Civic Arts Plaza Brings In a $454,000 Windfall : Finances: Volunteers save the facility a bundle on salaries. Another factor is that the complex was only open nine months.

In its first year as a venue for plays, concerts and the performing arts, the Thousand Oaks Civic Arts Plaza made nearly half a million dollars more than sponsors expected, financial reports show.

City finance Director Bob Biery said part of the surprise $454,000 windfall can be attributed to a short season. Original budget estimates were based on 12 months of operation, and the building was only open for nine months of the fiscal year.

The amount spent on salaries for part-time employees was considerably lower than anticipated, accounting for most of the savings. The city had expected to pay out $976,000 in salaries and fringe benefits; instead, its five full-time employees and many part-time workers, including stage hands and technicians, cost $554,000.

“Those were just estimates,” Biery said. “They were made without any real data or experience to go on.”

Tom Mitze, the theater’s director, said the vast number of volunteers willing to work as ushers, ticket takers and administrative staff helped keep expenditures low. He said more than 1,000 people have contributed their time to fund raising and staffing since the facility opened in October, 1994.

“Oftentimes, we have more volunteers than staff in the building,” Mitze said.

Additionally, most local groups--including Cabrillo Music Theater and Santa Susanna Repertory--and many touring companies provided their own technical staffs, offsetting the need for the theater to hire part-time help, Mitze said.

In some areas, the theater made less money than anticipated. Many theater-goers, for example, opted against spending $4 to park in the attached garage. During shows, Thousand Oaks Boulevard is lined with cars.

As a result, revenues from the parking concessions were only $145,000 instead of the budgeted $200,000. Anticipated earnings from parking have been downscaled for next year.

“Parking was the one area where we had the least experience, because no one has parking in town,” Biery said.

But the theater also made more money than expected in other areas. For instance, interest from box office collections was an unexpected bonus. The city does not actually make money off the ticket sales, but it does hold on to advance proceeds until immediately before performances. That interest-bearing account brought in $65,000.

The city does not get a cut from individual performances, no matter how successful they are. But it does collect rent on both the Forum Theatre and the Probst Center. Because both theaters were rented more times than staff had hoped, that figure was 30% higher than it was supposed to be.

Although pleased with the arts center’s finances, Biery said there are no plans to spend the windfall, not even to supplement the staff, which is small compared to similar theaters in Southern California.

Biery said it will be at least three years before financial planners feel comfortable making predictions about the center. While next year looks good, Biery said the city must plan cautiously for the long run.

Operating expenses for next year could increase in some areas. For the first year, the building was under warranty by contractors. But that warranty has expired and maintenance costs will probably go up, officials said.

Councilwoman Elois Zeanah, who has long been concerned about expenses at the center, said the rosy picture from the first year does not factor in some key maintenance expenses that need to be done soon. Those costs will include fixing carpets damaged by the estimated 300,000 people who have come to shows at the center since it opened.

“These figures do not include the wear and tear that happened during this period,” Zeanah said.