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HomeMy WebLinkAbout22 - FY12 Special Event Support RecommendationsQ SEW FOQr CITY OF NEWPORT' REACH °9C -FOaNr City Council Staff Report Agenda Item No. 22 June 28, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 -644 -3002, dkiff @newportbeachca.gov PREPARED BY: Tara Finnigan APPROVED: TITLE: FY 12 Special Event Support Recommendations ABSTRACT: Based upon the evaluations provided by the Special Events Advisory Committee, staff recommends that the City provide financial assistance to 15 community events, for a total of $183,880 in FY 12. RECOMMENDATION: Approve the Special Event Support funding levels detailed in Attachment A for FY 12 and authorize staff to execute agreements with each event organizer. FUNDING REQUIREMENTS: The proposed FY 12 budget includes sufficient funding for this item. It will be expensed to the Special Department Expense account in the City Council's budget, 0110 -8250. DISCUSSION: New Process for FY 12 Funding Requests In March, the City of Newport Beach adopted a new administrative process for allocating financial support to community events. It includes an annual call for applications, the review and assessment of each application by the Council- appointed Special Events Advisory Committee, identification of a proposed amount of funding in the new fiscal year budget, assignment of recommended funding levels and amounts for each event, and a formal review and approval or amendment by the City Council. The process will be conducted in the spring of each year. FY 12 Special Event Support Recommendations June 28, 2011 Page 2 There are several notable additions to the process. First is the requirement that the representatives of events that receive City financial support will be required to enter into an agreement with the City confirming that the money allocated will be used as indicated in the application for support. The organizers will also be required to allow the City to audit the event financials, if the City so desires. Finally, the City will no longer provide fee waivers or in -kind donations of resources or services and any request for such will be quantified by the City staff and evaluated under the Special Event Support process. The new process was developed in order to be much more transparent about this funding, be compliant with the Municipal Code, to reduce City expenses, publicly and equitably allocate City financial support, and provide a means for the City to help sustain local events that encourage economic development, charitable fundraising, or enhance community spirit and engagement. The City Council also recently approved a reduction in the hourly rates charged to event organizers whose events require City staff support (public safety, maintenance, traffic engineering). The new process, combined with the reduced fees, should help both the City and the events to contain costs. Special Events Advisory Committee Review In order to align the new process and event funding cycle with the adoption of the City's FY 12 budget, the Special Events Advisory Committee (SEAC) worked within a very short timeframe this year. (In future years, the process will begin earlier in the year to allow the committee more time to conduct its review.) Applications for City support were due in mid - April. During the months of May and June, each committee member individually reviewed each of the 21 applications received. The committee also held five (5) public meetings during this time period. The first two meetings were focused on updating the committee's evaluation methodology to meet the City's new process and revised evaluation criteria. In past years, the SEAC only reviewed event applications that were requesting City support in excess of $20,000. An event's ability to generate economic development or market Newport Beach was an important evaluation criterion. Beginning this year, the committee reviewed all support requests — no matter the dollar amount — and was asked to assess each application based on the recently revised evaluation criteria. The revised criteria allow for smaller, community oriented events to be evaluated alongside the larger events. (The 2011 application, which includes the evaluation criteria, is included as Attachment B.) The committee's following three meetings centered on publicly reviewing and scoring the 21 applications received. The event organizers were notified of all SEAC meetings a FY 12 Special Event Support Recommendations June 28, 2011 Page 3 and they were specifically invited to attend the meeting in which their application would be evaluated. The applicants were asked to give the committee a brief overview of the event and be available to answer any questions. Each committee member individually scored each event and the individual scores were later combined and averaged to provide an overall SEAC score. The events were ranked according to the scores, highest to lowest. A copy of the committee's evaluation matrix is included as Attachment C. The matrix explains the points available and weighting for each section of the application. In addition, all applications received and a list of the individual scores received from the SEAC are available for Council or public review in the City Clerk's Office. We greatly appreciate the time and effort that the SEAC members put into this process — it was very time consuming and challenging. We thank them for their dedication to the community and the process. Staff Committee Assigned Recommended Funding The list of SEAC scores was provided to a staff committee comprised of the City Manager, Budget Manager, Recreation Superintendent, and Public Information Manager. The staff committee then assigned recommended funding levels to each event based on its SEAC score. During the process, three applicants removed their events from consideration, and therefore, staff was left with 18 events to consider for funding. The remaining 18 event applicants had requested a combined $500,000 in City assistance in either cash sponsorship or in -kind donations. This figure is more than the City has provided in the past and is more than the City has available for event support in the new fiscal year. To reduce that amount, staff agreed to only consider the amount of cash sponsorship requested. If a cash sponsorship was not requested by the applicant, the committee then considered the estimated value of the in -kind request. (Note: The City will not waive fees or provide in -kind donations in FY 12 or future fiscal years to allow for better budgeting and tracking. As previously explained, such requests will be quantified and that dollar amount will be considered under the Special Events Support process.) In regard to in -kind versus cash support, it is important to reinforce staffs assertion that we treat them identically. City departments have been asked to scrutinize their budgets very tightly this year. As a result, there is very little, if any, discretion within their accounts to absorb the unbudgeted staff costs that result with an in -kind contribution (i.e. when fees are waived or forgiven). The police officer's time and /or the traffic control person's time must be paid, and if there is no room in the budget for this support, the department's budget can go in the red. We believe that it is more appropriate to set forth a discreet dollar amount for such support and award it to the special event, even if it comes back to the City via payment for staff time to ensure public safety at the event. 3 FY 12 Special Event Support Recommendations June 28, 2011 Page 4 The City Manager set aside a placeholder of $175,000 in the proposed FY 12 budget for event support. In response to the disparity between the amount requested and the funding available, the staff committee developed a weighting system to equitably distribute the monies available according to the event's SEAC score. The table below explains the staff methodology. SEAL Score Staff recommended % of funding requested 89 and above 60% 80 -88 40% 70 -79 20% Below 69 0 Attachment A provides the list of events, the amount of City support requested, SEAC scores and the staff committee's recommended funding levels. Under the committee's weighting system, the three events that received SEAC scores of 69 or below do not have a City funding recommendation assigned. The total funding recommendation for the remaining 15 events is $183,880.00, an amount we note is higher than the $175,000 set aside by the City Manager. One organization, the Newport Beach Chamber of Commerce, requested support for two events. The Christmas Boat Parade received the highest SEAC score and staff is recommending that the City provide $30,000 in event support, or 60% of the $50,000 requested. The Chamber's second application (for the Taste of Newport), also received a good SEAC score. However, to help spread the City's limited resources among the qualifying events, staff is recommending that the Taste of Newport receive 40 percent of the value of its in -kind donation request rather than 40 percent of its cash sponsorship request. Combined, the staff recommendation totals more than $37,000 in Newport Beach Chamber of Commerce event support. During the funding award process, the City staff attempted to consider whether a recommended funding level would still enable the event to function. Staff believes that the funding levels will indeed allow most, if not all events to remain viable. q FY 12 Special Event Support Recommendations June 28, 2011 Page 5 Next Steps Should the Council agree with the Staff recommendations detailed in Attachment A, staff would incorporate the appropriate funding level in the FY 12 budget and enter into agreements with each event organizer in the new fiscal year. The staff, Special Events Advisory Committee members, and several process participants have suggestions for improving the process next time. This was clearly not a perfect process, but we believe that it is significantly better than the one it replaced. Given that it needs continued improvement, staff will draft the list of suggestions for the SEAC to discuss at its next meeting, tentatively planned for July 2011. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Submitted by Dave Kiff City Manager Attachments: A. Event Scores and Funding Recommendations B. 2011 Event Application (includes Evaluation Criteria) C. 2011 SEAC Event Evaluation Matrix D. List of all 2011 Applicants (for FY 12 Funding) 5 A FY 12 Special Event Support Event Scores and Funding Recommendations Organization NB Chamber of Commerce Event Christmas Boat Parade D. 12/14- 18/2011 FY 12 Sponsorship . $ 50,000 96.5 .- 60% -7-30,000 NB Film Festival Newport Beach Film Festival 04/42012 $ 125,000 89 60% $ 75,000 Newport Ocean Sailing Assoc. Newport to Ensenada Race 04/42012 $ 30,000 86.20 40% $ 12,000 Balboa Is. Improvement Assoc. Balboa Island Parade 06/03/2012 $ 3,000 85.6 40% $ 1,200 NB Chamber of Commerce Taste of Newport 09/16 - 18/2011 $ 18,000 85.2 40% $ 7.200 Newport/Mesa Spirit Run, Inc. Newport-Mesa Spirit Run 03/42012 $ 35,000 85.00 40% $ 14,000 NB 1/1 Marine Foundation 1/1 Marine Beach Challenge 01/04/2012 $ 2,000 81.8 40% $ 800 NB Firefighters Association California Firefighters Olympics 07/10- 15/2011 $ 16,000 81.8 40% $ 6,400 Newport Harbor High School PTA Harbor Heritage Run 10/29/2011 $ 5,400 81.50 40% $ 2,160 NB Restaurant Assoc BID Newport Bch Restaurant Week 01/20- 29/2012 $ 60,000 80.3 40% $ 24,000 Susan G. Komen Foundation Race for the Cure 09/25/2011 $ 20,000 79.70 20% $ 4,000 CdM Chamber of Commerce CdM Christmas Walk 12/04/2011 $ 15,000 79.2 20% $ 3,000 Newport Harbor Nautical Museum ExplorOcean 15th Ann. Gala 10/08/2011 $ 10,000 75.70 20% $ 2,000 Pelican Coast Events LLC Kiwanis Pacific Coast Triathlon 09/11/2011 $ 6,600 74.80 20% $ 1,320 American Cancer Society Relay For Life 05/42012 $ 4,000 73.6 20% $ 800 Cynthia Holcomb MSF Magic Shoe Foundation 5k 05/20/2012 $ 10,000 67 0% $ - OC Marathon / Half Marathon LLC OC Marathon & Half Marathon 05/06/2012 $ 50,000 62.00 0% $ March of Dimes March for Babies 04/29/20121 $ 10,000 1 57.2 0% $ - $183,880 Removed from Consideration: Hyatt Jazz Festival 05/18- 20/2012 $50,000.00 N/A nio,.,poFt Harbor Elks L Gage Flag Day Ceremony 06/14/2011 N/A N/A Newport Ridge Comm Asso Community Events (5) Varied None $2,145 'SEAC - Special Events Advisory Committee Attachment A 9 Attachment B CITY OF NEWPORT BEACH SPECIAL EVENT SUPPORT REQUEST Evaluation Criteria The following event features and factors will be considered by the Special Events Advisory Committee as each application is evaluated. 1. The event should advance the City of Newport Beach as an exciting place to live, play, learn, work, and visit. 2. The event should give Newport Beach residents and businesses a sense of civic pride and ownership. The event should increase the number of people who would normally come into the city at that time thereby providing potential benefit to local businesses. Events that bring in new money and result in people staying overnight in Newport Beach are highly desirable. 4. The City's support must be used for implementation of an actual event (i.e. execution, not planning). 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. 6. The request for City support must include a list of other City entities or groups and private sponsors from whom the applicant is seeking financial support. 7. The event need not always be free of charge, but should be accessible to the community /public. 8. The Applicant must demonstrate the ability to produce and market a well - planned, safe event. 9. The Applicant must demonstrate strong financial management and effective management controls, including cost - effectiveness. Successful applicants must agree to provide the event's financial statements and allow the City to conduct its own review, if desired. 10. If the event is charitable in nature, it should benefit a Newport Beach or Orange County -based charitable organization. Special Event Support Request Application Information Page 1 I Summary of the Application Requirements Each funding request must include a completed City application form. Attached to the application form must be: a. a description of the event b. a benefits statement explaining how the event meets the City support criteria c. an operational plan for the event, including schedule d. a projected budget, including revenue and expenses, for the entire event e. a sponsorship proposal to the City f. data on potential economic impact of the event, g. a description of your organization including purpose, history, type of organization (non - profit, trust, corporation, etc). In. the name, mission, contact information of any non - profit organization (s) that will benefit from the event. Additional Information City support will be awarded for one year only. Event organizers must apply annually. Successful applicants must obtain all required permits, insurance, and security /police support as determined through the Special Event Application process for the event and are responsible for all related costs. Event organizers must submit a post event evaluation not later than ninety (90) days following the event. The event/sponsoring organization must be in good standing on all previous City requirements and invoices. The City's support is a sponsorship, not a grant, and Newport Beach is to be treated as any other commercial sponsor in terms of recognition and benefits. The City reserves the right to negotiate levels of recognition /benefits. Special Event Support Request Application Information Page 2 �b APPLICATION DIRECTIONS Directions for completing the application form: • Each question should be answered. • If a question is not applicable, enter N /A. • Certain fields might become "hidden" based on the response you select, meaning that field no longer pertains. • When selecting to submit by e-mail, your document will automatically be checked for completeness prior to actually being sent. Alert messages will pop -up when fields with required input have been left empty. • A final verification will highlight all required fields in red. It is very important to submit a COMPLETE form. Incomplete applications will not be accepted. ® All required documents must be sent as .pdf attachments when submitting via e-mail. If you are unable to attach the required documents for online submission, please print and mail the application and documents to: City of Newport Beach City Manager's Office Special Event Funding Request Application 3300 Newport Beach, CA 92663 Prior to printing and mailing the completed form,ch eck the application for completeness by clicking the "Submit by Email Button ". VERY IMPORTANT: * Only completed funding assistance applications will be accepted and processed. * Applications submitted after the deadline will not be accepted. Special Event Support Request Application Information Page 3 Submit byEmail' NEWPORT BEACH a APPLICATION FOR SUs s. Section One — Event Summary and Applicant Information Name of Event Date(s) of Event Time(s) of Event Location(s) or Venue(s) of Event Is or will this be an annual event? YES 0 NO O Type of Event — special interest, commercial, sports, cultural /arts, social, etc. Is there a charge or fee for the event? YES 0 NO Q Describe what, if any, portion of the event is free to the public. Describe what, if any, portion of the event is charitable fund raising. Please provide the name of the charity or charities the event supports along with a contact name and phone number for each charity. What percentage of the proceeds will each charity receive? Please provide an estimate of what the percentage may be in dollars. Types of In -Kind City Sponsorship Requested — List: Are you requesting any roads be closed? If yes, which roads, when & for how long? Amount of Cash Sponsorship from the City requested and how it will be used. Be specific. is 13 Name of Applicant Organization Description of Applicant Organization - type of entity (attach proof of non - profit 501(c) 3 status if applicable), purpose, and history. Does the Applicant hold intellectual property rights to the event? If not, who does? Name of Contact and Contact Information for the Purpose of this Application. Address Phone Fax Mobile Email Is there a contract with an event organizer? YES Q NO o Best times and ways to reach contact person. 13 or Event Experience of both the Applicant and the Event Organizer. 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. previous locations of event, including reasons for leaving, if 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 aoDlication. Section Three — Event Description and Attachments The application is not complete and will not be reviewed unless requested documents are attached. Description of the Event — Maximum of one page. A basic description of your event, including the objectives and history of the event, and if there is a special theme or focus of the event Business Plan for the Event — Maximum two pages. Include 1) Event goals, objectives and strategies. 2 Planning, preparation, event schedules with milestones and time frames. Budget for the Event — Maximum two pages. Include 1) Projected budget. 2) Detailed budget with cash flows, profit & loss forecasts. 3) A list of confirmed and potential sponsors, both financial and in -kind with dollars confirmed and requested. Marketing and Promotion Plan for the Event — Maximum three pages. Include 1) Target Markets. 2) Marketing Objectives. 3) Marketing strategies including advertising /PR activity and timelines. 4) Who is responsible for the marketing and promotion plan? 5) Do they have experience in either events /marketing /PR? If yes, summarize that experience? 6 Itemized marketing and promotions plan budget. Sponsorship Proposal Package. Please attach a description of the specific benefits being offered to Newport Beach. Economic Impact Potential. 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.) Plumber of People Expected NB us Foreign Residents Residents Visitors Participants /Hosts /Competitors/Members Totals of Applicant Organization $0.00 $0.00 Spectators /Attendees/ Audience/Ticket Bu ers /Diners Volunteers/Workers/Vendors Totals 0 0 0 Entry Fees Adult Child Other Participant Spectators Totals $0.00 $0.00 $0.00 le Need for Accommodation(s). (Please do not exaggerate.) Anticipated Number of Room Nights Will all accommodations be in Newport Beach? If not, where? What is the anticipated average stay in Newport Beach for Participants Spectators Permits and Safety Plan for the Event Have you applied for a Special Events Permit for this event? Yes 0 If, not when will you? Have you spoken to Newport Beach Police Department about your event? Yes 0 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. I hereby certify the foregoing st atements to be true and correct a nd agree to defend, indemnify and hold harmless the City of Newport Beach, its City Council, officers, agents, employees and volunteers from and against any and all loss, claims, damages, liability, such claim or suit arising from or in any manner connected to the 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 Date Submit by Email Signature 1� i SPECIAL EVENTS UPPORT REQUEST APPLICATION EVALUATION MATRIX Event / Organization: EVALUATION Section 1 - Event Summary & Applicant Information (-.nmmants- Section 2 - Benefit Statement : How the event meets or fulfills the support. criteria ( Continued on reverse side ) Evaluator: Date: June 9, 2011 Pass or Fall - 50 Points Available Score Factor Weight Section Total x2 x.3 d A S 3 ro n SPECIAL EVENT SUPPORT REQUEST APPLICATION EVALUATION MATRIX Section 3 - Event Description & Attachments 50 Points Available Attachments : Business Plan, Budget, Marketing / Promotional Plan, Sponsorship Proposal Package, Economic Impact Proposal Score Factor Weight Section Total X2 X.3 = Comments: Community Component: Does this event contribute toward a sense of community for Newport Beach residents? 5 Points Available Comments: TOTAL SCORE (Out of 100): Evaluator's Signature: Score Factor Section Total X8 Special Event Support Applicants FY 12 Attachment D Updated 6 -23 -11 �1 Previous FY 11 Council FY1 11-12 In-kind Event in Grant; Sponsorship • Approx. LL— Organization - e Dateof Event Request Request American Cancer Society Relay For Life I Yes 05/42011 $4,000.001 Waive SE permit feel $429.00 Balboa Island Improvement Assoc jBalboa Island Parade Yes 1 06/03/2012' $3,000.00 None N/A 1CdM Chamber of Commerce 1CdM Christmas Walk Yes $15,000.00 1 12/04/2011 $15,000.001 Waive parking lot fee' I $500.00 City expenses: permit/PD fees waived & Cynthia Holcomb MSF Magic Shoe Foundation 5k Yes 05120/2012 $10,000.00 marketing support $9,000.00 Hyatt Regency Newport Beach liazz Festival I Yes 1 1 05/18-20/20121 $50,000.00 None N/A PD service /traffic March of Dimes March for Babies Yes 04129/2012 $10,000.00 control set up $7,500.00 SE permit ($890) & park NB 1/1 Marine Foundation 1/1 Marine Beach Challenge Yes 01/04/2012 $2,000.00 reservation ($800) $1,700.00 NB Chamber of Commerce Christmas Boat Parade Yes 12/14- 18/2011 $50,000.001 Traffic control $8,500.00 Traffic control equipment & PD NB Chamber of Commerce Taste of Newport Yes 09/16- 18/2011 $75,000.00 services $18;000.00 Permits, PD, Fire inspect, parking space, meeting space (approx. NB Film Festival` Newport Beach Film Festival Yes $100,000.00 04/42011 $125,000.00 value $6,000) $6,000.00 Use of multiple venues (softball fields, gyms, NB Firefighters Association California Firefighters Olympics No 07110- 15/2011 Nonel parks & parking) $16,000.00 NB Restaurant Assoc BID Newport Bch Restaurant Week Yes $50,000.00 01/20-29/20111 $60,000.001 None N/A Updated 6 -23 -11 �1 Special Event Support Applicants FY 12 Attachment D Updated 6 -23 -11 a �- Organization Newport Harbor Elks Lodge Previous Event in Event IL -City' Flag Day Ceremony Yes FY 11 Council Grant Amount* ji Date of Event 1 06/14/2011 FY11-12 Sponsorship Request 11 N/A • Request None In-kind Approx. Value N/A Newport Harbor HS PTA Harbor Heritage Run Yes 10/29/2011 None City fees ($7,391.90 paid last year) $5,400.00 Newport Harbor Nautical Museum ExplorOcean 15th Ann. Gala Yes 10/08/20111 $10,000.00 None N/A Newport Ocean Sailing Assoc Newport to Ensenada Race Yes $20,000.00 04/42012 $30,000.00 N/A Newport Ridge Comm Assoc lCommunity Events (5) Yes Variedl None Waive SE fees $2,145.00 Newport/Mesa Spirit Run, Inc. I Newport-Mesa Spirit Run Yes 03/42012 $35,000.001 None OC Marathon / Half Marathon LLC I OC Marathon & Half Marathon Yes $20,000.00 1 05/06/20121 $50,000.001 None Pelican Coast Events LLC lKiwanis Pacific Coast Triathlon Yes 1 09/11/20111 Nnnel Permits & PD $6,600.00 Susan G. Komen** I Race for the Cure Yes 1 $15,000.00 1 09/25/20111 $20,000.001 None 1* If applicable 1 ** Susan G. Komen received $7500 cash sponsorship, $7500 in -kind Updated 6 -23 -11 a �- ScheduleA 11a a-- _l+___� .I __.I •Type or print in Ink. t- gi-I C-?AC- SCHEDULE A . �rrc�,ry.,�Iltl,uunons rcecelvea ° -to whole dollars. Statement covers period to whole dollars. O. 460 from FORM SEE INSTRUCTIONS ON REVERSE through 9r'' 3D —1-0 Page of G NAME OF FILER —Y--! r (fomrnlh) e— N Ce I.D. NUMBER DATE FULL NAME, STREET ADDRESS AND ZIP CODE OF CONTRIBUTOR RIEU CON TOR IF AN INDIVIDUAL, ENTER AMOUNT CUMULATIVETO DATE PER ELECTION RECEIVED QFCOMMITTEE.NSOENTERI.n. M1MBER) CODE* OCCUPATION AND EMPLOYER RECEIVED THIS CALENDAR YEAR TO DATE QFeaF•MPL0YYEV a E PERIOD (JAN.1 -DEC. 31) (IF REQUIRED) N�w�ndT WAL/i Cli& s*At vo- ! VD Cvr-rM41GA- ❑COM /� 7'30 -/O i4')a TAry tw it 6e Ro A./U KOTH /Or .'r00 idr C10 0 n�,E wPo�f t- $,Ea w. Cfl 9a -r.Go ❑SCC ❑ IND ❑ COM ❑ OTH ❑ PTY ❑ SOC ❑IND ❑com ❑ OTH ❑ PTY ❑SCC ❑IND ❑COM ❑ OTH ❑ PTY ❑SCC ❑IND ❑COM ❑OTH ❑ PTY ❑ SCC SUBTOTAL$ ... rm:.;.:z.� MZ ouneduie A Summary 4. Amount received this period — itemized monetary contributions. (Include all ScheduleA subtotals.) ........................................... ............................... 2, Amount received this period — unitemized monetary contributions of less.than $100 $ ln,Saa 3. Total monetary contributions received this period. (Add Lines 4 and 2. Enter here and on the Summary Page, Column A, Line 1.) ....................... TOTAL $ IND - Individual COM- Redplent Committee (other than PTY or SCC) OTH - Other (e.g., business entity) PTY- Political Party SCC -Small Contributor Committee FPPC Form 460 (January/06) FPPC Toll•Free Heipline: 8681ASK•FPPC (866/276.3772) Schedule A Type or print In Ink. N ej �i rzu , p6\C- SCHEDULE A' Monetary ontributions Received rnwums may round'o ry Statemen! covers period p to to whole dollars. from OCT 17 2010 DEC 312ot0 - SEE INSTRUCTIONS ON REVERSE through 4/28 NAME OF FILER I.D. Number NEWPORT BEACH FIREFIGHTERS ASSOCIATION PAC 1243243 DATE FULL NAME, MAILING ADDRESS CONTRIBUTOR IF AN INDIVIDUAL, ENTER AMOUNT CUMULATIVE TO DATE PER ELECTION RECEIVED AND CODE CONTRIBUTOR CODE • OCCUPATION AND EMPLOYER RECEIVED THIS CALENDAR YEAR TO DATE OM AL (IF COMMITTEE, ALSO ENTER I.D. NUMBER) NU (IF SELF-EMPLOYED. NTER NAME OF BUSINESS) OF BUSINESS) PERIOD (JAN. 1 -DEC. 31) (IF REQUIRED) RD t Dt: 12%31/2010 Alex Amat Q IND FIRE FIGHTER 30.00 162.00 ❑ COM ❑ OTH ❑ pTy Newport Beach Fire Dept ❑ SCC 12%3t1/2010 ©IND FIRE FIGHTER 30.00 162.00 ❑ COM ❑ OTH ❑ PTY Newport Beach Fire Dept ❑ SCC 82pt p /31/2010 N) IND FIRE FIGHTER 30.00 156.00 B. n ❑ COM ❑ OTH ❑ pTy Newport Beach Fire Dept ❑ SCC Rcpt Dt: 12/31/2010 M. Anderson 0 ❑ IND COM FIRE FIGHTER 30.00 156.00 ❑ OTH ❑ pTy Newport Beach Fire Dept ❑ SCC 82ft1 t: ❑ IND FIRE FIGHTER 30.00 156.00 ❑ com ❑ OTH ❑ PTY Newport Beach Fire Dept ❑ SCC SUBTOTAL$ Schedule A Summary Contributor Codes 1. Amount received this period - contributions of $100 or more. IND - Individual (Include all Schedule A subtotals.) $ 3090.00 DOM - Recipient committee 90 (other than PTY or SCC) 2. Amount received this period - unitemized contributions of less than $100 ............. ................ .00 OTH ............... $ - Other PTY - Political Parry 3. Total monetary contributions received this period. 3180.00 SCC- Small Contributor committee (Add Lines 1 and 2. Enter here and on the Summary Pane Column A Line 1 ) TOTAL FPPC Form 460 (JUNE 101) FPPC Toll -Free Helpline: 600lASK -FPPC anewportbeachindy.com - LNewport h PoLit Tie Wildpediu.." for Um Newport B-hChm. brr ofCom - proudly stnres,'Yt should alw be noted hem d the Newport B. hClwmbu mmi. no subddy fiom die My (Newport B. ). Toldi sopportiv thaoygh memberihip dua ftvr m,.' OK ... let'sm 'ba&to Wt Wter. i5gbber iI.h'm- i, 010, vatusinthe Gty ofNe rrt Beaeh m Imd, 61,5 prm wted, of mpmfot By Am YIU M..',iV,.hufor .c nd r, t which ameudN Me Cttp 9 4 w w Id p �h �U 5 N I . newportbeachindy.corn -V� an Sul C, Fi c( d sq had an Odra $11,724 in its banK in 2010 to financially support its former two -time ,Chairman ofthe Board and, - fornjerCitiz6h�of iheWar Rushlbllfdr ---A to City C ,oUncil, why would MCY Committee, which would then fund their Candidates for Newport Bead, City Council... Sounds... a ... bit ... incestuous Brown, Leilani From: Kiff, Dave Sent: Friday, June 24, 2011 1:55 PM To: 'Diane Bock' Cc: Brown, Leilani Subject: RE: Balboa Island Museum Dear Ms. Bock -- Thank you for your e -mail. I will make sure that the City Council receives it in time for their vote next Tuesday. Dave - - - -- Original Message---- - From: Diane Bock fmailto:dianebirniebock(o)mac coml Sent: Friday, June 24, 2011 11:45 AM To: Kiff, Dave Subject: Balboa Islaand Museum Dear Mr. Kiff, Please vote to continue support for the Balboa Island Museum - -- it provides a fantastic resource for kids AND adults, fosters community spirit and appreciation for our local history. Wonderful developments are occurring - now is the time to encourage education at the grass roots level. Best regards, Diane Bock Special Events Support FY 12 Recommendations New Review Process One, annual call for applications Special Events Advisory Committee Reviews & Scores Staff Recommends Funding Council Approves or Amends All Event Support included in FY 12 Budget Reduced Rates From fully loaded —full cost recovery To incremental /hourly — no overhead included. Estimating staff costs upfront Fee Reduction Examples Spirit Run Race for the Cure $28,565 $11,791 $18,976 Balboa Island Parade $6,936 $4,176 2011 Applicants 21 applications received from 20 organizations Requests totaled more than $500,000 SEAC began individual review in early May, group review late May — mid- June SEAC Review Committee updated scoring methodology Divided applications by type before group review Individual scores were collected, averaged for each event Forwarded scores for 18 events Staff Committee Devised methodology for equitably dividing $175K based on SEAC scores Determined 15 of 18 qualified for support Recommending % of cash request OR in -kind request (quantified), not both Staff Committee Recommendations 89 & Above 60 percent 80 -88 70 -79 Below 69 40 percent 20 percent D Recommended Funding 60% NB Chamber of Christmas Boat 96.5 $30,000 Commerce NB Film Festival Parade NB Film Festiva E; . $75,000 Recommended Funding NOSA Newport to 86.2 $120 Ensenada Race BIIA Balboa Island Parade NB Chamber of Commerce Newport Mesa Spirit Run Taste of Newport Spirit Run 85.6 85.2 M9 NB 1/1 Marine Beach Challenge 81.8 Foundation $1,200 $7,200 $14,000 ME Recommended Funding 40% Continued NB Firefighters CA Firefighters 81.8 $6,400 Association Olympics Newport Harbor High PTA NB Restaurant BID Harbor Heritage 81.5 Run Restaurant Week 80.3 $2,160 $24,000 Recommended Funding 20% Susan G. Komen Race for the 79.7 $4,000 Cu re CdM Chamber Christmas Walk Newport Harbor ExplorOcean Nautical Museum Gala Pac Coast Events Kiwanis Pac Coast Triathlon 79.2 75.7 74.8 19 111 � 111 $1,320 American Cancer Relay for Life 73.6 $800 Society No Funding Recommended Cynthia Holcomb Magic Shoe 5K 67 MSF OC Marathon OC Marathon & 62 $0 Half Marathon March of Dimes March for Babies 57.2 $0 Summary $183,880 in support recommended 15 community events would receive some level of City assistance Next Steps Council approves or amends Agreements with each event organization City will have right to review event financials SEAC & staff work on process improvements with event organizers Special Events Advisory Committee Laura Davis, Chair Judy Brower Jeff Cole Janis Dinwiddie Vicki Higgins Kirwin Rockefeller Marshall Topping