February 12, 2020

Board members present: Michael Hirsch, Jay Steele, Steve Sammonds, Steve Allhoff, Jordan Selburn,  Barbara Heninger, Dallas Carter, Kimberly Kay, Jennifer Petersen, Jen Maggio, Denise Reynolds, Kevin Brownstein

Ex officio: Sara Dean (Executive Director), Doug Hughes (Marketing Director), Jeffrey Henson (Facilities Director)

Contents

Actions

Action: All board members review the Board responsibilities document to understand what activities they are expected to help with, especially regarding this requirement: “Board members shall make reasonable efforts to participate in key events for each production, including move-in, opening night, and strike. Each Board member must participate in at least one of these three events for each production.”

Action: Organizational committee review the Board responsibilities document and devise a system for dividing the currently required activities among Board members so that all events (listed above) are covered. Committee will also consider whether the responsibilities have changed and whether this document should be revised.

Action: Steve A. to follow up with Giving Tree representative to answer Board questions.

Motions

APPROVED: Raise general ticket prices from $39 to $43 per ticket

APPROVED: Compensate Sara Dean as a full-time employee per the salary proposal from Board CFO Jen Maggio, retroactive to January 1, 2020 (discussion notes appear in the in camera minutes).

Motions for signatory authority:

  • APPROVED: That Sara K. Dean is to be added to signatory authority on South Bay Musical Theatre’s Bank of America account.
  • APPROVED: That Jennifer C. Maggio is to be added to signatory authority on South Bay Musical Theatre’s Bank of America account.
  • APPROVED: That Molly Thornton Olivas is to be removed from signatory authority on South Bay Musical Theatre’s Bank of America account.

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Jay Steele, Board Chair

APPROVED: To put Joseph… in the Fall 2020 slot.

APPROVED: To request a switch to The King and I, if possible, for the Spring 2021 slot.

Reports Sent Separately

In Camera Session

The Board held an in camera discussion regarding staff salary. Separate minutes provided to the Chair.

Board Responsibilities

Current Board responsibilities document is from 2017: https://drive.google.com/open?id=0ByzfW2SLXaP6a1I5UFMyenk1dzA

Action: All board members review the Board responsibilities document to understand what activities they are expected to help with, especially regarding this requirement: “Board members shall make reasonable efforts to participate in key events for each production, including move-in, opening night, and strike. Each Board member must participate in at least one of these three events for each production.”

Board members expressed some questions about how the Board, the Board Committees, the Executive Director, and the Board Chair function in relation to each other.

  • How often do committees meet? How often report to the Board? (Example, provide interim reports between meetings?)
  • What questions do Board members take to the Board Chair, and which to the ED?

Action: Organizational committee review the Board responsibilities document and devise a system for dividing the currently required activities among Board members so that all events (listed above) are covered. Committee will also consider whether the Board responsibilities have changed and whether this document should be revised.

Financial Business

Motion: Raise general ticket prices from $39 to $43 per ticket. Motion carried.

Motion: That Sara K. Dean is to be added to signatory authority on South Bay Musical Theatre’s Bank of America account. Motion carried: 11 approved.

Motion: That Jennifer C. Maggio is to be added to signatory authority on South Bay Musical Theatre’s Bank of America account. Motion carried: 11 approved.

Motion: That Molly Thornton Olivas is to be removed from signatory authority on South Bay Musical Theatre’s Bank of America account. Motion carried: 11 approved.

Committee / Department Reports

Outreach Committee – Jennifer Petersen

  • Created a list of questions regarding inclusiveness, propose getting 6 participants to respond, to start. Propose a monthly blog covering these questions. Have received 3 responses so far.
  • Propose holding a discussion panel
  • Jennifer will send the Board the list of persons whom she contacted so far.

Community Outreach Committee – Steve Allhoff

Discussed having The Giving Tree organization provide a box and sign in the lobby during one of our shows, to gather donations (for either toys or food at Xmas, or school supplies in the summer). Board members had some questions about the management of the box – would Giving Tree persons be responsible for picking up any donations (cash or goods) after each show, or would the House Manager or Stage Manager be expected to store these? Board prefers not to add this responsibility to our staff.

Action: Steve A. to follow up with Giving Tree representative to answer Board questions.

Fundraising – Jordan Selburn

A Rotary grant is available for $4,000 – 5,000 total for capital equipment. Given increased expenses due to AB5, it is unlikely that we would use the grant towards something for which we would spend more out of the SBMT budget. It did not appear that we have a candidate for any equipment in this range at this time.

Saratoga Civic Plans

SBMT representatives participated in the Saratoga Civic Theater planning meetings. It was noted that the City, with input from SBMT, WVLO, and others, will set aside $200,000 from the City Ticket Fund to purchase an LED projection system. No date given for when the funds will be available for this purchase.

CFO Report – Jen Maggio

Working with Tammy Foley to get numbers faster. We have roughly $150K in the bank.

We did make a capital expenditure during the She Loves Me production for special wheels and pneumatic brakes for the wagons. We will be able to use this equipment for future shows.

2020-21 Season

Sara has obtained licenses for five potential shows, for the following slots:

  • Fall: Once on this Island, OR Joseph and the Amazing Technicolor Dreamcoat, OR Grand Hotel
  • Winter: A Little Night Music
  • Spring: The Sound of Music

Board discussed the relative merits of the Fall shows, given available staff and resources, and potential audience interest. It was felt we would not have enough time to get appropriate staff and cast for Once on This Island for Fall 2020, and that we should pursue it for the 2021-22 season.

Motion: To put Joseph… in the Fall slot. Motion carried: 9 approved, 2 abstentions.

Because two local groups (Broadway by the Bay, and Hillbarn Theatre) have already announced that they will be performing The Sound of Music, Sara suggests that she approach the rightsholder for Sound of Music and request switching our license to The King and I.

Motion: To request a switch to The King and I, if possible, for the Spring slot. Motion carried: 10 approved, 1 abstention.

Additional ideas for 2020-21:

  • Rights to be opened for Natasha and Pierre and the Great Comet of 1812. Sara will see if we can apply, for a concert production Spring 2021.
  • Tacos N Tunes date is set for November 14.
  • Brad Handshy proposes doing a show called “Broadway in Love,” as his show slot will take place on February 14, 2021.

General Meeting Plans

Because of delays for show rights and the extra attention needed to address AB5, we are much later than usual in announcing our season. Suggest that we:

  • Make the season announcement digitally, as soon as rights are final
  • Provide an early “tease” message to the donors who qualified to participate in the season announcement (per our donor benefits)
  • Hold a general meeting in early March to discuss any by-laws related information, and information about AB5.

Executive Director and Marketing Director will work with Chairperson to do season announcement as soon as practicable. Chairperson and Executive Director will look at date/venue options for a general meeting.

Respectfully submitted by Barbara Heninger, February 17, 2020.

Reviewed and amended by Jay Steele, March 2, 2020.