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Home My WebLink About31 - Balboa Performing Arts Theatre Foundation Co-sponsAgenda Item No. 31 June 14, 1999 COMMUNITY SERVICES DEPARTMENT . Arts & Cultural - Library - Recreation - Seniors To: Mayor and Members of City Council From: LaDonna Kienitz, Community Services Director /City Librarian Re: Request for Co- Sponsorship by the Balboa Performing Arts Theatre Foundation The Balboa Performing Arts Theatre Foundation has requested that the City co- sponsor a Run for the Arts for the benefit of the Balboa Theatre renovation project. The May 7, 1999 letter from Dayna Pettit, President, Board of Directors is attached. RECOMMENDATIONS a) Approve City co- sponsorship of the Run for the Arts, without assumption of any costs of the run which might be borne by the City. or b) Approve co- sponsorship of the Run for the Arts, and waive City costs, not to exceed $5,000. or c) Abstain from co- sponsorship of the Run for the Arts. BACKGROUND Bay to Beach Run The City Fire and Marine Department, in 1995 in conjunction with the Surfrider Foundation, conducted 5K runs similar to that proposed by the Balboa Performing Arts Theatre Foundation. The total revenue of the 1996 race was $21,134; net profit was $8,780. In 1997, total revenue was $19,317; net profit $3,192. No City costs for the races were reimbursed, with the exception of the 1997 General Services staff costs for race day activity. Corona del Mar Scenic 5K The City, through the Community Services Department, annually co- sponsors the Corona del Mar Scenic 5K Race with the Corona del Mar Chamber of Commerce. The event, now in its 18th year, is one of the City's major recreational events. Profits are shared by the City and the Corona del Mar Chamber of Commerce. In 1998, total race revenue, sponsorships and entry fees, were $72,199; total expenses, $33,936. The net "profit" was equally divided between the City and the Chamber. The race was charged $1,343 for the cost of part -time Community Services staff hired for the race itself. Other staff costs, from Community Services, General Services, and the Police Departments, and the special event permit, all totaling $15,470, were not charged to the race. Request for Co- Sponsorship by the Balboa Performing Arts Theatre Foundation Page 2 City Co- Sponsorship . If the City elects to co- sponsor the Run for the Arts, it could also elect to waive all or a portion of City costs for such a race, estimated to be as follows: Police Department $1,700 (4 officers &t0 Explorers) General Services 2,128 (staffing & equipment for Race Day only) Public Works 300 (traffic driver, maps & traffic control plan) Community Services 250 (special event permit) Total Estimated Costs $4,378 Attachment 0 i May 7, 1999 Mayor Dennis O'Neil, City Council Members City of Newport Beach 3300 Newport Boulevard Newport Beach, Ca 9266' Mayor O'Neil, Ladies and Gentlemen of the Council; '99 uAY -7 x9:02 r. The Balboa Performing Arts Theatre Foundation respectfully requests your involvement as a "co- sponsor" with the Foundation of a 5K Race to be held in Balboa on Saturday morning, October 16, or Saturday, October 23. This "Run for the Arts" will replace the prior "October 5K" that was put on for three years in Balboa with the Marine and Fire Departments lending their support to the Surfriders Foundation. The Theatre Foundation has determined that this former popular event is a great way to keep "the Balboa Theater rennovation" as an important focus in our community, particularly now that the Birtcher Construction Services will begin actual construction. The first phase, i.e. the seismic upgrade, will include major demolition, to ready the theater for the actual reanovation, which will begin as soon as the seismic is concluded, 60 to 90 days from this date. We have the 5207,000 required for this first phase, in the bank, but it is critical that we continue to keep a "high profile" because of our ongoing efforts to raise the balance of needed funds to bring our project to conclusion, late fall of 2000. We are delighted to be a "working partner" with the City of Newport Beach in this project that will be the impetus for economic revival of downtown Balboa. Thanks very much. Date 5 --I Copies Sent T¢ // V ayor Gl rcuncil Member Manager ❑ Attorney Kindest regards, Day�rta Pettit, President For the Board of Directors 8AL80A PERrCI tMJNG ARTS THEATRE = —;.`iDATION 70 7 c 3 o Sri 3 >..4.a.d '3 •]Ipp ] L ��• ;.. , h j i "RECEIVED AFTER AGENDA PRINTED:" (0-H-1 -1 June 11, 1 gPxE CE! N! E D Mayor Dennis O'Neil, City Council Members '99 JJH 11 P 4 :04 City of Newport Beach 3300 Newport Boulevard - = ' "T f L`-` "j Newport Beach, Ca 92663 Dear Mayor O'Neil, Ladies and Gentlemen of the Council; We wanted to give you an update of the status of affairs for the Balboa Performing Arts Theatre Foundation. We launched our "DIVAS of the Balboa Theater" on Wednesday night at a coming out party for the Guild that will be the support arm of the Foundation, and we were thrilled with the enthusiastic response. Well over 80 women attended and many have already announced their support and sent in their dues. A copy of their statement and goals is attached. We have hired an Executive Director and are very excited about her background and her credentials. She will be giving notice at her current employer on Tuesday, June 15, after which time we will be presenting her to you and to the community. We have almost $400,000 in the bank at the present time and our seismic construction will begin on Wednesday, June 16th, under the guidance of Birtcher Construction Services. We are holding our next concert at the Balboa Pavilion on September 9, 1999, which will feature REUNION (formerly "The Lettermen" on Capital Records). Invitations will be sent out mid July. And, finally we are planning our First Annual RUN FOR THE ARTS, to benefit the Balboa Performing Arts Theatre Foundation with a high community profile, and we hope you will join us in this effort. s and sincerely, For the Board Directors BALBOA PERFORMING ARTS THEATRE FOUNDATION 707 E. Balboa Boo l e yard Balboa, Coll(ornla 92661 T/L�Clc2 OF VH1. [3ALBO /A FHF:ITFR P.O. Box 4093, BALBOA, CAuFoexin 92661 The Balboa Theater is lotated at: 707 East Balboa B"Ieuard, Balboa, California T. 949 -673 -0895 Dear Friends, Fw nr(in �, Dirrarorr: tr irgyror Thank you so much for joining us this evening. We believe that your participation this evening endorses our volunteer efforts to reopen the historic Balboa Theater. Our goal K,rrl,v B:r.nbrtk is to make the theater a community performing arts center for everyone to enjoy- .. . .... e;r:ue Our mission this evening was to convey our excitement about our new support guild, /:,n Urbn Divas Of The Balboa Theater. Thus guild will carry the power and personality of many individuals from our community and will represent the theater in a most unique manner. ..... We plan to provide the same dedication, care and compassion to the guild as we have applied to rebuild The Balboa Theater. Cnrh,,i•,e Knrnztev Now that you have been introduced to the guild, please read the attached information " " °" and learn even more about Divas. We have outlined the Board of Directors' duties, the general format of our activities and our goals. For the decisive individual, we have enclosed a membership form. We would be very pleased to have you as a charter a(„r;,,,r member. :tr r «" Pnui.r,n The commitment is minimal; the rewards are tremendous. Be a part of a new era, an era v:o'« :r Petw that embraces history and adds a new wave of humanity to save a gem of our past. ASry RiAgrmr:r - Pa:ri 7 „rnrr,rlG The Founding Directors !'(.uvGe Roxbvr�lr lvror+ l inebr What P.O. Box 4093, BALBOA, CAuFoexin 92661 The Balboa Theater is lotated at: 707 East Balboa B"Ieuard, Balboa, California T. 949 -673 -0895 DIVAS OF THE BALBOA THEATER Member Information Name Home Phone( Address Work Phone City / zip Fax Phone ( Spouse / Sig. Other Mobile Phone Children (ages) Grandchildren (ages) Annual Donation ❑ I would like to be recognized as a Cast Member ..................................................... ............................... $ 50 ❑ I would like to be recognized as a Patron Member ............................................... ............................... $100 ❑ I would like to be recognized as a Benefactor Member ........... ............................... ...........................$ 250 Your annual membership donation will enable theguild to build an operating fund. All monies will help offset activity expenses such as stationery, PO Box fee, membership mailings, supplies, banking expenses, etc Your donation it tax deduetible. ❑ I am interested in the following Board of Directors position(s) u I am not interested in a Board of Directors position, but have these talents to offer: ❑ Mailings ❑ Set -up [I Computer Graphics E] Errands E] Research E] Internet Access E] Silent Auction ❑ Hostess [] Refreshments ❑ Telephoning ❑ Transportation ❑ Decorating ❑ Raffle Sales ❑ Donations ❑ Other What are your favorite types of fundraising events? _Day Events _Evening Events Weekend Events _Casino Nights _Gala / Black Ties _Western Themes _Fashion Shows _Dine Around _Concerts in the Park _Mystery Dinner _ Bus Trips _Celebrity Speakers _Specialty Luncheons _Big Band Dancing _Gourmet Dinners _Holiday Events _Golf Tournaments _Tennis Tournaments _Bowl -A -Thons _5k /10k Street Races _Grand Opening Parties _Taste of Balboa _Local Street Fairs _Film Festivals Jazz Festivals _Children's Fairs _Sporting Events _High Teas _Cocktail Parties _Breakfast Socials _Bay Cruises _Wme Tastings --Chef/Cooking Classes Other ideas: Please make check payable to: BPATF Mail application and check to: P. O. Box 4093, Balboa, CA 92661 1/L� ClcZ OF 'I H B a B0 I FmArF.a Divas Of The Balboa Theater ,�irurrling Di,'rrn,rc Judie rlryyrut Goals K.,rbe 8:unbrtk The Divas Of The Balboa Theater is a women's support guild dedicated to the S:,r c..,,,,,,,, performing arts through the historic Balboa Theater. An elected Board of Directors will govern the general membership. The guild will operate on a fiscal year beginning in l/a (av June. Quarterly "ACTS" or social.gatherings will be planned for general membership. :nr OrLuv The cost and theme of each ACT will vary and attendance is optional. The guild will lai".1 Ka,,tz also produce various fundraisers annually. The Divas goals: Opening Gala The first fundraising effort of the Divas will be to produce the opening gala of The Balboa Theater, tentatively scheduled for fall of 2000. A chairman and committee will be appointed in fall of 1999. General membership will play an important role in organizing and supporting the most important community fundraiser for the theater. Plans will involve a countywide community effort to announce the return of the theater. P.O. Box 4093, BALBOA, CALIFORNIA 92661 The Balboa Theater is located It: 170.- Last Balboa Boirlevard, Balboa, California T. 949 -673 -0895 ❖ To support the mission statement of The Balboa Performing Arts Theatre r_-.aswio, K .... z , Foundation kr " " "` ••• To raise community awareness about The Balboa Theater as a historic theater and once reopened, the oldest operating theater in Orange County .:.r:i,v at:rf<o,»� ❖ To create a women's guild that emphasizes camaraderie and creative fundraising 3r.-::, Mogan •,. To produce quarterly social gatherings of general membership 3,i:ur hIti.ror On nu, 1$uie ❖ To produce various fundraisers to benefit the BPATF l`ln• Rir/gno,ry P.rttl row.url(i Board of Directors G:,:,dl.; ,2,, ,L«rt/ ryr,,;r The Board of Directors will consist of (10) elected officers who govern one focal year. They will meet monthly to discuss and plan all guild activities. They will promote a variety of activities for the guild that involve men, women and children. They will produce quarterly ACTS to promote camaraderie with general membership. The first appointed Board of Directors will document the bi -laws and voting process for the guild. The following officers will be appointed: Producer _ Treasurer VP / Assistant Producer _ Secretary VP / Director of Community Relations _ Historian VP / Director of Membership _ Extra VP / Director of Acts _ Extra Opening Gala The first fundraising effort of the Divas will be to produce the opening gala of The Balboa Theater, tentatively scheduled for fall of 2000. A chairman and committee will be appointed in fall of 1999. General membership will play an important role in organizing and supporting the most important community fundraiser for the theater. Plans will involve a countywide community effort to announce the return of the theater. P.O. Box 4093, BALBOA, CALIFORNIA 92661 The Balboa Theater is located It: 170.- Last Balboa Boirlevard, Balboa, California T. 949 -673 -0895 !/L� CLc2 Or I'm: Bm.[io.\ TFi�,\i ul, Cin:,dia Rvsb:,.gb T•yto„ Lrud„ Wh,,e VP / Director of Membership Director of Membership will be responsible for the membership drive including collection of membership dues and creating the membership roster. A membership reception will take place in May of each year to build the membership for the following year. She will co -chair the membership reception with the VP / Director of Acts. The initial membership drive will document the Divas charter members. VP / Director of Acts Director of Acts will plan four "ACTS" as social gatherings of the general membership. She will organize the meetings, all costs and payments and organize the details. The ACTS will be held quarterly at various venues with various themes. She will co -chair the last ACT as a membership reception with the Director of Membership. Treasurer The Treasure r is responsible for all bookkeeping of financial activities. She will submit financial reports at each Board of Directors meetings. She will manage a ledger of account payables and receivables. All requests for checks will be handled through the BPATF Treasurer. P.O. Box 4093, BALBOA, CALIFORNIA 92661 The Balboa Theater is lnrated at: 707 Bart Balboa Bottlevard, Balboa, California T.• 949- 673 -0895 Board of Directors ii,uur/ing Di,vrrnrz: /,,,u: rgyrar Producer Kathy 3.v,rberk Producer serves as the leader of the guild and presides over all board meetings and guild activities. She is the primary liaison for the guild and handles all public communications. She is responsible for executing policies, managing the board of Creu -t directors, establishing guild goals and focusing all activities towards their Deb, y accomplishment. She will attend the BPATF board meetings as the Divas liaison. lnnrr Kira rz VP / Assistant Producer (:,,Iherine K..... > Assistant Producer will serve as the Producer -Elect and work closely with the Producer. She will assist and carry out special assignments that meet the guild's overall goals. If necessary, the Assistant Producer will perform the dudes of the Producer in her /" k "'g absence. VP / Director of Community Relations 3,w,: r:du.,, Director of Community Relations will function as the Divas community liaison to seek underwriting and partnership opportunities. She will help develop marketing opportunities for local corporations and promote corporate partnerships. She will K.ry Ridgeway manage private donations and promote key supporters. She will assist with media Paui Tam,jeiii relations and all communications between the public and the guild. Cin:,dia Rvsb:,.gb T•yto„ Lrud„ Wh,,e VP / Director of Membership Director of Membership will be responsible for the membership drive including collection of membership dues and creating the membership roster. A membership reception will take place in May of each year to build the membership for the following year. She will co -chair the membership reception with the VP / Director of Acts. The initial membership drive will document the Divas charter members. VP / Director of Acts Director of Acts will plan four "ACTS" as social gatherings of the general membership. She will organize the meetings, all costs and payments and organize the details. The ACTS will be held quarterly at various venues with various themes. She will co -chair the last ACT as a membership reception with the Director of Membership. Treasurer The Treasure r is responsible for all bookkeeping of financial activities. She will submit financial reports at each Board of Directors meetings. She will manage a ledger of account payables and receivables. All requests for checks will be handled through the BPATF Treasurer. P.O. Box 4093, BALBOA, CALIFORNIA 92661 The Balboa Theater is lnrated at: 707 Bart Balboa Bottlevard, Balboa, California T.• 949- 673 -0895 -J OI' THE Bm.iios THEATER Secretary l ouadi,,g Dr,,,,,,,` Secretary is responsible for all record keeping at the Board of Directors meetings. Judie :I, gY' or - She will provide minutes of each meeting and maintain the records. Rluhv 8,unbee4 Historian Historian will capture all activities of the Divas of The Balboa Theater in an annual scrapbook She will preserve and archive media clippings, photos, invitations, /„n Debgv correspondence and any significant materials. /euer K }e rasa. Extras (2) R..,,._ An Extra will serve as an entry-level position to the Board of Directors. The position offers members who are interested in serving on the Board of Directors an J, A ;,,, A'e.r,a„ opportunity to learn about different positions and their activities. Their general responsibilities include supporting each Director and assisting in extra projects n:rrh: ,tt:,te�:nb throughout the year. Jer , ,L)nrg,m Briurt AeI(ie,n Urtvu.r Pettir R:ry Ridgeu, v Part, To,mrte(ti Ctaudil Raebargh Tyson Linda IN'tte P.O. Box 4093, BALBOA, CALIFORNIA 92661 The Balboa Theater it located at:. 707 East Balboa Boulevard, Balboa, California 7''. 949- 673 -0895