15 Staff Report - Rescinding Resolution 1997-126COUNCIL AGENDA REPORT
DATE: November 13, 2003
TO: MAYOR AND TOWN COUNCIL
FROM: DEBRA J. FIGONE, TOWN MANAGER
SUBJECT:
MEETING DATE: 12/1/03
ITEM NO.
ADOPT A RESOLUTION RESCINDING RESOLUTION 1997-126,
"RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS ADOPTING MUSIC IN THE PLAZA GUIDELINES"
RECOMMENDATION:
Adopt a Resolution rescinding Resolution 1997-126, "Resolution of the Town Council of the Town
of Los Gatos Adopting Music in the Plaza Guidelines." (Attachment 1)
BACKGROUND:
Music in the Park (formerly Music in the Plaza) is a free summer concert series that has been
produced by the Town's Arts Commission for close to 15 years. The series of 10 to 12 concerts has
become a Town tradition, and each concert is attended by between 800 and 1200 people. The Arts
Commission, supported by Community Services Department staff, is responsible for all aspects of
the program, including fundraising, artist selection, publicity, and coordination of each concert.
In 1997, Council adopted Resolution 1997-126, "Resolution of the Town Council of the Town of
Los Gatos Adopting Music in the Plaza Guidelines." These guidelines defined the roles and
responsibilities of Arts Commissioners and Town staff for the various financial, contractual,
promotional, and other activities necessary to administer Music in the Park (MIP).
DISCUSSION:
In the years since the MIP Guidelines were adopted, the roles and responsibilities of Arts
Commissioners and Town staff have evolved, as Town procedures have become more efficient and
streamlined. In order to reflect actual practices, the Arts Commission's MIP Subcommittee drafted
PREPARED BY: REGINA A. FAL
Community Servic : ctor
N:1CSDITCRPTSIMIP guidelines 2003.wpd
Reviewed by: gsIS Assistant Town Manager Qti/Town Attorney Clerk ;5'0-.-Finance
Community Development Revised: 1 1/ 13/03 9;51 am
Reformatted: 5/30/02 02/42rectieel
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: APPROVE RECOMMENDATION OF THE ARTS COMMISSION TO REVISE
MUSIC IN THE PARK GUIDELINES
November 13, 2003
revised MIP Guidelines (Attachment 2). These revised guidelines were reviewed and adopted by
the Arts Commission at its November 12 meeting. Key revisions to the guidelines include:
► Clarifying the purpose of Music in the Park
► Reflecting the new name and location of the concert series
► Reorganizing the document to improve clarity
► Bringing the document in line with current practice
Staff recommends that the existing MIP Guidelines, adopted by Resolution 1997-126, be rescinded.
Staff further recommends that the revised MIP Guidelines, adopted by the Arts Commission at its
November 12 meeting, be maintained as an internal guide for managing the MIP process, rather than
as a Council -adopted policy. This would allow for more flexibility in managing the administrative
duties of the MIP program, in a timely and efficient manner. Any future changes to the MIP
Guidelines that might touch on budget or other policy issues would be brought to Council for review,
before being adopted for use.
CONCLUSION:
Staff recommends that Council adopt a Resolution rescinding Resolution 1997-126, "Resolution
of the Town Council of the Town of Los Gatos Adopting Music in the Plaza Guidelines."
(Attachment 1)
ENVIRONMENTAL ASSESSMENT:
The recommended action is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
Music in the Park is included in the Community Services Department's operating budget. The Arts
Commission obtains private donations from local businesses and individuals to pay for all materials,
supplies, and contractual services. The proposed changes to the Music in the Park Guidelines would
not affect the adopted budget.
Attachments:
1. Draft Resolution of the Town Council of the Town of Los Gatos Rescinding Resolution
1997-126, "Resolution of the Town Council of the Town of Los Gatos Adopting Music in
the Plaza Guidelines."
2. Music in the Park Guidelines (revised)
Distribution:
Arts Commission members RAF:jim
Attachment 1
RESOLUTION 2003-
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
RESCINDING RESOLUTION 1997-126, "RESOLUTION OF THE TOWN COUNCIL OF
THE TOWN OF LOS GATOS ADOPTING MUSIC IN THE PLAZA GUIDELINES" •
WHEREAS, the Town of Los Gatos Community Services Department and Arts
Commission coordinate the production of an annual Music in the Park (formerly Music in the Plaza)
concert series; and
WHEREAS, the Town Council did adopt Resolution 1997-126, "Resolution of the
Town Council of the Town of Los Gatos Adopting Music in the Plaza Guidelines," at its November
17, 1997 meeting; and
WHEREAS, the purpose of said guidelines were to facilitate the production of Music
in the Park and define the various responsibilities of the Community Services Department and Arts
Commission, including financial, contractual, promotional, and other activities; and
WHEREAS, the Music in the Park program would be better served by guidelines that
allow for more flexibility in managing the administrative duties of the program, in a timely and
efficient manner, as would an internal policy not adopted by Resolution.
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE: That the Los Gatos Town Council does hereby rescind
Resolution 1997-126, "Resolution of the Town Council of the Town of Los Gatos Adopting Music
in the Plaza Guidelines."
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the day of November, 2003, by the following vote.
1
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
ATTEST:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
N:ICSDITCRPTS\Resolutions1MIP Guidelines 2003.wpd
2
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TOWN OF LOS GATOS
MUSIC IN THE PARK GUIDELINES
Adopted by the Los Gatos Arts Commission • November 12, 2003
Purpose
These guidelines identify the responsibilities of the Town of Los Gatos Community
Services Department and the Town of Los Gatos Arts Commission in producing the
Music in the Park (MIP) summer concert series.
Together, the Community Services Department and Arts Commission shall strive to plan
and produce up to twelve concerts per season which:
Meet the highest quality artistic standards;
Provide a common social and cultural experience for families and other
community members;
Exhibit a variety of styles and a diversity of cultural origins that may include
costume and dance.
These guidelines shall serve as an internal guide to managing MIP, and may be amended
from time to time by the Arts Commission as warranted. Any contemplated changes to
the guidelines that might touch on Town budget or other policy issues shall be brought to
the Town Council for its review.
II. Project Funding
1. MIP is traditionally funded by community contributions raised by the Town of Los Gatos
Arts Commission and other volunteers. Contributions made to MIP are deposited to the
Town's General Fund. Funds raised by the Arts Commission for each MIP concert series
must be on deposit with the Town on or before May 15.
2. The Community Services Department shall recommend an annual budget sufficient to
cover the cost of all MIP expenses to be incurred in the fiscal year.
3. The Town is responsible for executing all project related agreements including but not
limited to performers, sound technicians, printers, graphic artists and advertising.
Commissioners should forward all documents requiring signatures to Town staff.
4. The Community Services Department shall provide appropriate services listed herein as
"Town Responsibilities," including those relating to a special July 4th concert if such a
concert is planned.
5. The Town of Los Gatos Arts Commission shall raise funds for MIP from businesses,
Page t
residents, granting agencies, and provide all appropriate services listed herein as '`Arts
Commission" responsibilities, including those relating to a special July 4`h concert if such
a concert is planned.
III. TOWN OF LOS GATOS RESPONSIBILITIES
The Town of Los Gatos (Community Services Department Staff) shall provide the following
services in coordinating the production of Music in the Park:
1. GENERAL
a. Provide use of Civic Center Park for concerts to be held from 5:00 p.m. to 7:00
p.m. for a maximum of twelve (12) Sunday concerts, held from June through
August. One of the twelve concerts may be held at Los Gatos High School.
Concerts scheduled for a different time frame or location must be approved by the
Arts Commission and Community Services Director.
b. Provide use of Town stage and up to thirty (30) chairs, and four (4) six foot tables
for each concert.
c. Provide use of Los Gatos Neighborhood Center for restroom access.
d. Community Services will coordinate the following services with other Town
departments and monitor the fees associated with each service:
• Transportation of stage, hospitality tents, tables, and chairs to and from each
concert
• Assembly and disassembly of stage
• Provide electrical access by 3:00 PM for performers and sound technician
• Park clean up after each concert
• Restroom maintenance and monitoring of the Los Gatos Neighborhood
Center
e. Create time table for accomplishing MIP functions; distribute to Arts Commission
for approval.
f. Create and maintain Commissioner/Council Member Concert Sign -Up Sheet.
g. Prepare schedule of performers (once determined by Arts Commission).
h. Work with Arts Commission to use volunteers where practical in the production
of MIP; ensure that all appropriate volunteer enrollment requirements are met.
i. Maintain MIP records, files and related correspondence; maintain MIP Procedures
Manual.
j. Review survey/feedback forms and prepare summary for Arts Commission as
appropriate.
k. Prepare weekly MIP supplies for Friday pickup; supply box includes payment for
performers and sound technician, MIP programs, donation box, community event
information and flyers, and miscellaneous MIP supplies.
2. INTERNAL COMMUNICATIONS
a. Notify Town Council, Chamber of Commerce, and Town staff of MIP concert
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schedule.
b. Provide sound technician with final MIP schedule with names/phone numbers of
bands so he/she may coordinate sound requirements with musicians.
c. Write and prepare Commendations presented by Town Council to Major
Sponsors; establish date for Council presentations; notify Major Sponsors of
presentation date; request Arts Commissioners attend presentation.
d. Maintain roster of Major Sponsors.
e. Draft "thank you" letters to Major Sponsors for Arts Commission approval and
mail.
3. CONTRACTS, INSURANCE, BUSINESS LICENSE
a. Prepare and execute Letters of Agreement with performers, sound technician and
other vendors; monitor return of signed Agreements and related documents
(Release of Liability, Assumption of Risk and Indemnity Agreement; Application
for Business License).
b. Coordinate agreement and payment to American Society of Composers, Authors
and Publishers (ASCAP), as required.
c. Prepare and execute all other project related agreements.
4. FISCAL MANAGEMENT
a. Receive donations and invoices for MIP at the following address: Music in the
Park, c/o Town of Los Gatos, PO Box 949, Los Gatos, CA 95031.
b. Prepare and monitor annual MIP budget.
c. Prepare periodic revenue and expense reports.
d. Coordinate distribution of payments to performers, sound technician, and other
vendors.
e. Invoice sponsors using MIP Pledge Forms submitted by the Arts Commission.
f. Prepare invoice request for Building Attendant's time for the monitoring of the
Los Gatos Neighborhood Center.
5. ADVERTISING & PROMOTION
a. In coordination with the Arts Commission, develop a marketing strategy which
considers the use of posters, programs, web updates, paid advertising, and other
promotional efforts.
b. Coordinate production of promotional materials. This includes obtaining bids,
preparing and executing agreements, and processing purchase orders.
c. Proof-read and edit all program materials with Arts Commission.
d. Update Town website to include MIP schedule and listing of all Major Sponsors.
e. Mail programs to the Major Sponsors that the Arts Commission could not contact.
IV. TOWN OF LOS GATOS ARTS COMMISSION RESPONSIBILITIES
The Arts Commission or its sub -committee shall provide the following services contingent upon
Page 3
sufficient funding to cover concert expenses as described above.
1. GENERAL
a. Implement appropriate fundraising strategies in compliance with Town Policies
and Procedures to ensure that MIP is fully funded.
b. Draft grant application for staff review and approval.
c. Coordinate merchandise fundraising sales at MIP performances as appropriate.
Proceeds from sales shall be specifically designated to support MIP.
d. Submit MIP Pledge Form for all sponsors to the Community Services Department
for invoicing and tracking.
e. Assist in obtaining donated materials and services.
f. Complete "Commissioner Sign -Up Sheet" and submit to the Community Services
Department for distribution.
g. Appoint Lead Commissioner for each concert; Lead Commissioner is responsible
for concert logistics, including:
• pick up MIP boxes at Neighborhood Center the Friday before
• distribute checks to performers and sound technician
• assist with setup and tear down of hospitality tents, tables and chairs
• setup MIP space within hospitality tent
• emcee MIP concerts; introduce performers and attending Council
Members; and thank attending Major Sponsors
• monitor concert attendance and report weekly attendance estimates to staff
• return MIP boxes and any donations received to Neighborhood Center
2. CALL FOR ENTRIES
a. Determine and publish "Call -for -Entry" schedule as needed; receive and review
applications and promotional packets as needed.
b. Select musicians/performers.
c. Follow-up with all applicants regarding band selection.
d. Prepare schedule of concerts and performers; provide staff with schedule and
Band Worksheet for each performer.
3. PROMOTION
a. In coordination with staff, develop a marketing strategy which considers the use
of posters, programs, web updates, advertising, and other promotional items.
b. Draft press releases for distribution by staff.
c. Coordinate implementation of free advertising in the Los Gatos Weekly -Times as
appropriate (i.e., Community Bulletin Board).
d. Distribute MIP posters and programs to Major Sponsors and other local
businesses at least two weeks prior to the first concert; inform the Community
Services Department of those that were not delivered to.
e. Distribute programs and feedback forms (as applicable) at MIP concerts.
N:1CSD180701MIP Guidelines 03.wpd Page 4
f. Prior to the first concert, provide the Community Services Department with a
schedule of required hospitality tents for each concert.
4. USE OF VOLUNTEERS
a. Enlist the help of volunteers where practical in the production of MIP concerts.
b. Work with staff to ensure completion of all appropriate volunteer enrollment
forms, i.e., Town of Los Gatos Volunteer Application; Release of Liability; and
Worker's Compensation Designation Form.
N:1CSD180701MIP Guidelines 03.wpd Page 5
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ORIGINATING DEPT:
OFFICE OF THE TOWN CLERK
ORDINANCES & RESOLUTIONS
C� D
COUNCIL AGENDA DATE: 1 r t r ()--3
COUNCIL AGENDA ITEM: 15
SUBJECT:
Number:
Date of Adopt:
DikuC_ 4-he- ?(ctzc) (par-V---)
G ch.cte [ t.hPS
RESOLUTION ORDINANCE
2z05 ~f 3g
COUNCIL ACTION:
AYES: 0a.9,
NAYS:
ABSENT:
ABSTAIN:
Number:
Date of Intro:
Date of Adopt:
ZONE CHANGE:
COUNCIL MEMB RS NAMES:
n, Diane McNutt, Joe Pirzynski, Mike Wasserman
Mayor (or Chairman
ORDINANCES and RESOLUTIONS MUST BE RETURNED TO TOWN CLERK
BY WEDNESDAY AT 12 NOON.
ORDINANCES MUST BE READY FOR IMMEDIATE PUBLICATION
CLK:FORMS-RESO-ORD
RESOLUTION 2003 -138
RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS
RESCINDING RESOLUTION 1997-126, "RESOLUTION OF THE TOWN COUNCIL OF
THE TOWN OF LOS GATOS ADOPTING MUSIC IN THE PLAZA GUIDELINES"
WHEREAS, the Town of Los Gatos Community Services Department and Arts
Commission coordinate the production of an annual Music in the Park (formerly Music in the Plaza)
concert series; and
WHEREAS, the Town Council did adopt Resolution 1997-126, "Resolution of the
Town Council of the Town of Los Gatos Adopting Music in the Plaza Guidelines," at its November
17, 1997 meeting; and
WHEREAS, the purpose of said guidelines were to facilitate the production of Music
in the Park and define the various responsibilities of the Community Services Department and Arts
Commission, including financial, contractual, promotional, and other activities; and
WHEREAS, the Music in the Park program would be better served by guidelines that
allow for more flexibility in managing the administrative duties of the program, in a timely and
efficient manner, as would an internal policy not adopted by Resolution.
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE: That the Los Gatos Town Council does hereby rescind
Resolution 1997-126, "Resolution of the Town Council of the Town of Los Gatos Adopting Music
in the Plaza Guidelines."
i
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on thel st day of December, 2003, by the following vote.
COUNCIL MEMBERS:
AYES: Sandy Decker, Diane McNutt, Joe Pirzynski, Mike Wasserman,
Mayor Steve Glickman.
NAYS:
ABSENT:
ABSTAIN:
ATTEST:
None
None
None
SIGNED:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
/s/ Steve Glickman
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
2