HomeMy WebLinkAboutCC 8 L.P. REPERTORY 11-21-83 CONSENT CALENDAR
~ f, ' ;' ~\ ~ 11-21-83
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D~TE: November 14, 1903 Inter-Corn
TO:
FROM:
SUBJECT:
Bill Huston, City Manager
Jeff Kolin, Recreation Superintendent
L.P. REPERTORY PRODUCTION
RECOMMENDATION
Council to approve 1984 agreement with L.P. Repertory as presented in the
attached draft.
BACKGROUND
As Council is aware, in 1983 L.P. Repertory produced a play 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 1984.
In 1983, 600 persons attended the production of "Bell, Book and Candle." 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 FinanceDirector, the Public Works
Director, the 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 recom.~ends approval of subject agreement for 1984.
JReecf freKa~.~
JK:sk
Attachment
AGREEMENT
THIS AGREEMENT made and entered into by and between CITY OF TUSTIN, a
municipal corporation (hereinafter "Tustin") and L. P. REPERTORY COMPANY
(hereinafter "Company" ).
RE.ClTALS
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 prqduce 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
this reference.
2. Company~ll 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, pla~rs,
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, ~ll assist
Company by promoting the production in "Tustin Today". City and Company
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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 28 and 29
Friday, March 30 and
Saturday, March 31
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
$4.50
$6.00
Corporations, Seniors, & Students.lO% 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, bne hundred fifty (150) 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.
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 Monday, April 2
and Monday, April 16.
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9. Company will p lide to City a schematic diagram, f the seating
arrangement it wishes, not less than thirty (30) days prior to first
preview performance as shown on Exhibit "A", with one hundred (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 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 Onless previously approved in wri{ing 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 April 16, 1984 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
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any alternations, tempor / or otherwise, to Lambert Scho( loom 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 California Labor Code.
16. Company and its officers, agents and employees hereby agree to
protect, defend, indemnify and hold harmless City, the Tustin 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
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Community Center and Cit. ,4all as shown on Exhibit "A". 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 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.
22. Members 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 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 hereinabove prescribed and
shall receive no other fees, including any fees for building or stage
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rental, alcoholic bevera fees, maintenance fees or fees r transporting
sets as herein provided.
26. The Executive Director of Company shall be a Tustin 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
$500,000 or purchase a City approved special event liability policy to
provide coverage 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
IN WITNESS WHEREOF. ~e parties have executed and
agreement on the day of , 1983.
L. P. REPERTORY CITY OF TUSTIN
'ed into this
BY: BY:
BY: BY:
Rev. 11/4/83
FACILIIY USE BY L. P. REPERTORY COMPANY
IBIT "A"
USE OF CCMCC:
Sunday, January 8
Friday, January 13
sunday, January 22
Wednesday, January 25
Sunday, March 4
Sunday, March 18
Sunday, March 25
Monday, March 26
Monday, March 26
Tuesday, March 27
Wednesday, March 28
Thursday, March 29
Friday, March 30
Saturday, March 31
Sunday, April 1
Friday, April 6
Saturday, April 7
Sunday, April 8
Auditions, 1-5 p.m.
Auditions, 8-11 p.m.
Call Backs, 1-5 p.m.
Final Call Backs, 8:45-11 p.m.
Sound Rehearsal, 9 a.m.-5 p.m.
Sound Rehearsal, 9 a.m.-5 p.m.
Light Rehearsal, 12 Noon-11 p.m.
Stage arranged by Maintenance.
Sets delivered by Maintenance by 9 a.m.
Rehearsal, 9:00 a.m.-12 midnight
11 a.m.-4:00 p.m.; 9-11 p.m.
Preview Performance, 6:30-11:30 p.m.
Preview Performance, 6:30-11:30 p.m.
Opening Night, 6:30-12:00 midnight
Perfomance, 6:30-12:00 midnight
1
Perfomance, 1-5:30 p.m.
Performance, 6:30-11:30 p.m.
Performance, 6:30-11:30 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:
Monday, March 26
Wednesday, March 28
Thursday, March 29
Friday, March 30
Saturday, March 31
Sunday, April 1
Friday, April 6
Saturday, April 7
Sunday, April 8
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 p.m.
USE OF LAMBERT SCHOOL
January, February, and March:
Saturdays 1:00-6:00 p.m.
Sunda~ 9:00 a.m.~6:00 p.m.
Thursdays 7:30-11:00 p.m.
Extra Room
Extra Room
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 MAINTEN~ Z YARD (Community Services Stor, Area):
January 7 through April 16 Saturdays and Sundays, 8 a.m.-5 p.m.
February 17 through March 23 Fridays, 6 p.m.-12 midnight
MAINTENANCE DIVISION:
1. Arrange stage Monday, March 26, 7-9 a.m.
2. Transport sets from Red Hill Community Services Storage Area to CCMCC
by March 26 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 30 performance.
8. Tear down and put away stage Monday, April 9, any time (after
11:30 a.m. after Aerobic Dance).
9. Transport sets from CCMCC to Red Hill Community Services Storage Area,
April 9, after 2:00 p.m., with supervision byL.P. Repertory staff.
Exhibit A - Page 3 of 3