HomeMy WebLinkAboutS27 - 2010-11 Budget AdoptionCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. S27
June 22, 2010
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: City Manager's Office
Dave Kiff, City Manager
(949) 644 -3000 or dkiff @newportbeachca.gov
Administrative Services Department
Tracy McCraner, Administrative Services Director
(949) 644 -3123 or tmccraner @newportbeachca.gov
SUBJECT: RESOLUTION 2010 -_: FISCAL YEAR 2010 -11 BUDGET ADOPTION,
BUDGET CHECKLIST ITEMS, POSITION CONTROL, MOORING
COSTS, COMMUNITY CASH GRANTS, COUNCIL POLICIES, AND
FUND BALANCE AVAILABLE USES
RECOMMENDATIONS:
1. Straw vote the items included on the Budget Checklist and determine by individual
vote if the Budget Checklist items should be included in the Fiscal Year 2010 -11
Budget (Attachment E).
2. Straw vote proposed changes to Position Control (Attachment C);
3. Straw vote proposed Community Cash Grants as recommended by the City
Manager, including consideration of SEAC's recommendations regarding funding for
the Newport Beach Film Festival and the OC Marathon (Attachment B)
4. Authorize staff to apply any increase in Mooring Administration costs via the new
OCSD Harbor Patrol contract (estimated at $70,000) to Mooring Permit holders as
soon as is practicable given noticing and other legal requirements.
5. Approve Resolution 2010 - adopting the City's Fiscal Year 2010 -11 Budget, as
amended by Items 1 -3 above (Attachment A).
6. Council Policies — Approve revisions A -12, Council Discretionary Grants, and direct
staff to return with revisions to Special Events Policies and NBMC relating to Special
Events (NBMC Chapter 11.03).
7. Authorize the City Manager to appropriate the following from Fund Balance Available
upon the close of FY 2009 -10 or the START Video Reserve:
a. Balboa Theater — Design Completion - $175,000; and
b. Wayfinding Sign Program — Project Completion — up to $250,000, but tied to
actual bid amounts if less than $250,000.
FY 2010 -11 Budget Adoption
June 22, 2010
Page 2
DISCUSSION:
Background
Preparation of the City's Fiscal Year 2010 -11 budget was challenging this year due to
the economic issues affecting the City, County, State and nation. In September of
2009, we apprised Council of a potential FY 2009 -10 budget deficit estimated to be $5.5
million. The deficit was in part due to declining Sales Tax and Transient Occupancy
Tax revenues, but expenditure commitments also contributed to the structural budget
gap which was revised to $8 million in January 2010.
The first phase of a multi - pronged approach to close the structural budget gap was an
Early Retirement Incentive Plan (ERIP) that was approved by Council at its December
8, 2009 regular meeting. Through ERIP departments reviewed their operations and
recommended some long -term structural changes to balance the budget and ensure
that the City remains financially sound. ERIP savings for the second half of FY 2009 -10
were estimated at $1.85 million and savings for FY 2010 -11 are estimated to be $3.2
million less any reclassifications pending approval by Council.
The second phase of our process was a one -day Budget Workshop attended by all
department directors. The goal of the workshop was to identify any purchases, events,
or programs that could be delayed without significant affects on service delivery and
ultimately resulted in a reduction to the FY 2009 -10 operating budget of almost $3
million. Concurrently, we renegotiated contracts, closed out some completed Capital
Improvement Program (CIP) projects, requested Council approval to outsource some
contracts and defer some CIP projects, returned some surplus reserves per Council
Policy F -2, and increased parking meter and parking lot rates to bring them more
closely aligned with neighboring cities.
We are currently projecting that we will close FY 2009 -10 and FY 2010 -11 balanced,
with no use of reserves.
FY 2010 -11 Budget Adoption
As provided in City Council Policy F -3 titled Budget Adoption and Administration, the
City Council reviews the new fiscal year's proposed City Budget through study sessions
and public hearings. In part, Council Policy F -3 states: "All proposed Council changes in
the City Manager's proposed budget shall be added to a budget checklist. Subsequent
to Council review and prior to its final adoption, the City Manager shall provide each
Council Member with an itemized list of all proposed changes to permit a roll call vote
by the City Council on each item during a Council meeting." Please find attached a
complete listing of the proposed Budget Checklist items.
This year, the Budget Checklist items are summarized as follows:
FY 2010 -11 Budget Adoption
June 22, 2010
Page 3
General All Other
Fund Funds Total All Funds
Supplemental Expenditure Budget Requests $ 96,923 $ 1,229,358 $ 1,326,281
CIP Rebudgets /Changes 269,397 184,214 453,611
Total FY 10 -11 Proposed Budget with Budget Checklist $ 366,320 $ 1,413,572 $ 1,779,892
Upon completion of the Budget Checklist review and roll call votes on each item, a
Resolution must be adopted by the City Council adopting the Fiscal Year 2010 -11
Budget as amended through the Budget Checklist actions. The budget checklist is
provided as Attachment E.
Position Changes
The proposed budget includes the following proposed changes to Position Control:
Proposed FT Positions Added:
• Administrative Services
c Budget Manager (1)
• City Attorney's Office
• Paralegal (1)
• Department Assistant (1)
• Recreation & Senior Services
o Recreation Coordinator for new OASIS (1)
Proposed FT Positions Deleted:
• General Services
o Maintenance Worker Its (3 positions)
Council is asked tonight to approve these changes to Position Control.
Additionally, the proposed budget includes a number of position reclassifications.
Adoption of the budget would adopt these reclassifications. These are shown as
Attachment C.
Mooring Administration
During tonight's meeting, the Council has been asked to approve a new contract with
the Orange County Sheriff's Department's Harbor Patrol Division to manage the
moorings in Newport Harbor.
The City paid OCSD $110,000 in 2009 for these services. Then, the City put out an
RFP and staff recommended the Bellport group based on price ($180,000) and service.
Some in the mooring community did not like this option, and suggested that the Harbor
Patrol is the better choice. The Harbor Patrol resubmitted a bid for $180,000 to match
FY 2010 -11 Budget Adoption
June 22, 2010
Page 4
Bellport's offer for the
first year. In
subsequent years, the Harbor
Patrol's rates will
increase as follows:
0 2011 -12
$207,500
increase of $27,500 from
$180,000 base
0 2012 -13
$235,000
increase of $55,000 from
$180,000 base
0 2013 -14
$262,500
increase of $82,500 from
$180,000 base
0 2014 -15
$290,000
increase of $110,000 from $180,000 base
The estimated increase in administrative costs in FY 2010 -11 is about $70,000 from the
previous contract. At the Council's last budget discussion, Council members asked that
staff bring back an action item to authorize staff to increase mooring permit fees by an
amount equivalent to cover the increased mooring administration contract. This is
Recommended Action #4 in this action item.
The City Attorney will be asked to examine what noticing requirements may be
associated with such an increase, estimated to be about $67.50 per mooring if
administered equally to the roughly 439 on -shore and 593 offshore moorings (which
may or may not be appropriate in light of the permit fee differential between onshore
and offshore moorings).
Revisions to Council Policies
Council Policy A -12, Council Discretionary Grants, has not been amended since May
2001. It outlines three tools at Council's discretion to assist non - profit agencies,
community groups, community events, or enhancement projects within the City. Those
tools are:
A. Federal Community Development Block Grant (CDBG) Social Service Funds;
B. Human Services Grants from the General Fund; and
C. The "District Discretionary Grant Accounts" from the General Fund.
Minor revisions are recommended to the section pertaining to the District Discretionary
Grants to improve the process by which those funds are documented and disbursed. A
redline version of the proposed changes is shown in Attachment F.
Special Events Advisory Committee Report
The Special Events Advisory Committee (SEAC), created by the City Council in May
2009, has reviewed two applications for City funding of special events in FY 2010 -11:
the Newport Beach Film Festival and the OC Marathon. The Newport Beach Film
Festival application scored 100 points out of 100 points using the adopted evaluation
criteria and therefore the SEAC's advisory opinion is that the Newport Beach Film
Festival request be granted at the level being requested which is $100,000 in cash and
$5,500 in City services.
FY 2010 -11 Budget Adoption
June 22, 2010
Page 5
The OC Marathon scored only 50 points out of 100 points using the adopted evaluation
method. When the point system was approved, a minimum score of 70 points was
considered to be the threshold for funding. Therefore SEAC's advisory opinion is that
the OC Marathon request be denied or granted at not more than half of its request of
$50,000.
The NB Film Festival and the OC Marathon are but two of several community events
that involve cash or in -kind grants from the City. Attachment B contains a list of these
proposed cash grants, including the amount requested by applicants and the amount
proposed for inclusion in the Budget.
Also attached (Attachment G) please find the minutes of the SEAC meeting of June 2,
2010, the Newport Beach Film Festival Application and the OC Marathon Application.
On the subject of Special Events, at a Study Session earlier in 2010, the City Council
asked Staff to come back with a better approach to ensuring that special events
applicants are aware of the total costs of their events — including Police, Fire, Public
Works, and General Services' costs. Staff's plan, as directed by Council, was to use
2010 as a transition year to improve the process leading to full implementation in
Calendar Year 2011. This agenda item would direct staff to return to the Council with
applicable Council Policy or NBMC Chapter 11.03 changes to implement this process.
Two Requested Projects
Mayor Pro Tern Henn has asked the City Manager to consider funding two community
and economic development efforts if the City's close of fiscal year 2009 -10 shows a
positive fund balance large enough to cover the two proposals. These proposals, one
of which is described in more detail in Attachment H, are:
1. Balboa Theater — Completion of Design - $175,00.00
2. Directional Wayfinding Program — Completion of Project -- $250,000.00
If the Council approves Recommended Action #7, it would authorize the City Manager
to use excess fund balance available at the end of FY 2009 -10 for either or both of
these programs. The City Manager would report back to the Council as to whether or
not this occurred.
Another alternative for funding using FY 2009 -10 dollars that requires further review is a
General Fund Designated Reserve program (START Video) that contains about
$300,000.00. This is a video production reserve associated with a Fire Department
safety video. It may be worth reviewing for its value and to see if other methods of
providing this educational tool may be less costly. The City Manager will bring this
information to Council on Tuesday night.
FY 2010 -11 Budget Adoption
June 22, 2010
Page 6
Planning Commission Review
Please note that the Planning Commission conducted a review of the Preliminary Fiscal
Year 2010 -11 Capital Improvement Program and determined it to be consistent with the
General Plan and Coastal Land Use Plan. Attachment I shows their review
documents.
Environmental Review:
This action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant
to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable
indirect physical change in the environment) and 15060(c)(3) (the activity is not a
project as defined in Section 15378) of the CEQA Guidelines, California Code of
Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical
change to the environment, directly or indirectly.
Public Notice:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
Submitted by:
N
City Manager
Submitted by:
Tracy McCraner
Administrative Services
Attachments: A - Resolution
B - Community Cash Grants Listing
C - Position Checklist
D -- Classification and Salary Range Report from Human Resources
E - Budget Checklist
F - Council Policy A -2
G - SEAC Report
H - Balboa Theater Information
I - Planning Department Report
Attachment A
Resolution
RESOLUTION NO. 2010 -
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF NEWPORT BEACH
ADOPTING THE BUDGET FOR THE 2010 -11 FISCAL YEAR.
WHEREAS, the City Manager of the City of Newport Beach has prepared and
submitted to the City Council a preliminary annual budget for the 2010 -11 Fiscal Year;
WHEREAS, the City Council has reviewed said preliminary budget, determined the
time for the holding of a public hearing thereon, and caused a notice of said hearing to be published not
less than ten (10) days prior thereto in the official newspaper of the City, and copies of the proposed
budget were made available for inspection by the public in the Office of the City Clerk and the
Administrative Services Department at least ten (10) days prior to said hearing; and
WHEREAS, the City Council has held a public hearing on said preliminary budget on
June 8, 2010, and has made such revisions in the preliminary budget as it deemed advisable; and
WHEREAS, the City Manager has the authority to approve budget increases not to
exceed $10,000 in any Budget Activity or Capital Project, in accordance with Council Policy F -3
(Budget Adoption and Administration), and
WHEREAS, the City Manager may accept donations or grants of up to $10,000 on
behalf of the City and appropriate the funds for the purpose intended, in accordance with Council
Policy F -3 (Budget Adoption and Administration), and
WHEREAS, all requirements of the City Charter relating to the preparation and
consideration of the annual budget have been complied with.
NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Newport
Beach that the budget of the City of Newport Beach for the 2010 -11 Fiscal Year as revised by the City
Council via the Budget checklist is hereby adopted. The total approved appropriation of $238,785,694
($224,636,225 with Transfers Out), plus any items on the approved Budget Checklist attached as
Attachment A, has been allocated to the following funds in the amounts hereinafter shown:
Ope rating
Fund
Budget
Capital Budget
Total Budget
General Fund
$144,041,857
$4,790,100
$148,831,957
Ackerman Fund
5,000
0
5,000
CDBG Fund
316,115
50,000
366,115
AQMD Fund
14,235
0
14,235
NAF Fund
39,060
0
39,060
SLESF - Cops Fund
80,150
0
80,150
State Gas Tax Fund
0
3,882,750
3,882,750
Traffic Cong. Relief
0
0
0
Measure M Fund
0
6,692,799
6,692,799
Transportation Efficiency
0
0
0
AHRP Fund
0
0
0
Tidelands Fund
2,955,586
5,098,000
8,053,586
Contribution Fund
0
4,352,800
4,352,800
Circulation Fund
0
4,210,700
4,210,700
Bristol Street Relinquishment
0
73,000
73,000
Building Excise Tax
0
50,000
50,000
Environmental Liab.
148,864
101,860
250,724
Newport Annexation
1,200,000
0
1,200,000
Library Debt Service
568,275
0
568,275
CIOSA Fund
0
1,475,000
1,475,000
Bonita Canyon Dev.
0
100,000
100,000
Civic Center
0
500,000
500,000
Marina Park
0
2,450,000
2,450,000
Sunset Ridge Park
0
9,800,000
9,800,000
OASIS Senior Center
0
500,000
500,000
SAH Community Center
0
0
0
Misc. SAH Projects Fund
0
2,480,000
2,480,000
Newport Bay Dredging
0
0
0
Insurance Reserve Fund
5,118,500
0
5,118,500
Retiree Medical Fund
5,848,000
0
5,848,000
Comp. Absence Fund
1,635,100
0
1,635,100
Equipment Fund
2,946,396
85,000
3,031,396
Water Fund
19,848,382
2,900,500
22,748,882
Wastewater Fund
2,976,385
1,451,280
4,427,665
Total Appropriations
$187,741,905
$51,043,789
$238,785,694
BE IT FURTHER RESOLVED that a copy of said approved budget, certified by the
City Clerk shall be filed with the persons retained by the City Council to perform auditing functions
for the Council, and a further copy shall be placed, and shall remain on file, in the Office of the City
Clerk where it shall be available for public inspection.
BE IT FURTHER RESOLVED that the budget so certified shall be reproduced and
copies made available for the use of the public and of departments, offices and agencies of the City.
ADOPTED the 22 °d day of June, 2010.
MAYOR
ATTEST:
CITY CLERK
Attachment B
Community Cash Grants Listing
i-
Requested in FY
2010 -11
SEAC Rec, if
applicable
City Manager
Proposed
0 $
15,000
N/A
$
15,000
0 $
11,250
N/A
$
11,250
0 $
15,000
N/A
$
15,000
0 $
10,000
N/A
$
7,000
0 $
100,000
$ 100,000
$
80,000
0 $
50,000
N/A
$
50,000
0 $
20,000
$
20,000
0 $
24,620
$
15,000
0 $
50,000
$0-$25,000
$
20,000
$
10,000
N/A
$
10,000
0 $ 305,870 $ 243,250
FY 11, those funds were included in the CdM 5K Budget
Y 2010 -11).
$50K in funding for Jan 2011 RW carried forward per
Attachment C
Position Checklist
Administrative Services
- Budget Manager
(Jty Attorneys Office
- Paralegal
- Department Assistant
Recreation and Sr. Services
- Fba-eation 0oordinator /OA9S
General Services
-- Maintenanoe Worker II
Totals (est)
Attachment C
Position Checklist
1 1 1 $ 115,0001 $ 38,7681$ 153,768
1
1
1 $ 59,8001$
26,8761$
86,676
1
1 Is
52,599 1
$ 25,3231$
77,922
1 1 Is 46,7371$ 24,054 $ 70,791
3 1 $ (168,540) $ (76,200)1$ (244,740)
$ 105,596 $ 38,821 $ 144,417
Attachment D
Classification and Salary Range Report
from Human Resources
HUMAN RESOURCES DEPARTMENT
Terri L.
Cassidy, J.D., Director
n �0
TO: Dave Kiff, City Manager
FROM: Terri L. Cassidy, Human Resouro
Maggie Williams- Dalgart, Human
DATE: June 15, 2010
SUBJECT: CLASSIFICATION AND SALARY RANGE CHANGES FOR FY70-
11 BUDGET
On April 29, 2010, you approved the Human Resources Department to conduct
classification studies for several departments as a result of Early Retirement Incentive
Program (ERIP) position eliminations or restructuring. In accordance with City policy,
changes to classifications, salary ranges, or positions must be approved by the City
Council. Human Resources has reviewed the classification requests from department
directors and below are salary and classification recommendations for consideration in
the FY10 -11 Budget, to be adopted on June 22, 2010,
ADMINISTRATIVE SERVICES:
Administrative Services lost 7 managers as a result of the ERIP, resulting in significant
departmental restructuring. Director Tracy McCraner does not intend to fill several
higher level positions and is proposing establishing a Budget Manager position and an
Accounting Manager position to replace the former Finance Officer and Finance
Operations Manager classifications.
Proposed Action: Establish Budget Manager Classification
Currently, Susan Giangrande, Senior Budget Analyst has assumed responsibility for the
Purchasing and Accounts Payable activities previously assigned to the Fiscal
Operations Manager, Lois Thompson. Major areas of responsibility assigned to Ms.
Giangrande include: budget analysis, development and administration; purchasing,
encumbrances, and contract administration; accounts payable; payroll process and
administration; and warehouse management and property disposal. Her role has
expanded significantly, from exclusively budget and payroll with two employees
reporting to her, to include purchasing and accounts payable functions and supervision
of an additional five full -time and one part-time staff.
In addition to these added areas of responsibility, the department intends to increase
the span of control of Administrative Services by centralizing budgetary responsibility.
This will result in better monitoring of how funds are spent both City -wide and
departmentally. Ms. McCraner has indicated the budget relationship with departments
Reclassifications — FY10 -11 Budget
June 15, 2010
Page 2
will change as the Budget Manager exercises greater authority to make decisions and it
will increase department accountability.
The recommended salary range for Budget Manager is $8,454 - $10,273 per month.
The proposed salary is 16% above the current Senior Budget Analyst range and
approximately 14% below Deputy Administrative Services Director. It sets the Budget
Manager approximately equal to the Public Works Finance /Administration Manager, the
Planning Manager, and the IT Applications Supervisor. If approved, the Budget
Manager will be filled by promotional recruitment.
Proposed Action: Establish Accounting Manager Classification
In late 2008, it was decided to eliminate the Finance Officer position. This position had
managerial responsibility for budget preparation and administration, financial reporting,
coordination of audits and internal controls, automation of accounting systems, debt
administration, fixed assets and property control management, among other duties.
The budget administration responsibilities have been assigned to the Sr Budget Analyst
and the bulk of the remaining areas of responsibility have been assigned to Rukshana
Virany, Principal Accountant.
Prior to restructuring, the Principal Accountant supervised 4.5 employees and was
responsible for the development and preparation of the CAFR, audit management,
internal control assessment and financial monitoring, general ledger maintenance, and
assessment district administration. With the elimination of the Finance Officer, the
Principal Accountant supervises one additional full -time staff member, is responsible for
oversight and support of the cash management process, treasury accounting, bank and
fiscal agent reconciliations, debt compliance and administration, property, capital, and
infrastructure accounting and for providing revenue source trend analysis.
Given the change in job duties it is recommended the position be reclassified to
Accounting Manager. This proposed classification indicates that the Principal
Accountant has greater managerial responsibility and encompasses complex major
accounting and finance functions. To maintain internal equity it is recommended the
salary for Accounting Manager be set equal to Budget Manager, which is $8,454 -
$10,273 per month. If approved, the Accounting Manager will be filled through
reclassification of the current incumbent.
CITY MANAGER'S OFFICE
Proposed Action: Establish Public Information Coordinator Classification
The City Manager's Office restructuring plan included replacing the Public Information
Officer (PIO) with a slightly different and less journey level classification. The position
will be assigned to assist Tara Finnigan, Public Information Manager, with all aspects of
the City's Public Information program, including developing and issuing press releases,
and coordinating the city -wide website project and the staff and activities of NBTV.
Reclassifications — FY10 -11 Budget
June 15, 2010
Page 3
It is recommended the City create a Public Information Coordinator position and
establish the salary 5% above Management Assistant, at a range of $4,870 - $6,852
per month. This sets the Public Information Coordinator approximately 8% below the
Community Education Coordinator job classification, which is responsible for the Fire
Department's public and community information program, and 38% below the Public
Information Manager. If approved, this position will be filled through a recruitment.
GENERAL SERVICES:
Proposed Action: Reclassifv 4 Incumbents to Facilities Maintenance Technician
Human Resources has been working with General Services to create a Facilities
Maintenance Technician job classification. In an effort to create greater efficiencies
and apply the best use of City resources, the intention is to combine two job
classifications, Carpenter and Sign & Paint Shop Technician, into one generalist
Facilities Maintenance Technician to perform city -wide duties.
The proposed Facilities Maintenance Technician will perform skilled and semi - skilled
labor in the maintenance and repair of City facilities, including carpentry, plumbing,
electrical and painting duties. Currently, the incumbents in the Carpenter job
classification perform some general maintenance and repair work. However, the Sign &
Paint Shop Technicians do not. The department will not completely eliminate the Sign
Shop or many of the duties the Carpenters and Sign & Paint Shop Technicians
currently perform, but they will have to broaden their skill set and assist with more
maintenance repair duties. To assist with the transition, the department will provide on-
the-job training to the employees to develop new skills. Under the proposal, there will
be no change to salary or to the reporting relationship of the four incumbents. This was
discussed with representatives from the Employees League on April 27, 2010 and June
4, 2010 and concluded with a side letter agreement with their respective employee
association.
HUMAN RESOURCES:
As part of restructuring the Human Resources Department, one Human Resources
Manager position was eliminated, resulting in a shifting of job assignments throughout
the department.
Proposed Action: Establish a new Human Resources/Risk Management Administrator
Classification
The restructuring of Human Resources includes expansion of the Risk Management
activities to both reduce the City's liability and to cross train in other aspects of Human
Resources administration. Lauren Farley, Risk Manager, has been working more
closely with staff in the City Manager's Office to provide research and recommendations
on legal issues concerned with overall risk management from a global operational
perspective. In addition, with the elimination of the Human Resources Manager, Ms.
Ii
Reclassifications — FY10 -11 Budget
June 15, 2010
Page 4
Farley has increased her involvement in human resources matters overseeing complex
discipline /internal investigations and other employee relations matters.
As Human Resources continues to expand its role within the organization the Risk
Manager will be relied upon to make higher level decisions and act for the Director in
many human resources activities, not just risk management. The proposed salary for
Human Resources/Risk Management Administrator is $9,470 to $11,511, which is
approximately 5% higher than the current salary for Risk Manager. The proposed
range aligns the Human Resources /Risk Management Administrator salary equal to
Deputy City Attorney. If approved, the Human Resources /Risk Management
Administrator will be filled through reclassification of the current incumbent.
Proposed Action: Reclassify one Senior Human Resources Analyst
As the Risk Manager has expanded her job duties to encompass overall human
resources administration and employee relations, the risk management functions,
including industrial safety, general liability, loss control, overall employee benefits
management, have shifted to the Senior Human Resources Analyst, Sheri Anderson.
She currently has full administrative responsibility for the City's worker's compensation
program and increased supervision of staff assigned to the Risk Management division.
Her expanded duties also include city -wide policy development, policy revisions, some
labor relations as it pertains to benefits with future expansion anticipated into all
aspects of negotiations, oversight of the employee association, Benefit Information
Committee (BIC) and she has started to assist/counsel departments on the early steps
of employee discipline.
In recognition of the expanded scope of duties, as well as to formally assign her
subordinate staff, it is recommended the Senior Human Resource Analyst position be
reclassified to Human Resources Supervisor. The monthly salary range for Senior
Human Resources Analyst is $6,137 - $8,637. The salary for Human Resources
Supervisor is set 10% above Senior Human Resources Analyst with a range of $6,768 -
$9,521 per month. If approved, the Human Resources Supervisor will be filled through
reclassification of the current incumbent.
UTILITIES:
The Utilities Department has been working on departmental restructuring over the past
four months to enhance efficiencies and increase compliance with various regulatory
agencies and is requesting a new Senior Utilities Specialist and a Utilities Safety Officer
classification be created.
Proposed Action: Establish a Senior Utilities Specialist Classification
Utilities is proposing to establish a Senior Utilities Specialist job classification to function
as the journey -level Specialist in the Utilities Specialist/Crew Chief series. The Senior
Utilities Specialist performs the more complex work of the unit, works more
independently, and exercises greater judgment and initiative than Utilities Specialists.
4
Reclassifications — FY10 -11 Budget
June 15, 2010
Page 5
The Senior Utilities Specialist also assists in training and provides lead direction. The
proposed salary is $3,827 to $5,388 per month, which is 7.5% above Utilities Specialist
and approximately 12% below Utilities Crew Chief.
Establishing a Senior Utilities Specialist creates career progression and succession
planning, preparing staff for higher level positions as more experienced employees
retire. If the recommendation is approved, Director Murdoch intends to reclassify six of
the Utilities Specialist positions to Senior Utilities Specialist and conduct a promotional
recruitment to fill the positions.
Proposed Action: Establish a Utilities Safety Officer Classification
In 2009, an audit of the Utilities Department was conducted by CalOSHA. The
agency's report to the Utilities Department included a recommendation for the
department to have an assigned "safety officer" to promote safety and education within
the Department. Currently, safety activities are being assigned to various staff,
including supervisory and managerial staff, or the duties are not being conducted at all.
The Utilities Safety Officer will be responsible for developing and administering the
Utilities Department Safety Program. The duties will include facilitating occupational
health and safety training for Utilities Department staff, conducting safety and accident
investigations, maintaining training records, preparing safety compliance reports,
evaluating departmental work procedures, determining safety risks, and recommending
corrective action. The proposed minimum requirement will be a Bachelor's degree in
occupational safety, environmental studies, environmental engineering, or a related
field, and two years related work experience.
The proposed salary for Utilities Safety Officer is $4,638 - $6,526 per month and is set
equal to Management Assistant. The range is below Administrative Analyst and Utilities
Supervisor, and approximately 8% above Utilities Crew Chief. Given the education and
training requirements of the position, as well as the administrative responsibilities, it is
necessary to set the salary above Crew Chief. If approved, the Utilities Safety Officer
will be filled through open recruitment.
With your approval, Human Resources will draft a brief summary of each position
change to be included as an attachment with the Budget Adoption staff report. Pending
City Council approval, Human Resources will begin implementing the changes via
recruitments or supplemental classification studies.
I approve the recommended position changes
I do not approve recommended position changes
Dave Kiff, City Manager Date
S
Attachment E
Budget Checklist
June 14, 2010
Budget Checklist - Amendments to the Proposed Budget
Fiscal Year 2010 -11
Department/Account Number /Description Deletions Additions Approved
120,00MAVIMMICIRA-bill IQ
Request for Community Grant Funding:
0110 -8250 Request from Irrelevant Week to invest in long term
stability and viability of Irrelevant Week $ - $ 10,000
Addition of Utilities Specialist position:
5600 -7#9# Utilities Specialist position not included in proposed
$ 66,281
Increased CIP Funding
7410- C1002009 New Civic Center _ _ _ _ _ _ _ $ 500,000
7411- C4002002 Marina Park - - $ 750,000
Funding Change for Assistant City Manager position
5500 -####
50% of salary & benefits were proposed to be expensed
to the Water Fund.
$-
86,923 $
-
0310 -####
Instead 100% of salary & benefits will be expensed to the
$
10,000
TOTAL CHANGES TO THE PROPOSED REVENUE BUDGET
$
General Fund.
_7459-
7511- C6002007
7531- C7001002
7611- C8002014
$
86,923
Appropriate for professional services previously abated against revenue:
$
750,000
Water Fund
Increase Professional & Technical for sales tax
86,923
$
-
0640 -8080
consultant
$
- $
100,000
66,281
Increase Professional & Technical for solid waste
Total Changes to the Proposed Budget ........................
$
196,923
0640 -8080
franchise audits
$
$
10,000
TOTAL CHANGES TO THE PROPOSED OPERATING BUDGET
Increase revenue Estimate to eliminate revenue abatement:
General Fund
$
9010 -4400 Increase sales tax estimates
$
100,000
9010 -4414 Increase solid waste franchise fee estimate
$
10,000
TOTAL CHANGES TO THE PROPOSED REVENUE BUDGET
$
110,000 $
TOTAL CHANGES TO THE PROPOSED BUDGET BY FUND
7411- C4002002
General Fund
$
110,000
$
206,923
$
Civic Center Fund
$
-
$
500,000
_7459-
7511- C6002007
7531- C7001002
7611- C8002014
Marina Park Fund
$
-
$
750,000
Water Fund
$
86,923
$
-
Wastewater Fund
$
-
$
66,281
Total Changes to the Proposed Budget ........................
$
196,923
$
1,523,204
Public Works
7013- C2202000
Streetlight Conversion Program - Westdiff
$
500
7014- C5002002
Buck Gully Canyon Stabilization /Flood Control
$
73,100
7014-C8002000
CIP Project Management
$
5,000
7024- C8001000
_
Parking Meters Replacement
$
5,000
_
7261- C5100470
Irvine Ave Realignment - University Dr to Bristol St
$
325,000
7284- C2002019
Jamboree Road Improvements Bristol/Fairchild
$
3.387
7411- C4002002
Marina Park
$
10,300
7432- C5100470
Irvine Ave Realignment - University Dr to Bristol St
$
1,475,000
C5100879
Santa Ana Heights Utility Underground
$
1,250,000
_7459-
7511- C6002007
7531- C7001002
7611- C8002014
_Peninsula Point Water Main Improvements
Sewer Pipeline Point Repairs & Lining
Corporate Yard Fleet Shop CNG Modification
$
$
$
425,000
8,680 _
3,000
7013- C2002014
Westcliff Drive Median Renovation
$ 48,119
DepartmentlAccount Number /Description
Deletions
Additions Approved
7013 - 02002034
West Balboa Median Improvements
$
23,375
7014 - 05002017
Upper Bay Comprehensive Resource Management Plan
$
24,000
7014- C5100969
Irrigation - Smart Controller Program
$
57,258
7014- C8002008
China Cove Slope and Drainage Improvements
$
10,154
7015- C4002004
Eastbluff Park Playground Equipment
$
7017- C8002026
Tsunami Warning System
$
_2,325
167,766
7019- C1820918
Police Facility Generator Replacement
$
_ 15,000
7181- C5100070
EIR/Preliminary Plans
$
25,000
7191- C2002024
Street Rehabilitation
$
197,344
7231- C2502007
Pearl Avenue Tidal Structure and Valve
$
100,000
7231- C4402002
Balboa Island and Harbor Bulkhead and Seawall Repairs
$
395,000
7231- C5100921
Rhine Channel Wharf Repair
$
49,538
7251- C2002038
San Miguel Drive Street Improvements
$
851,670
_7_251- C2202003
Energy Efficiency Block Grant
$
853,000
7261- C3001003
Transportation Model Maintenance
$
10,000
7261- C3001007
Traffic Signal Modernization
$
130,000
7261- C5100784
Jamboree Road Bridge Widening
$
259,190
7281- C5100784
Jamboree Road Bridge Widening
$
433,400
7412- C5100515
Sunset Ridge Park
$
7,205
7432- C2002038
San Miguel Drive Street Improvements
$
450,330
7441- C4120616
Bonita Canyon Sports Park Improvements
$
100,000
7453- CIO02007
Oasis Senior Center
$
68,350
7531- C5600292
Sewer Main Master Plan Improvements
$
10,000
7531- C5600934
Wastewater Master Plan
$
3,952
7532- C5600100
Sewer Pump Station Master Plan Improvements
$
15,000
TOTAL CAPITAL PROJECT REBUDGETS
$
3,563,967
$
4,306,975
CAPITAL IMPROVEMENT PROGRAM REBUDGET BY FUND
General Fund
$
78,600
$
347,997
Neighborhood Enhancement B
$
5,000
$
-
Gas Tax
$
-
$
25,000
Traffic Congestion Relief
$
-
$
197,344
Tidelands
$
-
$
544,538
Contributions
$
-
$
1,704,670
Circulation & Transportation
$
325,000
$
399,190
Measure M Turnback
$
-
$
433,400
Measure M Competitive
$
3,387
$
-
Marina Park
$
10,300
$
-
Sunset Ridge Park
$
-
$
7,205
CIOSA
$
1,475,000
$
450,330
Bonita Canyon Development
$
-
$
100,000
Oasis Senior Center
$
-
$
68,350
Misc Santa Ana Heights Projects
$
1,250,000
$
-
Water Enterprise Fund (Capital)
$
425,000
$
-
Sewer Enterprise Fund
$
8,680
$
28,952
Equipment Maintenance Fund
$
3,000
$
-
Total CIP Rebudgets /Changes
$
3,583,967
$
4,306,975
Attachment F
Council Policy A -12
A -12
DISCRETIONARY GRANTS
It shall be the policy of the — Ci4ythe City Council that the City's budget specifically
allow the City Council to, at any time during the year, direct revenue towards worthy
projects or programs which the Council deems beneficial to Newport Beach's quality of
life. The Council notes that it has at least three tools at its discretion to assist non - profit
agencies, community groups, community events, or enhancement projects within the
City. These tools are:
A. Federal Community Development Block Grant (CDBG) Social Service Funds;
B. Human Services Grants from the General Fund; and
C. the "District Discretionary Grant Accounts' from the General Fund.
These funds shall be provided for in the following manner:
Community Development Block Grant Social Services funds shall be allocated
according to standards set by the federal government and appropriated at least once
each year. The level of funding offered for Social Services in Newport Beach shall be
based upon federal formulas and the specific amount of CDBG revenue allocated to the
City in any one fiscal year. The Planning Department shall administer these funds after
City Council approval of the funds' expenditure.
Human Services Grants shall be expended from the General Fund in the amount of
$25,000 each fiscal year. The City Manager's Office shall review all requests for Human
Services Grants and shall forward recommendations for funding to the City Council for
final approval. At the time of the City Manager's presentation of any Human Services
Grant award proposals to the City Council, the City Manager shall show which entities,
if any, have received funds from either the CDBG Social Services Fund or the District
Discretionary Grant Account during the same fiscal year.
The City Manager shall follow these priorities when recommending Human Services
Grants:
A. Local groups located within the City and offering programs to City residents;
B. Regional groups located in Orange County and offering programs to City
residents; and
C. Groups located in California and offering programs to City residents.
1
A -12
Groups not offering programs or services to local residents shall not be eligible for
support from the City.
District Discretionary Grant Accounts. At the start of the fiscal year, the City Manager
shall provide €eT-an account for each Council District within the City Council's Budget
division known as the the- District Discretionary Grant Accounts. The City Council shall
set the-a funding level of this -these Accounts during the budget process preceding the
June adoption of the City's budget. TI ' e to f>he n,.,,,.,,,,+ ghan
be divided by °^°^^ and Each Council member shall have, at his or her discretion, the
ability to allocate ^~ t^ ^~ ^ ^"h of their District's funding Account to a-uses, e.
projects, or community entitiesy that benefits the City as a whole or the Council
Member's district specifically. Any expenditu-reexp diture from this-these Accounts
must have an identifiable public benefit.
Requests to expend these funds should be directed by each Council Member to the
Administrative Services Director. Expenditures will be reported to Council Any
proposal for an expenditure from this Fund shall be provided to the r,4— I-ctmcil
during a regular Council meetings via a
brief "receive and file' agenda item The report will include a brief description and the
public benefit associated . Any verbal or ~i"^~ report shall identify the blie be ncfit
pu.,...
associated-with the -each proposed- expenditure.
At the conclusion of the fiscal year in which the District Discretionary Grant Accounts
received appropriation, all unencumbered funds in the Accounts shall be deposited in
the City's General Fund Reserve Account.
Adopted - July 8,1985
Amended - October 28,1991
Amended - January 24,1994
Amended - May 22, 2001
Amended -
Formerly F -22
Attachment G
SEAC Report
CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No.
June 22, 2010
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Planning Department
Leigh M. De Santis, Economic Development Administrator
949 - 644 -3207, Idesantis @newportbeachca.gov
SUBJECT: Recommendations from Special Events Advisory Committee on City
Support for the Newport Beach Film Festival and the OC Marathon
RECOMMENDATION:
That the City Council review and take action on the applications for funding received
from the Newport Beach Film Festival and the OC Marathon.
DISCUSSION:
Background:
The City Council created the Special Events Advisory Committee in May 2009 and its
purpose and responsibilities were established as follows:
A. To recommend to the City Council
requests for City support of an event.
the Newport Beach brand, financial
spending, community benefit, etc.
criteria to be used in evaluating future
Criteria may include civic pride, building of
return on investment through participant
B. To use the established criteria to evaluate the benefits, tangible and intangible, of
special events and provide the City Council with professional advice on special
events reviewed by the Committee. Special events qualifying for Committee
evaluation will include those requesting City support of more than $20,000 in
some combination of cash, in -kind services or fee waivers. City staff will
determine which proposals will be forwarded to the Committee for review.
C. To create a Citywide "Master Calendar of Special Events" and to provide advice
on event coordination throughout the City so that event organizers, City
businesses, residents and visitors can derive maximum benefit and minimum
impact from such events in terms of economics, mobility, timing and
effectiveness.
Recommendations from SEAC on City Support for Newport Beach Film Festival and OC
Marathon
June 22, 2010
Page 2
D. The Committee will be purely advisory in nature, and will not make
determinations as to the approval of any special event. That responsibility rests
exclusively with the City Council.
The SEAC completed the 2010 Master Calendar of Special Events in February 2010.
The City Council adopted the SEAC developed evaluation criteria, application form, and
proposed review process in April 2010. The SEAC received its first applications to
review in May 2010.
Results of Review:
Staff advised five organizations that previously have requested City support for special
events that meet the threshold for SEAC review of the new review process on April 14,
2010. The SEAC has received and reviewed two applications for City funding of special
events in fiscal year 2010 -11. One was from the Newport Beach Film Festival and the
other from the OC Marathon. Nothing was received from the Toshiba Golf Classic,
regarding assistance in 2011. The Newport- Ensenada Race received approval for three
years of funding in May 2009, so the first time the Yacht Race would need to apply
would be in 2011 for 2012. In March, the City Council approved transferring previously
committed funding from Restaurant Week October 2010 to Restaurant Week January
2011, so the first time NBRA would need to apply is 2011 for 2012.
Attached to this report are the minutes of the SEAC meeting at which applicant
interviews occurred and applications were evaluated and scored. Also attached are the
applications from each group. Minute actions include an advisory opinion that the
Newport Beach Film Festival request be granted at the level being requested. The
Newport Beach Film Festival application scored 100 points out of 100 points using the
adopted evaluation criteria. The SEAC's advisory opinion regarding the OC Marathon
request is that it should be denied or granted at not more than half of its request should
the City Council wish to continue supporting this event. The OC Marathon scored only
50 out of 100 points using the adopted evaluation criteria. The SEAC thinking at the
time the point system was approved was that a minimum score of 70 points would serve
as the threshold for funding.
Prepared by: Submitted by:
ei M. De Santi Sharon Z. Wood,
Economic Development Administrator Assistant City a .
Attachments: Minutes of the SEAC Meeting of June 2, 2010
Newport Beach Film Festival Application
OC Marathon Application
CITY OF NEWPORT BEACH
SPECIAL EVENTS ADVISORY COMMITTEE MEETING
June 2, 2010
Visit Newport Beach Inc.
DRAFT
X — In Attendance
A — Absent
E — Excused
Members
E
Laura Davis, Fashion Island
X
Marshall Topping, Topping Events,
Inc.
X
Janis Dinwiddie, Dinwiddie Events
X
Judith Brower Fancher, Brower, Miller
& Cole
E
Kim Severini, Visit Newport
X
Kirwan Rockefeller, U.C. Irvine
Beach, Inc.
X
Jeffrey Cole, City of Newport
Beach EDC
Staff Present
Leigh DeSantis, City of Newport Beach, Economic Development Administrator
Erin Stapley, Visit Newport Beach Inc., Executive Assistant as Recording
Secretary
In Attendance
Gregg Schwenk, Executive Director & CEO, Newport Beach Film Festival
Todd Quartararo, Director of Marketing & Public Relations, Newport Beach Film
Festival
Gary Kutscher, OC Marathon
Angie Rowe, OC Marathon
Peggy Fort, President & CEO, California Marketing Concepts Inc.
Call to Order
Jeffery Cole called the meeting to order at 3:05 p.m.
3
Newport Beach Film Festival Application Review
• Introductions of Gregg Schwenk & Todd Quartararo and their professional
backgrounds.
• Mr. Schwenk reported that 416 room nights were booked directly by the
Film Festival with an estimated revenue between $80 -90K. Mr.
Quartararo stated total percentage of attendees booking room nights is
being researched and will have results by mid August 2010.
• Mr. Cole inquired about total media value. Mr. Schwenk stated the Film
Festival has several media sponsors and attracts national advertisers from
all over the country, this year the film festival generated over 25 million
impressions valued at $2 million.
• Mr. Cole asked if media advertisements /promotions increased attendance
of the Film Festival. Schwenk stated the film & entertainment industry is
product driven and this year's film festival had the highest scoring films
and biggest audience attendance compared to previous years.
• Mr. Cole asked for a comparison between the Newport Beach Film
Festival (NBFF) and other California based film festivals. What is the long
term vision for the NBFF? Mr. Schwenk reported the Los Angles,
American Film Institute and Santa Barbara Film Festivals are the main
comparisons in regards to the NBFF. However, the NBFF's long term
vision is more along the lines of the Palm Springs Film Festival which has
a higher attendance than the festivals mention above. Mr. Schwenk
explained that other festivals are more market driven while the NBFF is
more destination driven, relying on location and proximity to Hollywood.
• Mr. Topping questioned whether or not a higher caliber of celebrity
attendance would increase Newport Beach recognition. Quartararo stated
that it would increase recognition; however, due to budget constraints it is
hard to secure high - quality celebrity appearances.
• Ms. Dinwiddie asked if there is an opportunity to have one celebrity
become the "face" of the NBFF. Mr. Schwenk explained that you have to
be careful as the celebrity may have an agenda or be caught in a future
scandal.
• Mr. Cole asked how the City can better partner with the NBFF to help
grow the festival while spotlighting Newport Beach. Mr. Quartararo stated
financial commitment to continue marketing initiatives for the NBFF is the
biggest support but they are open to other suggestions.
• Mr. Quartararo reminded committee the NBFF brings both overnight
visitors that generates room nights as well as day visitors which creates
business opportunities. Fashion Island sees an increase in dining &
shopping.
• Mr. Schwenk was concerned that most of their budget is spent on
securing theatres in Newport Beach. NBFF pays full market rate due to
no other competition.
• In response to a question from Mr. Quartararo, Ms. DeSantis stated she
believed NBFF may submit sponsorship and permit requests earlier if they
know 90% of the plans and submit additional 10% as it comes into place.
The Committee thanked Mr. Schwenk & Mr. Quartararo for their time and
concluded the interview at 4:00 p.m.
Deliberation
The Committee was concerned with the lack of local hotel involvement
and expressed the hope that the new Tourism BID might improve that.
Based on the agreed standards of the evaluation criteria, the Newport
Beach Film Festival's application scored the following:
• Section 1 — Passed
• Section 2 — 50 points
• Section 3 — 50 points
Mr. Topping made a motion that the SEAC forward the application to the
City Council with a score of 100 points out of 100 and a recommend that
the NBFF receive the full $100,000 cash sponsorship and the requested
$5,500 fee waiver. Mr. Cole seconded the motion. All approved.
OC Marathon Application Review
• Mr. Topping stated he had several concerns with the sponsorship
including; difference(s) between a Silver & a Gold sponsor, only two signs
with City's name /logo displayed at the marathon, 2/3 or the marathon
taking place in Costa Mesa and the City is difficult to find on the OC
Marathon's website.
• Gary Kutscher, Angie Rowe & Peggy Fort arrived at 4:30 p.m.
• Mr. Cole asked, as a sponsor, what are the economic benefits for Newport
Beach. Mr. Kutscher stated dining & shopping is increased and room
nights are generated due to the Newport Beach Marriott Hotel & Spa and
Balboa Bay Club & Resort acting as the OC Marathon's host hotels. There
is a Costa Mesa host hotel and another twenty hotels in various cities
shown on the OC Marathon website. He stated there were a total of 424
room nights booked. (No indication if all were in NB) Mr. Kutscher stated
a more thorough study is being conducted now and results will be
available within 60 days. Ms. Fort stated that having Newport Beach as a
host city brings PR & Marketing value to the destination. Approximately
$90K is spent on advertising for the OC Marathon.
• The Committee questioned whether or not the marathon is able to reverse
their route and finish the marathon in Newport Beach versus Costa Mesa
in order to keep participants and day visitors in Newport Beach. Mr.
Kutscher stated that 95% of the half marathon takes place in Newport
Beach but it is not logistically possible to end the marathon in Newport
Beach due to the amount of participants as well as parking and other
logistical issues. Previous marathon had over 12K participants.
• Ms. Fort explained that in previous years, the City's mayors have elected
to be financial sponsors instead of in -kind sponsors due to the positive
economic impact from TOT and day travelers. The OC Marathon
Committee is working with Costa Mesa, Santa Ana & Irvine for in -kind
sponsorships.
Ms. Bower asked if the City of Costa Mesa is a sponsor and Ms.Fort
stated that they were not.
Mr. Cole asked if a Newport Beach /OC Marathon title is available and Mr.
Kutscher said yes it would be possible however, the price is $250,000.
Ms. Fort stated the following are benefits for Newport Beach that are
incurred from sponsorship:
• $8K is paid in fees to Newport Beach Police Department.
• 90% of marathon participants come from outside Newport Beach,
73% of participants will return to Orange County as a visitor.
• Branding opportunity for Newport Beach as a destination.
• Over 350K impressions /eblasts circulated with Newport Beach as
sole sponsor with links to City's website and logo.
• Back Bay volunteer education /outreach opportunities.
• Fundraising & other charity opportunities.
Mr. Topping inquired about the difference(s) between Gold & Silver
sponsorships. Mr. Kutscher stated placement location, collateral, website
links, size of booth, advertisement size in spectator guide and other
advertisements and logo visibility are the biggest differences. Rowe
volunteered to pull all collateral, advertisements, marketing plan and
pickup report from the 2009/2010 marathon and send to Committee
members. (Response not supported by the material subsequently
received.)
Ms. Dinwiddie asked for examples of future ideas that will benefit the City
and OC Marathon's relationship. Ms. Fort stated that working more
closely with Visit Newport Beach Inc. to formulate partnerships with South
West Airlines and other out -of- market partners to leverage a marketing
campaign as well as social media are new avenues to look into.
Mr. Cole inquired about how to change the name from OC Marathon to the
Newport Beach Marathon. Mr. Kutscher stated monetary support would
be the main factor but it would also depend on the other sponsors. The
entire course would need to take place in Newport Beach and suggested
this could become political.
The Committee thanked Mr. Kutscher, Ms. Rowe and Ms. Fort for their
time and concluded the interview at 5:13 p.m.
Deliberation
Based on the agreed standards of the evaluation criteria, the OC
Marathon application scored the following:
• Section 1 — Passed
• Section 2 — 25 points
• Section 3 — 25 points
Council adopted funding criteria number 6 states "The event must be held
principally within city limits." Only 11 miles of the Marathon and the Half
0
I
Marathon occur in Newport Beach. The race ends in Costa Mesa. The 5k
and Children's Races are wholly in Costa Mesa, The Expo is in Costa
Mesa and only 3 of the 40 schools that participate are in Newport Beach.
Several members were concerned by Mr. Kutscher's repeated lead in to a
response of "I tell you this but I'll tell Costa Mesa something else ".
A review of the advertising materials show that the other non - contributing
cities received almost as much advertising as Community Partners as
Newport Beach does for contributing $50,000. Further in the printed
materials submitted sponsor logos were the same size and placement
despite levels of contribution. The consensus was that the OC Marathon
benefited from starting in Newport Beach but the City of Newport Beach
did not receive value commensurate with its level of sponsorship.
Mr. Rockefeller called for a motion. Mr. Topping made a motion that the
SEAC forward the application to the City Council with a score of 50
points out of 100 and a recommendation that the OC Marathon either not
be funded or be funded at a substantially lower level. Certainly, no more
than a Silver sponsor level of $25K. Mr. Cole seconded. All approved.
Adjourn
Mr. Rockefeller adjourned the meeting at 5:23 p.m.
Respectfully submitted by
Erin Stapley,
Recording Secretary
5
NEWPORT BEACH SPECIAL APPLICATION •R SUPPORT
Section One — Event Summary and Applicant Information
Name of Event
Newport Beach Film Festival
Date(s) of Event
April 2011 - exact dates TBA
Time(s) of Event
11:00 a.m. - 2:00 a.m. daily
Location(s) or Venue(s) of Event
Edwards Big Newport, Regal Fashion Island 7, Regency Lido Plaza, OCMA, Sage Hill H.S.
Is or will this be an
YES
NO
annual event?
O
O
Type of Event — special interest, commercial, sports, cultural /arts, social, etc.
Cultural /Arts
Is there a charge or
YES
NO
I fee for the event?
O
O
Describe what, if any, portion of the event is free to the public.
Seminars & some screenings
Describe what, if any, portion of the event is charitable fund raising. Please provide the
name of the charity or charities the event supports along with a contact name and phone
number for each charity. What percentage of the proceeds will each charity receive? Please
provide an estimate of what the percentage may be in dollars.
i
All proceeds go to The Newport Beach Film Festival (a 501(c) 3 non profit)
Types of In -Kind City Sponsorship Requested — List:
Permits, Police, Fire Inspections, Parking Space - approx value $5500.00
Are you requesting any roads be closed? If yes, which roads, when & for how long?
No
Amount of Cash Sponsorship from the City requested and how it will be used. Be specific.
i
$100,000.00 + $5500.00 in kind city services
9
Name of Applicant Organization
Newport Beach Film Festival
I Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3
status if applicable), purpose, and history.
!see attachment #1 - Description of Organization,
attachment #2 proof of non - profit status
Does the Applicant hold intellectual property rights to the event? If not, who does?
Yea
Name of Contact and Contact Information for the Purpose of this Application.
Gregg Schwenk
Address
4540 Campus Dr., Newport Beach, CA 92660
Phone
Fax
(949) 253 -2880
(949) 253.2881
Mobile
Email
(949) 933 -9737
gregg. schwenk @newportbeachfilmfest.com
Is there a contract
YES
NO
with an event
O
O
organizer?
Best times and ways to reach contact person.
weekday afternoons
9
both the
The Newport Beach Film Festival has been part of the cultural and artistic landscape of our
community for over 11 years. Screening over 350 films from 47 different countries, the
festival continues to bring to Newport Beach, the very best in international and domestic
cinema.
If the Applicant conducts a similar event in other cities or if the event has been held
Newport Beach previous ly, describe any di ffculties you 've encountered and what
adjustments you've made to improve the event.
I N/A
of event, including reasons for leaving,
N/A
H
Section Two — Benefit Statement
Description of How the Event Meets the City Criteria - Maximum two pages.
Using the space below (and one additional page if needed), provide a narrative explaining
how the event fulfills the City's twelve evaluation criteria for support, listed at the introduction
The Newport Beach Film Festival, through its many cultural, artistic, and educational
opportunities and events, helps to enhance Newport Beach and make our city an exciting
place to live, work, and visit. The festival, by premiering many award winning and highly
acclaimed films, increases the civic pride of our residents and allows them the opportunity to
participate in a highly acclaimed film festival.
As an engine for economic growth and development, the festival is active in three main
areas. The first is in marketing the Newport Beach Film Festival and the city overall as a
cultural tourism destination, this has had direct benefit to our hotels and our restaurants.
Further this marketing creates a lingering awareness well beyond the festival duration
especially in the key local drive markets of Los Angeles and San Diego. On the retail side,
the festival has partnered with both Via Lido Plaza and Fashion Island to enhance the retail
opportunities presented by the many patrons coming to see our films and events. Fashion
Island has been a significant partner in the outreach and integration of many key retail
locations. this has seen a strong return to the city and many businesses.
The festival traditionally is held within the city of Newport Beach. There are rare occasions
(2010 screening issue) where some screenings will take place outside the city. However, the
plans for the 2011 Newport Beach Film Festival focus 90% or more of our screenings to take
place within city limits.
The festival operates with an approximate cash budget of $500,000 and a in kind marketing
and services allocation of approximately $2,000,000. In both cases, the city's sponsorship
does not exceed 25 %. We are aggressively seeking additional sponsorship support and
area always looking for ways to diversify and expand our sponsor, partner, and supporter
base.
The Newport Beach Film Festival prides itself on being a friendly enjoyable and accessible
experience. We have, for several years, through the generous support of the Arts
Commission and Arts Foundation, programmed several educational seminars that are free to
the public. These well attended events are a high point for many of our younger film
students and up and coming filmmakers. Further, the festival offers a wide range of student,
senior, and military discounts to our other screenings and events.
Section Three — Event Description and Attachments
The application is not complete and will not be reviewed unless requested documents are
attached.
Description of the Event - Maximum of one page. A rl'cdfM l T' ss-_q
A basic description of your event, including the objectives and history of the event, and if
there is a special theme or focus of the event
Business Plan for the Event- Maximum two pages. A -TRz%H Mtav A 1t-
Include 1) Event goals, objectives and strategies.
2 Planning, preparation, event schedules with milestones and time frames. - AiT
Budget for the Event- Maximum two pages. i Tf�Fth /�iF�
Include 1) Projected budget.
2) Detailed budget with cash flows, profit & loss forecasts.
3) A list of confirmed and potential sponsors, both financial and in -kind with
dollars confirmed and requested. AlTftr-ttAAj{ f 1f 7 -
Marketing and Promotion Plan for the Event - Maximum three pages. rel D
Include 1) Target Markets. Pa iacf1mc -mi- tv r 461
T
2) Marketing Objectives.
3) Marketing strategies including advertising /PR activity and timelines.
4) Who is responsible for the marketing and promotion plan?
5) Do they have experience in either events /marketing /PR? If yes, summarize
that experience?
6 Itemized marketing and promotions plan budget.
Sponsorship Proposal Package. A- 1—P%ctiME5-7,iT tx to
Please attach a description of the specific benefits being offered to Newport Beach.
Economic Impact Potential.
Do you have any existing economic impact data such as a commissioned economic impact
report for this event? If yes, please attach the latest data along with who collated the data.
Whether you have a previous report or not, please use your best estimate to complete the
boxes regarding attendance and lodging provided below.
%T (( i" idriT -+':"I t
Attendance. (Please do not exaggerate.) rl) DOb
Number of People Expected
NB
us
Foreign
'V /6
Residents
Residents
Visitors
Participants /Hosts /Competitors /Members
10.60
Totals
of Applicant Organization
$0.00
$0.00
Spectators /Attendees/ Audience/Ticket
/r j
oo
Buyers/Diners
"SY
Volunteers/Workers/Vendors
y'Gd
/Du
Totals
0
0
0
Entry Fees
Adult
Child
Other
Participant
'V /6
Spectators
k? - 41AS
10.60
Totals
$0.00
$0.00
$0.00
94TH
U
Need for Accommodation(s). (Please do not exaggerate.)
Anticipated Number of Room Nights 400
Will all accommodations be in Newport Beach? If not, where?
Yes
What is the anticipated average stay in Newport Beach for r
Participants Spectators a %7c�/tx5
Permits and Safety Plan for the Event
Have you applied for a Special Events Permit for this event? Yes 0
If, not when will you? March 2011
Have you spoken to Newport Beach Police Department about your event? Yes 0
If, not when will ou? March 2011
Waste Minimization /Recycling /Clean -up Plan - Maximum two pages.
Explain the types of controls, management programs, initiatives or incentives implemented
by your organization, in order to reduce the amount of waste generated and to ensure city
property is pristine following our event. G (- .# i -7—
oI hereby certify the foregoing st atements to be true and correct a nd agree to defend, indemnify and
hold harmless the City of Newport Beach, its City Council, officers, agents, employees and volunteers
from and against any and all loss, claims, damages, liability, such claim or suit arising from or in any
manner connected to the requested funding and activity. I hereby a cknowledge that the Applicant is
solely responsible for applying for and receiving all necessary City, Coun ty, and /or State permits
necessary to conduct the event. I also agree if approved, to comply with all funding and special event
permit conditions, and understand that failure to comp ly with any conditions or any violation of law
may result in the immediate canc ellation of the event, denial of future events, and or crimi nal
prosecution.
Failure to comply with funding conditions can result in civil litigation to recover the City's money.
Name & Title Gregg Schwenk, CEO Date 05/16/2010
Signature
13
Attachment #1
MISSION
The Newport Beach Film Festival seeks to bring to Orange County the best of classic and
contemporary filmmaking from around the world. Committed to enlightening the public with a
first -class international film program, a forum for cultural understanding and enriching
educational opportunities, the Festival focuses on showcasing a diverse collection of studio and
independent films from around the world. The Festival supports the creation and advancement
of innovative and artistic cinematic works of both emerging and seasoned filmmakers and
proudly embraces the passion, independent spirit and vision of these talented artists. With the
integration of the local community and educational institutions into all aspects of the Festival,
the Festival stimulates an interest in the study and appreciation of film and encourages people
of all ages and backgrounds to participate.
HISTORY
Since its launch in 2000, the Festival has presented many acclaimed films such as the U.S.
Premiere of Crash and other notable films including Letters to Juliet, (500) Days of Summer, The
Cove, Waitress, Paprika, Broken English, Death Note: The Last Name, Layer Cake, The Illusionist,
Art School Confidential, Emmanuel's Giff, Mad Hot Ballroom, Metallica: Some Kind of Monster,
Spellbound, Castle In the Sky, Born Into Brothels, as well as anniversary screenings of classics such
as The French Connection, Sunset Boulevard, The Outsiders and Endless Summer. Through
tributes, special screenings and seminars, the Festival has honored film industry notables,
including Haskell Wexler, Robert Wise, Henry Bumstead, Elmer Bernstein, John Waters, Alan Arkin,
Bruce Brown, Greg MacGlllivray, Richard Sherman, Marc Shaiman and McG. Past Festival
highlights include An Evening of Disney Animation RarHles with Roy E. Disney and Don Hahn and
Ten Decades of the Duke, The Official John Wayne Centennial Celebration.
NBFF INFORMATION
The Newport Beach Film Festival offers filmmakers the "ultimate" festival experience with a wide
array of social, cultural and professional opportunities. The Festival features nightly special
events, including red carpet galas, post screening receptions, compelling conversations with
filmmakers, international spotlights, industry seminars and retrospectives. The Festival offers
filmmakers unique opportunities to mingle with film industry professionals, avid filmgoers,
Hollywood celebrities and other filmmakers from around the globe in a beautiful seaside locale.
In 2010, the Festival will host a red carpet Gala Opening Night featuring live entertainment, a live
runway fashion show and world class cuisine from twenty Newport Beach restaurants. Other
highlights include a festive closing night celebration, tributes to Hollywood luminaries, an Action
Sports Film Series, an Art, Architecture + Design Film Series, an Environmental Film Series, a
Family Film Series, a Collegiate film series and a Youth Film Showcase. Each year over 500
filmmakers travel from around the world to show to attend the Newport Beach Film Festival and
enjoy Newport Beach's hotels, dining, shopping and recreation.
The Festival partners with several notable arts organizations, including Orange County Film
Society, Orange County Museum of Art, The Studio at Sage Hill, Peter and Mary Muth Interpretive
Center, Segerstrom Center for the Arts, Carnegie Hall, Orange County Performing Arts Center,
Pacific Symphony Orchestra and UC Irvine. The Festival co presents Cinema Orange, a
year round film program at the Orange County Museum of Art and recently launched Cinema
Sage Hilt, a monthly film series at The Studio at Sage Hill in Newport Coast. The NBFF collaborates
as a programming partner for UC Irvine's Sneak Previews film class. The Festival has an ongoing
relationship with the American Society of Cinematographers, the Directors Guild of America
and SAG Indite. The Festival also has strong alliances with over nonprofit organizations in the
community.
ly
Attachment #3
Event Description
The Newport Beach Film Festival offers filmmakers the "ultimate" festival experience witt-
a wide array of social, cultural and professional opportunities. The Festival features
nightly special events, including red carpet galas, post screening receptions,
compelling conversations with filmmakers, international spotlights, industry seminars and
retrospectives. The Festival offers filmmakers unique opportunities to mingle with film
industry professionals, avid filmgoers, Hollywood celebrities and other filmmakers from
around the globe in a beautiful seaside locale. In 2010, the Festival will host a red
carpet Gala Opening Night featuring live entertainment, a live runway fashion show
and world class cuisine from twenty Newport Beach restaurants. Other highlights
include a festive closing night celebration, tributes to Hollywood luminaries, an Action
Sports Film Series, an Art, Architecture + Design Film Series, an Environmental Film Series,
a Family Film Series, a Collegiate film series and a Youth Film Showcase. Each year over
500 filmmakers travel from around the world to show to attend the Newport Beach Film
Festival and enjoy Newport Beach's hotels, dining, shopping and recreation.
The Festival partners with several notable arts organizations, including Orange County
Film Society, Orange County Museum of Art, The Studio at Sage Hill, Peter and Mary
Muth Interpretive Center, Segerstrom Center for the Arts, Carnegie Hall, Orange County
Performing Arts Center, Pacific Symphony Orchestra and UC Irvine. The Festival co
presents Cinema Orange, a year round film program at the Orange County Museum of
Art and recently launched Cinema Sage Hill, a monthly film series at The Studio at Sage
Hill in Newport Coast. The NBFF collaborates as a programming partner for UC Irvine's
Sneak Previews film class. The Festival has an ongoing relationship with the American
Society of Cinematographers, the Directors Guild of America and SAG Indie. The
Festival also has strong alliances with over nonprofit organizations in the community.
is
Attachment # 4
Business Plan Overview
Event Goal
• To create and execute a world-class film festival in the spring (April) of 2011 to
take place in the city of Newport Beach.
Objectives
• To create awareness and bring interested film enthusiast from around Southern
California to Newport Beach.
• To screen an array of domestic and international films.
• To produce unique and sophisticated post events that will compliment screenings
and other activities.
• To integrate our major retailers and restaurants into special events and post
screening opportunities.
• To craft enriching educational seminars accessible to all members of our
community.
Strategies
• Maintain relationships with key media partners to produce on effective marketing
and outreach campaign throughout Southern California as well as the US as a
whole.
• Work with independent filmmakers, distribution companies, studios, film schools,
and other major festivals to recruit high quality films for screening and special
events.
• Continue to develop a well trained and integrated staff that will plan and execute
not only the highly complex day to day activities of the festival, but the many major
events and spotlights as well.
• Continue our strong relationships with many established film professionals as well
as major guild and trade associations to assist in the placement of insightful
individuals at our seminars and other key educational events.
16
September 2010
Sunday Monday Tuesday Wednesday Thursday ...Friday
{ 2 3. _..
Scnd l- alunrecr
Mass Email tier
Submissions Bet 14,lumerr dlerrinp
s�lu•du�i• Marketing Meeting.
13 14 15 16 17
Database Review
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October 2010
Sunday - Monday Tuesday Wednesday _. ..Thursday Friday.... Saturday
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5
November 2010
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
2 3 4. _. 6 7
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Dal, 10:00 -12:00 Reviewer
.A,carcnr [snail 4i training
7 R 9 10 Ii
6:00 Executive Staff
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12 13 _ _....
20 2
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�eadlin< 10:00 -12:00 Reviewer
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26 27
December 2010
Sunday
Monday
Tuesday
Wednesday
Thursday
: Friday Saturday
1
2
3 4
5
6
7
8
9
- 10 _..11
6:00 Executive Staff
mtg
12
13.
14
15 -
_ 16.
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Marketing update
tiro hnlu,sioin. —
meeting
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19
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26
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January 2011
rday
13
i
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20
27
Shorts acceptance
emails sent
8
15
Bus Shelters due to
Clear Channel
22
28
6:00 Executive Staff
Mtg
Sponsor Reel Due to 10
Chop Shop
11
lo: to nit�
1r /Guardian Press
rr:printinu s <'hrdulr
12:30 Me., haw dim
A1cctim
16 17 i 18
Order ticket stock 10:00 Aterc'handise
From Canada Tickets A1eet-ing
Order Volunhrr
Shirts
6:00 Executive Staff
23 24 25
26
I
13
1" Features accept
emails sent
20
Shorts
Acceptances
Complete
2 "" Features
accept emails sent
27 -... _. _..
Shorts Prorama
Com�ticte
3"' Features
accept emails sent
Sunday
5
-------- - --
March
2011
Monday Tuesday
Wednesday
Thursday
Friday
Saturday
3
4
6
Shorts Proof' t
Print Shorts Ballot
Bus shelter at (ILIC to
Final Features
Ready
print
accept emails sent
Action Sports
Order Volunteer
Data Due
shirt,
i 6:00 Executive Staff
I
i Features Complete
1 9
10
it
12
13
Ads due i
War Board Final
10:00 — 11:30
Volunteer Meeting
-------------
15 Short, Exhib. 16
17
18
19
21
Copies Due
Drop dead for
1
10:00 — 11:30
Bus [whei, due to
program info
Volunteer Meeting
Clear Chanel
Features
7AS —8:4S
program
Volunteer Mirg 6:00 Executive Staff
I due
mtg
22 23
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24
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26 ,
27
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7:15 —8:4-3
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-- ---------
28 i 29
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1 6:00 Executive Staff
mtg
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3
10
17
April 2011
Monde
Y _ Tuesday Wednesday Thursday
4 5 6 —
All Staff Meeting
7:00 p.tn. 7:15-8.45
Volunteer Meetino
6:00 Executive Staff
Mtg
71 12 13
18
6:00 Executive Staff
Mtg
19 20
7
14
21
Friday
Saturday
I
i2
NBFF 2010
TICKETS ON SALE
Email Blast out
Sponsor Reel
C ommericals due
Features exhibition
10;00— 12:00
copies due
Volunteer it/leetinu
F'iui.<hM pi oarani
due
15
I
16
22 123
J
6:00 Executive Staff
Mtg
25 i 26 27 28 i 29
U -Haul Pickup Equipment Test
Equipment drop at equipment load in Equipment Build
Hospitality Suite NBF:F
6:00 Executive Staff
Mtg OPENS
30
Attachment #7
In 2010, the Newport Beach Film Festival received a total of $535,950 in cash sponsorships and another
$2,205,037 in in -kind sponsorships. Sponsorship information is considered privileged and confidential on
a per- sponsor basis.
Below is a listing of our cash sponsors from City organizations for the just completed 2010 festival. This
will be the basis for our 2011 sponsorship commitments.
2010 Sponsorships
City of Newport Beach
Cash
$100,000
Newport Beach Arts Commission $ 8.000
$108,000
-2 u
2011 Newport Beach Film Festival Media Summary Ti me -DRAFT
— - -- -
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Attachment # 9
Marketing
Target Markets:
Primary markets - Orange, Los Angeles and San Diego Counties
Secondary Markets= General US
Marketing Objectives:
Create awareness and attendance at the Newport Beach Film Festival
Marketing Strategies
Utilize in -kind media partnerships for advertising and strategically timed press releases to
enhance editorial coverage. In addition, utilize ticket giveaways and sweepstakes for radio
promotions in the LA and San Diego markets.
Responsibility:
Todd Quartararo
Pricipal, Quartararo & Asscoaaates
Experience:
Todd Quartararo has more than 15 years of public relations experience and founded Quartararo
& Associates (Q &A) in 1997. Before starting Q &A, he worked on national accounts at Bozell
Worldwide, Foote Cone & Belding, and Alcone Marketing Group. He has worked with clients
including Taco Bell, Sprint PCS and Action Sports Retailer. Quartararo brings his account
experience along with an entertainment, fitness and lifestyle focus to Q&A.
Since the start of Q &A, Quartararo has attracted some of the nation's most recognized brands
that have tapped the agency for launch campaigns including Bloomingdale's, Cirque du Soleil,
Hermes and The Sports Club /LA.
In addition to his work at Q &A, he is also the co- founder of the Newport Beach Film Festival.
Quartararo's focus with Festival is on media relations, strategic partnerships and sponsorship
development. He has secured relationships on behalf of the Festival with such celebrated
brands as Absolut Vodka, Jaguar, Jet Blue, Land Rover and Perrier. The Festival, now in its
10th year, attracts more than 42,000 people annually and is recognized by Daily Variety as on
of the top 25 film festivals in the nation.
Quartararo received his Bachelor of Science degree in Business Administration from California
State University, Northridge and is the recipient of several national and international awards for
his work for the Newport Beach Film Festival
Media Plan Attached.
Todd Quartararo
Quartararo & Associates (Q &A)
Newport Beach i San Diego
(949) 291 -1777
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Festival Introduction
The 2011 Newport Beach Film festival will present over 350 films from around the world. Blending the best of classic and
contemporary filmmaking, the Newport Beach Film Festival is proud to showcase an exclusive selection of award - winning
independent and studio films representing a truly unique mix of culture and genre. We invite you to be a part of this cinematic
adventure that attracted over 51,500 film devotees in 2010.
The City of Newport Beach serves as the backdrop to the Festival's film screenings and special events. Located just 55
minutes south of Hollywood, Newport Beach offer:. an optimal setting to experience filmmaking at it's finest. The City
boasts one of the largest consumer groups in the world and a rich filmmaking history. Thousands of visitors every year
are drawn to the City's spectacular coastline, fine dining, shopping and exciting recreational activities.
Sponsoring the Newport Beach Film Festival is ona of the most effective ways to spend your marketing dollars. Benefits of
sponsorship include a customized sponsorship package to best address your marketing objectives and maximize your return
on investment.
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2011 Festival Planned Events
Events
• Opening Night Film and Gala FREE INDUSTRY SEMINAR SERIES
• Closing Night Film and Gala
• Friday & Saturday Night Spotlight Films and post - parties
• 7 International Showcases and post - parties
• Over 300 Films (feature length narrative, documentary, short
and animated films)
• Family Film Series
• Youth Film Showcase
• Action Sports Film Series
• Art, Architecture + Design Series
• Disney Screening
• Environmental Film Sidebar
• Collegiate Film Program
• John Wayne Retrospective Film Screening
• Film Music Composition:
• Screenwriting:
• Directing:
• Animation:
1 n �� ., N CAI
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F 7
Edwards Big Newport Theater
The Edwards Big Newport Theater
hosts the Newport Beach Film Festival
Opening Night red carpet film
screening. Opened in 1969, the
grandiose 1,108 seat theater boasts a
gigantic 40x80 foot screen and state of
the art sound system.
Located on the second level of the rich history in the Newport Beach area.
ups :ale City of Newport Beach shop The Regency Lido Theater hosts sev-
ping center, the Edwards Island Cinema eral screenings as well as the
houses seven screens and is the Newport Beach Film Festival Closing
epicenter of Festival activity. Night Film. Seating capacity is 600.
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Festival Attendance
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GENDER INCOME AGE 18
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Community Outreach
The Newport Beach Film Festival partners with several non - profit organizations and educational institutions.
Arts Orange County
ASF AIDS Service Foundation
Balboa Theater Foundation
Chapman University
Consulate of Sweden
Corona del Mar High School
County of Orange
CSU Fullerton Alumni Association
CSU Long Beach Alumni Association
Environmental Nature Center
Girls Incorporated of Orange County
Habitat for Humanity
Hoag Hospital Foundation 552 Club
Huntington Beach Int'I Surf Museum
Imagination Celebration
International Puppetry Museum Pasadena
Irvine Barclay Theater
Juvenile Diabetes Research Foundation
Korean Cultural Center, Orange County
Loyola Marymount University
Make -A -Wish Foundation
Newport Aquatic Center
Newport Bay Naturalists
Newport Beach Arts Foundation
Newport Beach Bacchus Society
Newport Beach Centennial Committee
Newport Beach Chamber of Commerce
Newpoit Beach Conference & Visitor's Bureau
Newport Beach Public Library
Newport Harbor High School
Newport Harbor Nautical Museum
Newport Sports Museum
Newport Theater Arts Group
Orange Coast College
Orange County Department of Education
Orange County Film Commission
Orange County Film Society
Orangc, County High School for the Arts
Orange, County Museum of Art
Orange, County Performing Arts Center
Orange County Philharmonic Society
Orangewood Children's Foundation
Pacific Symphony Orchestra
Pediatric Cancer Research Foundation
Peter and Mary Muth Interpretive Center
Pipeline for a Cure
Saddleback College
Sage hill High School
Soka University of America
Someone Cares Soup Kitchen
SPIN
St. Joseph Ballet
Surfing Walk of Fame
Surfrider Foundation
Susan G. Komen Foundation
The Art institute Orange County
The Hollywood Cookbook:Cooking for Causes
U.S. Department of Commerce
UC Irvine Foundation
UCLA Alumni Association
USC Alumni Association
Yale Club of Orange County
In Good Com an
p Y
The Newport Beach Film Festival is dedicated to a full- service sponsorship fulfillment with a commitment to meet your
individual marketing targets. A sponsorship fulfillment manager will be assigned to your account to maximize your
return on investment.
ISLAND j
Contributions may bu tax deductible pursuant to IRS Sec. 501 (c) 3
City of Newport Beach
Founding Sponsorship
Film Festival Name
As the Founding Sponsor, the City of Newport Beach receives extensive exposure through the Festival's Media, community outreach,
partnerships and alliances with film studios, sister Festival's and filmmakers.
The Newport Beach Film Festival ranks in the top 30 Film Festivals in the world.
International Exposure
Each year the Festival shows films from over 40 countries, working hand in hand with international trade councils, tourism bureaus
and film commissions helping to promote the City of Newport Beach as world class destination location.
Ix A .Ar,
I
City of Newport Beach
PRE - EVENT ADVERTISING - PRINT
The City of Newport Beach is incorporated into the title of the Film Festival and is included in our extensive award - winning ad cam -
paign. In 2010 The Newport Beach Film Festival partnered with National magazines, including ad insertions and editorial support
providing over 8,000,000 in added trade impressions. (Partial List below)
Esquire Magazine
Variety
Entertainment Weekly
OKIWeekly
The Los Angeles Times
The New York Times
Moving Pictures Magazine
Filmmaker Magazine
Modern Luxury Media - Riviera OC, San Diego,
Manhattan,
Angeleno, Interiors
944 Magazine — Orange, San Diego, Los Angeles
Coast Magazine
OCWeekly
LAWeekly
Life & Style Weekly
Live OC
Q
I�
Daily Pilot
Laguna Beach Coastline Pilot
Huntington Independent
s
Glendale News Press
Burbank Leader
LA Canada Valley Sun
Crescenta Valley Sun -„ a
Irvine World News
California Home Magazine
Alma Magazine
Sol Brasil
Newport Navigator a, _
4�
City of (Newport Beach
City of Newport Beach
PRE - EVENT ADVERTISING - TELEVISION
City of Newport Beach is included in Festival :30 second commercials on:
61736: 30 Commercials to over 1,861,221
Households
Travel
.8*arrnel ,.,
F rId-
Total of 6.736 :30 second commercial spots
in the Greater Los Angeles, Los Angeles,
Orange County and Inland Empire
W � Over 25 - 5 Minute Local Addition Spots airing on
rjj CNN Headline News — 2.2 million impressions
Online Customer Promotion — 2 million impressions
City of Newport Beach
COLLATERAL
Festival Special Pull -Out Sections
• City of Newport Beach logo as the Founding Sponsor to be included in the pull -out section of the Los Angeles Times
• City of Newport Beach logo as the Founding Sponsor to be included in the pull -out section of OCWeekly and LAWeekly
Festival Souvenir Program
• City of Newport Beach receives the inside front cover for city advertise
• Logo to appear as the Founding Sponsor
Official Festival Pocket Program
• Logo to appear as the Founding Sponsor
Festival Ticket Stock
City of Newport Beach is included on Festival ticket stock
THEATER and EVENTS
Animated Logo
City of Newport Beach logo will be animated as part of the Festival pre- screening sponsorship reel playing before Festival screenings
Verbal Recognition
City of Newport Beach will be verbally recognized as the Founding Sponsor to audiences before Festival screenings
Gobo Projection
City of Newport Beach will have a gobo projected in large format at the Opening and Closing night galas.
City of Newport Beach
THEATER and EVENTS - Continued
Cinema Slides
City of Newport Beach Festival program ad will be shown on- screen in high rotation before Festival screenings.
ON -LINE
Press Releases
City of Newport Beach will be identified by name as the Founding Sponsor of the Newport Beach Film Festival press releases.
Web Site
• City of Newport Beach logo will appear on Newport Beach Film Festival home page as the Founding Sponosr
- City of Newport Beach will have a logo and hot link on w Atw.NewportBeachFilmFest.com.
TICKETS
-22 All Access Sponsor Passes
-40 Opening Night film and Gala tickets
-20 Closing Night film and Gala tickets
-100 General Screening vouchers
Logo Use
City of Newport Beach will have the right to use the Festival logo in all advertising and promotions.
SPONSORSHIP SUPPORT TEAM LEADERS
Gregg Scwhenk, Executive Director
gregg.schwenk@NewportBeachFilmFest.com
949.933.9737 - Direct
Cheri Wilson, Director of Sponsorship Development
cherl.wilson@NewportBeachFilmFest.com
949.253.2880 Ext. 232
Newport Beach Film Festival
4540 Campus Drive
Newport Beach, CA 92660
Phone: 949.253.2880
FAX: 949.253.2881
www.NewportBeachFilmFest.com
NEWPORT
BEACH
FILM
F E S T I VA L
2004 Audience Survey
5,000 surveys distributed
25% response rate
Demographics
Gender
Female 56.1%
Male 41.9%
Newport Beach Film Festival
Audience Survey Comparisons
2006 Audience Survey
2000 surveys distributed
50 +% response rate
54.6%
45.4%
2008 Audience Survey
1600 surveys distributed
61.375% response rate
42.4%
55.9%
Age
11.2%
9.6%
6.8%
Under 18
1.6%
2.6%
1.8%
18 -24
11.5%
13.1%
9.8%
25 -34
23.3%
25.3%
22.8%
35-19
16 004
26.3%
11.9%
50 -64
27.1%
24.0%
26.3%
26.0%
65+
10.0%
9.5%
11.7%
Income
Under $25K
11.2%
9.6%
6.8%
$25 -$49K
18.2%
16.1%
11.1%
$50 -$99K
29.0%
29.1 ° /a
22.9%
$100 -$149K
19.4%
18.1%
19.7%
$150 -$199K
9.6%
11.3%
11.9%
$200K+
11.4%
15.8%
17.5%
Education
H.S./Less
8.0%
7.5%
6.7%
AA/Some College
22.6%
22.9%
21.8%
4 -Yr Degree
32.9%
37.3%
32.3%
Grad/Some Grad
36.4%
32.3%
36.3%
Ethnici
African -Am
1A%
.6%
131%
Latino
5.0%
6.9%
9.2%
Asian
11.4%
17.1%
8.0%
N.American
2.5%
1.0%
1.0%
Caucasian
73.2%
75.0%
70.8%
Multi- Ethnic
3.6%
4.5%
3.4%
Other
2.5%
2.5%
3.6%
Home Ownership
Yes
58.2%
53.8%
56.6%
No
41.1%
46.2%
39.7%
4S
General Attendance
1.1 Have you attended an event at the NBFF?
Yes 36.8% 37.6% 41.4%
No 63.2% 62.4% 55.5%
1.2 When did you first start to attend NBFF?
Before 1999
N/A
9.4%
3.7%
Website
4.1%
2000
22.3%
1999 -2003
13.2%
1999 -2005
16.3%
2001
13.7%
7.0%
7.9 %°
OC Register
9.8%
2002
21.8%
OC Weekly
8.0%
6.9%
7,4%
2003
40.8%
2.5%
2.4%
Daily Pilot
7.5%
2004
N/A
2004
8.2%
2.9%
2.5%
Radio
2005
10.6%
Bus Shelters
4.9%
3.5%
3.4%
1" Time
64.4%
40.6%
42.2%
Other
31,7%
2006
9.5%
2007
10.4%
1"Time
52.1%
Marketing
2.1 How did you hear about the NBFF?
Brochure
7.1%
9.4%
6.8%
Website
9.8%
9.6%
9.0%
Email
2.2%
5.8%
5.4%
LA Times
5.6%
7.0%
7.9 %°
OC Register
9.8%
15.9%
15.3%
OC Weekly
8.0%
6.9%
7,4%
OC Metro
20%
2.5%
2.4%
Daily Pilot
7.5%
7.2%
6.5%
TV /Radio
1.9%
2.9%
2.5%
Radio
2.7%
2.1%
Bus Shelters
4.9%
3.5%
3.4%
Word of Mouth
25.8%
40.6%
42.2%
Other
31,7%
Social Attendance
3.1 Whose idea was it to come tonight?
Yourldea 53.6% 55.7% 48.7%
Someone Else 45.8% 44.3% 38.6%
3.2 How many people did you tell about the Festival?
0
17.9%
9.1%
9.8%
1
21.1%
9.2%
8.0%
2 -3
30.5%
28,5%
29.9%
4 -6
12.0%
21.6%
18.4%
7-
15.5%
31.2%
31.1%
(r!
µ(1
Purchasing Plans /Access to Technology
10.1 Which of the following have you purchased or do you plan to purchase this year?
Automobile
26.6%
29.9%
26.4%
Camcorder
10.9%
12.2%
6.3%
DVD Player
19.9%
17.9%
12.9%
PDA/Palm Pilot
7.8%
4.1%
> $200
Digital Camera
28.4%
29.6%
21.8%
Home Theatre
5.6%
8.0%
6.9%
Large Screen TV
11.3%
25.0%
HDTV
21.6%
Laptop
24.0%
26.3%
24.6%
MP3 /1Pod
29.8%
16.2%
TWO
13.0%
7.2%
11.1 Do you have the following in your home?
Internet Access 75.1% 77.4%
Cable TV 56.7% 73.6%
Satellite TV 18.8% 22.0%
69.2%
Shopping/Dining Out/Money Spent
16.1 In addition to attending the Festival, how many times did you dine our (restaurant or cafe)
today? (2006 survey, different wording in 2004 & 2008)
1-2 87.7%
3 -5 5.9%
5+ 6.4%
16.2 In addition to attending the Festival, did you dine out today?
Yes 63.5%
No 31.5%
17.1 If you did go to a restaurant, how much did you spend?
< $25
36.8%
39.8%
24.8%
$26 -$50
22.7%
38.2%
26.6%
$51 -$100
11.0%
16.8%
14.4%
>$100
12.3%
3.5%
4.1%
> $200
NA
1.7%
1.1%
17.2 Did you go shopping in the area today?
Yes 13.2%
No 86.8%
4.1
Movie Attendance
14.1 How often do you go to the movies?
Once a week
26.0%
9.9%
> Once a week
8.7%
4.8%
Once a month
37.4%
25.1%
1 -3 X/year
8.3%
26.9%
4 -6 X/year
17.2%
18.9%
<Once a year
2.4 %
14.4%
13.1 How often do you watch independent/art films?
> Once a week
Once a week
Once a month
1 -3 X/year
4 -6 X/year
< Once a year
19.1 Are you staying in a hotel?
Yes 4.7%
No 95.3%
19.2 If so, which hotel?
Radisson 39.1%
Balboa Bay Club
Hyatt Newport
Island Hotel 0%
Marriott Fashion Is 13.0%
Fairmont
Vacation Locations
20.1 Where do you vacation?
Las Vegas
Hawaii
San Diego
Santa Barbara
San Francisco
Europe
Asia
Picked more than one location
7.6%
92.4%
10.4%
2.6%
2.6%
39.0%
15.6%
2.6%
3.2%
3.9%
.5 %
.9%
1.3%
5.5%
1.6%
73.7 %
7.0%
16.5%
40.9%
10.5%
19.6%
1.9%
7.3%
9.5%
22.4%
24.4%
20.8%
11.7%
43.0%
43.1%
37.7 %
32.0%
38.8%
46.9%
16.7%
32.9%
C{
0
X5:3
Quality of Life
21.1 In what ways do you think arts and culture contribute to the quality of life in Newport
Beach?
Cultural Communication
69.8%
68.7%
Civic Pride
47.7%
58.1% 58.2%
Cultural Tourism
41.4%
49.9% 523%
Teaching Arts to Kids
44.3%
53.2%
Other
4.5%
12.5%
Location
18.0 Where do you live?
Newport Beach
16.9% In 2006; asked for
21.3%
Corona del Mar
3.2 % specific zip codes.
Irvine
9.00/0
8.1%
Costa Mesa
9.0%
6.8%
Laguna Beach
4.5%
4 70%
Other OC
28.0%
Riverside/
San Bernardino, Ct,
2.3%
Los Angeles County
11.5%
14.1%
Other CA
3.2%
Outside CA
2.2%
1.6%
Other
39.6%
4.7%
2004 Audience Survey
5,000 surveys distributed
25% response rate
Demographics
Gender
Female 56.1%
Male 41.9%
Newport Beach Film Festival
Audience Survey Comparisons
2006 Audience Survey
2000 surveys distributed
50 + % response rate
54.6%
45.4 %
2008 Audience Survey
1600 surveys distributed
61.375% response rate
42.4%
55.9%
Age
11.2%
9.6%
6.8%
Under 18
1.6%
2.6%
1.8%
18 -24
11.5%
13.1%
9.8%
25 -34
35 49
23.3%
26.044.
25.3%
22.8%
50 -64
27.1%
25.9q6
24.0%
26.396
26.0%
65+
10.0%
9.5%
11.7%
Income
Under $25K
11.2%
9.6%
6.8%
$25 -$49K
18.2%
16.1%
11.1 %
$50 -$99K
29.0%
29.1%
22.9%
$100 -$149K
19.4%
18.1%
19.7%
$1504199K
9.6%
11.3%
11.9%
$200K+
11.4 %a
15.8%
17.5%
Education
H.S./Less
8.0%
7.5%
6.7%
AA/Some College
22.6%
22,9 %
21.8%
4 -Yr Degree
32.9%
37.3%
32.3%
Grad /Some Grad
36.4%
32.3%
36.3%
Ethnici
African -Am
1.4%
.6%
1.3%
Latino
5.0%
6.9%
9.2%
Asian
11.4%
17.1 %
8.0%
N.American
15%
1.0%
1.0%
Caucasian
73.2%
75.0%
70.8%
Multi - Ethnic
3.6%
4.5%
3.4%
Other
2.5%
2.5%
9.6 %a
Home Ownership
Yes
58.2%
53.8%
56.6%
No
41.1%
46.2%
39.7%
120
General Attendance
1.1 Have you attended an event at the NBFF?
Yes 36.8% 37.6%
No 63.2% 62.4%
1.2 When did you first start to attend NBFF?
41.4%
55.5%
Before 1999
N/A
9.4%
3.7%
Website
4.1%
2000
22.3%
1999 -2003
13.2%
1999 -2005
16.3%
2001
13.7%
7.0%
7.9%
OC Register
9.8%
2002
21.9%
OC Weekly
8.0 %n
6.9%
7.4%
2003
40.8%
2.5 %
2.4%
Daily Pilot
7.5 %
2004
N/A
2004
8.2%
2.9 %e
2.5%
Radio
2005
10.6%
Bus Shelters
4.9 %
3.5%
3.4%
I" Time
64.4%
40.6%
42.2%
Other
31.7%
2006
9.5%
2007
10.4%
1" Time
52.1%
Marketing
2.1 How did you hear about the NBFF?
Brochure
7.1%
9.4%
6.8%
Website
9.8%
9.6%
9.0%
Email
2.2%
5.8 %
5.4%
LA Times
5.6 %
7.0%
7.9%
OC Register
9.8%
15.9%
15.3%
OC Weekly
8.0 %n
6.9%
7.4%
OC Metro
2.0%
2.5 %
2.4%
Daily Pilot
7.5 %
7.2%
6.5%
TV. Radio
1.9%
2.9 %e
2.5%
Radio
2.7%
2.1 %
Bus Shelters
4.9 %
3.5%
3.4%
Word of Mouth
25.8%
40.6%
42.2%
Other
31.7%
Social Attendance
3.1 Whose idea was it to come tonight?
Your Idea
53.6%
55.7%
48.7 %
Someone Else
45.8%
44.3%
38.6%
3.2 How many people did you tell
about the Festival?
0
17.9%
9.1%
9.8%
1
21.1%
9.2%
8.0%
2 -3
30.5%
28.5%
29.9%
4 -6
12.0%
21.6%
18.4%
7+
15.5%
31.2%
31.1%
2
S1
Purchasing Plans /Access to Technology
10.1 Which of the following have you purchased or do you plan to purchase this year?
Automobile
26.6%
29.9%
26.4%
Camcorder
10.9%
12.2%
6.3%
DVD Player
19.9%
17.9%
12.9%
PDA/Palm Pilot
7.8%
3.5%
4.1%
Digital Camera
28.4%
29.6%
21.8%
Home Theatre
5.6%
8.0%
6.9%
Large Screen TV
11.3%
25.0%
14DTV
21.6%
Laptop
24.0%
26.3%
24.6%
MP3 /IPod
29.8%
16.2%
TWO
13.0%
7.2%
11.1 Do you have the following in your home?
Intemet Access 75.1% 77.4%
Cable TV 56.7% 73.6%
Satellite TV 18.8% 22.0%
0
Shopping/Dining Out/Money Spent
16.1 In addition to attending the Festival, how many times did you dine our (restaurant or cafe)
today? (2006 survey, different wording in 2004 & 2008)
1 -2 87.7%
3 -5 5.9%
5+ 6.4%
16.2 In addition to attending the Festival, did you dine out today?
Yes 63.5%
No 31.5%
17.1 If you did go to a restaurant, how much did you spend?
< $25
36.8%
39.80/.
24.8%
$26 -$50
22.7%
38.2%
26.6%
$514100
11.0%
16.8%
14.4%
> $ 100
12.3%
3.5%
4.1%
> $200
NA
1.7%
1.1%
17.2 Did you go shopping in the area today?
Yes 13.2%
No 86.8%
3
Movie Attendance
14.1 How often do you go to the movies?
Once a week
26.0%
9.9%
7.0%
> Once a week
8.7%
4.8%
16.5%
Once a month
37.4%
25.1%
40.9%
1 -3 X/year
8.3%
26.9%
10.5%
4 -6 X/year
17.2%
18.9%
19.6 %
<Once a year
2.4%
14.4%
1.9%
13.1 How often do you watch independent/art films?
> Once a week
7.3%
Once a week
9.5%
Once a month
22.4%
1 -3 X/year
24.4%
4 -6 X/year
20.8%
< Once a year
11.7%
Hotels
19.1 Are you staying in a hotel?
Yes 4.7% 7.6%
No 95.3% 92.4%
19.2 If so, which hotel?
Radisson 39.1%
10.4%
Balboa Bay Club
2.6 %
Hyatt Newport
2.6%
Island Hotel 0%
39.0%
Marriott Fashion Is 13.0%
15.6%
Fairmont
2.6%
Vacation Locations
20.1 Where do you vacation?
Las Vegas
3.2%
43.0%
Hawaii
3.9%
43.1%
San Diego
.5%
37.7%
Santa Barbara
.9%
32.0%
San Francisco
1.3%
38.8%
Europe
5.5 %
46.9 %
Asia
1.6 %
16.7%
Picked more than one location
73.7%
32.9%
0
Quality of Life
21.1 In what ways do you think arts and culture contribute to the quality of life in Newport
Beach?
Newport Beach
Cultural Communication
69.8°/%
68.7%
Civic Pride
47.7%
58.1% 58.2%
Cultural Tourism
41.4%
49.9% 52.7%
Teaching Arts to Kids
44.3%
53.2%
Other
4 70/
12.5%
Location
18.0 Where do you live?
Newport Beach
16.9% In 2006. asked for
21.3%
Corona del Mar
3.2% specific zip codes.
Irvine
9.0%
8.1%
Costa Mesa
9.0%
6.8%
Laguna Beach
4.5%
4 70/
Other OC
28,0%
Riverside/
San Bernardino. Ct.
2.3%
Los Angeles County
11.5%
14.1%
Other CA
33.2%
Outside CA
2.2%
1.6%
Other
39.6%
4.7%
Sth
Waste Minimization /Recycling /Cleanup Plan
The Newport Beach Film Festival offices maintain separate recycling
bins for paper, plastic, bottles, and cans throughout the year. We are
working on a comprehensive plan to integrate recycling and waste
management into the entire festival. Currently the festival provides
cleanup crews at each event with the goal of leaving all areas in as
pristine a condition as they were found, if not more so.
s5
RECEIVED BY
CITY OF NEWPORT
Section One — Event Summary and Applicant Information
I Name of Event
The OC Marathon and Half Marathon
i
Date(s) of Event �� - -�— --- - - - -�— - - - - --
05/01 /2011
Time(s) of Event
6:30am Start Time; set up in Newport Beach will begin at midnight on 5,11/2011
Locations) or Venues) of _E_ v__ent
Start line erected on Newport Center Drive, adjacent to Fashion Island & thru NB streets
Is or will this be an YES NO
annual event? 0 Q
i
Type of Event - speciainterest.. commercial, sports, cultural /arts, social, etc.
sports - distance running event
----- - -- - -- —
Is there a charge or YES ', NO
fee for the event?
-- - - - -_ - -- 1— .__.. -- - -- - O - — --
Describe what. if any.. portion of the event is free to the public.
Health & Fitness Expe and Spectator /Cheering Locations are free to the public.
Describe what, if any, portion of the event is charitable fund raising. Please provide the
name of the charity or charities the event supports along with a contact name and phone
number for each charity. What percentage of the proceeds will each charity receive? Please
provide an estimate of what the percentage may be in dollars.
See attached paragraph and spreadsheet for supporting documentation on this question.
of
ponsorship Requested - List:
WA
Are you requesting any roads be closed? If yes, which roads, when & for how long?
See attached 2010 Road Closure document.
Amount of Cash Sponsorship from the City requested and how it will be used Be specific.
$50,000.00 Cash Sponsorship (Gold Level benefits attached) is respectfully requested fro
the City of Newport Beach, The OC Marathon plans to use the funds to begin the 2011
permitting and registration process as well as the recruitment process for participating
schools for the 2011 Kids Run the OC and for the 2011 Charity Partner program.
S&
The OC Marathon Special Event Application
SECTION ONE: Page 4, Supporting Documentation for Charitable Fundraising question.
Describe what, if any, portion of the event is charitable fund raising. Please provide the name of
the charity or charities the event supports along with a contact name and phone number for each
charity. What percentage of the proceeds will each charity receive? Please provide an estimate of
what the percentage may be In dollars.
In 2010, the OC Marathon had 40 Orange County schools that participated in our Kids Run the OC
program. The 10 week Kids Run the OC curriculum /program is written and provided at no charge to our
participating schools in partnership with the Orange County Department of Education. In 2009, the Kids
Run the OC program had 900 student participants from 29 Orange County schools. We grew to 40
schools and 2000 participants in 2010. The participating schools receive training, curriculum and
nutritional challenge program at no fee. A $25.00 fee is charged for entry into Kids Run the OC
culminating final mile event only. The OC Marathon provides scholarship dollars to students unable to
pay the entire entry fee to participate in final mile of the program which is held the Saturday prior to the
OC Marathon and Half Marathon, The Newport-Mesa Unified School District was represented by Harbor
View Elementary, Eastbluff Elementary, College Park Elementary, Killybrooke Elementary, and Sonora
Elementary. Carden Hall, a Newport Beach private school was also a participant in the Kids Run the OC
Program in 2010. The OC Marathon refunds $5.00 of every on line registration fee to the participating
schools choosing to register on line. In addition, in 2010, the OC Marathon, had 21 Charity Partners that
used the event to raise funds for their organization. The OC Marathon incurs all event fees for the
Charity Partners to raise funds via our event. The selection criteria for the OC Marathon Charity Partner
applicant's stipulate that the non- profit must be providing services and /or funding to Orange County
residents. The money raised by the OC Marathon Charity Partners stays here in our community. In
addition to the OC Marathon itself, The Boys and Girls Club of the Harbor Area, The Junior League of
Orange County, CA, SPIN (Serving People in Need), Someone Cares Soup Kitchen and Girls Inc. are
specifically incorporated our host cities of Newport Beach and Costa Mesa. It is a goal of the DC
Marathon to recruit and retain as many participating schools and Charity Partners from the host city
communities. We will continue to strive to increase host city school and charity participation. Number
goals for this participation are included later in the document.
The OC Marathon will payout $6500.00 to local schools for online and spreadsheet registration
incentives.
The OC Marathon provided $1000.00 worth of scholarships for students unable to pay the full $25.00
entry fee into the Kids Run the OC 1 -Mile event on Saturday, May 1, 2010.
The 21 Charity Partners using the OC Marathon for charitable fundraising and their totals raised to date
(over $200,000.00 as of May 9, 2010) are attached as a spreadsheet. The OC Marathon also
incorporated a Heroes program allowing each charity to highlight a hero /champion for their
organization. The OC Marathon provided the story boards and a 10x20 booth at our Expo and hosted a
raffle for any of our Charity Partners that wished to participate. Eleven Charity Partners chose to
R
participate in the Heroes program this year. While only raising $2000.00 on the raffle to split among the
11 charities, the marketing opportunities to the 35,000 people that went through our 2 -day Expo were a
substantial benefit for the Charity Partners. The OC Marathon also provided the opportunity for each
charity to receive a 10x10 booth space at our Health & Fitness Expo at no charge (normally a $1000.00
fee to commercial vendors) to market and sell items to benefit their charity.
W.
2010 Cl aljty PaMom
Name
Anledca Hadot ASSoclatiONAmerlcan Stroke Astlocounctu
Arnelloyo Caurn r S.ety— OC Office
Annals 4AtiG al RPaearah Foundation (ANRF)
Boys an I Grid Club of the Harbor Area
Cancer for College
Cy511ef :lasts Founaahan
Family 1— AuJ lf, Inc.
Ora Oo of Crange County
Hummi +'flans
Huntmgl ,n 's Disease Society Of Amnni
Junlorl- afrua of Orange County CA, Inc,.
Kne'Es d0undithod
Crange' .bury Lacrosse Association
Palhwa,, M Independence Pounda000
Savona: r, 01,mi c Rano4
Serving 'eanle In Need (SPIN)
Someoa Cares Soup Kitchen
Slraighl Talk, IrIC.
the Ore Se County Bar Pourimun.nrSHORTSTOP
Thlnk Iq.terbar
Jn'eu C aebral Pals, or Orange County
Address
PO 80x.6046, 4600 CampuS S;
1940 E;. Deere Ave. Ste. 100
200 Oceangalc. Sude 830
2131 Tustin Avenue
1345 Specialty Drive, Suite
2150 Towne Center PL, Ste, 120
4 IWOlaN ClOde
1015 Anahe'n Ave.
P O. Roe 53745
PO Rax 6334
5140 Campus OOve
1747 Unnatural Way
PO Be. 52602
P.O. Box 43
26895 Alrso Craek Road
151 Kalmna N -2
P.O. Box 11287.720 West Ifill Si
5712 Camp Street
313 N (Lich SL, 2nd Flooe
2100 E Founn SI., Ste.200
980 Raosevell Suite 100
city
Irvine
Santa Ana
L ong Beam
Costa Mesa
Vista
Anaheim
Laden Rands
Costa Mesa
PA's
MO£
Newpnd Reach
Anahelm
Irvine
.O5 A$3mltOs
AfeinVitlo
Costa Mesa
Costa M.O.
Cypress
Santa Ana
Santa Ana
'vine
State
Zle
CEOIED Name
Contact Namo
CA
92617
Kelly Grose
Mousse Fanuno
CA
92705
Job Bond
CA
311602
Helam, Belrsle
Derek Defrale
CA
92627
Dan Monahan
Nlcole DOLoacn
CA
92081
Craig Pollard
Dan McNamee
CA
92806
Helen Johasan
Gary Graen
CA
Seth Sherwood
CA
92627
Lucy Santana
Credo AZOVedo
CA
92630
Vivian Clecak
Darla C3sen
CA
92616
Louise Vettar
Natalie Corponler
CA
926W
Kathryn Grant
Mary Ann Del (ante
GA
92605
Laurie KOWS
CA
92619
Lonny Blank
L'amben Forman
CA
02845
David Bishop
Ilona Coo.
CA
92656
Jnn Sachen
CA
82626
Joan Wngenar
Kim Frazier
CA
92627
Shannon Sanlos
Karen KOdh
CA
92085
Bruce Robbins
Shelly LUrnmuz
CA
92701
Karun Rues
Nancy Lama
CA
92705
Randy Barth
Nadla Flores
CA
92620
righ, CO9lOS
Grant Dunnin.
Contest Email
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$ 8464;0[1
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5 4,113.01
$ 1,94200
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5 205.989.00
N.
Sundav
May 2, 2010
Event Information
Ilhe QC Marathon has an entire weekend full of
events for people of all ages. ;Marathon. half mara.
Thou. jK and Kids Run the O(:, we have an event
liar everyone in the family- hor more information
please visit our w'ehsite at _
E %fie
A 2 -dary Health, Fitness and Nutrition Expo will he
held W the C)C' Fair & Event Center Building 10.
The expo is Gee of chmrgc and open tit the public.
('come enjoy the samples. entertainment and in fiir-
nation on food and nutrition. -1 lie Lxpo will he
open on Friday. ,April 30" from 12:00 I'M to ?:(It)
PNI, and Saturday- Mac I" Gorn g:DO A M to 6:(T0
P.M. For more information please visit our' wchsito
Road Qosures
The Marathon and I1ah'Marathon take place in the
cities of Nev, port Beach. Costa .Mesa. Irvine- and
5ama Ana. Rood closures will take place from 6:00
AM to 2:00 PM. Visit our website
for spcciilc details. Please
plan ahead for Sunday. Mnr 2". as sou might ex-
perience traffic delays.
Volunteers /Spectators
T %v invite ""on lo. join its at The expo and on race day
To volumeer,it cheer on the 12.0001 participants on
as they race n.) the finish line. For more information
on the event and volunteering- please visit our web-
site .rile a!
For more information pleas; visit us at
w wwocmarathon.com or call (949)222-33-17
W' B- West Round'Frafln SBRSou]h Bdnnd'I'nafftr Both =Bnlh sides M` Traffic IB havl]round Tatar, NB NtwllIsamr(afhc�-
Tire about, "'im inn Lane, are ca]culawd on the last runner pawng that locauon The ocouil revpenme nr vehlCle rra0m mm r LIUVa an addowaal 1,
to 20 anodes to removebatneades and aunts.
East Coast Highmav will be do. ro I- Ianeon both dovmtons kom Da, cr Ur m Baysde Dr floor I D.ta pm SnutrdaV, M: y Lo Ihomgh'_ onpm Sunda..
Mav 2, 71)10
tall bound ua ff e on cast Coast I lighwav will be closed at Irvine I errece to Narcissus Ave Twat 6'110 AM to 7 Se ANT
West bound unl'lic on Fast Corot litghtaap will be closed from MacArthur Blvd he Jaml Rd tiom 6 a AM To G S3 AAA
Bu]bna Island Bndae will be closed at lanborez Rd and Bgvside Dr limn 1, 1111 AM to 7 4_` ,1M
In'Ine.A, e closed form Monte vista A.ve to Anim ersary Ln. From f, h6 ANT to In (10 AM Bn yo] St closed at Smart Ana Ave from t, W ANI to 16 15 Aill
OC Marathon Street Closures
'4tteet
Direction
Prank
to
Closed
Ncwporl Center Dr
Both
fashron ].,hind
cast Coast 11,%s
n -8 20 AM
East(,lat Flo,
WB
MacArthur Blvd
talnborec Ad
0- 0 '5sAM
Lank C r a+t Nu -?_
EB
Jamboree Rd
Narcissus AV,
1+7 10 AM
Narcissus Ave
Both
Host Coast Ilw}
ocean Bled
p -s no AM
()cut, Blvd
Both
Narcesus Avc
GuldenrwJ Ave
0- 8x(10AM
Goldena.d Ave
Both
Ocean Blvd
Scavtew Way
6-8'00 AM
Seavrow Wav
It
Goldenrod Ave
NI arpueruc Ave
(,-fi 06 AM
Metgucntc Ave
Both
Seaview Ave
Bayside Ili
6-9 TO AM
B4,,ideDr
FB
Nlareuerile Ave
H Vasco Di
6 -8.15 ,AM
Moyne Dr
F
I 'aseoDr
Janiborne Rd
ti- scIsA,M
Jamboree a PIT, side Dr
Both
Manna Avc
,hrmburee ltd
5.7 -4s ANT
Bud -side D,
FB
Jamhorec Rd
Last Coast H,vp
0-8 30 AM
North Bm=slde Dr
Both
host C.Im H,v,v
NovvJawrl Danes
l.9 On AM
Back Bay Dr
Both
Fish @ Gamc Fm ance
fiaslbluff Dr
(,-') 30 AM
Bastbhnf Dr
W B
Back Bus Dr
lam bores Rd
o-Q 30 ANJ
(tmvarsity Dr
WR
hvine A,,
Sant., Anu Avc
( 10 W AM
Santa Ana Ave
SB
I Imecrsnv Dr
Mesa Dt
n -10 -00 ANA
NcwponBlvd
N13
DOMor
Mosr.D,
6-1000AM
?aePmon Bivd
SB
BrislofTa
I - in, D,
—I000AM
Fair Dr ex f loom 55
SB
5s Costa NIc3a Fnw
I air Dr
6-111 uu AM
Mesa Dr
WB
`onto Ana Ave
OC fair &. Event Cenici
6- D000AM
Sonar Ana Ave
SIT
Mesa Dr
1 -I"mol Si
b- I() ANT
Red Bill Ave
$B
Fins`lal St
Baker St
n. n
I 3V .4M
Red Hill Ave
SB
Baker St
Niam SI
,.I I I> AM
N1am St
FB
Red ]rill Ave
Sunllrnver Avc
1 I 5 AM
Swu mmet Ave
EB
Maur St
Bneol st
h -I I I M AM
Ave o1 the Aae
Beth
Sunao,ver Are
Anon Blvd
G. 12'00 PM
Bcnr St
NB
South Co.,i Dr
S1, ..1 v rstmm Ave
6 -12.Or) P \A
Scicr.vom AV,
113
Bear St
I"T...... St
6 -1230 PM
Segerstrom Ave
EB
Fairvfes, St
Honor Blvd
a. 12 20 I'M
Scianwooh Ave
fB
HarborBlvd
Santa Ana R, ct ],,It
o- 122bPAT
Placentia Ave
Both
I ' ancla I figh School
1 1110e Dr
-1 40 PNI
Oriole Dr
En
Placentia Avc
Caro,' Dr
6- 1,
-anart -Ile
SB
Ono]e DI
- Imaager Ch
, -I aO I'M
Tanager Dr
I fl
Canary Dr
(TolF(, ou" Dr
n -1 a(1 PNI
I unagcr IN
N3
(ioICC'ouno Dr
Harbor Blvd
G -1 10 PNI
Harbor Blvd
Both
Mesa Verde Dr hint
Fwr, Dr
.)- i 41,J'M
Nlemmnc lPoy
EB
I-kchol'Blvd
oC care & Event Centel
5-? on PM
W' B- West Round'Frafln SBRSou]h Bdnnd'I'nafftr Both =Bnlh sides M` Traffic IB havl]round Tatar, NB NtwllIsamr(afhc�-
Tire about, "'im inn Lane, are ca]culawd on the last runner pawng that locauon The ocouil revpenme nr vehlCle rra0m mm r LIUVa an addowaal 1,
to 20 anodes to removebatneades and aunts.
East Coast Highmav will be do. ro I- Ianeon both dovmtons kom Da, cr Ur m Baysde Dr floor I D.ta pm SnutrdaV, M: y Lo Ihomgh'_ onpm Sunda..
Mav 2, 71)10
tall bound ua ff e on cast Coast I lighwav will be closed at Irvine I errece to Narcissus Ave Twat 6'110 AM to 7 Se ANT
West bound unl'lic on Fast Corot litghtaap will be closed from MacArthur Blvd he Jaml Rd tiom 6 a AM To G S3 AAA
Bu]bna Island Bndae will be closed at lanborez Rd and Bgvside Dr limn 1, 1111 AM to 7 4_` ,1M
In'Ine.A, e closed form Monte vista A.ve to Anim ersary Ln. From f, h6 ANT to In (10 AM Bn yo] St closed at Smart Ana Ave from t, W ANI to 16 15 Aill
Name of Applicant Organization
The OC Marathon
uesenpuon of Applicant Urganization - type of entity (attach proof of non- protit bol (c) 3
status if applicable), purpose, and history.
In 2003, the OC Marathon was established as a nonprofit organization by a group of local
community volunteers and civic leaders. The OC Marathon is dedicated to serving our local
youth and to improving nutrition and physical fitness in our community. Our services are
offered to Orange County residents with the mission of preventing obesity and promoting the
health benefits of physical fitness and sound nutrition. Our Board of Directors includes
Orange County's most respected community volunteers. We are committed to providing our
programs on a long -term basis and have long range financial plans to see us through the
downturns in our economy. The OC Marathon is proud to join with our community partners in
offering youth services that build self- esteem, encourage healthy lifestyles, and provide safe
after school environments for children to develop and grown. We are also committed to
supporting local Orange County charities that provide services /programs to OC residents.
Does the Applicant hold intellectual property rights to the event? If not, who
Yes, the applicant holds the intellectual property rights to the event,
Name of Contact and Contact Information for the Purpose of this Application.
Gary Kutscher, Race Director
Address - - - - - —
4500 Campus Drive, Suite 570, Newport Beach, CA 92660
(949) 222 -0456
(714) 330 -8048
(949) 258 -5810
gary @ocmarathon.com
Is there a contract YES NO
with an event
organizer?
Best times and ways to reach contact person.
!gam - 2pm, Mobile
'Anytime, Email
List Prior Event Experience of both the Applicant and the Event Organizer.
The OC Marathon Board of Directors has owned and operated the OC Marathon for the past
6 years. The OC Marathon promotes, markets, solicits cash and in kind sponsorship dollars,
develops budgets, manages registration and participant inquiries /customer service, recruits,
trains and manages the Kids Run the OC participating schools in partnership with the Orange
County Department of Education, and solicits and manages all Charity Partners. The OC
Marathon also manages and provides oversight for the contractual obligations with the Event
Organizer (ICR) who handles race day operations. Led by Olympic Gold Medalist Bob
Seagren, International City Racing, Inc. (ICR) specializes exclusively in the development,
management and implementation of endurance, health and fitness events. In addition to
hosting their signature event, the Long Beach International City Racing Marathon. they also
'I operate the OC Marathon, LA Half Marathon, Dana Point Turkey Trot and Pacific Open
i Water Swim.
If the Applicant conducts a similar event in ther cities or if the event has been held in
Newport Beach previous ly, describe any di fficulties you 've encountered and what
adjustments you've made to improve the event.
The event has been held for 6 years, always starting and having some portion of the event in
the City of Newport Beach, increasing that mileage to nearly half in 2009 (see below for more
details). Since the course re- design in 2009, the use of the Back Bay Estuary (permitted by
the Department of Fish & Game) has been sensitive and problematic. We have already
begun conversations and the permitting process with the Department of Fish & Game for the
2011 event which in the past we have started much later in hopes of a more positive
response from and relationship w/ them in 2011. The road closure inconveniences for the
City of Newport Beach residents do elicit some feedback to our offices. The resident
notification and door hanger process we've employed in 2009 and 2010 and the alternatives
for "locked in" residents for overnight parking seemed to decrease those complaints in 2010;
they were largely inquiries in 2010 on how to get in /get out, what the exact closures were.
Provide previous locations of event, including reasons for leaving, if applicable.
The event has always started and had some part of the route located in Newport Beach since
our first running in December 2004. Due to another event in Irvine on the first Sunday in May,
in 2009 we adjusted the course to start and remain in Newport Beach for a longer distance
(most of the first half of the marathon) and proceed into Costa Mesa and Santa Ana (touching
briefly on county and City of Irvine property) for the second half and finish of both races. This
adjustment has proved to be beneficial from a both a business and participant experience
perspective.
6a
Section Two — Benefit Statement
Description of How the Event Meets the Crty Criteria - Maximum two pages.
Using the space below (and one additional page if neededi, provide a narrative explaining
how the event fulfills the City's twelve evaluation criteria for support listed at the introduction
to this application.
The OC Marathon. in it's sixth year, enjoyed record growth with over 8.000 runners lining up
for the start at Newport Beach's world -class premier retail center, Fashion Island After
I inspirational words by Newport Beach's Mayor Curry, these 8000 runners and walkers. many
from outside the state, enjoyed much of what makes Newport Beach, a truly unforgettable
destination. Through Corona del Mar and the natural beauty of the bluffs overlooking the
ocean as well as the enjoyment of running down Bayside Drive with views of the bay.. the
runners enjoy an unparalleled course. With over 11 miles of the course taking place in
Newport Beach or the Upper Newport Bay, the runners doing the half - marathon spend over
85% of their time in Newport Beach.
The OC Marathon is a not- for - profit organization whose primary mission is to promote the
physical benefits of health. fitness, and nutrition and to create and implement obesity
prevention programs for children throughout Orange County. We fulfill the goals of our
mission by producing a world -class running event, The OC Marathon, on an annual basis
and through our event in 2010, we enabled over 20 charities to raise funds for their own
charities and missions.
The success of the OC Marathon is due in large part to the continued and collaborative
partnership of Newport Beach, where so many of it's residents and elected officials have
worked towards it's success, We are also proud to have two of our three host hotels in
Newport Beach, where a preliminary report shows a complete selling of our allotted block
and more than doubling of room nights for the 2010 event over 2009. In addition, we expect
to utilize numerous other Newport Beach based companies in our production of the 2011
event.
A continued partnership with the OC Marathon as a Gold Sponsor. provides Newport Beach
exposure in our year -long Marketing and Public Relations campaign with a goal to showcase
the OC Marathon and Newport beach as a world - class, destination marathon
In order to better showcase the positive economic Impact of our event on the City of Newport
Beach, we commissioned a survey for an Independent Economic Impact Study. A recent
study for an event of similar size shows that the event generated over $21 million for the
regional economies through direct and indirect spending. The results of our study on the
recently completed, May 2. 2010 event, will be available in sixty days.
63
Section Three —Event Descrt�tion and Attachments
_- Event _ _. _ The application is not complete and will not be reviewed unless requested documents are
attached.
Description of the Event – Maximum of one page.
A basic description of your event, including the objectives and history of the event. and if
there is a special theme or focus of the event
Business Plan for the Event – Maximum two pages.
Include 1) Event goals, objectives and strategies.
2) Planning, preparation event schedules with milestones_ and_ time_ frames.
j Budget for the Event – Maximum two pages.
i Include 1) Projected budget.
2) Detailed budget with cash flows, profit & loss forecasts.
3) A list of confirmed and potential sponsors, both financial and in -kind with
dollars confirmed and requested. i,"K<RoWp -k @ Wth
i Marketing and Promotion Plan for the Event — Maximum three pages.
Include 1) Target Markets.
2) Marketing Objectives.
3) Marketing strategies including advertising /PR activity and timelines.
4) Who is responsible for the marketing and promotion plan?
5) Do they have experience in either events /marketing /PR? If yes, summarize
that experience?
_ 6) Itemized marketing and promotions plan, budget.
1
Sponsorship Proposal Package.
Please attach a description of the specific benefits_ being offered to Newport Beach.
___�
Economic Impact Potential.
Do you have any existing economic impact data such as a commissioned economic impact
report for this event? If yes, please attach the latest data along with who collated the data.
Whether you have a previous report or not. please use your best estimate to complete the
boxes regarding attendance and lodging provided below, fin mdepeYN01et %4- eCotnotmib
nlw4 skud r has bea ^, c ��h'1r _ v+eod �y z C✓ Uaraoon_ +0 w�_ Wd -der
m2��v d a q a i vt"�s. F2esv lbw r I s �� I oLbLO u.�._�cG, woos .
—�
Attendance. (Please do not exaggerate.)
j Number of People Expected I
NB I us F reign
` _
I Residents Residents I Visitors
Parkicipants /Hosts /Competitors /bAembersT
of Applicant Organization _
195 11,950 50
Spectators /Attendees / Audience/Ticket
Buyers /Diners
795 7,995 5
Volunteers/Workers /Vendors
500 2,500 0
- - -
Totals
- - r - -- --
1 2,490 22,445 55
Entry Fees
j Adult
Child
Other
Participant
$75.00
$25.00
$0.00
Spectators
$0.00
$0.00
$0.00
Totals
- -, $75.00
$100.00
_._._ _
X0.00
n
64
SECTION THREE: Event Description and Business Plan'
The OC Maratnoe is an orcarnization whose r imar; minion Is to create and =mplement obesity prevention
programs that promote better fitness and Unritior, habits arnong children. Our objectives as an organization
Include the following:
> Provide a world -class running event that gives Orange County a sense of pride and unity
c Offer fitness and nutrition programs to Orange County schools through the Kids Run the OC 'Training
Program culminating with a 1 -mile Kids Run the OC event race weekend
i Produce the OC Marathon on an annual basis to allow local Orange County Charities to raise funds for their
respective organizations by participation in our event
k Production which fuels the Orange Country economy
r Increase collaboration among local health and fitness services, schools, community agencies, and Orange
County residents
The OC Marathon is a 50L(c)3 nonprofit agency that was established in 2003 by a group of local community
volunteers and civic leaders. We are proud to provide an annual running event for our local community and are
striving to be recognized as a national destination marathon and half marathon in the near future. Since our
inaugural marathon, we have received enthusiastic praise from participants, volunteers, and community
partners. Participants in the OC Marathon range from the elite athletes to the Orange County elementary and
middle school student participating in the Kids Run the OC program. In 2010 nearly 13.000 adults and children
participated in our sixth annual marathon, half marathon, Sk and Kids Run the OC, with over 25,000 spectators
and volunteers joining to cheer them as they raced.
Having completed six strong years as an organization, we are busy expanding our program services arid
strengthening our community partnerships. In ou!' first year, Kids Run the OC served 400 youth. We are proud
to report that in 2010, we successfully expanded our program to serve 2,000 youth from 41 different
elementary and middle schools throughout Orange County, We have also developed an important partnership
with the Orange County Department of Education, which has endorsed Kids Run the OC and recommended
that schools utilize it as a necessary component for health -based curriculums. We have expanded our Charity
Partner program to 21 Charity Partners providing dollars, programs and services to our local community. We
have provided a scenic, challenging sporting event for local running enthusiasts to compete in and enjoy that
promotes a healthy and fit lifestyle. We enjoyed record participation numbers in 2010 and attribute that largely
to the fantastic course we've been able to secure within our host cities of Newport Beach and Costa Mesa. We
expect those numbers to continue to grow as we go forward, eventually reaching sell -out numbers in all our
events.
The Kids Ron the OC Training Program is a comprehensive, 10 -week, after - school fitness and nutrition program
for elementary and middle school children. With the goai of preventing the onset of childhood obesity, Kids
Run the OC works with youth to foster self- esteem, provide goal- directed after - school activities, and promote
daily physical activity... all while having fun! Services are held after school on elementary school campuses twice
each week for one hour. During this time, Kids Run the OC engages youth in running, stretching, and other
athletic games which help promote physical fitness. Our program also integrates homework exercises which
focus on behavior modification regarding nutriti0n and other health topics, so that kids receive a comprehensive
approach to building healthy lifestyles through physical activity and good eating habits. Over the course of our
ten -week program, students run the equivalent of 25.2 miles and are ready to finish their own marathon by
competing in the one -mile Kids Run the OC the day prig to the OC Marathon and Half Marathon.
i
The OC Marathon would like the Kids Run the OC Training Program to be accessible to all Orange County
students regardless of the school's or family's economic circumstances. In 2011 we hope to see the program
grow to 50 participating schools and 3,000 students, increasing the program by 1,000 students and 20 schools
per year until we reach a program goal of 10,000 participants, The OC Marathon will target and hopes to secure
participation of all Newport mesa Unified schools in 2011.
The OC Marathon has developed a Charity Partner program in which 21 local charities participated in 2010.
Through their partnership and participation, these charities will raise 5250,000 in charitable funds to provide
much needed programs and services in the Orange County comnnuiity. The OC Marathon hopes to grow our
Charity Partner program to 25 charities in 2011, 30 in 2012 and 40 by 2015 and beyond. All OC Marathon
Charity Partners cust provide programs and funding in the Orange County community to Orange County
residents. Money raised locally, stays locally. 'These charities provide a significant number of the multitude of
volunteers required race weekend to put on the event, providing course marshal2, water station and other key
volunteer staffing needs, Our goal is to reach 40 Charity Partners by 2015 raising 51,000,000.00 annually for
programs and services that benefit the Orange County community.
The OC Marathon has developed a scenic, fun, competitive course for local running enthusiasts to enjoy. Our
record participation numbers in 2009 and 2010 can be attributed to the scenic course and the outstanding
community partnership we've developed with our host city Newport Beach. In 2011 we anticipate 10,000
participants in the Full and Half Marathon Events, with an additional 2,000 in our SK for a total of 12,000
participants, Growth rates in the industry track at about 10% a year, so for years 2012 and beyond, we expect
an overall growth of 1000 -1500 participants per year, hitting our maximum goal of 20,000 in the Full and Half
Marathons in 2017,
Major milestones relating to the City of Newport Beach include the following:
June 2010: Debrief meeting for May 2, 2010 Event
November 2010: Submit City of Newport Beach Permit Application
Submit Preliminary Newport Beach Traffic Plan
December 2010: Finalize required submissions for Additional Insured for City of Newport Beach and
related entities.
January 2011: Medical Plan Submitted to City of Newport Beach
Volunteer Plan Submitted to City of Newport Beach
February 2011 Approval of Medical Plan and Volunteer Plan by City of Newport Beach
Approval of Final Plot Plans and Traffic Notification Plans by City of Newport Beads
March /April 2011: Meet Resident & Church Notification Schedule as specified by City of Newport Beach
All Cities Meetings (end of March)
Oldl, -y occurreflExp....
REVENUE
GRANTINCOME
4000 - Grants
Total GRAN] INCOME
EXPO
4100 - Expo South
Ticuid E XPO
ADVERTISING REVENUE
4200 Goodie Sails
Total AOVERT15ING REVENUE
SPONSORSHIP
4400 Steam."
Total SPONSORSHIP
RACE REGISTRATION FEES
4702 Suporfor tak Superpass
4701 Sopoduf 61: August 2009
4700 Super Fair fik July 2009
4514 Carbo Load Oinuer
4600 , Kid's Run (260000261
4512 SK-RunlWall, (2000"33)
4511 Hall Marathon (80110@70)
4510 Marathon (2000,6190)
4590 - R.,puiralm. Fens
Total RACE REGISTRATION FEES
OTHERINCOME
4800 OC Beatil, Noun... Training Peas
Ultimate VIP Package 100979
4810BdghlroumPhatas
4320 Commission -Brand Sale.
4830 Fmish Lie. Valuer
4840 Hotel Calumniated
7010 Interest locome.
Ticket OTHER INCOME
DONATION INCOME
4900 D.r.ficilis
Page I
09-10 budget only
Al 2910r4fl Kfqs 2010/2011 Marathon 201412011 X Fair," 2010 -. Total
Burger Budget
Budget Budget Budget
� It
YS Q 00 1 fi(,. OWN. I P!,jOcl c",
i�ll �il 1 00 1 L6
Page t of 6
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i All 01V ILII
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Page t of 6
M. 1{
Page 2
09 -10 budget only
AdrRarl -20I 011
K31s 21110 $0111
h4aralhon 201012011
OC Fair SK 210107
Total, _
Budget
Budget
Budget
Budget
Budget
Total DONATION INCOME
900
,f At
Total REVENUE
117,900 0f'
i.T95.P00 qV
1100
111!.f 4(10 111,
tat Income
1 i +'p)fl'.kt
i Dg5 tW)0.00
!i 00
600D - ADMINISTRATIVE EXPENSES
6040 Board expense- lueehngs
511(1 (III
11011If0
6220 - Loon Interest
%00
6070- Depreciabcm
S.E(kid?
Page 3 0.1 -10 btdqut only
01
Adinan,2UM2011
''Kitt 2Qf012011
Mautinon 201W2011
-IOC Fair SK410,
Tow,
Budget
Budget
Budget
Budget
Butagol
Burochures(Ads
U00 uO
Eqvjpment
Planet RShirts
f, I
Fl"re
"ittl I
Medals
Timing
i"00IIJ I,
lam tffl
Total 7300 PROGRAM MATERIALS
21 Il' tl (XI
L;il)u DD
iota) 7000 KIDS TRAINING PROGRAMIRACE
/I 0r:
area RACE GENERAL EXPENSES
VIP Reception
Sponsor Gin
1$0(1.00
VIP Passes
000
VIP Tent
250 i10
g!yu DO
VIP Reception_ Ott....
4 5()�I W)
4 SOn ll)
Total VIP Reception
7 t
ADVERTISING
Graphic Dclsgn
Ill 0015 ilu
I I% 111.) 9))
Magazine Ads
In
atl !1111119
Newspaper Ads
,,,l J I' kill
4 1*11 (t)
Webturta, Marketing
w
("I
Total ADVERTISING
lS.pitr 11
CONSULTANTS
Il Ran Ovinor
7 "itrtii INI
In bl�,
Erucc.hee Adearrintrat.r (WTP)
'10" 1"
1 H 0 ()
Fund D".1cphaterit Commission
5.000 PP
6.C?(! Up
PR Constituents,
I*
e 00 Oil
Race OpirethI Tell
)IJ
I li `J0 I)II
Health as Raises Expo Urector
im
i`.,f ill) Ofk
OC Beach Runners Training
I.; foo I0Q
= 1 f0t, I'l
Other Consultants
I I'lIX, illl
i 1 11 )110 1
Total CONSULTANTS
10I I Irl
A0 '110 ill
l i "I'll lit
MARKETINGIPRONIcTION
Postage and Delivery
5.00(I Ii,
3,F11111 [ID
DistriburflorratGoorne Sags
fl-lint) 00
j 1 100.00
Tnre.i
1j100 00
00
Other liace.lExprrs
1 J00 (10
'15.009.0(1
Booth Production
1.09C ffi
DL,00
Ph.t.,eph,JVI,I..
ill
I'll
Merablumthip.
I"A'al NI
NN) Ill,
pronaction
L.vIIL Ofl
;.m.ilri jr,
Total MARKETINWPROMOTION
Ui
Page 3 of 6
PRINTING & PUBLICATIONS -RACE
01
BrochureiPostcard Printing
Letterhaad/Latiels /Bus Cards
Posters
Runners Info Guide
Sponsor Proposals /Guides
So-ardship R2port
Traffic Notification
Total PRINTING & PUBLICATIONS -RACE
Total BODO, RACE - GENERAL EXPENSES
RACE DAY EXPENSES
ADMINISTRATIVE EXPENSES
Sales riues
Plans for now course
Crouse Measurement
Race brsurenca
License & Permtls
Total ADMINISTRATIVE EXPENSES
AWARDS & MEDALS
Cash
Madals
T coal AWARDS & MEDALS
SIGNSIBANNERS
Finish Line Banners
Total SIGNSIBANNERS
COURSE EQUIPMENT
Clrxks
Traffic Equipment
Walkte Talkies
COURSE EQUIPMENT - Other
Taal COURSE EQUIPMENT
EXPO RENTAL.
Balloons
cash Registers
EtectricatITelephmne
Locntion
Pipe e. Drape
Total EXPO RENTAL
FINISH LINE FESTIVAL
Ultimate VIP msts-bus, VIP tent food etc
Page 4 09- 10 budget only
_A1'1ff ZO100,11
KW5201W.011
Marathon 201012011
CC; Fafr 5K2010 Tool
Budget
Budget
Budget
Budget Budget
1 #i,(A =ItAU
It, 0010i I'll
-,00 nl
5PR0:_i
Soil �fi
Sni!aln
sung an
"(10111r)
tlli'.U7
1110 1111
+$0 Ir!
�e,onp.oa
,(.rum o0
J0,3fi017f7
30,350 tilt
I.- 001101!1
xIR, +,O(V OC
425 1110 r1,1
1.110
115A001]L
tA011 010
3,n1]Q09
4 vlPf- 00
4A.00:0(1
81540AW
L m00 An
.I ±0000
x1.101, LID
00200
1g0rlOfln
40,000 Oh
SO.o00.OfJ
300110 Ja
50 000 (1
a,aor, oo
a,(aunu
S,OOn 011
fl, W U On
eA(ot rl
140.0Uf,Ill)
160 (11)0.110
11900.00
1.60(.00
9nrl
ft,
jlfr
oo
50r) 011
2fi.iloa00
zn.ann rn!
7,W0,00
;son,❑(
Icahn
._Lea, Or
<.OUC1 011
4 000.011 Page 4 of 6
Page 5 09-10 budget only
Admtkl , Kids 201WZOI T
Marathon 261.WO11 ,OC fair 5K 2010
TOW
Budget Budget
Budget Budget
Budget
Tents. Linens & table,
10. GOO .00
10pU0 oo
AnnouncerlStage
if fril tl.VO
3,000 6L
Port-A- POttias
2LAUll 00
20.Cgfl.On
Entertainment
_OPnlin
lu!U 017
SoundlGenervtors
70001?i1
Total FINISH LINE PB STWAL
4r uul= 11
.I p,0,10UO
MEDICAL SUPPLIES
MSMI
AmbNnoce Conpanv
pig 1100
11,00D f�j
Ftre personnal
Ia.nrx.nn
I»,uouao
Supplies
1,1700 f!n
1,0110.00
Total MEDICAL SUPPLIES
'jW000.00
iin Llfiu O0
PARKING
No Parking posting
;i Oa
Parking
7,6011 M,
1100,00
PARKING - Otber
Ei.00
Total PARKING
21d0i7' ?C
!;0900
PARTICIPANT EXPENSE
Goodin Bag Stuffing
'.i Of, q0
„lq0 CrOI
Cups & wale,
o eo
Food
I Uflp 110
Ii,D4Rnil
Bibs. misc
700 N,
I OW JO
n, 7011.0!1
Total PARTICIPANT EXPENSE
i3.f00,tlp
Lt,oL�S7.tl�i
SECURITYIPOLICE.
Private Securlty
3.UplipO
000 011
Costa Mesa
10,500J?L
10,!10000
CHP
Irvine
g:p0(1.)
91111!1
Newport Beach
il "rOOO.4: '
.15.0iO.OJ
Same Ana
p(T,ieR1Lp
?t, 000 00
Total SECURITYWOLICE
+43.9110110
1 :4.901 h0
T- SHIRTS
112 Mazathon
10.000.00
5e000 On
59 She" Sleeved (1000)
6.000 Dtl
Ai 000 00
Full Marathon
10,000 r,
Ig00000
Jacket incentive
0.1)0
r1 Of
volunteer
J.^,00 .u(1
:1,500 u:I
T- SHIRTS- Othnr
0.00
Total T- SHIRTS
dii.;J!IPJIL1
ag. pOU OU
TIMING
Tinlgg
3o,ODD LO
,. ,G 0 e4)
Total TIMING
35, {t0Q 00
35.000.011 Page 5 of 6
Admin 201%H1i 7
Budyal
TRUCKS /BUSES
Flat Bed T,..k*
Shullle Buses
total !RUCKS /BUSES
Total RACE. DAY EXPENSES
� "I Ekpense 126 „97,00
Nei (,, !:nary Incmne (LCc,
,:loco; : cl.p9
Page ti
:Kids 201012011
Budget
MaraShDn 207!7!2011 ;OC Falr SK201U
Budget Budget
LOW) 00
9 01)0 Of,
!]117(1.00
u inA0I1 t0
Jti, ",pU
CIO 026'!'01) Of) 0,100
81.f,Y:f1.t;0 69AW 0,f PAD
yi f!90 .(Ai 594 J: nLPd
719 -10 budge! (IniY
Towl
Budget
b.G00,CO
0.000 60
I UOU.40
=:n u1¢oo
I, I g? UfiO.IJD
1350 W)
:.0 00
page 6 of G
OC Marathon Marketing & Public Relations Campaign Overview
The OC Marathon has established an exciting spectator sporting event on behalf of over three million residents of
Orange County in the second largest running market in the nation. The OC Marathon has an extensive 12 -month Media
Advertising & Public Relations campaign. The marketing and public relations team has positioned The OC Marathon as a
world class event, showcasing the natural beauty and diversity of Orange County while providing a fast and scenic race
to support Orange County schools and charities. The total number of impressions expected from the comprehensive
marketing and publicity campaign is over thirty million. This consists of approximately ten million impressions from
public relations and the media marketing campaign. These numbers are based on historical data, but with recent
sponsorship agreements and media outlets, we expect to exceed that in 2011. The value of "these campaigns is well over
$500,000.00. The defining characteristics of the OC Marathon and Half Marathon experience are:
A world -class running event that gives Orange County a sense of pride and unity
Programs in partnership with the Orange County Department of Education benefitting 40 Orange County schools
and 2000 Orange County students
21 Charity Partners who us the OC Marathon as a special event fundraising mechanism
Production, tourism and city revenues which fuels the local Orange County economy
In addition, it is meaningful from a marketing perspective to note that Marathon and Half Marathon participants
represent a powerful demographic, with 50% earning from $100,000 to $250,000 in yearly household income. A
significant number of marathon participants will travel to Orange County for the event and want to experience "the OC
which includes world -class shopping. Females now represent 58% of OC Marathon and Half Marathon participants.
SUMMARY OF 2010 MARKETING AND PR CAMPAIGNS IS BELOW, ASSUME TO BE LARGELY SIMILAR IN 2011. RESPONSIBLE
AGENCY FOR THESE CAMPAIGNS FOR 2011 HAS YET TO BE DETERMINED, WE WILL NOTIFY CITY OFFICIALS WHEN DETERMINED.
ITEMIZED BUDGET IS STILL TO BE DETERMINED DUE TO PENDING ECONOMIC IMPACT STUDY RESULTS AS WELL AS 2010
PARTICIPANT DEMOGRAPHICS ANALYSIS THAT NEEDS TO BE DONE. WE WILL FORWARD TO CITY OFFICIALS UPON COMPLETION
AS WELL.
2010 OFFICIAL BROADCAST SPONSORS
Radio Disney
92.7 Jill FM
100.3 FM The Sound
93.1 Jack FM Radio
97.1 Amp FM Radio
2010 OFFICIAL PRINT & ONLINE SPONSOR - Gold Level Media Sponsor (Media Valne: 550,000)
LA Times Newspaper
Times Community Newspapers— Daily Pilot, Laguna beach Coastline Pilot, Huntington Beach independent
MEDIA CAMPAIGN OVERVIEW FOR 2011
Newspaper & Periodical — Print & online
,OC Metro & OC Fam.!!y Magazine
- Orange Coast Magazine
OC Weekly
13
- Nemport Beach h/laganne
INDUSTRY MEDIA CAMPAIGN OVERVIEW
industry Periodical
- Fitness Pl, s
LA Sports & Fl tneis
Nat =or si ScOrtc tie rx ;Compiatitor Ivtagezinesi
Race p18Ce
Running Tunes
Ab`ity Iviagazine
R'Irner's World Listing
ELECTRONIC MEDIA CAMPAIGN
INTERACTIVE WEBSITE: www,VCMarethon.ccun
- Website Refresh
- En-ail Mlrkf tl ng C mfnunication -OC Marathon & Pali Newsfette °r Crn5s Promoi .m.; with Surf C;ty& Long Beach Marathons
Strategic E -Blast Carnpaigris - Active.cmn, Constant Cortacl, Marathon Guide, etc.
- Social Media Marketing Campaign - Facebook & Twitter
Targeted Google AdWord Campaign
- Google Anaryuea package to support Search Engine Optimization
- Calendar ;istings on all funning event websites lie Marathon Guide, Running USA, Runner's World, Active.com, etc;
DISPLAY ADVERTISING
Outdoor Advertising - Posters
- Orange County
MARKETING COLLATERAL
OC Marathon Brochure
Drops in mail
Distribution at Running Events, Health & Fitness Expos
Display Specially Shops
OC MARATHON RUNNER SPECTATOR GUIDE
- 90,000 copies distributed during April 2011
25,000 copies distributed In Participant Goodie Bags and at Event Expo
- Four Color, Tabloid Sze, Sfick Cover
PUBLIC RELATIONS CAMPAIGN
BROADCAST- Pre Event Publicity
- Television - Pre Event Publicity
- Public Service Announcements (PSA's) - Thirty Second PS.A commercial airing on various local
cable stations upon availability throughout LA /OC Market
Time Warner Cable CNN Local Edition Interviews - Ccn'.cast CNN Headline Segment
KOCE TV Interviews - Pre Vvent Publicity: Race Chairman and CEO
- Radio - Pre Event Ra oio f ntewiews
PRINT -Pte Event Publicity
All Media Outlets Pitched For Editorial Coverage
- Newspaper -Print & Online
-toeal Peri7dcaln -- Magazine
- National Industry Perodicals - Magazine
ONLINE PR- Pre Event PuUllciry
-All Regional and indu;Vy Media OuY.ets Pitched For Editorial Coverage
-
All online calendar of events
I ILIC PCL ^,TIC %'S C16iPAJIN
14
The OCM public relations team conducts extensive media outreach to broadcast, print and online outlets in Los Angeles and Orange
Counties.
Print & Online - Event Day Publicity
All Media Outlets Pitched For Editorial Coverage
Television - Event Day Publicity
In order to encourage day of event coverage from Los Angeles and Orange Couety television stations, the public relations team will
create media hook and arange b -roll produced for focal television distribution on the wire. Past television coverage of the OC
Marathon includes segments, interview and Vve remotes on the following channels: KAl KNBC -TV, i KCAL 9 TV, KTTV
Fox TV 11, KMEH-TV, KTLA-LA, Univision and KCET TV, KOCE -TV, and Local Programming on City Stations throughout Orange County.
Marketing /PR /Advertising Budget
MARKETINGMROMOTION
Postage and Delivery
3.000.00
Distribution /Goodie Bags
6.500.00
Travel
1,000.00
Other Races /Expos
15,000.00
Booth Production
1.000.00
Photography /Video
5,000.00
Memberships
1,000.00
Promotion
2,500.00
Total MARKETINGlPROMOTION
35,000.00
PRINTING & PUBLICATIONS -RACE
Brochure /Postcard Printing
10,000.00
LetterheadlLabels /Bus Cards
500.00
Posters
500.00
Runners Info Guide
5,000.06
- Sponsor ProposalslGuides
100.00
Stewardship Report
250.00
Traffic Notification
14.000.00
Total PRINTING & PUBLICATIONS -RACE.
31
ADVERTISING
Graphic Design
15.000.00
Magazine Ads
30.000.00
Newspaper Ads
5,000.00
Website. Marketing
25,000,00
Total ADVERTISING
75,000.00
Total Marketing /PR /Advertising: $140,350.00
15
Sunday, May 1, 2011
Orange County, California
This Gold sponsorship leve provides a comprehensive sponsorship prograri to help your
organization meet their goals and objectives. Rights Include:
Pre -Race Exposure & Advertising Campaign
Company Branding and Sponsorship Visibility
Company branding /logo on all race advertising and promotional collateral:
Featured on OC Marathon website with link to company website
Promoted in the Participant / Spectator Guide (80.000)
Promoted in OC Marathon and ICR email newsletters (75,000 +)
Featured in Race Brochure / Flyer (200,000+)
Featured on Race Posters (1,000)
Included on Specialty Magazine Advertising
Included on Newspaper Advertising
Featured on Race Finisher's Certificate
Opportunity to Insert one promotional item into runner goodie bags (12.000)
Half page ad in the Participant! Spectator Guide (80,000)
Company name promoted in OC Marathon press releases
Opportunity for personalized marketing / PR campaign
Commemorative sponsor recognition award
Up to 20 x 2.0 company display area at Pie Health Expo (25.000)
Race Day Recognition
Company logo featured an race start, and finish line truss banners
Opportunity for company to provide . banners for finish line fencing (up to 8)
Up to 20 x 20 display area at the Race Finish Line Festival (35,000)
Public address announcements at the Health Expo and Race Start and Finish
Company Participation
10 complimentary tickets to VIP reception
10 complimentary tickets to VIP area on race day
10 complimentary race entries to any of the marathon events
�;h
NrASTE MANAGEMEINT
Waste Mai a�ge Ile iu and, rec�Cling for the eVOnt will be IOCa Led a the OC Pair & E% ell Center will
he located on the Fc stieal Field. There will be five (,j), 4o-yard roll -o f dumpsters located in this
area. The franchise hauler and reeCeler NN itl be Ware Disposal Company. There will he 50
cardboard trash and recycling boxes set -up in the Finish Line Festival area at the OC Fair z
Event Center. There will he 30 cardboard hash and recycHng boxes set -up around the Start Line
at Fashion Island.
All waste from the Start Line and on- course %Water and medical stations will be cleaned up b. %.
volunteers and brought back to the OC Fur & Event Center following the clean -up at each
Station. Each station will be equipped with a truer, beater Station Captain, 20 -40 volunteers,
trash containers and enough equipment /supplies for each water /medical station along the
route. Truck will return to staving area at Festival Field at OC Fair & Event Center, where the
waste will be off - loaded in the dumpsters.
RCN Racing will proN He a.-weeper crew that will drive the Course making sure all waste has
peen removed from the course route. The primary contact for waste management is .Jason
Bruton (562) 35.5-7750•
`1`1
Need for Accommodation(s). (Please do not exaggerate)
Anticipated Number of Room Nights 450
Will all accommodations be in Newport Beach? If not, where?
Most but not all will be in Newport Beach. Total rooms for both cities is estimated at about
600 for 2011.
What is the anticipated average stay in Newport Beach for
Participants2 Spectators 2
Permits and Safety Plan for the Event
Have you applied for a Special Events Permit for this event? Yes
If, not when will you? Submitting with this ap lip cat 9.0
Have you spoken to Newport Beach Police Department about your event? Yes
'_If, not when willvou? Fall of 2010 for 2011 event
Waste Minimization /Recycling /Clean -up Plan —Maximum two pages.
Explain the types of controls, management programs, initiatives or incentives implemented
by your organization, in order to reduce the amount of waste generated and to ensure city
proper r is pristine following oy ur event.
I hereby certify the foregoing st atements to be true and correct a nd agree to defend, indemnify and
hold harmless the City of Newport Beach, its City Council, officers, agents, employees and volunteers
from and against any and all loss, claims, damages, liability, such claim or suit arising from or in any
manner connected to the r equested funding and activity. 1 hereby a cknowledge that the Applicant is
solely responsible for applying for and receiving all necessary City, Coun ty, and /or State permits
necessary to conduct the event. I also agree if approved, to comply with all funding and special event
permit conditions, and understand that failure to comp ly with any conditions or any violation of law
may result in the immediate canc ellation of the event, denial of future events. and or crimi nal
prosecution.
Failure to comply with funding conditions can result in civil litigation to recover the City's money.
Name & Titl � MCI-) Date
m
Attachment H
Balboa Theater Information
ATTACHMENT H
THE CASE FOR SUPPORTING
THE BALBOA THEATRE
The Balboa Theatre is at a critical juncture in its bid to reach fruition. Conceptual plans are done, the
Coastal development permit has been granted, and the project is ready to build upon completion of
construction documents and pulling building permits from the City of Newport Beach. The cost to
complete plans and pull permits is $350,000 based on a firm bid by the architect, John Fisher of John
Sergio Fisher and Associates (copy attached). Fisher was selected in a competitive bidding process, and
is also very experienced and highly respected in the theatre design community. The Theatre currently
has minimal unrestricted operating funds, and has therefore requested that the City consider
contributing to the cost. The Board of the Theatre has raised $175,000, and asks that the City match that
amount so a design contract can be awarded in July.
The Theatre's fund raising efforts are currently stymied, as potential donors are reluctant to commit
significant new sums toward the cost of construction without assurance that the project will in fact go
forward. The Board is convinced that the pulling of permits will be the catalyst that will unlock sufficient
donations to assure completion of the project. Current estimates of construction costs total
approximately $4.5 Million. Approximate $750,000 of cash and firm pledges (restricted for use only for
cost of construction) are in hand, leaving remaining funding needs of approximately $3,750,000 to
complete the construction. The Theatre intends to raise the additional funds in a timely manner once
the design contract has been awarded.
The following factors should be considered in evaluating the Theatre's request:
• Balboa Village Historic District
The Balboa Theatre is poised to be the first realized component of a properly constituted
historic district. Newport Beach has an important opportunity to reclaim its original city
center. The timeliness of this opportunity is enhanced by the ambitious and well - capitalized
plans to expand the Newport Harbor Nautical Museum, which has committed itself to a
complete redevelopment of its property. The Balboa Theatre will and the Nautical Museum
will provide the foundation for this and other efforts to create a Newport Beach historic
district in Balboa Village.
• Construction Costs: The Theatre Board, led by Craig Smith, has recently completed two separate
estimates of construction costs, yielding the projected $4.5 Million total. This amount is
sufficient to construct the Theatre and equip it sufficient to begin operations. The current cost
estimate is down approximately $750k from the last estimate prepared 18 months ago. It is
essential to take advantage of the current construction cost environment as soon as possible.
The Theatre Board's Commitment: The Board has firm commitments for its $175k contribution
amount. Furthermore, all possible efforts have been made to minimize on -going operating costs
pending start of construction. The Theatre has converted to an all- volunteer organization,
reducing annual operating costs to approximately $20k, all of which will be personally funded by
Board members to assure that 100% of any additional funding will be used for construction
purposes. In addition to the above amount, the Executive Committee of the Board has
committed to contributions totaling $100,000 per year toward the project.
Fund Raising Prospects: To date, the Theatre has raised and spent approximately $3 million
toward completion of this project. These funds have been nearly exhausted in support of
architectural work, processing approvals (including completion of the Coastal Commission
permit), fund raising and operations. The Board believes that achievement of final plans and
building permits will be the catalyst required to raise the remaining funding needed for
construction, and that the tangible demonstration of City support through its contribution will
be very meaningful to prospective donors. The attached summary details sources of funding
that have expressed interest in significant additional donations toward the cost of construction
once the project is permit ready.
Leverage the Completion of a $7 Million City Asset: The City of Newport Beach owns the land
under the Theatre at a cost of $485k. The City is already the beneficiary of $3 Million of
investment in this asset. The additional investment of just $175k could result in creation of a $7
Million asset at no additional cost to the City. In addition, the successful operation of the
Theatre will return revenue to the City in terms of sales tax, parking, TOT and other revenue
streams over time. If the Theatre project does not go forward, the City will be faced with the
cost of maintaining the site pending sale or identification of an alternate use, perhaps at a loss
of some portion of its historical investment.
Support the City's Commitment to the Arts: The Balboa Theatre's mission (see attached
materials) provides a unique and valuable addition to the arts for Newport Beach. Its emphasis
on performing arts and proposed relationships with the Performing Arts Center, the Pacific
Symphony and other performing arts organizations will provide a unique and valuable venue for
exploration of small scale and experimental theatre at a highly professional level not otherwise
achievable in our City. The Theatre could also provide the Newport Beach Film Festival an
additional venue, as well as perhaps other local arts groups.
Key Component of Balboa Village Revitalization: The Theatre will draw high quality, regular
visitation to the Village at off -peak times with minimal parking demand. The Theatre's emphasis
on inter- active performing arts education for children, along with affiliations with local schools,
will play directly to the vision of a new - generation family friendly Balboa Village. In addition, the
Theatre Board has committed to fund the Theatre's share of the Balboa Village visioning project
to be launched soon. See the attached material summarizing the Theatre's mission and
operating plan.
• Nautical Museum Synergy: The Theatre and the Nautical Museum are highly complementary
components of Balboa Village. The success of each will help the other. The Theatre project is
poised to move forward for completion of construction. Its availability will provide a critical
alternative venue for Nautical Museum events and presentations in the event re- development
of the Museum's property proceeds. In any event, the Theatre may provide a supplemental
venue for Museum events requiring the technical support available at the Theatre.
• City Funding Alternatives: While this is a very difficult time in terms of the need to balance the
City's General Fund expenses, it is possible to fund this request through utilization of existing
reserves, or re- allocation of unneeded reserves originally dedicated for other purposes and
therefore avoid contention with General Fund expense control imperatives.
OALBOA PEREORAIIM ARTS THEATER MOTION
M451(•D AN( E -E HE AT[ R•EIIRI•IDU(AIION
Case Statement for the Balboa Performing Arts Theater
"I believe that ...even in a small city or a villatre, a treat theater is the outward and
,visible size of an inward and probable enItAwe." - Sir Laurence Olivier
Built in 1928, the historic Balboa Theater in Newport Beach, CA, was originally a theatrical facility that
presented vaudeville and other staged productions. By the 1940s, the theater had turned its interest to presenting
first -run films, and it soon became the entertainment hub of Newport Beach. By the 1970s, the theater had
evolved into a popular revival/art film house and continued to serve as a focal point for the community until its
1992 closing.
The capital campaign to renovate and restore the Balboa Theater will raise the necessary funds to create an
intimate venue for performing arts, film and arts education activities to meet the needs of Newport Beach, the
communities surrounding Newport Beach and the wider Orange County community.
The project has been envisioned to expand the Theater's original design as a movie house into an intimate, state -
of -the -art performing arts facility that will support:
-live music, dance and theatrical performances
-the screening of first -run and classic fdms
-the presentation of lectures and seminars, and
-the occasional use as a business conference center.
While the Theater's original walls have been preserved and will constitute an important element of its redesign,
the entire interior of the theater will be newly engineered and constructed to meet the expanded use of the
building. A brand new third floor, a roof garden, artist dressing rooms, restrooms, elevators and a fully
functioning lobby will be incorporated into the building's design to meet the requirements and needs of a
modem performing arts facility.
The Theater has long served Newport Beach and Orange County as a movie house. There is great affection
towards and desire for the Theater to reopen and to once again serve as the cultural hub and identity of Balboa
Village and the surrounding environs of Newport Beach.
The renovation project has been enthusiastically embraced by the community and community leaders, and has
been called 'the pride of our community" by well -known Orange County arts philanthropist, Socorm Vasquez.
Kris Elfimann (president of Noelle Marketing Group) sees the renovation as "a real golden oppartunity for the
community to have a wonderful little theater." while Jerry Mandel (past president of the Orange County
Performing Arts Center) believes that the Theaters reopening presents "an enormous opportunity for all of us in
Orange County. „
".Art washes from the soul the dust of everyday life." — Pablo Picasso
PO Box 752 • Newport Beach, CA 92661
Tel (949) 673 -0895 • Fax (949) 673 -0838
www,thebalboatheater.org
The Theater's expanded use as performing arts facility will draw upon existing relationships between the Balboa
Performing Arts Theater Foundation and top -tier arts institutions throughout Orange County. It will serve as an
intimate venue in which to experience live performances that will be unique in Orange County. This will enable
the Theater to present artistic talent under its own aegis, as well as acting as adjunct to arts interests throughout
the county, such as The Newport Beach Film Festival, The Pacific Symphony, and South Coast Repertory
Theatre.
Expansion of the Theater's offerings to include performing arts in addition to its traditional movie house fare is
an initiative that is being embraced with a firm understanding of the market dynamics of the 21' century. The
dominance of multiplex movie theaters has directly impacted the viability of stand- alone, single- screen venues
like the Balboa Theater. Redesigning the Theater as a multiuse facility will transform the Theater into a flexible
performance space that we believe will prove to be a template for community-based venues of similar size and
scope. We believe that this built -in flexibility will enhance donor cultivation and ticket sales, while supporting
economic revitalization of the immediate area in ways that a more - limited use facility could not.
Upon completion of this campaign:
• The Balboa Theater will be transformed from a single- screen movie theater into a multiuse
performance space
• The restored and expanded -use facility will serve as a new, exciting and organic point of
interest in Balboa Village
• The renovated facility will provide opportunities for professional development, top -flight
artistic programming and educational outreach
• The redesigned facility will provide an acoustically vibrant venue for the presentation of live
arts events
• The renovated Theater will enhance already existing relationships between the Balboa Theater
and major arts groups throughout Orange County, while providing opportunities for
performances unique to the size and scope of the Theater
• The Theater's Rooftop Deck will provide a unique venue for a variety of social and civic
functions that will directly benefit neighboring businesses and the Balboa Village in general
• The Theater will operate primarily during the beach off - season, targeting its outreach and
programming to the residents of Newport Beach and greater Orange County
• The Theater's reopening will serve as an anchor for the revitalization and transformation of
Balboa Village, solidifying the Village's unique and historic cache as a desired tourist and
educational destination.
• The Theater's reopening will expand local businesses' economic opportunities beyond their
traditional tourist season.
• The Theater's redesign and reopening will further enhance the existing desirability of Newport
Beach as a choice place of residence
"We are committed to serving and fulfilling our community's artistic needs," avowed BPATF Board member
Janet Ray, "by collaborating with a diverse group of arts and community organizations to realize our shared
vision of creating an intimate performing arts venue in the heart of Newport Beach."
PO Box 752 • Newport Beach, CA 92661
Tel (949) 673 -0895 • Fax (949) 673 -0838
www.thebalboatheater.org
BAEBOA PERFORf %ARTS THEATER F000ATION
OIUSI(•0 AN( E•TN [ATE 4-fI10 •E0U(AIION
Mission Statement
To create and implement avenue for performing arts, film, and arts education activities to meet the needs of our
surrounding Orange County community.
Balboa Performing Arts Theater
The Balboa Performing Arts Theater's ambition is to collaborate with local arts organizations such as the Pacific
Symphony, South Coast Repertory, St. Joseph ballet, and many others —both large and small-to showcase their
artists and present their art forms in new ways. The theater will also provide a home for up- and - coming musicians,
singers, dancers, and other performers who reside in Southern California, and it will offer arts education programs for
children and adults to enhance the enjoyment and appreciation of all the arts.
The Balboa Performing Arts Theater will also present the best small touring dance, music, and theater troupes, as
well as independent, foreign, and classic films. The venue can be rented by corporations and nonprofit organizations
for seminars, presentations, and productions.
Under the guidance of its Board of Directors, the Foundation has been working in partnership with the city of
Newport Beach, which purchased the structure in 1998. The city is leasing the building at no charge to the Balboa
Performing Arts Theater Foundation with the requirement that the Foundation rehabilitate the building and operate it
as a first -class multi -use theater that will benefit and enrich the entire community.
An artistic advisory board comprised of Orange C ounty arts leaders —John Forsythe (President of the Pacific
Symphony), Dean Cory (Executive Director of the Philharmonic Society of Orange County), Doug Rankin (President
of the Irvine Barclay Theatre), and many others —is helping to guide the artistic mission of the Balboa performing
arts theater.
Theater History
The Balboa Theater dates back to 1928, when J. P. Greeley constructed a performing arts facility at 707 E. Balboa
Blvd. Called the Ritz Theater, it was a state- of -the-art theatrical facility for vaudeville and small theater productions.
In 1939, the Ritz was renamed the Balboa Theater, and its emphasis turned to film. Many of the best loved
Hollywood movies were screened at the Balboa theater during the 1940s, 50s, and 60s. By the mid- 1970s, the theater
turned into a popular revival/art film house.
The Balboa Theater close its doors in 1992, and the venues sat dark and deserted until the Balboa Performing Arts
Theater Foundation was formed in 1996 with the goal of reviving and rebuilding the Balboa Theater.
Inside the Theater
With no seat further than 60 feet from the stage, the Balboa Performing Arts Theater will feature state -of -the-art
lighting and sound design, plus an ambiance that retains the building's historic roots. A new roof top entertainment
deck with sweeping vistas of Newport Bay and the Pacific Ocean will offer an ideal setting for special events and
will be available to the community for private functions.
With its historic appearance, versatile logistics and ideal location situated amid restaurants, shops, sporting activities,
lodging and the beach, the Theater will be an appealing destination for countless residents of Newport Beach and
surrounding Orange County cities..
BAIBOA PE00 0% ARTS THEATER EOVKION
IAUSI(•DAN(E•THf All R•fI[11 -EOVATION
NAMING OPPORTUNITIES
Performing Arts Center
$3,000,000
Performance Auditorium
John & Donna Crean
Founders Rooftop Entertainment Deck
$1,000,000
Learning Center
$1,000,000
Performance Stage
Samuel & Sandra Parker
Lobby
$300,000
Founders Circle Wall on Rooftop
(Donor Wall limited to 10 donors)
$250,000
Projection Room & Lighting Grid
$250,000
Cast Dressing Rooms (2)
$150,000 (each)
Artist's Showcase Area
Nancy and Craig Smith
Bar on Founders Rooftop
$100,000
Retractable Seating
$100,000
Staff Office
$25,000
Women's Lounge
$10,000
Green Room
$300,000
Box Office
$250,000
Principal Actor Dressing Room
Divas of the Balboa Theater
Entertainment Area on Founders Rooftop
$150,000
Express Elevator to Founders Rooftop
$100,000
Movie Screen and Stage
$100,000
Concession Pavilion
$75,000
Box Seats - Balcony (left & right stage)
$20,000 (each)
Men's Lounge
R "Kelly" Kelly
PO Box 752 • Newport Beach, CA 92661
Tel (949) 673 -0895 • Fax (949) 673 -0838
www.thebalboatheaWr.org
Page 1
Funding Construction Capital Gift Commitments and IS .
Notes:
1. The funs listed below are is addN w to $175,000 raised by the Board of the Balboa Theater
restricted t0 baying for the final design T- 1_� -
—
2. The tst below is indicetve of where the board believes funding supportwouW be WMceming, Actual
results will depend on the general eoonomk dimate
and demonstrated pro_g_ress building the theater.
-
AVAILABLE
TODAY
`Source
Amount
Notes
_______.__._..__.__._..__5O%avarlable upon issuance of
range Coumy Community
lFoundation Fund K BALE
Coasmal permit, 50 %upon issuance
of building permit. 100% reserved for
$120.000
oonstuction.
—
Current Board pledges
$380,000
IRestrikded to construction, payable
:2012.
_
ANNUAL EXECUTIVE
BOARD CONTRIBUTIONS
$200.000
$50.000ResVicted
Rea le0 to consauaort ..
to crosWChon 1`
1_
ANNUAL FUND
]Exewave Board St00,fg0ahear
RAISING EVENTS:$2500�tar
TOTAL AVAILABLE
-
ATCONSTRGCTRW START
[
_
5750 000
Target date to begin construction is
4be 2(11leady 2012
L
Mailing list of 4 000 donore _
5100 000/yr _
ANNUAL
_ _ .
_—
Top 300 donors
$500,000/yr
Note: top SW donors have historically
$2.8 million dollars over past
gn'su 5
years This total is in addition to
estate andfor one time gifts totalling
$750,000 (Parker and Taylor busts)
Do I, have stated these to plans;
for further support asued; Complete Plans;
ba7tling permit issued: construction
urhderway and visible progress: dry
support for the project
.
TOP 20 PAST
-- _ ._..
DONORS OF RECORD
The following have provided generous
support to Balboa theater and wouW
consider supporting the Theater "once
they see something happening.
AECOM Terhndogy Corporation
Ackerman, AM� y and Betty._...
Agyros George and Julia
Bergman•Ralles Mary Lynn and John
Crean Foundation
Ewhenberg Robert and Ladoma
Gah Sieve and Julie
_ ,
_
Hall Ed and Mary
Honig, Ken and Laura
K. "Kelly"
__-
__
R .Ken and lNen
Sebnn ,WalOerLand Donna Marie
Steele. FJI2abeM
Steams, Mandy and Glenn
Tudrer, Thomas andJ
William Gille�ie Foundation
Welkin, Carol and Kent
Thorne. Stephen E. and Pamela A
Volt. Robert D
Vasquaz,Emestand Socerro
Mite, Tod Linea
_...
Others to be d eternWed
_
i
-
probe dy past
Wee hied bet' besed on
5500,000 t0
T 20
i
inn and future interest
$750000
Page 2
CLOSING GIFT
�—
PROSPECTS -!
-
-- ----
.
'iThe Boardhesdeteonined that the
(value of a coporate name (as in the
Tam Bell Discovery Science Center,
Corporate Naming OPponunities
$2.000.000
ithe Honda Center, the Staples
Center, etc) for the Balboa Theater Is,
tit toss million for a period of 75.20
(years. We are e)yloring interest in
'..
Ithis with several corporations.
The Segersbom Foundation has - --
Henry and Elizabeth Segerstrom and
Segefsbom Foundation
I TBD
(made gufts to the Balboa Theater a d!
the Board has kept Mr. Segerstrom
antl his staff apprised of progress. Mr.
'Segersbom slated that "he liked the
i
iconcept of the theater and would
(consider supporting it but that he
(wanted to be last, not first."
OTHERS WHO
SUPPORT THE ARTS IN ORANGE COUNTY
—
-.
Samuelli, Henry and Susan I
Folml Paul - J =_-
(Anderson
Erik and Samantha
Bibb Km and John
Emmi, James and Catherine
Shea Peter and Card -
_.
She fro Mike and Tara
Argyros, lulunne rt—
SYahr John & Elfzabelh
Panic, Sally and Milan
_
Givens, Kelly and Lynn -Holy
Attachment I
Planning Department Report
TO:
CITY OF NEWPORT BEACH
CITY COUNCIL MEMORANDUM
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM. Planning Department
Fern Nueno, Assistant Planner
(949) 644 -3227, fnueno @newportbeachca.gov
DATE: June 22, 2010
SUBJECT: Planning Commission Review of Preliminary Fiscal Year 2010 -2011
Capital Improvement Program (PA2007 -131)
Pursuant to Section 707 (c) of the City Charter, the Planning Commission is required to
make recommendations to the City Council concerning proposed Public Works projects.
Section 65401 of the California Government Code states that the Planning Commission
shall review proposed Public Works projects for consistency with the General Plan and
report the results of this review to the City Council.
On June 3, 2010, the Planning Commission conducted a review of the Preliminary
Fiscal Year 2010 -2011 Capital Improvement Program (CIP) to determine consistency
with the General Plan and found that the projects of the CIP are consistent with the
General Plan.
Prepared by:
FfirrVN, no
Assistant Planner
ATTACHMENTS
Submitted by:
David Lepo
Planning Direat6r
CC 1 June 3, 2010, Planning Commission Staff Report
Attachment No. CC 1
June 3, 2010, Planning Commission Staff
Report
I
CITY OF NEWPORT BEACH
PLANNING COMMISSION STAFF REPORT
June 3, 2010
Agenda Item No. 7
SUBJECT: Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement
Program (PA2007 -131)
PLANNER: Fern Nueno, Assistant Planner
(949) 644 -3227, fnueno @newportbeachca.gov
PROJECT SUMMARY
An annual review of the Preliminary Fiscal Year 2010 -2011 Capital Improvement
Program (CIP) is required by the City Charter and State Statute to determine
consistency with the General Plan and to make recommendations to the City Council
concerning the proposed public works projects.
RECOMMENDATION
1) Conduct a review of the Preliminary Fiscal Year 2010 -2011 Capital Improvement
Program; and
2) Motion to find that the CIP projects are consistent with the policies of the General
Plan, and including any recommendations deemed appropriate, and to report this
finding to the City Council.
DISCUSSION
Introduction
The CIP serves as a plan for the provision of public improvements, special projects, on-
going maintenance programs, and the implementation of the City's master plans. The
Engineering Services Division of the Public Works Department is responsible for CIP
projects, including planning, design, construction, and inspection.
Pursuant to Section 707 (c) of the City Charter, the Planning Commission is required to
make recommendations to the City Council concerning proposed Public Works projects.
In addition, Section 65401 of the California Government Code states that the Planning
Commission shall review proposed Public Works projects for consistency with the
General Plan and report the results of this review to the City Council.
Analysis
The Preliminary Fiscal Year 2010 -2011 CIP contains a total of 51 projects, a majority of
which involve the repair and maintenance of existing public improvements and facilities.
3
Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement Program
June 3, 2010
Page 2
These projects are consistent with General Plan policies that require the proper
maintenance of existing facilities and improvements.
Projects that involve new construction, expansion, removal and replacement of existing
facilities, or renovations and improvements to existing facilities are analyzed below in
terms of their consistency with the General Plan. The projects listed in rows that are
shaded represent new projects for the Fiscal Year 2010 -2011 CIP.
An excerpt from the CIP worksheet that includes descriptions of each project listed
below is attached to this report (Attachment PC 1). A copy of the entire Preliminary
Fiscal Year 2010 -2011 CIP may be found online at:
http: / /newl)ortbeachca gov/ Modules /ShowDocument.aspx ?documentid =8006
Project#
CIP Page #
Project Title
Planning Document
Comments
Policies LU 6.1.1 and LU 6.1.2 call for
accommodating and allowing for
1
2
Civic Center
Land Use Element
government administrative and
operational facilities to serve the needs
of the residents and businesses.
Policy LU 6.1.1 calls for adequate
facilities to serve the needs of the
Land Use Element
residents.
2
3
Oasis Senior Center Rebuild
Recreation Element
Policy R 1.9 calls for the provision of a
senior center that meets the needs of the
senior population.
Policy S 4.2 supports and encourages
the seismic retrofitting and strengthening
of essential facilities such as hospitals
and schools to minimize damage in the
Safety Element
event of seismic or geologic hazards.
3
6
Bridge Seismic Retrofit
Construction
Circulation Element
Policy CE 2.2.1 cabs for providing safe
roadway conditions by adhering to
nationally recognized improvement
standards and uniform construction and
maintenance practices.
IN
Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement Program
June 3, 2010
Page 3
Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement Program
June 3, 2010
Page 4
Project # I CIP Page # I Project Title
Planning Document I Comments
I•
Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement Program
June 3, 2010
Page 5
Project# I CIP Page# I Project Title
14
18
17
18
35
37
38
39
Sunset Ridge Park
Planning Document
Recreation Element
Buck Gully Canyon Stabilization Natural Resources
and Flood Control I Element
Comments
Policy R 1.9 calls for developing Sunset
Ridge Park as an active park with
playfields, picnic areas, a playground,
and other facilities.
Policy NR 10.8 rails for the preparation
of natural habitat protection regulations
for Buck Gully for the purpose of
providing standards to ensure both the
protection of the natural habitats in this
area and of private property rights. The
regulations should include standards for
the placement of structures, native
vegetationtfuel modification buffers, and
erosion and sedimentation control
structures.
Policy NR 2.1 calls for the increased use
of recycled water in the City by
Irrigation — Citywide Central Natural Resource continuing to provide financial incentives,
Computer System Element staff assistance, and training
opportunities for customers, and
expanded recycled water infrastructure
and programs, when feasible.
Policy NR 1.1 rails for enforcement of
water conservation measures that limit
Irrigation — Smart Controller Natural Resource water usage, prohibit activities that waste
Program Element water or cause runoff, and requirie the
use of water -efficient landscaping and
irrigation in conjunction with new
construction projects.
G
Review of Preliminary Fiscal Year 2010 -2011 Capital Improvement Program
June 3, 2010
Page 6
CONCLUSION
The Preliminary Fiscal Year 2010 -2011 Capital Improvement Program is consistent with
the General Plan.
Environmental Review
None required.
Public Notice
None required.
Prepared by:
,44JAMV-- -,
Feln Vju e o
Assistant Planner
Submitted by:
David Lepo
Planning Director
ATTACHMENTS
PC 1 Fiscal Year 2010 -2011 Capital Improvement Program Excerpt
Ia
Attachment No. PC 1
Fiscal Year 2010 -2011 Capital
Improvement Program Excerpt
Il
ra
Civic Center
Requesting Department: Public Works
Category: Facilities
The Civic Center project proposes design'and construction of six primary components including: (1) an approximately 98,000 sf office
building, community meeting room, and Council Chambers; (2) a 450 -space parking structure; (3) an approximately 17,000 sf expansion of
the Central Library that includes connection to the City Office Building area; (4) a dedicated 4,800 sf Emergency Operations Center; (5)
construction of a 14.3 acre public park that includes a dog park, bridges over wetlands, view outlooks, pedestrian overcrossing of San
Miguel Drive; and (6) a Civic Green.
Location:
1100 Avocado Avenue
Funding:
Major Facilities Master Plan
FY 2010 -11
Design /Environmental $500,000
Right -of -Way, Land Acquisition $0
Construction $0
Other $0
Total $500,000
FUNDING SOURCE
I DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Major Facilities Master Plan
7410
C1002009
$0
$500,000
TOTAL
$0
$500,000
PROJECT TOTAL 1 $500,000
M
Oasis Senior Center Rebuild
Requesting Department: Public Works
Category: Facilities
Construction of a new Oasis Senior Center facility began in spring 2009 and is expected to be completed by fall 2010. This project provides
for incidental construction related expenses, furniture, fixtures and equipment, including gym and computer lab equipment.
Location:
800 Marguerite Avenue
Funding:
Major Facilities Master Plan
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $0
Other $500,000
Total $500,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Major Facilities Master Plan
7453
C1002007
$500,000
$0
TOTAL
$500,000
$0
PROJECTTOTALI $500,000
3
-K3
Bridge Seismic Retrofit Construction
Requesting Department: Public Works
Category: Streets and Drainage
This project will retrofit three City -owned bridges that are deemed "subject to collapse" according to Caltrans' analytical procedures. The
City has completed a seismic study of the bridges and has been notified by Caltrans to proceed with the project. Plans and specifications
have been prepared by a consultant. Construction will be performed by a private contractor. This project may be eligible for increased
programmed funds from FHWA and State funding which could offset the amount of gas tax funding needed.
Location:
Jamboree Road over San Diego Creek (east and west) and Goldenrod Avenue pedestrian bridge over Bayside Drive
Funding:
Gas Tax and Contributions (FHWA)
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $2,255,200
Other $0
Total $2,255,200
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Gas Tax
7181
C5100695
$312,400
$0
Contributions
7251
C5100695
$1,942,800
$0
TOTAL
$2,255,200
$0
PROJECTTOTALI $2,255,200
Irvine Avenue Realignment - University Drive to Bristol Street
Requesting Department: Public Works Category: Streets and Drainage
This project provides the City's portion of the funding of the project cost for the realignment of Irvine Avenue. Plans and specifications were
administered by the County of Orange and construction was performed by a private contractor under County administration.
Location:
Irvine Avenue - University Drive to Bristol Street South
Funding:
Gas Tax, Transportation and Circulation, CIOSA, and Water Enterprise
Design /Environmental
Right -of -Way, Land Acquisition
Construction
Other
Total
FY 2010 -11
$0
$0
$2,602,900
$0
$2,602,900
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Gas Tax
7181
C5100470
$0
$600,000
Transportation and Circulation
7261
C5100470
$327,900
$0
CIOSA
7432
C5100470
$1,475,000
$0
Water Enterprise
7511
C5100470
$0
$200,000
TOTAL
$1,802,900
$800,000
PROJECT TOTAL $2,602,900
yry 12
N
Jamboree Road Bridge Widening
Requesting Department: Public Works
Category: Streets and Drainage
This project involves widening Jamboree Road Bridge over State Route 73 Freeway by 24 feet to provide an additional through lane in each
direction. Plans and specifications are complete and right -of -way certification and permitting should be complete by summer 2010.
Construction administration and resident engineering services will be provided by a consultant.
Location:
Jamboree Road - MacArthur Boulevard to Bayview Avenue
Funding:
Transportation and Circulation (IBC Settlement), Measure M Turnback, and Measure M Competitive
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $5,000,000
Other $100,000
Total $5,100,000
FUNDING SOURCE
DIVISION NO.
I PROJECT NO.
REBUDGET $
BUDGET $
Transportation and Circulation
7261 C5100784
$0
$3,650,000
Measure M Turnback
7281
C5100784
$36,600
$347,000
Measure M Competitive
7284
C5100784
$1,066,400
$0
TOTAL
$1,103,000
$3,997,000
PROJECTTOTAL1 $5,100,000
13
z
Jamboree Road Improvements - Bristol Street North to Fairchild Road
Requesting Department: Public Works
Category: Streets and Drainage
This project includes the widening of Jamboree Road at the intersection of MacArthur Boulevard as called for in the General Plan. The
project provides for an additional northbound thru lane on Jamboree Road and an additional southbound left turn lane on Jamboree Road
onto MacArthur Boulevard. This project also involves right -of -way aquisition and roadway widening in the City of Irvine and is dependent on
their cooperation and assistance.
Location:
Jamboree Road from Bristol Street North to Fairchild Road
Funding:
Transportation and Circulation and Measure M Competitive
Design /Environmental
Right -of -Way, Land Acquisition
Construction
Other
Total
FY 2010 -11
$0
$0
$3,234,599
$3,234,599
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Transportation and Circulation
7261
C2002019
$232,800
$0
Measure M Competitive
7284
C2002019
$637,340
$2,364,459
TOTAL
$870,140
$2,364,459
PROJECT TOTAL 1 $3,234,599
14
O-
Mariners Mile Business Area Improvements
Requesting Department: Public Works Category: Street and Drainage
This project includes the installation irrigation lines, trees, and tree grates on Riverside Avenue and decorative paving at intersections of
Riverside Avenue and Avon Street and Tustin Avenue and Avon Street. Design and construction of these improvements will be
incorporated into the Dover Drive, Tustin Avenue, Avon Street rehabilitation project that will be constructed this year.
Location:
Coast Highway between Riverside Avenue and Tustin Avenue and Avon Street
Funding:
General Fund
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $75,000
Other $0
Total $75,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
General Fund
7013
C2002036
$75,000
$0
TOTAL
$75,000
$0
PROJECT TOTAL 1 $75,000
16
Balboa Boulevard at Washington Street Parking Lot
Requesting Department: City Manager
Category: Traffic
This project provides for the removal of the former Balboa Market and the construction of a new landscaped municipal parking lot with thirty -
three (33) on -site parking spaces and one (1) additional on- street parking space. Configuration and landscaping will be coordinated with
the adjacent existing Palm Street parking lot. Existing parking meters at the Palm Street parking lot will be replaced with a new parking pay
station. A second parking pay station will be installed at the new parking lot. Plans and specifications will be prepared by staff.
Construction work will be performed by a private contractor.
Location:
608 E. Balboa Boulevard
Funding:
General Fund
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $260,000
Other $0
Total $260,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
General Fund
7024
C3002008
$99,000
$161,000
I'
TOTAL
$99,000
$161,000
PROJECT TOTAL 1 $260,000
24
0.s_
10
Traffic Signal Modernization: Phase 5
Requesting Department: Public Works
Category: Traffic
Traffic Signal Modernization is a multi -year, multi - phased program to update the City's traffic signal system. The resultant system allows
staff flexibility to implement real time adjustments, improve the efficiency of traffic flow by improving timing and coordination of the signal
system during peak hours as well as special events, improve system reliability, and shorten response time to problems by using automatic
software monitoring combined with visual CCTV live feedback. The Newport Center project (phase 5) includes hardware and fiber optic
cable upgrades to a total of 11 existing intersections. Installation of 3 new CCTV cameras will provide views of all major entry points to
Fashion Island. This work also includes the installation of a new signal at Anacapa Drive and Newport Center Drive and left turn signal
phasing and lane modifications at San Miguel Road and Newport Center Drive.
Location:
Various locations in Newport Center
Funding:
Contributions (The Irvine Company Newport Center Traffic Improvements)
FY 2010 -11
Design /Environmental $150,000
Right -of -Way, Land Acquisition $0
Construction $700,000
Other $0
Total $850,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Contributions
7251
C3002009
$0
$850,000
TOTAL
$0
$850,000
PROJECT TOTAL 1 $850,000
25
0
Requesting Department: City Manager
Lower Harbor Dredging
Category: Parks, Harbors and Beaches
This project involves working with the US Army Corps of Engineers to develop permit documentation and approvals to dredge the entire
lower harbor area back to its design depth.
Location:
Lower Newport Bay
Funding:
Tide and Submerged Lands
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $0
Other $100,000
Total $100,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Tide and Submerged Lands
7231
C4402003
$0
$100,000
TOTAL
$0
$100,000
PROJECT TOTAL 1 $100,000
29
Marina Park
Requesting Department: Public Works
Category: Parks, Harbors and Beaches
The Marina Park project proposes a new visitor - serving marina facilities, an aquatics sports building, a community center and community
park. The Environmental Impact Report was completed in spring 2010. The next step involves approval and permitting by the California
Coastal Commission. That review is expected to begin in summer 2010. Upon approval by the Coastal Commission, the project's plans and
specifications will be completed by the consultant team and the project will be put out for bid.
Location:
West Balboa Boulevard between 15th and 18th Streets
Funding:
Major Facilities Master Plan
Design /Environmental
Right -of -Way, Land Acquisition
Construction
Other
Total
FY 2010 -11
$450,000
$0
$2,000,000
$2,460,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Major Facilities Master Plan
7411
C4002002
$1,800,000
$650,000
TOTAL
$1,800,000
$660,000
PROJECTTOTALI $2,460,000
30
Newport Harbor Dredging Permit
Requesting Department: City Manager
Category: Parks, Harbors and Beaches
The current Regional General Permit governing dredging and dock construction for residential and commerical properties in Newport
Harbor will expire in September 2011. Preparation of a new permit will take two or more years to complete. This project focuses on
collecting data samples for nearshore dredging sediment testing.
Location:
Newport Bay
Funding:
Tide and Submerged Lands
FUNDING SOURCE
FY 2010 -11
Design /Environmental
$0
Right -of -Way, Land Acquisition
$0
Construction
$0
Other
$298,000
Total
$298,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Tide and Submerged Lands
7231
C4401001
$198,000
$100,000
TOTAL
$198,000
$100,000
PROJECT TOTAL 1 $298,000
`v-' 31
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Requesting Department: Public Works
Rhine Channel Dredging
Category: Parks, Harbors and Beaches
This project involves developing necessary plans, working with regulatory agencies and obtaining required permits to dredge sediments out
of Rhine Channel
Location:
Rhine Channel
Funding:
Tide and Submerged Lands
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $4,000,000
Other $0
Total $4,000,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Tide and Submerged Lands
7231
C4402004
$0
$4,000,000
TOTAL
$0
$4,000,000
PROJECT TOTAL $4,000,000
0 33
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Sunset Ridge Park
Requesting Department: Public Works
Category: Parks, Harbors and Beaches
This project provides a new park in West Newport with active and passive uses. The City purchased property from Caltrans in 2006,
prepared a preliminary Park Concept Plan in spring 2008, and authorized the completion of plans and specifications to construct the park
along with associated environmental documentation and Coastal Commission permitting in December 2008. Coastal permitting is expected
through December 2010. Construction of the park, entry road and traffic signal at Coast Highway can begin in spring 2011.
Location:
West Coast Highway and Superior Avenue
Funding:
Major Facilities Master Plan
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $9,800,000
Other $0
Total $9,800,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Major Facilities Master Plan
7412
C5100515
$9,800,000
$0
TOTAL
$9,800,000
$0
PROJECT TOTAL 1 $9,800,000
35
Big Canyon Wash Restoration
Requesting Department: Public Works Category: Water Quality and Environmental
Upland locations of the Big Canyon Wash area west of Jamboree Road will be targeted for restoration including removing invasive plants,
replanting with native plants and restoring trails. This is the first phase of the multi -phase plan to restore the canyon.
Location:
Big Canyon bounded by Jamboree Road to the east, Eastbluff Apartments and Villa Granada Community to the north,
Backbay Drive to the west, and Park Newport Community to the south.
Funding:
General Fund and Contributions (Irvine Company Settlement)
FY 2010 -11
Design /Environmental $75,000
Right -of -Way, Land Acquisition $0
Construction $1,500,000
Other $0
Total $1,575,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
General Fund
7014
C5002004
$0
$75,000
Contributions
7251
C5002004
$0
$1,500,000
TOTAL
$0
$1,575,000
PROJECT TOTAL $1,575,000
-41 36
Buck Gully Canyon Stabilization and Flood Control
Requesting Department: Public Works Category: Water Quality and Environmental
The primary goal of this project is to reduce erosion which currently threatens bank stability and habitat along the gully. The project is also
aimed to enhance wetland and riparian habitat to reduce the load of sediments and associated contaminants being transported through
Buck Gully into downstream environmentally sensitive marine life areas. The City has been awarded Proposition 84 ASBS funds by the
State to partially fund this project.
Location:
Buck Gully
Funding:
General Fund
Des ig n /Envi ron mental
Right -of -Way, Land Acquisition
Construction
Other
Total
FY 2010 -11
$108,000
$0
$1,000,000
$1,108,000
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
General Fund
7014
C5002002
$1,108,000
$0
TOTAL
$1,108,000
$0
PROJECTTOTALI $1,108,000
21 37
Irrigation - Citywide Central Computer System
Requesting Department: General Services
Category: Water Quality and Environmental
This project provides for the installation of an irrigation computer system and necessary equipment at a selection of City park satellite
locations. Various elements of the system were installed in previous phases at other locations. The long -term goal is to have all parks
linked to a central computerized irrigation system to better monitor and conserve water.
Location:
Citywide
Funding:
Water Enterprise
FY 2010 -11
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $0
Other $90,000
Total $90,000
FUNDING SOURCE
DIVISION NO
PROJECT NO.
REBUDGET $
BUDGET $
Water Enterprise
7513
C5500637
$0
$90,000
TOTAL
$0
$90,000
PROJECT TOTAL 1 $90,000
p 38
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Irrigation - Smart Controller Program
Requesting Department: Public Works
Category: Water Quality and Environmental
This project provides funding for property owners to install new weather based irrigation controllers. These controllers meter out the proper
amount of water to plants based on a set of parameters including weather conditions, sunlight, soil type, plant type, property slope and the
precipitation rate of the valve. Other work could include creating incentives for residents to upgrade leaking and inefficient irrigation
systems.
Location:
Citywide
Funding:
Contributions (Cal -Fed Grant)
FY 2009 -10
Design /Environmental $0
Right -of -Way, Land Acquisition $0
Construction $0
Other $101,860
Total $101,860
FUNDING SOURCE
DIVISION NO.
PROJECT NO.
REBUDGET $
BUDGET $
Contributions
7255
C5100969
$101,860
$0
TOTAL
$101,860
$0
PROJECT TOTAL 1 $101,860
39
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