333 S. Meridian, Puyallup, WA 98371 - 253-841-4321

City of Puyallup

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AI- 3555   7.    
City Council Agenda
Meeting Date: 03/05/2013  
Subject:    Pavilion Facility Improvements
Presenter: Bill McDonald
Department: City Manager's Office  

Information
Recommended Action
After consulting with various user groups and professionals, it was determined that a portable stage that could be configured as large as 20’ x 40’ would meet the needs for all Pavilion events. In addition, a portable stage could be transported to other venues in the City and could be used for Concerts or other Community events.

The NW Sinfonietta rents a 40’ Portable Lighting Truss for their events. Staff has evaluated the benefits of a portable truss system as well as a mounted truss lighting system. A portable lighting system would meet the needs of our current users and could also be used for other events throughout the City. In addition, the portable lighting system would not detract from the aesthetics of the Pavilion. Standalone lighting trees can also be purchased for smaller events without having to set up the entire truss.

After speaking with audio experts from two different local companies, it was recommended that we purchase a lectern with a condenser microphone. The condenser microphone should adjust to the speakers and thus improve the clarity and volume. If this does not improve sound quality then it was suggested that we may need to add additional speakers placed strategically in the building. Due to the amount of hard surfaces in the building, sound quality may always be somewhat of an issue for the Pavilion.

A covered storage structure located between the Pavilion and refuse area would have to be constructed by our facilities department for the additional stage storage.
Background
The current staging, lighting and audio system has proven to be inadequate for certain events scheduled at the Pavilion. Events like the NW Sinfonietta, VFW Veteran’s and Memorial Day Programs, Auctions, Corporate meetings or trainings, and various other types of events held at the Pavilion.
Previous Actions (Discussions/Presentations)
For each Sinfonietta performance additional staging and lighting has been rented. Rental of the staging is approximately $1,400.00 per event and lighting is $500.00 per event.

The audio system has been an area of concern since the Pavilion opened in 2004. In 2010, additional speakers were added which helped somewhat. The lectern has been a need of the Pavilion for all of the events listed above.
Summary of Proposal
The addition of a 20’ x 40’ portable stage, 40’ portable lighting truss and lectern with a condenser microphone would enhance the events currently scheduled at the Pavilion and possibly attract other events that our current systems could not accommodate. In addition, all of these items could be used for City sponsored events scheduled outside of the Pavilion. These enhancements to the facility could also increase the number of rentals for the Pavilion. The Pavilion Manager is requesting authorization to purchase a portable stage, 40’ Portable Truss, additional lighting trees, and Lectern with Microphone.

Portable Stage $16,500
40’ Portable Lighting Truss $13,000
Lectern W/ Microphone $3,500
Lighting Trees $1,500
Alternatives/Options
1. Purchase of a Mobile Stage, which could be used for concerts at other locations. A mobile stage that would accommodate the needs of the Outdoor Concert series would not fit in the Pavilion due to the height limits of the existing doors.
2. Purchase and installation of a Permanent lighting truss. A permanent lighting truss would negatively affect the aesthetics of the building and wood beam ceiling.
3. Purchase additional speakers to be strategically located throughout the Pavilion to enhance sound quality.
4. No enhancements or additions to the existing equipment; require user groups to rent their own staging and lighting for events.

Fiscal Impact
Amount Budgeted: 40,000
Bid Amount: 34,500
City Funding Needed for Project:
Funds from Other Sources: 40,000
Ongoing Staff Costs:
Fiscal Impacts:
$40,000 has been budgeted from LTAC funds for improvements to the Pioneer Park Pavilion.
Attachments
Memo
PowerPoint presentation

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