HomeMy WebLinkAboutRestaurant Association BID Agenda Packet 05/25/2016CITY OF NEWPORT BEACH
NEWPORT BEACH RESTAURANT BUSINESS
IMPROVEMENT DISTRICT AGENDA
Newport Beach & Company, 1600 Newport Center Drive, Suite 120,
Newport Beach, 92660
Wednesday, May 25, 2016 - 4:00 PM
Newport Beach Restaurant Business Improvement District Members:
Jim Walker, President
Ronald Schwartz, Vice President
Dan Miller, Treasurer
Joe Campbell, Director
Sheri Drewry, Director
Stephen Joyce, Director
Mario Marovic, Director
Christopher Roman, Director
(Vacant) Director
(Vacant) Director
(Vacant) 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 Advisory Board of Directors (NBRA 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 NBRA BID Board 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
Summary: Review the draft minutes from the May 4, 2016 Special Meeting.
Recommended Action: Board to approve the May 4, 2016 meeting minutes.
Attachment - NBRA BID Draft Special Meeting Minutes from 05-04-2016
May 25, 2016
Page 2
Newport Beach Restaurant Business Improvement District Meeting
2.NBRA BID Financial Reports (Miller)
Summary: Review the NBRA BID financial reports for the period ending April
2016.
Recommended Action: Board to accept and file the NBRA BID financial reports
for the period ending April 2016.
Attachment - NBRA BID Financial Reports-04-30-2016
3.NBRA BID Accounting and Financial Reporting Services (Locey)
Summary:
1) Board to hear presentations for outsourcing BID accounting and financial
reporting services.
2) Board to review proposals and presentations for accounting and financial
reporting services to be funded by the NBRA 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
annually 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 the preferred vendor and that the
services be funded by the NBRA BID.
3) Board to recommend requesting the City Council increase BID funding to
$40,000 annually through fiscal year 2017-2018.
Attachment - BID Accounting Proposal-Newport Beach & Company
Attachment - BID Accounting Proposal-Newport Beach Chamber of Commerce
4.President's Report (Walker)
Summary: Update on BID Renewal
Recommended Action: None
5.Strategic Plan 2016 Update (Walker)
Summary: Board to review proposal for services related to the NBRA BID's
Strategic Business Plan update.
Recommended Action: Board to 1) approve the scope of work and allocate
funding for the Strategic Business Plan update; and 2) recommend the City enter
into a contract for services to be funded by the NBRA BID.
Attachment - Proposal for Strategic Business Plan Update
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
The next regular meeting of the NBRA BID Advisory Board of Directors is scheduled for July
27, 2016.
Page 1 of 3
City of Newport Beach Restaurant
Business Improvement District
Special Board Meeting Minutes – May 4, 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 9:33 a.m.
II. ROLL CALL
Directors Present:
Joe Campbell Ruby’s Diner
Mario Marovic Dory Deli & Malarky’s Irish Pub
Christopher Roman CUCINA enoteca
Ronald Schwartz Muldoon’s Irish Pub
Jim Walker The Bungalow Restaurant
Quorum Achieved
Directors Absent:
Sheri Drewry Wilma’s Patio
Stephen Joyce Newport Beach Tennis Club
Dan Miller The Village Inn
John Robinson Amelia’s Restaurant
BID Administrator Present:
Polly Peak Newport Beach & Company
Guests Present:
Katy Dennis Newport Beach & Company
John De Frenza Crocker’s The Well Dressed Frank
Matt Meddock Sessions
Jordan Otterbein A Restaurant
III. PUBLIC COMMENTS ON AGENDA AND NON-AGENDA ITEMS
None
IV. CURRENT BUSINESS
1. Approval of Minutes
President Walker requested a motion to approve the minutes from the
March 23, 2016 meeting.
Motion: Director Marovic moved to approve the March 23, 2016 meeting minutes.
Director Schwartz seconded the motion.
Page 2 of 3
The motion carried by the following vote:
Ayes: Campbell, Marovic, Roman, Schwartz and Walker
2. President’s Report
President Walker reported on the following items:
• Reviewed proposed details and timing for a new three-year strategic plan for
the NBRA from Destination Consultancy Group as follows.
o Survey the NBRA Stakeholders in June.
o Present survey results to the NBRA Board in July, and conduct a
planning meeting to define NBRA priorities for the next 3 years.
o Present new priority initiatives to the NBRA in September.
• The NBRA BID will be up for renewal at the City Council Meeting on Tuesday,
May 24th at 7pm. All NBRA board members are encouraged to attend to show
their support.
• The NBRA BID amendment process will be postponed a couple of months to
ensure that all BID stakeholders are properly notified.
• BID assessment invoices will go out in September this year after the BID
amendment process is completed.
• The City has assured the BID that they will deposit $20,000 into the BID
account at the beginning of the fiscal year to ensure that there are enough
funds for operational purposes until assessments are sent out in September.
3. Board of Directors Nominees
• Ms. Peak Reviewed the list of applications received for the NBRA Board of
Directors for fiscal year 2016-2017
• Matt Meddock provided an overview of his background to the board.
• Jordan Otterbein provided an overview of his background to the board.
• John De Frenza provided an overview of his background to the board.
• Board members voted for up to eleven nominees in a closed ballot.
President Walker requested a motion to recommend all applicants to City Council to
serve on the BID Board of Directors for fiscal year 2016-2017.
Motion: Director Campbell moved to approve the recommendation to City Council.
Director Schwartz seconded the motion.
The motion carried by the following vote:
Ayes: Campbell, Marovic, Roman, Schwartz and Walker
4. Annual Marketing & Administration Proposal
Ms. Peak reviewed the details, support and pricing from Newport Beach & Company
for marketing, communication, public relations and BID administration services for
fiscal year 2016-2017.
President Walker requested a motion to recommend that the City enter into an
agreement with Newport Beach & Company for BID marketing, communications, public
relations and administration services for fiscal year 2016-2017.
Motion: Director Schwartz moved to approve the recommendation to the City.
Director Marovic seconded the motion.
Page 3 of 3
The motion carried by the following vote:
Ayes: Campbell, Marovic, Roman, Schwartz and Walker
5. Reduction in BID Penalty Fees
Ms. Peak reviewed the proposed BID assessment penalty fee structure that will max
out late fees at 50% of the annual assessment and be in alignment with the City’s
revised Municipal Code.
President Walker requested a motion to align the BID assessment penalty fee structure
with the City’s revised Municipal Code Section 5.04.
Motion: Director Campbell moved to approve the recommendation to the City.
Director Schwartz seconded the motion.
The motion carried by the following vote:
Ayes: Campbell, Marovic, Roman, Schwartz and Walker
6. Annual Report & Budget
Ms. Peak reviewed the BID annual report and proposed budget for FY 2016-2017.
• Reviewed analysis of existing, projected, proposed and amended budgets.
• Proposed Budget income is based on current BID Fee structure.
• Page 6, section 6 of the annual report needs to be amended to show that the
budget includes $20,000 in funds from the City instead of $40,000.
President Walker requested a motion to approve the NBRA annual report and proposed
budget as amended.
Motion: Director Schwartz moved to approve the recommendation to the City.
Director Marovic seconded the motion.
The motion carried by the following vote:
Ayes: Campbell, Marovic, Roman, Schwartz and Walker
7. Marketing Report
• Ms. Dennis provided an overview of the Spring campaign that includes:
o Feed Your Mom in Newport Beach – Mother’s Day Promotion
o Feed Your Curiosity in Newport Beach – Promotes Newport Beach as a
dining destination for grads and Father’s Day
• Ms. Peak provided an overview of a Savor Newport Beach promotion that Dine
Newport Beach is doing in partnership with Travelzoo to promote participating
restaurants and the destination.
• Update on new partners to the Partner Program.
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 10:43 a.m.
The next board meeting will be Wednesday, May 25, 2016 at 4:00 p.m. at Newport Beach & Co.
Apr 30, 16
ASSETS
Current Assets
Checking/Savings
Bill.com Money Out Clearing -161.29
1010 · Bank Balance 69,528.37
1260 · City Appropriation Acct Jan 10 1,558.45
Total Checking/Savings 70,925.53
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 58,977.74
Other Assets
AR Clearing -1,929.96
Total Other Assets -1,929.96
TOTAL ASSETS 57,047.78
LIABILITIES & EQUITY
Equity
3900 · Retained Earnings 68,353.97
Net Income -11,306.19
Total Equity 57,047.78
TOTAL LIABILITIES & EQUITY 57,047.78
11:50 AM Restaurant Association Business Improvement District
05/11/16 Balance Sheet
Cash Basis As of April 30, 2016
For management purposes only. Not prepared according to GAAP Page 1
1:34 PM
05/11/16
Cash Basis
Restaurant Association Business Improvement District
Budget vs. Actual
July 2015 through June 2016
Jul '15 - Jun 16 Budget $ Over Budget
Ordinary Income/Expense
Income
4000 · NBRA Income
4010 · Member Assessment 132,902.35 109,000.00 23,902.35
4015 · Late Fees 6,703.75 0.00 6,703.75
4020 · City Matching Funds 20,000.00 20,000.00 0.00
4000 · NBRA Income - Other 300.00 0.00 300.00
Total 4000 · NBRA Income 159,906.10 129,000.00 30,906.10
4500 · NBRW Income
4510 · Event Sponsorship 0.00 15,000.00 -15,000.00
4520 · Event Participation Fee-Rest Wk
Event Participation 27,236.05 25,000.00 2,236.05
Total 4520 · Event Participation Fee-Rest Wk 27,236.05 25,000.00 2,236.05
4530 · City Grant 10,000.00 15,000.00 -5,000.00
Total 4500 · NBRW Income 37,236.05 55,000.00 -17,763.95
Total Income 197,142.15 184,000.00 13,142.15
Gross Profit 197,142.15 184,000.00 13,142.15
Expense
6000 NBRA Expenses - General
6160 Graphic Design / Branding 1,950.00 1,000.00 950.00
6170 Advertising / Media 43,223.00 31,000.00 12,223.00
6180 Website Development 4,950.00 3,000.00 1,950.00
6200 Digital Marketing / SEO 5,932.95 6,000.00 -67.05
6210 E-Newsletter / Blog 0.00 1,000.00 -1,000.00
6220 Social Media 0.00 1,200.00 -1,200.00
6240 Public Relations 1,100.00 1,000.00 100.00
6260 Annual Meeting 1,065.04 1,000.00 65.04
6270 Community Event Particip.1,950.00 2,000.00 -50.00
6290 Marketing Consultation 84,000.00 72,000.00 12,000.00
6300 Adminstration / Billing 5,000.00 6,000.00 -1,000.00
6310 Operational Reimbursement 13,535.04 11,845.00 1,690.04
6100 · Collateral Development 0.00 1,000.00 -1,000.00
6350 · Bank Service Charges 0.00 155.00 -155.00
6000 NBRA Expenses - General - Other 0.00 800.00 -800.00
Total 6000 NBRA Expenses - General 162,706.03 139,000.00 23,706.03
7000 Event Exp. Other (Rest Wk)
7100 Event Marketing Expenses 49,798.54 50,000.00 -201.46
7150 Event Operational Expenses 1,386.89 2,500.00 -1,113.11
Page 1 of 2 For management purposes only. Not prepared according to GAAP
1:34 PM
05/11/16
Cash Basis
Restaurant Association Business Improvement District
Budget vs. Actual
July 2015 through June 2016
Jul '15 - Jun 16 Budget $ Over Budget
7000 Event Exp. Other (Rest Wk) - Other 3,263.58 2,500.00 763.58
Total 7000 Event Exp. Other (Rest Wk)54,449.01 55,000.00 -550.99
66900 · Reconciliation Discrepancies -20.75
Total Expense 217,134.29 194,000.00 23,134.29
Net Ordinary Income -19,992.14 -10,000.00 -9,992.14
Other Sources/Uses
Other Sources
Retained Earnings (Carryover from Prior Years)68,353.97 10,000.00 58,353.97
Total Other Sources 68,353.97 10,000.00 58,353.97
Net Other Sources/Uses 68,353.97 10,000.00 58,353.97
Total Equity 48,361.83 0.00 48,361.83
Page 2 of 2 For management purposes only. Not prepared according to GAAP
Date Source Name Memo Account Paid Amount
Adsavvy, Inc.
01/21/2016 Adsavvy, Inc.Distribution of NBRA marketing...7150 Event Operational Exp...1,000.00
Total Adsavvy, Inc.1,000.00
California Restaurant Association
11/06/2015 California Restaurant Association CRA Membership Renewal for ...6240 Public Relations 300.00
Total California Restaurant Association 300.00
City of Newport Beach (Revenue)
04/15/2016 City of Newport Beach (Revenue)Water Bill Inserts for Restaura...7100 Event Marketing Expen...204.62
Total City of Newport Beach (Revenue)204.62
Desert Publications, Inc
08/26/2015 Desert Publications, Inc NB Visitor Guide - Full Page Ad Marketing & Promotions 5,000.00
Total Desert Publications, Inc 5,000.00
Dining Out08/26/2015 Dining Out Full Page Restaurant Listing - ...Marketing & Promotions 2,000.00
12/11/2015 Dining Out Full Page Ad - Winter 2015/20...6170 Advertising / Media 2,000.00
04/13/2016 Dining Out Full Page Ad - Orange County ...6170 Advertising / Media 2,000.00
Total Dining Out 6,000.00
Firebrand Media, LLC
08/26/2015 Firebrand Media, LLC Newport Beach Magazine Marketing & Promotions 1,250.00
10/21/2015 Firebrand Media, LLC Newport Beach Magazine - Ru...Marketing & Promotions 1,250.00
11/06/2015 Firebrand Media, LLC FBM Digital Media Ad 6200 Digital Marketing / SEO 50.00
11/06/2015 Firebrand Media, LLC Laguna Beach Magazine - Run...6170 Advertising / Media 1,525.00
12/11/2015 Firebrand Media, LLC FBM Digital Media Ad - NBI Br...6200 Digital Marketing / SEO 50.00
12/11/2015 Firebrand Media, LLC Laguna Beach Magazine Ad In...7100 Event Marketing Expen...595.00
01/21/2016 Firebrand Media, LLC Newport Beach Magazine Full ...7100 Event Marketing Expen...1,295.00
Total Firebrand Media, LLC 6,015.00
Locale Magazine
08/26/2015 Locale Magazine Full Page Ad, FC - July 2015 - ...Marketing & Promotions 2,499.0010/21/2015 Locale Magazine Full Page Ad, FC-October 201...Marketing & Promotions 2,499.00
12/11/2015 Locale Magazine Advertising in Orange County - ...7100 Event Marketing Expen...2,500.00
Total Locale Magazine 7,498.00
Newport Beach & Company
07/01/2015 Newport Beach & Company Marketing Director Fee - Polly ...6290 Marketing Consultation 6,000.00
07/01/2015 Newport Beach & Company Marketing Director Fee - Polly ...6310 Operational Reimburse...918.76
08/26/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...6,918.76
08/28/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...6,918.76
08/28/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...6,918.76
09/02/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...7,486.00
09/17/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...7,486.0010/21/2015 Newport Beach & Company Marketing Director Fee - Polly ...BID Marketing Agent, Admin,...7,486.00
10/21/2015 Newport Beach & Company 2015 Annual Marketing Outloo...Signature Event Prod. & Mar...750.00
11/06/2015 Newport Beach & Company 200 Restaurant Postcards from...7150 Event Operational Exp...170.64
11/06/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6290 Marketing Consultation 6,000.00
11/06/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6300 Adminstration / Billing 500.00
11/06/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6310 Operational Reimburse...986.0011/06/2015 Newport Beach & Company Mail List Processing & Postage...7150 Event Operational Exp...216.25
12/11/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6290 Marketing Consultation 6,000.00
12/11/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6300 Adminstration / Billing 500.00
12/11/2015 Newport Beach & Company Marketing Director Fee, Bid Ad...6310 Operational Reimburse...986.00
01/22/2016 Newport Beach & Company Marketing Director Fee, Bid Ad...6290 Marketing Consultation 6,000.00
01/22/2016 Newport Beach & Company Marketing Director Fee, Bid Ad...6300 Adminstration / Billing 500.00
01/22/2016 Newport Beach & Company Marketing Director Fee, Bid Ad...6310 Operational Reimburse...986.00
01/22/2016 Newport Beach & Company Printing and delivery of 100,00...7100 Event Marketing Expen...5,570.88
02/24/2016 Newport Beach & Company NB Restaurant Week Daily Pilo...7100 Event Marketing Expen...4,972.89
02/24/2016 Newport Beach & Company Marketing Director Fee - Polly ...6290 Marketing Consultation 6,000.00
02/24/2016 Newport Beach & Company Marketing Director Fee - Polly ...6300 Adminstration / Billing 500.00
02/24/2016 Newport Beach & Company Marketing Director Fee - Polly ...6310 Operational Reimburse...986.00
03/03/2016 Newport Beach & Company NBRW - Internet Advertisemen...7100 Event Marketing Expen...30,978.44
03/03/2016 Newport Beach & Company NBRW - 2 Banner Graphics, 1...7000 Event Exp. Other (Rest...529.20
03/03/2016 Newport Beach & Company Media Event - Posters, Vinyl B...7100 Event Marketing Expen...931.71
03/03/2016 Newport Beach & Company Media Event - Posters, Vinyl B...7000 Event Exp. Other (Rest...2,734.38
03/03/2016 Newport Beach & Company Media Event - Posters, Vinyl B...6160 Graphic Design / Brand...1,950.00
04/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6290 Marketing Consultation 6,000.00
04/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6300 Adminstration / Billing 500.0004/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6310 Operational Reimburse...986.00
04/13/2016 Newport Beach & Company 1000 Postcard Invites & Posta...6260 Annual Meeting 498.04
04/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6290 Marketing Consultation 6,000.00
04/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6300 Adminstration / Billing 500.00
04/13/2016 Newport Beach & Company Marketing Director Fee - Polly ...6310 Operational Reimburse...986.00
Total Newport Beach & Company 144,351.47
1:29 PM Restaurant Association Business Improvement District
05/11/16 Expenses by Vendor Detail
Cash Basis July 2015 through April 2016
Page 1
Date Source Name Memo Account Paid Amount
Noble Studios
10/21/2015 Noble Studios NBRA Group Dining Guide We...Marketing & Promotions 2,640.00
12/21/2015 Noble Studios NBRA Group Dining Guide We...6180 Website Development 2,310.00
12/21/2015 Noble Studios NBRA Fall Campaign Social Pr...6200 Digital Marketing / SEO 5,200.00
Total Noble Studios 10,150.00
OCWeekly,LP
08/26/2015 OCWeekly,LP Ad Description: Full Page Eat ...Marketing & Promotions 2,000.00
Total OCWeekly,LP 2,000.00
Orange Coast Magazine
07/01/2015 Orange Coast Magazine Full Page Color Ad 6170 Advertising / Media 2,750.0011/06/2015 Orange Coast Magazine Full Page Color Ad 6170 Advertising / Media 2,750.00
01/22/2016 Orange Coast Magazine Full Page Ad - January Issue 7100 Event Marketing Expen...2,750.00
Total Orange Coast Magazine 8,250.00
Riviera Magazine/Modern Luxury
08/26/2015 Riviera Magazine/Modern Luxury Riviera - Orange County - July ...Marketing & Promotions 3,000.00
Total Riviera Magazine/Modern Luxury 3,000.00
Robert Downs Photography Inc.
08/26/2015 Robert Downs Photography Inc.NBRA Board Photos & Headsh...Marketing & Promotions 800.00
Total Robert Downs Photography Inc.800.00
Southern California Media Group
11/06/2015 Southern California Media Group Guestbook OC 6170 Advertising / Media 620.00
01/22/2016 Southern California Media Group Guestbook OC 6170 Advertising / Media 620.00
01/22/2016 Southern California Media Group Special Pubs: 1x1" Orange Co...6170 Advertising / Media 6,500.00
01/22/2016 Southern California Media Group Guestbook OC 6170 Advertising / Media 620.00
04/13/2016 Southern California Media Group Guestbook OC: Balance of Co...6170 Advertising / Media 4,340.00
Total Southern California Media Group 12,700.00
Speak Up Newport
01/21/2016 Speak Up Newport Table for 2016 Mayor's Dinner 6270 Community Event Parti...1,200.00
Total Speak Up Newport 1,200.00
TOTAL 208,469.09
1:29 PM Restaurant Association Business Improvement District
05/11/16 Expenses by Vendor Detail
Cash Basis July 2015 through April 2016
Page 2
Apr 30, 16
Beginning Balance 85,998.61
Cleared Transactions
Checks and Payments - 2 items -22,014.66
Deposits and Credits - 7 items 3,257.17
Total Cleared Transactions -18,757.49
Cleared Balance 67,241.12
Uncleared Transactions
Checks and Payments - 1 item -400.00
Deposits and Credits - 6 items 2,687.25
Total Uncleared Transactions 2,287.25
Register Balance as of 04/30/2016 69,528.37
New Transactions
Checks and Payments - 1 item -8,685.95
Total New Transactions -8,685.95
Ending Balance 60,842.42
11:41 AM Restaurant Association Business Improvement District
05/11/16 Reconciliation Summary
1010 · Bank Balance, Period Ending 04/30/2016
For management purposes only. Not prepared according to GAAP Page 1
Type Date Num Name Clr Amount Balance
Beginning Balance 85,998.61
Cleared Transactions
Checks and Payments - 2 items
General Journal 04/13/2016 AJE139 X -21,810.04 -21,810.04
General Journal 04/15/2016 AJE138 X -204.62 -22,014.66
Total Checks and Payments -22,014.66 -22,014.66
Deposits and Credits - 7 items
Deposit 03/15/2016 X 830.50 830.50
Deposit 03/16/2016 X 296.92 1,127.42
Deposit 03/23/2016 X 1,000.00 2,127.42
Deposit 04/07/2016 X 86.75 2,214.17
Deposit 04/20/2016 X 300.00 2,514.17
Deposit 04/20/2016 X 643.00 3,157.17
General Journal 04/30/2016 AJE141 X 100.00 3,257.17
Total Deposits and Credits 3,257.17 3,257.17
Total Cleared Transactions -18,757.49 -18,757.49
Cleared Balance -18,757.49 67,241.12
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 - 6 items
Deposit 01/21/2016 118.75 118.75
Deposit 04/21/2016 500.00 618.75
Deposit 04/21/2016 500.00 1,118.75
Deposit 04/21/2016 500.00 1,618.75
Deposit 04/26/2016 568.50 2,187.25
Deposit 04/28/2016 500.00 2,687.25
Total Deposits and Credits 2,687.25 2,687.25
Total Uncleared Transactions 2,287.25 2,287.25
Register Balance as of 04/30/2016 -16,470.24 69,528.37
New Transactions
Checks and Payments - 1 item
General Journal 05/10/2016 AJE140 -8,685.95 -8,685.95
Total Checks and Payments -8,685.95 -8,685.95
Total New Transactions -8,685.95 -8,685.95
Ending Balance -25,156.19 60,842.42
11:44 AM Restaurant Association Business Improvement District
05/11/16 Reconciliation Detail
1010 · Bank Balance, Period Ending 04/30/2016
For management purposes only. Not prepared according to GAAP Page 1
1600 Newport Center Drive, Suite 120, Newport Beach, CA 92660 Tel:-800-94-COAST visitnewportbeach.com
RESPONSE TO PROPOSAL 16-47
NEWPORT BEACH RESTAURANT ASSOCIATION (“NBRA”)
ACCOUNTING AND FINANCIAL SUPPORT SERVICES
RFP DUE DATE: APRIL 8, 2016 12:00PM
SUBMITTED TO: Anthony Nguyen, Purchasing Agent anguyen@newportbeachca.gov
SUBMITTED BY: LESLEY E. SWAIN
CHIEF FINANCIAL OFFICER
NEWPORT BEACH & COMPANY
lesley@newportbeachandco.com
(949) 467-2746
1600 Newport Center Drive, Suite 120, Newport Beach, CA 92660 Tel:-800-94-COAST visitnewportbeach.com
SECTION ONE
HISTORY AND BACKGROUND FOR NEWPORT BEACH & COMPANY
Newport Beach & Company:
Newport Beach & Company is a non-profit, 501(c)6 community marketing
organization. Newport Beach & Company promotes Newport Beach through
marketing, advertising and public relations efforts. Newport Beach & Company
contracts with Visit Newport Beach Inc. for leisure marketing and advertising
services and is funded primarily by this contract. Other business units such as Dine
Newport Beach are self-funded and provide compensation to Newport Beach &
Company for marketing services.
Mission:
Newport Beach & Company is a creative and focused community-marketing agency
that is singularly committed to telling the integrated Newport Beach brand story. By
embracing a variety of neighborhoods, businesses and individual unique voices into
a complementary story, Newport Beach and Company strengthens all of its partners,
drives new revenue to the city and enhances its overall economic vibrancy.
Vision:
Newport Beach & Company aspires to be the national model for outstanding
integrated community marketing and brand leadership. As an entrepreneurial
leadership organization, Newport Beach & Co. is creative, innovative and professional
in building destination awareness both locally and nationally which drives business
and economic growth. It strives to do for its partners and stakeholders what they
cannot do individually.
Brand Promise:
Newport Beach & Company is a progressive, dynamic and innovative marketing
organization that brings a results-oriented mindset along with a forward-looking
attitude to the community it serves. Embracing a learning centered environment
where ideas can develop and be best used for the benefit of its partners, Newport
Beach & Co.’s team is a passionate steward for the Newport Beach brand. It is
resourceful in creating meaningful marketing programs and services and setting the
standard for outstanding destination leadership.
Project Team:
The team will be Lesley Swain, CFO, and Dina Alleluia-Carr, Finance Assistant and Polly
Peak, BID Administrator.
1600 Newport Center Drive, Suite 120, Newport Beach, CA 92660 Tel:-800-94-COAST visitnewportbeach.com
SECTION TWO
CONSULTING SERVICES
The services to be provided to the “NBRA” require an integrated and organized CRM
database and financial system. Newport Beach & Company will be utilizing such a system
and proposes to improve the Accounts Receivable invoicing process by providing real-time
insight into the status of accounts and communication to participants.
SECTION THREE
TEAM RESUMES
LESLEY E. SWAIN
Chief Financial Officer
Lesley Swain has been on the Executive Leadership team at Newport Beach & Company
and Visit Newport Beach since May 2011. During this time, she has managed the financial
systems for these entities with outstanding external audit reports. Ms. Swain’s academic
qualifications include a Masters in Public Administration and a Masters in Business
Administration with a concentration in Finance. She is currently scheduled to complete
the CMA certification (Certified Management Accountant) this year. Ms. Swain, in
addition, has been the Finance Director for the Orange County Visitors Association – a
membership-based 501(c) 4 non-proft organization since August 2014.
DINA ALLELUIA-CARR
Finance Assistant
Dina Alleluia-Carr has been with the Newport Beach & Company team since August 2015.
She is responsible for all invoicing as well as manages the Accounts Payable process. Dina
is a very detailed professional who would be integral to the services provided to the NBRA.
POLLY PEAK
NBRA BID Administrator
Polly Peak has been a contractor with Newport Beach & Company since January 2014 as
the NBRA BID Marketing Director, and as the NBRA BID Administrator since September
2015. Ms. Peak has extensive database management and billing experience working with
large restaurant organizations including the California Restaurant Association and Los
Angeles Tourism and Convention Board.
1600 Newport Center Drive, Suite 120, Newport Beach, CA 92660 Tel:-800-94-COAST visitnewportbeach.com
SECTION FIVE
SCOPE OF SERVICES
1. Customer Relationship Management (CRM) Database – Implement and manage a
comprehensive CRM to effectively maintain current stakeholder data including
invoicing for dues and fees, payments, and past due invoices. This database will
be Salesforce Enterprise.
2. Budgeting – Provide relevant, detailed financial reporting and preparation
assistance to the Board and BID Administrator to facilitate effective annual
budgeting.
3. Accounts Receivable Processing – Prepare annual dues invoices to all current
assesses in July of each year. This process will occur following the renewal of the
BID by the City Council and approval of the annual budget. Collection efforts will
also be pursued by CAS in accordance with the Delinquency Schedule approved by
the Board of Directors and The City of Newport Beach. Annual dues and other
fees monitoring and maintenance will be housed in an integrated CRM system
(“Salesforce”) and financial system (“Intacct”). The BID Administrator will be
able to monitor, in real time, all activity pertaining to restaurant participant
accounts.
4. Financial Statements – All financial and accounting processes will be followed
according to US GAAP and the internal control policies approved by the Board of
Directors. All accounts shall be reconciled and statements prepared by the 10th of
each month for the previous month. The Board of Directors shall receive a YTD
Statement of Activities, a Statement of Position, a Statement of Cash Flow, Check
Register, and a current A/R Detail of Outstanding Assessments each month at the
regularly-scheduled meeting. The Board of Directors shall also receive a detailed
transaction report for the month for all income and expense accounts. Any
requested additional reporting shall be accommodated in a timely manner.
5. Accounts Payable Processing – Accounts Payable will follow a workflow
structured upon digital review and approval of all invoices, very similar to the
current City process. Invoices will be received and reviewed by the BID
1600 Newport Center Drive, Suite 120, Newport Beach, CA 92660 Tel:-800-94-COAST visitnewportbeach.com
Administrator and then electronically forwarded to the City Manager’s Office
designee and then to the Finance Director (or designee) for final approval. All
Approvals will be electronically documented with the Intacct financial system and
digital copies of invoices will be retained within the vendor file.
6. A dashboard may also be available to the BID Administrator highlighting key
performance indicators for the NBRA – new participants, outstanding dues, budget
to actual proformas, etc.