MINUTES OF THE WHIDBEY PLAYHOUSE BOARD MEETING
JANUARY 10, 2010.
I. Meeting was called to order at 6:42pm by President Allenda Jenkins. Also present were: Julia Locke, Mary Lou Chandler, Jack Locke, Rusty Hendrix, Matthew Powell, Kent Peckenpaugh, Mary Kay Hallen, and Linda Walbeck. Mark Laska and Grace Javier were absent.
A. Minutes of the Dec. meeting were approved as submitted.
II. Officers reports:
A. President: no report as discussion subjects were repeated later in the agenda.
B. Vice President: no report.
C. Treasurer: Jack Locke reported for November that we had a good month. He also reported that My Three Angels brought in $12000 profit, slightly under budget, but that Nutcracker brought in an additional $6000 profit offsetting the under budget performance of the first two on-season shows and bringing us to the break even point.
D. Secretary: Julia Locke, substituting for Grace Javier, reviewed the Business Manager’s report from Janis Powell.
1. Nutcracker came in at 89%. Cover of Life tickets are now on sale. We’ve sold 387 senior/youth season tickets and 114 adult tickets for a total of 501. Memberships stand at 28 individuals and 47 families.
2. Unpaid ads and invoices were reviewed.
3. The need for new lighter-weight tables and their storage were briefly discussed and referred to the Building Interior Renovation Committee under Mary Kay Hallen.
4. Kathy has been out of the office due to illness and may be back next week.
5. An idea was presented to have a drawing for dinners for 2, donated by local restaurants, offered to season ticket holders as an incentive to buy season tickets.
6. Mugs were ordered for resale.
7. Janis is beginning work on the re-configuration of season ticket seating, etc. to comply with fewer performances in the coming season.
III. Committee Reports:
A. Facilities: no report
B. Volunteer/Social: Mary Lou Chandler reported that the Donors Reception went well and attendees seemed to enjoy themselves. The Newsletter for December was delayed until this month. She and Julia Locke will meet on Wednesday to plan the PlayDay/30 year reunion event March 6.
C. Marketing: Linda Walbeck reported that the marketing committee will meet Thursday. Linda is connecting with a marketing expert for ideas. Cover of Life will be doing the next two Chamber of Commerce luncheons.
D. Fundraising: vacant seat
E. Education/Fringe: Mark sent his report in absentia.
1. He spoke to Michael Barker from the south end who proposed an improvisation workshop series beginning mid April in the Star Studio on Saturday mornings 10am-12 to run initially for two months. After five months, the workshops could develop into performance worthy levels of proficiency for Wednesday evening programming. Further discussion was postponed because Mark was not present.
2. WICA has agreed to partner with us on the radio plays and movie nights. He has two sponsors deliberating underwriting these and wants to determine what discretionary funds are available to help with the movies which would need $2-300 and would be replenished by ticket sales.
3. Mark would like to schedule the Star Studio for a Chamber Music series in May, July, and October in order to secure the musicians’ schedules.
F. Production Resources: Mary Kay Hallen reported that Michal Barker has asked to borrow some 4x8 platforms for a play he’s directing at WICA in April. Bob Hendrix, director and set builder for our April show only needs a couple. Mary Kay will contact both to determine the number available and make needed arrangements for the loan.
G. Technical Resources: Kent Peckenpaugh reported:
1. The aging lights system is in a ‘holding pattern’ functioning under loving care by operators but will need to be replaced, we hope not in an emergency situation.
2. The donated curtains and rails from the high school will be a great addition to our stage. Decisions need to be made as to how they will be modified to fit our needs and limitations. This was referred to his committee to investigate options as we don’t want to rush into the necessary alterations.
H. Performance Resources: Julia Locke reported:
1. She and Mary Lou Chandler will meet about the Play Day event. Stephanie Metzger is considering doing the food with her daughter.
2. The garage sale is set for Feb 6 in the Star. Items will be moved in throughout the coming weeks. Help is needed to sort, tag, and move items. A date will be sent out for those willing and able to help.
3. Scheduling is being done for the next 18 months. We would like to have dates of all events in that period by the next meeting so we can make a printed planning calendar and will be able to advertise events well in advance.
4. Sandy O’Brien, director of Chicago, has submitted Over Here as the alternate should rights not be granted for Chicago. She will present both on Play Day. We will wait until the last minute to decide but in time for Janis to finish and print the Season Ticket sales pamphlet before May 1.
5. We’ve had 3 off season proposals. Helen Bates wanted a January one evening time slot for a play reading. Bob Wall sent in a performance proposal for a musical he is writing. Julia replied to him explaining what would be necessary and what the schedule limitations are. He will get back to us. Dottie Morgan submitted for Sunshine Boys to be performed two weekends in October. It was moved and seconded to approve her proposal if rights are $1000 or less. If more, the Board will reconsider and vote by email during the coming month.
6. Rusty Hendrix reported on the show on board, Cover of Life. Rehearsals are going well, costumes almost done, and the set is nearly finished. Set will be painted Wednesday night.
IV. Old Business: None presented
V. New Business:
A. Allenda Jenkins investigated hiring Star Tracker to provide search lights for opening nights. Cost is $350 for 3 hours. Mary Kay Hallen suggested calling it a Red Carpet Searchlight Opening, and making it a dressy occasion was promoted. After some discussion, it was moved and seconded to be sent to the marketing committee for further investigation of other vendors and alternate use of Marketing funds.
B. We have had two additional improve proposals, from Keath Worley earlier in the year and Adam Novak. Mary Kay will coordinate the three proposals with Michael Barker. She also reported that a gentleman inquired about doing his Mark Twain one-man show during February. She will investigate further.
C. Kent Peckenpaugh asked about the curtain and rail storage. Ideas were to hang them temporarily in front of the studio mirror or on the auditorium walls. It was moved, seconded, and approved that this go to his committee.
D. Allenda Jenkins proposed that Janis Powell, business manager, be invited to once again attend the Board meetings because information is not getting back to her sufficiently. After discussion, it was moved, seconded and approved that she be invited to, but not be required to attend our Board meetings.
E. It was moved, seconded and approved that the mugs costing $2.66 each be resold for $5 each.
F. Kent Peckenpaugh asked if there was a procedure for getting thank you letters sent and was referred to Janis to send letters to those who helped with the high school curtain and rail removal project.
VI. Announcements:
A. Newsletter deadline is January 22.
B. Next Board meeting Feb. 7 at 6:30
C. Cover of Life opens Feb. 5
D. Cash on Delivery auditions are Feb. 8 and 9 at 7pm.
VII. Meeting adjourned at about 8:30pm.
Respectfully submitted,
Julia Locke, substituting for Grace Javier, Secretary
Addendum: The Board is not having a meeting in the month of February. All business will carry over to the March meeting, March 7th.
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