Woodstock Opera House Advisory Commission

MINUTES OF THE WOODSTOCK OPERA HOUSE ADVISORY COMMISSION Tuesday, October 15, 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 p.m. by Keith Johnson on Tuesday, October 15, 2024. A roll call was taken. I. CALL TO ORDER Present: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Mary Ellen Prindiville, Jeff Kleinschmidt, and Jordan Rakittke. Absent: Judith Svalander. Staff: Daniel Campbell (Opera House Director), and Tiara Thayer (Commission Clerk). II. ACCEPTANCE OF MINUTES M.E. Prindiville motioned to accept the September 24, 2024 meeting minutes as corrected, and C. Vohs Demann seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Mary Ellen Prindiville, Jeff Kleinschmidt, and Jordan Rakittke. Nays: none. Absent: Judith Svalander. Motion to accept the September 24, 2024 meeting minutes passed. III. COMMUNICATIONS a. Opera House Director Report: Daniel Campbell reported that the Opera House has launched its season and opened ticket sales for the Henry Winkler appearance. Director Campbell noted that there are only three weeks remaining until the event. Discussion concerning the ticket sales ensued. b. Commission Chair Comments: Keith Johnson had no report to share. c. Commission Member Comments: Cassandra Vohs Demann (Member at Large) reported that the Bingo Fundraiser – hosted by Kishwaukee Brewing Co. – brought in $850. Unfortunately, she needed to cancel her annual holiday show at Stage Left due to a scheduling conflict with her instrumentalists, but the show will return next year. C. Vohs Demann expressed her thanks to the Friends for offering to pay for the Choir’s spring concert programs. The community choir will need to adjust the amount of shows they produce due to the increased size of the organization. C. Vohs Demann also mentioned that she may take a sabbatical after this next spring choral season. 1  Peggy Hart (Friends of the Opera House) shared a flyer promoting the Friends’ poinsettia fundraiser, a copy of which is attached to these minutes. The poinsettias will be delivered on November 29th and people will be able to pick up their orders on the 30th at Stage Left. The Friends are sponsoring each of the resident companies with a project this year: The Friends organized coffee and cookies for The Fine Arts Association (Conscious Cup Coffee of Crystal Lake donated the coffee), and covered the cost of the community choir’s spring programs. Jordan Rakittke (Theatre 121) shared that rehearsals for A Christmas Story are underway. Unfortunately, the ticket sales are not as high as anticipated. There will be a quick turnaround from A Christmas Story to the Groundhog Day show. Judith Svalander (Judith Svalander Ballet Theatre) Absent. Mary Ellen Prindiville (Woodstock Fine Arts Association) stated that the Creative Living Series will be continuing as scheduled. The Fine Arts Association received a $17,000 grant from McHenry County Foundation through a fund that focuses on Woodstock. The Fine Arts Association has started to schedule for next year’s Creative Living Program. Jeff Kleinschmidt shared that he learned at a recent conference that, aside from large stars like Taylor Swift, ticket sales have been an industry-wide struggle. IV. OLD BUSINESS a. DCEO Updates and Project Communications The Opera House is waiting on the steel for the third-story, as well as the quartz counter tops. The lighting system is up and working, and the video screen is being worked on. Director Campbell stated that progress is quickly picking up, but that there are contingency plans in place for Thursday’s Creative Living Series. Director Campbell also stated that everything should continue to improve each week. b. Fundraising No comments nor discussion. V. NEW BUSINESS a. Annual Report Follow Up The Commission agreed to continue discussing and consolidate the ideas below into and include them in the Annual Report to the city. i. J. Kleinschmidt – Marketing Role Support J. Kleinschmidt shared the pros and cons of hiring someone to fill the role of marketing specifically for the Opera House. J. Kleinschmidt also shared that his venue currently depends on two full-time personnel to execute marketing efforts, with one person focusing solely on the social media aspect. A brief discussion ensued concerning the potential to increase the number of patrons from and beyond McHenry County. 2  ii. C. Vohs Demann – SLC Identity C. Vohs Demann shared the current description for Stage Left Café (SLC) as stated on its website, along with a potential updated description that better highlights the desired identity for SLC. C. Vohs Demann explained that the eclectic nature of SLC may be confusing to the public and shared ideas to better define the space, such as clear and consistent marketing. Discussion ensued concerning rebranding ideas and priorities. iii. J. Rakittke – Family Outreach J. Rakittke explained how the arts and educational programming serve to enrich children’s lives in the community by improving cognitive, emotional, and social skills. With not many alternatives outside of library programming, the Opera House is poised to provide accessible and equitable arts programs for children and families. J. Rakittke highlighted that prioritizing youth programming is investing in the artists already present in the community at an early age. Some ways to reach the youth demographic include offering daytime and matinee performances and including a variety of art mediums that will attract and foster interest and growth within the arts. iv. D. Campbell – Resident Company Collaboration & Programming Director Campbell shared his suggested areas of collaboration, including: educational programs, accessibility training, school outreach programs, artistic programs, collaborative productions among resident companies, and pop-up performances. Director Campbell acknowledged that funding remains the constant obstacle for everyone’s good intentions and ideas. Discussion ensued concerning funding and the general organizational structure of the Opera House. b. Preliminary CIP Project List Submittal Director Campbell shared a CIP Project List with the Commission, a copy of which is attached to these minutes. Director Campbell asked the Commission to review this list and to come to the November meeting with their feedback. c. 2025 Meeting Schedule The Commission has been meeting on the third Tuesday of each month at 4:30 p.m. The Commissioners agreed to review their 2025 schedules and determine the Commission’s 2025 meeting schedule at the November meeting. VI. ADJOURNMENT J. Kleinschmidt motioned to adjourn the meeting, and M.E. Prindiville seconded. Ayes: Keith Johnson, Cassandra Vohs Demann, Peggy Hart, Mary Ellen Prindiville, Jeff Kleinschmidt, and Jordan Rakittke. Nays: none. Absent: Judith Svalander. Motion to adjourn passed. Meeting adjourned at 6:00 p.m. 3 2024 Advisory Meetings: Jan. 16, Feb. 20, Mar. 19, May 21, Aug. 20, Sept. 17, Oct. 15, Nov. 19. The next meeting: November 19, 2024 Respectfully Submitted, Tiara Thayer Commission Clerk 4  Opera House CIP PROJECT LIST 2025 DCEO Renovation Projects Year Funded Estimated Costs • Box Office/Lobby Renovation FY24/25 $0 • Community Room/VIP Renovation FY24/25 $0 • Lobby Staircase Cut Through FY24/25 $0 • Exterior Building Lighting FY24/25 $0 • LED Video Wall FY24/25 $67,160 Complete • South Annex 1st Floor Foundation FY24/25 $0 • South Annex 2nd Floor Breakroom FY24/25 $0 • South Annex 2nd Floor Laundry FY24/25 $0 • South Annex 2nd Floor Offices FY24/25 $0 • South Annex 2nd Floor Remote Orchestra FY24/25 $0 • South Annex 3rd Floor Addition FY24/25 $0 • South Annex 3rd Floor Stage Pass Through FY24/25 $0 • South Annex 3rd Floor Dressing Rooms FY24/25 $0 • Stage Floor Reconstruction FY24/25 $0 • Theatre Lighting/Sound/Video FY24/25 $0 • Tuckpointing/Masonry Repairs FY24/25 $0 • West Annex 2nd Floor Greenroom FY24/25 $0 • West Annex 2nd Floor Common Area FY24/25 $0 • West Annex 2nd Floor Assistants Office FY24/25 $0 • Window Restoration FY24/25 $0 Future CIP AUDITORIUM • Plaster/Wood Trim Repairs - Need Estimate • Paint & Stencil Repairs - Need Estimate • Auditorium Seat Replacement - $200,000 (DLR) • Audience Lighting - Need Estimate • Balcony Overbuild - Need Estimate • Carpet/Flooring Replacement - Need Estimate STAGE • Stage Curtains - Replacement - $70,000 (DLR) • Stage Fly/Rigging System Replacement - $500,000 (DLR) LOBBY/GROUND FLOOR UPGRADES - • Interior Lighting Upgrades - Need Assessment & Estimate • Ground Floor Carpeting - Need Estimate • Ground Floor Lobby Restroom Renovations - Need Estimate ADA & LIFE SAFETY PROJECTS • Balcony Stair Well Rebuild - $55,000 (DLR) • Elevator to Third Floor - $135,000 (DLR) • Fire Escape Replacement - $75,000 (HOH Group) + $10,000 Demo • Stage Fire Curtain System Replacement - Need Estimate • ADA Door Openers on Exterior Doors - Need Estimate FACILITY INFRASTRUCTURE • Roof Replacement for OH - Need Estimate • Boiler Replacement - $30,000 • Attic Reinsulating - Need Estimate • HVAC Replacement West Annex & OH - $100,000 (Estimated) • Air Handler Replacement - Need Estimate • South Annex Tuckpointing - Need Assessment & Estimate • Exterior Gutters/Drainage Repairs - Need Assessment & Estimate • Bell Tower Bearing Wall Gap - Need Estimate • Portico Repairs and Paint - Need Estimate REGULAR MAINTENANCE PROJECTS • Exterior Painting - Maintenance Schedule • Opera House Masonry - Maintenance Schedule • East Side Planting Beds - Needs Complete Overhaul/Redesign SOUTH ANNEX PROJECTS • South Annex Garage Build-out - $300,000 (Estimated Based on DLR Report) • Old Service Shaft Stair Buildout and ADA Lift - Need Estimate STAGE LEFT CAFÉ • Café Remodel - $400,000 (Estimated Based on DLR Report) Updated Project Cost List 2025-2035 • Opera House - Exterior Improvements/Renovations o Fire Escape FY24/25 $85,000 o Chimney Restoration FY25/26 $25,000 o Roof Membrane Replacement FY26/27 $93,000 o Brick/Masonry/Stone Regular Maintenance FY30/31 $25,000 o Window Maintenance/Repairs FY33/34 $50,000 o Exterior Lighting TBD $TBD Total: $278,000 • Opera House - Interior Improvements/Renovations o Passenger Elevator Extension to Third Floor FY25/26 $200,000 o Balcony Stairwell Re-build TBD $60,000 o Lobby Restroom Upgrades FY26/27 $193,000 o Attic Renovations (insulation) FY28/29 $61,000 o New Carpeting FY25/26 $100,000 Total: $614,000 • Opera House - Mechanical/Plumbing/HVAC Upgrades o 6 RTU’s, 1 Condenser, 1 Air Handler FY24/25 $300,000 o Boiler Replacement FY33/34 $45,000 o ADA Door Openers TBD $TBD Total: $345,000 • Opera House Auditorium Renovations o New Seating TBD $275,000 o Paint, Plaster, Millwork Restoration TBD $75,000 o New Stage Curtains FY26/27 $100,000 o Stage Fire Curtain Replacement TBD $TBD Total: $450,000 • West Annex o Stage Left Design FY26/27 $25,000 o Stage Left Remodel FY27/28 $375,000 o Brick/Tuckpointing Repairs TBD $TBD o Window Repairs (Paint/Screens) TBD $10,000 ▪ 2 Large Fronts Total: $410,000 ▪ 1 Triple Rear ▪ 2 Double Rear ▪ 3 Singles Rear ▪ 1 Display Rear ▪ 1 Transom Rear ▪ 1 Double Door Rear • South Annex o Garage Renovation TBD $300,000 o Service Shaft Stairwell TBD $20,000 o Service Shaft Wheelchair Platform Lift TBD $25,000 + Install  o Brick/Tuckpointing Repairs TBD $TBD o Window Replacement TBD $20,000 + Install ▪ 8 Double Windows ▪ 1 Single Window ▪ 2 Man-Doors Total: $365,000 + Install Unfunded Future Projects to Consider • Stage Fly/Rigging System Replacement Unfunded $500,000 • Opera House East Side Planting Beds Rehab Unfunded $TBD • Exterior Gutters/Drain Repairs Unfunded $TBD