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FROM: OFFICE OF THE CITY MANAGER
BY: JASON CHACON, PARKS AND RECREATION DIRECTOR
SUBJECT: DISCUSS RECOGNIZING THE DOWNEY ARTS COALITION AS A LEGACY
ORGANIZATION
RECOMMENDATION
That the City Council discuss recognizing the Downey Arts Coalition as a Legacy group in regards to the use of the Downey Theatre.
At the March 15, 2022 Downey Theatre Subcommittee meeting, the Downey Arts Coalition was approved to be recognized as a Legacy group in regards to the use of the Downey Theatre. Formed in 2011, the Downey Arts Coalition is a community based publi* 501 (c) (3) non-profit organization made of a group of volunteers, artists, advocates, supporters, and partners that have produced art exhibits, music, theatre, films, poetry, festivals, education, scholarships, and cultural events in the community.
There are currently two organizations that are considered Legacy groups, the Downey Rose Float Association and the Downey Symphony Orchestra. Prior to the Downey Rose Float Association, the now defunct Downey Civic Light Opera was recognized as a Legacy group. The organizations were defined as Legacy groups in 1995 based on the following criteria:
1. Established Downey organizations and non-profit performing arts organizations
2. Five or more years of continuous Theatre rental
In September 2013, the City approved the development of a Theater rental credit program, and grandfathered in the two Legacy groups. Currently as part of the City's annual budget there is a $40,000 "Downey Civic Theater Financial Assistance" program that provides financial assistance in the form of rental credit to Downey based non-profit performing art organizations wishing to present a program at the Downey Civic Theatre.
Attachment A includes the application and criteria that community groups must meet in order to be considered.
DISCUSS RECOGNIZING THE DOWNEY ARTS COALITION AS A LEGACY ORGANIZATION JUNE 28, 2022
PAGE 2
The Benefit of receiving a Legacy group status versus a non -Legacy group status is the allowance of what the Downey Civic Theater Financial Assistance program will cover.
Non -Legacy groups can only have their rental fees waived through the Financial Assistance program, while Legacy groups can have labor, box office, and other costs associated with the rental of the Theatre waived in addition to the rental fees. Attached B includes the FY 2021-2022 Theatre Rental Fees. It should be noted that in both cases kfe-114 t wmw-
Theatre rental policies, use deposits or insurance requirements.
The Downey Arts Coalition plans to expand its programming at the Downey Theatre and receiving the Legacy group status would assist them in furthering the monies they havi raised for its programs.
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Symphony typically applies for $25,000 and the Downey Rose Float Association applies for $8,000. This leaves approximately $7,000 in the Downey Civic Theater Financia, Assistance program for other applicants.
ATTACHMENT
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Attachment B — FY 2021-2022 Theatre Rental Fees
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The Downey Civic Theater Financial Assistance Policy provides the process whereby eligible Downey -based non-profit organizations may apply for financial assistance in the form of a one-time Theater rental credit through an established selection process.
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(1) The financial assistance applies to rental fees only, with the exception of the Rose Float Association and Downey Symphony, and does not apply to any other hard costs including, but not limited to labor (including overtime), applicable rental Theater deposit (and other required deposits), box office fees, or for other costs associated with producing the event (i.e., artist fees, equipment rental, marketing). (2) The rental credit does not imply waiver of any other Theatre rental policies, or other applicable fees o r i n s u r a n c e requirements beyond the eligible rental credit awarded.
(3) No rental credit can be carried over from one year to another. (4) Applications will be accepted year round, however, review of the applications will be done quarterly and theatre rental credits awarded based on availability of funds.
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1) The completeness of the application
2) The Downey based organization applying must be an existing non-profit corporation in good standing with the California Secretary of State and provide documents from the Secretary of State of such status
3) The organization exhibits a sound fiscal program through appropriate financial records and documentation
4) The organization demonstrates a history of community fundraising activities and is not entirely dependent on City financial assistance for programs 5) Merit of the organization in promoting the arts in Downey; the organization's purpose and Ixafte't it?
performing or visual art oriented offerings.
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1) The Application Form;
2) Documents from the Secretary of State establishing the organization's nonprofit corporate status
3) A copy of the organization's Mission Statement
4) A list of the organization's current Board of Directors and Officers 5) A copy of the organization's current certificate of Liability insurance, including the type and amounts of coverage
6) A copy of the organization's previous year-end financial statement, the most recent financial statement, and current year's operating budget 7) Provide a list of current (within the last 12 months) grants, cash donations, and other financial aid awarded to the organization, including amounts of the grant, donation or financial aid
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Non -Profit Organization:
Main Contact Person: Phone:( \
Mailing Address: ' Downey Zip:
Alternative Contact PersomPhone:( )
Mailing Address: , Downey Zip: ___=_,
Title of Proposed Event:
Date ofproposed event (even iftentative):
Requested Grant amount: (only rent can be applied — hard costs cannot be waived) Ifyou receive financial aid, doyou agree togive recognition for this support tothe City of Downey in all of your promotional materials (i.e. flyers programs, ads, posters, etc.)? -Note: Agreement of recognition for the City of Downey is not a determining factor in awarding financial assistance.
Circle: Yes D or No F--]
Attach a brief description of the event(s), and what you hope to achieve with it, including wh is your target audience and marketing plan. Please explain how the funds you are requesting will be used. Include any additional comments or information you think might be useful to us making our decision. I
Submit application with completed Tech & House rider and estimate provided by Theatre.
Signature ofExecutive Director,
Signature of Non -Profit Board President: Date: __
Downey Theatre Rental Rate Schedule
Rental estimates for the Downey Theatre are determined by the Theatre Manager, z
ChargeTheatre RentaligenerAal Minimum Time �
KXVAday—VVedOesdav 6hOUrs $876.00 $146.00/ [
Thursday —Sunday 6 hours $1.062.00 $177.00/ [
(1) Rental includes use of theatre, stage, theatre lobby, dressing rooms, and basic equipment.
Theatre Rehearsal Use Renta 12,3 Minimum Time Charge Additional Time Monday— Sunday 4hoU[s $500.00 $125.00/hr
(2) Noaudience allowed, use ofseating area only byproduction staff. (3) Rehearsa|timesmayberesthctedtunen'peakdaysonlKandszhedu|edatthedmethe booking is made, but shall be considered tentative until thirty (30) days prior to the first event date, and only then will be scheduled when they do not interfere with other performance events.
Theatre Multi -Purpose Room Renta(loqW Minimum Time Additional Time Th Minimum Time Charge Addition ime
Theatre Perceptq&
All theatre rental clients
Theatre Box Office
Box Office Use Fee
Box Office Credit Card Fee
Ticket Printing Reimbursement
Facility Enhancement Surcharge
Ticket Price $40.00 up
Shipping & Handling Charge
Complimentary Tickets
Credit Card Fees/Internet Fees
Charge
10% of Gross Ticket Sales or Base Rent, whichever
amount is greater
Unit
Charge
Per Performance
$261.00
Per Performance
2.75% CC fees
Per Ticket
$0.31
Per Ticket
By Ticket Price
Per Ticket
$0.00
Per Ticket
$1.00
Per Ticket
$2.00
Per Occurrence
$3.00
Per Ticket
Actual Cost
16owney Theatre Rental Rate Schedule IE=
Merchandise Sales
Client Provided Seller
Client Provided Seller
Theatre Provided Selli
w
r-er Table $50.004
Gross Percentage 25% Gross Merchandise Sales
Gross Percentage 30% Gross Merchandise Sales
(4) Reduced per table flat fee at discretion of Theatre Manager as approved by Director of Parks & Recreation Advertising
Lobby Advertising
Unit 94r&
Weekly $25Z
Theatre Custodial Services
Unit
Charge
Theatre Custodial Fee
Per Performance
$182.00
Theatre Rehearsal Custodial Fee
Per Performance
$78.00
Patio & Lobby Custodial Fee
Per Performance
$78.00
Additional Theatre Custodial Fee
Per Performance
TBD5
(5) Price to be determined by the Theater Manager
and Director of Parks & Recreation in the event excessive cleaning is required.
Personnel Charges (4 hour minimum)
Straight Time
Overtime
Double Time
Technical Director
$42.00 hr/ea
$63.00 hr/ea
$84.00 hr/ea
Stage Manager
$41.00 hr/ea
$60.00 hr/ea
$81.00 hr/ea
Sound Technician
$34.00 hr/ea
$50.00 hr/ea
$68.00 hr/ea
Electrician
$33.00 hr/ea
$49.50 hr/ea
$64.00 hr/ea
Spotlight Operator
$29.00 hr/ea
$42.00 hr/ea
$56.00 hr/ea
House Managers
$29.00 hr/ea
$42.00 hr/ea
$56.00 hr/ea
Ticket Sellers
$29.00 hr/ea
$42.00 hr/ea
$56.00 hr/ea
Carpenter/Flyman/Stagehand
$29.00 hr/ea
$42.00 hr/ea
$56.00 hr/ea
Event Staff (Additional FOH Staff)
$26.00 hr/ea
$39.00 hr/ea
$52.00 hr/ea
City of IT Services
$67.00/hr ea
City of Public Works (Road Closure)
$26.00/hr ea
Ectylipment & Facilities gfiaTM
Unit
Charge
Piano - Upright
Per Event
$52.00
Piano - Concert Grand
Per Event
$208.00
Piano Tuning
Per Event
Actual Cost
Video - Projector & Screen
Per Event
$156.00
Video - License Fee
Per Day
$156.00
Spot Light
Per Event
$78.00 ea
Light Trees/Dance Booms
Per Event
$167.00 + labor
Patio Bistro Tables
Per Event
$12.00 ea
Marley Dance Floor
Per Event
$204.00 + labor (install & remove)
Orchestra Shell
Per Event
$204.00 + labor (install & remove)