BOQUETE COMMUNITY PLAYERS – Board Meeting Minutes August 14, 2007

President, Jeff Simon, called the meeting to order at 3:30. All Board members were present. Those present as observers were Ellie Simon, John Kamps, and Amelia Stroup.

Minutes of the last meeting were read by the Secretary, Stephanie and approved as read.

 The Treasurer, Jerry stated that at that time there was no updated financial report. He also reported that Gale Cellucci, who held the “Producer’s Workshop,” donated her fee of $100.00 back to BCP, with the hopes that it would be used to promote children’s theatre.

Special Events Director, Anayansi reported that the David Theatre group was going to perform their play “Company” in Spanish, but would send the English version out as a possible production in BCP’s future. The same theatre group has a children’s play that this year conflicts with BCP scheduled events, but can be looked into as a possible future event at BCP. Anayansi is also in contact with students from the university who will be putting on a show on September 10th.

Membership Director, Erin reported that the gmail site Membership List has been updated to contain 146 members. The previous Vice President has provided a complete list of members and that will be updated into the system by Ellie, who is part of the Membership Committee. Erin as the direct contact to the web master has had the site updated to include board members’ names and emails, which was the consensus from the Board.

The following chairs for various committees were either nominated and approved by the Board or given the position due to the current by-laws stating that their office held the chair. All Board members may participate in any or all committees.

Legal Entity Committee: Anayansi Menendez
New Theatre Venue Committee: Jim Stroup and Anayansi Menendez
By-laws Committee: Jerry Hedrick
Deconstruction Committee: Nikki Steele
Membership Committee: Erin Ross
Finance Committee: Jerry Hedrick

Those committee chairs that are looking for committee volunteers need to send a brief description to the Secretary, who will then send it out to the general membership with contact information.

Since the former Board did not clearly indicate its approval of “God’s Favorite” in the Minutes, a new motion was made and passed for BCP to sponsor this event. An amendment was added, since a venue has not been secured, to put a cap of $1000.00 to produce this event. There will be a pre-production meeting on Thurs. Aug. 16th at 10:00, to take place at the BCP theatre.

Discussion of the membership party was brought up, and a motion was made to finalize the date as Sun. Sept. 30th. This idea was tabled until a discussion could be had with Cora as to the possibility of combining the membership party with the one-act plays that are planned to culminate the Director’s Workshop. Anayansi was asked to be in charge of the party and agreed. She reported on two menus from Auras that would include a dinner plated on china and priced at $10.00 a plate. An amendment had been made that BCP would be funding this event. The $10.00 per plate price was discussed as possibly being too high. Other options were discussed, including using BCP’s existing inventory of beverages, paper products, and a change of menu, which Anayansi will discuss with Aura. Amelia Stroup volunteered to create and send out the invitations to the party.

Stephanie will serve as the board liaison with Susan Thoms for “God’s Favorite” and the Improvisation Group. This would include finding out what support Susan needs from BCP on both of these venues. Also, having her provide a list of materials she has purchased, job description, and expenses for the Improvisation Group.

Amelia Stroup gave each board member a list of the services she could offer if appointed as Artistic Director of BCP. (see attachment 1).

Erin with the help of Amelia will compose an email to the general membership to disclose what we have been doing since elected to the board on August 5th. A second email in the form of a survey was discussed, with the possibility of the survey being brought back in person at the membership party.

In order to establish clear guidelines for handling BCP monies, the following motions were made by Treasurer Jerry and passed by the Board.

1. In accordance with article 10 of the BCP By-Laws, the Treasurer moves to adopt temporary fiscal guidelines for income and disbursements of BCP funds (see attachment 2). Permanent guidelines will be developed by the Finance Committee
   and presented to the Board for adoption.

2. Treasurer seeks concurrence of the Board that he is responsible for record keeping of physical assets of BCP including property owned and on loan, as well as contracts for payments and financial accounts.

3. Treasurer moves to rescind theatre manager authority to “negotiate and readjust amounts of rent paid”. The financial matter naturally resides with the Treasurer and Board responsibilities and should not be delegated at this time.
   

The next BCP board meeting will be held on Tues. August 21st at 2:00 in the BCP theatre. Meeting will be announced to general membership via email.

Meeting was adjourned by President Jeff Simon at 5:04.

To return to the home page,
click below.