Minutes for 7/12/2023
Start: 7pm
In Attendance:
- Michael Hirsch
- Dan Singletary
- Braden Taylor
- Nicole Tung
- Steve Sammonds
- Barbara Heninger
Ex Officio:
- Doug Hughes
- Walter Mayes
Absent:
- Stacy Levin
- Tipu Purkayastha
- Soni Kapoor
- Ed Hunter
ACTION ITEM: Michael and Tipu – schedule time to update bylaws
ACTION ITEM: Consider Board resolution to propose emergency by-laws suspension for Board members’ terms ending in July to extend to Dec. 31st, 2023
ACTION ITEM: to reassess committee responsibilities with new Board members coming on
ACTION ITEM (completed): Friday review and schedule interviews
ACTION ITEM: Post Board positions in blog and newsletter (Michael to work with Kama and Doug)
Board Chair
- Real Estate Search
- Board President toured some spaces at El Paseo de Saratoga with Ann Watts of Starting Arts
- Entertaining the idea of buying/leasing these buildings
- looking for a few companies to partner with them.
- Ideal set up: classes in the front of the building, set shop and black box theater in the back.
- SBMT is part of the ongoing discussion
- Newly created email address: staff@southbaymt.com
- specifically for staff and not Board members
- Board reorganization
- Meets 6 times a year
- Committees meet 6 times a year on opposite months to Board meeting months
- Next Steps:
- Hired Kalyn McKenzie as Production Manager
- Brought on Walter Mayes as Producer (until Aug. 31st)
- Richard Cartwright taking on role of Shop Manager
- Kalyn will support in calling people for repairs, etc.
- New positions available
- President (Michael)
- Chair Organizational Development (Tipu)
- 3 more Board Members will also be stepping down
- By-laws to address potential change in number of Board members required going forward
CFO
- 20 resumes for Business Manager
- No longer have Cal Savers 403B
- hourly people of RENT need to opt in
Producer
- Costume Designer still has not brought back all items for Singing in the Rain.
- Date keeps changing to return items. SBMT is continuing to pursue and pin down a date.
- Follow up with Steve Sammonds for survey results
- RENT
- Cast and staffing complete
- Production meeting on July 23rd
- vocal rehearsals started the same day
- New marketing and publicity ideas underway
- Deputize cast to help publicize through social media
- Orientation on 7/31
- Will have a cast deputy people can come to if they have issues to address annonymously
- ASMs will be available on nights SM will be out working on another show
- Will have at least one of the SM team at every rehearsal
- A LITTLE NIGHT MUSIC
- Fully staffed
- More auditioners than slots for ALNM (more than RENT when it was fully booked)
- Staff is ready to go
- audition Aug. 5-6, callback Aug. 12
- By 8/1: will start requesting items to consider for 24/25 season line up
- Will include a concert
- Ideally a dance show, a family show, an artsy/contemporary show
- Setting show dates with City (usually early in the year)
- Thomas Scott will be handling theater calendar for City when Nina Walker leaves
- By the end of August SBMT will begin hiring staff for Mary Poppins
- Production Manager and Producer meeting once a month to touch base
Sales/Marketing
- Email: 18 newsletters since last report
- Social Media: using Meta Business Suite to coordinate posts
- Increased 130+ followers on IG, 80+ on FB
Development and Fundraising
- Nearly doubled our goal for 22-23
- Due to grants, many are not repeatable for next year
- Anticipation that next year will not be as plentiful since some of these grants are not repeatable
- Michael, Kama, Kathy will meet to discuss new ways to fundraise, get donors
Search to fill Artistic Director role
- FB group – Bay Area Theater Bums
- Theater Bay Area
- Email SBMT community
- Google group: Hiring (committee)
- Michael to post in folder for Board members to have access as well
- External people can post as well
Concluded meeting with Executive Session
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