HomeMy WebLinkAbout20180917 - VI-11 - Approve Agreement with (lumin)theater lab City Council Memorandum
To: Mayor Hicks & City Council Members
From: Melanie Mesko Lee, City Administrator
Date: September 14, 2018
Item: Approve Agreement with (lumin)theater lab for Use of City Hall
Council Action Requested: Approve an agreement for the City and (lumin)theater lab to work
together on use of City Hall for a theater production.
Background Information: Recently, Tom Sorenson of (lumin)theater lab approached the City about
using City Hall as a location for their winter 2019 production of The Scarlet Letter. Staff is recommending
that the City enter into an agreement to allow (lumin)theater lab use of City Hall for this production with
the following conditions and expectations:
Meetings will be held during regular City Hall office hours when possible;
For (lumin)theater lab use conducted outside regular office hours, advance coordination will
occur to ensure that City Hall is staffed and/or secured properly;
During the public showings, (lumin)theater will utilize current board members or volunteers as
front of house staff to secure the south entrance, ushers to guide the audience through the
building, and other production team members placed at the top and bottom of each set of stairs
to lead and direct the audience and ensure security of the City Hall assets.
For (lumin)theater lab use while other meetings are in session, (lumin)theater lab will be
respectful of other public meetings and will not use those areas that are already occupied
(lumin)theater lab will hold a $1,000,000 liability policy with the City named as additional insured
and certificate of notice before cancellation can occur.
The Volunteer Room will be used as the actors Green Room
(lumin)theater lab will indemnify the City against any claims while using the facility.
(lumin)theater lab will be charged a rental fee of $1,000 for the use of the space for the
production.
In recognition of the unique proposed use of our historic City Hall and the opportunity to partner with a
local theater company and open this beautiful facility to a broad spectrum of the community, it is our
recommendation that the fee being charged is charged separately than our current room rental fee.
This is the first time that (lumin)theater lab has used City Hall for a production. Other theater groups
have used the space for productions in 2014 and 2017.
Financial Impact: $1,000 in facility rental fee.
Advisory Commission Discussion: None
Council Committee Discussion: None
Attachments:
None
VI-11