Desk Item1 I
1
COUNCIL AGENDA REPORT
DATE: JANUARY 19, 2016
TO: MAYOR AND TOWN COUNCIL
FROM: LAUREL PREVETTI, TOWN MANAGEkP
MEETING DATE: 01/19/16
ITEM NO: 12
DESK ITEM
SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER
CONCERT SERIES PROPOSALS
REMARKS:
After the initial staff report was distributed, staff received the following inquiries from Councilmembers
and the attached public comment regarding the 2016 Music in the Park (MIP) concert series proposals.
Question #1: What are the total estimated costs of the Town services requested in Proposal #2
over the course of the entire concert series?
Answer: Attachment 5 includes estimated costs for Town services requested in the proposal submitted
by the Los Gatos Music in the Park Exploratory Committee for Music in the Park and the Los Gatos
Park Dance events.
Question #2: Have the applicants been made aware that advertising/outreach for Music in the
Park is limited, generally, to the Los Gatos Area?
Answer: Staff discussed advertising strategies with each of the event proposers, and both entities have
emphasized their desire to not grow the events beyond the prior year's summer concert series (estimated
attendance has ranged from 2,000 -3,500 attendees, depending on the event). With Council direction,
criteria for limited regional advertising can be included in an agreement.
Question #3: Please provide information on the following items for each proposer:
a. Finding and acquiring the bands
b. Stage and equipment management
c. Ability to acquire sponsors (general fundraising)
PREPARED BY: CHRISTINA GILMORE04
Assistant to the Town Manager
Reviewed by: Assistant Town Manager 19�Town Attorney
N:\MGRWdminWorkFi1es\2016 Council Reports \01- 19\Desk hem Music in the Park 01.19.16.doc
PAGE 2
MAYOR AND TOWN COUNCIL
SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER
CONCERT SERIES PROPOSALS
JANUARY 19, 2016
REMARKS (cont'd):
d. Volunteer management
e. Marketing and publications
f. Management of the crowd and facility
g. Project management experience
h. Booking keeping experience
Answer: This information is best obtained by reference checks and staff was unable to conduct reference
checks for each proposer due to the limited time to prepare this Desk Item. However, pending Council
direction regarding the Music in the Park Summer Concert series, reference checks will be conducted
and included as a part of the February 2, 2016 staff report and draft agreement for Council review and
approval.
ADDITIONAL CONSIDERATIONS:
Staff is providing additional negotiation points below to assist with the Council's discussion and
consideration of each proposal:
• Should the Town pay any and all fees to the American Society of Composers, Authors and
Publishers (ASCAP), Broadcast Music Inc (BMI), and Society of European Stage Authors and
Composers (SESAC)?
• Should the event organizers pay one special event permit fee ($675 for a corporate entity and
$169 for non - profits) for the entire concert series or should they fee be paid per event?
• Should alcohol sales and/or third party distribution of alcohol be allowed at any of the summer
concert series events?
• Should porta - potties be allowed to remain in a designated location for the entire summer concert
series, or should they be removed each day after an event?
• Should event organizers be required to pay any additional costs for extra trash and recycling
containers?
• Should the Town allow for street closures and/or parking space closures (e.g. around the Civic
Center or Montebello Way)?
• Should the Town allow for event organizers to provide paid seating areas (e.g. VIP seating)
• Should the event organizers be responsible for the reconditioning of turf at the conclusion of the
summer concert series?
PAGE 3
MAYOR AND TOWN COUNCIL
SUBJECT: PROVIDE DIRECTION REGARDING THE 2016 MUSIC IN THE PARK SUMMER
CONCERT SERIES PROPOSALS
JANUARY 19, 2016
ADDITIONAL CONSIDERATIONS (cont'd):
• Should the event organizers be responsible for providing their own stage, tents, tables or other
equipment as it relates to the events?
ATTACHMENTS:
Attachments 1 -4 (Previously received with the Staff Report on January 15, 2016):
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
Attachments 5 -6 received with this Desk Item:
5. Estimated costs of Town Services requested in Proposal #2
6. Public communication received through 11:00 a.m. Tuesday, January 19, 2016
ESTIMATED TOWN OF LOS GATOS IN -KIND COSTS
FOR MUSIC IN THE PARK AND LOS GATOS PARK DANCE
Town Grant
$
6,000
Music Licensing Fees (ASCAP, BMI, SESAC)
$
1,391
Council Lobby Building Attendant (Estimate 8 hours x 10
$
190
events x $20.00 per hour)
$
1,600
Total Town Grant & Music Liscensing Fees
$
8,991
SPECIAL EVENT PERMIT (MUSIC IN THE PARK)
Permit Fee (Non- Profit)
Banner Fee
$
$
169
90
Total Special Event Fee
Is
259
ESTIMATE BASED ON 2015 OAK MEADOW PARK FEES (LOS GATOS PARK DANCE)
Special Park Use Permit Fee
$
95
Gazebo /Bandstand (11 hrs x $95)
$
1,045
Picnic Areas 6 & 9 (2 sites x $95 per site)
$
190
Vehicle Escort
$
75
Total Park Fees
$
1,405
ESTIMATE BASED ON 2015 PPW LABOR & EQUIPMENT FEES (LOS GATOS PARK DANCE)
Labor (5 Park Maintanence Workers)
$
1,830
Equipment (Generator, Flatbed Truck, Pickup Truck)
$
830
Other (1 Light Rental)
$
137
Total Permit & Park Fees
$
6,124
PARK SERVICE OFFICER
Park Service Officer (LG Park Dance) 8 hours total x
$85.07 per hour
$ 681
Park Service Officer (Music in the Park) 12 hours total x
$ 584
$85.07 per hour
$ 1,021
Total PSO
$ 1,701
POLICE COSTS
1 PD Staff Member (Parking control, Street Closure,
Security, Set -up & Take Down during a 4 hour special
event)
$ 584
Total PD Costs
$ 584
ESTIMATED TOWN COSTS I $ 19,064
ATTACHMENT 5
From: matt b <matthewbringuel @outlook.com>
Sent: Monday, January 18, 2016 11:53 AM
To: Christina Gilmore
Subject: Music in the Park
Follow Up Flag: Follow up
Flag Status: Flagged
Hello Christine
I would like to voice my support for the joint venture seeking to take over Music in the Park that is
represented By Ron Simner, Scott Canali and Paul Kent. I am a music supporter in the south Bay and
specifically the venues in Los Gatos I have personally Known Paul Kent thru his band the Houserockers of Los
Gatos for a number of years he has a wealth of Knowledge and respect in the music scene in the SF Bay Area
as well as many connections. Scott Canali is also a friend and is a highly motivated gentleman also with many
business connections in the Silicon Valley and one who also shares the passion for music in our area as
evidenced at last years park dance of which I was privileged to watch these too gentlemen step in and make a
huge success. I believe these two dynamic gentlemen along with Ron Simner will bring fantastic entertainment
to Los Gatos making the events the highlight of the south bay outdoor music scene and it is my sincere hope
that they will be selected to represent Los Gatos in the fashion it deserves with the amazing musical talent we
are surrounded with here for these wonderful events.
respectfully
Matthew Bringuel
ATTACHMENT 6