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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 09/24/2015 Corona del Mar Business Improvement District Board Meeting Agenda 100 Civic Center Drive, Corona del Mar Conference Room, Bay 1E Regular Board Meeting September 24, 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. City Staff Report SUMMARY: City staff to provide updates and information on the following projects: a. Gateway Project – Update on the approved Capital Improvement project for hardscape and landscape improvements at the East Coast Highway and MacArthur Boulevard intersection. b. Parking Meters – Proposal for the installation of parking meters along East Coast Highway between Avocado Avenue and Poppy Avenue on the eastbound side and from Iris Avenue to Poppy Avenue on the westbound side. c. Bicycles on the Sidewalk – Staff has received concerns from residents about bicycle riding on the sidewalks in the Village. d. Traffic Signal Improvement Project – Upgrades to the traffic signals along East Coast Highway. RECOMMENDED ACTION: None C. BID Project Updates SUMMARY: 1. Parking Management Plan (Walker/Laidlaw) - 1. Board to review and approve the sub-committee recommended parking management task action proposal. 2. Marguerite & PCH Project (Svalstad) - Intersection landscape and hardscape improvement project. 3. Tree Well Maintenance Status (Laidlaw) - Tree well landscaping and irrigation. 4. Revitalization / Maintenance Items (Laidlaw / Kianapur) - Maintenance of existing street furniture and proposed new items. 1.Board to review and approve funds for a memorial bench plaque for installation at Sherman Library & Gardens. Board to discuss ongoing memorial program. 5. Holiday Décor Program - Status update on installing Board approved shooting stars on street light poles at Marguerite and PCH for the 2015 Holiday season. RECOMMENDED ACTION: 1. Board to approve the parking sub-committee recommended parking management task action proposal. 2. None 3. None 4.Board to approve funds for a memorial bench plaque to be installed in front of Sherman Library & Gardens. 5. None. D. Financial Report (Svalstad) SUMMARY: Review of the BID financial reports. RECOMMENDED ACTION: Board to review and file the financial reports E. Administration & Marketing Report (Leonhard) SUMMARY: 1. Website status update 2. Dolphin program update 3. Marketing programs RECOMMENDED ACTION: 1. None 2. None 3. None F. CdM Chamber Report (Leonhard) 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. NEXT MEETING Next Meeting Scheduled for October 22, 2015 IX. 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 Minutes of the CdM BID Board Meeting 8/27/2015 Minutes of the Corona del Mar Business Improvement District Board Meeting August 27, 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 7:35am. II. Roll Call Chairman Svalstad called the roll, and everyone in the room introduced themselves. Board Members Present: Chairman Svalstad, Vice Chairman Laidlaw, Secretary Prause; Director Walker; Director Lim, Director LeFleur. 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, President) Guests: Sarah Hull (Newport Beach Independent), Danielle Rivas (Corona del Mar resident), and Jim Mosher III. Public Comments on Agenda Items None IV. Approval of Minutes MOTION: Director Walker made a motion to approve the July 23, 2015 Board Minutes. Vice Chairman Laidlaw seconded the motion. The motion carried by the following roll call vote: Ayes: Svalstad, Laidlaw, Walker, Lim, LeFleur, Prause V. Current Business a. City Council Report: Mayor Selich and Council Member Peotter did not have any present matters to report. b. BID Project Updates SUMMARY 1. Gateway Project: Chairman Svalstad reported that he is awaiting contact back from Mike Sinacori to get a status update regarding the plan update. Director Walker reported that he heard the project is currently with the City engineering department. 2. Parking Management Plan (Walker/Laidlaw): Director Walker reported that he reached out to Sherman Gardens to discuss shared use of its parking facilities. Based on input from Director LeFleur (Sherman Gardens), it was determined best to revisit this possibility at a later date. Chairman Svalstad reported that he would like to verify city parking 1 agreements for city lots below Bandera and Rite Aid. Mayor Selich reported that he would follow up on this matter. Mayor Selich also reminded the BID Board that Mr. Eric Welton is still open to selling his property, in particular a large parking lot located just south of Goldenrod behind Starbucks off East Coast Highway. There is potential to build a parking garage on his property. However, making money off a parking garage when parking is free elsewhere in Corona del Mar could be a challenge. Other parking management techniques discussed were shared parking agreements and on-street parking credits for CdM village businesses to reduce heavy parking requirements. The parking committee stated they would start working on implementation strategies for the list of items they came up with at their prior meeting. 3. Marguerite & East Coast Highway (Svalstad) – Intersection landscape and hardscape improvement project: Chairman Svalstad reported that he had met with Mr. Ron Herman. In order for Mr. Herman to continue, his firm needs a new contract from the City. The current task is to define the exact cost to proceed. It was recommended to coordinate the material for the hardscape/paver improvements being used on this project with the material being used on the Gateway project to create continuity. A discussion ensued about whether the street signs or landscape improvements were to come first. It appears the budget may allow for only one or the other in this fiscal year. 4. Tree Well Maintenance (Laidlaw) – tree well landscaping and irrigation, project status update: Vice Chairman Laidlaw reported that the tree well maintenance is now supposed to be completed, and he will survey the improvements with Chairman Svalstad. Ms. Leonhard announced that the City has tree trimming schedule for the District after Labor Day and that there had been a special request by the Amir Rug Gallery whose sign is hidden by an overgrown tree. 5. Revitalization/Maintenance Items: Ms. Leonhard reported that El Cholo received the relocated bike racks, and the bench was also relocated from in front of The Bungalow to the new 3500 block building. Property owners could not be happier with the improvements. c. Holiday Décor: The proposed installation of hanging stars on the median palm trees for the 2015 holiday season was not approved by the City for safety reasons. Currently, the City is researching to see if the hanging stars can be used on light poles at Marguerite. In addition, it was suggested to ask the city staff to discuss a better location for the menorah filed by private permit. It was suggested perhaps the opposite median would better display both the menorah and the Holiday Christmas Tree. Currently the menorah is placed in front of the BID purchased Tree. A comment was also made that City property could only be used to celebrate holidays with secular (versus religious) decorations. d. Financial Report: Ms. Leonhard reported that the goal on behalf of the City is to send new businesses in the District their assessment bill within thirty (30) days. Also, the July billing has already been complete, and there is approximately $100,000 in receivables. It was also noted that a marketing line item needed to be corrected by the City. MOTION: Secretary Prause 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: Svalstad, Laidlaw, Walker, Lim, LeFleur, Prause e. Administration and Marketing Report (Linda Leonhard) 2 1. Website Status Update. Ms. Leonhard reported that three website developers were chosen to provide bids for the BID website. WordPress is the recommended platform. Cost analysis and legal issues are still being considered for the development of a joint website for Corona del Mar between the Corona del Mar Chamber and the BID. Additionally, Ms. Leonhard is clarifying additional details with the city in regards to contracting and usage of BID member information for marketing purposes. 2. Holiday Ad Campaign. The BID’s Holiday Ad Campaigns is time to roll-out for the season to market the CdM Business District for shopping during the holidays. Last year the BID added the element of allowing businesses to place their individual business ads on the same page at a deep discount. It is now time to place ads again for the holiday season. Ms. Leonhard recommended that, while the BID may not wish to run as many ads, it was recommended to run partial ads as it is beneficial to the District and the press strategic partnerships all year round. 3. Membership Decals & Billing Thank You Letters. Ms. Leonhard reported she will be taking over the task of sending out the BID assessment thank you letters and Decals and should be receiving a list of paid members from City Staff on a monthly basis. 4. Dolphin Program Update. The new replacement dolphin topiaries have not reached maturity to transplant and are still requiring some growth. A time frame has not been established. The survey on the BID website whether or not to decorate the dolphins continuously receives positive accolades on the décor program. A new decorating committee is being formed. 5. Board FY Contact Rosters. The BID roster was passed out. f. CdM Chamber Report (Leonhard) Ms. Leonhard reported that there is an upcoming Speaker/Networking Luncheon at Fig and Olive with Senator Moorlach on Tuesday September 15, 2015. The Chamber will be sending out nominations to serve on the Chamber Board. Tonight, August 27, 2015, there is a ribbon cutting at the Beverly Hills Rejuvenation Center. It will be catered, attended by several celebrities, and a good turnout is expected. g. Goals for FY 2015-2016 (Svalstad) The news rack cost is not in our budget once the ordinance is approved. If we want to have an Oktoberfest celebration or other event, it can be considered or discussed. Some other ideas were a music/art festival with live music and art at every corner, such as “Sounds of Corona del Mar.” This item to be researched. 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 September 24, 2015. IX. Adjournment MOTION: Director Walker made a motion to adjourn the meeting. Director LeFleur seconded the Motion. The motion carried by the following roll call vote: Ayes: Svalstad, Laidlaw, Walker, Lim, LeFleur, Prause The meeting adjourned at 9:16am. 3 NEWPORT BEACH ITEM TITLE: Financial Report (Svalstad) ITEM SUMMARY: Review of the BID financial reports. RECOMMENDED ACTION: Board to review and file the financial reports ATTACHMENTS: Description CdM BID Finanical Reports-August 2015 Aug 31, 15 ASSETS Current Assets Checking/Savings Bill.com Money Out Clearing 30.00 Bank Balance 108,587.93 Total Checking/Savings 108,617.93 Accounts Receivable 1200 · Accounts Receivable -901.89 Total Accounts Receivable -901.89 Total Current Assets 107,716.04 TOTAL ASSETS 107,716.04 LIABILITIES & EQUITY Equity 3900 · Retained Earnings 65,282.95 Net Income 42,433.09 Total Equity 107,716.04 TOTAL LIABILITIES & EQUITY 107,716.04 3:27 PM Corona del Mar Business Improvement District 09/14/15 Balance Sheet Cash Basis As of August 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 848.50 0.00 848.50 Member Assessment 72,177.00 106,000.00 -33,823.00 Total Income 73,025.50 126,000.00 -52,974.50 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 5,000.00 -5,000.00 Consulting (Reporting)3,060.94 21,200.00 -18,139.06 Website Hosting 600.00 2,500.00 -1,900.00 Membership decals 612.00 1,200.00 -588.00 Annual Meeting 1,074.51 600.00 474.51 Social Media 0.00 2,500.00 -2,500.00 Meeting Facility/Storage/Phone 1,200.00 3,500.00 -2,300.00 Beautification Award Program 412.50 600.00 -187.50 Dolphins 215.69 600.00 -384.31 Christmas Walk 0.00 3,500.00 -3,500.00 Directory 0.00 7,500.00 -7,500.00 Collateral/Brochures 1,131.60 1,600.00 -468.40 Marketing Campaigns & Programs 93.75 12,000.00 -11,906.25 Total Marketing & Admin SVC Contract 8,400.99 62,300.00 -53,899.01 Streetscape Street Furniture (Racks/Bench)0.00 5,000.00 -5,000.00 Street Furniture (Maintenance)420.00 1,000.00 -580.00 Total Streetscape 420.00 6,000.00 -5,580.00 Landscaping Landscaping Contingency 0.00 4,500.00 -4,500.00 Landscaping/Tree Wells - Pinn.2,080.00 12,480.00 -10,400.00 Backflow Valve 0.00 2,000.00 -2,000.00 Total Landscaping 2,080.00 18,980.00 -16,900.00 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 28,900.00 -28,900.00 Total Improvements 0.00 34,800.00 -34,800.00 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 23,382.41 170,000.00 -146,617.59 Net Ordinary Income 49,643.09 -44,000.00 93,643.09 3:31 PM Corona del Mar Business Improvement District 09/14/15 Budget vs. Actual to August 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 49,643.09 0.00 49,643.09 3:31 PM Corona del Mar Business Improvement District 09/14/15 Budget vs. Actual to August 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...08/26/2015 Corona Del Mar C...Bill.com Money O...-1,422.50 Bill 16586 07/28/2015 Meeting Facility/St...-300.00 300.00 Website Hosting -150.00 150.00 Consulting (Reporti...-937.50 937.50 Annual Meeting -35.00 35.00 TOTAL -1,422.50 1,422.50 Bill Pmt -Check Bill.c...08/26/2015 Corona Del Mar C...Bill.com Money O...-1,575.00 Bill 16587 07/28/2015 Meeting Facility/St...-300.00 300.00 Website Hosting -150.00 150.00 Consulting (Reporti...-806.25 806.25 Beautification Awa...-318.75 318.75 TOTAL -1,575.00 1,575.00 Bill Pmt -Check Bill.c...08/26/2015 Corona Del Mar C...Bill.com Money O...-1,073.44 Bill 16588 07/28/2015 Meeting Facility/St...-300.00 300.00 Website Hosting -150.00 150.00 Consulting (Reporti...-529.69 529.69 Marketing Campai...-93.75 93.75 TOTAL -1,073.44 1,073.44 Bill Pmt -Check Bill.c...08/26/2015 Corona Del Mar C...Bill.com Money O...-215.69 Bill 16585 07/31/2015 Dolphins -215.69 215.69 TOTAL -215.69 215.69 Bill Pmt -Check Bill.c...08/26/2015 Corona Del Mar C...Bill.com Money O...-1,039.51 Bill 16573 08/03/2015 Annual Meeting -1,039.51 1,039.51 TOTAL -1,039.51 1,039.51 Bill Pmt -Check Bill.c...08/26/2015 Pinnacle Bill.com Money O...-1,040.00 Bill 32156 07/30/2015 Landscaping/Tree ...-1,040.00 1,040.00 TOTAL -1,040.00 1,040.00 Bill Pmt -Check Bill.c...08/26/2015 Pinnacle Bill.com Money O...-1,040.00 Bill 32520 08/07/2015 Landscaping/Tree ...-1,040.00 1,040.00 TOTAL -1,040.00 1,040.00 Bill Pmt -Check Bill.c...08/26/2015 J.M.Rabun Comp...Bill.com Money O...-420.00 Bill 3145 08/13/2015 Street Furniture (M...-420.00 420.00 TOTAL -420.00 420.00 Bill Pmt -Check Bill.c...08/28/2015 Corona Del Mar C...Bill.com Money O...-1,131.60 Bill 16608 08/24/2015 Collateral/Brochures -1,131.60 1,131.60 TOTAL -1,131.60 1,131.60 3:33 PM Corona del Mar Business Improvement District 09/14/15 Check Detail August 2015 Management use only. Not prepared according to GAAP.Page 1 Type Num Date Name Item Account Paid Amount Original Amount Bill Pmt -Check Bill.c...08/28/2015 Corona Del Mar C...Bill.com Money O...-612.00 Bill 16610 08/24/2015 Membership decals -612.00 612.00 TOTAL -612.00 612.00 Bill Pmt -Check Bill.c...08/28/2015 Corona Del Mar C...Bill.com Money O...-1,331.25 Bill 16611 08/24/2015 Meeting Facility/St...-300.00 300.00 Website Hosting -150.00 150.00 Beautification Awa...-93.75 93.75 Consulting (Reporti...-787.50 787.50 TOTAL -1,331.25 1,331.25 3:33 PM Corona del Mar Business Improvement District 09/14/15 Check Detail August 2015 Management use only. Not prepared according to GAAP.Page 2 Date Source Name Memo Account Paid Amount Corona Del Mar Chamber 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Meeting Facility/Storage/Phone 300.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Website Hosting 150.0008/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Consulting (Reporting)806.25 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Beautification Award Program 318.75 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Meeting Facility/Storage/Phone 300.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Website Hosting 150.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Consulting (Reporting)937.50 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Annual Meeting 35.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Meeting Facility/Storage/Phone 300.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Website Hosting 150.00 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Consulting (Reporting)529.69 08/26/2015 Corona Del Mar Chamber Contract for Professional Marketing & Administrative ...Marketing Campaigns & Progr...93.75 08/26/2015 Corona Del Mar Chamber Dolphin Décor Reimbursement Dolphins 215.69 08/26/2015 Corona Del Mar Chamber Annual Town Meeting: Member Invitations, Beverage...Annual Meeting 1,039.51 08/28/2015 Corona Del Mar Chamber Contract for Professional Services - July 2015 Meeting Facility/Storage/Phone 300.00 08/28/2015 Corona Del Mar Chamber Contract for Professional Services - July 2015 Website Hosting 150.00 08/28/2015 Corona Del Mar Chamber Contract for Professional Services - July 2015 Beautification Award Program 93.75 08/28/2015 Corona Del Mar Chamber Contract for Professional Services - July 2015 Consulting (Reporting)787.50 08/28/2015 Corona Del Mar Chamber CDM BID Tri-Fold Brochures: Quantity 1,000 Collateral/Brochures 1,131.60 08/28/2015 Corona Del Mar Chamber CDM BID Membership Window Decals 2015/2016 Membership decals 612.00 Total Corona Del Mar Chamber 8,400.99 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)1,479.90 07/22/2015 Dekra - Lite Refurbish Holiday Décor/Installation, Removal, Stor...Holiday Decor (Contract)9,289.02 Total Dekra - Lite 12,481.42 J.M.Rabun Company 08/26/2015 J.M.Rabun Company Labor Services at Corona del Mar, Bike Stands. Rel...Street Furniture (Maintenance)420.00 Total J.M.Rabun Company 420.00 Pinnacle 08/26/2015 Pinnacle Monthly Maintenance Services (June)Landscaping/Tree Wells - Pinn.1,040.00 08/26/2015 Pinnacle Monthly Maintenance Services (July)Landscaping/Tree Wells - Pinn.1,040.00 Total Pinnacle 2,080.00 TOTAL 23,382.41 3:26 PM Corona del Mar Business Improvement District 09/14/15 Expenses by Vendor Detail Cash Basis July through August 2015 Page 1