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Staff Report•M a sit COUNCIL AGENDA REPORT DATE: JANUARY 14, 2016 TO: MAYOR AND TOWN COUNCIL FROM: LAUREL PREVETTI, TOWN MANAGER V, MEETING DATE: 01/19/16 ITEM NO: 12— V , Z SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER CONCERT SERIES PROPOSALS RECOMMENDATION: Provide direction regarding the 2016 Music in the Park Summer Concert Series proposals. 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. On December 15, 2015, the Town Council reviewed and discussed options regarding the 2016 MIP Summer Concert Series, and directed staff to request interested entities to submit proposals for the production management and coordination of MIP or any other kind of event without a Request for Proposal (RFP). DISCUSSION: Per Council's direction, information requesting interested entities to submit a letter of interest for the MIP Summer Concert series was communicated through the Town of Los Gatos website, pushed out in PREPARED BY: CHRISTINA GILMORE 090 Assistant To The Town Manager Reviewed by: Town Manager Town Attorney N:\MGR\AdrrunWorkFiles\2016Council Reports\01-19Wusic in We Park Proposals Report 011916.doc PAGE 2 MAYOR AND TOWN COUNCIL SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER CONCERT SERIES PROPOSALS JANUARY 14, 2016 DISCUSSION (cont'd): the weekly What's New email newsletter, and published in the Los Gatos Weekly. To ensure that the letters of interest included sufficient details for Town Council review and consideration, staff requested the following information: • Background and/or biographical information about the organization or entity (e.g. history of the company, types of events previously produced, principal owner's background, etc.) • Proposed dates and the number of concerts to be produced • A detailed description of the type of events proposed • Cost estimates, and proposed locations for where the events would be held As of January 13, 2016, the Town has received two proposals. Attachment I includes the proposal from Bliss Point Productions, LLC. Attachment 2 includes the proposal from the Los Gatos Music in the Park Exploratory Committee. Both proposals are for the production, management and coordination of the Music in the Park Summer Concert Series. Attachment 3 includes communication received from the New Museum of Los Gatos (MUMU) expressing their interest in being included as a stakeholder in the planning for how to proceed with the summer concert series, however, the NUMU Board currently does not have the bandwidth to manage the concert series on their own. Recognizing the Council's desire for the MIP summer concert series to continue in 2016, and to ensure that any new entity or organization has the ability to execute the events in a timely manner, staff recommends that Council review and discuss the two proposals received. The following criteria may assist with the discussion: 1. The ability of the organization to effectively produce, manage and coordinate a successful summer concert series. 2. Consideration of past experience in producing, managing and coordinating similar events. 3. Consideration of proposed costs and Town resources requested. If the goal is to have a summer 2016 concert series, direction should be provided regarding which organization staff should negotiate a contract with. A contract can be prepared for consideration at the February 2, 2016 Town Council meeting assuming the parties reach an agreement. CONCLUSION: Staff recommends that the Council discuss and provide direction regarding the Music in the Park Summer Concert Series proposals. PAGE 3 MAYOR AND TOWN COUNCIL SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER CONCERT SERIES PROPOSALS JANUARY 14, 2016 ALTERNATIVES: Alternatives to the recommendation provided above include: 1. Explore other alternatives free summer events to replace Music in the Park. 2. Provide other direction. COORDINATION: This report was coordinated with the Town Manager's Office and the Finance Department. FISCAL IMPACT: If one of the proposals is of interest to the Town Council, one-time FY 14/15 year end monies are available to be included as a mid -year budget adjustment to support the Music in the Park summer concert series. ENVIRONMENTAL ASSESSMENT: This is not a project defined under CEQA, and no further action is required. Attachments: 1. Proposal from Bliss Point Productions, LLC 2. Proposal from the Los Gatos Music in the Park Exploratory Committee 3. Email communication from Lisa Coscino, Executive Director, New Museum Los Gatos 4. Public communication received through 11:00 a.m. Thursday, January 14, 2016 Created By Neal Turley Music in the Bliss Point Productions, LLC. Park 2016 TOWRIVED N OF LOS GATOS Summer Concert Series JAN 12 2016 Live music, community and family CLUX DZPAATMENT Location: Civic Center Lawn When: Sunday afternoons 4-6 pm June to August since 1988. Proposed events My experience with the music in the park events is that they are an open, relaxed atmosphere where residents can bring lawn chairs and picnic baskets. People are not forced to purchase food and beverage from vendors, there are no fences or security guards. While there is always room for improvement and growth, I do not see a need to change the summer concert series. If Bliss Point Productions were chosen to produce the music series in 2016, the events would remain as they have been in the past. Bliss Point would be open to suggestions on how to improve the experience for the community while working towards making the events financially self-sustaining. The goal would be to design the events to a scale of 3-5000 audience members. Decisions regarding talent and production would reflect this goal. An event of 3-5000 attendees is an appropriate scale for community development and interaction. Choosing talent will have two primary goals. The first is to choose talent that can capture your attention and make you feel comfortable enough to get up and dance. Secondly, the music should not be so overwhelming that it demands your full attention. We want the music to provide a comfortable ambiance while engaging in conversation with friends and family. The music should be entertaining but not the entire focal point of the event. Terry Hope has done a great job of bringing a combination of artists that play cover songs that offer familiarity and lively dancing. She has also brought us some cultural artists to broaden our perspectives. Bliss Point would like to work in conjunction with NUMU The New Museum to develop artist concepts for the concerts series. I believe we can work together to develop concepts for the events that will inspire the artists as well as provide some educational content for the audience. We will work as committee to develop out these ideas. For example, if the museum is hosting an exhibit on the work of Bob Dylan, we can work with the performers to perform a couple of Bob Dylan songs. The artists would also have the ability to play a their own original material. Ultimately, the goal will be to inspire the artists with a concept and give them the artistic freedom to entertain us. About Us: Bliss Point Productions ATTACHMENT 1 Created By Neal Turley Bliss Point Productions, LLC. Bliss Point Productions is an event production company based right here in Los Gatos, CA. We own mobile staging and professional audio equipment necessary for producing outdoor live music events. We have 20 years of experience in all aspects of events including sponsorship development, talent buying and onsite event execution. Past Event Experience: Previously I was a founding partner in Sustainable Waves — Solar Powered Sound and Staging. We produced large-scale music festivals and national tours including, outside lands Music Festival, Treasure Island Music Festival, SXSW, Olympic Trials, Robert Plant, Patty Griffin, The Flaming Lips, Cage the Elephant, Ziggy Marley, etc. Current Events: 3 years ago, I simplified my business to focus on small-scale community events. We now participate in small-scale music events, corporate hospitality and artist development. Local events we work on include CB Hangman's Claws for a Cause, St. Patty's Day Celebrations, San Jose Jazz Festival, Redwood Mountain Faire, SoFA Street Fair, AMT Park. Corporate Clients/Partners: General Electric, PG&E, Barracuda Networks, Pure Storage, Sierra Nevada Brewing Company, Lagunitas Brewing Company, New Belgium Brewing Company. As a resident of Los Gatos and a patron of music in the park, it would be an honor to be produce the events and contribute to the community here in Los Gatos Budget Historically, this concert series has operated on a budget of $80,000 per year. Bliss Point Productions is proposing that the City of Los Gatos to fund the production costs of the (8) events of the 2016 music series. These costs are estimated at a total of $30,000 in 2016. These dollars will be used for costs associated with the stage, sound system sound, sound engineers, and waste management. Bliss Point will work to raise the other $50,000 necessary from sponsors to coordinate, manage and book talent for the music series. Over the next two years the city would reduce it's financial contribution by $10,000 each year until the events is financially stable in 2019. This model gives Bliss Point the necessary time to develop relationships with sponsors and demonstrate the value of the concert series to the community. If Bliss Created By Neal Turley Bliss Point Productions, LLC. Point does not deliver on ifs responsibilities each year, the contract would be open for other vendors. Timeline January 2016 — Submit proposal February 2016 Approval or denial of proposed Music Series March -May 2016 — Talent booking and development of collateral materials June -Aug 2016 Execute Music Series October— Annual review of Music Series Contact information Bliss Point Productions, LLC Neal Turley (512) 917-3907 whoisizuvgrandC@gmaii.com www.blissl2ointl2roductions.com The Bliss Point is the place within us that makes us feel alive and connected. Afteryears of producing events we have found the elements that create memorable life experiences. That balance between quality, taste, and presence that is the perfect recipe for social Interaction." Neal Turley founder Bliss Point Productions RECEIVED TOWN OF LOS GATOS JAN 14 2016 Memo CLERK DEPARTMENT To: Los Gatos Mayor and Town Council From: Los Gatos Music in the Park Exploratory Committee Date: January 14`', 2016 Subject: Proposal for Music in the Park Introduction The goal of the Los Gatos MIP Exploratory Committee is to continue and expand the 28 -year tradition of bringing free weekly music concerts to the citizens of Los Gatos and surrounding communities. In addition to providing a family -friendly experience, MIP brings thousands of customers to the town, providing economic stimulus and vitality. We have a close working relationship with the team that has produced MIP in the past. Working together will insure the continuity of this wonderful music series, including retaining the series name (Music in the Park) and transfer of the existing website. We are also in ongoing discussion with the Los Gatos Community Foundation to add the Park Dance (at Oak Meadow Park) to the program, thus integrating and streamlining these two valuable events and simplifying the process. To accomplish these goals, we have assembled a team of motivated local professionals with excellent event management and marketing experience along with knowledge of the local music industry and a strong pulse on Los Gatos and Music in the Park attendees. MIP Exploratory Committee Our committee has close ties to the community, and a good working relationship with the previous MIP team including Teri Hope, Jonathan Knowles, Michael Silva, and Elizabeth Riegel and their cooperation will provide a smooth transition and continuity for future events. This close relationship will allow the transfer of the valuable knowledge and legacy experience of logistics, sponsors, and the know-how required to make MIP successful. Ron Simner, a Saratoga resident, has enjoyed the concerts in Los Gatos for many years and formed the Exploratory Committee when he learned that MIP may be discontinued. His team has relevant experience, motivation and determination and can produce these events at a level of quality that residents and visitors have come to expect. Scott Canali is an avid music and arts activist and supporter in the South Bay. He joined with Paul Kent and Sharon Childs to produce and run the Los Gatos Park Dance in 2015 and brought in KCAT TV Los Gatos to film and broadcasts the Los Gatos Park Dance. Scott has been a member of the Board of Directors of Children's Musical Theater San Jose (one of the leading youth theater organizations in the country, with a $2.5 million annual budget) for 15 years, including several years on the Board Executive ATTACHMENT Committee. Scott is Marketing Executive who has worked with many organizations (from large companies to small businesses) to make them more successful. His interest in MIP is to help continue the Los Gatos community spirit and the fun that MIP brings. Paul Kent is a local champion of the Bay Area music scene. Having resided in Los Gatos since 1989, he has organized music events and performed with his popular Bay Area band The Houserockers at hundreds of civic, charitable, and public events over the past 17 years. He founded The Los Gatos Park Dance, working with the Los Gatos Community Foundation to create a local celebration of community each Labor Day weekend. He is a professional event manager having run the internationally renowned Macworld Expo series of events while a Senior Vice President at International Data Group. His interest in Music in the Park is to make sure the town where he lives continues its rich tradition of quality, family oriented community music events, and he offers his event management and music background and skills to help ensure a successful program. What We Will Provide Upon approval of this Proposal from the Town Council we will: • Begin operations as a functional organization including forming as a 5010 non profit • Commence with our fundraising plan • Procure contracts for infrastructure • Procure bands for each event and schedule the summer series; 10 MIP events and the Los Gatos Park Dance* (at Oak Meadow Park on 9/3/16) • Work to create a written agreement that lays out our responsibilities, those of the town, and streamlines town requirements What We Will Need from the Town • Approval of this Proposal by February 2nd, 2016 • A one-year agreement with automatic extension contingent upon successful performance • Our agreement would affirm the town will provide for the 11 event series*: A one-time fee ($650) for permits for the entire 11 event series Security for each event Use of the Council chambers for bands as a staging room — we will provide security to keep the public out Waste Management Garbage and Recycling Services $6000 in grant money Use of the Stage, including setup and tear down Use of the parking spaces along Main Street adjacent to the civic center lawn, one row of parking from the library parking lot and civic center back and side parking lots for band staging Adequate electricity and lighting Summary The Los Gatos MIP Exploratory Committee is a volunteer organization comprised of concerned citizens dedicated to continuing and expanding the 28 -year tradition of providing fun, free music concerts to Los Gatos. We are extremely pleased to work with the town and especially with past producers of MIP including Teri Hope and Jonathan Knowles, to ensure the continuity of this music series. We have already received early enthusiasm from sponsors. We have also begun networking with bands and feel we will be able to book the series with quality acts very quickly upon approval of this proposal by the Town Council. If given rapid approval of this Plan no later than February 1, 2016, we are confident that upon that we will produce an excellent Music in the Park 2016 series. (In past years, planning for MIP began in October. Given the late start, it is essential that we receive approval from the Town no later than February 2nd). Sincerely, Ron Simner Scott Canali Paul Kent * Assumes agreement with the Los Gatos Community Foundation for the Park Dance to be produced by Los Gatos Music in the Park From: lisa coscino <lisa.v.coscino@gmail.com> Sent: Wednesday, January 13, 20161:51 PM To: Christina Gilmore Cc: Barney Davidge:jdj@janofflaw.com Subject MIP hi christina, hope this note finds you well - happily heading into the new year! as you know, the NUMU board met last night and how to proceed with MIP was on our agenda. the board voted to proceed in this way: NUMU would be happy to participate in MIP by being on the committee of stakeholders, interested parties and town staff that is tasked with deciding how to proceed with the goal of being involved at some point in the future. board member jell janoff has volunteered to be on this committee. at this time we do not feel that we have the bandwidth to take over management of the program, especially at this slightly less than ideal date. we would be interested in utilizing the lawn/stage this summer for a couple programs that would extend our museum programming into the community. can you let me know how to proceed with the town for permission to use the space for a concert this summer that was sponsored by NUMU? thanks christina! Lisa Coscino Executive Director NEW MUSEUM ' Engaging community at the intersection of art, history and education through innovative, locally connected and globally relevant exhibits, programs and experiences. 408.354.26461 www.NUMUlosgatos.org ATTACHMENT 3 Subject FW: Music in the Park and RFP From: John McCool Dohn_mccool@me.comj Sent: Tuesday, December 22, 2015 8:32 PM To:BSpector Cc: Steven Leonardis; Rob Rennie Subject: Music in the Park and RFP Mayor Spector, I watched this evenings town council meeting regarding Music in the Park and the side discussion regarding Jazz in the Plaza with great interest. As a resident of Los Gatos, I have enjoyed both of these programs over the years. While I support the council's decision to move quickly to keep music in the park this summer, Mr. Leonardis' comments regarding the need for an RFP process for both events made a ton of sense. I believe council did not adequately consider the points made. The town contributes significantly to these events through direct support and indirect maintenance. In return, the town should provide oversight and management of the volunteer organizations associated with these events to assure continuity and a high quality of service. I would also like to comment directly on Mr. Rennie's point that Jazz in the Plaza should not be considered as part of the RFP process implying these were not connected. I completely disagree. The volunteer organization has effectively decided for the town which event will be moving forward and where it will be hosted. While I deeply appreciate the efforts of this organization over the many years, the decision on hosting two music festivals all summer should come with input from the town with oversight from the council. I would encourage the town to begin an RFP process for the 2017 season as part of the council's agenda Thanks, John McCool