Agenda Town of Gibsons Committee-of-the-Whole May 16, 2017 at 1:30pm Council Chambers Town Hall, 474 South Fletcher Road, Gibsons 604-886-2274 - www.gibsons.ca Council Mayor Wayne Rowe Councillor Stafford Lumley Councillor Charlene SanJenko Councillor Jeremy Valeriote Councillor Silas White Committee-of-the-Whole - 16 May 2017 Page 2 of 158 Committee-of-the-Whole AGENDA OF May 16, 2017 Council Chambers, 1:30pm 474 South Fletcher Road, Gibsons, BC 1. CALL TO ORDER 2. APPROVAL OF THE AGENDA 3. DELEGATIONS 3.1 Linda Williams - Music in the Landing and Sunshine Coast Page(s) Jazz Festival 4 - 13 Regarding the presentation of the 2016 Annual Reports for Music in the Landing and Sunshine Coast Jazz Festival and plans for 2017 3.2 Conchita Harding - Sea Cavalcade Regarding the presentation of the 2016 Sea Cavalcade annual activities and plans for 2017 4. REPORTS Director of Finance - Grants of Assistance 4.1 Page(s) 14 - 158 5. INQUIRIES 6. NEXT MEETING 6.1 The next Regular Committee-of-the-Whole meeting to be held on Tuesday, June 6, 2017 in the Town Hall Council Chambers at 1:30pm. 7. ADJOURNMENT Committee-of-the-Whole - 16 May 2017 Page 3 of 158 Music in the Landing TOWN OF GIBSONS – MUSIC IN THE LANDING History of Music in the Landing: Many towns have summer ʻmusic in the parksʼ programs. In Gibsons, we have Music in the Landing. The programme started in 2003 after a local resident, Don Chapman approached the Town of Gibsons with the idea of providing live music in outdoor locations for the community to enjoy. He donated $5,000.00 towards paying the performers. TOG decided to match the fund to pay coordinators for the program. The organizers of the program reach out to the local business to pay for advertising in local papers for the program. The purpose of the program is to present live musical outdoor performances around the Landing during summer weekends from the end of June until early September with the last weekend Saturday evening show collaborating with the Sunshine Coast Film Society for Starlight Film Night. In a fun and festive way, it brings people together and adds to the experience of being in a creative, friendly community. It adds to the economy of businesses operating in the Landing as it draws people to linger, shop, visit a gallery or enjoy a restaurant. It provides support to the local musical community by providing venues for performances, and to raise the profile of the excellence of Sunshine Coast performing artists. Music in the Landing provides a chance to connect with and get to know new friends and neighbours, and to celebrate ‘the best town in the world!’ For tourists it makes Gibsons a special and memorable place - not just beautiful in it’s setting, but with it’s own friendly, artistic culture and personality. It has become a Town of Gibsons programme the community, businesses and local musicians look forward too each summer. Organizer: Since the first year in 2003, Linda Williams and Graham Walker shared the co-ordinator duties. In 2016 Graham Walker no longer was involved and the program was ran by Linda Williams who hired PA/tech/tent assistants from her salary. She continued the established a well organized format that ensured all details are well looked after. With hundreds of performers to contact and schedule, advertising, equipment, signage, posters, finances, and other duties, each weekend requires much follow through to ensure all goes smoothly. The co-ordinator’s goal is to make sure the program is ‘professional’ in every way, and to keep everyone happy; the audience, the performers, and local businesses. Process and Details: (1) Financial Administration & Budget: Honorariums are provided to musicians. Bookkeeping - receipts are given and signed for each payment to musicians with records kept of all expenses and payments. A donation basket is used at each performance with the money going directly to the performers. The audience is very generous and adds to the financial value to the performers. It proves to be a real-time response to the audience appreciation for the artist. 1 Page 4 of 158 Committee of the Whole Meeting Agenda (2) Promotion and Advertising the Program : With no advertising budget, promotion includes: postering, signboards, articles in local newspapers, sponsored advertising by local businesses, social media and e-Newsletters. (3) Equipment and Stage Management : A large part of the job is to make sure there is proper equipment for each concert. This ranges from a small portable P.A. system, signs, and a shade umbrella for street buskers, to setting up a tent-stage and a major P.A. system for larger concerts, often provided by the organizers. There is a great deal of hauling equipment back and forth, up and down the dock, in and out of vans, setting up and taking down, sometimes in drizzle and after dark. The street signs have to be moved around the Landing to the various venues. PA is now provided by organizers or musicians as the Town of Gibsons PA is inadequate for most gigs. (4) Select Venues and schedules for performances : (5) Select and Hire Musicians : The goal of the co-ordinator is to present musicians of high quality, covering a wide variety of styles, of broad interest, to as many people as possible. It has become a job requiring much diplomacy, as the desire from musicians to participate grows. Performing in Music in the Landing has become important to many musicians and groups as a sign of ‘Official Recognition’, and an acknowledgment of quality. It also means having a good audience in a beautiful public venue, and seeing your name in advertisements and posters. The demand to be part of the summer’s schedule now means that the program is booked early in the season and not all musicians are able to be accommodated. Dealing with aspirations and disappointments as to who does or doesn’t perform has become part of the co-ordinator’s job that takes tact to handle. The program tries to balance this demand by providing at least one concert for each of the main styles of music, including folk, jazz, concert bands, world music, a youth showcase, a teen showcase, and even some LOUD rock and roll. As much as possible, musicians are selected for their overall appeal to a wide audience, to be enjoyable to the ‘general public’. Advertising and Promotion: Coast Reporter and columnists Sponsored Ads in Coast Reporter & the Local Visitors Map Guide Purple Banner Guide The Medicine Shoppe Other newsletter publications Sunshine Coast Tourism CCA Arts and Culture Calendar Sandwich Boards Facebook, Instagram & other social media coverage TOG website many other website calendars Cable 11 TV Visitors Information Centre Weekly email newsletter posters throughout community Media : An established good relationship with local media and providing them with lots of photos and advance notices; helps ensure we receive excellent coverage in the events and ‘what’s on’ columns. E- Newsletters go out to 1400+ contacts each week before the show to visitor centres, B&B’s, any tourism outlets and an extended list of requests. Note : in 2012 we started posting images of EVERY show on facebook in yearly albums which has created an excellent archive of performers and performances in the many stunning locations in the Landing. http://www.facebook.com/Music.Landing 2 Page 5 of 158 Committee of the Whole Meeting Agenda Posters: The attractive ‘permanent’ poster, using local artist Sa Boothroyd’s delightful art, is posted all summer long and gave a colourful and exciting look to the program. We continued placing our ‘weekly’ posters and sandwich boards for information on the upcoming weekend. We thank Gaia’s Fair Trade Shop, and the Info Centre for their daily care of the sandwich boards. Newspaper Ads: It is always a challenge to get local sponsors this year for the newspaper ads therefore they were much smaller. The past two years we have been sharing a co-op ad with the Sechelt Summer Music Series. With the developed relationship with the local papers, the columnists and free events listings added to the press. EQUIPMENT P. A. System: The Town’s P.A. is rarely used. In 2016 techs with their own PA were hired for the organizer's salary to set up the tents and provide and run the PA. Tents: The 10 x 15 tent is in poor shape but still suitable for most performances on the small ʻupperʼ stage area in Winegarden Park. This is the most useable area for audiences, as it is relatively flat, with good sight lines and visible from the Bus Stop for pedestrians walking by. The TOG 10 x 10 tent was perfect for use at the Sunday Market area and Pioneer Square. The co-ordinator provided large umbrellas for shade and stools for seating. Winegarden Park Rotary Canopy: The canopy is rarely used except in the case of a larger orchestra. VENUES - Schedule: Friday Afternoon 1:30 - 3:30pm: Dougall Park - Solo artists/ Buskers. Friday Evenings 7:00 – 8:00pm: Music in the Gazebo on the Dock - Classical, Jazz, Dance, Folk. A more beautiful stage would be hard to find! The co-ordinators bring in many folding stools to accommodate some seating. Saturdays 11a.m. - 1:00pm: Pioneer Square - Lightly amplified rock, jazz, and folk groups. Saturday Evening Concert 7:00 – 8:30pm: Winegarden Park - Featuring outstanding and professional local musicians, from Jazz to Bluegrass to Global music. Double bills are often held as well as a special BC Day performance. Sundays 11:00 a.m.