Meeting of the
UPACA BOARD OF DIRECTORS
Thursday June 20, 2024, 9:00am
O.C. Tanner Lounge- Eccles Theater
w/Cisco WebEx option
Attendees: Angela Vanderwell, Sarah Dibble Lata, Jacque Jones, Matt Castillo, Robin Chalhoub, Cate Kizerian, Joel Thompson, Jenn Niedfeldt, Darrin Casper, Jennifer Bruno, Rachel Otto, Dee-Dee Darby-Duffin, Helen Langan, Isaac Higham, Craig Wangsgard, Kate Ithurralde
Roll call and Introductions: Mr. Casper called the meeting to order at 9:04 am.
Welcome: Mr. Casper welcomed all.
Review public comments: No public comments.
Approval of minutes: April 25, 20204 meeting minutes
Ms. Bruno moved the request to approve the minutes. Ms. Darby-Duffin moved to second. Unanimously approved.
Annual Open Meetings Act Training - Craig Wangsgard
Mr. Wangsgard went over the public meetings act listed below.
1)
Public policy statement: the Advisory Board exists to aid in the conduct of the people's business. The Board should a) take its actions openly, and b) conduct its deliberations openly.
2)
Meeting: convening of the Board, with a quorum present, whether in person or electronically, for the purpose of conducting public business within its jurisdiction.
3)
General rule: Board meetings are open to the public unless there is a legal basis for closing.
4)
Public notice: must contain meeting agenda, date, time, and place, and be published in written form at the Board office and on the Utah Public Notice Website not less than 24 hours before the meeting. Agenda topics must be provided with reasonable specificity.
5)
Minutes: written minutes and a complete recording must be kept of Board meetings,
including
a record of votes. Approved minutes must be provided to the public within 3 business days of the meeting. The public and media may also record Board meetings.
6)
Closed meetings: may only be held for specified reasons listed in the Act. Meetings may only be closed if a quorum is present and 2/3 of the Board votes to approve closing the meeting. Ordinances, resolutions, rules, regulations, contracts, and appointments cannot be approved in a closed meeting. State Reason on the record prior to closing. Minutes and recording of the closed meeting generally must be kept.
7)
Allowable Reasons to Close: See Utah Code Ann. 52-4-205.
8)
Electronic meetings: allowable subject to notice requirements and establishment of a physical anchor location that is open to the public and where the Board normally meets. Electronic meetings may be held without a physical anchor location upon written findings of the Chair. Good for 30 days
9)
Chance or social meetings: the Act does not apply to chance or social meetings of Board members, but such meetings may not be used to circumvent the Act.
10)
E-mails and texts: the Act does not restrict Board members from transmitting electronic messages to each other when the Board is not convened in an open meeting. (Recommend not communicating via email or test during meetings)
11)
Penalties: the remedy for violations of the Act is a suit to void any nonpublic final action taken by the Board. The Attorney General, District Attorney, and private plaintiffs may bring action to enforce or compel compliance. Courts may also review the legality of closed meetings. Attorney fees may be awarded. Knowing or intentional violations of the Act are also publishable by a Class B misdemeanor.
12)
May cure defect through remedial action in a later meeting.
The purpose of this document is to provide Board members annual training on the requirements of the Utah Open and Public Meetings Act, as required by Utah Code Ann. § 52-4-104. This document provides a general overview of the Act's requirements and should not be considered exhaustive. Questions on specific legal issues related to the Act should be directed the District Attorney's Office.
A question-and-answer period was opened to the Board, no questions.
Eccles Theater Concessionaire Contract Draft - Angela Vanderwell
A copy of the contract agreement was emailed to the Board prior to this meeting for their review. Ms. Vanderwell explained the Eccles Theatre Concessionaire contract agreement
termed out with our provider; we went through the RFP competitive process. The committee awarded the contract to Utah Food Service, which is the current concessionaire, they will continue in the venue. Basic details: three-year term with two additional three-year renewals, a 9-year total award. The commission is 30% aggregate of the food and beverage gross receipts.
A question-and-answer period was opened to the Board.
Ms. Darby-Duffin moved to approve the concessionaire contract. Ms. Bruno moved to second. Unanimously approved.
2025 Eccles Theater Capitol Project Budget Proposal and review of 5-year capital projects plan - Angela Vanderwell, Matt Castillo, Joel Thompson, Cate Kizerian
A copy of the the proposed Capital Projects was emailed to the Board prior to this meeting for their review. Mr. Castillo advised the Board this work is based off the 30-year facilities maintenance plan to see where we are with various life cycles, and we meet with our resident arts organizations as well to learn what the most pressing needs are.
Mr. Thompson gave a brief overview of this year's projects in 2024. Early stage of carpet selection, in August will engage stakeholder groups and targeting January to have the final decision on carpet. Looking at replacing the stage feed devices, working on having a digital signage package upgraded, audio visual cores, and environmental feasibility study for the solar load in the lobby. Asked for any questions on 2024 projects, no questions.
Mr. Thompson and Ms. Kizerian went through the 2025 projects. The carpet will be installed in 2025.
Radio Compliance: Requesting $150K to replace the two-way radio handsets that are used for Theatre Operations, due to changes in the Utah First Responder radio networks. New radios will be required to operate on the Utah Communications Authority (UCA) networks when the network transition takes place. Arts & Culture will see current radios if possible, and these radios would also be available to be redeployed in case of a Countywide emergency where other communications system might be unavailable. Request to use funds from the Capital Reserve Account.
In-house Security system: Requesting $175K to purchase a deployable weapons detection system for event security, this system is currently being rented for LIVE and Broadway performances as a shared co-promotions expense. Purchasing this system and A & C billing it to rental clients would be a more cost-effective method for providing security measures. Over the 5-7 yr. useful life the equipment will generate a net-positive income for the theatre. Request is to use funds from Building Operations. Mr. Castillo explained how this will generate revenue after about 18-months; why it is coming from the Building Operations fund and not the Capital Reserve Fund. Said we are tracking the Capital Reserve fund to ensure we have adequate income for this fund to pay for all projects.
Building Delta Stage Surface Replacement: Requesting $168,826 to replace and upgrade the current Masonite stage surface with a superior, longer lasting Masonite stage surface. The life span of the Masonite will reach its end of life in 2025; wear and tear on the stage now presents a concern, it could potentially compromise the integrity of the stage, jeopardizing the safety of performers. Request to use funds from the Capital Reserve Account.
Mr. Thompson gave the projects for 2026: Solar load project phase two, based on improving technology looking at the video wall, furniture upgrade, backstage furniture in dressing rooms (front of house). 2027- issues with cell services, IT manager is working on this issue. 2028- Delta line sets.
A question-and-answer period ensued. All questions were answered.
Ms. Bruno moved to approve the 2025 proposed Capitol Project Budget. Ms. Darby-Duffin moved to second. Unanimously approved.
Patron & Contractor Code of Conduct Overview - Matt Castillo, Angela Vanderwell
Mr. Castillo went over the SL County Arts & Culture Contractor Code of Conduct and briefly went over Patron Code of Conduct. These documents were emailed to the Board prior to this meeting.
Mr. Castillo reminded the Board in their last meeting we discussed how we wanted to make sure there was a clear understanding, awareness as well as obtaining feedback on continually improving our contractor standards of conduct and patrons' standards of conduct. These two documents have been formally introduced across all of arts & culture. This is incorporated into all our contracts, and it basically outlines what our expectations are in terms of conduct.
Contactor Code of Conduct document outlines Inappropriate and Unprofessional Behavior, including but not limited to conduct towards Patrons and staff. Treatment of County property. Displaying of offensive materials. Use of email, social media, etc. for harassment or discrimination. Impairment by drugs/alcohol. Violent behavior. Disregarding safety regulations and Theft.
The document outlines the procedures for someone to act if they encounter any of the Inappropriate and Unprofessional Behavior. Mr. Castillo went over the main points of the procedure, emphasizing to the Board we're maintaining a safe and respectful and inclusive space here. One area we need to make it clear that it is the responsibility of the Contactor to make all subcontractors aware of this policy.
The Patron Code of Conduct outlines theatre etiquette for Patrons to follow: respectful and courteous, sit in your purchased seats, confirm dates before arrival, follow house rules, follow all Federal, State, City, County laws and statues.
Mr. Castillo brought this policy to the attention of Board to make them aware of it and request any feedback on improving this process.
Mr. Castillo opened it up to a question-and-answer period. Ms. Darby-Duffin made a comment about if the contractors are sharing/sending this information to their artists, labors, etc. getting these groups to agree, getting signatures that they have received them. Mr. Castillo said we'll take a look at this process.
Arts & Culture Civic Museum Program Presentation - Kate Ithurralde
Ms. Ithurralde presented the Board with a Civic Museum overview. Civic definition: way to describe people or things that have an official status in a town or city (civic leaders of SL County) Also, to describe the duties or feelings that people have because they belong to a particular community (a sense of civic pride)
Civic museums are those that have a particular emphasis on the relation between a place and its people. This is achieved through embedding in a place while curating a new perspective on the way that place's story is told. They reveal the past so they can make sense of the present and shape the future.
The SL County Civic Museum is an Art in Public Places project that provides welcoming spaces to exhibit unheard and often overlooked narratives of our community. Through community partnerships, it is committed to promoting the mission and programming of cultural and other nonprofit organizations.
The Board was shown examples of potential partnerships. There are three public places for exhibition venues: Mid-Valley Performing Arts Center, SL County Government Center, and Eccles Theater.
To be eligible for the Civic Museum, applicants must meet at least one of the programs criteria. These were given to the Board. Each partnering organization term is two years.
A selection subcommittee of the SL County Arts & Cultural Advisory Board. This subcommittee will be composed of community members, County staff and at least one member of the SL County Arts & Cultural Advisory Board. The Subcommittee will review and evaluate the applications based on certain criteria: Alignment with Mission, Community Impact, and Feasibility. Ms. Vanderwell said this museum would live in the north end of the building. The Board was presented with the timeline process for applications.
We will have our first summer installation at Eccles, beside the Winter installation at the Christmas time. Showed the Board a slide with the summer art installation. Gave the Board a glimpse of the Winter installation by Eric Warner.
You may follow arts in public places on Instagram.
Ms. Ithurralde answered the Board members questions.
Eccles Theater Q2 Budget and Activity Reports - Sarah Dibble Lata, Angela Vanderwell
Ms. Dibble Lata and Ms. Vanderwell went through the Q2 budget and Active reports with the Board, these reports were emailed to the Board prior to this meeting.
Ms. Dibble Lata advised that building revenue of 3.6 million. doing great. Live events exceeding expectations. Bringing in more revenue than spending.
Site: revenue at $52K now at 32% budgeted, Regent Street booked at 53%, this is expected to rise by the end of year. Mr. Castillo said the bottom line is we are at 36% of what was approved, and we continue to stay within that amount as well; site space is a continuous focus for us, and we are growing this area. Our new team is getting additional activity.
Arts for All: Revenue at $79K, above revenue goal. On track for a very good year. Ticket utilization in May ended with a rate of overall of 82%, we're getting a good return on the use of those tickets.
General Manager Updates - Angela Vanderwell
Ms. Vanderwell advised that summer installation, 'Puddle Jumpers,' will go up next week. Will do maintenance work in July, getting ready for Hamilton. Salt Lake Beats will be June 22 on McCarthey Plaza. Ms. Niedfeldt went over the specifics of this event.
Meeting adjourned at 9:58am.
Next Meeting: August 22,2024
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 2
5
c. June
20
d. August
22
e. October
24
f. December 1
2
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
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Meeting Number:
2481 231 7560
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