Robert, Toi Lyn, Nathan, Derek, Heather, Jonathan, Becky. Kelsey out sick.
Special meeting to discuss Christmas Show budget request presented by Nathan, Derek and Toi.
Nathan created the following proposed budget:
Advertising will primarily be online/Facebook, articles for local papers and posters. Nathan was asked to try to reduce Facebook advertising budget at this time. Derek will ask TDG if they would be willing to print programs. Becky will print posters for this show.
Derek has already been reimbursed for the script/royalties/shipping fees.
A Santa costume has been purchased but the majority of the remaining costumes will be provided by actors or from existing wardrobe. Toi was asked to try to keep the remaining costume/set expenses as low as possible.
Motion by Jonathan, seconded by Nathan to approve Christmas Show budget. Motion passed.
Kelsey sent to following to the BOD for overall budgeting consideration:
Derek spoke with Michelle Deyo-Amende regarding historical budgets. Michelle indicated that previous seasons averaged ticket sales of $3,000- $4,000. Annual donations/sponsorships/fundraising efforts averaged $3,000-$4,000 as well.
Discussion held regarding the importance of finding annual sponsors and keeping show expenses as low as possible during this first season to enable BFACT to cover fixed costs.
Heather is working on grant opportunities.
Sponsorship packets will be created so that volunteers can begin approaching businesses and individuals with a consistent message. Becky has ordered folders and will deliver to Nathan or Derek for assembly.
Adjournment:
Motion by Nathan, seconded by Jonathan to adjourn @ 9pm.
Respectfully submitted by Becky Tinsley, Secretary
President Robert Soderstrom called the meeting to order at 7:13pm
Presidential Welcome:
Robert welcomed attendees and gave an overview of the BFACT BOD activities to date.
Roll Call:
Robert Soderstrom, Toi Lyn Flick, Kelsey Gronlund, Heather Pittman, Nathan Schreier, Jonathan Tinsley, Becky Tinsley
Officer Reports:
President
Addressed in Presidential welcome and announced the birth of his son
Vice President
Acknowledged the work of BOD
Secretary
Dchoed VP sentiments
Treasurer
Annual Financial Report
Executive Director Report:
Derek shared about Arts People, G Suite, a new BFACT website and sponsorships
Creative Committee Chair – Derek shared information about the upcoming season ideas including a Christmas show, Murder Mystery Dinner theater, Mr. Beautiful Fork and possibly two summer shows
Public Relations Chair – Nathan shared that BFACT is using Facebook, Twitter, Instagram, a new website and a newsletter to communicate with the community
Membership Committee Chair – Membership forms were distributed to attendees and information regarding communication and participation was shared by Jonathan.
Grant & Fundraising Committee Chair – Heather and Derek shared information about sponsorship tiers.
Amendment & Resolution:
Motion by Jonathan, seconded by Toi Lyn to strike “the first week” from Article 5 Section 1 of the by laws regarding the time of the annual meeting. Motion passed.
Public Forum:
Attendees requested the BFACT hold workshops on different participation roles (specifically Director/Assistant Director) to help people become more comfortable with taking on those commitments. Questions were asked about the possibility of holding “Theater in the Park” sessions in upcoming seasons.
Next BOD meeting:
Wednesday, November 13th at 7pm at The Leaky Pot
Adjournment:
President Soderstrom adjourned the meeting at 7:57pm.
Respectfully submitted by Becky Tinsley, Secretary
Reading and approval of the minutes of the preceding meeting:
Review and approval of bills:
Reports of the Executive Director:
Reports of Officers and Committees:
President
Vice President
Treasurer
Secretary
Grant & Financing Committee
Membership Committee
Public Relations Committee
Fundraising Committee
Old and unfinished business:
Plan of Action/Strategic Plan- Previous ideas discussed- A Seussified Christmas show, Don’t Dress for Dinner show, War of the Worlds radio show @ Halloween, Dinner Theater, Mr. Beautiful Fork.
Robert, Toi Lyn, Heather, Kelsey, Nathan, Jonathan & Derek. Becky arrived @ 7:30pm
Reading and approval of the minutes of the preceding meeting:
Motion to Accept ToiLyn, Second Nathan
Review and approval of bills:
None
Reports of the Executive Director:
Arts People – Registered, in process. Needs bank account information. Ordered credit card reader $30 for in-person credit card reading.
Website needs further developments, they will wait.
G-Suite Verification process: need to confirm Non-Profit status
Founders Email sent out
Website design, nearly done, progress made, welcome input from board, progress will continue
Contact mayor about use of Rec Center, will coordinate
Derek will message Purple Pride again
State Arts Festival is coming up and they are taking proposals for different things. May be worthwhile for us to propose something; helps with visibility and networking for future things and/or funds. Derek would like help coming up with ideas. Toi will assist.
Tomorrow night, 7:30 at Matthews Opera House introduction of new executive director. Might be nice if some of us can go. Derek plans to attend if possible. Derek did check and get some prices for shows, so he will begin checking into that. Playscripts royalties run around $80.
Reports of Officers and Committees:
President
Robert advised a life update: Sarah will be induced Monday, so he is very busy at the moment.
Received state certificate of non-profit status – COST: 30$
Vice President
Renee has asked costumes to be purged, Toi & Conrad worked on it
Mayor & Renee still inquiring after progress of storage
Terry will likely not build units, purchase storage.
Do not allow plan to detract from new plan to build external
Treasurer
In conversation with First Interstate, feeling good about partnership, will have conversation to set up with them. Initial set up costs include checks; mandatory initial deposit.
6 Tiers of Sponsorship involvement- All include, website listing, various ad sizes in programs
Less than $250- individual sponsors $250 – 2 Flex tickets
$500 – ⅛ page AD – 4 flex tickets
$1000- 1/4 Page AD – Signed Poster – 4 flex tickets
$1500 ½ page ad – signed poster 4 flex tickets, 2 season passes
$2500 full page ad – signed poster 4 season passes
$5000+ – Full page backcover, curtain speech callouts – signed poster – 8 season passes
$10,000+ – MAGIC
Potential sponsorship benefits – Seat preference, possibly distribute coupons [perhaps through arts people tickets] invitations to dress rehearsals, theater tours, meet and greets, discounts even past complimentary. Free theater day – sole advertisement rights, all attendence FREE
Potential: Sponsors could be featured in social media & radio advertisement
Sponsorship involvement with scholarships? Big donors present scholarships, Black Hills Playhouse Camp – Our own camps
Heather brought sample donor form – 2 sheets, breakdown of benefits & application
Membership Committee
Jonathan (chairperson) No report
Public Relations Committee
Nathan (chairperson) Newsletter creation – Nathan will like to work on with Jonathan, send out before next general
Robert suggests sharing other local theater works in newsletter and creating a “President’s Challenge” to encourage donation/involvement
Old and unfinished business:
Plan of Action/Strategic Plan – Motion by Jonathan/second by Nathan to table strategic plan. Previous show ideas discussed- A Seussified Christmas show, Don’t Dress for Dinner show, War of the Worlds radio show @ Halloween, Dinner Theater, Mr. Beautiful Fork. Motion by Toi Lyn/second by Heather to create Creative Committee, selected by E.D., to move forward with show planning.
Bank account update – See Treasurer report
501c3 filing update – 501-C3 has been filed/paid by Jonathan, $275 Cost
Code of Conduct – presented for review. Heather will upload to shared file and edit.
Membership application – Jonathan is creating
Mission statement – Motion by Jonathan/second by Nathan to table
Sponsorship tiers – See Grant/Fundraising report
Additional committees – Creative Committee will be formed and chaired by Derek.
New business:
Toi Lyn presented two opportunities for community involvement in October. Old Roosevelt school is looking for help with their haunted house. Members can help as they are willing/available. “Spooktacular” trick or treat event at community center. Robert suggested a table with candy/information about BFACT. Motion by Jonathan/second Kelsey to participate with candy table at community center.
Robert discussed the need to create a budget by requesting income/expense information from the city.
Heather opened the discussion regarding pay for the Executive Director. Part time salary discussed ranged from $7,500-$50,000 per year. More discussion will need to be had to finalize this salary along with E.D. contract structure.
Other:
Committee Chairs are to give report/membership lists of additional committees as they are created at BOD meetings.
Annual meeting will be held on October 21, 2019 @ 7:13pm at Grap’s (location pending)
Next BOD meeting:
For planning of Annual Meeting/discuss E.D. contract to be held on October 10, 2019 @ 7pm @ The Leaky Pot
Reading and approval of the minutes of the preceding meeting:
Review and approval of bills:
Reports of the Executive Director:
Reports of Officers and Committees:
President
Vice President
Treasurer
Secretary
Grant & Financing Committee
Membership Committee
Public Relations Committee
Fundraising Committee
Old and unfinished business:
At Large Board Member assignment of duties
Trademark of name/logo update
Plan of Action/Strategic Plan- Previous ideas discussed- A Seussified Christmas show, Don’t Dress for Dinner show, War of the Worlds radio show @ Halloween, Dinner Theater, Mr. Beautiful Fork.
Membership- Discussion about allowing donors to exchange work for membership fee and creating options for donor/sponsorship.
Youth membership/board positions- Discussion about allowing youth to exchange work for membership, lower student membership fee and potential for youth voice on BOD.
Nathan Schreier, Toi Lyn Flick, Heather Pittman, Derek Olson, Jonathan Tinsley, Kelsey Gronlund, Becky Tinsley
Reading and approval of the minutes of the preceding meeting:
Approved as presented motion by Nathan, seconded by Jonathan
Review and approval of bills:
None
Reports of the Executive Director:
Trademarking BFACT is around $400 and would need to hire a lawyer to complete. Research says it’s not really necessary at this time (more for national use). The icon and logo belong to us as we have pre-existing use history.
Purple Pride – no response to request for partnership.
Terry/Storage at BF Rec Center- no current conversations with Terry. Maybe existing members could volunteer time to build storage?
G Suite – Free for non-profit organizations! We also have $10,000 in free Google text ads available with the set up of a G Suite account. We will be able to set up Gmail/new addresses when we have all of the 501c3/EIN information available.
Website – website layout reviewed. Derek will design/launch upon approval tonight. He is asking TDG for in-kind hosting donation. There may be some costs with further development and BOD will be notified as they occur. Photos from previous shows are still needed.
Arts People – There are no start up costs and fees are based on ticket sales. There are no charges/fees for donations made through the site.
Reports of Officers and Committees:
President
Not in attendance due to illness
Vice President
No report
Treasurer
Has obtained contacts and continues to research banking options
Secretary
No report
Grant & Financing Committee
Membership Committee
Public Relations Committee
Fundraising Committee
Old and unfinished business:
At Large Board Member assignment of duties – Discussion of various needs/roles was held. Per motion by Jonathan, seconded by Kelsey the BOD has chosen the following duties:
Assistant Treasurer – Assist with Grants and Fundraising, send thank you letters for donations. Heather Pittman will fill this role.
Public Relations – Assist with Social Media, Community Outreach and Marketing. Nathan Schreier will fill this role.
Membership – Assist with Membership recruitment and maintenance, Volunteer Coordination and a member newsletter. Jonathan Tinsley will fill this role.
Trademark of name/logo update – See ED report
Plan of Action/Strategic Plan – Previous ideas discussed- A Seussified Christmas show, Don’t Dress for Dinner show, War of the Worlds radio show @ Halloween, Dinner Theater, Mr. Beautiful Fork. Table motion by Heather, seconded by Kelsey
Membership – Discussion about allowing donors to exchange work for membership fee and creating options for donor/sponsorship. Discussed held. Motion by Jonathan, seconded by Nathan to not allow exchange of work for membership fee and to allow donations of more than $25 to give option of membership to the donor.
Youth membership/board positions – Discussion about allowing youth to exchange work for membership, lower student membership fee and potential for youth voice on BOD. Motion by Nathan, seconded by Heather to not allow youth work in exchange for membership, to not allow for a lower student membership fee and there will not be a special membership for youth less than 18 years of age however we will create opportunities for a youth voice at BFACT activities.
Bank account update – See Treasurer report.
501c3 filing update- ToiLyn and Jonathan will finalize and Jonathan will pay filing fee with option for reimbursement at a later date.
New business:
Code of Conduct – BOD will research and discuss at next meeting. Pertinent points to include sexual harassment, expected behavior (adult vs youth shows), volunteering time/money, removal clause.
Membership application – Tabled for further discussion
Arts People – Motion by Nathan, seconded by Heather to adopt Arts People as BFACT ticketing vendor.
Mission statement – Tabled for further discussion
Sponsorship tiers – Heather and Derek will discuss and present ideas at a later date
Additional committees – Tabled for further discussion
