Grap’s/Zoom Meeting
7:30 PM

ROLL CALL:

Robert, ToiLyn, Heather, Nathan, Kelsey, Jonathan, Becky, Derek

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:  

REVIEW AND APPROVAL OF BILLS:

No new bills

REPORT OF THE EXECUTIVE DIRECTOR:

In October will start approaching new/previous sponsors.

Arsenic- $2000= about 200 tickets and bake sale went well. Just about covers budget, except for licensing/scripts.

Need to get annual report information sent in before end of September.

Mr Beautiful Fork – Oct 9th at Graps. All contestants are selected- seven probable have agreed to participate. Carrie D. will present/host. Budget will be proposed at September meeting.

Christmas Show – ToiLyn will direct.

Rec center is replacing some boards on stage. Painting stage will take place soon.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • Will be flying in for annual meeting.
• Vice President
  • Audition for Arsenic went well. Lack of male actors is a concern for future productions. We need to recruit more men.
  • Emailed principal- Purple Pride students can earn credit for volunteering. Need to encourage/promote having them assist in productions.
  • Christmas show ideas are in shared drive for input.
  • Annual report is filed with State of SD.
• Treasurer
  • $1805 tickets sold, $331.26 bake sale revenue from Arsenic
  • $5432.37 current balance
  • $1000 from Arts Council will be coming soon
• Secretary
  • No updates at this time
• Grant & Fundraising Committee
  • Themed bake sale was well received- will try to incorporate that in future.
  • Derek is applying for another $5000 grant.
  • Robert suggested asking community members to contribute to bake sale items- maybe have baking contest at some point?
• Membership Committee
  • No new items at this time
• Public Relations Committee
  • Arsenic marketing went well. 
  • Working with Derek for Mr Beautiful Fork posters
  • Creating promotional items to go out in Chamber of Commerce goodie bags- would like to include a discount code for show ticket to get new people in the door.
• Creative Committee
  • See Derek’s report

OLD AND UNFINISHED BUSINESS:

1. Annual meeting Oct 16th, 6pm. ToiLyn will talk to Graps about using back room and ordering appetizers.

NEW BUSINESS:

1. September 12th- booth at rec center to promote BFACT, include volunteer/membership forms. Need volunteers to be at booth throughout the day.

OTHER:

NEXT MEETING:

September 15th 7pm.

ADJOURNMENT:

Motion to adjourn by Nathan, seconded by ToiLyn.

Leaky Pot
7:00 PM

Taken by Nathan Schreier in lieu of regular secretary Becky Tinsley

ROLL CALL:

ToiLyn Flick, Nathan Schreier, Robert Soderstrom, Heather Pittman, Kelsey Gronlund, Jonathan Tinsley

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Approved as presented

REPORT OF THE EXECUTIVE DIRECTOR: 

Due to traveling and personal issues I don’t have much to report for July. I did hand off some of my duties to board members to help me out and I really appreciate that help. I have been talking with Kelsey and Heather about some possible grants that are coming up very soon. Hopefully we will be able to apply for those.

We should make a push for Members before October and the next Annual Meeting. I will work with Jonathan and Nathan on this. I have been talking to cast members about the membership as well.

REVIEW AND APPROVAL OF BILLS:

None

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • We need to change address for annual report to SD.
• Vice President
  • Nothing to report
• Treasurer
  • Balance is 7864.756806.35, all income deposited and bills paid.
• Secretary
  • N/A
• Grant & Fundraising Committee
  • Nothing new to report at this time.
• Membership Committee
  • N/A
• Public Relations Committee
  • Plans for upcoming promotion: table tents, ticket/restaurant deals
  • Reva Potter joined Public Relations Committee
• Creative Committee
  • Arsenic and Old Lace
    • We have just started Arsenic and Old Lace and the show is starting off really strong. Toi did the casting for the show for me and I really appreciate it. I will be needing some help to build the set and I will be working on recruiting an actual tech team for this. Nathan is going to be working on some new ways to advertise this show so I am looking forward to that.
  • Mr. Beautiful Fork
    • I have spoken with Carrie and we have a tentative date for Mr. Beautiful Fork, October 11. I am working with Grap’s on availability now, so once I have that locked in we will start advertising it. We are going to have to find some new contestants for this year, some of the ones we had last time have moved since then. I am really excited to get this up and running and I think it will do really well for us.
  • Storage @ Rec Center – Derek in talks with Nate V from Rec Center

OLD AND UNFINISHED BUSINESS:

1. Discretionary spending up to 200$ approved for Derek
2. Greater amounts to be approved by board,
3. Motioned by Nathan to vote, Seconded by Heather, Unanimous Approval

NEW BUSINESS:

1. Virtual programs proposed by Robert, Derek will look into
2. Annual Report – Officers need to get their reports to Derek
3. XMas show dates – tentative set for Dec 10th
4. Discussed idea of paying directors to incentivize growth – Derek to investigate
5. Discussion of partnering with Purple Pride to get more volunteers

NEXT MEETING:

Tentatively set for Aug. 31st, @ 7PM @ The Leaky Pot

ADJOURNMENT:

Motion to adjourn by Nathan/seconded by Heather.  Motion carried.

Zoom Meeting
7:30 PM

Taken by Nathan Schreier in lieu of regular secretary Becky Tinsley

ROLL CALL:

ToiLyn Flick, Nathan Schreier, Robert Soderstrom, Heather Pittman, Kelsey Gronlund

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Approved as presented

REPORT OF THE EXECUTIVE DIRECTOR: 

We had our first live show of the season and it went pretty well. Kelsey has the final numbers. We didn’t end up with the crowd we were hoping for but everyone that came was great and seemed to really enjoy it. The bake sale was a big success and shows we should keep doing them before shows. We ended up not quite making our money back on the show unfortunately, but we came very close. 

I don’t have the final exact number we spent on the show, need how much we used on Facebook from Nathan for that. What I do have is that we spent:

$1,407.7

Again this could be off by a couple of dollars. We ended up making:

$1,317.65

I am hoping that Arsenic and Old Lace does better money-wise and we end up ahead. It has been a lot of work getting everything together for this show and off the ground but overall I think it was a big success.

REVIEW AND APPROVAL OF BILLS:

None

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • We need to change address for annual report to SD.
• Vice President
  • Nothing to report
• Treasurer
  • Balance is 7864.75, all income deposited and bills paid.
• Secretary
  • N/A
• Grant & Fundraising Committee
  • Nothing new to report at this time.
• Membership Committee
  • N/A
• Public Relations Committee
  • Facebook ad sets seem more productive than boosted posts. Report of data is in the shows folder under The Show Must Go On
• Creative Committee
  • The Show Must Go On
    • The show went over really well with audiences. We did a recording of the show we will release to the public next month. The whole cast and crew did a fantastic job and I am hoping Rachel Johnson will be directing on her own in the near future which is great. I am re-evaluating some of the money we spent on advertising going forward. I don’t think the print ads were worth the money and have some ideas how to handle that differently going forward. I did run into a problem with printing of programs and such, we will have to budget some money for this moving forward.
  • Arsenic and Old Lace
    • Arsenic and Old Lace is coming up the last weekend of August and I will be directing. Auditions are on July 12 and 13 at the Rec at 7. Practices will start the following week. I am hoping we have a strong turnout for auditions. I am starting on promotions for this show now. Here is the budget I have for this show that I will need approved:
      • Advertising & Printing: $275
      • Costumes and Props: $200
      • Construction Cost: $705.44
      • Rec Center Rental: $768
      • Total: $1,948.44
      • Scripts Cost: 191.30
      • Licensing: 360
      • COMPLETE TOTAL: 2499.74
    • Nathan motioned to approve the total budget. Heather seconded. Unanimous approval
    • I am hoping to go get a few small sponsors yet to finish off the year to help offset some costs.
  • Mr. Beautiful Fork
    • Mr. Beautiful Fork is a go! I am working with Carrie to figure out the exact date. It will either be the end of September or the beginning of October. We are looking for some contestants now, some of our ones who were going to be moved. I will have more information on this next month.

OLD AND UNFINISHED BUSINESS:

1. Discretionary spending tabled for one more month.

NEW BUSINESS:

1. 4th of July Parade Float – Timing was not right and planning was not in place to accomplish. 
2. Presidential vision – Digital programs – send to Derek to investigate

OTHER:

NEXT MEETING:

Tentatively set for July 21st, @ 7PM @ The Leaky Pot

ADJOURNMENT:

Motion to adjourn by Nathan/seconded by Toi.  Motion carried.