BOQUETE COMMUNITY PLAYERS

Minutes of BCP Foundation General Meeting, December 2, 2007

All Council members were present except Secretary Stephanie.  Ellie Simon acted as temporary recording secretary.  Guests present were Jim and Shirley Maffitt, Janet Hartley, Dave Ross, and Terry Zach.

The meeting was called to order by President Jeff at 10:37 a.m.  Minutes of the November 4th Council meeting were approved as read. 

Jeff reminded the Council that the current BCP submission form needs to be revised in keeping with the changes voted in at the last meeting.   Dave Ross volunteered to work with the Events Committee to accomplish this task.

Jeff announced the unanimous Council election of Jack Bute to fill the position of Member at Large and Jack was welcomed to the Council.

Treasurer Jerry reported on the Bylaws Committee, which is composed of Dave Ross, Dana Applegate, Mary Feldbruegge, Jeff Simon, Stephanie Brockman and Jerry Hedrick.  A draft of the bylaws was under review by the committee members.  A final draft bylaws document will then be submitted to the Council members for review.  The document will then be posted on the website for review and comment by the general membership prior to finalization.  The next step will be a yes/no vote by the membership at the February '08 General Membership Meeting.  There was discussion of the time required for review by the Council and by the members.  The bylaws are written to provide the general organizational structure for the Foundation but policies and procedures are not included.  A schedule was finalized for the steps leading up to final implementation of the bylaws.

Jerry gave the Treasurer’s report, indicating that resources have increased to $5,791.81.  The performances of “God’s Favorite” were a financial success with a net income of $1,638.87.  (Report attached.)

Vice President Jim reported on the Venue Committee’s activities.  The committee visited the Princess Janca facility and met with the people in charge.  There is no interest from Princess Janca’s side.  Jim again asked for additional suggestions of locations to be scouted.  He will coordinate with Stephanie and Roy Knight regarding continued usage of Snoopy’s after debriefing with Stephanie and Susan Thoms regarding their experience.  To BCP’s advantage, Snoopy’s is being provided rent-free. 

Jim recommended the council prepare a budget with anticipated revenue and expenses for:  lease/rent cost, production costs, ticket income, concessions income, sublease income, and so forth.  This would give the venue committee some guidelines to work within as it continues to look at temporary venues.  The long-term goal is to purchase or build a BCP-owned facility.   Jim stated that fundraising opportunities toward BCP’s ownership of a location are limited until BCP has demonstrated sustained entertainment output. 

Jeff discussed membership involvement as a critical aspect of everything that BCP does, and he talked about the Council’s need to recruit members to participate.  There was general discussion about on-going projects and plans.  The Josefa Montera School is a potential long-term location despite some concerns about the school’s restrictions and the principal’s relationship with the community. 

Membership Chair Erin affirmed the Council’s commitment to having a membership table at each BCP event.  This activity was productive at “God’s Favorite,” gaining 10 new memberships and 3 renewals.  There are currently 178 members.  Erin and her committee will begin review of the member surveys in detail to enable BCP to utilize the talents, resources and interests expressed. 

Events Chair Anayansi responded to a question about the municipality’s efforts to create a community arts center and she indicated that BCP is more likely to accomplish this in a much shorter period of time. 

Anayansi continued by reporting that the Gatma Concert, under BCP sponsorship, acquired $426 in donations to the group.  Thanks were extended to Tom Stearns for creating the CD covers.  Anayansi conveyed the appreciation of the Gatma group to BCP for its support.  Using BCP to promote the concert was an effective strategy for Gatma.  (See attached report.)

Anayansi and Artistic Director Amelia Stroup are preparing a proposal detailing events for 2008.  Anayansi has successfully contacted a mask artist from Chitre to come to Boquete for the Art Expo.  He has expressed his interest in providing art work, conducting at least one workshop, and providing “devil dancers” for entertainment.  Anayansi expressed the opinion that the Art Expo exhibitors should all contract to provide BCP with 10% of sales made during the Expo.  She indicated that the feria facility is being considered as a potential location for the Art Expo, which would open up the opportunity for more exhibitors to participate in greater depth.  The Art Expo is planned to be held in July 2008. 

Jeff asked if the Council wanted to discuss “movie night” feasibility.  The community and BCP members have interest in this activity, but equipping and staffing it requires commitment that is not be available at this time.  It was agreed to table this topic for now.

A “motion to allow for block sale of tickets” was introduced.  After discussion, the vote resulted in a tie, so the motion died.

In keeping with the discussions at the Events Planning committee meeting, Jeff introduced a “motion to form a marketing and fundraising committee.”  (Attached) Anayansi offered an amendment to this motion, titled “motion to revise sponsorship program.”  (Attached)  After discussion, it was unanimously decided to combine these two motions so that the motion titled “motion to revise sponsorship program” was adopted with these revisions: 

            (1) The first sentence of the second paragraph will read:  “I move that BCP Foundation develop an annual cycle of fundraising for Sponsorships of BCP Productions, selling blocks of tickets for BCP events, advertising and promoting all BCP events, and reaching BCP’s annual fundraising goals.” 

            (2) The sentence regarding commission to the fundraiser will read:  “Authorization is given to contract with an experienced fundraiser and pay a commission not exceeding 20% of funds collected.” 

Member at Large Jack introduced a “motion to supply paint for Christmas Pageant venue.”  After discussion, it was determined that the painting need not occur prior to the Christmas Pageant.  With that understanding, the motion passed.  (Attached)

Erin showed the posters for the Christmas Pageant.   (Attached)

The next Council Board Meeting will be on January 6, 2008 at 10:30 a.m. at Snoopy’s.

The meeting was adjourned at 12:40 p.m.

Submitted by Ellie Simon
For Secretary Stephanie Brockman

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