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TO: Mayor Richard C. Irvin
FROM: Trevor Dick, Director of Development Strategy and Facilitation
DATE: May 6, 2021
SUBJECT:
A Resolution Authorizing a Reimbursement of Funds to the Aurora Civic Center Authority for RiverEdge Park for an Amount Not to Exceed $100,000 for 2021 Certain Facility Enhancements.
PURPOSE:
To obtain City Council authorization for reimbursement to the Aurora Civic Center Authority for RiverEdge Park for facility improvements to improve the safety, appearance, efficiencies, and overall experience at the park both for visitors, staff, and performers.
BACKGROUND:
Beginning in 2012 with City Resolution R12-222, the City of Aurora approved an agreement with the Aurora Civic Center Authority regarding the Management of RiverEdge Park and John C. Dunham Pavilion. The agreement and partnership continues to be extended.
The 2021 Budget CIP #A062 allocates funds to be used to continue to improve and expand RiverEdge Park. City Staff has been working closely with ACCA representatives to fine tune the capital projects that should be prioritized and completed as part of this year’s CIP for the park. Together, ACCA and City Staff have determined the list of projects included in Attachment A as being the most important and needed facility enhancements to be completed before the 2021 season begins in July. A long-range expansion and improvement plan for the park was completed in 2019 with input from the RiverEdge Park Committee and these recommended facility improvements continue to move the implementation of the long-range plan forward.
DISCUSSION:
The following is a summary of the proposed facility enhancements:
Backstage Privacy Scrim
Adding black scrim material to the backstage fence line. There has been a number of artist security representatives that have voiced how dangerous it is to have the entire back stage area open to the public and how uncomfortable they were as security professionals having their artist exposed from all directions. Adding this will prevent people from the street, river or along the bike path from seeing backstage and giving the artists more privacy and safety.
Sky Deck
REP has had the same furniture on the Sky Deck since it opened. The chairs and high boy tables are showing the wear and tear from usage and outdoor exposure. The high-top tables are warping from the sun.
Stage Repairs
The stage at REP Needs some work - some boards have warped and been weather rotted. The entire stage needs to be painted.
Point of Sales System
One of the main sources of revenue for concert venues is food & beverage, and that holds true for RiverEdge Park. And the most important tool in that sales process is the point of sale system. There are 43 terminals at the park currently. RiverEdge has had the same system since it opened its gates in 2013. Unlike permanent POS systems at indoor establishments, fat every REP concert, all of the terminals and printers are hauled out and delivered to various locations throughout the park, set up, used in extreme heat, cold, rain and exposure to sun, then dismantled and hauled back into storage. That process is repeated for every concert, which most seasons is 15-20 concerts/events per summer. That cycle takes its toll on each unit. The park has been able to extend the life of these units for this long, but in the last year of shows/2019, staff endured endless problems with POS’s every show, doing what they could to trouble shoot and keep them on line if possible. If the system doesn’t work, the park can’t make sales and it inhibits the venue’s ability to earn revenue. To put that in perspective, in 2019, the part saw $400,000 in total bar sales through the POS -- over $100,000 was in credit card sales. Also, between 2015-19, credit card sales increased 13% and in 2021, as part of Covid precautions, the park is moving to all credit card purchases. RiverEdge Park is in need of a new, properly working POS system to ensure its success and ensure a positive patron experience.
Backstage Storage Shed
REP has a very limited amount of covered, indoor storage for equipment that cannot be left out in the elements. More storage is desperately needed for better infrastructure and protecting park assets.
Pull Behind Trailer
To assist with moving equipment from backstage to throughout the park during set up and tear down, a trailer is badly needed. This equipment includes such things as pop up tents, barricades, table, seats, electrical boxes and more. Securing a trailer will increase the productivity of staff during set up and tear down, since currently, summer crew staff carry all of the equipment by hand and distribute it throughout the park. Investing in a trailer will also reduce labor costs during park set up/tear down. To haul the trailer, ACCA would use their existing forklift.
Cost Savings & Supplies
In the event that during the purchasing process there are cost savings incurred on the equipment on the attached REP Items Needed List, those funds will be used to purchase other needed equipment for the Park including: replacing the carpet in green room; a garage door for current storage shed; pallettainers for equipment storage; back stage artist trailer; railing adjustment to make dock railing removable for load in/out; additional metal detectors and wands.
Funds for the reimbursement will come from the reallocation of funds from the City’s Capital Improvement Plan CIP #A062 (TIF #6) into account 236-1830-465.73-99.
IMPACT STATEMENT:
Completing the facility enhancements at the park will have a positive impact on the safety, quality, visitor experience and staff support. They will also result in enhanced revenue of RiverEdge Park.
RECOMMENDATIONS:
Staff recommends approval of the resolution authorizing the reimbursement of funds to Aurora Civic Center Authority for RiverEdge Park an amount not to exceed $100,000 for facility enhancements.
ATTACHMENTS:
Attachment A: RiverEdge Park Facility Enhancements for 2021
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the Reimbursement of Funds to Aurora Civic Center Authority for RiverEdge Park Not to Exceed $100,000 for Facility Enhancements.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, on August 28, 2012 by R12-222 Aurora Civic Center Authority and the City of Aurora entered into an intergovernmental agreement regarding the management of RiverEdge Park and John C. Dunham Pavilion an agreement that continues to be extended; and
WHEREAS, the Aurora Civic Center Authority has requested the reimbursement of certain expenditures pursuant to Said Agreement; and
WHEREAS, a transfer to the 2021 City Budget has been requested to provide $100,000 in Account Number 236-1830-465.73-99 in order to provide all necessary funding for these items, and;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Aurora, Illinois, as follows: the City Council of the City of Aurora, Illinois, does hereby Authorize the Reimbursement of Funds to Aurora Civic Center Authority for RiverEdge Park in an amount not to exceed $100,000 for facility enhancements.