Liaison Function

Civic Spark Fellow Resiliency Project

The Ventura County Film Commission provides connective liaison for all of the elements of film production in Ventura County. Since 2013, that function has been in a development form. The linking of production to permitting and regulatory schemes and, the collection of data relative to the economic and social impacts of film production in the county is a primary purpose.

 

The Ventura County Film Commission core function: Liaison

 

“A liaison is a person and function who builds and maintains mutually beneficial relationships, facilitates communications and coordinates activities among two or more people, agencies or organizations. … They act as technical or subject matter experts for the person, agency or organization they represent.”

 

In the recruitment and support of the function, the following template recruitment framing is helpful:

 

The Ventura Film Commission Liaison function is facilitated by an organized, efficient, and communicative liaison officer to coordinate between our organization and partner/stakeholder entities. In this role, the liaison acts as the middle person between our business and the other entity to streamline operations, resolve issues, improve communications, and generally ensure that the relationship is as beneficial as possible.

 

  • Maintain thorough knowledge of the business, as well as an understanding of how the business impacts the other entities of contact
  • Monitor, coordinate, and communicate the strategic objectives of the business
  • Collaborate and communicate successfully with other entities outside of the business
  • Work with other staff members to develop a greater understanding of the business and any issues that arise
  • Build, develop and foster relationships with the community, stakeholders, and other entities
  • Collect, analyze, and utilize data and feedback to identify opportunities to improve the relationship between the business and the other entity
  • Identify impact of the relationships and their leveraged benefit to both the larger community and the partner organizations
  • Compile reports about particular incidents, events, or updates about an important issue for the business
  • Proactively solve conflicts and address issues that could occur between the business and the other entity
  • Promptly respond to incidents and other events as necessary
  • Act as a positive representation of the business to the community

 

The support of the liaison required the creation of a website. The gathering of organizational, jurisdictional – permitting regulatory schemes; through the collection of contacts and process for each scheme; resulting in an initial understanding of a path to meet the required processes for each scheme and each production.

 

Now, it is time to decant the knowledge that has been gained and in that decanting, create resiliency. The resiliency creates additional value through building a dynamic knowledge system and database. The product that emerges requires a new set of eyes, ears, and analysis to create a vessel for the dynamism that is all things film. This means actively interviewing the current systems, using those interviews to update the relational databases that currently exist and to iterate the next generation of those databases. The Product that comes as a result will both increase the ROI on current investment and will also set a standard for value moving forward.

 

This website product is designed to honor both the dynamic nature of communities as well as the continual development of both the projects that are seeking to be produced and the regulatory, location and permissions systems that are supporting this economic driver.

 

The current cost of the EDC – Ventura County Film Commission is $60,000 annually. The coordination of connecting production to location, support and permitting along with production impact information that is compiled through the liaison function shows that the combined impacts for 2019 are in excess of 4000 film activity days and more than $70 Million in economic impact to Ventura County.

 

What follows is an outline of work product that an 11 month Civic Spark Fellow deployment will engage. It envisions some of the product development for ongoing resilience with the unique industry sector that is film and media production. The short set of qualifications belies the challenges of building the resiliency products that are needed to take the Commission structures to the next level.

 

Liaison Fellow Requirements and Qualifications

  • Customer-oriented attitude
  • Excellent verbal and written communication skills
  • Ability to establish and nurture beneficial relationships
  • Self-motivated with a willingness to take initiative and solve complex problems
  • Capability to negotiate with and influence others
  • Analytically and mathematically minded to analyze data and create necessary reports
  • Ability to thrive in a fast-paced and sometimes high-pressure environment

 

  1. Goals

 

To make rigorous the template for permitting schemes in Ventura County so that tracking film impact and resiliency are a critical economic driver in the county becomes clearer.

 

Distillation of a dynamic data base that can interact with more than one person.

 

Improve messaging about connection of production to permitting

 

Document filming in the time of the COVID and the resiliency of systems.

 

Operational Health and Safety Plans that leverage best practices and save cost through systemic implementation.

 

GIS updates on permits, permitting and permitting schemes linked to locations in Ventura County.

 

Automation of Email and Contact info for Newsletter Sends and Data collection.

 

Mapping Taxonomy of organizational structures and connections

  1. Internal
  2. Ordinance and enabling laws
  3. Fee Structures
  4. Layers and overlaps (Permit, Environmental Health, Business Tax License etc)

 

Organizational structures for creating a film project

 

Organizational structures for allowing (Permitting) that project

 

Multi-level connection by and between the permitting structures

 

Opportunities for greater connection by and between film, permitting, locations and support structures.

 

2 – 16. Structure

 

Dynamic Manual Creation (operations and logistics)

 

Dynamic Relational Mapping (Regulatory and Creative Interactions)

 

Dynamic Process Mapping (Project creation, Project Permissions, Project Execution, Project Impact)

 

Dynamic Outcome and Impact data collection.

 

Making information a resource

 

In order for these past years of work to have any value (Return on Investment), the formalization of all of these processes into a dynamic, relational data structure is critical.

 

  1. Civic Spark Fellow Outcomes

 

A project portfolio that includes:

 

Project framing

 

Project Management

 

Project Elements and relationships

 

Measurement structures

 

Relational data base construction: (needs interview for clarity and mapping)

 

  • Resiliency through diversity and connection of layers of project as well as regulatory scheme

 

  • Public policy overview through regulation, engagement with number of projects that successfully move through the process, actual film days and some awareness of how many touches each day has from the various project structures. (Production, location, permitting)

 

  • An understanding of the layers of bureaucracy on both sides of a project and how to navigate the path to completion.

 

  • Move assumptions to element descriptions with a method to move through the various schemes; both development and execution.

 

  1. Products

 

Download Information from Head to Book

Book Contents

Narrative

Relational Database

Search Function

Connection Function

 

Develop a System Query Framework

Who, What, Where, When to inform How

 

Develop a data entry template to create the buckets to pour into the                                    data lake

 

Give granularity to data so that the data becomes information

 

Operations guide

 

Scope, Scale, Context and Capacity Framework

For Permitting

For Production

For Coordination

For Liaison Functions

For Budgeting Framework

 

Data Collection and Analysis for Impacts

Direct Fees and Permits

Multiplier as economic impact

Film Days (Prep, Film, Strike)

Production type

Production size

Time of Production Impact

Day

Night

Single

Multiple

Sensitive Receptors impacts

Watercourses

Private Properties

Communities

Business Districts

Neighborhoods

Transportation corridors

Mitigation

Fees

Payments

 

Liaison Library

Website

Industry

Locations

Permissions

Contacts

Production Support Resources

GIS coordination

Searchable relational database

 

Contact Connection

Industry

Regulatory Schemes

Jurisdictions

Property/Location Contacts

 

Newsletter Mailing list

 

Quarterly Contact

 

Permit Palooza Event

A gathering both physical and virtual of the layers of permitting schemes for the county.

The agenda is to put faces to names and links by and between parties.

 

Invitees:

Permit Leads

Supervisors

State Partners

 

  1. Civic Spark Fellow Activities

 

Establish a weekly schedule and project plan

 

Establish agenda for weekly meetings

 

Maintain schedule with supervision

 

Active Interview and documentation

 

System organization – Taxonomy Development – Documentation of process

 

Relationship Mapping

 

Search Function Framing

 

Scheduling for Interview and Agenda for Interview

 

Mapping Permit Structures

 

Linking Structures to Contacts

 

Development of Daily, Weekly, Monthly and Project Milestones with timelines.

 

IRAC

Issue

Rule (Regulatory Scheme, Project, Who, What, Where, When –  Framing)

Analysis

Conclusion and recommendation

 

Who, What, Where, When to inform How?

 

What is the Project, Scope, Scale, Context and Capacity?

 

What are the Foundational Principles, What is the Core Business, What are the Product(s), What is the Revenue Architecture, What are the Systems and Who is the Team?

 

  1. Permitting Jurisdictions

 

 

County of Ventura

 

Planning

 

Public Works

 

County Fire

 

County Environmental Health

 

Watershed Protection

 

Parks

 

Contacts in Hierarchy Order or Organizationally

 

 

Cities

 

  1. Simi Valley

City Manager’s Office

County Fire

Simi Valley Police Department

Contacts

 

  1. Moorpark

Planning

County Fire

County Sheriff

Contacts

 

  1. Thousand Oaks

Community Development

County Fire

County Sheriff

Contacts

 

  1. Camarillo

Planning

County Fire

County Sheriff

Contacts

 

  1. Port Hueneme

Public Works

County Fire

Port Hueneme Police

Contacts

 

  1. Oxnard

Community Development

Oxnard Fire

Oxnard Police

Contacts

 

  1. Ventura

Community Engagement

Ventura Fire

Ventura Police

Contacts

 

  1. Ojai

City Manager’s Office

County Fire

County Sheriff

Contacts

 

  1. Santa Paula

Parks and Recreation

County Fire

Santa Paula Police

Contacts

 

  1. Fillmore

Film Commission/City Manager’s Office

Fillmore Fire

County Sheriff

Contacts

 

California Film Commission

 

State Roads/Highways

 

Highway Patrol

 

State Fire Marshall

 

State Beaches

 

State Parks

 

Coastal Commission

 

State Agencies

 

Fish and Wildlife

 

Coastal Commission

 

 

Federal Agencies

 

US Forest Service

 

Naval Base Ventura County

 

 

 

 

 

Special Districts:

 

Rancho Simi Recreation and Parks District

 

Conejo

 

Seaside Park (Fairgrounds)

 

Ventura Harbor District

 

Oxnard Harbor District

 

 

 

 

 

 

School Districts: (needs a taxonomy of organization alphabetical? Locational?

 

Fillmore Unified

 

Santa Paula Unified

 

Santa Clara Elementary School District (Little Red School House)

 

Simi Valley Unified

 

Conejo Valley Unified

 

Oxnard Unified

 

Ventura Unified

 

 

 

 

Colleges and Universities: (needs a method of organization)

 

University of California Extension Service (Faulkner Farms)

 

Ventura College

 

Oxnard College

 

Moorpark College

 

Channel Islands State University

 

Cal Lutheran University

 

 

Airports

 

Camarillo Airport

 

Oxnard Airport

 

Santa Paula Airport

 

  1. Industry Partners

 

Warner Bros.

 

Netflix

 

Sony

 

Viacom

 

Teamsters

 

Film LA

 

FLICS

 

Location Managers Guild

 

Scouts

 

Local Locations

 

Allied Film Studios

 

Fillmore & Western

 

John Farrow

 

  1. County Ecologies

 

Santa Clara River Valley

 

Fillmore, Piru, Santa Paula

 

Ojai Valley

 

Santa Paula Branch Line (Short Line Railroad)

 

The 33 Corridor

 

The Coast North and West of Mugu Rock

 

The PCH (Highway 1)

 

Santa Monica Mountains

 

Tapo Canyon

 

Simi Zone Area

 

Studio: Allied and the Simi District

 

Dedicated Back Lot Ranches: Big Sky, PW Gillibrand, 76 Ranch, Ventura Farms

 

Lake Sherwood Area

 

Potrero Road

 

The Coast

 

The Oxnard Plain

 

  1. Contact and links Taxonomy

 

Elected

 

 

Administrative (CEO, City Managers)

 

 

Economic Roundtable Members

 

 

Planning Directors Coordinating Group

 

 

Permit Permissions Ordinances

 

 

Law Enforcement Leadership

 

 

Industry Governmental Affairs Offices

 

  1. GIS

 

Managing and tagging shape files

 

Linking various Ecologies to mapping layers

 

Specific locations and film permit data

Cities

Area Ecologies

 

  1. See Something, Say Something

 

Expectation:

 

  1. Seeing the great connections of the large systems
  2. Seeing the inner connections by and between the tendrils that are the organizing structures of both there production and the permissions
  3. End Product
  4. Discreet Permitting locations
  5. Layers of behavior and areas that need a plan and permissions
  6. Documentation (moving from static to dynamic)
  7. Convening for Relationship (connecting through relationship and communications)
  8. A weekly plan to be designed and engaged.
  9. A homework metric to make sure the project is delivered as a package.
  10. Basic organizational structures (a wireframe or outline or mind map)
  11. A set of milestones to meet the completed project moment with timelines to measure the project.

 

Tools:

 

  1. Computer
  2. Basic understanding of government and subsets of government
  3. Basic understanding of the elements of a production
  4. A willingness to build and then break dynamic systems to both test and demonstrate resiliency and ability to be clear in the face of larger systems static
  5. Systems Mapping
  6. Data tabs to create dynamic maps
  7. Data collection to give depth to a data point
  8. GIS base mapping to create a set of links and a path to completion of project from idea through permitting and actual image collection

 

 

Impact:

 

  1. Fee Collection
  2. 100% recovery
  3. Multiplier
  4. Fee and taxing schemes
  5. Program Support

 

 

Players:

 

The project being produced

The locations where the project is being produced

The Regulatory Schemes that engage that location

The Layers of departments that have jurisdiction over a place

The support players

Local

From Elsewhere

Talent

Production Crew

 

  1. When Yes means Yes and No means No

 

Timelines:

 

What can we do?

 

How long will it take to get permission to do it?

 

How much will it cost?

 

Answers needed to get to answers:

 

What are you doing?

 

Who is doing it?

 

Where is it being done?

 

When is it being done?

 

Things that might get in the way:

 

Do you have permission from the property owner?

 

Is the property legal to have this kind of behavior happening on it?

 

Are there any zoning or building and safety violations on the property?

 

Are you interrupting circulation flows by doing the production?

 

What is your footprint relative to neighborhood?

 

What are the ancillary impacts that your activities may create?

 

  1. Information Updates:

 

Time frames for permit

 

Fees

 

Office administering permit:

  1. Planning
  2. Fire
  3. City Manager
  4. Community Engagement
  5. Public Works

 

Process map

 

Waivers

 

  1. Contact Update Form

 

Point of contact

 

Phone Number

 

Email

 

Permit Forms

 

Fees

 

Special Requirements

 

  1. Department Contacts for All Jurisdictions

 

Department Head

 

Department Permit Lead

 

  1. Weekly Schedule

 

Check links for permitting updates

 

Check for new locations

 

GIS Data Layer Build

 

Updating all Locations