Minutes_Civic Center Advisory Commission 1 27 14Five Flags Civic Center Advisory Commission Meeting Monday January 27, 2014
Unapproved by Commission
Present: McKenzie Hill, Adrienne Scott, Bryce Parks, Marie Ware, Joyce White, Don Howes, Ali
Levasseur
Guests: No guests were present
Absent: Rodd Bakke, Tyler Daugherty
Commissioner Hill called meeting to order.
Introductions: All those present introduced themselves to Commissioner Scott
Commissioner Scott took her Oath of Office and signed her commitment through
June 29, 2016
Commissioner Hill signed as witness
Ali Levasseur will return original to City Clerk's office and keep a copy for FFC records
Approval of Minutes: Commissioner Parks motioned to approve minutes from October 28,
2013 meeting. Commissioner Hill seconded, all approved.
Old Business:
General manager distributed following update: Relative to the Commission Meeting
held on October 28, 2013 and the Commission's motion to invite representatives
from the business community to a meeting to discuss the importance of the
"proposed" engineering study - when funds become available in July, 2014 and "if
the City approves the funds be used in this manner—
City of Dubuque Leisure Manager and Contract Administrator, Marie Ware has
responded favorably to the Commissions interest in pursuing an engineering study
on Five Flags event viability. Marie has recommended — prior to setting a meeting
involving other business leaders — the Commission focus in the short run on an
educational process of familiarization with Five Flags. The familiarization process
might include the following procedure:
• Become an expert on the venue structure and usage before bringing in interested
community partners
• Take a familiarization tour of Five Flags
• Become familiar with venue spaces, venue vernacular, and locations of:
• Locker Rooms, North Dressing Rooms, Meeting Space, Sound Booth, Arena, Box
Office, Storage Areas, Administrative Offices, Elevator, Mechanical Rooms,
Custodial Closets
• Understand venue's current usage challenges — relative to types of hosted events
• Study trends in the event industry
• Schedule site visits to other venues (local and regional)
In summary, she is recommending that if the interest in pursuing an engineering
study on Five Flags is driving the Commission to action, prepare a timeline to tackle
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the educational process in order to effectively describe the Five Flags structural
challenges and how that translates to events and event driven revenue opportunities.
• Commissioner Parks asked what the expected results are of the Engineering Study
• General Manager explained the study would explore possible structural changes
to create a more efficient multiuse building focusing on sports and large concerts.
• Commissioners agreed to a timeline of familiarization /education meetings over the
next months. General Manager will have timeline to commissioners by mid -
February.
New Business:
General Manager distributed the Annual Report that will be presented to City Council on
Monday February 3, 2014
• Highlighted information is pie chart that shows 91 % of all events are local and
regional, %9 are national touring shows
Financial, Accounting Reports:
Don Howe, Director of Finance delivered the Financial Report
Year -To Date:
• Actual YTD Adjusted Gross Income is less than the YTD budgeted income by $25,797.
• Actual YTD Total Indirect Expenses are less than the YTD budgeted expenses by
$8,782.
• Actual YTD net loss is greater than the YTD budgeted net loss by $17,015.
Forecast:
• December's forecast projected to be over budget at years end by $1,056.
(Removal of a dance competition due to low registration impacted December's forecast.)
Benchmark:
• We are forecasted to be over the Benchmark at year's end by $3,386.
General Manager, Joyce White, highlighted items from the following reports:
Operations Department:
Upgrades and improvements during the first quarter included the following efforts:
• Monthly safety meetings were typically held on the second Wednesday of each month
during the second quarter. Monthly Safety Topics have included "Global Harmonized
System GHS — OSHA's Final Rule "; "OSHA Ladder Requirements "; and
"Recordkeeping ".
• Safety Committee members continue to conduct 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, the Operations Department reports that
as of December 31, 2013, Five Flags staff is 100% compliant in the following areas: Written
Safety Reports; and Staff Training. Five Flags is 92% compliant with the "Findings" of a
self - directed inspection. The remaining area of compliance involves installing handrails
above the north dressing rooms in the arena. Funding for that project has been placed in
the CIP 2015 budget.
• A customer service and safety training program was held in November for all full and part -
time personnel. Videos on "Customer Service" and "Sexual Harassment" were view as
part of the training and a safety evacuation drill was also conducted.
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• In conjunction with a CIP purchase for audio visual upgrades in the meeting rooms and
lower promenade, have been made and all equipment received and installed. Specifically,
flat screen message centers have been placed in strategic locations throughout the lower
promenade and over the Box Office service window. 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.
Marketing, Promotions, and Events Interests:
Primary marketing activities during the first quarter for FY14 included the following:
• Past Quarter "Initiatives ":
o Contracted with Live Nation for a February 13, 2014 arena date with "The Band Perry."
o Contracted with Troupe America, Inc. for an April 17 theater date for two showings of "A
Mighty Fortress Is Our Basement ".
o Contracted with Act 5 Entertainment for a theater performance of 50 Shades: The
Musical in February.
o Five Flags will be presenting the Jim McDonough Spring Concert Tour in May, 2014.
o Communicated with Iowa High School State Basketball Association and committed
to offering Five Flags as a host site for early rounds of the state basketball tournament —
beginning in March, 2015. IHSSBA is considering revamping the current state playoff
structure and will make a ruling in early 2014. Should the re- structuring occur, Five
Flags would be considering a 10 -year potential availability commitment to host early
tournament rounds.
o Currently have booking "holds" for WWE in June 2014; Harlem Globetrotters in
January 2015; and Disney Live in February 2015.
o Placed a "hold" for a Cardin Circus date in May 7, 2014
• Past Quarter Event "highlights ":
o Sesame Street Live "Make A New Friend" played Five Flags for the shows prior to
Thanksgiving Holiday in November — which is their traditional Dubuque show date.
o Dubuque Drum and Bugle Corp held their fall auditions over a full weekend following
Thanksgiving. The Corp occupied the full arena, meeting rooms, promenades, and
theater stage. Included in their full- weekend of activities was their annual fall banquet.
o Jim McDonough Holiday Grande 2013 played two shows in the theater in mid -
December to a loyal group of fans.
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Five Flags hosted the third bi- annual "All the Way Home" informational expo in
October. The event was coordinated by the Tri-State Veterans Association and
funded by the Veteran's Administration.
o Dock Dogs Annual Awards Gala and Awards Banquet was a new component of the
overall Dock Dogs World Championships hosted in November at Five Flags. The
social aspect of the gala (food stations and bars) were set up in the Lower Promenade
and the theater was utilized for the awards ceremony.
o St. Mark's Enrichment Center moved the location of their annual Jingle Bell Hop from
the Dubuque County Fairgrounds to Five Flags in December. The venue's downtown
location was advantageous to many of the families who utilize St. Mark's services.
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o Dubuque Area Labor Management Council sponsored "Career and Technical Fair"
for sophomores from area high schools in October. Students interacted with local area
employers and activities included operating a front -end loader and simulator.
o Five Flags added another dance studio to our client list. Almost Famous Dance Studio
booked their winter recital at the Five Flags Theater. The event was scheduled for
December and inclement weather resulted in the event moving to January. The Almost
Famous Spring Recital will be held in May, 2014.
July 2013
Rising Star - "The Music Man"
City Civil Service Testing
All that Jazz - "rain site"
OCTOBER
DSO Rehearsals
DSO Arts Trek
Tri -State Veterans `All the Way
Home" Conference
Fly -By -Night "Moonlight and
Magnolias"
DALM Council "Career/Tech
Day"
City Leadership Meeting
Civil Service Test
FIVE FLAGS EVENT CALENDAR — FY14
First Quarter Events
August 2013
Rising Star - "Annie"
All that Jazz - "rain site"
Irish Hooley — "rain site"
Civil Service Testing
Second Quarter Events
NOVEMBER
UD Phi Beta Sigma Social
Loras College Open Wrestling
DSO rehearsals /performances
Dbq. Sr. HS "Time Stands Still"
Dock Dog World
Championships & Awards Gala
Sesame Street Live "Make A
New Friend"
Colts Drum and Bugle Corp
City Leadership Meeting
City Human Rights Meeting
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"
DECEMBER
DSO rehearsals performances
Dubuque Rotary Holiday Party
Jingle Bell Hop
Jim McDonough Holiday
Grande
Dubuque Dance Studio
Night Storm Teen Dance
Colts Drum & Bugle Corp
practice
City Leadership Meeting
Staff Development
Staff updates and activity occurring during the first quarter includes the following:
• Staff Activity
o Joyce White, has continued with monthly commitments and served as Chair for Dubuque
Convention and Visitor's Bureau nine - member board. She 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 and Chamber Ambassador ribbon cuttings.
o Dubuque Rotary Club recently recognized members who had achieved the Paul Harris
Fellow service status. Joyce White was recognized for receiving her third Paul Harris Fellow.
o As a member of the Advisory Board for Dubuque Convention and Visitor's Center, a
twenty- member board, Don Howes has attended the bi- monthly board meetings.
o Alyson Tasker was elected as 2014 President for Dubuque Jaycees. Other community
service included assisting with the holiday decoration of Washington Park.
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o John Richardson was nominated to the Dubuque American Legion Post 6 Board of
Directors. John is past- Commander of the Post and continues to serves as the editor of
Postscript, the local post's newsletter.
o Ali Levasseur was elected as 2014 President ofDCFAS in addition to having been nominated
by her alma mater, Clarke University, for the Rising Star Alumni Award. Ali also served on
the Carnegie Stout Public Library Art Subcommittee and attended monthly meetings.
o Dan Holtkamp volunteered time as a stagehand for the Hope Church Christmas pageant.
• 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.
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 April 28, 2014 at 3:30PM. Five Flags
staff will place an email "Thursday before" to remind commissioners of the meeting.
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