HomeMy WebLinkAboutCC 10 L.P. REPERTORY 12-01-86'~'~E~!~'~ DA ~ ~ NO. 10 CONSENT CALENDAR
Inter- Com
DATE: NOVEMBER 25 ~ 1986
TO:
FROM:
SUBJECT:
WILLIAM A. HUSTON~ CITY MANAGER
COMMUNITY AND ADMINISTRATIVE SERVICES DEPARTMENT
L.P. REPERTORY PRODUCT;ON
RECOMMENDATION:
Council to approve 1987 agreement
presented in the attached draft.
with L.P. Repertory am
BACKGROUND:
As Council knows, L.P. Repertory Company has been producing plays
in cooperation with the Community Services Department since 1980.
These productions were very success~ul~ implemented by joint
agreements similar to the one proposed ~or 1987.
In 1986~ over 500 persons attended the production o? the
"Uninvited." The production was a good community project with
excellent communication and cooperation between city sta~ and LP
Repertor~ members. The attached agreement has been reviewed bO
the City Manager~ the Finance Director~ the Public Works
Director~ the Building Maintenance Superintendent~ the Community
Development Director~ and the Community Services sta~. All
concur that the agreement is sound as presented. In addition~ oS
course~ Sara Coleman~ Director o~ LP Repertory also has reviewed
the agreement.
Sta~ recommends approval o9 the subject agreement I~or 1987.
Ro~leen A. White~ Director
Community and Administrative Services
Maw
Attachment
~GREEMENT
THIS AGREEMENT made and entered into by and between CITY OF TtJSTIN, a
municipal corporation (hereinafter "Tustin") and L. P. REPERTORY COMPANY
(hereinafter "Company").
RECITALS
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. City is willing to provide certain facilities 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 hy
this reference.
2. Company Will produce a high-quality presentation at its sole cost
and expense, with only such support and assistance hy City as is provided
expressly herein.
3. Company will at its sole cost and expense provide for the
performance, sets, publicity, promotion, publi'c relations, sound system,
programs, props, scripts, costumes, makeup, lighting, royalties, players,
at-door ticket takers, house manager, ushers, house management and all
other reouired 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 "Tustin Today". City and Company
must approve in advance all promotional materials which either may produce
or propose, including but not limited to posters, fliers, news releases,
magazine articles, programs and handbills.
5.
Company will charge for admission
Previews April 22 and 23
Friday, April 24 and
Saturday, April 25
Weeknlghts & Sunday matinee
Friday A Saturday
as follows:
$6.00 20~ ~tscount to Seniors
and Students
$10.50 with $5.00 to go to L.P.
Repertory exclusively
$6.00
$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.Communlty Services staff member
and a mail-tn 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 (80~) of all revenues with the remaining twenty percent (20~) to be
retained by City. Distribution of proceeds will be made by Monday, May 4
and Friday, May 15.
9. 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 chairs consistent with this
schematic diagram.
10. Set design, lighting ~nd 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 15, 1987 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 it will need the space and it will thereupon give
Company ninety (gO) days to remove its materials from storage, which
Company agrees to do promptly. This area is to he 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 les~ 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 he employees of the City but will be acting solely
as independent contractors under the terms and conditions specified herein
and as independent contractors shall he 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 California 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 factlttl.es 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.
20. City will provide assistance through its Maintenance ~epartment
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
printed programs.
23. Company may sell refreshments in 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 heretnabove 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
Tusttn, California 92680
AI-FENTION: Director,
Community Services Department
TO COMPANY:
L. P. REPERTORY
14811Foxcroft
Tusttn, CA 92680
Attention: Sarah Coleman
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[N WITNESS WHEREOF, the parties have executed and entered into this
agreement on the ~day of , 1986.
L. P. REPERTORY
CITY OF TUSTIN
BY:
BY:
BY:
BY:
Rev. 10/14/86
EXHIBIT "A"
FACILITY USE BY L. P. REPERTORY COMPANY
USE OF CCMCC:
Saturday, January 24
Thursday, January 2g
Sunday, February 1
Sunday, April 5
Sunday, April 12
Friday, April 24
Sunday, April 26
Monday, April 27
Tuesday, April 28
Wednesday, April 29
Thursday, April 30
Friday, May 1
Saturday, May 2
Sunday, May 3
Friday, May 8
Saturday, May 9
Sunday, May 10
Auditions, 11:30 a.m.-2 o.m.
Auditions, 8:15-11:15 p.m.
Call Racks, 1-5 p.m.
Sound Rehearsal, g a.m.-5 p.m.
Sound Rehearsal, g a.m.-5 p.m.
Stage arranged hy Maintenance.
Sets delivered by Maintenance by g a.m.
Light Rehearsal, 12 Noon-11 p.m.
Aerobics 9:15-10:15 a.m. okay
Rehearsal, 9:00 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-~:30 p.m.
Performance, 5:00-11:30 p.m.
Performance, 5:00-11:30 p.m.
Performance, 1-5:3~ p.m.
(L. P. Repertory will strike set prior to 6 p.m.)
Exhibit A - Page 1 of 3
USE OF EMPLOYEES LOUNGE:
Monday, April 27
Wednesday, April 29
Thursday, April 30
Friday, May 1
Saturday, May 2
Sunday, May 3
Friday, May 8
Saturday, May g
Sunday, May 10
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.
1:00-5:16 p.m.
6:30-11:30 p.m.
6:30-11:30 p.m.
l:O0-5:lS p.m.
USE OF LAMBERT SCHOOL
Saturday, February 7 Call Backs, 3-6 p.m., C4 and C5
February 9 through April 16:
Saturdays 1:00-6:00 p.m. Extra Room
Sundays 10:00 a.m.-6:00 p.m. Extra Room
Wednesdays 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 OF RED HILL MAINTENANCE YARD (Community Services Storage Area):
January 7 through May 13 Saturdays and Sundays, 8 a.m.-5 p.m.
Weekday evenings 5:00-11:00 p.m.
February 17 through April 19 Fridays, 6 p.m.-E2 midnight
MAINTENANCE DIVISION:
1. Arrange stage Friday, April 24, 7-9 a.m.
2. Transpor~ sets from Red Hill Community Services Storage Area to CCMCC
by April 24 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 en~loyees lounge per schedule.
7. Set up 3 tables for press party after May 1 performance.
8. Tear down and put away stage Monday, May 11, 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.
g. Transport sets from CCMCC to Red Hill Community Services Storage Area,
May 11, after 2:00 p.m., with supervision by L.P. Repertory staff.
Exhibit A - Page 3 of 3