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HomeMy WebLinkAboutAgenda Report - March 5, 1997 (47)CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Consultant Service - Hutchins Street Square Facility Utilization MEETING DATE: March 5, 1997 PREPARED BY: Charlene J. Lange, Community Center Director RECOMMENDED ACTION: That the City Council authorize the City Manager to execute and approve the contract upon review by the City Attorney with Bronfenbrenner Cultural Consulting Services=for a facility utilization and financial plan recommendation for the new performing arts and conferencing center at Hutchins Street Square. BACKGROUND INFORMATION: Preliminary investigations that staff, the architects and the Hutchins Street Square Foundation have at hand indicate our project will need a more specific and in-depth study on the use and operation of the performing arts and conferencing space that will be added to our current operation in the Spring of 1998. Of the major concerns is the development of a plan to facilitate all constituencies in the Lodi geographical area, (i.e., non -profits, service clubs, tourism, schools and private rentals). Bronfenbrenner Cultural Consulting Services was found through a search by the site architects, Wenell Mattheis and Bowe, with strong recommendations from the performing arts consultant Auerbach and Associates. The study is expected to be complete by the end of Spring, 1997. FUNDING: Carry over funds from account 10.0-72.3 $8,000.00 =�✓ __-- Charlene J. Lange Community Centerirecto CJL/tv APPROVED: H. Dixon Flynn -- City Manager 02/25/87 08:06 '0415 861 2684 SF BALLET ASSOC. a 002 Bronjeabrenner Cultural Consulting Services 33 Yolanda I)nve San Anxelmo, Cali firma .115-585_6331 e -mall: shjlat( x.netcomxom February 2-S, 1997 _-Ms Charlene Lange, Community Center Director Hutchins Street Square. Conference and Perforating Arts Center 125 South Iiutchins Street._ Suite A Lodi California 95240 Dein Charlene_ Please aex V this letter as a contract Wive= Bronfenbrenner Cultural Consulting Services and Hutchins Street Square; Cur sarviccs in exmnc iou with onguiug, pioject development. If this contract meets with your approval, pl=us sign two copies of the doeumemt and return one to nue at the above address. Study Obi crives and Focus Facrhii, Uldizalto" and Program Planning: How can and will new facilities be used by existing non-profit and for-profit nrganirations including schools, performing organizations. businesses, government agencies and co forth9 Through group and one-on-one discussion with potential facility users, the study wi 11 develop one or more projected schedules of facility use. Separate schcdulcs will be developed for performance, conference and other spaces. This analysis will also integrate the intended uses of the lacittties by the Center itself for new programming. These schedules will define one or more prognmarang schemes for the facilities under consideration_ The resulting schedules will be used as a basis for projected revenues for both the Center and user organisations. 2) Governance and Alanagemenl_ 1 will develop recommendations on appropriate structures for governing and managing the new facilities and institutions. These recommendations will consider the objectives of project leadership, the needs of potential user organizations and the community. In addition, the proposed structures will be consistent with and supportive of the funding and financing requirements of the institution. Careful attention will W paid to the phases of institutional dcvclopmcnt (typically these phases include design, pre - construction, construction. start-up operations. mature operations) and their impact on the governance and management needs of the institution. Staffing and cost models will be developed as part of this portion of the study. 3) Support and Afuintenu»ce Qlx:rations: After developing a sense of the scope of facility development, the putcrrtial program schemes and management structures, the study will turn to an examination of On. uperaUunal and finatu:ial resources necessary to sustain the facilities and institutional infrastructure. This analysis will focus on office operations, ongoing facility cleaning and maintenance. long-term maintenancc programs, insurance and numerous other items nexxW to sustain the institution Specific recommendations will be made regarding allocation of persurinel and financial resources to these important objectives_ 02/251/97 09:07 21315 861 2683 SF BALLET ASSOC. IN03 Charlene Lange February 25. 1997 Page 2 4) I7nancial Plan: The preceding components of the study will be integrated into a detailed and documented financial operating plan. One objective: of this plan will be to provide a rcalistic guide to your institution for the development of annual operating budgets. A critical conclusion of the financial plan will be the identification of the annual operating subsidy required to sustain the institution and its programs in the long term. The financial plan will also include cashllow projections where deemed appropriate. 5) lncwme Development_ Throughout the study we will bC establishing Cxpcc:tations and goals for carncd and Contributed income. Our objective in these discussions will be to maximize income from these sources while retraining true to the mission and limitations of the Center. The financial plan will include these goals and expectations. if it is necrosary to augment income front these cx>xxed levels. I will propose methods of strengthening the institutions capital base. moving forward with fund-raising efforts and other business development opportunities that stay be available to you. Siucly Pr�xx.r•.� The study will consist of the follow steps. These are subject to change as the study prov=ses. Ducuinent Review: I will complete a review of existing plaiting documents including. but not limited to, architectural plans, capital and operating budgets. fund-raising material and information about potential user groups_ Projecr Review Aleeting: An initial meeting with you and other members of the project Ica&-rship to provide a framework for the study. 'l opics for disatssion will rte wide-ranging including all Of the issues outlined above. Constituent, Afeetings: One key objoulivc ol'this study is to bring together the various constituencies involved in and impacted by the proposed Center. I propvsc schcdu ng several group and onc-on-ore meetings with representatives of these various constituencies. These would include: volunteer and professional leadership of non-profit organisations wluch may use the proposed facilities. community business leaders with an interest in the project, school program administrators and members of the Center's Baird of Directors and leadership group. These meetings will take place on one day. Preparation of Prrhminary Report: i will then develop a preliminary analysis and report addressing the issues outlined above. I will consult with you and others as necessary throughout the development of this preliminary report. This report Mill be prm ided to you upon its completion. Review of Prelimmaq Report. Following review of the preliminary report by you and others as appropriate. we will meet to discuss your observations and comments. We may find it appropriate to test some of the findings of the preliminary report with others involved in the constituency meetings earlier in the project. Preparation afFinal Report: i will prepare a final report. including the detailed financial model. and will tic prepared to present it to you and your board as appropriate. 02/25/97 08:07 0415 861 2684 SF BALLET ASSOC. Z004 Charlew Lange: rebraary Zi_ 1997 Page The attached Project Schedule summarizes the time allocated to each phase of the study and specifics terms pertaining to fees and expenses. The total fcc shall be eight thousand dollars (58.000.00) payable in accordance with the schedule specified hi the Project Schedule. Expenses shall be reimbursed as soon as reasonably possible upon presentation of documentation of expenses. All payments shall be trade by check payable to Bronfenbrenner Cultural Consulting Services. It is understood that Bronfenbrenner Cultural Consulting Services shall act as an independent contractor on this project and tont employment agreement is implied by this contract. It is further understood that no withholdings shall be made from payments of fees spccificd by this contract. It is understood that Hutchins Street Square is responsible for scheduling all meetings in connection with this project if it becomes necessary to modify or e.Vand the project schedule due to scheduling ditficultim it is understood that such changes may mgdt in a modification to the foes specified in this contract. Suclt cltanges shall be made by mutual agreement in advance of any change in the project schedule. in addition, it is understood that changes to the scope of the project may result in mvdificatium to the fel;. Such change`s shall be ivade by mutual agreement. Again, thank you for the opportunity to be imolvtxt in ibis Community prujtx t. 1 look forward to worldng with you. Sinecrcl g5; Steven J. Rronfenbr�nner Pnnccpal Bronlcnbrcnncr Cultural Consulting Services Enclosures Agreed: Charlene Lange, for Hutchins Street Square 02/25/9T 08:08 0415 861 2684 SF BALLET ASSOC. Z005 &mienbrenner Cultural Consulfiniz Services Hutchins Sheet Souare. Conference and Performing Arts Center Provased Proiect Schedule Phase Estimated Time in Days Document Review 1 ...•-••----------------•--•....-•---•--...-..........----------------------- Project Review Meeting i constituency_ MeetinMs 1 ........................................ Preliminary Report Preparation - - ------------------------- 2_ ----.-....-- - - Review of Preliminary Report1 ------------------------- ------------------------------------------------ Preparation and Delivery of Final Report 2 Total Days Proposed 8 Daily Fee 0000 Total Proposed f=ee $8,000 Fees are payable in accordance with the following Schedule: Upon completion of Project Review Meeting .......... .... $2,000 - ------------------------------------ .......... Upon _completion of Preliminar�r Report ._.._. $4.000 Upon Delivery of Final Report $2.000 Total $8,000 Modifications to the proposed scope of the study may result in a modification of the schedule and fees. Reasonable expenses are to be reimbursed including the following. Driving mileage at $0.30 per mile - Meals including lunch while meeting with client or others involved in project Parking and tolls Facsimile transmission costs using office service center Mailing and shipping ,Report duplication requested by client using office serolee center Fees we to be paid by cher,* payable to Bmnfenbrenner Cultural Consulting Services. 02/07/97 09:57 '&415 861 2684 SF BALLET ASSOC. STEVEN J.BRONFENBRENNER 48 San Rafael Avenue San Anselmo, California 94960 (415) 485-8831 EXPERIENCE Rector of Finance and Planning 1993 - present San FraWsco Ballet Assoclatlon San Francisco, CaUbmia Chief Financial Officer of non-profit corporation with annual operating budget of $18 million. Direct accounting, financial reporting, treasury, investment, computer services and human resources functions. Plan and implement major capital and endowment fund-raising efforts. Administer $10 million endowment fund. Negotiate and administer labor contracts with seven unions. Vice President Senior Finsnc i ConwNant and Treasurer 1969-1993 C. W. Shaver a Company, Inc. New York, New York Preslident — and concurrently — Research Company of America, lrrc. New York, New York An affiliate of C. W_ Shaver dr Company, Inc. serving clients with financial planning services. Consultant to non-profit organizations and public agencies in the fields of culture, higher education, and social services. Areae of emphasis: Long-range and strategic planning Financial control and reporting systems Institutional assessment Govemance and management Program and performance planning Facility utilization Fund-raising feasibility studies Regional cultural planning Computer system design and utilization Cultural center development Exeamive Dn*t 1986-1988 Springfield Symphony Orchestra Springfield, Mossachuseffs Eliminated $400,000 operating deficit in two years. Initiated new concerts, tours and educational programs. SuooessIlully led extensive private and public sector fund-raising. Negotiated labor contracts: musicians, stagehands, artists. Dkoctor of Finance and Operations 1984-1986 Greater Warnr Opera Assoctehon Miami, Florida Developed and administered annual operating and capital budgets. Managed $5 million investment portMio. Administered employee and performer payroll, personnel policies, contracts and benefits. Reorganized computer resources expanding system and slaft utilization. Improved box office operations and sudiled performances and annual results. As*bnt Manager 1982-1984 Tucson Symphony Omhestrra Tucson, Arizona Planned and directed all orchestra operations, community and educational programs. Oversaw budgeting and financial control procedures. Page 1 zoos 02/07/97 09,58 12415 861 2684 SF BALLET ASSOC. Sbwn J_ Btonfenbtennsr EDUCATION Conte UnMersUy - Idwca, New Yodr Graduate School of Susiness and Pub k Administration 1981 Masters of Business Administration - Finance Collage of Arts and Spanoaa 1979 Bachelor of Arts - Economics and Government RELATED ACTIVITIES A ftig Profiesaor 1989-90 Springfield (MA) Technical Community College Course: Introductory Accounting (4 credits) LectunwIPmsenter 1982 - present American Symphony Orchestra League, Opera America and the National Guild of Community Schools of the Arts. Topics: Financial Planning, Capital Campaigns, Computer Systems. X1006 Orchestra ManaoernFeNowshiy 1981-82 One of eight participants selected from national applicant pool in one-year management training program offered by the American Symphony Orchestra League. Assignments. San Francisco Symphony, Minnesota Orchestra, Oregon Symphony. Add tri 'onal Studies Goethe Institute - Vienna, Ausate Page 2 1979 02/07,'97 09:58 0415 861 2684 SF BALLET ASSOC. 0 007 Actor's Fund of America New Yak. New York American Ballet Theatre New York. New York American Center for Wine, Food and the Arts Nape, Califomia American Foundation for AIDS Research New York, New York American Symphony Orchestra League Washinglon, DC Aperture Foundation New York New York Archdiocese of New York New York, New York Arkansas Arts Center Lisle Rock Arkansas Audubon institute New Orleans, Louisiana Sig Apple QnMS New York New York Brooklyn Academy of Music New York New York Cultural Council of Hilton Head Hixon Head, South Carolina Cummington Community of the Arts Cummington, Massachusetts Currier Gallery of Art Manchester, New Hampshire Earlham College Richmond, Indiana Eastern iMashington State Historical Society Spokane, Washington Grand Opera House Wilmington, Delaware Great Lakes Museum of Science Cleveland, Ohio Harford Community College Bel Aire. Maryland Harlem School of the Arts New York New York Indianapolis Symphony Orchestra Indianapolis. Indiana Steven J. Bronfenbrenner Sefected Cfients Institute of American Indian Arts Santa Fe, New Mexico Jaffrey Ballet New York, New York Le Moyne College Syracuse, New York Levine School of Music Washington. DC Little Orchestra Society New York, New York MetroArtslHarfisburg Harrisburg. Pennsylvania Napa Opera House Napa, Califomia National invention Center Akron, Ohio New Brunswick Cultural Center New Brunswick, New Jersey New Dance Group Studio, Inc. New York New York New Orchestra of South Florida Miami, Florida New York City Opera New York, New York Old Sturbridge Village Sturbridge. Massachusetts Parrish Art Museum Southampton. New York Paul Taylor Dance Company New York, New York The Peace Center Gmemilla, South Carolina Philadelphia Museum of Art Philadelphia Pennsylvania Settlement Music School Philadelphia_ Pennsylvania SL Louis County Heritage and Arts Center ('The DepoY') Duluth. Minnesota Strawbery Banke Portsmouth, New Hampshire 02/07/97 09:59 0415 861 2684 SF BALLET ASSOC. Z008 BACKGROUND Steven I Bronfenbrenner has over fifteen years experience as a senior manager and consultant in the non-profit sector. Upon receiving his Masters of Business Administration from the Cornell University Graduate School of Business and Public Administration, he served as the Director of Finance and Operations of the Greater Mianii Opera Association and as Executive Director of the Springfield (MA) Symphony Orchestra . He then joined C. W. Shaver and Company, Inc., a consulting Finn specializing in guiding non-profit organizations in the areas of financial planning, fundraising and institutional development_ As Vice President and Senior Financial Consultant with the Shaver Company, Mr. Bronfenbrenner worked with nuinerous clients in the performing arts, higher education, social services and health care. A list of selected clients is attached. In 1993 Mr. Bronfenbrenner was appointed as Chief Financial Officer of the San Francisco Ballet Association and San Francisco Ballet Endowment Foundation. While working with the Ballet, Mr. Bronfenbrenner has continued to serve clients of C. W. Shaver and Company and other selected organizations. Mr. Bronfenbrenner and his family live in San Anselmo, California_