1997-126-Adopting Music In The Plaza GuidelinesRESOLUTION 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 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 Community Services Department and Arts Commission 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 successful production of the Music in the Plaza Program is largely
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 Community Services
Department and Arts Commission, to include financial, contractual, 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 17th day of November, 1997, by the following vote:
COUNCIL MEMBERS:
AYES: Randy Attaway, Joanne Benjamin, Steven Blanton, Jan Hutchins,
Mayor Linda Lubeck
NAYES: None
ABSENT: None
ABSTAIN: None
SIGNED: / r� ai
Mf,YOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
CLERK OF THE TOWN OF LOS TOS
LOS GATOS, CALIFORNIA
N: \CSM ARBAR.4\NIP97.RES
TOWN OF LOS GATOS
4 MUSIC IN THE PLAZA GUIDELINES 4
L PURPOSE
EXHIBIT A
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 Plaza
(MIP) summer concert series.
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 I st.
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. Source of revenue for
each concert series shall be community contributions raised by the Arts Commission. If
community contributions are insufficient to fully fund the concert series, additional
general funds will be requested through the annual budget process as required to fully fund
the series.
3. Funds sufficient to cover all planned concert series expenses must be designated within
the Town Operating Budget before contracts with performers are executed.
4. No more than twelve (12) concerts shall be produced during any given season.
5. The Community Services Department shall coordinate MIP and provide appropriate
services listed herein as "Town Responsibilities," including those relating to a special July
4th concert if such a concert is planned.
6. The Town of Los Gatos Arts Commission shall raise funds for MIP from community
businesses and residents and provide all appropriate services listed herein as "Arts
Commission" responsibilities, including those relating to a special July 4th concert if such
a concert is planned.
Together, the Community Services Department and 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. 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 Plaza:
I.
GENERAL
a. Provide use of Town Plaza Park from 5:00 p.m. to 7:00 p.m. for a maximum of twelve (12) Sunday concerts, held
from June through August. 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 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 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 employees (2) retained. As temporary employees, the stage crew will be
covered under the Town's liability insurance and workers compensation program.
e. Create Check List and Time Table for accomplishing MIP functions; distribute to Arts Commission.
f Prepare schedule of concerts and performers (once determined by Arts Commission); prepare MIP Calendar for
reference and distribution to PFM, Town Staff, and other vendors (Sound Technician) as appropriate.
g. Work with the Arts Commission to use volunteers where practical in the production of MIP; ensure that all
appropriate volunteer enrollment requirements are met.
h. Maintain MIP records, files and related correspondence; maintain MIP Procedures Manual.
i. Clip and collect press releases, advertisements, and other MIP announcements appearing in The Weekly Times.
j. Prepare Survey Forms for completion by MIP audience; route to Commission for distribution at one or more
concerts; review survey comments and prepare summary for Arts Commission and others.
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; request Arts Commissioners attend presentation.
d. Prepare list of all Major Sponsors, including contact names,
addresses, and phone numbers.
e. Prepare and mail letters of "thanks" to all MIP contributors (including Major Sponsors); distribute MIP pins
(bronze, silver, and gold) to contributors as appropriate.
1
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 /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; provide Technician with names /phone numbers of musicians;
forward final version of MIP Calendar to Technician so s/he may communicate /coordinate with 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. Receive donations and invoices for MIP at the following address: Music in the Plaza, c/o Town of Los Gatos,
Finance Department, P,O. Box 949, Los Gatos, CA 95031.
b. Prepare and monitor annual MIP budget.
c. Record revenue, expense, and deposit account activity.
d. Prepare periodic revenue and expense reports for distribution to the Arts Commission.
e. Coordinate and approve distribution of payments to performers, Sound System Technician, PFM, and other
vendors.
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 Arts Commission.
2
5. PRODUCTION OF POSTERS AND PROGRAMS
a. Coordinate production of MIP posters, programs, and postcards.
b. Develop artistic theme and/or MIP logo for posters, programs, and postcards (in conjunction with Arts
Commission).
c. Consider alternatives for poster /program/postcard design and production (i.e., launch contest to obtain artwork
and generate interest in MIP; obtain donated services, including artwork, from graphic artists; obtain bids from
graphic artists interested in producing MIP posters and programs).
d. Negotiate fees and retain services of graphic artist, as applicable; review preliminary design work with Arts
Commission.
e. Determine appropriate method for producing posters, programs, and postcards (printing vs. photocopying);
explore cost alternatives.
f. Make appropriate paper (color, grade, size, quantity) selections; purchase papers as appropriate.
g. Carefully proof -read and edit all program materials; ensure that all Major Sponsors and contributors are
acknowledged in the program (with correct spellings).
h. Coordinate distribution of posters and programs with Arts Commission.
i. Coordinate mailing of MIP postcards; maintain MIP mailing list.
& INSERTS
a. Coordinate production of weekly 'Program Inserts" highlighting Major Sponsors and performers.
b. With help of the Arts Commission, 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. Ensure appropriate number of Inserts are photocopied each week.
e. Route weekly Inserts to Arts Commission for distribution to Major Sponsor(s) and at concerts.
III. TOWN OF LOS GATOS ARTS COMMISSION RESPONSIBILITIES
The Arts Commission shall provide the following services contingent upon funding sufficient to cover concert expenses
as described above.
I.
GENERAL
a. Adhere to MIP Check List and Time Table created by Staff in accomplishing MIP tasks.
b. Implement appropriate fundraising strategies to ensure that MIP is funded from community contributions to every
extent possible (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, direct communications with Major
Sponsors, mail campaign to Town businesses and residents (prior year contributors), solicitation at Farmers
Market, special event(s), etc.
c. Organize and secure all required equipment and materials not already secured by the Town (i.e., special items
required for July 4th concert). Notify potential vendors of Town Business License and insurance requirements.
d. 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).
e. Assist in obtaining donated materials and services.
f. Select Commissioner to "emcee" at each MIP concert.
g. Attend MIP concerts.
h. Monitor concert attendance and report weekly attendance estimates to Staff.
2.
CALL FOR ENTRIES
a. Determine and publish "Call- for - Entry" Schedule; advise Community Services Department of Schedule.
b. Receive and review applications and promo packets.
c. Meet as Commission to select musiciansiperformers, 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 route to Staff (materials
are used to compile "performer profiles" printed on Program Inserts).
3.
ADVERTISING
a. Determine and implement appropriate advertising strategies; discuss strategies with Staff prior to implementation.
b. Determine costs associated with paid advertisements.
c. Coordinate publication of complete MIP Schedule in Los Gatos Weekly Times.
d. Prepare and issue appropriate press releases (to Weekly Times l.
e. Coordinate implementation of free advertising in Weekly Times as appropriate (i.e., Community Bulletin Board
sponsored jointly by Upstream Flyfishing and Los Gatos Weekly Timesl.
4.
POSTERS, PROGRAMS, AND INSERTS
a. Assist Staff in developing artistic theme and/or logo for MIP posters, programs, and postcards.
b. Obtain logos, business cards and other promotional materials from Major Sponsors; route to Staff.
c. Assist with distribution of MIP Posters to Major Sponsors and other local businesses.
d. Distribute "Inserts" to Major Sponsors five to seven days prior to each concert as appropriate.
e. Distribute Programs, Inserts, and Survey Forms (as applicable) at MIP concerts.
f Assist Staff in compiling and updating MIP postcard mailing list.
5.
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, as
appropriate.
d. Receive ideas and suggestions for program improvements or modifications in writing (all written comments
submitted to the Arts Commission shall be considered by Staff and the Commission; however, the agreement of
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Staff and Commission members in implementing program improvements or modifications shall prevail).
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October 28, 1997