HomeMy WebLinkAboutC-4859(K) - Grant Agreement for Special Event Support Program FY 11-12 - Relay for LifeGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
THE AMERICAN CANCER SOCIETY, CALIFORNIA DIVISION, INC.
This Grant Agreement ( "Agreement ") is entered into this �11A day of
C50 rft_U �, 2012, by and between the City of Newport Beach, a California municipal
-� corporation) and Charter City ( "City "), and the American Cancer Society, California
Division, Inc., a California non - profit corporation located at 1940 E. Deere Street, Suite
U 100, Santa Ana, CA 92705 ( "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 Relay for Life of Newport Beach
( "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 Eight Hundred Dollars and
00/100 ($800.00) ( "Grant Funds ") to Grantee pursuant to certain conditions
regarding expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1. GRANT
1.1. City awards to Grantee Grant Funds in the amount of Eight Hundred Dollars
and 00/100 ($800.00) 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..
2. TERM
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.
American Cancer Society, 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
American Cancer Society, 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.
7. GRANTEE INDEPENDENCE
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
American Cancer Society, Inc. Page 4
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Pilar Tellez
American Cancer Society, California Division, Inc.
1940 E. Deere Street, Suite 100
Santa Ana, CA 92705
Phone: 949 - 567 -0607
Fax: 714- 483 -1612
Email: Pilar.Tellez @cancer.org
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.
American Cancer Society, 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]
American Cancer Society, 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 ATTORNEY'S OFFICE
Date: I /14 /r L
By:
Aaron C. arp
City Attorney
ATTEST:
Date: p?.o11.l0-L-
By:
CitI. Brow
y Clerk n � EWy,
CITY OF NEWPORT BEACH,
A California municipal corporation
Date:
rr�� DaveXiff
ilq City Manager
Attachment: Exhibit A: Grant Proposal
GRANTEE: American Cancer Society,
California Division, Inc., a California non-
profit corporation.
Date:
By, 114
Name:
Title: 2 - 2 -! Z
Date:
By:
Name:
Title:
[END OF SIGNATURES]
American Cancer Society, Inc. Page 7
Exhibit A
Submit by Email
Section One — Event Summary and Applicant Information
Name of Event
Relay For Life of Newport Beach
Date(s) of Event
May 19 -20, 2011
Time(s) of Event
9 a.m. to 9 a.m.
Location(s) or Venue(s) of Event
Newport Harbor High.School
Is or will this be an
YES
NO
annual event?
O
O
Type of Event— special interest, commercial, sports, cultural /arts, social, etc.
Charitable Fundraiser
Is there a charge or
YES
NO
fee for the event?
O
O
Describe what, if any, portion of the event is free to the public.
Admission is free.
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.
The event is a 24 -hour fundraiser.
Types of In -Kind City Sponsorship Requested — List:
Generator, waive Special Event Permit fee
Are you requesting any roads be closed? If yes, which roads, when & for how long?
N/A
Amount of Cash Sponsorship from the City requested and how it will be used. Be specific.
$4,000.00 to cover event rentals: tents, stage, tables, chairs, lights, sound equipment.
Name of Applicant Organization
The American Cancer Society
Description of Applicant Organization - type of entity (attach proof of non- profit 501(c) 3
status if applicable), purpose, and history.
The Mission of the American Cancer Society is the nationwide, community- based, voluntary
health organization dedicated to eliminating cancer as a major health problem by preventing
cancer, saving lives, and diminishing suffering from cancer, through research, education,
advocacy and service.
Does the Applicant hold intellectual property rights to the event? If not, who does?
The American Cancer Society holds the rights.
Name of Contact and Contact Information for the Purpose of this Application.
Jennifer Patalsky
Address
1940 E, Deere Street, Suite 100, Santa Ana, CA 92705
Phone
Fax
(949) 587.0803
(949) 281 -9419
Mobile
Email
(949) 892 -0334
jennifer.patalsky @cancer.org
Is there a contract
YES
NO
with an event
organizer?
O
O
Best times and ways to reach contact person.
Monday through Friday, 9 - 5 by cell or email.
List
anizer.
The Applicant and Event Organizer are the same person - this is Jennifer Patalsky's 3rd year
+ managing Relay events with the American Cancer Society. Jennifer also manages 4 other
events simultaneously.
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.
One difficulty was a turf change to a track from grass - we had to implement a strict "no food,
drink or stakes in the ground" policy. We simply moved the food and drink to an adjacent
location and set up groups to police the entrances and track area. We are still there.
Provide previous locations of event, including reasons for leaving,
To my knowledge there isn't a previous location and we do not plan to leave our current one.
I Section Two — Benefit Statement I
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.
The Relay For Life demonstrates the American Cancer Society and City of Newport Beach's
commitment to finding a cure for cancer, providing services and education to help
prevention. This is very supportive to the entire community.
This event is run entirely by Newport Beach volunteers, and supported by the same so the
sense of pride comes with helping others and themselves.
Local businesses are recruited to support the event by: donating, giving food or prizes to the
event, forming fundraising teams, advertising by placing our posters in their businesses, and
asking their cancer survivor employees to attend. This encourages many employees and
patrons and their extended networks to attend.
The support from the City will offset rental costs for the event.
The City's requested support would not exceed 25% of our budget.
Parks and Recreation (Generator, screen, waive Special Event Permit fee) and City (cash
donation.)
This event is free and everyone is encouraged to attend.
This is the 3rd year Applicant is working with the Community and has enlisted local support
with Marketing: CMC /Peggy Fort, the OC Register, the Daily Pilot, and Firebrand Marketing,
in addition to volunteers going door -to -door to request poster and brochures placement.
This event benefits the American Cancer Society of Orange County.
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 Proiposal 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.
Attendance. (Please do not exaggerate.)
Number of People Expected
NB
us
Foreign
$0.00
Residents
Residents
Visitors
Participants /Hosts /Competitors /Members
$0.00
$0.00
Totals
of Applicant Organization
25
5
0
Spectators /Attendees / Audience/Ticket
800
200
0
Bu ers /Diners
Volunteers/Workers/Vendors
70
20
0
Totals
895
225
895
Entry Fees
Adult
Child
Other
Participant
$0.00
$0.00
$0.00
Spectators
$0.00
$0.00
$0.00
Totals
$0.00
$0.00
$0.00
Event Descriotion: Relav For Life of Neweoort Beach
The American Cancer Society Relay For Life is a life- changing event that gives everyone in communities
across the globe a chance to celebrate the lives of people who have battled cancer, remember loved ones
lost, and fight back against the disease. At Relay, teams of people camp out at a local high school, park,
or fairground and take turns walking or running around a track or path. Each team Is asked to have a
representative on the track at all times during the event. Because cancer never sleeps, Relays are
overnight events up to 24 hours In length.
Relay began in 1985 when Dr. Gordy Klatt, a colorectal surgeon in Tacoma, Washington, ran and walked
around a track for 24 hours to raise money for the American Cancer Society. Since then, Relay has grown
from a single man's passion to fight cancer into the world's largest movement to end the disease. Each
year, more than 3.5 million people in 5,000 communities In the United States, along with additional
communities in 20 other countries, gather to take part in this global phenomenon and raise much - needed
funds and awareness to save lives from cancer. Thanks to Relay participants, the American Cancer
Society continues to save lives.
Relay starts with a Survivors lap — a inspirational time when survivors are invited to circle the track
together and help everyone celebrate the victories we've achieved over cancer. The Survivors Lap Is an
emotional example of how Relay participants are ensuring that more lives are saved each year — like
those of each individual on the track. We also recognize and celebrate caregivers at Relay For Life. These
individuals give their time, love, and support to friends, family, neighbors, and coworkers who face
cancer. At Relay, people understand the frustrations and joys of being a caregiver, since the effects of
cancer reach far beyond just the person diagnosed.
After dark, we honor people who have been touched by cancer and remember loved ones lost to the
disease during the Luminaria Ceremony. Candles are lit inside bags filled with sand, each one bearing the
name of a person touched by cancer, and participants often walk a lap in silence. As people take time to
remember, those who have walked alongside others battling cancer can grieve and find healing. This is a
time that truly highlights the importance of defeating this disease.
Last, there Is a Fight Back Ceremony, where we make a personal commitment to save lives by taking up
the fight against cancer. That personal commitment may be to do something as simple as getting a
screening test, quitting smoking, or talking to elected officials about cancer. By taking action, people are
personally taking steps to save lives and fight back against a disease that takes too much.
Event Goals, Obiectives and Strategies: Relay For Life of Newport Beach
Goals:
Relay follows the goals of the American Cancer Society:
1. Mortality Goal: The American Cancer Society delivers hope. We now know that with a nationwide
dedicated effort, in collaboration with community partners, we can double the number of lives saved from
cancer.
Incidence Goal: The American Cancer Society is making progress. Fewer people now hear the words
"you have cancer." Through targeted cancer research and teaching people how to prevent cancer, the
number of Americans diagnosed with cancer will continue to fall.
Quality Of Life Goal: The American Cancer Society is the most trusted source for answers. We
empower people to make informed decisions while advocating for the highest quality of life for cancer
patients and their families.
Our philosophical goals being stated, our event goals are: 50 fundraising teams, 70 cancer survivors in attendance, and
$115,000. 00 in net dollars.
Obiectives:
The objective of the Relay For Life is to raise funds to support our Mission of reduced incidences of cancer, provide
education to the public on early detection, provide support to those fighting cancer, fund vital research to find cures for
all cancers, create detection and treatment programs, create cancer awareness, celebrate the lives of survivors, remember
those who lost their lives to cancer, and unite the community in the fight against cancer.
Strategies:
LEADERSHIP DEVELOPMENT
2011 GOAL:
Expand committee membership, ensure they have access to analysis tools and data, and educate on event day roles.
2011 STRATEGY
Improve committee resources and knowledge.
Teach committee members to evaluate their committee membership. Who do you have? Who do you need?
Identify who to recruit. Assess status of your event utilizing top high impact findings & your own area/event SWOT.
Use findings from the nationwide Customer Satisfaction Study and the Event Quality Assessment Study to focus your
event's priorities. Provide assessment tools, which would include the research & scorecard data.
MAINTAIN 2010 GOAL:
Develop the strongest possible Relay committees and develop them as American Cancer Society volunteers.
TEAM DEVELOPMENT
2011 GOAL:
Show appreciation for team captains.
2011 STRATEGY
Erasure teen captains feel appreciated
Identify how to show °appreciation" for team captains - pre, during & post Relay. Brainstorm all opportunities,
have each subcommittee look at ways /times /methods to show appreciation of Team Captains/Team using research data.
MAINTAIN 2010 GOAL:
Recruit, train, retain, and recognize as many teams as possible.
SURVIVOR AND CAREGIVER DEVELOPMENT
2011 GOAL:
Define what it means to be a survivor and caregiver, ensure both groups are recognized in meaningful ways
before /during/after Relay.
2011 STRATEGY:
Ensure Relayers understand what it means to be a survivor /caregiver, and ensure they are properly recognized.
Message that the expansion of this "D" to officially include caregivers & consistently, and comprehensively,
define what that means (especially in event promotion, committee & team captains meetings, kick -offs & all
scripts). Utilize the comments /responses from recent marketing research.
MAINTAIN 2010 GOAL:
Have all of a community's survivors and caregivers attended Relay For Life. Educate them on the mission of
the American Cancer Society and encourage their involvement year round.
2011 GOAL:
Improve entertainment & activities at Relay to keep all ages entertained and to ensure interactions between
teams and their team members.
2011 STRATEGY:
Improve the overall entertainment experience at Relay.
Explain Rely as an event, why the ceremonies, why the games/act vities /onsite fundraising, etc. Explain how
the activities can be team driven. Provide tips for improving your event's sound system. Utilize recent market
research findings.
MAINTAIN 2010 GOAL:
Produce a Relay that creates a positive experience for every participant and is representative of the community
FUNDRAISING DEVELOPMENT
2011 GOAL:
Implement nationwide fundraising club.
2011 STRATEGY:
Rollout resources for the nationwide fundraising club programs. Rollout team (and possibly individual) fundraising
clubs as developed by the nationwide workgroup that is currently underway.
MAINTAIN 2010 GOAL:
Make every Relayer successful in fundraising by inspiring, educating, and providing the necessary tools to
ensure diverse fundraising.
Planniall and Preparation: Relay For Life of Newport Beach
The annual Planning Committee for the Newport Beach Relay For Life convenes in Fall and begins securing
sponsorships, donors, Committee members, fundraising teams, volunteers, location up until the day of Relay.
In preparation of the event the Committee plans activities, entertainment, decorations, public services, education,
themes, and sets up everything needed to provide these to the public via the event.
Day of preparation involves delivery of rental tents, stage, chairs, tables, signs, banners, paper goods, decorations,
American Cancer Society- approved outreach materials, audio and visual equipment, event collateral such as t- shirts for
both participants and cancer survivors, special awards for various event - involved contests, and incentive items.
Friday afternoon prior to the event the Committee and volunteers gather to help direct rental companies to set up the
stage, tents, chairs, lights, facilities and tables. Other items such as signs, banners, paper goods, decorations, American
Cancer Society- approved outreach materials, audio and visual equipment, event collateral such as t- shirts for both
participants and cancer survivors, special awards for various event - involved contests, Kids Kamp games and prizes and
incentive items are set up by the Committee and /or volunteers. Security is contracted to watch the event items overnight
and ensure preservation of all items.
Saturday morning the fmal touches are put on for the event and items are distributed for the event: decorations, sigaage,
paper goods, t- shirts, medals, Survivor Morning Snack, sound checks, and balloons are all set up.
Sunday morning is the end of Relay and we follow our Closing Ceremonies with cleanup and removal of all items used
in Relay and do our final check to be sure there isn't anything left behind and that the venue is better than we found it.
Marketing and Promotion Plan: Relay For Life of (Newport Beach
The target market for this event Is the City of Newport Beach and its communities.
Our main marketing objective is to bring awareness to the community of cancer, detection, treatment, and services.
Our marketing strategy Involves grassroots efforts with no cost /donated outreach: stories and press releases to the Orange
County Register, Daily Pilot, Ability Magazine, via LED Westminster Mall display, buttons on site /E- Blast/Publlc Service
Announcements provided by TownZilla online, attending various public functions and Chamber events, distribution of flyers,
posters and brochures to places of business all over Newport Beach, usage of the event website, NB -TV promotional footage of
our Kickoff on the local station, the assistance of all Committee members, Team Captains and City Council to invite their circles
of influence, inviting businesses to participate by forming fundraising teams and getting their organization visibility, posting
event banners throughout the City, providing logo placement on our webslte /t -shirts/programs /brochures and flyers where
applicable, securing event sponsorship with organization such as OC Weekly Cocktails For A Cause, aligning ourselves as
Preferred Charity with Restaurant Week, and continually creating new allegiances with businesses, Individuals and events
throughout the year.
Word of mouth continues to be our strongest point In marketing, so we are continually encouraging our volunteers to "Blitz"
the city and promote the event with groups distributing materials and hosting tablesers at vadous locations to give away
collateral several times throughout the year.
We start advocating the event in the Fall of the prior year by attending city functions to distribute materials In the hopes of
finding more Committee members. In January we begin work on our website and actively seeking sponsors and fundraising
teams. In March we begin poster and brochure distribution leading up the May event. Between January and May teams Blitz
and hold fundraising events which also promote the Relay. We begin newspaper distribution of stories in March. Banner
posting begins In April through out the city and on the venue fences.
The Marketing and Promotion Plan Is organized by our Public Relations Chair Peggy Fort of California Marketing Concepts, Inc.
and implemented by the entire Leadership Committee and ACS Staff Partner. Both Ms. Fort and Ms. Patalsky have extensive
Event/Marketing /PR experience. Ms. Fort of course being a communications /PR major and local Marketing business owner and
Ms. Patalsky also being a communications graduate with years of newspaper and magazine experience as well as 3 years of
Relay marketing experience while being with the American Cancer Society.
The only cost for marketing and promotions is for event materials /giveaways distributed at various events throughout the year,
all else is donated.
Specific Benefits For NB: Relay For Life of Newport Beach
The American Cancer Society has partnered with the City of Newport Beach in its efforts to eliminate smoking as a threat to
well -being in parks and beaches and engaged in healthier eating for schoolchildren.
At Relay the benefits are tremendous to all who participate: from a cancer survivor standpoint a person finds compassion,
understanding, support and valued services that are available to all who need them free of charge. From a support system of a
cancer survivor's loved ones, the experience is much the same but with the added beneft of knowing that any action they take
to assist the Relay fundraiser helps to fund services, in addition to much- needed cancer research.
There is also the education factor that comes with attending a Relay. Many materials are available free for the taking with
information on many types of cancer, booklets and pamphlets galore that also include suggestions for prevention,
Volunteers on the Leadership Committee experience all of the above, with the satisfaction of knowing that incorporating their
circle of Influence with Relay can lead to a cure in the future and seeing people enjoy their event.
This event is run almost entirely by volunteers, It Is thelr heart and soul which create each event each year, making the
community it occurs in diverse and a reflection of its own uniqueness.
Financial Impact:
The event drives Individuals and businesses from other cities to attend due to the teams that fundraise, many of the teams
bring individuals from around the County of Orange and Los Angeles to participate. We also gain sponsorships from individuals
and businesses from outside of Newport Beach because of these unique alliances,
Waste Minimization Plan: Relay For Life of Newport Beach
The Relay event contracts with Newport Harbor High School to engage a local custodian who is present throughout the event
as well as afterward to assist with cleanup. The American Cancer Society pays for an additional trash disposal. Bio waste is
handled by a contract with a local sanitation company who delivers, cleans and picks up from the event.
During Relay we utilize "green" controls by setting up Water Stations so as to minimize plastic water bottles. We ask our
attendees to bring their own personal water bottles for refilling. We also put up a recycle bin next to most trash cans for
recycling.
We are very judicious with our printed materials and never over - order, we order on an "as- needed" basis. This year being our
10a' Birthday year we are advocating aluminum recycling to attendees.
We ask all of our attendees to think green and not create any more waste than they have to.
our cleanup plan is basically gathering all Committee members, volunteers and the custodian to empty trash bins, walk the
entire perimeter and pick up any item we see whether it was part of the event or not to leave a very clean safe area better
than we found it. This is generally completed within two hours post- event. The American Cancer Society Staff Partner also does
a final walk- through to ensure cleanup meets quality standards.
Need for Accommodation(s). (Please do not exaggerate.)
Anticipated Number of Room Nights 0
Will all accommodations be in Newport Beach? If not, where?
Accommodations are at the event for fundraising participants.
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 °Q
If, not when will you?
Have you spoken to Newport Beach Police Department about your event? Yes
If, not when will you?
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.
ZI 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 Cc uncil, 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 Jennifer Patalsky, Senior Manager, Relay For Life Date 04/1412011
Submit by Email
Signature
Brief History of the American Cancer Society
American Society for the Control of Cancer (ASCC) was founded in 1913 by 15
physicians and business leaders. It was a remarkable moment in the history of public
health. In those days the disease was steeped in a climate of fear and denial and was
rarely mentioned. In the United States, cancer claimed close to 75,000 lives each year.
The organizers knew they had to bring cancer out of the closet to make progress. Early
activities focused on education through billboards, seminars and silent movies.
In 1936, Marjorie Illig, an ASCC field representative and chair of the General Federation
of Women's Club Committee on Public Health, proposed creating a legion of volunteers
to wage a war on cancer. This legion became known as the Women's Field Army. Its
recruits donned khaki uniforms, complete with insignia of rank and achievement, and
went into the streets to raise money and educate the public.
ASCC was reorganized as the American Cancer Society (ACS) in 1945. For the first
time, the board of directors determined that a percentage of the money raised needed to
be spent on research. Within a year, Dr. Sidney Farber, one of the first recipients of a
Society research grant, achieved the first temporary cancer remission using a drug he
developed called aminopterin. It was the beginning of a new and exciting era. Every
major cancer breakthrough since then has had its foundation with ACS. As a result, in
2003, for the first time since tracking started, the number of deaths due to cancer
decreased.
Today ACS is organized into a national society with 12 Divisions throughout the United
States, and local offices in 3,400 communities. The California Division is divided into
six regions including Orange County. The American Cancer Society focuses its efforts
on education, advocacy, research and services.
Internal Revenue Service
Date: April 14, 2005
AMERICAN CANCER SOCIETY INC
CALIFORNIA DIVISION INC
1710 WEBSTER ST
OAKLAND CA 94612 -3448
Dear Sir or Madam:
Department of the Treasury
P. O. Box 2508
Cincinnati, OH 45201
Person to Contact:
April C. Howard 31 -07692
Customer Service Representative
Toll Free Telephone Number:
8:30 a.m. to 5,30 p.m. ET
877 - 829 -5500
Fax Number:
513 - 263 -3756
Federal Identification Number:
94- 1170350
Group Exemption Number:
0580
This is in response to your request of April 14, 2005, regarding your organization's tax- exempt status
Your organization is exempt under section 501(c)(3) of the Code because it is included in a group
ruling issued to American Cancer Society, Inc, located In Atlanta, GA.
Our records indicate that contributions to your organization are deductible under section 170 of the Code, and
that you are qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or
2522 of the Internal Revenue Code.
If you have any questions, please call us at the telephone number shown in the heading of this letter
Sincerely,,
���
X �__0 _ _
Janna K. Skufca, Director, TE/GE
Customer Account Services