PRESENT: STAFF PRESENT: Five Flags Civic Center Advisry Cmmissin Meeting Mnday July 28, 2014 Apprved by Cmmissin McKenzie Hill, Bryce Parks, Tyler Daugherty, Rd Bakke Marie Ware, Dn Hwes, Ali Levasseur OTHERS PRESENT: MINUTES APPORVED; VOTE: OLD BUSINESS: It was mved by Bakke, secnded by Parks, t apprve the minutes f the April 28, 2014 meeting. The mtin passed unanimusly. Dn Hwes infrmed the cmmissin General Manager Jyce White has taken shrt term disability leave, while White is ut Dn Hwes is the acting General Manager. White was nt able t get the histry infrmatin tgether fr cmmissin members befre taking her leave. Cmmissiner Parks and Bakke had n reprt n the creatin f a Friend f Five Flags Fundatin Cmmissiner Daugherty recmmended a special meeting fr the cmmissin t gather infrmatin and talking pints t discuss with City Cuncil members befre their gal setting meetings August 25-26, 2014. Marie Ware will cllect CIP infrmatin fr the cmmissiners. Ali Levasseur will cllect building infrmatin and reach ut t SMG buildings fr infrmatin n feasibility studies. Cmmissin will meet Mnday August 4, 2014 at 3:30PM at Five Flags Center fr discussin n future f Five Flags Center. NEW BUSINESS: FINANCIAL REREPORT Directr f Finance, Dn Hwes delivered new business under departmental reprts Directr f Finance, Quarter: We are under June's mnthly budgeted net lss by $8,784. Julien Internatinal Film Festival added mre screenings, a gala, and pre-receptin that added $8,000 t ut bttm line. Year-T Date: Actual YTD Adjusted Grss Incme is mre than the YTD budgeted incme by $13,897. Actual YTD Ttal Indirect Expenses is less than the YTD budgeted expenses by $11,439. Actual YTD net lss is less than the YTD budgeted net lss by $25,336. Benchmark: End f Year Lss is $829,034 (cld change with perid 13 reprting). Benchmark $852,040.00 FY14 lss $829,034.00 Amunt split fr Incentive Fee $23,006.00 SMG Incentive Fee $11,503.00 Page 1 f 5
OPERATIONS REPORT: Upgrades and imprvements during the furth quarter f FY14 included the fllwing effrts: Safety Cmmittee Mnthly meetings with Mnthly Safety Tpics have including Electrical, Slips Trips and Falls, and Inclement Weather. Reviewed The Emergency Actin Plan s Inclement Weather The inclement weather plan needs sme minr updates, but it was determined an updated versin f the entire Emergency Actin Plan is necessary because it was last reviewed in 2012. During furth quarter cmmittee inspected the full basement level and bth prmenades. Upn cmpletin f the walk-thrugh, the Safety Chair cmpiled and presented the ntes t the specific department head fr review and crrectin f any ptential safety vilatins. Rutine Maintenance included cleaning and setting events maintaining Bigft (the venue s maintenance sftware) Finalizing the fllwing annual inspectins: Midwest Backflw Services (dmestic water) 4/2014 Wrk Frce Iwa Elevatr inspectin 5/2014 State Biler Inspectin 6/2014 Technical Operatins Finalized Arena speaker re-build befre scheduled graduatins in May. Assisted with install f prfessinal Fly Equipment fr Rising Star Theatre Cmpany prductins f Tarzan and Peter Pan Scheduled and finalized annual Fall prtectin inspectin June 30, 2014 Finalized FY14 CIP purchase f Hearing Assistance equipment fr Theater Sent ut bids fr FY15 CIP equipment Sft gds fr Arena Stage lighting frm secnd balcny f Theater. MARKETING PROMTIONS & EVENTS REPORT Marketing Crdinatr Ali Levasseur delivered fllwing reprt Primary marketing activities during the third quarter fr FY14 included the fllwing: Primary marketing activities during the furth quarter fr FY14 included the fllwing: Past Quarter Initiatives : Five Flags finalized cntracts with Christmas events and began planning a Christmas in July prmtin pre sale fr the event. Christmas events include Oak Ridge Bys Christmas, DSO Hliday Celebratin, Jim McDnugh Hliday Grande, and Mannheim Steamrller Christmas. Dubuque Symphny Orchestra 2014-2015 seasn was cntracted. Five Flags Theater will hst their tw Arts Trek events, tw Classics cncerts, and the Hliday Celebratin and Family cncerts. We are hsing ne less cncert frm last year. Cmmunicatin has begun with a prmter t bring The Price is Right Live t Page 2 f 5
Five Flags Arena in Nvember. Past Quarter Event highlights : Natinal Turing Shws this past quarter included: RAIN A Tribute t the Beatles, the same prmter as Mannheim Steamrller brught this shw. Great perfrmance with great prductin and a gd crwd. Church Basement Ladies, A Mighty Frtress is Our Basement presented ne perfrmance t an intimate crwd. American Breweriana Assciatin Natinal Cnference was held at the Hliday Inn, Five Flags Arena was used fr the Buy Sell Trade Shw, anther great cllabratin. Natinal Hlstein Cnventin Dinner and Auctin was held Five Flags, the cattle was hused here fr a full week. The space was a true multi-purpse n the night f the auctin with cattle strage, auctin ring and seating, alng with the dining area. Additinal pieces f the cnventin were held thrughut twn and rganized by the Cnventin and Visitrs Bureau. Lcal and Reginal Shws this past quarter included: Julien Internatinal Film Festival held three f their anchr events in the Five Flags Theater and Ballrm space. Majestic, Orpheum, and Biju Rms were utilized all weekend fr film screenings. Theater was used fr the pening ceremnies, Silent Film Shwcase, and Awards Gala. A decratr with Five Flags equipment transfrmed the Ballrm fr the Gala after party. Dancing with the Stars Dubuque Style returned t Five Flags Theater fr a secnd year. Great attendance and a fun time by all. Gerge Carden Kaaba Shrine Circus returned fr the furth year. A different Shrine hsted the circus this year, great attendance. We utilized a new system fr exdus between shws. Five Flags Theater hsted Wahlert High Schl s, The Drwsy Chaperne, Heartland Financial Emplyee Family mvie, Almst Famus Dance Recital, Studi 5678 Dance Recital, and Jim McDnugh Spring Cncert. Five Flags Arena hsted Graduatins fr Nrtheast Iwa Cmmunity Cllege, Hempstead and Senir High Schl. Cmmissiners als reviewed the quarterly event ttals and event listing. STAFF DEVELOPMENT REPORT Staff updates and activity ccurring during the furth quarter f FY14 included the fllwing: Staff Activity Jyce White, has cntinued with mnthly cmmitments and served as Chair fr Dubuque Cnventin and Visitr s Bureau nine-member bard. She has met the bard n a mnthly basis and regularly has met and cnsulted with Keith Rahe, President and CEO f the CVB. Additinal bard memberships included mnthly meetings with Dubuque Main Street and Executive Bard, and as 2 nd Chair fr the Dubuque Chamber f Cmmerce, Jyce attends mnthly Executive Bard and full Bard meetings. Typically, Jyce attends thee r s mnthly Chamber Ambassadr ribbn cuttings. As a member f the Advisry Bard fr Dubuque Cnventin and Visitr s Center, a twenty-member bard, Dn Hwes has attended the bimnthly bard meetings. As 2014 President fr Dubuque Jaycees, Alysn Tasker hlds bi-mnthly bard meetings and general membership meetings. Alysn wrked beer sales Page 3 f 5
at American River Festival and Dubuque Main Street All that Jazz events. Jaycees als cleaned the Fairgrund as part f the YP Days f Caring. As 2014 President f DCFAS, Ali Levasseur, lead mnthly bard meetings, vlunteered and assisted with Rgue Cllectins Epch event, the 37 annual DubuqueFest Fine Art Fair and Festival, and Dubuque Area Writers Guild annual bk release. She als attended the first Iwa Arts Summit put n by Iwa Department f Cultural Affairs and Iwa Arts cuncil. Ali cntinued t attend weekly bard meetings fr Vices Prductins. SMG Crprate Cnference Calls Ali Levasseur participated in mnthly reginal cnference calls t discuss marketing initiatives. Alysn Tasker, Jhn Richardsn, and Bb Richardsn participated in mnthly reginal cnference calls t discuss peratinal initiatives. Jyce White participated in twice-mnthly natinal and reginal cnference calls t discuss theater and arena rutings. Staff Retirement Jhn Richardsn fficially retired May 30, 2014. Staff held a small lunchen party in his hnr. Any cntinuing medical expenses frm his fall in February will be cvered thrugh Five Flags wrkman s cmpensatin insurance prvider. Cmmissiner Bakke mtined the hnr and thank Jhn Richardsn fr his years f service and wish him well in his retirement. Cmmissiner Parks secnded, all apprved. Five Flags management has re-written jb descriptins fr all current psitins and created a new rganizatinal structure. Five Flags is nw hiring a Directr f Events and Operatins and will als hire a part time Marketing Assistant. Staff Training Required safety training t btain recertificatin fr hurly and full-time persnnel included: TIPS (safe alchl practices) training AED/CPR Onging training t each department is being assigned n a mnthly by utilizing the Bigft sftware package. SMG Crprate Cnference Calls Ali Levasseur participated in mnthly reginal cnference calls t discuss marketing initiatives. Alysn Tasker, Jhn Richardsn, and Bb Richardsn participated in mnthly reginal cnference calls t discuss peratinal initiatives. Jyce White participated in twice-mnthly natinal and reginal cnference calls t discuss theater and arena rutings. OTHER BUSINESS: End f year purchases included: Flush valves Bigft sftware supprt Office furniture fr peratins, event, and receptin staff Page 4 f 5
New Organizatinal Chart fr Five Flags Staff implemented July 2014 Dn Hwes discussed steps and wrk ver the past year t create the new titles and psitin at Five Flags Center. Mare Ware discussed her participatin in the prcess. The new rganizatinal chart is similar t larger SMG buildings. Tw peple, instead f eight peple, will be reprting directly t Jyce White which shuld prvide mre time t fcus n bking events t the building. Resumes have been cming in and interviews wil begin sn fr Directr psitin. Office staff have new titles and Event Manager Ali Levasseur will hire a part time Marketing Crdinatr t supervise. ADJURN; VOTE: It was mved by Parks, secnded by Bakke, that the meeting be adjurned. The mtin passed unanimusly. NEXT MEETING: Next quarterly meeting held in the General Manager s Office n Mnday Octber 27, 2014 at 3:30PM. Five Flags staff will place an email Thursday befre t remind cmmissiners f the meeting. Page 5 f 5