Executive Committee PBID/ BID Agenda

Transcription

1 Executive Committee PBID/ BID Agenda Tuesday, March 18, 2014, 1:00 p.m. Symphony Towers, 750 B Street, 12th Floor, San Diego, CA 1:00 p.m. Call Meeting to Order Motion: To Approve February 18, 2014 Minutes (Page 2) Action Non-Agenda Public Comment PBID/ Clean & Safe Report: Bahija Hamraz Motion: To approve filing San Diego Community Enhancement Program Grant (Page 3) Motion: To approve Ad Hoc Committee to Review Vendor Proposals (Page 4) PBID/Clean & Safe Financial Report: John Hanley Motion: To Accept January Monthly Financials (Pages 5-12) BID Financial Report: John Hanley Motion: To Accept January Monthly Financials (Pages 13-14) Action Action Action Action PBID/ Clean & Safe Report: Bahija Hamraz FY15 Budget Timeline (Page 15) Landscaping & Beautification Update Data Collection System Information BID Report: Bahija Hamraz Tree Lighting Event Adjourn THIS INFORMATION IS AVAILABLE IN ALTERNATIVE FORMATS UPON REQUEST. To request an alternative format or to request a sign language or oral interpreter for the meeting, please contact the Clean & Safe Program office at least five (5) working days before the meeting at (619) to ensure availability. Assistive Listening Devices (ALDs) are available for the meeting upon advanced request. Page 1 of 15

2 PBID/BID Executive Committee Meeting Minutes February 18, 2013 Call to Order Chairman Keith Jones called meeting to order at 1:24 p.m. The following members of the Executive Committee were present: Nelson Ackerly, Phil Blair, Casey Brown, Steve Cushman, James Dawe, Ignacio De La Torre, Tom Ferrell, Michael Johnson, Keith B. Jones, Kris Michell, Phil Rath, Paul Robinson, Bill Sauls, and Michael Simonsen. The following DSDP staff was present: Jennifer Davies, Bahija Hamraz, John Hanley, Lindsay Kirkman, Ryan Loofbourrow, Kaitlin Phillips, Janelle Riella, and Victoria Walker. Approval of Minutes Motion: To approve January 21, 2014 minutes. Mrs. Clay/Mr. De La Torre approved unanimously. Non-Agenda Public Comment No Public Comment. PBID/Clean & Safe Mr. Hanley reviewed the December financials. Mr. Sauls discussed the financials. Motion: To accept December monthly financials. Mr. Johnson/Mr. Blair approved unanimously. BID Mr. Hanley reviewed the December financials. Motion: To accept December monthly financials. Mr. Johnson/Mr. Rath approved unanimously. BID Update Ms. Hamraz the BID contract for Fiscal Year Motion: to approve the BID Contract for Fiscal Year 2015 Mr. Rath/Mr. Dawe Approve entering into an agreement with the city Designate an officer of the Corporation to sign the agreement (Bill Sauls) Designate an officer of the Corporation to sign the requests for reimbursement (Bill Sauls) Designate an officer of the Corporation to sign the program reports (Bill Sauls) PBID/Clean & Safe Update Mr. Sauls reviewed the Tree Lighting project, FY 15 Budget Timeline, and FY15 Contract RFP s. The Committee discussed the great work the Clean & Safe program is doing. The Committee discussed Mr. Loofbourrow s departure, as well as Ms. Hamraz s transition. Meeting adjourned: 1:36 p.m. Page 2 of 15

3 Executive Committee Action Items Tuesday, March 18, 2014, 1:00 p.m. Motion: To approve filing the San Diego Community Enhancement Program Grant. PBID Advisory Board Vote: Motion: Diana Clark 2 nd : Michele Addington Unanimous Support Page 3 of 15

4 Executive Committee Action Items Tuesday, March 18, 2014, 1:00 p.m. Motion: To recommend formation of an Ad Hoc Committee to include Michele Addington and Barbara Daly to review vendor proposals. PBID Advisory Board Vote: Motion: Glenna Schmidt 2 nd : Ken Victor Unanimous Support Page 4 of 15

5 PBID Financial Variance Report January 2014 Budget vs. Actual: Income: Assessments were budgeted at $514, vs. an actual of $458, Park Reimbursements were budgeted at $1,140 and the actual was $1, Interest Income was budgeted at $30.00 vs. an actual of $7.08. Expenses: Cleaning & Janitorial Expenses were over by $1, due to doggie bags purchase. Lightpole/Trashcan/Misc. Expenses was under by $43, due to a GL Credit of $14,150 for Palm Tree Trimming that was miscoded, that was noted last month. Also budgeted ($30,187.50) in beautification for the month that will be used later in the year. Workers Comp. /Employee Benefits was over $23, due to a FUTA Tax increase ($4,778.28) on Wages Employers paid in There was also an additional Workers Comp payment from the three pay periods in November. YTD we are under budget $35, Salary and Wages Expenses were under $8, due to open positions. Contractor Services was under $23,836.74, to a delay in MTS tree trimming and additional Palm Tree trimming that will be done later in the year. Legal Expenses was over due to a past employee issue. Page 5 of 15

6 January 14 Budget vs. Actual Description Jan-14 Jan-14 Difference Income Budget Actual Assessments (Reimbursements) 514, , (55,642.20) City - Park (Reimbursements) 1, , Interest Income: (22.92) Total Income: 515, , (55,665.12) Expenses GL# Office Supplies (124.80) Postage/Mailing (67.34) District Mailings/Web Services 1, (1,175.03) Cleaning & Janitorial 8, , , Medians/Equipment Supplies Dry Goods/Wearing Apparel (480.37) Vehicle Repairs/Other Maintenance 4, , Vehicle Fuel 5, , (1,198.70) Audit Services (accounting / bookeeping) Insurance (Vehicle insurance) Lightpole/Trashcan/Misc 31, (12,449.69) (43,537.19) Leasing/Purchase 1, (591.00) (1,591.00) Payroll Services/Parking/Misc 2, , Rents/Leases 7, , (77.25) Training Travel (100.00) Photocopy (Copy & Printing) (Office Copier) (36.27) Fidelity & General Insurance Workers Comp/Employee Benefits 52, , , Employee Benefits/Medians 2, , Salaries & Wages 136, , (8,163.53) Salaries & Wages Medians 8, , (2,473.34) Contractor Services 191, , (23,836.74) Program Oversight 6, , Waste removal ( refuse disposal) 5, , Telephone Cellular phone/data Entry 1, , (64.81) Electric Services 2, , Water Serv-Incl Hydr Rent 5, , (1,607.54) Legal Expenses , , Sub-Total (reimbursable) 476, , (55,642.20) Transfer (City Admin Charges) 10, , Spec Dist Lighting 27, , Sub-Total: 38, , Total Expenses: $ 515, $ 459, $ (55,642.20) Net Income: $ $ 7.08 (22.92) Page 6 of 15

7 July Janaury 14 Budget vs. Actual Description July 13 - Jan July 13 - Jan Difference Income Budget Actual Assessments (Reimbursements) 3,499, ,393, (106,239.39) City - Park (Reimbursements) 7, , Interest Income: (101.57) Total Income: 3,507, ,401, (106,340.96) Expenses GL# Office Supplies 3, , (394.88) Postage/Mailing (327.78) District Mailings/Web Services 8, (7,835.36) Cleaning & Janitorial 58, , , Medians/Equipment Supplies 2, , Dry Goods/Wearing Apparel 4, , , Vehicle Repairs/Other Maintenance 29, , (688.07) Vehicle Fuel 37, , (1,650.75) Audit Services (accounting / bookeeping) 18, , (88.97) Insurance (Vehicle insurance) 22, , (5,522.20) Lightpole/Trashcan/Misc 82, , , Leasing/Purchase 5, , , Payroll Services/Parking/Misc 14, , Rents/Leases 54, , (216.26) Training 2, (1,652.00) Travel (327.20) Photocopy (Copy & Printing) (Office Copier) 2, , (150.36) Fidelity & General Insurance 86, , , Workers Comp/Employee Benefits 409, , (35,561.89) Employee Benefits/Medians 17, , Salaries & Wages 1,039, , (90,129.00) Salaries & Wages Medians 49, , , Contractor Services 1,152, ,096, (55,926.14) Program Oversight 42, , Waste removal ( refuse disposal) 35, , , Telephone 1, , Cellular phone/data Entry 10, , (1,922.96) Electric Services 20, , Water Serv-Incl Hydr Rent 24, , , Legal Expenses 2, , , Sub-Total (reimbursable) 3,239, ,133, (106,239.39) Transfer (City Admin Charges) 75, , Spec Dist Lighting 192, , Sub-Total: 268, , Total Expenses: $ 3,507, $ 3,401, $ (106,239.39) Net Income: $ $ (101.57) Page 7 of 15

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15 Projected FY15 Budget Timeline Meeting Date Meeting Description Marina Neighborhood Meeting East Village Neighborhood Meeting Gaslamp Neighborhood Meeting 1/27/2014 Program Overview & Budget Review 1/28/2014 Program Overview & Budget Review 1/29/2014 Program Overview & Budget Review Cortez Neighborhood Meeting 1/30/2014 Program Overview & Budget Review Core/Columbia Neighborhood Meeting 1/30/2014 Program Overview & Budget Review Prepare RFPs February RFP Preperations Review contracts,rfp Bids, and projected FY15 costs March FY15 Cost Estimates and Prepare Draft Budget PBID Advisory Board Meeting 4/8/2014 FY15 1st Draft Budget Review PBID Finance Committee 4/10/2014 FY15 1st Draft Budget Review PBID Executive Board Meeting 4/15/2014 FY15 1st Draft Budget Review PBID Board 4/22/2014 FY15 1st Draft Budget Review PBID Advisory Board Meeting 5/13/2014 FY15 2nd Draft/Final Budget Approval PBID Finance Committee 5/15/2014 FY15 2nd Draft/Final Budget Approval PBID Executive Board Meeting 5/20/2014 FY15 2nd Draf/Final Budget Approval PBID Board Meeting 5/27/2014 FY15 2nd Draft/Final Budget Approval Page 15 of 15