Item 6 Staff Report Authorize Town Manager to Execute Agreement with the Downtown Association Regarding 1995 Music in the PlazaTOWN OF LOS GATOS
COUNCIL AGENDA REPORT
DATE: May 11, 1995
TO: MAYOR AND TOWN COUNCIL
FROM: TOWN MANAGER
SUBJECT:
COUNCIL AGENDA
DATE: 5/15/95
ITEM NO. to
AUTHORIZE TOWN MANAGER TO EXECUTE AGREEMENT WITH THE DOWNTOWN
ASSOCIATION REGARDING 1995 MUSIC IN THE PLAZA
RECOMMENDATION:
Authorize Town Manager to execute Agreement (Attachment 1 ) with the Downtown Association regarding
1995 Music in the Plaza.
BACKGROUND:
Music in the Plaza (MIP) is a summer series of free musical concerts held in Town Plaza Park. This Town -
sponsored event is coordinated by the Arts Commission. Five to ten performances of varying musical styles
are held Sundays beginning in June. The number of performances is dependent upon donations, grants and
project costs.
The Music in the Plaza Agreement (Attachment 1) between the Town of Los Gatos and the Downtown
Association identifies each parry's responsibilities in producing MIP for 1995. It also includes Town of Los
Gatos Arts Commission responsibilities. The agreement is to ensure MIP's continued success.
There are advantages and disadvantages to the proposed agreement. The major disadvantage is that there
are more parties involved with the administration of MIP, which could be more time consuming. However,
the collaboration is expected to improve project planning, accountability, reduce staff oversight, improve fiscal
management, and provide a better checks and balance system.
DISCUSSION:
A draft agreement was reviewed by the Downtown Association Board on May 3. The Arts Commission was
scheduled to review the draft on May 4 but its meeting was adjourned before this item was addressed. Staff
met with the Chair of Music in the Plaza, Emerald Hathaway -Bush, on May 9 to discuss her recommended
agreement revisions. The attached agreement has incorporated most of the suggestions made by the
Downtown Association and the Chair of Music in the Plaza.
PREPARED BY:
Regina A. Fal
Community S
RAF:SG:dr
CSD18:A:1CNCLRPTSIMIPRPT2.95
Attachment: See page 4 for distribution list.
Distribution: See page 4 for distribution list.
Revised: 5/11/95 1:16 pm
Reviewed by:Attorney Clerk Finance ���.� Treasurer
COUNCIL ACTION/ACTION DIRECTED TO:
Published Date: 2/15/95
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE TOWN MANAGER TO EXECUTE AGREEMENT WITH THE DOWNTOWN
ASSOCIATION REGARDING 1995 MUSIC IN THE PLAZA
DATE: May 11, 1995
Town Staff Time
Community Services Department staff has overseen the project since its inception in 1988. In the past two
years, staff involvement in administering MIP has greatly increased for the following reasons:
increase in concerts from five to ten per season;
collection of business license fees;
enforcement of Town's insurance requirements;
vendor's names and addresses submitted past the required deadline and often less than two weeks
prior to the respective concert; and
daily accounting to avoid a negative cash flow situation.
Last year, it is estimated that 300 staff hours were spent on MIP related activities: preparation, communicating
with performers, executing contracts, paying vendors, handling insurance and business license fees, and
coordinating the Brazilian event. Although this figure represents staff hours from a number of Departments,
the Community Services Department has been impacted the most. The Department has also absorbed
coordinating the Town's Volunteer Program without additional staff. To assure a successful Volunteer
Program, hours dedicated to MIP must be kept at a reasonable level.
An effective way to assure continued project success and minimize staff time is to approve the collaborative
framework developed for MIP administration. The Town has been facilitating the agreement between the
Town's Arts Commission and the Downtown Association to create a mutually beneficial relationship. Staff is
confident that these two organizations can develop an effective administrative structure with limited Town staff
commitment. The Downtown Association is an appropriate organization to assist with administrative aspects
because it:
is actively involved with the downtown community where MIP is held;
has experience managing and producing community events; and
represents a network of Downtown merchants who can provide financial and other resources for MIP.
The Downtown Association is willing to assist with managing MIP funds and fundraising. The Arts
Commission will secure musical performers and needed services and coordinate the overall series. The
Town will provide the use of Plaza Park, provide limited insurance coverage and equipment, execute contracts
and retain the stage crew as temporary Town employees. Please refer to Attachment 1 for details.
Insurance
The Town requires that all vendors providing services for MIP have proper insurance in place before services
are rendered. The lack of insurance on the part of the stage crew and sound system operator posed a
onerous problem last year.
For this year's event, the Town has been informed that the sound system operator has obtained insurance.
The Town shall not require the musical performers to submit proof of insurance, but they are required to
submit an executed hold harmless statement. Lastly, the stage crew will be covered under the Town's
liability insurance and workers compensation program since they will be added to the Town's payroll as
temporary Town employees during the time of the series.
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE TOWN MANAGER TO EXECUTE AGREEMENT WITH THE DOWNTOWN
ASSOCIATION REGARDING 1995 MUSIC IN THE PLAZA
DATE: May 11, 1995
Fiscal Management
Based on past experience, effective monitoring of MIP finances is necessary. In the past two years, MIP has
grown from five concerts to ten and has involved greater sales of food and merchandise. MIP revenues and
expenditures have correspondingly increased. This has translated into increased staff time to oversee the
finances. The Town can no longer afford to expend the staff hours necessary for financial oversight.
As MIP's fiscal agent, the Downtown Association is willing to undertake this role. In this capacity, the
Downtown Association will manage and monitor all funds received and expended by MIP. This will greatly
aid MIP from experiencing future fiscal problems.
During the 1993 Program, MIP volunteers agreed to services without sufficient funds to cover the costs. This
overexpenditure caused concerns about liability and MIP's fiscal management. Consequently, the Town
established the "CommissionerNolunteer Project Implementation Policies and Procedures" to assist Town
Commissioners and other volunteers understand their roles and limitations with fiscal matters. These policies
are based on rules that apply to Town employees. All volunteers and Commissioners associated with MIP
must abide by these policies, which are designed to prevent them from taking on personal liability for costs.
CONCLUSION:
Music in the Plaza is a popular community concert series which enriches our community and adds vitality to
the downtown area. Staffs objective in facilitating the agreement with the Downtown Association is to ensure
the program's continued success and support its operations in the most efficient manner.
Each year the Town struggles to meet Town services with diminishing finances and limited staff. In
reevaluating staff time and resources, the Town finds it necessary to limit its commitment to special projects.
The collaborative framework outlined in the agreement for the production of MIP presents a viable solution.
Advance performance scheduling can improve attendance, reduce publicity costs, and reduce excessive
budget monitoring. The agreement includes performance scheduling deadlines and fundraising deadlines.
An intended outcome is a concert series schedule published in advance of the concerts.
FISCAL IMPACT:
The FY 1994/95 operating budget includes $2,480 for MIP. These funds were expended for hard costs in
producing the 1994 concerts. The Town does not charge the program for police, personnel/payroll or
insurance costs.
If the MIP agreement is approved, the Town will incur the estimated costs listed below. These costs will be
charged first to any FY 1995-96 Town grant to MIP.
Park Clean Up for ten concerts
Stage Crew physical exams
Stage Crew to set up and remove stage
for ten concerts:
TOTAL
$200
$190
$1, 000
$1,390
All program revenues must be received before any contracts are executed.
PAGE 4
MAYOR AND TOWN COUNCIL
SUBJECT: AUTHORIZE TOWN MANAGER TO EXECUTE AGREEMENT WITH THE DOWNTOWN
ASSOCIATION REGARDING 1995 MUSIC IN THE PLAZA
DATE: May 11, 1995
DISTRIBUTION:
1. Arts Commission
2. Downtown Association
ATTACHMENTS:
1. Music in the Plaza Agreement
2. Music in the Plana Proposal
Attachment 1
Music in the Plaza Agreement
This document will serve as an agreement between the Town of Los Gatos and the Downtown
Association (DA) for the production of 1995 Music in the Plaza (MIP). This agreement
identifies the responsibilities each entity will hold.
TOWN OF LOS GATOS & TOWN OF LOS GATOS ARTS COMMISSION
RESPONSIBILITIES:
A. TOWN OF LOS GATOS
1. Provide use of Town Plaza Park for a maximum of ten Sunday concerts, from end
of June 25, 1995 to August 27,1995. The Park may be provided for special MIP
concerts (i.e. July 4th concert) if a special events permit has been issued and the
DA has approved the budget for the additional concert.
2. Provide use of Town stage and approximately thirty chairs for each concert.
3. Provide for Park cleanup after each performance on a cost recovery basis.
4. Execute contracts with and disburse funds to performers, sound system operator,
and other vendors. Require all performers and vendors to execute a hold harmless
agreement and require insurance for contracted vendors. All program funds must
be received before any contracts are executed. This may require that the program
be divided into two five -concert series.
5. The musical performers shall not be required to submit proof of insurance, but
they are required to submit an executed hold harmless agreement.
6. Retain stage crew (2 persons) as temporary Town employees under the Parks
Forestry and Maintenance Department. The stage crew will work from June 25 to
August 27, 1995. They will transport stage to and from the Park, assemble stage
and take down stage for each concert. It is estimated they will work 3-4 hours per
concert at $8.40/hour. As temporary employees, the stage crew will be covered
under Town's liability insurance and workers compensation program.
B. TOWN OF LOS GATOS ARTS COMMISSION
In accordance with the schedule provided in Exhibit A, the TOWN OF LOS GATOS
ARTS COMMISSION shall:
1. Conduct fundraising activities. Fundraising activities requiring an investment of
over $200.00 must be presented to the Downtown Association for review.
2. Develop a budget for Arts Commission approval May 4, to be presented to Town
Council for approval on May 15.
3. Contact and schedule performers for specific dates. Notify performers of need to
execute a hold harmless agreement. Inform Community Services Director of
performers and dates so contracts can be executed.
4. Organize and secure all required equipment, materials and man -power. Notify
potential vendors of insurance requirements. Inform Community Services
Director of stage, sound system, and other necessary services so contracts can be
executed.
5. Coordinate and oversee final approval of advertising.
6. Coordinate any food, soft drinks or merchandise sales at the Plaza. All proceeds
from sales shall be specifically designated to support Music in the Plaza.
7. Conduct recognition activities as appropriate (i.e. MIP certificates to
donors).
DOWNTOWN ASSOCIATION RESPONSIBILITIES:
A. Operate as Fiscal Agent:
1. Monitor all funds received and expended by MIP. Establish a MIP
account separate from all other DA accounts, requiring two signatures, one
from the DA and the other from the MIP Chair or her/his designee.
2. Publish a weekly revenue and expense report after each concert and a final
report at the end of the series.
3. Keep a data -base of donors names and addresses sorted by private and
business donors; provide to MIP Chair upon request.
4. Pay ASCAP expenses, as required.
5. All mail for MIP shall be sent to the following address:
Music in the Plaza
Town of Los Gatos Arts Commission
208 East Main St.
Los Gatos, CA 95032
B. Assist the Arts Commission with fundraising activities. Fundraising activities requiring
an investment of over $200.00 must be presented to the Downtown Association for
review.
C. Assist with advertising and promotional strategies, such as: flyers, news articles, ads in
local newspaper, banners, etc.
D. If so desired, DA may assist with food, soft drinks or merchandise sales at the Plaza, this
includes the set-up and break -down, unless otherwise agreed upon. Downtown
2
Association reserves the right to contract this service to outside vendors. All proceeds
from sales shall be specifically designated to support Music in the Plaza.
IN WITNESS WHEREOF the parties hereby execute this agreement on the day and year
indicated below.
David W. Knapp, Town Manager Date
Town of Los Gatos
Barbra Toren, Executive Director Date
Downtown Association
csdl8:a:\ arts \pship.mem
3
L4 /:0-7' TO S
I) () \C N r O \C N
.\ O ( I .\ I I ()
APRIL 13, 1995
Dear Emerald,
The Los Gatos Downtown Association appreciates your creative and
dedicated efforts onbehalf of our wonderful Town tradition
"Music in the Plaza"
The Los Gatos Downtown Association is protd to
to cooperate
cessfuh!e Art!
Commission so that the 1995 season will
e sul
The following must be submitted to our Board of Directors for advertisin
fundraising, and procedural purposes.
•A complete Budget April 21ril 21
•List of performers April
15
-Contracts submitted,
•Performers with performance
and July performances May 30
-Contracts submitted, August performances sn
y 30
•A list of all supplementary contra (sound, etc) May
May 30
-insurance, permits, etc.
-Merchandise opportunities at event
-Miscellaneous information in areas we may be helpful
-special requirements for July 4
May 15
our goal is to assist you so that Music in the Plaza continues t(
brringing
Emerald
the Downtown.
Sincerely,
Executive Director
cc: Sangeetha (Tali, Suellen SterlinL
April 26, 1995
To: Los Gatos Downtown Association Executive Board
Barbra Toren, Executive Director
Dear Executive Board and Barbra,
Thank you for your letter dated April 13, 1995. The Town of Los
Gatos, The Arts Commission and I are very proud of the seven
years of success on behalf of the Los Gatos community, the
Downtown Merchants, and those who have donated either
money, time or both to Music In The Plaza successes.
When I created and designed Music In The Plaza in 1987, one of
the first two people to view my proposal was Dan Pulcrano, who
had said "write it", and Terry Hope, a friend and member of the
Downtown Association Executive Board.
The Downtown Association donated the first $1000.00 dollars to
Music In The Plaza in 1988, and beginning that first year, served as
accountant (in part fiscal agent) for all funds collected beyond
the realm of the Town of Los Gatos. The Downtown Association
also participated that first year in fundraising and advertising
efforts where needed.
Music In The Plaza honors and recognizes the Downtown
Association, as a whole, and its individual members hard working
efforts each year.
Now in its eighth year of production, Music In The Plaza must
expand, most importantly, fundraising among corporate and
business entities. As Chair of Music In The Plaza, I look forward to
working with you, as always, in your continued capacity of support
through grant funds, fiscal agent, fundraising and advertising.
Enclosed: 1995 Proposal (draft) with performance list and budget
Sincerely,
I�ath�`away-Bush
Chair. Music In The Plaza
Vice Chair. Los Gatos Arts Commission
c.c Regina Falkner, Sangeetha Gall, Los Gatos Arts Commission
Date: April 26, 1995
To: The Town of Los Gatos
From: Emerald Hathaway -Bush, Vice Chair., Arts Commission
Chair: Music In The Plaza
408.354.7430
408,231.8007 (pager)
RE: MUSIC IN THE PLAZA, A PROPOSAL
1995 SUMMER MUSIC SERIES (June 25 through August 27, 1995)
SUMMARY:
Music In The Plaza is a summer series of, free to the public musical
performances, meeting the highest quality artistic standards.
Music In The Plaza is a carefully thought-out program music series for the whole
family, where community members can share o common experience, a
weekly event to plan for and look forward to.
Music In The Plaza is designed to unite both informative and pleasurable
musical concerts of a variety of styles and forms, of multi -ethnic and cultural
origins.
Music In The Plaza is designed so the sum total of Los Gatos profits through the
joy and enrichment brought to the cultural life of all those who participate,
Music In The Plaza celebrates its Eighth Year Anniversary with this years 1995
Summer Music Series demonstrating strong, loving support by the Town of Los
Gatos, Downtown merchants, and especially the community -at -large.
RECOMMENDATIONS:
1. To present a wide variety of musical performances of the highest artistic
and professional qualities.
2, To give priority performance preference to the immense musical talent
within the Los Gatos Community.
3. To schedule only one of each style of music per summer series to assure
increased interest, pleasure and awareness realized through
experiencing a wide range of musical artistry.
4. To include the following musical styles: (Summer Series 1995)
* Folk, traditional
* Symphonic, Marching band, America (historical)
* New Age, multi -ethnic style and instrumentation
* Classical piano in concert, songs from musical theater and Opera
* Country Western/Blue Grass: with dance instructor and calls
* Classical Chinese Orchestra/Taiko Drums
* Aux Follies/Ballet/Modern Dance
* Reggae
* Brazilian
* Blues/Jazz
5. To schedule 10 performances for the 1995 Summer Series, each Sunday
from 5:00 p.m. to 7:00 p.m., beginning June 25, 1995, and ending August
27, 1995.
6. +To co-ordinate advertising requirements for each performance to
realize the greatest saturation of the target market.
7. +To include advertising medias: Flyers, newspaper, service clubs, radio
broadcast, and the local television community channels. (Based on
available funding)
8. To fund the 1995 Summer Music Series through the following agencies:
* The Town of Los Gatos Grant Program
* Los Gatos Downtown Association
* Food and soft drink sales during the concerts.
* Merchant & Corporation donations
* Community -at -Large
* In -Kind donation from local restaurants and hotels
* The sale of MIP products
+ All advertising, where there is a fee or cost involved, such as: newspaper
fees for ads, brochure production and print cost and etc. shall be paid only
from profits realized after all production cost requirements have been
deducted.
PROCEDURES:
1. Present an approved Arts Commission proposal to the following agencies
for funding:
* The Town Council for Town Grant approval
* The Los Gatos Downtown Association
* Local merchants and corporations
* Targeted members of the community interested in being
showcased at one sunday performance of their choice
* Downtown Association for fund raising efforts, advising and
helping to coordinate, including sharing the work load involved in
certain types of fundraising activities,
2. Carefully track accounting procedures, income and expenses
through the following agencies; this shall include fundraising efforts that
involve shared profits:
* Town Managers office
* The Downtown Association
* Los Gatos Lions Club
3. Schedule performance groups for each calendar date of the music
series and secure signed Contracts for each performance group.
4. Organize and secure all required equipment, materials and man -power.
5. Organize and secure two Los Gatos High School students to work for
Music In The Plaza
Through the Park, Forestry and Maintenance Services Department as
part-time "Assistant Maintenence 1,"
To perform labor requirements to set-up and break -down any and all
equipment and materials as each performance demands.
6. Organize refreshment sales, equipment and volunteer personnel as
needed.
7. Secure a signed contract and fees, including required Liability Insurance,
with Lefty's Enterprises for sound production for 10 concerts.
8. Define and secure advertising medias utilizing free advertising resources
and donated sources such as news release articles; calendars in
newspapers, magazines; public radio announcements.
Meet with the Los Gatos Weekly -Times to secure publication of weekly
news release and calendar.
9. Schedule advertising dates for all media releases.
10, Assign committee members to send media packages in a timely
manner to targeted sources, including news releases, letters to possible
support groups, and writer/editors of music publication for articles.
12. Schedule locations for hanging Music In The Plaza banner.
COMMENTS:
Music In The Plaza shall realize another successful year only if the needed
sponsorship through cash monies and sustained patronage is realized in a
timely method.
Music In The Plaza is one of the most highly visible Town projects, and one of
the most enjoyed.
Music In The Plaza serves the "Arts" through World Music, a language everyone
in the community can appreciate, understand and learn from.
Music In The Plaza promotes local talent, where their music can be shared with
the community.
Local merchants realize an increased profit before, during and after Music In
The Plaza, this helps our Town thrive and grow, Therefore more businesses
should donate to Music In The Plaza.
When business is more successful, the Town gains by an increase in revenue for
its General Fund, thus every one wins.
Out in the Plaza, I saw children and grandmothers, and fathers, 3 generations
of families laughing and sharing, loved ones and friends dancing and
picnicking, all through the efforts and support of the Town of Los Gatos to keep
these concerts free to the public.
The amount of energy and hard -work that goes into keeping Music In The
Plaza running smoothly and finding the best musical talent is through
dedicated volunteers.
As Chair of Music In The Plaza I have experienced great fulfillment and joy in
designing, coordinating, and producing Music In The Plaza.
MUSIC IN THE PLAZA PROJECTED INCOME & EXPENSE REPORT 1995
PROJECTED ANNUAL INCOME:
Cash Donation:
The Town of Los Gatos $ 2,900.00
Los Gatos Downtown Assoc 1,750.00
Merchant/Corp 6,460.00
Inkind Donation:
Banner Production 500.00
Printing Expenses 300.00
TOTAL INCOME $11,910.00
PROJECTED ANNUAL EXPENSES:
Artist fees $ 7,500.00
Production Expenses:
Sound Production $ 2,750.00
Stage set-up/down 1,140.00
ASCAP 70.00
Telephone 250.00
Misc 200.00
TOTAL EXPENSES $11,910.00
EXPENSE BREAK -DOWN PER CONCERT:
Artist Fee $ 750.00
Production Expenses:
Sound Production $ 275.00
Stage set-up/down 94.00
One time physical exam....$100 x 2 200.00
ASCAP 7.00
Telephone 25.00
Misc 20.00
GRAND TOTAL $ 1,371.00
May 15, 1995
Los Gatos, California
MUSIC IN THE PLAZA-1995/DOWNTOWN ASSOCIATION (06. XX)
Council consensus to postpone this item to a later agenda per staff's request.
OUTREACH & ESCORT INC./TRANSIT ASSIST/WEST VALLEY CITIES (07.19)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council ratify Bid Proposal to Outreach
& Escort Inc. for Providing Paratransit Services to the West Valley Cities effective July 1, 1995.
Carried by a vote of 3 ayes. Mrs. Benjamin and Mrs. Lubeck were absent.
A PLACE FOR TEENS/FIVE YEAR FISCAL PLAN (08.44)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council accept A Place for Teens five-year
fiscal plan. Carried by a vote of 3 ayes. Mrs. Benjamin and Mrs. Lubeck were absent.
HOUSING REPORT/FOR THE YEAR/1990-1994 (09.19)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council accept and file informational report
regarding annual housing report and implementation of the Housing Element. Carried by a vote of
3 ayes. Mrs. Benjamin and Mrs. Lubeck were absent.
GEOGRAPHIC INFORMATION SYSTEM/FUND TRANSFERS (10.28)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council accept report recommending
transfer of funds to support the next increment of the Town's Permit Tracking and Geographic
Information System with fund transfers as shown in the staff report. Carried by a vote of 3 ayes.
Mrs. Benjamin and Mrs. Lubeck were absent.
MAZE AND ASSOCIATES/AUDITING SERVICES/RESOLUTION 1995-51 (11.06)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council adopt Resolution 1995-51 entitled,
RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER
TO EXECUTE A CONTRACT WITH MAZE AND ASSOCIATES TO PROVIDE AUDITING
SERVICES FOR FISCAL YEARS 1994-95 AND 1995-96. Carried by a vote of 3 ayes. Mrs.
Benjamin and Mrs. Lubeck were absent.
POLICE PATROL VEHICLE EQUIPMENT/LIGHTBARS/RESOLUTION 1995-52 (12.28)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council adopt Resolution 1995-52 entitled,
RESOLUTION OF THE TOWN OF LOS GATOS AUTHORIZING THE TOWN MANAGER
TO EXECUTE AN AGREEMENT WITH L.C. ACTION POLICE SUPPLY OF SAN JOSE
FOR PURCHASE OF PATROL VEHICLE EQUIPMENT FOR TWELVE (12) 1995 MODEL
CHP CLASS "E" SPECIAL SERVICE VEHICLES. Carried by a vote of 3 ayes. Mrs. Benjamin
and Mrs. Lubeck were absent.
SANTA CLARA COUNTY GENERAL PLAN/SUPPORT AB 1340/RESOLUTION 1995-53 (13.21)
Motion by Mr. Blanton, seconded by Mr. Attaway, that Council adopt Resolution 1995-53 entitled,
RESOLUTION OF THE TOWN OF LOS GATOS SUPPORTING AB 1340 AND
TC: D7: MM051595
3
SPECIAL EVENTS PERMIT
Dates of event: EVERY SUNDAY FROM, JUNE 25, 1995 THROUGH AUGUST 27,
1995
Time of event: 5:00 P.M. TO 7:00 P.M.
Nature of the event: MUSIC IN THE PLAZA
Location of the event: TOWN PLAZA PARK
Conditions of Approval: The event is a partnership between the Town of Los Gatos,
Los Gatos Art's Commission, and the Los Gatos Downtown Association. This event is
insured by the Town and is exempt from Town administrative fees. The Art
Commission and the Downtown Association are a community service and are non-profit
organizations.
1. The Sponsor shall meet all conditions of the Sound Amplification Permit.
2. The Sponsor shall meet all conditions of the Health Department.
3. There will be no alcohol sold or served at the event.
4. The Lions Club shall have the only food and soft drink booth.
5. Sponsors to be responsible for cleanup of the entire event area to the
satisfaction of the Director of Parks, Forestry, and Maintenance. Sponsors will
also provide for cleanup during the event.
6. The Sponsors of the event will follow all conditions set by the Director of Parks
Forestry, and Maintenance.
7 No live music will be played after 7:00pm on the day of the event. Sponsor shall
follow all conditions of the Sound Amplification Permit.
Approved: ✓ Denied:
arry q ' • dd
Chief •f "olice
Routing: Parks Forestry & Maintenance Town Clerk Central Fire
Parks and Recreation Building Dept. Planning Dept.
Jlw-15-19 16:05
TYPE OF AMPLIFICATION AS?) I T e45 ibaa �5, ?au / y nor Seu ! 12 -
(Ust type of music, name of band or sound system)
Name of person(s) responsible for monitoring amplification equipment to assure
compliance with Los Gatos Town Ordinance Number 11 30.040.
NAME. /''T PZ(of //d7t'4Q44.)( 7 1 DOB: _
Address: pe ( QA— .5-a ct rr 41 PH # Z Fr-r e / 7 3
ter.
Maximum number of people to attend event.
NOTE:
1. The operation of sound amplifying equipment, including outdoor paging
systems, for Commercial purposes shall be limited to the hours of 8:00 a.m.
to 7:00 p.m. weekdays, 9:00 a.m. to 6:00 p.m. Saturdays and 10:00 a.m. to
4:00 p.m. Sundays and Holidays, with no time Limitation as to noncommercial
sound applications other then as may be required in paragraph (2).
2. In all events, the volume of sound and the hours of operation shall be so
controlled that the Sound will not be unreasonably loud, raucous. jarring
disturbing or a nuisance as defined by the Town Code.
3. Sound amptifying equipment shall not be operated within two hundred (200)
feet of any church, school or ospital wh any of these facilities are in
operation. ► To-2.A�
APPLICANTS SIGNATURE: - "' -Kew) DATE:
61.1 r Z,WI ERMIT
Sp- 9_
DATE: �5 f-ta ) APPROVED: '� DENIED:
HOURS: 64) i') - -70d i/
CONDITIONS OF
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ORGANIZATION:
ADDRESS:
APPUCANT:
ADDRESS:
LOS GATOS POUCE DEPARTMENT
SOUND AMPLIFICATION PERMIT APPL{CATtON
ORDINANCE SECTION 11.30.040
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LOCATION OF EVENT: n14 �� S ~ 7 in CkCP en • �ice5
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TOTAL P.Os
TUN-15-19: 16:03
Date of Application:
Title of Event:
Sponsoring Organizatior$
Address of Organization: ,
Applicant
Address:
Alternate f e e
Address:
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Nature of Event:
Location of Event:
Date(S) Of Event:
Times of Event:
Set up and prepare - From
Actual Event - From.
Clean up & Closure - From
Number of: Participants
Will there oe a fee for?
Admission
Participants
Other
Ph# (W) 35-2
DOB: Ph* (H) ---�_
\rk11 P ZS ` 147 total Days:
4 . ea( c,l ft 72,4
1 to
to
7 tO
Vehicles Volunteers_
h
Y $ Per Person
Y N $ Per Vendor - Business License Obtained Y
PIea*se state
Wi!! Sound Amplification be used?
Will Alcoholic Beverages be Served?
Will Food be Served?
Attach event plan, route or map with application. Y N
Will you be using signs or banners? Y 4
Kind:
N
N Kind _ —
Y Kind
N (Requires permit from County Health Department)
�rans C44. ‘
Validation: Account No:.�_
JUN-15-1995 16:04
GENERAL CONDITIONS
F'.03
1. Applications must be completed and returned to the Los Gatos Police Department
Special Events Sergeant, 110 E. Main Street, Los Gatos Ca. 95030, no later than
60 days prior to the event.
2. Upon return of application a non-refundable administrative fee set by Council
resolution shall be charged for each special events permit.
3. An approved Special Events Permit is required for all groups and must be in the
possession of the applicant or representative at the event.
4. Applicant shall pay all cost associated with the event.
5. The applicant/sponsor must obtain public liability insurance to protect against loss
from liability imposed by law for damages on account of bodily injury and property
damage arising from the event. The insurance shall name on the policy, as
additional insured, the Town of Los Gatos. its officers, employees and agents.
Insurance coverage with a minimum combined single limit in an amount established
by the Town's Aisk Manager which must be maintained for the duration of the
event and the insurance company must provide the Town with thirty (30) days'
written notice of cancellation of the policy. Coverage provisions, including limIte,
she otherwise be in accordance with Town policy or as set by resolution of the
Town Council. A copy of the policy must be filed with the Town Clerk no less than
twenty (20) days before the date of event.
6. The Chief of Police hes the right at any time to revoke permission for an event and
no rebates or refunds of fees will be made because of such termination.
7. All outside vendor's must be associated with and sanctioned by the Special Event
and obtain a Town of Los Gatos Business license through the clerk's office no later
than 7 days prior to the event.
8. No advance promotional activities for a Special Event shall be commenced before
obtaining a Special Event Permit.
9. 1f alcoholic beverages are served, applicant must obtain a one day liquor license
through the Chief of Police before receiving a permit through ABC.
I hereby certify the foregoing statements to be true and correct, and agree to indemnify
and hold harmless the Town of Los Gatos, its Town Council, officers, agent, and
employees from and against any and all loss, damages, liability, claims, suits, costs and
expenses, whatsoever, including attorney's fees regardless of the merit or outcome of any
such claim or suit arising from or in any manner connected to the requested activity.
also agree, if approved, to comply with all permit conditions, and understand that failure
to corn. with any condition, or any violation of law may result in the immediate
cancelt: 4,n of the event, denial of future events and or criminal prosecution.
DATE: _.dal_ r NAME PRINTED: r: '`
SIGNATURE: 4.,
JUN-15-1995 16:05
P.04
TOWN OF LOS GATOS
s ��7
HOLD HARMLESS AGREEMENT
Zrs- der•i‘,5
7,1C71.6*/
�S 6 �`' s_u/ yrees to HOLD HARMLESS and relossohom liability
(Name or Organization)
the TOWN of LOS GATOS, Its OFFICERS, AGENTS, and EMPLOYEES from any and
all claims arising out of, or mated to:
DESCRIPTION of EVENT or ACTIVITY:
fiAS-cc /6 424 , /D (Fir Seca 7i
Lm? /4n/47 rrr zs 74m
c of re'/did
)
'f
and agrees to indemnify the TOWN OF LOS GATOS, its OFFICERS, AGENTS, and
EMPLOYEES for any and all damages, claims, causes of action, losses, fiabllity,
judgments, costs, costs of collection, and attorney's tees arising out of or related
to the above description.
l HAVE READ THIS HOLD HARMLESS AGREEMENT
and
UNDERSTAND ITS TERMS. /fre-3- e&bef
-fazn
art r 70 re-"
SIGMA RE
********************** ******* ********it a ilra ********ass**s* &****
If you are signing this agreement for an ORGANIZATION that YOU
represent, PLEASE SIGN THE FOLLOWING STATEMENT:
I AM LEGALLY AUTHORIZED TO MAKE THIS AGREEME FOR4,4-3 /140-4 /95-5-4
NI
AME of ORGANIZATION
ArtsC
SIGNATURE
TITLE
4:41447:\oM+rr\hh
APR-28-1995 14:10 FROM MCMURTRY AND BELL
CERTIFICATE C= INSURANCE
PROOUOCR
MC MURTRY & BELL INSURANCE
P.O. BOX 309
LOS GATOS CA 95031
CODE SUB. -CODE
WSURED
LOS GATOS DOWNTOWN ASSOCIATION
P.O. BOX 291
LOS GATOS CA 95031
TO 3545262 P.01
. ISSUE DATE Werr CC, -�
• 4/Z8/95
THIS GEA i F;.CN 7 = 3 +SSUED AS A MATTER ,'1= •r')F 'AAT!CN ONLY AND CONFERS ` G
RIGHTS UFO'. TPF •CER-iFIC..A"E F-CL=ER. THIS c,-r. ;ru;ATE COES NOT .,*.MEND. EX
TEND OP ALTER T;..c COVERAGE AtTOPDED EY THE. pULK S 3E:O4/
ccupAr4Y
LE'•TEA A
LETTER 6
:CmPA,NY
LE:TiR
COmRAr:Y
LETTER D
;0MF..NY :ETTEF.
COMPANIES AFFORDING :OVERAGE
AGRICULTURAL INSURANCE COMPANY
COVERAGES
THIS IS TO CEATJFY THAT THE POLICIES OF INSURANCE L:S T EC BELOW HAVE SEEN 'SS.JE•^.• 1'0 THE INSURED ^:A.dr(;
OICATE ). NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDiTION OF ANY :_ON'. RA:;". .::;T=1_7. DOCUMENT
TIFICATE MAY BB ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED SY -HE °^L:CI T:ESOR;3EC• HEREIN S
SONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDuGE L,Ai0 CLA US.
CO TYPE OF INSURANCE
LTR
D DENEPAL LIABILITY
X
COmzERCIAL GENERAL LIAB'UrY
CLAIMS MAt)F X OCCUR.
OWNEF5 b CONTRACTORS PROT.
AUTOMOBILE LIABILITY
ANY 4UTO.
ALL OWNED AU fOS
SCSEEUL_O AUTCS
HIREO]AuTCS
NQNQWNED AUTOS
GARAGE LIABILITY
EXCESS uABtU; v
OTHER ►hAN UM8AELL. FORM
WORICER•s COtAPENSATION
AND
EMPLOYER'S LIAd0.TT T
OTHER
POLICY r4uMBEJ4
PAC8236898
DiESOIRRTION OF OPERATTON9+I.00ATIONSrYEMICL>«`FPFCUAL ITEMQ
POLICY EFFECT}JE
GATE O.1.•::C., '•
°OLIC', XFIRATION
1/19/95 1/19/96
:.7� CAdw•_
4ii7; FXoFN
CO► BINSD
S'`.GLE
BODILY
INJU.'tY
;P.f nWJ'jri
BODILY
?kt:rPFF
DA ,AGF
E =CR TFIE POLICY ^;: tlh•C ',;
11:7PECT TO WHIC1- t;ER.
; r TO ALL THE TEAMS C ACLU
ALL LIMITS W Tngy,LANOS
71EGATE •
An -`PdiMW:u
CCCvRREN;;E
STATIJ �qY
2,000.
2,000,
1,000.
50.
5.
AGGREGATE
t4AC:•I ACCiLENT'
ASEA5E — PCL.CY LIMIT)
!DISiASE — EACH MJ,LCYE=,,
TOWN OF,LOS GATOS. ITS OFFICERS, OFFICIALS, EMPLOYEES, AND VOLUNTEERS ARE NAMED ADDITIONAL
' INSURED`.UNDER THIS POLICY AS PER THE ATTACHED ENDORSEMENT WITH RESPECTS A OPERATIONS OF
THE INSURED
CERTIFICATE; HOLDER CANCELLATION
TOWN OF LOS GATOS
CIVIC CENTER, P.O. BOX 949
LOS GATOS'CA 95031
ATTN: MARLYN RASMUSSEN
SHOULD ANY OF THE ABO'.•E DESCRIBED POLICIE 3 BE CANCELLED BEFORE THE
EXPIRATION DATE THEREOF. THE ISSUING Ct MPANY WILL EMOC.wo R TO
MAIL 30 DAYS WRITTEN NOTICE TO THE CERTI ;CATE HOLDER NAMED TO THE
LEFT.:. z44.1.:• E=.a.1.t:I:..SJC ::MAU&ala.2s.;CAZcN;
CIENJS.C.E� EESELC.tT EZ_
AUTHORIZED REPRESENTATIVE
SANDRA MURPHY
... • ..60. i-r • ai rrcurf M IU btLL
35452bc P.02
P.2
c
P8i3-68-98
5/14/95
LOS GATOS DOWNTOWN ASSOC.
INOCIMMENT
t1B/ BROKERAG E1
ditteicif 04 spas
THIS ENDORSEMENT CHANGES THE POLICY, PMAASE READ IT ; ;d ULLY.
ADDMONAL INSURED ENDORSEMENT
This endorsement modules Erneura;nr,,e provided under the too piny
COMMERCIAL GENERAL LIABILITY COVERAGE PART
, SCHEDULE
Ntnis o1 Poma at • It is herosue! *.t ttm Town of Los. autos; its Moor% *Mists,
arrsOoy.ss end volunteers see nerni4 r ddlgonsi ins► rod , WNO► dlhr palsy.
(p no entry wows eborw, information tflOtiirsd to vornpirp this ordoroom.nt va be rrAvwr
applicable to tags endorsement.)
Wipfa If AN *xdea in is salarrdrd to irroksio as en hwrod the person ar era
$oit. M, at an insured Ow only roe reseed to Nett ity artzpng out er your o ...arts or
WralL
in the pe *•• sera
Wuhan wow in the
OS owned by or rant
Al. ether Tame ante Caws itiens or ego Pallet ramie wteAsrgod.
irtssooneo ammo ext rlt;oe =tor lids onooroontoro is prism, e_M will not a wk 001101041ert Imo •
troy War bewomoo moils* to the orBsmollOft or psrers :flown hi the ;e. 7110 Iowa of Lao• .
Gam vile flee bi PosPellttlOe tar prOriding hi4wrsnce for lndonnIflcaston or 'dataatss el the :-
i>wrtawrtootrryor so psrt at date
yr
r
CC 00 its 11 1s
_APR-28-1995 12:12
P. 04
TOTAL P.02
JUN 15 '95 10:14 R&G OPERATIONS
FOOn PROGRAM OFFICIAL INSPECTION REPORT
SANTA CLARA COUNTY
DEPARTMENT OF ENVIRONMENTAL F. i
1 2220 Moorpark Ave i 660 S. Fair Oaks Ave 16450 Monterey Rd
110E San Jose 95128 L Sunnyvale 94086 Morgan Hill 95037
08A/NAME
ADDRESS
�1%viSic, iitl 'fl Qtcpia'
OWNER/OPERATOR
MAILING ADDRESS
tx15 '6615 'Twin Of3.-2&
I
P.2/2
1650-K Las Plumas Ave.
San Jose 951331
DATE 6 16 ff-
RECHECK O F�j
PROtSRAM/ELEMENf
COMPUTER NUMBER
TIME IN
EMPLOYEE d ( WORK AREA
}0
V
O
a.
Food Temp.
MAJOR
MINOR
1
2
Prep/SErvice
storage/Otsp.
3
4
5
6
Frozen Food
Pure Food
7
6
8
9
10
Reused Food
Transport3tan
11
12
13
14
VERMIN EMPL
Handwashirg
15
16
Disease Trm3.
Employee Hatit3
17
18
19
20
Rodt:rt
Inuecta
21
22
23
24
Animai/Fow1
25
26
UTEN.i
EOUIP.
wash./Sant
27
28
Equip. Cond.
r Ube,. Qom.
Storage
29
30
31
32
33
34
FOOD
WASTE IV. T R STORAGE
Storage Fac.
Retng. Units
Thermometer
kaz;ard>u3 Mat.
goods
35
36
37
38
39
40
41
42
43
44
Water
45
46
Cross Conn.
47
48
Liqutt waste
49
50
Retusk:
51
52
Pfemises
~53
54
REST
FACILITIES ROOM
Lavatories
55
56
Toikrts
57
58
Dressing Rooms
59
60
Ventilation
61
62
Proofs
63
64
tA4tallls Ce"1ing
85
66
67
r
68
Janitorial Fac.
L iuhseg
69
70
Ctothltuj-Linert
71
72
Living Qruu to n3
73
74
Signs-Prrmlts
75
76
ESTA8. STATUS (MARK ONE)
Efl
G! Aa FD PD
LEGAL ACTION:
82 {83 84
CITATK) 1(1 CLOSURE' I OTlit'H❑
FORM 9509 Rev 4/94
SERVICE
PERMIT +r
£xP DATE
!WE OUT
The marked items represent Health Code violations and must be corrected as
follows:
"HEALTH PERMIT"
This official inspection report form is proof of your
authorization to operate the food facility as shown above.
You are approved to operate at and during the date listed below:
EVENT: IY t45i c, .44t
DATE: 5-r. . -'.. • 2. —
i
119�-
CJnJ
°i6) 2---ct 6 0 ID
RECEIVED BY
IMAGE
OF
INTERNAL REVENUE SERVICL
•
09 OCT 1986
Los Gatos Downtown Association
P.O. Box 291
Los Gatos, CA 95031
Dear Applicant:
DE1-,,RTMEN'!' OF THE TREASURY
EI N : 77-0124464
Internal Revenue Code
Section 501 (c) (6)
Accounting Period Ending:
December 31
Form 990 Required: Yes
Person to contact: Taxpayer
Service Representative
Contact Telephone Number:
(800) 424-1040
Based on information supplied, and a:;:;ui„ing youe operations will
be as :;tatcu in your application for recognition of exemption, we have
determined you are exempt from Federal income tax under the provisions
of the Internal Revenue Code section indicated above.
Unless specifically exceptec, you are liable for taxes under the
Federal Insurance Contributions Act (social security taxes) for each
employee to whom you pay $100 or more during a calendar year. And,
unless excepted, you are also liable for talc under Federal Unemployment
Tax Act for each employee to whom you pay $50 or more during a calenuar
quarter if, during the current or preceding calenuar year, you had one
or more employees at any time in each of 20 calendar weeks or you Laid
'cages of $1,500 or more in any calendar quarter. If you have any
questions about excise, employment or other Federal taxes, please
address there to this office.
If your purposes, character, or method of operation change, please
let us know so we can consider the effect bf the change on your exempt
status. address. Also, you should inform us of all changes in your name or
The block checked at the top of this fetter shows whether you must
file Form 990, Return of Organization Exempt from Income Tax. If the
Yes box is checked, you are only required to file Form 990 if your gross
receipts each year are normally more than $ 25,000. If a return' is
required, it must be filed by the 15th day of the fifth month after the
end of your annual accounting period. The law provides for a penalty of
4
$10 a uay, up to a maximum of $5,000, when a return is filed late,
unless there is reasonable cause for the delay. This penalty may also
be charc;ea if a return is not complete. So, please make sure your
return is complete before you file it. t
You are not required to file Federal income tax returns unless you
are subject to ci« t:.:: cr. ::nrelated businesp incom? under section MI of: .�:
i.
the Internal Revenue Code. dif you are subj eet to ~ is tax, you rWit.
,F;
an income tax return on Form 990-T,Exempt drgani- '.ion Busineaa1Ataiii
Tax Return. In this letter we are not determin j whether Jei c: 'fie , :'
present proposed activities are unrelated trade o;_ business as w . "" ;
in Code section 513. "
r :� . •.�.:li_s.
Contributions made to you are not deductible by the donors as 0441
16001. San F,canci.ar.o. r'A QA 1 ni
ERNAL REVENUE RVICE
DEPARTMENT OF THE THE
contributions as defined in section 170(c) of
You need an the Code,
employees, employer identification number
application,If an
mploy ea number employer identification number W even if you have Please use will be assigned to as not entered on You
dence with the that number on all returns you and you will
Internal you file11 be advised o
Revenue Service, and in all correspon
Because this letter could
exempts.
B status foundation help resolve any permanent status questions about
you should keep it in your
n
tel e•� If you have any questions,
rhoe number are shown in t please contact the
he heading of this person whose
letter, name and
Sincerely yours,
C. -A:4s;
District Director
36001 San Fra
ncisco, CA. 94102
T iO ' d le1Ol
20d "4:6
are/ dial
0tBS6t±8@t� i£ : t�9 t'E6T--Till
Fp9c5/MACkt its Cr 4-t
C LOg —31S. --gleW
TOWN OF LOS GA i OS
RELEASE OF LIABILITY, ASSUMPTION OF RISK AND INDEMNITY AGREEMENT
(Organization)
-E rf'Y s & Tom` 024 s&s (hereinafter referred to as "Undersigned")
•nt Name of otgdr tis�n _
will be engaging in the following described event or activity in the Town of Los
Gatos, California.
DESCRIPTION of EVENT or ACTIVITY: (Include Dates)
Item Music in the Plaza (June - August fgee)
The Undersigned does hereby WAIVE, RELEASE AND DISCHARGE the Town of
Los Gatos, its officers, agents and employees (hereinafter referred to collectively
as'Town) from any and all Arras for damages, personal Injury, property damage,
or wrongful death occurring ng or arising out of the event or sccvifir` desci bed above.
This release is intended to dlscftarge, in advance, the Town front any and all
liability arising out of the above event or activity even though that liability may arise
out or negligence or carelessness on the part of the Town.
ft Is recognized that there are certain risks inherent in the activity the
Undersigned is participating In. Nevertheless, the Undersigned voluntarily agrees
to ASSUME ANY AND ALL RISKS of injury or death from whatever cause inherent
in or arising from participation in this event or activity whether such risks are
known or unknown, and to release, discharge, hold harmless and INDEMNIFY the
Town for any and all damages, claims, causes of action, losses, liabtlttyjudgments,
costs, costs of collection, and attorney's fees arising out of or related to the above
described event or activity. This Indemnity agreement does not apply to damages
arising from the sole negligence or intentional misconduct of the Town or its
officers or employees.
I have read this Agreement and understand its terms.
-6(21,1111
DATE
csdOStk. lFksaxm_a g
I am legally authorized to make
this Agreement for
L.EflyS gieTE1zpige6s
PRINT
TURE
fails C - #4€0-/PAATbecan-
i-E-FTy_isY`s Eivre LFfLtS
TO'd
t10: hO 4756 T-2E-Nnr
SPECIAL EVENTS PERMIT
Dates of event: June 19, 1994 Time of event: 1:00pm to 7:00pm
Nature of the event: Music in the Plaza featuring Brazilian Music.
Location of the event: Town Plaza Park
Conditions of Approval: The event is a Town of Los Gatos Art's Commission event
which is insured by the Town and is exempt from Town administrative fees. The
commission is a community service and is a non-profit organization.
1. Two police officers will be assigned to the event from 2:00pm to 7:00pm and will
be paid for by the Sponsors at the rate of $33.84 per hour, per officer.
2. There will be no food served or sold at the event.
3. There will be no alcohol sold or served at the event.
4. The Downtown Association and Brahma shall have the only booths at the event
for sales of merchandise or the giving of information to the public and all
proceeds from sales of merchandise will go to The Music in the Plaza program.
5. The event sponsors shall obtain permission from the businesses affected by
Montebello Way being closed from 1:00pm to 8:00pm. County Transits
permission should also be obtained for the street closure.
6. All chairs, booths, portable bathrooms and stage equipment will be delivered to
the Plaza Park before 9:O0am on the day of the event and will be removed
immediately following the event.
7. Sponsors to be responsible for cleanup of the entire event area to the
satisfaction of the Director of Parks, Forestry, and Maintenance. Sponsors will
also provide for cleanup during the event.
8. The Sponsors of the event will follow all conditions set by the Director of Parks
Forestry, and Maintenance.
9. A 12 foot fire lane shall be maintained at all times on Montebello Way and
Broadway Ave.
10. No live music will be played after 7:00pm on the day of the event. Noise level
cannot exceed 56dB's per our local ordinance.
Approved: r/ Denied:
arry J. Todd
Chief of Police
7-
Routing: Parks Forestry & Maintenance Town Clerk Central Fire
Parks and Recreation Building Dept. Planning Dept.
TOWN OF LOS GATOS
SPECIAL EVENTS APPLICATION
Date of Application: �J �� )� 1 cl g
1
Title of Event: Y`1 U S Z iQ
Sponsoring Organization: 1 e C ‘ d-4 a
s G--47
Ph#
A dre s of rarliza •n
S Ss •• I `,S I c
Applicant Sri.. ,(W. ( )
Address:
DOB: g `S "72 Ph# (H)-- a -
kks , (� S.) 01 Ph# (W)" ` S -
Alternate DOB: Ph# (H)
Address: Ph# (W)
In Charge: (;mFP Ic4 _ poCTr\ A Wok, DOB: 9 - S - V ?
Address:
Nature of Event: i 6 00 no G? 1 ,o tN,
Location of Event: HUN rT' 7�
Date(s) of Event: Jn� ( 1 °6 Li
Times of Event:
Set up and prepare - From (/.' 4 to
Actual Event - From ' (* to
Clean up & Closure - From o) to
Number of: Participants
Will there be a fee for?
Admission
Participants
Other
Ph# (H) S -71
Ph# (W)
Total Days: / ,
Vehicles Volunteers
$ Per Person
$ Per Vendor - Business License Obtained Y
$ Please state
Will Sound Amplification be used? l'Y) N Kind
Will Alcoholic Beverages be Served? Y C_N Kind
Will Food be Served?
N (Requires permit from County Health Department)
Attach event plan, route or map with application J N
Will you be using signs or annersl N Validation: Account No:
Kind: 5
GENERAL CONDITIONS
Applications must be completed and returned to -the Los Gatos Police Department
Special Events Sergeant, 110 E. Main Street, Los Gatos Ca. 95030, no later than
60 days prior to the event.
2. Upon return of application a non-refundable administrative fee set by Council
resolution shall be charged for each special events permit.
3. An approved Special Events Permit is required for all groups and must be in the
possession of the applicant or representative at the event.
4. Applicant shall pay all cost associated with the event.
5. The applicant/sponsor must obtain public liability insurance to protect against loss
from liability imposed by law for damages on account of bodily injury and property
damage arising from the event. The insurance shall name on the policy, as
additional insured, the Town of Los Gatos, its officers, employees, agents, boards,
and commissions. Insurance coverage with a minimum combined single limit in
an amount established by the Town's Risk Manager which must be maintained for
the duration of the event and the insurance company must provide the Town with
thirty (30) days' written notice of cancellation of the policy. Coverage provisions,
including limits, shall otherwise be in accordance with Town policy or as set by
resolution of the Town Council. A copy of the policy must be filed with the Town
Clerk no less than twenty (20) days before the date of event. NOTE: Must exclude
the 'Failure to Mail..' clause on the Insurance Form.
6. The Chief of Police has the right at any time to revoke permission for an event and
no rebates or refunds of fees will be made because of such termination.
7. All outside vendor's must be associated with and sanctioned by the Special Event
and obtain a Town of Los Gatos Business license through the clerk's office no later
than 7 days prior to the event.
8. , No advance promotional activities for a Special Event shall be commenced before
obtaining a Special Event Permit.
9. If alcoholic beverages are served, applicant must obtain a one day liquor license
through the Chief of Police before receiving a permit through ABC.
I hereby certify the foregoing statements to be true and correct, and agree to indemnify
and hold harmless the Town of Los Gatos, its Town Council, officers, agent, and
employees from and against any and all loss, damages, liability, claims, suits, costs and
expenses, whatsoever, including attorney's fees regardless of the merit or outcome of any
such claim or suit arising from or in any manner connected to the requested activity.
also agree, if approved, to comply with all permit conditions, and understand that failure
to comply with any condition, or any violation of law may result in the immediate
cancellation of the event, denial of future events and or criminal prosecution.
r 1
DATE S \ \R 4 NAME PRINTED: t 01020 I ��wa
SIGNATURE:
EVENT PROCEDURES: (Sie: Alluchoci luy out for positioning)
Close Montabello Way.
Sa
nta Clara County Bus Transit System continue a me defer Od route for Music
In The Plaza, as established for the Farmers Mark
To cut extra cleaning costs booths may place a fire retardant floor to keep the
street dean, as well as, care to dispose of any hot coals left from barbecues.
2 workmen shall pick up any litter continuously through -out event, and follow
Plaza clean-up procedures, as shall food booths.
Shops lining Montabello Way shall be notified as to all day closing of the street,
i
and with approval.Z 4-r C -i f
GTE �`� , o
0(
Post Office -�
Nine Lives -6
Le Boulange
NOTE: Any booths, banners, etc, scheduled to be placed on Montabello Way
must delay setting up until 12:30 p.m. due to theend of the Supply andehenrS Market.
Booths shall be delivered Saturday afternoon to Rural:30 Su Sunday.
transported to Set-up destination beginning C )y}
Set-up Inside Plaza:J/�
10:00 a.m.:
CJ tom.
1 Stage J j, 11 f 'r/.1-
2. Canopy over slays=.
-4 in ,3
*Banner attached to the back or to the side of the canopy shall
• dis lay only the words Mais Um Brasil, Toa No 1, (see attache
d
copy), including
p any other banners at Plaza.
* The Banner is in no way commercial, nor does it advertise 0 o s. men ial
product, we hope that this banner meets protocolreq
uiremeI )14 )( 15O (1(IVW.
Date: June 14, 1994
To: Roberto Arsenge, Deputy Diplomatic Secretary
From: Emerald Hathaway Lohr, Vice Chair., Los Gatos Arts Commission
Chair: Music In The Plaza
P.O. Box 1932
Los Gatos, Ca 95031
408.354.7430 Fax 408.354.6509
RE: A PROGRAM OF SPECIAL EVENT:
LOS GATOS MUSICA NA PRACA APRESENTA UM FESTIVAL BRASILIAN
(LOS GATOS MUSIC IN THE PLAZA PRESENTS A BRASILIAN FESTIVAL)
Date: June 19, 1994
Time: 1:00 to 7:00 p.m.
Dear Roberto Arsenge,
PLease review the following pages, as per our conversation, for all protocol
requirement. We are very concerned that all protocol is fulfilled. We are
prepared to make any changes in the program necessary to provide a most
gracious and memorable ceremony for the Ambassador and all other invited
dignitaries. Please call or fax to me you comments and approvals.
Sincerely,
Emerald Hathaway Lohr
*PROGRAM:
1:00-1:15 p.m Short announcement of the Events Program
1:15-2:30 Claudia Villela
2:30-3:00 Set-up for the Official Flag Raising Ceremony
3:00-3:45 +Official Flag Raising Ceremony shall commence
3:45-4:00 Set-up for Viva Brasil
4:00-5:15 Viva Brasil
5:15-5:30 Set-up for Timbalada
5:30-7:00 Timbalada
7:00-8:00 p.m Break -down of all Equipment and Clean up.
+See attached protocol procedures
*A printed program shall be distributed to all participants at the Plaza
EVENT PROCEDURES: (See Attached lay -out for positioning)
Close Montabello Way.
Santa Clara County Bus Transit System continue same deferred route for Music
In The Plaza, as established for the Farmers Market though 7:00 p.m..
To cut extra cleaning costs booths may place a fire retardant floor to keep the
street clean, as well as, care to dispose of any hot coals left from barbecues.
2 workmen shall pick up any litter continuously through -out event, and follow
Plaza clean-up procedures, as shall food booths.
Shops lining Montabello Way shall be notified as to all day closing of the street,
and with approval.
GTE
Post Office
Nine Lives
Le Boulanger
NOTE: Any booths, banners, etc. scheduled to be placed on Montabello Way
must delay setting up until 12:30 p.m. due to the end of the Farmers Market.
Booths shall be delivered Saturday afternoon to Rural Supply and then
transported to Set-up destination beginning at 12:30 p.m. Sunday.
Set-up Inside Plaza:
10:00 a.m.:
1. Stage
2. Canopy over stage.
3. *Banner attached to the back or to the side of the canopy shall
display only the words Mais Um Brasil, Torcida No 1, (see attached
copy), including any other banners at Plaza.
* The Banner is in no way commercial, nor does it advertise a commercial
product, we hope that this banner meets protocol requirements. If not
please advise.
4. Chairs for the Cupertino Symphonic Band, chairs for the dignitaries
shall be kept on the truck ready for set-up at 2:30.
5. Chairs for senior citizens. (25).
b. 3 Port -a -Pots, including one for the disabled, is scheduled to arrive
sometime between 10:00 & 11:00 a.m.
11:00 a.m.:
1. Sound Production Company, Lefty's Enterprises, shall begin set-up.
12:00 a.m.
1. Sound checks shall begin for Claudia Villela and Viva Brazil.
(Note: all sound checks must be completed by 1:00).
Set-up on Montabello Way:
12:30 p.m.
1. All Booths shall be moved into place.
2. Preparation should be completed in 1 hour.
Break -down:
7:00 p.m.
1. Timbalada will still be performing, there must be no cause for
distraction, No Break -down must occur before 7:00 p.m..
2. Break -down of booths & equipment (booths must be returned to Rural
Supply for Monday pick-up).
3. Break -down of stage, chairs and sound equipment.
4. Flag Poles shall be picked up by vender, holes covered and sod
replaced.
8:00 p.m.
1. Final check of Plaza and Montabello Way for cleanliness and clean
receptacles.
OFFICIAL FLAG RAISING CEREMONY PROTOCOL PROCEDURES:
Procedures:
1. Pole must be four to five times larger then the size of the flag.
Example: A 5x8 Flag = a 30 foot Pole; A 9x15 Flag = a 45 foot Pole.
The Flag Pole for the Flag Raising Ceremony at the Town Plaza shall be
30 Feet with a 5x8 Flag or a 20 feet with a 4x6 Flag
2. The Hag Poles must be situated 30 feet from the front of the stage so
that the two most important dignitaries are facing the two respective
flag poles.
3. The Flag of the visiting Country is always raised first.
The Visiting Country Flag is always to the Right of the Visiting Dignitary,
The Flag of the Host Country is always to the Left of the Host Dignitary.
Seating:
4. The most important Host dignitary is seated in the center of the stage,
while the most important Visiting Dignitary is seated to the Hosts Right,
The next most important dignatary is seated to the Hosts Left and this
procedure continues, Right, Left for each lessor Official.
Ceremony:
5. Master of Ceremony: "Ladies and gentleman good afternoon, we
welcome all participants, will you all please take your seats"
6. "We will now begin the ceremony, The Ambassador Paulo Tarfo Flecha
de Lima will now raise the Flag." (when the Ambassador has taken hold
of the flag the Music shall begin to play the National Anthem and
Claudia will sing.)
7. The same procedure shall commence for the raising of the American,
"The Mayor of Los Gatos Randy Attaway shall now raise the American
Flag" Etc.
8. The first speech shall be from the Ambassador, followed by the
Federation President and etc.. The Host Dignitary (Mayor) is always last
to speak.