General Information

Government Type

Interlocal

Entity

Utah Performing Arts Center Agency

Public Body

Board of Directors

Notice Information

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Notice Title

MEETING OF THE UPACA BOARD OF DIRECTORS, Meeting minutes

Notice Tags

Arts

Notice Type(s)

Meeting

Event Start Date & Time

April 25, 2024 09:00 AM

Event End Date & Time

April 25, 2024 10:00 AM

Description/Agenda

Meeting of the UPACA BOARD OF DIRECTORS Thursday April 25, 2024, 9:00am O.C. Tanner Lounge- Eccles Theater w/Cisco WebEx option Attendees: Angela Vanderwell, Sarah Dibble, Jacque Jones, Matt Castillo, Robin Chalhoub, Arlyn Bradshaw, Katie Hansen, Dee-Dee Darby-Duffin, Helen Langan, Danny Walz, Lucas Goodrich Roll call and Introductions: Ms. Darby-Duffin called the meeting to order at 9:01 am. Welcome: Ms. Darby-Duffin welcomed all. Review public comments: No public comments. Approval of minutes: February 22, 20204 meeting minutes Ms. Hansen moved the request to approve the minutes. Ms. Langan moved to second. Unanimously approved. Eccles Theater Q1 Budget and Activity Reports and discussion of proposed budget adjustment- Sarah Dibble Lata, Angela Vanderwell Information on Eccles Theater Q1 Budget and the SITE budget adjustment was emailed to the Board prior to this meeting. MS. Dibble explained to the Board the information that was sent to them in a previous email. She advised that we are ahead of revenue projections, all areas doing well. We are under on expenditures. Two items' lines on the Site budget that show negative, Ms. Dibble explained to the Board what they mean. One of them is due to an expense that was attributed to 2023 the revenue will come in 2024 and off set it once we receive that payment, and on the second one for $888 it was an accounting error which is in the process of being corrected. Mr. Castillo and Ms. Vanderwell both said Site revenue is trending upward, this year it is expected to be between 55% - 60%, up from 45% from last year. Ms. Dibble said Arts for All revenue is ahead of projected revenue, they had an issue with an employee's salary it was allocated to the wrong place, working on getting this fixed it will be corrected in the next report. Budget Adjustment request. We are seeing a significant increase in charge backs from fraud schemes, these fraud schemes are increasing nationwide. We are working to find a process to eliminate this problem. Currently, it is a manual process worked by our staff, taking 80-100-man hours to go through each of these charges back to do the research on them. We submitted some requests to some companies to try to find some solutions to prevent this from happening. We have found there are companies out there that would guarantee our charge backs and they can increase our sales percentage. We would like to proceed to go to an RFP to get some proposals from these companies that would like to provide this service to us. This is what the adjusted budget is for. We are estimating what we think the costs would be, this has been built from our ticket sales. There is a small amount that is allocated to the site budget, but the majority of fraud schemes are predominantly at Eccles and occur especially around the timing of a popular show like Hamilton. This is where we see most of our charge backs. We are hoping to have this new process implemented to help mitigate the loss of charge backs by the time Hamilton starts on July 1st. We are requesting you approve this small budget request. A question-and-answer period ensued. Ms. Hansen moved to approve SITE budget adjustment for Chargeback Management software. Ms. Langan moved to second. Unanimously approved. Board Business Process Overview - Angela Vanderwell, Matt Castillo Mr. Castillo stated that 2 items came to his and Ms. Vanderwell attention. 1). A process for Board members on how to bring business to the Board's agenda. 2). Concerns with violations of Code of Conduct. Mr. Castillo said to bring business items to the Board's Agenda to please contact him, Ms. Vanderwell, Mrs. Darby-Duffin or Mr. Casper on the subject you need the Board to review. This will then be added to the agenda. Contact them by phone or email. Mr. Castillo explained to the Board we have been updating our Code of Conduct policy. This Code of Conduct policy is posted on our website and in Eccles and our other sites. We have a policy for our patrons; we also have one for our clients and staff. Mr. Castillo wanted the Board to know we are working with our Attorney to establish a process on Code of Conduct violations and also violations of contract terms, steps on how to address it, how it is reported, etc. Once we have set this official process up with legal counsel we will be presenting it to the Board. Ms. Vanderwell said after this meeting she will send the Board members' contact information they need to contact staff and other Board members. 2023 Eccles Theater Annual Report - Matt Castillo, Angela Vanderwell Ms. Vanderwell presented a slide show for the Board highlighting Eccles' stats for 2023. We are growing our programs, and trending upward in all areas. Broadway at Eccles: 8 Season titles, 72 Performances, 158,693 attendees, 173,108 tickets, 6,818 new ticket buyers, 97.32% occupancy. Live at the Eccles: 41 Titles, 66 Performances, 117,581 attendees, 120,371 tickets, 14,497 new ticket buyers, 74.97% occupancy. Eccles Theater Technical Outreach (ETTO) Mission: Identifying, nurturing, and developing the next generation of theatrical technicians. 2 Events were held for ETTO: Rain: A tribute to the Beatles: July 2023. 11 high school and college students observed a load-in, participated in Q&As with professional technical staff, and took a technical tour of the venue. Sound Board Masterclass: October 2023. 14 students from the University of Tuah's audio engineering class attended a four-hour deep dive into the Eccles Theater audio system and took a network tour. Community activation events which were free and open to the public: Steppin' On Main: 11 performances from June to September Salt Lake Speaks: Slam Poetry Exhibition July 7 Salt Lake Beats: Live Local Indie Bands July 8 Salt Lake Speaks: Love in All Languages August 25 Lights on! Reception: Community invited inside Eccles for Holiday festivities Nov 20th. Patron Services had 15,985 volunteer hours, 2023 was the launch of the Youth Usher Program for Broadway shows, includes weekly training and youth ushers volunteering at Saturday matinees. Also, the beginning of offering sensory sensitivity items for patrons. The presentation included slides on: 2023 Financial reports: Building operating budget, Net operating income to Owners, Site operating budget, and Arts of All operating budget. 2023 Annual Activity: Building annual activity report, site annual activity report. 2023 Theater Ticketing: Broadway Tickets issued, Popular Event Tickets issued, 'Other' Event Tickets issued, Utah Tickets Sales by County, Map of Utah Ticket Sales by County, National Ticket Sales by Region, and National Ticket Sales by Map. 2023 Theater Attendance: Theater building attendance, Theater site attendance. Ms. Vanderwell and Mr. Castillo explained the reports and numbers to the Board. Regarding the time constrains, she asked if anyone had questions to please reach out to them and they will provide you answers. Salt Lake County Arts & Culture Division Updates - Matt Castillo Mr. Castillo updated the Board about what is happening across the Division. Community engagement: Steppin; on Main - Free Friday night events in Grand Lobby, featuring local artists SL Speak & Beats - Poetry and local indie music events. Voces en Bloom - free bilingual concert on McCarty plaza, with National touring artist. Other Arts & Culture Venues Westside Culture Fest - 2-day festival at Mid-Valley celebrating Westside culture. Civic Museum - Open call for community exhibits located at Eccles, Government Center, and Mid-Valley. Art for Everyone Marketing Campaign - region wide campaign to showcase county-wide arts & cultural offerings. Southwest Valey Arts Center New regional arts center - Currently in early planning phase, to be located in Daybreak community. Programming features considered: Mid-size Theatre, Small Flexible theatre & rehearsal space, Visual art gallery and classrooms. ZAP - Zoo, Arts & Parks. Reauthorization education & awareness. This will be on the ballot this fall it is renewed every 10 yrs. ZAP summer happenings- ZAP summer passport free and discounted ZA_ supported events, with participants invited to summer-end celebration. ZAP impact program- series of workshops, lunch & learns, and an in-dept 6-month collaboration program. Meeting adjourned at 10:00am. Next Meeting: June 20,2024 2024 Meeting Schedule All meetings start at 9:00am and are held in the O.C. Tanner Lounge at the Eccles Theater with a Web-Ex option. (Dates, times, locations subject to change. Additional meetings may be added) a. February 22 b. April 25 c. June 20 d. August 22 e. October 24 f. December 12

Notice of Special Accommodations (ADA)

In compliance with the Americans with Disabilities Act, individuals needing special accommodations (including auxiliary communicative aids and services) during this meeting should notify Angela Vanderwell at avanderwell@slco.org.

Notice of Electronic or Telephone Participation

Cisco Webex Website Address: https://www.webex.com/ click 'Join' in the top right corner and then enter the meeting number information. OR Join from the meeting link https://slco.webex.com/slco/j.php?MTID=ma1fef0ee3c806da87c6a5b668176329f Or Call In Phone Numbers +1-213-306-3065 United States Toll (LA) +1-602-666-0783 United States Toll (PHX) Meeting Number: 2499 321 9181 Password: pKW4H4JgW4rElectronic telephonic participation is available for this Body upon request.

Meeting Information

Meeting Location

Eccles Theater- O C Tanner Lounge
131 S Main St.
Salt Lake City, UT 84111
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Contact Name

Angela Vanderwell

Contact Email

avanderwell@slco.org

Contact Phone

(385)468-2524

Notice Posting Details

Notice Posted On

April 25, 2024 03:10 PM

Notice Last Edited On

June 20, 2024 12:20 PM

Audio File Address

Audio File Location

https://slco.webex.com/slco/ldr.php?RCID=8b0ca825e7bc1736c659df8bcfa7a64d

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