Civic Theatres Capital Upgrades

ADMINISTRATIVE REPORT
Date: February 10, 1998
Author/Local: R.Ackerman/665-3020
CC File No. 4251
TO: Vancouver City Council
FROM: Director of Civic Theatres
SUBJECT: Civic Theatres Capital Upgrades - Phase 2

RECOMMENDATION
THAT Council approve implementation of Phase 2 of the Civic Theatres upgrades (detailed in Appendix "A") at an estimated maximum cost of $4.1 million. Source of funds to be the Property Endowment Fund, to be repaid from the Civic Theatres capital reserve, terms to be on the same basis as Phase 1 and acceptable to the Director of Finance and Director of Civic Theatres.
CITY MANAGER’S COMMENTS
The City Manager RECOMMENDS approval of the foregoing.
COUNCIL POLICY
Civic Theatres capital reserve funds are to be used for capital upgrades of the Queen Elizabeth Theatre, Vancouver Playhouse and Orpheum.
PURPOSE
This report requests Council approval of implementation of Phase 2 of Civic Theatres upgrades, including the financing formula on the same basis as approved for Phase 1. Projects are outlined in Appendix "A".
BACKGROUND
From 1992 to 1994, Civic Theatres developed a long range capital plan through an extensive process including consultation with all of the major presenters and civic theatres staff. Following scope analysis, we assembled a consulting team led by theatre architect, Thom Weeks of Proscenium Architects and Interiors. The team included an acoustical engineer, structural and seismic engineer, electrical engineer, mechanical engineer, theatre design consultant and architectural lighting designer, sound system designer, and cost consultant. ( The team has expanded since then with the addition of an heritage consultant, landscape designer, signage designer and security consultant.) The team conducted a feasibility study and schematic design analysis which resulted in a coordinated plan with which to guide all future upgrade projects. The study was completed in July 1994 and presented to Council in workshop in September, 1994. The key factors built into the plan are:
·the ability to initiate and complete projects in phased blocks according to the availability of funding.
·the necessity of minimizing impacts on programming, especially for traditional users, by completing projects in short blocks of time, returning immediately to full operational status.
·validation of each phase of the Plan by staff, users, the design team and Council.
Phase 1 of the upgrades was approved by Council in March, 1995 at a cost of $2.6 million. Projects completed in Phase 1 included;
·a major acoustic upgrade of the Orpheum auditorium.
·addition of 2 public elevators at the Queen Elizabeth Theatre/Vancouver Playhouse complex.
·a code upgrade and augmentation of the QET stage lighting system.
·upgrades to the Orpheum, QET and Playhouse stage sound systems.
When an extension to the Canada/B.C. Infrastructure Works Programme,(including funding for "soft" infrastructure projects) was announced, meetings were held with a group of Civic Theatres Licensees to determine what upgrades would serve them best. The licensee group agreed generally that there is an increased level of competition for both audience and funding. There was consensus that priority be given to projects that would "improve the experience of the audience and support the licensees' ability to fund-raise." The resulting list was the subject of an application for funding from the federal/municipal programme.
The programme deadlines originally left a very tight window for completion of projects. Accordingly, in July, 1997, Council approved the commitment of $600,000 to proceed with Schematic Design and Design Development of Phase 2 projects. Funding was provided from the PEF, to be repaid from Civic Theatres Capital Reserve. Two groups of projects were chosen for the application; one group could only be initiated with supplementary funding, but the other was possible even if no additional funding was forthcoming.
To date, there has been no word on funding from the Infrastructure Programme.
DISCUSSION
The design team, listed in Appendix "B", have completed Schematic Design and Design Development of the smaller group of projects. Civic Theatres is prepared now to proceed with implementation of Phase 2 without Infrastructure funding, and seeks approval to commit up to $4.1 million from the PEF, to be repaid from income to the Civic Theatres Capital Reserve.
It should be noted that, if Infrastructure funding does become available, it would be very welcome and would reduce the amount of funding necessary from the City.
Issues addressed by these projects include building and personal security, code upgrades, accessibility, stage equipment life-cycle replacement and upgrades to reduce the cost of operations for Licensees and Civic Theatres.
This group of projects continues to adhere to the principles laid down in 1994; all projects are coordinated in the context of the long range plan so that work done now will not have to be undone later to accommodate future projects.
The proposed projects have been reviewed by the Planning Department, for planning, urban design and heritage conservation issues and have received preliminary approvals. The Facilities Development department is involved at every step of the process. With Council's approval of the financing, we will immediately move forward to final design and tendering with the purpose of starting construction this summer. The construction schedule provides for working inside the theatres in the summers of 1998 and 1999 and working outside the theatres from September 1998 to June 1999. Work is planned for completion by September 1999.
FINANCIAL IMPLICATIONS
The Funding Model
It is proposed that funds be advanced, from the Property Endowment Fund, as needed according to the construction schedule. The borrowed funds will be paid back from on-going revenue to the Civic Theatres Capital Reserve. The line of credit will be subject to the applicable, market-based interest rate at the time of each draw. Based on projected revenues, and taking into account the increase in the amount of the surcharge proposed in a companion report, it is estimated the PEF loan will be repaid by not later than March 2003.
The only increase in operating costs from these upgrades will be power consumption by the new QET lobby air conditioning. However it is reasonable to expect some reduction in that cost by not having to over-cool the auditorium to compensate. Other upgrades, such as to the concessions stations in both QET and Orpheum, will reduce operating costs.
SOCIAL IMPLICATIONS
All of the projects support the operations and health of all of Civic Theatres' Licensees by improving the level of service to their audiences. This is especially important in the more competitive environment that now prevails. Projects also address code upgrades as well as security and safety issues.
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APPENDIX "A"CAPITAL PROJECTS - 1998-1999
1. Orpheum; Smithe Street Lobby $341,600
Issues: improve accessibility, safety, and patron comfort.
-re-work one doorway to provide an area which can open wide enough to admit cars for raffles.
-re-work two doorways to create a vestibule/weather-lock.
-remove the plenum below grand staircase which was intended originally to be a sky-light into a restaurant in the basement, now VSO offices. This is to gain enough space for the cars without impeding patron flow.
-eliminate the recessed pit area in front of the coat check (the scene of many falls) and reorient the coat check.
-enlarge the box office to accommodate two ticket sellers.
-relocate the VSO boutique to reclaim the present space for a cappuccino station.
-partition off an alcove as a concessions storage room.
-reconfigure the step at the exit from Aisle #1 - the scene of many stumbles and wheelchair problems.
-signage upgrades.
-to the extent that final construction and supply bids permit, add lobby seating.
2. Orpheum; Concessions Stations $378,400
Issues: required code upgrades, point-of-sale storage, refrigeration, ice-making and dish washing, water supply and drainage; aesthetics.
-upgrade all lobby concessions stations to required health code standards.
-add coolers, ice-makers, locking cabinets, shelving etc. to eliminate long-haul re-stocking.
-add point-of-sale dishwashers to reduce noise impacts into auditorium and transporting glasses long distances.
-upgrade signage to a standard consistent with the Orpheum decor.
-add drink rails throughout lobby areas.
-add catering hook-ups.
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3.QET; Main Lobby Concessions Upgrades $189,000
Issues: code upgrade, point-of-sale services for efficiency and product safety; aesthetics.
-install permanent cappuccino/snack stations where folding tables now stand.
-equip with food and beverage storage coolers, water supply and drainage.
-equip with lockable storage at point-of-sale.
-design to be consistent with the emerging return to the original aesthetics of the building, replacing the 1986 intervention.
-signage upgrades.
4.QET; Lobby Air-conditioning - Phase 1. $225,000
Issues: Solar heat build-up in lobby during sunny days; pressure imbalance between auditorium & lobby creates drafts on stage affecting the safety of hanging scenery.
-install roof-top cooling units to supply cold air to upper lobby spaces and exhaust fan in lower lobby to help draw down the cooler air.
-because of other lobby changes planned, including seismic reinforcing, the final phase of air-conditioning will come later, integrating this work into a complete system.
-this system should allow the removal of the reflective mylar coating on the lobby windows, restoring the original design intent of visibility of the interior.
5.QET; Hamilton Street Salons/Meeting Rooms. $1,508,000
Issues: The QET and Playhouse need attached spaces for ancillary functions such as sponsor receptions and VIP-related reception activities which support the fund raising activities of the resident companies. Such spaces, if designed appropriately can also function as rentable meeting rooms for non-related functions. With respect to the Playhouse, the only spaces that can be used for pre-show and post-show functions are the Balcony lobby up two flights of stairs or the Recital Hall down 6 flights; neither are accessible to wheelchairs.
-add a structure on the Hamilton Street facade of the QET/Playhouse which minimally breaks through the canopy roof-line to enclose a large room, dividable into two discreet rooms with direct access from outside, the Playhouse lobby and the QET lobby, wheelchair accessible from all sides.
-the room(s) will have associated washrooms, beverage services, coat checks, furnishings, draperies and a serviced catering servery.
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-finishes both inside and out, will be consistent with the design directive to respect the buildings original design style and will be similar to the finishes used on the recently completed elevator tower.
-structural integrity requires that the footings for this structure be at the same depth as the original building. This provides the opportunity for two levels of roughed in backstage space for future finishing, which will solve a number of long-standing problems.
-rework stairwell from parkade to also provide fire escape from QET lower west lobby that meets code.
6.QET Parkade upgrades. $161,000
Issues: Patron security; accurate directional signage.
-all stairwells are solid concrete and all doors are solid. Install glazing in all stairwells at the entrance landings and in all doors so patrons can see that it is safe to enter.
-paint ceilings and walls for a brighter environment and redesign all directional signage.
7.Vancouver Playhouse Lobby expansion and reconfiguration. $627,000
Issues: Overcrowding, low ceiling height, open to weather, wheelchair washroom inside the auditorium's acoustic perimeter, inadequate fire separation.
-reconfigure the massive stair to balcony lobby to gain floor space.
-open an area of the ceiling to create an atrium effect at the stairwell, encouraging people to use the upper balcony as an attractive and less-crowded space.
-reconfigure the main entrance to create a weather-lock vestibule.
-relocate the box office and relocate the accessible washroom.
-expand the south half of the lobby out to the sidewalk, under the canopy.
-upgrade the access to the Ticket Centre and QET lobby (the area to become the new Salon/Meeting Rooms) to rating required for fire separation.
Total Construction and Equipment costs, estimated: $3,430,000
Soft Costs @ 20% $ 686,000
Total Project cost: $4,116,000
APPENDIX "B"CONSULTANT TEAM - CIVIC THEATRES
Architecture and Interior Design
Thom Weeks & Jennifer Stanley Proscenium Architecture and Interiors Inc.
Acoustics
John O'Keefe Aercoustics Engineering
Theatre Design, Stage Equipment & Architectural Lighting
Doug Welch Doug Welch Design
Heritage Management
Hal Kalman Commonwealth Historic Resource Management
Cost Consultant
James Bush James Bush & Associates
Structural & Seismic Engineering
Douglas Williams Read Jones Christoffersen
Electrical Engineering
Wolf Schenke Schenke Bawol Engineering
Mechanical Engineering
Jerry Faubert Keen Engineering
Sound Systems
Phil Giddings Engineering Harmonics
Signage
John Gallop Gallop/Varley
Landscape
Jane Durante Durante Kruek
Security
Kenneth Gisborne Security Resource Group
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