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HomeMy WebLinkAbout06 - NB-2 - Staff Time Request for Summer Concert - 4/20/2010CITY COUNCIL AGENDA REPORT MEETING DATE: APRIL 20, 2010 ITEM NUMBER: SUBJECT: STAFF TIME REQUEST FOR SUMMER CONCERT SEASON PLANNING DATE: MARCH 16, 2010 FROM: ADMINISTRATIVE SERVICES/RECREATION DIVISION PRESENTATION BY: WILLIAM TURPIT, PRESIDENT, COSTA MESA COMMUNITY FOUNDATION AND JANA M. RANSOM, RECREATION MANAGER FOR FURTHER INFORMATION CONTACT: JANA M. RANSOM AT (714) 754-5654 RECOMMENDATION In response to an offer by the Costa Mesa Community Foundation to fund two concerts and solicit funding for two additional concerts for the Summer 2010 season, it is requested that City Council: 1. Approve up to ten (10) hours of City staff time to work with the Costa Mesa Community Foundation Board of Directors to plan up to four concerts to be held at Fairview Park July, 2010. 2. Approve up to an additional forty (40) hours of City staff time to administer the 2010 Concert Series should the Costa Mesa Community Foundation secure donated funds to cover the direct costs. 3. Authorize the Administrative Services Director to approve up to four contracts with Reality Entertainment not to exceed $7,000 total to provide bands and sound services for up to four concerts if funding is secured by the Costa Mesa Community Foundation sufficient to cover the full direct costs of the concerts (Attachment 1). BACKGROUND Last year, Council eliminated general fund support for the 2009 Summer Concert season. The Costa Mesa Community Foundation (CMCF) requested the opportunity to raise funds sufficient to cover the City's direct costs for the 2009 season. Full time staff was authorized by City Council to cover planning and venue management. Direct costs totaling $10,000 were charged to the City budget and CMCF was then invoiced for all direct cost expenditures not including full- time staff hours. Full time staff hours expended in connection with the 2009 concerts was approximately 80 hours. CMCF covered the cost of part time staff. ANALYSIS The Costa Mesa Community Foundation Board of Directors has voted (see Attachment 2) to sponsor two concerts and to initiate efforts to raise funds for an additional two concerts in the 2010 Summer Concert season at Fairview Park this July. Ten (10) full time staff hours are needed to begin the preliminary planning for the concerts in anticipation of the CMCF being successful in their fund raising efforts. There currently is no General Fund budget allocation for the 2010 Summer Concerts nor authorization to expend staff resources for planning in the expectation that CMCF or any other entity are able to provide funds to cover the costs. The additional forty (40) full time staff hours will not be expended until, and if, the CMCF secures sufficient funding commitments to cover the direct costs of up to four concerts. The Community Foundation will inform the City Manager of their intention and ability to fund up to four community concerts by May 21, 2010. To reduce the amount of full time staff needed to plan and implement concerts, staff recommends that a promoter be retained to secure the bands and provide sound services for the concerts. The cost of the promoter is included in the costs CMCF has agreed to fund. Using a promoter to contract with the bands relieves staff of many responsibilities both in advance of the concerts and on the actual days concerts are held. Reality Entertainment is a promoter that works with many cities and has an established reputation in the community concert industry. The promoter's staff will secure bands according to the genre of music desired and will guarantee the band will play appropriate family-oriented music, that the band will be on time, that the band will perform the full amount of time contracted for and will follow City rules and conditions. As the City is currently licensed by only one music industry catalog, ASCAP, all music performed by the bands must be chosen from that catalog. If music performed at a City concert is found to be in another company's catalog (such as BMI or SESAC), the City could be fined. The promoter will be responsible for assuring that all music performed is ASCAP licensed. Reality Entertainment would also provide the sound system, technician, and staff for each concert to make sure that all elements agreed upon are provided. The Agreement with Reality Entertainment is for a maximum $7,000, or $1,750 per concert, to provide bands and sound for up to four concerts this Summer on July 6, 13, 20 and 27, 2010 from 6:15 - 7:45 p.m. at Fairview Park. Final compensation is dependent upon funds raised by CMCF. A suggestion has been received by staff that the City considers using community bands that would perform at the concerts for no payment. This would reduce the amount of funding that CMCF would have to raise. However, the commitment of full time staff hours would increase under this alternative by an additional 20 hours to initiate call -out, review, and negotiate no -fee contracts with potential bands. A cost comparison and procedure is provided as Attachment 3 should Council wish to explore this alternative further. FISCAL REVIEW There is no direct cost related to authorization of full time staff hours to begin planning for the concerts. The value of the 50 total hours of staff time requested is approximately $3,000. As Recreation Division full time staff will flex their schedules for hours spent managing the concerts, these hours will be regular and not overtime hours. ALTERNATIVES CONSIDERED Do not authorize staff to expend more than four hours of full time staff time to begin planning the concert season until Costa Mesa Community Foundation secures funding to cover concert costs. Authorize some other amount of full time staff time for the planning and implementation of the concert season. ■ Do not authorize any City staff involvement in Summer concerts. KA CONCLUSION The Costa Mesa Community Foundation is initiating efforts to raise sufficient funds to cover the direct costs to provide up to four concerts at Fairview Park this Summer. In order to have sufficient plans in place should the Community Foundation achieve their funding goal, staff requests authorization to expend up to ten (10) hours of staff time for the planning phase, and forty (40) hours of staff time for the implementation phase. JANA M. RANSOM STEPHEN N. MANDOKI Recreation Manager Director of Administrative Services ATTACHMENTS: 1 Reality Entertainment Sample Contract 2 Minutes of February 23, 2010 Costa Mesa Community Foundation Board Meeting 3 Cost Assessment for Free Bands DISTRIBUTION: William Turpit, CMCF President Lisa McPherson, Recreation Supervisor 3 ATTACHMENT 1 SAMPLE CONTRACT eai E NTE RTA I N M E NT o 6Droviding Entertainment frac A1! Occasions Michelle King 714 357 4400 P.O. Box 52075 Irvine, CA 92619 Fax: 714 533 4119 infoQzonereal ity.com zvnereality.cvm MEMBER BETTER BUSINESS BUREAU City of Costa Mesa Summer Concert in the Park Entertainment Contract #1 Event: Concert in the Park Venue: Fairview Park 2525 Placentia Ave. Costa Mesa, CA 92627 Talent Buyer: Lisa McPherson/Recreation Supervisor/City of Costa Mesa (714) 754-5322 Booking Agent: Michelle King/Reality Entertainment (714) 357-4400 Entertainment Details: Tuesday, July 6, 2010 6:15 PM -7:45 PM Setup @ 4:30 PM Entertainment: ALL entertainment provided by Reality Entertainment is family-oriented. Help (4 pc. Costumed Beatles Tribute Band): Band will play pre-recorded music on the 10 minute mid -show break. Logistics: 1. Band will provide own P/A & microphones. 2. City will please provide show wagon staging area, a band parking area (behind show wagon), a restroom and bottled water. 3. City will position the show wagon in an area that has a safe, flat surface in front of the band for people to dance. 4. City will provide generator and any necessary heavy-duty power cords required to run the generator. The band will only have standard -grade extension cords. 5. City will provide a designated booth area for the sale of band CD's. Michelle King will sell the CD's. 6. Complimentary talent coordination by Michelle King of Reality Entertainment. Timeline & Format: 1. 4:00 PM: Michelle King will arrive to review guidelines & details with Lisa McPherson 2. 4:30 PM (or earlier): Band arrival, setup, sound check & costume change. 3. 6:15 PM -7:00 PM: live music w/audience sing -along & dancing. 4. 7:00 PM -7:10 PM: break (costume change) Band will provide pre-recorded break music 5. 7:10 PM -7:45 PM: live music Total: $1,750 ATTACHMENT 1 SAMPLE CONTRACT Compensation: Please remit the full amount of $1,750 in the form of city check payable to Michelle King/Reality Entertainment. Check to be presented in person to Michelle King by Lisa McPherson (or her representative) at the event on 7/6/10. Signature Date Approval Clause: 1. The City of Costa Mesa has requested a hold on approval/signature of this contract until April 21, 2010. 2. As of April 21, 2010, Reality Entertainment will be notified of approval or denial. 3. If approved, please sign and fax the contract @ your earliest convenience to Michelle King @ FAX: (714) 533-4119. 4. The band is aware of the time frame, and is on hold pending notification. 5. An invoice will be provided in a separate document. 6. All music played must be in the ASCAP licensed catalog. 7. Each band member must sign a "Waiver and Release of Liability' before performing. 8. Either party may terminate this Agreement by submitting written notification to the other party at least ten (10) business days prior to the event date set forth above. Thank you for your business. ATTACHMENT 2 COSTA MESA COMMUNITY FOUNDATION MINUTES February 23, 2010 Costa Mesa City Hall, Conference Room 5A Board Members present: Bill Turpit, Tom Sutro, Gary Craig, Jeff Harlan, Karen Ursini, Steve Grant, Cindy Ronquillo, Councilmember Wendy Leece City Staff present: Lynda Jenkins, Jana Ransom, Lisa McPherson Board Members absent: Jeff Teller, Jennifer Christ, Tom Johnson President Turpit called the meeting to order at 4:34 pm. A quorum was present. Public Comment. There were no public comments. The minutes of the January 26, 2010 meeting were considered 6y the Action: To approve the minutes as submitted; moved by S ve Grant, *onded by Karen Ursini; carried unanimously. Jana Ransom (ReNQ eation Manager) and Lisa McPhers (Recreation Supervisor and Committee liais n) presented a draft pamphlet ith minor revisions. CMCF is being requested to s" ve as the fiscal agent t�DwDprcoved eive funds donated to the program, and disburse fu s for expenditures by the Cultural Arts Committee. Bill Turpit raise oncerns abo CM CF's tax status for certain activities. Tom Sutro suggested`t. City Council, to make administrati submitted the CMCF account info I set the sponsorship levels, not the sier for staff. Lisa McPherson has already an form. Action: To approve ;,se(onded on of a ccount (the Cultural Arts Committee); moved by Steve Gra by om Sutro; unanimously approved. IV. Youth Assistance Proem Fund Jana Ransom prese ed the proposed program, whi helps fund Costa Mesa youth who want participate in recreational program Previously, youth sports were free, an now are fee-based (approximately $40/chi . Valerie Torrelli has pledged $5 to the program as seed money. Jana envisions coalition of city staff, th ecreation and Parks Commission, and CMCF to admi ' ter the progr m, with CMCF assisting in developing program guidelines, es blishing an ac unt to accept donations, and marketing the program. Lynda Jenki offered to/ be the CMCF liaison with the city staff. Jana also provided an internal emo describing the program and submitted an account information form. ATTACHMENT 2 Action: To support the concept, look at program guidelines and structure with city staff, and bring the item back for an update at the next meeting; moved by Tom Sutro, seconded by Steve Grant; unanimously approved. V. Summer Concerts in the Park Lisa McPherson presented a timeline for coordinating and executing the concert series, tentatively scheduled for July 6, 13, 20, and 27, 2010 (the event's 10th year). Discussion covered music licensing, band selection, last year's donors, and budget. $14,000 would sponsor the entire concert series (one concert costs approximately $3,500), and agreements with the bands provide a 15 -day cancellation period for the city. Karen Ursini offered to work with Jennifer Christ to help market the event with the city. Jeff Harlan offered to help raise matching funds to support a full concert series. Action:To sponsor two concerts with CMCF funds, and support the 2010 concert series by soliciting financial pledges from donors by May 1, and receiving money by June 1; moved by Tom Sutro, seconded by Karen Ursini; unanimously approved. VI. Treasurer's Report Gary Craig reported cash in and cash out of the CMCF accounts. Action: To accept the report as presented; moved by Tom Sutro, seconded by Cindy Ronquillo; unanimously approved. VII. Committee Reports Brick Committee: Cindy Ronquillo reported that there will be a memorial for Sgt. Jack Campbell on March 10, hosted by the Freedom Committee, and asked if others wanted to attend (Karen Ursini and Lynda Jenkins will join Cindy). Cindy has talked to the Freedom Committee and they welcome our participation with the veterans' organization. The issue was raised about the cost of the brick being too expensive, especially for veterans, and a suggestion was made to offer a discount for the Freedom Committee. Action: To provide a reduced fee of $75/brick for Freedom Committee members; moved by Tom Sutro, seconded by Karen Ursini; unanimously approved. VIII. Old Business Community Run: Karen Ursini presented posters/flyers. Organizers are still looking for sponsors and event participants. There will be activities (bands, skate park) on April 23, the evening before the race. Newport Mesa Schools Foundation Awards Dinner: CMCF, in conjunction with the Community Run, provided three grants to Costa Mesa schools: leapsters for a kindergarten class at California Elementary (Kerri Borderon), cellos for the music program at Kaiser Elementary (Audrey Seidman), and stereo equipment ATTACHMENT 2 for a physical education/running program at College Park Elementary (Julie Smith). Mutt Mitts: Tom Sutro noted that he needs to work with Carol Proctor to make revisions to the K-9 program description. IX. New Business 2010 Authorized Signatures: Motion by Tom Sutro, seconded by Cindy Ronquillo, to approved Bill Turpit, Tom Sutro, Gary Craig and Colleen O'Donoghue as authorized signatories for purchasing documents for CMCF business; unanimously approved. Organizing for 2010 CMCF Success: Bill Turpit introduced documents for consideration by Board members to help us achieve the 2010 goals. Committee assignments were also made: Executive: Bill, Tom, Gary, Jeff Board Development: Bill, Karen, Gary Administrative: Tom, Gary Grants Program: Karen, Steve Veterans' Memorial Bricks: Cindy Marketing: Jeff, Tom Johnson, Gary Program and Events: Jennifer New Grant Application: A grant application was received by the Kiwanis for $1,350 for Kelly's Closet, which provides clothes and supplies for children in poverty. Referred to the Grants Committee for consideration. Costa Mesa Chamber of Commerce Scholarships: The Chamber submitted a request for CMCF to sponsor student scholarships at the May 14, 2010 Les Miller Student Awards Breakfast. Referred to Grants Committee for consideration, with a proposed recommendation by the next board meeting. X. Director Comments Jeff Harlan suggested an event opportunity to work with the Cultural Arts Committee. He offered to e-mail an article which explains a unique concept to promote and commission local art. Next Meeting: March 23, 2010 Adjournment: 6:35 pm Submitted by Jeff Harlan ATTACHMENT 3 Free Bands Option RECOMMENDATION One band per concert Bands must comply with the following conditions for each concert: ■ Provide their instruments ■ Be responsible for set-up and tear -down of their equipment ■ Sign a no fee contract and liability release ■ Guarantee in writing - ASCAP music only, no original music ■ Guarantee in writing - no drinking, no smoking, no foul language (speaking or in lyrics) ■ Provide two references ■ Perform two, 40 -minute sets ■ Agree to be on-site, set up, sound checked and ready to play by 6:00 p.m. (6:15 p.m down by 8:15/30 p.m. start) and tear - The City agrees to provide a generator, stage, sound system and operator (at a cost of about $600 per concert) to be reimbursed by CMCF. FT and PT Recreation staff will still be needed for event set-up, parking, traffic control, and volunteer oversight. Restrooms must also be checked and re -stocked during the concerts. A "Kids Zone" with coloring, games, and face painting is also recommended and staffed with volunteers and 2 part time Recreation staff. Rangers and Police Explorers assisted with traffic and parking. PROCEDURES • Call for audition CD/tapes(publicity) open for 2 weeks • Costa Mesa bands (at least one member) will be given priority • The bands must play music in the following genres: tribute, rock'n'roll, surf, salsa-latin, swing -big band, or caribbean-reggae-steel (no original music) Staff time for reviewing and selecting one or more bands according to the above procedures could take up to 20 hours provided that the no -fee contracts need not go to the City Council for approval. COSTS Current proposal (using promoter) No -Fee Band proposal Band ] $1,750 Sound/tech $600 Dance floor $600 $600 Part Time staff $800 $800 Supplies $350 $350 TOTAL $3,500 $2,350 FT Staff Hours and Costs Planning 2 hrs Concerts 25 hrs 20 hrs 30 hrs* *Promoter replaces one FT staff at concerts Additional support includes Park Rangers (parking and traffic), Police Explorers (parking and traffic) and volunteers to assist with Kids Zone and clean up crew.