HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 05/28/2015
Corona del Mar Business Improvement
District
Board Meeting Agenda
100 Civic Center Drive, Corona del Mar Conference Room (Bay 1E)
Regular Board Meeting
May 28, 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 Mintues
SUMMARY:
Review and approval of the draft meeting minutes from prior meeting(s).
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. City Staff Report
SUMMARY:
Municipal Operations Co-Director George Murdoch will present an overview of the proposed street
sweeping schedule.
RECOMMENDED ACTION:
None
C. Financial Report
SUMMARY:
1. Review of BID financial reports.
2. Review of BID accounts receivable
RECOMMENDED ACTION:
1. Board to review and file the financial reports.
2. Board to review the accounts receivable.
D. Administration & Marketing Report
SUMMARY:
1. Update on the City Council approved BID annual renewal and board approval for FY 2015-16.
2. BID brochures
3. Presentation of upcoming beautification award ceremony.
4. Requests for bike racks, program inventory and review
5. BID exhibit booth at the Scenic 5K, board staffing and supplies
RECOMMENDED ACTION:
None
E. Gateway Project
SUMMARY:
Intersection improvement project at MacArthur & Coast Highway
Review of City Council FY 2015-16 budget decisions regarding the Gateway project.
RECOMMENDED ACTION:
None
F. BID Project Updates
SUMMARY:
1. Marguerite & Coast Highway (Svalstad) - intersection landscape and hardscape improvement
project.
Summary report.
2. Tree Well Maintenance (Laidlaw) - tree well landscaping and irrigation.
Board to review and discuss transferring additional funds from the Marguerite project budget
to the landscaping budget for tree well maintenance.
3. Parking Management Plan (Walker/Laidlaw) - a parking plan and study for the business district.
Status update.
4. Revitalization/Maintenance Items Updates (Laidlaw/Kianapur) - maintenance of existing street
furniture and proposed new items.
Update on a memorial benches and sidewalk memorial concept.
Update on news rack ordinance change.
RECOMMENDED ACTION:
1. None
2.Board to approve a transfer of additional funds from the Marguerite project budget to the
landscaping budget for tree well maintenance.
3. None
4. None
G. CdM Chamber Report
SUMMARY:
Corona del Mar Chamber of Commerce programs and community updates.
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 Mintues
ITEM SUMMARY: Review and approval of the draft meeting minutes from prior meeting(s).
RECOMMENDED
ACTION:
Board to approve the draft meeting minutes.
ATTACHMENTS:
Description
Draft April 23, 2015 Meeting Minutes
1
Corona del Mar Business Improvement District
Board Meeting Minutes - April 23, 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 7:34 a.m.
II. Roll Call
Chairman Svalstad called the roll, and everyone in the room did self introductions.
Board Members Present:
Chairman Svalstad, Vice Chair Laidlaw; Treasurer Palmer; Secretary Prause; Director Dawson;
Director Walker; Director Nicholson, Director Kianipur; Director Lim
Board Members Absent:
Director Nicholson
City Representatives:
Mayor Edward Selich, Council Member Scott Peotter
BID Consultants:
Linda Leonhard, BID Marketing Consultant and Administrative Services (CdM Chamber of
Commerce)
Guests:
Mary Locey (City of Newport Beach Public Information Specialist), Scott LeFleur (CdM BID
Applicant, Director of Sherman Gardens), Amy Senk (Corona del Mar Today), Amy Ritas,
Michelle Peschel (CdM BID Applicant, Villa Real Estate) and Jim Mosher
III. Public Comments on Agenda Items
None
IV. Approval of Minutes
MOTION: Director Walker made a motion to approve the March 26, 2015 Board Minutes.
Director Kianipur seconded the motion.
The motion carried by the following roll call vote:
Ayes: Svalstad, Laidlaw, Dawson, Palmer, Walker, Lim, Kianipur, Prause
V. Current Business
a. City Council Report: Mayor Selich and Council Member Peotter both reported that the
MacArthur entryway project was added to the 2015-2016 CIP budget checklist.
b. Financial Report: It was discussed that $25,000 was moved from the Marguerite project to
the MacArthur Gateway project which needs to be reflected in next month’s financials.
MOTION: Treasurer Palmer made a motion to receive and file the financial report. Director
Walker seconded the motion.
The motion carried by the following roll call vote:
Ayes: Palmer, Dawson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause
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c. Annual Report and FY 2015-16 Budget
Ms. Leonhard gave the report for the upcoming fiscal year followed by the fiscal year
budget. Both are also included as handouts in the materials provided. As it relates to the
funds allocated to marketing in the budget, Chairman Svalstad added that he would like
someone to investigate leadership in a “Summer Extravaganza” that can be done in
conjunction with the Chamber of Commerce. Past years, these funds have gone to the VIP
program and seasonal newspaper holiday advertisements. Only half the funds were used
this past fiscal year. Director Lim volunteered to assist with this project.
Mr. Mosher commented that the BID has not made progress on several items on the
annual report and he feels that the same items were goals in the prior year’s report
including the website. Mr. Mosher also commented that there was a line item paying the
Chamber of Commerce for use of their office space while meetings were no longer
conducted there.
Ms. Leonhard reported that the Chamber of Commerce office serves as the physical
address for the BID members, where all BID program materials are stored and handed out,
as well as phone and office services are conducted. Ms. Leonhard made additional
comment that the website developer she had moved forward with was not amenable with
the City of Newport Beach contract requirements. As such, she will now enter discussions
with additional web developers.
MOTION: Treasurer Palmer made a motion to approve the budget and move $3,100 in
funds from the contingency category to consulting under marketing and administrative
services. Director Walker seconded the motion.
The motion carried by the following roll call vote:
Ayes: Palmer, Dawson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause
d. BID FY 2015-2016 Board Nominations
Nominees Mr. Scott LeFleur and Ms. Michelle Peschel spoke briefly about why they
wanted to serve on the CdM BID Board.
MOTION: Treasurer Palmer made a motion to nominate Mr. Bernie Svalstad, Mr. Scott
Laidlaw, Ms. Jessica Prause, Mr. Jim Walker, Mr. Keith Dawson, Mr. Shawn Lim, Mr. Hamid
Kianipur, Mr. Scott LeFleur, and Ms. Michelle Peshel for City Council appointment to the
2015-2016 Board.
The motion carried by the following roll call vote:
Ayes: Svalstad, Palmer, Dawson, Walker, Kianipur, Laidlaw, Lim, Prause
Treasurer Palmer departed at 8:17 a.m.
e. Administrative and Marketing Report (Leonhard)
Ms. Leonhard reported that the directory is completed and 12,000 directories have been
printed and direct mailed. Ms. Leonhard said she will be updating the BID brochures to get
ready for the new fiscal year billing. The brochures are also distributed throughout the
year at various community events and workshops, included in the Chamber of Commerce
packets, and to strategic community organizations.
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Mayor Selich recommended that the Board do some research to further update the
money the BID has put back into the district over the years on various projects. Ms.
Leonhard stated she will next be working on the website project.
For upcoming events, Villa Real Estate will be receiving the next Business Beautification
Award at 5:30 p.m. on May 28 at the Villa office during a community grand opening and
Chamber organized event.
f. Gateway Project (Svalstad)
Chairman Svalstad reported that the City has agreed to place this item as an additional
budget item to be voted on by the City Council on May 26, 2015, and it has received some
good press. The plans are about 60% finished. The timeline is to complete the plans in the
next few months and break ground in January 2016. The project is expected to take several
months to complete.
MOTION: Director Walker made a motion to approve the City of Newport Beach invoice MP
25000102 in the amount of $50,000 as the BID’s portion of the project’s design services.
Vice Chairman Laidlaw seconded the motion.
The motion carried by the following roll call vote:
Ayes: Svalstad, Dawson, Walker, Kianipur, Laidlaw, Lim, Prause
Mr. Jim Mosher commented that the BID had previously contributed toward the project,
and this was now an additional contribution. He wanted to clarify if more contributions still
were contemplated.
g. BID Project Updates
SUMMARY
1. Tree Well Maintenance (Laidlaw): Vice Chairman Laidlaw reported that Pinnacle
Landscape is moving forward with the last round of approved restoration work.
The Board reviewed and discussed the $3,385 bid for back flow inspection services.
MOTION: Director Walker made a motion to approve a transfer of $3,385 from the
Marguerite project budget to the landscaping budget for back flow inspection
services. Director Kianipur seconded the motion.
The motion carried by the following roll call vote:
Ayes: Svalstad, Dawson, Walker, Kianipur, Laidlaw, Lim, Prause
2. Parking Management Plan (Walker/Laidlaw): The Board further discussed a parking
plan for the business district. It was discussed that the Board needs to identify
specific plans for how to handle parking in the village “hotspots”. Another point, in
addition to those discussed at the town meeting, is that many residents in CdM
village (unlike other strip centers such as the one at MacArthur / Bison) walk to the
businesses in the Village. It was brought up that Director Lim had done a study of
his customers and determined that more than 50% of his patrons do not use
vehicles to travel to his restaurant. A comment was made that on the agenda for
the upcoming Newport Beach Planning Commission was a private company asking
to deploy a small fleet of six person electric golf carts that can be called by cell
phone to drive persons around from businesses and residents on the Peninsula.
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3. Revitalization and Maintenance Items (Laidlaw/Kianipur). The Board discussed
maintenance of existing street furniture and proposed new items. Mr. Kianipur
recommended a stainless steel plaque for the memorial bench at Sherman Gardens
because it would hold up to the elements better. The cost of a 3”x6” plaque would
be about $65-$75, including hardware, and the cost of a 5”x7” plaque would be
about $75-$85, including hardware.
Mr. Laidlaw stated that Hanley Investment Group would like a bench in front of the
new building that they are erecting at 3500 E. Coast Highway and asked it to be
placed on the agenda for the next meeting.
h. Corona del Mar Chamber Report (Leonhard)
Ms. Leonhard reported that the Chamber had a very successful Networking Speaker Lunch
at Fig and Olive with 85 people and a wait list. Mr. Gregg Schwenk from the Newport Beach
Film Festival was the speaker. Cirque de Soliel is doing a private event at Fashion Island for
the Film Festival opening night. The Chamber’s concentration is on the Scenic 5K set for
June 6, 2015. The upcoming GAC meeting speaker is Mr. Murdoch speaking on behalf of
the City’s water division. There is a pop up mixer at Port Restaurant April 28, 2015 from
5:30 p.m. – 7:30 p.m.
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)
No Additional Items Discussed.
VII. Public Comments on Non-Agenda Items
None.
VIII. Next Meeting
The next BID meeting is scheduled for May 28, 2015.
IX. Adjournment
MOTION: Director Walker made a motion to adjourn the meeting. Vice Chairman Laidlaw
seconded the Motion.
The motion carried by the following roll call vote:
Ayes: Svalstad, Dawson, Laidlaw, Walker, Kianipur, Lim, Prause
The meeting adjourned at 9:03 a.m.
NEWPORT BEACH
ITEM TITLE: Financial Report
ITEM SUMMARY: 1. Review of BID financial reports.
2.Review of BID accounts receivable
RECOMMENDED
ACTION:
1.Board to review and file the financial reports.
2. Board to review the accounts receivable.
ATTACHMENTS:
Description
April 2015 Financial Reports
Jul '14 - Jun 15 Budget
Ordinary Income/Expense
Income
City Matching Funds 20,000.00 20,000.00
Late Fees 999.06
Member Assessment 95,188.50 106,000.00
Reimbursed Expenses 0.00 0.00
Total Income 116,187.56 126,000.00
Expense
Bad Debt Expense-Finance Chgs 0.00 0.00
Bad Debt Expense-Assessments 0.00 0.00
6100 · Administration
Toll Free Phone Line 0.00 500.00
Meeting Facilities 3,000.00 3,600.00
BID Administrator 1,838.69 0.00
Mailings 175.20 0.00
Bank Service Charges 35.26 600.00
6100 · Administration - Other 2,290.35
Total 6100 · Administration 7,339.50 4,700.00
Improvements
Street Furniture 3,348.70 0.00
Gateway-MacArthur & PCH 0.00 50,000.00
Marguerite Project 0.00 32,240.00
Street Improvements 9,973.00
Total Improvements 13,321.70 82,240.00
Maintenance
Other Repairs 0.00 2,000.00
Centennial Plaza
Backflow Valve 1,755.00 5,385.00
Treewells 0.00 0.00
Total Centennial Plaza 1,755.00 5,385.00
Cleaning 0.00 0.00
Landscape 9,360.00 15,500.00
Street Furniture 6,929.33 4,000.00
Total Maintenance 18,044.33 26,885.00
6500 · Marketing
6510 · Member Window Decals 0.00 1,200.00
Collateral/Brochure 1,533.60 1,600.00
Marketing Campaigns 390.00 0.00
Consulting 2,038.75 2,000.00
Directory 0.00 7,500.00
Website 1,500.00 15,000.00
6500 · Marketing - Other 581.25
Total 6500 · Marketing 6,043.60 27,300.00
Outreach
Marguerite Programs 337.50 2,000.00
Beautification Award 651.25 575.00
Contributions 0.00 500.00
Program Solicitations 227.50
Memberships 0.00 0.00
Postage & Delivery 0.00 1,200.00
Printing /Copies 7,813.55 12,000.00
Public Relations
Miscellaneous Programs 0.00 0.00
Public Relations - Other 198.75
Total Public Relations 198.75 0.00
Outreach - Other 384.70
Total Outreach 9,613.25 16,275.00
2:16 PM Corona del Mar Business Improvement District
05/08/15 Budget vs Actual to April 2015
Cash Basis July 2014 through June 2015
Page 1
Jul '14 - Jun 15 Budget
Special Events
Banner Program 4,390.28 6,200.00
Christmas Walk 3,500.00 3,500.00
Dolphins 337.11 600.00
Holiday Decor 20,889.12 24,500.00
Annual Meeting 747.97 600.00
Special Events - Other 65.00
Total Special Events 29,929.48 35,400.00
Total Expense 84,291.86 192,800.00
Net Ordinary Income 31,895.70 -66,800.00
Other Income/Expense
Other Income
Carry Over from FY14 0.00 66,800.00
Other Income 0.00 0.00
Total Other Income 0.00 66,800.00
Net Other Income 0.00 66,800.00
Net Income 31,895.70 0.00
2:16 PM Corona del Mar Business Improvement District
05/08/15 Budget vs Actual to April 2015
Cash Basis July 2014 through June 2015
Page 2
$ Over Budget
Ordinary Income/Expense
Income
City Matching Funds 0.00
Late Fees
Member Assessment -10,811.50
Reimbursed Expenses 0.00
Total Income -9,812.44
Expense
Bad Debt Expense-Finance Chgs 0.00
Bad Debt Expense-Assessments 0.00
6100 · Administration
Toll Free Phone Line -500.00
Meeting Facilities -600.00
BID Administrator 1,838.69
Mailings 175.20
Bank Service Charges -564.74
6100 · Administration - Other
Total 6100 · Administration 2,639.50
Improvements
Street Furniture 3,348.70
Gateway-MacArthur & PCH -50,000.00
Marguerite Project -32,240.00
Street Improvements
Total Improvements -68,918.30
Maintenance
Other Repairs -2,000.00
Centennial Plaza
Backflow Valve -3,630.00
Treewells 0.00
Total Centennial Plaza -3,630.00
Cleaning 0.00
Landscape -6,140.00
Street Furniture 2,929.33
Total Maintenance -8,840.67
6500 · Marketing
6510 · Member Window Decals -1,200.00
Collateral/Brochure -66.40
Marketing Campaigns 390.00
Consulting 38.75
Directory -7,500.00
Website -13,500.00
6500 · Marketing - Other
Total 6500 · Marketing -21,256.40
Outreach
Marguerite Programs -1,662.50
Beautification Award 76.25
Contributions -500.00
Program Solicitations
Memberships 0.00
Postage & Delivery -1,200.00
Printing /Copies -4,186.45
Public Relations
Miscellaneous Programs 0.00
Public Relations - Other
Total Public Relations 198.75
Outreach - Other
Total Outreach -6,661.75
2:16 PM Corona del Mar Business Improvement District
05/08/15 Budget vs Actual to April 2015
Cash Basis July 2014 through June 2015
Page 3
$ Over Budget
Special Events
Banner Program -1,809.72
Christmas Walk 0.00
Dolphins -262.89
Holiday Decor -3,610.88
Annual Meeting 147.97
Special Events - Other
Total Special Events -5,470.52
Total Expense -108,508.14
Net Ordinary Income 98,695.70
Other Income/Expense
Other Income
Carry Over from FY14 -66,800.00
Other Income 0.00
Total Other Income -66,800.00
Net Other Income -66,800.00
Net Income 31,895.70
2:16 PM Corona del Mar Business Improvement District
05/08/15 Budget vs Actual to April 2015
Cash Basis July 2014 through June 2015
Page 4
Apr 30, 15
ASSETS
Current Assets
Checking/Savings
Bill.com Money Out Clearing 30.00
Bank Balance 123,192.93
Total Checking/Savings 123,222.93
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 72,032.27
TOTAL ASSETS 72,032.27
LIABILITIES & EQUITY
Equity
3900 · Retained Earnings 40,200.32
Net Income 31,831.95
Total Equity 72,032.27
TOTAL LIABILITIES & EQUITY 72,032.27
2:12 PM Corona del Mar Business Improvement District
05/08/15 Balance Sheet
Cash Basis As of April 30, 2015
Page 1