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Desk Item.tw "oa t ®s s�ias COUNCIL AGENDA REPORT DATE: DECEMBER 15, 2015 MEETING DATE: 12/15/15 ITEM NO: 9 DESK ITEM TO: MAYOR AND TOWN COUNCILI FROM: LAUREL PREVETTI, TOWN MANAGER��� " SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER CONCERT SERIES REMARKS: After the initial staff report was distributed, staff received the following inquiry from a Councilmember regarding the potential 2016 Music in the Park (MIP) concert series: Question: Assuming January contracting, does the Council have time to proceed with a 2016 concert series? If so, what must be done and by when? Answer: A summer 2016 concert series is dependent on the direction provided by Council. The staff report outlined four options for the Council to consider in determining the Town's involvement in MIP (page 2). For each of these four options, staff has indicated the potential timeframe and impact to a summer 2016 concert series: a. If the Council would like the Town to issue a Request for Proposal (RFP), select the best proposal, and then bring back a contract to the Town Council, the Town will likely not have a concert series in summer 2016. b. If the Council would like the Town to request submittals without an RFP and an entity can respond quickly, the Town Manager's Office would work with the Town Attorney to complete an agreement to bring to the Town Council for approval in January. The entity would be responsible for securing musicians and if they are proposing to start in 2016, it is possible. c. If the Council would like the Town to solicit bids or proposals for a concert organizer to provide these services, we may also miss the summer months unless the authority to approve the contract falls under $50,000. This option would also require Council budget authority to pay for the concert organizer and the performers. PREPARED BY: CHRISTINA GILMORE Assistant to the Town Manag C2, /76I/ Reviewed by: L!/ Assistant Town Manager —Q�%-Town Attorney PAGE MAYOR AND TOWN COUNCIL SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER CONCERT SERIES R 15, 2015 REMARKS (cont'd): d. If the Council requests the Town staff to produce, manage, and coordinate the MIP, it would not be possible to have a concert series in 2016. This option would also require Council budget authority to pay for the performers.