HomeMy WebLinkAboutCivic Center Board Meeting Minutes 8-15-24CIVIC CENTER BOARD OF MANAGERS
THURSDAY, AUGUST 15, 2024
CENTURY CENTER – RECITAL HALL
8:30 A.M.
MEMBERS PRESENT MEMBER ABSENT
Linda Doshi Austin Gammage
Randy Kelly Heather Goralski
Canneth Lee A. J. Patel
Judd McNally Jill Scicchitano
Aaron Perri
The meeting was called to order at 8:35 a.m. by President Aaron Perri.
CONSENT AGENDA
President Perri entertained a motion to approve the consent agenda, including (1) Minutes of the
5/9//24 meeting; (2) 2024 Q2 Claims 4/1/24 to 6/30/24; and (3) Financial Reports 6/30/24. Randy
Kelly motioned to approve; Linda Doshi seconded; and motion carried.
PRESIDENT’S REPORT
Aaron Perri introduced new board member Judd McNally, Vice President, Regional Credit Officer of
Lake City Bank. He fills the vacant South Bend Mayoral position after Greg Downes resigned after
many years on the board.
Perri reported wonderful news from Jeff Jarnecke, Executive Director of Visit South Bend Mishawaka
(VSBM) that the attendees of The North American Scrabble Players Association (NASPA) Champion-
ship Games held 7/20-24/24 at Century Center were very complimentary of Century Center and staff.
The event was held in South Bend this year after it was held in Las Vegas in 2023.
The Executive Committee (made up of board officers Aaron Perri, Randy Kelly, A. J. Patel and Jill
Scicchitano) met last week about the proposed 2025 Budget and Capital Plan. The committee will
continue to meet quarterly prior to meetings.
VENUES REPORT
Morris Performing Arts Center
Andrew Schreiber, General Manager of Venues, announced that construction on the Raclin-Murphy
Encore Center will start 9/9/24. He would be happy to send email invites to board members to come
to construction update meetings. The building is expected to be closed 8/11/25 – 10/3/25.
The 2025 proposed budget is Revenue of $1,565,677 less Expenses of $1,828,169 with a Net loss of
-$262,492. The 2024 budget is expected to have Revenue of $1,460,699 less Expenses of $1,456,984
with a Net Profit of $3,684. There are 66 Events on the 2025 calendar compared to 101 Events in
2024. Although the Morris will be closed for two months for construction, discussion followed on how
2025 Expenses will increase due to the expected increase of the cost of goods, labor and utilities.
A comment was made for the Board to see a list of proposed Expenses to see how they are projected
to increase. 2025 Revenue is expected to increase with additional marketing efforts to increase
ticket sales and a proposal to increase the per ticket Historic Preservation Fee to increase from
$3.50 to $4.00 would add Revenue of about $50,000. Reserves are at about $400,000. Perri explained
that board oversight of the Morris is rather new and historically the board has not set the reserve. It
is his recommendation that the Executive Committee discuss setting the reserves similar to the way
Century Center has a reserve level set. Comments were made that there is a need to be careful
about increasing fees and questioning raising the Historic Preservation Fee by $1.00. Perri stated
that the City Common Council would need to approve any increase of any fees and that he would
like to see ticket fees of other nearby venues.
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The Morris has 101 events scheduled in 2024 and 66 scheduled in 2025 compared to 103 events in
2023 and 96 in 2022. The Morris is planning to have as little business interruption as possible due to
construction. If the new building construction times are longer than originally planned, then smaller
off-site events are an option.
The Morris has been nominated for the Official Community Choice Awards (promoted by the South
Bend Tribune) in the favorite “Live Theater” and “Live Music/Concert Venue” categories. The Palais
Royale has been nominated in the “Wedding Venue” and “Places to Dance” categories. The South
Bend Latin Dance Club holds events with salsa dancing and has added ballroom dancing.
The Morris received the Michiana Builders Association (MACIAF) “Excellence in Construction Award”
for “HVAC & Plumbing” category for the HVAC system upgrade. Scott Herczeg, Director of Operations –
Venues, explained that the organization has an annual dinner and gives awards for various categories.
The Morris was nominated in three categories – “Interior Design”, “Roofing”, and “HVAC and Plumbing.”
The Morris won in the “HVAC and Plumbing” category because of the extent of the renovations with
all new guaranteed energy savings HVAC system on the roof and new boilers. The last HVAC upgrade
was in 1999. Century Center won an award for roofing in 2016. Schreiber thanked both Scott Herczeg
and Dan Carr, Facility Operations Manager at the Morris, for their work at both venues.
Morris Capital Projects 2024-2025 include audio/speaker upgrades (center cluster)/$79,975; external
Monitors to advertise upcoming shows/$104,507; Orchestra Pit lift repairs/$10,149; new screens
and projectors for Movies at the Morris/$61,895; and stage rigging repairs/$368,378. The speaker
upgrades will help sound in the 2nd and 3rd Balconies and would be able to be added into a future
full scale audio upgrade. Owning projectors for movies would save the Morris having to rent equipment.
Capital Projects are paid from additional cash reserves. The Morris currently does not have a
deferred Capital Projects maintenance plan since most everything is new. Perri suggested creating
a deferred Capital Projects maintenance plan similar to the one in place at Century Center.
Navarre Hospitality, food and beverage vendor at the Morris, pays into a Joint Licensing Fund with
the Morris, currently with $75,000. The 1st Source Bank account is controlled by Navarre Hospitality
and checks require both Navarre and Morris signatures. That account is being used to pay Palais
Royale ceiling, floor and dish room renovations. Navarre Hospitality also pays the Morris a 2%
commission from all of food and beverage sales. The Palais Royale 2025 Budget will break even.
Century Center
Schreiber reviewed the Century Center 2025 proposed budget with Revenue projected to be
$3,518,905 less Expenses of $3,550,297 with a Net Loss of (-$31,392). The 2024 projected Revenue
is $4,175,000 less Expenses of $3,900,000 with a Net Profit of $275,000. The 2025 proposed Revenue
reduction is due to the lower number of 200 events compared to the 2024 number of 296 Events.
The goal is to have more events later in 2025 that may have not been bid yet.
Perri stated that the Executive Committee discussed at last week’s meeting money being reinvested
in the venue and that the Capital Rainy Day Fund should be kept to at least $1 million. Any time
there is a profit, the money rolls over into that fund. Any time there is a loss, the money is taken out
of that fund as well. The Morris and Century Center are Enterprise Funds which means if the venue
loses money, then the venue pays for it. The Palais Royale is a City of South Bend General Fund.
Perri explained that although Parking Garages financial info is included in the packet of materials, the
parking garages are now under the jurisdiction of the South Bend Board of Park Commissioners.
Capital Projects in 2025 total $496,646 including chairs and carts/$293,200; Discovery Ballroom
carpet/$125,000; Great Hall lights/$$48,000; folding tables $30,446. A total of $562,028 potential
additional Hotel-Motel Tax Board money would be used for a camera system on the City network/
$160,000; ice machines/$41,000; Convention Hall floor/$150,000; cleaning equipment $79,000; food
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and beverage equipment $132,028. In 2022 the money was not collected from the Hotel-Motel Tax
Board for chairs and carts. In 2023 the change was made to have the money be paid twice yearly
so Century Center has the money available to pay for projects. The total of $500,000 has been
approved. The Century Center is 15 years into an extensive 30-year Capital Projects maintenance
schedule. Schreiber can request that Finance include a specific line item on the Budget for the
deferred Capital Projects maintenance plan.
ASM Global/Century Center
Brandy Charles, Director of Sales, reported that recent events included Viaggo, The North American
Scrabble Players Association (NASPA) Championship Games, Music on the Island, International
Water Rescued, and the Indiana League of Municipal Clerk Treasurers. Upcoming events include
Star Martial Arts with 300 peak room nights; Jurassic Quest with 17,000 attendees estimated; Barletta
Dealership annual event with 900 room nights and off-site events for dinner and the South Bend
Cubs, etc.; and Notre Dame Tax & Estate Planning Institute with 800 room nights. Proposals are out
for the Indiana Criminal Justice Conference in 2026 with 350 hotel room nights and the International
Jugglers Association returning in 2028 with 1250 room nights. Bids are out and staff are still talking
with planners for Unicorn World with 25,000 guests over two days sometime in 2025.
Actualized room nights thus far in 2024 is 9,261. The projected number of room nights for the remainder
of 2024 is 5,629. There are 12,758 room nights projected for 2025 (which is a 20% increase over the
number reported at the 5-9-24 meeting.)
The sales team is working to improve the client response rate for the net promoter score. The new in
the moment surveys are positive feedback from guests. Client survey testimonials have been received
on the Ohio Travel Association event, American Advertising Federation of District 6 National Student
Advertising Competition, and the AMPS military model convention.
The earnings before interest, taxes and amortization are 27% to 7/31/24 and 31% to 12/31/24. The
goal is to attain 30%.
NEW BUSINESS
2025 Proposed Operating Budgets
Perri stated that after the 2025 Proposed Operating Budget presentations by Andrew Schreiber for
the Morris, Palais Royale, and Century Center, he is not prepared to accept a motion to approve the
2025 Operating Budgets at this meeting. The Operating Budgets need to go to the South Bend
Common Council before 10/10/24. Perri requested a motion to approve the Century Center and
Palais Royale 2025 Proposed Operating Budgets and to postpone to a later date the approval of
the Morris 2025 Proposed Operating Budgets. Randy Kelly motioned to approve; Canneth Lee
seconded; and motion carried.
2025 Capital Project Budget
Perri requested a motion to approve the Century Center 2025 Capital Projects. With no further
discussion, Randy Kelly motioned to approve; Canneth Lee seconded; and motion carried.
Morris Broadway Series Agreement with The American Theatre Guild
Andrew Schreiber reported on the Morris Broadway Series Agreement with The American Theatre
Guild (ATG) which gives exclusivity on all Broadway shows held at the Morris to ATG. Michael
Schmidt, Assistant City Attorney, and Jenna Throw reviewed the Agreement. Jenna Throw, City
Attorney, explained that it is the intent to have the Board execute the new five-year Agreement.
Discussion followed on the first line of the Agreement that states the Agreement is made on October 15,
2023 (the “Effective Date.”) Schreiber explained that the Agreement includes the exclusive use of
I.A.T.S.E. Local 187 union stagehands for events on the Morris stage, in the Palais Royale, and
large entertainment events on the Jon R. Hunt Plaza. “Lagging into deck” in paragraph 5.2 Damage
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is screwing scenery or equipment directly into the stage floor which leaves a hole that needs to be
repaired and filled. Shows build their own floor which rests over the stage to secure scenery or props.
The Venue Use Addendum includes the facility rental fee which remains the same; dark days, house-
keeping, security and the stagehands have all been listed “At Prevailing Rates” rather than listing
dollar amounts so that the rates can scale up through the years. Rental fees have not increased;
however, all contracted services have increased rates.
Jane Moore, Morris Director of Booking & Event Services, explained that the former local Broadway
Theatre Guild of South Bend (BTL) organization originally contracted with the American Theatre
Guild (ATG) to be the promoter for Broadway shows held at the Morris. When the local BTL
dissolved, ATG became the sole promoter for Broadway shows. In order to bring Broadway shows
to South Bend, we need the bargaining power of an organization that brings these national touring
shows to theaters across the country. ATG promotes shows for 16 theatres across the U.S. and
has the bargaining power with the Broadway national tours The Morris on its own could not act as
a promoter to contract with the large touring shows. ATG and Broadway Across America are the
two promoters in the country that bring Broadway shows to local theaters. There are some promoters
that handle small markets such as Fort Wayne which does not have the quality of shows that come
to South Bend. Also, ATG offers season subscription tickets at a lower price to subscribers.
Discussion followed regarding the wording of exclusivity of events. Perri recommended that the date
be corrected and that there is clarity on the exclusivity language, ending date of the Use Agreement,
as well as a cover sheet that explains what has changed since the last time the Agreement was
negotiated. Perri requested a motion to delay approval of the Broadway Series Agreement to the
special meeting to be held before 10/10/24. With no further discussion, Judd McNally motioned to
approve; Canneth Lee seconded; and motion carried. Perri requested Mary Ellen Smith to send a
meeting poll for dates to schedule the special meeting with board members, legal, and staff before
10/10/24.
ADJOURNMENT
With no further business, President Perri adjourned the meeting at 9:55 a.m.
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