HomeMy WebLinkAboutOB 1 L.P. REPERTORY CO 09-15-80DATE:
TO:
FROM:
SUBJECT:
September lO, 1980
OLD BUSINESS
NO. 1
9-15-80
Inter-Corn
Honorable Mayor and City Council ~jj
Royleen A. White, Directof of Community Servic~_~'
AGREEMENT WITH L.P. REPERTORY COMPANY
BACKGROUND
At its meeting of August 4, 1980, Council directed staff to negotiate an
agreement with L.P. Repertory Company regarding a theatre production. Staff
has met with the L.P. Repertory representative several times, and the attached
agreement is the final result. Both parties have experienced the processes
of give and take! The agreement, drafted by this Director, has been reviewed
by the City Administrator, Administrative Assistant, Public Works Director,
Maintenance Superintendent, and Finance Director. Their comments and
suggestions have been incorporated into the document. The City Attorney
has not reviewed the agreement. Staff anticipates he will wish to check the
wording and form; however, the basic terms of use of the facility and the
specifics of the production should be no problem legally.
Staff now requests official Counc'i'i approval and direction to waive fees.
RECOMMENDED ACTION:
1. Approve basic terms of agreement.
2. Direct Attorney to review wording and form.
3. Waive fees, including building rental, alcoholic beverage fee for press
party, stage rental and set-up fee, and fee for transporting sets to
and from Red Hill Storage Yard.
RAW:ss
Attachments
AGREEMENT FOR THEATRE PRODUCTION BETWEEN
L.P. REPERTORY COMPANY-AND CITY 'OF TUSTIN COMMUNITYSERVICES DEPARTMENT
L.P. Repertory will produce the show and agrees to put forth a high-quality
presentation on each of the attached performance dates. Curtain will be at
8:15 p.m., except for Sundays when curtain is at 2:30 p.m.
As producer, L,P. Repertory shall be responsible financially and qualitatively
for the following: the performance, sets, publicity, public relations, sound
system, programs, props, scripts, costumes, make-up, lighting, royalties,
and staff expenses.
In addition, L.P. Repertory shall provide house management to include at-door
ticket takers, house manager, ushers, and other house management staff as
required.
All promotional materials will be headed: "Produced by L.P. Repertory Company
in cooperation with City of Tustin Community Services Department".
L.P. Repertory is responsible for promotion. Community Services shall assist
by promoting production in "Tustin Today". City and L.P. Repertory shall
approve in advance all promotional material the other party may produce --
including but not limited to posters, flyers, news releases, magazine articles,
programs, and handbills.
6. Tickets prices will be:
o
o
Fridays & Saturdays Previews & Sunday Matinees
General $5.50
Students/Senior Citizens and $4.50
Groups (20-49)
Groups (50 or more) $4.25
$4.50
$3.50
$3.25
Community Services staff shall provide sequentially numbered tickets (200 per
performance). Tickets will be available for sale in the Community Services
office six weeks prior to first performance.
Community Services staff will sell tickets during normal office hours (Monday-
Friday, 8:00 a.m.-5:00 p.m.). No ticket sales will be allowed by other than
Community Services staff. At-door sales will be handled by a Community
Services staff member. A mail-in system for tickets will also be developed
and handled by the Community Services Department.
All funds from ticket sales will be deposited in to City account. L.P.
Repertory will receive 80% of all revenue, after an initial surcharge of
$500.00 is taken off the gross. This $500.00 will go directly' to L.P.
Repertory in consideration for royalty expenses. One check will be special
issued at end of first weekend after money is counted Monday morning. The
second and final check shall be special issued the Tuesday after the last
performance, after money is balanced.
Page Two
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L.P. Repertory shall provide a schematic diagram of seating arrangement to
the Maintenance Department one month prior to first preview performance. It
is agreed that 100 chairs will be set up. Should L.P. Repertory wish to
increase this number, L.P. Repertory Volunteers will be responsible for setting
up the additional chairs.
Set design, lighting and sound systems, and any other temporary alterations
to the building shall be submitted to the Community Services Department for
City approval six weeks prior to installation. These schematics shall conform
to all applicable codes and requirements of the City of Tustin.
No keys will be available for CCMCC and City Hall. Maintenance personnel will
open and close these facilities according to the attached schedule only.
Community Services will check out one set of keys to Sarah Coleman for
Lambert School Room C-7 and'one set for the Community Services Department
storage area at Red Hill Maintenance Yard. Keys are to be returned within
five working days of the last performance.
City will provide storage for L.P. Repertory sets from "Catch Me" and the
subject production, until such time as the Community Services Department finds
it needs the space. The Community Services Department will give L.P. Repertory
go days notice to vacate, and L.P. Repertory agrees to do so upon such notice.
Tape, any other marking on floor, or any temporary alteration to Lambert Room
C-7 shall be approved in advance by School District Maintenance personnel
through the Recreation Supervisor. L.P. Repertory will submit this request
in writing one month in advance of utilizing Lambert School.
The parties agree that L.P. Repertory Company will not be an employee of the
City but will be solely an independent contractor acting under the terms and
conditions specified herein and as an independent contractor shall be solely
responsible for payment of federal and state income and other taxes, and
Insurance benefits, Social Security coverage or other employee benefits.
L.P. Repertory Company understands and agrees that neither the Company
representative nor any person provided by the Company shall be in any way an
employee of City as that term is defined in the California Labor Code.
The L.P. Repertory Company and its agents agree to protect, defend, indemnify
and hold harmless City, the Tustin Unified School District and their officers,
agents and employees from all loss, damage and claims, liability, or claims
resulting from or arising out of services provided by Company as provided
herein. ,
Prior to using any City or School District facility, L.P. Repertory agrees to
remit a $100.00 check which will be deposited in the Community Services
suspense account. If all facilities used are left in a satisfactory condition,
the deposit will be refunded. In the event any facilities are not left in a
satisfactory manner, costs for repairing damage, performing clean-up, replacing
property, et cetera, will be deducted from this deposit. Additional costs will
be billed should the deposit prove insufficient.
City shall provide facilities as listed on the attached schedule. Attached
schedule shall be considered part of this agreement.
Page Three
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City shall provide Maintenance personnel to open and close CCMCC and City
Hall as listed on the attached schedule. In the event of an emergency, such
as a major storm, availability of Maintenance personnel may be altered.
City shall provide Maintenance assistance for stage set-up and take down,
chair set-up and take down, and set transfer as listed on the attached
schedule.
In addition to selling tickets, Community Services staff will handle phone
inquiries from the general public about the performances and ticket sales.
However, Community Services staff will not be available to do clerical work
for L.P. Repertory, or to act as a mail-drop or message service for Company
members.
Each member of the Tustin City Council shall be acknowledged on the printed
program.
Permanent alterations to any facility are prohibited. No fixtures, nails,
screws, et cetera, shall be applied to any part of the structure unless
previously approved by the Maintenance Department.
Members of L.P. Repertory's Guild will sell refreshments in CCMCC during
intermission of each performance. The revenues and expenses for the
refreshment sales are not a part of this agreement. L.P. Repertory Guild
members are responsible for obtaining the appropriate ABC permit regarding
this sale, for handling the sales, for set-up and clean-up, and for all
other aspects of the sales.
No agreements nor amendments to this agreement shall be valid except as set
forth herein.
Upon approval by City Council, all fees are waived, including building and
stage rental, alcoholic beverage fee, and maintenance fee for transporting
sets.
Approved
City Attorney Date
Representative, L.P. Repertory Company
Date
Director, Community Services Department Date
USE OF CCMCC:
Monday, March 23
Tuesday, March 24
Wednesday, March 25
Thursday, March 26
Friday, March 27
Saturday, March 28
Sunday, March 29
Friday, April 3
Saturday, April 4
Sunday, APril 5
Friday, April 10
Saturday, April ll
Sunday, April 12
USE OF EMPLOYEES LOUNGE:
Wednesday, March 25
Thursday, March 26
Friday, March 27
Saturday, March 28
Sunday, March 29
Friday, April 3
Saturday, April 4
Sunday, April 5
Friday, April 10
Saturday, April ll
Sunday, April 12
FACILITY USE BY L.P. REPERTORY COMPANY
Light Set-Up lO:15 p.m.-12:30 a.m.
(Stage Set-Up 7:00 a.m.-lO:O0 a.m. by Maintenance)
(Sets delivered lO:O0 a.m. by Maintenance}
Technical Rehearsal
Preview Performance
Preview Performance
10:30 a.m.-12:30 a.m.
6:30 p.m.-Il:30 p.m.
6:30 p.m.-Il:30 p.m.
Official Opening Night 6:30 p.m.-Il:30 p.m.
Performance 6:30 p.m.-Il:30 p.m.
Performance 1:00 p.m.-5:15 p.m.
Performance 6:30 p.m.-Il:30 p.m.
Performance 6:30 p.m.-Il:30 p.m.
Performance 1:00 p.m.-5:15 p.m.
Performance 6:30 p.m.-Il:30 p.m.
Performance 6:30 p.m.-Il:30 p.m.
Closing Performance 1:00 p.m.-5:15 p.m.
(L.P. Repertory will strike set prior to 5:30 p.m.)
Preview 7:00 p.m.
Preview 7:00 p.m.
Opening 7:00 p.m.
Performance 7:00
Peeformance 1:30
Performance 7:00
Performance 7:00
-11:30 p.m.
-11:30 p.m.
-11:30 p.m.
p.m.-ll :30 p.m.
p.m.-5:15 p.m.
p.m.-ll :30 p.m.
p.m.-ll :30 p.m.
Performance 1:30 p.m.-5:15 p.m.
Performance 7:00 p.m.-Il:30 p.m.
Performance 7:00 p.m.-Il:30 p.m.
Performance 1:30 p.m.-5:15 p.m.
USE OF CITY HALL CONFERENCE ROOM AND LOBBY:
Friday, March 27
Opening Party:
Set-Up 9:00 p.m. (during intermission and last act)
Function 10:30 p.m.-12 midnight
(Alcohol will be served in the Conference Room only, for
this event.)
USE OF LAMBERT SCHOOL, ROOM C-7:
January l0 through
March 22
Saturdays and Sundays 8:00 a.m.-5:00 p.m.
March 6 through
March 20
Fridays 6:00 p.m.-12 midnight
USE OF RED HILL MAINTENANCE YARD:
January l0 through
March 22
Saturdays and Sundays 8:00 a.m.-5:00 p.m.
March 2 through
March 20
Mondays through Fridays 6:00 p.m.-12 midnight
MAINTENANCE DIVISION:
1. Set-up stage Tuesday, March 24 7:00 a.m.-lO:O0 a.m.
2. Transport sets from Red Hill Yard to CCMCC by Tuesday, March 24, 10:00 a.m.
(so sets can be installed by L.P. Repertory right after stage goes up).
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. Open and close City Hall for press party March 27, times per schedule.
Maintenance will also set-up tables and chairs for the press party, per
diagram.
8. Transport sets from CCMCC to Red Hill Yard April 13, 9:00 a.m.
9. Tear down and put away stage, Monday, April 13, 11:30 a.m. after Aerobic Dance.
DATE:
TO:
FROM:
SUBJECT:
tton~}rable ?Inym' and City
Direct
Building t<ui~La - CCI,iCC
Surcharge for Serving Alcohol
Stage Rental and Set-Up
Transporting Sets to and froln
Red Hill SLo, rage
h/n S 2~. O0
(150.~){)) $100.
U/A $1
Total Direct
Council will nutice that this figure is less th,.ir,
Director's ril}O~t of duly 28. The original rei)t,l'l, :i5cussed
Council r,~:etim), listed oppo~'lunity costs, whi(h
lhcsc OPlmrtuniLy costs we)e a higher figure,
at the l)ri~ate party rate; mos, t. of our wet, kend
Ilowever, th~ direct rental fee listed above was c:l,uiited at the
non-profit r;te, ior which L.f". Repert(ory :lualii
In addition, the earlier report costed the cJoll,:l ,:::,,;~:~I. ol "sofL" t:aif
in this case; Council is, by ~piu~dvir)~i the asr(,:n,,rmt, ~ckn(~wlodgin~; '.:h,:
staff SUPl)Ort contributed to this l~?ducLion.
RAW:ss