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HomeMy WebLinkAboutC31740A-D 2012 Summer Concert SeriesCITY OF PALM DESERT SPECIAL PROGRAMS DEPARTMENT STAFF REPORT REQUEST: Approval of the 2012 Summer Concert Series SUBMITTED BY: Frankie Riddle, Director of Special Programs DATE: April 12, 2012 CONTENTS: Standard Performing Arts Contract Recommendation By Minute Motion: 1. Approve the 2012 Summer Concert Series schedule; 2. Approve Contract No. C31740A with the Palm Desert High School Symphonic Band in the amount of $0.00; 3. Approve Contract No. C31740B with the band Nitro Express in the amount of $1,200; 4. Approve Contract No. C31740C with the band Southbound in the amount of $1,000; 5. Approve Contract No. C31740D with the band Vanity Fair in the amount of $2,000; 6. Approve expenditure with Studio Instrument Rentals (SIR) of Palm Springs for concert professional staff, instrumental equipment, sound, and/or lighting in conjunction with the concerts; 7. Approve five percent fee with Gigmasters online website for booking services of selected bands in the amount of $210.00; and 8. Authorize the Mayor to execute subject contracts. Funds are available in Account No. 110-4416-414-3061. Discussion Each year the City of Palm Desert produces a concert series which is free to the community. Approval of the schedule, performer contracts, and expenditure of funds for production services will allow staff to move forward with the planning and implementation stage in a timely manner. Staff is proposing to extend this year's concert series by one week to include a performance by the Palm Desert High School Band. Staff contacted Mr. Guy Lake to inquire about high school or other bands to perform at the City's Summer Concert Series. He confirmed that the Palm Desert High School Symphonic Band will perform selections from film scores including Music for a Darkened Theatre, Disney Movie Magic, and Pirates of the Caribbean. STAFF REPORT 2012 SUMMER CONCERT SERIES APRIL 12, 2012 PAGE 2 In addition, staff contacted the San Diego Navy Band to coordinate their performance in May; however, as of the writing of this staff report, confirmation was not obtained. Since staff is considering a fall concert series, budget allowing, the Navy Band could be contracted as part of that series. Outlined below is the proposed 2012 Summer Concert Series schedule including dates and designated performers: • Thursday, May 31, 2012, at 7:30 p.m. — Palm Desert High School Symphonic Band • Thursday, June 7, 2012, at 7:30 p.m. — Nitro Express (Country Music) • Thursday, June 14, 2012, at 7:30 p.m. — Southbound (Classic Rock) • Thursday, June 21, 2012, at 7:30 p.m. — Vanity Fair (Dance/Mixed Music) Following the series will be the Fourth of July concert and fireworks display. A sample performing arts contract is attached for City Council approval. The contract will be personalized for each band. Staff recommends City Council approval of the performing artists and proposed schedule, as well as the expenditure for professional services with Studio Instrument Rentals of Palm Springs and for Gigmasters five percent booking fee in the amount of $210.00. Note: Changes are being considered for the 2013 Summer Concert Series, which will be in - line with the proposed fall series of music OR movies, if funds allow. Potential changes to the summer concert series may include moving the concert day and time to either Friday evening, or Saturday morning/evening, as well as the time of year to March, April, or May. In addition, staff will determine if revamping the movie series would encourage more attendance vs. a fall concert series. Changes may include types of movies for viewing, time of year, day or night showing, etc. The movie series has not been offered for a few years due to low attendance and lack of interest in the past. Fiscal Analysis Funding for this event was included as part of the FY 2011/2012 Budget; therefore, there will be no additional impact to the General Fund, as funds are available in Account No. 110- 4416-414-3061. Submitted By: Franki Rid le Director o SDE Paul S. Gibson Director of Finance Programs n M. Wohlmuth Manager REGULAR PALM DESERT CITY COUNCIL MEETING APRIL 12, 2012 %IV. NEW BUSINESS B. REQUEST FOR APPROVAL OF THE 2012 SUMMER CONCERT SERIES SCHEDULE,_ PERFORMING ARTS CONTRACTS, AND EXPENDITURES. CITY COUNCIL APTION APPROVED DENTED RECEIVED OTHER �IFYI'►NC DATE 1 (U NOES, e- ABSENT: eA__ ARSTAIN: VERIFIED I3Y: • g��'sr?,rs «rl I'aIc a4k's Office * By Minute Motion, approved the recommendation, with the exception of Contract No. C31740A with Palm Desert High School, because it was unable to perform on the specified date. 4-0 (Kroonen ABSENT) Contract No. C PERFORMING ARTS AGREEMENT This Agreement is entered into this day of , by and between the CITY OF PALM DESERT, a California municipal corporation, hereinafter referred to as "CITY," and , hereinafter referred to as "ARTIST." RECITALS: 1. The CITY owns and operates the Palm Desert Hahn Amphitheater, an outdoor amphitheater located in the Palm Desert Civic Center (hereinafter "THEATER") 2. The CITY desires to engage the ARTIST to render a live performance at the THEATER of the nature set forth in Exhibit A attached hereto and incorporated herein by this reference (hereinafter "PERFORMANCE"). 3. The CITY desires the ARTIST to render PERFORMANCE on the dates and times described in Exhibit B attached hereto and incorporated herein by this reference. 4. The ARTIST is willing and able to render the PERFORMANCE on the desired dates and times in exchange for compensation by the CITY in the amount and on the payment schedule set forth in Exhibit C attached hereto and incorporated herein by this reference. TERMS AND CONDITIONS: In consideration of the foregoing recitals, the parties hereto agree as follows: 1. Performance The ARTIST agrees to render the PERFORMANCE to the best of its abilities on the dates and times prescribed by Exhibit B. The ARTIST shall not perform under Contract No. C the influence of alcohol or any unlawful narcotic, nor shall the ARTIST engage in behavior during the PERFORMANCE that would be considered racist, sexist, obscene, or otherwise offensive by reasonable audience members attending the PERFORMANCE. ARTIST, s failure to perform in accordance with this Section shall be deemed material breach of this Agreement. 2. Lighting, Sound Amplification and Other Equipment The THEATER, s physical dimensions, built-in lighting and sound equipment, electrical system, and other technical specifications are described on Exhibit D, attached hereto and incorporated herein by this reference. ARTIST shall be responsible for providing, erecting, operating and dismantling, at its own expense, any additional equipment not described in Exhibit D that is necessary to properly effectuate the PERFORMANCE, including any props and stage sets. 3. Make -Up and Costumes The ARTIST shall be responsible for providing, at its own expense, any costumes and make-up necessary to the PERFORMANCE. 4. Dressing and Storage Rooms The ARTIST understands and acknowledges that no private dressing rooms or other storage rooms will be available or provided by the CITY in connection with the PERFORMANCE. However, the CITY shall provide ARTIST with non-exclusive access or a public rest room at or in the vicinity of the THEATER. 5. Technical Personnel and Set -Up 2 Contract No. C In addition to any artistic personnel necessary to the PERFORMANCE, the ARTIST shall provide, at its own expense, all backstage and technical personnel necessary to effectuate the PERFORMANCE, including but not limited to stage hands, operators of sound and lighting equipment, and such personnel as may be necessary to set up and test any equipment that will be used during the PERFORMANCE. ARTIST, s personnel shall use their best efforts to ensure that any such advance set-up and testing is completed at least one hour prior to the time scheduled for the PERFORMANCE. 6. Compensation In exchange for the ARTIST, s PERFORMANCE in accordance with this Agreement, CITY agrees to compensate the ARTIST in the manner described in Exhibit C attached hereto and incorporated herein by this reference. (Artist shall obtain a City of Palm Desert One Day Business License, which payment shall be included as part of the compensation paid to Artist.) 7. Promotion CITY is authorized to engage in any and all reasonable activities related to promotion of the PERFORMANCE without payment of additional fee, royalty or commission to ARTIST. Said promotional activities may include, but are not limited to, use of newspaper, radio and television advertisements featuring the ARTIST, s photograph or likeness and brief examples of the ARTIST, s work taken from video or audio recordings. CITY shall refer all inquiries regarding personal appearances and interviews of the ARTIST to the ARTIST, s appointed agent. 3 Contract No. C 8. Illness, Iniury or Death of ARTIST In the event the ARTIST's PERFORMANCE is rendered impractical or infeasible due to serious injury, illness or death of the ARTIST, actual threats of imminent bodily harm to ARTIST if PERFORMANCE is rendered, or unexpected family emergency, then the ARTIST may cancel the PERFORMANCE without breaching this Agreement. However, no compensation shall be owing to the ARTIST. The ARTIST shall make every effort to notify the CITY by telephone, facsimile or telegram of such pending cancellation as soon as reasonably possible. An injury or illness shall be considered serious if, in the opinion of a qualified physician, the condition is immobilizing or in any way poses a significant threat to the life and health of the ARTIST. A family emergency shall consist of a sudden and unexpected hospitalization or death of any immediate family member or any unanticipated occurrence beyond the ARTIST, s control threatening the health or life of an immediate family member that requires the ARTIST, s personal presence on the date and time of the PERFORMANCE. 9. Assignment by ARTIST The parties hereto stipulate that the ARTIST, s services are personal in nature and/or unique, thus the ARTIST may not assign or substitute its PERFORMANCE of this Agreement with any other artist or party absent the CITY, s express consent in writing. The CITY shall be under no obligation to consent to any proposed assignment or other substitution by the ARTIST. However if the CITY does consent, then the ARTIST, s failure to personally perform the services required by the Agreement shall not constitute a breach thereof. C! Contract No. C 10. Independent Contractor All of the services required hereunder shall be performed by ARTIST personally and/or by ARTIST, s agent and employees, who shall remain at all times under ARTIST, s direct control and supervision. It is the parties intent that the ARTIST shall remain at all times an independent contractor of the CITY and not its employee or agent. 11. Termination The CITY reserves the right to terminate this Agreement for any reason, provided it gives ARTIST at least fourteen (14) days written notice of such termination prior to the scheduled date of the PERFORMANCE. Said notices shall be deemed to be given as of the date it is postmarked. The CITY shall also use its best efforts to notify the ARTIST by telephone of any pending termination as soon as reasonably possible. In the event of termination pursuant to this Section, the CITY shall not be in breach and no compensation shall be owing to the ARTIST. 12. Legal Compliance The ARTIST and its agents, officers, and employees shall comply with all federal, state and local laws and regulations applicable to the services being provided pursuant to this Agreement. Including, but not limited to, any requirements under the American Society of Composers, Authors, and Publishers or under any other copyright law and/or licensing agreements. 13. Indemnification; Hold Harmless The ARTIST shall indemnify and hold the CITY, its officers and employees, free and harmless from any liability, loss, cost or expense resulting from any injury or 5 Contract No. C damage to any persona caused by ARTIST, its agents or employees, while engaged in the PERFORMANCE of this Agreement as described in Exhibit D. 14. Insurance ARTIST fully assumes all of the following risks: A. Injury to itself and to its agents or employees arising out of their performance of this Agreement. B. Damage to or theft of any personal property or equipment owned by or under the control of ARTIST, its agents, volunteers and employees. 15. Liquidated Damages The parties hereto state that it would be difficult, if not impossible, to calculate with precision the amount of damages that the CITY would suffer in the event the ARTIST were to breach this Agreement by nonperformance or late performance. Thus, the parties hereto stipulate that in the event the ARTIST is not ready, willing and able to perform on the date and time specified by Exhibit B, and the PERFORMANCE has not otherwise been canceled pursuant to this Agreement, then the CITY's damages shall be fixed as follows: A. Late Performance: The CITY's estimated damages for late performance shall be $300 for every 15 minute delay in commencement of the PERFORMANCE caused by the ARTIST. Such damages may be deducted by the CITY from any compensation owing to the ARTIST. Any delay in commencement of the PERFORMANCE caused by the ARTIST exceeding one hour shall be deemed a nonperformance and 0 Contract No. C material breach of this Agreement, unless expressly waived by the CITY. B. Nonperformance: No compensation shall be due in the event of any nonperformance by the ARTIST constituting a material breach of this Agreement. In addition, the CITY, s estimated damages for a nonperformance shall be $5,000. This Section shall not prevent either party from recovering compensatory damages for breaches of this Agreement due to causes other than the ARTIST, s late performance or nonperformance. 16. Attorney, s Fees Should any action or proceeding be brought to enforce the terms of this Agreement, the prevailing party shall be entitled to reasonable attorney=s fees and costs. 17. Modification No modification of this Agreement shall be valid unless agreed to in writing by both the CITY and ARTIST. 18. Prohibited Interests The ARTIST represents that neither it nor any of its agents or employees is currently an officer or employee of the CITY. 7 Contract No. C EXECUTION: The undersigned represent that they are authorized to execute this Agreement on behalf of the parties hereto on whose behalf they purport to sign. This Agreement shall be deemed executed on the date first above written. CITY OF PALM DESERT ROBERT A. SPIEGEL, MAYOR ATTEST: RACHELLE KLASSEN, CITY CLERK APPROVED AS TO FORM: DAVID J. ERWIN CITY ATTORNEY [ARTIST] (Signature; must be notarized) (Printed Name) E:3 Contract No. C PERFORMING ARTS AGREEMENT EXHIBIT A NAME OF ARTIST: [ARTIST, S NAME] DESCRIPTION: [DESCRIPTION OF ARTIST] Contract No. C PERFORMING ARTS AGREEMENT EXHIBIT B DATE: [DATE OF PERFORMANCE] TIME: 7:30 P.M. ARTIST must arrive one hour prior to PERFORMANCE for sound check and coordination with sound technicians and be set up ready to perform no later than 7:30 p.m. The PERFORMANCE must conclude promptly at 9:00 p.m. 10 Contract No. C PERFORMING ARTS AGREEMENT EXHIBIT C Compensation of $ to be paid at conclusion of PERFORMANCE. (Artist shall obtain a City of Palm Desert Business License, which payment shall be included as part of the compensation paid to Artist.) 11 Contract No. C EXHIBIT D Lighting, sound amplification, and other equipment as necessary for the complete Complete performance provided by Studio Instrument Rentals of Palm Springs. 12