CONSENT AGENDA REQUEST

Sponsor:

Board of Supervisors Meeting Date: 

Raymond E. Graham, Cedar Run District Supervisor

June 12, 2008

Staff Lead:

Department: 

Larry W. Miller, Director

Parks and Recreation

Topic: 

A Resolution Authorizing the Chairman of the Fauquier County Board of Supervisors to Execute a One-Year Concession Agreement with Fauquier Community Theatre - Story Painters, Inc.

Topic Description:

Fauquier County owns a parcel of land described as Parcel 13, Vint Hill Farms Station.  The building located on this parcel is commonly known as the Vint Hill Community Theater, building 188.  Since April  2001 the County has allowed Fauquier Community Theatre to use the Vint Hill theater facility.  On April 13, 2004 the Board of Supervisors and the Fauquier Community Theater, Ltd. entered into a six-month Concession Agreement allowing the theater to be operated by Fauquier Community Theater, Ltd. (FCT).  This Concession Agreement was later extended from October 13, 2004 to April 13, 2005, then to May 13, 2005, and finally to July 13, 2005.  The current Concession Agreement was signed on July 20, 2005 for a term of one year with two one year automatic renewals.  This Agreement will expire on July 20, 2008. 

Parks and Recreation Board Chairman and Parks and Recreation Director inspected the theater on March 25, 2008 in preparation for negotiating a new Concession Agreement and identified a number of safety concerns and a general rundown condition. Staff revised the proposed Agreement to include some of the items identified in the inspection.  Board members and Director met with FCT President on April 28, 2008 to negotiate the new Agreement which includes the following changes.   

  FCT shall make repairs and improve conditions in the theater as noted in the May 1, 2008 letter from FCT.

  By July 4, 2008 FCT shall provide the Department a conceptual proposal for renovation and expansion of the theater that both parties will use to study the feasibility of such improvements

  By December 31, 2008 FCT shall notify the Department of its commitment to developing a long-term agreement for use, renovation, and expansion of the theater or its desire to terminate the agreement with schedule for departure.   

The Concession fee for the one year Agreement will remain $250 per month.   

Parks and Recreation Board approved the proposed Agreement at the May 7, 2008 meeting. 

 

Requested Action of the Board of Supervisors: 

Consider adoption of the attached resolution

Financial Impacts Analysis:

This agreement incurs no additional financial responsibility on the County but as the theater infrastructure ages more costs will be incurred by the County to address replacement and repair, e.g. it is anticipated that the HVAC system will need to be replaced within the next 12 months.  Rent charged in the amount of  $250 per month will provide a small amount of funding for the County to help maintain the facility.   A study of the HVAC, plumbing, and electrical systems is available should the Board desire to review this information.

 

Identify any other Departments, Organizations or Individuals that would be affected by this request:

Parks and Recreation Department
General Services Department
Fauquier Community Theatre - Story Painters, Inc.
Budget Office

Attachments:

1.                  Concession Agreement

2.                  May 1, 2008 Letter to Parks and Recreation Board Chairman

3.                  Attachment to May 1, 2008 Letter to Parks and Recreation Board Chairman

 

 

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