City of Culver City, California
Agenda Item Report
RECOMMENDATION:
Staff recommends the City Council (1) approve a Memorandum of Understanding
with Boulevard Music to produce a minimum of four concerts during the 2013
summer months for the Culver City Boulevard Music Festival (Festival) held in the
Courtyard of City Hall, and (2) discuss options for additional concerts.
BACKGROUND:
For 17 years, the Festival was funded by the former Culver City Redevelopment
Agency (former CCRA). Due to the then anticipated dissolution of the former CCRA
by operation of state law on February 1, 2012, on January 9, 2012 the City Council
and former CCRA Board considered the potential discontinuation of the Festival.
Last summer, Gary Mandell, through Boulevard Music, produced four concerts in the
City Hall Courtyard at a cost of $7,500.
DISCUSSION:
In recent months, staff has talked with Mr. Mandell about his interest in producing
the 2013 Festival. To produce the 2013 Festival, Mr. Mandell has indicated that he
wants to follow the same terms that were included in the City Manager’s letter to him
Meeting Date: 04/08/13 Item Number: A-4__
CITY COUNCIL AGENDA ITEM: (1) Approval of a Memorandum of Understanding
with Boulevard Music to Produce a Minimum of Four Concerts During the 2013
Summer Months for the Culver City Boulevard Music Festival, and (2) Discussion
of Options for Additional Concerts.
Contact Person/Dept.:
Shelly Wolfberg, City Manager’s Office
Phone Number:
(310) 253-6008
Fiscal Impact: Yes [X] No [ ] General Fund: Yes [X] No []
Public Hearing: [ ] Action Item: [X] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification: Meetings and Agendas – (e-mail) Meetings and Agendas – City
Council; Cultural Affairs Commission; Cultural Affairs Foundation; Downtown Business
Association; Culver City Chamber of Commerce; Gary Mandell/Boulevard Music; and
Culver City Music Festival Sponsors (04/02/13).
Department Approval:
Martin R. Cole (04/02/13)
City Attorney Approval:
Carol Schwab (by H. Baker) (04/02/13)
Chief Financial Officer Approval:
Jeff Muir (04/02/13)
City Manager Approval:
John Nachbar (04/02/13) City of Culver City, California
Agenda Item Report
dated February 15, 2012 (Attachment 1). This letter outlined the general items that
remain important for both parties to consider in the successful production of the
2013 Festival. Mr. Mandell believes it would be feasible for him to produce a
minimum of four concerts this summer, with the sponsorship of Sony and the
Cultural Affairs Foundation in the aggregate amount of $7,500. Staff time to assist
Mr. Mandell would be at an additional in-kind cost.
Mr. Mandell is interested in producing more concerts, if he is able to fund them
through additional outside sponsorships and potential additional funds from the City.
Mr. Mandell has informed staff that he is willing to produce additional shows at a
cost of $4,730 per concert plus staff time.
As was the case last year, Mr. Mandell will be responsible for his staff, professional
security personnel, volunteers, and any Haynes crew members who may be hired.
Additionally, the City proposes to provide limited in-kind support by having a Public
Works employee and at least one staff person at the event to provide oversight of
the City Hall and Courtyard.
Staff’s oversight of the concerts was previously performed by Ms. Susan Obrow.
However she will not be able to assist this year due to her work at Veterans
Memorial Complex. Staff recommends that a Recreation Leader II-Part Time Parks,
Recreation and Community Services Department (PRCS) employee be deployed at
City Hall Courtyard from 2:00 PM to 10:00 PM on the days of the concerts. The staff
member would act as the City representative. Mr. Mandell, Haynes and Public
Works Department personnel would also work together, and the PRCS Employee
would be there as an additional point of contact. The Recreation employee’s hourly
rate is $11.44.
The use and maintenance of the Courtyard and City Hall facilities is a top priority
shared by both parties. In order to keep costs low, the City would provide chairs and
coordinate the use of the stage, which staff anticipates would continue to be donated
to the City for the 2013 Festival. Mr. Mandell may elect to enhance the exposure of
local restaurants and businesses to creatively promote the Festival and generate
sponsorships.
In order for the event to be a success and to retain the continuity and branding of the
Festival and the community, the City Council may wish to consider sponsoring the
event. In order for the Festival to be categorized as a City-sponsored event, in
accordance with City Council Policy Statement 2008-01 (Community Organizations)
and Culver City Municipal Code (CCMC), Section 17.330.040.B.7.b.ii., the City must
be (a) participating in an official capacity in the planning, preparation or promotion of
the event or activity; and (b) contributing 25% of the total estimated costs of the civic
event or activity or at least $1,000, whichever is less. This contribution may take the City of Culver City, California
Agenda Item Report
form of funds, labor, staff time, materials, a waiver of fees, or any combination
thereof.
The CCMC and Council Policy require both (a) AND (b) conditions be satisfied.
Additionally, in order for an event to be considered City-sponsored, the City Council
must determine, by specific action, that the above criteria have been met.
If this item is approved, staff estimates that at least $1,000 in staff time will be
contributed to the planning, preparation, or promotion of the event. In addition, it is
recommended the City promote the Festival on the City’s website and Government
Channel. As a result of these actions, satisfying conditions (a) and (b), the Festival
would qualify for sponsorship.
Should the City Council approve this request, an MOU would be drafted to formalize
the various duties and obligations of the parties with respect to the Festival.
FISCAL ANALYSIS:
Funding in the amount of $7,500 has been identified to fund the 2013 Festival. Of
the total, $5,000 would be funded by the Cultural Affairs Foundation, and $2,500
would be funded by Sony Pictures Entertainment. The contribution of staff time is
expected to include, but not be limited to, Recreation staff and Public Works staff to
help oversee the Courtyard and City Hall. Mr. Mandell will be requested to share his
financial records and receipts with the City, as was done last year.
If the City Council approves additional concerts at a cost of $4,730/concert, with the
additional staff cost of $92 per eight hour shift for the Recreation Leader, staff would
make a funding request for these concerts as part of the budget process. Staff also
recommends the use of the Recreation Leader for eight hours for pre-production
work. For the City Council’s decision making purposes, the following table shows a
breakdown of the increase in costs for additional concerts:
Concerts Boulevard Music Rec. Leader Total
Pre-Production $95 $95
First Four Concerts $7,500 $366 $7,866
One Additional Concert $4,730 $92 $4,822
Two Additional Concerts $9,460 $183 $9,643
Three Additional Concerts $14,190 $275 $14,465
Four Additional Concerts $18,920 $366 $19,286
City of Culver City, California
Agenda Item Report
Funding for Mr. Mandell’s contract and the employee costs would be added to the
City Manager’s Proposed Budget for Fiscal Year 2013/2014 as part of the PRCS
Department. The funding source would be the General Fund.
ATTACHMENTS:
1. City’s letter to Mr. Mandell dated February 17, 2012.
2. Mr. Mandell’s e-mail to Mr. Nachbar dated March 21, 2013.
MOTION:
That the City Council:
1A. Determine that the criteria for City sponsorship have been met and
designate the 2013 Culver City Boulevard Music Festival as a City
sponsored event; and,
1B. Approve an MOU with Gary Mandell for the production of the Festival;
and,
1C. Authorize the City Attorney to review/prepare the necessary documents;
and,
1D. Authorize the City Manager to execute such documents on behalf of the
City.
AND/OR
2. Authorize the addition of _______ number of concerts to be added at a
cost of $4,822/concert for a total of __________.
OR
3. Take no action (in which case the City would not be a sponsor of the
Culver City Boulevard Music Festival).
MEETING DATE: April 8, 2013
AGENDA ITEM: (1) Approval of a Memorandum of Understanding with
Boulevard Music to Produce a Minimum of Four
Concerts During the 2013 Summer Months for the
Culver City Boulevard Music Festival, and (2)
Discussion of Options for Additional Concerts.
ATTACHMENTS
Pages
1. City’s letter to Mr. Mandell dated February 17, 2012. 1-2
2. Mr. Mandell’s e-mail to Mr. Nachbar dated March 21, 2013.
3
Artists 1000
Sound Crew 1250
Set Up 720
House Mgt 450
security 175
Hospitality 30
Supplies 75
Artwork 30
Producer 1000
Total 4730