Minutes_Five Flags Civic Center Advisory Commission 11 27 14 G
is i encs Five Flags Civic Center Advisory Commission Meeting
rL%ILa Monday October 27, 2014
—" a nap proved by commission
PRESENT: McKenzie Hill, Bryce Parks Tyler Daugherty, Rod Bakke
STAFF PRESENT: Marie Ware, Don Howes, Shaun Ince, Ali Levasseur
OTHERS PRESENT:
MINUTES Commissioner Parks motioned and Commissioner Daugherty seconded to approve
APPORVED; the minutes of the Aug 20, 2014meeting. The motion passed unanimously.
VOTE:
OLD BUSINESS: Director of Finance, Don Howes delivered the follovang old business:
Five Flags Center feasibility study has been placed on the Qty Council priority
list. Commissioners can meet with City Manager Mike VanMllligen at Public
Input meeting held Monday November 24, 2914 at 5.15PM In City Council
Chambers of the Federal Building.
• Commissioners discussed that they would plan to be mere and bring the
same fiver created by Commissioner Daugherty.
NEW BUSINESS: Director of Finance, Don Howes informed commission of General Manager, Joyce
White's recovery. General Manager White has been out from surgery, plans to realm
to work on November 17, 2914.
Commissioner Daugherty asked if the Commission Pays still Interested In developing
a Foundation for Five Flags. Commission discussed and determined this was a good
time to look into the process. Commissioner Hill will contact Eric Dregnetohave
someone from Community Foundation attend the January 2e, 2915 meeting Path
information
FINANCIAL Director of Finance, Don Howes delivered follovang report
REREPORT
Quarter:
• We were over July's monthly budgeted net loss by$4,389
• We were underAugust's monthly budgeted net loss by$13,729
• We were under Septembers monthly budgeted net loss by$5,434
Year-To Date:
• Actual YTD Adjusted Gross Income is more than the YTD budgeted
• Ame by$7 880.
ctual YTD Total Indirect Expenses is les than the YTD budgeted
expenses by$6 893.
• Actual YTD net loss is less than the YTD budgeted net loss by
$14773
Benchmark:
We are forecast to be les than the benchmark at ears end by
$18,474
OPERATIONS Don Howes delivered follovang report
REPORT: Upgrades and inpuroverrreMs during the first quarter of FY15 included the
follovAng efforts:
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Safety Committee
• Safety meetings with Safety Topics have including "How to Conduct a
Safety Committee Meeting," "Changing Behaviors to Impact Safety", and
"What to do in Case of Fire".
• The Emergency Evacuation Plan", which was last reviewed in 2012, was
discussed and final touches are currently underway.
• First quarter committee inspections included the theater, balcony, main floor,
basement, backstage, and scene shop. 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
• Included cleaning and setting events
• Replaced two exterior windows that had been damaged by BB gun shot. One
window was located on Locust Street and the other on Main Street.
• Maintaining "Bigfoot" (the venue's maintenance software) —which has
recently transition to "Altum", an upgraded maintenance software platform
• Finalized the following annual inspections:
o Renewal of the SMG/Five Flags Dram Shop with the State of Iowa
o Renewal of the SMG certificate of Liability Insurance
o Renewal of the SMG/Five Flags food service license with the City of
Dubuque
o Renewal of Performance / Surety Bond
o Occupancy Inspection by the Dubuque Fire Department
o Hoist and fall protection inspection
Technical Operations
• Bid information for FY15 CIP equipment (listed below) has been submitted to
City of Dubuque Leisure Services and awaiting approval:
o Soft goods for Arena
o Stage lighting from second balcony of Theater
• Purchased four wireless, mobile credit card units which will have a one-year
payback (versus leasing the units)
MARKETING Marketing Coordinator Ali Levasseur delivered following report
PROMTIONS &
EVENTS REPORT Primary marketing activities during the first quarter for FY15 included the
following:
Past Quarter"Initiatives":
• Five Flags finalized contracts with The Price is Right Live to produce one show
at Five Flags Arena on November 19.
• A Tribute to Neil Diamond was recently added to the theater event calendar on
October 4.
• Mars Venus Live will make a return play date in the theater on October 25.
• Harlem Globetrotters finalized the contract for their bi-annual Dubuque Five
Flags date on January 4, 2015.
• Five Flags launched our first ever "Christmas in July" promotion - offering pre-
sale opportunities for four upcoming Christmas shows including Oak Ridge Boys
Christmas, DSO Holiday Celebration, Jim McDonough Holiday Grande, and
Mannheim Steamroller Christmas. Management was pleased with number of
tickets sold and gross ticket sales.
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Past Quarter Event "highlights":
Local and Regional Shows this past quarter included:
• Rising Star Theatre Company staged two musical productions this past quarter:
"Tarzan"and "Peter Pan"— both productions incorporated a professional fly
system. Peter Pan was double cast. Production Company principals and board
members also celebrated their fifth year in summer production at the Five Flags
Theater and held a ribbon cutting in the theater prior to the opening of their
season.
• Irish Hooley executed their "rain site" contract with Five Flags, due to inclement
weather, and held their annual "Hooley" in the arena. The "indoor" event was well
attended and the relationship with the Irish Hooley promoters and Five Flags
management is excellent.
• End of Summer Jam, a hip hop event, was held in the Bijou Room. The event
was successful for both Five Flags and the promoter.
• Phi Beta Sigma, a Social Fraternity at University of Dubuque, held their "back
to school" social in the Bijou Room. The fraternity has been utilizing the Bijou
Room for off campus activities approximately twice during the school year for the
past several years.
• DSO's Art's Trek, performed one of their two annual educational concerts for
district fifth and third graders, on September 11.
Commissioners also reviewed the quarterly event totals and event listing.
STAFF Don Howes delivered following report:
DEVELOPMENT Staff updates and activity occurring during the first quarter of FY15 included
REPORT the following:
Staff Activity
• Joyce White, has continued with commitments and served on the nine-member
Board of Dubuque Convention and Visitor's Bureau. This quarter, she has
attended one monthly board meeting, signed expenses checks when required,
and consulted with Keith Rahe, President and CEO of the CVB. Additional board
memberships included Dubuque Main Street and Dubuque Main Street
Executive Board. As First Vice-Chair for the Dubuque Chamber of
Commerce, Joyce attends Executive Board and full Board meetings. When
available, Joyce attends Chamber Ambassador ribbon cuttings.
• 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.
• As 2014 President for Dubuque Jaycees, Alyson Tasker holds bi-monthly board
meetings and general membership meetings. Alyson worked beer sales at
Dubuque Main Street All that Jazz events and as the Jaycees 2014 Fireworks
Chair, helped plan the July 3'' Fireworks on the River with partner Radio
Dubuque. Alyson attended the 2014 Iowa Jaycees Fall All-State Convention in
Cedar Rapids where two local Dubuque entrepreneurs, Tom Rauen and Josh
Jasper received the Outstanding Young Iowan award from the Iowa Jaycees.
• As 2014 President ofDCFAS, Ali Levasseur, lead monthly board meetings and
worked with Treasurer to update financial information. Ali focused on her work as
Assistant Exhibit Coordinator and Bar Manager for Voices Productions with over
100 volunteer hours during the Voices Exhibit.
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SMG Corporate Conference Calls
• Ali Levasseur participated in monthly regional conference calls to discuss
marketing initiatives.
• Alyson Tasker 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.
New Staff Position
• Five Flags management conducted interviews and filled the newly created
position of Director of Events and Operations. Shaun Rice, currently
employed as Event Services at SMG/Kansas Expocentre, Topeka, Kansas,
will be on board in early October.
• Five Flags management conducted interview and filled the position of Marketing
Coordinator. Ellyse Salter began at Five Flags late October.
OTHER BUSINESS: Commissioner Daugherty asked what could be done as Commissioner Scott had
missed another meeting.
• Ali Levasseur stated that Commission City Code 2-4-8 states that if a
commission member has missed at least two-thirds (66%) of regularly
scheduled meetings with any twelve month period, commission can
recommend to the city council that the said Commissioner be replaced.
• Reviewing minuets, Adrienne Scott has has missed 75% of regularly
scheduled meetings.
o Jan 27, 2014 — present; signed oath of office
o April 28, 2014— absent
o July 28, 2014 —absent
o Oct 27, 2014 —absent
It was then moved by Commissioner Parks and seconded by Bakke Commission
communicate with City council to recommend Adrienne Scott be replaced on the Five
Flags Civic Center Commission. The motion was passed unanimously.
• Ali will send the correct language to Commission Chair Hill to deliver to City
Clerk Kevin Firnstahl.
ADJURN; It was moved by Bakke, seconded by Parks, that the meeting be adjourned. The
VOTE: motion passed unanimously.
NEXT MEETING: Next quarterly meeting held in the General Manager's Office on Monday January 26,
2015 at 3:30PM. Five Flags staff will place an email "Thursday before"to remind
commissioners of the meeting.
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