Bluffdale Arts Advisory Board

BLUFFDALE ARTS ADVISORY BOARD MEETING AGENDA- Amended Saturday, July 13, 2024 Notice is hereby given that the Bluffdale Arts Advisory Board will hold a meeting Saturday, July 13, 2024, at the Bluffdale City Hall, 2222 West 14400 South, Bluffdale, Utah, scheduled to begin at 3:00 PM, or as soon thereafter as possible. REGULAR BUSINESS MEETING 1. Welcome and Roll Call 2. Review and approval of Meeting Minutes from previous meeting. 3. Discussion on Board Vacancy a. Joanne Frost- Secretary b. Historian c. New Member d. Ralph, options 4. Report on Events a. Art Events/ Needs for Old West Days, expenses so far $821.91 5. Report on Shows a. Little Mermaid- attendance 2500+, expenses $17989.71 b. Silent Sky- attendance 33, 22, 18, 36, 23, 49, 63=244, expenses $4751.55 c. Cash on Delivery- attendance 40, 134, 45, 25, 110, 125, 97= 576 d. See How They Run- attendance 65, 186, 80, 43, 120, 97, 100= 691, expenses $1755.92 e. Discussion (Popcorn, Help things run smoothly, Setup, Strike) 6. Calendar- So Valley Journal Ads a. July- 1/ 2, 1/8 performances Newsies/ auditions Anastasia b. September- 1/8 auditions Christmas c. October- 1/ 2 performances Anastasia d. November- 1/ 2, 1/8 Chistmas, auditions family show 7. Script Approval a. Newsies b. Anastasia c. Christmas show 8. Newsies Needs- August 1,2,3,5- 5 performances a. Producer- Kelsha Peterson b. Director- Malinda Severn c. Choreographers- Malinda, Kerry d. Costumes- Laura Garner (no dressing rooms, kids will wear costumes to the school and turn them in Monday night, costumes changes will use the stage dressing rooms) e. Set Design- Laura Garner f. Set Construction- Charles Garner with lots of help g. Publicity, Meghan Mitchell h. Stage Managers- Ragan and Heather Bostrum i. Props Masters- Ben and Linsay Clawson j. House Managers- BAAB Board i. Get volunteers- Marianne? k. Tickets and Flowers- BAAB Board  l. Program- Amanda Luker m. Publicity Artwork- Amanda Luker n. Move into the School, July 24th 9. Anastasia- October 24-26 a. Audition Dates b. Producer- c. Directed by Kelsha Peterson d. Choreographers- Malinda, Kerry e. Costumes- Kat Chavrier f. Set Design- Kelly Checketts, Kelsha Peterson g. Set Construction- Kelly Checketts h. Publicity- Meghan Mitchell i. State Managers j. Prop Masters k. Sound l. Lights m. House Managers- BAAB Board i. Get Volunteers- Marianne? n. Tickets and Flowers o. Program- Amanda Luker p. Publicity Artwork- Amanda Luker 10. The 1940’s Radio Show- December 5-7???? a. Audition Dates b. Directed by c. Needs 11. Discussion- Shows for 2025 12. Five Year Plan 13. Other Business 14. Scheduling next Bluffdale Arts Advisory Board Meeting 15. Adjournment Dated this 12th day of July 2024 I hereby certify that copies of this agenda were posted on the Bluffdale City website www.bluffdale.gov, Utah Public Meeting Notice website www.pmn.utah.gov, and in the lobby of City Hall. Tami Timothy 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 hours in advance of this meeting at 801-254-2200. TTY 7-1-1. Bluffdale Arts Advisory Board Meeting 7/13/24 1. Attendees: Laura Garner, Eric Peterson, Kelsha Peterson, Peter Johnson, Elizabeth Lines, Malinda Severn, Kerry Severn, Julie Fox, Melanie Gonzalez. 2. Minutes were not found from Feb. 3. a. Motion to affirm Joanne Frost as secretary by Laura Garner. 2nd by Kelsha Peterson. All agreed. b. Historian is needed. Someone who will take charge of pictures and video. It was discussed that this is part of the publicity. Megan Mitchell is coordinating it. Rebecca Gaither has been helping and will be part of the publicity committee. Laura will check with Megan to make sure she agrees with what is expected. c. Motion for Eric Peterson to be new board member. Motion: Joanne Frost 2nd: Malinda Severn. All agreed. Eric will be the Music and tech manager. d. Ralph needs to resign from sound. Training will be available for new people to help. Need sound training for Hidden Valley Middle School. Persons need to be over 21. Joseph Argyle needs to train and certify new person(s) to run sound. Eric will coordinate with Joseph and others that are interested (Carla, Melanie, Malinda, Mark Tonkinson ?, Whitney?) before Newsies. .4. Arts events: Needs volunteers for Bluffdale Days (Aug.10). 2 volunteers every half hour. 10:00 to 1:00. Ruth has a sign up sheet. 5. Report on shows. Budget of expenditures for shows this year was given out. Royalties have gone up substantially. So far things look good. Laura will send budget to Bluffdale board. .Summer Shows: Popcorn prep was an issue. We need to make sure there is a sign-up sheet and people are there to put the popcorn in the bags. Discussion on maybe having a business donate popcorn in exchange for free advertising. Someone will look into having a business donate popcorn for the summer projects. Make sure the Chuck Wagon is cleaned after each night. Julie will look into doing a QR Code for all the actor’s biographies so we don’t have the expense of printing them all out. Striking sets: Need to make sure people are signed up to take down the sets. Directors need to educate the casts in the summer shows to help out with tech and other things. Directors need to make sure costumes are dry cleaned and props put away. Do we want to continue with 2 summer shows? Was it too much on everybody? The vote was yes to do both shows. It was hard on the tech people so discussion on a tech workshop for 16 and up to help with tech in summer shows.. Advertise the need for techs when auditions are announced. It would be nice to have shirts for the tech people. Discussion on having the city build walls on the sides of the outdoor theatre. Laura will check with city. Kelly has a rough estimate on how much it will cost. Space issues for rehearsals need to be worked out for next summer. 7.Script approval: Newsies and Anastasia scripts unanimously approved. Laura will send out 1940’s Radio Hour script for all to read and approve. 8. Newsies needs: Laura will confirm with Regan and Heather Bostrum to be stage managers. Hold off on bios until QR code is set up. i, Joanne will have a sign up sheet for the sale of tickets. n. Move into the school July 25 at 5:00. All cast members over 16 need to help with moving in. o. Tech: Carla, Eric, Melanie 9. Anastasia. a. Audition dates Aug. 22-24 will call backs on Monday, Aug. 26. Kelsha needs help with auditions. b. Producer: Laura I. prop master and stage manager is Becca Gaither k. Sound: Carla l. Lights: Eric (Eric will do music also) Kelsha needs $1000 for Kelly for sets for stage. Laura approved. Budget was given to Kat of $30.00 per person for costumes. Kelsha is having ballroom classes. 10. Julie will direct. Audition dates to announce later. 11. Shows for 2025. Shows mentioned: Joseph, Sponge Bob, Oliver, Cinderella, Tarzan, Chitty, Chitty Bang Bang, 13. Other business: Party for Ralph, Put an article in Bluffdale Times about his service. Laura can write it up. Banners. Where can they go? Every county road - no banners. Laura will check. “Beyond the Gates” organization expressed interest in doing a Halloween program outside at the park. They would like to partner with BAAB for space, costumes, and props. They would run it. Needs approval from the city. 14: Next meeting: Sept.14 3:00 at city building. 15. Motion to adjourn: Kelsha. 2nd Julie