Bluffdale Arts Advisory Board

BLUFFDALE ARTS ADVISORY BOARD MEETING AGENDA Saturday, September 14, 2024 Notice is hereby given that the Bluffdale Arts Advisory Board will hold a meeting Saturday, September 14, 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 07/15/2023 and 02/17/2024 meeting. 3. Report on shows- Newsies a. Attendance b. Expenses c. Income d. South Valley Journal Ads- Is this good use of our money 4. Calendar a. South Valley Journal Ads- Is this good use of our money b. July- 1/2, 1/8- Performances Newsies/ auditions Anistasia c. September- 1/8 auditions Christmas d. October 1/2 performances Anistasia e. November 1/2, 1/8 Christmas, auditions family show 5. Script Approvals a. Anastasia b. Script on Group Me on Aug. 7. Please read it over before the meeting so we can get approval. The play is called The Christmas Express by Pat Cook i. Audition dates ii. Directed by Julie iii. Needs c. March- Joseph and the Amazing Tech Dreamcoat???? d. May e. June f. August- 42nd Street??? g. October- Secret Garden??? h. December 6. Anastasia Needs- October 10-19/ 4 performances 17-19 a. Producer- Eric Peterson b. Director- Kelsha Peterson c. Choreographers- d. Light Design e. Light Operators f. Sound Operators i. Mic help at the stage g. Costumes- Kat Chavier i. Set up dressing rooms/ costume changes? ii. Kids Will wear their costumes to the school and turn them in Saturday night iii. Those with costume changes will use the stage dressing rooms????  h. Set Design- Kelly Checketts i. Set Construction- Kelly Checketts with help j. Publicity- Meghan Mitchell k. Stage Managers l. Props Masters m. House Managers- BAAB Board i. Get Volunteers- Marianne? n. Tickets and Flowers- BAAB Board o. Program- Amanda Luker p. School rental i. Walk thru 10 days before we open- Eric ii. October 10-11 evenings 5:00 PM to 10:30 PM iii. October 12- 9:00 AM to 5:00 PM iv. October 14-18 evenings 5:00 PM to 10:30 PM/ Thur, Fri, Sat Performances w/ Sat Matinee v. October 19- Saturday from 11:00 AM to 11:30 PM/ 2 performances and strike 7. Discussion- 2025/2026 shows a. Family Show- 5 performances i. February 12th walk thru school ii. February 26th, 27th, 28th- Wednesday, Thursday, Friday from 5:00 PM to 10:30 PM iii. March 1st- Saturday from 9:00 AM to 5:00 PM iv. March 3rd- March 7th- Monday thru Friday 5:00 PM to 10:30 PM (performances Thursday and Friday at 7:30 PM) v. March 8th- Saturday- 11:00 AM to 10:30 PM (performances at 1:00 pm and 7:30 PM) vi. March 10th- Monday- 5:00 PM to 11:30 PM- Closing performance at 7:30 PM and strike b. May- Move in February 26, perform May 2-12 c. June- move in May 26- mandatory for cast members of both shows to help build and strike i. #1 perform 6-16 ii. #2 perform 20-30 d. August- move in July 25/ perform July 31, August 1-3/ 5 performances e. October- move in 15/ perform 23-25 f. December- move in Nov 28/ perform 1-15 g. March 2026- move in Feb 25 perform/ March 5-9/ 5 performances 8. Art Events 2025/2026 9. Discussion ZAP Work Shop- Julie/ Joann 10. Redo Mission statement???? ORIGINAL BLUFFDALE ARTS PURPOSE 1990 • Utilize and expand the talents of members of our community. • Bring quality arts events to our community at an affordable price. • Provide opportunities to be part of the process as well as view the final production. IN PROGRAMS 2001 OR EARLIER • Community pride and unity • Good, clean family entertainment • Expand the talents of our citizens • Bring quality arts to our area at an affordable price 11. Five Year Plan 12. Other Business (Reports, Updates, Follow up, etc.) 13. Scheduling of next Bluffdale Arts Advisory Board Meeting 14. Adjournment. Dated this 10th day of September 2024 I hereby certify that copies of this agenda were posted on the Bluffdale City website www.bluffdale.com and the Utah Public Meeting Notice website www.pmn.utah.gov, and each member of the Bluffdale Arts Advisory Board. 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. BAAB Meeting 9/14/24 1. In attendance: Kerry Checketts, Malinda Severn, Julie Fox, Kelly Checketts, Ruth Gledhill, Peter Johnson, Laura Garner, Melanie Gonzalez, Eric Peterson. Rebecka Gaither, Kelsha Peterson On Zoom: Elizabeth Lines, Meghan Mitchell 2. Minutes from 7/15 and 2/17 meetings approved. 3. Report on Newsies: a. No information on attendance b. No information yet on expenses c. No information on income. What did we learn from Newsies? 1. Get rehearsals scheduled ahead of time for the summer shows. Have directors meeting in April to put rehearsal schedules together. Have a board member in charge. Ruth volunteered to put a rehearsal schedule on the calendar. 2. Having the younger kids involved this summer was fantastic. 3. Ticket sales. Our IPads are old. Eric will look into buying one per year to update the IPads. -House manager and ticket takers need to be trained on IPads from Amanda. -We need a procedure in place when the show is sold out and how long to hold tickets for people who aren’t there in time. It needs to be advertised that we will give up tickets if people aren’t on time. Joanne will find latecomers procedures from Eccles and Hale. -On Saturday matinees, many handicapped people come to the show. We need a person to be in charge of helping these people find the ramps to get into the auditorium and to find their seats. 4. Board voted no South Valley Ads. Not a good use of our money. Joanne motion. Laura seconded it. JOANNE WILL INFORM SOUTH VALLEY 5. Script Approval: Audition dates for The Christmas Express will be Sept. 27 & 28 C: Joseph and the Amazing Tech Dreamcoat directed by Laura. D. May Julie will direct E. June: Julie and Peter will direct. Ideas of shows: Clue Jr,. Charlie’s Aunt, Puffs, F. August ideas- Freaky Friday. 42nd street, Lightning Thief? SMOKEY JOE’S CAFE G. October - Secret Garden Charity Checketts and Andrea Taylor directing. Table Ideas for shows for the next meeting. 6. Anastasia Needs:  Make sure HARD COPY receipts get to Laura a. Producer – Eric Peterson b. Director – Kelsha Peterson c. Choreographers – Malinda Severn, Heather Childs d. Light design- Eric Peterson e. Light operators- f. Sound operators- Carla g. Costumes Kat Chavier, Laura, Elizabeth h. Set Design, Kelly Checketts i. Set Construction – Kelly Checketts with help j. Publicity, Meghan Mitchell k. Stage Managers: Regan, Kelly, Heather l. Props Masters- Becca and Sam m. House Manager – Ruth n. Tickets and Flowers – BAAB Board o. Program, Amanda Luker p. School rental i. Walk thru 10 days before we open – Eric ii. October 10-11 evenings 5PM to 10:30PM iii. October 12 – 9am to 5pm iv. October 14 – 18 evenings 5:00 PM-10:30 PM / Thurs, Fri, Sat Performances w/ Sat Mat v. October 19 – Saturday from 11 AM to 11:30PM / 2 performances and strike Need dressing areas set up. Many costume changes. Discussions – shows for 2025 / 2026 a. Family Show – 5 performances i. February 12th - walk thru school ii. February 26th 27th 28th - Wednesday, Thursday Friday- from 5 to 10:30 iii. March 1st - Saturday from 9 am to 5pm iv. March 3rd-March 7th - Monday thru Friday 5 pm to 10:30 pm –1. performances Thursday and Friday at 7:00 v. March 8th - Saturday - 11am to 10:30pm - performances at 1 & 7:00 vi. March 10th - Monday - 5 pm to 11:30 - Closing performance at 7:00 and strike b. May - Move in Feb 26, perform May 2-12 c. June –move in May 26 - mandatory for cast members of both shows to help build and strike i. #1 perform 6 - 16 ii. #2 perform 20 - 30 d. August – move in July 25 / perform July 31, August 1-3 / 5 performances  e. October – move in 15 / perform 23-25 f. December – move in Nov 28 / perform 1-15 g. March 2026 – move in Feb 25 perform / March 5-9 – 5 performances 8. Art Events: Ruth had left over cardboard tubes from Bluffdale Days and donated them to local elementary schools. APPROVED BY THE BOARD Art show to be in August? 9. Discussion ZAP workshop. Review Bylaws and procedures. Zap will come and help with this and setting up policies. What are the expectations from each board member? This will be discussed at our next executive board meeting. Action Points: Kelsha: Contact ZAAP about coming to a meeting. Talk to city about meeting. Laura: Email out copy of bylaws and production duties. Follow up with outside stage. Julie: Send out The Christmas Express online. Get flowers for Anastasia. Meghan: send out audition dates and synopsis for The Christmas Express Eric: Set up training for sound before Anastasia. Ruth: Get volunteers for tickets, water, and flowers. Executive Board Meeting: Nov. 9 Kelsha will confirm once she finds out when representative from Zap can come. Committee and board meet after or before the executive meeting. Kelsha motion to adjourn Julie: second