Minutes_Civic Center Commission 11 7 11Five Flags Commission Meeting Monday November 7, 2011
Present: Bryce Parks, Barb Kurt, Rod Bakke, Cindy Fuller, Joyce White, Don Howes, and Ali Levasseur
Absent: All Commissioners were present.
Commissioner Parks called meeting to order.
Approval of Minutes: Commissioner Kurt motioned to approve minutes of September 26, 2011 meeting.
Commissioner Bakke seconded the motion, all approved. Commission had previously voted to suspend
monthly meetings during July and August.
Old Business:
• General Manager White reported on the Black Hills and Constellation billing; $6800 credit will be
reflected in upcoming Constellation bills beginning in October, 2011.
• Ali Levasseur reported on the Theater Lobby updates
Flat screen TV has been installed with a slide show which has been loaded onto a flash drive
and activated for all theater events. The slide show contains over a 100 years of building
history and information. Graphic information will be periodically updated.
Stackis and Morrison Architecture have designed new trash receptacles which will provide
disposal of both recyclable and non - recyclable trash. Installation is scheduled for December.
Candy counter originally planned to be used as new concessions /bar will now be utilized for a
memorabilia presentation at box level of theater. A "call for memorabilia" will be issued to the
media and public requesting items for filling the case. Currently, staff is researching the
possibility of a Humanities Iowa Grant for support this effort.
Drawings for a new mobile bar have been completed and a quote request has been issued to
four companies.
Quote for safety railing has been received and is being reviewed.
The "lobby upgrades" budget is also being reviewed relative to costs associated with the mobile
concession /bar.
New Business:
• Commissioner Fuller asked why there is constant work on the roof; and, once the roof was replaced,
why are additional repairs required year after year. General Manager reported that in her experience in
large facilities with a significant roof expanse, repairs have consistently been chronic — once one leak is
repaired, another develops.
General Manager, Joyce White, delivered the following reports:
Operations Department:
• Iowa Recycle and Waste Management has identified a potential source to accept some of Five Flags
twenty plus year -old trade show carpet - which was last used ten years ago. Representatives of the
American Legion in Independence, Iowa have inspected the carpet and are considering using a portion
of the inventory. Iowa Recycle will continue to advertise the availability of the carpet in their monthly
newsletter until a source is identified and has committed to using the product.
• Floor Show replaced old, cracked rubber on the steps of Locust Street entry, thus eliminating a trip
hazard to users.
• Due to a forklift mishap, repairs and redesign of the rail system in Gate G has been completed. A safer
rail "gate system" has been fabricated to replace a "lift out rail system" activated when forklift movement
of equipment was required between Gate G and the arena floor. Cost of the repair and redesign was
$1.5K.
• The administrative office suite's HVAC system failed in late September, resulting in the replacement of
the compressor and costing $2.2K.
• CIP updates include:
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Purchase of new flat screen TV for "cart" use in meeting room (primary user is City
Management meetings).
Approval of bid and issue of PO for installation of LED aisle lighting in theatre "horseshoe area ".
Identification of "brass refinisher" to clean and restore brass railings, door plates, etc. in theatre.
This CIP item was a carryover from FY10.
Safety Committee
• Safety Committee meetings for September and October have focused on establishing dates for
Customer Service Training as well as updating staff in all other safe work practices (i.e. slip, trip, and
fall, bio- hazard materials handling, fork lift training, etc.)
• The need to formalize Fall Protection Policy is still a work in progress.
Marketing, Promotions, and Events Interests:
• Tri -State Veterans Conference was held on Saturday, September 25. Much of the venue's new
equipment was put into action (conference and banquet tables, pipe /drape, 7000 and 3000 lumen
projectors and the 10.5' X 14' and the 9' X 12' screens).
• Iowa Recycle and Waste Management Conference held their annual meeting on October 3, 4, 5. This
event was the venue's "first" convention effort since 2004, and we scored a home run. Much of the
new equipment recently purchased by the city (pipe, drape, chairs, tables, specialty tables, A/V
equipment, and screens) was utilized. The executive selection committee was very happy with the
overall Dubuque experience, including the venue, staff, and Holiday Inn catered meals, etc.
• Didn't get the Big Boy Toy Show this year, but booked an MMA event on January 27, 2012 in
conjunction with the BBTS. Patrons purchasing a ticket to the MMA event at Five Flags Center will get
free admission to BBTS at the GRC on January 28 -29. Worked this deal with the TH (promoter of
BBTS) and MMA promoter, Harry Maglaris.
• A local promoter, John Ohnesorgez of the Gun Hut, booked a gun show on January 28 and 29, 2012.
The two -day show will also complement the Big Boy Toy Show at the GRC. General Manager has
verified with City Attorney, Barry Lindahl whether specific City codes or regulations are in place relative
to hosting the gun show. None were reported relative to the Gun Show. Five Flags is requesting the
promoter have one uniformed officer at building during the event.
• Booked Gaelic Storm for a theater show on February 14, 2012. Bought the show for $3.5K.
• Placed a hold for NICC (Northeast Iowa Community College) graduation ceremony on May 10 -11,
2012. CAD drawings have been sent to NICC and fees have been negotiated.
• The annual Bull Ride has been confirmed and a hold has been placed for February, 2012.
• Placed a hold for a Harley Davidson Winter Fun Festival in March, 2012 Dubuque Chamber is
involved in designing the event.
• Marketing has recently been focused on promoting upcoming events including Sesame Street, Oak
Ridge Boys, Roller Derby, and an upcoming wedding ceremony in the theatre.
• Five Flags has developed a F4 Video Gaming event. The event, created by Ali (Marketing) and two
local "garners" will be held in the ballroom on the afternoon of November 12.
Commissioner Bakke asked how labor will be covered for the event, Ali reported each individual
player will pay a $10 entry fee that will go to the building to cover the labor.
• Art's Trek, a product of Dubuque Symphony Orchestra, was held for third graders throughout the
County on October 21. The "four -show fun and teaching event" is labor intensive on the day of show.
SEPTEMBER / OCTOBER EVENTS
• Dubuque Public Schools Health Fair — September 8
• DSO Arts Trek — September 9
• DSO Auditions — September 9
• City Management Meeting — September 13
• Fly -By -Night — September 10 -25 (with performances on 16, 17, 18, and 23, 24, 25)
• DSO — October 1 and 2
• Iowa Recycling and Waste Management Conference — October 3, 4, 5
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• City Management Meeting — October 11
• Girl Scouts "Dream Event" — October 15
• DSO Arts Trek — October 21
• Leroy "Satchel" Paige: Long Rifle (reading in Theater) — October 25
• Eastern Iowa Outlaws — October 29
NOVEMBER EVENTS
• Loras College "Open" Wrestling — November 5
Commissioner Kurt verified this event is not a NCAA wrestling event.
• Civil Service (Majestic Room) — November 9
• Dana Moser Wedding (Theater) — November 11
• F4 Video Gaming Tournament (Ballroom) — November 12
• Multicultural Center (Native Spirit Dancer — Theater) — November 12
• DSO Youth Rehearsal (Bijou) — Saturday, November 12
• DSO Youth Ensemble (Theater) — November 13
• City Management (Majestic) — November 15
• Prudential Corporate Broadcast (Theater) Tuesday & Wednesday — November 15 & 16
• DSO Rehearsal (Theater - November 15, 16, 17, 18) and performance November 19 & 20
• Roller Derby — Saturday, November 19
• Sesame Street — move -in Monday, November 21 and performances November 22 and 23
• Colts Drum and Bugle Corps — Friday, Saturday, & Sunday, November 25, 26, 27
• Oak Ridge Boys — Monday, November 28
• DSO Holiday Pops move -in — November 29 & 30 and December 1
• DSO Family Show (Saturday matinee December 2) DSO performance Saturday PM and Sunday
matinee (Dec 3 & 4)
F & B Department
• Iowa Recycling and Waste Management Convention provided a good revenue generating opportunity
through offering the beverage bars during two evening hospitality events. The Holiday Inn provided all
other food and beverage needs for the convention and Five Flags collected from Holiday Inn a $1.50
per plate on the major luncheon.
Financial Manager, Don Howes, delivered the following reports:
Financial, Accounting Reports:
• The first quarter of FY12 was better than projected as we were able to plug in more revenue generating
events during the summer months.
• September Rolling Forward Forecast reflects we're under budget by approximately $33K.
• September's actual loss was $77,667 — beating the budgeted loss of $82,156 by $4,489.
• Commissioner Kurt asked where the Benchmark is created. Don Howes explained the benchmark is
based on the CPI all Urban.
Other
• General Manager asked the Commission to approach people they know to fill the hole in our
commission.
Adjournment of Monthly Commission Meeting: Commissioner Bakke motioned to adjourn the meeting.
Commissioner Parks seconded, all approved.
Next meeting: in the General Manager's Office on Monday December 5, 2011 at 4:OOPM. Five Flags
staff will place an email "Thursday before" to remind commissioners of the meeting.
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