Woodstock Opera House Advisory Commission

MINUTES OF THE WOODSTOCK OPERA HOUSE ADVISORY COMMISSION Tuesday, January 16, 2024 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, January 16, 2024. A roll call was taken. I. CALL TO ORDER Present: Keith Johnson (Chairman), Cassandra Vohs Demann, Peggy Hart, and Roger Zawacki. Absent: Jeff Kleinschmidt, Judith Svalander, and Gay Mathers (resigned). Staff: Daniel Campbell (Opera House Director), Betsy Cosgray (Opera House Business Operations Manager), Tiara Thayer (Clerk) II. APPROVAL OF MINUTES C. Vohs Demann motioned to approve the November 14, 2023 meeting minutes, P. Hart seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki. Nays: none. Absent: Jeff Kleinschmidt, Judith Svalander. Motion to approve the November 14, 2023 meeting minutes passed. III. COMMUNICATIONS a. Opera House Director Report: Daniel Campbell provided highlights from December 2023 and other updates: The Lighting of the Square was a great success with a large turnout. White Christmas the Musical and The Nutcracker Ballet were also well attended and enjoyed by patrons. While the holiday movies did not draw crowds as large as previous years, there were about 200 people who attended the White Christmas Sing-A-Long. The concession sales for December 2023 have increased compared to December 2022. One of the exterior lamps on the Opera House has been removed due to damage sustained during the recent winter storms. The search for a local metal smith to repair the lamp is underway. b. Commission Chair Comments: Keith Johnson stated that the January 12, 2024 Open Mic Night at Stage Left Café was cancelled due to inclement weather.  c. Commission Member Comments: Cassandra Vohs Demann (Member at Large) stated that the choir will be resuming their practice tonight, January 16, 2024. There are currently 61 choir members, and this number is anticipated to continue growing. The choir will be participating in the Welcoming of the Groundhog event. Peggy Hart (Friends of the Opera House) reported on the Hoppy Hour Fundraiser which raised an estimated profit of $1,400. Their next fundraiser will be February 2, 2024 at Stage Left Café for Cocktails and Wine with Woodstock Willie. A copy of the Friends of the Opera House Report is attached to these minutes. Rodger Zawacki (Theater 121) stated that over 3,750 people attended the White Christmas show. Paint and Sip at Stage Left Café will be returning. IV. OLD BUSINESS a. Year End Report K. Johnson reviewed the memo containing the Opera House Advisory Commission Recommendations. A copy of the memo is attached to these minutes. C. Vohs Demann motioned to approve and submit the Year End Report as presented and R. Zawacki seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki. Nays: none. Absent: Jeff Kleinschmidt, Judith Svalander. Motion to approve and submit the Year End Report as presented passed. b. 2024 Fee Structure Director Campbell stated he will be compiling the feedback he receives from the resident companies, then submit his recommendations for the updated fee structure to the City Manager. Once approved, new contracts will be issued which will affect events on and after May 1, 2024. V. NEW BUSINESS a. DCEO Project Updates The architects have toured the building and are in the process of completing their planning phase. Construction is anticipated to begin in June 2024 and be completed by September 2024. The third-floor annex construction may not include a fully finished interior due to budget/grant constraints. Stage Left Café will remain open throughout the construction. Due to upgrades to the main stage and technical equipment, the auditorium will be closed from July through August. The Opera House will supplement with more outdoor programs and events while the auditorium is unavailable. b. 2024 Goals & Objectives Director Campbell stated that no additional full-time positions are anticipated for 2024. The Opera House office spaces will be moving upstairs to allow for more public programming/event/gallery space on the main floor. Stage Left Café may see some upgrades to their tech equipment based on what can be repurposed from the Opera House.  K. Johnson asked if 2025 will be the year that the Opera House will be expected to produce evidence of increased income and profit. Director Campbell confirmed that there has been and will continue to be pressure for the Opera House to be more profitable. Discussion ensued concerning ways the Opera House can increase attendance and engagement with the community. Director Campbell stated that it is important for the Opera House to maintain some down time for administrative tasks and preparations. VI. ADJOURNMENT P. Hart motioned to adjourn the meeting and C. Vohs Demann seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki. Nays: none. Absent: Jeff Kleinschmidt, Judith Svalander. Motion to adjourn passed. Meeting adjourned at 5:42 p.m. 2024 Advisory Meetings: Jan. 16, Feb. 20, Mar. 19, May 21, Aug. 20, Sept. 17, Oct. 15, Nov. 19. The next meeting: February 20, 2024. Respectfully submitted, Tiara Thayer Commission Clerk  Woodstock Opera House Advisory Commission Memo To: Michael Turner, Mayor – City of Woodstock From: Woodstock Opera House Advisory Commission cc: Woodstock City Council, Roscoe Stelford - City Manager, Daniel Campbell – Opera House Director Date: January 12, 2024 Re: Opera House Advisory Commission Recommendations FY24/25 Members of the Opera House Advisory Commission make the following recommendations as their annual report to Mayor Turner and Woodstock City Council. Thank you for your continued support of the Woodstock Opera House, particularly for the addition of much needed staff positions, funded in FY23/24. After careful consideration and discussion, listed here are projects the Commission members feel be afforded priority for funding and support as well as one policy recommendation. To aid in identifying priority, we have organized them within three categories; short-term, mid-term and long-term project goals. 1. Short Term Projects: For the next 1-2 years. a. Complete build-out of the 1939 South annex. We understand the addition of the third floor is part of the DCEO Grant funding, but we also feel it is important to complete refurbishment of the first and second floor levels of the south annex as the Opera House needs rehearsal, classroom, office and storage space with proper accessibility. b. Replace the Main Stage Curtains. The curtains are showing their age and do not reflect the enhanced professional appearance we are striving for. c. Rigging upgrades. The rigging is 50 years old and has well exceeded its service life. Staff reports parts and repairs are becoming more difficult to obtain. We understand that this is a high cost project, but wish to emphasize its importance to programming. d. Sound System for the Park in the Square. Many community events would be enhanced by a better sound system. We know this is a project that has been in  preparation for several years and wish to add our support for its completion as soon as is feasibly possible. 2. Mid Term Projects. For the next 3-5 years. a. Remodel of ground floor lobby bathrooms. With emphasis on appearance and functionality. These facilities receive high traffic use for both Opera House programs and events on the Square and are in definite need of refurbishment. b. Development of an in-house Educational Program. The Opera House would benefit from development of a regular artistic program of educational workshops, classes and training opportunities for local students and community members. This may require the potential addition of dedicated staff to create a professional program. c. Rebuild or replace the east side fire escape. The fire escape on the Dean Street side of the building is in disrepair and presents a life-safety liability if not addressed in the near future. 3. Long Term Projects: For 6 years and beyond. a. Rebuild balcony seating area. The current balcony has historically had sightline issues and is not ADA accessible. This would probably require special funding beyond that of a typical CIP project so consideration of how to afford this upgrade should be taken well in advance of the project upgrade. b. Stage Left Café renovations. Stage Left Cafe continues to be used more and more as a performance space by local community groups and regional artists. Now in its 21st year of use, it is starting to feel somewhat dated and in need of a refresh. Enhanced audio, video, lighting, furnishings and décor would make it a more attractive and functional venue. 4. Finally, we ask the Mayor and Council to please consider and be mindful of the impact renovations have on users of the facility. Scheduling of renovations and project oversight for how it affects programming will be key to maintaining successful and viable programs throughout the process. We thank you for your consideration of our proposals and look forward to our continued work in providing oversight and advisement on our beloved historic theater. Respectfully submitted by the Woodstock Opera House Advisory Commission Members: Keith Johnson (Chair)