Zoom Meeting
7:27 PM

ROLL CALL:

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

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Nathan motioned to approve/Jonathan seconded

REVIEW AND APPROVAL OF BILLS:

Heather motioned to approve/Nathan seconded

REPORT OF THE EXECUTIVE DIRECTOR: 

I have been working on my reports and proposed budgets for the 2020 – 2021 season and they are now on our drive server. 

I am meeting with Nate at the Rec Center next week to talk about theater storage. 

I also received a list from the school about all of their events that will be in the theater. I will be reaching out to the people in charge of those events to find out their needs so we can make sure to provide volunteers to help when needed.

I am working on pushing our 10 x 10 for 10 drive. We have raised some money but I will begin a bigger push on it. It would be helpful if all board members would share the information from Facebook.

I am also going to start filling out our Show Archive on the website so we can push all of the stuff we have done before. I am hoping this can help with donations and sponsorships in the new year, making sure to link us with all the shows that have come before. Any photos people have from previous years is appreciated.

I am working with Kelsey to get the SD Arts Council grant money, there are more forms to fill out than we initially thought.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • No Report
• Vice President
  • The Annual Report was filed with the State of SD.  Cost was $10.
• Treasurer
  • A grant from the SD Arts Council is being requested.  Current balance is $2816.97. Deposits: $21.81 (tshirt sales), $28.35 (Arts People donation), $767.69 (online auction, bake sale, 10×10). Expenses: $58.55 (Jupiter & Mars, Storytime), $81.50 (credit card charges for advertising).
• Secretary
  • Please submit employee appraisal for compilation.
• Grant & Fundraising Committee
  • Remote fundraisers are being discussed.  Will be holding a meeting to discuss what to do with existing sponsors (extend benefits into next season?).
• Membership Committee
  • Still working on creating a committee.
• Public Relations Committee
  • Spent money on Jupiter & Mars production and auditions.
• Creative Committee
  • Storytime Reading
    • I have put Anna in charge of our Spooky Story Fest that will be on Oct 11 in Hermann Park. We will be telling stories, playing songs, having a costume contest and more. We will also be holding a bake sale that Kelsey will be in charge of.
      Requesting $25 advertising budget- Motion by Jonathan/Kelsey
  • 2020 – 2021 Season
    • I met with the creative committee to talk about a tentative season. We are a little hesitant to rush to headfirst into things given we aren’t sure when we will be back to normal. The committee is talking about shows for us to do. We are figuring out a Christmas event of some kind right now. Other than that we are talking about Mr. Beautiful Fork, a main show that might be The Man Who Came to Dinner or Arsenic and Old Lace, a night of one acts and maybe a small third show at Community Hall. Around the first of the year I am hoping we will have a better idea of how things are going to go and then we can finalize and announce everything.
    • Nathan was contacted by Wayne Gilbert of BF Arts Council about working on a joint project to produce a show.  They are wanting to do something traditional (Our Town?).  Nathan will follow up with Wayne for more information and report back.
    • Reva Potter asked about partnering with the BFHS Fine Arts Boosters for their annual talent show.  More information in the future.

OLD AND UNFINISHED BUSINESS:

1. Annual meeting to be held on Wednesday, October 21, 2020 @ 7:30pm via Zoom/Facebook Live event.  Information will be on website and social media, along with emails to current members. Motion by ToiLyn/second by Jonathan to spend up to $20 for Facebook ads to promote meeting. BOD needs to have reports submitted by October 5 for compilation into Annual Report to Members.

NEW BUSINESS:

1. Derek’s contract – original signed in November, 2019.  Annual review needs to be completed by November, 2020.
2. Executive session – Derek Olson excused from meeting. BOD entered executive session at 8:29 to discuss personnel topics. Executive session ended at 9:17. Motion by Nathan/seconded by Heather to adopt changes discussed in executive session.

OTHER:

• Amendments to be addressed at annual meeting- We need to add an annual performance review requirement for the Executive Director.  Robert has drafted an annual performance review for the Executive Director.

NEXT MEETING:

Wednesday, October 21, 2020 @ 7:30pm via Zoom/Facebook Live event

ADJOURNMENT:

Heather/Jonathan

Zoom Meeting
7:30 PM

ROLL CALL:

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

READING AND APPROVAL OF THE MINUTES OF THE PRECEDING MEETING:

Motion to approve Nathan/Heather

REVIEW AND APPROVAL OF BILLS:

Motion to approve Jonathan/Nathan

REPORT OF THE EXECUTIVE DIRECTOR: 

Jupiter & Mars

Episode 1 and 2 of Jupiter & Mars has premiered. The first live stream had a few technical hiccups but the second ran much more smoothly. The first live stream had a total of 534 views and the second had 389. Both episodes are now available on our YouTube channel. The first episode (the regular and uncensored version) has 75 views and the second (the regular and uncensored version) has 8 views. We will keep promoting these two episodes as we get ready for the Episode 3 premiere on the 25. After this episode we will have a break as the next three episodes are getting prepped. I’m sure Heather will talk more about the auction, but it went really well and we even had an extra $50 donation to Arts People during it.

Website

I had to update the website to accommodate the different content that is Jupiter & Mars. Took a little bit of doing but it is now done. We don’t get tons of traffic to the site but I am trying to keep it up-to-date with BFACT information to encourage people to come to the site. I will also update it with other arts events in the area, including school events.

Merchandise

We now have special 10 year anniversary shirts for sale on TeeSpring. They are special and will only be available until January. They are a bit more than our other shirts, since they are special editions. We will begin pushing these with the new campaign I am working on. We have sold a total of 3 shirts and 1 sticker so I was able to request our first payout of $20 that will go into our PayPal account. If anyone has suggestions for items to go in our store, just let me know.

Pledge Drive

I have been working on a campaign I am calling ‘10x10for10 for BFACT.’ The idea is to get people to donate $10, share the campaign with ten friends for our ten year anniversary. I am creating graphics and will be getting them online soon for this. We will be running this until October. Our first goal will be $1,000. If we hit that mark, we will keep going and increase the goal by $500 at  a time. Even though this information will be out before the Jupiter & Mars Episode 3 premiere, we will push it hard at that event.

REPORTS OF OFFICERS AND COMMITTEES: 

• President
  • No Report
• Vice President
  • No Report
• Treasurer
  • $50 Arts people donation, $21.53 Amazon donation, Credit card $9.99, deposit from online auction $570-please update the online form for the collected monies and delivered items.
    Current balance $1510.62
• Secretary
  • No additions at this time
• Grant & Fundraising Committee
  • Online auction raised almost $2000.  Bake sale at park raised about $100.  Most auction items have been delivered.  Working on fall ideas.
• Membership Committee
  • No report
• Public Relations Committee
  • Working on getting shows on the radio
• Creative Committee
  • Storytime Reading
    • I am working on getting at least three more stories online for the Storytime Reading online. The Storytime in the park went really well, we had about 30 people there, several families. The bake sale went well, we raised about $100 from that. Those of us at the park started talking about doing a Halloween Storytime in the park. I am working on details now but I am going to go forward with this idea.
  • Other Ideas
    • I am still working on the monologue competition, I will hopefully have more information next month. Christmas time, maybe do another recorded  or possibly live online show. Next season plans- maybe look for January announcement when we have a better idea of Covid and how the season can go.  Stick with doing less expense to produce shows.  Plan to build funds for bigger 2022 season.

OLD AND UNFINISHED BUSINESS:

1. Annual meeting- we need to send out notification of meeting 2-4 weeks before date.  At this time we should plan for a Zoom meeting.  We need to add an amendment portion to meeting to update by-laws.
2. By-laws- We need 3 people on membership committee. BOD need to review comments in online version to prepare for possible changes at annual meeting.
3. Annual report- Just like first annual meeting, all BOD members need to prepare a report on work done this year.  Kelsey needs all donations by August 31  for deposit.

NEW BUSINESS:

OTHER:

• Executive session will be held September 9th @ 6:30pm via Zoom

NEXT MEETING:

Wednesday, September 23rd @ 7:27pm via Zoom

ADJOURNMENT:

Motion to adjourn Nathan/Jonathan/Kelsey