TAMRMS#: B06
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Emergent Capital Replacement-Arden Theatre Lighting Console
Presented by: Kelly Jerrott, Director, Community Services Department
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RECOMMENDATION(S)
recommendation
That funding to a maximum of $83,500 be approved to be taken from the Arden Theatre Lifecycle Replacement Reserve to replace the Arden Theatre’s existing primary and backup lighting control consoles.
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PURPOSE OF REPORT
To obtain Council approval for the emergent purchase of a replacement primary lighting console and backup lighting control console to mitigate the adverse effect upon the operational capability and reliability of the theatrical lighting system associated with Arden Theatre operations.
ALIGNMENT TO PRIORITIES IN COUNCIL’S STRATEGIC PLAN
N/A
ALIGNMENT TO LEVELS OF SERVICE DELIVERY
1. Arts and Cultural Programming
Service Name: Programming
Service Definition: Delivery of [arts] programming to the community
Service Component: St Albert Children’s Theatre, Community Professional Series, Arden Theatre Professional Series
2. Cultural Facility Access
Service Name: Booking Opportunities of Cultural Facilities
Service Definition: Provision of booking opportunities and access to Cultural Facilities operated by the City
Service Component: Arden Theatre
Current Service Level: Hours of operation: from 08:00 a.m. to 11:00 p.m. Open 363 days per year.
ALIGNMENT TO COUNCIL DIRECTION OR MANDATORY STATUTORY PROVISION
N/A
BACKGROUND AND DISCUSSION
Community Services currently employs redundant lighting control systems to operate theatrical lighting in The Arden Theatre. Theatrical lighting is used during all venue rehearsals, performances and events. The operating system includes two control consoles: a primary control console capable of operating all venue theatrical lighting inventory to its fullest capacity and a smaller backup control console intended to operate venue lighting at a limited capacity in the event of a system failure.
On March 20th, 2019 two critical equipment failures occurred simultaneously involving the primary and backup lighting consoles as staff prepared to welcome a sold-out audience into the theatre for a commercial rental. The frozen operating systems on both consoles required numerous reboots before staying stabilized long enough to proceed with the rental.
After the primary and backup consoles initial failures, Community Services staff ensured basic lighting was available to address the 40+ hours of dance scheduled in The Arden Theatre over the following four days. Had the scheduled dance festival required anything more substantive then a single fixed lighting state Community Services would have been unable to meet service level expectations.
On March 26 Community Services secured rental lighting consoles to provide critical operational equipment and address immediate operational needs of The Arden Theatre.
The manufacture has been unable to provide an explanation on why both consoles have failed repeatedly during typical theatre operations and during dedicated user testing. Community Services is unable to reinsert either of the failed consoles back into operations because of the continued risk of failure.
On June 15, 2018 Council approved the following recommendations:
• That the 10 Year Municipal RMR Capital Plan, provided as an attachment to the June 25, 2018 agenda report titled “Approval of 10 Year Municipal RMR Plan”, be approved.
• That the following postponed motion be approved: PM-02-2019 - “That the 2019 RMR Municipal Capital Budget of 34 capital RMR projects be funded in the amount of $28,302,600.”
Capital projects that have been identified as RMR are critical to sustain current service levels, required as part of detailed lifecycle plans, and are essential for rehabilitation of existing equipment and infrastructure.
Proposed RMR (2020) Preliminary Estimate
(As of April 15, 2019)
Lighting Control/ Console $75,000 $75,912
10% Contingency $7,500 $7,590
Total: $82,500 $83,500
The Arden Theatre Capital Reserve Fund currently has sufficient funds to cover the replacement of the two lighting control consoles. Throughout 2018 and 2019 Community Services has been working to review and update The Arden Theatre maintenance and lifecycle plan to address shortened lifespan, technological changes, and escalating prices. While The Arden Theatre does have a Capital Enhancement Fee associated with ticket sales to assist in funding its lifecycle plan, the updated lifecycle costing is anticipated to exceed the projected reserve.
STAKEHOLDER COMMUNICATIONS OR ENGAGEMENT
N/A
IMPLICATIONS OF RECOMMENDATION(S)
Financial:
The Arden Theatre Capital Reserve Fund current unallocated balance is $302,482 and has sufficient funds to cover the identified emergent equipment purchase.
Funds in The Arden Theatre Capital reserve have been supplemented by The Arden Theatre Capital Enhancement fee (facility/refurbishment fee), grant funding, and fundraising.
The Arden Theatre Capital Enhancement Fee is comprised of a service charge added to each ticket sold for an event at The Arden Theatre. The Capital Enhancement Fee is included in the 2019 CPS Fees under Policy C-FS-16 Municipal Fees and Charges and is approved by the CAO.
Ticket Price Per Ticket Fess Charged
$9.99 of less $1.00
$10.00 to $19.99 $1.50
$20.00 to $29.99 $3.00
$30.00 or more $3.15
Non-Ticketed Events $175.00 Flat Rate
Festivals $300.00 Flat Rate /day
Should Council support this recommendation, the City will reallocate up to $83,500 from the Arden Theatre Lifecycle Replacement Reserve to fund the emergent capital replacement purchase of two theatre lighting consoles.
Legal / Risk:
Should the lighting consoles not be replaced there is a risk Community Services would be unable to support upcoming events, rentals and programs associated with ongoing revenue generation.
Program or Service:
If the lighting consoles are not replaced, Community Services’ risks not being able to meet service level expectations to the community.
Organizational:
N/A
ALTERNATIVES AND IMPLICATIONS CONSIDERED
If Council does not wish to support the recommendation, the following alternative could be considered:
Alternative 1. Continue to rent consoles until scheduled 2020 replacement as per lifecycle plan, at an anticipated rental cost of $46,000 to extend to mid to late January.
Should Council select this option, a source of funding and the identified amount to pay for the ongoing rental costs would need to be identified and approved.
Report Date: April 23, 2019
Author: Kelly Jerrott
Committee/Department: Community Services Department
Chief Administrative Officer: Kevin Scoble