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Home My WebLink About1999-07-13 - AGENDA REPORTS - COC THEATER PARTNERSHIP (2)CITY OF SANTA CLARITA AGENDA REPORT UNFINISHED BUSINESS DATE: July 13, 1999 City Manager Approv Item to be presented by: Rick Putnam SUBJECT: COLLEGE OF THE CANYONS THEATER PARTNERSHIP DEPARTMENT: Parks, Recreation, and Community Services RECOMMENDED ACTION Approve the College of the Canyons/City of Santa Clarita Theater Partnership; appropriate funds not to exceed $800,000 per year for three years ($2.4 million total) from general fund balance to account no. F1004001-8001; and, authorize the City Manager or designee to execute all documents associated with this partnership, subject to City Attorney approval. BACKGROUND At the Study Session of June 1, 1999, and in conjunction with the City Council's budget consideration, the Council received a staff report proposing a partnership between the College of the Canyons and the City of Santa Clarita for the development of a theater and performing arts facility. It was noted that the College of the Canyons is embarking on the design and construction of a 450 -seat theater facility, at an estimated cost of $11 million. In keeping with and at the direction of the Cultural Arts Master Plan adopted by the City Council in January 1998, it was proposed that the City partner with College of the Canyons to increase the seating of the theater from 450 to 950 seats, at an additional cost to the project of roughly $2.4 million. (The staff report from the Study Session is attached.) At its regular meeting of June 8, 1999, the City Council further discussed this potential partnership and deferred a decision on this item pending clarification of various issues raised at that meeting. The City Council requested additional information and clarification be provided on the following. 1. Clarification of a use agreement between the City and the College detailing the amount of time (40%) that the theater facility would be available to the City and the community; 2. Recommend naming the facility the Santa Clarita Performing Arts Theater at College of the Canyons; 3. Better orient the theater facility toward Rockwell Canyon Road; A -%PROWED Agenda ltem:,36 4. Provide state-of-the-art technical support amenities to address acoustics, sound systems, lighting, etc.; 5. The inclusion of public art as part of the exterior fagade; and, 6. Clarification as to who would be responsible for maintaining and operating the facility, booking/scheduling community and touring performances, and ensuring that the terms and conditions of a joint use agreement are adhered to. The City Council also requested assurance that such a partnership would not negatively impact or otherwise compete with existing or future local performing arts groups. The Community Cultural Arts Master Plan, adopted by the City Council in December of 1998, not only supports a partnership as outlined herein, but states in part "The Santa Clarita Valley currently has no cultural facilities that would compete for the arts audience with the new cultural facilities contemplated by this plan. Also, none of the planned local cultural facilities... would be competition." The plan also recognizes that "In sum, the community's total need for cultural facilities is clearly greater than a single cultural facility could meet." Relative to the status of creating a local lead arts agency, the Parks and Recreation Commission has recommended that the City officially assume that role and that an advisory board be formed. A final report identifying options and potential costs will be presented to the City Council before the end of the calendar year. Meanwhile, the Parks, Recreation and Community Services Department will continue its role as lead agency as directed by the City Council. As requested, a representative of the College will attend the July 13, 1999, meeting of the City Council to respond to the items identified in this report. ALTERNATIVE ACTION Agreement to participate with the College of the Canyons in an amount less than $2.4 million, thereby reducing the number of additional seats in the theater. The City of Santa Clarita not participate with the College in the theater project. Other action, as determined by the City Council. FISCAL IMPACT $800,000 per year over the next three years, totaling $2.4 million. ATTACHMENTS Interoffice Memo Dated June 1, 1999, Subject: College of the Canyons Theater PRCOUNCIL\ag repta\ 1999\ cocaud 1.doc CITY OF SANTA CLARITA INTEROFFICE MEMORANDUM TO: Mayor Darcy and Members of the City Council FROM: George A. Caravalho, City Manage DATE: June 1, 1999 SUBJECT: COLLEGE OF THE CANYONS THEATER RECOMMENDED ACTION Review and provide direction concerning the City's participation with the College in the construction of a performing arts facility. BACKGROUND The College of the Canyons is embarking on the design and construction of a theater facility. Conceptually, this facility is to be located on the east side of the campus, between the existing student center and Rockwell Canyon Road. The College has been authorized by the State of California to spend approximately $600,000 of State Proposition 1A bond money to complete working drawings for this project. The concept being considered by C.O.C. will accommodate 150 seat rehearsal theater, a 450 -seat main theater and attendant facilities, to be constructed at an estimated cost of $11 million (see Exhibits A through F, attached). Both the William S. Hart Union High School District and the City have expressed interest in exploring a partnership with the College to enhance the facility by adding educational classroom amenities and theater seating capacity to benefit both the high school and college students. Also, additional seating capacity would accommodate more professional performances and use by community organizations. The William S. Hart Union High School District has indicated a willingness to commit a portion of the District's allocation of Proposition 1A bond eligibility. This money would be used to construct ten (10) additional classrooms for educational use by both the college and the Hart districts. As previously reported, seating capacity could be added to the facility pursuant to the following funding commitment. Agenda Item: Additional Seating Capacity 200 additional seats @ $400,000 per 100 seats 300 additional seats (mezzanine level) Total 950 seats Nearby performing arts facilities accommodate the following capacities. Facility Capacity Universal Amphitheater 6,250 Thousand Oaks Small theater 400 Main theater 1,800 Lancaster Small theater 125 Main theater 758 Estimated Cost $800,000 $1,500,000 $2,300,000 In anticipation of state funding approval, the College District is establishing an education specifications committee, and has requested representation on the committee from the William S. Hart District, the City, and the community representing the arts interests. The committee will work with the architect and the4%r arts instructors in the design and use of a facility to meet educational as well as community needs and interests. A partnership such as the one discussed herein to build a performing arts facility is suggested in the recently adopted Cultural Arts Master Plan. At its meeting of Thursday, May 20, 1999, the Arts Alliance endorsed the City's participation in this project. ALTERNATIVE ACTIONS Decline participation with William S. Hart Union High School District and College in the creation of a performing arts facility. Other actions as deemed appropriate by the City Council. FISCAL IMPACT $400,000 to $5 million, depending on the action taken by the City Council ATTACHMENTS Exhibits A through F REP:mat PRWUNcfLN'r"V t\1988Xaomuditdm Exhibit A The Master Plan 43 Legend Existing Facilitlwl'?; , mWon, eFwOm "..dy . B.Adi", VA a.va"Sid 0111 lining C.I. �A, w Pu.rwm Cancer OW I.ab 001 shemicit Cecil., all vo..*..a rimimeweiry = Pny4e.1 Ed..d.. Der C.I..'. 019 V94c0ep4 T.crindiegy A"V.n Child C.W Ad.W.U.d*. Oil cerpsr.uen rend Future Facilities , mWon, eFwOm "..dy . B.Adi", VA a.va"Sid all ch,w Gmer 012 Avelik"fied Arts SWWRS 01: Ubl.ly 4 Line R.Q. AddW— is 014 Science AddiUdne, *61 hrlermWE 4u Cwurkk 019 V94c0ep4 T.crindiegy A"V.n 10� all Fulier. Altiniii. Va.01.&A, Sinw.0 oil ft. oil I.OHN... I 1'.1ific Serve. C.M., 20 Phymesi EdWiStion A0010en 21 bid Mae Additi.n 0 Vde*d ... I Telk Future Campus - 15,000 Students Master Plan College of the Canyons Spenew / Hcoadnz associates SO 100 2.. 100 we we ,JL2 4 i r.A Lar �= kyr ♦ LOAD"@ mm �• A C� T. : � eACIt7nM rRT / 119 `""a I I I I T 104 � rtrvccw I �121 0,,,,,a MAXI ... O>rwwt .n s.Ts own ~ A R 101 120 ._„L T• ''�------ w 106 +•t w U115 U 108 t0asr 105 TRTS. -- 107-- - tip., PER7r�r�1 acs s►+a T}lFJITAEI 109 raex I ernes _ 112 128■urAS 110 T t Li f n. �yr SLC—� Room A. ►: _ 102 L 103 113 sew - ��* snow ir.ei I n : II 117 T 116 n 107\r 111E:11 w� T. F RST FL60R'PLAN PERFORMING ARTS CENTER COLLEGE OF THE CANYONS Exhibit C r mme A. ew'.eo ,...Asst 123 L uwTr.eY seer 124 4, •re".0 125 Z .Tlet Te.►, RTfJ 126 L .rw.M 127 SPENCER J HOSKINS ASSOCIATES ArehltsetuTo 8 Planning- oI--" A! vfi� I • n U u' Exhibit D SECOND FLOOR PLAN PERFORMING ARTS CENTER COLLEGE OF THE CANYONS SPENCER / HOSKINS Architecture & Planning f ASSOCIATES a 4 �8 " Ia I U L --j Z O H a LU LU H Q w T T Exhibit E 0) _z 2 03 0= 2� a LU m V` Z U uJ 2 hb V Vi G X W z ua U J Q z 00 �= Z U ¢O F- z ya z U OZ Fu.l S ir > a U. (DO w�Lu 0 u ¢� O w0 Cn aU OW..J.'., Q WY Wa0 WQ H Exhibit F y Z Ol _.j Q� W e U� Z u W A v U< �y WZ ~O Z} WZ va N (U 4"' W GC = 0 LL Z O OW ZP I LL _J � _ O a C) LJ v 3 43 6 W BRIEF HISTORY • Nine years in the making! • In 1996, "C" projects (completion of campuses) f indei Chancellor's Office and Board of Governors Fought for funding through Chancellor's Office, Department of Finance, and Legislative Analyst's Office • Assisted by Assemblyman George Runner and Senators Pete Knight and Cathie Wright • Project officially approved June 28, 1999 when Governor signed State budget BRIEF HISTORY • November, 1998 — City, Hart District, COC discussed projects where shared interests existed for possible joint bond election Performing Arts Center mentioned as possibility • March, 1999 — Bond consultant advised that Hart classrooms had best chance to prevail in election • April, 1999 — Idea arose to increase COC Performing Arts Center seating to meet needs of community and Cultural Arts Master Plan (1,000 seat facility) "Late news" is not the best news but "late good news" is far better than "any bad news" SEATING CAPACITY r • Designed for 450 general seating theatre and 150 experimental ("practice") theatre • Seating capacities established by State for instructional use — small general seating for a college our size • No State funding to expand these capacities • Additional 200 lower level seats — $800,000 • Additional 300 upper level seats — $1,500,000 (stairs, elevators, mezzanine seating) 0 Total cost to add 500 seats — $2,300,000 LOCATION Along Rockwell Canyon Road utilizing the east-to-westeast- sloe (Parking Lot 3 to S Building) • Presently designed to face toward Library to avoid extra cost to replace parking • Conceptual design — east elevation (Rockwell Canyon Road) — south elevation (facing Library) • Exterior public art sculpture acceptable but not funded by State 2 AVAILABILITY • Once constructed — 40% to 60% availability • Tomorrow (6-8 years) when COC programs fully functional — 32% availability • COC already has partnerships with a few Santa Clarita arts organizations • Joint ventures with local arts entities — conserve usage — create synergy — provide learning opportunities for COC students to work "side by side" with local professionals Availability is a function of advance planning, communication, and cooperation 3 GOVERNANCE • COC will oversee operation of facility • COC will enter into "memorandum of understanding" (MOU) with partners regarding use, scheduling, and operations • An "advisory committee" may assist in developing MOU • Over time, director will be needed to run facility and coordinate activities CONCEPTUAL PLAN • A33,2541quare tbotfacility A 450 general seating theatre with 7,500 square foot stage A 150 seat experimental (practice) theatre Scene Shop, Costume and Property Storage Orchestra Pit, Control Booths, Make- up/Dressing Areas, Lockers, Showers etc. • Offices, Rehearsal and Practice Rooms, etc. • Lobby with Gallery, Ticket Booth, Snack Bar A comprehensive facility Fl u SPECIFICATIONS • Educational Specifications Committee underway • College, City, Hart High School District, and local arts representatives/supporters • Chaired by Dr. Phil Hartley, Vice President, Instructional Services • Architect who has performing arts experience • Special technical consultants (acoustics, lighting, stage, etc.) will be hired to make the facility "state of the art" NAMING THE FACILITY • Board policy specifies Board of Trustees to name college facilities Typically, donors pay several hundred thousand dollars to name a facility Pure donation ("no strings attached" regarding usage, design, or purchase of equipment or additional facilities) 5 !\A\CI-NG OPERATIONS • COC will pay for general cleaning, upkeep, and maintenance for its programs including "partnership" programs • Users will have options to pay operational costs • clean and maintain the facility • pay user fees • increase ticket price to offset costs" tt • obtain grants and donations • hold "fundraiser" events to defray costs r m 0 o-, COSTS • Working Drawings $ 663,440 • Construction 10,142,861 • Equipment 1,407,741 • Land 816,750 • Parking 1,200,000 $14,230,792• 86.1% • Additional Seating (500) 2,300,000 13.9% $16,530,792* 100% *Does not include maintenance and operations or landscaping costs M SUMMARY • COC has acquired State funds to build a "state-of-the-art" Performing Arts Center for College instructional use (450 seats) • Is it in the best interest of the City to form a partnership with COC to expand the seating capacity to 950 seats, thus providing a local performing arts venue for the citizens and cultural arts organizations of Santa Clarita? • NOTE: (1) Three years to fund $2.3 million (2) < $700,000/year for 3 years if the funds are invested (3) $800,000/year for 3 years if the funds are invested would pay for the additional seating as well as an exterior public art sculpture The Future of Training and Education in Santa Clarita