Boosters Meeting Minutes

Booster Meeting, February 27th, 2018

posted Mar 2, 2018, 4:35 AM by webmaster GDB   [ updated Mar 2, 2018, 4:40 AM ]

Drama Booster Meeting Notes
February 27, 2018

Attendance:  Kathleen Follett, Liz Rollins, Ramona Panici, Dan Panici, Lisa Gove, Carrie Burnsteel, Krissy Brown, Rebecca Chandler, Brenda Clark, John Hankinson, Julie Otte, Patricia Neuville, Keith Bubblo, Erin Farnham, Heather Giandrea

* Present requested that Greely Theatre By-Laws be emailed to them for review.
* Although not present, by-laws were also emailed to: Mary McDonald, Michelle Josephson, Andrea Murray

Fall Haunted Woods Fundraiser:
  • Location - Twin Brooks (Greely Road side)
  • Date: October 27th (Saturday before Halloween); rain date: Sunday, October 28th - time TBD
  • Already on the Cumberland Town Calendar

Greely Drama Booster open positions: Secretary, Social Media/Webmaster
  • Ask incoming Freshman parents about interest in open positions
  • Current position holders - make handbooks for those taking over positions

Audrey & Dane Northway Scholarship Fund:
  • Scholarship committee should have at least 3 members (Molly Washo brought this up) and meet at least twice after the application deadline to select recipient.
  • Scholarship details:
    • Criteria: Graduating senior who plans to pursue education in Performing Arts (theater and/or music).
    • Applications begin March 1st of year that scholarship is awarded (deadline: TBD)
    • Scholarship is one-time award and proof of Fall registration must be provided.
    • 2018 award will most likely be $500.00 instead of $1,000.00
  • $1,800.00 in Vanguard was donation from funds raised to support original PAC effort that was voted down
    • In 2017, $1,000.00 was awarded to Nic Kurlanski (first recipient)
    • $800.00 was deposited to Atlantic FCU savings account
  • Proposal for funding Scholarship account (Motion: Julie Otte, Second: John Hankinson, passed with 10 votes)
    • Transfer $1000.00 from Vanguard to Atlantic FCU savings account (to get started)
    • Deposit Clynk money from bottle donations to the scholarship fund each quarter
      • Fundraising idea: Resurrect bottle drives (We have done them before but stopped due to lack of time, interest, etc.)
    • Greely Drama Boosters - donate $500.00 to Atlantic FCU savings account
    • Transfer $1,000.00 back into Vanguard account after scholarship fund becomes self-sustaining (to pay ourselves back)

PAC - Vanguard (approx. $18,000 balance) will fund necessities after PAC is open. Current thought is that PAC will be “bare bones”and may need some extras.

Robinhood show dates/times: March 22-24 at 7:00 pm and March 25 at 2:00 pm
Boosters will not meet again before the play. Will meet in early April to recap (what went well, what could have gone better)

Cash Box Procedures:
  • $250.00 petty cash to start (ticket sales and concessions)
  • Instead of cash boxes going home with Boosters each night, they will remain at the high school and locked in the office by staff.
  • Office staff will need to unlock office and retrieve cash boxes 3 hours prior to shows for ticket sales.
  • Ticket sales will be during lunches and 4:00 - 7:00 on show nights (Thurs - Sat); 11:00 - 2:00 pm on Sunday matinee.
  • Concessions money goes to Greely Drama Boosters; Ticket Sales money goes to the School Account (Student Activity Fund minus $250.00 for petty cash)

Workshop Day for Teachers (3/16, no school) - Kids will need to bring picnic lunch to rehearsal
Cast Party - Burnsteels will host (Thank you!)

Senior Sendoff - Still interested in planning and funding this?

Volunteer Coordinator To-Dos (Kathleen Follett):
  • Started Volunteer Sign-Up Genius - For some reason history was gone and needs to recreate. Working on getting it up and running soon.
  • Potluck Lunch for Tech Rehearsal (3/18, 12:00 - 1:00 pm) - Volunteer Coordinator will create and send out sign up list for food donations
    • Process similar to Thanksgiving dinner (Google Drive Spreadsheet - ask Emily Pershing for help)

Ad Coordinator To-Dos (Lisa Gove):
  • Postcards:
    • In the Fall, send postcards to inform past advertisers that musical will be in the Spring at PAC
    • Liz Rollins will provide pictures for postcards
    • Postcards can be printed inexpensively at XPress Copy in Portland (approx. $50.00)
  • Lakeside Archery - Liz asked if they might want to sponsor the show. Lisa Gove will check with them to see if possible.
  • One-liners only need to be coordinated for Spring program
  • Family Ads - Although it was discussed that these were needed for Spring show; after further research - no family ads needed for Spring program
  • When to one-liners need to be in for program printing
  • Kathleen Follett will provide passwords for advertising Google accounts to Lisa Gove

Greely Theatre By-Laws (Heather Giandrea):
  • Filed with IRS last year but need to resubmit for 501(c)3 status because it is has lapsed. Patti Neuville will work on this and report back to Boosters.
  • Heather has updated By-Laws (last written in 1998) for 2018 and will send out to Boosters for review and comment.
    • Definition: Board of Directors - Minimum of 3; Maximum of 15
    • Definition: Officers (5): President, Vice President, Secretary, Co-Treasurers (2) - Office term: 1 year (beginning late summer through end of school year)
    • Definition: Members - Anyone who has a child that is currently involved in Greely Drama
      • Mandatory bi-annual meetings of membership (parents) - twice a year in September and January

Treasurer’s Report (Patti Neuville):
  • Patti presented: Financial Summary (account balances, net gains/losses, capital account); Average Monthly Cash Balance Checking Acct (2015-2018)
  • Robinhood is inexpensive to produce; no royalties need to be paid (per Liz Rollins)
  • File with State of Maine ($25.0o annually): Directors/New Officers - Patti needs contact info for filing
  • John Hankinson proposed purchase of projectors for advertisers (Scarborough HS does this)

Liz’s Report:
  • Julie Otte requested an updated list of actors from Liz.
  • Pat’s Pizza tradition Friday night after show - Call 2 days before to notify them. Please remind kids to TIP wait staff (Important!)
  • Denny’s tradition (Seniors?) Saturday night after show - Liz stressed that this is not a good idea because kids are too tired for Sunday performance. Should do away with it.
  • Show going well: Great, creative process - Scenes have been written, music has been added, jokes have been included. Many modern references included.
  • Tech crew - built tree with treehouse/loft, birch trees, waterfall, castle
  • No more changes to script before vacation started. Cast is off-book on March 1st.
  • Costumes should require LESS ironing (yay!)
  • Liz is holding Greely Middle School drama classes - going well (started with 60 students, now down to 30). Auditions will be held week after Robinhood.
  • Greely Drama Welcome Day
    • Middle school students are invited to rehearsal on 3/14 to get a sneak peek at the show. Will also have a chance to see Tech Crew in action.
  • Can we get a list of Middle School Parent Volunteers (email addresses)? Will kids be interested in volunteering?
  • Julie Otte asked about receipt of NBC Grant - Word from Ashley is that it does not seem feasible due to town economics

Next Meeting - Tuesday, April 1oth at 6:30pm

Booster Meeting, December 4th, 2017

posted Dec 15, 2017, 9:51 AM by webmaster GDB

Drama Booster Meeting Notes

December 4th


Attendance: Liz Rollins, Brenda Clark, Julie Otte, Heather Giandrea, Carrie Burnsteel, Kevin Burnsteel, Lisa Gove, John Hankinson, Andrea Murray, Erin Farnham, Kathleen Follett, Scott Kaplan, Krissy Brown


Volunteer overview:

We had 88% of the jobs for the Guys and Dolls show on the Sign up website filled. A great amount of parent volunteers this year! The only jobs we had a problem filling were ironing and ticket sales.

It was asked that we add the job of selling tickets prior to the show for adults to sign up for - rather than have the students sell (which has historically been the practice).


Ticket sales jobs - questioning the number of people selling tickets and when we sell:

Should we continue to sell during the parent teacher conference night?

We should keep the lunch ticket sale times but add selling during concession set up?

What about online ticket sales? There is a fee when you do online sales.

What about reserve online and then pick up prior to show (the worry being if people don’t pay for their ticket ahead of time, they may be no-shows)


Liz’s Report - Liz was very happy with this year’s production of Guys and Dolls. Kids were amazing - on stage - off stage - during rehearsal. Very focused group of kids. It was beautiful.

Liz had the first meeting with middle school drama. They did improv and played drama games - 57 kids showed up. 20 boys, 37 girls.

The plan is to have workshop style improv days until spring when the plan is from April - May to prepare for a show, which will be a one act play called, “This is a Test”

Any high school drama kids available to help are welcome!


Someone asked if Greely Drama Boosters will be a middle school and high school booster program. Might be a great way to get more parent input and support.

A question was brought up about how the budget will be affected if we add a middle school. How would we allocate funds fairly between the two schools?


Spring Show - Robin Hood written by Liz Rollins

Immediate Needs:

  1. There are many branches, logs for the set we need to cover - can we find a barn to store the wood in?

  2. Old furs to cover furniture and/or costumes

  3. Any ties to anyone who does archery - we need targets, bows, etc.

The show is a farce and has 20-30 characters

Auditions around the 20th of January

Show is 23rd-25th of March


Guys and Dolls finances - The School reimbursed everything to Liz and Kevin

Ticket sales have to go to school because it is a school function.

A question was asked - Why isn’t there an amount allocated from the school to give to drama?

School does not budget for anything but director’s fee, and set director.

The amount of money we give to the school - is used only for drama

Question is what is the amount in the school account.


Income from ticket sales - $8105

Saturday -$263, Thursday  $209,  Friday $254, Sunday $252

Income from ad sales -

Income for Family Ads & One-liners:

Income from concessions - $1,383.11

Patty made a deposit of $4684.40


Question about the scholarship money and the Vanguard account.

Should the Clynk money be listed as scholarships funds?


First show in the PAC - possibly get a way to make the first show free for Cumberland & No. Yarmouth residents. Could we get a sponsor? A way to thank the community. Any businesses that would help sponsor. Maybe a grant? Maybe Foundation 51. Do we have any parents who have experience writing a grant?

Concerns about lighting equipment in PAC - will we need to pay for new lights?

Looking for a parent willing to help Liz move forward with these ideas.



Recap -

Recommendations for the next show:

-Bathroom sign for the second set of bathrooms down the hall

-Why doesn’t the school promote the play more… It was not on the community e-mail, it was not on the school email, weekly updates.

-The Town of cumberland and No. Yarmouth did do a nice job promoting the play.

-The dinner at Louie’s prior to the show on Thursday seems to be popular

What can we do for more fundraisers? Louie’s, Ricetta’s, FoodStop,

-Tickets for Advertisers… should we deliver the tickets to the advertisers rather than have them sitting in the box office? Do they use them, do they know about them?


The Boosters is in need of new Officers!

Box Office - Mary McDonald (Thank you Mary)

Cast Celebrations (also Mary?!)

Treasurer

Website

Secretary


Next Meeting - 6:30pm, January 16th, Tuesday










Booster Meeting: Tuesday, October 10th, 2017

posted Oct 11, 2017, 1:07 PM by webmaster GDB

Greely Drama Booster Meeting Minutes

October 10, 2017

6:30pm


In attendance: Krissy Brown, Lisa Gove, Rebecca Chandler, John Hankinson, Michelle Josephson, Brenda Clark, Liz Rollins, Ramona Panici, Julie Otte, Andrea Murray Campo, Scott Kaplan, Mary McDonald, Carrie Burnsteel, Kevin Burnsteel, Patti Neuville, Kathleen Follett


Introductions


Liz’s Corner: Needs - large tropical and/or banana plants. It was suggested that we could rent the plants or borrow from a plant store. Michelle will check with the church to see if they have something suitable to borrow.

Volunteer Needs: Kevin and Liz are in need of help with painting sets - please come by on Saturdays from 9-3 if you can lend a hand. Liz also says they have a need for people who can do hair in the styles of the 40’s. Lisa Gove suggested checking with Empire hair school. Rebecca Chandler offered to help. Liz also mentioned that they are accepting donations of gently used or new make-up if anyone knows of anyone looking to get rid of some make-up!

Thanksgiving Dinner- it is agreed that last year’s Thanksgiving Dinner was a hit and we would like to do it again. Kathleen will e-mail Emily Pershing to look into planning. Kevin and Carrie Burnsteel will be kept in the loop.


Kathleen Follett’s Posse

Volunteer website is up and running. It can be accessed from the Greely Drama Website. Kathleen will send out an e-mail shortly with a link to the website. Ironing hours for Sunday will need to be changed to 10:30-12:30.

Clynk bags - we have more clynk bags. If anyone wants any or knows of someplace we can distribute them, please contact Kathleen (kbfollett@gmail.com) Kathleen will look into getting the boxes from Clynk that we can use at the concession and backstage for collecting water bottles.


Patti Neuville Moneybags

We can give deposits to either Patti, Julie or mail to the P.O. Box.

2 recent deposits were made, one from the ongoing Mixed Bags fundraiser, the second from ad sales.

A question about Nik Kurlanski’s scholarship came up. We have not made payment to Nik, and need to do that soon. The money for the scholarship comes from the Vanguard account. Brenda will get the information to Patti who will then send the payment.

There was a discussion about the reason we have two accounts for Drama - one held with the school, the other held with the boosters. The ticket sales go to the school and Kevin and  Liz are reimbursed from the school. It is a basic school and booster structure. Is this still the best policy? Have things changed so that these policies are outdated.


Brenda’s Sewing Table

There are a lot of costumes that need to be made because of the number of girls who wear matching costumes, ie band members, and chorus girls. Because of this, sewing volunteers are needed.


Andrea’s Publicity Hound:

The poster has been approved and will need detailed information added.

Liz and Andrea will review the write up that went into the summer Rec. Program and use that if it is appropriate. It was mentioned that Amelia Greenlee’s father would be a good contact person at the Portland Press Herald. Newspapers will print a photo if they receive them early enough. Liz will have some promo photos taken by next week and get them to Andrea.


Ad Sales Update- Lisa Gove - Food Stop is our Curtain Raiser!!! This is wonderful news!! Please support our Curtain Raiser.

The ad spreadsheet does not seem to represent the true sales of ads. Lisa questioned if it is being updated and if it reflects the current sales figures. Someone will follow up with Tim Farnham on his ad.


Cast Party - we need a home to host the cast party. Kathleen will add it to the volunteer sign ups on the Sign Up website.


Lockers - Michelle reminded us that the students need to give her their locker number if they want the goodie bag before the show.


Strike - we need volunteers to help with strike. It is a fun way to wrap the show…. Volunteers should bring star bits if they have them.


Family Ads - Patti will make a new spreadsheet for Julie to organize the family ad sales


Playbill Printing - Greg Pershing is creating the playbill. Can we find a younger student to work with him so they can take if over next year? Can we get one of the art teachers on board to help or oversee this? We need people to proofread. It was decided that we should create a proofreader’s checklist to make sure we remember the details of what to look for when proofreading.

The Playbill will be printed at Xpress Copy and will be dropped off Friday to be picked up the Wednesday before the show.


Next Meeting: Tuesday, October 24th, 6:30


Booster Meeting: September 24th, 2017

posted Sep 24, 2017, 5:52 PM by webmaster GDB   [ updated Oct 11, 2017, 1:05 PM ]

Greely Drama 9/24/17


Liz introduction and wish list:


Several kitchen utensils (clean)

Newspapers

Bible (hardcover) and old books

Lunch plates, silverware, water glasses (for 4)

Cheesecake, doughnuts, sandwiches

real red carnations (15 per show)

Dice (small and large)

Fancy cocktail glasses (6)

Flameless candles

Smoke machines


2 small doors (20”-24” wide)

Wooden benches 4-6 ft

Wire trash bin (large, like on the streets of NY)

Wooden bookcase (about 36”-48” tall or wide)

Large (fake) plants—tropical?

Awnings?


Costumes 1940s-1950s

Men's suits and fedoras (any pinstripe/double breasted/vests)

Wingtip or two-toned men's shoes

Women’s shoes and hats/character shoes

Furs, purses, gloves, jewelry, etc.

Clothing steamer


Kevin:

Additional request: anything pertinent to 1950 for inspiration for the set would be great

PAC will need tools for the scene shop.  Table saw is the most important


Also, any kids in tech who want to work with power tools need to have a permission slip signed. 

    Don't have a permission slip? Please email Kevin or perhaps have your student check their inbox


Michelle: please make sure we have your child’s locker number for locker decoration night


Julie: The show will be November 16, 17, 18 (at 7:00), and 19 (at 2:00)


Volunteer needs:

We're looking for a lot of volunteers to team up with current Boosters, this way we'll have people to take over next year

co-treasurer (to work with Patti): ?

co-box office (to work with Andrea): Mary McDonald volunteered!  Thank you, Mary!


Ad sales are a big deal—please let us know if you can help at any level

October 20th is the deadline to submit ads

Wendy offered to help.  Thank you, Wendy!


Brenda: need people to come for 3 hours before every show to iron

Volunteer Spot will have slots for all jobs, including ironing

Sewing is also a very useful skill, and we need outfits for all of the dancers, plus Adelaide


Question: How much do sponsorships and ads cost?

Showstopper is $1,000

Curtain Raiser $400

Encore Presenter $250


Mr. Farnham: volunteered to strike the set and his company will purchase an ad $250 (Encore).  Thank you, Tim!!


Question: how much money do the Boosters need to earn?

School pays for nothing

Ticket sales go back to the school

Ad sales and concessions (and extra fundraising) go directly to Boosters


Kathleen: we have been able to get away without aggressive fundraising for the last few years, but with the PAC this will probably change in the near future.

We have several background campaigns like Clynk and Mixed Bag

Northway Scholarship costs $1,000 per year, but there isn’t enough to give this out again 


Brenda: what if the Clynk bag funds (~$500 per year) were directly applied to the Northway Scholarship?

Kids have to apply for the scholarship and it helps someone going to college for the performing arts

        The general response here was positive


Kathleen: will set up the new online sign-up sheet this week.  Remember—you don’t have to pick one thing!  Pick lots! :)


Brenda: request for concessions that are not noisy.  No crinkly wrappers!


Kevin Burnsteel asked: Thanksgiving lunch again this year?  Liz: Yes.


John: this doesn’t happen without parents being involved.  Please come to meetings.


Emily: I'll email Laurie to see if she has the posters from last year


*Small group met at the front to further discuss ad sales.


PAC groundbreaking: 4-5:00pm on October 2nd


Next Booster Meeting: Tuesday October 10th at 6:30 in room 151 (we hope)



Booster Meeting: Tuesday, September 19th, 2017

posted Sep 21, 2017, 2:45 PM by webmaster GDB

Greely Drama 9/19/17

Liz, Julie, Kathleen, Andrea, John, Emily


Schedule room in future (not band room)

Not on Sundays? Have to check about this.


Parent open house in band room (Sunday, Sept. 24th, 7:00pm).  Mandatory for all drama parents.  Liz has emails.


Jobs:

Fundraising

Secretary

Webmaster? (with Emily)

Cast celebrations

Treasurer (with Patti)

Box office (to act with Andrea)

Kids can do publicity under supervision


Student jobs?

Graphic designer

Webmaster?


Could a student come to each meeting?  Are there secrets we don’t want them to hear?


Tickets will be $8 and $10 again


Fundraising ideas?


Website

Sign up sheet for Booster jobs

New website host?  

Link to Facebook for automatic updates (Liz’s account)


Performance dates: November 16, 17, 18, 19


Ad deadline: coordinate with Gregory?  Two weeks before printing.  Let’s start with Friday 13th and see how it goes

Ad sign-up for parent night?

Who has sold ads before?


Groundbreaking for the PAC (October 2nd) 4-5:00pm

Jazz, Mads, Spoken word quotes.  Will be great!


Julie gone Nov 11-14


Who has posters from last year?


Prop or costume needs?  Wishlist will be posted on website when available


Sponsors? We will ask last year's sponsors first.  They're still advertised on the website


Kath: remember picture board for parent night




Next meeting October 10th, 6:30pm




Booster Meeting, April 11th, 2017

posted Jun 7, 2017, 3:33 PM by webmaster GDB

No official secretary in attendance (there is no current secretary)

Booster members present: Kathleen Follett, Laurie Logan*, Brenda Clark, Sue Williams*, Emily Pershing, Andrea Murray, John Hankinson, Liz Rollins.

Members with an asterisk* have graduating seniors and are leaving Boosters.  Thank you for years of amazing help!!!

Molly Washo came briefly to talk about the Northway Scholarship.  Guidelines for the scholarship were handed out and a committee was formed to review applications.

Audrey Northway came at the end of the meeting to discuss finances and other technicalities.

Senior Sendoff will be Friday, June 16th.
    Emily will reserve a bus
    Liz will meet with the underclassmen to plan decorations and food
    Sue and Laurie have picked a show, but it will remain confidential so the seniors are surprised

A few fundraising ideas were discussed, including:
    A community yard sale at the school (at the end of September?)
    A bottle drive (perhaps combined with the yard sale?)
    We will continue Mixed Bag because it's easy and awesome
    
The focus of the meeting was on filling Booster vacancies and talking to Liz about her vision for the Boosters.

Liz is looking at Guys and Dolls for the fall.  She is also excited about re-joining the One Act Festival competition in the future (the kids loved their time at the festival this year!).  We still need a good way of getting parent emails so that everyone stays up-to-date.

The following positions were filled with unanimous approval (and enthusiasm!!):
Julie Otte is the new president
Harold Otte and John Hankinson are the new ad sales coordinators
Kathleen Follett is the new volunteer coordinator

Booster Meeting, March 1st, 2017

posted Mar 12, 2017, 8:47 AM by webmaster GDB   [ updated Apr 11, 2017, 6:55 PM ]

Greely Drama 3/1/2017


In attendance: John Hankinson, Brenda Clark, Laurie Logan, Andrea Murray Campo, Julie Otte, Kristi Sarchi, Connie Russell, Michelle Josephson, Rebecca Chandler, Emily Pershing, Liz Rollins, Kathleen Follett, Sue Williams


Introductions for new members


Minutes accepted.


Fundraisers: table set up at the show?  We can’t get catalogues (only 2) because we're doing an online fundraiser.  We could order some samples and have flyers set out?  We could also hand something out to the kids.  Group order for those who do not want to place an order online?


Who is in charge of Clink?  We need to ask Molly


Liz's Peril on the High Seas update: kids are excited but there are a lot of loose ends to wrap up.  Show is going well, but still have to put the music in.  Problems continue to be with people not being there when they need to be.


The forms have not improved things much.  Although…kids are absent mostly when they said they would be, not at random times, so that's good.


Costumes: it’s a lot of work.  Michelle offered to help Brenda with the last-minute sewing.


Tech this Saturday is only from 8-12:00 noon because of basketball win (yay!).


Lots of audience participation will be possible!


Laurie: program needs to have sponsors in it.  Only 3 one-liners so far.  Not a big surprise, though. Bios were due today—more than half were already done.  Michelle needs a program for locker name list.


John: could we be selling ads for the fall show now?  Laurie thinks it’s an excellent idea because there’s a big onslaught in the fall for money. Someone would have to be trained quickly for that because Laurie is leaving.  There’s an established spreadsheet, so it shouldn’t be too hard.  Pushback this year was that the money was already gone by the time we came around.  We should start asking for sponsors in August.

Back cover of the program is still free.  We could try to sell that now to include next year’s shows?


We've had a few impromptu sponsors, though!  Paint for free from Sherwin Williams and True Value in Grey.  Who does the thank you notes now?  Nobody.  Yikes.  We should find someone to take that over.


Publicity is Andrea’s domain…and it’s already done!


Poster: Brian is done…and it’s great.  Navy blue.  Liz will send the graphic to Laurie asap


Laurie will make tickets


Gathering old-looking luggage (not modern) for the show.  Foot lockers (John and Michelle)


Tech rehearsal (Sunday before the show—19th).  Starts with tech and then everyone else comes.  Light lunch with a bit of pizza.  Lots of little pieces that need to come together.


Next Tuesday is Ray Coyle.  Photos will be on the wall and then we will have some information in the program about how to get a copy of your kid’s picture.  Ray is writing up something for the program.


Theater Café:

Volunteers will bring the desserts (Google drive sign-up)

Victoria Lattanzi works at the European Bakery…

Ticket prices the same but there’s no dinner—should be ok.  The tickets cost has been really low for ages.  Lots of time and money goes into this event.


Julie gave us some input about how Falmouth handles their soiree (tea and dessert).  Prices are similar.


John: what to do for the cast’s dinner?  Can’t really feed them because they’re in costume and have their makeup. Couple of salads for the cast and crew, maybe?  Liz has a good resource for salad fixings.


Laurie will give Emily the table set-up


Liz: show will start at 7:30, people can eat and mingle before that.  Enough time for everyone to get their dessert?  Doors should open a bit before 7:00.  How about 6:45pm?  6:30?  We all decided on 6:30.  Err on the side of early.  Can always start the show early if everyone seems ready.


We need trays and a wait staff for the desserts.  Kristi has trays!


Need three pitchers, too


Friday the ticket orders will start.  Email early for Boosters


Seating needs to be moved towards the middle for this show.  Nobody in the sidelines.  For the regular show there will not be a center aisle!  Custodians will need to know this.


Mocktails?  Sparkling drinks?  Kristi has a connection to Pepsi.  Raspberry?

—>Ginger ale 1L wrapped in a napkin 40?  10 covers


Drinks: decaf?

100 more cups needed for coffee (Emily will do this)

coffee maker


Handing out tickets: there should be some help for Laurie.


Dress-up?  Already beads and headbands for concessions… we could mention on the website or in the ticket order form that dress-up is an option.


One Act Play Festival on March 11th.  Chaperones?  25 kids are signed up.  

Bus: David Shapiro might be able to take care of this for us.  Kids can attend for free and have access to everything.  Probably leave at 8-9:00 (first show at 12:00), last shows are at 9:30-10.  Food?  Lunch is served—if kids bring money.  Kids can bring food (cooler, etc).


Cast party: Casco Bay Lines for Mail Boat on April 2nd (Sunday)  5:45 boat is 2.5 hours with sunset.  Boat will be empty.  Can bring speakers, food, anything!  $7.50 per ticket.  Kids do not know about this.  This will be the cast party.  Heated, comfortable.  In costume?


Freshman night usually has a booth with pictures (March 9th) 6:00-8:00pm


Senior sendoff?  Liz talked about a roast instead, but it might be nice for the current seniors to have the traditional sendoff.  Laurie and Sue will take care of the show, Emily will get the bus.


Summary of needs:

old suitcases for show

students for Theater Cafe wait staff  (to carry dessert trays and serve sparkling drink)

students for freshman night

help with Theater Cafe tickets on Saturday night

three water pitchers on loan

ad for back cover of program?


Next meeting: Tuesday April 11th 6:30pm


Booster Meeting, February 2nd, 2017

posted Feb 12, 2017, 3:01 PM by webmaster GDB

2/2/2017


In attendance: Emily Pershing, Sue Williams, Kathleen Follett, Andrea Murray Campo, John Hankinson, Heather Giandrea, Kristi Sarchi, Laurie Logan, Sarah Holman, Rebecca Chandler, Michelle Josephson, Lesley Raley, Liz Rollins, Brenda Clark, Connie Russel, Lisa Gove


Liz: ticket sales money needs to go into school account (about $4,500 for ticket sales?)


PAC: Some money given years ago for this project that we’re going to need.  One of the problems is that the committee has different ideas about how to use the space.  For example, a possible dressing room (green room) is going to be turned into a meeting room?  Architect presenting new design at the next meeting?  There might be time to change this.


But, the plans are generally amazing and beautiful.  Some highlights:

Cantilevered cement overhang elevator for handicap access

Video and audio monitors

Band and chorus rooms beautiful

Balcony! Eeeee!

Lighting galleries on the sides

Lighting booth in the back

510 seats plus handicapped


There’s also a designated yoga room?  This is confusing to everyone.  Why can’t yoga be done in the current gymnasium?   The weight room?   Sigh.


Fundraising: should we publicize more with Mixed Bag?  Catalogues to distribute?  Advertising table at performances?  The company offers home goods now, too, so  perhaps we need two catalogues?  


8th Grade Night: table at that night to entice the younger kids.  March 9th at 6:00pm 

    We should have:

        -A big sign

        -A sign-up sheet?

        -Student volunteers

        -Photographs to display?


Peril on the High Seas


    Liz comment: this play was written recently, so there’s nothing outdated or unintentionally offensive. Very fancy and ritzy.          Takes place on a cruise ship to England.  Everyone is  dressed up and excited.  All of the characters share their time on stage—so there aren’t really any leads.  Lots of wonderful characters.  Pretty much everyone is on stage all of the time.  Glitzy costumes.


    The set is simple: two sides that are the ship, then a corridor in the middle.  Very clever.  Sides close to be the hold of the ship.  Set splits to have a ballroom at the back.


    Liz and Kevin (and kids!) gutted the makeup and tech rooms and all of the garbage is gone!!  Yay!


    Brenda question: show times?  Will be 7:00 on Friday and Saturday instead of 7:30, also 2:00 on Sunday.  Dessert theater is     Saturday.  Should we call it Coffee House?  Theater cafe?  Everyone likes Theater Cafe.


    Ray Coyle—we should advertise him in the program and make sure parents know that they can get copies of the head shots!  They’re really nice.


    Tech Rehearsal: March 19th (everyone all day)

    This will be a potluck breakfast and lunch with pizza.  No chaperone.


Publicity: Brian has some great poster ideas.  Will also do tickets.  Andrea will print tickets.


Program: Gregory, with parent proofing.

    

    One Liner deadline: March 3rd.  They can be a few days late and we’ll still be ok.


    Reminder to parents about One Liners—Kathleen?  People need to know who to send their ad to and what the                                           deadline is.  $10 per One Liner.


Props needed:

    Champagne bottles (a couple)

    12 cafe chairs?

    Steamer trunks for kids to sit on in the front?


Cast Party!  Connie?  On a boat?  Waves of kids come at different times, so a boat might not be practical  April 2nd?  Parents bring food and carry it on

    2:30, 5:30


    Boosters get tickets for this?


How did the green card work out?  Everyone did it!  Maybe not all of the tech kids yet…

Liz has put all conflicts into the calendar


Theater Cafe:

    Solicit desserts from all families

    Cutters and platers (plate things strategically)

    Sue is worried about kids with the dessert table.  Maybe someone could stand behind the table?  We could plate things             strategically with kid-friendly items at the front?  Or maybe just have publicity emphasizing the Sunday matinee as the preferred  kids show.

    Beverages served by student waiters?  White top and black pants and aprons.

        Iced tea

        Coffee

        Lemonade

        Hot chocolate

        Punch?  Something fizzy?  Sparkling cider or ginger ale?


    Dessert before the play and at intermission?  Yum.


    Add in lots of performers (skits, dance, etc)  Entertainment while people sing, etc.  Olio acts


    Reservations: Laurie (first come first served) On website


    Volunteer sign up: Sign Up. com  Heather will do this!


    Google Doc for desserts and other food volunteering?


    Dessert staff are the platers


    Champagne glasses from dollar store?


    Coordinators:

        Andrea—desserts

        Sue—beverages

        Clean up—Andrea?


    Maybe we can use barrels from Sweetsers to camouflage the drink coolers?


    Invite people to come dressed up to the theater cafe?


One Act Drama:  just going to watch (Liz is judging)

    March 11th (Saturday afternoon and evening)

    Chaperones (2)

    School bus (chaperones—at least 1—have to take the bus)

    Cost of bus?  Boosters will have to cover it (5-600?)

    1 bus to Rockland and back

    Minivans?

    Tickets to get in

    Kathleen and Heather will chaperone


Heather: deadline for the Foundation 51 one-time grant (for tickets only)


Total cast and crew is about 70


Next meeting:  Wednesday March 1st (6:30pm)











Booster Meeting December 8th, 2016

posted Jan 15, 2017, 8:03 AM by webmaster GDB   [ updated Jan 15, 2017, 8:37 AM ]

In attendance: Kathleen Follett, Kristi Sarchi, Liz Rollins, John Hankinson, Emily Pershing, Laurie Logan, Andrea Murray, Brenda Clark, Bruce Manley, Lisa Gove, Molly Washo, Patti Neuville, Kevin Burnsteel

Treasurer's Report: with a $12,000 start, we've made $2,500, +$930 still to come in.
    Compared to the last two shows:
    Learned Ladies: $1,650
    Into the Woods: $4,300

    This is with no Show Stopper sponsor.
    Ticket sales were a bit over $7,000 (some of this goes back to the school)

    Head Counts:
    Thursday 159
    Friday 206
    Saturday 248
    Sunday 188
    The house capacity is about 350.

    We discussed possible reasons for the small turnout.  Most likely reason is that it was a small cast and crew compared to previous years.  Also, this was a relatively unknown/outdated show.  The show was also less expensive, though, which helped offset the lower ticket sales.

PAC update: Liz reported that the PAC committee has been chosen and there's only one staff member (Kevin Rollins).  There's also a student and about a dozen community members.

Carousel Comments
K. Burnsteel:
    Strike was a challenge because nobody knew how the set was put together, so nobody knew how to take it apart.  We discussed ways to make parents and volunteers feel more needed and welcome.  Specifically, recruit people with their own power tools and then assign specific chores (or make it clear that it's ok to just dive in and start taking things apart).

K. Sarchi:
    Party was great (kids are great...) but too much pizza and cake!  TONS of food left over.  There were 6-8 pizzas left uneaten.  On average, girls tend to have 1 slice, boys have 2.  That can be the new guide for estimating pizza.

L. Logan:
    Lots of hassle with the program.  It would help to have a process sheet for future transitions so that everyone knows the correct way to do things (no screen shots of ads, etc).  Greg Pershing will take care of this (and be in charge of programs for the next show).

L. Rollins:
    Happy with the number of students in the pit (8 out of 11 musicians).  The plexiglass was great.  Some people felt that the     music was too loud from some locations, others thought it was fine.  It was neat that audience members stood around after the show was over to listen to the pit.  Good feedback.

    Expressed regret that she didn't get to know the crew better.  Many of these students are not coming to meetings.  In fact, there's a larger problem of getting the cast and crew to show up in a reliable way.  It wasn't that specific students failed to show multiple times, just that there was always someone missing.  We brainstormed possible solutions to this problem.
           -Schedule at least 1.5 weeks ahead of time for those students who have after-school jobs.
           -Communicate with parents (we need those emails!)
           -Facebook group for parents?
           -Director's notes as part of the routine email
           -Blue Sheet contract similar to what is given to athletes?  Including medical information--this is really important!

    Thanksgiving lunch was great.  Kids seemed to like it a lot.  New tradition?

Spring show: will be March 23, 24, 25, 26...or possibly just Friday through Sunday?  Saturday will be the dessert theater.  Sunday show possible at 3:00pm so that everyone can get home for homework, etc.
Auditions will be in late January, early February, and there will be a Booster meeting following that.

We still need a new president.  Kathleen, Andrea and Emily will work together to keep things running until a replacement can be found.

Liz would like to have kids attend the One Act Drama Festival in March.  Group was enthusiastic about this.  Details to come later.

Emily will contact Ray Coyle about spring headshots

Molly will run the Northway Scholarship

Next meeting was not discussed.

Greely Drama Booster Meeting, Sept. 12th, 2016

posted Sep 15, 2016, 2:09 PM by webmaster GDB   [ updated Sep 15, 2016, 2:11 PM ]

Greely Drama Booster Meeting, Sept. 12th, 2016

GHS Room 151


In attendance: Molly Washo, Laurie Logan, Connie Russell, Sue Williams, Kathleen Follett, Andrea Campo, Emily Pershing.


Theme of the meeting: what can we cut from the Booster’s responsibilities?  Dwindling membership overall, current members are overwhelmed.


Jon Swaney would like to pass Treasurer job along now that Allie has graduated.  He will stay on board to help the new treasurer.  

—the job is very easy and does not require fancy software. 

—Microsoft Excel is plenty.  

—it’s pretty much just keeping track of the income and expenses of each show.

        —the finances are in very good shape.


Which sources of revenue are not working?  

New York City trip was tough.  Perhaps this will not happen again.  It will depend

        a lot on Liz and her priorities.  We’ll revisit this in the future.


The Mixed Bag Sale can be cut back to a minimum to save Connie some time.

—keep the online sales running (low maintenance)

—promote the online sales in the program

—probably the same code as last year, so we’ll leave everything up on the

                website and Connie will pass along updates from the company rep.


Email communication with the drama community needs to be more reliable.  Liz’s method of collecting emails electronically will help.


Senior Coordinator” title is awkward.  Implies involvement only with the seniors.  We discussed options like “President” and “Chair Person.”  President was the favorite because it’s already int he email address.  This will be up to Molly.


The President and Communications jobs are now merged.


Here are the current coordinator jobs and who’s filling them:

President and Communications Coordinator: Molly

Treasurer: Jon Swaney (until a replacement is found)

Graphic Design: The kids typically do this with mild supervision.  Aidan?

Concessions: Kathleen

Publicity: Liz would like to turn most of this over to the kids, so this position

        might dissolve.

Box Office: Andrea

Tech Rehearsal: Emily

Ad Sales: Laurie

Costumes: Brenda?  We forgot to email her!!!  Ack!!!!

Locker Decoration: Michelle Josephson (?)

Cast Celebrations: Emily (plus the family that is hosting the party)

Webmaster: Emily


And then Dinner Theater.  What to do about that?

—not making a lot of money

—takes TONS of time

—taking time away from other year-long jobs that need to be filled

—Liz does not have strong feelings

—how do the kids feel?

—>we threw around the idea of turning this into a Dessert Theater!  This would simplify the jobs but still create a special evening for the kids—and a way to sell more tickets to the spring show.  Everyone seems excited about this option, at least as we transition with Liz and head towards a PAC.


We also discussed the idea of a Senior Night for the spring show.  This would occur on Thursday and be an attempt to boost ticket sales.  Include some kind of food or gimmick to make it fun.


Liz is considering some new things including the one act play competition and the possibility of a winter show instead of the rushed timeframe of the fall show.


Business ad streamlining:

—can there be a blind copy email sent out?  Laurie emphasized the need for

        personal contact, at least int he follow-up.  Initial contact can be a blind copy, but

        we need people to make those calls.

—deadlines need to be clear

—Laurie proposed a list of donors at the open house so that new Boosters can add

        names they think of.


Ticket prices: we are all in agreement that the new prices should be $10 for general admission and $8 for students and seniors.  For both shows.

—Audrey and Dane should get in free forever


Concessions Sales:

—we talked about noise control.  How to keep audience from crinkling bottles and

        wrappers during the show?  Increase intermission and make an announcement

        about noise.  Perhaps forbid food in the theater?

—Kathleen proposed eliminating rose sales in favor of a separate water table.  The

        rose sales are poor.  Also, many people have to stand in the long food line even if

        they only want water.


We talked a little bit about trying to understand the split finances of the Boosters (school account vs Boosters account) but there is not a good understanding of this system.


Last topic: how to get people to come to the open house and sign up for jobs?

—big sign-up poster on wall (for coordinator jobs)

—flyer handed out to the kids to take home

—invite the kids to come along, too (and bring parents?).  This idea was not

        supported.

—Call it the “Director’s Meeting”

—make it mandatory for kids’ participation?

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