Woodstock Opera House Advisory Commission

MINUTES OF THE WOODSTOCK OPERA HOUSE ADVISORY COMMISSION Tuesday, March 19, 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, March 19, 2024. A roll call was taken. I. CALL TO ORDER Present: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki (resigning), Judith Svalander, Mary Ellen Prindiville Absent: Jeff Kleinschmidt Staff: Daniel Campbell (Opera House Director), Betsy Cosgray (Opera House Business Operations Manager), Tiara Thayer (Clerk) II. ACCEPTANCE OF MINUTES P. Hart motioned to accept the February 20, 2024 meeting minutes, and J. Svalander seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki, Judith Svalander, Maryellen Prindiville Nays: none. Absent: Jeff Kleinschmidt. Motion to accept the February 20, 2024 meeting minutes passed. III. COMMUNICATIONS a. Opera House Director Report: Daniel Campbell reported that the second Hospitality Assistant for the Opera House has been hired, bringing the staff total to 34 members. Katie Cork has resigned from her position as Business Development Manager. This position will be absorbed by the City’s Business and Marketing Department. The Opera House’s budget is on track for the remainder of fiscal year 23/24. The upcoming budget for fiscal year 24/25 will be voted on by the City Council at their April meeting. b. Commission Chair Comments: Keith Johnson shared that Stage Left Café has continued to host two open mic events each month. Chairman Johnson also shared that folk and jazz musician Claudia Schmidt will be performing on April 5th. c. Commission Member Comments: Cassandra Vohs Demann (Member at Large) stated that the Love Letters show had a packed house and was nearly sold out. The community choir is rehearsing for their upcoming concert. A Bingo fundraising event was held at Kishwaukee Brewing, and brought in an estimated $1,500. Peggy Hart (Friends of the Opera House) reported that she attended a debriefing of the Groundhog Day events. Some Groundhog Day plans for next 1  year include providing more activities for kids and having music at the cocktail party. The Friends of the Opera House will be bringing a group of 30 seniors to see the upcoming Steel Magnolias show. Roger Zawacki (Theatre 121) shared that the Steel Magnolias production will begin in April, and Sweeney Todd auditions will begin soon. The Theatre 121 summer workshop will relocate to one of the local high schools while the main stage is under construction. Judith Svalander (Judith Svalander Ballet Theatre) stated that rehearsals for a revised Sleeping Beauty performance have begun. Maryellen Prindiville (Woodstock Fine Arts Association) shared that the Creative Living Series remains in hiatus until April. Betsy Cosgray stated that the City will be hosting a recognition event meant to thank the individuals involved in volunteer-based commissions, including the Woodstock Opera House Advisory Commission. Commission members should watch their inboxes for an email from the City to RSVP for the event. IV. OLD BUSINESS a. Branding Roll Out Now that the new Opera House logo has been revealed, the Opera House staff will be receiving updated uniforms. b. H&R Draft Plans There were no new updates to share concerning the H&R draft plans. Director Campbell did share that the Opera House will be adding a few security cameras to the facility, primarily around entrances and wherever financial transactions take place (box office, concessions, etc.). c. Opera House Development Position This topic was addressed during the Director’s Report. V. NEW BUSINESS a. DCEO Updates and Project Communications i. Lights, Audio, and Video bids The Opera House received one bid for the light equipment and two bids for the audio and video equipment. The lower bids were accepted, keeping the project slightly under budget. These bids are on the agenda for the City Council to approve tonight. ii. Window Restoration The windows have been removed and are being worked on. The easier pieces to repair should be re-installed in early April. All windows should be repaired and re-installed by August. iii. Tuckpointing and Masonry The initial bid for this project was retracted due to unforeseen needs. Director Campbell explained that it may be better to submit a Request for Proposal (RFP), which would allow the Opera House and City to gain 2  better clarity on the project and its exact needs. With the RFP completed, a more detailed and accurate bid could then be sent out. iv. Holabird & Root The architects reviewed the stage and south annex and collaborated with Director Campbell to ensure the construction plans would maintain key historical features and structures. During their review, the architects recommended that the Opera House look into condensing the HVAC system into fewer units. Discussion ensued. b. Summer Programming Due to upcoming construction and closures in July through September, programming will focus on Stage Left Café and outdoor events. Some programs include, but are not limited to: movies in the park, concerts, Shakespeare in the park, and Rhythm and Brews. Stage Left Café will remain closed on Mondays, and host programs Tuesdays through Saturdays. Director Campbell stated he will look into scheduling some dusty boots tours during the facility’s renovations. c. Program Scheduling for 2025 Director Campbell provided an update on the allocation of program creators and producers for the Opera House. Currently, the Woodstock Opera House contributes 25% of the programs, resident companies contribute 55%, and independent productions contribute the remaining 10%. In order to improve program planning and scheduling, the Opera House will be transitioning to a two- season format. The specifics of these seasons are still being determined, but they may follow a Spring/Summer and Fall/Winter schedule. Director Campbell also requested that the resident companies submit their schedules by May 2024. d. Arts & Economic Prosperity 6 Study The Americans for the Arts issue reports every 3-4 years with information from national surveys. The full report is attached to these minutes. Director Campbell highlighted key sections that detail the positive economic and social impact facilities such as the Opera House have on a community. Discussion ensued. VI. ADJOURNMENT R. Zawacki motioned to adjourn the meeting, and C. Vohs Demann seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Roger Zawacki, Judith Svalander, Maryellen Prindiville Nays: none. Absent: Jeff Kleinschmidt. Motion to adjourn passed. Meeting adjourned at 5:39 p.m. 2024 Advisory Meetings: Jan. 16, Feb. 20, Mar. 19, May 21, Aug. 20, Sept. 17, Oct. 15, Nov. 19. The next meeting: May 21, 2024 Respectfully Submitted, Tiara Thayer Commission Clerk 3