September 11, 2019

Present: Dallas Carter, Denise Reynolds, Doug Hugues, Jen Maggio, Kim Kay, Michael Hirsch, Sara Dean

Meeting was presided over by Kim Kay

Contents

Actions

  • ALL: Send photos and video of last year’s Tacos and Tunes to Doug.
  • Dallas C and Michael H: Will lead the November fundraising drive, Doug H will assist from Marketing.
  • Michael H: will ask Dan Singletary to set up a donation account in Vendini for the Donor drive.
  • Barbara H: will check with Dan S about Google Drive and add Michael H and Dallas to the Drive.
  • Jen M.: will meet with Diane H. about the billing and vendini processes. Then can make suggestions about how to track special donations such as In-kind, Benevity.
  • Barbara H: Volunteered to manage the costume sale on October 4.
  • Jen M: Will assist on how to process money at costume sale.
  • Doug H: will follow up with Walter and Ben about when he can talk to cast members in GGLAM for publicity.
  • Jen M would like information about the studio rehearsal schedule – Board will show her the Google drive.

NEEDED: Gentlemen’s Guide needs Board members or volunteers to help coordinate food for sitzprobe, Q2Q, and preview night.

Board Offsite

November 23 – Can use Synopsys (In future: possible Jen Maggio’s place, Dallas C’s place (by Santa Clara University))

Potential topics:

  • Review Board responsibilities
  • How B responsibilities might change in future
  • Financial goals
  • Staffing goals
  • Elevator pitch – who we are in a nutshell
  • Donor and Board development
  • Audience development
  • Company standards – cast stipends, crew stipends, cast build responsibilities

Strategic planning team will try to meet before then.

Any homework the Board needs to do, we will share at October and/or November meeting

Tacos and Tunes Update

39 tickets (usually a late-buying audience)

Will send email to the initial people who bought the tickets this week, for signing up to sing. It’s on the Saturday before Veteran’s Day weekend – do we need to send a ‘save the date’?  Will be in Gentlemen’s Guide program, and will include it in our curtain speech.

Divas: Mary M, Anthony, David M yes; Jessica Maxey is a maybe. Early October a little promo video, I’m  the bigger diva. (A Christmas Story, Mama Mia opening nights; during Urinetown).

Dallas will look into Nothing Bundt Cakes, Suzy Cakes in Willow Glen for purchase or donation. (Back up: ask Karl Schweitzer? Ice cream? Churros?)

Notable auction items:

  • 2 Cher dolls in Bob Mackie outfits
  • Mountain Winery basket
  • Oregon Shakespeare festival tix
  • Glitz class
  • Wine tasting class for 20
  • Cache Creek Casino Resort – free rounds of golf
  • Old Globe in San Diego tickets
  • Two seats for a baseball game with the Giants (week by arrangement)
  • SBMT Shutterfly objects

Would like more items – Love something travel-related, Disneyland tickets, gift certificates for restaurants always good

We still have the acrylic holders for the item descriptions from last time.

Send photos and video of Tacos and Tunes to Doug for use in publicity.

Donation Drive

Starting in November. Last year we got $16,800 during our entire donation period – but the amount received just during the ‘drive’ period was not tracked separately. Sent letters, still getting a few.

What is the drive: We compose a letter, with supplementary donation card and a sheet about donor benefit levels and ‘perks.’ Hold a letter-stuffing party with the Board. Need to set it up in Vendini.

Dallas and Michael H can team up to help:

  • Dallas could help with printing.
  • Michael can help with materials. Need to ask Dan to set up Vendini.

We can provide the materials from last year. Try to get them out by November.

Productions

Gentlemen’s Guide

City Council is invited to sitzprobe, and to Thursday night final dress.

The set is built. Need someone to help coordinate food for sitzprobe, Q2Q, preview night with greenroom spread.

Opening night volunteers: Denise, Kim will help set up lobby spread.

Talkback

  • Jordan and Steve Sammonds both interested in facilitating
  • Equipment – Dallas will help set up mics and chairs.
  • Michael Johnson, Michael H, Walter, David Mister, and possibly others will be there.
  • Sara will talk to Chris Beer about getting three hand mics.

She Loves Me

Auditions complete. Need to fill one hole in the cast for the Maître D’.

South Pacific

Auditions are happening this month (during GGLAM opening weekend) – that’s the only time it can happen. Callbacks are October 4 or the following Tuesday.

Lee Ann and Sara will meet September 12 to discuss staff. Heather K will design the set.

Costume Sale

Other items set aside for a rummage sale (costumes, and an iron lung) – October 5 was the planned date.

Barbara H will manage it. Will follow up with Doug H on publicity:

  • Advertise to costume shops – Debbie Lynn’s, others?
  • Photographs, email flyer, Facebook post, list of other shows that we’re getting rid of.
  • Let Barbara G. know how we’re planning to market the Camelot costumes

Donation Acknowledgement

In the program, we are giving people credit for cash donations that were matched by Benevity, and information from Vendini donations.

In-Kind donations: If there are people who need to be recognized, need to track it and give to Doug H. Jennifer will talk with Diane about the process, then she can make suggestions.

Corporate and foundation donors and listed separately. Going to meet with a Saratoga realtor donor (a former performer).

Courses

Summer courses were successful! Next set of courses in planning:

  • Musical theater dance 1 & 2 (Kayvon)
  • Tapping 1 & 2 (Francesca)
  • Audition Prep (Walter and Michael J)
  • Voice class (Michael Stahl)
  • Cardio class (Sara)
  • Cross-promo Shakespeare monologue workshop (Sara & SVS)

Classes are capped: 15 for dance, audition, cardio, monologues; Michael Stahl will accept up to 30 for vocal.

Financial Report

See report submitted via email.

Jen M is going through all of the records. We are well-positioned, looks like everything is accounted for. But wants to know what the liabilities are against the cash, and what payments are expected.

Currently closing out June. Taxes due in November. Could run prelim numbers from past shows. Millie was $2,000 under budget. Whole season was short by $15,000K (budget).

Creating a list of suggestions, will bring them to the Board.

Marketing

See report submitted via email.

Doug H was approached by Jonathan White who is offering to do TV, radio contact publicity. He will follow up and find out what Jonathan’s rate is.

Season Selection

Season selection committee has discussed:

  • A Little Night Music (possibly winter 2021 show)
  • Sound of Music – possibly get more older performers and more children, could do color-blind casting (May 2021 show?)
  • Fall 2020 show – something in a unit set, color blind, dance show: Chicago? (SJ Stage company will do it in March 2020)
  • Concert: Titanic? The Who’s Tommy? Children of Eden? (Sara might put her name in to direct the concert production next year)
  • Others: A Light in the Piazza? (for winter 2022, or concert?); Singin’ in the Rain (Sara wants to direct)

Other ‘new musicals’ on the horizon: Once (not released), Natasha Pierre & etc. (concert – not released)

Adjourned at 9pm. Respectfully submitted by Barbara Heninger