SR-304-003-10
F:\CAD\COUNCIL\REPORTS\SM Festival Contract 2002-04.doc
Council Meeting: November 27, 2001 Santa Monica, California
TO: Mayor and City Council
FROM: City Staff
SUBJECT: Production of the Annual Santa Monica Festival in years 2002, 2003, and
2004.
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate
and execute a three year contract for $69,000 annually with Community Arts Resources
(CARS) to produce the annual Santa Monica Festival: A Celebration of Our Community
Roots. Further, it recommends that the City Manager be authorized to amend this
contract, not to exceed an additional $50,000, in the event additional private funds are
raised for the Festival by the Cultural Affairs Division.
BACKGROUND
In August of 2001, City staff solicited proposals for an event production team for the
Santa Monica Festival for three years beginning in 2002. Requests for Qualifications
were sent to twenty production companies in the greater Los Angeles area. This list
was compiled by staff based on recommendations from the City of Los Angeles Cultural
Affairs Department, Los Angeles County Arts Commission, and other sources. As a
result of that request, two production companies submitted their qualifications which
were evaluated by staff. CARS was recommended as the festival producer for the
following reasons:
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CARS has the ability to address multi-cultural and environmental issues within the
festival theme, A Celebration of Our Community Roots;
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Artists and other professionals will be paid fees commensurate with their abilities;
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CARS has the ability to meet both artistic and production standards desired for the
Santa Monica Festival as evidenced by past events produced by CARS including the
International Festival of Masks, the Getty Museum Family Days events, Yiddishkayt,
as well as past Santa Monica Festivals.
BUDGET/FINANCIAL IMPACT
Funds for the 2002 Festival are available in Cultural Affairs Division account number
01560.566550 ($34,500), and Environmental Programs Division account number
31662.555060 ($34,500). Additional appropriations for 2003 and 2004 will be budgeted
in the City budgets for those years, contingent upon availability of funds. As in years
past, additional funding will be raised from outside sources such as the California Arts
Council, private nonprofit foundations and corporate sponsorships. The contract will
specify that the additional funding is available when, and if, those funds are raised.
Conversely, should it become necessary to meet expenditure reduction targets in FY
2001-02 due to the City’s financial situation, the Festival can be placed on hiatus in
2002. Contract language will cover that possibility and enable the City to terminate this
agreement in future years should funding for this event not be available.
Since it is impossible to determine the amount of funds that will be raised for this event,
staff recommends that budget changes be made during the midyear budget process
when funding sources have been identified.
RECOMMENDATION
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It is recommended that the City Council authorize the City Manager to:
1) negotiate and execute a contract with CARS to produce the 2002, 2003, and 2004
Santa Monica Festivals in the annual amount of $69,000, and 2) in the event additional
funds are raised, amend the contract, not to exceed $50,000, to include additional
services for expanded festival programming.
Prepared by: Barbara Stinchfield, Director, Community and Cultural Services
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Mara Luisa de Herrea, Cultural Affairs Manager
Hamp Simmons, Cultural Affairs Coordinator
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