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Home My WebLink AboutCRA-R-14-0003 BackupTHE BLACK ARCHIVES HISTORY 84 RESEARCH FOUNDATION OF SOUTH FLORIDA, INC. Board of Directors Ruth Clyne Chair Steven J Henriquez, CPA Vice Chair Treasurer Garth C. Reeves, Sr. Dorothy Jenkins Fields, PhD. Founder Dorothy Jerkins Fields, Ph.D. Executive Director Timothy A. Barber SUPPORTING DOCUMENTATION October 15, 2013 Chelsa Arscott Grants Administrator SEOPW CRA 1490 NW 3rd Avenue, Ste 105 Miami, FL 33136 Greetings Mrs. Arscott: Attached you will find our detailed budget for the renewal of the Black Archives Cultural Heritage program at the Lyric Theater. The request addresses the need for additional resources as it accounts for our first full year of operations at the complex and includes the first wave of SEOPW residents who will be trained to operate the facility. This funding is a necessity in order to successfully accommodate the increased programming that will take place at the new Lyric Theater Complex which is scheduled to its first show on Friday, January 31, 2014. Thank you and we look forward to a favorable response. sin Timothy A, Berber Executive Director Encl. 5400 N.W. 22nd Avenue, Box 300 Building C. Suite 101, Miami, Florida 33142-3009 Tt;L 305.636.2390 fa• FAx 305.636.2391 www.theblackarchives.orq baf@theblackarchives.orq -SUNTA110 THE BLACK ARCHIVES �� HIST. = '" ESEARCI-I FOUNDATION OF SOUTH FLORIDA, INC. To the City of Miami Southeast Overtown Park West Community Redevelopment Agency October 15, 2013 ABSTRACT The Black Archives History and Research Foundation of South Florida, Inc. (BAF) requests to renew the grant for the Historic Lyric Theater Cultural Training Institute that will strengthen the base economy within the Southeast Overtown Park West Community Redevelopment Agency (SEOPW) boundary through arts and cultural heritage, while ensuring the creation of jobs and increased cultural activity by joining in a direct support partner of the BAP. BACKGROUND Since 1977, the BAP through the leadership of Dr. Dorothy Jenkins Fields have been the leaders in the documentation and preservation of an area in the Miami community that was once known as Colored Town and today known as Overtown, an area which was designated, built, and occupied by the citizens of African descent of Miami since 1896. Overtown has undergone a major shift since the City of Miami incorporation and an area that was once a vibrant epicenter of multicultural activities has now been deemed as slum and blight. The BAF has identified several landmarks in this area that are today designated historic locally and statewide. Five of those buildings are on the National Register of historic Places. One building, The Lyric Theater, built in 1915 by a black businessman, Geder Walker, is identified in the 1982 resolution that created the SEOPW as the anchor to the redevelopment of this once vibrant community. The Lyric Theater, which was an abandoned structure, was identified by the BAP and monies were raised to begin the process of gaining ownership and restoration of the building. Studies were conducted on the overall development of the historic theater and it was decided that the building could be fully completed in three phases. The City of Miami invested the initial dollars along with the State of Florida to purchase and begin the restoration of the building which was Phase I of the project. This phase was completed and the theater was opened in 2000, which allowed for the late Whitney Houston to film the video for her hit song, "Try it Own My Own" inside the historic theater. The Phase II expansion was designed to update the usage of the theater by adding a lobby welcome center, a principal and a chorus dressing room, office space, concession stands and to make the structure completely ADA compliant by adding an elevator and a wheelchair ramp. This portion of the project was funded fully by Miami Dade County in a capital improvement grant for five million dollars. Completed in 2004, the theater reopened with a gallant fanfare with the help of the MTV as they hosted an event with entertainer Missy Elliot in conjunction with the 2004 Music Video Awards held in Miami. The Phase III expansion increased the size of the stage to accommodate the much needed wing space, height for lighting and rigging, while adding the necessary administrative support space that would make the theater viable for modern day performances. The expansion also centralizes the operations, by including the administrative offices of the BAF, a large conference room, a rehearsal/dance studio, two community rooms/exhibition hall, a vault to store the historic documents and photographs, study areas, research rooms, collection intake and exhibition preparation space. PROGRAM SUMMARY This grant renewal is the extension of a previous grant received in 2013 to begin building the capacity needed to develop the necessary curriculum and core training of professionals needed to start the institute. The institute will begin to identify, interview, and hire SEOPW residents who will be professionally trained to operate the new complex. After successful completion of their 8 week training, residents will then be hired as full, part-time, and/of event staff. 5400 N.W. 22nd Avenue, Box 300 Building C. Suite 101, Miami, Florida 33142-3009 TEL 305.636.2390 te. FAx 305.636.2391 www.theblackarchives.org baf@ theblackarchives.orq DOC MENTATIO THE BLACK ARCHIVES SEARCH FOUNDATION OF SOUTH FLORIDA, INC. PROFI3SSIONAL RESOURCES The Black Archives staff will initiate the programming at the complex. Staff will conductindividualized and specialized training Of residents in preparation for the successful opening of the complex, The staff has been working with the Kennedy CenterlDevos Institute and with the technical service team at the Adrienne Arsht Center for the Performing Arts. These meetings have served a specific focus to assemble all of the critical data and establish plans on how to effectively operate the building. The focus for training residents will be as follow: Guest Services This session will be to create plans for ticketing. To identify a list of equipment and software system that will be needed in order for the Lyric to take and fulfill ticket orders, as well as a seating chart. This will also establish plans for ushers and how the program will be operated. It is designed to teach the basics of how to train staff and volunteers to understand their mechanical functions and fulfill the vision of Great Guest Service. Facility Management This session will look at the mechanical, electrical, plumbing and life safety plans for the building. It is designed to address the basic needs for preventive maintenance on the buildings systems and the structural envelope. It will identify and list all general custodial equipment needed. The session will develop a focus on what it will take to clean and maintain the building. The session will identify the best approach to staffing needs vs. potential maintenance contracts for the facility. Production & General Operations This session will review the ground plan and section for the theater and house, It will identify the equipment list for all fixed and movable stage equipment. Operations will discuss parking and understand what the plans are for Guests coming to the theater for a performance or event. The session will also produce plans and equipment lists for the catering kitchen, prep area and the concession locations. It will establish the general flow of the audience members coming in the front door in conjunction with our Guest Service session and address the same for the artists, crew and staff coming in the stage door. This session will address all levels of the building and establish a key code system. Staffing needs will be discussed and an understanding of how the spaces will function and be maintained from a production and food and beverage perspective. Safety and Security is always paramount for any company or organization and it will be addressed in this session and further sessions as well. 5400 N.W. 22nd Avenue, Box 300 Building C. Suite 101, Miami, Florida 33142-3009 TEL 305.636. 2390 ob.. FAX 305.636. 2391 www.theblackarchives.org bafOtheblackarchives.orc SUPPORT' a4 DOGUMENI 1. SCOPE OF SERVICES Grantee shall commenced the Cultural Heritage Tourism institute (Institute)at the historic Lyric Theater complex that will serve to offer both training and employment opportunities to residents of the Overtown community and to promote cultural heritage tourism within the Southeast Overtown/Park West Community Redevelopment Area (Redevelopment Area). 2. Grantee shall expand the BAF staff to include the needed technical staff to train and operate the Institute. 3. Grantee shall implement the training program that will train residents to become proficient in the following fields: a. Archiving, Historical Research, and Curatorial Services; b. Greeters, Ushers, and Docents; c. Theatrical Management to include, I. Stage, Light and Sound Technicians, and Backstage support Services, ii. Cashiers, Ticket Sales, and Reception Services, iii. Public Safety, Security, and Parking Services, d. Hospitality, House, and Repair Maintenance 4. Grantee shall continue to offer educational seminars on the history of Overtown. 5. Grantee shall commence the strategic marketing plan focused on restoring authenticity to the historic Overtown neighborhood and to promote the historic and cultural assets of Overtown such as the Lyric Theatr complex and the Historic Overtown Folklife Village to encourage cultural heritage tourism within the Redevelopment Area and to strengthen the base economy of the Overtown community through unique programming activities at the newly; opened Black Archives Historic Lyric Theater Welcome Center Complex. 6. Grantee shall continue to provide technical assistance to the CRA with the programming and facility management of designated CRA owned assets. 7. Grantee shall continue to provide technical assistance to the CRA in conceptualizing, developing and implementing prominent cultural events in collaboration with community stakeholder that will serve to promote the Redevelopment Area as a place conducive for reinvestment and predisposed to the tourism industry. 8. Grantee shall continue to provide technical assistance to the CRA with the planning, design and financing strategies for redevelopment activities planned for the Redevelopment Area from a historic preservation perspective. 9. Grantee shall begin implementing planned services with the Kennedy Center and with the administration at the Adrienne Arsht Center for the Performing Arts of Miami -Dade County to operate and sustain the Lyric Theater Complex as recommended by AMS Planning, Schoenberg Center for Research and African American Culture, and other like institutional partners. The Black Archives History & Research Foundation of South Florida, Inc. Lyric Theater Cultural Heritage & Performing Arts Training Program 2014 Programming Year Training Staff $233 000 Executive Director Arts Programming Coordinator Archivist Finance Officer Technical Coordinator Administrative Staff Development Coodinator Facilities Coordinator Training Allocation @8 weeks Stage Hand Crew 2 Light Technician 1 Sound Technician 1 Backstage Support Staff 1 Housekeeping 2 Public Safety 5 Maintenance 1 Parking 4 Hospitality/Docent/Archival 4 Cashiers/Ticket/Reception 4 Training Participants 25 Training Contengency Uniforms Supplies & Materials Incidental Expenses Programming Expressions Lyric Live Movie Nights $85, 000 $45,000 $8,000 $84, 000 Marketing/IT Media $15,000 insurances $10,000 Supplies & Materials $7,000 Utilities $70,000 Contingency $15,000 Grant Support Total $572,000 SUPPORTING DOCUMENTATION The Black Archives Lyric Theater Pro Forma SUPPORTING DOCUMENTATION Name of Organization: The Black Archives History & Research Foundation of South FL, Inc. Organizational Revenues Contributed Income Year 1 Year 2 Year 3 1. Individual contributions 23,500 50,000 80,000 2. Corporate contributions 300,000 500,000 500,000 3. Foundation grants 128,000 128,000 128,000 4. Federal government support 75,000 75,000 5. State government support _ 6. Local government support 71,000 71,000 71,000 7. Parent organization support 8. Special events 9. In -kind contributions 60,000 100,000 120,000 10. Other (specify): MD CUA 20,000 Knight Foundation 20,000 CRA 572,000 Earned Income 11. Fees for services 15,000 20,000 30,000 12. Admissions 60,000 150,000 200,000 13, Memberships 10,000 50,000 60,000 14. Publications and royalties 15. Contracted services 25,000 40,000 16. Rentals 60,000 172,000 250,000 17. Other (specify): Other Income 18. Investment 19. Interest 20. Other (specify) Total Revenues $ 1,339,500 $ 1,341,000 $ 1,534,000 The Bieck Archives Lyric Theater Pro Forma SUPPORTING DOCUMENTATION Name of Organization: The Black Archives History & Research Founda •n4 South FL, Inc. * Include expenses for entire organization on this page. * Not all the entries below may apply to your organization. Leave those Items blank that do not apply. * For multi -year expenses, please use or add columns as needed. * Cells have been formatted for commas and columns will total at the bottom of the page. Organizational Expenses Year 1 Year 2 Year 3 1. Program salaries and wages 120,000 _ 120,000 150,000 2. Administrative salaries and wages 436,100 436,100 450,000 3. Consultant services 4. Other salaries and wages (specify): 5. Employee benefits 78,000 63,000 65,000 6. Communication, phone, fax, etc. 6,000 6,000 8,000 7. Travel 8. Supplies and materials 9. Rent 5,000 5,000 5,000 8,000 8,000 8,000 10,000 10,000 15,000 10. Utilities 120,000 120,000 11, Insurance 130,000 20,000 12,000 25,000 12, Legal fees 10,000 13. Accounting fees 14. Other professional fees (specify): 7,000 10,000 20,000 20,000 25,000 15. Taxes 3,000 16. Printing and publications 4,000 17. Postage and shipping 1,000 1,000 18. Marketing 19, Fund raising 20. Capital expenses 20,000 21, Depreciation 22. Contingency 23, Other (specify): Archival Programming/Exhibits 75,000 75,000 75,000 Programming 200,000 300,000 380,000 Training Services/Orientation 83,000 25,000 20,000 8,000 10,000 5,000 15,000 2,500 40,000 39,900 50,000 50,000 45,000 30,000 30,400 35,000 60,500 Total Expenses $ 1,339,500 $ 1,341,000 $ 1,534,000 The Slack Archives Lyric Theater Pro Forma Name of Organization: The Black Archives Hlstory & Research Foundsllon of South FL. Inc, Year: One ` Include revenues for THIS PROJECT ONLY on this page, • Not ell the entries below may apply to your organizollon, Leave those items blank that do not apply. For multi -year revenue, please submit budgets for each year. Cells have been formatted for commas and columns will total al the bottom of the page. Shaded columns contain formulas and should not be edited, Projected Revenues Contributed income 1, Individual contributions 2, Corporate contributions 300,000 300,000 0% 3, Foundation grants 128,060 126,000 0% 4, Federal government support 6, Slate government support 8, Local government support 71,000 71,0D0 0% 7. Parent Organization support _ 8, Special events 0. In -kind ccnlributions 60,000 60,000 0% 10, Other (specify): MD CUA SEOPW All SEOPW CRA Non-GRA CRA Share Funds Total % 23,500 23,600 0% Knight Foundation CRA 572,000 20,000 20,000 0% 20,000 20,000 095 572,000 100% Earned Income 11. Fees for services 15,000 15,000 0% 12. Admissions 60,000 60,000, 0% 13. Membershlpa 10,000 10,000 0°% 14. Publications end rayalt[es - 15. Contracted services 16. Rentals 50,000 60,000 9% 17. Other (specify}: Other Income 18. Investment 19, Interest 20. Other (specify) Togo/ Revenues $ 572,000$ 707,600 11,399,600 43% DSUPPORTING OCUMENTATION