Executive Committee PBID/ BID Agenda

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1 Executive Committee PBID/ BID Agenda Tuesday, April 15, 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 March 18, 2014 Minutes (Page 2) Action Non-Agenda Public Comment PBID/ Clean & Safe Report: Bahija Hamraz Motion: To approve FY15 contracted services. (Pages 3-4) Tree Maintenance (Neighborhoods) Contract Power Washing Contract Water Feature Maintenance Contract Safety Contract PBID/Clean & Safe Financial Report: John Hanley Motion: To Accept February Monthly Financials (Pages 5-12) BID Financial Report: John Hanley Motion: To Accept February Monthly Financials (Pages 13-14) Motion: To Accept BID Budget FY15 (Pages 15) Action Action Action Action Action Action Action PBID/ Clean & Safe Report: John Hanley First Draft FY15 Budget (Pages 16-17) BID Report: Greg Parkington 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 17

PBID/BID Executive Committee Meeting Minutes March 18, 2013 Call to Order Chairman Keith Jones called meeting to order at 1:19 p.m. The following members of the Executive Committee were present: Sam Attisha, Craig Benedetto, James Dawe, Ignacio De La Torre, Tom Ferrell, Donna Jones, Keith B.

2 PBID/BID Executive Committee Meeting Minutes March 18, 2013 Call to Order Chairman Keith Jones called meeting to order at 1:19 p.m. The following members of the Executive Committee were present: Sam Attisha, Craig Benedetto, James Dawe, Ignacio De La Torre, Tom Ferrell, Donna Jones, Keith B. Jones, Robin Madaffer, Kris Michell, Phil Rath, Bill Sauls, Michael Simonsen, and Frank Urtasun. The following DSDP staff was present: Jennifer Davies, Bahija Hamraz, John Hanley, Lindsay Kirkman, Greg Parkington, Kaitlin Phillips, Kate Simpson and Victoria Walker Approval of Minutes Motion: To approve February 18, 2014 minutes. Mr. Urtasun/Mr. Simonsen approved unanimously. Non-Agenda Public Comment No Public Comment. PBID/Clean & Safe Ms. Hamraz discussed the Community Enhancement Grant, which the PBID applies for each year. She explained that we apply for the full $50,000 and usually receive around $9,000. Motion: To approve filing San Diego Community Enhancement Program Grant. Mr. Johnson/Mr. Urtasun approved unanimously. Ms. Hamraz discussed the tree maintenance and water feature contracts going out for bid. She discussed the formation of an Ad Hoc Committee to review vendor proposals. Motion: To approve Ad Hoc Committee to Review Vendor Proposals. Mr. Urtasun/Mr. Benedetto approved unanimously. Mr. Sauls reviewed the January financials. Motion: To accept January monthly financials. Mr. Urtasun/Mr. Benedetto approved unanimously. BID Mr. Hanley reviewed the January financials. Motion: To accept January monthly financials. Mr. Urtasun/Mrs. Jones approved unanimously. PBID/Clean & Safe Update Ms. Hamraz reviewed the FY15 PBID Budget Timeline. She discussed the current steps of the RFP process. Ms. Hamraz gave an update on landscaping and beautification efforts, highlighting Cortez. Ms. Hamraz explained the transition information regarding a new data collection system that will allow for more transparency and give us the statistical information we are looking for as a program. BID Update Mr. Parkington gave an update on the tree lighting event and thanked SDG&E for their support. Meeting adjourned: 1:26 p.m. Page 2 of 17

3 Clean & Safe FY 15 Contract Services Following is a summary of our negotiated rates with the current Clean & Safe contractors for FY15. Negotiated rates are provided for review and approval by the Downtown San Diego Partnership s Clean & Safe Program Advisory Board, Executive Committee and Board of Directors. Tree Trimming - neighborhoods Aztec Landscaping provides Tree trimming services in all five assessment districts excluding those trees along the MTS line. Aztec Landscaping reduced the per-tree cost from $52 to $48.30 for FY15. Action Item 1: Staff recommendation is to offer Aztec Landscaping the FY15 tree trimming contract for the neighborhoods. Service FY14 FY15 Tree Trimming ($48.30 per tree) $84,864 $78, Total Trees Trimmed Powerwashing Green Clean Water and Waste provides pressure washing services in all five assessment districts. Green Clean contract contemplates an increase of 3% in service rates for FY15. This increase will be applied towards additional equipment in order to increase the level of service provided Action Item 3: Staff recommendation is to offer Green Clean Water and Waste the FY15 powerwashing contract with the requested increase. Service FY14 FY15 Pressure Washing $825,591 $850,359 Pressure Washed Sidewalks 20,800 20,800 Water Feature Maintenance California Aquatics provides general maintenance services to Children s Pond five days a week. Contractor is requesting a $900 increase in FY15 in order to accommodate the new work order system that is required by DSDP. Action Item 4: Staff recommendation is to offer California Aquatics the FY15 water feature maintenance contract with the requested increase. Service FY14 FY15 Cleaning of Pond Basin $27,360 $28,260 Page 3 of 17

4 Safety/Security Universal Protection Service provides security patrols of all five assessment districts. DSDP has requested the addition of 2 safety ambassadors for the contract, which increases the amount of the contract by $61, Action Item 5: Staff recommendation is to offer Universal Protection Service the FY15 security contract with the requested increase. Service FY14 FY15 Security Patrol ($14.87per hr.) $877,909 $939,770 Page 4 of 17

5 PBID Financial Variance Report February 2014 Budget vs. Actual: Income: Assessments were budgeted at $469, vs. an actual of $489, Park Reimbursements were budgeted at $1,140 and the actual was $ Interest Income was budgeted at $30.00 vs. an actual of $ Expenses: Office Supplies was over $ due to replacing staff business cards and a printer. Vehicle Repairs Expenses were over by $1, due to extensive repairs on the Tom Cats (Trash trucks). Lightpole/Trashcan/Misc. Expenses was under by $17, due to the timing of invoices, year to date we are only under $ Contractor Services was over 44, Due to a $600 permit and a $40,000 deposit for the lighting project. In addition there was a $10,549 deposit expense for removing the paint from the water feature. Page 5 of 17

6 February 14 Budget vs. Actual Description Feb-14 Feb-14 Difference Income Budget Actual Assessments (Reimbursements) 469, , , City - Park (Reimbursements) 1, (337.20) Interest Income: (16.57) Total Income: 470, , , Expenses GL# Office Supplies , Postage/Mailing District Mailings/Web Services 1, , (59.43) Cleaning & Janitorial 8, , (9.26) Medians/Equipment Supplies Dry Goods/Wearing Apparel (666.67) Vehicle Repairs/Other Maintenance 4, , , Vehicle Fuel 5, , (1,572.74) Audit Services (accounting / bookeeping) 2, (2,000.00) Insurance (Vehicle insurance) Lightpole/Trashcan/Misc 20, , (17,827.97) Leasing/Purchase 1, (547.49) Payroll Services/Parking/Misc 2, , Rents/Leases 7, , Training (500.00) Travel (100.00) Photocopy (Copy & Printing) (Office Copier) Fidelity & General Insurance Workers Comp/Employee Benefits 52, , , Employee Benefits/Medians 2, , Salaries & Wages 136, , (6,456.50) Salaries & Wages Medians 8, , (309.02) Contractor Services 159, , , Program Oversight 6, , Waste removal ( refuse disposal) 5, , (535.15) Telephone (1.31) Cellular phone/data Entry 1, , Electric Services 2, , (762.49) Water Serv-Incl Hydr Rent 1, (536.47) Legal Expenses (323.66) Sub-Total (reimbursable) 432, , , Transfer (City Admin Charges) 10, , Spec Dist Lighting 27, , Sub-Total: 38, , Total Expenses: $ 470, $ 490, $ 19, Net Income: $ $ (16.57) Page 6 of 17

7 July February 14 Budget vs. Actual Description July 13 - Feb July 13 - Feb Difference Income Budget Actual Assessments (Reimbursements) 3,970, ,883, (86,315.29) City - Park (Reimbursements) 7, , Interest Income: (101.57) Total Income: 3,978, ,892, (86,416.86) Expenses GL# Office Supplies 4, , Postage/Mailing (302.12) District Mailings/Web Services 10, , (7,894.79) Cleaning & Janitorial 66, , , Medians/Equipment Supplies 3, , Dry Goods/Wearing Apparel 5, , , Vehicle Repairs/Other Maintenance 33, , Vehicle Fuel 42, , (3,223.49) Audit Services (accounting / bookeeping) 20, , (2,088.97) Insurance (Vehicle insurance) 22, , (5,313.60) Lightpole/Trashcan/Misc 102, , (718.18) Leasing/Purchase 6, , , Payroll Services/Parking/Misc 16, , Rents/Leases 62, , (76.55) Training 3, (2,152.00) Travel (427.20) Photocopy (Copy & Printing) (Office Copier) 3, , (99.51) Fidelity & General Insurance 86, , , Workers Comp/Employee Benefits 461, , (31,432.04) Employee Benefits/Medians 20, , Salaries & Wages 1,176, ,080, (96,585.50) Salaries & Wages Medians 57, , , Contractor Services 1,312, ,300, (11,642.98) Program Oversight 48, , Waste removal ( refuse disposal) 40, , , Telephone 1, , Cellular phone/data Entry 12, , (1,451.82) Electric Services 23, , (24.85) Water Serv-Incl Hydr Rent 25, , , Legal Expenses 3, , , Sub-Total (reimbursable) 3,671, ,585, (86,315.29) Transfer (City Admin Charges) 86, , Spec Dist Lighting 220, , Sub-Total: 306, , Total Expenses: $ 3,978, $ 3,891, $ (86,315.29) Net Income: $ $ (101.57) Page 7 of 17

8 2:42 PM 03/28/14 Accrual Basis Downtown San Diego Partnership - PBID Profit & Loss February 2014 Feb 14 Ordinary Income/Expense Income 4020 Assessments (Reimbursements) 451, Assessments (Other) 4030 Lighting Income - Uncollected 27, City Admin Fee - Uncollected 10, Total 4021 Assessments (Other) 38, City - Park Reimbursement Interest Income Total Income 490, Gross Profit 490, Expense Office Supplies 1, Postage & Mailing District Mailings/ Web Services Cleaning & Janitorial Supplies Medians Equipment/Supplies Cleaning & Janitorial Supplies - Other 9, Total Cleaning & Janitorial Supplies 9, Vehicle Repair/Other Maint Vehicle Fuel 3, Vehicle Repair/Other Maint - Other 5, Total Vehicle Repair/Other Maint 9, Vehicle Insurance Leasing / Purchasing (Equip.) Lightpole/Trash Can Main/Misc 2, Leasing / Purchasing (Equip.) - Other Total Leasing / Purchasing (Equip.) 2, Payroll Services/Parking/Misc 2, Rents / Leases 7, Photocopy (Office Copier) Emp Benefits/Insurance 4254 Payroll Taxes 19, Vacation-PTO 3, Workers' Comp 19, Other Ins. / Other Benefits 13, Landscape Benefits 2, Total Emp Benefits/Insurance 59, Salaries & Wages Landscape Salary & Wages 7, Salaries & Wages - Other 130, Total Salaries & Wages 138, Contractor Services 204, Program Oversight 6, Waste Removal (Refuse Disp) 4, Telephones Cell Phones/Data Entry 1, Electric Services 2, Water Services Legal Expenses Total Expense 452, Net Ordinary Income 38, Other Income/Expense Other Expense Lighting Expense 27, City Admin Expenses 10, Non City Related 0.00 Total Other Expense 38, Net Other Income -38, Net Income Page 8 of 17

9 2:44 PM 03/28/14 Accrual Basis Downtown San Diego Partnership - PBID Profit & Loss July 2013 through February 2014 Jul '13 - Feb 14 Ordinary Income/Expense Income 4020 Assessments (Reimbursements) 3,576, Assessments (Other) 4030 Lighting Income - Uncollected 220, City Admin Fee - Uncollected 86, Total 4021 Assessments (Other) 306, City - Park Reimbursement 8, Interest Income Total Income 3,892, Gross Profit 3,892, Expense Office Supplies 4, Postage & Mailing District Mailings/ Web Services 1, Cleaning & Janitorial Supplies Medians Equipment/Supplies 3, Cleaning & Janitorial Supplies - Other 77, Total Cleaning & Janitorial Supplies 81, Dry Goods/ Wearing Apparel 9, Vehicle Repair/Other Maint Vehicle Fuel 39, Vehicle Repair/Other Maint - Other 34, Total Vehicle Repair/Other Maint 73, Audit Services (Accounting) 17, Vehicle Insurance 16, Leasing / Purchasing (Equip.) Lightpole/Trash Can Main/Misc 101, Leasing / Purchasing (Equip.) - Other 33, Total Leasing / Purchasing (Equip.) 134, Payroll Services/Parking/Misc 17, Rents / Leases 62, Training Travel Photocopy (Office Copier) 3, Fidelity & Gen. Liability Ins. 95, Emp Benefits/Insurance 4254 Payroll Taxes 120, Vacation-PTO 35, Workers' Comp 161, Other Ins. / Other Benefits 113, Landscape Benefits 20, Total Emp Benefits/Insurance 450, Salaries & Wages Landscape Salary & Wages 66, Salaries & Wages - Other 1,080, Total Salaries & Wages 1,146, Contractor Services 1,300, Program Oversight 48, Waste Removal (Refuse Disp) 42, Telephones 1, Cell Phones/Data Entry 10, Electric Services 23, Water Services 27, Legal Expenses 13, Total Expense 3,585, Net Ordinary Income 306, Other Income/Expense Other Expense Lighting Expense 220, City Admin Expenses 86, Non City Related 0.00 Total Other Expense 306, Net Other Income -306, Net Income Page 9 of 17

10 9:14 AM 03/20/14 Accrual Basis Downtown San Diego Partnership - PBID Profit & Loss by Class February 2014 Marina Cortez E Village Gaslamp Core Core Gaslamp E Village Cortez Marina Zone 10 Zone 9 Zone 8 Zone 7 Zone 6 Total Safety Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Total Maint TOTAL Office Supplies , , Postage & Mailing District Mailings/ Web Services Cleaning & Janitorial Supplies Medians Equipment/Supplies Cleaning & Janitorial Supplies - Other , , , , , , Total Cleaning & Janitorial Supplies , , , , , , Vehicle Repair/Other Maint Vehicle Fuel , , , , Vehicle Repair/Other Maint - Other , , , , , Total Vehicle Repair/Other Maint , , , , , , Vehicle Insurance Leasing / Purchasing (Equip.) Lightpole/Trash Can Main/Misc , , Leasing / Purchasing (Equip.) - Other Total Leasing / Purchasing (Equip.) , , Payroll Services/Parking/Misc , , Rents / Leases , , , , , Photocopy (Office Copier) Emp Benefits/Insurance 4254 Payroll Taxes , , , , , , , Vacation-PTO , , , Workers' Comp , , , , , , , Other Ins. / Other Benefits , , , , , , , Landscape Benefits , , , Total Emp Benefits/Insurance , , , , , , , Salaries & Wages Landscape Salary & Wages , , , , , Salaries & Wages - Other , , , , , , , Total Salaries & Wages , , , , , , , Contractor Services 7, , , , , , , , , , , , , Program Oversight , , , , , Waste Removal (Refuse Disp) , , , , Telephones Cell Phones/Data Entry , , Electric Services , , Water Services Legal Expenses Total Expense 7, , , , , , , , , , , , , Parks Deduction: (308.19) (81.48) (178.94) (38.37) (195.82) (802.80) Total Reimbursement Due: 7, , , , , , , , , , , , , Page 10 of 17

11 9:22 AM 03/20/14 Accrual Basis Downtown San Diego Partnership - PBID Profit & Loss by Class July 2013 through February 2014 Marina Cortez E Village Gaslamp Core Core Gaslamp E Village Cortez Marina Zone 10 Zone 9 Zone 8 Zone 7 Zone 6 Total Safety Zone 1 Zone 2 Zone 3 Zone 4 Zone 5 Total Maint TOTAL Office Supplies , , , , Postage & Mailing District Mailings/ Web Services , , Cleaning & Janitorial Supplies Medians Equipment/Supplies , , , , Cleaning & Janitorial Supplies - Other , , , , , , , Total Cleaning & Janitorial Supplies , , , , , , , Dry Goods/ Wearing Apparel , , , , , , Vehicle Repair/Other Maint Vehicle Fuel , , , , , , , Vehicle Repair/Other Maint - Other , , , , , , , Total Vehicle Repair/Other Maint , , , , , , , Audit Services (Accounting) , , , , , , , Vehicle Insurance , , , , , , , Leasing / Purchasing (Equip.) Lightpole/Trash Can Main/Misc , , , , , , , Leasing / Purchasing (Equip.) - Other , , , , , , , Total Leasing / Purchasing (Equip.) , , , , , , , Payroll Services/Parking/Misc , , , , , , , Rents / Leases , , , , , , , Training Travel Photocopy (Office Copier) , , Fidelity & Gen. Liability Ins , , , , , , , Emp Benefits/Insurance 4254 Payroll Taxes , , , , , , , Vacation-PTO , , , , , , , Workers' Comp , , , , , , , Other Ins. / Other Benefits , , , , , , , Landscape Benefits , , , , , Total Emp Benefits/Insurance , , , , , , , Salaries & Wages Landscape Salary & Wages , , , , , Salaries & Wages - Other , , , , , ,080, ,080, Total Salaries & Wages , , , , , ,146, ,146, Contractor Services 62, , , , , , , , , , , , ,300, Program Oversight , , , , , , , Waste Removal (Refuse Disp) , , , , , , , Telephones , , Cell Phones/Data Entry , , , , , , Electric Services , , , , , , , Water Services , , , , , , , Legal Expenses , , , , , , , Total Expense 62, , , , , , , , , , , ,999, ,585, Parks Deduction: (3,100.18) (1,175.65) (2,220.36) (577.12) (1,709.50) (8,782.81) Total Reimbursement Due: 62, , , , , , , , , , , ,991, ,576, Page 11 of 17

12 Feb 28, 14 ASSETS Current Assets Checking/Savings 1014 Savings , New Checking , Total Checking/Savings 394, Accounts Receivable 1200 Accounts Receivable 873, Total Accounts Receivable 873, Other Current Assets 1006 Reversing Account for JE's Allowance for Doubtful Accts Prepaid Expenses 40, Security Deposit 5, Total Other Current Assets 46, Total Current Assets 1,314, Fixed Assets 1600 Furniture and Fixtures 52, Computer Equipment 24, Automobiles 315, PowerWashers 128, Equipment 164, Accumulated Depreciation -529, Total Fixed Assets 156, TOTAL ASSETS 1,470, LIABILITIES & EQUITY Liabilities Current Liabilities Accounts Payable 2000 Accounts Payable 127, Total Accounts Payable 127, Other Current Liabilities 2062 Uncleared Trans Old Bank Accts. 2, Legal Fees , Payroll Suspense Accrued Payroll 20, Accrued Vacation & PTO 70, Accrued Payroll Taxes 1, Advances from City 817, Deferred Revenue 9, Deferred Rent 7, Total Other Current Liabilities 923, Total Current Liabilities 1,051, Total Liabilities 1,051, Equity 3900 Net Assets 419, Net Income Total Equity 419, TOTAL LIABILITIES & EQUITY 1,470, Page 12 of 17

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Board of Directors PBID/ BID Agenda

Board of Directors PBID/ BID Agenda Tuesday, July 23, 2013, 8:30 a.m. 525 B Street, 1st Floor Conference Room, San Diego, CA 8:30 a.m. Call Meeting to Order Motion: To Approve June 25, 2013 Minutes (Page