Board Meeting 10/14/2020

Present: Dallas Carter, Raiña Parks, Michael Hirsh, Dave Leon, Jay Steele, Sharon Peng, Sara Dean, Dan Singletary, Ed Hunter, Doug Hughes, Nique Eagen, Jen Maggio

Start 7:04 pm

Welcome by Michael Hirsch

Agenda

  • Functional Update
    • Marketing & Social Media (Doug Hughes)
    • Facilities (Jeffrey Henson)
    • Tech (Dan Singletary)
  • Financial Update (CFO: Jen Maggio)
  • Committee Updates
    • Community, Inclusivity & Accountability (Nique Eagen; Kevin Brownstein)
    • Development & Fundraising (Dallas Carter; Kathy Switky)
    • Organizational Development (Jay Steele)
    • Vision & Planning (Michael Hirsch)
  • Executive Director Update (Sara Dean)

Actions

[Action] Sara, Michael and Jen: Decision on how to deal with cleaning the studio space. Either allocate budget or designate a clean-up day

[Action] Dave to provide bio and headshot to Doug Hughes for web page.

[Action] Dan to board: Figure out what to do about people who do not renew their monthly donations.

[Action] Need a “back-up” Dan to learn back-end {of OvationTix and CardConnect}. Diane is a good person to do that as she has had some experience using it and is learning. Dallas is interested in learning it as well given the fundraising arm of the tool. Jay plans to use this as well as back-up box office person.

[Action] Still haven’t figured out sizable amount sent to us previous. May be a grant or loan but not sure. Jen to contact IRS to determine source of funds.

[Action] Sara and Dan to determine best way to send post performance emails vs. marketing/Constant Comment emails.

[Action] Sara to write email to cast to send in bios and headshots to Doug for website.

[Action] Michael and Doug to formalize how we will categorize programming. Currently “Discussion Forum” events are being posted under “Behind the Curtain” category.

[Action] Poll will be sent out to board members to see who is open to meeting in person for Board Retreat and find a way to Zoom in other team members?

Functional Update

  • Marketing & Social Media (Doug Hughes)
    • Switching over from Vendini to Constant Contact for our email will give us additional features allowing us to create more targeted emails.
      • Can send follow-up emails to folks who didn’t open them the first time
      • Can help with the creation of landing pages.
    • Trying to develop a brand guide, formalizing a preferred color palette, typography, and logo usage
    • Facebook has started to release more info and we should start getting more data about individual posts
  • Facilities (Jeffrey Henson)
    • Jeffrey not in attendance. No input provided prior to the meeting
    • Sara dropped by the studio and shop sites and things looked good. Need a good clean. Lots of dust and ash. Outside, noticed lots of garbage.
    • May have cleaners come in once a month to help keep the area clear. Needs to be discussed further.
  • Tech (Dan Singletary)
    • Vendini ticketing is Off -> OvationTix is Live.
      • Keeps track of patrons: Has ability to dump data into Constant Contact
      • Box office system including season tickets
      • Fundraising
      • Used to collect donations.
    • Heartland is Off -> CardConnect is Live. Jen to utilize Heartland data for half of October.
      • Has ability to notify user if card does not charge for some reason giving them 5 days to correct payment source and still be counted in the current billing cycle.
      • Sends donation acknowledgement emails
    • There are 90 monthly donors whose donations cannot be processed in the new system because we don’t have their 3-digit CVC number, which is now required. So they will be emailed and asked to re-establish their credit card info in the new system themselves. Will be emailed in batches based on when their payments come due. [Action] Figure out what to do about monthly donors who do not respond to this request.
    • [Action] Need a “back-up” to Dan to learn back-end. Diane is a good person to do that as she has had some experience using it and is learning (going through 100% of the training course). Dallas is interested in learning it as well given the fundraising arm of the tool. Jay plans to use this as well, as a back-up box office person.
  • Marketing & Social Media (Doug Hughes) {go-back}
    • Social Media – up 2.5% in eStudio. We are looking to grow and expand our social media footprint. Look for ways to increase our exposure. Invite others that we know to join.
    • Facebook is starting to limit the use of music via their algorithm. Traditional live music should be fine. Pre-recorded music will probably be flagged and not allowed to remain up on the site. Looking to make sure that we are not 100% reliant on Facebook for our social media engagement.
      • Music for the dance classes will probably trip the algorithm
    • Dramatists Play Service has partnered with ShowTix4U. Provided list of pre-approved streaming titles for remote performances and a list of titles that need traditional approval for streaming

Financial Update (CFO: Jen Maggio)

  • Favorable variance in the budget YTD
  • Still haven’t figured out check of sizable amount sent to us previously. May be a grant or loan but not sure. [Action] Jen to contact IRS to determine source of funds.
  • Trending positive for the first three months of the season.
  • Big savings on the insurance as we have cut back on coverage.
  • Running under budget by ~$1K.
  • One of checks for rent has issues. Looking for that to have been returned to be reissued to landlord.
  • Constant Contact will become a monthly charge of $50

Committee Updates

  • Community, Inclusivity & Accountabiliy (Nique Eagen; Kevin Brownstein)
    • Will be meeting on the 3rd Thursday of the month.
    • Looking on the path forward/focus for the team going forward.
    • Working on Casting
    • Working to determine mission/goal of the group
      • Education; draw in new audiences
    • How to re-write the mission for the group?
      • Board agrees that the group should re-write the mission. Also suggested that the group propose the mission and the board approve it.
    • 81 audition submissions for Dracula. Casting completed. BIPOC. 47% BIPOC audition submissions. Cast is 61% BIPOC (11 of 18).
    • OvationTix has ability to support single post show email with survey. Need to make sure that we are not overlapping info sent post show with info sent for next shows as sent by Doug. [Action] Sara and Dan to determine best way to send post-performance emails vs. marketing/Constant Contact emails.
    • Have started Dracula rehearsals. [Action] Sara to write email to cast to send in bios and headshots to Doug for website.
  • Development & Fundraising (Dallas Carter; Kathy Switky)
    • Meeting regularly. Met twice last month.
    • Hit minimum goal of fundraising. Working on Red Curtain goal which is currently at 83.5%
    • Forecasting the future.
    • Working on Year-End Donation Drive. Plan to have mailings completed by November 10, 2020.
    • ~$1000 in donations for free shows including Glass Menagerie and Gentleman’s Guide
    • Fundraising Events under consideration​
      • New Year’s Eve Gala
      • Paint Night
      • Cocktail & Cabaret Night
      • Beer, BBQ & Broadway
      • Drive-in Cabaret Night
    • Tactical Fundraising Solutions proposal. Working with an expert {Thomas “Clay” Buck} to understand this a little more and leveraged by our organization.
      • Will cost $1250 up front and an additional $1250 throughout the year to fund this person doing a full database audit for SBMT. Board will vote on this. Michael to abstain as this person is a friend of his.
        • Jen expressed concern that we not spend money just because we have it in the bank. Should demonstrate a worthwhile ROI. Also consider converting money planned to host Tacos & Tunes event for this effort.
        • Doug asked that we document the processes learned during this partnership so that we don’t lose knowledge as the board sees attrition going forward.
          • Dallas makes a motion that we allocate the funds to bring Clay on to help train team in Tactical fundraising
          • Ed asked what the full picture/investment return would be. Suggested making this a proposal. Jen also requested the something similar (i.e. one sheet indicating what will be provided).
          • Jay suggested that the committee has done the evaluation and should be empowered to make that trade, requesting the board to provide funding if it’s available.
          • Dan expressed belief that this is something that we should take the risk on.
          • Motion seconded by Dave Leon. But in group of fewer than 15, you don’t need a second, according to Robert’s Rules of Order.
          • Question raised by Steve to confirm that money allocated for Tacos & Tunes for this effort. Projected raise of $10K from Tacos & Tunes event. Steve suggests using this figure as metric from pay-off from this investment.
          • Vote: 8 yays (Sharon, Dan, Jen, Dallas, Dave, Steve, Jay and Raiña), 2 abstained (Michaend Ed). Doug and Sara did not vote as is form (not formal board meetings). Motion passed.
  • Organizational Development (Jay Steele)
    • New ticketing system
    • eStudio Survey
      • Sent to full email list (~4,000).
      • Received 132 responses. Committee will meet to review and analyze results
    • @southbaymt.com email cleanup: proper routing and retirement of unused accounts
  • Vision & Planning (Michael Hirsch)
    • Core Responsibilities. We do planning and programming.
    • eStudio – Metrics
      • Top Views: Gender Flipped Show Tunes (from review of videos on Facebook); second highest The State of SBMT.
      • We’re doing a mix of show types as we are still exploring and understanding what appeals to our audiences.
    • Will slow down a little in December from lots of programming since September.
    • Artistic Themes emerging from discussion on focus for programming over the next year. Planning to work in two month chunks.
      • Reimagined Tales
      • Loss & Isolation
      • Space
      • Leadership
    • [Action] Michael and Doug to formalize how we will categorize programming. Currently a difference in Behind the Curtain category]

Executive Director Update (Sara Dean)

  • Reopening discussion: Zero progress made with County through SV CREATES
  • AB5 status: Attended a webinar with Lorena Gonzalez; head of AFM and Speaker of the state assembly.
  • Board expectations vs. Exec. Director responsibilities
  • Board Retreat – vision, goals, how to enact
    • Moved into the Orange zone but still no singing. Can have gatherings of up to 200 people for outdoor gatherings.
    • Can we have a board retreat given the new county guidance on gatherings?
    • Discussion: If we found a place where we could be outdoors with masks for a board retreat how open is the team to meeting in person? How would it be structured?
    • [Action] Poll will be sent out to board members to see who is open to meeting in person for Board Retreat and find a way to Zoom in other team members?
  • Gentleman’s Guide made money over cost. Net ~$1100. With donations ~$1600.
    • Question asked if we can keep content up for longer periods of time (like 3 months).
    • Was considered a success.
  • Will not have to make Clay an employee (to give him a consultant fee) as his services are not part of the purpose of our business.
  • Michael wants to have a couple 1/1 meetings with board members to hear their thoughts and how they want to contribute. Look for those meeting notices.

Meeting adjourned 9:08 pm