Aurora Fox Arts Center Board – January 26, 2008 Retreat Minutes

1. Aurora Fox Board Chair, Gene Jackson, welcomed members and staff, asking each
by way of introductions to list what they felt was an important attribute of effective
board participation. The attributes suggested included:

• attends meetings and contributes
• open minded and receptive to all ideas
• provides important information to members
• bravery to try something you’ve haven’t done before
• enthusiastic and inclusive
• energetic and attentive
• knowledgeable about Fox programs and their importance
• self directed and motivated
• passion for mission
• find ways to be useful
• willing to volunteer
• willing to be a team player

2. Review of 2007 Board Objectives – Our Best Year Ever!

a) Objective 1 - Develop and implement Aurora Fox Arts Center Board committees.

• The Board successfully completed this goal by establishing four committees which are Operations Committee, Events Committee, Fund Raising Committee, and the Recruitment Committee. Each committee was fully described and complete with goals and objectives for 2007 and beyond. Board members volunteered to serve on the committees so that each committee was headed by board members.

b) Objective 2 – Assist in the development of the Aurora Fox three year business
plan with implementation strategies included.

• The Operations Committee worked with Aurora Fox staff to successfully complete a three year Aurora Fox business plan (2008-2010). The plan was completed and presented to the Aurora Fox Board, City Council and City Management. The plan specifically pointed to substantial revenue growth over a three year period provided that a marketing\sales staff position was funded in 2008. The Operations Committee and Aurora Fox staff emphasized that the plan’s immediate and future objectives could not be met if this position was unfunded.

c) Objective 3 - Raise $30,000 for Aurora Fox on-going programs.

Overall, the Aurora Fox Board successfully reached their $30,000 fund raising objective for 2007 through the Annual Gala, the Equity Founders Circle, and a
few miscellaneous contributions.

• Aurora Fox 2007 Annual Gala: The Board earned the highest proceeds ever from their annual gala event. Total revenue was $14,495 with $5,145 from the silent auction; $4,600 from Board/staff ticket sales; and $4,750 from Aurora Chamber sponsor ticket sales. Total Aurora Fox expense was $3,258 which includes catering bill of $2,700. Net proceeds to Aurora Fox were $11,237 and net proceeds to the Aurora Chamber were $3,950 for total overall net proceeds of $15,187.
• Equity Founders Circle - The Circle is completed: The Fundraising Committee staged five EFC events in late 2006 and throughout 2007. The first EFC event was held during the 2006 Gala, the second EFC event was held on February 23, 2007 opening of Almost Maine, the third EFC event was held on the June 15, 2007 opening of A Year with Frog and Toad, the fourth event was the 2007 Gala, and the final event was held during the run of A Christmas Carol on November 30, 2007.

The Fundraising Committee reached its objective of 30 charter members which
was reached in December, 2007. With this funding support, the Aurora Fox
receives at least $15,000 per year over a three year period. There is also a
waiting list of 3 people who want to participate in future EFC programs.

d) Additional Objective – Secure funding for 2008 Marketing and Sales Position:

• In order to initiate the business plan in 2008, the Aurora Fox Arts Center Board Operations Committee requested that funding for the Aurora Fox Marketing Director position be included in the 2008 City budget. The Committee met with Council members Larry Beer and Deborah Wallace to request their support for this position. They also met with the Tom Nicholas, the Director of Library, Recreation and Cultural Services Department. Despite persistent and positive efforts by the Operations Committee, the Aurora City Council was unable to fund the position in 2008. Council Member Wallace suggested that the Aurora Fox Board look toward 2009 for funding this position.

3. Review of Aurora Fox Program Accomplishments:

Charles Packard, Aurora Fox Producer, reported that 2007 was a pivotal year in the
artistic development of Aurora Fox theater programs. Aurora Fox productions were
highly regarded by the media, supporters and audiences for their excellent quality and
artistic value. These programs put Aurora on the cultural map in a very positive way.
The full program report is attached to the end of this summary.

4. Board Commentary and Recommendations on 2008 objective to fund marketing
position:

Even though improvement in economic conditions seems unlikely, the board believes
that they should continue to advocate for the marketing position to be included in the
2009 city budget. They would like to see the following included in this effort.

• A complete detailed position description so all parties understand the extensive activities undertaken by the Marketing Director.
• Examples of arts/theatre organizations’ marketing staff and activities.
• Secure other advocates for this issue as well as for other arts/cultural issues so that the City Council and Administration is hearing both more voices and new voices.
• Identify an individual who can champion our cause.
• Publish a brief summary detailing the cost of the marketing position and the projected additional revenue realized by this position over a three year period.

5. Board Discussion and Adoption of 2008 Fund Raising Objectives:

a) The Aurora Fox Gala - The 2008 Aurora Fox Annual Gala has been set for September 13, 2008. Bill Clarke will MC the event. The Event Committee will plan the gala but entire Board participation in all gala activities, including ticket selling and procuring silent auction items, is required. The Board discussed the
gala and made the following recommendations.

• Write script for MC that emphasizes Fox programs and their value to the community.
• Use the gala to make a point about our lack of appropriate facilities by noting we hold the gala in a parking lot shared with a pawn shop, as opposed to other metro communities who have far superior amenities.
• Relate food to play/event, if possible.
• Recognize caterer at the event and later.
• Keep audience in mind. Offering a comedy would be a better fit than a serious play, but if it is a serious play, find ways to prepare the audience to switch moods.
• The fund raising objective for the gala is $13,000.

b) 2008 Equity Founders Circle – Since the Fund Raising Committee has filled the Equity Founders Circle with the thirty charter members, the Committee will begin developing a second fund raising phase. The Board discussed the EFC and made the following recommendations.

• Invite the EFC Charter Members to a workshop session to determine how they might help to further the growth of the Aurora Fox.
• Communicate monthly with EFC members on Aurora Fox programs, special activities, issues and needs.
• Ask EFC members on a regular basis to provide commentary on Aurora Fox programs and activities.
• The Fund Raising Committee is requested to submit a proposal for the second phase of the EFC fund raising program at the February Board meeting.
• The Fund Raising Committee objective for 2008 is $23,000; $15,000 from the 2008 Equity Founders Circle and $8,000 from a second phase program.

c) 2008 Program Sponsorships - The Aurora Fox has secured program sponsorships from local businesses over the past years, normally in the amount of $5,000. Due to staff assuming other responsibilities, sponsorship solicitation has been curtailed
for the past two years. The Board discussed the sponsorships and made the
following recommendations.

• Fundraising Committee & staff will work on securing one sponsor for 2008.
• Sponsorships 2008 funding objective is $4,000.

d) Board approved motion to support 2008 fund raising objective of $40,000; $13,000 from gala, $23,000 from EFC, first and second phases, and $4,000 from program sponsorship.
MOTION BY: Su Ryden SECONDED BY: Shannon Watson-Borden
MOTION PASSED.

6. Board Participation - The Board discussed a list of proposed requirements for Board
participation and made the following recommendations.

a) Members will:

• attend all Board meetings.
• serve on at least one committee their first year.
• sell a minimum of 10 gala tickets per year.
• secure a minimum of 5 silent auction items per year.
• attend at least 2 Aurora Fox productions each year and bring at least 2 other people as Aurora Fox guests.
• attend at least 2 community events where they can promote the Aurora Fox.
• serve as the Aurora Fox liaison to a City or community board/committee at least once during their three year term.
• become knowledgeable about Aurora Fox issues and needs and articulate same to City Council and administration, and community leaders.

b) Board further discussed whether members should be required to assume leadership positions such as Board officers or committee chairs during their term of service. Some members felt this requirement would dissuade applicants from pursuing board membership if they just wanted to be workers and not leaders. On the other hand, the Board has five leadership positions that must be filled each year. The Board recognized that both types of members were required, but further work was needed on this requirement to achieve an appropriate balance. This task was assigned to the Recruitment Committee.

c) Board members volunteered to chair committees as follows:

Operations Committee – Gene Jackson
Event Committee – Suellyn Cota
Fund Raising Committee – Su Ryden
Recruitment Committee – Wendy Henderson Bullock & Suellyn Cota

d) Now that the Board’s committees are operational, the Board discussed having fewer board meetings each year. It was suggested that the Board not meet in April, November, and December of each year. The Board will vote on this request at their February, 2008 meeting.

The Board also suggested a specific topic, part educational and part discussion, be presented at each meeting.

e) Board briefly discussed ways to recognize and/or reward members for their term(s) of service. The Board made the following recommendations.

• Create a framed document recognizing the specific years they served.
• Check on programs the City offers to recognize volunteers.

7. Su Ryden spoke about Vicki Hull, a former board member and chairperson, who
passed away last November. Recognizing Vicki as a great inspiration to all of us, Su
reminded Board members that a special fund, the Vicki Hull Children’s Theatre Fund
at the Aurora Fox, has been established on a permanent basis to raise money for the
Aurora Fox children’s theatre programs. The contributions will be used to support
on-going children’s theatre program as well as provide scholarships to young people
to attend Aurora Fox summer theatre camps who wouldn’t otherwise have the
financial means to participate. Over $1,400 has been contributed to the fund to date.

8. Gene Jackson, Aurora Fox Board Chairperson, closed the retreat at 1:30 p.m. and
thanked members for their successful efforts and commitment in 2007.

Aurora Fox Theatre Programs
2007
The Year in Review by Charles Packard

January 11^th PHAMALY returns to the Aurora Fox with a production of Thornton
Wilder’s Our Town.

January The Aurora Fox in cooperation with Compass operates an after school drama program at West Middle School - GIRLS WITH VOICE. The program is funded by a Colorado Council on the Arts grant.

February 23^rd 2007-2008 Season Announcement

Almost, Maine opens to excellent reviews.

“this is the kind of regional play Aurora audiences have come to love

because they tell accessible stories of ordinary people” – J Moore, Post.

John Arp receives a Henry Award nomination for Best Supporting Actor in
a Play and the production is Henry nominated for Ensemble.

March Next Stage formally announces their plan to move to the Fox.

April 13^th Cat on a Hot Tin Roof opens.

“The impeccable Jack Casperson's hard and hateful Big Daddy is a

cauldron of redneck vituperativeness.”

Chris Reid Henry is nominated for a Best Actor in a Play Ovation Award.

Jack Casperson wins the Denver Post Ovation Award for Best Supporting Actor in a Drama.

May Final City approval for the Studio Theatre is obtained.
Seven interns begin work and will work throughout the summer.

June 12^th The Little Foxes Summer Theatre opens Tales of the Sound Collector,
an original work children’s play that was commissioned and developed by the Aurora Fox. Kaleidoscope Aurora provides $3,600 to commission the play and stage a first reading of the play.

June 15^th A Year with Frog and Toad opens.

“The Aurora Fox lands solidly on the side of the family with its charming

production of A Year With Frog and Toad” – L Bornstein, RMN.

Rocky Mountain News recognizes Frog and Toad as one of the top ten shows in 2007.
Frog and Toad receives the Denver Post Ovation Award for Best Children’s play.

June 21^st Aurora Fox receives a Henry Award nomination for Best Season.

July Aurora Fox is mentioned on Comcast Local Addition interview with Charles Packard.

Supplemental funding approved by City Council to replace aging stage drapes and lighting computer.

July 9^th The Fox hosts the 2^nd annual Colorado Theatre Guild’s Henry Awards.

July 10^th The Little Foxes Summer Theatre opens Winnie the Pooh.

August Charles Packard identified as “One to Watch” in Denver Arts by the Rocky
Mountain News.

August 3^rd Next Stages’ award winning production of Assasins opens.

August Shadow Theatre Company solidifies plans to move to the East End

Arts District.

Sept 6^th Rocky Mountain News article featuring Lisa Mumpton’s dialect work for
Anna in the Tropics.

Sept 7^th Anna in the Tropics opens the 2007-08 season.

"Anna in the Tropics" is a major accomplishment for the rising Aurora

Fox” – J Moore.

Sept 20^th Mike Hass, Aurora Fox Technical Director, passed the fire inspection!

Sept 22^nd Aurora Fox Arts Center Board’s ANNUAL GALA is a great success.

October The Aurora Fox is approved to purchase used lighting and sound equipment from Country Dinner Playhouse. Approximately $82,000 worth of equipment is purchased for $15,000.

Nov 16^th The Fox is featured in live 9News segment with Greg Moss.

Nov 23^rd Christmas Carol opens and becomes the selling show in Aurora Fox history.

December The Equity Founders Circle is complete – 30 charter members!