Present:
Doug, Dallas, Dan, Sara, Jeffrey, Dave, Jay, Michael H., Nique, Raina, Kevin, Ed, Sharon
Just a little late: Jen
Start: 7:07 pm
Welcome by Jay
SBMT Board Meeting Draft Agenda – Aug. 11, 2020
-Items from functional directors requiring decision/discussion (Marketing, Facilities)
Marketing Director’s report – Doug’s Reporter below:
Word Marketing Report
Smita had a good following with the Insta
NVIDA hired Doug and has been using SMBT as example – international coverage?
Right now doing “TV” events – free, looking into the ticket sales as we get into other events, ie. Gentlemen’s Guide (Sept 26th, maybe?) would look into ticket sales. ShowTix4u, will use that platform for Gentlemen’s Guide viewing – Dan, Michael and Sara will be jumping on a call to find out more about the streaming platform, contact Sara if interested in joining. Purchase tickets from the site, take a percentage, they take their cut immediately,, but will get more information. Upload video to them and they would help take the tickets sales and they would provide income after.
Facilities – not much going on. Rent reduction to the end of this year for both sites, see more information in the CEO report.
Development – note to Jen that said $5800 check from SV Create LAG Event in grant, sustain member goal #1 hit – 3500, last week hit 2 – $5k monthly, donations 5K in the mail through standard mail this week…pockets of money coming in $900 from IBM?? Hit base goal, and on the way to the 9k (red curtain goal), which helps us not to dip into the reserves. Want to maintain $100k in reserves.
-Financial update (CFO)
Want to get updates as much as possible re: COVID
:https://www.nytimes.com/2020/08/05/theater/godspell-berkshires-coronavirus.html
Budget planned – assumption that we won’t do any performances until March/April 2021, including fundraising. Fundraiser for Feb/March 2021ish possible. Open to anything!!! Hopeful for Spring 2021, but most likely Fall 2021. Something on a stage, somewhere, with 3-week notice, like a concert, it’s possible. Full stage production would need 6-8 weeks turnaround. No budget has a full-theater audience. We would only be able to sell 70-85 seats but really would need a significant amount of change in COVID. Outside performances possible, once it’s safe – in public.
https://drive.google.com/drive/folders/1SR0WCcl_laLByQrMhQzVjEC7gIFCpIaO?usp=sharing
Looking into Sept for outdoor performances for retirement communities
Other financial updates:
Quickbooks is nice: $148K with donation and reduced rent. Great number to be at. Showing income currently against expenses (only one month) Reduce rates of the rent (set shop until march 50% and rehearsal 50% until December and looking to Oct/Nov to review the rest of the lease). On-site financials are now here since July(?) Quickbooks is doing the day-to-day such as paying bills, Sara sends the bills to Jen, checks to Diane for Vendini purposes, still looking into streamlining the processes.
SVA loan applying for, but we were declined. It wasn’t needed, so it’s not that big of a deal. In the event donations decline or we “need” more $$, we can look into it, but right now, Jen is suggesting that we do not reapply. PPP granted and Jen will be submitting the correct paperwork for getting the loan forgiven.
-Box Office Management System:
AudienceView purchased Vendini, rebranded and it’s just not the system we want. AudienceView Pro is the system that we will go with, 2 weeks with better pricing. Vendini dropped the ball with the recurring donations. We needed a new system. Dan is helping lead the charge with this project
-Board officer elections (I’ll send a separate email about this)(Separate email included in the minutes)
Email send from Jay (current Chair)
Chairperson.
-Responsible for board leadership and setting meeting agendas. Chairs all board meetings and general membership meetings. Along with the Executive Director, often acts as the representative for the organization when dealing with outside groups, city government, etc.
-I served as Chairperson for the last two years and would like to step down to allow for new leadership. Michael Hirsch has indicated his willingness to run for Chairperson.
Chair – Michael H. is interested in the position – voted and passed
CFO.
-Responsible for overseeing the financial management of the organization. Manages the bookkeeping, taxes, government filings, etc.
-Jen Maggio served as CFO for the past year and has indicated her willingness to remain CFO.
Jen continuing as CFO – voted and passed
Secretary.
-Oversees record-keeping for the organization. Typically, the Secretary takes minutes at each board meeting and general membership meeting, but we could theoretically have a Secretary who assigns the note-taking to someone else (who need not be a board member).
-Barbara Heninger served as Secretary for the last year, and so we will need to elect a new Secretary.
Raina has volunteered – voted and passed
Dave, Nique and Sharon have said that they can help take minutes as well.
In addition, SBMT has typically elected members to hold the following additional positions:
Vice-Chairperson.
-Steps in for the Chairperson if he or she is unavailable. May be utilized by the Chairperson as a consultant on management issues.
-Kim Kay served as Vice Chairperson for the last year, so we will need to elect a new Vice-Chairperson.
Harassment is also a part of helping with these issues.
*Action Item: Harassment Policy needs to be reviewed
Dallas has volunteered – voted and passed
Historian – Dave would like to continue to work on that
Corresponding Secretary
-The Corresponding Secretary supports the Secretary by handling external communications. The Corresponding Secretary screens incoming U.S. Mail and emails from patrons and others in the community, and oversees the sending of donation acknowledgements to all donors.
-Jennifer Petersen was Corresponding Secretary for the past year. If we wish to fill the position, we will need to find someone new.
We have merged that into the other committees (mostly) Fundraising/Development Chair
-Committee updates and staffing (Exec Director and Committee chairs)
*Action Item: Jay to send descriptions of committees to new board members for review
*Action Item: After review, new members can choose a committee that they’d like to join
Organization Development – Jen(also includes Barbara Heninger, Jordan Selburn and Steve Stammonds) Process, organization for the company, etc – Jay’s interested, Raina as well. Jen would like to have someone else step into the chair of this committee, if there’s someone interested.
Fundraising/Development – Kim Kay advisor – Dallas/Jordan chaired, also, Karyn Rondeau, Kathy Switky) – does things with letters, donations, fundraising, grants, etc. Encouragements to get more donations, would love to get people involved. Make sure to invite Diane H.!!!! Dallas would like to have a co-chair for this committee or someone who would be interested in taking it over is good as well.
EDI/Accountability – was with Jen/Steve. Team has helps with the Equity/Diversity and Inclusion, but needs to be revisited. What does it become or grow into? This team: Further step into being as inclusive as possible and as accountability (casting/staffing/show selection) Minutes on the website, hiring consultant (even for web shows), needing to gather more, but currently people on the list for people on the committee: Vinh Nugyen, Dave, Kevin, Khalia, Jen P., Jenny Chapman, Cordelia Larson, Tony Gaitan, Sruthi Jayakumar, but all are welcome. Recognizing what CAN we do, and here’s the step and these are the things we need to lay out. Leadership needs to be here!!! Outreach – forming relationships with the City of Saratoga, local businesses, restaurants. etc, (Sara and Steve A) –
Sharon interested
Kevin and Nique co-chairs?
Artistic Vision and Planning – (Barbara, Sara, Kim, Janet Miller, Braden, Diane M., and Gary Stanford) strategic plan for SBMT, short and long term goals, plan season, identify plan, etc the core values of the company. A new vision statement is in the works, meeting again to review that to start putting something together. Michael is looking for someone else to chair it as he will the chairperson. Like to get more into, ie producers for the online. Michael would prefer to have someone else step into the Chair of this committee.
Dave would like to serve on that committee – maybe Chair, but wants to feel it out.
Sharon interested
*Action Item – After all has been reviewed, name the chairs of the committees.
Meeting schedule generally once/twice a month – has been slow going, but as things settle down, we are looking towards getting these groups going and long-range process…all end the same goal – longevity of the company.
(related note)
Retreat – a series of sessions to make sure that we are in alignment with our values, where we want to be, etc. Need to get this planned.
-EDI/Accountability (Exec Director and Chair)
How do we make things happen, we know that it’s going to be in the committee’s visibility? Making sure that we are in alignment with our cores, reaching the communities that we aren’t, etc. Making sure that we are on the right track to be the best that we can, etc.
https://www.facebook.com/theatrebayarea/posts/10158300797506071
https://static1.squarespace.com/static/5ede42fd6cb927448d9d0525/t/5f064e63f21dd43ad6ab3162/1594248809279/Tier2.pdf
If you see something, say something. This is a new journey, we will stumble but are committed to making everything and everybody work and feel great.
-Executive Director’s update
Studio needs a Swiffer – both wet and dry would be ideal. 🙂
*Action Item: Swifter by Jeffrey
At twice a month teaching at the studio – with different eStudio events.
Struggling with the “new”, but wants and will teach and coach, if you want to learn how to do something, say something!
eStudio going great; a wonderful experience.
July – Michael and Sara tracking attendance
1200 views over the programs, from panel discussions, readings, workshops.
Patrons love the entertainment ones, ie. trivia nights.
Some come to each, others to specific events.
Making sure that people
33% featured BIPOC – Reader’s Theater is the “Mainstage” 27% applied- 33% cast
Almost Maine, 90 Auditions coming in, auditions coming in
If you know something or have suggestions on programing, let us know
Since we’re doing open domain, it’s something that’s hard to find that doesn’t cost, but everything is on the table
Leave A Comment