2007-26594 ResoRESOLUTION NO. 2007-26594
A RESOLUTION OF THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, AMENDING
RESOLUTION NO. 2004-2S64S, WHICH ESTABLISHED
RENTAL RATES FOR THE BYRON CARLYLE, COLONY,
AND LITTLE STAGE THEATERS; SAID AMENDMENT
ALLOWING THE CITY MANAGER OR HIS DESIGNEE THE
AUTHORITY TO IMPLEMENT ADDITIONAL RENTAL RATES
FOR EXTENDED-RUN AND OFF-SEASON BOOKINGS AT
THE BYRON CARLYLE AND COLONY THEATERS, ASSET
FORTH IN ATTACHMENT "A" TO THIS RESOLUTION.
WHEREAS, on July 28~', 2004, the Mayor and City Commission approved Resolution No.
200425646, approving and authorizing the Mayor and City Clerk to establish rental rates for the
Byron Carlyle, Colony, and Little Stage Theaters and other related activities, and repealing the former
rental rates for the Little Stage Theater as set forth in Resolution No. 2003-25306; and
WHEREAS, the Administration recommends expanding the rental rates as set forth in the
attached Commission Memorandum and attached and incorporated as Attachment "A" to this
Resolution, to make provisions for extended-run bookings, off-season rate reductions, repertory rates,
and the ability to adjust rates when necessary, under certain circumstances, to maximize theater use;
and
WHEREAS, the City Administration .believes these proposed additions to the rental rate
structure for these facilities will allow the Gity to better utilize these cultural assets, and be more
proactive 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 that said additional rental rates are in the best interest of the
cultural community and of the City's residents and visitors; and
WHEREAS, the Administration further recommends 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 amend
Resolution No. 2004-25646, which established rental rates for the Byron Carlyle, Colony, and Little
State Theaters; said amendment allowing the City Manager or his designee the authority to implement
additional rental rates for extended-run and off-season bookings at the Byron Carlyle and Colony
Theaters, as set forth in Attachment "A" to this Resolution.
PASSED AND ADOPTED this 11th day of July , 200:7:-
ATTE
~~ ~ ,
CITY CLERK
Robert Parcher
JMGlHF/MS/GF/EF
T:1Agenda12007tJu1y111Consent~Rental Rate Resolution
MA1
Matti Herrera
Bowe~P~OVED AS TO
FORM & LANGUAGE
_ e~ F(~jt EXECUTION
COMMISSION ITEM SUMMARY
A Resolution amending Resolution No. 2004-25646, which established rental rates for the Byron Carlyle, Colony and Little Stage
Theaters; said amendment will provide for extended run bookings and off season rate reductions for the Byron Carlyle and Colony
Theaters.
Condensed Title:
Ke Intended Outcome 5u orted:
Increase Community Rating of Cultural Activities
Supporting Data (Surveys, Environmental Scan, etc.):
Residents in the Community Satisfactory Survey (2007) listed more cultural activities as a change that that would make Miami Beach
a better place to live, work and play. In addition, 28% of residents indicated that they would like to see more live musiGconcerts in the
City, while an additional 16% selected plays, followed by 23% selecting symphonic music, comedy shows or dance as activities they
would like to see more of. Additionally, 78% of our residents strongly agree/agree that the tourism industry contributes to quality of
life.
This amendment will allow only the City Manager or his designee the ability to apply adjusted rental rates (See attached Commission
Memorandum and Exhibit A.) under specific circumstances to maximize theater use and other related activities in both the Byron and
Colony Theaters. With the opening of the Carnival Center (MPAC), the Administration believes it is time to take a more aggressive
approach to provide residents and visitors with the widest possible variety of cultural offerings. In particular, the Byron Carlyle Theater
will greatly enhance its identity in the North Beach Community with the advantage of discounted rental rates for groups, both Non-
profit and Commercial, ,who want to present repertory seasons and extended run bookings in these theaters.
Issue:
Item Summa /Recommendation:
Enabling the Administration to negotiate these rates during periods when a theater would not otherwise be utilized would increase
revenues while benefiting residents and visitors by expanding the number of cultural offerings. Flexibility with the fee schedule would
also allow accommodation of the numerous requests for independent film screenings and other small commercial productions onoff-
nights throughout the year. Additional revenues will also result from ancillary booking requests for daytime use (such as recording
sessions and roadshow rehearsa-s,) which have increased over the past year. Another benefit of this amendment addresses a
concern with how to raise the profile of the Byron Carlyle Theater. Due to its location in North Beach the Byron Carlyle Theater has
difficulty relying on the eclectic programming strongly identified with the Colony Theater on Lincoln Road. Staff believes that regular
programming by two or three repertory companies at the Byron Carlyle Theater will provide the theater with a more distinct identity
while increasing the quality of theater and dance offerings.
It is recommended that the Mayor and City Commission approve these proposed additions to the Rental Rate Structure of the Byron
Carlyle and Colony Theaters which will allow staff to better utilize our City's cultural assets and be more proactive in attracting new
and consistent activity to the theaters.
Advisory Board Recommendation: .
The Finance Committee reviewed the proposed changes on July 6, 2006, and requested Cultural Arts Council approval. The Cultural
Arts Council considered these proposed rates at its regular meeting on September 8, 2006, and unanimously approved the new
additions to the rate structure and recommended adoption of "Model II" for repertory theater and dance at the Byron Carlyle Theater,
which is the proposed structure attached.
Financial Information:
Source of Amount Account
Funds: q
2
OBPI Total
Financial Impact Summary: These proposed changes are intended to stimulate business in our cultural facilities in
order to enerate activities and additional revenue.
Cit Clerk's Office Le islative Trackin
Eric Fliss, Cultural Facilities Manager, Department of Tourism and Cultural Development
(/
Department Director I Ass~~a~t City Manager I City Manager
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m MIAMIBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor David Dermer and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: July 11, 2007
SUBJECT: A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION OF THE
CITY OF MIAMI BEACH, FLORIDA, AMENDING RESOLUTION N0.2004-
25646, WHICH ESTABLISHED RENTAL RATES FOR THE BYRON
CARLYLE, COLONY AND LITTLE STAGE (ACORN) THEATERS; SAID
AMENDMENT EXPANDING THE RENTAL RATES AND ALLOWING THE
CITY MANAGER OR HIS DESIGNEETHE AUTHORITYTOIMPLEMENT
ADDITIONAL RENTAL RATES FOR EXTENDED-RUN AND OFF-SEASON
BOOKINGS AT THE BYRON CARLYLE AND COLONY THEATERS, AS
SET FORTH IN THE ATTACHMENT"A"HERETO; WITH SAID RATES TO
BE EFFECTIVE ON SEPTEMBER 1, 2007.
ADMINISTRATION 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. While the Colony Theater has
experienced bookings for almost all available dates, the Byron Carlyle continues to remain
underutilized. With the opening of the Carnival Center (MPAC), the Administration believes it is time to
take more aggressive action to provide residents and visitors with the widest possible variety of
cultural offerings, while providing an opportunity for us to maximize use and revenues for these
facilities.
CURRENT TRENDS
The Byron Carlyle Theater was extremely successful during its first year of operation, exceeding its
booking and income projections by 262%. However, bookings have fallen off since the reopening of
the more desirable Colony Theatre. The Colony is already heavily booked for the 07/08 season
(except for early-week nights), with only holiday weekends (i.e. Thanksgiving and Christmas) still
available. Although the Byron Carlyle is attracting some groups who are unable to book the Colony,
there has not been enough spillover to keep the Byron Carlyle at previously booked levels.
Traditionally, both theaters are slow in the summer months. Additionally, both theaters generally are
dark on Monday and Tuesday nights throughout the year.
City Commission Memorandum Byron Carlyle and Colony Theater Rental Rates
July 11, 2007
Page 2 of 4
The vast majority of users for both theaters has been local non-profit arts groups (most of them City of
Miami Beach Cultural Arts Council grant recipients) booking from one to three days at a time, with one
or two public shows. Commercial users are few, and the opening of the MPAC's Black Box theater
may reduce their numberfurther. The fee structure currently in place does not encourage extend ed-
run bookings, particularly at the higher commercial rates. Enabling the Administration to negotiate
these rates during periods when a theater would not otherwise be utilized would increase revenues,
while benefiting residents and visitors by expanding the number of cultural offerings. Flexibility with
the fee schedule would also allow accommodation of the numerous requests for independent film
screenings and other small commercial productions off-nights throughout the year. Additional
revenues also would result from ancillary bookings for daytime use (such as recordings and roadshow
rehearsals), requests for which have increased recently.
Another concern is how to raise the profile of the Byron Carlyle, which, because of its location, may
have difficulty relying on the eclectic programming identified with the Colony. Staff feels that regular
programming by two or three repertory companies at the Byron would give the theater a more distinct
identity while increasing quality theater and dance offerings.
TCD staff considered the theaters' rental request history, along with various use strategies, and
designed the following discount rate plans to accommodate various users and situations. These
plans were presented to the Finance Committee in June, 2006, and subsequently to the Cultural Arts
Council in September, 2006. The plans are intended to encourage longer-run shows (which would
necessarily entail rental of normally dark early-week days); greater use during slow summer months
and slow early-week days throughout the year; low-cost screenings of independent films on normally
dark nights; and repertory theater and dance to give a more solid personality to the Byron Carlyle
Theater. In terms of the Colony Theater, the options presented to the Finance Committee and
Cultural Arts Council in the summer of last yearwere in response to the anticipated booking levels for
the Colony Theater. Since re-opening, however, the Colony has experienced very good use, with only
some weekday periods and holiday weekends available. As such, for the Colony Theater we are
proposing that the weekday rental discount rates for independent film screenings be implemented as
proposed, but that the "weeklong Rental Discount Rates for Guaranteed Minimum Six-show Run" for
the Colony Theater only be implemented following the development of administrative policies that will
ensure that these discounted bookings do not impact full rate bookings for the Colony. These policies
may include limitations on certain date holds, date restrictions, etc.
Please note that the current theater rental rates will remain in effect except during the off-peak
periods indicated and for extended-run and repertory productions. Only the City Manager or his
designee would be allowed to authorize bookings at these reduced rates.
PROPOSED RENTAL STRUCTURES
The proposed rental structures are broken down into various categories: summer and early week
discount rates; discount rates for independent film screenings on Monday, Tuesday and Wednesday
nights; discounts for repertorytheater at the Byron Carlyle; discounts for repertory dance at the Byron
Carlyle. The proposed rates are detailed below; and weeklong rental rates when a group guarantees
a minimum six-show run.
Proposed Summer and Early-week Discount Rates:
To be offered from June 1 through September 30 at the Byron-Carlyle, from July 1 through August 31
at the Colony, and Monday, Tuesday and Wednesday nightsat both facilities throughout the year.
Theater All rental da s House fees er show Add'I. same-da show
B ron-Carl le $475 $200 $100
Colon $600 $350 $175
City Commission Memorandum Byron Carlyle and Colony Theater Rental Rates
July 11, 2007
Page 3 of 4
Proposed Discount Rates for Independent Film Screenings:
To be offered Monday, Tuesday and Wednesday nights; fees include use of available film/video
projector.
B ron Carl le $675 per show incl. house fees
Colon $900 per show incl. house fees
Proposed discount rates for Repertory Theater at the Bvron Carlyle:
For repertory theater groups willing to commit to three different long-run shows per year at the Byron
Carlyle, the City proposesa rental scenario that considers a base rent plus a $2.00 commission on
each ticket sold. For repertory theater groups that commit to three different productions a year, four
weeks at a time, the followin base rent and surchar a would a I
One Three Surcharge Surcharge Surcharge
technical performance 40% 60% 80%
week weeks ca acit ca aci ca aci
Actual operating $2,350 $7,932 n/a n/a n/a
cost
Rent charged $1,500 base $5,000 base $2,880 $4,320 $5,760
(Base + % of
sales
All additional shows and technical days would be billed at cost.
Proposed Discount Rates for Repertory Dance at the Bvron Carlyle:
For repertory dancer groups willing to commit to three different long-run shows per year at the
Byron Carlyle, the City proposesa rental scenario that considers a base rent plus a $2.00
commission on each ticket sold. For repertory dance groups that commit to firee different
productions a year, two weeks at a time the following base rent and surcharge would apply:
Byron Carlyle Three Two Surcharge Surcharge Surcharge
technical performance 40% 60% 80%
da s weeks ca acit ca acit ca aci
Rent charged $1,000 $3,000 $1,440 $2,160 $2,880
(Base + % of
sales
All additional shows and technical days would be billed at cost.
Proposed Week-long Rental Discount Rates for Guaranteed Minimum Si~show Run:
BYRON-CARLYLE Current Rate Actual Cost Pro osed Rate
Load-In da $550-$800 $470.68 $475
Show, includin house fees $850 - $1,350 $661.18 $675
The week-long discount rates for the Colony would only be implemented following the
development of an administrative process and review that ensures that fuµrate rentals are not
impacted by the discounted program.
COLONY THEATER Current Rate Actual Cost Pro osed Rate
Load-In da $750-$1,000 $526.21 $550
Show, includin house fees $950 - $1,850 $893.21 $900
City Commission Memorandum Byron Carlyle and Colony Theater Rental Rates
July 11, 2007
Page 4 of 4
CONCLUSION
Staff believes these proposed additions to the Rental Rate Structure of the Byron Carlyle and Colony
Theaters will allow the City to better utilize cultural assets and be more proactive in attracting new and
consistent activity to the theaters. The Cultural Facilities Manager has already spoken to a number of
theater, dance and producing organizations who have not traditionally presented in Miami Beach, and
these organizations are very interested in the proposedrental structure.
The Cultural Arts Council considered these proposed rates at its regular meeting on September 8,
2006. After much discussion the CAC unanimously approved the new rate structure and
recommended adoption of the above-noted model for repertory theater and dance at the Byron
Carlyle.
JMG/HF/MAS/GF/EBF
T:1Agenda\2007Wu1y11\Consent\Rental Rate\Commission Memo
ATTACHMENT "A"
Proposed Summer and Early-week Discount Rates:
To be offered from June 1 through September 30 at the Byron-Carlyle, from July 1 through August 31 at the
C:nlnnv anrt Mnndav_ Tuesday and Wednesday nights at both facilities throughout the year.
Theater All rental da s House fees er show Add'I. same-da show
B ron-Carl le $475 $200 $100
Colon $600 $350 $175
Proposed Discount Rates for Independent Film Screenings:
To be offered Monda Tuesda and Wednesda ni hts; fees include use of available film/video projector.
B ron Carl le $675 er show incl. house fees
Colon $900 er show incl. house fees
Proposed discount rates for Repertory Theater at the Byron Carlvle:
For repertory theater groups willing to commit to three different long-run shows per year at the Byron
Carlyle, the City proposes a rental scenario that considers a base rent plus a $2.00 commission on each
ticket sold. For repertory theater groups that commit to three different productions a year, four weeks at a
time- the following base rent and surcharge would apply:
One technical Three Surcharge Surcharge Surcharge 80%
week performance 40% capacity 60% capacity capacity
weeks
Actual operating $2,350 $7,932 n/a n/a n/a
cost
Rent charged $1,500 base $5,000 base $2,880 $4,320 $5,760
(Base + % of
sales)
All additional shows and technical days would be billed at cost.
Proposed Discount Rates for Repertory Dance at the Byron Carlvle:
For repertory dancer groups willing to commit to three different long-run shows per year at the Byron
Carlyle, the City proposes a rental scenario that considers a base rent plus a $2.00 commission on each
ticket sold. For repertory dance groups that commit to three different productions a year, two weeks at a
time. the following base rent and surcharge would apply:
Byron Carlyle Three Two performance Surcharge Surcharge Surcharge 80%
technical weeks 40% capacity 60% capacity capacity
da s
Rent charged $1,000 $3,000 $1,440 $2,160 $2,880
(Base + % of
sales)
All additional shows and technical days would be billed at cost.
Proposed Week-Iona Rental Discount Rates for Guaranteed Minimum Six-show Run:
BYRON-CARLYLE Current Rate Actual Cost Pro osed Rate
Load-In da $550-$800 $470.68 $475'
Show, includin house fees $850 - $1,350 $661.18 $675
The week-long discount rates for the Colony would only be implemented following the
development of an administrative process and review that ensures that full-rate rentals are not
impacted by the discounted program.
COLONY THEATER Current Rate Actual Cost Pro osed Rate
Load-In da $750-$1,000 $526.21 $550
Show, includin house fees $950 - $1,850 $893.21 $900