Staff Report
PREPARED BY: CHRISTINA HILL
Events & Marketing Specialist
Reviewed by: Town Manager, Assistant Town Manager, Economic Vitality Manager, Town Attorney, and
Finance Director
110 E. Main Street Los Gatos, CA 95030 ● 408-354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
TOWN COUNCIL REPORT
MEETING DATE: 12/19/2017
ITEM NO: 16
DATE: DECEMBER 11, 2017
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGER
SUBJECT: AUTHORIZE THE TOWN MANAGER TO SEEK PROPOSALS TO PRODUCE AND
MANAGE THE PARK SUMMER CONCERT SERIES HELD ON THE LOS GATOS
CIVIC CENTER LAWN EACH JUNE THROUGH AUGUST
RECOMMENDATION:
Authorize the Town Manager to seek proposals to produce and manage the park summer
concert series held on the Los Gatos Civic Center lawn each June through August.
BACKGROUND:
Since 1988, Music in the Park (MIP) has been a free public summer concert series held on
Sunday afternoons from June through August on the Los Gatos Civic Center lawn .
Prior to 2016, MIP was managed by the Town’s Arts and Culture Commission, and then
contracted through Los Gatos Music and Arts (LGM&A). In 2015, LGM&A notified the Town
that they would not be seeking to enter into a new agreement to manage and administer MIP.
In December 2015, the Town Council reviewed and discussed options regarding MIP and issued
a Request for Proposal (RFP) for the production, management and coordination of MIP. In
January 2016, the Town Council reviewed the two proposals that were submitted and selected
Los Gatos Music in the Park (LGMIP) to produce, manage and promote MIP with a contract valid
through September 30, 2017.
PAGE 2 OF 3
SUBJECT: MUSIC IN THE PARK CONCERT SERIES FOR 2018 AND 2019
DECEMBER 11, 2017
BACKGROUND (cont’d):
Following the final concert in September 2017, staff contacted LGMIP to set up a meeting to
debrief the series and discuss a prospective contract for future years. A meeting was finally
held with LGMIP in November. Representatives from LGMIP and the Town met to debrief the
2017 MIP Summer Concert Series and discuss the proposed terms and changes for a new
agreement with LGMIP to continue managing the MIP Summer Concert Series through
September 30, 2019. The primary sticking points in the negotiations were that LGMIP
requested an additional grant of $5,000 to pay for security and the Town’s requirement to
prohibit alcohol in the Council Chamber Lobby area.
At its December 5, 2017 meeting, the Council authorized the Town Manager to enter into
another contract with LGMIP for two years under the same terms and conditions as the last
contract. The Council voted to deny LGMIP the additional funds requested until the annual
grant funding hearing date, and upheld the Town’s Facilities Policy to prohibit alcohol in the
Council Chamber Lobby area.
On December 7, 2017, the Town received a letter from LGMIP stating that they would not be
managing the MIP Summer Concert Series. In a subsequent conversation with LGMIP, they
confirmed that even if the Town Council reconsidered their decision and granted LGMIP their
request for an additional $5,000 and allowed alcohol in the Chamber Lobby, LGMIP was still not
interested in managing the MIP Summer Concert Series.
DISCUSSION:
Recognizing the social, cultural, and economic value that MIP brings to the Town of Los Gatos,
staff recommends that Council discuss options for how this event might continue in the future.
The following questions may assist with the discussion:
1. What is the role of the Town in the management and coordination of MIP?
2. What resources, if any, should be invested in MIP beyond the current budgeted amount
of $6,000?
If the Council would like to be involved in the MIP events, two options the Council may consider
are:
a. Issue a Request for Proposal (Attachment 1) for the production, management and
coordination of MIP. This option was successful two years ago and is staff’s
recommended course of action at this time.
b. Produce, manage and coordinate MIP with Town staff and resources . The Town’s Arts
and Culture Commission did at one time manage the concert series. However, the costs
would potentially exceed $50,000 and because of current workloads would require
tradeoffs
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SUBJECT: MUSIC IN THE PARK CONCERT SERIES FOR 2018 AND 2019
DECEMBER 11, 2017
DISCUSSION (Continued):
with other work plan items. If the Council chooses this option, staff would need
additional time to analyze the necessary budget and workload implications.
CONCLUSION:
Authorize the Town Manager to issue the attached Request For Proposal seeking proposals for
an individual or individuals to produce and manage all aspects of a weekly Music in the Park
Summer Concert Series held on the Los Gatos Civic Center lawn each June through August.
COORDINATION:
This report was coordinated with the Town Manager’s and Town Attorney’s Offices.
FISCAL IMPACT:
Additional financial impacts may result depending on the option selected by the Town Council.
Staff will conduct a full analysis of costs, if any, pending the direction of the Town Council.
ENVIRONMENTAL ASSESSMENT:
This is not a project defined under CEQA, and no further action is required.
Attachment:
1. Request For Proposal