Bluffdale Arts Advisory Board

BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 Present: Laura Garner, Chair Kerry Severn Melanie Gonzalez Joanne Frost Kelly Curtis Kelsha Peterson Julie Fox Chelsey Otteson REGULAR BUSINESS MEETING 1. Welcome and Roll Call. Chair Laura Garner called the meeting order at 6:00 p.m. 2. Discussion Items: a. Calendar – Put dates on the Calendar, Including Rehearsals. Chair Garner stressed the importance of putting dates on calendars to avoid double booking. This year two numbers were done for One Voice but the desire was to do a full children’s version. There is an alternative rehearsal location now. Kerry Severn commented that Bella Luna is a wedding studio located approximately one mile to the south in a backyard. The yard can be opened to allow for cars to be parked off the street and avoid negative impacts on the neighbors. He noted that the property is secluded. For The Play That Goes Wrong all of the rehearsals could have been done there but there was a heat issue. b. The Play That Goes Wrong. i. Julie and Chelsea Report. The reviews for The Play That Went Wrong were very good with one comment being that “everything is right about The Play That Went Wrong. A total of 2,018 attended. A comment was made that it seemed that they have been gaining momentum with the summer shows. One of the reasons the first night was so full was because it is becoming an institution in Bluffdale and there is enough interest that they could do two shows. There are enough volunteers as well. Chair Garner commented that if there are two productions they must be back to back due to weather. Possible rehearsal locations were identified. It was reported that the show cost about $5,000. A question was raised concerning how many of the items purchased can be reused. Chair Garner stated that the curtain cannot be reused. It was estimated that $40 to $50 per night was spent to purchase popcorn. For eight performances, the cost of popcorn was estimated to be $400. 1  BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 ii. How Can We Improve? Ways to fund the program were discussed such as charging food trucks to park before the show. It was reported that there is a minimum that a food truck will come for. If they do not sell enough the BAAB may have to pay for the food that wasn’t sold, which can be up to $3,000. That was of concern. Another suggestion was to charge for the cost of the popcorn. If $1 each was charged for a snow cone and popcorn, $1,000 could have been raised. It was noted that if they are dealing with cash, a City employee must be present. The comment was made that the snow cones take more time to prepare and serve than popcorn. The theater family in Bluffdale continues to grow. A suggestion was made to charge youth to participate in the children’s program. There was disagreement expressed as that is not what the BAAB is about. It was noted that some attended the show four times. It was noted that for the first time in 33 years, Chuck Garner’s name was on the program, which was very nice. The importance of volunteers was stressed. It was noted that many volunteers are unable to attend the show. The decision was made to do two shows going forward using one set. c. One Voice, Directed by Kerry Severn, Set by Kelly i. Costume – Laura and Elizabeth. Chair Garner commented that there was discussion the previous night about doing every rehearsal next week in costume. ii. Props. A list of items needed for props was to be prepared. Chair Garner stated that when they took down the hotel there were items inside that she saved. The rest of the items for the upcoming production they already have. iii. Publicity. Kerry thanked the person who designed the sign and stated that some of the posters are out and ready to go. On the 15th, all of the other posters go up because the activity is done and they will replace them with new signs. Chair Garner stated that she will be sending out 1,500 emails as well as what is done for Zoo, Arts, and Parks (“ZAP”). Chelsea offered to advertise on Facebook. It was reported that Amanda Luker sent out a form for posts so that they can be consolidated. Kerry commented that One Voice is a first-time show and people do not realize that it is a variety show. Getting people out will be challenging. Potential details to be included in social media posts were discussed. 2  BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 Chair Garner reported that she needs a short and long version of what the show is for Now Play Utah since not everyone is familiar with every production. An email list of the cast members was also requested from Chair Garner. It was suggested that a checklist be prepared for Directors that contains important contact information. Frustration was expressed when it is assumed that they are doing something that they do not have information for. A master document was to be created with pertinent information. iv. Sound. Melanie Gonzales offered to do sound for the play. It was suggested that Carla be included in all messages since Ralph has been giving her assignments as well. Kerry was asked to send the practice schedule to Ralph and Carla as well as the music person. v. Lights. Chair Garner reported that the Petersons are doing lights. She thanked them for their help along with Kelsha and Eric. vi. House Manager/Tickets. Chair Garner stated that the House Manager's duties are important and she needs the help of all Board Members. Kelsha plans to be there to help but stated that Eric will need her for running. Marianne will be asked to set up a sheet where Board Members can sign up. Kerry commented on tickets and stated that last time it took a long time to get people in because there was assigned seating. The problem with Suessical was that they did not have enough devices. Volunteers are needed that have devices that they trust to download to. Kelsha offered to train the volunteers and stated that they need to come with a cell phone that can accommodate downloads. The possibility of having cast members help was mentioned. Chair Garner did not support that idea since the cast will need that time to do mic checks and make other preparations. Kelsha suggested that Amanda be asked to focus on people who are buying tickets and she will focus on checking people in. Julia indicated that online there is a donation option. Previously, there was confusion with people using the donation option thinking they were purchasing tickets. Chair Garner stated that having two lines will be very helpful. She commented that they need more people to help check-in. Kerry was asked to request that cast members bring volunteers to help. Kelsha stated that able-bodied volunteers are also needed and asked that they contact her or Marianne. With five volunteers per night, she stated that she can make the line move quickly. vii. Stage Manager. Kelly Curtis and Joanne Frost were asked to serve as Stage Managers. Kerry commented that there was a situation recently where some of the children were being disrespectful to Kelly. To put her in the middle of that this time might not be wise. Kelly expressed a willingness to help. Kelsha stated that if anyone is disrespectful they will no longer be in the play. 3  BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 It was mentioned that for those doing the lights, they are not there to talk. Kelsha stated that she will be there and can help those who want to learn. She stated that mentorship needs to happen. Chair Garner stated that they need people at the school during rehearsals. viii. Concessions – Flowers. Potential flower vendors were identified. ix. Move in July 26. x. Do We Need Spot Operators? xi. Rehearsals. • July 26-28 – 5:30 p.m. to 10:30 p.m. • July 29 – 9:00 a.m. to 4:00 p.m. • July 31, August 1-5 – 5:00 p.m. to 10:30 p.m. • August 5, 11:00 a.m.-11:30 p.m. (strike) xii. Performances. • August 3-5 at 7:00 p.m., Saturday Matinee 1:00 p.m. Kerry reported on the play and stated that it has already been a success. His goal was to create a music-dance theater, which was accomplished. They performed at the Arts Festival and the South Jordan Retirement Community as a service and did two improv nights, two karaoke nights, and two movie nights. The children are spending time together, having a good time, and learning. They have a cast of 100 with several very talented singers. They have shared the mic very well with several being allowed to shine. His biggest worry was spreading the word. The two props were also of concern. d. A Tale of Two Cities, Directed by Kelsha Peterson. i. Audition Dates – August 19-21. ii. Set – Kelly. iii. Costumes – Laura and Elizabeth. iv. Props. v. Publicity. 4  BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 vi. Sound. vii. Lights. viii. House Manager – Tickets. ix. Stage Manager. x. Concessions – Flowers. xi. Do We Need Spot Operators? xii. Rehearsals. • October 13 – Friday from 3:00 p.m. to 10:00 p.m. – Tentative. October 14 – Saturday from 9:00 a.m. to 9:00 p.m. • October 16-18 – Monday-Wednesday from 5:00 p.m. to 10:30 p.m. xiii. Performances. • October 19, 20, 21 – Thursday, Friday, Saturday from 5:00 pm. To 10:30 p.m. • October 21 – Saturday from 11:00 a.m. to 11:30 p.m. – Matinee and Evening Performances Plus Strike. e. It’s a Wonderful Life Radio Show, Directed by Julie Fox. i. Performances – December 2-11. ii. Portable Stage Update. f. 2024. i. ????. ii. Silent Sky. iii. See How They Run. iv. Newsies – Teens. v. Youth Theater. 5  BLUFFDALE ARTS ADVISORY BOARD (“BAAB”) MEETING MINUTES Saturday, July 15, 2023 vi. Etc. g. Other Art Activities. i. Old West Days – August 13 – 500+. ii. Love Where You Live – May 23 – 100+. iii. Opening Community Garden – 30+. iv. Opening Art Show – June 9 – 150+. v. Arts in the City Building – Need Number of Participants. 3. Attached Production Schedule – Review and Update. 4. Other Business. 5. Schedule Next Bluffdale Arts Advisory Board Meeting. 6. Adjournment. Approved: ______09-14-2024______________ 6