BOQUETE COMMUNITY PLAYERS – Board Meeting Minutes August 21, 2007

President, Jeff Simon, called the meeting to order at 1:55. All Board members were present. Those present as observers were Ellie Simon and Jim Maffitt.

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

The President stated that the Director’s Studio had been cancelled by Cora Kent. He also added that a letter from the President went out to the general membership on Saturday, August 18th and that a pre-production meeting for “God’s Favorite” had been held on Thursday, August 16th, with auditions beginning Monday, September 3rd.

 The Treasurer, Jerry stated that all cash and receipts from prior events have been collected and deposited. BCP’s current bank account balance is $5,561.30. There is still an outstanding debt of $216.76 from supplies previously purchased by BCP. Jerry has applied for, but not received signature authority on the bank account, since this process takes about a month to complete. Member Tom Brockman would be asked to get a statement from the bank, since his name is currently on the account. It was also brought to the Board’s attention that suppliers have accounts with BCP as the signatory and these needed to be closed immediately. (The treasurer’s break down of funds is attached).

Special Events Director, Anayansi reported that the Gatma Group would be performing at the BCP Theatre on Thursday, August 23rd. She offered to be in charge of the event, since most of the Board members were involved in another production. Amelia and Jim Stroup volunteered to work a membership table at the event and refreshments would be available from current BCP supplies if there were enough volunteers. The membership party has been set to be held at the BCP Theatre on Saturday, September 29th at 5:00. The party will be catered by Aura’s at a cost of $5.00 a plate. Anayansi will be in charge of the party details and it has been decided the cost to members and non-members will be $5.00 and it will be BYOB. There was also a brief discussion on the possibility of having entertainment.

Membership Director, Erin reported that the various Membership Lists have been updated. She also reported that the survey committee led by Member at Large Bev, Ellie, Jerry, and herself were working on getting the survey completed and out to the general membership. Erin also reported that personal information had been updated on the website. There was also a discussion on whether or not to post the board minutes on the website, just like the general minutes are. The decision was made to post them, since the meetings were open to the membership anyway and Erin would take care of this. The Secretary will still send general membership minutes to all members individually through the gmail site.

Vice-President, Jim made a report on the New Venues Committee; currently committee members include Anayansi and Amelia. A written report was submitted for suggestions on new venues that have been explored and can be looked at in the future. The possibilities included finding a permanent structure, the possibility of building our own structure, and the use of several different venues until a permanent structure could be found. There would be a meeting on Wednesday, August 22 at 10:00 with the principal of the school across from El Constructor as to utilizing their gym for immediate events. It was also suggested to put out an email to BCP members and to the Boquete News Lady (in English and Spanish) about possible sites that can be utilized throughout the community for BCP events. (See attachment 1).

Motion was made by Anayansi, seconded by Jerry and unanimously approved by the Board to create a BCP Foundation, a Private Interest Foundation. Lic Erick Quintero would be the attorney and take care of the necessary paperwork. With his reduced attorney fees, BCP Foundation would recognize him as its attorney and provide advertising of his services in programs for the forth coming year. In this motion was also authorization for the President and Treasurer to establish a bank account to handle the monies of the BCP Foundation. (See attachment 2 for complete motion details).

Motion was made by the President to offer a “Premium Membership”, this was seconded, and upon more discussion it was handed over to the Membership Committee, who is currently working on various types of membership to benefit the current and future memberships. (See attachment 3).

Motion was made by the Treasurer to have open auditions for BCP sponsored events, and this was seconded and upon discussion of wording, would be tabled until the next Board meeting.

Motion was made by the President to make Gale Cellucci an Honorary Member of BCP. This was seconded and passed unanimously and would be handled by the Membership Committee.

Motion was made to appoint Amelia Stroup as Artistic Director for BCP, were she would provide the services that were put into a document presented at the Board meeting on August 14th. The motion was seconded and unanimously approved by the Board.

Report was made by Treasurer and Secretary involving the improve classes conducted by Susan Thoms. Jerry suggested having an agreement drawn up between Susan and liaison Stephanie, to be kept on record.

Christmas Pageant planning was discussed. The Secretary stated she would be meeting with a steering committee to get the planning started on Monday, August 27th and report back to the Board.

Meeting was adjourned by President at 3:47.

Next Board meeting is to be on Sunday, September 2, 2007 at 10:30am at BCP Theatre.

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