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HomeMy WebLinkAboutCorona del Mar BID Agenda Packet 05/26/2016CITY OF NEWPORT BEACH CORONA DEL MAR BUSINESS IMPROVEMENT DISTRICT BOARD AGENDA City Hall, Corona del Mar Conference Room, 100 Civic Center Drive, Newport Beach, CA 92660 Thursday, May 26, 2016 - 7:30 AM Corona del Mar Business Improvement District Board Members: Bernie Svalstad, Chairman Scott Laidlaw, Vice Chairman Keith Dawson, Treasurer Jessica Prause, Secretary Hamid Kianipur, Director Scott LaFleur, Director Shawn Lim, Director Edward Hanley, Director Jim Walker, Director Staff Members: Mary Locey, Management Analyst The Corona del Mar Business Improvement District meeting is subject to the Ralph M. Brown Act. Among other things, the Brown Act requires that the Corona del Mar Business Improvement District agenda 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 Business Improvement District and items not on the agenda but are within the subject matter jurisdiction of the Corona del Mar Business Improvement District. The Chair may limit public comments to a reasonable amount of time, generally three (3) minutes per person. The City of Newport Beach’s goal is 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, we will attempt to accommodate you in every reasonable manner. Please contact Mary Locey, Management Analyst, 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) 644-3031 or mlocey@newportbeachca.gov. NOTICE REGARDING PRESENTATIONS REQUIRING USE OF CITY EQUIPMENT Any presentation requiring the use of the City of Newport Beach’s equipment must be submitted to the City Manager’s Office 24 hours prior to the scheduled meeting. I.CALL MEETING TO ORDER II.ROLL CALL III.PUBLIC COMMENTS ON AGENDA AND NON-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 Business Improvement District Advisory Board of Directors (CdM BID Board). Speakers must limit comments to three (3) minutes. Before speaking, we invite, but do not require, you to state your name for the record. The CdM BID Board has the discretion to extend or shorten the speakers’ time limit on 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.Minutes of the April 28, 2016, Corona del Mar Business Improvement District Advisory Board of Directors meeting. Approval of Minutes Summary: Board to review the draft meeting minutes from April 28, 2016. Recommended Action: Board to approve the draft meeting minutes from April 28, 2016. Attachment - CdM BID Draft Meeting Minutes May 26, 2016 Page 2 Corona del Mar Business Improvement District Board Meeting V.CURRENT BUSINESS A.City Council Reports Summary: Oral report(s) from present City Council member(s). Recommended Action: None B.CdM BID Accounting and Financial Services (Locey) Summary: 1) Board to hear presentations for outsourcing BID accounting and financial services. 2) Board to review proposals and presentations for accounting and financial reporting servcies to be funded by the CdM BID and contracted by the City through a multi-year agreement. 3) Board to review requesting the City Council increase BID funding to $40,000 through fiscal year 2017-2018. Recommended Actions: 1) None 2) Board to recommend the City enter into a multi-year agreement for BID accounting and financial reporting services with a preferred vendor to be funded by the CdM BID. 3) Board to recommend requesting the City Council increase BID funding to $40,000 through fiscal year 2017-2018. Attachment - BID Accounting Proposal-Community Business Solutions Attachment - BID Accounting Proposal-Newport Beach Chamber C.CdM BID Fiscal Year 2016-2017 Board Nominations (Svalstad) Summary: Board to review the application received to fill the the remaining open seat to serve on the CdM BID Advisory Board of Directors for fiscal year 2016-2017. Recommended Action: Board to recommend applicant for appointment by the City Council to serve on the CdM BID Advisory Board of Directors for fiscal year 2016-2017. Attachment - CdM BID Board Application-Johnson D.Marketing and Administration Report (Leonhard) Summary: 1) Website Development Agreement-Status Update 2) Cooperative District Marketing Campaigns-"Explore CdM" "Shop & Dine" 3) BID Brochures and Member Decals Recommended Action: 1), 2) and 3) None E.CdM Business District Parking (Walker) May 26, 2016 Page 3 Corona del Mar Business Improvement District Board Meeting Summary: Conduct a working session on the CdM District parking and development of a Parking Action Plan. Recommended Actions: Board to discuss and recommend a Parking Action Plan for the CdM Business District for submittal to the City Council. VI.BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEM) VII.ADJOURNMENT The next regular NBRA BID Advisory Board meeting is scheduled for June 23, 2016. Accounting & Financial Reporting Services Proposal for CDMBID (April 7, 2016) Submitted by: Community Business Solutions Proposal for Accounting & Financial Reporting Services April 7, 2016 Submitted to City of Newport beach Corona del Mar BID Newport Restaurant Association BID April 7, 2016 COMMUNITY BUSINESS SOLUTIONS Project Consultant: Linda Leonhard 3334 East Coast Hwy, Suite 116 / Corona del Mar, CA 92625 (949) 322-5571 / Lleonhard@Roadrunner.com Accounting & Financial Reporting Services Proposal for CDMBID (April 7, 2016) Submitted by: Community Business Solutions PROPOSAL Community Business Solutions (Consultant) proposes to provide Professional Accounting & Financial Reporting Services to the City of Newport Beach for the Corona del Mar Business Improvement District (CdM BID) and the Newport Beach Restaurant Association Business Improvement District (NBRA BID) for Fiscal Year 2016/17 commencing on July 1, 1016 through June 30, 2017. The designated Project Manager in this proposal shall be Linda Leonhard, Owner/President. Consultant has a thorough understanding of the CdM BID having served the organization for over 15 years, first as a CdM BID Board Director and for the past 13 years, as the CdM BID’s Marketing and Administrative Consultant. Consultant has detailed knowledge of the CDM BID’s budget, annual and monthly reporting, accounting procedures, databases and strong familiarity with its assessed members. Consultant has proven experience with the structure of city BIDs and familiarity with the NBRA BID structure and goals. In addition, Consultant possess 20+ years experience in membership billing utilizing Quickbooks Pro with examples being the Newport Center Association, and the CdM Chamber of Commerce. SCOPE OF WORK 1) DATABASE MANAGEMENT Consultant will maintain a separate accounting database for the CdM BID and the NBRA BID. Each database shall be maintained in Quickbooks Pro and updated on a monthly basis with new members generated from the City’s online business license portal. The databases shall be monitored and updated regularly for new and closing businesses. 2) BID MEMBER ASSESSMENTS Consultant will provide billing services for the assessed members of the CdM BID and the NBRA BID. The first assessment billing will take place in July after the City Council renewal. If assessment payment has not been received after 30 days, penalty charges will be calculated per approved City Council Resolution and members shall be sent statements with penalty charges for the second, third and fourth assessment mailings. Penalty charges shall not exceed 100% of the base assessment amount. Assessments shall be calculated on a pro-rated basis for any new businesses. Collected assessments shall be credited to the members account and deposited to bank accounts specified by the City within 10-days of receipt. Consultant shall contact the City’s BID Liaison with any billing issues or questions. 3) FINANCIAL REPORTING Consultant shall prepare monthly financial reports and statements in accordance with generally accepted accounting principles, including but not limited to an A/R aging summary, a balance sheet, a profit and loss statement, a check register, a reconciliation summary, and a reconciliation detail. The financial reports shall be transmitted to the designated BID board members, BID administrator, and City’s BID liaison no later than the 10th of each month. 4) ANNUAL BUDGET DEVELOPMENT Consultant will assist in the preparation of annual budgets by preparing the necessary financial reports, calculations, projects or estimates. 5) ACCOUNTS PAYABLE Consultant will enter bills into the BID accounting database and upload to the City’s online portal for approval in a three-step approval process. Once approved, the vendor checks shall be issued through the online portal system or similar electronic payment process. 6) AUDITING The City’s Finance Department may request an Audit of BID Accounts. Such audit costs are not included in this proposal and will need to be proposed on a mutually agreeable time and materials basis. Such audits could include, but not limited to, the review of files maintained by consultant, a review of the processes used by the consultant to fulfill its duties, the accounting controls in place at the consultant’s office, and a review of accounting transactions during the accounting period.