HomeMy WebLinkAboutMinutes.WHLR.20250910.Regular Wheeler Advisory Board Meeting Minutes
September 10th, 2025 | 3:00 p.m.
Attendance:
Advisory Board Members: Chip Fuller (Chair), Dr. Tom Kurt (Secretary), Ziska Childs, Nina
Gabianelli, Bob Ephlin, Sarah Pelch, Kate Northfield Lanich, and Bryan Weingarten.
Absence: Amy Mountjoy (Vice chair).
Staff: Mike Harrington (Executive Director), Alixandra Feeley (Business Manager), and Lucy
Berdiales (Administrative Specialist).
Meeting Recorder:
Auto-transcription generated via Teams and Microsoft Copilot AI; summarized by Lucy Berdiales
and Alixandra Feeley.
Call to Order & Approval of Previous Meeting Minutes
Chair Chip Fuller called the meeting to order, with a motion seconded by Nina Gabianelli and
affirmed by Dr. Tom Kurt. The August 2025 minutes, circulated in advance, were unanimously
approved without edits.
Public Comment
There were no public comments.
Financial Report – Mr. Harrington and Ms. Feeley
Mr. Harrington reported that revenues through July exceeded projections, while expenditure
remained on track. Although rental income fell slightly below forecast, it did not raise concern.
The board reviewed the $1.5 million remaining in capital project funding. Mr. Harrington
confirmed the audio system replacement as the largest pending item, with the RFP currently in
procurement. Ms. Feeley noted that all 2025 projects are scheduled for completion this year; if
delays occur, staff will submit formal requests to carry forward unspent funds. A full list of current
capital projects appears in the attached addendum*.
The board revisited RETT fund allocations. Mr. Harrington clarified that Wheeler expenses
continue to draw from the pre-2021 restricted-use fund until depleted, while new RETT
revenues flow into the post-2021 expanded-use fund. Members requested written confirmation
from Finance; see addendum for details**.
Mr. Harrington reported that the remaining $98,000 in arts grant funds resulted from the
discontinuation of a capital grant pilot program and was not carried forward from the 2024
budget. Ms. Feeley introduced updated account coding that records in-kind grants as both
revenue and expense, allowing the funding to appear on financial reports while maintaining a
net-zero impact on the budget.
Addressing a question about IT equipment, Mr. Harrington confirmed that staff computers follow
a five-year replacement cycle and are an operational expense to the 120 Fund; production
equipment is replaced as needed with either operational or capital funds depending on the
purchase. Regarding connectivity, the Wheeler purchases separate special high-speed internet
services from Comcast for production needs; as with all back-up or special internet services, it is
maintained independently from the City’s network.
Executive Director Report – Mr. Harrington
Mr. Harrington announced completion of a 3D architectural scan of the Wheeler, with the roof
scan pending. The documentation will support audio system upgrades, exterior lighting
improvements, and client presentations. Staff are exploring a historic appraisal for insurance
purposes; board members recommended including the elevator shaft, HVAC, and parking
assets.
The marketing team reviewed 39 proposals for a seasonal graphic design consultant. Staff will
select a finalist in September, with deliverables expected by December for the 2026 season.
Programming highlights included DanceAspen’s successful summer run, a sold-out Alex
Edelman show, and near sellout for Pure Prairie League. Holiday and 2026 programming
launched with over $80,000 in first-day sales. High-demand bookings include John Mulaney
(January 2–3, 2026), Kate Hudson (December 27, 2025), and the Wheeler Holiday Show
(December 21). Additional announcements for 2026 programming are scheduled for September
25.
The new Education and Outreach series opened with a student matinee by Dr. Mireya Mayer,
which received strong feedback. David Gonzalez will lead the next program on September 15,
followed by a public workshop in The Vault. The board discussed the importance of extending
outreach efforts to down-valley schools, including Glenwood Springs, and noted that while
programs are offered free of charge, transportation logistics and costs continue to present the
primary barrier to participation.
Board Discussion
Ms. Childs requested regular reporting of box office attendance and occupancy alongside
financials.
On event rental pricing, Mr. Harrington confirmed that the comprehensive overhaul is postponed
until 2027, with only CPI adjustments in the interim. Members emphasized the need to balance
nonprofit affordability with market rates.
The board reviewed the anticipated 2027 Aspen airport runway closure. Mr. Harrington noted
that programming will adapt with routed acts and alternate transport. Members recommended
considering Grand Junction for its reliability.
Staff confirmed that Ms. Feeley will present the financial report in October, and Ms. Levesque
will share the winter marketing plan overview.
Adjournment
Chair Chip Fuller called for adjournment. The motion was made by Ms. Nina Gabianelli and
seconded by Ms. Ziska Childs. The motion passed unanimously, and the meeting was adjourned
at 4:58 PM.
Future Meetings Schedule
October 8th, 2025 | 3:00–5:00 p.m.
November 12th, 2025 | 3:00–5:00 p.m.
December 10th, 2025 | 3:00–5:00 p.m.
ADDENDUM
*2025 Capital Projects
SEPTEMBER Status Update Project Name Annual
Authority to
Spend
Total
Expenses &
Commitme
nts
Remaining
Budget
Uncommitted
PRODUCTION
COMPLETED UNDER BUDGET 51512 Replacement of
Theatrical Rigging
System
$355,667 $98,712 $256,955 72.25%
Finalizing small purchases
currently, project 100%
complete by Fall 2025
51513 Onstage Audio
Monitor Console
$33,749 $0 $33,749 100.00
%
RFP has been posted to
BidNet, site walk
scheduled, CARRY
FORWARD into 2026
51519 Theatre Sound
System Replacement
$488,100 $0 $488,100 100.00
%
In final purchase phase, to
be completed by Fall 2025
51524 Grand MA
Lighting Console
$19,250 $0 $19,250 100.00
%
In progress, wrapped before
end of 2025
51840 Audio Equipment
- Cables, Stands, Cases
$20,000 $0 $20,000 100.00
%
In Progress, funds to be
spent fully before end of
2025
51842 Production
Improvements 2025
$59,374 $19,504 $39,869 67.15%
Contract approved; PO
ready. To be completed
before end of 2025
51844 Wired
Microphone Inventory
Update
$54,500 $0 $54,500 100.00
%
RFP under review. Hoping to
align timeline with 51519 to
avoid disruptions to
performances. Carry
Forward into 2026
51846 Onstage Audio
Reference Monitor
Package
$250,000 $0 $250,000 100.00
%
Front of House
Tables purchased; exploring
new table options. Current
chairs retained; plan to
refurbish existing cocktail
tables or contact BC Interiors
for table replacements
51712 Bar Lobby
Furniture Upgrades
$51,311 $9,950 $41,361 80.61%
BLDG/ADMIN
DESIGN PHASE: Mike H.
received a 'look sheet' from
one designer. Source's Design
Team will be on-site 09/19
51843 Wheeler -
Administrative Offices
Improvements
$50,000 $0 $50,000 100.00
%
BLDG
Capital Maintenace – used
as needed
40046 Site - Wheeler
Opera House
$20,000 $20,000 $0 0.00%
Capital Maintenace – used as
needed
40048 Wheeler Opera
House Exterior
$0 $0 $0
REALLOCATED TO FUTURE
YEARS
51576 Interior - Wheeler
Opera House Public
Spaces - 2023
$100,000 $0 $100,000 100.00
%
Completed.
The 2024 budget had
sufficient authority to cover
two end of year invoices, but
they were paid from the
2025 fiscal year. This
discrepancy was not
identified until after the 2024
fiscal year had closed;
however, the 2025 Fund 120
budget can absorb the
payments without issue
51766 Roof Heat Tape &
Controller Replacement
$0 $5,095 ($5,095) 86.88%
In Progress 51838 Wheeler -
Exterior Lighting
Enhancement
$20,000 $2,625 $17,375 100.00
%
Not needed 51839 Wheeler -
Auditorium Ceiling Faux
Finish Repair and
Restoration 2025
$20,000 $0 $20,000 100.00
%
$3k will be used to cover the
balance of the Stage
Resurfacing Project
51841 Wheeler -
Building Improvements
2025
$25,000 $25,000 $0
Estimate received;
contracting now for
completion in November.
51845 Wheeler - Stage
Floor Resurfacing - Sand
and Stain
$15,000 $0 $15,000 0.00%
CITY-MANAGED (IT Dept)
40045 Core City Network
- Wheeler
$4,937 $311 $4,626 93.71%
**RETT Fund Balances
As of the August 2025 financial report, the 120 Arts and Culture Fund reflects a working fund
balance of $56,665,233. This figure represents a net increase of $3,037,778 year-to-date, with
the fund having commenced the year at $53,627,455.
For 2025, the projected fund balance is $50.5 million, comprised of $28.1 million
designated for historical-use (Wheeler only) and $22.4 million allocated for expanded-use
purposes.