BF Rec Center/Zoom
6:00 pm

CALL TO ORDER:

Nathan Schreier

ROLL CALL:

Kelsey Gronlund, Nathan Schreier, Derek Olson, Emma Tinsley, Becky Tinsley, Heather Pittman, Angela Hastings. Toi Lyn Flick @ 1830.

REVIEW OF PREVIOUS MINUTES:

Heather, Emma

EXECUTIVE DIRECTOR REPORT:

I have been pretty consumed by the one-acts, Hitchcock and being sick for the month of October. I also helped setup sound for a Concert Series performance at the Rec. The one-acts went really great, we had a fantastic crowd that really seemed to enjoy the show. We got a lot of compliments on it and lots of new patrons who had never been to a show in Belle. We even had an actor from Lead try out for the Christmas show because of this and have a couple of other people from out of town interested in shows for us next season. All of the other towns were very happy about how the show turned out and we are going to meet in the next week or two to start talking about next year’s show. All in all, I would call it a big success.

OFFICER REPORTS: 

• President
  • Not present
• Vice President
  • Finished up One Acts. Waiting on an accumulated charge from printing costs from the School District. Upcoming expenses are for the Halloween/Christmas shows for posters and programs.
• Secretary
  • No updates at this time.
• Treasurer
  • Income: $655 one acts, $186.36 concession, $60 quilt raffle tickets.
  • Current bank balance: $10382.16
• Creative Committee
  • Getting Our Acts Together
    • Kelsey has the final numbers on the show but we sold 73 tickets for the performance and had a great haul for the bake sale. All in all, we should have made some money off this show. I think this is worth making an annual event.
  • Vintage Hitchcock
    • Heather and I have been working on this show but unfortunately this past week I have been unable to be there due to COVID. Heather has done a fantastic job getting everything ready for the show this Saturday. We have strong presale numbers, as of this morning 24 tickets have been sold. We will need some help on Saturday setting up chairs as well as taking them down. We may need ticket takers and people to help with the bake sale if anyone is available.
  • Christmas Carol
    • Auditions happened for a Christmas Carol. It was not what we were hoping for but there are enough people to do the show. Toi is working with the Rec on a schedule and the first read through happened this past week. Promotions for this show will start ramping up as soon as the Hitchcock show is done.
• Public Relations
  • Friendsgiving invitations are being mailed this week- cost for food is approximately $300. We will need board games and Nathan is providing music. We will use the float posters from the parade as decorations.
  • Chamber poster for Christmas season presented. We are on multiple community calendars, in the paper, and websites for advertising.
  • Meeting with Arts Council, Chamber of Commerce regularly.
• Membership Committee
  • Reached out to Arts People to figure out email list issues. At this time we have not heard back from them for resolution.
• Grant & Fundraising Committee
  • One Acts concession went well. Working on additional fundraiser for Christmas season.

OLD BUSINESS:

1. Quilt Raffle- going well. Toi Lyn will bring the Halloween show.
2. Parade of Lights- November 25. Need to register with the Chamber of Commerce-Toi Lyn will get this done/more information. 
3. Polar express- photos with Scrooge on Dec 17th. Angela will confirm time.

NEW BUSINESS:

1. Rec Center Breakfast with Santa- Nate asked if anyone can help/promote Christmas Show. Derek will get more information on time/needs.

NEXT MEETING:

Monday, Nov 1, 2022@ 6pm at the Rec center.

ADJOURNMENT:

Heather, Angela

BF Rec Center/Zoom
6:15 PM

CALL TO ORDER:

Toi Lyn Flick

ROLL CALL:

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

REVIEW OF PREVIOUS MINUTES:

EXECUTIVE DIRECTOR REPORT:

Most of the last month has been preparing for upcoming shows. Auditions were held and the cast set for the upcoming one-acts. We have started practice and everything is moving along great. I have been in contact with the other theaters getting everything organized.

We have also received our last check from our ARP grant we got through SD Arts Council. I am currently going through other grants to find ones that we qualify for and will start submitting requests to see what we can get.

I have been in contact with Nate at the Rec Center about theater upgrades. We had to order a cable to get the new hanging mics working. Once that comes in, I will install three more hanging mics. I am doing some research for Nate on speakers so two more can get ordered for the theater and one for the sound booth. The hope is to get these new speakers, plus the two in the back mounted. We also discussed what it would take to get the sound system in the light booth and how we might upgrade that. Nate is looking into soundboards and/or getting another i-Pad for backup at this time. The city is also starting planning on cold storage and setting money aside, this might be a couple of years off though. We did discuss some other smaller upgrades that could happen in the next year or two as well. We discussed the curtains and unfortunately there is no ETA on when they will be installed. 

Adam N. with school indicated that space for costumes was supposed to be worked on over the summer. Things are still in limbo but we will be notified when things are moving forward.

OFFICER REPORTS: 

• President
  • No updates
• Vice President
  • No updates
• Secretary
  • No updates at this time.
• Treasurer
  • Credit card was stolen. Current bank balance is $12,010.81.
• Creative Committee
  • Meeting
    • We will be having a meeting on October 17th to solidify next year’s season and to discuss the upcoming gala in November.
  • Getting Our Acts Together
    • Practices have started for the show and everything is going great so far. I have got tickets created and we can start selling them for our performance. We will need a few volunteers for October 16 for bake sale and tickets and such for anyone who can help.
  • Hitchcock
    • Auditions are set for October 6th and we have been promoting this. I have been working with Jessie Johnson on SFX for the show he will be handling. As soon as the one-acts are done we will start promoting this heavily. We will be selling up to 100 tickets for this show.
  • Christmas Show
    • Auditions October 9 @ 4pm and 10 @ 7pm at Rec Center. Purchasing licensing/script approximately $600. Consider borrowing costumes from Matthew’s or Lead. Angela also proposed renting costumes from BHCC in Rapid City
• Public Relations
  • Ads for Christmas Show are in Belle Fourche magazine. Quilt tickets are selling well. Selecting design for Friendsgiving invitations for Nov. 12th @ Graps from 5pm-8pm.
• Membership Committee
  • Email newsletter did not work. Tech support from Arts People was not helpful. Consider posting it to social media and website. Derek recommended emailing Arts People to get support.
• Grant & Fundraising Committee
  • No update

OLD BUSINESS:

1. Quilt Raffle- print formal posters to travel with the quilt. Nathan will design and print posters to be distributed around town.
2. Parade of Lights- Update on dates and float. November 25th is potential scheduled dates. Will need someone to head up float coordination.
3. Polar express- December 17th someone will need to dress as Scrooge for this event. 

NEW BUSINESS:

NEXT MEETING:

Thursday, October 27th @ 7pm @ Graps

ADJOURNMENT:

Angela, Nathan

Grap’s Wine Room/Zoom
7:00 PM

CALL TO ORDER:

Toi Lyn Flick

ROLL CALL:

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

Guest: Anna Robins

REVIEW OF PREVIOUS MINUTES:

Motion to approve Emma, seconded by Kelsey

EXECUTIVE DIRECTOR REPORT:

Grants

I have finally been able to request the rest of the money for our ARP grants, $2,216.67. That should be coming in soon. Now that You Can’t Take It With You is done I will begin to focus my efforts on trying to get some more grants for the coming season.

Concert Series

Nate sent me a list from the Concert Series of all of their events. They have concerts on Sept 29, October 15, March 9, March 30 and April 24. We will have to have someone available for all of those, although they may not actually have to be there, just be on call. I can do most of those but I will need some help. On Sept 29 I will not be in town as will Nate and Oct 15 we will be at Matthews for the NH One-Acts. So I will need help tracking down people to watch over those.

Rec Open House

The Rec Center will hold its annual open house on September 11 from 1 – 4pm. I have said we will be there. We will have a table. My thought is we have posters there, maybe even those big ones we did for the parade. We can sell punch cards and such and just be there to talk about us and what we have coming up. Typically there aren’t tons of people that come so we will only need a person or two there, is anyone interested?

Sound

I was able to find some more sound equipment in the theater. I will be doing a deeper dive clean into the sound cabinet coming up. For now though, we have 3 floor mics and I lowered the three hanging mics. Once the curtains are in I will hang three more hanging mics. I was told during You Can’t Take It With You, from lots of people, that the sound was the best they have heard in that theater, so I think we are making progress. The next step will be to get two speakers for the middle of the theater to help sound there and possibly another sound bar to go on the front of the stage with one hopefully in the light booth. There is some talk of moving the sound board to the light booth, but that will be a ways off.

Stage Cleaning

As we tore down the set after You Can’t Take It With You we also worked on a deeper clean and purge of the theater. On the Monday after the show we had some more help and we finished condensing the amount of stuff in the theater and moved everything so the garage is clear as well as the stage.

OFFICER REPORTS: 

• President
  • I have emailed Miranda at the Chamber about displaying the Christmas Quilt and promoting the raffle ticket sales.
• Vice President
  • Thank you to everyone who assisted in YCTIWY. It was a great success! Posters from the float are at Reva’s house and should be posted at the Rec to promote future events.
• Secretary
  • No updates at this time.
• Treasurer
  • Current bank balance is $6682.35. YCTIWY- $2520 ticket sales. Concession $ 501.82. Quilt Raffle $50.
• Creative Committee
  • You Can’t Take It With You
    • The show went off great and we had 286 tickets for the show which is the biggest BFACT show since we reformed. We only had one BOGO ticket from the parade used. We did have 5 tickets given out to the punch cards. Overall I am very pleased with how the show performed as well as everyone involved in it. It was a huge success.
  • Getting Our Acts Together
    • Auditions
      • Auditions for this show will be September 6 at 7pm with a readthrough on the 7 at 7pm. The show we are doing is Endings Are Hard, a show the high school performed a couple of years ago. I will be directing this show and I am very excited to get started on it. Stories are being published in Pioneer and other local papers.
    • Budget Request
      • Scripts 20
      • Rec Center Rental 200
      • Printing (Scripts, posters, auditions, etc) 35
      • Advertising 50
      • Set building 50
      • Total 355
    • Motion by Angela, seconded by Emma
  • Vintage Hitchcock
    • Auditions
      • Auditions for this show will be October 6 at 7pm at Rec Center. Heather will be directing this show and I will be her Assistant Director. I have talked with Jessie Johnson to be our SFX person for the show.
    • Budget Request
      • Scripts & Licensing 232.4
      • Printing (Scripts, posters, auditions, etc) 50
      • Misc 50
      • Advertising 60
      • Total 392.4
    • Motion by Emma, seconded by Nathan.
  • Gala
    • I don’t have any real information on this but I will be working with people to get this all sorted out soon. Considering moving to Nov 12, 2022.
• Public Relations
  • Attending various community groups for cross representation. Would like to offer support for BF Arts Council reader’s theater. We had good coverage in the Beacon. We are being well advertised in the Christmas posters from the city.
• Membership Committee
  • Newsletter prototype is ready for approval. It will be sent out on the 1st of each month.
• Grant & Fundraising Committee
  • YCTIWY concession sales were great. We need to use BFACT banners at each event.

OLD BUSINESS:

1. Quilt Raffle- Can we print  formal posters to travel with the quilt. Nathan will design and print posters to be distributed around town.

NEW BUSINESS:

1. Theater on the Run- proposed idea of incorporating this progressive theater into businesses in BF.
2. Parade of Lights- We need a float for Nov. 26th (tent.)

NEXT MEETING:

Wednesday, September 28th @ 7pm, Graps

ADJOURNMENT:

Motion to adjourn Emma, seconded by Angela

Grap’s Wine Room/Zoom
7:00 PM

CALL TO ORDER:

Toi Lyn Flick

ROLL CALL:

Derek Olson, Angela Hastings, Toi Lyn Flick, Becky Tinsley, Emma Tinsley, Heather Pittman, Kelsey Gronlund

REVIEW OF PREVIOUS MINUTES:

Heather, Emma 

EXECUTIVE DIRECTOR REPORT:

Grants

I did apply to a couple more smaller grants and I am waiting to hear back on them. I did hear back from BHE though and we didn’t get that one. I will try again with them as soon as we are able.

It took some time but I was finally able to get a SAMS number for BFACT and I will be able to request the last of the Arts Council money.

Sound

I have worked with Nate more on the sound issue. The school found two hanging mics that I tested and they do work, which is great. I am going to try and get those hung and the other three hanging mics lowered all before ‘You Can’t Take It With You’ to see how the sound is for that show and to see how many more speakers and mics we need. The Belle Fourche Walking History and Promotion group has an event coming up the weekend of ‘You Can’t Take It With You’ and will donate some money to the Rec for updating the sound system which is good. Nate has been unable to get the Arts Council to commit to anything for sound so when we think of the money to spend it will come from this new group, the Rec, the school, and us.

OFFICER REPORTS: 

• President
  • The float for the 4th of July Parade went well and looked nice.
• Vice President
  • Filed the Annual Report with the State of SD. Parade went well and had good participation. YCTIWY rehearsals are going well.
• Secretary
  • No updates at this time.
• Treasurer
  • Current bank balance is $7695.64.
• Creative Committee
  • Meeting
    • The Creative Committee is meeting right before the BOD meeting to go over the rest of this season and starting to plan the new season. Tentative dates:
      • Dinner Theater- Feb 10-11, 2023
      • Pride & Prejudice– May 12-14, 2023
      • Mama Mia!– July 27-30, 2023
      • NH One Acts- October, 2023
      • Gala- Late October, 2023
      • Christmas- Dec 15-17, 2023
  • You Can’t Take It With You
    • A poster has been created and tickets are set up for sale. We will start the push on advertising this coming week and will do as much as we can. We will be working on set this weekend for the show so anyone who can come is welcome to- starting at 9am.
  • Northern Hills
    • We have a name for the Northern Hills One-Acts, it is Getting Our Acts Together: A Night of Northern Hills One-Acts. I am waiting on shows from the other towns and then we will start advertising the show. The show itself is October 14 – 16. The 14 will be in Lead, the 15 in Spearfish and the 16 in Belle at 3pm. I will be directing this show and I am working on a budget and schedule as we speak. It shouldn’t be very expensive because we are going to do an original show Endings are Hard, this was a show Toi and I created and did for the High School a couple of years back. It went over very well, is a small cast with little set so it should fit the parameters we need for this show.
  • Hitchcock
    • The scripts have come in for Vintage Hitchcock. I am trying to track down a director now and have talked with a few people about this. I am hoping to get someone locked down very soon and get a practice schedule together.
  • Christmas Show
    • I have ordered several scripts and Toi is going over them to pick the version we will be doing for this year’s Christmas show.
• Public Relations
  • Attending various meetings for networking opportunities within the community.
• Membership Committee
  • Working on table tents to display at shows promoting membership and directing people to our website and media. Cleaned up the membership files in Arts People.
• Grant & Fundraising Committee
  • Online auction raised $1024.

OLD BUSINESS:

1. ABC collaboration- Not a successful endeavor this year. 
2. Christmas Quilt Raffle- Quilt will be completed in August. Three businesses in town will display and sell tickets for us. Toi Lyn will talk to Sand Creek Printing for a quote on printing raffle tickets. 
3. Annual Meeting- Tentative date January 14, 2023 at Venue 519 @ 7pm. Plan to serve a dessert bar.
4. Kelsey purchased specialized hole punches. 

NEW BUSINESS:

1. Grant funding- There is a document in the shared drive Fundraiser folder with links to grant application websites.

NEXT MEETING:

Aug 24, 2022 7pm @ Grap’s

ADJOURNMENT:

Motion by Emma, Heather