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City Council Meeting August 11, 1998
AU6 1 , t998
Santa MOnica, California
TO Mayor and City Council
FROM City Staff
SUBJECT Recommendation to Approve Management and Programming Plan for Miles
Memorial Playhouse Calling for the City to Operate Miles Memorial
Playhouse. Programming a Range of Youth Programs and Events
INTRODUCTION
ThiS report transmits Information regarding the process for determining the use of Miles
Memorial Playhouse, summarizes uses proposed by community organizations In response
to the City's Request for Proposals Issued In March of 1998. and recommends that the City
operate the Playhouse. programming a range of youth programs and events
BACKGROUND
In March of 1998 the CIty Issued a Request for Proposals (RFP), InvItIng use concepts
from organizations Interested In programming Miles Memorial Playhouse. a landmark
bUilding located In Chnstlne Emerson Reed Park The Spanish ColonIal ReVival style
Playhouse was bUilt In 1929 The terms of the bequest which funded construction of the
Playhouse requires Its use as "a public recreation hall for the children and young men and
women of the commumty" The Playhouse was badly damaged In the Northndge
earthquake and the City IS completing necessary modifications to bnng the faCIlity up to
code and to establish It as a Vital community resource for youth Renovations are
scheduled for completion In late September 1998
qn
AUG 1 11193
The Facilitv
The cornerstone of the renovated Playhouse IS the 2.300 square foot assembly hall With
a wood floor -- one of the few wood floors In the Santa MOnIca area well sUited for dance
The seatIng capacity IS approximately 200 persons At the western end of the hall IS a
proscenium stage (approxImately 1,200 square feet) With lImited wing and fly space The
renovation restores thiS space largely as It has been since 1929. removing some cubicles
from the wings of the stage and proViding a small foyer at the main entrance A large
fireplace occupies a central place on the southern Side of the hall Onglnal features,
Including large wooden beams. chandeliers and sconces contnbute to the warm and
IntImate atmosphere of the main assembly area
Below the stage. at grade WIth and acceSSible to the large grassy area to the west of the
Playhouse. IS an area of approximately 1,000 square feet that Will house public restrooms
and a small multipurpose space A basement area of approximately 2,300 square feet IS
located under the assembly hall The baSIC renovation leaves thiS space open for fleXIble
programming or further modifications An Interior elevator serves the four levels of the
building (stage. hall. restroom area and basement)
Community Outreach and Proqramminq Preferences
Pnor to the renovation of the Playhouse. commumty workshops and surveys were
conducted In 1994 to assess community needs for youth programming In conjunction With
the RFP process. a summary of these community outreach results was given to all
Interested user groups for use In developing proposals responsive to the community The
summary IS Included In thiS report as Attachment I
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The Process for Determininq Facility Use and Proqramminq
Use Options. The RFP IdentIfIed the following options for the use of Miles Playhouse,
stating that the City staff would make final recommendations depending on the nature of
the response to the RFP These options Included
. The City may program and schedule the facility with a variety of uses and users,
operating some programs directly and permItting use by other organizations
. The City may enter Into a short or long term lease with an organization or
consortium of organizations that will program the Playhouse according to the use
gUidelines established by the City Council
Use Guidelines. Interested organizations were asked to present use concepts responsive
to the follOWing use gUidelines which were approved by the City CounCil In April 1995
Youth focus The terms of the bequest require that the faCIlIty be used for youth
actiVities Programs directed toward and With real appeal to the Interests of the
Clty.s diverse young people are sought Youth are defined to Include Infants
through college age The CIty Attorney has adVised that any other proposed use
or target population must be clearly subordinate In terms of time, space and
partiCIpation
ActiVity level The CIty's Investment In the renovation of Reed Park will benefit from
Vital and highly VISible youth activity levels at Miles Playhouse Youth actiVitIes
which will populate the Playhouse throughout the day and evening Will enliven the
park
Umque features The Playhouse possesses charactenstlcs which distinguish It from
other communltyfacllrtles Youth actiVIties which capItalize on features such as the
proscenIum stage. the mid-Sized audience capacity, the sprung wood floor and the
landmark status of the building Will be most appropnate
Community and public benefIt The City gives conSideration to reSident status In
booking other facllltles, In grant making and In fee structures In recognition of the
Investment that IS being made In the restoration of the Playhouse, youth actiVities
should prlmanly serve those who reSide In the City Uses that are open to all youth
of the community are deSirable
3
Publtclnon-proflt programs The City has benefitted from cooperative relationships
with the public schools and Santa MOnica's active non-profit sector Proposals for
youth actIVIties from those agencies are encouraged
Collaboration Programs which demonstrate Innovative and substantive
collaboration among youth programs and other community groups are preferred
Fmanclal stablltty Resources Will be reqUired for the sustained operation of quality
programs and for equipping the Playhouse for Its user group{ s) Organizations that
demonstrate financial stability and a resource base that Will enable them to sustain
program Vitality and enhance the faCIlity are favored
Proposals were also evaluated based on the follOWing additional evaluation criteria
Identified In the RFP
the compatibility of the proposed use With the park and neighborhood.
the expenence of the proposing organization In operating youth programs,
the strength of the administrative. program and creative staff Involved. and
the strength and creativity of program design
Proposals were reviewed by a panel comprised of staff from the Department of Community
and Cultural Services (Administration, Cultural Affairs. Event FaCIlities. and Human
Services) and Independent profeSSionals With expertise In cultural/arts programming
Selection of Uses. The follOWing process was developed to ensure an open competition
that proVided all Interested organizations With the opportunity to respond to the RFP. With
opportunities for the public to comment on staff recommendations
March 4. 1998
Request for Proposals Issued (550 packets were
distributed to Interested mdlvlduals and organizations
regarding the availability of the RFP and four display
ads were placed In local newspapers)
Apnl 1. 1998
Proposers Workshop and Playhouse Tour held
Apn130.1998
Additional wntten InformatIon Issued by the City based
on questions asked at the workshop
4
May 18, 1998
Second Playhouse Tour held
June 8. 1998
Proposals due
June 10 - July 8, 1998
Proposal review conducted
July 10. 1998
Staff recommendations transmitted to applicant
organizations, Recreation and Parks CommissIon. and
the City Council
July 16, 1998
Public comment and review by Recreation and Parks
Commission and transmittal of comments to CIty
Council
Aug 11. 1998
Public comment and action by the City Council
DISCUSSION
Summary of Proposed Uses
The follOWing table outlines the sixteen proposals received In response to the RFP Five
proposers requested that the Playhouse be leased to them for their proposed programs
The remaining proposers requested space In the Playhouse on a scheduled basIs with
shared or exclusive use for specified time periods Proposed uses provIde a diversity of
cultural and/or arts programming for youth In a range of diSCiplines and for a range of age
groups Nine of the proposers are non-profit organizations All proposals target Santa
MOnica youth as the focus of their programming
A summary of each proposal IS Included as Attachment II Full proposals are available for
Commissioners' review In the Department of Community and Cultural Services.
Administration DIVISIon
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Recommended Use
As noted earlier. the use gUidelines allowed for two possible options - the City may choose
to operate and book the facility for ItS own and other appropnate uses. or the City may
lease the entire facility to an organlzatlon(s) The response to the RFP indicated a high
level of Interest by a range of user groups responsive to the gUidelines established by the
City Council
Given the number and range of qualified organizations. the unique features of the bUilding
and Its potential to be a focal pOint and catalyst for Increased arts and cultural
programming for youth In the communrty. staff recommends that
. The City operate and program the faCIlity to achieve a range of actiVities that
address the needs of youth as expressed In the community outreach for thiS faCIlity
. Three categones of use be established (I) anchor reSident organrzatlons. (2)
pnonty bookings for specified local non-profit organizations and for City youth
actiVities and events. and (3) bookings for other organizations that propose short-
term or one-time youth actiVities
. ThiS strategy remain In place for a pilot programming penod of three years,
extendable If the roster of youth actiVities successfully enliven the Playhouse and
meet CouncIl-approved use gUidelines
Anchor Organizations. Two Anchor ReSIdent Orgamzatlons are recommended to serve
as the cornerstone for youth programming at the Playhouse They are
American Academy of Dance and the Kmdred Arts
VirginIa A venue Project
These anchor organrzatlons are recommended because of the high quality of the
proposed programs, their track record In proViding InnovatIve and collaboratIve youth
programming. the compatibility of their proposed uses and the schedules they prefer, staff
7
expenence, and the dlverslty and stability of funding The proposed uses are highly
compatible with each other In terms of times of use and spaces needed and utIlize the
unique aspects of the Playhouse tothelrfull advantage Scheduling and space prlontywllI
be given to these two agencies for selected programs and events for a three-year penod
Priority Organizations.
The followrng organizations are recommended for priority
booking dUring the three-year penod to complement the programs of the anchor resident
organizations and to achieve the broadest menu of programs and optIons for Santa Monrca
youth
Tier 1
City of Santa MOnica Youth Programs
I magmatlon Station
Los Angeles Baroque Orchestra
Santa Momca Hlstoncal Society Museum
Santa Momca Symphony
Troubadour Theater Company
Tler2
BrasIl Brastl Cultural Center (contingent upon receipt of non-profit
status)
Will & Company (contingent upon targetIng of Santa MOnica youth)
Other Organizations. On a space available basIs. It IS recommended that other Santa
Monica user groups offering responsive youth activities that meet the City'S use gUidelines
be considered for short-term bookings These offerings would "frllln" unscheduled time
periods after the above user groups are accommodated These may Include those
organ Izatlons that did not successfully meet the use gUidelines dUring the RFP process but
may revise or strengthen their proposed programs dUring the three-year period
8
Program Use Priontles. Attachment II provides summaries of each proposed use
concept and also presents staff recommendations on those specifIc activities that should
be consIdered for priority scheduling Not all proposed actIVIties will be possible given the
limited space available but a preliminary scheduling analYSIS indicates that there are a
significant number of proposed or modified events and activities that can be scheduled
Community Review
At Its July 16. 1998 meetIng. the Recreation and Parks Commission reviewed the proposed
use for Miles Playhouse and heard from members of the publiC The Commission approved
the staff recommendation for the City to operate the Playhouse. programming a range of
youth programs and events, With a strong recommendation that the City find an appropriate
place for the Santa Monica Historical Society Museum as soon as possible
Next Steps
After Council action. City staff will conduct the follOWing activities In order to achIeve full
programming of the Playhouse
. Work With the anchor reSident organizations as well as those receiving priority
booking status to further refine their programmatic and faCility needs and to develop
a phased master schedule for the Playhouse. beginning In the Fall of 1998
. Complete additional faCility modifications based on the final use and purchase
needed equipment (Capital Improvement Program funds were budgeted In the FY
1998-99 City Budget for thiS purpose)
. Develop a proposed fee schedule for non-priority bookings for CounCil approval
. Develop and Implement a faclilty operations plan that ensures adequate City staff
support for scheduling, facility coverage, custodial and maintenance needs
. Continue diSCUSSions With the Santa MOnica Historical Society Museum In order to
assist the organization In IdentifYing long-term options for their permanent space
needs
9
..
FISCAL/BUDGETARY IMPACT
Generally, applicant organizatIons requested City In-kind support for rent utilities and
maintenance, as well as additional amenities such as stage lighting and a sound system
Funds In the amount of $330.000 have been budgeted for user Improvements In account
number 01-740-511-20099-8900-99440 Funding for Initial operations In the current fiscal
year Will be absorbed by the Department of Community and Cultural Services Adequate
appropriations are Included In the Parks and Sports DIvISion for custodial staffing,
maintenance and utilities EXisting departmental staff Will be responsible for program
planning and booking No additional budgetary actions are needed
RECOMMENDATION
City staff recommends that the City Council approve the management and programming
plan for Miles Memorial Playhouse as desCribed In the staff report and to authOrize City
staff to proceed With ItS Implementation
Prepared by
Barbara StinchfIeld, DIrector of Community and Cultural Services
..
10
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Miles Memorial Playhouse
Community outreach
Survey Results
Attachment I
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Attachment II
SUMMARY OF PROPOSED USE CONCEPTS AND RECOMMENDATIONS FOR USE
PRIORITIES FOR MILES MEMORIAL PLAYHOUSE
The follOWing summarizes use concepts as stated In each organization's proposal for the
use of MIles Playhouse In addItIon. staff has noted those proposed actIvItIes whIch should
receive priority consideratIon when programming the facIlity dunng the first three-year
period
American Academy for Dance and Kindred Arts
The American Academy for Dance and Kindred Arts proposes to bnng professIonal dance
and arts programming to the MIles Memorial Playhouse and provide a full schedule of class
offerings to the children and families of the Santa Monica community AADKA proposes
that the playhouse be the site to continue and expand the Dance for All program, a dance
arts education program operating In conJunction with the Santa MOnlca/Mallbu Unified
School Dlstnct (SMMUSD) at no cost to the students In addition to Dance for All, AADKA
would operate the Continuum I and Continuum II scholarship classes, extensions of the
Dance for All program for selected students demonstratmg potential talent and havmg
serious commitment to the art form, In the after-school hours Also after school. a new Art
for All program In visual arts would begin at the Miles Memonal Playhouse The program
would be aVailable to students ages 4-18 who demonstrate an aptitude for and a deSire
to do serious work In the visual arts On Saturdays. the Miles Memorial Playhouse would
be used for a new low-cost. community based Parent/ChIld Arts Program composed of
both Creative Movement and Visual Arts Classes"
Recommendation Anchor Resident Organization Use Priorities Dance for All. Art
for All, Parent/Child Arts Program, collaborative Visual arts programming
Brasil Brasil Cultural Center
The Bras! I Brasrl Cultural Center proposes to relocate their current arts programmrng to the
Miles Playhouse and to expand their community services Proposed programs would
Include arts education through Afro-BrasllIan dance and musIc performances, Instruction
In dance, musIc and capoelra, live public performances of dance. musIc. theater and film.
open rehearsals and community collaboratlves
Recommendation Priority booking, Tier 2 contingent upon receipt of non-profit
status Use Priorities youth classes and performances targeted to Santa Monica
youth
Creative Theater Group
The Creative Theater Group In association with VOices In Harmony IS proposIng a program
teaching children about famous plaYWrights and then staging productions of those works
The Playhouse would be used for classes. workshops. rehearsals. readings and
presentatIons and plays The Group also proposes to offer stage productions and hold
classes for the Larry Moss Studio dunng the evenings
Recommendation No pnonty for bookings May apply on a space available baSIS
Use Pnontles youth instruction and productions targeted to Santa MOnica youth
Imagination Station
The Imagination Station proposes a year-round season of family theatre and school
performance, movement and acting classes. a theatre production Internship program for
youth, and a bl-monthly storytelling event The orgamzatlon would also collaborate with
other arts professionals to prOVide addItional fine arts classes Most current programming
IS conducted at the Morgan Wixson Theatre and serves children of all ages
r
Recommendation Booking pnorlty. Tier 1 Use Pnontles youth classes and
productions targeted to Santa MOnica youth, collaborations InvolVing Visual arts
actiVities
Los Angeles Baroque Orchestra
Los Angeles Baroque proposes two speCifiC uses for Miles Playhouse First, It proposes
to create a new Sundays In the Park with L A Baroque summer musIc series which Will use
Miles Playhouse for chIldren's concerts and take advantage of the surrounding park for
pre-concert piCniCS and family actiVities Including Visual arts workshops. outdoor theatre.
and Informal musIc Secondly, the Orchestra proposes to relocate Its Conversations with
Fnends series to Miles Playhouse
Recommendation Booking pnonty. Tier 1 Use Pnontles Sundays In the Park and
Conversations With Friends
2
New Roads School
New Roads School proposes the Playhouse as the location for the school's performing arts
classes. productions and performances Classes for New Roads students Include drama.
acting, scenery. Improvisation. dramatic writing. musical ensembles. orchestra, chorus.
dance, hIp hop. gUItar and recorder Many of these classes result rn performances which
would be open to the larger community
Recommendation No pnonty for booking May apply on a space available basIs
Use Pnontles Youth performances open to the general commumty
Royal Scottish Country Dance Society
The Royal Scottish Country Dance Society (Los Angeles Branch) proposes classes for
youth, ages 5 to 15, In Scottish Country Dancing
Recommendation No pnonty I n booking May apply on a space available baSIS
Use Prlontles Classes targeted to Santa Monica youth and youth performances
open to the general commumty
Santa Monica Chamber Opera
The Santa Monica Chamber Opera proposes that Miles Playhouse be used In part for the
creation of an opera center which Will Involve college, high school, Junior high and grade
school performers and commumty members alongside opera profeSSionals In concerts,
workshops. master classes, demonstrations and fully-staged productions
Recommendation No pnorlty In booking May apply on a space available baSIS
Use Pnontles Classes and performances targeted to Santa Monica youth
Santa Monica Historical Society Museum
The Santa Monica H Istoncal Society proposes to create a hands-on recreational learning
expenence by Installing ItS Museum at Miles Playhouse The Museum's programming Will
cater to young people and complement the multi-cultural. performing arts miSSion of the
bUilding. as well Museum VISitorS Will be InVited to performances by the Museum as well
as those of Santa Monica-based and vIsitIng troupes The Museum proposes rotating and
movable exhibits and a gift shop An expanded outreach program to schools and youth
organizations IS proposed ActIVities Include chlldren's tours, storytellIng, workshops,
Interactive history lessons. preservatIOn. a Jumor docent program and photo exhibits by
high school and college students
3
Recommendation Priority booking. Tier 1 Use Prrontles Youth workshops and
classes, temporary exhibitions and displays. events and performances targeted to
Santa Monica youth
Santa Monica Music Center
The Santa Monica MusIc Center proposes to use the Playhouse as a venue for
Instrumental musIc classes for beginning through advanced students In Santa MOnica.
workshops for stage band. orchestra and media mUSIC, and special events such as recitals.
concerts. seminars and cllmcs
Recommendation No pnorrty In booking May apply on a space available basIs
Use Pnorltles scholarship classes and workshops for Santa MOnica youth.
collaborative programming linked to SMMUSD musIc education program
Santa Monica Summer Stock for Youth and Santa Monica Music Works
Santa Monica Summer Stock for Youth proposes a summer camp for youth ages 8-17 to
expenence all aspects of theatre from acting and singing techniques. Writing, to backstage
crafts, make-up, dance and how to audition The Santa MOnica MUSIC Works proposes
workshops at Miles Playhouse geared toward the discovery and development of new
works
Recommendation No prrorlty In booking May apply on a space available basIs
Use PrioritIes Irmlted term programs and actiVIties targeted to Santa Monica youth
Santa Monica Symphony
The Santa MonIca Symphony requests rehearsal space In the Playhouse for regularly
scheduled rehearsals each week and storage space for necessary equipment They also
propose "Artists In the Parks." a children's musIc program for younger children
Recommendation Priority booking. Tier 1 Use Prlontles "Artists In the Parks"
children's musIc program
The Transformers
The Transformers would hold performances once a week With other lmprov groups from
Santa Monica and Los Angeles. free classes for and performances by youth groups and
seniors. and fee-based classes for students of Stan Wells
4
Recommendation No priority In booking May apply on a space available basIs
Use PrioritIes youth performances open to the general community
Troubadour Theater Company
The Troubadour Theater Company proposes to develop a youth theater program that
shares the company's artistic knowledge with the young people of the community and
gives them an opportunity to create and perform The proposed program Includes Its own
original matenals as well as ClaSSICS from Shakespeare, Moliere. and the Commedla del
Arte Two annual youth productions are proposed as well as a summer youth theater with
InstructIon In theater arts. Improvisation, dance and circus
RecommendatIon Priority booking. Tier 1 Use Prlontles programs targeted to
Santa Monica youth
Virginia Avenue Project
The Virginia Avenue Project proposes to first use the Playhouse for a production of "The
Snow Queen." a creative collaboration With the Cornerstone Theatre Company
Programming throughout the year would Include community workshops poetry readings,
rehearsals, play readings and small benefits WIth additional amenities for the assembly
area. the Project proposes a WIder range of uses for performances USing the skills of a
community of working artists. the ProJect creates plays for children as performers that
spotlight IndiVidual talents and gUide them through performances by having adult artists
on-stage With them Youth Involved In the Project are students at Edison. Will Rogers.
Santa Monica High School and Wilshire West. an alternative school for emotionally
troubled youth With the exception of Wilshire West students, all are registered In after
school programs of the Santa Monica Police ActiVities League (PAL)
Recommendation Anchor ReSident Organization Use Priorities All proposed
activIties targeted to Santa MOnica youth
Will & Company
Will & Company proposes the use of Miles Playhouse for rehearsal space for ItS malnstage
theater productions, a "Bring Students to the Theatre" program Including reSidences for
local at-risk teens. youth workshops. special performances Including non-traditional
form/stagIng that may Include adjacent park areas. and summer programs
Recommendation Priority booking. Tier 1. contingent upon developing targeted
programs for Santa Monica youth Use Prlontles performances targeted to
Santa Monica youth. workshops. classes and reSidenCies InvolVing Santa
Monica youth
ccsadm"share\mles\rpsr II
5
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