Present: Michael Hirsch, Dan Singletary, Jay Steele, Steve Sammonds,, Raiña Parks, Sara Dean, Doug Hughes, Jen Maggio, Kevin Brownstein, Ed Hunter

Start 7:01 pm

Welcome by Michael Hirsch

Agenda

  • Support Staff Updates (15 minutes)
    • Marketing & Social Media (Doug Hughes)
    • Facilities (Jeffrey Henson)
    • Tech (Dan Singletary)
    • Financial (Jen Maggio)
  • Executive Director Update (60 minutes) (Sara Dean)
    • Budget
    • Hiring – Associate Manager/Business Manager
    • 2021-2022 Season
  • Committee Updates (15 minutes)
    • Community, Inclusivity & Accountability (Kevin Brownstein, Sharon Peng)
    • Development & Fundraising (Dallas Carter)
    • Organizational Development (Jay Steele)
    • Vision & Planning (Michael Hirsch)
  • Board Recruitment (15 minutes) (Michael Hirsch)

Actions

Minutes

  • Listen back

    • People that we don’t even know are saying how great it is to work for SBMT!
    • We are wrapping up the monthly classes this month. I asked for suggestions from that group on continuation:
      • I’ve thoroughly enjoyed and fully appreciated the opportunity to be part of both the jazz and tap classes during this past year.  I’m very impressed with the generosity and creativity of your organization to keep the arts alive, and commend you guys on all your efforts.
      • I’ve enjoyed listening to the lectures and watching the games, even though a lot of it is out of range of my knowledge base.  Still, I feel like I’m learning something and staying engaged. 
      • Part of why I became a monthly contributor is these classes – they have been great during the pandemic. As life goes back to normal, I may get busier but in theory would love to continue either the monthly or a small series for a fee.  I really like in person classes but we live in Pacífica so not sure how often I would actually make it to San José – these June classes certainly virtual is easiest on my schedule !
    • From eStudio facebook Group 
      • Thanks for creating this wonderful space for us to keep theater alive! It really has kept my artistic spirit and inspiration alive through these past many months. And even allowed my family and friends from outside the Bay Area to be part of it. Thank you!!!

  • Support Staff Update

    • Marketing & Social Media
      • Looked at the trailer for 2021 season
      • Metrics
        • SBMT Facebook
          • 1,757 likes (+0.92% m/m)
          • 1,893 followers (+1.50% m/m)
          • 3,983 check-ins  (+0.00% m/m)
        • eStudio Facebook
          • 555 members (+1.65% m/m)
          • 410 active members (-6.82% m/m)
        • YouTube
          • 280 subscribers (+5.26% m/m)
        • Instagram
          • 758 followers (+4.12% m/m)
        • Twitter
          • 333 followers (-1.19% m/m)
      • Great work on the media promoting our upcoming season!
    • Tech
      • Theater Lighting Project
        • Updates from Ed
          • Light board update to unlock features not included in the budget. 
      • Projector – looking at option that would project image on back wall of theater
      • Sound Team
        • Shout is Staffed
        • Orchestra & Ice Cream Sound Plan Ready
        • Next up is WVLO’s Fall show and SBMT’s Company
      • Box Office
        • Season Tickets sales in progress (44% of subscribers have renewed. Typical is 75%)
        • Patron DB Merging & Cleanup
    • Facilities
      • Cleaners have come in and things look spick and span

  • Executive Director Updates

    • Budget
      • No update since special budget meeting.
      • Received grants:
        • “Shuttered Venue Operators Grant” 
          • Expenses must be spent or contracted between July 1, 2021 – December 31, 2021, for services through June 30, 2022
        • “SV Creates Grant”
      • Employees need to do paperwork in order to be set up in the system and paid. Sara to work.
      • Management Associate
        • James Jones will take on the bulk of the financial roles in the job description.  He and Sara plan to meet semi-monthly to go through finances. He will be compensated at minimum wage from this allotted budget
    • AB5 – thoughts needed 
      • Information from 2-3 sources have mentioned other companies will be compensating designers as IC.  
    • “ABC” rule of AB5 (if these are met they can be IC)
      • The person is free from the control and direction of the hiring entity in connection with the performance of the work, both under the contract for the performance of the work and in fact.
      • The person performs work that is outside the usual course of the hiring entity’s business.
      • The person is customarily engaged in an independently established trade, occupation, or business of the same nature as that involved in the work performed.
        • Note: Workers are considered employees unless proven otherwise. The hiring entity must show that workers meet all conditions of the ABC test in order to classify them as independent contractors, unless there is a statutory exclusion or determination of employment. 
    • Updates
      • SHOUT – July 25 start of rehearsals (6pm at the studio) – Board encouraged to attend
      • COMPANY – Audition notice just went out today

  • Community Updates

    • Community, Inclusivity & Accountability
      • Monthly Meeting 6/17/2021
        • Members present:
          • Chair: Kevin Brownstein, Sharon Peng
          • Executives/Board Members: Sara Dean, Michael Hirsch, Dave Leon
          • General Members Present: Jasmin, Khalia, Aly
      • Shout the Musical
        • Sara did outreach & referenced previous casts & audition workshops
          • Those who declined already had prior commitments or the commute was too far
        • Surface perusal: audition submissions look to be about 50% BIMPOC
          • First time implementing Demographics Self-Reporting
      • Outreach
        • “Outreach elevates the role of community theatre IN the community” – Khalia
        • Youth: be a hub for theatre nerds, including theatre TECH kids
          • trying out two high schoolers as PAs for Shout
          • Ideas for Teen Thursdays, trivia, talkbacks, etc: survey youth theatre participants?
        • Sara made connections with Santa Clara University & West Valley College
          • Possible internship opportunities
        • Make season announcement geared towards students
          • can provide discount code to track outreach
          • can provide educators with links/materials for discussion
      • Demographics Self-Reporting (“People of SBMT”) 
        • 8 auditioners answered out of 25 submissions (32%)
          • We were expecting max 30% to respond the first time
        • Reviewed and made adjustments
        • Discussed pronouns
          • Perhaps ask cast/staff if their pronouns can be used publicly or should be used among peers only
          • Auditioner asked for pronouns to be listed next to staff names
            • Spirit of this seems to be for actors to research design staff before auditioning
            • Suggestion to link staff member names to their portfolios or on-file bio instead
      • Other
        • Vinh stepping back from EDI Consulting position, Casting Director also on rotation
        • Kevin reviewed audition notice for Company for Sara to post today
      • Next Meeting: August 19, 2021 (Now every other month)
        • Community Outreach: letter(s) for local educators/youth
    • Development & Fundraising
      • Need new board member to chair this group
      • Discussed grants in detail
    • Organizational Development
      • No updates
      • Jay and Barb to help with job descriptions
    • Vision & Planning
      • Took a break given need to ramp up coming season. 
      • Next meeting scheduled for August.
        • Primary discussion will be an envisioning and goal setting exercise – how do we best utilize SBMT resources and core competencies to deliver on our company’s vision in 2022 and beyond  
        • Secondary discussion will be to discuss proposals for coming seasons
        • Continue finding content – members continue to read and add to database
      • Discussed organizationally how Special Events should be owned and coordinated. Considering having a sign-up for board members to work one show a season.
      • Shout! First Rehearsal is on July 25 at 6:00 PM
        • If You are available, please come at least for the first hour to welcome the cast and crew
      • Orchestra & Ice Cream is on August 21 from 3:00 to 9:00 PM
        • All Board Members, new and existing, are expected to attend
        • Need volunteers to take tables and such from shop to theatre on August 20
        • Need a volunteer to manage the day of the event
        • On August 21, expect to be at the theatre from 3:00 PM to 9:00 PM
        • Dinner will be provided for all Board Members and other volunteers

  • Board Recruitment

    • Applications are due July 23 
    • Voting will take place July 26 to July 30
    • Thank you for your service!
      • Kevin Brownstein
      • Dallas Carter
      • Michael Hirsch
      • Dave Leon
      • Steve Sammonds

  • Special topic

    • Discussed how to bring more youth into the company, creating a funnel for talent.
    • Next year is our 60th Anniversary!!!
    • Discussed recognizing cast members and patrons who have passed on

Meeting adjourned 8:58 pm