Woodstock Opera House Advisory Commission

MINUTES OF THE WOODSTOCK OPERA HOUSE ADVISORY COMMISSION Tuesday, October 17, 2023 The meeting of the Opera House Advisory Commission of the City of Woodstock was called to order at the Opera House at 4:30 pm by Keith Johnson on Tuesday, October 17, 2023. A roll call was taken. I. Call to Order Advisory Members: Present: Keith Johnson, Judith Svalander, Cassandra Vohs Demann, Gay Mather, and Peggy Hart. Absent: Roger Zawacki, and Jeff Kleinschmidt. Staff: Opera House Director Daniel Campbell, and Opera House Business Operations Manager Betsy Cosgray II. Approval of Minutes G. Mather motioned to approve the Tuesday, September 19, 2023 meeting minutes, Cassandra Vohs Demann seconded. Ayes: Keith Johnson, Judith Svalander, Cassandra Vohs Demann, Gay Mather, and Peggy Hart. Nays: none. Absent: Roger Zawacki and Jeff Kleinschmidt. Motion to approve the September 19, 2023 meeting minutes passed. III. COMMUNICATIONS a. Managing Director Report: D. Campbell provided a WOH update: Giving Week raised $19,000 including ticket sales, donations and sponsorships. The Opera House made $8,000 and each resident company made around $1,800. End of September showed lower attendance, but ticket sales for future events are slightly higher than last year. Theatre 121’s production of Puffs is in their second week of their run. D. Campbell noted that the administration will look at a Fee Structure for rental and labor costs. K. Johnson asked when fee changes would go into effect. Director Campbell stated they would be effective with the new 2024 contracts. It has been several years, prior to the pandemic, since rates have changed. R. Stickrod, Production Manager, is hiring additional crew to prepare for the holiday season. Spending is on track with the budget for FY23/24. b. Commission Chair: K. Johnson stated OffSquare Music has continued their two events each month with great success. They are also beginning to plan for their New Year’s Eve event in December. c. Commission Member Comments: Cassandra Vohs Demann (Member at Large) shared the Woodstock Community Choir is preparing for their concert on October 29. They will also be rehearsing for the tree lighting in November. C. Vohs Demann also stated she is preparing for the Annual Holiday Wishes concert in December. Gay Mather (Woodstock Fine Arts Association): WFAA is presenting Homer Hickam on October 19 for Creative Living, and Switchback for the Children’s Program on October 24 for elementary school children, and then a private event to invite and recruit more members for the Woodstock Fine Arts Association. A discussion ensued regarding how to engage school districts. Judith Svalander (Judith Svalander Ballet Theatre): They are in full swing of rehearsals for Nutcracker. Some of her students participated in a national competition in Chicago and were awarded 2nd and 4th place. J. Svalander stated that she had conversations with the Joffrey Ballet who is interested in working with the Opera House. A discussion ensued regarding participation and attendance for Giving Week. Peggy Hart (Friends of the Opera House): P. Hart stated the Friends have begun investigating having an endowment program, and have included a financial advisor from their membership. They also have created a yearly budget. 2023 Advisory Meeting dates: Jan. 17, Feb. 14, Mar. 14, May 16, Aug. 15, Sept. 19, Oct. 17 and Nov.14 IV. OLD BUSINESS a. Feedback on DLR Report: No new information. No discussion took place. b. Review of Strategic Plan Elements: No new information. No discussion took place. c. Commission schedule for 2024: Peggy Hart motioned for the commission meetings for 2024 as follows: Jan. 16, Feb. 20, Mar. 19, May 21, Aug. 20, Sept. 17, Oct. 15 and Nov. 19. V. NEW BUSINESS a. DCEO Update – Director Campbell shared that the architectural firm that was chosen for the DECO project is Holabird & Root, out of Chicago. The next step will be to work with the firm to develop the scope of the project, with a goal to be completed by the end of December. During this time, Holabird & Root will be conducting a concept and exploration phase. b. CIP Project List – D. Campbell stated a CIP list will be created using many of the projects from the DLR report that will not be used in the renovations, although some projects will not be addressed for up to 10 years. c. Year End Report – Answering Chairperson Johnson’s question, D. Campbell stated the report needs to be completed to support the new budget. It was discussed that the Advisory Board will send their ideas to K. Johnson to be discussed at the November meeting. VI. ADJOURNMENT Motion to adjourn by Judith Svalander and Peggy Hart seconded. Ayes: Keith Johnson, Judith Svalander, Cassandra Vohs Demann, Gay Mather, and Peggy Hart. Nays: none. Absent: Roger Zawacki and Jeff Kleinschmidt. Motion to adjourn passed. Meeting adjourned at 5:32 pm. The next meeting: November 14, 2023. Respectfully submitted, Betsy Cosgray 2023 Advisory Meeting dates: Jan. 17, Feb. 14, Mar. 14, May 16, Aug. 15, Sept. 19, Oct. 17 and Nov.14