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CAC 12 09 2004• i T4t!t °f 4 dew CULTURAL ARTS COMMISSION AGENDA La Quinta Civic Center Study Session Room 78-495 Calle Tampico - La Quinta, CA 92253 December 9, 2004 7:00 PM I. CALL TO ORDER A. Pledge of Allegiance B. Roll Call 11. PUBLIC COMMENT The Chair reserves the right to limit discussion on any topic to three minutes or less. III. CONFIRMATION OF AGENDA Corrections, deletions or reorganization of the agenda. iv. CONSENT CALENDAR (Items are considered routine in nature and may be approved by one motion.) A. Approval of Minutes of November 11, 2004 B. Department Report for October 2004 C. Financial Report for November 2004 V. PUBLIC HEARING VI. BUSINESS ITEMS A. Future Events and Entertainment VII. CORRESPONDENCE AND WRITTEN MATERIALS VIII. COMMISSIONER ITEMS A. Attendance at Community Functions IX. ADJOURNMENT Next Meeting January 13, 2005 at 7:00 PM La Quinta Civic Center Study Session Room • • � T � �Iu�IUGV 5 CFhf OF Tl� TO: HONORABLE MAYOR AND MEMBERS OF THE CITY CO CIL FROM: DODIE HORVITZ, COMMUNITY SERVICES DIRECT r DATE: NOVEMBER 16, 2004 SUBJECT: TRANSMITTAL COMMUNITY SERVICES DEPARTMENT REPORT FOR THE MONTH OF OCTOBER 2004 UPCOMING EVENTS OF THE COMMUNITY SERVICES DEPARTMENT FOR THE MONTH OF DECEMBER 2004: Dec 1 *Introduction to E-mail Dec 1 *Digital Photography Dec 1' Mat Pilates, Senior Center Dec 2 Linoleum Block Printing, Senior Center Dec 3 Holiday Tree Lighting, Civic Center Campus Dec 4 Santa Paws Pet Portraits, Civic Center Campus Dec 6 *Photo Editing 1 Computer Class Dec 7 *HARP Driver Safety Program Dec 8 *Photo Editing 2 Computer Class Dec 10 *CPR & First Aid Class Dec 10 *Evening Dance Dec 11 Breakfast with Santa, Senior Center Dec 13 *Introduction to the .Computer Dec 13 *Photo Editing 3 Computer Class Dec 13 *Printshop Publishing Computer Class Dec 14 *Photo Editing 4 Computer Class Dec 15 *Introduction to Word Processing Dec 16 *Holiday Luncheon Dec 18 Newport Harbor Parade of Lights Excursion *Daytime Senior Center class or activity l Monthly & Yearly Revenue for the Month of October 2004 Monthly Revenue - Facility Rentals 2004 ' 2003 Variance Senior Center 1 $ 3,883.00 $ 8,450.00 $ 4,567.00 Parks $ 250.00 $ 350.00 $ 100.00 Monthly Facility Revenue $ 4,133.00 $ 8,800.00 $ 4,667.09 Year to Date Facility Revenue $ 12,871.00 $ 13,435.00 $ 564.00 Monthly Revenue Senior Center $ 8,574.00 $ 15,266.00 $ 6,692.00 Community Services $ 1 5,844.00 $ 5,466.00 $ - 378.00 Total Revenue $ 14,418.00 $ 20,732.00 $ 6,314.00 Revenue Year to Date Senior Center $ 29,363.50 $ 33,504.25 $ 4,140.75 Community Services $ 42,892.00 1 $ 45,770.00 $ 2,878.00 Total Revenue to Date $ 72,255.50 $ 79.274.25 ; 7,018.75 8 Community Services Department Attendance Report for the Month of October 2004 Summary Sheet Program 2004 2003 Variance Sessions Per Month 2004 2003 Leisure Classes 120 76 44 38 32 Special Events 119 64 55 5 2 Adult Sports 418 532 -114 22 23 Senior Center 1086 1192 -106 105 96 Total 1,743 1,864 421 170 153 Senior Services Senior Center 350 478 -128 16 16 Total 350 478 428 16 16 Sports User Groups La Quinta Park Use AYSO 1100 980 120 4 14 Sports Complex Diamond Ringers Softball Club 15 15 0 2 5 Desert Storm Baseball Club 14 0 14 9 0 La Quinta Heat 14 0 14 9 0 AYSO 400 420 -20 4 14 LQ & PD Youth Football 125 125 0 12 12 Facility/Park Rentals La Quinta Boys & Girls Club Private Pa 1 4 10 1 1 Senior Center Private Pa 600 300 300 : 4 2 Church 600 550 50 8 10 Park Rentals La Quinta Park Rental 150 125 25 5 5 Fritz Burns Park Rental 40 80 40 1 2 Total 3,059 2,599 553 59 65 Total Programs 5,1521 4,9411 3041 2451 234 Volunteer Hours Senior Center 1 1761 432 -256 Total Volunteer Hours 1761 432 -256 • C� Community Services Program Report for October 2004 2004 2003 2004 2003 Participants Participants Variance Meetings Meetings Leisure Classes Intermediate Belly Dance 5 2 3 4 1 Beginning Belly Dance 14 8 6 4 1 Line Dance 6 14 -8 3 3 Classic/ Latin Ballroom Dance 13 0 0 1 0 Hip Hop Dance Teen 3 0 3 4 0 Hip Ho ' Dance Pre -Teen 3 0 3 4 0 Beginning Ballet 10 0 10 3 0 Dance, Play & Pretend 5 0 5 3 0 Yoga Somatica 7 0 7 2 0 Yoga Electica 13 0 13 4 0 Self Defense 4 0 4 3 0 Skateboarding 13 0 13 2 0 Guitar Level 2 8 0 8 1 0 Italian for Travelers 5 0 5 3 0 Interior Design 11 0 11 3 0 Totals 120 24 67 38 5 2004 2003 2004 2002 Participants Participants Variance Meetings, Meetings Special Events Ronald Reagan Library Excursion 27 0 27 1 1 AI odones Excursion 20 0 20 1 1 Tiny Tot Halloween 56 421 14 1 1 Do-O-Ween 25 221 31 1 1 Totals 128 641 641 4 4 2004 2003 200A 2003 Participants Participants Variance Meetings Meetings Adult S rts Open Gym Basketball 182 312 -130 16 18 Adult Soccer League 220 220 0 5 4 Volleyball Tournament 16 01 16 1 1 Totals 418 5321 4141 221 23 Recreation Totals 1 6571 598 301 64 32 ''10 Senior Center Attendance Participation a c on Vaffaince Meetings Meetings Senior Activities ACBL Bride 166 164 2 3 5 Bridge, Du IicatelSocial 474 520 -46 20 14 Monthly Birthday Party 24 34 -10 1 1 Monthly Luncheon 42 77 -35 1 1 Movie Time 40 73 -33 7 7 Senior Activity Total 746 868 -122 32 28 Senior Leisure Classes Ballroom Dance 25 47 -22 4 6 Bridge Lessons 47 38 9 12 4 Computer 53 53 0 9 13 Computer Tutor 3 4 -1 3 4 Dog Training Class 4 12 -8 4 4 Exercise 58 48 10 13 13 Golden Tones 35 25 10 4 4 Pilates 15 0 15 4 0 Quilting 32 27 5 3 4 Rug Hooking 9 1 8 3 1 Sketching/DrawingSketching/DravAng 8 5 3 3 3 Tai Chi 19 29 -10 4 6 Watercolor 17 25 -8 3 4 Yoga 15 10 5 4 2 Senior Leisure Classes Total 340 324 16 73 68 TOTAL SENIOR PROGRAMS 1086 1192 -106 105 96 Senior Services AARP "55" Course 34 36 -2 2 2 FIND Food Distribution 245 339 -94 5 4 I.I.D. EnergyAssistance 59 36 23 6 7 I.I.D. EnergyAssistance/No fee 2 2 0 2 2 Legal Consultation 5 12 -7 1 1 Volunteers 5 53 -48 n/a n/a TOTAL SENIOR SERVICES 350 478 -128 16 16 SENIOR CENTER TOTAL 1436 1670 -234 121 112 City of La Quinta Recap Arts in Public Places Available Funds Deposits collected through development Interest earned City Contribution Total Sources Less expenditures: Operating expenses Maintenance expenses Art purchased Total Uses FY 2005 Cumulative Current 11/30/04 through Year-To- 06/30/04 Date Total Equity Available before encumbrances and committments: Add back Accounts Payable Less Interest receivable Cash Available before encumbrances and committments: Less Encumbrances - $2,017,781.79 $89,199.67 $2,106,981.46 238,226.77 $0.00 238,226.77 50,000.00 0.00 50,000.00 2,306,008.56 89,199.67 2,395,208.23 26,189.59 0.00 26,189.59 3,030.00 0.00 3,030.00 1,512,100.85 22,658.50 1,534,759.35 1,541,320.44 22,658.50 1,563,978.94 764,688.12 66,541.17 831,229.29 0.00 0.00 0.00 2,963.16 (2,963.16) 0.00 761,724.96 69,504.33 831,229.29 0.00 Less Commitments: Hwy 111 TDC - Credits 9,418.07 Hwy 111 TDC - Future 14,581.93 Louis De Martino -Movie Theater Art Work 0.00 K.Emerson & A.Dematteis-Spray tower -Fritz Burns Park 0.00 Civic Center Art Purchase 2,324.00 Construction of Base for New Art Piece -City Hall 0.00 City Entrance Monuments 0.00 Civic Center Campus - LQ Mountain range - B. Ware 0.00 Civic Center Campus - Design 0.00 Civic Center Campus - CIP Admin 12,514.00 Civic Center Campus - Bronze Plates 10,000.00 Civic Center Campus - CIP Admin 3,000.00 Civic Center Campus - Available 92,011.32 Water feature/LQ Court -Manuel Mendoza/Ray Lopez (75.16) Place/repaint Darroll art piece (donated, accepted by CC 6/19/01 YFritz Bums Park 3,705.00 Base for Reiman art piece (Wilderness Totem) -City Hall 0.00 Residency Inn sculpture project -Bighorn Sheep -Bill Ware 92,000.00 Omri & Boni Restaurant Art Piece (Desert Dolmen) Artist -Roger Hopkins 0.00 Peace Officers Sculpture 50,000.00 Washington St Bridge Railing 110,000.00 Embassy Suite Art Piece 0.00 John Kennedy Sculpture 0.00 Hwy 111 Landscape modification 135,900.00 Old Town Mural Project 4,730.50 Total Commitments - Art Purchases 540,1.09.66 Total Commitments - Art Maintenance & Operations 5,300.00 Total available funds 11/30/04 $285,819.63 12/2/2004 File: APP.WK4 City of La Quinta • • Arts in Public Places Recap Expenditures Inception to 11/30/04 page 1 Operating Expenses: Expended Conference - Phoenix 07/24/92 Bank of America 821.66 07/31/92 Meg Robertson 244.08 $1,065.74 10/15/92 A.E.S. 23.70 01/12/93 Jerry Allan 2,275.00 03/10/93 Regents - University of Calif. 105.00 03/31/93 Martin & Chapman 242.05 03/31/94 City of La Quinta Admin Fee 6,000.00 05/10/95 Roskas Shamis - Reimburse for supplies 35.91 ' 06/30/98 Charrie Chappie Travel 325.21 06/30/98 Elaine Reynolds Travel 360.61 06/30/98 Rosita Shamis Travel 2,141.01 06/30/98 Susan Benay Travel 1,125.32 06/30/98 Americans For The Arts Registration 150.00 09/30/98 Susan Benay Travel - Reverse (1,125.32) 01/25/99 Art in La Quinta Inserts (Arrow Printing) 1,150.00 05/07/99 Recreation Brochures -Postage 473.50 05/29/99 Summer Brochures (Arrow Printing) 1,239.13 06/30/99 Patrick Welch - Anderson Travel 428.00 06/30/99 Welch/Reynolds- Atlanta Hilton 1,313.28 06/30/99 Susan Benay - Best Western 245.00 06/30/99 Ca Assembly of Local Arts -Membership 199.00 06/30/99 Welch/Reynolds - Americans for the Arts Reg. 600.00 06/30/99 Susan Benay - Travel 272.36 08/19/99 US Postmaster. 05/19/1999 Appropriation -Summer Brochure 160.00 08/29/99 Arrow Printing - brochures 1,481.60 11/29/99 CA Assembly of Local Arts -Membership 75.00 12/14/99 US Postmaster. Brochure 160.00 01/08/00 Arrow Printing - Brochures 1,636.75 02/11/00 Travel & Conference - Credit (931.64) 03/06/00 Americans for the Arts 150.00 5/2100 U S Postmaster - postage 160.00 6/30/00 Russell Jacques - Art Base 693.75 7/31/00 Russell Jacques - Art Base (693.75) 8/00 Maintenance -art piece -Hwy 111-DeMartino 500.00 8100 Global Mural Conference 2000 100.00 8/00 U.S. Postmaster: Brochure 320.00 9/00 Reclassify maint. to separate account (500.00) 2101 Art Wall Certificates 268.81 11/01 Bruce Kribbs supplies - reclassified from General Fund 5102 1,203.00 3/02 APP Supplies - reclassified from General Fund 5/02 55.50 10/02 Best Signs - (2)Dedication Bronze Plaques -Civic Center Campus 1.206.07 4/03 Dennis Wish - Engineering services 1,500.00 Total Operating Expenses $26,189.59 Art Maintenance Expenses authorized by Council: Expended 6/30/01 Total through 6/30/01 (carried to Fiscal 2002) 1,060.00 6130/02 Total through 6/30/02 770.00 6/30/03 Total through 6/30/03 1,200.00 Total - prior years 3,030.00 Year to Date, Fiscal 2005 Total Art Maintenance Costs charged to APP Actual Budget 0.00 5,300.00 $3,030.00 12/2/2004 File: APP.WK4 City of La Quinta Arts in Public Places Recap Expenditures Inception to 11/30/04 Art Purchases: 06/09/92 Adams/Truman PTA 07/31/92 Hwy 111 TDC - Paid 07/31/92 Hwy 111 TDC - Credits 07/31/92 Hwy 111 TDC - Future 12/15/1992 Ministrelli TT25429-Painted Cove -Air Motion -Bruce Thomas 04/14/93 Louis De Martino -Movie Theater Art Work 06/01/01 Louis De Martino -modifications -Hwy 111 Gem of the Desert 06/29/94 K.Emerson & A.Dematteis-Gate-Fritz Bums Park 06/29/94 K.Emerson & A.Dematteis-Mosiac Tiles -Fritz Bums Park 06/29/94 K.Emerson & A.Dematteis-Spray tower -Fritz Bums Park 06/06/1995 Bear Creek Path Art Work -LOAF -Bear & Tile 01/16/1996 Fritz Bums Park - Spray Tower installation 05/2l/1996 Rancho La Quinta - Paid 05/21/1996 Rancho La Quinta - Credit 12/17/96 Fritz Bums Park -Art Femandez-Playground Equip(Bus Shelter Panels) 06/17/97 Marcia Gibbons-L.Q. Car Wash -Mural 06/17/97 Eagle Hardware -Credit -Eagles 05/05/98 Washington St. Bridge-NavarretetHolmes & Narver-Design 07/07/98 Landscaping for Artpiece-Hwy111/Wash. St-DeMartino Art Pieces 09/15/98 Washington St. Bridge-Navarrete/Holmes & Narver-Construction 10/20/98 Washington St. Bridge -Artwork Construction 03/16/99 Civic Center Art Purchase 04/06/99 Construction of Base for New Art Piece -City Hall 05/18/99 City Entrance Monuments 07/01/99 Obelisks Pilot Program -City Street Markers -Peter Urbon 09/07/99 City Entrance Monument Right -of -Way (#655) 01/18/00 Civic Center Campus - Native American themes - P. Ladochy 01/18/00 Civic Center Campus - LQ Mountain range - B. Ware 01/18/00 Civic Center Campus - Sandy Swan - Bronze relief map 01/18/00 Civic Center Campus - Animal tracks - Sandy Swan 01/18/00 Civic Center Campus - Design 01/18/00 Civic Center Campus - CIP Admin 8/3t2004 Civic Center Campus - Bronze Plates 8/17/2004 Civic Center Campus - Pillars of Community Tiles 01/18/00 Civic Center Campus - Available 05/02/00 Construction of Base for New Art Piece -City Hall 02/06/01 Water feature/LQ Court -Manuel Mendoza/Ray Lopez 02/01/01 Phase 1-Jefferson St Bridge Artwork -Design 07/03/01 Jefferson Bridge artwork -bridge railings -Construction 07/17/01 Place/repaint Darroll art piece (donated, accepted by CC 6/19/01)-Fritz Bums F 07/17/01 Base for Reiman art piece (Wilderness Totem) -City Hall 8101 Point happy artwork project-Cahuilla Family -Felicity 11/01 Senior Center Art Mural 9/02 Residency Inn sculpture project-Bighom Sheep -Bill Ware 01/07/03 Omd & Boni Restaurant Art Piece (Desert Dolmen) Artist -Roger Hopkins 12/2/2003 Peace Officers Sculpture 12/2/2003 Washington St Bridge Railing 1/6/2004 Embassy Suite Art Piece 4/20/2004 John Kennedy Sculpture 6/15/2004 Hwy 111 Landscape modification 10/05/2004 Old Town Mural Project Total Art Purchases Per General Ledger Variance Page 2 Total Balance of Commitments Expended Commitments Number 846.00 $846.00 0.00 7.00 47,578.99 47,578.99 0.00 7.00 10.810.63 1,392.56 9,418.07 7.00 36,610.38 22,028.45 14,581.93 7.00 15,000.00 15,000.00 0.00 1.00 70,766.00 70,766.00 0.00 12.00 35.870.00 35,870.00 0.00 12.00 10,000.00 10,000.00 0.00 6.00 10,000.00 10,000.00 0.00 9.00 30,039.63 30,039.63 0.00 11.00 5,000.00 5,000.00 0.00 4.00 16,786.00 16,786.00 0.00 11.00 35,000.00 35,000.00 0.00 10.00 35,000.00 35,000.00 0.00 10.00 37,000.00 37,000.00 0.00 15.00 10,000.00 10,000.00 0.00 3.00 43,000.00 43,000.00 0.00 5.00 3,000.00 3,000.00 0.00 13.00 18,800.00 18,800.00 0.00 7.00 39,500.00 39,500.00 0.00 13.00 21,999.00 21,999.00 0.00 13.00 7,327.00 5,003.00 2,324.00 19.00 1,061.50 1,061.50 0.00 28.00 285,545.24 285,545.24 0.00 14.00 98.762.00 98,762.00 0.00 16.00 15,000.00 15,000.00 0.00 14.00 57.600.33 57,600.33 0.00 20.00 92.400.00 92,400.00 0.00 21.00 35.094.17 35.094.17 0.00 22.00 13,085.00 13,085.00 0.00 23.00 23,567.56 23,567.56 0.00 24.00 14,719.00 2,205.00 12,514.00 25.00 10,000.00 0.00 10,000.00 26.00 3,000.00 0.00 3,000.00 26.00 98,701.83 6,690,51 92,011.32 26.00 2,693.75 2,693.75 0.00 27.00 98,725.00 98,800.16 (75.16) 17.00 3,000.00 3,000.00 0.00 18.00 7,800.00 7,800.00 0.00 18.00 10,700.00 6,995.00 3,705.00 32.00 0.00 0.00 0.00 34.00 94,950.00 94,950.00 0.00 30.00 4,000.00 4,000.00 0.00 29.00 92,000.00 0.00 92,000.00 31.00 35,000.00 35,000.00 0.00 33.00 100.000.00 50,000.00 50,000.00 35.00 110,000.00 0.00 110.000.00 36.00 67,169.00 67,169.00 0.00 37.00 15,000.00 15,000.00 0.00 38.00 135,900.00 0.00 135,900.00 39.00 9,461.00 4,730.50 4,730.50 40.00 $2,074,869.01 $1,534,759.35 $540,109.66 $1,534,759.35 $0.00 12/2/2004 File: APP.WK4 • 0 City of La Quinta Recap Arts in Public Places Interest Earned Annual Interest FY 1990/91 3,525.59 FY 1991 /92 11,646.54 FY 1992/93 12,156.96 FY 1993/94 7,137.38 FY'1994/95 11,444.17 FY 1995/96 14,109.65 FY 1996/97 16,170.79 FY 1997/98 14,845.19 FY 1998/99 28,328.00 FY 1999/00 32,168.62 FY 2000/01 36,787.35 FY 2001 /02 22,954.95 FY 2002/03 13,373.90 FY 2003/04 13,577.68 FY 2004/05 0.00 Total Accumulated Interest $238,226.77 FY 2004/05 Interest YTD 0.00 Interest Through 11/30/04 238,226.77 Note: The City records interest earned on pooled cash quarterly. 12/2/2004 File: APP.WK4 CULTURAL ARTS COMMISSION MEETING DATE: December 9, 2004 ITEM TITLE: Future Events and Entertainment RECOMMENDATION: As deemed appropriate by the Cultural Arts Commission RK PLAN TASK ASSIGNMENT: AGENDA CATEGORY: BUSINESS SESSION: A CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Coachella Valley Cultural Conferences, Workshops and Events. FISCAL IMPLICATIONS: Dependent upon the Commission's recommendations, the costs associated with future events and entertainment can be funded from the Community Services Departments budget, under Community Special Events, which has an uncommitted balance of $14,300 as of this report. BACKGROUND AND OVERVIEW: At the September 8, 2004 Cultural Arts Commission meeting, the Commission discussed the possibility of future cultural events and possible entertainment for these events. The Commission had discussed the possibility of offering concerts on a regular schedule each month for the remainder of Fiscal Year 2004-05. At the joint meeting with the City Council, the Commission addressed this issue with the City Council. It was the City Council's direction that the Commission should focus on a few well organized events on a regular schedule before expanding events to SXommunity Services\CAC\CAC Report'04\CACRPT.416.Future Events 12-09-04.doc numerous ones. The 9mmission suggested contactingocal talent that would perform at no charge. At the September 8 meeting, the Commission asked staff to contact Mr. and Mrs. Berliner regarding their availability and charge for a concert. Staff contacted Mrs. Berliner and suggested that she visit the Civic Center Campus amphitheater prior to the Cultural Arts Commission meeting to evaluate the appropriateness of the venue for a concert by her and her husband. Mrs. Berliner was invited to attend the October 14, 2004 Cultural Arts Commission meeting to answer any questions the Commission may have. The Community Services Department has planned several events in which musical events will be held and the Cultural Arts Commission to participate in: November 11, 2004 Veteran's Day Event Youth Orchestra December 3, 2004 Holiday Tree Lighting Youth Choirs/Dancers January 2005 Courtyard Concert Visiting Musician April 2005 Concert Under the Stars to Be Determined As with the past two years, the City will honor the veterans that reside in the City. As part of the event, a youth orchestra will be invited to perform. The City will make a contribution to the organization for their performance. The Cultural Arts Commission has, in the past, acted as hosts for the musical performers. A major component of the Holiday Tree Lighting ceremony has always been performances by youth choirs and dancers from the local elementary schools. The Cultural Arts Commission acts as hosts for the performers and for the refreshments. During the Community Services Grant application process in August, the City Council considered a request from the Virginia Waring International Piano Competition. The City funded the organization and the organization offered to provide one concert in the courtyard during the months of January or February. This performance will be provided by musicians that are competing in the competition. The actual date has not been determined at this time. The date will be determined by the availability of the performers. The Cultural Arts Commission is being asked act as hosts for the event. The Cultural Arts Commission has hosted the "Concert under the Stars" in April for the past two years. The first year the Sidestreet Strutters were the headliner performers while last year, Nels and the Peanut Butter Cookies Band was highlighted. The Commission has expressed a desire to host another "Concert under the Stars" in the spring of 2005. : i7 At the joint City Council/Cultural Arts Commission, the City Council suggested the Commission focus on a concert for the adult population. At the October 14, 2004 Cultural Arts Commission meeting, the Commission discussed offering four events through May 2004. The proposed schedule as outlined by the Commission was: January 16 Las Adelitas Mariachi February 20 Virginia Waring Piano Competition Performer March 20 La Quinta Arts Festival April 16 Berliner Quartet May 15 Things on Strings Puppet Show Staff was directed to contact each group for availability and cost of performance. Staff was able to contact each organization and the following is the responses which were received: Las Adelitas Mariachi: The group is available on January 16, 2005 at the cost of $2,400 for the performance Virginia Waring Piano A performer is not available on February 20, Competition Performer: however, a performer could be available on February 12. The performer would require a grand piano and would not be able to play at the Civic Center Campus. In talking with the coordinator of the program, it was determined that the Senior Center could be used on Saturday, February 12. The Senior Center is used each Sunday, all day long by church groups. The cost to have a grand piano delivered and set up at the Senior Center for the event would cost a minimum of $1,200. Berliner Quartet: As provided under Correspondence and Written Material in the November 11, 2004 Cultural Arts Commission packets, the Berliners are unable to perform. However, an alternative group was suggested by the Berliners. Staff has been in contact W with the group but as of this report, a final cost has not been determined. Staff will provide an update at the November 11, 2004 meeting. Things on Strings: Staff contacted Mr. Michael Reher of Things on Strings and requested a proposal from him regarding a puppet show. This correspondence is provided as Attachment A. As of this report, staff has not received a quote from Mr. Reher. Staff will provide an update at the November 11, 2004 meeting. At the October 11, 2004 Cultural Arts Commission meeting, the Commission recommended the proposed events be held on the same Sunday of each month to develop a consistent pattern of performances. Due to the availability of the performers and/or facilities, scheduling the performers for the third Sunday of each month does not appear to be possible. As presented to the Commission in the past, in addition to the cost of the performers, there is additional cost incurred by the City in offering performances. Due to the limited staff, overtime will be due to all hourly employees that work these events. This would include Community Service and Public Works Department employees. The cost of refreshments and supplies would also be required to be paid from the Community Events budget. At the November 11, 2004 Cultural Arts Commission meeting, the Commission discussed the possibility of hosting concerts on the third Saturday of the months of January, February, April and May of 2005. The Commission directed staff to finalize preliminary plans with the performers and present this information to the City Council at the December 7, 20004 City Council meeting. The Commission also stated that they would like to have upgraded refreshments, beyond cookies and punch. Staff contacted the caterer that provides refreshments for many city events and received a quote of $724.08 per event for crudite, cheese platters, meatballs or wings, cookies and sweets along with coffee, tea and lemonade. The cost of the refreshments does not include staff to man the refreshment tables or clean up. If the Commission would prefer to not be responsible for these duties, additional staff could be scheduled for these tasks. Due to the timing of the Council meeting and the need to have the request for a concert series to be considered at the December 7 City Council meeting, Attachment A provides a copy of the staff report that was sent to the City Council for consideration at the December 7 meeting. Staff will provide a verbal update at the December 9 • Cultural Arts Commission meeting as to the actions taken by the City Council on December 7. With this time line, staff will be able to advertise the "Concert under the Stars" event in the spring 2005 Community Services Department brochure. FINDINGS AND ALTERNATIVES: The alternatives available to the Cultural Arts Commission include: 1. Authorize staff to begin planning the Concert Under the Stars event; or 2. Do not authorize staff to begin planning the Concert Under the Stars event; or 3. Provide staff with alternate direction. s ebtfully s bmitted, d' or itz, o munity Services Director Attachment A: City Council Staff Report Regarding Concert Under the Stars Event `20 ASFACHMENT A COUNCIL/RDA MEETING DATE: December 7, 2004 ITEM TITLE: Consideration of "Concert Under The Stars" Series Hosted by the Cultural Arts Commission RECOMMENDATION: As deemed appropriate by the City Council. FISCAL IMPLICATIONS: AGENDA CATEGORY: BUSINESS SESSION: CONSENT CALENDAR: STUDY SESSION: PUBLIC HEARING: Dependent upon the direction of the City Council, possible funding sources could include the Community Special Events account, which has an uncommitted balance of $14,000 as of this report. The estimated cost of the concert series is $14,918 which could be reduced by $918 by reducing the scope of refreshments at the events. CHARTER CITY IMPLICATIONS: None. BACKGROUND AND OVERVIEW: At the October 14 and November 11, 2004 Cultural Arts Commission (Commission) meetings, the Commission discussed hosting a "Concert Under the Stars" event the third Saturday evening of January, February, April and May 2005. The Commission would like to host the following concerts from 6:30-8:00 p.m. on the Civic Center Campus: January Twenty-nine Palms Marine Corp. Jazz Band February Piano Recital with local youth talent r � � �• �i .i April Las Adelitas Female Mariachi and Marty Lipson Band May "Things On Strings" puppet show The Commission has hosted a concert during April for the past two years (called "Concert Under the Stars,") in conjunction with the annual Community Picnic and Birthday Bash. The Commission is requesting to add three additional concerts to form a series. The other three performances would be new events offered by the Commission. Attachment 1 provides a preliminary budget for the "Concert Under the Stars" series. The following information will provide background on line items contained in the preliminary budget for the "Concert Under the Stars" series. Refreshments The Commission had requested refreshments be offered above the standard cookies and punch that the Community Services Department has offered at events. In order to accommodate the Commission's request, this service would need to be catered, as the Community Services Department does not have adequate staff to properly set up, host and tear down a full scale refreshment service. Staff Time Additional staff time is included in the preliminary budget, as these events would be above the standard schedule for Community Services and Public Works Department staff. Equipment Rental The Commission would like to host the concert series on the Civic Center Campus, using the amphitheater, Senior Center and City Hall courtyard. Equipment rental for the January concert would include a stage and chairs for the audience in the City Hall courtyard. The Piano Recital scheduled for February would be held in the Senior Center and would require the rental and tuning of a grand piano, as well as its delivery to the Senior Center. The April concert would be held at the amphitheater and would require stage lighting. Chairs would not be provided for the audience, as has occurred in the past. • The puppet show scheduled for May would require a stage and other equipment necessary to set up a puppet theater and a sound system. Performers Each performer has a cost associated with travel and performance fees, in addition to the equipment they will need to rent or provide for their performance. In addition, the January and February concerts are planned for 3-day weekends, in which many people have Monday off for Martin Luther King Jr. Day and President's Day. This may impact the participation from the public, as many people go out of town for 3-day weekends. Should the City Council approve one or more concerts for the spring season, the concert(s) will be advertised in the Community Services Department brochure that will arrive at every residence by the first week of January. In addition, the event will be included on the postcard that is mailed to all residents in mid -March announcing upcoming events. The City Council could consider offering a concert series or could direct the Commission to host the annual "Concert Under the Stars" in April in conjunction with the annual Community Picnic and Birthday Bash. FINDINGS AND ALTERNATIVES: The alternatives available to the City Council include: 1. Authorize the "Concert Under the Stars" series and the expenditure of up to $14,000 from the Community Special Events budget; 2. Authorize one "Concert Under the Stars" event in April and the expenditure of up to $7,500 from the Community Special Events budget; or 3. Do not authorize funding a "Concert Under the Stars" event; or 4. 11, Provide staff with alternative direction. ectfully qubmitted, rvitz, Community Services Director i Approved for submission by: Thomas P. Genovese, City Manager Attachment: 1. "Concert Under the Stars" Preliminary Budget 21 ' ATTACHMENT a) O 0o T- r- LO co `t a co `— O 0o N I� 00 F— I� (M o U v � +r +° 00 a`> > C (D L 4) L O C O I m E t. 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