New London Theatre Board Meeting
June 27, 2009
Snellville Diner
Attendance: Kirk Buis, John Berlo, Dawn Berlo, Lane Blaha, Leslie Raab and Sharyn Berg
Topics submitted by Kirk:
1. Shows are set on calendar (Christmas Carol opening November 20th? over Thanksgiving holiday?)
Having tech week over the week of Nov. 16 – 20, opening on the 28th with a $10 show on the 29th was discussed. Dawn, as director, will look it over for next month.
2. One-Acts - producer - Kirk Buis; directors are: Emily Arvidson, Dawn Berlo, Tess Buis, Ken Cohen, Charley Hannum, Kathi Mardis, Leslie Raab, Dave Schroeder, Sylvia Veith-Davenport Each show will be done twice on alternating nights over the two weekends, with half on Friday, half on Saturday. Sharyn voiced that she had a problem with “The Problem” from what is on the website. Kirk stated that he has read and approved it.
Children’s Show – Cinderella/Little Red Riding Hood - producer - director - Teagan Eley We need a producer; Kirk will ask Anne and Joanne
A Slight Case of Murder - producer - Leslie Raab; director -
A Christmas Carol - producer - Teagan Eley; director - Dawn Berlo
Concert - producer - John Berlo; director - Scott Rousseau Rodgers and Hammerstein, John will get a copy of the script
Romeo and Juliet - producer - ; director -
Alice in Wonderland - producer - director - Teagan Eley
Concert - producer - John Berlo; director - Scott Rousseau Oz Chronicles, Scott Rousseau is trying to get the rights.
One-Acts - producer - directors -
Pride and Prejudice - producer - Dawn Berlo; director -
3. Next pocket play? We would need a director. Sharyn will ask Laura Patterson for her suggestions.
4. Insurance The insurance payment is due; it is about the same as last year.
5. Board of Trustees - Kirk will be the first one; role defined by the Board of Directors Kirk will officially be the first trustee on the board as of August 5, 2009. The board will serve in an advisory capacity, possible fund-raisers. The exact definition will be determined by the board at a future meeting.
6. Photos - I’d like to see us go back to selling a CD of each show Kirk would like to see CD’s sold instead of Shutterfly, but will table the discussion since Kathi Mardis, our photographer, is not here. John will speak with Kathi about who is doing photos for Pirates.
7. Ticket page - can we put buttons on top for easier access and simplify the page? Sharyn wants to discuss new ticket-selling program ( www.mycommunitytickets.com). Make decision so we can get all show buttons available somewhere. Sharyn brought handouts for the ticket program that will streamline our ticket selling. There will be a slightly higher cost (about .60) per ticket to the buyer. Will we eat that or pass it on? Why we need this was brought up by Leslie. Sharyn explained that the current system is time consuming and cumbersome. This new system will work with our web page and allow us to show the entire season. We will try this for the One Acts and possibly SYTYGT and see what we think.
8. Status of Wendy Mardis? Kirk will get her new number and call her to see.
9. Defining Board roles - (Board of Directors’ page - currently under construction?) The page is under construction to protect NLT as we are supposed to have the minutes available to the public.
10. Board minutes on website? Last ones are from August of last year? All but 2 months of minutes have been given to Leslie by Dawn as of this meeting. Minutes must be approved by Kathi. The deadline will be 1 week after the meeting to get them to her and then they will be posted, going forward.
11. Newsletter frequency - quarterly? Kirk would like to see the newsletter on a set schedule. Leslie will determine the dates for the upcoming year and put the dates on the calendar.
12. Agenda - items discussed must be submitted three days before the Board meeting - any new business is put on next month’s agenda - gives people time to consider things. Sharyn mentioned that 3 days may not be enough time, given her work and busy schedule. It was decided that all agenda items would be sent to her 1 week before and that the agenda would be sent out to the board by the Friday before the meeting, or sooner.
13. Associate Executive Director - Tony Webb asked for it, but I recommend Teagan Eley (This addresses Teagan's job description from last year) On August 6, 2009 Teagan Eley will be the Executive Director, per Kirk. This position answers to the board, but does it come with a vote on the board? Is it a conflict of interest if she has a vote? Kirk suggested that Kathi should take an email vote by secret ballot. John expressed some hesitancy in using a secret ballot and would like to see it open. Kirk stated that secret ballots do have a place, but said that Kathi should do the email vote and have people copy their responses to Sharyn to ensure that 2 people verify the results for this and future votes.
14. May 17 - Leslie to post ticket reservations for the entire season on website. Kirk has had calls about buying tickets for The Hobbit and A Christmas Carol already. Follow-up? Discussed above.
Treasurer: Lane spoke about the changing of meeting dates and how that impacts her treasury report. Changes in dates result in less information unless she reworks the report. She feels obligated (admittedly, by herself) to redo the report, which takes a bit of time and effort. It was decided that if she has the figures current by the original scheduled meeting date that this will be acceptable. She will also provide the most recent online bank balance, as well to show our current standing.
Topics submitted by Teagan:
1. Cinderella/Little Red Riding Hood (written by Kirk Buis) be the replacement show for the September concert - same dates, however, the rehearsals will be on Mon, Tues, Thurs, Sat. I would like it to be an all kids show as PoP is not and neither is Software or Slight Case of Murder. It was stated that Software can have kids as young as 10, per the author, and that Kathi expressed an interest in a youth cast for Slight Case of Murder. It was agreed on that Cinderella… will not be an all children cast and that adults can be cast for adult roles and children for kids’ roles. The audition will be open to everyone; Leslie will put this on the website.
2. ProdDir's meeting - I apologize for not having the meeting, but seeing as a lot of the board members are either in 12 AJ, PoP or on vacation, it was not in our ability to have this meeting. If everyone would work on looking into dates that will work for them, I will have the meeting scheduled before the next board meeting. Until then, please forward me your information (Producers) and I will send them out accordingly.
3. Classes for next year - It has come to my attention that people would like to have classes both during the day and at night. Homeschool classes are something that I would like to consider and special needs as well. Also, I would like to do regular weekend and weeknight classes as a new function of NLT to help us with getting Grants. If anyone has any suggestions or comments, please feel free to contact me about them. Sharyn would like to get with Teagan relating to some of the details of having a Special Needs class (which is a great idea). It was discussed that this is a good idea due to this being Sharyn’s field. Sharyn will get with Teagan.
4. Extra summer classes - The summer classes have been well attended and some of the kids/parents have raised the question of whether we could have more before the beginning of the school year. We could fit 2 more weeks into the schedule during the weeks of July 20-24 and July 27-July 31. Any concerns? Dawn suggested offering a 10% discount to kids returning for another camp session this year. It was agreed on. Lane will mail the refund to them within 30 days of the last day of their attendance, so they will pay $160.00, as before, with the PayPal button. These 2 weeks will be only for kids 9 years old and up. Leslie will put tins on the website.
5. Things that concern me about the theatre:
We keep losing trash cans around the theatre.... anyone know what's up with that? Dawn will buy more.
Also, the theatre not being properly closed out (lights, computer off) after rehearsals....
Cleaning up after rehearsals (pretzels, water bottles, etc).... The current House Manager has been spoken to concerning this, several times. Since she will also manage PoP, John will see to it that she is aware of the proper procedure for her crew cleaning the theatre.
PoP... is the first Sunday a $10 ticket show like CW was? It seemed to be a profitable thing for us,
and we had discussed doing that if it was at the board meeting. Yes, the button is already up as such.
People behind the ticket desk that are not board members. I know that we have had some issues with this as of late. Can we put a sign up? John will see about moving the swinging door to allow access from the lobby to backstage but not to the area behind the counter. Kirk says that a sign may appear negative.
Dawn and I have come up with a great idea for a "theatre" t-shirt.... it would say "For a good time... call.... NLT!" Anyone have concerns with this? Dawn will research this.
If you are at the theatre, and you see trash... please take it out.
6. I understand that we are a community theatre and would like to stay in the community for goods and services, however, there are obviously cheaper options online that I would like to pursue. Does anyone have any issues with this? Our t-shirts could be purchased online for a considerable discount but we've not been able to pursue this due to our relationship with Action Awards. There have been some discrepancies concerning the bills and art charges from Action Awards. They have been good to us at the Buddy Awards. We will try online shirts for Pirates of Penzance and compare the price and quality. John will look into this.
7. I would like to pursue cleaning out the back room which Joanne has already started, the office, and the general cleaning up and out of things that are not needed here. It has been suggested that we sell these items and put the money back into the theatre. How is everyone on this subject? Dawn and I have thought about having a "garage sale" for NLT ... where the items are donated are then sold and the money goes back into the theatre. I'm pretty sure everyone has stuff in their garage that they would like to get rid of. What a better way to help the theatre? We will have a yard sale, with people donating things for sale and this will be a stand-alone event headed up by Teagan and Dawn. David Babulski may set up a table for free at this event. The craft fair will be held separately around Christmas.
8. I would like to know what my "title" officially is in August. Is it Artist Director (which I signed up to be) or Executive Director. I've been referred to as both and would like clarification. I know that Mr. Buis was referred to as both and I'm curious to which the board has me in mind for. See #13 above.
9. Is the official name of the actors in 12AJ "New London Theatre Players"? I've had some questions regarding this from people saying that they would have auditioned had they known this fact. It doesn't state this on the website and if so then it needs to be and new auditions need to be held in my opinion.
NLT Players, per Kirk, is the official name. The “Players” are specific to each play and auditions will be held for each show. This will not be a set troupe.
10. The website needs to be updated. Charlotte's is still on the site and we had talked about making the ticket purchasing ability to extend to the entire season. Is this still happening? This is addressed above.
Submitted by
Sharyn Berg
NEW LONDON THEATRE
BOARD OF DIRECTORS’ MEETING
SATURDAY, AUGUST 9, 2008 MINUTES
BOARD MEMBERS PRESENT: VISITORS PRESENT:
KATHI MARDIS TASHA JONES
KIRK BUIS PATTIE WOOTEN
LESLIE RAAB DAWN BERLO
SHARYN BERG
BETH ELAM
LANE BLAHA
JONATHAN CATES
THE MEETING WAS CALLED TO ORDER AT 10:10 AT THE SNELLVILLE MAIN STREET CAFÉ. THE TREASURER’S REPORT WAS GIVEN BY LANE BLAHA, WHO WILL HAVE POWER OF SIGNATURE AT SUN TRUST BANK. THE NLT CASH RECEIPTS FORM WAS DISCUSSED. THE HOUSE MANAGER IN CHARGE OF MAKING DEPOSITS WILL HAVE THE FORM TO FILL OUT. THERE IS A FORM FOR CASH RECEIPTS. THE SUN TRUST TRANSACTION ACTIVITY SHEET IS ATTACHED.
OLD BUSINESS:
IT WAS MOVED AND SECONDED THAT THE DIRECTOR GOING OVER BUDGET WOULD FOREFEIT PAY IN THE AMOUNT OF THE OVERAGE. PASSED 7-0
NLT CAST, CREW AND RIDES SHOULD PARK AWAY FROM THE FRONT OF THE BUSINESSES BEFORE 6 PM, OR IF BUSINESSES STAY OPEN LATER. THIS SHOULD BE ANNOUNCED PRIOR TO EACH PRODUCTION.
LESLIE IS UPDATING THE WEBSITE.
THE GARAGE SALE HAS BEEN TABLED INDEFINITELY.
COMCAST IS PROVIDING PHONE, CABLE, AND INTERNET SERVICE. KATHI HAS A PHONE IN THE FRONT LOBBY, AND THE NEW NUMBER IS -______________________.
KATHI AND TONY HAD AN AMENABLE MEETING WITH THE LANDLORD TO DISCUSS THE ACQUISITION OF THE VACANT STORE NEXT THE THEATRE. HE WILL GET BACK TO US.
THE PRODUCER / DIRECTOR CLASS WAS DISCUSSED.
SHARYN REPORTS THE ACTIVITIES COMMITTEE MET TO DISCUSS THE CELTIC BENEFIT CONCERT AND SO YOU THINK YOU’VE GOT TALENT?, WHICH WENT WELL THE FIRST TIME. MORE PUBLICITY WILL ALWAYS HELP WITH FUTURE SHOWS.
BEAUTY AND THE BRUNCH WENT VERY WELL, AND WAS WELL RECEIVED.
FACEBOOK IS UP AND RUNNING FOR MANY NLT GROUPS, AND IS VERY POPULAR, AND A GOOD WAY TO PUBLICIZE, AND SHOULD BE ENCOURAGED.
BETH REPORTED ON PROPS.THE PROP AREA WILL BE WORKED ON. PROPS CAN BE TAKEN TO SHARON MORROW AT ALL ABOUT PROPS IN TUCKER, OR HUNG FROM THE RAFTERS IN THE BACK ROOM. JESSE F. WILL HELP WITH SHELVES.
COSTUME DIRECTOR VACANCY- JOANNE HAS BEEN ASKED AND WOULD DO INDIVIDUAL SHOWS.
FUNDRAISING WAS DISCUSSED. PATTIE DISCUSSED SOME IDEAS FOR FUNDRAISING. TASHA JONES AND PATTIE WILL HEAD UP COMMITTEE FOR FUNDRAISING.
LESLIE IS IN CHARGE OF WEBSITE, AND PEOPLE SHOULD NOTIFY HER ABOUT NAMES OF PEOPLE ON LISTS OF COMMITTEES.
TONY WEBB NOMINEE FOR BOARD TABLED. ATTACHED IS LIST OF NEW BOARD MEMBER DUTIES OF DIRECTORS.
EXECUTIVE DIRECTOR REPORT
KIRK DISCUSSED PAYING THE CREDIT CARD DEBT OFF. MONEY FROM SYTYGT? AND CELTIC BENEFIT CONCERT WILL HELP. $3000 WILL BE USED FROM OUR MONIES TO PAY DOWN CREDIT CARD DEBT.
THE EXECUTIVE DIRECTOR’S REPORT IS ATTACHED.
PRODUCER NEEDED FOR TEN LITTLE INDIANS.
T-SHIRT PRICES WERE DISCUSSED, AND WE SHOULD MAKE SURE WE ARE GETTING THE BEST PRICES.
BAD CHECK LIST SHOULD BE DEVELOPED AND ATTEMPTS TO COLLECT BE MADE. HOUSE MANGER, JONATHAN, COULD ASSIST.
#13 ITEM DISCUSSED-ASSISTANT EXECUTIVE DIRECTOR. KIRK RECOMMENDS TEAGAN ELEY. KATHI SUGGESTS APPLICATIONS BE TAKEN, AND INFORMATION POSTED ON OUR WEBSITE TO ADVERTISE THIS OPENING FOR ASSOCIATE EXECUTIVE DIRECTOR AND ASSOCIATE ARTISTIC DIRECTOR, WITH DEADLINE SEPTEMBER 27, AND APPLICATIONS DUE SEPTEMBER 1, 2008. IT IS DULY NOTED KATHI WILL BE OUT FROM SEPT. 2 TO SEPT. 22. MEETINGS AND INTERVIEWS SHOULD BE WEDNESDAY, SEPTEMBER 24, 7PM, WITH INTEREST LETTERS DUE LABOR DAY.
NEW BUSINESS:
DONATIONS ARE BEING ACCEPTED FOR AIR CONDITIONING BILL. THE A/C WILL BE KEPT UNDER SURVEILLANCE BY HOUSE.
THE ONE ACT SHOWCASE WAS DISCUSSED.
IT WAS MOVED BY JONATHAN CATES AND SECONDED TO BUY THE SCAFFOLDING FROM CHARLES _______________, FOR $600, AT $200 PER MONTH.
THE HOBBIT WAS DISCUSSED. BRUNCHES AT SNELLVILLE DINER AND MATINEES WERE DISCUSSED.
BETH IS TALKING TO THE EAGLE SCOUTS ABOUT PROJECTS. SOUNDPROOFING THE THEATRE IS ONE.
DAWN DISCUSSED IDEAS FOR SEASON TICKETS.
THE NEXT MEETING WILL BE 10AM, SATURDAY, SEPTEMBER 27 AT BORDERS.
MEETING ADJOURNED AT 12 NOON.
Minutes of the New London Theatre
Board of Directors – July 20, 2008
Held at 12 noon, Main Street Restaurant
Present: Kirk Bus, Kathi Mardis, Leslie Raab, David Clack, Beth Elam, Lane Blaha, Kyle Simonis, Jonathan Cates
Absent: Tonya Hensley
Non Board Members present: Sharyn Berg, Michal Berg
Prior to the meeting being called to order, Kyle Simonis made a statement that regretfully, he would have to leave the board in order to concentrate on his studies. He then withdrew from the meeting. For the record, we appreciate the excellent work and can-do attitude that Kyle brought the board, and will miss him; but wish him well.
1.0 The Meeting was called to order by the Chair.
2.0 Discussion: The Executive Director gave the treasurer’s report (the new treasurer just assuming her duties). NLT has $23.00 in the bank, with proceeds from the first weekend of “Beauty & the Beast” pending deposit.
3.0 Discussion: Executive Director’s report: [Kirk – somehow I ended up not getting my hard copy of your report – could you please email it to me?]
3.1 Summer camps are done – one more coming up – Deposit pending - we got about 3k from summer camps Kirk is going on his honeymoon – ask BOD members to stop by summer camp from Tues. – Fri.; help out, maybe to offer to get lunch
3.2 Sharyn Berg (house manager, Beauty and the Beast) will handle phone sales while he is gone – Tonya Hensley on email reservations. B&B will probably sell out –
Discussion – Sharyn needs to know the actual seat count – how many ‘loose” chairs are set up –– we think 116 (due to broken seats)
ACTION: Sharyn Berg will ask for Medley Long III help to determine actual count.
3.3 Classes: Tonya not here – she will hold classes during the day based around d her work schedule
TABLED
3.4 Discussion: Can we take a show to [did not get the name of the] church] – same place we did Cotton Patch Gospel – something we could do as the first Sunday show – perhaps at the top of the new year
TABLED
3.5 Discussion & Action: Play expenses – Lane will maintain a spread sheet of budgets/actual expenses Have LWW on there. LWW: profit of over 6k – Suggest that if a play goes over budget – director doesn’t get paid – Kirk suggestion: put more responsibility on the director – T-shirts for one acts were twice the cost of other shows. Kathi: Laura (Patterson) and I discussed the double-sided shirt; Kathi believed that since Laura knew she was on the board, even though Laura was producer/director was that Kathi could ‘approve’ the expenditure/Kathi thought since Laura was producing that Laura was approving it; the upshot mix-up. They had what they thought was an esthetically correct design; but the situation failed to adequately address budget. Kirk; with spreadsheet new directors can see the past make informed choices.
RESOLVED (without formal vote) if any show wants to spend more (two sides, more than two colors on t-shirts, the producer must collect the right amount of money from the actors to cover the extra expense.
ACTION: The BOD must vote on the policy of if when a Director goes over budget; they forfeit their pay...
3.6 Discussion: Royalties – $3100.00 for Beauty and the Beast, works out to about $170 per show. Cost of royalties maybe something to consider when choosing shows in our line-up. Pirates (of Penzance) shouldn’t have royalties – just buy scripts – it would be nice to feel comfortable financially and shows like that could do a lot to getting us there.
3.7 Discussion: Credit card – 4k – final grant money should be coming in – Kirk still has to send in last thing to get the last of the money – 10% of grant (Grassroots)
3.8 Insurance has been renewed – for next year –
3.9 June Converse [not sure that name is right] – She asked about renting the theatre in December if the date works out –
ACTION: Kirk – follow up with June Converse
3.10 Discussion and Action: Kirk got an email from Tony – who was contacted by M&P (our landlords) – about parking – our casts and crews need avoid parking right in front of stores, especially during the business hours of said stores.
ACTION: all members of the BOD will take steps necessary to ensure that casts, crews and others don’t park where they should not.
3.11 Austin Kulp (actor in Beauty and the Beast) had a seizure – 911 called – parents took to hospital – not too serious - could not sit up on his own. We need to remember we have nurse – Beth Elam – and if she is present inform her of illness or injury. Austin Kulp had 3 seizures in 3 days; his mother knew (David mentioned that we need to be careful on the stairs with injuries and the like. The other actors were helpful during Austin’s seizure.
RESOLVED (without formal vote) we need to make sure that people like that STEP OUT if they feel something like that coming on – We need to ensure that any minor (fewer than 21) actor/crew member with a chronic condition has a parent present when their child is present.
3.12 Discussion & Action: Kirk asked Kathi if she had an update on the thank you notes that Chris Clark said she would write for the One Acts. Kathi had spoken to Chris on 2 occasions; but still had not been able to provide her with the names as Laura Patterson (producer of the One Acts) had not yet been able to provide the One Act Feedback, etc. to Kathi. Kathi had spoken to Chris, who said she would still do the thank you notes.
ACTION: Kathi is to resurvey the One Act Participants and contact Chris about doing the notes (again).
3.12 Discussion: Update on tickets - Tonya not here - update on ticket s – she did them –
3.13 [THIS IS ALL I COULD UNDERSTAND FROM THE RECORDING ON Number 3 – Kirk – any word – me- the people that offered to do that? I don’t think they are going to do it… She was excited, and now she’s not. HELP! ]
3.14 Discussion & Action: Kirk – could we get all the buttons for the entire season on line – so someone could go today and pay for tickets to “A Christmas Carol” Someone has already called about tickets for “The Hobbit” If we could go ahead and add those it would be great. – Also get pages for the rest of the year… add who is directing
ACTION: Leslie Raab will update the website
3.15 Discussion & Action: Kirk asked if there was anything new on the phone line. Kathi: Comcast will have installation on the 27th – we have to have someone there all day – Kirk wanted to make sure that this would not turn his phone off. Kathi told him that she would verify the phone number & get anew phone number for NLT; fix with Comcast as that is not what we told them in the work order/contract.
ACTION: Kathi will update the work order/contract and be there for the installation of the phone/cable/internet.
3.16 Discussion & Action: Kirk wanted to know if the letter (requesting use of the store next door) had been sent to M&P. Kathi responded that no, it hadn’t, because as it turned out – Tony (Webb) knows the M&P guy – and Tony has set up an appointment – the Landlord is on vacation – will meet with us as soon as he gets back – apparently it is someone Tony has met through one of the business connection meetings he goes to – The appointment will be approximately the first of August – in 2 weeks –
ACTION: Kathi will meet with the Landlord and present him our request.
3.17 Discussion & Action: Production handbook – update – we talked about doing in May – anything new – nothing on web site - but Kirk and Kathi had discussed having a training class for all new directors/producers – right now – talk to them about some of the things that aren’t in the handbook - Beth asked if we would you want to open the training for people who maybe want to direct or produce, but aren’t currently listed? Agreed that would be a good idea. Date of training – was supposed to be 30 July, but will need a new one.
ACTION: Kathi will request a new date for the training and set up a class with Leslie Raab’s assistance
3.17 Discussion and action: Minutes from the last meeting – can Kathi do them? Kathi will prepare some minutes – didn’t realize Lorrie would not be doing them as planned until she read that Lorrie was sick on the Thursday before this meeting – then did not have the time
ACTION: Kathi will prepare minutes for the last meeting and this one.
3.18 Discussion and Action: Financial statement; Can Lane maintain spreadsheet – to actual? Yes.
ACTION: Lane will take responsibility for Nit’s expense spreadsheet from Kirk.
4.0 Activities Director Report: Jonathan Cates: will be out of town July 25 – August 5 –
4.1 Discussion: Reminder: August 6th Sparkles Skate night – thanks to Kathi for posters for that –
4.2 Jonathan is talking to Tasha Jones about membership in pool - recreation area – she has offered to have NLT picnic pool party – late aug – sept – not hobbit weekend –
4.3 Activities Director planning groups to go to two shows – “Into the woods” & “Annie” – no one has signed up for “into the woods”. Trip is on Nov 8th – on web site under activities – “Annie” – date to be worked out.
4.4 Fundraisers – SYTYGT – 4 nights Celtic concert – august 30th. Working on production agenda, list of judges – have 3 judges willing to judge all nights. Kirk – must have qualifications to judge – Kathi – WSB will get back to us.
ACTION: Activities Committee must meet to determine specifics on these fundraisers.
4.5 One other thing – buddy awards – keeping a running list of people to nominate for buddy awards – mail name to Jon – Kathi – we have that as a discussion topic on out private NLT Board group on facebook –
ACTION: Kathi send invite to Kirk for group again; all board members add names of people as you see it for next year’s Buddy’s
5.2 Side discussion from 5.1 (above) Beth: does the theatre need a better printer? I have a brand new on in a box – don’t know if working or not – will donate…
ACTION: Beth will see about printer
5.3 - Action: Blue books (BOD Folders) – Kathi owes 2 directors folders
ACTION: Kathi (make folders)
6.0 Children’s Activities: Tonya not there – skipped children’s activities
TABLED
7.0 Lighting and Technical Director: Tabled due to Kyle leaving
TABLED
8.0 Props Discussion and Action – Beth is working on book with all the props – who the prop person was in each show – have list of props from previous shows – sources – sort & store – have list of all locations – having garage sale – Beth does not want to be in charge of the garage sale (Lorrie suggested and said she would organize. – Kirk suggested that we ask her to make a list of 10 items that we are going to silent auction off – great idea – everyone agreed –
ACTION: Beth will contact Lorrie about the garage sale; Beth will continue with work on prop book
8.1 Beth noticed that company that owns rights has list – should we investigate selling props to them? Discussion – like six silly girl costumes – me – be careful – Joanne has been terrific that all costumes will move forward – Beth – have we asked Joanne to join the board as Costume Director – Kirk – I have talked to her about that – but after LWW, B&B – she needs a break.
ACTION: After the next show (the next 2 shows) we (Kirk/Kathi) will approach Joanne about being Costumes Director
ACTION: Beth will determine if we want to sell any of the B&B props to anyone.
8.2 Beth spoke about having a silent auction – house manager would conduct – pictures would have to be taken and displayed in the lobby for time –We should sell pictures – Kathi said that we have had 2 silent auctions – Godspell & AOL – Could be done for Beauty and the Beast – But that she has had bad experience – she would be glad to provide the photograph, but that someone else should organize the auction – that she had done the work before and due to circumstances in handling the auction we’d not raised enough money to cover the cost of doing it
ACTION” Anyone who wants to volunteer
8.4 Some discussion about “All About Props” – Jonathan willing to take whatever over there to give/sell our props to them. Chair from Steel Magnolias – thought about props – special and unique – could we put cards on them – put them in the lobby as memorabilia?
ACTION: This discussion never reached resolution – no action assigned. Minimum – Beth could let Jonathan know if there was anything from B&B she wanted to send to All About Props.
OLD BUSINESS:
9.0 Petty Cash Fund Lane will do procedures for petty cash – 100 for each producer – after we have more than 23 dollars in the bank account
ACTION: Lane will establish procedures.
10.0 Discussion and Action: Committees – Kathi said that in essence, everyone does have committees – whether we recognize them or not – people who come and work with them – we should recognize that they work with them – we know – not to interfere with – we know who is helping – who is on that team – and know who does what not ask to do other things – Kirk – asked if we want to start a page on the website that recognizes these people? Some people like that – and recognition – won’t hurt – some wouldn’t give two hoots –
ACTION: Every Board member will supply Leslie with a list of their committee members/regular work crew; that she may add them to the web site in some way to say ‘thank you’ for all they do.
11.0 Dumpster – Kathi reported that this is concluded. David has to provide instructions on what to do about construction trash
ACTION: David Clack will advise on procedures for handling construction trash.
12.0. Hire Artistic Director – tabled until we can afford to
TABLED
13.0 Improv Troupe – tabled for funding and time – Kathi Mardis report
TABLED
NEW BUSINESS:
Discussion & Action: Too much public display of affection in the teen-aged cast.
Beth asked “What are we calling inappropriate?” The group consensus was that behavior that is sexual in nature is inappropriate.
Action: The BOD adopted the policy that Public Display of Affection was unacceptable behavioir. All BOD members, producers, directors and persons of authority at the theatre must be firm in stopping that kind of behavior.
14.0 Resolved: Sharyn Berg was nominated for and voted in as the New Activites Director – Jonathan Cates became the new House Management Director.
SIGNED AS A TRUE RECORD
Kathleen Mardis,
Chairwoman, New London Theatre, August 6, 2008
Kathleen Mardis wrote on November 20, 2008 at 7:17am
Meeting Notes
Board of Directors Meeting
June 14, 2008
12:30pm, Main Street Restaurant
Attendees: Kirk Buis, Jonathan Cates, David Clack, Tonya Hensley, Kathi Mardis, Tom Martin, Leslie Raab, Kyle Simonis, Beth Elam,
Non Board Members: Lane Blaha, Kelly Kautz, Chris Clark
Approval of Meeting Minutes, May 17, 2008
Treasurer’s Report made by Executive DirectorAction: Agenda Item Status Person Responsible
Report Executive/Artistic Director’s Report
Financial Report On-going Kirk Buis
Report Activities/Morale On-going Jonathan Cates
Report Board Management On-going Kathi Mardis
Report Children’s Activities On-going Tonya Hensley
Report Costumes Abeyance
Report Lighting & Technical Issues On-going Kyle Simonis
Report Marketing/Fundraising/Publicity On-going Kathi Mardis
Report Props On-going Beth Elam
Report Tickets On-going Tonya Hensley/Leslie Raab
Report Set Construction On-going
David Clack
Report Web & Newsletter. (including password change) On-going
Leslie Raab
Report House Management On-going
Tom Martin
Productions:
Discussion After actions: Buddy Awards (May 17, 2008) Report Jonathan Cates
Discussion OANDS/Aurora Community One Act Festival
1. Currently Showing Report Laura Patterson, Kathi Mardis
Discussion The Beauty & the Beast
Currently n rehearsal. Performances scheduled for weekends: July 18 – August 3, 2008 Report Kirk Buis, Wendy Mardis
Discussion Summer Camp – Report Kirk Buis
Discussion Sgian Dubh _Celtic Benefit Concert Report Jonathan Cates
Discussion New London Theatre Idol Report Jonathan Cates
Discussion September The Hobbit Report Tony Webb*
Discussion October Ten Little Indians Report Undecided
Discussion December A Christmas Carol Report Darrell Ritchie
Discussion February The Mystery of Edwin Drood Report Leslie Raab & Tonya Hensley
Discussion March Grimm’s Fairy Tales Report Kathi Mardis
Discussion April – Neil Simon’s “Fools” Report Jonathan Cates
Discussion March One Act Showcase Report Kyle Simonis & Laura Patterson
Discussion Summer Musical The Pirates of Penzance Report Undecided
OLD BUSINESS
Discussion Production Handbook On-going
Leslie Raab/Chair, Handbook committtee
Action Shop Cleaning
Discussion tabled until end of “One Acts” Tabled David Clack
Action Hire Artistic Director
Discussion tabled. Tabled Kirk Buis
Action Improvisation Troupe
Discussion tabled. Tabled Kathi Mardis
Action Renting Space schedule open Kathi Mardis
Action Telephone open Kathi Mardis
Action Kid Wranglers for each show On going Jonathan Cates
Action Ticketing – ticket booth - security open David Clack
Action Dumpster
On going 1. Kathi Mardis/Jonathan Cates
Action Construction Trash procedures to deal with construction trash must be established – who will take action on this item must be determined open
Discussion & Action Review insurance/lease contract On going Leslie Raab
Discussion Petty Cash fund for Directors Discussion Leslie Raab
Discussion & action Revisit the season line up of plays for 2008-2009
Tabled from last meeting Leslie Raab
Discussion & Action Find Person to be responsible for the program/playbill & T-shirts on a regular basis. Report Kirk Buis/Kathi Mardis
Discussion &Acton Volunteers for Committees – Production Handbook, Leslie Raab
1. Board structure, fundraising, publicity On going Kathi Mardis/Leslie Raab
Discussion & Action Piki Tabled from last meeting Kyle Simonis
Discussion & Action 1. Board Meetings – should we hold them more often? Tabled from last meeting Kathi Mardis & Jonathan Cates
NEW BUSINESS
Discussion & Action Renewal of Greater Grayson Chamber of Commerce Netlink Kathi Mardis
Discussion Eagle Scouts Kyle Simonis
Discussion & Action Help for the House Crews Tom Martin
Discussion & Action Air Conditioning – who controls is ; when to use it Tom Martin
Discussion & Action Feedback from OANDS Laura Patterson**
Kathi Mardis
Report & Discussion Facility Construction Cost Estimate David Clack
Discussion & Action Recruiting Directors Kirk Buis
Discussion & Action Professionalism of Shows Kirk Buis
*Changed from last minutes
**I have asked her – I don’t know if she will be there or give the feed back information to us.
Minutes of the New London Theatre Board of Directors
Held at 7.pm on Wednesday, 30 April 2008, in the New London Theatre
Special Meeting called by David Clack
Agenda: Ticketing practices and policies
PRESENT: Kirk Buis, Executive/Artistic Director
Kathleen Mardis Chair
David Clack/Set Construction
Tonya Hensley/Tickets
Leslie Raab/Webmaster/Newsletter
Wendy Mardis/Costumes
Jonathan Cates/Activities/Morale
ABSENT: Kyle Simonis/Lighting
Lorrie Harris/Secretary
IN ATTENDENCE: Lauren Raab
1.0 The meeting was called to order by the chair, minutes of the previous meeting were not published as they were not available.
2.0 Members discussed the situations arising from currents practices on ticketing and problems experienced. General discussion revolved around the difficulties encountered by pay pal and reserved ticketing patron with the ‘sold out’ audiences during “The Lion, the Witch, and the Wardrobe” in the weeks of its run. Problems included were:
Paid patrons were placed in chairs to the side of stadium seating with poor view of the stage.
Problems in getting an up-to-date list of presold tickets and reserved tickets complicated seating and knowing if tickets had actually been paid for.
Problems with cast/crew members allowing families/friends in the rear of the theatre.
Resolving the responsibilities of the House Manager to have clear authority to manage and appoint the house crew.
a. Resolved: reserving and pre pay ticketing will not be allowed via the web site on the day of any given performance for that day’s performance. ACTION: Tonya and Leslie will update the website and monitor all ticketing. Tonya will also contact the “Arts Station” and/or Habersham theatre to investigate what/how they manage their on line ticketing and reservations and see if the same methods would suit our needs.
b. Resolved: on site/walk in ticket sales will be done from the concession area. Sales of jewelry, magnets, and t-shirts will be done at the (former) ticketing counter. The NLT computer will be installed into the concession area to improve our ability to check the web site. Installation of the computer to be accomplished after we get and landline phone and answering machine put in. Action: Kathi will notify Tom Martin (house manager) of the change in policy for this, and arrange for phone service (under Kirk’s approval of the type and cost of the phone service.
c. Resolved: The house manager will count out tickets for each show based on how many stadium seats are in good repair for each show. He/she will then separate out tickets for all prepaid and reserved seats +10, (the 10 to allow for any paid/reserved tickets that are not properly reflected by pay pal) and sell only those tickets not accounted for by prepay and reservations +10. “AT Door” ticket buyers will not be seating until 2:20 (MATINEES) and &:50 (evening performances. ACTION: Kathi, to provide this policy to the House Manager
d. Resolved: If any tickets are given out for future shows, for whatever reason, the exact date/time of the show will be provided to the House Manager ASAP. The House manager will ensure that the appropriate number of tickets is placed in ‘reserved/prepaid’ status for that show. ACTION: Kathi will communicate this policy to the House Manager.
e. Resolved: We will no longer add seating (chairs. Park bench) to the side of stadium seating. House Crew members will be allow (if work/time permits, according the House Manager) to place a chair against the wall by the main entrance to the theatre. We will have “Standing Room Only.” ACTION: Kathi will communicate this policy to the House Manager.
f. Resolved: NLT current policy that any cast/crew member not actively working on the show being performed must buy tickets in order to watch any given show. Action: Kathi will communicate this policy the cast/crew of the present show. ACTION: Kathi will create a committee to update the handbook and the Members of the committee will update the production handbook will include this policy in the handbook.
g. Resolved, 2 ushers will check tickets at the base of the stadium seating to make sure that only ticketed persons sit in the stadium seating. ACTION: Kathi will communicate this policy to the House Manager.
h. Resolved: Only adult members of the House crew will take money, have access to the money drawer (s) or give change. ACTION: Kathi will communicate this policy to the House Manager.
i. The House Manger will create a checklist from which he/she will train any persons who have not been ushers with us previously, or who have not been house crew since implementation of new policies for House Crew. Additionally, the House Manager will check and make sure all house crew members are dressed appropriately. ACTION: Kathi will communicate this policy to the House Manager.
j.
2.0
There was also a discussion about how many keys to the concession area we should distribute.
a. Resolved: every board member should have a key to the theatre; it would be best if it were the same key as the one for the front door. Producer/Directors will be accountable for the keys they are given for temporary use. Keys to locked areas (including the storage area) will be maintained within the concession area. ACTION: David will check into whether or not the lock on the Concession stand can be rekeyed to match the front door key. If not, he will make sure all board members have keys for the concession stand. ACTION: Kathi will have front door keys made for board members who don’t have them, as well as Laura Patterson, Producer of the One Act Showcase.
3.0
We must ensure that Producers make absolutely sure they arrange for ‘kid wranglers’ for every show with juveniles.
Resolved: This policy will be implemented ASAP, and placed in the updated handbook. ACTION: Kathi
4.0 We need to follow up each show by polling the cast and crew to provide us with information on what 3 things they like best about being in the show; and what 3 things they didn’t like. ACTION: Not assigned. ACTION: Kathi will take action to ensure this is included in the updated handbook.
5.0 NLT needs a mural team to paint sets.
Resolved & ACTION: Wendy will form the Mural Committee, and communicate the name of the chairman & committee members to the chair of the BOD.
6.0 Beth Elam was voted in as Director of Props, New London Theatre Board of Directors: Welcome Beth!
7.0 Kathi spoke with Tom Martin and Lane Blaha about their willingness to accept positions on the New London Board of Directors. ACTION: Kathi must check Tom’s schedule (Already provided to her) for conflicts for Tom. Lane is going to let us (Kathi) know by the end of this week of her decision.
8.0 Resolved: We decided to implement the policy that for all performances, the House Manager will set the air conditioning/heating temperature. We will also obtain and install lock boxes over the two controls in the theatre. During rehearsals, the Producer will determine the use of the a/c & heating in lieu of the House Manager. ACTION: David will obtain and install the lock boxes. ACTION: Kathi will communicate the policy to the House manager and ensure the policy is included in the updated handbook.
There being no further business, the meeting concluded at 8:30 pm
SIGNED AS A TRUE RECORD
Kathleen Mardis
Chairwoman, New London Theatre, May 1, 2008
New London Theatre
Board of Directors Meeting
Minutes
March 15th, 2008
The meeting was called to order by Kirk Buis, Executive Director, at 10:08 a.m.
Board Members Present: Kirk Buis, Jonathan Cates, David Clack, Tonya Hensley, Kathi Mardis, Wendi Mardis, Laura Patterson, Leslie Raab, Darrell Ritchie, and Kyle Simonis.
Non-Board Members Present: Lorrie Harris, secretary.
Board Members Absent: Brian Marucsak, Ricky Patterson, and Carol Smith.
Excused Absences: None
1.Education:
CharmainJoan Hemmings – Elocution Festival & Classes
Discussion: times for classes and contest.
Is there a Board member willing to head up/produce the contest.
Decision: If a board member could not be found to produce the contest, then we would not be able to host it. No Board member volunteered – the festival will be reconsidered for the Fall
Developing a subcommittee for Education.
Lorrie Harris volunteered to lead a subcommittee to coordinate programs.
2.Shop Cleaning Day:
Discussion: We need to clean out the shop prior to building the platform (need room to work).
Costumes will need to be temporarily moved in order to clean and to build the platform.
Laura Patterson and David Clack volunteered to schedule and head up the cleaning.
3.Aurora Community Theatre Festival:
New London Theatre has been invited to participate in this local community theater festival.
Dates are June 21st – 23rd, & 28th – 30th.
Board member willing to head up.
Laura Patterson volunteered to produce.
4.Keys for New Theatre Location:
Current key holders; Kirk Buis, David Clack, Jonathan Cates, Kathi Mardis, and the Directors & Producers of any current play (in rehearsal or performance – presently Brian Jones & Steve McElroy).
5.Next season’s schedule – final play selection.
For those plays that are not already scheduled, the candidates were:
The Jungle Book
Charlotte’s Web
The Hobbit
Stewart Little
A Slight Case of Murder
Clue Do
Fools
Course Acting Show
Come Blow Your Horn
The Diviners
“Kid Wrangling” – The need for a person or persons responsible for children in a cast – backstage.
It was decided to have it as a parent requirement to volunteer during a show or rehearsal as the person responsible for the children backstage.
Double Casting Shows – this was discussed.
It was decided that this is good for several reasons:
This is good for quality control and for back up in case of emergencies.
NLT will need to plan additional rehearsals to accommodate for multi-cast productions.
Understudies may be used, by director’s discretion, but multi-casting was preferred, in order to give all the opportunity to perform.
6.Board Restructuring
Before decisions can be made, we need to review our Bylaws to make certain that all decisions are correct, and make certain that all changes are approved, signed, and dated.
Ricky Patterson has requested to step down from the board.
Board Member Assignments – each member should be responsible for a specific aspect of theater operations.
Leslie Raab volunteered to handle Communications.
Tonya Hensley volunteered to handle ticket sales, prepayments, and reservations. She also indicated that she would like volunteer as Artistic Director.
Kyle Simonis volunteered to be the Technical Director/Coordinator.
7.Fundraising
Tanya Clack and Kathi Mardis are interested in heading up this program.
8.Classes
Tonya Hensley suggested that we offer classes for Homeschoolers, and she would like to volunteer to oversee this program.
Lorrie Harris suggested that we structure charges based upon the type of class:
A “Course” would be a series of classes conducted by an instructor or instructors, and the cost to students was suggested to be $15.00 per hour.
A “Class” would be a one time program conducted by an instructor or instructors, and the cost to students would be $10.00 per hour.
A “Workshop” would be an interactive program lead by workshop leaders, and the cost to students would be $5.00 per hour.
9.Summer Camp(s)
Wendy Mardis indicated that she would like to lead this program.
Fees & Hours – It was suggested to charge $160 per student per week - less than $5.00 per hour.
The hours would run 9-4.
A cap of approximately 20 students was suggested.
The matter of a discount to multi-student families was brought up, but a decision was not reached.
10.Treasurer
We are still seeking someone to handle this responsibility.
11.Discussion; should be mentioned in programs.
Current rankings:
Diamond - $25,000+
Note - a discussion was conducted that sponsors donating $5,000 or more should receive a separate recognition, i.e. plaque, award, etc.
Platinum - $10,000 - $24,999 – see above note.
Gold - $5,000 – $9,999 – see above note.
Silver - $1,000 - $4,999 – Discussion; should be mentioned in programs.
Bronze - $101 - $999 – Discussion; should be mentioned in programs.
Friend - $1 - $100 – Discussion; should be mentioned in programs.
12.Activities
Jonathan Cates is in charge of activities.
The “Buddy Awards”, will be held on May 17th at 8:00 p.m.
We need an M.C.
Nominees for the various awards will be forthcoming.
We will ask attendees to bring finger foods and beverages to share.
13.Deputies during shows
Each cast should vote on/select an individual to be a referee, problem solver – in order to help the director and production staff keep problems to a minimum.
14.Budgets
$3500 for straight plays
Including royalties, director’s fee – everything!
15.Associate Executive Director
Should be named in August, 2008
Chairman of the Board will be elected by next Board meeting
A committee will be formed to accept applications, and determine duties.
16.Improvisation troupe
Discussion pending.
17.Information Update
We need to make certain that all publications reflect our new location address: 2485 Highway 78 East, Snellville, Georgia 30078.
18.Training for Directors
A class, the “New Directors Showcase” is currently being conducted by Laura Patterson.
Additional training options will be discussed later.
19.Laser Printer
This is desperately needed for programs – when money permits.
20.Filling the calendar
We need to keep “paying” activities on the calendar.
21.Renting price
To non-profits ($75/hour)
To for profits ($100/hour)
22.Producer sign-up for next season’s plays
Each board member submitted their choices to Kirk Buis.
23.Financial Statement
The current financials were presented to the board.
24.Additional Discussion, not presented on the agenda:
Kathi Mardis, in charge of publicity, requested to be included in all production meetings. She needs to make certain that the information going out to various publications is current and correct.
It was determined that the Mission Statement on the website needs updating (contains old information).
Grayson and Snellville Days –
Need someone to head these up. Jonathan Cates volunteered and Lorrie Harris volunteered to assist.
Will need to get a group to dress up and perform in parades.
The Board Meeting was concluded by Kirk Buis, at 12:24 p.m.
The next meeting will be on Saturday, April 17th, at 10:00 a.m., at the Snellville Borders.
Board of Directors – January 19, 2008
1. 2007-2008 Productions:
A) Godspell – Tonya Hensley; Director – Kirk Buis; Asst. Director – Lorrie Harris; S.M. – Cassie
Clack; Band Leader – Gary Smith; House Manager – Tom Martin; Lighting Operator-Medley Long ; Sound Operator
Arsenic and Old Lace – Jonathan Cates; Director – Steve McElroy, Wendy Mardis
The Lion, the Witch, and the Wardrobe – Leslie Raab; Director - Brian Jones
One-Act/New Directors – Laura Patterson; Directors -
Beauty and the Beast – Wendy Mardis; Director -
B) BOD members in charge of specific areas
1) Set construction - David Clack 2) Costumes - Wendy Mardis
3) Props - Laura Patterson 4) House crew -
5) Lighting - Brian Maruscsak 6) Program/Marketing -
7) Morale/Activities - Jonathan Cates 8) Fundraising -
9) Children’s Activities – Wendy Mardis 10) Ad Sales -
11) Tickets – 12) Publicity–Ricky Patterson/Kathy Mardis
C) hire Artistic Director
CharmainJone Hemmings presentation – classes and contest
Everton Williams CPA offering assistance – question about 1099 form for Tony
Lorrie Harris as Secretary – official vote
4. Tony Webb rejoining Board of Directors – official vote
5. New location update – David - $5,000 in building fund
6. Suntrust credit card services
7. Forming a fundraising committee of business people
8. October 6 – following up with collections
9. Phone line/internet – stationary; Comcast, Bellsouth, etc.? Do we want the capability to hook-up a
t.v. for things like the Super Bowl, etc.
10. Treasurer –
11. Levels of sponsorship – (Diamond - $25,000+; Platinum - $10,000 - $24,999; Gold - $5,000 –
$9,999; Silver - $1,000 - $4,999; Bronze - $101 - $999; Friend - $1 - $100)
12. Activities – Jonathan – extra activities – Game Night, Dance, Chubby Johnson (schedule)
18. Next season’s plays – Committee recommendations – official vote
a. Christmas – A Christmas Carol
b. Summer musical – 1- The Pirates of Penzance
c. Children’s shows (2-3) – Grimm’s Fairy Tales; A Little Princess
d. 2nd musical (Feb.) – The Mystery of Edwin Drood,
e. Halloween – Ten Little Indians
f. New Director’s/One-Acts
g. Comedy/Other –
9. Budget – money – taxes
10. Executive Director replacement – August, 2008 - Associate Executive Director to be named in August
11. Improvisation troupe – Leslie Sharp?
12. 2485 Highway 78 East, Snellville, Georgia 30078
13. Training directors – a class – Laura Patterson
14. Buy Laser Printer for programs – when money permits
15. Company Night - $2,000 – show with all seats plus drinks
16. Renting price – to non-profits ($75/hour) and for profits ($100/hour) – Masters Academy
17.
18.
Financial Statement –
Next meeting – March 8, 10:00 a.m., Borders
Board of Directors – June, 2007
Cats - July 13, 14, 15, 20, 21, 22 - Directed by Kirk Buis; Assistant director - Wendy Mardis; Choreography by Karin Lessinger, Jennifer Mardis, and Jeremy McShan; Stage manager – Kamil Vencil; Vocal Director – Hillary Olivier; Lighting Designer – Brian Maruscsak; Costumes - Cathy Mardis; Set - David Clack; Props - Deirdre Gambrell; Make-up Designer – Laura Patterson; Publicity – Sandi Schein; Pianist – Henry Hadden; Program – Tony Webb/Amy Haney; House Manager - Jonathan Cates
1. 2007-2008 Productions:
A) BOD members as Producer/Co-Producer for each show
Steel Magnolias - Jenny Mardis; Directed by Wendy Mardis
The Legend of Sleepy Hollow - Darrell Ritchie; Directed by
It's a Wonderful Life - Tony Webb; Directed by
Godspell - Tonya Hensley; Directed by
Arsenic and Old Lace - Jonathan Cates; Directed by
The Lion, the Witch, and the Wardrobe - Leslie Raab; Directed by
One-Act/New Directors - Laura Patterson; Directed by
Beauty and the Beast - Wendy Mardis; Directed by
B) BOD members in charge of specific areas
Set construction - David Clack
Costumes - Wendy Mardis
Props - Laura Patterson
House Crew/Volunteers -
Lighting - Brian Maruscsak
Program/Marketing - Tony Webb
Morale/Activities - Jonathan Cates
Fundraising -
Children's Activities - Jenny Mardis
Ad Sales - Jonathan Cates
Web Site - Leslie Raab
C) Hire Artistic Director
D)
2. Business Cards
3. New Location; Rug Store
A) design
B) negotiating
4. Letter on home page explaining location changes
5. Storage - by mid-July
6. Producers - Role; royalties for next season; are you actively searching for a director?
7. Ad salesman - Jonathan Cates
8. Activities - Jonathan - game night, dances (Christmas, Valentines), movie night, casino night; improvisation nights (through Ga. Thespians?)
9. increased advertising budget - Cats - $1,000 - $720 left (money mailer - $280 - already spent; Gwinnett Tri-City Times - $55.00; Gwinnett Citizen - free?; Gwinnett Daily Post - $330; Loganville Tribune - $105; AJC online - $480 - 40,000 hits) other plays - $750
10. Wendy - Youth theatre - try it with Arsenic and Old Lace (do we need to do much more double-casting?)
11. Paypal -
12.
13. Atlanta Coalition of Performing Arts - rejoin
14. Loganville 4th of July parade
15. Master schedule on website
16. Grassroots Grant
17. Signer at Suntrust - Leslie nominated
18. Summer Camp - July 16-20; Kirk, Hally Joseph; Janelle McCorkle; Teagan Eley
19. P.O. Box - wait until location decision?
20.
21.
22. Financial Statement - Checking - $7,278.57; Savings - $15,441.36; Total = $22,719.93
23. Next meeting - , 10:00 a..m. Borders
Board of Directors - May, 2007
Cats - July 14, 15, 16, 21, 22, 23 - Producers - Directed by Kirk Buis; Assistant director - Wendy Mardis; Choreography by Karin Lessinger, Jennifer Mardis, and Jeremy McShan; Stage manager – Kamil Vencil; Vocal Director – Hillary Olivea; Lighting Designer – Brian Maruscsak; Costumes - Cathy Mardis; Props - Deirdre Gambrell; Make-up Designer – Laura Patterson; Publicity – Sandi Schein; Pianist – Henry Hadden; Program – Tony Webb/Amy Haney; House Manager - Jonathan Cates
1. 2007-2008 Productions:
A) BOD members as Producer/Co-Producer for each show
Steel Magnolias - Jenny Mardis
The Legend of Sleepy Hollow - Darrell Ritchie
It's a Wonderful Life - Tony Webb
Godspell - Tonya Hensley
Arsenic and Old Lace - Jonathan Cates
The Lion, the Witch, and the Wardrobe - Leslie Raab
One-Act/New Directors - Laura Patterson
Beauty and the Beast - Wendy Mardis
B) BOD members in charge of specific areas
Set construction - David Clack
Costumes - Wendy Mardis
Props - Laura Patterson
House Crew/Volunteers -
Lighting - Brian Maruscsak
Program/Marketing - Tony Webb
Morale/Activities - Jonathan Cates
Fundraising -
Children's Activities - Jenny Mardis
Ad Sales - Jonathan Cates
Web Site - Leslie Raab
C) Hire Artistic Director
D)
2.. Deadline for Loganville decision - by June 1st
3. Future finances/Loganville - Tony
4. Producers - Role; royalties/scripts for next season
5. Next season's directors - what happens if no one volunteers?
6. Picnie - June 2 - 6-8 p.m. - Location - TBD
7. Ad salesman - Jonathan Cates
8. Activities - Jonathan - game night, dances (Christmas, Valentines), movie night, casino night
9. increased advertising budget - Cats - $1,000; others - $750
10. Summer Camp - July 16-20 at SGHS; Kirk, Hally Joseph; Janelle McCorkle
11. Paypal - wait until Loganville decision
12. P.O. Box - wait until location decision
13. CD cashed
14. Loganville 4th of July parade
15. Master schedule on website
16. Grassroots Grant
17. Signer at Suntrust - Leslie nominated
18. Atlanta Coalition of Performing Arts - rejoin
19. Wendy - e-mail list
20. Leslie - newsletter
21. Wendy - Youth theatre - try it with Arsenic and Old Lace
22. Financial Statement - Checking - $9,993.33; Savings - $15,441.36
23. Next meeting - June 23, 10:00 a..m. Borders
Board of Directors – March, 2007
Welcome
Our Town – April 13, 14, 15 - Producers - Tony Webb and Jonathan Cates; Directed by Laura Patterson; Assistant Director – Tonya Hensley; Stage Manager – Josh Patterson; Lighting Designer – Brian Maruscsak; Costumes – Wendy Mardis; Props – Kyle Simonis;
Cats - July 14, 15, 16, 21, 22, 23 - Producers - Directed by Kirk Buis; Assistant director - Wendy Mardis; Choreography by Karin Lessinger, Jennifer Mardis, and ; Stage manager – Kamil Vencil; Vocal Director – Hillary Olivea; Lighting Designer – Brian Maruscsak; Costumes - Cathy Mardis; Props -
Make-up Designer – Laura Patterson; Publicity – Sandi Schein; Pianist – Henry Hadden; Program – Tony Webb/Amy Hayney
1. New Location Update/Preparation - by September 2007 (Kirk will not be teaching theatre at South)
A) BOD members as Producer/Co-producer for each show
B) BOD members in charge of specific areas
1) Set construction - David Clack
2) Costumes - Wendy Mardis
3) Props - Laura Patterson
4) House crew -
5) Lighting/Sound/Stage Manager/Stage crew - Brian Maruscsak
6) Program/Marketing - Tony Webb
7) Morale/Activities - Jonathan Cates
8) Fundraising -
9) Children’s Activities -
10) Ad Sales -
11) Tickets -
C) hire Artistic Director
D)
2. Increased advertising - flier - Tony
3. Loganville 4th of July parade
4. Ad salesman – (20% commission) – Bob Dieringer for Our Town ($400 sold) Gas money? Future?
5. Next season’s plays - Jonathan – pick 8 shows today - Steel Magnolias, The Legend of Sleepy Hollow, It's a Wonderful Life, Godspell, Beauty and the Beast, One-Act/New Director's Showcase, The Lion, the Witch, and the Wardrobe, and Arsenic and Old Lace - Dates TBA
6. Next season’s producers -
7. Next season’s directors -
8. Activities - Jonathan
9. Centerville Community Center - Laura Patterson
10. Summer Camp – July 16-20 at SGHS – Kirk Buis; Hally Joseph; Janelle McCorkle; and ____________
11. Paypal
12. P.O. Box needed (wait for location change? - UPS store)
13. CD renewed or cashed?
14.
15.
16.
17.
18.
19.
20.
Financial Statement –
Next meeting – , 10:00 a.m., Borders
Board of Directors – February, 2007
Welcome to New Board Members - Introductions
Man of La Mancha – February 16, 17, 18 - Producers - Laura Patterson and David Clack; Director Cathy Mischuck; Assistant Director Leslie Raab; Stage Manager Tonya Hensley; Costumes Wendy Mardis; Lighting Brian Maruscsak; Set - David Clack; Program - Amy Haney
Our Town – April 13, 14, 15 - Producers - Tony Webb and Jonathan Cates; Directed by Laura Patterson; Assistant Director -Stage Manager -
Cats - July 14, 15, 16, 21, 22, 23 - Producers -Directed by Kirk Buis; Assistant director - Wendy Mardis; Choreography by Susan DeParle, Rachael Pastor, and Trinette Ogunnusi; Stage manager -
New Location Update/Preparation - by September 2007 (Kirk will not be teaching theatre at South)
A) BOD members as Producer/Co-producer for each show
B) BOD members in charge of specific areas
1) Set construction - David Clack
2) Costumes - Wendy Mardis
3) Props - Laura Patterson
4) House crew -
5) Lighting/Sound/Stage Manager/Stage crew - Brian Maruscsak
6) Program/Marketing - Tony Webb
7) Morale/Activities - Jonathan Cates
8) Fundraising -
9) Children’s Activities -
10) Ad Sales -
11) Tickets
C) hire Artistic Director
D)
Increased advertising - flier - Tony
Loganville update - Jerry Golden/Braxton; meeting at 1:00 p.m.
Summer musical - Cats - royalties $3200; Brand Bank sponsor $1000.00; Loganville 4th of July parade
Ad salesman – (20% commission)
Next season’s plays - Jonathan
Next season’s directors -
P.O. Box needed (wait for location change? - UPS store)
Activities - Jonathan
Centerville Community Center - Laura Patterson
Summer Camp
Financial Statement –
Next meeting – Mar. 31, 10:00 a.m., Borders
The New London Theatre
Board of Directors – December, 2006
Welcome to New Interested People - Introductions
Man of La Mancha – February 10 (Summit Chase), 16, 17, 18 - Producers - Laura Patterson and David Clack; Director Cathy Mischuck; Assistant Director Leslie Raab; Stage Manager Tonya Hensley; Costumes Wendy Mardis; Lighting Brian Maruscsak; Set David Clack; Program -
Our Town – April 13, 14, 15 - Producers - Tony Webb and Jonathan Cates; Directed by Laura Patterson
Cats - July 14, 15, 16, 21, 22, 23 - Producers -Directed by Kirk Buis; Choreography by Susan DeParle, Rachael Pastor, and _____________
New Location Update/Preparation - for September 2007
A) BOD members as Producer/Co-producer for each show
B) BOD members in charge of specific areas
1) Set construction - David Clack
2) Costumes - Wendy Mardis
3) Props - Laura Patterson
4) House crew
5) Lighting/Sound/Stage Manager/Stage crew - Brian Maruscsak
6) Grant-writing/fundraising/program - Tony Webb
7) Morale/Parties - Jonathan Cates
8) Publicity - Tony Webb, Ricky Patterson
9) Website - Leslie Raab
C) hire Artistic Director
D)
Production Handbook - update as needed
Increased advertising - Tony - direct mailers; Ricky help design
Loganville update - Methodist Church - Jerry Golden
Summer musical - Cats - royalties $3200; Brand Bank sponsor $1000.00; Loganville 4th of July parade; cast either provides leotard or $25 costume fee
Ad salesman – (20% commission)
Next season’s plays - Ideas - children’s plays - Christmas play; Jonathan Cates committee head
Next season’s directors -
Final Dress Rehearsal - free to South staff
P.O. Box needed (wait for location change? - UPS store)
Gladiators’ hockey game - Dec. 30; future plans - Jonathan
Donation to South - $300.00
Contact information
Financial Statement – in black/green folders
Next meeting – Feb. 10, 10:00 a.m., Borders
September, 2006
Dr. Dolittle – September 29, 30, October 30 - Director - Linda Ryan; A.D. - Trina McDaniel; Stage Manager - Bill Larsen, J.B. Desselle; Costumes - Davida Greene; Set - David Clack; Lights - Brian Maruscsak; Program - Tony Webb
Miracle on 34th Street – December 21, 22, 23 - Director - Kirk Buis; A.D. - Leslie Raab; Costumes -Lights - Brian Maruscsak; Program - Tony Webb
Man of La Mancha – February - Director Brian Jones
Our Town – April
New Location Update/Preparation
A) BOD members as Producer/Co-producer for each show
B) BOD members in charge of specific areas
1) Set construction
2) Costumes
3) Props
4) House crew
5) Lighting/Sound/Stage Manager/Stage crew
6) Program
7) Morale/Parties
8) Grant-writing/fundraising
9)
C) hire Artistic Director
D)
Bank visit
Open House
Search committee - everyone on BOD
Web Master replacement - Hope Hackett; Leslie Raab
Ad salesman – Josh Patterson (What percentage commission?)
Play/Director committee
Show photography - Tony/Lisa
P.O. Box needed (wait for location change)
Grassroots update
Man of La Mancha at Summit Chase - Tony
Storyteller - Oct. 28, 6-9, 770-985-3580 - Kathy or Wayne
Jekyll & Hyde - Lyric
Miracle Schedule
Financial Statement –
Next meeting – , 10:00 a.m., Borders
May, 2006
Welcome to new Board members: Jonathan Cates, Laura Patterson, and returning member Brian Maruscsak.
1. South Schedule - with the new theater opening at South, New London will get squeezed for rehearsal and performance times, especially in December.
2. New computer - a new computer was voted for; it has since been purchased
3. Peter Pan flying - there was a question about South allowing NLT to fly for Peter, Pan, but that has been resolved.
4. Loganville proposition - Sharon Swanepoel from the Loganville Tribune put Kirk in touch with Loganville's City Manager Bill Jones. Kirk and Bill met and discussed the possibility of NLT moving to the downtown Loganville area. The Board is unanimously in favor of exploring the possibility. NLT will take part in Loganville's Fourth of July parade and will consider performing in the basement of a city-owned building.
5. Web Master replacement - someone is needed to replace Kirk as the Web Master
6. Ad salesman - Tony is going to contact someone about selling ads for the Peter Pan program for commission.
7. New shirts - Susan - shirts have been ordered and have arrived. $25.00 polo shirts
8. Ticket prices - $10.00 in advance; $12.00 at the door; all General Admission
9. Season tickets - Tony is going to design a flyer for season tickets - $50.00
10. Group and senior citizen discounts - discussed and decided that they will receive preferential seating by being able to enter five minutes before the house opens to the general public
11. Theatre visits - discussed and agreed that the Board should visit other theatres for ideas, especially to use unconventional spaces.
12. Financial Statement - Mary
13. Next meeting - July 15th, 10:00 a.m., Borders
February, 2006
Agenda:
The Twelve Dancing Princesses - Feb. 17. 18, 19 - Director Cathy Mischuck; A.D. Dawn Belcastro; S.M. Emily Savage; Costumes Davida Greene; House Manager Lisa Kelly
Cheaper by the Dozen - April 22 at Summit Chase, other dates TBA; Director Kirk Buis; A.D. Tony Webb; S.M. Josh Patterson; Costumes Memory Wheeler
Peter Pan - July; Director Kirk Buis; A.D. TBA; S.M. TBA; Choreographer - Neicy Frandsen; Costumes TBA; Flight Director - Mike Guyre
Welcome to Susan Summers
1. Moving Day - Saturday, April 22nd or 29th (TBA) Time TBA) - helping move into the new theater at South Gwinnett High School
2. Grassroots Arts Program Grant - $1800 received; remember to give credit in program and posters
3. Play-reading committee - Cathy Mischuck
Summer - Peter Pan
September/October - Dr. Dolittle
December - Miracle on 34th Street
February - Man of La Mancha
April - Our Town
4. Show Sponsors
5. Web Master Replacement for Kirk
6. Photography/cd duplicating replacement for Kirk
7. Vote on accepting Brian Maruscsak to Board of Directors - passed
8. E-mail list - from Mary to Susan
9. Building fund - currently at $15,000; goals of $20,000 by September, 2006; $50,000 by Sept. 2007; $100,000 by Sept. 2010
10. Ticket prices - raising to $10.00 for Peter Pan due to flight cost (estimated at $5,000) and shows thereafter
11. Dimmer packs - will purchase four dimmer packs for approximately $1600 for flexible lighting
12. Mockingbird library scenes - performing scenes at three libraries in March
13. Ad salesman - Tony to investigating hiring an ad salesman on commission for programs
14. Season tickets - Tony to produce flyer for season tickets - $50.00
15. Apparel - Susan to investigate new shirts with logos
16. Advertising - boost advertising budget to $1000 for Peter Pan; $500 for shows thereafter
Next Meeting: Sat., May 13 at 10:00 a.m. at Borders
