Bluffdale Arts Advisory Board

a BLUFFDALE ~~ EST . 1943 ~~ BLUFFDALE ARTS ADVISORY BOARD MEETING AGENDA Saturday, March 19, 2022 Notice is hereby given that the Bluffdale Arts Advisory Board will hold a meeting via Zoom Saturday, March 19, 2022, scheduled to begi n at 9:00 a.m., or as soon thereafter as possible. REGULAR BUSINESS MEETING 1. Welcome and Roll Call 2. Approval of the January 29, 2022, Arts Advisory Board Meeting Minutes. 3. Discussion Items: a. Report on Shrek b. Refund policy for tickets c. Theatre i. Forever Plaid ii. The Importance of Being Earnest iii. Arsenic and Old Lace iv. Les Mis v. Guys and Dolls d. Love Where You Live Event- May 23 e. Arts in the Park f. Old West Days g. Additional items? 4. Other Business (Reports, Updates, Upcoming Items, Follow-up, etc.) 5. Scheduling of next Bluffdale Arts Advisory Board Meeting 6. Adjournment Dated this 17th day of March 2022 I hereby certify that copies of this agenda were posted on the Bluffdale City website www.bluffda le.com and the Utah Public Meeting Notice website www.pmn.utah.gov, and sent by email to the South Valley Journal, the Salt Lake Tribune, the Deseret Morning News, and each member of the Bluffdale Arts Advisory Board. ~~ Wendy L. Deppe, CMC City Recorder Note: In compliance with the American with Disabilities Act, Individuals needing assistance or other services or accommodation for this meeting should contact Bluffdale City Hall at least 24 ho urs in advance of this meeting at 801- 254-2200. TTY 7-1-1. BAAB Board and Committee Meeting March 19, 2022 M inuets taken by Marianne Dunn Prese nt: Laura Ga rn er Ruth Gledhill Amanda Luker Marianne Dunn Julie Fox Ke isha Pet erso n Joanne Frost Melan ie Gonzales Kerry Severn Minutes of January 29, 2022 meeting approved by: Voted on and approved minutes Ruth, Joanne, Amanda, Kerry, Laura Shrek Report : Julie: Awesome, fun great turnout from commun ity, everyone worked together very well, cast and techn ica l crew ve ry talented. Laura: Any changes to better? Julie: getting the sets a little bit earlier would help backstage crew and actors. Kerry: great to see large aud ience Laura: cleanup and strike- all pitched in, it was great. Still working on costumes to get back t o Sandy. Think we left table and speake r over at school which Laura will pick up. Amanda: tickets- need to get new smart tablets. Current ones do not work correctly. Need at least 2 tablets and probably 3 sma ller electronic devices for scann ing tickets. Amanda thinks Android system wou ld work just as well as App le. City has implemented a new cash box system and our syst em doesn't wo rk we ll, Amanda is looking into "Square" to help. Motion to approve new devices: all board members approved . Kerry: suggest doing Ve n mo. Ama nda says she' ll check w ith city about getting a city venmo account. Julie: says she thi nks Venmo does charge a fee. Amanda wi ll look into all options for payment options. Laura commends Ju lie fo r doin g such a great job. All second it! Refund policy for tickets: What's t he prob lem? Amanda sa id somebody wrot e in and asked for a refund. We did it but we need to have a refund policy w ritten. Keisha says standard policy to not refund money for not making it beca use of weather Amanda says we need to creat e a policy. Julie says stan dard to put no refund po licy, not able to use tickets, give receipt for a donation Marianne suggest s: "Tran sferrab le but no refund". All agreed. Theater: Kerry- all is going well with Forever Plaid. Boys sound awesome . Plaidettes? Would like intro act to warm things up. Need more advertising. Need it by Monday. Laura has advertising covered. Amanda will get it up on web and social media. Video from Plaid would be great. Joanne: Kerry do you need props. Laura says we have all props Kerry: some props need to be updated a bit. Joanne: says Tim Frost can help Kerry with props Mark Reid of city: pops into meeting and thanks everyone for all done Keisha: Need to hire any tech? Need to jump on fast Laura: no need to strike down in between because its April Julie: says she can help Kerry: says need spot operator Laura will check with past help for tech help. Julie: paid supervisor, 3 tech people, Keisha suggest we need to pay for all tech Laura says we don't have the money to pay for all help. It becomes a slippery slope. Keisha feels we should pay a smal l stipend to help. Laura asks where do we stop? Melanie suggests gift cards. Laura says we have voted $500 sma ll show, $1000 large show Amanda points out we are giving free tickets. Keisha feels we need to standardize how we pay our techs. The techs went to another city event and got paid $50 and lunch. Keisha feels we will have a problem in another 2 years. We need to do something. Amanda asks do we need to eva luate price of tickets. Laura and Marianne: disapproves of raising ticket prices Laura says being on the Board is a volunteer job and committee job. It is not a hired position. Keisha feel s how it works is not clear. She thinks it would be easie r to get tech help. Laura is afraid of breaking our budget. She feels we need to talk about what it means to be on a committee or board of BAAB. We ask for volunteer time. Keisha is not trying to disparage what has been done, we need to make it even across the board. Ruth: as a new board member, she'd be interested in being taught how to help in other ways. To take time to teach others how to do tech and other help. Keisha agrees but make it more standardize. Joanne suggests advertising more of needing help. Laura says she will do some investigating from how other arts board handle this, look at the numbers and present for next meeting. Julie: Farver Plaid- need to get contract and other to Summit. Need to check rehearsal dates and set coordination. Dinner theater? Laura: Kerry - for donors and who helps to BAAB. Kerry has list . His company is paying for this. The dinner is for Kerry's busi ness. Julie offered help Julie/Laura/Ruth can help with table centerpieces Amanda : how many tickets can we sell? 75 presale, 75 door? Texas Roadhouse wi ll cater. Julie needs to know what wi ll be need ed at th e schoo l facility. Concessions: Friday, Saturday, March 19, 2022 Amanda will create a google sign up sheet for volunteers for tickets and concessions Need 3 per night Ruth will pick up concessions Amanda- getting bios in early for Shrek helped so much. Wi ll be doing program for Plaid . Could do pictures in it too. Lawn signs- need help doing it. Melanie has list where put Shrek put them. She will create areas for everyone to put it Props? Laura says covered . The boys of Plaid can take care of it Keisha: Importance of Being Earnest . Dates: Auditions: Laura wi ll send out info to everyone. Guys & Dolls: Dates? Either October or Novem ber Can have full run th roughs w ith set in basement. Laura will contact district to see if we can get in ea rlier. We need vo luntee rs to help with bui lding set s to help with Chu ck. Keisha : If we can't afford it, I prefer to cancel it. Referring to Guys and Dolls. Laura: Let's see what money we have money from Shrek, grant , budget. Eric prefers October Ruth: Art project for city's " Love Where You Live" an d BAAB sponsored booth at Old West Days, submitted to City through Amanda, they liked it. Amanda: Need $$ amount for project. Ruth: She ha s been collect ing ca rdboard , need to buy paint in bulk for better deal, everyone save Amazon boxes need squares 6x5 or bigger Save milk ju gs, milk jugs lids, plastic containers for paint, need water & soda bottles w ith caps, not cans. Need pl astic and ca rdboard. Wou ld like $300 for both events. " Love Where you Live" city event from each city departm ent. Date: May 23rd_6:30-8:30 BAAB booth Ruth is doing. Advertise BAAB activities. Ruth: tables wi ll depend on how many we want to participate Laura wi ll do a backdrop with set pieces and banner ad of plays for city event Les Miz in summer. Laura not doing much beca use of Chuck's health . Old West Days- Au gust 20. Ruth: Who Doesn't Like Ice Cream art project. Ruth : Will help with float Kryssi can't do Summer music festival be of health. BAAB: Do Arts stuff but no music Keisha is going to create a Google calendar where we all have access to add events so everyone is in the know. Laura - call city and cancel park for Music festival. Hopefully that mean s we can leave Arsenic show set on park stage each night. Keisha: Tech internship? Have kids signup and train. Eric can train them. Saratoga Springs actually charges the kids to learn, we can do it for fre e. Julie has access to student s that would be interested in learning. She needs to know exactly when- the week before to learn and then run the shows. Julie- Laura asks Keisha to firm up before school let s out to talk to local theater teachers and get info out to students interested . Julie as ks for a name for all the summer plays. Keisha: " Bluffdale Summer Series" Auditions April 8-9. Laura is putting it in Bluffdale Times and Journal. Next Meeting: Saturday, May 21, 2022 9:00am City Hall Laura prefers face-to-face than Zoom l s/Maria nne Du~n Secre tary, BAAB - - - - - - -- Approved: May 21, 2022