The URL can be used to link to this page

Home My WebLink About11 TACFA REPORT OF FEES 07-21-09Agenda Item 11 Reviewed: AGENDA REPORT city Manager Finance~Director NIA MEETING DATE: JULY 21, 2009 TO: HONORABLE MAYOR AND MEMBERS OF CITY COUNCIL FROM: WILLIAM A. HUSTO SUBJECT: TUSTIN AREA COUNCIL FOR FINE ARTS (TACFA~ BROADWAY IN THE PARK EVENT Councilmember Gavello requested that the City Council review fees charged by the City for the above event scheduled for August 13-23, 2009. Attached are a memorandum from Dave Wilson, Director of Parks and Recreation Services, which discusses the fees and the rental permit issued for Broadway in the Park. CITY OF TUSTIN DATE: June 26, 2009 Inter-Com TO: William A. Huston, City Manager FROM: David Wilson, Director of Parks & Recreation Services SUBJECT: Broadway in the Park -TACFA As you know, the Tustin Area Council for Fine Arts (TACFA) is a local non-profit organization that coordinates and presents the annual Broadway in the Park event every August in Peppertree Park. This year's performances of the musical, Anything Goes!, will be held August 18-22. TACFA utilizes Peppertree Park as the event venue and the Tustin Area Senior Center rooms and patio area to support various event functions. Traditionally, TACFA reserves the aforementioned city facilities for 10 days, as is the case this year, with their facility reservations running from August 13 - August 23. In addition to the facility rentals, the city supports the event with staff deployment from the Tustin Police Department, Field Services and the Parks and Recreation Department. The city also supports the Broadway in the Park by pre-selling tickets to the event at the Parks and Recreation Department counter and listing their event in the Tustin Today quarterly publication. This year the Parks and Recreation Department we will allow TACFA to sell tickets to Anything Goes!, at the July Fourth Celebration from a complementary booth space. TACFA charges a fee for patrons to attend the show. Tickets prices are listed below for the 2009 Broadway in the Park: Adult Pre-Sale: $12 Adult at the Door: $15 Student Pre-Sale: $10 Student at the Door: $12 Group Pre Sale: $10 - (ten or more) Children under 5: Free Tables (T-Th.) $200 Tables (Fri & Sat.) $225 Since 2008, TACFA has been directed to submit fees to help compensate the city for facility use and personnel time associated with supporting TACFA with presenting Broadway in the Park. Please review the TACFA fees: 2007 - $510.00 fees waived except one staff overtime charge and extra booking fee for rehearsal space. 2008 - $3,023.50 submitted payment to compensate city for 25% of personnel costs and facility rental fees. S:\TACFA\BROADWAY IN TF{F. PARKUIemadilyMauger Ldm Page 2 2009 - $7,277.00 balance due from TACFA to compensate city 50% for personnel costs and facility rental fees. This year, after obtaining the Rental Contract/Permit from the Parks and Recreation Department and the balance due representing 50% of personnel costs and facility rental fees, TACFA requested the city become an official co-sponsor of the event and release them from the facility rental fees associated with Broadway in the Park. City facilities reserved by TACFA from August 13 -August 23: Peppertree Park: Picnic Shelter (Complex) Stage Multi-Purpose Field BasebalUSoftball Field Tustin Area Senior Center: Board Room (Complex) Conference Room Lounge Tota163 facility bookings. Operational adjustments by the Parks and Recreation Department during the Broadway in the Park facility bookings: • Peppertree Park is not available for 10 days in the summer for use by fee based youth sports camps, fee based tee-ball program and group picnic shelter rentals. • Move Saturday fitness programs from the Tustin Area Senior Center to the Clifton C. Miller Community Center which means the community center is not rentable for two Saturdays for receptions or private parties. • Tustin Area Senior Center Conference Room and Board Room are unavailable to staff, volunteers, committees, patrons, non-profits or commercial. • Tustin Area Senior Center Lounge normal activities are disrupted. If you have any questions or concerns regarding the Broadway in the Park program or the Tustin Area Council for Fine Arts as related to the Parks and Recreation Department please do not hesitate to contact me. Thanks! Dave S:\TACFA\BROADWAY IN THE PARKVvlemotoCityManger Ldce ~Irr oF~ T:.iSTIIy ~~ ~ :~~~ •f .. Rental Contract I Permit Printed: Jun 24, 2009, 08:15 AM User: skinq Contract #: 5248 User: sking Date: Jan 07, 2009 Status: Tentative City of Tustin Parks and Recreation Department, 300 Centennial Way Tustin, CA 92780 hereby grants Broadway In The Park (hereinafter called the "Licensee") represented by Bob Machado, permission to use the Facilities as outlined, subject to the Terms and Conditions of this Agreement contained herein and attached hereto all of which form part of this Agreement. i) Purpose of Use Special Event Broadway in the park 2009 ii) Conditions of Use 1. Maximum attendance not to exceed 2000 people. 2. Any damages wil l result in rete ntion of deposit. 3. Liability insurance required naming the City of Tust in, It's Employees and Officials as additionally insured. iii) Date(s) and Time(s) of Use # of Bookings: 63 Starting : Aug 13, 2009 08:00 AM Expected: 0 Ending: Aug 23, 2009 10:30 PM Facility/Equipment Day Start Date Start Time End Date End Time Fee XFee Tax Total Peppertree Park -Picnic Thu Aug 13, 2009 08:00 AM Aug 13, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Thu Aug 13, 2009 08:00 AM Aug 13, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Thu Aug 13, 2009 08:00 AM Aug 13, 2009 10:00 PM $84.00 $0.00 $0 00 $84.00 Baseball Field Peppertree Park -Picnic Fri Aug 14, 2009 08:00 AM Aug 14, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Fri Aug 14, 2009 08:00 AM Aug 14, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Fri Aug 14, 2009 08:00 AM Aug 14, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Fri Aug 14, 2009 05:00 PM Aug 14, 2009 10:00 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Fri Aug 14, 2009 05:00 PM Aug 14, 2009 10:00 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Fri Aug 14, 2009 05:00 PM Aug 14, 2009 10:00 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Sat Aug 15, 2009 08:00 AM Aug 15, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Sat Aug 15, 2009 08:00 AM Aug 15, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Sat Aug 15, 2009 08:00 AM Aug 15, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Sat Aug 15, 2009 11:00 AM Aug 15, 2009 10:00 PM $231.00 $0.00 $0.00 $231.00 Board Room Tustin Area Senior Center - Sat Aug 15, 2009 11'00 AM Aug 15, 2009 10:00 PM $231.00 $0.00 $0.00 $231.00 Conference Room Tustin Area Senior Center - Sat Aug 15, 2009 11:00 AM Aug 15, 2009 10:00 PM $231.00 $0.00 $0.00 $231.00 Lounge Peppertree Park -Picnic Sun Aug 16, 2009 08:00 AM Aug 16, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Sun Aug 16, 2009 08:00 AM Aug 16, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Sun Aug 16, 2009 08:00 AM Aug 16, 2009 10:00 PM $84.00 $0.00 $0.00 $84 00 Baseball Field Tustin Area Senior Center - Sun Aug 16, 2009 05 30 PM Aug 16, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Sun Aug 16, 2009 05:30 PM Aug 16, 2009 1030 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Sun Aug 16, 2009 05:30 PM Aug 16, 2009 10:30 PM $105.00 $0.00 $0.00 $105 00 Lounge Peppertree Park -Picnic Mon Aug 17, 2009 08:00 AM Aug 17, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Mon Aug 17, 2009 08:00 AM Aug 17, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Page: 1 Printed: Jun 24, 2009, 08:15 AM Rental Contract /Permit User: skinq Contract #: 5248 User: sking Date: Jan 07, 2009 Status: Tentative Peppertree Park -Youth Mon Aug 17, 2009 08:00 AM Aug 17, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Mon Aug 17, 2009 05:30 PM Aug 17, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Mon Aug 17, 2009 05:30 PM Aug 17, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Mon Aug 17, 2009 05:30 PM Aug 17, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Tue Aug 18, 2009 08:00 AM Aug 18, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Tue Aug 18, 2009 08:00 AM Aug 18, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Tue Aug 18, 2009 08:00 AM Aug 18, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Tue Aug 18, 2009 05:30 PM Aug 18, 2009 10:30 PM $105 00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Tue Aug 18, 2009 05 30 PM Aug 18, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Tue Aug 18, 2009 05:30 PM Aug 18, 2009 10:30 PM $105 00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Wed Aug 19, 2009 08:00 AM Aug 19, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Wed Aug 19, 2009 08:00 AM Aug 19, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Wed Aug 19, 2009 08:00 AM Aug 19, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Wed Aug 19, 2009 05:30 PM Aug 19, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Wed Aug 19, 2009 05:30 PM Aug 19, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Wed Aug 19, 2009 05:30 PM Aug 19, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Thu Aug 20, 2009 08:00 AM Aug 20, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Thu Aug 20, 2009 08:00 AM Aug 20, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Thu Aug 20, 2009 08:00 AM Aug 20, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Thu Aug 20, 2009 05:30 PM Aug 20, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Thu Aug 20, 2009 05:30 PM Aug 20, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Thu Aug 20, 2009 05:30 PM Aug 20, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Fri Aug 21, 2009 08:00 AM Aug 21, 2009 10:00 PM $37.50 $0.00 $0 00 $37.50 Shelter Peppertree Park -Stage Fri Aug 21, 2009 08:00 AM Aug 21, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Fri Aug 21, 2009 08:00 AM Aug 21, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Fri Aug 21, 2009 05:30 PM Aug 21, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Fri Aug 21, 2009 05:30 PM Aug 21, 2009 10:30 PM $105.00 $0 00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Fri Aug 21, 2009 05:30 PM Aug 21, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Sat Aug 22, 2009 08:00 AM Aug 22, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Peppertree Park -Stage Sat Aug 22, 2009 08:00 AM Aug 22, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Sat Aug 22, 2009 08:00 AM Aug 22, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Sat Aug 22, 2009 05:30 PM Aug 22, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Sat Aug 22, 2009 05:30 PM Aug 22, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Sat Aug 22, 2009 05:30 PM Aug 22, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge Peppertree Park -Picnic Sun Aug 23, 2009 08:00 AM Aug 23, 2009 10:00 PM $37.50 $0.00 $0.00 $37.50 Shelter Page: 2 Printed: Jun 24, 2009, 08:15 AM User: skinq Rental Contract /Permit Contract #: 5248 Date: Jan 07, 2009 User: Status: sking Tentative Peppertree Park -Stage Sun Aug 23, 2009 08:00 AM Aug 23, 2009 10:00 PM $12.50 $0.00 $0.00 $12.50 Peppertree Park -Youth Sun Aug 23, 2009 08:00 AM Aug 23, 2009 10:00 PM $84.00 $0.00 $0.00 $84.00 Baseball Field Tustin Area Senior Center - Sun Aug 23, 2009 05:30 PM Aug 23, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Board Room Tustin Area Senior Center - Sun Aug 23, 2009 05'30 PM Aug 23, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Conference Room Tustin Area Senior Center - Sun Aug 23, 2009 05:30 PM Aug 23, 2009 10:30 PM $105.00 $0.00 $0.00 $105.00 Lounge iv) Additional Fees Extra Fee -Rental Quantity Charge Tax Total Other 1 $1,735.00 $0.00 $1,735.00 Security Fee - 1 Officer 20 $540.00 $0 00 $540.00 v) Payment Method Rental Fees Extra Fees Tax Rental Total Damage Deposit Total Applied Balance $5,002.00 $2,275.00 $0.00 $7,277.00 $0.00 $0.00 $7,277.00 Balance of rental due and payable immediately vi) Other Information Prompt Answer Alcohol at party? (none) Tear Down time? Setup time? Tustin Insurance? (none) Deposit entered? vii) Additional Notes Board Room -Tustin Area Senior Center Conference Room -Tustin Area Senior Center Lounge -Tustin Area Senior Center Picnic Shelter -Peppertree Park Stage -Peppertree Park Youth Baseball Field -Peppertree Park The undersigned has read and on behalf of the Licensee agrees to be bound by this Permit/License and the Terms and Conditions contained herein and attached hereto, and hereby warrants and represents that he/she executes this Permit/License on behalf of the Licensee and has sufficient power, authority and capacity to bind the Licensee with his/her signature. X: X: Bob Machado Name Current $0.00 Page: 3 Printed: Jun 24, 2009, 08:15 AM User: skinq Contract #: 5248 Date: Jan 07, 2009 Rental Contract /Permit User: sking status: Tentative Broadway In The Park PO Box 145 Tustin CA 92780 USA Home: Q Fax: (714) Date: Business: (714)518-5519 Title: City of Tustin Parks and Recreation Department Date: Page: 4