Agenda Item No: K.6
AGENDA REPORT
DATE: August 19, 2025
TO: Mayor and Council
FROM: David Gassaway, City Manager
SUBJECT: Resolution 2025-169 PR Downtown Theatre Amendment
Approving a Second Amendment to the Management Agreement for the Operation and Maintenance of the Fairfield Center for the Creative Arts to Extend the Term through February 28, 2026
Funding Source: $58,500; General Fund
Contact: Juanita Johnson, (707) 428-7628
RECOMMENDED ACTION
Adopt resolution.
STATEMENT OF ISSUE
The current Downtown Theatre management agreement is set to expire on August 31, 2025. The operator has requested a minor amendment to extend the agreement through February 28, 2026, to fulfill existing performance commitments. Council approval is r equired to amend the agreement.
DISCUSSION
City Council previously directed staff to initiate a Request for Qualifications ( RFQ)/Request for Proposals ( RFP) process for theatre management services, as the current agreement expires August 31, 2025.
On Ju ne 24, the current operator requested a minor amendment to extend their agreement through February 28, 2026, allowing them to fulfill scheduled performances through the end of the 2025 theatre season.
Given their longstanding service, prior commitments, and the pending outcome of the RFQ/RFP, staff find the request reasonable. If a new operator is selected, the extension also allows time for a smooth transition.
Formal Council action is required to approve the amendment by resolution.
FINANCIAL IMPACT
The estimated total cost for extending the contract is $58,500 which includes an additional quarterly payment of $30,000 for programming through December 2025 and an additional $28,500 with supporting utilities and minor repairs September 2025 through February 2026.
PUBLIC CONTACT/ADVISORY BODY RECOMMENDATION
N/A
ALTERNATIVE ACTION
Provide staff direction as appropriate.
COORDINATED WITH
City Manager’s Office
STAFF CONTACT
Juanita Johnson, Parks & Recreation Superintendent
(707) 428-7628
[email protected]
ATTACHMENTS
Attachment 2: Proposed Resolution
Attachment 3: Proposed Second Amendment
Attachment 4: Downtown Theatre Original Agreement and First Amendment