HomeMy WebLinkAboutCC 9 L.P. REPERTORY 12-21-87TO:
FROM:
SUBJECT:
WILLIAM A. HUSTON, CITY MANAGER
COMMUNITY SERVICES DEPARTMENT
L,P. REPERTORY PRODUCTION
RECOMMENDATI ON:
Council to approve 1988 agreement with L. P. Repertory and authorize staff to
execute.
BACKGROUND:
As Council is aware, t. P. Repertory has been producing plays in cooperation with
the Community Services Department since 1980. These productions have been
successful and have been implemented by a joint agreement similar to the one
proposed for 1988. There are no changes, other than dates, from the 1987
agreement.
In 1987 over 350 persons attended the production of "Mary, Mary". The production.
was a good community event which ran very smoothly due to the communication and
cooperation between the City Staff and L. P. Repertory members. The attached
agreement has been reviewed and approved by the City Attorney, the Field Services
Manager, the Community Services Staff, and Sarah Coleman, director of L.P.
Repertory.
Staff recommends approval of the subject agreement for 1988.
u san~M. ~Jone~
Recreation Superintendent
Royleen A. White, Dit~ector
Community and Acministrative Services
'lh
attachment
AGREEMENT
THIS AGREEMENT made and entered Into by and between CITY OF TUSTIN, a
mun4ctpal corporatlon (hereinafter "Tusttn") and L. P. REPERTORY COMPANY
(hereinafter "Company").
RECITALS
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A. Company desires to produce and to present a theatrical
entertainment in the Clifton C. Miller Community Center (hereinafter
"Community Center") in the City of Tustin.
B. Ct ty i s will lng to provi de certain facil i ties and other support
to Company.
NOW, THEREFORE, the parties hereby agree as follows:
1. Company agrees to produce a theatrical entertainment for
presentation in the Community Center at the dates and times set forth in
the schedule attached hereto marked Exhibit "A" and incorporated herein by
thts reference.
2. Company will produce a high-quality presentation at its sole cost
and expense, with only such support and assistance by City as is provided
expressly heretn.
3. Company will at its sole cost and expense provide for the
performance, sets, publicity, promotion, public relations, sound system,
programs, props, scripts, costumes, makeup, lighting, royalties, players,
at-door ticket takers, house manager, ushers, house management and all
other required staff. All promotional and publicity materials will be
headed "Produced by L. P. Repertory Company in cooperation with the City of
Tustin Community Services Department".
4. City, through its Community Services Department, will assist
Company by promoting the production in "Tusttn Today". City and Company
must approve in advance all promotional material s which either may produce
or propose, including but not limited to posters, fliers, news releases,
magazt ne articles, programs and handbt 11 s.
5. Company will charge for admission as follows:
Prevtews April 21 and 22
Frtday, April 22 and
Saturday, April 23
Weekntghts & Sunday matinee
$6.00 20~ Discount to Seniors
and Students
$10.50 with $5.00 to go to L.P.
Repertory exclusively
$6.OO
Friday & Saturday $8.00
Corporations, Seniors, & Students.lO~ discount
Groups of 20 or more .............. 10~ discount
Groups of 50 or more .............. 20~ discount
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6. The Community Services Department of City will provide
sequentially numbered tickets, one hundred twenty (120) per performance·
Tickets will be made available for sale in the Community Services office
during the six weeks prior to the first performance.
7. Community Services staff of City will sell tickets during normal
office hours 'of-8:00 o'clock a.m. to 5:00 o'clock p.m., Monday through
Friday· No ticket sales will be allowed by other than Community Services
staff· At-door sales will be handled by a Community Services staff member
and a mail-in system will be developed and administered by the Community
Services Department.
B. All funds from ticket sales will be deposited into a City
account· Company shall be paid Five Hundred Dollars ($500.00) from the
first revenues for royalty expense and thereafter shall be paid eighty
percent (8Of;) of all revenues with the remaining twenty percent (20~) to be
retained by City. Distribution of proceeds will be made by Friday, April
2g and Friday, May 13.
g. Company will provide to City a schematic diagram of the seating
arrangement it wishes, not less than thirty (30) days prior to first
preview performance as shown on Exhibit "A", with one hundred twenty (120)
chairs to be set up by City's Maintenance Department in accordance with
this diagram. If Company wishes more chairs than this number, Company may
with its own personnel set up additional chatrs~conststent with this
schematic diagram.
10. Set design, lighting and sound systems and any other temporary
alterations to the building proposed by Company shall be submitted in
writing to the Community Services Department of City not less than six (6)
weeks prior to proposed installation and must each be approved in writing
by City· Company will not cause or permit any fixtures, nails, screws, any
permanent changes, modifications or additions to the structure or anything
which may cause defacement, destruction, damage or detriment to the
structure unless previously approved in writing by the Maintenance
Department, and all such installations shall be in compliance with all
applicable codes and requirements of the City.
11. City will not make keys available but will provide maintenance
personnel who will open and close facilities in accordance with the
schedule set forth in Exhibit "A".
·
12. Provided, however, City will provide Sarah Coleman with one set
of keys for Lambert School Room C-4 and one set of keys to the Community
Services Department storage area at the Red Hill Maintenance Yard. These
keys are to be returned to City by May 13, 1988 at 4-30 o'clock p.m.
13. City will provide storage in the Community SerVices Storage Area
for Company's large flats from City of Tustin productions, until such time
as City determines tt will need the space and tt will thereupon give
Company ninety (go) days to remove its materials from storage, which
Company agrees to do promptly. This area is to be kept clean. L.P.
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Repertory is to use no more than 50~ for storage.
14. No tape or other marking shall be placed on the floor, nor shall
any alternations, temporary or otherwise, to Lambert. School Room C-4 be
made unless and until approved in advance in writing by School District
Maintenance personnel through City's Recreation Supervisor. Company will
submit any such-request in writing not less than one (1) month in advance
of the time it intends to utilize Lambert School Room C-4.
15. The parties understand and agree that Company and its officers
and employees will not be employees of the City but will be acting solely
as independent contractors under the terms and conditions specified herein
and as independent contractors shall be solely responsible for the payment
of any federal and state income and other taxes, insurance benefits, Social
Security coverage or other employee benefits. Company understands and
agrees that neither Company or any of its representatives nor any other
person provided by Company shall in any way be an employee of City as that
term is defined in the Californta Labor Code.
16. Company and its officers, agents and employees hereby agree to
protect, defend, indemnify and hold harmless City, the Tusttn Unified
School District and their officers, agents and employees from all loss,
damage, liability or claims resulting from or arising out of or in
connection with any of the activities provided in this agreement.
17. Prior to use of any City or School District facility, Company
agrees to deposit the sum of Three Hundred Dollars ($300.00) with the
City's Community Services Department. Upon the facilities being left in
clean, undamaged and satisfactory condition, the deposit will be refunded
to Company. In the event the facilities are not left.in a satisfactory,
clean and undamaged condition, costs for repairing damage, performing clean
up, replacing property, etc. will be deducted from this deposit.
Additional costs will be billed should the deposit prove insufficient.
18. The facilities to be provided by City are as shown on Exhibit "A"
attached hereto.
19. City will provide maintenance personnel to open and close the
Community Center and City Hall as shown on Exhibit "A". In the event of
any emergency, including a major storm, availability of City maintenance
personnel .may be altered. There will be no smoking in any facility and
also no eating in Lambert School.
20. City will provide assistance through its Maintenance Department
for stage set-up and take down, chair set-up and removal and set transfer
as shown on Exhibit "A".
21. City's Community Services staff will handle phone inquiries from
the general public about performance and ticket sales. Provided, however,
City will not be available or responsible to provide clerical assistance
for Company or to act as a message center or mail center for Company or its
members, agents or employees.
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22. Members of the Tusttn City Council will be acknowledged on the
pti nted programs.
23. Company may sell refreshments tn the Community Center during
intermissions of each performance. Revenues and expenses for refreshment
sales are not a part of this agreement and shall be the sole responsibility
and property of*Company. Company members will be responsible for obtaining
any state required permits and licenses, such as from the Alcoholic
Beverage Control Department of the State of California, and will be
'responsible for handling all such sales, set up and clean up, and for all
other aspects of any such sales.
24. This agreement sets forth the entire agreement of the parties and
the parties understand and agree that~there are no agreements,
understandings or representations between the parties other than as set
forth expressly herein and that no amendment or addition to this agreement
or the subject matter hereof may be made, except in writing and signed on
behalf of City by the Director of the Community Services Department and by
a duly authorized representative of Company.
25. City shall receive the amounts herelnabove prescribed and
shall receive no other fees, including any fees for building or stage
rental, alcoholic beverage fees, maintenance fees or fees for transporting
sets as herein provided.
26. The Executive Director of Company shall be a Tusttn resident.
27. Company will provide the City with a Certificate of Insurance
naming the City as an additional insured for a Combined Single Limit of
$1 million for the time period covered by this agreement.
28. Notices to be given as provided in this agreement shall be
delivered personally or mailed by U.S. mail, postage prepaid, as follows
and shall be deemed effective when so mailed:
TO CITY:
City of Tustin
300 Centennial Way
Tustin, California 92680
ATTENTION: Director,
Community Services Department
TO COMPANY:
L. P. REPERTORY
14811Foxcroft
Tustin, CA 92680
Attention: Sarah Coleman
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IN WITNESS WHEREOF, the parties have executed and entered into this
agreement on the day of , 1987.
L. P. REPERTORY
CITY OF TUSTIN
BY: BY:
Rev. 11/3/87
EXHIBIT "A"
FACILITY USE BY L. P. REPERTORY COMPANY
USE OF CCMCC:
Saturday, January 23
Thursday, January 28
Saturday, January 30
Saturday, April 2
Sunday, April 10
Friday, April 15
Sunday, April 17
Monday, April 18
Tuesday, April 19
Wednesday, April 20
Thursday, April 21
Friday, April 22
Saturday, April 23
Sunday, April 24
Friday, April 29
Saturday, April 30
Sunday, May 1
Auditions, 11:30 a.m.-2 p.m.
Auditions, 8:15-11:15 p.m.
Call Backs, 1-5 p.m.
Sound Rehearsal, g a.m.-5 p.m.
Sound Rehearsal, g a.m.-5 p.m.
Stage arranged by Maintenance.
Sets delivered by Maintenance by 9 a.m.
Light Rehearsal, Noon-11:00 p.m.
Aerobics g:15-10:15 a.m. okay
Rehearsal, g:o0 a.m.-12 midnight
11 a.m.-4:00 p.m.: 8:15-11 p.m.
Preview Performance, 5:00-11:30 p.m.
Preview Performance, 5:00-11:30 p.m.
Opening Night, 5:00-12:00 midnight
Performance, 5:00-12:00 midnight
Performance, 1-5:30 p.m.
Performance, 5:00-11:30 p.m.
Performance, 5:00-11:30 p.m.
Performance, 1-5:30 p.m.
(L. P. Repertory will strike set prior to 6 p.m.)
Exhibit A - Page 1 of 3
USE OF EMPLOYEES LOUNGE:
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Monday, APril 18
Wednesday, April 20
Thursday, Apri l-21
Fr. iday, April 22
Saturday, April 23
Sunday, April 24
Friday, Apri 1 29
Saturday, Apr.il 30
Sunday, May I
6:30-11:30 p.m.
6:30-11:30 p.m.
6:30-11:30 p.m.
6:30-11:30 p.m.
6:30-11:30 p.m.
1:00-5:15 p.m.
6:30-11:30 p.m.
6:30-11:30 p,m.
1:00-5:15 p.m.
USE OF LAMBERT SCHOOL
Saturday, February 6
Call Backs, 3-6 p.m., C4 and C5
February 10 through April 16: (Not available February 24)
Saturdays
Sundays
Wednesdays
1:00-6:00 p.m. Extra Room
10:00 a.m.-6:00 p.m. Extra Room
7-30-11:00 p.m. Extra Room
Times may be revised by Recreation Supervisor due to availability of
Lambert School.
Exhibit A - Page 2 of 3
USE iiO,F RED HILL MAINTENANCE YARD (Conmuntty Services Storage Area)-
January 7 through May 13
February 17 through April 19
Saturdays and Sundays, 8 a.m.-5 p.m.
Weekday evenings 5:00-11-00 p.m.
Fridays, 6 p.m.-12 midnight
MAINTENANCE DIVISION'
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1. Arrange stage Friday, April 15, 7-9 a.m.
2. Transport sets from Red Hill Comnmnity Services Storage Area to CCMCC
by April 15 by g a.m.
3. Set up chairs for performances (L. P. Repertory to provide diagram).
4. Take down chairs as needed after performances.
5. Open and close CCMCC per schedule.
6. Open and close employees lounge per schedule.
7. Tear down and put away stage Monday, May 12, any time from 10:30 a.m.
to 1:30 p.m. after Aerobic Dance, or 3:00-6.00 p.m., or before
9:00 a.m.
8. Transport sets from CCMCC to Red Hill Community Services Storage Area,
May 2, after 2:00 p.m., with supervision by L.P. Repertory staff.
Exhibit A - Page 3 of 3