HomeMy WebLinkAboutC-4859(H) - Grant Agreement for Special Event Support Program FY 11-12 - Newport-Mesa Spirit RunGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
1� NEWPORT -MESA SPIRIT RUN, INC.
vl enN� �
This Grant Agreement ( "Agreement ") is entered into this ' ya�p � day of December
Well-, by and between the City of Newport Beach, a California municipal corporation
and Charter City ( "City "), and the Newport-Mesa Spirit Run, Inc., a California non - profit
public benefit corporation located at 806 Bison Avenue, Newport Beach, CA 92660
( "Grantee "). City and Grantee are at times individually referred to as "Party" and
collectively as "Parties" herein.
RECITALS
A. It is the policy of the City Council that the City's budget specifically allows the City
Council to direct revenue towards non - profit agencies, community groups,
community events, or enhancement projects with worthy projects or programs
which the City Council deems beneficial to resident's quality of life.
B. Grantee requested a grant from the City for the Newport- Mesa - Spirit Run ( "Grant
Proposal ").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's residents quality of life.
D. The City Council approved a grant in the amount of Fourteen Thousand Dollars
and 00/100 ($14,000.00) ( "Grant Funds ") to Grantee pursuant to certain
conditions regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
fime];yA1lill
1.1. City awards to Grantee Grant Funds in the amount of Fourteen Thousand
Dollars and 00/100 ($14,000.00) as requested by Grantee in the Grant Proposal
attached hereto as Exhibit A and incorporated herein by reference, or such other
amount as authorized by the City Council.
1.2. Grant Funds shall be disbursed by City to Grantee as follows (select one):
® At the time of execution of this Agreement.
❑ On or before Click here to enter a date..
❑ In four (4) equal installments on the following dates: (a) Click here
to enter a date.(b) Click here to enter a date.(c)Click here to enter a
date.; and (d)Click here to enter a date..
The term of this Agreement shall commence on the date first written above
( "Effective Date ") and shall continue in full force and effect until June 30, 2012, unless
terminated earlier as provided herein.
3. RESTRICTIONS ON USE OF FUNDS
3.1. The Grant Funds are subject to the following expenditure conditions
( "Approved Uses "):
3.1.1. The Grant Funds shall be expended solely for the purposes
provided in Exhibit A;
3.1.2. The Grant Funds shall not be used for any activity that would
violate City, state or federal statutory or decisional law such as regulations affecting
non - profit or tax exempt organizations exempt from taxation pursuant to Section
501(c)(3) of the Internal Revenue Code; and
3.2. Grantee further warrants to City that the Grant Funds will be spent solely for
the Approved Uses and the Grant Funds shall be used by Grantee during this
Agreement's term otherwise the Grant Funds shall be returned to City, as provided in
Section 5 below.
4. REPORTING AND ACCOUNTING REQUIREMENTS
4.1. At all times during the term of this Agreement, Grantee shall maintain true,
proper, and complete books, records, and accounts (collectively, "Books and Records ")
in which shall be entered fully and accurately all transactions taken with respect to the
operations of Grantee under the Grant Proposal and the expenditure of the Grant
Funds. Grantee shall maintain the Books and Records in accordance with Generally
Accepted Accounting Principles.
4.2. City reserves the right to designate its own employee representative(s) or its
contracted representative(s) with a Certified Public Accounting firm who shall have the
right to audit Grantee's accounting procedures and internal controls of Grantee's
financial systems as they relate to the Grant Proposal and to examine any cost,
revenue, payment, claim, other records or supporting documentation resulting from any
items set forth in this Agreement. Any such audit(s) shall be undertaken by City or its
representative(s) at mutually agreed upon reasonable times and in conformance with
generally accepted auditing standards. Grantee agrees to fully cooperate with any such
audit(s).
4.3. This right to audit shall extend during the length of this Agreement and for a
period of three (3) years or longer, if required by law, following the date of any Grant
Funds tendered under this Agreement. Grantee agrees to retain all necessary
records /documentation for the entire length of this audit period.
Newport-Mesa Spirit Run, Inc. Page 2
4.4. Grantee shall upon conclusion of the event funded by the Grant Funds,
furnish the City with a Balance Sheet and Income Statement describing the receipt and
disbursement activities of Grantee with respect to the Grant Funds. In its sole and
absolute discretion the City may also require Grantee to submit: (i) quarterly check
registers and descriptions of each disbursement; (ii) budget -to- actual - results; and (iii) a
statement of position describing the assets and liabilities of Grantee. All reports,
including a post -event evaluation, shall be due to the City no later than forty -five (45)
days following the end of the conclusion of the event funded by the Grant Funds. In the
event that an independent audit is conducted, Grantee shall forward a copy of the
audited report to the City for review, including any Management Letter, Report on
Internal Controls, or Reportable Conditions letter generated during the course of the
audit.
4.5. Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely reporting
including budget -to- actual- comparisons.
4.6. All Approved Uses shall be performed by Grantee or under Grantee's
supervision. Grantee represents that it possesses the professional and technical skills
required to perform the services required by this Agreement, and that it will perform all
services with a standard of care and in a manner commensurate with the community
professional standards.
5. USE OF GRANT FUNDS
The Grant Funds shall be used solely by Grantee for the Approved Uses and for no
other use. In the event that the Grant Funds are not used for the Approved Uses or are
not expended by or before June 30, 2012, Grantee shall notify the City in writing, and
shall be obligated to return the Grant Funds to City within thirty (30) days.
6. INDEMNIFICATION
6.1. To the fullest extent permitted by law, Grantee shall indemnify, defend and
hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees (collectively, the "Indemnified Parties ") from and against any
and all claims (including, without limitation, claims for bodily injury, death or damage to
property), demands, obligations, damages, actions, causes of action, suits, losses,
judgments, fines, penalties, liabilities, costs and expenses (including, without limitation,
attorney's fees, disbursements and court costs) of every kind and nature whatsoever
(individually, a Claim; collectively, "Claims "), which may arise from or in any manner
relate (directly or indirectly) to this Agreement (including the negligent and /or willful acts,
errors and /or omissions of Grantee, its principals, officers, agents, employees, vendors,
suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of
them or for whose acts they may be liable or any or all of them).
6.2. Notwithstanding the foregoing, nothing herein shall be construed to require
Grantee to indemnify the Indemnified Parties from any Claim arising from the sole
negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity
Newport-Mesa Spirit Run, Inc. Page 3
shall be construed as authorizing any award of attorney's fees in any action on or to
enforce the terms of this Agreement. This indemnity shall apply to all claims and liability
regardless of whether any insurance policies are applicable. The policy limits do not act
as a limitation upon the amount of indemnification to be provided by Grantee.
NKCI III IN 1 :4 =NQ =I kilo]
In the performance of this Agreement, the Grantee, and the agents and employees of
Grantee, shall act in an independent capacity and are not officers, employees or agents
of the City. The manner and means of performing the Approved Uses are under the
control of Grantee, except to the extent they are limited by statute, rule or regulation and
the expressed terms of this Agreement. Nothing in this Agreement shall be deemed to
constitute approval for Grantee or any of Grantee's employees or agents, to be the
agents or employees of City. Grantee shall have the responsibility for and control over
the means of performing the Approved Uses, provided that Grantee is in compliance
with the terms of this Agreement. Anything in this Agreement that may appear to give
City the right to direct Grantee as to the details of the performance or to exercise a
measure of control over Grantee shall mean only that Grantee shall follow the desires of
City with respect to the results of the Approved Uses.
8. PROHIBITION AGAINST TRANSFERS
Grantee shall not assign, sublease, hypothecate or transfer this Agreement or any of
the services to be performed under this Agreement, directly or indirectly, by operation of
law or otherwise without prior written consent of City. Any attempt to do so without
written consent of City shall be null and void.
9. NOTICES
9.1. All notices, demands, requests or approvals to be given under this Agreement
shall be given in writing and conclusively shall be deemed served when delivered
personally or on the third business day after the deposit thereof in the United States
mail, postage prepaid, first class mail, addressed as hereinafter provided.
9.2. All notices, demands, requests or approvals from Grantee to City shall be
addressed to the City at:
Attn: City Manager
City of Newport Beach
3300 Newport Boulevard
P.O. Box 1768
Newport Beach, CA 92658 -8915
Phone: (949) 644 -3000; Fax: (949) 644 -3020
Newport -Mesa Spirit Run, Inc. Page 4
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Diane Daruty, President
Newport-Mesa Spirit Run, Inc.
806 Bison Avenue
Newport Beach, CA 92660
Phone: 949 - 644 -6317
Email: dianedaruty @sbcglobal.net
10.TERMINATION
10.1. Termination for Cause. Grantee shall be in default if Grantee fails or refuses
to perform any duty required by the Agreement or performs in a manner inconsistent
with the terms, conditions and restrictions in this Agreement. In such event, City shall
give Grantee, thirty (30) days written notice to cure, if the default can be cured and City
shall be entitled to terminate this Agreement if Grantee has not cured the default within
the thirty (30) day cure period. City shall be entitled to immediately terminate this
Agreement if the default cannot be cured through corrective action. If terminated for
cause, Grant Funds shall be returned to the City pursuant to Section 5. This Agreement
is made on an annual basis, and as such is subject to non - renewal at its termination.
10.2. Termination without Cause. City may terminate this Agreement at anytime
with or without cause upon seven (7) days written notice to Grantee, any remaining
Grant Funds in Grantee's possession at the time of termination shall be returned to City
pursuant to Section 5.
10.3. Specific Performance. Grantee agrees that the City has the legal right, and
all necessary conditions have been satisfied, to specifically enforce Grantee's
obligations pursuant to this Agreement.
11. STANDARD PROVISIONS
11.1. Compliance With all Laws. Grantee shall at its own cost and expense comply
with all statutes, ordinances, regulations and requirements of all governmental entities,
including federal, state, county or municipal, whether now in force or hereinafter
enacted.
11.2. Waiver. A waiver by either Party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
11.3. Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
Newport -Mesa Spirit Run, Inc. Page 5
11.4. Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Grant Proposal or any other
attachments attached hereto, the terms of this Agreement shall govern.
11.5. Interpretation. The terms of this Agreement shall be construed in accordance
with the meaning of the language used and shall not be construed for or against either
party by reason of the authorship of the Agreement or any other rule of construction
which might otherwise apply.
11.6. Amendments. This Agreement may be modified or amended only by a
written document executed by both Grantee and City and approved as to form by the
City Attorney.
11.7. Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
11.8. Controlling Law And Venue. The laws of the State of California shall govern
this Agreement and all matters relating to it and any action brought relating to this
Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange.
11.9. Equal Opportunity Employment. Grantee represents that it is an equal
opportunity employer and it shall not discriminate against any contractor, employee or
applicant for employment because of race, religion, color, national origin, handicap,
ancestry, sex or age.
11.10. No Attorney's Fees. In the event of any dispute or legal action arising under
this Agreement, the prevailing party shall not be entitled to attorney's fees.
11.11. Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one and the same instrument.
[SIGNATURES ON FOLLOWING PAGE]
Newport-Mesa Spirit Run, Inc. Page 6
IN WITNESS WHEREOF, the Parties have caused this Agreement to be executed
on the dates written below.
APPROVED AS TO FORM:
CITY
Date:
Is,
ATTEST:
Date: 1 -1 � " %L
M
Attachment: Exhibit A: Grant Proposal
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: I IZ�i
By�
Dave4ciff
City Manager
GRANTEE: Newport -Mesa Spirit Run,
Inc., a California non - profit corporation.
Date: __La a — acs'(/
i 4.
�. . .
Date: �'t— �0— /(
B, C,
Name:l�H;
Title: (? f:-D
[END OF SIGNATURES]
Newport-Mesa Spirit Run, Inc. Page 7
Exhibit A
m ®o m r t m r . ` m m mOm
Section One — Event Summary and Applicant Information
Name of Event Newport-Mesa Spirit Run
Date(s) of Event A Sunday in March, 2012 (date to be confirmed)
Time(s) of Event 6:00 a.m. - 11:00 a.m.
Location(s) or Venue(s) of Event
Event race courses are in and around Fashion Island: expo in Regal Cinema parking lot.
Is or will this be an
YES
NO
annual event?
0
0
Type of Event— special interest, commercial, sports, cultural /arts, social, etc.
Road race event with a Youth and Fitness Expo.
Is there a charge or
YES
NO
fee for the event?
Q
I O
Describe what, if any, portion of the event is free to the public.
As with the 2011 event, in 2012, Spirit Run will give Gee entries to any economically challenged student in the Newporl -Mesa
Unified School District that submits our 'scholarship application," and to other children on a case -by -case basis. Also, there
will not be a charge for spectators to watch the eleven exciting races and to visit the Youth and Fitness Expo!
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 wi�j?�ecfror�aeSF;Ii ��s��c1e efo thelge
provide an estimate of what the percentage may be in dollarsevent, 10p%of n 1 ro eds will be don to
to Newport -Mesa Unified schools. For the 200 &2010 events, roughly 40% of proceeds were tlonatev sc�ioo�s amounting �o
$63- 76,000. We are still finalizing the 2011 numbers, but project that 35 -37% of proceeds will be donated to schools. In 2011
and 2012, any school in the district meeting a minimum participation level will be eligible for a share of net proceeds. However
until we confirm the eligible schools, we can't provide contact information, although we can provide names of principals and a
Types of In -Kind City Sponsorship Requested —List
We are requesting that the City sponsor $35,000, 25% of our 2012 budget, eitherwith a cash donation, forgiveness of permit
fees, police, city staff, or other charges, or a combination of cash and debt forgiveness.
Are you requesting any roads be closed? If yes, which roads, when & for how long?
Roads surrounding Fashion Island and Newport Center will be temporarily closed on the event day starting at 6:00 am. and
until 11:15 am. Attached is a course map from last year with the route highlighted. The maps will be the some for the 2012
event.
Amount of Cash Sponsorship from the City requested and how it will be used. Be specific.
We would like the City to sponsor $35,000, 25% of our 2012 budget, either with a cash donation, forgiveness of permit fees,
police, city staff, or other charges, or a combination of cash and debt forgiveness.
Name of Applicant Organization Newport-Mesa Spirit Run, Inc.
Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3
status if applicable), purpose, and history.
For the 27 years ending with the 2010 event, Spirit Run was put on as a community event and fundraiser by the PTAs (and
one PFO) from the Newport -Mesa public elementary schools on the Corona del Mar side of the Back Bay. These PTA's and
PFO dedicated volunteers to the event, working as a team to make it a success. In the fall of 2010, these PTA's and the PF
decided that -- while they remain supportive or the event and the role It plays in childhood fitness and in raising funds for local
schools -- they no longer wanted to devote the tremendous time and energy it takes to put on the event. This is not a reflecti
on the event itself, but rather a reallocation by the PFO and the PTA's as to how they want to direct the time and energy of
their shrinking volunteer pools. Indeed, these PTAs and the PFO staled their desire that the event continue and their
intent to support it, and some of their students attended the 2011 event.
As a result of the decision by the PTAs and PFO, a new non - profit public benefit corporation named Newport -Mesa Spirit Ru
Inc. ( "NM Spirit Run ") was formed and will continue the Spirit Run. NM Spirit Run was formed by a volunteer Board of
Directors consisting of parents from a broad spectrum of schools in the district dedicated to keeping the Spirit Run alive.
NM Spirit Run is a nonprofit entity (501(c)3 application pending). NM Spirit Run's mission is threefold: (1) to present a
community event that promotes childhood fitness; (2) to provide scholarship (i.e., complimentary race entries) to district
students who are financially unable to pay; and (3) to contribute a share of net proceeds to any school in the Newport-Mesa
School District demonstrating a minimum commitment to its mission. Board Members and the management of NM Spirit Run
are volunteers. Management is responsible for all aspects of the event except for City and Health Department permits and
Does the Applicant hold intellectual property rights to the event? If not, who does?
NM Spirit Run will take steps to file legal documents to protect the event logo and other intellectual property rights associate
with the event.
Name of Contact and Contact Information for the Purpose of this Application.
Diane Daruly, President and Chairman of the Board of Directors of NM Spirit Run
Address
806 Bison Avenue, Newport Beach, California 92660
Phone
Fax
(949) 644 -6317
given on request as no dedicated line available
Mobile
Email
(949) 322 -7949
dianedawty @sbcglobal.net
Is there a contract
YES
NO
with an event
1
0
organizer?
Best times and ways to reach contact person.
Day time hours at the home or cell number. Email checked frequently,
List Prior Event Experience of both the Applicant and the
Diane Daruty, the applicant, is an attorney and a Certified Public Accountant who retired in 2001 to raise her children. She is
an avid runner who is ranked in the top 1% of female masters marathon runners in the United States. Further, in 2005, she
founded a free, youth running program at her children's school, Eastbluff Elementary. For the last five years, Ms. Daruty
coached and managed this six -month running program for upwards of 200 students. Ms. Darutys business experience, pas!
ion for running, and familiarity with youth running and road race events provide the necessary skill set to manage Spirit Run.
Ms. Daruty has been a Spirit Run volunteer since 2005, and has managed the event for the last four years. Her duties have
included, among other things, sponsor recruitment and servicing, public relations, development of the online and paper
registration, purchasing medals, prizes, and i- shirts, budgeting, accounting, managing all print and interne[ advertising and
marketing, managing the Spirit Run volunteer Board of Directors, and hiring and managing all paid consultants. In addhlon,
Ms. Daruty collaborated with Sean Levin and other Recreation Department personnel to develop a dual youth event called
"Twice the Fun" (i.e., a Spirit Run race plus the City of Newport Beach Track Meet), and she managed all aspects of it, She
also collaborated with Matt Lohr and other Recreation Department personnel to bring the 'Camp Newport" expo to Spirit Run
Patti Kohler, NM Spirit Run's Chief Financial Officer, has also played a major role in all aspects of event management the las
several years, particularly for the 2011 event, Ms. Kohler is an attorney with a strong financial background. In addition to
being the CFO, she has been involved in all race management details and has been instrumental part in its success.
Book that Event is NM Spirit Run's race management consultant. Book that Event is owned and managed by Jodi Book and
Lisa Scolman who together have decades of experience inroad race and other events. Each has worked on races ranging
from smaller community races to large marathons including OC Marathon and Surf City Marathon. In particular, Lisa Scolma
has worked on Spirit Run for well over a decade, originally as Kinane Event's General Manager, and recently together with he
partner Jodi Book at Book that Event. Also, Ms. Scolman and Ms. Book work with the City on other events including Magic
Shoe. Consequently, Book that Event is very experienced, in particular with the City of Newport Beach's permit requirement;
If the Applicant conducts a similar event in other 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.
Not applicable.
Provide previous locations of event, including reasons for leaving, if
Not applicable.
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
to this application.
Basic Event Facts Including Event Purpose and Benefits:
The 29th Annual Spirit Run will take place on a Sunday to be determined in March, 2012. Spirit Run is a fabulous road race
event promoting fitness, family, community, and education. The event consists of three adult races (15k, 10k. and 5k), eight
youth races (Youth 5k and seven 114 to 1 -mile races), and a Fitness and Youth Expo. The start and finish lines and Expo are
located in or adjacent to the Regal Cinema parking lot on Newport Center Drive, and all the races are run within Fashion Islay .
The Expo showcases products and services of community businesses. Representatives from the City of Newport Beach's
"Camp Newport" conduct demonstrations and activities. The Expo also offers fun food, bungee jumping, rock climbing, a mini
skate park, running footwear and apparel, boutique shopping, and more. Sponsors and vendors, including doctors, dentists,
orthodontists, and physical therapists, present health and fitness information.
While offering all of this fitness and fun, the event has another valuable cause — public education. Spirit Run contributes
its net proceeds to supplemental educational programs in Newport-Mesa public schools including art, physical education,
technology, and more. It is estimated that Spirit Run has generated well over $1,600,000 for such programs. Also, Spirit Run
provides free entries to economically challenged students in the school district.
Spirit Run Instills Civic Pride and Ownership and Helps Set Newport Beach Aparl:
Over the last 28 years, hundreds of Newport Beach parent volunteers have dedicated innumerable hours to organize and
operate Spirit Run. Further, roughly 60,000 times a Newport Beach resident has crossed the finish line while residents cheere
them on. Consequently, countless families whose children attended Newport Beach public schools during the past 28 years
are not only Spirit Run fans, but they feel ownership of the event.
Spirit Run has a long and prestigious list of local business sponsors including Fletcher Jones Motorcars, Hoag Hospital,
Irvine Apartment Communities, Fashion Island, Ralphs, Wells Fargo. Allargan Foundation, Ruby's Diner, Spa Gregorie's,
Surteme Properties, Dick's Sporting Goods, Road Runner Sports, Regal Cinemas, HOM Real Estate, and many others. Thes
businesses have kept Spirit Run alive with their monetary and promotional support. In return, they generated goodwill in the
community and received advertising and marketing benefits. Working together, these individuals and businesses have made
Spirit Run a model of an event that "gives Newport Beach residents and businesses a sense of civic pride and ownership."
What's more, Spirit Run's unique family and community feel together with the competitiveness of its races set it span from
other road races and demonstrate why Newport Beach is "an exciting place to live, work, and visit." Indeed, world -class
athletes recognize this fact and regularly participate. Olympic Silver Medalist Julie Swail Ertel competes. For over a decade,
Steve Scott, Olympian and World Record Holder for the most sub -4 minute miles, travels from San Diego to lead every youth
mile race. Members of the University of California Irvine Cross - Country and Track Team lead the Youth 5k race.
Spirit Run Increases the Number of People Coming to Newport Beach:
The tremendous depth and competitiveness of Spirit Run's races attracts upwards of 2,000 adults and children from
throughout Southern California every year. For example, in 2010, 75 of the top 100 finishers in the Youth 5k traveled from
outside Newport Beach. Obviously, parents or other adults accompanied them, many of whom also competed in a Spirit Run
race. These out of town visitors spend money at the Expo and often spend money at local businesses after the event also.
Spirit Run Provides Complimentary Entries for Underprivileged Children and Does Not Charge for the Youth & Fitness Expo:
One of Spirit Run's goals is promoting fitness, particularly in children. To reach as many children as possible, beginning wit
the 2011 event, Spirit Run has and will offer free enldes to any economically challenged student in the Newport-Mesa Unified
School District who submits our "scholarship application," and to other children on a case -by -case basis. Also, spectators can
attend and enjoy themselves for free by watching the eleven exciting races and visiting the Expo!
Spirit Run has Strong, Cost - Effective Management and is a Well- Planned Event:
The 29th Annual Spirit Run will be presented by Newport-Mesa Spirit Run, Inc. ("NM Spirit Run*), a nonprofit public benefit
corporation (501(c)(3) application pending). Its President and Chairman is a Newport Beach parent who has been a Spidt Ru
volunteer since 2005 and has managed the event since August 2007. Under her leadership, expenses have decreased rough
30 %, the event added three new races, and the last year two years the event hosted the most exciting Expo in history. These
improvements brought more fitness and fun and resulted In more money donated to Newport Beach schools.
Everyone on NM Spirit Run's Board of Directors and management team is a volunteer. Management is responsible for all
aspects of the event, except for City and Health Department permits and race day logistics that they delegate to paid con-
sultants. The volunteer management team's duties Include, among other things, sponsor recruitment and servicing, public re-
lations, developing on line and paper registration, purchasing medals, prizes, and t- shirts, budgeting, accounting, and managi
all print and internet advertisinglmarketing. Spirit Run has no office or physical assets except for banners and signs for race d .
All of this free labor and low overhead means one thing -- more money donated to schools.
NM Spirit Run's paid consultants who manage permitting and race day logistics have worked in race management, and Spi t
Run in particular, for decades. They are keenly aware of City and other requirements and how to present a well -run, safe even I.
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 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.
Budget for the Event — Maximum two pages.
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.
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.
Sponsorship Proposal Package.
Please attach a description of the specific benefits being offered to Newport Beach._
Economic Impact Potential. Not Applicable.
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.
Attendance. (Please do not exaggerate.)
Number of People Expected
NB
us
Foreign
S30 SW10k $35 alter `
Residents_
Residents
Visitors
Participants/Hosts/Competitors/Members
peo0 n,
Spectators
of Applicant Organization
piq,Run sponsors,
p
$35-048
Spectators /Attendees /Audience /Ticket
4,000+ registrants anc
4,000+ registrants ai
d
Buyers/Diners
spectators from
spectators from
Vo I u nteers/W orkers/Vendors
rFBeach—
tside-NewpoN-B
200
Totals
4,309
4000
0
Entry Fees
Adult
Child
Other
Partici ant
p
S30 SW10k $35 alter `
15 4 1-mil
Youth 5k $25
Yocth-�ivice-th
Fun" (Spirit Run +
$40 15k/ 035 after 2/1
Spectators
$35-048
free
free
Totals
$0.00
$0.00
$0.00
Section Two - Benefit Statement, Page 2
Spirit Run Collaborates with the City of Newport Beach Recreation Department
Spirit Run management has been working with the City of Newport Recreation
Department for several years. Beginning in 2009, Spirit Run collaborated with Sean
Levin and others to also promote the Newport Beach Track Meet by creating a dual event
registration category within the Spirit Run package. This collaboration was responsible,
at least in part, for hundreds more children attending the City's Track Meet. Further,
Spirit Run collaborated with Matt Lohr and others to bring the Camp Newport Expo to
Spirit Run 2010 and 2011. We are told that the Camp Newport vendors were extremely
pleased with both events and are anxious to attend Spirit Run 2012.
Spirit Run Sponsorship Would Provide the City of Newport Beach Many Benefits
Spirit Run revenues come from business and family sponsorships (cash and in-
kind donations), as well as registration and expo booth fees. Depending on the dollar
amount and timing of its sponsorship, the City's sponsorship would entitle it to many
marketing and advertising benefits including, among others, the City logo on event
brochures, post cards, posters, newspaper advertisements, specialty magazines, t- shirts,
the Spirit Run website, Spirit Run email blasts, and race day banners. The City would
also receive mentions in press releases and Public Service Announcements relating to
Spirit Run. All of these benefits are set forth in the Spirit Run Sponsorship Booklet
presented as part of this support +application. The Spirit Run Sponsorship Booklet will be
updated for 2012 within the next several months, but the benefits will remain the same.
Need for Accommodation(s). (Please do not exaggerate.)
Anticipated Number of Room Nights Few if any for out of area participants
Will all accommodations be in Newport Beach? If not, where?
unknown
What is the anticipated average stay in Newport Beach for
Participants 1 Spectators 1
Permits and Safety Plan for the Event
Have you applied for a Special Events Permit for this event? Yes Q
If, not when will you? December. 2o11
Have you spoken to Newport Beach Police Department about your event? Yes 0
If, not when will YOU? -Not yet, but will when Permit DeQartm s to do so
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. Not applicable
- I hereby certify the foregoing st atements to be true and correct a Ind 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, Court 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 Diane Danlly. President/Chairman Newport -Mesa spirit Run, Inc. Date — / /
Signature