HomeMy WebLinkAboutRestaurant Association BID Agenda Packet 09/28/2016CITY OF NEWPORT BEACH
NEWPORT BEACH RESTAURANT BUSINESS
IMPROVEMENT DISTRICT AGENDA
1600 Newport Center Drive, Suite 120
Wednesday, September 28, 2016 - 9:30 AM
Newport Beach Restaurant Business Improvement District Members:
Ronald Schwartz, President
Christopher Roman, Vice President
Dan Miller, Treasurer
Jordan Otterbein, Secretary
John DeFrenza, Director
Mario Marovic, Director
Bruno Massuger, Director
Matt Meddock, Director
Catherine Pavlos, Director
Brendon Salisbury, Director
Jim Walker, Director
The Newport Beach Restaurant Business Improvement District meeting is subject to the Ralph M. Brown Act. Among other things,
the Brown Act requires that the Newport Beach Restaurant 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 Newport Beach Restaurant
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 Newport Beach Restaurant Association Business
Improvement District (NBRA BID). 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 NBRA 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.CURRENT BUSINESS
1.Approval of Minutes (Schwartz)
Summary:
Review the draft minutes from the July 27, 2016 meeting
Recommended Action:
Board to approve the July 27, 2016 meeting minutes.
September 28, 2016
Page 2
Newport Beach Restaurant Business Improvement District Meeting
Attachment - Draft NBRA July 27 Meeting Minutes
2.BID Financial Reports (Miller)
Summary:
a) Update on BID billing and accounting services.
b) Review of the BID financial reports ending August 2016.
Recommended Action:
a) None
b) Board to accept and file the BID's August 2016 financial reports.
Attachment - NBRA BID August 2016 Financial Reports
3.President's Report (Schwartz)
Summary:
a) Update on BID amendment
b) Update on stakeholder survey and strategic planning process
c) Hospitality training program
Recommended Action:
a-c) None
4.Marketing Report (St. Amour)
Summary:
a) Marketing and promotions
b) PR & social media
c) Newport Beach Restaurant Week
Recommended Action:
a-c) None
5.Industry Update (Peak)
Summary:
a) Discussion on EMV readers
b) Industry and community events
Recommended Action:
a-b) None
V.BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEM)
VI.ADJOURNMENT
Page 1 of 4
City of Newport Beach Restaurant
Business Improvement District
Board Meeting Minutes – July 27, 2016
Newport Beach & Company
1600 Newport Center Drive, Suite 120
Newport Beach, CA 92660
I. CALL MEETING TO ORDER
The meeting was called to order at 9.36 a.m.
II. ROLL CALL
Directors Present:
John DeFrenza Crocker’s The Well Dressed Frank
Bruno Massuger Back Bay Bistro
Jordan Otterbein A Restaurant & A Market
Catherine Pavlos Provenance
Christopher Roman CUCINA enoteca
Brendon Salisbury The Cannery Restaurant & El Cholo
Ronald Schwartz Muldoon’s Irish Pub
Jim Walker The Bungalow Restaurant
Quorum Achieved
Directors Absent:
Mario Marovic Dory Deli, Malarky’s Irish Pub & Stag Bar + Kitchen
Matt Meddock Sessions West Coast Deli
Director Via Conference Call:
Dan Miller The Village Inn
BID Administrator Present:
Polly Peak Newport Beach & Company
Guests Present:
Keith Curry City Council Member
Katy Dennis Newport Beach & Company
Lesley Swain Newport Beach & Company
Jim Mosher Resident
Gary Edkins Prudential
III. PUBLIC COMMENTS ON AGENDA AND NON-AGENDA ITEMS
• Gary Edkins with Prudential introduced himself and provided an overview of his
services available to NBRA Stakeholders.
• Jim Mosher mentioned that the BID board is an advisory board to city council, and
is subject to certain rules of governance. He also mentioned that there is a
referendum proposed to City Council to amend the BID in which the categories for
BID Stakeholders would change.
Page 2 of 4
IV. CURRENT BUSINESS
1. NBRA BID Governance
• Ms. Peak provided a general overview of the BID governance, BID Authorized
activities and the meeting schedule for FY 2016-2017.
2. Approval of Minutes
President Walker requested a motion to approve the minutes from the
May 25, 2016, meeting.
Motion: Director Schwartz moved to approve the May 25, 2016 meeting minutes.
Director Salisbury seconded the motion.
The motion carried by the following vote:
Ayes: DeFrenza, Massuger, Otterbein, Pavlos, Roman, Salisbury, Schwartz & Walker
3. BID Financial Reports
• Ms. Peak informed the board that the BID bookkeeping is currently in transition
for the next couple of months and Newport Beach & Company will take over
the books starting in September 2016.
• Ms. Peak provided an overview of the BID Financial reports ending June 2016
that were prepared by City staff.
• Assessment invoices will be sent out in September.
• The BID is curbing advertising spending over the summer to ensure that there
is money in the bank for monthly expenses
President Walker requested a motion to approve the BID financial reports ending June
2016.
Motion: Director Schwartz moved to accept and file the financial reports.
Director Otterbein seconded the motion.
The motion carried by the following vote:
Ayes: DeFrenza, Massuger, Otterbein, Pavlos, Roman, Salisbury, Schwartz & Walker
4. President’s Report
• President Walker reported on the NBRA BID and Amendment process. On
August 9, 2016 – City Council will oversee the final public hearing to amend the
NBRA BID, and encouraged board members to attend the meeting.
• Ms. Peak reviewed the planning process August through November for an
updated three year strategic plan for the NBRA BID.
5. Election of NBRA BID Officers for FY 2016-2017
• President Walker reviewed the duties and responsibilities of the Secretary,
Treasurer, Vice-President and President positions.
• The BID Board voted on officer positions using closed ballots that resulted in:
President Ronald Schwartz
Vice-President Christopher Roman
Treasurer Dan Miller
Secretary Jordan Otterbein
Page 3 of 4
6. Delinquent Stakeholder Accounts
• Director Walker provided an overview of the issue of delinquent accounts.
There are currently (72) delinquent stakeholder accounts totaling $58,121 in
assessment and penalty fees.
• There are no ramifications for stakeholder businesses not paying the NBRA
BID fee, and the City does not enforce payments.
• NBRA does not have the authority to enforce businesses to comply, but can
recommend to the City how to handle these delinquent businesses.
• Several board members were not happy that they have paid their fees while
other stakeholders have not paid.
• NBRA has attempted to collect from past due accounts, and has seem some
success in the past couple of years of collecting past due assessments for the
current year, but not for years prior to 2014.
• It was suggested waiving the past due penalty fees, but having the BID
assessment fees attached to and paid with the business license.
• It was clarified that in the past, the City has not allowed NBRA to revoke a
business license for non-payment of NBRA BID fees.
• It was recommended that there needs to be better information on the City
website and notification when stakeholders apply for a business license that
the NBRA exists and that stakeholders will be additionally billed for annual
assessments.
• NBRA can penalize delinquent stakeholders by removing their listings from the
website, not allowing them to participate in NBRA events such as restaurant
week, and discontinue promoting any stakeholder offers and events.
• Suggestions from several board members included the following:
o Enhance the communication about the NBRA BID when applying for the
business license.
o Provide more detailed information about the NBRA BID and how it
benefits its stakeholders.
o Create a more official looking invoice when assessments are sent out.
o Better define each of the proposed NBRA BID categories.
o Allow businesses to select their own NBRA BID category when applying
for a business license or when paying the assessment.
Motion: Director Schwartz made the following motion:
NBRA doesn’t oppose the collection of delinquent assessment fees and penalties.
However, NBRA doesn’t have the resources or abilities to enforce the payment of
delinquent accounts. If the City wishes to pursue the delinquent accounts, then NBRA
recommends that the City provides a means to enforce sanctions on the past due
accounts.
Director Salisbury seconded the motion.
The motion carried by the following vote:
Ayes: Massuger, Otterbein, Pavlos, Roman, Salisbury, Schwartz & Walker
Nays: DeFrenza
7. Marketing Report
Ms. Peak provided an overview of the current one-year contract with Newport Beach &
Company for marketing, communications, PR and BID administration.
Page 4 of 4
Motion: Director Schwartz moved to recommend to the City to amend the contract
with Newport Beach & Company for marketing, communications, public relations and
BID Administration services to a two-year agreement expiring June 30, 2018.
Director Salisbury seconded the motion.
The motion carried by the following vote:
Ayes: DeFrenza, Massuger, Otterbein, Pavlos, Roman, Salisbury, Schwartz & Walker
Nays:
Ms. Peak provided a general overview of the year-round marketing and promotions.
Ms. Peak asked for feedback on the timing for Newport Beach Restaurant Week in
January 2017. Several board members expressed different opinions on the start dates
and length of the event. It was decided to table the discussion until the September
meeting.
V. BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS, WHICH
MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION,
ACTION OR REPORT (NON-DISCUSSION ITEMS)
VIII. ADJOURNMENT
The meeting adjourned at 11:21 p.m.
The next board meeting will be Wednesday, September 28, 2016 at 9:30 a.m. at Newport Beach
& Co.
Aug 31, 16
ASSETS
Current Assets
Checking/Savings
Bill.com Money Out Clearing -161.29
1010 · Bank Balance 60,128.50
1260 · City Appropriation Acct Jan 10 1,558.45
Total Checking/Savings 61,525.66
Accounts Receivable
1310 · Accounts Receivable
Bad Debt A/R -8,195.17
1310 · Accounts Receivable - Other -4,152.62
Total 1310 · Accounts Receivable -12,347.79
Total Accounts Receivable -12,347.79
Other Current Assets
1320 · Undeposited Funds 400.00
Total Other Current Assets 400.00
Total Current Assets 49,577.87
Other Assets
AR Clearing -1,929.96
Total Other Assets -1,929.96
TOTAL ASSETS 47,647.91
LIABILITIES & EQUITY
Equity
3900 · Retained Earnings 32,438.98
Net Income 15,208.93
Total Equity 47,647.91
TOTAL LIABILITIES & EQUITY 47,647.91
2:06 PM Restaurant Association Business Improvement District
09/13/16 Balance Sheet
Cash Basis As of August 31, 2016
For management purposes only. Not prepared according to GAAP Page 1
2:26 PM
09/13/16
Cash Basis
Restaurant Association Business Improvement District
Budget vs. Actual
July 2016 through June 2017
Jul '16 - Jun 17 Budget $ Over Budget
Ordinary Income/Expense
Income
4000 · NBRA Income
4010 · Member Assessment 0.00 135,000.00 -135,000.00
4015 · Late Fees 0.00 6,500.00 -6,500.00
4020 · City Matching Funds 40,000.00 40,000.00 0.00
Total 4000 · NBRA Income 40,000.00 181,500.00 -141,500.00
4500 · NBRW Income
4520 · Event Participation Fee-Rest Wk
Event Participation -19.00 25,000.00 -25,019.00
Total 4520 · Event Participation Fee-Rest Wk -19.00 25,000.00 -25,019.00
4530 · City Grant 9,000.00 10,000.00 -1,000.00
Total 4500 · NBRW Income 8,981.00 35,000.00 -26,019.00
Total Income 48,981.00 216,500.00 -167,519.00
Gross Profit 48,981.00 216,500.00 -167,519.00
Expense
6000 NBRA Expenses - General
6160 Graphic Design / Branding 0.00 2,000.00 -2,000.00
6170 Advertising / Media 7,000.00 32,000.00 -25,000.00
6190 Website Maintenance 0.00 5,000.00 -5,000.00
6200 Digital Marketing / SEO 0.00 7,500.00 -7,500.00
6210 E-Newsletter / Blog 1,000.00 12,000.00 -11,000.00
6220 Social Media 0.00 2,000.00 -2,000.00
6240 Public Relations 0.00 2,000.00 -2,000.00
6260 Annual Meeting 0.00 2,000.00 -2,000.00
6270 Community Event Particip.0.00 2,500.00 -2,500.00
6290 Marketing Consultation 11,000.00 60,000.00 -49,000.00
6300 Adminstration / Billing 2,000.00 36,000.00 -34,000.00
6310 Operational Reimbursement 1,986.00 12,000.00 -10,014.00
6400 Research 0.00 5,000.00 -5,000.00
6100 · Collateral Development 0.00 5,000.00 -5,000.00
6280 · Dues/Memberships 0.00 500.00 -500.00
6000 NBRA Expenses - General - Other 0.00 8,000.00 -8,000.00
Total 6000 NBRA Expenses - General 22,986.00 193,500.00 -170,514.00
7000 Event Exp. Other (Rest Wk)
7100 Event Marketing Expenses 0.00 55,000.00 -55,000.00
7150 Event Operational Expenses 0.00 2,500.00 -2,500.00
7000 Event Exp. Other (Rest Wk) - Other 0.00 2,500.00 -2,500.00
Page 1 of 2 For management purposes only. Not prepared according to GAAP
2:26 PM
09/13/16
Cash Basis
Restaurant Association Business Improvement District
Budget vs. Actual
July 2016 through June 2017
Jul '16 - Jun 17 Budget $ Over Budget
Total 7000 Event Exp. Other (Rest Wk)0.00 60,000.00 -60,000.00
8000 Prior Year Expense 10,786.07
Total Expense 33,772.07 253,500.00 -219,727.93
Net Ordinary Income 15,208.93 -37,000.00 52,208.93
Other Sources/Uses
Other Sources
Retained Earnings (Carryover from Prior Years) 32,438.98 37,000.00 -4,561.02
Total Other Sources 32,438.98 37,000.00 -4,561.02
Net Other Sources/Uses 32,438.98 37,000.00 -4,561.02
Total Equity 47,647.91 0.00 47,647.91
Page 2 of 2 For management purposes only. Not prepared according to GAAP
Date Source Name Memo Account Paid Amount
100eats, LLC.
08/09/2016 100eats, LLC.Newport Beach French Fry Ro...6210 E-Newsletter / Blog 250.00
Total 100eats, LLC.250.00
Anita Lau McElvane
08/09/2016 Anita Lau McElvane Dine Newport Beach Blog - Uni...6210 E-Newsletter / Blog 250.00
Total Anita Lau McElvane 250.00
Desert Publications, Inc
08/09/2016 Desert Publications, Inc Neighborhood Map & Calendar...6170 Advertising / Media 5,000.00
Total Desert Publications, Inc 5,000.00
Dining Out
08/09/2016 Dining Out Full Page Ad - Orange County I...6170 Advertising / Media 2,000.00
Total Dining Out 2,000.00
Newport Beach & Company08/09/2016 Newport Beach & Company Mother's Day Digital Ads, Digit...8000 Prior Year Expense 10,786.07
08/11/2016 Newport Beach & Company BID Marketing/Communication...6290 Marketing Consultation 5,000.00
08/11/2016 Newport Beach & Company BID Marketing/Communication...6300 Adminstration / Billing 1,500.00
08/11/2016 Newport Beach & Company BID Marketing/Communication...6310 Operational Reimburse...1,000.00
08/11/2016 Newport Beach & Company Marketing Director Fee - Polly ...6290 Marketing Consultation 6,000.00
08/11/2016 Newport Beach & Company Marketing Director Fee - Polly ...6300 Adminstration / Billing 500.0008/11/2016 Newport Beach & Company Marketing Director Fee - Polly ...6310 Operational Reimburse...986.00
Total Newport Beach & Company 25,772.07
Rich Manning
08/09/2016 Rich Manning Food Blog - 9 Great Hot Dog O...6210 E-Newsletter / Blog 250.00
08/09/2016 Rich Manning Food Blog - Beat the Heat with ...6210 E-Newsletter / Blog 250.00
Total Rich Manning 500.00
TOTAL 33,772.07
2:19 PM Restaurant Association Business Improvement District
09/13/16 Expenses by Vendor Detail
Cash Basis July through August 2016
Page 1
Aug 31, 16
Beginning Balance 85,198.82
Cleared Transactions
Checks and Payments - 3 items -33,789.07
Total Cleared Transactions -33,789.07
Cleared Balance 51,409.75
Uncleared Transactions
Checks and Payments - 1 item -400.00
Deposits and Credits - 2 items 9,118.75
Total Uncleared Transactions 8,718.75
Register Balance as of 08/31/2016 60,128.50
Ending Balance 60,128.50
2:02 PM Restaurant Association Business Improvement District
09/13/16 Reconciliation Summary
1010 · Bank Balance, Period Ending 08/31/2016
For management purposes only. Not prepared according to GAAP Page 1
Type Date Num Name Clr Amount Balance
Beginning Balance 85,198.82
Cleared Transactions
Checks and Payments - 3 items
General Journal 08/09/2016 AJE212 X -18,786.07 -18,786.07
Check 08/10/2016 X -17.00 -18,803.07
General Journal 08/11/2016 AJE213 X -14,986.00 -33,789.07
Total Checks and Payments -33,789.07 -33,789.07
Total Cleared Transactions -33,789.07 -33,789.07
Cleared Balance -33,789.07 51,409.75
Uncleared Transactions
Checks and Payments - 1 item
Sales Receipt 11/18/2014 1 Bistro Le Crillon -400.00 -400.00
Total Checks and Payments -400.00 -400.00
Deposits and Credits - 2 items
Deposit 01/21/2016 118.75 118.75
Deposit 08/09/2016 9,000.00 9,118.75
Total Deposits and Credits 9,118.75 9,118.75
Total Uncleared Transactions 8,718.75 8,718.75
Register Balance as of 08/31/2016 -25,070.32 60,128.50
Ending Balance -25,070.32 60,128.50
2:03 PM Restaurant Association Business Improvement District
09/13/16 Reconciliation Detail
1010 · Bank Balance, Period Ending 08/31/2016
For management purposes only. Not prepared according to GAAP Page 1