BOQUETE COMMUNITY PLAYERS – Board Meeting Minutes, September 2, 2007

President, Jeff Simon, called the meeting to order at 10:30. The Board members present were Jim, Jerry, Stephanie, Anayansi, and Beverly. Those present as observers were Ellie Simon, Nikki Steele, Amelia Stroup, Penny Ripple, Roger Immerman, and Tom Stearns.

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

Treasurer, Jerry gave a report stating that the current account balance for BCP is $5,285.23. This is a decrease of $276.07, which reflects the payment for previously purchased supplies and a retainer for the lawyer to establishing the foundation. Five new members have joined resulting in an income of $50.00. The bank is now allowing Jerry to issue checks on our bank account. A letter of agreement with the Improvisation Director and the letter canceling the El Constructor account are attached.

Vice-President, Jim gave a report for the New Venue Committee. There had been a meeting with the principal of the Josefa Montero School, across from El Constructor. There is a draft of a proposed contract attached to the minutes which outlines the use of the school and a design plan was sent out to Board members. The main issues would be for BCP to make school improvements as payment for use of the building. Since the area is defined as a community space it provides for synergy in the community. Anayansi brought up that the principal does not want to give BCP exclusive use of the building since it was a community space; along with the fact that the teachers and parents would have to give their approval. A set of guidelines and limitations would have to be drawn up, so there are no misunderstandings. The school will let us use its facility for the Christmas Pageant and a letter in Spanish will be sent to the principal. Jim also stated there was a meeting with the Board of Directors at the Santa Lucia Country Club about their facility. They have a set of policies and procedures about the rental of the space which $150.00 an event. Their Board stated they would meet to discuss the use and get back to BCP. The use of using Snoopy’s in the interim was also brought up.

Special Events Director, Anayansi discussed the Gatma Concert and that since the concert was free, donations were taken to help send the group to Holland. There was also the mention of having another concert on Dec. 1st, with the intent to help Gatma raise additional funds for there trip. The menu has been set with Aura’s for the membership party. There was a discussion about having entertainment and it was agreed upon that this may prove to be distracting and there was an agreement to have background music instead. Amelia has created the invitation and it was suggested to have a hold the date flyer sent out, Amelia would be the designer and would be sent out to the membership by Stephanie.

Anayansi and Jerry discussed the Legal Venue Committee. It was proposed that Dave Ross be made the founder of the foundation, but would relinquish all his rights to make decisions to the Foundation Council. Submission for filing can be done without having a set of by-laws in place. Discussion followed about whether or not a founder can legally give away his control even with a legally binding contract. It was decided that more research had to be done about forming a private interest foundation as apposed to a corporation. The BCP lawyer will be asked to send a set of regulations for the committee to review.

Membership Committee member, Ellie Simon reported for Erin. Four new members had been signed up at the Gatma Concert. There was also a report that the member survey was being worked on at this time with good progress. It was also asked that the Board may want to offer suggestions to the various types of memberships BCP could offer.

Motion was made by Jerry for conducting open auditions for any BCP event and could not be exclusive to a certain group. Motion was seconded and after discussion passed. (See attachment 1).

Christmas Pageant proposal was presented by Stephanie. After discussion a motion was made to hold the Christmas Pageant with the amendment to try and solicit wrapped toys from the community for the children and involving the mayor as a sign of good will. Motion was seconded and passed. (Proposal attached)

Motion was made for a By-laws Adoption Process that would involve the general membership in adopting the new by-laws. The motion was seconded, and discussion was brought up about recruiting for the by-laws committee and on the voting by the general membership. Motion was passed. (See attachment 2).

Proposal was made by Artistic Director, Amelia to sponsor a community fundraiser of a wine and cheese festival, to be called, and “Taste of Boquete” to occur sometime in early 2008. The Board agreed on the idea and it was asked that the idea continue with its development and be brought back to the board for review. (Proposal attached).

Motion was made by Anayansi to sponsor the Gatma Concert on Dec. 1 as a fundraiser to help the group go to Holland. Motion was seconded, and after discussion passed.

It was agreed that the 1st general membership meeting would be held on Sunday Oct. 7th at 10:30, if the theatre was not available, a change of venue would be announced.

Meeting was adjourned by President at 12:29

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