07-13-2009
Arts & Cultural Center
Advisory
Board Meeting
July 13, 2009
10:30AM
19200 W. Country Club Drive
Fifth Floor
Executive Conference Room
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Agenda
I. Call to Order/Roll Call
II. Approval of Minutes - June 9, 2009 meeting
III. PACA Reports:
Overview of programming schedule for May to September 2010
· Discussion of Grand Opening Event - November 2010
· Fund Raising /Sponsorships
IV. City Manager Reports
· Proposed Budget 2009/10
· Project Update
Motion to recommend adoption of proposed Rental Rate Schedule
VI. Other Business
VII. Adjournment
This meeting is open to the public. Notice pursuant to Section 286.0105,
Florida Statutes, if applicable, is hereby incorporated by reference.
In accordance with the Americans with Disabilities Act of 1990, all persons who are disabled and who need
special accommodations to participate in this meeting because of that disability should contact the Office of
the City Clerk, (305) 466-8901. not later than two days prior to such proceeding. Please be advised that
one or more members of the Aventura City Commission may attend this meeting.
A~e City of
nventura
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MINUTES
ARTS AND CULTURAL CENTER
ADVISORY BOARD MEETING
June 9,2009 - 10:30 a.m.
Aventura Government Center
19200 W. Country Club Drive
Aventura, Florida 33180
I. Call to Order/Roll Call: The meeting was called to order by Chairperson Gloria Muroff.
Members present: Daniel Andai
Amit Bloom (arrived at 10:45)
Barbara Brodsky
Nancy Gillen Doyle
Gloria Muroff
Dr. Jules Oaklander
Ibis Romero (arrived at 10:35)
Members absent:
Judy Scott Lotwin
Lenore Toby-Simmons
As a quorum was determined to be present, the meeting commenced.
II. Approval of Minutes: A motion to approve the May 12, 2009 meeting minutes was offered
by Ms. Doyle, seconded by Ms. Brodsky and unanimously passed.
III. Review of AACC Plans (PGAL). Representatives of PGAL reviewed the plans/renderings
and interior design of the facility.
IV. Rental Rate Schedule (PACA): Shelley Bradshaw, Performing Arts Center Authority,
addressed the Board and distributed and discussed the proposed rate schedule for the facility.
V. Other Business: Ms. Bradshaw announced that the first round of interviews for the Director
were completed and narrowed to four individuals, each of whom will be interviewed further prior
to final selection. Next Board meeting scheduled for Monday, July 13, 2009 at 10:30 a.m.
VI. Adiournment: There being no further business to come before the Board at this time, after
motion made, seconded and unanimously passed, the meeting adjourned.
Teresa M. Soroka, MMC, City Clerk
Approved by the Board
Anyone wishing to appeal any decision made by the City Commission with respect to any matter considered at a meeting or hearing
will need a record of the proceedings and, for such purpose, may need to ensure that a verbatim record of the proceedings is made,
which record includes the testimony and evidence upon which the appeal is to be based,
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ARTS &
CULTURAL
CENTER
2-70
CITY OF AVENTURA
ARTS & CUbTURAL CENTER
2009/10
~ DEPARTMENT DESCRIPTION~
This department is responsible for the operations and programming of the new Arts and
Cultural Center scheduled to open in May 2010. The goal is to provide a facility that offers a
wide range of quality entertainment and cultivates partnerships with other local and regional
organizations to enhance the quality of life for the City by providing a variety of performing
arts and relevant cultural programming for audiences of all ages.
OBJECT "" ,APPROYED HALF YEAR CITY MANAGER
II CODE ACTUAL ACTUAL BUDGET ACTUAl: PROPOSAL
NO. CATEGORY RECAP,. 2006/07 2007/08 2008/09 2008/09 m _" 2009/1 0
1000/2999 Personal Services $ - $ - $ 86,361 $ - $ -
3000/3999 Contractual Services - - 5,000 38,580 347,323
4000/4999 Other Charges & Services - - 4,000 - 62,000
5000/5399 Commodities - - 500 - 10,500
5400/5499 Other Operating Expenses - - 1,500 - -
r ~"TTotaIO;;ati;-~;e;-- ,f - $ - $ ~ 97,361 '$ 38,580 $ 419,823 ,
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Contractual Employees
General Manager
Event Manager
Technical Manager
Box Office Manager
Office AssistanWol. Coordinator
PIT Labor
12 months
2 months
6 months
2 months
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Arts & Cultural Center Department
Organization Chart
I City Commission I~
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City Manager
AACC A.:ViSO~ 11
Board
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Performing Arts 1
Center Authority .
General Mana~er I
",~,~.:t:tn.~
Operations
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1.
To provide artistic offerings to our increasingly diverse community with an emphasis
on fostering a cooperative spirit and enhancing the quality of life in Aventura.
Create a performing arts facility that is welcoming and inclusive of the public at large
by maintaining an aesthetically pleasing and professional facility.
Attract and secure financial support through grants and other fundraising
opportunities..
Enhance the learning experiences of students at Aventura City of Excellence Charter
School by expanding performing arts activities and educational opportunities.
To increase general public awareness of the value of the cultural and educational
proQrams available.
CITY OF AVENTURA
ARTS & ~UL TURAL CENTER
2009/10
. OBJECTIVES
2.
3.
4.
5.
~l
PERFORMANCE..WORKLOAD INDICATORS
, I
llIllllIllillll r.i~ --
r ACTUAL AC;rUAL PROJECTED ESTIMATE
~
I 2006/07 2007/08 2008/09 2009/10 I
N/A N/A 5 6
N/A N/A N/A 20
N/A N/A 1 4
N/A N/A N/A 70%
Advisory Board Meetings attended
Number of performances/events
Number of promotional material produced
Percentage of patrons who respond favorably to AACC
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CITY OF AVENTURA
ARTS & CULTURAL CENTER
2009/10
BUDGETARY ACCOUNT SUMMARY
001-7001-575
OBJ EC]', c, APPROVED HALF YEAR' CITY MANAGER
CODE i!~1; ACTUAL ACTUAl: BUDGET ACTUAL PROPOSAL
, NO. CATEGORY RECAP 2006/07 2007/08 2008/09 2008/09 2009/10
PERSONAL SERVICES
1201 Employee Salaries $ - $ - $ 60,000 $ - $ -
1401 Overtime - - - - -
2101 FICA - - 4,590 - -
2201 Pension - - 8,400 - -
2301 Health, Life & Disability - - 13,156 - -
2401 Workers' Compensation - - 215 - -
C=Subtot~J JliJ,..~ - ~~mllf,pL 86,361
- - 1'r: - -
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CONTRACTUAL SERVICES
3112 Prof. Services - Management Servil - - - 38,580 187,740
3114 Prof. Services - Man Services /Staft - - - - 144,583
3190 Prof. Services - Programming - - - - 10,000
3410 Prof. Services - Janitorial Services - - 5,000 - 5,000
;:\1; _SU.btQ~I;n -.i!!:I:tiP"'~~Nt!!< 5,000 38,580 ~" 347,323
- -
-""1lJil;.U _ .............
OTHER CHARGES & SERVICES
4001 Travel & Per Diem - - 2,000 - -
4101 Communication Services - - 2,000 - 2,000
4201 Postage - - - - 2,000
4301 Utilities - - - - 20,000
4440 Copy Machine Costs - - - - 2,000
4620 R&M - Buildings - - - - 2,000
4645 R&M - Equipment - - - - 3,000
4701 Printing & Binding - - - - 5,000
4850 Special Events - - - - -
4910 Advertising - - - - 25,000
4920 Licenses/Permit Fees - - - - 1,000
C5ubtotai .."""uw n . . ~_ ~ - (:0"1 - - 4,000 - 62,000 TI
~'~~............llL_,..u;; _.... -
COMMODITIES
5101 Office Supplies - - 500 - 1,000
5120 Computer Operating Supplies - - - - 7,500
5290 Other Operating Supplies - - - - 2,000
l" Subtotal I':ti'~""""~~ ~, "' 500 %i 10,500 ~
- l'> - -
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OTHER OPERATING EXPENSES
5410 Subscriptions & Memberships - - 500 - -
5420 Conferences & Seminars - - 1,000 - -
5901 Contingency - - - - -
CS'ubtota'j"'!l'"' ~,,~ H IiI,''' "\!; 1,500" "
- ~ fA - .., - - I
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~otal~~ & Cultural Cent;':~ ..- $ * $.~ - $ '97,361 $ 38,580 $ 419,823~
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ARTS & CULTURAL CENTER
BUDGET JUSTIFICATIONS
3112 Professional Services- Manaqement Services - Payment for services provided in
conjunction with the Agreement with Performing Arts Center Authority for startup
services ($115,740) and management, programming and operational support services
($72,000).
3114 Professional Services- Manaqement Services/Staffinq - Reimbursement to
Performing Arts Center Authority in accordance with agreement for staff personnel
costs.
3190 Proqramminq - This line item is used to offset expenses for certain performances
in order to attract a variety of programming.
3410 Janitorial Services - Costs for cleaning the AACC facility.
4101 Communication Services - Costs associated with telephone service and other
communication type services.
4301 Utilities - Costs associated with electricity, water, sewer and refuse service for the
AACC.
4620 R & M Buildinq - Costs of maintaining service contracts for mechanical systems
within the AACC.
4645 R & M Equipment - Costs of maintaining service contracts on all equipment
located at the AACC.
4910 Advertisinq - Costs associated with promoting events at the AACC.
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Aventura Arts & Cultural Center
Rental Rate Schedule
2009/20 I 0 Season
Base R.ent includes load-in on the same day and single performance or event lasting no longer than 3.5
hours. Additional hourly rates apply if the performance exceeds 3.5 hours. For multiple performances on
the same day, the rent increases by an amount equal to 50% of the base rent for each additional
performance.
Base Rent
Commercial
Non-Profit Rental
$750,00 per single performance day
Monday-Wednesday: $500.00
Thursday-Sunday: $600.00
$4400.00
Weekly Rate
Service Package
$300.00 per event
Included in Service Packaie
Front of House
Security/Police
Cleaning/Maintenance
Additional over 3.5 hours
$125/hour
$150/hour
$IOO/hour
Technical Production
Stage Personnel
Equipment Rental
As required at prevailing rates
As required at prevailing rates
Box Office
Service Fee Commercial: 3.5% of Gross Ticket Sales, minimum of $250
Non-Profit: 2.5% of Gross Ticket Sales, minimum of $250
Credit Card Charges 4% of Gross Credit Card Sales
Group Sales 10% of Gross Group Sales
Consigned Tickets
Commercial:
Non-Profit:
$0.50/ticket
$0.25/ticket
Comp Tickets
Commercial
Non-Profit
$0.50Iticket
$0.25Iticket
Facility Fee
$1.OOlticket surcharge on top of any ticket priced over $12.00
Non-Ticketed Events
$I.OO/seat usage fee
Florida Sales Tax
Commercial:
6% on all charges excluding labor
6/8/09
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License Agreement
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Aventura Arts & Cultural Center
Equipment Rental Rate
2009/20 I 0 Season
Orchestra Package - $1 SO/event
Draperies
Theater comes equipped with full stage black masking. Additional rental soft goods:
White Bounce 30'x 48' I $7S/day or $300/wk (3 days or more)
Black sharkstooth scrim 36'x 48' $7S/day or $300/wk (3 days or more)
Lighting/Sound
$1 SO/day, $37S/week (3 days or more)
Followspots - 2-HTI follow spots
$SO/day or $200/wk (3 days or more)
Additional microphones
Lavalier Mics $SO each, $12S/week (3 days or more)
Handheld Wireless Mics $SO each, $12S/week (3 days or more)
LCD Projector -
$2S0/day, $62S/week (3 days or more)
Dance Floor
Black lonseallLonstage" floor $1 OO/day, $300/wk (3 days or more)
A 4% Production Services Fee will be calculated on the total Production Invoice and will be
added to the final settlement.
Note: Rate sheet will be modified as equipment is confirmed.
6/8/09
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License Agreement