonal decorating of the dolphins beginning this Halloween. iii. Marketing Programs. Ms. Leonhard distributed a draft member survey that was discussed at the prior meeting. The survey would be distributed to the BID members to see how the BID Board could better serve their needs and identify areas of concern/interest. It was requested that any edits be returned to Ms. Leonhard within five days. Director Peschel and Director LeFleur volunteered to walk the surveys to each business. f. Corona del Mar Chamber Report (Leonhard). Ms. Leonhard reported that the CdM business district is thriving with many new buildings and businesses. The past Chamber events have been well attended with Senator Moorlach speaking at the past Chamber Luncheon. There have been several recent ribbon cuttings and grand openings. The October mixer will be held at El Ranchito, and the September mixer will be held at Black Starr & Frost. The Chamber Board Seat nominations are now open. VI. Corona del Mar BID Announcements or Matters which Members Would Like Placed on a Future Agenda for Discussion or Action or Report (Non-Discussion Items) - None VII. Public Comments on Non-Agenda Items - None VIII. Next Meeting The next BID meeting is scheduled for October 22, 2015. IX. Adjournment MOTION: Director Walker made a motion to adjourn the meeting. Treasurer Dawson seconded the Motion. The motion carried by the following roll call vote: Ayes: Svalstad, Dawson, Walker, Laidlaw, Lim, LeFleur, Kianipur, Peschel, Prause The meeting adjourned at 9:22 a.m. LANDSCAPE SCOPE OF SERVICES PROPOSAL Date: September 21, 2015, revised October 7, 2015 Project: Pacific Coast Highway/ Marguerite Avenue Intersection Improvements Location: Corona del Mar, CA Client: City of Newport Beach Contacts: Bernie Svalstad, Mary Locey I. ASSUMPTIONS The Corona del Mar BID intends to make a series of landscape and hardscape improvements at the intersection of Pacific Coast Highway and Marguerite Avenue in the Corona del Mar section of the City of Newport Beach. The improvements include removing concrete paving and replacing it with decorative brick at the four intersection corners and replacing the city standard street signs with the decorative signs as designed by R/Hdo. This proposal includes; (1) selecting the brick paving materials and preparing and enlarged concept plan, (2) preparing and Estimate Probable Cost of Construction, and (3) attending one BID coordination meeting. Completion of Construction Documents would be completed under a separate work authorization. We have prepared this proposal based on, my brief discussions with you on site to confirm the nature and character of the project and its setting. A. We have structured our services to be performed and completed on a lump sum basis. B. This agreement is by and between Rabben/Herman Design Office, (R/HDO) a California Corporation, and the City of Newport Beach, CA. II. SCOPE OF LANDSCAPE DESIGN SERVICES The scope of services shall be as described herein. A. Schematic Design Phase The purpose of this task is to prepare an enlarged concept plan that shall define the limits of the new brick paving in graphic form and prepare a preliminary estimate of probable construction costs for BID and City of Newport Beach approval. 1. Products: The products of this phase will include the following: 1) Illustrative Landscape Plan (rendered), at minimum scale of 1” = 10’. Prepare a Paving Plan indicating the proposed landscape design addressing new sidewalk paving. 2) Select the proposed brick paving material. CDM Landscape Proposal September 21, 2015 Page 2 of 3 Rabben/Herman Design Office 833 Dover Drive, Suite 9 Newport Beach, CA 92663 P 949.548.3459 3) Prepare a Preliminary Landscape Construction Estimate of Probable Cost. Estimate to include alternate paving types including brick, colored concrete and other decorative material as may be decided. 4) Update the graphic exhibits, prepared under a previous agreement, for decorative street signs 5) Attend one BID coordination/information meeting. III. EXCLUSIONS TO SCOPE OF SERVICES Client shall provide the following information or services as required for performance of the work. R/HDO assumes no responsibility for the accuracy of such information or services and shall not be liable for errors or omissions therein. Should R/HDO be required to provide services in obtaining or coordinating compilation of this information, such services shall be charged as Extra Services. A. Detailed Design, Construction Documents or project specifications B. Topographic surveys B. Boundary surveys C. Geotechnical investigations and Structural soils reports D. Information concerning existing site improvements and utilities E. Design of subsurface drainage systems for hardscape or landscape areas F. Structural, Mechanical, Electrical and Civil engineering services associated with any site elements G. Soils Engineering H. Soils agricultural suitability testing and evaluation I. Preparation and presentation of graphic exhibits other than those described in the Scope of Services in order to aid the client in securing approvals for the landscape work, or for other presentation purposes J. Site lighting design, foot-candle levels, fixture-manufacturing specifications, and shop drawings. K. Legal descriptions of property IV. DESIGN APPROVAL Mary Locey is designated as the person responsible for design direction to R/HDO and has the authority for design approval. In the event that others, as approved by Mary Locey, reject the design, and re-design is required, such re-design services shall be compensated as Extra Services. V. PROJECT SCHEDULE This proposal assumes that Schematic Design will need to be completed in approximately two weeks. VI. ADDITIONAL SERVICES CDM Landscape Proposal September 21, 2015 Page 3 of 3 Rabben/Herman Design Office 833 Dover Drive, Suite 9 Newport Beach, CA 92663 P 949.548.3459 At the Client’s request and with the Client’s approval, R/HDO will provide services in addition to those described in the Scope of Services. VII. FEES AND TERMS The lump sum portion of the services described herein shall as shown below. Phase Fee Phase 1 Schematic Design $2,200.00 Total $2,200.00 Authorized Acceptance _______________________________________ Signature _______________________________________ Written Name _____________________________ Date