Zoom Meeting
7:30 PM

ROLL CALL:

Rebert Soderstrom, ToiLyn Flick, Kelsey Gronlund, Heather Pittman, Nathan Schreier, Derek Olson, Becky Tinsley

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Approved as presented.

REVIEW AND APPROVAL OF BILLS:

No outstanding bills at this time. Rec center and Derek’s wages were paid.

REPORT OF THE EXECUTIVE DIRECTOR: 

I finished up the grant request for the South Dakota Foundation Grant. We are asking $5000 for that one. I haven’t heard anything back yet. I have also started working on cleaning up our Sponsors. Currently we have four sponsors, two of those are in-kind. We also received a donation from Morris Law Firm. My goal over the next couple of months is to get many more sponsors and will start reaching out to businesses again and will keep my eye out for other grant opportunities.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • Congratulations to Derek Olson on his original plays being published and purchased for performance.
• Vice President
  • No report
• Treasurer
  • Current balance is $4502.62
• Secretary
  • No additions at this time
• Grant & Fundraising Committee
  • Derek has been doing some work on grants (see above). Looking toward new fundraiser in the future.
• Membership Committee
  • Not present
• Public Relations Committee
  • Will meet with Jonathan on plans to increase membership activity.
• Creative Committee
  • The Christmas Show
    • The Christmas show went great and went off without a hitch. The stream worked well and we made $80 in donations and sold 24 tickets between the actual live performance or after. The plan is to keep the show hidden on YouTube and will continue to sell tickets to the show if people want. We were able to send the show off to many different senior centers around the area and Sundance and heard some great feedback from them about how excited they were.
  • 2021 Season
    • As the Creative Committee we began to talk on what the 2021 season will be and have some preliminary ideas.
    • Monologue Competition
      • We are hoping to have our monologue competition in February. It will be entirely online and will have some kind of prize for the winners.
    • Workshops
      • We are hoping to do a few workshops starting in March. Probably with a costume/prop one and a scriptwriting one. Will have more information on how this will work next month.
    • Virtual Show
      • We are hoping to do a Virtual Show around April. We would do something very similar to the Christmas show, a live streamed event that we sell tickets to. We are still figuring out what this show will be. We may treat it a little more like a variety show with different vignettes.
    • Dinner Theater
      • The local government reached out to us to do a dinner theater show for an event they have coming up in May. Nathan will be leading the charge on this. It won’t be a public event, it will only be done for this one specific event.
    • First Show
      • We are talking about doing a stage show, hopefully completely open to the public at the end of June. Right now we are looking at Arsenic and Old Lace being directed by myself. This isn’t set in stone, but we are hoping to have a show at the end of June.
    • Second Show
      • We are looking at having a second show at the end of August. We don’t have much here yet. It could be a show we license or an original, or a night of one acts. We will make this decision coming up. There is a chance we flip Arsenic and Old Lace into this time slot, depending on availability.
    • Third Show
      • We were originally going to be doing a night of one acts with other area community theaters this past September. I am going to be reaching out to see if they are still interested in doing this for the fall of 2021.
    • Mr. Beautiful Fork
      • We are still hoping to have Mr. Beautiful Fork this year, probably in July. We are going to wait and see how the pandemic and vaccine rollout goes before we make a determination on date. We want to pick a time that will be safe for everyone.
    • Christmas Show
      • We are going to be doing a Christmas show of some kind, just no idea what. That decision will come after some others are made.

OLD AND UNFINISHED BUSINESS:

NEW BUSINESS:

1. Anna – SD Arts Council feedback. BOD was able to give ideas for resource allocation to smaller community theatre groups, increasing communication between local community theatre groups, and helping to facilitate the organization of regional community theatre interactions and support.

OTHER:

NEXT MEETING:

Wednesday, February 24th at 7pm via Zoom

ADJOURNMENT:

Motion to adjourn by Nathan, seconded by Heather

Zoom Meeting
7:30 PM

ROLL CALL:

Robert Soderstrom, ToiLyn Flick, Kelsey Gronlund, Nathan Schreier, Derek Olson, Jonathan Tinsley, Becky Tinsley

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Motion to approve as presented passed

REVIEW AND APPROVAL OF BILLS:

See treasurer report

REPORT OF THE EXECUTIVE DIRECTOR: 

I have been sick for the last couple of weeks so I wasn’t able to get the screen built for the Rec Center. I will be looking to get that done in the next few weeks, hopefully with some help from Board members and other volunteers. The Rec is wanting to have this done this year if possible. I am also working with the school for their various concerts coming up, getting sound and lights set up for them. I’ve done a little training with the Rec on sound and lights as well. I am going to begin work on an extensive document on how to run lights and sound in the theater. Will take a little while to do.

I have started working on Sponsorship materials for the coming year. After talking with Heather we decided to keep all of our sponsors we have now through the end of the year, which means they will all be sponsors for the Christmas show. Then on January 1st we will begin with new sponsors and that will run through like the end of September like normal. I am hoping to cram in a lot of stuff until then, shows, workshops, etc to help justify sponsorships with a shorter time frame. I sent out thank you letters to all of our current sponsors for their contributions and asking them if they want to sponsor again. I have heard back on some but I will keep pushing it. I will also be going after new sponsors after the first of the year, I don’t think there is much time to do that around Christmas time. I will try and get some help in contacting businesses to talk about sponsorships.

I applied for two grants this past month and one has come through. Black Hills Energy has awarded us a $2,500 contribution. I have been working with Kelsey to get all the paperwork in they need, I am hoping we receive the money soon. I applied to the SD Fund as well. I asked for $5,000 with that one, I am hoping to hear if we qualify in the next few weeks. I am keeping my eye out for more grant opportunities as well. I am hoping we might pick up a few more this year.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • No Report
• Vice President
  • No report
• Treasurer
  • Current balance $3750.94, additional $10 from Christmas show
• Secretary
  • No additions at this time
• Grant & Fundraising Committee
  • No report as chair not present
• Membership Committee
  • Working on media blitz for member recruitment in January
• Public Relations Committee
  • No report
• Creative Committee
  • I have asked Hanna Bricker to join the Creative Committee to help me out with some projects. She will be going back to school East River soon but she said she would still like to help remotely. I am going to be doing a Creative Committee meeting towards the beginning of January to discuss upcoming projects.
  • Workshops
    • I am in the process of trying to work up a couple of different workshops to do over the next few months. Hanna Bricker does a lot of costume work and she said she would be interested in helping with a costume and prop workshop. I can talk about props and maybe get help with some other board members to come up with a cool workshop around that. Anna also knows a professional writer in Wisconsin that she has reached out to see if she would like to do a writing workshop. I think there are some people who could help lead that as well. There is a lot of details to be ironed out on any kind of workshop but I am going to start moving forward with this project idea.
  • Monologue Competition
    • We had talked about this a while back and I am going to start moving forward with this. We would have some select monologues that people could choose from and then people would perform them and put them online and we would create a panel of judges and give out some kind of prize for winners. Hanna is doing some research on monologues that can be used for this. This is in the early stages so I will let the board know when it is closer to being ready.
  • Christmas Show
    • I have been working with Nathan on our Virtual Christmas Carol. He has done a lot of the work to get this ready and is directing it. I have been working on the marketing and technical side of things. Nathan and I have figured out how we will stream this show, which is something we might be able to do again down the road. I had to work with Arts People some to get tickets figured out but the system is now working. We have sold a few tickets and I am hoping a lot more come in right before the show. I sent press releases to most of the media outlets in the area but didn’t get much response. The Pioneer is going to run a story though that Nathan wrote up. Hanna also helped me contact several different senior centers in the area and we sent out information to them. Some have responded and they are very excited about showing their residents. The show will still be online after the live show so the senior centers can show their residents who can’t watch it live. My plan is to make the show live to our YouTube page in a couple of weeks so anybody can watch it. The Tinsley’s donated money to sponsor the show which is great because we have had some hard costs, some marketing costs and the Rec is charging us $156 for the rental. I was able to get them down from their normal cost since we won’t have an actual audience there and we only need the theater for a few hours.

OLD AND UNFINISHED BUSINESS:

1. SD Arts Council comments/recommendations can be sent to [email protected]

NEW BUSINESS:

OTHER:

NEXT MEETING:

January 20, 2021 @ 6:30pm via Zoom

ADJOURNMENT:

Motion to adjourn approved by all

Zoom Meeting
6:30 PM

ROLL CALL:

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

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Motion to approve Nathan, seconded by Jonathan

REVIEW AND APPROVAL OF BILLS:

Motion to approve Jonathan, seconded by Nathan

REPORT OF THE EXECUTIVE DIRECTOR: 

I am going to be pushing the Pledge Drive in December through the rest of the year to try and get some more pledges that way. We did just receive $100 from a family for their pledge which I will get to Kelsey. I am also going to be working up some new shirts in the next month or so for our merch store.

I have been talking with Nate at the Rec Center about storage in the theater for our stuff plus the High School’s. They would like to hide some of it so the audience can’t see it. During strike for the High School play Robert came and took a look at what we have and came up with a great idea. We are going to build a wall around the piano case and wood pile with our flats. They will be black and accordion so we can get to the stuff behind it. Nate said this will work for a short-term solution. Sometime in December or January I am going to try and get some hands to actually build this so we can have it in place going forward. I did talk to Nate about some permanent storage, he said he is open to the idea. I also talked with the school about this and they would like to do something as well. I am going to try and schedule something between us, the school and the rec to discuss possibilities of longer term storage at the theater.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • Robert will be moving to TN with his family. Formal notice and date to be submitted in the future. Would like to get Derek’s review completed.
• Vice President
  • No report
• Treasurer
  • Credit card bill of $9.49 for FB ads paid on 11/16. Received $27.08 Amazon Smiles donations and $140 Spooky Time Reading event bake sale donations. Current balance $3718.06.
• Secretary
  • No additions at this time
• Grant & Fundraising Committee
  • Currently looking for ideas for winter fundraiser event. Meeting with Derek about sponsorships.
• Membership Committee
  • Email sent regarding membership renewals and committee formation.
• Public Relations Committee
  • Working with Derek regarding promotions.
• Creative Committee
  • Storytime Reading
    • We had our Spooky Time Reading in the Park and it went over great. Kelsey has numbers for the Bake Sale but that did go over well. We had many participants and volunteers and had a great turnout. I had some people talk to me about doing some upcoming readings for our YouTube page so I will make a push for more of those into the new year.
  • Christmas Show
    • We are talking about doing a live ‘radio play’ for the Christmas show this year. The plan is to have actors perform an edited version of ‘A Christmas Carol.’ Actors will be in front of microphones and will act out the show with someone doing live sound effects. We will stream this to our YouTube page, but hidden to start with and sell tickets for $5 to watch online. The plan is to not have a live audience. I am looking into venues right now, I am thinking either Venue 519 or Community Hall. We are also looking into a sponsor for the show to help cover any costs associated with it. If we are unable to do that I am requesting a budget for this show:
      Rental: $150
      Advertising: $50
      Technical Costs: $50
      Total: $250
      Motion by Nathan/seconded by Heather
      Proposed show date of December 17th. Sponsor will help pay to make the show free to local nursing homes and assisted living entities.

OLD AND UNFINISHED BUSINESS:

1. Derek’s contract-Change annual pay to $10,000/year, monthly pay schedule. Executive session will meet 12/9 @ 6:30pm to finish this discussion and process.

NEW BUSINESS:

1. Anna – State Arts Council project member. SDAC would like feedback on how they can help us and what changes they need to make to be more helpful to organizations like ours. BOD are encouraged to submit questions and feedback to Anna to contribute to strategic planning for SDAC.
2. Robert -Discussion held regarding his potential resignation. The decision was made to table the resignation until a future meeting as this would need to be brought to the entire membership and that would require members to nominate and vote on a new president.

OTHER:

NEXT MEETING:

12/16 @ 7:30pm via Zoom.

ADJOURNMENT:

Motion to adjourn Heather, seconded by Jonathan

Zoom Meeting
7:30 PM

CALL TO ORDER AT 7:30PM

PRESIDENTIAL WELCOME

ROLL CALL:

Robert Soderstrom, ToiLyn Flick, Kelsey Gronlund, Nathan Schreier, Heather Pittman, Derek Olson, Jonathan Tinsley, Becky TinsleyReport of the Executive Director: 

OFFICER REPORTS- SEE FORMAL REPORTS PUBLISHED ON WEBSITE:

• President
• Vice President
• Secretary
• Treasurer
  • Annual Financial Report
• Executive Director Report
• Creative Committee Chair
• Public Relations Chair
• Membership Committee Chair
• Grant & Fundraising Committee Chair

AMENDMENT & RESOLUTION:

• Proposed amendment to Article VIII- Executive Director, Section 5: addition to include annual performance evaluation of the Executive Director by BOD. Motion by Jonathan, seconded by Kelsey to approve amendment as presented. Motion passed.

PUBLIC FORUM:

1. Angela Hastings
   • What is the address to send donations?
     • BFACT website, Arts People, BOD members or PO Box 427 Belle Fourche, SD 57717
   • How can people get involved with Storytime
     • Contact Derek Olson through Facebook or by email

ADJOURNMENT:

Motion to adjourn by ToiLyn, seconded by Nathan. Motion passed, meeting adjourned at 8:14pm. BOD will meet in regular session on November 25, 2020 at 6:30pm via Zoom.