Board Meeting Minutes
9/11/24
Start: 7:07 PM
End: 9:33 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), Karyn Morton (Production Manager)
Summary of Action Items
ACTION: Karyn and Walter to put together a plan/budget for the next season crew/staff needs.
ACTION: Walter will create comparison/market analysis with other local theaters for Braden
ACTION: Nicole to reach out to contacts at WVC and SJ State regarding students to potentially work on crew, train as sound designer, etc.
ACTION: Kathy Switky offered to spearhead Board Member and Fundraising Director search (thank you!)
- For more information and if you are interested in applying to the Board: https://southbaymt.com/about-sbmt/board-of-directors/
ACTION: Motion to offer minimum wage for needed crew members (2 ASMs, dresser, lightboard op) on production ($17.55/hour). Passed unanimously.
ACTION: Doug to talk with Diane if 3rd and 4th weekend might have a day for people to do a dress up night for No, No, Nannette
ACTION: Tipu to talk to Saratoga HS and Ann to talk to Los Gatos HS about offer for NNN, bring more students in (Prospect and Pioneer HS nearby too)
ACTION: Walter and Karyn need to collect emergency forms from actors – double check, especially for Nannette
ACTION: Ann to work with Doug, Diane, and Kama to create a QR code for donations
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.
- For Board member search, new procedure. At minimum:
- sponsored by a Board member
- meet with two Board members
- then invited to the Board as potential member
- Just Leaks repaired trailer roof, plastic all removed. Waiting for the bill.
- Trailer should last another 15 years
- Will need to paint at some point
- Urinetown auditions announced, people are signing up quickly!
- If interested in volunteering on a production: https://docs.google.com/forms/d/e/1FAIpQLSdADPyonVEEiLFxxFvbnc7TT7N12r-08SyZP-LZICfKIW3e9A/viewform
If interested in being a lobby volunteer or usher: https://sbmt.ivolunteer.com/
BOARD CHAIR UPDATES
PRESIDENT:
- Continuing to seek out Board candidates
- Tipu gathered a few resumes off LinkedIn
- Kathy Switky offered to take the lead for search
- Brunch with owner of potentially new software ticketing program specifically for theaters. May be a huge discount if SBMT is a beta tester for it.
- Current ticketing system is $12,000/year for another 3 years.
- Owner also owns an escape room and is interested in the theater aspect, possible collaboration involving set builds, actors, etc.
- Will have a follow up meeting with him
- Chamber of Commerce requested Christmas Carolers for Annual Wine Stroll.
- Unable to do last minute so SBMT will not take this up
- Next December, SBMT plans to do a holiday show
- Following up with Thomas regarding new flooring for lobby
CTO:
- Nicole passed information along to instructors at WVC and SJ State regarding sound/lighting designers and to send interested students our way
- Back wall has been extended past 36’ if a production wants something bigger for projector backdrops.
- Ticket sales for NNN: similar to RENT currently, maybe selling 50%-60% of the house
CFO:
- Plenty of cash reserve
- Met and spoke at length with potential Board member
- Background in IT, working with finance
- Jay Steele gave endorsement
- Will put him in touch with Michael Hirsch and Tipu Purkayastha
- Lost $7K on Mary Poppins due to canceled closing show (conflicting city event)
- Need approx. $6K-$8K extra in budget for show crew to pay new members hourly ($1500/person)
Marketing:
- Pitch to promote local performers with Outlook newsletter
Development and Fundraising
- Potential idea: premium seats for donors as well as wine and cheese at the gazebo
- Following up regarding potential Board members:
- will create a central list document
- Braden and Ann will do initial interviews
- Tipu and Michael to do second round
Oct 23rd, Michael will attend meeting for fundraising
Year end appeal letter drafted
- Suggestion for someone on the Board to make request for donations during pre-show or ushers hold buckets at the end of show
- Talking to senior homes to promote shows
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- some used to attend pre-pandemic
- asking Walter to gather a few actors
AD:
- 25/26 Season will be chosen based on budget
- Urinetown auditions are ready
- Brigadoon designers are set
- Titanic and Music of the Millenium audition will go out soon
- Video submission only
- No live auditions
- Letter to previous directors/choreographers will be sent out
- inquiring if they’re interested in next season’s lineup
- Asking what show they would want to work on
- Winter show will be more compact, smaller cast
- $32.50/hour for full time Tech Director
MD:
- Wishlist for crew: 2 ASMs, 1 Wardrobe, 1 Lightboard Operator
- Suggested hourly minimum wage, $17.55/hour
- Students ideal as volunteers
- earn college credits and experience
- Receive comp tix
- Need to offer member opportunities, donor opportunities
- market more to younger patrons
Organizational Development
- no report
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