2023/05/09 City Council Resolution 2023-034 RESOLUTION NO. 2023-034
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AMENDING THE DOROTHY ROHNERT SPRECKELS PERFORMING ARTS
CENTER RENTAL POLICY
WHEREAS, the City of Rohnert Park has owned and operated Spreckels Performing
Arts Center(PAC) since 1990; and
WHEREAS, the purpose of the PAC is two-fold: to serve as the production and
performance venue for Spreckels Theatre Company, the City's in-house theatre company; and
and as a rental facility for the community; and
WHEREAS, the City regulates the use of its public facilities to ensure the safety and
security of the renters; and
WHEREAS, the City desires to amend some regulations in the PAC rental policy for the
purpose stated above; and.
WHEREAS, the City Council now desires to adopt the revised Spreckels Performing
Arts Center Rental Policy.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Rohnert
Park that it does hereby adopt the attached Spreckels Performing Arts Center Policy attached
hereto as Exhibit"A."
DULY AND REGULARLY ADOPTED this 9th day of May, 2023.
CITY OF ROHNERT PARK
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�antha Ro riguez, . •r
ATTEST:
Sylvia Lopez, City Clerk
Attachment: Exhibit A
ELWARD: GIUDICE: L SANBORN: HOLLINGSWORTH ADAMS: RODRI
AYES: ((; NOES: ( ) A SENT: ( ABSTAIN: ( )
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 1 of 9
TABLE OF CONTENTS
TABLE OF CONTENTS ..................................................................................................................................... 1
1. GENERAL POLICY INFORMATION .......................................................................................................... 1
2. CONDITIONS OF USE ............................................................................................................................. 2
3. APPLICATION AND PAYMENT PROCESS ................................................................................................ 5
4. FACILITIES AND AMENITIES ................................................................................................................... 6
5. RENTAL USER CATEGORIES .................................................................................................................... 8
1. GENERAL POLICY INFORMATION
The word USER in this policy shall refer to facility user renting the facility from the City.
1. Administrative responsibility – The PAC Manager, hereafter referred to as the Manager, under
supervision of the Community Services Director, shall authorize, approve and administer the use
of the PAC and its facilities in accordance with the general policy set forth.
2. Hours of Use – The PAC is located in a residential area and consideration must be given to noise
factors and traffic generated by each proposed rental use. Therefore, reasonable restrictions may
be imposed to minimize the disturbance to nearby residents. Hours of available operation are
every day of the week, 8:00am-1:00am.
3. Facilities – Theatrical equipment, rigging, light and sound systems, USER rental space, box office
services and other amenities may be included for use by USER subject to availability and use of
such facilities. A detailed list of facilities and services included in the basic rental agreement and
a list of facilities and services that are available for an additional fee, will be made available to
potential facility users in a rental information packet.
4. Technical Personnel Requirements – PAC shall require all facility users to use PAC technical staff,
and USER will be charged for such assistance based upon assessment of USER’S event by the PAC
Technical Director and the PAC Manager.
5. Alcoholic Beverages and Concessions – The PAC reserves the right to all beverage and concession
sales in and around the facility. However, the sale of certain promotional items, ie: posters, t-
shirts, etc. by USER may be sold by USER with approval of the Manager. USER must supply all
personnel and supplies required for such an enterprise, including but not limited to salespeople,
credit card scanners, bags, etc. PAC can provide tables. (An additional fee may apply.)
6. Responsibility of Users – Users of the PAC and its facilities shall be responsible for damage or
theft of PAC property during the period of use. Users shall be responsible for leaving rented areas
clean and in good condition. Any user group failing to exercise proper care, consideration and
responsibility in the upkeep and maintenance of the facility may be refused use of the facility in
the future.
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 2 of 9
7. Liability - The PAC and the City of Rohnert Park, its employees, volunteers and agents are not
responsible for accidents, injury, or loss of individual or group property or damage.
8. Evaluation – The Manager shall conduct a continuous evaluation of the PAC facilities and its users,
and shall periodically report on same to the City Manager and the City Council. The Manager shall
also recommend any needed changes to the policy for the use of the PAC.
9. Insurance – Each USER must have, at USER’s expense, property damage and public liability
insurance in the amount of no less than $1,000,000, as set forth in the rental agreement. The City
of Rohnert Park must be named as additional insured on the insurance policy and endorsements
provided to the City. The Manager may require additional insurance as may be determined
appropriate, in the Manager’s discretion, based on USER’s activities.
10. PAC Assistance – The PAC staff may provide limited assistance in production and event planning
insofar as the PAC deems necessary. The PAC will not be responsible for a production or event,
nor for its success or failure. The PAC will also not be responsible for any production or event
materials or expenses, needs or requirements not cited in the Rental Agreement, or personnel
and equipment not included in contract. PAC is not responsible for the marketing or promotion
of User’s event, nor for its success or failure.
11. The City of Rohnert Park shall, on July 1 of each year, increase rental fees by the Consumer Price
Index (CPI) or 2%, whichever is higher.
2. CONDITIONS OF USE
GENERAL
1. Permission for use of the PAC facilities will be granted upon the condition that all rules and
requirements governing the use of the PAC are strictly followed; that all necessary fees are paid,
and that PAC retains all authority in making final decisions regarding the use of the facility.
2. USER shall at all times comply with occupancy limits as set by the Fire Marshal or as otherwise
determined by the Rohnert Park Department of Public Safety. In order to ensure the safe
evacuation of people in an emergency, the number of people in the dressing room area is limited
to 60 people, maximum capacity. Additional rooms may be rented at USER’s expense if available,
and if not available, USER must reduce occupancy or rent, at their own expense, a tent to be set
up outside the theater. PAC is not responsible for the safety of the tent nor the people in it.
3. The PAC reserves the right to cancel, reassign or otherwise adjust reservations to comply with the
demands of its own programs or emergency requirements. Should such a cancellation,
reassignment or adjustment of reservation occur for reasons pertaining to the needs of the PAC,
all fees and deposits paid by USER to the PAC will be refunded upon request from USER. The PAC
will not be held responsible for any lost revenue to USER due to cancellation.
4. Use of the PAC is subject to the following conditions:
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 3 of 9
A. Use does not interfere with or obstruct PAC use or the use of other users
B. The dates and times requested have not been previously allocated
C. The required deposits and/or fees have been paid in full
5. Should USER breach the Rental Agreement, or if USER’S event is cancelled because of breach in
the rental agreement, or for any reasons for which USER is responsible, all payments made to the
PAC by USER will be non-refundable.
6. The facility user group and its qualified representative shall be responsible for any damage to or
loss of facility property during time of rented use.
7. Facility users who have reserved the PAC space for performances/events shall have priority for
rehearsal/set-up times and dates over those without performance/event Rental Agreements.
8. Non-profit organizations based in Rohnert Park shall be entitled to a 15% discount in rental rate.
9. Facility users requesting use of the PAC shall not be granted permanent, locked-in dates and times
on a year-round basis, since this would deprive and hinder other groups wishing to utilize the
facilities.
10. USER shall at all times comply with requirements of the State Health and Safety Codes, City
ordinances and policies, fire and public safety regulations, and any other applicable laws.
11. All physical adjustments to the PAC facilities including, but not necessarily limited to the following,
shall be allowed only by permission from the PAC Technical Director:
A. Painting on premises
B. Adhesion, connection or suspension from or on walls, ceilings, battens, floors, etc.
C. Installation of auxiliary lighting and sound systems or stage rigging.
D. Removal or repositioning of curtain, cyclorama, scrims or screens
E. Repositioning of lobby furniture
12. USER shall refrain from using or exploiting the name of the Spreckels Performing Arts Center to
promote or otherwise benefit USER without written approval by the Manager.
13. USER shall be responsible for security even when an authorized PAC representative is present.
14. The organization or group representative using any PAC facility must be present during the time
of its use. No minor may be left in charge.
CLEANING AND JANITORIAL
1. Users shall be responsible for cleaning the rented spaces before leaving premises. In addition, a
custodial fee will be required. USER has three options for fulfilling the cleaning obligations of the
contract:
A. Use of PAC contracted custodial services. This requires USER to pay actual costs of cleaning.
B. Provide their own custodial service. This work must be performed during normal business
hours. (List of cleaning duties will be provided by PAC)
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 4 of 9
C. Perform the work themselves using labor provided by USER. (List of duties will be provided by
PAC)
15. If not using PAC contracted custodial services, USER will be required to post a refundable deposit
equal to the actual cost of PAC custodial service. After walk-through by PAC staff, deposit will be
refunded in full, provided cleaning meets requirements outlined in list of duties. The cost of paper
goods (toilet tissue, paper towels, etc.) is included in the rental fee.
TICKETING
1. PAC will operate the TICKET OFFICE for all events held in the Center. All tickets will be sold through
the PAC’s Ticket Office. The PAC may agree to handle non-PAC events at the per performance rate
for a percentage of sales as shown on the Rental Fee Schedule. USER will be charged 10% of all
gross revenues from ticket sales for this service. This charge will be deducted from any ticket
revenue due the USER.
2. All tickets sold at the PAC shall at all times be under the charge of the Center’s Manager. The
Manager shall, at the satisfactory termination of the event, make all necessary payments to USER
for money received from sale of tickets less expense incurred, including the 10% box office service
fee. The City's Finance Division, may at USER’s request pay out the proceeds of any nonrefundable
ticket sales on a biweekly basis instead of at the termination of the event, provided that payment
of funds shall first have deducted any City expenses for contracted rental, ticket sale, janitorial and
personnel fees for the event.
3. USER shall have the right to determine ticket price to each event produced by its organization.
Prices may be scaled depending on day, time, seat location, group or other discount and other
conditions provided such pricing is compatible with Ticket Office technology and ability to provide
clear, quality service to the customer.
4. USER may designate a limited number of "house" seats for its own purpose including
complimentary tickets, staff use or for promotional purposes. USER agrees to designate a person
responsible for the authorization of any use of such complimentary tickets.
5. The Center reserves the right to hold for its own use, and at no charge, four (4) house seats for
every event held at the facility. Said house seats shall be primarily for the purpose of monitoring
operations at the Center. In the event house seats are not to be utilized for any performance, they
will be returned to sale inventory not later than 1/2 hour prior to a performance at City’s discretion.
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 5 of 9
3. APPLICATION AND PAYMENT PROCESS
APPLICATION
The application for use of PAC facilities must be completed by a qualified representative of the
requesting group with full signing authority, and this representative must be at least 18 years old.
Should USER’S application be approved, a rental contract must then be signed by a qualified group
representative and Manager.
1. Reservations for use of facilities shall be made by filling out a reservation request form. This
form is available on the Spreckels website, or in person at the Spreckels Performing Arts
Center, 5409 Snyder Lane, between 10:00 AM and 4:00 PM, Monday through Friday.
2. USER shall provide 3 acceptable dates in order of preference, and accept the possibility that
any of these dates can become USER’S actual performance/event dates.
3. Once availability has been ascertained, USER must meet with PAC staff to discuss technical
requirements, possible personnel needs, box office policy and procedures, publicity assistance,
and other subjects necessary for successful use of the PAC.
4. At this time a rental contract will be created and signed by PAC and a qualified representative
of renting organization. USER shall be required to post a deposit of 25% of total rental charges
and fees upon signing of rental contract. The balance of total rental fees and charges must be
paid no less than 45 days prior to the event (exclusive of ticket-based fees).
5. USER shall sign contract no more than two weeks after approval of rental dates. If contract
and deposit are not received within two weeks, the requested dates will be made available to
other users.
CANCELLATION
1. If USER cancels the rental agreement at any time prior to the first use date, (ie: rehearsal, load-
in, performance, etc.), USER shall reimburse the PAC for any out-of-pocket costs expended by
the PAC in connection with this agreement, including but not limited to ticket office services,
technical labor, advertising, equipment rental and other miscellaneous charges. In addition,
USER shall be subject to the following cancellation charges if cancellation occurs during the
time periods set forth below:
A. If USER cancels the Rental Agreement with less than 30 days written notice prior to
first use of facility, USER shall pay to PAC full contracted amount in rental agreement,
plus costs expended by the PAC, less USER’S deposit fee.
B. If USER cancels the Rental Agreement with 31-60 days written notice prior to first use
of facility, USER shall pay PAC ½ of full contracted amount in rental agreement, plus
costs expended by the PAC less USER’s deposit fee.
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 6 of 9
C. If USER cancels the Rental Agreement with 61-90 days written notice prior to first use
of facility, USER forfeits 25% deposit fee only.
D. In the event of a Force Majeure event, ie: fire, extreme storms, earthquake, pandemic,
etc., events may, at the discretion of the Manager, be cancelled for the safety of
patrons, employees, users and artists. Should such measures be taken, USER will be
refunded any fees paid, less actual City costs incurred in preparations for the event.
The PAC will not be held responsible for any lost revenue to USER due to cancellation.
The same policy applies in the event of a planned PG&E outage.
INSURANCE
1. Any group using the PAC facilities must provide proof of insurance for a minimum of
$1,000,000 that covers claims for injuries to persons or damages to property which may arise
from or in connection with the rental of the facilities and the activities of the USER as well as
any guests, agents, representatives, employees, or subcontractors. The City of Rohnert Park
must be named as additional insured. Such insurance coverage shall be primary, and any City
insurance will be excess and shall not contribute. Additionally, the USER shall grant a waiver
of subrogation in favor of the City.
2. Additional insurance may be required if alcohol is served, including host liquor liability
coverage.
3. The City reserves the right to modify these requirements based on the nature of the risk, prior
events, existing insurance coverage, or other special circumstances.
4. FACILITIES AND AMENITIES
1. The City may rent the following facilities to USER:
A. Nellie W. Codding Theatre and Audience Chamber
B. Bette Condiotti Experimental Theatre
C. Events Room and Caterer’s Kitchen
D. Service Bar and Lobby
2. The following items and services shall be provided to USER of the Nellie W. Codding Theatre
for performances/events as needed, and is included in the basic rental fee for the maximum
of five (5) hours:
Nellie W. Codding Theatre (511-seat proscenium theatre)
• Facility electrics, grids, fixtures, dimmers and control
• Standard 3-color wash lighting hang
• Sound reinforcement
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 7 of 9
• Up to four (4) hand-held, wired microphones and up to two (2) monitors
• Clear-com intercom system throughout
• Up to forty (40) folding chairs for performance use
• Movie screen
• Two private and two ensemble dressing rooms with lighted mirrors, showers,
lavatories (all ADA accessible)
• Array of curtains
• Loading dock and Green Room
Bette Condiotti Experimental Stage (50-100 seat black box theatre)
• Audience seating and available seating risers in limited configurations. (Must approve
any altered seating arrangements with T.D. An additional fee will apply.)
• Cyclorama, curtains, mirrors
• Facility electrics: 48 circuit overhead lighting grid, fixtures, dimmers and control
• Standard 3-color wash lighting hang
• Sound reinforcement
• Up to four (4) handheld microphones and up to two (2) monitors
• Clear-com intercom system throughout
• One small dressing area or Codding Theatre dressing rooms if available
• Loading dock and Green Room
Events Room/Caterer’s Kitchen
• Available chairs, tables and lounge furniture
• Microwave oven and range
• Commercial refrigerator
• Dishwasher and sink
Lobby/Service Bar (Available only if Codding Theatre and/or Lobby is not in use)
• Existing furniture layout, NOT TO BE ALTERED
• Service Bar Area, sinks, counter PACe, coffee maker. USER provides own supplies
• If USER is selling flowers or any other items in the lobby, all detritus must the cleaned
up and the floor vacuumed after use.
3. THE BASIC RENTAL AGREEMENT DOES NOT INCLUDE THE FOLLOWING:
A. HOUSE OR TECHNICAL OR PRODUCTION PERSONNEL
B. SET, LIGHT OR SOUND DESIGN (Basic plots are provided)
C. PRODUCTION, PUBLICITY OR MATERIAL COSTS
D. SET-UPS OR LOAD-IN, LOAD-OUT
E. TOOLS
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 8 of 9
F. PROGRAMS
G. LIGHTING FILTER GELS NOT CURRENTLY AVAILABLE
H. ANY ITEM OR SERVICE OR AMENITY NOT INCLUDED IN RENTAL AGREEMENT
5. RENTAL USER CATEGORIES
1. The PAC shall set rental fees based upon categorization of user. Such categories shall be based
upon the nature and fiscal make-up of USER and the use of proceeds from USER’S event.
2. User categories are designated as follows:
Category 1 – City/Schools
A. Activities and/or organization conducted or sponsored by the City of Rohnert Park
B. Rohnert Park/Cotati public and private accredited schools, pre-school to grade 12
Category 2 – Community Organizations
A. Organized churches
B. Community service clubs/organizations which practice community service and non-
restrictive membership policies
C. Primary/Secondary schools
D. Youth arts schools
E. Those non-profit organizations with proof of non-profit tax status (e.g. IRC 501(c)(3))
Category 3 – Non-Commercial Users
This group shall consist of private individuals, families and non-formal associations using the PAC
facilities for the following:
A. Weddings, receptions, parties
B. Reunions, dinner
C. Meetings
Category 4 – Commercial Users
This group consists of for-profit organizations using the PAC as a place to conduct business and
tickets are sold for a profit. Examples could include:
A. Traveling Theatre Companies
B. Motivational Speakers
C. Professional Artists
CITY OF ROHNERT PARK
CITY COUNCIL POLICY
SUBJECT/TITLE: POLICY NO: APPROVED BY: APPROVAL DATE:
Dorothy Rohnert Spreckels Performing
Arts Center (PAC) Rental Policy
☒ RESO NO: 2023-XXX
☐ MINUTE ORDER
MAY 9, 2023
Page 9 of 9
REVISION HISTORY:
ADOPTED BY RESOLUTION NO. 2023-XXX ON MAY 9, 2023