1996-157-Adopting Music In The Plaza GuidelinesRESOLUTION 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:
VICE MAYOR OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
ATTEST:
r
CLERK OF THE TOWN OF LOS GATOS
LOS GATOS, CALIFORNIA
TOWN OF LOS GATOS
A MUSIC IN THE PLAZA GUIDELINES 4
I. PURPOSE
Exhibit A
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 with 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
All funds intended for the first concert series must be received in the MIP Deposit Account
by 5:00 p.m., April 1 st, 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).
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.
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.
E 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 final 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 final 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 (Can'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.
a. Implement appropriate fundraising strategies (fundraising activities requiring an investment of over $200.00 must
1GENERAL
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 Timesl.
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 is 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.
CS D29:a: \artscomm \mipguide.967
4
December 2, 1996
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