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HomeMy WebLinkAboutItem 4.4 - 1803 Emerald Glen Amphitheater Fee Schedule Page 1 of 3 STAFF REPORT CITY COUNCIL DATE: February 6, 2018 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Emerald Glen Amphitheater Fee Schedule Prepared by: Tegan McLane, Cultural Arts & Heritage Man ager EXECUTIVE SUMMARY: The City Council will consider amending the Master Fee Schedule to include new fees for rental of the Emerald Glen Amphitheater. The implementation of this fee would require a change in the Master Fee Schedule. STAFF RECOMMENDATION: Adopt the Resolution Amending the Master Fee Schedule for Rental Fees for Emerald Glen Amphitheater. FINANCIAL IMPACT: Funds collected from the rental of the Emerald Glen Amphitheater will be deposited into account 7701, Facility Operations and Rentals. As this is a new rental facility, Staff does not yet have an accurate estimate of potential annual revenue. However, any revenues received for rental of the facility will be used to offset the costs associated with maintenance and administration expenses associated with the reservations. DESCRIPTION: In May 2017, the City of Dublin opened the Emerald Glen Amphitheater for City events. The Amphitheater is a wide, shallow sloped outdoor amphitheater with cement bench seating for approximately 150 people and lawn seating for an estimated 350 people for a total of about 500 people. The Emerald Glen Amphitheater has a cement slab stage equipped with electrical outlets for sound and lighting equipment. At this time, there is no cover over the stage to protect it from sun or rain. As with any new venue, it was expected that certain production challenges would present themselves only when the venue was put into service. For this reason, during its first summer of operation, the use of Emerald Glen Amphithea ter was restricted to City events while - Farmers' Market First Thursday concerts, the new Second Tuesday concerts, performances during Splatter and one Arts Space Grant use by the Dublin Chinese Association, for a Chinese Moon Festival Concert. Page 2 of 3 With these ten City events successfully completed, Staff is now confident that they have a good understanding of how to work around the venue's idiosyncrasies and are ready to open the venue to outside organizations. To make the venue available for rent, City Council must approve a fee structure. Staff has bench-marked against ten other outdoor performance venues available for rent in the Bay Area and compared against City Council-approved pricing for existing City of Dublin rental facilities and picnic areas. Outdoor performance venues vary tremendously in seating capacity and amenities, so it is difficult to make an exact comparison. Those closest in size and structure to ours are Cupertino's Memorial Park Amphitheater, which seats 150 on concrete benches/200 on the lawn and rents at $55/hour for residents and $75/hour for non -residents, with a maximum rental period of 4 hours; and San Jose's Kelly Park Amphitheater which seats 200 on concrete benches/no lawn, and rents for $250/2 hours for residents and $300/2 hours for non-residents. Dublin's own most-similar venue is Emerald Glen Picnic areas A-B-C, which seats 200 people combined, and rents for $625/day for residents; $490/day for Dublin -based non- profits fundraising events; and $1,000/day for commercial (ticketed) uses, including fund raisers by non-profits that are not based in Dublin. Staff recommends renting the Emerald Glen Amphitheater by the day, rather than by the hour, as we do with picnic venues, given that most Amphitheater uses will require a minimum of 4 hours and uses involving equipment set -up and/or rehearsal time, will likely require 6-8 hours. Staff also recommends that the same user group divisions used for other facilities be used for Emerald Glen Amphitheater. In addition, an hourly rate will be quoted and charged for a Senior Recreation Leader to serve as the City’s onsite liaison for the entire duration of the use, and for MCE maintenance workers required for special set-up or clean up tasks be charge at the actual cost. If the event requires unexpected additional time from either MCE or the Recreation Leader, the time will be charged to the user. Based on these factors, Staff recommends the following pricing: Rental Fees Per Day Group 1: Public Agencies, and Group 2: Dublin Chamber of Commerce, Dublin Charitable, Social Welfare and Sport League Organizations Group 3A: Individuals/Other Groups - Resident Group 3B: Individuals/Other Groups - Non-Resident Group 4A: Commercial Uses - Resident Group 4B: Commercial Uses - Non-Resident Page 3 of 3 User Group/Event Type Emerald Glen Amphitheater Daily Fee Group 1 or 2 $207.50 Group 1 or 2 fundraiser* $470.00 Group 3A $625.00 Group 3B $750.00 Group 4A $832.50 Group 4B $1000.00 * A fundraiser is a rental at which admission is granted for payment of a designated amount, a donation of an amount left to the discretion of the guest, or a rental at which funds are collected through auctions, raffle/door prize activity, or other means designated to generate monies to offset costs or to benefit a community or charitable agency of cause. These rates are equivalent to 2.5 times the rate charged for Emerald Glen Picnic Area A-B-C, and roughly 80 percent of the rate San Jose would charge for an 8 -hour use at Kelley Park Amphitheater. Attachment 1 is the Resolution adopting this fee. Staff will reflect the change in the Master Fee Schedule. NOTICING REQUIREMENTS/PUBLIC OUTREACH: N/A ATTACHMENTS: 1. Resolution Amending the Master Fee Schedule to Include Rental Fees for the Emerald Glen Amphitheater ATTACHMENT 1 RESOLUTION NO. XX - 18 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * AMENDING THE MASTER FEE SCHEDULE TO INCLUDE FEES FOR RENTAL OF THE EMERALD GLEN AMPHITHEATER WHEREAS, the California Constitution authorizes local government to recover the reasonable costs of providing services; and WHEREAS, the City processes various permits, applications, and licenses, and offers various recreational program and facility rental opportunities; and WHEREAS, on September 4, 2012, the City Council approved Resolution 160-12 Establishing a User Fee Cost Recover Policy that specifies annual adjustments to fees for services provided by the City; and WHEREAS, on June 20, 2017, the City Council reviewed and approved the FY 2017-18 Updated Master Fee Schedule, including parks and recreation program fees as adjusted annually according to the Pricing Policy for Parks and Community Services Programs, Facilities, and Field Use; and WHEREAS, with the opening of Emerald Glen Amphitheater in May 2018, the City added a new venue suitable for outdoor performances, presentations, and events; and WHEREAS the City now desires to make the Emerald Glen Amphitheater available to individuals and organizations for rental, for events on or after March 1, 2018. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin amends the Master Fee Schedule to include pricing rental of the Emerald Glen Amphitheater. BE IT FURTHER RESOLVED that the new fees related to Emerald Glen Amphitheater Rental identified in said Master Fee Schedule shall be effective beginning at the adoption of this resolution, and shall be adjusted with the annual adoption of th e Master Fee Schedule according to the Pricing Policy for Parks and Community Services Programs, Facilities, and Field Use adopted by the City Council on June 20, 2017. PASSED, APPROVED AND ADOPTED this 6th day of February, 2018, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTACHMENT 1 ATTEST: _________________________________ City Clerk