Leaky Pot

Roll Call:

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

Reading and approval of the minutes of the preceding meeting:

Approved as presented motion Jonathan, Toi Lyn second

Review and approval of bills:

Robert will pay $30 to SD Secretary of State to file Articles of Incorporation. No other bills at this time. Motion to pay bill Toi Lyn, Nathan second

Reports of the Executive Director:

None

Reports of Officers and Committees:

• None

Old and unfinished business:

1. Bylaws – review initiated and will continue at next meeting
2. Non-profit status application – Officers signed official application, Robert will write a check for $30 and mail.
3. Executive Director position – Derek Olson elected by unanimous consent. Motion by Toi Lyn, second by Heather
4. At Large Board Member – discussed assignment of duties. Discussion to continue at future meeting.
5. Membership dues – Discussion will continue at future meeting
6. Mission and Vision Statements – reviewed for Non-profit application and promotional materials. Approved as written motion Jonathan, Toi Lyn
7. Update on social media project from Derek – Email address is [email protected] set up by Robert. Website is currently under construction, TDG is hosting, Derek paid $12 for domain name registration. Facebook, Twitter & InstaGram are live- Derek & Nathan will be admins and keep updated.
8. Update on Belle Fourche Visitor guide – Unable to change information that is out in visitor guide.

New business:

1. Trademark Name/Logo – discussion initiated regarding need to our name. Tabled until future meeting.
2. Membership Code of Conduct -needs to be included in application to join BFACT. We need to ensure that a participation ban clause is included.
3. Executive Creative Committee – discussion initiated. This committee would help guide show selection and production along with other duties. Would not necessarily be BOD members.

Other:

Derek updates

• Met with mayor re: storage at community theater. They would like to use funds in reserve to help clean up/organize storage. Asked our group to help. Derek will follow up on this.
• Roosevelt Theater: Owners are requesting a meeting re: possible collaboration with BFACT. Derek will follow up on this.
• Message from Ree Reich re: offer of costumes. Needs follow up.

Next BOD meeting:

Thursday, August 1, 2019, 7pm @ The Leaky Pot

Adjournment:

Motion Toi Lyn, second Kelsey

Leaky Pot

Roll Call:

Robert, Nathan, Kelsey, Heather, Toi, Jonathan, Becky, Emma

Reading and approval of the minutes of the preceding meeting:

Toi/Kelsey

Review and approval of bills:

none

Reports of the Executive Director:

None

Reports of Officers and Committees:

• None

Old and unfinished business:

1. Bylaws – Sample by-laws were reviewed and posted to a shared drive. BOD members will review/edit and discussion will continue at next meeting.
2. Non-profit status application – Kelsey reported that there are no SD specific rules for application. Review of SD State Auditor’s site revealed that we needed Articles of Incorporation completed/filed with state prior to sending 501C3 paperwork to federal level. Articles of Incorporation template from Auditor’s website was used to complete this step during this meeting. See attached.
3. Executive Director position – Discussion tabled for later date. Jonathan, Toi second
4. At Large Board Member – Discussion tabled for later date. Kelsey, Nathan second
5. Membership dues – requesting membership dues does not impact 501C3 status. Discussion tabled for later date.
6. Mission and Vision Statements – basic mission/vision statement created for Articles of Incorporation. This will be fleshed out more after Executive Director hiring process.
7. Update on social media project from Derek – Discussion tabled for later date.
8. Revisit organizational name change discussion – Added “Area” to name. Jonathan, Nathan, passed
9. Update on Belle Fourche Visitor guide – Discussion tabled for later date.
10. Report on Belle Fourche July 4th Parade – 13 people rode/walked with float. 800 informational flyers were handed out along parade route.

New business:

1. Robert will ask Derek to provide BOD with job description for Executive Director to be discussed at next meeting.

Other:

President report – Robert attended BF Rec Board meeting. He feels that Rec Board does not want to sell community center and they are looking for community input. Robert feels that the board is receptive to having the theater revitalized by our organization (possibly work with them for theater manager role, they are interested in us doing a Christmas show).

Discussion was held on possibility of providing scholarships in the future. Ideas for scholarships would be for attendance at Black Hills Playhouse training or local dance troupe training.

Next BOD meeting:

Executive Session on Monday, July 22, 2019 at The Leaky Pot. Derek is to be invited to this meeting.

Adjournment:

Toi, Kelsey second

Respectfully submitted- Rebecca Tinsley, Secretary

Members present:

Reva Potter, Terry Hoscheid, Colleen Anderson, Becky Tinsley, Jonathan Tinsley, Darin Newton, Kathryn Anderson, Alex Anderson, Carrie Donovan, Sarah Wheaton, Heather Pittman, Matthew Pittman, Kelsey Gronlund, Gregory Todd, Angela Hastings, Geno Pesicka, Robert W. Soderstrom, Toi Lyn Flick, Nathan Schreier, Derek Olson, Anna Robinson

Proxy’s:

None

Call to Order:

At 7:24pm the meeting was called to order by Toi Lyn Flick. Toi Lyn opened the meeting with the purpose of holding elections to create a Board of Directors for Belle Fourche Community Theatre.

Old Business:

1. Discussion was held on the purpose for the reorganization of the Belle Fourche Community Theatre group, led by Robert W. Soderstrom and Toi Lyn Flick.

New business:

1. Nathan Schreier led a discussion of the expectations and roles of BOD Officers and Members. President and Secretary will serve for a three-year term initially, Vice President, Treasurer and At Large Members will serve a two-year term to ensure that leadership will be consistent moving forward. President and Secretary positions will move to a two-year term after 2022.
2. Members present acknowledged their understanding of the information presented by Nathan and requested that interested candidates be nominated and elections move forward at this meeting. Each nominee gave a brief explanation of their desire for the position and applicable qualifications. Following is a summary of nomination/seconding and voting results:
   • President: Robert W. Soderstrom (Becky/Nathan) Unanimous verbal vote. Term 2019-2022.
   • Vice President: Jonathan Tinsley (Sara/Alex) and Toi Lyn Flick (Geno/Reva). Jonathan withdrew nomination. Toi Lyn Flick unanimous verbal vote. Term 2019-2021.
   • Secretary: Nathan Schreier (Terry/none), Becky Tinsley (Carrie/Sarah), Jonathan Tinsley (Nathan/none). Nathan and Jonathan declined nominations. Becky Tinsley unanimous verbal vote. Term 2019-2022.
   • Treasurer: Kelsey Gronlund (Heather/Anna) and Angela Hastings (Katie/none). Angela declined the nomination. Kelsey Gronlund unanimous verbal vote. Term 2019-2021.
   • At Large board members: Gregory Todd (Self/Nathan), Nathan Schreier (Terry/Geno), Heather Pittman (Derek/Kelsey), Jonathan Tinsley (Sarah/Anna), Carrie Donovan (Reva/Nathan). All members present were directed to select three candidates by written ballot. Robert, Toi Lyn and Derek collected ballots and tallied results. Heather Pittman, Nathan Schreier and Jonathan Tinsley were elected. Terms 2019-2021.

Other business:

1. July 4th Parade participation – Derek sent out a Facebook poll for interest in having a promotional float in the Belle Fourche July 4th parade. Derek reports that the majority polled would like to participate this year. He has registered BFCT in the parade, will get a banner printed and suggested using a pickup with additional walkers (unless someone is willing to get a trailer). Derek asked all participants to be at the parade line up on 13th Avenue before 10:30am on July 4th. (Parade route details can be found at www.blackhillsroundup.com/events ). Reva and Terry will provide candy for the float and encouraged others to bring additional candy if they would like to contribute.
2. Name change – Discussion was held on changing the name of the organization. Heather advised that the group should consider keeping the name Belle Fourche Community Theatre in order to show organizational longevity for grant application purposes. Becky proposed adding the word Area to the name in order to encourage participation from people in communities surrounding Belle Fourche. Discussion will be revisited at a later date.

Agenda items for next meeting:

1. Bylaws – Jonathan has templates.
2. Non-profit status application – Discuss and formalize plan for online application process. Kelsey will check to see if there is anything specific to S.D. rules for this application.
3. Executive Director position – Derek will create a press release to formally advertise for the position in local papers and on social media. Applications will be taken through July 8, 2019. Review of applications and candidate selection to be held at July 11, 2019 board meeting. Revisit expectations and compensation for work duties.
4. At Large Board Member – discuss assignment of duties
5. Membership dues – Research impact on Non-profit status
6. Mission and Vision Statements – formalize for Non-profit application and promotional materials.
7. Update on social media project from Derek
8. Revisit organizational name change discussion

Present bills for review:

None

Next BOD meeting:

July 11, 2019 @ 7pm @ The Leaky Pot, Belle Fourche, SD

Adjournment:

President Soderstrom adjourned the meeting at 9:30pm.

Respectfully submitted by Becky Tinsley, BFCT Secretary