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Corona del Mar BID Agenda Packet 04/23/2015
Corona del Mar Business Improvement District Board Meeting Agenda 100 Civic Center Drive, Corona del Mar Conference Room Regular Board Meeting April 23, 2015 - 7:30 AM Business Improvement District Board Members: Bernie Svalstad, Chairman Scott Laidlaw, Vice Chair Jessica Prause, Secretary Shawn Lim, Board Member Keith Dawson, Board Member Scott Palmer, Treasurer Tom Nicholson, Board Member Jim Walker, Board Member Hamid Kianipur, Board Member I. CALL MEETING TO ORDER II. ROLL CALL III. PUBLIC COMMENTS ON 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 BID. Speakers must limit comments to 3 minutes. Before speaking, we invite, but do not require, you to state your name for the record. The Corona del Mar 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. APPROVAL OF MINUTES Approval of Minutes SUMMARY: Review and approval of draft meeting minutes from prior meeting(s). (Handout) RECOMMENDED ACTION: Board to approve the draft meeting minutes. V. CURRENT BUSINESS A. City Council Report SUMMARY: Oral report(s) from present City Council member(s). RECOMMENDED ACTION: None B. Financial Report (Svalstad) SUMMARY: 1. Review of CdM BID financial reports. 2. Review of BID accounts receivable. RECOMMENDED ACTION: 1. Board to review and file the CdM BID financial reports. 2. Board to review the accounts receivable. C. Annual Report and FY 2015-16 Budget SUMMARY: Board to review and approve the draft FY 2014-15 Annual Report and the FY 2015-16 budget. RECOMMENDED ACTION: Board to approve the FY 2014-15 Annual Report and the FY 2015-16 budget for submittal to the City Council. D. BID FY 2015-16 Board Nominations SUMMARY: Review of the 11 applications received for the FY 2015-16 CdM BID Board of Directors and recommend up to nine nominees for City Council appointment. RECOMMENDED ACTION: Board to recommend for City Council appointment up to nine nominees to serve on the FY 2015-16 CdM BID Board of Directors. E. Administration and Marketing Report (Leonhard) SUMMARY: 1. Annual meeting update, discussion of program agenda and format. 2. Status report on the website project and business directory. 3. Beautification award update RECOMMENDED ACTION: None F. Gateway Project (Svalstad) SUMMARY: Intersection improvement project at MacArthur Blvd and Coast Highway. 1. Review of the April 14 City Council CIP decision. 2. Discussion of $50,000 payment to the City as the BID's portion of the project's design services. RECOMMENDED ACTION: 1. None. 2.Board to approve the payment of invoice MP25000102 in the amount of $50,000 as the BID's portion of the project's design services. G. BID Project Updates SUMMARY: 1. Tree Well Maintenance (Laidlaw) - Board to review and discuss transferring $3,385 from the Marguerite project budget to the landscaping budget for back flow inspection services. 2. Parking Management Plan (Walker/Laidlaw), a parking plan and study for the business district - Board discussion and update. 3.Revitalization and Maintenance Items (Laidlaw/Kianapur), maintenance of existing street furniture and proposed new items - a.) Update on memorial benches and sidewalk memorial concept and b.) Status of City ordinance for news racks. RECOMMENDED ACTION: 1.Board to approve a transfer of $3,385 from the Marguerite project budget to the landscaping budget for back flow inspection services. 2. None 3. None H. Corona del Mar Chamber Report (Leonhard) SUMMARY: Oral report on programs and updates from the Corona del Mar Chamber of Commerce. RECOMMENDED ACTION: None VI. CORONA DEL MAR BID ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEMS) VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS Public comments are invited on non-agenda items generally considered to be within the subject matter jurisdiction of the CDM BID. Speakers must limit comments to 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. VIII. ADJOURNMENT The Corona del Mar BID is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Corona del Mar BID 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 Corona del Mar BID and items not on the agenda but are within the subject matter jurisdiction of the Corona del Mar BID. The Corona del Mar BID may limit public comments to a reasonable amount of time, generally three (3) minutes per person. It is the intention of the City of Newport Beach 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, the City of Newport Beach will attempt to accommodate you in every reasonable manner. If requested, this agenda will be made available in appropriate alternative formats to persons with a disability, as required by Section 202 of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132), and the federal rules and regulations adopted in implementation thereof. Please contact the City of Newport Beach 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 949-644-3074 or email cdmbid@newportbeachca.gov. NEWPORT BEACH ITEM TITLE: Approval of Minutes ITEM SUMMARY: Review and approval of draft meeting minutes from prior meeting(s). (Handout) RECOMMENDED ACTION: Board to approve the draft meeting minutes. CEQA Compliance: ATTACHMENTS: Description Draft Meeting Minutes from March 26, 2015 1 Minutes of the Corona del Mar Business Improvement District Board Meeting March 26, 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 7:33am. II. Roll Call Chairman Svalstad called the roll, and everyone in the room introduced themselves. Board Members Present: Chairman Svalstad, Vice Chair Laidlaw; Treasurer Palmer; Secretary Prause; Director Dawson; Director Walker; Director Nicholson, Director Kianipur; Director Lim City Representatives: Council Member Scott Peotter BID Consultants: Linda Leonhard, BID Marketing Consultant and Administrative Services (Corona del Mar Chamber of Commerce) Guests: Amy Senk (Corona del Mar Today) III. Public Comments on Agenda Items Director Nicholson commented that St. Michaels would be removing 50,000 SF of turf and putting in native vegetation and an orchid on their grounds. IV. Approval of Minutes MOTION: Director Laidlaw made a motion to approve the February 26, 2015 Board Minutes. Director Walker seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Nicholson, Laidlaw, Walker, Lim, Kianipur, Prause Abstained: Dawson, Palmer V. Current Business a. City Council Report (Scott Peotter): Council Member Peotter reported that he asked the City Council for a special meeting to push along the Corona del Mar gateway project. He stated that the City Council is trying to get the budget approved in May 2015. The Balboa sea walls and the West Side facilities center are the two big-ticket items related to the budget. He also reported that the marine park was a huge item that the City just spent significant funds completing. In light of this, Council Member Peotter affirmed that the Corona del Mar Gateway Project and the “Fibrary” are his number one priorities. The “Fibrary” project proposes making the Corona del Mar fire station larger and more functional and using the library space to accommodate children’s books, reading programs and meeting space. The total cost of the Fibrary is around $6,000,000. Council Member Peotter also reported that he believed the BID may have the ability to take control of banner space available in Corona del Mar and make it exclusively the BID/Chamber banner space 2 for Corona del Mar business’ use. Council Member Peotter is to work further with Ms. Leonhard on the banner space as well as discuss grants and special events. Finally, Council Member Peotter reported that he believed the City of Newport Beach could remove agents from the business license tax or delete or reduce the tax to a $50 fee. He asked for feedback from the BID and business community on this issue. b. Financial Report: It was discussed that items still need to be put in the right categories. The chart of accounts needs to be changed to match the budget. At the next BID meeting on April 23, 2015, the BID will be tasked with approving the annual report and budget due to the City for review. It is anticipated that the proposed budget will be similar to this year’s budget. However, Chairman Svalstad proposed that the BID Board consider one change to budget to allocate monies toward some form of a “Summer Walk” or “Oktoberfest”. Director Svalstad suggested putting the $10,000-$12,000 that the BID has previously used on print media campaigns to instead spend on an additional event. The idea is that the event would be a simple smaller version of the Christmas walk around summertime. Director Walker suggested contacting the restaurant association to perhaps create a “Taste of Corona del Mar” event for which booths could be sold. The Balboa Village Merchants’ Association puts on “Taste of Balboa,” and it is well attended. MOTION: Director Palmer made a motion to move to item “d. Gateway Project” before Council Member Peotter needed to leave. Director Kianipur seconded the motion. The motion carried by the following roll call vote: Ayes: Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause d. Gateway Project (Svalstad) – discussed prior to item c. Chairman Svalstad reported that the City of Newport Beach wanted the BID Board to put in another 50% toward the project’s approximate $400,000 completion cost. Council Member Peotter recommended that the BID Board send a letter explaining how much work has been done and paid for by the BID Board on this project already. The Corona del Mar BID is the only land BID left standing in the City of Newport Beach. Other land BID Boards have been converted to merchants’ associations which do not contribute toward any capital improvements. By contrast, the Corona del Mar BID Board has made significant time and monetary contributions toward this project based on City representations that it would go forward and has gotten to a point where it is ready to proceed. The recommendation by Council Member Peotter is that the BID Board should mail each council member individually and follow up with a phone call. It should also be emphasized that the BID Board was required to do a lot of community outreach in connection with this project. The community strongly supports the project. However, if the project is deferred, the outreach and consulting studies could become dated if the project does not move forward. In essence, the outreach has a “shelf life,” and the City needs to proceed timely in order to preserve the outreach work completed by the BID in this manner. MOTION: Director Nicholson made a motion to transfer $25,000 from the Marguerite project budget to the Gateway project budget. Treasurer Palmer seconded the motion. The motion carried by the following roll call vote: Ayes: Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause Director Laidlaw brought up that he has reservations about paying money for design fees on a project that may be delayed by the City. If the project is delayed and codes change, the design may be outdated and need significant revisions to be up to date with current codes at the time it is built. Further discussion ensued that since the BID is using fiduciary funds it cannot invest further without approval to proceed from the City. 3 MOTION: Director Nicholson made a motion to table approval of payment of City invoice MP25000102 in the amount of $50,000 as the BID’s portion of the Gateway project’s design services absent City approval to proceed with the Gateway project. Treasurer Palmer seconded the motion. The motion carried by the following roll call vote: Ayes: Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause c. Administrative & Marketing Report (Leonhard) Ms. Leonhard reported that the BID brochures and the new CdM Business Directories will be distributed at the Annual Town Meeting and a rendering of the Gateway project is being created. Director Dawson and Director Kianipur volunteered to man the BID booth from 5:00 p.m. – 6:00 p.m. at the Town Hall Meeting. Ms. Leonhard updated the BID board on the progress of the BID website development and the requirements by the city for contracting and insurance with the website vendor. Ms. Leonhard is awaiting sample contract and insurance requirements from the City and will return to the development project. Finally, the Beautification Award nomination for Valia Properties was discussed and a motion was made to approve. MOTION: Director Nicholson made a motion to give the beautification award to Valia Properties. Treasurer Palmer seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Lim, Prause VI. Project Updates: i. Marguerite & PCH Project (Svalstad) – Discussion of the intersection landscape and hardscape improvement project. ii. Tree Well Maintenance (Laidlaw) – Director Laidlaw reported that Bernie and he walked the Corona del Mar village with Pinnacle Landscape Company (“Pinnacle”), the landscape subcontractor, and identified the tree wells needing additional maintenance. MOTION: Director Laidlaw made a motion to complete the additional maintenance to the tree wells identified as needing it in his latest walk with Pinnacle. Director Nicholson seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Lim, Prause iii. Parking Management Plan (Walker / Svalstad) – Discussion of a parking plan and a study for the business district. 1. Discussion of GoSpot shared parking concept. Chairman Svalstad met with GoSpot parking. GoSpot parking would need to utilize available lots in Corona del Mar. Chairman Svalstad is following up regarding whether there are available lots in the Corona del Mar business district that could be a viable option for this business to use. 2. Discussion of procedure for parking plan approval. Director Svalstad reported that he has been in contact with Ms. Locey at the City of Newport Beach regarding sourcing a new parking consultant, but he has not received any further information regarding new consultants. In order to bring it back to City Council, it is recommended that the BID define a finite area plan with credit for on-street parking, valet parking and shared parking. Director Laidlaw reported that he would commit to studying parking and preparing a parking study for two blocks in the Corona del Mar village. iv. Revitalization/Maintenance Items (Laidlaw / Kianipur): Discussion of the maintenance of existing street furniture and proposed new items. 4 1. Discussion of memorial benches. Director Kianipur reported that the cost for City memorial benches is typically $1,800 plus an additional 10% to provide for maintenance. However, the Corona del Mar village benches are not typical benches with flat faces that allow plaques to be affixed to the back face. As such, mounting hardware for a plaque will have to be custom made for the Corona del Mar benches. It was suggested that a plaque could also be placed in the cement in front of the bench. Director Kianipur is to look into the cost of a plaque both affixed on the bench and placed in the cement in front of the bench at Sherman Gardens. VII. Corona del Mar Chamber Report (Leonhard): Ms. Leonhard reported that the Chamber of Commerce April monthly luncheon would be held at Fig and Olive. There will be a networking luncheon in the Pimco building at Keller Williams real estate. The Corona del Mar Annual Town Meeting will be held on April 22, 2015 at Sherman Gardens. The Newport Beach Film Festival begins April 23, 2015. John Fleischman will be speaking at the Bahia Corinthian Yacht Club at 7:30 a.m. on the second Thursday of the month. VIII. 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) No Additional Items Discussed. IX. Public Comments on Non-Agenda Items None. X. Next Meeting The next meeting BID meeting is scheduled for April 23, 2015. XI. Adjournment Director Nicholson departed at 9:12 a.m. MOTION: Director Walker made a motion to adjourn the meeting. Treasurer Palmer seconded the Motion. The motion carried by the following roll call vote: Ayes: Svalstad, Dawson, Palmer, Laidlaw, Walker, Kianipur, Lim, Prause NEWPORT BEACH ITEM TITLE: Financial Report (Svalstad) ITEM SUMMARY: 1.Review of CdM BID financial reports. 2. Review of BID accounts receivable. RECOMMENDED ACTION: 1.Board to review and file the CdM BID financial reports. 2. Board to review the accounts receivable. CEQA Compliance: ATTACHMENTS: Description March 2015 CdM BID Financial Reports Mar 31, 15 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 121,912.67 Total Checking/Savings 121,942.67 Accounts Receivable 1200 · Accounts Receivable Bad DebtA/R -50,196.14 1200 · Accounts Receivable - Other -994.52 Total 1200 · Accounts Receivable -51,190.66 Total Accounts Receivable -51,190.66 Total Current Assets 70,752.01 TOTAL ASSETS 70,752.01 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 40,200.32 Net Income 30,551.69 Total Equity 70,752.01 TOTAL LIABILITIES & EQUITY 70,752.01 7:41 AM Corona del Mar Business Improvement District 04/14/15 Balance Sheet Cash Basis As of March 31, 2015 Page 1 Jul '14 - Jun 15 Budget $ Over Budget Ordinary Income/Expense Income City Matching Funds 20,000.00 20,000.00 0.00 Late Fees 939.43 Member Assessment 94,463.25 106,000.00 -11,536.75 Reimbursed Expenses 0.00 0.00 0.00 Total Income 115,402.68 126,000.00 -10,597.32 Expense Bad Debt Expense-Finance Chgs 0.00 0.00 0.00 Bad Debt Expense-Assessments 0.00 0.00 0.00 6100 · Administration Toll Free Phone Line 0.00 500.00 -500.00 Meeting Facilities 3,000.00 3,600.00 -600.00 BID Administrator 1,838.69 0.00 1,838.69 Mailings 175.20 0.00 175.20 Bank Service Charges 35.26 600.00 -564.74 6100 · Administration - Other 2,290.35 Total 6100 · Administration 7,339.50 4,700.00 2,639.50 Improvements Street Furniture 3,348.70 0.00 3,348.70 Gateway-MacArthur & PCH 0.00 25,000.00 -25,000.00 Marguerite Project 0.00 60,625.00 -60,625.00 Street Improvements 9,973.00 Total Improvements 13,321.70 85,625.00 -72,303.30 Maintenance Other Repairs 0.00 2,000.00 -2,000.00 Centennial Plaza Backflow Valve 1,755.00 2,000.00 -245.00 Treewells 0.00 0.00 0.00 Total Centennial Plaza 1,755.00 2,000.00 -245.00 Cleaning 0.00 0.00 0.00 Landscape 9,360.00 15,500.00 -6,140.00 Street Furniture 6,929.33 4,000.00 2,929.33 Total Maintenance 18,044.33 23,500.00 -5,455.67 6500 · Marketing 6510 · Member Window Decals 0.00 1,200.00 -1,200.00 Collateral/Brochure 1,533.60 1,600.00 -66.40 Marketing Campaigns 390.00 0.00 390.00 Consulting 2,038.75 2,000.00 38.75 Directory 0.00 7,500.00 -7,500.00 Website 1,500.00 15,000.00 -13,500.00 6500 · Marketing - Other 581.25 Total 6500 · Marketing 6,043.60 27,300.00 -21,256.40 Outreach Marguerite Programs 337.50 2,000.00 -1,662.50 Beautification Award 651.25 575.00 76.25 Contributions 0.00 500.00 -500.00 Program Solicitations 227.50 Memberships 0.00 0.00 0.00 Postage & Delivery 0.00 1,200.00 -1,200.00 Printing /Copies 7,813.55 12,000.00 -4,186.45 Public Relations Miscellaneous Programs 0.00 0.00 0.00 Public Relations - Other 198.75 Total Public Relations 198.75 0.00 198.75 Outreach - Other 384.70 Total Outreach 9,613.25 16,275.00 -6,661.75 Special Events 7:47 AM Corona del Mar Business Improvement District 04/14/15 Budget vs Actual to March 2015 Cash Basis July 2014 through June 2015 Page 1 Jul '14 - Jun 15 Budget $ Over Budget Banner Program 4,390.28 6,200.00 -1,809.72 Christmas Walk 3,500.00 3,500.00 0.00 Dolphins 337.11 600.00 -262.89 Holiday Decor 20,889.12 24,500.00 -3,610.88 Annual Meeting 747.97 600.00 147.97 Special Events - Other 65.00 Total Special Events 29,929.48 35,400.00 -5,470.52 Total Expense 84,291.86 192,800.00 -108,508.14 Net Ordinary Income 31,110.82 -66,800.00 97,910.82 Other Income/Expense Other Income Carry Over from FY14 0.00 66,800.00 -66,800.00 Other Income 0.00 0.00 0.00 Total Other Income 0.00 66,800.00 -66,800.00 Net Other Income 0.00 66,800.00 -66,800.00 Net Income 31,110.82 0.00 31,110.82 7:47 AM Corona del Mar Business Improvement District 04/14/15 Budget vs Actual to March 2015 Cash Basis July 2014 through June 2015 Page 2 Date Source Name Memo Account Paid Amount Bank of America - V 07/15/2014 Bank of America - V Bank Service Charges 11.60 Total Bank of America - V 11.60 Corona Del Mar Chamber 07/15/2014 Corona Del Mar Chamber May contract for professional marketing services Marketing Campaigns 130.00 07/15/2014 Corona Del Mar Chamber May contract for professional marketing services Meeting Facilities 300.00 07/15/2014 Corona Del Mar Chamber May contract for professional marketing services Website 150.00 07/15/2014 Corona Del Mar Chamber May contract for professional marketing services Consulting 292.50 07/15/2014 Corona Del Mar Chamber May contract for professional marketing services Marketing Campaigns 130.00 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Marketing Campaigns 130.00 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Meeting Facilities 300.00 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Website 150.00 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Consulting 227.50 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Program Solicitations 227.50 07/15/2014 Corona Del Mar Chamber June contract for professional marketing services Dolphins 48.75 07/15/2014 Corona Del Mar Chamber "Contingency"Special Events 65.00 08/04/2014 Corona Del Mar Chamber Tri Fold Brochures Collateral/Brochure 1,533.60 10/28/2014 Corona Del Mar Chamber August Contract for Professional Marketing Services.Meeting Facilities 300.00 10/28/2014 Corona Del Mar Chamber August Contract for Professional Marketing Services.Website 150.00 10/28/2014 Corona Del Mar Chamber August Contract for Professional Marketing Services.Consulting 262.50 10/28/2014 Corona Del Mar Chamber August Contract for Professional Marketing Services.Beautification Award 130.00 10/28/2014 Corona Del Mar Chamber August Contract for Professional Marketing Services.Marguerite Programs 187.50 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Meeting Facilities 300.00 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Website 150.00 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Consulting 450.00 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Dolphins 75.00 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Beautification Award 130.00 10/28/2014 Corona Del Mar Chamber July Contract for Professional Marketing Services.Marguerite Programs 75.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Meeting Facilities 300.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Website 150.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Beautification Award 130.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Dolphins 75.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Consulting 206.25 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...6500 · Marketing 281.25 12/02/2014 Corona Del Mar Chamber &quot;Contingency&quot;Public Relations 112.50 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Printing /Copies 131.25 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Ser...Marguerite Programs 75.00 12/02/2014 Corona Del Mar Chamber 36th Annual Corona del Mar Christmas Walk Co-op...Christmas Walk 3,500.00 01/08/2015 Corona Del Mar Chamber Holiday Ad Campaign Printing /Copies 6,012.50 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...Meeting Facilities 300.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...Website 150.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...Beautification Award 130.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...6100 · Administration 546.60 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...Consulting 150.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrativ...Public Relations 56.25 01/08/2015 Corona Del Mar Chamber Reimbursement for (4) New Display Easels Toll Free Phone Line 384.70 01/08/2015 Corona Del Mar Chamber Holiday Lighting Campaign Flyer Printing /Copies 1,649.40 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Meeting Facilities 600.00 7:39 AM Corona del Mar Business Improvement District 04/14/15 Expenses by Vendor Detail Cash Basis July 2014 through March 2015 Page 1 Date Source Name Memo Account Paid Amount 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Website 300.00 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...6100 · Administration 712.50 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Consulting 150.00 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Dolphins 56.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Meeting Facilities 300.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Website 150.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...6100 · Administration 712.50 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Consulting 150.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Beautification Award 131.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Dolphins 56.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...6500 · Marketing 112.50 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Public Relations 30.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Printing /Copies 20.40 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Meeting Facilities 300.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Website 150.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...6100 · Administration 318.75 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Consulting 150.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...6500 · Marketing 187.50 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - ...Annual Meeting 75.00 Total Corona Del Mar Chamber 24,898.45 Costa Mesa Nut & Bolt 08/14/2014 Costa Mesa Nut & Bolt Bike Rack parts Street Furniture 829.42 Total Costa Mesa Nut & Bolt 829.42 Deb Pirdy 01/08/2015 Deb Pirdy Reimbursement for Dolphin Program Dolphins 25.86 Total Deb Pirdy 25.86 Dekra - Lite 09/30/2014 Dekra - Lite Installation and removal of "Car Show" banners Banner Program 1,430.48 12/23/2014 Dekra - Lite Fiberglass Giant Present, LED Flood Light, Labor, I...Holiday Decor 3,499.04 12/23/2014 Dekra - Lite Refurbish Décor, LED Mini Lights, Labor, Installat...Holiday Decor 17,390.08 12/23/2014 Dekra - Lite Labor, Installation, Removal & Storage of Assorted ...Banner Program 2,959.80 Total Dekra - Lite 25,279.40 DERO 08/04/2014 DERO Bike Rakes Street Improvements 9,973.00 Total DERO 9,973.00 J.M.Rabun Company 07/08/2014 J.M.Rabun Company Install new bike racks throughout CDM Street Furniture 2,519.28 Total J.M.Rabun Company 2,519.28 Newport Mesa Powder Coating 08/04/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 720.00 08/04/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 1,119.75 08/04/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 720.00 10/17/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 900.00 7:39 AM Corona del Mar Business Improvement District 04/14/15 Expenses by Vendor Detail Cash Basis July 2014 through March 2015 Page 2 Date Source Name Memo Account Paid Amount 10/17/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 900.00 10/17/2014 Newport Mesa Powder Coating Powder Coat, Trash Receptacles Street Furniture 900.00 11/12/2014 Newport Mesa Powder Coating Trash Receptacle Powder Coating Street Furniture 900.00 11/12/2014 Newport Mesa Powder Coating Trash Receptacle Re-Powder Coating / Repair Street Furniture 769.58 Total Newport Mesa Powder Coating 6,929.33 Pinnacle 08/04/2014 Pinnacle Monthly Landscape Service Landscape 1,040.00 09/17/2014 Pinnacle Monthly Landscape Service Landscape 1,040.00 09/17/2014 Pinnacle Monthly Landscape Service Landscape 1,040.00 10/08/2014 Pinnacle Repair of valves and backflows at CDM planters Backflow Valve 1,755.00 10/23/2014 Pinnacle Monthly Landscape Service (September)Landscape 1,040.00 12/02/2014 Pinnacle Monthly Landscape Service (October)Landscape 1,040.00 12/23/2014 Pinnacle Monthly Landscape Service (November)Landscape 1,040.00 01/23/2015 Pinnacle Monthly Landscape Service (December)Landscape 1,040.00 03/13/2015 Pinnacle Monthly Landscape Service (February)Landscape 1,040.00 03/13/2015 Pinnacle Monthly Landscape Service (January)Landscape 1,040.00 Total Pinnacle 11,115.00 Whittaker & Company 08/20/2014 Whittaker & Company Postage for CDM BID assessment invoices Mailings 175.20 Total Whittaker & Company 175.20 Willdan Financial Services 07/08/2014 Willdan Financial Services BID Administrative Support-Reimbursable Expenses BID Administrator 396.58 07/08/2014 Willdan Financial Services BID Administrative Support-Reimbursable Expenses Annual Meeting 672.97 09/30/2014 Willdan Financial Services BID Administrative Support-Reimbursable Expenses BID Administrator 380.65 10/28/2014 Willdan Financial Services BID Administrative Support-Reimbursable Expenses BID Administrator 904.22 10/28/2014 Willdan Financial Services BID Administrative Support-Reimbursable Expenses BID Administrator 157.24 Total Willdan Financial Services 2,511.66 TOTAL 84,268.20 7:39 AM Corona del Mar Business Improvement District 04/14/15 Expenses by Vendor Detail Cash Basis July 2014 through March 2015 Page 3 NEWPORT BEACH ITEM TITLE: Annual Report and FY 2015-16 Budget ITEM SUMMARY: Board to review and approve the draft FY 2014-15 Annual Report and the FY 2015-16 budget. RECOMMENDED ACTION: Board to approve the FY 2014-15 Annual Report and the FY 2015-16 budget for submittal to the City Council. CEQA Compliance: ATTACHMENTS: Description Draft FY 2014-15 Annual Report & FY 2015-16 Budget 0 Corona del Mar Business Improvement District FISCAL YEAR 2014-2015 ANNUAL REPORT This is the annual report for the nineteenth year of the Corona del Mar Business Improvement District, as required by Section 36533 of the California Streets and Highways Code. 1. Proposed Changes to the District Boundary There are no changes proposed to the district boundaries. 2. Improvements and Activities for the Fiscal Year of July 1, 2015 to June 30, 2016 VISION 2020 - REVITALIZATION IMPROVEMENTS & MAINTENANCE The following are revitalization project improvements and maintenance programs planned for Corona del Mar Business Improvement District (CdM BID) for the fiscal year (FY) 2015-2016. These expenditures are consistent with the CdM BID’s Vision 2020 plan: 2.1 Gateway Improvement (MacArthur & PCH) Project The Gateway Entry Improvement Project has been part of the CdM BID’s original Vision Plan for Corona del Mar for the past 15 years. Working with the City of Newport Beach (City), and through successful outreach efforts and design funding, the project has successfully gained community support and City Council approval. The City Council has voted to include the proposed $410,000 for the Gateway Project to be presented for final approval for the Capital Improvement Program (CIP) FY 2015-16 budget. The CdM BID will be working with the City on the development project to create a beautiful gateway entrance at MacArthur and Coast Highway with a modified plan to widen the sidewalk, add dramatic landscape improvements and relocate eight parking spaces. 2.2 Marguerite Beautification Project The Board seeks to continue creating a sense of identity for the business district at the intersection of Marguerite and Coast Highway that would include various improvements to landscaping, streetscape and other items. The CdM BID plans to pay 100% of the Phase 1 costs for this beautification project in FY 2015-16 and has budgeted $30,000 toward this goal. Phase 1 will include outreach workshops, pavers or enhanced intersection designs at the four sidewalk corners at Marguerite and Coast Highway and street sign enhancements for the flower named streets. Additional irrigated potted plantings are also included in this phase. 2.3 Landscaping & Tree Well Maintenance The CdM BID will continue to provide maintenance through a landscape agreement to assure the proper care, cultivation and irrigation of 180 tree well areas. The CdM BID will continue to provide oversight of the landscaping in the Corona del Mar BID Annual Report FY 2014-15 | Page 2 business district while working closely with the City. The CdM BID will also pay for the upkeep and repairs to the irrigation backflow valves that water the street trees. 2.4 Streetscape & Street Furniture Maintenance The CdM BID will continue to maintain and refurbish existing street furniture including trash receptacles, benches and bicycle racks to ensure quality aesthetics. In addition, the CdM BID will be working with the City on proposed changes to the municipal code evaluating the condition and placement of newspaper stands. 2.5 Parking The CdM BID will continue to study and analyze the various components affecting parking in Corona del Mar and identifying possible solutions working with property owners and City staff in regards to parking ordinances. . VISION 2020 – MARKETING & MEMBER BENEFITS 2.6 Website & Communications The CdM BID has been working with an antiquated website platform for many years and has begun efforts in FY 2014-15 to rebuild its website. During FY 2015-16, the CdM BID will continue working by selecting a qualified website designer/developer to build a state of the art website to enhance the online branding of the business district, increase exposure to the CdM BID projects and accomplishments, and improve electronic member communications. The CdM BID shall coordinate changes to content, transfer of maintenance and hosting and related tasks with developers for a successful and useful web presents. 2.7 Marketing Media Campaigns The CdM BID will manage a Shop Local Ad Campaign for the Corona del Mar business district. The campaign will highlight seasonal shopping and unique offerings of the business district’s shops and businesses. The CdM BID will maintain the existing social media platform and develop methods to improve electronic communications with its members. The social media tools allow for further promotions of shopping local campaigns and utilizing local merchants within the business district. The CdM BID will maintain the existing marketing programs and develop new strategic campaigns to promote economic growth within the business district as it does each year. The CdM BID will continue media relations with local press and community associations and maintain or develop new marketing collateral. 2.8 Corona del Mar BID Member Directory & Informational Brochures. The CdM BID shall continue to co-produce and co-publish the annual business membership publication called the Corona del Mar Business Directory (Directory). The directory shall list and market the CdM BID Members in a colorful print publication campaign for shopping local. The directory is mailed to 10,000-12,000 households in Corona del Mar and the surrounding areas. The CdM BID will also update its annual Vision 2020 brochures listing its recent Corona del Mar BID Annual Report FY 2014-15 | Page 3 accomplishments and future goals. This brochure will be distributed with the annual member assessment mailings in July and throughout the year. 2.9 Christmas Walk The CdM BID will contribute funds to the Corona del Mar Chamber of Commerce (CdM Chamber) to help sponsor the annual Christmas Walk, which successfully stimulates the economic climate of the business district and provides a promotional platform for all businesses within the CdM BID boundaries and beyond. 2.10 Pacific Coast Highway Dolphin Topiary Program The CdM BID will continue to fund, coordinate and store the festive seasonal decorations of the dolphin topiaries at the intersection of Marguerite and Coast Highway. The CdM BID continues to receive countless online communications from the local community on the value of this traditional program. 2.11 Street Light Banner Program The CdM BID will continue to fund and coordinate the rotating Street Light Banner Program to highlight the annual CdM signature community events (Scenic 5K, Christmas Walk) as well as the Happy Holidays banners. The CdM BID will continue to work with the vendor and the City on permits, schedules and the installation and breakdown. The light pole banner program continues to offer the business district a sense of community spirit and promotion. 2.12 Business District Holiday Décor Program The CdM BID will continue to fund and coordinate the installation and maintenance of the annual holiday decorations within the business district. The CdM BID will work with the contract vendor and the City on annual permits, lighting maintenance and the installation and breakdown as in past years. 2.13 Marketing Consulting & Reporting The CdM BID shall continue the marketing consulting contract with the CdM Chamber to formulate, coordinate and administer the marketing efforts of the CdM BID and report to the Board routinely on the results of the marketing activities. VISION 2020 – OUTREACH 2.14 Annual Town Meeting The CdM BID will continue to hold and produce the Annual Town Meeting for Corona del Mar and coordinate a “State of the Business District Address” to its members and residents alike. The meeting serves as an outreach platform and community gathering for the business district. The annual meeting is required by the CdM BID bylaws. 2.15 Business Beautification Award Program The CdM BID will continue to pay for and manage the successful bi-monthly Business Beautification Award Program by identifying business locations within Corona del Mar BID Annual Report FY 2014-15 | Page 4 the business district that have renovated, remodeled or enhanced the aesthetics of their storefronts contributing to the overall Vision 2020 Plan. Recipients of the award receive media attention and an award at a community event. 2.16 Outreach Materials & Mailings The CdM BID shall continue to communicate with the community through exhibiting at various monthly and annual events. Programs, collateral and announcements will be available, displayed and communicated through the CdM Chamber, residents association and at other community events. The CdM BID will continue to mail members that have paid their membership assessments a membership decal signifying they are in good standing with the CdM BID. VISION 2020 – ADMINISTRATION 2.17 Administrative Consulting & Reporting The CdM BID shall continue the administrative consulting contract with the CdM Chamber to formulate, coordinate and administer the CdM BID and report to the Board routinely on the results of the administrative duties. Activities include preparing and coordinating agendas, memos, communications and/or reports (preparation of annual reports & budget). Other duties include serving as liaison with City staff and providing a post-meeting action item list to the City Manager’s Office. The CdM BID Board shall continue to assume some administrative responsibility including taking the meeting minutes. 2.18 Administrative Expenses The CdM BID shall continue to operate and conduct general business through the CdM Chamber which shall provide for a physical mailing address, telephone answering service, office equipment, meeting space and storage of CdM BID collateral material. 2.19 Accounting Services The City shall provide staff support, solely responsible for handling the bookkeeping services for the CdM BID. City staff will coordinate the assessment billing and collection efforts, accounts receivable and payable, prepare the monthly financial reports, and assist with posting meeting agendas and minutes. 2020 Vision Plan Revisions The CdM BID Board continues to reevaluate and revise the 2020 Vision Plan. Subcommittee meetings and workshops to develop new objectives will continue to be held. Efforts will continue to inform business and residential communities of the findings of the board 3. Estimated Cost of Improvements & Activities for FY 2015-16 Improvements $ 41,000 Landscaping (Maintenance & Other) $ 18,980 Streetscape (Maintenance & Other) $ 6,000 Holiday Décor & Lite pole Banner Program $ 29,178 Corona del Mar BID Annual Report FY 2014-15 | Page 5 Outreach $ 1,342 Administration Expenses $ 1,400 Marketing/Member Benefit Programs/Administrator $ 56,100 Website (New) $ 16,000 Total $ 170,000 4. Method and Basis of Levying the Assessment Shall Continue as Follows: The CdM BID benefit assessments will be collected by the City in one installment. The benefit assessment shall be equal to one hundred fifty percent (150%) of the City’s annual business license fee as established pursuant to Chapter 5.08 of the Municipal Code. The penalty for delinquent payments shall be equal to that established for delinquent business license fees pursuant to Chapter 5.08 of the Municipal Code, providing that the penalty amount added shall in no event exceed one hundred percent (100%) of the assessment amount due. Banks and financial institutions that are exempt from City business license regulations shall be assessed $500 per year. Insurance agencies that are exempt from City business license regulations shall be assessed $250 per year. Persons operating in one of the following types of businesses, as an independent contractor in an establishment owned by another person shall be exempt from this assessment: 1. Hair stylists; 2. Nail technicians; 3. Real estate agents. Assessments shall be collected in one annual installment at the beginning of the fiscal year, and be pro-rated for new businesses that open during the fiscal year. The CdM BID is considering recommending a more aggressive collection effort on delinquent member assessments. 5. Surplus Carryover from Fiscal Year 2014-2015 It is estimated that approximately $44,000 will be carried over from FY 2014-15 to FY 2015-16. 6. Sources of Contributions from other than levy In addition to the annual CdM BID member assessments, the CdM BID Board assumes there will be the following additional funds or services contributed from the City to fund programs and projects and support the CdM BID for the FY 2015-2016: a. City Standard Annual Contribution $ 20,000 b. Bookkeeping Services Provided by City Staff Prior Year Accomplishments The FY 2014-2015 was a successful year for the CdM BID. The City contributed $20,000 as the second installment of a five-year commitment to support the CdM BID. The CdM BID successfully began work or completed projects and programs, maintained existing programs and developed new projects within the CdM business district as follows: Improvement Projects ____________________ Gateway Design $ 50,000 Installed New Bike Racks & Launched Biking Program $ 13,321 Streetscape Maintenance________________________________________________ Trash Receptacles – Power Coating $ 6,929 Corona del Mar BID Annual Report FY 2014-15 | Page 6 Landscaping__________________________________________________________ Tree Well Landscaping & Maintenance & Back Flow $ 22,120 Administrative Expenses________________________________________________ Administrative Services Consultant (Wildan) $ 2,686 Holiday Décor & Lite-pole Banner Program_________________________________ Dekralite Contract $ 26,679 Marketing & Member Benefits____________________________________________ Ad Campaigns, Brochures, Website Maintenance & Hosting, $ 42,000 Business Directory, Dolphin Topiary Program, Beautification Program, Christmas Walk Sponsorship, Membership Decals, Annual Mtg, Mailings, Storage & Physical Address, Board Administration, Agendas, Reports, Communications. TOTAL $163,735 Corona del Mar Business Improvement District Proposed Operating Budget Fiscal Year July 1, 2015 to June 30, 2016 Source of Funds Budget Member Assessment (net) 106,000.00 City Matching Funds 20,000.00 Carry over contribution from FY 2014-15 44,000.00 Total Sources of Funds 170,000.00 Use of Funds Administration Mailings 1,400.00 Total Administrative 1,400.00 Improvements Gateway-MacArthur & PCH - Marguerite Project 32,000.00 Parking 3,000.00 Consulting / Studies 6,000.00 Improvements - Contingency - Total Improvements 41,000.00 Landscaping Backflow Valve 2,000.00 Landscape/Tree Wells - (Pinnacle Contract) 12,480.00 Landscaping Contingency 4,500.00 Total Landscaping 18,980.00 Streetscape Street Furniture (Maintenance) 1,000.00 Street Furniture (News racks/Benches) 5,000.00 Street Cleaning - Total Streetscape 6,000.00 Marketing & Administrative Services - Contract Marketing Campaigns & Programs 12,000.00 Collateral/Brochures 1,600.00 Directory 7,500.00 Christmas Walk 3,500.00 Dolphins 600.00 Beautification Award Program 600.00 Meeting facilities/Storage/Phones 3,500.00 Corona del Mar BID Annual Report FY 2014-15 | Page 8 Social Media 2,500.00 Annual Meeting 600.00 Membership decals 1,200.00 Website Hosting 2,500.00 Consulting (Reporting) 15,000.00 Contingency 5,000.00 Total Marketing 56,100.00 Website Website - Developer 10,000.00 Website - Content Development / Consulting 6,000.00 Total Marketing 16,000.00 Highway Décor - Dekralite Banner Program (Lite pole) 5,178.00 Holiday Décor (Contract) 21,000.00 Contingency 3,000.00 Total Marketing 29,178.00 Outreach Contributions (Sherman Gardens) 500.00 Community Workshops 842.00 Total Outreach 1,342.00 Bad Debt Expense Total Uses of Funds 170,000.00 NEWPORT BEACH ITEM TITLE: BID FY 2015-16 Board Nominations ITEM SUMMARY: Review of the 11 applications received for the FY 2015-16 CdM BID Board of Directors and recommend up to nine nominees for City Council appointment. RECOMMENDED ACTION: Board to recommend for City Council appointment up to nine nominees to serve on the FY 2015-16 CdM BID Board of Directors. CEQA Compliance: ATTACHMENTS: Description FY 2015-16 Board Applications From: Paula Wilhelm [mailto:pwilhelm@surterreproperties.com] Sent: Thursday, April 16, 2015 4:04 PM To: Adrienne Brandes; Locey, Mary Subject: RE: BCC Application Mary i am a founder and approve this...thank you. Paula Ansara-Wilhelm Sent from my Verizon Wireless 4G LTE smartphone -------- Original message -------- From: Adrienne Brandes Date:04/16/2015 3:51 PM (GMT-08:00) To: "Locey, Mary" Cc: Paula Wilhelm Subject: Re: BCC Application Paula. Please let Mary know it's okay for me to be in this committee as a representative for Surterre. E mail is just fine. Thank you. Adrienne Brandes ABrandes@Surterreproperties.com (Newport) Adrienne@Joshuaco.com (Aspen) 714-401-8277 www.AdrienneBrandes.com 1 Locey, Mary From:Steve High <SHigh@VillaRealEstate.com> Sent:Monday, April 13, 2015 5:23 PM To:Michelle Peschel Cc:Todd Bousman; Leslie Brath; Locey, Mary Subject:Re: Email reference needed by Wednesday. Re: CdM BID Board Application Mary: As the President of Villa Real Estate, I appoint Michelle Peschel as my representative to serve on the Corona del Mar Business Improvement District Board of Directors. Regards, Steve High | PRESIDENT 660 Newport Center Drive, Suite 200 Newport Beach, CA 92660 C 949 874 4724 T 949 698 1903 F 949 698 1902 VILLAREALESTATE.COM BRE No.00936421 On Apr 13, 2015, at 5:02 PM, Michelle Peschel <mpeschel@VillaRealEstate.com> wrote: As the owner and or/ President of Villa Real Estate, I appoint Michelle Peschel as my representative to serve on the Corona del Mar Business Improvement District Board of Directors. NEWPORT BEACH ITEM TITLE: Gateway Project (Svalstad) ITEM SUMMARY: Intersection improvement project at MacArthur Blvd and Coast Highway. 1. Review of the April 14 City Council CIP decision. 2. Discussion of $50,000 payment to the City as the BID's portion of the project's design services. RECOMMENDED ACTION: 1. None. 2. Board to approve the payment of invoice MP25000102 in the amount of $50,000 as the BID's portion of the project's design services. CEQA Compliance: ATTACHMENTS: Description City Invoice #MP25000102 F:\WORDDOCS\PROPOSALS\A987 CDM-PCH and MacArthur REVISED 2014 11 19.doc 2552 WHITE ROAD, SUITE B • IRVINE, CA 92614 949/660-0110 FAX: 949/660-0418 CIVIL ENGINEERS - LAND SURVEYORS - PLANNERS November 19, 2014 Mr. Mike Sinacori City of Newport Beach 3300 Newport Boulevard Newport Beach CA. 92663 Subject: Civil Engineering Services – Sidewalk/Street Improvements Coast Highway between Begonia Avenue and Carnation Avenue and Carnation Avenue between Coast Highway and 4th Street Dear Mike: Walden & Associates is pleased to submit this proposal for the civil engineering and land surveying services requested for the above referenced project. This proposal is based on our discussion and the conceptual drawings previously prepared by this office. It is our understanding that the City desires to pursue the concept where the parkway is expanded into the existing eight-foot on-street parking area between Begonia Avenue and Carnation Avenue and to convert Carnation Avenue to a one way street between Coast Highway and 4th Street. This project is comprised of sidewalk, street, striping and associated improvements which will result in a wider parkway area for enhanced sidewalk/hardscape and landscaping and to serve as a visual focal point at the entry to Corona del Mar. Enclosed you will find Exhibits "A" Scope of Services and "B" Compensation. If this Proposal is acceptable, please prepare a Purchase Order (P.O.) and forward to my attention once executed. We appreciate the opportunity to submit this proposal and to be of service to you and the City. If you have any questions please give me a call. Sincerely, David L. Bacon (via e-mail) David L. Bacon DLB/hv Walden & Associates’ Contract Agreement November 19, 2014 with the City of Newport Beach JN: 0011-000-A987 Exhibit “A” Page 2 Client Initials EXHIBIT "A" SCOPE OF SERVICES Consultant agrees to perform the following Scope of Services: In performing its services hereunder, Walden & Associates has or will receive information prepared or compiled by others, the accuracy, and completeness of which Walden & Associates is entitled to rely upon without independent evaluation or verification. DESIGN ENGINEERING Includes final design and construction documents for the relocation of the curb and gutter to provide for landscape/hardscape enhancements at the visual focal point at the entry to Corona del Mar along the southwesterly side of Coast Highway at MacArthur Boulevard intersection between Begonia Avenue and Carnation Avenue and to convert Carnation Avenue to a one way street between Coast Highway and 4th Street. This will include topo pick-up for design purposes, street improvement plans, landscape and hardscape plans and additional support documents to accomplish this work. All work will be based on the topographic survey previously prepared by this office. Task 1: Topo Pick-up: Provide additional ground Topo Pick-up to supplement the proposed design. This will include field shots of critical areas to evaluate conflicts or areas of concern and will be used for design and join purposes. Task 2: Dry Utility Research: Coordinate with the City to send out the initial notification letter to the dry utility companies (i.e. gas, electrical, telephone, cable TV) requesting their facility maps. These utility lines and facilities will be added to our base drawings/topographic survey as applicable. This applies to only those facilities of record and available through our research efforts. Task 3: Street Improvement Plan: Prepare a Street Improvement Plan for the proposed modifications to the southwesterly side of Coast Highway between Begonia Avenue and Carnation Avenue and to convert Carnation Avenue to a one way street between Coast Highway and 4th Street. This will be plan and profile at a scale suitable for this type of work and will include limits of removal, replacement or relocation of pavement, curb, curb and gutter, sidewalk, cross-gutters, access ramps, etc. In addition, this plan will include minor signing and striping necessitated by the new work and no separate signing and striping plan will be prepared. This does not include enhanced paving within the street, as it is our understanding this will be done as a future phase. The design/layout of the enhanced hardscape/landscape within the newly created plaza area will be prepared by our subconsultant per separate task below and will include plans, specifications and estimates. This assumes all associated relocations of utilities/facilities (i.e. meters, pull boxes, street lights, water appurtenances, catch basins, etc.) can be shown on this plan and no separate plans will be required. Task 4: Precise Grading Plan: Prepare a Precise Grading Plan for the design/layout of the enhanced hardscape/landscape within the newly created plaza area. This plan will be based on the Street Improvement Plan and Landscape Architects Plan. This will include general and construction notes, sections and details for construction clarity. Walden & Associates’ Contract Agreement November 19, 2014 with the City of Newport Beach JN: 0011-000-A987 Exhibit “A” Page 3 Client Initials Task 5: Specifications: Prepare specifications for the proposed improvements based on the plans referenced above. These specifications will consist of City provided boilerplate specifications which we will modify as applicable, and will include any related special provision sections as needed. Task 6: Quantity and Cost Estimates: Prepare a cost estimate for budgeting purposes based on preliminary plans. Upon completion of the plans a final quantity estimate will be prepared to be included in the contract document portion of the specifications for all construction work as shown on the final plans and a final cost estimate will be prepared for the City’s use. Task 7: Project Management, Meetings and Coordination: Provide an allowance of 40 hours for project management, meetings and coordination with client and consultants for the project as needed. REIMBURSABLES Task 8: Reimbursables: Generally we will use the City’s account with Mouse Graphics for reproduction and deliveries. However, for times when this is inconvenient we will provide an allowance for reimbursables to include CADD plotting, reproduction and deliveries and will be billed at our cost plus 10 percent. LANDCAPE ARCHITECTS SERVICES Task 9: Landscape and Hardscape Plan: Through our subconsultant, prepare Landscape and Hardscape Plans for the new enhancement area along the southwesterly side of Coast Highway between Begonia Avenue and Carnation Avenue due to the sidewalk expansion at the intersection of Coast Highway and MacArthur Boulevard. The base sheet utilized for these plans will be based on the Topographic Survey and proposed improvement plans as stated above. This task will also include project management, meetings, coordination, specifications and estimates as required by the Landscape Architect. ADDITIONAL SERVICES Services which are not specifically identified herein as services to be performed by Walden & Associates, or its consultants, are considered "Additional Services" for purposes of this Agreement. Client may request that Walden & Associates perform services which are Additional Services. However, Walden & Associates is not obligated to perform such Additional Services unless an amendment to this Agreement has been fully executed setting forth the scope, schedule and fee for such Additional Services. In the event Walden & Associates performs requested Additional Services before receipt of such executed Amendment, Client acknowledges its obligation to pay for such services at Walden & Associates' standard rates, within 30 days of receipt of Walden & Associates' invoice. All Additional Services shall be billed in accordance with the current Standard Fee Schedule. Walden & Associates’ Contract Agreement November 19, 2014 with the City of Newport Beach JN: 0011-000-A987 Exhibit “A” Page 4 Client Initials EXCLUSIONS Consulting services relating to any of the following items are specifically excluded from this contract. Soils engineering, testing and reports Title Reports, recorded documents, etc. Legal descriptions, sketches and/or exhibits of any nature Structural Engineering design, details or calculations Construction staking or certifications Offsite improvements except as defined herein Composite Utility Plan Electrical, telephone, lighting, gas, and cable T.V. utility design Traffic signals will not require modifications Horizontal Control Plan (HCP) Water Quality Management Plan (WQMP) Storm Water Pollution Prevention Plan (SWPPP) Construction Traffic Control Plan (CTCP) Surveying or mapping except as defined herein Hydrology Study or Hydraulic Analysis Erosion Control Plan Sewer/Water/Fire Line Plans, Designs, or Studies Landscape lighting planning or design Traffic Studies Environmental Assessment/Biological/Cultural documents of any nature Any tasks or services not specifically included under “Scope of Services” ASSUMPTIONS Consultant's obligations hereunder are based upon the following understandings: Proposed drainage to match existing drainage pattern, no new storm drain is anticipated; therefore no hydrology or hydraulics are anticipated to be required. Adequate storm drain, sewer and water facilities are existing and any relocations of appurtenances can be shown on the Street Improvement Plan and no separate plans will be required. City will provide all available As-Built and Record Drawings for use in design. There is adequate right-of-way for all proposed improvements and no additional right-of-way will be required. All right-of-way, easements, vacations, license agreements, etc are existing and no legal descriptions, sketches and/or exhibits will be required. Minor signing and striping will be shown on Street Improvement Plan and no separate plan will be prepared. Construction Staking will be the Contractor's responsibility or it can be provided by Walden & Associates under separate contract. Traffic Control Plans will be the Contractor's responsibility or it can be provided by Walden & Associates under separate contract. Stormwater Pollution Prevention Plan (SWPPP), if required, will be the Contractor's responsibility or it can be provided by Walden & Associates under separate contract. Coast Highway is owned by the City and processing through Caltrans will not be required. Walden & Associates’ Contract Agreement November 19, 2014 with the City of Newport Beach JN: 0011-000-A987 Exhibit “A” Page 5 Client Initials CLIENT RESPONSIBILITIES Client shall pay all governmental fees and costs. Client shall furnish all title reports, documents, and deeds to be used by Consultant as a basis for this project. Client shall furnish all soils testing, reports, and documentation required for this project. Client shall pay for all CADD plotting, sepia reproductions and deliveries required for this project. EXHIBIT "B" COMPENSATION Client agrees to compensate Consultant as indicated below: Task Description Fee DESIGN ENGINEERING 1 Topo Pick-up $ 2,400 2 Dry Utility Research $ 1,080 3 Street Improvement Plan $ 13,840 4 Precise Grading Plan $ 6,540 5 Specifications $ 4,620 6 Quantity and Cost Estimates $ 1,110 7 Project Management, Meetings and Coordination $ 5,760 8 Reimbursables $ 1,000 Design Engineering Total $ 36,350 LANDSCAPE ARCHITECT SERVICES 9 Landscape and Hardscape Plan $ 19,750 Landscape Architect Total $ 19,750 Design Engineering and Landscape Architect Services Total $ 56,100 Progress billings will be forwarded to the Client on a monthly basis. These billings will include the fees earned for the billing period plus all direct costs advanced by Consultant. The Client shall make every reasonable effort to review invoices within fifteen (15) working days from the date of receipt of the invoices and notify Consultant in writing of any particular item that is alleged to be incorrect. The fees proposed herein shall apply until December 31, 2014. Work shall commence upon receipt of a signed copy of a City Purchase Order (P.O.). Ra t e s $1 7 0 / h r $ 1 5 0 / h r $ 1 3 5 / h r $ 1 1 5 / h r $ 1 1 5 / h r $ 1 8 5 / h r P r i n c i p a l P r o j e c t M a n a g e r P r o j e c t E n g i n e e r D e s i g n E n g i n e e r S u r v e y o r F i e l d S u r v e y o r S u b - C o n s u l t a n t Total Task HoursTotal Task Cost TA S K D E S I G N E N G I N E E R I N G 1 T o p o g r a p h i c P i c k - U p 8 8 1 6 2 , 4 0 0 $ 2 D r y U t i l i t y R e s e a r c h 8 8 1 , 0 8 0 $ 3 S t r e e t I m p r o v e m e n t P l a n 2 8 4 0 6 0 1 1 0 1 3 , 8 4 0 $ 4 P r e c i s e G r a d i n g P l a n 2 8 2 0 2 0 5 0 6 , 5 4 0 $ 6 Sp e c i f i c a t i o n s 2 3 2 3 4 4 , 6 2 0 $ 7 Qu a n t i t y a n d C o s t E a s t i m a t e s 2 6 8 1 , 1 1 0 $ 8 Pr o j e c t M a n a g e m e n t , M e e t i n g s a n d C o o r d i n a t i o n 24 1 6 4 0 5 , 7 6 0 $ 9 Re i m b u r s a b l e s 1,000 $ Su b t o t a l 36,350 $ LA N D S C A P E A R C H I T E C T S E R V I C E S 10 La n d s c a p e a n d H a r d s c a p e P l a n $1 9 , 7 5 0 1 9 , 7 5 0 $ Su b t o t a l 19,750 $ De s i g n E n g i n e e r i n g a n d L a n d s c a p e A r c h i t e c t To t a l 56,100 $ To t a l s 4 4 4 1 2 2 8 0 8 8 2 6 6 Ci t y o f N e w p o r t B e a c h - C o r o n a d e l M a r S i d e w a l k / S t r e e t I m p r o v e m e n t s La b o r - H o u r a n d F e e P r o p o s a l F: \ W O R D D O C S \ P R O P O S A L S \ A 9 8 7 C N B C D M S t r e e t I m p r o v e m e n t s 2 0 1 3 1 2 0 6 . x l s