Minutes of the Patio Playhouse Board Meeting 2/19/12
Meeting called to order by President Kelli Harless at 6:37 PM.
In attendance were Board Members Kelli Harless, Peggy Schneider, Brenda Townsend, Jazrene Abildgaard, Richard Brousil, Mary Bright, Connie Boyd, Steve Warrick, Dan Townsend, and Gretchen Pili. Jim Clevenger, Jenn Haaff, Frank Gutierre and Sabrina Haaff were absent. Advisory Board members David Farlow, Julio Mas, David Guthrie, and Cassiopeia Guthrie were present. Grant Gelvin was added as an advisory board member this evening as well. Three guests were present from Vassilis Dalakas’ CSUSM marketing class, as they have agreed to assist us with fundraising as part of their class.
Minutes of the January meeting were accepted as amended via email.
In Emily’s absence, Kelli reviewed the Treasurer’s report. Correction will be required because according to Peggy, a significant debt was not included, and the accountant’s report was not included. An amended report will be submitted soon.
Technical Manager’s report: Richard noted that the set construction of The Nerd was underway (as we spoke) and proceeding well. Steve Warrick wondered if additional soundproofing against the noise from our neighbor’s entertainment would be possible. Richard pointed out that we could do it ourselves but that it would be costly. Vacuuming in the suite overhead is also a problem during shows. Frank should contact either Jack or the tenant above to see if a show schedule or similar would help. Temporary work lights are a possible future request also, so we can avoid wear and tear on the stage lighting equipment.
Kelli reviewed Frank’s General Manager Report in his absence.
The Artistic Manager’s report was reviewed by Kelli, as Jim was absent. Dates for the new season will be ready by the next board meeting in March.
Kelli reviewed the ACT committee report, in Jenn’s absence.
Kelli reviewed the Warehouse report, in Frank’s absence. There was discussion of standardizing the fees paid by other theaters that borrow/rent materials from our warehouse. PeggySue productions and ACT theaters are charged $25 per “pull” of costumes or props. Richard’s understanding was that ACT theaters were charged nothing for borrowing and that Peggy Sue was paying on a voluntary basis. Frank confirmed this, stating that he has not been charging ACT members for rentals to date. Further discussion should occur at the Annex committee meeting.
Peggy reviewed her Box Office and concessions reports. She stated that she could put a lock on the concessions cabinets in the wake of recent disappearances during Pacco’s show.
Brenda reviewed her Fundraising report.
David Farlow discussed IT issues in Frank’s absence. He spoke of the new email address for keeping track of calendar changes (calendar@patioplayhouse.com). David also noted that there are numerous passwords for various web properties and that they should be stored in one place, Peggy suggested under lock and key in the office. The purpose of keeping this information is to insure the smooth running of Patio if the person who is managing the web property is unable to do so. Discussion ensued around the various persons on the bank accounts, credit cards, etc. The General Manager (Frank) has been designated as the “keeper of the keys” and should update the procedures manual to reflect this. David discussed George Daye’s offer of free or reduced price tickets to Cirque d’ Soleil, as a possible source of fundraising. This discussion was a lead-in to the promotion ideas for The Nerd, as we may offer a drawing for Cirque tix at the invitational dress. Additional donors may also be sought from local providers in order to drive traffic both to Patio and to the partner business. It was noted that if the invitational dress draws more patrons than can be seated, we can offer a $2 off coupon or tickets to those turned away.
Plays in the Park report was provided by Richard. Deborah has requested a week out at the park, but to use our liability insurance, etc. General discussion ensued, and it was decided that Frank should contact the insurance company and see if a rider would be available. Richard also noted that there were a large number of risers and similar items out at the park that were moved from where we originally stored them. He will check with the city and see if they (city personnel) moved it for some reason and if there is something that we should have done differently. The Music Man production staff met earlier in the evening and determined audition dates, so the website should be updated to reflect this as soon as David is given the dates.
Kelli reviewed Jenn’s Publicity report.
Peggy reviewed her Scholarship report. Connie volunteered to assist Peggy with evaluating scholarship applications if there is a heavy volume of submissions.
Brenda reviewed her Youtheatre report.
Richard suggested that David could perhaps update the website to include our next season’s shows. David noted that Jamie Channell will soon create all the posters for the entire season, and David will create web pages for each show as soon as the dates were firmed up.
No old business was discussed.
New business: Kelli had to have the couch in the dressing room removed, as it was a fire hazard. It is now on our stage and should be disposed of, and the board agreed. Frank does not want to store it at the warehouse.
Kelli suggested that Grant Gelvin be added to the Advisory Board. Peggy moved and Connie seconded, and the board approved this nomination.
Kelli brought up the ACT judging process, as Chris DeArmond mentioned that some theatres may want to change the procedure, starting with the 2012-2013 season. The proposal is that there would no longer be any judging of shows and no Aubrey awards, as the member theaters would just bring their award winners to the annual ACT banquet and have all winners honored at once. Steve Warrick suggested that we vote on this issue as a board, and then solicit additional board votes via email. Peggy moved that Patio vote to support the suspension of Aubrey awards for the 2012-2013 season if the majority of the ACT member theaters also approve. Steve seconded. Dan Townsend, Jazrene, Richard, Mary, Connie, Steve, Gretchen, Brenda and Peggy voted in favor. None opposed. The remaining board members’ votes will be solicited via email.
Connie noted that the Mingei/Penney’s building is for sale.
Kelli brought up that next year’s slate of officers needs to be approved by April, and that all interested parties should be thinking about it.
Gretchen moved that the meeting be adjourned, and Dan seconded. Meeting was adjourned at 8:03 PM. Brenda invited our guests to ask questions of the board.
Amendment to closed meeting minutes: The May board meeting will be May 20th, and David will update the calendar. The April 15th meeting will be at the Guthrie’s home.
COMMITTEE REPORTS/SUPPORTING DOCUMENTATION
Treasurer’s Report (Emily):
Attached is the February In & Out Report. Note that we do have just enough money to squeak through the March expenses with a little left over.
As you will see, we are paying a little over $400 for Sound of Music materials that were indeed returned but unfortunately could not be accounted for by R&H. This is a valuable lesson for us all that it is absolutely crucial that whomever is responsible for returning materials keep a good record of anything shipped back to the publishers. Please…please…please remind all producers that a cover letter listing contents (list of items and a count of items) of shipments should be put in with the package being returned…and keep a copy for your records. Also, keep a copy of the shipping receipt (for a very long time – this R&H issue didn’t become known for many months after we thought everything was taken care of)…if you don’t want to hang on to the paperwork, give it to me for filing. I’m convinced that this issue with the SOM materials was a record-keeping error on R&H’s part but unfortunately we don’t have much recourse and Brenda was unable to resolve the issue with them.
Treasurer’s Report: February 19, 2012
Current Balance $ 4844.00
Forecast Income Through March 15, 2012
Income Estimate
The Nerd Box/Concessions/etc estim $ 500.00
Pacco Arts Rental/2nd payment $ 1000.00
Total $ 1500.00
New Balance $ 6344.00
Expenses
Lost & Found Royalties balance $ 400.00
R&H unreturned materials charge $ 426.94
The Nerd additional performance $ 65.00
Home Depot $ 10.00
SDG&E Mar $ 150.00 estimate
AT&T Mar $ 115.00 “ “
Rent Mar $ 3978.00
Storage Mar $ 750.00
Accountant Mar $ 75.00
Total $ 5969.94
SAVINGS ACCT. $ 34,289.19 [as of Feb 19, 2012]
Sub-Accounts In Savings
Scholarship Fund $ 2,996.54 [Scholarship]
Building Fund $ 3,486.10 [Curtain]
Future Endow Fund $ 24,752.55 [Rent/Remodeling new building]
Place 4 Patio $ 3,054.00 [Specifically for down payment]
The priorities, as always, are:
1. Pay the Rent and Storage = Next rent due March 1, 2012
2. Pay Accountant
3. Scholarship 1 % of income
3. Endowment 1% of income
4. Companies like SDG&E, AT&T, Home Depot, CopyMat
GM’s Report (Frank):
Security – Coffee & candy went missing during the run of the show. Combination to all keys (warehouse & Patio) will be changed within the next week. Please, please, please do not share the combination code with everyone and their brother. I believe currently we have an extremely flexible “honor payment” system with the can in the fridge. But I may recommend to the board that this stops all together, if we are continuing to have food taken from the refrigerator without compensation. What makes this last occurrence(s) worse is that the candy did not belong to Patio, but to Pacco Arts. It’s one thing to steal money from ourselves (which needs to stop), but another thing to drive other businesses away because their concessions are being stolen!
Jane Stimmel has use of the theatre for “Into the Woods” (Fallbrook Players) during the following dates: April 23-29, May 3-6, and May 10-13. Made the decision to rent the theatre to Jane based upon inconsistent message from the Board (rent was too low, but no figures defined; Jane Stimmel was not presented with a quick decision by the Board). Action item is to determine for next year, consistent rates for theatre use and to apply those rates fairly with all of our applicants. I’ll take responsibility for the miscommunication (lack of) to Jane Stimmel; we’ll handle future requests in a better, consistent manner.
When dates change, the rearrangement of the calendar and rescheduling has to take place in a more efficient manner. David Farlow has developed the new address calendar@patioplayhouse.com to help these changes get propagated quickly and efficiently. However, the official OK must come from the Artistic Manager. If the Artistic Manager is unavailable, then we get into the situation we got into – with not a lot of people knowing what’s going on. I’m happy to provide and support people’s Patio roles when they are on vacation/away, but I’ve got to be contacted – it just can’t be assumed that I know what is going on or what to do (first time GM, remember?!).
Warehouse Report (Frank):
I would like to request a list of theatres that we are not charging and why (other than ACT theatres) for use of props/costumes/clothing from our warehouse. I do not know who we owe a favor to and why, but we haven’t collected any money for the items we lend out because every time I try to do so I get “Well, they give us space for free and they give us that for free” and basically “gentleman’s agreement” reasons why we don’t charge them.
This may be all well and good, but I can’t determine if this is a fair deal for us or not. When was the last time anyone of them gave us space/costumes/services? Is it enough for the enormous amount of apparel and props that goes out from our warehouse regularly?
Anyway, I understand the value of bartering, but I need a list to determine if we are or not getting a raw deal. Everyone borrowing seems to have a “we do favors for Patio” and I’m not sure I can effectively evaluate that statement.
Peggy’s Reports:
Box Office
We had no shows so there was no Box Office
I have entered the new dates for King Lear on Ticketleap and Yahoo!
I’m hoping to get dates for Savage in Limbo and for The Bridge from Jim soon.
I’ll be creating new tickets for King Lear when I get back from Vegas.
We lost 30 reservations as a result of the date change. No one was angry, they just can’t reschedule.
I have finished going through all the boxes of books in the office.
I have listed them in alphabetical order by title in the center kitchen cabinet.
The lists are taped up on the inside cabinet doors.
I will work on the scripts in the filing cabinets next, when my personal life allows more time
Concessions
We had no shows so I didn’t do anything supply wise in the kitchen.
I will have us restocked before The Nerd opens
Kelli says Pacco Arts had coffee disappear?? Odd.
We found coffee in the coffee pot that was not brewed by the cast in rehearsal??
Scholarship
I’ve attached the application and counselor materials including letter and flier.
I’d like David to put the scholarship application on the Website please.
I’ve also attached the rating sheet for those who are interested in seeing how it works.
Judging Report (Helgard):
1) I have sent reminders to all the judges for our next show ‘The Nerd’.
2) I have also advised all Patio Judges of the date changes for King Lear.
Helgard also supplied an updated list of Patio judges to the secretary, via email.
Fundraising/Youtheatre Report (Brenda):
Fundraising- Spaghetti dinner at the La Farfalla Café on Orange St. Fundraiser to be held on Tuesday, March 13th between 5:30-7:30 p.m. Salad, spaghetti, bread, drink, and dessert to be served by cast members of “Lost and Found” to help pay for costumes and royalties.
Youtheatre- “Lost and Found” in rehearsal. Everything is going smoothly and the cast is looking for extra performances on 4/14 @ 2 p.m., 4/15 @ 6 or 7 p.m. (would have to move location of board meeting), and 4/21 @ 2 p.m. Extra royalties are to be paid via fundraiser. “Lost and Found” would also like to have an “Open Rehearsal (Donations Accepted) on Thursday, 4/12 and 4/19 @ 7 p.m.
Did we ever pay the dues for the NYT organization?
Deborah would like to start a new Improv group, Off the Cuff, for adults and youth over age 11 this summer. Her proposal is as follows:
- Hold classes in May once a week for 5 weeks (day is flexible but no T), but would like to use the theatre for these. Deborah would then select strongest 10 adults and youth for performance.
- Rehearsals will be held weeks of June 3, 10, and 17: 2 rehearsals per week, 3 hours each (6-9 p.m. weekday or weekend TBD)
- Performances: 6/29, 6/30, 7/1, 7/6, 7/7, 7/8
Jenn, would you like to preside over Escondido Idol this year?
Publicity and ACT Report (Jenn):
PUBLICITY- Facebook and website are now cohesive. Thank you to Jamie Channell for an excellent Poster. Thank you to Kelli Harless for the fantastic poster in the window.
Geoffrey Cox continues to be our awesome Twitter Liaison. Press releases have been submitted to all major publications. Please share the event with your friends. If anyone is interested in stepping in as head of publicity please contact me immediately.
ACT- We had an ACT meeting in January. Peggy Schneider, Frank Guttiere and I represented Patio. There will be an Aubrey meeting in a few weeks that I will be attending. I will have more to report on that soon. I pitched a fundraising idea to the board and they loved it. More details on that soon as well. But it will be a multi-theatre fundraiser. It’s going to be very cool.
Letter to Patio Board regarding CSUSM assistance with fundraising (Brenda)
As part of Vassilis Dalakas’ Consumer Behavior course at Cal State University, San Marcos, his students will be applying their marketing skills to raise funds for non-profit organizations. Vassilis divided his class of about 35 students into 24 groups. Each group decided which non-profit organization they wanted to raise funds for after hearing presentations from each of the organizations.
Three non-profits were invited. Two showed up. Patio was one of them.
David and I represented Patio. Based on the results, we were successful presenting our message to the students. We just learned that out of the 24 groups, 15 chose to raise funds for Patio. Woot, woot! Lest we raise our expectation too high, Vassilis said some of the groups may combine so there will likely be less than 15 groups and it’s not necessary (although strongly encouraged) for them to actually implement their fund raising plan. Each group will receive $100 to implement their plan. Their grade for the course will depend partially on how much money they raise for Patio. Vassilis said to the class at our presentation that he expects them to raise more than $100.
We’re putting together a list of activities that Patio raises money for the students. This will allow them to choose an activity that matches their marketing strengths while returning the highest dollar amount for them (and us!). Here’s what we have so far.
Selling show tickets, season tickets, memberships to individuals and organizations
Finding sponsors
Begging Soliciting for donations
Selling advertising in our program
Selling advertising in our season brochure (have we done this before?)
Opportunity drawings
Silent auctions (one group has already suggested this because they have connections they think will be willing to donate items for the auction)
I’ll need to match some of the above activities with dollar amounts. No problem with tickets and memberships since they’re in our season brochure. And some of the activities like silent auctions or how much a sponsor might give are highly variable so I won’t be able to attach a figure to them. I do need to know what we charge for advertising in our program and in our season brochure.
Also, if you recall other fundraisers we’ve done and how much money they made, that would be of interest to the students. Please email them to me by 3:23pm this Sunday, February 19.
David and I are both looking forward to working with Vassilis and his students over the next few months. We want to do all we can to help them raise funds for us. It’s gonna be fun.
Practical Acting Academy: Novice Session 2