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HomeMy WebLinkAboutCC 3 L.P. REPERTORY 11-15-82CONSENT CALENDAR DATE: November 2, 1982 In :er-Com TO: Bill Huston, City Manager FROM: Royleen A. White, Director of Community Servl SUBJECT: L.P. REPERTORY PRODUCTION RECOMMENDATION Council to approve 1983 agreement with L.P. Repertory as presented in the attached draft. BACKGROUND As Council is aware, in 1982 L.P. Repertory produced a pla3, in cooperation with the Community Services Department. This production was successful, and was implemented by a joint agreement similar to the one which is proposed for 1983. In 1982, 600 persons attended the production of "The Good Doctor." The production was a good community project, with excellent communication and cooperation between City staff and L.P. Repertory staff. The attached agreement has been reviewed by the City Manager, the Finance Director, the Public Works Director, and Building Maintenance Superintendent, the Community Development Director, and Community Services staff; all agreed that the agreement as presented is sound. In addition, of course, Sarah Coleman and L.P. Repertory staff also reviewed the attached agreement. Staff recommends approval of subject agreement for 1983. RAW:ss Attachment DRAFT THIS AGREEMENT made and entered into by and between CITY OF TUSTIN, a municipal corporation (hereinafter "T~stin") 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 Co~munity Center at the dates and times set forth in the schedule attached hereto marked Exhibit "A" and incorporated herein by this 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 herein. 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. Ail 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 Co, unity Services Department, will assist Company by promoting the production in "Tustin Today". City and Company -1- must approve in advance ~1 promotional materials which e. .er may produce or propose, including but not limited to posters, fliers, news releases, magazine articles, programs and handbills. 5. Company will charge for admission as follows= Previews March 9 and 10 Friday, March Weeknights & Sunday matinee Friday & Saturday $4.50 20% Discount to Seniors and Students $9.50 with $4.00 to go to L. P. Repertory exclusively $4.5O $6.0O Corporations, Seniors, & Students.10% discount Groups of 20 or more .............. 10% discount Groups of 50 or more..., .......... 20% discount 6. The Community Services Department of City will provide sequentially numbered tickets, one hundred fifty (150) per ~erformance. Tickets will be made available for sale in the Community Services office d~ring 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 t_he C~waunity Services Department. 8. 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 Tuesday, March 15 and Friday, April 1. -2- 9. Company will p~ide to City a schematic diagram ~ the seating arrangement it wishes, not less than thirty (30) days prior to first preview performance as shown on Exhibit "A", with one h~/%drad (100) 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 and sound systems and any other temporary alterations to the building proposed by Company shall be submitted in writing to the Community Services Depart~ent 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 reqllirements 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 March 29, 1983 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 (90) days to remove its materials from storage, which Company agrees to do promptly. 14. No tape or other marking shall be placed on the floor, nor shall -3- any alternations, temDo~ g or otherwise, to Lambert Scho~ ~oom C-4 be made unless and until approved in advance in writing by School District Maintenance ~ersonnel 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 L~mBert 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 ~e acting solely as independent contractors under the terms and conditions specified herein and as independent contractors shall be solely responsible for the ~ayment of any federal and state income and other taxes, insurance benefits, Social Security coverage or o~her employee benefits. Company understands and agrees that neither Company or any of its representatives nor any other person ~rovided by Company shall in any way be an employee of City as ~hat term is defined in the California Labor Code. 16. Company and its officers, agents end employees hereby agree to protect, defend, indemnify and hold harmless City, the Tustin Unified School District end 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 ~eposit the sum of Three Hundred Dollars ($300.00) with the City's Conuuunity Services Department. U~on 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, ~erforming clean up, replacing proper~y, etc. will be deducted from this deposit. Additional costs will be billed should the deposit prove insufficient. ~8. The facilities to be provided by City are as shown on Exhibit "A" attached hereto. ~g. City will provide maintenance personnel to open and close the -4- Community Center and Cit= Hall as shown on Exhibit "A". i ~he event of any emergency, including a major storm, availability of City maintenance personnel may be altered. 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 p~blic 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. 22. M-mhers of the Tustin 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 fro~ 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 par~ies 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 hereinabove prescribed and shall receive no other fees, including any fees for building or stage -5- rental, alcoholic beverage fees, maintenance fees or fees ,r transporting sets as herein provided. 26. The Executive Director of Company shall be a Tustin resident. 27. 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 926S0 ATTENTION: Director, Community Services Department TO COMPANY: L. P. REPERTORY 1451 Sycamore Tustin, CA 926S0 Attention: Sarah Coleman IN WITNESS WHEREOF, the parties have executed and entered into this agreement on the __ day of , 1982. L. P. REPERTORY CITY OF TUSTIN BY: BY: BY: BY: Revised 10/25/82 -6- E~..iBIT "A" FACILITY USE BY L. P. REPERTORY COMPANY USE OF CCMCC: Sunday, January 2 Sunday, January 9 Tuesday, January Thursday, January Sunday, February Sunday, February 27 Sunday, March 6 Monday, March 7 Monday, March 7 Tuesday, March 8 Wednesday, March 9 Thursday, March 10 Friday, March ~1 Saturday, March 12 Sunday, March 13 Friday, March 18 Saturday, March 19 Sunday, March 20 Auditions, 2-5 p.m. Call Backs, 1-5 p.m. 8:45-11 p.m. Final Call Backs, 8:45-11 p.m. 8 a.m.-12 Noon Sound Sound Rehearsal, 9 a.m.-5 p.m. Light Rehearsal, ~2 Noon-10 p.m. Stage rearranged by Maintenance. Sets delivered by Maintenance by 9 a.m. Rehearsal, 8:30 a.m.-ll p.m. l~ a.m.-4:00 p.m.; 9-1~ p.m. Preview Performance, 6 .' 30-11: 30 p.m. Preview Performance, 6:30-11:30 p.m. Opening Night, 6:30-11:30 p.m. Performance, 6:30-11:30 p.m. Performance, ~-5:30 p.m. Perfor-mnce, 6:30-1~:30 p.m. Perfoz~nance, 6:30-~1:30 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= Monday, March 7 Wednesday, March Thursday, March Friday, March 11 Saturday, March Sunday, March 13 Friday, March 18 Saturday, March Sunday, March 20 7-11.'30 p.m. 7-11:30 p.m. 7-11:30 p.m. 7-11:30 p.m. 7-11:30 p.m. 1:30-5:15 p.m. 7-11:30 p.m. 7-11=30 p.m. 1:30-5=15 USE OF LAMBERT SCHOOL January 15, 16, 19, 22, Sa~. 1-6 p.m. 23, 26, 29, 30 February 2, 5, 6, 9, 12, 13, 16, 19, 2:0, 23, 26, 27 March 2, 5 Times may be revised by (Extra Room) Recre&~ion Supervisor, due to Sun. 9 a.m.- availability of Lnmhert School. 6 p.m. Wed. 7=30-1'[ p.m. Exhibit A- Page 2 of 3 USE OF RED HILL MAINTENk .E YARD (Community Services Stora Area): January 8 through March 13 Saturdays and Sundays, 8 a.m.-5 p.m. February 19 through March 4 Fridays, 6 p.m.-12 midnight MAINTENANCE DIVISION: Rearrange stage Monday, March 7, 7-9 a.m. 2. Transport sets from Red Hill Co--unity Services Storage Area to CCMCC by March 7 by 9 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. Set up 3 tables for press party after March 11 performance. 8. Tear down and put away stage Monday, March 21, any time (after 11:30 a.m. after Aerobic Dance). 9. Transport sets from CCMCC to Red HAll Community Services Storage Area, March 21, after 2:00 p.m., wi~h supervision by L.P. Repertory staff. Exhibit A - Page 3 of 3