A steering committee tasked with restructuring Tacomas city-owned performing arts operations is on schedule to make recommendations to the City Council later this year, according to officials who spoke at the councils study session Tuesday. Based upon those recommendations, the council is expected to make a decision that would change the citys operating relationship with Broadway Center for the Performing Arts (BCPA), a non-profit organization that operates three city-owned theatres downtown: Rialto, Pantages, and Theatre on the Square.
Were trying to find the right solutions for Tacoma and create a model for a city this size, said Charley Bingham, a community leader currently serving on the Performing Arts Steering Committee (PASC), which is focusing largely on ensuring a successful future for the performing arts in Tacoma; providing guidance, expertise, and recommendations on theatre management and operations; and building support for sustainable arts funding.
The committee was formed after a March 29 study session that explored the relationship between the city and BCPA. At that meeting, Tom Mitze, a California-based consultant with experience in theatre management, candidly described a dysfunctional business relationship.
“The agreement between the City of Tacoma and BCPA is ambiguous, particularly in regards to maintenance,” Mitze told the council. “The managing director works for the city but reports to BCPA, which presents difficulty in coming up with accountability. I’ve never seen that before, and it puts the managing director in an awkward position.”
That awkward relationship was evidenced last fall, when a series of facilities issues temporarily shut down two theatres.
On Oct. 14, the Tacoma Fire Department closed the Pantages due to concerns about the fire curtain that separates the stage from the audience. Even after the theatre opened Nov. 5, technical difficulties remained: the theatre temporarily hired additional staff to lower the fire curtain in the case of an emergency.
On Nov. 9, the Rialto Theatre closed after fire and electrical inspections cited safety concerns, including the capability of the theatre seats to automatically retract during an emergency. Though the theatre received approval to re-open Nov. 24, the balcony remained closed until Dec. 1 due to continued repairs. Scheduled performances were either moved to a different location or cancelled completely. In one instance, the city paid over $100,000 in damages to a renter when the Pantages closed.
After the March 29 study session, PASC was formed and a consultant was hired to explore several options for restructuring theatre operations. PASC also created five subcommittee designed to focus on specific aspects of theatre operations, including:
Facilities Readiness and Preservation — Largely responsible for identifying areas of deferred and ongoing maintenance in the theatres, this subcommittee is expected to provide cost estimates for deferred maintenance and annual operating expenses.
Governance — This subcommittee is responsible for identifying the best non-profit management structure to support the theatres. One recommendation from Mitze called for the city to assume full responsibility for the theatres through the Public Assembly Facilities Department (PAF). PAF would recruit and hire an on-site general manager to supervise the operation, management and maintenance of the facilities. The general manager would not present performing arts or engage in fundraising. Rather, BCPA would become a non-profit resident presenter of touring performances with its fundraising directed toward support of its performing arts activities. Under this option, BCPA would no longer raise funds for capital improvements.
Another recommendation called for the city to contract with a private theatre management company to staff and operate the theatres. Similar to the second option, BCPA would become a non-profit resident presenter of touring performances with its fundraising directed toward support of its performing arts activities. BCPA would no longer raise funds for capital improvements. The governance subcommittee is presently exploring these options.
Contract Management and Finance — This subcommittee is responsible for identifying issues surrounding the citys ongoing financial support of the theaters, including the level of city funding, the department that will manage the contract, and any new sources of public monies which could support the maintenance and operation of the theatres.
Customer Service and Audience Development — This sub-committee is exploring options for improved box office service, joint marketing efforts, and audience expansion for all organizations.
Fund Development — This sub-committee is identifying potential new sources for private revenue for maintenance of the theatres and operational support for performing arts organizations.
We are looking for a clean and understandable model, said Tacoma Mayor Bill Baarsma, during Tuesdays study session. The current model is confusing and an enigma. Baarsma added that he was mystified and baffled by the relationship between the city and BCPA.
Kjristine Lund, a consultant hired to facilitate committee and sub-committee workshops, provided a positive picture of Tacomas arts community. Tacomas reputation for arts is strong, she said. The impression from outside Tacoma is that this city has a thriving downtown arts community.
PASC and its subcommittees will continue to meet between May 20 and June 24, and reach consensus on final recommendations between June 27 and July 25. The council will be updated on PASCs progress during a study session on July 12 and Aug. 30, before taking action on the recommendations Sept. 20.
