Board Meeting Minutes 

5/14/25
Start: 7:06 PM
End:  9:01 PM

Board Members In Attendance: Michael Hirsch, Dan Singletary, Ann Lucena, Marcy Bates, Braden Taylor, Tipu Purkayastha, Ray Smith, Andy Switky

Absent: LaShonda Eagels

Ex Officio: Walter Mayes (Artistic Director), Doug Hughes (Marketing)

Summary of Action Items

ACTION: Officer voting, committee chair assignments

ACTION: Michael finishing blog post, sending to Doug for upcoming newsletter

ACTION: Ray and Marcy to send headshots for site to Doug

ACTION: Walter to send Doug next season staff names for SBMT website

ACTION: Nicole to organize Zoom meeting for next week

ACTION: Board Members please read updated bylaws and review budget for next season before next week’s meeting

Updates

  • By-laws set for approval
  • Fundraising on target for the 2024-2025 season
  • Rentals interest within community
  • Board Retreat: June 29th, 10AM
    • Location TBD
  • Brigadoon opens Saturday, gala afterwards
  • Other Chair Priorities
    • Expand and enhance Board
    • Hire Staff
    • Budget
    • Volunteers
    • Facilities
    • Outreach

BOARD CHAIR UPDATES

PRESIDENT:

Staff

  • Associate Production Manager – Emily Tao
  • Tech Director –
  • Marketing and Social Media – Doug Hughes, transition TBD
  • House Manager and Box Office – Diane Hughes shifting to Kama Belloni
  • Considering reinstating an Executive Director
    • May be necessary to continue SBMT navigating successfully in current arts environment

Board

  • Voting on new Officers for upcoming term
    • Co-Chairs
    • Secretary
    • CFO
  • Still seeking 2-3 Board members
  • Assigning Board members among committees
    • Will open up opportunities for our community to also join if interested 

CTO: 

  • Potential WiFi for set shop: $800
    • Currently potential use does not support spending the money here
  • Theater internet upgrade complete. Switched providers.
    • Router provides 3 networks 

CFO: 

  • Budget for 2024-2025 is tentatively on track
    • Any losses in March/April were gained back in April/May
    • Depends on ticket sales for Brigadoon
  • Fundraising is doing well
  • Intend to sign a 3 year lease for set shop – ends 5/31/28
  • Taxes are complete
  • Encourage people working with SBMT to have employees fill out Benevity forms for companies who match volunteer hours worked 
    • Find a way to make the process as easy as possible for cast members
    • Place a notice somewhere to remind people that working at SBMT counts toward volunteer hours

Development and Fundraising

  • Amado Foundation earmarked another 5K for AV
  • In relatively good shape with donations/fundraising
    • 94% of goal currently, expecting to reach target goal
      • Still waiting for incoming Benevity amounts
  • Grant cuts due to NEA grants being cancelled 
    • Grants we’ve received in the past may dry up due to so many organizations needing help as well
    • Awaiting response from PAEFP and CA Grants for the Arts

Titanic Concert

  • Yielded a huge success! 
    • Thank you to everyone who helped make it happen
    • 5K matching gift

Brigadoon

  • Working on sponsorships/ad sales options for show

Artistic Director:

  • Brigadoon running smoothly 
    • opened Saturday
    • Show looks wonderful, top notch production quality 
  • Just cast Sound of Music
    • Some kids are double cast
    • Close to 120 people auditioned
  • Next season is fully staffed
  • Master Calendar for next season is ready to go

Finance and Budgeting

  • Review and vote on budget during retreat

Organization Development

Community Outreach

Volunteers

  • Expand database
  • Additional volunteer opportunities

Community

  • Synergy with local theaters and community
  • Rentals interest:
    • Stanford
    • Roberta Jones Theatre
    • WVLO
    • Starting Arts
    • Hillbrook School in Los Gatos
  • Working on contact with senior communities
  • Reach out to local schools