LEASE FOR CLEARWATER CITY PLAYERS (4)
Walbolt, Margo
To:
Subject:
Whitt, Laura
Agreement to be filed
Attached is the original of the agreement that was executed with Ruth Eckerd Hall. I also attached the
revenue/ expense receport we just received.
Per a recent memo- this needs to be filed with the City Clerk -
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R~CEIVED
3E} 28 1999
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C fTY CLERK DEPl:
1
Walbolt, Marg~
From:
Sent:
To:
Cc:
Subject:
Richter, Debbie
Friday, July 02, 1999 4:54 PM
Miller, Stew
Dowd, Birgitt; Norris, Cliff; laTerza, Kathy; Walbolt, Margo; Schmidt, Terry
RE: Contracts, Agreements and other OffIcial Documents
1) Outside Instructor Contracts and Professional Service Contracts are similar to employment
agreements and we have not applied this requirement to them in the past, even when Mr. Wilson
was here. I will verify with City Clerk just to be sure.
2) When the Ruth Eckerd Hall contract went through Ream, I use to catch it and send the original
to the City Clerk. I'll check the files on this one as Laura mentioned, she didn't think we have
done this since she's been here. Ifnot, we'll need to catch up. No reminders will be needed or
necessary from Clerk since it's on an as needed basis for performances.
3) Regarding the grant agreements, we should be sending the originals to the City Clerk, copied to
the main department files.
They need the original of contracts, agreements, leases, legals documents to which the City is a
party. If there are any grey areas or other questions and I'm not sure, we'll check with the City
Clerk. Thanks.
@ Deb (562-4817)
From:
Sent:
To:
Cc:
Subject:
Miller, Steve
Friday, July 02. 1999 4:28 PM
Richter, Debbie
Birgitt Dowd; Cliff Norris; Kathy laTerza; Margo Walbolt; Terry Sclvnidt
RE: Contracts, Agreements end other Official Documents
I don't think our folks would have anything that wouldn't be filed here. Message is still somewhat confusing do
they mean Outskje Instructor Contracts, Professional Service Contracts, Grant Agreements, Ruth Eckerd Hall
Use Agreements, etc. What is the definition of Official Documents...
~ Team, let Debbie know if you think you have anything that qualifies...
-OrigInlIl MIlIIIQI
From: Richter, Debbie
Sent: Friday, July 02, 19993:55 PM
To: Sfephellean, SUsan E.
Cc: Miller, Steve; Dowel, L.8rry; RUlI&eII, Jon; Roether, M.r1t; Kader, Art; Whitt, Laura
Subject: FW: Contr8c:ts, Agreements and other Official Documents
Susan: We were doing this and I believe have been pretty good about getting your
lease/agreement/contract reminders back to you but since so much has been delegated and
staff are handling a lot of their own processing, we may have gotten away from providing you
with the originals of new documents and :filling out the form with info. to enter into your
computer program. It was a lot easier to monitor when they all used to come through Ream,
I'll check with our folks and the files to see if there are any we've missed. With vacations and
the holiday, we'll do what we can to forward any we might find to you by the 9th.
Parks & Rec.: Please check with your staff and get to me asap. As mentioned in the e-mail
Page 1
Ruth Eckerd Hall
Lease Agreement
Auditorium Rehearsal $1,100.00 Full Mon 7-19-99 8am-llpm
Day Rate
Auditorium Rehearsal $700.00 Tue 7-20-99 4pm -llpm
Rehearsal Rate
Auditorium Rehearsal $700.00 Wed 7-21-99 5pm - Ilpm
Rehearsal Rate
Auditorium Rehearsal $700.00 Thu 7-22-99 5pm - Ilpm
Rehearsal Rate
Auditorium Performance $750.00 Fri 7-23-99 6pm-llpm;
Performance Performance @ 8pm
Rate
Auditorium Performance $750.00 Sat 7-24-99 6pm-llpm;
Performance Performance @ 8pm
Rate
Auditorium Performance $950.00 Sun 7-25-99 8am-5pm;
Performance Performance @ 2pm
Rate
For spaces, dates and times specified above, the rent is $5.650.00 additional expenses.
2. ADVANCE PAYMENTS: The Lessee agrees to pay the Center a N/A.deposit with the return of this
signed agreement no later than June 30,1999,
Lessee agrees to make advanced payment to Center for reimbursables of such sums as are necessary to cover those costs
which Center anticipates it would encounter on behalf of Lessee in preparation for and planning of Lessee's event
(including all dollar amounts reflected or developed as identified on Schedule A).
3. FINAL PAYMENTS: Final Payments must be made to the Center no later than 15 days after the performance date. If
payments are not made by this time a 1.5% interest rate per month wilI automatically be added to the Lessee's bill,
Additionally, no future dates wiIl be held until final payment has been made, Any unused portion of the reimbursable
costs will be returned to Lessee with final settlement statements as soon thereafter as possible.
4. STATE SALES TAX: The current State Sales Tax rate is applicable to all rentals and certain services (e.g. Rent,
MDS, Ticket Printing) or other things of value. If Lessee has a Tax Number which exempts Lessee from the State Sales
Tax, Lessee will provide Center with a copy of the State Tax Exemption Certificate at signing of contract.
PACT, INC.
1111 McMullen Booth Road · Clearwater, Florida 33759 · Telephone (727) 791-7060 · Fax (727) 724-5976
5. NON-TAXABLE SERVICES: Lessor separately agrees to perform or cause to be performed services required for the
Lessee's event as listed on Schedule A. These services are not subject to Florida State Sales Tax (e.g. Parking Guards,
Security Guards, Box Office Services, etc.)
6. CANCELLATION BY LESSEE: Should Lessee desire to cancel this Agreement, notification must be given in
writing to the Center at least 90 days prior to the date of scheduled event. In the case of cancellation by the Lessee, the
Center may require the contract rent, or full deposit made by Lessee, as liquidated damages, plus any additional expenses
incurred, and the Lessee and the Center shall be relieved of any further obligations under this Agreement.
7. CANCELLATION BY CENTER: Should the Center desire to cancel this Agreement or be unable to perform under
this Agreement, notification will be given to the Lessee at least 60 days prior to the date of scheduled use. The Center
shall return any rent payments and the Lessee and the Center shall be relieved of any further obligations under this
Agreement.
8. PERFORMANCE BOND: The Center reserves the right to require the Lessee to post a Performance bond of $ N/ A
before either by Cashier's Check to PACT, Inc., or by a duly accredited bonding company. The terms of the bond will
be:
9. UNION AGREEMENTS: Lessee agrees to abide by any agreements or contracts currently in force between the Center
and any labor unions.
10. REASONS FOR TERMINATION OF LEASE: The Center may terminate this Lease if Lessee fails to perform any of
its obligations, herein set forth, or appears to the Center to be fmancially insecure, in violation of the law, or about to
default under the terms of the Lease Agreement or the Usage Policy. Upon termination of the Lease Agreement for
whatever reason, Lessee agrees to promptly remove, at Lessee's expense, all its property from the Center premises
within 24 hours and to forfeit all advance payments made to the Center.
11. ASSIGNATION OF RIGHTS: The Lessee shall not assign this Agreement or any rights hereunder nor sublet said
premises without the written consent of Center.
12. USAGE POLICY: LESSEE AGREES TO OBSERVE AND ABIDE BY THE USAGE POLICY, WHICH INCLUDES
THE RULES AND REGULA nONS GOVERNING THE USE OF THE PERFOMING ARTS CENTER AND
THEATER. A COPY OF SAID USAGE POLICY, PLUS RELATED ATTACHMENTS, WILL BE APPENDED
HERETO AND MADE A PART THEREOF. LESSEE ACKNOWLEDGES RECEIPT AND REVIEW OF THE
USAGE POLICY.
PACT, INC.
1111 McMullen Booth Road · Clearwater, Florida 33759 · Telephone (727) 791-7060 · Fax (727) 724-5976
For: Lessee: Margo Walbolt
(Organization) Clearwater Par and Recreation Dept.
Phone:, (7~~2-4809
Date: ~ /1/1
For: Center
PACT)nc. A//? /\ ~
By:~~~ ~
William A. Ross, III, General Manager
1111 McMullen Booth Road
Clearwater, FL 33759
Date:
7/"/f7
PACT, INC.
1111 McMullen Booth Road · Clearwater, Florida 33759 · Telephone (727) 791-7060 · Fax (727) 724-5976
, .
RUTH ECKERD HALL
MANAGED BY PACT, INC,
ESTIMATED EXPENSES
LEASE AGREEMENT - SCHEDULE A
City of Clearwater Parks and Recreation Department
July 23-25,1999
TAXABLE ESTIMATED EXPENSES
RENTAL FEE 5,650,00
MDS 2,000,00 (Based on 4,000 total patrons @ ,SO/person)
TICKET PRINTING 300,00
TOTAL TAXABLE EXPENSES
SALES TAX
7,950,00
Exempt
BOX OFFICE EXPENSES
BASE CHARGE
ADVANCED SALES
DAY OF SHOW ONLY
CREDIT CARD SERVICE
TICKET MASTER SERVICE
TOTAL BOX OFFICE SERVICES
250,00
N/A
N/A
5% Charges sold
N/A
250,00 base
TECHNICAL EXPENSES
STAGEHANDS
19 20 per stagehand, 4 hour minimum
3 person minimum
N/A
N/A
N/A
5,500,00
ESTIMATE ONLY
5,500,00 ESTIMATE
ONLY
PIANO TUNE
VIDEO RECORDING
AUDIO RECORDING
TOTAL TECHNICAL EXPENSES
ROY AL TY FEES
I A~AP
BMI
SESAC
TOTAL ROYALTY FEES
IWA
ADDITIONAL EXPENSES
PARKING GUARDS
480,00 (4 @ $10,00 PER HOUR,
4 HOUR MINIMUM, PER SHOW)
252,00 ($2I/HR, 4 HOUR MINIMUM, PER SHOW)
750,00
$480.00
TRAFFIC OFFICER
CUSTODIAL CHARGE
TOTAL ADDITIONAL EXPENSES
$252.00
$750.00
1,482,00
TOTAL ESTIMATED EXPENSES
$15,182.00 +
INSURANCE
~
AGREED TO:
~~~
((i)
DATE:
PACT, INC.
1111 McMullen Booth Road · Clearwater, Florida 33759 · Telephone (727) 791-7060 · Fax (727) 724-5976
~ ~" "~
USAGE POLICY AGREEMENT
Lessee has read the Usage Policy and agrees to
perform under the terms stated herein.
Lessee acknowledges its responsibility in completely
informing the proper agents, employees of Lessee,
contractors, and subcontractors hired by Lessee,
concerning these rules and regulations. Further, Lessee
accepts complete responsibility for the failure of said
agents, contractors, subcontractors or employees of Lessee
to abide by the provisions therein.
Lessee understands that should Lessee be found in violation
of any of the provisions of this Policy, the Center will
consider the Lease Agreement null and void and Lessee may
be required to forfeit all advance payments and deposits,
and may be liable for all rental fees and other expenses
incurred, or committed, including attorney's fees, whether
or not the performance actually occurs.
ORGANIZATION: City of Clearwater Parks and
Recreation Department
EVENT DATE: July 19-25, 1999
Agreed to: ..dij~~ 1/1 / qtJ
(~ PACT/INC~ (Date)
1111 McMullen Booth ~oaa · Cleirwater, Florida 33759 · Telephone (727) f91-7060 . Fax (727) 724-5976
~ .
LESSEE:
EVENT :
DATE(S):
TIME:
REVEN..JES
.. u~ie
jv'" ~,.jj
I"A('I, J.N<..
FINAL REVEN.JEIEXPENSE REPORT
CLEARWATER PARKS & RECREATION DEPT.
CLEARWATER CITY PLAYERS
7/23/99-7/25/99
800PM & 200PM
a#'
# tickets
2048
TOTAL TICKET REVENUE
LESS SALES TAX
NET TICKET REVENUE
b.#:
TICKETS CONSIGNED:
LESS SALES TAX:
CONSIGNED NET:
c#
2009
PACT TICKET SALES:
LESS SALES TAX
PACT NEi
d#
TICKETMASTER SALES:
LESS SALES TAX:
TICKETMASTER NET:
e#
39 COMPLIMENTARY TICKETS
EXPENSES
BOX OFFICE SERVICES
Box Office charges
Ticket printing
PACT credit card svc
Tktmasfer outlet svc
Tktmasfer credit card svc
TOTAL BOX OfFICE SERVICES
HOUSE CHARGES
i<ental fu
MDS-21o OF GROSS TICKET SALES OR
1958 @ .50 each
Florida *lies tax
S~ephMcM
Traffic police
Perking guards
Ascap ( see chart)
8M! ( .003 x gross ticket sales)
Sesac (.01 x # tickets Incl camps)
Custodial Charge
TOT AL HOUSE CHARGES
$
$
$
$
$
$
$
$
$
$
$
$
20,090.00
1.314.30
18,775.70
0.00
0,00
0,00
20,09000
1,314.30
18,775.7J
0.00
$
$
$
$
$
$
0.00
TOTAL REVEMJE:
250,00
30000
36500
0.00
$
$
$ TAX EXEMPT
$
$
$
$ N/A
$ N/A
$ N/A
$
$
915.00
5,650.00
97900
"' ,756.00
252.00
450,00
750.00
12,83700
TOTAL EXPENSES:
LESS DEPOSIT:
NET EXPENSES:
LESS BOX OFFICE RECEIPTS:
","," M:TICC
NET DUE:
$ 18,nS.70
$13}52,QC
$O.OC
$13,7520C
$18,7757C
($5,023,70: