City of Thousand Oaks
Administrative Policies and Procedures
SUBJECT:
Resident Company Status
APP NO.:
10.025
Submission Date:
9/16/16
Revision Dates:
08/21/2019
AUTHORITY:
City Manager
Adoption/Approval Date:
Revision Dates:
DEPARTMENT: CAD
PURPOSE:
This policy documents the criteria, application process, benefits and requirements of achieving Resident Company status at the Bank of America Performing Arts Center (BAPAC) – Thousand Oaks . A local performing arts organization that meets the following criteria, as determined by the Cultural Affairs Department (CAD) and is approved by City Council will be granted Resident Company status in BAPAC’s Fred Kavli Theatre and/or Janet and Ray Scherr Forum.
The BAPAC Resident Company program was established to recognize artistic excellence and the value of resident arts organizations as community cultural assets. Resident Companies also provide a base of artistic programming that assists BAPAC in providing a broad cultural experience to residents of Thousand Oaks and the surrounding region.
PROCEDURE:
1. Criteria
Local arts organizations that meet the following requirements may submit an application for Resident Company status:
a. Applicants must be a non -profit arts organization possessing a 501(c)(3) federal non -profit classification for at least the last three (3) years. Proof of non-profit status must be provided with the application.
b. Applicants must be based in the Conejo Valley with members of the local community represented on its Board of Directors.
c. The primary mission and activity of the applicant must be to produce and present performing arts events that are open to the public.
d. Applicants must have a paid staff and engage professional artists in their productions.
e. Applicants must submit an overview of their organization including but not limited to, mission statement, board members, operating budget, a copy of their most rece nt IRS Form 990, and a summary of past community outreach programs.
f. Applicants must demonstrate recognized artistic excellence through attendance, reviews and financial support (grants, endowments, awards).
g. Applicants must have presented a minimum of thr ee (3) different productions for each of the previous two (2) performance seasons at BAPAC or at a similar venue located in Southern California. Applicants without a performance history at BAPAC must submit financial and performance references.
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h. Applicants must be current on payments to the City of Thousand Oaks.
2. Application Process
a. Applications will be accepted from interested arts organizations through October 1st of each year for the following performance season (July through June).
b. Applicants must state how they meet the established criteria and what their performance plans are for the following season. Applications will be reviewed for eligibility against the established Resident Company criteria.
c. Applications should be submitted to the attention of the Cultural Affairs Director, City of Thousand Oaks, 2100 Thousand Oaks Blvd., Thousand Oaks, CA 91362.
d. An applicant that meets the required criteria, as determined by the Cultural Affairs Department , will be submitted to the City Council for approval of Resident Company status. Applicants will be provided with notice no later than thirty (30) days prior to the date that the City Council will consider Resident Company applications.
e. Applicants that do not meet the criteria will be notified in writing by January 31st.
f. The City of Thousand Oaks reserves the right to limit the number of arts organizations granted Resident Company status and to limit the number of Resident Companies within a specific a rtistic genre.
3. Resident Company Benefits
Arts organizations that are approved by City Council as Resident Companies will receive the following benefits:
a. Resident Company status is granted to an organization for a period of three (3) performance seasons after which time the organization must reapply to maintain its status. A performance season is defined as July to June to match the City’s fiscal year.
b. Resident Companies, along with Signature Series’, are provided with priority-booking status for the BAPAC calendars in advance of other groups, after Thousand Oaks Alliance for the Arts (TOARTS) presentations, which have first priority. Resident Companies may place tentative or confirmed reservations on the calendar up to thirty-six (36) months in advance. If a tentative reservation for a date has not been confirmed within twelve (12) months of the date, the tentative reservation is subject to being challenged by other groups. (See Booking Procedures policy.)
c. Resident companies must work together with TOARTS and Signature Series presenters (American Theatre Guild , Distinguished Speakers) to coordinate schedules, so that the needs of all organizations can be met and to accommodate any special circumstances that may exist regarding a specific engagement.
d. Resident Companies will receive a thirty -five percent (35%) discount off of the base daily rental fees published on the BAPAC rate card. Rental fees will be reviewed on an annual basis by the Cultural Affairs Department staff and adjustments will be made as approved by the City Council.
The Resident Company discount is not applicable to other discount classifications on the BAPAC rate card and applies to rental fees only. All other charges including, but not limited to, labor, box office fees, facility fees and production fees will be charged at the published rates. The Resident Company discount is not applicable if the Resident Company organization partners or co-promotes
a performance with a for-profit entity.
e. Resident Companies will also receive a thirty-five percent (35%) discount on the use of a projector, moving lights, or the Kavli Theatre Orchestra Shell.
f. BAPAC commissions for the sales of merchandise will be waived for Resident Companies if all of the income is being retained by the Resident Company. Guest artists selling hard or soft products will be required to pay the published BAPAC merchandise commission.
g. Resident Companies will receive institutional recognition as a BAPAC resident company on the Kavli Theatre and Scherr Forum lobby monitors and on exterior electronic poster cases as space allows.
h. Resident Companies will be provided with program listings in season brochures and email blasts distributed by BAPAC (does not include TOARTS’ CAP Presents brochures).
i. Resident Companies will be provided with a separate page on the BAPAC website to promote the Resident Company’s programming (limited to one page). Each company is responsible for providing the BAPAC Director of Marketing with up-to-date information.
j. Performance deposits will be waived for Resident Companies in good financial standing.
k. Resident Companies will not be required to pay the BAPAC Facility Fee for education school performances (no ticket sales allowed to the public).
l. Resident Companies will be provided with donor recognition space in the Fred Kavli Theatre lobby.
Resident Companies are financially responsible for any costs associated with the posting donor names on the donor recognition space.
m. Resident Companies may b e provided with office space in the Thousand Oaks Civic Arts Plaza at or below market lease rate on a space available basis.
4. Resident Company Requirements
a. Resident Companies must be appropriately licensed to conduct business in the City of Thousand Oaks.
b. Resident Companies are required to follow all BAPAC venue use policies. Should any Resident Company conduct themselves in a manner inconsistent with such policies, they will be subject to revocation of their Resident Company status.
c. Resident Companies must actively engage in an ongoing educational and/or community outreach program each season that targets students, seniors, families or youth residing in the Conejo Valley.
Each Resident Company must present a plan detailing its proposed annual educationa l and/or community outreach program prior to the beginning of each performance season.
Resident Companies shall present at least one low - or no -cost educational event targeted specifically at area youth. This event may take place at BAPAC or at another l ocation within the City of Thousand Oaks.
d. Resident Companies are not allowed to actively solicit funds for activities other than those represented by their primary mission during their engagements at BAPAC.
e. Resident Companies must promote their resident company affiliation with BAPAC in all of their marketing communications.
f. Resident Companies must recognize the City of Thousand Oaks support in all performance programs, season brochures and print advertising.
g. Resident Companies must be current on payment to the City of Thousand Oaks. All outstanding debts must be cleared on or before June 30 of each fiscal year. Exceptions to this requirement must be approved in writing by the City’s Cultural Affairs Director and Finance Director.
h. By no later than September 1st, Resident Companies are required to submit a written report to CAD providing an overview of programmi ng and activities for the previous performance season, in addition to a current financial statement and forecast.