Report Submission - ID: 17Admin177 Author(s): Hannah Singleton Unit of Analysis ID Number: 145 Sector: Provost's Office Division : College of Visual & Performing Arts Unit for Assessment: Dennison Theatre State the mission, objectives, and primary functions of this unit. : Established in 1935, the George & Jane Dennison Theatre is a 1,100-seat proscenium-style venue fully equipped for all types of performances. The theatre is unique because of its capacity, sound quality, and equipment, having the only orchestra shell within 100+ miles. The primary function and objective of the Dennison Theatre, is to bring in diverse performers and speakers to Missoula and UM. The venue culturally enhances the campus and Missoula community; is the primary support venue for the School of Music large ensembles and festivals; and works to provide practical educational opportunities for students studying theatre, music, or entertainment management. Identify the primary users of the unit.: Internal Users Dennison Theatre is utilized for University events and lectures including but not limited to orientations, presidential lectures, graduation ceremonies, School of Music hosted state and regional festivals, and other performances. External Users Dennison Theatre hosts music concerts, lectures, Supreme Court visits, church services, funeral services, and other performances. The list of the great performers and productions that have graced this stage is too long to provide, but a few include Lucinda Williams, Emmylou Harris, Lyle Lovett, George Jones, Merle Haggard, Loretta Lynn, Jesse Jackson, Tom Brokaw, Al Gore, Clarence Thomas, and Tracy Morgan. The Dennison Theatre also hosts regular/annual events that include The Moscow Ballet, Missoula Symphony Orchestra, Arts Missoula First Night, a summer Theatre Camp, Banff Film Festival, International Wildlife Film Festival, Vienna International Ballet Experience, and regional body building championships. Submit Organizational Chart : 17Admin177_SubmitOrganizationalChart_1002103940.pdf Complete the FTE Detail Excel spreadsheet provided in the link below.: 17Admin177_CompletetheFTEDetailExcelspreadsheetprovidedinthelinkbelow_1002103941.pdf Using the space below, address any issues with your FTE Detail Sheet.: No data appeared on the 5 yr overview sheet because the organization number for the Dennison Theatre was listed as 334130 which belongs to the School of Theatre & Dance. The information related to FTE and auxillary revenue and expenses for Dennison Theatre is collapsed in with the School of Theatre & Dance overview. I built the
information for the Dennison Theatre in a new sheet in the attached data sheet and the five individual fiscal year sheets. Finance: Budget and Financial Planning,Purchasing/Procurement,Accounts Payable Human Resources: Employee Training,Employee and Labor Relations,Employee Hiring (recruitment through on-boarding),payroll Processing Communications: Marketing and Communications,Website Maintenance/Development,Event Planning Development: Fundraising Facility Services: Building Maintenance,Custodial Services Criteria 1. - Bullet 1.: The Dennison Theatre s primary contribution to the Strategic Plan is diversity by offering programs of distinction, including cultural and entertainment opportunities. The Dennison Theatre is a multi-use facility with a large capacity, box office, concessions, and reception space. It is the largest indoor theatre on campus and in the community, allowing outside promotors to utilize the facility for touring shows. It can bring in artists and educators from any field adding value to the campus and community. Criteria 1. - Bullet 2.: The School of Music, CVPA, UM and the Missoula community utilizes the Dennison Theatre for performances that cannot be done in other spaces on-campus or in the community. Without the Dennison Theatre, UM and certain community organizations would struggle to offer specific programming. The Dennison Theatre, thanks to support from UM Administration, charges internal units less and typically only labor and equipment charges. In addition, the Dennison Theatre will occasionally offer discounted rates to community organizations, like Missoula County Public Schools, Arts Missoula First Night and Missoula Symphony Orchestra, so that they can offer necessary programming and this supports the mission of the Dennison Theatre. If resources, like the support from UM Administration, are reduced the theatre would be forced to charge building rate to internal units and a more competitive rate to community organizations. For example, as of 2016, the Wilma Theatre in Downtown Missoula starts at $4,500 for building rent, and the Dennison Theatre starts at $1,200. Internal units would not be able to afford the theatre and therefore would not be able to continue with large ensembles and festivals. In addition, with less events per year the Dennison Theatre would struggle to save funding for maintenance of the building and upgrading equipment. Criteria 2. - Bullet 1.: Demand is measured by the number of rentals/events. FY13 had 39 internal events and FY17 had 34 internal events Internal events have decreased slightly. Since the Dennison Theatre is a unique venue some events can only be done here. However, there are some events at are no longer offered. For example, the Grizzly Marching Band did a performance in FY13 but due to the cost of the Dennison Theatre rental the concert is no longer a part of the marching band s schedule. We anticipate internal demand to remain steady as long as the space rental cost continues to be offset by UM Administration allowing the theatre to maintain the reduced rates for UM units. Criteria 2. - Bullet 2.:
Demand is measured by the number of rentals/events. FY13 had 37 external events and FY17 had 41 external events External events have increased due to efforts by the Director to bring in new and varied performances, as well as build relationships with promotors so that shows return annually. We anticipate external demand to remain steady at approximately 40 performances per year based on current bookings and relationships. We continue to look for ways to grow. Criteria 3. - Bullet 1.: There are no current assessments to reference because of specific variables that are unique to the Dennison Theatre, such as the reduced rate for internal users and the reserved dates for the School of Music while the event calendar is finalized each year. The Dennison Theatre has compared its staffing to a similar venue in Billings, MT. The Al Berta Bair venue seats 1,400 and has a slightly larger stage. As of 2016, they employ 12 full-time and 6 part-time staff, plus volunteers. The Dennison Theatre had 2 full-time employees and an average of 3 FTE temporary staff and students in the last five years. Criteria 3. - Bullet 2.: The Director teaches in the School of Business Administration for its Entertainment Management Certificate (Venue Management, Event Planning, and History of Music Industry). He also attends the annual Pollstar Conference for concert industry professionals and has been a member of the Montana Performing Arts Consortium Board for 22 years, the last 10 as its President. The Technical Director stays active in the professional theatre world by consulting outside of UM and providing technical directing work for Missoula Children s Theatre and other MT theatre/dance schools and professional companies. Criteria 3. - Bullet 3.: NA the Dennison Theatre does not currently engage in research/creative scholarship as part of its mission. Criteria 3. - Bullet 4.: The Dennison Theatre does not currently engage in for credit teaching/instruction as part of its mission. However, the Dennison Theatre does provide a site for practical application of skills for ASUM Production students and has provided guest lecturers for Entertainment Management and School of Theatre & Dance rigging classes. Criteria 4. - Bullet 1.: Auxiliary funds are the primary source. All event revenues and space rental allocations and all personnel and operational expenses run through an auxiliary fund (these funds are currently under the School of Theatre & Dance Organization Number). Auxiliary funds are also used as space holders for ticket sales when an event is promoted by GrizTix (these funds are currently under the Visual & Performing Arts Organization Number). o FY13 Revenue $380,343 Expenses $376,646 o FY14 Revenue $379,761 Expenses $386,982 o FY15 Revenue $400,049 Expenses $424,489 o FY16 Revenue $411,113 Expenses $403,665 o FY17 Revenue $436,811 Expenses $453,380 Designated funds reflect a specialized R&R account used for facility repairs and improvements. (these funds are currently under the Visual & Performing Arts Organization Number). o FY13 Revenue $0 Expenses $9,956 o FY14 Revenue $0 Expenses $0 o FY15 Revenue $0 Expenses $0 o FY16 Revenue $0 Expenses $2,444
o FY17 Revenue $0 Expenses $4,816 Criteria 4. - Bullet 2.: As an auxiliary funded unit, the major impacts on revenue and expenses are related to use of the facility. Event revenue remained flat in FY13 and FY14 and has seen growth each year since. This is due to the Director s change in focus because of community competition from new venues, such as the Wilma. The Director had to decrease focus on popular external music artists and bring in more of a variety, which continues to enhance the primary mission of bringing in diverse cultures and entertainment. Personnel expense have always been lean which can be seen in the low FTE numbers, however, expenses have out-paced revenue causing the Dennison Theatre to spend roll over saving three of the last five years. This limits the Dennison Theatre ability to save for building and equipment maintenance. Criteria 4. - Bullet 3.: The Director started working with ASUM Productions for student staffing. This provides those students with additional hours and experiences and is more efficient for the Dennison Theatre since they pay one bill and do not have to complete personnel paperwork or provide significant training. This has allowed student employee FTE to remain low. Developed a new staffing model for FY18. This will significantly reduce temporary employment and add consistency. The overall FTE is 2.25 in staff positions, with 1.5 FTE of that being intermittent, event driven hours. This will improve efficiency by significantly reducing personnel paperwork and training. o The theatre has partnered with the Adams Center and UMArts Box Office to sell tickets so that an additional ticket software isn t needed and there is consistency for customers. o The theatre co-promotes shows with ASUM Production, which reduces risk for both parties and allows for diverse artists. Criteria 4. - Bullet 4.: External revenue supports about 51% of the Dennison Theatre expenses. Everything except the UM Administration space rental fee is external revenue comprised of ticket sales, concessions, merchandise, labor, and building rent. The space rental fee supports the reduced rate for UM units and reimburses the Dennison Theatre for the bond payment, which is 34% of the total expenses. Criteria 5. - Bullet 1.: Invest in leadership and invest in people The theatre will work with School of Music, School of Theatre & Dance, School of Business, and ASUM Productions to explore the development of an Arts Management Certificate. The Dennison Theatre can also be utilized as a practical educational opportunity allowing students to be a part of the promotion and front of house (ushering, security, box office, and concessions) aspects of an event. Engage students where they are and partner with place The theatre will continue to grow and develop the cultural and entertainment offerings it brings to the UM campus. Heart of curriculum The theatre will look at partnering with School of Theatre & Dance to provide educational opportunities that allow theatre majors/minor to gain practical experience with the equipment and rigging system in the Dennison Theatre which is different than what is in the PARTV Montana Theatre and Masquer Theatre. Criteria 5. - Bullet 2.: The Dennison Theatre has already engaged in personnel restructure to assist with efficiency and cost-savings, by reducing time and money spent on paperwork and training. In addition, the fiscal and personnel services were centralized within the Dean s Office.
Criteria 5. - Bullet 3.: With additional resources the theatre could upgrade equipment and address building issues such as water damage on wall and carpet, seats in the balcony, lack of wireless internet, and electrical upgrades that are needed for industry standard equipment. This improves the look and capabilities of the Dennison Theatre which could lead to additional bookings. Program funding would allow for a Performing Arts Series to be developed allowing the Dennison Theatre to bring in artists around a yearly theme or concept. The series would grow the mission of the Dennison Theatre and could be combined with class workshops aligned with the artists discipline, adding depth to curriculum.