TRANSMITTAL August 27, 2018 To: The Gazette Corridor Business Journal From: GO Cedar Rapids Although GO Cedar Rapids is not conceding itis covered by the open records statutes, the requested minutes of the board of directors and executive committee involving discussions related to newbo evolve are being voluntarily submitted consistent with our desires to be transparent about the newbo evolve festival. In some instances, because of nondisclosure, confidentially, and contractual obligations, we are prohibited from disclosing certain types of information. ‘The minutes included with this transmittal go back to the first time the board had formal discussions regarding newbo evolve. As way of summary, the following was some of the misinformation that was shared with the board of directors by the former CEO. July 18, 2018 ‘Ticket sales were reported as 6,000 for Kelly Clarkson and 9,000 for Maroon 5 June 20, 2018 Sponsorship dollars received: $260,000 and $166,000 in payments outstanding, March 27, 2018 ‘Nearing $300,000 in sponsorships committed In reality the total sponsorship dollars raised were $260,000 and ticket sales were 1,862 for Kelly Clarkson and 6,478 for Maroon 5. ‘The board of directors records in the minutes formal actions taken during the meeting. Specific iscussions are not captured word for word, nor are all recommendations made and feedback given to the CEO recorded in the minutes. The board acted in good faith and in a manner that we believed was in the best interest of the corporation with the information given to us by the CEO. We relied on the information provided by him as we believed it to be reasonable. We do know that any action taken by the board can be scrutinized and reviewed by outside individuals. That is why, regardless of the specific actions contained. within these minutes, the board will continue to operate in a transparent and honest manner for the benefit of GO Cedar Rapids and its future.GO Cedar Rapids Board of Directors — July 18, 2018 Meeting Minutes Present: Aaron McCreight, Angie Charipar, Adam Gibbs, Bill Neppl, David Parmley, Derek Stepanek, Jay Anderkin, John Myers (phone) Jackie Sturtz Megan Schult, Seth Wear ‘Absent: Dan Callahan, Denny Goertel, Kaltlyn Byers, LaNisha Cassel, Marty Lenss, Matt Evans, Scott Overland ‘Guest: Doug Hargrave - a |. Call to Order—7:33. am Il. Document Approval a , ie: SS co == c il, Newbo evolve Updates 2. Schedule and Artists: We are working ciligently to finalize a schedule. The agents have been difficult to work b. vi with and are continually changing their needs for flights and session scheduling. Logistics: Everything is starting to look exciting and taking shape. This event will check every box of our mission of bringing people here and promoting Cedar Rapids. This is the portion the city is really focused on, we need to make sure everything goes off without a hitch. Social Media Strategy: We have been posting information and contests to win tickets through our social media and have been asking the talent to post as well. We will be monitoring the social media over the ‘weekend to provide up to date information and to track the talent use and mention of evolve and/or Cedar Rapids. Social media is always either really good or really bad, there is no gray area. We need the community to buy in and help us showcase Cedar Rapids in a positive light. Everyone will be able to “check-in” to newbo evolve on their social media and use the Snapchat filter. Ticket Update: In the last week and a half ticket sales have spiked. The passes are moving slowly but the concerts are climbing, Maroon 5 is at 9,000 and Kelly Clarkson is at 6,000. We need the board members to talk to people about how great this is for the community and ask people to buy tickets. They can share the different things we are posting on social media. Financials: Cash flow as of right now we are okay and we are paying bills. We are talking to a lot of banks and people to get to August 3". We won't be the timeliest but we are staying on top of things. Adjourn: 8:25 am Page tof 1GO Cedar Rapids Board of Directors - June 20, 2018 Meeting Minutes haripar, Bil Neppl, Dan Callahan, David Parmley, Denny Goettel, Derek Stepanek, John Myers, Kaltiyn Byers, [Nisha Cassel, Mat Evans, Scott Overland, Seth Wear, Jacke Sturt, Aaron McCreight ‘Absent: Chris Overturt, Erika Elles, Heather Wilson, Marty Lenas ‘Guest Jenifer Pikar, Doug Hargrave 1. Callto Order -7:31 am 1V,newbo evolve Updates ‘a, Ticket Seles: We are sitting at just under 6,500 total tickets sold. We have spoken to other festivals and feel confident that a large number of ticket sales will be done during the last week. b. Promotion: We have a wide variety of promotions running right now and several more planned leading up to evolve. A few discounts codes have gone out to Ticketmaster and VenuWorks lists, We are continuing the advertisement on radio, TV, billboards, and social media as well as attendirig various events. ‘© Sponsorship: Sponsorship payments received is equally to approximately $260,000 and $166,000 payments ‘outstanding. Many sponsors are stepping up in a trade move and others are also running promotions for us. |mOn is sending out information In thelr monthly biling. . Budget: The budget is very tight and we have worked it out to cut as meny expenses as we can, We still show that we will be short at the end but there is nothing left to cut. We are being diligent in spending the production line items and will not do something just for the sake of doing itGO Cedar Rapids Board of Directors - May 16, 2018 Meeting Minutes ‘Exesent Angie Charipar, Bil Neppl, Chis Overtur, Dan Callahan, David Parmley, Denny Goettel, Derek Stepanek John Myers, Ksitiyn Byers, LaNishe Cassel, Marty Lenns, Scott Overland, Seth Wear, lack Sturtz, Aaron MeCreight Absent; Erika Elles, Heather Wilson, Jay Anderkln, Matt Evans ‘Guest. Mark Meyer |. Callto Order-7:30 am —— aad | Ra. IV. newbo evolve Updates Sponsorship: Marks appreciates the help from board members and have had several meetings resulting from the contacts. AARP, American Family Insurance, and lowa Lottery are all on board, The Transamerica Foundation approved a grant request. We are still waiting on a few larger companies including True North, \Wellmark and CEC. We have started pushing out the smaller levels which have been recelved very well. Cash: Cashflow is still an issue as we had originally budgeted to have a lot more passes soldat this point ‘which sn’ the case. The original agreement with VeruiWorks has changed slightly making it more difficult to get our money out, John, Seth and Doug have kept a very close eye on the cash flow. We are making It through because we are cognizant of what we are spending and when. The budget has been reduced and we are getting to what Is more realistic for future planning. ‘Talent: The next thing we need Is an opening act for Friday night. While we could use one more big name ‘with the session work we would stil put on a great show without adding anyone. We went through the ‘Process with Dancing with the Stars but we decided not to sign them because we don’t have the cash flow for the deposit.GO Cedar Rapids Board of Directors - April 18, 2018 Meeting Minutes ‘Present: Aaron McCreight, Bil Nepal, David Parmley, Denny Goettel, Derek Stepanek, Jacke Sturt, lay Andean, oh Myers, Kain Byers, Seth Wear ‘Absent: Chris Overturt, Craig Colton, Dan Callahan, Erika Elles, Heather Wilson, LaNisha Cassel, Marty Lenss, Matt Evens, Scott ‘Overland Guest: L Callto Order-7:31.am ———_—— — ay IV. newbo evolve Updates Ticket Sales: Concerts are doing well, Maroon 5 is selling better than Kelly Clarkson, The passes have slowed toa craw, We had hoped to sell more by now to help with cash flow. Staffs working on contingencies and necessary cuts. We are acting like we are living paycheck to paycheck. Looking at ticket sales options, 'b. Talent Announcement: Press release went out last week to announce Adam Rippon and Adam Berinsky but nothing was picked up locally. Jennifer and Aaron are going to meet with the news directors to see what we ‘can do. Announcing the Sunday line-up with the Pork Tornados, NewBo Art Fest, and Shadowboxers. Adjourn: 8:33GO Cedar Rapids Executive Committee ~ April 11, 2018 Meeting Minutes eee, ‘Peasant: Aaron McCreight, Jacke Sturt, Erika Elles, John Myers, Dan Callahan, Angie Charipar, Denny Goettel ‘Absent: Seth Wear Guest: Doug Hargrave 1, Callto Order—12:05 pm I. Evolve Update ‘2. Ticket and Pass Sales: Pass sales are at 458 out of the 4,000. General admission tickets for Maroon S is nearing. 4,000 and Kelly Clarkson is slightly over 1,000. Still feeling confident for a big push as summer ‘gets closer. , Bude: reviewed budget packet. Time to start considering contingency plans to cut costs and increase income ‘with additional sponsorship doliars. We are finding that sponsors are committing but then have their own drawn out process to go through to cut the checks, VL Adjourn ~ 12:58pm. * GO Cedar Rapids Board of Directors - March 27, 2018 Meeting Minutes Frgaent: Aaron Wictrelght, Craig Colton, Dan Callahan, David Parmley, Denny Goetil, Derek Stepanek Jeelle Stara, lay Angora, John Myers, LaNisha Cassel, Matt Evans, Seth Wear ‘Absent: Angie Cheripar, Bll Neppl,Chrts Overtur, Erika Eles, Heather Wilson, Kain Byers, Marty Lenss, Scott Overlond Suest: 1. Call to Order = 7:32 am = — Ml newbo evolve Updates a. Theket Sales: Passes started strong and are at alu, They are selling ata slow and steady pace. General ‘tdmission is doing really well. Maroon 5 is about a third sold. Kelly is moving slower. We are getting sporadic spreadsheets from VenuWorks. Once we receive them we will compare the information to our ad campelgrs. b. Sponsorship: We are nearing $300,000 and we still have outstanding meetings. We have signed with Fleck to bbe our beer sponsor and we are talking with wine and liquor dlstributers. Alliant and Transamerica coming up, Soon we will look 2t creating a lower level for the smaller companies. © PAL Firm: We have let go our PR Firm and secured a new one called Triple 7 who is national company with ‘offices in Los Angeles, Nashville and New York. They are currently looking ata schedule for PR and paid ‘media. We have spent about $80,000 and have more to spend. The new firm comes in a litte higher which we felt was worth It. Logistics: We have weekly meetings with the City’s events committee. They have mostly been focused on streets and we are 95% of the way done. We are looking at security check points and scheduling town hall ‘meetings in the neighbortiood. |L_Kickstand: Our pitch was to rent thelr space and split the revenue. Made the offer to match his Original ask and then he came back at $45,000 which we are not wiling to do. The number one Concern is safety and talent since he is at the entrance of the concert grounds and next to the green room. We don't want to build walls but there may not be @ possiblity. {i, Parking: There have been a lot of conversations with parking with Jon Rouse. The dificult time will be Friday 4-6pm. We have target 11,000 spaces for 16,000 people. We will have shuttles. ‘running, Son Rouse is starting to talk to private businesses with structures downtown. Il, Sessions: s ft possible to offer individual session tickets after the passholders take thelr ests. ‘We won't offer anything until we sell out of passes and it would only be & walk-up based on Inventory. Have to be careful not to devalue the pass. lv, Sunday: working with the Pork Tornadoes to headline a local show that will be 100% GA for $10 ‘at the door. ft has been part of the pian all along although it seems reactionary.- GO Cedar Rapids Board of Directors - March 27, 2018 Meeting Minutes Adjourn: 8:33,GO Cedar Rapids Executive Committee - March 14, 2018 Meeting Minutes lls, John Myers, Dan Callahan, Angie Chariper, Denny Goettel, Seth Wear ron MeCrelght, Jackie Sturt, Erik Absent: 1. Callto Order—12:02 pm NL Evolve Update ‘a. Ticket and Pass Sales: Pass sales have hit a lull, they are slow but steady. We did not have as big of an on sale as we were told to anticipate but we are still seling. Maroon 5 tickets are about a third of the way sold, We are getting @ spreadsheet to help us match our ticket sales to where our advertising doliars are being spent. Sponsorship: We are nearing $300,000 and sill have some outstanding meetings. There are meetings with Coke later this week and Peps! Is very anxious for an answer. Fleck I signed to be our beer sponsor and we are trying to get a wine and liquor distributor. Alliant and Transamerica are coming up soon and we hope to receive large dollar amounts from them. Started the discussion on lower price point options for companies who will pay $2,500 but are holding off as we have no concerns about sponsorship at this time. © BREIMm; After some initial concems from our PR person, we have decided to end her contract and move ‘0n to another firm. We have talked with several and are most closely looking at Triple 7 PR as they have ‘great experience with events and they know the right people. We have spent about $80,000 of our ‘marketing budget and we have more to spend. A new firm will come in higher but t Is worth it. Logistics: We are meeting regularly with the city events committee to focus on what the city needs from Us and we are lining up town hall meetings. We have also had inital meetings with Park Cedar Rapids and the Medd to see how we can use those lots and how they would be operated. Discussion on considering parking pass sales for individuals to designate them a lot to park in. We have been trying to ‘work with kickstand and Kory Knake on thelr property. They are right atthe entrance to the concert {rounds and we don't want to build wals but his proposal is 3t $45,000 which we are not willing to do. Vi. Adjourn ~1:05pm_. GO Cedar Rapids Board of Directors - February 21, 2018 Meeting Minutes ‘Eresent: Aaron Mecreight, Angie Charipar, Bill Neppl, Chris Overtur, Crag Colton, David Parmiey, Denny Goettel, Derek Stepanek, Jackie Stura, John Myers, Marty Lenss, Mett Evans, LaNisha Cassel ‘Absent: Dan Callahan, Erika Elles, Heather Wilson, Kallin Byers, Seth Wear Guest: lennifer Pickar L. Callto Order~7:32 am IM. Newbo evolve Updates ‘2. Theket Sales: Aaron gets an ticket sale update every Friday. As of the meeting, Maroon S was nearing 4,000 ‘general admissions and Kelly was at about 1,000, We also get a spreadsheet of where the sales are coming ‘rom. We have pass and general admission sales from 25 states. Iowa is leading, especially the Cedar Raplds ‘area, and Illinois and Nebraska are performing wel. Ticket sale numbers are confidential because there is no context when discussing them. 'b, Sponsorship: we budgeted for 375,000 and as of the meeting we have 215,000 pledged from 17 companies. Mark Is anticipating to go higher than our budget number. We are in contact with a company that works with national brands on a commission basis. © Marketing: The next wave starts with the Voloe beginning. KZIA Is doing give-a-ways and Aaron is going on KWWL Commercials are running during the voice in Des Moines on the Quad Cities for three weeks then we ‘may move to Madison and Omaha, Social media is running in the same spots and YouTube pre-role will begin ‘next week. There have been some struggles with the PR Firm which has been underperforming and causing ‘more problems than helping spread the word. They have alot of things to sell but we are not getting the retum for what we have paid. We will begin looking for a new firm soon. 4. Insurance: working with Millhiser Smith and TrueNorth to get quotes.GO Cedar Rapids Board of Directors ~ February 21, 2018 Meeting Minutes Vil. Adjourn 8:39 a.m,GO Cedar Rapids Executive Committee - February 14, 2018 Meeting Minutes Present: Aaron McCreight, Jackie Stutz Erika Ele, John Myers, Dan Callahan, Angie Charipar Absent: Denny Goettel L._ Call to Ordes— 12:05 Il, Newbo evoive ‘2, Ticket Sales: Both passes and general admission ticket sales are going very well. We are not providing ‘numbers outside of the staff and board because there is no context to the numbers and we won't know the perspective others will take, We are telling people they are selling but not the exact numbers. We want to push for other visttors to buy tickets. We will be receiving a ist of the people who have purchased tickets, |. Discussion on individual session or day sales: There are two downsides, the admin of the Individual tickets and for every seat we sell Individually, that’s another pass holder that can’t get in. Ifthere is. @ point that we know we can’t sell 4,000 we can look at other options to help save the budget. 'b. Sponsorship: We are at about $215,000 in contracts or pledges which is more than half way there. We are ‘not concerned at all, we have a lot of people in the pipeline we are still going to. i. Discussion about smaller levels: If we are 90 days out and we are still short in sponsorship or ticket sales, we can consider adding a 2,500 or 2,000 level for the smaller businesses. The strategy behind ‘the higher amount isto push people to go higher but some businesses simply can’t go that high. if we get to the point of needing to go lower, Dan is willing to provide feedback. ‘Marketing: The day of the press announcement was the highest website traffic day ever by 400%, People ‘were not just looking at our website and left to newbo evolve, alot of our other sites were up as well such 42 things to do, restaurants, hotels, etc. The markets viewing our website are falrly consistent, Cedar Rapids 's about 50% and Omaha and Madison are in the top four. We are now working on a phase two to announce additional talent as they are added. Talent: We are still working on opening acts and the Sunday programming. We have talked to Art Fest, Pork ‘Tornadoes and the newbo SK. Sunday is looking like a local music day, Pork Tornadoes will ine up a couple of other acts and we will have them on the same grounds as the other concerts. t would be an open general admission ticket at $10.GO Cedar Rapids Board of Directors - January 17, 2018 Meeting Minutes rasan Aaron MeCrelght, Angle Graripar, Bl Neppl, Cris Overtuf, Craig Colon, David Parmley, Denny Goettel, DereX Stepanek, Jacke Sturt, John Myers, Marty Lenss, Mat Evans, LaNisha Cassel ‘Absent: Dan Calahan, Erika Eles, Heather Wison, Kain Byers, Seth Wear ‘Gusst: Jennifer Picker 1, Call to Order -7:32 am IV. President/CEO Update 3. Evolve Sponsorship: We are about halfway to our goal for sponsorship. When we are out talking sponsors understand and they are very excited. We are seeing a lot of people at the 10,000 so we have talked about getting a lot of people at that level since we want see 8 lot of people at 50,000 this year. There are still a lot of big compenies we need to talk to. b. Evolve Talent: The Maroon 5 contract was signed today. Kelly Clarkson has verbally confirmed, agreed to terms and payment structure. We are awalting for the contract. Stil in discussions with a couple of other people. We don’t need a lot more but we do need some diversity and female. We are talking with the ‘Shadowboxers and Peggy Woods from NASA was suggested, & Evolve Stage: Mike Sllva and his team at VenuWorks have set up the concert grounds. We are bullding the stage on top of the current cement slab. Evolve pass holders will be the only ones with e chair and there are three other levels of general admission tickets. 4. Evolve Communications: Review the press conference and media push. Staff have been workingon the PR plan have everything ready to roll aut. The board members will be receiving a packet of information with all ‘the talking points and updates. We want the board to be prepared but to wait until the announcement to ‘discuss It. We expe all the local media to be there and we are doing a live twitter feed, After the press conference we will be reaching out to pitch the story to news. Evolve Ticketing and Cash Flow: Tuesday after the press conference presale passes will go on sele and then ‘tothe general public on Friday. Contractually we have to offer a fan club pre sale for the tickets and the public sales for general admission will start Feb. 9. All ofthe tickets will be sold through Ticketmaster. Aaron was able to work out a deal with Mike Silva to sell everything through them and we will get access to 50% of evolve passes tn help with the cash flow.GO Cedar Rapids Board of Directors - January 17, 2018 Meeting Minutes Vil, Adjourn+” G0 Cedar Rapids Board of Directors - December 20, 2017 Meeting Minutes Present: Bil Neppl, Chris Overturf Craig Colton, David Parmley, Denny Goette, Derek Stepanek, Jacke Sturz, John Myers, Kaltin Byers, Marty Lenss, Matt Evans, Ralph Russll, Seth Wear ‘Absent: Angie Charipar, Dan Callahan, Doug Hargrave, Erika Elles, Heather Wilson, Jay Andkerin, LaNisha Cassel Guest: |. Callto Order-7:33 am IL, President/CEO Update a. Evolve Contracts: The Maroon 5 contract is in the office and has been sent to Bill for review. They are ready to go upon signature. We are 95% done with getting Kelly Clarkson for Friday night. No new session talent has been signed since the last meeting, Evolve Announcement: The announcement has been schedule for Tuesday, January 16", Unless something oes sideways we anticipate this will be it. Event will be 20:30am and at the Ideal Theatre, At 3:00 we will hhave the DOS/GM meeting and then an open house and ribbon cutting at 4:00. Evolve Sponsorship: Mark and Julie have been lining up a lot of meetings and they are going well. Everyone thas been very enthusiastic. 7G gets pitched almost daily and they sald ours was the best and most buttoned. Lp presentation they have seen. l. Evolve Budget: The money from the city advancement has been spent. We met with Banker's Trust about a line of credit for the upfront expenses. The meeting went well and they agreed to a $1.5 millon line on the ‘condition that they get paid back before the city, Aaron has met with Pat and Casey to discuss the wording ‘and how to approach it. |. Discussion: The size of the line is roughly what we will have in the Ticketmaster account. We have shared the cash flow with both parties and we know the tickets will sell and the cash will be available. ‘The bank views it as the city money is guaranteed and they only have a guarantee from one source. ‘This is becoming a bigger deal than it needs to be and it will work itself out. Nothing will change we hhad a second bank. . Evolve Challenges: Scott has a lot of great talents but he does not do great with contracts or paperwork. We are finding ways to be of more assistance for him. There are also some challenges with cash tracking when Bonnie is only in the office once a week. We are looking at changes to the accounting position, further detailed in the Board President report.GO Cedar Rapids Board of Directors - December 20, 2017 Meeting Minutes ‘resent: Bill Neppl Chris Overturt, Craig Colton, David Parmley, Denny Goettel, Derek Stepanek, Jackie Sturt, John Myers, Kaitlin Byers, Marty Lenss, Matt Evans, Ralph Russell, Seth Wear ‘Absent: Angle Charipar, Dan Callahan, Doug Hargrave, Erika Elles, Heather Wilson, Jay Andkerin, LaNisha Cassel st V. Adjourn 8:40 amGO Cedar Rapids Executive Committee - December 13, 2017 Meeting Minutes Present: Aaron McCreigh, Jackie Sturt, Doug Hargrave, John Myers, Denny Goettel, Dan Callahan, Angle Chariper Absent: Erika Elles v. Call to Order— 12:05 pm Newbo evolve Update: ‘Talent; We sent the last plece of information to the music headline act and we are watting for them to send us the contract. We have approached our Friday night music act and agreed to her terms of ith haf down and half the day of. We are confident that both of them will come through. We ‘re anxious to get answers because they close on Friday. We are targeting January 16" for our announce ate. We have yet to look at opening acts becouse we don't feel they are needed for announce. ». Budget: We met with Bankers Trust and received $1.5 million in a line of credit to help us front end our costs. Mark will be talking to them about sponsorship. Mark has had several key meetings for sponsorship for both the zipline and evolve. The airport is confirming today the amount they wish to go with, The only one to decline sponsorship so far is Principle Financial.GO Cedar Rapids Executive Committee - December 13, 2017 Meeting Minutes a © Marketing: We have contracted with VenuWorks to help usin marketing and ticketing since they know the Industry better than we do. They will be doing the initial push and working on the admats. We are working on all of the marketing now so we just have to get approval when the agencies come back after holiday break. Discussion: We need to do everything we can not to push the announcement to February. We already missed a great window of sales with the holidays, January and February is another good time as people will be recelving thelr tax returns. There are an extraordinary amount of details and there is concern about Scotts ability to catch all of them and focus on these things may be hindering what we are doing. ‘There are a lot of moving pieces and we want to make sure we have the capacity to do what we have to do. VIL Adjourn 1:12 pm+ __GO Cedar Rapids Board of Directors - November 15, 2017 Meeting Minutes Present: Angie Charipar, sil Nepp,Cralg Colton, David Parmley, Denny Goettel, Derek Stepanek, Doug Hargrave, Jobn Myers, Marty ‘Lena, Ralph Russell, Seth Wear, Aaron McCreight, Jacke Sturez ‘Absent: Erika Elle, Heather Wilson, Seth Wear, Kalin Byers Bethany Parker, Dan Fenton 1, Callto Order ~ 7:33 am IV. President/CEO Update 4. Evolve Funding: We ésked City council for an additional $250,000 for down payments to talent. We recelved ‘verbal confirmation from the music headliner and are now talking about the payment structure. Once we sign the contract we csn move oa to booking a Friday night act. mo ‘event budget pencils but it becomes a cesh flow situation, we won't recelve ‘Ticketmastar cash from ticket sales until after the event. i's over 4 milion that we wor’t have access to. Have a meeting with Banters Trust to discuss a line of credit in case the passes don’t sell fast enough. David suggests that we have z sezarate line for this project and we may want to ask for more, We need to present a specific need, plan for repayment and mitigate what could go wrong, 4. Evolve General: We could be announcing as early as December 13%, Plan to avold the week of the election since we don’t want to get lest n the news cycle. if we keep the December payment on the 31° it is crucial to. ‘announce on the 13”. We have contracts with several national talent acts and are looking to add diversity. ©. Evolve Ticketing: The evolve passes will be sold through Bandwango and we are looking at using it for check- In systern as well. I i typical for this kind of event to sell more passes then the facies hold. Mark has started the search for sponsorship. This event Is designed to help bring people here from outside Cedar Rapids. We are not excluding locals but this is also.a bargain for everything they are getting. GA tickets are very reasonably priced, f. Motion to move forward with the Bankers Trust Meeting: |. Ralph Russell Second: Angie Charipar All Voted Aye+ GO Cedar Rapids Board of Directors - November 15, 2017 Meeting Minutes “Brest: Angle Charpar, Bll Neppl Craig Coton, David Parmley, Denny Goetel, Derek Stepanek, Doug Hargrave, John Myers, Mary Lens, Ralph Russell Seth Wear, Aaron McCreght, Jackle Stutz Absent: Erike Elles, Heather Wilson, Seth Wear, Kalin Byers. Guest: Bethany Parker, Dan Fenton Vil, Adjourn ~8:52 enGO Cedar Rapids Executive Committee - November 8, 2017 Meeting Minutes ‘Present: Aaron McCreight, Jackle Sturt, Doug Hargrave, John Myers, Denny Goettel, Dan Callahan, Erika Elles ‘Absent: Angie Charipar ‘Guest; Scott Tallman 1 Callto Order—12:10 pm IL Evolve Update 8, We have been in negotiation on the payment schedule and declined one of their offers. We offered them three payments. I they come back and want half up front we will walk away and go for someone else. We would owe recelving the commitment letter, 'b. Discussion: Stuck in a hard spot of having to find a way to make these payments. We won't receive the ‘Ticketmaster money until after the concert is held so It’s a matter of cash flow. Committee discussed ‘options to increase the cash flow including clty funding, lines of credit, private investors, and ‘sponsorship, City funding is the most ideal because of the payment terms. Sponsors may have to delay payments depending on their fiscal year. & John asked for a motion to apprave asking the city for up to $500,000 with the caveat that John and Doug both approve prior to doing 50. i. Motion: John Myers Second: Erika Elles All Voted Aye 4. Talent: have some key names confirmed but we are still missing someone from the tech world and a true keynote speaker. We are also lacking in diversity and women of power. Vi. Adjourn —1:20 pm+__* GO Cedar Rapids Board of Directors ~ October 18, 2017 Meeting Minutes Present: Angie Charipar, Bi Neppl Craig Colton, David Parmley, Denny Goettel, Derek Stepanek, Doug Hargrave, John Myers, Kaiti ‘Oswood, Marty Lenss, Relnh Russell, Seth Wear, Aaron MeCreight, Jacke Sturtz ‘Absent: Chris Overturt, Dan Callahan, Enka Elles, Heather Wilson, Matt Evans ‘Guest: Jennifer Pickar 1. Callto Order-7:33 am rst quarter pretty standard, Evolve will be tracked as evolve to avold big spikes in the revenue and expense io the operating budget. rove: Angie Charipar Second: Denny Goettel AllVoted Aye WV, President/ce0 Repare a. '. “evolve Update: we have signed contracts with three session leaders and are still recruiting the headline act for Saturday nigin by working with two different national agencles. We will continue working with them to ‘eeruit talent. The zipline company will be in town next week for a site visit. Determining launch and land sites based on power lines. Executive Committee approved a budget increase for paying the music talent. Will be holding an event to announce more details. GO Cedar Rapids Board of Directors - October 18, 2017 Meeting Minutes xgsen Angle Cerna, Bl Neppl Craig Cotton, avid Parmley, Denny Goetel, Derek Stepanek, Doug Hargrave, John Myers, Kitin Oswood, Marty Lenss, Ralph Russell, Seth Wear, Aaron McCreight, Jackie Sturtz ‘Absent: Chris Overturf, Dan Callahan, Erk Elles, Heather Wilson, Matt Evans Vil. Adjourn ~8:52 prGO Cedar Rapids Executive Committee Meeting — October 11, 2017 Present: Aaron McCreight, Angie Charlpar, Dan Callahan, Doug Hargrave, Erika Elles, Jackle Sturtz, John Myers Absent: Denny Goettel Guest: Scott Tatiman Welcome and Call to Order - 12:01 p.m. 11, NewBo Evolve 2 Our first main music act has tured us down, Staff Is working to clarify why and are developing a short list of different options. We are receiving the down payment back. Staff have confirmed with John Waters and Christian Siriano, Event to announce the event and main talent to be held on Now. 14, Evolve rs << a Tae: b. Contracts: anything that has been budgeted for and is under $25,000 Aaron is able to solely sign. Anything over that amount will require a second signature. ¢. Staff to keep the committee informed of updates via ema Vi. Adjourn ~ 4:18 p.m,GO Cedar Rapids Executive Committee Minutes ~ September 13, 2017 a Present: Angie Charipar, Erika Elles, Denny Goettel, John Myers, Aaron McCrelght, Jackie Sturtz an Call Guest; Scott Tallman L._Call to Order-7:35 V. Evolve Update 2. Main talent is interested and available but will not budge from the' Need to Increase the evolve budget byl EBto accommodate this group. This group is worth the expense and ‘with increased ticket safes, which are achlevable; we can more than cover the costs. b. Pending a positive cash flow, motion to move forward with offer to Maroon 5. ‘Motion: Doug Hargrave 2: Angie Charipar Allin Favor Steerer —E=——— Vill, Adjourn = 8: 36 a.m. Page 1GO Cedar Rapids Board Meeting Minutes - August 16,2017 Present: Aaron McCreight, Angle Charipar, Bill Neppl, Brian Scott, Chris Overturf, Craig Colton, Oan Callahan, David Parmley, Denny Goettel, Derek Stepanek, Jackie Sturtz, John Myers, Kaitlin Byers, Marty Lenss, Matt Evans, Ralph Russell Absent: Doug Hargrave, Erika Elles, Heather Wilson, Lindsay Leahy, Seth Wear Guest: Liz Zabel 1. Welcome and Call to Order —7:32 a.m, President/CEO Report a. Evolve Urdate: Evalve sponsored the Tribte Fashion Show to reach an audience and start to trickle out Information. We are presenting to the city event committee on August 21" and at the City Council meeting ‘on August 22. We are organizing a sponsor night for September 7" where we will launch the information for Evolve. We have spoken with ImOn end Truenorth and believe they will be coming on to sponsor as well. Vill, Adjourn = 8:08 2 PagetGO Cedar Rapids Board Meet utes ~ July 19, 2017 ing Present: Aaron McCreight, Angle Charipar, Bill Neppl, Brian Scott, Chris Overtur, Craig Colton, Derek Stepanek, Doug Hargrave, Erika Elles, Heather Wilson, Jackie Sturtz, John Myers, Kaitlin Oswood ‘Absent: Dan Callahan, Lindsay Leahy, Matt Evans, Ralph Russell, Seth Wear ‘Guest: Marty Lenss 1. Welcome and Call to Order~ 7:33 a.m. I, Newbo Evolve Proposal: ‘History and Prior Vetting: The Newbo Music Festival held in 2015 left mixed feelings due to the wall ‘around the event. They came to us to see how we could help moving forward. I's been on our radar for ‘two years and has grown to this proposal. Staff has extensively vetted the event as well as Brian, John and Doug. Presentation: A year one event is about setting the tone of the event to grow for future years, We want ‘to develop an event that is an experience people want to attend and buy tickets for before knowing the line-up. We reviewed our mission statement and examined what makes Cedar Rapids unique which is ‘the Newbo area. This spurred inspiration into bohemian and discovering bohemian is now everything. ‘and everyone creative leading us to Evolve. Evolve is about change, growth and re-birth just as Ced: Rapids has been doing. The event is a multi-day and 360 degree multi-sensory with programming that caters to a wide variety of people locking to expand their mind, body, and soul. The event will take place throughout the Newbo area and extend into downtown using numerous facilities and a campus: near the McCormick stage. There is a large financial burden an event of this magnitude requires, To increase the cash income, we are producing two items that draw a large amount of cash which are a zipline and a large concert. ‘Budget: The numbers presented is very conservative based on dollar amounts we know we will receive ‘and a moderate attendance number. We know there is more money out there and we expect to receive _much more sponsorship money and potential grant money. Cash flow is the concern therefore we have secured an underwriter to get us started; the city Is coming in at $250,000 that we will pay back at the fend of the event. Chance of making a large amount of money is slim in the first year; we are embarking ‘ona multi-year effort. Board Discussion: 4) Staff Bandwidth: Ensure that our staff has the capability to produce this event in conjunction ‘with our primary business operations; the rest of our business must be maintained. This budget includes hiring production crews and local volunteers to help with the burden. b) Marketing Reach: We have planned to hire a PR firm to help with the marketing burden. This is ®@ nationwide festival and our primary marketing isn the 6-hour radius around Cedar Rapids. }_ Sponsorship: Tae presented budget includes only those sponsors who we already have committed however we expect to recruit much more in sponsorship dollars and in-kind ‘agreements. This isa lot of money to raise from the corridor and we need to reach externally to bring in more money including national level sponsors. Getting money from companies in the ‘ig cities will help draw people through recognition. _ Paget a — :GO Cedar Rapids Board Meeting Minute: July 19,2017 Evolve Board Discussion Continued: 4) Local Support: This event meets one of the big requests from the city and will have a large Impact on small dusinesses. The city believes the community will come out to support us from 2 volunteer standpoint. We look to engage with local businesses and possible events. While we are focused on selling the passes, there will be opportunities for the local community who can't pay to also have # presence. This could put Cedar Rapids (and GO Cedar Rapids) on the map. ‘The city continually steps up to be a part of this with us. 2}, Smailer Scale: Do we have to start at this large of a scale or is there a middle ground we can consider for a first year event. This presentation is scaled back from the original ides and if we go smaller we won't see the economic impact we are looking for. Once we commit to the event \we will continue te be fluid and respond accordingly to situations, Evolve is relatively In~ expensive but the cash drivers are expansive, f)Financiats: The budget has been scaled back many times and Is very conservative based on what we currently know. tcomes in at about a 6% return on Investment without selling out of tickets. It also does aot dip into the operational budget or the line of credit and our ability to pay bills Is protected. We need io ive aggressive in finding sponsorship to help mitigate the risk. Staff ‘compensation and incenthves will need to be dlscussed. ‘Mation to move forward with the event Newbo Evolve: Motion: Doug Hargrave ‘Second: Denny Goettel One Obstained Sey = VIL Adjourn -9:02 a.m, ——- Page 2