121696 8 Council Agenda Report Music in the ParkMEETING DATE: 12/16/96
ITEM NO. E.,
COUNCIL AGENDA REPORT
DATE: December 4, 1996
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT: MUSIC IN THE PLAZA (MIP):
A. ADOPT RESOLUTION APPROVING REVISED MIP GUIDELINES;
B. ACCEPT THE 1997 PROPOSED MUSIC IN THE PLAZA BUDGET; AND
C. AUTHORIZE THE SOLICITATION OF DONATIONS TO COVER PROJECT COSTS.
RECOMMENDATION:
1. Adopt resolution approving revised MIP Guidelines;
2. Accept the 1997 Proposed Music in the Plaza Budget; and
3. Authorize the solicitation of donations to cover project costs.
BACKGROUND:
Music in the Plaza (MIP) is a summer series of free musical concerts held in the Town Plaza Park on Sunday afternoons.
Coordinated jointly by the Town of Los Gatos Arts Commission and the Community Services Department, MIP is an
extremely popular event which has enriched the community and added vitality to the downtown area since 1988. Five
to twelve performances of various musical styles are produced each season; the number of concerts actually presented
is dependent upon donations, grants, and project costs. Each concert attracts between 300 and 500 community and area
residents, sometimes more. All concerts are planned to:
meet the highest quality artistic standards;
• allow family and community members to share a common social and cultural experience;
• support a variety of styles, forms, and multi -ethnic and cultural origins; and
• support the arts through the presentation of world music and promotion of local talent.
The 1996 MIP concert series was extremely successful. A total of eleven concerts were produced, including two special
concerts - one held on July 4th at Los Gatos High School and the other held on August 25th at Oak Meadow Park in
conjunction with the Los Gatos Rotary. The Arts Commission, with the help of a Town volunteer, accumulated $16,710
for the 1996 MIP Program; $13,184.87 was spent. A total of ten Major Sponsors contributed $1,000 each to MIP;
another 62 businesses and individuals collectively contributed over $5,200. These significant contributions provided
for a program budget nearly twice that of prior years and attest to the strong community support for MIP.
In producing the 1996 MIP Program, Staff and the Arts Commission formed a strong partnership that resulted in a
greater number of quality performances, an organized and professional presentation of music, and the development of
practical guidelines and procedures. In addition, the Arts Commission will start the 1997 MIP season with a $3,542.13
balance (Deposit Account 100-26220), an accomplishment never before achieved for MIP. Attachment 1 reflects the
final 1996 MIP budget.
PREPARED BY:
Re
Reviewed by: .,Attorney
er, C
nay Services Director
Finance PFM
Revised: 12/4/96 2:11 pm
Reformatted: 10/23/95
PAGE 2
' MAYOR AND TOWN COUNCIL
SUBJECT: MUSIC IN THE PLAZA: A) ADOPT RESOLUTION APPROVING REVISED MIP GUIDELINES;
B) ACCEPT THE 1997 PROPOSED MIP BUDGET; AND C) AUTHORIZE THE SOLICITATION
OF DONATIONS TO COVER PROJECT COSTS
December 4, 1996
DISCUSSION:
The Arts Commission and Staff are now planning the 1997 MIP Program; a MIP Subcommittee has formed to
coordinate Commission responsibilities. To assure continued interest in the concerts, a variety of musical styles will
be presented: country western, classical jazz, rock, contemporary pop, new age/instrumentation, etc. Twelve concerts
are planned for the 1997 series. Until the Arts Commission has established a successful track record (three to four years)
of fundraising and program production, it is recommended that no more than twelve concerts be undertaken. If funding,
attendance, and program quality remain high over the next several years, the production of additional concerts may be
re-evaluated.
Schedule: The MIP Guidelines, included as Exhibit A to Attachment 2, require that all program funds be received in
the MIP Deposit Account before contracts are executed. In order to comply with this requirement, the Arts Commission
will plan two concert series. Plans for the first series will proceed pending the accumulation in the MIP Deposit Account
of all revenue required for the first six concerts by April 1, 1997. Plans for the second series will be determined on April
30, 1997; the number of concerts included in the second series (not -to -exceed six) will be proportionate to the amount
of funds collected. The Community Services Department, as Fiscal Agent for MIP, will monitor the MIP Deposit
Account to ensure compliance with this approach.
Once again, the Arts Commission will work with the San Jose Wind Symphony and Los Gatos High School to produce
a special July 4th concert. This concert will be held on the lawn in front of Los Gatos High School and will be counted
among the twelve total concerts to be produced.
Music in the Plaza Guidelines: Staff has revised the Music in the Plaza Guidelines developed last year. Specific
references to the 1996 MIP Program have been removed so the Guidelines may remain applicable from year to year.
The following table highlights critical responsibilities of the Town and Arts Commission in producing MIP concerts:
TOWN OF LOS GATOS
LOS GATOS ARTS COMMISSION
• Provide use of Town Plaza Park from 5:00 p.m. to 7:00
p.m. for up to twelve concerts (June - August).
• For each concert, provide two -person stage crew to:
1) transport, assemble, and remove stage; 2) deliver 15
chairs to Plaza Park, and 3) clean-up Plaza Park.
• Execute contracts with musical performers, sound
system technician, and other vendors.
• Monitor insurance and Business License requirements.
• Operate as Fiscal Agent for MIP; receive and track
contributions; ensure adequate funds exist in the MIP
Deposit Account sufficient to cover concert expenses.
• Coordinate presentation of Commendations to Major
Sponsors by Council; issue "thank you" letters to other
contributors.
• Assist on limited basis with the production of MIP
posters, programs, program inserts, and other materials.
• Prepare and monitor program budgets for Concert Series I and II.
• Conduct fundraising activities.
• Raise funds sufficient to cover concert expenses, including the
payment of Business License fees required of performers.
• Contact and schedule musical performers; communicate with the
Community Services Department regarding scheduled performances.
• Coordinate promotional activities.
• Coordinate the production and distribution of MIP posters,
programs, program inserts, and other related materials.
• Organize and secure special equipment and materials not already
secured by the Town.
• Enlist the help of volunteers in the production of MIP concerts.
• Coordinate any food, beverage, or merchandise sales at the Plaza.
• Coordinate appropriate recognition activities for Major Sponsors
and other contributors.
CONCLUSION:
The 1996 MIP series was extremely successful. Approximately $3,542 remains in the MIP Deposit Account to launch
the 1997 MIP Program. It is expected that sufficient funds will be raised again this year to provide for the production
PAGE 3
' MAYOR AND TOWN COUNCIL
SUBJECT: MUSIC IN THE PLAZA: A) ADOPT RESOLUTION APPROVING REVISED MIP GUIDELINES;
B) ACCEPT THE 1997 PROPOSED MIP BUDGET; AND C) AUTHORIZE THE SOLICITATION
OF DONATIONS TO COVER PROJECT COSTS
December 4, 1996
of twelve concerts. The recommended action will allow the Arts Commission to start soliciting donations from Major
Sponsors and others and will establish practical guidelines which Staff and the Arts Commission can reference in the
production of Music in the Plaza.
ENVIRONMENTAL ASSESSMENTS:
This is not a project defined under CEQA, and no further action is required.
FISCAL IMPACT:
1. A total of $16,710 in revenues was accumulated for the 1996 MIP Program; $13,167.87 was spent in the
production of eleven concerts, leaving a balance of $3,542.13 in the MIP Deposit Account 100-26220.
2. All fiscal activity relating to the 1997 MIP Program (revenues and expenditures) will pass through the 100-
26220 Deposit Account.
2. The Arts Commission expects the 1997 MIP Program (12 concerts) to cost approximately $16,168 (reference
Attachment 3, 1997 Proposed MIP Budget). At least $15,000 will have to be raised and deposited into the MIP
Deposit Account (added to the $3,542.13 balance) prior to April 30, 1997, in order for the Arts Commission
to produce twelve concerts as planned. If this occurs, approximately $2,375 will remain in the Deposit
Account to launch the 1998 MIP Program. Sources of funding (compared to anticipated expenditures) are
reflected below:
Amount
Funding Source
Deposit Account
1.
$ 3,542.13
Starting Balance as of December 4, 1996
100-26220
2.
10,000.00
Contributions of at least $1,000 each obtained from Major
Sponsors.
100-26220
3.
5,000.00
Contributions made by local merchants, businesses, and area
residents.
100-26220
4.
18,542.13
Subtotal
100-26220
5.
(16,168.00)
Anticipated Expenditures for the 1997 MIP Program
100-26220
6.
$ 2,374.13
Anticipated Ending Balance as of September 1997
(Carry-over to 1998 MIP Program)
100-26220
Attachments:
1. Final 1996 MIP Budget
2. Draft Resolution Exhibit A: Revised Music in the Plaza Guidelines
3. 1997 Proposed MIP Budget
Distribution:
Town of Los Gatos Arts Commission
Mr. John Tice, 570 University Avenue, Los Gatos, CA
csd:BCB:c:\artscomm\mip97.rpt
96.1:ngdiul\:e:LZOS3
Deposit Account
From chamber Orchestra
Total Revenues
Note (1)
Graph ics/Paper/Frames
Copying/Town: July/Aug
ASCAP
Business License Fee
Town: Parks (PFM)
Sound: Paul Tyner
m
o
CD
m
_O
ASCAP
Business License Fee
Town: Parks (PFM)
Sound: Paul Tyner
Performer
EA
rn
j
0
0
69
s
in
0
0
EA
IV
0
0
EA
-
A
(O0o
0
0
EA
69
EA
0
0
$ 42.00
$ 140.00
EA
w
0
0
0
EA
o
o
o
0
House Jacks
N
CO
L
E.
I $ 447.00
EA
EA
o
o
EA
$ 140.00
$ 300.00
$ 450.00
N
a)C
3
Hurricane
W
W
3
TOWN OF LOS GATOS ARTS COMMISSION
1996 MUSIC IN THE PLAZA
8040-72115
Expenditures
C. Carter
Hurricane Same
Tempo Graphics'
ASCAP
Note (2) 1
EA
al w
O
EA
'
EA
EA
O
$ 42.00
$ 140.00
$ 300.00
$ 1,050.00
Mariachi
Tapatio
�
n)
C
I $ 447.00
69
0
EA
1 $ 140.00
$ 300.00
I $ 400.00
n
0
A.
Cathy
0
C
69
-I
O
$ 400.00
$ 450.001
$ 590.00
EA
v
O
V
$ 350.00
EA
EA
i
EA
i
EA
i
EA
EA
i
$ 350.00
Grupo Folklorico
Mex. Tenochtitlan
.11'
D
CO
EA
i
O
N
EA
i
W
N
EA
�1
0
$ 50.00
$ 140.00
69
1
EA
al
0
O
0
Wind Symphony
San Jose
Ja
Special Exps.
July 4th
Cannons
lags/Balloons
Chem Toilets
Awning
Note 3
$ 947.00
EA
EA
EA
o
EA
$ 140.00
$ 300.00
$ 500.00
Jim Witzel
Guitarist
3
n
CO
$ 447.00
$ 7.00
EA
$ 140.00
$ 300.00
69
ol
0
o
Sidesaddle
C
EA
W
N
$ 200.00
$ 68.74
$ 140.08
EA
00
O
EA
CoCD
V
O
EA
'
EA
'
69
J
O
-
$ 140.00
EA
O03
0
O
$ 500.00
N
o
c
b)
A
co
D
0
$ 447.00
EA
N
0
EA
'
I $ 140.00
EA
0
0
O
$ 500.00
Ronan
C
Paper/BCB
Graphics/Paper r
Paper/B
Frames
Pens/DC
Paper/BCB
Paper/DB
Tempo Graphic
Note 4
$ 884.00
EA
„
EA
EA
0az
$ 42.00
$ 140.00
$ 150.00
$ 545.00
Rich Rinaldi
Variety Band
n1
al
y
1 $ 147.00
I $ 7.00
69
I $ 140.00
EA
EA
IChurch
Calvary
N
-av
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EA
CD
O
COO
EA
N
-.I
EA
co
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EA
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$ 27.90 I
EA
9)
CA
$ 67.88 1
$ 590.00
�.
$ 1,233.05
EA
A
0
(O
$ 292.36
Other
Expenses
1 $ 5,795.82
EA
W
Co
1 $ 42.00
$ 50.00
$ 840.00
EA
N
O
C.
$ 2,350.00
1 Subtotal
Expense
BALANCE: I
$ 7,389.05
$ 940.69
$ 292.36
$ 35.00
$ 126.00
EA
0
O
O
O
69
0.1
01
(n
0
O
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$ 3,945.00
Expense
Subtotal
EA
W
IV
01
CA
$ 13,184.87
$ 940.69
69
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EA
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$ 1,540.00 I
EA
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(NO
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TOTAL
EXPENSES
EA
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C.
O
1 REVENUES]
TOTAL
Attachment 2
RESOLUTION 1996-
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
ADOPTING MUSIC IN THE PLAZA GUIDELINES
WHEREAS, the Town of Los Gatos Arts Commission and the Community Services
Department coordinate the production of an annual Music in the Plaza (MIP) concert series at Town
Plaza Park so that residents may gather throughout the summer to celebrate a common social and
cultural experience through music;
WHEREAS, the Arts Commission and Town strive to produce concerts featuring
accomplished musicians with the highest artistic standards and offering a variety of styles, forms,
and multi -ethnic and cultural origins;
WHEREAS, the success and diversity of the Music in the Plaza Program is
dependent upon funds raised by the Arts Commission and others through community contributions
and grant awards;
WHEREAS, Music in the Plaza Guidelines have been established to facilitate the
production of Music in the Plaza and define the various responsibilities of the Arts Commission and
Community Services Department, to include financial, fundraising, promotional, and other program
requirements and activities;
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE AS FOLLOWS: (1) adopts the attached Music in the Plaza
Guidelines attached hereto as Exhibit A.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 16th day of December, 1996, by the following vote:
COUNCIL MEMBERS:
AYES:
NAYS:
ABSENT:
ABSTAIN:
SIGNED:
MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
CSD\bcb\c:\artscom\mip97.rpt
TOWN OF LOS GATOS
Exhibit A
MUSIC IN THE PLAZA GUIDELINES 4
I. PURPOSE
These guidelines identify the responsibilities of the Town of Los Gatos and the Town of Los
Gatos Arts Commission in producing the Music in the Plaza (MIP) summer concert series. MIP
will be planned in two phases to accommodate the requirement that all program funds be received
in the MIP Deposit Account (100-26220) before contracts wi li performers are executed. Plans for
the first series will proceed pending the accumulation, by April 1st, of all revenue required for the
first six (6) concerts. Plans for the second series will be determined on April 30th; the number of
concerts included in the second series (not -to -exceed six) will be proportionate to the amount of
funds collected.
The Arts Commission shall strive to plan and produce concerts which:
• Meet the highest quality artistic standards;
• Support and promote local talent whenever possible;
• Allow family and community members to share a common social and cultural experience;
• Exhibit a variety of styles, forms, and multi -ethnic and cultural origins; and
• Support the arts through the presentation of world music.
II. FISCAL REQUIREMENTS
1. All funds intended for the first concert series must be received in the MIP Deposit Account
by 5:00 p.m., April 1st, before any contracts can be executed. All funds intended for the
second concert series must be received in the MIP Deposit Account by April 30th (noon)
before any contracts can be executed.
2. The Town will provide services listed herein as "Town Responsibilities" for the second
concert series if the Arts Commission meets the following requirements by noon, April
30th.
a. Provides the Community Services Director with a separate, complete budget for the
second concert series;
b. Deposits the full cost of the second concert series (including Business License fees)
into the MIP Deposit Account;
c. Provides the Community Services Director with the names, addresses, and
telephone numbers of all "second series" performers.
d. Adheres to all other obligations of the Arts Commission in producing the MIP
concerts (as outlined in Item IV below).
3. The Town will provide all appropriate services listed herein as "Town Responsibilities" in
conjunction with a special July 4th concert, if such a concert is included in the first MIP
concert series. However, the Town limits its responsibility to the production of twelve
(12) total concerts.
1
III. TOWN OF LOS GATOS RESPONSIBILITIES
The Town of Los Gatos (Community Services Department Staff) shall provide the following services contingent upon the Arts
Commission depositing revenues into the MIP Deposit Account sufficient to cover concert expenses as described in Item II
above.
1.
GENERAL
a. Provide use of Town Plaza Park from 5:00 p.m. to 7:00 p.m. for a maximum of twelve Sunday concerts spanning
the summer months. Concerts scheduled for a different time frame or location must be approved by all Arts
Commissioners and the Community Services Director.
b. Provide use of Town stage and approximately fifteen (15) chairs for each concert.
c. Provide for Park cleanup after each concert performance.
d. Coordinate services provided by the Town's Park, Forestry and Maintenance (PFM) Department: ensure stage
crew is retained (two persons as temporary Town employees) to provide services as outlined herein (transport
of stage and chairs to and from Park; stage assembly and disassembly; Park cleanup). Stage crew will work an
estimated 3-4 hours per concert at an hourly rate appropriate to the classification of employee (2) retained. As
temporary employees, the stage crew will be covered under the Town's liability insurance and workers
compensation program.
e. Work with the Arts Commission to use volunteers where practical in the production of MIP concerts; ensure that
all appropriate volunteer enrollment requirements are met.
f. Obtain schedule of concerts and performers from MIP Subcommittee; prepare MIP Calendar for reference and
distribution to PFM, Town Staff, and other vendors (Sound Technician) as appropriate.
g. Maintain MIP records, files and related correspondence; maintain MIP Procedures Manual.
h. Clip and collect press releases, advertisements, and other MIP announcements appearing in The Weekly Times.
2.
COMMUNICATIONS
a. Notify Town Council, Town Manager, Department Heads and all Town Staff of MIP concert schedule (e-mail).
b. Prepare occasional status reports for Town Manager.
c. Write and prepare Commendations presented by Town Council to Major Sponsors; establish date for Council
presentations; notify Major Sponsors of presentation date (in conjunction with Arts Commission).
d. Obtain contact names, addresses, and phone numbers of all Major Sponsors from Arts Commission.
e. Prepare and mail letters of "thanks" to all MIP contributors (excluding Major Sponsors); distribute MIP pins
(bronze, silver, and gold) to contributors as appropriate.
f. Assist on limited basis with production of posters, programs, inserts, and other program materials.
3.
CONTRACTS, INSURANCE, BUSINESS LICENSE
a. Execute Letters of Agreement with musical performers 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. Require all performers and vendors to execute a Hold Harmless Agreement; require insurance for contracted
vendors.
c. Execute contract with Sound Technician; determine and convey concert sound requirements; ensure adherence
to Business License and insurance requirements; forward fmal version of MIP Calendar to Technician so s/he
may communicate and coordinate with musicians; provide Technician with names and phone numbers of
musicians.
d. Monitor insurance requirements: Musical performers/groups are not required to submit proof of insurance.
However, they are required to submit an executed Hold Harmless Agreement in favor of the Town.
e. Ensure compliance with the Town's Business License requirement by event participants as appropriate.
4.
FISCAL MANAGEMENT
a. Operate as Fiscal Agent in the conduct of MIP concerts.
b. Receive donations and invoices for MIP at the following address: Music in the Plaza, c/o Town of Los Gatos,
Community Services Department, P.O. Box 949, Los Gatos, CA 95031
c. Monitor the MIP Deposit Account (100-26220); ensure that the required amount of program funds are received
in the Account prior to contract execution.
d. Prepare periodic revenue and expense reports and a fmal report at the end of the series for distribution to the Arts
Commission; provide periodic status reports to the MIP Subcommittee Chair as appropriate.
2
4.
FISCAL MANAGEMENT (Con't)
e. Coordinate and approve distribution of payments to performers, Sound System Technician, PFM, and other
vendors in conjunction with Town's Finance Department. Ensure payments are made on a timely basis
(whenever possible, ensure that musicians are paid immediately following their performances).
f. Coordinate payment to American Society of Composers, Authors and Publishers (ASCAP), as required.
g. Prepare and maintain a list of MIP Contributors (including names, addresses, and dollar amount of donation);
provide periodic print-out of listing to MIP Subcommittee members.
IV. TOWN OF LOS GATOS ARTS COMMISSION RESPONSIBILITIES
The Arts Commission shall provide the following services contingent upon the deposit of revenues in the MIP Deposit Account
sufficient to cover concert expenses as described in Item II above.
1.
GENERAL
a. Implement appropriate fundraising strategies (fundraising activities requiring an investment of over $200.00 must
be presented to the Arts Commission for approval by all Commissioners): Arts Council Grant funding, Town
Community Grant funding, direct communications with Major Sponsors, mail campaign to Town businesses and
residents (prior year contributors), solicitation at Farmers Market, special event(s), etc. Obtain Town Council
authorization to solicit donations.
b. Work with the Community Services Department to ensure compliance with the Town's Business License and
insurance requirements. Raise sufficient funds to pay for Business License fees required of MIP performers.
c. Organize and secure all required equipment and materials not already secured by the Town. Notify potential
vendors of Town Business License and insurance requirements. Inform Community Services Director of stage,
sound, and other required services in time to provide for the execution of required contracts.
d. Create Check List and Time Table for accomplishing required work (i.e., production of MIP posters, programs,
and inserts; distribution and collection of Call for Entry applications, etc.); provide copy to Community Services
Department.
e. Coordinate any food, beverage, or merchandize sales at the Plaza during MIP performances (proceeds from sales
shall be specifically designated to support Music in the Plaza).
f. Work to obtain donated materials and services.
g. Coordinate appropriate recognition activities with Staff.
h. Advise Staff of unique or special requirements.
i. Monitor concert attendance and report weekly attendance estimates to Staff.
j. Select Commissioner to "emcee" at each MIP concert.
2.
CALL FOR ENTRIES
a. Determine and publish "Call -for -Entry" Schedule.
b. Prepare and/or revise "Call -for -Entry" forms; mail "Call -for -Entry" applications to interested musicians
(automatically mail applications to prior year performers); receive and review applications and promo packets.
c. Meet as Commission to select musicians/performers; select back-up musicians/performers in the event primary
performers cannot be scheduled.
d. Prepare schedule of concerts and performers; provide Staff with schedule, as well as names, mailing addresses,
and telephone numbers of all scheduled performers.
e. Obtain background information and promo material from all scheduled performers and prepare "performer
profiles" as required for Program Inserts.
3.
ADVERTISING
a. Determine and implement appropriate advertising strategies; discuss strategies with Community Services Staff
prior to implementation.
b. Determine costs associated with paid advertisements.
c. Coordinate publication of complete MIP Schedule in Los Gatos Weekly Times; coordinate creation of
appropriate copy and meet required deadlines for submitting copy to newspaper.
d. Prepare and issue appropriate press releases (to Weekly Times).
e. Establish schedule for distribution of MIP posters and programs.
f. Coordinate implementation of free advertising in Weekly Times as appropriate (i.e., Community Bulletin Board
sponsored jointly by Upstream Flyfishing and Los Gatos Weekly Times).
3
4.
FISCAL RESPONSIBILITIES
a. Prepare and monitor program budgets for Concert Series I and II.
b. Monitor MIP Deposit Account in conjunction with Community Services Department. Ensure all program funds
are received in the MIP Account prior to contract execution.
c. Review MIP Deposit Account status reports.
d. Approve payments to vendors providing various MIP support services (i.e., graphic services, paper,
photocopying, etc.).
5.
PRODUCTION OF POSTERS AND PROGRAMS
a. Coordinate production of MIP posters and programs.
b. Develop artistic theme for posters and programs.
c. Consider alternatives for poster/program design and production: launch contest to obtain artwork and generate
interest in MIP; obtain donated services, including artwork, from graphic artist; obtain bids from graphic artists
interested in producing MIP posters and programs.
d. Negotiate fees (if applicable) and retain services of graphic artist.
e. Determine appropriate method for producing posters and programs (printing vs. photocopying); explore cost
alternatives associated with printing vs. photocopying.
f. Work closely with graphic artist in production of posters and programs; review preliminary design work with
Commission and Staff; edit and revise copy as appropriate.
g. Make appropriate paper (color, grade, size, quantity) selections.
h. Carefully proof-read and edit all program materials; ensure that all Major Sponsors and contributors are
mentioned in the program (with correct spellings).
i. Route all materials by Staff for review and comment prior to distribution.
6.
INSERTS
a. Coordinate production of weekly Program "Inserts" highlighting Major Sponsors and performers.
b. Obtain logos, business cards, and other promotional materials from Major Sponsors; create appropriate Insert
copy (Side 1: Major Sponsor Announcement/Advertisement).
c. Obtain background/promotional information from performers; prepare a written profile of each musician or group
scheduled to perform; create appropriate Insert copy (Side 2: Performer Profile).
d. Purchase paper for weekly Inserts (variety of colors recommended).
e. Prepare or facilitate preparation of weekly Inserts; ensure appropriate number of Inserts are photocopied each
week.
f. Distribute "Inserts" to appropriate Major Sponsor five to seven days in advance of each concert.
g. Ensure Inserts are ready for distribution at each concert.; ensure Commissioners are present at each MIP concert
to distribute Programs/Inserts.
7.
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; Volunteer Assignment Agreement; Release of Liability, Assumption of Risk and
Indemnity Agreement; and Worker's Compensation Designation Form.
c. Compile Job Descriptions for all MIP volunteers for inclusion in the Volunteer Assignment Agreement.
d. Receive ideas and suggestions for program improvements or modifications in writing (all written comments
submitted to the Arts Commission shall be considered by the MIP Subcommittee; however, the vote of the MIP
Subcommittee in implementing program improvements or modifications shall prevail).
Note: All communications between the Arts Commission and MIP volunteers, shall be made through the
MIP Subcommittee Chair.
CSD29: a:\artscomm\mipguide.967
December 2, 1996
4
Attachment 3
oO
N
Account
100-262201
Uco c
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To Date'
N
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co
Total 1997
MIP Concert
Expenses)
O
O
0
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Co
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a
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coco4
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.
ER
$ 504.00
O
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ER
O
O
co-
ER
O
CO
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M
ER
N0
U1
(.n
Expense
Subtotal
O
V'
M
V3
$ 1,800.00
$ 840.00
$ 252.00
CD
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fR
0
O
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N
ER
CD
O
I-
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ER
Series II
1 Expense
Subtotal
$ 3,450.00
$ 1,800.00
$ 840.00
$ 252.00
CD
O
ER
CD
O
O
r
ER
$ 7,384.00
Series I
fU
L
r Costs (2)
O
O
O
O
ER
O
O
O
O
ER
Series II
Other
Costs (2)
O
O
O
O
ER
O
O
O
O
ER
5
7
N
r$ 575.00
$ 300.00
$ 140.00
$ 42.00
O
0
r
FPr
O
0
CD
O
ER
31-Aug)
$ 575.00
$ 300.00
$ 140.00
O
O
4
ER
O
O
^
to
O
0
((0
ER
Awning ($950); Chemical Toilets ($150); Flags/Balloons ($75); Cannons ($250); Misc ($75): $1,500.00
$ 575.00
$ 300.00
$ 140.00
$ 42.00
co
O
I,-
ER
a
O
4
O
fR
ET
=
N
$ 575.00
$ 300.00
O
O
V
fR
$ 42.00
O
ti
ER
$ 1,064.00
l Graphic Services ($1,000); Paper ($300); Photocopying ($400); Misc ($300): $2,000.00
1997 MUSIC IN THE PLAZA * PROPOSED BUDGET
TOWN OF LOS GATOS ARTS COMMISSION
-5
$ 575.00
$ 300.00
$ 140.00
O
O
N
4
ER
O
O
ER
$ 1,064.00
0
m
$ 575.00
$ 300.00
$ 140.00
$ 42.00
$ 7.00
$ 1,064.00
$ 575.00
0
0
O
0
CO
fR
$ 140.00
$ 42.00
O
Co
I�
fR
O
O
O
0
V
ER
$ 2,464.00
ET
O
$ 575.00
$ 300.00
$ 140.00
$ 42.00
$ 7.00
$ 1,064.00
N
$ 575.00
$ 300.00
$ 140.00
O
4
ER
O
^
ER
$ 1,064.00 $ 1,064.00
DI
D
$ 575.00
$ 300.00
$ 140.00
$ 42.00
$ 7.00
$ 1,064.00
11. Other costs associated with July 4th Concert:
7
N
$ 575.00
0
0
O
M
fR
$ 140.00
O
O
4
ER
O
O
iR
L 27-Jul)
$ 575.00
$ 300.00
$ 140.00
O
O
V
6.1
O
O
^
ER
0
0
((O
O
fR
Performer
Sound Technician
Town/PFM
Business License Fee
ASCAP
Other
Performer
Sound Technician
Town/PFM
Business License Fee
ASCAP
Other
CSD29:a:1artscomm\mipbudg.97
RESOLUTION 1996-157
RESOLUTION OF THE TOWN COUNCIL
OF THE TOWN OF LOS GATOS
ADOPTING MUSIC IN THE PLAZA GUIDELINES
WHEREAS, the Town of Los Gatos Arts Commission and the Community
Services Department coordinate the production of an annual Music in the Plaza (MIP) concert
series at Town Plaza Park so that residents may gather throughout the summer to celebrate a
common social and cultural experience through music;
WHEREAS, the Arts Commission and Town strive to produce concerts featuring
accomplished musicians with the highest artistic standards and offering a variety of styles, forms,
and multi -ethnic and cultural origins;
WHEREAS, the success and diversity of the Music in the Plaza Program is
dependent upon funds raised by the Arts Commission and others through community
contributions and grant awards;
WHEREAS, Music in the Plaza Guidelines have been established to facilitate the
production of Music in the Plaza and define the various responsibilities of the Arts Commission
and Community Services Department, to include financial, fundraising, promotional, and other
program requirements and activities;
NOW, THEREFORE, THE TOWN COUNCIL OF THE TOWN OF LOS
GATOS DOES HEREBY RESOLVE AS FOLLOWS: (1) adopts the attached Music in the
Plaza Guidelines attached hereto as Exhibit A.
PASSED AND ADOPTED at a regular meeting of the Town Council of the Town
of Los Gatos, California, held on the 16th day of December, 1996, by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Steven Blanton, Jan Hutchins,
Vice Mayor Linda Lubeck
NAYS: None
ABSENT: Joanne Benjamin
ABSTAIN: None
SIGNED: /s/ Linda Lubeck
VICE MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
/s/ Marian V. Cosgrove
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
December 16, 1996
Los Gatos, California
ARTS COMMISSION/COMMENDATION/DALE CHAMBERS (YYY.20)
Vice Mayor Lubeck presented a Commendation from the Town to Dale Chambers for his time
and service to the Town while serving on the Arts Commission. Mr. Chambers was present to
receive his commendation and thanked the Town for the opportunity to have served. He
presented a poster of last years performances autographed by the performers to Ms Lubeck.
SCHEDULE OF PUBLIC HEARINGS (01.01)
Informational report regarding currently scheduled public hearings was received and filed.
PAYROLL RATIFICATION/NOVEMBER 1996 (02.V)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council ratify the check register for the
payroll of November 17 through November 30, 1996, paid on December 6, 1996, in the amount
of $357,850.15. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
ACCOUNTS PAYABLE/RATIFICATION/DECEMBER 1996 (03.V)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council ratify the accompanying check
registers for accounts payable invoices paid on December 6, 1996 in the amount of $332,579.20.
Carried by a vote of 4 ayes. Mrs. Benjamin absent.
MINUTES OF DECEMBER 2, 1996 (04A.V)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council approve the Minutes of
December 2, 1996 as submitted. Carried by a vote of 4 ayes.. Mrs. Benjamin absent.
MINUTES OF DECEMBER 9, 1996 (04B.V)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council approve the Minutes of
December 9, 1996 as submitted. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
RENT MEDIATION PROGRAM (05.19)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council accept Rent Mediation Program
Fiscal Year 1995-96 Report and adjust 1996-97 program budget to cover costs of increased
mediations and arbitrations. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
HOUSING CONSERVATION PROGRAM/LOAN EVALUATIONS (06.19)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council accept report on periodic
Housing Conservation Program (HCP) loan evaluations. Carried by a vote of 4 ayes. Mrs.
Benjamin absent.
ARTS COMMISSION/MASTER PLAN/RESOLUTION 1996-156 (07.20)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1996-156
entitled, RESOLUTION OF THE TOWN OF LOS GATOS ADOPTING THE ARTS
COMMISSION MASTER PLAN. Carried by a vote of 4 ayes. Mrs. Benjamin absent.
MUSIC IN THE PLAZA/GUIDELINES/riONATIONS/RESOLUTION 1996-157 (08.20)
Motion by Mr. Attaway, seconded by Mr. Blanton, that Council adopt Resolution 1996-157
entitled, RESOLUTION OF THE TOWN OF LOS GATOS ADOPTING MUSIC IN THE PLAZA
GUIDELINES, Carried by a vote of 4 ayes. Mrs. Benjamin absent.
TC:D8:MM121696
2