Boquete Community Players- Foundation Council Meeting Minutes November 4, 2007

President, Jeff Simon, called the meeting to order at 10:30 . The Board members present were Jim, Jerry, Stephanie, Anayansi, and Erin. Beverly Stearns resigned from the Foundation Council prior to the meeting and therefore was not present. She cited "personal reasons" as to why she resigned. Those present as observers were Ellie Simon, Jack Bute, and Dave Ross.  

Minutes of the last general meeting, taken by Ellie Simon, were read by Secretary, Stephanie and approved as read.  

Membership Director Erin reported that she had the membership table covered with volunteers for "God's Favorite" and would do so for all BCP events since it was a successful way of recruiting new members and getting members to pay dues for memberships that would soon or have already expired. Erin is introducing a new incentive for being a member:  during an event, names of members attending would be checked off and either by ticket number or their name being drawn, would win a donated prize during intermission or midway through an event. The Membership Committee would be responsible for getting the prize donations and Foundation Council members are not eligible to participate. Erin also reported that the judging by BCP members of the "Wild West Theatre Sketch" was very successful and it was an opportunity to recruit new Panamanian members. Three new members have joined and one renewal.  

Special Events Director Anayansi reported that Thalia Velasquez de Taliaferro had spoken to her about the opportunity of using the amphitheatre at Valle Escondido at no charge. Anayansi also reported on the Gatma concert which is scheduled to take place on December 1 st at the Juan Batista Church . The cost Gatma is charging will be $10.00 per person.  The event is a fundraiser to send the group to perform in Holland. There would no financial output by BCP, just the use of our membership list to advertise the event. Beverly and Tom Stearns will be creating the CD cover and the posters to advertise the event.  

Vice-President Jim reported that there were no new avenues for venue space and he was open to suggestions. Currently Snoopy's and the Josefa Montera School are being used for events. It was discussed and decided that a written agreement be made with Roy Knight about the use of the Snoopy's facility guaranteeing BCP its use when needed.  

Treasurer Jerry reported that the Banistmo Bank account was officially closed, and he gave a letter of appreciation to Tom Brockman (see attachment) for keeping the Account open until BCP became a Foundation. The current bank balance at Global Bank, including $40.00 in new and renewed memberships, is $3, 959.94. The new account allowed Jerry to reimburse the member party final costs and deconstruction costs totaling $187.65. Jerry also reported on having recruited all the volunteers to run concessions and manage the door for the upcoming performances of "God's Favorite."

 Stephanie reported on the upcoming Christmas Pageant at the Josefa Montera School the evening of Dec. 20th. A cookie bake is being planned and coordinated by Tracy Hallen to take place a few days before the event to provide concessions. More information will be sent out as we get closer to the event. Items for decorating have been purchased to be used this year and in future Christmas events. Amelia and Anayansi were to meet with the principal of the school on Nov, 6 th to set up auditions for the pageant and coordinate a craft day for elf hats and Christmas decorations. It was decided not to distribute toys, due to the sheer volume of children involved and the fact that most people attend the show because it is free. Jack Bute suggested that those who would like to donate toys do so for the party given at CEFATI, which has a large turnout and is well-run.

 Motion was made by Jim and seconded by Stephanie to approve the murder mystery dinner theatre proposed by Dana Applegate, which will probably occur sometime in February. Motion was discussed and approved.

 Motion was made by Jeff and seconded by Jerry to create a BCP library of scripts that could be available to members who are interested in producing and/or directing a play, and to also promote the concept of Reader's Theatre.

Motion was discussed and approved. (See attachment 1)

 Motion was made by Jim and seconded by Jeff to revise the submission process for events or plays to be produced by BCP. This would include a basic written proposal and then a "pitch" by the proponent of the production as to why BCP should approve the play/event and answer inquiries made by the Council about the production. Motion was discussed and approved (See attachment 2).

 Motion was made by Anayansi and seconded by Jerry to develop a policy for BCP events which will outline the expected revenue-sharing arrangements when BCP uses its resources of name, reputation, venue, promotion, member talent, and funds. Motion was discussed and approved. (See attachment 3)

 Motion was made by Jeff to set up a policy to allow ticket sales for charities.

This motion was tabled because it falls under the previous motion of policy for BCP events. (See attachment 4)  

Motion was made by Jim and seconded by Anayansi for BCP to immediately form a building committee for the purpose of raising funds to buy land and construct a suitable building for the BCP Arts Center . After discussion, an amendment was made to include "or purchase and refurbish an existing property". Motion was then passed. (See attachment 5) 

Anayansi brought up the prospect of screening films by Culturama in Boquete, under the sponsorship of BCP. The purpose would be to provide community entertainment and to make money for Culturama to finance their tour of the outlying villages of Chiriqui with a Mobile Film Show. A proposal has been made and will be brought up at a later date for discussion. (See attachment 6)  

Last order of business was that BCP would use its email list to notify people of the upcoming charity event that will occur on Dec. 9 th.

Next General Meeting will be on Sunday, Dec. 2nd at Snoopy's at 10:30.

 Meeting was adjourned by President Jeff at 1:05.

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