HomeMy WebLinkAboutRestaurant Association BID Agenda Packet 04/22/2015CITY OF NEWPORT BEACH
RESTAURANT
ASSOCIATION AGENDA
1600 Newport Center Drive, Suite 120, 92660
SPECIAL MEETING
April 22, 20159:30 AM
BUSINESS IMPROVEMENT DISTRICT BOARD MEMBERS
Jim Walker, Chairman
Sheri Drewry, Vice Chairman
Thomas Giulioni, Treasurer
Alexandra Robinson, Secretary
Joe Campbell, Director
Stephen Joyce, Director
Dan Miller, Director
Cindy O' Shea, Director
Catherine Pavlos, Director
John Robinson, Director
Ronald Schwartz, 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 Committee. Speakers must limit comments to 3 minutes. Before speaking, we invite,
but do not require, you to state your name for the record. The Committee 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 the draft minutes from the March 25, 2015 meeting.
RECOMMENDED ACTION:
Board to approve the draft meeting minutes.
V. CURRENT BUSINESS
A. President's Report (Jim Walker)
SUMMARY:
Membership Advisory Committee Update
RECOMMENDED ACTION:
None
B. Board of Directors Nominees (Polly Peak)
SUMMARY:
Review the applications for the fiscal year 2015-2016 NBRA BID Board of Directors
RECOMMENDED ACTION:
Board to recommend for City Council appointment of up to 11 nominees to serve on the NBRA BID
Board of Directors for fiscal year 2015-2016.
C. Annual Marketing & Adminstration Contract (Jim Walker)
SUMMARY:
Review the marketing, public relations and BID administration proposal from Newport Beach &
Company for fiscal year 2015-2016 services.
RECOMMENDED ACTION:
Board to review and recommend the City enter into an agreement with Newport Beach & Company
for the fiscal year 2015-2016 NBRA BID marketing and administration services.
VI. NBRA 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 agenda and non-agenda items generally considered to be within the subject
matter jurisdiction of the Committee. Speakers must limit comments to 3 minutes. Before speaking, we invite,
but do not require, you to state your name for the record. The Committee 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 NBRA BID is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the NBRA 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 NBRA BID and items not on the
agenda but are within the subject matter jurisdiction of the NBRA BID . The NBRA 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 nbrabid@newportbeachca.gov.
NEWPORT BEACH
ITEM TITLE: Approval of Mintues
ITEM SUMMARY: Review the draft minutes from the March 25, 2015 meeting.
RECOMMENDED
ACTION:
Board to approve the draft meeting minutes.
CEQA Compliance:
ATTACHMENTS:
Description
Draft Meeting Minutes from March 25
Page 1 of 4
Newport Beach Restaurant Association
Business Improvement District
Board Meeting Minutes – March 25, 2015
Back Bay Bistro at The Newport Dunes Resort
1131 Back Bay Drive
Newport Beach, CA 92660
I. CALL MEETING TO ORDER
President Walker called the meeting to order at 9:41 a.m.
II. ROLL CALL
Directors Present:
Jim Walker The Bungalow Restaurant
Thomas Giulioni Back Bay Bistro
John Robinson Amelia’s
Ronald Schwartz Muldoon’s Irish Pub
Alexandra Robinson Park Avenue Café
Joe Campbell Ruby’s Diner
Sheri Drewry Wilma’s Patio
Stephen Joyce Newport Beach Tennis Club
Quorum Achieved
Directors Absent:
Dan Miller Village Inn
Cindy O’Shea Whole Foods Market & Back Bay Tavern
Cathy Pavlos Provenance
BID Administrator Present:
Polly Peak, Marketing Consultant Newport Beach & Company
City Representative Present:
Mary Locey, Public Information Specialist City of Newport Beach
Guests Present:
Chris Trela Newport Beach Independent
III. PUBLIC COMMENTS ON AGENDA ITEMS
IV. APPROVAL OF MINUTES
President Walker requested a motion to approve the minutes from the January 21, 2015,
meeting.
Page 2 of 4
MOTION: Director Giulioni moved to approve the minutes from the January 21,
2015 Board meeting. Director Campbell seconded the motion.
The motion carried by the following vote:
Ayes: Walker, Giulioni, J. Robinson, Schwartz, A. Robinson, Campbell, Joyce
V. CURRENT BUSINESS
A. BID FINANCIAL REPORTS
Director Giulioni reviewed the BID financials for the period ending
February 2015.
Ms. Peak presented a financial overview of the Restaurant Week event.
MOTION: Director Giulioni moved to accept and file the January/February
financials. Director Schwartz seconded the motion.
The motion carried by the following vote:
Ayes: Walker, Giulioni, J. Robinson, Schwartz, A. Robinson, Campbell, Joyce
B. PRESIDENT’S REPORT
President Walker provided an update on the where the NBRA is tracking with
regards the NBRA Strategic Plan.
President Walker and Director Giulioni reported on the Membership Advisory
Committee progress.
o The City will send out a survey letter to all members requesting more
information about the business such as category, number of employees,
occupancy, etc.
o Ms. Locey will forward the final draft of the survey letter to the city
attorney’s office for approval before sending it out to the membership.
o The survey will also include a deadline and information about the benefits
of the membership with NBRA.
o The survey will be deployed by mail, email and will be available to be
completed online.
o Phase two of the survey will include personal outreach to restaurants for
the requested information.
President Walker and Ms. Locey reviewed the Board Member Application
Process. The deadline to re-apply for the NBRA Board of Directors is April 1,
2015.
There will be a special NBRA Board Meeting scheduled for April 22, 2015, to
vote on board applications.
President Walker raised the issue of funding for the NBRA BID.
o With the expenses needed to run and administer the BID, the current
funding model allocates less than $50,000 for actual marketing and
advertising.
Page 3 of 4
o President Walker suggested that the NBRA BID request more funding
from the city and develop a plan on how the BID would utilize the
additional funding.
o President Walker will meet with Gary Sherwin and Ms. Peak to develop a
proposed plan for additional funding for the NBRA BID in order to provide
increased marketing and promotion for Newport Beach restaurants.
C. MARKETING & INDUSTRY UPDATE
Ms. Peak presented a recap on Dine Newport Beach Restaurant Week.
o Marketing & PR campaign generated over 55 million impressions and had
a total media value of over $500,000.
o OpenTable reported an106% increase in diners year over year.
o Restaurant Week generated $4.67 million in consumer spending.
Ms. Peak provided updates on the following:
o February, March and Easter restaurant promotions
o DineNB.com website and social media channel metrics and goals
o PR and communications metrics and goals
o Stakeholder and consumer communications
Industry updates:
o CRA Lobby Day on Tuesday, April 7, 2015
o NRA Show May 16-19, 2015
D. ANNUAL REPORT
Ms. Peak reviewed the draft 2014-2015 Annual Report, the draft 2015-2016
Annual Plan and the proposed 2015-2016 Operating Budget.
MOTION: Director Giulioni moved to approve the NBRA BID 2014-2015 Annual
Report and 2015-2016 Annual Plan and to submit it to City Council for
approval. Director Walker seconded the motion.
The motion carried by the following vote:
Ayes: Walker, Giulioni, J. Robinson, Schwartz, A. Robinson, Campbell, Joyce, Drewry
MOTION: Director Drewry moved to approve the NBRA BID 2015-2016 Operating
Budget and to submit it to City Council for approval. Director J. Robinson
seconded the motion.
The motion carried by the following vote:
Ayes: Walker, Giulioni, J. Robinson, Schwartz, A. Robinson, Campbell, Joyce, Drewry
VI. NBRA BID ANNOUNCEMENTS OR MATTERS, WHICH MEMBERS WOULD LIKE
PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-
DISCUSSION ITEMS)
Director Giulioni reported on the upcoming Celebrate Community event
happening June 26-28, 2015, and will send out more detailed information about
the event to the Board.
Ms. Locey will email information about re-applying for the NBRA BID Board.
Page 4 of 4
Ms. Locey reminded the board that to renew the NBRA BID there will be an intent
to renew with City Council on May 12 and a public hearing on May 26, 2015.
VII. PUBLIC COMMENTS ON NON-AGENDA ITEMS
Mr. Trela commented that he has had a far better experience working with Newport
Beach & Company on NBRA promotions and events than in previous years.
VIII. ADJOURNMENT
The meeting adjourned at 11:07 a.m.
The next board meeting will be Wednesday, April 22, 2015 at 9:30am.
NEWPORT BEACH
ITEM TITLE: Board of Directors Nominees (Polly Peak)
ITEM SUMMARY: Review the applications for the fiscal year 2015-2016 NBRA BID Board of
Directors
RECOMMENDED
ACTION:
Board to recommend for City Council appointment of up to 11 nominees to
serve on the NBRA BID Board of Directors for fiscal year 2015-2016.
ATTACHMENTS:
Description
Applications for the NBRA BID FY 2014-15 Board of Directors
APPLICATION FOR APPOINTIVE POSITION
FOR OFFICE USE ONLY
Residence District No. ____
Verified by _____________
CITY OF NEWPORT BEACH
100 Civic Center Drive
Newport Beach, CA 92660
City Clerk (949) 644-3005
Fax (949) 644-3039
DIRECTIONS: One application can be used for all the appointive positions you are applying for. Applications should be filled out
completely so that the City Council may fully evaluate your qualifications. It is the responsibility of the applicant to familiarize themselves
with the duties and responsibilities of the position(s) applied for. Detailed information outlining the responsibilities of the positions can
be obtained from the City Clerk's Office or on the City's website: www.newportbeachca.gov (City Government/Boards, Commissions and
Committees). Applications will be kept on file for two years for the position(s) applied for. If you are not selected for appointment during
that period of time, it will be necessary for you to re-submit an application if you are still interested in being considered.
NOTICE: Section 702 of the City Charter requires that members of Boards or Commissions appointed by the City Council shall be from the
qualified electors of the City. This document is a public record and may be posted on the internet.
NAME OF BOARD, COMMISSION OR COMMITTEE:
(Last) (First) (Middle)
Residence Address (required):Zip Code:
How long have you lived in Newport Beach?Home/Cell #:
Business Address:Business Phone:
Email Address:
Have you ever been convicted of any crime or violation of any law or statute other than minor traffic violations?
Name:
CONTINUE TO PAGE TWO
NO YES (If yes, attach separate sheet with explanation)
Cell phone
NOTICE: Pursuant to Section 702 of the City Charter, no members of boards or commissions shall hold any paid office
or employment in the City government.
Do you currently hold any paid office or employment with the City of Newport Beach, including but not limited to contracted services?
NO YES (If yes, attach separate sheet with explanation)
Please state any past, current or foreseeable future financial interests of any kind that may conflict with the Board, Commission or
Committee you are applying for.
Submit by Email Print Form
Prior or Current Civic Experience (include membership in
professional, charity or community organization)
Office Held
(if any)
Dates of
Membership
Occupational History. Begin with your present or most recent position. List all positions separately held for the last five years.
Firm or Organization Type of Business Title Dates of Employment
References. Include names of at least two residents of Newport Beach who are not officially connected with the City.
1. Name Address Phone No.
2. Name Address Phone No.
Summarize why you wish to serve the City of Newport Beach on a board, commission or committee. Include any special qualifications
you have which are particularly appropriate to the position for which you are applying.
I certify that all statements made on this application are true and correct to the best of my knowledge. I have read and understand the
duties and responsibilities of the particular position(s) that I am applying for and authorize the release of this information on the internet.
[BOX MUST BE CHECKED IF SUBMITTING ELECTRONICALLY]
Signature Date
Name and Location of Colleges/
Universities Attended Major Degree Last Year
Attended
NEWPORT BEACH
ITEM TITLE: Annual Marketing & Adminstration Contract (Jim Walker)
ITEM SUMMARY: Review the marketing, public relations and BID administration proposal from
Newport Beach & Company for fiscal year 2015-2016 services.
RECOMMENDED
ACTION:
Board to review and recommend the City enter into an agreement with
Newport Beach & Company for the fiscal year 2015-2016 NBRA BID
marketing and administration services.
ATTACHMENTS:
Description
Newport Beach & Company Scope of Services
Newport Beach & Company Cost Proposal
EXHIBIT A – SCOPE OF SERVICES
SCOPE OF SERVICES
MARKETING, PUBLIC RELATIONS & BID ADMINISTRATION
1. Scope of Services: Goals, Provisions & Responsibilities
1.1 Consultant shall provide the NBRA BID Board with planning, development,
implementation and delivery of the annual marketing and public relations plan. This
comprehensive plan shall address the following components:
1.1.1 Brand Management;
1.1.2 Advertising;
1.1.3 Promotions;
1.1.4 Website and Social Media;
1.1.5 Public Relations and Media Relations;
1.2 Consultant shall oversee and coordinate all marketing efforts including working
closely with and monitoring the work product of vendors and other subcontractors and
sub consultants;
1.3 Consultant shall effectively communicate with the NBRA BID Board and its
members and the City and provide updates as requested;
1.4 Consultant shall provide a dedicated professional to attend all NBRA BID Board
meetings; prepare reports, and other documents as requested;
1.5 Consultant shall involve the NBRA BID Board in the selection and hiring
processes as they relate to any dedicated professionals specifically retained and
assigned to the NBRA BID Board and the City for purposes of this Project;
1.6 Consultant shall engage the NBRA membership through the monitoring of
legislative and legal issues affecting restaurants and the restaurant industry;
1.7 Consultant shall provide BID Administration services;
1.8 City shall, upon request, provide Consultant with any documentation necessary
to execute the services required in this Project.
2. Marketing Planning & Programming
2.1 Consultant shall, under the direction of the NBRA BID Board, develop and
implement a marketing plan and program that fulfills the goals of the NBRA as detailed
in its adopted ‘Strategic Plan’ and ‘Annual Report;”
2.2 Consultant shall develop a plan that contains an implementation schedule,
budget and measurable qualitative and quantitative goals, objectives and metrics;
2.3 Consultant shall prepare periodic reports to present to the NBRA BID Board and
the City that detail the progress made in and achieving the established marketing goals
and objectives;
EXHIBIT A – SCOPE OF SERVICES
2.4 Consultant shall fulfill tasks based on the direction of the NBRA BID Board that
include, but are not limited to:
2.4.1 Advertising
2.4.1.1 Consultant shall be responsible for the creation and
development of the NBRA BID marketing program campaign materials including graphic
design, layout, content and photography;
2.4.1.2 Consultant shall select and manage all print and online
placement in key media outlets to market Newport Beach restaurants and the dining
destination in accordance with the NBRA BID budget;
2.4.2 Promotional Materials
2.4.2.1 Consultant shall design and print all requested collateral such
as informational brochures, decals, promotional materials and member informational
pieces in a manner providing a consistency in branding the NBRA;
2.4.3 Website
2.4.3.1 Consultant shall oversee the maintenance, update and
oversight of the NBRA website (DineNB.com);
2.4.3.2 Consultant shall ensure that the website is regularly updated
with relevant content including information of interest to NBRA members and items of
interest to the local dining community and Newport Beach / Orange County visitors;
2.4.3.3 Consultant shall ensure that all member restaurants are listed,
and their information remains current on the NBRA website;
2.4.3.4 Consultant shall provide regular metrics reports to the NBRA
BID Board noting the progress made and a forecast of what will be accomplished in the
coming months. This reporting will be inclusive of website activity and campaign results.
The metrics shall include number of visitors, pageviews, and pages per visit, as well as
Google analytics when applicable;
2.4.4 Social Media
2.4.4.1 Consultant shall maintain and routinely update NBRA’s
Facebook, Twitter, Instagram and all other social media channels deemed relevant by
the NBRA Board and desired to be engaged by the Board;
2.4.4.2 Consultant shall develop social media campaigns and
promotions that increase visibility for Newport Beach restaurants and dining
experiences, as needed;
2.4.5 Communications
2.4.5.1 Consultant shall, write, edit and publish regular blog posts on
the NBRA website on a monthly basis;
EXHIBIT A – SCOPE OF SERVICES
2.4.5.2 Consultant shall write and distribute a monthly e-newsletter to
the consumer database of email subscribers;
2.4.5.3 Consultant shall write and distribute a quarterly e-newsletter to
NBRA members providing information on promotional opportunities, industry insights
and association news;
2.4.6 Events
2.4.6.1 Consultant shall plan and produce the NBRA annual meeting
including selecting and securing a meeting location, overseeing preparing and
distributing invitations to NBRA members and guests and developing the program;
2.4.6.2 Consultant shall produce, direct, provide support and
coordinate activities, marketing, advertising and media relations as needed for Newport
Beach Restaurant Week.
3. Public and Media Relations
3.1 Consultant shall develop a Public Relations plan that complements the NBRA’s
marketing program;
3.2 Consultant shall include in the plan specific objectives and tactics for an effective
public and media relations campaign;
3.3 Consultant shall identify qualitative and quantitative methods for measuring the
success or failure of the public and media relations campaign;
3.4 Consultant shall provide regular reports on PR metrics to the NBRA BID Board
noting the progress made and a forecast of what will be accomplished in the coming
months. This reporting will be inclusive of impressions, ad value, print circulation, media
pitches, partner leads, media assists and media visits.
4. Research and Measurement
4.1 Consultant shall conduct or utilize existing research, as appropriate, to ensure
that the marketing plan and strategy are effective and producing quantifiable results;
4.2 Examples include, but are not limited to, membership surveys, customer
satisfaction surveys, website and social media analytics, and hospitality industry
research, etc;
4.3 Consultant shall prepare reports and present findings to the NBRA BID Board
and adjust the marketing program if necessary based on research results.
5. Membership and Community Events
5.1 Consultant shall maintain existing NBRA memberships in a variety of
professional restaurant, tourism and community associations and, based on the NBRA
EXHIBIT A – SCOPE OF SERVICES
BID Board’s direction, develop new partnership opportunities that will enhance the reach
and promotion of dining in Newport Beach;
5.2 Consultant shall oversee the NBRA’s participation in local events and activities
that support the goals and mission of the NBRA BID;
5.3 Consultant shall serve as the NBRA representative while attending local
community events to distribute Dine Newport Beach marketing materials and promote
the Newport Beach dining experience.
6. BID Administration
6.1 Consultant shall serve as the liaison to the City as it relates to the activities of the
BID and act as the primary contact between the BID and the City;
6.2 Consultant will ensure that Board and membership meetings are noticed and
executed according to the Ralph M. Brown Act and any other applicable laws or City
policies. This includes preparing agendas and meeting minutes, as well as maintaining
BID records;
6.3 Consultant shall assist the BID in the preparation of the annual report and budget
for review and approval by the BID Board and City Council as required by State law,
including providing information for staff reports and public notices;
6.4 Consultant shall facilitate and provide follow-up for all Board, membership and
subcommittee meetings;
6.5 Consultant will assist in the preparation of all BID communication materials
including, but not limited to the annual report, member mailings, emails and member
surveys.
7. Reporting and Deliverables
7.1 Consultant shall provide regular reports to the NBRA BID Board noting the
progress and a forecast of what will be accomplished in the month(s) ahead. This update
shall, at a minimum be delivered in a presentation; however the NBRA BID Board
reserves the right to request a full written report;
7.2 Upon Agreement execution and upon each term renewal, Consultant shall
provide the NBRA BID Board with an annual calendar of the Marketing Plan containing
specific dates/deadlines including advertising campaigns and advertising buys;
7.3 Upon Agreement execution and upon each term renewal, Consultant shall
confirm the NBRA strategic goals and develop a tailored Marketing Plan with key
performance metrics and goals for website, social metrics and public relations.
EXHIBIT B
SCHEDULE OF BILLING RATES
Consultant shall provide the NBRA BID with Marketing, Public Relations and BID
Administration Services during the Agreement term and shall receive compensation in
an amount not to exceed $89,845. An estimated budget break down is provided in the
table below:
EXPENDITURES FROM NBRA ANNUAL BUDGET
CONSULTANT FEES TOTAL
Marketing Director $60,000
BID Administration $6,000
Operating Expenses $10,000
Liability Insurance $1,845
Marketing Agency Fee $12,000
“Consultant Fees” include service and support from the following
Consultant positions and functions: President & CEO: Vision
and Strategic Direction -- SVP & Chief Marketing Officer:
Marketing Plan, Team Deployment, Strategic Planning -- VP of
Brand Management: Brand Creative, Graphic Design, Collateral
Development -- VP of Marketing Development - Project
Management, Advertising, Promotions -- Director of Online
Marketing - Website, Digital Advertising, Social Media, E-
communications – Director of Public Relations - Media
Relations, Communtictations Public Relations -- Marketing
Contractor for Dine Newport Beach - Day to Day program
Execution, Restaurant Relations, Liaison to Marketing Team
Total Annual Fees and
Operating Expenses
$89,845
TOTAL
TOTAL ANNUAL EXPENSES $89,845