Malibu City Council
Administration and Finance Subcommittee
Special Meeting Agenda
Thursday, September 26, 2024
1:00 P.M.
City Hall – Council Chambers
23825 Stuart Ranch Road
Mayor Doug Stewart
Councilmember Bruce Silverstein
Call to Order
Roll Call
Report on Posting of the Agenda – September 24, 2024
Approval of Agenda
Public Comment This is the time for the public to comment on any items not appearing on this agenda.
Each public speaker shall be allowed up to three (3) minutes for comments. The Subcommittee may not discuss or act on any matter not specifically identified on this agenda, pursuant to the Ralph M. Brown Act.
Discussion Items
1. Presentations/Staff Updates
None.
2. Old Business
None.
3. New Business
A. Approval of Minutes
Recommended Action: Approve the minutes for the Administration and Finance Subcommittee Special meetings of May 20, 2024 and May 30, 2024.
Staff Contact: Executive Assistant Alba, 310-456-2489, ext. 232 Administration and Finance Subcommittee
September 26, 2024 Special Meeting
B. Appropriation of Funds in the Amount of $460,000 from the Office of Traffic Safety Grant (Reimbursement Grant)
Recommended Action: Provide a recommendation to the City Council concerning the appropriation of funds in the amount of $460,000 from the Office of Traffic Safety Grant (Reimbursement Grant).
Staff Contact: Deputy City Manager Brown, 310-456-2489, ext. 300 Adjournment
I hereby certify under penalty of perjury, under the laws of the State of California, that the foregoing agenda was posted in accordance with the applicable legal requirements. Special meeting agendas may be amended up to 24 hours in advance of the meeting. Dated this 24th day of September 2024, at 6:00 p.m.
Christina Muñoz, Deputy City Clerk
Agenda Item 3.A.
Administration &
Finance Subcommittee
Special Meeting
09-26-24
Item 3.A.
Administration and Finance
Subcommittee Agenda Report
To: Mayor Stewart and Councilmember Silverstein
Prepared by: Cynthia Alba, Executive Assistant
Approved by: Steve McClary, City Manager
Date prepared: September 18, 2024 Meeting date: September 26, 2024 Subject: Approval of Minutes
RECOMMENDED ACTION: Approve the minutes for the Administration and Finance Subcommittee Special meetings of May 20, 2024 and May 30, 2024.
DISCUSSION: Staff has prepared draft minutes for the Administration and Finance Subcommittee Special meetings of May 20, 2024 and May 30, 2024.
ATTACHMENTS:
a. May 20, 2024 Special Meeting
b. May 30, 2024 Special Meeting
MINUTES
MALIBU ADMINISTRATION & FINANCE SUBCOMMITTEE
SPECIAL MEETING
May 20, 2024
CITY HALL – Council Chambers
2:00 P.M.
CALL TO ORDER
Mayor Pro Tem Stewart called the meeting to order at 2:00 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Mayor Pro Tem Doug Stewart and Councilmember Bruce Silverstein ALSO PRESENT: Steve McClary, City Manager, Joseph Toney, Assistant City Manager; Renée Neermann, Finance Manager; Parker Davis, Media Technician; and Cynthia Alba, Executive Assistant.
REPORT ON POSTING OF AGENDA
Executive Assistant Alba reported that the agenda for the meeting was properly posted on May 14, 2024, with an amendment on May 17, 2024.
APPROVAL OF AGENDA
MOTION Councilmember Silverstein moved, and Mayor Pro Tem Stewart seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
None.
ITEM 3 NEW BUSINESS
A. Fiscal Year 2024-25 General Fund Grants
Recommended Action: Provide a recommendation to the City Council concerning recipients and amounts for the Fiscal Year 2024-25 General Fund Grant Program.
Mayor Pro Tem Stewart opened public comment.
Attachment 1
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 20, 2024
_________________________
Francesca McCaffen and Sean McCaffen spoke on behalf of The Children’s Lifesaving Foundation and explained that the funds would be used for underserved kids and programs such as the counselor-in-training program.
Jennifer Brent spoke on behalf of the California Wildlife Center and described the rescue, rehab, and release procedures in the City of Malibu. She stated that they educate the community and gather data for future use.
Joel Schulman spoke on behalf of Poison Free Malibu. He spoke regarding education efforts including an education campaign, yard signs, posters, t-shirts, signs, and a coloring book.
Denise de Garmo spoke on behalf of the Malibu Foundation. She thanked the subcommittee for their donation last year and is requesting funds this year for education outreach and a community native nursery and shrubbery.
Dawn Ericson spoke on behalf of the Beach Ecology Coalition. She stated that the funding would benefit the Junior Lifeguard program via a seashore guide that would be distributed to 4,000 junior lifeguards.
Georgia spoke on behalf of the Malibu Monarch Project. She stated that they have a goal of increasing biodiversity. She also added that there are goals to create an education poster and flashcards for schools.
Ellen Shane spoke on behalf of the Emily Shane Foundation. She thanked the city for being a great partner. She stated that funding would benefit kids who struggle in school via individualized tutoring and mentoring.
Keegan Gibbs from the LA Emergency Preparedness Foundation (Community Brigades) spoke in favor of a partnership with the city and spoke about the multistakeholder approach. He spoke about the importance of the program.
John Mazza spoke on behalf of the Adamson House. He spoke about the junior ranger program, K-12 bus transportation funds, and the need for funding for operational costs due to sea lice and leaks.
Kasey Earnest spoke on behalf of the Boys and Girls Club of Malibu. She spoke about the kid's efforts to address mental health, providing resources to the aging population, and the goal to fill in service gaps.
Lisa Saila spoke on behalf of the Aurelia Foundation and Hand in Hand. She stated that the Aurelia Foundation has the goal of engaging people with disabilities in the community where funds would go to transportation costs into Malibu. She also stated that Hand in Hand is a social integration club for people with disabilities.
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 20, 2024
_________________________
Neal Thornhill spoke on behalf of the Malibu Search and Rescue. He stated that coverage includes the Santa Monica Mountains and is covered by volunteers. He added that funding would be for volunteer equipment.
Councilmember Silverstein inquired about state funding of the program.
Mr. Thornhill stated that historically they have not received funding. He stated that in this location they are the most busy out of all of the state and receive 2-3 calls per week.
Mayor Pro Tem Stewart inquired about financial support from other cities and the number of calls in Malibu.
Mr. Thornhill stated that the City of Agoura provides about $1000 - $3000 and added that about 50% of the calls come from the coast and there may be some overlap due to trails that go into unincorporated county.
Richard Fink spoke on behalf of the California State Parks. He stated that they have 20 million annual visitors primarily in Malibu Lagoon, Adamson House, and local beaches. He stated that funds would go towards Malibu improvements such as archival or materials and infrastructure updates to improve the visitor experience.
He stated that the agency is committed to implementing poison-free efforts in Malibu.
Councilmember Silverstein inquired if this was a request on behalf of the state or a nonprofit division of the state.
Mr. Fink stated that this request is on behalf of a division of the state.
Talley Hutcherson of the Cavallo Foundation Malibu spoke about the programs offered in Malibu aimed at improving mental health at the Malibu Equestrian Park.
Max Gorby spoke on behalf of the Malibu Scouts Troop 224, spoke about the impacts of the programs on kids, and added that many of the kids come from middle-income families, and requested funding to impact more kids.
Councilmember Silverstein requested additional details about their budget.
Mr. Gorby stated that the budget is scalable and can work with various levels of funding, he specified that they are currently supporting 15 kids.
Chris Baca from Meals on Wheels spoke about the program’s efforts in Malibu. He shared that there was a growth of need for services in Malibu and that they provide resources beyond meals to those in need.
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 20, 2024
_________________________
Councilmember Silverstein inquired about the housing status of those served in Malibu.
Mr. Baca stated that they provide services to people in their homes.
Mayor Pro Tem Stewart inquired about other government funding for these services.
Mr. Baca stated that only 20% of funding comes from government agencies.
Scott Hosfeld with Malibu Friends of Music spoke about their musical resources such as training. He spoke about making musical resources accessible.
Julia Forth spoke on behalf of Cancer Support Los Angeles, she stated that they provide free mental health services that can be provided online.
Mayor Pro Tem Stewart inquired about the number of people served in Malibu.
Ms. Forth stated that they serve an estimated 100 people in Malibu.
Mayor Pro Tem Stewart closed public comment.
Councilmember Silverstein provided general comments regarding the applications he read, he commended the applicants for their work and pointed to the limited funds available. He explained his decision-making process, including favoring programs for organizations serving in Malibu. Inquired about a government agency funding a religious corporation. He added that it is difficult when groups ask for a large amount of funds in proportion to what is available to give.
Mayor Pro Tem Stewart explained that they are subject to the Brown Act and that they have not gotten a chance to discuss this beforehand. He explained that $575,000 was requested and they can only allocate $200,000. He reiterated his desire to see Malibu-centric efforts. He explained that applicants associated with religious groups, in the past, if the resources weren’t used on religious efforts, the community allocation was appropriate. He inquired regarding the possibility of increasing the budget for this fund by $25,000.
City Manager McClary shared that it would be a good question for the City Council.
He also added that applications were accepted so long as they are a nonprofit organization and show that the program was open for the general public.
Councilmember Silverstein stated that because a budget workshop and a previous Administration and Finance Committee was held, he recommends keeping the budget at $200,000 for this item. He explained that if applicants do not get what was desired there are other opportunities to receive funding from the city. He explained that he does not agree with the city providing funding to the state.
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 20, 2024
_________________________
Mayor Pro Tem Stewart explained the revision process.
Mayor Pro Tem Stewart and Councilmember Silverstein discussed their proposed amounts.
RECESS At 3:43 p.m., Mayor Pro Tem recessed the meeting. The meeting resumed at 3:51 p.m. with both Subcommittee members present.
Mayor Pro Tem Stewart and Councilmember Silverstein continued to discuss their proposed amounts.
Mayor Pro Tem requested that next year tax ID’s and actual organization names be included in the applications.
Council member Silverstein reminded the applicants that this is only a recommendation to the City Council and encouraged people to attend the City Council meeting.
City Manager McClary stated that this item will be heard as part of the public hearing on Tuesday, May 28th, and added that final budget adoption is scheduled for the fourth Monday in June.
MOTION Mayor Pro Tem Stewart moved, and Councilmember Silverstein seconded a motion to provide a recommendation to the City Council for the following recipients and amounts for the Fiscal Year 2024-25 General Fund Grant Program and recommend that the City Council further discuss allocation for LA Emergency Preparedness Foundation (Community Brigades) and California State Parks.
Organization Name A&F Subcommittee
Recommended Award
Adamson House Foundation 10,000
Aurelia Foundation 2,000
Beach Ecology Coalition 1,000
Big Heart Ranch 2,500
Boys and Girls Club Malibu 50,000
California State Parks 0
California Wildlife Center 10,000
Cancer Support Community LA 1,000
Cavallo Foundation 8,500
Children's Lifesaving Foundation 2,500
Emily Shane Foundation 5,500
Esperance Center 1,500
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 20, 2024
_________________________
Gan Malibu 4,000
Hand in Hand 4,000
LA Emergency Preparedness Foundation (Community
Brigade) 37,000
Malibu Community Labor Exchange 7,500
Malibu Foundation 10,000
Malibu Friends of Music 5,000
Malibu Monarch Project 3,500
Malibu Scouts Pack 224 1,500
Malibu Search and Rescue 15,000
Meals on Wheels West 2,000
Poison Free Malibu 6,000
Shalom Institute 10,000
Total: $ 200,000
The question was called, and the motion carried unanimously.
ADJOURNMENT
At 4:02 p.m., Mayor Pro Tem Stewart adjourned the meeting.
Approved and adopted by the Administration and Finance
Subcommittee of the City of Malibu on _____________.
_______________________________
DOUG STEWART, Mayor
ATTEST:
_________________________________
Cynthia Alba, Executive Assistant
MINUTES
MALIBU ADMINISTRATION & FINANCE SUBCOMMITTEE
SPECIAL MEETING
May 30, 2024
CITY HALL – SURFRIDFER ROOM
2:00 P.M.
CALL TO ORDER
Mayor Pro Tem Stewart called the meeting to order at 2:01 p.m.
ROLL CALL
The following persons were recorded in attendance:
PRESENT: Mayor Pro Tem Doug Stewart and Councilmember Bruce Silverstein ALSO PRESENT: Steve McClary, City Manager, Joseph Toney, Assistant City Manager; Renée Neermann, Finance Manager; and Cynthia Alba, Executive Assistant.
REPORT ON POSTING OF AGENDA
Executive Assistant Alba reported that the agenda for the meeting was properly posted on May 28, 2024.
APPROVAL OF AGENDA
MOTION Councilmember Silverstein moved, and Mayor Pro Tem Stewart seconded a motion to approve the agenda. The question was called, and the motion carried unanimously.
ITEM 1 PRESENTATIONS
None.
ITEM 2 OLD BUSINESS
None.
ITEM 3 NEW BUSINESS
A. Approval of Minutes
Recommended Action: Approve the minutes for the Administration and Finance Subcommittee Special meeting of May 2, 2024.
Attachment 2
Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 30, 2024
_________________________
MOTION Councilmember Silverstein moved, and Mayor Pro Tem Stewart seconded a motion to approve the minutes for the Administration and Finance Subcommittee Special meetings of May 2, 2024.
B. Fiscal Year 2023-24 Third Quarter Financial Report
Recommended Action: Review Fiscal Year (FY) 2023-24 Third Quarter Financial Report.
Assistant City Manager Toney presented the staff report. He provided a high-level summary which included revenues and expenditures. He stated that the third quarter is similar to the third quarter of the previous year.
Mayor Pro Tem Stewart inquired about property taxes.
Assistant City Manager Toney clarified that projecting property tax payments are not split in half and explained that one payment is larger than the other and other smaller payment disbursements.
Mayor Pro Tem Stewart inquired about the FEMA reimbursement.
Assistant City Manager Toney stated that the process could take longer than expected and depends on how projects are closed.
Mayor Pro Tem Stewart inquired about the interest earnings, wastewater, and park development totals.
Assistant City Manager Toney stated that he would follow up on getting an answer regarding these totals.
Mayor Pro Tem Stewart inquired about the available SCE funds.
Assistant City Manager Toney stated that those funds are still tied to some projects and shared that they can get additional information on how these funds were allocated.
Mayor Pro Tem Stewart inquired about the budget for Public Safety.
Assistant City Manager Toney stated that a large portion of those funds are for the Sheriff Substation, however, added that hiring has been difficult, and they have lowered those appropriations for the upcoming fiscal year.
Councilmember Silverstein inquired about personnel being a line item and inquired if it could be added to the quarterly reports.
Finance Manager Neermann stated that personnel is a line item in the budget, and shared that personnel could be added as a separate schedule in the quarterly reports Malibu Administration and Finance Subcommittee
Special Meeting
Minutes of May 30, 2024
_________________________
as a total. She stated that it would take effort to include this information for each department, but the department would do what they can.
Mayor Pro Tem Stewart inquired about capital project spending.
Assistant City Manager Toney stated that some of the lack of spending is due to multi-year projects getting full allocation.
Finance Manager Neermann agreed and shared that they have spoken with the departments and have asked them to only add to the budget what is anticipated for the one year instead of allocating the funds for a multiyear project.
City Manager McClary shared that in working with neighboring cities he has learned that this is a common issue amongst other cities. He stated that there is also a built-in lag where payments aren’t paid until later in the fiscal year.
Assistant City Manager Toney reiterated the importance of a 5-year plan for capital improvement plans and grant funding.
Mayor Pro Tem Stewart inquired about the Legacy Park debt service.
Finance Manager Neermann stated that the city receives a one-time annual invoice.
Mayor Pro Tem Stewart inquired about surplus funds.
Assistant City Manager Toney stated that there are many reasons, including a lack of staffing and creating better department projections.
Mayor Pro Tem Stewart commended the finance team for all their hard work.
ADJOURNMENT
At 3:11 p.m., Mayor Pro Tem Stewart adjourned the meeting.
Approved and adopted by the Administration and Finance
Subcommittee of the City of Malibu on _____________.
_______________________________
DOUG STEWART, Mayor Pro Tem
ATTEST:
_________________________________
Cynthia Alba, Executive Assistant
Item # 3.B.
A&F Subcommittee
Special Meeting
09-26-24
Item 3.B.
Administrative & Finance
Subcommittee Agenda Report
To: Mayor Stewart and Councilmember Silverstein
Prepared by: Alexis Brown, Deputy City Manager
Approved by: Steve McClary, City Manager
Date prepared: September 23, 2024 Meeting date: September 26, 2024 Subject: Appropriation of Funds in the Amount of $460,000 from the Office of Traffic Safety Grant (Reimbursement Grant)
RECOMMENDED ACTION: Provide a recommendation to the City Council concerning the appropriation of funds in the amount of $460,000 from the Office of Traffic Safety Grant (Reimbursement Grant).
FISCAL IMPACT: Funding for this initiative was not included in the Adopted Budget for FY 2024-2025. The total appropriation requested is $460,000, which will be used for enforcement, education, and outreach activities as outlined below. There is no direct impact on the City’s General Fund. This is a reimbursement grant, meaning the City of Malibu will front the costs associated with these traffic safety initiatives, with reimbursement provided by the Office of Traffic Safety upon submission of qualifying expenses.
STRATEGIC PRIORITY: This item is not part of the Adopted Strategic Work Plan for FY 23-24.
DISCUSSION: The City of Malibu has been awarded a reimbursement grant in the amount of $460,000 from the Office of Traffic Safety (OTS) to support a variety of traffic safety initiatives, including enforcement operations and public safety education. Under the terms of the grant, the City is required to initially cover expenses for the activities, with reimbursement provided by the OTS upon receipt of proper documentation.
The grant funds are proposed to be used to facilitate DUI checkpoints, saturation patrols, general traffic enforcement, and educational campaigns aimed at reducing impaired driving and promoting road safety over the next federal fiscal year.
Item # 3.B.
The total grant allocation of $460,000 is recommended to be distributed across three key areas: enforcement, public education, and outreach, as outlined below.
1. DUI Checkpoints and Saturation Operations
Over the next fiscal year, the City plans to conduct four (4) DUI checkpoints and eight (8) saturation operations. These operations will focus on general traffic enforcement and DUI prevention.
Quarterly Plan:
• One (1) DUI checkpoint
• Two (2) saturation operations (1 DUI-focused and 1 general traffic enforcement) The total cost for these enforcement operations is $86,528. To account for any potential mid-year salary increases, a 5% Cost of Living Adjustment (COLA) has been applied, bringing the total estimated cost to $90,960.
The breakdown is as follows:
• DUI Enforcement: $76,260
• General Traffic Enforcement: $14,700
2. Malibu – Surf, Sand, Slow Educational Campaign (Contractual Services) The City has engaged That’s Sound! Productions (TTS!) to execute the "Malibu – Surf, Sand, Slow" educational campaign, a key component of our public safety outreach. This initiative focuses on educating the public about traffic safety, including impaired driving and general road safety awareness. TTS! will be responsible for producing and delivering educational materials, services, and experiential events designed to enhance traffic safety awareness. The "21 Miles in Malibu" experiential events are a central part of this campaign. TTS! will provide regular progress reports, event coordination, and communication materials to ensure compliance with the City's requirements and OTS guidelines.
Cost Breakdown for Campaign:
• General Traffic Education: $185,300
• Drinking & Driving Education: $139,700
The total cost for this campaign is $325,000.
3. Remaining Funds: Expansion of Enforcement Operations After the allocations for enforcement and educational initiatives, there is a remaining balance of $44,040.. Staff proposes that these funds be used to expand DUI and general traffic enforcement operations within the City of Malibu, as resources and staff availability allow.
Item # 3.B.
Proposed Use of Remaining Funds:
• Expand enforcement operations, such as additional DUI checkpoints and saturation patrols
• Ensure flexibility for enhanced traffic safety enforcement efforts in response to community needs
ATTACHMENTS:
1. LASD DUI Checkpoint Estimate
2. TTS Scope of Work
Attachment 1
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
Vendor: That’s The Sound! Productions
Legal Business Name & DBA: That’s The Sound! Productions, LLC (“TTS!”) Contact Name/ e-mail / phone: Robin Cecola / [email protected] / (847) 812.1222 Client: City of Malibu
Business Contact/Lead Manager
Name / e-mail / phone: Alexis Brown / [email protected] / (310) 456.2489 x300 Dates
SOW Effective Date: July 1, 2024
SOW Expiration Date: June 30, 2026
1. Work Description. The following describes the project expectations and specifications, Vendor activities, and reporting requirements for goods, services, products, and/or other items or materials that That’s Sound! Productions (TTS!) shall perform and/or deliver to the City of Malibu work made for hire (collectively, the “Work” and/or “Service”).
Pursuant to the guidelines in this SOW, which may be updated if mutually agreed upon, TTS! agrees to perform the Work in accordance with the specifications and requirements detailed in or attached to this SOW. All Work shall be treated as Confidential Information unless otherwise designated by both parties.
TTS! shall provide Services in alignment with the concepts and programs as delivered to Business Contact/Lead Manager on May 28, 2024, and agrees to provide the below services and deliverables:
Attachment 2
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
I. AGENCY OF RECORD
1. Campaign: Malibu Surf. Sand. SLOW.
• Lead Agency of Record applying professional skills, resources, experience & expertise to manage/drive campaign and achieve impactful results
• Focused on achieving stated campaign primary objectives & goals:
+ Effectively change driver behavior on Pacific Coast Highway to drive slower, safer and with more overall awareness
+ Foster a culture of responsibility among all road users + Address challenges associated with residents' skepticism regarding potential for change
2. Identify & Incorporate Unrecognized Value
• Use best efforts/skills to consistently uncover and include previously unrecognized value into every piece of campaign
• Leverage relationships, opportunities for trade, and distinctive City of Malibu brand/identity
3. Integration & ROI
• Maximize ROI following City of Malibu standards, policies, & protocols
II. STRATEGY DEVELOPMENT, LEADERSHIP & MANAGEMENT
1. Immerse Into City of Malibu + Community Mindset
• Understand people, organization & processes
• Provide consistent best practices, represent best interests, continuously blend unique resident perspective to achieve goals
2. Provide Strategy & Brand Expertise
• Apply resolute and ongoing strategy expertise
• Key brand strategy components to include positioning, voice, tone & manner, vision, mission + defining various target audiences • Help identify overall needs, develop plans, assign specific deliverables • Secure approvals from Lead Manager
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
3. Continuously Determine Goals, Metrics & Definitions of Success • Work with PCH Focus Group (PCH FG) and Lead Manager
• Determine/help define realistic & proper metrics
• Ensure focused on achieving agreed upon short and long-term goals
4. Work Closely with ALL Stake Holders
• Available to City of Malibu staff, City Council, community leaders and all interested stakeholders
• Consistently solicit feedback, conduct personal/unofficial research to help determine campaign direction and deliver on objectives • Participate/attend bi-weekly PCH FG meetings
• On-call to meet with Lead Manager on regular basis
• Formal liaison to community + unofficial ‘grassroots team’
5. Develop Master Production Calendar and Timeline
• Working calendar reflecting primary activities and timelines III. CREATIVE SERVICES
1. Provide Creative Expertise & Leadership
• Collaborate with all City of Malibu teams, departments, partners, subcontractors, vendors, and community • ID ‘big picture’ opportunities – internal and external -- to creatively enhance overall campaign success
2. Campaign Name + Tagline Development
• Provide creative leadership to brainstorming sessions, help define ideas and concepts to align with campaign goals
• Provide various ‘out-of-box/big-bang’ concepts and ideas • Provide multiple revisions and drafts as necessary
• Secure required approvals
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
3. Logo Development
• Provide creative leadership to brainstorming sessions, help define ideas and concepts to align with campaign goals
• Develop various concepts & designs addressing stated goals • Provide multiple revisions and drafts as necessary
• Secure required approvals
• Deliver final logo in proper file formats
• Create additional integrated/interchangeable branded components and files for use throughout campaign
4. Artistic Direction/Brand Identity
• Ensure campaign continuously features distinctive look and feel • Propose various options/concepts, collaborate closely with teams, secure required approvals
• Help develop/manage consistent campaign brand identity to align with City of Malibu + campaign stated goals
5. Graphic Design
• Continuously develop smart, impactful graphics consistent with campaign brand goals & guidelines
• Propose concepts as necessary: customization, communications, collateral, signage, etc.
• Manage collaborative process, secure required approvals • Collaborate with stated partners (i.e., State of CA) and vendors to integrate PCH FG marketing efforts into similar and/or supporting campaigns
• Deliver finished products in timely manner, manage delivery
6. Creative Writing, Scripting, Presentations & Communication • Provide writing & scripting as needed
• Develop engaging PowerPoint presentations, images & graphics to help communicate concepts and content featured throughout campaign • Secure & manage approvals
• Deliver finished presentations to leaders and team members for use
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
7. Producer/Director Services
• Hands-on Producer/Director overseeing agreed upon content creation • Manage all outside artists, celebrities and/or production professionals brought into campaign such as:
+ Musicians/recording engineers
+ Voice-over artists/actors
+ Camera/sound/lighting operators & technicians
+ Film editors/post-production teams
• Additional point of contact for participating sub-vendors/agencies:
+ Website/social media/Influencers & personalities
• Deliver content in proper format, on schedule and to agreed budget IV. CONTENT DEVELOPMENT & DELIVERABLES
1. Custom Content
• Lead development and production of agreed upon customized content that creatively aligns with campaign goals
• Secure proper rights & license’s
• Consistently deliver impactful, valuable, one-of-kind components
2. Campaign Theme Song: Slow Down Now Whaddya Say
• Re-record and customize one chorus & melody of hit song ‘Lake Shore Drive’ (Aliotta, Haynes & Jeremiah)
• Leverage familiarity of song to bring attention to campaign, use as foundation for PSA’s, media, and all promotional efforts • Secure permission from rights owners (EVH Publishing and Sony/ATV Publishing), negotiate favorable terms and rates
• Re-write custom lyrics to align with campaign slogan & tagline • Secure formal approval of new lyrics from song owner
• Record & mix song using professional musicians/sound engineers • Produce multiple fully mastered, broadcast ready recordings:
+ :90 (full length, online usage)
+ :60 (TV & broadcast)
+ :30 (TV & broadcast)
+ :20 (social postings, i.e., TikTok)
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
+ :15 (TV & broadcast)
+ :10 (sponsorships i.e., radio traffic reports)
+ Full instrumental mix (future creative)
3. PSA Video/TV Spot #1
• Develop recommendations, storyboards, and concept demos • Deliver rough cuts, secure required approvals
• Produce and deliver fully mastered spot including:
+ Rights clearances
+ Music: selection, recording & mixing (*as needed, Sec. III) + Producer/Director services (*as needed, Sec. III)
+ Creative Services (*as needed, Sec. III)
• Deliver various fully mastered broadcast ready spots:
Broadcast TV Format
+ :60 second
+ :30 seconds
+ :15 seconds
9x16 Format (*mobile phone)
+ :60 second
+ :30 seconds
+ :15 seconds
4. Future PSA Video/TV Spots
• Develop recommendations, storyboards, and concept demos • Two additional PSA’s (PSA #2 and PSA #3)
• Deliver rough cuts, secure required approvals
• Number of spots: tbd (*budget & strategy dependent)
• Produce and deliver fully mastered spots including:
+ Rights clearances
+ Music: selection, recording & mixing (*as needed, Sec. III) + Producer/Director services (*as needed, Sec. III)
+ Creative Services (*as needed, Sec. III)
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
5. Secure & Manage Talent/VIP’s (*if necessary)
• ID and interface w/ talent/VIPS’s (i.e., celebrities, experts, partners, etc.) • Collaborate with representatives to secure participation • Define travel, riders, and all paperwork; responsible on-site for talent/VIP management
6. Swag & Premiums
• Provide recommendations of branded merchandise
• FUN, distinctive and valuable
• Provide multiple options, secure favorable pricing
• Supply proofs, secure required approvals
• Manage process: concepts, artwork, proofs, negotiating/ordering, shipping, delivery etc.
7. BIG Ideas
• LED Road Signs
+ Share formal concept presentations
+ Develop conceptual creative options
+ Research potential manufacturers
+ Negotiate & secure favorable rates
+ Manage manufacturing process, secure required approvals + Help coordinate installation
+ Create launch & forward content management plans
• Develop and present additional BIG Ideas still TBD
V. MEDIA MANAGEMENT, PURCHASING & PLACEMENT
1. Identify Correct Media Channels
• Assist identifying media used by target audience
• TV? Radio? Sponsorships? Social? Internet? Professional Trades? Newspapers? Podcasts?
2. Identify Specific Partners
• Assist identifying correct & most valuable media partners • Negotiate favorable time slots & rates
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
3. Develop Recommended Plan/Secure Approvals
• Provide recommended integrated media plan
• Secure required approvals
4. Manage Overall Process
• Primary liaison to media partners & outlets; professionally represent City of Malibu
• Deliver mastered content to media outlets in proper formats • Manage on-air schedules
VI. EXPERIENTIAL & EVENT MARKETING
1. Event-In-A-Box: The 21 Miles Road Tour
• Lead brainstorming and planning
• Develop execution plan including budget and calendar
• Create/build-out campaign components
• Primary point of contact for tour
2. Ideation
• Lead brainstorming on additional realistic concepts
• ID ‘big picture’ opportunities to align with campaign objectives
3. Concept Development
• Develop concepts/ideas for approval
• Minimum four additional campaigns (tbd) year 1
• Create specific action plans
• Estimate costs, negotiate favorable rates, provide formal budget • Secure required approvals
4. Team/Volunteers/Sub-vendor Management
• Primary point for all vendors and production/creative sub-contractors • Help develop & coordinate community volunteers & street teams
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
5. Secure Necessary Permits, Required Insurance
• Research/identify as required
• Work directly with local representatives to understand special use needs; ensure full compliance
6. On-Site Management/Producer
• ‘On the ground,’ visible and available throughout events • Advance set-up and/or early arrival as necessary
VII. PUBLICITY/SOCIAL MEDIA PROMOTION
1. Public Relations
• Support campaign publicity efforts: set strategy, provide clear direction • Work closely with City of Malibu Media Officer
• Secure approvals on all outreach/efforts
• Committed campaign specialist: generate stories, secure placement, and arrange follow-up with editors/reporters
2. Social Media Promotion
• Support campaign social media efforts: help define strategies, create ideas, provide clear direction, secure all approvals
• Work closely with City of Malibu Media Officer
• Committed campaign specialist: generate interest, secure placements, strive for viral activation
VIII. BUSINESS SERVICES
1. Budget Management
• Create and manage overall budget
• Present to Lead Manager as requested
2. Paperwork & Document Management
• Draft all necessary documents (i.e., agreements, contracts, riders etc.) • Work with City of Malibu legal and/or financial departments on required clearances
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
3. Financial Management
• Responsible for dispersing payments to consultants, sub-contractors, and vendors
• Manage all tax related forms, 1099’s etc.
• Provide financial tracking and budgeting
2. Intellectual Property. The parties agree that all intellectual property rights, trademarks and copyrights of any materials or ideas produced by TTS! shall remain the sole property of TTS! unless and until payment is received at which time TTS! shall release and relinquish its claim to said ideas and materials. If the City of Malibu fails to remit any agreed upon payment in a timely manner, City of Malibu agrees to cease and desist use of all materials or ideas created by TTS! (which shall be construed to be intellectual property of the TTS!) and shall return all said materials upon demand. The City of Malibu further agrees that TTS! shall have the right to pursue injunctive relief under 17 U.S.C. Sec. 101, et seq. and that continued use of the TTS!’s materials without payment shall constitute continuing and ongoing irreparable injury to the TTS! Upon payment in full, City of Malibu shall be considered the author and shall be the copyright owner of the Works.
3. Acceptance Criteria. The City of Malibu may accept or reject the Work or portions of the Work based on any criteria stated in this SOW.
4. Milestones, Delivery Dates, and Fee/Payment Amount(s). All Work shall be completed and delivered to City of Malibu in accordance with the following schedule. As complete and final payment for Work accepted by City of Malibu, City of Malibu shall pay TTS! the amount set forth below:
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
A. FEE SCHEDULE: YEAR #1
Description of primary
work deliverables
include but are not
limited to the following
Service Dates Invoice Date
Payment Amount
(**discounted 46% from
standard commercial rate)
1. July 1, 2024 $27,000
2. August 1, 2024 $27,000
3. September 1, 2024 $27,000
4. October 1, 2024 $27,000
5. November, 2024 $27,000
6. December 1, 2024 $27,000
7. January 1, 2025 $27,000
8. February 1, 2025 $27,000
9. March 1, 2025 $27,000
10. April 1, 2025 $27,000
11. May 1, 2025 $27,000
12. June 1, 2025 $27,000
$324,000
** Additional services + deliverables available at agreed upon pricing.
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
B. FEE SCHEDULE: YEAR #2
Description of primary
work deliverables
include but are not
limited to the following
Service Dates Invoice Date
Payment Amount
(**discounted 46% from
standard commercial rate)
1. July 1, 2025 $27,000
2. August 1, 2025 $27,000
3. September 1, 2025 $27,000
4. October 1, 2025 $27,000
5. November, 2025 $27,000
6. December 1, 2025 $27,000
7. January 1, 2026 $27,000
8. February 1, 2026 $27,000
9. March 1, 2026 $27,000
10. April 1, 2026 $27,000
11. May 1, 2026 $27,000
12. June 1, 2026 $27,000
$324,000
** Additional services + deliverables available at agreed upon pricing.
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
C. REIMBURSABLE EXPENSES
All agreed upon pass-through expenses require written, pre-authorization from Lead Manager:
Description of primary
work deliverables
include but are not
limited to the following
Service Dates Invoice Date Payment Amount
1. Licenses/rights,
materials, hard costs,
etc.
TBD Upon completion Full reimbursement
2. T&E associated with
providing the above
services & deliverables:
• Out-of-region trips
as required
TBD Upon Completion Full reimbursement
5. Indemnification. City of Malibu shall defend, indemnify and hold harmless TTS!, its officers, agents and employees from and against all claims, damages, losses and expenses including reasonable attorney’s fees arising out of or resulting from the performance of the Services, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease, death, damage to, or loss or destruction of, property including the loss of use resulting there from, and (2) is caused in whole or in part by any negligent act or omission or any willful misconduct of City of Malibu, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. In any and all claims against City of Malibu or any of the agents or employees of City of Malibu, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, the indemnification obligation of City of Malibu under this Article shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for City of Malibu or any subcontractor under workers’ compensation acts, disability benefit acts or other employee benefit acts or any insurance required to be maintained under this Agreement. City of Malibu further agrees to indemnify TTS! for any claims, damages, or losses, including attorneys’ fees, arising out of, or related to the retention, booking or engagement of services by TTS! on behalf of City of Malibu.
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
6. Meeting Attendance and Reporting Requirements. TTS! agrees to meet with City of Malibu Business Contact and others designated by same, to provide program updates, status, and overall alignment. Times to be mutually agreed upon.
7. Acknowledgement of the Requirements, Pricing, and Specifications. By beginning work for the Work described herein and receiving a copy of this SOW or signing below both parties acknowledge and agree to the terms, requirements, pricing, and specifications in this SOW.
8. Choice of Law. This Agreement will be governed by the internal substantive laws, but not the choice of law rules, of the State of XXXX, as if made to be a contract performed wholly therein.
9. Venue. Each of the parties irrevocably consents to the exclusive jurisdiction of any court located within XXXXXX, XX in connection with any matter based upon or arising out of this Agreement or the matters contemplated herein.
10. Integration. This Agreement is the entire agreement of the parties and supersedes any prior agreements between them, whether written or oral, with respect to the subject matter hereof. No waiver, modification, or alteration of the any of the provisions of this Agreement shall be binding unless in writing signed by a duly authorized representative of the parties.
11. Fees and Costs. If TTS! brings any action at law or in equity to enforce or interpret this Agreement, City of Malibu agrees to pay the reasonable attorney’s fees and costs of TTS!
PROFESSIONAL SERVICES STATEMENT OF WORK
23823 Malibu Rd | Ste 50421 | Malibu, CA | 90265
P: (847) 812.1222 | [email protected]
That’s The Sound! Productions, LLC
By (Sign)
Name (Print)
Title
City of Malibu
By (Sign) ______________________________
Name (Print) ____________________________
Title ____________________________________