Minutes_Civic Center Advisory Commission 10 28 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: November 14, 2013
Five Flags Civic Center Advisory Commission Meeting Monday October 28, 2013
Unapproved by Commission
Present: Rod Bakke, McKenzie Hill, Tyler Daugherty Joyce White, and Ali Levasseur
Guests: No guests to this meeting
Absent: Bryce Parks and Adrienne Scott
Commissioner Hill called meeting to order.
Approval of Minutes: Commissioner Bakke motioned to approve minutes from July 29, 2013 meeting.
Commissioner Daugherty seconded, all approved.
Old Business:
• Commissioner Daugherty took his Oath of Office and signed his commitment through June 29,
2016
o Commissioner Hill signed as witness
o Ali Levasseur will return original to City Clerk's office and keep a copy for FFC records
• Commissioner Bakke required about the likelihood of the return of the Shrine Circus
o General Manager explained the "El Kahir" Shrine group that brought the George Carden
Circus the last three years had decided not to use the Circus for their fundraising event.
GM is currently in discussion with another Shrine group to bring the George Carden
Circus to Five Flags; tentative dates are on hold in April 2014.
• Commissioner Bakke asked if the Loras Wrestling event was returning
o General Manager said yes, Loras Wrestling Open would be held November 8, 2013.
Five Flags and Loras prepared a joint bid to host the NCAA Regional Division 111 in
March 2014.
• General Manager stated that while the September 2013 WWE hold was pulled, a new date has
been placed on hold in June 2014.
New Business:
• General Manager discussed the City Council approval of a five year extension of the current
management agreement with SMG to June 30, 2019 with an option on the part of SMG for an
additional five year term to June 30, 2024.
o The agreement was amended by adding that SMG will hold static the monthly
management fee for FY15 and will make a capital contribution to the City of Dubuque in
the amount of $100,000 to be used by the City in its sole discretion amortized over the
five year term of the extension. The parties reserved the right to negotiate a further
capital contribution by SMG upon exercising of the additional five year option by the City.
o SMG suggested designating $70,000 for a Marketing Fund that could be used to create
new programming events, or as a cushion to bring in more co- promoted events without
effecting the operating budget; and $30,000 for a CIP fund for an engineering study of
the building and feasibility to create increased capacity. Contract administrator Mare
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Ware recommended that the City of Dubuque match with an additional $30,000 for the
CIP engineering study.
• Commission Daugherty asked if the commissioners could give additional support for the
engineering study with City Council. Discussion was held on contacting other community
boards to support the study as well.
o In conjunction with the renewal of contract and associated funding for CIP Engineering
Study, Commission Daugherty motioned to invite representatives from the following
community organizations to the January 27, 2014 meeting to discuss the importance of
study and support at city council level.
• Dubuque Main Street, Dubuque Area Convention and Visitors Bureau,
Dubuque Chamber of Commerce Greater, and Dubuque Greater
Development Corporation
o Commissioner Hill seconded
o All approved
• Five Flags Center will create the invitation letter and provide contact
information to Commissioner Hill for distribution. First item on Agenda for
January 27, 2014 meeting will be discussion with invited visitors.
• Commission Daugherty asked if Iowa Winter Games had previously utilized Five Flags Center
as a venue. General Manager shared that in past years, Five Flags had been utilized for the
opening ceremonies, ice events, and soccer. Commissioner Daugherty stated that Winter
Games were considering adding archery in 2016 and Five Flags would be a great venue.
General Manager agreed and asked him to give that information to the Winter Games planning
committee.
General Manager, Joyce White, delivered the following reports:
Financial, Accounting Reports:
Income Statement
Year -To Date:
• Actual YTD adjusted gross income is less than the YTD budgeted income by $13,871
• Actual YTD total indirect expenses is less that the YTD budgeted expenses by $6,038
• Actual YTD net loss is less than the YTD budgeted net loss by $7,883
Benchmark:
• Forecasted to be over the Benchmark at year's end by $14,484
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 %.
• General Manager reported that a number of events that were budgeted for have fallen off the
calendar for different reasons. General Manager is working to solidify events on hold and find new
events to bring in and increase income to meet the Benchmark.
• Commissioner Bakke asked upcoming Holiday events, General Manager explained the additions of
the St. Marks Youth Enrichment Jingle Bell Hop and the Rotary Holiday party. Returning this year
are DSO Holiday Pops and Jim McDonough Holiday Grande.
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Operations Department:
Upgrades and improvements during the first quarter included the following efforts:
• Monthly safety meetings were held on the second Wednesday of each month during the first
quarter. Monthly Safety Topics have included "Loading Dock Safety'; "Means of Egress'; and
"Blood Borne Pathogens ".
• Safety Committee members conducted a "monthly walk- through" of specific areas within our venue.
The specific purpose was to inspect for unsafe practices or OSHA violations which might create an
unsafe workspace for our employees. Upon completion of the walk- through, the Safety Chair has
compiled and presented the notes to the specific department head for review and correction of any
potential safety violations.
• In conjunction with changes in OSHA regulations, three Operations personnel have completed a
mandatory 30 hour training program. Training and testing were provided by 360Training.com and
were completed online.
• Significant progress has been achieved relative to training part -time employees in compliance with
the new OSHA mandate. Department heads were directed and have completed all required
training programs for their part -time personnel. However, as part -time employees are fluid, ongoing
training is an operational reality.
• In conjunction with a CIP purchase, bids for audio visual upgrades in the meeting rooms and lower
promenade were collected and submitted to the City for approval. Alt's TV was awarded the bid.
Equipment will include flat screen message centers to be placed in strategic locations throughout
the lower promenade and over the Box Office. Additional purchases included an additional 9 X 12
projection screen, two 72" flat- screen TV's, and two mobile sound systems for the meeting rooms.
• First quarter general maintenance included annual inspections for the back -up generator, hoists
and fall protection equipment, boiler, fire suppression systems, and health inspections for our
concession stands. The annual renewal of the liquor license was also completed in early July.
• Commissioner Bakke asked about the Outdoor Message Center upgrade
o General Manager described the effort Five Flags staff expended collecting data for an
electrical and lighting audit and upgrade for City Manager. Quantitative data gathered
included the cost of retrofitting existing fixtures, purchasing LED bulbs, current energy
costs, and the payback timeline to recoup the cost of retrofitting through energy savings.
Marketing, Promotions, and Events Interests:
Primary marketing activities during the first quarter for FY14 included the following:
• Past Quarter "Initiatives ":
o Five Flags negotiated "rain site" agreements with Dubuque Main Street, Irish Hooley, and
Great Draw. Fortunately, all the organizations were able to hold their events outdoors this
festival season.
o Contracted with Michael Lange, representing the Irish Hooley, for a March 17 theater date for
"Cherish the Ladies."
o Negotiations are in progress with The Band Perry for a February 13 arena date.
o Negotiations are being finalized to bring "A Mighty Fortress Is OurBasement "to the Five
Flags Theater next spring.
o Contracted with Senior High School to provide theater space in November for rehearsals and
one presentation of "Time Stands Still, the school's entry into regional drama competition.
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o Discussions are underway with JDIFFto be the host site of their donkey
ballgame fundraiser during January.
FIVE FLAGS
CENTER
• Past Quarter Event "highlights ": /� ��
o Rising Star Theatre Company summer performances included "Music �[y�
Man" and "Annie ". Both performances were double cast and each cast
performed in two shows. Children were utilizing both the Bijou Room and the Five Flags
Theater from June 1 to August 11. Rising Star also utilized the Majestic Room for auditions for
their off -site production of "Snoopy."
o "Mars Venus Live!" a one -man Broadway show, based on the book Men are from Mars and
Women are from Venus, by John Gray, appeared for one night in the Five Flags Theater on
September 21.
o As a part of the I AM Love Campaign in Dubuque, Five Flags Theater was utilized for the play
"Corpus Christi" and the Dubuque Diversity Dialogue. Corpus Christi is a modern passion
play which imagines Jesus as a gay man living in modern -day Texas. The event was held on
September 6 and 8.
o The City of Dubuque filled Five Flags arena with City Departmental Exhibits at City Expo held
on September 10. City personnel provided departmental specific information to members of the
general public attending the Expo.
o The City of Dubuque held Employee Spirit Luncheon on September 11. Over 400 City
personnel attended the luncheon.
o Student groups at the University of Dubuque are frequent users of Five Flags Bijou Room.
Phi Beta Sigma fraternity and Sister to Sister social groups held fall socials in the Bijou Room
on September 13 and 27, respectively.
o "Arts Trek ", a presentation of Dubuque Symphony Orchestra, presented three performances
to area fifth graders on September 20
FIVE FLAGS EVENT CALENDAR — FY14
First Quarter Events
July2013 August 2013
Rising Star - "The Music Rising Star - "Annie"
Man" All that Jazz -'rain site"
City Civil Service Testing Irish Hooley —'rain site"
All that Jazz - "rain site" Civil Service Testing
September 2013
Corpus Christi I AM Love
Campaign
City of Dubuque Expo
City Spirit Luncheon
DSO Arts Trek
Men are from Mars Women are
from Venus Live!
All that Jazz -'rain site"
• First Quarter Event Financials were reported, Commissioner Bakke asked how these numbers compared
to the First Quarter Event Financials of FY13
• Commissioner Bakke left the meeting after the Marketing, Promotions, and Events report.
Staff Development
Staff updates and activity occurring during the first quarter includes the following:
• Staff Activity
o Joyce White, Board Chair for Dubuque Convention and Visitor's Bureau nine - member board, has
met the board on a monthly basis and regularly has met and consulted with Keith Rahe, President and
CEO of the CVB. Additional board memberships included monthly meetings with Dubuque Main
Street and Dubuque Chamber of Commerce.
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o Don Howes, Advisory Board for Dubuque Convention and Visitor's Center FIVE FLAGS
twenty- member board, has attended the bi- monthly board meetings. CENTER
o Bob Richardson represented Five Flags at SMG's National Operations
meeting held in New Orleans in July.
o Alyson Tasker served the Dubuque Jaycees as Fireworks Chair of the
annual July 3 Fireworks Spectacular on the River.
o Joyce White assisted in the opening activities of Pinnacle Bank Arena, a new, SMG managed facility
in Lincoln, Nebraska in late August. General Managers of other regionally managed SMG facilities also
participated in the activity.
o John Richardson, past- Commander of American Legion Post 6 and current editor of Postscript, the
local post's newsletter, attended the national convention to accept a second place, national award for
the local publication. For the second consecutive year, Postscript has received first place in the State
of Iowa.
o Ali Levasseur volunteered numerous hours throughout the first quarter to insure the success of local art
exhibits — including Voices from the Warehouse and Art at the Library.
o Dan Holtkamp volunteered time at Voices from the Warehouse this past quarter.
• Succession Planning
In mid - September, all staff members participated in a "strengths assessment survey" provided by Teri
Fairchild, Fairchild Business Coaching. Strength assessments were the first step to creating a
succession plan for Five Flags which — not unlike other business — will be facing a "brain drain" as several
staff members near retirement age. The survey, a product of Gallup StrengthFinder, was an online
process —the results of which were sent to Fairchild Business Coaching for assessment and collective
graphing. A two -hour team meeting was held to discuss individual and collective strengths in — in
relationship to future staffing needs.
• SMG Corporate Conference Calls
o Ali Levasseur participated in monthly regional conference calls to discuss marketing initiatives.
o Alyson Tasker and John Richardson participated in monthly regional conference calls to discuss
operational initiatives.
o Joyce White participated in twice - monthly national and regional conference calls to discuss theater and
arena routings.
Other
Other venue activity occurring in the first quarter included:
• Box Office Hours
The Five Flags Box Office reinstated "winter hours" in early September and will be open from 10AM to 5PM
Monday — Friday. (Summer hours were limited to M -W -F noon to 5PM)
Adjournment of Monthly Commission Meeting: Commissioner Daugherty motioned to adjourn the
meeting. Commissioner Hill seconded, all approved.
Next meeting: in the General Manager's Office on Monday January 27, 2014 at 3:30PM. Five Flags
staff will place an email "Thursday before" to remind commissioners of the meeting.
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