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HomeMy WebLinkAbout2021.07.14 WAB Minutes1 Wheeler Advisory Board Meeting Minutes July 14, 2021 3:00 p.m. Wheeler Opera House In Attendance: Wheeler Opera House Advisory Board Members: Chip Fuller, Chairperson (via phone); Christine Benedetti, Vice Chair; Amy Mountjoy, Secretary (presiding); Ziska Childs; Nina Gabianelli; Dr. Tom Kurt (via phone); Richard Stettner (via phone); Jennifer White (ex-officio); Lauren Forman (alternate) Wheeler Opera House/City of Aspen Staff: Diane Foster, Assistant City Manager; Lisa Rigsby Peterson, Executive Director; Nicole Levesque, Audience Services Manager; Hannah Ritter, Ticketing Coordinator City Council Liaison: Mayor Torre Meeting Recorder: Hannah Ritter, Wheeler Ticketing Coordinator The meeting was called to order at 3:04 p.m. by presiding officer Secretary Amy Mountjoy. Ziska Childs moved and Christine Benedetti seconded approval of June meeting minutes. The motion passed unanimously. Introduction of Dr. Wendy Waszut-Barrett Ms. Rigsby Peterson introduced Dr. Wendy Waszut-Barrett, the owner of Historic Stage Services, a specialty consultant firm with expertise in historic theatres. Dr. Waszut-Barrett is currently leading discovery and restoration at Leadville’s Tabor Opera House, and the Wheeler engaged her services to examine and report upon a theatrical stage drop [painted “curtain”] that has been in storage for many years. She shared some preliminary findings based on her examination earlier in the day, and told board members that Colorado, and particularly mining towns on the “Silver Circuit,” have a rich but overlooked history as part of the country’s 19th century theatrical heritage. Dr. Waszut-Barrett’s report will be available within approximately three weeks. Masonry Project Update Ms. Rigsby Peterson shared that there continues to be progress towards project completion. There are, however, some stone supply issues which the project team are closely monitoring. With cooperation from the City, the Public House Restaurant has been able to create outdoor seating for its customers this summer. 2 Executive Director Report Ms. Rigsby Peterson updated the Board on summer activity at the Wheeler, including successful partnerships with the Aspen Fringe Festival, Jazz Aspen Snowmass, and now the Aspen Music Festival and School for their annual summer residency. She noted that Maddy Overton has stepped in to oversee rental applications for the Wheeler while that position is vacant. Upcoming fall rentals include the Aspen Film Festival, a fall Fringe Festival, Aspen Community Theatre, and Chris Collins’ annual John Denver tribute. The Wheeler staff will be assisting the Shining Mountains Film Festival with marketing and logistics as this event transitions to the Isis Theatre in October. Ms. Rigsby Peterson advised the Board to mark Friday, August 27th in their calendars for the resumption of Wheeler Presents events. On that date, the Wheeler will present Yesterday and Today: The Interactive Beatles Tribute, a high-energy, family- friendly concert celebrating the music of the Beatles. Tickets will likely be priced at just $25, with a child discount, to create an affordable opportunity for the community to gather and celebrate the reopening. Ms. Mountjoy reminded the board that they have asked that invitations be extended to teachers and first responders. Staff will be moving forward with the installation of mechanized window shades in the theatre to provide versatility and flexibility for a variety of events. Ms. Rigsby Peterson explained that there are some events, such as perhaps lectures, or meetings, or stage crew work calls, for which natural light would be a great option. The shades will also provide a traditional black-out option for concerts and other events. Filling staff vacancies is a high priority, and Ms. Rigsby Peterson shared that Alex Glen, a former Aspen Music Festival student and current Aspen resident, has joined the team as the Front of House Coordinator. The Business Manager, Rentals Coordinator, and Administrative Assistant jobs will be posted soon. Ms. Rigsby Peterson updated the board about the two professional services contracts which the Wheeler maintain. The contract with Professional Facilities Management for artist engagement and season planning expires at the end of this year and will not be renewed. This decision is made in light of Ms. Rigsby Peterson’s experience in and passion for artistic planning, and not a reflection on the excellent work of PFM over the years. The Wheeler will engage PFM in a project-limited capacity to help plan the 2022 Laugh Festival. The contract with SoloShoe Marketing, which expired in March of this year, has been renewed through March of 2022. Ms. Rigsby Peterson looks forward to having a well-informed and Wheeler- knowledgeable marketing team over the next nine months, especially with the very late start in season planning. Wheeler Department Overview: Marketing Audience Services Manager Nicole Levesque provided the board with an overview of the work of the marketing and box office team over the past several months. Projects focused on preparing the box office for reopening, including the installation of new touchless credit card readers and the creation of digital wallets and COVID- related seating charts, among other things. Wheeler staff have provided rental clients with promotional support, and are currently studying how other organizations which have historically used Aspen ShowTix may have adapted their own business models. 3 The staff is also gearing up for another opportunity to assess the ticketing software system currently in use in preparation for an RFP process in a year or so. Ms. Levesque introduced Hannah Ritter, the Wheeler’s new Ticketing Coordinator working alongside Jeni Hepler. Ms. Ritter shared her background, including working for the first professional theatre that was allowed to reopen last year during the COVID pandemic. Ms. Levesque shared current priorities with the board, including convening a listening session for residents to share their memories of the Wheeler with staff. Additionally, the staff is working on coordinating a master signage plan with the City’s Community Development department. Ms. Childs asked if the theatre staff were looking into streaming equipment to live- stream events from the Wheeler. Ms, Rigsby Peterson replied that this has not been a top priority, and that the staff needs to evaluate whether this investment of time and money makes the most sense at this time. Ms. White shared her experience at the Music Festival, and several other board members provided their advice and perspectives. Capital Projects Update Wheeler staff are putting the final touches on the capital project master list and will send it to board members when it is complete. Early estimates for top priorities, including replacement of the rigging system, total approximately $4 – 5 million. Ms. Mountjoy suggested that these capital needs be made clear during RETT conversations. Seeing no further business, the meeting was adjourned at 4:28 p.m.