Loading...
HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 08/27/2015 Corona del Mar Business Improvement District Board Meeting Agenda 100 Civic Center Drive, Corona del Mar Conference Room, Bay 1E Regular Board Meeting August 27, 2015 - 7:30 AM Business Improvement District Board Members: Bernie Svalstad, Chairman Keith Dawson, Director Scott LaFleur, Director Shawn Lim, Director Jessica Prause, Director Hamid Kianipur, Director Scott Laidlaw, Director Michelle Peschel, Director Jim Walker, Director 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 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. BID Project Updates SUMMARY: 1. Gateway Project (Walker) - Intersection improvement project at MacArthur and East Coast Highway. 2. Parking Management Plan (Walker/Laidlaw) - Parking management plan and study for the business district. 3. Marguerite & PCH (Svalstad) - Intersection landscape and hardscape improvement project. 1. Update on design contract 4. Tree Well Maintenance Status (Laidlaw) - Tree well and landscaping and irrigation. 5. Revitalization / Maintenance Items (Laidlaw/Kianapur) - Maintenance of existing street furniture and proposed new items. 1. Bike Rack Program 2. News Rack Program, status of City ordinance 3. Bench & Bus Stop Program 1. Status update on bench relocation from The Bungalow to the 3500 block. 2.Board to review and approve funds for a memorial bench plaque for installation at Sherman Library & Gardens and discuss an ongoing memorial program. RECOMMENDED ACTION: 1. None 2. None 3. None 4. None 5.Board to approve funds for a memorial bench plaque to be installed in front of Sherman Library & Gardens. C. Holiday Decor Program SUMMARY: Status update on installation of Board approved shooting stars on the Coast Highway median palm trees for the 2015 holiday season. RECOMMENDED ACTION: None D. Financial Report (Svalstad) SUMMARY: Review the BID financial reports. RECOMMENDED ACTION: Board to review and file the financial reports. E. Administrative and Marketing Report (Leonhard) SUMMARY: 1. Website Status Update 2. Holiday Ad Campaign 3. Membership Decals & Billing Thank You Letters 4. Dolphin Program Update 5. Board FY Contact Rosters RECOMMENDED ACTION: None F. CdM Chamber Report (Leonhard) SUMMARY: Corona del Mar Chamber of Commerce Programs and Community Updates RECOMMENDED ACTION: None G. Goals for FY 2015-2016 (Svalstad) SUMMARY: Board to Review Goals for FY 2015/16 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 the draft meeting minutes from prior meeting(s). RECOMMENDED ACTION: Board to approve the draft meeting minutes. ATTACHMENTS: Description Draft July 23 Meeting Mintues 1 Minutes of the Corona del Mar Business Improvement District Board Meeting July 23, 2015 City of Newport Beach City Hall Newport Coast Conference Room, 2nd Floor, Bay E 100 Civic Center Drive, Newport Beach, CA I. Call to Order Chairman Svalstad called the meeting to order at 7:34am. II. Roll Call Chairman Svalstad called the roll, and everyone in the room introduced themself. Board Members Present: Director Svalstad, Director Dawson; Director Laidlaw; Director Walker, Director Prause; Director Lim; Director Peschel; Director LaFleur City Representatives: Mayor Edward Selich and Council Member Scott Peotter BID Consultants: Linda Leonhard, BID Marketing Consultant and Administrative Services (Corona del Mar Chamber of Commerce) Guests: Danielle Rivas, Stacey Jordan (Dekra-Lite), Amy Senk and Jim Mosher III. Public Comments on Agenda Items In relation to the agenda item electing new officers for the FY 2015-2016, Mr. Jim Mosher observed that the Board has had the same Chairman for the last seven to eight (7-8) years. Mayor Selich commented that he would prefer to place items D-G at the top of the agenda and discuss the big project updates prior to the financials or other business in future meetings. IV. Approval of Minutes MOTION: Director Walker made a motion to approve the June 25, 2015 Board Minutes. Director Dawson seconded the motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Laidlaw, Walker, Lim, Peschel, LeFleur, Prause V. Current Business a. Welcome and Election of Officers (Svalstad) 1. CHAIRMAN: Director Dawson nominated Director Svalstad as Chairman of the Board. Director Laidlaw seconded the nomination. The nomination carried by the following vote: Ayes: Dawson, Laidlaw, Walker, Lim, Peschel, LeFleur, Prause, Svalstad 2 2. VICE CHAIRMAN: Director Walker nominated Director Laidlaw as Vice Chairman of the Board. Director Dawson seconded the nomination. The nomination carried by the following vote: Ayes: Svalstad, Dawson, Laidlaw, Walker, Lim, Peschel, LeFleur, Prause 3. SECRETARY: Director Walker nominated Director Prause as Secretary of the Board. Director Dawson seconded the nomination. The nomination carried by the following vote: Ayes: Svalstad, Dawson, Laidlaw, Walker, Lim, Peschel, LeFleur, Prause 4. TREASURER: Director Walker nominated Director Dawson as Treasurer of the Board. Director Laidlaw seconded the nomination. The nomination carried by the following vote: Ayes: Svalstad, Dawson, Laidlaw, Walker, Lim, Peschel, LeFleur, Prause Chairman Svalstad summarized projects scheduled for the upcoming year and noted that the village businesses would find great value in parking reform. b. Administration and Marketing Report (Linda Leonhard) 1. Ms. Leonhard presented the new FY 2015-2016 BID tri-fold brochures and provided updates on their distribution. She reported that she and Chairman Svalstad had met with the City regarding billing for the BID. The City will provide Ms. Leonhard with a list of the members that have made their recent BID payments. Ms. Leonhard will send thank you letters with the BID’s static window decal to the paid members from the City’s list. 2. Ms. Leonhard reiterated the Brown Act rules pertaining to meetings, communications and agenda items for new and renewed BID directors. She reminded the directors that a meeting is any discussion made either in person, via phone or email among a majority of board members, and such meetings would have to follow procedural guidelines to include a formal publicly posted agenda. Ms. Leonhard will send the new board members a copy of the City’s Boards, Committee and Commissions Handbook. 3. Ms. Leonhard advised that the City is updating their automation systems in phases with the goal of having the new BID Members pay their first assessment at the time of obtaining their Business License. The BID’s database should also be streamlined in the process. The City is also checking to see if it is possible to include a check box for BID members to opt in to receive BID communications via email. 4. Ms. Leonhard advised that it was time to nominate and elect the recipient of the next business beautification award. Director Peschel suggested that we should confirm a member is current with their dues at the time they are nominated or granted the beautification award. Ms. Leonhard agreed to confirm whether the member was current with their BID dues for recipients that were not new members and for new members that had already received BID invoices. However, for many new members, often they have not yet received BID invoices from the City at the time of nomination, but it may be a good way to introduce them to the BID. 3 MOTION: Director Walker made a Motion to grant the beautification award to the new 3500 E. Coast Hwy Building. Director Prause seconded the motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Walker, Lim, Peschel, LeFleur, Prause. Director Laidlaw recused himself from the vote. c. Corona del Mar Chamber Report. Ms. Leonhard reported that the Fig and Olive lunches were very successful. In addition, there will be a mixer from 5:30pm – 7:30pm at Sherman Gardens on Tuesday July 28, 2015. d. City Council Report. Mayor Selich reported that the City Council gave direction on the Balboa Island sea walls at the last council meeting. The program chosen had a budget of $13M to $15M over the next several years and will maintain and rebuild the existing walls to try to get a new twenty (20) years of life out of them. This was one of the least expensive options and will allow for additional funds to be allocated to other projects. In addition, it was noted that construction on the pocket park had begun, and it was supposed to be finished within thirty (30) days. MOTION: Vice Chairman Laidlaw made a motion to skip to item G and return to prior items at the end of the meeting. Secretary Prause seconded the motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Walker, Lim, Peschel, LeFleur, Laidlaw, Prause g. Project Updates 1. Gateway Project. No new status update at this time. Project will be proceeding. 2. Tree Well Maintenance. Director Laidlaw reported that they have installed the grass portion of the tall wavy grasses. The succulents are still waiting to go in. The sub-contractor is worried about the existing irrigation and does not want install the succulents until the irrigation is fixed. However, the City did not recommend the new irrigation system suggested by the subcontractor. 3. Parking Management Plan. Chairman Svalstad, Vice Chairman Laidlaw and Director Walker attended a parking subcommittee meeting on Thursday, July 9, 2015. Recommendations and further discussion was as follows: a. Change Parking code to reduce parking requirements. b. Recommend eliminating parking meters in the lot adjacent to the park on 2nd Street. c. Review the feasibility of creating an underground parking area below the park/metered lot on 2nd street. d. Review the possibility of building a double decker parking structure on the public lot behind Bandera’s. e. Request from the City who has the rights to park in Bandera’s parking lot. f. Review the possibility of metered parking on PCH and approximately one block in. g. Determine the percentage of people that walk to business versus drive in Corona del Mar. 4 h. Open a dialogue between the City and Sherman Gardens about the possibility of building a parking Structure at the corner of Dalia and E. Coast Hwy. i. Talk to Commercial building owners about the possibility of using their lots for parking. j. Ms. Leonhard to follow up with Mr. Charlie Masters regarding use of additional parking. k. Mayor Selich noted that a good example for parking management is Seal Beach. They have a parking ratio of 1:500 in their commercial district. He noted that it might be worth discussing parking management with their Chamber of Commerce. Seal Beach has free parking on Main Street for two hours and metered parking lots for Main Street as well. They have residential permit parking for the nearby residents except that you can park one hour without a permit. This seems to create a good balance. Mayor Selich noted that when Corona del Mar suggests a Residential Parking Program it seems expensive and overly burdensome; however, Seal Beach maintains its permit program at the cost of $10 per year for a permit, and permits are easily attained from the City Hall. l. Mayor Selich noted that Mr. Eric Welton is willing to sell his commercial lot to the City. He has a plan for a parking structure on it that gets seventy (70) spaces per level. It is possible to do three (3) or four (4) stories, including one underground, and get up to 280 spaces. Since this lot is also zoned for residential, the price will come at a premium. 4. Revitalization / Maintenance Items Updates. Maintenance of existing street furniture and proposed new items. This item was postponed until the next meeting for updates from Director Kianipur. 5. Street Furniture Program. MOTION: Director Walker moved to approve relocation of a bench currently located in front of the Bungalow Restaurant for placement at 3500 E. Coast Highway. Secretary Prause seconded the motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Walker, Lim, Peschel, LeFleur, Prause. Director Laidlaw recused himself from the vote. e. Holiday Décor Program Stacy Jordan, from the BID’s contracted vendor Dekra-Lite, presented recommendations for additional holiday décor for the 2015 holiday season. Options were as follows: 1. Add ornaments and snowflakes to the tree a. Cost $4,879.68 2. Add twelve (12) large LED snowflakes to the median a. Cost $4,212.86 3. Add five (5) 8’ shooting star pole mounts to the palm trees in the median that currently have power (every other palm tree in median going opposite) a. Cost $3,513.94 4. Replace the current three deer with a giant (8’ wide and 14’ tall) LED reindeer a. Cost $5,270.73 5 MOTION: Vice Chairman Laidlaw moved to include the shooting stars to this year’s holiday décor. After discussion, Vice Chairman Laidlaw amended the motion to transfer $3,500 from the budget for the Marguerite project to purchase the shooting stars and to pre-condition the purchase of the shooting stars on prior City approval of their use. Treasurer Dawson seconded the Motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Walker, Lim, Peschel, LeFleur, Laidlaw, Prause f. Financial Report (Svalstad) The BID reviewed the monthly financial statements. Chairman Svalstad reported that after ongoing discussions with the City, he hoped to have all the categories in the right place and everything more streamlined. MOTION: Vice Chairman Laidlaw made a motion to receive and file the financial report. Treasurer Dawson seconded the motion. The motion carried by the following vote: Ayes: Svalstad, Dawson, Walker, Lim, Peschel, LeFleur, Laidlaw, Prause g. Goals for FY (2015-2016) The BID asked new members to explore what BID Committees they would like to join. Director Lim stated he would like to be involved with the parking management subcommittee. VI. Corona del Mar BID Announcements or Matters which Members Would Like Placed on a Future Agenda for Discussion or Action or Report (Non-Discussion Items) None. VII. Public Comments on Non-Agenda Items None. VIII. Next Meeting The next BID meeting is scheduled for August 27, 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, Dawson, Laidlaw, Walker, Lim, LeFleur, Peschel, Prause The meeting adjourned at 9:06am. NEWPORT BEACH ITEM TITLE: Financial Report (Svalstad) ITEM SUMMARY: Review the BID financial reports. RECOMMENDED ACTION: Board to review and file the financial reports. CEQA Compliance: ATTACHMENTS: Description Draft July 2015 CdM BID Financial Reports Jul 31, 15 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 55,442.41 Total Checking/Savings 55,472.41 Accounts Receivable 1200 · Accounts Receivable -901.89 Total Accounts Receivable -901.89 Total Current Assets 54,570.52 TOTAL ASSETS 54,570.52 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 65,282.95 Net Income -10,712.43 Total Equity 54,570.52 TOTAL LIABILITIES & EQUITY 54,570.52 12:31 PM Corona del Mar Business Improvement District 08/20/15 Balance Sheet Cash Basis As of July 31, 2015 Management use only. Not prepared according to GAAP.Page 1 Jul '15 - Jun 16 Budget $ Over Budget Ordinary Income/Expense Income City Matching Funds 0.00 20,000.00 -20,000.00 Late Fees 410.24 0.00 410.24 Member Assessment 13,235.38 106,000.00 -92,764.62 Total Income 13,645.62 126,000.00 -112,354.38 Expense Highway Decor - Dekralite Contigency 0.00 3,000.00 -3,000.00 Holiday Decor (Contract)9,289.02 21,000.00 -11,710.98 Banner Program (Lite Pole)3,192.40 5,178.00 -1,985.60 Total Highway Decor - Dekralite 12,481.42 29,178.00 -16,696.58 Website Website - Content Dev / Consult 0.00 6,000.00 -6,000.00 Website - Developer 0.00 10,000.00 -10,000.00 Total Website 0.00 16,000.00 -16,000.00 Marketing & Admin SVC Contract Contingency 0.00 1,900.00 -1,900.00 Consulting (Reporting)0.00 21,200.00 -21,200.00 Website Hosting 0.00 2,500.00 -2,500.00 Membership decals 0.00 1,200.00 -1,200.00 Annual Meeting 0.00 600.00 -600.00 Social Media 0.00 2,500.00 -2,500.00 Meeting Facility/Storage/Phone 0.00 3,500.00 -3,500.00 Beautification Award Program 0.00 600.00 -600.00 Dolphins 0.00 600.00 -600.00 Christmas Walk 0.00 3,500.00 -3,500.00 Directory 0.00 7,500.00 -7,500.00 Collateral/Brochures 0.00 1,600.00 -1,600.00 Marketing Campaigns & Programs 0.00 12,000.00 -12,000.00 Total Marketing & Admin SVC Contract 0.00 59,200.00 -59,200.00 Streetscape Street Furniture (Racks/Bench)0.00 5,000.00 -5,000.00 Street Furniture (Maintenance)0.00 1,000.00 -1,000.00 Total Streetscape 0.00 6,000.00 -6,000.00 Landscaping Landscaping Contingency 0.00 4,500.00 -4,500.00 Landscaping/Tree Wells - Pinn.0.00 12,480.00 -12,480.00 Backflow Valve 0.00 2,000.00 -2,000.00 Total Landscaping 0.00 18,980.00 -18,980.00 6100 · Administration Mailings 0.00 1,400.00 -1,400.00 Total 6100 · Administration 0.00 1,400.00 -1,400.00 Improvements Consulting / Studies 0.00 2,900.00 -2,900.00 Parking 0.00 3,000.00 -3,000.00 Marguerite Project 0.00 32,000.00 -32,000.00 Total Improvements 0.00 37,900.00 -37,900.00 Outreach Community Workshops 0.00 842.00 -842.00 Contributions (Sherman Gardens)0.00 500.00 -500.00 Total Outreach 0.00 1,342.00 -1,342.00 Total Expense 12,481.42 170,000.00 -157,518.58 Net Ordinary Income 1,164.20 -44,000.00 45,164.20 12:39 PM Corona del Mar Business Improvement District 08/20/15 Budget vs. Actual to July 2015 Cash Basis July 2015 through June 2016 Management use only. Not prepared according to GAAP.Page 1 Jul '15 - Jun 16 Budget $ Over Budget Other Income/Expense Other Income Carry over from FY 2014-15 0.00 44,000.00 -44,000.00 Total Other Income 0.00 44,000.00 -44,000.00 Net Other Income 0.00 44,000.00 -44,000.00 Net Income 1,164.20 0.00 1,164.20 12:39 PM Corona del Mar Business Improvement District 08/20/15 Budget vs. Actual to July 2015 Cash Basis July 2015 through June 2016 Management use only. Not prepared according to GAAP.Page 2 Type Num Date Name Item Account Paid Amount Original Amount Bill Pmt -Check Bill.c...07/01/2015 Dekra - Lite Bill.com Money O...-1,712.50 Bill INV0...06/23/2015 Banner Program -1,712.50 1,712.50 TOTAL -1,712.50 1,712.50 Bill Pmt -Check Bill.c...07/22/2015 Dekra - Lite Bill.com Money O...-9,289.02 Bill ORD...07/16/2015 Holiday Decor (Con...-9,289.02 9,289.02 TOTAL -9,289.02 9,289.02 Bill Pmt -Check Bill.c...07/22/2015 Dekra - Lite Bill.com Money O...-1,479.90 Bill ORD...07/16/2015 Banner Program (Li...-1,479.90 1,479.90 TOTAL -1,479.90 1,479.90 9:05 AM Corona del Mar Business Improvement District 08/20/15 Check Detail July 2015 Page 1 Date Source Name Memo Account Paid Amount Dekra - Lite 07/01/2015 Dekra - Lite Scenic 5K Banners, Installation, Removal & Storage ...Banner Program 1,712.50 07/22/2015 Dekra - Lite "Christmas Walk" and "Happy Holidays" Banners Banner Program (Lite Pole)1,479.9007/22/2015 Dekra - Lite Refurbish Holiday Décor/Installation, Removal, Stor...Holiday Decor (Contract)9,289.02 Total Dekra - Lite 12,481.42 TOTAL 12,481.42 1:58 PM Corona del Mar Business Improvement District 08/17/15 Expenses by Vendor Detail Cash Basis July 2015 Page 1