Staff Reportowx o MEETING DATE: 12/15/15
� .. ITEM NO: 9 COUNCIL AGENDA REPORT
DATE: DECEMBER 9, 2015
TO: MAYOR AND TOWN COUNCIL //%% _ /��
FROM: LAUREL PREVETTI, TOWN MANAGERV49L/e ((lam
SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER
CONCERT SERIES
RECOMMENDATION:
Provide direction regarding the 2016 Music in the Park Summer Concert Series.
BACKGROUND:
Music in the Park (MIP) is a series of free public concerts, which have been held on Sunday afternoons
from June through August on the Los Gatos Civic Center lawn since 1988. In 2009, the Town Council
approved a five year agreement for the management and coordination of MIP to be contracted to Los
Gatos Music and Arts (LGM &A). The agreement expired on September 30, 2014.
On May 19, 2015, the Town Council authorized the Town Manager to execute an amendment to the
agreement with LGM &A to continue the management and coordination of MIP through September 30,
2015. At the conclusion of the 2015 summer concert series, LGM &A notified the Town that they would
not be seeking to enter into a new multi -year agreement to manage and administer MIP, and beginning
in 2016 would focus solely on producing the Jazz on the Plazz concert series.
The annual Town contribution was $5,000; in addition the Town paid half of the music license fees of
approximately $1,400. The remaining balance of the Music in the Park deferred revenue is
approximately $6,410.
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?
PREPARED BY: CHRISTINA GILMORE t
Assistant to the Town Manager
Reviewed by:
Town Manager 0.Town Attorney _SL Finance
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER
CONCERT SERIES
DECEMBER 9, 2015
DISCUSSION (cont'd):
If the Council would like to be involved in the MIP events, or any other event, four options the Council
may consider include, and are not limited to:
a. Release a Request for Proposal for the production, management and coordination of MIP
or any other kind of event
b. Request interested entities to submit proposals for the production, management and
coordination of MIP or any other kind of event without a RFP
c. Choose a summer concert booking service to produce MIP
d. Produce, manage and coordinate MIP with Town staff and resources
Each option brings with it potential costs, tradeoffs with other work items, estimated time to get a new
organization on board (or a new agreement to Town Council), etc. These items would be explored
further depending upon Council direction.
CONCLUSION:
Staff recommends that the Council discuss and provide direction regarding the Music in the Park
Summer Concert Series.
ALTERNATIVES:
Alternatives to the recommendation provided above include:
1. Encourage LGM &A to find an entity to produce Music in the Park. Once identified and if the
concert series is proposed to continue on Town property, an agreement would be negotiated and
brought to Council for approval.
2. Explore alternative free summer events to replace Music in the Park.
3. Provide other direction.
COORDINATION:
This report was coordinated with the Town Manager's Office and the Finance Department.
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.