Loading...
HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 06/25/2015 Corona del Mar Business Improvement District Board Meeting Agenda 100 Civic Center Dr., Corona del Mar Conference Room, Bay 1E Regular Board Meeting June 25, 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). 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 BID financial reports 2. Review of BID accounts receivable RECOMMENDED ACTION: 1. Board to review and file financial reports 2. Board to review accounts receivable C. Contract Renewal for Marketing and Adminstrative Services SUMMARY: Board to review the Corona del Mar Chamber of Commerce's proposal for BID marketing and administrative services for FY 2015-16. RECOMMENDED ACTION: Board to approve the Chamber's proposal and recommend the City enter into an agreement with the Chamber for the FY 2015-16 BID marketing and administrative services. D. Administration and Marketing Report (Leonhard) SUMMARY: 1. Board of Directors to acknowledge retiring board members. 2. Update on production of the BID member window decals and brochures. RECOMMENDED ACTION: None E. BID Project Updates SUMMARY: 1. Gateway Project (Walker) - Intersection improvement project at MacArthur & East Coast Highway, project status update. 2. Marguerite & East Coast Highway (Svalstad) - Intersection landscape and hardscape improvement project, project status update. 3. Tree Well Maintenance (Laidlaw) - Tree well landscaping and irrigation, project status update. 4. Parking Management Plan (Walker/Laidlaw) - A parking plan and study for the Business District, status update. 5. News Rack Replacement Project - Status update on the changes to the City's news rack ordinance for the Corona del Mar area. 6. Revitalization/Maintenance Items (Laidlaw/Kianapur) - Maintenance of existing street furniture and proposed new items. Board to review and approve funds for a memorial bench plaque or sidewalk memorial concept for installation at Sherman Library & Gardens and discuss an ongoing memorial program. 7. Bike Rack Program - Board to review and approve relocating two bike racks (one from Union Bank and one from Christopher & Co.) to be installed in front of El Cholo Restaurant. Board to identify budget funds and recommend the City contract for the relocation. RECOMMENDED ACTION: Items 1 through 5 - None. Item 6 - Board to approve funds for a memorial bench plaque or sidewalk treatment to be installed in front of Sherman Library & Gardens. Item 7 - Board to review and approve funds to relocate two bike racks (one from Union Bank and one from Christopher & Co.) to be installed in front of El Cholo Restaurant. F. CdM Chamber Report (Leonhard) SUMMARY: Corona del Mar Chamber of Commerce programs and community updates. RECOMMENDED ACTION: 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). RECOMMENDED ACTION: Board to approve the draft meeting minutes. ATTACHMENTS: Description Draft CdM BID May 28, 2015 Meeting Minutes 1 Minutes of the Corona del Mar Business Improvement District Board Meeting May 28, 2015, 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 7:31am. 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: Mayor Edward Selich, Council Member Scott Peotter BID Consultants: Linda Leonhard, BID Marketing Consultant and Administrative Services (Corona del Mar Chamber of Commerce) Guests: George Murdoch (City of Newport Beach), Jim Auger (City of Newport Beach), Michelle Peschel (CdM BID Member FY2015-16, Villa Real Estate), Scott LeFleur (CdM BID Member FY2015-16, Sherman Gardens), Jim Mosher and Danielle Rivas III. Public Comments on Agenda Items None IV. Approval of Minutes MOTION: Director Walker made a motion to approve the April 23, 2015 Board Minutes. Director Dawson seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Laidlaw, Nicholson, Dawson, Walker, Lim, Kianipur, Prause Treasurer Palmer abstained because he was not present for the entire April 23, 2015 meeting. V. Current Business a. City Council Report: Mayor Selich reported that the City Council approved the BID budget and all the BID’s nominated Directors for the next year’s Corona del Mar BID Board. He also reported that construction on the pocket park should be breaking ground soon. b. City Staff Report: Municipal Operations Co-Director George Murdoch presented an overview of the proposed street sweeping schedule. The goal was to reduce sweeping time at no additional cost. The following schedule was proposed: 2 East Corona del Mar: Mon. 8:30am – 12:30pm to be changed to 8:30am – 11:30am Wed. 8:30am – 12:30pm to be changed to 8:30am – 11:30am North West Corona del Mar: Tues. 8:30am – 12:30pm to be changed to 9:30am – 12:30pm Wed. 8:30am – 12:30pm to be changed to 9:30am – 12:30pm South West Corona del Mar: Mon. 8:30am – 12:30pm to be changed to 9:30am – 12:30pm Tues. 8:30am – 12:30pm to be changed to 9:30am – 12:30pm Director Walker addressed that the first block of Carnation between East Coast Highway and Fourth Street is currently two ways but to be changed to one way with the new recently approved MacArthur vision plan. As such, as a one-way street, it would be more efficient to sweep that small section of Carnation on one day. Mr. Murdoch agreed and stated that he would look into implementing this suggested change. The BID also addressed that 12:30pm sweeping in North West CDM prevents some lunchtime parking in the village, and it would be beneficial to change the time on the first block of the flower streets adjacent to East Coast Highway to 11:30am and sweep this area first. Mr. Murdoch stated that it is too confusing for parking hours to change on different blocks of the same street, and it would require the change for all of North West CDM to implement this time change. Mr. Murdoch said that it is not possible to do this without increasing the cost spent on street sweeping, something not currently being proposed. He stated that the times currently proposed are likely the best improvement that can be made within the existing staffing and budget. c. Financial Report: It was discussed that several changes to line items in maintenance, improvements and marketing need to be made. Member assessments have increased over $3,000 since the budget was printed. Chairman Svalstad reported that he has called about fifteen (15) delinquent accounts and hopes $10,000 more will come in. MOTION: Treasurer Palmer made a motion to receive and file the financial report. Vice Chairman Laidlaw seconded the motion. ` The motion carried by the following roll call vote: Ayes: Palmer, Dawson, Nicholson, Walker, Kianipur, Laidlaw, Svalstad, Lim, Prause d. Administration and Marketing Report (Linda Leonhard) 1. City Council approved the BID renewal and all the BID’s nominated members for FY 2015- 16. 2. BID brochures are being prepared in time to be sent out with July BID billing. The brochures will feature the recently approved MacArthur Gateway project. 3. The beautification award will be presented to Villa Realty tonight. The event will be catered, and there will be entertainment. 4. Request for additional bike racks was discussed. Ms. Leonhard will work with Mary Locey to get an inventory on bike racks and determine if an existing bike rack can be moved to a new location. 5. The Annual Corona del Mar Scenic 5k will be Saturday June 6, 2015. The BID will be there with materials. Director Dawson volunteered to man the BID booth from 7am – 9am, and Mr. Scott LeFleur volunteered to man the booth from 9am – 11am. e. Gateway Project (Svalstad) 3 Chairman Svalstad reported that the Gateway Project was approved by City Council. The BID thanked Mayor Selich and Council Member Peotter for their help in securing this approval. f. BID Project Updates SUMMARY 1. Marguerite & East Coast Highway (Svalstad): Intersection landscape and hardscape improvement project. a. Chairman Svalstad reported that he had been trying to communicate with Mr. Herman to get a final drawing to present at a community meeting. He stated that the updated plan is getting a very positive reception from the community. 2. Tree Well Maintenance (Laidlaw) – tree well landscaping and irrigation. a. Vice Chairman Laidlaw reported that the last round of maintenance the BID Board approved exceeded the contract amount in place with Pinnacle Landscape Company. Pinnacle had completed the majority of the work when they were notified by a City representative to stop work until the contract was revised. MOTION: Director Palmer made a motion to approve additional funds up to a maximum of $4,500 to Pinnacle Landscape Company in excess of their contract amount and to amend the contract to provide for these additional funds. Vice Chairman Laidlaw seconded the Motion. The motion carried by the following roll call vote: Ayes: Svalstad, Palmer, Dawson, Laidlaw, Nicholson, Walker, Kianipur, Lim, Prause 3. Parking Management Plan (Walker/Laidlaw): Director Walker discussed a company, Parch Valet Parking, that allows guests to contact the valet when they are getting ready to leave so that the valet can bring their car to the front and they can be notified when it will be there. This allows guests to wait at the restaurant for the amount of time it takes the valet to retrieve their car. This would allow for a smooth central valet parking system in the Corona del Mar Business District. Director Laidlaw stated that the owner of the parking lot on Narcissus behind the new 3500 E. Coast Highway building might be amenable to a parking lot lease. The parking lot currently has twenty-eight (28) spaces and could probably hold approximately forty (40) cars valet parked. 4. Revitalization and Maintenance Items (Laidlaw/Kianipur). a. Director Kianipur addressed memorial benches and stated that he found another vendor with bronze plaques to affix to benches. He is identifying how these can be mounted with the correct hardware. b. The BID noted that they are still waiting on City Staff to change the News Rack Ordinance for Corona del Mar to allow for changes to the existing news racks. g. Corona del Mar Chamber Report (Leonhard) Ms. Leonhard reported that the Chamber is officially looking for additional storage in the village, approximately 10’ x 20’. Citibank will be closing their doors this summer, and Amir Rugs (which vacated when ACE Hardware expanded) is coming back in town and taking Eva Varro’s current location. Other new businesses coming soon include Hanley Investments, Waterpointe Homes, a yogurt shop, dress boutique and a bakery (Sweet Lady Janes). Francis Orr will be closing by the end of June. It was discussed that new businesses should be sent a welcome letter from the BID. Additionally, Ms. Leonhard will request that the City add emails to the City Business License pages. 4 The Chamber luncheon will be held on June 16, 2015 at Fig and Olive. The featured speaker is author John Humphrey of “Footsteps of the Fearless” who will discuss what is behind business industry leaders’ success. Stay tuned for the GAC speaker that will be the second Thursday of June. The Annual Corona del Mar Scenic 5k is June 6, 2015. 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 June 25, 2015. IX. Adjournment MOTION: Director Walker made a motion to adjourn the meeting. Secretary Prause seconded the Motion. The motion carried by the following roll call vote: Ayes: Svalstad, Palmer, Nicholson, Dawson, Laidlaw, Walker, Kianipur, Lim, Prause The meeting adjourned at 9:03am. NEWPORT BEACH ITEM TITLE: Financial Report (Svalstad) ITEM SUMMARY: 1. Review of BID financial reports 2.Review of BID accounts receivable RECOMMENDED ACTION: 1.Board to review and file financial reports 2. Board to review accounts receivable CEQA Compliance: ATTACHMENTS: Description CdM BID Financials-May 2015 May 31, 15 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 62,331.95 Total Checking/Savings 62,361.95 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 11,171.29 TOTAL ASSETS 11,171.29 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 40,200.32 Net Income -29,029.03 Total Equity 11,171.29 TOTAL LIABILITIES & EQUITY 11,171.29 3:35 PM Corona del Mar Business Improvement District 06/11/15 Balance Sheet Cash Basis As of May 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 1,386.84 Member Assessment 99,348.00 106,000.00 -6,652.00 Reimbursed Expenses 0.00 0.00 0.00 Total Income 120,734.84 126,000.00 -5,265.16 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 3,300.00 3,600.00 -300.00 BID Administrator 1,838.69 0.00 1,838.69 Mailings 361.45 0.00 361.45 Bank Service Charges 35.26 600.00 -564.74 6100 · Administration - Other 3,246.60 Total 6100 · Administration 8,782.00 4,700.00 4,082.00 Improvements Street Furniture 3,348.70 0.00 3,348.70 Gateway-MacArthur & PCH 50,000.00 50,000.00 0.00 Marguerite Project 0.00 32,240.00 -32,240.00 Street Improvements 9,973.00 Total Improvements 63,321.70 82,240.00 -18,918.30 Maintenance Other Repairs 0.00 2,000.00 -2,000.00 Centennial Plaza Backflow Valve 5,140.00 5,385.00 -245.00 Treewells 0.00 0.00 0.00 Total Centennial Plaza 5,140.00 5,385.00 -245.00 Cleaning 0.00 0.00 0.00 Landscape 12,635.00 15,500.00 -2,865.00 Street Furniture 6,929.33 4,000.00 2,929.33 Total Maintenance 24,704.33 26,885.00 -2,180.67 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 8,203.55 12,000.00 -3,796.45 Consulting 2,263.75 2,000.00 263.75 Directory 7,500.00 7,500.00 0.00 Website 1,650.00 15,000.00 -13,350.00 6500 · Marketing - Other 581.25 Total 6500 · Marketing 21,732.15 39,300.00 -17,567.85 Outreach Marguerite Programs 337.50 2,000.00 -1,662.50 Beautification Award 782.50 575.00 207.50 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 0.00 0.00 0.00 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 1,930.95 4,275.00 -2,344.05 3:39 PM Corona del Mar Business Improvement District 06/11/15 Budget vs. Actual to May 2015 Cash Basis July 2014 through June 2015 Page 1 Jul '14 - Jun 15 Budget $ Over Budget Special Events Banner Program 4,390.28 6,200.00 -1,809.72 Christmas Walk 3,500.00 3,500.00 0.00 Dolphins 393.36 600.00 -206.64 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 29,985.73 35,400.00 -5,414.27 Total Expense 150,456.86 192,800.00 -42,343.14 Net Ordinary Income -29,722.02 -66,800.00 37,077.98 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 -29,722.02 0.00 -29,722.02 3:39 PM Corona del Mar Business Improvement District 06/11/15 Budget vs. Actual to May 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 City of Newport Beach /Revenue 05/08/2015 City of Newport Beach /Revenue Corona Del Mar Entry Plaza/Gateway Design Services Gateway-MacArthur & PCH 50,000.00 Total City of Newport Beach /Revenue 50,000.00 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 130.0007/15/2014 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 75.0012/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Meeting Facilities 300.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Website 150.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Beautification Award 130.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Dolphins 75.00 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Consulting 206.25 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...6500 · Marketing 281.2512/02/2014 Corona Del Mar Chamber "Contingency"Public Relations 112.50 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...Printing /Copies 131.25 12/02/2014 Corona Del Mar Chamber September Contract for Professional Marketing Servi...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 & Administrative ...Meeting Facilities 300.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Website 150.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Beautification Award 130.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...6100 · Administration 546.60 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Consulting 150.00 01/08/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...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 - N...Meeting Facilities 600.00 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - N...Website 300.00 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - N...6100 · Administration 712.50 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - N...Consulting 150.00 01/28/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - N...Dolphins 56.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Meeting Facilities 300.0003/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Website 150.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...6100 · Administration 712.50 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Consulting 150.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Beautification Award 131.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Dolphins 56.25 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...6500 · Marketing 112.5003/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Public Relations 30.00 03/03/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - J...Printing /Copies 20.40 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...Meeting Facilities 300.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...Website 150.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...6100 · Administration 318.75 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...Consulting 150.00 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...6500 · Marketing 187.50 03/13/2015 Corona Del Mar Chamber Professional Marketing & Administrative Services - F...Annual Meeting 75.00 05/08/2015 Corona Del Mar Chamber Contract for Professional Fees - 2015 CDM Business...Directory 7,500.00 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Meeting Facilities 300.00 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...6100 · Administration 956.25 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Website 150.00 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Consulting 225.00 3:34 PM Corona del Mar Business Improvement District 06/11/15 Expenses by Vendor Detail Cash Basis July 2014 through May 2015 Page 1 Date Source Name Memo Account Paid Amount 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Dolphins 56.25 05/27/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Beautification Award 131.25 Total Corona Del Mar Chamber 34,217.20 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 D.C. Drain & Cleaning 05/08/2015 D.C. Drain & Cleaning Backflow Testing Along PCH (22 Backflow Devices)Backflow Valve 3,385.00 Total D.C. Drain & Cleaning 3,385.00 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, Ins...Holiday Decor 3,499.04 12/23/2014 Dekra - Lite Refurbish Décor, LED Mini Lights, Labor, Installatio...Holiday Decor 17,390.08 12/23/2014 Dekra - Lite Labor, Installation, Removal & Storage of Assorted B...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 900.0010/17/2014 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 1,040.0012/02/2014 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 05/08/2015 Pinnacle Monthly Landscape Service (March)Landscape 1,040.0005/08/2015 Pinnacle Irrigation Repairs in Planters Along PCH Landscape 155.00 05/12/2015 Pinnacle Monthly Maintenance Services (April)Landscape 1,040.00 Total Pinnacle 13,350.00 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 672.9709/30/2014 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 149,206.95 3:34 PM Corona del Mar Business Improvement District 06/11/15 Expenses by Vendor Detail Cash Basis July 2014 through May 2015 Page 2 NEWPORT BEACH ITEM TITLE: Contract Renewal for Marketing and Adminstrative Services ITEM SUMMARY: Board to review the Corona del Mar Chamber of Commerce's proposal for BID marketing and administrative services for FY 2015-16. RECOMMENDED ACTION: Board to approve the Chamber's proposal and recommend the City enter into an agreement with the Chamber for the FY 2015-16 BID marketing and administrative services. CEQA Compliance: ATTACHMENTS: Description CdM Chamber Proposal for FY 2015-16 PROPOSAL FOR PROFESSIONAL MARKETING AND ADMINISTRATIVE SERVICES (FY 2015/16) SUBMITTED TO: Corona del Mar Business Improvement District / City of Newport Beach SUMBITTED BY: Linda Leonhard, Corona del Mar Chamber of Commerce Consultant shall continue to provide Professional Marketing & Administrative Services to the City of Newport Beach for the Corona del Mar Business Improvement District (BID) for fiscal year 2015/16 commencing on July 1, 2015 through June 30, 2016. SCOPE OF WORK & ANNUAL FEE PROPOSAL MARKETING & COMMUNICATIONS 1. Facility Fees (Storage, Phone, Physical Address and Periodic Meeting Space). Consultant will provide the BID with storage, phone services, physical address and periodic meeting space at its current location 2855 E. Coast Hwy. Suite 101, Corona del Mar. Annual $3,500 2. Marketing & Communications. Consultant shall provide the BID with Marketing & Communication Services for the following current BID programs. 2.1 Business Beautification Award Program Consultant will manage the BID’s bi-monthly Business Beautification Award Program by identifying business locations within the District who have renovated, remodeled or enhanced the aesthetics of their storefronts contributing to the overall Vision 2020 Plan. Consultant shall bring nominations to the BID Board for vote, order and incur costs for awards, notify the award recipients and coordinate community award presentation & ceremony. Annual $600 2.2 Coast Hwy Dolphin Topiary Program Consultant will coordinate and store the seasonal decorations of the Dolphin Topiaries at the intersection of Marguerite and Coast Highway. Consultant shall coordinate volunteer committee schedules, forward budget requests, and coordinate trimming of Dolphin Topiaries. Annual $600 2.3 Website Hosting & Maintenance Consultant will provide monthly website hosting on current website and keep current domain names and emails until further development takes place. Website development shall fall under separate fee. Annual $2,500 2.4 Social Media & Member Communications Consultant will maintain the current Social Media Platform on Facebook, launch monthly campaigns and continue to promote through social media and its databases. Consultant will provide public email notifications and communications with BID Members, Board Members and the community at large in regards to BID/City projects and notices. Significant new campaign development to fall under contingency, Marketing Campaigns or separate agreement. Annual $2,500 2.5 Marketing Ad Campaigns & New Programs Consultant will produce the CdM BID Holiday Newspaper Ad Campaign and manage new marketing programs as directed. Annual $12,000 2.6 Member Decals Consultant shall produce member annual static window decals to be supplied to BID members upon assessment payment. Annual $1,200 2.7 Corona del Mar Business District Membership Directory Consultant will produce a cooperative annual promotional publication called “The Directory” which markets the Corona del Mar Business District and lists all BID Members and their contact information. The Directory shall include a separate full page ad for pertinent information on the Corona del Mar BID and include the BID logo on the outside cover. The Directory shall be mailed and circulated to 10,000- 12,000 households in Corona del Mar and portions of Newport Coast. Publication shall be circulated throughout the year at community events and strategic distribution points. Annual $7,500. 2.8 Tri-fold Brochure Consultant shall produce the BID’s annual informational brochure to be included in assessment billing and displayed within the community. Brochure will include project updates, accomplishments and annual goals in existing brochure layout. Complete rebranding shall fall under separate fee. Annual $1600 2.9 PR - Special Event Outreach Consultant will provide exhibit space at three (3) annual Corona del Mar Signature Events (Scenic 5K, Corona del Mar Christmas Walk, Annual Town Meeting) for the BID to communicate and share programs, collateral and PR announcements within the community. Costs include Tent, table, Linen & chairs, set-up and breakdown, coordination of materials. Annual $600 3.0 BID Cooperative Sponsorship – Christmas Walk Consultant will provide the BID with marketing and public relations services at the sponsored event called the Christmas Walk. In return for the cooperative sponsorship, Consultant shall recognize the BID logo on all marketing collateral associated with the event. Consultant will also provide and coordinate a tented promotional exhibit space and coordinate all BID marketing display collateral and volunteer staff. Annual $3,500 ADMINISTRATION / CONSULTING & REPORTING 1. Administrative Liaison and General Administration Consultant shall serve as liaison between the City’s BID Administrative Staff and Board Members with ongoing communication. 2. Meeting Agendas, Packets & Action Item Notices Consultant shall prepare meeting agendas and associated documents for meeting packets for distribution at monthly Board Meetings and Sub-Committee meetings subject to the Brown Act. Consultant shall provide the City with a list of action items directly following each Board Meeting and follow-up with Board on project status. 3. Annual Report, Budgets & Priorities Consultant shall prepare BID Annual Report, budget and track annual timeline of BID priorities such as board renewals, annual meetings and project timelines. 4. Annual Town Meeting Coordination Consultant shall coordinate Annual Town Meeting to include: Median Banner Permits, Coordination of food / beverage / supplies. Consultant shall prepare invitation & mailing to BID members and assist with agenda. Includes coordination of BID Exhibit Set-up and promotional material. Development of new materials, posters, & reimburseable costs such as food/beverage etc. shall fall under contingency or separate agreement. 5. Consulting / Reporting & Follow-up Relating to Services Consultant will attend the BID’s monthly Advisory Board Meetings and will report on Contract services performed. Consultant shall conduct follow-up communications and administration relating to services. Items 1-5: Annual 18,100 NEW WEBSITE – (CONTENT DEVELOPMENT / PROJECT MANAGEMENT / CONSULTING) Annual $6,000 FEE FOR SERVICES Marketing & Communications Annual Fee Facilities – Storage/Physical Office & Services $3,500 Beautification Award Program 600 Coast Hwy Dolphin Topiary Program 600 Website Hosting & Maintenance 2,500 Social Media & Member Communications 2,500 Marketing Ad Campaigns /New Programs 12,000 Member Decals 1,200 Membership Directory 7,500 Tri-fold Brochure 1,600 PR / Special Events 600 Cooperative Sponsorship (Xmas Walk) 3,500 Marketing & Communications $ 36,100 Administration / Consulting & Reporting $ 18,100 Contract Contingency $ 5,000 $59,200 $6,000 TOTAL CONTRACT $65,200 EXPENSE REIMBURSEMENT Fee includes all estimated hard-cost vendor expenses associated with projects noted above (example: Newspaper advertisements, graphic design, materials, supplies, etc.). Consultant will be reimbursed for any additional expenses paid out of pocket on a pre-approved basis. TOTAL CONTRACT Consultant proposes providing the Corona del Mar BID with the above noted services and reimbursement of approved expenses for services rendered July 1, 2015 through June 30, 2016 for a total amount not to exceed $65,200 ADDITIONAL MARKETING SERVICES & HOURLY RATE Should the CdM BID Advisory Board request any additional or future projects beyond this proposal, Consultant will prepare a proposal at a separate fee either per project or hourly consulting rate of $75 per hour. Consultant will submit a scope of work proposal for each newly requested potential project for the CdM BID Board to review and approve prior to commencing new project work. Contract Renewal for Continued Annual Scope of Work) New Website – Consulting/Management /Content Devel. Linda Leonhard CORONA DEL MAR CHAMBER OF COMMERCE Consultant, Corona del Mar Business Improvement District (949) 673-4050 / Linda@CdmChamber.com 2855 E. Coast Hwy, Suite 101, Corona del Mar, Ca 92625