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HomeMy WebLinkAboutMinutes - President's Plaza III BID Advisory Board ✓ ( ~ CITY OF PALM DESERT DEVELOPMENT SERVICES STAFF REPORT REQUEST: Receive and File Minutes of the Presidents' Plaza III Business Improvement District Advisory Board of June 4, 2003 and June 25, 2003. SUBMITTED BY: Martin Alvarez, Senior Management Analyst DATE: August 28, 2003 ATTACHMENTS: Presidents' Plaza III Business Improvement District Advisory Board Minutes from June 4, 2003 and June 25, 2003 Recommendation: By Minute Motion: Receive and file minutes from the Presidents' Plaza III Business Improvement District Advisory Board meeting held on June 4, 2003 and June 25, 2003. Discussion: On June 4 and June 25, 2003 the Presidents' Plaza III Business Improvement District Advisory Board met to review the FY 2003/2004 Business Improvement District budget. Attached you will find a copy of the minutes. The Advisory Board approved the budget as presented to the City Council on June 26, 2003. Submitted By: Department ead: Martin Alvarez H mer Croy Senior Management Analyst ACM for Developm Services CITY COUNCIL ACTION: Review and Concur: APPROVED DENIED RECEIVED f ird OTHER MEETIN9 DATE g1 g/03 AYES: ex er a_Con Carol L. O a, City Manager NOES: Of)C ABSENT: o ABSTAIN: VZRIFIED BY: r Original on File wit City Clerk's Office CITY OF PALM DESERT Ar a._„y �s PRESIDENTS' PLAZA III ADVISORY BOARD ,1 :;•cet 40-: MINUTES S\44"44230 .. Wednesday, June 25, 2003 — 2:00 p.m. ''"»�.'•3 Community Services Conference Room CALL TO ORDER Meeting convened at 2:10 p.m. II. ROLL CALL Present: Excused Absence: David A. Fletcher, Chairman Ed Berkley, Member Bill Warner, Member Steven W. DeLateur, Member Also Present: Martin Alvarez, Senior Management Analyst Ryan Gayler, Management Analyst Monica Loredo, Recording Secretary III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR A. MINUTES of the Meeting of June 4, 2003. Upon Motion by Member DeLateur, and seconded by Member Warner, the minutes of June 4, 2003 were approved. Motion carried by a 3-0 vote, with Member Berkley absent. V. DISCUSSION ITEMS A. Actual Figures for FY 2001/02 and FY 2002/03 Martin Alvarez mentioned that the actual expenditures for FY 2001/02 are not available due to being only a partial year. He reviewed the figures for FY 2002/03. Martin noted that currently the City takes in any overages. 1 Minutes June 25, 2003 He said they will continue to look at the overages and at the end of the fifth year, the City will have to reevaluate whether to go back out to ballot or cut back on services. Martin commented that the Administrative Charge should not be going over budget. Chairman Fletcher asked what makes up the Administrative Charges. Martin explained the charges are for staff's time of administering the contracts, paying bills, operations and maintenance of the district, response to public concerns and education, and procedures associated with the levy and collection of assessments. Chairman Fletcher and Member DeLateur would like to see the allocation of administration charges. Martin replied that he would look into the charges and check if costs can be cut down. Ryan Gayler explained the estimate for this year's administration charges. Chairman Fletcher commented that the Board should meet and review the expenditures for administration charges. B. PARKING LOT LIGHTING (SOUTHERN CA EDISON RATES) Martin Alvarez explained the difference between the AL-1 and GS-1 rates from Southern California Edison (SCE). AL-1 receives a lower rate and switching to this rate will save approximately $1700. The requirements for the AL-1 rate are at least 85% of the load is for parking lot lighting and off- peak usage. Martin said they will make the modifications to convert to the AL-1 rate, but will still be over budget. Member DeLateur asked if the current lighting is on photocell. Martin responded yes. Member DeLateur asked if it's possible to have every other streetlight to come one. Martin responded that there are three different circuits that are individually controlled with two different meters. The lights can come on at different times between the three circuits. Member Warner asked if the lights have to be on until 3:30 a.m. and if there is a police requirement. Martin responded that we might have some potential liability. Chairman Fletcher requested that the Risk Manager prepare a report with a recommendation for cutting back on the lighting. Member Warner also asked about motion detector lighting, and Martin responded that they could look into it. C. STREET SWEEPING CONTRACT Martin Alvarez noted that the street sweeping is an annual contract with M&M Sweeping and the cost will be $3300. Chairman Fletcher requested a copy of the street sweeping and landscaping contract. He stated that trash has been the only issue in the parking lot, and has never really needed sweeping. Chairman Fletcher suggested that as part of the G:\DevServices\Martin Alvarez\Word Files\PresPlaz1110304\6-25-03.min.dot 2 Minutes June 25, 2003 landscape contract, have the landscape crew pickup trash and cut back on sweeping. D. USE OF RESERVES Martin Alvarez stated that the $5000 reserve is used to cover expenditures for the period between July 1 and January until the City receives the first installment of assessments from the County. The reserve is reimbursed once the money comes back in. He said there was no year-to-year reserve set aside to cover any additional expenses. E. LANDSCAPE MAINTENANCE CONTRACT Martin Alvarez reported that the bid for landscape maintenance came in at $3600 for FY 2003/04. Chairman Fletcher asked if Spencer Knight would be receiving the same service as last year. Ryan Gayler responded that he recalls Spencer Knight mentioning that the contract was going to be more specific and services would remain the same. Martin reviewed the Landscape Extras expenditures. VI. NEW BUSINESS None VII. CONTINUED BUSINESS A. REQUEST FOR APPROVAL of Proposed Budget FY 2003/2004 Upon Motion by Member DeLateur, and seconded by Member Warner, the Budget for FY 2003/2004 was approved by 3-0 vote, with Member Berkley absent. VIII. OLD BUSINESS None IX. REPORTS AND REMARKS Member Warner asked how the information that has been requested would be communicated back to the Board. Martin Alvarez would send a report to the Board. If an action needs to be taken, a Special Meeting would be scheduled. Member Warner also asked what is the Board's liability on actions they make. Such as, cutting back the lighting in the parking lot based upon the recommendation from the Risk Manager and there is an incident. Martin responded that he would look into it. G:\DevServices\Martin Alvarez\Word Files\PresPlazlll0304\6-25-03.min.dot 3 Minutes June 25, 2003 X. ADJOURNMENT There being no further business, meeting adjourned at 2:40 p.m. Monica Loredo, Recording Secretary G:\DevServices\Martin Alvarez\Word Files\PresPlazlll0304\6-25-03.min.dot 4 T""�.., CITY OF PALM DESERT ;,,,._�" PRESIDENTS' PLAZA III ADVISORY BOARD 44, *-4 _ �. . MINUTES ; n 0, Wednesday, June 04, 2003 — 2:00 p.m. 0=973'�' Community Services Conference Room CALL TO ORDER Meeting convened at 2:10 p.m. II. ROLL CALL Present: Excused Absence: David A. Fletcher, Chairman Ed Berkley, Member Bill Warner, Member Steven W. DeLateur, Member Also Present: Fabio Ceresa, Fabio Ceresa & Associates, Inc. Martin Alvarez, Senior Management Analyst Spencer Knight, Landscape Manager Ryan Gayler, Management Analyst Monica O'Reilly, Recording Secretary III. ORAL COMMUNICATIONS None IV. CONSENT CALENDAR None V. NEW BUSINESS A. ELECTION OF CHAIRMAN It was moved by Member DeLateur to reelect David Fletcher as Chairman for Fiscal Year 2003/2004. Motion carried unanimously with Member Berkley absent. 1 Minutes June 4, 2003 B. PROPOSED BUDGET FY 2003/2004 Martin Alvarez briefly mentioned the breakdown of the estimated budget for Fiscal Year 2003/04, which includes a three percent (3%) cost of living adjustment. He distributed the Presidents' Plaza III expenditures for the current year. Chairman Fletcher asked if there was a full year of expenses for FY 2001/02 and 2002/03. Martin responded yes, with more expenses to be reported for the remaining of this year. Chairman Fletcher requested the actual expenses for FY 2001/02. Martin noted the services with overages. At this time the City is taking in the extra cost. Member Warner asked if the parking lot is on its own separate meter. Martin responded that the meter is separate for the street and landscape lighting. Member Warner asked what are the landscape extras. Spencer Knight responded that the landscape extras are for broken sprinkler heads, tree stakes, replacement of plants, etc. Spencer commented he might request to use reserves to cover some the costs. Martin said that there is a reserve that is allocated. He noted that the City collects for the Parking Lot Fund. The Advisory Board asked that staff look into the overages and if the overages would come out of the reserve first. Member DeLateur asked Spencer if landscaping costs can be brought down closer to the budget amount. Spencer responded that he is out to bid and has reconstructed the contract that would provide better service, but being more specific on the service. He noted that the cost for workers' comp has gone up tremendously for landscaping. Spencer said he does have large group of bidders. Member Fletcher asked who requests bids for the street sweeping. Martin responded that Tom Bassler does the bidding for the sweeping, and he would look into the contract. Member Fletcher requested City Staff to look into a special rate for the electricity of the parking lot and how overages are going to be handled. Martin Alvarez apologized for not having a report of expenditures for FY 2001/2002, and that he will be providing the information to all the members. G:\DevServices\Martin Alvarez\Word Files\PresPlazI110304\6-4-03.min.dot 2 Minutes June 4, 2003 It was moved by Member DeLateur and seconded by Chairman Fletcher to continue this item to the meeting of June 25, 2003, for further review of the budget for Fiscal Year 2003/2004. Motion carried unanimously with Member Berkley absent VI. REPORTS AND REMARKS David Fletcher commented that he is happy with the services that they are receiving, and that the City is doing a great job. VII. ADJOURNMENT There being no further business, meeting adjourned at 2:40 p.m. CDP_, II Monica O'Reilly, Recording tretary G:\DevServices\Martin Alvarez\Word Files\PresPlazlll0304\6-4-03.min.dot 3