UPACA BOARD OF DIRECTORS meeting minutes draft - Revision 1
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General Information
- Government Type
- Interlocal
- Entity
- Utah Performing Arts Center Agency
- Public Body
- Board of Directors
Notice Information
- Notice Title
- UPACA BOARD OF DIRECTORS meeting minutes draft
- Notice Tags
- Arts
- Notice Type(s)
- Meeting
- Event Start Date & Time
- February 22, 2024 09:00 AM
- Event End Date & Time
- February 22, 2024 10:00 AM
- Description/Agenda
- Meeting of the UPACA BOARD OF DIRECTORS Thursday February 22, 2024, 9:00am O.C. Tanner Lounge- Eccles Theater w/Cisco WebEx option Attendees: Darrin Casper, Angela Vanderwell, Sarah Dibble, Jacque Jones, Matt Castillo, Lucas Goodrich, Tori Wood, Robin Chalhoub, Arlyn Bradshaw, Krystal Cardenas, Katie Hansen, Dee-Dee Darby-Duffin, Helen Langen, Danny Walz, Roll call and Introductions: Mr. Casper called the meeting to order at 9:01am. Welcome: Mr. Casper welcomed all. Review public comments: No public comments. Approval of minutes: October 19,2023. (December 2023, no UPACA meeting held) Ms. Chalhoub moved the request to approve the minutes. Ms. Hansen moved to second. Unanimously approved. Arts & Culture Patron Services Highlights: Accessibility Overview & Toolkits, and Junior Usher Program - Krystal Cardenas Accessibility Overview Ms. Cardenas launched a slide presentation. True accessibility is things being accessible without having to be asked. Clients will be able to access these services for patrons. Advised the Board what is now available: Welcoming Service Animals; Curb to Seat Service; Assistive Listening Devices; Wheelchair accessible locations. Transfer seats with movable arm. Abravanel Hall only- Weighted pads that assist with sensory overload. These services are also available on request; Clients can also add these services to their shows/events: Audio Description, Sign Language and Open Captioning. Toolkit provides phone numbers of vendors who provide these services. How to provide sensory friendly services. Performance modifications: Reduction of loud or jarring sounds. Reductions in flashing or strobe lights. Keeping the house lights turned up as much as possible. Accommodated house rules: Audience members are free to talk or move during the show. Scheduling extra staff and volunteer support. Revised seating/house capacity. Providing intermission activities. Junior Usher Program This new program started in the fall. We currently have 14 youth ushers. Objectives; usher recruitment and SLCO Arts & Culture engagement and education. By creating a separate program for youth ushers, we can give more specific attention and training. This would be achieved by requiring less shifts per month, program would fit with busy school schedules and this program would be impactful for teens who are eager to be involved in the arts community. Opportunity to see a Broadway event. Guaranteed Saturday matinee. View of what opportunities are available locally in the Arts. Help these young people engage with the public, not be shy since they need to assist patrons. Ms. Chalhoub asked about having group service ushers? We haven't had a group come in for a service project, would like to set this up in the future. Ms. Chalhoub gave some suggestions on different youth groups we could reach out to. Ms. Langen gave the Board feedback from her father who did usher by quit because of parking and was not allowed to sit down. Ms. Cardenas said we are now able to provide parking passes and have a place where they can sit down. Arts & Culture: Updated Eccles Theater Site Fee Waiver Policy - Matt Castillo The updated Eccles Theater site fee waiver policy was emailed to the Board before the meeting, so each member had a chance to review it. The document provided information on purpose, procedure, and review criteria. Mr. Castillo mentioned that this is the same policy/information that was discussed in the previous Board meeting on October 19,2023. We now want to put in place a formal process for fee waivers, reminding the Board there is a standard form and they need to meet requirements. He invited the Board to ask questions. Ms. Hansen asked about the timeline for this process, or how long does it take to get the waiver through? Mr. Castillo recommends that anyone interested in submitting a fee waiver needs to request 4-6 weeks in advance of the next Board meeting, this would allow time for the Board to review in a timely manner. Our event managers will make sure they identify the timing and appropriate board meeting at which this will be accessed. Then requesting the documentation. Ms. Hansen also asked how many few waivers are requested, is it a common thing? Advised we usually receive 1-2 per year. Not a frequence request. A discussion ensued on the policy and all questions were answered before the vote. Ms. Bradshaw moved to approve the update to Eccles Theater Site Space Fee Waiver Policy. Mr. Walz moved to second. Unanimously approved. Tin Angel Restaurant at Eccles Theater Renewal Amendment Review - Angela Vanderwell A copy of the contract agreement between SL County and Tin Angel was emailed to the Board prior to this meeting. Ms. Vanderwell explained the amendment to the Board and briefly reviewed what was discussed on this issue at the last Board meeting on October 19, 2023. This amendment shows the renewal which now ends on April 25,2029. Subcommittee members: Ms. Jennifer Bruno, Ms. Katie Hansen and Ms. Dee-Dee Darby-Duffin expressed their support for renewal back in October. Ms. Vanderwell also took and answered questions from the Board. Ms. Hansen moved to approve Tin Angel at the Eccles Restaurant Amendment. Mr. Walz moved to second. Unanimously approved. Co-promoter procurement discussion - Matt Castillo, Angela Vanderwell Mr. Castillo advised this is an informational item and no action is needed. Mr. Castillo, Ms. Vanderwell, and the team have been preparing the procurement process to put in place new agreements for the co-promotional partners. The reason we are doing it now is because the base agreements we have now with our current partners will expire in 2025 and 2026. Because of the time required for booking shows, putting seasons together, all those things, if we end up with a different contractor for those agreements, they will need time to onboard based on the booking cycles. We will follow all city, state, and county ordinances for procurement for this type of agreement. One important thing we want to share with you all please do not discuss this procurement process with any potential responders, all questions regarding this must go through the County contracts and procurement office. We don't want to give anyone an unfair advantage, we don't even want to give a perception of unfair advantage. We don't want any respondents to contest the results of the procurement process. Ms. Vanderwell will send the Board the contact information for anyone who reaches out to the Board on this item. Eccles Theater Sponsor & Donor Servies 2023 Highlights - Tori Wood Ms. Wood gave a slide presentation on the Sponsor & Donor Services Highlights. We saw a 41% increase in individual box seat activation. This expansion of the program represents an additional $59K in gross revenue. We have a 96% retention rate. Major sponsors: Delta Air Lines- they just renewed, contributing $65K each season. Goldman Sachs - this marks their 7-year sponsoring the Eccles. We have a list of Legacy donors that we have worked with since the inception of the theater. We provide them use of Miller lounge during shows as well as private events. This last year with Ken Garff we hosted a luxury vehicle display in conjunction with our 'Steppin' On Main' event series. Mr. Casper asked what the $23K Goldman Sachs sponsorship includes. Ms. Wood answered the benefits we provide are tickets, use of Miller lounge, parking validations, receive a ticket bank of 40 tickets they can decide which shows their clients & employees would be interested in and distribute them. Mr. Casper discussed the sponsorship with Ms. Wood. Mr. Castillo advised the Board that we do an analysis when we do these sponsorships to make sure it is fine, and we do adjust them. Ms. Hansen asked about the smaller sponsorships increase, how it is evaluated and process for corporate sponsorships and different levels and pricing. Ms. Vanderwell answered this question, explained there is fair burden, advised how we are doing our box sponsorships now and the pricing. Eccles Theater 2023 Preliminary Final and 2024 Q1 Budget and Activity Reports - Sarah Dibble, Angela Vanderwell Budget and Activity Reports were emailed to the Board prior to this meeting. Mr. Casper welcomed Ms. Dibble. She gave an overview of the Budget and Activity reports that were sent out explaining the statistics. 2023 is not finalize but so far looks great. We were able to keep our costs down for the year. Went over what the distribution would be between City and County. Ms. Vanderwell advised the Board we projected 1.1 million in profit with Broad across America we realized 1.6 million. Live at the Eccles we projected $400K and we realized $600K. For site, 2023 was a good year. For the first quarter of 2024 we are doing very well. It was identified that site revenue is still improving, utilization is improving. We have a new resident at the Ecles site and brought on an activation site manager in July which will help us build utilization of site. Regent Street Black Box utilization will be growing in 2024 with what is scheduled on the calendar at this time, 2023 was at 45% are projection for 2024 is 61%. Mr. Castillo explained what full utilization looks like in a theatre business. Site is heading in the right direction. Arts for All: This supports community engagement. This budget is looking good for this year also. Director Updates - Angela Vanderwell We had a big winner with the show Bluey! Just hosted the show Six for 2 weeks, set a tour record! Yesterday we announced our 2024-2025 season, and we added an additional show. Since relaunching our technical outreach program, we had the opportunity to do an event with six and will do another one with MJ which is opening next week. We are starting to work on carpet replacement, going through the process. You'll be hearing more as we move forward. Meeting adjourned at 10:00am. Next Meeting: April 25,2024 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
- Electronic telephonic participation is available for this Body upon request.
Meeting Information
- Meeting Location
-
Eccles Theater- Tanner Lounge
131 S Main St.
Salt Lake City, UT 84101
Show in Apple Maps Show in Google Maps - Contact Name
- Angela Vanderwell
- Contact Email
- avanderwell@slco.org
- Contact Phone
- (385)468-2524
Notice Posting Details
- Notice Posted On
- February 22, 2024 11:54 AM
- Notice Last Edited On
- June 20, 2024 12:40 PM
Audio File Address
- Audio File Location
- https://slco.webex.com/slco/ldr.php?RCID=90ead7c9574282cc649f71fa22113745
Board/Committee Contacts
| Member | Phone | |
|---|---|---|
| Deirdre Darby-Duffin | spearce@slco.org | (385)468-1011 |
| Darrin Casper | dcasper@slco.org | (385)468-7075 |
| Jennifer Bruno | jennifer.bruno@slcgov.com | (801)535-7600 |