Minutes_Civic Center 7 28 1471
FIVE FLAGS
CENTER
PRESENT:
STAFF PRESENT:
OTHERS PRESENT:
MINUTES
APPORVED;
VOTE:
OLD BUSINESS:
NEW BUSINESS:
FINANCIAL
REREPORT
OPERATIONS
Five Flags Civic Center Advisory Commission Meeting
Monday July 28, 2014
Unapproved by Commission
McKenzie Hill, Bryce Parks, Tyler Daugherty, Rod Bakke
Marie Ware, Don Howes, Ali Levasseur
It was moved by Bakke, seconded by Parks, to approve the minutes of the April 28,
2014 meeting. The motion passed unanimously.
Don Howes informed the commission General Manager Joyce White has taken short
term disability leave, while White is out Don Howes is the acting General Manager.
White was not able to get the history information together for commission members
before taking her leave.
Commissioner Parks and Bakke had no report on the creation of a "Friend of Five
Flags" Foundation
Commissioner Daugherty recommended a special meeting for the commission to
gather information and talking points to discuss with City Council members before
their goal setting meetings August 25-26, 2014. Marie Ware will collect CIP
information for the commissioners. Ali Levasseur will collect building information and
reach out to SMG buildings for information on feasibility studies. Commission will
meet Monday August 4, 2014 at 3:30PM at Five Flags Center for discussion on future
of Five Flags Center.
Director of Finance, Don Howes delivered new business under departmental reports
Director of Finance, Don Howes delivered following report:
Quarter:
We are under June's monthly budgeted net loss by $8,784.
• Julien International Film Festival added more screenings, a gala, and
pre -reception that added $8,000 to out bottom line.
Year -To Date:
• Actual YTD Adjusted Gross Income is more than the YTD budgeted
income by $13,897.
• Actual YTD Total Indirect Expenses is less than the YTD budgeted
expenses by $11,439.
• Actual YTD net loss is less than the YTD budgeted net loss by
$25,336.
Benchmark:
• End of Year Loss is $829,034 (cold change with period 13 reporting).
Benchmark $852,040.00
FY14 loss $829,034.00
Amount split for Incentive Fee $23,006.00
SMG Incentive Fee $11,503.00
Don Howes delivered following report:
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REPORT: Upgrades and improvements during the fourth quarter of FY14 included the
following efforts:
MARKETING
PROMTIONS &
EVENTS REPORT
• Safety Committee
o Monthly meetings with Monthly Safety Topics have including Electrical,
Slips Trips and Falls, and Inclement Weather.
o Reviewed The Emergency Action Plan's "Inclement Weather" The
inclement weather plan needs some minor updates, but it was determined
an updated version of the entire Emergency Action Plan is necessary
because it was last reviewed in 2012.
o During fourth quarter committee inspected the full basement level and
both promenades. Upon completion of the walk-through, the Safety Chair
compiled and presented the notes to the specific department head for
review and correction of any potential safety violations.
• Routine Maintenance
o included cleaning and setting events
o maintaining "Bigfoot" (the venue's maintenance software)
o Finalizing the following annual inspections:
• Midwest Backflow Services (domestic water) 4/2014
• Work Force Iowa Elevator inspection 5/2014
• State Boiler Inspection 6/2014
• Technical Operations
o Finalized Arena speaker re -build before scheduled graduations in
May.
o Assisted with install of professional Fly Equipment for Rising Star
Theatre Company productions of Tarzan and Peter Pan
o Scheduled and finalized annual Fall protection inspection June 30,
2014
o Finalized FY14 CIP purchase of Hearing Assistance equipment for
Theater
o Sent out bids for FY15 CIP equipment
• Soft goods for Arena
• Stage lighting from second balcony of Theater.
Marketing Coordinator Ali Levasseur delivered following report
Primary marketing activities during the third quarter for FY14 included the following:
Primary marketing activities during the fourth quarter for FY14 included the
following:
Past Quarter "Initiatives":
• Five Flags finalized contracts with Christmas events and began planning a
Christmas in July promotion pre sale for the event. Christmas events include
Oak Ridge Boys Christmas, DSO Holiday Celebration, Jim McDonough Holiday
Grande, and Mannheim Steamroller Christmas.
• Dubuque Symphony Orchestra 2014-2015 season was contracted. Five Flags
Theater will host their two Arts Trek events, two Classics concerts, and the
Holiday Celebration and Family concerts. We are hosing one less concert from
last year.
• Communication has begun with a promoter to bring The Price is Right Live to
Five Flags Arena in November.
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Past Quarter Event "highlights":
National Touring Shows this past quarter included:
• RAIN — A Tribute to the Beatles, the same promoter as Mannheim Steamroller
brought this show. Great performance with great production and a good crowd.
• Church Basement Ladies, A Mighty Fortress is Our Basement presented one
performance to an intimate crowd.
• American Breweriana Association National Conference was held at the
Holiday Inn, Five Flags Arena was used for the Buy Sell Trade Show, another
great collaboration.
• National Holstein Convention Dinner and Auction was held Five Flags, the
cattle was housed here for a full week. The space was a true "multi-purpose" on
the night of the auction with cattle storage, auction ring and seating, along with
the dining area. Additional pieces of the convention were held throughout town
and organized by the Convention and Visitors Bureau.
Local and Regional Shows this past quarter included:
• Julien International Film Festival held three of their "anchor events" in the Five
Flags Theater and Ballroom space. Majestic, Orpheum, and Bijou Rooms were
utilized all weekend for film screenings. Theater was used for the opening
ceremonies, Silent Film Showcase, and Awards Gala. A decorator with Five
Flags equipment transformed the Ballroom for the Gala after party.
• Dancing with the Stars Dubuque Style returned to Five Flags Theater for a
second year. Great attendance and a fun time by all.
• George Carden Kaaba Shrine Circus returned for the fourth year. A different
Shrine hosted the circus this year, great attendance. We utilized a new system
for exodus between shows.
• Five Flags Theater hosted Wahlert High School's, The Drowsy Chaperone,
Heartland Financial Employee Family movie, Almost Famous Dance Recital,
Studio 5678 Dance Recital, and Jim McDonough Spring Concert.
• Five Flags Arena hosted Graduations for Northeast Iowa Community College,
Hempstead and Senior High School.
Commissioners also reviewed the quarterly event totals and event listing.
STAFF Don Howes delivered following report:
DEVELOPMENT Staff updates and activity occurring during the fourth quarter of FY14 included
REPORT 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
Executive Board, and as 2ntl Chair for the Dubuque Chamber of
Commerce, Joyce attends monthly Executive Board and full Board
meetings. Typically, Joyce attends thee or so monthly Chamber
Ambassador ribbon cuttings.
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 As 2014 President for Dubuque Jaycees, Alyson Tasker holds bi-monthly
board meetings and general membership meetings. Alyson worked beer sales
at American River Festival and Dubuque Main Street All that Jazz events.
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Jaycees also cleaned the Fairground as part of the YP Days of Caring.
o As 2014 President ofDCFAS, Ali Levasseur, lead monthly board meetings,
volunteered and assisted with Rogue Collections Epoch event, the 37
annual DubuqueFest Fine Art Fair and Festival, and Dubuque Area
Writers Guild annual book release. She also attended the first Iowa Arts
Summit put on by Iowa Department of Cultural Affairs and Iowa Arts council.
Ali continued to attend weekly board meetings for Voices Productions.
• SMG Corporate Conference Calls
o Ali Levasseur participated in monthly regional conference calls to discuss
marketing initiatives.
o Alyson Tasker, John Richardson, and Bob 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.
• Staff Retirement
o John Richardson officially retired May 30, 2014. Staff held a small luncheon
party in his honor. Any continuing medical expenses from his fall in February
will be covered through Five Flags workman's compensation insurance
provider.
o Commissioner Bakke motioned the honor and thank John Richardson for his
years of service and wish him well in his retirement. Commissioner Parks
seconded, all approved.
o Five Flags management has re -written job descriptions for all current
positions and created a new organizational structure. Five Flags is now hiring
a Director of Events and Operations and will also hire a part time Marketing
Assistant.
Staff Training
• Required safety training to obtain "recertification" for hourly and full-time
personnel included:
o TIPS (safe alcohol practices) training
o AED/CPR
• Ongoing training to each department is being assigned on a monthly by utilizing
the Bigfoot software package.
SMG Corporate Conference Calls
• Ali Levasseur participated in monthly regional conference calls to discuss
marketing initiatives.
• Alyson Tasker, John Richardson, and Bob Richardson participated in monthly
regional conference calls to discuss operational initiatives.
• Joyce White participated in twice -monthly national and regional conference calls
to discuss theater and arena routings.
OTHER BUSINESS: Don Howes delivered following report:
• End of year purchases included:
o Flush valves
o Bigfoot software support
o Office furniture for operations, event, and reception staff
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ADJURN;
VOTE:
NEXT MEETING:
• New Organizational Chart for Five Flags Staff implemented July 2014
. General Manager
.Directors
. Managers/Supervisors
. Part -Time
Five Flags Organizational Chart
General Manager
(Joyce White)
Director of Events /
Operations
Event Manager
(Ali Levasseur)
FOH Staff
Marketing
Mechanical Operations
Manager
(Bob Richardson)
Operations Supervisor
(Ron Swift)
Crew
Technical Production
Manager
(Dan Holtkamp)
Crew
Director of Finance /
HR Designee
(Don Howes)
F & B Manager
(Angie Cross)
F & B Staff
Box Office Manager
(Alyson Tasker)
Box Office Staff
Don Howes discussed steps and work over the past year to create the new titles and
position at Five Flags Center. Mare Ware discussed her participation in the process.
The new organizational chart is similar to larger SMG buildings. Two people, instead
of eight people, will be reporting directly to Joyce White which should provide more
time to focus on booking events to the building. Resumes have been coming in and
interviews wil begin soon for Director position.
Office staff have new titles and Event Manager Ali Levasseur will hire a part time
Marketing Coordinator to supervise.
It was moved by Parks, seconded by Bakke, that the meeting be adjourned. The
motion passed unanimously.
Next quarterly meeting held in the General Manager's Office on Monday October 27,
2014 at 3:30PM. Five Flags staff will place an email "Thursday before" to remind
commissioners of the meeting.
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