Item 6 Additional Material posted 10-19-21M EMQRAN DLJ M City of Poway
ADDITIONAL MATERIALS
(Agenda Related Writings/Documents provided to City Council or Staff after distribution of the
Agenda Packet for the October 19, 2021 Council Meeting)
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
October 18, 2021
Honorable Mayor and Members of the City Council
Carrie Gallagher, City Clerk l/Ck
(858) 668-4535 or cgallagher@poJ/ay.org
Item 6 -Approval of Agreement with PROS Consulting for a Cost of Services and
Fee Study of the Poway Center for the Performing Arts and Appropriate Funds
for the Completion of the Study
Attached please find correspondence received after the agenda posting deadline.
** Staff has pulled Item 6 from the agenda to a date uncertain.
Reviewed/ Approved By:
Assistant City Manager
Reviewed By:
Alan Fenstermacher
City Attorney
Approved By:
1 of 10 October 19, 2021, Item #6
From:
To:
Subject:
Date:
Katherine Hirsh
Steve Vaus; Barry Leonard; Cavlin Frank; Dave Grosch; John Mullin
Agenda item #6, Council Meeting, Tuesday, Oct 9, 2021
Sunday, October 17, 2021 10:07:32 PM
8XTERN L EivlJ\LL
Dear Mayor Vaus, Deputy Mayor Leonard, Councilmembers Frank, Grosch, and Mullin,
I am writing pertaining to item #6 "Approval of Agreement with PROS Consulting , Inc. for a
Cost of Services and Fee Study of the Poway Center for the Performing Arts and
Appropria te Funds fo r the Completion of the Study" on the agenda at the next city council
meeting this coming Tuesday, Oct 19.
I am very appreciative knowing that the city will undertake a fee study for the PCPA as well
as conducting research on operations and "best practices" adopted by other arts venues
similar to the PCPA; however, I am concerned about two items, the choice of consultant
and the lack of consideration of the impact of Covid-19 in the scope of services.
It is with great respect that I urge you to reconsider and engage a performing arts
consultant to undertake the study. I understand the confidence that you have with Pros
Consulting and the relationship of trust that the city has developed with this parks and
recreation consulting partner. I have been impressed with their work thus far engaging the
community on the Community Park project, but Pros Consulting is not the right team to
study a performing arts venue.
In looking at their website, I see projects such as assessing aquatics facilities; marketing,
branding, and business plans for a signature county park and international cricket facility;
and sustainable operational practices for 17 state resort parks that feature lodges and
restaurants. The only project I noticed which contained any element of arts and culture was
a master recreation plan for a community with two museums. The team biographies flow
with knowledge of sports, recreation, and hospitality industries in both public and private
sectors.
One could argue that consulting skills are transferable, but why would we not choose the
most suitable candidate for the job when we have that option? In the matter of the Poway
Centre for the Performing Arts, a consultant who specializes in performing arts venues
would be a superior choice for the scope of services being considered.
I am sharing with you in no order of importance, three of a plethora of arts consultants with
experience in performing arts facilities as examples of a better option to Pros Consulting. I
will highlight some of the exceptional indications of why you should reconsider the
recommended action.
First, Duncan Webb, Webb Mgmt. Research and Planning for the Arts, wrote "Running
Theaters: Best Practices for Managers and Leaders" which in 2005 was the first book ever
written on the management of performing arts facilities. The second edition was released in
May 2020 and includes important tips for all people who work or want to work in regional,
campus and community-based theaters. Proven strategies from managers, staff, and
volunteer leaders cover virtually every aspect of running a theater -from audience
development and fundraising to facility development and community involvement.
Next, Victor Gatesman, of VG Performing Arts Planning . was Executive Director, at Cerritos
Center for the Performing Arts, in Orange County in the 1990's; he remembers the opening
of the PCPA and maintained a relationship with Michael Putman at that time. Mr.
Gotesman's successes as a leader of numerous arts facilities led him to become a
consultant and he was Vice President, Facilities & Program Planning for Arts Consulting
2 of 10 October 19, 2021, Item #6
ADDITIONAL MATERIALS
Group (the last consultant on my list) before branching out on his own.
Finally, the Arts Consulting Group has a significant team covering many areas of creative
industries including revenue enhancement, facilities & program planning and donor
research & planning. They maintain an office in San Diego.
Arts consultants understand the significant investment associated with operating a
performing arts facility and know from experience that thoughtful planning can greatly
enhance the organizational and community-wide benefits of this investment and contribute
to the facility's long-term success.
My suggested consultants are well versed with local governments and school district
partnerships. Their teams consist of analysts, lawyers, data scientists, and financial experts
with practical experience and formal training in performing arts, arts administration,
business, finance, research, and law.
Finally, from the moment covid-19 changed our lives, arts consultants began working with
arts organizations and facilities to help venues and their operators navigate the downtime,
prepare for the return to live programs, and get back to business, including planning and
consultation in areas of programming, audience development, fundraising, safety and
security, streaming and technology, and networking.
The Attachment No. 1, SCOPE OF SERVICES, to Agenda item #6, does not contain
direction for a post covid-19 recovery plan. The community arts organizations who rent the
PCPA; Poway OnStage; PUSD; patrons and donors; and the City of Poway have been
drastically impacted by the pandemic. Performing arts consultants are in tune and have in-
depth up to date knowledge of the unique struggles that performing arts venues and arts
organizations are currently facing during the pandemic. This cannot be ignored, and I view
it as critical in any planning.
I offer you these thoughts and suggestions with the best interest of our community in mind.
Thank you for your consideration and time.
Most respectfully,
Kate Hirsh
Poway Resident
3 of 10 October 19, 2021, Item #6
From:
To:
Subject:
Date:
Jim Hyldahl
Steve Vaus; Barry Leonard; Caylin Frank; Dave Grosch; John Mullin
Agenda item #6.
Saturday, October 16, 2021 3:22:05 PM
IEXT RNAL EMA IL
Good afternoon.
The Poway Symphony Orchestra Foundation Board is thrilled that you decided to retain
ownership of PCP A, have committed to ensure it's financial stability and are planning to retain
consultants to provide the roadmap for successful future growth.
With all due respect, we do question the selection of a consultant whose specialty is Parks and
Recreation but lacking any experience in advising clients regarding performing arts venues.
PCP A serves a broad group of users with differing needs, technical personnel requirements,
deferred maintenance issues and future endowment plans. In view of this, shouldn't the
consultants being interviewed for this assignment be specialists in the performing arts field?
Respectfully submitted.
Jim Hyldahl, Director
Poway Symphony Orchestra Foundation
17768 Old Winery Court. Poway
858-485-8621
4 of 10 October 19, 2021, Item #6
From:
To:
Cc:
Subject:
Date:
Attachments:
Katherine Hirsh
Dave Grosch; Barry Leonard
Janet Lettana: .iao.aJ2
Fwd: Recommended for services in Poway
Sunday, October 17, 202110:19:58 PM
AMS-PRLoqo c390d811-fc62-49bf-85c2-91542a2fbcf8. png
EXTE f N LEM IL
Hello Dave & Barry, It's me again. I took it upon myself to reach out to AMS to have
additional assurance that the scope of services is achievable and I am forwarding to you their
reply.
----------Forwarded message ---------
From: Bill Blake <bblake@ams-online.com>
Date: Sun, Oct 17, 2021 at 6:12 PM
Subject: Re: Recommended for services in Poway
To: Katherine Hirsh <akhirsh@gmail.com>
Hi Katherine. Thanks for reaching out!
After quickly reviewing the RFP I can attest with 100% certainty that our firm is not only
capable of executing the tasks, but have done so for a great number of municipal governments
and other institutions across California and the u.s.
We are currently executing a similar assessment for the city of Rancho Cucamonga. Their arts
center is operated by their community services department which also includes parks and Rec
and libraries. It is not uncommon for us to work with such a department.
I would be happy to speak with you about this further if time allows. The 19th is nearly upon
us!
Bill Blake
AMS ~ la~ng ~ Research
Bill Blake
Director
' '
2617 K Street, Suite 225
Sacramento, CA 95816
(916) 503-4402
Twitter: @AMSarts
www ams-online com
5 of 10 October 19, 2021, Item #6
From: Katherine Hirsh <akhirsh@gmail.com>
Sent: Saturday, October 16, 20214:37:11 PM
To: Bill Blake <bblake@ams-online.com>
Subject: Recommended for services in Poway
Dear Bill Blake,
Your consulting organization was brought to my attention by Victor Gatesman.
I am an arts manager, former professional ballet dancer, arts educator and lately, mostly an
arts advocate.
Most recently, a core group of arts advocates were able to engage our community and changed
the future of the Poway Center for the Performing Arts.
Hopefully, this news article will help summarize the events of the last 2.5 years:
htt.ps://www.sandiegouniontribune.com/pomerado-news/news/story/2020-12-29/poway-
council-draws-ire-over-possible-pcpa-sale
I am reaching out to you now in a matter of urgency, because on Tuesday, Oct 19, city staff is
asking council to approve an agreement to hire a Parks and Recreation consulting firm to
undertake a cost of services and fee study of the Poway Center for the Performing Arts.
Currently, this firm, Pros Consulting is conducting a needs assessment for Poway's
Community Park http://plancommunitypark.com/ and I do believe this is a case of better the
devil you know than don't know.
This recommendation is a surprise to us and while we highly value the relationship of trust
that the city has developed with this parks and recreation consulting partner, we also
know that in the matter of the Poway Center for the Performing Arts a consultant who
specializes in performing arts venues would be a superior choice for the scope of
services being considered. I have just spoken to one council member who agrees.
In our effort to convince other councilmembers to reconsider this recommendation, it
would be most helpful to be able to firmly say that a Performing Arts Consultant can
achieve the scope of services defined by city staff.
Would you please be so kind as to look at attachment 1, SCOPE OF SERVICES and let me
know if this is achievable?
Thank you!
Katherine Hirsh
6 of 10 October 19, 2021, Item #6
From:
To:
Dave Grosch
Barry Leonard
Subject: Fwd: Thank you for talking to us
Sunday, October 17, 2021 4:49:11 PM Date:
FYI
Sent from my iPhone
Begin forwarded message:
From: Katherine Hirsh <akhirsh@gmail.com>
Date: October 17, 2021 at 3:28:36 PM PDT
To: Dave Grosch <DGrosch@poway.org>
Cc: Janet Lettang <jalettang@gmail.com>, janap <janap@hojofamily.com>
Subject: Thank you for talking to us
EXTER: AL EM IL
Dear Dave,
Thank you for taking the time to speak to Janet and I yesterday.
We will both email a more in depth discussion pertaining to item #6 and speak at
community comment. As I said, you can expect other arts advocates,
administrators to email/comment on the item as well.
For now here's a shortened "food for thought" version of our discussion:
The two key points are:
• a performing arts consultant would best be suited for the scope of work
• Covid-19 impact must be added as part of the scope of services
Please see a list of arts consultants in no particular order, some come
recommended and others are web-search. A brief look at their web-sites displays
a depth of experience in the arts necessary to conduct research on operations, fees,
and best practices for the PCP A.
Arts Consulting Group -https://artsconsulting.com/services/facilities-
program-planning/ has a San Diego office
Victor Gatesman Performing Arts Planning -www.vjctorgotesman.com
Los Angeles
Theatre Management Associates -www.theatremgmtassociates.com Los
Angeles
AMS Planning & Research -https://www.ams-online.com/ east coast
Management Consultant for the Arts -https://mcaonline.com/ east coast
7 of 10 October 19, 2021, Item #6
Webb Management -https-J/www webbmgmt org/ east coast
Happy Sunday!
Kate Hirsh
8 of 10 October 19, 2021, Item #6
From: Janet Lettang
To: Steve Vaus: Barry Leonard; Caylin Frank; Dave Grosch: John Mullin
Cc: City Clerk
Subject: Re: Consent Agenda Item #6 on 10/19/21 City Council Agenda
Date: Monday, October 18, 2021 6:07:26 AM
·XTER1 L. EM IL
Dear Mayor Vaus, Deputy Mayor Leonard, City Council Members Frank, Grosch and Mullin,
I am writing to you today in regard to Consent Agenda Item #6 -Approval of Agreement with
PROS Consulting, Inc for a Cost of Services and Fee Study of the Poway Center for the
Performing Arts and Appropriate Funds for the Completion of the Study on the October 19th
City Council Meeting Agenda. Before awarding this agreement to PRO Consulting I ask you
to consider the expert analysis that consultants specializing in the performing arts could
provide for this PCPA Cost of Services and Fee Study vs the study that PROS Consulting, a
firm whose vision is "To be the recognized leader in parks and recreation consulting" could
deliver. About Us -PROS Consulting -Inc.
There are several performing arts consultants with offices in CA who regularly do Cost of
Services, Fee Studies and Benchmark reports for performing arts venues in Southern CA and
the US including these four (in alphabetical order):
AMS Planning and Research Home -AMS Planning & Research, Arts and Culture
Consultants (ams-online.com)
Arts Consulting Group -https://artsconsulting.com/services/faciJities-program-planning/
Theatre Management Associates -www.theatremgmtassociates.com, and
Victor Gatesman Performing Arts Planning Performing Arts Planning (victorgotesman.com),
In the Scope of Services portion of Agenda Item 6, Task #4 -Cost of Service Model and
Financial Pro-Forma (pg 19 of 20) calls for financial analysis and modeling for the PCP A.
Rather than having the consultant develop a cost-of-service model and multi-year pro-forma
individual to the PCP A, I would suggest that the City have the consultant selected for this
study use the industry standard for Performing Arts Venues, Standard Performance Reporting
for Performing Arts Centers, published in 2019 by The International Association of Venue
Managers and AMS Analytics.
https://www.iavm.org/sites/default/files/documents/pac standardperformancereporting.pdf
Taken from this publication, "The goal of performance metrics is first to establish common
definitions of business practices. Next, performance metrics help organizations gamer a view
of the statistical range of a business measure and create a platform for strategic discussion.
When adopted properly, performance metrics can help inform strategic, critical or operational
9 of 10 October 19, 2021, Item #6
decisions. " (pg 4)
"We believe that a narrowly-tailored set of strategic measures can help focus an organization
on the most prudent areas of opportunity. The alignment of strategic financial goals with
actions and risk assessment will improve decision making and chances of organizational
success. The organization's mission, as stated in the strategic plan, is the institutional driver;
financial capacity and affordability measure the feasibility of the organization's aspirations."
(pg 4)
"The metrics contained in this handbook are designed with the intent that the PAC establish
benchmarks or high-water marks and measure and recalculate these metrics consistently (at
minimum on an annual basis). A consistent process of review and analysis will support PAC
leadership in their efforts to help their organization achieve greater operational efficiency."
(pg 5)
Use of this industry standard performance reporting will be useful for working with
benchmarking and program assessments for performing arts venues and future pro-forma
reporting.
This week I attended my first performance at the PCP A since the reopening. The audience and
performers were so excited to share in live music at the "jewel" of Poway, the Poway Center
for the Performing Arts. Many thanks to the city staff who worked tirelessly to prepare our
performing arts venue for performance use after being closed for seventeen months.
I greatly appreciate that the City is moving forward with a Scope of Services and Fee Study
Report as recommended by City Council at the April 6, 2021 PCP A Workshop. I am
supportive of the City hiring a consultant to complete these studies.
I strongly suggest that before entering into an agreement with PROS Consulting, that the City
reach out to several performing arts consultants for a comparison of the work they can do for
the city versus the work PROS Consulting can complete for the PCP A.
Thank you for your consideration,
Janet Lettang
Poway, CA
10 of 10 October 19, 2021, Item #6