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HomeMy WebLinkAboutRestaurant Association BID Agenda Packet 01/25/2017CITY OF NEWPORT BEACH NEWPORT BEACH RESTAURANT BUSINESS IMPROVEMENT DISTRICT AGENDA 1600 Newport Center Drive, Suite 120 Wednesday, January 25, 2017 - 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 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 November 16, 2016 meeting. Recommended Action: Board to approve the November 16, 2016 meeting minutes. Attachment - Draft NBRA BID Meeting Minutes January 25, 2017 Page 2 Newport Beach Restaurant Business Improvement District Meeting 2.NBRA BID Financial Reports (Swain) Summary: a) Review of the NBRA BID financials ending December 2016. b) Update on NBRA BID assessment collections. Recommended Action: a) Board to accept and file the NBRA BID financials ending December 2016. b) None Attachment - NBRA BID December 2016 Financial Reports 3.President's Report (Schwartz) Summary: a) Update on stakeholder survey and strategic planning process b) Feedback from the subcommittee on the Hospitality Training Program c) NBRA BID Annual Meeting, proposed for Wednesday, March 22 d) NBRA BID Special Meeting, proposed for Wednesday, April 5 Recommended Action: a-b) None c) Board to set the NBRA BID's Annual Meeting for Wednesday, March 22 d) Board to set a NBRA BID Special Meeting for Wednesday, April 5 4.Marketing Report (St. Amour) Summary: a) Newport Beach Restaurant Week b) Update on marketing and promotions c) Update on public relations and social media Recommended Action: a-c) None 5.Industry Update (Peak) Summary: Update on industry and community events. Recommended Action: 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 3 City of Newport Beach Restaurant Business Improvement District Board Meeting Minutes – November 16, 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 9.34 a.m. II. ROLL CALL Directors Present: Ronald Schwartz Muldoon’s Irish Pub Christopher Roman CUCINA enoteca Dan Miller The Village Inn Jordan Otterbein A Restaurant & A Market John DeFrenza Crocker’s The Well Dressed Frank Mario Marovic Dory Deli, Malarky’s Irish Pub & Stag Bar + Kitchen Matt Meddock Sessions West Coast Deli Catherine Pavlos Provenance Brendon Salisbury The Cannery Restaurant & El Cholo Jim Walker The Bungalow Restaurant Quorum Achieved Directors Absent: Bruno Massuger Back Bay Bistro BID Administrator Present: Polly Peak Newport Beach & Company Guests Present: Mary Locey City of Newport Beach Michael Pisani City of Newport Beach Keith Hinckley City of Newport Beach Michelle St. Amour Newport Beach & Company Katy Dennis Newport Beach & Company Lesley Swain Newport Beach & Company Jim Mosher Newport Beach Resident III. PUBLIC COMMENTS ON AGENDA AND NON-AGENDA ITEMS  None IV. CURRENT BUSINESS 1. Approval of Minutes President Schwartz requested a motion to approve the minutes from the September 28, 2016, meeting. Page 2 of 3 Motion: Director Walker moved to approve the September 28, 2016 meeting minutes. Director Roman seconded the motion. The motion carried by the following vote: Ayes: Schwartz, Roman, Miller, Otterbein, DeFrenza, Marovic, Meddock, Pavlos, Salisbury & Walker 2. BID Financial Reports  Ms. Swain provided an overview of the BID Financial reports ending October 2016 that were prepared by Newport Beach & Co.  The assessment invoices went out on October 13, 2016, and over half of the annual fees have been collected to date  An online payment portal was established and restaurants are now able to pay their fees by credit card online.  A new invoice authorization system has been set up for the NBRA Treasurer and City Staff to review and approve invoices online. President Schwartz requested a motion to approve the BID financial reports ending October 2016. Motion: Director Miller moved to accept and file the financial reports. Director Walker seconded the motion. The motion carried by the following vote: Ayes: Schwartz, Roman, Miller, Otterbein, DeFrenza, Marovic, Meddock, Pavlos, Salisbury & Walker 3. President’s Report  City Council approved the amended contract with Newport Beach & Co. to extend it for two years until June 30, 2018, and added in strategic planning services to the agreement.  President Schwartz and Ms. Peak provided an update on the strategic planning process and the NBRA stakeholder survey. o Surveys will go out to the NBRA stakeholders in March 2017. o Don Anderson with Destination Consultancy Group will conduct a strategic planning session with the board members in April 2017 (date TBD). o The new strategic plan will be presented at the May 2017 Board meeting.  Ms. Dennis provided information on an upcoming Hospitality Training Program that Newport Beach & Co. is conducting on 12/1/16. o The subcommittee established to review the training program will attend the program, and will report back at the next board meeting.  Ms. Peak reviewed the current schedule for assessment fee billings and collections, as well as proposed penalties for non-payment. o Director Walker suggested to have penalties for non-payment be clearly defined by the NBRA Board and communicated to stakeholders. o Director Marovic suggested that each past due stakeholder is contacted by email and/or phone prior to the third billing to help expedite the collection process. o Director DeFrenza suggested that NBRA categories be aligned with already existing business license categories. Page 3 of 3 o President Schwartz clarified that there is no opting out of the NBRA BID by restaurants under the current City ordinance. o President Schwartz suggested that further discussion of the NBRA BID categories, fees and penalties can be included in the strategic planning session in April.  Mr. Pisani and Mr. Hinckley from the City reviewed the mandatory commercial recycling laws affecting businesses throughout the state with new thresholds that will go into affect on 1/1/17. o President Schwartz suggested forming a Commercial Organics Recycling Committee to work with the City to help facilitate compliance and communicate to restaurant operators. Directors Salisbury, DeFrenza and Roman will serve on the committee. o A letter from the City is going out this week that includes details of the law, as well as compliance options. o More detailed information on the commercial organics recycling requirements is available on the City website.  Ms. Peak provided an overview from the California Restaurant Association of new state & local laws affecting restaurants in 2017. 4. Marketing Report  Ms. St. Amour provided the following update to the NBRA Board: o Reviewed the Dine Newport Beach newsletters and promotions, as well as the open rates for October and November. o Reviewed the current website and social media metrics.  Newport Beach Restaurant Week (NBRW) will be January 16-29, 2017. o Registration for participating restaurants is going on now. o Promotional cards will be included in all of the City water bills in December and January. o There will be and Instagram promotional contest during Restaurant Week to help build social followers. o NBRW Media Event is scheduled for Thursday, January 12, 2017, at Marina Park. 5. Industry Update  President Schwartz led a discussion on the issue with EMV chip readers and how it affects restaurant operators. Board members shared insights and best practices for this issue.  Ms. Peak noted upcoming industry and community events for the California Restaurant Association and Newport Beach & Co. V. BOARD/COMMITTEE/COMMISSION ANNOUNCEMENTS OR MATTERS, WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON-DISCUSSION ITEMS)  None VIII. ADJOURNMENT The meeting adjourned at 10:52 a.m. The next meeting will be Wednesday, January 25, 2017, at 9:30 a.m. at Newport Beach & Co. Month Ended December 2016 Current Year Balance Assets Current Assets Cash and Cash Equivalents NBRA Checking 185,695.73 NBRA City Appropriation 1,558.45 NBRA Bill.com Clearing (161.29) Undeposited Funds 4,598.00 Total Cash and Cash Equivalents 191,690.89 Accounts Receivable, Net Accounts Receivable Accounts Receivable 76,466.92 Allowance for Doubtful Accounts (8,195.17) Total Accounts Receivable 68,271.75 Total Accounts Receivable, Net 68,271.75 Prepaid Expenses 2,662.68 Total Current Assets 262,625.32 Total Assets 262,625.32 Liabilities and Net Assets Liabilities Short-term Liabilities Accounts Payable Accounts Payable 14,925.71 Total Accounts Payable 14,925.71 Total Short-term Liabilities 14,925.71 Total Liabilities 14,925.71 Net Assets Net Assets General Fund Balance 21,934.16 Total Net Assets 21,934.16 Net Income 225,765.45 Total Net Assets 247,699.61 Total Liabilities and Net Assets 262,625.32 Notes Accounts to be reviewed and reconciled: NBRA City Approporation Account Bill.com Clearing Account Allowance for Doubtful Accounts Newport Beach Restaurant Association Statement of Financial Position FY2017 YTD 12/31/2016 FY2017 Year to Date FY2017 NBRA Budget Remaining Amount Operating Revenue Program Revenue Restaurant Association Fees 201,400.00 189,000.00 12,400.00 Restaurant Association Late Fees 19,878.62 6,500.00 13,378.62 Restaurant Association Special Events 27,200.00 25,000.00 2,200.00 City of Newport Beach Matching Funds 40,000.00 40,000.00 0.00 City of Newport Beach Grant Funds 9,000.00 10,000.00 (1,000.00) Total Program Revenue 297,478.62 270,500.00 26,978.62 Total Operating Revenue 297,478.62 270,500.00 26,978.62 Expenses General and Administrative Expenses Operating Expenses Operating Expenses Office Supplies 878.40 0.00 878.40 Postage 310.20 0.00 310.20 Bank Fees 885.75 0.00 885.75 Membership Dues 300.00 500.00 (200.00) Governance Meeting Expenses 0.00 2,000.00 (2,000.00) Total Operating Expenses 2,374.35 2,500.00 (125.65) Total Operating Expenses 2,374.35 2,500.00 (125.65) Professional Fees Independent Contractors 0.00 8,000.00 (8,000.00) Bloggers 4,000.00 12,000.00 (8,000.00) Marketing Consultant Fees 31,000.00 60,000.00 (29,000.00) BID Administration Fees 8,000.00 18,000.00 (10,000.00) Financial Services Fees 3,000.00 18,000.00 (15,000.00) Consultant Operational Reimbursement 7,486.00 12,000.00 (4,514.00) Total Professional Fees 53,486.00 128,000.00 (74,514.00) Total General and Administrative 55,860.35 130,500.00 (74,639.65) Advertising Expenses Advertising - Consumer 14,156.82 50,000.00 (35,843.18) Total Advertising Expenses 14,156.82 50,000.00 (35,843.18) Marketing Expenses Community Relations Community Partner Events 875.00 2,500.00 (1,625.00) Event Marketing Expenses 800.00 55,000.00 (54,200.00) Event Operating Expenses 21.00 5,000.00 (4,979.00) Research 0.00 4,000.00 (4,000.00) Total Community Relations 1,696.00 66,500.00 (64,804.00) Marketing Collateral Collateral Production Expenses 0.00 6,500.00 (6,500.00) Total Marketing Collateral 0.00 6,500.00 (6,500.00) Digital Marketing Social Media 0.00 2,000.00 (2,000.00) Website Maintenance 0.00 5,000.00 (5,000.00) Digital Advertising 0.00 7,000.00 (7,000.00) Total Digital Marketing 0.00 14,000.00 (14,000.00) Communications/Public Relations Media Relations 0.00 3,000.00 (3,000.00) Total Communications/Public Relations 0.00 3,000.00 (3,000.00) Total Marketing Expenses 1,696.00 90,000.00 (88,304.00) Total Expenses 71,713.17 270,500.00 (198,786.83) Net Income 225,765.45 0.00 225,765.45 Newport Beach Restaurant Association Statement of Activities Year Ending 06/30/2017 $ 192,395.73 $ - $ (6,700.00) 185,695.73$ $ 185,695.73 $ - 185,695.73$ Total Checks and Charges Cleared $ 10,287.67 $ 25,970.75 Name Memo Date Doc No Cleared In Transit 12/01/2016 Credit Card Deposit 12/01/2016 CC Deposit Slip 12/01/201 $ 2,100.00 12/02/2016 Credit Card Deposit 12/02/2016 CC Deposit Slip 12/02/201 $ 900.00 12/05/2016 Credit Card Deposit 12/05/2016 CC Deposit Slip 12/05/201 $ 1,600.00 NBRA Deposit Slip 12/06/2016 12/06/2016 NBRA Deposit Slip 12/06/2 $ 1,642.50 12/07/2016 Credit Card Deposit 12/07/2016 CC Deposit Slip 12/07/201 $ 750.00 NBRA Deposit Slip 12/07/2016 12/07/2016 NBRA Deposit Slip 12/07/2 $ 4,860.50 12/08/2016 Credit Card Deposit 12/08/2016 CC Deposit Slip 12/08/201 $ 500.00 12/09/2016 Credit Card Deposit 12/09/2016 CC Deposit Slip 12/09/201 $ 1,000.00 12/13/2016 Credit Card Deposit 12/13/2016 CC Deposit Slip 12/13/201 $ 500.00 12/14/2016 Credit Card Deposit 12/14/2016 CC Deposit Slip 12/14/201 $ 4,830.25 12/15/2016 Credit Card Deposit 12/15/2016 CC Deposit Slip 12/15/201 $ 2,000.00 NBRA Deposit Slip 12/16/2016 12/16/2016 NBRA Deposit Slip 12/16/2 $ 3,850.00 12/19/2016 Credit Card Deposit 12/19/2016 CC Deposit Slip 12/19/201 $ 187.50 12/20/2016 Credit Card Deposit 12/20/2016 CC Deposit Slip 12/20/201 $ 650.00 12/27/2016 Credit Card Deposit 12/27/2016 CC Deposit Slip 12/27/201 $ 600.00 25,970.75$ -$ Name Memo Date Check No Cleared Outstanding Prestige Concepts Promotion and Events 11/14/2016 5004 $ 682.39 Newport Beach and Company 11/22/2016 5005 $ 9,000.00 Southern California Media Group 11/22/2016 5006 $ 6,200.00 Richard J. Manning, Jr.11/22/2016 5007 $ 500.00 11/16NBRA2CPFees 12/02/2016 $ 605.28 10,287.67$ 6,700.00$ Total Deposits Checks and Charges Total Checks and Charges Total Deposits Cleared Deposits Outstanding Checks and Charges Adjusted Bank Balance Book Balance Adjustments* Adjusted Book Balance Newport Beach Restaurant Association Bank Reconciliation Report As Of 12/30/2016 Account: NBRA Checking - City National Bank Statement Ending Balance Deposits in Transit Account Summary Account Activity Date Description CreditsReference Date Description Credits Beginning balance (11/30/2016) Credits Total credits Debits Total debits Ending balance (12/30/2016) Contact us: Analyzed Business Checking Account #: DEPOSITS ELECTRONIC CREDITS 023 0830L 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD Account number Minimum balance $173,349.87 Average balance $185,993.48 Avg. collected balance $185,285.00 12-1 Preauthorized Credit 2,100.00 12-2 Preauthorized Credit 900.00 12-5 Preauthorized Credit 1,600.00 12-6 Deposit 1,642.50 12-7 Deposit 4,860.50 12-7 Preauthorized Credit 750.00 12-8 Preauthorized Credit 500.00 12-9 Preauthorized Credit 1,000.00 12-13 Preauthorized Credit 500.00 12-14 Preauthorized Credit 4,830.25 12-15 Preauthorized Credit 2,000.00 12-16 Deposit 3,850.00 $176,712.65 Deposits (3)+ 10,353.00 Electronic cr (12)+ 15,617.75 Other credits (0)+ 0.00 +$25,970.75 Checks paid (2)- 9,682.39 Electronic db (1)- 605.28 Other debits (0)- 0.00 - $10,287.67 $192,395.73 800 773-7100 Orange CO Airport Office 18111 Von Karman Ave., Ste. 100 Irvine CA 92612 cnb.com Page 1 (2) This statement: December 30, 2016 Last statement: November 30, 2016 CITY OF NEWPORT BEACH (RESTAURANT ASSOCIATION) 100 CIVIC CENTER DR NEWPORT BEACH CA 92660 CITY OF NEWPORT BEACH Number Date Amount Date Description Debits Date Amount Date Description Credits Number Date Amount Number Date Amount Number Date Amount Date Amount Date Amount Date Amount Account #: ELECTRONIC CREDITS (Continued) CHECKS PAID ELECTRONIC DEBITS DAILY BALANCES 2CPROCESSR FEES SEP 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 2CPROCESSR PYMT PROC 84870014392254 CITY OF NEWPORT BE CCD 11-30 176,712.65 12-1 178,812.65 12-2 179,107.37 12-2 Preauthorized Debit 605.28 12-5 180,707.37 12-6 173,349.87 12-7 178,960.37 12-8 179,460.37 12-9 180,460.37 12-13 180,960.37 12-14 185,108.23 12-15 187,108.23 12-16 190,958.23 12-19 191,145.73 12-19 Preauthorized Credit 187.50 12-20 191,795.73 12-20 Preauthorized Credit 650.00 12-27 192,395.73 12-27 Preauthorized Credit 600.00 5004 12-14 682.39 5005 12-6 9,000.00 Page 2 December 30, 2016 Thank you for banking with Orange CO Airport Office City National Bank, Member FDIC Equal Housing Lender ID 23001E (Rev 06/2014) IMPORTANT NOTICE Please examine your statement at once. 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