Booster Meeting, February 27th, 2018

Post date: Mar 2, 2018 12:35:25 PM

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

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