March 13, 2019

Present: Jay Steele, Sara Dean, Kim Kay, Kevin Brownstein, Jordan Selburn, Steve Allhoff, Jennifer Petersen, Doug Hughes, Denise Reynolds, Steve Sammonds, Jeffrey Henson

Motions

  • No motions

Actions

  • Sara will get a price/budget for a truck to Jordan.
  • Kim will work on delegating the online applications for auction asks.
  • Jay/Doug will set a date for subscription renewal stuffing party.
  • Sara will work on a curtain speech for Millie.

Marketing Report

  • Doug has designed the subscription package. He is waiting on Dan Singletary to set up the events in Vendini so that subscription forms can be generated
  • He has not yet contacted AMS for mailing
  • Approximately 450 renewals will be stuffed at a stuffing party (date and location TBD); will use first class stamps; goal is to do this late March, early April
  • Millie photoshoot is next Tuesday
  • Website is updated with summary of new season. Individual show pages are still in draft form (not published) because we need the links for ticketing/Vendini.

Development Report

  • Jordan still needs budgets/ideas for projects that could be funded by grants. Dan is working on a budget for the projection system and Sara will get a price on a truck.
  • Jeffrey Henson also suggested a GoFundMe for the truck.
  • Sara and Kim submitted an application for Saratoga’s public events grant for Tacos & Tunes. Event must be open to the public and held in Saratoga. We will attend the Council meeting on 3/20 to make our case.

Executive Director’s Report

  • Heather Kenyon took over as Scenic Designer for Millie and Richard Cartwright will take lead on construction
  • Millie starts rehearsals on 3/24.
  • Braden will have full financials for Big River next month. We are expecting to be roughly $3K under budget on expenses.
  • Still working on staffing for next season.
  • Sara needs an audition pianist for Gentleman’s Guide to Love and Murder
  • Sara is meeting with teachers for our classes on the morning of 3/24. We need to figure out if it will be in our studio or in City spaces (if we can get a discount.)
  • Sara spoke with Kristen Langer Bertrand and Michael Miller (former AMTSJ contacts) and got some pointers on how to frame asks. She started reading The Generosity Network based on a recommendation. She suggested finding ways to connect with our audience via a Curtain Speech. The person would then stay through intermission to talk to people and gather names/emails of people interested in helping out.

Meeting with City Manager, James Lindsay

  • Sara and Steve A. met with James and asked about becoming Resident Company. James is going to touch base with Sunnyvale and Palo Alto to see how they handle that. Our ownership of the trailers on City property was a good selling point for choosing SBMT.
  • In the past the Council has participated in the Blossom Festival, dressing up as historical figures. It was suggested that SBMT could provide actors and costumes to do that, taking it off of the Council’s plate.
  • We asked about doing classes in their space. Los Gatos is currently managing the classes for both Los Gatos and Saratoga.
  • James suggested having a “Saratoga Day” with free or discounted tickets for Saratoga residents. This would be another reason to make us the Resident Company. It’s another way to possibly get Council members to come to shows. We could also invite Council members to rehearsals or to other free events; gifting them tickets to a show is not allowed.
  • James asked about the facility. Sara and Steve mentioned the LED lighting conversion project. James will check if Saratoga’s fund for infrastructure projects could be used for that. This change could also help the HVAC situation.

Harassment Committee

  • Will meet week of 3/18

Board Recruitment

  • Current Board members whose terms will be coming to an end in June are: Doug Hughes, Kim Kay, Kevin Brownstein, Steve Sammonds, Braden Taylor, and Molly Carter (already out).
  • Braden is termed out and Molly isn’t returning. Doug, Kim, Kevin, and Steve S. indicated that they would run again. Doug said that he would stay on as Marketing Manager, but not run for the Board if we end up having a wealth of candidates.
  • Michael Hirsch has shown interest in running.
  • Michael Miller said to ask him again in a few years.
  • Jennifer Seguin may be interested in the Board or a committee.
  • We will reach out to people who have been on the Board or run in the past. Possibly Tim Reynolds. Denise will ask.
  • We need people with fundraiser skills/interest and a CFO.

Tacos & Tunes

  • We need to start acquiring items for the auction. Sara gave Kim a list of companies that donate auction items, and Kim has begun research. Jen P, Steve A, and Steve S indicated that they could help do the online applications for items. We will also reach out to those who donated last time.

Meeting adjourned at 8:30pm.

Respectfully submitted by Kim Kay, March 13, 2019