Board Meeting Minutes 

7/24/24

Start: 7:07 PM

End:  9:45  PM

Board Members In Attendance: Michael Hirsch, Dan Singletary, Braden Taylor, Nicole Tung, Ann Lucena,Tipu Purkayastha

Ex Officio: Walter Mayes (Artistic Director), Doug Hughes (Marketing), Barbara Heninger (Properties and Historian)

Summary of Action Items

  • Post job descriptions for job openings
  • Michael sending Walter email regarding Starting Arts scaffolding rental details
  • Michael/Doug: Send out communication about proxy vote regarding membership/bylaws being dissolved (vote passed)
  • Ask Kama to create internal email lists (cast alumni, audition announcement group, etc.)
  • Dan to send Doug pictures from Saratoga Rotary tour of sound monitors for newsletter (thank you!)
  • Ann to email Board regarding technical director position
  • Braden to email Lori regarding tracking hours

Updates

  • Currently seeking Technical Director, Development Director, Costume Manager, Fundraising Manager, and new Board Members
    • Doug reached out to potential candidates for staff positions
    • Development Director: Ann and Michael interviewed one strong candidate. Second round interview with other Board members.
  • Discussion to create internal email lists for specific categories (build sets, cast alumni, volunteers, etc)
  • Vote to dissolve membership passed. Official announcement will be posted online.
  • Reached out to Just Leaks to fix trailer roof. Also considering Thomas who has helped SBMT out before. Goal is to get repairs done in the next few months before the rainy season.
  • Starting Arts requested scaffolding rental next year from 7/7/25 – 7/14/25 
    • Scaffolding will also be used for Urinetown
  • Brad Handshy put a request in for Michael and Walter to do the opening number of concert as the new leadership at SBMT
    • Walter will be producer for concert
  • For both concerts: audition will be by video submission by 10/31. Audition email will go out in the beginning of September.
  • Insurance agent for SBMT reviewed the city of Saratoga requirements for SBMT and found we are in full compliance. 
    • SBMT has submitted a request to reimburse some of the lost funds (to rent the theater) from Mary Poppins. Closing show was canceled due to a Saratoga city calendar conflict
  • Considering doing pre-show requests for donations with audiences
  • Fundraising target for this season: $130,000

 

BOARD CHAIR UPDATES

PRESIDENT:

  • Building registration (CA license) for portable trailer is paid. 
  • Starting Arts requested scaffolding rental next year from 7/7/25 – 7/14/25 
    • Scaffolding will also be used for Urinetown
  • Continuing to seek out Board candidates

 

CTO:

  • Kathy gave the tour to Saratoga Rotary to show them the new monitor system they helped pay for, went very well
  • Running low on sound designers – Dan is currently planning on handling all of SBMT season (along with shows for other theaters)
  • Would love to find a young South Bay resident, enthusiastic about learning. Dan is happy to mentor.

CFO: 

  • Plenty of cash reserve
  • Already secured rights for the 24/25 season’s productions
  • Season revenue was a loss
  • Lower rent, some refunds from rights, etc., put SBMT in the green for expenses
  • Subscription renewals are on target so far
  • Working with Diane to reach out to retirement homes’ activities directors that used to attend shows. Hoping to bring back pre-pandemic groups.
  • SBMT staff came under in hours – savings here covered the cost of scaffolding

Marketing

  • Work with Kama to program online newsletter
  • Working on new branding for SBMT, reveal during end of year concert
    • Introducing a new logo (Thank you, Doug!)

Development and Fundraising

  • Target for this season is $130,000 for fundraising (various grants no longer available)
  • Individual fundraising reached goal
    • Monthly donations dropped slightly
    • A number of donated tickets were recorded this year
  • Exceeded grant goals
  • Year end appeal is complete

AD:

  • 25/26 Season will be chosen based on budget
  • Pitched idea: a mini road show to promote the next show and ask for donations, throughout the season
  • Poppins post-show survey was enlightening and very informative for SBMT for future productions
  • A great deal of oversight is required during each production. Walter needs to comb through staff/contact list during each production and make sure everyone responds to /reads emails
  • Classic, family friendly shows sell best in the season but are not necessarily what draw actors in to audition. 
  • Considering adding matinees, perhaps replacing an evening show in the show schedule
  • Printing less programs may save in costs but may not work well with all patrons
  • A Rigger is an absolute must for next season (if they can assist Master Carpenter, that would be ideal). We have money for a part time Technical Director.

MD:

  • Suggestion for workshops/programs that would include vocational tech skills, not just actor skills
  • Will work on fulfilling these technical positions that are critical to the productions 

 

Organizational Development

  • Simple review form created for future use