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CI" OF SAN BERNARD~ - REQU~T FOR COUNCIL AC;:f"
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From: Annie F. Ramos, Director . C'D ~ADMIN s8~ect: Resolution authorizing the collection of
.. .. fees for use of Sturges Building facil ities,
Dept: Parks, Recreation & Communit.lJtmH~ PI'! 3: 15
Date: March 25, 1987
Synopsis of Previous Council action:
June 4, 1986: Parks, Recreation and Community Services proposed fees for Sturges.
November 3: Council refers fee proposal to Ways and Means.
November 10: Proposal reviewed by Ways and Means with the recommendation to review
and revise fees for auditorium to include a replacement fund to amortize stage
furnishings. Fee for meeting room recommended for adoption.
November 17: Council adopts fees for Sturges.
November 24: Ways and Means requests additional information including a complete
cost analysis, schedule of use and policies and procedures.
Recommended moti.on:
Adopt the Resolution. (Public hearing not required)
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John A. Kramer
Contact person:
Su rt" d ta tt h d Staff Report with Attachments
ppo Ing a a8Ce:
Phone:
5031
2
Ward:
FUNDING REQUIREMENTS:
Amount:
Source:
Finance:
Council Notes:
75.0262
Agenda Item No.
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CITOOF SAN BERNARDI~ - REQUEe:J FOR COUNCIL ACT~N
. RESOLUTION AUTHORIZING THE COLLECTION
OF FEES FOR USE OF STURGES BUILDING STAFF REPORT
FACILITIES
March 25, 1987
Page 2
On March 16, 1987, the Council Ways and Means Committee approved the recommended revised
fee schedule for Sturges. Attached is the full staff report which was presented to Ways
and Means Committee.
As directed, the City Attorney's office prepared the required amending resolution. It
is recommended by this Department Staff that the fee schedule be adopted.
7S.0264 :J ~ 7
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61TY OF SAN (1E~ARDINO 0- C1EMORANDU~
RAY SCHWEITZER
To CITY ADMINISTRATOR
Subject STURGES AUDITORIUM FEES - REPORT TO WAYS AND MEANS
COMMITTEE
JOHN A. KRAMER
From RECREATION SUPERINTENDENT
Date FEBRUARY 19, 1987
Approved
Date
Please find attached, a summary report requested by the Ways and Means
Committee at its November 24, 1986 meeting. As you may recall, at this
meetin9 the committee expressed a desire to see more manageable usage
fees for the auditorium in order that some of the smaller arts groups
can be accomodated. Along these lines, proposal for fees have been
modified to separate usage of the auditorium into two categories, per-
formance and practice. For performance usage fees would be $268 for the
first hour and $43 for each additional hour. This compares to the pre-
vious proposal of $268 and $50. For practice uses a fee of $15 per hour
is proposed. Under the previous proposal, usage for practice would have
cost the same as performance ($268 and $50).
Practice use fees were reduced by eliminating the amortization fees and
the custodial service costs. Categorizing usage in this manner provides
for a very modest cost for auditorium use. Performance costs would apply
for actual performances and the users will presumably be realizing ad-
mission revenues to cover the usage costs.
I. COST ANALYSIS
Cost analysis is based upon two separate types of uses - Per-
formance uses or practice uses. Costs for performance uses in-
clude a 4 hour preparation cost plus an hourly use cost. Practice
use is based on a straight hourly cost. A third cost area - re-
placement fund - is included to provide for the amortization of the
stage furnishings, technical equipment and seating.
1. Preparation Costs - Preparation costs are associated with those
costs required prior to actual use. Preparation costs should be
applied to performances only - rehearsals or other types of use will
not require, as an example, pre-cool ing or heating of the auditorium.
TOTALS
A. Staff: $5.60/hr x 4 hrs $22.40
4 hours required prior to usage for access,
set up and preparation
B. Custodial: $4.60/hr x 8 hrs 36.80
8 hours required for cleaning of auditorium,
restrooms, lobby, etc.
C. Maintenance: $2.g0/hr x 4 hrs
11.60
18.40
D. Utilities: $4.60/hr x 4 hrs
Heating, cooling, water, sewer, etc.
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STURGES AUDITORIUM FE
February 19, 1987
Page 2
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- R~T TO WAYS AND ~S cor TTEE
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E. Overhead: $13.88 . 13.88
Computed at 15 percent of costs to cover
administrative and clerical time, materials
and supplies, includin9 forms necessary for
rental procedure
TOTAL $102.58
2. Hourly Costs - Hourly costs incurred on an hour per hour use
regardless of whether the use is for practice, rehearsal or per-
formance. In order to keep costs as modest as possible, cost for
custodial support has not been included in the hourly rate. This
is due to the fact that an 8 hour custodial cost is included in
the performance use cost.
A. Staff: $5.60/hr
TOTALS
$5.60
7.50
1.97
$15.07
B. Utilities/Maintenance: $7.50
C. Overhead: $1.97
TOTAL
3. Replacement Fund for Stage Furnishings and Seats - The Ways and
Means Committee indicated at its November 10, 1986 meeting, that the
cost of the technical equipment and seating should be amortized and
charged to facility users in order to provide a mechanism for future
replacement. According to Thelma Press, cost for stage furnishings -
lighting, sound, curtains and riggings - is approximately $65,000;
cost for the seating is valued at $73,000., Amortized for an expected
life span of 15 years, annual revenue would have to be $9,200.
A fee of $150 for the first hour and $28 for each additional hour of
performance usage is proposed to cover the use of technical equip-
ment and seating. An average of twenty six 8-hour performance uses
per year would provide the minimum revenue to cover amortization,
without considering inflation over the amortization period. This
fee is proposed to be set aside exclusively for replacement of the
Sturges Stage furnishings in a fund established as: "Sturges
Auditorium Replacement Fund."
4. Summary of Costs
Preparation Costs
Hourly Rate
Replacement Fund
$102.58
15.07/hr
150.00
plus 28.00/hr
II. POLICIES AND PROCEDURES
Sturges Auditorium, its facilities and grounds is under the
jurisdiction of the Parks, Recreation and Community Services De-
partment and generally subject to the policies and procedures and
the San Bernardino City Municipal Code. Sturges Auditorium is in-
o STURGES AUDITORIUM Fe J - R()RT TO WAYS AND ONS clf. TTEE
February 19, 1987
Page 3
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tended principally for use for the performance, exhibition,
demonstration, development, instruction, or practice of the fine
and performing arts.
To this purpose, a Coordinating Council shall be established,
comprised of one representative of each cultural arts organization,
as defined under section C of the "Priority of Use." The Coordinating
Council shall be an advisory body only and shall assist staff of
the Parks, Recreation and Community Services Department in the fol-
lowing areas:
1. Establishment of an annual calendar of auditorium use by
local arts groups.
2. Recommendations regarding rules and policies governing use.
3. Fund raising for continued and future development of Sturges
Auditorium.
1. Priority of Use - The priority of use is proposed to be according
to the following category of users:
A. City sponsored or co-sponsored cultural activities.
B. Non-profit cultural organizations located permanently in and
serving the City of San Bernardino.
C. Cultural organizations, non-resident or commercial.
D. All other organizations.
Non-profit cultural organizations are defined as those organizations,
established under corporate law for the principal purpose of pro-
viding service or programs in the areas of performing or fine arts,
and with non-profit status through provision of the Internal Revenue
Code under section 5Dl C3.
2. Fee Structure - The fees proposed apply to the use of the audi-
torium only. Fees for the use of the meeting rooms were adopted
by Council Action on November 17, 1986.
A. Ra tes
Performance Practice
First Hour
Preparation Costs $103.00 N/A
Operational Costs 15.00 $15.00
Replacement Fund 150.00 ~
TOT AL $268.00 $15.00
Each Additional Hour
Operational Costs $15.00 $15.00
Replacement Fund 28.00 N/A
TOTAL $43.00 $15.00
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STURGES AUDITORIUM FL
February 19, 1987
Page 4
_. .., ROT TO WAYS AND OS COr. TTEE
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Additional Costs
Lighting/Sound System
Technician
Stage Technician
B. Fees by User Category
Category A
Category B.
Category C
Category D
C. Technical Equipment
Technical equipment - lighting, sound stage rigging - is
available at no additional cost to the user. Use of the
technical equipment will require the hiring of department
approved technicians. One technician will be required for
stage rigging use and one will be required for use of lighting
or sound. A list of technicians will be maintained by the
department and will be retained through direct contract by
the user at a cost of $15 per hour each. Rental of any ad-
ditional technical equipment, piano, etc., is at the expense
of the user and must be approved and coordinated with the
department.
$15.00/hr
15.00/hr
N/A
N/A
No fee
100 percent of stated fees
100 percent of stated fees
100 percent of stated fees
Ill. USER SCHEDULE AND ESTIMATED REVENUE
A survey of possible users conducted by Thelma Press has re-
vealed 15 known organizations with 35 performance uses and 464 prac-
tice or rehearsal uses. Based on an average of 8 hours for perfor-
mance and 1.5 hours for practice, total revenue is estimated as fol-
lows:
464 practices x $22.50
35 performances x $569.(0
TOT!\L
=$10,440
19,915
$30,355
Other revenue will include $150 per month rental each from the
Community Concert Association and the San Bernardino Art Association,
for a total of $3,600, There will also be meeting room rentals at
a rate of $22.50 for the first hour and $8.00 each additional hour.
Use of this room by non-profit groups will be at 50 percent of the
stated rate by Resolution (80-441). Revenue is estimated at $1,525.
Total revenue is estimated at $35,480. Of this, $13,090 is Replacement
Fund revenue.
1. Operational Costs - A preliminary estimate for the annual operat-
ing cost for Sturges is as follows:
Building Maintenance
Landscape Maintenance
Custodial Services
Contractural Services
Electrical
Gas
$14,881
6,657
22,327
350
15,000
250
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February 19, 1987
Page 5
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Sewer
Refuse
TOTAL
300
330
$60,095
It needs to be kept in mind that these estimates are developed
for a never used before facility and consequently may be sub-
stantiallyoff. As an example, the estimate for maintenance was
based on comparisons with buildings of similar square footage but
cannot take into account the fact that the renovated facility may
require little or no maintenance. The costs for custodial services
will be reduced also. The department is requesting a new estimate
with a reduction from 60 to 28 hours per week plus servicing after
every performance. This provides for a potential reduction of as
much as $26,800 and result in an operating cost of $33,295.
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'JO\.iN A;- KRAMER.
Recreation Superintendent
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JAK: ta
cc: Evlyn Wilcox, Mayor
Annie F. Ramos, Director
Parks, Recreation and Community Services
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0 Appendix A 0
STURGES AUDITORIUM
TENTATIVE SCHEDULE OF USES
ORGANIZATION PRACTICE OR PERFORMANCE
REHEARSAL
Arrowhead Opera Inst. 12 0
San Bernardino Civic Light
Opera 18 0
SBVC Band 3 3
Ballet Folklorico Cultural 100 1
Ballet Folklorico Cital 100 1
San Bernardino - Riverside
County Metropolitan Opera 0 1
Big County Chordsman 50 1
Inland Master Chorale 2 2
Chardyn Productions 26 3
Coal Miners Cloggers 100 0
Repetory Theatre 40 16
MTA Bach Festival 0 2
Com. Arts Production 10 0
Evergreen S i rogers 2 2
Valley Singers 1 1
Barbershop Quartet 0 1
Sweet Adelines 0 1
TOTALS 464 35
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r Appendix B
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Synopsis of Previous Activity
June 4, 1986: Parks, Recreation and Conmunity Services proposed fees
for Sturges as follows:
1st hour
Ea. Add. hour
Meeting Room
Auditorium
$22.50
66.00
$ 8.00
22.00
November 3: Council refers fee proposal to Ways and Means.
November 10: Proposal reviewed by Ways and Means with the recommendation
to review and revise fees for auditorium to include a replacement fund to
amortize stage furnishings. Fee for meeting room recommended for adoption.
November 17: Council adopts fees for Sturges as follows:
1st hour
Ea, Add. hour
Meeting Room
Auditorium
$22.50
117.65
$8.00
21. 92
November 24: Ways and Means requests additional information including a
complete cost analysis, schedule of use and policies and procedures.
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RESOLUTION NO.
RESOLUTION OF THE CITY OF SAN BERNARDINO AMENDING RESOLUTION
NO. 83-201 ENTITLED IN PART "RESOLUTION . . . MODIFYING FEES FOR
. . . USES OF BUILDINGS, SPORTS FACILITIES. . .", AND
ESTABLISHING FEES FOR THE STURGES AUDITORIUM.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AS FOLLOWS:
SECTION 1. Resolution No. 83-201 Section 2 Subsection III
paragraph A is amended to read:
"A. Recreation Center Facilities
1st Hour Each Additional Hour
Small Room $ 10.50 $ 8.00
Medium Room 12.00 8.00
Large Room 14.00 8.00
Assembly Room 20.00 8.00
Gym 60.00 16.00
Kitchen 17.00 8.00
FDR Bowl 13 .00 8.00
Sturges Meeting Room 22.50 8.00
Sturges Auditorium Performance
Preparation Costs $103 Operational Costs $ 15
Operational Costs $15 Replacement Fund $ 28
Replacement Fund $150 268.00 43.00
Practice
15.00 15.00
Tennis Courts (tournament us.e only) - $5.00 per court/day
perris Hill concession stand - $50.00 per use"
I HEREBY CERTIFY that the foregoing resolution was duly
adopted by the Mayor and Common Council of the City of San
Bernardino at a
meeting thereof, held on
the
day of
, 1987, by the following vote,
3/25/87
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1 to wit:
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Council Members
AYES:
4 NAYS:
S ABSENT:
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. City Clerk
The foregoing resolution is hereby approved this
day
of
, 1987.
Mayor of the Clty of San Bernardino
12 Approved as to form:
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14 City Attorney
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3/25/87
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