HomeMy WebLinkAboutC-5893(C) - Grant Agreement for Special Event Support Program FY 14-15 - Balboa Island Wine WalkGRANT AGREEMENT
BETWEEN THE CITY OF NEWPORT BEACH AND
BALBOA ISLAND MARKETING INC.
This Grant Agreement ( "Agreement ") is entered into this 10th day of June, 2014
( "Effective Date "), by and between the City of Newport Beach, a California municipal
corporation and Charter City ( "City"), and BALBOA ISLAND MARKETING INC., a
California nonprofit corporation located at 2865 East Coast Highway, Suite 360, Corona
del Mar, CA 92625 ( "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 allow 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 Balboa Island Wine Walk ( "Grant
Proposal ").
C. The City Council determined the Grant Proposal is for a worthy project that will
benefit the City's resident's quality of life.
D. The City Council approved a grant in the amount of One Thousand Dollars
($1,000.00) ( "Grant Funds ") to Grantee pursuant to certain conditions regarding
expenditure, reporting, and accounting requirements.
NOW, THEREFORE, the Parties agree as follows:
1.1. City awards to Grantee Grant Funds in the amount of One Thousand Dollars
($1,000.00) 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 at the time of execution of
this Agreement.
2. TERM
The term of this Agreement shall commence on the Effective Date and shall
continue in full force and effect until June 30, 2015, 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. If the Grantee has been audited by an independent auditor or has been the
subject of a compliance audit/examination by a grantee or regulatory agency during the
past three years, audit reports and management letters indicating compliance violations,
fraud, illegal acts, material weaknesses in internal control structure or reportable
conditions, in connection with such audits shall be delivered to the City thirty (30) days
prior to the effective date of this agreement. If no audits or events as described above
have occurred during this period, the Grantee shall provide City a written assertion that
no audits or similar examinations have occurred during the three (3) year period and an
assertion that the Grantee is not aware of any events or conditions, described above, or
other information that might reasonable impact City's decision to fund the grant as
requested.
4.3. 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).
BALBOA ISLAND MARKETING INC. Page 2
4.4. 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.
4.5. Grantee shall, upon conclusion of the event, 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: (1) quarterly check registers and descriptions of
each disbursement; (ii) budget -to- actual - results; and (iii) a statement of position
describing the assets and liabilities associated with the Grant event. All reports,
including a post -event evaluation, shall be due to the City no later than forty -five (45)
days following the conclusion of the event. 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.
4.6. Grantee agrees to exercise prudent financial management processes
including proper oversight of all assets, budget preparation, and timely reporting
including budget -to- actual- comparisons.
4.7. 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.
4.8. If Grantee has supported Political Action Committees(s) (PACs) during the
past three (3) years, the Grantee shall hire an independent auditor to perform limited,
agreed -upon testwork procedures to provide City assurance that City sponsored event
profits did not subsidize the funding of Political Action Committees (PACs) and event
proceeds were adequately segregated from funds used to support PACs. Agreed upon
procedures may include a review of a detail list of the past three (3) years of PAC
contributions and expenditures, including:
a. An identifying donor number, date and amount of each reported
contribution; and
b. A detail of expenditures sufficient enough to determine that the
expenditures were solely for PAC - related expenses; and
c. Any retained earnings or fund balance at the end of each fiscal year.
Substantive documentation for the contribution and expenditure should be available
upon request. City shall approve the agreed -upon testwork procedures prior to the
commencement of fieldwork.
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
BALBOA ISLAND MARKETING INC. Page 3
not expended by or before June 30, 2015, 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
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.
BALBOA ISLAND MARKETING INC. Page 4
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
100 Civic Center Drive
P.O. Box 1768
Newport Beach, CA 92658
9.3. All notices, demands, requests or approvals from City to Grantee shall be
addressed to Grantee at:
Attn: Sheri Drewry
BALBOA ISLAND MARKETING INC.
2865 East Coast Highway, Suite 360
Corona del Mar, CA 92625
i[1llY>f ;[Whiff -4 116IL
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. Recitals. City and Grantee acknowledge that the above Recitals are true and
correct and are hereby incorporated by reference into this Agreement.
BALBOA ISLAND MARKETING INC. Page 5
11.2. 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.
11.3. 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.
11.4. 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.
11.5. 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.
11.6. 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.
11.7. 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.
11.8. Severabilitv. 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.
11.9. 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, State of California.
11.10. 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 or any other impermissible basis under law.
11.11. 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.
11.12. 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.
BALBOA ISLAND MARKETING 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: ca 114
By: , /� /�.
Aaron C. Harp �04 6 (Iq)tN
City Attorney
ATTEST:
Date:
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: oe
By. "
Dave K @ff
City Manager
GRANTEE: BALBOA ISLAND
MARKETING INC., a California nonprofit
corporation
Date:
By: ak C' 4 ✓ By
Leilani I. Brown
City Clerk
Attachment: Exhibit A: Grant Proposal
Date: 7_
John Robinson
Treasurer
[END OF SIGNATURES]
BALBOA ISLAND MARKETING INC. Page 7
Exhibit A
Grant Application and Event Budget
Locey, Mary
From: form engine @fs23.formsite.com
Sent: Friday, March 21, 2014 3:39 PM
To: Locey, Mary
Subject: Special Event — Balboa Island Marketing #7935421
Special Event — Application for Financial Support
Reference #: 7935421
Status: Complete
Date: 2014 -03 -21 15:39:24
User: 107.184.15.135 (Chrome - Windows)
Referrer. httos:/ ifs23 .fomsite.coni/ms/fomiLoeinRetum
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New Users / Returning Users CLICK HERE to setup or return to your account for this Form. Creating an
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Directions for Completing the Application Form
• Each question should be answered clearly and briefly.
• If a question is not applicable, enter N /A.
• Attach a copy of the event budget (2 -page maximum)
• Incomplete or application received after the submission deadline will notbe accepted.
• Do not sumit collateral materials (i.e. marketing materials and programs). They will not be considered.
• Submissions received via mail or online will be considered equally.
• Completed application must be received no later than 4 p.m. on Friday, March 21, 2014.
Special Event Support Evaluation Criteria
The City of Newport Beach will consider the following criteria in evaluating requests for financial support:
1. The event should advance the City of Newport Beach as an exciting place to live, work, play, learn, and visit.
2. The event should give Newport Beach residents and businesses a sense of civic pride and ownership.
3. The event enhances, serves, involves, benefits, and or promotes a sense of community for the residents of Newport Beach.
4. The event does not have to be free of charge, but should be accessible to the community/public.
5. The application must include a copy of the Event Budget (2 -page maximum).
6. The meant of financial support requested from the City should represent no more than 25% of the total event budget. (Volunteer hours
may not be counted toward the total event budget, but the value of in -kind goods and services may be counted.)
7. The applicant should demonstrate strong financial management and effective management controls over the event, including cost
effectiveness. Successful applicants must agree to provide the evenPs financial statements and allow the City to conduct its own review of
them, if desired.
8. If the event is charitable in nature, it should benefit a local Newport Beach or Orange County -based charitable organization.
9. The event must be held between July 1, 2014 and June 30, 2015.
* Name of Applicant Organization:
Balboa Island Marketing Inc. / CMC Inc.
Applicant Representative Contact Information
* First Name
Peggy
* Last Name
Fort
* Full Address
c/o CMC Inc. 1550 Bayside Drive
* Phone Number
9496750501
* Email Address
peenvfort(gaskcmc.com
* Type of Entity
FX Corporation
❑ LLC
❑ LLP
❑ Sole Proprietor
❑ Other
Authorized Agents for Entity (signing authority for entering into contracts):
* First Name
Peggy
* Last Name
Fort
* Title
President & CEO
* First Name
Peggy
* Last Name
Fort
* Title
CFO
* Entity Address (if different from applicant):
SAME
* Name of Event:
Balboa Island Wine Walk
* Event Date(s):
September 27, 2014
* Is this an annual event?
2
FX yes
❑ no
* Event location/venue:
Balboa Island - Select Marine Ave. Merchant Locations
* Type of event:
❑ Art/Culture
FI Sports
FICommercial
❑ Social
X Community
Special Interest
❑ Other
* Have you previously received City support for this or any other event sponsored by your organization?
RX Yes
❑ No
* If yes, please list the event(s), year(s) and amount(s):
CMC Inc. has received City support for the following client community events:
Newport Beach Restaurant Week FY 2007 -2014
From $6k - $50k Annually
Orange County Marathon - $50k FY 2007 &2008
* Is there a fee to enter the event? If yes, what is the amount of the fee?
There is no fee to attend the event
If participants would like to purchase a commemorative Balboa Island Wine Walk glass and sample fine wines in select merchant locations pre -sale
tickets are $30 or $40 on the day of event per person.
* Describe what, if any, portion of the event is FREE to the public.
The public is welcome to attend the Balboa Island Wine Walk event and is encouraged to join in on the fun while shopping and dining along Marine
Ave. The public can enjoy various entertainment and enter to win merchant promotional giveaways and mffles at no charge.
* Brief Description of Event (150 -word maximum):
The merchants of the Balboa Island present The First Annual Balboa Island Wine Walk
Date: Saturday, September 27th, 2014.
the public is invited to stroll Marine Avenue boutiques and shops while sampling fine wines and light hors d'oeuvres inside various participating
merchant locations.Tickets are: $30 per person (Pre -sale) $40 per person (Day of the Event if Available)
Check -In to get wristbands or commemorative wine glass. Event starts at 3PM and ends with a raffle at 8PM.
Location: Marine & Agate Ave. Balboa Island
Contact: (949) 675 -0511
The Balboa Island Wine Walk is produced by CMC Inc in partnership with Balboa Island Marketing Inc. (BIMI)
BIMI Marketing Mission: Develop and maintain brand and marketing programs —in partnership with our strategic partners that keep Balboa Island
top -of -mind as a premier destination to visit in Newport Beach, California.
BIMI Marketing Objective: Maintain and increase resident and leisure travel to and spending on Balboa Island.
* Anticipated Event Attendance (indicate participants vs. spectators, if applicable):
Participants: 500 - 1,000 local residents & visitors throughout event.
Spectators: 1,000
* Summarize applicant's prior event experience (100 -word maximum):
California Marketing Concepts, Inc. has created a niche as one of Southern California's top full- service boutique marketing, public relations and
event management £inns. Based in Corona del Mar, California, CMC Inc. was founded in 1999 by twenty one year brand marketing & public
relations veteran, Peggy Fort. Since its inception, CMC Inc. has built a high profile local clientele and results- driven reputation working with direct
referral clients only in Southern California. What has always defined CMC Inc. is its ability to offer cost effective full- service strategic marketing,
public relations & event management service ROI - without the big agency pricing.
* If the Applicant conducts similar events elsewhere, please provide details Including: where, when, safety issues, and if applicable, why the
event left its previous location (150 -word maximum):
N/A
CMC Inc. is organizing the First Annual Balboa Island Wine Walk Event in September 2014.
Financial Support Request
* Amount of cash requested (do not request fee waivers or in -kind donations):
10,000
* Briefly describe how the requested funds be used.
For Hard Costs & Event Operational Expenses
(See attached budget)
* The City's support should represent no more than 25% of the total event budget. Volunteer hours may not be counted toward the total
event budget, but the value of in -kind goods and services may be counted. Does your request meet this criterion?
❑X Yes
❑ No
* The City's support must be used for the implementation of an actual special event. (i.e. event execution, not planning the event.) Does your
request meet this criterion?
rX Yes
F1 No
* The request for City support must include a list of other City entities or groups (e.g., City Arts Commission, Newport Beach Restaurant
Association Business Improvement District) from which the applicant is seeking financial support. Are you seeking financial support from
other City entities?
FYI Yes
❑ No
* If you answered yes above, please list the entities or groups and the amount of financial support requested from each:
Balboa Island Marketing Inc. _ $5,000
Attach event budget (2 -page maximum)
Fvlemz7N 2014 Budget - Balboa Island Wine Walk.odf
BALBOA ISLAND MARKETING INC.
BALBOA ISLAND WINE WALK BUDGET
*Drafted March 2014
PROJECTED CASH & IN -KIND REVENUE FORECAST AMOUNT
Event Corporate Cash &In -Kind Sponsorships $ 35,000
City Of Newport Beach — Grant Support FY 203.4 - 20-15 $ 10,000
Balboa Island Marketing Inc. Contribution $ 5,000
*TOTAL BUDGET— COMBINED CASH EXPENDITURES + IN -KIND INVESTMENT VALUE S
PROJECTED IN -KIND REVENUE VALUE: $ 25,000.0c
PROJECTED CASH: $ 251000.0c
PROJECTED IN -KIND REVENUE VALUE BREAKDOWN AMOUNT
Media Partnerships & Event Marketing In -Kind Sponsorships $ 10,000
Sponsor & Purveyor In -Kind Contributions $ 10,000
Merchant In -Kind Contributions— Launch Events, etc. $ 5,000
PROJECTED EXPENDITURE BREAKDOWN
AMOUNT
EVENT OPERATIONAL EXPENSES
Sponsor & Purveyor In -Kind Contributions
$
10,000
Merchant In -Kind Contributions— Launch Events, etc.
$
S,000
Misc. Hard Costs - Commemorative Wine Glasses, Event Supplies, etc.
$
2,500
Day of Event Staffing
$
1,500
Event Administration & Accounting
$
2,500
Insurance & Liability
$
1,5oo
Signage & Logistics
$
1,000
Total,Cash-
$24.00a
BRANDING. CREATIVE. COLLATERAL DEVELOPMENT & PRINTING
Logo Design $ Soo
Marketing Collateral— Promo Cards & Posters $ 3,000
Ad Campaign Creative & Graphic Design Production - Vendor Fee $ 1,500
Total Cash- S 5,,000
1
MEDIA ADVERTISING. —PRINT & ONLINE CAMPAIGNS & PROMOTIONS
Media Partnerships & Event Marketing In -Kind Sponsorship Value $ 10,000
Print & Online Media Partnership Campaigns- Hyper Local Community Market
Local Media Outlets $ 5,000
Total Cash: $15f000
PUBLIC & MEDIA RELATIONS CAMPAIGNS
Business Wire Press Center & Online PR Services $ 1,500
Total: $ s,soo
PARTNERSHIP DEVELOPMENT. SPONSORSHIP SOLICIATAION & SERVICING
Internal Industry Solicitation, Marketing & Sponsorship Package Production & Result Analysis
Partnership Development & Commissions $ 2,500
*Contingent Based on Incentive Bonus Plan on Cash Revenue
Total- $ 2,1;00
SOCIAL MEDIA & STRATEGIC INTERNET MARKETING CAMPAIGNS
SEO Plan — Google & Face Book Ad Word Campaigns $1,500
Social Networking Campaigns & Blog Development — Vendor Fees
Cross Promotional Campaigns & Contest Development $ 500
Total: $ 29000
*TOTAL EXPENSES- $ 50,000.0
6-' BALBOA ISLAND MARKETING INC.
t
A Merchants Association
> 2013 -2014 ANNUAL REPORT
The first year of the Balboa Island Marketing Inc. was one of many adjustments
and achievements. The Corporation was formed and applied for a 501 (c) 6
Federal Status as a not for profit mutual benefit business corporation. The
Association is waiting for a determination letter from the IRS. During the period
between when funding was received and the end of the fiscal year many
successes have been achieved.
Balboa Island Marketing Inc. accomplishments during fiscal year 2013 -2014
follow:
*Worked with California Marketing Concepts, a marketing consultant, in
developing a marketing plan that encompasses print, advertising, website
renovation, social media and special event plans.
*Continued decorating Marine Avenue with flags for the summer and the
parade. A holiday lighting program was also created to make the Marine
Avenue shopping area festive and to provide a sense of destination for
holiday shopping.
*Placed ads in locally and nationally distributed visitor guides such as the
Newport Beach Visitors Guide, OC Max Weekly, and Certified Folder
Distribution.
*Advertised on the Newport Beach Pocket Picture Map and in the Laguna
Beach Pocket Map Website.
*Contracted with Firebrand Media to restart the http: / /balboa- island.net
website, providing seasonal information and announcements as well as
an electronic merchant directory.
*Kept detailed records, books, and minutes of meetings and events.
The Association will finish the Fiscal Year with approximately $10,000 to pass
over into the next fiscal year.
BALBOA ISLAND MARKETING INC.
A Merchants Association
2014 -2015 PROJECTED PROJECTS
Looking forward to the next fiscal year, BVMA Inc. has the following objectives:
*Create a new logo and collateral brochures cross referencing the balboa-
island.net website.
*Create a 'Pay to Play" structure of additional marketing investment that will
enable merchants in the Association to maximize their advertising dollars
through cooperative campaigns.
*Institute and annual "Wine Walk" to encourage residents and visitors alike to
tour the entire shopping area and linger in stores.
*Continue holiday and seasonal decorating
*Institute a bike rack program to provide location identifying bike racks
*Continue to improve the website, incorporating contemporary social media
strategies and perhaps a web based "app" for the Island
*A direct mail campaign to local residents to increase visibility to year round
shoppers
*A campaign to hand out Balboa Island "goodie bags" to all merchants and to
visitors as part of a frequent buyer or promotional.
*Maintain memberships with Anaheim Visitors Bureau, the Newport
Chamber, and the Newport Beach & Co.
*An annual meeting of the Association
*Develop new special events that would bring residents in during slower
seasonal periods.
*Create liaisons with concierges in local hotels that will refer Balboa Island as
a major destination point.
*Work with the City in developing alternatives to parking on the Island during
peak demand periods.
*Piggybacking off of other City wide events like the Film Festival as follow up
to after event entertaining and shopping
*Stress public relations in order to get no cost exposure for the Island
*Sponsor a photography contest to get images of Balboa Island for future
promotional efforts
*Administer the Association using a third party consultant, as well as
miscellaneous costs including the annual meeting.
The merchants of Balboa Island appreciate the efforts of the City Council and
your continued support of their BID.
BALBOA ISLAND MARKETING INC.
A Merchants Association
Budget Outline
July 1, 2014 — June 30, 2015
Funds Available FY End 2014 $10,000
Funds from City 2014 $40,000
Additional Funding from the City $ 1,000
Coop Buy In Program (Estimated) $30,000
Sponsorships and Participation Fees $21,000
Total Available Funds $102,000
Expenditures
Marketing & Advertising $77,290
Branding
Ad Creative
Media Partnerships
Direct Mail
Concierge Program
Internal Marketing Package
Web Site Development
PR Campaigns
Consulting Fee
Memberships
Special Events $5,000
Wine Walk
Village Beautification $5,000
Holiday Decorating
Seasonal Decorating
Administration $9,580
Administration
Annual Meeting
Mailings, Outreach
Total Planed Expenditures $96,870
2:39 PM Balboa Island Marketing Inc.gbw
07/07114 Balance Sheet
Accrual Basis AS of June 30, 2014
Page 1
Jun 30, 14
ASSETS
Current Assets
Checking /Savings
Union Bank 6153
16,030.34
Total Checking /Savings
16,030.34
Total Current Assets
16,030.34
TOTAL ASSETS
16,030.34
LIABILITIES & EQUITY
Equity
Unrestricted Net Assets
33,058.69
Net Income
. 17,028.35
Total Equity
16,030.34
TOTAL LIABILITIES & EQUITY
16,030.34
Page 1
2:39 PM Balboa Island Marketing Inc.gbw
07107114 Profit & Loss
Accrual Basis July 2013 through June 2014
Ordinary Income /Expense
Income
Contributions
Direct Public Support
Corporate Contributions
Total Direct Public Support
Grants
Municipal
Total Grants
Program Income
Membership Dues
Program Service Fees
Total Program Income
Total Income
Expense
Licenses /fees
annual meeting expense
credit card fees
Adminstrative
Bank Charges
Bookkeeping
Total Adminstrative
Program Expenses
Marketing
DuestSubs
Outside Contract Services
Supply Reimbursement
Outside Contract Services - Other
Total Outside Contract Services
Total Marketing
BannerslFlags
Books, Subscriptions, Reference
Postage, Mailing Service
Printing and Copying
Website Expenses
Holiday lighting
Advertising
Promotions
Internet
Print
Total Advertising
Total Program Expenses
Total Expense
Net Ordinary Income
Net Income
Jul '13 -Jun 14
1.00
420.00
420.00
40,000.00
40,000.00
1,250.00
1,750.00
3,000.00
43,421.00
20.00
26.00
41.28
0.00
4,735.00
4,735.00
460.00
469.39
10,500.00
10,969.39
11,429.39
1,600.54
24.00
24.00
58.86
1,001.31
2,430.28
1,000.00
1,650.00
2,850.00
5,500.00
22,068.38
26,890.66
16,530.34
16,530.34
Page 1