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HomeMy WebLinkAboutMinutes.WHLR.20200108.RegularLibrary Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie In Attendance: Wheeler Opera House Board Members: Chip Fuller, Chairperson Christine Benedetti, Vice Chair Nina Gabianelli, Secretary Ziska Childs Dr. Tom Kurt Amy Mountjoy Richard Stettner Via phone: Justin Brown Peter Grenney (alternative) In Attendance: Wheeler Opera House / COA Staff: Gena Buhler, Executive Director Meeting Recorders: Julie Gillespie, Kasey Klabunde DISCUSSION ACTIONS RESPONSES o Meeting called to order at 3:08 PM o December 2019 meeting minutes to be reviewed and approved at February 2020 meeting. o Board Discussion (Chip Fuller) • January 27 Joint Meeting with City Council | Topics for Discussion & Memo  GRENNEY: discussion of four walls of the Wheeler vs. the board mission statement  MOUNTJOY: discussion of outside architectural lighting as a necessity – how much the building is lit up outside is nominal and what we can do to increase it. Ex: Hotel Jerome.  BUHLER: direction of exterior lighting code comes from HPC not City Council. Does the board want to present this to City Council as a key priority?  STETTNER: The Limelight Aspen was granted a variance for their exterior lighting. Do we know if Hotel Jerome was also granted a variance for their lighting and does that help us?  CHILDS: discussion of past exterior coverage over entrance to downstairs offices – past idea to reconsider and implement as a precedent for back lot coverage?  BUHLER: per ComDev & HPC this would not be an option in the back lot. Other aspects of the building are more of an issue – chiller, proposal for solar (possibility to utilize entire roof), snow melt, clear coat over stonework, etc. Goal of HPC is to preserve Wheeler building history, and we need to find a middle ground on this by Library Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie implementing these measures to keep building current while maintaining historical standards.  FULLER: could bringing these topics to City Council move these ideas forward?  BUHLER: goal is to follow steps with HPC and ask for City Council a variance for HPC specific issues only if HPC denies requests.  KURT: idea of plant the tree approach – Wheeler could provide seed packets and plant trees for anything that is affected but changes.  CHILDS: discuss difference between mission statement and directive for Wheeler board. Needs more definition and more clarity. Request to put together a statement as to why we think this is important and for the board to agree with one another.  GRENNEY: Wheeler is in fantastic condition (building/operations/programming). As a board, how can we fulfill the mission statement to be able to provide more outside of the four walls? How do we fulfill that mission?  STETTNER: if the board wants change to the mission statement, suggestion to hire a third party company to manage. Question is – should we request of council that we hire an outside entity and request bids?  FULLER: would this be to work on the mission statement and goals specific to the Wheeler OR the Wheeler board’s duties and roles?  STETTNER: focus on the Wheeler (organization) first then how do we as a board follow that statement and support the Wheeler mission statement.  FULLER: City Council will have to agree to reevaluate the mission and goals of the board but that cannot happen until step one – Wheeler mission statement and goals have to be first priority. Would need a compelling reason to why the board wants to change/update the Wheeler mission and potential question from Council - why change things?  BUHLER: memo for City Council would need to include why the board feels this way (changing mission statement and goals of the Wheeler), laying out the key points.  GABIANELLI: what is our directive as the Wheeler board? New City Manager and Council could have different views.  MOUNTJOY: what is the board’s role? Questions about our goals, focus, etc. Board could utilize that feedback and look forward to what we can do with those parameters.  BUHLER: overview of board legislation; duties & goals reviewed (see attached documents)  CHILDS: request to focus on having a vision statement and concept for what the Wheeler is, what the building is for, the community and board wants to reinforce this. We need clarity, because this is just too much and too broad of a statement. Library Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie  STETTNER: focus on simplifying, how does the board take what is being done and input that into the mission statement? Focus on direction and seek out an entity to redirect those inputs.  BUHLER: what are the reasons for changing the mission statement – what is happening in a negative way because something is lacking in the mission statement? Council will ask, why is this broken and what are the impacts?  BENEDETTI: what are the effects of a lacking mission statement and what are the examples?  CHILDS: contact with other local arts organizations.  FULLER: should the Wheeler (organization) goals be updated?  BUHLER: initial goals of the Wheeler provided guidance in the past for where the Wheeler is now today. Main focus of the current work plan is where the Wheeler will be in ten years. Environmental goal should be included as Council and Board have expressed the importance of our programs.  FULLER: does the Wheeler board want to discuss with City Council about proposing to change the Wheeler Opera House mission statement and goals? • In favor: Ziska Childs (1) • Against: Christine Benedetti, Peter Grenney, Richard Stettner, Nina Gabianelli (4) • Abstain: Tom Kurt: Does not understand what we are voting on and for (1)  FULLER: does the Wheeler board request to advise City Council to add an updated environmental goal to the Wheeler Opera House goals? • In favor: ALL (6)  FULLER: does the board request to discuss with City Council about changing / broadening board roles & duties, why and how they should be changed?  DISCUSSION, no vote.  GRENNEY: board should discuss the goals and not duties. Ideal to share what the board’s vision is and what we contribute to the Wheeler. Goal is to focus on elevating and enhancing the experience of visiting the Wheeler and how we have the opportunity to support that experience.  FULLER: concentrate on what is not currently in the Wheeler Opera House goals – what should be included?  CHILDS: should include “support the Wheeler mission statement.”  FULLER: should this include an emphasis on Roaring Fork Valley grants?  STETTNER: will be positive to bring forth the environmental goal to City Council, Wheeler and board’s intention is to be proactive.  FULLER: In the memo and meeting, let’s provide update to City Council on what the Wheeler board has achieved within the last few years. Overview of board duties, board projects, and discussion of what roles and duties should be. Library Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie  BUHLER: Wheeler board project examples – programming growth, community use space, WRETT renewal, Wheeler growth feasibility study (phase I), JAS discussion, Wheeler and the greater arts community, etc. Comparison of Wheeler in 2015 vs. 2020 and impact the board has had.  FULLER: discuss with City Council their requests from the Wheeler board including vision for the next 10 – 20 years.  BUHLER: Next steps, information from this meeting will be formatted into a memo that will be sent to Council in advance of the work session. • Wheeler Green Initiatives  BUHLER: current overview of green initiatives by the Wheeler Opera House: • Back of House Program launch (December 2019): limiting use of single use plastic and any other single use containers. Signs created and posted in spaces to educate and provide explanation for users to easily understand and implement (staff/crew, artists, vendors, etc). Wheeler crew/staff provided reusable coffee mugs to continue to support this mission. • Artists provided reusable water bottles in house to decrease waste (on- going since 2017). Contracts restrict Wheeler from purchasing plastic containers or single use water bottles. • Entire building (including back of house artist space) implemented composting, single stream recycling and terra-cycling (admin only), restaurant also required to compost and recycle. • BENEDETTI: reusable cups/glasses for the bar instead of only composting option? • BUHLER: challenging within the bar space to invest in a dishwashing / sanitizing area and system due to lack of easily accessible water in current design. Bar management team interested but would need to reconfigure the bar space at an unknown cost and impact. • CHILDS: idea of biomass generators. Potential to be placed in the ground in back lot, would need solar and could provide composting abilities. Option to try in a small, experimental space with no effects. This would allow us to be leaders in showing the next step from composting. • BUHLER: Not sure of the operational possibility of this, including using loading dock lot for this, with needs for parking in that space crucial. • CHILDS: LED discussion – are all lights backstage 100% LED? • BUHLER: Outside of primarily all conventional (non LED) lighting used during the summer by AMFS, 80% of the Wheeler and rental events are lit by LED. We would like to be full 100% LED, but space is at a minimum because of AMFS designer’s refusal to make the transition. However, we may be at a Library Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie point to not allow AMFS the ability to not use LED equipment. • BROWN: AMFS currently has new lighting designer, but LED’s for AMFS usage would not be an option, as finding a quality lighting designer to use non-conventional lighting is difficult due to the artistic quality differences. • BUHLER: Aspen Mayor’s goal is to have all city entities as eco conscious as possible – possibility to implement a three year roll out for LED usage to prepare AMFS light designers? If all of Broadway has made this transition, the Wheeler should be able to do it as well, including AMFS designers if given enough of a transition notice. • BROWN: LED changeover would need to be bigger discussion if there was a timeline and AMFS can continue to discuss, but if the conventional lights leave the Wheeler, they could come to AMFS to then use in the summer time in place of the venue’s LED rig. We could continue the discussion • BUHLER: pick up discussion at a future point, venue policy could be all LED, and users have to comply. No storage options to switch out LED to conventional in the summer, and what is the reason why AMFS would be exempt from this eco-conscious decision with the rest of the theatrical and touring industry is figuring out how to make the change. • FULLER: idea to focus on audience transportation to and from Wheeler events. How can we lessen the impact? • BUHLER: information sent out to the public in advance of shows – WeCycle sponsor, RFTA bus options, carpooling, walking, etc. Behavior change is a major factor, and we see a majority of our attendees driving. Director’s Report (Gena Buhler) o Holiday Programming • Academy Screenings: screening dates changed to post holidays to allow for sequential dates in the Wheeler when more locals might also be free to attend, which allowed for more available dates within the Wheeler presents December schedule. • December 2018 ticket sales:  Performances – 12 total | Average ticket sales – 288/show • December 2019 ticket sales:  Performances – 14 | Average ticket sales – 310/show  5% growth YOY • Aspen Laugh Festival  January 2018 sales to budget goal – 34% of goal  January 2019 sales to budget goal – 91% of goal  Denver has helped with front range promotion. Local partner Limelight Aspen Library Room, Paepcke Building – Aspen Institute Board Meeting Minutes | Wednesday January 8, 2020 - 3PM Submitted by Julie Gillespie provided positive experience for local shows, artist lodging and community to promote brand growth. o Theatre Projects Phase II Update • BUHLER: Final proposal in front of CMO with the intent of project window April – June 2020 o Deadly Weapons Ban Update • BUHLER: local organization Colorado Protective Services provided a security analysis and venue profile – recommendation for implementing weapons ban is to have consistent enforcement and presence with at least one security officer. Need to implement weapons ban language within ticketing system and venue signage if / when rolled out and approved by CMO. • CHILDS: is security enforcement required for back load-in entrance? • BUHLER: back lot is security key pad and surveillance video controlled. Deadly weapons specific officer would be in addition to the security that is currently implemented. • FULLER: does the board agree the Wheeler needs to bring in outside security for this and not use staff/volunteers for this role?  In favor: full agreement from the board (6) • BUHLER: increased security would be an increased budget implication for Spring 2020. Goal is for minimal / tasteful public facing signage and will be included in performance reminders for ticket buyers and on digital monitors, website, etc. • BUHLER: Tom Kurt’s board seat up for renewal and upcoming interview renewal slated for Monday January 13 with Council. o Future Meeting Schedule Review (Chip Fuller) • Monday, January 27 | 4pm | City Council Work Session (Council Chambers) • February 5 | 3pm | Regular Meeting, Topics: Ticketing System Decision & Roll Out Plan, Quarterly Financials, 2020 Site Project Design Update and Future Planning Update • March 4 | 3pm | Regular Meeting, Staffing Structure, Other Topics TBD • April – Tentative; no meeting • May TBD *Note all meetings in Winter 2020 to take place at Aspen Institute Library Room unless otherwise listed due to Physics Café schedule at Wheeler Opera House. o Meeting Adjourned at 4:48 PM by Chip Fuller Motioned by: Chip Fuller