Minutes_Civic Center Advisory Commission 7 29 13TO: Kevin Firnstahl, City Clerk
City of Dubuque
FROM: Ali Levasseur, Marketing Coordinator & Admin Support and Joyce White, General Manager
Five Flags Civic Center
DATE: August 1, 2013
Five Flags Civic Center Advisory Commission Meeting Monday July 29, 2013
Unapproved by Commission
Present: Rod Bakke, Bryce Parks, McKenzie Hill, Joyce White, Don Howes, Ali Levasseur, and Marie Ware,
Leisure Services
Guests: Tyler Daughtery, Commission Applicant waiting approval from City Council and Deb Sandry, Executive
Director of Dubuque Symphony Orchestra.
Absent: No commission members absent from meeting
Commissioner Parks called meeting to order
Approval of Minutes: Commissioner Bakke motioned to approve minutes from April 29, 2013 meeting.
Commissioner Parks seconded, all approved.
Old Business:
• General Manager reported FY14 rate increases were approved by City Council. Some events have been
contracted to FY13 rates and will be billed as contracted.
o Copies of FY14 rate card were distributed
New Business:
• Commission members introduced themselves to Tyler Daughtery and Deb Sandry.
• Commissioner Bakke took his Oath of Office and signed his commitment through June 29, 2016
o Commissioner Parks signed as witness
o Ali Levasseur will return original to City Clerk's office and keep a copy for FFC records
• Commissioner Bakke nominated Commissioner McKenzie Hill to the position of Board Chair and thanked
Bryce Parks for his great work and years as Commission chairman.
o Commissioner Hill accepted the nomination
o Commissioner Parks seconded the motion, all approved
Director of Finance, Don Howes, delivered the following reports:
Financial, Accounting Reports:
Income Statement
Year -To Date:
• Actual YTD Income is up $12,569 compared to YTD budgeted income
• Actual YTD expenses are under the YTD budgeted expenses by $9,390
• Actual YTD net loss is less than the YTD budgeted net loss by $21,959
Benchmark:
• End of year net loss is $819,938 (could change with period 13 reporting)
o Benchmark FY13 $ 840,276.27
FY 13 Loss ($819,938.00)
Amount split for incentive Fee $ 20,338.27
SMG incentive Fee $ 10, 169.14
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Benchmark Calculation:
The Benchmark was set according to section 4.2 (i) of the Management Agreement with the City of Dubuque and
was calculated using the CPI -U of May 31, 2012 of 1.7 %.
• Commissioner Parks explained the benchmark to Tyler Daughtery and expressed the success of beating the
benchmark for the past nine years — particularly since 2010 following the loss of ice revenue which
represented 42% of gross operating revenue.
• General Manager reported that while the loss of income associated with the loss of ice has never been fully
recouped, we continue to find new events and bring income to the building. Currently 77% of our business is
categorized as "community events, non - profits, and other civic organizations." The building is being utilized
by organizations typical of a community Civic Center.
General Manager, Joyce White, delivered the following reports:
Operations Department:
Upgrades and improvements during the fourth quarter included the following efforts:
• Monthly safety meetings were held on the second Wednesday of each month during the fourth quarter.
Monthly Safety Topics have included "Inclement Weather Conditions on Employees " — Extreme Hot and Cold
Conditions; "Preventing an Accident "; and "Hearing Protection ".
• Safety Committee members convened to "observe as a team ", an event load -out and to critique procedures to
determine if "Best Practices" were employed by the wok crew. Overall, the stagehands utilized Best Practices
- although some verbal corrections were extended by the Technical Director and applied by the crew chief
during the process.
• All "OSHA" violations cited by privately retained, Inspector Pat Patterson during the Loss Analysis Accident
Prevention assessment have been corrected. Purchases required to meet OSHA requirements were made
in June. Items included two eye wash stations; drill press guards; and, a fire -proof paint cabinet. The
upgrade to the north camera deck over the dressing rooms will be added to the CIP budget in the next
budgeting rounds — according to Marie Ware.
• Available year -end funds were utilized in June to provide employee training — also in conjunction with the
Written Safety Programs required by OSHA. All current employees have now received the required basic
training. Staff also purchased a fork truck training video which will have a "long -life" span. Employee training
will continue to be implemented on an on -going process.
• The old expansion tank for the hot water heating system, original to the 34 year -old building, was replaced in
late June. When the tank was inspected in early April, the tank had rusted and had sprung pinhole leaks.
The replacement tank cost $6,300 and was purchased from the year -end operating funds — and approved by
Marie Ware and H.R. Cook.
Additional year -end purchases included 10 recycling containers (which match last year's purchase of 10 trash
containers) and a carpet shampooer.
Replacements of this nature have been added to the Bigfoot Maintenance software system so management
can more effectively track asset life cycles and budget accordingly.
• A new network server, which supports Five Flags data, has been ordered and installed — providing increased
storage capacity and back -up capability for Five Flags records. Two PC's were also ordered. Placement in
the three year rotation included the Departments of Administration and Marketing.
No further information is available on the two bullet point items which report on efforts to receive stimulus funding
for electronic upgrades to the marquee (Message Center) and energy efficient lighting fixtures for the stair towers
and storage areas:
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• In conjunction with potential "stimulus funding of $25K, Dan is soliciting bids from electrical companies to
replace fluorescent light fixtures with LED fixtures in stair towers and storage areas.
• Still awaiting news of availability of $95K in funding for a new Message Center and locker room lighting
fixtures. Original bids were submitted in September, 2012 and again as recently as January, 2013. Funds for
the upgrades are also in conjunction with the "second round" stimulus.
Marketing, Promotions, and Events Interests:
Joyce White asked Ali Levasseur, Marketing Coordinator to deliver Marketing report
Marketing, Promotion, and Event Interests:
Primary marketing activities during the fourth quarter included the following:
• Past Quarter Initiatives:
o Kinseth Hotel Corporation has confirmed a three day meeting and expo for February 23, 24, 25, 2014.
Programming, drawings, and estimates for the meeting and Expo were massaged several and the event
has now expanded to three days and utilizes both the arena and the theater. The contract for the event
has been executed.
o (Cancelled) WWE confirmed their date in Dubuque for Sunday, September 1. WWE marketing
representative made a Dubuque site visit on May 13.
o JDIFF (Julien Dubuque International Film Festival) concluded the second annual film festival in early
April and has already booked the meeting rooms for April 2014. More recent meetings with Michael Coty
have promised expanded usage of Five Flags Center for next year's festival.
o Met with new promoters, Queen B Tri -State Golf Expo, to debrief inaugural event held in March.
Promoters renewed the event for FY14 and expanded event to two days.
o Conducted theater site visits which resulted in contracting three events in FY14 (two dance recitals and
one dance competition) with Almost Famous Dance Studio.
o Loras College contacted Five Flags and placed a hold for March 2014 to possibly host the NCAA Division
III "Regional" Wrestling Championship (which was most recently held at Five Flags on March 2013).
o Rising Star Production Company has "moved into the theater's Bijou Room" in preparation for their
summer musicals "Music Man" and "Annie ". Set - building has also commenced on the main theater stage.
The Company will occupy the venue until mid - August.
o Mars Venus Live, the smash hit theatrical comedy — based on the best - selling book by John Gray — will
appear for one night only on September 21 in the Five Flags Theater. Five Flags co- promoted this show
with Emery Entertainment out of St. Louis.
• Past Quarter Event "highlights"
o Performances of the George Cardin Circus (El Kahir Shrine Circus) were held on April 11 and 12. The
Friday evening performance was a sellout with 1720 patrons.
o Dancing With the Stars (Dubuque Style) completed a successful show on April 27, 2013 and reserved
the theater and lower promenade for May 3, 2014. The event's recent fundraising focus culminated with
a total of $220,000 for select non - profit organizations- almost doubling three previous combined
fundraising efforts. This event wasn't budgeted and dropped $5,230 to the bottom line.
o MMA Pinnacle Combat 13 was held on May 3. Promoter Harry Maglaris had introduced a larger cage
and the room was adjusted accordingly. Five Flags showcased this event by creating special effects with
our concert lighting and enhancing the event with three large screens providing live in -house coverage
and taped for later broadcast on Comcast.
o NICC (Northeast Iowa Community College) held their annual commencement exercises at Five Flags
on May 17 - the second consecutive year to host this event. The "Nurses' Pinning" was also held prior to
the actual graduation ceremony. NICC has already reserve the venue for 2014.
o Wahlert HS Musical "Fiddler on the Roof" was in the theater from April 14 -22 and held five
performances.
o Prudential held a corporate "All Associates Meeting' (closed telecast) in Theater on June 5.
o Dubuque Public School held annual graduation ceremonies for Senior High School and Hempstead
High School on May 26.
o Fly -By -Night Productions finished a two week run of Matt and Ben (weekend only performances) on
June 9. For FY 14, the company has decided to cancel the second Sunday matinee of the run due to
historically poor attendance.
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o Studio 5678 held their spring dance recital May 31 -June 1. Promoter's gross revenue was up $2K over
last year. Four performances were held.
o Rumble by the River Wrestling Tournament was held on Sunday, June 16. This year's event held
even with last year's number of wrestlers, 235 and 230 collectively.
o A private wedding was held in the theater on June 15.
Social Sense Analysis - Year -End Report at June 30, 2013
• Social Sense, marketing consulting team, had completed their fourth quarter activity report and highlights
were reflected in Quarterly report dispersed at meeting. Report was not discussed at meeting.
o Ali Levasseur explained how Social Sense was contracted and utilized in FY13 for Tyler Daughtery
FIVE FLAGS EVENT CALENDAR —
First Quarter Events
July 2012
Rising Star - "Hairspray"
August 2012
Rising Star - "Pinocchio"
Second Quarter Events
October 2012
DSO Classic I
Don Tjernagel Comedy Monster
City Leadership Meeting
DSO Arts Trek
Outlaws Roller Derby
Grande
DSO Auditions
MPA Pool Tournament
Third Quarter Events
JANUARY
Bixby Inflatable Rainforest
Colts Drum and Bugle Corp
Dubuque Soccer Club
Eastern Iowa Outlaws
FBN — Largo Desolato
Tour Dubuque
MMA — Pinnacle Combat 12
City Engineering Conference
City Leadership Meeting
City Water Department
City Human Rights Department
Fourth Quarter Events
APRIL
Julien Dubuque Film Festival
George Cardin Shrine Circus
City Campground Registration
DSO "All Russian Composers"
City Human Rights Meeting
FY13
September 2012
DHS — Kinderpalooza
Phi Beta Sigma "Step Dance"
DSO Arts Trek
Holiday Inn Meeting Space
City Human Right Meeting
November 2012
Loras Open Wrestling
DALMC Career & Tech Fair
DSO Classic I I
Outlaws Roller Derby
Girl Scouts Dream Event
Dock Dogs World Championships
Native Spirit Dancer
Sesame Street Live
Colts Drum & Bugle Corp (camp)
Dubuque Dance Studio
MMA Pinnacle Combat 11
FEBRUARY
FBN — Largo Desolato
Dubuque Soccer Club
Bull Ride Championships
Eastern Iowa Outlaws
DSO All Beethoven
DSO Youth Performance
Hogs Gone Wild Fan Fest
City Leadership Meeting
City Human Rights Department
Wahlert Musical "Fiddler /Roof"
DBQ Community Foundation
Dancing With the Stars
DSO Auditions
City Leadership Meeting
Regional Roller Derby
Fly -By -Night — "45 Seconds
from Broadway
December 2012
DSO Family Holiday Concert
DSO Holiday Pops
DSO Youth Ensemble
Mannheim Steamroller
Jim McDonough Holiday
Dubuque Soccer Club (camp)
Night Storm Teen Dance
Harlem Globetrotters
MARCH
NCAA Division III Wrestling
Eastern Iowa Outlaws
MCFC Taste of the World
Unity Church Service
Hempstead Variety Show
QueenB Radio Golf Expo
DSO A Chain of Jewels
MAY
MMA Pinnacle Combat
Don Tjernagel "Comedy
Monster"
DSO Youth Ensemble
NICC Graduation
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Rising Star Theatre (auditions)
City Leadership Meeting
DBQ High School Graduations
Studio 5 -6 -7 -8 Dance Recital
Fly -By -Night (Matt & Ben)
JUNE
Fly -By -Night (Matt & Ben cont.)
Prudential
Rising Star Theatre (rehearsals)
Rumble by the River
Wedding
• Fourth Quarter Event Financials were reported by Don Howes
FIVE FLAGS EVENT CALENDAR — FY14
First Quarter Events
City Water Department
City Human Rights Department
July 2012 August 2012 September 2012
Rising Star - "The Music Man" Rising Star - "Annie" Corpus Christi I AM Love
City Civil Service Testing All that Jazz - "rain site" Campaign
All that Jazz - "rain site" Irish Hooley — "rain site" City of Dubuque Expo
Civil Service Testing City Spirit Luncheon
DSO Arts Trek
Men are from Mars Women are
from Venus Live!
All that Jazz - "rain site"
Staff Development
Staff updates during the third quarter included the following activities:
• John Richardson, who currently serves as the Commander of the American Legion Post #6, reported that the
Post's monthly newsletter, Postscript, was named "best multi -page newsletter in the state" at the recent American
Legion State Convention and 2nd at the National Convention. John is editor of the newsletter.
• Ali Levasseur, a member of Dubuquefest committee, was also an exhibiting artist in the Dubuquefest Fine Art Fair
in May.
• Alyson Tasker recently graduated from International Association of Venue Managers "Venue Management
School ". Alyson completed the two -week program (spread over a two year period) — which is held at Oglebay
Training Center in Wheeling, West Virginia.
• Don Howes was named to the Advisory Board for the Convention and Visitor's Bureau.
• Highlights of community and civic activity during the past quarter of General Manager Joyce White are listed
below:
o Received the "Member's Choice Award — Friends Category" at the Annual Awards Banquet of the Dubuque
Chamber of Commerce — held in May at the Grand River Center.
o Presented the "Member's Choice Award — Best New Business" at the Annual Awards Banquet of the
Dubuque Chamber of Commerce.
o Named Chair of the Board for the new governing board for the Convention and Visitor's Bureau.
o Attended regular monthly Board and Executive Board meetings for Dubuque Main Street and the Dubuque
Chamber as well as weekly luncheon meetings for the Dubuque Rotary Club.
o Attended numerous ribbon cuttings for the Dubuque Chamber of Commerce — sometimes serving as emcee
or assisting with the plaque presentation.
Other
Other venue activity occurring during the third quarter includes the following:
• Five Flags has assisted local festivals again this year by negotiating "user friendly" arrangements to make the venue
available on "short notice" — should the festival need a rain site. Rain site arrangements established this year include:
o Dubuque Main Street "All That Jazz" (four dates)
o Dubuque Arts Council
o Irish Hooley
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Adjournment of Monthly Commission Meeting: Commissioner Parks motioned to adjourn the meeting.
Commissioner Bakke seconded, all approved.
Next meeting: in the General Manager's Office on Monday October28, 2013 at 330PM. Five Flags staff will
place an email "Thursday before" to remind commissioners of the meeting.
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