Venue 519
7:00 PM

CALL TO ORDER:

President Toi Lyn Flick opened the meeting

PRESIDENTIAL WELCOME:

ROLL CALL:

Toi Lyn Flick, Nathan Schreier, Kelsey Gronlund, Heather Pittman, Derek Olson

REVIEW OF PREVIOUS MINUTES:

Kelsey motioned to accept the minutes, Angela seconded. Passed unanimously

OFFICER REPORTS:

• All reports will be made available online for review
• President
  • Toi spoke to points made in the annual report. Show attendance increased, large season was put on successfully
• Vice President
  • Spoke to the challenges of getting enough volunteers, overall season was a great success.
• Secretary
  • Toi read sec report from annual report
• Treasurer
  • Annual Financial Report – reported on numbers from annual report
• Executive Director Report
  • Commended the 21-2022 season, announced our 4 main stage shows, spoke to the challenges facing us. Thanked sponsors, put out call for business/individual sponsors for our musical this Summer
• Creative Committee Chair
  • See above
• Public Relations Chair
  • Highlighted all the various means we are currently growing our outreach: newspaper, public events, Angela opened floor for public comments:
    • Al Schreier suggested actor workshops
    • Sharon Thompson – Emphasize needs for other aspects – behind the scenes, set building
    • Rachel Johnson – emphasize no experience required
    • Sheila West – Suggested outreach to other programs or organizations, clubs – PEO
    • Nathan S- emphasized opportunities can originate from outside BFACT
    • Heather – points out board meetings are public
    • Derek – pointed out social media statistics growth
    • Angela – calls for our ability to promote other events in the community
• Membership Committee Chair
  • Toi read report from annual report
• Grant & Fundraising Committee Chair
  • Emphasized value generated for our business sponsors this year due to long, active season. Discussed existing and future status of our grants. Some are dropping, but organization is gaining enough history of financial records to become eligible for more grants. Pointed out individual donation opportunities and financials – all included in annual report Laid out plans to send sponsorship letters to our current and potential sponsors.
    • Sheila West – questioned who is receiving wages, board explained
    • Al suggested Lynn’s receipt collection

ELECTION OF BOD:

• Executive Director Derek Olson conducted election
  • Election for President (2 yr.) – Nominations: Toi Lyn Flick, Nathan Schreier
    • Nathan Schreier was elected
  • Vice President (1 yr.) – Nominations: Allie Verry, Nathan Thompson
    • Nathan Thompson was elected
  • Secretary (2 yr.) – Nominations: Heather Pittman
    • Heather Pittman won unanimously
  • Member at Large- (2 yr.) – Nominations: Al Schreier, Allie Verry
    • Allie Verry was elected
  • Member at Large (1 yr.) – Nominations: Sharon Thompson, Al Schreier
    • Sharon Thompson was elected

PUBLIC FORUM:

• Katie Anderson – Wants to help form committees, establish outside fundraising opportunities, Flashback cinema
• Toi Lyn Flick – Economic group meeting Apply for grant from First Interstate Bank- Mike Tindal
  • Al Schreier clarified that this grant is more for purchasing equipment not operating costs. 
• Theater agreement discussion- Derek explaining that equipment and such in the theater are property of the Rec Center. 
• Getting our Amazon Smile information out during shows and mentioning it more often on social media.
• Explained the difference in Sponsor levels.

OLD BUSINESS:

1. Donation to Photography contest
   • BF Arts council money prices
   • Wildlife, People, Landscape 1st $175, 2nd $100, 3rd $50
   • Heather – Sponsor 2nd or 3rd prize in a category. What is the engagement?
   • Al- We should not 
   • Nathan S- Keeps us true to our mission and we should sponsor one place.
   • Angela makes a motion to sponsors a 2nd prize $100 Heather 2nd
   • 5 Yes 1 No
   • Sharon motions to sponsor a 1st place prize of $175. Nathan T seconds
   • 3Yes to rescind 3No to not rescind
   • Moved to discussion
   • Sharon motions to sponsor a 1st place prize of $175. Nathan T seconds
   • Discussion  on why to do a 1st place prize.
   • 5yes 1No
   • We will sponsor a 1st place category. Angela will pick which category.
2. Give Big campaign
   • The Chamber sent out 5,000 mailers. The Chamber indicated that they did not receive a lot of community involvement. Checks will go out the 3rd week in January 2023.
   • 16 non profit.
   • Discussion on when this event
3. Souper Starz event
   • Event was held at The Barn at Aspen Acres. Toi, Derek and Nathan S attended. Over $2,000 to give. 5 organizations were there. Derek was the rep for BFACT and presented on our behalf. We came in 2nd place and received $250.00.

NEW BUSINESS:

1. Derek- Nate from Rec will review BFACT’s contract. This contract was review at the Rec Center committee meeting on Wednesday. We should hear back from Nate in the coming weeks.
2. Angela- PEO meeting Feb 6th Sheila West will contact Angela/Toi
3. Kelsey- Derek’s contract review. Board members will fill out the evaluations and send them to Nathan to compile. Nathan will review the evaluations and then will conduct Derek’s annual review and contract negotiation. 
4. New board members will be put into google drive and emails.

NEXT MEETING:

February 20th, 2023 at 7PM, Grap’s

ADJOURNMENT:

Angela motioned Nathan T seconded

Grap’s Wine Room/Zoom
7:00 PM

CALL TO ORDER:

Toi Lyn Flick

ROLL CALL:

Toi Lyn Flick, Nathan Schreier, Kelsey Gronlund, Heather Pittman, Derek Olson, Becky Tinsley

REVIEW OF PREVIOUS MINUTES:

Nathan/Kelsey

EXECUTIVE DIRECTOR REPORT:

This month I have been behind. I’ve been mostly sick since the beginning of October but I am finally on the mend and working my way through projects. I have been working back and forth more with Nate at the Rec Center on sound and will be meeting with him this Friday to talk more about concrete steps moving forward on sound. He also wanted to revisit our contract with the city. When we spoke he wasn’t necessarily advocating for any changes but wanted to talk about and see if there were any changes to make since the contract was made back in 2019. I will report back to the board what we discuss.

Sponsorships and grants are largely on my to-do pile for the end of this month and into January. I am working on a letter now that I will email to all of our existing sponsors talking up this previous season and asking them to stay a sponsor for the 2023 season. After the holidays I will begin my push to contact new sponsors for next season to get them in place before shows start to happen. I am also working with Heather on grants we can apply to as well as larger businesses that do lots of sponsorships locally. We were turned down again for the Midco Foundation sponsorship but will apply again this month to that. I will also reach back out to Wal-Mart as well as Black Hills Energy. There are some other larger businesses I will be targeting as well. My goal is to have contacted most businesses in the first couple of months in 2023 so these efforts don’t stretch into the season.

My dad is selling his sound system that we borrowed for the Halloween show. It has 2 speakers, stands, mixing board, microphone and mic stand. He is asking $350 for this which is a good price for the size of the sound system it is. I would recommend we purchase this from him so we have whenever we want to do shows or events at other locations like Grap’s, Venue 519, the park, Community Hall, etc. We can also loan/rent it to other local groups to build up some local goodwill.

I will need to begin work on the Annual Report to have it done in time for the annual meeting. I would love to have all of that to me the first week of January if people can do that.

I also have us signed-up for the Souper Starz event in Spearfish on January 9th. This is an event where multiple organizations go to a dinner and present what they have going on and then people vote on where all the money raised that night should go. I will work on the presentation but it is a popularity contest so we will want to make sure we have plenty of people who will vote for us!

OFFICER REPORTS: 

• President
  • No updates at this time
• Vice President
  • Printing bill from school is $174.50. Nathan will pay and get reimbursed.
• Secretary
  • No updates at this time.
• Treasurer
  • Current bank balance $8625.31, $3098 ticket sales for Christmas Show
• Creative Committee
  • A Christmas Carol
    • The Christmas show went fantastic this past weekend. The cast and crew did an amazing job as well as our other BFACT volunteers for bake sale, tickets, etc. The show was very well done and our best attended show since Beauty and the Beast. I want to congratulate Toi on such a job well done. We had lots of new volunteers and the show 
  • 2021 – 2022 Season
    • Here are all the numbers for the 2021 – 2022 Season of BFACT. Things started a little slow this season but the last few shows have been trending upwards which is great news for next season.
    • 2021
      • Mr. Beautiful Fork 11/13/2021 45
      • Four to Go For Christmas 12/10/2021 82
      • Four to Go For Christmas 12/11/2021 74
      • Four to Go For Christmas 12/12/2021 79
        • Total 235
    • 2022
      • Take a Bow 4/22/2022 46
      • Take a Bow 4/23/2022 5
      • Take a Bow 4/27/2022 30
        • Total 81
      • Don Q & His Squire Sancho 6/10/2022 47
      • Don Q & His Squire Sancho 6/11/2022 51
      • Don Q & His Squire Sancho 6/12/2022 86
        • Total 184
      • You Can’t Take It With You 8/19/2022 87
      • You Can’t Take It With You 8/20/2022 111
      • You Can’t Take It With You 8/21/2022 85
        • Total 283
      • Getting Our Acts Together 10/16/2022 72
      • Vitage Hitchcock 10/29/2022 57
      • A Christmas Carol 12/9/2022 153
      • A Christmas Carol 12/10/2022 94
      • A Christmas Carol 12/11/2022 142
        • Total 389
      • Season Total 1346
  • 2023 Season
    • Now that the Christmas show is done the Creative Committee will be meeting soon to start locking down the upcoming season.
• Public Relations
  • Scrooge needed at Cowboys Too for Polar Express, Dec. 17th 5-7pm.
  • Sponsor prize for Arts Council photography contest?- discussed offering season tickets. Board would like to gather more information.
• Membership Committee
  • No report available
• Grant & Fundraising Committee
  • Concession for Christmas show was approximately $500. Talking with PR about the January fundraiser- possibly a chili cookoff.

OLD BUSINESS:

1. Annual meeting- January 14th at Venue 519 @ 7pm. ToiLyn will talk to Graps about food. Reports need to be given to Derek by January 1, 2023.

NEW BUSINESS:

1. Annual Executive Director review- needs to be done in January.

NEXT MEETING:

January 14, 2023 @ 7pm, Venue 519

ADJOURNMENT:

Nathan/Heather

BF Rec Center/Zoom
6:00 PM

CALL TO ORDER:

Toi Lyn Flick

ROLL CALL:

ToiLyn, Heather Pittman, Kelsey Gronlund, Nathan Schreier, Emma Tinsley, Becky Tinsley

REVIEW OF PREVIOUS MINUTES:

Heather, Emma

EXECUTIVE DIRECTOR REPORT:

Most of the past month has been preparing for the Christmas show. I have worked with Toi to get people set for roles with the show. As well as creating the marketing for the Christmas show. We will be pushing the show hard over the next two weeks. 

I have talked with Nathan about sound. We have decided instead of side speakers, which apparently may not work with the sound system, we will replace the main Bose speakers at the front. They don’t put out much sound like the back ones do. Hopefully this should be enough. Once the curtains are in, I will work on getting the hanging mics installed.

I have started tracking down some new grants for next season and will start filling them out in December. Along with this, I will work on getting current sponsors to re-up and working on new sponsors in December and January.

OFFICER REPORTS: 

• President
  • No new information
• Vice President
  • Payment to the school for printing will be presented at the next meeting
• Secretary
  • No updates at this time.
• Treasurer
  • Hitchcock ticket sales $560, concession donation $129, Amazon Smile donation $33.09, current bank balance $9633.84
• Creative Committee
  • Hitchcock
    • Since I was unable to be at the show due to COVID I will let someone else that was there talk on the specifics of the show.
  • Christmas Show
    • We will need some help with the Christmas show, tickets and bake sale. Whoever is available to help, please let me know to get that arranged.
  • Next Season
    • Once the Christmas show is finished the Creative Committee will meet to solidify next season’s schedule. We have it mostly decided, just finishing that up.
• Public Relations
  • Give Big Campaign which I signed us up for with the Chamber. Event runs Nov 27th – Dec 2nd. Goal is to raise $150,000 to be divided amongst non-profit organizations participating. I’ll set up and staff a table at the Kick-off Soup Dinner on Nov 28th, 5-7pm, at Grap’s. Only other input is things are still going well with Arts Council mtgs and am working on line-up for the FAB Christmas Belle on Dec 3rd. Glad Nathan and Emma will be doing a duet as part of that program. Would very much like to see you all there – Dec 3rd, Congregational UCC in Belle, we’ll start at 7:00pm, and hoping you can join us for a warm, down-home Christmas program to help ring in the season.
• Membership Committee
  • Still working out kinks with email in Arts People. Derek may need to update permissions.
• Grant & Fundraising Committee
  • Considering a chili cookoff fundraiser in January.

OLD BUSINESS:

1. Quilt Raffle- Quilt is currently at the Chamber to help with sales.
2. Parade of Lights- We will not be able to have a float at this time- no available vehicle or people to help/ride. We will ask cast members if there is interest in caroling in costume on mainstreet prior to the parade or at the chili feed after.
3. Polar express- ToiLyn will ask a cast member to act as Scrooge for this event.
4. Rec Center Breakfast with Santa- ToiLyn will ask cast members to be present in costume.

NEW BUSINESS:

1. Need to verify date and location for annual meeting.

NEXT MEETING:

 Dec 12, 2022@ 7pm, Grap’s

ADJOURNMENT:

Heather, Emma/Kelsey