Blues Festival Meeting Minutes
BAC representatives: Cynthia Conroy and Shawnee Hicks
OBM representatives: Rob Page, Michael Page, Bret Austin, Dan Simone
Community Development Representatives: John Charley, Melanie Greene
Meeting: 2-5-09 5:30 p.m. City Hall Council Chambers
Melanie reviewed what’s transpired to date
RFP received no responses
She called OBM to ascertain why – response was that OBM didn’t want to do the
event under the BAC or City as it was too cumbersome.
She asked John Charley to find out from the City Manager if OBM could do it as a private
event and receive sponsorship from the City and the City expect a donation to the BAC similar to
the way Save Our Stairs runs their event.
John Charley spoke with Mr. Pauken who agreed that the event could operate as a private
event and that John should negotiate the contract with OBM.
Melanie called OBM reps to see if they were interested – they were.
BAC assigned three people to represent their interests, Cynthia, Ted, and Shawnee; and to
meet with John Charley and OBM to negotiate terms for a contract.
John emphasized that the City wants the Blues Festival to proceed.
Bret suggested that OBM would do the project for the 10k grant and give the 10k back.
Rob said that they were able to do it without the 10k but understood that the City would have to spend it for the festival.
Cynthia suggested that the grant may not be available and wanted to talk instead about a fixed figure instead of associating it with the grant.
Melanie clarified that the grant would not be available to the BAC as it would no longer own the festival. OBM could apply for the grant if they wanted to.
Shawnee reminded the group that the BAC used the festival as a fundraiser in order to carry out the core mission of the BAC and would need to continue to use it in that way.
Bret suggested that BAC control the vendor efforts to generate income or hold a fundraiser at the festival. Other possible projects were discussed as potential fundraising events at the festival.
There was a question as to whether BAC would hold onto the rights of the Blues Festival and put it out as an RFP the following year or make it available to OBM for multiple years.
The consensus was that OBM could continue to produce the festival as long as they indicated their intentions prior to a certain date each year. The date would be determined in the contract.
Cynthia suggested that a minimum of 5k as a fee or donation would be something
they could take to the BAC.
Shawnee suggested that 5k may not be a responsible figure for the BAC particularly as a fundraiser.
Bret suggested that the BAC would not be sharing in the risk nor would be asked to participate
in any way.
Dan suggested that the main goal of OBM was to create an atmosphere whereby
Bisbee became a music destination.
There was general consensus
that the following items and others including use of City resources such as police, fire,
public works, etc. will be in the contract
that a contract that will be structured and finalized by Community Development and the City
Manager and approved by the City Council.
that there will be a minimum fee of 5k negotiated for BAC
that there will be a multiple year opportunity in the form of a first right of refusal for
OBM.
that OBM will provide a notice of intent to the City and BAC by a certain date that they
will or will not do the festival the next year.
that once OBM says it will do the event, they are obligated to pay the fee, even if the
festival does not happen.
that the BAC will remain the beneficiary of the “fee” or “donation” as
it is currently the largest fundraiser for the BAC.
The BAC must decide if they are willing to have the event go private. If they say no, they will have to do the event themselves or use the RFP process to hire someone to do it.
If they say yes, the BAC needs to make a motion to have City staff negotiate and draw up the contract to have OBM do the festival.
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