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HomeMy WebLinkAbout020705 CSC Special Meeting Agenda AGENDA A SPECIAL MEETING OF THE TEMECULA COMMUNITY SERVICES COMMISSION TO BE HELD AT TEMECULA CITY HALL MONDAY, FEBRUARY 7,2005 6:00 P.M. CALL TO ORDER: Chairman Jim Meyler FLAG SALUTE: Commissioner Fox ROLL CALL: Edwards, Fox, Henz, Hogan, Meyler PUBLIC COMMENTS: A total of 15 minutes is provided so members of the public can address the Commissioners on items that are not listed on the Agenda. Speakers are limited to three (3) minutes each. If you desire to speak to the Commissioners about an item not listed on the Agenda, a green "Request to Speak" form should be filled out and filed with the Commission Secretary. When you are called to speak, please come forward and state vour name and address. For all other agenda items, a "Request to Speak" form must be filed with the Community Services Commission Secretary before the item is addressed by the Commission. There is a three (3) minute time limit for individual speakers. R:\CSCA GEND\2005\020705 .doc DIVISION REPORTS COMMISSION BUSINESS 1. Mercantile Buildinq Renovation RECOMMENDATION: 1.1 That the Community Services Commission approves the proposed design concept and proposed use for the Mercantile Building. 2. Old Town Temecula Communitv Theater Bookinq and Rental Policv RECOMMENDATION: 2.1 That the Community Services Commission approve the attached Booking and Rental Policy for the Old Town Temecula Community Theater (Theater). 3. Cancellation of Reqularilv Schedule Commission Meetinq RECOMMENDATION: 3.1 That the Community Services Commission cancel the regularily scheduled Commission meeting on Monday, February 14,2005. 4. Park Tour RECOMMENDATION: 4.1 That the Community Services Commission discuss a date and time for a Commission Park Tour. DIRECTOR'S REPORT COMMISSIONER REPORTS R:\CSCA G END\2005\020705 .doc ADJOURNMENT That the Community Services Commission adjourn to a date and time determined for a Commission Park Tour. The next regular meeting of the Community Services Commission will be held on Monday, March 14, 2005, 6:00 pm at Temecula City Hall Main Conference Room, 43200 Business Park Drive, Temecula, CA 92592. R: \CSCA GEND\2005\020705 .doc ITEM NO. 1 R:ICSCAGEND~TEMNO,SHL CITY OF TEMECULA AGENDA REPORT TO: FROM: Community Services Commission Herman Parker, Director of Community Service~ .2;! February 7, 2005 DATE: SUBJECT: Mercantile Building Renovation PREPARED BY: Bruce A. Beers, Theater Manageif> ' RECOMMENDATION: That the Community Services Commission approves the proposed design concept and proposed use for the Mercantile Building. BACKGROUND: The historic Mercantile Building (1890) located on Main Street in Old Town Temecula will serve as the entrance and lobby for the Old Town Temecula Community Theater. To date, the Mercantile has been seismically retrofitted and the original brick has been re- pointed inside and out. It is proposed that certain improvements be made to: . Create a ticket office, support offices, and storage space within the building; . Create an intimate, Bistro-style performance space capable of seating 40 to 50 people at cocktail rounds; . Create a gallery space to accommodate visual art exhibits, and . Keep the design compatible with the history and flavor of the period. The ticket office will be designed to facilitate crowd control and ticket queues, with ticket windows immediately visible upon entering the building. There will be an exterior ticket window in the west fac;:ade to allow for simultaneous but separate use of the Theater and Mercantile - Patrons could buy tickets to an event in the Theater without entering the Mercantile, thus the Mercantile could be use for another event. The offices would bisect the building creating an intimate performance space in the rear and a gallery space in the front. The performance space will have a small corner stage and minimum stage lighting that will include a followspot to create a "bistro" mood. Beer, wine and light food, available from the adjacent concession area, will be served at club-style cocktail rounds accommodating approximately 50 people. Entertainment will feature soloists or small groups offering jazz, classical, folk and pop music, poetry readings and jams, open-mic nights, comedy, magic, and more. The gallery space at the building's front will greet visitors with a visual art experience designed to change 8 to 10 times a year. Movable pedestals and walls will compliment a hanging system designed to avoid nailing into the brick walls. Gallery lighting will be installed to enhance the display of art and provide for flexibility in lighting a variety of exhibitions. The building fac;:ade will be recreated to mimic the Mercantile's former luster. A cluster of old mail boxes will be incorporated into the design of the interior and a period reproduction clock donated to the project by a local service organization will overlook the gallery space. ITEM NO.2 R:\CSCAGEND~TEMNO_SHL CITY OF TEMECULA AGENDA REPORT TO: FROM: Community Services Commission Herman Parker, Director of Community services~ February 7,2005 DATE: SUBJECT: Old Town Temecula Community Theater Booking and Rental Policy PREPARED BY: Bruce A. Beers, Theater Manage~ RECOMMENDATION: That the Community Services Commission approve the attached Booking and Rental Policy for the Old Town Temecula Community Theater (Theater). BACKGROUND: The Booking and Rental Policy outlines the booking priorities addressing date availability and accessibility, the schedule of rental and user fees, and the rules and regulations regarding the Theater's use. Booking priority is based on the intended use of the Theater. Primary priority goes to bookings for the purpose of presenting performing and visual arts events (Booking Tiers 1 , 2, and 3); Secondary priority goes to bookings forthe purpose of presenting events other than performing and visual arts events (Booking Tiers 4 and 5). Tier 1 User priority bookings will be given to the City of Temecula (Temecula Children's Museum, Temecula Valley Museum and Temecula Presents), to organizations in partnership with the City to further cultural goals (Arts Council of Temecula Valley and the Temecula Valley Unified School District), and to those non-profit organizations deemed by the City to be Resident Companies due to their significant contribution toward the construction of the Theater (Temecula Theatre Foundation, Temecula Valley Players, Fine Arts Network, and Vintage Singers). Tier 2 Users are all other Temecula-based organizations and individuals. Tier 3 Users are all .non Temecula-based organizations and individuals. For Users wishing to present events other than a performing or visual arts event, Tier 4 users are Temecula-based and Tier 5 Users are non Temecula-based. All rental fees, ticket office fees, front-of-house fees, and technical production fees are based on the residence of the User. The best rates go to Temecula-based non-profit Users; the second best rates go to all other Temecula-based Users; the third best rates go to non Temecula-based non-profit Users; the forth best rates go to all other non Temecula-based Users. Rules and regulations governing the use of the Theater include: . All Users are required to use the Theater's Ticket Office services, front-of-house staff, and technical crew. This will insure that continuity and quality customer service will be maintained, public relations will be managed, and safety protocols will be enforced. . It will be the User's responsibility to advertise, promote and market its event to the public. The resolution identifies those organizations that have raised significant funds forthe construction of the Theater and have pledged to continue to financially support the Theater through future fund raising activities. Deemed Resident Companies, these organizations will receive first-priority booking status and a discount from all fees listed in the Booking and Rental Policy. The discount will be 35% for the first year of Theater operations, 20% for the second year, and 10% thereafter. ,. OLD TOWN TEMECULA COMMUNITY THEATER BOOKING and RENTAL POLICY The Old Town Temecula Community Theater is a performing and visual arts facility that includes a contemporary, state-of-the-art, 362-seat proscenium theater opened in 2005, the charming 1890 Mercantile Building that houses an intimate Bistro Stage and a visual art gallery, a 1,390 square foot rehearsal space that can be divided into two rooms, and a dance studio. Both the Theater and the Mercantile Building are available to lease primarily for the presentation of artistic events such as concerts, musicals, plays, dance, youth theater, and visual art shows. Events such as corporate meetings, service organization gatherings, charity events, awards ceremonies, filmffV shoots, banquets, and other non-arts events shall be allowed on a limited basis. The dance studio and the rehearsal rooms are also available to lease any time they are not being used to support the activity on stage. Mission The mission of Old Town Temecula Community Theater is to present and promote the arts and their ability to enrich community life. Theater staff recognizes that successful events are a collaborative effort that require a high degree of skill, planning, cooperation, teamwork, organization, flexibility, and shared information. The staff is dedicated to providing courteous, efficient, quality service to all clients. Booking Priority The intended use of the Theater is for the production and presentation of performing and visual arts events. With this in mind, priority is given to Users that wish to rent the ' facilities for performing and visual arts events (Tiers 1,2 and 3). Other uses are allowed but receive a lower priority in choosing dates (Tiers 4 and 5). It is possible for a single User to be in two booking Tiers if the User intends to use the Theater for both arts and non-arts purposes. Temecula-based organizations are defined as entities where the board of directors is comprised of 75% Temecula residents and the membership is comprised of a majority of Temecula residents. I Resident Companies are defined as Temecula-based, not-for-profit arts organizations that have raised significant funds for the construction of the Theater, have pledged to continue to financially support the Theater through future fundraising activities, and are duly designated as such by the City of Temecula. Tier 1 User First priority for bookings shall be given to the City of Temecula, to organizations in formal partnership with the City of Temecula to further cultural goals, and to those organizations deemed to be Resident Companies for the purpose of presenting performing or visual arts events. Dates for Tier 1 priority events shall be available for booking on September 1st for the year beginning July 1st of the following year. Theater Management shall work with the Tier 1 groups to facilitate the bookings of each organization relative to each other. The Tier 1 organizations are: . Temecula Theatre Foundation (Resident Company) . Temecula Valley Players (Resident Company) . Fine Arts Network (Resident Company) . Vintage Singers (Resident Company) . Arts Council of Temecula Valley (City Partner) . Temecula Valley Unified School District (City Partner) . Temecula Children's Museum (City of Temecula) . Temecula Valley Museum (City of Temecula) . Temecula Presents (City of Temecula) Tier 2 User Second priority for bookings shall be given to Temecula-based, non-profit and for-profit organizations, government entities and individuals for the purpose of presenting a performing or visual arts event. Tier 2 priority events shall be available for booking on March 1st for the year beginning on July 1st. Bookings shall be made on a first -come first -served basis. Tier 3 User Third priority for bookings shall be given to non Temecula-based, non-profit and for-profit organizations, government entities and individuals for the purpose of presenting a performing or visual arts event. Tier 3 priority events shall be available for booking on March 15th for the year beginning on July 1 st. Bookings shall be made on a first-come first-served basis. Tier 4 User Forth priority for bookings shall be given to Temecula-based, non- profit and for-profit organizations, government entities and individuals for the purpose of presenting events other than performing and visual arts events. Tier 4 priority events shall be available for booking on April 15th for the year beginning on July 1st. Bookings shall be made on a first-come first-served basis. Tier 5 User Fifth priority for bookings shall be given to non Temecula-based, non-profit and for-profit organizations, government entities and individuals for the purpose of presenting events other than performing and visual arts events. Tier 5 priority events shall be available for booking on May 1st for the year beginning on July 1 st. Bookings shall be made on a first-come first-served basis. 2 Leasing Procedures Users shall place a hold on an available date which is honored for two weeks. At that time, the User shall either sign a User License Agreement or the hold will be released. When a License is executed, the User shall remit a non-refundable deposit equal to 50% of the rental fee (Tier 1 Users are exempt) plus a $500 security/damage deposit. When a date is requested that is currently on hold, the User may place a secondary hold on the date or choose to challenge the hold. If challenged, the User with the primary hold shall have 48 hours to either sign a User License Agreement or release the date. All secondary holds on the date shall, in turn, have 48 hours to either sign an Agreement or release the date. When a challenged date is released of all holds, the challenger shall immediately execute a User License Agreement and remit the applicable deposits. Under all circumstances, no advertising, publicity or ticket sales shall be permitted until a User License Agreement is fully executed. Rental Rates Performance rental rates are based on a typical "performance" event lasting up to three, hours within a nine hour usage block. Events with longer performance times (such as competitions), events with an audience that flows in and out (such as festivals), and non- performance events (such as seminars) shall be assessed a fee relative to the nature of the event. Theater rental rates include the stage, house, dressing rooms, backstage support facilities, the Mercantile Building (if available) and the dance studio and rehearsal rooms (if needed to stage the event). Additionally, the rates include basic sound and lighting equipment, normal housekeeping and engineering services, event management, and technical supervision. 3 Temecula-Based Users Non-Profit I Users Other Users Non Temecula-Based Users Non-Profit I Users Other Users THEATER Performance $350 $425 $475 $550 2nu Performance in one day $175 $210 $235 $275 Rehearsal (4-hour max) $150 $185 $205 $235 Load-In/Out (9-hour max) $175 $210 $235 $275 Additional Hours $40 $50 $55 $65 Dark Days* $100 $125 $140 $160 MERCANTll.,E I All Uses (3-hour minimum) $40/hr $50/hr $55/hr $65/hr DANCE STUDIO I All Uses (3-hour minimum) $40/hr . I $25/hr $30/hr $35/hr . REHEARSAL ROOMS Room A or B (3-hour min.) $15/hr $18/hr $20/hr $25/hr Room A & B (3-hour min.) $25/hr $30/hr $35/hr $40/hr * There is no charge for Mondays. If the Theater can be used for another event on a dark day, there is no charge. Additionally, the User is responsible for the following (rate schedule attached): . The User is required to use the Theater's ticket office services and staff. . The User is required to use the Theater's front-of-house personnel (ushers and ti cket -takers). . The User is required to use the Theater's technical crew. . Any dedicated security and/or medical personnel deemed necessary by Theater Management shall be the responsibility of the User and be hired from a source approved by Theater Management. . Catering is the responsibility of the User. Catering vendors shall be approved by Theater Management. . The cost of additional sound, lighting and stage equipment (such as wireless microphones, followspots, and dance floor) shall be borne by the User. Security, Damage and Cleaning Deposit A refundable security/damage deposit in the amount of $500 is due and payable at the execution of a User License Agreement. This deposit will be refunded to the User, less deductions for any damage, loss, repair, cleaning beyond customary custodial care, and any other fees owed to the Theater. 4 Safety and Security The safety and security of audience members, performers, User event personnel, and Theater staff and volunteers is paramount. The Theater reserves the right to anal yze the risks of an event and plan accordingly. Events or activities may be denied or prohibited if deemed a security risk. The need for security and safety personnel for any event will be determined by Theater Management and charged to the User at the prevailing rate. The Theater will determine if uniformed security, peer security, police, and/or medical personnel is necessary. User Responsibilities ADA Compliance It is the User's responsibility to comply with Americans with Disabilities Act requirements, such as providing sign interpretation for the hearing impaired. The Theater meets or exceeds all requirements for wheelchair accessibility, and provides infra-red listening devices for the hearing impaired. For events with consigned tickets, the Theater will retain all wheelchair accessible seating. Patrons requesting wheelchair seating will be served directly by the Theater's Ticket Office. Insurance General liability insurance shall be provided to the City naming the City of Temecula and the Redevelopment Agency as additional insured. Insurance is to be placed with insurers with a A.M. Best's rating of no less then A: VII, unless otherwise acceptable to the City. The minimum coverage limit per occurrence and aggregate shall be $1,000,000 which may be increased for certain events and facility uses. Coverage shall be at least as broad as Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001), including a provision providing for a comprehensive broad form of contractual liability. Music Rights The User represents and warrants that all copyrighted material will be performed or produced with express permission from the copyright owner, that the appropriate license fees have been paid to such licensing agencies (such as ASCAP and BMI), and, when necessary, intellectual or creative property use authorizations have been obtained. Administrative Policv and Procedure The User will be required to comply with administrative policy and procedure as contained in the Theater's Rental Packet. The Director of Community Services (or designee) shall create and maintain administrative policy, rules and regulations designed to protect the Theater's facilities and equipment, address the safety of patrons, Users and staff, provide for the ongoing operations of the Theater, and implement the policy. 5 Schedule of Fees Front of House, Security and Medical Personnel Services Temecula-Based Users Non Temecula-Based Users Non-Profit I I Non-Profit I Users Other Users Users Other Users Ushers & Ticket-Takers Per Show (2.5 hrs max)* $75 $100 $125 $150 Two Shows in One Day* $175 $225 $275 $325 If Show exceeds 2.5 hours* $25/half hr $30/half hr $40/half hr $50/half hr House Manager $12/hr $15/hr $18/hr $20/hr S ecuntv Uniformed Security ** ** ** ** Peer Security ** ** ** ** Police ** ** ** ** Fire Marshall ** ** ** ** Medical Personnel I Nurse EMT * ** ** ** ** ** ** ** ** I ** Includes House Manager Charged at prevailing rates plus 10% Ticket Office Services Temecula-Based Users Non-Profit I Users Other Users Non Temecula-Based Users Non-Profit I Users Other Users Ch d T k B arge to IC et u vers Subscription Fulfillment $2.50/0rder $2.50/0rder $2.50/order $2.50/0rder Window Sales No Charge No Charge No Charge No Charge Mail Order $2.50/order $2.50/order $2.50/order $2.50/0rder Telephone I Fax Order $2.00/ticket $2.00/ticket $2.00/ticket $2.00/ticket Exchanges $2.00/ticket $2.00/ticket $2.00Iticket $2.00/ticket Group Orders $5.00/0rder $5.00/0rder $5.00/0rder $5.00/0rder Ch d U arge to ser Ticket Sellers $100/show $150/show $200/show $250/show Ticket Printing $0.25/ticket $0.25/ticket $0.25/ticket $0.25/ticket Debit and Credit Cards Pass-Through Actual Fee Refund Fee 5% 5% 5% 5% Returned Consignment* $0.50/ticket $0.50/ticket $0.50/ticket $0.50/ticket Patron User ($10 & over)** $1.00/ticket $1.00/ticket $1.00/ticket $1.00/ticket Patron User (under $10)** $0.50/ticket $0.50/ticket $0.50/ticket $0.50/ticket Patron User (flat rate)*** $250 $275 $300 $350 * Charged when more than 50 tickets are returned or tickets are returned less than 48 hours before the day of the event. 6 ** All events are subject to the Patron User Fee. These funds are set aside for the preservation and enhancement of the Theater. Complimentary tickets are not subject to this fee. *** For free or invitation-only events, a flat rate Patron User Fee will be charged per performance. Technical Production Services Temecula-Based Users Non-Profit I Users Other Users Non Temecula-Based Users Non-Profit I Users Other Users Technical Labor Technical Director No Charge No Charge No Charge No Charge Stage Manager $12/hour $15/hour $ 15/hour $18/hour Head Electrician $ 12/hour $15/hour $ 15/hour $18/hour Head Audio Engineer $12/hour $15/hour $15/hour $ 18/hour Stagehands $10/hour $12/hour $ 12/hour $ 16/hour S E' tal!e ~OU1Dment Follow Spots $25/show $35/show $50/show $70/show Dance Floor $35/show $50/show $75/show $100/show Grand Piano $50/show $75/show $125/show $200/show Upright Piano $35/show $50/show $75/show $100/show Piano Tuning Pass-Through Actual Cost Orchestra Shell No Charge $35 $75 $125 Video Projector / Screen $100/show $ 150/show $175/show $250/show Wireless Microphone $lO/show $15/show $25/show $40/show Company Switch No Charge $50/show $75/show $125/show Washer and Dryer $10/day $15/day $20/day $50/day PhonelFax/Modem Line No Charge $lO/day $ 15/day $25/day Video / Audio Recording By Special Arrangement Only Special Equipment Rental Cost Plus 10% 7 ITEM NO.3 R:\CSCAGENDUTEMNQ,SHL CITY OF TEMECULA AGENDA REPORT FROM: Community Services Commission Herman D. Parker, Directo~ TO: DATE: February 7, 2005 RE: Cancellation of the February 14, 2005 Meeting PREPARED BY: Gail L. Zigler, Administrative Secretary RECOMMENDATION: That the Community Services Commission discuss cancel the February 14, 2005 Community Services Commission meeting and adjourns to the regularly scheduled meeting of March 14, 2005. DISCUSSION: Due to a special meeting of the Community Services Commission called on Monday, February 7, 2005, staff recommends the Commission cancel the February 14, 2005 Community Services Commission Meeting and adjourns to the regularly scheduled meeting of March 14, 2005. R\CSCAGEND\Meeting Cancellation Report 2000.doc ITEM NO.4 R:\CSCAGEND\lTEMNO.SHL CITY OF TEMECULA AGENDA REPORT TO: FROM: Community Services Commission Herman D. Parker, Director of Community serviceg February 7, 2005 DATE: SUBJECT: Community Services Commission Park Tour PREPARED BY: Gail L. Zigler, Administrative Secretary RECOMMENDATION: park facility tour. That the Community Services Commission select a date for the annual DISCUSSION: Annually, the Community Services Commission schedules a park tour to visit the parks and recreation facilities within the City of Temecula. After discussion by the Commission, based on availability of the majority of the Commission, a date is selected for the park tour to be held. This tour provides the Commission a scheduled opportunity to tour old and new facilities and amenities.