2009-27123 ResoRESOLUTION N0.2009-27123
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AN
AMENDMENT TO THE RENTAL RATES FOR THE BYRON
CARLYLE THEATER AND COLONY THEATRE EFFECTIVE
OCTOBER 1, 2009.
WHEREAS, on July 28, 2004, the Mayor and City Commission approved Resolution No. 2004-
25646, approving and authorizing the Mayor and City Clerk to establish rental rates for the Byron
Carlyle, Colony, and Acorn Theaters and other related activities, and repealing the former rental rates
for the Acorn Theater (as set forth in Resolution No. 2003-25306); and
WHEREAS, on July 11, 2007, the Mayor and City Commission adopted Resolution No. 2007-
26594which made provisions for extended-run-bookings, off season rates, and repertory rates for the
Byron Carlyle Theater and Colony Theatre; and
WHEREAS, the Administration recommends further amending the rental rates for the Byron
Carlyle Theater and the Colony Theater as set forth in Attachment "A" hereto; and
WHEREAS, the Administration believes these proposed changes to the Rental Rates at the
Byron Carlyle Theater and Colony Theatre will allow the City to better utilize these cultural assets, and
be more pro-active in attracting new and consistent activity to the theaters; and
WHEREAS, the Cultural Arts Council and the Finance Committee have also reviewed the
proposed rental rates, and recommend in favor of said amendments; and
WHEREAS, the Administration further recommends the review of the attached rental rates
whenever the change in the Consumer Price Index (CPI), between the latest CPI and the date of the
CPI used for the last rate adjustment, is 5% or greater.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve an
amendment to the rental rates for the Byron Carlyle Theater and Colony Theatre, as set forth in
Attachment "A" to this Resolution, with said rates to be effective as of October 1, 2009.
PASSED AND ADOPTED this 15th day of July , 2009.
ATTEST: M OR:
Matti Herrera Bower
~ C~.
CI CLERK Robert Parcher
JMG/HF/MS/GF/EF APPROVED AS TO
T:\AGENDA\2009Wu1y 15\Consent\Rental Rate Resolution.doc
FORM & LANGUAGE
& FOR EXECUTION
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COMMISSION ITEM SUMMARY
Condensed Title:
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, approving an amendment
to the rental rates for the Byron Carlyle Theater and Colony Theatre as set forth in the attachments hereto.
Ke Intended Outcome Su orted:
Increase community rating of cultural activities. ___
Issue:
Shall the City Commission approve an amendment to the rental rates at the Byron Carlyle and Colony
theaters?
Supporting Data (Surveys, Environmental Scan, etc.): The 2009 Community Satisfaction Survey reported
that residents on average attend 10.61 cultural activities per year and 24.1 % of residents feel there are "too
few" cultural activities. On average, residents attend the Colony 1.70 times per year and the Byron 0.64 times
Item Summary/Kecommendation:
In July of 2004, with direction from the City Administration, the Mayor and City Commission adopted Resolution
No. 2004-25646 establishing rental rates for the Byron Carlyle, Colony and Little Stage theaters. On July 11,
2007, the Mayor and City Commission passed Resolution No. 2007-26594, which established rental rates for
extended-run and off-season bookings at the theaters.
Global Spectrum took over management of the theaters October 1, 2008 and began a review of the current rate
structure at the facilities and recommended a number of changes. The most significant change is in the area of
House Fees. Mouse Fees include the personnel for the Box Office, Custodial, Front of House Manager, Ticket
Taker and Ushers. The current House Fee at each theater is $350; however this fee does not cover our costs
',, which are $459 and $415 for the Colony and Byron-Carlyle respectively. Global Spectrum and City Staff
', recommend increasing the House Fees to $475 and $425 for the Colony and Byron-Carlyle respectively to
~~ cover the actual costs incurred.
The balance of recommended changes for the Colony Theatre, which are detailed in Attachment "A", propose a
modest increase to the rental rates for non-profit and commercial producers for mid-week/summer
performances, mid week film screenings, and to the overtime rate. They also add rates for extended runs and
audition/rehearsal rates. These changes also include a change to the definition of a performance day, which is
beneficial to the event producer. Currently, a performance day includes only five (5) hours of use. The
suggested rate change includes changing a performance day to eight (8) hours.
Initially, Global Spectrum and City Staff supported similar changes to the rental rates at the Byron, but after
further review by both entities, it was agreed to keep the rental rates for show days the same in order to have a
greater separation in the rental rates between the Byron and Colony Theater. Staff does recommend adding the
three (3) additional hours to the base rental period to be consistent with the Colony Theatre. Additionally, other
adjustments for the Byron included a modest increase to the rental rates for non-profit and commercial
producers for mid-week/summer performances, mid week film screenings, to the overtime rate, and simplifies
the rates for extended runs. Finally, audition/rehearsal rates are also being proposed.
Advisory Board Recommendation:
These proposed rates were reviewed by the City's Cultural Arts Council at its meeting on April 2, 2009,
unanimously recommended in favor the amendments. Additionally, the Finance and Citywide Projects
Committee at it's meeting on June 25, 2009, unanimously recommended in favor of the amended rental rates.
Financial Information:
Source of Amount Account Approved
Funds:
OBPI Total
Ci Clerk's Office Le islative Trackin
Max Sklar, Tourism and Cultural Development Director
Sign-Offs:
Department Director Assistant'City Manager City Manager
T:IA GENDA@009UuN 15lConsantlTheater Rental Rate Amendmnnts LlMM.
\..~ v ~ ~-- - /
~~ ~ A ~~ /~ (Q ~~ (~J AGENDADATE 7-`I "O
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: City Manager Jorge M. Gonzalez ,
PATE: July 15, 2009
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, APPROVING AN AMENDMENT TO THE RENTAL
RATES FOR THE BYRON CARLYLE THEATER AND COLONY THEATRE AS
SET FORTH IN THE ATTACHMENTS HERETO.
RECOMMENDATION
Adopt the Resolution,.
ANALYSIS
In July of 2004, with direction from the City Administration, the Mayor and City Commission
adopted Resolution No. 2004-25646 establishing rental rates for the Byron Carlyle, Colony
and Little Stage theaters. These rates were determined after a detailed examination of rates
charged by similar venues in South Florida and elsewhere, and included fee schedules for
non-profit organizations as well as for commercial users. There were, however, no
provisions made for extended-run bookings, nor for off-season rate reductions, and the
Administration was not granted the ability to adjust rates when necessary under certain
circumstances to maximize theater use. On July 11, 2007, the Mayor and City Commission
passed Resolution No. 2007-26594, which established rental rates for extended-run and off-
season bookings at the theaters.
As you know, Global Spectrum took over management of the theaters on October 1, 2008.
Since that time, they have made improvements to operations, marketing, customer service,
and capital. They also began a review of the current rate structure at the facilities and
recommended a number of changes. The most significant change proposed is in the area
of House Fees. House Fees include the personnel for the Box Office, Custodial, Front of
House Manager, Ticket Taker and Ushers. The current House Fee at each theater is $350;
however this fee does not cover our costs which are $459 and $415 for the Colony and
Byron-Carlyle respectively. Global Spectrum and City Staff recommend increasing the
House Fees to $475 and $425 for the Colony and Byron-Carlyle respectively to cover actual
costs.
The balance of recommended changes for the Colony Theatre, which are attached for your
reference, propose a modest increase to the rental rates for non-profit and commercial
producers for mid-week/summer performances, mid week film screenings, and to the
overtime rate. They also add rates for extended runs and audition/rehearsal rates. These
changes also include a change to the definition of a performance day, which is beneficial to
the event producer. Currently, a performance day includes only five (5) hours of use. The
suggested rate change includes changing a performance day to eight (8) hours. The
additional hours for performance days makes the theater more user friendly, as many users
have to pay overtime for short rehearsals prior to performance or the last performance when
they have to tear down and load-out the theater. This one flat rate covers the eight hours
users generally need. The eight hours are also more economical for major film festivals, as
they can show more than one or two screenings a day for one rate. In fact, when you look at
the minimum increase in the rental rate, on a per hour basis it is less than the current rate.
Additionally, the proposal includes changes to the extended run and mid-week rates, and
adds economical rates for organizations who wish to rehearse or hold auditions in the
theaters.
Initially, Global Spectrum and City Staff supported similar changes to the rental rates at the
Byron, which were reviewed and supported by the Cultural Arts Council (CAC) and the
CAC's Facilities Task Force who both unanimously recommended in favor of the proposed
changes. Since the initial recommendation, Global Spectrum's Theater Director met with
Centro Cultural de Espanol, Rhythm Foundation, Miami Light Project and FundArte in an
effort to develop more consistent use of the Byron Carlyle Theater. They all expressed a
concern with the costs associated with renting the Byron for a theater of its size, specifically
the number of seats. After reviewing these comments, Global Spectrum and City Staff feel it
is in the City's best interest to keep the rental rates for show days the same in order to have
a greater separation in the rental rates between the Byron and Colony Theater. Staff does
recommend adding the three (3) additional hours to the base rental period to be consistent
with the Colony Theatre.
Additionally, other adjustments for the Byron included a modest increase to the rental rates
for non-profit and commercial producers for mid-week/summer performances, mid week film
screenings, to the overtime rate, and simplifies the rates for extended runs. Please note this
proposal also allows for extended runs to be non-consecutive days for the Byron only.
Finally, audition/rehearsal rates are also being proposed.
A number of users have generally supported these changes, including Tigertail, Miami
Contemporary Dance Company, and Florida Dance Association.
These proposed rates were reviewed by the City's Cultural Arts Council at its meeting on
April 2, 2009, unanimously recommended in favor the amendments. Additionally, the
Finance and Citywide Projects Committee at its meeting on June 25, 2009, unanimously
recommended in favor of the amended rental rates.
CONCLUSION
The Administration and Global Spectrum believe amending the rental rates for the Byron
Carlyle Theater and Colony Theatre is in the best interest of the City and the users of the
facility. Therefore, the Administration is recommending the Mayor and City Commission
adopt the attached resolution amending the rental rates at the two facilities. The
Administration further recommends the review of the attached rental rates whenever the
change in the Consumer Price Index (CPI) between the latest CPI and the date of the CPI
used for the last rate adjustment is 5% or greater.
JMG\HMF\MAS
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